ITB 27-271106/NB ANNUAL NEEDS FOR MECHANICAL SERVICES

INVITATION TO BID
GOODS AND SERVICES
City of Hampton
DATE: September 15, 2026 ITB ITEM NO.
ISSUING OFFICE:
27-271106/NB
Consolidated Procurement Division
Attention of Bidder is Directed to Section
1 Franklin Street, Suite 345 PROCUREMENT OFFICER
2.2-4367 to 2.2-4377 Code of Virginia
Hampton, VA 23669 Nicole Bonelli, Buyer
(Ethics in Public Contracting)
Telephone: (757) 727-2200
Fax: (757)727-2207
SEALED BIDS will be received in the Issuing Office or via DemandStar (www.demandstar.com) until
OPENING DATE
Opening Date and Opening Time as specified in this solicitation including any addenda issued by this
October 15, 2026
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
OPENING TIME
directed to the Issuing Office as defined herein.
2:30 PM EST
COMMODITY: ANNUAL NEEDS FOR MECHANICAL SERVICES
NIGP CODE: 91000, 91450, 91468, 92830
PREBID CONFERENCE
PLEASE FILL IN OFFEROR'S NAME & ADDRESS
IN THE SPACES PROVIDED BELOW:
THIS IS NOT AN ORDER
DATE: N/A
TIME: 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 mechanical related services; to include plumbing on an annual 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:
Signature Type or Print Name
___________________ ________________________ ____________________ ______________________
Email Address Telephone Number Fax Number Company FEI/FIN#
ENCLOSURES
ITB 27-271106/NB Page 1 of 43

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 27-271106/NB Page 2 of 43

Scope of Work
The purpose of this bid is to establish a contract(s) with qualified contractor(s) to provide mechanical related
services; to include plumbing on an annual needed basis.
A. General Requirements:
a. The Contractor shall furnish all labor, materials, tools, equipment, transportations and any incidentals
necessary to provide mechanical services relating to construction, replacement, repair installation, and
preventive maintenance in schools, offices and support facilities annually on an "as needed" basis as
specified herein. The Contractor shall perform services at the highest standards set forth in the
Mechanical Services industry. In addition, the Contractor shall also perform plumbing related services
and perform such services at the highest standards set forth in the plumbing industry.
B. Mechanical services shall include but not limited to:
a. Install additional or replace existing HVAC units, roof top units, makeup air units, unit ventilators, water
source heat pumps, PTAC's, split systems, CRAC units, etc.
b. Install additional or replace existing boilers and water heaters. (Gas and Electric)
c. Install, repair or replace duct work, drain pans, sheet metal, welded piping, mechanical joint piping,
associated electrical, insulation, etc.
d. Install, repair/ replace pumps, flanges, seals, impellers, check valves, isolation valves, etc.
e. Install, repair or replace control systems.
f. Coordinate services with control contractors or third-party vendors approved by HCS.
g. Please note this is not an all-inclusive list of services to be provided. Any plumbing or HVAC services
required by Hampton City Schools may be covered under this contract.
C. Specific Requirements
a. All required permits and inspections to complete quoted job shall be the responsibility of the primary
Contractor.
b. The Contractor must possess a current and active Class A Commonwealth of Virginia contractor's
license at the time of submission.
c. The Contractor shall be competent and qualified to install variable refrigerant systems and equipment.
Provide references of three most recent jobs similar in scope (See Attachment E).
d. The Contractor must be licensed to do mechanical work; including both HVAC and Plumbing related
services.
e. All work must be in strict accordance with all state and local codes.
f. Installation shall reflect any Mechanical/Electrical code changes to maintain compliance.
g. All OSHA safety requirements shall be enforced.
h. A staffed, certified service department shall be maintained at all times by primary Contractor.
i. The Contractor shall obtain authorization from the HCS Operations and Maintenance prior to starting
work.
j. The Contractor must be properly insured as required.
k. Professional Structural Engineering shall be utilized as applicable and will be the responsibility of the
Contractor.
l. Professional roofing services shall be provided by Contractor during the contract period to support
scope of work as required.
m. HCS shall provide warranty information and design for roof penetrations and curb installations.
n. All required crane and rigging services shall be provided by the Contractor to support scope of work.
Pictures of crane route shall be provided to HCS Operations and Maintenance in order to document
condition of grounds prior to and directly after lift.
o. All quoted jobs shall reflect straight hourly labor rates. Any deviation must be noted. Once a quote is
accepted, a full schedule of values shall be produced within seven (7) business days. Quotes shall
include a full schedule of values. This will also be used in invoicing to match up with the progress of
project.
p. Any new unit replacement shall have the following provided with the quote: manuals, heat load
calculations, manual S, equipment selection and duct sizing requirements
q. A site walk-through consisting of an authorized Contractor and HCS Maintenance and Operations
Representative shall be conducted prior to job completion. All Punch List, control drawings and close
out items shall be corrected prior to authorization of final payment.
ITB 27-271106/NB Page 3 of 43

