SNOWPLOWING/SALTING SERVICES AT THE HARTNESS STATE AIRPORT FOR THE DEPARTMENT OF MOTOR VEHICLES, NORTH SPRINGFIELD, VT

Agency of Transportation
Department of Motor Vehicles
120 State Street, 3rd Floor | Montpelier VT 05633-0076
SEALED BID
Request For Proposal
SNOWPLOWING/SALTING SERVICES AT THE
HARTNESS STATE AIRPORT FOR THE DEPARTMENT
OF MOTOR VEHICLES, NORTH SPRINGFIELD, VT
ISSUE DATE May 1, 2026
QUESTIONS DUE May 15, 2026, 4:30 PM (EST)
RFP RESPONSES DUE BY May 29, 2026, 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: Judy Bruneau
TELEPHONE: (802) 793-7584
E-MAIL: _________judy.bruneau@vermont.gov______________________________
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OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of
Transportation (AOT)/Department of Motor Vehicles (DMV) (hereinafter the "State") is seeking
to establish a contract with one company that can provide snowplowing and salting services at
AOT District 2, the Hartness State Airport located at 15 Airport Road, in North Springfield.
Invoices for services are to be billed monthly to the email address that will be identified in
Attachment B of the contract.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of (3) three years with
an option to renew for up to (2) additional (12) twelve-month periods. The State anticipates the
start date for such contract(s) will be October 1, 2026.
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. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP
or wishing to comment on any requirement 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. 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://www.bgs.state.vt.us/pca/bids/bids.php . 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.
1.5. 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.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. The State of Vermont is interested in obtaining bids to meet the following business needs. This
contract calls for snowplowing and salting services for the DMV at the Hartness State Airport
located at 15 Airport Road, in North Springfield, to be snowplowed and salted twice a week. If
snowfall is 2" or more, prior to 7:45 AM on Wednesdays and Fridays.
2.1.1. The parking lot is 36,168 square feet of the parking area near the Graves Building that is paved and
used for exams. See attachment.
2.2. Snow may need to be moved around the site, pushed up with a loader, or removed from the site.
When the snow needs to be hauled from the site, the contractor will need to dispose of it properly. It
is the responsibility of the Contractor to have a location where snow can be disposed. Please fill out
the bid "Price Schedule" for the equipment you will be using to perform these services. Where
applicable, the driver/operator must be CDL certified.
2.3. The Contractor shall always provide adequate supervision of his/her employees to ensure complete
and satisfactory performance of all work in accordance with the terms of the contract. The
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contractor will always have a responsible supervisor on the job when the work of the contract is
being carried out.
2.4. The Contractor and his/her employees will be subject to all State, Local, and Federal regulations for
the conduct of personnel.
2.5. All equipment used for this contract will be in acceptable operating condition, capable of producing
professional looking results. Problems with equipment reliability and job quality will be justification
for requiring an equipment upgrade as a continuation of contract conditions. The contract
coordinator will make this decision.
2.6. The contractor is responsible to properly maintain each piece of equipment according to the
manufacturer's recommendations.
2.7. All vehicles on state property must be properly registered and the operators of the vehicles must
have a valid driver's license to operate the vehicle(s).
2.8. Additional services performed outside the original scope of work that is on state property must be
approved in advance before services are performed. As such, no changes, alterations,
modifications, or amendments to the terms and conditions of this contract shall be effective unless
reduced to writing, numbered, signed, and otherwise properly executed by the duty authorized
representative of the State and Contractor.
2.9. Subcontractors will need to submit the required subcontractor reporting forms and be approved by
the contract coordinator before they can perform any duties as a part of the contract.
2.10. The Contractor will comply with all Federal, State, County and City regulations.
3. GENERAL REQUIREMENTS
3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs
that the 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.
3.2. 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
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.
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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.
3.3.4. 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. 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.
3.4.1. 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.
3.4.2. 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
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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.
3.5. 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 RFP.
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.
3.6. 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.
3.6.1. Evaluation Criteria: Consideration shall be given to the Bidder's project approach and
methodology, qualifications and experience, ability to provide the services within the defined
timeline, cost, and/or success in completing similar projects, as applicable, and to the extent
specified below.
* The review and evaluation of responses to the RFP will be performed by the Vermont DMV and
their designees. The evaluation process will take place the week following the response due date.
During this time, the RFP Manager or other Vermont DMV representatives may, at their option,
initiate discussion with respondents for the purpose of clarifying aspects of their responses.
3.7. 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.
3.8. 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 associated with this request and/or any proposals made.
3.9. 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 RFP for reference. If IT
Attachment D is included in this RFP, terms may be modified based upon the solution proposed by
the Bidder, subject to approval by the Agency of Digital Services.
3.9.1. 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/.
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3.9.2. The contract will obligate the bidder to provide the services and/or products identified in its bid, at
the prices listed.
3.9.3. 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.
3.9.4. 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.
3.9.5. 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. By submitting a proposal in response to this RFP, bidders 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 bidder-confidential information from entering the public record.
4.2. 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.
4.3. 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.
4.4. 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
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.
