PURCHASE ORDER STANDARD TERMS AND CONDITIONS
In accepting and processing this purchase order, the vendor agrees to invoice The Matworks at the price printed on the purchase order. Should any vendor desire a change in price, from that identified on the purchase order, The Matworks Purchasing Department must be notified of such a price change and the Matworks must agree to such a price change prior to shipments of the order. The notification must be done in writing, or email. Approval of the price adjustment must be authorized by and limited to The Matworks Purchasing Department and a written confirmation of the accepted price adjustment will be issued prior to the shipment of the order.
Should any vendor desire a change in quantity, material, and/or material composition from that identified on the purchase order or if indicated “as previously supplied”. The Matworks Purchasing Department must be notified of such a quantity, material, and/or material composition change and The Matworks must agree to such change in writing prior to shipments of the order. The notification must be done in writing or e-mail. Approval of the quantity and/or material adjustment must be authorized by and limited to The Matworks Purchasing Department and a written confirmation of the accepted quantity and/or material adjustment and/or material composition will be issued prior to the shipment of the order.
The vendor warrants all goods and services furnished by it on this order to be free from any defect in material or workmanship and to conform to the artwork, specifications or samples as provided with this purchase order by The Matworks Purchasing Department for a period commencing upon delivery of the goods or services to The Matworks and ending one year after the shipment of the goods or services by The Matworks to the final end user. All goods will be subject to The Matworks inspection, approval and Vendor’s Warranty and will include any hidden damage found within it at the time of inspection or at a later date. The warranty will not expire or be limited by inspection, delivery, acceptance or payment by The Matworks. Any goods that do not comply with The Matworks specifications or is defective, may be returned to the Vendor at the Vendors expense for a full refund, plus any charges or expenses incurred by The Matworks. Goods that are returned as defective will not be replaced without a Purchase Order or written document from The Matworks requesting the replacement. Any request for replacement will be issued by The Matworks Purchasing Department representative. All warranties for all goods and services will become a part of the goods and services and will also be available to the end user.
F.O.B. Destination Freight prepaid, including dock delivery, unless otherwise specified on the Purchase Order. Any order, designated as a DROP SHIP or to a shipping address other than The Matworks in Beltsville, will be shipped as specified on the Purchase Order. Special attention will be given to those orders that specify ROUTING GUIDE. The freight charges associated with any shipments made without regard to the ROUTING GUIDE or shipping instructions as specified on the Purchase Order, may be back charged to the vendor. An additional service charge of $50.00 and/or the documented amount of freight charges incurred by The Matworks in the delivery of this Purchase Order will be assessed and deducted from the invoiced payment on this Purchase Order. Any order, shipping directly to The Matworks in Beltsville, will be shipped as specified on the Purchase Order. Special attention will be given to those orders that specify ROUTING GUIDE. The freight charges associated with any shipments made without regard to the ROUTING GUIDE or shipping instructions as specified on the order, may be back charged to the vendor. An additional service charge of $50.00 and/or the documented amount of freight charges incurred by The Matworks in the delivery of this order will be assessed and deducted from the invoiced payment on this order.
All cartons, boxes, rolls, bags, skids, pallets, and packages shall display, on the outside in a manner which is easily readable, the Purchase Order number, Item number, Quantity, date, special markings, and any side mark as specified on the Purchase Order and will contain a packing slip. A charge will be assessed for any failure to mark shipments as specified at $150.00 for the first failure to mark and at a rate of $250.00 thereafter for each failure in marking shipments as specified on the Purchase Order.
Delivery hours for The Matworks Facility in Beltsville, Maryland is as follows:
Monday thru Friday between the hours of 7:00am and 1:00pm
Any other delivery will be appointment only after notification from the carrier to The Matworks 24 hours before delivery, and upon approval of The Matworks. All shipments will be made as specified on the Purchase Order or by the Routing Guide if so called for.
