ATTACHMENT B- DRAFT Master Agreement 4.17.2026.pdf

DRAFT MASTER AGREEMENT

This Master Agreement (“Agreement”), [specify start date or use following language “effective as of the last date executed”] (“Effective Date”), is between Virginia Commonwealth University, a corporation and an institution of higher education of the Commonwealth of Virginia, whose address is 912 West Grace Street, Richmond, VA 23298 (“VCU”, or “University”), and Firm name a ___________ corporation, with offices located at [STREET, CITY, STATE, ZIP], (“Firm name” or “Firm”). VCU and Firm are sometimes referred to individually as a “Party” and collectively as the “Parties.”

WHEREAS, VCU issued a Request for Proposals to solicit proposals for [BRIEF DESCRIPTION OF SERVICES AND/OR GOODS] (the “Services/Goods”), RFP # 123456789 issued Date (the RFP); and

WHEREAS, Firm submitted its proposal dated Date, (the “Proposal”) wherein it wished to be considered, among other things, for the Services/Goods as more fully specified therein; and

WHEREAS, VCU considered all proposals submitted, including the Firm’s Proposal, and VCU now desires to award to Firm, understanding that the final execution date shall be deemed the Award Date; and

WHEREAS, Firm desires to perform the Services/Goods as set forth herein.

NOW THEREFORE, in consideration of the mutual promises set forth herein and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree as follows:

A. AGREEMENT DOCUMENTS: The following documents are integrated into and made part of this Agreement:

1. ATTACHMENT A: General Contractual Provisions (or link https://procurement.vcu.edu/for-suppliers/)

2. ATTACHMENT B: Specific Contractual Provisions

3. ATTACHMENT C: SOW

4. RFP# 123456789 issued Date, in its entirety, by reference;

5. Firm’s RFP Proposal, dated Date, by reference

6. ETC,

Should a conflict arise among the foregoing documents, this Agreement, to include the Contractual Provisions, shall control.

B. TERM and RENEWAL OF CONTRACT: This contract shall have a two (2) year initial term (the “Initial Term”) and may be renewed by VCU upon mutual written agreement of authorized representatives of both Parties for four (4) successive two (2) year periods (the “Renewal Term”) under the terms and conditions of this original Contract or as otherwise agreed in writing by the Parties at such time.

If VCU elects to exercise the option to renew the contract for an additional one (1) year period, the contract price(s) for the additional one (1) year shall not exceed the contract price(s) of the previous contract period increased/decreased by more than the percentage increase/decrease of the Services /Goods category of the CPI-U section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

https://procurement.vcu.edu/for-suppliers/

C. SERVICES/GOODS: Firm shall provide the following Services and/or Goods: [SET FORTH A DESCRIPTION

OF THE SERVICES/GOODS THAT WILL BE PERFORMED/PROVIDED]

D. FIRM RESPONSIBILITIES: [WORK WITH YOUR COMMITTEE MEMBERS TO LIST DELIVERABLES FROM THE VENDOR. ASK: WHAT DOES THE COMMITTEE EXPECT FROM THIS VENDOR THE MOMENT THE CONTRACT

IS SIGNED? WHAT ACTIONS WILL THE FIRM TAKE TO GIVE THE COMMITTEE WHAT IT WANTS?]

E. FEES: VCU shall pay Firm a fee of $________________ [or reference an exhibit with pricing]

F. ACCEPTANCE OF VCU PURCHASE ORDERS: The Firm will provide a detailed statement of work prior to any project summarizing specific services, deliverables, delivery dates, and cost. The Firm will do so without introducing additional terms or conditions and will not require VCU to sign any separate agreements.

G. PAYMENT METHOD AND PAYMENT TERMS:

1. VCU shall pay Firm within the net days specified below following receipt of a proper invoice, services rendered, or goods delivered, whichever is later pursuant to and in accordance with §§ 42-45 of the Rules Governing Procurement of Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth (similar to the Virginia Prompt Payment Act).

2. All payments will be made based on the net terms agreed upon in this Agreement, starting from after receipt of invoice or delivery, whichever occurs last. This shall not affect offers for early payment discounts, however.

3. Fees appearing to be incorrect will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached.

4. Specific Terms:

a) Payment Method: [Indicated what the payment method negotiated is]

b) Payment Terms: [Indicated the payment terms negotiated]

5. Firm acknowledges and agrees that the payment method agreed to under this Agreement shall apply to all invoices and payments related to this Agreement and any other current or future agreements, purchase orders, or transactions involving the same Firm, regardless of remit-to address or locations.

If VCU and Firm execute multiple agreements with different payment methods specified, VCU may, in its sole discretion, select and apply one preferred payment method across all such agreements and associated transactions for consistency and administrative efficiency. VCU may update the payment method in the Firm’s vendor file without further notice.

