ITB 26-25TM Pembroke Pond Retrofit

Location:	Virginia
Posted:	Jan 21, 2026
Due:	Feb 12, 2026
Agency:	City of Hampton
Type of Government:	State & Local
Category:	Y - Construction of Structures and Facilities
Solicitation No:	ITB 26-25TM
Publication URL:	To access bid details, please log in.

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ISSUE DATE: January 13, 2026

INVITATION TO BID – CONSTRUCTION

ITB #: 26-25TM

NGIP CODE: 96115

DATE/TIME OF CLOSING:

February 12, 2026 at 11:00AM

BUYER NAME:

Tammy Martin, Senior Buyer

COMMODITY: Pond Retrofit

THE CITY OF HAMPTON IS SEEKING BIDS FROM QUALIFIED BIDDERS TO PROVIDE CONSTRUCTION RETROFIT

SERV ICES TO PEMBROKE POND PER ATTACHED SPECIFICATIONS.

ACKNOWLEDGE RECEIPT OF ATTACHMENTS: A

ACKNOWLEDGE RECEIPT OF ADDENDUM: 1

(Please initial)

Pre-Bid Conference – Non-Mandatory Pre-bid Conference to be held via zoom on January 21, 2026 at 11:00 AM.

Topic: ITB 26-25TM Pre-bid Meeting - Pembroke Pond

Time: Jan 21, 2026 11:00 AM Eastern Time (US and Canada)

Join Zoom Meeting

https://us06web.zoom.us/j/84832344848?pwd=6KWbacA6USObxNlylhJhPKvKO778Jv.1

Meeting ID: 848 3234 4848

Passcode: 281856

One tap mobile

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BIDDER NAME:

COMPETITIVE SEALED BIDDING. This Invitation to Bid (“ITB”) is subject to the competitive sealed bidding provisions

outlined in Virginia Code §2.2-4302.1. Sealed bids 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). Bids 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 ITB 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

bids in whole or in part and waives any informality in the competitive sealed bidding 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 ITB, addenda, and Bidder’s bid shall

be incorporated by reference into any resulting contract.

QUESTION PERIOD. All questions regarding this solicitation shall be submitted in writing to tmartin@hampton.gov by no later

than 3:30 PM EST on. January 29, 2026. Questions must be submitted in writing; telephonic inquiries will not be considered.

All terms and conditions (bid submission, general, and special, as applicable) in this solicitation are intended to apply to the

bid submitted by bidder and any resulting contract. The terms and conditions in this solicitation shall supersede any

conflicting terms and conditions offered by bidder. Any additional terms and conditions a bidder intends to be considered

shall be submitted with the bid as an exception. Such exceptions may result in a finding that the submittal is non-responsive to

the bid, and bidder may be denied award based on claimed exceptions. Contractual documents submitted by a successful

bidder after an award will not be accepted.

SECTION A

Subsection A.1 BID SUBMISSION TERMS AND CONDITIONS

I. PREPARATION

1.1 Throughout the bidding process, up until award, bidders are prohibited from contacting City staff,

representatives or agents other than the Consolidated Procurement Department on the subject of this

ITB or any subject related to this ITB except with prior knowledge and express permission from the

Procurement Director or designee.

1.2 All attached response forms must be used and submitted. Responses not submitted on said forms or

not fully completed with all information may be declared nonresponsive. Additional pages may be

attached if additional space is required to complete the forms.

1.3 All documents shall be signed in ink. Any corrections to entries made on forms shall be made in ink

and initialed by the person signing the response. Bids containing any conditions, omissions,

unexplained alterations or items not called for in the proposal, or irregularities of any kind, may be

rejected by the City as being incomplete or nonresponsive.

1.4 All bids shall be submitted sealed, plainly marked showing the bid number, date, and time. Failure to

return all required pages may result in a determination that the submittal is non-responsive.

1.5 General questions, requests for explanations, or interpretations of documents shall be made as

directed. No oral explanation in regard to the meaning of drawings and specifications will be made

and no oral instructions will be given before the award of the contract.

1.6 During preparation and prior to opening, each vendor shall not divulge, discuss or compare his

response with others, and shall not collude with any other party to a response. A signed response

shall be taken as an indication that the vendor fully understands the Commonwealth of Virginia’s

Conflict of Interest Act and the Commonwealth of Virginia’s Ethics in Public Procurement Act and

that his actions in no way violate any of the provisions therein.

1.7 Unless this solicitation contains a clear statement that only one certain brand, make or manufacturer

is acceptable and a clear reason is stated why such is so, the name of a certain brand, make or

manufacturer does not restrict vendors to that named. Such only conveys the general style, type,

character, and quality of that desired. During evaluation of responses, it shall be the sole discretion

of the City to determine what is equal, considering quality, workmanship, economy of operation, and

suitability for the purpose intended.

