- Title
- ANR DEC Flood Resiliency Training
- Pdf Text
- 1
Agency of Digital Services
One National Life Drive, 2nd Floor, Dewey Building
Montpelier, VT 05620-2120
STANDARD BID
Request for Proposal
ANR DEC Flood Resiliency Training
ISSUE DATE
QUESTIONS DUE
RFP RESPONSES DUE BY
September 22, 2026
September 28, 2026 – 4:30 PM (ET)
October 5, 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: Mark McNally, Agency of Digital Services
E-MAIL: SOV.ITContractingBids@vermont.gov
USE SUBJECT: ANR DEC Flood Resiliency Training
Revised February 13, 2026
1. OVERVIEW:
• SCOPE: Through this Request for Proposal (RFP) the Agency of Natural Resources, Department of
Environmental Conservation (hereinafter the “State”) is seeking to establish contracts with one or more
companies to develop plain-language education and outreach training modules around flood hazards as
well as host the publicly available content.
The development of the training modules will involve technical content creation for each topic, including
engaging videos or other media that incorporate learning checks.
The hosting platform should make trainings publicly available as well as include an online user
registration method for municipal participants. The general public would be looking for more basic
information to meet the state’s No Adverse Impact (NAI) development standards. The online user
registration system should have the ability to register municipal users, gather aggregate basic information
about the participants, their use of the training, and save participant progress.
• BACKGROUND & NEED: Flooding is the largest natural hazard facing Vermonters. The monetary costs
of the recovery from flooding have been increasing over time. Climate change has changed the pattern of
flooding, and Vermont is experiencing greater variability in drought and wet periods throughout the year.
Flood-resilient approaches to development may require complex solutions or technical knowledge. A
challenge in Vermont is that most floodplain management practices and regulations are administered at
the local zoning level. Many communities are not able to employ a full-time zoning administrator,
experience high rates of turnover in the zoning/flood hazard administrator and local review board
positions, and/or have zoning administrators and board members with very little exposure or experience
with flood hazard development review.
Several parts of the 2021 Vermont Climate Plan and the 2024 Flood Safety Act have identified the need
to provide training tools to municipalities that promote regulatory and non-regulatory options to protect
Vermonters, restore floodplains and river corridor functions to contribute to greater public safety, and that
are consistent with the State’s NAI approach to flood hazard management. The State’s NAI approach
includes no adverse impact to neighboring properties, to the natural floodplain and riparian ecosystem,
and supports Vermont’s 2022 Environmental Justice policy that works towards an equitable distribution of
environmental costs and benefits.
• CONTRACT PERIOD: Any Contract(s) arising from this RFP will be for a period of two years with an
option to renew for up to one additional one-year period. The State anticipates the start date for such
contract(s) will be October 15, 2026.
• 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.
• 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 emailed to bidders. 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.
• 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 emailed to bidders. Modifications from any other source are
not to be considered.
SOURCE OF FUNDS:
This project is being funded in whole or in part using federal monies. If a bidder requires assistance in
preparing their proposal or needs guidance on socioeconomic certifications, the bidder may contact the
VT APEX Accelerator. The APEX Accelerator specializes in helping small businesses navigate the
documentation associated with State and Federal procurement. Their website is: http://apex.vermont.gov
Revised February 13, 2026
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
The State of Vermont is interested in obtaining bids to meet the following business need:
The training content and platform being requested are intended to be presented in plain language and provide
basic information on a variety of topics and science concepts around rivers and flooding. The education and
outreach videos and training modules will be developed to support the training and understanding of municipal
officials and the general public through a Vermont-centered NAI floodplain management perspective. The user
should have a low-barrier or no-barrier access to the content on demand and be self-guided.
To best support different learning styles, the training material should be engaging, incorporate multimedia and
interactive training tools with supporting graphics and animations/video, and draw on real-life experiences and
stories where possible. The goal is to create a training that explains concepts and theories and then provides
an example or opportunity to consider practical application of those concepts. The trainings should minimize
lengthy text-filled screens to scroll through or reading text on screen and incorporate content that requires some
user engagement to help retain information.
Trainings should be created in either Sharable Content Object Reference Model (SCORM) format or video
format. Training topics should include a summary and actionable steps for the viewer at the end, and modules
developed for municipal officials should incorporate learning checks throughout or at the end of the training.
Any supporting materials, such as to-do lists, actionable items, or other summary information shall be produced
as an addendum to the course material so it can be made available as a user toolkit after the course. Trainings
should allow for content updates or ability to incorporate changes to reflect policy or program changes.
