- Title
- RFP 147 DMH Conference and Training Venue Services
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Department of Mental Health
166 Horseshoe Drive | Waterbury VT 05671-20110
802-241-0090 phone |802-241-0100 fax
SEALED BID
REQUEST FOR PROPOSAL
RFP 147 DMH Conference and Training Venue Services
ISSUE DATE November, 2, 2026
BIDDERS CONFERENCE November, 17, 2026– 1:00 PM – 2:00PM (ET)
QUESTIONS DUE November, 19, 2026– 4:00 PM (ET)
All questions are to be submitted electronically via VT Buys
RFP RESPONSES DUE BY December, 4, 2026 – 4:00 PM (ET)
All proposals are to be submitted via VT Buys
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED
WITH THIS RFP WILL BE POSTED AT:
Public Solicitations: Vermont Buys
Funding Opportunities | Department of Mental Health
And
http://www.bgs.state.vt.us/pca/bids/bids.php
STATE CONTACT: Jennifer Rowell
E-MAIL : AHS.DMHSubmissions@vermont.gov
THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED
INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK VT
BUYS FOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS ASSOCIATED WITH
THIS RFP.
If you speak a language not listed on the website below or require additional help, we offer free language
assistance services. The State of Vermont contracts with several Translation Services organizations, and
you can visit this page for more information Language Access | Department of Mental Health.
If you require assistance with technology, access, or have other issues with being able to complete your
proposal, reach out to the single point of contact.
Revised: February 13, 2026 Page 2 of 14
1. OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the
Department of Mental Health (DMH, hereinafter the “State”) is seeking to establish a
multi-year contract for a conference venue for a one-day statewide annual conference
to be held in late May or early June for up to 350 attendees. The State is also seeking
bids for a second scope of work that includes establishing one or more contracts for
smaller scale ad hoc conference venue options. Bidders may respond to either or both
scopes of work, as described in Section 2.3. Events under the second scope of work
may range from single-room trainings to multi-room conferences, and the State may
award contracts to multiple venues to provide a range of locations and capacities
statewide.
1.1.1. DESCRIPTION OF ORGANIZATION: The Vermont Agency of Human Services
(AHS) strives to improve the conditions and well-being of Vermonters by ensuring all
Vermonters have the opportunity to thrive in inclusive, equitable, and resilient
communities. The scope of AHS is profound. Through its six departments, twelve
district offices, and a network of community partners and providers, it is responsible
for the implementation and delivery of all human service programs within the state.
Each department has a distinct area of focus and responsibility and contributes to
the creation and sustenance of an entire system of human service supports.
The Department of Mental Health (DMH) resides under AHS and has the same
critical mission in mind. DMH promotes mental health as a vital part of overall well-
being by advancing prevention, early intervention, and recovery-focused care. Our
vision is that mental health serves as a cornerstone of health in Vermont, where
inclusive communities respond with compassion and respect, enabling all
Vermonters to thrive and participate fully in their lives. This work is guided by our
core values of compassion, equity, integrity, collaboration, and accountability.
1.2. CONTRACT PERIOD: The contract will have a term of up to five (5) years. The State
will determine annually whether to host its conference and will notify the Contractor of
its decision within an agreed-upon annual confirmation period. If the State elects to
utilize the venue for a given year, the conference dates will be confirmed and secured
upon payment of the required deposit in accordance with the contract terms. The State
is not obligated to utilize the venue in any given year during the contract term. For the
second scope of work, the State does not guarantee any minimum number of events or
volume of business. Individual events will be requested by the State as needs arise and
confirmed through a written event order specifying dates, space, food and beverage,
audiovisual, lodging, and pricing consistent with the contract rates. The State
anticipates the start date for such contract(s) will be in early 2027.
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be
submitted through VT Buys. In the event that a bidder is experiencing system issues
with submitting a question through VT Buys, communications should be addressed in
writing to the State Contact listed on the front page of this RFP. Actual or attempted
contact with any other individual from the State concerning this RFP is strictly prohibited
and may result in disqualification.
1.4. BIDDERS’ CONFERENCE: A non-mandatory bidders’ conference will be held
remotely at the date and time indicated on the front page of this RFP.
