PHYSICAL SITE PREPARATION
Does the receiving site have any limitations such as truck size, weight, or accessibility? Have provisions been made to remove old equipment, if necessary? Can the floor structurally support the equipment? Are freight elevators available and will the equipment fit? (Take the time to measure doorways and elevators.) Are electrical connections in place and compatible? Will the new equipment interface with existing equipment and how will this be accomplished? Request that the supplier give notification 24-48 hours before delivery and be sure that arrangements are made to remove any old or existing equipment prior to the arrival of the new equipment.
INSTALLATION
Who will be responsible? What does it include? If the installation will be performed by the supplier's personnel, make sure the supplier has adequate liability and worker's compensation insurance. Can University personnel install the equipment? How long will installation take? Is installation a separate cost or included (F.O.B. Installed).
TRAINING
Is training available for end users? Where will it take place? How long will it take? Is training included in the purchase price? Is a user's manual included, complete with parts list and schematic, and in English? Will the supplier provide on-going technical assistance if needed?
- Acceptance
The equipment is expected to conform to certain performance specifications and should be tested before the contract administrator/end user authorizes payment to the supplier.
- Warranties
Warranties should begin from the date of installation, testing and training. The equipment should be operational and personnel fully trained. The contract administrator/end user should avoid taking partial shipments and risk warranties on components expiring at different times. If the equipment is to be stored, arrange with the supplier for an extended warranty or have the supplier activate the warranty after the equipment has been installed and tested. Otherwise, the warranty may expire before the equipment is up and running. Contract administrator/end user may find an extended preventative maintenance agreement more cost effective than whatever discount terms the supplier is offering.
- Service and Maintenance
See Equipment Maintenance and Service Agreements (above)
- Payment Terms
Negotiate payment terms with the supplier and specify the terms on the purchase order. Occasionally, suppliers will request a partial payment when the order is placed, another payment when the order is shipped, and final payment when the equipment is accepted. Progress payments are typically made if the equipment is expensive or has been customized to the end user's specifications.
- Supplier Terms and Conditions of Sale
Contract administrator/end user should pay particular attention to the fine print on the supplier's written quotation. Some items may be negotiable, some are not. Review order cancellation policies carefully. Penalties for cancellation can involve a substantial portion of the purchase price - particularly if the equipment has already been customized to meet very specific requirements.
- Foreign Import
Contact the Tufts University customs broker Sydney Stockwell, Inc. 781-321-5151 or Tufts Purchasing 617-627-3225 for information on required forms and duty charges. To apply for duty free entry for scientific equipment, see Duty-free entry for Scientific Equipment.
- Bonds
If the equipment is complex, customized, and expensive, the buyer may require a Bid Bond, which binds the supplier to his offer (the supplier's quotation or proposal) to sell the equipment; a Supply Bond, which guarantees delivery of the equipment and is used primarily for customized equipment or components; or a Performance Bond, which guarantees that the supplier will deliver and install the equipment according to a specified schedule. Most common equipment purchases do not require bonds.
