AE Gale Meadows Pond Dam Rehabilitation Design Addendum 1

Department of Buildings and General Services Agency of Administration
Office of Purchasing & Contracting
133 State Street, 5th Floor [phone] 802-828-2211
Montpelier VT 05633-8000 [fax] 802-828-2222
http://bgs.vermont.gov/purchasing
SEALED BID
REQUEST FOR PROPOSAL
ARCHITECTURAL AND ENGINEERING SERVICES
FOR THE
GALE MEADOWS POND DAM REHABILITATION DESIGN
235 Gale Meadows Road
South Londonderry, VT
ISSUE DATE: February 11, 2026
BIDDERS' CONFERENCE: March 11, 2026 at 9:00 AM (EST)
QUESTIONS DUE BY: March 20, 2026 at 4:30 PM (EST)
RFP RESPONSES DUE BY: April 6, 2026 at 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: James Meyers, State Senior Purchasing Agent
E-MAIL: BGS.OPCVendorDocs@vermont.gov
Revision Date: October 1, 2024

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 a contract with a qualified Architectural and/or
Engineering firm to provide architectural and engineering design services to rehabilitate an auxiliary
spillway on a dam in South Londonderry, VT, which was damaged in July 2023. Interested firms are
invited to bid on providing architectural/engineering design services described in Section 2 of this RFP.
The Vermont Department of Fish and Wildlife (DFW), in coordination with the Vermont Dam Safety
Program (DSP) is seeking technical and fee proposals from qualified dam safety engineering consultants
experienced with dam inspection, topographic survey, bathymetric survey, wetlands and ordinary high
water delineation, hydrologic and hydraulic (H&H) analyses, dam failure analyses and consequence
estimation, flood inundation mapping, dam hazard potential classification, structural investigation and
assessment, geotechnical investigations and assessment, hydraulic design, geotechnical design,
structural design, permitting, and cost estimation. The subject of this project is Gale Meadows Pond dam
located in Londonderry, Vermont. The dam is owned and operated by the Department of Fish and
Wildlife. Basic dam information and the location of this dam can be found on the Vermont Dam
Inventory:https://dec.vermont.gov/water-investment/dam-safety/VDI. The recently completed
rehabilitation assessment can be found at:
https://outside.vermont.gov/agency/anr/Gale%20Meadows%20Pond%20Dam%20Rehabilitation/Forms/A
llItems.aspx
Gale Meadows Dam is an earth embankment dam with principal spillway, auxiliary spillway, and Low-
Level Outlet (LLO). The dam is classified as a SIGNIFICANT hazard potential. The dam has a total
length of approximately 300 feet and a height of 30 feet. The dam crest is roughly 28 feet wide and has a
thin grass layer and a partial gravel roadway across it. The upstream slope inclination is 2.5 to 3H:1V and
has thick grass covering, with riprap along the shoreline. There is a fishing platform on the right-center
side of the upstream slope. The downstream slope inclination is 3H:1V and is covered by thick vegetation
and some brush. The principal spillway consists of a concrete drop inlet accessed by a metal gated foot
bridge. The outlet barrel is an approximately 5-foot diameter steel pipe encased in concrete discharging
into a large pool. On the upstream side of the concrete riser is a stoplog channel with an invert about 4
feet below the spillway crest and a width of 7.5 feet. In addition, the riser includes a 2-foot square slide
gate LLO located at the base of the structure. The auxiliary spillway is a concrete broad-crested weir on
the left side of the dam, which discharges into a long rock-lined channel and then into the same stream
as the principal spillway. The Gale Meadows Pond Reservoir has a surface area of 195 acres, a normal
storage of 1,338 acre-feet, a maximum storage of 2,714 acre-feet, and a drainage area of 10.5 square
miles. Gale Meadows Dam was constructed in 1965 for wildlife and recreational purposes and is still
used for recreational purposes to this day.
The dam received a UNSATISFACTORY condition rating during the most recent dam safety inspection
(August 4, 2023). The UNSATISFACTORY condition rating was assigned due to substantial erosional
damage to the auxiliary spillway discharge channel located below the concrete weir crest which took
place during the July 2023 Flood event. The damage was so severe that there was a concern that further
auxiliary spillway activation could potentially lead to additional erosion and release of the impoundment.
