Historic Preservation Services 2026

Communication. AOT will not be bound by any oral communications. All questions
related to this RFP shall be sent in writing by email to the Point of Contact, noted
below. All questions and requests for clarification shall be received no later than 2:00
p.m. on Wednesday, July 15, 2026. All questions received will be documented and
answered after this date. Communication with other AOT personnel regarding this
RFP is prohibited and may result in the rejection of your proposal.
Point of Contact for this RFP: Caryn Pletzer
caryn.pletzer@vermont.gov
AOT Contract Administration Bureau
Services Unit
Proposal Assistance. If a Contractor requires assistance in preparing their proposal,
registering with SAM.gov, or needs guidance on socioeconomic certifications, the
Contractor may contact the Vermont Agency of Commerce & Community Development
(ACCD), Department of Economic Development (DED), APEX Accelerator. The
Vermont APEX Accelerator specializes in helping small businesses navigate the
documentation associated with State and Federal procurement. There is no cost to the
Contractor for assistance provided by APEX Accelerator. Their website is:
https://accd.vermont.gov/economic-development/programs/apex
Proposers' Conference. There will not be a mandatory or optional pre-bid meeting.
Addendums / Modifications. In the event that it becomes necessary to revise, modify,
clarify, or otherwise alter this RFP, 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 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
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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.
Multiple Award Anticipated. AOT intends to select more than one (1) Contractor to
perform these services under a primary contract. Each contract will contain a variety of
specific services the Contractor will be awarded. AOT will enter into contracts, with an
initial term of two (2) years with the option of extending for an additional two-year
period, followed by an additional one-year period, for a total maximum of five (5) years.
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
most qualified. Qualification Based Selection will be determined by experience,
specialists' availability, required specialized equipment, capacity, creative ideas,
technical solution, and past performance. 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.
Work Orders. AOT may use several methods for determining and distributing work
orders to contracted Contractors including but not limited to requesting technical
proposals from more than one Contractor for comparison, requesting a proposal from a
single Contractor, or requesting proposals addressing more than one project. Award of
work orders will be a qualification based selection when the services are design in
nature and federal funding is involved. Award of work orders will be a best value
selection when the services are not design in nature and federal funding is involved.
Best value selection will be used for all services that are 100% state funded, regardless
of service type.
All Work Order Requests that contain federal funding other than Federal Highway
Association (FHWA) such as Federal Railroad Administration (FRA), Federal Aviation
Administration (FAA) or other federal funding may contain special provisions required
for that federal funding and/or the particular project. By returning a work order proposal
for that project, you are indicating that you understand and will abide by any additional
provisions included in the Work Order Request/Authorization.
Primary Contract holders shall not enter into joint ventures with another Primary
Contract holder in response to a second-tier solicitation (Work Order Request); nor shall
it be permissible for a Primary Contract holder to include another Primary Contract
holder as a subcontractor.
Contractors who are awarded work orders will report to the assigned AOT Project
Manager. Work will be performed primarily at project sites and municipalities throughout
Vermont, as described in the work orders, and some meetings may be held at AOT
headquarters in Barre.
For subcontractors not named in the proposal, utilization of subcontractor personnel will
require written approval by AOT prior to the subcontractor performing any work under
the contract. Please see additional information regarding this process under the
subcontractor section within the Proposal Technical Format and Content.
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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 AOT's 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.
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 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.
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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 Historic
Preservation 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_HistoricPreservationServices2025
* CostProposal_ABCConsulting_ HistoricPreservationServices2025
* FinancialInformation_ABCConsulting_ HistoricPreservationServices2025
Note: The Financial Information document will be uploaded directly to AOT
Audit Section as these documents are considered confidential. You will
receive a separate user account through AOT Audit when this document is
required, and a user account is requested.
Submit your proposals via the provided FTP site prior to 2:00 P.M. on Wednesday,
July 29, 2026.
TECHNICAL PROPOSAL - FORMAT AND CONTENT
The proposal shall not exceed twenty (20) 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 twenty (20) page limit.
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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 twenty (20) page limit.
C. Business and Management Structure. Provide a description of the bidding
organization's size, background, and structure, and a list of management personnel
by name and title. 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. This section counts toward the twenty
(20) page limit.
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. This section DOES NOT count toward the twenty
(20) page limit.
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. This section DOES NOT count toward the twenty
(20) 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.
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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'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 twenty (20) 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 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.
G. 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 twenty (20) page
limit.
H. Sample Project. Provide a scope of work, schedule, and cost estimate for the
sample project that is included with this RFP in the Scope of Work, Appendix A. The
scope must include the schedule and show a breakdown by staff-person, task,
outreach, etc. For deliverables, provide information as outlined in the Sample
Project, Appendix B to the Scope of Work. This section DOES NOT count toward
the overall twenty (20) page limit, however the Sample Project does have its
own specific page limit of 20 single-sided pages.
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I. Price/Cost. Complete the attached Cost Proposal Form.
