Vermont Fishing Guide and Regulations, Hunting and Trapping Guides

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	114210 - Hunting and Trapping
Posted Date:	Aug 7, 2026
Due Date:	Aug 25, 2026
Original Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Description

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Vermont Fishing Guide and Regulations, Hunting and Trapping Guides	08/14/2026 04:30PM		08/25/2026 04:30PM

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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

Vermont Fishing Guide and Regulations, Hunting and

Trapping Guides.

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

August 7, 2026

August 14, 2026 – 4:30 PM (EST)

August 25, 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:

Stefanie Malmstein, State Commodity Procurement Administrator

SOV.ThePathForward@vermont.gov

E-MAIL SUBJECT LINE: Vermont Fishing and Regulations, Hunting and Trapping Guides.

1. OVERVIEW:

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

Contracting (hereinafter the “State”) on behalf of Vermont Fish & Wildlife Department (VTF&W) is

seeking to establish contracts with one or more companies that can provide Vermont Fishing Guide and

Regulations, and Hunting and Trapping Guides. Bidders may submit proposals for the Vermont Fishing

Guide and Regulations, the Hunting and Trapping Guide, or both.

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 5 years with

consideration for annual price adjustments after the initial two-year term. The State anticipates the

start date for such contract(s) will be September 30, 2026.

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: This project is being funded in whole or in part using federal monies. If a bidder

requires assistance in preparing their proposal or needs guidance on socioeconomic certifications, the

bidder may contact the VT APEX Accelerator. The APEX Accelerator specializes in helping small

businesses navigate the documentation associated with State and Federal procurement. Their website is:

http://apex.vermont.gov

2. DETAILED REQUIREMENTS: The State of Vermont seeks to establish, on behalf of VTF&W, contracts with

one or more companies capable of providing Vermont Fishing and Regulations, Hunting and Trapping Guides.

2.1. Vermont Fishing Guide and Regulations.

The Contractor shall provide the printing and graphically designed Vermont Fishing Guide and

Regulations, sale of advertising, and associated digital services.

Editorial and Special Sections.

• Contractor shall coordinate all final layout and design services with Vermont Fish & Wildlife

Department (VTF&W). Services shall include the final layout and graphic design of the Guide.

Revised June 10, 2026

Page 2 of 34

• VTF&W shall provide the Contractor with electronic files including, but not limited to these formats:

lnDesign , MS Word, TIFs, JPEGs, PDFs. These will include pages of law, maps, tables, VTF&W

editorial pages and VTF&W "ads."

• Final design, however, shall be done by the Contractor. The Contractor shall provide a suitable

production schedule and review period providing digital and printed copies for review and edit. All

production edits will be completed by the Contractor. The Contractor shall provide proofs of

proposed copy, layout, and use of photos according to the production schedule. All copy, layout

and photos must meet the approval of VTF&W. In addition to proofing during the production

schedule, the Contractor shall provide a final prepress proof in its entirety prior to printing.

• Contractor's cost must include pricing for "Author's Alterations" if AA charges may be invoiced.

• The 2026 edition may be used as a guide (https://www.eregulations.com/assets/docs/guides/2026-

Fishing-Digest-web.pdf . Text of laws, maps, tables and graphs, provided by VTF&W, shall be

used with updated information in place.

• VTF&W reserves the right to require Contractor to produce special insert sections to feature special

promotions or surveys. The Contractor shall produce these in accordance with all specifications

contained herein.

Content

• Copy to be provided by VTF&W as MS-Word or other digitized files.

• Contractor shall be responsible for overall layout and design with review and approval of VTF&W.

• VTF&W will specify and request layout formats for some categories of copy and supply camera-

ready files for some in-house pieces.

• Artwork shall be provided by VTF&W. Photos will be provided by VTF&W and supplied by the

Contractor, but VTF&W reserves the right to approve all photos to be used.

• All editing and production of copy will be done under the direction and approval of

• VTF&W.

Planning and Pre-Press Meetings

• VTF&W shall plan and require one meeting at VTF&W in Montpelier, VT prior to the start of work

on this project unless waived by VTF&W.

• One additional phone or Teams meeting shall be planned and required with staff from VTF&W

before going to press, unless waived by VTF&W.

Proof.

• PDF proofs shall be provided by the Contractor for proofing of layout and text a minimum of three

times during the production process.

• As layout proceeds, the Contractor shall provide one final proof for VTF&W approval, prior to going

to press. Proof shall be emailed to: megan.duni@vermont.gov.