Any Firm-requested changes must be submitted in writing and are subject to approval by the Office of Procurement Services. Firm may, at any time, upgrade to either the Virtual Card or Premium ACH (Paymode-X) payment method by coordinating with Bank of America or Paymode- X. These upgrades do not require an amendment to the Agreement but VCU reserves the right to reject or deny a change deemed not in the best interest of the University.

H. INVOICING: All invoices will reflect the VCU Purchase Order number and will be emailed to

VCU.Invoices@trustflowds.com or mailed to Accounts Payable, Box 3985, Scranton, PA 18505. For additional information regarding proper invoicing practices follow the link below:

https://procurement.vcu.edu/for-suppliers/vendor-invoicing--payment/

Firm shall comply with all University invoicing requirements, including submission through VCU’s designated intake channels and accurate referencing of applicable Purchase Orders. VCU reserves the right to reject or return any improper invoice, including but not limited to duplicate invoices, without penalty. In the event Firm repeatedly submits improper invoices, VCU may impose administrative fees and costs, and may deduct such fees and costs from future Firm payments.

I. CONTRACTS ADMINISTRATOR: The Firm will not make any commitments/comments or take actions on behalf of the University without the explicit direction of the Contract Administrator.

1. Primary Administrator:

(Option 1 – For University wide contracts) Individual University departments are the point of contact for day-to-day operations under this Agreement. The Firm and Individual University departments acknowledge that no binding changes or amendments to this Agreement can be made without approval of the Office of Procurement Services.

(Option 2 – Agreements for specific departments) The Primary Administrator is the point of contact for day-to-day operations under this Agreement. The Firm and the Primary Administrator acknowledge that no binding changes or amendments to this Agreement can be made without approval of the Office of Procurement Services. The Primary Administrator is:

Provide department contact information

2. Secondary Administrator:

Firm will channel all contract questions not pertaining to a specific service or department request through the VCU’s Procurement Office and the individual named below:

Provide buyer contact information

Any updates to the information in this section may be provided to the Firm in writing. A formal amendment to this Agreement is not required to do so.

J. NOTICES: Notices, requests, claims, legal notices, and other communications not related to the day-to-day operations, but required or permitted under this Agreement, shall be in writing, shall refer specifically to this Agreement, and shall be deemed delivered upon receipt. Any such notices, requests, and other communications shall be addressed as follows:

FOR VCU:

Director Office of Procurement Services 912 West Grace Street, 5th Floor Richmond, Virginia 23298-0327

(804) 828-1077 contracts@vcu.edu

FOR FIRM:

[Name] https://procurement.vcu.edu/for-suppliers/vendor-invoicing--payment/

[Title] [Firm Name] [Firm street address] [Firm city/state/zip] [email]

Any notice sent by any other means shall not be considered duly given or delivered unless the receiving party affirmatively acknowledges receipt.

K. SMALL BUSINESS AND SUPPLIER DIVERSITY (SBSD) CERTIFIED BUSINESSES REPORTING: The Firm will identify and fairly consider SBSD Firms for subcontracting opportunities when qualified SBSD firms are available to perform a given task required under this Agreement. Firm will submit a quarterly SBSD business report to the University by the 8th of the month following each calendar quarter, specifically the months of April, July, October, and January.

Firm will submit the quarterly SBSD business reports, based upon the Firm’s proposed commitment to:

VCU SBSD Reporting swamreporting@vcu.edu

The quarterly SBSD business reports will contain the following information:

1. SBSD firms’ name, address and phone number with which Firm has contracted over the specified quarterly period.

2. Contact person at the SBSD firm who has knowledge of the specified information.

3. Type of goods and/or services provided over the specified period of time.

4. Total amount paid to the SBSD firm as it relates to the University’s account.

Firm’s failure to provide SBSD reports on a quarterly basis which contain the information required by this section and/or Firm’s failure to comply with the plan for utilizing SBSD businesses submitted by Firm as part of its proposal and/or negotiation response may be grounds for debarment pursuant to Section 9(G)(4) of the Purchasing Manual.

IN WITNESS WHEREOF, the Parties agree that this Agreement contains the entire understanding between the Parties and may only be modified upon mutual agreement and executed in writing by authorized representatives of each Party. By signing below, the signatories affirm that they are the authorized representatives of their respective party and have been delegated authority to bind their respective parties in contract.

VIRGINIA COMMONWEALTH UNIVERSITY

By: ___________________________

Name: ___________________________

Title: ___________________________

Date: _____________________________

Firm name

By: ____________________________

Name: ____________________________

Title: ____________________________

Date: ______________________________ https://vascupp.org/sites/vascupp/files/2020-09/hem.pdf

A. COMPLIANCE. Firm1 will comply with all applicable laws, regulations, industry codes, and guidance in performing services under this Agreement.

