RFP 25-50TM(Rebid) Parks Master Plan

ISSUE DATE: RFP #: NGIP CODE:
FEBRUARY 10, 2026 25-50TM (RE-BID) 91890
DATE/TIME OF CLOSING: BUYER NAME: COMMODITY:
MARCH 10, 2026 @ 11:00AM EST Tammy Martin, Senior Buyer MASTER PLAN
THE CITY OF HAMPTON IS SEEKING PROPOSALS FROM QUALIFIED OFFERORS TO PROVIDE A
COMPREHENSIVE PARKS AND RECREATION MASTER PLAN.
ACKNOWLEDGE RECEIPT OF ATTACHMENTS: A B C D (Please initial)
ACKNOWLEDGE RECEIPT OF ADDENDUM (S): 1 2 3 4 (Please initial)
Pre-Proposal Conference - n/a
OFFEROR NAME:
COMPETITIVE NEGOTIATION. This Request for Proposals ("RFP") is subject to the competitive negotiation provisions outlined
in Virginia Code 2.2-4302.2. In addition, the City requires that proposals be sealed. Sealed proposals will be received in the
Issuing Office until Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. Bids
will also be received electronically only via DemandStar (www.demandstar.com). Proposals received by telephone, email,
facsimile, or any other means of electronic transfer will not be accepted. The City of Hampton is not responsible for late delivery
by the United States Postal Service or any other courier. All inquiries for information regarding this RFP are to be directed to the
Issuing Office as defined herein.
THIS IS NOT AN ORDER. The City of Hampton, hereafter referred to as "the City", reserves the right to accept or reject any and all
proposals in whole or in part and waives any informality in the competitive negotiation process. Further, the City reserves the right to
enter into any one or more contracts deemed to be in its best interest. The entire contents of the RFP, and addenda, offeror's proposal
and negotiated changes shall be incorporated by reference into any resulting contract.
The City of Hampton does not discriminate against faith-based organizations or against a bidder or offeror because of race,
religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in
employment in the performance of its procurement activity.

Offeror Information:
Name of Offeror: Address:
Phone Number: Fax Number:
Email Address: State Corporation Commission ID: ______________________
City of Hampton Business Prof. License Tax No.:
Federal Tax Identification Number: ___________________; OR Social Security Number (Sole Proprietor):________________
NOTE: Numbers identified as social security numbers will be redacted in public documents.
Business Classification:
Is Offeror a "minority" business? Yes No
African American Hispanic American Native American Asian American
Other; Please Explain: ______________________________________________________
Is Offeror Woman Owned? Yes No
Is Offeror a Small Business? Yes No
Is Offeror a Faith-Based Organization? Yes No
Is Offeror a Disabled Veteran Business? (for informational purposes only) Yes No
Check One: INDIVIDUAL PARTNERSHIP CORPORATION LLC
State in which Registered or Incorporated _____________________________
By signing this proposal, Offeror certifies, acknowledges, understands, and agrees to be bound by the conditions set forth above,
in the Proposal Terms and Conditions, and General Terms and Conditions as described in Attachment A.
Authorized Signature: Date:
Printed Name: Title:
Issuing Office: Wherever used in this Request for Proposal, the Issuing Office Will Be:
Tammy Martin, CPPB Senior Buyer Phone: 757-727-2205
Consolidated Procurement Division Email: tmartin@hampton.gov
1 Franklin Street, Suite 345
Hampton, Virginia 23669
Issuing Office: Wherever used in this Request for Proposal, the City Contract Administrator Will Be:
Bonnie Fitz Phone: 757-727-6462
Parks, Recreation, & Leisure Services Email: bonnie.fitz@hampton.gov
22 Lincoln Street, 5th Floor
Hampton, Virginia 23669

