Aviation Fuel Storage and Dispensing System and Installation Services - Middlebury Airport, Middlebury, Vermont Addendum #1

IT IS THE PROPOSER'S RESPONSIBILITY TO OBTAIN ANY RFP MODIFICATIONS ISSUED.
RFP modifications will be posted on the AOT Contract Administration website at:
https://vtrans.vermont.gov/contract-admin/bids-requests/services
Reservation of Rights. All proposals become the property of AOT upon submission. The cost of
preparing, submitting, and presenting a proposal is the sole expense of the Proposer. Unselected
proposals shall be securely disposed of at AOT's discretion. AOT reserves the right to reject any and
all proposals received as a result of this solicitation, to negotiate with any qualified source, to waive
any formality and any technicalities, or to cancel this RFP in part or in its entirety if it is in the best
interest of AOT. This solicitation of proposals in no way obligates AOT to award a contract.
Exceptions to Terms and Conditions. The proposer must state in the proposal any exceptions
taken to the terms and conditions in this RFP. For each exception the proposer 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 proposal as unresponsive. 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 deemed to be in the best interests of the State.
Single Award Anticipated. AOT intends to select one (1) Contractor to perform these services under
a contract. AOT will enter into a contract, with a completion date of June 1, 2027, with the option of
extending one (1) optional extension with the length determined by the State, however it will be no
longer than six (6) months.
Maximum Amount. The maximum amount(s) for the contract(s) will be set at a level to permit a
Contractor to be awarded all work assignments if they are judged to be the best value. Best Value
Selection will be determined by experience, specialists' availability, required specialized equipment,
capacity, creative ideas, technical solution, past performance and cost. Award of a contract does not
guarantee payment of any or all the maximum amount. Payment is based on products or services
actually delivered or performed. The maximum amount for this contract does not guarantee that the
Contractor will receive any work under the Contract.
No work may be performed after the expiration date plus exercised extensions of the applicable
Contract. In exceptional circumstances where it might be mutually desired to have work extend beyond
the term of a Contract, written authorization will be needed, overseen by VTrans' Contract
Administration, and authorized by the Secretary of Transportation, the Agency's Chief Financial Officer,
other State Representatives as required and Federal oversight agencies as required. A formal
amendment will be required for any such extension.
Bonding. The selected contractor will be required to provide a Labor and Materials Bond and
Compliance Bond in accordance with 19 V.S.A. 10(9) and (10), equal to one-hundred percent (100%)
of the total contract amount.
Confidentiality. Bidders are hereby expressly directed not to include any confidential information in
their proposal submissions, except as specifically identified in this RFP. 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. All Proposals received will become part of the contract 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 proposal documents include material that is considered by the proposer
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to be proprietary and confidential under 1 V.S.A. 315 et seq., the proposer shall submit a cover
letter that clearly identifies each page or section of the proposal that it believes is proprietary and
confidential. The proposer 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 prospective harm to
the competitive position of the proposer if the identified material were to be released. Additionally,
the proposer 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.
Please be aware that all contracts solicited and/or contracted through VTBuys will be uploaded to the
VTBuys Public Portal, wherein it can be viewed by any interested party. Hourly rates and other cost
proposal information included in Attachment B Payment Provisions of the awarded contract will be
viewable.
PROPOSAL INSTRUCTIONS
The quality of proposals and adherence to solicitation response requirements and/or restrictions are
considered reflective of the manner in which the proposer 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 proposer did not conform to all terms as
set forth in the RFP and attachments may make the offer non-responsive and may result in the
elimination of the proposer from further consideration for award.
Proposals 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
Proposals will only be received electronically via an FTP site. In order to upload your proposal, you
must obtain a user account. This account will be provided when Contract Administration receives your
request via email. If you already have credentials, you still need to request access to this specific
RFP folder or you will be unable to submit your proposal. Please submit your request for a user
account by emailing the single point of contact listed in this RFP above as soon as possible and no
later than four (4) business days before the RFP 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 Middlebury Fuel
Storage Installation Services 2026".
