Order Form - Enterprise SaaS (Virginia)

ORDER FORM - ENTERPRISE SaaS

COMMONWEALTH OF VIRGINIA

Order Form Number: [________________________________]

Order Form Effective Date: [__/__/____]

Master Agreement Reference: [________________________________] dated [__/__/____]

SECTION 1: PARTY INFORMATION

1.1 Provider (Vendor) Information

1.2 Customer Information

SECTION 2: SUBSCRIPTION DETAILS

2.1 Licensed Products and Services

2.2 Subscription Tier Details

Selected Subscription Tier: (check one)

☐ Standard Tier

• Core platform functionality
• Standard support (business hours)
• 99.5% uptime SLA
• Community forum access

☐ Professional Tier

• All Standard features plus:
• Advanced analytics and reporting
• Priority support (extended hours)
• 99.9% uptime SLA
• API access

☐ Enterprise Tier

• All Professional features plus:
• Unlimited customization
• Dedicated support with named representative
• 99.95% uptime SLA
• Custom integrations
• Advanced security features
• Dedicated infrastructure option

2.3 User Licensing

User Overage Policy:

☐ Hard cap - Access denied when limit reached

☐ Soft cap - Overage billed at $[________] per user per month

☐ True-up - Quarterly reconciliation of actual usage

☐ Burst capacity - [____]% overage allowed for [____] days before billing adjustment

2.4 Resource Allocations and Limits

SECTION 3: SUBSCRIPTION TERM

3.1 Initial Term

Initial Subscription Term: [________] months/years

Term Start Date: [__/__/____]

Term End Date: [__/__/____]

3.2 Renewal Terms

☐ Auto-Renewal: This Order Form will automatically renew for successive periods of [________] months/years unless either party provides written notice of non-renewal at least [____] days prior to the end of the then-current term.

☐ Manual Renewal: This Order Form will expire at the end of the Initial Term unless the parties execute a renewal Order Form.

Renewal Price Adjustment:

☐ Renewal at then-current list prices

☐ Renewal at [____]% annual increase cap

☐ Renewal at fixed rate of $[________________] per year

☐ CPI adjustment based on Consumer Price Index for All Urban Consumers (CPI-U)

☐ Other: [________________________________]

3.3 Early Termination

Termination for Convenience by Customer:

☐ Not permitted during Initial Term

☐ Permitted with [____] days written notice and payment of early termination fee equal to [____]% of remaining subscription fees

☐ Permitted after [____] months with [____] days written notice

Termination for Cause:

Either party may terminate this Order Form immediately upon written notice if the other party materially breaches any term of the Master Agreement or this Order Form and fails to cure such breach within [____] days (or [____] days for non-payment) after receiving written notice specifying the breach.

SECTION 4: PRICING AND FEES

4.1 Subscription Fees

Annual Subscription Subtotal: $[________________]

4.2 One-Time Fees

One-Time Fees Subtotal: $[________________]

4.3 Professional Services Fees

Professional Services Subtotal: $[________________]

4.4 Fee Summary

Virginia SaaS Tax Note: Virginia generally does not impose sales tax on SaaS and electronically delivered software. Under Virginia Department of Taxation guidance, SaaS transactions that do not involve the transfer of tangible personal property are exempt from Virginia sales and use tax. Electronically delivered software is presumed exempt unless physical delivery occurs. However, tax treatment may vary based on the specific nature of the transaction. Consult a Virginia tax advisor for the applicable treatment of your specific SaaS arrangement.

Tax Exemption: ☐ Customer claims an applicable exemption. Basis: [________________________________]. Attach the Virginia exemption certificate prescribed for that basis. Form ST-10 applies to qualifying dealer purchases for resale, taxable lease or rental, or packaging; do not use it as a general exemption certificate.

4.5 Payment Terms

Payment Schedule:

☐ Annual payment in advance due within [____] days of invoice

☐ Quarterly payments in advance due within [____] days of invoice

☐ Monthly payments in advance due within [____] days of invoice

☐ Custom schedule: [________________________________]

Payment Method:

☐ ACH/Wire Transfer

☐ Check

☐ Credit Card (subject to [____]% processing fee)

☐ Other: [________________________________]

Late Payment: Overdue amounts shall accrue interest at the rate of [____]% per month, but only to the extent lawful for this transaction. Va. Code § 6.2-302 governs judgment interest; it does not establish a universal contractual late-charge ceiling. Counsel should classify any extension of credit or forbearance and review Va. Code § 6.2-303 and any applicable exception before fixing a rate.

