RFP 26-262326/AB ATHLETIC TRAINERS

REQUEST FOR PROPOSALS
City of Hampton
ISSUING OFFICE: DATE: March 3, 2026 RFP ITEM NO.
26-262326/AB
Consolidated Procurement Div.
Attention of Offeror is Directed To Section
1 Franklin Street, Suite 345 PROCUREMENT OFFICER
2.2-4367 to 2.2-4377 Code of Virginia
HAMPTON, VA 23669
(Ethics In Public Contracting)
TELEPHONE: (757) 727-2200
Alicia Brown, Senior Buyer
FAX: (757)727-2207
SEALED PROPOSALS will be received in the Issuing Office above until Closing Date and Closing CLOSING DATE
Time as specified in this solicitation including any addenda issued by this office. HCS of Hampton is
not responsible for late delivery by U.S. Postal mail or other couriers. March 31, 2026
All inquiries for information regarding this Request for Proposal are to be directed to the Issuing Office
as defined herein. CLOSING TIME
COMMODITY: Athletic Training 11:00 A.M. EST
NIGP CODE: 96208
PREPROPOSAL CONFERENCE
PLEASE FILL IN OFFEROR'S NAME & ADDRESS
IN THE SPACES PROVIDED BELOW: THIS IS NOT AN ORDER
N/A
__________________________________________
__________________________________
__________________________________
THE SCHOOL BOARD OF THE CITY OF HAMPTON, HEREAFTER REFERRED TO AS "HCS", RESERVES
THE RIGHT TO ACCEPT OR REJECT ANY AND ALL PROPOSALS IN WHOLE OR IN PART AND WAIVE
ANY INFORMALITIES IN THE COMPETITVE NEGOTIATIONS PROCESS. FURTHER, HCS RESERVES THE
RIGHT TO ENTER INTO ANY CONTRACT DEEMED TO BE IN ITS BEST INTEREST. THE ENTIRE
CONTENTS OF THE REQUEST FOR PROPOSALS, ANY ADDENDA, OFFEROR'S PROPOSAL AND
NEGOTIATED CHANGES SHALL BE INCORPORATED BY REFERENCE INTO ANY RESULTING
CONTRACT.
THE SCHOOL BOARD OF THE CITY OF HAMPTON DOES NOT DISCRIMINATE AGAINST
FAITH-BASED ORGANIZATIONS.
DESCRIPTION OF COMMODITY
The School Board of The City of Hampton is seeking proposals from qualified
Offerors to provide Commonwealth of Virginia Licensed and Certified Athletic
Trainer Services to Hampton City Schools (HCS) student athletes.
ACKNOWLEDGE RECEIPT OF ADDENDUM: #1____ #2____ #3____ #4____ (Please Initial)
__________________________________________________________________________________________________________
THE SCHOOL BOARD OF THE CITY OF HAMPTON CANNOT LEGALLY AGREE TO ANY CLAUSE INDEMNIFYING THE CONTRACTOR FROM
ANY DAMAGES ARISING OUT OF THE CONTRACT/AGREEMENT/LEASE OR HOLDING THE CONTRACTOR HARMLESS. THE SUBMISSION
OF A PROPOSAL CONSTITUTES AN AGREEMENT BY THE CONTRACTOR NOT TO REQUEST SUCH LANGUAGE IN THE RESULTING
CONTRACT. IN COMPLIANCE WITH THIS SOLICITATION AND TO ALL THE CONDITIONS IMPOSED HEREIN, THE UNDERSIGNED AGREES
TO PERFORM ANY CONTRACT AWARDED AS A RESULT OF THIS SOLICITATION. THE FOLLOWING SECTION SHALL BE SIGNED BY AN
AGENT AUTHORIZED TO BIND THE COMPANY. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN PROPOSAL REJECTION.