You will then receive login credentials and guidance (in separate emails) for uploading your proposal.
If you are unable to submit your documents by uploading to the specified FTP site(s), please notify
the sole point of contact for additional guidance.
When submitting your proposal(s), please use the following naming convention:
ProposalType_CompanyName_RFPTitle
Examples:
* TechnicalProposal_ABCConsulting_MiddleburyInstall2026
* CostProposal_ABCConsulting_MiddleburyInstall2026
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Submit your proposals via the provided FTP site prior to 2:00 P.M. on Wednesday, April 29, 2026.
TECHNICAL PROPOSAL - FORMAT AND CONTENT
The proposal shall not exceed nine (9) single sided pages. Sections that count toward the page limit
are noted below. All pages that count toward the page limit shall be numbered consecutively. The
pages shall be formatted as 812" x 11" sheets. Font shall be size 12.
The proposal shall include the following elements, in separately labeled sections, as required.
A. Cover Letter. All proposers or their authorized representative shall prepare and sign a cover
letter. Submission of the letter shall constitute a representation by the proposer that it is willing and
able to perform the services described in the RFP and their proposal response. This section
counts toward the nine (9) page limit.
B. Technical Capability/Approach. In this section, the proposer must explain the their
understanding of AOT's intent, objectives, and how the proposer proposes to achieve those
objectives. The proposer must discuss their 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. This section counts toward the nine (9) page limit.
C. 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. This section
DOES NOT count toward the nine (9) page limit..
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.
The key personnel identified in the proposal are considered by AOT to be essential to the work
being performed under the contract. Prior to diverting any of the specified individuals into other
programs, the Contractor shall notify AOT in advance and shall submit justification (including
proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No
diversion shall be made without AOT's written consent.
D. 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's 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.
This section DOES NOT count toward the nine (9) page limit.
Note: Fully executed sub-agreements must be in place for each subcontractor prior to the
subcontractor performing any work under this contract. Any changes to or the addition of new
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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
Contract 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 proposer
anticipates utilizing under the contract should be included with the initial proposal. Changes to
subcontractors and the addition of new subcontractors should be the exception and be on a
limited basis.
E. Past Performance. Provide at least three (3) 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 RFP.
The 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 technical proposal 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.
AOT reserves the right to discuss the proposer's past performance with any AOT employee who
has had experience with the proposer. This section counts toward the nine (9) page limit.
F. Sample Project/Drawings and Plans
Provide a set of drawings and plans established for the Fuel System and Dispensing System
proposed for installation. Include any pertinent specifications that will support the proposed system.
This section should be specific to the information provided in Section B. Technical
Capability/Approach. This section will be considered part of the Technical Capability/Approach
Section when scoring the proposal.
* Provide drawings and plans illustrating the proposer's approach to siting equipment on the site.
* Provide technical specifications (cut sheets) describing capabilities of equipment and materials
proposed for installation.
* Provide a proposed schedule through completion of the work.
This section DOES NOT count toward the nine (9) page limit.
G. Price/Cost. Complete the attached Cost Proposal Form.
The proposal for the System and Installation Scope of Work shall be a firm fixed price.
Any additional services that may be required during the contract term will be billed at the
hourly rates submitted on the Cost Proposal. The classifications must be consistent with the
key personnel and technical portions of your proposal.
The submitted rates will be in effect for the entire term of the Contract, including any optional
extensions.
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Required Certifications/Documents:
Sections 1-6 DO NOT count toward the nine (9) page limit.
Section 7 counts toward the nine (9) page limit.
1. Debarment and Non-Collusion Affidavit - Form CA-91: All proposers will be required to
execute a sworn statement, certifying that the proposer has not, either directly or indirectly,
entered into any agreement, participated in any collusion, or otherwise taken any action in
restraint of free competitive bidding in connection with such contract.
2. Contractor's EEO Certification - Form CA-109: The certification is required by the Equal
Employment Opportunity regulations of the Secretary of Labor (41 CFR 60-1.7(b) (1)), and must
be submitted by Contractors and proposed subcontractors only in connection with contracts
and subcontracts which are subject to the equal opportunity clause.
