RFP FIRE PUMP SIMULATOR

Location:	Vermont
Posted:	Jan 9, 2026
Due:	Jan 16, 2026
Agency:	State of Vermont
Type of Government:	State & Local
Category:	43 - Pumps and Compressors N - Installation of 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

FIRE PUMP SIMULATOR

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

January 9, 2026

January 13, 2026– 10:00 AM (EST)

January 16, 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

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 SOLICITATION.

STATE CONTACT:

E-MAIL:

Bill Vivian, State Purchasing Agent II

SOV.ThePathForward@vermont.gov

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 a Fire Pump Simulator.

1.2. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of one (1) year.

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 questions 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: 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: The State of Vermont Fire Academy is seeking bids on a Fire Pump Simulator

that meets or exceeds the following specifications: Bidder Please Note – substitutions to these

specifications will NOT be accepted.

2.1. Optional Items

2.1.1.Bidders may offer optional items, but those must be quoted separately. See section 2.4 for optional

items the State will consider.

2.2. Product Specifications - The pump simulator must meet the following specifications:

2.2.1.Be a true-to-size generic replica of a top-mount fire pump panel and be housed in a free-standing

cabinet. To achieve our educational and training objectives, the product submitted must be a “top-

mount fire pump simulator.” All language, photographs, and specifications associated directly with

items in the bid must apply specifically to a top-mount fire pump panel. Bids designed for a side-

mount fire pump panel, or bids in which side-mount panels or items represented on side mount

panels are used as stand-ins for top-mount panels or as stand-ins for specific items cited in our

request will not be accepted.

2.2.2.Provide students with realistic, software-modeled simulations of pumping situations without having to

pump actual water. A description of scenario-building capabilities must be included, and the

expectation is that scenarios can be built using the operational software of the simulator.

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2.2.3.Include tangible, physical components (including lights and valve and throttle controls) as well as

digital displays that mimic pumping apparatus. Bidders must specify in their proposal a complete

listing of all standard features associated with their top-mount pump panel. In addition, bidders must

specify the weight of the unit, and they must include diagrams or other visuals that specify the

precise, measurable dimensions of the top-mount panel, as well as the positioning of any additional

monitors, displays, or podiums.

2.2.4.Allow for instructor interactions with the student via digital control as well as proximate contact.

2.2.5.Be powered by a standard 115v / 15amp power source.

2.2.6.Be easily transportable into and out of trailers and classrooms by no more than two individuals.

2.2.7.Include complete manufacturer’s operations and maintenance manuals.

2.2.8.A scene display monitor for students use depicting fireground situations such as water supply and

hose deployment. Bidder must specify in their proposal the size and location of this monitor relative to

the panel, as well as the types of technical information, imagery, or scenarios made available in real

time to students through the monitor.

2.2.9.LED flow indicators inset into analog discharge pressure gauges.

2.2.10. A simulated display depicting an in-cab PTO lever and parking brake by which students can mimic

the in-cab steps associated with applying a vehicle’s parking brake and shifting from “road” to “pump”

and back again.

2.2.11. A transportation package designed to allow the Vermont Fire Academy to transport the unit safely

over the road in a cargo trailer through the use of vibration protection, reinforced framing or

components, tie-down options, and any other protective coverings or housings. This does not include

the provision of a cargo trailer. Bidder shall specify in their proposal what items are included in this

transportation package and elaborate individually on how each item contributes to the safe

transportation of the unit over the road while in a cargo trailer.

2.2.12. An air-priming system controlled physically via hardware mounted on the panel.

2.2.13. A separate, electro-mechanical, panel-mounted Engine Control Unit with OEM options and a

vernier throttle.

2.2.14. A physical, tank-water-level indicator using bulb lighting in green, yellow, and red, and mounted

separately on the panel.

2.3. INSTALLATION AND TRAINING:

2.3.1.On-site installation / set-up services provided by a qualified manufacturer’s representative.

2.3.2.Operations and maintenance training provided by a qualified manufacturer’s representative within the

first year after purchase.

2.4. Optional items – Bidder may provide as part of their bid the following options. These are not

required items. If providing optional items with your bid, they must be itemized with a per-option

cost:

2.4.1.A radio intercom system with two headsets allowing for direct communication between student and

instructor.

2.4.2.Advanced instructor training provided by a qualified manufacturer’s representative.

2.5. Delivery - All items must be delivered to the Vermont Fire Academy at 93 Davison Drive in Pittsford, VT

with all necessary and complete supporting documentation (see section 3.1 for terms). The complete order

and a correct invoice must be delivered no later than July 15, 2026.

2.5.1.No product or invoice associated with this bid opportunity can be accepted after this date due to

federal funding limitations. Failure to deliver by this date will result in cancellation of the order.

Bidders must specify an estimated delivery after receipt of order (ARO) as part of their their

proposals.

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2.5.2.Bidders must initial Price Schedule in the provided area signifying that they can meet or exceed the

July 15, 2026 delivery deadline.

2.6. Payment Terms - Payment terms are Net 30 days from the date the State receives an error-free invoice

with all necessary and complete supporting documentation.

2.7. SOFTWARE AND/OR HARDWARE

2.7.1.Information Security Requirements: In cases where the State is not permitted to manage/modify

the automation equipment (server/computer/other) that controls testing or monitoring devices, the

Contractor agrees to update and provide patches for the automation equipment and any installed

operating systems or applications on a quarterly basis (at minimum). The Contractor will submit a

report to the State of updates installed within 30 days of the installation as well as a Plan of Actions

and Milestones (POA&M) to remediate any vulnerabilities ranging from Critical to Low. The

contractor will provide an upgrade path or compensatory security controls for any operating systems

and applications listed as beyond “end-of-life” or EOL, within 90 days of the EOL and complete the

EOL system’s upgrade within 90 days of the approved plan.

2.7.2.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

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that

Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment

pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be

honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless

otherwise requested by the State. No charge for packing, shipping, or for any other purpose will be

allowed over and above the price quoted.

3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of

materials and/or services required.

3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response

to this solicitation.

3.2. 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.

3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final

selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a

BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum

qualification requirements and/or have not been eliminated from consideration during the evaluation

process.

3.2.2.Presentation. 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.

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3.3. CONFLICTS OF INTEREST:

3.3.1.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.

3.3.2.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.

3.3.3.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.

3.4. 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.

3.5. 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.

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

3.5.2.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)

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

3.6. 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.

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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 FIRE PUMP SIMULATOR	01/13/2026 10:00AM		01/16/2026 04:30PM

RFP FIRE PUMP SIMULATOR

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