RFP Self Sustaining Fish Feed

Department of Buildings and General Services Agency of Administration
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
SEALED BID
REQUEST FOR PROPOSAL
SELF SUSTAINING FISH FEED
ISSUE DATE April 22, 2026
QUESTIONS DUE April 30, 2026 - 4:30 PM (EST)
RFP RESPONSES DUE BY May 22, 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: Stefanie Malmstein, State Commodity Procurement Administrator
E-MAIL: SOV.ThePathForward@vermont.gov
Revised February 13, 2026

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 for SELF
SUSTAINING FISH FEED.
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-year period
with an option to renew for up to three additional twelve-month periods. The State anticipates the start date
for such contract(s) will be as soon as practicable.
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: Socioeconomic affirmative steps under 2 C.F.R. 200.321 If using applicable federal
funds Socioeconomic affirmative steps under 2 C.F.R. 200.321 affirmative steps must include at least the
following six steps:
1. Placing qualified small and minority businesses and women's business enterprises on solicitation
lists;
2. Assuring that small and minority businesses and women's business enterprises are solicited
whenever they are potential sources;
3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit
maximum participation by small and minority businesses, and women's business enterprises;
4. Establishing delivery schedules, where the requirement permits, which encourage participation by
small and minority businesses, and women's business enterprises;
5. Using the services and assistance, as appropriate, of such organizations as the Small Business
Administration and the Minority Business Development Agency of the Department of Commerce;
and
6. Requiring the prime/general contractor, if subcontracts are to be let, to take the same affirmative
steps as listed in numbers 1 through 5.
Revised February 13, 2026

This project is being funded in whole or in part using federal monies. 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:
2.1. Bid Prices - Prices (per pound) will remain firm for the initial duration of the contract.
2.2. Quantities & Value - The contract will cover the actual quantities ordered for delivery during the contract
period. VFWD reserves the right to use multiple suppliers in order to fulfill hatchery specific requirements
should that need arise.
2.3. Packaging - All products are to be provided in water resistant bags or units weighing less than 60 lbs. on
pallets in accordance with prevailing commercial practice in such a manner as to insure delivery in good
condition. Each bag or unit shall be marked with the manufacturer's name, type of commodity, size, quantity
contained, guaranteed analysis of ingredients and the date manufactured. Each pallet shall be marked with
its contents, including feed type, size, and requesting hatchery/facility. Pallets shall also be separated by
hatchery/facility as pallet amounts dictate. Standard pallets will be used for delivery of feed for all facilities..
When loading for delivery, the Contractor shall take all precautionary measures to avoid movement or shifting
of pallets and feed during transport, providing shrink rapping for the pallets and 10 bag stacks. The Contractor
will be responsible for any damaged bags that arrive at the facility.
2.4. Ordering Procedure - Delivery Orders will be made on an as-needed basis by each individual facility, in
accordance with its specific operational, logistical, and production requirements. The Contractor shall fulfill
such orders as requested to ensure timely and efficient supply.. All orders for the five VFWD facilities will be
placed by a designated staff member of the Fish Culture Section. Upon confirmation, the orders will be
shipped to the following locations:
Bald Hill Fish Culture Station
60 Abbott Hill Rd
Newark, VT 05871
Bennington Fish Culture Station (802) 447-2844
110 Hatchery Road
Bennington, VT 05201
Ed Weed Fish Culture Station (802) 372-3171
14 Bell Hill Road
Grand Isle, VT 05458
Roxbury Fish Culture Station
3696 Roxbury Rd
Roxbury, VT 05669
Salisbury Fish Culture Station (802) 352-4371
646 Lake Dunmore Road
Salisbury, VT 05769
2.5. Shipping and Receiving - Bid prices shall include all shipping and handling cost to the following facilities:
Bennington Fish Culture Station
Ed Weed Fish Culture Station
Bald Hill Fish Culture Station
Salisbury Fish Culture Station
Roxbury Fish Culture Station
All deliveries of fish feed must be made within (2) weeks of ordering and deliveries are to be prearranged
between the Contractor and VFWD. The Contractor must notify the receiving facility at least 24 hours prior to
delivery. Shipments are to be unloaded between the hours of 8 am to 2 pm, Tuesday through Thursday. Any
Revised February 13, 2026

delivery made at other times will not be unloaded unless specifically prearranged with the receiving facility. It
is the responsibility of the Contractor to ensure that their selected feed shipping agents are informed of and
adhere to the terms and conditions of this contract. To ensure the prevention of the transmission of fish or
aquatic pathogens it is a requirement that no other fish, shellfish, crustacean or other aquatic organism or
byproduct of the above be shipped with the fish feed designated for VFWD facilities. VFWD will be notified of
any modifications of order delivery such as product delivery, shipping weight restrictions etc. If any feed size
replacements or substitutions are made, the receiving facility supervisor is to be informed so that confirmation
can be made as to whether to accept or reject the substitution prior to loading and shipment.
