·!11virginiatechl procurement department · sul~,iect: virginia tech contrac1 #ucp-ts-035-12...

·!11VirginiaTechl

Miller Isley Richmond Commercial Services PO Box 27976 Richmond, VA 23261

Dear Mr. Isley:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 WWW.procurement. vt.edu

March 23, 2017

Subject: Virginia Tech Contract# UCP-TS-035-12 Commodity/Service: Moving and Hauling Services

Thank you for responding to my letter of March 9, 201 7 and agreeing to extend the contract. The contract will now expire May 31, 2017.

The attached form shows your company information as listed in the university's vendor database. If any of this information changes, please make corrections directly on the form, and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.

We look forward to working with you for the additional months.

TW/tdj

c: F.M. Pro Anthony Watson

Sincerely,

Trisha Wilson, CPPB Senior Buyer/ Contracts officer Telephone: (540) 231-7402

~------------------------ Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action institution

VENDOR INFORMATION FORM 3/9/2017

TS 035 12 ------ for office use ---

Richmond Commercial Services, Inc.

FULL LEGAL NAME (Company Name as it appears with your Federal Taxpayer Number)

BUSINESS NAME/ DBA NAME/TA NAME

(If different than Full Legal Name)

BILLING NAME (Company name as it appears on your invoice)

PURCHASE ORDER ADDRESS:

PO Box 27976

P O BOX ADDRESS 1

STREET ADDRESS 2

Richmond

CITY

VA 23261

STATE ZIP CODE

Miller Isley

CONTACT PERSON

[email protected] EMAIL

Trisha Wilson

FEDERAL TAXPAYER NUMBER

FEDERAL TAXPAYER NUMBER (If different than ID# above)

FEDERAL TAXPAYER NUMBER (if different than ID# above)

PAYMENT ADDRESS:

PO Box 27976

PAYMENT PO BOX ADDRESS 1

PAYMENT STREET ADDRESS 2

Richmond

CITY

VA 23261

STATE ZIP CODE

804-358-4035 X306

PHONE NUMBER

TOLL FREE NUMBER

804-358-0761 FAX NUMBER

I Virginia Tech


Dear Mr. Isley:

Procurement Department (MC 0333) North End Genier, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221 Fa,c; 540/231-9626 www.procurement.vt.edu

March 9, 2017

Subject: Virginia Tech Contract #UCP-TS-035- 12 Commodity/Service: Moving and Hauling Services

This is to inform you that the subject contract expires March 31.2017. Since the universi1y would like 10 e;,,;tend !he con1rnc1 through May 31. 2017, please advise concerning your intention by signing in the appropriate space listed bt!luw . Pkase return this letter to me by March 24, 2017.

Please review the attached fonn, which shows your company information as listed in the university's vendor dalabase. If any of this information has changed, make corrections directly on the fom1. and return wi1h this letter. It is cssenti,il tha1 this information be accurate in order for payments to be processed in a timely manner.

Thank you for your attention to this matter.

Sincerely,

Trisha Wilson, CPPB Senior Buyer/ Contracts officer Telephone: (540) 231-7402

Richmond Commercial Services agrees to extend the contract through May 31, 2017 in accordance with the terms and conditions of the subject contract.

Date : ~-/,£, / 7 Title: V..P,/a/c?~

Authorized Signature:

Name:

Richmond Commercial Services does not agree to extend the contract through May 31 , 2017.

Authorized Signature: Date: - - ---- ----Name:

TW/tdj c: FMP

Approved:

(please print)

(J. 0, VCCO, CUPO Procurement

Title: ------- ---

Date: _ ?>J.,..._~ ......... 1:\ j ......... y -_.__J

--------····------ Inven t the Future

V l RG 1 NIA POLYTECHNIC INSTITUTE ANO STATE UN l VERSITV An equal opportunity , affirmative action institution

!IJVirginiaTech I

Miller Isley Richmond Commercial Services PO Box 27976 Richmond, VA 2326 1

Dear Mr. Isley:

Procurem ent Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NIN Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement. vt edu

January 27, 20 17

Subject: Virginia Tech Contract# UCP-TS-035-12

Commodity/Service: Moving and Hauling Services

Thank you for responding to my letter of December 19, 20 16 and agreeing to extend the contract. The contract will now expire March 31 , 2017.

The attached form shows your company information as listed in the university's vendor database. If any of this Lnformation changes, please make corrections directly on the form, and return to me. lt is essential that this information be accurate in order for payments to be processed in a tLmely manner.

We look forward to working with you for the additional months.

TW/tdj

Sincerely,

Trisha Wilson, CPPB Senior Buyer / Contracts officer Telephone: (540) 23 1-7402

c: F.M. Pro Anthony Watson

In vent the Future

VIRGIN I A P OLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunity, affirmative action institution


TS 035 12 -- for office use -- Trisha Wilson



BUSINESS NAME/ DBA NAMEfTA NAME




PO Box 27976

P O BOX ADDRESS 1

STREET ADDRESS 2

Richmond

CITY

VA 23261

STATE ZIP CODE

Miller Isley

CONTACT PERSON





PAYMENT ADDRESS:

PO Box 27976



Richmond

CITY

VA 23261

STATE ZIP CODE

804-358-4035 X306

PHONE NUMBER

TOLL FREE NUMBER

804-358-0761

FAX NUMBER

UJIJVirginiaTech

Miller Isley Richmond Commercial Services PO Box 27976 Richmond. VA 23261

Dear Mr. Isley:

Procurement Department (MC 0333) North End Center, Suite 2100. V1rgin1a Teen 300 Turner Street NW Blacksburg. Virginia 24061 540/231-6221 Fax: 540/231-9628 www procurement. vt edu

December 19, 2016

Sul~,iect: Virginia Tech ContraC1 #UCP-TS-035-12 Commodity/Service: Moving and Hauling Services

This is to infom1 yo u that the subject contract expires Januaf) 31. 201 7. Since the universit~ \\Ould like 10 e.\tend the contract through March 3 I. 2017. please advise concerning )OUr intention by signing in the appropriate space listed bdo\1 Please return this letter to me b) Janua~ 19. 2017 .

Please review the attached fonn. 11 hich shows your compan) information as listed in the university's \·endor database If on) of this informat ion has changed, make corrections directly on the fonn, and return with this letter. It is essential that this information be accurate m order for payments to be processed in a timely manner

Thank you for) our attention to this matter.

~· ~w~

Trisha Wilson, CPPB Senior Buyer / Contracts officer Telephone: (540) 231-7402

Richmond Commercrnl Services agrees to extend the contract through March 3 I. 2017 in nccordanc.: with the temts and conditions of the subject contrncL

Name:

Richmond Commercial SeT\ ices does not agree 10 extend the contract through March 31, 2017.

Authorized Signature.

Name:

Date:----------

Title: _________ _

TWtdj c: FMP

Approved:

Date:

(please print)

Inven t the Future

V I RG I N I A P O LYTECHN I C I NST I TUTE AND STATE UN I VERS I TY An equal oppor tun i ty. alfirmattve acti on lnst1ru11on


TS 035 12 -- for office use --


FULL LEGAL NAME (Company Name as it appears with your Federal Taxpayer Number}


{If different than FuU Legal Name)



PO Box 27976

P O BOX ADDRESS 1

STREET ADDRESS 2

Richmond

CITY

VA 23261

STATE ZJPCODE

Miller Isley

CONT ACT PERSON


Trisha Wilson


FEDERAL TAXPAYER NUMBER (If different than ID# above}


PAYMENT ADDRESS:

PO Box 27976



Richmond

CITY

VA 23261

STATE ZIP CODE

804-358-4035 X306

PHONE NUMBER

TOLL FREE NUMBER

804-358-0761

FAX NUMBER

IUVirginiaTech I

Miller Is ley Richmond Commercial Services, Inc. P 0 Box 27976 Richmond, VA 23261

Dear Mr. Isley:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg , Virg inia 24061 540/231-6221 Fax: 540/231-9628 WWW.procurement. vt.edu

November 12, 2015

Subject: Virginia Tech Contract #UCP-TS-035-12 Commodity/Service: Moving and Hauling Services

Thank you for responding to my lener of September 23, 20 15 and agreeing to renew the contract for an additional year. The contract will now expire January 31 , 2017.

The attached form shows your company information as listed in the university's vendor database. If any of this information changes, please make corrections directly on the fo rm, and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.

We look forward to working with you for an additional year.