B. CONFLICT OF INTERESTS. The Firm represents and affirms to the University that its entering into this Agreement with the University and its performance through its agents, officers and employees does not and will not involve, contribute to nor create a conflict of interest prohibited by the Virginia State and Local Government Conflict of Interests Act (§ 2.2-3100 et seq of the Code of Virginia (Virginia Code), the Virginia Ethics In Public Contracting Act (Virginia Code § 2.2- 4367 et seq), the Virginia Governmental Frauds Act (Virginia Code § 18.2-498.1 et seq) or any other applicable law or regulation. Should circumstances change, the Firm will notify the University of any potential conflict of interests prohibited under law.

C. INDEPENDENT CONTRACTOR: Firm is not an employee of the University, but is engaged as an independent contractor.

The Firm will indemnify and hold harmless the Commonwealth of Virginia, the University, and its employees and agents, with respect to all withholding, Social Security, unemployment compensation and all other taxes or amounts of any kind relating to the Firm's performance of this Agreement. Nothing in this Agreement will be construed as authority for the Firm to make commitments which will bind the University, or to otherwise act on behalf of the University, except as the University may expressly authorize in writing.

D. WAIVER OF CLAIMS: No waiver of any right will be deemed a continuing waiver, and no failure on the part of either party to exercise wholly or in part any right will prevent a later exercise of such or any other right.

Notwithstanding anything contained herein to the contrary, VCU is an agency of the Commonwealth of Virginia and as such, pursuant to Virginia Code § 2.2-514, cannot waive or settle legal claims that VCU may have against another party nor may VCU bestow any right or obligation that is beyond the duly granted authority of the signatory to bestow or incur on behalf of the Commonwealth of Virginia.

E. NONDISCRIMINATION/ANTI-DISCRIMINATION: During the performance of this Agreement, Firm will comply with the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975 (VFECA), as amended, the Virginians With Disabilities Act (VDA), the Americans With Disabilities Act (ADA) and § 9 of the Rules Governing Procurement of Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth (Governing Rules).

If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Governing Rules § 36)

In every contract over $10,000, the provisions below apply.

a) During the performance of this Agreement, the Firm agrees as follows:

a. The Firm will not discriminate against any employee or applicant for employment because of race, religion, color, gender, gender identity, national origin, age, disability or other basis prohibited by state law relating discrimination, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Firm. The Firm agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The Firm, in all solicitations or advertisements for employees placed by or on behalf of the Firm, will state that such Firm is an equal opportunity employer.

1 The term “Firm” shall have the same meaning and be interchangeable with the terms “Vendor”, “Supplier” and/or “Firm” as such terms may be used/referenced in this Agreement or any underlying agreement documents.

ATTACHMENT A

GENERAL CONTRACTUAL PROVISIONS

c. Notices, advertisements, and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.

d. If Firm employs more than five employees, Firm shall (i) provide annual training on Firm’s sexual harassment policy to all supervisors and employees providing services in the Commonwealth of Virginia, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post Firm’s sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth of Virginia that Firm owns or leases for business purposes and (b) Firm’s employee handbook.

b) The Firm will include the provisions of a through d above in every subcontract or purchase order over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

F. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Firm warrants and certifies that it does not and will not during the performance of this contract employ unauthorized alien workers, as defined by the federal Immigration Reform and Control Act of 1986 or violate any other provisions of the Act.

G. ANTITRUST: By entering into a contract, Firm conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under this Agreement.

H. NON-APPROPRIATION: Funding for any Agreement between the University and a Firm is dependent at all times upon the appropriation of funds by the Virginia General Assembly and/or any other organization of the Commonwealth authorized to appropriate such funds. In the event that funding to support this Agreement is not appropriated, whether in whole or in part, then the Agreement may be terminated by the University effective the last day for which appropriated funding is available.

I. VIRGINIA MINIMUM WAGE ACT: All Firms must comply with the state and federal minimum wage requirements.

Every Firm shall pay to each of their employee's wages at a rate not less than the greater of (i) the adjusted state hourly minimum wage or (ii) the federal minimum wage as prescribed by Virginia Minimum Wage Act (Virginia Code § 40.1-

28.8 et seq.) and the U.S. Fair Labor Standards Act (29 U.S.C. § 201 et seq.), respectively. For details on minimum wage law requirements, contact the Department of Labor & Industry at: https://doli.virginia.gov.

J. WORKERS' COMPENSATION: Firm will (i) obtain and maintain a workers' compensation policy for all employees in accordance with applicable law, and (ii) comply with all federal and/or state laws and regulations pertaining to Workers' Compensation requirements for insured or self-insured programs.

K. DRUG‐FREE WORKPLACE: Firm, its agents and employees are prohibited, pursuant to Governing Rules §11, and the Commonwealth of Virginia, Department of Human Relations Management Policy No. 1.05, from manufacturing, distributing, dispensing, possessing, or using any unlawful or unauthorized drugs or alcohol while on University property.