Invoice Delivery: Invoices shall be sent to Customer at:

Email: [________________________________]

Address: [________________________________]

SECTION 5: SERVICE LEVEL AGREEMENT (SLA)

5.1 Uptime Commitment

Guaranteed Uptime Percentage: [________]% (measured monthly)

Selected Uptime Guarantee: ☐ 99.99% ☐ 99.95% ☐ 99.9% ☐ 99.5% ☐ Other: [____]%

5.2 Uptime Calculation and Exclusions

Uptime Calculation: Monthly Uptime Percentage = ((Total Minutes in Month - Downtime Minutes) / Total Minutes in Month) x 100

Excluded from Downtime Calculation:

☐ Scheduled maintenance windows (with [____] hours advance notice)

☐ Emergency maintenance required for security or stability

☐ Downtime caused by Customer's systems, networks, or actions

☐ Force majeure events

☐ Third-party service provider outages beyond Provider's reasonable control

☐ Suspension of service due to Customer's breach

5.3 Service Credits

Maximum Monthly Service Credit: [____]% of monthly subscription fees

Service Credit Request: Customer must submit service credit requests within [____] days of the end of the applicable month via [________________________________].

Credit Application: Service credits will be applied to Customer's next invoice and are non-refundable and non-transferable.

5.4 Performance Metrics

SECTION 6: SUPPORT SERVICES

6.1 Support Tier Selection

☐ Standard Support

• Email support only
• Response time: [____] business hours
• Business hours: Monday-Friday, 9:00 AM - 5:00 PM ET
• Access to knowledge base and documentation
• Community forum access

☐ Premium Support

• Email and phone support
• Response time: [____] business hours
• Extended hours: Monday-Friday, 7:00 AM - 9:00 PM ET
• Priority ticket queue
• Quarterly business reviews

☐ Enterprise Support

• Email, phone, and chat support
• Response time: [____] hours (24x7 for critical issues)
• 24x7x365 availability for Severity 1 issues
• Dedicated Customer Success Manager
• Named technical support representative
• Monthly business reviews
• Direct escalation path to engineering

6.2 Incident Severity Levels and Response Times

6.3 Support Contacts

Provider Support Contact Information:

• Support Email: [________________________________]
• Support Phone: [________________________________]
• Support Portal URL: [________________________________]
• Emergency Hotline (Severity 1): [________________________________]

Customer Authorized Support Contacts:

SECTION 7: IMPLEMENTATION AND ONBOARDING

7.1 Implementation Services

☐ Self-Service Implementation

• Access to setup documentation
• Standard configuration templates
• Online training resources

☐ Guided Implementation

• Implementation project manager assigned
• Configuration assistance ([____] hours included)
• Data migration support ([____] hours included)
• Standard training sessions ([____] sessions)

☐ Full-Service Implementation

• Dedicated implementation team
• Custom configuration and development
• Complete data migration services
• Comprehensive training program
• User acceptance testing support
• Post-launch support period: [____] days

7.2 Implementation Timeline

Target Go-Live Date: [__/__/____]

7.3 Customer Implementation Responsibilities

Customer agrees to:

☐ Assign a project manager and key stakeholders

☐ Provide timely access to systems, data, and personnel

☐ Complete configuration decisions within [____] business days of request

☐ Review and approve deliverables within [____] business days

☐ Ensure end-user participation in training sessions

☐ Complete user acceptance testing within [____] business days

☐ Provide production data in agreed-upon format

7.4 Training Services

SECTION 8: PROFESSIONAL SERVICES

8.1 Included Professional Services

8.2 Professional Services Rates

Rate Lock Period: Professional services rates are locked for [____] months from the Order Form Effective Date.

8.3 Statement of Work (SOW) Process

Additional professional services shall be governed by separate Statements of Work referencing this Order Form and the Master Agreement. Each SOW shall include:

☐ Detailed scope of services

☐ Deliverables and acceptance criteria

☐ Timeline and milestones

☐ Fees and payment schedule

☐ Customer responsibilities

☐ Change control procedures

SECTION 9: DATA PROCESSING AND SECURITY

9.1 Data Processing Addendum

☐ The Data Processing Addendum ("DPA") attached as Exhibit A is incorporated by reference and governs Provider's processing of Customer Personal Data.

