SPECIAL TERMS AND CONDITIONS
1. AWARD: Award of this Quick Quote shall be made on a Grand Total basis to the lowest
responsive and responsible bidder that is a DSBSD-certified micro business if such a bid is
received, provided that the bid is less than $10,000 and the agency in its sole discretion
determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be
made to the lowest responsive and responsible bidder that is a DSBSD-certified small
business if such a bid is received, provided that the bid is not more than $100,000 and the
agency in its sole discretion determines that the bid price is fair and reasonable. If, in the
agency’s opinion, the criteria in the previous two sentences are not present, then award shall
be made to the lowest responsive and responsible bidder of any size, provided the agency in
its sole discretion determines that the price is fair and reasonable. If applicable, unit prices,
extensions and grand total must be shown. In case of arithmetic 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 early prompt payment will not be considered in making awards. The
State 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.
2. eVA ORDERS AND CONTRACTS: This solicitation/contract will result in one (1) purchase
order with the applicable eVA transaction fee assessed for each order.
Vendors desiring to provide goods and/or services to the Commonwealth shall participate in
the eVA Internet e-procurement solution and agree to comply with the following: If this
solicitation is for a term contract, failure to provide an electronic catalog (price list) or index
page catalog for items awarded will be just cause for the Commonwealth to reject your
bid/offer or terminate this contract for default. The format of this electronic catalog shall
conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and
downloaded from www.eVA.virginia.gov. Contractors should email Catalog or Index Page
information to eVAemail@example.com.
3. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (30)
days. At the end of the (30) days the bid may be withdrawn at the written request of the
bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or
the solicitation is canceled.
4. DELIVERY: Delivery of goods or performance of services shall be within the number of
calendar days stated below after receipt of order (ARO) by the bidder. The Agency requires
the bidder to deliver within a reasonable time after ARO. If the bidder does not insert a stated
delivery time in the blank below, the bidder will be deemed to offer delivery in accordance
with the Agency’s desired delivery time as stated below:
Agency’s desired delivered time: _____ calendar days ARO
BIDDER’S/OFFEROR’S STATED DELIVERY TIME: ____ CALENDAR DAYS ARO
5. OVERRUNS/UNDERRUNS: DMV will not accept any quantities of overage. Overruns will
become property of DMV. The agency will not accept underruns.
6. ACCEPTABLE BRANDS: Only papers designated as "mill brand" in the latest edition of the
Competitive Grade Finder (published by Grade Finders, Inc.) will be used to determine the
acceptable brands for the purpose of this bid invitation. Private brand papers and business
equipment brand papers will not be considered equivalent to mill brand papers.
Papers which have been accepted by Grade Finders, Inc., for publication in subsequent
editions of any of its paper buyer guides will be considered. For products not listed in the
current Competitive Grade Finder, a copy of Grade Finders’ letter of acceptability should be
included with your returned bid. Failure to provide this requested information as specified
may be cause for your bid to be rejected.
7. OWNERSHIP OF PRINTING MATERIALS: All artwork, camera-ready copy, negative,
dies, photos, and similar materials used to produce a printing job shall become the property
of the Commonwealth. Any furnished materials shall remain the property of the
Commonwealth. All such items and materials shall be delivered to the ordering agency in
usable condition after completion of the work, and prior to submission of the invoice for
8. PRINTING PICK-UP/DELIVERIES: Contractor shall be responsible for all pick-ups and
deliveries of all materials.
9. CLASS 2 - EXCELLENT QUALITY PRINTING: This class shall be used when good clean,
crisp reproduction is required. One color or multiple color jobs may be classified as “Class
1.” Four-color process subjects shall have pleasing color matches with good skin tones; some
color correction may be necessary. PMS color matches may be required. Very fine lines and
drawings may be required. Normally half-tones or screen tints will require 133, 150, or 200
line screens. There is to be large reverse areas, and/or large solid areas where good even ink
coverage is necessary. Because of the overall design, very accurate registration is required.
Camera-ready copy is generally furnished. Metallic inks may be used. Finishing and bindery
operations shall be of the same excellent quality.
10. PRODUCT COMPATIBILITY AGREEMENT: The contractor shall provide a proof to the
Contract Officer by email when contacted. The Contract Officer will provide the contractor a
written acknowledgement of proof acceptance, upon validation that it meets the required
specification. The contractor’s supplied product shall not deviate from the approved proof
design criteria. The contractor shall be responsible for replacing any defective product at no
cost to the Commonwealth if defects or deviations are found. The contractor shall replace
any defective product within 20 calendar days after notification from the Contract Officer.
11. PRODUCT INFORMATION: The bidder shall clearly and specifically identify the product
being offered and enclose complete and detailed descriptive literature, catalog cuts and
specifications with the bid to enable the Commonwealth to determine if the product offered
meets the requirements of the solicitation. Failure to do so may cause the bid to be
12. WARRANTY (COMMERCIAL): The contractor agrees that the goods or services furnished
under any award resulting from this solicitation shall be covered by the most favorable
commercial warranties the contractor gives any customer for such goods or services and that
the rights and remedies provided therein are in addition to and do not limit those available to
the Commonwealth by any other clause of this solicitation. A copy of this warranty should be
furnished with the bid/proposal.
13. TERMINATION FOR DEFAULT: In case of default by a contractor for failure to deliver or
perform in accordance with the contract specifications or terms and conditions, the state may
procure the articles or services from other sources and hold the defaulting contractor
responsible for any resulting additional purchase and administrative costs. The state will
normally repurchase from the next low bidder or purchase competitively by resolicitation. If
the repurchase results in increased costs to the Commonwealth, a letter will be sent to the
defaulted contractor requiring payment for additional costs. When repayment is requested,
the contractor will be removed from the mailing list until the repayment has occurred.
Contractors shall not be liable for any excess cost if the failure to perform arises out of any
act of war, order of legal authority, strikes, act of God, or other unavoidable causes not
attributed to their fault or negligence. Failure of a contractor’s source to deliver is generally
not considered to be an unavoidable cause. The burden of proof rests with the contractor.