Virginia Tech Letterhead - Information Technology Acquisitions ...

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Nancy Sterling, Senior Contract Officer 

Information Technology Acquisitions 

1700 Pratt Drive (0214) 

Blacksburg, Virginia 24060 

540/231-9517 Fax: 540/231-4110 

E-mail: nancy.sterling@vt.edu 

www.ita.vt.edu 

COMMONWEALTH OF VIRGINIA 

STANDARD CONTRACT 

Contract Number: VT-PTG-1508 

This contract entered into this 8th day of September, 2008 by PLANIT Technology Group, LLC, hereinafter called 

“Contractor”, and the Commonwealth of Virginia, Virginia Polytechnic Institute and State University, hereinafter 

called “Virginia Tech”. 

WITNESSETH that the Contractor and Virginia Tech, in consideration of the mutual covenants, promises, and 

agreements herein contained, agrees as follows: 

SCOPE OF CONTRACT: The Contractor shall provide to Virginia Tech, as needed and according to potential 

Virginia Tech Purchase Orders if issued, personnel having qualifications and experience similar to the bid resumes 

submitted for the specific line items for which the Contractor bid, using bid rates or lower, and potentially including 

travel per Virginia travel regulations, as set forth in the Contract Documents. 

PERIOD OF CONTRACT: From September 8, 2008 through September 7, 2011 plus two optional one-year 

renewals. 

COMPENSATION AND METHOD OF PAYMENT: The Contractor shall be paid by Virginia Tech in accordance 

with the contract documents. 

CONTRACT DOCUMENT: The contract documents shall consist of: 

• This signed contract 

• Attachment A – Invitation for Bid 

• Attachment B – Questions and Answers 

• Attachment C – Bid Submitted by Contractor 

All of which contract documents are incorporated herein. 

Both parties agree to accept and be legally bound by authorized facsimile/scanned signatures in lieu of authorized 

original signatures. 

In WITNESS WHEREOF, the parties have caused this Contract to be duly executed intending to be bound thereby. 

Contractor: 

Virginia Tech 

By: ________________________________ By: ________________________________ 

Authorized Signature 

Authorized Signature 

Name: Nigel Buttery 

Name: John D. Krallman 

Title: President Title: Director of IT Acquisitions 

Invent the Future 

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY 

An equal opportunity, affirmative action institution

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Table of Contents for Contract and Attachments 

Section 

Page 

Number 

Contract Signature Page 1 

Attachment A – Invitation for Bid 3 

Attachment B – Questions and Answers 15 

Attachment C– Bid Submitted by Contractor 16

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Information Technology Acquisitions 

1700 Pratt Drive 

Blacksburg, VA 24060 

FAX: 540-231-4110 

Awarded bid information is available at 

http://www.ita.vt.edu/cgi-bin/BidInfo/awardedBids. 

BID COVER SHEET 

Pages 2 to 9...: BID 648252 

Pages 10 to 12.: VPI & SU GENERAL TERMS AND CONDITIONS 

NOTE: 

Please check the bid form for each solicitation to determine the type of bid - sealed or 

unsealed. 

Your response to unsealed bids may be mailed or faxed to (540)231-4110 or 231-9294. Your response to 

sealed bids must be received in our office in a sealed envelope marked on the outside with bid number and bid 

opening date and hour. All sealed bids should be mailed or delivered to: 

Virginia Tech ITA Office; 1700 Pratt Drive; Blacksburg VA 24060-6361 

Please report any problems with this bid package to (540)231-8804.

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Computing Center Purchasing Office 

1700 Pratt Drive 

Blacksburg, Virginia 24060 

Bid Number Issue Date Bid Type Bid Due Date & Hour 

648252 August 8, 2008 Sealed August 20, 2008 

3:00 p.m. 

INVITATION FOR BID 

See attached instructions, list of goods or services, and Terms and Conditions. Terms and Conditions (special and general) are incorporated 

by reference into this Invitation for Bid and in any resulting contract or purchase order. All requested goods may be considered ’brand name or 

equal’ unless specifically stated. 

