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Instrument/equipment procurement

  • The instrument shall suit the scientific, operational, and/or infrastructural needs of the Laboratory or Department.
  • Equipment purchased with public, private and/or University funding  remains the title of the University for the intended scope of use as per the terms of the funding source or until such time the  equipment is deemed end of life or if the  Principle  Investigator  (PI) elects to relocate from the University with the equipment with permission to do so from the applicable funding agencies and University Administrative Resources.  Equipment purchased under such  funding may only be used within the scope of  operation only by the PI which  would  be governed as per the terms  and scope of project use  by the funding source   (public and/or private; discretionary with University funding source)  Any exceptions on the scope of use of equipment are subject to variance as issued by the funding source.   Funding sources also  have purview over  the disposition of equipment once an investigator elects to  relocate from the University; i.e.  allow the equipment to relocate with the PI, remain at the institution for a different scope of use or reassign based on  operating condition to another institution.  Any equipment that is deemed to be at end of life or is no longer functional and/or is to be considered for trade in value for another equipment purchase (depending on the funding source) purposes  is reported by Procurement to the Finance Grants and Fixed Assets Office for review  with the funding agencies. The University prohibits the resale of equipment purchased with public and/or private funding sources.  Donation of equipment to a third party Non-For Profit Institution is subject to review by Procurement, General Counsel and Finance in accordance with audit oversight with the appropriate funding  source.
  • Only approved and authorized purchase orders issued by the Purchasing Department are to be used for equipment procurement transactions, including any equipment acquired for demonstration or trial basis purposes.
  • The appropriateness of “trial period” transactions for equipment will be reviewed by the Director of Materials Management & CPO and by other University Administrative Departments as appropriate.
  • Purchase orders from requisitions for equipment trials or product demonstrations will be obligated to an invoice only upon written notification of acceptance of the trial period and all applicable terms and conditions sent by the Head of Laboratory or Department to the Director of Materials Management & CPO.
  • Contractual arrangements (e.g., fixed fee, reimbursable cost) must be set as the most advantageous to the University with respect to cost-effectiveness, deliverable quality by the vendor, and payment schedule if other than net (30) days. All such terms are subject to additional review by the Director of Materials Management & CPO and the Office of General Counsel.
  • Trade-in arrangements for University equipment must be reviewed and approved by the Director of Materials Management & CPO and may be subject to review and approval by other University Administrative Offices.
  • See the section on “Solicitation of bids and quotations” for information on the requirements for RFQs related to equipment acquisitions.