☐ The parties agree to execute Provider's standard DPA available at: [________________________________]

☐ Custom DPA negotiated between the parties dated [__/__/____]

9.2 Data Classification and Handling

9.3 Virginia Data Breach Notification and Data Protection

Provider acknowledges its obligations under the Virginia Personal Information Breach Notification Act (Va. Code Section 18.2-186.6) and the Virginia Consumer Data Protection Act (VCDPA, Va. Code Section 59.1-575 et seq.) and agrees to:

☐ Notify Customer without unreasonable delay (and in no event later than [____] hours) upon discovery of any security breach affecting Customer data

☐ Cooperate with Customer in investigating and responding to any security breach

☐ Provide reasonable assistance to Customer in complying with Va. Code § 18.2-186.6. When the notice trigger in Va. Code § 18.2-186.6(B) or (C) applies, the Party owning or licensing the computerized data shall notify the Office of the Attorney General and affected Virginia residents without unreasonable delay, subject to the section's permitted delays and applicable compliance provisions or exclusions. A Party maintaining data it does not own or license shall notify the owner or licensee as required by subsection (D).

☐ If notice is provided to more than 1,000 persons at one time pursuant to the section, notify the Attorney General and all nationwide consumer reporting agencies without unreasonable delay of the timing, distribution, and content of the notice under subsection (E).

☐ If Provider determines the purposes and means of covered processing as a VCDPA controller, handle its own consumer rights requests and required data protection assessments; if Provider processes on Customer's behalf, provide the assistance and enter into the processing contract required by Va. Code § 59.1-579

☐ Maintain appropriate security measures to protect Customer data from unauthorized access, use, or disclosure

☐ Where Provider acts as a "processor" under the VCDPA, comply with all processor obligations including assisting Customer (as "controller") in meeting its obligations regarding consumer rights requests, security, and breach notification

9.4 Data Location and Residency

Primary Data Center Location: [________________________________]

Backup/DR Data Center Location: [________________________________]

Data Residency Requirements:

☐ No restrictions - Data may be processed globally

☐ United States only - Data must remain within U.S. borders

☐ Specific states: [________________________________]

☐ Other restrictions: [________________________________]

9.5 Security Certifications and Compliance

Provider maintains the following certifications and compliance standards:

☐ SOC 2 Type II

☐ ISO 27001

☐ HIPAA (if applicable)

☐ PCI-DSS Level [____]

☐ FedRAMP (Level: [________])

☐ GDPR Compliant

☐ VCDPA Compliant

☐ Other: [________________________________]

SECTION 10: INTEGRATIONS AND TECHNICAL REQUIREMENTS

10.1 Third-Party Integrations

10.2 Single Sign-On (SSO) Configuration

☐ SSO not required

☐ SSO required via:

• ☐ SAML 2.0
• ☐ OAuth 2.0
• ☐ OpenID Connect
• ☐ LDAP
• ☐ Active Directory Federation Services

Identity Provider: [________________________________]

10.3 API Access

☐ API access included

☐ API access not included

API Rate Limits: [________] requests per [________]

API Documentation: [________________________________]

SECTION 11: GOVERNING LAW AND DISPUTE RESOLUTION

11.1 Governing Law

This Order Form shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia, without regard to its conflict of laws principles. The parties do not classify every component of this transaction as a service or exclude any goods aspect from applicable law. Va. Code § 8.2-102(1)-(2) addresses both transactions in goods and hybrid transactions; the completed deal documents identify the actual subscription, services, and any delivered products.

11.2 Venue and Jurisdiction

The parties consent to the exclusive jurisdiction and venue of the state and federal courts located in [________________________________], Virginia for any legal proceedings arising out of or relating to this Order Form. Federal actions may be brought in the United States District Court for the [☐ Eastern ☐ Western] District of Virginia.

11.3 Dispute Resolution

☐ Litigation: All disputes shall be resolved through litigation in courts of competent jurisdiction in Virginia.

☐ Arbitration: All disputes shall be resolved through binding arbitration administered by [________________________________] in accordance with its Commercial Arbitration Rules. The arbitration shall take place in [________________________________], Virginia.