Delivery terms are in all cases F.O.B. Destination unless other wise indicated in the body of your bid. If you take exception to these terms, 

actual shipping costs must be listed as a line item in your bid, or an estimated amount must be shown in your bid. These costs will be added to 

your bid for purposes of making an award. 

Bidder 

________________________________________ 

________________________________________ 

FAX /Phone Number:______________________ 

________________________________________ 

Attached to this form are printed terms and conditions. All of the General Terms and Conditions shall be a part of every bid submitted in response 

thereto and any resulting contract. The Invitation for Bid, the bid, and any modification or additions to either, together with the Purchase Order, shall 

constitute an entire integrated contract. In accordance with this invitation and subject to all conditions imposed here in and in attachments, the 

undersigned offers and agrees to furnish the item for the price set opposite each item. 

Please quote prices for the commodities or services shown on the attached listing sheet subject to the terms and conditions stated. 

Note: Your bid must be in compliance with clauses 29 and 35 of the General Terms and Conditions. 

Any purchase order/contracts resulting from this bid will be processed through the Commonwealth of Virginia’s eProcurement 

System, eVA (reference clause #29 of General Terms & Conditions.) 

Special Instructions 

1. Responses must be submitted on this form. 

2. Responses must be signed below in ink. Failure to do so will result in your bid being ruled non-responsive. 

3. Responses will be received in the VPI & SU Computing Center Purchasing Office until the date and hour shown above. 

4. Sealed bid responses must be returned in a ’sealed’ envelope, clearly marked on the outside with the bid number and the bid opening date. 

5. Responses may be mailed, express mailed, or hand delivered to the 

Virginia Tech Computer Purchasing Office, 1700 Pratt Drive, Blacksburg, VA 24060-6361. 

Company Name and Address F.I.N or S.S. Number Date Phone 

Print name and title 

FAX 

Authorized signature 

Toll free phone number 

Delivery schedule 

Payment terms 

Address all inquires and correspondence to Nancy Sterling (540) 231-9517 or Vicky Moore (540) 231-7953. 

Bid tabulation results will automatically be FAXed to all vendors who respond to this bid. 

All responses must include this signed cover sheet.

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Listing Sheet 

Information Technology Acquisitions/Computer Purchasing 

REQUISITION NO. R 648252 

PURCHASE ORDER NO. P 

Item No. Description of Articles Quantity Unit Unit Price Amount 

ADDENDUM - DEADLINE EXTENSION - The 

deadline for receipt of bids is extended to August 

20, 2008, 3:00 pm Eastern time. 

PURPOSE: The purpose of this Invitition for Bids 

(IFB) is to solicit SEALED bids from qualified 

contractors to establish a pricing agreement for 

software architects, developers, analysts, and 

admins with the experience and qualifications 

detailed below. These services will be acquired on 

an as needed basis for departments at Virginia 

Tech and will require issuance of a purchase order. 

Virginia Tech retains all intellectual property rights. 

Agreements will be made with one or more 

contractors and departments may choose the 

contractor they deem the most appropriate for their 

needs. 

CONTRACTOR INFORMATION REQUIRED 

(REVISED): The bidder shall only include 

personnel who are experienced in the services 

requested and currently employed by the bidder, or 

have a contractual relationship with the bidder, and 

the vendor shall submit resumes of all such 

personnel. As a minimum, the resume must show 

the name of the individual, job title, qualifications, 

and related work experience for the services 

requested. Virginia Tech departments will have the 

option of reviewing the resumes and holding 

interviews with the IT personnel before any 

procurement is begun. The bidder shall also 

provide three (3) recent references from education, 

government, or large corporate customers where 

the work performed was comparable the services 

described herein. References must include the 

date(s) the services were furnished, the client 

name and address, and a client point of contact 

familiar with the project, including name, phone 

number, and email, who the bidder authorizes 

Virginia Tech to contact. Also include samples of 

relevant completed work products that will allow 

Virginia Tech to evaluate bidder capabilities. 

TERM OF AGREEMENT This agreement is for 

three (3) years from date of award. The agreement 

may, however, be extended by Virginia Tech upon 

written agreement of both parties for two (2) 

successive one year periods, under the terms of 

the original bid, and at a reasonable time prior to 

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Listing Sheet 





contract expiration. 

