Wildland Fire Engine (NWCG Type 6)

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
Wildland Fire Engine (NWCG Type 6)
ISSUE DATE April 27, 2026
QUESTIONS DUE May 1, 2026 - 9:00AM (EST)
RFP RESPONSES DUE BY May 14, 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 WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS
ASSOCIATED WITH THIS SOLICITATION.
STATE CONTACT: Bill Vivian, State Purchasing Agent II
E-MAIL: 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 type 6 fire engine apparatus.
1.2. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of 2 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 May1, 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.
DETAILED REQUIREMENTS: Bidders must note: There are three areas where substitutions will NOT be
considered:
* The apparatus must be built on a Ford F550 cab and chassis as specified. No substitutions to the make or
model of the cab and chassis will be accepted.
* The auxiliary pump must be a Waterax BB-4 powered by a Kubota Diesel Engine. No substitutions to the
make or model of the pumpwill be accepted.
Substitutions will be considered in all other areas of the build specifications. When offering a substitution, bidder
must describe any differences and provide technical information that will assist in the State's evaluation.
2. The State of Vermont Agency of Natural Resources - Forrest, Parks and Recreations (FPR) as seeking bids for
one (1) Wildland Fire Engine (NWCG Type 6) Defined by National Wildland Coordinating Group (NWCG) that
meets or exceeds the specifications outlined in Exhibit A - Specifications.
2.1. SERVICES
2.1.1. Bidders must note Although services are not part of this solicitation and will not be part of any
resulting agreement, bidders must provide as part of their bid the closest service location to 111
West Street Essex Junction, VT 05452 The intent of this specification is to ensure that in the event
warranty or non-warranty work needs to be performed, there is a location capable of performing that
service.
2.2. DOCUMENTATION
2.2.1. As part of their bid, bidders must provide all relevant documentation demonstrating the specifications
of the equipment they are providing in their bid. These documents must include but is not limited to
relevant photos and cut sheets.
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2.3. INSPECTION, APPROVAL, ACCEPTANCE AND PAYMENT MILESTONES
2.3.1. The awarded bidder agrees to allow a representative or representatives from the Department of
Forest Parks and Recreation (FPR) to perform at a minimum four (4) inspections of the vehicle at the
contractor's location, the date and time of which will be mutually agreed upon.
2.3.2. The awarded bidder must provide allow for four (4) mandatory inspection and approval points during
the design, manufacture, and delivery of one (1) Wildland Fire Engine (Type 6). Advancement to
subsequent phases and release of associated payments shall not occur without written approval from
the State of Vermont ("State" or FPR).
2.3.3. PRE-CHASSIS ORDER / DESIGN APPROVAL - Payment Milestone: 10% of Total Contract Price
2.3.3.1. Prior to ordering the chassis, the awarded bidder must submit final design documents for
State review and approval and shall participate in a design review inspection if requested by the
State.
2.3.3.2. The awarded bidder must not order the chassis until written approval is issued by the
State.
2.3.3.3. Upon written approval, the awarded bidder must invoice the State for ten percent (10%) of
the total contract price.
2.3.4. BUILD-STAGE INSPECTION (PRE-PAINT) Payment Milestone: 30% of Total Contract Price
(Cumulative 40%)
2.3.4.1. The State reserves the right to conduct an inspection during construction after major body
components and systems are installed and prior to paint and graphics.
2.3.4.2. Any deficiencies identified must be corrected prior to proceeding, at no additional cost to
the State.
2.3.4.3. Upon written approval, the awarded bidder must invoice the State for thirty percent (30%)
of the total contract price.
2.3.5. PAINT AND GRAPHICS APPROVAL Payment Milestone: 30% of Total Contract Price (Cumulative
70%)
2.3.5.1. Prior to final completion of paint and graphics, the awarded bidder must submit paint and
graphics for State review and approval and must provide access for inspection if requested.
2.3.5.2. Final paint and graphics must not be completed without written approval from the State.
2.3.5.3. Upon written approval, the awarded bidder must invoice the State for thirty percent (30%)
of the total contract price.
2.3.6. PRE-DELIVERY / FINAL ACCEPTANCE INSPECTION Payment Milestone: 30% of Total Contract
Price (Cumulative 100%)
2.3.6.1. Final inspection and acceptance must occur prior to final payment.
2.3.6.2. Final payment of thirty percent (30%) must be contingent upon successful inspection and
written acceptance by the State.
2.3.6.3. Total payments shall not exceed one hundred percent (100%) of the total contract price.
2.3.6.4. In the event the awarded bidder fails to provide a product that meets the specifications
provided to the contractor by the State, the awarded bidder must agree to provide to the State a
refund of any payment provided.