Authorized Agent: _______________________________________________ ______________________
Signature Type or Print Name
___________________ ________________________ ____________________ ______________________
Email Address Telephone Number Fax Number Company FEI/FIN#
1

ANTI-COLLUSION/NONDISCRIMINATION/DRUG-FREE WORKPLACE REQUIREMENTS
ANTI-COLLUSION CLAUSE:
IN THE PREPARATION AND SUBMISSION OF THIS PROPOSAL, SAID OFFEROR DID NOT EITHER DIRECTLY OR INDIRECTLY ENTER INTO
ANY COMBINATION OR ARRANGEMENT WITH ANY PERSON, FIRM OR CORPORATION, OR ENTER INTO ANY AGREEMENT, PARTICIPATE
IN ANY COLLUSION, OR OTHERWISE TAKE ANY ACTION IN VIOLATION OF THE SHERMAN ACT (15 U.S.C. SECTION 1), SECTIONS 59.1-9.1
THROUGH 59.1-9.17 OR SECTIONS 59.1-68.6 THROUGH 59.1-68.8 OF THE CODE OF VIRGINIA.
THE UNDERSIGNED OFFEROR HEREBY CERTIFIES THAT THIS AGREEMENT, OR ANY CLAIMS RESULTING THEREFROM, IS NOT THE
RESULT OF, OR AFFECTED BY, ANY ACT OF COLLUSION WITH, OR ANY ACT OF, ANOTHER PERSON OR PERSONS, FIRM OR
CORPORATION ENGAGED IN THE SAME LINE OF BUSINESS OR COMMERCE; AND, THAT NO PERSON ACTING FOR, OR EMPLOYED BY,
CITY HAS AN INTEREST IN, OR IS CONCERNED WITH, THIS PROPOSAL; AND, THAT NO PERSON OR PERSONS, FIRM OR CORPORATION
OTHER THAN THE UNDERSIGNED, HAVE, OR ARE, INTERESTED IN THIS PROPOSAL.
DRUG-FREE WORKPLACE:
DURING THE PERFORMANCE OF THIS CONTRACT, THE CONTRACTOR AGREES TO (I) PROVIDE A DRUG-FREE WORKPLACE FOR THE
CONTRACTOR'S EMPLOYEES; (II) POST IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, A
STATEMENT NOTIFYING EMPLOYEES THAT THE UNLAWFUL MANUFACTURE, SALE, DISTRIBUTION, DISPENSATION, POSSESSION, OR
USE OF A CONTROLLED SUBSTANCE OR MARIJUANA IS PROHIBITED IN THE CONTRACTOR'S WORKPLACE AND SPECIFYING THE
ACTIONS THAT WILL BE TAKEN AGAINST EMPLOYEES FOR VIOLATIONS OF SUCH PROHIBITION; (III) STATE IN ALL SOLICITATIONS OR
ADVERTISEMENTS FOR EMPLOYEES PLACED BY OR ON BEHALF OF THE CONTRACTOR THAT THE CONTRACTOR MAINTAINS A DRUG-
FREE WORKPLACE; AND (IV) INCLUDE THE PROVISIONS OF THE FOREGOING CLAUSES IN EVERY SUBCONTRACT OR PURCHASE
ORDER OF OVER $10,000, SO THAT THE PROVISIONS WILL BE BINDING UPON EACH SUCONTRACTOR OR VENDOR.
FOR THE PURPOSE OF THIS SECTION, "DRUG-FREE WORKPLACE" MEANS A SITE FOR THE PERFORMANCE OR WORK DONE IN
CONNECTION WITH A SPECIFIC CONTRACT AWARDED TO A CONTRACTOR IN ACCORDANCE WITH FEDERAL LAW, THE EMPLOYEES OF
WHOM ARE PROHIBITED FROM ENGAGING IN THE UNLAWFUL MANUFACTURE, SALE, DISTRIBUTION, DISPENSATION, POSSESSION OR
USE OF ANY CONTROLLED SUBSTANCE OR MARIJUANA DURING THE PERFORMANCE OF THE CONTRACT.
