- Title
- Resource Sharing System and Integrated Library System
- Pdf Text
- Revised: February 13, 2026
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AGENCY/DEPT
133 State Street, 5th Floor | Montpelier VT 05633-8000
802-828-2211 phone |802-828-2222 fax
http://bgs.vermont.gov/purchasing
SEALED BID
Request For Proposal
Resource Sharing System and Integrated Library System
ISSUE DATE October 20, 2026
QUESTIONS DUE November 9, 2026 – 4:30 PM (EST)
RFP RESPONSES DUE BY December 16, 2026 – 4:30 PM (EST)
Please be advised that all notifications, releases, and addendums associated with this
RFP will be posted at:
http://www.bgs.state.vt.us/pca/bids/bids.php
The state will make no attempt to contact interested parties with updated information. It is the
responsibility of each bidder to periodically check the above webpage for any and all
notifications, releases and addendums associated with this RFP.
STATE CONTACT: Kevin Cooke
E-MAIL: SOV.ThePathForward@vermont.gov
Bidders shall put as the subject line of any email pertaining to this RFP as “ Resource Sharing
System and Integrated Library System”
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OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Vermont
Department of Libraries (hereinafter the “State” or the “Department”) is seeking to establish
contracts with one or more companies that can provide proposals for either or both a resource
sharing system for all Vermont libraries and a Library Management System for the Vermont
Department of Libraries’ collections.
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 additional twelve-month periods. The State anticipates the
start date will be April 1, 2027.
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 not be held remotely at
the date and time indicated on the front page of this RFP.
1.4.1. If there is a remote bidders’ conference, and call-in information is not provided on the front
page of the RFP, all potential bidders may send an e-mail to the State Contact with Bidder’s
firm and contact info and shall then be provided call-in details.
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
writing no later than the deadline for question indicated on the first page of this RFP. Questions
may be e-mailed to the point of contact on the front page of this RFP. Questions or comments
not raised in writing on or before the last day of the question period are thereafter waived. At
the close of the question period a copy of all questions or comments and the State's responses
will be posted on the State’s web site http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort
will be made to post this information as soon as possible after the question period ends,
contingent on the number and complexity of the questions. All information provided by vendors
during this process will be public and bidders shall not provide confidential information, except
as described in 4.1 below.
1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State
through the issuance of an Addendum to this RFP and posted online at
http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be
considered.
1.7. SOURCE OF FUNDS: This project is being funded in whole or in part using federal monies. If a
bidder requires assistance in preparing their proposal or needs guidance on socioeconomic
certifications, the bidder may contact the VT APEX Accelerator. The APEX Accelerator
specializes in helping small businesses navigate the documentation associated with State and
Federal procurement. Their website is: http://apex.vermont.gov.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
Proposals are sought for:
(1) resource sharing solution that will enable interlibrary loan (ILL) services between all Vermont public,
academic, school, and special libraries
(2) library management software for the Vermont Department of Libraries collections
Proposals may be submitted for one or both of the above projects. Pricing should be presented for the
individual systems and for pricing that includes both projects as a package.
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Please note in your reply to the RFP if you cannot meet any requirements below. If you cannot meet any
requirement at the anticipated outset of the prospective contract, but can in a later phase of the contract,
please also note this in your reply to the RFP.
Statewide Resource Sharing System
The proposed system will provide a statewide resource sharing solution capable of accommodating
interlibrary loan between all Vermont public, school, academic, and special libraries and which can
provide access for all libraries, regardless of local ILS, underlying technologies, or staff technical
expertise. It will need to have configurable options at both the local library level and system-wide
level. The system will need to provide the following capabilities:
• All users will be able to search the shared catalog information of participating libraries.
• No limit to the number of simultaneous users.
• Patron placed requests.
• Ability for library staff and patrons to track an individual loan through all stages of the process.
• Real-time searching and status checking for library materials via the connections through
library ILS systems.
• Ability to transfer information about loans across other ILL systems such as OCLC
WorldShare, ILLiad, or Tipasa.