I. 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
SCOPE OF CONTRACT
I. Purpose
The City of Hampton, Virginia is seeking proposals from qualified consultants to
update the Parks, Recreation, and Leisure Services Master Plan and integrating the
2027 Commission for Accreditation of Parks and Recreation Agencies objectives,
methods, and standards into the Master Plan where applicable and make

recommendations with the goal of achieving CAPRA certification. The offeror will
lead the plan efforts and be responsible for timely completion of the plan. This
includes but is not limited to, preparing and maintaining a detailed timeline,
conducting outreach for the plan, leading public hearings, conducting presentations,
and documentation creation. The updated comprehensive plan will serve as a guiding
document to enhance and maintain a high-quality park and recreation system that meets
the evolving needs of residents and visitors. This project offers a broad vision for the
future of Hampton's parks, recreation programs, trails, services, and facilities; ensuring
they reflect community priorities while supporting economic vitality and sustainable
growth. As part of the master plan (Accreditation Standard 3.3), the offeror should
facilitate the creation of mission, vision, and values (Accreditation Standard 1.1). In
addition, the offeror needs to develop strategic plan to guide our efforts for the next 2-5
years (Accreditation Standard 1.2) as well development of a maintenance plan
(Accreditation standard 7.4).
II. Scope of Work
(A) Lead project team comprised of consultant staff and City staff. Work with the team to clearly
establish an updated master plan including mission, vision, and values; develop a strategic
plan; and develop a maintenance plan that all prioritizes an inclusive, forward-looking
approach to enhancing Hampton's parks and recreation system.
(B) Coordinate with City staff to collect initial data, set key meeting dates, and identify all issue
areas.
(C) Lead project team in preparing final scope of work for project, including milestones and
timelines agreeable to both parties.
(D) Lead project team through development of desired projects indicated in II (A) with these key
elements in mind:
1. Community Engagement: Incorporate broad public input to reflect the
diverse needs and priorities of Hampton's residents. This should include
focus groups with key stakeholders as well.
2. Inventory: Conduct a thorough inventory and assessment of current
condition of parks, trails, open spaces, fields, facilities, playgrounds,
amenities, parking infrastructure, school district fields/stadium maintained by
HPRLS, and other assets (including classifications to guide planning.) This
should include review of plans, policies, and guidelines related.
3. Community Inventory: Compile a current inventory of park and recreation
facilities as well as program and services offered by others within the city.
4. Recreational Offerings: Provide an analysis of current recreational facilities,
programs, and services, identify gaps, and recommend strategic enhancements
with a focus on existing resources, community needs/wants, and programming
necessary to meet the needs of the users while sustaining and preserving
facilities and green space. Assess societal and local recreation and leisure trends
and determine how those trends impact existing and projected user populations.
5. Needs Assessment: Evaluate current and projected recreational needs, identify
gaps, and provide recommendations for services, programming, parks, trails, open
spaces, fields, facilities, playgrounds, amenities, parking infrastructure, etc. This
should include but not limited to any recommendations for upgrades, new
facilities/amenities, increasing acreage, and preserving and/or expanding
green spaces to improve recreational access for all residents and visitors.
6. Accessibility and Connectivity: Ensure the Master Plan promotes facilities

and programs that are ADA-compliant, inclusive design and fosters a
connected system of parks, recreational hubs, and community spaces.
Recommendations will include infrastructure enhancements that connect
neighborhoods, ensure ease of access to parks, and integrate pedestrian and
cycling pathways to improve mobility and access.
7. Sustainability and Resilience: Incorporate environmentally sustainable
practices that address Hampton's unique climate and environmental
challenges, including stormwater management, coastal resilience, and
energy-efficient systems.
8. Prioritize Longevity: Develop a long-term operation and maintenance strategy to
ensure the upkeep and longevity of park and recreation facilities and grounds. This
plan includes routine and preventative maintenance schedules/programs, work
management, asset lifecycle management, performance measurements, and equipment
management. Consultant shall provide an evaluation of current staffing levels and
organizational structure based upon current needs and potential growth. (consideration
should be given to contract management maintenance vs. in-house staffing). Emphasize
sustainable practices in park maintenance and provide provisions for periodic updates
to the maintenance plan to reflect changes in community needs or technology.
9. Proposed Innovations: Suggest technical or procedural innovations that
have been used successfully on other engagements which may provide the
city with better service delivery.
10. Analysis of Economic and Other Benefits: Utilizing existing and/or
original research and data, which shall include statistically valid
(quantitative data) and qualitative data, the offeror shall estimate the
economic impacts of the Department.
11. Cohesive Vision and Local Economic Growth: Ensure that parks and
recreation facilities contribute to an overall cohesive vision for the entire park and
recreation system, integrating consistent design elements while allowing for site-
specific character. The consultant will identify opportunities to leverage parks
for economic development, including attracting sports tourism and
supporting local businesses through enhanced recreational amenities.
12. CAPRA National Standards: Integrate 2027 Commission for Accreditation of
Park and Recreation Agencies national standards with a focus on evidence of
compliance items needed.
13. Success Metrics: Assist the City in defining what constitutes a successful park
system and outline measurable criteria to demonstrate its value. Assist in the
development of long- range goals and objectives to meet the future needs of
recreation facilities, parks, services, programming, and staffing.
(E) Clear vision or action plan based on key elements indicated in II (D) to identify specific
projects, policy changes, and other actions that are necessary to implement the
masterplan. This plan should outline project priorities and estimated costs.
III. Information related to the scope work
(A) One of our goals is to achieve CAPRA within 4-5 years so timelines are crucial.
(B) Current City Plans or resources
City Council Strategic Priorities
City of Hampton Strategic Plans

