ITB 27-270332/AB GYMNASIUM AND HARDWOOD FLOOR REFINISHING AND REFURBISHING

INVITATION TO BID
GOODS AND SERVICES
City of Hampton
ISSUING OFFICE: DATE: August 18, 2026 ITB ITEM NO.
27-270332/AB
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
Telephone: (757) 727-2200 (Ethics in Public Contracting) Alicia Brown, Senior Buyer
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
office. Bids received by telephone, email, facsimile, or any other means of electronic transfer September 15, 2026
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.
COMMODITY: Hardwood Flooring 11:00AM EST
NIGP CODE: 36021, 90945, 91025
PLEASE FILL IN OFFEROR'S NAME & ADDRESS PREBID CONFERENCE
IN THE SPACES PROVIDED BELOW:
THIS IS NOT AN ORDER
__________________________________________
__________________________________ 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 gymnasium and hardwood floor refinishing and refurbishing services 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: _______________________________________________ ______________________
Signature Type or Print Name
ITB 27-270332/AB Page 1 of 38

___________________ ________________________ ____________________ ______________________
Email Address Telephone Number Fax Number Company FEI/FIN#
ENCLOSURES
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
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Is Offeror a Faith-Based Organization? Yes No
ITB 27-270332/AB Page 3 of 38

Scope of Work
The purpose of this bid is to establish a contract(s) with qualified contractor(s) to provide gymnasium and
hardwood flooring refinishing and refurbishing services to Hampton City Schools (HCS) on an on-call as needed
basis.
For each renewal period, fees may be increased with any such increase limited to the lesser of (a) the
percentage change in the current Consumer Price Index for all urban customers (CPI-U) or (b) three percent
(3%). Vendor shall be responsible to notify each entity, in writing, prior to the renewal date for any increases for
renewal periods. Hampton City Schools reserves the right to award multiple contracts should it be determined
by them in their sole discretion, to be in their best interest as specified herein.
Specific Requirements
Contractor shall perform services to the highest standards in the flooring industry.
Each project will have a predetermined timeline established between HCS and the contractor. Separate
Purchase Orders and Notices to Proceed will be issued for each project performed under the resulting contract.
No work shall commence until a purchase order has been issued to the contractor. Work hours shall be subject
to approval by building administrators and owners.
Normal business hours are Monday through Friday, 7:00A.M to 5:00P.M.
Floors shall be left in a "like-new" condition at the completion of each task.
The successful contractor will be responsible for obtaining any and all permits, if applicable.
The successful contractor will be responsible for the removal of any and all discarded materials from the job site
immediately following the completion of work.
Damage caused by the contractor as a result of work on this contract shall be repaired by the contractor at the
contract's expense. Expectations to this will be considered on a case-by-case basis.
Accessibility to the property will be designated by the building administrator/owner.
The successful contractor shall be able to respond within 24 hours as needed.
School lounges, telephones, or other school equipment will not be used by the contractor.
Use of tobacco products, alcohol or illegal drugs are prohibited on HCS property. Contractor's employees shall
exit or be removed from the property upon discovery of such use and not be allowed back on the property for
the duration of that particular project.
PROCESSES FOR SCREENING AND RECOATING
The following steps for general screening and recoating shall be required by the awarded contractor(s):
1. Flooring shall be thoroughly cleaned using properly treated dust mops.
2. Contractor shall ensure all foreign material has been removed before abrading surfaces.
3. Flooring shall be inspected for damage. If damage is found, Contractor shall notify the owner immediately as
well as document the damage on the Wood Floor Inspection Form provided by HCS.
4. Flooring shall be screened with medium (100) grit screens until uniformly dull. All swirls caused by medium
screen shall be removed using a fine (150) screen.
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5. All dust and debris shall be removed from the floor without the use of treated dust mops.
6. The floor shall be tacked with manufacturer approved tack solvent following manufacturer's recommended
procedures. Special attention shall be given to painted lines and logos to ensure they are clean of dirt and
debris before sealing.
7. Cover any and all sleeved in the floor, such as for gymnastics and volleyball, so that they are not coated with
finish.
8. The owner shall be contacted to approve floor cleanliness and condition prior to applying floor finish.
9. Apply first and final high gloss coat of floor finish in accordance with the manufacturer's instructions. (Assumed use
of Sika-WP-8, 450 VOC One Coat Polyurethane, which requires only one coat to achieve mil thickness).
An even coat shall be applied over the floor with the grain, using a clean lamb's wool applicator or other method
approved by the manufacturer. Allow 24 hours to dry thoroughly if two coats are required.
10. Finished floor shall have a smooth, uniform appearance with no visible swirl marks in or throughout the finish. If
not, it shall be the responsibility of the contractor to absorb the additional cost to achieve the desired appearance.
PROCESSES FOR SANDING AND REFINISHING
The following steps for general screening and re-coating shall be required by the awarded contractor(s):
1. Using properly treated dust mops, cleaning the floor thoroughly.
2. Inspect the entire gym floor to ensure that all foreign matter has been removed.
3. Inspect the floor for any damage(s). If any damage is found, notify the Owner representative immediately
and document on the Wood Floor Inspection Form.
4. Sand the entire floor using only heavy powered sanders. Contractor must provide generator to supply
electricity for sander. Do not plug into building outlet.
5. For the first cut, the floor shall be sanded in both directions, going with the grain of the floor using a low grid
sandpaper (20-30 grit) to cut off the finish.
6. Using 40, 60, 80 and 100 grit sandpaper, continue sanding the floor to remove the scratch marks from the
lower grade. Skipping grits is not permitted. Diagonal cuts are also not permitted. The sanding machine shall not
be moved more that two boards at a time for each transverse on any of the cuts.
7. The last cut shall be screening the floor with a rotary buffer and 100 grit sanding screen or a fine grit
sandpaper.
8. Once all the sanding has been completed, vacuum and clean the floor area.
9. Re-inspect the floor surface for any split boards or seriously damaged area of the surface or sub floor.
Immediately notify the Owner representative of any repairs or replacements that are necessary. Do not perform
any repairs or replacements without prior written approval from Owner representative.
10. Notify the Owner representative that the floor surface is ready for inspection before proceeding to the next
step.
11. Cover any and all sleeves in the floor, such as for gymnastics and volleyball, so that they are not coated
with finish.
12. Apply the first coat of sanding seal using a VOC compliant and Maple Flooring Manufacturers Association
(MFMA) approved sanding sealer. Allow at least twenty-four (24) hours to dry.
ITB 27-270332/AB Page 5 of 38

