AE Vault Fire Suppression System Central Services
| Location: | Vermont |
|---|---|
| Posted: | Feb 9, 2026 |
| Due: | Mar 31, 2026 |
| Agency: | State of Vermont |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| TITLE | QUESTIONS DUE | ANSWERS POSTED | DUE DATE | NO POSTING AFTER |
| AE Vault Fire Suppression System Central Services |
03/17/2026 04:30PM |
|
03/31/2026 04:30PM |
|
Attachment Preview
Department of Buildings and General Services
Office of Purchasing & Contracting
133 State Street, 5th Floor
[phone] 802-828-2211
Montpelier VT 05633-8000
[fax]
802-828-2222
http://bgs.vermont.gov/purchasing
SEALED BID
Agency of Administration
REQUEST FOR PROPOSAL
ARCHITECTURAL AND ENGINEERING SERVICES
FOR THE
VAULT FIRE SUPPRESSION SYSTEM
CENTRAL SERVICES BUILDING/1078 US Route 2
MIDDLESEX, VT
ISSUE DATE:
BIDDERS’ CONFERENCE:
QUESTIONS DUE BY:
RFP RESPONSES DUE BY:
February 9, 2026
March 3, 2026 at 10:00 A.M.
March 17, 2026 at 4:30 P.M.
March 31, 2026 at 4:30 P.M.
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:
E-MAIL:
James Meyers, State Senior Purchasing Agent
BGS.OPCVendorDocs@vermont.gov
Page 1 of 16
Revision Date: October 1, 2024
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 a contract with a qualified Architectural and/or
Engineering firm to provide architectural and engineering design services for the Vault Fire Suppression
Project at the Central Services Building in Middlesex, Vermont.
The purpose of this project is to replace the outdated Halon Fire Suppression System with an appropriate
system to protect the archival vault room containing combustible material. The scope of services for this
project shall include programming, schematic design, design development, construction documents,
bidding and negotiation, and construction administration.
The archival vault room in the Central Services Building contains Class A combustible material including
historical documents, literature, and sensitive stored media. A Fire Suppression system that meets
Vermont State code and follows national standards is needed to protect documents in the vault room.
The current Fire Suppression System in the vault room is a Fenwal Halon 1301. The current system does
not meet Vermont State Code and is near its end of life. The Montreal Protocol restricted the use of Halon
systems and has replaced fire suppression systems with “Clean Agents”. The current Vermont Code states
the following requirements:
4.1.1.2.3 Protected areas greater than 300 square feet in sprinklered buildings shall have sprinkler
protection and shall comply with one of the following:
(1) Sprinkler system may be controlled by a visible
operating valve outside the protected room.
(2) A reserve agent supply must be provided that can be
manually operated by fire department personnel using
the same piping system and must be capable of being
activated/discharged by the fire department from
outside of the protected room.
The vault room size is roughly 1,000 square feet and the containers holding documents, media, and
literature are not waterproof.
The current Fire Suppression System does not have a reserve agent supply as Vermont Code did not
require one when the system was originally installed.
Interested firms are invited to bid on providing architectural/engineering design services described in
Section 2 of this RFP.
1.2. CONTRACT PERIOD: The State anticipates the start date will be May 04, 2026. The substantial
completion date will be November 30, 2026, the project completion date will be December 30, 2026 and
contract completion date will November 30, 2027, which includes a one-year warranty period.
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. BIDDERS’ CONFERENCE: A non-mandatory bidders’ conference will be held at the Central Services
Building located at 1078 US Route 2, Middlesex, VT.
1.5. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFP or
wishing to comment or take exception to any requirements 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: BGS.OPCVendorDocs@vermont.gov. All
emails with questions should include the name of the project in the subject line. Any comments,
questions, or exceptions not raised in writing on or before the last day of the question period are 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
Page 2 of 16
Revision Date: October 1, 2024
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.
1.6. 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 primary objective of this project is to replace the current Halon Fire Suppression System with an
appropriate system to protect the archival vault room.
2.2. In addition to the items required for each phase in the Standard State of Vermont AE contract, the following
shall be included in the architectural/engineering design firm’s scope of work:
2.2.1.Schematic Design Phase:
2.2.1.1. This phase includes all site visits, meetings, coordination, and reviews necessary to present
deliverables, edit deliverables, and receive approval from BGS to proceed to the next phase.
2.2.1.2. Develop drawings that illustrate the concepts of the design for a new fire suppression system
complying with Vermont State Code and follows National Standard for BGS approval.
