Supplemental Nurse Staffing Services
| Location: | Florida |
|---|---|
| Posted: | Aug 20, 2025 |
| Due: | Sep 5, 2025 |
| Agency: | Hillsborough County Public Schools |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | 25349-RFP-DST |
| Publication URL: | To access bid details, please log in. |
Main
Agency
Hillsborough County Public Schools
Hillsborough County Public Schools
Status
Active
Active
Fiscal Year
2025
2025
Title
Supplemental Nurse Staffing Services
Supplemental Nurse Staffing Services
Type
Request for Proposal
Request for Proposal
Department
Student Services
Student Services
Online Submissions
Yes
Yes
Project Estimate
Piggyback Solicitation
No
No
Insurance Required
No
No
Bid Bond Required
No
No
Bid Bond Amount
Performance Bond Required
No
No
Performance Bond Amount
Construction Bond Required
No
No
Construction Bond Amount
Scope of Services
Hillsborough County Public Schools is seeking proposals from qualified firms to provide nursing services to eligible students in accordance with the School Health Services Act, s. 381.0056, F.S., and the Individuals with Disabilities Act (IDEA) as currently enacted or as amended.
Hillsborough County Public Schools is seeking proposals from qualified firms to provide nursing services to eligible students in accordance with the School Health Services Act, s. 381.0056, F.S., and the Individuals with Disabilities Act (IDEA) as currently enacted or as amended.
Dates(All times are listed as
EST
)
Broadcast Date
7/30/2025 4:00 PM EST
7/30/2025 4:00 PM EST
Question End Date
8/13/2025 12:00 PM EST
8/13/2025 12:00 PM EST
Due Date
9/5/2025 3:00 PM EST
9/5/2025 3:00 PM EST
Bid Opening Date
Pre-Bid Meetings
Total: 0
(All times are listed as
EST
)
| Date | Time | Mandatory | Location |
Documents
Total: 10
Quote/Bid
Quote/Bid Items
Additional Quote/Bid Items Fields
Quote/Bid Items
Total: 0
| # | Required | Group | Make | Model | Description | Quantity | Unit of Measure | Price/ Percent | Type |
Delivery Date
None
None
Required Files to be Uploaded by the Vendor
None
None
Shipping
None
None
Terms and Conditions
None
None
Include Shipping in Price of Items
No
No
Display Bid Tabulation to Vendors
No
No
Display Vendor Submissions to Vendors
No
No
View Vendor Submissions while Bid Solicitation is Active
No
No
Allow Options File to be Updated after Due Date
No
No
Allow Post Due Date Submission
No
No
Questions & Answers
Total: 124
| Question | Date Asked | Answer | Date Answered |
|
1) For the office location, we currently have a virtual office in Tampa, as no direct services are performed in our office. We will also rent office space for nurse trianings, will that suffice for a local office?
2) We are currently operating on a piggy back contract, are we required to submit if we want to maintain providing services for the 2025-2026 School Year? |
7/30/2025 10:58:38 PM | 1. There needs to be a physical, permanent office. See Sec. 3.2.6 of the RFP. 2. The piggyback agreement has its own expiration. This new RFP solicitation contains different terms from the piggyback agreement. Vendors must submit a proposal to be considered for this RFP. Each proposal will be evaluated accordingly. | 8/7/2025 8:25:58 AM |
| As the vendor, are we required to bill medicaid, or will HCPS pay the invoice and get reimbursed by medicaid? | 7/30/2025 11:02:50 PM |
The Contractor must bill private insurance, followed by any other funding source, including Medicaid. HCPS will not provide funding for later reimbursement. See Sec. 1.7.2.
|
8/7/2025 1:12:26 PM |
| Are all of the documentation / samples required in the proposal submission on pages 9-10? If so, what would suffice as a "sample care plan" Would this be our Charting notes? | 7/30/2025 11:38:45 PM | The Contractor is required to have RN or APRN-created Care Plans if using LPNs for services. The RNs or APRNs are responsible for delegation and supervision of your agency staff. If it is an RN or APRN from your agency, they are responsible for creating student Care Plans. | 8/11/2025 8:58:15 AM |
| If we do not currently have a medicaid license in FL, would we be able to bid on the other services IE; non medically fragile cases? | 7/30/2025 11:44:13 PM | No, the vendor must have a Florida or Florida containing multi-state compact license. | 8/5/2025 11:34:12 AM |
|
1) For some of the items like confirming, we will provide back up when an ESC is out, do you want us to do a write up in the bed or just acknowledge that? Similar to the services- do you want an acknowledgment or a write up?