1.4.1. The virtual Applicant Briefing will be held via Microsoft Teams:
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Teams Meeting Link
Call-in (audio only option): +1 802-828-7667,,616497973#
1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of
this RFP or wishing to comment on any requirement of the RFP must submit specific
questions in VT Buys no later than the deadline for question indicated on the first page
of this RFP. As noted in 1.3, questions should be e-mailed to the single point of contact
on the front page of this RFP if a bidder is experiencing system issues with VT Buys.
Questions or comments not submitted 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 to the State sites listed on the front
page of this RFP.
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.
1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in VT Buys by
the State through the issuance of an Addendum to this RFP as well as posted on the
DMH website and the Vermont Business Registry. Modifications from any other source
are not to be considered.
1.7. SOURCE OF FUNDS: The Department anticipates using state and federal funding for
the resulting contract(s). The Department may choose to modify the source of funding
contingent upon the availability of funds at the time of award. Any selected Vendor will
be subject to the requirements in the Assistance Listing Number (ALN) #93.958, Block
Grants for Community Mental Health Services (MHBG), U.S. Department of Health and
Human Services (HHS)- Substance Abuse and Mental Health Services Administration
program.
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
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. The State of Vermont is interested in obtaining bids to meet the following business
need(s): (1) a conference venue for a one-day statewide annual conference to be held
in late May or early June each year for up to 350 attendees, including a general
session and multiple concurrent breakout sessions; and (2) one or more venues
available on an as-needed basis for smaller trainings, meetings, and conferences of
varying size and format.
2.2. The State of Vermont seeks to achieve the following Business Values:
2.2.1. Cost Predictability: Established rates for space, food and beverage,
audiovisual, and lodging will allow the State to budget and plan events
efficiently across the contract term.
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2.2.2. Accessible, Welcoming Events: Venues will support accessible, inclusive, and
comfortable events for attendees, consistent with DMH’s mission and values.
2.2.3. Planning Efficiency: Pre-established venue contracts will reduce lead time
and administrative burden when the State needs to schedule training or
conferences on short notice.
2.3 Scope of Work & Expected Activities
Respondents will address each of the following. The requirements for meeting space
and audiovisual, food and beverage, lodging, and event management below are stated
for Venue Option 1. Bidders proposing for Venue Option 2 should describe comparable
offerings scaled to the event sizes they propose, and may indicate any items they do not
offer:
2.3.1.1 Bidders must indicate whether their proposal is for one or more
of the following venue options:
2.3.1.1.1 Venue Option 1: Annual DMH Conference venue
2.3.1.1.1.1 One (1) in-person, one-day annual conference for
approximately 350 attendees.
2.3.1.1.1.2 Target event timing is May to early June each year.
Bidders must state their availability and any date
restrictions during this period. The State understands that
availability may change until event dates are secured.
Bidders must state their proposed annual confirmation
deadline.
2.3.1.1.1.3 Bidders must provide the venue address and travel
access (major routes, distance from regional hubs), and
describe how the location is accessible to attendees
traveling from across the state.
2.3.1.1.1.4 Venues must provide sufficient free on-site parking
consistent with the number of conference attendees.
2.3.1.1.1.5 All meeting, dining, and restroom spaces, parking, and
routes between them must be accessible under the ADA.
Bidders should describe how they handle attendee
accommodation requests.
2.3.1.1.2 Venue Option 2: Smaller scale ad hoc conference venue
options
2.3.1.1.2.1 Bidders must state their capacity and availability for
smaller scale venue options
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2.3.1.1.2.2 Venues must provide sufficient free on‑site parking for
each event, consistent with the number of attendees the
venue is able to accommodate.
2.3.1.1.2.3 Bidders must provide the venue address and travel
access (major routes, distance from regional hubs), and
describe how the location is accessible to attendees
traveling from across the state.
2.3.1.1.2.4 All meeting, dining, and restroom spaces, parking, and
routes between them must be accessible under the ADA.
Bidders should describe how they handle attendee
accommodation requests.
2.3.1.2 Meeting Space and Audiovisual
2.3.1.2.1 A general session room seating all event attendees in a flexible
layout (rounds or classroom style) with a presenter area,
available for each full event day, with setup access the prior day.
Include a floor place of your facilities for reference to the
conference spaces you have, including capacity and layout.
2.3.1.2.2 Up to seven (7) breakout rooms, each seating between 25-100
attendees, available on each event day. Bidders must state the
number and seating capacity of breakout rooms available, and
whether any rooms can be combined or divided. The intent is to
gain understanding of availability at the venue and may not be
needed for smaller-scale events.