TW/tdj

c: F.M . Pro Jim McCoy

Sincerely,

Trisha Wilson Senior Buyer I Contracts Officer Telephone: (540) 23 1-7402

Invent the Future

VI RGINIA POL YT ECHNIC INST ITUT E AND STATE UNIVERS ITY

An equa l opportunity, a ffirmat ive action institut io n


'2 ------- for office use -------



BUSINESS NAME/ OBA NAME/TA NAME




P 0 Box 27976

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Richmond

CITY

VA 23261

STATE ZIP CODE

Miller Isley

CONTACT PERSON

m isley@richmondcom mercialsvcs. com EMAIL

Tris;,2 f\/i!son


FEDERAL TAXPAYER NUMBER {If different than ID# above)


PAYMENT ADDRESS:

P 0 Box 27976

PAYMENT P 0 BOX ADDRESS 1


Richmond

CITY

VA 23261

STATE ZIP CODE

804-358-4035 X306

PHONE NUMBER

TOLL FREE NUMBER

804-358-0761

FAX NUMBER

llJVirginiaTech I


Dear Mr. Isley:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231-6221Fax: 540/231-9628 www.procurement.vt.edu

September 23 , 2015


This is to inform you that the subject contract expires January 31, 2016. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. Please return one signed copy of this letter to me by October 23, 2015.

Please review the attached form, which shows your company information as listed in the university's vendor database. If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential that this information be accurate in order for payments to be processed in a timely manner.


Sincerely,

-as~~ Senior Buyer I Contracts officer Telephone: (540) 23 I-7402

Richmond Commercial Services agrees to renew the contract for an additional year in accordance with the terms and conditionsofthesubjectcontract. w' ri ~ t,._,pl '-" "1 , ....... ~ "<....;.

1~. B·I ~ Title: ~L ,1e ( Lie Date: Authorized Signature:

Name: i (please print)

Richmond Commercial Services does not agree to renew the contract for an additional year.

Authorized Signature: Date:----------

Name:

TW/tdj c: FMP

Approved:

Date:

Title:----------(please print)

~~'-4~ Gr ry tt -Assistan~~ector of Procurement for Facilities Support

;¢7-)1') Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSI TY An equal opportunity, affirmat iv e action Ins ti tu ti on


TS 035 12 --- for office use --




{If different than Full Legal Name)



PO Box 27976

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Richmond

CITY

VA 23261

STATE ZIP CODE

Miller Isley

CONTACT PERSON


Trisha Wilson




PAYMENT ADDRESS:

P 0 Box 27976



Richmond

CITY

VA 23261

STATE ZIP CODE

804-358-4035 X306

PHONE NUMBER

TOLL FREE NUMBER

804-358-0761

FAX NUMBER

Virginia Tech I

Miller Isley Richmond Commercial Services P 0 Box 27976 Richmond, VA 23261

Dear Mr. Isley:

Purchasing Department 270 Southgate Center (0333) Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.purch. vt.edu

January 20,2015


In accordance with the contract renewal provision contained in the subject contract, Virginia Tech is renewing the contract for an additional year. The contract will now expire January 31, 2016.

As provided for in the contract renewal clause, an increase of 1.6% in price is allowable. The U.S. Bureau of Labor Statistics represents the percentage increase in the category of the CPI-W section of the Consumer Price Index for the latest twelve months ( September 2013 through September 2014 ) for which statistics were available. This information was obtained from the Web page (online on October 2014, Table 6) from the U.S. Department of Labor, Bureau of Labor Statistics' web site at: http://stats.bls.gov/news.release/cpi.t04.htm.

Attached is the pricing schedule which will become effective on February 1, 2015.

The attached form shows your company information as listed in the university's vendor database. If any of this information has changed, please make corrections directly on the form, and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.


TW/tdj Attachment c: F.M. Pro

Sincerely,

Trisha Wilson Senior Buyer I Contracts Officer Telephone: (540) 231-7402

Ap::v:ccoy,J~ F4u Assistant Director of ocurement for FacJhtJes Support

Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

An eq ual opportunity , affirmative action institution

VIRGINIA TECH CONTRACT NUMBER UCP-TS-035-12

Contractor: Richmond Commercial Services

Commodity Service: Moving and Hauling Services

Pricing Schedule For The Period Of February 1, 2015 Through January 31, 2016

1. Large Moving Van (includes driver) $35.08/HR 2. Small Moving Van (Includes driver) $ 1.05/HR 3. Moving Personnel $34.34/HR 4. Site Superintendent $ 1.05/HR 5. Panel System Worker (Skilled Labor) $34.34/HR 6. Materials:

a. Moving Totes $ 2.03/EA b. Labels $31.34/500 c. Place Cards $ 0.37/EA d. Stretch Wrap $20.89/Roll

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY

An equal opportunity , affirmative action institution


TS 035 12 ------- for office use -------







P 0 Box 27976

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Richmond

CITY

VA 23261

STATE ZIP CODE

Miller Isley

CONTACT PERSON

[email protected]

EMAIL

Trisha Wilson



FEDERALTAXPAYERNUMBER (if different than ID# above)

PAYMENT ADDRESS:

P 0 Box 27976



Richmond

CITY

VA 23261

STATE ZIP CODE

804-358-4035 X306

PHONE NUMBER

TOLL FREE NUMBER

804-358-0761

FAX NUMBER

IIJVirginiaTech I


Dear Mr. Isley:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street twV Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.procurement. vt.edu

October 1, 20 14


This is to inform you that the subject contract expires January 31,2015. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. Please return one signed copy of this letter to me by November I, 2014.

Please review the attached form, which shows your company information as listed in the university's vendor database. If any of this information has changed, make corrections directly on the form, and return with this letter. It is essential that this information be accurate in order for payments to be processed in a timely manner.


Sincerely,

Trisha Wilson Senior Buyer I Contracts officer Telephone: (540) 231-7402

Richmond Commercial Services agrees to renew the contract for an additional year in accordance with the tenns and conditions of the subject contract.

Authorized Signature:

Name:

Authorized Signature: Date:----------

Name:

TW/tdj c: FMP

Approved:

Date:


Assistant Director of Procurement for Facilities Support

Invent the Future



TS 035 12 -- for office use --



BUSINESS NAME/ DBA NAMEITA NAME




P 0 Box 27976

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Richmond

CITY

VA 23261

STATE ZIP CODE

Miller Isley

CONTACT PERSON

[email protected]

EMAIL

Trisha Wilson




PAYMENT ADDRESS:

P 0 Box 27976



Richmond

CITY

VA 23261

STATE ZIP CODE

804-358-4035 X306

PHONE NUMBER

TOLL FREE NUMBER

804-358-0761

FAX NUMBER

.+ \

lilVirginiaTech I


Dear Mr. Isley:

Purchasing Department 270 Southgate Center (0333) Blacksburg, Virginia 24061 5401231-6221 Fax: 5401231-9628 www.purch.vt.edu

January 29, 2014


In accordance with the contract renewal provision contained in the subject contract, Virginia Tech is renewing the contract for an additional year. The contract will now expire January 31, 2015.

As provided for in the contract renewal clause, an increa_'e of I.I% in price is allowable. The U.S. Bureau of Labor Statistics represents the percentage increase in the category of the CPl-W section of the Consumer Price Index for the latest twelve months ( November 2012 through November 2013) for which statistics were available. This information was obtained from the Web page (online on December 2013, Table 6) from the U.S. Department of Labor, Bureau of Labor Statistics' web site at: http://stats.bls.gov/news.release/cpi.t04.htm.

Attached is the pricing schedule which will become effective on February I, 2014.

The attached form shows your company information as listed in the university's vendor database. lf any of this information has changed, please make corrections directly on the form, and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.


TW/tdj Attachment c: F.M. Pro

Sincerely,

Trisha Wilson Senior Buyer I Contracts Officer Telephone: (540) 231-7402

Jim McCoy. John Mason ;. fi

Approved /tl-\.2/-'~ a• f/~ Gregory Pr{tt• \ \ Assistant Director bf Procurement for Facilities Support

~----------------------- Invent the Future


• ;


Contractor: Richmond Commercial Services


Pricing Schedule For The Period Of February 1, 2014 Through January 31, 2015

I. Large Moving Yan (includes driver) $34.53/HR 2. Small Moving Yan (Includes driver) $ 1.03/HR 3. Moving Personnel $33.80/HR 4. Site Superintendent $ 1.03/HR 5. Panel System Worker (Skilled Labor) $33.80/HR 6. Materials:

a. Moving Totes $ 2.00/EA b. Labels $30.85/500 c. Place Cards $ 0.36/EA d. Stretch Wrap $20.56/Roll


j


TS 035 12 ------- for office use -------



BUSINESS NAME/ OBA NAMEfTA NAME




P 0 Box 27976

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Richmond

CITY

VA 23261

STATE ZIP CODE

Miller Isley

CONTACT PERSON

[email protected]

EMAIL

Trisha Wilson




PAYMENT ADDRESS:

P 0 Box 27976



Richmond

CITY

VA 23261

STATE ZIP CODE

804-358-4035 X306

PHONE NUMBER

TOLL FREE NUMBER

804-358-0761

FAX NUMBER

!l!VirginiaTech I


Dear Mr. lsley:

Procurement Department (MC 0333) North End Center, Suite 2100, Virginia Tech 300 Turner Street NW Blacksburg, Virginia 24061 540/231·6221 Fax: 540/231·9628 www.procurement.vt.edu

October 4, 2013

Subject: Virginia Tech Contract #UCP·TS-035-12 Commodity/Service: Moving and Hauling Services

This is to inform you that the subject contract expires January 31, 2014. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. Please return one signed copy of this letter to me by November 1, 2013.

