- Title
- RFP 144 Responsible Gaming and Problem Gambling
- 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 144 Responsible Gaming and Problem Gambling
ISSUE DATE September 28, 2026
QUESTIONS DUE October 12, 2026 – 4:00 PM (ET)
All questions are to be submitted electronically via VT Buys
RFP RESPONSES DUE BY November 9, 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
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 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.
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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
contract with one company that can provide services and support the State in meeting
the responsible gaming and problem gambling objectives. Vermont signed Bill H127 in
June of 2023 legalizing sports wagering in the state. The Department of Mental Health
is charged under 31 V.S.A. § 1341a with establishing a Problem Gambling Program.
Pursuant to subsection (a) The Department of Mental Health shall establish and
administer the Problem Gambling Program to: (1) provide support to agencies,
organizations, and persons that provide education, assistance, awareness, treatment,
and recovery services to persons and families experiencing difficulty as a result of
addictive or problematic gambling; (2) promote public awareness of and provide
education concerning gambling addiction using online capabilities and other best
practices; and (3) promote public awareness of assistance programs for gambling
addiction using online capabilities and other best practices.
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 arising from this RFP will be for a period of two
years with an option to renew for up to three years. The State anticipates the start date
for such contract will be February, 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 mandatory bidders’ conference will not be held for this
RFP.
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
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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 this solicitation in VTBuys and on
the DMH website (Funding Opportunities | Department of Mental Health)
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 funds 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.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. The State of Vermont is interested in obtaining bids to meet the following business
need(s): services to support the state in meeting the responsible gaming and problem
gambling objectives as defined by Vermont H127.
2.2. The State of Vermont seeks to achieve the following Business Values:
2.2.1. Compliance: The solution meets a State compliance requirement.
2.3 Scope of Work & Expected Activities
Respondents will address each of the following:
2.3.1.1 24/7 Helpline Services
2.3.1.1.1 Problem Gambling Helpline available to answer calls and chats
from Vermonters 24/7, offering real-time support and referral
options to services that may include, but are not limited to, clinical
and peer supports.
2.3.1.1.2 Provide meaningful data reports and conduct evaluations of
customer satisfaction for calls and chats.
2.3.1.2 Media Campaign
2.3.1.2.1 Develop and launch digital, print, radio and video media
campaigns to promote resources and support along the gambling
health continuum. Provide meaningful data reports on media
campaign activities.
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2.3.1.2.2 Media flights will support, at a minimum, Responsible Gaming
Education Month, Gift Responsibly, Problem Gambling
Awareness Month, and align with events associated with
increased gambling activity in Vermont.
2.3.1.2.3 Maintain and expand current branding and website content. All
content must meet ADA communication requirements and WCAG
2.1 AA Minimum Standard.
2.3.1.2.4 Develop and maintain an up-to-date inventory of Vermont’s media
assets related to responsible gaming and problem gambling.
2.3.1.2.5 Bidders shall review EXECUTIVE ORDER NO. 06-26, Local
Media Considerations in State Marketing and Advertising
Purchasing outlined in section 3.2 of this RFA and confirm
whether their intended deliverables will include media planning
and buying. If media buying is included, bidders must address the
options and strategies for spending in local media outlets in
compliance with EO 06-26, or document why using local media
would not be feasible. If media planning and buying is not part of
the project scope, bidders must clearly state that in their
response.
2.3.1.3 Peer Support and Lived Experience Engagement
2.3.1.3.1 Develop and manage a coordinated process to offer and provide
resources and peer support for Voluntary Self-Exclusion (VSE)
enrollees who do not opt out of follow-up contact to receive
education and referral options. Peer support will also be made
available to interested individuals seeking support outside of the
VSE process.
2.3.1.3.2 Coordinate opportunities for individuals with lived experience of
gambling harm, along with various community partners, to
provide feedback on media campaigns and other content
developed.
