• What happens to provided samples/literature?
• What is the policy on used equipment and trade-ins?
• May I demonstrate my product or service?
• May I substitute my product?
• What if something is back ordered?
• What are the consequences of default?
• What if I haven't paid my taxes?
• Does the state buy recycled products?

What happens to provided samples/literature?

Samples or descriptive literature required for the bid request must be provided free of charge. Samples which are not destroyed by testing will be returned at the bidder’s request and expense. Samples submitted by successful bidders may be kept for the duration of the contract for comparison with materials received.

What is the policy on used equipment and trade-ins?

Supplies and equipment offered and furnished must be new and of current production unless the request for bid specifically permits the offer of used items. Remanufactured or reconstructed items are not considered new.

The state may request bids for new equipment employing trade-ins or used equipment. In such cases, two price quotations will usually be requested: one including the value of trade-in equipment and one excluding consideration of the trade-in equipment. The state reserves the right to purchase equipment with or without the trade-in.

May I demonstrate my product or service?

The state recognizes the value of the demonstration of products and services. However, to ensure proper testing and valid evaluation, vendors are required to obtain prior approval for demonstrations from the State Bureau of Procurement or the procuring agency.

May I substitute my product?

Substitution is defined as the shipment of an item that materially conforms to the specifications, but is technically different from the item bid. Substitution requires approval from the State Bureau of Procurement or the procuring agency prior to shipment.

Products delivered that do not meet the specifications will be returned to the vendor at the vendor’s expense. When a product is returned, the vendor must replace it with acceptable merchandise or the state may seek remedies for default.

What if something is back ordered?

If it is necessary to back order any items, the vendor should notify the agency and inform them of the expected delivery date. If that date is unacceptable, the state may seek remedies for default.

What are the consequences of default?

In case of default by the contractor, the state may procure the product or service from other sources and hold the contractor responsible for any damages incurred including, but not limited to, excess cost or handling charges. The state has the right to remove a contractor who defaults on any contract from all agency bidder lists.

What if I haven't paid my taxes?

Vendors who have a delinquent tax liability may have their payments withheld and applied toward their tax delinquency by the State of Wisconsin.

Does the state buy recycled products?

The state purchases a variety of recycled products. Although the Department of Commerce and the Department of Natural Resources have the main responsibility for recycling market development, the State Bureau of Procurement needs to know what products are available and which vendors can supply them. The potential bidder should indicate recycled products on the Bidder List Registration form.

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