Flags - US VT MIL POW-MIA - QA - FLAGS US VT MIL POW-MIA 2026 (04/29/2026)

Department of Buildings and General Services Agency of Administration
Office of Purchasing & Contracting
133 State Street, 5th Floor | Montpelier VT 05633-8000
802-828-2211 phone |802-828-2222 fax
http://bgs.vermont.gov/purchasing
SEALED BID
REQUEST FOR PROPOSAL
FLAGS - US VT MIL POW-MIA
ISSUE DATE April 16, 2026
QUESTIONS DUE April 23, 2026 - 3:00 PM (EST)
RFP RESPONSES DUE BY April 30, 2026 - 4:30 PM (EST)
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED
WITH THIS SOLICITATION WILL BE POSTED AT:
http://www.bgs.state.vt.us/pca/bids/bids.php
AND
https://vtbuys.suppliers.vermont.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2f
homepage
THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED
INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE
ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS
ASSOCIATED WITH THIS SOLICITATION.
STATE CONTACT: Deb LaRose, State Purchasing Agent II
E-MAIL: Deborah.larose@vermont.gov

1. OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &
Contracting (hereinafter the "State") is seeking to establish contracts with one or more companies that
can provide FLAGS - US VT MIL POW-MIA for use throughout the State of Vermont.
1.1.1. ADDITIONAL PURCHASERS: In the Certificate of Compliance attached to this solicitation bidders
are required to indicate whether political subdivisions and independent colleges of the State may
participate in the awarded contract at the same prices, terms and conditions.
1.2. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of 24 Months with
an option to renew for up to three additional twelve-month periods. The State anticipates the start date for
such contract(s) will be July 1, 2026.
1.3. SINGLE POINT OF CONTACT: All communications concerning this solicitation are to be addressed in
writing to the State Contact listed on the front page of this solicitation. Actual or attempted contact with
any other individual from the State concerning this solicitation is strictly prohibited and may result in
disqualification.
1.4. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this solicitation
or wishing to comment on any requirement of the solicitation must submit specific questions in writing no
later than the deadline for question indicated on the first page of this solicitation. Questions may be e-
mailed to the point of contact on the front page of this solicitation. Questions or comments not raised in
writing on or before the last day of the question period are thereafter waived. At the close of the question
period a copy of all questions or comments and the State's responses will be posted on the State's web
site http://bgs.vermont.gov/purchasing/bids. Every effort will be made to post this information as soon as
possible after the question period ends, contingent on the number and complexity of the questions. All
information provided by vendors during this process will be public and bidders shall not provide
confidential information, except as described in 5.1 below.
1.5. CHANGES TO THIS SOLICITATION: Any modifications to this solicitation will be made in writing by the
State through the issuance of an Addendum to this solicitation and posted online at
http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be
considered.
1.6. CONTRACT QUANTITY: Any quantities stated in the detailed requirements of this solicitation are
estimates only based on prior usage, and are annual quantities, unless otherwise stated. Actual
purchases may be higher or lower depending on the State's needs.
2. DETAILED REQUIREMENTS:
2.1. COMPLETE FLAG DESCRIPTIONS: State of Vermont Outdoor, Size 3' x 5', 4' x 6', 5' x 8' as follows; nylon
continuous filament single yarn, 3.6 oz. square yard, 200 denier, the flag shall be blue with the Coat of
Arms of the State screen printed thereon color fast, fade resistant inks. Coats of Arms described as
follows: Green, a landscape occupying half of the shield; on the right and left in the background, high
mountains, blue, the sky, yellow, from near the base and reaching nearly to the top of the shield, arising a
pine tree of the natural color and between three erect sheaves, yellow, placed diagonally on the right side
and a red cow (PMS 201) standing on the left side of the field, motto and badge; on a red (PMS#201)
scroll beneath the shield, the motto: Vermont Freedom and Unity. The Vermont Badge: two pine
branches of natural color, crossed between the field scroll crest; a buck's head, of natural color, placed on
a scroll, blue and yellow. Flags are to be boxed in individual boxes.
