Vermont State House Cafeteria

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
Posted Date:	Aug 12, 2026
Due Date:	Aug 28, 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 State House Cafeteria	08/19/2026 04:30PM		08/28/2026 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 State House Cafeteria

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

August 12, 2026

August 19, 2026 – 4:30 PM (EST)

August 28, 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:

FAX:

Stefanie Malmstein, State Commodity Procurement Administrator

SOV.ThePathForward@vermont.gov

(802) 371-8987

SUBJECT LINE:

Vermont State House Cafeteria

1. OVERVIEW:

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

Contracting on behalf of the Sergeant at Arms (hereinafter the “State”) is seeking to establish contracts

with one or more companies that can provide food services at the Vermont State House Cafeteria.

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

month periods with an option to renew for up to three additional twelve-month periods. The State

anticipates the start date for such contract(s) will be November 1, 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. 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.

1.5. 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.

2. DETAILED REQUIREMENTS: The resulting contract is intended to provide food services at the Vermont State

House Cafeteria in Montpelier, Vermont. The contractor will provide all labor, food, supplies and other materials

required to carry out the terms of this Request for Proposal (RFP). The purpose of the contract will be to

provide meals of top quality at the minimum practical cost per meal delivered. The RFP is intended to identify a

firm able to meet the below specifications with whom the State can then negotiate.

2.1. RESPONSIBILITIES INCLUDE:

2.1.1. The contractor shall furnish a variety of nutritious and palatable foods at competitive prices to

customers of the Cafeteria. Prices for a single lunch meal shall not exceed $10.00 without

documented prior approval of the Sergeant at Arms. This does not include tax, beverage or extra

items.

2.1.2. Contractor shall agree that all of the contractor’s staff working at the State House are subject to a

criminal history check by the Capitol Police Department. The results of such check will not

automatically disqualify members of the contractor’s staff and are primarily for informational purposes.

The Capitol Police Department shall maintain the confidentiality of information submitted for a criminal

history check.

2.1.3.The contractor shall incorporate the Healthy Food Standards as referenced in Exhibit F, in all food

venues under this agreement. Exceptions to Healthy Food Standards for this location include whole

milk, half and half and one additional fried item.

2.1.4. The contractor shall emphasize cooking whole foods, prepared on site.

2.1.5. The contractor shall purchase at least 10% of all annual food locally and increase each year of the

contract. Local is defined as foods produced or manufactured in Vermont or within a 30-mile radius of

Vermont.

2.1.6. The contractor shall annually submit calendar year local purchase data that includes pricing per

product, product specifications, and wherever possible, farm name to BGS and the Sergeant at Arms.

Revised June 10, 2026

Page 2 of 29

Data would include dollar amount of local product purchases, total amount of food purchases, % of

local purchases and % change over previous year purchases.

2.1.7. The dining area has a maximum seating capacity of 175. In addition, there is a very high demand for

“take out” service as most customers will take meals to another site. The Labor Occupancy Rating for

the area is 200. Final determination of the allowable occupant load is under the jurisdiction of the Fire

Protection Division of the Vermont Department of Labor and Industry.

2.1.8. The contractor shall operate the Cafeteria a minimum of 49 weeks per year, serving breakfast and

luncheon meals. Reference Attachment B for Holiday Schedule.

2.1.9. The Sergeant at Arms must approve any scheduled shut down days. The cafeteria may be closed on

State Holidays, unless the Legislature is in session.

2.1.10. Delivery times are restricted to normal business hours of the Cafeteria.

2.1.11. When the Legislature is not in session (approximately late May through December), hours of

operation will be from 8:00 AM – 1:30 PM, Monday – Friday.

2.1.12. During the Legislative session (the first week of January through approximately late May), the

hours of operation will be from 7:00 AM – 3:30 PM. In order to accommodate late legislative sessions,

beverage and cold food will be offered in the evening when requested by the Sergeant at Arms. The

contractor agrees to maintain adequate staff to maintain the Cafeteria during the scheduled hours of

operation.

2.1.13. When the Legislature is in session, pre-made sandwiches, salads and desserts are required during

rush periods. Rush periods are defined as 11:30 AM – 1:00 PM, Tuesday – Friday.

2.1.14. All china, glassware, silverware, pots, pans, cooking utensils, etc. on the initial inventory will be

returned to the State in the same quantity and condition as received. The contractor shall be

responsible for the replacement of items that are lost, damaged or broken. An annual inventory will be

done each year and submitted to the Sergeant at Arms.

2.1.15. The facility must be clean, sanitary and utilize safe food handling practices at all times. The

contractor’s employees shall maintain a neat and orderly appearance and wear appropriate uniforms

provided by the Contractor. Daily maintenance of the dining facility, kitchen, serving area,

dishwashing room and pick up of spills will be the responsibility of the contractor. The Sergeant at

Arms will conduct periodic inspections of the area with the contractor during regular work hours.

2.1.16. The contractor must clean the tables at least twice a day.

2.1.17. The contractor may provide longer hours, to potentially include dinner service, with the prior

approval of the Sergeant at Arms.

2.1.18. The contractor must obtain all required licenses and permits for their operation of the Cafeteria

prior to the start of Contractor’s operations at the State House.

2.1.19. Vending machines in the State House are the responsibility of the contractor.

2.1.20. Use of the facility for other purposes: the contractor must get prior approval from the Sergeant at

Arms each time the contractor wishes to use the Cafeteria facilities to prepare food for other locations

or for other purposes.

2.1.21. Records: The contractor shall provide the Sergeant at Arms with a monthly report of the gross

receipts from cafeteria operations, gross receipts from vending and catering operations in the

Statehouse.

2.1.22. Catering: The contractor shall be given the opportunity to provide a quote on all special catering

needs in the State House. The pick-up for catered events shall be picked up on the day of the event.

Organizations that arrange for catering services are responsible for payment. Contractor shall invoice

and collect directly from the organization.

2.1.23. The contractor shall promptly inform State of Vermont Representative of any problems such as

equipment, building or maintenance issues.

Revised June 10, 2026

Page 3 of 29

2.1.24. The contractor shall manage and operate all aspects of the Food Service Program in accordance

with State and Federal regulations and in a manner acceptable to the Sergeant at Arms.

2.1.25. The contractor agrees to maintain adequate food service management and staff during the

scheduled hours of operation.

2.1.26. The State shall provide utilities in the Kitchen Facilities. Telephone service is not included.

2.1.27. The State shall provide normal maintenance of equipment furnished by the State.

2.1.28. The State shall arrange for and pay for the maintenance of the fire suppression system.

2.1.29. The State shall provide recycling and trash disposal. The contractor will collect and transport trash

and recycling products to an area designated by the State and the State will dispose of it. If packaged

appropriately, the State will dispose of fryolator oil.

2.1.30. Composting waste materials is required at the expense of the State.

2.1.31. The State shall provide janitorial services which will include only the dining facilities, and only to the

extent of vacuuming once per day. In addition, state personnel will buff the floors in the serving area.

The contractor shall be responsible for all other cleaning and sanitizing.

2.1.32. The State shall provide adequate pest extermination services.

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 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

Revised June 10, 2026

Page 4 of 29

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:

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.

Revised June 10, 2026

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Vermont State House Cafeteria

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