Project Information

Bid Title

RFP 26-261833/AB TRACK AND FIELD TIMING SYSTEM

Issuing Agency

City of Hampton

Location

Virginia

Published Date

Feb 10, 2026

Closing Date

Mar 10, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-261833

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Bid Number:	26-261833
Bid Title:	RFP 26-261833/AB TRACK AND FIELD TIMING SYSTEM
Category:	Entity: Schools
Status:	Open

Description: THE SCHOOL BOARD OF THE CITY OF HAMPTON IS SEEKING PROPOSALS FROM QUALIFIED OFFERORS TO PROVIDE THE HAMPTON CITY SCHOOLS ATHLETIC DEPARTMENT A TRACK AND FIELD TIMING SYSTEM FOR ITS INDOOR AND OUTDOOR TRACK AND FIELD EVENTS. Publication Date/Time: 2/10/2026 10:00 AM Closing Date/Time: 3/10/2026 11:00 AM Pre-bid Meeting: N/A Contact Person: ALICIA BROWN, SENIOR BUYER [email protected] 757-727-2196 Related Documents: RFP 26-261833/AB TRACK AND FIELD TIMING

Attachment Preview

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: February 10, 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.

26-261833/AB

PROCUREMENT OFFICER

Alicia Brown, 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: 19520; 96168

NIGP CODE: CLOCKS, SPORTS

CLOSING DATE

March 10, 2026

CLOSING TIME

11:00 A.M. EST

PLEASE FILL IN OFFEROR’S NAME & ADDRESS

IN THE SPACES PROVIDED BELOW:

__________________________________________

__________________________________

__________________________________

THIS IS NOT AN ORDER

PREPROPOSAL CONFERENCE

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 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 the Hampton City Schools Athletic Department a track timing system for its indoor

and outdoor track and field events.

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

ENCLOSURES

_______________________________________________

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:_____________________

Email Address:__________________________________________________________

Federal Tax Identification Number/Social Security Number: ________________________________

Is Offeror 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

PURPOSE

The purpose of this RFP is to solicit sealed proposals from qualified offerors to provide the Hampton City Schools

Athletic Department a track timing system for its indoor and outdoor track and field events.

BACKGROUND

Hampton, Virginia

Hampton is an independent city located in Virginia. It is on the southern end of the Virginia Peninsula, bordering the

Chesapeake Bay. The City has a total area of 136.2 square miles; 51.8 miles of that is land and 84.4 miles is water, with

a total population of more than 137,000.

The City boasts a strong military and technology presence. The nation’s first air base, Langley Air Force Base, is home

of the First Fighter Wing and continuing to add new missions. As Joint Base Langley-Eustis, it contributes nearly $4

billion a year to the regional economy. NASA Langley Research Center, where America’s first astronauts were trained,

is a major center for aviation research. In addition, the National Institute for Aerospace, run by a consortium of

universities, conducts research on both manned and unmanned systems. The most recent research center is Huntington

Ingalls, which located its Unmanned Systems Center of Excellence in Hampton to focus on military and business

applications for underwater drones. Virginia Tech has an expanded research center focused on seafood and aquaculture

and opened an office and lab space as part of its Center for Coastal Studies.

In addition to these advanced research centers, higher education opportunities include Hampton University, a pre-

eminent HBCU that offers 90 programs; the Virginia Peninsula Community College; Old Dominion University’s

Peninsula Center; and Bryant & Stratton College.

The City is also home to multiple medical facilities including Sentara Careplex Hospital, the Hampton Veteran’s

Administration Medical Center, the Hampton University Proton Therapy Institute for specialized cancer treatment,

centers affiliated with Riverside Regional Medical Center and the Children’s Hospital of the Kings’ Daughters, as well

as military and retiree care at the Langley base.

Other major employers include Science Systems and Applications, Analytical Mechanics, Howmet, Amsec,

Measurement Specialists Inc., Zel Technologies, Ferguson Enterprises, Registrar, Liberty Source, Old Point National

Bank, VersAbility Resources, and Faneuil. Huntington Ingalls also has employees at another Hampton location (in

addition to the Unmanned Center). Tourism is also an important economic driver.

The City is situated between two airports, each less than 15 miles from downtown: Norfolk International Airport and the

smaller Newport News/Williamsburg International Airport.

Hampton is part of a dynamic metropolitan region. Besides Hampton, the region contains four other cities with

populations greater than 100,000. Hampton Roads now has a population of 1.8 million and is the 37th largest

metropolitan region in the nation.

