Two-Step IFB# 128939

Non-Professional Construction Related Services

I. PURPOSE:

The purpose of this Two-Step Invitation for Bids (IFB) is to solicit sealed bids to establish a contract with one or more qualified suppliers to provide Non-Professional Construction Related

Services on an as needed basis to all Commonwealth of Virginia agencies, institutions of higher education, or other public bodies (collectively “Authorized Users”) as defined in the Code of

Virginia §2.2-1110, 2.2-1120, and 2.2-4301.

Any contract that may result from this solicitation will be an optional-use term contract for use by Commonwealth of Virginia executive branch agencies and optional-use for other public bodies and authorized users. Any contract that may result from this solicitation will be established and managed by the Commonwealth of Virginia, Department of General Services

(DGS), Division of Purchases and Supplies (DPS).

All Authorized Users shall place orders through eVA for any contract that may result from this solicitation.

If you wish to bid on this project you are NOT REQUIRED to furnish every service category listed in this solicitation, only those categories where you can provide the services.

II. PERIOD OF CONTRACT:

The initial period of the contract will be from January 1, 2027 – December 31, 2028, with three (3) optional successive one (1) year renewal periods.

III. BACKGROUND:

The Commonwealth’s current Non-Professional Construction and Facility Related Services contracts are managed under the optional use Non-Professional Construction Related Services contracts with multiple contractors. The current contracts have been in place since March 1, 2021. During the period of April 1, 2025, to date, the Commonwealth processed a combined total of 1002 orders representing a total value of $21,720,000.00.

No minimum or maximum level of sales volume is guaranteed or implied.

IV. SCOPE OF WORK:

A. General Requirements: The Contractor shall furnish all labor, supervision, equipment, tools, parts and materials, as necessary, to provide Non-Professional Construction

Related Services per the requirements of the awarded contract(s).

1. The Contractor shall furnish Non-Professional Construction Related Services, on an as needed basis, for the service categories shown below:

SERVICE CATEGORIES

Testing, Adjusting, and Balancing Services

Move Management Services

Scheduler Services

Certified Value Specialist Services

Landscape Design Services

Commissioning Services

Cost Estimator Services

Project Manager Services

• Class I – Projects less than $1,000,000 in construction value

• Class II – Projects $1,000,000 or greater in construction value

Project Inspection/Clerk of the Works Services

• Class I – Projects less than $1,000,000 in construction value

• Class II- Projects #1,000,000 or greater in construction value

Roof Consultant/Inspection Services

Asbestos Inspection Services

Lead Inspection Services

Special Inspection and Testing Services

Building Maintenance and Repair Services

Facility Support & Miscellaneous Services

B. DESCRIPTION OF SERVICE CATEGORIES:

1. TESTING, ADJUSTING, AND BALANCING SERVICES

Authorized Users require the testing, adjusting and balancing (TAB) of HVAC systems according to design intent. This process requires the proper use of instrumentation, evaluation of readings, and the ability to adjust systems to meet design criteria. Contractors possess the applied knowledge, certifications, accurate instrumentation and extensive field experience necessary to balance all system components for optimal performance.

Contractors must be independent, having no affiliation with manufacturers, contractors, or design engineers in order to avoid any possible conflict of interest.

The Contractor shall be a certified member of Associated Air Balance Council

(AABC), National Environmental Balancing Bureau (NEBB), or Testing Adjusting and

Balancing Bureau (TABB).

The Contractor shall provide TAB engineers and technicians. The Contractor personnel shall be certified by AABC, NEBB, or TABB to balance HVAC system components. The Contractor shall provide reports at the end of the system balancing and provide any maintenance recommendations to the Authorized User.

The Contractor shall provide testing, adjusting and balancing services in the following areas:

• Air distribution (variable air volume and constant air volume)

• Hydronic balancing

• Sound and vibration testing

• Cooling tower performance testing

• Fume hood testing

• Verification of control systems

• Duct Leakage testing

• Pre-Construction plan check and construction review

• Indoor air quality

2. MOVE MANAGEMENT SERVICES

The Contractor’s personnel shall have experience in managing moves for multifaced programs with varying types of furniture, fixtures, and equipment (FF&E).