2) Can we provide a redacted copy for trade secrets or do those items need to be in a separate document and left completely out of our proposal? |
7/31/2025 11:23:22 AM |
1. A write-up is required.
2. This is a public Sunshine Law State of FL bid. Everything must be transparent and clearly written with no omissions. |
8/8/2025 9:27:37 AM |
| 1) As stated on page 17 no zero points are offered for small business utilization. Does that mean that we need to subcontract 10% to 19% if we are not a small business? | 7/31/2025 11:24:27 AM | This RFP is partially federally funded, and as such, points will not be given to any vendor or subcontractor registered under the Small Business Encouragement Program. For further details, please refer to Section 2.5.1 and page 1 of the RFP. | 7/31/2025 11:54:53 AM |
| 1) Do we answer the questions directly from the form or submit a seperate technical proposal- ie: minimum qualifications states "write below" Do we answer directly on the RFP for , or submit a seperate document? | 7/31/2025 11:27:30 AM | You may submit a separate document; please ensure it is labeled accordingly. | 7/31/2025 11:55:49 AM |
| We are currently registered in vendorlink, but are unable to find the substitute W-9 or the HCPS Vendor form. Would the district be able to confirm if this is required prior to bidding, or if we will be requested to submit this upon award? If prior to submission, can you advise where we can find the vendor registration form? | 7/31/2025 7:20:04 PM | The Substitute W-9 is included in the RFP document. See Se. 4.1.1 of the RFP page 26. | 8/5/2025 11:35:02 AM |
|
What are any challenges or pain points with the present contract vendors? |
8/1/2025 6:44:13 AM | This competitive solicitation will expire on December 15, 2025, with no additional renewals available. HCPS is not reporting any qualms with the current awardees. | 8/7/2025 1:17:21 PM |
|
What is the new budget for year for this RFP?
|
8/1/2025 6:44:23 AM | The estimated budget information is noted in Sec. 1.2.1 of the RFP. | 8/5/2025 11:35:25 AM |
|
What are your most commonly requested positions?
|
8/1/2025 6:44:31 AM |
Commonly requested positions are RNs and LPNs.
|
8/8/2025 9:51:56 AM |
|
Is there any local preference?
|
8/1/2025 6:44:59 AM | HCPS is seeking bids from Proposers with offices within the Tampa Bay area, consisting of the following counties: Hillsborough, Pasco, Polk, Pinellas, and Manatee. See Sec. 1.5 and 3.2.6 of the RFP. | 8/5/2025 11:35:54 AM |
|
What is spend per positions requested?
|
8/1/2025 6:45:10 AM | Please see Addendum 1. | 8/8/2025 1:18:30 PM |
|
How will the work order be shared with multiple vendors?
|
8/1/2025 6:45:21 AM |
Assignments will be given to the primary vendor (the highest-ranked), followed by the next highest-ranked alternate vendor/s.
|
8/8/2025 9:45:37 AM |
| How many vendors do you intend to award? | 8/1/2025 6:45:28 AM | HCPS proposes to contract with the highest-ranked proposer(s) and expects to award this solicitation to multiple vendors. See Sec. 1.5 of the RFP. | 8/5/2025 11:37:46 AM |
| In section 1.7.2, it states, "The Contractor agrees to: bill Medicaid as the first insurer for evaluation and services for Medicaid eligible students when applicable. Payment for each student will be reviewed individually". As a staffing company are you requesting that we be the primary insurer and our staffing company bill Medicaid? Or would we be able to have our nurse staff be the first insurer and bill Medicaid through them? | 8/1/2025 2:31:32 PM | The Contractor must bill private insurance, followed by any other funding source, including Medicaid. HCPS will not provide funding for later reimbursement. See Sec. 1.7.2. | 8/8/2025 9:53:43 AM |
|
1) How formal do the minutes need to be for "contractor`s obligations?
2) Is the 48 hour response requirment for us to provide a nurse within 48 hours, or just an acknowledgment? 3) Can you clarify what you suffice for sample logs? 4) Are their action items for the "statement of Assurance" to be submitted in the bid? |
8/1/2025 4:37:28 PM | ||
|
Good day!
The following are some of our questions: Is this a new contract or renewal of an existing contract? If there is an existing contract, could you please share the names of the current vendors and their pricing? In order to be considered responsive for this solicitation, is it mandatory to bid on all positions? What is the estimated budget for this contract? Is it mandatory to subcontract? Could you please provide information on the daily duration of shifts required for the necessary professions? For example, the number of hours per day? |
8/1/2025 8:02:52 PM |
This solicitation is replacing the expiring contract on 12/15/2025. See Sec. 1.1 of the RFP.
Please see Addendum 1 for current vendors and pricing information. To be considered a responsive proposer, your proposal must meet the minimum requirements, signatures and documentations. See Sec. 2.4.4 and 3.2 of the RFP. The budget is noted in Sec. 1.2.1 of the RFP. You may or may not utilize subcontractors at your discretion. Work hours is 7.5 hours/day or 37.5 hours/week. Please refer to Sec.1.7.1 and 1.7.2 of the RFP. |
8/8/2025 1:27:03 PM |
| What is the estimated budget for the contract? If unknown, please provide information on previous spending. | 8/4/2025 1:37:36 AM |
The estimated budget information is noted in Sec. 1.2.1 of the RFP.
|
8/5/2025 11:38:20 AM |
| Please provide a list of the current vendor(s) providing the service and explain how the current services are being procured. Aside from the end of tenure, is there any other reason for releasing this solicitation? Are there any pain points? | 8/4/2025 1:37:51 AM |
Please refer to Addendum 1.
