IFB-125786 ASA-72A & ASA-72B UPS Mailer Envelopes.pdf

Issue Date: August 18, 2026 IFB#154:24-125786

Title: ASA-72A/ASA-72B UPS Mailer Envelopes

Commodity Code: 66532 – Envelopes, Plastic and Poly

Issuing Agency: Commonwealth of Virginia

Department of Motor Vehicles (DMV)

2300 West Broad Street Richmond, Virginia 23220

Location Where Work Will Be Performed: DMV Headquarters, Richmond, VA

Period of Contract: From Date of Award through One Year with four (4) optional one (1) year renewal periods.

Sealed Bids Will Be Received Until 2:00 PM Eastern Standard Time (EST) on August 31, 2026 for furnishing the

Goods described herein.

Sealed Bids will be OPENED in Public at 10:00AM Eastern Standard Time (EST) on September 1, 2026 virtually via the following meeting: Microsoft Teams Meeting;

https://teams.microsoft.com/meet/239981308507198?p=qCyIgaHrMwuzwtHrtJ or call (434)230-0065, Conference ID 617 754 385#.

All inquiries for information should be directed to William Singleton, via E-mail to:

william.singleton@dmv.virginia.gov. No questions will be made or answered orally. Questions should be received by 2:00 PM EST August 24, 2026.

IFB# 154:24-125786 is an invitation for an electronic sealed bid; therefore, bids submitted outside of eVA, such as via e-mail, mail, or fax, will NOT be accepted. Electronic sealed bids will be received until the closing date and time provided in the solicitation. Any bid received after the closing date and time will not be considered and will be date and time stamped, marked “late,” and retained unopened in the procurement file.

Pre-Bid Conference: A pre-bid conference will not be held for this IFB. Refer to Section III. for more details.

In compliance with this Invitation for Bids (IFB) and all conditions imposed in this IFB, the undersigned firm hereby offers and agrees to furnish all goods and services required by this IFB at the prices indicated in the pricing schedule, and the undersigned firm hereby certifies that all information provided below and, in any schedule, attached hereto is true, correct and complete.

Name and Address of Firm:

Zip Code:

eVA Vendor ID: Fax Number:

( ) E-mail Address:

Date:

By:

(Signature in Ink)

Name:

(Please Print)

Title:

Telephone Number: ( ) https://teams.microsoft.com/meet/239981308507198?p=qCyIgaHrMwuzwtHrtJ mailto:william.singleton@dmv.virginia.gov

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

IFB 154:24-125786 ASA-72A/ASA-72B UPS Mailer

TABLE OF CONTENTS

I. PURPOSE

II. DEFINITIONS

III. PRE-BID CONFERENCE

IV. BIDDER UNDERSTANDING OF REQUIREMENTS

V. SCOPE OF WORK

VI. DELIVERY

VII. BIDDERS INSTRUCTIONS

VIII. BIDDER QUALIFICATIONS/AWARD

IX. INVOICES AND METHOD OF PAYMENT

X. GENERAL TERMS AND CONDITIONS

XI. SPECIAL TERMS AND CONDITIONS

XII. ATTACHMENTS

A: Specifications Data

B: State Corporation Commission Form

C: Vendor Data Sheet

D: Small Business Subcontracting Plan

E: Pricing Schedule

I. PURPOSE

The purpose of this Invitation for Bids (IFB) is to solicit sealed bids to establish a contract with one (1) qualified vendor to furnish the ASA-72A/ASA-72B UPS Mailer Envelopes to the Virginia Department of

Motor Vehicles (DMV).

II. DEFINITIONS

The following definitions apply to this solicitation:

• Authorized Users means Virginia Department of Motor Vehicles (DMV).

• Bid or Response means the official written bid submitted by a bidder in response to this solicitation.

• Bidder means the company or firm submitting a bid in response to this solicitation.

• Contract means the resulting agreement executed by and between the Commonwealth and the Contractor, as now or hereafter amended.

• Contractor means the person or entity delivering products or performing services under all contractual provisions stipulated under any contract resulting from this solicitation.