The Contractor shall provide move management services in the following areas:

• Conduct moves coordination meetings with client.

• Establish systems for tracking and appropriate placement of FF&E and personal belongings.

• Establish schedules for phasing moves.

• Establish a system for communication and follow-up with building occupants regarding move activities.

• Primarily for commercial, however, Contractors may service residential areas if contractor has the ability and resources.

3. SCHEDULER SERVICES

The Contractor’s personnel shall demonstrate through a combination of education, experience and certifications a complete understanding of CPM scheduling.

The requirements of the Commonwealth of Virginia (COV) Construction and

Professional Services Manual (CPSM), latest edition shall apply to all state funded projects.

The Contractor shall provide scheduler services in the following areas:

• Provide schedules for projects as requested by the Authorized User.

• Review schedule submittals as requested by the Authorized User.

o Review of critical path o Earned value review o Sequential logic review o Activity dependency o Activity duration review

Scheduling services that are construction related shall be addressed as defined below.

The Project Scheduler incorporates all interrelated and interlocking activities including, but not limited to the following:

• Design/engineering.

• Project reviews.

• Procurement and delivery of materials, equipment and systems.

• Pre-qualification and selection of Subcontractors.

• Submission and review of project submittals (shop drawings, product samples, etc.). Construction.

• Early room/area readiness dates.

• Inspections.

• Start-up, commissioning and turnover.

• Punch lists.

• Close-out.

The scheduling duties shall also incorporate the following requirements:

• The scheduler shall utilize short interval (3-week look-ahead) scheduling throughout the duration of the project for detailed coordination and short-term planning.

• Obtaining, coordinating and incorporating into the Project Schedule timely inputs from Subcontractors and Suppliers.

• Incorporate into the schedule the timing and resource requirements for all equipment, materials and lead times.

• Provide individually focused schedules for start-up and commissioning and for the punch list process.

• When required, develop pictorial schedules which depict the construction schedule of a specific area in graphic form.

4. CERTIFIED VALUE SPECIALIST SERVICES

The Certified Value Specialist (CVS) shall be certified by the Society of American

Value Engineers and shall have had a minimum of eight (8) years combined college education and practical on-the-job Value Engineering experience. Practical experience is considered to have been gained by being actively engaged as a consultant in Value Engineering activities.

CVS shall coordinate all engineering disciplines as necessary to complete an effective value engineering study, i.e. architectural, electrical, civil, mechanical, structural engineers, fire and life safety, etc.

The requirements of the Commonwealth of Virginia Construction and Professional

Services Manual (CPSM), and the latest edition shall apply to all state funded projects. All Value Engineering Services shall be performed in accordance with

Section 5.14 of the CPSM.

A CVS may be called on from time to time by an Authorized User to perform small project life cycle costs in accordance with Appendix I of the CPSM.

5. LANDSCAPE DESIGN SERVICES

The Contractor personnel assigned to provide landscape design services shall have a minimum of 2 years of college education with an associate degree in horticulture and/or landscape design. The personnel shall have experience in the field. The

Contractor shall provide landscape design services in the following areas:

• Irrigation design

• Planting design

• Border design

• Tree planting and Removal design- to include Stump removal, trtimming, and tree pest and disease control

• Color rotations

• Development of fertilization programs

• Landscape enhancements

• Hardscapes not requiring a building permit

• Water features not requiring a building permit

6. COMMISSIONING SERVICES:

The Contractor personnel shall be certified by a U.S. Department of Energy recognized building commissioning certification program.

The Commonwealth defines commissioning services as a quality assurance process for buildings, whether new construction, renovation, or existing facilities. The commissioning services to be provided under this contract relate to new construction and major renovations and to all systems and assemblies. Commissioning services may be applied to the building as a total system inclusive of structural elements, building envelopes, life safety features, electrical systems, communication systems, plumbing, controls, HVAC, etc. or to designated building features.

The Contractor shall make recommendations for the Authorized User’s criteria for system function, performance, and maintainability and verify and document compliance with the accepted criteria.