The current contract is expiring on Dec. 15, 2025. Please see Sec. 1.1 of the RFP. HCPS does not have any qualms with the existing vendors. |
8/8/2025 1:29:54 PM |
| Please provide the total number of temporary staff currently on assignment. Include the job classification of each worker, the vendor assigning the temporary employee, and the corresponding pay and bill rates. | 8/4/2025 1:37:58 AM | Please see Addendum 1. | 8/8/2025 1:31:26 PM |
| Will this be a single or multiple award contract? | 8/4/2025 1:38:05 AM | HCPS proposes to contract with the highest-ranked proposer(s) and expects to award this solicitation to multiple vendors. See Sec. 1.5 of the RFP. | 8/5/2025 11:39:05 AM |
| Please provide copies of the proposals from all current vendors providing temporary staffing services, including rate/cost sheets. | 8/4/2025 1:38:14 AM | The pricelists will be uploaded via VendorLink. However, due to the size of the proposals, you may submit a Public Records Request for said documents via: https://forms.office.com/pages/responsepage.aspx?id=-f2oEP_CDU6cGR_iwYgWSlfHKK0R9cNEu-CHNB5dB91UMUFWQUI5RDRHSkw1RjBOSFNGQjhDMVk4SiQlQCN0PWcu | 8/6/2025 8:27:02 AM |
| What is the average length of each assignment? | 8/4/2025 1:38:21 AM |
The length of assignment for contracted RNs or LPNs will follow the HCPS school nurse calendar and correspond to the number of scheduled school days in the academic year.
|
8/8/2025 10:05:18 AM |
| Are we required to submit the Certificate of Insurance and Business License with the proposal? | 8/4/2025 1:38:28 AM |
The Proposer must provide proof of insurance. See Sec. 3.2.5 of the RFP.
|
8/5/2025 11:39:39 AM |
| Kindly provide a specific list of all required attachments and documentation to be submitted with the proposal, to ensure compliance. | 8/4/2025 1:38:35 AM |
Please read and review the whole RFP document as it includes information and instructions on the proposal submittal.
|
8/5/2025 11:41:46 AM |
| According to the Price Sheet Excel, the requirement appears to be only for Advanced Practice Registered Nurses (APRNs)/Registered Nurses (RNs) and Licensed Practical Nurses (LPNs), totaling 1,640 hours annually. Kindly clarify how the estimated budget of $11,650,000, as stated on page 3 of the solicitation document, is justified based on this information. | 8/4/2025 1:38:43 AM | The price sheet has been revised. Please see Addendum 1. | 8/8/2025 1:32:38 PM |
| According to the Price Sheet Excel, the requirement is for only 1,640 hours annually for two job titles—Advanced Practice Registered Nurse (APRN)/Registered Nurse (RN) and Licensed Practical Nurse (LPN)—which suggests a need for approximately two part-time FTEs. Given that HCPS is already partnered with eight supplemental staffing nursing agencies, could you kindly clarify the rationale for adding more vendors under this bid? With such limited staffing needs, how is the expansion to additional agencies justified? | 8/4/2025 1:38:51 AM |
Contractors are not able to fully-staff the needs of HCPS.
|
8/8/2025 1:34:41 PM |
| Do we need to provide any materials or equipment under this contract? | 8/4/2025 1:39:01 AM |
Please refer to Sec. 1.7.2, the Contractor must be able to provide supplies relative to the safety and protection of their employees. Specific supplies such as sterile
catheterization kits or equipment such as suction, durable goods and other life-saving supplies for the student are the responsibility of the parent or guardian. Basic school health supplies and disposable gloves are available from the school’s health room. |
8/8/2025 10:12:49 AM |
| Is it mandatory for a firm to have an office located within the Tampa Bay area, consisting of the following counties: Hillsborough, Pasco, Polk, Pinellas, and Manatee? | 8/4/2025 1:39:08 AM | Yes, it is mandatory. See Sec. 3.2.6 of the RFP- Local Representation Requirement. Local representation within Hillsborough County or adjacent Counties - Pasco, Polk, Pinellas, and Manatee) is required to enable face-to-face weekly and/or monthly meetings and timely placement of services. The Contractor's staff shall perform specified duties and services under the specific supervision of the Contractor's RN Supervisor and general supervision of HCPS' ESE and School Health Services Department. | 8/8/2025 10:14:10 AM |
| Please provide the exact format for the technical proposal. | 8/4/2025 1:39:14 AM |
The proposal must be in PDF format and the price sheet in Excel format. The proposal must be submitted electronically via Vendorlink. Please review the whole RFP document as it includes information and instructions on the proposal submittal.
