BGS Statewide UPS System Preventative Maintenance and Service

Agency of Administration/Buildings & General Services
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
BGS Statewide UPS System Preventative
Maintenance and Service
ISSUE DATE April 29, 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: James Meyers, Senior State Purchasing Agent
E-MAIL: bgs.opcvendordocs@vermont.gov
Revised: February 13, 2026

OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Department of
Buildings and General Services (hereinafter the "State") is seeking to establish contracts with
one or more companies that can provide UPS System Preventative Maintenance and Service.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of 36 months with an
option to renew for up to one additional 24-month period. The State anticipates the start date for
such contract(s) will be 8/15/2026.
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. BIDDERS' CONFERENCE: A bidders' conference will not be held.
1.5. 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.
1.6. 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.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. The State of Vermont is interested in obtaining bids to meet the following business needs:
provide preventative maintenance and repair services on State owned UPS systems located
throughout the State of Vermont.
2.2. The preventative maintenance on the UPS system will include one annual inspection. Additional
services are to be scheduled on an hourly time and materials basis. Travel time is not included
unless in the event of an emergency.
2.3. Reporting Procedures for Inspection
2.3.1. Upon arrival at a facility for a scheduled inspection, notify the building supervisor and/or a
BGS facilities team member.
2.3.2. Review previous inspection and maintenance reports at the facility and conduct a complete
and thorough inspection of the UPS System.
2.3.3. Address any noted deficiencies or comments from past inspections.
2.3.4. Report any abnormal conditions or measurements observed to the BGS Facilities
Supervisor or facilities team member.
2.3.5. Review operating procedures with BGS facilities supervisor or team member.
2.3.6. Update UPS Maintenance and Services worksheet accordingly and provide an updated
electronic copy to the BGS Project Manager.
Revised: February 13, 2026

2.4. The following is an outline of services to be included at each site for each UPS unit:
For the UPS
* Measure and record input AC voltages and currents on all three phases.
* Measure and record delta voltage at the static switch.
* Measure and record rectifier output DC voltage and adjust if needed.
* Measure and record AC voltages and currents on all three phases.
* Test static switch for no-break transfer.
* Test all alarms for proper operation.
* Measure and record all DC power supply voltages and adjust if needed.
* Test all indicator lamps and report any that are not operating.
* Inspect all ground connections and wire insulation for electrical safety.
* Vacuum interior.
* Inspect air filters and replace them if needed.
* Inspect input and output conductors and tighten to manufacturer recommendations.
* Scan internal connections for hot spots/loose connections.
For UPS Batteries
* Check the appearance, safety, cleanliness, and temperature of the battery room.
* Make sure ventilation equipment is deployed by the manufacturer specifications.
* Test each battery with a 100-ampere load for 10 seconds.
* Measure and record the cell voltage and specific gravity of each battery cell.
* Re-torque cell connections and micro-ohm to manufacturer specifications.
* Measure internal impedance of all cells to manufacturer specifications.
* Check for corrosion on battery terminals and advise if teardown is needed.
* Check batteries for cell leaks or cracks and repair/replace as necessary.
* Check battery cables and clean, repair/replace as needed.
* Check the integrity of rack mounting, tighten as required, notify if any damage is present.
* Inspect the charger and inverter.
* Check ground connections, wire insulation, and electrical safety.
* Calibrate ammeters and voltmeters to manufacturers specifications.
* Calibrate charger DC output current to manufacturer specifications, float and equalize
voltage.
* Calibrate inverter AC output current to manufacturer specifications, float and equalize
voltage.
* Calibrate timers, alarm relays, and indicator lamps to manufacturer specifications.
Revised: February 13, 2026