2.1.1. United States, Outdoor, Sizes 3' x 5', 4'x 6', 5' x 8' as follows: nylon, continued filament single yarn,
3.6 oz per square yard, 200 denier, sewn stars and stripes, canvas header with brass grommets,
plain edge, all weather, the flag shall conform to U.S. Code, Title 4, Chapter 1. The flags are to be
boxed, in individual boxes.
2.1.2. State of Vermont, Indoor as follows: Nylon 3' x 5' with pole, with weighed stand, fiber content 100%
nylon or 90% nylon 10% other fibers. Nylon thread 3.6 oz per square yard, denier nylon, canvas
heading, brass grommets, fringed. All weather, the flag shall be flue with the Coat of Arms described
as follows: green, a landscape occupying half of the shield; on the right and left in the background,
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high mountains, blue; the sky yellow, from near the base and reaching dearly to the top of the shield,
arising a pine tree of the natural color and between three erect sheaves, yellow placed diagonally on
the right side and a red cow (PMS #201) standing on the left side of the field, motto and badge; on a
red (PMS #210) scroll beneath the field the motto: Vermont Freedom and Unity. The Vermont
badge: two pine branches of natural color, crossed between shield and scroll crest; a buck's head, of
natural color, placed on a scroll, blue and yellow. Flags are to be boxed in individual boxed.
2.1.3. United States, Indoor as follows: Nylon 3' x 5' indoor, with pole and weighted stand, continuous
filament single yarn, 3.6 oz. per square yard, 200 denier embroidered stars and sewn strips, canvas
header with brass grommets. Fringed, all weather, the flag shall conform to U.S. Code, Title 4,
Chapter 1 - Flags are to be boxed in individual boxes.
2.1.4. Military flags: 3' x 5', 4' x 6', all weather, nylon, canvas heading, brass grommets, the flags are to be
boxed in individual boxes.
2.2. Pricing is to be all inclusive.
2.2.1. Flag, United States, 5' x 8' Outdoor, Mfr. Flag Zone #NY58US or acceptable equal. Estimated usage:
10 each.
2.2.2. Flag, United States, 4' x 6' Outdoor, Mfr. Flag Zone #NY46US or acceptable equal. Estimated usage:
10 each.
2.2.3. Flag, United States, Miniature Desktop 4" x 6", Rayon on 10" x 3/16" black or gold staff, black or gold
2-1/2" plastic base, all weather, Mfr. Flag Zone or acceptable equal. Estimated usage: 20 each.
2.2.4. Flag, United States, 4' x 6', 2-ply Woven polyester with sewn strips, Embroidered Stars and Fully
Hemmed with additional reinforced stitching on the fly end for support and longevity, Flags are
finished with a white canvas heading and two brass grommets, Mfr. Flag Zone #POLY46US or
acceptable equal. Estimated usage: 8 each.
2.2.5. Flag, United States, 3' x 5' Outdoor, Mfr. Flag Zone #NY35US or acceptable equal. Estimated usage:
10 each.
2.2.6. Flag, United States, 3' x 5', Indoor, w/pole staff, stand and fringed. Pole can be either wood or metal,
Mfr. Flag Zone 35PresetUS or acceptable equal. Estimated usage: 15 each.
2.2.7. Flag, United States, 3' x 5', 2-ply poly, Mfr. Flag Zone #POLY35US or acceptable equal. Estimated
usage: 10 each.
2.2.8. Flag, State of Vermont, 5' x 8' Outdoor, Mfr. Flag Zone #NY58VT or acceptable equal. Estimated
usage: 10 each.
2.2.9. Flag, State of Vermont, 4' x 6' Outdoor, Mfr. Flag Zone #NY46VT or acceptable equal. Estimated
usage: 10 each.
2.2.10. Flag, State of Vermont, Miniature Desktop 4" x 6", Rayon on 10" x 3/16" black or gold staff, black or
gold 2-1/2" plastic base, all weather, Mfr. Flag Zone or acceptable equal. Estimated usage: 40 each.
2.2.11. Flag, State of Vermont, 4' x 6', 2-ply Woven polyester with sewn strips, Embroidered Stars and
Fully Hemmed with additional reinforced stitching on the fly end for support and longevity, Flags are
finished with a white canvas heading and two brass grommets, Mfr. Flag Zone #POLY46VT or
acceptable equal. Estimated usage: 8 each.
