RFQ Electric Four Passenger, Wheelchair Street Legal Golf Carts

Agency: State of Vermont
State: Vermont
Type of Government: State & Local
  • 23 - Ground Effect Vehicles, Motor Vehicles, Trailers, and Cycles
Posted: Apr 16, 2021
Due: Apr 28, 2021
Publication URL: To access bid details, please log in.
Title Question Due Answers posted Due date No posting After
RFQ Electric Four Passenger, Wheelchair Street Legal Golf Carts 04/23/2021 10:00AM 04/28/2021 04:30PM

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Department of Buildings and General Services
Office of Purchasing & Contracting
109 State Street
[phone] 802-828-2211
Montpelier VT 05609-3001
Agency of Administration
Electric Four Passenger, Wheelchair Street Legal Golf
April 16, 2021
April 23, 2021 – 10:00 AM (EST)
April 28, 2021 – 4:30 PM (EST)
Bill Vivian, State Purchasing Agent
(802) 828-4681
1.1. SCOPE AND BACKGROUND: Through this Request for Quote (RFQ) the Office of Purchasing &
Contracting (hereinafter the “State”) is seeking to establish contracts with one or more companies that
can provide Electric Four Passenger, Wheelchair Street Legal Golf Carts.
1.2. SINGLE POINT OF CONTACT: All communications concerning this RFQ are to be addressed in writing
to the State Contact listed on the front page of this RFQ. Actual or attempted contact with any other
individual from the State concerning this RFQ is strictly prohibited and may result in disqualification.
1.3. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFQ or
wishing to comment on any requirement of the RFQ must submit specific questions in writing no later
than the deadline for question indicated on the first page of this RFQ. Questions may be e-mailed to the
point of contact on the front page of this RFQ. 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.
1.4. CHANGES TO THIS RFQ: Any modifications to this RFQ will be made in writing by the State through the
issuance of an Addendum to this RFQ and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .
Verbal instructions or written instructions from any other source are not to be considered.
2. DETAILED REQUIREMENTS: Bidders shall provide pricing for two (2) Electric Four Passenger, Wheelchair
Street Legal Golf Carts.
2.1. These units shall meet or exceed the requirements found in Exhibit A of this RFQ.
2.2. Bidders shall also provide pricing for delivery of these units to: 325 North Street Bennington, VT 05201
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 RFQ. The State of Vermont reserves the right to obtain
clarification or additional information necessary to properly evaluate a proposal. Failure of vendor to
respond to a request for additional information or clarification could result in rejection of that vendor'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
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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.
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 RFQ.
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 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.
3.4.1.Evaluation Criteria: Consideration shall be given to the Bidder’s qualifications and experience,
ability to provide the products/services within the defined timeline, cost.
3.5. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or
more Vendors 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 Vendor, the State reserves the option of
negotiating with another Vendor, 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 RFQ 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 RFQ for reference.
3.7.1.Business Registration. To be awarded a contract by the State of Vermont a vendor (except an
individual doing business in his/her own name) must be registered with the Vermont Secretary of
State’s office http://www.sec.state.vt.us/tutor/dobiz/forms/fcregist.htm 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. All invoices are to be rendered by the Contractor on the vendor's standard billhead
and forwarded directly to the institution or agency ordering materials or services and shall specify the
address to which payments will be sent. Payment terms are Net 30 days from receipt of an error-free
invoice with all applicable supporting documentation. 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
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3.8. SUBSTITUTION: Vendors may offer, in their bids, substitutes to items identified by a manufacturer’s
number or brand. When offering a substitution, vendor must describe any differences and provide
technical information that will assist in the evaluation.
3.9. ENVIRONMENTAL INFORMATION: Bidders are requested to complete the Environmental Information
Form which is included in the Certificate of Compliance for this RFQ 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 RFQ. 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 RFQ, 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.
3.11. 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.
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.
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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).
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.
Vendors 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 vendor 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
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 RFQ.
5.1. The bid should include a Cover Letter and Technical Response and Price Schedule.
5.2.1.Confidentiality. To the extent your bid contains information you consider to be proprietary and
confidential, you must comply with the following requirements concerning the contents of your cover
letter and the submission of a redacted copy of your bid (or affected portions thereof).
5.2.2.All responses to this RFQ will become part of the contract file and will become a matter of public
record under the State’s Public Records Act, 1 V.S.A. § 315 et seq. (the “Public Records Act”). If your
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