The DSP worked with the DFW to implement a temporary stabilization of the auxiliary spillway discharge
channel. Construction of the temporary stabilization was completed in December 2023.
Key deficiencies of the dam included:
* Auxiliary spillway discharge channel is vulnerable to extensive erosion during flood flows up to and
including the Inflow Design Flood (IDF).
* Existing hydrologic and hydraulic studies suggest that the dam has inadequate hydraulic discharge
capacity to pass the prescriptive IDF (1,000-yr food) with the required 1.5 feet of freeboard.
In 2025, DFW hired a firm to complete a rehabilitation assessment of the dam and provide the state with
design options for completing permanent repairs. The project provided DFW with conceptual
alternatives, design requirements, data where gaps existed, historic and culture resource analysis,
opinions of probable cost, and other pros/cons to be considered prior to the selection of a preferred
alternative to carry forward to final design and construction. The design alternative selected is
summarized here:
Revision Date: October 1, 2024

This option would be to replace the existing auxiliary spillway weir and rip-rap lined channel
with a cast-in-place concrete chute. A concrete slab is necessary to accommodate high
velocities in the auxiliary spillway channel during the IDF. The channel width would be 100
feet at the upstream apron and gradually taper to a width of about 30 feet at the
downstream end. Although smaller in configuration, the spillway for this alternative would
be more efficient than existing conditions. A finished concrete approach slab would have a
higher weir coefficient than the existing approach, which is obstructed with vegetation.
Concrete energy dissipation blocks would be formed into the downstream end of the slab.
A grouted rip rap plunge pool would also be provided downstream of the chute. Vertical
training walls will guide flow down the chute, ranging between 5 to 10 feet in height. The
maximum expected velocity for this alternative is expected to be around 25 ft/s, which is
within the acceptable range for reinforced concrete channels. Slab subgrade preparation
would be performed by placing a compacted layer of dense graded crushed stone over the
existing rip rap surface. Final design of the spillway will need to consider subslab and
retaining wall drainage, structural design and details and final grading beyond the spillway.
Note that the proposed auxiliary spillway weir length (100-ft) is less than the existing (120-
ft). Therefore, the capacity of the auxiliary spillway is slightly decreased with the proposed
weir. In addition to the auxiliary spillway replacement, this alternative fills a low spot of the
embankment to the right of the auxiliary spillway to have a consistent crest elevation of
1,365.0 ft. With a maximum impoundment level of 1,363.4 ft during the IDF, this will provide
additional freeboard, and satisfy the 1.5 ft freeboard requirement. Since the proposed
auxiliary spillway has a lesser hydraulic capacity than the existing spillway, there are not
expected to be any negative impacts downstream of the dam.
The objective of this project is to hire a firm to provide the following services:
* Design Phase Engineering Services
* Regulatory Permitting Services
* Bid Phase Engineering Services
* Construction Phase Engineering Services
1.2. CONTRACT PERIOD: The State anticipates the start date will be May 18, 2026. The substantial
completion date will be July 1, 2028, Project completion date will be December 30, 2028 and contract
completion date will be July 1, 2029, which includes a one-year warranty period.
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 non-mandatory bidders' conference will be held at the date and time
indicated on the front page of this RFP.
1.5. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFP or
wishing to comment or take exception to any requirements 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: BGS.OPCVendorDocs@vermont.gov. All
emails with questions should include the name of the project in the subject line. Any comments,
questions, or exceptions not raised in writing on or before the last day of the question period are 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 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.
Revision Date: October 1, 2024

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
The primary objective of this project is to provide the state with design, bidding, and construction oversight
services. The following shall be included in the architectural/engineering design firm's scope of work:
2.1. Milestone #1 - Address Data Gaps
2.1.1. Review the 2025 GZA Rehabilitation Assessment Report and identify data gaps which need to be
addressed to be able to design, permit, and construct the selected alternative the rehabilitation
assessment, (Alternative 1). Propose scopes of work and provide estimated costs to address data gaps
(if any). If it is believed a data gap would be best handled during construction, please state such in your
proposal. If there are no data gaps to address, please state such in your proposal.