Online modules and trainings will need to be hosted on a platform that would allow the State to identify the
municipalities accessing the trainings and allow registered users to track their own progress. The platform
should allow the State to view and analyze aggregated information to understand which user types are
accessing the training and how/which modules are being viewed
The Scope/Requirements include the following:
To provide trainings primarily geared toward two different audiences:
a. Municipal officials – This audience includes zoning administrators/local flood hazard area
administrators and municipal policy makers, such as selectboard or planning commission
members (content can be more specific or technical); and,
b. General Public – People looking for more basic information to meet NAI development
standards, or to understand floodplain management or river concepts (content should be
introductory).
The development of 10-15 training modules
a. 5-15 minutes each, and
b. Organized around high-level topics for the general public and local municipal officials.
Training materials should integrate the following guiding principles throughout
a. The reason for an NAI approach to municipal flood hazard regulations, and how to
understand local bylaws;
b. the role that municipalities play in the protection of public safety and river system functions;
c. benefits of naturally functioning floodplains and river corridors; and,
d. consideration of environmental justice and equity in floodplain management approaches.
Revised February 13, 2026
Module topics organized for different audiences may include the following. The final list of topics
will be discussed and prioritized between the successful contractor and the State.
a. Basic floodplain and river corridor concepts, such as what a river corridor and an
inundation floodplain is, how they differ, and the hazards associated with each b. Standard
river management principles and practices basics, such as impacts to channel stability due
to dredging, the impacts of channel armoring and where to use it, flood water storage on
the floodplain, etc.
c. Federal Emergency Management Agency (FEMA) flood hazard maps and other flood risk
mapping like Vermont’s river corridor maps
d. FEMA Elevation Certificates for flood insurance or local permitting
e. Designing floodplain and river corridors projects to meet NAI standards
f. FEMA Letter of Map Changes (LOMCs)
g. Flood insurance basics
h. What happens after a flood – homeowner or property owner perspective
i. Understanding Vermont’s Flood Disclosure rules (Act 181 of 2024, Act 52 of 2025)
Technical knowledge for a flood hazard/zoning administrator on how to administer flood hazard
regulations, or considerations for local officials, such as:
a. Community flood hazard area regulations, including basics of the National Flood Insurance
Program (NFIP), the Vermont State Minimum Flood Hazard Standards (SMFHS) and the
State’s recommended river corridor regulations
b. FEMA base flood elevations and river corridor determinations
c. FEMA Elevation Certificates for floodplain managers
d. Managing violations and variances of the local flood hazard area regulations
e. Substantial Improvement (SI) and Substantial Damage (SD) requirements
f. What happens after a flood: Municipal responsibilities, emergency flood hazard permitting,
request for SD assistance from the State, Emergency Protective Measures for stream
alterations
g. How to consider or suggest improvements for project siting to avoid or minimize adverse
impacts to the project or other existing surrounding development or habitat
h. Different flood map products; comparison of VT ANR River Corridor maps to FEMA Flood
Insurance Rate Maps (FIRM)
Outreach material and content must also be adapted to be delivered at in-person training with
municipal decision makers, local zoning/floodplain administrators, or the general public. The in-
person content could be the same topics, or a combination of topics developed for the self-guided
modules but adapted for in-person delivery by the State’s staff. This element of the proposal should
include a plan for holding 1-2 pilot training courses using the material to troubleshoot any technical
or content issues before a formal public release
Contractor Hosting for Online, On-Demand Modules
a. The online training modules are intended to be free and publicly available to any user. The
State seeks to have the content available either directly on or through a link found on the
State’s existing Flood Training website.
b. Online modules and trainings will need to be hosted on a platform that would allow the State to
identify limited information about the municipalities accessing the trainings (username,
municipal affiliation/role and associated municipality, if applicable) and may allow registered
users to track their own progress. The platform should allow the State to view and analyze
aggregated information of all users to understand which user types are accessing the training
and how/which modules are being viewed, which may be most helpful to users, etc. Access to
the modules could be done through a link to an app, e-learning site, Learning Management
System (LMS), or another platform that provides this functionality. Access and hosting could be
provided by the contractor or a subcontractor.
Revised February 13, 2026
Contractor shall:
1. Project Launch
a. Meet with the State’s Rivers staff, project advisory group, and subcontractors to
refine the overall plan, priorities, deliverables, timeframes, communications, and
authorities.
b. Provide a summary of the meeting agreements.
c. Deliverables: Summary of meeting agreements
d. Due Date: Within 14 days of contract execution
2. Create Project Plan
a. Create a draft plan for executing the project. This plan shall include:
1) A timeline for content and web solution development.
2) The web-based solution (training platform) that will be utilized for hosting
the learning content. This will include details on how users can track their progress
and how the State can track aggregated information about users, including name
and affiliation.
