Terms and Conditions BK.pdf

TERMS AND CONDITIONS

1. CONTRACTUAL AGREEMENT: Issuance of an Award Document approved as to form by the Attorney General’s office constitutes acceptancebytheStateofthisContractmadebyandbetweenthe StateofWestVirginiaandtheVendor.Vendor’ssignatureonitsbid,orontheContractiftheContractis nottheresultofabidsolicitation,signifiesVendor’sagreementtobeboundbyandacceptthetermsand conditions contained in this Contract.

2. DEFINITIONS: As used in this Solicitation/Contract, the following terms shall have themeanings attributed to them below. Additional definitions may be found in the specifications included with this Solicitation/ Contract.

2.1. “AGENCY” OR “AGENCIES” means the agency, board,commission,orotherentityof theStateofWestVirginiathatisidentifiedonthefirstpageoftheSolicitationoranyotherpublic entity seeking to procure goods or services under this Contract.

2.2.“BID” OR “PROPOSAL”means the Vendor’s submittedresponse to this solicitation.

2.3.“CONTRACT”meansthebindingagreementthatisenteredintobetweentheStateandthe Vendor to provide the goods or services requested in the Solicitation.

2.4. “AWARD DOCUMENT” means the document signed by theAgencyandapprovedasto form by the Attorney General, that identifies the Vendor as the contract holder.

2.5. “SOLICITATION” means the official notice of an opportunity to supply the State with goods or services.

2.6.“STATE”meanstheStateofWestVirginiaand/oranyofitsagencies,commissions,boards, etc. as context requires.

2.7. “VENDOR” OR “VENDORS” means any entity submitting a bid in response to the Solicitation, the entity that has beenselectedasthelowestresponsiblebidder,ortheentitythat has been awarded the Contract as context requires.

3.CONTRACTTERM;RENEWAL;EXTENSION:ThetermofthisContractshallbedeterminedin accordance with the category that has been identified as applicable to this Contract below:

ThisContractisaFixedPeriodContract:ThisContractbecomeseffectiveuponVendor’sreceipt ofthe notice to proceed and must be completed within Three hundred sixty-five (365) calendar days.

4.AUTHORITYTOPROCEED:Vendorisauthorizedtobeginperformanceofthiscontractonthedate of encumbrance listed on the front page of the Award Document.

5.SERVICE:Thescopeoftheservicetobeprovidedwillbemoreclearlydefinedinthespecifications included herewith.

6. EMERGENCY PURCHASES: The Procurement Officer may authorize the Agency to purchase goods or services in the open market that VendorwouldotherwiseprovideunderthisContractifthose goods or services are for immediate or expedited deliveryinanemergency.Emergenciesshallinclude, but are not limited to, delays in transportation or an unanticipated increase inthevolumeofwork.An emergencypurchaseintheopenmarketshallnotconstituteabreachofthisContractandshallnotentitle the Vendor to any form of compensation or damages. This provision does not excuse the State from fulfilling its obligations under a One Time Purchase contract.

7. LICENSE(S) /CERTIFICATIONS/ PERMITS: The apparent successful Vendor shall alsofurnish proof of any additional licenses or certifications contained in the specifications upon request.

8. INSURANCE: The apparent successful Vendor shall furnish proof of the insurance identified by a checkmark below and must include the State as an additional insured on eachpolicypriortoContract award.Theinsurancecoveragesidentifiedbelowmustbemaintainedthroughoutthelifeofthiscontract.

Thirty (30) days prior totheexpirationoftheinsurancepolicies,VendorshallprovidetheAgencywith proof that the insurance mandated herein has been continued. Vendor must also provide Agency with immediate notice of any changes in its insurance policies, including but not limited to, policy cancellation, policy reduction, or change in insurers. The apparent successfulVendorshallalsofurnish proof of any additional insurance requirements contained in the specifications priortoContractaward, regardless of whether that insurance requirement is listed in this section.

VENDOR MUST MAINTAIN: Commercial General Liability Insurance in at least an amount of:

$1,000,000.00 occurrence.

Notwithstandinganythingcontainedinthissectiontothecontrary,Tourismreservestherighttowaivethe requirement that the State be named asanadditionalinsuredononeormoreoftheVendor’sinsurance policies if the Director finds that doing so is in the State’s best interest.