• Department of Small Business and Supplier Diversity (DSBSD) means the Commonwealth of Virginia agency dedicated to enhancing the participation of small, women- and minority-owned businesses in

Virginia’s procurement process.

• Department of Motor Vehicles (DMV) means the agency conducting this procurement. For the purposes of this solicitation, DMV may be referred to as “Agency” or the “Commonwealth.”

• eVA means the Commonwealth of Virginia’s Internet electronic procurement solution website portal which streamlines and automates government purchasing activities in the Commonwealth. The portal is the gateway for vendors to conduct business with Virginia state agencies and public bodies. Obtain additional information on eVA at http://www.eva.virginia.gov and click on “I Sell to Virginia.”

• Invitation for Bid (IFB) means the entire solicitation document, including all parts, sections, exhibits, attachments, and amendments.

• Order or Purchase Order (PO) means any eVA order used to order the products and services on the Contract.

• Virginia Business Opportunities (VBO) means the Commonwealth of Virginia’s website portal to access all bid opportunities and solicitations published for goods and services that state agencies and localities purchase.

III. PRE-BID CONFERENCE:

A pre-bid conference will not be held for this solicitation; however, potential Bidders are encouraged to present questions and obtain clarification regarding any facet of this solicitation to the Contract Officer by the deadline listed on page 1 of this solicitation.

http://www.eva.virginia.gov/

IV. BIDDER UNDERSTANDING OF REQUIREMENTS AND QUESTION SUBMISSION

A. Bidder Understanding of Requirements: Bidder shall be fully responsible for understanding the Scope of

Work, terms and conditions, all other aspects of the IFB, and factors affecting contract performance before submitting a Bid. It shall be the Bidder’s sole responsibility to inquire and obtain clarification if the Bidder does not fully understand the IFB requirements.

DMV shall accept no responsibility for a Bidder not receiving the solicitation, amendments and/or other solicitation documents. Bidder shall be solely responsible for regularly checking the status of the solicitation in the eVA Portal for any updates, changes, amendments, or other information pertaining to the

IFB. To find solicitation updates, go to www.eva.virginia.gov, click on “Business Opportunities, Virginia

Business Opportunities (VBO), and type “154:24- 125786” into the Search Box.

B. Bidder Question Submission: No questions will be answered by phone. Questions regarding the solicitation must be submitted in writing to William Singleton via e-mail no later than 2:00 P.M. August 24, 2026. Identify the question by noting the solicitation number “IFB# 154:24-125786” in the subject line of the email. Official answers to all written questions may be posted on the VBO. The identity of a Bidder will not be published with the answers; however, the text of questions may be restated by DMV and Bidders should not include language in questions that may reveal their firm’s identity.

C. IFB Amendments: Formal changes to the IFB, including but not limited to contractual terms and procurement requirements, will only be changed by formal written amendments issued by DMV. If you submit a bid and a formal amendment is issued, Bidders must resubmit their bid under the newly amended solicitation.

V. SCOPE OF WORK

The Contractor shall provide all materials, labor, supervision, and equipment necessary to provide the printing and inside delivery of ASA-72A/ASA-72B Mailer Envelope as outlined in this IFB. The Contractor shall meet the standards and specifications as listed below and outlined in Attachment A, attached hereto and incorporated as part of any resultant Contract.

A. Bid Samples: Bid Samples may be requested at the sole discretion of the Agency. If samples are requested, the Contractor shall furnish bid samples within five (5) working days of the request. No bid documents or other materials shall be affixed to or placed in the sample packages or containers.

Each bid sample shall be properly labeled with the name of the bidder and IFB Number. If requested, bid samples shall be provided at no additional cost to the Commonwealth. If requested, bid samples shall include:

1. One (1) paper sample of each stock requested in Attachment A.

2. A minimum of one (1) and no more than three (3) finished printed samples accurately demonstrating the bidder’s quality, perforation, and thickness of printing and binding that will be provided if awarded a contract.

If requested, bid samples may be submitted by express delivery service, U.S. Postal Service, or hand delivery. Bid samples shall be addressed to Virginia Department of Motor Vehicles, ATTN:

KeShara Eanes, 2300 W. Broad Street, Richmond, Virginia 23269.

