Aviation Engineering Services 2026 RFQ Addendum #1

RFQ is prohibited and may result in the rejection of your submittal.
Point of Contact for this RFQ: Scott Krumm
scott.krumm@vermont.gov
AOT Contract Administration Bureau
Services Unit
Multi-Entity Organizations. AOT will only accept one qualification submittal for a multi-
entity organization. Entities must have separate administration and financials. Potential
submitters are responding with the qualifications of your organization. All qualified
personnel at organizations on the Qualified Researcher List are qualified to work on
Research projects.
Addendums / Modifications. In the event that it becomes necessary to revise, modify,
clarify, or otherwise alter this RFQ, including AOT's responses to questions and
requests for clarification, such addendum(s)/modification(s) shall be posted to the AOT
Contract Administration website. It is the contractor's responsibility to obtain any
RFQ modifications issued.
RFQ modifications will be posted on the AOT Contract Administration website at:
https://vtrans.vermont.gov/contract-admin/bids-requests/services
Reservation of Rights. All RFQ's become the property of AOT upon submission. The
cost of preparing and submitting an RFQ is the sole expense of the Organization.
Unselected RFQ's shall be securely disposed of at AOT's discretion. AOT reserves the
right to reject any and all RFQ's received as a result of this solicitation, to negotiate with
any qualified source, to waive any formality and any technicalities or to cancel this RFQ
in part or in its entirety if it is in the best interest of AOT. This solicitation of an RFQ in no
way obligates AOT to award a contract.
Exceptions to Terms and Conditions. The Organization must state in the submittal
any exceptions taken to the terms and conditions in this RFQ. For each exception the
Organization shall identify the term or condition, state the reason for the exception, and
provide any other information concerning the exception. Such exceptions, deviations or
conditional assumptions may, however, result in rejection of the RFQ as unresponsive.
Failure to note exceptions when responding to the RFQ will be deemed to be
acceptance of the State contract terms and conditions. If exceptions are not noted in the
response to this RFQ but raised during contract negotiations, the State reserves the
right to cancel the negotiation if deemed to be in the best interests of the State.
Confidentiality. All RFQs received will become part of the file and will become a matter
of public record, and may be disclosed to the public in accordance with the Vermont
Public Records Act, 1 V.S.A. 315 et seq. If the RFQ documents include material that
is considered by the Organization to be proprietary and confidential under 1 V.S.A.
315 et seq., the Organization shall submit a cover letter that clearly identifies each page
or section of the RFQ that it believes is proprietary and confidential. The Organization
shall also provide in their cover letter a written explanation for each marked section
explaining why such material should be considered exempt from public disclosure in the
event of a public records request, pursuant to 1 V.S.A. 317(c), including the
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prospective harm to the competitive position of the Organization if the identified material
were to be released. Additionally, the Organization must include a redacted copy
of its response for portions that are considered proprietary and confidential.
Redactions must be limited so that the reviewer may understand the nature of the
information being withheld. It is typically inappropriate to redact entire pages, or to
redact the titles/captions of tables and figures. Under no circumstances can the entire
response be marked confidential, and the State reserves the right to disqualify
responses so marked.
REQUEST FOR QUALIFICATIONS - INSTRUCTIONS
The quality of submittals and adherence to solicitation response requirements and/or
restrictions are considered reflective of the manner in which the Organization could be
expected to conduct business and will be given due consideration throughout the
evaluation process.
Failure to provide all required information or indications that the Organization did not
conform to all terms as set forth in the RFQ and attachments may make the offer non-
responsive and may result in the elimination of the Organization from further consideration
for being on the QAEL.
Qualifications or unsolicited revisions submitted after the specified due date and time will
not be accepted and will be securely disposed of.
Required Electronic Submittal Information
Qualification submittals will be received electronically via an FTP site. In order to upload
your submittal, you must obtain a user account. This account will be provided when
Contract Administration receives your request via email. Please submit your FTP
account request by emailing the single point of contact listed above as soon as possible
and no later than four (4) business days before the RFQ due date to ensure there is
ample time to set up the user account(s).The subject of the email should state "FTP
Account Request for Aviation Engineering Services 2026". You will then receive
login credentials and guidance (in separate emails) for uploading your submittal.
Please submit separate qualifications for each discipline combined in one PDF
package. Clearly identify each discipline for which you are submitting (listed below).
Each discipline will be evaluated individually and those determined qualified will be
included on the discipline-specific QAEL. Only those on the discipline-specific QAEL will
be considered for submitting a proposal for a project specific contract.