9.WORKERS’COMPENSATIONINSURANCE:Vendorshallcomplywithlawsrelatingtoworkers compensation,shallmaintainworkers’compensationinsurancewhenrequired,andshallfurnishproofof workers’ compensation insurance upon request.

10.LIQUIDATEDDAMAGES:Thisclauseshallinnowaybeconsideredexclusiveandshallnotlimit theStateorAgency’srighttopursueanyotheravailableremedy.Vendorshallpayliquidateddamagesin the amount specified below or as described in the specifications:

_X_Liquidated damages are not included in this contract.

11.ACCEPTANCE:Vendor’ssignatureonitsbid,oronthecertificationandsignaturepage,constitutes an offer to the State that cannot be unilaterally withdrawn, signifies that the product or service proposed by vendor meets the mandatory requirements contained in the Solicitation for that product or service, unless otherwise indicated, and signifies acceptance of the terms and conditions contained in the Solicitation unless otherwise indicated.

12. PRICING: The pricing set forth herein is for the life of the Contract, unless specified elsewhere within this Solicitation/Contract bytheState.AVendor’sinclusionofpriceadjustmentprovisionsinits bid, without an express authorization from the State in the Solicitation to do so, may result in bid disqualification.Notwithstandingtheforegoing,Vendormustextendanypubliclyadvertisedsalepriceto the State and invoice at the lower of the contract price or the publicly advertised sale price.

13. PAYMENTINARREARS:Paymentsforgoods/serviceswillbemadeinarrearsonlyuponreceipt of a proper invoice, detailingthegoods/servicesprovidedorreceiptofthegoods/services,whicheveris later. Notwithstandingtheforegoing,paymentsforsoftwaremaintenance,licenses,orsubscriptionsmay be paid annually in advance.

14.PAYMENTMETHODS:VendormustacceptpaymentbyelectronicfundstransferandP-Card.(The StateofWestVirginia’sPurchasingCardprogram,administeredundercontractbyabankinginstitution, processes payment for goods and services through state-designated credit cards.)

15.TAXES:TheVendorshallpayanyapplicablesales,use,personalpropertyoranyothertaxesarising outofthisContractandthetransactionscontemplatedthereby.TheStateofWestVirginiaisexemptfrom federal and state taxes and will not pay or reimburse such taxes.

16.ADDITIONALFEES:Vendorisnotpermittedtochargeadditionalfeesorassessadditionalcharges that were not either expressly provided for in the solicitation published by the State of West Virginia, included in the Contract, or included in the unit price or lump sum bid amount that Vendor provides duringthepricenegotiationstep.Includingsuchfeesorchargesasnotestothesolicitationmayresultin rejection of Vendor’s bid. Requesting such fees or charges bepaidafterthecontracthasbeenawarded may result in cancellation of the contract.

17. FUNDING: This Contract shall continue for the term stated herein, contingent upon funds being appropriatedbytheLegislatureorotherwisebeingmadeavailable.Intheeventfundsarenotappropriated orotherwisemadeavailable,thisContractbecomesvoidandofnoeffectbeginningonJuly1ofthefiscal year for which funding has not been appropriatedorotherwisemadeavailable.Ifthatoccurs,theState may notify the Vendor that an alternative source of funding has been obtained and thereby avoid the automatic termination. Non-appropriation or non-funding shall not be considered an event of default.

18.CANCELLATION:TheProcurementOfficerreservestherighttocancelthisContractimmediately upon written notice to the vendor if the materials or workmanship supplied do not conform to the specifications contained in the Contract. The Procurement Officer may also cancel any purchase or Contractupon30dayswrittennoticetotheVendorinaccordancewithWestVirginiaCodeofStateRules § 148-1-5.2.b.

19.TIME:Time is of the essence regarding all mattersof time and performance in this Contract.

20.APPLICABLELAW:ThisContractisgovernedbyandinterpretedunderWestVirginialawwithout giving effect to its choice of lawprinciples.Anyinformationprovidedinspecificationmanuals,orany othersource,verbalorwritten,whichcontradictsorviolatestheWestVirginiaConstitution,WestVirginia Code, or West Virginia Code of State Rules is void and of no effect.

21. COMPLIANCE WITH LAWS: Vendor shall comply with all applicable federal, state, and local laws, regulations and ordinances. By submitting a bid, Vendor acknowledges that it has reviewed, understands, and will comply with all applicable laws, regulations, and ordinances.

