Section C Paragraph 3.5.3 -- Process and Procedure for new Equipment Procurement

Process and Procedure for new Equipment Procurement

Activation Contractor shall perform the work of preparation of required documentation to permit the acquisition of medical/scientific equipment by the Institutes.

The Activation Contractor shall assist the Institutes with the purchase, delivery, receipt, handling and installation of such equipment in accordance with a process and procedure as outlined below.

Institutes will provide specifications for medical/scientific equipment items to Activation Contractor.

Wherever possible the Institutes shall specify new equipment for purchase that appears on the current GSA Pricing Schedule(s). In the event that equipment is not on GSA Pricing Schedule, the Activation Contractor shall obtain, where possible, three (3) (minimum 2) competitive proposals for the equipment in accordance with Federal Acquisition Requirements.

Upon consultation with the Contracting officer and the Institute(s), the Activation Contractor shall recommend purchase of the equipment. Equipment shall then be purchased by the Institutes.

Activation Contractor shall assist Institutes in the preparation of Purchase Orders (POs).

Information shall include delivery instructions, options/accessories, and provision for Vendor involvement in installation, if applicable.

Purchase Order is approved by the Institute AO and Contracting Officer.

The Institute orders the equipment directly from the vendor.

The CQM will enter the equipment item in Equipment Database and on CAD Equipment Documents/BIM, if appropriate, by Activation Contractor.

Vendor delivers equipment under the terms of the PO and Activation Contractor verifies receipt in good condition.

In the event that equipment is not delivered in good condition, or is otherwise deficient in manufacture and/or installation or operation, Activation Contractor shall resolve issues with Vendor and/or NIH as required.

Institute receives Vendor invoice and makes payment to vendor.