CC0425-JMC WS Magazine Advertising Services.pdf

REQUEST FOR PROPOSALS

(“RFP”)

RFP NO. CC0425-JMC

PROJECT TITLE: WSU is seeking proposals from experienced advertising consulting firms for

Washington State Magazine advertising sales and management services

WSU DEPARTMENT: University Marketing and Communications

PROPOSAL DUE DATE: July 17, 2026, at 4:00 pm Pacific Time, Washington, USA.

RESPONDENT ELIGIBILITY: This procurement is open to those Respondents that satisfy the minimum qualifications stated herein and that are available for work in Washington State.

Table of Contents

1. INTRODUCTION

2. GENERAL INFORMATION FOR CONTRACTORS

3. CONTENTS OF THE PROPOSAL

4. EVALUATION AND CONTRACT AWARD

1. INTRODUCTION

1.1. PURPOSE

Washington State University (hereafter “University” or “WSU”) is initiating this Request for Proposals (“RFP”) to solicit proposals from experienced advertising consulting firms (the “Consultant”, “Respondent,” the “Vendor,” the “Bidder” or, post-award, the “Contractor”) with a proven track record in magazine advertising sales. The selected firm will provide expert management and solicitation of advertisements on behalf of Washington State Magazine.

1.2. ABOUT WASHINGTON STATE UNIVERSITY

University Overview

Founded in 1890 in Pullman, WSU is Washington’s land-grant university with a mission of improving the quality of life for all citizens -- locally, nationally, and globally. As a comprehensive leading land-grant institution, WSU is committed to excellence in each of its research, teaching and outreach missions. WSU’s mission is to drive education and innovation into Washington’s communities to support and grow the state’s economy.

Washington State Magazine Overview Washington State Magazine (WSM) tells the stories of Washington State University, the state, and WSU alumni. Distributed to more than 150,000 readers across the United States in three print issues per year (January, May, and August). Readers are concentrated in the Pacific Northwest, primarily in western Washington.

View the WSM Advertising Guide: https://magazine.wsu.edu/advertising/

1.3. OBJECTIVES

The primary objective of this RFP is to increase advertising revenue for Washington State Magazine through proactive print advertising sales. Respondents may optionally propose services and pricing for digital advertising.

1.4. SCOPE OF WORK

The mandatory scope is advertising sales and management for print issues. Attachment 1 to this RFP provides full details. Respondents may also propose optional digital advertising services.

1.5. PERIOD OF PERFORMANCE

The period of performance of any contract resulting from this RFP will have an initial term of approximately one year, with options for five (5) one-year renewals. WSU reserves the right to engage the selected respondent for future services at its sole discretion, subject to mutual agreement on terms and conditions.

1.6. MINIMUM BIDDER QUALIFICATIONS

1.6.1. Eligible to enter into a contract with a state of Washington agency.

1.6.2. Licensed and registered, or capable of licensing and/or registration, as may be required in the state of Washington.

1.6.3. Bidder’s ability to provide services remotely.

1.6.4. Experience providing advertising sales consulting services for magazines or similar publications.

1.7. BIDDER PREFERRED QUALIFICATIONS

1.7.1. Existing contracts in higher education/Alumni/PNW markets.

1.7.2. Firm: At least five years’ experience serving as a successful advertising consultant for magazines/publications similar in size and budget to WSM.

https://magazine.wsu.edu/advertising/

1.7.3. Team: At least two years’ experience serving as part of a successful advertising consultant team for magazines/publications similar in size and budget to WSM.

1.7.4. Resources, experiences, and contacts available to solicit advertising for WSM.

1.7.5. Describe the staffing model and availability for team to be assigned.

1.7.6. Demonstrate ability to design an appropriate project approach.

1.7.7. Effective project management practices.

1.7.8. Demonstrated track record of meeting deadlines and performance goals.

2. GENERAL INFORMATION FOR CONTRACTORS

2.1. RFP COORDINATOR

The RFP Coordinator is the sole point of contact in the University for this procurement. Unless otherwise provided herein, all communication between the Respondent and the University upon release of this RFP shall be with the RFP Coordinator, as follows:

Name JoAnne Costa

Address Washington State University French Administration Building Pullman, WA 99164

Attn: CC0425-JMC

E-Mail Address joanne.costa@wsu.edu

Phone Number 509-335-3695

Only communication in writing between the Respondents and the RFP Coordinator will be binding.