The city’s public school system has been recognized nationally, and the city’s government has been recognized for its

flooding resilience programs, transparency, use of technology to benefit residents, and extensive citizen engagement.

Hampton is a welcoming and diverse city – large enough to provide a wide variety of festivals, music, arts and culture –

but small enough that people know their neighbors. Hampton is more than 400 years old (the oldest continually occupied

city in the original 13 Colonies) and has a rich history. Approximately half of the residents are African-American, and

37% are white, with the remainder split among multiple races and other categories. About 6% of the population is

Hispanic. Additional demographic data may be accessed by the hyperlink: http://hampton.gov/90/Demographics

SCOPE OF WORK

The purpose of this RFP is to solicit sealed proposals from qualified offerors to provide the Hampton City Schools

Athletic Department a track timing system for its indoor and outdoor track and field events.

The system should accurately measure, record, and report races times and performance data for track and field

events.

Specifications:

1. Provide timing equipment: electronic timing systems (e.g. photo-finish cameras, timing gates, RFID/bib tag

readers) that automatically and precisely capture athletes’ times.

2. Provide data accuracy and reliability.

3. Provide software to organize, display, and publish results, splits, and rankings.

4. The system shall have the capability to connect to scoreboards, event software, and live displays for coaches,

athletes, and spectators.

5. Provide support services to include on-site setup, calibration, training, and technical support at meets and

competitions.

A. SPECIAL Definitions:

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

Wherever used in this Invitation to Bid and for purposes of any notices under this contract, HCS Contract

Administrator will be:

Karen Leckemby, Financial Specialist III

Chief of Secondary School Leadership Office

Hampton City Schools

1 Franklin Street

Hampton, Virginia 23669

Phone: (757) 727-2006

Email: kleckemby@hampton.k12.va.us

4

INSTRUCTIONS TO THE OFFEROR

A. Contact with City/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 RFP or any subject related to this RFP is expressly prohibited except with the prior

knowledge and permission of the Purchasing Agent or designated representative.

B. Questions:

Offerors must submit questions regarding the Request For Proposal in writing by email to

alicia.brown@hampton.gov no later than 3:30 PM EST February 24, 2026. Necessary replies will be issued to

all Offerors of record as addenda that shall become part of the contract documents. Oral instructions do not

form a part of the Proposal documents.

Offeror is responsible for checking the http:/www.hampton/bids-contracts web site or contacting the Issuing

Office within 48 hours prior to Proposal closing to secure any addenda issued for this RFP.

C. Changes or Modifications:

Changes or modifications to this Request for Proposals made prior to the date and time of closing will be

addressed by addenda from the Issuing Office. Offerors are to acknowledge receipt of addenda in the space

provided on the cover page of this Request for Proposal. Oral communications are not a part of the Proposal

documents. This RFP and any addenda shall be incorporated, by reference, into any resulting contract.

D. RFP Closing:

Offeror shall ensure its Proposal is time stamped by the Issuing Office no later than the Closing Date and Time

shown on the cover page of this Information for Proposal. Offerors may also submit proposals via DemandStar.

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

Proposals received after the specified date and time (time stamped 11:01 A.M. or later) will not be considered

and will be returned to the Offeror unopened.

E. Proposal Submittal Requirements:

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

a. Pages 1-2 of this RFP and it will contain:

1) Original signature of an agent authorized to bind the company;

2) Requested contact information;

3) Company FEI/FIN number; and,

4) Acknowledgment of any addenda on page one (1);

5) Federal Funding Sheet Attachment

6) Completed and signed Anticollusion/nondiscrimination clauses on page 2;

2. Offerors are encouraged to submit their Proposals on recycled paper and to use one-sided copying.

3. Proposals must be submitted utilizing the following requirements:

a. Offerors shall submit proposals in a sealed envelope or package, and label the envelope or package with

the Request for Proposal's item number and the name and address of the Offeror. Proposals received by

telephone, telegraph, facsimile, or any other means of electronic transfer shall not be accepted.

b. Submit the original proposal.

c. All proposals 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 Request for Proposal. Proposals may also be submitted via

DemandStar. Any proposal received after the specified date and time (11:01 AM EST or later) will not

be considered and will be returned to the Offeror unopened.

d. Proposals must include all elements noted in the “Preparation of Proposals” section below.

e. Include a statement setting forth the basis for protection of proprietary information, if any, as detailed in

the “Proprietary Information/Disclosure” section.

f. Proposals are to be organized in the following tabs:

Tab 1 – Experience

Tab 2 – Capabilities and Skills

Tab 3 – Services to be Provided

Tab 4 – Costs

Tab 5 – Exceptions/Alternatives

5

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.