Please review the attached fonn, which shows your company information as listed in the university's vendor database. If any of this infonnation has changed, make corrections directly on the fonn, and return with this Jetter. lt is essential that this infonnation be accurate in order for payments to be processed in a timely manner.


Sincerely,

Trisha Wilson Senior Buyer I Contracts officer Telephone: (540) 231-7402

Richmond Commercial Services agrees to renew the contract for an additional year in accordance with the terms and conditions of the subject contract.

~

Authorized Signature: Date: ( ~-, ,, ( J Name: /111 1 J /i Title: /..,/ P

¥ µ.-s '-' 1 'lle-/6-( teatlat)~ fZe- tA" /- ~''"1~~ ~. Richmond Commercial Services does not agree to renew the contract for an additional year.

Authorized Signature: Date: _________ _

Name:

TW/tdj c: FMP


Approved: ~a· e;>JJf- , A. _,, • ,\ ~ "- (;>{""U\ 0"-'1, f\.' ~-\\-

"..J::>\..:n-:--<..'\"-n- Director o Procu ent U \

Date:

Invent the Future



TS 035 12 -- for office use ---







P 0 Box27976

P 0 BOX ADDRESS 1

STREET ADDRESS 2

Richmond

CITY

VA 23261

STATE ZIP CODE

Miller Isley

CONTACT PERSON

[email protected]

EMAIL

Trisha Wilson


FEDERAL TAXPAYER NUMBER {If different than 10# above)

FEDERAL TAXPAYER NUMBER (if different than ID# above}

PAYMENT ADDRESS:

P 0 Box 27976



Richmond

CITY

VA 23261

STATE ZIP CODE

804-358-4035 X306

PHONE NUMBER

TOLL FREE NUMBER

804-358-0761

FAX NUMBER

J

IIJVirginiaTech I

Miller Isley Richmond Commercial Services POBox27976 Richmond, VA 23261

Dear Mr. Isley:

Purchasing Department 270 Southgate Center (0333) Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.purch. vt. edu

January 30, 2013


Iu accordance with the contract renewal provision contained in the subject contract, Virginia Tech is renewing the contract for au additional year. The contract will now expire January 31, 2014.

As provided for in the contract renewal clause, an increase of 1.7% in price is allowable. The U.S. Bureau of Labor Statistics represents the percentage increase in the category of the CPI-W section of the Consumer Price Iudex for the latest twelve months (December 2011 through December 2012) for which statistics were available. This information was obtained from the Web page (online on December 2012,

· Table 6) from the U.S. Department of Labor, Bureau of Labor Statistics' web site at: http://stats.bls.gov/news.release/cpi.t04.btm.

Attached is the pricing schedule which will become effective on February 1, 2013.

The attached form shows your company information as listed in the university's vendor database. If any of this information has changed, please make corrections directly on the fonn, and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.


TW/tdj Attachment c: F.M.Pro

~ J::;Json .

Senior Buyer I Contracts Officer Telephone: (540) 231-7402

Jim Mccoy, Melissa Guidry

Approved W. Thomas Kaloupek Director of Purchasing

L------------------------------------------------lnvent the Future



Contractor: Riclnnond Commercial Services


Pricing Schedule For The Period Of February I, 2013 Through January 31, 2014

I. Large Moving Van (includes driver) 2. Small Moving Van (Includes driver) 3. Moving Personnel 4. Site Superintendent 5. Panel System Worker (Skilled Labor) 6. Materials:

a. Moving Totes b. Labels c. Place Cards d. Stretch Wrap

$34.16/HR $ 1.02/HR $33.43/HR $ 1.02/HR $33.43/HR

$ 1.98/EA $30.51/500 $ 0.36/EA $20.34/Roll


_j

VENDOR INFORMATION FORM

-----'-for office use.--'----


>.:'::(:i'f~i''k' ''' I;ULLLEGALNAME ;.;:(qo,m·pa,OY,:~~~--S.i~~-It:app_~a·~~,_With_.Y9-~r F,E!de~81_TaxPayer Number)

r·1r:if!_::J~~~~;~·~~jJ~H;~~~~~ffiiiJJit!::'-·. ·::~'!;_:t_l:~:~--;~~ E ~ _ _ _ -. ·5c ':!i:;!}J(Qomp~~Y na111e.as it ~ppears:on your·invoice) ·

'''-;,.--:<\"' /!'- "'·'·k <--,<- '--''·'""-'' k ,- ' __ . __ < --; /·'· ",- ----- --: - _.- --- -


P 0 Box27976

Richmond

VA 23261

ZIP.CODE

Miller Isley

': CO['J'fACTPERSON

[email protected]

,' ...•..... \:, F;EIJE~Jij_\1~~1:\)'Ef't.~UMB~R · ;'•·O:c,(ij:9i.IT.':!~~~.tqar,l'?~.~pove}: ·

PAYMENT ADDRESS:

P 0 Box27976

·.·· ... , .... ·· '::···.•, iPAYMENf.Y~QiBOJ(ADDRESS,1·.

Richmond

VA 23261

804-358-4035 X306

.... , .,.·,::• .. ·.>:J9LLfREE~9Mf3ER

804-358-0761

----<;"-' <i·;

Ill Virginia Tech I

Miller Isley Richmond Commercial Services, Inc. POBox27976 Richmond, VA 23261

Dear Mr. Isley:

Purchasing Department 270 Southgate Center (0333) Blacksburg, Virginia 24061 540/231-6221 Fax: 5401231-9628 www.purch. vt.sdu

Januruy 8, 2013


This is to infonn you-that the subject contract expires January 31, 2013. Since the university would like to renew the contract for an additional year, please advise concerning your intention by signing in the appropriate space listed below. Please return one signed copy of this letter to me by January 31, 2013.

Please review the attached fonn, which shows your company infonnation as listed in the university's vendor database. If any of this infonnation has changed, make corrections directly on the fonn, and return with this letter. It is essential that this infonnation be accurate in order for payments to be processed in a timely manner.


Sincerely,

~a.~ Tris~lson Senior Buyer I Contracts Officer Telephone: ( 540) 231-7402

Richmond Commercial Services agrees to renew the contract for an additional year in accordance with the terms and conditions of the subject contract.

Authorized Signature~ .oh/' a~ Date: I ~, I ) Name: 1 'J/.w- / Title: 1/ l?

(please print) I

,..,Ri~ C~r1:r S~~~o~i:1.~enew the c~~~an~aG.f.'_i:" ~I,.; I'),~~ 4£1

Authorized Signature: Date:---------

Name:

TW/tdj c: FMP

Approved;

Date:

Title: ________ _

(please print)

~7:hfup~ ~ liJ.~ ~ Director of Purchasing

1 }2> u/1.3 Invent the Future


VENDOR INFORMATION FORM


"""'!"'}~iBUSINESS""NAMEI"DBA NAME/JANAME • "' '(lfdiH~r~nfthanFuiiLegaiName)


PO Box27976

~p BOX ADDRESS 1

STREET ADDRESS.2

Richmond

CITY

23261

ZIP. CODE

Miller Isley

CONTACT PERSON·

m isley@ rich mondcom mercialsvcs.com EMAIL

Trisha Wilson

:~· Flf[)Ef!~I.Yif~P~YEfi"JIIUMBER"""" :;'{~ ~~~~rg~lth~~·I,D#above) .;

PAYMENT ADDRESS:

.• i;PAYMENT~'fREETADDRESS 2

Richmond

VA 23261

STATE

804-358-4035 X306

·. ' '• ''TOLi.:FREE'NUMBER > • ,., -;~ ' "'" " 'd

804-358-0761

' '

COMMONWEALTH OF VIRGINIA

STANDARD CONTRACT

Contract Number: UCP-TS-035-12

This contract entered into this 1st day of Febmary 2012, by Riclnnond Commercial Services, Inc. hereinafter called the "Contractor" and Commonwealth of Virginia, Virginia Polyteclmic Institute and State University called "Virginia Tech."

WITNESSETH that the Contractor and Virginia Tech, in consideration of the mutual covenants, promises and agreements herein contained, agree as follows:

SCOPE OF CONTRACT: The Contractor shall provide moving and hauling services to Virginia Tech as set forth in the Contract Documents.

PERIOD OF CONTRACT: From Febmary 1, 2012 to January 31,2013

COMPENSATION AND METHOD OF PAYMENT: in accordance with the contract documents.

The Contractor shall be paid by Virginia Tech

CONTRACT DOCUMENT: The contract documents shall consist of this signed contract, Invitation for Bid (IFB) number 0018328 dated October 26, 2011, together with Addendum Number 1 To Bid dated November 17, 2011 and the bid submitted by the Contractor dated November 30, 2011, all of which contract documents are incorporated herein.