PRICING SCHEDULE For each description below, 

fill in the applicable hourly rate. There will be no 

negotiation of these rates, so it’s highly 

recommended that the very best possible rates be 

provided, as these will be made available to all 

University departments. 

Bidders may provide additional line items, 

including experience and qualifications, with 

applicable hourly rate for services you feel are 

related to those requested below. 

ADDENDUM TO PRICING SCHEDULE - Bidders 

shall only enter rates for line items they can fulfill. 

Bidders can submit a bid response with some line 

item rates marked *no-bid* or left blank. Any 

resultant contract will not include no-bid or blank 

line items, and those line items cannot be added 

later. 

ADDENDUM - ONLINE ACCESS TO 

SOLICITATION DOCUMENTS 

Solicitation documents, including updates, are 

available on our department website and on eVA. 

Be sure to review the solicitation frequently for 

potential updates. 

To view documents on our department website, go 

to http://www.ita.vt.edu/. On the first screen, click 

on the underlined heading Computer Purchasing . 

On the next screen, on the right side in the box 

entitled Bid Index , click on the underlined 

sub-heading Active Bids . Then click on the 

solicitation number of interest to you. 

To view documents on the eVA website, go to 

http://www.eva.state.va.us/. On the first screen in 

the middle box, click on the underlined 

sub-heading Solicitation & Awards . Then click on 

the solicitation number (Solicit ID) of interest to 

you. Once in that solicitation s screen, click on the 

small box entitled Attachments to view the full 

solicitation package. 

ADDENDUM - INCORPORATION OF RELEVANT 

DOCUMENT This IFB and any potential resulting 

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Listing Sheet 





contract incorporates the Commonwealth of 

Virginia Purchasing Manual for Institutions of 

Higher Education and their Vendors, available 

online at 

http://www.odu.edu/af/materiel/departments/purcha 

singmanual.pdf 

For procedural questions, please contact Nancy 

Sterling, nancy.sterling@vt.edu, 540-231-9517. 

1 Embedded Systems Software Architect 

1 hr for 

The Embedded Systems Software Architect shall 

have 5-10 years experience architecting software 

applications to run on embedded mobile computing 

systems. The ideal architect shall be capable of 

performing the following tasks: software 

requirements definition and documentation; 

software development environment selection and 

specification; analysis and selection of target 

hardware platforms; software architecture design 

for mobile system application; PDA / mobile 

systems application development; automotive 

display application development; vehicle data 

network (CAN, OBDII, SAE J1939, SAE J1850) 

interface development, software application 

deployment and testing; human factors analysis 

and design. 

The Embedded Systems Software Architect shall 

have the following qualifications: 5-10 years C/C++ 

or equivalent object oriented programming 

experience; Linux / Windows CE, Windows Mobile, 

etc. experience; Embedded systems integration 

and development; Graphical user interface 

development; Documentation development and 

maintenance experience; Software requirements 

definition experience. 

2 Embedded Systems Software Developer 

1 hr for 

The Embedded System Software Developer shall 

have 2-5 years experience developing software 

applications that run on embedded mobile 

computing systems. The ideal developer shall be 

capable of performing the following tasks: mobile 

system application development; automotive 

display application development; embedded 

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Listing Sheet 





systems software development; systems 

integration and test; vehicle data network (CAN, 

OBDII, SAE J1939, SAE J1850) interface 

development; software deployment and testing. 

The Embedded Systems Software Developer shall 

have the following qualifications: 2-5 years C/C++ 

or equivalent object oriented programming 

experience; Linux / Windows CE, Windows Mobile, 

etc. experience; eEmbedded systems integration 

and development experience; software test and 

deployment experience; PDA applications 

development experience. 

3 Programmer Analyst Senior 

1 hr for 

The Programmer Analyst Senior shall have 2-5 

years experience related to specifics below. The 

ideal analyst shall be capable of performing the 

following tasks: primary participant in evaluation; 

development and deployment of new technologies 

to be used in an environment consisting of open 

source (Linux), closed source (Mac OS, Mac OS X, 

MS Windows) and web related technologies; assist 

in all aspects of the software lifecycle for new and 

existing code bases; develop and maintain tools to 

support the security, stability and scalability of 

these systems. 

