- Title
- DMV St. Johnsbury 1998 Memorial Drive Janitorial Services
- Pdf Text
- Revised: February 13, 2026
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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
Janitorial Services at
DMV - 1998 Memorial Drive, St Johnsbury, VT
ISSUE DATE September 22, 2026
BIDDERS CONFERENCE October 7, 2026 – 10:00am at mall (entrance beside RK Miles)
QUESTIONS DUE October 14, 2026 – 4:30 PM (EST)
RFP RESPONSES DUE BY October 21, 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
E-MAIL: BGS.OPCVendorDocs@vermont.gov
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OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of
Administration, Department of Building and General Service (hereinafter the “State”) is seeking to
establish contracts with one company that can provide Janitorial Services at DMV1998 Memorial Drive,
St Johnsbury, Vermont.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of three (3) years
with an option to renew for up one additional two (2) year period for a total maximum contract
duration of 5 years. Extensions are upon mutual agreements between both parties. The State
anticipates the start date for such contract(s) will be November 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. BIDDERS’ CONFERENCE: A non-mandatory bidders’ conference will be held on site at the
date and time indicated on the front page of this RFP.
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 need(s):
Janitorial Services for the Department of Motor Vehicles at 1998 Memorial Drive, St. Johnsbury,
Vermont.
2.2 This contract calls for Janitorial Services for the Department of Motor Vehicles at 1998
Memorial Drive, St. Johnsbury to be cleaned 2 days per week: Currently occupied only on
Thursday with one additional cleaning day to be added on January 1, 2027. All cleaning is
performed after closing at 4:30 pm.
2.1.1 This is an office space of 1,900 in a mall building.
• Multiple flooring types: mix of carpet and tile
• Two staff bathrooms.
• Window wall facing into the mall open area.
NOTE: This is a DMV facility with a public area that includes benches and tables and it
has a separate office area where DMV employees work.
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2.3 Contractor’s responsibility: The Janitorial Duties will be performed daily, weekly, quarterly,
annually, and as necessary as outlined in statement of work Attachment A. The
contractor shall perform all Janitorial Duties necessary to maintain a clean, neat,
professional office space.
NOTE: The contractor shall furnish all supplies and consumables such as paper products,
hand soap, & associated dispensers, janitorial equipment and cleaning supplies.
One dry mop and one wet mop and bucket will be available to the state on-site for
emergency cleaning.
2.4 JANITORIAL SERVICES AND SUPPLIES CONSISTENT WITH BGS POLICIES.
2.4.1 Janitorial Supplies:
a) Administrative Policy #0032 Attachment D:
http://bgs.vermont.gov/commissioner/adminpolicies/0032
b) Environmentally Preferred Purchasing (EPP) Attachment E:
http://bgs.vermont.gov/sites/bgs/files/documents/BGS-Purchasing-enviro.pdf
2.5 CONTRACTOR’S ACKNOWLEDGEMENT: SECURITY BACKGROUND CHECKS may be
required to work under this contract with background check costs covered by the successful bid
applicant.
2.6 JANITORIAL SERVICES: REQUIRED two (2) days per week (actual weekdays yet to be
determined)
a. Restroom sinks, shelving, chrome fixtures, and toilets shall be washed inside and out with
disinfectant detergent.
Performance Standard:
Ensure that all restroom floors are clean and free of trash, litter, dust, spilled
liquids then mopped with disinfectant detergent.
b. Stock restrooms, kitchen/break areas on each service day with toilet paper, paper towels
and hand soap in adequate supply to carry into the next service day.
Performance Standard:
Ensure restrooms are re-supplied with toilet paper, paper towels and hand soap
so that after re-supplying the restroom stock and supplies do not run out prior to
the next re-supply period.
c. Wastebaskets are to be emptied with cartons and boxes next to a wastebasket and any
other waste, compost, or recycling are to be removed to the dumpster area. Plastic liner
shall be replaced as needed but shall be done at least once per week. Trash must be
deposited in the designated dumpsters nightly and should never be stored within the office
area.