• Ability to filter search results by author, title, owning library, etc.
• Search results that consolidate or deduplicate records with the same title, author, and format.
• Ability to look up institutional information for each participating library – including closed
periods, schedule, contact information, lending policies, etc.
• Create shipping labels or book straps for items being loaned.
• Ability for each library to set up preferred and blocked lender lists.
• Ability to use SIP2 for libraries that utilize this feature.
Vendor should provide:
• A full list of possible reports that the system can run.
• A list of current ILS systems that can be connected/are compatible, and known limitations of
that connectivity.
• A list of available search filter options for both initial searches and refining searches.
• A description of support options, including any ticketing or help systems, coverage times, and
expected response times.
• A list of any ability to communicate within the system.
• Any limitations on compatibility with popular Web browsers.
• A report on Uptime/Performance expectations.
• An overview of any available training opportunities.
• An overview of the product enhancement process, including the role that customers have in
determining and prioritizing new features and enhancements.
Library Management System for Vermont Department of Libraries
The system will provide a fully functioning ILS for cataloging, circulating, and management of the
Department of Libraries’ library collections and patron data. The system will need to provide the
following capabilities:
Cataloging:
• Smooth record comparison, acquisition, and deduplication with targeted catalogs accessed
with a minimum of effort.
• z39.50 server options for cataloging and to be used as a z39.50 source for the statewide
interlibrary loan system. Additional SRU support is also preferred.
• Batch loading, editing, import, export.
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• Ability for both copy cataloging and custom cataloging with ease.
• Straightforward label creation.
• Customize item types and locations.
• Option to import book covers or an included service to display them in search results.
Circulation:
• Patron Notifications - Email (required) and SMS (optional, but preferred).
• Overdues and Bills – easily customizable in email or print.
• Ability to produce brief records quickly and easily.
• Customizable lending periods.
Administration:
• Reporting - Preexisting reports for patrons, inventory, and circulation.
• Clear and easily parsed user and administrative user categories.
• SIP2 Functionality.
• Inventory capability.
• Training for staff.
• Migration from other ILS products, including matching criteria.
• Uptime/Performance assurances.
Privacy:
All public libraries, including as administered by the State, are required under 22 V.S.A., Chapter 4, to
keep Patron registration and transaction records confidential. The State also seeks to go beyond
statutory requirements where possible to preserve Patron privacy. The Department of Libraries is
interested in solutions that help assure Patrons that privacy is an inherent part of all participating
library offerings. For the resource sharing and library management solutions, the State is interested in
privacy features including but not limited to, the following:
• Compliance with 22 V.S.A., Chapter 4. Depending on the nature of the solution(s), and the
State’s agreements with participating entities, the State may operate as an “agent” 22 V.S.A.
§ 172(b)(2) in facilitating interlibrary lending. At a minimum, the solution(s) shall attain
compliance within the interlibrary lending ecosystem.
• Patron information, if kept for authentication purposes (see below), for notice purposes, or
otherwise, shall not be transferred between participating entities without appropriate consent
systems with logging in place.
• If the state can access information of Patrons not originating with the State library, appropriate
consent systems with logging must be in place.
• Under Attachment C to any contract, State Data is defined broadly to include all data
generated in connection with the Contract. Depending on the nature of the solution(s), and the
State’s agreements with participating entities, the State may elect for some data to be owned
and controlled by participating entities—with the State possibly maintaining data related
enforcement rights on their behalf. Accordingly, the State is interested in bidders amenable to
appropriate placement of data rights suited to the offered solution.
Authentication:
To further privacy and security interests, the State of Vermont strives to use a single sign on identity
provider (IDP) called myVermont (built on Okta) where possible to make State Services available to
the public under a single set of credentials. See https://info.my.vermont.gov/. The Department of
Libraries is interested in having its own offerings use myVermont where appropriate and applicable.
