Janitorial Services at DMV, North Springfield, VT

Agency of Transportation
Department of Motor Vehicles
120 State Street, 3rd Floor | Montpelier VT 05633-0076
SEALED BID
Request For Proposal
JANITORIAL SERVICES AT THE DEPARTMENT OF
MOTOR VEHICLES, NORTH SPRINGFIELD, VT
ISSUE DATE April 21, 2026
QUESTIONS DUE May 5, 2026, 4:30 PM (EST)
RFP RESPONSES DUE BY May 19, 2026, 4:30 PM (EST)
Please be advised that all notifications, releases, and addendums associated with this
RFP will be posted at:
http://www.bgs.state.vt.us/pca/bids/bids.php
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 webpage for any and all
notifications, releases and addendums associated with this RFP.
STATE CONTACT: Judy Bruneau
TELEPHONE: (802) 793-7584
E-MAIL: _________judy.bruneau@vermont.gov______________________________
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OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of
Transportation (AOT)/Department of Motor Vehicles (DMV) (hereinafter the "State") is
seeking to establish a contract with one company that can provide Janitorial Services at AOT
District 2, the Hartness State Airport located at 15 Airport Road, in North Springfield.
Invoices for services are to be billed monthly to the email address that will be identified in
Attachment B of the contract.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of 12 months. The
State anticipates the start date for such contract(s) will be June 1, 2026.
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed
in writing to the State Contact listed on the front page of this RFP. Actual or attempted contact
with any other individual from the State concerning this RFP is strictly prohibited and may result
in disqualification.
1.4. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this
RFP or wishing to comment on any requirement of the RFP must submit specific questions in
writing no later than the deadline for question indicated on the first page of this RFP. Questions
may be e-mailed to the point of contact on the front page of this RFP. 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://www.bgs.state.vt.us/pca/bids/bids.php . 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 4.1 below.
1.5. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State
through the issuance of an Addendum to this RFP and posted online at
http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be
considered.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. The State of Vermont is interested in obtaining bids to meet the following business needs. This
contract calls for Janitorial Services for the DMV at the Hartness State Airport located at 15
Airport Road, in North Springfield, to be cleaned once a week. This would require a time other
than the district's normal business hours, which are presently Wednesdays and Fridays, 7:00
AM to 4:30 PM.
2.1.1. This is 512 square feet of office space in what is known as the Graves Building for the Examiner
Office and space for the individual being tested as well as the legal driver that comes with them
to wait. The flooring consists of vinyl planking. This office consists of an entrance, office areas
and a shared restroom.
2.2. Contractor's responsibility: The janitorial duties will be performed weekly as outlined in the
statement of work Attachment A. The contractor shall perform all janitorial duties necessary to
maintain a safe, sanitary, and professional office space.
2.3. JANITORIAL SERVICES AND SUPPLIES CONSISTENT WITH BUILDINGS AND GENERAL
SERVICES (BGS) POLICIES.
2.3.1. a) Administrative Policy #0032
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https://bgs.vermont.gov/commissioner/adminpolicies/0032
b) Environmentally Preferred Purchasing (EPP)
https://bgs.vermont.gov/purchasing-contracting/forms/epp
2.4. CONTRACTOR'S ACKNOWLEDGEMENT: SECURITY BACKGROUND CHECKS may be
required to work under this contract.
2.5. JANITORIAL SERVICES: REQUIRED WEEKLY
* Empty trash cans, replace plastic liners, and remove trash to the Agency of
Transportation's dumpster located on the premises.
* Empty recycling containers and remove to the recycling dumpster located on the premises.
* Clean and disinfect the bathroom to include cleaning and disinfecting all
sinks, toilets, fixtures and flooring.
* Wash or damp mop plastic mats under office chairs.
* Vacuum carpet mats.
* Clean and dust all desks and furniture surfaces, sides, bases, and legs.
* Wipe off/dust office equipment.
* Clean and disinfect phone sets.
* Dust pictures, plaques, fixtures, etc.
* Dust baseboards, heating fixtures, sills, blinds, etc.
2.6. SECURITY CONDITIONS
Access to the main building shall be gained by using a state badge.
Only those individuals in the employment of the janitorial company are allowed access to the
building. No other individuals, including, but not limited to, friends, spouses, or children etc., are
permitted in the building during performance of the janitorial duties.
Violation of any of these conditions is grounds for immediate termination of this contract.
