Trash Removal Services at Various VT Army & Air National Guard Locations

Location:	Vermont
Posted:	May 5, 2026
Due:	May 21, 2026
Agency:	State of Vermont
Type of Government:	State & Local
Category:	S - Utilities and Training Services
Publication URL:	To access bid details, please log in.

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Department of Buildings and General Services

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

SEALED BID

Request For Proposal

Trash Removal Services at Various VT Army &

Air National Guard Locations

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

May 5, 2026

May 14, 2026 – 4:30 PM (EST)

May 21, 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:

E-MAIL:

James Meyers, State Senior Purchasing Agent

BGS.OPCVendorDocs@vermont.gov

Revised: February 13, 2026

OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Department of

Buildings and General Services, Office of Purchasing and Contracting on behalf of the Vermont

Military Department (hereinafter the “State”) is seeking to establish contracts with one or more

companies that can provide solid waste services at various Vermont Army and Air National

Guard locations.

1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of twelve months

with an option to renew for up to four additional twelve-month periods. 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. BIDDERS’ CONFERENCE: A bidders’ conference will not be held.

1.5. 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.

1.6. 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 frequency of pickup may be changed at any time during the contract period by the

agency.

2.2. Right-Size: Contractor shall work with the agency or department to ensure that the

containers used for rubbish removal are the right-size containers for that location.

2.3. Pickups: The frequency of pickups will be on a weekly basis. Purchase orders may be

issued for service to be provided “on call” or “as needed” based on agency requirements.

2.3.1. The agency reserves the right to increase or decrease the number, size, and location

of dumpsters and containers, in addition to the frequency of pickups, as the need

arises. The agency shall provide ten days notice for any change in container size or

service frequency.

2.3.2. All pickup dates and times shall be made known to the agency representative at each

location.

2.3.3. Camp Johnson and Ethan Allen Firing Range locations are accessible Monday

through Friday 6:30AM to 4:00PM. All other Army National Guard locations are

accessible for pickup Tuesday to Friday, 6:30AM to 4:00PM.

Revised: February 13, 2026

2.3.4. Air National Guard locations are accessible for pickup Monday through Friday,

5:00AM to 5:00PM.

2.3.5. Access to the Air National Guard base and Army National Guard bases (Camp

Johnson, Ethan Allen Firing Range, and Army Aviation Support Facility) will require

special security screening prior to start of the contract. Contractor shall check in at

security prior to entry into any secured locations.

2.4. Failure to Pickup Penalty: If the contractor is unable to pick up refuse on the regularly

scheduled day, they shall notify the agency. Failure to do so will result in a deduction from

the monthly charge equal to one fourth the monthly charge. No deductions will be made

without first notifying the contractor and giving them reasonable time to reply. If the

contractor fails to pick up a location on schedule, the trash must be collected by 11:00 a.m.

of the day following.

2.4.1. Holidays: When a pickup is scheduled on a national or state holiday, refuse shall be

picked up either the day before or the day following the holiday. At no time will the

contractor allow trash to accumulate until the next regularly scheduled pick up day.

2.5. Refuse Disposal: All refuse collected and disposed of under this contract shall be

accomplished in strict accordance with current applicable county; state and federal air and

water pollution control and refuse disposal regulations. If landfill banned material is

observed in the trash, or refuse the Vendor shall notify BGS and offending agency within

one week of the observance. The Vendor shall indicate the materials found, the container it

was found in, the location of the container, and the date the materials was observed in the

refuse.

2.5.1. The State of Vermont as part of the outcome expectation is to model effective

environmental stewardship.

2.6. Prices: Prices on Price Schedule shall be quoted per pickup and are all-inclusive. No

additional charges will be allowed. Prices submitted shall include all tip fees in effect on the

beginning date of this contract, disposal fees and hauling charges. Proposers may submit

prices on any and all locations in which they can provide service.

2.6.1 Invoicing is provided monthly, in arrears, based on the per pick up rate. As an

example, $25.00 per pick up for 1xwk service the monthly charge would be $108.25

($25.00 x 4.33 = $108.25). If it was every other week service, the monthly rate is

$54.13 ($25.00 x 2.165 = $54.13). The 1xper month charge would be $25.00.

2.7. Compactors: All wiring, hoses, modifications required to operate compactors shall be at no

cost to the State. If required by the using agency, the compactor is to be designed with the

appropriate equipment to allow trash to be loaded into the compactor from an access

walkway at the building level.

2.8. Cancellations or additions: The using agency reserves the right to cancel any purchase

order, or any parts thereof, or made additions to the purchase order upon a ten (10) day

written notice to the Contractor. The charge for any additions or deletions shall be in

accordance with the price schedule.