|
8/5/2025 1:35:07 PM |
| As per Page 9, Section 1.8 “Compliance with Requirements,” are we required to simply check the appropriate box, or do we also need to provide a detailed response or explanation following the form? | 8/4/2025 1:39:25 AM | If you have additional comments, you may include them in a separate document. | 8/8/2025 10:18:28 AM |
| Is it mandatory to utilize a subcontractor? If yes, please specify the exact requirements or goals, and provide a list of forms and attachments required from the subcontractor. | 8/4/2025 1:39:33 AM | You may or may not utilize subcontractors at your discretion. | 8/6/2025 8:23:09 AM |
| Are we required to answer the questions listed on Page 19 under “Qualifications and Experience” directly on the form, or can we expand our responses by providing a detailed description in an attached document? | 8/4/2025 1:39:39 AM | Please utilize the HCPS' RFP document to provide the Contact and Certification information. You may include your company's detailed experience description as another document and part of your proposal. | 8/5/2025 11:46:02 AM |
| Do we need to include three Business Reference Forms in our proposal submission, or will our references be submitting them directly to yourself? | 8/4/2025 1:39:46 AM | Completed Business Reference Forms is part of the minimum requirements of this RFP. The Proposer must include them in their proposal submission. Please refer to Section 3.2.7 of the RFP. | 8/5/2025 1:17:55 PM |
| Do we need to submit the technical response in PDF format and the price sheet as per the provided Excel file? Are any other documents or files required, or will these two suffice? Additionally, could you please clarify the exact proposal format, especially for the technical response? | 8/4/2025 1:39:52 AM | Please read and review the the whole RFP documents as it includes information and instructions on the proposal submittal. The proposal response must be in PDF format. Price sheet is one of the attachments uploaded in Vendorlink and should be in the Excel format. | 8/5/2025 11:48:24 AM |
| Please provide a list of all attachments and forms required to be submitted with the proposal response. | 8/4/2025 1:39:59 AM |
Please read and review the whole RFP document as it includes information and instructions on the proposal submittal.
|
8/5/2025 11:49:35 AM |
| Kindly specify the exact budget and the number of Full-Time Equivalents (FTEs) expected to be required under this contract. | 8/4/2025 1:40:06 AM |
As per Sec. 1.2 of the RFP, the estimated budget is $11,650,000, The estimated number of vacancies is as follows: Registered Nurses (RNs) - 183, Licensed Practical Nurses (LPNs) - 41.
|
8/13/2025 1:26:04 PM |
|
Can you clarify the expected number of awards for this solicitation?
|
8/4/2025 10:58:35 AM | HCPS proposes to contract with the highest-ranked proposer(s) and expects to award this solicitation to multiple vendors. See Sec. 1.5 of the RFP. | 8/5/2025 1:05:41 PM |
| Are there any specific challenges or issues currently being faced with the existing vendors? | 8/4/2025 10:58:49 AM | This competitive solicitation will expire on December 15, 2025, with no additional renewals available. HCPS is not reporting any qualms with the current awardees. | 8/8/2025 10:15:54 AM |
| Could you confirm if it is possible to obtain the proposals or pricing details of the incumbent vendors? | 8/4/2025 10:59:21 AM |
Please refer to Addendum 1 for the current pricing information. However, due to the size of the proposals, you may submit a Public Records Request for said documents via: https://forms.office.com/pages/responsepage.aspx?id=-f2oEP_CDU6cGR_iwYgWSlfHKK0R9cNEu-CHNB5dB91UMUFWQUI5RDRHSkw1RjBOSFNGQjhDMVk4SiQlQCN0PWcu
|
8/8/2025 1:36:12 PM |
| Could you provide details on the previous expenditure associated with this contract? | 8/4/2025 11:00:34 AM | Please refer to Addendum 1. | 8/8/2025 1:37:21 PM |
| If it is ongoing, kindly provide the names of the current service providers/incumbent vendors? | 8/4/2025 11:00:55 AM |
Please refer to Addendum 1.
|
8/8/2025 1:38:21 PM |
| What is the tentative start date of this engagement? | 8/5/2025 12:00:50 PM | At this time, we do not have an estimated start date yet. Once the RFP is approved by the School Board, a Notice of Award with the start date information will be provided to the awarded vendor/s. | 8/5/2025 1:24:56 PM |
| What is the work location of the proposed candidates? | 8/5/2025 12:01:08 PM | Please refer to Sec. 1.7.2 of the RFP, the Contractor to provide nursing services at designated school and/or affiliated locations (i.e. field trips) throughout Hillsborough County. | 8/8/2025 10:22:23 AM |
| Are the incumbents eligible to submit the proposal again? | 8/5/2025 12:01:28 PM | Only vendors who submitted proposals will be considered and evaluated for this RFP. Each bid will be evaluated separately. | 8/5/2025 1:30:34 PM |
| Could you please share the previous spending on this contract, if any? | 8/5/2025 12:02:11 PM | Please refer to Addendum 1. | 8/8/2025 1:38:46 PM |
| Can we replace a subcontractor after an award? | 8/5/2025 12:02:19 PM |
The Contractor must notify HCPS for prior approval as to the use of or replacement of any subcontractor. See Sec. 3.2.4 of the RFP.
|
8/5/2025 1:40:35 PM |
| Can we submit good faith efforts if we are unable to find a subcontractor? | 8/5/2025 12:02:30 PM |
You may or may not utilize subcontractors at your discretion. The Contractor must notify HCPS for prior approval as to the use of or replacement of any subcontractor. See Sec. 3.2.4 of the RFP.
|
8/8/2025 10:24:38 AM |
| How many positions were used in the previous contract (approximate)? | 8/5/2025 12:02:39 PM | Plese refer to Addendum 1. | 8/11/2025 9:17:59 AM |
| How many positions will be required per year or throughout the contract term? | 8/5/2025 12:02:47 PM | Currently, the estimated number of vacancies is as follows: Registered Nurses (RNs) - 183, Licensed Practical Nurses (LPNs) - 41. Depending on the district needs, the numbers may change during the contract term. | 8/13/2025 9:58:17 AM |
| If the resources we provide at the time of proposal submission are not available at the time of a potential contract award could vendors replace them with equally qualified resources? | 8/5/2025 12:02:56 PM |
Can you please clarify what do you mean by "resources"? Do you mean staffing resources?