Communication regarding the RFP directed to parties other than the RFP Coordinator may result in disqualification of the Respondent.

2.2. ESTIMATED SCHEDULE FOR PROCUREMENT ACTIVITIES

Issue Request for Proposals June 15, 2026

Question & answer period Ends June 23, 2026 @ 4:00 pm PT

Issue last addendum to RFP June 26, 2026

Proposals due to joanne.costa@wsu.edu July 17, 2026 @ 4:00 pm PT

The University reserves the right to revise the above schedule.

2.3. SUBMISSION OF PROPOSALS

Proposals must be received by the RFP Coordinator no later than 4:00 p.m. Pacific Time, on July 17, 2026. Proposals received after this deadline will be late and may be deemed ineligible for consideration.

Proposals must be submitted electronically as an attachment to an e-mail sent to joanne.costa@wsu.edu. The email subject line must include CC0425-JMC, the company name for the bidder, and Due July 17, 2026. All attachments to the e-mail must be in PDF format, except Exhibit C may remain as an Excel file. Zipped files cannot be received by WSU and cannot be used for submission of proposals. The cover submittal letter and the Certifications and Assurances form need a scanned or verified digital signature of the individual within the organization authorized to bind the Contractor to the offer. Respondents that do not receive a reply from joanne.costa@wsu.edu confirming receipt of their proposal may call 509-335-3695 to confirm receipt.

Respondents should allow adequate time to ensure confirmation of timely receipt of their electronic responses by the RFP Coordinator. Washington State University assumes no responsibility for delays caused by any delivery service. Late responses may be disqualified from further consideration.

2.4. REVISIONS TO THE RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be published on https://fortress.wa.gov/ga/webs/. To ensure efficient and equitable responses, Bidders are limited to no more than ten questions total during the Q&A period. Any questions submitted over this limit may not be responded to by WSU. The published questions and answers and any other pertinent information shall be provided as an addendum to the RFP and will be placed on the website.

The University also reserves the right to cancel or reissue the RFP in whole or in part, prior to execution of a contract.

2.5. ACCEPTANCE PERIOD

Proposals must provide for acceptance by the University for at least 90 calendar days after the due date for this RFP.

2.6. MODEL CONTRACT

The Apparent Successful Contractor will be expected to enter into a contract including terms and conditions legally consistent with the Model Contract attached as Exhibit D. The Respondent may submit exceptions to the Model Contract as allowed in the Certifications and Assurances form, Exhibit A to this RFP, available here. The Respondent should provide alternate language for any exceptions taken to WSU’s Model Contract. The University will review any properly requested exceptions and accept or reject the same at its sole discretion. Blanket exceptions to the Model Contract, or the inclusion of any other template agreement, will not be reviewed by WSU and may result in a bid being designated as non-responsive.

2.7. NO OBLIGATION TO CONTRACT

This RFP does not obligate the state of Washington or the University to contract for products or services specified herein.

2.8. INSURANCE COVERAGE

The Apparent Successful Contractor is to furnish the University with a certificate(s) of insurance executed by a duly authorized representative of each insurer, showing compliance with the insurance requirements set forth in the General Terms and Conditions to the Model Contract available here.

2.9. ADDITIONAL TERMS INCORPORATED BY REFERENCE

2.9.1. The WSU “RFP General Terms and Conditions” (dated April 2025) are incorporated by reference into this RFP and is available here.

2.9.2. The WSU “General Terms and Conditions” (dated August 20, 2025) are incorporated by reference into this RFP and is available here.

