Project Information

Bid Title

RFP Printing of Vermont Motor Vehicle Law Book

Issuing Agency

State of Vermont

Location

Vermont

Published Date

Apr 24, 2026

Closing Date

May 7, 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
RFP Printing of Vermont Motor Vehicle Law Book	04/20/2026 04:30PM	Q&A RFP Printing of Vermont Motor Vehicle Law Book (04/24/2026 12:00PM)	05/07/2026 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

PRINTING OF VERMONT MOTOR VEHICLE LAW BOOK

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

April 10, 2026

April 20, 2026 - 4:30 PM (EST)

May 7, 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

Revised February 13, 2026

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 PRINTING OF VERMONT MOTOR VEHICLE LAW BOOK

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 as soon as practicable.

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.

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: The Contractor shall provide: Vermont Motor Vehicle Law Book, Vermont Motor

Vehicle Laws, T 23, Complete annotated revision of the Vermont Motor Vehicle Laws pamphlet to include all

amendments by the Legislative session. Also, to include Administrative Procedures.

2.1. QUANTITIES: 750/500/250 or 100 Books with fully waived shipping & handling

2.2. SPECIFICATIONS:

2.2.1.TRIM SIZE: 7 1/2" x 10", or 7” x 10”, double column format.

2.2.2.TEXT: 40 lb. white Groundwood offset recycled.

2.2.3. PAPER STOCK: Frabrite 76 33# 758PPI or equivalent.

2.2.4. PRINTING: Black ink.

2.2.5.Comprehensive Index (triple column) supplied by vendor.

2.2.6.Table of Contents and Title Page supplied by printer.

2.2.7.BOOK FORMAT: 7 1/2 x 10", or 7” x 10”, double column format

2.2.8. Proof required prior to printing by Motor Vehicle Project Coordinator-allowing for 5 business days for

SOV review and acceptance. For any identified corrections, an additional 2 business days for review

and acceptance by Motor Vehicle Project Coordinator.

2.2.9.To be packaged individually, in banded form.

2.2.10. COVER: Kroydon Lexotone cover stock, or equal

Revised February 13, 2026

• green cover with gold foil for even numbered years.

• white cover with gold foil for odd numbered years.

2.2.11. Actual number of pages will not be known until printed.

2.3. The price includes all manufacturing and editorial services, materials, facilities, and prepaid shipment of

the books to the office of the Department of Motor Vehicles

2.4. SECTIONS TO BE CHANGED:

T23: All sections amended.

All other titles (Title 1, 3, 4, 5, 7, 8, 9, 10, 12, 13, 14, 15, 16, 18, 20, 24, 26, 29, 31, 32)

currently in the publication as amended and publications deletions. VERMONT RULES OF CIVIL

PROCEDURE:

Rule 74

Rule 75

VERMONT DISTRICT COURT CIVIL RULES:

Rule 80.5

Rule 80.6

Rule 80.7

SUPREME COURT ADMINISTRATIVE ORDERS AND RULES:

Administrative order 6.

Administrative order 16. ADMINISTRATIVE PROCEDURES TRAFFIC COMMITTEE

REGULATIONS

SCHEDULE OF FINES SPEED PENALTY CHART

INDEX

2.5. The State will provide a list of statutory sections requiring updates, including new and revised content. The

Contractor shall incorporate all updates accurately using publicly available legislative sources and/or their

own methodology.

• The State does not provide a raw or continuously maintained source file.

• Offerors will not have access to previously created files, tools, or systems used for prior

versions of this work and must demonstrate their independent capability to perform all

required tasks.

• Offerors shall describe their approach for ensuring accuracy and completeness of updates.

2.6. Vendor to provide eBook access via online link or PDF. State to provide list of staff names with email

address to Vendor for user account set up.

2.7. Required Delivery:

• 2026: No later than October 31, 2026

• 2027 and subsequent; no later than September 30th

2.8. PRODUCTION CONDITIONS

2.8.1. PAPER STOCK

• Production costs and conditions must be based on the paper stock(s) stated in specifications of

functional equivalent regarding quality, recycled content, and performance.

2.8.2. QUALITY CONTROL

• All work shall be performed by the contractor in accordance with the specifications in a

thoroughly first-class manner and must be satisfactory to the agency. Presswork shall be first

grade, producing clear, sharp impression.

Revised February 13, 2026

• In order to avoid unnecessary changes in composition and presswork, the agency’s

representative shall provide the contractor with directions.

• All cost for the movement of proofs and/or copy shall be the responsibility of the contractor.

• If the agency’s complete copy, artwork, etc. are not ready for the contractor on the date listed

in the specifications, the delivery date may have to be extended.

• The Division or Agency Representative shall be permitted, by appointment, to visit the

contractor’s plant during the time the job is being printed.

• All disputes or problems between the agency and contractor that cannot be settled at the

agency level shall be referred to the Office of Purchasing and Contracting.

• When equipment that forms are run on is listed on the form specification, by submission of a

bid, the Bidder is guaranteeing that the items bid will run on the equipment listed.

2.8.3. PACKAGING

• All printed matter must be securely wrapped in paper or other materials of adequate strength to

protect the contents from damage, and the packages shall be sufficiently tight to keep out dust.

• Packages or containers shall be approximately uniform in size and convenient for handling and

shall contain equal numbers of copies, when applicable.

• Each package must be marked with a description of the printed materials, quantity, and name

of the department ordering the work, and printing order number. The quantities stated on the

labels must coincide with the quantities in the packages.

• If any job is rejected because of error attributable to the contractor, the contractor shall

promptly reprint the job without any additional charges to the agency.

2.8.4. DELIVERY

• All completed work must be delivered in good order to the designated location(s) and at the

contractor’s expense.

• Delivery terms shall be FOB delivered. It is agreed by the parties hereto that delivery by the

contractor to the common carrier does not constitute delivery to the State. Any claim for loss or

damage shall be between the contractor and the carrier(s).

2.8.5. RECORD KEEPING

• The contractor shall be responsible for the safekeeping of all materials submitted by facility that

are used in a contract. The contractor shall be held as the insurer of the same and save and

keep harmless the State from all damages or loss by fire or otherwise.

• If any such materials are damaged or lost, they shall be replaced by the contractor at no cost to

the State. All materials used in a contract are the property of the State, and the contractor must

keep these materials on file for a period of 2 years.

• The contractor must notify the Agency before destroying the material.

• The Office of Purchasing and Contracting or Agency may request that these materials be

returned when the contract is completed and may without payment until such time as the

materials are returned.

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. Prices quoted for printing are to include printing, binding,

wrapping, and packaging.

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.

Revised February 13, 2026

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:

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.

Revised February 13, 2026

Commodity Codes

• NAICS 323117Books Printing
• NAICS 511130Book Publishers

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