2.1.2. If planning to address data gaps the scope work shall include:
2.1.2.1. Meeting 1: Meet with the State to confirm whether additional data collection/evaluation
needs to be performed and obtain State approval to address them. Provide meeting minutes.
2.1.2.2. Provide the State with a summary memorandum documenting findings of additional data
collection/evaluation efforts and include recommendations and modifications to pursue State's
preferred design alternative. Provide pertinent data, logs, photos, calculations, supporting
information and digital files.
2.1.2.3. Meeting 2: Discuss the summary memorandum with the State and obtain approval to
proceed to Milestone #2. Provide meeting minutes.
2.2. Milestone #2 - Conceptual to 60% Design
2.2.1. Advance the selected alternative to 60% design status and provide each of the following
deliverables listed below at 60% design level:
2.2.1.1. A complete set of plans;
2.2.1.2. A complete set of technical specifications;
2.2.1.3. A complete control of water plan;
2.2.1.4. Updated opinion of probable cost;
2.2.1.5. A basis of design report which details core principles, calculations, assumptions, design
criteria, codes, standards, and decisions guiding the design of the selected alternative including:
2.2.1.5.1. Reasoning for why key decisions and/or changes from previous iterations of the
design were made.
2.2.1.5.2. Commentary on the constructability of the project;
2.2.1.5.3. Commentary on the ability of the project to comply with regulatory requirements;
2.2.1.5.4. Commentary on the project duration and impacts including any temporary pond
drawdowns;
2.2.1.5.5. A figure showing the temporary shoreline from any proposed drawdowns during
construction.
2.2.2. Provide pertinent data, logs, photos, calculations, supporting information and digital files for
deliverables listed under (2.2.a.).
2.2.3. Meeting 3: Discuss the design with and obtain approval from the State to start coordination with
permitting entities and proceed to Milestone #3. Provide meeting minutes.
2.3. Milestone #3 - 60% to 90% Design
2.3.1. Advance the selected alternative to 90% design status and provide each of the following
deliverables listed below at 90% design level:
2.3.1.1. A complete set of plans;
2.3.1.2. A complete set of technical specifications;
2.3.1.3. A complete control of water plan;
2.3.1.4. Updated opinion of probable cost;
2.3.1.5. An updated basis of design report which details core principles, calculations, assumptions,
design criteria, codes, standards, and decisions guiding the design of the selected alternative
including:
2.3.1.5.1. Updated reasoning for why key decisions and/or changes from previous iterations
of the design were made.
2.3.1.5.2. Updated commentary on the constructability of the project;
2.3.1.5.3. Updated commentary on the ability of the project to comply with regulatory
requirements;
Revision Date: October 1, 2024

2.3.1.5.4. Updated commentary on the project duration and impacts, including any temporary
pond drawdowns;
2.3.1.5.5. Updated figure showing the temporary shoreline from any proposed drawdowns
during construction.
2.3.2. Provide pertinent data, logs, photos, calculations, supporting information and digital files for
deliverables listed under (2.3.a.).
2.3.3. Meeting 4: Discuss the design with and obtain approval from the State to continue coordination
with permitting entities and proceed to Milestone #4. Provide meeting minutes.
2.4. Milestone #4 - 90% to Final Design
2.4.1. Finalize the design of the selected alternative and issue documents for use in permitting, bidding,
and construction. Provide each of the following deliverables listed below at final design and issued for
construction level:
2.4.1.1. Complete set of plans stamped by a Vermont licensed engineer;
2.4.1.2. Complete set of technical specifications stamped by a Vermont licensed engineer;
2.4.1.3. Complete control of water plan stamped by a Vermont licensed engineer;
2.4.1.4. Updated opinion of probable cost;
2.4.1.5. An updated basis of design report which details core principles, calculations, assumptions,
design criteria, codes, standards, and decisions guiding the design of the selected alternative
including:
2.4.1.5.1. Updated reasoning for why key decisions and/or changes from previous iterations
of the design were made.