2.9.3. The WSU “Data Security Addendum” (dated August 20, 2025) is incorporated into this Contract by reference and is available here.

https://fortress.wa.gov/ga/webs/ https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/04/RFP-Exhibit-A-Certifications-and-Assurances-Fillable.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/08/General-Terms-and-Conditions-8.20.2025.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/04/RFP-General-Terms-and-Conditions-April-2025.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/08/General-Terms-and-Conditions-8.20.2025.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/08/Data-Security-Addendum-8.20.2025.pdf

3. CONTENTS OF THE PROPOSAL

3.1. LENGTH OF PROPOSAL

Proposals are limited to 30 pages, excluding Exhibit A, B, and C. Resumes of principals may be included in the 30 pages, but resumes for all team members are not requested and may not be reviewed by the evaluating team. Brevity is appreciated by the evaluating team.

3.2. PROPOSAL REQUIREMENTS

In addition to the Bidder Qualifications in Sections 1.6 and 1.7 above, proposals shall address the following:

3.2.1. Provide a client list.

3.2.2. Provide references from other magazines.

3.2.3. Include a commission-based compensation proposal without guarantees. (See details below.)

3.2.4. If including optional digital advertising, attach a Voluntary Product Accessibility Template

(VPAT) or other reports describing how processes, tools, and deliverables meet WCAG 2.1 Level AA digital accessibility standards.

3.3. COST PROPOSAL (USING EXHIBIT C)

Provide a transparent, strictly commission-based compensation model with no guarantees or minimum payments.

3.3.1. Proposed commission percentage on gross advertising revenue from print advertisements based on estimated first year advertising budget of $65,000.

3.3.2. Separate optional digital advertising if proposed.

3.3.3. Any additional fees, estimated expenses or other costs

3.3.4. Notes or Assumptions.

3.4. PROPOSAL SECTIONS:

TITLE DESCRIPTION

INTRODUCTION Letter of introduction requesting consideration for this opportunity and demonstrating an understanding of the Scope of Work.

QUALIFICATIONS &

EXPERIENCE

Provide responses to Sections 1.6, 1.7, and 3.2 above. Clearly identify experience with magazines/publications similar to WSM.

PLAN OF APPROACH,

TIMELINE & AVAILABILITY

Provide a detailed project timeline and an approach for delivering the items in Attachment 1. Including any optional digital advertising or other additional deliverables recommended.

COST

(USE EXHIBIT C)

Using Exhibit C, provide commission rate based on estimated $65,000 advertising budget and all other fees and costs. Provide additional fee notes.

NOTE: Billing terms must not require any prepayment in advance for services.

Progress billings are acceptable.

REFERENCES Provide a list of clients. Provide references from other magazines. Include contact information for at least three (3) references that required similar services that may be contacted if deemed a finalist.

OTHER INFORMATION Any additional information relevant to this RFP.

WSU FORMS Exhibit A Certification and Assurances and Model Contract Exceptions

Exhibit B Contractor Information Exhibit C Fee Worksheet – Excel file https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/04/RFP-Exhibit-A-Certifications-and-Assurances-Fillable.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/04/RFP-Exhibit-B-Contractor-Information-Fillable.pdf

4. EVALUATION AND CONTRACT AWARD

4.1 EVALUATION PROCEDURE

Responsive proposals will be evaluated strictly in accordance with the requirements stated in this solicitation and any addenda issued. The evaluation of proposals shall be accomplished by an evaluation team(s), to be designated by the University, which will determine the scoring of the proposals.

The RFP Coordinator may contact a Respondent for clarification of any portion of their proposal.

4.2 EVALUATION WEIGHTING AND SCORING

All Proposals will be initially reviewed for administrative compliance with the requirements set forth in this RFP. Any failure to provide information requested or to follow the instructions provided herein, may result in a determination that your proposal is not responsive. All responsive proposals will be evaluated as follows:

TITLE DESCRIPTION MAXIMUM POINTS

INTRODUCTION Responsiveness Analysis Pass / Fail

QUALIFICATIONS Bidder Preferred Qualifications & Proposal Requirements

20 points max

CLIENT LIST &

REFERENCES

Strength of client list & references 15 points max

PLAN OF APPROACH Plan of Approach, Timeline & Availability (including optional digital)

30 points max

COST Print Commission rate 35 points max

The University reserves the right to award the contract to the Respondent whose proposal is deemed to be in the best interest of the University and the state of Washington.

