GA - GAC
Rules and Regulations of the State of Georgia
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Subject 665-2-8 CONTRACTS

Rule 665-2-8-.01 Use and Description

State IT contracts are binding agreements between the state and successful offerors to provide information technology goods or services in accordance with stipulated terms and conditions.

(a) Term Contracts.
1. A term contract is a binding agreement between purchaser and seller to buy and sell certain goods or services for a period of time at prices established by the contract. Statewide term contracts consolidate normal, anticipated requirements of all agencies into one agreement and shall be handled by GTA. No agency may purchase goods or services covered by a statewide term contract from any other source unless authorized by the CIO or his designee.
2. A term contract shall be based upon competition, where available, with potential vendors being advised as to the actual business they are competing for and, if successful, the business they have earned.
3. Agencies may handle agency specific term contracts for use by their agency if the estimated expenditure over the term of the contract is under their delegation and the good or service is not covered by a statewide term contract. If an agency documents to GTA a need to establish an agency specific term contract for which the expenditure over the term of the contract exceeds the agency's delegation and is not covered by a statewide term contract, GTA may issue a solicitation document for the purpose of awarding an agency specific term contract for use by the requesting agency in accordance with the determining factors set forth in Rule 665-2-8-.02 of this Section.
(b) Convenience Contracts.
1. Convenience contracts are indefinite quantity contracts that are awarded by GTA that may be used by state agencies to purchase goods or services at the agency's discretion. Convenience contracts function like statewide term contracts, but their use by agencies is not mandatory.
2. If an agency elects not to purchase the goods or services it requires from an established convenience contract, the rules of competitive bidding apply to the acquisition.
(c) Master Agreements are an agreement between a vendor and the state that applies to multiple contracts or purchase orders that include standard terms and conditions.

Rule 665-2-8-.02 Determining Factors

In determining whether a good or service will be on a statewide term contract, GTA shall consider such factors as volume, nature of the good or service, repetitiveness of use, relative stability of prices, and transportation costs. In determining whether a good or service will be on an agency specific term contract, the agency shall consider such factors as volume, nature of the product or service, repetitiveness of use, relative stability of prices, and transportation costs.

Rule 665-2-8-.03 Extension of Contract Termination Dates

When in the public interest, contractors may be requested to extend the scheduled termination dates of contracts.