Performance Standard:
Ensure all wastebaskets, paper shredders, recycling, composting, and other
containers within the area are emptied and returned to their location.
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Ensure boxes, cans and papers placed near a trash receptacle marked “trash” are
removed.
Ensure any obviously soiled or torn plastic trash receptacle liners in such
receptacles are replaced.
Ensure all trash is disposed of in plastic bags and securely tied.
Ensure any trash that spills from the dumper during the removal of collected trash
is picked up and collected.
Ensure all solid waste collected as a requirement of this contract is placed in
appropriate onsite dumpster containers marked trash or recycling.
Ensure plastic liners are replaced at least once a week.
Ensure compost is placed in the onsite compost container.
d. All reception areas, office, waiting rooms, and main corridors shall be vacuumed daily and
wet mopped daily.
Performance Standard:
Sweep non-carpeted floor surface areas daily, including corners and abutments;
chairs, trash receptacles, and easily movable items shall be moved to sweep
underneath areas.
Ensure the floors are free of spill, trash, visible litter, dust and debris. No dirt shall
be left in corners and abutments; chairs, trash receptacles, and easily movable
items shall be moved to sweep underneath areas.
Ensure caution signs are displayed when cleaning floors in an area where people
other than contract personnel are, or will be present, before the floors are dry.
e. High touch surface disinfecting.
Performance Standard:
All high touch surfaces are to be disinfected once every service day.
2.7 JANITORIAL SERVICES: REQUIRED WEEKLY
a. All restroom mirrors, dispensers, chromium fixtures, and piping shall be damp-wiped and
polished dry.
Performance Standard:
Ensure all glass in doors, display cases and any other glass within approximately
7’0” of the floor are free of film, dirt, smudges, water or cloudy surfaces.
b. All partitions and doors in restrooms shall be washed.
Performance Standard:
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De-scale and disinfect partitions, stalls, in restrooms, to include toilet bowls, and
urinals, lavatories, showers, dispensers, and other such surfaces using germicidal
detergent weekly.
Damaged fixtures during de-scaling and disinfecting shall be the responsibility of
the contractor to repair or replace to the satisfaction of the state representative.
c. Glass in entry doors shall be washed on both sides.
Performance Standard:
Ensure that after the windows have been cleaned (inside and outside on mall
facing wall), all traces of film, dirt, smudges, water and other foreign matter are
removed from frames, casings, sill and glass, as well as plexi-glass at all counters.
Ensure that all dust, lint, cobwebs, litter and dry soil is removed.
d. Dust and wash down all surfaces in the break room including sink.
Performance Standard:
Make sure that all countertops, tables and sinks are cleaned and disinfected. All
food that is found left out should be disposed of outside the building.
2.8 JANITORIAL SERVICES: REQUIRED QUARTERLY
a. Buff and/or wax all tile flooring.
Performance Standard:
Strip wax and apply new wax to all hard surface floors. Apply a new base coat of
wax on floor if required. The products used for the procedure should be those that
are recommended by the material manufacturer and must provide a non-slip
surface.
Ensure a uniform coating of no-slip floor finish is applied bi-annually so that the
floor presents a uniform glossy appearance.
2.9 JANITORIAL SERVICES: REQUIRED Annual
a. Dust all file cabinets; dust furniture in waiting, lunch, and conference rooms and all wall
surfaces to full ceiling height shall be thoroughly dusted.
Performance Standard:
Ensure all horizontal surfaces, benches, and furniture up to 7’0” above the floor is
free of dust, lint, litter, cobwebs and that dry soil is removed from surfaces of
cleared disks, chairs, file cabinets and other types of office furniture and
equipment, ledges, windowsills, and handrails.
Ensure a streak free surface. Ensure corners, crevices, moldings and ledges are
free of all dust, oil, spots, or smudges caused by dusting tools.
The contractor SHALL NOT dust computers, and other computer equipment,
business machines, and equipment of a similar nature as well as personal items
located on desks.