2.3.1.2.3 Support spaces on each event day, including a registration and
check-in area near the main entrance, and space for exhibitor or
resource tables.
2.3.1.2.4 Projector and screen, podium, sound system, and at least two
wireless microphones, with an on-site AV technician; a projector
or display and screen in each breakout room; and secure wired
and wireless internet sufficient for presenters and attendees.
Bidders must state whether AV is included in room pricing or
itemize AV costs.
2.3.1.3 Food and beverage
2.3.1.3.1 Breakfast and lunch for all attendees on the event day (priced per
person), plus afternoon snack/beverage breaks (priced by
consumption or a la carte).
2.3.1.3.2 Menus must include vegetarian, vegan, and gluten-free options
and accommodate food allergies. Bidders should include sample
menus.
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2.3.1.3.3 Bidders should describe on-site or nearby dining options available
to overnight guests. Optional: a group dinner for attendees
staying overnight (priced per person).
2.3.1.3.4 Meals authorized by the State in the event order must be billed
directly to, and paid directly by, the State, not by individual
attendees or on an attendee’s personal or reimbursable card,
when authorized by the State as part of the event order.
2.3.1.4 Lodging
2.3.1.4.1 A block of single-occupancy guest rooms per night for attendees
traveling long distances, at a discounted group rate. The State
anticipates needing up to 40 rooms per night. Bidders must state
the number of rooms they can offer and the reservation cutoff
date. The State prefers no attrition penalty on the room block;
bidders must state any attrition terms.
2.3.1.4.2 Rooms and dinners for attendees approved by DMH must be
billed directly to, and paid directly by, the State (master bill) so the
State’s meals and rooms tax exemption applies. Amounts
charged to and paid by individual attendees, even if reimbursed,
are taxable, unless they have their own exemption established
with the venue. DMH will determine lodging eligibility for master
bills.
2.3.1.4.3 Bidders should provide GSA lodging rates or explain why they
cannot. Apply State of Vermont tax exemption as allowable by
law.
2.3.1.5 Event Management and Deliverables
2.3.1.5.1 A site visit (in person or virtual) with the State or its third-party
event contractor, and a written event order confirming room
setup, menus, and AV at least 30 days before each event.
2.3.1.5.2 The State or its third-party event contractor will provide a final
headcount ten (10) business days before each event. Bidders
must state their attendance guarantee, attrition, and cancellation
terms.
2.3.1.5.3 A single point of contact on site throughout each event.
2.3.1.5.4 An itemized invoice for each event within 30 days after the event.
3. GENERAL REQUIREMENTS:
3.1. Prospective bidders must be registered as a supplier in Vermont’s Procurement
system, VTBuys https://vtbuysprocurement.vermont.gov/suppliers-bidders.
Registration in this system is important for future steps related to the RFP such as
contracting and invoicing.
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3.2. 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.
3.2.1. Bidders must propose pricing for the full contract term of up to five (5) years.
Proposed pricing may include planned rate adjustments, provided the rates for
each year are stated in the proposal. Final rates are subject to negotiation and
will be established in 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 services required.
3.2.2. Cooperative Agreements. Bidders that have been awarded similar
contracts through a competitive bidding process with another state or a
cooperative are welcome to submit the pricing in response to this solicitation.
3.3. 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.
3.3.1. 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 have not been eliminated from
consideration during the evaluation process.
3.3.2. 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.
3.4. CONFLICTS OF INTEREST:
3.4.1. 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
Revised: February 13, 2026 Page 8 of 14
faithful and unbiased performance of a contract with the State that may result
from this solicitation.
3.4.2. 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.
3.4.3. 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.
3.4.4. 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.
3.5. 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.
3.5.1. 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.
3.5.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders
are hereby notified that upon award of contract, and prior to contract
execution, the State shall be provided with a list of all proposed
subcontractors and subcontractors’ subcontractors, together with the identity
of those subcontractors’ workers compensation insurance providers, and
additional required or requested information, as applicable, in accordance
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with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act
No. 54). This requirement does not apply to subcontractors providing supplies
only and no labor to the overall contract or project. This list MUST be updated
and provided to the State as additional subcontractors are hired. A sample
form is available online at http://bgs.vermont.gov/purchasing-
contracting/forms. The subcontractor reporting form is not required to be
submitted with the bid response.