13. Screen the floor with 120 grit screens to take out grain raise.
14. Clean the entire floor surface and then apply second coat of sealer. Allow 24 hours to dry.
15. Screen or use a high grit sandpaper to abrade the finish and further smoother the floor.
16. Clean the entire floor surface.
17. Paint the gym lines and logos as per drawings provided and approved by the Owner's representative.
Drawings must be in accordance with National Federation of State High School Associations' and Virginia High
School League regulations. No changes can be made without prior written approval from Owner representative.
Allow the paint to dry for at least five (5) days. Paint must be VOC compliant and compatible wit the sanding
sealer and finish.
18. Abrade the paint using a high grit sandpaper to assure adhesion to the finish.
19. Clean the entire floor surface.
20. Before applying first coat of finish, thoroughly tack rag the floor, giving particular attention to edges and
corners, to eliminate any dust or debris in finish.
21. Apply first coat of finish to accordance with manufacturer's instructions and allow to dry completely.
22. Lightly abrade the floor with #2 steel wool or screen to break the surface tension for bonding with the next
coat.
23. Vacuum, then double tack rag treat the floor.
24. Apply second coat of finish in accordance with manufacturers' instructions.
25. Finished floor must have a uniform smooth appearance with no visible swirl marks in or through the finish.
26. Contractor must ensure that the entire area, furniture and equipment is free of dust related to project.
FLOOR REPAIRS
1. Contractor shall remove damaged area of flooring identified by the Owner's representative. Care will be
taken to avoid damaging adjacent areas of flooring. Damaged boards/dead spots shall be repaired in a manner
to match existing system.
2. It is the Contractor's responsibility to identify and match existing floor system and sub floor at each location
prior to sanding of floor.
3. Wood strip species, grand and cut: Provide hard maple, second or better grade, from MFMA approved
manufacturer.
4. Seasoning: Manufacture wood strip flooring from kiln-dried
lumber (before milling). Contractor is required to check moisture content of wood with moisture meter according
to manufacturer's recommendations.
5. Protect wood athletic flooring from excessive moisture in shipment, storage, and handling. Deliver in
unopened cartons or bundles and store in dry place with adequate air circulation. Do not deliver material to
building until "wet work", such as old floor removal, has been completed and all returned to a condition of
equilibrium.
6. Installation and repairs shall be completed with flooring manufacturer's instructions and recommendations to
meet manufacturer's warranty requirements.
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7. All mounting hardware in floor shall be reinstalled, if removed during repair.
PRODUCTS
1. All products used in performance of this contract shall comply with the Volatile Organic Compound (VOC)
Emission Standards adopted by the Commonwealth of Virginia (Air Pollution Control Board Regulations for the
Control and Abatement of Air Pollution). Sealers, paints and finishes must have a VOC rating of <350g/L. The
products must be produced by a manufacturer whose products are tested and approved by the Maple Flooring
Manufacturers Association (MFMA) or equal institution.
2. The desired floor finish is Sika WP-8, 450 VOC One Coat Polyurethane. A substitute finish must be at least
50% non-volatile solids, oil modified urethane with VOC content of less than 350 grams per liter. A proposed
substitute finish must have been tested and approved by MFMA. Bidders are to provide a copy of testing
approval by MFMA as part of their substitution request. Failure to provide complete information in the Bid or a
substitute finish that does not conform to this specification will result in Bid being considered NONRESPONSIVE
and the Bid will be disallowed.
3. Contractor will bring approved products to job sites in factory sealed and labeled containers for Owners'
inspection. Finish must be non-yellowing.
SITE INSPECTION
Contractor(s) are expected to be familiar with and take into consideration site conditions that may affect work,
the finished product, and to have checked all dimensions at each site if necessary. Claims, as a result of failure
to inspect the job site(s), shall not be considered by Owner.
Special Instructions to Bidders
A. Definitions:
1. Issuing Office
Wherever used in this Invitation to Bid, Issuing Office will be:
Alicia Brown, Senior Buyer
Consolidated Procurement Division
Community, Municipal Services/Education
1 Franklin Street, Suite 345
Hampton, VA 23669
Phone: (757) 727-2196
Email: alicia.brown@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
ITB 27-270332/AB Page 7 of 38

B. Questions:
Bidders must submit questions regarding this Invitation to Bid in writing to the Issuing Office via email to:
alicia.brown@hampton.gov no later than September 1, 2026 at 3:30PM 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
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.
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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 theClosing 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
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.
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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.
I. General Terms and Conditions
A. Contract Document:
This ITB, its Addenda, and Successful Bidder's bid will constitute the final contract, hereafter referred to as
"this contract". These documents will be incorporated by reference into HCS purchase order awarding this
contract.
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.
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