During the performance of this Agreement, the Firm agrees to (i) provide a drug-free workplace for the Firm’s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Firm’s workplace and specifying the actions that will be taken against employees for violation of such prohibition: (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Firm that the Firm maintains a drug-free workplace: and (iv) includes the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor providing services under this Agreement.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific agreement awarded to a Firm, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the Agreement.

L. VIRGINIA FOIA: Nothing contained herein is intended to limit VCU’s compliance with the Virginia Freedom of https://doli.virginia.gov/

Information Act (“VFOIA”). For clarity, agreements and pricing between VCU and its vendors are not considered to be exempt from VFOIA requests.

M. STATUTORY DAMAGES: VCU is not authorized to waive damages granted or otherwise available by statute.

N. SOVEREIGN IMMUNITY: VCU is an agency of the Commonwealth of Virginia and is afforded the protection of sovereign immunity under Virginia law. Any claims against VCU or the Commonwealth are subject to the requirements established under Virginia law for bringing such claims against VCU or the Commonwealth, including the Virginia Tort Claims Act (Virginia Code §§ 8.01‐195.1 et seq.) and other applicable statutes relating to claims against the Commonwealth or its agencies. Notwithstanding any other provision, nothing in this Agreement shall be deemed to be or construed as a waiver of VCU’s or the Commonwealth’s sovereign immunity, or any other applicable requirements under Virginia law for bringing claims against VCU or the Commonwealth. The total cumulative liability of the University, its officers, employees, and agents in connection with this Agreement or in connection with any goods, services, actions or omissions relating to this Agreement, shall not under any circumstance exceed payment of the maximum purchase price.

O. REPRESENTATIONS AND WARRANTIES: All representations and warranties made by the University are made to the best of its knowledge at the time the representation or warranty is made. University will use its best efforts to comply with all conditions and restrictions on its accounts and the services provided hereunder.

P. INFORMATION TECHNOLOGY ACCESS: All electronic and information technology procured through this agreement must meet the applicable accessibility standards of Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended and is viewable at http://www.section508.gov. If requested, the Firm must provide a detailed explanation of how compliance with Section 508 of the Rehabilitation Act is achieved and a validation of concept demonstration Additionally, in accordance with § 2.2-3504 of the Code of Virginia, the following will apply to all information technology Agreements:

All information technology (“Technology”) which is purchased or upgraded by the University will comply with the following non-visual access standards from the date of purchase or upgrade until the expiration of this Agreement:

1. Effective, interactive control and use of the Technology shall be readily achievable by nonvisual means;

2. The Technology equipped for nonvisual access shall be compatible with information technology used by other individuals with whom any blind or visually impaired user of the Technology interacts;

3. Nonvisual access technology shall be integrated into any networks used to share communications among employees, program participants or the public; and

4. The technology for nonvisual access shall have the capability of providing equivalent access by nonvisual means to telecommunications or other interconnected network services used by persons who are not blind or visually impaired.

Compliance with the foregoing nonvisual access standards shall not be required if University’s Executive Director of Procurement Services determines (i) the Technology is not available with nonvisual access because the essential elements of the Technology are visual and (ii) nonvisual equivalence is not available.

Installation of hardware, software, or peripheral devices used for nonvisual access is not required when the Technology is being used exclusively by individuals who are not blind or visually impaired, but applications programs and underlying operating systems (including the format of the data) used for the manipulation and presentation of information shall permit the installation and effective use of nonvisual access software and peripheral devices.

If requested, the Firm must provide a detailed explanation of how compliance with the foregoing nonvisual access standards is achieved and a validation of concept demonstration. The requirements of this Paragraph shall be construed to achieve full compliance with the Information Technology Access Act, Virginia Code §§ 2.2-3500 through 2.2-3504.

http://www.section508.gov/

Q. ARBITRATION: Neither Party shall be compelled to agree to any form of binding alternative dispute resolution, but may request and/or opt to participate in non-binding alternative dispute resolution in its sole discretion.

R. CONTRACTUAL CLAIMS PROCEDURE: Governing Rules § 53 (similar to the Virginia Acts of Assembly of 2007, Chapter 943, Chapter 3, Exhibit P and its attachments) requires Firms with the University to submit any claims, whether for money or other relief, in writing no later than 60 days after final payment; however, written notice of the Firm’s intention to file such a claim must be given at the time of the occurrence or beginning of the work upon which the claim is based.

The University's procedure for deciding such contractual claims is:

1. Firm must provide the written claim to:

Assistant Director of Purchasing Virginia Commonwealth University Office of Procurement Services 912 West Grace Street Box 980327 Richmond, Virginia 23298

2. Although Firm may, if it chooses, attempt to resolve its claim by dealing with a University department other than the one stated in Section 1 above, Firm must submit any unresolved claim in writing no later than 60 days after final payment to the Assistant Director of Purchasing if it wishes to pursue its claim.

