Departmental Evaluation of Equipment

Purpose

This procedure establishes the requirements and responsibilities for departments evaluating equipment offered by external vendors for trial or demonstration purposes. It ensures that such equipment is received, used, and returned in accordance with North Carolina General Statutes and University risk management policies, without creating a financial or contractual obligation to purchase.

Policy Statement

Departments may occasionally wish to evaluate equipment before committing to a purchase, particularly in instructional, research, or laboratory environments where the equipment must meet specific performance or calibration standards.

North Carolina A&T State University may accept equipment for evaluation or demonstration from a vendor for a defined period of time, provided that the University incurs no financial liability or purchase obligation and that all conditions of this policy are met before equipment delivery or installation.

Procedural Requirements

When a department seeks to evaluate unpurchased equipment, the following steps and conditions apply:

  1. Written Request and Approval
    • Departments must submit a written request to Procurement Services before any equipment is shipped or installed.
    • The request must include the vendor name, description of the equipment, proposed evaluation period, and intended purpose.
  2. Description and Identification
    • Equipment must be clearly described and identified by model and serial number in the agreement.
  3. Vendor Responsibilities
    • The vendor must pay all freight and delivery costs associated with the delivery, installation, and removal of the equipment.
    • The vendor retains ownership of the equipment during the evaluation period.
    • The vendor is responsible for all insurance coverage related to loss, theft, or damage during the evaluation period.
    • The University assumes no financial liability but will exercise reasonable care and prevent intentional damage or misuse.
  4. Return and Removal of Equipment
    • At the end of the evaluation period, the department is responsible for coordinating the return of the equipment.
    • Crating materials are to be provided by the vendor, and shipping will be performed collect by the vendor’s preferred carrier.
    • The department may request assistance from Central Receiving for packing or coordination.
    • Alternatively, the vendor may elect to send its representative to dismantle and remove the equipment.
  5. Use of University Name
    • Vendors are prohibited from using the name, logo, or endorsement of North Carolina A&T State University in advertising, marketing, or promotional materials related to the equipment evaluation, per NCGS § 143-59.1 (Unlawful representation of State endorsement).
  6. No Purchase Commitment
    • Evaluation does not constitute or imply approval to purchase.
    • Any subsequent purchase must follow University procurement procedures through AggieMart and comply with NCGS § 143-48 through § 143-52 (State Purchasing and Contract Act).

Related Requirements and References