VERMONT
Department of Buildings and General Services Agency of Administration
Office of Purchasing & Contracting
133 State Street, 5th Floor | Montpelier VT 05633-8000
802-828-2211 phone |802-828-2222 fax
SEALED BID
REQUEST FOR PROPOSAL
FOOD REPLENISHMENT 2026
ISSUE DATE November 10, 2026
QUESTIONS DUE November 17, 2026 - 3:00 PM (EST)
RFP RESPONSES DUE BY November 24, 2026 - 4:30 PM (EST)
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED
WITH THIS SOLICITATION WILL BE POSTED AT THE STATE PROCUREMENT WEBPAGE. THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE STATE WEB PAGE FOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS ASSOCIATED WITH THIS SOLICITATION. STATE CONTACT: Deb LaRose, State Purchasing Agent II E-MAIL: Deborah.larose@vermont.gov
1. OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing & Contracting (hereinafter the "State") is seeking to establish contracts with one or more companies that can provide grocery items including frozen, canned, dry to each of the facilities herein on a delivery cycle that will meet the needs to all facilities. This method has proven to be successful due to the commitment for the Food Contractor, State Facilities and the State of Vermont office of Purchasing & Contracting.
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 24 MONTHS 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 January 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. 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 5.2 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 the State procurement webpage. Modifications from any other source are not to be considered.
1.6. 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.
2. DETAILED REQUIREMENTS:
2.1. Deliveries may be made weekly or bi-weekly. All deliveries are to be made in three compartment trucks section it into frozen, dry, and refrigerated. All deliveries must be inspected and signed for by a Food Officer at the time of delivery.
2.2. Prices on this bid must be firm until February 28, 2027. After February 28, 2027, the contractor will be allowed to make price changes using the same formula (cost plus fixed case fee) that are listed on the bid. New pricing for the first two calendar months will be due on February 22, 2027, are due to the Office of Purchasing & Contracting electronically 5 working days before the next (two calendar months) pricing goes into effect thereafter.
2.2.1.The cost will be the bidders delivered invoice cost to the bidder's facility when the two-month pricing is issued. All prices to the user of this contract will be net F.O.B. Delivered.
2.2.2.A single fixed case fee applies to each case. The fixed case fee will remain firm for the duration of the contract. Bidders are to explain when happens to fixed case fees when the facility purchases a split case quantity for a product (i.e., spices).
2.2.3.Bidders are to outline how pricing would be handled for items not listed on contract.
2.2.4.Bidders are expected to forward on to the State Facilities any allowances, specials, or promotions.
2.3 All products provided by the contractor must meet all federal, state, and local standards for quality and safety requirements. Products not meeting these standards will be deemed unacceptable and return to the contractor for credit at no charge to the State. Bidders are to bid first quality - Grade A, unless otherwise specified.
2.4 The State may upon request inspect the contractor's warehouse and trucks. The inspection will be by the State or representatives of the State as appointed by the Office of Purchasing & Contracting. It will be clean, free of insects and rodents, adequate for shipping and delivery products (dry, chilled, or frozen), meet or exceed any USDA or FDA requirements.
2.5 The State may upon request, require the contractor to provide accurate, reliable, and timely reports regarding invoices, statements, credits and utilizations.
2.6 Prior to the execution of the contract the contractor will provide the State the names and contact information for a primary and secondary representative who will be responsible for the following: contract administration, receiving and processing orders for all centers, ensure on-time delivery and resolving any supply discrepancies, and be available on a daily basis to the State Food Service Supervisors and Office of Purchasing & Contracting.
2.7 Contractor must be willing to deliver to all parties indicated on the attached list of "Facilities & Interested Parties".
2.8 Food price list contain food products currently in use at the facilities and has been agreed upon by all parties, for use under this contract. Products listed in this list will remain firm throughout the contract period. Product additions and deletions require PRIOR approval. Notification of additions and deletions will be forwarded to the contract by the Office of Purchasing & Contracting. Food Service Supervisors at each facility and interested parties shall receive new price list at least 5 working days prior to the next two-month calendar months' period. Lists must show effective date of pricing. Once contractor has emailed new list to all interested parties, prices will remain firm and not price changes allowed during the two-calendar month period.
