Capital Programs Management Group (CPM)

Effective: 1/1/1995

Revised: 3/1/2003

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CPM 306–12: Procurement of Movable Equipment

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Purpose

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To procure movable equipment when total cost is more than $100,000

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Sources

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Arizona Procurement Code
University policy

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Applicability

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Capital and major capital projects

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Policy

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On capital projects in which the cumulative, total cost of movable equipment is more than $100,000, the development of the specifications and procurement of the equipment will be the responsibility of the appropriate user group.

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ProcedureD

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Responsibility
Action
At the furniture/fixture and equipment (FF&E) procurement phase:
Capital Programs Management Group (CPMG)
or interior design consultant
and
user department
  1. Determine the scope and budget of all movable equipment.
If the cumulative, total cost of the equipment is less than $100,000:
CPMG
or interior design consultant
and Purchasing and Business Services
  1. Work with the user department to develop specifications for the equipment, procure the equipment, and budget track the equipment.
If the cumulative, total cost of the equipment is more than $100,000:
User department
  1. Work with Purchasing and Business Services to specify and procure all equipment.
When the scope and budget have been established for equipment with a cumulative, total cost of more than $100,000:
CPMG
or interior design consultant
  1. Request that Financial Services establish a separate agency/org account for the specified amount of equipment.
Financial Services
  1. Work with the user department’s vice provost’s office to establish the agency/org manager. Set up the account and provide budget over-run precautions to ensure that the budget is not exceeded.
Purchasing and Business Services
  1. Meet with the user department representatives and discuss the procurement process and responsibility of the users in developing the specifications for the equipment.
User department
or interior design consultant
  1. Develop the required specifications for the equipment.
Purchasing and Business Services
  1. Bid the equipment as required or price from State Contract. Provide a recommendation to the user department regarding the procurement.
User department
  1. Accept the recommendation or justify an alternative choice.
  2. Initiate requisitions.
Purchasing and Business Services
  1. Issue a Purchase Order based on the requisition.
User department coordinator
or interior design consultant
  1. Work with the vendor(s) to coordinate a delivery and installation schedule, if applicable.
    Note: Deliveries are to go directly to the user site.
If the equipment cannot be delivered to the project site by the vendor:
Receiving and Stores
  1. Accept delivery of the equipment and deliver it to the user department representative.
User department
or interior design consultant
  1. Accept delivery and inspect the equipment for damage.
If damaged:
  1. Work with the vendor to resolve the problem.
  2. Distribute the equipment to the appropriate user(s) and arrange for installation, if necessary.
  3. Send the invoices to Payables and Reimbursements and enter a receiver number.
  4. Monitor the budget and reconcile the account.
  5. Expend funds within the time restrictions of the bond issue or according to university restrictions regarding the payment schedule.
When funds are expended:
Financial Services
  1. Close the separate agency/org account and notify the Capital Programs Management Group. Any unused funds should revert back to the main agency/org account.
endtable

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