- Title
- 2026 Apiary Conference Site
- Pdf Text
- Revised: February 13, 2026
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Agency of Administration – Office of Racial Equity
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
2026 Apiary Conference Site
ISSUE DATE
QUESTIONS DUE
ANSWERS POSTED
RFP RESPONSES DUE BY
July 9, 2026
July 17, 2026 – 4:30 PM (ET)
July 24, 2026 – 4:30 PM (ET)
August 7, 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: Daniel McGibney
TELEPHONE: 802-279-1819
E-MAIL: Daniel.McGibney@vermont.gov, CC: AOA.ORE@vermont.gov
USE SUBJECT: 2026 APIARY CONFERENCE SITE
Revised: February 13, 2026
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OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Agency of
Administration – Office of Racial Equity (hereinafter the “State”) is seeking to establish contracts
with one or more companies that can provide 2026 Apiary Conference Site.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of four months. The
State anticipates the start date for such contract(s) will be August 17, 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. 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.
1.5. 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):
• To host a professional, inclusive, accessible, and sustainable two-day conference (Thu-Fri, Oct
29-30, 2026) for 200–215 attendees, requiring an ADA-compliant venue with
• a plenary/meal space (stage, ramp, lectern, head table, green room),
• four flexible breakout rooms,
• a blackout-capable film screening space,
• prominent registration and separate tabling/gift areas with power,
• an art activity area, and
• support spaces (lactation room, accessible restrooms, quiet room preferred, staff office/storage,
coat racks), with
• venue-managed overnight resets and cleaning.
2.1.1. It requires robust A/V and IT—HD projection, mics and digital mixing, presenter lighting,
confidence monitor, assistive listening, breakout AV, high-lumen cinema capability,
dedicated production network, attendee Wi-Fi (≥100 Mbps symmetrical), adequate power,
optional recording/streaming, and onsite AV technicians—plus furniture and staging to
support theater, classroom, and meal sets.
Revised: February 13, 2026
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2.1.2. Food and beverage service both days must provide labeled dietary/allergen-friendly
options with sustainable practices; a courtesy lodging block (9–15 rooms, including
accessible rooms) is needed; and parking/transport must accommodate ~200/day with
accessible spaces, priority valet, EV chargers, and drop-off zones.
2.1.3. The venue must support advance shipping/receiving and secure storage, standard event
security and written emergency procedures, day porter services with recycling/composting,
signage/branding permissions (including digital signage), and staffed service standards with
a named event manager and rapid response.
See Contract Template, Attachment A for a detailed list of these requirements and more.
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.
Revised: February 13, 2026
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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
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.
Revised: February 13, 2026
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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.
3.6.1.1. 25% - Pricing
3.6.1.2. 15% - Lodging
3.6.1.3. 20% - Food Package
3.6.1.4. 10% - A/V Technology
20% - Site Capacity / Room Layouts
3.6.1.5. 5% - Staff Availability
3.6.1.6. 5% - JEDI
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/corporations/registration/ and
must obtain a Contractor’s Business Account Number issued by the Vermont Department of
Taxes http://tax.vermont.gov/ .
3.9.2. 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
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3.9.3. 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. 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:
4.5.1. Exceptions to Contract Terms and Conditions. Acceptance of contract terms and
conditions included with this RFP will be evaluated on a pass/fail basis. 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.
Revised: February 13, 2026
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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. BUDGET: Bidders shall submit their pricing information in the Budget attached to the RFP.
4.8. 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 Daniel.McGibney@vermont.gov
(please also CC AOA.ORE@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:
Cover Letter
Technical Response
Redacted Technical Response, if applicable
References
Budget
Signed Certificate of Compliance
7. ATTACHMENTS:
7.1. Certificate of Compliance
7.2. Price Schedule
7.3. Worker Classification Compliance Requirement; Subcontractor Reporting Form
Revised: February 13, 2026
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7.4. 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
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RFP/PROJECT: 2026 Apiary Conference Site
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
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RFP/PROJECT: 2026 Apiary Conference Site
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:
____________________________________________________________________________
____________________________________________________________________________
1. Please list any additional practices that promote clean energy and take action to address
climate change:
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
Revised: February 13, 2026
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RFP/PROJECT: 2026 Apiary Conference Site
DATE:
Page 3 of 4
E. 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 contractor certifies, to the best of his or her knowledge and belief, under the penalties of
perjury under the laws of the State of Vermont and the United States that on behalf of the person, firm,
association, or corporation he or she represents, that:
a. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to
any person for influencing or attempting to influence an officer or employee of any Federal agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with the awarding of any Federal contract, the making of any Federal grant, the making of any
Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal,
amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
b. If any funds other than Federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any Federal agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection
with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and
submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
2. This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered into. Submission of this certification is a prerequisite for making or
entering into this transaction imposed by 31 U.S.C. 1352. Any person who fails to file the required
certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each
such failure.