22. SUBCONTRACTOR COMPLIANCE: Vendor shall notify all subcontractors providing commodities or services related to this Contractthatassubcontractors,theytooarerequiredtocomply withallapplicablelaws,regulations,andordinances.Notificationunderthisprovisionmustoccurpriorto the performance of any work under the contract by the subcontractor.

23.ARBITRATION:AnyreferencesmadetoarbitrationcontainedinthisContract,Vendor’sbid,orin anyAmericanInstituteofArchitectsdocumentspertainingtothisContractareherebydeleted,void,and of no effect.

24.MODIFICATIONS:Thiswritingistheparties’finalexpressionofintent.Notwithstandinganything containedinthisContracttothecontrarynomodificationofthisContractshallbebindingwithoutmutual writtenconsentoftheAgency,andtheVendor,withapprovalofthePurchasingDivisionandtheAttorney General’s office (Attorney General approval is as to form only). Any change to existingcontractsthat addsworkorchangescontractcost,andwerenotincludedintheoriginalcontract,mustbeapprovedby thePurchasingDivisionandtheAttorneyGeneral’sOffice(astoform)priortotheimplementationofthe change or commencement of work affected by the change.

25. WAIVER: The failure of either party to insist upon a strict performance of any of the terms or provision of this Contract, or to exercise any option, right, or remedy herein contained, shall not be construedasawaiverorarelinquishmentforthefutureofsuchterm,provision,option,right,orremedy, but the same shallcontinueinfullforceandeffect.Anywaivermustbeexpresslystatedinwritingand signed by the waiving party.

26. SUBSEQUENT FORMS: The termsandconditionscontainedinthisContractshallsupersedeany andallsubsequenttermsandconditionswhichmayappearonanyformdocumentssubmittedbyVendor totheAgencysuchaspricelists,orderforms,invoices,salesagreements,ormaintenanceagreements,and includes internet websitesorotherelectronicdocuments.AcceptanceoruseofVendor’sformsdoesnot constitute acceptance of the terms and conditions contained thereon.

27. ASSIGNMENT: Neither this Contract nor any monies due, or to become due hereunder, may be assigned by the Vendor without the express written consent of the Agency, the Attorney General’s office

(as to form only), and any other government agency or office that may be required to approve such assignments.

28.WARRANTY:TheVendorexpresslywarrantsthatthegoodsand/orservicescoveredbythisContract will: (a)conformtothespecifications,drawings,samples,orotherdescriptionfurnishedorspecifiedby theAgency;(b)bemerchantableandfitforthepurposeintended;and(c)befreefromdefectsinmaterial and workmanship.

29. STATE EMPLOYEES: State employees are notpermittedtoutilizethisContractforpersonaluse and the Vendor is prohibited from permitting or facilitating the same.

30.PRIVACY,SECURITY,ANDCONFIDENTIALITY:TheVendoragreesthatitwillnotdiscloseto anyone, directly or indirectly, any such personally identifiable information or other confidential informationgainedfromtheAgency,unlesstheindividualwhoisthesubjectoftheinformationconsents to the disclosureinwritingorthedisclosureismadepursuanttotheAgency’spolicies,procedures,and rules. Vendor further agrees to comply with the Confidentiality Policies and Information Security Accountability Requirements, set forth inhttp://www.state.wv.us/admin/purchase/privacy/default.html.

31. LICENSING: In accordancewithWestVirginiaCodeofStateRules§148-1-6.1.e,Vendormustbe licensedandingoodstandinginaccordancewithanyandallstateandlocallawsandrequirementsbyany stateorlocalagencyofWestVirginia,including,butnotlimitedto,theWestVirginiaSecretaryofState’s Office, the West Virginia Tax Department, West Virginia Insurance Commission, or any other state agency or political subdivision. Obligations related to political subdivisions may include, but are not limited to, business licensing, business and occupation taxes, inspection compliance, permitting, etc.

Upon request, the Vendor must provide all necessary releases to obtain information to enable the Purchasing Division Director or the Agency to verify that the Vendor islicensedandingoodstanding with the above entities.

SUBCONTRACTOR COMPLIANCE: Vendor shall notify all subcontractors providing commoditiesorservicesrelatedtothisContractthatassubcontractors,theytooarerequiredtobe licensed, in good standing, and up-to-date onallstateandlocalobligationsasdescribedinthis section.Obligationsrelatedtopoliticalsubdivisionsmayinclude,butarenotlimitedto,business licensing, business and occupation taxes, inspection compliance, permitting, etc. Notification under this provision mustoccurpriortotheperformanceofanyworkunderthecontractbythe subcontractor.

