Buildings & General Services
109 State Street
Montpelier VT 05609-3001
REQUEST FOR PROPOSAL
Laboratory Equipment Calibration Services
QUESTIONS DUE BY:
RFP RESPONSES DUE BY:
October 2, 2019
October 9, 2019 by 3:00 PM
October 23, 2019 at 2:00 PM
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED
WITH THIS RFP WILL BE POSTED AT:
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.
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Department of Health
(hereinafter the “State”) is seeking to establish contracts with a company that can provide Laboratory
Equipment Calibration Services.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of two years with an option to
renew for up to two additional twelve-month periods. The State anticipates the start date will be
December 1, 2019.
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 vendor 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.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES: Bidders should clearly describe their ability to provide
calibration services for equipment listed in Attachment A – Statement of Work, found on page 9 of this RFP.
Additionally, bidders must meet the following requirements:
2.1. Possess ISO 17025: 2005 or latter accreditation to calibrate equipment listed in Attachment A.
2.2. Meet laboratory requirements necessary to access the BSL-3 areas, which include:
2.2.1.Providing evidence of completing an OSHA respirator medical questionnaire evaluation
2.2.2.Providing evidence of being cleared for use of a respirator
2.2.3.Supplying own respirator, such as a powered air purifying respirator, or a close-fitting respirator such
as an N95 respirator
2.2.4.Providing evidence of being fit tested for a respirator, if approved to wear a tight-fitting respirator, and
the fit testing be conducted within the last 12 months and not have an expiration date on the date of
2.2.5.Supplying more than one disposable respirator of the type approved for.
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.
3.1.1.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. BEST AND FINAL OFFER:
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
184.108.40.206. 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
3.2.2.Evaluation of Responses and Selection of Bidder(s). 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.
3.3. 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.
3.3.1.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.
3.3.2.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.
3.4. 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
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.
3.5. 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 then to bidders who have practices that
promote clean energy and address climate change, as identified in the applicable Certificate of
3.5.1.Evaluation Criteria: Consideration shall be given to the Bidder’s approach and methodology,
qualifications and experience, ability to provide the services describe in Attachment A – Statement of
Work, and cost.
3.6. STATEMENT OF RIGHTS: The State of Vermont reserves the right to obtain clarification or additional
information necessary to properly evaluate a proposal. Vendors may be asked to give a verbal
presentation of their proposal after submission. Failure of vendor to respond to a request for additional
information or clarification could result in rejection of that vendor'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.
3.7. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including
the Standard Contract Form and Attachments C and F as attached to this RFP for reference. The contract
will obligate the bidder to provide the services and/or products identified in its bid, at the prices listed.
4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the
minimum requirements for State evaluation. These requirements are not intended to limit the content of a
Bidder’s proposal. Bidders may include additional information or offer alternative solutions for the State’s
consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to
include only such information in their response as may be relevant to the requirements of this RFP.
4.1. NUMBER OF COPIES:
4.1.1.Submit an unbound original (clearly marked as such) and one digital copy in PDF, CD-ROM or USB
Flash drive copy. Delivery instructions are provided in section 5.5
4.1.2.The bid should include a Cover Letter and Technical Response in which all pricing information is
4.2. COVER LETTER:
4.2.1.Confidentiality. To the extent your bid contains information you consider to be proprietary and
confidential, you must comply with the following requirements concerning the contents of your cover
letter and the submission of a redacted copy of your bid (or affected portions thereof).
4.2.2.The successful response will become part of the contract file and will become a matter of public
record, as will all other responses received. If the response includes material that is considered by the
bidder to be proprietary and confidential under the State’s Public Records Act, 1 V.S.A. § 315 et seq.,
the bidder shall submit a cover letter that clearly identifies each page or section of the response that it
believes is proprietary and confidential. The bidder 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 bidder if the identified material were
to be released. Additionally, the bidder 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.
4.2.3.Exceptions to Contract Terms and Conditions. If the bidder wishes to propose an exception to any
terms and conditions set forth in the Standard Contract Form and its attachments, such exceptions
must be included in the cover letter to the RFP response. 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. Note that
exceptions to contract terms may cause rejection of the proposal.
4.3. BACKGROUND AND EXPERIENCE. Provide details concerning the form of business organization,
company size and resources; describe particular experience relevant to Attachment A – Statement of
If a Bidder intends to use subcontractors, the Bidder must identify in the proposal the names of the
subcontractors, the portions of the work the subcontractors will perform, and address the background and
experience of the subcontractor(s), as above.