Library patrons are likely to access other state resources via myVermont, making knowledge of the
product useful to library staff. In addition, for similar security and privacy reasons, the State prefers
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the use of its own employee IDP (Microsoft Entra) for State Employee authentication. The specific
authentication requirements are as follows:
• Preference for library staff authentication (non-state employees) with myVermont (Okta) as
the identity provider via SAML 2.0 or OIDC.
• If Patron login is part of the Bidder’s offering (not required), the system shall support
myVermont as an authentication option—giving the patron the option of a secure alternative
between myVermont and a no-email login option (e.g. library code barcode).
• Preference for State employee staff authentication to use the State's Entra identity provider
via SAML 2.0 or OIDC.
• Where either state IDP is used, Login shall be routed through either State identity provider
login page consistent with SAML or OIDC standards as well as State standards. State IDP
standards include, among others: (i) user identity anchored to a persistent subject identifier
(e.g., OIDC "sub" claim) issued by the State's identity provider; (ii) logout the application and
SSO session simultaneously; (iii) new users provisioned under least privilege by default, with
access elevated only after administrator approval within the application; and (iv)
authentication implemented and validated in test application and IDP environments before
UAT testing begins.
• For bidders that can only connect with a single external identity provider, myVermont can be
used as the sole identity provider and the State can handle routing internal users to Entra.
Vendor should provide:
• List of possible reports that can be run by the Library Management System and any ability to
customize.
• List of available patron types and administrator types.
• An overview of support options, including any ticketing or help systems.
• An overview of any available training opportunities.
• Any limitations on compatibility with popular Web browsers
• A description of features listed here and their functionality.
2.1. The State seeks bids for an interlibrary loan resource sharing system to enable interlibrary
loan among libraries of all types within Vermont. This system will continue to streamline
interlibrary loan processes within CLOVER, the statewide interlibrary loan system. CLOVER
allows Vermonters throughout the state to access nearly any resource in the world, opening
learning and literacy opportunities for all those in the state.
Additionally, the Vermont Department of Libraries (VTLIB) seeks a bid for a Library Management
System for the collections owned by VTLIB. Having a complete system for cataloging, circulation,
and management of the locally held library collections allows the Department of Libraries to
promote and build the collections that serve Vermonters, Vermont libraries, and Vermont state
employees.
2.2. The State of Vermont seeks to achieve the following Business Value(s):
2.2.1.Customer Service Improvement:
An efficient ILL system gives access to a virtually unlimited selection of titles without regard
to the size of their library. This provides equity to Vermonters regardless of where they live
because everyone has equal access to materials.
An effective ILS allows discoverability of items in the State Library collections, increasing the
value of those collections as resources. Direct lending to state employees from those
collections and access through ILL are only possible with an ILS that works well.
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2.2.2. Compliance: ILL and ILS systems are required for the Department of Libraries to meet
statutory requirements. See 22 V.S.A. § 605.
2.3. Functional and Non-Functional Requirements
2.3.1. The Non-Functional Requirements include requirements for the following:
2.3.1.1. Hosting: Any hosting provider must provide for back-up and disaster recovery
models and plans as needed for the solution. Any hosting provider will abide by ITIL
best practices for change requests, incident management, problem management and
service desk.
2.3.1.2. Application Solution: Vendor must provide for the backup/recover, data retention
and disaster recovery of a contracted/hosted application solution. Vendor must provide
for application management and design standard of all technology platforms and
environments for the application solution (Development, Staging, Productions, DR,
etc.).
2.3.1.3. Security: Vendor must comply with requirements in attachments C and D.
2.3.1.4. Data Compliance: Solutions must adhere to applicable State and Federal
standards, policies, and laws.
3. GENERAL REQUIREMENTS:
3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all
costs that Bidder wishes the State to consider must be submitted for consideration. If
applicable, all equipment pricing is to include F.O.B. delivery to the ordering facility. No
request for extra delivery cost will be honored. All equipment shall be delivered assembled,
serviced, and ready for immediate use, unless otherwise requested by the State.
3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy
submitted by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the
full spectrum of materials and/or services required.
