- Title
- Enterprise eSignature Solution
- Pdf Text
- Department of Buildings and General Services Agency of Administration
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
SEALED BID
REQUEST FOR PROPOSAL
Enterprise eSignature Solution
ISSUE DATE October 27, 2026
QUESTIONS DUE November 10, 2026 – 4:30 PM ET
RFP RESPONSES DUE BY November 30, 2026 – 4:30 PM ET
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: Kyle Emerson, State Purchasing Agent
E-MAIL: SOV.ThePathForward@vermont.gov
USE SUBJECT: ENTERPRISE ESIGNATURE SOLUTION
1. OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of
Digital Services (hereinafter the “State”) is seeking to establish contracts with one or
more companies that can provide an enterprise electronic signature (eSignature)
platform for use by State agencies, departments, and divisions.
1.2. The State’s current eSignature platform is DocuSign. In calendar year 2025 the State
sent 169,642 envelopes through the platform and completed 151,263 of them (89%).
As of February 2026, the platform served 1,605 licensed users across 47 department-
level accounts, with the Agency of Transportation accounting for 618 of those users
(39% of all licensed users).
1.3. CONTRACT PERIOD: Any Contract(s) arising from this RFP will be for a period of (3)
three years with an option to renew for up to two additional twelve-month periods. The
State anticipates the start date for such contract(s) will be August 15, 2027.
1.4. 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.
1.5. BIDDERS’ CONFERENCE: A mandatory/non-mandatory bidders’ conference will/will
not be held remotely at the date and time indicated on the front page of this RFP.
1.5.1. If there is a remote bidders’ conference, and call-in information is not provided on
the front page of the RFP, all potential bidders must/may send an e-mail to the State
Contact with Bidder’s firm and contact info and shall then be provided call-in details.
1.6. 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.
1.7. 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 requires an enterprise-wide, cloud-hosted electronic
signature platform that enables State personnel to assemble multi-document signature
packages, route them to internal and external signers in a defined order and receive
legally enforceable executed documents supported by a complete audit trail. The platform
must support delegated administration by agency, department, or division sub-account;
template-based, web-form, and bulk package creation; integration with existing State
systems including SharePoint and OneDrive; and signing by both licensed State users
and unlicensed external signers on any device.
2.2. The platform will operate as a core enterprise service within the State Enterprise
Architecture and must support a modular, API-driven architecture; separation of
Development, Test, Production, and Disaster Recovery environments; integration with
enterprise identity services, including Microsoft Entra ID; and centralized administration
with delegated agency-level management. Integrations must maintain feature parity with
the base platform, including notifications, audit logging, and workflow controls. Bidders
should note that the State currently relies on integrations and add-on services including
the Grant Electronic Application Reporting System (GEARS) at the Agency of
Transportation, DocuSign Retrieve, Ivalua (VTBuys), and SMS delivery; a Bidder
proposing a platform other than the State’s incumbent solution shall describe how
equivalent integrations would be implemented and the effect on affected business
processes. The State’s detailed functional requirements are set forth in Appendix E and
its non-functional requirements in Appendix F to this RFP.
2.3. The State of Vermont seeks to achieve the following Business Value(s):
2.3.1. Cost Savings: A cloud-native SaaS platform avoids on-premises infrastructure
cost and scales with demand across agencies, and automation of reminders,
notifications, and reporting reduces manual effort in high-volume signing workflows.
Right-sizing licenses to actual use — 1,605 licensed users in February 2026 against
a 2025 average of 2,143 — and eliminating unused agency and department sub-
accounts further reduce recurring subscription cost.
2.3.2. Customer Service Improvement: Vermonters, vendors, and State personnel will
be able to review and sign documents from any device without installing client
software or creating a licensed account, reducing turnaround time on State business
processes.
2.3.3. Risk Reduction: Strong signer authentication (MFA or SSO with conditional
access), single-use expiring signing links, data loss prevention monitoring,
forwarding restrictions, and comprehensive audit logging reduce the risk of
unauthorized execution and document exfiltration.
2.3.4. Compliance: The solution will support legal enforceability of electronically signed
records and will meet Federal and Vermont accessibility requirements, including
Section 508 of the Rehabilitation Act and W3C Level AA web accessibility
guidelines.