r. Close out documents shall include, but not limited to warranty letter, refrigerant tracking information in
accordance with operating and maintenance manuals, startup sheets, as-built control drawings, final
inspections, punch list and action items.
s. Provide specific cut sheets to include:
i. All options being used
ii. Manufacturer and model #
iii. Energy efficiency rating (both existing unit and replacement)
iv. Preconstruction meetings will be required on job site prior to commencing any work.
t. Integral electrical disconnects, if commercially available are preferred. Stainless steel disconnects shall
be utilized if external to unit.
u. Condensate drip pans shall be constructed of Galvanized steel or stainless steel if commercially
available.
v. Condensate drain lines shall be roughed and supported to roof drain or gutter as applicable.
w. Condensate drain lines shall be secured to the roof by non-invasive means.
x. Emergency condensate drip pan shall have overflow switch installed and connected to BAS.
y. Overflow condition to shut down unit and provide alarm.
z. R22 units are not acceptable under this contract.
aa. Units shall be sealed to be weather, vermin and bird proof, including hail guards where applicable.
bb. All units with gas service shall have new gas valves, regulator and new galvanized pipe to shut off valve
installed as part of the project.
cc. Units shall be labeled to reflect as built drawings/electrical service with a riveted weatherproof plaque
and unit name provided by the Owner's Representative.
dd. New units and Building Automation Systems (BAS) shall have provisions for space dehumidification,
where directed.
ee. BAS - Qualified controls vendors shall remove existing unit from and reconnect the replacement unit to
Building Automation System.
ff. BAS - All graphics and control as-built shall be updated as required.
gg. BAS- Minimum points required on each unit:
i. All compressor status
ii. All fan status
iii. All heat bank status
iv. Discharge air temp
v. Damper position and command if applicable
hh. BAS wires shall be continuous without splices. Included but not limited to:
i. LAN wires and Controller to unit wiring
ii. Building Automation System shall be verified during the "Punch List" procedure.
jj. The Contractor is responsible for coordinating the testing, removing, reinstalling and retesting smoke
detectors, if equipped. HCS fire alarm contractor will assist. All fire and smoke detection systems
installed shall be tested as required with supporting documentation provided.
kk. A one (1) year inclusive warrantee shall be supported by the Contractor.
ll. A minimum five (5) year inclusive warrantee for unit compressors shall be supported by the Contractor.
mm. There shall be one Point of Contact for service calls associated with the contract.
nn. All warrantee or service calls shall be followed up with a written report outlining the cause and remedied
within twenty-four (24) hours. Report shall be sent electronically to Quentena Zanders-
qzanders@hampton.k12.va.us
oo. Contractors must have a company uniform and picture ID badge.
pp. HCS reserves the right for first right of refusal for all parts and equipment.
qq. Four (4) hours of equipment training shall be provided for all given installations.
rr. Commissioning (mechanical analysis) can be requested by HCS Maintenance and Operations
Representative prior to the quoting of new work to ensure that the new work meets the needs of the
space in which it is installed.
ss. Removal and replacement of duct heaters where applicable.
tt. Duct sizing shall be verified as adequate for the replacement unit prior to sourcing units.
uu. Any additional or modified ductwork shall match existing.
D. Hours and Response Times: Straight time- M-F 8AM-5PM. Overtime- Weekdays after 5PM, Weekends and
Holidays. Option for flex hours that are not considered overtime will be agreed upon on a project to project
basis.
a. Non-Emergency Response Time: Non-Emergency response time shall not exceed as follows:
ITB 27-271106/NB Page 4 of 43