All deliveries will be made to the “ship to:” location and placed inside without assistance of the delivery premises personnel except for distribution or warehouse locations. Bar coding of all items will be supplied by the vendor on the outside of all master cartons, rolls, bags, pallets, crates, or packages. This Bar Code will be as specified on this Purchase Order. The Bar code format will be in the 128 A, Code 39, Data matrix, Aztec, or QR Code configuration. Any Bar Code that is missing, contains a wrong number and or is unreadable by The Matworks standard scanners will be assessed a charge of $125.00 for the first occurrence and $250.00 for each occurrence thereafter and will be charged back to the vendor. This charge back will be deducted from any funds due to the vendor on any and all open invoices issued by the vendor to The Matworks. If there are no open invoices due at the time of the occurrence, then a credit will be immediately issued to The Matworks by the vendor when notified in writing by the Purchasing Department of The Matworks. The Matworks Purchasing Department will be notified at least 24 hours after the shipment of the Purchase Order and The Matworks will be provided with the name of carrier, the BOL number and the tracking information by email to TRACKING@thematworks.com
When artwork, drawings and/or other specifications are required for the vendor to properly complete this Purchase Order, it will be the responsibility of the vendor to ensure that they have the latest version of the required specifications attached to this document. If there is reason to believe that there are specifications required, notification will be given by the vendor to the Purchasing Department of The Matworks prior to any shipments of this order. The notification must be in writing or e-mail. Any artwork, tooling, drawings, and/or specifications, either supplied and/or produced for this order at The Matworks expense, are the sole property of The Matworks and can not be used, duplicated, sold or passed on without written consent by The Matworks Purchasing Department. The vendor acknowledges that any unauthorized use of these materials is illegal and will fully be prosecuted of the law.
All items on the invoice shall be listed in the same sequence as they appear on the Purchase Order. For these invoices to be processed for payment, all quantities, materials, and pricing shall be as specified on the associated Purchase Order and/or its approved adjustments. Invoices, with freight charges that have been assessed on the invoice as specified in this Purchase Order, will be accompanied by a copy of the appropriate discounted freight bill. Invoices shall indicate the appropriate Matworks purchase order number. Separate invoicing is required for each purchase order number. Any improper invoicing may delay payment.
Mail invoices to:
The Matworks, Accounting Department
11900 Old Baltimore Pike, Beltsville, MD 20705
Or E-mail to Accountspayable@thematworks.com
Payment for each order will be made only upon satisfactory completion of all deliveries and/or services. Payment of partial shipments and/or services may only be issued upon approval by The Matworks Purchasing Department. Partial payments are at the sole discretion of The Matworks. In no event shall payment, either whole or in part, be deemed to constitute acceptance of the goods or services by The Matworks.
The Matworks reserves the right to cancel this order in whole or in part without showing cause upon giving written notice to the vendor.
DURATION OF PURCHASE ORDER DOCUMENT:
Unless otherwise stated in this Purchase Order, if the vendor fails to make a specified delivery of goods or services to The Matworks or it’s specified Agent within 30 days of the date of this purchase order, The Matworks may, and without costs, at its sole discretion, refuse to accept delivery of the goods or services which in turn would lead to the purchase being deemed cancelled.
When a bid or quote number is provided on the Purchase Order, all related specification must be honored unless otherwise specified.
COMPLIANCE WITH LAWS:
The vendor warrants that all materials, services and goods furnished as specified in this purchase order shall be in strict conformity with all federal, state and local laws, ordinances, regulations, all equal opportunity requirements under law and any Presidential Executive orders in reference to equal opportunity and Vietnam Veteran.
Any and all clauses, terms and/or conditions contained or specified in this Purchase Order will survive notwithstanding any clause or clauses that are deemed to be unenforceable under federal, state, or local law. Any said unenforceable clause shall be redrafted to conform with the law and the original intent of the clause shall be enforced as part of this purchase order. The vendor shall, upon request, furnish The Matworks a Certificate of Compliance in such a form as The Matworks may require.
If the vendor breaches any of the Standard Terms and Conditions, in addition to its compensatory damages, The Matworks shall be entitled to recover its reasonable attorney’s fees from the Vendor.