Bid samples shall be disposed of or returned to bidder (at bidder’s sole expense) in accordance with

Section 5.6 of the Vendor’s Manual.

http://www.eva.virginia.gov,/

VI. DELIVERY:

Inside delivery is required 7:30 a.m. – 3:30 p.m. Monday through Friday, with the exception of State

Holidays. Location is the Department of Motor Vehicles (DMV), Loading Dock, 2300 W. Broad Street, Richmond, VA 23220.

Tractor Trailers no larger than 18-wheels may deliver to the Warehouse delivery docks.

VII. BIDDER’S INSTRUCTION:

1. BID SUBMISSION - INSTRUCTIONS:

a. IFB 154:24-125786 is an invitation for an electronic sealed bid; therefore, bids submitted outside of the eVA, such as via email, mail, or fax WILL NOT be accepted. Electronic sealed bids will be received until the closing date and time provided in the solicitation. Any bid received after the closing date and time specified in the solicitation will not be considered and will be date and time stamped, marked “late” and retained unopened in the procurement file.

b. Prior to the due date, Bidders should:

● Check the status of the solicitation on eVA at www.eva.virginia.gov by clicking on

Business Opportunities and then click on Virginia Business Opportunities (VBO) for any updates, changes, amendments, cancellations, etc.;

● Check the “Reminders” section in VBO for all attachments and documents to be completed and submitted; and

● Complete all attachments, amendments, exhibits, product information, etc. and attach electronically to the Bidder’s electronic submission. Bidders are solely responsible for reviewing, complying, and returning a complete and responsive bid. Failure to submit any of the required information may result in the bid being declared non-responsive. Changes to the solicitation’s forms or formats are prohibited except where clearly instructed and permitted.

c. Instructions for Electronic Bid Submission via eVA:

Electronic bid submission is the only acceptable method to submit a bid. In order to submit an electronic bid, the Bidder must be registered in eVA. Bidders should:

i. Visit www.eva.virginia.gov;

ii. Click on Business Opportunities -> Virginia Business Opportunities (VBO)

iii. Type “154:24-125786” into the Search box.

iv. Click “View Opportunity” to select the solicitation.

v. Click the “Respond Online” version of the solicitation in the upper right corner.

vi. Follow the instructions online to submit your response.

2. In order for the bid to be considered responsive, the following should be submitted with the bid package.

Submitted documents should be attached to the eVA bid response. Failure to submit any of the required information may result in the bid being declared non-responsive.

• Completed and signed IFB Document

• Completed State Corporation Commission Form, Attachment B

• Completed Vendor Data Sheet, Attachment C

• Small Business Subcontracting Plan, Attachment D

• Completed Bid Pricing Schedule, Attachment E

VIII. BIDDER QUALIFICATIONS/AWARD

1. DMV may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to DMV all such information and data for this purpose requested in Attachment C, Vendor Data Sheet. DMV reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. DMV further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy DMV that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

2. DMV reserves the right to conduct any test it may deem advisable and to make all evaluations. DMV also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of DMV to be in its best interest.

IX. INVOICES AND METHOD OF PAYMENT:

Payment will be made (in accordance with the Virginia Prompt Payment Act) within 30 days after receipt of a valid invoice and verification of satisfactory goods received and/or completion of work.

The Contractor invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended price based on the contract pricing schedule. Only one invoice shall be submitted per order.

Payment Options: The Contractor shall accept payment by electronic funds transfer (EFT), by check, or with the

Commonwealth’s Small Purchase Charge Card (SPCC).

Note: DMV’s strong preference for this contract is that payment be made with the SPCC. The Commonwealth of

Virginia encourages contractors to accept electronic and charge card payments. The Commonwealth of Virginia

Small Purchase Charge Card may be used as the method of payment at the discretion of DMV if the Contractor has an established Merchant Account/Agreement. Merchant bank fees shall not be charged back to DMV.