2.2.1.2.1. Determine what kind of system is needed (Clean Agent Fire Extinguishing
System, Water Mist Fire Protection System, Sprinkler System, etc.) to keep the
vault room protected from incidents of fire.
2.2.1.2.2. Design a system best fitting the needs of VSARA, who manages the records
storage facilities and BGS, who maintains the facility.
2.2.1.2.3. Maintain a storage room temperature of 50-65℉ with a relative humidity range of
30-50℉
2.2.1.2.4. Include demolition of old system in design scope of work
2.2.1.2.5. The new system shall comply with the national standard, NFPA 232: Standard for
the Protection of Records
2.2.1.2.6. The new system shall meet Vermont Fire and Building Safety Code (2025ed) and
NFPA 2001 Code sections (2018ed)
2.2.1.2.7. A fire protection engineer must stamp the design plan
2.2.1.3. Develop a construction scope of work, opinion of probable cost, and project schedule.
2.2.1.4. Determine if any additional permit applications are required and obtain all preapprovals
necessary to continue with any new permitting.
2.2.1.5. Lead and document weekly progress meetings held remotely.
2.2.2. Design Development:
2.2.2.1. Expand the approved schematic design to incorporate all details and specifications required
for construction.
2.2.2.2. Revise the construction scope of work, opinion of probable cost, and project schedule
2.2.2.3. Update permit applications and pre-approvals, as necessary
2.2.2.4. Provide design development drawings to BGS for review.
2.2.3. Construction Document Phase:
2.2.3.1. Confirm compliance with all applicable codes, statutes, and permits.
2.2.3.2. Finalize the construction scope of work, opinion of probable cost, and project schedule.
2.2.3.3. Revise, finalize, and compile all drawings, specifications, and bid documents required for
construction
Page 3 of 16
Revision Date: October 1, 2024
2.2.3.4. Provide construction documents to BGS for review.
2.2.3.4.1. BGS reviews consist of a preliminary review by the Project Manager and a
thorough review by the BGS Design Review Team.
2.2.3.4.2. Respond to all comments and make edits necessary for Project Manager
approval to proceed to review by the BGS Design Review Team.
2.2.3.4.3. Respond to all comments and make edits necessary for approval by the BGS
Design Review Team to proceed to the next phase.
2.2.3.5. Provide BGS with a construction document set to be sent out for bidding.
2.2.4. Bidding and Negotiation Phase:
2.2.4.1. Attend and document the pre-bid meeting. Develop responses to questions for BGS review.
2.2.4.2. Develop addenda for BGS to review.
2.2.4.3. Review construction bids and recommend a contractor selection to BGS.
2.2.5.Construction Administration Phase:
2.2.5.1. Review submittals, requests for information (RFI), change proposal requests (CPR).
Develop responses and recommendations for BGS review.
2.2.5.2. Periodic site visits, at least biweekly, are required to approve the work performed and
recommend payment when requested by contractor.
2.2.6.Warranty Phase:
2.2.6.1. Provide a warranty inspection approximately 11 months after construction substantial
completion.
2.2.6.2. Documents the inspection and recommend warranty repairs, if any.
2.2.7. Other Basic Services:
2.2.7.1. Lead and document weekly progress meetings during design. Designer’s representative is
required to attend progress meetings in-person during construction.
2.2.7.2. As-built drawings: Using the contractors as-built marked up drawings, produce a set of .dwg
CAD files to include any and all changes that occurred between production of the
construction drawing set and project completion.
2.2.7.3. Other services as required by the BGS Design Guidelines.
2.3. PROPOSED PROJECT SCHEDULE:
Project Event
Award Contract
Project Start
Programming
Schematic Design Completion
Design Development Completion
Construction Documents Issued
Bidding or Negotiation
Construction Substantial Completion
Project Completion
Contract Completion (includes 12-month construction warranty period)
Date
April 21, 2026
May 04, 2026
N/A
May 22, 2026
June 12, 2026
July 03, 2026
July 31, 2026
November 30, 2026
December 30, 2026
November 30, 2027
Page 4 of 16
Revision Date: October 1, 2024
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.
3.1.3. 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
3.2. 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 a proposal. Failure of vendor to
respond to a request for additional information or clarification could result in rejection of that vendor’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. 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.
3.3. 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.
3.3.1. 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.
3.3.2. 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.
Page 5 of 16
Revision Date: October 1, 2024
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