Project Information

Bid Title

ITB 26-261074/J-NB(RE-BID) HARDWARE AND MAINTENANCE SUPPLIES

Issuing Agency

City of Hampton

Location

Virginia

Published Date

Nov 5, 2025

Closing Date

Nov 21, 2025

Government Level

State & Local

Status

Closed

Ref. #

26-261074/J-NB(RE-BID)

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Bid Documents

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Project Description

Bid Number:	26-261074/J-NB(RE-BID)
Bid Title:	ITB 26-261074/J-NB(RE-BID) HARDWARE AND MAINTENANCE SUPPLIES
Category:	Entity: Schools
Status:	Open

Description: THE CITY OF HAMPTON AND HAMPTON CITY SCHOOLS ARE JOINTLY SEEKING PROPOSALS FROM QUALIFIED BIDDERS TO PROVIDE HARDWARE AND MAINTENANCE SUPPLIES ON AN AS NEEDED BASIS. Publication Date/Time: 11/5/2025 8:00 AM Closing Date/Time: 11/21/2025 11:30 AM Pre-bid Meeting: N/A Contact Person: NICOLE BONELLI, BUYER [email protected] 757-727-2203 Related Documents: ITB 26-261074J-NB(REBID) Solicitation

Attachment Preview

INVITATION TO BID – GOODS AND SERVICES

ISSUE DATE:

NOVEMBER 4, 2025

ITB #:

26-261074/J-NB(RE-BID)

NGIP CODE:

44500, 32069, 31824, 57000

DATE/TIME OF CLOSING:

BUYER NAME:

NOVEMBER 21, 2025 at 11:30 AM EST Nicole Bonelli

COMMODITY:

Hardware and Maintenance Supplies

THE CITY OF HAMPTON AND HAMPTON CITY SCHOOLS ARE JOINTLY SEEKING PROPOSALS FROM

QUALIFIED BIDDERS TO PROVIDE HARDWARE AND MAINTENANCE SUPPLIES ON AN AS NEEDED

BASIS.

ACKNOWLEDGE RECEIPT OF ATTACHMENTS: A

ACKNOWLEDGE RECEIPT OF ADDENDUM: 1

B

C

D

(Please initial)

2

3

4

(Please initial)

Pre-Bid Conference – N/A

BIDDER NAME:

JOINT SOLICITATION. The City of Hampton and Hampton City Schools shall be referred to collectively as “Solicitor.”

COMPETITIVE SEALED BIDDING. This Invitation to Bid (“ITB”) is subject to the competitive bidding provisions outlined in

Virginia Code §2.2-4302.1. Sealed bids will be received in the Issuing Office or via DemandStar (www.demandstar.com) until

Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. Bids received by

telephone, email, facsimile, or any other means of electronic transfer will not be accepted. Solicitor is not responsible for late

delivery by the United States Postal Service or any other courier. All inquiries for information regarding this ITB are to be directed to

the Issuing Office as defined herein.

THIS IS NOT AN ORDER. The Solicitor reserves the right to accept or reject any and all bids in whole or in part and waives any

informality in the competitive sealed bidding process. Further, the Solicitor reserves the right to enter into any one or more contracts

deemed to be in its best interest. The entire contents of the ITB, addenda, and Bidder’s bid shall be incorporated by reference into any

resulting contract.

Bidder Information:

Name of Bidder:

Phone Number:

Email Address:

Address:

Fax Number:

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 Bidder a “minority” business? Yes No

African American

Hispanic American

Native American

Asian American

Other; Please Explain: ______________________________________________________

Is Bidder Woman Owned? Yes

No

Is Bidder a Small Business? Yes No

Is Bidder a Faith-Based Organization?

Yes No

Is Bidder 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 bid, Bidder certifies, acknowledges, understands, and agrees to be bound by the conditions set forth above and

in the Instructions to Bidders and General Conditions as described in Attachment A.

Authorized Signature:

Date:

Printed Name:

Title:

Issuing Office: Wherever used in this ITB, the Issuing Office Will Be:

Nicole Bonelli

Consolidated Procurement Division

1 Franklin Street, Suite 345

Hampton, Virginia 23669

Phone: 757-727-2203

Email: nbonelli@hampton.gov

Wherever used in this ITB, the Contract Administrator will be:

Adrianna Thomas

Schools Operations and Maintenance

2113 Woodmansee Drive

Hampton, Virginia 23669

Phone: 757-850-5223

Email: athomas@hampton.k12.va.us

ITB 26-261074/J-NB(RE-BID)

(rev. 8/4/17)

Page 2 of 35

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 miles; 51.8 miles of it is land and 84.4 miles of it is water,

with a total population of 137,436.