2.2.12. Flag, State of Vermont, 3' x 5' Outdoor, Mfr. Flag Zone #NY35VT or acceptable equal Estimated
usage: 12 each.
2.2.13. Flag, State of Vermont, 3' x 5', Indoor, w/pole staff, stand and fringed. Pole can be either wood or
metal, Mfr. Flag Zone 35PresetVT or acceptable equal. Estimated usage: 15 each.
2.2.14. Flag, State of Vermont, 3' x 5', 2-ply poly, Mfr. Flag Zone #POLY35VT or acceptable equal.
Estimated usage: 10 each.
2.2.15. Bases for 4" x 6" State of Vermont or United States Flags, Plastic, Black or Gold, Mfr. Flag Zone or
acceptable equal. Estimated usage: 8 each.
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2.2.16. Flag - POW-MIA, 5' x 8' Outdoor, Double Sided, Mfr. Flag Zone #POW58D or acceptable equal.
Estimated usage: 5 each.
2.2.17. Flag - POW-MIA, 4' x 6' Outdoor, Double Sided, Mfr. Flag Zone #POW46D or acceptable equal.
Estimated usage: 5 each.
2.2.18. Flag - POW-MIA, 3' x 5' Outdoor, Double Sided, Mfr. Flag Zone #POW35D or acceptable equal.
Estimated usage: 5 each.
2.2.19. Flag - POW-MIA, 3' x 5' Outdoor, Single Sided, Mfr. Flag Zone #POW35S or acceptable equal.
Estimated usage: 10 each.
2.2.20. Flag, POW-MIA, 3' x 5', 2-ply poly, Double Sided, Mfr. Flag Zone #POW35POLY or acceptable
equal. Estimated usage: 5 each.
2.2.21. Banner, Blue Star Service 8" x 5" Nylon Crossbar, Gold Cord & Tassel, All Weather, Mfr. Flag Zone
or acceptable equal. Estimated usage: 5 each.
2.2.22. Flag, Military, U.S. Army 4' x 6', Single Sided, Nylon Thread, Canvas Heading, Brass Grommets,
Plain Edge, Mfr. Flag Zone #ARMY46 or acceptable equal. Estimated usage: 5 each.
2.2.23. Flag, Military, U.S. Army 3' x 5', Single Sided, Nylon Thread, Canvas Heading, Brass Grommets,
Plain Edge, Mfr. Flag Zone #ARMY35 or acceptable equal. Estimated usage: 5 each.
2.2.24. Flag, Military, U.S. Navy 4' x 6', Single Sided, Nylon Thread, Canvas Heading, Brass Grommets,
Plain Edge, Mfr. Flag Zone #NAVY46 or acceptable equal. Estimated usage: 5 each.
2.2.25. Flag, Military, U.S. Navy 3' x 5', Single Sided, Nylon Thread, Canvas Heading, Brass Grommets,
Plain Edge, Mfr. Flag Zone #NAVY35 or acceptable equal. Estimated usage: 5 each.
2.2.26. Flag, Military, U.S. Marine Corp. 4' x 6', Single Sided, Nylon Thread, Canvas Heading, Brass
Grommets, Plain Edge, Mfr. Flag Zone #MARINE46 or acceptable equal. Estimated usage: 5 each.
2.2.27. Flag, Military, U.S. Marine Corp. 3' x 5', Single Sided, Nylon Thread, Canvas Heading, Brass
Grommets, Plain Edge, Mfr. Flag Zone #MARINE35 or acceptable equal. Estimated usage: 5 each.
2.2.28. Flag, Military, U.S. Coast Guard 4' x 6', Single Sided, Nylon Thread, Canvas Heading, Brass
Grommets, Plain Edge, Mfr. Flag Zone #COAST46 or acceptable equal. Estimated usage: 5 each.
2.2.29. Flag, Military, U.S. Coast Guard 3' x 5', Single Sided, Nylon Thread, Canvas Heading, Brass
Grommets, Plain Edge, Mfr. Flag Zone #COAST35 or acceptable equal. Estimated usage: 5 each.
