TOWN OF ARLINGTON, VERMONT: REQUEST FOR PROPOSALS (RFP)
Arlington Town Hall Meeting Room Ceiling Replacement and Lighting Upgrade
1. Introduction
The Town of Arlington, Vermont (“Town”) is seeking sealed proposals from qualified contractors for the removal and replacement of the suspended ceiling system and lighting fixtures in the Arlington Town Hall Meeting Room located at:
Arlington Town Hall
3828 VT Route 7A
Arlington, VT 05250
The selected contractor shall provide all labor, materials, supervision, equipment, disposal, and related services necessary to complete the project in accordance with the specifications outlined in this Request for Proposals (RFP).
2. Project Background
The existing suspended ceiling and lighting system within the Town Hall Meeting Room have reached the end of their useful life and require replacement. The Town seeks a modern, professional installation that improves aesthetics, lighting quality, acoustics, and long-term maintainability while minimizing disruption to Town operations.
3. Scope of Work
The contractor shall provide a complete turnkey project including all labor, materials, equipment, supervision, permits (if required), disposal, and related services necessary to complete the Arlington Town Hall Meeting Room ceiling and lighting replacement project.
The project area is approximately:
- 23 feet x 23 feet 6 inches
(approximately 540 square feet)
Contractors are responsible for field-verifying all dimensions, quantities, and existing conditions prior to submission of proposals.
A. Demolition and Removal
- Remove and properly dispose of:
- Existing ceiling tiles
- Existing ceiling suspension/grid system
- Existing light fixtures
- Protect existing walls, flooring, furniture, and finishes during construction.
- Remove all debris from the site and dispose of materials in accordance with all applicable regulations.
B. New Ceiling System Installation
Provide and install a complete new suspended ceiling system including:
Ceiling Grid
- New white suspended ceiling grid system
- 9/16″ exposed tee system
- All perimeter trim, support wires, hangers, and accessories required for a complete installation
Ceiling Tiles
- Armstrong ULTIMA acoustical ceiling panels
- 2’ x 2’ beveled tegular tiles
- 9/16″ grid profile
- Color: White
- Or approved equal
All substitute products must be submitted with specifications for Town approval prior to installation.
C. Lighting Replacement
Provide and install new LED lighting fixtures including all required wiring connections, supports, and adjustments.
Fixture Specification
- 2’ x 2’ LED Center Basket Troffers
- Sunco Model: PN22_TR_DU-WH-3550K-1PK
- Or approved equal
Lighting Requirements
- Color temperature: approximately 3500K
- Even light distribution appropriate for public meeting spaces
- Fixtures shall be compatible with existing electrical systems unless otherwise noted
- Contractor responsible for coordination of fixture placement with ceiling layout
D. Coordination and Electrical Work
- Coordinate work with Town staff regarding access and scheduling.
- Adjust or coordinate existing:
- Fire alarm devices
- Emergency lighting
- Electrical work shall comply with all applicable codes and standards.
E. Cleanup
- Daily cleanup of work area
- Final cleaning upon completion
- Removal of all unused materials and construction debris
4. Contractor Qualifications
Respondents shall:
- Be properly licensed and insured to perform work in Vermont
- Have experience with commercial or municipal ceiling and lighting installations
- Provide at least three (3) references for similar completed projects
- Demonstrate ability to complete work within the proposed schedule
5. Insurance Requirements
The selected contractor shall provide proof of:
- General Liability Insurance
- Workers Compensation Insurance
- Automobile Liability Insurance (if applicable)
The Town of Arlington shall be named as additional insured where appropriate. The contractor shall indemnify and hold harmless the Town of Arlington from claims arising from contractor operations.
6. Site Visit
A non-mandatory but strongly encouraged site visit may be scheduled through:
Katie Dixon, Town Administrator
Town of Arlington
Phone: 802-379-9916
Email: katie.dixon@arlingtonvermont.org
Contractors are responsible for field-verifying all dimensions, quantities, and existing conditions prior to submission of proposals.
7. Project Schedule
| Milestone | Date |
| RFP Issued | May 19, 2026 |
| Questions Due | June 2, 2026 |
| Proposal Due Date | June 9, 2026 |
| Contractor Selection | June 15, 2026 |
| Anticipated Start Date | As soon as practicable in 2026 |
| Project Completion | October 30, 2026 |
The Town reserves the right to modify the project schedule as necessary.
8. Proposal Requirements
Proposals shall include:
A. Company Information
- Company name and address
- Primary contact information
- Years in business
B. Project Approach
- Description of proposed installation methodology
- Proposed materials and any substitutions
- Estimated project duration
C. Cost Proposal
Provide a lump-sum cost including:
- Labor
- Materials
- Electrical work
- Disposal
- Permits (if required)
- Any exclusions or alternates
D. References
Provide at least three references for similar projects.
E. Proof of Insurance
9. Submission Instructions
Sealed proposals clearly marked:
“RFP – Arlington Town Hall Ceiling and Lighting Replacement”
shall be submitted to:
Town of Arlington
Attn: Town Administrator
3828 VT Route 7A
Arlington, VT 05250
Electronic submissions may also be accepted at:
Katie.dixon@arlingtonvermont.org
Proposal Deadline
Proposals must be received no later than:
June 9, 2026 by 5:00 PM
Late submissions may not be considered.
10. Evaluation Criteria
Proposals will be evaluated based upon:
- Experience and qualifications
- Quality of proposed materials
- Responsiveness to specifications
- Project schedule
- References
- Overall cost
The Town reserves the right to:
- Reject any or all proposals
- Waive informalities
- Request additional information
- Negotiate with selected proposer(s)
11. Terms and Conditions
- The Town is not responsible for costs incurred in preparing proposals.
- The selected contractor may be required to execute a formal agreement with the Town.
- All work shall comply with applicable building codes and safety regulations.
- Contractor shall obtain any required permits unless otherwise specified.
12. Contact Information
Questions regarding this RFP shall be directed to:
Katie Dixon
Town of Arlington
3828 VT Route 7A
Arlington, VT 05250
Phone: 802-379-9916
Email: katie.dixon@arlingtonvermont.org
Town of Arlington, Vermont
Board of Selectmen / Town Administration
CONTRACTOR SIGNATURE PAGE
Company Name:
Authorized Representative:
Title:
Business Address:
Phone:
Email:
Federal Tax ID:
Signature: ___________________________________
Date: _________________________________________
By signing above, the bidder certifies compliance with all RFP requirements.