Maintenance Stormwater Management General Services 2026

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
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 a
term 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
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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
locations.
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.
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
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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
Stormwater Management 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_StormwaterManagementServices2026
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Submit your proposals via the provided FTP site prior to 2:00 P.M. on Wednesday,
May 27, 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.
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.
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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.
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.
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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.
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.
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
Cost proposals are not requested as the contract and associated work orders will be
Cost Plus Fixed Fee. Individual cost proposals will be requested at the work order level.
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EVALUATION OF PROPOSALS
AOT will award a contract in the best interest of the State. The selection will be a
Qualification Based 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 twice (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:
* Demonstrate experience and ability with the various types of engineering
services that are outlined in the SOW that may be requested by AOT.
* Ability to meet projects on time and within budget.
* Demonstrate understanding of the intent and objectives of the SOW and how
the proposer proposes to achieve those objectives.
2. Business and Management Structure
* The proposal 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 proposal clearly demonstrates that the proposer 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.
* Demonstrates commitment of key personnel to tasks/assignments.
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4. Past Performance
This section will be evaluated and rated at twice (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.
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+4+8=24
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
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.
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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.
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.
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