33.ANTITRUST:Insubmittingabidto,signingacontractwith,oracceptinganAwardDocumentfrom anyagencyoftheStateofWestVirginia,theVendoragreestoconvey,sell,assign,ortransfertotheState ofWestVirginiaallrights,title,andinterestinandtoallcausesofactionitmaynoworhereafteracquire under the antitrust laws of the United States and the State of West Virginia for price fixing and/or unreasonable restraints of traderelatingtotheparticularcommoditiesorservicespurchasedoracquired by the State of West Virginia. Such assignment shall be made and become effective at the time the purchasing agency tenders the initial payment to Vendor.

http://www.state.wv.us/admin/purchase/privacy/default.html

34.VENDORCERTIFICATIONS:BysigningitsbidorenteringintothisContract,Vendorcertifies(1) that its bid or offer was made without prior understanding, agreement, or connection with any corporation,firm,limitedliabilitycompany,partnership,personorentitysubmittingabidorofferforthe samematerial,supplies,equipmentorservices;(2)thatitsbidorofferisinallrespectsfairandwithout collusion or fraud; (3) that this Contract is accepted or entered into without any prior understanding, agreement,orconnectiontoanyotherentitythatcouldbeconsideredaviolationoflaw;and(4)thatithas reviewed this Solicitation in its entirety; understands the requirements,termsandconditions,andother information contained herein.

Vendor’ssignatureonitsbidorofferalsoaffirmsthatneitheritnoritsrepresentativeshaveanyinterest, norshallacquireanyinterest,directorindirect,whichwouldcompromisetheperformanceofitsservices hereunder.AnysuchinterestsshallbepromptlypresentedindetailtotheAgency.Theindividualsigning thisbidorofferonbehalfofVendorcertifiesthatheorsheisauthorizedbytheVendortoexecutethisbid or offer or any documents related thereto on Vendor’s behalf; that he or she is authorized to bind the Vendorinacontractualrelationship;andthat,tothebestofhisorherknowledge,theVendorhasproperly registered with any State agency that may require registration.

35. VENDOR RELATIONSHIP: The relationship of the Vendor to the State shall be that of an independent contractor and no principal-agent relationship or employer-employee relationship is contemplatedorcreatedbythisContract.TheVendor,asanindependentcontractor,issolelyliableforthe acts and omissions of its employees and agents. Vendor shall beresponsibleforselecting,supervising, andcompensatinganyandallindividualsemployedpursuanttothetermsofthisSolicitationandresulting contract. Neither theVendor,noranyemployeesorsubcontractorsoftheVendor,shallbedeemedtobe employeesoftheStateforanypurposewhatsoever.Vendorshallbeexclusivelyresponsibleforpayment of employees and contractors for all wages and salaries, taxes, withholding payments, penalties, fees, fringebenefits,professionalliabilityinsurancepremiums,contributionstoinsuranceandpension,orother deferred compensation plans, including but not limited to, Workers’CompensationandSocialSecurity obligations,licensingfees,etc.andthefilingofallnecessarydocuments,forms,andreturnspertinentto all of the foregoing.

VendorshallholdharmlesstheState,andshallprovidetheStateandAgencywithadefenseagainstany and all claims including, but not limitedto,theforegoingpayments,withholdings,contributions,taxes, Social Security taxes, and employer income tax returns.

36.INDEMNIFICATION:TheVendoragreestoindemnify,defend,andholdharmlesstheStateandthe Agency,theirofficers,andemployeesfromandagainst:(1)Anyclaimsorlossesforservicesrenderedby anysubcontractor,person,orfirmperformingorsupplyingservices,materials,orsuppliesinconnection withtheperformanceoftheContract;(2)Anyclaimsorlossesresultingtoanypersonorentityinjuredor damaged by the Vendor, its officers, employees, or subcontractors by the publication, translation, reproduction,delivery,performance,use,ordispositionofanydatausedundertheContractinamanner not authorized by the Contract, or by Federal or State statutes or regulations; and (3) Any failure of the

Vendor, its officers, employees, or subcontractors to observe State and Federal laws including,butnot limited to, labor and wage and hour laws.

