RFP - Retainer Contract Opportunity for Information Technology (IT) Services

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541513 - Computer Facilities Management Services 541519 - Other Computer Related Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	Apr 3, 2024
Due Date:	May 1, 2024
Bid 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 |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

Retainer Contract Opportunity for Information Technology (IT) Services

ISSUE DATE:

March 26, 2024

QUESTIONS DUE BY:

April 1, 2024 at 4:30 PM (EST)

RFP RESPONSES DUE BY: RFP RESPONSES WILL BE ACCEPTED ANYTIME AFTER RESPONSES TO

QUESTIONS ARE POSTED THROUGH MAY 1, 2024 at 4:30 PM

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND AMENDMENTS

ASSOCIATED WITH THIS RFP WILL BE POSTED AT:

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

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 AMENDMENTS

ASSOCIATED WITH THIS RFP.

PURCHASING AGENT: Kevin Cooke

E-MAIL:

SOV.ThePathForward@vermont.gov

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the State of Vermont, through

its Office of Purchasing & Contracting (hereinafter the “State”) seeks to pre-qualify information technology

(IT) vendors to provide IT professional services in one or more categories of services described in

Section 2 of this RFP. Bidders deemed qualified by the State in any one or more service categories under

this RFP shall execute the State’s Retainer Contract for IT Professional Services, which is attached to

this RFP. The State maintains multiple retainer contracts with vendors in each of the several categories of

IT services. The retainer contract establishes (1) the process for a State Agency/Department to engage

IT vendors for services in any of their awarded categories (2) the terms and conditions applicable to the

vendor’s provision of services when engaged by a State Agency/Department, and (3) the roles and

maximum allowable rates applicable to each category of service. As structured, the retainer contract

enables State Agencies/Departments to efficiently obtain competitive pricing proposals to meet a

business need from multiple vendors that have been pre-qualified in the applicable category of service. At

least every two years the State issues this RFP to qualify and/or re-qualify IT vendors in the IT service

categories.

1.1.1. Vendors without an existing IT retainer contract with the State of Vermont who would like to be

considered for pre-qualification of IT services are invited to submit a response to this RFP.

1.1.2. Vendors with an existing IT retainer contract need not submit a response to this RFP. Any

substantive changes to the categories and/or dollar threshold applicable to SOW Agreements are as

set forth in Attachment A1: IT Service Categories, Roles and Rates, which is attached separately to

this RFP and will become part of the resulting Retainer Contract for IT Professional Services awarded

from this RFP. However, an existing retainer vendor may submit a response to this RFP if it desires

to be pre-qualified for additional IT services categories not previously awarded, or to propose lower

labor costs for an existing, awarded service category.

1.1.3. Vendors whose existing IT retainer contract has no additional term extensions available are also

invited to submit a response to this RFP.

1.1.4. The State reserves the right limit the number of pre-qualified vendors for each category of services.

1.1.5. The State will not be purchasing hardware or software via this RFP; this RFP is for IT services only.

1.1.6. Proposals must conform to the detailed and general RFP requirements set forth herein.

1.2. CONTRACT TERM: Contracts arising from this RFP will be for a term ending January 31, 2027.

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. BIDDERS’ CONFERENCE CALL: A bidders’ conference call will NOT be held.

1.5. QUESTION AND ANSWER PERIOD: Any bidder 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. All

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

confidential information, except as described in 4.1 below.

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the

issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .

Modifications from any other source are not to be considered.

2. DETAILED REQUIREMENTS:

2.1. Specific Bid Requirements: The State’s service specifications for contracted IT Services are set forth at

Attachment A1: IT Service Categories, Roles and Rates, which is attached separately to this RFP and will

become part of the resulting Retainer Contract for IT Professional Services awarded from this RFP. In

responding to this RFP, a Bidder’s Technical Response shall address its capabilities relative to these

specifications for any and each category of service for which the Bidder would like to be considered for

pre-qualification by the State. Additionally, a Bidder must indicate the service categories it intends to bid on

by completing Attachment A1: IT Service Categories, Roles and Rates attached separately to this RFP.

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.

3.1.1.Prices and/or rates shall remain firm for the 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.

3.2. 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 RFP. 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. 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. 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. 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

this RFP.

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/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.

3.6. Evaluation Criteria: Consideration shall be given to the Bidder’s pricing and to its qualifications and

experience, as demonstrated by, among other things, technical strengths and success in completing

projects involving relevant services. Bidder acceptance of contract terms and conditions included with this

RFP will be evaluated on a pass/fail basis.

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

of a response to this RFP 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 in the form

of the Retainer Contract for IT Professional Services and its associated Attachments, which is attached to

this RFP. Bidder and its legal counsel are expected to carefully review and be prepared to be

bound by the terms of the Retainer Contract for IT Professional Services and its associated

Attachments, including without limitation, Attachment C: Standard State Provisions for Contracts

and Grants.

