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Electronic Procurement Virginia Department of General Services

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System Procurement and Integration Agreement

This System Procurement and Integration Agreement (the "Agreement") is entered into this day of , 20 by and between Performance Builders, Inc., a New York corporation with offices at 100 Avenue of the Americas, New York, New York 10020 ("Supplier") and Rick's Records, L.P., a New York limited partnership with offices at 49 New Street, New York, New York 10012 ("Customer").

1. Scope of Work

Supplier hereby agrees to design, sell and provide, and Customer hereby agrees to purchase upon the terms and conditions set forth herein, a completely installed and usable turnkey system to meet Customer's material handling and warehouse distribution center management needs for wholesale phonorecord distribution. Supplier will design, fabricate, provide, install and support said system and assume the responsibility of system integrator. Supplier shall assume responsibility for assuring that all elements of the system are integrated to permit uninterrupted handling and distribution of inventory including uninterrupted processing of all necessary data to support Customer's business functions.

Phase 1 of the project will include finalizing the design from detailed data provided by Customer from which Supplier and Customer will determine all mutually acceptable performance parameters to be embodied in "Final Functional Specifications". Upon acceptance of the resulting Final Functional Specifications, a firm fixed price for the system will be determined as provided in Section 7 of this Agreement. Currently, Customer's Preliminary Functional Specifications are attached on Schedule A. The Final Functional Specifications shall be agreed to by the parties within ninety (90) days following the execution of this Agreement.

Phase 2 of the project will constitute the fabrication, installation, testing, acceptance and support of the System (as that term is defined in Section 2.1 below).

2. The System

Supplier agrees to supply to Customer the "System" which shall consist of Material Handling Hardware, Computer Hardware and Software, all as hereinafter defined. The System shall meet all functional specifications detailed in the Final Functional Specifications.

3. Installation Site Preparation

Supplier shall survey the Customer installation site located at (the "Installation Site") and shall specify all electrical, environmental or other engineering changes required for proper installation, maintenance and operation of the System. Supplier shall promptly provide Customer with written notice of such reasonable requirements as are acceptable to Customer and shall review and approve all plans submitted by Customer, to ensure that the Installation Site's physical environment is compatible with the System's installation, maintenance and operation requirements. Customer shall be responsible for meeting the environmental requirements for the System at the Installation Site in accordance with the accepted plans.

4. Material Handling Hardware

4.1 The Sale of Material Handling Hardware

Supplier shall sell to Customer all of the materials handling machinery listed on Schedule B attached hereto (collectively "Material Handling Hardware").

4.2 Delivery and Installation

Supplier shall arrange for delivery of the Material Handling Hardware to the Installation Site in accordance with the Implementation Plan set forth in Schedule C hereto.

5. Computer Hardware

5.1 The Sale of Computer Hardware

Supplier shall sell to Customer all of the computers and information processing equipment listed in Schedule B attached hereto (collectively, the "Computer Hardware").

6. Software

6.1 Software Modules

The Software to be developed and licensed hereunder shall be modular and each of the modules are identified and set forth in Schedule B.

6.8 Source Code Escrow

Customer shall be entitled to a fully commented and documented copy of the source code form of the Software, a listing thereof and all relevant commentary, including explanation, flow charts, algorithms and sub-routine descriptions, memory and overlay maps and other documentation of the source code ("Commentary"), and may use same for its own benefit upon the occurrence of any one or more of the following events: days;

7. Compensation

7.1 The System Price

The price for the System is dollars ($ ) and includes all of the elements set forth in Schedule B and the services set forth in Schedule H.

7.2 Payments

Customer shall make payments to Supplier in accordance with the System Payment Schedules set forth in Schedule D-1.

8. Change Procedures

No change in or modification, termination of discharge of this Agreement or any part hereof, in any form whatsoever, shall be valid or enforceable unless it is in writing and signed by both parties.

9. Services and Documentation

9.1 Implementation Services

Supplier shall provide installation, training, customization and conversion services as set forth in the Implementation Plan.

9.3 Documentation

Supplier will provide to Customer the documentation for the Material Handling Hardware, Computer Hardware and Software.

10. Delivery and Implementation

10.1 Deliverables and Progress Reports

Customer shall review each such deliverable and report, and shall notify Supplier of its acceptance or rejection within (______) business days from Customer's receipt thereof.