37.CONFLICTOFINTEREST:Vendor,itsofficersormembersoremployees,shallnotpresentlyhave oracquireaninterest,directorindirect,whichwouldconflictwithorcompromisetheperformanceofits obligationshereunder.Vendorshallperiodicallyinquireofitsofficers,membersandemployeestoensure thataconflictofinterestdoesnotarise.Anyconflictofinterestdiscoveredshallbepromptlypresentedin detail to the Agency.

38.REPORTS:VendorshallprovideanyandallreportsastheAgencymayrequest.Requestedreports may include, but are not limited to, quantities purchased, agencies utilizing the contract, totalcontract expenditures by agency, etc.

39. BACKGROUND CHECK: The Statereservestherighttoprohibitaserviceprovider’semployees from accessing sensitive or critical informationortobepresentattheCapitolComplexbaseduponthe resultsfromacriminalbackgroundcheck.ServiceprovidersshouldcontacttheWestVirginiaDivisionof Protective Services at 304-558-9911 for more information.

40. PROHIBITION AGAINST USED OR REFURBISHED: Unless expressly permitted in the solicitationpublishedbytheState,Vendormustprovidenew,unusedcommodities,andisprohibitedfrom supplying used or refurbished commodities, in fulfilling its responsibilities under this Contract.

41.VOIDCONTRACTCLAUSES:ThisContractissubjecttotheprovisionsofWestVirginiaCode§ 5A-3-62, which automatically voids certain contract clauses that violate State law.

ADDITIONAL TERMS AND CONDITIONS

(Architectural and Engineering Contracts Only)

1.PLANANDDRAWINGDISTRIBUTION:Allplansanddrawingsmustbecompletedandavailable for distribution at least five business days prior to a scheduled pre-bid meeting fortheconstructionor other work related to the plans and drawings.

2.PRE-BIDMEETINGRESPONSIBILITIES:TheArchitect/Engineershallbeavailabletoattendany pre-bid meeting for the construction or otherworkresultingfromtheplans,drawings,orspecifications prepared by the Architect/Engineer.

3. AIA DOCUMENTS: All construction contracts that will be completed in conjunction with architectural services procured under Chapter 5G of the West Virginia Code will be governed by the attachedAJAdocuments,asamendedbytheSupplementaryConditionsfortheStateofWestVirginia,in addition to the terms and conditions contained herein. Thetermsandconditionsofthisdocumentshall prevail over anything contained in the AIA Documents or the Supplementary Conditions.

4. GREEN BUILDINGS MINIMUM ENERGY STANDARDS: In accordance with West Virginia Code § 22-29-4, all new building construction projects of public agencies that have not entered the schematic design phase prior to July 1, 2012, oranybuildingconstructionprojectreceivingstategrant fundsandappropriations,includingpublicschools,thathavenotenteredtheschematicdesignphaseprior to July I, 2012, shall be designed and constructed complying with the ICC International Energy Conservation Code, adopted by the State Fire Commission, and the ANSI/ASHRAE/IESNA Standard 90.1-2007: Provided, That if any construction project has a commitment of federal funds to pay for a portionofsuchproject,thisprovisionshallonlyapplytotheextentsuchstandardsareconsistentwiththe federal standards.

DESIGNATED CONTACT: Vendor appoints the individual identified in this Section as the Contract Administrator and the initial point of contact for matters relating to this Contract.

Name Title

Email Phone Number

Address City State Zip

CERTIFICATION AND SIGNATURE: By signing below, or submitting documentation through wvOASIS, I certify that: I have reviewed this Solicitation in its entirety; that I understand the requirements, terms and conditions, and other information contained herein; that this bid, offer or proposalconstitutesanoffertotheStatethatcannotbeunilaterallywithdrawn;thattheproductorservice proposed meets the mandatory requirements contained in the Solicitation for that product or service, unless otherwise stated herein; that the Vendor accepts the terms and conditions contained in the Solicitation,unlessotherwisestatedherein;thatIamsubmittingthisbid,offerorproposalforreviewand consideration;thatIamauthorizedbythevendortoexecuteandsubmitthisbid,offer,orproposal,orany documents related thereto on vendor’s behalf; that I am authorized to bind the vendorinacontractual relationship; and that to the best of my knowledge, the vendor has properly registered with any State agency that may require registration.

By signing below. I further certify that I understand this Contract is subject to the provisions of West Virginia Code§ 5A-3-62. which automatically voids certain contract clauses that violate State law.

Company

Authorized Name Name

Authorized Signature Date