RFP 26-262326AB - ADDENDUM 3.pdf

ADDENDUM NO. 3

DATE: April 20, 2026 ITB: RFP 26-262326/AB Athletic Trainers DATE ISSUED: March 3, 2026 BID DUE: April 28, 2026 @ 11:00AM EST (CHANGED) SUBJECT: To Provide Answers to Questions Received

Ladies/Gentlemen:

Addendum #3 is being issued to provide answers to questions received.

1.) Question: How many copies of our written RFP response are required?

The RFP calls for an original copy, though I want to ensure that there's not other additional copies needed.

Answer: Only one copy of the written RFP response is required. You may submit your response in a sealed envelope to the Procurement Office located at 1 Franklin Street Suite 345, Hampton, Virginia 23669 or electronically via DemandStar: https://network.demandstar.com/

2.) Question: We are seeking clarification on how many athletic trainers are being requested? The RFP calls for "one (1) Athletic Trainer to cover each of the four high schools, and one (1) Athletic Trainer designated to cover each of the eight middle schools single venue events" — is this indication or goal of Hampton City Schools to have 1 athletic trainer cover the middle schools/single venue events in total, so that there is 5 total athletic trainers?

Answer: We need a total of 5 Athletic trainers. One for each of the four high schools and one to cover our middle school games. Our middle school soccer, track and basketball games are played at one venue at the same time.

Volleyball is the only sport played at the individual schools.

3.) Question: The RFP calls that the "Contractor shall provide an orthopedic surgeon during football season on an on-call basis in case of emergency" — we want to ask/confirm whether that instead of an "orthopedic surgeon," if a "sports medicine physician" can be utilized in lieu of an orthopedic surgeon to fulfill this bullet point in Specific Requirements bullet #7?

Answer: Yes, a "Sports Medicine Physician" can be utilized.

4.) Question: What is the official title of this Request for Proposals (RFP)?

Answer: The official title of this Request for Proposal (RFP) is RFP 26- 262326/AB Athletic Trainers.

5.) Question: In reference to Section III: Scope of Work, will the City require the Contractor to provide a designated Team Physician as part of the https://network.demandstar.com/ contract?

Answer: The school system would like to have a designated team doctor or physician group as part of the contract.

6.) Question: What is the anticipated award date for this RFP?

Answer: No later than June 1, 2026.

7.) Question: What is the expected start date for services under the resulting contract?

Answer: We would like to have an executed contract before the end of June to allow the trainers to be ready for football conditioning, which begins the week after the 4th of July.

8.) Question: Does the City anticipate any special considerations, areas of concern, or potential changes to the service delivery model or Scope of Work—such as changes in volume, program expansion, or adjustments to staffing expectations—that Offerors should take into account when preparing their proposals?

Answer: No.

9.) Question: Section IV: Instructions to the Offeror (pages 7–9) identifies the following tab structure: Tab 2 – Services to be Provided; Tab 3 – Capabilities and Skills; and Tab 4 – Costs. However, Section G:

Presentation/Demonstration references Section 2 – Capability and Skill;

Section 3 – Services to be Provided; and Section 4 – Pricing. Could the City please clarify the correct tab order and naming conventions to be used in the proposal submission?

Answer: The tab ordering and naming conventions may be organized as follows:

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 Tab 6 – Small, Minority and Woman Owned Businesses Attachment C

The Proposal Scoring Criteria will be:

Criteria Maximum Points Experience 25 points Capability and Skills 25 points Services to be Provided 25 points

Costs 10 points Exceptions/Alternatives 10 points

Minority/Woman Owned r 5 points

Total 100 points

10.) Question: In Section IV: Instructions to the Offeror (page 10), could the City clarify where the required “Minority/Woman Owned Programs” section should be placed within the proposal?

Answer: The “Minority/Women Owned Programs” section may be placed in Tab 6.

11.) Question: In reference to Section III: Scope of Work, how many full time equivalent (FTE) athletic trainers does the City anticipate will be required under this contract?

Answer: The school system will need 5 full time trainers. One each for the four high schools and one to cover middle school games and one venue.

Also, the 5th trainer will cover high school games played off site when needed.

12.) Question: Section III: Scope of Work notes athletic training coverage requirements for middle schools. Will each middle school require its own dedicated athletic trainer, or will one athletic trainer be permitted to cover multiple middle schools?

Answer: The "1" athletic trainer will cover our middle school games. We play our middle school soccer, track and basketball games at one venue.

The only sport that we play at separate venues is volleyball. Currently, we do not provide coverage at our volleyball games. We like the trainer to be able to be available to cover a site if needed. Also, we would like the 5th trainer to assist with off site home events for our high schools. For example, we may have baseball and softball games at their high school but the soccer team may play at Darling Stadium.

13.) Question: Regarding the requirement for an on call orthopedic surgeon during football season, will the City accept coverage from a board certified Primary Care Sports Medicine physician who can consult an orthopedic surgeon as needed, or must the on call provider be a board certified Orthopedic Surgeon?

Answer: Yes, the school system will accept a board certified Primary Care Sports medicine physician instead of an orthopedic surgeon.

14.) Question: How many copies of the proposal (physical or electronic) are required for submission?

Answer: Please see the answer to Question #1.

15.) Question: In reference to Section IV: Instructions to the Offeror (page 10), will the City provide a pricing template or cost worksheet to be completed as part of the Pricing/Costs section?

Answer: No. Please provide pricing for the services provided by your company.

Bidders must take due notice and be governed accordingly. This addendum must be acknowledged as indicated in the Request for Proposal or your Bid may not be considered.

All other terms and conditions must remain the same.

For the City, Hampton

Alicia Brown Senior Buyer 1 Franklin Street Hampton, VA 23669 Phone: 757-727-2196