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

Virginia Tech By:

W. Thomas Kaloupek Director of Purchasing

INVITATION FOR SEALED BID# 0018328 THIS IS NOT AN ORDER

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY PURCHASING DEPARTMENT (0333)

270 SOUTHGATE CENTER BLACKSBURG VA 24061 ,

DATE BID RETURN DATE AND HOUR BID OPENING DATE AND HOUR

October 26. 20 II November 30,2011 3PM

BIDDERS ADDRESS

ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO: T risha Wilson Contracts Officer/Buyer Senior

E-MAIL ADDRESS: [email protected]

TELEPHONE NUMBER (540) 231-7402

FAX NUMBER (540) 231-9628

AFTER HOUR MESSAGES (540) 231-6221

COMMODITY: MOVING AND HAULING SERVICES SPECIAL INSTRUCTIONS 1. SEALED BID responses should be returned in the furnished envelope.

SEE ATTACHED

2. Faxed responses to Sealed Bids cannot be sent directly to the Purchasing Department, see «Facsimile Bids" of the attached General Tenns and Conditions. 3. Responses must be submitted on this form and the attachment {s) provided. 4. Responses should be signed below. 5. Responses will be received in the Virginia Polytechnic Institute and State University, Purchasing Department (0333), 270 Southgate Center, Blacksburg, VA2406\

until the bid opening date and hour or, if specified, the bid return date and hour shown above. 6. Contact the buyer listed above for bid award information. Enclose a self-addressed stamped envelope if you wish to obtain price information. 7. DELIVERY IS F.O.B. DESTINATION UNLESS OTHERWISE NOTED IN THE BODY OF THE BID. 8. Any ADDENDUM issued for this solicitation may be accessed at http://www.ourch. vt.edu/html.docs!bids.nhp. Since a paper copy ofthe addendum will not be

mailed to you, we encourage you to check the web site regularly.

9. Bidders must take cognizance of the fees associated with the eVA Business-To-Government Vendor Registration requirement described herein and at http://www.eva.state.va.us/ and submit nrices accordinglv.

CERTrFICATION' IN ACCORDANCE WITH THIS INVITATION FOR SEALED BID AND SUBJECT TO ALL TERMS AND CONDTilONS CONTAINED HEREIN INCLUDING THE GE!\.TERAL TERMS AND COND1TIONS SHOWN AT lmo:!/www.nurch.vt.edulhtml.docsitenns/GTC BID 0727?011.pdf THE UNDERSIGNED OFFERS AND AGREES TO FURNJSH THE GOODS OR SERVICES FOR THE PRICE(S) OFFERED

FULL LEGAL NAME (PRINT) FEDERAL TAXPAYER NUMBER (ID#) DELIVERY DATE (Company name as it appears with your Federal T axpaya Number)

BUSINESS NAME/DBA NAMEffA NAME FEDERAL TAXPAYER NUMBER (If different than the Full Legal Name) {If different thi!Il loti above)

BILLING NAME FEDERAL TAXPAYER NUMBER (Comp~ny name as it appears on your inl'oice) (if different !han IDII above)

PURCHASE ORDER ADDRESS PAYMENT ADDRESS

CONTACT NAME(f!TLE (PRINT) SIGNATURE (IN INK) DATE

E-MAIL ADDRESS TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER FAX. NUMBER

''BUSINESS CLASSIFICATION I 0LARGE I OSMALL I 0 MINORITY-OWNED I 0 WOMEN-OWNED

*Business Classification definitions can be viewed at httn:/iwww.nurch.vt.edu!Venclor!class.html

'~ls your Classification certified by the Vinrinia Dept of Minority Business Ent~rise? DYes 0 No / If yes, provide Certification Number:

"~For assistance with certification questions, please visit: htm:!Iwww.dmbc.sunc.va.usiswamcert.lmnl

THIS IS NOT AN ORDER R....-!011l41\ll

------- -----------~--

VlRGIN1A POLYTECIThTIC INSTITUTE AND STATE UNIVERSITY (VIRGIN1A TECH)

INVITATION FOR SEALED BID N1JMBER 0018328

I. PURPOSE:

The intent and purpose of this Invitation For Sealed Bid is to establish a term contract with one or more qualified sources that can provide moving and hauling services for Virginia Polytechnic Institute and State University (Virginia Tech), an agency of the Commonwealth of Virginia.

II. BACKGROUND:

Virginia Tech has a need for Moving and Hauling Services on a continuous and regular basis for a \>vide variety of projects associated with personnel relocations, campus renovations and new construction. Based on available information regarding current and projected use of the services described herein, the university's anticipated annual expenditure for these services is averaged at approximately $35,000. However, this is an estimate only and shall neither require nor limit the services.

III. EVA BUSINESS-TO-GOVERNMENT ELECTRONIC PROCUREMENT SYSTEM:

The eVA Internet electronic procurement solution streamlines and automates government purchasing activities within the Commonwealth of Virginia. Virginia Tech, and other state agencies and institutions, have been directed by the Goven1or to ma'{imize the use of this system in the procurement of goods and services. We are, therefore, requesting that your firm register as a trading partner within the eVA system.

There are registration fees and transaction fees involved with the use of eVA. These fees must be considered in the provision of quotes, bids and price proposals offered to Virginia Tech. Failure to register within the eVA system may result in the quote, bid or proposal from your firm being rejected and the award made to another vendor who is registered in the eVA system.

Registration in the eVA system is accomplished on-line. Your finn must provide the necessary information. Please visit the eVA website portal at htto:/iv..rv.:-w.eva.vir!!inia.i!OV/re!!ister/vendorre!I.htm and register both with eVA and Ariba. This process needs to be completed before Virginia Tech can issue your firm a Purchase Order or contract. If your firm conducts business from multiple geographic locations, please register these locations in your initial registration.

For registration and technical assistance, reference the eVA website at: eV ACustomerCarerWd2:s.vir2:inia.£ov, or call 866-289-7367 or 804-371-2525.

N. CONTRACT PARTICIPATION:

Co!le!!c of Wilham ami Marv

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J<>mcs Mallrsorl Unwerwy

Old Dommmn Umv~rsl!y

Tile Unlvers1tv ofiJirgmiu

\lirgini~ Mi!1rnry lrrsti<ure

Virgu1ia Tech

It is the intent of this solicitation and resulting contract to allow for cooperative procurement. Accordingly, any public body, public or private health or educational institutions, or Virginia Tech's affiliated corporations and/or partnerships may access any resulting contract if authorized by the contractor.

Participation in this cooperative procurement is strictly voluntary. If authorized by the Contractor, the resultant contract may be extended to the entities indicated above to purchase at contract prices in accordance with contract terms. The Contractor shall notify Virginia Tech in writing of any such entities accessing the contract. No

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modification of this contract or execution of a separate contract is required to participate. The Contractor will provide semi-annual usage reports for all entities accessing the Contract. Participating entities shall place their own orders directly with the Contractor and shall fully and independently administer their use of the contract to include contractual disputes, invoicing and payments \Vithout direct administration from Virginia Tech Virginia Tech shall not be held liable for any costs or damages incurred by any other participating entity as a result of any authorization by the Contractor to extend the contract. It is understood and agreed that Virginia Tech is not responsible for the acts or omissions of any entity~ and will not be considered in default of the contract no matter the circumstances.

Use of this contract does not preclude any participating entity from using other contracts or competitive processes as the need may be.

V. SCOPE OF SERVICE:

A. General: The Contractor shall provide personnel and equipment on an as needed basis to perform a variety of moving and hauling services at Virginia Tech owned or leased property in Blacksburg, Virginia. Services shall be primarily be needed to supplement Virginia Tech moving and hauling personnel; however, services may include moving and hauling boxes, electronic data processing equipment and machine shop equipment. Items to be moved may exceed 500 pounds per item. Virginia Tech currently employs four moving and hauling personneL

B. Moving Vans and Equipment: The Contractor shall provide large (24-foot or greater bed) and small (12-foot or greater bed) moving vans as requested by Virginia Tech. The moving vaos shall be enclosed and shall be equipped with a driver and all equipment required for a move. Equipment shall include, but not limited to, hand trucks, ramps, blankets and protective coverings to protect items from damage and inclement weather. The driver included with each moving van shall act as one of the moving personnel while not driving the moving van. All costs associated with the driver, all necessary labor and equipment, should be included in the Contractor's lvloving Van price in Section X, Pricing Schedule.

C. Moving Personnel:

1. The contractor shall provide one or more moving personnel as requested by Virginia Tech. Moving personnel shall be physically fit aod experienced movers capable of performing the moving and hauling services described herein. Contractor personnel will be used to supplement Virginia Tech moving personnel. All moving personnel provided by the Contractor shall be outfitted with all necessary protective clothing and accessories required during the performance of the moving and hauling services. Transportation of all moving personnel to and from Virginia Tech and between the moving job sites shall be the responsibility of the Contractor. Virginia Tech will not provide transportation for the Contract's moving personnel.

2. A site superintendent will be responsible for and oversee the supervision and leadership of the contractual moving and hauling personnel in the performance of their work if Virginia Tech supervision is unavailable. The site superintendent shall act as one of the moving personnel when not actively supervising subordinate staff.