Advertising.

• VTF&W reserves the right to approve the page count of the publication resulting from

advertisement sales by Contractor.

• The Commissioner of the Vermont Fish & Wildlife Department shall have final approval for all ad

content consistent with the Guidance for State of Vermont Sponsorship Agreements and

Guidance for Print Advertising in Vermont Fish & Wildlife Department Publications.

• Contractor shall not hold VTF&W liable for loss of any advertising revenues due to refusals or

alteration of ad content.

• Terms of agreements between advertisers and Contractor shall be available and approved by

VTF&W. Advertisements not acceptable include, but are not limited to, ads offensive because of

layout, design, content, or product; contrary to sound. principles of fisheries and/or wildlife

management; detrimental to VTF&W's purposes, mission, or objectives; or for tobacco products,

alcohol, and political advertisements.

• Advertisements shall not be allowed on the outside of the front cover, or on the first internal page.

Additionally, VTF&W reserves the sole right to limit the amount of advertising in its pages

describing laws. Advertisements, except VTF&W sponsored ads, are not to list any prices for

products or services.

Revised June 10, 2026

Page 3 of 34

• Contractor shall be responsible for solicitation and production of advertising as well as ad revenue

collection. No solicitation of ads shall be conducted from the VTF&W offices. However, VTF&W

agrees to forward leads to Contractor.

• VTF&W reserves the right to offer other state agencies; departments, or state partners the

opportunity to include an advertisement in the Guide at no cost or a reduced cost.

• Advertisers are also our customers in the sense that one of the VTF&W's primary goals is to

promote and provide fishing and hunting opportunities as well as product information needed to

pursue these recreational activities by way of the hunting regulations. Therefore, rates for

advertisements shall not exceed fair market value. VTF&W is not liable for loss of revenue in the

event the Contractor refuses to renew the contract or failure of Contractor to execute or honor

terms of contract.

• Contractor shall provide VTF&W a rate card of costs for ad sizes as well as any other rates for

advertising space available at the beginning of the production cycle.

• Contractor shall return to VTF&W any unused or unsold ad space as editorial space for VTF&W's

use at no cost prior to the receipt of final proof for the publication.

Design/Typesetting/Layout

• Contractor shall be responsible for the final design, typesetting and layout of the Guide and is to

coordinate this closely with designated representatives of VTF&W to obtain VTF&W approval of

said design and layout. VTF&W will work with Contractor in the selection and approval of all

typestyles, including fonts, typesize, type color, vertical and horizontal spacing and leading. The

Guide must conform to the State of Vermont Brand Standards. Refer to State of Vermont graphic

design standards. VTF&W reserves the sole right to limit the amount of advertising on its editorial

pages. In general, advertising space on editorial pages will be limited to ½ of the page.

• Placement of ads on editorial pages must meet the approval of VTF&W. Publication may also have

special section inserts, and no advertising shall appear in the space, with the exception of ads

placed by VTF&W, unless otherwise approved in writing by VTF&W.

Printing.

• Quantity - The Contractor shall provide a maximum of 100,000 printed copies of the Vermont

Fishing Guide and Regulations delivered to a manifest list of about 325 addresses (with quantities

for each) provided by VTF&W and VTF&W's contractual storage and fulfillment center on or before

the second Wednesday in December. VTF&W will not accept underruns, nor pay additional costs

for overruns. VTF&W shall pay for UPS (or other current vendor under contract) shipping at its

current contract rate to the estimated 325 addresses. Contractor shall pay for shipping of the

remainder of the order to VTF&W's storage and fulfillment center.

• Size - Trimmed out to 8.5 x 10.5 inches, unless otherwise approved in writing by VTF&W.

• Page number - Total page count is 64 internal pages plus a 4-page cover. 57 internal pages plus

the front cover will be for VTF&W content, leaving 10 (7 internal and 3 cover) additional pages to

be sold to advertisers. If VTF&W requires more than 57 pages for its content, the cost for four or

eight additional pages will be billed as additional fees at quoted price. VTF&W acknowledges that

paper prices do fluctuate, and this is a two-year contract, so it is impossible to pre-determine

paper prices and a precise future cost.

• Covers - Covers will be printed in 4-color process as a full bleed. VTF&W reserves the outside of

the front cover for its own content unless otherwise approved by VTF&W. VTF&W will provide

content for the front cover. The back cover (inside and out) is available to Contractor for

advertising space.

