RFP - Mowers and Tractors services and parts

Location:	Vermont
Posted:	Feb 20, 2026
Due:	Mar 13, 2026
Agency:	State of Vermont
Type of Government:	State & Local
Category:	24 - Tractors 37 - Agricultural Machinery and Equipment 38 - Construction, Mining, Excavating, and Highway Mainenance Equipment
Publication URL:	To access bid details, please log in.

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Department of Buildings and General Services

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

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

Mowers and Tractors services and parts

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

February 20, 2026

February 27, 2026 – 4:30 PM (EST)

March 13, 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:

E-MAIL:

Edo Francisco, State Purchasing Agent II

SOV.ThePathForward@vermont.gov

E-MAIL SUBJECT LINE:

Mowers and Tractors services and parts

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 warranty and non-warranty repair services, maintenance, repair and replacement parts for

state-owned mowers and tractors, including but not limited to brands such as Ventrac, Kubota, John

Deere, Toro, and Alamo.

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 two (2) years

with an option to renew for up to three (3) additional (12) twelve-month periods. The State anticipates the

start date for such contract(s) will be April 2, 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.

1.7. SOURCE OF FUNDS: Federal funds will not be used.

If a bidder requires assistance in preparing their proposal or needs guidance on socioeconomic

certifications, the bidder may contact the VT APEX Accelerator. The APEX Accelerator specializes in

helping small businesses navigate the documentation associated with State and Federal procurement.

Their website is: http://apex.vermont.gov

2. DETAILED REQUIREMENTS: The State of Vermont is seeking to establish contracts with one or more

companies that can provide warranty and non-warranty repair services, maintenance, repair and replacement

parts for state-owned mowers and tractors, including but not limited to brands such as Ventrac, Kubota, John

Deere, Toro, and Alamo.

2.1. Specifications:

The supplier must provide preventative maintenance, warranty and non-warranty repair services, as well as

replacement and repair parts necessary to maintain the equipment in safe and reliable operating condition.

Services include, but are not limited to:

 Oil and filter changes

 Blade sharpening, repair and replacement parts

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 Mechanical, hydraulic, and electrical repairs

 Diagnosis and correction of equipment malfunctions

 Provision of compatible accessories and replacement parts

2.2. Equipment

Services and parts must support, but are not limited to, the following equipment brand and types:

 Ventrac 4500 mowers

 Ventrac Flail Mower – 72”, Model MY720

 Ventrac Snow Blower – 52”, Model KX523

 Ventrac Tractor KN 4500Y

2.3. Parts Availability

 Special consideration will be given to suppliers that maintain an extensive inventory of tractor and

mower repair and replacement parts, including but not limited to those compatible with the equipment

listed above.

 Parts for other equipment, tractor and mower brands, such as Kubota, John Deere, Toro, and Alamo,

can also be provided at a discounted price when available.

 Pricing for parts and accessories must be structured as discounts off the MSRP price list.

2.4. Service Rates

Supplier must provide:

 Hourly labor rates for repair and maintenance services

 Any applicable service call or travel charges

2.5. Service Location and Availability

Suppliers must be able to provide services under the following conditions:

 On-site repair services will be provided at the facilities of the designated ordering entities.

 Repair services can also be performed at the supplier’s facility if the ordering entity delivers the

equipment.

 Service suppliers must be in Vermont or a neighboring state.

 There is no restriction on parts and equipment suppliers’ location so long as suppliers can ship to the

ordering entity’s location.

 Suppliers must describe their response times and product availability.

3. 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

4. GENERAL REQUIREMENTS:

4.1. 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. No charge for packing, shipping, or for any other purpose will be

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allowed over and above the price quoted. Prices quoted for printing are to include printing, binding,

wrapping, and packaging.

4.1.1.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.

4.1.2.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.

4.2. 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 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.

4.2.1.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.

4.2.2.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.

4.3. CONFLICTS OF INTEREST:

4.3.1.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.

4.3.2.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.

4.3.3.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.

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

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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.

4.4. 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.

4.5. 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.

4.5.1.resident bidders of the state and/or to products raised or manufactured in the state;

4.5.2.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)

4.5.3.bidders who have practices that promote clean energy and address climate change.

4.6. 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.

4.7. 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.

4.8. 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. If IT

Attachment D is included in this solicitation, terms may be modified based upon the solution proposed by

the Bidder, subject to approval by the Agency of Digital Services.

4.8.1.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/ .

4.8.2.The contract will obligate the bidder to provide the services and/or products identified in its bid, at the

prices listed.

4.8.3.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.

4.8.4.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.

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

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
RFP - Mowers and Tractors services and parts	02/27/2026 04:30PM		03/13/2026 04:30PM