3. Upon receiving the written claim, the Assistant Director of Purchasing will review the written materials relating to the claim and decide whether to discuss the merits of the claim with Firm. If such discussion is to be held, the Assistant Director of Purchasing will contact Firm and arrange such discussion. The manner of conducting such discussion will be as Assistant Director of Purchasing and Firm mutually agree.

4. The Assistant Director of Purchasing will mail his or her decision to Firm within 60 days after receipt of the claim. The decision will state the reason for granting or denying the claim.

5. Firm may appeal the decision to:

Executive Director of Procurement Services Virginia Commonwealth University Office of Procurement Services 912 West Grace Street Box 980327 Richmond, Virginia 23298

Provide a written statement explaining the basis of the appeal within fifteen (15) calendar days after Firm's receipt of the decision.

6. Upon receiving the written appeal, the Executive Director of Procurement Services will review the written materials relating to the claim and decide whether to discuss the merits of the claim with Firm. If such discussion is to be held, the Executive Director of Procurement Services will contact Firm and arrange such discussion. The manner of conducting such discussion will be as the Executive Director of Procurement Services and the Firm mutually agree.

7. The Executive Director of Procurement Services will mail his or her decision to Firm within 60 days after the receipt of the appeal. The decision will state the reasons for granting or denying the appeal.

Nothing in this procedure will preclude either party from filing a claim in any court of the Commonwealth of Virginia to seek legal or equitable remedy if a dispute should arise, in addition to such other remedies as are expressly provided in this Agreement. Firm may not, however, file such claim unless and until it has complied fully with the procedure set forth in this provision.

S. PAYMENT OFFSET: In the event any payment from VCU to Firm is intercepted and offset by the federal government or the Commonwealth of Virginia pursuant to applicable law, such payment shall be deemed received in full by Firm for the applicable services or goods. Firm acknowledges that it shall not seek additional payments from VCU, suspend services, or refuse to perform under this Agreement solely due to such lawful offset. This provision shall not limit Firm’s rights to pursue remedies directly with the applicable governmental entity responsible for the offset, nor shall it preclude Firm from enforcing its rights under this Agreement in the event of non-payment unrelated to such offset.

T. PURCHASING MANUAL. This Agreement is subject to the provisions of the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and Their Vendors (Purchasing Manual) and any subsequent revisions, which is available on Procurement and Supplier Diversity Services website at:

https://vascupp.org/sites/vascupp/files/2020-09/hem.pdf.

U. REALSOURCE REGISTRATION: The Firm is required to register in VCU’s source-to-pay platform, RealSource, upon signing an agreement with VCU. For information on registering, visit realsource.vcu.edu. Registration is free, and registered vendors shall have access to purchase order, invoice, and payment information. Firm is responsible for the security of its RealSource portal account, including restricting access to it, maintaining the confidentiality of login information, and taking any other actions necessary to protect the security of the Firm’s account. VCU will not be responsible for a third party’s fraudulent collection of VCU payments due to the Firm’s failure to update or protect its account information. If this is a cooperative procurement, this clause shall apply to orders placed by VCU only.

V. ORDERING PROCESS. The University does not place verbal orders for Goods and Services. The University may only place orders for the Goods and Services by issuing a formal written Purchase Order in advance of Firm’s provision of the Goods and Services. Accordingly, at the University’s request, the Firm will issue a proposal/quotation listing the Goods and Services desired by the University and the corresponding fees and/or fee estimates. After any necessary discussions and/or revisions, the University will issue a corresponding Purchase Order for a specified fee amount. This specified fee amount cannot be exceeded by the Firm unless a new formal written Purchase Order or Purchase Order revision is issued by the University authorizing a specific additional fee amount. Under no circumstances does the University authorize the Firm to provide the Goods and Services before receipt of a formal written Purchase Order corresponding to its proposal/quotation. If the Firm provides Goods and Services prior to receipt of a formal written Purchase Order, or incurs costs in excess of authorized purchase order fee amounts, it does so at its own risk.

W. eVA REGISTRATION: The eVA Internet electronic procurement solution is the Commonwealth of Virginia's comprehensive electronic procurement system. The portal, found at www.eva.virginia.gov, is a gateway for Firms to conduct business with state agencies and public bodies. All agencies and public bodies are expected to utilize eVA and all Firms desiring to provide goods and/or services in the Commonwealth are encouraged to participate in the eVA Internet e-procurement solution. Firm is required to register in the eVA Internet e-procurement solution as a condition of award and remain eVA registered during the term of this Agreement.

Firm shall be responsible for the security of its eVA account, including restricting access to it, maintaining the confidentiality of login information, and taking any other actions necessary to protect the security of Firm’s account.

VCU will not be responsible for a third party’s fraudulent collection of VCU payments due to Firm’s failure to update or protect its account information.