4.3 ORAL PRESENTATIONS MAY BE REQUIRED

Written proposals and oral presentations, if considered necessary, will be utilized in selecting the winning proposal. The University, at its sole discretion, may elect to select the top scoring finalists from the written evaluation for an oral presentation and final determination of contract award.

Should the University elect to hold oral presentations, it will contact the top-scoring firm(s) to schedule a date, time and location. Commitments made by the Contractor at the oral interview, if any, will be considered binding. The score from the oral presentation will be considered independently and will determine the apparently successful bidder.

4.4 NOTIFICATION TO RESPONDENTS

Upon completion of the evaluation process, the University will notify its selected bidder (“Apparent Successful Contractor”), subject to completion of contract negotiations and execution of a written contract. Bidders whose proposals were not selected for further negotiation or award will be notified separately by e-mail.

4.5 RFP EXHIBITS

Attachment 1 – Scope of Work Exhibit A Certification and Assurances and Model Contract Exceptions Exhibit B Contractor Information Exhibit C Fee Worksheet – Excel file Exhibit D Model Contract - For Information Only

------ END OF RFP ------

https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/04/RFP-Exhibit-A-Certifications-and-Assurances-Fillable.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/04/RFP-Exhibit-B-Contractor-Information-Fillable.pdf

Attachment 1 – Scope of Work

RFP CC0425-JMC

Project Purpose:

To secure non-exclusive advertising consulting services for Washington State Magazine to solicit, secure, and manage advertisements, with a primary focus on print issues and optional digital components.

Description of Services:

1. Manage all aspects of print advertising sales for the three annual issues (January, May, August).

2. Develop and execute a targeted sales strategy focused on advertisers aligned with WSM’s audience.

3. Maintain regular communication and provide sales pipeline visibility to WSM staff.

4. Optionally propose and manage digital advertising services.

5. Coordinate with the WSM art director on ad specifications and timely submission of artwork.

6. Provide consulting on advertising best practices and revenue optimization.

Deliverables:

The Vendor will be responsible for the following Deliverables:

Deliverable Description Frequency / Timing Sales Strategy & Plan

Comprehensive strategy and target advertiser list

Approximatel 30 days from start of contract

Sales Pipeline Report

Prospects, active leads, and projected revenue

Monthly

Performance Reports Summary of sales results and revenue by issue Monthly and per-issue

Issue Coordination Ad reservations, materials, and placement

Align with issue deadlines

Quarterly Strategic Review Meetings

Results review and forward-looking recommendations

End of quarter

Client Relationship Management

Ongoing management of advertiser relationships and renewals

Ongoing

Deliverables Notes:

1. WSU will manage all advertiser invoicing and payments directly. The Contractor will not handle billing or collections.

2. All advertising materials (copy, creative, and placement) are subject to review and final approval by Washington State Magazine staff prior to publication.

3. Digital advertising (if proposed) must comply with WCAG 2.1 Level AA standards.

4. Include a detailed project timeline in your Plan of Approach.

CERTIFICATIONS AND ASSURANCES

EXHIBIT A

to be submitted with Proposal

I/we make the following certifications and assurances on behalf of _____________________________________ as a required element of the proposal to which it is attached, understanding that the truthfulness of the facts affirmed here and the continuing compliance with these requirements are conditions precedent to the award or continuation of the related contract:

1. I/we declare that all answers and statements made in the proposal are true and correct.

2. The prices and/or cost data have been determined independently, without consultation, communication, or agreement with others for the purpose of restricting competition. However, I/we may freely join with other persons or organizations for the purpose of presenting a single proposal.

3. The attached proposal is a firm offer and will remain valid for at least 180 days or until _____________, and it may be accepted by the University without further negotiation (except where obviously required by lack of certainty in key terms) at any time prior to ____________.

4. In preparing this proposal, I/we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to this proposal or prospective contract, and who was assisting in other than his or her official, public capacity. If there are exceptions to these assurances, I/we have described them in full detail on a separate page attached to this document.

5. I/we understand that the University will not reimburse me/us for any costs incurred in the preparation of this proposal. All proposals become the property of the University, and I/we claim no proprietary right to the ideas, writings, items, or samples, unless so stated in this proposal.