2.3.1.4 Problem Gambling Treatment Workforce Development
2.3.1.4.1 Recruit, build capacity, and maintain records for a statewide
network of clinicians to treat individuals impacted by gambling
harms.
2.3.1.4.2 Offer a 30-hour clinical training, approved by the International
Problem Gambling and Gaming Certification Organization at least
every 24 months.
2.3.1.4.3 Offer quarterly 1-2 hour supplemental trainings on specific topics
relevant to a range of mental health and substance use providers.
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2.3.1.4.3.1 Trainings will be structured to gather pre and post data
regarding changes to knowledge, skills and abilities.
2.3.1.4.4 Manage the Vermont Problem Gambling Specialist Certificate
program and develop a process for providing clinical support to
certificate holders.
2.3.1.4.5 Performance Measures
2.3.1.4.5.1 Responses must propose clear and measurable
performance measures encompassing impact, quantity,
and quality that will enable the State to determine the
success of the services and/or programming.
2.3.1.4.5.2 These performance measures should be linked to the
Desired Outcomes listed in section 2.1.
2.3.1.4.6 Protection of Personally Identifiable Information
2.3.1.4.6.1 The vendor will protect all State data, including
Personally Identifiable Information (PII) received, in
accordance with all applicable federal and State of
Vermont laws, regulations, policies, and contractual
requirements.
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. EXECUTIVE ORDER NO. 06-26, Local Media Considerations in State Marketing
and Advertising Purchasing
For all marketing and communications projects that include media planning and buying
(e.g. ad placements, paid search, etc.), bidders must comply with EXECUTIVE
ORDER NO. 06-26 (EO 06-26 - Local Media Considerations in State Marketing and
Advertising Purchasing.pdf), Local Media Considerations in State Marketing and
Advertising Purchasing. In the context of RFP responses, bids for media buying are
required to address options and strategies for spending in local media outlets. In
scenarios where the bidder does not believe local media is feasible, based on
intended audience, desired outcomes, timeline, budget, etc., bidders must document
that reasoning in their bid. The selected bidder will be required—whenever feasible
and consistent with the best interests of the State—to give preference to local media
when placing ads or paid media.
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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 assembled, serviced, and ready for immediate use, unless otherwise
requested by the State.
3.3.1. Prices and/or rates 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. Other Provisions:
3.4.1. In addition to the insurance required in Attachment C to this Contract, before
commencing work on this Contract and throughout the term of this Contract,
Contractor agrees to procure and maintain:
Media Liability Insurance – Before commencing work on this contract and
throughout the term of this contract, Contractor shall procure and maintain
media liability insurance for any and all services performed under this contract,
with minimum coverage of $1,000,000 per claim and $1,000,000 aggregate.
Before commencing work on this Contract, Contractor must provide certificates
of insurance to show that the foregoing minimum coverages are in effect.
3.4.2. Language Access Services:
3.4.2.1. Bidders should offer services that consider language access and
communication needs.
3.4.2.2. Interpreting and translating services should be available by request
and receive timely responses. Interpreting can be live or remote, or a
combination thereof. Processes should include identifying language
needs upon receipt of services.
3.4.2.3. All services and materials must meet ADA communication
requirements and WCAG 2.1 AA Minimum Standard.
3.4.2.4. Bidders must include cost estimates and budget for language and
communication services and supports in their pricing proposal.
3.4.3. Artificial Intelligence and Automated Decision Systems
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3.4.3.1. Definitions. For purposes of this section:
i. "AI Systems" means any automated decision or artificial intelligence
systems as defined in 3 V.S.A. § 3305(a)(2) or § 5021.
ii. "Process" or "processing" means any operation performed on footage or
State Data by or through an AI System, including but not limited to:
collecting, storing, accessing, transmitting, analyzing, scanning,
classifying, tagging, indexing, searching, enhancing, recognizing
(including facial recognition, object recognition, or license plate
recognition), detecting patterns or anomalies, generating outputs or
predictions, or submitting such data to any AI-enabled feature, tool,
plugin, or third-party service.
