RFP 26-262590/AB LEGAL RESEARCH SOFTWARE

REQUEST FOR PROPOSALS
City of Hampton
ISSUING OFFICE: DATE: April 7, 2026 RFP ITEM NO.
26-262590/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. April 21, 2026
All inquiries for information regarding this Request for Proposal are to be directed to the Issuing Office
as defined herein. CLOSING TIME
COMMODITY: Legal Research Software 11:00 A.M. EST
NIGP CODE: 71546, 20866, 20967
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 the School Board Attorney's Office a comprehensive legal
research platform with AI capabilities.
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#
ENCLOSURES
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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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PURPOSE
The HCS School Board Attorney's Office is seeking a qualified offeror to provide a comprehensive legal research
software platform with AI capabilities to support daily decision-making processes, legal research, and analyses.
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
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SCOPE OF WORK
This scope of work (SOW) outlines the requirements and expectations for the procurement of legal research
software, a comprehensive legal research platform with AI capabilities, to be utilized by the School Board
Attorney's Office. The platform is critical for supporting daily legal research, analysis, and decision-making
processes.
1. Objectives:
* To provide the School Board Attorney's Office with access to a robust legal research platform.
* To enable efficient and accurate legal research through advanced AI features.
* To support daily legal tasks, including case law analysis, statutory research, legal updates, and document
review.
2. Scope of Services
The vendor shall provide the following services:
2.1 Subscription and Licensing
* Provide access to the legal research software with appropriate licensing for all authorized users within the School
Board Attorney's Office.
* Ensure seamless user access and account management.
2.2 Platform Access and Usage
* Ensure the platform is available for daily use with minimal downtime.
* Support multiple concurrent users as per licensing agreement.
* Provide user training and onboarding for staff to maximize platform utilization.
2.3 Technical Support and Maintenance
* Offer ongoing technical support, including troubleshooting and issue resolution.
* Regularly update the platform to incorporate new features, security patches, and AI enhancements.
* Maintain data security and confidentiality in compliance with applicable laws and policies.
2.4 AI Capabilities and Features
* Enable AI-powered legal research tools, including predictive analytics, document review, and natural language
processing.
* Support customized search queries and AI-driven insights to streamline legal research tasks.
* Provide training on utilizing AI features effectively.
2.5 Reporting and Usage Analytics
* Provide regular reports on usage metrics, research activity, and platform performance.
* Offer insights to optimize research strategies and resource allocation.
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2.6 Integration and Compatibility
* Ensure compatibility with existing systems and workflows within the School Board Attorney's Office.
* Support integration with document management systems or other legal tools as required.
3. Deliverables
* Fully functional legal research platform with AI features.
* User access credentials and training materials.
* Support documentation and contact information for ongoing assistance.
* Periodic usage and performance reports.
4. Duration
The initial license and support shall be granted for a one-year term, with automatic renewal each year thereafter. Renewals
will be contingent upon satisfactory performance and ongoing organizational needs, with options for extension at the
discretion of the School Board.
5. Acceptance Criteria
* Successful deployment of the platform and user access.
* Completion of user training sessions.
* Demonstrated ability to perform legal research efficiently using the platform.
* Ongoing support and maintenance without significant disruption.
6. Additional Requirements
* Compliance with all applicable legal and data privacy standards.
* Clear communication channels for support and issue resolution.
* Flexibility to scale or upgrade services as needed.
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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:
Joi Brown, School Board Attorney
School Board of the City of Hampton
One Franklin Street
Hampton, VA 23669
(757) 727-4913
Email: jbrownattorney@hampton.k12.va.us
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
alicia.brown@hampton.gov no later than 3:30PM April 14, 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;
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 or via DemandStar.
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 may also be
received online via DemandStar. Proposals received by telephone, telegraph, facsimile, shall not be
accepted.
b. Submit the original copy of the 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 - Capabilities and Skills
Tab 3 - Services to be Provided
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.
Criteria Maximum Points
Experience 25 points
Capabilities and Skills 25 points
Services to be Provided 25 points
Costs 10 points
Exceptions/Alternatives 10 points
Minority/Woman Owned r 5 points
Total 100 points
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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 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;
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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.
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 proposed pricing for the requested services.
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
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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.
GENERAL TERMS AND CONDITIONS
II.
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.
C. Proprietary Information/Non-Disclosure:
Offeror is advised that the Virginia Public Procurement Act (Section 2.2-4342, Code of Virginia, 1950 as
amended) shall govern public inspection of all records submitted by Offeror. Specifically, if Offeror seeks to
protect any proprietary data or materials, pursuant to Section 2.2-4342, Offeror shall:
1. Invoke the protections of this section prior to or upon submission of the data or other materials,
2. Provide a statement that identifies the data or other materials to be protected and that states the reasons why
protection is necessary.
3. Submit trade secrets or other proprietary information under separate cover in a sealed envelope clearly marked
"PROPRIETARY".
4. Information submitted that does not meet the above requirements will be considered public information in
accordance with State statutes.
5. HCS reserves the right to submit such information to HCS attorney for concurrence of the Offeror's claim that it is
in fact proprietary.
6. References to the proprietary information may be made within the body of the Proposal; however, all information
contained within the body of the Proposal shall be public information in accordance with State statutes.
7. Trade secrets or proprietary information submitted by an Offeror in conjunction with this RFP is not subject to
public disclosure under the Virginia Freedom of Information Act (VFOIA).
8. Information submitted that does not meet the above requirements will be considered public information in
accordance with the VFOIA.
9. An all-inclusive statement that the entire Proposal is proprietary is unacceptable. A statement that Offeror's costs
and/or Proposal pricing are to be protected is unacceptable. Offeror will be requested to remove any such
statement(s) in order to be eligible for further consideration.
D. Contract Modification(s):
After award, any and all modifications to this contract shall be mutually agreed to by both parties, in writing,
and authorized by HCS Purchasing Agent or his designee via issuance of a change order (purchase order).
E. Offeror Obligation:
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