EMPLOYMENT DISCRIMINATION BY THE SUCESSFUL OFFEROR SHALL BE PROHIBITED:
1. DURING THE PERFORMANCE OF THIS CONTRACT, THE CONTRACTOR AGREES AS FOLLOWS:
a THE OFFEROR, SHALL NOT DISCRIMINATE AGAINST ANY EMPLOYEE OR APPLICANT FOR EMPLOYMENT BECAUSE OF RACE,
RELIGION, COLOR, SEX, NATIONAL ORIGIN, AGE, DISABILITY, OR ANY OTHER BASIS PROHIBITED BY STATE LAW RELATING TO
DISCRIMINATION IN EMPLOYMENT, EXCEPT WHERE THERE IS A BONA FIDE OCCUPATIONAL QUALIFICATION REASONABLY
NECESSARY TO THE NORMAL OPERATION OF THE CONTRACTOR. THE CONTRACTOR AGREES TO POST IN CONSPICUOUS
PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, NOTICES SETTING FORTH THE PROVISIONS OF
THIS NONDISCRIMINATION CLAUSE.
b. THE CONTRACTOR, IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES PLACED BY OR ON BEHALF OF THE
CONTRACTOR, SHALL STATE THAT SUCH CONTRACTOR IS AN EQUAL OPPORTUNITY EMPLOYER.
c. NOTICES, ADVERTISEMENTS, AND SOLICITATIONS PLACED IN ACCORDANCE WITH FEDERAL LAW, RULE OR
REGULATION SHALL BE DEEMED SUFFICIENT FOR THE PURPOSE OF MEETING THE REQUIREMENTS OF THIS
SECTION.
2. THE CONTRACTOR WILL INCLUDE THE PROVISIONS OF THE FOREGOING PARAGRAPHS A, B, AND C IN EVERY SUBCONTRACT OR
PURCHASE ORDER OF OVER $10,000, SO THAT THE PROVISIONS WILL BE BINDING UPON EACH SUBCONTRACTOR OR VENDOR.
Name and Address of OFFEROR: Date: _____ Authorized Signature__________________________
Printed Name:___________________________Title:____________________________
Phone Number:__________________________ Fax Number:_____________________
Email Address:__________________________________________________________
Federal Tax Identification Number/Social Security Number: ________________________________
Is Offeror a "minority" business? Yes No If yes, please indicate the "minority" classification below:
African American Hispanic American American Indian Eskimo Asian American Aleut Other; Please Explain:
Is Offeror Woman Owned? Yes No
Is Offeror a Small Business? Yes No
Is Offeror a Faith-Based Organization? Yes No
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I. PURPOSE
The purpose of this RFP is to solicit sealed proposals from qualified offerors to provide Commonwealth of
Virginia Licensed and Certified Athletic Trainer Services to Hampton City Schools (HCS) student athletes.
II. BACKGROUND
Hampton, Virginia
Hampton is an independent city located in Virginia. It is on the southern end of the Virginia Peninsula, bordering the
Chesapeake Bay. The City has a total area of 136.2 square miles; 51.8 miles of that is land and 84.4 miles is water,
with a total population of more than 137,000.
The City boasts a strong military and technology presence. The nation's first air base, Langley Air Force Base, is home
of the First Fighter Wing and continuing to add new missions. As Joint Base Langley-Eustis, it contributes nearly $4
billion a year to the regional economy. NASA Langley Research Center, where America's first astronauts were trained,
is a major center for aviation research. In addition, the National Institute for Aerospace, run by a consortium of
universities, conducts research on both manned and unmanned systems. The most recent research center is Huntington
Ingalls, which located its Unmanned Systems Center of Excellence in Hampton to focus on military and business
applications for underwater drones. Virginia Tech has an expanded research center focused on seafood and
aquaculture and opened an office and lab space as part of its Center for Coastal Studies.
In addition to these advanced research centers, higher education opportunities include Hampton University, a pre-
eminent HBCU that offers 90 programs; the Virginia Peninsula Community College; Old Dominion University's Peninsula
Center; and Bryant & Stratton College.
The City is also home to multiple medical facilities including Sentara Careplex Hospital, the Hampton Veteran's
Administration Medical Center, the Hampton University Proton Therapy Institute for specialized cancer treatment,
centers affiliated with Riverside Regional Medical Center and the Children's Hospital of the Kings' Daughters, as well as
military and retiree care at the Langley base.