2.8.1 Prices honored by the State will be those in effect the DATE THE FACILITY PLACES THE ORDER AND NOT AT THE TIME OF DELIVERY OR INVOICE. BACK ORDER WILL BE PRICED AT POINT OF ORDER. THE PRICE LIST MUST REFLECT CONTRACTOR'S PRODUCT NUMBER IN NUMERICAL ORDER.
2.8.2 Contractor shall email one copy of the food list and pricing to the Office of Purchasing and Contracting (OPC).
2.9 Contractor must maintain an average of 98% stock availability. Upon receipt of order, contractor immediately notify ordering site of out of stock/not available products. (Note: Out of stock/not available product situations may be based for cancellation of contract and/or charged back for additional cost obtained sure products elsewhere).
2.9.1 Suitable substitution shall be made in the event of out of stock/not available product situation at the same prices as the product that is on contract. Such situation shall be same grade, quality, etc. Substitution shall be made on a continued basis. Explanation of repeated/continued substitution shall be made to the State (OPC) in a timely manner. If contractor cannot supply an acceptable substitution, the Food Service must contact the Office of Purchasing and request "authorization" to purchase from an alternate source. It will be left to the Food Service Supervisor's discretion as to whether or not "partial fill" orders will be accepted. Repeated out of stock, substitutions and/or partial fill made by contractor must be reported by the Food Service Supervisor by email to the Office of Contracting. Contractors to indicate all "out of stock "partial fills" and "substitutes" on their invoices.
2.10 Contractor shall provide Grade A First Quality, label brand. Bidders are to furnish a food label comparison chart with their bid. If contractor, must change label brand, a written notification must be forwarded to the Office of Purchasing & Contracting for approval. The State will have the option to accept the changes or buy products elsewhere.
2.10.1 The State reserves the right to request specific samples for food cutting at any time throughout the contract period.
2.10.2 The State reserves the right to have a product of questionable nature tested by the Vermont Agency of Agriculture or the Vermont Department of Health.
2.10.3 The bidder's response reflects primary food items to be purchased from this contract. Fill rate is to be 98% minimum, or each item requested. BIDDERS ARE TO INDICATE FOOD PROCESSED OR PACKED IN THE STATE OF VERMONT.
2.11 The State will work with the contractor to establish a procedure to ensure prompt payment of fully reconciled invoices. The contractor will not limit or withhold service to a facility due to past due invoices. Contractors are to include their proposed policy for overdue invoices in their response. As noted in invoice paragraph, disputed and unreconciled invoices are not to be considered past due.
2.12 Any claim of product delivered that is unusable (damaged, rotten, inedible, recalled and unacceptable substitution, etc.) shall be resolved within three (3) days.
2.13 Invoicing in accordance with the contract is essential for timely payment to the contractor. Selected contractor must work with the State to develop procedures that will ensure a minimum number of errors. Invoices are to reflect product number of each item as to easily matched to price list for price verification by facilities. Contract and non-contract items shall not be co-mingled on the same invoice. Contractors are requested to either invoice non-contract items on a separate invoice or at the bottom of the invoice for contract items. Invoices are to be rendered by the contract to each individual facility responsible for the order. Success bidder shall be responsible for showing the ordering facility, contractor's product number, date of order, unit and extension prices on all invoices. Substituted items must be reflected on the invoice at the contract price. If invoice reflects a higher price for items or substitutes a higher price, the contractor's invoice will be cut-back to the price at the time of the order, however, if the pricing is lower than time of order this price will prevail in the payment. If more than a quarter of items on the invoice priced incorrectly, the contractor will be expected to reissue a correct invoice to the facility. It will be the contractor's responsibility to ensure correct pricing. The contractor is advised that invoices with discrepancies will take longer to process, and the State shall not be held responsible.
2.15 The State reserves the right to conduct in-depth contract price audits throughout the contract period.
2.15 The State upon request has the right to add an additional facility with a 30-day written notice or remove a facility with a 60-day written notice. Bidders are to bid all locations indicated.
