Project Information

Bid Title

RFP 26-262590/AB LEGAL RESEARCH SOFTWARE

Issuing Agency

City of Hampton

Location

Virginia

Published Date

Apr 8, 2026

Closing Date

Apr 21, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-262590

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Number:	26-262590
Bid Title:	RFP 26-262590/AB LEGAL RESEARCH SOFTWARE
Category:	Entity: Schools
Status:	Open

Description: THE SCHOOL BOARD OF THE CITY OF HAMPTON IS SEEKING PROPOSALS FROM QUALIFIED OFFERORS TO PROVIDE THE SCHOOL BOARD ATTORNEY'S OFFICE A COMPREHENSIVE LEGAL RESEARCH PLATFORM WITH AI CAPABILITIES. Publication Date/Time: 4/7/2026 9:00 AM Closing Date/Time: 4/21/2026 11:00 AM Pre-bid Meeting: N/A Contact Person: ALICIA BROWN, SENIOR BUYER [email protected] 757-727-2196 Related Documents: RFP 26-262590/AB LEGAL RESEARCH SOFTWARE

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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: April 7, 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.

26-262590/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: Legal Research Software

NIGP CODE: 71546, 20866, 20967

PLEASE FILL IN OFFEROR’S NAME & ADDRESS

IN THE SPACES PROVIDED BELOW:

__________________________________________

__________________________________

__________________________________

THIS IS NOT AN ORDER

CLOSING DATE

April 21, 2026

CLOSING TIME

11:00 A.M. EST

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 School Board Attorney’s Office a comprehensive legal

research platform with AI capabilities.

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

1

______________________

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

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PURPOSE

The HCS School Board Attorney’s Office is seeking a qualified offeror to provide a comprehensive legal research

software platform with AI capabilities to support daily decision-making processes, legal research, and analyses.

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

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SCOPE OF WORK

This scope of work (SOW) outlines the requirements and expectations for the procurement of legal research

software, a comprehensive legal research platform with AI capabilities, to be utilized by the School Board

Attorney’s Office. The platform is critical for supporting daily legal research, analysis, and decision-making

processes.

1. Objectives:

• To provide the School Board Attorney’s Office with access to a robust legal research platform.

• To enable efficient and accurate legal research through advanced AI features.

• To support daily legal tasks, including case law analysis, statutory research, legal updates, and document

review.

2. Scope of Services

The vendor shall provide the following services:

2.1 Subscription and Licensing

• Provide access to the legal research software with appropriate licensing for all authorized users within the School

Board Attorney’s Office.

• Ensure seamless user access and account management.

2.2 Platform Access and Usage

• Ensure the platform is available for daily use with minimal downtime.

• Support multiple concurrent users as per licensing agreement.

• Provide user training and onboarding for staff to maximize platform utilization.

2.3 Technical Support and Maintenance

• Offer ongoing technical support, including troubleshooting and issue resolution.

• Regularly update the platform to incorporate new features, security patches, and AI enhancements.

• Maintain data security and confidentiality in compliance with applicable laws and policies.

2.4 AI Capabilities and Features

• Enable AI-powered legal research tools, including predictive analytics, document review, and natural language

processing.

• Support customized search queries and AI-driven insights to streamline legal research tasks.

• Provide training on utilizing AI features effectively.

2.5 Reporting and Usage Analytics

• Provide regular reports on usage metrics, research activity, and platform performance.

• Offer insights to optimize research strategies and resource allocation.

4

2.6 Integration and Compatibility

• Ensure compatibility with existing systems and workflows within the School Board Attorney’s Office.

• Support integration with document management systems or other legal tools as required.

3. Deliverables

• Fully functional legal research platform with AI features.

• User access credentials and training materials.

• Support documentation and contact information for ongoing assistance.

• Periodic usage and performance reports.

4. Duration

The initial license and support shall be granted for a one-year term, with automatic renewal each year thereafter. Renewals

will be contingent upon satisfactory performance and ongoing organizational needs, with options for extension at the

discretion of the School Board.

5. Acceptance Criteria

• Successful deployment of the platform and user access.

• Completion of user training sessions.

• Demonstrated ability to perform legal research efficiently using the platform.

• Ongoing support and maintenance without significant disruption.

6. Additional Requirements

• Compliance with all applicable legal and data privacy standards.

• Clear communication channels for support and issue resolution.

• Flexibility to scale or upgrade services as needed.

5

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541199All Other Legal Services
• NAICS 541511Custom Computer Programming Services

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