D. Scheduline of Work:

1. Advanced Notice: Virginia Tech will coordinate all moving and hauling services in advance with the Contractor. Virginia Tech may request moving vans only, moving personnel only, or a combination of moving vans and moving personnel. For small moving jobs, the Contractor will be given a 24-hour advance notice to provide the necessary moving and hauling personnel and equipment. For larger moving jobs, the Contractor will be given 48 hours advance notice. Jobs requests may include multiple small moving jobs to be performed during the same day.

2. Check-in: Prior to commencing any work, the Contractor shall check-in with the designated Virginia Tech representative at the pre-arranged moving job site. Timely arrival of Contractor personnel and equipment to the moving job site is of the utmost importance. Repeated failure of the Contractor to show up on time, ready and equipped to perform the moving and hauling services may be grounds for cancellation of the contract.

3. Check-out: Prior to leaving the V~rginia Tech campus, and immediately upon completion of each move, the Contractor shall check-out with the designated Virginia Tech representative using the supplied form, Attachment C, indicating the following as a minimum:

a. Check-in and check-out times. b. Total time for payment (excluding meal and travel time) c. Moving van and moving personnel used to perform the work. d. Work Order Number & PO Number (to be supplied by Virginia Tech) e. Virginia Tech Contract Number.

4. Time Charged: The time charged shall be based up on the check-in and check-out times as witnessed by the designated Virginia Tech representative. The total time shall not include meal breaks and travel time and shall be rounded to the nearest quarter hour increment to determine payout. A 4 hour minimum charge will apply to moving vans and moving personnel. The Contractor will only be entitled to the 4 hour minimum charge where the moving and hauling services for a specific work request are performed in the less than 4-hours time. A "requesf" may include multiple jobs in one day.

5. Overtime: Overtime shall be paid for all time over forty hours per week, (week ending Friday), Saturdays and Sundayso except when the work scheduled has been changed in agre~ment with Virginia Tech and the Contractor. Overtime rate shall be 1.5 times the regular rate as bid, for hourly rate personnel only. Overtime will not be paid for equipment.

E. Overnight Storage: In cases where time does not permit completion of a moving job requested by the end of the work day, provisions shall be made by the Contractor for secure storage of all Virginia Tech property remaining on the Contractor's moving van(s). The loaded (or partially loaded moving van(s)) may remain on Virginia Tech property under special circumstances and only when specifically arranged in advance by the Contractor with Virginia Tech.

F. Estimates of Work:

1. Upon request by Virginia Tech and for work with adequate plans and specifications or written directions, the Contractor shall prepare and submit to Virginia Tech a written estimate (quantity of each contract billable unit) required to perfom1 the work specified under this contract. This work may then be performed by the Contractor only with Virginia Tech's written authorization. Invoices submitted by the Contractor for work performed shall be itemized by each contract billable unit and the total dollar amount of the invoice (s) submitted shall not exceed the Contractor's written estimate.

2. Virginia Tech reserves the right to make or obtain other estimates prior to authorizing the Contractor to proceed in order to comply with the requirements of state regulations to determine price reasonableness. If the estimate is considered not to be reasonable, the Contractor will be asked to review his estimate and resubmit. If the revised estimate is still considered to be unreasonable, Virginia Tech reserves the right to obtain the work from another source.

G. Other Reauirements:

l. Parking Policv: All Contractor vehicles parked on the Virginia Tech campus must display a parking permit. Contractors shall note that vehicles parked on the Virginia Tech campus without a parking pass or permit are subject to ticketing and fines.

For overnight parking, the Contractor's company owned vehicles shall use the parking lot in front of Virginia Tech Printing Services and Surplus Property offices at 1411 South Main Street also known as the old K-mart parking lot. Privately owned vehicles (POV) may park at the location. No overnight (24 hours) parking is allowed on campus. If parking POV's on campus, Parking Services will identify which lot the POV shall park; currently the Track/Soccer, Overflow or East Cassell lot. To be entitled to park in these lots the Contractor shall be required to buy a daily, weekly, monthly or annual permit from Parking Services. It shall be the responsibility of the Contractor to shuttle employees to the job site.

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---------------------------

If the need arises, Virginia Tech may direct that Contractor owned vehicles be parked in a location or locations other than 1411 South Main Street Blacksburg, VA

2. Turf Permits: These permits are issued by Parking Services to all vehicles requiring temporary parking on the grass except for construction equipment, loaders, graders, etc. Parking Services' management shall decide who can obtain a Turf Permit. This permit does not allow parking on sidewalks and plazas. As a courtesy please do no park under trees. Refer to University Policy 5000, Section 2.9.12.6 on the internet for more details. There will be a $50 charge per permit for all non state vehicles.

3. Sidewalk Policv: Sidewalk access to land-locked buildings is only allowed along designated routes. Vehicle pull-offs are designed at land-locked building sites to move parked vehicles off sidewalks (but not onto turf). Parking an unattended vehicle on a sidewalk is strictly prohibited by State Law and shall be subject to fines. The vehicle operator shall be made aware that extreme caution shall be used to operate the vehicle in a way that will not be a hazard or hindrance to pedestrians using the sidewalk. The contractor shall be responsible for any damage to the turf and anytlting that is located adjacent to the sidewalk.

The procedure to obtain a permit to operate vehicles on a sidewalk is the same as outlined for Twf Policy. Any vehicle parked illegally on a sidewalk shall be subject to ticketing, fines and towing if necessary.

4. Uniforms: All employees of the Contractor and Subcontractor shall wear uniforms, name badges or other appropriate Virginia Tech approved attire at all times to designate their affiliation with the Contractor,

5. Work Schedule: Hourly rate work shall normally be performed according to Virginia Tech's work schedule which at present is 8:00am to 4:30pm withY, hour for lunch, The work schedule may be adjusted as agreed upon by Virginia Tech and the Contractor, The work schedule for unit price work shall be as agreed upon for each project by Virginia Tech and the Contractor,

6. Safetv Precautions: The Contractor shall comply with the rules and regulations of OSHA and the Department of Labor, The Contractor shall alone be responsible for the safety, efficiency and adequacy of his workers, equipment, and methods, and for any damage which may result from their improper operation or use.

7. Dutv to Protect Propert\': The Contractor shall continuously maintain adequate protection of all items he is responsible for moving/hauling from damage and shall protect all other property from damage, injury, or loss. The Contractor shall make good any such damage, injury or loss.

8. Smoking Policv: Please refer to the Virginia Tech webpage http://www.policies.vt.edu/JOJO.pdffor Policies on Smoking.

9. Identification ofEauipment: Identification of Equipment shall be made by the Contractor to Virginia Tech's satisfaction i=ediately upon award of contract, and may include alphanumeric identification of equipment, lists~ equipment labels, and other measures as deemed necessary by Virginia Tech. All identification information and measures shall be kept strictly up to date at all times.

10. Submission of Lists: As soon as possible, after notice of Work Order and in any event not later than three days prior to the time fixed in the Work Order, the Contractor will submit in writing to the Owner a list of the names of Subcontractors the Contractor shall employ on any work The list is to include all emergency contract phone/pager/cell-phone numbers of Contractor and any Subcontractor. All identification information and measures shall be kept strictly up to date at all times.

1 L Purchasing Documentation: Invoices for services rendered shall be submitted by the Contractor directly to the payment address shown on the Contract or Purchase Order. Invoices shall be submitted on a bimonthly basis during the week after receipt~ and shall indicate date and scope of services. Invoices shall be identified by the Virginia Tech work order number and/or Purchase Order number. Invoices shall also show the Virginia Tech Contract Number and remit-to-address.

All buying shall be done by approved personnel identified in advance by Virginia Tech. Facilities shall not be responsible for any purchases made by unauthorized personnel. Contractor shall require a legible signature from all Virginia Tech personnel on orders picked up or delivered.

VI. OPTIONAL PRE-BID CONFERENCE:

An optional pre-bid conference will be held on November 16, 2011 at !O:OOam in the Physical Plant classroom located in the Sterrett Facilities Complex. The purpose of this conference is to allow potential Bidders an opportunity to present questions and obtain clarification relative to any facet of this solicitation.

While attendance at this conference will not be a prerequisite to submitting a bid, Bidders who intend to submit a bid are encouraged to attend.

Bring a copy of this solicitation with you. Any changes resulting from this conference will be issued in a -written addendum to this solicitation.

It is strongly recommended that you obtain a Virginia Tech parking permit for display on your vehicle prior to attending the conference. Parking permits are available from the Virginia Tech Parking Services Department located at 455 Tech Center Drive, phone: (540) 231-3200, e-mail: parkin2iaJvt.edu.

VII. METHODOFPAYMENT:

Virginia Tech will authorize payment to the contractor as negotiated in any resulting contract from the aforementioned Invitation For Bid.

Payment can be expedited through the use of the Wells One AP Control Payment System. Virginia Tech strongly encourages participation in this program. For more information on this program please refer to Virginia Tech's Purchasing website: htto:/j\:v\vvv.nurcb.vt.edu/Deparrrnentf'J/ellsOne.html or contact the person in Purchasing identified in the IFB.