3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a
competitive bidding process with another state and/or cooperative are welcome to submit
the pricing in response to this solicitation.
3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and
select the Bidder(s) as may be determined to be in the best interest of the State and consistent
with the goals and performance requirements outlined in this RFP. The State of Vermont
reserves the right to obtain clarification or additional information necessary to properly evaluate
a proposal. Failure of bidder to respond to a request for additional information or clarification
could result in rejection of that bidder's proposal. To secure a project that is deemed to be in
the best interest of the State, the State reserves the right to accept or reject any and all bids, in
whole or in part, with or without cause, and to waive technicalities in submissions. The State
also reserves the right to make purchases outside of the awarded contracts where it is deemed
in the best interest of the State.
3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the
final selection of Bidder(s) for Contract negotiation or execution, the State may invite
Bidder(s) to provide a BAFO. The state reserves the right to request BAFOs from only those
Bidders that meet the minimum qualification requirements and/or have not been eliminated
from consideration during the evaluation process.
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3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the
State if it will help the State’s evaluation process. The State will factor information presented
during presentations into the evaluation. Bidders will be responsible for all costs associated
with providing the presentation.
3.3. CONFLICTS OF INTEREST:
3.3.1. Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a
business entity has interests (for example, customers, partners, contracts) that could
undermine, or reasonably be perceived to undermine, its faithful and unbiased performance
of a contract with the State that may result from this solicitation.
3.3.2. Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an
individual, agent or employee of a bidder could undermine, or reasonably be perceived to
undermine, its faithful and unbiased performance of a contract with the State that may result
from this solicitation.
3.3.3. Requirements: The State does not seek to contract with any individual or business entity
having a conflict of interest which cannot be mitigated to the State’s satisfaction. To ensure
the State’s awareness of actual, potential, or reasonably perceived PCOIs and OCOIs,
bidders shall:
a) Prior to submitting a proposal, conduct an internal review of its current affiliations and
activities and identify actual, potential, or reasonably perceived PCOIs or OCOIs relative
to a contract with the State that may result from this solicitation.
b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any
facts that may cause a reasonably prudent person to perceive a PCOI or OCOI with
respect to a contract with the State that may result from this solicitation. Disclose, also,
any actions proposed to mitigate the PCOI or OCOI.
3.3.4. The State shall have sole discretion to determine whether a PCOI or OCOI can be
mitigated to the State’s satisfaction and may discuss the conflict with the bidder if and to the
extent the State deems discussion necessary to its determination. The State reserves the
right to (a) reject from further consideration any proposal having a PCOI or OCIO that cannot
be mitigated to the State’s full satisfaction and (b) terminate a contract upon discovery that a
contractor failed to disclose facts pertaining to a PCOI or OCOI in its proposal, or otherwise
misrepresented relevant information to the State.
3.4. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section
32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply
with the following provisions and requirements.
3.4.1. Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the
appropriate section in the attached Certificate of Compliance for purposes of self-reporting
information relating to past violations, convictions, suspensions, and any other information
related to past performance relative to coding and classification of workers. The State is
requiring information on any violations that occurred in the previous 12 months.
3.4.2. Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby
notified that upon award of contract, and prior to contract execution, the State shall be
provided with a list of all proposed subcontractors and subcontractors’ subcontractors,
together with the identity of those subcontractors’ workers compensation insurance
providers, and additional required or requested information, as applicable, in accordance
with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54). This
requirement does not apply to subcontractors providing supplies only and no labor to the
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overall contract or project. This list MUST be updated and provided to the State as additional
subcontractors are hired. A sample form is available online at
http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is
not required to be submitted with the bid response.
3.5. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE
PROCUREMENTS:
For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change
Considerations in State Procurements Certification, which is included in the Certificate of
Compliance for this RFP.
After consideration of all relevant factors, a bidder that demonstrates business practices that
promote clean energy and address climate change as identified in the Certification, shall be
given favorable consideration in the competitive bidding process. Such favorable consideration
shall be consistent with and not supersede any preference given to resident bidders of the State
and/or products raised or manufactured in the State, as explained in the Method of Award
section. But, such favorable consideration shall not be employed if prohibited by law or other
relevant authority or agreement.