☐ Mediation First: Prior to initiating litigation or arbitration, the parties agree to participate in good-faith mediation for a period of at least [____] days.

11.4 Jury Trial Waiver

☐ JURY TRIAL WAIVER: EACH PARTY HEREBY WAIVES ANY RIGHT TO A TRIAL BY JURY IN ANY ACTION ARISING OUT OF OR RELATING TO THIS ORDER FORM OR THE TRANSACTIONS CONTEMPLATED HEREBY, TO THE FULLEST EXTENT PERMITTED UNDER VIRGINIA LAW.

SECTION 12: ADDITIONAL TERMS AND CONDITIONS

12.1 Order Form Precedence

The signed Master Agreement controls a conflict with this Order Form unless the Master Agreement permits an Order Form override and the Parties identify that override below by section and replacement term. For an identified, permitted override, this signed Order Form controls only that subject. This Order Form controls a conflict with its exhibit or attachment unless that exhibit or attachment expressly states otherwise.

Express overrides to the Master Agreement (section, subject, and replacement term, or NONE): [________________________________]

12.2 Entire Agreement

This Order Form, together with the Master Agreement, the DPA, and all exhibits and attachments referenced herein, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous understandings, representations, or agreements, whether written or oral.

12.3 Amendment

This Order Form may not be amended or modified except by a written instrument signed by authorized representatives of both parties.

12.4 Assignment

Neither party may assign this Order Form without the prior written consent of the other party, except that either party may assign this Order Form to an affiliate or in connection with a merger, acquisition, or sale of all or substantially all of its assets.

12.5 Insurance Requirements

Provider shall maintain the following minimum insurance coverage:

☐ Commercial General Liability: $[________________] per occurrence

☐ Professional Liability/E&O: $[________________] per occurrence

☐ Cyber Liability: $[________________] per occurrence

☐ Workers' Compensation: Statutory limits

12.6 Virginia Consumer Protection and Data Privacy Compliance

Provider acknowledges and agrees to comply with the Virginia Consumer Protection Act (Va. Code Section 59.1-196 et seq.) and the Virginia Consumer Data Protection Act (Va. Code Section 59.1-575 et seq.), including but not limited to:

☐ Not engaging in any fraudulent acts or practices in connection with the services provided under this Order Form

☐ Providing truthful and accurate representations regarding the functionality, performance, and limitations of the SaaS platform

☐ For covered processing in which Provider is a controller, meeting its own VCDPA consumer rights and assessment duties; for processing on Customer's behalf, assisting Customer with those duties and following the processing contract under Va. Code § 59.1-579

☐ Cooperating with the Virginia Attorney General regarding any VCDPA enforcement actions

12.7 Special Terms and Conditions

[________________________________]

[________________________________]

[________________________________]

12.8 Intellectual Property

Provider IP:
Provider retains all right, title, and interest in and to the SaaS platform, pre-existing software, documentation, APIs, tools, methodologies, and underlying technology, including all intellectual property rights therein ("Provider IP"), except for specifically identified custom deliverables assigned to Customer below. Customer receives no ownership of Provider IP incorporated in a custom deliverable; Provider grants Customer a non-exclusive, perpetual license to use that incorporated Provider IP solely as needed to use the assigned deliverable.

Customer Data:
Customer retains all right, title, and interest in and to all data, content, and information uploaded to, processed by, or generated through Customer's use of the platform ("Customer Data"). Provider acquires no rights in Customer Data except the limited license granted below.

License Grants:

☐ Provider to Customer: Subject to Customer's compliance with this Order Form and the Master Agreement, Provider grants Customer a non-exclusive, non-transferable, non-sublicensable license to access and use the platform during the Subscription Term solely for Customer's internal business purposes.

☐ Customer to Provider: Customer grants Provider a non-exclusive, worldwide, royalty-free license to use, process, store, and transmit Customer Data solely as necessary to provide and maintain the services, comply with applicable law, and enforce the terms of this Order Form.

Feedback:
If Customer provides suggestions, enhancement requests, or other feedback regarding the platform ("Feedback"), Provider may use such Feedback without restriction or obligation to Customer.

Customizations and Configurations:

☐ Custom integrations, workflows, or configurations identified here as deliverables shall be owned by: ☐ Provider (with license to Customer) ☐ Customer (under the assignment below) ☐ Jointly under a separate signed ownership agreement.

