Job Order Contract JC003-01 On Ramp Request for Proposal (RFP)

Agency:	State of Vermont - Agency of Transportation
State:	Vermont
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). Z - Maintenance, Repair or Alteration of Real Property
Posted:	Mar 25, 2024
Due:	Apr 1, 2024
Publication URL:	To access bid details, please log in.

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March 25, 2024

Request for Proposals (RFP) – ON RAMP: Job Order Contracts

JC003-01

Dear Bidders,

The Vermont Agency of Transportation (VTrans) releases this On-Ramp Request for Proposals (RFP) for

Job Order Contracts (JOCs) to provide equipment, personnel (operators, laborers), and necessary materials

for small transportation-related maintenance and repair projects.

This RFP is for a Contractor On-Ramp, if your organization has a current Job Order Contract- JC003,

you do NOT need to submit a proposal. Current JOC Contracts will be extended via an extension

amendment.

Each JOC awarded will specify:

• The equipment each contractor will make available;

• The hourly rates for the specified equipment and associated operators; and

• The geographical area (indicated by VTrans maintenance district) in which the bidder is willing to

operate under a JOC.

This RFP will result in the award of multiple JOC Primary Contracts which will be added to the current pool

of contractors that VTrans may place Job Orders against, in the best interest of the State. All VTrans Bureaus

may place Job Orders against JOC Primary Contracts as outlined in Attachment A - Scope of Work (SOW).

Contractors awarded a JOC may choose to make their equipment and services available to other State

agencies, Vermont State Colleges, and political subdivisions of the State such as towns and schools

(hereinafter “governmental entities”) under the same terms and conditions provided in the JOC with VTrans.

Contracts with other governmental entities will be separate in all ways from the VTrans JOCs, with the

contracting governmental entity being entirely responsible for all aspects of contract administration,

including payment, with no recourse to VTrans.

All work will be accomplished in accordance with the following:

• Scope of Work (SOW) dated December 22, 2021

• Attachment C: Standard State Provisions for Contracts and Grands dated December 7, 2023

• 2020 General Terms and Conditions for Contracts and Services

Questions. All questions related to this RFP shall be forwarded to Melissa Davis, Contract Specialist,

Contract Administration, in writing by e-mail at AOT.JOC@vermont.gov. All such questions and requests

shall be received no later than Fridays, April 5, 2024 by 4:00 P.M. VTrans will not be bound by

any oral communications. All questions or requests for clarification received will be documented and

answered after this date via Addendum.

Vermont Agency of Transportation

Request for Proposal On-Ramp

Job Order Contract, JC003-01

Pre-Bid Informational Meeting. There will be no pre-bid meeting for this Request for Proposals. Please

address any questions through the formal Question & Answer process above.

Proposal Due Date and Time: Thursday, April 18, 2024, prior to 2:00 PM.

Proposals or unsolicited revisions submitted after the specified due date and time will not be accepted.

Required Proposal Submission Information. All proposals shall be submitted via email. Proposals

shall be submitted as indicated below:

To: AOT.JOC@vermont.gov

Subject line: JC003-01 (Contractor Name) Proposal Submission

Delivery Method. Only electronic proposals will be accepted. Any other delivery methods, including but not

limited to fax, U.S. Mail, Express Delivery, or hand delivery will not be accepted. All proposals shall be

submitted via email as detailed above. The proposal shall not exceed the equivalent of twenty (20) pages and

must be in either Microsoft Word or Adobe PDF format.

Modifications. In the event it becomes necessary to revise, modify, clarify, or otherwise alter this RFP,

including VTrans’ responses to questions and requests for clarification, such modification shall be posted to the

VTrans Contract Administration Advertised Projects website at:

https://vtrans.vermont.gov/contract-admin/bids-requests/job-order-contracting

IT IS THE BIDDER’S RESPONSIBILITY TO OBTAIN ANY RFP MODIFICATIONS ISSUED.

All modifications will be posted on the VTrans Contract Administration website at:

https://vtrans.vermont.gov/contract-admin/bids-requests/job-order-contracting

Reservation of Rights. All proposals become the property of VTrans upon submission. The cost of

preparing, submitting, and presenting a proposal is the sole expense of the proposing Contractor. Unselected

proposals may be destroyed or returned to the bidder at VTrans’ discretion. VTrans reserves the right to reject

any and all proposals received as a result of this solicitation, to negotiate with any qualified source, to waive

any formality and any technicalities or to cancel this RFP in part or in its entirety if it is in the best interests

of VTrans. This solicitation of proposals in no way obligates VTrans to award a contract.