4.4. REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with
whom you have transacted similar business in the last 12 months. You must include contact names who
can talk knowledgeably about performance.
4.5. 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.
4.6. ISO 17025 Accreditation: Bidders must provide documentation showing they are ISO 17025 accredited
for equipment calibration services.
4.7. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response
for the proposal to be considered valid.
4.8. Proof of Insurance and W-9. Bidder should include a certificate of insurance demonstrating adequate
insurance coverage as listed in Attachment C of this RFP. An IRS Form W-9 signed within the last 6
months should also be provided.
5. SUBMISSION INSTRUCTIONS:
5.1. CLOSING DATE: Bids must be received by the due date and at the location specified on the front page of
5.2. The bid opening will be held at 109 State Street, Third Floor, Montpelier, VT and is open to the public.
5.3. SECURITY PROCEDURES: Please be advised extra time will be needed when visiting and/or
delivering information to 109 State Street. All individuals visiting 109 State Street must present a
valid government issued photo ID when entering the facility.
5.4. SEALED BID INSTRUCTIONS: All bids must be sealed and must be addressed to the State of Vermont,
Office of Purchasing & Contracting, 109 State Street – Third Floor, Montpelier, VT 05609-3001. BID
ENVELOPES MUST BE CLEARLY MARKED ‘SEALED BID’ AND SHOW THE REQUISITION NUMBER
AND/OR PROPOSAL TITLE, OPENING DATE AND NAME OF BIDDER.
5.4.1.All bidders are hereby notified that sealed bids must be received and time stamped by the Office of
Purchasing & Contracting located at 109 State Street – Third Floor, Montpelier, VT 05609-3001 -
by the time of the bid opening. Bids not in possession of the Office of Purchasing & Contracting at
the time of the bid opening will be returned to the vendor, and will not be considered. Any delay
deemed caused by Security Procedures and courier/mail delivery service will be at the
bidder’s own risk.
5.4.2.Office of Purchasing & Contracting may, for cause, change the date and/or time of bid openings or
issue an addendum. If a change is made, the State will make a reasonable effort to inform all bidders
by posting at: http://www.bgs.state.vt.us/pca/bids/bids.php
5.4.3.All bids will be publicly opened. Typically, the Office of Purchasing & Contracting will open the bid,
read the name and address of the bidder, and read the bid amount. However, the Office of
Purchasing & Contracting reserves the right to limit the information disclosed at the bid opening to the
name and address of the bidder when, in its sole discretion, the Office of Purchasing & Contracting
determines that the nature, type, or size of the bid is such that the Office of Purchasing & Contracting
cannot immediately (at the opening) determine that the bids are in compliance with the RFP. As
such, there will be cases in which the bid amount will not be read at the bid opening. Bid openings
are open to members of the public. Bid results are a public record however, the bid results are
exempt from disclosure to the public until the award has been made and the contract is executed.
5.5. DELIVERY METHODS:
5.5.1.SECURITY PROCEDURES: Note that security procedures concerning delivery of any mail or
parcels to 109 State Street may delay receipt of mail/parcel pieces by one business day.
5.5.2.U.S. MAIL: Bidders are cautioned that it is their responsibility to originate the mailing of bids in
sufficient time to ensure bids are received and time stamped by the Office of Purchasing &
Contracting prior to the time of the bid opening.
5.5.3.EXPRESS DELIVERY: If bids are being sent via an express delivery service, be certain that the RFP
designation is clearly shown on the outside of the delivery envelope or box. Express delivery
packages will not be considered received by the State until the express delivery package has been
received and time stamped by the Office of Purchasing & Contracting. Due to security procedures
express deliveries must be received by 10:30 AM in order to be received by the Office of
Purchasing & Contracting that same day.
5.5.4.HAND DELIVERY: Hand carried bids shall be delivered to a representative of the Office of
Purchasing & Contracting prior to the bid opening.
5.5.5.ELECTRONIC: Electronic bids will be accepted via email submission to
SOV.ThePathForward@vermont.gov. Bids must consist of a single email with a single, digitally
searchable PDF attachment containing all components of the bid. Multiple emails and/or multiple
attachments will not be accepted. There is an attachment size limit of 40 MB. It is the Bidder’s