3.4.3.2. Disclosure Requirement. AI Systems used to process State Data must
be limited solely to those disclosed in the completed AI Usage Disclosure
Form (BGS Form 12-19-2025) previously submitted by the Contractor and
approved by the State. If no form was submitted and approved, Contractor
agrees that no AI Systems are or will be used to process State Data in any
way.
3.4.3.3. Prior Approval. Contractor shall obtain the State's prior written approval
before:
i. Prohibition on Use of State Data as Training Data. Contractor may not
use State Data as training data, validation data, or any other input for
the development, improvement, fine-tuning, or evaluation of any AI
System, unless the State provides express prior written authorization
specifically identifying:
ii. The State Data to be used;
iii. The AI System or model for which it will be used; and
iv. The specific purpose for which it will be used.
3.4.3.4. Subcontractor and Agent Obligations. Contractor shall ensure that all
subcontractors and agents acting on Contractor's behalf comply with the
requirements of this section. Contractor remains solely responsible for any
use of AI Systems or State Data by subcontractors or agents that violates
this section.
3.4.3.5. Notification of Changes. Contractor shall notify the State in writing within
ten (10) business days of becoming aware of any change in the AI
Systems used to process State Data, including any change introduced by a
third-party vendor or platform without Contractor's affirmative action.
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3.4.3.6. Violation. Any use of AI Systems or State Data in violation of this section
constitutes a material breach of this Contract.
3.5. 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.
3.5.1. 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.
3.5.2. 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.
3.6. CONFLICTS OF INTEREST:
3.6.1. 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.
3.6.2. 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.
3.6.3. 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.
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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.
3.6.4. 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.
3.7. 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.
3.7.1. 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.
3.7.2. 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.
3.8. 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
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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.
3.9. 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.
3.9.1. 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 scale
from 1 to 5, where 1 indicates "Does not meet expectations" and 5 indicates
"Exceeds expectations." Weighted scores for each section will be combined to
determine the total score, which will guide funding decisions. Weights for key
evaluation criteria are set forth below.
3.9.2. Technical Proposal:
• Project approach/Design: 20
• Alignment with State Objectives, Goals, and Needs: 20
• Organizational capacity:20
• Proposed timeline: 20
Cost Proposal:
• Budgets: 20
3.10. 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.
3.11. 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.
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3.12. 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.
3.12.1. 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
3.12.2. The contract will obligate the bidder to provide the services and/or products
identified in its bid, at the prices listed.
3.12.3. 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.
3.12.4. 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.
3.12.5. 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 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
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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,
Reporting 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.
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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 submit as an attachment, a detailed cost proposal and pricing
breakdown for a two year period. Bidders may also include budget proposals for up to
three additional years.
While there is not a specific format for the budget submission, cost proposals must
include a comprehensive line-item budget that clearly identifies 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.
Bidders must also complete the quotation form in VTBuys, indicating their total annual
pricing proposal.
4.9. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation
that may be applicable to the Detailed Requirements of this RFP 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 two
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: March 18, 2025
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 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. BID SUBMISSION CHECKLIST:
✓ All required sections of the VTBuys Questionnaire complete
✓ Quotation form (Item list) in VTBuys
✓ Signed Certificate of Compliance uploaded in the VTBuys Questionnaire
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 D - Other Provisions for IT Professional Services (12-09-2025
revised)
7.1.5. Attachment E- Business Associate Agreement
7.1.6. Attachment F – Agency of Human Services' Customary Contract - Grant
Provisions (09-02-2025)
7.1.7. Attachment G – State of Vermont – Federal Terms Supplement - Non-
Construction (December 30, 2024)
- Issue Date
- Sep 28, 2026
- Due Date Raw
- 11/09/2026 04:00PM
- Categorized By
- llm-nc
- Detail Fetched
- Yes
- Questions Due Raw
- 10/12/2026 04:00PM
Vermont Buildings & General ServicesIssuing agency·Vermont·via the Vermont BGS purchasing bid board