RFP - ARFF TRUCK PARTS, REPAIRS, AND SERVICES

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	423120 - Motor Vehicle Supplies and New Parts Merchant Wholesalers 811111 - General Automotive Repair 811198 - All Other Automotive Repair and Maintenance 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Posted Date:	Dec 18, 2025
Due Date:	Jan 19, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

Aircraft Rescue Fire Fighting (ARFF) truck parts, repairs,

and services

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

December 18, 2025

December 23, 2025 – 4:30 PM (EST)

January 19, 2026 – 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS SOLICITATION WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

AND

https://vtbuys.suppliers.vermont.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2f

homepage

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 SOLICITATION.

STATE CONTACT:

E-MAIL:

Edo Francisco, State Purchasing Agent II

SOV.ThePathForward@vermont.gov

E-MAIL SUBJECT LINE:

ARFF truck parts, repairs, and services

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &

Contracting, on behalf of the Agency of Transportation (VTrans), (hereinafter the “State”) is seeking to

establish contracts with one or more companies that can provide ARFF truck parts, repairs, and services.

1.1.1.ADDITIONAL PURCHASERS: In the Certificate of Compliance attached to this solicitation bidders

are required to indicate whether political subdivisions and independent colleges of the State may

participate in the awarded contract at the same prices, terms and conditions.

1.2. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of two (2) YEARS

with an option to renew for up to three (3) additional (12) twelve-month periods. The State anticipates the

start date for such contract(s) will be February 2, 2025.

1.3. SINGLE POINT OF CONTACT: All communications concerning this solicitation are to be addressed in

writing to the State Contact listed on the front page of this solicitation. Actual or attempted contact with

any other individual from the State concerning this solicitation is strictly prohibited and may result in

disqualification.

1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held.

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this solicitation

or wishing to comment on any requirement of the solicitation must submit specific questions in writing no

later than the deadline for question indicated on the first page of this solicitation. Questions may be e-

mailed to the point of contact on the front page of this solicitation. 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://bgs.vermont.gov/purchasing/bids. 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. All

information provided by vendors during this process will be public and bidders shall not provide

confidential information, except as described in 5.1 below.

1.6. CHANGES TO THIS SOLICITATION: Any modifications to this solicitation will be made in writing by the

State through the issuance of an Addendum to this solicitation and posted online at

http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be

considered.

1.7. CONTRACT QUANTITY: Any quantities stated in the detailed requirements of this solicitation are

estimates only based on prior usage, and are annual quantities, unless otherwise stated. Actual

purchases may be higher or lower depending on the State’s needs.

1.8. SOURCE OF FUNDS: Federal funds will not be used.

2. DETAILED REQUIREMENTS: The Vermont Agency of Transportation (VTrans) is requesting the services of a

qualified Contractor to provide parts, maintenance services and repair for the Rutland Airport 2010 Oshkosh

Stinger Q4 Rapid Intervention Truck, E-1 Foam Pro Test Cart, and any future ARFF equipment.

2.1. Equipment:

• 2010 kosh Stinger Q4 Rapid Intervention ARFF F550 Truck

(https://www.oshkoshairport.com/oshkosh/news/stinger-four-airports)

• E-1 Foam Pro Test Cart

• The units are operated at Rutland Southern Vermont Regional Airport, located at 1002 Airport Road,

North Clarendon VT 05759.

• The ARFF truck is designed to be used for aircraft rescue and firefighting services in accordance with

FAA required response, maintenance, and functionality.

Revised August 21, 2025

Page 2 of 24

2.2. SERVICE STANDARDS:

• The Contractor shall provide onsite or offsite repairs as needed to allow for ARFF equipment to be

operational.

• In addition to ARFF component maintenance, the Contractor shall provide truck maintenance which

includes oil change and filter, cabin air filter, engine air filter, diagnostics and repairs, and/or any

other necessary work to be performed for the maintenance and operational needs of the truck.

• The Contractor shall provide VTrans with a report of findings and suggested repairs.

• Prior to any work being completed, the Aviation Program service requester shall authorize any

quotes and invoices.

• The Contractor shall make available non-warranty repair and replacement parts. This shall apply to

all parts sold by the vendor, whether they be for the vehicles awarded under this contract or not.

• Rutland Airport is classified as ARFF index A and cannot have ARFF services unavailable for more

than 48 hours consecutive hours. Any maintenance or repairs performed on the ARFF truck must

ensure the vehicle is returned to service within 48 hours timeframe.

• The Contractor may be required to travel on-site for diagnostic, repair, and training.

INSPECTION:

• The FAA requires annual compliance testing for the foam and dry chem system. The Contractor

should be prepared to help complete the annual dry chem system dispersal and foam test in case

the usual provider for the airport cannot.

• The foam test is completed using the E-1 test cart as it tests the special aviation firefighting foam

without releasing the foam into the environment. The truck’s foam injection system may need to be

recalibrated, and the Contractor shall be able to provide this service.

• The vendor shall be prepared to travel for viewing and testing the machine or similar unit at

Rutland-Southern Vermont Regional Airport.

TRAINING AND STAFFING:

The Contractor shall have qualified mechanics who are trained to work on the listed equipment.