Resilient Hampton Plans
Hampton Community Plan
Hampton Parks and Recreation Website
Chesapeake Bay Preservation Overlay
Hampton Bike Facilities Map
(C)The vision of the plans should be communicated in a format that is easily understood. A master plan
will be prepared to illustrate the process followed, to show how recommendations were formulated, and
to display the results in a concise format. To the extent possible, the master plan should be represented in
both narrative and graphical form, utilizing maps, charts, photography, and other visual aids. The master
plan document should ultimately allow for simple transfer to an electronic format that can be displayed
with minimal effort on a web page or within social media.
II. PROPOSAL TERMS AND CONDITIONS
A. Contract Documents. This RFP, its addenda(s), Offeror's proposal, any additional information requested, negotiated
changes, and the final awarded contract will constitute the final contract hereafter referred to as the "Contract".
These documents will be incorporated by reference into the City Purchase Order(s) that award the Contract. The
Contract shall be governed by the contract documents in the following order of precedence:
1. The final negotiated Contract
2. The RFP, its attachments, and its addenda
3. Any negotiated changes to the foregoing documents
4. Offeror's proposal
In the event that there is a Conflict between this RFP, its attachments and addenda, Bidder's Bid, or any related
documents and the final negotiated Contract, the final negotiated Contract shall supersede and control.
B. Copies of Contract Documents. If Offeror is awarded the Contract, Offeror will receive electronic copies of all
documents. All original documents will be maintained at the Issuing Office. If Offeror requires a certified copy of
any document to which Offeror is entitled, the Issuing Office will accommodate that request.
C. 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 twenty (120) calendar days after the scheduled closing date of this RFP.
D. 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.
* Offeror may invoke the protections of 2.2-4342 of the Code of Virginia to protect trade secrets, proprietary
information and other confidential information provided by the Offeror:
i. Invoke the protections of this Section prior to, or upon submission of, the data or other materials.
ii. Provide a statement that identifies the data or other materials to be protected and that states the
reasons why protection is necessary.
iii. Submit trade secrets or other proprietary information under separate cover in a sealed envelope
clearly marked "PROPRIETARY".
iv. 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.
v. 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.
* The City reserves the right to submit such information to the City Attorney for concurrence of the Offeror's
claim that it is in fact proprietary. Information submitted that does not meet the above requirements will be
considered public information in accordance with the VFOIA.
D. Offeror Obligation. Offeror shall carefully examine the contents of this RFP and any subsequent addenda(s).
Failure to do so shall not relieve the Offeror of its obligation to fulfill the requirements of any contract awarded as
a result of this RFP.