2.9. Price Adjustment: Prices will remain firm for the initial twelve months (12) of the contract.

If the option to renew is agreed upon by both parties, any cost adjustment shall be

increased or decreased per the Consumer Price Index for All Urban Consumers (CPI-U) for

the previous twenty-four (24) months and adjusted through an executed contract

amendment. All increases are subject to annual review. The Office of Purchasing and

Contracting reserves the right to reject any price increase deeded to be excessive.

Decreases to be offered immediately as they become available. Vendor must notify the

Office of Purchasing and Contracting of any decreases in pricing.

Revised: February 13, 2026

All price changes need to be negotiated and approved by May 15, of each calendar year. All

newly negotiated pricing shall take effect on June 1st, of the same calendar year. Any

requests after May 15th will not be considered until May 15th, of the next calendar year.

2.10. Special Requirements Regarding Invoicing and Payments:

2.10.1. It will be a requirement of contracts that each and all invoices rendered by

contractors must precisely reflect actual per-pick-up costs, of the actual number of

pick-ups that actually occur during the actual date intervals covered by each

individual invoice. Contractors must not prepare or submit any invoices based on

any sort of averaging of what costs would be associated with some fictional average

month, nor any other method that departs from precise actuals.

2.10.2. If there are issues associated with payment of invoices, it is urgent that service

continue uninterrupted. If contractor believes that there is an unreasonable payment

delay or underpayment occurring, contractor shall give written notice to the

applicable Agency or Department of the State responsible for the particular site, with

a CC of that notice to the Purchasing Agent, within the Office of Purchasing and

Contracting, responsible for the waste contracts.

2.11. Stability of Proposed Prices: Any price offerings from proposers must be valid for a

period of 120 days from the due date of the proposals.

3. OUTCOMES: The expected outcome is to enter into a contractual relationship with a strategic long-

term business partner who will provide all services incidental to rubbish removal that will ensure the

highest degree of sanitation as well as maintaining the safety of personnel, staff and property.

Minimum outcomes include the following:

3.1. Develop other waste diversion and cost reduction initiatives.

3.2. Maintain or reduce existing trash service levels during program transition.

4. LANDFILL BANNED MATERIALS: The State of Vermont is committed to a safe and healthy

environment. The appropriate management of landfill banned materials protects human health and

the environment. Vendor will immediately notify service location and BGS of landfill banned items

and request removal before hauling. If something is hazardous, BGS will work with a solid waste

district or a hazardous waste contractor to ensure proper disposal of material. If it is something that

the hauler can assist with recycling (recyclables, scrap metal), then the hauler will work with

BGS/using agency to address issue. If there are three observances of landfilled banned material in

incorrect collection containers per service location then the Vendor can reject the entire load and bill

accordingly. Link to landfill banned items Link to landfill banned

itemshttps://dec.vermont.gov/sites/dec/files/wmp/SolidWaste/Documents/2015-LandfillBan-Poster-

FINAL.pdf Mandated food scraps to be added July 1, 2020.

5. For contractors that require access to a DoD facility or installation: Contractor and all associated sub-

contractors employees shall comply with adjudication standards and procedures using the National

Crime Information Center Interstate Identification (NCIC-III) and Terrorist Screening Database

(TSDB) (Army Directive 2014-05/AR 190-13), and applicable installation, facility and area

commander installation/facility access, and local security policies and procedures (provided by a

government representative).

How to comply: Contractor will provide a signed "BASE ACCESS REGISTRATION/RECORD

CHECK" for all associated employees to the Contracting Officer Representative (COR). The COR will

forward the signed document(s) to the VTARNG/VTANG Security Office and it will be used to

Revised: February 13, 2026

conduct an NCIC-III criminal background check to assess suitability for access to VTARNG/VTANG

facilities. Determination of access and privileges will be forwarded to the COR. An annual

background check may be required for multi-year or continuing contracts as requested by the

Security Office. Security Office reserves the right to conduct further security background checks in

NCIC-III and TSDB as determined at any time during the term of the contract. Background check

findings may be retained up to three years.

6. GENERAL REQUIREMENTS:

6.1. 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.

6.1.1. 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.

6.1.2. 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.

6.2. 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 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.

6.2.1. 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.

6.2.2. 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.

6.3. CONFLICTS OF INTEREST:

6.3.1. 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.

6.3.2. 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.

Revised: February 13, 2026

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
Trash Removal Services at Various VT Army & Air National Guard Locations	05/14/2026 04:30PM		05/21/2026 04:30PM