Project Information

Bid Title

Refractory Tiles for Woodchip Heat Plants

Issuing Agency

State of Vermont

Location

Vermont

Published Date

Jun 1, 2026

Closing Date

Jun 17, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Refractory Tiles for Woodchip Heat Plants	06/10/2026 04:30PM		06/17/2026 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

Refractory Tiles for Woodchip Heat Plants

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

June 1, 2026

June 10, 2026 – 4:30 PM ET

June 17, 2026 – 4:30 PM ET

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

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:

USE SUBJECT:

Kyle Emerson, State Purchasing Agent

sov.thepathforward@vermont.gov

REFRACTORY TILES

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 refractory tiles for woodchip heat plants.

1.2. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of two years 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 August 20, 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.

2. DETAILED REQUIREMENTS:

2.1. The State of Vermont seeks refractory tiles that meet the specifications in Exhibit A-1, which immediately

follows the price schedule.

2.1.1.The tiles are for two woodchip heat plants, in Montpelier, VT and Waterbury, VT

2.1.2.Tiles must withstand at least 2,200 degrees F.

2.1.3.As an approximate illustration of expected quantities, replacing all of the tiles in the Montpelier plant

requires 84 tiles, and the State typically wants to have spares on hand. A typical order for the

Montpelier plant is approximately 60 tiles.

2.1.4.Pricing is sought to set up a contract to be able to order additional tiles as needed over time.

2.1.5.The cost of shipping shall be quoted at the time of order.

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.

Revised February 13, 2026

Page 2 of 22

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:

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:

Revised February 13, 2026

Page 3 of 22

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/business-services/business-filings/ 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.

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.Quality. If applicable, all products provided under a contract with the State will be new and unused,

unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless

specifically requested by the purchasing agency. 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 returned to the contractor for credit at no charge to the

State.

3.9. SUBSTITUTION: Bidders may offer, in their bids, substitutes to items identified by a manufacturer’s

number or brand. When offering a substitution, bidder must describe any differences and provide

technical information that will assist in the State’s evaluation.

Revised February 13, 2026

Page 4 of 22

3.10. ENVIRONMENTAL INFORMATION: Bidders are requested to complete the Environmental Information

Form which is included in the Certificate of Compliance for this solicitation identifying the following for each

product being quoted:

a. Percent (%) of recycled content and post-consumer content; and

b. Mercury content certification.

3.11. SAMPLES:

3.11.1. Bidder Supplied Samples: The Commissioner reserves the right to request from the

Bidder/Contractor a representative sample(s) of the Product offered at any time prior to or after

award of a contract. Unless otherwise instructed, samples shall be furnished within the time

specified in the request. Untimely submission of a sample may constitute grounds for rejection of

Bid or cancellation of the Contract. Samples must be submitted free of charge and be accompanied

by the Bidder’s name and address, any descriptive literature relating to the Product and a statement

indicating how and where the sample is to be returned. Where applicable, samples must be

properly labeled with the appropriate Bid or Contract reference.

A sample may be held by the Commissioner during the entire term of the Contract and for a

reasonable period thereafter for comparison with deliveries. At the conclusion of the holding period

the sample, where feasible, will be returned as instructed by the bidder, at the bidder’s expense and

risk. Where the bidder has failed to fully instruct the Commissioner as to the return of the sample

(i.e., mode and place of return, etc.) or refuses to bear the cost of its return, the sample shall

become the sole property of the receiving entity at the conclusion of the holding period.

3.11.2. Enhanced Samples: When an approved sample exceeds the minimum specifications, all Product

delivered must be of the same enhanced quality and identity as the sample. Thereafter, in the event

of a Contractor’s default, the Commissioner may procure a Product substantially equal to the

enhanced sample from other sources, charging the Contractor for any additional costs incurred.

3.11.3. Conformance with Sample(s): Submission of a sample (whether or not such sample is tested by,

or for, the Commissioner) and approval thereof shall not relieve the Contractor from full compliance

with the requirements specified in this solicitation. If in the judgment of the Commissioner the

sample or product submitted is not in accordance with the specifications or testing requirements

prescribed in the Bid Specifications, the Commissioner may reject the Bid. If an award has been

made, the Commissioner may cancel the Contract at the expense of the Contractor.

3.11.4. Testing: All samples are subject to tests in the manner and place designated by the Commissioner,

either prior to or after Contract award. Unless otherwise stated elsewhere in this solicitation, bidder

samples consumed or rendered useless by testing will not be returned to the bidder. Testing costs

for samples that fails to meet Contract requirements may be at the expense of the Contractor.

3.12. WARRANTY: The manufacturer shall include with its proposal a written warranty for each product that it

intends to furnish. Warrantees must be based on commercial use, and shall extend fora minimum term

of one (1) year from the date a Product is available for use by the purchaser; however, longer term

warranties are desirable and will be given favorable consideration, all else being equal.

4. ENVIRONMENTAL REQUIREMENTS:

Environmentally Preferable Purchasing (EPP) means the purchase of products and services that have a

lesser or reduced effect on human health and the environment when compared with competing products or

services that serve the same purpose. This comparison may consider raw material acquisition, production,

manufacturing, packaging, distribution, re-use, operation, maintenance, or disposal of the product or service).

The State of Vermont has established specific goals and objectives aimed at providing sound environmental

stewardship, protecting human health, reducing state operating expenses associated with the use and control

of regulated hazardous materials, and reducing potential liability attributable to environmental impact.

Therefore, where applicable, the following environmental criteria shall be considered for all State purchasing

and contracts.

4.1. Paper: The State desires to reduce the use of chlorine in the products it purchases to protect the

environment from pollution. Processed Chlorine Free (PCF) paper means paper in which the recycled

Revised February 13, 2026

Page 5 of 22

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

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