2.4. Functional, Non-Functional, and General Administrative Requirements
2.4.1. The State’s Functional Requirements are provided in Appendix E (Functional
Requirements – User Stories) and its Non-Functional Requirements in Appendix F
(Non-Functional Requirements), both attached to this RFP. Bidders shall respond to
each requirement in the attached State of Vermont Bidder Response Form.
2.4.2. General Administrative Requirements – User Adoption, Training, and Support: In
addition to the functional and non-functional requirements, the selected Contractor
shall provide general administrative services supporting user adoption, training, and
end-user support. At a minimum, these services shall include structured onboarding
and training for new and existing users; clear, accessible documentation and job
aids; ongoing support for feature adoption and process improvement; and targeted
communication to reinforce best practices and standard workflows. Bidders shall
describe the user adoption, training, and support services they will provide and will
be evaluated on their ability to deliver those services.
2.4.3. Operational Enhancements: Any contract resulting from this RFP shall secure
Contractor support services for operational enhancements — including new
integrations and training on new product features — for the duration of the contract
term, so that the State may continue to improve how the platform is used across
State government without a separate contract amendment for each enhancement.
2.4.4. The Non-Functional Requirements include requirements for the following:
2.4.4.1. Hosting
2.4.4.2. Application Solution
2.4.4.3. Security
2.4.4.4. Accessibility and Usability
2.4.4.5. Performance, Scalability, and Availability
2.4.4.6. Compatibility, Integration, and Interoperability
2.4.4.7. Maintainability and Supportability
2.4.4.8. Portability and Data Export
2.4.4.9. Data Compliance: Solutions must adhere to applicable State and Federal
standards, policies, and laws. The Bidder Response Form includes a table of
data types and their applicable State and Federal standards, policies, and laws.
The boxes in the table that are checked are the ones that are applicable to this
procurement
3. GENERAL REQUIREMENTS:
3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and
all costs that Bidder wishes the State to consider must be submitted for consideration. If
applicable, all equipment pricing is to include F.O.B. delivery to the ordering facility. No
request for extra delivery cost will be honored. All equipment shall be delivered
assembled, serviced, and ready for immediate use, unless otherwise requested by the
State.
3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing
policy submitted by Bidder must (i) be clearly structured, accountable, and auditable
and (ii) cover the full spectrum of materials and/or services required.
3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts
through a competitive bidding process with another state and/or cooperative are
welcome to submit the pricing in response to this solicitation.
3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses
and select the Bidder(s) as may be determined to be in the best interest of the State and
consistent with the goals and performance requirements outlined in this RFP. The State
of Vermont reserves the right to obtain clarification or additional information necessary to
properly evaluate a proposal. Failure of bidder to respond to a request for additional
information or clarification could result in rejection of that bidder's proposal. To secure a
project that is deemed to be in the best interest of the State, the State reserves the right
to accept or reject any and all bids, in whole or in part, with or without cause, and to
waive technicalities in submissions. The State also reserves the right to make purchases
outside of the awarded contracts where it is deemed in the best interest of the State.
3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and
prior to the final selection of Bidder(s) for Contract negotiation or execution, the State
may invite Bidder(s) to provide a BAFO. The state reserves the right to request
BAFOs from only those Bidders that meet the minimum qualification requirements
and/or have not been eliminated from consideration during the evaluation process.
3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be
required by the State if it will help the State’s evaluation process. The State will
factor information presented during presentations into the evaluation. Bidders will be
responsible for all costs associated with providing the presentation.
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 OCOI that cannot be mitigated to the State’s full satisfaction and (b)
terminate a contract upon discovery that a contractor failed to disclose facts
pertaining to a PCOI or OCOI in its proposal, or otherwise misrepresented relevant
information to the State.
3.4. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with
Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54),
Bidders must comply with the following provisions and requirements.
3.4.1. Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete
the appropriate section in the attached Certificate of Compliance for purposes of
self-reporting information relating to past violations, convictions, suspensions, and
any other information related to past performance relative to coding and
classification of workers. The State is requiring information on any violations that
occurred in the previous 12 months.
