Roadside Mowing Services 2026

Location:	Vermont
Posted:	Sep 23, 2025
Due:	Nov 19, 2025
Agency:	State of Vermont - Agency of Transportation
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

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State of Vermont

Agency of Transportation

Barre City Place

219 North Main Street, Suite 105

Barre VT 05641

Finance & Administration

Contract Administration

[phone] 802-622-1285

[fax] 802-479-5500

http://vtrans.vermont.gov/

September 23, 2025

Request for Proposals (RFP): Roadside Mowing Services 2026

The District Maintenance Division of the Vermont Agency of Transportation, hereinafter referred to as

AOT, is seeking contractor services to provide tractor(s) with operator and mowing attachments to be used

for mowing roadsides on the State highway systems (interstate and non-interstate) or other areas as

identified by the District Transportation Administrator (DTA) and/or District General Manager. Mowers

shall have the ability to operate on steep slopes and/or to mow on the back side of guardrail sections.

Contractors may propose one or both types of mowers (regular and over the rail).

This RFP will result in multiple awards.

All work will be accomplished in accordance with the following:

• Scope of Work (SOW) dated September 2025

• Attachment C: Standard State Provisions for Contracts and Grants dated October 1, 2024

• 2020 General Terms and Conditions for Contracts and Services

all of which are attached hereto, in addition to all applicable local, state and federal regulations.

Prequalification is not required in order to submit a proposal for this RFP.

All questions related to this RFP shall be forwarded to Caryn Pletzer, AOT Contract Administration,

in writing, by e-mail at caryn.pletzer@vermont.gov. All such questions and requests shall be received no

later than 2:00 p.m. on Wednesday, October 22, 2025. AOT will not be bound by any oral

communications. All questions or requests for clarification received will be documented and answered

after this date. Communication with other AOT personnel regarding this RFP is prohibited and may

result in the rejection of your proposal.

Proposal Assistance: If a Contractor requires assistance in preparing their proposal, registering with

SAM.gov or needs guidance on socioeconomic certifications, the Contractor may contact the Agency of

Commerce & Community Development (ACCD), Department of Economic Development (DED), APEX

Accelerator. The Vermont APEX Accelerator (formerly The Procurement Technical Assistance Center

(PTAC)) specializes in helping small businesses navigate the documentation associated with State and

Federal procurement. There is no cost to the Contractor for assistance provided by APEX

Accelerator. Their website is:

https://accd.vermont.gov/economic-development/programs/apex

Proposers’ Conference: There will not be a mandatory or optional pre-bid meeting.

Addendums(s) / Modifications. In the event that it becomes necessary to revise, modify, clarify, or

otherwise alter this RFP, including AOT’s responses to questions and requests for clarification, such

addendum(s)/ modification(s) shall be posted to the AOT Contract Administration website.

RFP Roadside Mowing Services 2026

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IT IS THE PROPOSER’S RESPONSIBILITY TO OBTAIN ANY RFP MODIFICATIONS

ISSUED.

They will be posted on the AOT Contract Administration website at:

https://vtrans.vermont.gov/contract-admin/bids-requests/services

Reservation of Rights. All proposals become the property of AOT upon submission. The cost of

preparing, submitting and presenting a proposal is the sole expense of the Proposer. Unselected proposals

shall be securely disposed of at AOT’s discretion. AOT reserves the right to reject any and all proposals

received as a result of this solicitation, to negotiate with any qualified source, to waive any formality and

any technicalities or to cancel this RFP in part or in its entirety if it is in the best interest of AOT. This

solicitation of proposals in no way obligates AOT to award a contract.

Exceptions to Terms and Conditions. The proposer must state in the business proposal any exceptions

taken to the terms and conditions in this RFP. For each exception the proposer shall identify the term or

condition, state the reason for the exception, and provide any other information concerning the exception.

Such exceptions, deviations or conditional assumptions may, however, result in rejection of the proposal

as unresponsive. Failure to note exceptions when responding to the RFP will be deemed to be acceptance

of the State contract terms and conditions. If exceptions are not noted in the response to this RFP but

raised during contract negotiations, the State reserves the right to cancel the negotiation if deemed to be

in the best interests of the State.

Multiple Award Anticipated. AOT intends to select more than one (1) Contractor to perform these

services under a primary contract. Each contract will contain a variety of specific services the Contractor

will be awarded. AOT will enter into contracts, with an initial term of three (3) years with the option of

extending for an additional two (2) year period.

Maximum Amount. The maximum amount(s) for the contract(s) will be set at a level to permit a

Contractor to be awarded all work assignments if they are judged to be the best value. Best Value Selection

will be determined by experience, specialists’ availability, required specialized equipment, capacity,

creative ideas, technical solution, past performance and cost. Award of a contract does not guarantee

payment of any or all the maximum amount. Payment is based on products or services actually delivered

or performed. The maximum amount for this contract does not guarantee that the Contractor will receive

any work under the Contract.