3) An outline of educational content development or supporting media. The
plan shall identify topics, target audiences, information sources, and include any
data gaps or needs. If necessary, this shall include a plan for consulting subject
matter experts, partners, or other subcontractor support.
4) The approach for at least 10-15 priority topics and any other topics to be
considered. For each module training topic, the awardee will outline key learning
goals & objectives, the approach to assess learner knowledge for that training, and
potential training activities and follow-up for the learner, such as learning checks or
learning tools.
5) An outline of how the educational material will be adapted for use in live,
in-person trainings.
b. Submit the draft plan to the State, allow time for State review and feedback, and
incorporate any recommended changes into a final project plan.
c. Deliverables: Draft project plan which includes items 1-5 above; Final project plan.
d. Due Date: Within 60 days of project launch meeting
3. Project Execution
a. Complete a draft of all online education content that will be uploaded to the hosting
solution. Content shall be accessible, informative, and in plain language.
b. Seek feedback on these completed draft materials from the general public,
municipal officials, the State, and other targeted user groups. Assess feedback to
determine which changes should be incorporated.
c. Provide a draft of the in-person training and supporting toolkit material to
the State. Allow time for the State to review and provide feedback and incorporate
any recommended changes.
d. Provide a report to the State on the progress in the project. Identify anticipated
changes to the content, timeline or any other anticipated changes.
e. Deliverables: draft online educational content; draft in-person training materials,
draft supporting materials toolkit; progress report.
f. Due Date: Approximately by the end of Q3 2027
4. Project Completion
a. Complete all supporting copy, content, videos, supporting toolkit materials, and
graphics. Publish content on the hosting solution.
Revised February 13, 2026
b. Provide the State’s Rivers staff with access/login credentials to the online platform
and any needed basic training or orientation to the use and management of the
online training platform. Allow time for the State to use the platform and provide
feedback. Incorporate any recommended changes.
c. Launch the online training platform (go-live).
d. In conjunction with the State, collaborate on hosting 1-2 in-person pilot training
sessions and collect feedback or suggested changes. Complete all required fields
of the Clean Water Outreach Efforts nForm. Allow time for State and user review
and feedback, and incorporate any recommended changes.
e. Complete the final in-person training material and toolkit with incorporated changes
or updates from pilot.
f. Create a succinct report summarizing Contractor’s overall work and any follow-up
needs for the State to complete.
g. Deliverables: Final training materials for in-person trainings, completed web-
training content uploaded and accessible to the public, access admin credentials
for the State to online education platform, completed Outreach nForm, and
summary report.
h. Due Date: Approximately by the end of Q3 2028
3. GENERAL REQUIREMENTS:
• 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.
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.
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.
• 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.
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.
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.
• CONFLICTS OF INTEREST:
Revised February 13, 2026
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.
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.
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.
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.
• 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.
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.
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.
• 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
Revised February 13, 2026
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.
• 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.
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.
1. 70 points – Technical Capacity
a. 25 points – Demonstrated expertise in training development and delivery with a variety of
partners:
o Effective training and public outreach efforts on technical topics
o Experience with the development of training materials
o Experience working with and training municipal officials
o Ability to convey complex technical topics to general audiences
b. 25 points – Demonstrated science & technical knowledge:
o Basic floodplain management concepts
o The National Flood Insurance Program
o River and floodplain functions and values
o NAI floodplain management
c. 20 points – Demonstrated IT skills and experience:
o Development and/or hosting of online training content
o Capacity and/or experience with developing training materials in a SCORM or video format
o Development of training tools for use by the public
2. 10 points – Capacity to manage federal and state funding
3. 10 points – Demonstration of past performance in related work
4. 10 points – Cost Proposal
• 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.
• 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.
• 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.
• 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..1. The contract will obligate the bidder to provide the services and/or products identified in its bid, at the
prices listed.
Revised February 13, 2026
• 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.
• 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.
• 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.
• 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 the providing
the demonstration.
• 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.
• 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.
• 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.
• 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.
• 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.
• The bid should include a Cover Letter and Technical Response and Price Schedule.
• COVER LETTER:
4..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
Revised February 13, 2026
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.
• TECHNICAL RESPONSE. In response to this RFP, a bidder shall:
4..1. Provide details concerning your form of business organization, company size and resources.
4..2. Describe your capabilities and particular experience relevant to the RFP requirements.
4..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..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.
• 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.
• REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be applicable
to the Detailed Requirements of this RFP.
• PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule attached to the
RFP.
• 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:
• 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. 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 email.
• ELECTRONIC BIDS ONLY: All bids under this RFP must be submitted electronically in accordance with
the submission requirements herein.
5..1. Electronic bids will be accepted via email submission to SOV.ITContractingBids@vermont.gov. The
subject line of the email submission must reference the Project Title as indicated on the front page of
this RFP.