3. The prospective contractor also agrees that they shall require that the language of this certification be
included in all lower tier subcontracts, which exceed $100,000 and that all such recipients shall certify and
disclose accordingly.
Revised: February 13, 2026
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RFP/PROJECT: 2026 Apiary Conference Site
DATE:
Page 4 of 4
Bidder Name: Contact Name:
Address: Fax Number:
Telephone:
E-Mail:
By: Name:
Signature of Bidder (or Representative) (Type or Print)
END OF CERTIFICATE OF COMPLIANCE
Revised: February 13, 2026
Page 13 of 20
BUDGET
Please provide the budget for your proposal in a Microsoft Excel file format or a file format that can be
imported into Microsoft Excel.
This contract can be extended up to one (1) additional six-month period with mutual agreement
between both parties.
Name of Bidder:
Signature of Bidder:
Date:
Revised: February 13, 2026
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STANDARD CONTRACT FOR SERVICES
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.
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 be terminated by the State at any time by
giving written notice at least thirty (30) days in advance. In such event, Contractor shall be paid
under the terms of this contract for all services provided to and accepted by the State prior to the
effective date of termination.
8. Attachments. This contract consists of ___ pages including the following attachments which
are incorporated herein:
Attachment A - Statement of Work
Attachment B - Payment Provisions
Attachment C – “Standard State Provisions for Contracts and Grants” a preprinted form
(revision date 02/13/2026)
Attachment D - Other Provisions
Additional attachments may be lettered as necessary
Revised: February 13, 2026
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9. Order of Precedence. Any ambiguity, conflict or inconsistency between the documents
comprising this contract shall be resolved according to the following order of precedence:
(1) Standard Contract
(2) Attachment D
(3) Attachment C (Standard Contract Provisions for Contracts and Grants)
(4) Attachment A
(5) Attachment B
List other attachments, if any, in order of precedence.
WE THE UNDERSIGNED PARTIES AGREE TO BE BOUND BY THIS CONTRACT
By the State of Vermont: By the Contractor:
Date: Date:
Signature: Signature:
Name: Name:
Title: Title:
Revised: February 13, 2026
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ATTACHMENT A – STATEMENT OF WORK
Event Overview
• Name: 2026 Apiary Conference
• Dates:
o Load-In: Wednesday, October 28.
o Program Days: Thursday – Friday, October 29 – 30.
o Load-Out: Friday. October 30.
• Attendance: 200–215 (State of Vermont employees, guest presenters, registrants.)
• Format: Plenary sessions, four concurrent breakouts, film screenings, meals, registration, gift
giveaway tables, and art activities.
• Objective: Professional convening with inclusive, accessible, and sustainable execution.
Space & Schedule
• Plenary / Meal Room:
o Seats 200–215;
o ADA-compliant accessible lectern/podium;
o head table for panels (6–8);
o backstage/green room or secure holding area.
• Breakout Rooms:
o Four rooms,
o each comfortable for 50 theater-style (or as specified below).
• Film screening: Theater or room with full blackout, enhanced sound, and screen large enough for
rear-half readability, windowless or blackout curtains.
• Registration/Welcome: Prominent foyer or pre-function area for 2–3 six-foot tables, coat racks;
power for laptops/printers.
• Tabling / Gift / Info Area: Separate, high-traffic area for 6–10 tables with power access.
• Art Activity Space:
o Wall-hanging permissions and/or tables for hands-on projects;
o protection for floors/walls as needed.
• Lactation Room: Private, lockable space with seating, electrical outlets, refrigerator, and proximate
sink/bathroom.
• Restrooms: Accessible restrooms proximate to all program spaces; preference for gender-inclusive
options or temporary signage.
• Staff Office / Storage: One secure room for staff, print hub, and supplies.
• Coat Storage: Racks for ~200 coats near registration.
Provisional schedule windows (to be finalized):
• Load-In and Setup: Wed, Oct 28, 16:00–20:00
• Program Day 1 (Thu, Oct 29): 07:00–17:00 (including breakfast, breaks, lunch)
• Program Day 2 (Fri, Oct 30): 07:00–17:00 (including breakfast, breaks, lunch)
• Load-Out: Fri, Oct 30, 17:00–19:00
Accessibility & Inclusion
• Venue must comply with ADA (or applicable local accessibility law) and provide:
o Step-free routes to all event spaces; elevators functioning and available.
o Stage access via ramp; wheelchair spaces integrated in all rooms.
o Assistive listening in plenary; ability to provide in breakouts upon request.
o Clear sightlines; adjustable lighting to reduce glare; black-out capability for video.
o Accessible parking, drop-off zones, and restrooms without detours.
o Quiet room availability (preferred) and signage accommodations.
o Onsite point person for accessibility during all event hours.
• Bidder to provide an accessibility features list and any known barriers.