Hourly Classification Rates: Provide fully burdened (all inclusive) hourly rates for
all classifications you anticipate utilizing under the Contract. The classifications must
be consistent with the key personnel and technical portions of your proposal. The
submitted rates will be in effect for original two-year term of the Primary Contract.
The contract may be extended for an additional two-year period, followed by an
additional one-year period, for a total maximum of five (5) years. Cost escalation of
rates is not allowed, as rates can be revised during both optional time extensions
and the revised rates provided will be in effect for the duration of the corresponding
extension period.
52.215-16 Facilities Capital Cost of Money (June 2003)
https://www.acquisition.gov/far/52.215-16
(a) Facilities Capital Cost of Money will be an allowable cost under the
contemplated contract, if the criteria for allowability in FAR 31.205-10(b) are
met. One of the allowability criteria requires the prospective Contractor to
propose facilities capital cost of money in its offer.
(b) If the prospective Contractor does not propose this cost, the resulting contract
will include the clause Waiver of Facilities Capital Cost of Money.
Required Certifications/Documents:
Sections 1-6 DO NOT count toward the twenty (20) page limit.
Section 7 counts toward the twenty (20) page limit.
1. Completed Certification of Contractor/Consultant - fillable PDF provided.
2. Completed Certification Regarding Lobbying - fillable PDF provided. If there
is no lobbying activities, please indicate N/A on the second page and complete
the firm information in section 11.
3. 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.
4. 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.
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5. 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.
6. 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.
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.
Actual price/cost for each project assigned under this primary contract will be
determined at the work authorization/assignment level. Estimates will be provided based
on the payment provisions in Attachment B.
For the purposes of determining the rates to be included in the Contract, bidders must
provide hourly rates per classification, for providing the necessary services as specified
in the attached SOW. If there are multiple individuals in a classification, please calculate
one rate per classification. The rates submitted shall be fully burdened rates (all
inclusive) and not be rounded up. The classifications should be consistent with the
information provided in your technical proposal.
For subcontractors named in the proposal, include classification rates for all
subcontractor personnel for review and reasonableness during selection process. All
subcontractors will be billed at cost under the contract.
The submitted rates in this proposal will be binding on the proposer for work at the work
assignment level. The rates submitted and included in the Primary Contract will be in
effect for original two-year term of the Primary Contract. The contract may be extended
for an additional two-year period, followed by an additional one-year period, for a total
maximum of five (5) years. Cost escalation of rates is not allowed, as rates can be
revised during both optional time extensions and the revised rates provided will be in
effect for the duration of the corresponding extension period.
AOT will use the submitted rates to evaluate cost reasonableness and realism in the
award of the Primary Contract after the qualifications-based selection of the
contractor(s) for Primary Contracts is completed.
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CONTRACTOR FINANCIAL INFORMATION - FORMAT AND CONTENT
Submit one (1) separate PDF document (using the naming convention noted above),
containing:
A. Breakdown of Rates
Provide a breakdown of all rates by classification title including: direct rate, overhead
rate, profit, and total for the key personnel identified in the cost proposal.
To ensure consistency, please utilize the Labor Rate Schedule Detail Worksheet
located here: https://vtrans.vermont.gov/finance-admin/audit
Example of the Labor Rate Schedule:
Name of RFP
Indirect
Cost Rate FCCM
Profit (If
Name of Consultant (FCCM (If
Applicable)
Not Applicable)
Included)
120.000% 8% 0.50%
Burdened
Direct Rate Overtime Rate with
Overhead Rate with Burdened Rate &
Classification Labor Profit with OH (OT) (If Overtime (If FCCM
(OH) OH Rate FCCM (If
Rate & Profit Applicable) Applicable)
Applicable)
Classification Title 1 $120.00 $144.00 $264.00 $21.12 $285.12 - $285.12 $285.12 $0.60 $285.72
Classification Title 2 $80.00 $96.00 $176.00 $14.08 $190.08 - $190.08 $190.08 $0.40 $190.48
Classification Title 3 $70.00 $84.00 $154.00 $12.32 $166.32 - $166.32 $166.32 $0.35 $166.67
Classification Title 4 $60.00 $72.00 $132.00 $10.56 $142.56 - $142.56 $142.56 $0.30 $142.86
Classification Title 5 $50.00 $60.00 $110.00 $8.80 $118.80 $25.00 $143.80 $143.80 $0.20 $144.05
Please be aware of the following requirements for completing an accurate
Breakdown of Rates:
1. Provide the current direct hourly rates for the key individuals who may be utilized
under this agreement grouped by classification titles. The list of individuals
should be consistent with the information provided in your Technical Proposal.
2. If there are multiple individuals in a class of labor, please calculate one rate per
classification. Include an explanation and justification for the calculation method
utilized in calculating that rate.
3. The total (fully burdened) rate provided in this section shall match the total (fully
burdened) rate per class of labor as submitted in the Cost Proposal.
4. AOT considers profit as a negotiable item and caps the profit at 10%. Please
notify all subcontractor(s) of the 10% cap.
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