Policies & Procedures Manual - Elizabeth City State University

400.1.32Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYBuying Used EquipmentGeneralAlthough it is generally considered to be in the best interest of the University to purchase only newequipment, used equipment may be procured in special cases where it is determined to be mostadvantageous for the intended purpose. Departments should research new equipment prices, seek outmultiple sources and quotes for the used equipment, and compare warranty provisions with that ofnew equipment before proposing such an acquisition.ApprovalWhen a department has a special need for a particular used item, the proposed rationale for thepurchase should be discussed with the Director of Purchasing. A purchase requisition should then besubmitted, including in the description block: the model number, serial number, condition, age,current new acquisition costs, proposed used cost, and warranty information. The requisition must beaccompanied by a signed justification memorandum detailing the rationale which supports thepurchase.Competitive PurchasesBased upon the rationale for the purchase, the market for the specified equipment, and theavailability of multiple sources, the University Purchasing Department will determine whether thepurchase can be approved as a single source purchase or whether it must be competed amongmultiple sources. In cases where demonstrator equipment is offered at reduced prices under “new”warranty conditions, other known vendors must be offered an opportunity to quote on similarequipment.PLEASE SEE:Policy 400.1.30: Obtaining Federal Surplus PropertyPolicy 400.1.31: University Surplus Property