3.6. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may
award one or more contracts and reserves the right to make additional awards to other
compliant bidders at any time if such award is deemed to be in the best interest of the
State. All other considerations being equal, preference will be given first to resident bidders of
the state and/or to products raised or manufactured in the state, and then to bidders who have
practices that promote clean energy and address climate change, as identified in the applicable
Certificate of Compliance.
3.6.1. Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and
methodology, qualifications and experience, ability to provide the services within the defined
timeline, cost, and/or success in completing similar projects, as applicable, and to the extent
specified below.
Resource Sharing System
Evaluation Factors Total Points for This Criterion: 100
Cost 25
Vendor Reputation and Experience 10
Integration of Data from Multiple Library
Automation Systems
15
User Experience 15
Workflow capability and lender lists 15
Customer tech support 10
Administration, Management, and Reports 10
Library Management System for Department of Libraries’ Collections
Evaluation Factors Total Points for This Criterion: 100
Cost 20
Vendor Reputation and Experience 10
Reports and Statistics 15
Migration 5
User Experience 20
Cataloging and Bibliographic Maintenance 15
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Circulation 10
Connection capabilities (SIP2, Z39.50, SRU etc.) 5
3.7. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select
one or more bidders with which to negotiate a contract, based on the evaluation findings and
other criteria deemed relevant for ensuring that the decision made is in the best interest of the
State. In the event State is not successful in negotiating a contract with a selected bidder, the
State reserves the option of negotiating with another bidder, or to end the proposal process
entirely.
3.8. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the
preparation of a response to this RFP and shall be responsible for all expenses associated with
any presentations or demonstrations associated with this request and/or any proposals made.
3.9. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State,
including the Standard Contract Form and Attachment C as attached to this RFP for
reference. If IT Attachment D is included in this RFP, terms may be modified based upon the
solution proposed by the Bidder, subject to approval by the Agency of Digital Services.
3.9.1. Business Registration. To be awarded a contract by the State of Vermont a bidder
(except an individual doing business in his/her own name) must be registered with the
Vermont Secretary of State’s office https://sos.vermont.gov/corporations/registration/ and
must obtain a Contractor’s Business Account Number issued by the Vermont Department of
Taxes http://tax.vermont.gov/ .
3.9.2. The contract will obligate the bidder to provide the services and/or products identified in its
bid, at the prices listed.
3.9.3. 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.
3.9.4. 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
3.9.5. 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.
3.10. LEGAL SERVICES: If this RFP seeks a contract for legal services, the following
requirements shall apply.
3.10.1. Bidders shall disclose any matters adverse to the State.
3.10.2. Bidders shall be in good standing with their relevant authority.
3.10.3. The selected bidder(s) must agree to the following additional provisions in any contract
resulting from this RFP:
3.10.3.1. Professional Liability Insurance – Before commencing work on this contract and
throughout the term of this contract, contractor shall procure and maintain professional
liability insurance for any and all services performed under this contract, with minimum
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coverage of $1,000,000.00 per claim. See section 8 of Attachment C: Standard State
Provisions for Contracts and Grants (December 7, 2023).
3.10.3.2. Legal services – Contractor will be providing legal services under this contract.
Contractor agrees that during the term of the contract he or she will not represent
anyone in a matter, proceeding, or lawsuit against the State of Vermont or any of its
agencies or instrumentalities. After termination of this contract, contractor also agrees
that he or she will not represent anyone in a matter, proceeding, or lawsuit
substantially related to this contract.
3.10.4. Final award of contract will be contingent upon prior written approval of the Vermont
Attorney General’s Office, as required by Agency of Administration Bulletin 17.10.
4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are
the minimum requirements for State evaluation. These requirements are not intended to limit the
content of a Bidder’s proposal. Bidders may include additional information or offer alternative
solutions for the State’s consideration. However, the State discourages overly lengthy and costly
proposals, and Bidders are advised to include only such information in their response as may be
relevant to the requirements of this solicitation.