1.8 The apparent silence of these specifications and any supplemental specifications as to any detail or

the omission from the specifications of a detailed description concerning any point shall be regarded

as meaning that only the best commercial practices are to prevail and correct type, size, and design

are to be used. All interpretations of these specifications shall be made on the basis of this

statement.

1.9 It is the responsibility of each bidder in preparing its bid:

a) To examine thoroughly the bid documents;

b) To visit the site to become familiar with and satisfy the bidder as to the general, local, and site

conditions that may affect cost, progress, performance, or furnishing of the work;

c) To study and carefully correlate the bidder’s knowledge and observations with the bid

documents and other such related data; and

d) To promptly notify the City of all conflicts, errors, ambiguities, or discrepancies which the

bidder has discovered in or between the bid documents and such other related documents or

field/site conditions.

1.10 Prices shall be all inclusive for the scope of the solicitation. Where applicable, the following

shall apply: All shipments shall be F.O.B. destination, freight included. Delivery shall be inside as

directed at the address indicated. Required delivery times and terms of payment shall be clearly

stated.

1.11 Prices shall be stated in units of quantity specified. No additional charges shall be passed to the

City, including any applicable taxes, delivery, or surcharges. Prices quoted shall be the final cost to

the City.

1.12 It is the Bidder’s responsibility to ensure that the Bidder receives all addenda to accompany the

bid. Addenda are posted on the City’s website where bid documents can also be found.

1.13 It is the policy of the City of Hampton to encourage the development and sustain utilization of

minority and woman-owned businesses (MBE/WBE). The City of Hampton encourages these firms

to compete and encourages non-minority firms to provide for the participation of these businesses

through subcontracting opportunities. Bidder is requested to complete the MBE/WBE Forms in this

document.

II. SUBMISSION

2.1 Bid Submissions MUST include:

a) Subsection A.2: Bidder Information

b) Subsection A.3: Experience and Qualifications

c) Subsection A.4: Bid, including pricing sheet and any necessary attachments identified

in the Scope of Work and Specifications, including all applicable licenses and permits

d) Subsection A.5: Bidder Representations and Acknowledgements

e) Subsection A.6 Bid Bond (for projects greater than $100,000).

f) Subsection A.7 MBE/WBE Forms

2.2 If the City is closed for business at the time scheduled for bid opening, for whatever reason, sealed

bids will be accepted and opened on the next business day of the City, at the originally scheduled

hour.

2.3 All bids must be signed by an authorized, responsible officer or employee having the authority to

enter into contracts. The bidder agrees that its contract performance shall be in strict conformity

with the contract documents.

2.4 Bidders may only request withdrawal of their bids from consideration if the bid is substantially

lower than other bids due solely to an unintentional arithmetic error, unintentional omission of

quantity of work, labor, or material made directly in the compilation of a bid that can be shown by

objective evidence. A request to withdraw must be made in writing within two (2) days of the bid

opening.

2.5 The City’s acceptance of responses does not place any liability or obligation on the City to the

Contractor. Financial obligations on behalf of the City shall occur only through the award of a

contract and/or purchase order in accordance with applicable law.

2.6 The bidder certifies that by signing the bid that the bid is made without prior understanding,

agreement, or accord with any other person or firm submitting a bid for the same goods and/or

service and that this bid is in all respects bona fide, fair, and not the result of any act of fraud or

collusion with another person or firm engaged in the same line of business or commerce. Any false

statement hereunder may constitute a felony and can result in a fine and imprisonment, as well as

civil damages.

2.7 A bid bond or certified check in the amount of five percent (5%) of the amount of the bid shall

accompany any bid in excess of $100,000.00 for the bid to be considered responsive.

2.8 Bidder is to submit all applicable contractor’s licenses in conformance with Title 54.1, Chapter 11 of

the Code of Virginia. The City requires bidder to submit a copy of his license or full certificate

number prior to considering the bid.

2.9 By submitting their bid, bidders certify that they are not now debarred by the Federal Government,

the Commonwealth of Virginia, any state, or any locality from submitting bids on contracts for

construction covered by this solicitation, nor are they an agent of any person or entity that is now so

debarred.

2.10 Bidder 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 Bidder.

a) Bidder 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 Bidder:

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 Bid;

however, all information contained within the body of the bid shall be public

information in accordance with State statutes.

v. An all-inclusive statement that the entire bid is proprietary is unacceptable. A

statement that Bidder’s costs and/or bid pricing are to be protected is unacceptable.