|
8/11/2025 9:04:17 AM |
| Can we provide hourly rate ranges in the price proposal? | 8/5/2025 12:03:04 PM | Please refer to Sec. 1.7.2 of the RFP, page 6 - The Contractor must bill only for actual hours worked. Hourly fee shall be inclusive of all costs incurred in the provision of services. There shall be no additional charges such as mileage, travel, or overtime unless pre-approved by HCPS. | 8/14/2025 10:19:45 AM |
| Is it entirely onsite work or can it be done remotely to some extent / Does the services need to be delivered onsite or is there a possibility for remote operations and performance? | 8/5/2025 12:03:13 PM | Please refer to Sec. 1.7.2 of the RFP, the Contractor to provide nursing services at designated school and/or affiliated locations (i.e. field trips) throughout Hillsborough County. | 8/8/2025 10:27:22 AM |
| Are resumes required at the time of proposal submission? If yes, Do we need to submit the actual resumes for proposed candidates or can we submit the sample resumes? | 8/5/2025 12:03:23 PM | No, resumes are not required at the time of submission. The Contractor must implement a thorough vetting process to ensure that all candidates fulfill the Minimum Requirements for Nursing before HCPS conducts interviews and placements. Refer to 1.6.1 of the RFP. | 8/12/2025 8:41:17 AM |
| Could you please provide the list of holidays? Are there any mandated Paid Time Off, Vacation, etc.? | 8/5/2025 12:03:27 PM | The student calendar is available at https://core-docs.s3.us-east-1.amazonaws.com/documents/asset/uploaded_file/5557/tampabayboulevard/5896850/25_26_Student_Calendar.pdf. Please note that HCPS may require the assigned personnel to provide services on additional dates. It shall be the Contractor's responsibility to ensure coverage. | 8/7/2025 1:40:54 PM |
|
Is this specifically talking about the provider or the vendor (Staffing agency)? If provider, is a staffing agency required to have a license for medicaid? Re question below:
If we do not currently have a medicaid license in FL, would we be able to bid on the other services IE; non medically fragile cases? 7/30/2025 11:44:13 PM No, the vendor must have a Florida or Florida containing multi-state compact license. |
8/5/2025 1:38:31 PM | ||
| Is it mandatory for a firm to have a Medicaid license in the state of Florida to bid on other services, i.e., non-medically fragile cases? | 8/5/2025 3:50:23 PM | Yes, it is mandatory. | 8/8/2025 10:30:41 AM |
| If we do not currently have a Medicaid license in Florida, would we still be able to bid on other services, i.e., non-medically fragile cases? | 8/5/2025 3:50:32 PM | No. | 8/11/2025 9:21:40 AM |
| What is the total anticipated volume? | 8/6/2025 12:24:54 PM | The estimated number of vacancies is as follows: Registered Nurses (RNs) - 183, Licensed Practical Nurses (LPNs) - 41. | 8/13/2025 1:28:26 PM |
| re agencies required to submit billing directly to Medicaid or can agency staff submit documentation to the district to submit for billing? | 8/6/2025 12:25:10 PM | ||
| What is the current volume of high-acuity 1:1 cases, such as those involving tracheostomies or ventilators? | 8/6/2025 12:25:30 PM | 12 cases. | 8/8/2025 11:05:00 AM |
| Can you provide details about HCPS’s specialized training for supporting medically fragile students? Specifically, is the training hands-on, and what topics or skills does it cover? Does the district RN provide student specific orientation and skills validation for high acuity cases? | 8/6/2025 12:25:47 PM | No, HCPS’ does not provide specialized training regarding the needs of medically fragile students. It is expected for agencies to provide experienced staff as outlined in the RFP. See Sec. 1.7.4 of the RFP. | 8/12/2025 8:38:29 AM |
| Who within the district is responsible for updating and maintaining student medical orders and health records? | 8/6/2025 12:26:14 PM | Please refer to Sec. 1.7.3 of the RFP, page 7, nurses employed by the Contractor maintain and record all necessary medical information and records in designated areas required by the Nurse Practice Act, state law and HCPS policy. | 8/8/2025 11:08:03 AM |
| Can the district please clarify how needs for vendor supplied contractors will be disseminated to awardees post award? | 8/6/2025 12:26:38 PM |
Assignments will be given to the primary vendor (the highest-ranked), followed by the next highest-ranked alternate vendor/s.
|
8/8/2025 11:09:49 AM |
| Can the district please provide a detailed explanation for how points will be awarded for the pricing section of this solicitation (i.e. lowest bill rate receives maximum points, and next lowest vendor receives a prorated amount; lowest bill rate receives maximum points, and the next lowest vendor receives a predetermined amount of points)? | 8/6/2025 12:26:50 PM |
As per Sec. 2.5.1 Evaluation Phase, the price proposal shall be evaluated to determine the overall best value. The Committee will rank proposals based on the stated, summarized Weighted Criteria.