4.1. Unsolicited Bidder-Confidential Information Prohibited. Bidders are hereby expressly
directed not to include any confidential information in their proposal submissions, except as
specifically permitted below. By submitting a proposal in response to this RFP, bidders
acknowledge and agree to abide by the terms and conditions outlined in this document, including
the prohibition on submitting confidential information. This prohibition reduces the burden on the
State while preventing bidder-confidential information from entering the public record.
4.2. Disclosure under Public Records Act. All information received by the State in response
to this solicitation will become part of the contract file and subject to public disclosure in
accordance with the State’s Public Records Act, 1 V.S.A. § 315 et seq. The State may also
choose to publicly post responses to this solicitation and the resulting agreement(s), following
conclusion of this procurement process.
4.3. Unsolicited Confidential Materials. The State intends to redact or withhold only those
confidential materials specifically requested below. All other materials, 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, other than where specifically
directed or permitted by this RFP and accordingly marked as described below, no information that
should not be publicly disclosed is included in their proposal materials, including any 1) trade
secrets or intellectual property, 2) proprietary financial or business information, 3) personal
information, or 4) any other information that should not be disclosed to the public. For example,
bidders should avoid including specific details of their proprietary technologies or methodologies
that they consider confidential, and any references to previous client engagements should be
presented in a manner that does not disclose the client's confidential information.
4.5. The bid should include a Cover Letter and Technical Response and Price Schedule.
4.6. COVER LETTER:
4.6.1. 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 cover letter to 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
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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. TECHNICAL RESPONSE. In response to this RFP, a bidder shall:
4.7.1. Provide details concerning your form of business organization, company size and
resources.
4.7.2. Describe your capabilities and particular experience relevant to the RFP requirements.
4.7.3. 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.
4.7.4. 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.
4.8. REFERENCES. Provide the names, addresses, and phone numbers of at least three
companies with whom you have transacted similar business in the last 12 months. You must
include contact names who can talk knowledgeably about performance. Do not list a State of
Vermont agency or employee as a reference.
4.9. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may
be applicable to the Detailed Requirements of this RFP.
4.10. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule
attached to the RFP.
4.11. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of
the response for the proposal to be considered valid.
5. SUBMISSION INSTRUCTIONS:
5.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front
page of this RFP. Late bids will not be considered.
5.1.1. The State may, for cause, issue an addendum to change the date and/or time when bids
are due. If a change is made, the State will inform all bidders by posting at the webpage
indicated on the front page of this RFP.
5.1.2. There will not be a public bid opening. However, the State will record the name, city and
state for any and all bids received by the due date.
5.2. ELECTRONIC BIDS ONLY: All bids under this RFP must be submitted electronically in
accordance with the submission requirements herein.
5.2.1. Electronic bids will be accepted via email submission to
SOV.ThePathForward@vermont.gov. The subject line of the email submission must
reference the Project Title as indicated on the front page of this RFP.
5.2.1.1. Bids must consist of a single email with a single, digitally searchable PDF attachment
containing all components of the bid. Multiple emails and/or multiple attachments will
not be accepted.
5.2.1.2. There is an attachment size limit of 40 MB. It is the Bidder’s responsibility to
compress the PDF file containing its bid if necessary in order to meet this size
Revised: February 13, 2026
Page 12 of 35
limitation. It is also the Bidder's responsibility to ensure that their own email system
can send and receive messages up to this size.
5.2.2. Bids may also be submitted through Vermont’s eProcurement System, VTBuys, link to the
system can be found:
https://vtbuys.suppliers.vermont.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen
%2fbuy%2fho mepage
6. BID SUBMISSION CHECKLIST:
Cover Letter
Technical Response
AI Usage Disclosure Form (required only if the proposed solution uses any automated decision or
artificial intelligence systems, as defined in 3 V.S.A. § 3305(a)(2) or § 5021, to process State Data
in any way). Complete the AI Usage Disclosure (12-19-2025) at
https://bgs.vermont.gov/purchasing-contracting/forms.
