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Policies and Procedures

Policy 1214 – Product and Service Demonstrations by Vendor

Effective
July 1, 1996
Last Updated
October 1, 2014
Last Reviewed
October 1, 2014
Responsible University Officer
Director of Purchasing Services
Responsible Unit
Purchasing Services

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 the Department of Public Safety.

The vendor will be responsible for all costs associated with the demonstration, including, but not limited to, insurance, safety and transportation/delivery.

Reason for Policy

This policy is to ensure compliance with University regulations related to the evaluation of equipment prior to purchase.

Exclusions

None

Special Situations

None

Procedures

  • 1214.1 – Accepting Vendor Product and Service Demonstrations

Additional Information

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 should go to the appropriate department on campus to make arrangements to demonstrate their product(s) and to inform Purchasing Services of their intent.

Related Data

1212 – Solicitation by Sales Representatives
1278
– Departmental Evaluation of Equipment

Contacts

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