RFP 27-02TM Ticketing System

REQUEST FOR PROPOSALS - NON-PROFESSIONAL SERVICES
ISSUE DATE: May 26, 2026 RFP #: NGIP CODE:
27-02 60033
DATE/TIME OF CLOSING: BUYER NAME: COMMODITY:
June 17, 2026 @ 11:00 AM EST Tammy Martin Ticketing System
THE CITY OF HAMPTON IS SEEKING PROPOSALS FROM QUALIFIED OFFERORS TO FURNISH, OPERATE
AND MAINTAIN AN EVENT TICKETING SYSTEM
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, Senior Buyer, CPPB Phone: 757-727-2205
Consolidated Procurement Division
1 Franklin Street, Suite 345 Email: tmartin@hampton.gov
Hampton, Virginia 23669
Wherever used in this Request for Proposal, the City Contract Administrator will be:
Jody Madaras, Artistic Director
Hampton Coliseum/CHTVA Center Phone: 757-727-3200
22 Lincoln Street
Hampton, Virginia 23669 Email: jody.madaras@hampton.gov

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 American Theatre is a privately owned and municipally operated performing arts theatre in
Hampton, housing a 388-seat theatre, a studio theatre, a dance studio, and a lecture all and gallery.
Built in 1908 as a "high class motion picture and vaudeville house", the Theatre has enjoyed a colorful
and varied history. After an extensive renovation, the performing arts theatre re-opened in June 2000
and has since become one the favorite venues of an ever increasing and loyal audience from
throughout the Hampton Roads region. Each year, the theatre hosts a season of dance, music,
children's and theatrical performances. The American Theatre has an annual activity level of
approximately 140 event days and an average annual attendance of approximately 12, 000.
The Charles H. Taylor Visual Arts Center is a privately owned and municipally operated visual arts
center in Hampton, housing three unique art galleries, and upstairs arts education classroom. Built in
1925 as "Hampton's Library", the Arts Center enjoys robust community participation, sales of
artwork, educational offerings, and an annual schedule of exhibitions which are mainly free and open
to the public throughout the year.

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
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.
SCOPE OF CONTRACT.
This Request for Proposal (RFP) is issued for the purpose of obtaining a Ticketing System to furnish, operate
and maintain
The City of Hampton is requesting proposals to furnish, operate and maintain an Event Ticketing/CRM/POS system
for the Hampton Arts department which includes The American Theatre and the Charles H. Taylor Visual Arts
Center. Proposals will only be accepted from established event ticketing and point of sale system companies with
extensive experience in box office, retail, concessions and CRM operations for performing and visual arts centers.
Specific Service Requirements
* At a minimum, the Event Ticketing/CRM/POS system/platform must encompass the
following modules:
* Ticketing/CRM module:
* Capable of creating and integrating events and selling single, multi-day, and season tickets:
ability to track sales by events and by purchaser; offer multiple price levels and unlimited
price points; ability to purchase specific seat locations or best available; ability to add upsell
items to purchase; ability to easily purchase multiple events in one transaction at the box
office, online and optimized mobile; multi-channel availability; hard and digital tickets.
Provide user-friendly CRM capabilities that capture customer data and tracks sales per event
and per customer.
Provide cloud-based access control system, fully compatible with in-house wireless
networks, and scanning devices.
Allow acceptance and processing of all methods of payment through the system including,
but not limited to cash, debit cards, and credit cards.
Provide direct email and marketing service including: marketing services for events thought
special offers, announcements, post-event surveys, and the like by distributing information
to provider's ticket purchaser database. Provide email marketing platform, with direct
access to purchaser database that includes templates, surveys, sign up forms, statistical
reporting, etc.
Provide automated settlement of funds to designated accounts.
Reporting: must have robust real-time reporting and analytics which includes: daily
attendance, daily monthly and fiscal year reporting.
o Registration module:
For class and workshop registration, which includes the ability to define schedules, fees, and
prices, limits, and the ability to change sign up size, as well as attach relevant documents.
Registration should be optimized for mobile use, and the module should provide the capabilities
of containing pertinent participant information.
o Event POS module:
System must provide secure Point-Of-Sale (POS) module for use in online and in-person,
optimized mobile retail & concessions sales. Item setup must be flexible, and have the