Invoices shall be submitted to the following address:

email to: accountspayable@dmv.virginia.gov or mail to: Department of Motor Vehicles

Financial Management Services

Accounts Payable Office P.O. Box 25700 Richmond, Virginia 23260-5700

Inquiries regarding payments should be addressed to: Accounts Payable at accountspayable@dmv.virginia.gov mailto:accountspayable@dmv.virginia.gov mailto:accountspayable@dmv.virginia.gov

X. GENERAL TERMS AND CONDITIONS:

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia

Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors

Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section

7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of

Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI-DISCRIMINATION: By submitting their (bids/proposals), (bidders/offerors) certify to the

Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the

Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public

Procurement Act (VPPA). 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 sexual orientation, gender identity, 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. (Code of Virginia, § 2.2-

4343.1E).

In every contract over $10,000 the provisions in 1. and 2. below apply:

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

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

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

https://eva.virginia.gov/index.html

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

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.

2. The contractor will include the provisions of 1. above in every subcontract or purchase order over

$10,000, so that the provisions will be binding upon each subcontractor or vendor.

D. ETHICS IN PUBLIC CONTRACTING: By submitting their (bids/proposals), (bidders/offerors) certify that their (bids/proposals) are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other (bidder/offeror), supplier, manufacturer or subcontractor in connection with their (bid/proposal), and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: Applicable for all contracts over $10,000:

By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the

Contractor does not, and shall not during the performance of the contract for goods and services in the

Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and

Control Act of 1986.

F. DEBARMENT STATUS: By participating in this procurement, the vendor certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Vendor further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

If a vendor is created or used for the purpose of circumventing a debarment decision against another vendor, the non- debarred vendor will be debarred for the same time period as the debarred vendor.

G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the

Commonwealth of Virginia all rights, title and interest in and to all causes of 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 said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR IFBs AND RFPs

Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a precondition to its acceptance, the Commonwealth may, in its sole discretion, request that the bidder withdraw or modify nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the provisions of the contract shall be effective unless reduced to writing and signed by the parties.

I. CLARIFICATION OF TERMS: If any prospective (bidder/offeror) has questions about the specifications or other solicitation documents, the prospective (bidder/offeror) should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

J. PAYMENT:

1. To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

d. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

e. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the

Virginia Debt Collection Act.

a. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment

30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

b. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the Contractor at the contract price, regardless of which public agency is being billed.

c. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

d. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the

Contractor of defects or improprieties in invoices within fifteen (15) days as required in Code of

Virginia, § 2.2-4351.,. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the Contractor’s receipt of payment from the Commonwealth, a

Contractor awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

(2) To notify the agency and the subcontractor(s), in writing, of the Contractor’s intention to withhold payment and the reason.

b. The Contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month

(unless otherwise provided under the terms of the contract) on all amounts owed by the Contractor that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier Contractor performing under the primary contract. A Contractor’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the Commonwealth.

3. Each prime Contractor who wins an award in which provision of a SWAM procurement plan is a condition to the award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWAM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card payments.

K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC

CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT

STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS,

CLARIFICATION OF TERMS,

PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General

Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and

Conditions shall apply.

L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The Commonwealth further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable to assure goods and services conform to the specifications.

N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Contractor in whole or in part without the written consent of the Commonwealth.

O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the Contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The Contractor shall comply with the notice upon receipt, unless the Contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that would be caused by complying with such notice, in which case the Contractor shall, in writing, promptly notify the Purchasing Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice that requires an adjustment to compensation, the Contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the Contractor accounts for the number of units of work performed, subject to the Purchasing Agency’s right to audit the Contractor’s records and/or to determine the correct number of units independently; or

c. By ordering the Contractor to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract.

The same markup shall be used for determining a decrease in price as the result of savings realized. The Contractor shall present the Purchasing Agency with all vouchers and records of expenses incurred and savings realized. The Purchasing Agency shall have the right to audit the records of the Contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Purchasing

Agency within thirty (30) days from the date of receipt of the written order from the Purchasing

Agency. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors

Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the Contractor from promptly complying with the changes ordered by the Purchasing Agency or with the performance of the contract generally.

P. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the Commonwealth, after due oral or written notice, may procure them from other sources and hold the Contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Commonwealth may have.

Q. TAXES: 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 contract shall usually be free of Federal excise and transportation taxes. The Commonwealth’s excise tax exemption registration number is 54- 73-0076K.