2.2.30. Flag, Military, U.S. Air Force 4' x 6', Single Sided, Nylon Thread, Canvas Heading, Brass
Grommets, Plain Edge, Mfr. Flag Zone #AIR46 or acceptable equal. Estimated usage: 5 each.
2.2.31. Flag, Military, U.S. Air Force 3' x 5', Single Sided, Nylon Thread, Canvas Heading, Brass
Grommets, Plain Edge, Mfr. Flag Zone #AIR35 or acceptable equal. Estimated usage: 5 each.
2.2.32. VT Battle Flag 3' x 5' (CUSTOM) Mfr. Flag Zone #CUSTOM-VTBATTLE or acceptable equal.
Estimated usage: 5 each.
2.2.33. Army Flagpole Hem 3' x 5' PH Mfr. Flag Zone #ARMY35PH or acceptable equal. Estimated usage:
5 each.
2.2.34. Army National Flag 3' x 5' PH Mfr. Flag Zone #ARMYNATIONAL35PH or acceptable equal.
Estimated usage: 5 each.
2.2.35. POW Double, 3' x 5' PH, Mfr. Flag Zone #POW35D-PH or acceptable equal. Estimated usage: 5
each.
2.2.36. US Flag Grommets 5' x 8' Mfr. Flag Zone #NY35US or acceptable equal. Estimated usage: 5 each.
2.2.37. US Presentation Army Spear 3' x 5', Mfr. Flag Zone #35PRESETUSSPEAR or acceptable equal.
Estimated usage: 5 each.
2.2.38. Vermont, Preset Army Spear 3' x 5'. Mfr. Flag Zone #35PRESETVTSPEAR or acceptable equal.
Estimated usage: 5 each.
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2.2.39. Army, Preset Army Spear 3' x 5', Mfr. Flag Zone #35PRESETARMY or acceptable equal.
Estimated usage: 5 each.
2.2.40. Silver General Stand, Mfr. Flag Zone #GENERALSTANDS or acceptable equal. Estimated usage:
5 each.
2.2.41. Wall Mount & Bracket, 5' x 1", Mfr. Flag Zone #5x1WALLMOUNTW/BRACKET or acceptable
equal. Estimated usage: 5 each.
2.2.42. Flag, Canadian 3' x 5' Outdoor, Mfr. Flag Zone #UN193 or acceptable equal. Estimated usage: 5
each.
2.2.43. Battle of Bennington Flag, Outdoor, 5' x 8', Mfr. Flag Zone #060682 or acceptable equal. Estimated
usage: 5 each.
2.2.44. Battle of Bennington Flag, Outdoor, 4' x 6', Mfr. Flag Zone #060681 or acceptable equal. Estimated
usage: 5 each.
2.2.45. Battle of Bennington Flag, Outdoor, 3' x 5', Mfr. Flag Zone #060680 or acceptable equal. Estimated
usage: 50 each.
2.2.46. Green Mountain Boys Flag, Outdoor, 5' x 8', Mfr. Flag Zone or acceptable equal. Estimated usage:
5 each.
2.2.47. Green Mountain Boys Flag, Outdoor, 4' x 6', Mfr. Flag Zone #GreenMountain46 or acceptable
equal. Estimated usage: 5 each.
2.2.48. Green Mountain Boys Flag, Outdoor, 3' x 5', Mfr. Flag Zone #060570 or acceptable equal.
Estimated usage: 100 each.
2.2.49. Honor and Remember Flag, Outdoor Flag, 5' x 8', Mfr. Flag Zone #Custom or acceptable equal.
Estimated usage: 10 each.
2.2.50. Honor and Remember Flag, Outdoor Flag, 4' x 6', Mfr. Flag Zone #3014 or acceptable equal.
Estimated usage: 5 each.
2.2.51. Honor and Remember Flag, Outdoor Flag, 3' x 5', Mfr. Flag Zone #070475 or acceptable equal.
Estimated usage: 10 each.
2.3 CUSTOMIZED ON-LINE CATALOG GENERATION: The State will require that the contractor create a
customized 24-hour access online catalog for State contract users only at no additional cost. The contract will
allow only authorized users purchasing capabilities from this on-line catalog. This tool will be used to drive
users to choose the items on the contract receiving the greatest discount.