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b. Remove insect remains from light fixtures.
Performance Standard:
Ensure that after cleaning; both the interior and exterior of the light fixtures are free
of bugs, dirt, dust, grease or other foreign matter.
c. Wash all plastic and walk off floor mats.
Performance Standard:
Ensure all carpet-type entrance mats are removed of soil and grit and restored
resiliency of the carpet pile is maintained on a bi-weekly basis.
d. Wash all building glass, inside and outside, and as needed.
Performance Standard:
Ensure that after the windows have been cleaned, all traces of film, dirt, smudges,
water and other foreign matter are removed from frames, casings, sill, and glass.
e. Wash all partitions – glass and metal surfaces.
Performance Standard:
Ensure all glass and plexi-glass counter windows are free of film, dirt, smudges,
water or cloudy surfaces.
f. Wash all plastic covers for fluorescent light fixtures and ceiling air exchanges.
Performance Standard:
Ensure covers for lighting fixtures and ceiling air exchanges are free of dust and
debris.
g. Steam clean all carpeted areas.
Performance Standard:
Vacuum and pore-treat high traffic and visibly stained areas and steam shampoo
entire carpet. Notice to tenant shall be given 1 week in advance of cleaning.
Vacuum any residue once dry.
2.10 JANITORIAL SERVICES: AS NEEDED:
a. Remove/Wash fingerprints and marks on walls.
Performance Standard:
Ensure bi-weekly cleaning, spot cleaning and polishing of walls, partitions,
windowsills, baseboards, doors, floors and fixtures ensuring surface has a clean
uniform appearance free from smudges, spots, fingerprints, marks, streaks, and
other evidence of soil
b. Wash/Polish tops of conference tables and common area surfaces.
Performance Standard:
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Ensure bi-weekly cleaning, spot cleaning and polishing of conference tables
reception end/coffee tables and breakroom tables ensuring surface has a clean
uniform appearance.
c. Vacuum/Spot clean upholstered seating, wash vinyl and plastic chairs.
Performance Standard:
Ensure bi-weekly cleaning, as needed, spot cleaning of seating furniture and
removal of visible staining, spills, lint and debris for a presentable and uniform
appearance.
d. Contractor shall notify state representative if work cannot be performed to standards herein
due to inaccessible, damaged or defective surfaces, or materials.
e. The contractor shall furnish paper products, hand soap, and associated dispensers, janitorial
equipment and cleaning supplies. One dry mop and one wet mop and bucket will be
available to the state for emergency cleaning.
2.11 JANITORIAL SERVICES: CALL-IN BASIS
a. Contractor shall perform additional janitorial services, upon request of the State, on a call- in
basis to address unplanned janitorial needs not described above.
2.12 SECURITY CONDITIONS
Access to the main building shall be gained by using a state badge.
Only those individuals in the employment of the janitorial company are allowed access to the building. No other
individuals, including, but not limited to, friends, spouses, or children etc., are permitted in the building during
performance of janitorial duties.
Violation of any of these conditions is grounds for immediate termination of this contract.
2.13 CONTRACTOR RESPONSIBILITIES
The Contractor will furnish paper products, janitorial equipment, and cleaning supplies. One
vacuum cleaner, and a mop, will be available to the state for emergency cleaning, and the
contractor will identify the location and access of this equipment to be made available to all
departments.
All cleaning products shall be only those approved by the state VOSHA office department
regarding their use and safety of chemicals.
Safety data sheets (SDS) must be on file at the location of use for all cleaning products used in support of this
contract.
2.14 USE OF CLEANING PRODUCTS/ENVIRONMENTAL SAFETY AND HEALTH CRITERIA
In order to comply with Executive Orders 06-94 and 02-04, and Buildings and General Services Policy 0032,
the State of Vermont will specify, buy and use, where feasible, only Environmentally Preferable Custodial
Cleaning Products in state owned and leased facilities.