If sales or deliveries against the contract are not exempt, the Contractor shall be responsible for the payment of such taxes unless the tax law specifically imposes the tax upon the buying entity and prohibits the

Contractor from offering a tax-included price. (NOT NORMALLY REQUIRED FOR SERVICE

CONTRACTS)

R. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict bidders to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article which the public body, in its sole discretion, determines to be the equivalent of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The bidder is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts and technical detail to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Normally in competitive sealed bidding only the information furnished with the bid will be considered in the evaluation. Failure to furnish adequate data for evaluation purposes may result in declaring a bid nonresponsive. Unless the bidder clearly indicates in its bid that the product offered is an equivalent product, such bid will be considered to offer the brand name product referenced in the solicitation.

S. TRANSPORTATION AND PACKAGING: By submitting their bids, all bidders certify and warrant that the price offered for FOB destination includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity.

T. INSURANCE: By signing and submitting a bid under this solicitation, the bidder certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2- 4332 and 65.2-800 et seq. of the Code of Virginia. The bidder or offeror further certifies that the Contractor and any subcontractors will maintain these insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation

Commission.

MINIMUM INSURANCE COVERAGE’S AND LIMITS REQUIRED FOR MOST CONTRACTS:

1. Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

2. Employer’s Liability - $100,000.

3. Commercial General Liability - $1,000,000 per occurrence and $2,000,000 in the aggregate. Commercial

General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The Commonwealth of Virginia must be named as an additional insured and so endorsed on the policy.

4. Automobile Liability - $1,000,000 combined single limit. (Required only if a motor vehicle not owned by the Commonwealth is to be used in the contract. Contractor must assure that the required coverage is maintained by the Contractor (or third-party owner of such motor vehicle).

U. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as aresult of this solicitation, the purchasing agency will publicly post such notice on the

DGS/DPS eVA VBO (www.eva.virginia.gov) for a minimum of 10 days.

V. DRUG-FREE WORKPLACE: During the performance of this contract, the Contractor agrees to (i) provide a drug-free workplace for the Contractor'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 Contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace; and (iv) include 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.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a Contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled http://www.eva.state.va.us/ substance or marijuana during the performance of the contract.

W. NONDISCRIMINATION OF CONTRACTORS: A bidder, offeror, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless the state agency, department or institution has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

X. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS:

The eVA Internet electronic procurement solution, web site portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration. All bidders or offerors must register in eVA and pay the

Vendor Transaction Fees specified below; failure to register will result in the bid/proposal being rejected.

Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:

a. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:

(i) DSBSD-certified Small Businesses: 1%, capped at $500 per order.

(ii) Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.

b. Refer to Special Term and Condition “eVA Orders and Contracts” to identify the number of purchase orders that will be issued as a result of this solicitation/contract with the eVA transaction fee specified above assessed for each order.

For orders issued prior to July 1, 2014, the vendor transaction fees can be found at www.eVA.virginia.gov.

The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of

General Services, typically within 60 days of the order issue date. Any adjustments (increases/decreases) will be handled through purchase order changes

Y. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent that the legislature has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.

Z. SET-ASIDES IN ACCORDANCE WITH THE SMALL BUSINESS ENHANCEMENT AWARD

PRIORITY: This solicitation is set-aside for award priority to DSBSD-certified micro businesses when designated “Micro Business Set-Aside Award Priority” or “Small Business Set-Aside Award Priority” accordingly the solicitation. DSBSD-certified micro business or small businesses that include DSBSD-certified women owned and minority-owned businesses when they have received the DSBSD small business certification. For purposes of award, bidders/offerors shall be deemed micro businesses or small businesses if and only if they are certified as such by DSBSD on the due date for receipt of bids/proposals.

AA. BID PRICE CURRENCY: Unless stated otherwise in the solicitation, bidders/offerors shall state bid/offer prices in US dollars.