i. Four (4) hours for all non-emergency warrantee and services calls
b. Emergency Response Time: Emergency response time shall not exceed as follows:
i. Two (2) hours on weekdays for emergency warrantee and service calls.
ii. Four (4) hours on weekends and holidays for emergency warrantee and service calls.
1. For a list of HCS holidays, please visit
https://www.hampton.k12.va.us/calendars/calendar.html .
E. Duct work:
a. The Contractor shall inspect ductwork and insulation; new insulation shall match existing.
b. Collapsed ductwork shall be braced prior to lagging; use twenty-six (26) gauge galvanized metal for all duct
work.
c. Top seams are to be one (1)"standing seams; slide the pieces under the two (2)"lap.
d. Lap all pieces to inhibit water introduction to the lagging; pop rivet lagging every six (6)"and at all laps.
e. Seal laps with duct sealer.
f. Paint all exterior lagging with aluminum roof coating.
g. Factory start up sheets shall be performed by FACTORY certified individual.
h. Factory start up sheets, operation and maintenance documents and controls as-built drawings shall be
completed and provided prior to job completion.
i. Weekly report shall be provided to HCS Maintenance and Operations Representative on Thursday of every
week.
j. Include before and after water and air balancing services, where directed, and provide documentation at
completion of work. Balance results should be compared to original documentation; any discrepancies shall
be brought to the attention of HCS Maintenance and Operations Representative prior to starting work.
k. Include a specific Occupation/Significant completion date listed upon job completion for warrantee.
F. Assignment of Work
a. Each job requires its own proposal/quote. Construction proposals equaling $100,000 or greater will
require a performance and payment bond, both equal to the amount of the task(s) quote.
G. Inspections
a. All work must be inspected to ensure conformity with the specifications and requirements surrounding
the work. Inspections should be arranged by contacting the Contract Administrator.NO PAYMENT WILL
BE MADE UNTIL THE WORK IS INSPECTED AND APPROVED.
H. Work Performance
a. The Contractor shall supply a dumpster or other devices necessary for the disposal of demolished
materials.
b. Materials or equipment owned by HCS shall not be used by the Contractor.
c. Any HCS equipment (brooms, mops, trash cans etc.) used by the Contractor shall become the property
of the Contractor. An amount equal to the replacement cost of the materials shall be deducted from the
Contract price before final payment is rendered.
d. Contractor shall clean the work area at the end of each workday. All materials shall be secured in a safe
and neat manner. No trash or debris is to be left overnight at the work site.
e. Upon completion of the project, the Contractor shall thoroughly clean all finished work, the work site and
adjacent areas returning it to a level of cleanliness equal to that existing prior to start of work.
f. The Contractor shall perform all work in a professional manner by personnel experienced in their trade.
g. Work shall progress in such manner as to cause the least inconvenience to HCS, and it is to be done
with proper consideration for the rights of other Contractors or workmen. The Contractor shall keep in
touch with the entire operation and perform all installations promptly and professionally.
I. Quality Control
a. The Contractor shall notify HCS Maintenance and Operations of any omissions, contradictions or conflicts in
the specifications prior to acceptance of work. If the Contractor does not notify HCS of any such conditions,
it will be assumed that the Contractor has included all necessary items in his/her proposal to complete the
project.
b. Projects will be completed as the contract document specifies, unless changes are approved in writing by
HCS. The Contractor shall make his own Contracts with Subcontractors and be responsible for obtaining
any required permits. The Contractor alone shall be held responsible by HCS for the completed project.
c. The Contractor shall assume full responsibility for the protection and safekeeping of project materials stored
on premises.
ITB 27-271106/NB Page 5 of 43

d. The Contractor shall take precautions to ensure that dust and debris associated with the project is contained
within the work area and not allowed to spread into other areas of the school. Equipment or materials which
cannot be moved, shall be covered by the Contractor to prevent contamination or damage.
e. All materials used by the Contractor shall be certified asbestos-free by the manufacturer. There will be no
exceptions. A letter from the Contractor certifying that no asbestos-containing materials were used shall be
provided upon completion of the project.
f. The Contractor shall provide on-site supervision at all times while work is in progress. All Subcontractors
and/or workers shall report to a single supervisor who shall be on site to answer questions and coordinate
work. The supervisor shall carry a copy of this specification and any amendments.
J. Safety Requirements - The Contractor shall:
a. assure that all application, material handling, and associated equipment will he handled and operated in
conformance with OSHA safety requirements. Where applicable, provide Material Safety Data Sheets for
materials to be used on the project.
b. comply with federal, state, and local fire and safety codes and requirements.
c. advise HCS whenever work is expected to be hazardous to HCS employees, students or other building
occupants.
d. maintain fire extinguisher within easy access whenever power tools; flammable materials or heat producing
devices are being used.
e. advise HCS when volatile materials are to be used near air ventilation intakes or near occupied spaces so
that action may be taken to prevent degradation of indoor air quality.
f. dispose of all asbestos containing materials into an EPA approved sanitary landfill.
Contractors performing work, that disturbs paint in housing and child-occupied facilities including schools built
before 1978, must be EPA-certified. In addition, their employees must be trained in the use of lead-safe work
practices. The Contractor must follow Lead-safe work practices that minimize occupants' exposure to lead
hazards. Information about these requirements can be found at www.epa.goY/lead or by calling 1-800-424-
5323.
ITB 27-271106/NB Page 6 of 43