The City boasts a strong military and technology presence. Langley Air Force Base is home of the First Fighter

Wing. NASA Langley Research Center, where America’s first astronauts were trained, is now a major center for

aviation research. Large employers include companies such as Alcoa Howmet, Craft Machine Works,

Measurement Specialists, Inc., Sprint, and Verizon Communications. The City is also home to multiple medical

facilities including Riverside Regional Medical Center, Sentara Healthcare, and the Hampton Veteran’s

Administration Medical Center. Hampton offers multiple higher education opportunities including Hampton

University, Thomas Nelson Community College, Old Dominion University’s Peninsula Higher Education Center,

and the National Institute of Aerospace. More information about business opportunities and growth in Hampton can

be found in the Hampton Community Profile, which may be accessed via the following link:

http://www.hampton.gov/498/Community-Profile

The City is served by two airports. The primary airport for the Hampton Roads area is Norfolk International

Airport, on the opposite side of Hampton Roads in Norfolk. The region’s secondary airport, Newport

News/Williamsburg International Airport, is located on the Virginia Peninsula in Newport News.

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 more than 1.7 million and is the 37th

largest MSA in the nation. Its effective buying power (EBI) according to Sales, Marketing and Management is

more than $20.8 billion.

Demographically, Hampton is in many ways typical of metropolitan America. Within its boundaries it contains an

urban core, a ring of older, settled neighborhoods and newer suburban development. Its citizens’ age, educational,

occupational and socio-economic characteristics by and large reflect the typical American demographic profile.

The City’s demographic data may be accessed by the hyperlink: http://hampton.gov/90/Demographics

Hampton City Public Schools

Based on the Virginia Department of Education’s 2014 March Average Daily Membership report, Hampton City

Schools (HCS) is the fourteenth largest school division in the Commonwealth with 20,226 students. HCS is an

urban school system educating children in 18 Elementary Schools (including 2 fundamental schools, 1 magnet

school and 1 school for the arts), 2 PK-8 Schools, 5 Middle Schools, 4 High Schools, 1 Gifted Center and 1 Early

Childhood Center. A listing of HCS and its locations may be accessed via the Hampton City Schools official

website at http://www.hampton.k12.va.us/. The City of Hampton and Hampton City Schools entered into an

agreement dated July 5, 1991 to establish a consolidated procurement office through which the City provides

procurement services to Hampton City Schools.

II. BID TERMS AND CONDITIONS

A. Contract Documents. This ITB and its addenda(s), Bidder’s Bid, any additional information requested, and the

final awarded contract will constitute the final contract hereafter referred to as the “Contract”. These documents

ITB 26-261074/J-NB(RE-BID)

(rev. 8/4/17)

Page 3 of 35

will be incorporated by reference into the Solicitor Purchase Order(s) that award the Contract. The Contract shall

be governed by the contract documents in the following order of precedence:

1. The final negotiated Contract

2. The ITB, its attachments, and its addenda

3. Bidder’s Bid

In the event that there is a Conflict between this ITB, 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 Bidder is awarded the Contract, Bidder will receive electronic copies of all

documents. All original documents will be maintained at the Issuing Office. If Bidder requires a certified copy of

any document to which Bidder is entitled, the Issuing Office will accommodate that request.

C. 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 closing date of this ITB.

D. 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.

1. Bidder 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 Bidder:

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 Bid; however, all

information contained within the body of the bid shall be public information in accordance with

State statutes.

v. 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 consideration.

2. The Solicitor reserves the right to submit such information to the City or School Board Attorney for

concurrence of the Bidder’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. Bidder Obligation. Bidder shall carefully examine the contents of this ITB and any subsequent addenda(s).

Failure to do so shall not relieve the Bidder of its obligation to fulfill the requirements of any contract awarded as

a result of this ITB.

E. Conditions of Work. Bidder shall inform itself fully of the conditions related to services required herein.

Failure to do so will not relieve a Bidder of the obligation to furnish all goods and/or services necessary to carry

out the provisions of the Contract.