* Aviation Planning
* Engineering & Design
* Construction Support Services
* Independent Fee Estimate
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When submitting your Qualifications please use the following naming convention:
Qualifications_OrganizationName_AviationEngineeringServices2026
Submit your qualifications via the provided FTP site prior to 2:00 P.M. on Monday,
May 4, 2026.
Please provide the following elements in your submittal:
A. Cover Letter. All Organizations or their authorized representative shall prepare and
sign a cover letter. The cover letter should clearly identify the organization's
technical coordinator contact and email and the organization's financial contact and
email. The section shall not exceed a maximum of two (2) pages.
B. Technical Capability/Approach. In this section the proposer must explain the
proposer's understanding of AOT's intent, objectives, and how the proposer
proposes to achieve those objectives. The proposer must discuss the proposer's
experience, capabilities and plan for providing the described services, including any
proposed approach to project management, strategies, tools and safeguards for
ensuring performance of all required services, and any additional factors for AOT's
consideration. The section shall not exceed a maximum of eight (8) pages.
C. Business and Management Structure. Provide a description of the bidding
organization's size, background, and structure, and a list by name and title of
management personnel. Indicate which management personnel will be responsible
for the delivery of services under the contract and a description of how the
organization's resources will be applied. This section should provide clear
information as to the lines of communication and how the Business ensures Quality
Control & Quality Assurance. Include information as to how Local, Regional and
National Offices will coordinate to provide successful services. The section shall
not exceed a maximum of two (2) pages.
D. Organizational Chart. Provide a one-page organizational chart of the Proposer's
team that notes the name and title of key individuals that are proposed to manage or
perform tasks. This chart shall clearly indicate the lines of communication for
problem resolution. The use of an 11x17 page is permitted, however ensure that the
document has been scanned or saved appropriately so all information is included.
You may utilize a separate text box to contain the phone number and email of each
person listed on the chart, but the text box must be located on the same page as the
organizational chart. In the case of international or national firms, please provide an
organizational chart of the local office that will be responsible for the delivery of
services under the contract. The section shall not exceed a maximum of one (1)
page.
E. Key Personnel. Identify the name and title of all personnel who will be assigned to
provide professional services under this contract. Indicate any certifications or
special licensing the individual holds that is pertinent. Include up to two-page
resumes for each individual. There is no page limit, beyond the 2 page per
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resume limitation.
Note: Key personnel is defined as individuals or executives that hold critical roles
within a project. This includes those that have specialized expertise or knowledge,
leadership and accountability, strategic influence, and high impact on delivery of the
project. Examples include Executives, Senior Managers, Project Managers and
Senior/Lead Engineers, or other positions that require special licensing or
certifications.
F. Subcontracts. Identify all subcontracts proposed, and provide the following
information:
1. Company name of each subcontractor, or individual name in the case of
independent Contractors
2. Names of each subcontractor principals and/or corporate officers
3. Resumes of each subcontractor's key personnel who will be assigned to provide
professional services under the contract, including certifications or special
licensing for each; and
4. The types of work to be performed by each subcontractor.
There is no page limit associated with this section.
Note: Fully executed sub-agreements must be in place for each subcontractor prior
to the subcontractor performing any work under contracts resulting from any future
RFPs solicited through the QAEL. Any changes to or the addition of new
subcontractors are subject to the same notification and approval procedures
applicable to key personnel described above. Contractor must request changes or
additions in writing to the Project Manager. The request shall include justification for
the change or addition, all required items such as resumes of the subcontractor, a
description of their services, any certifications or special licensing the individual
holds that is pertinent. All subcontractors that the QC anticipates utilizing under any
contract should be included with the initial submittal. Changes to subcontractors and
the addition of new subcontractors should be the exception and be on a limited
basis.
G. Past Performance. Provide at least six (6) projects that detail past performance.
The projects must be completed in the past five years or currently in process which
are of similar size, scope, complexity, and contract type or otherwise relevant to the
work described in this RFQ.
Proposer shall use the provided Past Performance and Reference Form.
The contact person must be able to speak knowledgably about the proposer's
performance in both technical and business aspects. The contacts provided may be
directly communicated with at AOT discretion.
The qualifications submittal shall not include any quoted or summarized comments
or recommendations from any in-state or out-of-state evaluations, records or reports
of any kind.
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AOT reserves the right to discuss the Proposer's past performance with any AOT
employee who has had experience with the Proposer.
Utilize the forms provided.