E. Conditions of Work. Offeror shall inform itself fully of the conditions related to services required herein.
Failure to do so will not relieve an Offeror of the obligation to furnish all goods and/or services necessary to carry
out the provisions of the Contract.
F. Cooperative Procurement. Section 2.2-4304 Code of Virginia (VPPA) will apply to this solicitation. Other
Public Bodies may utilize any contract(s) issued pursuant to this solicitation by placing its own order(s) directly
with the Contractor(s) awarded the Contract(s). The City of Hampton acts only as the issuing agent and is not
responsible for placement of orders, payment or discrepancies of other participating Public Bodies.
G. Offeror Representations and Acknowledgements. The attached "Offeror Representations and
Acknowledgements" at Attachment C to this RFP, shall be executed by Offeror and is to be submitted with
Offeror's Proposal. The requirements set forth on said form shall be considered to be binding terms and
conditions in any contract resulting from this RFP. A contract will not be awarded to an Offeror who has not
signed the Offeror Representations and Acknowledgements.
.
INSTRUCTIONS TO OFFERORS
A. Contact with City/City Staff, Representatives, and/or Agents. Direct contact with City staff,
representatives, and/or agents other than the 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 RFP in writing to the Issuing Office email to
tmartin@hampton.gov no later than 3:00 PM EST on February 24, 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 website
http://www.Hampton.gov/bids-contracts 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 RFP 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 RFP. 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 sealed proposal is time stamped by the Issuing Office no later than the
Closing Date and Time shown on the cover page of the RFP. Proposals received after the specified date and
time (time stamped 11:01 AM 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:
i. Pages 1-2 of this RFP and it will contain:
a. Original signature of an agent authorized to bind the company
b. Requested contact information
c. Company Federal Employer Identification Number
d. Acknowledgement of any addenda received
ii. Proposals are to be organized according to the following tabs:
a. Tab 1 - Scope of Work
b. Tab 2 - Past Project Experience & References
c. Tab 3 - Capability & Skills
d. Tab 4 - Project Schedule & Proposed Timeline
e. Tab 5 - Project Fee Structure & Cost Estimate
f. Tab 6- Exceptions/Alternatives
g. Tab 7 - Small, Minority and Woman Owned Business participation
iii. All proposal pages must be numbered
iv. Attachments:

a. Attachments C, D and E
2. Proposals must be submitted utilizing the following requirements:
i. Offerors shall submit sealed proposals in a labeled envelope or package with the Request for
Proposal's Item Number and the name and address of the Offeror. Offerors may also submit
proposals electronically via DemandStar. Proposals received by telephone, email, facsimile, or
any other means of electronic transfer will not be accepted.
ii. Submit the original and one (1) flash drive of the proposal. (Not required if submitted via
DemandStar.)
iii. All proposals must be received and time stamped in DemandStar OR the Issuing Office no later
than the Closing Date and Time shown on the cover page of this RFP. 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.
iv. Proposals must include all elements noted in the "Preparation of Proposals" section below.
v. If the proposal contains trade secrets and/or proprietary information, please submit proprietary
information or trade secrets in a separate envelope and mark it "proprietary." Any information
included in the envelope, shall be conspicuously labeled 'proprietary in red ink at the top of each
page. Please note in your proposal where information has been included in the separate
proprietary envelope and include a statement setting forth the basis for protection of proprietary
information, if any, as detailed in the "Proprietary Information/Disclosure" section.
3. Offerors are encouraged to submit proposals on recycled paper.
4. Offerors should be thorough in addressing the Specific Requirements and the Proposal Submittal
Requirements as outlined in this RFP.
F. Proposal Content Evaluation
1. Scope of Work - Services to be Provided - Provide a detailed description of the services to be provided
under the Contract. Said description is to address, at a minimum:
i. An Introduction with an overview of Offeror's understanding of the scope of work and services to
be provided. Describe firm's process, planning, methodology, and approach for this project.
Discuss methods for public involvement and outreach. Identify any known constraints in fulfilling
scope.
ii. Best practice approaches to providing services to the City that enhance efficiency and effectiveness.
Innovative solutions will be considered by the City.
iii. EACH of the Specific Requirements set forth under the Scope of Work specified in this RFP.
iv. A detail of any assistance, equipment, or other items the Offeror will require the City to furnish
under the Contract.
v. A statement explaining why the Offeror's proposed solution would be the most advantageous to
the City.
vi. Describe the one attribute that places the Offeror ahead of the competition.
2. Past Project Experience & References - 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:
i. Offeror's established experience record in providing comparable services to organizations similar
to the City of Hampton.
ii. Number and types of customers the Offeror has served with comparable services.
iii. Number of years Offeror has been providing these types of services.
iv. 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 the
City of Hampton. For each reference, detail:
a. Name of firm
b. Address of firm
c. Name, title, address, email address, telephone and fax numbers of a contact for the firm
d. Number of years the Offeror has served the firm
e. Brief summary of scope of services provided to the firm

