CRFQ DOT2600000031 Terms and Conditions.pdf

This document is a General Terms and Conditions contract template for the State of West Virginia, Department of Administration, Purchasing Division. The contract applies to state and local procurement opportunities and establishes the framework for vendor agreements with West Virginia agencies. The document does not specify a particular product, service, or project; instead, it provides standardized terms applicable across multiple contract types including goods purchases, service contracts, and construction projects. Contract terms are flexible and determined based on the specific solicitation category, with options for term contracts, fixed period contracts, one-time purchases, or construction/project oversight arrangements. The initial contract term becomes effective upon vendor receipt of the notice to proceed, with specific effective start and end dates identified on the contract cover page. Renewal terms may be negotiated upon mutual written consent of the agency and vendor, subject to Purchasing Division and Attorney General approval, with automatic renewal prohibited unless specified otherwise. The contract permits delivery orders to be issued within one year of contract execution, with no extensions beyond one year after contract expiration.

Pricing is firm for the contract life unless otherwise specified in the solicitation, and vendors must extend any publicly advertised sale prices to the state, invoicing at the lower of the contract price or publicly advertised price. Payments are made in arrears upon receipt of proper invoices detailing goods or services provided, except software maintenance, licenses, and subscriptions may be paid annually in advance. Payment methods include electronic funds transfer and the state's P-Card program. Vendors must maintain specified insurance coverage including Commercial General Liability of $1,000,000 and Automobile Liability of $1,000,000 per occurrence. The contract is governed by West Virginia law and void contract clauses, with all submissions subject to public disclosure under West Virginia Code. Construction contracts carry additional requirements including bid bonds at five percent of the bid amount, performance bonds and labor/material payment bonds at one hundred percent of the contract value, contractor licensure, drug-free workplace affidavits and reporting, green building energy standards compliance, local labor market hiring requirements of seventy-five percent, Davis-Bacon wage rates if federally funded, and subcontractor lists for contracts exceeding $250,000. Liquidated damages are assessed at $500 per day for missed project completion dates.