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

Location:	Vermont
Posted:	Nov 25, 2024
Due:	Dec 20, 2025
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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Contract Administration

Barre City Place

219 North Main Street, Suite 105

Barre VT 05641

October 30, 2024

State of Vermont

Agency of Transportation

Finance & Administration

[phone] 802-622-1285

[fax] 802-479-5500

http://vtrans.vermont.gov/

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

Middlebury Airport, Middlebury, Vermont

The Rail and Aviation Bureau of the Policy, Planning and Intermodal Development Division of the Vermont

Agency of Transportation, hereinafter referred to as VTrans, 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 (1) Aviation Gas (AvGas)

12,000-gallon storage tank, one 20-gallon (minimum) stainless steel fuel recovery tank system including

electrical pump for circulation of recovered fuel back into the main tank, fuel management system, and all

supporting components and incidentals necessary to complete installation.

This RFP will result in a single award.

All work will be accomplished in accordance with the following:

• Scope of Work (SOW) dated October 21, 2024;

• Attachment C: Standard State Provisions for Contracts and Grants dated October 1, 2024

• 2020 General Terms and Conditions for Contracts and Services

all of which are attached hereto, in addition to all applicable local, state and federal regulations.

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

All questions related to this RFP shall be forwarded to Caryn Pletzer, AOT Contract Administration, in

writing, by e-mail at caryn.pletzer@vermont.gov . All such questions and requests shall be received no later

than 2:00 p.m. on Wednesday, November 13, 2024. VTrans will not be bound by any oral communications.

All questions or requests for clarification received will be documented and answered after this date.

Communication with other VTrans personnel regarding this RFP is prohibited and may result in the rejection

of your proposal.

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 Agency of Commerce &

Community Development (ACCD), Department of Economic Development (DED), APEX Accelerator. The

Vermont APEX Accelerator (formerly The Procurement Technical Assistance Center (PTAC)) 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/ptac

Proposers’ Conference: There will not be a mandatory or optional pre-bid meeting.

RFP Aviation Fuel Storage and Dispensing System and Installation Services Middlebury Airport, Middlebury, Vermont

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Addendums(s) / Modifications. In the event that it becomes necessary to revise, modify, clarify, or otherwise

alter this RFP, including VTrans’ responses to questions and requests for clarification, such

addendum(s)/modification(s) shall be posted to the VTrans Contract Administration website.

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

They will be posted on the VTrans Contract Administration website at:

https://vtrans.vermont.gov/contract-admin/bids-requests/services

Reservation of Rights. All proposals become the property of VTrans 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 VTrans’ discretion. VTrans 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 VTrans. This solicitation of proposals in no

way obligates VTrans to award a contract.

Exceptions to Terms and Conditions. The proposer must state in the business 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: VTrans intends to select one (1) Contractor to perform these services under a

contract. VTrans will enter into a contract, with a contract completion date of June 1st, 2026 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. 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.

For sub-contractors not named in the proposal, utilization of sub-contractor personnel will require written

approval by VTrans prior to the sub-Contractor performing any work under the contract. Please see additional

information regarding this process under the sub-contractor section within the Proposal Technical Format and

Content.

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.

RFP Aviation Fuel Storage and Dispensing System and Installation Services Middlebury Airport, Middlebury, Vermont

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Confidentiality. 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 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.

Proposal Instructions – General

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 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 e-mail.

Please submit your request for a user account by e-mailing the single point of contact listed above. Your subject

should state “FTP Account Proposal Submit Request for Middlebury Fuel Storage Installation Services”.

You will then receive guidance on uploading your proposal and a user account will be provided by separate e-

mail(s). Please submit your request 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).

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

ProposalType_CompanyName_RFP Title

• TechnicalProposal_ABConsulting_ MiddleburyFuelStorageInstallationServices

• CostProposal_ABConsulting_MiddleburyFuelStorageInstallationServices

Submit your proposals to the Office of Contract Administration, Agency of Transportation, via the provided

FTP site, prior to 2:00 P.M., on Wednesday, November 27, 2024.

Technical Proposal Format and Content

The proposal shall not exceed nine (9) single sided pages. 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.

RFP Aviation Fuel Storage and Dispensing System and Installation Services Middlebury Airport, Middlebury, Vermont

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The nine (9) pages shall include information as required below:

Proposal Substantive Content

In tabbed and labeled sections, please provide the following elements:

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 proposer’s

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

objectives. The proposer must discuss the proposer’s 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 VTrans’

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: The key personnel identified in the proposal are considered by VTrans 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

VTrans 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 VTrans’ written consent.

D. Subcontracts.

A. Identify all subcontracts proposed, and provide the following information:

(1) Company name of each sub-contractor, or individual name in the case of independent

Contractors

(2) Names of each sub-contractor principals and/or corporate officers

(3) Resumes of each sub-contractor’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 sub-contractor

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

NOTE: Fully executed sub-agreements must be in place for each sub-contractor prior to the sub-contractor

performing any work under this contract. Any changes to or the addition of new sub-contractors 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 sub-contractor, a description of their services, any

certifications or special licensing the individual holds that is pertinent. All sub-contractors that the proposer

anticipates utilizing under the contract should be included with the initial proposal. Changes to sub-contractors

and the addition of new sub-contractors should be the exception and be on a limited basis.

RFP Aviation Fuel Storage and Dispensing System and Installation Services Middlebury Airport, Middlebury, Vermont

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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.

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 VTrans

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.

VTrans reserves the right to discuss the Proposer’s past performance with any VTrans 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.

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

RFP Aviation Fuel Storage and Dispensing System and Installation Services Middlebury Airport, Middlebury, Vermont

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

REQUEST FOR PROPOSALS (RFP'S)	QUESTIONS DUE	ADDENDUMS	PROPOSALS DUE
Aviation Fuel Storage and Dispensing System and Installation Services Middlebury Airport, Middlebury, Vermont	11/13/2024	Addendum #1 RFPChange1_MiddleburyFuelFarmInsall2025.pdf	12/20/2025 REVISED