ADMINISTRATION OF CONTRACT

2.2 ADMINISTRATION OF CONTRACT

A Contractor may propose a revision to its offerings to reflect changed Products appropriate to the scope of the Contract, and may propose such new Products with associated prices to the GA Contract Specialist for approval. The Contract Specialist has the sole discretion in approval of addition of revised offerings and pricing. New or changed Products proposed by Contractor must meet the requirements established in this solicitation document or subsequent revisions. If approved by GA, the new Products will be added to the Contract by written amendment.

3. CONTRACTOR SUPERVISION AND COORDINATION

1. 
   Competently and efficiently, supervise and coordinate the implementation and completion of all Contract requirements specified herein;
   
2. 
   Identify the Contractor’s Representative, who will be the principal point of contact for the Office of State Procurement Contract Specialist concerning Contractor’s performance under this Contract;
   
3. 
   Immediately notify the Contract Specialist in writing of any change of the designated Contractor’s Representative assigned to this Contract;
   
4. 
   Violation of any provision of this paragraph may be considered a material breach establishing grounds for Contract termination; and,
   

3. POST AWARD CONFERENCE

3. CONTRACT MANAGEMENT

1. 
   Review the impact of the award and take the necessary steps needed to ensure that contractual obligations will be fulfilled.
   
2. 
   Promote and market the use of this contract to all authorized contract Purchasers.
   
3. 
   Ensure that those who endeavor to utilize this contract are authorized Purchasers under this Contract.
   
4. 
   Assist Purchasers in the following manner, at no additional charge, to make the most cost effective, value based, purchases including, but not limited to:
   

1. 
   Visiting the Purchaser’s site and providing Purchaser with materials/supplies/equipment recommendations.
   
2. 
   Providing Purchasers with a detailed list of contract items including current contract pricing and part numbers.
   

5. 
   Shall designate a customer service representative who will be responsible for addressing Purchaser issues including, but not limited to:
   

1. 
   Logging requests for service, ensuring repairs are completed in a timely manner, dispatching service technicians, and processing warranty claim documentation.
   
2. 
   Providing Purchasers with regular and timely status updates in the event of an order or repair fulfillment delay.
   

6. 
   Acting as the lead and liaison between the manufacturer and Purchaser in resolving warranty claims for contract items purchased.
   

3. CHANGES

2.7 ORDER PLACEMENT

All contract orders for vehicles will be placed by State of Washington Purchase Orders (PO’s) electronically transmitted to the Dealer and the Customer by the Office of State Procurement. Orders will be sent by the Vehicle Rapid Online Ordering Messaging (VROOM) System via email notifications entitled “Dealer Purchase Order(s)” to the email address of the dealer contact person. PO’s will be retained in a password protected internet mail box for continual dealer access. Contract dealer(s) are not to accept Field Orders from state agencies, colleges or universities or purchase orders from Political Subdivisions and Non Profit Corporations. Any such ordering documents sent directly to the dealer are to be forwarded to the Office of State Procurement for processing by the Contracts Specialist. Changes to or cancellation of contract orders are binding only if issued by the Office of State Procurement by revised State of Washington purchase orders. Once placed, cancellation of orders for the convenience of a purchaser may be subject to reasonable settlement costs payable to the dealer and payment of a cancellation fee to the Office of State Procurement. Either contract dealers or purchasers are authorized to allow or extend piggyback/add on orders to State contract orders for other customers.

2.8 CONTRACT ADMINSTRATIVE FEE (caf)

This contract is subject to a Contract Administrative Fee of one half of one percent (.5%) of the contract sales during prior calendar quarter total dollar sales before sales tax and prompt payment discount. Fee invoiced and payable will be based on the dollar value of purchase orders issued, not deliveries and customer payments. Contractor will remit payment of the Administrative Fee on a quarterly basis; the Office of State Procurement will invoice the dealer sixty (60) days in arrears of each quarter (e.g. fee due for the 2^nd quarter of 2010 will be invoiced August 31, 2010 for payment by September 30, 2010). Payment for the Washington State sales component shall be made to the Department of General Administrative, Office of State Procurement. Payment of the Washington State component of the Administrative Fee will be due in conjunction with the Vendor Sales Report, delinquency in payment may be considered cause for contract termination.
Failure to remit Contract Administrative Fees on a timely basis shall constitute grounds for an assessment of a 1% late fee and/or suspension of this contract and the collection of payments due plus damages. Additionally, Contractors holding previous or current vehicle contracts need to be current in the payment of their fees to be considered responsive and responsible for award consideration of the bid.

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