Purchasing Policy and Procedure
Equipment on Loan or Demonstration
RESPONSIBILITY OF THE DEPARTMENT
Allowing equipment to be left in a department by sales representatives
on a loan or demonstration basis does not constitute a commitment
to buy. User department personnel should in no way indicate
to vendors that the loan or demonstration of equipment constitutes
a preference for that equipment or will result in an order
The individual planning to receive equipment on loan or demonstration
must inform Purchasing Services by submitting a completed
Equipment On Loan or Demonstration form before accepting the
equipment. These forms are available from Purchasing Services.
If any costs are to be incurred, a requisition for these costs
must accompany the Equipment on Loan or Demonstration form.
The University assumes no responsibility for equipment on
loan or demonstration unless the user has submitted an Equipment
on Loan or Demonstration form.
RESPONSIBILITY OF THE VENDOR
Vendors who desire to make arrangements for loans or demonstrations
of their products on campus must coordinate these plans with
the appropriate buyer in Purchasing Services.
Unless special arrangements are made with the Director of
Procurement, the vendor is responsible for all moving, handling,
transportation, and installation costs for loaned equipment.
If the vendor who loaned the equipment is the successful bidder
for the equipment, that vendor shall supply new equipment
unless Purchasing Services and the user agree to accept the
loaned equipment at a negotiated lower price.
RESPONSIBILITY OF Purchasing Services
Purchasing Services will file a copy of the Equipment on
Loan or Demonstration form with the Risk Management Department.
Requisitions for the purchase of equipment on loan or demonstration
will be treated in the same manner as other requisitions.
Competitive bidding procedures, if applicable, shall be required.