The following is an example of the list of services that may be requested of the commissioning team:

▪ Assist the Owner in development of the Owner’s Project Requirements

(OPR) and review of the design documents.

▪ Perform the tasks and functions in the specifications ascribed to the

Commissioning Provider.

▪ Coordinate and direct the commissioning activities.

▪ Ensure that commissioning activities are included in Construction

Schedules.

▪ Revise the construction-phase Commissioning plan as needed.

▪ Plan and conduct commissioning meetings and distribute minutes.

▪ Request and review additional information required for commissioning, such as O&M materials, contractor start-up procedures, control sequences, etc.

▪ Write detailed testing procedures.

▪ Review and approve normal Contractor submittals pertaining to

Commissioned systems.

▪ Review change orders and requests for information pertaining to

Commissioned systems.

▪ Review coordination drawings to ensure reasonable efforts to coordinate between trades.

▪ Write and distribute construction checklists for commissioned equipment.

▪ Develop an enhanced startup and systems checkout plan for selected equipment.

▪ Perform site visits as necessary to observe component and systems installations.

▪ Attend planning and jobsite meetings and review construction meeting minutes.

▪ Witness HVAC piping pressure testing and flushing.

▪ Witness any ductwork testing and cleaning.

▪ Document construction checklist completion via reports and observation.

▪ Document systems startup via review of reports and observation.

▪ Approve air and water systems balancing via spot checking, review of reports and selected site observation.

▪ Write functional performance test procedures for equipment and systems.

▪ Analyze functional test trend logs and monitoring data to verify performance.

▪ Coordinate, witness and document manual functional performance testing and coordinate re-testing as needed.

▪ Maintain a master issues log and separate record of functional testing and report all issues to the contractor.

▪ Review equipment warrantees to ensure that Authorized User’s responsibility as the Building Owner is clearly defined.

▪ Oversee and approve the training of Authorized Users’ operating and maintenance personnel.

▪ Review and approve the preparation of O&M manuals for commissioned equipment and systems.

▪ Compile a comprehensive Commissiong Record, consisting of Summary

Report, listing of non-compliance items with recommendations for correction, and additional reports, logs, plans, schedules, checklists and reviews compiled during the commissioning activities.

7. COST ESTIMATOR SERVICES:

The Contractor Cost Estimator shall have at least five (5) recent years of cost estimating experience on construction projects with a value of $1,000,000 or greater involving multiple trades. The Contractor estimator shall have demonstrated knowledge of cost estimating through a combination of education, training, certification and experience. The Contractor estimator shall have experience in providing estimates in accordance with the CPSM. The Contractor estimator should be certified as a Certified Professional Estimator issued by the American Society of

Professional Estimators (ASPE) or as a Certified Cost Professional issued by the

Association for the Advancement of Cost Engineering (AACE International).

The requirements of the Commonwealth of Virginia Construction and Professional

Services Manual (CPSM), and the latest edition, shall apply to all state funded projects. All estimates shall be prepared in accordance with Section 5.4 and Appendix

E of the CPSM.

8. PROJECT MANAGER SERVICES:

The Contractor Project Manager should have a degree in Construction Management, Building Construction or Engineering. The Contractor Project Manager shall demonstrate through a combination of education and experience the ability to maintain the cost, control the schedule, maintain the CPM and adjust the critical path, account for float, manage the projects, conduct meetings, maintain records, etc.

The Contractor Project Manager shall be knowledgeable of, and experienced in, application of the requirements of the Commonwealth of Virginia Terms and

Conditions of the A/E Contract (CO-3a), the General Conditions of the Construction

Contract (CO-7), and the CPSM.

• The Contractor Project Manager assigned to projects of $1,000,000 in construction costs or greater shall have experience on at least 2 projects of

$1,000,000 or higher.

• The Contractor Project Manager assigned to projects less than $1,000,000 in construction costs shall have three recent years of experience.

The Contractor Project Manager shall provide design period services in the following areas:

• Develop an initial overall schedule that meets the Authorized User’s needs for the project from project approval through occupancy and closeout.

• Assist the Authorize User in preparing the RFP for A/E services, evaluation of responses, and A/E fee negotiation.