11. Acceptance Testing

11.4 System Integration Testing

After Initial System Integration Acceptance, live testing of the System shall be conducted for a month period ("Final System Integration Test").

11.5 Corrections

Customer shall then have a period of business days (or business days for Final System Integration Test) to reconduct acceptance tests.

12. Warranties

12.1 Warranty Period

Warranty Period shall mean the period which is year(s) from the date of the Final System Integration Acceptance.

12.7 Service Warranty

Critical Failure response within hour(s) after notification by Customer.

13. Rights and Obligations

13.1 Confidentiality

Supplier and Customer each agree to hold in strictest confidence any information and material related to either party's business.

14. Events of Default by Supplier

Any material default or breach of this Agreement by Supplier which default or breach has continued for days after notice from Customer.

15. Termination

15.1 Grounds for Termination

Final Functional Specifications have not been mutually agreed to by the parties within days following the execution of this Agreement.

16. General

16.2 Notices and Requests

If mailed, days after the day it is deposited in the U.S. mails, postage pre-paid, certified or registered, return receipt requested.

If to Customer:

If to Supplier:

16.5 Insurance

Comprehensive general liability coverage: Dollars ($ )

Automobile coverage: Dollars ($ )

Notice requirement not less than days prior written notice.

Signatures

RICK'S RECORDS, L.P.

By:

Title:

PERFORMANCE BUILDERS, INC.

By:

Title:

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What the Electronic Procurement Virginia Department of General Services Is

Electronic Procurement Virginia Department of General Services is the standardized electronic procurement packet and process used to issue, respond to, and manage state procurement solicitations administered by the Virginia Department of General Services. It includes solicitation templates, vendor registration data, bid submissions, contract award documents, and required certifications in an electronic format. The packet is designed for structured entry of pricing, scope, attachments, and signature blocks, and it supports integration with secure e-signature and document management systems to preserve audit trails and evidentiary records for procurement oversight and audits.

Why the electronic procurement packet matters for procurement integrity

Using the Electronic Procurement Virginia Department of General Services centralizes records, reduces manual steps, and creates auditable, time-stamped transaction histories. Electronic submissions support legal equivalence under ESIGN (15 U.S.C. §7001) and UETA where applicable, improving enforceability while helping agencies and vendors demonstrate compliance with procurement rules.

Why the electronic procurement packet matters for procurement integrity

Primary stakeholders who rely on the electronic procurement packet

Primary users include state procurement officers, soliciting agencies, registered vendors, and legal reviewers working on Commonwealth contracts.

  • State procurement officers responsible for issuing solicitations, evaluating bids, and documenting award decisions.
  • Vendors and suppliers submitting proposals, certificates, and attestations through the electronic portal for contract consideration.
  • Legal, audit, and compliance teams reviewing contract terms, approvals, and retention records for regulatory adherence.

These groups rely on consistent templates, clear fillable fields, and reliable signature evidence to support contract enforceability.

Typical user profiles and responsibilities

Procurement Officer

A procurement officer is authorized to issue solicitations, set evaluation criteria, and sign awards under delegated authority. They must ensure templates comply with Virginia procurement regulations, collect required certifications, and retain complete audit trails to support protests or post-award audits.

Vendor Representative

A vendor representative completes registration, submits bids, and certifies compliance with contract terms. Accurate legal entity names, FEINs, and authorized signer details are required; mismatches or missing attachments commonly trigger responsiveness reviews or disqualification.

Security and compliance baseline for electronic procurement records

Encryption: TLS 1.2/1.3; AES-256 at rest
Audit Trail: Timestamp, IP, action log retained
Authentication: Email, SMS code, or MFA
Access Controls: Role-based permissions and SSO
Data Residency: EU-U.S. framework; U.S. storage typical
Compliance Certifications: SOC 2, ISO 27001, HIPAA (BAA available)

Common mistakes that delay procurement processing

  • Submitting files in the wrong format or without required attachments causes responsiveness defects and can lead to early rejection during the initial review.
  • Using an incorrect legal entity name or taxpayer identification number on bid forms can trigger backup withholding, disqualification, or administrative delays.
  • Failing to demonstrate signer authority or using initials instead of full signature blocks undermines enforceability and may require reexecution.
  • Overlooking state-specific certifications, small-business set-aside forms, or bonds can result in removal from award consideration during evaluation.