2.6. PRODUCT COMPONENTS: The Contractor must provide a nutritionally complete diet with appropriate pellet
and/or crumble sizes (0-12mm) to satisfy the growth and development needs of salmonids through fry,
fingerling, yearling, and broodstock life stages and walleyes through the fingerling stage. Contractor must also
include options suitable for recirculating aquaculture systems and low phosphorous needs, with formulations
designed to promote water quality and system efficiency. All pelleted fish feed is to be extruded. A certified
manufacturing designation (e.g., ISO 9001) and proven experience with diets for trout, salmon and walleye
are preferred.
The feed label must list all ingredients printed legibly using the official Association of American Feed Control
Officials (AAFCO)-defined ingredient name or common or usual name of the ingredient. The first five
ingredients must be listed in decreasing order of percentage of diet. Fishmeal should be the first ingredient.
No type of chicken-by-product should be listed in the first five ingredients.
Diets must contain greater amounts of omega-3 (1.5%>) than omega-6 fatty acids. The diet must contain
linolenic acid, docosahexaenoic acid and eicosatetraenoic acid. Diets must contain products that use
polyunsaturated fatty acids obtained from whole fishmeal meeting the IFFO standards rather than plant oil
sources. Dietary oils must remain soluble at ambient winter hatchery water temperatures and cannot form
lipid plaques on raceway walls, clog screens, or foul wastewater treatment equipment.
The Contractor will provide VFWD with a statement regarding the availability of floating, slow sinking, and low
phosphorus salmonid diets, as well as larval diets suitable for walleye.
The Contractor will provide VFWD with assurance that fishmeal is obtained from a source that abides by the
Global Standard for Responsible Supply as developed by the International Fishmeal and Fish Oil
Organization (IFFO). Herring fishmeal is preferred. The Contractor must disclose the percentage of plant
protein sources being used in the formulation of the diets. Diets greater 3.0mm must be available with 40 - 60
PPM astaxanthin or 75 PPM canthaxanthin.
The Contractor should use
* only fishmeal with crude protein >68%
* only fishmeal with histamine level <1200 PPM
* fishmeal with pepsin solubility >92%
The Contractor will provide the most updated feed analysis sheet for each feed type and size contracted for,
listing the percentages of the ingredients incorporated in the formulated diet. Information to include %protein,
%fat, %fiber, %ash, %moisture, %carbohydrate, %phosphorous, as well as any vitamins, minerals, or
additional additives the types and levels. Diets must contain sufficient antioxidants to prevent degradation of
lipids and vitamins during shelf life. If feed ingredient levels or percentages change during the contract
period, VFWD will be notified and an updated analysis sheet will be provided.
Starter diets for trout and salmon must use all fish meal fish oil diets, added beta glucans, nucleotides and
natural astaxanthin (panaford) to provide additional nutritional support during early rearing.
Broodstock diets for trout and salmon must be available in slow sinking and mixed sinking/floating formulas in
sizes 4.0mm - 12.0mm. Broodstock diets are preferred to be high in fish meal and fish oil with astaxanthin
formulations of 60 ppm - 75 ppm.