VIII. INVOICES:

Invoices for goods or services provided under any contract resulting from this solicitation shall be submitted to:

Virginia Polytechnic lnstimte and State University Accounts Payable 201 Southgate Center Blacksburg, VA 24061

IX. CONTRACT ADMINISTRATION:

A. Jim McCoy, Contracts Manager, University Planning, Design and Construction, at Virginia Tech or his designee, shall be identified as the Contract Administrator and shall use all powers under the contract to enforce its faithful performance.

B. The Contract Administrator, or his designee, shall determine the amount, quantity, acceptability, fitness of all aspects of the services and shall decide all other questions in connection with the services. The Contract Administrator, or his designee, shall not have authority to approve changes in the services which alter the concept or which call for an extension of time for this contract. Any modifications made must be authorized by the Virginia Tech Purchasing Department through a \Vritten amendment to the contract.

X. PRICE SCHEDULE: (TO BE COMPLETED BY BIDDER):

The bidder agrees to provide the services as specified herein for the prices as listed below. Failure to bid on all services and materials will result in your bid being considered nonresponsive.

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1. Large Moving Van (includes driver) $ ____ __!/HR

2. Small Moving Van (includes driver) $ ____ __!/HR

3. Moving Personnel $ _____ ,/HR

4. Site Superintendent $ ____ __!/HR

5. Panel System Worker (Skilled Labor) $ _____ ,/HR

6. Moving & Hauling Site Superintendent $ ____ ~/HR

7. Road Tractor w/Lowboy (includes operator) $ _____ /HR

8. Materials:

• Moving Totes $ ____ ~/EA • Labels $ 1500 • Place Cards $ lEA • Stretch Wrap $ /Roll

XI. ADDENDUM:

Any ADDENDUM issued for this solicitation may be accessed at htro:/iwww.nurch.vt.edu/htn1l.docs/bids.uhn. Since a paper copy of the addendum will not be mailed to you, we encourage you to check the web site regularly.

XII. TERMS AND CONDITIONS:

This solicitation and any resulting contract/purchase order shall be governed by the attached te= and conditions.

XIII. ATTACHMENTS:

Attachment A- Terms and Conditions Attachment B- Standard Contract Form Attachment C- Sign-In/Sign-Out Sheet for Contract Vendor Labor

ATTACHMENT A

Standard Contract form for reference only Offerors do not need to fill in this form

COMMONWEALTH OF VIRGINIA STANDARD CONTRACT

Contract Number: __________ ~

This contract entered into this __ day of 20_, by , hereinafter called the ~~contractor" and Commonwealth ofVirginia, Virginia Polytechnic Institute and State University called "Virginia Tech 11

•

'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 the ______ to Virginia Tech as set forth in the Contract Documents.

PERIOD OF CONTRACT: From __________ through ________ ~

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, Request For Proposal Number -:----:--- dated , together with all written modifications thereof and the proposal submitted by the Contractor dated and the Contractor's letter dated , all of which contract documents are incorporated herein.

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

Contractor: Virginia Tech

By: ____________ _ By: ____________ _

Title: _____________ _

'

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ATTACHMENTB

TERMS AND CONDITIONS

BID GENERAL TERMS AND CONDITIONS

See httn://\l.·\1,-"Y•' .ourch.vt.edu/htmLdocs!termslGTC BID 072720 ll.udf

SPECIAL TERMS AND CONDITIONS

1. ADVERTISING: In the event a contract is awarded for supplies, equipment, or services resulting from tbis bid. no indication of such sales or services to Virginia Tech will be used in product literature or advertising. The Contractor shall not state in any of the advertising or product literature that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses its products or services.

2. AUDIT: The Contractor hereby agrees to retain all books, records, and other documents relative to tbis contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. Virginia Tech: its authorized agents, and/or State auditors shall have full access to and the right to examine any of said materials during said period.

3. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that Virginia Tech shall be bound hereunder only to the extent of the funds available or wbich may hereafter become available for the purpose of this agreement.

4. AWARD OF CONTRACT: Virginia Tech will make the award on a grand total basis to the lowest responsive and responsible bidder. The Virginia Tech Purchasing Department also reserves the right to reject any or all bids, in whole or in part, to waive inforrnalities and to delete items prior to making the award, whenever it is deemed in the sole opinion of Virginia Tech to be in its best interest Virginia Tech reserves the right to award more than one contract as a result of this solicitation

5. BID ACCEPTANCE PERIOD: Any bid received 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 cancelled.

6. CANCELLATION OF CONTRACT: Virginia Tech 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. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. 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.

7. CONTRACT PERIOD: The contract shall be for a period of one (1) year. 8. CONTRACT DOCUTviENTS: The contracl entered into by the parties shall consist of tt1.e Invitation For Bid, the signed

bid submitted by the Contractor, the Commonwealth Standard Contract Fom1 (copy attached), the General Terms and Conditions, Special Terms and Conditions, the specifications including all modifications thereof, all of wbich shall be referred to collectively as the Contract Documents.

9. IDENTIFICATION OF SEALED BID ENVELOPE: If a special envelope is not furnished, or if return in the special envelope is not possible, the signed bid should be returned in a separate envelope or package, sealed and addressed as follows: VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY Purchasing Department (0333) 270 Southgate Center Blacksburg, VA 24061 Reference the opening date and hour, and Bid Number in the lower left corner of the envelope or package. If a bid not contained in the special envelope is mailed, the bidder takes the risk that the envelope~ even if marked as described above, may be inadvertently opened and the information compromised which may cause the bid to be disqualified. No other correspondence or other bids should be placed in the envelope. Bids may be hand delivered to the Virginia Tech Purchasing Department.

10. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of Virginia Tech, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind Virginia Tech or to otherwise act on behalf ofVirginia Tech, except as Virginia Tech may expressly authorize in writing.

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11. INSPECTION OF JOB SITE: My signature on this solicitation constitutes certification that I have inspected the job site and am aware of the conditions under which the work must be accomplished. Claims, as a result of failure to inspect the job site, will not be considered by Virginia Tech.

12. INSURANCE: By signing and submitting a bid under this solicitatio~ the Bidder certifies that if awarded the contract; it will have the following insurance coverages at the time the work commences. Additionally, it will maintain these during the entire term of the contract and that all insurance coverages will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission. During the period of the contract: Virginia Tech reserves the right to require the Contractor to furnish certificates of insurance for the coverage required. INSURANCE COVERAGES AND LIMITS REQUIRED: A. Worker's Compensation- Statutory requirements and benefits. B. Employers Liability- $100,000.00 C. General Liability- $500,000.00 combined single limit. Virginia Tech and the Commonwealth of Virginia shall be

named as an additional insured with respect to goods/services being procured. This coverage is to include Premises/Operations Liability, Products and Completed Operations Coverage, Independent Contractor's Liability, Owner's and Contractor's Protective Liability and Personal Injury Liability.

D. Automobile Liability- $500,000.00 E. Builders Risk- For all renovation and new construction projects under $100,000 Virginia Tech will provide All Risk

Builders Risk Insurance. For all renovation contracts, and new construction from $100,000 up to $500,000 the contractor will be required to provide All Risk - Builders Risk Insurance in the amount of the contract and name Virginia Tech as additional insured. All insurance verifications of insurance will be through a valid insurance certificate.

The contractor agrees to be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers, agents and employees from the payment of all sums of money by reason of any claim against them arising out of any and all occurrences resulting in bodily or mental injury or property damage that may happen to occur in connection with and during the performance of the contract, including but not limited to claims under the Worker's Compensation Act. The contractor agrees that it will, at all times, after the completion of the work, be responsible for, indemnify, defend and hold harmless Virginia Tech, its officers~ agents and employees from all liabilities resulting from bodily or mental injury or property damage directly or indirectly arising out of the performance or nonperformance of the contract.

13. MINORITY BUSINESS, WOMEN-OWNED BUSINESSES SUBCONTRACTING AND REPORTING: Where it is practicable for any portion of the awarded contract to be subcontracted to other suppliers, the contractor is encouraged to offer such business to minority and/or women-owned businesses. Names of ftrms may be available from the buyer and/or from the Division of Purchases and Supply. When such business has been subcontracted to these ftrms and upon completion of the contract, the contractor agrees to furnish the purchasing office the following information: name of firm, phone number, total dollar amount subcontracted and type of product/service provided.

14. NOTICES: Any notices to be given by either party to the other pursuant to any contract resulting from this solicitation shall be in writing, hand delivered or mailed to the address of the respective party at the following address:

If to Contractor: Attention:

If to Virginia Tech:

Address Shown On Bid Cover Page Name Of Person Simin2: Bid

Virginia Polytechnic Institute and State University Attn: T risha Wilson Purchasing Department (0333) 270 Southgate Center Blacksburg, VA 24061

and

Virginia Polytechnic Institute and State University Attn: Jim McCoy, Contracts Manager University Planning, Design and Construction 112 Sterrett Facilities Complex (MC0129) Blacksburg, VA 24061

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15. PRIME CONTRACTOR RESPONSffiiLITIES: The Contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime Contractor. The Contractor agrees that he is as fu1ly responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions ofhis own employees.