X. eVA FEES: Unless the procured services are exempt pursuant to eVA standard, Firm will be subject to an eVA transaction fee, for which Firm will be invoiced by Commonwealth of Virginia, Department of General Services. The Commonwealth shall assess eVA transaction fees as specified below for each order resulting from this Agreement. The Vendor transaction fee (which is subject to change) is:

5. DSBSD‐certified Small Businesses: 1%, capped at $500 per order.

6. Businesses that are not DSBSD‐certified Small Businesses: 1%, capped at $1,500 per order.

The specified Vendor transaction tee will be invoiced by the Commonwealth of Virginia Department of General Services, approximately 30 days after the corresponding purchase order is issued and the invoice is payable 30 days after the invoice date. Firm shall be prohibited from recouping or seeking reimbursement of the eVA fee by invoicing the University for the fee.

Y. SMALL BUSINESS AND SUPPLIER DIVERSITY (SBSD) CERTIFIED BUSINESSES REPORTING: If Firm has a SBSD plan or is required to have a SBSD plan, the Firm will identify and fairly consider SBSD Firms for subcontracting opportunities when qualified SBSD firms are available to perform a given task required under this Agreement. Firm will submit a https://vascupp.org/sites/vascupp/files/2020-09/hem.pdf quarterly SBSD business report to the University by the 8th of the month following each calendar quarter, specifically the months of April, July, October, and January.

Firm will submit the quarterly SBSD business reports, based upon the Firm’s proposed commitment to:

VCU SBSD Reporting swamreporting@vcu.edu

The quarterly SBSD business reports will contain the following information:

1. SBSD firms’ name, address and phone number with which Firm has contracted over the specified quarterly period.

2. Contact person at the SBSD firm who has knowledge of the specified information.

3. Type of goods and/or services provided over the specified period of time.

4. Total amount paid to the SBSD firm as it relates to the University’s account.

Firm’s failure to provide SBSD reports on a quarterly basis which contain the information required by this section and/or Firm’s failure to comply with the plan for utilizing SBSD businesses submitted by Firm as part of its proposal and/or negotiation response may be grounds for debarment pursuant to Section 9(G)(4) of the Purchasing Manual.

Z. FEDERAL PROVISIONS: For Contracts funded by a U.S. Government grant or contract, the following provisions found in Appendix II of the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards; Final Rule (2 CFR Part 200, et al) shall be incorporated and made a part of this Contract.

AA. LIMITATION OF LIABILITY: Firm shall be liable for the direct damages caused by the negligence of itself, its officers, employees, and agents in connection with this Agreement or any goods, services, actions, or omissions relating to this Agreement.

BB. GRAMM‐LEACH‐BLILEY ACT: If applicable, the Firm shall comply with the Act by implementing and maintaining appropriate safeguards to protect and prevent unauthorized release of student, faculty and staff nonpublic information. Nonpublic information is defined as social security numbers, or financial transactions, bank, credit, and tax information.

CC. INTERNATIONAL TRAFFIC IN ARMS REGULATIONS (ITAR): If Firm is providing any items, data or services under this order that are controlled by the Department of State, Directorate of Defense Trade Controls, International Traffic in Arms Regulations (ITAR), it must notify (by sending an email to exportctrl@vcu.edu and receive prior written authorization from, the University’s Export Compliance Program before delivery. The notification provided by the supplier shall include the name of the Virginia Commonwealth University point of contact, identify each ITAR-controlled commodity, provide the associated U.S. Munitions List (USML) category number(s), and indicate whether or not the determination was reached as a result of a commodity jurisdiction or self-classification process. Firm agrees that if it fails to notify the University that it is providing ITAR-controlled items, data or services, it shall reimburse the University for any fines, legal costs and other fees imposed by the above-named regulatory agency for any violation of export controls regarding the provided items, data or services.

DD. COOPERATIVE PROCUREMENT / USE OF AGREEMENT BY THIRD PARTIES: It is the University’s intent to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institution, or any University-related foundation (Additional Users) may access this Agreement if authorized by Firm.

To that end and if agreeable with the Firm, upon written request from Additional Users the Firm may allow access to the contract. Although the University desires to provide access on such contract to Additional Users, the Firm is not required to provide such access. A Firm’s willingness to provide this access to Additional Users, will not be a consideration in awarding this contract. Although the Additional Users have access to any resulting contract, Additional Users are not bound to use the contract and any use of the contract is strictly optional. If the Additional Users choose to access the contract and the Firm agrees to such access, the terms and conditions of the contract will be in full force and effect as between the Additional Users and the Firm. VCU will have no responsibility for the resolution of any contractual disputes, or for payment for services rendered which may arise from an Additional User https://vascupp.org/sites/vascupp/files/2020-09/hem.pdf https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20II%20to%20Part%20200 https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20II%20to%20Part%20200 accessing the contract. The Firm understands and agrees that it shall not have any recourse against VCU with respect to any claim it may have against another Additional User that accessed this contract.