2.7. CONTRACTOR RESPONSIBILITIES
The Contractor shall furnish all cleaning supplies, cleaning equipment and plastic liners for
wastepaper baskets.
All cleaning products shall be only those approved by the state Vermont Occupational Safety
and Health Administration (VOSHA) office department regarding their use and safety of
chemicals.
Safety data sheets must be on file at the location of use for all cleaning products used in
support of this contract.
2.8. USE OF CLEANING PRODUCTS/ENVIRONMENTAL SAFETY AND HEALTH CRITERIA
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In order to comply with Executive Orders 06-94 and 02-04, and Buildings and General Services
Policy 0032, the State of Vermont will specify, buy and use, where feasible, only
Environmentally Preferable Custodial Cleaning Products in state owned and leased facilities.
Environmentally Preferable Cleaning Products are defined as products that have a lesser or
reduced effect on human health and the environment when compared with competing products
or services that serve the same purposes.
Products used in support of this contract must meet or exceed the criteria established in the
Vermont Environmental, Safety and Occupational Health (VT ESOH) Criteria for Custodial
Products.
2.9. VT ESOH CRITICAL PRODUCT EXCLUSION CRITERIA: The mandatory exclusions for all
cleaning products used by state employees or contractors within state facilities are as follows:
No Persistent, Bioaccumulative and Toxic Chemicals (Note: biocides in disinfectants are
exempt from this criterion.)
No Carcinogens, Mutagens and Teratogens
No Ozone-Depleting Compounds
Low Volatile Organic Compounds (VOCs)
No Hazardous Waste Characteristics
No Phosphate or Phosphonates
No Combination Cleaner-Disinfectants
For a complete list of requirements. https://bgs.vermont.gov/sites/bgs/files/documents/BGS-
Purchasing-enviro.pdf
2.10. STATE RESPONSIBLITIES:
DMV shall furnish expendable supplies, including paper hand towels for the bathroom cabinets,
hand soap, and toilet tissue.
3. GENERAL REQUIREMENTS:
3.1. 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.
3.1.1. 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.
3.1.2. 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.
3.2. 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 RFP. The State of Vermont
reserves the right to obtain clarification or additional information necessary to properly evaluate
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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.
3.2.1. 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.
3.2.2. 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.
3.3. CONFLICTS OF INTEREST:
3.3.1. 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.
3.3.2. 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.
3.3.3. 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.
3.3.4. 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.
3.4. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32
of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply
with the following provisions and requirements.
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3.4.1. Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate
section in the attached Certificate of Compliance for purposes of self-reporting information
relating to past violations, convictions, suspensions, and any other information related to past
performance relative to coding and classification of workers. The State is requiring information
on any violations that occurred in the previous 12 months.
3.4.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified
that upon award of contract, and prior to contract execution, the State shall be provided with a
list of all proposed subcontractors and subcontractors' subcontractors, together with the identity
of those subcontractors' workers compensation insurance providers, and additional required or
requested information, as applicable, in accordance with Section 32 of The Vermont Recovery
and Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors
providing supplies only and no labor to the overall contract or project. This list MUST be
updated and provided to the State as additional subcontractors are hired. A sample form is
available online at http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor
reporting form is not required to be submitted with the bid response.
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 RFP.
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 in the best interest of the State. 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 first to resident bidders of the state
and/or to products raised or manufactured in the state, and then to bidders who have practices
that promote clean energy and address climate change, as identified in the applicable
Certificate of Compliance.
3.6.1. Evaluation Criteria: Consideration shall be given to the Bidder's project approach and
methodology, qualifications and experience, ability to provide the services within the defined
timeline, cost, and/or success in completing similar projects, as applicable, and to the extent
specified below.
* The review and evaluation of responses to the RFP will be performed by the Vermont DMV and
their designees. The evaluation process will take place the week following the response due
date. During this time, the RFP Manager or other Vermont DMV representatives may, at their
option, initiate discussion with respondents for the purpose of clarifying aspects of their
responses.
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
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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 RFP 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 RFP for
reference. If IT Attachment D is included in this RFP, terms may be modified based upon the
solution proposed by the Bidder, subject to approval by the Agency of Digital Services.
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/corporations/registration/ and must obtain a Contractor's
Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ .
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. Retainage. In the discretion of the State, a contract resulting from this RFP may provide that
the State withhold a percentage of the total amount payable for some or all deliverables, such
retainage to be payable upon satisfactory completion and State acceptance in accordance with
the terms and conditions of the contract.