16. RENEWAL OF CONTRACT: This contract may be renewed by Virginia Tech for a period of four successive one year periods only under the terms and conditions of the original contract except as stated in A, B, C, & D below. Price increases may be negotiated only at the time of renewal. Written notice of Virginia Tech1s intention to renew shall be given (approximately 90 days) prior to the expiration date of each contract period. A. If Virginia Tech elects to exercise the option to renew the contract for an additional one-year period, the contract

price(s) for the additional year shall not exceed the contract prices of the original contract increased/decreased by no more than the percentage increase/ decrease of the All Items category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

B. If during the first one-year renewal Virginia Tech elects to exercise the option to renew the contract for the second additional one-year period, the contract price(s) for the second additional one-year period shall not exceed the contract price(s) of the first one-year renewal period increased/decreased by no more than the percentage increase/decrease of the All Items category of the CPI-W section for the Consumer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

C. If during the second one-year renewal Virginia Tech elects to exercise the option to renew the contract for the third additional one-year period, the contract price(s) for the third additional one-year period shall not exceed the contract price(s) of the second one-year renewal period increased/decreased by no more than the percentage increase/decrease of the All Items category of the CPI-W section for the Consnmer Price Index of the United States Bureau of Labor Statistics for the latest twelve months for which statistics are available.

D. If during the third one-year renewal Virginia Tech elects to exercise the option to renew the contract for the fourth additional one-year period, the contract price(s) for the fourth additional one-year period shall not exceed the contract price(s) of the third one-year renewal period increased/decreased by no more than the percentage increase/decrease of the All Items category of the CPI-W section for the Consumer Price Index of the United States Bnreau of Labor Statistics for the latest twelve months for which statistics are available.

17. REFERENCES: Bidders shall provide a list of at least three (3) references where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person and telephone number.

18. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of Virginia Tech. In the event that the Contractor desires to snbcontract some part of the work specified herein, the Contractor shall furnish Virginia Tech the names. qualifications and experience of their proposed subcontractors. The Contractor shall, however, remain fully liable and responsible for the work to be done by his subcontractor(s) and shall assure compliance with all requirements of the contract.

19. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Owner's satisfaction at the Contractor's expense.

II

·.

DATE

ADDENDUM # 1 TO SEALED BID # 0018328


270 SOUTHGATE CENTER BLACKSBURG VA 24061 '

BID RETURN DATE AND HOUR ORIGINAL BID OPENING DATE AND HOUR

November 17, 2011 November 30, 2011 3PM

BIDDERS ADDRESS

ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO:

Trisha Wilson, Contracts Officer/Buyer Senior E-MAIL ADDRESS: [email protected]

TELEPHONE NUMBER (540) 231-7402 FAX NUMBER (540) 231-9628 AFTER HOUR MESSAGES (540) 231-6221

COMMODITY: MOVING AND HAULING SERVICES

1. See below for Attendance Rosier from November 16,2011 Pre-Bid Conference.

2. Delete Section V.A., General, in its entirety and replace with the following:

General: The Contractor shall provide personnel and equipment on an as needed basis to perform a variety of moving and hauling services at Virginia Tech owned or leased property in Blacksburg, Virginia. Services shall be primarily needed to supplement Virginia Tech moving and hauling personnel; however, services may include moving and hauling boxes, electronic data processing equipment and machine shop equipment. Laboratory moving services are not covered. Items to be moved may exceed 500 pounds per item. Virginia Tech currently employs four moving and hauling personnel.

3. Delete Section V.G.9., Identification of Equipment, in its entirety.

4. Delete Section X, Price Schedule, in its entirety and replace with the following:

PRICE SCHEDULE: (TO BE COMPLETED BY BIDDER):

The bidder agrees to provide the services as specified herein for the prices as listed below. Failure to bid on all services and materials will result in your bid being considered nonresponsive.

1. Large Moving Van (includes driver) $ _____ ~/HR

2. Small Moving Van (includes driver) $ _____ ~/HR

3. Moving Personnel $ _____ ~/HR

4. Site Superintendent $ _____ __c/HR

5. Panel System Worker (Skilled Labor) $. _____ _,/HR

6. Materials:

• Moving Totes $. _____ ./EA

• Labels $ 1500

• Place Cards $ lEA

• Stretch Wrap $ /Roll

5. All other terms, conditions and descriptions remain the same.

., _ 6. The bid opening date and hour remains November 30, 2011 at 3PM.

FULL LEGAL NAME (PRINT) FEDERAL TAXPAYER NUMBER (ID#) DELIVERY DATE (Company name as it appears with your Federal Taxpayer Number)

BUSINESS NAME/DBA NAMEff A NAME FEDERAL TAXPAYER NUMBER (If different than the Full legal Name) (If different than 10# above)

-BILLING NAME FEDERAL TAXPAYER NUMBER

(Company name as it appears on your invoice) (If different than [Of:; above)

PURCHASE ORDER ADDRESS PAYMENT ADDRESS

CONTACT NAMEfTITLE (PRINT) SIGNATURE (IN INK) DATE

E-MAIL ADDRESS TELEPHONE NUMBER TOLL FREE TELEPHONE NUMBER FAX NUMBER

'BUSINESS CLASSIFICATION I 0 LARGE I D SMALL I D MINORITY-OWNED I D WOMEN-OWNED

"'Business Classification definitions can be viewed at http://www/purch.vt.edu/html.docs/class.html

..

DATE

ADDENDUM # 1 TO SEALED BID # 0018328


270 SOUTHGATE CENTER BLACKSBURG VA 24061

' BID RETURN DATE AND HOUR ORIGINAL BID OPENING DATE AND HOUR

November 17, 2011 November 30, 2011 3PM

(... ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO:

~~7--(1'1~ [2_;~ t??~l!.-- 1/ tff- ~ u f

Trisha Wilson, Contracts Officer/Buyer Senior E-MAIL ADDRESS: [email protected]

TELEPHONE NUMBER (540) 231-7402 FAX NUMBER (540) 231-9628 AFTER HOUR MESSAGES (540) 231-6221

COMMODITY: MOVING AND HAULING SERVICES

1. See below lor Attendance Roster !rom November 16, 2011 Pre-Bid Conference.

2. Delete Section V.A., General, in its entirety and replace with the following:

General: The Contractor shall provide personnel and equipment on an as needed basis to perlorm a variety ol moving and hauling services at Virginia Tech owned or leased property in Blacksburg, Virginia. Services shall be primarily needed to supplement Virginia Tech moving and hauling personnel; however, services may include moving and hauling boxes, electronic data processing equipment and machine shop equipment. Laboratory moving services are not covered. Items to be moved may exceed 500 pounds per item. Virginia Tech currently employs lour moving and hauling personnel.

3. Delete Section V.G.9., Identification of Equipment, in its entirety.

4. Delete Section X, Price Schedule, in its entirety and replace with the following:

PRICE SCHEDULE: (TO BE COMPLETED BY BIDDER):

The bidder agrees to provide the services as specified herein lor the prices as listed below. Failure to bid on all services and materials will result in your bid being considered nonresponsive.

1. Large Moving Van (includes driver) $ 3"J .. tf"J /HR

2. Small Moving Van (includes driver) $ l • • D /HR

3. Moving Personnel $1 '2., e 7 /HR

4. Site Superintendent $ \ ~ W /HR

5. Panel System Worker (Skilled Labor) $1 'Z. • 87 /HR

6. Materials:

• Moving Totes lEA

• Labels /500 • Place Cards lEA

• Stretch Wrap /Roll

5. All other terms, conditions and descriptions remain the same.

------------------------------------~- ~

. . · .

