Dated: 7/23/03
Replaces: 7/12/02
Internal Policy and Procedures
Evaluation, Trial, or Loaner Product / Equipment
POLICY:
All vendors providing the University with property for evaluation, trial or on loan must be provided with a Product Evaluation Letter or Product Evaluation Agreement.
Insurance coverage for products offered to the University on an evaluation, trial or loaner basis is normally provided by the vendor. The University may accept the risk in certain instances as approved by Risk Management.
PROCEDURES:
1. Upon knowledge of the University receiving property for evaluation, trial or loan purposes, the agent will contact the department to verify a Product Evaluation Letter was sent informing the vendor of our insurance and purchasing requirements. This must be done prior to the University's receipt of property.
2. No zero dollar purchase orders (POs) are to be issued for this property. If the vendor requires a PO, the agent is to:
2.1 cancel any zero dollar requisitions on the purchasing system.
2.2 advise the vendor that a Product Evaluation Agreement can be prepared and sent to them in place of the PO.
2.3 if acceptable to the vendor, prepares and processes the agreement.
3. If the vendor insists there is a "contractual obligation" or the department and vendor have agreed the University will accept the insurance risk, the department must contact Risk Management for approval. Additional information regarding RM requirements is available through the Risk Management web site.
REFERENCES:
IPP 16 (Evaluation of Samples and Demonstrations and Conducting of Reference Checks and Site Visits Material Process)UW System Risk Management Manual, http://www.uwsa.edu/oslp/rm/manual/index.htm
State of Wisconsin Procurement Manual Pro-C-1
Special Request for Insurance Coverage form and instructions - to be obtained from the UW-Madison Office of Risk Management