2.4.1.5.2. Updated commentary on the constructability of the project;
2.4.1.5.3. Updated commentary on the ability of the project to comply with regulatory
requirements;
2.4.1.5.4. Updated commentary on the project duration and impacts, including any temporary
pond drawdowns;
2.4.1.5.5. Updated figure showing the temporary shoreline from any proposed drawdowns
during construction.
2.4.1.5.6. Required submittals for obtaining Dam Order (permit) including a "First Fill" Plan,
Operation and Maintenance Manual, and Emergency Action Plan.
2.4.2. Provide pertinent data, logs, photos, calculations, supporting information and digital files for
deliverables listed under (2.4.a.).
2.4.3. Meeting 5: Discuss the design with and obtain approval from the State to finalize the design and
permit application packages. Provide meeting minutes.
2.5. Milestone #5 - Permits
2.5.1. Prepare and provide complete application packages to obtain all Federal, State, and Local
permits/approvals required to construct the project. Application packages will be signed and submitted
by the dam owner (Vermont Fish & Wildlife Department). Address comments and make revisions to
final design and issued for construction documents as necessary to obtain all required permits and
approvals.
2.6. Milestone #6 - Bid Package
2.6.1. After receiving approval from all required permitting entities, the project will be advertised for
bidding by the State. Assist the State in bidding the project by providing a bid package containing all of
the pertinent final design, permitting, and issued for construction documents.
2.7. Milestone #7 - Bid Phase Services
2.7.1. Provide support at all phases of solicitation, including:
2.7.1.1. Presenting of proposed work to interested contractors;
2.7.1.2. Assisting the State with answering questions;
2.7.1.3. Documenting questions and answers for inclusion in an addendum;
2.7.1.4. Assisting the State with evaluation of proposals from Construction Contractors.
2.7.2. Meeting 6: Attend the Construction Contractor pre-bid meeting, in person at the dam, during bid
advertisement. Provide meeting minutes.
Revision Date: October 1, 2024

2.8. Milestone #8 - Construction Phase Services
2.8.1. Provide qualified onsite Resident Project Representative (RPR) to observe and document
construction activities and meetings for the State with respect to confirm the project is constructed in
accordance with all approved plans, specifications, and permits, and to identify and assist with
resolving construction-related issues. For bidding purposes, please provide pricing in terms of fully
loaded cost per day (8 hours on site, room/board, travel, any other required expenses), not to exceed
an assumed maximum construction period of 12 weeks without additional written authorization from the
State. Assume 1 week is equivalent to 5 working days.
2.8.2. The RPR shall:
2.8.2.1. Have a strong engineering and construction background with dam-specific experience and
the ability to correctly interpret construction contract documents;
2.8.2.2. Be available full-time throughout the duration of construction;
2.8.2.3. Act as liaison between selected Construction Contractor, Engineer of Record and the
State, including but not limited to, assisting with work schedule coordination, meetings, requests
for information, and change orders;
2.8.2.4. Provide a field opinion regarding validity and appropriateness of Construction Contractor
questions, requests for payment, and other requests;
2.8.2.5. Attend work meetings between the State, Engineer of Record, and Construction
Contractor, including but not limited to, meetings regarding bi-weekly progress, substantial
completion, and final completion/project closeout. Take and provide meeting notes to the State
for the project record.
2.8.2.6. Conduct daily on-site observations of the work to ensure compliance with all approved
plans, specifications, and permits.
2.8.2.7. Prepare and provide to the State all required daily field reports including test results,
measurements, and photos;
2.8.2.8. Notify the State as soon as practicable of deviations from the construction schedule and
budget;
2.8.2.9. Notify the State as soon as practicable of unauthorized deviations from the contract
documents;
2.8.2.10. Provide the State with a list of items requiring completion or correction by the Construction
Contractor.
2.9. Milestone #9 - Construction Closeout
2.9.1. After the construction work has been completed, provide closeout documentation within one week
which shall include:
2.9.1.1. Daily construction reports, photographs, test results, meeting notes, and any additional
information required to be submitted to regulatory authorities;
2.9.1.2. Record drawings prepared by the Engineer-of-Record based on as-built information
submitted by the Construction Contractor and the RPR. Such drawings shall clearly document
any deviations from the issued for construction drawings;
2.9.1.3. Written construction report summarizing and documenting the work performed, any design
changes, and the reasoning for those changes;
2.9.1.4. Engineer-of-Record statement that the project has been completed in accordance with the
approved plans and specifications and that, in the Engineer's professional opinion, water may
be safely impounded and the dam placed back into normal operation.
