RESTRICTED - COMMERCIAL Government Office Supplies Contract Contract Protect Commercial AGREEMENT between Buying Solutions and XMA Limited for the provision of Office Supplies (Product Grouping 2) Version: 1 Contract Ref: RM917B Start Date: 1 August 2011 Expiry Date: 31 July 2013 RESTRICTED - COMMERCIAL Page 1 of 49 RESTRICTED - COMMERCIAL Government Office Supplies Contract Contract CONTENTS FORM OF AGREEMENT ...................................................................................................... 5 TERMS AND CONDITIONS ................................................................................................. 6 A GENERAL PROVISIONS .......................................................................................... 6 A1 Definitions and Interpretation ............................................................................ 6 A2 Initial Contract Period ..................................................................................... 13 A3 Scope of Contract ........................................................................................... 13 A4 Non-exclusivity ............................................................................................... 14 A5 Contractor’s Status ......................................................................................... 15 A6 Contracting Authority’s Obligations ................................................................. 15 A7 Notices….. ...................................................................................................... 15 A8 Mistakes in Information ................................................................................... 16 A9 Conflicts of Interest ......................................................................................... 16 A10 Access to Customer’s Premises ..................................................................... 16 A11 Staff Vetting .................................................................................................... 17 A12 Security of Premises ....................................................................................... 17 A13 Security Requirements ................................................................................... 18 A14 Property… ...................................................................................................... 18 A15 Guarantee ...................................................................................................... 19 B PAYMENT TERMS AND CHARGES ...................................................................... 19 B1 Charges. ........................................................................................................ .19 B2 Payment Terms and VAT ............................................................................... 19 B3 Recovery of Sums Due ................................................................................... 20 B4 Compliance with Value Added Tax and Other Tax Requirements ................... 21 B5 Arrears of Value Added Tax ........................................................................... 21 B6 Price adjustment on extension of the Initial Contract Period ........................... 21 B7 Euro……….. ................................................................................................... 21 C STATUTORY OBLIGATIONS AND REGULATIONS .............................................. 21 C1 Prevention of Corruption ................................................................................. 21 C2 Prevention of Fraud ........................................................................................ 22 C3 Discrimination ................................................................................................. 22 C4 The Contracts (Rights of Third Parties) Act 1999 ............................................ 23 C5 Health and Safety ........................................................................................... 23 D DATA SECURITY AND PROTECTION OF INFORMATION ................................... 23 RESTRICTED - COMMERCIAL Page 2 of 49 RESTRICTED - COMMERCIAL Government Office Supplies Contract Contract D1 Customer Data ............................................................................................... 23 D2 Data Protection Act ......................................................................................... 23 D3 Official Secrets Acts and related Legislation ................................................... 25 D4 Confidential Information .................................................................................. 25 D5 Freedom of Information .................................................................................. 26 D6 Transparency ................................................................................................. 27 D7 Publicity, Media and Official Enquiries ............................................................ 28 D8 Intellectual Property Rights ............................................................................. 28 E CONTROL OF THE CONTRACT ............................................................................ 30 E1 Transfer, Sub-Contracting and Novation ......................................................... 30 E2 Waiver…......................................................................................................... 31 E3 Variation … ..................................................................................................... 31 E4 Severability ..................................................................................................... 32 E5 Remedies Cumulative .................................................................................... 32 E6 Extension of Initial Contract Period ................................................................. 32 E7 Entire Agreement ............................................................................................ 32 F LIABILITIES ............................................................................................................ 32 F1 Liability, Indemnity and Insurance ................................................................... 32 F2 Warranties and Representations .................................................................... 34 F3 Professional Indemnity ................................................................................... 35 G DEFAULT, DISRUPTION AND TERMINATION ...................................................... 35 G1 Termination on insolvency and change of control ........................................... 35 G2 Termination on Default ................................................................................... 37 G3 Break…………. ............................................................................................... 38 G4 Consequences of Expiry or Termination ......................................................... 38 G5 Disruption ....................................................................................................... 39 G6 Recovery upon Termination ............................................................................ 39 H DISPUTES AND LAW ............................................................................................. 40 H1 Governing Law and Jurisdiction ...................................................................... 40 H2 Dispute Resolution ......................................................................................... 40 H 3 Legislative Change ......................................................................................... 41 I (NOT USED)............................................................................................................ 42 J SUPPLY OF GOODS .............................................................................................. 42 J1 The Goods……............................................................................................... 42 J2 Contract Performance .................................................................................... 42 RESTRICTED - COMMERCIAL Page 3 of 49 RESTRICTED - COMMERCIAL Government Office Supplies Contract Contract J3 Delivery…........ ............................................................................................... 43 J4 Ownership and Risk ....................................................................................... 43 J5 Non-Delivery……. ........................................................................................... 43 J6 Inspection, Rejection and Guarantee .............................................................. 44 K ORDERING PROCEDURE ...................................................................................... 44 L MANAGEMENT INFORMATION ............................................................................. 45 L1 Provision of Management Information ............................................................ 45 L2 Management Charge ...................................................................................... 45 L3 Records and Audit Access .............................................................................. 45 M FURTHER EFFICIENCIES, INCENTIVISATION, AND GAINSHARE ..................... 47 N ASSISTANCE IN RELATED PROCUREMENTS AND ETHICAL WALL ARRANGEMENTS .................................................................................................. 47 O FURTHER ASSURANCES ..................................................................................... 48 RESTRICTED - 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