2.7. PRODUCT PERFORMANCE: The Contractor will provide sufficient information to VFWD that the trout,
salmon and walleye diets are designed to give the lowest cost of production (feed cost/pounds of fish
produced) by delivering excellent growth rates and low feed conversion rates (goal 1:1 FCR) in salmonid
hatcheries located in latitudes >45 N. Coldwater temperatures (ground water = 42-49 F; surface water ranges
32 - 75 F) affect the solubility and digestibility of fish diets.
Revised February 13, 2026

The Contractor will provide an amino acid profile for the separate feed products that match the requirements
for trout and salmon to ensure that the maximum amount of dietary protein is used for muscle growth, and the
least possible amount is converted to body fat or excreted as nitrogenous waste in hatchery effluent water.
Diets that prove to be unpalatable, deliver unacceptable growth rates (based on three-year average growth
rates for that species and location using other diets), result in low feed conversions, or abnormally decrease
water quality (total solids, pH, ammonia levels, or phosphorus levels) will not be used and may result in
termination of contract.
2.8. PRODUCT QUALITY ASSURANCE: The Contractor will provide Hazard Analysis Critical Control Point
(HACCP) documentation (e.g., product temperature, moisture, microbial count, etc.) for products
manufactured under this contract. Product quality assurance will include traceability of fishmeal and fish oil
from the feed compounder back to the producer, all transporters, and any storage facility. Fishmeal must not
contain contaminants, impurities, pathogenic organisms, natural toxins (e.g., nitrosamine, histamine,
cadaverine, putrescine) or mycotoxins. The Contractor will provide written verification that fishmeal and fish
oils are not impure or contaminated. Contaminant concentrations are to be less than maximum levels
expressed by the European Union. VFWD reserves the right to refuse any feed (or be credited) that arrives
with a manufacture date of more than 45 days from delivery date.
2.9. PRODUCT SUPPORT: The Contractor will provide information regarding available product support including
availability and qualifications of local feed representatives, company web-based support, fish diet feeding
training, availability of medicated feeds (FDA-1900 certification), product technical information, and fish
nutrition training printed materials, videos, webinars, etc.
3. DETAILED REQUIREMENTS:
3.1. Bid Prices - Prices (per pound) will remain firm for the initial duration of the contract.
3.2. Quantities & Value - The contract will cover the actual quantities ordered for delivery during the contract
period. VFWD reserves the right to use multiple suppliers in order to fulfill hatchery specific requirements
should that need arise.
3.3. Packaging - All products are to be provided in water resistant bags or units weighing less than 60 lbs. on
pallets in accordance with prevailing commercial practice in such a manner as to insure delivery in good
condition. Each bag or unit shall be marked with the manufacturer's name, type of commodity, size,
quantity contained, guaranteed analysis of ingredients and the date manufactured. Each pallet shall be
marked with its contents, including feed type, size, and requesting hatchery/facility. Pallets shall also be
separated by hatchery/facility as pallet amounts dictate. Standard pallets will be used for delivery of feed
for Ed Weed FCS and Bald Hill FCS. Feed delivery for Bennington FCS, Salisbury FCS and Roxbury FCS
shall be on plastic or wood pallets measuring approximately 15" wide by 24" long for use with a "Craft"
brand hand truck or equivalent, stacked no more than 10 bags per pallet. When loading for delivery, the
Contractor shall take all precautionary measures to avoid movement or shifting of pallets and feed during
transport, providing shrink rapping for the pallets and 10 bag stacks. The Contractor will be responsible for
any damaged bags that arrive at the facility.
