2026 Retainer Contract Opportunity for Information Technology (IT) Services

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Bidders ID:	NBD14408967304844797
Due Date:	Sep 2, 2026
Posted Date:	Jul 23, 2026
Level of Government:	State & Local
State:	Vermont
Agency:	State of Vermont
Category:	A - Research and development
Source:	Members Only

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
2026 Retainer Contract Opportunity for Information Technology (IT) Services	08/06/2026 04:30PM		09/02/2026 04:30PM

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

Retainer Contract Opportunity for Information Technology (IT) Services

ISSUE DATE:

July 23, 2026

QUESTIONS DUE BY:

August 6, 2026 at 4:30 PM (EST)

RFP RESPONSES DUE BY: RFP RESPONSES WILL BE ACCEPTED ANYTIME AFTER RESPONSES TO

QUESTIONS ARE POSTEDTHROUGH September 2, 2026 at 4:30 PM

BIDS MAY 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

BIDS MAY ALSO BE SUBMITTED THROUGH OTHER ELECONTRIC MEANS IDENTIFIED WITHIN

THIS RFP. IF USING OTHER MEANS IDENTIFIED, PLEASE BE ADVISED THAT ALL

NOTIFICATIONS, RELEASES, AND AMENDMENTS 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 WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND AMENDMENTS

ASSOCIATED WITH THIS RFP.

PURCHASING AGENT: Kevin Cooke

E-MAIL:

SOV.ThePathForward@vermont.gov

Page 1 of 28

Revised: July 23, 2026

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the State of Vermont, through

its Office of Purchasing & Contracting (hereinafter the “State”) seeks to pre-qualify information technology

(IT) vendors to provide IT professional services in one or more categories of services described in

Section 2 of this RFP. Bidders deemed qualified by the State in any one or more service categories under

this RFP shall execute the State’s Retainer Contract for IT Professional Services, which is attached to

this RFP. The State maintains multiple retainer contracts with vendors in each of the several categories of

IT services. The retainer contract establishes (1) the process for a State Agency/Department to engage

IT vendors for services in any of their awarded categories (2) the terms and conditions applicable to the

vendor’s provision of services when engaged by a State Agency/Department, and (3) the roles and

maximum allowable rates applicable to each category of service. As structured, the retainer contract

enables State Agencies/Departments to efficiently obtain competitive pricing proposals to meet a

business need from multiple vendors that have been pre-qualified in the applicable category of service. At

least every two years the State issues this RFP to qualify and/or re-qualify IT vendors in the IT service

categories.

1.1.1. New Retainer Suppliers: Vendors without an active IT Retainer Contract with the State of

Vermont IT Retainer Contracts listed online here are invited to submit a full response to this RFP

to be considered for pre-qualification of IT services in one or more desired categories.

1.1.2. Active Retainer Suppliers: All active IT Retainer Contracts IT Retainer Contracts listed online

here expire in January 2027. Therefore, Active Retainer Suppliers are invited to re-qualify and

extend their contract by submitting a response to this RFP in accordance with the following:

a) Active Retainer Suppliers do not need to submit a technical response for existing awarded

IT service categories.

b) However, Active Retainer Suppliers seeking to pre-qualify for new IT service categories

must submit a technical response addressing each new category.

c) Active Retainer Suppliers must submit a response that complies with all other

requirements of this RFP and are invited to propose lower labor costs.

1.1.3. The State reserves the right limit the number of pre-qualified Suppliers for each IT service

category.

1.1.4. This RFP pertains to IT services only. The State will not be purchasing hardware or software via

this RFP.

1.1.5. All responses to this RFP must conform to the detailed and general RFP requirements set forth

herein.

1.2. Purchasing Entities: Resulting Contract(s) may be used by (a) all departments, offices, institutions, and

other agencies of the State of Vermont and counties (each a “State Purchaser”) according to the process

for ordering and other restrictions applicable to State Purchasers set forth herein; and (b) political

subdivisions of the state (including, but not limited to, cities, towns, and school districts) and any

institution of higher education chartered in Vermont and accredited or holding a certificate of approval

from the State Board of Education as authorized under 29 V.S.A. § 902 (each an “Additional Purchaser”).

Issues concerning interpretation and eligibility for participation are solely within the authority of the State

of Vermont Chief Procurement Officer. The State of Vermont and its officers and employees shall have

no responsibility or liability for Additional Purchasers. Each Additional Purchaser is to make its own

determination whether Contract(s) are consistent with its procurement policies and regulations.

1.3. CONTRACT TERM: Contracts arising from this RFP will be for a term ending January 31, 2032. This

end date coincides with all existing IT Retainer agreements at which time a complete refresh is

anticipated.

1.4. 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.

1.5. BIDDERS’ CONFERENCE CALL: A bidders’ conference call will NOT be held.

Page 2 of 28

Revised: July 23, 2026

1.6. 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 specifically permitted in this RFP.

1.7. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the

issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .

Modifications from any other source are not to be considered.

2. DETAILED REQUIREMENTS:

2.1. Specific Bid Requirements: The State’s service specifications for contracted IT Services are set forth at

Attachment A1: IT Service Categories, Roles and Rates, which is attached separately to this RFP and will

become part of the resulting Retainer Contract for IT Professional Services awarded from this RFP. In

responding to this RFP, a Bidder’s Technical Response shall address its capabilities relative to these

specifications for any and each category of service for which the Bidder would like to be considered for

pre-qualification by the State. Additionally, a Bidder must indicate the service categories it intends to bid on

by completing Attachment A1: IT Service Categories, Roles and Rates attached separately to this RFP.

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 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.

3.2. 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. The State reserves the right to accept or reject any and all bids, in whole or in part, with or

without cause, and to waive technicalities in submissions. The State also reserves the right to make

purchases outside of the awarded contracts where it is deemed in the best interest of the State.

3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final

selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a

BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum

qualification requirements and/or have not been eliminated from consideration during the evaluation

process.

3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it

will help the State’s evaluation process. The State will factor information presented during

presentations into the evaluation. Bidders will be responsible for all costs associated with providing

the presentation.

3.3. CONFLICTS OF INTEREST:

3.3.1.Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a business entity has

interests (for example, customers, partners, contracts) that could undermine, or reasonably be

perceived to undermine, its faithful and unbiased performance of a contract with the State that may

result from this solicitation.

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Revised: July 23, 2026

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:

d) 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.

e) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any facts

that may cause a reasonably prudent person to perceive a PCOI or OCOI with respect to a

contract with the State that may result from this solicitation. Disclose, also, any actions

proposed to mitigate the PCOI or OCOI.

3.3.4.The State shall have sole discretion to determine whether a PCOI or OCOI can be mitigated to the

State’s satisfaction and may discuss the conflict with the bidder if and to the extent the State deems

discussion necessary to its determination. The State reserves the right to (a) reject from further

consideration any proposal having a PCOI or OCIO that cannot be mitigated to the State’s full

satisfaction and (b) terminate a contract upon discovery that a contractor failed to disclose facts

pertaining to a PCOI or OCOI in its proposal, or otherwise misrepresented relevant information to the

State.

3.4. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The

Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following

provisions and requirements.

3.4.1.Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate

section in the attached Certificate of Compliance for purposes of self-reporting information relating to

past violations, convictions, suspensions, and any other information related to past performance

relative to coding and classification of workers. The State is requiring information on any violations

that occurred in the previous 12 months.

3.4.2.Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that

upon award of contract, and prior to contract execution, the State shall be provided with a list of all

proposed subcontractors and subcontractors’ subcontractors, together with the identity of those

subcontractors’ workers compensation insurance providers, and additional required or requested

information, as applicable, in accordance with Section 32 of The Vermont Recovery and

Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing

supplies only and no labor to the overall contract or project. This list MUST be updated and provided

to the State as additional subcontractors are hired. 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

Page 4 of 28

Revised: July 23, 2026

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 pricing and to its qualifications and

experience, as demonstrated by, among other things, technical strengths and success in completing

projects involving relevant services. Bidder acceptance of contract terms and conditions included

with this RFP will be evaluated on a pass/fail basis.

3.7. 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.

3.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State in the form

of the Retainer Contract for IT Professional Services and its associated Attachments, which is attached to

this RFP. Bidder and its legal counsel are expected to carefully review and be prepared to be bound by

the terms of the Retainer Contract for IT Professional Services and its associated Attachments, including

without limitation, Attachment C: Standard State Provisions for Contracts and Grants. The State will not

consider exceptions to contract terms and conditions included with this RFP.

3.8.1.Business Registration. Although not required at time of bid submission, 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 - Vermont Secretary of State

and must register accounts for all tax types (income, sales and use, payroll withholding, etc.) for

which they anticipate a liability with the Vermont Department of Taxes at https://tax.vermont.gov/ .

3.8.2.The contract will obligate the bidder to provide the services and/or products identified in its bid, at the

prices listed as determined during the SOW process.

3.8.3.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.

3.8.4.Retainage. In the discretion of the State, a Statement of Work (SOW) Agreement resulting from

Contract awarded as a result of 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. PERFORMANCE MEASURES: In accordance with current State of Vermont policy and procedures, a

Statement of Work (SOW) Agreement resulting from Contract awarded as a result of this RFP may

include performance measures. The specific performance measures will be determined during the SOW

process.

4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the

minimum requirements for State evaluation. 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, vendors 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 vendor-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 or require 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 Vendor-Confidential Information. It is the

sole responsibility of the bidder to ensure that, other than where specifically directed or permitted by this

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Revised: July 23, 2026

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Disclaimer: The details regarding bids, requests for proposals (RFPs), and requests for qualifications (RFQs) on this site are provided for convenience and do not represent official public notice. To respond to or inquire about bids, RFPs, or RFQs, please contact the appropriate government department.

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