For subcontractors not named in the proposal, utilization of subcontractor personnel will require written

approval by AOT prior to the subcontractor performing any work under the contract. Please see additional

information regarding this process under the subcontractor section within the Proposal Technical Format

and Content.

No work may be performed after the expiration date plus exercised extensions of the applicable Contract.

In exceptional circumstances where it might be mutually desired to have work extend beyond the term of

a Contract, written authorization will be needed, overseen by AOT’s Contract Administration, and

authorized by the Secretary of Transportation, the Agency’s Chief Financial Officer, other State

Representatives as required and Federal oversight agencies as required. A formal amendment will be

required for any such extension.

Confidentiality. Bidders are hereby expressly directed not to include any confidential information in their

proposal submissions, except as specifically identified in this RFP. By submitting a proposal in response

to this RFP, bidders 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 bidder-confidential information from entering the public record. All Proposals

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received will become part of the contract file and will become a matter of public record, and may be

disclosed to the public in accordance with the Vermont Public Records Act, 1 V.S.A. § 315 et seq. If the

proposal documents include material that is considered by the proposer to be proprietary and confidential

under 1 V.S.A. § 315 et seq., the proposer shall submit a cover letter that clearly identifies each page or

section of the proposal that it believes is proprietary and confidential. The proposer shall also provide in

their cover letter a written explanation for each marked section explaining why such material should be

considered exempt from public disclosure in the event of a public records request, pursuant to 1 V.S.A. §

317(c), including the prospective harm to the competitive position of the proposer if the identified material

were to be released. Additionally, the proposer must include a redacted copy of its response for

portions that are considered proprietary and confidential. Redactions must be limited so that the

reviewer may understand the nature of the information being withheld. It is typically inappropriate to

redact entire pages, or to redact the titles/captions of tables and figures. Under no circumstances can the

entire response be marked confidential, and the State reserves the right to disqualify responses so marked.

Please be aware that all contracts solicited and/or contracted through VTBuys will be uploaded to

the VTBuys Public Portal, wherein it can be viewed by any interested party. Hourly rates and other

cost proposal information found in Attachment B – payment provisions of the awarded contract

will be viewable.

PROPOSAL INSTRUCTIONS – GENERAL

The quality of proposals and adherence to solicitation response requirements and/or restrictions are considered

reflective of the manner in which the proposer could be expected to conduct business and will be given due

consideration throughout the evaluation process.

Failure to provide all required information, or indications that the proposer did not conform to all terms as set

forth in the RFP and attachments may make the offer non-responsive and may result in the elimination of the

proposer from further consideration for award.

Proposals or unsolicited revisions submitted after the specified due date and time will not be accepted and will

be securely disposed of.

Required Electronic Submittal Information:

Proposals will be received electronically via an FTP site. In order to upload your proposal, you must obtain

a user account. This account will be provided when Contract Administration receives your request via e-

mail. Please submit your request for a user account by e-mailing the single point of contact listed above.

Your subject should state “FTP Account Proposal Submit Request for Roadside Mowing Services

2026”. You will then receive guidance on uploading your proposal and a user account will be provided by

separate e-mail(s). Please submit your request as soon as possible and no later than four (4) business days

before the RFP due date to ensure there is ample time to set up the user account(s).

When submitting your proposal(s) please use the following naming convention:

ProposalType_CompanyName_RFP Title

• TechnicalProposal_ABCConsulting_RoadsideMowingServices2026

• CostProposal_ABCConsulting_ RoadsideMowingServices2026

Submit your proposals to the Office of Contract Administration, Agency of Transportation, via the

provided FTP site, prior to 2:00 P.M., on Wednesday, November 19, 2025.

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Technical Proposal Format and Content

The proposal shall not exceed ten (10) single sided pages. All pages that count toward the page limit

shall be numbered consecutively. The pages shall be formatted as 8½” x 11” sheets. Font shall be size

12.

The ten (10) pages shall include information as required below:

Proposal Substantive Content

In tabbed and labeled sections, please provide the following elements:

A. Cover Letter. All proposers or their authorized representative shall prepare and sign a cover letter.

Submission of the letter shall constitute a representation by the proposer that it is willing and able

to perform the services described in the RFP and their proposal response. This section counts

toward the ten (10) page limit.

B. Technical Capability/Approach. In this section the proposer must explain the proposer’s

understanding of AOT’s intent, objectives, and how the proposer proposes to achieve those

objectives. The proposer must discuss the proposer’s experience, capabilities and plan for

providing the described services, including any proposed approach to project management,

strategies, tools and safeguards for ensuring performance of all required services, and any

additional factors for AOT’s consideration. This section counts toward the ten (10) page limit.