2.3.6.5.
2.3.7. CHASSIS PASS-THROUGH PAYMENT
2.3.7.1. Notwithstanding the milestone payments above, the State may, at its sole discretion,
authorize a one-time chassis pass-through payment subject to the following conditions:
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2.3.7.2. ELIGIBILITY FOR CHASSIS PASS-THROUGH PAYMENT
2.3.7.2.1. Written approval of the Pre-Chassis Order / Design Approval milestone
2.3.7.2.2. Documentation confirming the chassis has been ordered and accepted by the
manufacturer
2.3.7.2.3. An invoice itemizing the actual invoiced cost of the chassis only, with no markup
2.3.8. LIMITATIONS FOR CHASSIS PASS-THROUGH PAYMENT
2.3.8.1.1. The chassis pass-through payment shall not exceed the actual invoiced cost of the
chassis, up to a maximum of twenty percent (20%) of the total contract price
2.3.8.1.2. Any pass-through payment shall be credited against subsequent milestone
payments and shall not increase the total contract price
2.3.9. TITLE AND RISK
2.3.9.1. Payment does not constitute acceptance
2.3.9.2. Title to the chassis must transfer to the State upon payment
2.3.9.3. The awarded bidder retains full responsibility for the chassis and completed apparatus
2.3.10. OFFSET PROVISION
2.3.10.1. Any chassis pass-through payment must be deducted from the next eligible milestone
payment(s) until fully offset
2.3.10.2. Final payment remains contingent upon final acceptance by the State
2.4. REMOTE INSPECTION PROVISION
2.4.1. At the State's discretion, any inspection may be conducted remotely, in whole or in part, using live
video, photographs, or electronic documentation acceptable to the State. Remote inspection shall not
limit the State's right to require an in-person inspection at any time.
2.5. DELIVERY
2.5.1. The awarded bidder must supply a fully complete, serviceable and ready-to-use vehicle which must
be delivered on or before April 1, 2027, or sooner. The State of Vermont prefers not to take delivery
of the vehicle between November 15, 2026, through March 1, 2027.
2.5.1.1. As part of their bid, bidders must sign in the area designated on the Price Schedule
signifying their ability to meet or exceed the delivery deadline as outlined herein.
2.5.1.2. As part of their bid, bidders must provide a estimated delivery date after receipt of order
(ARO).
2.6. SOFTWARE AND/OR HARDWARE
2.6.1. 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.
2.6.2. 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:
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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.
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
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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.
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 https://sos.vermont.gov/corporations/registration/ and must obtain a Contractor's
Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ .
3.8.2. The contract will obligate the bidder to provide the services and/or products identified in its bid, at the
prices listed.
3.8.3. 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.
3.8.4. 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.
3.9. 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.
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3.10. 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.
3.11. SAMPLES:
3.11.1. 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.
3.11.2. 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.
3.11.3. 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.
3.11.4. 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.
3.12. 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.
4. 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.
4.1. Paper: The State desires to reduce the use of chlorine in the products it purchases to protect the
environment from pollution. Processed Chlorine Free (PCF) paper means paper in which the recycled
content is processed unbleached or is bleached without the use of chlorine or chlorine derivatives AND any
virgin material contained therein is totally chlorine free (TCF).
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4.1.1. Copier Paper: The State requires PCF copier paper which contains a minimum of 50% post-
consumer recycled material (any virgin material must be TCF).
4.1.2. Printing and Writing Paper: The State requires at least 30% post-consumer recycled content for
non-coated paper and at least 10% post-consumer recycled content for coated paper. Preference
will be given to chlorine free options when suitable choices are available.
4.2. 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.
4.3. 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.
4.4. 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.
4.5. 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.
4.6. Alternative Fuels: Evaluations for vehicles and other fuel-consuming equipment shall consider not only
fuel efficiency, but also the source and type of fuel, to reduce emissions of greenhouse gases and
pollutants.
4.7. Vehicles: The State will purchase vehicles that have the highest available fuel efficiency in each
respective vehicle class (e.g., passenger cars, light duty trucks, etc.) pursuant to performance
specifications recommended by the state Technical Advisory Group established under Executive Order
12-17 section I (D). These performance standards should include consideration of vehicles that not only
meet high fuel economy standards but that also provide lower total emissions of greenhouse gases,
criteria pollutants, and hazardous air contaminants.
5. 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.
5.1. 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.
5.1.1. 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
State's Public Records Act, 1 V.S.A. 315 et seq. The State may also choose to publicly post
responses to this solicitation and the resulting agreement(s), following conclusion of this procurement
process.