2.9.2. Monitor the restoration and "first fill" of the normal water level over the course of five site visits
(three during filling and two after water level has been restored), documenting any findings or concerns
in a memorandum to the State.
Revision Date: October 1, 2024

2.10. PROPOSED PROJECT SCHEDULE:
Project Event Date
Award Contract April 27, 2026
Project Start May 18, 2026
Design Completion May 1, 2027
Bidding of Construction August 1, 2027
Construction Substantial Completion July 1, 2028
Contract Completion (includes 12-month construction warranty period) July 1, 2029
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.
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.
3.1.3. Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the State
withhold a percentage of the total amount payable for some or all deliverables, such retainage to be
payable upon satisfactory completion and State acceptance in accordance with the terms and
conditions of the contract
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 RFP. The State of Vermont reserves the right to obtain
clarification or additional information necessary to properly evaluate a proposal. Failure of vendor to
respond to a request for additional information or clarification could result in rejection of that vendor'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. 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.
3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The
Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following
provisions and requirements.
3.3.1. Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate section
in the attached Certificate of Compliance for purposes of self-reporting information relating to past
violations, convictions, suspensions, and any other information related to past performance relative to
coding and classification of workers. The State is requiring information on any violations that occurred
in the previous 12 months.
Revision Date: October 1, 2024

3.3.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that
upon award of contract, and prior to contract execution, the State shall be provided with a list of all
proposed subcontractors and subcontractors' subcontractors, together with the identity of those
subcontractors' workers compensation insurance providers, and additional required or requested
information, as applicable, in accordance with Section 32 of The Vermont Recovery and
Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing
supplies only and no labor to the overall contract or project. This list MUST be updated and provided
to the State as additional subcontractors are hired. A sample form is available online at
http://bgs.vermont.gov/purchasing-contracting/forms . The subcontractor reporting form is not
required to be submitted with the bid response.
EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:
3.3.3. 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 RFP.
3.3.4. 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.
3.4. METHOD OF AWARD: Awards will be made in the best interest of the State. 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 first to resident bidders of the state and/or to products raised or manufactured in the state, and
then to bidders who have practices that promote clean energy and address climate change, as identified in
the applicable Certificate of Compliance.
3.4.1. Scoring: Scoring by the Selection Committee members will be based on the cumulative point score
of the evaluation criteria assigned by the Selection Committee. This score will be converted to an
ordinal scoring system (majority rule). This contract will be awarded to the firm receiving the majority
of 1st place votes resulting from the conversion, subject to the approval of the Commissioner of
Buildings & General Services.
3.4.2. Evaluation Criteria: The selection will be based on the following criteria. As these are the evaluation
criteria upon which the selection will be based, proposals should respond to each criterion in a well-
organized manner and in the order in which they are listed. Respond to each criterion but restrict
information to that requested. Unorganized, non-responsive, or excessive irrelevant information will
impede our review of your proposal and could adversely affect the score for one or more criteria. Non-
responsive proposals will result in disqualification. All questions MUST be answered.
CRITERIA WEIGHT MAXIMUM POINTS WEIGHTED TOTAL
1. Strength of Project Team 3 10 30
2. Project Approach 3 10 30
3. Fee Structure/Price Schedule 3 10 30
4. References 1 10 10
TOTAL 100
3.4.3. Criterion 1: Strength of Project Team (of proposing firm and sub-consultants)
3.4.3.1. Provide a list of comparable projects performed during the past five (5) years and describe
nature and scope of design for each project. Include start and end dates for the projects; it is
Revision Date: October 1, 2024

acceptable that two of the projects be in the construction phase; however, the remaining three
should be completed projects.
3.4.3.1.1. All sub-consultants shall also meet this requirement.
3.4.3.2. Has the team worked together in the past five years on projects that are similar in size, type
and complexity? If so, provide a list of the projects, cost, completion date, and team members,
who worked on those projects using the template provided entitled "Project Team Collaboration
Chart."
