- Title
- Vermont Fishing Guide and Regulations, Hunting and Trapping Guides
- Pdf Text
- 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
http://bgs.vermont.gov/purchasing
SEALED BID
REQUEST FOR PROPOSAL
Vermont Fishing Guide and Regulations, Hunting and
Trapping Guides.
ISSUE DATE August 7, 2026
QUESTIONS DUE August 14, 2026 – 4:30 PM (EST)
RFP RESPONSES DUE BY 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: Stefanie Malmstein, State Commodity Procurement Administrator
E-MAIL: SOV.ThePathForward@vermont.gov
E-MAIL SUBJECT LINE: Vermont Fishing and Regulations, Hunting and Trapping Guides.
Revised June 10, 2026
Page 2 of 34
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 3 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 4 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 5 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 6 of 34
materials. The State, not the Contractor, shall be responsible for any copyright filings and related
fees to protect the State's rights in such materials. The Contractor will exercise due care in
creating or selecting material for publication to ensure that such material does not violate the
copyright, trademark, or similar rights of others.
• Any notices, information pamphlets, press releases, research reports or similar other publications
prepared and released in written or oral form by the contractor under this contract shall be
approved/reviewed by the state prior to release.
• Upon full payment by the state, all products of the Contractor's work, including outlines, reports,
charts, sketches, drawings, artwork, plans, photographs, specifications, estimates, computer
programs, or similar documents, becomes the sole property of the State of Vermont and may not
be copyrighted or resold by contractor.
Deliverable
• Graphically designing the Vermont Fishing Guide & Regulations, sales of advertising, printing, and
distribution of the publication, as well as creating and hosting a continuously updated HTML-based
online version and downloadable pdfs of the fishing guides & regulations.
2.2. Hunting and Trapping Guides:
The Contractor shall provide the printing and graphically designed Vermont Hunting & Trapping Guide,
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. 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 and is found here:
https://www.eregulations.com/assets/docs/guides/26VTHD-PP2.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.
Revised June 10, 2026
Page 7 of 34
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 Skype 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.
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 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.
• 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.
Revised June 10, 2026
Page 8 of 34
• 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
Hunting & Trapping Guide 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 first Wednesday in December. VTF&W will not accept under-runs, 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 48 internal pages plus a 4-page cover. 38 internal pages plus
the front cover will be for VTF&W content, leaving 10 additional pages to be sold to advertisers. If
VTF&W requires more than 38 pages for its content, 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. Awarded Contractor is allowed to suggest paper substitutions, based on
paper availability, but is required to provide printed samples of at least 8.5"x 10.5" in size, along
with the brightness reading and brand name and make of suggested paper. 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.
• VTF&W Schedule - VTF&W will provide initial draft text and figures to the Contractor by the third
Wednesday in August.
• Annually, the Contractor and appropriate VTF&W project manager will agree on a schedule for
proofing and final approval of the publication to meet the delivery deadline of the first 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 no additional cost to VTF&W.
• GUIDES will be boxed in quantities of 50 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
vendor according to State Contract, using the VTF&W's account.
Revised June 10, 2026
Page 9 of 34
• 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 first 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, a warehouse facility 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.
Any 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
materials. The State, not the Contractor, shall be responsible for any copyright filings and related
fees to protect the State's rights in such materials. The Contractor will exercise due care in
creating or selecting material for publication to ensure that such material does not violate the
copyright, trademark or similar rights of others.
• Any notices, information pamphlets, press releases, research reports or similar other publications
prepared and released in written or oral form by the contractor under this contract shall he
approved/reviewed by the state prior to release.
Upon full payment by the state, all products of the Contractor's work, including outlines, reports, charts,
sketches, drawings, artwork, plans, photographs, specifications, estimates, computer programs, or similar
documents, becomes the sole property of the State of Vermont and may not be copyrighted or resold by
contractor.
3. 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, and a copy is available at: https://digitalservices.vermont.gov/cybersecurity/cybersecurity-standards-
and-directives
4. GENERAL REQUIREMENTS:
4.1. 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
Revised June 10, 2026
Page 10 of 34
allowed over and above the price quoted. Prices quoted for printing are to include printing, binding,
wrapping, and packaging.
4.1.1.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.
4.1.2.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.
4.2. 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.
4.2.1.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.
4.2.2.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.
4.3. CONFLICTS OF INTEREST:
4.3.1.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.
4.3.2.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.
4.3.3.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
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Page 11 of 34
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.
4.4. 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.
4.5. 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
- Issue Date
- Aug 7, 2026
- Due Date Raw
- 08/25/2026 04:30PM
- Categorized By
- llm-nc
- Detail Fetched
- Yes
- Questions Due Raw
- 08/14/2026 04:30PM