Other major employers include Science Systems and Applications, Analytical Mechanics, Howmet, Amsec,
Measurement Specialists Inc., Zel Technologies, Ferguson Enterprises, Registrar, Liberty Source, Old Point National
Bank, VersAbility Resources, and Faneuil. Huntington Ingalls also has employees at another Hampton location (in
addition to the Unmanned Center). Tourism is also an important economic driver.
The City is situated between two airports, each less than 15 miles from downtown: Norfolk International Airport and the
smaller Newport News/Williamsburg International Airport.
Hampton is part of a dynamic metropolitan region. Besides Hampton, the region contains four other cities with
populations greater than 100,000. Hampton Roads now has a population of 1.8 million and is the 37th largest
metropolitan region in the nation.
The city's public school system has been recognized nationally, and the city's government has been recognized for its
flooding resilience programs, transparency, use of technology to benefit residents, and extensive citizen engagement.
Hampton is a welcoming and diverse city - large enough to provide a wide variety of festivals, music, arts and culture -
but small enough that people know their neighbors. Hampton is more than 400 years old (the oldest continually occupied
city in the original 13 Colonies) and has a rich history. Approximately half of the residents are African-American, and
37% are white, with the remainder split among multiple races and other categories. About 6% of the population is
Hispanic. Additional demographic data may be accessed by the hyperlink: http://hampton.gov/90/Demographics

III. SCOPE OF WORK
Hampton City Public Schools
Based on the Virginia Department of Education's 2014 March Average Daily Membership report, Hampton
City Schools (HCS) is the fourteenth largest school division in the Commonwealth with 20,226 students. HCS
is an urban school system educating children in 18 Elementary Schools (including 2 fundamental schools, 1
magnet school and 1 school for the arts), 2 PK-8 Schools, 5 Middle Schools, 4 High Schools, 1 Gifted Center
and 1 Early Childhood Center. A listing of HCS and its locations may be accessed via the Hampton City
Schools official website at http://www.hampton.k12.va.us/. The City of Hampton and Hampton City Schools
entered into an agreement dated July 5, 1991 to establish a consolidated procurement office through which
the City provides procurement services to Hampton City Schools.
Athletic training is recognized as an allied healthcare profession by the American Medical Association.
Individuals working in this profession are called Certified Athletic Trainers or ATCs. In Virginia, ATC's must
also be state certified through the rehabilitation of injuries to athletes and those engaged in physical activity.
SPECIFIC REQUIREMENTS
1. Contractor Athletic Trainers shall possess certification and licensure through a bachelor's or
graduate-level educational program and by passing an exam administered by the National Athletic
Trainers' Associations Board of Certification (NATABOC). Athletic Trainers shall also be certified by
the Virginia Board of Medicine and maintain that certification through the completion of continuing
education units.
2. Contractor shall provide certified and licensed Athletic Trainers who shall be employees of the
Contractor. Contractor shall be responsible for the payment of all compensation and all employment
support and benefits for the Athletic Trainers.
3. Contractor shall provide certified Athletic Trainer coverage for all varsity, junior varsity, and middle
school athletic games for each individual high school and middle school.
4. Contractor shall ensure that certified Athletic Trainers evaluate injuries, cover practices, do pre-
practice taping, evaluation and/or treatment of injuries in accordance with the practice of athletic
training as set forth in 54.1-2900 of the Code of Virginia and make proper referrals as necessary
on a daily basis. More specifically, the certified athletic trainer for each high school and middle
school shall:
(i) Report for work at 2 p.m. for high schools and attend all practices and games and 3
p.m. for middle schools during soccer, track and basketball games, Monday- Friday,
and selected Saturdays. Trainers should report prior to each event in time for proper
pre-game preparation. Trainers are expected to remain onsite for the duration of
practices and games as indicated above.
(ii) Provide services for high school summer conditioning up to 20 hours/week.
(iii) Provide services during scheduled holiday breaks when athletic events are taking
place.
(iv) Prepare for pre-practice and pre-game treatments, taping and injury evaluations.