EVALUATION OF QUALIFICATIONS
The selection panel is comprised of AOT employees from varying Departments and
Bureaus and in some cases external Stakeholders. The panel members may or may not
be familiar with your company. With that in mind, it is important to provide detailed
information regarding the evaluation criteria listed below.
The CSC will review submittals based upon the following factors and related sub-factors.
1. Technical Capability/Approach
* The submittal clearly indicates how the proposer will deliver timely, high-quality,
compliant and cost-effective services to meet AOT's needs. Specifically, the
submittal demonstrates:
Demonstrate experience and ability with the various types of engineering
o
services that are outlined in the SOW that may be requested by AOT.
Demonstrated innovation on projects and assignments similar to those types
o
listed in the SOW.
Ability to meet projects on time and within budget.
o
Demonstrated experience and ability to execute projects for regional Part
o
139-certified commercial and general aviation airports.
2. Business and Management Structure
* The submittal clearly demonstrates a sound organizational structure and
management approach which indicate positive business ethics, clear lines of
communication between the proposer's team and AOT, active and continuing
participation of senior executives, a focus on quality assurance and partnering.
* The submittal clearly demonstrates that the QC has the resources and
managerial capability to provide the required services in a timely, cost-effective
manner.
3. Key Personnel
* Proposer's proposed key personnel are sufficient in number, experience, and
skill level, to provide high-quality professional services in a timely and cost-
effective manner.
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* Demonstrates commitment of key personnel to tasks/assignments.
4. Past Performance
* The past performance evaluation will examine how the proposer's past and
present performance indicates the likelihood of successful completion of work
under this contract. In conducting the past performance assessment AOT may
use data obtained by references provided and any other source.
Review Method
Reviews will focus on the strengths and weaknesses as demonstrated by the
Organization's response to the RFQ.
The QC upon notification of being placed on the QAEL will apply for registration with the
Vermont Secretary of State's Office (SOS) to do business in the State of Vermont, if not
already so registered and if applicable. The registration form may be obtained from the
Vermont Secretary of State, 128 State Street, Montpelier VT 05609-1101. The
telephone number is 800-439-8683. Registration can be completed online at:
https://bizfilings.vermont.gov/online. The QC will not be eligible for a legally binding
agreement until the Organization is registered with the Secretary of State's office.
To be eligible to receive federal funds, the QC must have a Unique Employer
Identification Number (UEI) with the System for Award Management (SAM) at SAM.gov.
This is the official U.S. Government system for registering to do business with the
federal government. Obtaining a UEI at SAM.gov is 100% free. If the QC needs
assistance in preparing the submittal or registering with SAM.gov, the QC may contact
one of the Procurement Technical Assistance Center Procurement Counselors
at: https://accd.vermont.gov/economic-development/programs/ptac/meet-the-team.
It is a condition of submitting under this RFQ that, by submitting a RFQ, the Organization
accepts and agrees unconditionally that if the Organization in any way contacts, or
attempts to contact, a member of the CSC or Aviation Program employees involved in
the selection process for this RFQ, either during or following the RFQ process, with the
aim of communicating about the selection process or outcome, then that Organization
will be completely barred from being on this solicited QAEL. The only valid point of
contact for questions about the process or outcome is from Contract Administration and
is specifically listed on the first page of the RFQ.
Enclosures:
Attachment A: Scope of Work (SOW) dated April 1, 2026
Attachment B: RFQ and Contract Workflow, Request for Proposal Package,
Consultant Invoice Guidance
Attachment C: Standard State Provisions for Contracts and Grants dated February
13, 2026
Attachment D: N/A - Left Intentionally Blank
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Attachment E: FAA Special Provisions dated March 17, 2026
Attachment F: General Terms and Conditions for Services Contracts
Attachment G: Federal Terms and Conditions for Services (Non-Construction)
Attachment H: N/A - Left Intentionally Blank
Attachment I: AOT Civil Rights DBE Policy Contract Requirements CR110
Attachment J: Title VI Assurances - DOT Standard Title VI Assurances and Non-
Discrimination, Provisions (DOT 1050.2A) - Assurance Appendix A
and Assurance Appendix E
Attachment K: N/A - Left Intentionally Blank
Attachment L: N/A - Left Intentionally Blank
Attachment M: N/A - Left Intentionally Blank
Attachment N: N/A - Left Intentionally Blank
Attachment O: N/A - Left Intentionally Blank
Attachment P: N/A - Left Intentionally Blank
Attachment Q: Past Performance and Reference Forms
Attachment R: Contractor and Subcontractor Information Form
Attachment S: N/A - Left Intentionally Blank
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ATTACHMENT A
SCOPE OF WORK
April 1, 2026
I. GENERAL
The Vermont Agency of Transportation (AOT) is seeking qualified engineering
contractor services in support of Vermont's 10 state-owned airports and the State's
Public Airport System. The selected contractors, hereinafter referred to as the
Contractor, shall be responsible for performing a variety of planning, engineering
and design, construction support, and independent fee estimate services. The
types of services required will be in accordance with the Vermont Agency of
Transportation Project Development Process, the State of Vermont Department of
Buildings & General Services Design Guidelines (for building projects), or as
directed by the AOT Project Manager (PM).