3.4.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are
hereby notified that upon award of contract, and prior to contract execution, the State
shall be provided with a list of all proposed subcontractors and subcontractors’
subcontractors, together with the identity of those subcontractors’ workers
compensation insurance providers, and additional required or requested information,
as applicable, in accordance with Section 32 of The Vermont Recovery and
Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to
subcontractors providing supplies only and no labor to the overall contract or project.
This list MUST be updated and provided to the State as additional subcontractors
are hired. A sample form is available online at http://bgs.vermont.gov/purchasing-
contracting/forms. The subcontractor reporting form is not required to be
submitted with the bid response.
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.
Proposals will be scored against the following criteria and weights:
Evaluation Criterion Weight
Solution fit against the Functional Requirements in Appendix E and the
Non-Functional Requirements in Appendix F, including security,
accessibility, integration, and administrative capability
30%
User adoption, training, and support services, including the Bidder’s
ability to deliver the general administrative requirements set forth in
Section 2 of this RFP
20%
Implementation approach and migration plan, including re-
implementation of the State’s existing integrations where applicable 15%
Qualifications, experience, and references on comparable enterprise-
scale deployments 10%
Cost, including total cost of ownership over the initial contract term and
the fit of the proposed license model to the State’s actual user base 25%
Total 100%
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, Attachment C and Attachment D as
attached to this RFP for reference.
3.10. 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/corporations/registration/and must obtain a Contractor’s Business
Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ .
3.10.1. The contract will obligate the bidder to provide the services and/or products
identified in its bid, at the prices listed.
3.11. 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.
3.12. 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.
3.13. 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.
3.14. DEMONSTRATION: An in-person or webinar demonstration 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 demonstrations into the evaluation. Bidder will be
responsible for all costs associated with providing the demonstration.
3.15. INDEPENDENT REVIEW: Certain State information technology projects require
independent expert review as described under 3 V.S.A. § 3303(d). Such review, if
applicable, will inform the State’s decision to award any contract(s) resulting from this
RFP.
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, vendors 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 vendor-
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. The State intends to redact or withhold only those
confidential materials specifically requested below or in the Bidders Response Form
attached to this RFP (if one is used). All other materials, including those marked as
confidential by bidders, are subject to disclosure if requested under the Public Records
Act, or public posting.
4.4. State Not Responsible for Disclosure of Unmarked Bidder-Confidential
Information. It is the sole responsibility of the bidder to ensure that, other than where
specifically directed or permitted by this RFP and accordingly marked as described
below, no information that should not be publicly disclosed is included in their proposal
materials, including any 1) trade secrets or intellectual property, 2) proprietary financial
or business information, 3) personal information, or 4) any other information that should
not be disclosed to the public. For example, bidders should avoid including specific
details of their proprietary technologies or methodologies that they consider confidential,
and any references to previous client engagements should be presented in a manner
that does not disclose the client's confidential information.
4.5. The bid should include a Cover Letter and Technical Response and Price Schedule.
4.6. COVER LETTER:
4.6.1. Exceptions to Contract Terms and Conditions. Bidders are expected to accept
State terms, conditions, and templates as set forth in the sample contract attached to
this RFP. By submitting a proposal in response to this RFP, bidders are confirming
their concurrence unless, and then only to the extent bidder proposes exceptions in
the Bidders Response Form attached to this RFP (if one is used) or otherwise in the
cover letter to bidder’s proposal. However, the State is not bound to accept any
exceptions and taking such exceptions may cause a proposal to be not in the best
interests of the State. If exceptions are not noted in the response to this RFP but
raised during contract negotiations, the State reserves the right to cancel the
negotiation if deemed to be in the best interests of the State.
4.7. TECHNICAL RESPONSE. In response to this RFP, a bidder shall:
4.7.1. Provide details concerning your form of business organization, company size and
resources.
4.7.2. Describe your capabilities and particular experience relevant to the RFP
requirements.
4.7.3. If you have experience working with the State of Vermont, identify all current or
past State projects. Provide the name of the Vermont department or agency and the
project title or a brief description of the work. Do not include references or
statements from State of Vermont agencies or employees.