Special Instructions to Bidders
A. Definitions:
1. Issuing Office
Wherever used in this Invitation to Bid, Issuing Office will be:
Nicole Bonelli, Buyer
Consolidated Procurement Division
Community, Municipal Services/Education
1 Franklin Street, Suite 345
Hampton, VA 23669
Phone: (757) 727-2203
Email: nbonelli@hampton.gov
2. HCS Contract Administrator
Wherever used in this Invitation to Bid and for purposes of any notices under this contract, HCS
Contract Administrator will be:
Dr. Daniel Bowling
HCS - Operations and Maintenance
2113 Woodmansee Drive
Hampton, VA 23669
Phone : 757-850-2123
Email : dbowling@hampton.k12.va.us
B. Questions:
Bidders must submit questions regarding this Invitation to Bid in writing to the Issuing Office via
email to: nbonelli@hampton.gov no later than October 1, 2026 at 2:30PM EST. Necessary replies will
be issued to all bidders as addenda that shall become part of the contract documents. Oral instructions do
not form a part of the bid documents.
Bidder is responsible for checking the Hampton Procurement web site at www.hampton.gov/bids-contracts
or the eVA website at www.eva.virginia.gov prior to bid opening to secure any addenda issued for this ITB.
C. Late Submissions, Modifications, and Withdrawal of Bid:
Bidders are responsible for submitting bids, and any modifications or withdrawals, so as to reach the Issuing
Office designated in the ITB by the time specified in the ITB.
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
ITB 27-271106/NB Page 7 of 43

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.
D. 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.
E. 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.
If the descriptive literature fails to show that the product offered conforms to the requirements of the
solicitation, HCS will reject the bid.
F. 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. Please print one one side and do not use
staples.
* Bidders may also submit bids via DemandStar (www.demandstar.com) until the 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 2:31 p.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.
ITB 27-271106/NB Page 8 of 43

* 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
G. 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.
H. 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.
I. 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 27-271106/NB Page 9 of 43

I. General Terms and Conditions
A. Contract Document:
These General Terms and Conditions are a sample of what may be included in the final contract awarded to
Bidder and are subject to change.
B. Bid Binding for Ninety (90) Days:
Bidder agrees that its bid shall be binding and may not be withdrawn for a period of ninety (90) calendar
days after the scheduled opening date of this Invitation for Bid.
C. Proprietary Information/Non-Disclosure:
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. Specifically, if Bidder seeks to
protect any proprietary data or materials, pursuant to Section 2.2-4342, Bidder shall:
* Invoke the protections of this section prior to or upon submission of the data or other materials,
* Provide a statement that identifies the data or other materials to be protected and that states the
reasons why protection is necessary.
* Submit trade secrets or other proprietary information under separate cover in a sealed envelope clearly
marked "PROPRIETARY".
* Information submitted that does not meet the above requirements will be considered public information
in accordance with State statutes.
* CITY reserves the right to submit such information to HCS attorney for concurrence of the Bidder's
claim that it is in fact proprietary.
* 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.
* Trade secrets or proprietary information submitted by a Bidder in conjunction with this ITB is not subject
to public disclosure under the Virginia Freedom of Information Act (VFOIA).
* Information submitted that does not meet the above requirements will be considered public information
in accordance with the VFOIA.
* 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 evaluation and award.
D. Contract Modification(s):
After award, any and all modifications to this contract shall be mutually agreed to by both parties, in writing,
and authorized by HCS Purchasing Agent or his designee via issuance of a change order (purchase order).
E. Bidder Obligation:
Bidder shall carefully examine the contents of this Invitation for Bid and any subsequent addenda. Failure
to do so shall not relieve the Successful Bidder of its obligation to fulfill the requirements of any contract
awarded as a result of this ITB.
F. Conditions of Work:
Bidder shall inform itself fully of the conditions relating to services required herein. Failure to do so will not
relieve a Successful Bidder of the obligation to furnish all goods and/or services necessary to carry out the
provisions of this contract
G. Prime Contractor:
If in its performance of this contract, Successful Bidder supplies goods or services by or through another
party or subcontractor, Successful Bidder agrees that:
* Successful Bidder shall act as the prime contractor for the goods and services to be provided under
contract and shall be the sole point of contact with regard to all obligations under this contract.
* Successful Bidder represents and warrants that Successful Bidder has made third parties or
subcontractors aware of the proposed use and disposition of the other party's products or services, and
that such other party has agreed in writing that it has no objection and that CITY is not liable to such
third parties or subcontractors for any work performed under this contract.
ITB 27-271106/NB Page 10 of 43