5.1.2. Unsolicited Confidential Materials: This RFP does not solicit bidder confidential information and
bidders are expressly prohibited from providing confidential information in response to this RFP. All
materials furnished by bidders in response to this RFP, including those marked as confidential by
bidders, are subject to disclosure if requested under the Public Records Act, or public posting.
5.1.3. State Not Responsible for Disclosure of Unmarked Bidder-Confidential Information. It is the
sole responsibility of the bidder to ensure that, other than where specifically directed or permitted by
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this RFP and accordingly marked as described below, no information that should not be publicly
disclosed is included in their proposal materials, including any 1) trade secrets or intellectual property,
2) proprietary financial or business information, 3) personal information, or 4) any other information
that should not be disclosed to the public. For example, bidders should avoid including specific
details of their proprietary technologies or methodologies that they consider confidential, and any
references to previous client engagements should be presented in a manner that does not disclose
the client's confidential information.
5.2. The bid should include a Cover Letter and Technical Response and Price Schedule.
5.3. COVER LETTER:
5.3.1. Exceptions to Contract Terms and Conditions: If a bidder wishes to propose an exception to any
terms and conditions set forth in the Standard Contract Form and its attachments, such exceptions
must be included in the cover letter to the RFP response. 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.
Note that exceptions to contract terms may cause rejection of the proposal, and that the State's non-
rejection of a proposal on this basis does not indicate acceptance of the exceptions.
5.4. TECHNICAL RESPONSE. In response to this solicitation, a bidder shall:
5.4.1. Provide details concerning your form of business organization, company size and resources.
5.4.2. Describe your capabilities and particular experience relevant to the solicitation requirements.
5.4.3. If you have experience working with the State of Vermont, identify all current or past State projects.
Provide the name of the Vermont department or agency and the project title or a brief description of
the work. Do not include references or statements from State of Vermont agencies or employees.
5.4.4. Identify the names of all subcontractors you intend to use, the portions of the work the subcontractors
will perform, and address the background and experience of the subcontractor(s), as per section
5.4.2 above.
5.5. REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with
whom you have transacted similar business in the last 12 months. You must include contact names who
can talk knowledgeably about performance. Do not list a State of Vermont agency or employee as a
reference.
5.6. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be applicable
to the Detailed Requirements of this solicitation.
5.7. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule attached to this
solicitation.
5.8. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response for
the proposal to be considered valid.
6. SUBMISSION INSTRUCTIONS:
6.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of this
solicitation. Late bids will not be considered.
6.1.1. The State may, for cause, issue an addendum to change the date and/or time when bids are due. If a
change is made, the State will inform all bidders by posting at the webpage indicated on the front
page of this RFP.
6.1.2. There will not be a public bid opening. However, the State will record the name, city and state for any
and all bids received by the due date. This information will be posted as promptly as possible
following the due date online at: https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 .
Bidders are hereby notified to review the information posted after the bid opening deadline to confirm
receipt of bid by the State. Any bidder that submitted a bid, and is not listed on the bid tabulation
sheet, shall promptly notify the State Contact listed on the front page of this solicitation. Should a
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bidder fail to notify the State Contact listed on the front page of this solicitation within two weeks of
posting the bid tabulation sheet, the State shall not be required to consider the bid.
6.2. ELECTRONIC BIDS ONLY: All bids under this RFP can be submitted in one of two ways and must be
submitted electronically in accordance with the submission requirements herein.
6.2.1. Electronic email bids will be accepted via email submission to SOV.ThePathForward@vermont.gov.
If submitting by email: The subject line of the email submission must reference the Project Title as
indicated on the front page of this RFP.
6.2.1.1. Bids must consist of a single email with a single, digitally searchable PDF attachment
containing all components of the bid. Multiple emails and/or multiple attachments will not be
accepted.
6.2.1.2. There is an attachment size limit of 40 MB. It is the Bidder's responsibility to compress the
PDF file containing its bid if necessary in order to meet this size limitation. It is also the
Bidder's responsibility to ensure that their own email system can send and receive messages
up to this size.
7. BID SUBMISSION CHECKLIST:
Cover Letter
Technical Response
Redacted Technical Response, if applicable
References
Price Schedule
Signed Certificate of Compliance
8. ATTACHMENTS:
8.1. Certificate of Compliance
8.2. Price Schedule
8.3. Exhibit A - Specifications
8.4. Sample Standard Contract Form for Commodities including but not limited to, Attachment C: Standard
State Provisions for Contracts and Grants (February 13, 2026)
Revised February 13, 2026
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