4.7.4. Identify the names of all subcontractors you intend to use, the portions of the work
the subcontractors will perform, and address the background and experience of the
subcontractor(s), in response to the questions described above in this section.
4.8. REFERENCES. Provide the names, addresses, and phone numbers of at least three
companies with whom you have transacted similar business in the last 12 months. You
must include contact names who can talk knowledgeably about performance. Do not list
a State of Vermont agency or employee as a reference.
4.9. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that
may be applicable to the Detailed Requirements of this RFP.
4.10. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price
Schedule attached to the RFP.
4.11. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted
as part of the response for the proposal to be considered valid.
4.12. STATE OF VERMONT BIDDER RESPONSE FORM: This form must be
completed and submitted as part of the response for the proposal to be considered valid.
The State of Vermont Bidder Response Form provides a standard format and content for
bidder proposals. When required, this form will prompt Bidders to supply the information
required in the above RFP sections 4.6. through 4.11. Note: In addition to completing the
State of Vermont Bidder Response Form, Bidders are required to provide the specific
attachments that are described within the Bidder Response Form.
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
SOV.ThePathForward@vermont.gov. The subject line of the email submission must
reference the Project Title as indicated on the front page of this RFP.
5.2.1.1. Bids must consist of a single email with a single, digitally searchable PDF
attachment containing all components of the bid. Multiple emails and/or
multiple attachments will not be accepted.
5.2.1.2. There is an attachment size limit of 40 MB. It is the Bidder’s responsibility to
compress the PDF file containing its bid if necessary in order to meet this size
limitation. It is also the Bidder's responsibility to ensure that their own email
system can send and receive messages up to this size.
6. BID SUBMISSION CHECKLIST:
o Redacted Technical Response, if applicable
o State of Vermont Bidder Response Form and Attachments
o Technical Response (included in Bidder Response Form)
o References (included in Bidder Response Form)
o Price Schedule (included in Bidder Response Form)
o Certificate of Compliance (included in Bidder Response)
7. ATTACHMENTS:
7.1. State of Vermont Bidder Response Form
7.2. Standard State Contract with its associated attachments, including but not limited to,
Attachment C: Standard State Provisions for Contracts and Grants (February 13, 2026)
and Attachment D: IT System Implementation Terms and Conditions (December 9,
2025)
7.3. Attachment E – Business Associates Agreement
7.4. AI Disclosure Form
7.5. Appendix F – Functional Requirements – User Stories
7.6. Appendix G – Non-Functional Requirements
State of Vermont Bidder Response Form
Request for Proposal Name: Enterprise eSignature Solution
Exhibit CPage 11 of 109Docusign Envelope ID: C3A439B1-064E-8156-8040-2448AC9F3988
State of Vermont Bidder Response Form
Vendor Instructions:
Provide the information requested in this form and submit it to the State of Vermont as part of your Request for Proposal
(RFP) response. All answers must be provided within the form unless otherwise specified.
Important: This form must be completed and submitted in response to this RFP for your proposal to be considered
valid. The submission must also include the eight (8) additional artifacts requested within this form (denoted by
underlined green font).
See the RFP for full instructions for submitting a bid. Bids must be received by the due date and at the location
specified on the cover page of the RFP.
Direct any questions you have concerning this form or the RFP to:
STATE CONTACT
State of Vermont
Office of Purchasing & Contracting
E-mail Address: SOV.ThePathForward@vermont.govPage 12 of 109Docusign Envelope ID: C3A439B1-064E-8156-8040-2448AC9F3988
State of Vermont Bidder Response Form
Part 1: VENDOR PROFILE
1. Complete the table below.
Item Detail
Company Name: [insert the name that you do business under]
Physical Address: [if more than one office – put the address of your head office]
Postal Address: [e.g. P.O Box address]
Business Website: [url address]
Type of Entity (Legal
Status):
[sole trader/partnership/limited liability company or specify other]
Primary Contact: [name of the person responsible for communicating with the Buyer]
Title: [job title or position]
Email Address: [email]
Phone Number: [landline]
Fax Number: [fax]
2. Provide a brief overview of your company including number of years in business, number of employees, nature of
business, and description of clients. Identify any parent corporation and/or subsidiaries.Page 13 of 109Docusign Envelope ID: C3A439B1-064E-8156-8040-2448AC9F3988
State of Vermont Bidder Response Form
3. Is your organization currently or has it previously provided solutions and/or services to any agency or entity of the
Vermont State government within the past five years? If so, include a complete list of the State entities, the solutions
and/or services provided, and the dates your organization provided the State with these services in the last five years.
