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Contract Terms and Instructions


Start Date: 06/2012

End Date: 08/2014

  1. CONTRACT NO: 200-A3


    Enter requisition(s) into the TxSmartBuy on-line ordering system. Only purchase orders issued through TxSmartBuy are eligible for contract pricing.

    For State Agencies: PCC A

    NIGP Code(s):

    200-16 200-70
    200-25 200-78
    200-42 200-85
    200-44 200-92

    The Contractor agrees not to ship any materials until issuance of a Purchase Order through TxSmartBuy by the State Agency, Higher Education, or Cooperative member.

  3. TERM OF CONTRACT: June 1, 2012 thru August 31, 2013
    Renewal Term: September 1, 2013 thru August 31, 2014

    2nd Renewal Period: September 1, 2014 thru August 31, 2015
    3rd Renewal Period: September 1, 2015 thru August 31, 2016
    4th Renewal Period: September 1, 2016 thru August 31, 2017

    Payee ID No.: 16215172814
    VF Imagewear, Inc.
    PO Box 140995
    545 Marriott Dr
    Nashville TN 37214
    Program Manager:
    Gwen Pettiford

    Customer Service:
    Laura Rahuba

    Customer Service is available from 7AM to 9PM CT - Monday through Friday

  5. Refund, Exchange, Credit Policy
    Return Policy: Any item may be returned for any reason within 30 days of its receipt if the item has not been worn, washed, or soiled and is in re-salable condition.

    Returns and exchanges: Every shipment contains a packing list that includes instructions on how to make a return. This form requests information on the items being returned and the reason for the return. Also, enclosed in each shipment is a preaddressed return label. This label allows items to be returned at the expense of the contractor.

    A staff of return clerks processes all returns within five (5) days of receipt at the distribution
    center. If an exchange of products is required, then the return clerk will input a new order to
    facilitate the shipment of the replacement products.

    All contract items are guaranteed to be free from manufacturing or material defects for one (1) year.

  7. SUBSTITUTIONS: During the Contract term, the Contractor shall not substitute a product or brand unless the Contractor has obtained prior written approval from the CPA Contract Manager in coordination with the Customer. The Contractor must have written confirmation from the CPA Contract Manager of the substitution before making delivery.

  8. CPA CONTRACT MANAGEMENT: For a copy of the contract and/or questions regarding contract management issues, price changes, amendments or other post-award concerns should be directed to:

    TPASS Contract Management Office (TCMO)
    Texas Comptroller of Public Accounts (CPA)
    Fax: (512) 936-0040

  9. TPASS CONTACT: Questions concerning technical specifications should be directed to:

    Dee Dorsey, CTPM
    Texas Procurement and Support Services
    Phone: (512) 475-2459

  10. ADDING NEW PRODUCTS TO THE CONTRACT: Following the contract award, additional products of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added. Customers are encouraged to request additional items by contacting the TPASS contract manager.


    The Comptroller of Public Accounts (CPA) administers a vendor performance program for use by all ordering entities per Texas Government Code, Title 10, Subtitle D, Section 2155.077. The Vendor Performance and Debarment Program relies on the ordering entity's participation in gathering information on vendor performance. Ordering Entities shall report vendor performance on purchases over $25,000 from contracts administered by the commission or any other purchase over $25,000 made through delegated authority granted by CPA (TAC 20.108). Agencies are additionally encouraged to report vendor performance on purchases under $25,000.

    Vendor Performance shall be reported through the CPA VENDOR PERFORMANCE TRACKING SYSTEM. The purpose of the Vendor Performance Tracking System is to:

    • Identify vendors that have exceptional performance.
    • Aid purchasers in making a best value determination based on vendor past performance.
    • Protect the state from vendors with unethical business practices.
    • Provide performance scores in four measurable categories for the CMBL vendors.
    • Track vendor performance for delegated and exempt purchases.

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