• How should a product be packaged?
• What are the state's inspection procedures?
• What is the payment process?
• Is it possible to offer a discount for early payment?

How should a product be packaged?

Packaging must conform to the award standard acceptable to the trade and required by ICC regulation. A packing slip or invoice which states the purchase order number must accompany all shipments.

What are the state's inspection procedures?

Materials, equipment and supplies are subject to inspections and tests. Items that do not meet specifications will be rejected.

What is the payment process?

After delivery of products or services ordered, the vendor must submit an invoice for payment to the agency specified on the purchase order. Vendors can expedite payment by preparing and mailing the invoice in strict accordance with the instructions given on the purchase order. (For large orders requiring partial or periodical deliveries and involving sizeable amounts of money, separate invoices may be submitted for each delivery.)

When merchandise is received, it is inspected and a receiving report is prepared. The receiving report is then compared with the vendor’s invoice and the order form. If all the documents are in order, a payment request is submitted and a check is issued.

If no dispute exists, the law requires the State of Wisconsin to pay properly completed invoices within 30 days of the receipt of a properly completed invoice or receipt and acceptance of the product or service, whichever is later. If an agency does not pay on time, a vendor can request that the agency pay interest on the balance due from the 31st day.

Is it possible to offer a discount for early payment?

Early payment discounts are not considered when evaluating bids except in the case of tied bids. To be considered, they must meet the following conditions:

• Minimum time period considered is 15 days.
• Minimum amount to be considered is 2% or $20, whichever is higher.

Submit questions or comments to: vendrhlp@doa.state.wi.us