Revised: February 13, 2026
Page 17 of 20
Audio/Visual & IT
• Plenary:
o Projection: 16:9 HD projection with screen sized for 200; confidence monitor at stage.
o Audio: House PA; 1 lectern mic; 4–6 wireless (mix of lavalier and handheld); panel table mics
as needed; digital mixer; stage monitors.
o Lighting: Even front wash for presenters; dimmable room lighting; podium light.
o Playback: Laptop input (HDMI) with backup; embedded audio; clicker; countdown timer.
• Breakouts (each): Projector/screen or large display, laptop input, 1–2 wireless mics, speakers
adequate for room size.
• Film screening: Blackout, high-lumen projection, tuned audio; ability to play from laptop or media file;
note if DCP is supported.
• Internet/Wi-Fi: Dedicated SSID or VLAN for production; attendee Wi-Fi supporting 200 users;
minimum dedicated bandwidth requested: 100 Mbps symmetrical; disclose bandwidth, throttling
policies, and any fees.
• Power: Adequate power distribution for AV and charging stations.
• Recording/streaming (optional): Indicate in proposal if in-house support available; itemize costs.
• Staffing: Onsite AV technician(s) during all program hours, plus support during rehearsals and
changeovers; defined response times for issues.
Furniture, Staging, and Room Sets
• Plenary: Theater-style seating for 200–215; stage risers (12–24 inches), lectern, head table with
chairs; ADA-compliant ramp; pipe/drape for backdrop if needed.
• Meals: Rounds of 8–10 in the plenary room or separate ballroom; water stations in all rooms.
• Breakouts: Default theater (50) with ability to re-set to classroom or crescent rounds upon request.
• Ancillary: 20+ six-foot tables for registration/tabling; cocktail rounds for breaks; easels/flip charts (2 per
breakout and 2 plenary); signage stands.
• Overnight resets: Venue responsible for evening resets and overnight cleaning.
Food & Beverage
• Service both days: Breakfast, mid-morning break, lunch, mid-afternoon break.
• Menu: Collaborative planning that includes international fare and clearly labeled dietary options
(vegetarian, vegan, gluten-free, dairy-free; accommodate common allergens; note halal/kosher-
friendly options).
• Quantities: Assume 200 guests; final guarantee due per contract timeline.
• Service style: Buffet or stations preferred; water, coffee, tea available throughout; specify if refills are
continuous.
• Sustainability: Preference for compostable/reusable service ware; local sourcing; compost and
recycling service.
• Alcohol: Indicate policies/permissions if any reception is added (currently not planned).
• Provide sample menus with per-person pricing, taxes, and service charges clearly itemized.
Lodging (courtesy block)
• Dates: Oct 28–31 (3 nights).
• Rooms: 9–15 total (5–7 staff; 4–8 guests).
• Accessibility: At least 2 ADA-compliant rooms (mobility and hearing/visual features) within the block.
• Terms: Proposed rates, taxes/fees, cutoff date, attrition (if any), comp ratio (e.g., 1 per 40), upgrades,
early check-in/late check-out availability, and parking policies for overnight guests.
Parking & Transportation
• Onsite or proximate parking for 200 attendees/day with clearly marked accessible spaces near
entrances; disclose capacity, costs, validation options, and any shuttle availability.
• Bus/ride-share drop-off zone; EV charger availability and fees.
• Free priority valet for people with mobility/access needs.
• Ensure parking attendants are aware of above arrangements.
Revised: February 13, 2026
Page 18 of 20
Shipping / Receiving & Storage
• Accept deliveries up to 5 business days prior; secure storage for up to 20 packages (estimate) and 4
rolling cases; disclose handling fees, dock hours, and labeling requirements.
Security, Safety, and Medical
• Venue to provide: Standard event security coverage for public areas as required by venue policy;
adherence to fire codes and occupancy limits.
• Emergency plan: Written procedures for evacuation, severe weather, power outages, and medical
incidents; AED locations; nearest medical facility.
• Incident reporting: Venue to notify client lead immediately of any incidents affecting attendees.
Cleaning & Waste Management
• Day porter during event hours for restrooms and public areas; refresh meeting rooms during breaks
and overnight.
• Recycling and composting stations near meal areas and high-traffic zones; provide back-of-house
waste diversion reporting if available.
Signage and branding
• Permission for temporary signage and wall-safe hanging for art projects; placement plan to be
approved by venue.
• Digital signage support (if available) for agenda/wayfinding.
• Removal by end of event; venue to specify any restrictions.
• Access to easels and/or stands to display signs.
Staffing & Service Standards
• Named event manager: single point of contact or team from pre-planning through load-out.
• Onsite coverage: Banquet captain, AV tech(s), and facilities contact during all program hours.
• Response times: Onsite support within 10 minutes for urgent issues during program hours.
Compliance and insurance
• Venue must carry commercial general liability insurance; provide COI naming client as additional
insured at least 30 days prior.
• Compliance with all applicable laws (a
- Issue Date
- Jul 9, 2026
- Due Date Raw
- 08/07/2026 04:30PM
- Detail Fetched
- Yes
- Questions Due Raw
- 07/17/2026 04:30PM