Identified custom deliverables: [________________________________]. If Customer ownership is selected, Provider hereby assigns to Customer all of Provider's right, title, and interest, including copyrights, in those identified custom deliverables upon [full payment / other agreed event: __________]. This assignment excludes Provider IP, third-party materials, and Customer Data. Provider shall obtain any rights needed from its personnel and subcontractors to make the assignment effective. A custom deliverable is a "work made for hire" only if it independently meets 17 U.S.C. § 101; this assignment governs when it does not.

VIRGINIA PRACTICE NOTE: Federal copyright law protects original works of authorship fixed in a tangible medium, including literary works; it does not protect ideas, processes, systems, or methods of operation (17 U.S.C. § 102). This Order Form grants access and allocates ownership of any identified custom deliverables under the signed license and assignment clauses above.

12.9 Electronic Signatures

The parties agree to use electronic signatures for this Order Form. For transactions in or affecting interstate or foreign commerce, 15 U.S.C. § 7001(a) bars denying a covered signature or contract legal effect solely because it is electronic. Review any other related document separately under its governing law; 15 U.S.C. § 7003 excludes certain records from § 7001.

Electronic Signature Validity:

☐ The parties agree that electronic signatures applied to this Order Form shall have the same legal effect, validity, and enforceability as manually executed signatures.

☐ The parties consent to conduct this transaction by electronic means, including the delivery of notices, disclosures, and records in electronic form.

Accepted Electronic Signature Methods:

☐ Typed name in signature block transmitted via email

☐ Digital signature using PKI-based certificate

☐ Third-party e-signature platform (e.g., DocuSign, Adobe Sign)

☐ Click-through or click-wrap acceptance

☐ Other: [________________________________]

Record Retention:

☐ Each party shall retain electronic records of this Order Form in a form that is capable of being accurately reproduced for later reference, in accordance with Va. Code Ann. § 59.1-490.

VIRGINIA PRACTICE NOTE: Virginia adopted the Uniform Electronic Transactions Act (Va. Code Ann. §§ 59.1-479 to 59.1-497), which provides that a record or signature may not be denied legal effect or enforceability solely because it is in electronic form. Under Va. Code Ann. § 59.1-485, a contract may not be denied legal effect solely because an electronic record was used in its formation. The federal E-SIGN Act (15 U.S.C. §§ 7001-7031) provides additional federal-level recognition. Both parties should ensure electronic signature processes satisfy the attribution and association requirements under Va. Code Ann. § 59.1-487.

SECTION 13: EXHIBITS AND ATTACHMENTS

The following exhibits and attachments are incorporated by reference:

☐ Exhibit A: Data Processing Addendum (DPA)

☐ Exhibit B: Service Level Agreement Details

☐ Exhibit C: Implementation Statement of Work

☐ Exhibit D: Security and Compliance Documentation

☐ Exhibit E: Acceptable Use Policy

☐ Exhibit F: Product/Service Specifications

☐ Exhibit G: Customer-Specific Terms

☐ Exhibit H: [________________________________]

SECTION 14: SIGNATURES

By signing below, the authorized representatives of each party acknowledge that they have read this Order Form, understand its terms, and agree to be bound by its provisions. Each signatory represents and warrants that they have the authority to bind their respective organization to this Order Form.

Provider

Provider Legal Entity Name: [________________________________]

Customer

Customer Legal Entity Name: [________________________________]

INTERNAL USE ONLY

NOTICE TO CUSTOMER: This Order Form is subordinate to the identified signed Master Agreement. If no complete Master Agreement was signed or made available before signature, stop and attach or execute it; this Order Form does not silently create acceptance of terms hosted at an unspecified or changeable URL.

This template is intended for enterprise SaaS transactions governed by Virginia law. Va. Code § 8.2-102 applies Article 2 to goods transactions and specifies how it applies to hybrid transactions; this template does not classify the actual transaction. Virginia generally does not impose sales tax on SaaS and electronically delivered software, as these transactions are not considered transfers of tangible personal property. Virginia was one of the first states to enact a comprehensive consumer data privacy law (VCDPA, effective January 1, 2023), which imposes obligations on data controllers and processors. Data breach notification must be provided without unreasonable delay under Va. Code Section 18.2-186.6. This document should be reviewed by qualified legal counsel before execution.