6. The bid opening date and hour remains November 30, 2011 at 3PM.

FULL LEGAL NAME (PRINT)

BUSINESS NAME/DBA NAMEITA NAME (II diflerent than the Full Legal Name)

BILLING NAME

(Comparty name as it appears on your invoice)

CONTACT NAMEITITLE (PRINT)

Jo/1 ,o; I (,,v :;t:::5 J

I

I

-· ... ~."~~·· DELIVERY DATE

fi,JO.'U:>J( FEDERAL TAXPAYER NUMBER (II different than ID# above)

FEDERAL TAXPAYER NUMBER {If different than 10# above)

PAYMENT ADDRESS

"P't!J ~~ l-IAr!~ (Z.' vL... ""'~ v 4- 2--"J ""J.-..& r

DATE

II . 7-FAX NUMBER

/J,."D4f J ~8'0 i~ ALL 0 MINORITY~OWNED 0 WOMEN~OWNED

· .. INVITATION FOR SEALED BID# 0018328 THIS IS NOT AN ORDER

DATE

Ocwher 26. 20 II

BlDDERS ADDRESS


270 SOUTHGATE CENTER BLACKSBURG VA ?4061 , -

BID RETURN DATE AND HOUR BID OPENING DATE AND HOUR

II· JD .. I I November 30. 2011 3PM

ADDRESS ALL INQUIRIES AND CORRESPONDENCE TO:

Richmond Commercial Services Attn: Miller Isley

Trisha Wilson

Contracts Officer/Buyer Senior

E-MAIL ADDRESS: [email protected]

TELEPHONE NUMBER (540)231-7402

FAX NUMBER (540) 231-9628

PO Box 27976 Richmond, VA 23261

AFTER HOUR MESSAGES (540) 231-6221

COMMODITY: MOVING AND HAULING SERVICES SEE ATTACHED SPECIAL JNSTRUCT!ONS I . SEALED BID respotl.~es should be remrned in the furnished envelope. 2. Faxed responses to Sealed Bid!' cannot be sent directly to the Purcha<>ing Depanment. see "Facsimile Bids" of the attached General Tenns and Conditiom. 3. Responses must be submitted on this ronn and the anachmem (s) provided. 4. Responses should be signed below. 5. Response.~ will be received in the Virginia Polytechnic Jnstiuue and State University. Purcha.~ing Depanment (0333), 270 Southgate Center. Blacksburg. VA 24061

until the bid opening date and hour or. if specified.the bid return date and hour :;hown above. 6. Contact the buyer listed above for bid award information. Enclose a self-addressed stamped envelope if you wish to obtain price information. 7. DELIVERY IS F.O.B. Dr>STINA TION UNLESS OTHER\\1SE NOTED IN THE BODY OF THE BID. 8. Any ADDEI\'DUM issued for this solicitation may be accessed at hnn:l/www.purch.vt.edu/htmLdocs/hids.Dlm. Since a paper copy of the addendum will not be

mailed to you. we encourage you to check the web site regularly.

9. Bidders must take cognizance of the fees associated with the eVA Business-To-Government Vendor Registration requirement described herein and at http://www.eva.state.va.us/ and submit prices according!\'.

CERTIFICATION: IN ACCORDANCE WITH THIS INVITATION FOR SEALED BID AND SUBJECT TO ALL TERMS AND CONDITfONS CONTAINED HEREIN INCLUDING THE GE!\TERAL TERJvJS AND CONDITIONS SHOWN AT I.

{If iliffcrenl 111•10 1hc Full Leg~ I N'-lme) (If cliffercmlhun ID~ ~hove)

BILLING NAME FEDERAL TAXPAYER NUMBER

Because Moving Day isn't Every Day. flilS I§J/ go;a~:~~~~:;~oving-----------------------------

School

RCS has serviced these customers from the Commonwealth of Virginia for at least 12 years, completing just about every kind of moving project imaginable:

1. Classrooms

2. Offices

3. Laboratories

4. Warehouses

5. Maintenance and Supply

6. Museums

7. Field Houses

8. Athletic Departments

richmondcommercialsvcs.com

References

VMI

VA Tech

Christopher Newport University

vcu

Dallas Clark Lexington VA 540-460-8020

Tim Mills Grounds Building Blacksburg VA 540-231-4608

Renee Todd 1 University Place Newport News VA 23606 757-594-7040

Dan Grenoble 659 N 8111 St Richmond VA 804-828-2178

804.358.4035

13

. •' •

. .

I Virginia Tech\

Miller Isley Richmond Commercial Services, Inc. P.O. Box 27976 Richmond, VA23261

Dear Mr. Isley:

Purchasing Department 270 Southgate Center (0333) Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.purch. vt.edu

Subject: Virginia Tech Contract #UCP-TS-035-12 Virginia Tech Bid# 0018328

April I 0, 2012

Enclosed is a fully executed copy of the contract for the moving and hauling services.

The attached form shows your company information as listed in the university's vendor database. If any of this information changes, please make corrections directly on the form, and return to me. It is essential that this information be accurate in order for payments to be processed in a timely manner.

We look forward to working with you during the term of this contract.

/ -

·fo~~cJArJ Trisha Wilson Senior Buyer

TAW Attachment

Telephone: (540) 231-7402

L---------------------------------------------- Invent the Future


VENDOR INFORMATION FORM . .,. .

TS 035 12 --- for office use ---- TR!SHA WILSON

RICHMOND COMMERCIAL SERVICES, INC.

FULL LEGAL NAME FEDERAL TAXPAYER NUMBER (Company Name as it appears with your Federal Taxpayer Number)

BUSINESS NAME/ DBA NAMErrA NAME FEDERAL TAXPAYER NUMBER (If different than Full Legal Name) (If different than ID# above)

BILLING NAME FEDERAL TAXPAYER NUMBER

(Company name as it appears on your invoice) (if different than ID# above)

PURCHASE ORDER ADDRESS: PAYMENT ADDRESS:

PO BOX27976 PO BOX 27976

P 0 BOX ADDRESS 1 PAYMENT P 0 BOX ADDRESS 1

STREET ADDRESS 2 PAYMENT STREET ADDRESS 2

RICHMOND RICHMOND

CITY CITY

VA 23261 VA 23261

STATE ZIP CODE STATE ZIP CODE

MILLER ISLEY 804-358-4035 x306

CONTACT PERSON PHONE NUMBER

[email protected]

EMAIL TOLL FREE NUMBER

VENDOR SIGNATURE 804-358-0761

FAX NUMBER

I Virginia Tech I

MEMORANDUM

TO:

FROM:

Jim McCoy

Trisha Wilson

SUBJECT: Contract For Moving and Hauling Services

Enclosed is your copy of the subject contract.

Purchasing Department 270 Southgate Center (0333) Blacksburg, Virginia 24061 540/231-6221 Fax: 540/231-9628 www.purch.vt.edu

February 1, 2012

Following is a summary of pertinent information related to this contract:

Contractor Business Address: Payment Address Richmond Commercial Services, Inc. P.O. Box 27976

Richmond Commercial Services, Inc. P.O. Box 27976

Richmond, VA 23261

Contact Person:

E-Mail Address:

Telephone Number:

Fax Number:

Contract Number:

Contract Period:

Payment Terms:

F.O.B.:

Prices:

Richmond, VA 23261

Miller Isley

[email protected]

804-358-4035

804-358-0761

UCP-TS-035-12

February 1, 2012 through January 31,2013

Net30

NIA

See Contract for Pricing

This will serve as your authority to make purchases against this contract.

If the need a.tises to modifY the contract, please complete the attached Request For Contract Modification fonn and retum it to me.

Also enclosed is a blanket purchase order.

If you should have questions, please contact me at 1-7402.

TAW

'------------------------- Invent the Future

VIRGINIA POLYTECHNIC INSTITUTE AND STATE UNIVERSITY An equal opportunUy, affirmative action institution

Contract Administrator Responsibilities

PLEASE RETAIN FOR YOUR RECORDS.

This note is being sent to outline the Do's and Don'ts of contract administration. You have been named as the Contract Administrator in the attached contract(s). Contract administration involves ongoing activities that should be performed after a contract has been awarded to ensure that the Contractor and Virginia Tech are meeting the requirements of the contract.

The Contract Administrator is responsible for ensuring that all contract provisions are being followed. The Administrator assures quality, documents nonperformance if any, facilitates problem resolution, and coordinates actions with Purchasing (contract renewals, contract amendments, and contract terminations) and legal staff when necessary. This includes:

o Monitming the contractor's performance and interfacing with the contractor's representatives o Formally meeting on a periodic basis with the contractor to review performance

0 VerifYing that invoices are consistent with contract terms

• Maintaining appropriate records, including documentation of any non-conformance or other issues that may have occurred with the contractor and resolution as a result thereat; including any significant events during the contract term

• Contacting Purchasing for any issues, complaints, or disputes that cannot be resolved at the department level

o Working with Purchasing to determine if contract should be renewed (if applicable)

<> Avoiding conflicts of interest and maintaining appropriate standards of conduct

0 Coordinating with other university units who are users of the contract

o Documenting receipt of revenue and rebates (if applicable)

Some of these duties may be delegated to others in your organization. For example, inspection of contractor invoices may take place in your business office. You need to be knowledgeable of the delegated process such as who is doing what and do they have the information necessary to accomplish their responsibilities.

All contracts require that any change to the terms of the contract be made in writing and be accepted by both the contractor and Virginia Tech before the change is binding. Contract Administrators are not empowered to make changes to the terms of the contract. For example, you are not authmized to change the price or add additional services. If there is a need to add or delete services, changes should be communicated to the Procurement Officer, who will prepare a written contract modification. The same applies for renewing contracts for additional time periods.

Thank you for your efforts to ensure this contract meets the needs of the Virginia Tech. If you have any questions, contact the Procurement Officer assigned to this contract.

· " Trisha Wilson 1-7402


REQUEST FOR CONTRACT MODIF1CATION

Virginia Polytechnic Institute and State University- Purchasing Department

Please retain a copy of this form for your files.

Date _______ Department---------------------~

Contract Number __________ Contractor _______________ _

Signature of person authorized to sign requisitions:

Name Title

I. DESCRIPTION OF MODIFICATION

A. Add To Contract:

B. Delete From Contract:

C. Other:

IT. REASON FOR MODIFICATION:
