RFP 26-423TM Closed Captioning Services

REQUEST FOR PROPOSALS
i
City of Hampton
ISSUING OFFICE: DATE: May 12, 2026 RFP ITEM NO.
26-423TM
Consolidated Procurement Div. Attention of Offeror is Directed To Section
1 Franklin Street, Suite 345 2.2-4367 to 2.2-4377 Code of Virginia PROCUREMENT OFFICER
HAMPTON, VA 23669 (Ethics In Public Contracting)
TELEPHONE: (757) 727-2200 Tammy Martin, Senior Buyer
FAX: (757)727-2207
SEALED PROPOSALS will be received in the Issuing Office above until Closing Date and CLOSING DATE
Closing 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. June 11, 2026
All inquiries for information regarding this Request for Proposal are to be directed to the
Issuing Office as defined herein. CLOSING TIME
11:00 a.m. EST
COMMODITY: Real Time Closed Captioning NIGP CODE: 961.67
PREPROPOSAL
PLEASE FILL IN OFFEROR'S NAME & CONFERENCE
ADDRESS IN THE SPACES PROVIDED THIS IS NOT AN ORDER NONMANDATORY
BELOW: DATE: n/a
TIME:
______________________________________
____
__________________________________
__________________________________
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 real time closed
captioning services for CPEG Television within Hampton City Schools.
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#

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 Date: _____ Authorized
OFFEROR: Signature__________________________
P r i n t e d
Name:___________________________Title:___________
_________________
P h o n e N u m ber:__________________________ Fax
Number:_____________________
E m a i l
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

I. PURPOSE
The purpose of this RFP is to solicit sealed proposals from qualified offerors to provide real-time
captioning services to support CPEG Televison.
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
The School Board of HCS of Hampton is seeking proposals for Real Time Captioning Services.
II. SCOPE OF WORK
Provide real-time captioning services for school board meetings, commencement ceremonies, city
council meetings and public hearings, planning commission meetings and other required meetings.
Meeting schedules are subject to change. The contractor shall provide adequate personnel to
provide continuous, uninterrupted, real-time captioning through the conclusion of the meeting which
may occasionally end well after 11:00 p.m. EST.
Provide a minimum of ninety-eight percent (98%) accuracy level word count per session
Provide captioners with experience in comparable real time captioning services (e.g. board
meetings, public hearings). Captioner shall be a certified shorthand reporter (CSR) and a registered
professional reporter (RPR)
Provide real-time captioning services for special meetings as required by the City or School
Division. Hampton City Schools CPEG -TV will provide a minimum of forty-eight hours (48) notice
and will guarantee at least two (2) hours of captioning time. Special Meetings may last from two (2)
to six (6) hours.
Provide Hampton City Schools PEG-TV with a text file immediately following any meeting.
Provide Hampton City Schools PEG-TV with an account representative to serve as the point
person to receive service complaints and to facilitate resolutions to service complaints to maintain
service quality throughout the contract year.
A. SPECIAL Definitions:
Issuing Office:
Wherever used in this Invitation to Bid, Issuing Office will be:
Tammy Martin, Senior Buyer
Consolidated Procurement Division
Community, Municipal Services/Education
1 Franklin Street, Suite 345
Hampton, VA 23669
Phone: (757) 727-2205
Email: tmartin@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:
Lisa Wassel
CPEG Televison
Hampton City Schools
1819 Nickerson Blvd.
Hampton VA 23663
III. 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 3:00 PM EST May 26, 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 1:01 P.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. 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 and 1 USB Drive 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 (1:01 PM 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
g. 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.
CRITERIA PERCENTAGES
Experience 25%
Capability and Skills 25%
Services to be 25%
Provided
Costs 20%
Minority/Woman 5%
Owned Service
Disabled Veteran
Owner

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;
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 the attached Pricing Sheet (Attachment A).
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 -see attachement
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.
C. Proprietary Information/Non-Disclosure: