High Dollar, Large, Complex Equipment Purchases
Space utilization continues to be an issue that requires a significant amount of coordination and communication among the various entities within LSUHSC. Many spaces are being utilized in ways that may be different than what was intended when the building was designed and built. When large or complex equipment with unusual power needs, heat output, dimensions, and or structural requirements are purchased, it becomes critical that all decisions regarding placement are communicated to Facilities Services beforehand via the Work Order Process. All relevant installation instructions, power requirements, heat output, and other relevant specifications should be provided to Facilities Services BEFORE any purchase order is initiated to ensure that all needs have been addressed and that the equipment is being placed properly. The Work Order Number should be included with the requisition that is submitted to purchasing. Purchasing will take NO ACTION until a response indicating Facilities Services has signed off on the purchase has been received by the Buyer handling the purchase.
Once Facilities Services has communicated to Purchasing that all infrastructure needs have been addressed and that the proposed location for the equipment is appropriate, Purchasing will proceed with the procurement of the equipment. All normal requirements for the dollar threshold involved must still be followed. If applicable, any brand preference must be handled and approved via the Sole Source/Proprietary justification process. All bids/quotes solicited, including Sole Source/Proprietary purchases, MUST SPECIFY INSIDE DELIVERY. Facilities Services does not have the personnel or expertise to handle moving the equipment from the dock to its final location. The University should ensure that as much of that risk as possible is placed with the company delivering the equipment. Purchasing may ask for information relating to packaged dimensions and weight to avoid having to uncrate the equipment at the dock and other special handling.
This process will require all of us to be patient, but it must be followed due to the problems that occur when it fails. You should build time allowances into your large equipment purchases and communicate to all of your researchers to ensure that everyone is aware.
Note: Fiscal Year End or the expiration of a Grant often results in a surplus and funds that have to be spent quickly. Many times, newer, more advanced equipment is the first thought for researchers and administrators. THIS PROCESS IS STILL APPLICABLE DURING THOSE TIMES AND WILL NOT BE RELAXED TO ACCOMMODATE A FUNDING DEADLINE. If a surplus is anticipated, even if the exact amount is unknown, evaluating the possibilities ahead of time and laying the groundwork with Facilities Services will allow everyone to move decisively and quickly.
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