4. Provide a Financial Statement* for your company and label it Attachment #1. This requirement can be filled by:
A current Dun and Bradstreet Report that includes a financial analysis of the firm;
An Annual Report if it contains (at a minimum) a Compiled Income Statement and Balance Sheet verified by a
Certified Public Accounting firm; or
Tax returns and financial statements including income statements and balance sheets for the most recent 3
years, and any available credit reports.
A confidentiality statement may be included if this financial information is considered non-public information
*Some types of procurements may require bidders to provide additional or specific financial information. Any such
additional requirements will be clearly identified and explained within the RFP and may include supplemental forms in
addition to this Bidder Response Form.
5. Disclose any judgments, pending or expected litigation, or other real potential financial reversals, which might materially
affect the viability or stability of your company or indicate below that no such condition is known to exist. A confidentiality
statement may be included if this information is considered non-public information
6. Provide a list of three references similar in size and industry (preferably another governmental entity). References shall
be clients, other than the State of Vermont, who have implemented your Solution within the past 48 months.
Reference 1 Detail
Reference Company Name: [insert the name that you do business under]
Company Address: [address]
Type of Industry: [industry type: e.g., government, telecommunications, etc.]Page 14 of 109Docusign Envelope ID: C3A439B1-064E-8156-8040-2448AC9F3988
State of Vermont Bidder Response Form
Contact Name: [if applicable]
Contact Phone Number: [phone]
Contact Email Address: [email]
Description of system(s)
implemented:
[description]
Date of Implementation: [date]
Reference 2 Detail
Reference Company Name: [insert the name that you do business under]
Company Address: [address]
Type of Industry: [industry type: e.g., government, telecommunications, etc.]
Contact Name: [if applicable]
Contact Phone Number: [phone]
Contact Email Address: [email]
Description of system(s)
implemented:
[description]
Date of Implementation: [date]
Reference 3 Detail
Reference Company Name: [insert the name that you do business under]
Company Address: [address]Page 15 of 109Docusign Envelope ID: C3A439B1-064E-8156-8040-2448AC9F3988
State of Vermont Bidder Response Form
Type of Industry: [industry type: e.g., government, telecommunications, etc.]
Contact Name: [if applicable]
Contact Phone Number: [phone]
Contact Email Address: [email]
Description of system(s)
implemented:
[description]
Date of Implementation: [date]
PART 2: VENDOR PROPOSAL/SOLUTION
1. Provide a description of the technology solution you are proposing.
2. Provide a description of the capabilities of the technology solution you are proposing.
3. If specific software is being proposed, provide a description of the:
A. Standard features and functions of the software:
B. The software licensing requirements for the solution:
Maximum number of concurrent users:
4. Give a brief description of the evolution of the system/software solution you are proposing. Include the date of the first
installed site and major developments which have occurred (e.g. new versions, new modules, specific features).
5. List the total number of installations in the last 3 years by the year of installation.
6. Provide the total number of current users for the proposed system and indicate what version they are using.Page 16 of 109Docusign Envelope ID: C3A439B1-064E-8156-8040-2448AC9F3988
State of Vermont Bidder Response Form
7. Have you implemented the proposed solution for other government entities? If so, tell us who, when, and how that
implementation went?
8. Provide a Road Map that outlines the company’s short term and long term goals for the proposed
solution/software and label it Attachment #2. (A confidentiality statement may be included if this information is
considered non-public information)
9. Provide a PowerPoint (minimum of 1 slide and maximum of 10 slides) that provides an Executive level summary
of your proposal to the State. Label it Attachment #3.