BB. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH: A contractor organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law. Any business entity described above that enters into a contract with a public body pursuant to the Virginia

Public Procurement Act shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, to be revoked or cancelled at any time during the term of the contract. A public body may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

CC. CIVILITY IN STATE WORKPLACES: The contractor shall take all reasonable steps to ensure that no individual, while performing work on behalf of the contractor or any subcontractor in connection with this agreement (each, a “Contract Worker”), shall engage in 1) harassment (including sexual harassment), bullying, cyber-bullying, or threatening or violent conduct, or 2) discriminatory behavior on the basis of race, sex, color, national origin, religious belief, sexual orientation, gender identity or expression, age, political affiliation, veteran status, or disability.

The contractor shall provide each Contract Worker with a copy of this Section and will require Contract

Workers to participate in agency training on civility in the State workplace if contractor’s (and any subcontractor’s) regular mandatory training programs do not already encompass equivalent or greater expectations. Upon request, the contractor shall provide documentation that each Contract Worker has received such training.

For purposes of this Section, “State workplace” includes any location, permanent or temporary, where a

Commonwealth employee performs any work-related duty or is representing his or her agency, as well as surrounding perimeters, parking lots, outside meeting locations, and means of travel to and from these locations. Communications are deemed to occur in a State workplace if the Contract Worker reasonably should know that the phone number, email, or other method of communication is associated with a State workplace or is associated with a person who is a State employee.

The Commonwealth of Virginia may require, at its sole discretion, the removal and replacement of any

Contract Worker who the Commonwealth reasonably believes to have violated this Section.

This Section creates obligations solely on the part of the contractor. Employees or other third parties may benefit incidentally from this Section and from training materials or other communications distributed on this topic, but the Parties to this agreement intend this Section to be enforceable solely by the Commonwealth and not by employees or other third parties.

DD. CONTRACT EXTENSIONS: In the event that the original term and all renewals of this contract expire prior to the award for a new contract for similar goods and/or services, the Commonwealth of Virginia may, with written consent of the Contractor, extend this contract for such a period as may be necessary to afford the Commonwealth of Virginia a continuous supply of the identified goods and/or services.

EE. FORCED OR INDENTURED CHILD LABOR: Applicable in all solicitations and contracts over $10,000:

During the performance of this contract the use of forced or indentured child labor is prohibited. Any

Prime Contractor shall include such prohibition in every subcontract that exceeds $10,000 and shall be binding upon each subcontractor or vendor.

For the purposes of this section, “ forced or indentured child labor” means all work or service exacted from any person younger that 18 years of age under the menace of any penalty for the nonperformance of such work or service and for which such person does not offer himself voluntarily or performed by any person younger than 18 years of age pursuant to a contract the enforcement of which can be accomplished by process or penalties.

XI. SPECIAL TERMS AND CONDITIONS:

1. AUDIT: The Contractor shall retain all books, records, and other documents relative to this contract for five

(5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

2. AWARD: The Commonwealth will make the award(s) on Total Bid Price basis to the lowest responsive and responsible bidder. The purchasing office reserves the right to conduct any test it may deem advisable and to make all evaluations. The Commonwealth also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of the procuring public body to be in its best interest.

3. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the Contractor. Any contract cancellation notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation.

4. eVA ORDERS AND CONTRACTS: It is anticipated that the contract will result in multiple purchase orders

(i.e., one for each delivery requirement) with the eVA transaction fee specified below assessed for each order.

5. RENEWAL OF CONTRACT: This contract may be renewed by the Commonwealth upon written agreement of both parties for one (1) year with four (4) successive one-year renewal periods, under the terms of the current contract, and at a reasonable time (approximately 90 days) prior to the expiration.

6. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (60) days. At the end of the 60 days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

7. EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete delivery and ready for the

Commonwealth’s use, and shall include all applicable freight charges; extra charges will not be allowed.

8. SUBMISSION OF SMALL BUSINESS SUBCONTRACTING PLAN, EVIDENCE OF

COMPLIANCE WITH SMALL BUSINESS SUBCONTRACTING PLAN, AND

SUBCONTRACTOR REPORTING :

A. Submission of Small Business Subcontracting Plan: It is the statewide goal of the Commonwealth that

42% of its purchases be made from small businesses certified by DSBSD. This includes discretionary spending in prime contracts and subcontracts.