Introduction
Purpose
This policy is to ensure compliance with University regulations related to the evaluation of equipment prior to purchase.
Scope of Applicability
All University Faculty and Staff.
Policy
Policy Statement
Vendors may request that they be allowed to demonstrate their products or services. The University does not prohibit this activity; however, since building or parking lot space may need to be provided, clearance must be obtained from the appropriate department head or UNC Police.
The vendor will be responsible for all costs associated with the demonstration, including, but not limited to, insurance, safety, and transportation/delivery.
Exceptions
None.
Additional Information
Special Situations
None.
Frequently Asked Questions
Q: What do I need to do if a vendor has brought in equipment to demonstrate and has agreed to let us keep it for a trial period?
A: You will need to contact Purchasing Services to have an evaluation agreement sent to you. You must have the company sign the agreement and forward to Purchasing Services along with a no-charge Requisition. This allows for tracking the equipment and explains any potential liability issues. If the company has their own agreement you must get Purchasing Services to review and approve the document and then submit a no-charge Requisition.
Q: May I authorize the purchase of an expensive piece of equipment that has just been demonstrated?
A: No, the proper paperwork must be submitted to Purchasing Services to make sure the purchase is handled within the State rules and regulations. Purchasing Services can only authorize the purchase of equipment by issuing a purchase order.
Q: How long am I allowed to keep equipment for evaluation?
A: Generally speaking, it depends on the arrangements you have with the vendor. However, the general rule of thumb is a 30-day evaluation period. After the 30 days you should contact the vendor to make arrangements to return the equipment if you don't wish to purchase it.
Q: If a vendor wants to demonstrate their product(s) on campus what is the process for them to accomplish this task?
A: The vendor must go to the appropriate department on campus to make arrangements to demonstrate their product(s) and to inform Purchasing Services of their intent.
Related Requirements
External Regulations and Consequences
None.
University Policies, Standards, and Procedures
- Finance Procedure 1214.1 - University of North Carolina at Chapel Hill Procedure on Accepting Vendor Product and Service Demonstrations
- Finance Policy 1212 - University of North Carolina at Chapel Hill Policy on Solicitation by Sales Representatives
- 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 |
| Product Demos by Vendors |
Purchasing Services - Goods |
919-962-3774 |
919-962-0636 |
purchasing_team@unc.edu |
History
Revised:
- October 1, 2014: Changed information on requisitions to conform with ConnectCarolina system.
- July 14, 2010
- November 14, 2003