3.8.1.Business Registration. Although not required at time of bid submission, 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/ .

3.8.2.The contract will obligate the bidder to provide the services and/or products identified in its bid, at the

prices listed as determined during the SOW process.

3.8.3.Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however,

such discounts must be in effect for a period of 30 days or more in order to be considered in making

awards.

3.8.4.Retainage. In the discretion of the State, a Statement of Work (SOW) Agreement resulting from

Contract awarded as a result of this RFP, may provide that the State withhold a percentage of the

total amount payable for some or all deliverables, such retainage to be payable upon satisfactory

completion and State acceptance in accordance with the terms and conditions of the contract.

3.9. PERFORMANCE MEASURES: In accordance with current State of Vermont policy and procedures, a

Statement of Work (SOW) Agreement resulting from Contract awarded as a result of this RFP may

include performance measures. The specific performance measures will be determined during the SOW

process.

4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the

minimum requirements for State evaluation. 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 solicitation.

4.1. Unsolicited Bidder-Confidential Information Prohibited. Bidders are hereby expressly directed not to

include any confidential information in their proposal submissions, except as specifically permitted below,

and so marked. By submitting a proposal in response to this RFP, vendors 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 vendor-

confidential information from entering the public record.

4.1.1.Disclosure under Public Records Act. All information received by the State in response to this

RFP will become part of the contract file and subject to Vermont public records law. Responses by

any proposer may become available to the public once a contract has been executed or otherwise

following conclusion of this procurement process, in accordance with the State’s Public Records Act,

1 V.S.A. § 315 et seq., or the State may choose to publicly post them.

4.1.2.Unsolicited Confidential Materials. This RFP does not solicit bidder confidential information and

bidders are expressly prohibited from providing confidential information in response to this RFP. All

materials furnished by bidders in response to this RFP, including those marked as confidential by

bidders, are subject to disclosure if requested under the Public Records Act, or public posting.

4.1.3.State Not Responsible for Disclosure of Unmarked Vendor-Confidential Information. It is the

sole responsibility of the bidder to ensure that, other than where specifically directed or permitted by

this RFP and accordingly marked as described below, no information that should not be publicly

disclosed is included in their proposal materials, including any 1) trade secrets or intellectual property,

2) proprietary financial or business information, 3) personal information, or 4) any other information

that should not be disclosed to the public. For example, bidders should avoid including specific

details of their proprietary technologies or methodologies that they consider confidential, and any

references to previous client engagements should be presented in a manner that does not disclose

the client's confidential information.

4.2. The bid should include a Cover Letter and Technical Response and Price Schedule.

4.3. COVER LETTER:

4.3.1.Exceptions to Contract Terms and Conditions. The State will not consider exceptions to contract

terms and conditions included with this RFP.

4.4. TECHNICAL RESPONSE: In response to this RFP, a Bidder shall:

4.4.1.Provide details concerning your form of business organization, company size and resources.

4.4.2.Describe your capabilities and particular experience relevant to the RFP requirements.

4.4.2.1. Identify all current or past State projects.

4.4.3.Identify the names of all subcontractors you intend to use, the portions of the work the subcontractors

will perform, and address the background and experience of the subcontractor(s).

4.5. PRICE SCHEDULE: Bidders shall submit their pricing information in Attachment A1: IT Service

Categories, Roles and Rates attached to the RFP.

4.6. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response for

the proposal to be considered valid.

5. SUBMISSION INSTRUCTIONS:

5.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of this

RFP. Late bids will not be considered.

5.1.1.The State may, for cause, issue an addendum to change the date and/or time when bids are due. If a

change is made, the State will inform all bidders by posting at the webpage indicated on the front

page of this RFP.

5.1.2.There will not be a public bid opening. However, the State will record the name, city and state for any

and all bids received by the due date. This information will be posted as promptly as possible

following the due date online at: https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0 .

Bidders are hereby notified to review the information posted after the bid opening deadline to confirm

receipt of bid by the State. Any bidder that submitted a bid, and is not listed on the bid tabulation

sheet, shall promptly notify the State Contact listed on the front page of this RFP.

5.2. ELECTRONIC BIDS ONLY: All bids under this RFP must be submitted electronically in accordance with

the submission requirements herein. Electronic bids will be accepted via email submission to

SOV.ThePathForward@vermont.gov. The email submission must reference the procurement name “2024

Retainer Contract Opportunity for Information Technology (IT) Services”.

5.2.1.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.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
RFP - Retainer Contract Opportunity for Information Technology (IT) Services Addendum 1 - 04.03.2024 Attachment A1 - 04.03.2024 Q&A for RFP - Retainer Contract Opportunity for Information Technology Services	04/01/2024 04:30PM		05/01/2024 04:30PM

RFP - Retainer Contract Opportunity for Information Technology (IT) Services

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