STANDARD TERMS AND CONDITIONS OF PURCHASE ORDER

ENTIRE AGREEMENT:

The UW-Madison Standard Terms and Conditions, (contact Purchasing Services at (608) 262-1526 to obtain a copy if needed), are incorporated and made part of this agreement and shall apply to this purchase order except where special requirements are stated elsewhere; in such cases, the special requirements shall apply. Further, the purchase order with referenced parts and attachments shall constitute the entire agreement and no other terms and conditions in any document, acceptance, or acknowledgment shall be effective or binding unless expressly agreed to in writing by the UW-Madison.

DELIVERIES:

Deliver to the SHIP TO address shown on the front of the Purchase Order. Deliver between 8:00 a.m. and 3:00 p.m. – No Saturday, Sunday, or Holiday deliveries. Accompany each delivery with a shipping ticket or memo showing Purchase Order Number and material furnished.

UW-Madison no longer permits deliveries by trucks over 30 ft. in length on several designated streets on the campus. The exceptions are trucks necessary for the delivery or pick up of perishable commodities, private construction vehicles, vehicles carrying radioactive materials, and campus service vehicles. If the items on this purchase order require delivery or pick up in a truck over 30 ft., please call the department contact person identified in the delivery address, on this purchase order, for further instructions, contact Purchasing Services at (608) 262-1526.

APPLICABLE LAW:

This Agreement shall be construed under the laws of the State of Wisconsin. Jurisdiction and venue for any disputes under this Agreement shall be in Dane County, Wisconsin. The contractor shall at all times comply with and observe all federal and state laws, local laws, ordinances and regulations which are in effect during the period of this contract and which in any manner affect the work or its conduct. Wisconsin Statute 16.765(1) requires that in connection with the performance of work under this contract, the contractor agrees not to discriminate against any employe or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability as defined in s.51.01(5), sexual orientation or national origin. This provision shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Except with respect to sexual orientation, the contractor further agrees to take affirmative action to ensure equal employment opportunities. The contractor agrees to post in conspicuous places, available for employes and applicants for employment, notices to be provided by the contracting officer setting forth the provision of the nondiscrimination clause.

INSURANCE:

Any vendor providing services to the University of Wisconsin-Madison is required to maintain Worker’s Compensation Insurance as required by Wisconsin Statute for all employees engaged in the work, Commercial General Liability (CGL), including product liability and completed operations, and Automobile liability when applicable for all owned, non-owned and hired vehicles that are used in carrying out the contract. Minimum coverage’s for CGL are Each Occurrence/General Aggregate – $1,000,000. Automobile Liability minimum is: Combined Single Limit = $1,000,000. Insurance must be provided by an insurance company licensed to do business in the State of Wisconsin, with a minimum AM Best rating of A-, and signed by an authorized agent. The state reserves the right to require higher or lower limits where warranted. Validity of this purchase order is dependent upon your meeting the insurance requirements stated above.

FOB TERMS:

A = F.O.B. Shipping Point, Freight Collect

C = F.O.B. Destination, Freight Collect

D = F.O.B. Destination, Freight Prepaid and Allowed (vendor is responsible for freight costs)

E = F.O.B. Destination, Freight Prepaid and Added

H = F.O.B. Installed, Freight Paid by the Purchaser (UW)

I = F.O.B. Installed

O = Service/Training/Consultant service

P = F.O.B. Shipping Point, Freight Prepaid and Allowed (vendor responsible for freight costs)

S = F.O.B. Shipping Point, Freight Prepaid and added

T = See order text for F.O.B. terms

V = Service/maintenance

X = F.O.B. Shipping Point, Pick-up by UW Department

(Note: Access a Excel matrix of FOB terms.)

INVOICING INFORMATION:

1. Send invoices directly to the Accounts Payable address stated on the front of this Purchase Order. DO NOT send invoices to the SHIP TO address.

2. Invoice each Purchase Order separately, referencing the Purchase Order number on the invoice. Invoices submitted without a valid Purchase Order number will be returned without processing.

3. Invoice only for items shipped – DO NOT invoice for back orders.

4. Include your complete remit-to name and address on all invoices.

5. If your contract with the University requires a firm discount, your invoice must identify the discount or state that prices reflect the discount.

6. Please send only one copy of your invoice.

7. On all invoices, state the payment terms specified on our Purchase Order.

8. State statute requires the University to pay or dispute all invoices within 30 days of receipt or pay interest at the rate of 12% per annum from the 31st day. In cases where a payment is questioned, the 30 day period begins with the date of problem resolution.

Invoices offering cash discounts greater than $20 are paid in approximately 15 days. You may wish to consolidate billing for a given Purchase Order to enable you to offer a cash discount over $20. We encourage monthly billings.

9. Provide the following level of itemization on all invoices:

  • Invoice for Item
    1) Unit Price
    2) Number of units purchased/shipped
    3) Description of items (model, size, color, etc.)
  • Invoice for Service provided at an hourly rate
    1) Number of hours used to perform the service
    2) Hourly rate charged
    3) Complete description of service provided
  • Invoice for Service provided for a fee (non-hourly basis)
    1) Time frame service was performed (e.g. for period September 1-15, etc.)
    2) Fee charged
    3) Complete description of service provided

10. Questions regarding payments, past-due amounts, or billing problems should be directed to Vendor Relations. Your account will be assigned to a particular person when you call.