Terms and Conditions for Standard Contract

1
Terms and Conditionsfor Standard Contract

• Affect of the Uniform Commercial Code
• May incorporate contract form into RFP as an
  exhibit or attachment
• May incorporate contract terms into body of the
  RFP (Oklahoma University example)
• Important provisions to address

2
Important Contract Provisions

• Length of contract and renewal options (4.1.2)
  (follow state law)
• Payment and performance bond (4.1.3)
• Status of proposal as a binding offer to contract
  (for how long?) (4.1.5 and 4.2.23)
• What elements comprise the contract? (contract,
  RFP addenda, proposal) (4.1.6 and 4.1.7)

3
Important Contract Provisions (continued)

• Superiority in case of conflict (4.1.8)
  (contract, RFP addenda, vendors documents)
• Dispute resolution (4.1.10) (usually refers to
  joint meeting, mediation, arbitration)
• Occasions for default (4.1.1) (what constitutes
  default notice and opportunity to cure default)

4
Important Contract Provisions(continued)

• Modifications (4.1.12)
• Assignment (4.1.13)
• No waiver of rights (4.1.15)
• Choice of law and venue (4.1.16)
• Hold harmless - indemnification (4.1.17) (be
  sure to follow state laws sovereign immunity
  doesnt apply in cases of intentional acts or
  unforseeable negligence)

5
Important Contract Provisions(continued)

• Relationship of University and vendor (4.1.18)
  (not partners nor agency)
• Freedom from liens (4.1.19)
• Licensing / regulatory requirements (4.1.20
  4.1.23 4.1.27)
• Availability to other colleges, universities,
  state agencies (4.1.22)

6
Important Contract Provisions(continued)

• Payment terms (4.1.24) (no payment in advance of
  receipt of goods/services)
• Insurance Requirements (4.1.26)

7
Important Contract Provisions(continued)

• Best interests of University (4.2.1 4.2.2
  4.2.13)
• Vendors responsibility to understand RFP (4.2.3)
• University to provide information in good faith
  not responsible for errors (4.2.4)
• Proposal costs (4.2.5)

8
Important Contract Provisions(continued)

• Vendor qualifications (4.2.6) (option to
  disqualify or determine not to be in best
  interests of University)
• Pre-proposal conference/site visit (4.2.7
  4.2.10) (optional or mandatory)
• Right (but not obligation) to request further
  information (4.2.8)
• Revisions (4.2.9)

9
Important Contract Provisions(continued)

• Proposal format (4.2.11 4.2.12)
• Errors or omissions in proposals (4.2.5)
• Opening of RFP (4.2.15) (what information is
  available and when?... consider state laws and
  rights of protest)
• Withdrawal of a proposal by vendor (4.2.19)

10
Important Contract Provisions(continued)

• Evaluation criteria (4.2.20) (may have to
  disclose in RFP by state law)
• Rejection of vendor counter-offers, stipulations,
  exceptions (4.2.24) (be careful about
  terminology)
• Proprietary information in proposals (4.2.25
  4.2.27) (consider state public records laws)