ability to sell at multiple terminals simultaneously, and to easily track inventory. POS module
must accept all major credit cards, Google and/or Apple Pay with processing transactions
securely and in compliance with applicable payment standards (e.g., PCI DSS).
Provide secure payment processing and hardware including but not limited to a minimum of
5 standard credit card terminals, 4 Boca ticket printers, ticket stock, receipt stock.
Must provide inventory capabilities.
Reporting: must have robust reporting and analytics which includes: daily attendance, daily
monthly and fiscal year reporting.
o Support module:
Maintain service on a 24-hour schedule with limited necessary operation interruptions. All
provided equipment must be maintained and serviced by offeror and must be replaced
and/or upgraded as deemed necessary by the Hampton Arts department.
Provide virtual training to all current staff at start-up, and a minimum of 3 annual check-ins
to assure customer satisfaction, and assistance with troubleshooting and platform use.
PROPOSAL REQUIREMENTS
The following information in required to be included in each offeror's proposal:
* Business Organization and Credentials. Descript the length of time in business, corporate experience, strengths
in the industry, business philosophy, and examples of how the business differs from competitors.
* Personnel. Detail the qualifications and experience of key personnel, both local and national, intended for this
operation.
* Hardware and Software. Specify the type of equipment that will be provided and a full description of each item.
* Business Plan. Detail how your business operates in Hampton Roads, Greater Richmond Metro area,
Baltimore/DC area, and North Carolina areas. Describe the financial incentives and revenue potential your
service can provide the Hampton Arts department including rebates, advertising income, and other financial
incentives. List the service charges you plan to access our customers. Describe the costs the Hampton Arts
department will incur including equipment and software, licensing fees, per-ticket 'inside charges', account
storage fees, credit card fees, charge-back liability and any other potential cost associated with your service.
Illustrate your company's refund policies and procedures, particularly as it relates to service charge
reimbursement. Explain the means and frequency by which the Hampton Arts department will receive
settlement for monies to which it is entitled.
* Ticket Distribution. Describe your existing distribution system.
* Industry Experience. Detail your experience in providing services to venues similar to the Hampton Arts
department.
* Marketing and Media. Detail marketing services and associated costs that you will provide the Hampton Arts
department. Provide examples of any promotions or promotional materials currently in use.
* Event Marketing. Describe marketing services and associated costs that you will provide the Hampton Arts
department to help market our events and promote tickets sales through customer databases, list services, etc.
* Reporting. Describe data analytics and reporting being offered to enhance successful marketing of event and
business decision making and associated costs.
* Anti-scalping. Describe your efforts and technology used to address the secondary ticket selling market.
* References. Provide names, addresses and telephone numbers of references in the performing and visual arts
management industry, especially those from city-run buildings similar to The American Theatre and the Charles
H. Taylor Visual Arts Center. (a minimum of 3 references is required)
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 via fax (757)
727-2207 or email questions to tmartin@hampton.gov no later than 3:00 PM EST on June 11, 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.
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 30 points
Capability and Skills 25 points
Services to be Provided 20 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
multiple awards under this solicitation, each Contract awarded will specify the portion of the
scope of services awarded to each Offeror.
2. Any contract resulting from this RFP will be publicly posted for inspection in the Consolidated
Procurement Division, 1 Franklin Street, Suite 345, Hampton, Virginia 23669.
3. The vendor(s) awarded this contract must be registered with eVA before the contract can be fully
executed
J. Disposition of Proposals. All materials submitted in response to this RFP will become the property of the
City. One (1) copy of each proposal will be retained for official files, will become a matter of public record
after award of the Contract, and will be open to public inspection subject to the Proprietary
Information/Disclosure section of this RFP.