RFP REBID CDL Manuals

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
Category:	76 - Books, Maps, and Other Publications
Posted:	Mar 19, 2024
Due:	Apr 2, 2024
Publication URL:	To access bid details, please log in.

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

REBID- CDL Manuals

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

March 19, 2024

March 26, 2024 – 4:30 PM (EST)

April 2, 2024 – 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:

E-MAIL:

Mike Kennedy, State Purchasing Agent

SOV.ThePathForward@vermont.gov

Use Email Subject Line: CDL Manuals

NOTICE:

If you receive only a one (1) page document, this is an Invitation to Bid, as notice of issuance of

this RFP. The complete RFP documents of this bid event can be accessed at

http://www.bgs.state.vt.us/pca/bids/bids.php .

The multiple page RFP will contain details to scope, due dates relevant to the bid event and all

other valuable criteria related and required to submit a proposal for the bid event. This one page

document only serves as notification of the bid event.

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 CDL Manuals.

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

an option to renew for up to three additional twelve-month periods. The State anticipates the start date for

such contract(s) will be as soon as practicable.

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.

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.

1.7. SOURCE OF FUNDS:

Socioeconomic affirmative steps under 2 C.F.R. § 200.321 If using applicable federal funds

Socioeconomic affirmative steps under 2 C.F.R. § 200.321 affirmative steps must include at least the

following six steps:

1. Placing qualified small and minority businesses and women’s business enterprises on

solicitation lists;

2. Assuring that small and minority businesses and women’s business enterprises are solicited

whenever they are potential sources;

3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to

permit maximum participation by small and minority businesses, and women’s business

enterprises;

4. Establishing delivery schedules, where the requirement permits, which encourage participation

by small and minority businesses, and women’s business enterprises;

5. Using the services and assistance, as appropriate, of such organizations as the Small

Business Administration and the Minority Business Development Agency of the Department of

Commerce; and

6. Requiring the prime/general contractor, if subcontracts are to be let, to take the same

affirmative steps as listed in numbers 1 through 5.

If a bidder requires assistance in preparing their proposal or needs guidance on socioeconomic

certifications, the bidder may contact the Procurement Technical Assistance Center (PTAC). PTAC

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specializes in helping small businesses navigate the documentation associated with State and Federal

procurement. Their website is: https://accd.vermont.gov/economic-development/programs/ptac

2. DETAILED REQUIREMENTS:

2.1. Estimated annual quantity: 5,000

2.2. Size: 8" x 11"

2.3. Page count: 167 pages (+/- 4 pages). The Current manual consists of 167 pages plus the front and back

covers. Once the manual has been reviewed and updated, the final page count may vary from year to year

due to revisions.

2.4. Content:

2.4.1.DMV will provide PDF files.

2.4.2.A total of 8 pages will have color; all other pages are printed in black ink only

2.5. Binding: perfect bound preferred, but will consider any recommended alternative

2.6. Stock:

2.6.1.Front and back covers use 70-100# cover stock or equivalent.

2.6.2.Inside pages previously printed on 27.7 #, white news print. We will accept recommended paper for

inside pages.

2.7. Shipping: inside delivery, using 48" x 40" standard grocery store(gma) pallet. Loading dock available.

2.8. Packaging: xxx per box, xxx wrapped in plastic with storage conditions printed on each box.

2.9. All boxes shall be marked plainly on the front side (not top, remaining side or bottom) to show, at a

minimum, the following information:

2.9.1.Vendor's name

2.9.2.DMV form number

2.9.3.Carton number

2.9.4.Quantity in carton

2.9.5.Date forms packed (month and year)

2.10. Proof: selected vendor will provide digital black and white proofs for approval.

2.11. Delivery to: Department of Motor Vehicles, 120 State Street, Basement, Montpelier, VT 05603.

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that

Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment

pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be

honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless

otherwise requested by the State. No charge for packing, shipping, or for any other purpose will be

allowed over and above the price quoted. Prices quoted for printing are to include printing, binding,

wrapping, and packaging.

3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of

materials and/or services required.

3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response

to this solicitation.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the

Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and

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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. 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.

3.4. 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.

3.4.1.resident bidders of the state and/or to products raised or manufactured in the state;

3.4.2.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)

3.4.3.bidders who have practices that promote clean energy and address climate change.

3.5. 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.

3.6. 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.

3.7. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including

the Standard Contract Form and Attachment C as attached to this solicitation for reference. If IT

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

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

3.7.1.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

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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/ .

3.7.2.The contract will obligate the bidder to provide the services and/or products identified in its bid, at the

prices listed.

3.7.3.Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however,

such discounts must be in effect for a period of 30 days or more in order to be considered in making

awards.

3.7.4.Quality. If applicable, all products provided under a contract with the State will be new and unused,

unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless

specifically requested by the purchasing agency. All products provided by the contractor must meet

all federal, state, and local standards for quality and safety requirements. Products not meeting these

standards will be deemed unacceptable and returned to the contractor for credit at no charge to the

State.

3.8. 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.

3.9. 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.

3.10. SAMPLES:

3.10.1. 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.

3.10.2. 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.

3.10.3. 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.

3.10.4. 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.

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
RFP REBID CDL Manuals	03/26/2024 04:30PM		04/02/2024 04:30PM

RFP REBID CDL Manuals

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