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(v) Supervise practices, home events, away varsity football games, and post season
championship events.
(vi) Maintain complete and accurate medical records, maintenance of all injuries during
practices and games, as well as treatment and progress reports on rehabilitation.
Athletic Trainer will be required to provide reports to HCS' designee as requested.
(vii) Provide rehabilitation during practice time for injured athletes not practicing.
(viii) Inform coaches and parents of injuries to athletes as well as plans for
rehabilitation or referral to team physician.
(ix) Administer life-saving emergency care.
5. Contractor shall ensure that an athletic trainer is on site for all practice and events. One (1) trainer
shall not be required to cover two (2) events being held in two (2) different locations.
6. Contractor shall designate one (1) Athletic Trainer to cover each of the four high schools, and one
(1) Athletic Trainer designated to cover each of the eight middle schools single venue events. In
the event that a middle school is not scheduled to play but a high school offsite event is scheduled,
the athletic trainer assigned to the middle school shall serve the offsite high school event. Trade-
offs and substitutes should be kept to a minimum.
7. Contractor shall provide an orthopedic surgeon during football season on an on-call basis in case
of emergency.
8. Contractor shall provide coverage for any district athletic events held at each individual certified
athletic trainer's high school or middle school.
9. Contractor shall provide coverage for any regional or state events that may be hosted by a
Hampton City high school.
10. Contractor shall maintain medical records for all injured athletes and provide injury information
to the respective school nurse.
11. Contractor will attend meetings as required by HCS.
12. Contractor will, at HCS' request, assist with, but not limited to, updating Return to Play
Protocols, Return to Learn Protocols and Concussion Management Team/traumatic brain injury
concussion policy.
13. Contractor shall oversee the Virginia High School League (VHSL) Wrestling Weight Control
Program for each high school.
14. shall provide all students/athletes and school administration a copy of a handout explaining the
athletic training so that students/athletes may take home a copy to parents/guardians.
15. Contractor must provide proof of medical malpractice insurance coverage to the Director of
Athletics of Hampton City Schools.
16. Contractor agrees to keep medical malpractice insurance current throughout the duration of the
agreement.
17. Contractor will provide current background checks on all Athletic Trainers that will have any
contact with children.
B. Dedicated Contract Representative
1. Upon the award of a contract, Contractor shall designate a dedicated Contract Representative, to
supervise all Certified Athletic Trainers and to work directly, on a daily basis, with HCS' Designated
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Liaison. Contractor's Representative will be responsible for supervising (on a daily basis) all
Certified Athletic Trainers assigned to a resulting contract, and for scheduling each site with
dedicated and any alternate coverage (due to absences and/or vacations) that may be necessary
during the term of the contract.
2. The Contract Representative will be required, at a minimum to perform the following duties:
1. Evaluate and manage all types of athletic injuries and illnesses.
2. Complete and submit all required documentation as per stipulated policies and
guidelines.
3. Effectively manage all clinical assignments performed by Certified Athletic Trainers.
4. Effectively manage and resolve all service complaints.
3. Contractor shall describe the "Best Practices" in how workloads will be supervised and monitored
for quality and submit a copy of their firms "Best Practice Policy" with proposal.
C. Contractor, as HCS Athletic Trainer/Healthcare Provider Sponsor, may provide as enhanced support:
1. Student athletic physicals in the fall at a fixed nominal fee charged to athletes.
2. Complimentary concussion baseline data for all athletes, both high school and middle schools.
3. A sports injury clinic for all athletes on an agreed upon afternoon throughout the school year at a
location in the Hampton vicinity that is convenient to athletes and coaches.
4. Continuing education for coaches in areas of injury care, nutrition, conditioning, concussion, etc., as
can be arranged through each high school's athletic director.