3.4. Ordering Procedure - Delivery Orders will be made on a quarterly basis. All orders for the five VFWD
facilities will be placed by a designated staff member of the Fish Culture Section. Upon confirmation, the
orders will be shipped to the following locations:
Bennington Fish Culture Station (802) 447-2844
110 Hatchery Road
Bennington, VT 05201
Ed Weed Fish Culture Station (802) 372-3171
14 Bell Hill Road
Grand Isle, VT 05458
Salisbury Fish Culture Station (802) 352-4371
646 Lake Dunmore Road
Salisbury, VT 05769
3.5. Shipping and Receiving - Bid prices shall include all shipping and handling cost to the following facilities:
Revised February 13, 2026

Bennington Fish Culture Station
Ed Weed Fish Culture Station
Bald Hill Fish Culture Station (delivered to Ed Weed FCS)
Salisbury Fish Culture Station
Roxbury Fish Culture Station (delivered to Salisbury FCS)
All deliveries of fish feed must be made within (1) month of ordering and deliveries are to be prearranged
between the Contractor and VFWD. The Contractor must notify the receiving facility at least 24 hours prior
to delivery. Shipments are to be unloaded between the hours of 8 am to 2 pm, Tuesday thru Thursday.
Any delivery made at other times will not be unloaded unless specifically prearranged with the receiving
facility. It is the responsibility of the Contractor to ensure that their selected feed shipping agents are
informed of and adhere to the terms and conditions of this contract. To ensure the prevention of the
transmission of fish or aquatic pathogens it is a requirement that no other fish, shellfish, crustacean or
other aquatic organism or byproduct of the above be shipped with the fish feed designated for VFWD
facilities. VFWD will be notified of any modifications of order delivery such as product delivery, shipping
weight restrictions etc. If any feed size replacements or substitutions are made, the receiving facility
supervisor is to be informed so that confirmation can be made as to whether to accept or reject the
substitution prior to loading and shipment.
3.6. PRODUCT COMPONENTS: The Contractor must provide a nutritionally complete diet with appropriate
pellet and/or crumble sizes (0-12mm) to satisfy the growth and development needs of salmonids through
fry, fingerling, yearling, and broodstock life stages and walleyes through the fingerling stage. All pelleted
fish feed is to be extruded. A certified manufacturing designation (e.g., ISO 9001) and proven experience
with diets for trout, salmon and walleye are preferred.
The feed label must list all ingredients printed legibly using the official Association of American Feed
Control Officials (AAFCO)-defined ingredient name or common or usual name of the ingredient. The first
five ingredients must be listed in decreasing order of percentage of diet. Fishmeal should be the first
ingredient. No type of chicken-by-product should be listed in the first five ingredients.
Diets must contain greater amounts of omega-3 (1.5%>) than omega-6 fatty acids. The diet must contain
linolenic acid, docosahexaenoic acid and eicosatetraenoic acid. Diets must contain products that use
polyunsaturated fatty acids obtained from whole fishmeal meeting the IFFO standards rather than plant oil
sources. Dietary oils must remain soluble at ambient winter hatchery water temperatures and cannot form
lipid plaques on raceway walls, clog screens, or foul wastewater treatment equipment.
The Contractor will provide VFWD with a statement regarding the availability of both floating and low
phosphorus salmonid diets.
The Contractor will provide VFWD with assurance that fishmeal is obtained from a source that abides by
the Global Standard for Responsible Supply as developed by the International Fishmeal and Fish Oil
Organization (IFFO). Herring fishmeal is preferred. The Contractor must disclose the percentage of plant
protein sources being used in the formulation of the diets. Diets greater 3.0mm must be available with 40 -
60 PPM astaxanthin or 75 PPM canthaxanthin.
The Contractor should use
* only fishmeal with crude protein >68%
* only fishmeal with histamine level <1200 PPM
* fishmeal with pepsin solubility >92%
The Contractor will provide the most updated feed analysis sheet for each feed type and size contracted
for, listing the percentages of the ingredients incorporated in the formulated diet. Information to include
%protein, %fat, %fiber, %ash, %moisture, %carbohydrate, %phosphorous, as well as any vitamins,
minerals, or additional additives the types and levels. Diets must contain sufficient antioxidants to prevent
degradation of lipids and vitamins during shelf life. If feed ingredient levels or percentages change during
the contract period, VFWD will be notified and an updated analysis sheet will be provided.