The Programmer Analyst Senior shall have the 

following qualifications: hands on experience with 

Windows (all flavors), Mac OS (some flavors) and 

Linux (some flavors), some knowledge of internal 

workings of Windows 2000\2003, Active Directory 

and WMI, LDAP and/or ADSI interfaces, 

programming in C/C++/C#, Visual Basic, .NET 

Framework, Python, ASP, PHP, and Web 

Services; relational database administration and 

SQL programming background experience; 

intermediate familiarity with the software 

development process including code source 

management technologies; ability to write technical 

documentation and customer driven knowledge 

base style articles necessary. 

4 Computer Programmer Admin: 

1 ea for 

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Listing Sheet 





The Computer Programmer Admin shall have 2-5 

years experience related to specifics below. The 

ideal programmer admin shall be capable of 

performing the following tasks: maintain and 

develop visual computing solutions for end users; 

simulation, informatics, and VR integration. 

The Computer Programmer Admin shall have the 

following qualifications: Linux/Unix administration; 

LDAP/SAMBA network administration; OpenGL 

and C++ development; scene graph technology for 

interactive 3D graphics 

5 ADDENDUM - New Line Item - Java Portal 

1 ea for 

Development Specialist 

The Portal Development Specialist shall have 5-10 

years of experience building applications in a 

Java-based portal environment. The ideal 

candidate shall have extensive experience building 

portal-based applications utilizing: JBoss 

Enterprise Application platform, including Seam, 

RichFaces, jBPM, JBoss Rules and Spring; 

extensive experience in SOA development with 

web services utilizing the JBoss Enterprise SOA 

Platform and Glassfish Metro. Additional skills 

would ideally include content management system 

development experience using Drupal, enterprise 

search implementation with Google Mini or 

Appliance, SSO integration with JA-SIG Central 

Authentication Service (CAS), systems integration 

experience with Banner, data warehousing 

experience including building, populating and 

querying. 

The ideal minimum qualifications shall include: 

advanced application development experience with 

Java Servlets, JSF, Javascript and AJAX deployed 

on JBoss or Tomcat; web services development 

using a major web services framework such as 

Apache CXF or Glassfish Metro; data persistence 

using EJB3 or Hibernate; database development 

using Oracle or MySQL; experience with Java 

IDEs such as Eclipse, NetBeans or JDeveloper; 

code management using CVS or Subversion; build 

management using Ant or Maven. 

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Listing Sheet 





6 ADDENDUM - New line item - Senior Web 

1 ea for 

Application Developer 

The Senior Web Application Developer shall have 

2-5 years of experience building web applications 

with Java and PHP. The ideal candidate shall have 

extensive experience building applications with 

Java Servlets, JSF or JSP and Javascript; 

experience using development frameworks such 

as Spring or Struts; proven experience building 

web applications with PHP; experience with a 

content management system such as Drupal or 

Joomla. 

Minimum qualifications shall include: proven 

development experience using Java Servlets, JSP 

or JSF; proven development experience using 

PHP; intermediate-to-advanced SQL skills; 

demonstrable expertise in web UI design and 

development; experience using an IDE such as 

Eclipse, Netbeans or JDeveloper; experience with 

a source repository such as CVS or Subversion. 

7 ADDENDUM - Travel, if necessary 

TBD 

If a project requires travel, all Virginia Tech travel 

regulations must be followed; travel regulations are 

available online at 

http://www.co.vt.edu/Procedures/p20335a.html. 

The vendor must obtain advance written travel 

authorization from the Virginia Tech project lead. 

NOTE: Vendors should not enter a bid price for this 

line item. 

For procedural questions, please contact Nancy 

Sterling, nancy.sterling@vt.edu, 540-231-9517. 

TOTAL 

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Special Terms and Conditions for Bid 648252 

ORDERING OPTION 

In contracts for a fixed quantity of goods, if VPI & SU has a need to order additional quantities in excess 

of that stated in the contract, VPI & SU may, during the first 90 days after the contract is awarded, place 

additional orders under the contract at the original unit price through the issuance of separate purchase 

orders, but the aggregate of such additional orders shall not exceed 100% of the quantity originally stated 

in the contract. 