Consequences for incorrect or noncompliant procurement submissions

Late Submission: Bid disqualification risk
Incorrect Pricing: Contract adjustment or rejection
Missing Signatures: Invalid or unenforceable contract
False Statements: Fraud penalties, contract termination
I-9 Noncompliance: Civil fines per DHS rules
Retention Failure: Regulatory fines and audit risks

Step-by-step: preparing and submitting the procurement packet

Follow these steps to prepare, validate, and submit the electronic procurement packet through the DGS process.

  • 01
    Prepare Documents: Gather solicitation forms, exhibits, and certifications.
  • 02
    Complete Fields: Enter required data using MM/DD/YYYY and legal names.
  • 03
    Attach Evidence: Upload bonds, licenses, and financial statements.
  • 04
    Sign & Submit: Apply electronic signature and finalize submission.

Typical digital workflow settings to match DGS requirements

Configure the digital workflow to reflect the DGS approval chain, authentication strength, and retention needs before launching the packet.

Field Configuration
Authentication Method Email link, SMS code, or MFA to verify signer identity
Routing Order Sequential approvals or parallel signing as required by the solicitation
Notifications Email reminders and status updates to signers and reviewers
Storage Location Central DGS repository with versioning and access logs

Where completed procurement documents are routed

Destinations for final documents and routing options depend on agency practices and the solicitation's instructions.

  • State Portal: Upload to the Virginia DGS procurement portal.
  • Contract Officer: Email or route to assigned contract officer.
  • Vendor Records: Store signed copy in the vendor profile repository.
  • Official File: Archive final contract in the central contract repository.

Technical capabilities to check before eSubmission

Ensure your platform supports required file formats, signer authentication, and audit logging before submission.

  • File Formats: PDF, DOCX accepted; prefer flattened PDF
  • Integrations: Salesforce, NetSuite, Microsoft 365 supported
  • Signer Authentication: Email, SMS, KBA, SSO available

Key procurement dates to track in each solicitation

Carefully track solicitation issue dates, Q&A windows, submission deadlines, evaluation timeframes, and award announcements to meet procedural requirements.

Solicitation Issue Date:

Date the solicitation is published; bidders use this as the start of the response window.

Questions Deadline:

Final date/time for submitting questions; clarifications posted thereafter to all prospective bidders.

Proposal Due Date:

Final submission deadline for bids; late proposals are typically rejected.

Evaluation Period:

Timeframe for committee review, scoring, and shortlisting of proposals.

Contract Award Date:

Date award is announced and contract execution activities begin.

Milestone timeline from submission to contract closeout

Sequential milestones help coordinate stakeholders and track where a procurement packet is in the lifecycle.

01

Receipt and Logging

Bids are received and entered into the procurement tracking system for responsiveness checks.

02

Compliance Review

Documents reviewed for required certifications, bonds, and licensing before evaluation.

03

Evaluation & Scoring

Committee scores proposals against published criteria and requests clarifications if needed.

04

Final Approval

Authorized official signs award documents and notifies all bidders of the outcome.

eSignature vendor comparison for procurement workflows (basic plan data)

Baseline vendor pricing and feature indicators to help compare options for procurement document signing, bulk dispatch, and compliance support.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes Varies Varies
Envelope Cap No cap 100 envelopes/user/year No cap No cap No cap

Real-world examples of eSignature use in operational workflows

Two practical examples illustrate how electronic signing and workflow automation reduce friction in document-driven processes.

Tech Data

Tech Data scaled internal processes by adopting electronic signing and workflow automation for customer contracts.

  • Faster customer service and speed to revenue.
  • Bob Dutkowsky, CEO, said: "Tech Data uses airSlate SignNow to improve our internal and external customer service while increasing our speed to revenue." The example highlights reduced cycle times and improved responsiveness to customers.

Xerox

Xerox integrated eSignatures into ERP workflows to get signatures on transactional documents more reliably.

  • Flexibility across formats and systems.
  • Kodi-Marie Evans, Director of NetSuite Operations at Xerox, said: "airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats, based on our integration with NetSuite." This demonstrates integration benefits for enterprise procurement.

Frequently asked questions and practical answers

Answers to common questions about legal validity, notarization, signer authority, and technical troubleshooting for electronic procurement submissions.


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