ANR FWD Point of Sale Solution

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541519 - Other Computer Related Services
Posted Date:	Apr 14, 2026
Due Date:	May 8, 2026
Original Source:	Please Login to View Page
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 FWD Point of Sale Solution

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 WEBPAGE FOR 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 FWD POINT OF SALE

Revised February 13, 2026

Page 1 of 139

1. OVERVIEW

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

of Digital Services (ADS) on behalf of the Vermont Agency of Natural Resources (ANR), Fish

and Wildlife Department (FWD) (hereinafter the “State”) is seeking to establish contracts with

one or more companies that can provide a Point of Sale (POS) solution that utilizes modern

features and functions that will enhance the management and accessibility of hunting and

fishing licenses, lottery permits, harvest reporting, enforcement information, and gift certificate

transactions, which are integral to supporting Vermont’s outdoor recreation economy.

The existing system has been pivotal in facilitating the sale of fishing and hunting licenses and

collecting harvest reports; however, it does not currently manage permit lotteries. In 2024, it

processed 325,000 licenses, generating $8.07 million in revenue, collected nearly 25,000

harvest reports, and issued over 1,400 gift certificates. Despite its operational success, the

system faces challenges in scalability, user experience, and integration, prompting the State’s

need for a more advanced solution.

1.2. SOLUTION TYPES: Only Software as a Service (Saas) and Commercial Off the Shelf (COTS)

solutions will be considered.

1.3. 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 September 1, 2026.

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. 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 may be 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.

1.8. Bidders are encouraged to also review and respond to the related RFP titled "ANR FPR VT

State Parks Reservation Management System" 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

Revised February 13, 2026

Page 2 of 139

Recreation and the Vermont Department of Fish and Wildlife if operationally and financially

advantageous.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES

The State of Vermont is interested in obtaining bids to meet the following business need(s):

Development of a Point of Sale (POS) solution that utilizes modern features and functions that will

enhance the management and accessibility of hunting and fishing licenses, lottery permits, harvest

reporting, enforcement information, and gift certificate transactions, which are integral to supporting

Vermont’s outdoor recreation economy.

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

2.1.1. Cost Efficiency: Over the lifecycle of the new solution, the total costs of the system will be

reasonable and a good value to the State and its constituents.

2.1.2. Customer Service Improvement: The new solution will provide hunters and anglers easy

electronic access to purchase and store licenses and permits, report big game, and conduct

transactions online or through license agents. A modern mobile experience will further

streamline user interactions, making it more convenient for customers to engage with

Vermont’s outdoor activities.

2.1.3. Compliance: A simplified and improved experience of licensing and permitting will

encourage greater compliance from hunters and anglers.

2.1.4. Risk Reduction: Improved reporting and data management will help State agents more

efficiently and effectively gather and share accurate data and enforce compliance.

2.1.5. Revenue Growth: The new solution will provide 365-day licensing and renewals,

capitalizing on strategies to decrease churn and improve sales. Features should encourage

continuous engagement and retention of customers, creating stable income.

2.2. Functional and Non-Functional Requirements

2.2.1. The State’s Functional and Non-Functional Requirements are provided in the attached

State of Vermont Bidder Response Form (Exhibit C).

2.2.2. The Non-Functional Requirements include requirements for the following:

• Transferability

• Reliability

• Maintainability

• Usability

• Agility

• Performance Efficiency

• Compatibility

• Security

• Data Compliance

2.3. General Administrative Requirements

2.3.1. The State’s General Administrative Requirements are provided in the attached State of

Vermont Bidder Response Form (Exhibit C), and cover the following areas:

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• Project Management & Planning

• Human Resources & Staffing Management

• Contract & Financial Management

• Communications & Documentation Management

• Technical Design & Implementation

• Infrastructure & Hosting Management

• Security & Compliance Management

• Testing & Quality Management

• Training & User Support Management

• Operations & Maintenance Management

• Business Continuity & Disaster Recovery

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.

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:

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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

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.

Revised February 13, 2026

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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 FWD Point of Sale Solution Bidder Response Form	04/24/2026 04:30PM		05/08/2026 04:30PM

ANR FWD Point of Sale Solution

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