NON-VISUAL ACCESS TO TECHNOLOGY: All information technology which, pursuant to this 

Agreement, is purchased or upgraded by or for the use of any State agency or institution or political 

subdivision of the Commonwealth, the "Technology" shall comply with the following non-visual access 

standards from the date of purchase or upgrade until the expiration of this Agreement: 1 - effective, 

interactive control and use of the Technology shall be readily achievable by non-visual means; 2 - the 

Technology equipped for non-visual access shall be compatible with information technology used by 

other individuals with whom any blind or visually impaired user of the Technology interacts; 3 - 

non-visual technology shall be integrated into any networks used to share communications among 

employees, program participants or the public, and 4 - the technology for non-visual access shall have the 

capability of providing equivalent access by non-visual means to telecommunications or other 

interconnected network services used by persons who are not blind or visually impaired. 

Compliance with the foregoing non-visual access standards shall not be required if the head of the using 

agency, institution or political subdivision determines that, 1 - the technology is not available with 

non-visual access because the essential elements of the Technology are visual and, 2 - non-visual is not 

available. Installation of hardware, software, or peripheral devices used for non-visual access is not 

required when the Technology is being used exclusively by individuals who are not blind or visually 

impaired, but applications programs and underlying operating systems, including the format of the data, 

used for the manipulation and presentation of information shall permit the installation and effective use of 

non-visual access software and peripheral devices. If requested, the Contractor must provide a detailed 

explanation of how compliance with the foregoing non-visual access standards is achieved and a 

validation of concept demonstration.

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GENERAL TERMS AND CONDITIONS 

1. ANTI-DISCRIMINATION: By submitting their bids, Bidders 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 Section 2.2-4311 of the Virginia Public Procurement Act. If the award is made to a 

faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract 

on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national 

origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, 

if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject 

to audit by the public body. ÀCode of Virginia, _ 2.2-4343.1 EÁ. In every contract over $10,000 the provisions in A. and B. below apply: A. During the 

performance of this contract, the Contractor agrees as follows: 1Á The Contractor will not discriminate against any employee or applicant for 

employment because of race, religion, color, sex, national origin, age, disability, 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 provision of this nondiscrimination 

clause. 2Á 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. 3Á 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. B. The Contractor will include the provisions of A. above in every subcontract or 

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

2. ANTITRUST: By entering into a contract, the Contractor conveys, sells, assigns, and transfers to Virginia Tech and the Commonwealth of Virginia all 

rights, title and interest in and to all causes of the action it may now have or hereafter acquire under the antitrust laws of the United States and the 

Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by Virginia Tech and the Commonwealth of Virginia under 

said contract. 

3. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth 

of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The Contractor shall comply with applicable 

federal, state and local laws and regulations. 

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

Tech. 

5. CHANGES TO THE CONTRACT: Changes can be made to the Contract in any of the following ways: A. The parties may agree in writing to modify 

the scope of the contract. An 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. B. Virginia Tech 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 the method of packing or 

shipment and the place of delivery or installation. The Contractor shall comply with the notice upon receipt. The Contractor shall be compensated for any 

additional costs incurred as the result of such order and shall give Virginia Tech a credit for any savings. Said compensation shall be determined by one 

of the following methods: 1Á By mutual agreement between the parties in writing; or 2Á 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 Virginia 

Tech’s right to audit the Contractor’s records and/or to determine the correct number of units independently; or 3Á By ordering the Contractor to proceed 

with the work and to 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 Virginia Tech 

with all vouchers and records of expenses incurred and savings realized. Virginia Tech 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 Virginia 