3.6. 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.
3.7. 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.
3.7.1. 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 success in completing
similar projects. Each proposal will be evaluated using a weighted scoring
system. The VTBuys Questionnaire is divided into the sections outlined in
section 4.5 of this RFP that reflect key evaluation criteria, with each section
assigned a specific weight based on its relative importance. Reviewers will
rate each section on a scale from 0 to 5, where 0 indicates the response does
not meet expectations and 5 indicates that the response far exceeds
expectations. Weighted scores for each section will be combined to
determine the total score, which will guide award decisions. Proposals will be
evaluated within each Venue Option for which the bidder has responded.
Bidders will not be scored lower for responding to only one Venue Option,
and questionnaire items that do not apply to the Venue Option(s) proposed
will be marked not applicable. A bidder selected for both Venue Options will
be awarded a single contract covering both. Weights for key evaluation
criteria are set forth below.
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3.7.2. Technical Proposal:
• Company Overview/Organizational Capacity: 25%
• Scope of Work and Expected Activities: 30%
• Reporting and Certification Requirements: 10%
Cost Proposal:
• Pricing Schedule: 35%
3.8. 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 the 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.
3.9. 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 or any proposals made.
3.10. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract
with the State, including the Standard Contract Form, Attachment C and any other
Attachments included in section 7 of 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.
3.10.1. 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 Business
Filings | Secretary of State and must obtain a Contractor’s Business
Account Number issued by the Vermont Department of Taxes Home
| Department of Taxes
• Registered as a supplier in Vermont’s Procurement system, VtBuys
https://vtbuysprocurement.vermont.gov/suppliers-bidders
3.10.2. The contract will obligate the bidder to provide the services and products
identified in its bid, at the prices listed.
3.10.3. 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.
3.10.4. Quality. If applicable, all products provided under a contract with the State
will be new and unused, unless otherwise stated. Factory seconds or
remanufactured products will not be accepted unless specifically requested
by the purchasing agency. All products provided by the contractor must meet
all federal, state, and local standards for quality and safety requirements.
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Products not meeting these standards will be deemed unacceptable and
returned to the contractor for credit at no charge to the State. Facilities, food
and beverage, and related services provided under the contract must meet all
applicable federal, state, and local health, food safety, fire, and life safety
requirements, including any required licensing by the Vermont Department of
Health. Services that do not meet these standards or the terms of the
applicable event order may be subject to a price reduction or credit 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. By submitting a proposal in response to this RFP, bidders acknowledge
and agree to abide by the terms and conditions outlined in this document, including
the prohibition on submitting confidential information. This prohibition reduces the
burden on the State while preventing bidder-confidential information from entering the
public record.
4.2. Disclosure under Public Records Act. All information received by the State in
response to this solicitation will become part of the contract file and subject to public
disclosure in accordance with the State’s Public Records Act, 1 V.S.A. § 315 et seq.
The State may also choose to publicly post responses to this solicitation and the
resulting agreement(s), following conclusion of this procurement process.
4.3. Unsolicited Confidential Materials. This RFP does not solicit bidder confidential
information and bidders are expressly prohibited from providing confidential
information in response to this RFP. All materials furnished by bidders in response to
this RFP, including those marked as confidential by bidders, are subject to disclosure
if requested under the Public Records Act, or public posting.
4.4. State Not Responsible for Disclosure of Unmarked Bidder-Confidential
Information. It is the sole responsibility of the bidder to ensure that 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 will be completed in VT Buys and will include a Company overview, Technical
response (Scope of work listed in section 2.3 of this RFP), a Pricing schedule,
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Reporting and Certification Requirements, and References. This is referred to as the
VTBuys Questionnaire.
4.6. COMPANY OVERVIEW
4.6.1. Provide details concerning your form of business organization, company size
and resources.
4.6.2. Describe your capabilities and particular experience relevant to the RFP
requirements.
4.6.3. If you have experience working with the State of Vermont, identify all current
or past State projects. Provide the name of the Vermont department or
agency and the project title or a brief description of the work. Do not include
references or statements from State of Vermont agencies or employees.
4.6.4. Identify the names of all subcontractors you intend to use, the portions of the
work the subcontractors will perform, and address the background and
experience of the subcontractor(s), in response to the questions described
above in this section.