10. Describe any infrastructure, equipment, network or hardware required to implement and/or run the solution.
11. What is your recommended way to host this solution?
12. Describe how your solution can be integrated to other applications and if you offer a standard-based interface to enable
integrations.
13. Respond to the following questions about the solution being proposed:
Vendor Response/Explanation
Question Yes or
No
A. Does the solution use Service Oriented
Architecture for integration?
B. Does the solution use a Rules Engine for
business rules?
C. Does the solution use any Master Data
Management?Page 17 of 109Docusign Envelope ID: C3A439B1-064E-8156-8040-2448AC9F3988
State of Vermont Bidder Response Form
D. Does the solution use any Enterprise Content
Management software?
E. Does the solution use any Case Management
software?
F. Does the solution use any Business
Intelligence software?
G. Does the solution use any Database
software?
H. Does the solution use any Business Process
Management software?
I. Is this a browser based solution and if so
what browsers do you support?
J. Does the solution include an API for
integration?Page 18 of 109Docusign Envelope ID: C3A439B1-064E-8156-8040-2448AC9F3988
State of Vermont Bidder Response Form
PART 3: FUNCTIONAL REQUIREMENTS
The table below lists the State’s Functional Requirements. Indicate the “Availability” for each requirement for your proposed
solution. Use the “Vendor Comments” column to provide any additional information or explanations.
A - Feature is available in the core (“out-of-the-box”) solution.
D - Feature is currently under development (indicate anticipated date of availability in the Vendor comments column).
C - Feature is not available in the core solution, but can provided with customization.
N - Feature is not available.Page 19 of 109Docusign Envelope ID: C3A439B1-064E-8156-8040-2448AC9F3988
State of Vermont Bidder Response Form
ID
#
Functional Requirement Description Availability Vendor Comments
1 Create Packages
A Create Package with Multiple
Documents — As a Sender, I want to
create a package containing multiple
documents so that I can combine
multiple files for inclusion in the
package. (ADS-ES-US-01)
B Upload Document(s) - As a Sender, I
want to upload document(s) into the
eSignature solution so that I can create
a package for routing. (ADS-ES-US-
02)
C Assign Signer by Email — As a
Sender, I want to assign a signer by
entering an email address, so that they
receive the package and related
notifications. (ADS-ES-US-03)
D Assign Previous Signers — As a
Sender, I want to select a signer from a
list of previous signers or frequently
selected individuals, so that inserting
the names of signees is faster. (ADS-
ES-US-04)
E Assign Signer Groups — As a Sender,
I want to create and select “groups” of
signers, so that a package can be
signed by at least one member of the
group in order to proceed through the
workflow. (ADS-ES-US-05)Page 20 of 109Docusign Envelope ID: C3A439B1-064E-8156-8040-2448AC9F3988
State of Vermont Bidder Response Form
ID
#
Functional Requirement Description Availability Vendor Comments
F Set Signing Order — As a Sender, I
want to select the order in which
signers will be asked to sign the
document, so that I can follow business
protocols and existing authorization
hierarchies. (ADS-ES-US-06)
G Set Document Visibility — As a
Sender, I want to control which signers
can see specific documents (such as
“must be signer to view document”), so
that I can complete my business
process by initiating a single signature
workflow while also maintaining
appropriate sharing privileges. (ADS-
ES-US-07)
H Identify Copied Individuals — As a
Sender, I want to add reviewers
(“CC’d” individuals) who will receive a
copy of the final signed document, so
that key individuals are automatically
notified when the signature workflow is
complete and receive a copy of the
final signed package. (ADS-ES-US-08)
I Save as Draft — As a Sender, I want to
save an unsent package as a draft, so
that I can return to in-progress work at
a later time. (ADS-ES-US-09)Page 21 of 109Docusign Envelope ID: C3A439B1-064E-8156-8040-2448AC9F3988
State of Ve
- Issue Date
- Oct 27, 2026
- Due Date Raw
- 11/30/2026 04:30PM
- Categorized By
- llm-nc
- Detail Fetched
- Yes
- Questions Due Raw
- 11/10/2026 04:30PM
Vermont Buildings & General ServicesIssuing agency·Vermont·via the Vermont BGS purchasing bid board