FPR Mirror Tags and Customer Survey Cards

Location:	Vermont
Posted:	Mar 18, 2026
Due:	Mar 23, 2026
Agency:	State of Vermont
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
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

FPR Mirror Tags and Customer Survey Cards

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

March 9, 2026

March 16, 2026 – 4:30 PM (EST)

March 23, 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:

E-MAIL:

Stefanie Malmstein, State Commodity Procurement Administrator

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 FPR Mirror Tags and Customer Survey Cards.

1.2. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of two years 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 May 1, 2026.

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.

2. DETAILED REQUIREMENTS:

2.1. Vermont State Park Mirror Hang tag and Customer Survey Website Link Card for Camping and Day Use.

QR Code Online Survey Format.

2.1.1.Quantities: Estimated between 100,000-500,000 each per year. Will be ordered in quantities of 1,000

as needed with a minimum order of 10,000. A larger order is generally placed annually in mid-winter.

2.1.2.Minimum Order 10,000 per color to any one of the four shipping destinations: Killington VT, Rutland

VT, Essex Junction VT, and Barre VT.

2.1.3.Version #1: Mirror Tag Customer Camping Survey Card – Color 1

2.1.4.Version #2: Mirror Tag customer Day Use Survey Card – Color 2

2.1.5.The two cards are identical in material and layout but will have different colors on the front, and

different date text on the front. The back is identical. Trim Size: 7.5 inches x 4 inches

2.1.5.1. Stock: 65# Rolland, White Recycled, 50% Post Consumer Content

2.1.5.2. Colors:

2.1.5.2.1.

Front: one Pantone color

2.1.5.2.2.

Back: QR code and text in black

2.1.5.3.

Finishing: Punched Hole between 1 and 1.25 inches with cut slit to hang from car rear-view

mirrors

Revised February 13, 2026

Page 2 of 23

2.1.5.4.

Printer to Convert Copy of Front and QR Code Panel from Customer Suppled Copy and

Sample.

2.1.5.5.

Proofs: Sample or finished product to be supplied and approved by Emily White

(Emily.white@vermont.gov) before production run. Finish sample print or QR on stock to

be used in production run will be required for testing prior to production run.

2.2. PRODUCTION CONDITIONS FOR PRINTING

2.2.1.Paper Stock:

2.2.1.1.

Production costs and conditions must be based on the paper stock(s) stated in

specifications or functional equivalent regarding quality, recycled content, and

performance.

2.2.2.Quality Control:

2.2.2.1.

All work shall be performed by the contractor in accordance with the specifications in a

thoroughly first-class manner and must be satisfactory to the agency. Presswork shall be

first grade, producing a clear, sharp impression.

2.2.2.2. All cost for the movement of proofs and/or copy shall be the responsibility of the contractor.

2.2.2.3.

All disputes or problems between the agency and contractor that cannot be settled at the

agency level shall be referred to the Office of Purchasing and Contracting.

2.2.2.4. Unless otherwise stated, the state will not accept overruns.

2.2.3. Packaging:

2.2.3.1.

Mirror tags need to be banded in easily handled quantities and packed in boxes weighing

no more than 20 pounds clearly labeled with contents and quantity.

2.2.3.2.

All printed matter must be securely wrapped in paper or other material of adequate

strength to protect the contents from damage, and the packages shall be sufficiently tight

to keep out dust.

2.2.3.3.

Packages or containers shall be approximately uniform in size and convenient for handling

and shall contain equal numbers of copies, when applicable.

2.2.3.4.

Each package must be marked with a description of the printed materials, quantity, and

name of the department ordering the work, and printing order number. The quantities

stated on the labels must coincide with the quantities in the packages.

2.2.3.5.

If any job is rejected because of error attributable to the contractor, the contractor shall

promptly reprint the job without any additional charges to the agency.

2.2.4. Delivery:

2.2.4.1.

Individual orders will be allocated and must be packaged and shipped directly to up to 4

locations in Killington, Rutland, Essex Junction and Barre, Vermont.

2.2.4.2.

Receiving locations are not staffed daily. The State requires 48 hours’ notice to contact

person prior to delivery to each location.

2.2.4.3.

All completed work must be delivered in good order to the designated location(s) and at the

contractor's expense.

Revised February 13, 2026

Page 3 of 23

2.2.4.4.

2.2.4.5.

Delivery terms shall be FOB delivered.

It is agreed by the parties hereto that delivery by the contractor to the common carrier does

not constitute delivery to the state. Any claim for loss or damage shall be between the

contractor and the carrier(s).

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. Prices quoted for printing are to include printing, binding,

wrapping, and packaging.

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.

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:

Revised February 13, 2026

Page 4 of 23

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.

3.7. 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.

3.8. 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. If IT

Attachment D is included in this solicitation, terms may be modified based upon the solution proposed by

the Bidder, subject to approval by the Agency of Digital Services.

3.8.1.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 Business Filings - Vermont Secretahttps://sos.vermont.gov/business-services/business-

filings/ry of State and must obtain a Contractor’s Business Account Number issued by the Vermont

Department of Taxes http://tax.vermont.gov/ .

Revised February 13, 2026

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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
FPR Mirror Tags and Customer Survey Cards	03/16/2026 04:30PM	FPR Mirror Tags - Questions & Answers (03/17/2026 04:30PM)	03/23/2026 04:30PM