Subject 665-2-8 CONTRACTS
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. |
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.
When in the public interest, contractors may be requested to
extend the scheduled termination dates of contracts.