• Review documents for consistency with Authorized User’s program/design requirements and provide recommendations regarding compliance/improvements.

• Assist the Authorized User in communicating with project stakeholders.

• Ensure that design submissions are complete, coordinated, and ready for review prior to submittal to DEB.

• Assist the Authorized User in obtaining and facilitating the VE Study, if required.

• Assist the Authorized User in evaluating value management or VE options.

• Compile and maintain a project budget.

• Review and make recommendations regarding change orders submitted by the A/E.

• Assist the Authorized User in the administration of the A/E contract including all Basic Services, Additional Services, and Reimbursable Expenses.

• Assist the Authorized User in obtaining and administering estimating and/or scheduling services.

• Assist the Authorized User in coordinating with utility providers and other entities to arrange for items which will be the Authorized User’s responsibility.

• Assist the Authorized User in identifying project furnishing needs, necessary equipment, and any special requirements associated with those items

(tolerances, lead times, power requirements, etc.).

The Contractor Project Manager shall provide construction period services in the following areas:

• Conduct Preconstruction meeting.

• Ensure all oral orders given by the A/E to the Contractor and/or the Project

Inspector are documented in writing.

• Transmit Authorized User's orders to Contractor.

• Review Contractor's proposed work plan and schedule for logic and durations of activities for coordination with Authorized User's phasing/shutdown schedule, etc.

• Review schedule for adequate time to review submittals.

• Review/recommend approval of project schedule per Section 19 of the Form

CO-7, General Conditions of the Construction Contract Page 7 of 13.

• Report on Contractor adherence to schedule solicitations when needed.

• Review/approve Contractor's periodic progress graph/schedule as it relates to actual progress of the Work.

• Review inspection reports to identify potential issues that could affect the quality or timely delivery of the Work. Notify the Authorized User of such issues and advise the Authorized User of potential corrective action.

• Advise Authorized User on construction matters related to the project.

• Ensure that accurate records of daily weather conditions, Contractor's manpower and equipment on-site, construction activities/work being performed, materials delivered and accepted are maintained.

• Monitor outstanding submittals and/or Requests for Information which may impact job progress, and any other relevant information.

• Monitor progress and quality of work and notify the Authorized User, A/E, and

Contractor of any deficiencies.

• Report any observed Contractor's failure to adhere to safety regulations and the Contractor's safety program to the Contractor and the Authorized User.

• Recommend suspension of work when appropriate.

• Make any checks or inspections as required by the Construction Contract

Documents as the work progresses.

• Coordinate/Schedule Special Inspections with Authorized User's Testing

Contractor.

• Require defective work to be removed and redone.

• Reject inferior or poor workmanship.

• Reject work which does not conform to Contract Documents requirements.

• Require Contractor to make repairs or corrections deemed necessary.

• With Authorized User's approval, suspend work which depends on non-conforming work until an acceptable correction or replacement is provided by the Contractor.

• Make recommendation to the Authorized User regarding the approval of any repair/restoration of damaged work.

• Inspect roof and advise when ready for roof survey.

• Review Contractor's requests for Change Order and make recommendations to Authorized User on validity of request.

• Review Contractor's Change Order, CO-11, pricing and determining validity of amounts proposed; provide recommendation to Authorized User; and assist

Authorized User in negotiating with Contractor when requested.

• Approved Schedule of Values, CO-12, format and content / breakdown to assure level of detail is adequate to assess the work completed and evaluate the certificate for payment.

• Schedule & conduct monthly pay meeting.

• Review CO-12 pay request vs. work done and materials stored and certify amount.

• Make recommendation to the Authorized User regarding approval of monthly pay requests.

• Receive Contractor's Affidavit for Payment of Claims.

• Review Contractor’s requests/claims for extension of time and provide recommendation to Authorized User.

• Review Contractor’s Change Order claims and provide recommendations to

Authorized User.

• Verify Project is ready for substantial completion inspection prior to actual inspection.

• Conduct Substantial Completion Inspection and prepare "Punchlist".

• Conduct Final Completion Inspection.

• Complete and sign Certificate of Substantial Completion, CO-13.1a, and

Certificate of Completion, CO-13.1.