4.6.5. Exceptions to Contract Terms and Conditions. If a bidder wishes to propose
an exception to any terms and conditions set forth in the Standard Contract
Form and its attachments, such exceptions must be included in the Company
overview section of the RFP response. Failure to note exceptions when
responding to the RFP will be deemed to be acceptance of the State contract
terms and conditions. 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. Note that
exceptions to contract terms may cause rejection of the proposal, and that the
State’s non-rejection of a proposal on this basis does not indicate acceptance
of the exceptions.
4.7. Scope of Work & Expected Activities
Respondents will address each of the items identified in section 2.3 of this RFP.
4.8. PRICE SCHEDULE
Bidders shall complete and submit the Budget Submission Template (Excel) provided
with this RFP in VTBuys as their detailed cost proposal and pricing breakdown,
presented separately for each Venue Option proposed, for each year of the contract
term of up to five (5) years, including any planned annual rate adjustments.
In addition to the line items in the table below, the completed template must also
clearly identify all direct and indirect costs, assumptions, and calculation
methodologies. This submission should go beyond the pricing fields entered in the
VTBuys quotation form and provide sufficient detail to fully explain how proposed
costs were developed.
Revised: February 13, 2026 Page 13 of 14
Bidders must also complete the quotation form (Items) in VTBuys, indicating their total
annual pricing proposal.
The line items in the Budget Submission Template are summarized in the table below for
reference. Bidders should enter "N/A" in the template for items that do not apply to the Venue
Option(s) proposed.
Item Unit Venue Option 1 Unit
Price
Venue Option 2 Unit
Price
General session
room rental (up to
350 attendees)
Per day
Breakout room rental
(25 to 100 attendees)
Per room, per day
Small meeting room
rental
Per room, per day
Audiovisual package
(projector, screen,
microphones, sound)
Per room, per day
Breakfast Per person
Lunch Per person
Snack and beverage
break
Per person
Group dinner
(optional, if offered)
Per person
Guest room at State
rate
Per room, per night
Service charge or
gratuity
Percent
Other fees (describe) As stated
4.9. REPORTING AND CERTIFICATION REQUIREMENTS: Provide a sample event
order and a sample itemized event invoice, and complete the following certifications:
4.9.1. Byrd Anti-lobbying Certification: This form will be required prior to a
contract being executed and is pre-emptively requested with your bid.
4.9.2. Certificate of compliance: This form must be completed and submitted as
part of the response for the proposal to be considered valid. This form is
included for download in the Questionnaire.
4.9.3. References: Provide the names, addresses, and phone numbers of three
companies with whom you have transacted similar business recently. You
must include contact names who can talk knowledgeably about performance.
Do not list a State of Vermont agency or employee as a reference.
5. SUBMISSION INSTRUCTIONS:
Revised: February 13, 2026 Page 14 of 14
5.1. CLOSING DATE: Bids must be received by the State through VT Buys 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 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. Electronic bids will only be
accepted via VT Buys.
Bidders must register in the system to submit their bids. Additional registration
information can be found online: Suppliers & Bidders | VT Buys Procurement.
6. BID SUBMISSION CHECKLIST:
✓ All required sections of the VTBuys Questionnaire complete
✓ Quotation form (Item list) in VTBuys
✓ Completed Budget Submission Template (Excel), presented separately for each Venue
Option proposed (Section 4.8)
7. ADDITIONAL ATTACHMENTS:
7.1. Standard State Contract with its associated attachments, including but not limited to:
7.1.1. Standard Contract for Services (2-13-2026 Revised)
7.1.2. Certificate of Compliance (3-1-2025 Revised)
7.1.3. Attachment C - Standard State Contract and Grant Provisions (2-13-2026
Revised)
7.1.4. Attachment F – Agency of Human Services' Customary Contract - Grant
Provisions (09-02-2025)
7.1.5. Attachment G – State of Vermont – Federal Terms Supplement - Non-
Construction (December 30, 2024)
- Issue Date
- Nov 2, 2026
- Due Date Raw
- 12/04/2026 04:00PM
- Detail Fetched
- Yes
- Questions Due Raw
- 11/19/2026 04:00PM
Vermont Buildings & General ServicesIssuing agency·Vermont·via the Vermont BGS purchasing bid board