The award method will be based on a qualitative appraisal rating and ranking of responsiveness to this solicitation’s criteria, based on available point totals for each evaluation criterion, rather than a percentage factor. |
8/6/2025 2:53:39 PM |
| When is the estimated contract award date, and how will the district communicate award status to vendors? | 8/6/2025 12:27:09 PM |
We do not have the estimated award date yet. HCPS will send a Notice of Award to the awarded vendor/s once the School Board approves the RFP.
|
8/6/2025 2:55:56 PM |
| Can the district please provide incumbent information and current bill rates for contracts in place for similar services? | 8/6/2025 12:27:26 PM |
Refer to Addendum 1.
|
8/8/2025 2:22:24 PM |
| What is the expected amount of full-time, vendor supplied (APRN, RN and LPNs) needed during the 2025-26 SY? | 8/6/2025 12:27:40 PM | The estimated number of vacancies is as follows: Registered Nurses (RNs) - 183, Licensed Practical Nurses (LPNs) - 41. | 8/13/2025 1:30:13 PM |
| Can the district please provide the total amount of full-time, vendor supplied (APRN, RN, and LPNs) utilized during the 2024-25 SY? | 8/6/2025 12:27:54 PM | Please see Addendum 1. | 8/8/2025 1:40:20 PM |
| Can the district please describe the supplies and materials that contracted providers will have access to at the district? (wifi, computer access, testing material, office supplies, etc.)? | 8/6/2025 12:28:10 PM | HCPS will provide the office and technology-related supplies. | 8/8/2025 11:03:37 AM |
| What travel between schools is expected for these providers? | 8/6/2025 12:28:26 PM | Staff may be reassigned during the workday depending on HCPS' needs. | 8/8/2025 11:02:04 AM |
| What are the district expectations of contract providers to assist in Medicaid reimbursement documentation services? | 8/6/2025 12:28:39 PM | The Contractor is responsible for reimbursement documentation services. | 8/8/2025 11:01:29 AM |
| Can the District confirm if vendors are expected to handle Medicaid billing and submit the required documentation for approval when assigned to medically fragile Medicaid-eligible students? | 8/6/2025 12:28:53 PM | The Contractor is fully responsible for obtaining the appropriate funding for services. | 8/7/2025 1:57:04 PM |
| Will the district accept contract exceptions? | 8/6/2025 12:29:03 PM | The proposer can submit exceptions and must provide an explanation for each exception. Exceptions will be reviewed by HCPS. | 8/6/2025 2:46:09 PM |
| Can you please clarify what materials and equipment are required under the scope, aside from providing the nursing staff? Just want to confirm what`s expected for qualification. thanks | 8/6/2025 3:24:42 PM | Please refer to Sec. 1.7.2, the Contractor must be able to provide supplies relative to the safety and protection of their employees. Specific supplies such as sterile catheterization kits or equipment such as suction, durable goods and other life-saving supplies for the student are the responsibility of the parent or guardian. Basic school health supplies and disposable gloves are available from the school’s health room. | 8/8/2025 10:58:19 AM |
| Can you please clarify what materials and equipment are required under the scope, aside from providing the nursing staff? Just want to confirm what`s expected for qualification. thanks | 8/6/2025 4:36:07 PM | Please refer to Sec. 1.7.2, the Contractor must be able to provide supplies relative to the safety and protection of their employees. Specific supplies such as sterile catheterization kits or equipment such as suction, durable goods and other life-saving supplies for the student are the responsibility of the parent or guardian. Basic school health supplies and disposable gloves are available from the school’s health room. | 8/8/2025 10:57:34 AM |
| Currently today are you looking for all vendors to create the student care plans or will that be continuing to be created from the student physician and HCPS team? | 8/8/2025 12:27:33 PM | ||
|
Good day,
1. Are candidate resumes required with the bid submission? If so, should they be actual resumes of proposed staff or sample/template resumes representative of typical candidates? 2. Are there any mandatory subcontracting requirements, minority/women-owned business participation goals, or local business preferences for this contract? 3. Is there a current incumbent vendor providing these services? If yes, could you please provide the incumbent’s name, contract number, term dates, and current pricing? 4. Are there any identified challenges or service gaps with the current or previous vendor that the City is looking to address in this solicitation? 5. What is the allocated budget for this contract? Could you provide the total spend for the previous year or the most recent contract term? 6. Can you confirm the list of positions covered under this contract, and will the City consider adding additional nursing or healthcare roles beyond those explicitly listed in the RFP? 7. What is the typical lead time for staffing requests? 8. Is there a minimum guaranteed shift length per assignment for on-site services? 9. Are any positions required to provide 24/7 coverage? 10. Will awards be made to a single vendor or multiple vendors, and will the contract operate as a primary/secondary vendor structure or as a rotational vendor list? 11. Are there specific onboarding, orientation, or training requirements vendors must provide prior to assignment start? 12. Will health screenings, immunizations, or certifications be required for all staff, and will the City cover these costs? |