• Ensure closeout documents such as O&M manuals, warranties, training materials, or other materials required by the construction contract have been received and are complete.

• Inventory and ensure that all attic stock required by the Construction Contract has been received and properly stored.

• Ensure "As-Built" drawings prepared by the Contractor reflect the actual as-built conditions.

• Prepare Record Drawings (if this work is deleted, in writing, from the A/E's

Work and included in these services).

9. PROJECT INSPECTION/CLERK OF THE WORKS SERVICES

The Contractor Project Inspector shall meet the qualifications criteria per Chapter 4, Section 4. 20 and Appendix N of the CPSM.

The Contractor Project Inspector shall perform in accordance with CPSM Section

7.6.17.2, Appendix N of the CPSM, and Section 16 of the General Conditions of the

Construction Contract.

10. ROOF CONSULTANT/INSPECTION SERVICES PROVIDER

The Contractor Roof Consultant/Inspector shall meet the qualifications criteria per

Appendix A of the CPSM.

The Contractor Roof Consultant/Inspector shall complete roof inspections and non-destructive roof survey services in accordance with Appendix A of the CPSM.

11. ASBESTOS INSPECTION SERVICES

The Contractor Asbestos Inspector shall meet the qualifications criteria per Section

4.12.12 of the CPSM and shall be appropriately licensed by the Virginia Department of Professional and Occupation Regulation (DPOR).

12. LEAD INSPECTION SERVICES

The Contractor Lead Inspector shall meet the qualifications criteria per Section 4.13 of the CPSM and shall be appropriately licensed by DPOR.

13. SPECIAL INSPECTION AND TESTING SERVICES

The Contractor Special Inspection and Testing Personnel shall meet the qualifications criteria per Section 1703.1.3 and Section 1704.2.1 of the Virginia Construction Code.

The Contractor Special Inspection and Testing Personnel shall perform all applicable

Special Inspections and Testing in accordance with Chapter 17 of the Virginia

Construction Code, CPSM Section 5.15, and Appendix M of the CPSM and Section

1705 of the Virginia Construction Code.

Field tests shall be run at times as required to meet the construction schedules based on a minimum of twelve (12) hours notification. Field test results shall be made immediately available to the Authorized User.

Test results shall be certified and/or interpreted by a professional engineer upon request by the Authorized User. The Contractor shall distribute copies of reports, recommendations and findings.

14. BUILDING MAINTENANCE AND REPAIR SERVICES

The Contractor’s personnel assigned to provide building maintenance and repair services shall have a minimum of five (5) years of experience and any required certifications to perform the list of tasks below. The Contractor shall provide building maintenance and repairs services in the following areas:

• Basic plumbing repairs (non-licensed tasks such as replacing fixtures, unclogging drains)

• Basic electrical tasks allowed without licensure (fixture replacement, minor repairs—varies by jurisdiction)

• HVAC filter replacement, cleaning, minor maintenance (non-licensed)

• Pressure washing- Windows, Structures, Graffiti, and Pavements

• Caulking, sealing, weatherproofing

• Repairs for overhead doors, automatic doors, etc.

• Auditorium Seating Maintenance

15. FACILITY SUPPORT & MISCELLANEOUS SERVICES

The Contractor’s personnel assigned to provide facility support and miscellaneous services shall have a minimum of two (2) years of experience and any required certifications to perform the list of tasks below. The Contractor shall provide facility support and miscellaneous services in the following areas:

• Junk/debris removal (to include hauling away to a regulated agency/landfill).

• Cleaning services (post construction cleanup, general cleaning)

V. OPTIONAL VIRTUAL PRE-BID CONFERENCE:

An optional virtual pre-bid conference will be held on October 7, 2026, at 10:00 AM (ET) via

Microsoft Teams:

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/229361215843740?p=Omq1kQ18Vm2qyOdr7q

Meeting ID: 229 361 215 843 740

Passcode: nq6w3rN9

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+1 434-230-0065,,892790189# United States, South Hill

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Tenant key: commonwealthofvirginia@m.webex.com

Video ID: 112 774 260 1

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The purpose of this conference is to allow potential bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

While attendance at this conference will not be a prerequisite to submitting a bid, bidders who intend to submit a bid are encouraged to attend. Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a written addendum to the solicitation.