F. Withdrawal of Bid Due to Error. Withdrawal of a Bid due to error shall be in accordance with §2.2-4330(B)(1)

of the Code of Virginia. The Bidder shall give notice in writing of its claim of right to withdraw its Bid within

two (2) business days after conclusion of the Bid opening date and shall submit original work papers with such

notice.

G. 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). Solicitor acts only as the issuing agent and is not responsible for

placement of orders, payment or discrepancies of other participating Public Bodies.

H. Bidder Representations and Acknowledgements. The attached “Bidder Representations and

Acknowledgements” at Attachment C to this ITB, shall be executed by Bidder and is to be submitted with the

Bid. The requirements set forth on said form shall be considered to be binding terms and conditions in any

contract resulting from this ITB. A contract will not be awarded to a Bidder who has not initialed and signed the

Bidder Representations and Acknowledgements.

I. Mathematical Errors. Discrepancies between multiplication of units of work and unit prices will be resolved in

favor of unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum will

be resolved in favor of the correct sum. Discrepancies between words and figures will be resolved in favor of

words.

ITB 26-261074/J-NB(RE-BID)

(rev. 8/4/17)

Page 4 of 35

III. SCOPE OF CONTRACT

A. The purpose of the ITB is to solicit bids to establish a contract or contracts for the provision of hardware

and maintenance supplies on an as needed basis for Hampton City Schools and City of Hampton.

Contractor shall furnish and deliver hardware and supplies to School Operations and Maintenance

Department at 2113 Woodmansee Drive, Hampton VA 23663 and City Operations at 550 North Back River

Road Hampton, VA 23669 as needed. Additional delivery locations may vary and will be listed on signed

Purchase Order. Issuing Office reserves the right to award multiple contracts.

IV. INSTRUCTIONS TO BIDDERS

A. Contact with Solicitor Staff, Representatives, and/or Agents. Direct contact with Solicitor staff,

representatives, and/or agents other than the 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 and permission

of the Purchasing Agent or designated representative.

B. Questions. Bidders must submit questions regarding the ITB in writing to the Issuing Office via fax (757)

727-2207 or email questions to nbonelli@hampton.gov no later than 1:30 PM EST on November 12, 2025.

Necessary replies will be issued to all Bidders of Record 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

website http://www.Hampton.gov/bids-contracts or contacting the Issuing Office within 48 hours prior to bid

closing to secure any addenda issued for this ITB.

C. Changes or Modifications. Changes or modifications to this ITB made prior to the date and time of closing

will be addressed by addenda from the Issuing Office. Bidders are to acknowledge receipt of addenda in the

space provided on the cover page of this ITB. Oral communications are not a part of the bid documents. This

ITB and any addenda shall be incorporated, by reference, into any resulting contract.

D. ITB Closing. Bidder shall ensure its sealed bid is time stamped by the Issuing Office or DemandStar no later

than the Closing Date and Time shown on the cover page of the ITB. Bids received after the specified date

and time (time stamped 11:31 AM or later) will not be considered and will be returned to the Bidder

unopened.

E. Bid Submittal Requirements:

1. Each Bid submission shall be submitted to the Issuing Office and shall include the following:

i. Pages 1-2 of this ITB and it will contain:

a. Original signature of an agent authorized to bind the company

b. Requested contact information

c. Company Federal Employer Identification Number

d. Acknowledgement of any addenda received

ii. All Bid pages must be numbered

iii. All Bids must include a completed pricing sheet

iv. A definite time for delivery of goods or for performance of services, unless otherwise specified in

the ITB. Time, if stated, as a number of days, will be interpreted to include Saturdays, Sundays,

and holidays.

v. Attachments:

a. Attachments C, D, E and F

2. Bids must be submitted utilizing the following requirements:

i. Bidders shall submit sealed bids in a labeled envelope or package with the ITB’s Item Number

and the name and address of the Bidder. Bidders may submit bids via DemandStar. Bids received

by telephone, email, facsimile, or any other means of electronic transfer will not be accepted.

ITB 26-261074/J-NB(RE-BID)

(rev. 8/4/17)

Page 5 of 35

Commodity Codes

• NAICS 423430Computer and Computer Peripheral Equipment and Software Merchant Wholesalers
• NAICS 444130Hardware Stores
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 811212Computer and Office Machine Repair and Maintenance

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