Starter diets for trout and salmon must use all fish meal fish oil diets, added beta glucans, nucleotides and
natural astaxanthin (panaford) to provide additional nutritional support during early rearing.
Broodstock diets for trout and salmon must be available in slow sinking and mixed sinking/floating
formulas in sizes 4.0mm - 12.0mm. Broodstock diets are preferred to be high in fish meal and fish oil with
astaxanthin formulations of 60 ppm - 75 ppm.
Revised February 13, 2026

3.7. PRODUCT PERFORMANCE: The Contractor will provide sufficient information to VFWD that the trout,
salmon and walleye diets are designed to give the lowest cost of production (feed cost/pounds of fish
produced) by delivering excellent growth rates and low feed conversion rates (goal 1:1 FCR) in salmonid
hatcheries located in latitudes >45 N. Coldwater temperatures (ground water = 42-49 F; surface water
ranges 32 - 75 F) affect the solubility and digestibility of fish diets.
The contract will be awarded based on "Specification Check Sheet" results.
See attached copy (for internal use only and is not to be completed by bidders).
The Contractor will provide an amino acid profile for the separate feed products that match the
requirements for trout and salmon to ensure that the maximum amount of dietary protein is used for
muscle growth, and the least possible amount is converted to body fat or excreted as nitrogenous waste in
hatchery effluent water. Diets that prove to be unpalatable, deliver unacceptable growth rates (based on
three-year average growth rates for that species and location using other diets), result in low feed
conversions, or abnormally decrease water quality (total solids, pH, ammonia levels, or phosphorus levels)
will not be used and may result in termination of contract.
3.8. PRODUCT QUALITY ASSURANCE: The Contractor will provide Hazard Analysis Critical Control Point
(HACCP) documentation (e.g., product temperature, moisture, microbial count, etc.) for products
manufactured under this contract. Product quality assurance will include traceability of fishmeal and fish
oil from the feed compounder back to the producer, all transporters, and any storage facility. Fishmeal
must not contain contaminants, impurities, pathogenic organisms, natural toxins (e.g., nitrosamine,
histamine, cadaverine, putrescine) or mycotoxins. The Contractor will provide written verification that
fishmeal and fish oils are not impure or contaminated. Contaminant concentrations are to be less than
maximum levels expressed by the European Union. VFWD reserves the right to refuse any feed (or be
credited) that arrives with a manufacture date of more than 45 days from delivery date.
3.9. PRODUCT SUPPORT: The Contractor will provide information regarding available product support
including availability and qualifications of local feed representatives, company web-based support, fish diet
feeding training, availability of medicated feeds (FDA-1900 certification), product technical information, and
fish nutrition training printed materials, videos, webinars, etc.
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
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 interests 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
Revised February 13, 2026

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
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.
Revised February 13, 2026

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.
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.
4.9. SUBSTITUTION: Bidders may offer, in their bids, substitutes to items identified by a manufacturer's
number or brand. When offering a substitution, bidder must describe any differences and provide
technical information that will assist in the State's evaluation.
4.10. ENVIRONMENTAL INFORMATION: Bidders are requested to complete the Environmental Information
Form which is included in the Certificate of Compliance for this solicitation identifying the following for each
product being quoted:
a. Percent (%) of recycled content and post-consumer content; and
b. Mercury content certification.
4.11. SAMPLES:
4.11.1. Bidder Supplied Samples: The Commissioner reserves the right to request from the
Bidder/Contractor a representative sample(s) of the Product offered at any time prior to or after
award of a contract. Unless otherwise instructed, samples shall be furnished within the time
specified in the request. Untimely submission of a sample may constitute grounds for rejection of
Bid or cancellation of the Contract. Samples must be submitted free of charge and be accompanied
by the Bidder's name and address, any descriptive literature relating to the Product and a statement
indicating how and where the sample is to be returned. Where applicable, samples must be
properly labeled with the appropriate Bid or Contract reference.
