RFP 27-14TM Fountain Repairs

REQUEST FOR PROPOSALS - NON-PROFESSIONAL SERVICES
RFP #: NGIP CODE:
ISSUE DATE: August 16, 2026
27-14TM 65020
DATE/TIME OF CLOSING: BUYER NAME: COMMODITY:
September 16, 2026 Tammy Martin, Senior Buyer Decorative Fountain Repairs
THE CITY OF HAMPTON IS SEEKING PROPOSALS FROM QUALIFIED AND LICENSED
OFFERORS TO PROVIDE DECORATIVE FOUNTAIN, AERATION AND LED LIGHTING
INSTALLATION, PREVENTATIVE MAINTENACE AND REPAIR SERVICES INCLUDING
ACQUATIC VEGETATION AND ALGAE MANAGEMENT. VENDOR WILL BE ON
AN ON CALL AS NEEDED BASIS.
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:
419 Date:
Printed Name: Title:
Issuing Office: Wherever used in this Request for Proposal, the Issuing Office Will Be:
Tammy Martin, Senior Buyer 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:
Quincy Daniels, Phone: 757-726-2923
Hampton Public Works
419 Armistead Ave
Hampton VA 23669 Email: qdaniels@hampton.gov
City of Hampton Page 2 of 48
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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
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:
City of Hampton Page 3 of 48
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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 na ot be awarded to an Offeror who has not signed the Offeror Representations and Acknowledgements.
City of Hampton Page 4 of 48
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SCOPE OF CONTRACT.
This Request for Proposal (RFP) is issued for the purpose of obtaining a licensed and qualified vendor to
provide decorative fountain, aeration, and led lighting installation, preventative maintenance and repair
services including aquatic vegetation and algae management on an on-call as needed basis.
Purpose
The City of Hampton ("City") seeks qualified, licensed, and experienced Contractors to
provide on-call installation, maintenance, inspection, troubleshooting, emergency
response, repair, replacement, and upgrade services for decorative fountains, floating
aeration fountains, sub surface aeration, water feature systems, and associated light
emitting diode (LED) lighting infrastructure located throughout the City of Hampton's
lakes and ponds, stormwater management facilities (SWMF's) and other municipal
properties.
The contract may also include aquatic vegetation management, algae mitigation, water
quality support services, and environmentally compliant treatment programs associated
with municipal fountains, lakes, ponds, and SWMF'.
The intent of this contract is to establish one or more on-call, indefinite-delivery service
contracts that allow the City to obtain responsive technical services on an as-needed basis
for maintaining safe, reliable, and aesthetically functional water feature systems and
lighting asset.!
Contract Type
The resulting agreement shall be an On-Call/Indefinite Quantity Contract under which the
City may issue individual task orders for specific projects, repairs, inspections, emergency
work, preventative maintenance, or installations. No minimum amount of work is
guaranteed.
Successful bidders shall be duly licensed and qualified independent contractors.
* Work shall be authorized through written task orders issued by the City.
!. Services may include emergency response, scheduled preventative maintenance,
and capital improvement support.
* Multiple vendors and contracts may be awarded.
B. Scope of Service Responsibility
The Contractor shall furnish all industry knowledge, labor, supervision, project
management, licensed applicators, equipment, tools, transportation, diagnostic
instrumentation, johnboats and canoes, aquatic treatment equipment, dive equipment,
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materials, chemicals, permits, disposal services, and incidentals necessary to perform the
work described herein.
C. Fountain and Water Feature Services
A. Diagnostic and Troubleshooting Services
The Contractor shall diagnose and evaluate failures, deficiencies, and operational
issues involving:
* Floating aeration fountains
* Decorative and architectural fountains
* Spray parks and water displays
* Submersible pumping systems
* Water circulation systems
* Fountain control systems
* Lake and pond aeration equipment
* Electrical and lighting systems associated with water features
* Solar powered fountain, diffuser and lighting
capabilities Diagnostic services may include:
* Voltage and amperage testing
* Motor testing
* Insulation resistance testing
* Variable Frequency Drives (VFD) diagnostics
* *(Golf courses, hard scape or irrigation pumps)
* Leak detection
* Structural evaluations
* Water flow and pressure testing
* Underwater inspections
* Solar panel and battery installation and repair
The Contractor shall provide written findings and repair recommendations to the City.
B. Pump, Motor, and Mechanical Repair
Services may include repair, rebuild, replacement, installation, or adjustment of:
* Submersible pumps
* Fountain motors
* Impellers
* Bearings
* Mechanical seals
* Pump housings
* Float assemblies
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* Intake structures
* Diffusers
* Aeration components
* Drive assemblies
* Mechanical couplings
The Contractor shall test all repaired or replaced systems to confirm proper operation.
C. Plumbing and Hydraulic System Services
The Contractor shall repair, replace, clean, adjust, and maintain:
* Fountain nozzles
* Intake screens
* Manifolds
* Valves
* Flexible and rigid piping
* Water supply systems (Cityside Water Supply)
* Spray features
* Structural plumbing systems
* Filtration components
Services shall restore intended spray patterns, circulation rates, and hydraulic performance.
