Introduction
Purpose
The University requires written equipment specifications because they are the key legal documents in settling any dispute concerning the quality of the product or service received and must be as complete as possible.
Scope of Applicability
Applies to all UNC-Chapel Hill Faculty and Staff.
Policy
Policy Statement
The University requires the use of equipment specifications to describe its purchase needs and requirements. These specifications are used by vendors to prepare bids to supply the items or services to meet those needs and requirements. During the evaluation of bids, the specifications are used to determine each bidder's compliance with the requirements and ultimately to enter into a contract with the selected vendor. Equipment specifications must be as generic or as performance-based as possible and must express the University's minimum needs without any bias toward a specific brand. Vendor product demonstrations of brand-specific specifications must not be used unless the need in question can only be met by the exact specifications of that particular piece of equipment. In this case, a written justification explaining why the product is singularly able to meet the requirements must accompany the requisition.
Exceptions
None
Additional Information
Special Situations
Experience with different varieties and models of a product make it easier to document requirements in the form of specifications, therefore, a demonstration can be beneficial. A purchasing agent can assist with arranging the demonstration and offer advice on the specifications.
Frequently Asked Questions
Q: Would compatibility with existing equipment be considered a reason for not requiring equipment specification?
A: Yes, however, this consideration requires a written justification stating the compatibility issues. Specifically, the justification must address whether the purchase is brand specific (in which case, it can be competitively bid upon), or a sole-source purchase (only one source of supply is available).
Q: There are times when grant money is designated to go to a specified piece of research equipment. Would equipment specifications be required in that case?
A: No, but a written justification referencing the specific grant requirements must accompany the purchase requisition.
Q: Is there any help that can be provided in writing an equipment specification?
A: Yes, the State Division of Purchase and Contract has generic specifications available online for various items and Purchasing Services will assist.
Q: Is an equipment specification or sole-source justification required for purchases less than $5,000?
A: No, the Small Order Policy does not require open competition.
Q: Is an equipment specification or sole source justification required for State contract or University contract items?
A: No, the requirement for open competition was satisfied when the contract was awarded.
Related Requirements
External Regulations and Consequences
University Policies, Standards, and Procedures
- Finance Policy 1214 - University of North Carolina at Chapel Hill Policy on Product and Service Demonstrations by Vendors
- Finance Policy 1232 - University of North Carolina at Chapel Hill Policy on Single-Source or Brand-Specific Purchases
- Finance Policy 1278 - University of North Carolina at Chapel Hill Policy on Departmental Evaluation of Equipment
Contact Information
Policy Contact
| Subject |
Contact |
Telephone |
Fax |
E-Mail |
| Equipment Specifications |
Purchasing Services - Goods |
919-962-3774 |
919-962-0636 |
purchasing_team@unc.edu |
History
Revised:
- August 2, 2010
- November 13, 2003