6. Unless otherwise required by law, the prices and/or cost data which have been submitted have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by him/her prior to opening, directly or indirectly, to any other Proposer or to any competitor.

7. I/we agree that submission of the attached proposal constitutes acceptance of the solicitation contents and the attached sample contract and general terms and conditions. If there are any exceptions to these terms, I/we have described those exceptions in detail on a page attached to this document.

8. No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

9. I/we grant the University the right to contact references and others, who may have pertinent information regarding the ability of the Respondent and the lead staff person to perform the services contemplated by this RFP.

10. If any staff member(s) who will perform work on this contract has retired from the State of Washington under the provisions of the 2008 Early Retirement Factors legislation, his/her name(s) is noted on a separately attached page.

11. Washington Wage Law Certification: Prior to awarding a contract, institutions of higher education in the state of Washington are required to determine that a bidder is a “responsible bidder.” See RCW 39.26.160(2) & (4). Pursuant to legislative enactment in 2017, the responsible bidder criteria include a contractor certification that the contractor has not willfully violated Washington’s wage laws. I/we hereby certify, under penalty of perjury under the laws of the State of Washington, that I/we are not currently debarred from doing business with the State of Washington.

INITIAL ONE:

_______ NO WAGE VIOLATIONS. I/We have NOT been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082 any provision of RCW chapters 49.46, 48.48, or 49.52 within three (3) years prior to the date of signing this Certifications & Assurances form below.

OR

_______ VIOLATIONS OF WAGE LAWS. I/We have been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, a provision of RCW chapters 49.46, 49.48, or 49.52 within three (3) years prior to the date of the above-referenced procurement solicitation date.

12. Terms and conditions of Washington State University. INITIAL ONE:

______ NO EXCEPTIONS ARE TAKEN TO THE TERMS OF THE MODEL CONTRACT

______ EXCEPTIONS OUTLINED ON THE ATTACHED PAGE ARE TAKEN TO THE TERMS OF THE MODEL

CONTRACT.

ON BEHALF OF THE RESPONDENT SUBMITTING THIS PROPOSAL, MY NAME BELOW ATTESTS TO THE

ACCURACY OF THE ABOVE STATEMENTS.

SIGNATURE TITLE PRINTED NAME

EMAIL ADDRESS TELEPHONE DATE

EXHIBIT B – CONTRACTOR INFORMATION

to be submitted with Response

CONTRACTOR (LEGAL NAME OF ENTITY)

ADDRESS FOR THE PRINCIPLE PLACE OF BUSINESS

CITY, STATE, ZIP:

TELEPHONE

STRUCTURE (CORPORATION, PARTNERSHIP, SOLE PROPRIETORSHIP, ETC.)

YEAR ESTABLISHED

FEDERAL EMPLOYER ID

WASHINGTON UBI (REVENUE REGISTRATION NUMBER)

NAME, TITLE, ADDRESS, EMAIL, PHONE, AND FAX NUMBERS FOR CONTRACTOR’S RFP CONTACT.

NAME AND TITLE

ADDRESS:

CITY, STATE, ZIP

PHONE:

FAX:

E-MAIL

PRINCIPLE OFFICERS (E.G.: PRESIDENT, VICE PRESIDENT, TREASURER, BOARD CHAIRPERSON)

NAME TITLE EMAIL ADDRESS

CONTRACTOR'S EMPLOYEE RELATIONSHIP TO STATE OF WASHINGTON

If the Contractor or any party named above was, or is, an employee of WA State during the past 24 months, the following information is required: If none, indicate “not applicable”.

NAME AGENCY TITLE SEPARATION DATE

PERSONS EMPLOYED BOTH BY CONTRACTOR AND STATE OF WASHINGTON

Contractors employing or having on their governing board as of the date of their proposal, WA State employees, or former WA State employees, shall identify such persons and their position and responsibilities within the Contractor’s organization. If none, indicate “not applicable”.

