ITB 26-261219/AB EMBROIDERY & SCREEN PRINTING FOR HCS APPAREL

Location:	Virginia
Posted:	Sep 23, 2025
Due:	Oct 21, 2025
Agency:	City of Hampton
Type of Government:	State & Local
Category:	84 - Clothing, Individual Equipment, and Insignia
Solicitation No:	26-261219
Publication URL:	To access bid details, please log in.

Bid Number:	26-261219
Bid Title:	ITB 26-261219/AB EMBROIDERY & SCREEN PRINTING FOR HCS APPAREL
Category:	Entity: Schools
Status:	Open

Description:

THE SCHOOL BOARD OF HAMPTON CITY SCHOOLS (HCS) OF HAMPTON, VA IS SEEKING BIDS FROM RESPONSIBLE AND RESPONSIVE BIDDERS TO PROVIDE EMBROIDERY AND SCREEN PRINTING SERVICES FOR HCS ON AN ON-CALL AS NEEDED BASIS.

Publication Date/Time:

9/23/2025 3:00 PM

Closing Date/Time:

10/21/2025 11:00 AM

Pre-bid Meeting:

N/A

Contact Person:

ALICIA BROWN, SENIOR BUYER
[email protected]
757-727-2196

Attachment Preview

INVITATION TO BID

GOODS AND SERVICES

City of Hampton

ISSUING OFFICE:

DATE: September 23, 2025

Consolidated Procurement Division

1 Franklin Street, Suite 345

Hampton, VA 23669

Telephone: (757) 727-2200

Fax: (757)727-2207

Attention of Bidder is Directed to Section

2.2-4367 to 2.2-4377 Code of Virginia

(Ethics in Public Contracting)

SEALED BIDS will be received in the Issuing Office or via DemandStar (www.demandstar.com) until

Opening Date and Opening Time as specified in this solicitation including any addenda issued by this

office. Bids received by telephone, email, facsimile, or any other means of electronic transfer

will not be accepted. The School Board of the City of Hampton is not responsible for late delivery by

U.S. Postal mail or other couriers. All inquiries for information regarding this Invitation to Bid are to be

directed to the Issuing Office as defined herein.

COMMODITY: Embroidery

NIGP CODE: 96278

PLEASE FILL IN OFFEROR’S NAME & ADDRESS

IN THE SPACES PROVIDED BELOW:

THIS IS NOT AN ORDER

__________________________________________

__________________________________

ITB ITEM NO.

26-261219/AB

PROCUREMENT OFFICER

Alicia Brown

Senior Buyer

OPENING DATE

October 21, 2025

OPENING TIME

11:00AM EST

PREBID CONFERENCE

N/A

THE SCHOOL BOARD OF THE CITY OF HAMPTON HEREAFTER REFERRED TO AS “HCS”, RESERVES

THE RIGHT TO ACCEPT OR REJECT ANY AND ALL BIDS IN WHOLE OR IN PART AND WAIVE ANY

INFORMALITIES IN THE BIDDING PROCESS. FURTHER, HCS RESERVES THE RIGHT TO ENTER INTO

ANY CONTRACT DEEMED TO BE IN ITS BEST INTEREST. THE ENTIRE CONTENTS OF THE

INVITATION TO BID, ANY ADDENDA, BIDDERS RESPONSE AND ANY CHANGE ORDERS SHALL BE

INCORPORATED BY REFERENCE INTO ANY RESULTING CONTRACT.

HCS DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.

The School Board of Hampton City Schools (HCS) of Hampton, VA is seeking bids from responsible and responsive

bidders to provide embroidery and screen printing services for HCS apparel on an on-call as needed basis.

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 OR HOLDING THE CONTRACTOR HARMLESS. THE SUBMISSION OF A BID

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 BID REJECTION.

Authorized Agent:

___________________

Email Address

_______________________________________________

Signature

________________________ ____________________

Telephone Number

Fax Number

______________________

Type or Print Name

______________________

Company FEI/FIN#

ENCLOSURES

ITB 26-261219/AB

Page 1 of 33

ANTI-COLLUSION/NONDISCRIMINATION/DRUG-FREE WORKPLACE REQUIREMENTS

ANTI-COLLUSION CLAUSE:

IN THE PREPARATION AND SUBMISSION OF THIS PROPOSAL, SAID BIDDER 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 BIDDER 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 SUCCESSFUL BIDDER AGREES TO (I) PROVIDE A DRUG-FREE WORKPLACE FOR