2.3.1 eCommerce: Upon request by the State, Contractor shall provide online ordering via punchout catalog
hosted by the Contractor or their provider, with the specifications listed below. Requirements will involve
some Agencies/Departments requesting quotes through Vermont's eProcurement System or eMarket
Center. In addition, purchase orders must be accepted from Vermont's eProcurement System.
The eCommerce site must:
* allow CXML integration and support XML punchout purchase orders.
* display custom pricing and content for users of this contract.
* display only products and/or services available on this contract and not display items excluded or
not awarded on this contract.
* allow for contract prices to remain constant even if pricing for the same items changes elsewhere
on the site.
* accept orders with multiple ship-to addresses.
* accept bill-to and ship-to addresses from the order.
* assign a UNSPSC code to each product (desirable).
* accept requests for quotes for special orders/special pricing and make available for purchase orders.
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2.4 ON-LINE ORDERING SYSTEM: Contractor must have a web-based ordering system that allows State
Agencies/Departments to order items directly via the Internet. Contractor shall provide group and
individual training sessions to new users of this system as required.
2.5 State of Vermont Cybersecurity Standard Update: Contractor confirms that all products and services
provided to or for the use of the State under this Agreement shall be in compliance with State of Vermont
Cybersecurity Standard Update in effect at the time of this Agreement. The State of Vermont Cybersecurity
Standard Update prohibits the use of certain branded products in State information systems or any vendor
system, and a copy is available at: https://digitalservices.vermont.gov/cybersecurity/cybersecurity-
standards-and-directives
3 GENERAL REQUIREMENTS:
3.3 PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that
Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment pricing is
to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be honored. All
equipment shall be delivered assembled, serviced, and ready for immediate use, unless otherwise requested
by the State. No charge for packing, shipping, or for any other purpose will be allowed over and above the
price quoted.
2.2.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by
Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of
materials and/or services required.
2.2.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive
bidding process with another state and/or cooperative are welcome to submit the pricing in response
to this solicitation.
2.3. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the
Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and
performance requirements outlined in this solicitation. The State of Vermont reserves the right to obtain
clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to
respond to a request for additional information or clarification could result in rejection of that bidder's
proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the
right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive
technicalities in submissions. The State also reserves the right to make purchases outside of the awarded
contracts where it is deemed in the best interest of the State.
2.3.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final
selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a
BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum
qualification requirements and/or have not been eliminated from consideration during the evaluation
process.
3.3.1 Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it will
help the State's evaluation process. The State will factor information presented during presentations into
the evaluation. Bidders will be responsible for all costs associated with providing the presentation.
3.4 CONFLICTS OF INTEREST:
3.4.1 Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a business entity has
interests (for example, customers, partners, contracts) that could undermine, or reasonably be perceived to
undermine, its faithful and unbiased performance of a contract with the State that may result from this
solicitation.
3.4.2 Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an individual, agent or
employee of a bidder could undermine, or reasonably be perceived to undermine, its faithful and unbiased
performance of a contract with the State that may result from this solicitation.
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3.4.3 Requirements: The State does not seek to contract with any individual or business entity having a conflict
of interest which cannot be mitigated to the State's satisfaction. To ensure the State's awareness of actual,
potential, or reasonably perceived PCOIs and OCOIs, bidders shall:
a) Prior to submitting a proposal, conduct an internal review of its current affiliations and activities and
identify actual, potential, or reasonably perceived PCOIs or OCOIs relative to a contract with the
State that may result from this solicitation.
b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any facts that
may cause a reasonably prudent person to perceive a PCOI or OCOI with respect to a contract
with the State that may result from this solicitation. Disclose, also, any actions proposed to mitigate
the PCOI or OCOI.
The State shall have sole discretion to determine whether a PCOI or OCOI can be mitigated to the State's
satisfaction and may discuss the conflict with the bidder if and to the extent the State deems discussion
necessary to its determination. The State reserves the right to (a) reject from further consideration any
proposal having a PCOI or OCIO that cannot be mitigated to the State's full satisfaction and (b) terminate
a contract upon discovery that a contractor failed to disclose facts pertaining to a PCOI or OCOI in its
proposal, or otherwise misrepresented relevant information to the State.