• 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.
• 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:
Cover Letter
Technical Response
References
Price Schedule
Revised February 13, 2026
Signed Certificate of Compliance
7. ATTACHMENTS:
• Price Schedule
• Worker Classification Compliance Requirement; Subcontractor Reporting Form
• Standard Contract for Technology Services
• Attachment C: Standard State Provisions for Contracts and Grants (February 13, 2026)
• Attachment D: Information Technology System Implementation Terms and Conditions (December 9, 2025)
• STATE OF VERMONT- FEDERAL TERMS SUPPLEMENT (Non-Construction)
• Attachment E: Federal Funding Programmatic Terms and Conditions for Agreements and Sub-Awards
• Attachment F: Language Access Services
• Attachment G: AI usage Disclosure
• Bidder’s Response Form
Revised February 13, 2026
PRICE SCHEDULE
A. Hourly Labor Rates:
Service Category/Title of Positions Hourly Rate
Set-up fee $
Annual fee $
Adjustments/maintenance $
$
$
$
$
$
B. This contract can be extended up to one (1) additional 12-month period with mutual agreement
between both parties:
Optional Year Increase: Not to Exceed ___________%
Name of Bidder:
Signature of Bidder:
Date:
Revised February 13, 2026
RFP/PROJECT:
DATE:
SUBCONTRACTOR REPORTING FORM
This form must be completed in its entirety and submitted prior to contract execution and updated as
necessary and provided to the State as additional subcontractors are hired.
The Department of Buildings and General Services in accordance with Act 54, Section 32 of the Acts of 2009 and for
total project costs exceeding $250,000.00 requires bidders to comply with the following provisions and requirements.
Contractor is required to provide a list of subcontractors on the job along with lists of subcontractor’s subcontractors
and by whom those subcontractors are insured for workers’ compensation purposes. Include additional pages if
necessary. This is not a requirement for subcontractor’s providing supplies only and no labor to the overall contract
or project.
Subcontractor Insured By Subcontractor’s Sub Insured By
Date:
Name of Company: Contact Name:
Address: Title:
Phone Number:
E-mail: Fax Number:
By: Name:
Failure to adhere to Act 54, Section 32 of the Acts of 2009 and submit Subcontractor Reporting: Worker
Classification Compliance Requirement will constitute non-compliance and may result in cancellation of contract
and/or forfeiture of future bidding privileges until resolved.
Send Completed Form to: State Contracting Entity
Revised February 13, 2026
STANDARD CONTRACT FOR TECHNOLOGY SERVICES
[USE OF THIS TEMPLATE: ALL HIGHLIGHTED LANGUAGE MAY BE DELETED OR
MODIFIED, AS APPLICABLE]
1. Parties. This is a contract for services between the State of Vermont, _____________ (hereinafter called
“State”), and _____________, with a principal place of business in _____________, (hereinafter called
“Contractor”). Contractor’s form of business organization is _____________. It is Contractor’s
responsibility to contact the Vermont Department of Taxes to determine if, by law, Contractor is required
to have a Vermont Department of Taxes Business Account Number.
2. Subject Matter. The subject matter of this contract is services generally on the subject of _____________.
Detailed services to be provided by Contractor are described in Attachment A.
3. Maximum Amount. In consideration of the services to be performed by Contractor, the State agrees to
pay Contractor, in accordance with the payment provisions specified in Attachment B, a sum not to exceed
$________.00.
4. Contract Term. The period of Contractor’s performance shall begin on _____________, 20__ and end
on _____________, 20__.
5. Prior Approvals. This Contract shall not be binding unless and until all requisite prior approvals have
been obtained in accordance with current State law, bulletins, and interpretations.
5A. Sole Source Contract for Services. This Contract results from a “sole source” procurement under
State of Vermont Administrative Bulletin 3.5 process and Contractor hereby certifies that it is and will
remain in compliance with the campaign contribution restrictions under 17 V.S.A. § 2950. Instruction for
when to use Section 5A: This language must be included in all sole source contracts, regardless of
dollar amount. Otherwise, for contracts that result from an RFP or simplified bid, delete this language.
6. Amendment. No changes, modifications, or amendments in the terms and conditions of this contract
shall be effective unless reduced to writing, numbered and signed by the duly authorized representative of
the State and Contractor.
7. Termination for Convenience. This contract may
- Issue Date
- Sep 22, 2026
- Due Date Raw
- 10/05/2026 04:30PM
- Categorized By
- llm-nc
- Detail Fetched
- Yes
- Questions Due Raw
- 09/28/2026 04:30PM
Vermont Buildings & General ServicesIssuing agency·Vermont·via the Vermont BGS purchasing bid board