C. Business and Management Structure. Provide a description of the bidding organization’s size,

background, and structure, and a list by name and title of management personnel. Indicate which

management personnel will be responsible for the delivery of services under the contract and a

description of how the organization’s resources will be applied. This section should provide clear

information as to the lines of communication and how the Business ensures Quality Control &

Quality Assurance. Include information as to how Local, Regional, and National Offices will

coordinate to provide successful services. This section counts toward the ten (10) page limit.

D. Organizational Chart. Provide a one-page organizational chart of the proposer’s team that notes

the name and title of key individuals that are proposed to manage or perform tasks. This chart shall

clearly indicate the lines of communication for problem resolution. The use of an 11x17 page is

permitted, however ensure that the document has been scanned or saved appropriately so all

information is included. You may utilize a separate text box to contain the phone number and e-

mail of each person listed on the chart, but the text box must be located on the same page as the

organizational chart. In the case of international or national firms, please provide an organizational

chart of the local office that will be responsible for the delivery of services under the contract. This

section DOES NOT count toward the ten (10) page limit.

E. Key Personnel. Identify the name and title of all personnel who will be assigned to provide

professional services under this contract. Indicate any certifications or special licensing the

individual holds that is pertinent. Include up to two-page resumes for each individual. This section

DOES NOT count toward the ten (10) page limit.

NOTE: The key personnel identified in the proposal are considered by AOT to be essential to the

work being performed under the contract. Prior to diverting any of the specified individuals into

other programs, the Contractor shall notify AOT in advance and shall submit justification

(including proposed substitutions) in sufficient detail to permit evaluation of the impact on the

program. No diversion shall be made without AOT’s written consent.

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F. Subcontracts. Identify all subcontracts proposed, and provide the following information:

1. Company name of each subcontractor, or individual name in the case of independent

contractors;

2. Names of each subcontractor’s principals and/or corporate officers;

3. Resumes of each subcontractor’s key personnel who will be assigned to provide professional

services under the contract, including certifications or special licensing for each; and

4. The types of work to be performed by each subcontractor.

This section DOES NOT count toward the ten (10) page limit.

NOTE: Fully executed sub-agreements must be in place for each subcontractor prior to the

subcontractor performing any work under this contract. Any changes to or the addition of new

subcontractors are subject to the same notification and approval procedures applicable to key

personnel described above. Contractor must request changes or additions in writing to the Contract

Manager. The request shall include justification for the change or addition, all required items such

as resumes of the subcontractor, a description of their services, any certifications or special

licensing the individual holds that is pertinent. All subcontractors that the proposer anticipates

utilizing under the contract should be included with the initial proposal. Changes to subcontractors

and the addition of new subcontractors should be the exception and be on a limited basis.

G. Past Performance. Provide at least three (3) projects that detail past performance. The projects

must be completed in the past five years or currently in process which are of similar size, scope,

complexity and contract type or otherwise relevant to the work described in this RFP.

The proposer shall use the provided Past Performance and Reference Form.

The contact person must be able to speak knowledgably about the proposer’s performance in both

technical and business aspects. The contacts provided may be directly communicated with at AOT

discretion. The technical proposal shall not include any quoted or summarized comments or

recommendations from any in-state or out-of-state evaluations, records or reports of any kind.

AOT reserves the right to discuss the proposer’s past performance with any AOT employee who

has had experience with the proposer. This section counts toward the ten (10) page limit.

H. Price/Cost. Complete the attached Cost Proposal Form.

Firm Fixed Price (FFP): This is an all-inclusive price. The FFP may be based on deliverable or

precent complete. The Cost Proposal will provide details of calculating the FFP. The firm fixed

price shall not change during the term of the agreement. Only when there is an extensive change

in the scope of work, will adjustments to the firm fixed price be considered.

Hourly Classification Rates: Provide fully burdened (all inclusive) hourly rates for all

classifications you anticipate utilizing under the Contract. The classifications must be consistent

with the key personnel and technical portions of your proposal. The submitted rates will be in

effect for the initial term of the Contract, which is three (3) years. Rates can be revised during the

exercise of the optional two (2) year extension and will be in effect for the remainder of the contract

term.

This section DOES NOT count toward the ten (10) page limit.

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

REQUESTS FOR INFORMATION (RFI), REQUESTS FOR PROPOSALS (RFP'S) & REQUESTS FOR QUALIFICATIONS (RFQ)	QUESTIONS DUE PRIOR TO 2:00 P.M.	ADDENDUM(S)	PROPOSALS DUE PRIOR TO 2:00 P.M.
Roadside Mowing Services 2026	10/22/2025		11/19/2025

Roadside Mowing Services 2026

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See also