D. Off-Site/School Locations:
Facility Address
Andrews PK-8 3120 Victoria Boulevard, Hampton, VA 23661
Bethel High School 1067 Big Bethel Road, Hampton, VA 23666
Boo Williams Sportsplex 5 Armistead Pointe Parkway B, Hampton, VA
23666
Cooper Elementary School 200 Marcella Road, Hampton, VA 23666
Darling Stadium 4111 Victoria Boulevard, Hampton, VA 23669
Eaton Middle School 2108 Cunningham Drive, Hampton, VA 23666
Hampton High School 1491 West Queen Street, Hampton, VA
23669
Hampton Soccer Park 2421 Andrews Boulevard, Hampton, VA
23663
Jones Middle School 1819 Nickerson Boulevard, Hampton, VA
23663
Kecoughtan High School 522 Woodland Road, Hampton, VA 23669
Kilgore Gifted Center 339 Woodland Road, Hampton, VA 23669
Lindsay Middle School 1636 Briarfield Road, Hampton, VA 23661
Phoebus High School 100 Ireland Street, Hampton, VA 23663
Phenix PK-8 1061 Big Bethel Road, Hampton, VA 23666
Syms Middle School 170 Fox Hill Road, Hampton, VA 23669
Tarrant Middle School 1435 ds Lane, Hampton, VA 23666
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A. SPECIAL Definitions:
Issuing Office:
Wherever used in this Invitation to Bid, Issuing Office will be:
Alicia Brown, Senior Buyer
Consolidated Procurement Division
Community, Municipal Services/Education
1 Franklin Street, Suite 345
Hampton, VA 23669
Phone: (757) 727-2196
Email: alicia.brown@hampton.gov
School Board of the City of Hampton Contract Administrator:
Wherever used in this Invitation to Bid and for purposes of any notices under this contract, HCS Contract
Administrator will be:
Richard Fortune, Director of Athletics
Hampton City Schools
1 Franklin Street
Hampton, VA 23669
757 727- 2350
Email: rfortune1@hampton.k12.va.us
IV. INSTRUCTIONS TO THE OFFEROR
A. Contact with City/HCS Staff, Representatives, and/or Agents:
Direct contact with HCS staff, representatives, and/or agents other than Consolidated Procurement Division staff
on the subject of this RFP or any subject related to this RFP is expressly prohibited except with the prior
knowledge and permission of the Purchasing Agent or designated representative.
B. Questions:
Offerors must submit questions regarding the Request For Proposal in writing by email to tmartin@hampton.gov
no later than 3:30 PM EST March 17, 2026. Necessary replies will be issued to all Offerors of record as
addenda that shall become part of the contract documents. Oral instructions do not form a part of the Proposal
documents.
Offeror is responsible for checking the http:/www.hampton/bids-contracts web site or contacting the Issuing
Office within 48 hours prior to Proposal closing to secure any addenda issued for this RFP.
C. Changes or Modifications:
Changes or modifications to this Request for Proposals made prior to the date and time of closing will be
addressed by addenda from the Issuing Office. Offerors are to acknowledge receipt of addenda in the space
provided on the cover page of this Request for Proposal. Oral communications are not a part of the Proposal
documents. This RFP and any addenda shall be incorporated, by reference, into any resulting contract.
D. RFP Closing:
Offeror shall ensure its Proposal is time stamped by the Issuing Office no later than the Closing Date and Time
shown on the cover page of this Information for Proposal. Proposals received after the specified date and time
(time stamped 11:01 A.M. or later) will not be considered and will be returned to the Offeror unopened.
E. Proposal Submittal Requirements:
1. Each Proposal submission shall be submitted to the Issuing Office and shall include the following documents:
a. The cover page of this Request for Proposal, which will contain:
1) Original signature of an agent authorized to bind the company;
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2) Requested contact information;
3) Company FEI/FIN number; and,
4) Acknowledgment of any addenda on page one (1);
5) Federal Funding Sheet Attachment
b. Completed and signed anticollusion/nondiscrimination clauses on page 2;
2. Offerors are encouraged to submit their Proposals on recycled paper and to use double-sided copying.
3. Proposals must be submitted utilizing the following requirements:
a. Offerors shall submit proposals in a sealed envelope or package, and label the envelope or package with
the Request for Proposal's item number and the name and address of the Offeror. Proposals received
by telephone, telegraph, facsimile, or any other means of electronic transfer shall not be
accepted.