3.9.5. 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.
4. 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.
4.1. 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, 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.
4.2. 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.
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4.3. 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.
4.4. 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.
4.5. The bid should include a Cover Letter and Technical Response and Price Schedule.
4.6. COVER LETTER:
4.6.1. Exceptions to Contract Terms and Conditions. The State will not consider exceptions to
contract terms and conditions included with this RFP.
4.7. TECHNICAL RESPONSE: In response to this RFP, a bidder shall:
4.7.1. Provide details concerning your form of business organization, company size and resources.
4.7.2. Describe your capabilities and particular experience relevant to the RFP requirements.
4.7.3. 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.
4.7.4. 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), in response to the questions described above in this section.
4.8. 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.
4.9. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be
applicable to the Detailed Requirements of this RFP.
4.10. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule
attached to the RFP.
4.11. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the
response for the proposal to be considered valid.
5. SUBMISSION INSTRUCTIONS:
5.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front
page of this RFP. Late bids will not be considered.
5.1.1. The State may, for cause, issue an addendum to change the date and/or time when bids are
due. If a change is made, the State will inform all bidders by posting at the webpage indicated
on the front page of this RFP.
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5.1.2. There will not be a public bid opening. However, the State will record the name, city and state
for any and all bids received by the due date.
5.2. ELECTRONIC BIDS ONLY: All bids under this RFP must be submitted electronically in
accordance with the submission requirements herein.
5.2.1. Electronic bids will be accepted via email submission to judy.bruneau@vermont.gov. The
subject line of the email submission must reference the Project Title as indicated on the front
page of this RFP.
5.2.1.1. Bids must consist of a single email with a single, digitally searchable PDF attachment containing
all components of the bid. Multiple emails and/or multiple attachments will not be accepted.
5.2.1.2. There is an attachment size limit of 40 MB. It is the Bidder's responsibility to compress the PDF
file containing its bid if necessary in order to meet this size limitation. It is also the Bidder's
responsibility to ensure that their own email system can send and receive messages up to this
size.
6. BID SUBMISSION CHECKLIST:
Cover Letter
Technical Response
Redacted Technical Response, if applicable
References
Price Schedule
Signed Certificate of Compliance
7. ATTACHMENTS:
7.1 Certificate of Compliance
7.2 Price Schedule
7.3 Worker Classification Compliance Requirement; Subcontractor Reporting Form
7.4 Standard State Contract with its associated attachments, including but not limited to,
Attachment C: Standard State Provisions for Contracts and Grants (February 13, 2026)
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RFP/PROJECT:
DATE:
Page 1 of 4
CERTIFICATE OF COMPLIANCE
For your bid to be considered valid, this form must be completed in its entirety, executed by a
duly authorized representative of the bidder, and submitted as part of the response to the
proposal.
A. NON COLLUSION: Bidder hereby certifies that the prices quoted have been arrived at without
collusion and that no prior information concerning these prices has been received from or given to
a competitive company. If there is sufficient evidence to warrant investigation of the bid/contract
process by the Office of the Attorney General, bidder understands that this paragraph might be
used as a basis for litigation.
B. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to
the terms of this RFP, including Attachment C: Standard State Contract Provisions, and any other
contract attachments included with this RFP.
C. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of
The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), the following provisions and
requirements apply to Bidder when the amount of its bid exceeds $250,000.00.
Self-Reporting. Bidder hereby self-reports the following information relating to past violations,
convictions, suspensions, and any other information related to past performance relative to
coding and classification of workers, that occurred in the previous 12 months.
Summary of Detailed Information Date of Notification Outcome
Subcontractor Reporting. Bidder hereby acknowledges and agrees that if it is a successful
bidder, prior to execution of any contract resulting from this RFP, Bidder will provide to the State a
list of all proposed subcontractors and subcontractors' subcontractors, together with the identity of
those subcontractors' workers compensation insurance providers, and additional required or
requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and
Reinvestment Act of 2009 (Act No. 54), and Bidder will provide any update of such list to the State
as additional subcontractors are hired. Bidder further acknowledges and agrees that the failure to
submit subcontractor reporting in accordance with Section 32 of The Vermont Recovery and
Reinvestment Act of 2009 (Act No. 54) will constitute non-compliance and may result in
cancellation of contract and/or restriction from bidding on future state contracts.
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