Exceptions to Terms and Conditions. The bidder must state in the business proposal any exceptions taken to

the terms and conditions in this RFP. For each exception the bidder shall identify the term or condition, state

the reason for the exception, and provide any other information concerning the exception. Such exceptions,

deviations or conditional assumptions may, however, result in rejection of the proposal as unresponsive.

Contract Term. VTrans will enter into JOC Primary Contracts with a term of one (1) year which will co-

term with the existing JOC Contract pool end date of April 30, 2025 and will have one (1) extension year

option.

Maximum Limiting Amount. The maximum limiting amount for all JOC Primary contracts will be

$1,000,000.00. The maximum limiting amount for JOCs does not guarantee that an awardee will receive any

work under the JOC or the payment of any portion of the maximum limiting amount.

Vermont Agency of Transportation

Request for Proposal On-Ramp

Job Order Contract, JC003-01

Communications. Communication with VTrans personnel other than the listed contracts specialist

regarding this procurement is prohibited and may result in the rejection of your proposal. It is a condition of

bidding under this RFP that by submitting a bid, bidder accepts and agrees unconditionally that if bidder in any

way contacts, a VTrans evaluator involved in the selection process for this contract, either during or following

the RFP process, regarding the selection process or outcome of the selection process, then that bidder will be

completely barred from being awarded a contract by VTrans for 365 days from the date of that bidder contacted

the VTrans evaluator. The only valid point of contact for questions about the selection process or outcome is

the Contract Administration employee named as the Point of Contact in this RFP.

Confidentiality. All Proposals received will become part of the contract file and will become a matter of public

record, and may be disclosed to the public in accordance with the Vermont Public Records Act, 1 V.S.A. § 315

et seq. If the proposal documents include material that is considered by the bidder to be proprietary and

confidential under 1 V.S.A. § 315 et seq., the bidder shall submit a cover letter that clearly identifies each page

or section of the proposal that it believes is proprietary and confidential. The bidder shall also provide in their

cover letter a written explanation for each marked section explaining why such material should be considered

exempt from public disclosure in the event of a public records request, pursuant to 1 V.S.A. § 317(c), including

the prospective harm to the competitive position of the bidder if the identified material were to be released.

Additionally, the bidder must include a redacted copy of its response for portions that are considered proprietary

and confidential. Redactions must be limited so that the reviewer may understand the nature of the information

being withheld. It is typically inappropriate to redact entire pages, or to redact the titles/captions of tables and

figures. Under no circumstances can the entire response be marked confidential, and the State reserves the right

to disqualify responses so marked.

Proposal Information.

• The quality of proposals and adherence to solicitation response requirements and/or restrictions are considered

reflective of the manner in which the bidder could be expected to conduct business and will be given due

consideration throughout the evaluation process.

• Failure to provide all required information, or indications that the bidder will not conform to all terms as set forth in

the RFP and attachments may make the offer non-responsive and may result in the elimination of the bidder from

further consideration for award.

• The selection panel may be comprised of VTrans employees from varying Departments and Bureaus and in

some cases external Stakeholders. The panel members may or may not be familiar with your company. With

that in mind, it is important to provide detailed information regarding the evaluation criteria listed below.

• Note: If a bidder desires assistance in preparing their proposal, they may contact the Vermont APEX

Accelerator (Formerly VT PTAC). VT APEX 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. Please contact them directly for

assistance.

Proposal Substantive Content.

1. Attachment T - Rate Sheet. Use the attached Equipment Type List (Attachment S) to populate the Rate Sheet

(Attachment T) and to identify and list equipment, labor rates, and designate districts. This section counts toward

the twenty (20) page limit. Please note the following information when filling out your Rate Sheet:

Vermont Agency of Transportation

Request for Proposal On-Ramp

Job Order Contract, JC003-01

Equipment Descriptions. When listing equipment on the Rate Sheet (Attachment T), all equipment should list the

make, model, type and size for each item, and list separately each attachment available for trucks, excavators,

etc. (Each attachment must be separate to allow for proper selection.)

Example:

 Caterpillar Excavator 160

 Caterpillar Excavator 160 with long boom;

 Caterpillar Excavator 160 with mulcher head.

Include mowers or plows if you provide these services, and include make, model, type, and size. If you are

providing Railroad Services, please identify railroad specific equipment including make, model, size and if

equipped with Hi-Rail.

Flaggers. Please break out flaggers by type, such as Traffic Flaggers, Railroad Flaggers etc. If flaggers are not

broken out, then the same rate will apply for all flagging types. Flaggers are required for most services. Contractor

must list Flaggers on the Rate Sheet (Attachment T).