NAME AGENCY TITLE SEPARATION DATE (OR N/A)

Responsibilities:

Responsibilities:

Based on Estimated First-Year Advertising Budget of $65,000 (for evaluation purposes only)

Print Advertising Fees Year 1 Renewal Years (% change ) Notes

Print commission rate (decimal)

Commission fee (formula rate x $65,000) 0 Additional print-related fees Total Print Fees - Year 1 -$

Digital Advertising Fees (Optional) Year 1 Renewal Years (% change ) Notes

Digital commission rate (decimal)

Digital Commission fee (formula rate x $65,000) 0 Digital additional fees Total Print Fees - Year 1 -$

Bundles Print + Digital (If offered) Year 1 Renewal Years (% change ) Notes

Bundled commission rate (decimal)

Bundled total fee (formula rate x $65,000) -$

Pass-Through Costs Amount

Pass-through costs billed to WSU Advertiser-billed costs affecting WSU revenue

Total Estimated Annual Cost Amount Renewal Years (% change ) Notes

Total Print Fees - Year 1 -$ Total Digital Fees - Year 1 -$ Total Bundled Fees - Year 1 0 Total Pass-Through Costs - Year 1 -$ Grand Total Fees - Year 1 -$

NOTE: STRICTLY COMMISSION-BASED WITH NO GUARANTEES. WSU WILL MANAGE ALL ADVERTISER PAYMENTS DIRECTLY.

Notes

EXHIBIT C - FEE WORKSHEET

Respondent Name:

CC0425-JMC WSM Advertising Consultant

WSU Contract SPC00xxxx

1. PARTIES

This WSU Contract SPC00xxxx (“Contract”) is dated the date of last signature below and is between Washington State University, an institution of higher education and an agency of the state of Washington (“WSU”), and Party Name, an entity type residing/incorporated in the state of (“Contractor”).

2. PURPOSE

WSU published Request for Proposal #___ on _____, 202__, to solicit proposals from qualified vendors to provide _____________. Contractor responded and was identified as the apparent successful bidder. This Contract provides the terms and conditions applicable to a service provided by Contractor for the benefit of WSU. The performance of this Contract is consistent, compatible, and beneficial to the role and mission of WSU as an institution of higher education and an agency of the state of Washington.

3. SCOPE OF WORK

3.1 Contractor will provide services, staff, and otherwise do all things necessary for or incidental to the performance of work, as set forth and detailed in the Scope of Work (“SOW”) in Exhibit A. Exhibit A is attached hereto and incorporated into this Contract by reference.

3.2 Contractor will make reasonable efforts to carry out the SOW.

4. PERIOD OF PERFORMANCE

The period of performance shall be START DATE, or date of execution, whichever is later, through END DATE (“Period of Performance”), unless a written amendment to this Contract is mutually agreed upon in writing.

5. COMPENSATION AND PAYMENT

5.1 WSU shall pay an amount not to exceed $xx.xx for the performance of all things necessary for and incidental to the performance of work as set forth in the SOW (“Contract Cost Limitation”). All payments under this Contract shall be in United States dollars. Contractor’s compensation for services rendered shall be in accordance with the following terms:

A. Fees: Contractor shall charge fees in an amount not to exceed $xx.xx (“Contract Fee Limitation”), which amount is included in the Contract Cost Limitation and itemized as described in chart below.

B. Expenses: Contractor shall receive reimbursement for travel and other expenses in an amount not to exceed $xx.xx (“Contract Expense Limitation”), which amount is included in the Contract Cost Limitation. Reimbursement shall be consistent with the following:

i. Transportation expenses such as mileage, parking, ground transportation, and car rental.

RFP EXHIBIT - Do not complete this template.

Include any objections to terms on Exhibit A Certification and Assurances.

a. Airfare: Economy or coach class only.

b. Rental car transportation: Contractor is to utilize Enterprise Rent-a-Car or National Car Rental Co. Reserve vehicles with WSU Corporate Account 45WA000 and pin

WAS.

c. Mileage reimbursement: University will reimburse mileage at the current applicable travel reimbursement rates posted by the United States General Services Administration (“GSA”) (https://www.gsa.gov/travel/plan-book/transportation-airfare-pov-etc/privately-owned-vehicle-pov-mileage-reimbursement-rates).

ii. Lodging and subsistence necessary during periods of required travel: Contractor shall receive compensation for travel expenses at current applicable travel reimbursement rates posted by the GSA (https://www.gsa.gov/travel/plan-book/per-diem-rates). Contractor is to request the state government lodging rates for reimbursable lodging under this Contract.

iii. Other expenses authorized under this Contract may be pre-approved by WSU’s Contract Manager.

