RFP 26-423TM Closed Captioning Services

Location:	Virginia
Posted:	May 18, 2026
Due:	Jun 11, 2026
Agency:	City of Hampton
Type of Government:	State & Local
Category:	99 - Miscellaneous R - Professional, Administrative and Management Support Services
Solicitation No:	RFP 26-423TM
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSALS

City of Hampton

ISSUING OFFICE:

Consolidated Procurement Div.

1 Franklin Street, Suite 345

HAMPTON, VA 23669

TELEPHONE: (757) 727-2200

FAX: (757)727-2207

DATE: May 12, 2026

Attention of Offeror is Directed To Section

2.2-4367 to 2.2-4377 Code of Virginia

(Ethics In Public Contracting)

RFP ITEM NO.

26-423TM

PROCUREMENT OFFICER

Tammy Martin, Senior Buyer

SEALED PROPOSALS will be received in the Issuing Office above until Closing Date and

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

HCS of Hampton is not responsible for late delivery by U.S. Postal mail or other couriers.

All inquiries for information regarding this Request for Proposal are to be directed to the

Issuing Office as defined herein.

COMMODITY: Real Time Closed Captioning NIGP CODE: 961.67

PLEASE FILL IN OFFEROR’S NAME &

ADDRESS IN THE SPACES PROVIDED

BELOW:

THIS IS NOT AN ORDER

______________________________________

____

__________________________________

CLOSING DATE

June 11, 2026

CLOSING TIME

11:00 a.m. EST

PREPROPOSAL

CONFERENCE

NONMANDATORY

DATE: n/a

TIME:

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

TO ACCEPT OR REJECT ANY AND ALL PROPOSALS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITIES IN

THE COMPETITVE NEGOTIATIONS PROCESS. FURTHER, HCS RESERVES THE RIGHT TO ENTER INTO ANY

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

PROPOSALS, ANY ADDENDA, OFFEROR'S PROPOSAL AND NEGOTIATED CHANGES SHALL BE INCORPORATED

BY REFERENCE INTO ANY RESULTING CONTRACT.

THE SCHOOL BOARD OF THE CITY OF HAMPTON DOES NOT DISCRIMINATE AGAINST FAITH-BASED

ORGANIZATIONS.

DESCRIPTION OF COMMODITY

The School Board of The City of Hampton is seeking proposals from qualified Offerors to provide real time closed

captioning services for CPEG Television within Hampton City Schools.

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/AGREEMENT/LEASE OR

HOLDING THE CONTRACTOR HARMLESS. THE SUBMISSION OF A PROPOSAL 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 PROPOSAL REJECTION.

Authorized Agent:

___________________

Email Address

_______________________________________________

Signature

________________________ ____________________

Telephone Number

Fax Number

______________________

Type or Print Name

______________________

Company FEI/FIN#

ANTI-COLLUSION/NONDISCRIMINATION/DRUG-FREE WORKPLACE REQUIREMENTS

ANTI-COLLUSION CLAUSE:

IN THE PREPARATION AND SUBMISSION OF THIS PROPOSAL, SAID OFFEROR 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 OFFEROR 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 CONTRACTOR AGREES TO (I)

PROVIDE A DRUG-FREE WORKPLACE FOR THE CONTRACTOR'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 CONTRACTOR'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 CONTRACTOR

THAT THE CONTRACTOR 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

SUCONTRACTOR 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 CONTRACTOR 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 CONTRACTOR AGREES AS

FOLLOWS:

a THE OFFEROR, 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 CONTRACTOR. THE CONTRACTOR AGREES TO POST IN

CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR

EMPLOYMENT, NOTICES SETTING FORTH THE PROVISIONS OF THIS

NONDISCRIMINATION CLAUSE.

b.THE CONTRACTOR, IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES

PLACED BY OR ON BEHALF OF THE CONTRACTOR, SHALL STATE THAT SUCH

CONTRACTOR 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 CONTRACTOR 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

OFFEROR:

Date:

_____ Authorized

Signature__________________________

Printed

Name:___________________________Title:___________

_________________

Phone Number:__________________________ Fax

Number:_____________________

Address:________________________________________

__________________

Federal Tax Identification Number/Social Security Number:

________________________________

Is Offeror a "minority" business?

Yes No

classification below:

African American

Hispanic American

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

If yes, please indicate the "minority"

American Indian

Eskimo

Asian

I. PURPOSE

The purpose of this RFP is to solicit sealed proposals from qualified offerors to provide real-time

captioning services to support CPEG Televison.

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

The School Board of HCS of Hampton is seeking proposals for Real Time Captioning Services.

II. SCOPE OF WORK

Provide real-time captioning services for school board meetings, commencement ceremonies, city

council meetings and public hearings, planning commission meetings and other required meetings.

Meeting schedules are subject to change. The contractor shall provide adequate personnel to

provide continuous, uninterrupted, real-time captioning through the conclusion of the meeting which

may occasionally end well after 11:00 p.m. EST.

Provide a minimum of ninety-eight percent (98%) accuracy level word count per session

Provide captioners with experience in comparable real time captioning services (e.g. board

meetings, public hearings). Captioner shall be a certified shorthand reporter (CSR) and a registered

professional reporter (RPR)

Provide real-time captioning services for special meetings as required by the City or School

Division. Hampton City Schools CPEG -TV will provide a minimum of forty-eight hours (48) notice

and will guarantee at least two (2) hours of captioning time. Special Meetings may last from two (2)

to six (6) hours.

Provide Hampton City Schools PEG-TV with a text file immediately following any meeting.

Provide Hampton City Schools PEG-TV with an account representative to serve as the point

person to receive service complaints and to facilitate resolutions to service complaints to maintain

service quality throughout the contract year.

A. SPECIAL Definitions:

Issuing Office:

Wherever used in this Invitation to Bid, Issuing Office will be:

Tammy Martin, Senior Buyer

Consolidated Procurement Division

Community, Municipal Services/Education

1 Franklin Street, Suite 345

Hampton, VA 23669

Phone: (757) 727-2205

Email: tmartin@hampton.gov

School Board of the City of Hampton Contract Administrator:

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

Bid Number:	RFP 26-423TM
Bid Title:	RFP 26-423TM Closed Captioning Services
Category:	Entity: Schools
Status:	Open

RFP 26-423TM Closed Captioning Services

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