Labor. Labor rates must be listed separately from equipment rates. Use the “Hourly Rate” column on the

Rate Sheet (Attachment T) for labor rates for individual pieces of equipment. Do not include labor with items

such as message boards, generators and other items that do not require continual labor/operator services. On the

Rate Sheet, the Total Rate column will automatically calculate the combined hourly rate for both equipment and

labor.

Mobilization. Contractors must provide pricing for any trucks and trailers that will be utilized for mobilization as

part of their equipment list and rates. Listed equipment and labor rates will be utilized by VTrans when

reimbursing contractors for mobilization costs. Do not include a standard hourly mobilization rate, this will be

determined based on the equipment/labor used to mobilize and time to the particular job site as listed in the Job

Order. The maximum reimbursement for mobilization will be for the time required to move equipment from

the Contractor's location where equipment is usually housed, to the job site, and back.

Equipment not on the Equipment List. If the bidder wishes to provide equipment not listed on Attachment S –

Equipment Type List, describe the equipment using the category of “37 -Other”.

District. Identify all Districts the bidder will provide equipment and/or service(s). Please use the District Map

provided in Attachment (R) to identify VTrans District areas. Should you desire to work in all available

Districts, please indicate “ALL” in the appropriate column to indicate Statewide availability.

2. Attachment K – Contractor Contact information. This form must be completed with a minimum

of one (1) contact for the bidder’s entity as part of the response for the proposal to be considered valid.

This attachment will NOT count toward the twenty (20) page limit.

3. Attachment L – Contractor’s EEO Certification, CA-109E. The form must be completed in its entirety

and submitted as part of the response for the proposal to be considered valid. This attachment will NOT count

toward the twenty (20) page limit.

4. Attachment M - Technical Capability and Experience. Use this form to provide a written summary of why

the contractor believes they have the capability and experience to meet the needs of VTrans in supplying the

equipment and labor indicated in the Rate Sheet, in a timely and high-quality manner. This section counts

Vermont Agency of Transportation

Request for Proposal On-Ramp

Job Order Contract, JC003-01

toward the twenty (20) page limit. This should not exceed two (2) pages, and should describe, for example:

 Years of Experience

 Work types/projects successfully completed

 Special licenses or certifications possessed, if any

 The experience level of personnel

 The company’s safety record, certifications &

trainings

5. Attachment N – Past Performance and Reference Form. The form must be completed in its entirety

and submitted as part of the response for the proposal to be considered valid. This section counts toward

the twenty (20) page limit.

6. Attachment O – Executive Order 02-22 Vendor Certification. This form must be completed in its

entirety and submitted as part of the response for the proposal to be considered valid. This attachment will

NOT count toward the twenty (20) page limit.

7. Attachment Q – Climate Change Considerations in State Procurements Certification. The form

must be completed in its entirety and submitted as part of the response for the proposal to be considered

valid. This attachment will NOT count toward the twenty (20) page limit.

Evaluation of Proposals. VTrans will award JOCs in the best interest of the State. In making best

interest determinations, the selection panel will evaluate proposals based upon the following factors.

1. Technical Capability and Experience. The proposal indicates the bidder has the personnel

and/or equipment to deliver timely, high-quality, contract performance.

2. Past Performance. The proposal indicates successful performance of similar work types in the

past (not necessarily with VTrans).

NOTE: VTrans may consider any information in its possession regarding past performance on VTrans

contracts. VTrans reserves the right to discuss the Contractor’s past performance with any VTrans

employee who has had experience with the Contractor. Debarred and/or suspended firms will not be

considered.

3. Price. During the RFP process, VTrans reserves the right to reach out to contractors to attempt

negotiations of proposed Rate Sheets. All Primary contracts will reflect final pricing for Job Orders under

that contract.

4. Executive Order 05-16: Climate Change Considerations in State Procurements Preference.

Businesses who demonstrate business practices that promote clean energy and address climate

change as identified in the Certification may be given preference.

Evaluation Method. A Contractor Selection Committee (CSC) will review all complete and compliant

proposals and rate factors 1-3 above as pass, fail, or neutral. Failure on any of these factors may disqualify the

proposal. VTrans may attempt to negotiate lower prices where unreasonably high prices alone cause a “fail”

rating. Assigned ratings represent the consensus developed by the Contractor Selection Committee.

When determining JOC awards in the best interest of the State, VTrans, in its sole discretion, will consider

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Job Order Contract JC003-01 On Ramp Request for Proposal (RFP)

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