3.5 EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:
For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change
Considerations in State Procurements Certification, which is included in the Certificate of Compliance for
this solicitation.
After consideration of all relevant factors, a bidder that demonstrates business practices that promote
clean energy and address climate change as identified in the Certification, shall be given favorable
consideration in the competitive bidding process. Such favorable consideration shall be consistent with
and not supersede any preference given to resident bidders of the State and/or products raised or
manufactured in the State, as explained in the Method of Award section. But, such favorable
consideration shall not be employed if prohibited by law or other relevant authority or agreement.
3.6 METHOD OF AWARD: Awards will be made under the provisions of 29 V.S.A. 903. The State may
award one or more contracts and reserves the right to make additional awards to other compliant bidders at
any time if such award is deemed to be in the best interest of the State. All other considerations being equal,
preference will be given to the following as identified in the applicable Certificate of Compliance.
3.6.1 resident bidders of the state and/or to products raised or manufactured in the state;
3.6.2 purchase of goods, products, or materials produced in the United States (including but not limited to iron,
aluminum, steel, cement, and other manufactured products) when the award involves the use of applicable
federal funds under 2 C.F.R. 200.322)
3.6.3 bidders who have practices that promote clean energy and address climate change.
3.7 CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or
more bidders with which to negotiate a contract, based on the evaluation findings and other criteria
deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State
is not successful in negotiating a contract with a selected bidder, the State reserves the option of
negotiating with another bidder, or to end the proposal process entirely.
3.8 COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the
preparation of a response to this solicitation and shall be responsible for all expenses associated with any
presentations or demonstrations associated with this request and/or any proposals made.
3.9 CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including
the Standard Contract Form and Attachment C as attached to this solicitation for reference.
3.9.1 Business Registration. To be awarded a contract by the State of Vermont a bidder (except an individual
doing business in his/her own name) must be registered with the Vermont Secretary of State's office
https://sos.vermont.gov/business-services/business-filings/ and must obtain a Contractor's Business
Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ .
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3.9.2 The contract will obligate the bidder to provide the services and/or products identified in its bid, at the prices
listed.
3.9.3 Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however, such
discounts must be in effect for a period of 30 days or more in order to be considered in making awards.
3.9.4 Quality. If applicable, all products provided under a contract with the State will be new and unused,
unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless
specifically requested by the purchasing agency. All products provided by the contractor must meet all
federal, state, and local standards for quality and safety requirements. Products not meeting these
standards will be deemed unacceptable and returned to the contractor for credit at no charge to the State.
3.10 SUBSTITUTION: Bidders may offer, in their bids, substitutes to items identified by a manufacturer's
number or brand. When offering a substitution, bidder must describe any differences and provide
technical information that will assist in the State's evaluation.
3.11 ENVIRONMENTAL INFORMATION: Bidders are requested to complete the Environmental Information
Form which is included in the Certificate of Compliance for this solicitation identifying the following for each
product being quoted:
a. Percent (%) of recycled content and post-consumer content; and
b. Mercury content certification.
3.12 SAMPLES:
3.12.1 Bidder Supplied Samples: The Commissioner reserves the right to request from the
Bidder/Contractor a representative sample(s) of the Product offered at any time prior to or after
award of a contract. Unless otherwise instructed, samples shall be furnished within the time
specified in the request. Untimely submission of a sample may constitute grounds for rejection of
Bid or cancellation of the Contract. Samples must be submitted free of charge and be accompanied
by the Bidder's name and address, any descriptive literature relating to the Product and a statement
indicating how and where the sample is to be returned. Where applicable, samples must be
properly labeled with the appropriate Bid or Contract reference.
A sample may be held by the Commissioner during the entire term of the Contract and for a
reasonable period thereafter for comparison with deliveries. At the conclusion of the holding period
the sample, where feasible, will be returned as instructed by the bidder, at the bidder's expense and
risk. Where the bidder has failed to fully instruct the Commissioner as to the return of the sample
(i.e., mode and place of return, etc.) or refuses to bear the cost of its return, the sample shall
become the sole property of the receiving entity at the conclusion of the holding period.