5.2 Neither the Contract Fee Limitation nor the Contract Expense Limitation shall be exceeded unless a written amendment to this Contract is mutually agreed upon by the parties.

6. BILLING PROCEDURES

6.1 WSU will pay Contractor upon receipt of properly completed invoices. Invoices shall be submitted by email to xxxxxxxxxxxxxxxxx@wsu.edu. The address for WSU listed on the invoice shall be as follows:

Washington State University Controller’s Office Attn: WSU Contract SPC00xxxx Pullman, WA 99164-1025

6.2 The invoices shall describe and document to the WSU’s satisfaction a description of the work performed, the progress of the project, and fees. Invoices must reference WSU Contract SPC00xxxx. If expenses are invoiced, provide a detailed breakdown of each type. Any single expense in the amount of $50.00 or more must be accompanied by a receipt in order to receive reimbursement.

6.3 Payment shall be considered timely if made by the WSU within thirty (30) days after receipt of a properly completed invoice. Payment shall be sent to the address designated by the Contractor.

6.4 WSU may, in its sole discretion, terminate the Contract or withhold payments claimed by the Contractor for services rendered if the Contractor fails to satisfactorily comply with any term or condition of this Contract.

6.5 WSU reserves the right to terminate the Contract, in whole or in part, due to budgetary constraints or funding reductions, as may be determined in WSU’s sole discretion, upon providing Contractor 120 days’ written notice. In such an event, Contractor shall continue services and be entitled to compensation until the termination date but shall not be entitled to further damages or lost profits.

https://www.gsa.gov/travel/plan-book/transportation-airfare-pov-etc/privately-owned-vehicle-pov-mileage-reimbursement-rates https://www.gsa.gov/travel/plan-book/transportation-airfare-pov-etc/privately-owned-vehicle-pov-mileage-reimbursement-rates https://www.gsa.gov/travel/plan-book/per-diem-rates

6.6 Contractor shall not invoice in advance or in anticipation of providing services or supplies under this Contract. No payments in advance or in anticipation of providing services or supplies provided under this Contract will be made by WSU.

6.7 All invoicing from Contractor under this Contract must be submitted to WSU no later than sixty (60) days after the end of the Period of Performance (“Final Invoice Date”). Invoices submitted after the Final Invoice Date may not be eligible for payment.

7. CONTRACT MANAGEMENT

7.1 The “Contract Manager” for each party is named below and shall be the contact person for all communications regarding the performance of this Contract and billing.

CONTRACT MANAGER FOR CONTRACTOR CONTRACT MANAGER FOR WSU

NAME

TELEPHONE

EMAIL

7.2 The “Project Manager” for each party is named below and will be the contact person for all communications regarding the Scope of Work. WSU’s Project Manager will receive and accept deliverables and determine if Contractor has satisfactorily completed the Scope of Work.

PROJECT MANAGER FOR CONTRACTOR PROJECT MANAGER FOR WSU

NAME

TELEPHONE

EMAIL

8. ASSURANCES

WSU and Contractor agree that all activity pursuant to this Contract will be in accordance with all applicable Federal, state, and local laws, rules, and regulations.

9. ADDITIONAL TERMS INCORPORATED BY REFERENCE

9.1 The WSU “General Terms and Conditions” (dated August 20, 2025) (“General Terms and Conditions”) are incorporated into this Contract by reference. The General Terms and Conditions are available at the following link: https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/08/General-Terms-and- Conditions-8.20.2025.pdf.

9.2 The following additional data security terms apply to this Contract (check one only):

A. ☐ The WSU “Data Security Addendum” (dated August 20, 2025) (“Data Security Addendum”) is incorporated into this Contract by reference. The Data Security Addendum is available at the following link: https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/08/Data-Security-Addendum- 8.20.2025.pdf.