Bidder will be requested to remove any such statement(s) in order to be eligible for

further consideration.

b) The City reserves the right to submit such information to the City Attorney for concurrence of

the Bidder’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.

2.11 Bidder agrees that its Bid shall be binding and may not be withdrawn for a period of sixty (60)

calendar days after the scheduled closing date of this ITB.

III. RECEIPT OF BIDS

3.1 Bids will be received on or before the date and the hour and at the place stipulated in the Invitation to

Bid and may be modified by subsequent Addenda. Consolidated Procurement Division operating

hours are M-F 8:00 AM until 4:30 PM.

3.2 It is the responsibility of the bidder to assure that its bid is delivered to the place designated for

receipt of bids by the date and hour (deadline) set for receipt of bids. Therefore, it is the bidder’s

responsibility to take into account all factors which may impact its bid deliverer/courier’s ability to

deliver the bid and to implement whatever actions are necessary to have the bid delivered to the

proper bid receipt location prior to the bid receipt deadline. No bids or modifications submitted or

offered after the date and hour designated for receipt of bids will be accepted or considered.

3.3 The Chief Procurement Officer or designee is the City’s representative designated to receive bids at

the time and place noted in the ITB and to open the bids received at the appointed time.

3.4 The official time used for the receipt of responses is determined by reference to the clock designated

by the Chief Procurement Officer or designee. The Chief Procurement Officer or designee shall

determine when the bid receipt deadline has arrived and shall announce that the deadline has arrived

and that no further bids will be accepted. All bids in the possession of the Chief Procurement Officer

or designee or designee at the time the announcement is completed are deemed to be timely, whether

or not the bid envelope has been physically date/time stamped or otherwise marked by the time the

Procurement Officer makes the deadline announcement.

3.5 The solicitation document maintained by the Procurement Department in the bid file folder shall be

considered the official copy. Any exception or changes to the specifications made by the bidder may

be cause to disqualify a bid.

3.6 To demonstrate its qualifications to perform the work, each bidder shall be prepared to submit further

written satisfactory evidence that the bidder has sufficient experience, necessary capital, materials,

machinery and skilled workers to complete the work. If financial statements are required, they shall

be of such date as the City shall determine and shall be prepared on forms acceptable to the City. The

City may make any such investigations as deemed necessary to determine the ability of the bidder to

perform the Work. The City’s decision or judgment on these matters shall be final, conclusive and

binding.

3.7 Samples, when requested must be furnished free of expense, and upon request, if not destroyed, will

be returned at the bidder’s risk and expense.

IV. AWARD

4.1 Award will be made to the lowest responsive and responsible bidder. The quality of the construction

serves to be supplies, conformity to the specifications, suitability to requirements, delivery terms,

qualifications, reference, and past performance with the City will be taken into consideration in

making an award. Unless cancelled or rejected, a responsive bid from the lowest responsible bidder

shall be accepted as submitted; except that if the bid from the lowest responsible bidder exceeds

available funds, the Procurement Director may negotiate with the apparent low bidder to obtain a

contract price within available funds.

4.2 Prices shall be entered on and in accordance with the bid form. In case of an error in the calculation

of cost based on multiple units of the same item, the unit price shall govern and the correct amount

will be calculated by the City. In case of an error in the total cost, the individual line items shall

govern and the summation will be calculated by the City.

4.3 Successful bidder(s) shall furnish all required bonds, certificates of insurance and required

endorsements on City approved forms included in this bid package within fifteen (15) days of notice

of the award. Any other forms are not acceptable and will not be approved by the City Attorney’s

Office. Time is critical on this work and non-compliance or failure to submit the appropriate

documents in a timely manner will delay the work and may be cause to make award to the next

qualified bidder.

4.4 Successful bidders shall within seven (7) days of posting of the Intent to Award, shall submit to the

City a list of all subcontractors who will be performing work on the project. Such list shall be

accompanied by an experience statement with pertinent information as to similar projects and other

evidence of experience and qualifications of each such subcontractor, person and organization. If

the City, after due investigation, has reasonable objection to any proposed subcontractor, other

person and organization, the City may, before contract signing, request the apparent low bidder to

submit an acceptable substitute without an increase in bid price. If the apparent low bidder declines

to make any such substitution, the contract shall not be awarded to such bidder. For any

subcontractors, other persons, or organization so listed and to whom City does not make written

objection prior to awarding the contract, it will be deemed the City has no objection.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	ITB 26-25TM
Bid Title:	ITB 26-25TM Pembroke Pond Retrofit
Category:	Entity: City
Status:	Open

ITB 26-25TM Pembroke Pond Retrofit

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