ANR FPR VT State Parks Reservation Management System

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541519 - Other Computer Related Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Apr 14, 2026
Due Date:	May 8, 2026
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Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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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

ANR FPR VT State Parks Reservation Management

System

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

April 14, 2026

April 24, 2026 – 4:30 PM (ET)

May 8, 2026 – 4:30 PM (ET)

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 WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS RFP.

STATE CONTACT:

E-MAIL:

USE SUBJECT:

Kyle Emerson, State Purchasing Agent

sov.thepathforward@vermont.gov

ANR FPR RESERVATION MANAGEMENT SYSTEM

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Vermont Agency of Digital

Services on behalf of the Vermont Department of Forests, Parks and Recreation (hereinafter the “State”)

is seeking to establish contracts with one or more companies that can deliver a modern reservation and

revenue management system using advanced technology to enhance the public's reservation

experience, boost staff efficiency, offer detailed management reporting, and enable technology-driven

marketing promotions with customer habit and trend tracking.

1.2. CONTRACT PERIOD: Any Contract(s) arising from this RFP will include period of implementation

services, plus five years of annual operating costs (maintenance and service). The State anticipates the

start date for such contract(s) will be January 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. 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.

1.5. 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.

1.6. Bidders are encouraged to also review and respond to the related RFP titled "ANR FWD Point of Sale

Solution" issued by the Agency of Digital Services on behalf of the Agency of Natural Resources on April

14, 2026. The State may consider selecting a single software solution or vendor for both the Vermont

Department of Forests, Parks and Recreation and the Vermont Department of Fish and Wildlife if

operationally and financially advantageous.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES: The State of Vermont seeks bids for a reliable and

customizable hosted solution to manage reservations, accounting, and point-of-sale transactions for Vermont

State Parks. This system will serve over a million visitors annually across 56 developed parks. See Exhibit D.

Requirements Areas include:

• Customization and configuration

• Project and operations management

• Support and maintenance

• Data migration

• Consulting and training

• Hosting and monitoring

• Backup and recovery

• Additional professional services for reservation and revenue management software

2.1. The State of Vermont seeks to achieve the following Business Value(s):

• Financial Values

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• Reliable interface for revenue-generating reservations and point-of-sale transactions.

• Supports data collection, accounting, and revenue reporting.

• Includes critical markers for Vermont State Parks business operations.

• Internal and External Customer Service Values:

• Provides high-quality customer service to park visitors and staff.

• Intuitive for customers and customizable for business needs.

• Handles state park administrative rules and policies without cumbersome workarounds.

• Community Values:

• Supports stewardship of outdoor public spaces.

• Provides accessible data reporting for informed land management decisions.

2.2. Functional, General Administrative and Non-Functional Requirements

1.8.1 The State’s Functional, General Administrative and Non-Functional Requirements are

provided in the attached State of Vermont Bidder Response Form (Exhibit C).

1.8.2 The State’s General Administrative Requirements include requirements for the following

areas:

1.8.3 The Non-Functional Requirements include the following:

o Hosting

o Application Solution

o Security

o Agility

o Compatibility

o Maintainability

o Performance Efficiency

o Reliability

o Transferability

o Usability

o Data Compliance:

o Solutions must adhere to applicable State and Federal standards, policies, and

laws. The Bidder Response Form includes a table of data types and their

applicable State and Federal standards, policies, and laws. The boxes in the

table that are checked are the ones that are applicable to this procurement.

2 GENERAL REQUIREMENTS:

2.8 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.

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• 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.

• 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.

2.3. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the

Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and

performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain

clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to

respond to a request for additional information or clarification could result in rejection of that bidder's

proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the

right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive

technicalities in submissions. The State also reserves the right to make purchases outside of the awarded

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

• 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.

2.8.1

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.

2.9 CONFLICTS OF INTEREST:

2.9.1

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.

2.9.2

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.

2.9.3

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.

2.9.4

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

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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.

2.10 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.

2.10.1

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.

2.10.2 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.

2.11 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.

2.12 METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award

one or more contracts and reserves the right to make additional awards to other compliant bidders at

any time if such award is deemed to be in the best interest of the State. All other considerations

being equal, preference will be given first to resident bidders of the state and/or to products raised or

manufactured in the state, and then to bidders who have practices that promote clean energy and

address climate change, as identified in the applicable Certificate of Compliance.

2.12.1

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.

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This page summarizes the opportunity, including an overview and a preview of the attached documents.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
ANR FPR VT State Parks Reservation Management System Bidder Response Form	04/24/2026 04:30PM		05/08/2026 04:30PM

ANR FPR VT State Parks Reservation Management System

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