D. Electrical and Control System Services
* The Contractor shall provide installation, repair, maintenance, programming, and replacement services
for: Electrical control panels
* Programmable timers
* Programmable Logic Controllers (PLC) systems
* VFD Golf course, hard scape ponds or irrigation systems
* Disconnects
* Ground Fault Circuit Interrupter (GFCI) protection systems
* Wind sensors
* Water level sensors
* Conduit systems
* Underwater wiring
* Service pedestals
* Electrical feeders
* Circuit breakers
* Capacitors
* Surge protection
Services may include:
* Control system upgrades
* Integration with existing City infrastructure
* Supervisory Control and Data Acquisition (SCADA)
* Electrical troubleshooting and diagnostics
* Grounding and bonding improvements
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E. Aquatic Vegetation and Algae Management Services
The Contractor shall provide inspection, monitoring, treatment, removal, and
management services for nuisance and invasive aquatic vegetation, algae growth, and
water quality conditions affecting fountains, lakes, ponds, basins, canals, and
stormwater facilities.
Services may include:
* Aquatic algae treatment
* Harmful algal bloom mitigation
* Pond dye applications
* Aquatic herbicide applications
* Algaecide applications
* Biological treatment programs
* Nutrient reduction treatments or flocculation processes
* Aeration optimization for algae control
* Mechanical harvesting or vegetation removal
* Muck and sediment reduction treatments (Small to large scale)
* Floating debris removal
* Shoreline vegetation management
* Invasive species management
* Water clarity improvement measures
* Odor reduction treatments
Mosquito-related water management support
The Contractor may be required to perform water quality assessments and monitoring services,
including:
* Dissolved oxygen testing
* pH testing
* Temperature monitoring
* Turbidity evaluation
* Nutrient analysis
* Algae identification
* Visual inspections for invasive species
* Water clarity measurements
The Contractor shall provide written recommendations for corrective actions when water quality
conditions may negatively affect fountain performance, aquatic health, aesthetics, or public safety.
The Contractor shall evaluate and recommend treatment methods appropriate for:
* Stormwater retention ponds
* Decorative lakes
* Fountain basins
* Naturalized water features
* Municipal ponds and waterways
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D. LED Lighting System Services
A. LED Fountain and Landscape Lighting
The Contractor shall provide on-call installation, maintenance, troubleshooting, repair,
replacement, and programming services for LED lighting systems associated with
fountains, ponds, lakes, plazas, and landscape features.
Services may include:
* Underwater LED fountain lighting
* Architectural LED lighting
* Red Green Blue (RGB) and color-changing systems
* Digital Multiplex (DMX)-controlled lighting systems
* Smart lighting controllers
* Landscape accent lighting
* Pathway and shoreline lighting
* Lighting transformers and drivers
* Photocells and timer controls
* Conduit and underground wiring systems
B. LED Lighting Upgrades
The Contractor may be required to upgrade existing systems from incandescent or outdated
lighting technologies to modern LED systems.
Upgrade services may include:
* Fixture replacement
* Conduit replacement
* Controller upgrades
* Energy efficiency improvements
* Integration with programmable lighting systems
* Color sequencing and show programming
* Remote monitoring capability
C. Lighting Maintenance and Repair
The Contractor shall:
* Troubleshoot lighting outages and control failures
* Replace failed fixtures, lenses, gaskets, drivers, and transformers
* Repair damaged wiring and conduit
* Seal underwater lighting penetrations
* Clean fixtures and lenses
* Test voltage, amperage, and waterproof connections
* Restore proper illumination and sequencing
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New Installation and Capital Improvement Services
The Contractor may be tasked with installation or upgrade projects including:
* New fountain installations
* Floating fountain deployment
* Aeration system installations
* LED lighting retrofits
* Control panel replacements
* Electrical infrastructure upgrades
* Concrete equipment pads
* Trenching and conduit installation
* Shoreline stabilization associated with fountain systems
* Anchoring systems for floating equipment
The Contractor shall:
* Assemble and install equipment in accordance with manufacturer specifications
* Coordinate utility locates
* Perform startup and commissioning
* Provide operational testing and training where requested
F. Preventative Maintenance Services
The Contractor shall provide routine and scheduled preventative maintenance services including:
* Cleaning intake screens and nozzles
* Removing algae and debris
* De-scaling fountain components
* Removing established mollusk and crustacean clutter (internal/external)
* Inspecting electrical systems
* Inspecting anchor systems
* Verifying spray patterns and lighting operation
* Lubricating applicable components
* Inspecting wiring and conduit
* Testing GFCI devices
* Checking grounding and bonding systems
Preventative maintenance frequencies shall be established by the City on a task-order basis.
G. Seasonal Services
Services may include:
* Fountain winterization (pump oil changes)
* Fountain removal and storage
* Spring startup and commissioning
* Seasonal LED lighting adjustments
* Freeze protection procedures
* Reinstallation and operational testing
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