3. Worker Classification Compliance Requirements (Self Reporting and Subcontractor
Reporting): The form must be completed in its entirety and submitted as part of the response
for the proposal to be considered valid.
4. Executive Order 02-22 Vendor Certification: The form must be completed in its entirety and
submitted as part of the response for the proposal to be considered valid.
5. Contractor and Subcontractor Information Form: The form must be completed in its
entirety and submitted as part of the response for the proposal to be considered valid.
6. Executive Order 05-16: Climate Change Considerations in State Procurement
Certification - The form must be completed in its entirety and submitted as part of the
response for the proposal to be considered valid.
7. Past Performance and Reference Forms - fillable PDF provided.
COST PROPOSAL - FORMAT AND CONTENT
Submit one (1) separate PDF document (using the naming convention noted above), containing:
The Cost Proposal Form is attached to this RFP as Attachment S.
Price/Cost
Any resulting contract will be based on the approved Cost Proposal.
For subcontractors named in the proposal, include classification rates for all subcontractor personnel.
Subcontractors, materials, and other direct expenses are allowed a markup not to exceed 10%.
AOT will use the submitted rates to evaluate cost reasonableness and realism in the award of the
Contract.
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EVALUATION OF PROPOSALS
AOT will award a contract in the best interest of the State. The selection will be a Best Value
Selection.
The selection panel is comprised of AOT employees from varying Departments and Bureaus and in
some cases external interested parties. 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 selection panel will evaluate proposals based upon the following factors and related sub-factors,
which are of equal weight, unless noted otherwise:
1. Technical Capability/Approach
This section will be evaluated and rated at double (2x) the weight of the other sections.
The proposal clearly indicates how the proposer will deliver timely, high-quality, compliant, and
cost-effective services to meet AOT's needs. Specifically, the proposal demonstrates:
* Experience with design and installation of fuel storage and dispensing systems.
* Experience with the codes, regulations, and industry standards relevant to fuel storage
and dispensing systems at a non-primary airport.
* Knowledge of the applicable fire safety codes of the State of Vermont.
* Ability to be resourceful, flexible, and adaptable to new initiatives aimed at reducing the
time it takes to deliver a project.
2. 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.
* Demonstrates commitment of key personnel to tasks/assignments.
* Key personnel include a certified tank installer to supervise installation.
3. Past Performance
This section will be evaluated and rated at double (2x) the weight of the other sections.
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.
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4. Sample Project/\Drawings and Plans
This section will be evaluated and rated at thrice (3x) the weight of the other sections.
* Provide drawings and plans illustrating the proposer's approach to siting equipment on
the site.
* Provide technical specifications (cut sheets) describing capabilities of equipment and
materials proposed for installation.
* Provide a proposed schedule through completion of the work.
5. Price/Cost
This section will be evaluated and rated at double (2x) the weight of the other sections.
Prices/costs provided will be evaluated and rated for reasonableness, realism and
competitiveness. Prices/costs will become increasingly more important and carry additional weight
as the non-price evaluation factors approach equality.
6. Executive Order 05-16: Climate Change Considerations in State Procurements
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. Bidders must complete the Climate
Change Considerations in State Procurements Certification, which is included in the Certificate of
Compliance for this RFP.
7. Vermont Preference
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.
Evaluation Method
Ratings will focus on the strengths and weaknesses as demonstrated in the proposal. Assigned
ratings represent the consensus developed by the selection committee. Each criterion described
above will be scored according to the following chart.