b. Submit the original proposal.
c. All proposals shall be received and time stamped in the Issuing Office no later than the Closing Date and
Time shown on the cover page of this Request for Proposal. Any proposal received after the specified
date and time (11:01 AM EST or later) will not be considered and will be returned to the Offeror
unopened.
d. Proposals must include all elements noted in the "Preparation of Proposals" section below.
e. Include a statement setting forth the basis for protection of proprietary information, if any, as detailed in
the "Proprietary Information/Disclosure" section.
f. Proposals are to be organized in the following tabs:
Tab 1 - Experience
Tab 2 - Services to be provided
Tab 3 - Capabilities and Skills
Tab 4 - Costs
Tab 5 - Exceptions
Tab 6 - Proposed alternatives to HCS requirements
Overall Proposal Score
Exceptional (5): The submission exceeds expectations, excellent probability of success and in achieving all objectives.
Very innovative.
Good (4): Very good probability of success. Achieves all objectives in reasonable fashion.
Acceptable (3): Has reasonable probability of success. Some objectives may not be met.
Poor (2): Falls short of expectations and has a low probability of success.
Unacceptable (1): Submission fails to meet requirements and the approach has no probability of success.
F. Evaluation of Proposals:
1. After the proposal opening, HCS will select for further consideration two or more Offerors deemed to be fully
qualified and best suited among those submitting proposals based on Offerors' responses to the information
requested in this RFP.
2. The following criteria will be used in the evaluation process:
Offeror's experience in providing the services requested;
Offeror's capability and skills to perform the services required;
Services to be provided by the Offeror; and Price.
3. Exceptions/Alternatives will also be considered.
4. Based on the initial evaluation, HCS may request the selected Offerors to make oral presentations.
Thereafter, HCS will conduct negotiations with each of the selected short-listed Offerors. Individuals
representing the Offeror during negotiations shall have the authority to negotiate and contractually bind the
company to a contract.
5. After negotiations are completed, HCS will select the Offeror who, in HCS opinion, has made the best
proposal and shall award the contract to that Offeror (referred to in this RFP as the Contractor). Should
HCS determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror
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is clearly more highly qualified than the others under consideration, a contract may be negotiated and
awarded to that Offeror.
6. HCS is not required to furnish a statement of the reason(s) why a proposal was not deemed to be the most
advantageous.
G. Presentation/Demonstration:
If in HCS's opinion, vendor presentations or demonstrations of the Offeror's proposed system's features and
capabilities are warranted, HCS will notify the appropriate vendors. Such presentation or demonstration will be
at a HCS site at a date and time mutually agreed to between HCS and Offeror and will be at the Offeror's
expense.
Preparation of Proposals:
In presenting their proposals, Offerors are encouraged to be thorough in addressing the Specific
Requirements, the Preparation Guidelines, and the Proposal Submittal Requirements as outlined in this
RFP.
To facilitate HCS's evaluation of Offeror's proposal, Offeror is to number all pages of its proposal and provide
tabs as indicated above. Offeror must fully address each of the following items and submit proposals
using the following format:
1. Experience - Provide a concise description of all work experiences as they relate to the scope of work
outlined herein. Said description should include, but not be limited to:
Offeror's established experience record in providing comparable services to organizations similar to Hampton
City Schools.
Number and types of customers the Offeror has served with comparable services.
Number of years Offeror has been providing these types of services.
A minimum of five (5) references for which Offeror has completed services comparable to those described in
this RFP. Include references for work performed in an environment comparable to HCS'. For each
reference, detail:
Name of firm;
Address of firm;
Name, title, address, e-mail address, and phone and fax number of a contact for the firm;
Number of years Offeror has served the firm; and
Brief summary of scope of services provided.
Information detailing projects of similar scope Offeror is currently engaged in, including:
Name of firm;
Address of firm;
Name, title, address, e-mail address, and phone and fax number of a contact for the firm;
Number of years Offeror has served the firm; and
Brief summary of scope of services being provided.
Other available documentation to verify Offeror's experience.