VI. TWO-STEP COMPETITIVE SEALED BID PROCESS:

Bidders and bids will be evaluated in a Two-Step process. Bidders who respond to this solicitation must submit responses electronically via eVA.

Step One: An unpriced Technical Proposal adhering to all requirements / specifications as described in the “Scope of Work” must be submitted electronically via eVA. The unpriced

Technical Proposal will be opened and evaluated for all requirements / specifications of the solicitation. There is no negotiation in the two-step competitive sealed bid process; however, DPS at its option may request information from Bidder to clarify material contained in their https://teams.microsoft.com/meet/229361215843740?p=Omq1kQ18Vm2qyOdr7q https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2YzZGRhMzMtMWRmZi00ZDc5LThmYWEtNDg2ODQzZmYwZjcz%40thread.v2/0?context=%7b%22Tid%22%3a%22620ae5a9-4ec1-4fa0-8641-5d9f386c7309%22%2c%22Oid%22%3a%22af0373dd-4dbf-4336-84a7-d4d3b0b21410%22%7d tel:+14342300065,,892790189 https://dialin.teams.cloud.microsoft/69fbdf03-a314-4206-b210-d4d007632545?id=892790189 https://www.webex.com/msteams?confid=1127742601&tenantkey=commonwealthofvirginia&domain=m.webex.com https://teams.microsoft.com/meetingOptions/?organizerId=af0373dd-4dbf-4336-84a7-d4d3b0b21410&tenantId=620ae5a9-4ec1-4fa0-8641-5d9f386c7309&threadId=19_meeting_M2YzZGRhMzMtMWRmZi00ZDc5LThmYWEtNDg2ODQzZmYwZjcz@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing

Technical Proposal. The Technical Proposal is not ranked but determined to be acceptable or not acceptable for meeting the needs based upon the requirements / specifications of the solicitation. The Technical Proposal shall include, but not be limited to, the items below. If any of the requested information is missing, the Technical Proposal may be determined to be not acceptable.

a. Attachment B, Vendor Data Sheet- Complete and sign

b. Attachment C, Small Business Subcontracting Plan- Complete and sign

c. Attachment D, State Corporation Commission Form- Complete and sign

d. Include any additional requirements

e. Specific Plan or Methodology/Approach

Step Two: Technical Proposals that have been determined to be acceptable will be evaluated for award. Attachment F_Bid Sheet must be clearly marked with the Bidder’s name, address, IFB number and title, and must be submitted as a separate document from the technical proposal. Only the Bid Sheet from those Bidders whose unpriced Technical Proposal was determined “acceptable” will be opened and evaluated. An award will be given to the lowest responsive and responsible Bidder(s). Only electronic submission will be accepted via eVA.

VII. SOLICITATION CLARIFICATIONS:

Questions regarding the solicitation must be submitted in writing to Tiffany Ollie via e-mail at tiffany.ollie@dgs.virginia.gov no later than 12:00 P.M. on October 14, 2026. Bidder should identify the email by noting the solicitation number 2STP IFB 128939 in the subject line.

Responses to clarifications may be posted in eVA’s Virginia Business Opportunities (VBO).

The identity of Bidder’s will not be published with the response. Formal changes to the solicitation, including but not limited to, contractual terms and procurement requirements will only be changed by formal written addendum to the solicitation.

There shall be no communication of any type on any aspect of this solicitation, written or otherwise, by any prospective Bidder, including any sub-bidder, Bidder’s agent or other type of Bidder representative, with any employee or agency of the Commonwealth of Virginia, with the exception of the DPS Contracting Officer noted in the solicitation, unless a Bidder is instructed otherwise by the DPS Contracting Officer. Failure to comply with this requirement may disqualify a Bidder from participation in this opportunity.

As used in this IFB, the terms “must”, “shall”, “should” and “may” identify the criticality of requirements. “Must” and “shall” identify requirements whose absence will have a major negative impact on the suitability of the bid. Items labeled as “should” or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary.