Tech within thirty À30Á days from the date of receipt of the written order from Virginia Tech. 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 Purchasing Manual for Institutions of Higher Education and Their Vendors. Neither the existence of a claim or a dispute resolution process, 

litigation or any other provision of this contract shall excuse the Contractor from promptly complying with the changes ordered by Virginia Tech or with 

the performance of the contract generally. 6 CLAIMS: Contractual claims, whether for money or other relief, shall be submitted in writing to the Director 

of Purchasing, Virginia Tech Purchasing Department, 270 Southgate Center, Blacksburg, Virginia 24061, no later than sixty À60Á days after final 

payment; however, written notice of the contractor’s intention to file such claim shall have been given at the time of the occurrence or beginning of the 

work upon which the claim is based. Nothing herein shall preclude a contract from requiring submission of an invoice for final payment within a certain 

time after completion and acceptance of the work or acceptance of the goods. Pending claims shall not delay payment of amounts agreed due in the final 

payment ÀCode of Virginia, Section 2.2-4363Á. A contractor may not institute legal action prior to receipt of the Director of Purchasing’s decision on 

the claim, unless that office fails to render such decision within thirty À30Á days. The decision of the Director of Purchasing shall be final and 

conclusive unless the contractor, within six À6Á months of the date of the final decision on the claim, institutes legal action as provided in the Code of 

Virginia, Section 2.2-4364. 

7. CLARIFICATION OF TERMS: If any prospective bidder has questions about the specifications or other solicitation documents, the prospective 

bidder 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. 

8. COMMONWEALTH OF VIRGINIA PURCHASING MANUAL FOR INSTITUTIONS OF HIGHER EDUCATION AND THEIR VENDORS: This 

solicitation is subject to the provisions of the Commonwealth of Virginia Purchasing Manual for Institutions of Higher Education and Their Vendors and 

any revisions thereto, which are hereby incorporated into this contract in their entirety. A copy of the manual is available for review in the Virginia Tech 

Purchasing Department or by accessing URL http://www.purch.vt.edu on the Web. 

9. DEBARMENT STATUS: By submitting their bids, bidders certify that they are not currently debarred by the Commonwealth of Virginia from 

submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity 

that is currently so debarred. 

10. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, Virginia Tech, 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 Virginia Tech may have.

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11. DRUG-FREE WORKPLACE: In every contract over $10,000 the following provisions apply: During the performance of this contract, the Contractor 

agrees to ÀiÁ provide a drug-free workplace for the Contractor’s employees; ÀiiÁ 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; ÀiiiÁ 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 ÀivÁ 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 substance or marijuana during the performance of the contract. 

12. EO/AA STATEMENT: Virginia Tech, an equal opportunity, affirmative action institution covered by presidential executive order 11246 as amended, 

advises all contractors, subcontractors, vendors and suppliers that direct receipt of federal funds may require appropriate action on their part. 

13. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, bidders certify that their bids are made without collusion or fraud and that they 

have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, 

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. 

14. FACSIMILE BIDS:. Facsimile unsealed bids received in the Virginia Tech Purchasing Department prior to the time and date designated for bid 

submission will be accepted. For sealed bid programs, a bidder may fax a bid to a non-Virginia Tech third party, who in turn must deliver it to the 

Purchasing Department in a sealed envelope before the bid due date and time. 

15. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their bids, the bidders certify that they do not and will not during the 

performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986. 

16. INDEMNIFICATION: Contractor agrees to indemnify, defend and hold harmless Virginia Tech and the Commonwealth of Virginia and their 

officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the 

use of any materials, goods, or equipment of any kind or nature furnished by the contractor/any services of any kind or nature furnished by the contractor, 

provided that such liability is not attributable to the sole negligence of Virginia Tech or failure of Virginia Tech to use the materials, goods, or equipment 

in the manner already and permanently described by the contractor on the materials, goods or equipment delivered. 

17. LATE BIDS: To be considered for selection, bids must be received by the Virginia Tech Computer Purchasing Department À0214Á, 1700 Pratt 

Drive, Room 210, Blacksburg, Virginia 24061, by the designated date and hour. The official time used in the receipt of bids is that time on the automatic 

time stamp machine in the VT Computer Purchasing Department. Bids received in the Computer Purchasing Department after the date and hour 

designated are automatically disqualified and will not be considered. Virginia Tech is not responsible for delays in the delivery of mail by the U.S. Postal 

Service, private couriers, the intrauniversity mail system, or another means of delivery. It is the sole responsibility of the bidder to insure that its bid 

reaches the VT Computer Purchasing Department by the designated date and hour. 

