- Title
- RFP 142 Mental Health Urgent Care- Rutland County
- Pdf Text
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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 142 Mental Health Urgent Care- Rutland County
ISSUE DATE June, 26, 2026
BIDDERS CONFERENCE July, 10, 2026 – 9:00 AM (EST)
QUESTIONS DUE July, 17, 2026 - 4:00PM (EST)
RFP RESPONSES DUE BY August, 7, 2026 - 4:00PM (EST)
Please be advised that all notifications, releases, and addendums associated with this
RFP will be posted at:
Public Solicitations: Vermont Buys
DMH Careers and Opportunities
And
Vermont Business Registry and Bid System - Home
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 the above webpage 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.
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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 contract with one
company that can provide Mental Health Urgent Care Services in Rutland county.
Vermont received a Rural Health Transformation (RHT) grant of $195 million in Year One of
a five-year opportunity. The purpose of the grant is to build stronger rural health networks,
improve technology and shared operations, strengthen the rural health workforce and
ultimately ensure that Vermonters receive the right care at the right time for an affordable
cost.
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: Contracts arising from this RFP will be for a period of Two (2)
years, with an option to renew for up to three (3) additional twelve-month periods.
Funding for subsequent years is contingent on the state continuing to receive CMS
funding. The State anticipates the start date for such contract(s) will be late fall of 2026.
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be
addressed in writing to the State Contact listed on the front page of this RFP. Actual or
attempted contact with any other individual from the State concerning this RFP is strictly
prohibited and may result in disqualification.
1.4. BIDDERS’ CONFERENCE: A non-mandatory bidders’ conference will be held
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:
Teams meeting link
Meeting ID: 212 480 614 537 858
Passcode: e8R8vT6m
Call-in (audio only option): +1 802-828-7667,,566239620#
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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 questions indicated on the first page
of this RFP. If a bidder is experiencing system issues and cannot submit a question in
VT Buys, questions should be e-mailed to the single point of contact on the front page
of this RFP.
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 as a new document through an
addendum to this solicitation in VTBuys. Every effort will be made to post this
information as soon as possible after the question period ends, contingent on the
number and complexity of the questions. All information provided by vendors during
this process will be public and bidders shall not provide confidential information, except
as described in 4.1 below.
1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in 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 federal funds for the resulting
contract. The Department may choose to modify the source of funding contingent upon
the availability of funds at the time of award. This project is supported by the Centers for
Medicare & Medicaid Services (CMS) of the U.S. Department of Health and Human
Services (HHS) as part of a financial assistance award totaling $195,053,740.44 with
100 percent funded by CMS/HHS. The contents are those of the author(s) and do not
necessarily represent the official views of, nor an endorsement, by CMS/HHS, or the
U.S. Government. Any selected Vendor will be subject to the requirements in the
Assistance Listing Number (ALN) # 93.798, U.S. Department of Health and Human
Services, Centers for Medicare and Medicaid Services (CMS).
1.7.1 Ineligible Expenses: Key areas where funding may not be used are the
following. This is not an exhaustive list:
1. Pre-award costs.
2. Meeting matching requirements for any other federal funds or local entities.
3. Supplanting existing State, local, tribal, or private funding of infrastructure or
services, such as staff salaries.
4. Construction or building expansion, purchasing or significant retrofitting of
buildings, cosmetic upgrades, or any other cost that materially increases the
value of the capital or useful life as a direct cost.
5. Purchase of covered telecommunications and video surveillance equipment
(See 2 CFR 200.216) as well as financial assistance to households for
installation and monthly broadband internet costs.
6. Clinical services that could be reimbursed by insurance. Funds also may not be
used for payments to clinical services if they duplicate billable services and/or
attempt to change the payment amounts of existing fee schedules. If the
Recipient plans to fund direct health care services, the Recipient must justify
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why they are not already reimbursable, how the payment will fill a gap in care
coverage (such as uncompensated care or services not covered by insurance),
and/or how they transform the current care delivery model. CMS will have final
approval of whether proposed services are allowable.
7. Funds also may not be used for clinician salaries or wage supports for facilities
that subject clinicians to non-compete contractual limitations
1.7.2 Please note that when procurements are supported by federal funds, SOV
business users must take affirmative steps that include at least the following
Socioeconomic affirmative steps per 2 C.F.R. § 200.321:
1. Placing qualified small and minority businesses and women’s business
enterprises on solicitation lists;
2. Assuring that small and minority businesses and women’s business
enterprises are solicited whenever they are potential sources;
3. Dividing total requirements, when economically feasible, into smaller tasks
or quantities to permit maximum participation by small and minority businesses, and
women’s business enterprises;
4. Establishing delivery schedules, where the requirement permits, which
encourage participation by small and minority businesses, and women’s business
enterprises;
5. Using the services and assistance, as appropriate, of such organizations as
the Small Business Administration and the Minority Business Development Agency
of the Department of Commerce; and
6. Requiring the prime/general contractor, if subcontracts are to be let, to take
the same affirmative steps as listed in numbers 1 through 5.