The maximum possible evaluation score is 8+4+8+12+8 = 40
Explanation of Scoring Table:
Single Double Triple
Max Max Max Overall Rating Description
Weight Weight Weight
Indicates a proposal containing significant
4 8 12 Exceptional
strengths with few to no weaknesses
Indicates a proposal containing a number
3 6 9 Very Good
of strengths but also some weaknesses
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Indicates a proposal containing some
2 4 6 Acceptable strengths but also some significant
weaknesses
Indicates a proposal that contains
1 2 3 Unacceptable significant weaknesses that outweigh any
strengths
Contract Award
Business Registration. The Contractor awarded a contract shall, upon notification of award, apply
for registration with the Vermont Secretary of State's Office in order to do business in the State of
Vermont, if not already so registered. AOT will not process the contract until the Contractor is
registered with the Secretary of State's office and is in good standing. 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/homepage
VTBuys - State of Vermont eProcurement System. AOT is transitioning to a new procurement
system, VTBuys, accessible at https://vtbuys.suppliers.vermont.gov. This system will be used for
contract management, invoicing, and payments going forward. All awarded contractors will be
required to conduct business with the Agency through VTBuys. Registering now will help prevent
delays or complications with future contracts, amendments, or payments.
If your business is not yet registered in VTBuys, please complete your registration as soon as
possible to ensure you are prepared for future contract activities and payment processing through the
new system. Even if you are a current or former Contractor with the State of Vermont, you will still
need to register as a Supplier in the VTBuys system.
Please create an account in VTBuys and register as a Supplier. For step-by-step instructions for both
creating an account and registering, please view the tutorial videos located here:
https://vtbuysprocurement.vermont.gov/supplier-trainings.
For additional guidance, you can also register to attend a live webinar or in-person training session at
Vermont APEX Accelerator:
https://accd.vermont.gov/economic-development/programs/apex
Additional VTBuys Resources:
* AOT VTBuys Suppliers & Bidders Hompage:
https://vtbuysprocurement.vermont.gov/suppliers-bidders
* Supplier User Guide:
https://vtbuysprocurement.vermont.gov/document/guide-suppliers-vtbuys
* Suppliers' Frequently Asked Questions (FAQs):
https://vtbuysprocurement.vermont.gov/frequently-asked-questionsquestions
Insurance. The Contractor shall submit to AOT a certificate of insurance showing that minimum
coverages are in effect. The certificate must be submitted to the office of Contract Administration prior
to execution of the agreement. No work may be performed for any AOT contract and/or Notice to
Proceed, including mobilization, without compliant insurance being on file at AOT Contract
Administration. It is the responsibility of the Contractor to maintain current certificates of insurance
on file with the State through the term of the contract.
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Workers' Compensation. With respect to all operations performed, the Contractor shall carry
worker's compensation insurance in accordance with the laws of the State of Vermont.
NOTE: In the case of out-of-state Proposers, the proposer's workers' compensation insurance
carrier must be licensed to write workers' compensation for all work that will be conducted
within Vermont and so noted on the Certificate of Insurance.
The Contractor will receive a contract via email. The Contractor must sign the contract documents
and return them to the Contract Administration Services Unit within thirty (30) calendar days from
the date of receipt. No contract shall be considered effective until it has been fully signed by all
parties. Failure to provide the signature page or any other applicable forms within this timeline
will result in delays with the contract processing and may result in the loss of the award.
It is a condition of proposing under this RFP that, by submitting a proposal, the proposer accepts and
agrees unconditionally that if the proposer in any way contacts, or attempts to contact, a member of
the selection panel involved in the selection process for this RFP, either during or following the RFP
process, with the aim of communicating about the selection process or outcome, then that proposer
will be completely barred from receiving or performing such work of the type covered under the RFP
for a period of 365 days from the date of that proposer's attempted contact with the selection panel
member. 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 RFP.
Debrief. After notification of award, proposers may request a debriefing. The debriefing will review
the requesting proposers scores as well as strengths and weaknesses identified by the selection
committee during their review. The debriefing process is a courtesy to the proposer and is not
intended to provide information akin to that provided in discovery procedures applicable in civil
litigation or to replace processes for requesting documents under the Vermont Public Records Act.
Debriefing requests must be submitted in writing via email to the sole point of contact within fourteen
(14) calendar days of notification of award results. Please include the names and e-mail addresses of
all employees of the proposer who wish to attend the debriefing.
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