EE. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the Firm desires to subcontract some part of the work specified herein, the Firm shall furnish the University with the names, qualifications and experience of their proposed subcontractors. The Firm shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the Contract.

FF. VCU CAMPUS COMPLIANCE: Any Firm personnel visiting the University’s facilities will comply with all applicable University policies regarding access to, use, and conduct within such facilities. Please note that VCU is a smoke and tobacco-free campus (VCU Smoke and Tobacco-Free Campus Policy). In addition, if on-campus access, identification cards, or parking are required to perform or meet Firm's obligations under this Agreement, the Firm shall comply with all applicable University procedures:

• Information on University identification cards is available at: https://cardservices.vcu.edu/

• Building access requirements are outlined at: https://cardservices.vcu.edu/access-control/building-access/

• Contractor parking information is available at: https://parking.vcu.edu/parking/contractors/

All costs associated with obtaining on-campus University identification, access credentials, background checks, or parking are the responsibility of the Firm unless otherwise stated in writing by the University.

GG. CRIMINAL BACKGROUND INVESTIGATION: If Firm employees and agents will be on the VCU campus, or have access to protected data as defined herein, Firm must comply with the following: Firm shall ensure that its employees, full-time or part-time, including newly hired, re-hired, seasonal, and/or temporary, who may have access to VCU confidential or proprietary information, or data about VCU personnel or students, have passed a criminal background check pursuant to the Virginia Code § 2.2-1201.1. Criminal background checks shall comply with the standards set forth in VCU’s employment policies found at:

https://policy.vcu.edu/doctract/documentportal/08DA32A63EDBCEAAB4962445672CE290

Specifically, Firm shall ensure an investigation is conducted by a third-party vendor utilizing courthouse records and national databases to obtain records within the past seven (7) years. Convictions related to drugs, violence and/or sexual behavior are generally considered job related due to the nature of the VCU environment and the need to provide reasonable levels of protection for students, patients, employees, visitors, and institutional resources.

HH. INTELLECTUAL PROPERTY RIGHTS/DISCLOSURE: Unless expressly agreed to the contrary in writing, all goods, products, materials, documents reports, writings, video images, photographs or papers of any nature including software or computer images prepared or provided by Firm (or its subcontractors) for the University will not be disclosed to any other person or entity without the written permission of the University. The Parties agree that any such intellectual property created as a result of this agreement shall be deemed as a Work-for-Hire, as defined under federal copyright law. For the avoidance of doubt, Firm retains all rights in its pre-existing intellectual property, including its proprietary tools, methods, processes, know-how, templates, and any other intellectual property developed outside the scope of this Agreement. Firm warrants to the University that the University will own all rights, title and interest in any and all intellectual property rights created in the performance or otherwise arising from this Agreement and will have full ownership and beneficial use thereof free and clear of claims of any nature by any third party including without limitation copyright or patent infringement claims.

Firm will execute any assignments or other documents needed for the University to perfect such rights.

Notwithstanding the foregoing, for research collaboration pursuant to subcontracts under sponsored research agreements administered by the University's Office of Sponsored Programs, intellectual property rights will be governed by the terms of the grant or contract to the University to the extent such grant or contract requires intellectual property terms to apply to subcontractors.

II. BRAND STANDARDS: Firm warrants that any Creative Work produced for the University (1) will comply with the University’s brand standards and (2) in its end application, will fit the visual look and feel of the overall brand aesthetic, brand concept, color palette, visual effects, photographic and video style standards, and make correct use of all marks including logos and identity components. Firm agrees that the University, in its sole discretion, will determine Firm’s https://policy.vcu.edu/doctract/documentportal/08DA32A740D326A5AB294B9599584DF1 https://cardservices.vcu.edu/?utm_source=chatgpt.com https://cardservices.vcu.edu/access-control/building-access/?utm_source=chatgpt.com https://parking.vcu.edu/parking/contractors/?utm_source=chatgpt.com https://policy.vcu.edu/doctract/documentportal/08DA32A63EDBCEAAB4962445672CE290 compliance with this Provision. Creative Work includes, but is not limited to: websites, applications, electronic communications, newsletters, advertisements, mailings, magazines, and other communication materials (digital and print) produced for the University. For additional guidance, Firm should consult the VCU Brand Guidelines at https://brand.vcu.edu/vcu-university/guidelines (requires registration) or contact University Trademark and Licensing (trademarks@vcu.edu.)

JJ. TRADEMARKS/LOGOS AND PROMOTIONAL ACTIVITY: The University retains all rights, title and interest to its trademarks, logos and other intellectual property. Firm shall obtain approval in writing from the VCU Division of University Relations prior to use of any VCU marks, name, or logos. For all merchandise and apparel production, Firm warrants it is an officially licensed vendor in good standing with the University’s authorized licensing agent (currently CLC). During the Term of the Agreement, Firm may reference the University as a customer in sales and marketing materials and public statements (“Promotional Materials”), provided such Promotional Materials do not include opinions explicitly or implicitly attributed to the University about the quality of the goods and/or services provided to the University. In no event shall Firm request that the University or any University employee endorse Firm or Firm’s goods and/or services.