2.16 State of Vermont Cybersecurity Standard Update: Contractor confirms that all products and services provided to or for the use of the State under this Agreement shall be in compliance with State of Vermont Cybersecurity Standard Update in effect at the time of this Agreement. The State of Vermont Cybersecurity Standard Update prohibits the use of certain branded products in State information systems or any vendor system.
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.
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.
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: Organizational and Personal conflict of interest requirements are detailed and bidders must disclose potential conflicts and mitigation steps.
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 certification included in the Certificate of Compliance. Bidders that demonstrate business practices that promote clean energy and address climate change shall be given favorable consideration consistent with other preferences.
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. Preferences include acceptance of contract terms (pass/fail), resident bidders/products raised or manufactured in Vermont, purchase of goods produced in the United States where applicable, and bidders with practices that promote clean energy.
3.6. CONTRACT NEGOTIATION: The State may select one or more bidders to negotiate a contract. If negotiations fail, State may negotiate with another bidder or end the process.
3.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in preparation of a response and any presentations.
3.8. CONTRACT TERMS: Selected bidder(s) expected to sign a contract including the Standard Contract Form and Attachment C. Business registration and Vermont tax requirements apply.
3.9. ENVIRONMENTAL INFORMATION: Bidders requested to complete Environmental Information Form in Certificate of Compliance identifying recycled content and mercury certification.
3.10.SAMPLES: The Commissioner reserves the right to request samples, which may be tested; failure to provide or conform may result in rejection or cancellation.
3.11. WARRANTY: Manufacturer shall include a written warranty for each product for a minimum term of one year from date available for use.
4. ENVIRONMENTAL REQUIREMENTS: The State describes environmentally preferable purchasing goals including paper requirements, recycled content preferences, sustainable product preferences and life-cycle cost evaluation. Energy efficiency and alternative fuels considerations are included.
5. CONTENT AND FORMAT OF RESPONSES: Minimum requirements include Cover Letter, Technical Response, Price Schedule. Bidders are expressly directed not to include unsolicited confidential information except as permitted. Responses will be public records. Requirements for Technical Response, References, Reporting, Back Orders, Brand Comparison, Return Goods, Disaster & Emergency Meal Service, Price Schedule, Fixed Case Fee, Implementation Plan, and Certificate of Compliance are detailed.
6. SUBMISSION INSTRUCTIONS:
6.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of this solicitation. Late bids will not be considered. The State may issue addenda to change the date/time when bids are due.
6.2. ELECTRONIC BIDS ONLY: All bids under this RFP can be submitted in one of two ways and must be submitted electronically in accordance with the submission requirements herein.
6.2.1. Electronic email bids will be accepted via email submission to SOV.ThePathForward@vermont.gov. If submitting by email: The subject line of the email submission must reference the Project Title as indicated on the front page of this RFP. 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. There is an attachment size limit of 40 MB. It is the Bidder's responsibility to compress the PDF file containing its bid if necessary in order to meet this size limitation and ensure their email system can send/receive messages up to this size.
6.2.2. Bids may also be submitted through Vermont's eProcurement System, VTBuys.
7. BID SUBMISSION CHECKLIST: Cover Letter; Technical Response; References; Back-Order Policy; Brand Comparison; Return Goods Policy; Disaster & Emergency Meal Service (if applicable); Implementation Plan; Price Schedule; Signed Certificate of Compliance.
8. ATTACHMENTS: Certificate of Compliance; Price Schedule; Sample Standard Contract Form for Commodities including Attachment C: Standard State Provisions for Contracts and Grants (February 13, 2026).
The solicitation includes a multi-page Certificate of Compliance, forms for environmental and domestic preferences, warranty and sample contract language, Attachment A - Statement of Work (reporting and delivery requirements), Attachment B - Payment Provisions (Net 30 for error-free invoices, F.O.B. delivery to ordering facility), and Attachment C - Standard State Provisions for Contracts and Grants (incorporated by reference). The RFP was revised June 10, 2026 and contains detailed procedural, quality, reporting, invoicing, audit, and compliance requirements for bidders seeking award under Food Replenishment 2026.