Instruction: At a minimum to meet the requirements identified in this section (2 C.F.R. §
200.321), you will need to post a notice of solicitation on the
http://www.vermontbidsystem.com/ site, and then also notify Vermont APEX Accelerator
(formerly VT Procurement Technical Assistance Center (PTAC)) at
ACCD.APEX@vermont.gov.
1.7.3 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): To establish an alternative care setting that delivers comprehensive crisis
services for individuals of all ages, 24/7, reducing reliance on Emergency Department
visits. Bidders may propose alternative approaches within the scope of this Mental
Health Urgent Care RFP, including phased implementation of age eligibility criteria and
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hours of operation during a ramp-up period. Any such proposal must include a detailed
plan and timeline demonstrating the bidder's ability to achieve full implementation of all
RFP requirements.
2.2. The State of Vermont seeks to achieve the following Business Value(s):
2.2.1. Customer Service Improvement: The new solution will provide a new or
improved customer service or services.
2.3. Scope of Work & Expected Activities
Respondents will address each of the following in their proposals:
2.3.1 SCOPE 1: Program approach
2.3.1.1 The State of Vermont is interested in obtaining bids to develop or
expand services that will alleviate system pressures by one or more of
the following:
2.3.1.1.1 Reducing crisis assessments occurring in Emergency
Departments.
2.3.1.1.2 Increasing access to crisis assessments in the mental health
urgent care.
2.3.1.1.3 Reducing police involvement with mental health crisis
2.3.1.1.4 Increasing access to community-based urgent mental health
supports for adults, children, and youth 24/7/365.
2.3.1.1.5 Increasing access to peer support counselors top help de-
escalate and work on safety planning.
2.3.1.2 Describe the triage process for determining the referrals to ED,
including both medical and mental health reasons.
2.3.1.3 Describe the plan for building strong relationships with local providers
and stakeholders. Who are the providers and stakeholders?
2.3.2 SCOPE 2: Populations served: Describe approach to serving a range of
acuity through the program being proposed. This should include plans for
serving individuals, including:
2.3.2.1.1 Proposed ages of individuals served,
2.3.2.1.2 Individuals diagnosed with serious mental illnesses (SMI) or
serious emotional disturbances (SED)
2.3.2.1.3 Individuals with substance use, mental health and/or co-occurring
needs
2.3.2.1.4 Individuals involved in the justice system,
2.3.2.1.5 Individuals with a history of violent behavior,
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2.3.2.1.6 Individuals with varying levels of medical needs.
2.3.3 Scope 3: Program Staffing: Program staff will consist of but not be limited to
clinicians and peer support specialists.
2.3.3.1 Describe how the program(s) will be staffed. Is the staffing plan
scalable, and if so, how? Will some existing staff support this program,
or will it require a new team?
2.3.4 Scope 4: Data and Evaluation
2.3.4.1 All awardees are subject to quarterly reporting requirements, with the
first quarterly report due October 31, 2026.
For the first 12 months of the program being open (following the ramp-
up period), monthly reporting is required with the following data points:
A. Number of unique clients served
B. Number of unique encounters
C. Average length of stay “urgent care” (minutes)
D. Number referred to ED
E. Number of hours program operated
F. Co-occurring presentations
i. Substance use
ii. I/DD
A. Number of staff
B. Number of staff vacancies
C. Survey data completed
D. Number of unique adults served
E. Number of adult client encounters
F. Number of unique youths served
G. Number of youth client encounters
H. Referral source
i. Self/Family/Friends
ii. Law Enforcement/First Responders
iii. Emergency Department
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iv. Internal
v. School
vi. Other
I. Payer mix
i. Medicaid
ii. Medicare
iii. Medicaid/Medicare
iv. Private
v. Military (Tricare, VA, etc)
vi. Uninsured
vii. Other
J. Peak service times
i. 12:00am-4:00am
ii. 4:01am-8:00am
iii. 8:01am-12:00pm
iv. 12:01pm-4:00pm
v. 4:01pm-8:00pm
vi. 8:01pm-12:00am
After 12 month, data reporting will be on a quarterly timeline with all
data points listed above.
2.3.4.2 Describe your capacity and approach for collecting, monitoring, and
reporting required program data in a timely manner. Explain the
systems, staffing, and processes that will support compliance with the
State's monthly and quarterly reporting requirements.
2.3.4.3 Describe the plan for Continuous Quality Improvement. How will you
be using data and feedback to improve outcomes?
2.3.4.4 Describe how the program will be evaluated to illustrate its impact and
measure success?
2.3.5 Scope 5: Sustainability
2.3.5.1 Describe other funding and support you have in place for the proposed
program. What is the sustainability plan for the program after initial
implementation?
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2.4 Proposal Requirements
All bids for this RFP will be completed in VTBuys via the Questionnaire. Responses
must define:
2.4.1 Company overview
2.4.1.1 Form of Business Organization
Provide details concerning your form of business organization,
company size and resources
2.4.1.2 Bidder Experience Level
Describe your capabilities and particular experience relevant to
RFP requirements.