Promotional Materials may include the name “Virginia Commonwealth University” and VCU’s approved institutional logo solely to identify accurately the University as an entity to whom Firm provides goods and/or services.

Furthermore, the University grants Firm a limited, nonexclusive license to display the University’s trademarks/logos solely as they are made available to Firm in connection with Firm’s goods and/or services.

KK. LICENSING COMPLIANCE AND REMEDIATION: Firm shall ensure all merchandise is produced under safe and humane working conditions in accordance with the Fair Labor Association (FLA) Workplace Code of Conduct and shall proactively flag any unauthorized branding requests from University departments. Failure to maintain proper licensing or the unauthorized use of University Marks shall constitute a material breach of this Agreement. In the event of non-compliant production, Firm shall, at its sole cost, promptly remediate the issue or forfeit any right to payment for such goods, and shall indemnify the University against any claims of trademark infringement resulting from the Firm's unauthorized use.

LL. MARKETING AT VCU: The University encourages Firm to appropriately and specifically market itself to applicable end-using University departments that may be interested in Firm’s goods and/or services. However, Firm shall not use non-specific mass marketing formats; such as, but not limited to, spam, emails and junk mail. In the event that Firm engages in non-specific mass marketing formats, the University, in its sole discretion, may choose to terminate this Agreement.

MM. FAILURE TO DELIVER GOODS OR SERVICES: In case of failure to deliver goods or services in accordance with the Agreement terms and conditions, VCU, after oral or written notice, may procure them from other sources and hold the Firm responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which VCU may have.

NN. SHIPPING: Firm shall ship all goods FOB (Freight on Board) Destination at the actual freight rate based upon the actual weight of the goods to be shipped. All prices unless otherwise specified are FOB Destination, Freight Prepaid and Allowed.

OO. INSTALLATION DELIVERY AND STORAGE: If applicable, it shall be the responsibility of the Firm to make all arrangements for delivery, unloading, receiving and storing materials in a VCU building during installation. VCU will not assume any responsibility for receiving these shipments. Firm shall check with VCU and make necessary arrangements for security and storage space in the building during installation.

PP. TESTING AND INSPECTION: To the extent applicable, VCU reserves the right to conduct any testing/inspection it may deem advisable to ensure goods and services conform to the specifications/Agreement.

QQ. TAXES: Firm acknowledges all sales to the Commonwealth of Virginia are normally exempt from State sales tax. State sales and use tax certificates of exemption, Form ST‐12, will be issued upon request. Deliveries against this Agreement shall usually be free of Federal excise and transportation taxes. The Commonwealth's excise tax exemption registration number is 54‐73‐0076K.

RR. AUDIT: The Firm shall retain all books, records, and other documents relative to this Agreement for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The University, its authorized https://brand.vcu.edu/vcu-university/guidelines mailto:(trademarks@vcu.edu agents, and/or State auditors shall have full access to and the right to examine any of said materials during said period.

SS. FAVORED CUSTOMER: Firm represents that the prices, terms, warranties, and benefits are comparable to or better than the equivalent terms being offered by the Firm to any present customer.

TT. ADDITIONAL GOODS AND SERVICES: The University reserves the right to have the Firm provide additional goods and/or services that may be required by the University during the Term of this Agreement. Any such goods and/or services will be provided under the same terms and conditions of this Agreement. Such additional goods and services may include other products, components, accessories, subsystems or services provided by the Firm. These additional goods and services will be provided to the University at Favored Customer pricing.

UU. EXTRA CHARGES NOT ALLOWED: The Agreement price shall reflect all fees to be incurred for the performance of the Agreement, including all applicable freight and installation charges. Any additional fees that arise during the performance of the Agreement shall only be paid if approved by the University prior to incurring such fees.

VV. INDEMNIFICATION: Firm agrees to indemnify, defend, and hold harmless VCU, the Commonwealth of Virginia, and their officers, employees and agents from any claim, damage, liability, injury, expense or loss, including defense costs and attorneys’ fees, arising from Firm’s negligence under this Agreement. Accordingly, VCU shall promptly notify Firm of any claim or action brought against VCU in connection with this Agreement. Upon such notification, and at the request and direction of VCU and/or the Office of the Attorney General, Firm will immediately defend any such claim or action pursuant to the provisions and requirements of Virginia Code § 2.2-514.

WW. CONFIDENTIAL INFORMATION: “Confidential Information” means all information of a party (“Disclosing party”) disclosed or made available to the other party (“Receiving party”) that (i) is clearly marked or identified as such at the time of disclosure or within a reasonable time thereafter; or (ii) should be reasonably known by the Receiving party to be…