4.5. The bid should include a Cover Letter and Technical Response and Price Schedule.
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4.6. COVER LETTER:
4.6.1. Exceptions to Contract Terms and Conditions. The State will not consider exceptions to contract
terms and conditions included with this RFP.
4.7. TECHNICAL RESPONSE: In response to this RFP, a bidder shall:
4.7.1. Provide details concerning your form of business organization, company size and resources.
4.7.2. Describe your capabilities and particular experience relevant to the RFP requirements.
4.7.3. 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.
4.7.4. 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), in
response to the questions described above in this section.
4.8. 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.
4.9. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be
applicable to the Detailed Requirements of this RFP.
4.10. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule attached to
the RFP.
4.11. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the
response for the proposal to be considered valid.
5. SUBMISSION INSTRUCTIONS:
5.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of
this RFP. Late bids will not be considered.
5.1.1. 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.
5.1.2. 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.
5.2. ELECTRONIC BIDS ONLY: All bids under this RFP must be submitted electronically in accordance
with the submission requirements herein.
5.2.1. Electronic bids will be accepted via email submission to judy.bruneau@vermont.gov. The subject
line of the email submission must reference the Project Title as indicated on the front page of this
RFP.
5.2.1.1. 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.
5.2.1.2. 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.
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6. BID SUBMISSION CHECKLIST:
Cover Letter
Technical Response
Redacted Technical Response, if applicable
References
Price Schedule
Signed Certificate of Compliance
7. ATTACHMENTS:
7.1 Certificate of Compliance
7.2 Price Schedule
7.3 Worker Classification Compliance Requirement; Subcontractor Reporting Form
7.4 Standard State Contract with its associated attachments, including but not limited to,
Attachment C: Standard State Provisions for Contracts and Grants (February 13, 2026)
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RFP/PROJECT:
DATE:
Page 1 of 4
CERTIFICATE OF COMPLIANCE
For your bid to be considered valid, this form must be completed in its entirety, executed by a duly
authorized representative of the bidder, and submitted as part of the response to the proposal.
A. NON COLLUSION: Bidder hereby certifies that the prices quoted have been arrived at without
collusion and that no prior information concerning these prices has been received from or given to a
competitive company. If there is sufficient evidence to warrant investigation of the bid/contract
process by the Office of the Attorney General, bidder understands that this paragraph might be used
as a basis for litigation.
B. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to the
terms of this RFP, including Attachment C: Standard State Contract Provisions, and any other
contract attachments included with this RFP.
C. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of The
Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), the following provisions and
requirements apply to Bidder when the amount of its bid exceeds $250,000.00.
Self-Reporting. Bidder hereby self-reports the following information relating to past violations,
convictions, suspensions, and any other information related to past performance relative to coding
and classification of workers, that occurred in the previous 12 months.
Summary of Detailed Information Date of Notification Outcome
Subcontractor Reporting. Bidder hereby acknowledges and agrees that if it is a successful bidder,
prior to execution of any contract resulting from this RFP, Bidder will provide to the State 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), and Bidder will provide any update of such list to the State as additional
subcontractors are hired. Bidder further acknowledges and agrees that the failure to submit
subcontractor reporting in accordance with Section 32 of The Vermont Recovery and Reinvestment
Act of 2009 (Act No. 54) will constitute non-compliance and may result in cancellation of contract
and/or restriction from bidding on future state contracts.
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RFP/PROJECT:
DATE:
Page 2 of 4
D. Executive Order 05 - 16: Climate Change Considerations in State Procurements Certification
Bidder certifies to the following (Bidder may attach any desired explanation or substantiation.
Please also note that Bidder may be asked to provide documentation for any applicable
claims):
1. Bidder owns, leases or utilizes, for business purposes, space that has received:
Energy Star(R) Certification
LEED(R), Green Globes(R), or Living Buildings ChallengeSM Certification
Other internationally recognized building certification:
____________________________________________________________________________
2. Bidder has received incentives or rebates from an Energy Efficiency Utility or Energy Efficiency
Program in the last five years for energy efficient improvements made at bidder's place of
business. Please explain:
_____________________________________________________________________________
3. Please Check all that apply:
Bidder can claim on-site renewable power or anaerobic-digester power ("cow-power"). Or
bidder consumes renewable electricity through voluntary purchase or offset, provided no such
claimed power can be double-claimed by another party.
Bidder uses renewable biomass or bio-fuel for the purposes of thermal (heat) energy at its
place of business.
Bidder's heating system has modern, high-efficiency units (boilers, furnaces, stoves, etc.),
having reduced emissions of particulate matter and other air pollutants.
Bidder tracks its energy consumption and harmful greenhouse gas emissions. What tool is
used to do this? _____________________
Bidder promotes the use of plug-in electric vehicles by providing electric vehicle charging,
electric fleet vehicles, preferred parking, designated parking, purchase or lease incentives,
etc..
Bidder offers employees an option for a fossil fuel divestment retirement account.
Bidder offers products or services that reduce waste, conserve water, or promote energy
efficiency and conservation. Please explain:
____________________________________________________________________________
____________________________________________________________________________
4. Please list any additional practices that promote clean energy and take action to address climate
change:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
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