18. MANDATORY USE OF VIRGINIA TECH FORM AND TERMS AND CONDITIONS: Failure to submit a bid on the official Virginia Tech 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 bid may be cause for 

rejection of the bid; however, Virginia Tech 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, Virginia Tech 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. 

19. PAYMENT: A. TO PRIME CONTRACTOR: À1Á 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 Virginia Tech or state contract number and/or purchase order 

number; social security number Àfor individual contractorsÁ or the federal employer identification number Àfor proprietorships, partnerships, and 

corporationsÁ. À2Á 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. À3Á 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. À4Á 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 the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act. À5Á 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 researched and challenged, and that portion of the invoice held in abeyance until a 

settlement can be reached. Upon determining that invoiced charges are not reasonable, the Commonwealth shall promptly notify the contractor, in 

writing, as to those charges which it considers unreasonable and the basis for the determination. A contractor may not institute legal action unless a 

settlement cannot be reached within thirty À30Á days of notification. 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 ÀCode of Virginia, _ 2.2-4363Á. B. TO SUBCONTRACTORS: A contractor awarded 

a contract under this solicitation is hereby obligated: ÀaÁ To pay the subcontractorÀsÁ within seven À7Á days of the contractor’s receipt of payment 

from the Commonwealth for the proportionate share of the payment received for work performed by the subcontractorÀsÁ under the contract; or ÀbÁ To 

notify Virginia Tech and the subcontractorÀsÁ, in writing, of the contractor’s intention to withhold payment and the reason. The contractor is obligated 

to pay the subcontractorÀsÁ interest at the rate of one percent per month Àunless otherwise provided under the terms of the contractÁ on all amounts 

owed by the contractor that remain unpaid seven À7Á days following receipt of payment from the Commonwealth, except for amounts withheld as stated 

in b. 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. 

20. PRECEDENCE OF TERMS: Paragraphs 1, 2, 3, 7, 8, 9, 13, 15, 18, and 19 of these General Terms and Conditions 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. 

21. PUBLIC NOTICE OF AWARD: Public notice of the purchase order/contract award will be posted on the Public Information Board located in the 

lobby of the Virginia Tech Purchasing Department, 270 Southgate Center, Blacksburg, Virginia, if the value of the transaction is $15,000 or more. Award 

information may also be obtained by contacting the buyer whose name appears on the solicitation.

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22. QUALIFICATIONS OF BIDDERS: Virginia Tech may make such reasonable investigations as deemed proper and necessary to determine the ability 

of the bidder to perform the work/furnish the itemÀsÁ and the bidder shall furnish to Virginia Tech all such information and data for this purpose as may 

be requested. Virginia Tech reserves the right to inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. 

Virginia Tech further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy Virginia Tech that 

such bidder is properly qualified to carry out the obligations of the contract and to complete the work/furnish the itemÀsÁ contemplated therein. 

23. SUPREMACY CLAUSE: Notwithstanding any provision in the bidder’s response to the contrary, the bidder agrees that the terms and conditions 

contained in Virginia Tech’s bid prevail over contrary terms and conditions contained in the bidder’s response. 

24. TAXES: Sales to Virginia Tech and 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 the contract shall be free of Federal excise and transportation taxes. The 

Commonwealth’s excise tax exemption registration number is 54-73-0076K. 

25. TESTING AND INSPECTION: Virginia Tech reserves the right to conduct any test/inspection it may deem advisable to assure supplies and services 

conform to the specification. 

26. TRANSPORTATION AND PACKAGING: By submitting their bids, all bidders certify and warrant that the priceÀsÁ offered are for FOB 

Destination and include 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. 

27. 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 

Virginia Tech in its sole discretion determines to be equal 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 indicate the product being offered and to provide sufficient 

descriptive literature, catalog cuts and technical detail to enable Virginia Tech 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 "equal" product, such bid will be considered to offer the 

brand name product referenced in the solicitation. 

