Aviation Fuel Storage and Dispensing System and Installation Services -...

Location:	Vermont
Posted:	Apr 21, 2026
Due:	Apr 29, 2026
Agency:	State of Vermont - Agency of Transportation
Type of Government:	State & Local
Category:	99 - Miscellaneous
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

Administration Division

Contract Administration

http://vtrans.vermont.gov/

April 1, 2026

Request for Proposals (RFP): Aviation Fuel Storage and Dispensing System and Installation

Services Middlebury Airport, Middlebury, Vermont

The Aviation Bureau of the Intermodal Development Division of the Vermont Agency of

Transportation, hereinafter referred to as AOT, is seeking contractor services to provide all

engineering design, labor, equipment, materials, freight, delivery, and include all steps and actions

necessary to prepare the work area and install a new fully functioning above-ground aviation fuel

storage and dispensing system including installation of area lighting for the Vermont Agency of

Transportation (VTrans) at Middlebury State Airport, located in Middlebury, Vermont, including but not

limited to One Aviation Gas (AvGas) 12,000-gallon storage tank, one Jet-A fuel 12,000-gallon storage

tank, two 20-gallon (minimum) stainless steel fuel recovery tank system including electrical pumps for

circulation of recovered fuel back into the main tanks, fuel management system, and all supporting

components and incidentals necessary to complete installation.

This RFP will result in a single award.

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

Communication. AOT will not be bound by any oral communications. All questions related to this

RFP shall be sent in writing by email to the Point of Contact, noted below. All questions and

requests for clarification shall be received no later than 2:00 p.m. on Wednesday, April 15, 2026.

All questions 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.

Point of Contact for this RFP: Caryn Pletzer

caryn.pletzer@vermont.gov

AOT Contract Administration Bureau

Services Unit

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

Vermont Agency of Commerce & Community Development (ACCD), Department of Economic

Development (DED), APEX Accelerator. The Vermont APEX Accelerator 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 / 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 Aviation Fuel Storage and Dispensing System and Installation Services - Middlybury Airport

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

RFP modifications 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 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.

Single Award Anticipated. AOT intends to select one (1) Contractor to perform these services under

a contract. AOT will enter into a contract, with a completion date of June 1, 2027, with the option of

extending one (1) optional extension with the length determined by the State, however it will be no

longer than six (6) months.

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.

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 VTrans’ 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.

Bonding. The selected contractor will be required to provide a Labor and Materials Bond and

Compliance Bond in accordance with 19 V.S.A. § 10(9) and (10), equal to one-hundred percent (100%)

of the total contract amount.

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 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

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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 included in Attachment B Payment Provisions of the awarded contract will be

viewable.

PROPOSAL INSTRUCTIONS

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 only 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 email. If you already have credentials, you still need to request access to this specific

RFP folder or you will be unable to submit your proposal. Please submit your request for a user

account by emailing the single point of contact listed in this RFP above 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). The subject of the email should state “FTP Account Request for Middlebury Fuel

Storage Installation Services 2026”.

You will then receive login credentials and guidance (in separate emails) for uploading your proposal.

If you are unable to submit your documents by uploading to the specified FTP site(s), please notify

the sole point of contact for additional guidance.

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

ProposalType_CompanyName_RFPTitle

Examples:

• TechnicalProposal_ABCConsulting_MiddleburyInstall2026

• CostProposal_ABCConsulting_MiddleburyInstall2026

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Submit your proposals via the provided FTP site prior to 2:00 P.M. on Wednesday, April 29, 2026.

TECHNICAL PROPOSAL – FORMAT AND CONTENT

The proposal shall not exceed nine (9) single sided pages. Sections that count toward the page limit

are noted below. 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 proposal shall include the following elements, in separately labeled sections, as required.

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 nine (9) page limit.

B. Technical Capability/Approach. In this section, the proposer must explain the their

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

objectives. The proposer must discuss their 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 nine (9) page limit.

C. 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 nine (9) page limit..

Note: Key personnel is defined as individuals or executives that hold critical roles within a

project. This includes those that have specialized expertise or knowledge, leadership and

accountability, strategic influence, and high impact on delivery of the project. Examples include

Executives, Senior Managers, Project Managers and Senior/Lead Engineers, or other positions

that require special licensing or certifications.

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.

D. 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 nine (9) 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

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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.

E. 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 nine (9) page limit.

F. Sample Project/Drawings and Plans

Provide a set of drawings and plans established for the Fuel System and Dispensing System

proposed for installation. Include any pertinent specifications that will support the proposed system.

This section should be specific to the information provided in Section B. Technical

Capability/Approach. This section will be considered part of the Technical Capability/Approach

Section when scoring the proposal.

• Provide drawings and plans illustrating the proposer’s approach to siting equipment on the site.

• Provide technical specifications (cut sheets) describing capabilities of equipment and materials

proposed for installation.

• Provide a proposed schedule through completion of the work.

This section DOES NOT count toward the nine (9) page limit.

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

The proposal for the System and Installation Scope of Work shall be a firm fixed price.

Any additional services that may be required during the contract term will be billed at the

hourly rates submitted on the Cost Proposal. The classifications must be consistent with the

key personnel and technical portions of your proposal.

The submitted rates will be in effect for the entire term of the Contract, including any optional

extensions.

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

Aviation Fuel Storage and Dispensing System and Installation Services - Middlebury Airport, Middlebury, Vermont Addendum #2

Attachment Preview

See also