Training sessions shall be conducted for operators and field maintenance personnel on the equipment

listed. The successful vendor is responsible for organizing the training, providing knowledgeable

instructors and any training materials/aids. Topics to be covered shall be, but not limited to:

• Safety features and safe operating procedures.

• Lubrication points and preventive maintenance (PM) service items.

• Maintenance schedules, as modified by VTrans.

• Operation and proper shifting of automatic transmissions.

• Operation of all vehicle controls and systems.

• Maintenance considerations and potential issues that field equipment technicians should recognize

and report.

Warranty

• All manufacturers’ standard warranties, except the 300-gallon water tank on the 2010 Oshkosh

Stinger ARFF truck, have expired on the current complete unit and machines.

• The Contractor shall provide quotes for any extended warranties that cover other truck

components/systems.

Revised August 21, 2025

Page 3 of 24

• The Contractor shall provide quote for part(s) warranty from OEM supplier(s) upon purchase of part

or component.

• The Contractor shall provide written definition of diagnostic, service, or repair warranty if available.

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. If applicable, all equipment

pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be

honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless

otherwise requested by the State. No charge for packing, shipping, or for any other purpose will be

allowed over and above the price quoted. Prices quoted for printing are to include printing, binding,

wrapping, and packaging.

3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of

materials and/or services required.

3.1.2.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. STATEMENT OF RIGHTS: 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 solicitation. The State of Vermont reserves the right to obtain

clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to

respond to a request for additional information or clarification could result in rejection of that bidder'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.

3.2.1.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

BAFO. 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 evaluation

process.

3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it

will help the State’s evaluation process. The State will factor information presented during

presentations into the evaluation. Bidders will be responsible for all costs associated with providing

the presentation.

3.3. CONFLICTS OF INTEREST:

3.3.1.Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a business entity has

interests (for example, customers, partners, contracts) that could undermine, or reasonably be

perceived to undermine, its faithful and unbiased performance of a contract with the State that may

result from this solicitation.

3.3.2.Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an individual, agent or

employee of a bidder could undermine, or reasonably be perceived to undermine, its faithful and

unbiased performance of a contract with the State that may result from this solicitation.

3.3.3.Requirements: The State does not seek to contract with any individual or business entity having a

conflict of interest which cannot be mitigated to the State’s satisfaction. To ensure the State’s

awareness of actual, potential, or reasonably perceived PCOIs and OCOIs, bidders shall:

Revised August 21, 2025

Page 4 of 24

a) Prior to submitting a proposal, conduct an internal review of its current affiliations and activities and

identify actual, potential, or reasonably perceived PCOIs or OCOIs relative to a contract with the

State that may result from this solicitation.

b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any facts that

may cause a reasonably prudent person to perceive a PCOI or OCOI with respect to a contract

with the State that may result from this solicitation. Disclose, also, any actions proposed to mitigate

the PCOI or OCOI.

The State shall have sole discretion to determine whether a PCOI or OCOI can be mitigated to the State’s

satisfaction and may discuss the conflict with the bidder if and to the extent the State deems discussion

necessary to its determination. The State reserves the right to (a) reject from further consideration any

proposal having a PCOI or OCIO that cannot be mitigated to the State’s full satisfaction and (b) terminate

a contract upon discovery that a contractor failed to disclose facts pertaining to a PCOI or OCOI in its

proposal, or otherwise misrepresented relevant information to the State.

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

this solicitation.

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 under the provisions of 29 V.S.A. § 903. 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 to the following as identified in the applicable Certificate of Compliance.

3.5.1.resident bidders of the state and/or to products raised or manufactured in the state;

3.5.2.purchase of goods, products, or materials produced in the United States (including but not limited to

iron, aluminum, steel, cement, and other manufactured products) when the award involves the use of

applicable federal funds under 2 C.F.R. § 200.322)

3.5.3.bidders who have practices that promote clean energy and address climate change.

3.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or

more bidders with which to negotiate a contract, based on the evaluation findings and other criteria

deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State

is not successful in negotiating a contract with a selected bidder, the State reserves the option of

negotiating with another bidder, or to end the proposal process entirely.

3.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the

preparation of a response to this solicitation and shall be responsible for all expenses associated with any

presentations or demonstrations associated with this request and/or any proposals made.

3.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including

the Standard Contract Form and Attachment C as attached to this solicitation for reference. If IT

Attachment D is included in this solicitation, terms may be modified based upon the solution proposed by

the Bidder, subject to approval by the Agency of Digital Services.

3.8.1.Business Registration. To be awarded a contract by the State of Vermont a bidder (except an

individual doing business in his/her own name) must be registered with the Vermont Secretary of

State’s office https://sos.vermont.gov/corporations/registration/ and must obtain a Contractor’s

Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ .

Revised August 21, 2025

Page 5 of 24

This page summarizes the opportunity, including an overview and a preview of the attached documents.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
RFP - ARFF TRUCK PARTS, REPAIRS, AND SERVICES	12/23/2025 04:30PM		01/19/2026 04:30PM

RFP - ARFF TRUCK PARTS, REPAIRS, AND SERVICES

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