References
Price Schedule
Signed Certificate of Compliance
7. ATTACHMENTS:
7.1. Certificate of Compliance
7.2. Worker Classification Compliance Requirement; Subcontractor Reporting Form
7.3. Standard State Contract with its associated attachments, including but not limited to,
Attachment C: Standard State Provisions for Contracts and Grants (February 13, 2026)
7.4. State of Vermont – Federal Terms Supplement - Non-Construction (December 30, 2024)
Revised: February 13, 2026
Page 13 of 35
RFP/PROJECT: Resource Sharing System and Integrated Library System
DATE: ___________
Page 1 of 4
CERTIFICATE OF COMPLIANCE
For your bid to be considered valid, this form must be completed in its entirety, executed by a
duly authorized representative of the bidder, and submitted as part of the response to the
proposal.
A. NON COLLUSION: Bidder hereby certifies that the prices quoted have been arrived at without
collusion and that no prior information concerning these prices has been received from or given to
a competitive company. If there is sufficient evidence to warrant investigation of the bid/contract
process by the Office of the Attorney General, bidder understands that this paragraph might be
used as a basis for litigation.
B. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to
the terms of this RFP, including Attachment C: Standard State Contract Provisions, and any other
contract attachments included with this RFP.
C. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of
The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), the following provisions and
requirements apply to Bidder when the amount of its bid exceeds $250,000.00.
Self-Reporting. Bidder hereby self-reports the following information relating to past violations,
convictions, suspensions, and any other information related to past performance relative to
coding and classification of workers, that occurred in the previous 12 months.
Summary of Detailed Information Date of Notification Outcome
Subcontractor Reporting. Bidder hereby acknowledges and agrees that if it is a successful
bidder, prior to execution of any contract resulting from this RFP, Bidder will provide to the State a
list of all proposed subcontractors and subcontractors’ subcontractors, together with the identity of
those subcontractors’ workers compensation insurance providers, and additional required or
requested information, as applicable, in accordance with Section 32 of The Vermont Recovery and
Reinvestment Act of 2009 (Act No. 54), and Bidder will provide any update of such list to the State
as additional subcontractors are hired. Bidder further acknowledges and agrees that the failure to
submit subcontractor reporting in accordance with Section 32 of The Vermont Recovery and
Reinvestment Act of 2009 (Act No. 54) will constitute non-compliance and may result in
cancellation of contract and/or restriction from bidding on future state contracts.
Revised: February 13, 2026
Page 14 of 35
RFP/PROJECT: Resource Sharing System and Integrated Library System
DATE: ___________
Page 2 of 4
D. Executive Order 05 – 16: Climate Change Considerations in State Procurements
Certification
Bidder certifies to the following (Bidder may attach any desired explanation or
substantiation. Please also note that Bidder may be asked to provide documentation for
any applicable claims):
1. Bidder owns, leases or utilizes, for business purposes, space that has received:
Energy Star® Certification
LEED®, Green Globes®, or Living Buildings Challenge℠ Certification
Other internationally recognized building certification:
____________________________________________________________________________
2. Bidder has received incentives or rebates from an Energy Efficiency Utility or Energy
Efficiency Program in the last five years for energy efficient improvements made at bidder’s
place of business. Please explain:
_____________________________________________________________________________
3. Please Check all that apply:
Bidder can claim on-site renewable power or anaerobic-digester power (“cow-power”). Or
bidder consumes renewable electricity through voluntary purchase or offset, provided no
such claimed power can be double-claimed by another party.
Bidder
- Issue Date
- Oct 20, 2026
- Due Date Raw
- 12/16/2026 04:30PM
- Categorized By
- llm-nc
- Detail Fetched
- Yes
- Questions Due Raw
- 11/09/2026 04:30PM
Vermont Buildings & General ServicesIssuing agency·Vermont·via the Vermont BGS purchasing bid board