3.12.2 Enhanced Samples: When an approved sample exceeds the minimum specifications, all Product
delivered must be of the same enhanced quality and identity as the sample. Thereafter, in the event
of a Contractor's default, the Commissioner may procure a Product substantially equal to the
enhanced sample from other sources, charging the Contractor for any additional costs incurred.
3.12.3 Conformance with Sample(s): Submission of a sample (whether or not such sample is tested by,
or for, the Commissioner) and approval thereof shall not relieve the Contractor from full compliance
with the requirements specified in this solicitation. If in the judgment of the Commissioner the
sample or product submitted is not in accordance with the specifications or testing requirements
prescribed in the Bid Specifications, the Commissioner may reject the Bid. If an award has been
made, the Commissioner may cancel the Contract at the expense of the Contractor.
3.12.4 Testing: All samples are subject to tests in the manner and place designated by the Commissioner,
either prior to or after Contract award. Unless otherwise stated elsewhere in this solicitation, bidder
samples consumed or rendered useless by testing will not be returned to the bidder. Testing costs
for samples that fails to meet Contract requirements may be at the expense of the Contractor.
3.13 WARRANTY: The manufacturer shall include with its proposal a written warranty for each product that it
intends to furnish. Warrantees must be based on commercial use, and shall extend fora minimum term
of one (1) year from the date a Product is available for use by the purchaser; however, longer term
warranties are desirable and will be given favorable consideration, all else being equal.
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4 ENVIRONMENTAL REQUIREMENTS:
Environmentally Preferable Purchasing (EPP) means the purchase of products and services that have a
lesser or reduced effect on human health and the environment when compared with competing products or
services that serve the same purpose. This comparison may consider raw material acquisition, production,
manufacturing, packaging, distribution, re-use, operation, maintenance, or disposal of the product or service).
The State of Vermont has established specific goals and objectives aimed at providing sound environmental
stewardship, protecting human health, reducing state operating expenses associated with the use and control
of regulated hazardous materials, and reducing potential liability attributable to environmental impact.
Therefore, where applicable, the following environmental criteria shall be considered for all State purchasing
and contracts.
4.3 Paper: The State desires to reduce the use of chlorine in the products it purchases to protect the
environment from pollution. Processed Chlorine Free (PCF) paper means paper in which the recycled
content is processed unbleached or is bleached without the use of chlorine or chlorine derivatives AND any
virgin material contained therein is totally chlorine free (TCF).
4.3.1 Copier Paper: The State requires PCF copier paper which contains a minimum of 50% post-
consumer recycled material (any virgin material must be TCF).
4.3.2 Printing and Writing Paper: The State requires at least 30% post-consumer recycled content for
non-coated paper and at least 10% post-consumer recycled content for coated paper. Preference
will be given to chlorine free options when suitable choices are available.
4.4 Recycled Content: The Commissioner of Buildings and General Services may, at his/her discretion, spend
up to 10% more for comparable products that are made of recycled materials. If products made of recycled
materials are to cost more than 10% more than comparable products, the Commissioner shall receive
consent of State entities that are to use the product before completing the order in question.
4.5 Sustainable Products: Bidders are encouraged to provide alternative price quotations on wood or paper
products that are derived from sustainably managed forestlands. Sustainably managed forest lands shall
be defined as those lands enrolled and/or licensed under one of the following third-party certification
programs: Sustainable Forestry Initiative Program, the American Tree Farm System, the Canadian
Standards Association's Sustainable Forest Management System Standards, the Finnish Standard, Forest
Stewardship Council, Pan-European Forest Certification, Swedish Standard, the United Kingdom
Woodland Assurance Scheme or other such credible programs as may be developed and implemented.
Bidders must provide satisfactory documentation of certification with their bid.
4.6 Life-Cycle Cost Evaluation: Life cycle cost analysis shall extend beyond the cost of purchasing, to include
installation, operation, maintenance, durability, and disposal of a particular product.
4.7 Energy Efficiency (Energy Star): Bidders shall provide products that earn the ENERGY STAR and meet
the ENERGY STAR specifications for energy efficiency when applicable. The bidder is encouraged to
visit energystar.gov for complete product specifications and updated lists of qualifying products.
4.8 Alternative Fuels: Evaluations for vehicles and other fuel-consuming equipment shall consider not only
fuel efficiency, but also the source and type of fuel, to reduce emissions of greenhouse gases and
pollutants.