A statement detailing why the Offeror is the best candidate to provide HCS with the services requested in this
RFP.
2. Capability and skill - Describe the qualifications and skills of the organization to provide the services. Said
description should provide, but not be limited to, the following information:
Background information about the organization, e.g., philosophy, ownership, size, facilities and locations, etc.
Offeror's management structure of the firm -- e.g. organization chart of the firm, project team, etc.
Size and location of the office that will serve HCS;
Offeror's qualifications to perform the services, including all resources available to Offeror for the
performance of the contract.
Qualifications and resumes of the design team and other employees who will be managing and performing
the services under this contract. Projects of individual team members may be submitted.
Name, title, address, e-mail address, phone and fax numbers, and work hours of the Offeror's Contract
Representative for the following functions:
Contact for prompt contract administration upon award of the contract;
Contact during the period of evaluation;
Authorized agent to accept any notices provided for in this contract.
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Indicate the type of organization you represent, i.e. individual, partnership or corporation. If the Offeror is a
corporation, list the names of the President, Vice-President, Secretary, Treasurer and all principals. If the
Offeror is a partnership, include the names of all principals or partners.
A detailed history of all mergers or acquisitions.
A copy of the certificate verifying the firm is registered to do business in the Commonwealth of Virginia.
A detailed list of contractor licenses held, including license class and number.
Offeror's current financial condition. Provide supporting documentation and audited annual reports for the
past three (3) years. If company is privately held, supply sufficient information to document the company's
financial status and capability to perform under this contract. Include any financial ratings held by the firm.
If Offeror intends to subcontract any part of the work under this contract, indicate services to be
subcontracted and subcontractor(s) to provide said services.
3. Services to be Provided - Provide a detailed description of the services to be provided under this contract.
Said description is to address, at a minimum:
An introduction - An overview of Offeror's understanding of the scope of work and services to be provided.
Best practice approaches to providing services to HCS that enhance efficiency and effectiveness. Innovative
solutions will be considered by HCS.
EACH of the Specific Requirements set forth under the Scope of Work specified in this RFP.
A detail of any assistance, equipment, or other items the Offeror will require HCS to furnish under this
contract.
A statement explaining why the Offeror's proposed solution would be the most advantageous to HCS.
Describe the one attribute that places the Offeror ahead of the competition.
4. Price
Complete and submit with the proposal the cost and free structure to be used.
Offeror is to provide as an attachment to Appendix A any additional pricing information or alternative pricing
structures offered.
Offeror's prices will be subject to negotiations.
After negotiations and award of this contract, Contractor's pricing for the services provided under this
contract shall be a firm fixed-price during the term of the contract and any extensions.
5. Exceptions/Alternatives - Detail any exceptions taken to the Scope of Work and Terms and Conditions
sections of this RFP. For each exception, specify the RFP page number, section number, and the exception
taken. Offeror must not incorporate its standard contract document into its proposal, by reference or in full
text, without listing each exception it represents to the terms and conditions of this RFP, as described in the
Exceptions/Alternatives section of this RFP.
6. Minority / Woman Owned Programs (Attachment C)
H. Cost of Responding:
This solicitation does not commit HCS to pay any costs incurred by the Offeror or any other party in the
preparation and/or submission of proposals or in making necessary studies or designs for the preparation
thereof, nor is HCS obligated to procure or contract for such services.
II. GENERAL TERMS AND CONDITIONS
A. Contract Document:
This RFP, its addenda, Contractor's proposal, any additional information requested, and negotiated changes
and will constitute the final contract hereafter referred to as this "contract". These documents will be
incorporated by reference into HCS purchase order awarding this contract. This contract shall be governed by
the contract documents in the following order of precedence:
This RFP document;
Any negotiated changes to the foregoing documents; and Offeror's proposal
B. Proposal Binding For One-hundred Twenty (120) Days:
Offeror agrees that its Proposal shall be binding and may not be withdrawn for a period of one-hundred (120)
calendar days after the scheduled closing date of this Request For Proposals.
Hampton City Schools Page 10 of 38
RFP 26-262326/AB