2.5. All work performed under this contract will be planned and scheduled in advance with a
minimum 48-hour notice given to the District Facility Manager and/or Facility Supervisor. The
Project Manager from BGS or other Agency/Department will work with both the contractor and
the department requiring the work and will approve all invoices for work completed under this
contract.
District Facilities Managers
MONTPELIER DISTRICT: James Desisto 802-828-3312
WATERBURY DISTRICT: Jonathan Rutledge 802-522-6603
NORTHWEST DISTRICT: Erik Kirwan 802-505-1429
SOUTHWEST DISTRICT: Rob Gallipo 802-447-2810
NORTHEAST DISTRICT: Gary Champney 802-334-3347
SOUTHEAST DISTRICT: Lyle Deida 802-398-7330
2.6. Typical working hours will range between 8:00AM and 4:00Pm, Monday through Friday, but
occasions may arise which would require work to be performed before or after these hours, on
weekends, and/or holidays. The typical working hours may vary by the type of facility or the
operational needs of the Agency/Department where the work is being performed and will be
established at the beginning go each project.
2.7. The contractor is required to notify BGS personnel of any maintenance-related issues that are
discovered while performing the work.
2.8. All unclaimed property found in or about the work area by the contractor shall be turned in
immediately to the BGS maintenance staff in the building, with the location of where the article
was found.
2.9. Security procedures, and background checks to be performed for work in these facilities are
attached to this RFP.
2.10. Subcontractors, if required, will need to be approved by the Project Manager prior to
performing work as part of the contract, in conjunction with Attachment C.
2.11. SITE SUPERVISION: 24/7, N.T.E. a (4) four-hour response time (Duration from time of
call to arrival of technician on site.)
2.11.1. The contractor should provide adequate supervision of their employees to ensure
complete and satisfactory performance of all work in accordance with the terms of the
contract. The contractor will always have a supervisor responsible for the job when the
work of the contract is being carried out.
2.11.2. All work performed under this contract shall be completed in accordance with local, state,
and national codes and standards, as well as other recognized industry standards
associated with the work.
2.12. WORKMANSHIP AND MATERIALS:
2.12.1. Contractor agrees to furnish all supervision, labor, transportation, materials, tools, and
equipment necessary to complete the service. Contractor's equipment shall be of the size
and type appropriate for completing the various types of work described in the scope of
work. Equipment considered by the Project Manager to be improper or inadequate for this
purpose shall be removed from the site and replaced with satisfactory equipment.
2.12.2. The State will consider any contractor's material mark-up exceeding 10% over contractor's
actual cost.
Revised: February 13, 2026

2.12.3. The State will not consider any subcontractor's mark-up exceeding 5%.
2.12.4. Contractor is to list employees that have been factory trained with 5 years' experience
working on each manufacturer of the UPS system they will be servicing.
2.12.5. The contractor shall use OEM parts on all repairs unless prior approval is given by the
District Facility Manager or Project Coordinator with Buildings and General Services.
2.12.6. The contractor shall at no additional cost to the State, repair furnishings, equipment,
facilities, or other property of the State, damaged by the contractor. Determination for,
and extent of, any repair work is at the sole discretion of the BGS Project Manager.
2.13. PROJECT SCHEDULE:
2.13.1. Inspections to BGS facilities must be coordinated and scheduled with the facilty a
minimum48 hours in advance. BGS facilities personnel shall be notified of arrival by the
contractor.
2.13.2. UPS systems shall be inspected and maintained one (1) time per 12 months or at the
request of a BGS Facility Supervisor or Project Manager.
2.13.3. Pricing includes a total for 36 months or 3 years of routine services.
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.
3.2. 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.
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.
Revised: February 13, 2026

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 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.
Revised: February 13, 2026

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.
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 Secretary of State and must obtain a Contractor's
Business Account Number issued by the Vermont Department of Taxes
http://tax.vermont.gov/ .
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
Revised: February 13, 2026

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.
4.6. COVER LETTER:
4.6.1. 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:
Revised: February 13, 2026

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 BGS.VTBids@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.
5.2.2. Bids may also be submitted through Vermont's eProcurement System, VTBuys, link to the
system can be found: VT Buys Supplier Login
Revised: February 13, 2026

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)
Revised: February 13, 2026