B. ☐ No additional data security terms. The Data Security Terms are not incorporated into this Contract.

https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/08/General-Terms-and-Conditions-8.20.2025.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/08/General-Terms-and-Conditions-8.20.2025.pdf

9.3 This Contract is funded in whole or in part by (check one only):

A. ☒ A Federal Financial Assistance Award governed by 2 CFR Part 200.

i. The WSU “Additional Terms and Conditions for Federal Grant Funded Purchases” (dated January 29, 2025) (“Grant Terms”) are incorporated into this Contract by reference.

ii. The Grant Terms are available at the following link: https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/01/Additional-Terms-and-Conditions-for-Federal-Grant-Funded- Purchases-1.29.2025.pdf.

B. ☐ A Federal Contract governed by the Federal Acquisition Regulations.

i. The WSU “Additional Terms and Conditions for Federal Contract Funded Purchases” (dated

January 29, 2025) (“FAR Terms”) are incorporated into this Contract by reference.

ii. The FAR Terms are available at the following link: https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/01/Additional-Terms-and-Conditions-for-Federal-Contract- Funded-Purchases-1.29.25.pdf.

C. ☐ No Federal funding is involved. Neither the Grant Terms nor the FAR Terms are incorporated into this Contract.

9.4 Modifications to the General Terms and Conditions, the Data Security Addendum, the Grant Terms, or the

FAR Terms, if any, are included below in Exhibit B. Exhibit B is attached hereto and incorporated into this Contract by reference.

9.5 Contractor represents and warrants that it has reviewed and understands the General Terms and Conditions. Additionally, Contractor represents and warrants that it has reviewed and understands the Grant Terms, FAR Terms, and Data Security Addendum as applicable.

10. ORDER OF PRECEDENCE

In the event of an inconsistency in this Contract, the inconsistency shall be resolved by giving precedence in the following order:

1. This Contract;

2. Exhibit B;

3. The Grant Terms or FAR Terms, as applicable;

4. The Data Security Addendum, as applicable;

5. The General Terms and Conditions;

6. Exhibit A;

7. Any other provision, term or material otherwise referenced or incorporated.

11. CONFORMANCE AND SEVERABILITY

If any provision of this Contract violates any statute or rule of law, it is considered modified to conform to that statute or rule of law. If any court finds any part of this Contract to be invalid or unenforceable, such invalidity or unenforceability shall not in any way affect the other provisions of this Contract which can be given effect without the invalid provision, provided that such remainder conforms to the requirements of applicable law and fundamental purpose of this Contract.

https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/01/Additional-Terms-and-Conditions-for-Federal-Grant-Funded-Purchases-1.29.2025.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/01/Additional-Terms-and-Conditions-for-Federal-Grant-Funded-Purchases-1.29.2025.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/01/Additional-Terms-and-Conditions-for-Federal-Grant-Funded-Purchases-1.29.2025.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/01/Additional-Terms-and-Conditions-for-Federal-Contract-Funded-Purchases-1.29.25.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/01/Additional-Terms-and-Conditions-for-Federal-Contract-Funded-Purchases-1.29.25.pdf https://wpcdn.web.wsu.edu/wp-fais/uploads/sites/3309/2025/01/Additional-Terms-and-Conditions-for-Federal-Contract-Funded-Purchases-1.29.25.pdf

12. APPROVAL

This Contract is subject to the approval of both parties and will not be binding until signed by both parties’ authorized representatives. This Contract may only be altered, amended, or any provision waived by a written amendment executed by both parties.

13. ENTIRE AGREEMENT

This Contract contains all the terms and conditions agreed upon by WSU and Contractor. No other understandings, oral or otherwise, regarding the subject matter of this Contract shall be deemed to exist or to bind either of the parties hereto.

The parties are signing this Contract on the date stated opposite the signature of each party’s duly authorized representative.

Contractor Name Washington State University

Name Date Name Date

EXHIBIT A

SOW

[Insert SOW here.]

RFP Exhibit - Model Contract Aug 2025