THE SUCCESSFUL BIDDER'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 SUCCESSFUL OFFEROR'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 SUCCESSFUL OFFEROR THAT THE

SUCCESSFUL OFFEROR 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

SUSUCCESSFUL OFFEROR 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 SUCCESSFUL OFFEROR 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 SUCCESSFUL BIDDER AGREES AS FOLLOWS:

a THE BIDDER, 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 SUCCESSFUL OFFEROR. THE SUCCESSFUL BIDDER AGREES TO POST IN

CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, NOTICES SETTING FORTH THE

PROVISIONS OF THIS NONDISCRIMINATION CLAUSE.

b. THE SUCCESSFUL BIDDER, IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES PLACED BY OR ON BEHALF OF THE

SUCCESSFUL BIDDER, SHALL STATE THAT SUCH SUCCESSFUL BIDDER 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 SUCCESSFUL BIDDER 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 BIDDER:

Date:

_____ Authorized Signature__________________________

Printed Name:___________________________Title:____________________________

Phone Number:__________________________ Fax Number:_____________________

Email Address:__________________________________________________________

Federal Tax Identification Number/Social Security Number: ________________________________

Is Bidder 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

ITB 26-261219/AB

Page 2 of 33

Scope of Work

The purpose of this bid is to establish a contract(s) for embroidery and screen printing services for

HCS apparel.

Specific Requirements

• Vendor shall work closely with purchaser to ensure custom orders and specifications are met.

• Vendor shall have color thread options available for embroidery requests.

• Vendor shall be responsible for providing the apparel and embroidery on screen printing work.

• Vendor shall be located within 20 miles of HCS buildings.

• Delivery is not required.

• Products shall be ready for pickup within 21 days from order placement.

Items frequently ordered, but not limited to:

NIKE

637167

NIKE

838956

DISTRICT

DT6201

DISTRICT

DT1311

SPORTEK

ST650

SPORTEK

TST650

CARHARTT

CT103828

GILDAN

2000

GILDAN

2000L

PORT & COMPANY

PC61P

PORT & COMPANY

PC61PT

SECURITY AND SAFETY WEAR:

ANSI CLASS 2- SAFETY VESTS

ANSI CLASS 3 – SAFETY VESTS

SCHOOL SECURITY UNIFORM:

Port Authority – J719

Port Authority- J754

SPORT TEK-ST650

SPORT TEK- ST657

PORT & COMPANY- PC90H

PORT AUTHORITY- K420

PORT AUTHORITY-K500LS

PORT & COMPANY- CP90L

NEW ERA- NE404

Examples of Logos:

ITB 26-261219/AB

Page 3 of 33

Any bid, modification, or withdrawal received at the Issuing Office designated in the ITB after the exact time

specified for receipt of bids shall be considered "late" and will not be considered unless there is acceptable

evidence to establish that it was received at the Issuing Office and was under the control of HCS prior to the

time set for receipt of bids.

Acceptable evidence to establish the time of receipt at the Issuing Office includes the time/date stamp of

that office on the bid wrapper, other documentary evidence of receipt maintained by the office, or oral

testimony or statements of Consolidated Procurement Division personnel.

If an emergency or unanticipated event interrupts normal HCS processes so that bids cannot be received at

the Issuing Office by the exact time specified in the ITB and urgent HCS requirements preclude

modifications to the ITB, the time specified for receipt of bids will be deemed to be extended to the same

time of day specified in the solicitation on the first work day on which normal City processes resume.

Bids may be withdrawn by written notice received at any time before the exact time set for receipt of bids. A

bid may be withdrawn in person by a Bidder or its authorized representative if, before the exact time set for

receipt of bids, the identity of the person requesting withdrawal is established, a formal written request to

withdraw the Bid is submitted on the firm’s letterhead, and the person signs a receipt for the bid.

A. Preparation of Bids:

To be considered for award, a bid must comply in all material respects with the ITB. Bidders are expected

to examine the drawings, specifications, and all instructions in this ITB. Failure to do so will be at the

Bidder's own risk.

Each Bidder shall furnish the information required by the solicitation. The Bidder is expected to:

• Sign the bid and print or type its name and address on the cover of the ITB;

• Sign the ANTICOLLUSION/NON-DISCRIMINATION on page 2 of this ITB and complete all other

information requested on the same page;

• Complete the Pricing Sheet requested in the ITB;

• Changes must be initialed by the authorized Agent signing the bid. In case of discrepancy between a

unit price and an extended price, the unit price shall govern as the correct price.