4.9 Vehicles: The State will purchase vehicles that have the highest available fuel efficiency in each
respective vehicle class (e.g., passenger cars, light duty trucks, etc.) pursuant to performance
specifications recommended by the state Technical Advisory Group established under Executive Order
12-17 section I (D). These performance standards should include consideration of vehicles that not only
meet high fuel economy standards but that also provide lower total emissions of greenhouse gases,
criteria pollutants, and hazardous air contaminants.
5 CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the
minimum requirements for State evaluation. These requirements are not intended to limit the content of a
Bidder's proposal. Bidders may include additional information or offer alternative solutions for the State's
consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to
include only such information in their response as may be relevant to the requirements of this solicitation.
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5.3 Unsolicited Bidder-Confidential Information Prohibited. Bidders are hereby expressly directed not to
include any confidential information in their proposal submissions, except as specifically permitted below.
By submitting a proposal in response to this RFP, vendors acknowledge and agree to abide by the terms
and conditions outlined in this document, including the prohibition on submitting confidential information.
This prohibition reduces the burden on the State while preventing vendor-confidential information from
entering the public record.
5.3.1 Disclosure under Public Records Act. All information received by the State in response to this
solicitation will become part of the contract file and subject to public disclosure in accordance with the
State's Public Records Act, 1 V.S.A. 315 et seq. The State may also choose to publicly post responses to
this solicitation and the resulting agreement(s), following conclusion of this procurement process.
5.3.2 Unsolicited Confidential Materials. This RFP does not solicit bidder confidential information and bidders
are expressly prohibited from providing confidential information in response to this RFP. All materials
furnished by bidders in response to this RFP, including those marked as confidential by bidders, are
subject to disclosure if requested under the Public Records Act, or public posting.
5.3.3 State Not Responsible for Disclosure of Unmarked Bidder-Confidential Information. It is the
sole responsibility of the bidder to ensure that, other than where specifically directed or permitted by this
RFP and accordingly marked as described below, no information that should not be publicly disclosed is
included in their proposal materials, including any 1) trade secrets or intellectual property, 2) proprietary
financial or business information, 3) personal information, or 4) any other information that should not be
disclosed to the public. For example, bidders should avoid including specific details of their proprietary
technologies or methodologies that they consider confidential, and any references to previous client
engagements should be presented in a manner that does not disclose the client's confidential information.
5.4 The bid should include a Cover Letter and Technical Response and Price Schedule.
5.5 COVER LETTER:
5.5.1 Exceptions to Contract Terms and Conditions. The State will not consider exceptions to contract terms and
conditions included with this RFP.
5.6 TECHNICAL RESPONSE. In response to this solicitation, a bidder shall:
5.6.1 Provide details concerning your form of business organization, company size and resources.
5.6.2 Describe your capabilities and particular experience relevant to the solicitation requirements.
5.6.3 If you have experience working with the State of Vermont, identify all current or past State projects.
Provide the name of the Vermont department or agency and the project title or a brief description of the
work. Do not include references or statements from State of Vermont agencies or employees.
5.6.4 Identify the names of all subcontractors you intend to use, the portions of the work the subcontractors will
perform, and address the background and experience of the subcontractor(s), as per section 5.4.2 above.
5.7 REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with whom
you have transacted similar business in the last 12 months. You must include contact names who can talk
knowledgeably about performance. Do not list a State of Vermont agency or employee as a reference.
5.8 REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be applicable to
the Detailed Requirements of this solicitation.
5.9 PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule attached to this
solicitation.
5.10 CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the
response for the proposal to be considered valid.
5.11 CERTIFICATION FOR APPAREL, FOOTWEAR, AND TEXTILES (SWEATSHOP PROHIBITION):
To the extent this solicitation concerns the sale of apparel, footwear, or textiles, Bidder must submit the
following information: (1) certification from each supplier in accordance with the requirements of 29 V.S.A.
922(a), and (2) a list of the names and addresses of each supplier, as required by 29 V.S.A. 922(b).
Bidder certifies that if it is awarded a contract, it shall be obligated by 29 V.S.A. 922(c) to promptly inform
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