Product and Service Demonstration by Suppliers

Suppliers may request to demonstrate products or services as part of the procurement evaluation process. Demonstrations are permitted but must be coordinated in advance, particularly when building space, outdoor areas, or parking lots will be used. University departments must obtain approval from the Procurement Services office prior to the demonstration.

All costs associated with a demonstration are the sole responsibility of the supplier. These may include, but are not limited to:

• Transportation and delivery of equipment or materials,
• Installation and teardown,
• Insurance coverage for liability or damages,
• Compliance with safety regulations.

Demonstrations must not imply or create an obligation to purchase, nor may they be used to circumvent proper procurement or bidding processes.

Procedure

Before any product or service demonstration is permitted:

• A requisition must be accompanied by an Agreement for Evaluation of Equipment (or similar formal documentation).
• This documentation enables appropriate tracking of equipment and outlines terms regarding insurance, liability, transportation, and use of the product or service.

The demonstration must not imply a commitment to purchase. All liability and costs associated with the demonstration remain the responsibility of the vendor.

No equipment or services may be delivered, installed, or used until the proper documentation has been reviewed and approved.

Relevant North Carolina Statutes

• NCGS § 143-129 – Procedure for Letting of Public Contracts: Establishes requirements for fair and transparent procurement, including competitive bidding.
• NCGS § 143-131 – Informal Bidding Procedures: Applies to purchases below the formal bidding threshold and still requires compliance with fair vendor evaluation.
• NCGS § 133-32 – Gifts and Favors from Contractors: Ensures that demonstrations are not used as inducements or to improperly influence procurement decisions.