Environmentally Preferable Cleaning Products are defined as products that have a lesser or reduced effect on
human health and the environment when compared with competing products or services that serve the same
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purposes.
Products used in support of this contract must meet or exceed the criteria established in the Vermont
Environmental, Safety and Occupational Health Criteria for Custodial Products.
2.15 VT ESOH CRITICAL PRODUCT EXCLUSION CRITERIA: The mandatory exclusions for all cleaning
products used by state employees or contractors within state facilities are as follows:
No Persistent, Bioaccumulative And Toxic Chemicals
No Carcinogens, Mutagens and Teratogens
No Ozone-Depleting Compounds
Low Volatile Organic Compounds (VOC's)
No Hazardous Waste Characteristics
No Phosphate or Phosphonates
No Combination Cleaner-Disinfectants
For a complete list of requirements visit: http://www.bgs.state.vt.us/pca/enviro.doc
Use of any custodial cleaning product not meeting the mandatory CRITICAL PRODUCT EXCLUSION
CRITERIA of the Vermont Environmental, Safety and Occupational Health Criteria for Custodial Products must
have a waiver signed and on-file with the Environmental Safety & Occupational Health Coordinator for the work
location where product is being used.
Safety data sheets (SDS) must be on file at the location of use for all cleaning products used in support of this
contract. These sheets are to be provided to the office manager prior to their use. Before any change in the use
of products office manager will be notified.
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
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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 information, as applicable, in accordance
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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.
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/business-services/business-
filings/domestic-formation 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. 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.
3.9.4. 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.
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.
4.4. The bid should include a Cover Letter and Technical Response and Price Schedule.
4.5. COVER LETTER:
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4.5.1. Exceptions to Contract Terms and Conditions. The State will not consider exceptions to
contract terms and conditions included with this RFP.
4.6. TECHNICAL RESPONSE. In response to this RFP, a bidder shall:
4.6.1. Provide details concerning your form of business organization, company size and
resources.
4.6.2. Describe your capabilities and particular experience relevant to the RFP requirements.
4.6.3. 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.
4.6.4. 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.
4.7. 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.
4.8. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be
applicable to the Detailed Requirements of this RFP.
4.9. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule
attached to the RFP.
4.10. 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
Revised: February 13, 2026
Page 13 of 25
limitation. It is also the Bidder's responsibility to ensure that their own email system
can send and receive messages up to this size.
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. SAMPLE 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
Page 14 of 25
RFP: Janitorial Services at DMV 1998 Memorial Drive, St Johnsbury, Vermont
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.
Revised: February 13, 2026
Page 15 of 25
RFP: Janitorial Services at DMV 1998 Memorial Drive, St Johnsbury, Vermont
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® Certification
❑ LEED®, Green Globes®, or Living Buildings Challenge℠ 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:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Revised: February 13, 2026
Page 16 of 25
RFP: Janitorial Services at DMV 1998 Memorial Drive, St Johnsbury, Vermont
DATE: ________________
Page 3 of 4
E. Executive Order 02 – 22: Solidarity with the Ukrainian People
❑ By checking this box, Bidder certifies that none of the goods, products, or materials offered in
response to this solicitation are Russian-sourced goods or produced by Russian entities. If Bidder
is unable to check the box, it shall indicate in the table below which of the applicable offerings are
Russian-sourced goods and/or which are produced by Russian entities. An additional column is
provided for any note or comment that you may have.
Provided
Equipment or Product Note or Comment
F. Certification Regarding Use of Contract Funds for Lobbying - Applicable to contracts over $100,000.00
when federal monies are involved - this clause must be included in all subcontracts over $100,000.00.
1. The prospective contr
- Issue Date
- Sep 22, 2026
- Due Date Raw
- 10/21/2026 04:30PM
- Detail Fetched
- Yes
- Questions Due Raw
- 10/14/2026 04:30PM
Vermont Buildings & General ServicesIssuing agency·Vermont·via the Vermont BGS purchasing bid board