28. NONDISCRIMINATION OF CONTRACTORS: A bidder or a contractor shall not be discriminated against in the solicitation or award of this 

contract because of race, religion, color, sex, national origin, age, or disability or against faith-based organizations. 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 

29. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION: The eVA Internet electronic procurement solution, web site portal 

www.eva.state.va.us, streamlines and automates government purchasing activities in the Commonwealth. The portal is the gateway for vendors to 

conduct business with state agencies and public bodies. Vendors desiring to provide goods and/or services to Virginia Tech are encouraged to participate 

in the eVA Internet e-procurement solution either through the eVA Basic Vendor Registration Service or eVA Premium Vendor Registration Service, and 

complete the Ariba Commerce Services Network registration. Note: Vendors are strongly encouraged to register their company prior to submitting a bid 

or proposal. Vendors should register in both the eVA and the Ariba Commerce Services Network Registration Systems. Failure to register may result in 

the bid being rejected. 

30. PARKING PERMITS: Effective October 31, 2002, Virginia Tech Parking Services will require the purchase and display of a parking permit for all 

vendor/business/contractor vehicles, privately and company owned, that park on campus. The cost of the permit is the same as the faculty/staff permit. 

Permit options include one year, six months, three months, summer, or day. Permits are available through application at Virginia Tech Parking Services, 

455 Tech Center Drive, Blacksburg, Virginia 24061. Additional information is available at http://www.prking.vt.edu.vbc.htm or by calling Parking 

Services at À540Á 231-3200. 

31. PAYMENT TERMS: 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. 

32. INVOICES: 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 VPI & SU or state contract number and/or purchase order number; social security number Àfor 

individual contractorsÁ or the federal employer identification number Àfor proprietorships, partnerships, and corporationsÁ. 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. 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 the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act 

33. EVALUATION AND AWARD: Awards are made to the lowest responsive and responsible bidder. Evaluation will be based on net prices. Unit 

prices, extensions and grand total must be shown. However, Virginia Tech reserves the right on multiple item procurements to make a separate award of 

each item, a group of items, and to make an award either in whole or in part, whichever is deemed in the best interest of Virginia Tech. In case of 

arithmetical errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts 

for prompt payment will not be considered in making awards. VPI & SU reserves the right to reject any and all bids in whole or in part, to waive any 

informality, and to delete items prior to making an award. 

34. NEW EQUIPMENT: Unless specifically requested in this IFB, all equipment furnished under this solicitation shall be new equipment and in current 

production. 

35. PRODUCT INFORMATION: The bidder is responsible to clearly and specifically indicate the product being offered and to provide sufficient 

descriptive literature, catalogue cuts and technical detail to enable VPI & SU to determine if the product offered meets the requirements of the invitation. 

Failure to do so may cause the bid to be considered nonresponsive.

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Attachment B – Questions and Answers 

IFB R648252 

Q1) Do the employees need to have a Green card or American citizenship to perform work under this 

arrangement? Can they be on any other valid work visa (authorization to perform work in the US) like 

H1B or L1 or EAD - Employment Authorization document ? 

A2) The personnel for whom you send resumes must be a current employee of your company or have a 

contractual relationship with your company, must be legally able to work in the United States, and must 

be available to work with short notice unless under contract with another client. 

Q2) Most of our candidates will not be able to provide samples of their work, because the coding is a 

proprietary info. of the clients where they work. What is your suggestion? 

A2) You may submit a document with brief summaries of relevant projects your employees or contract 

personnel have worked on, if not prohibited. Please clarify their level of involvement and if it was their 

sole effort or if they worked with other contractors or the client. 

Q3) Since this arrangement is for multi-year procurement what is the % rate increase year on year that is 

permitted to cover inflation / cost of living. How should we represent this in the proposal. 

A3) Regarding rate increases, the vendor’s bid/proposal price is fixed for the original term of the 

contract. If any resultant contract includes one or more optional renewal periods, the contract vendor may 

propose renewal at original prices, or may propose prices adjusted by a percentage not to exceed the CPI- 

W section of the Consumer Price Index (All items, Unadjusted) for the latest twelve month period for 

which statistics are published at that time on the website http://stats.bls.gov/news.release/cpi.t04.htm. If 

the optional renewal is exercised, the agreed upon renewal rates are in effect for the renewal period, and 

all other terms and conditions remain in force.

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