AOT is seeking contractors that deliver projects early or on time, are resourceful
and flexible, and aspire to advance the Agency's Aviation Program. AOT is
searching for contractors that demonstrate leadership in the Aviation Sector,
innovation in project delivery, and be a partner in the Agency's success.
II. AOT PLAN DEVELOPMENT PROCESS
Provided below is a general description of the AOT project development process.
For more information, please refer to the AOT Publications and Maps webpage
(https://vtrans.vermont.gov/docs) for the Project Development Process Manual. For
building projects, please refer to the Department of Buildings & General Services
Design Guidelines (https://bgs.vermont.gov/dnc/design_guidelines).
a. Project Definition - The intent of the project development phase is to define
the need for Airport Improvement, scope the project to document site
constraints, address local concerns and maintenance of traffic, determine the
best alternative, and generate conceptual plans. The initiation of Right-Of-Way
(ROW) and Avigation Easement process is during the project definition phase.
The Contractor shall review scoping and other project documentation, assess
draft conceptual plans and provide questions or comments, work with the PM to
develop a project schedule, assist in estimating Professional Engineering costs,
and attend a pre-development meeting, as well as conduct a site visit. The
Contractor may support other scoping efforts.
b. Project Design - The Contractor shall provide design services. All designs
must be in accordance with the applicable and current Federal Aviation
Administration (FAA) Advisory Circulars, or applicable funding source (ie:
Northern Borders Regional Commission). The typical project design phases
consist of the following sequence: Conceptual Plans, Preliminary Plans, Final
Plans, and Contract Plans at bid stage. Each plan submittal step may require
the submission of a Revised Plan set based on the number and complexity of
comments received during the plan review process. Any requirement of a
Revised Plan submittal is the discretion of the PM. Construction quantities and
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associated cost estimates shall be prepared throughout the design process at
each plan submittal. All project design files submitted to AOT at the PM's
direction through the Agency's SharePoint Site, the AOT FTP site, or other
means directed by the PM. The Contractor shall also be responsible for drafting
project procurement documents (ie: special specifications, FAA General
Contract Provisions, etc.) during the development of Preliminary Plans, Final
Plans and Contract Plans.
c. In accordance with guidance published by the Agency, the Contractor will
provide to the PM a detailed construction cost estimate with the submittal of
conceptual plans, preliminary plans, final plans, and contract plans.
AOT, other State agencies, FAA representatives (when applicable), other
interested parties, and other subject matter experts will review each plan
submittal. Review periods range from two to four weeks as outlined on the
project schedule. All review comments the Agency receives are reviewed,
discussed, addressed, and documented. The Contractor shall document review
comment resolutions on AOT review sets in PDF format to ensure comments
are addressed and closed out. The Agency will use resolution meetings to
resolve any major review comments, if necessary.
All project development and design will be in accordance with the requirements
of the latest approved editions of the items included in the section titled,
"Design Standards, Criteria & Guidelines."
There are several concurrent activities within plan design. Below is a brief
description:
i. Subsurface Investigations and Geotechnical Analysis - A
geotechnical investigation is required for any project that may involve the
design of structural foundations, stability analysis, or slopes or retaining
walls During the Project Definition Phase, a geotechnical investigation
request is submitted by the PM. At times, the Contractor will review or
complete and submit a geotechnical investigation request. The
Contractor will perform these tasks with oversight from the PM. The
Contractor shall also complete and submit a Geotechnical Services
Request Form for foundation recommendations and provide supporting
documentation including design parameters and preliminary loads.
ii. Utility Relocation Routes - The Contractor will perform utility
coordination. The Contractor by providing technical information as
needed will support this effort. The Contractor in the Preliminary plan set
will incorporate proposed utility relocation routes. At times, the
Contractor will provide utility relocation services including identifying
existing utilities, coordinating with utility owners, and design of new
services.
iii. Hydraulics Analysis - The Contractor will provide hydraulics design
services. The Contractor shall coordinate with AOT to assist with the
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