• Complete all applicable Attachments (i.e. A, B, C, etc.)

Bids for supplies or services other than those specified will not be considered unless authorized by the

solicitation.

Bidders must state a definite time for delivery of supplies or for performance of services, unless otherwise

specified in the solicitation. Time, if stated as a number of days, will be interpreted to include Saturdays,

Sundays, and holidays.

• Acknowledge Addenda on page 1 of this solicitation.

B. Descriptive Literature:

"Descriptive literature," as used in this provision, means information furnished by a Bidder, such as cuts,

illustrations, drawings, and brochures that shows a product's characteristics or construction or explains its

operation. The term includes only that information required to evaluate the acceptability of the product and

excludes other information for operating or maintaining the product.

Descriptive literature is required to establish, for the purpose of evaluation and award, details of the product

offered that are specified elsewhere in the solicitation and pertain to significant elements including, but not

limited to:

• Design;

• Materials;

• Components;

• Performance characteristics; and

• Methods of manufacture, assembly, construction, or operation.

• Descriptive literature, required elsewhere in this solicitation, must be:

• Identified to show the item(s) of the offer to which it applies; and

• Received by the time specified in this solicitation.

• If the Bidder fails to submit required descriptive literature on time with the Bid submittal, HCS may reject

the bid.

ITB 26-261219AB

Page 4 of 33

If the descriptive literature fails to show that the product offered conforms to the requirements of the

solicitation, HCS will reject the bid.

C. Bid Submittal Requirements:

Bids must be submitted utilizing the following requirements:

• Bids shall be placed in a sealed envelope or package, and the envelope or package labeled with the

Invitation for Bid's item number and the name and address of the Bidder. Submit the original bid.

Bidders are encouraged to submit bids on recycled paper and to use double-sided copying.

• Bidders may also submit bids via DemandStar (www.demandstar.com) until Closing Date and

Closing Time as specified in this solicitation including any addenda issued by this office.

• All bids 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 Invitation to Bid. Any bid received after the specified date and

time (time stamped 11:01 a.m. or later) shall not be considered and shall be returned unopened to

Bidder.

• Bids received by telephone, telegraph, email, or facsimile shall not be accepted.

• Bids must include all elements noted in the Bid Preparation paragraph above.

• Bids should be submitted in the format specified on the pricing sheet.

• Statement setting forth the basis for protection of proprietary information, if any, as detailed in the

Proprietary Information/Disclosure section

CI. Bid Opening:

The Issuing Office shall decide when the time set for opening bids has arrived. Bids received before the bid

opening time will be publicly opened and, if practical, read aloud to the persons present, recorded and

abstracted. Review of the abstract of the bids by interested persons will be permitted immediately after bid

opening, as soon as prepared, if it does not unduly interfere with the conduct of HCS business, as determined

by the Issuing Office. Bid records shall be open to public inspection only after a formal evaluation and award

determination has been made by the Issuing Office.

Contact with 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 ITB or any subject related to this ITB is expressly prohibited

except with the prior knowledge of the Procurement Department.

CII. A withdrawal of bid due to error shall be in accordance with Section 2.2-4330 B (1) of the Code of

Virginia. The bidder shall give notice in writing of his claim of right to withdraw his bid within two business

days after conclusion of the bid opening procedure and shall submit original work papers with such notice.

CIII. FOREIGN AND DOMESTIC BUSINESSES-AUTHORITY TO TRANSACT BUSINESS IN THE

COMMONWEALTH

Contractor whether organized as a stock or nonstock corporation, limited liability company, business trust,

or limited partnership or registered as a registered limited liability partnership shall be authorized to transact

business in the Commonwealth as a domestic or foreign business entity and shall provide proof thereof.

Contractor shall not allow its existence to lapse or its certificate of authority or registration to transact

business in the Commonwealth to be revoked or cancelled at any time during the term of the Agreement.

Failure by the Contractor to remain in compliance with the provisions of this section shall be deemed a

material breach of this Agreement.

Hampton City Schools does not discriminate on the basis of race, color, national origin, sex disability, age or

other protected classes in its programs, activities, and employment practices and provides equal access to

the Boy Scouts and other designated youth groups. The following person has been designated to handle

inquiries regarding the non-discrimination policies: Robbin A. Ruth, Executive Director of Human Resources,

One Franklin Street, Hampton, Virginia 23669, 757-727-2318.

ITB 26-261219AB

Page 5 of 33

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

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ITB 26-261219/AB EMBROIDERY & SCREEN PRINTING FOR HCS APPAREL

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