2.4.1.3 Experience working with State of Vermont
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.
2.4.1.4 Subcontractors
If you intend to use subcontractors (not 1099 independent contractor
staff) identify which portions of the work the subcontractors will
perform. If a subcontractor is already identified, include the name of
the subcontractor and address the background and relevant
experience of the subcontractor(s).
2.4.1.5 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 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. Services to be
provided and anticipated outcomes
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2.4.2 Scope of Work & Expected Activities
2.4.2.1 Respondents will address each of the items identified in section 2.3 of
this RFP.
2.4.3 Proposed budget
Using the included budget template, bidders shall upload their costs and
pricing breakdown for a two-year period. Bidders may also include up to three
additional years in their budget proposal.
Bidders shall also submit their total annual cost per year proposed via the
Quotation form.
2.4.4 Proposed Timeline
Bidders will attach a proposed timeline for the implementation of the
required services outlined in this RFP including phases, timelines, and key
deliverables.
2.4.5 Reporting and Compliance Requirements
2.4.5.1 Sample Reporting
Bidders will provide a sample of any reporting documentation that may
be applicable to the Detailed Requirements of this RFP
2.4.5.2 Certificate of Compliance
This form must be completed and submitted as part of the response for
the proposal to be considered valid.
2.4.6 References
Bidders will provide the names, addresses, and phone numbers of at least two
(2) 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.
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.
3.2. Professional Liability coverage for professional services performed under this contract,
with minimum coverage of $1,000,000 per occurrence / $3,000,000 aggregate and
SAAM Coverage of $1,000,000 per occurrence / $3,000,000 aggregate.
3.3. 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
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assembled, serviced, and ready for immediate use, unless otherwise requested by the
State.
3.3.1. 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.
3.3.2. 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.
3.4. 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.
3.4.1. 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.
3.4.2. 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.
3.5. CONFLICTS OF INTEREST:
3.5.1. Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a
business entity has interests (for example, customers, partners, contracts) that could
undermine, or reasonably be perceived to undermine, its faithful and unbiased
performance of a contract with the State that may result from this solicitation.
3.5.2. 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.
3.5.3. 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:
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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.
3.5.4. 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.
3.6. 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.
3.6.1. 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.
3.6.2. 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.
3.7. 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
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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.
3.8. 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.
2.1.1. 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
application is divided into the sections outlined in section 2.4 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 5-
point scale. Weighted scores for each section will be combined
to determine the total score, which will help to guide funding decisions. Weight
for each of the sections is set forth below:
Technical Proposal:
• Company overview: 20
• Scope of Work and Expected Activities: 30
• Proposed timeline: 20
• Reporting and Compliance Requirements: 10
Cost Proposal:
• Budgets: 20
3.9. 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.
3.10. 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.
3.11.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.
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3.11.1. Business Registration. To be awarded a contract by the State of Vermont a
bidder (except an individual doing business in his/her own name) must be:
• Registered with the Vermont Secretary of State’s office
(https://sos.vermont.gov/business-services/business-
filingshttps://sos.vermont.gov/business-services/business-filings)
and must obtain a Contractor’s Business Account Number issued
by the Vermont Department of Taxes (http://tax.vermont.gov/).
• Registered as a supplier in Vermont’s Procurement system, VtBuys
(https://vtbuysprocurement.vermont.gov/suppliers-bidders).
3.11.2. The contract will obligate the bidder to provide the services and/or products
identified in its bid, at the prices listed.
3.11.3. 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.
3.11.4. Retainage. In the discretion of the State, a contract resulting from this RFP may
provide that the State withhold a percentage of the total amount payable for some
or all deliverables, such retainage to be payable upon satisfactory completion and
State acceptance in accordance with the terms and conditions of the contract.
3.11.5. 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 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.
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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.
5. SUBMISSION INSTRUCTIONS:
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 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. 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. ATTACHMENTS:
6.1. Certificate of Compliance (3-1-2025 Revised) (This form is accessible in the VTBuys
questionnaire as well)
6.2. Worker Classification Compliance Requirement; Subcontractor Reporting Form
6.3. Standard State Contract with its associated attachments, including but not limited to:
6.3.1. Standard Contract for Services (2-13-2026 Revised)
6.3.2. Attachment C - Standard State Contract and Grant Provisions (2-13-2026
Revised)
6.3.3. Attachment D - System Implementation rev 12.09.25.docx
6.3.4. Attachment E- Business Associate Agreement
6.3.5. Attachment F – Agency of Human Services' Customary Contract - Grant
Provisions (09-02-2025)
Revised: February 13, 2026
Page 15 of 15
6.3.6. Attachment G – State of Vermont – Federal Terms Supplement - Non-Construction
(December 30, 2024)
- Issue Date
- Jun 26, 2026
- Due Date Raw
- 08/07/2026 04:00PM
- Detail Fetched
- Yes
- Questions Due Raw
- 07/17/2026 04:00PM