8/11/2025 7:48:48 AM | ||
| Will Hillsborough County Public Schools consider proposals for a Managed Service Provider, a single vendor who can cover all of the schools` temporary nurse staffing needs? | 8/11/2025 9:31:18 AM | HCPS is looking for a variety of vendors as one cannot provide enough individuals to fill the positions. | 8/12/2025 11:25:02 AM |
| Page 11, under section 1.10 "QUESTIONS TO VENDORS": If we select "NO" to the question "Are you able to bill Medicaid and other Florida insurance carriers for nursing services?", will that automatically disqualify us for an award? | 8/11/2025 11:11:14 AM | A proposal must meet the minimum qualifications to be considered responsive. Only responsive proposals will be evaluated. The Evaluation Committee will score each responsive proposal, and the responses received based on the established criteria. Please refer to Sections 2.5 and 3.2 of the RFP for additional details. | 8/11/2025 12:43:47 PM |
| What would it mean for a current vendor/currently working contracted nurses if we cannot do Medicaid billing? Would that vendor not be able to renew any of the nurses that are currently working at HCPS through them? | 8/11/2025 3:10:47 PM | ||
| Would A vendor be able to satisfy the medicaid billing requirement by hiring someone on to do that after being awarded? | 8/11/2025 3:11:25 PM | ||
| for Medicaid billing licenses - does the Agency need to hold the license or does each nurse we hire need to have it | 8/11/2025 3:13:30 PM | ||
| Can you share the previously approved hourly rates by discipline for incumbent vendors? | 8/11/2025 3:13:57 PM | Please see Addendum 1 for reference. | 8/11/2025 3:35:04 PM |
| Under Section 1.5 WHY IS THIS NEW SERVICE NEEDED, it states, "HCPS is seeking bids from Proposers with offices within the Tampa Bay area, consisting of the following counties: Hillsborough, Pasco, Polk, Pinellas, and Manatee. " Could HCPS please confirm if it is a mandatory criteria for bid response? Does it necessary to have physical presence at these locations? | 8/11/2025 4:53:11 PM | There needs to be a physical, permanent office. See Sec. 3.2.6 of the RFP- Local Representation Requirement. Local representation within Hillsborough County or adjacent Counties - Pasco, Polk, Pinellas, and Manatee) is required to enable face-to-face weekly and/or monthly meetings. | 8/12/2025 8:09:59 AM |
| Could you please confirm whether the vendor is required to send the `Business Reference Form` to its customers for completion, and then include the completed form in the bid response? | 8/11/2025 5:04:48 PM |
"Yes, it is required. Please refer to 3.2.7 of the RFP. The Proposer must provide a minimum
of three (3) of their largest clients or completed projects (filled in), preferably within the previous three (3) years." |
8/12/2025 8:06:38 AM |
| Please confirm if the vendor is required to complete all sections of the `Business Reference Form` except the rating and include it in the bid response. Will HCPS then share this form with the vendor’s customer to obtain the rating? | 8/11/2025 5:08:50 PM | The Business Reference forms need to be completed by the vendor's clients. The Evaluation Committee will evaluate the vendors' proposals and bid documents according to the specified RFP criteria. See Sec. 3.2.7 and 2.5 of the RFP. | 8/12/2025 8:19:05 AM |
| If we currently are providing nursing care for a patient at home on a 1:1 basis, and billing Medicaid for services being rendered, will we still be able to have our caregiver come to school with the patient or will services have to be provided by the provider or agency that wins the contract for Hillsborough County Schools? | 8/12/2025 7:01:41 AM | ||
| What type of training does this statement include? “Training HCPS staff in various health procedures”. Can you give us an example from previous years` training requirements? | 8/12/2025 7:02:34 AM | ||
| • How many Hillsborough County school district students required 1:1 services in the 2023-2024 and 2024 – 2025 school years? | 8/12/2025 7:09:38 AM | Currently, we have 12 cases of 1:1 services. | 8/13/2025 1:32:04 PM |
| • If the school district is requiring the contracted agency to bill Medicaid, why does the contracted agency need to submit pricing with their bid? | 8/12/2025 7:09:54 AM | ||
| • How many vendors does Hillsborough County school district plan on awarding? | 8/12/2025 7:10:07 AM | HCPS proposes to contract with the highest-ranked proposer(s) and expects to award this solicitation to multiple vendors. | 8/12/2025 10:49:19 AM |
| • If an agency does not staff APRNs but does staff RNs and LPNs, can they still submit a bid for the services they do provide? | 8/12/2025 7:10:19 AM | Yes. | 8/12/2025 10:50:30 AM |
| • Do we need to submit candidates, who meet the proposed requirements, with our proposal or can that be done upon award? | 8/12/2025 7:10:43 AM | See Sec. Request for Services(page 5). HCPS intends to interview all RNs and LPNs prior to placement. Following Board award, prequalified vendors shall receive an email notification requesting to interview nurses for available positions. | 8/12/2025 10:55:33 AM |
| • Are contracted nurses required to attend IEP meetings? | 8/12/2025 7:10:59 AM | ||
| • Are contracted nurse supervisors required to attend IEP meetings? | 8/12/2025 7:11:13 AM | ||
| • Are contracted nurses or contracted supervisors involved in the process of creating the student’s IEP? | 8/12/2025 7:11:25 AM | ||