v. Other available documentation to verified Offeror's experience
vi. A statement detailing why the Offeror is the best candidate to provide the City of Hampton with
the services requested in this RFP.
3. Capability and Skill - Credentials and Experience of Team: Describe the qualifications and skills of the
organization to provide the services. Said description should provide, but not be limited to, the following
information:
i. Background information about the organization, e.g., philosophy, ownership, size, facilities and
locations, etc.
ii. Offerors management structure of the firm, e.g. organization chart of the firm, project team, etc.
iii. Size and location of the office that will serve the City of Hampton
iv. Offeror's qualifications to perform the services, including all resources available to Offeror for the
performance of the Contract.
v. Qualifications and resumes of team members and other employees who will be managing and
performing the services under the Contract. Projects and client services lists for team members
may be submitted.
vi. Name, title, address, email address, telephone and fax numbers, and work hours of the Offeror's
Representative for the following functions:
a. Contact person for prompt contract administration upon award of the Contract
b. Contact person during the period of evaluation
c. Authorized agent to accept any notices provided for in the Contract
vii. 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.
viii. A detailed history of all mergers or acquisitions.
ix. A copy of the certificate verifying the firm is authorized to do business in the Commonwealth of
Virginia, including State Corporation Commission Registration Number.
x. A copy of the Offeror's license to do business in Hampton, Virginia.
xi. If applicable - a detailed list of licenses held, including license class and number.
xii. Offeror's current financial condition. Provide supporting documentation and audited annual
reports for the past three (3) years. If Offeror's company is privately held, supply sufficient
information to document the company's financial status and capability to perform under the
Contract. Include any financial ratings held by the firm.
xiii. If Offeror intends to subcontract any part of the work under the Contract, indicate services to be
subcontracted and subcontractor(s) to provide said services.
4. Project Schedule & Proposed Timeline: Submit a schedule for project and a proposed timeline.
5. Project Fee Structure & Cost Estimate -Submit cost proposal to provide services specified. Offeror's
prices will be subject to negotiations. After negotiations and award of this contract, Offeror's pricing for
the services provided under this contract shall be a firm fixed price during the term of the contract and
any extensions.
6. Minority/Woman Owned Programs. Provide details about your status as a minority or woman owned
business.
7. Exceptions/Alternatives.
i. 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.
ii. Detail any proposed alternatives the City's requirements as outlined in this RFP.
G. Proposal Scoring. The following numerical scale will be used to evaluate the proposal:
1. Exceptional (5): The submission exceeds expectations, excellent probability of success and in achieving
all objectives. Very innovative.
2. Good (4): Very good probability of success. Achieves all objectives in reasonable fashion.
3. Acceptable (3): Has reasonable probability of success. Some objectives may not be met.
4. Poor (2): Falls short of expectations and has a low probability of success.

5. Unacceptable (1): Submission fails to meet requirements and the approach has no probability of success.
Criteria Maximum Points
Experience 25 points
Capability and Skills 25 points
Services to be Provided(Including timeline) 25 points
Costs 20 points
Minority/Woman Owned 5 points
r
Total 100 points
H. Procedure for Evaluation of Proposals
1. After the proposal opening, the City 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.
i. The City may, in its sole discretion, determine in writing that only one offeror is fully qualified or
is clearly more highly qualified and suitable than others under consideration, and may negotiate
and award the Contract to that Offeror.
2. Based on the initial evaluation, the City may request the selected Offerors to make oral presentations.
Thereafter, the City 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.
i. If in the City's opinion, presentations or demonstrations of the Offeror's proposed system's
features and capabilities are warranted, the City will notify the appropriate Offerors. Such
presentation or demonstration will be at the City site at a date and time mutually agreed to
between the City and Offeror and will be at the Offeror's expense.
3. The City shall negotiate with Offerors, beginning with the Offeror ranked first. If a contract satisfactory
and advantageous to the public body can be negotiated at a price considered fair and reasonable and
pursuant to contractual terms and conditions acceptable to the public body, the award shall be made to
that Offeror. If not, negotiations with the Offeror ranked first shall be formally terminated and
negotiations shall be conducted with Offeror ranked second.
i. This process shall continue until a contract acceptable to the City can be negotiated and
awarded. Note that negotiations may result in the award of multiple contracts. In that
case, negotiations with prior Offerors may not be formally terminated before negotiations
begin with a subsequently ranked Offeror.
4. The City is not required to furnish a statement of the reason(s) why a proposal was not deemed to be the
most advantageous.
I. Award
1. The City intends to award the Contract to a fully qualified Offeror submitting the best proposal based on
the criteria set forth herein and as determined by the City in its sole discretion.
i. Split Awards: At the City's sole discretion, the City may reject any or all proposals in whole or in
part if such action is determined to be in the City's best interest.
ii. Multiple Awards: The City reserves the right to make awards under this RFP to more than one
Offeror if the City determines that doing so is in the best interests of the City. If the City makes