• Stock - Text Pages - 40# coated or heavier or higher quality paper, or other paper approved in

writing by VTF&W. Cover - 70# coated wrap or other paper approved in writing by VTF&W.

Chlorine-free recycled paper with the ' highest post-consumer content feasible must be used for

text and cover stocks. Any substitutions due to paper availability must be approved in writing by

VTF&W. Any unapproved substitutions or failure to meet stock specifications will result in a

reduction on final invoice equal to liquidated damages as assessed by differences in stock cost

plus 20%.

• Color - Prints 4-color process throughout.

Revised June 10, 2026

Page 4 of 34

• VTF&W Schedule - VTF&W will provide initial draft text and figures to the Contractor in time to

meet the Contractor’s production schedule to meet the delivery deadline of the second week of

December.

• Annually, the Contractor and appropriate VTF&W project manager will agree on a schedule for

providing the initial draft text and figures as well as for proofing and final approval of the

publication to meet the delivery deadline of the second week of December. Additionally, upon

VTF&W's request, Contractor will provide VTF&W an approved publication timeline prior to the

Contractor receiving the initial draft.

• If VTF&W finds it necessary to make last minute changes or delay printing, the Contractor shall be

granted additional time to print and deliver the publication accordingly.

• If law changes result from unforeseen action by the Vermont Fish & Wildlife Department, VTF&W

reserves the right to make last minute changes to the publication or delay its printing.

• Binding - Publication is to be saddle stitched or as otherwise approved in writing by VTF&W.

• Packaging - All packaging costs are the Contractor's responsibility. VTF&W shall provide a

shipping manifest that includes name, address and requested quantities as a comma delimited

text file or Microsoft Excel file for the production of shipping labels by the Contractor. Publications

must be securely boxed and packaged to prevent damage during shipping. Publications damaged

during shipping will be the responsibility of the Contractor and will be replaced by Contractor if so,

requested by VTF&W at no additional cost to VTF&W.

• GUIDES will be boxed in quantities of 75 or less such that the weight of a full carton does not

exceed 30 pounds. Cartons must have title and quantity on one end.

• Shipping - United Parcel Service (UPS) will be used according to State Contract. Contractor shall

use VTF&W's UPS account, which will be billed for the shipping. If a different mail service vendor

is contracted with the State during the timeframe of this contract, the Contractor shall use the new

vendor according to State Contract, using the VTF&W's account.

• Delivery - The Contractor shall deliver the Guide to all the locations specified on the shipping

manifest as specified above. If publications are not received by the second Wednesday in

December, the Contractor shall pay VTF&W $500 for each additional day until delivery is

complete.

• Delivery Locations - The Contractor shall deliver the Guide to approximately 325 license agent

locations, two warehouse facilities in Vermont, and VTF&W offices. A shipping manifest will be

provided by VTF&W as an Excel file, giving shipping addresses and quantities to be delivered. All

undeliverable shipments must be returned to VTF&W. VTF&W requires shipping information such

as tracking numbers from Contractor to verify shipment to locations.

• Return of Materials - All electronic files, final publications, and editorial materials for each

publication remain the property of VTF&W and shall be returned by the Contractor upon

completion of the publication. A final electronic version of the regulations as printed shall be

returned by the Contractor in its entirety to the appropriate VTF&W project manager within 7 days

after press date: Files shall be in Adobe lnDesign, including fonts and links, or as otherwise

approved in writing by VTF&W. Any use of these publications, files, graphics, or editorial material

other than that specified in this contract must be approved by VTF&W in writing.

Associated Digital Derivative Services to Be Provided by Contractor.

• Contractor will create and provide continuously updated HTML based online version of the hunting

and fishing guides, served from the vendor's site.

• The HTML 'micro site' version will be available as links to Fish & Wildlife's site and be compatible

with all modern desktop and mobile computing platforms.

• Continuously updated online PDF printable and downloadable version of the Guide.

• Fully mobile-friendly version to include all relevant content from the printed version of the Guide in

searchable format.

• Google Analytics or equivalent data reports covering all online activity made available for use by

Fish & Wildlife.

Provisions.

• Copyright to any materials, including but not limited to trade names, logos, artwork and

photography shall vest in the state except where previous copyright may exist in purchased

Revised June 10, 2026

Page 5 of 34

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

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Vermont Fishing Guide and Regulations, Hunting and Trapping Guides

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