| • What training or orientation does the school district provide contracted nurses? | 8/12/2025 7:11:35 AM | ||
| • If a nurse is assisting with the student’s transportation to and from school, would the nurse report to the patient’s home or school? | 8/12/2025 7:11:47 AM | ||
| • Will the school district nurse oversee the physician-directed orders for the student, or will this be a requirement of the contracted agency? | 8/12/2025 7:13:14 AM | ||
| • Will the skilled nurse staff document care for the student on forms provided by the school/district? | 8/12/2025 7:13:23 AM | ||
| • Who will manage the physician`s orders on the IHP? | 8/12/2025 7:13:32 AM | ||
| • Is there any expectation for the contracted agency to provide supervision of the contracted school staff? If yes, how often? | 8/12/2025 7:13:42 AM | ||
| • Is there a district nurse for the schools? How would they be involved as far as physician’s orders are concerned? | 8/12/2025 7:13:51 AM | ||
| • How many 1:1 nurses do you anticipate needing in 2025 and 2026 school year? | 8/12/2025 7:13:59 AM | 12 | 8/12/2025 7:59:14 AM |
| • Can the district please explain how contract needs will be disseminated to awarded vendors post-implementation? | 8/12/2025 7:14:07 AM | Assignments will be given to the primary vendor (the highest-ranked), followed by the next highest-ranked alternate vendor/s. | 8/12/2025 7:57:55 AM |
| • Can the district please state the date the RFP would be awarded on and in what capacity (Email, Letter, Phone)? | 8/12/2025 7:14:17 AM | At this time, we do not have an estimated award date yet. Once the School Board approves the RFP, a Notice of Award will be sent to the awarded vendor/s with the start date information via email notification. | 8/12/2025 7:55:36 AM |
| • What is the scheduled start date? | 8/12/2025 7:14:25 AM | Once the School Board approves the RFP, a Notice of Award will be sent to the awarded vendor/s with the start date information. The current bid due to expire on 12/15/25. See Sec. 1.1 | 8/12/2025 7:52:15 AM |
| Of the 8 current providers that Hillsborough County is contracted with, how many can provide 1:1 services and currently have a Medicaid license in the state of Florida to bill Medicaid for services rendered? | 8/12/2025 8:55:21 AM | ||
| Is this a new initiative, where contracted 1:1 providers bill Medicaid directly, rather than the school district seeking reimbursement from Medicaid? | 8/12/2025 8:56:52 AM | ||
| We currently have an office in Tallahassee, FL. We plan to establish a dedicated office after the award. Will this be acceptable? | 8/12/2025 11:35:31 AM | The Local Representation Requirement is part of the Minimum Qualifications to be considered responsive proposal. Please refer to Sec. 3.2 of the RFP - The Proposer must provide, with their proposal, proof that they meet the following minimum qualifications. A Proposer submitting a Proposal failing to meet the minimum qualifications will be deemed non-responsible and not evaluated. The Proposer must demonstrate the validity of the stated documents as of the Proposal's due date. The proposer must meet the following minimum requirements. | 8/13/2025 7:50:59 AM |
| RE BILLING: Are we understanding correctly that winning vendors chosen to participate are to FIRST bill Medicaid and or corresponding insurance for each patient and THEN invoice any difference in rates per what is agreed to in the bid? In the event a child does not have Medicaid or any insurance then and only then would HCPS be invoiced for the entire hourly rates agreed to in the bid award? THANK YOU! | 8/12/2025 8:07:52 PM | ||
| Does a Florida with headquarters in a different county but with offices in Tampa area need to have AHCA approved registry or Home Health Care License in Hillsborough county to provide services under this contract? | 8/13/2025 9:07:53 AM | ||
| 8/13/2025 9:11:11 AM | |||
| What agencies currently service this contract now? | 8/13/2025 10:44:04 AM |
Please refer to Addendum 1.
|
8/13/2025 1:35:22 PM |
| What rates do those agencies charge? | 8/13/2025 10:44:13 AM |
Please refer to Addendum 1.
|
8/13/2025 1:35:35 PM |
| How many students require 1:1 care? | 8/13/2025 10:44:21 AM |
Currently, we have 12 cases of 1:1 services.
|
8/13/2025 1:35:56 PM |
| What has been the biggest challenges to date? | 8/13/2025 10:44:28 AM | ||
| When are you expecting the contract to start? | 8/13/2025 10:44:48 AM | Once the School Board approves the RFP, a Notice of Award will be sent to the awarded vendor/s with the start date information. The current bid due to expire on 12/15/25. See Sec. 1.1 | 8/13/2025 1:39:09 PM |
| If a student exceeds 40 hours per week, is overtime billable at 1.5 the base rate? | 8/13/2025 10:44:57 AM | ||
| Page 6, 5th Bullet and Page 9, how often has a provider had to invoice Medicaid directly? | 8/13/2025 10:45:05 AM | ||
| If the contract is with the district, why is Medicaid being billed directly? | 8/13/2025 10:45:12 AM | ||
| What is the expectation for nurses when charting, paper or electronic? If electronic, what system does the district use? | 8/13/2025 10:45:18 AM |
Commodity Codes
Total: 4
| Code | Description |
| [948-64] | Nursing Services |
| [958-74] | Personnel Management Services |
| [962-69] | Personnel Services, Temporary |
| [924-18] | Educational Services, Alternative |
Publications
Total: 0
| Publication | Date |
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