3.4.3.3. Who will take the lead for the project? What makes this individual qualified to lead?
3.4.3.4. Who will represent the team in the field?
3.4.4. Criterion 2: Project Approach
3.4.4.1. Identify how you will approach this project from Programming through Construction
Administration.
3.4.4.2. Demonstrate that the firm and their team have a solid understanding of the technical aspects of
the project.
3.4.4.3. Demonstrate that your firm has sufficient staff to perform in a timely manner and is able to make
the necessary time commitment required to produce drawings and documents to meet the
schedule.
3.4.4.3.1. Provide a detailed evaluation of the proposed schedule (e.g., will this schedule
present a challenge? Can the schedule be shortened?). Provide a revised schedule
based on your proposed changes.
3.4.4.4. Identify any difficulties that might be expected and how you will address those difficulties.
3.4.5. Criterion 3: Fee Structure/Price Schedule:
3.4.5.1. Are the parts and the sum on the Price Schedule reasonable and competitive based on the
information submitted under Project Approach?
3.4.5.2. The firm should provide a breakdown of total estimated staff hours and costs for each phase of
the project, from programming through construction administration, using the template provided
entitled "Design Team Hours and Fee Per Phase." Hourly rates for each team member,
including sub-consultants, should also be included.
3.4.5.3. The firm should indicate any additional tasks that could be required and their estimated costs.
The firm should also itemize anticipated reimbursable expenses associated with these tasks
and itemize their unit cost. All unit costs shall be fully burdened; no additional percentages or
multipliers may be added.
3.4.5.4. Are the hourly rates and expenses itemized for additional services reasonable, complete and
clear?
3.4.6. Criterion 4: References:
3.4.6.1. Provide at least five (5) client references with name of contact, telephone number(s) and
summary of architectural and/or engineering work provided. Client references should not
include employees of the State of Vermont.
3.4.6.1.1. All sub-consultants shall also meet experience requirement in respective field and
provide three (3) client references for each sub-consultant.
3.4.6.2. References must be recent (within the last 36 months) and familiar with you firm's work product.
3.4.6.3. Firm should choose client references that were involved in work products similar to this RFP.
Revision Date: October 1, 2024

IMPORTANT NOTE: Criterion 3 is being evaluated based on "value", It is important that all requested
information, i.e., rates, hours, etc., be provided. Failure to provide the detailed required information may
result in a lower evaluation of the fee and could or may result in the disqualification of the proposal.
3.5. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or more
Vendors 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 the State is not
successful in negotiating a contract with a selected vendor, the State reserves the option of negotiating with
another vendor, or to end the proposal process entirely.
3.6. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation
of a response to this RFP and shall be responsible for all expenses associated with any presentations or
demonstrations associate with this request and/or any proposals made.
3.7. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including
the Standard Contract Form, Attachment C and Attachment D as attached to this RFP for reference. The
contract will obligate the bidder to provide the services and/or products identified in its bid, at the prices
listed.
3.7.1. Business Registration. To be awarded a contract by the State of Vermont a vendor (except an
individual doing business in his/her own name) must be registered with the Vermont Secretary of State's
office Vermont Secretary of State - Business Services Division and must obtain a Contractor's Business
Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/.
3.7.2. The contract will obligate the bidder to provide the services and/or products identified in its bid, at the
prices listed.
3.7.3. Payment Terms. All invoices are to be rendered by the Contractor on the vendor's standard billhead
and forwarded directly to the institution or agency ordering materials or services and shall specify the
address to which payments will be sent. Payment terms are Net 30 days from receipt of an error-free
invoice with all applicable supporting documentation. 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.
3.7.4. 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. 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.
4.1. 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,
and so marked. 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.
4.1.1. Disclosure under Public Records Act. All information received by the State in response to this
RFP will become part of the contract file and subject to Vermont public records law. Responses by
any proposer may become available to the public once a contract has been executed or otherwise
following conclusion of this procurement process, in accordance with the State's Public Records Act,
1 V.S.A. 315 et seq., or the State may choose to publicly post them.
Revision Date: October 1, 2024