A sample may be held by the Commissioner during the entire term of the Contract and for a
reasonable period thereafter for comparison with deliveries. At the conclusion of the holding period
the sample, where feasible, will be returned as instructed by the bidder, at the bidder's expense and
risk. Where the bidder has failed to fully instruct the Commissioner as to the return of the sample
(i.e., mode and place of return, etc.) or refuses to bear the cost of its return, the sample shall
become the sole property of the receiving entity at the conclusion of the holding period.
4.11.2. Enhanced Samples: When an approved sample exceeds the minimum specifications, all Product
delivered must be of the same enhanced quality and identity as the sample. Thereafter, in the event
of a Contractor's default, the Commissioner may procure a Product substantially equal to the
enhanced sample from other sources, charging the Contractor for any additional costs incurred.
Revised February 13, 2026

4.11.3. Conformance with Sample(s): Submission of a sample (whether or not such sample is tested by,
or for, the Commissioner) and approval thereof shall not relieve the Contractor from full compliance
with the requirements specified in this solicitation. If in the judgment of the Commissioner the
sample or product submitted is not in accordance with the specifications or testing requirements
prescribed in the Bid Specifications, the Commissioner may reject the Bid. If an award has been
made, the Commissioner may cancel the Contract at the expense of the Contractor.
4.11.4. Testing: All samples are subject to tests in the manner and place designated by the Commissioner,
either prior to or after Contract award. Unless otherwise stated elsewhere in this solicitation, bidder
samples consumed or rendered useless by testing will not be returned to the bidder. Testing costs
for samples that fails to meet Contract requirements may be at the expense of the Contractor.
4.12. WARRANTY: The manufacturer shall include with its proposal a written warranty for each product that it
intends to furnish. Warrantees must be based on commercial use, and shall extend fora minimum term
of one (1) year from the date a Product is available for use by the purchaser; however, longer term
warranties are desirable and will be given favorable consideration, all else being equal.
5. ENVIRONMENTAL REQUIREMENTS:
Environmentally Preferable Purchasing (EPP) means the purchase of products and services that have a
lesser or reduced effect on human health and the environment when compared with competing products or
services that serve the same purpose. This comparison may consider raw material acquisition, production,
manufacturing, packaging, distribution, re-use, operation, maintenance, or disposal of the product or service).
The State of Vermont has established specific goals and objectives aimed at providing sound environmental
stewardship, protecting human health, reducing state operating expenses associated with the use and control
of regulated hazardous materials, and reducing potential liability attributable to environmental
impact. Therefore, where applicable, the following environmental criteria shall be considered for all State
purchasing and contracts.
5.1. Recycled Content: The Commissioner of Buildings and General Services may, at his/her discretion, spend
up to 10% more for comparable products that are made of recycled materials. If products made of recycled
materials are to cost more than 10% more than comparable products, the Commissioner shall receive
consent of State entities that are to use the product before completing the order in question.
5.2. Sustainable Products: Bidders are encouraged to provide alternative price quotations on wood or paper
products that are derived from sustainably managed forestlands. Sustainably managed forest lands shall
be defined as those lands enrolled and/or licensed under one of the following third-party certification
programs: Sustainable Forestry Initiative Program, the American Tree Farm System, the Canadian
Standards Association's Sustainable Forest Management System Standards, the Finnish Standard, Forest
Stewardship Council, Pan-European Forest Certification, Swedish Standard, the United Kingdom
Woodland Assurance Scheme or other such credible programs as may be developed and
implemented. Bidders must provide satisfactory documentation of certification with their bid.
5.3. Life-Cycle Cost Evaluation: Life cycle cost analysis shall extend beyond the cost of purchasing, to include
installation, operation, maintenance, durability, and disposal of a particular product.
5.4. Energy Efficiency (Energy Star): Bidders shall provide products that earn the ENERGY STAR and meet
the ENERGY STAR specifications for energy efficiency when applicable. The bidder is encouraged to
visit energystar.gov for complete product specifications and updated lists of qualifying products.
6. 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.
6.1. 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, vendors 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 vendor-confidential information from
entering the public record.
6.1.1. 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
Revised February 13, 2026