VIII. REPORTING REQUIREMENTS:

A. CONTRACTOR'S QUARTERLY REPORT OF SALES:

mailto:tiffany.ollie@dgs.virginia.gov

Contractors shall provide electronic reports in Microsoft Excel format on a quarterly, annual basis, showing total invoiced sales data, which means all invoices are issued within the reporting period. Reports shall be provided no later than the 15th of next month following the end of the calendar quarter, reporting total invoiced sales and return transactions that took place in the immediately preceding quarter. Reports shall be sent to the DPS Contracting Officer. Failure to submit required information in a timely manner may result in cancellation of the Contract.

B. SURCHARGE ADJUSTMENT FEE:

Contractor shall pay the Department of General Services (DGS), a Surcharge

Adjustment (SCA) fee under this Contract. DGS will not issue invoices or statements. The Contractor must remit the SCA fee by the last day of the month following the end of the calendar quarter. The SCA fee equals two percent (2%) of the quarterly reported total invoiced sales. The SCA fee amount due must be paid by check with identification of “Contract Number,” “Report Amounts,” and “Report Period” on either the check stub or other remittance material. DGS may, at its discretion, agree to an electronic funds transfer, in lieu of a check, however in the absence of an express written agreement from DGS that validates the agreement, then the payment shall be made by check as described herein.

Checks shall be payable to: Treasurer, Commonwealth of Virginia.

Checks shall be mailed to:

DGS/Division of Purchases and Supply

ATTN: VSSI Coordinator

PO Box 1199

Richmond, VA 23218-1199

If the full amount of the SCA fee is not paid within 30 calendar days of due date, it shall constitute a debt that the Contractor is obligated contractually to pay to the

Commonwealth of Virginia, and the Commonwealth may exercise all rights and remedies available under law. Reports shall be sent to the DPS Contracting Officer and to the following email address: vssireport@dgs.virginia.gov. Failure to submit sales reports, falsification of sales reports, and or failure to pay the SCA fee in a timely manner may result in cancellation of the Contract.

C. REPORTING AND PAYMENT SCHEDULES:

Quarterly Report Period Sales Months Report Due

1st Quarter Jan, Feb, Mar April 15th

2nd Quarter Apr, May, June July 15th

3rd Quarter July, Aug, Sept October 15th

4th Quarter Oct, Nov, Dec January 15th mailto:vssireport@dgs.virginia.gov

SCA Fee Period Sales Months Payment Due

1st Quarter Jan, Feb, Mar April 30th

2nd Quarter Apr, May, June July 31st

3rd Quarter July, Aug, Sept October 31st

4th Quarter Oct, Nov, Dec January 31st

D. Contractor shall:

1. Meet or conference call at least quarterly with the DPS Contracting Officer to review performance, usage under the Contract, and discuss opportunities for improvements.

2. Provide any documentation or reports as requested by the DPS Contracting Officer.

3. Notify the DPS Contracting Officer, in writing, of any unresolved disputes or problems that have been outstanding for more than thirty (30) days.

IX. INVOICES AND PAYMENT:

A. INVOICES:

Contractor shall submit the invoice(s) to the address designated on the purchase order following acceptance by the Authorized User of goods and services rendered. No invoice may include any cost other than those identified in the purchase order referencing the Contract. Invoice(s) shall provide at a minimum:

1. Name of Authorized User (the ordering entity)

2. Authorized User point of contact and phone/email

3. Description of the goods and/or services provided

4. Contract number

5. Purchase order number

6. Invoice number

7. Invoice date

8. Invoice amount

B. PAYMENT:

Payment will be made in accordance with the Virginia Prompt Payment Act. State

Agencies will pay per §2.2-4350 of the Virginia Prompt Payment Act. Localities will pay per §2.2-4352 of the Virginia Prompt Payment Act. Payments will only be remitted after the receipt of valid invoice and verification of satisfactory goods received and/or completion of work. Payment may be made via a small purchase charge card (SPCC)

(refer to the Mandatory Acceptance of Small Purchase Charge Card (SPCC) term and condition), check or EDI depending on how the Contractor is registered with the

Department of Accounts. Utilization of the SPCC for payment shall not result in any additional fees (transaction fee, service charge etc.).