Pre-Acquisition Screening for Shared Use of Capital Equipment
Federal regulations require that federal funds not be used to acquire certain capital equipment unless it is first determined through a screening process that similar equipment is not available for use on campus. The federal government's rationale for these regulations has been that shared use of existing equipment promotes availability of equipment on college and university campuses and reduces unnecessary duplication of equipment. This frees up federal funds to be used for other expenses or projects.
This process requires that a screening for availability be undertaken prior to the purchase of equipment items costing $100,000 or more. Use "Equipment Screening Certification" form ( PR-030A). A Research Foundation property administrator conducts equipment screening. Purchases for Department of Energy contracts for equipment in excess of $25,000 require screening of equipment available for use from federal sources through the Defense Automation Resources Information Center (DARIC) by using DARIC form 1851. Purchases for equipment on NASA contracts costing in excess of $1,000 require screening through the NASA Equipment Visibility System (EVS) by using form DD1419.
If the screening process fails to identify like, or substantially similar, equipment that is available for shared use, the procurement file will be documented appropriately and the requisitions will be processed without contacting the principal investigator. If the screening procedure identifies like or substantially similar equipment that is represented on the inventory as available for shared use, the principal investigator must inspect the equipment. Outcomes of the inspections could be:
- The identified equipment is not satisfactory. The "Equipment Not Available for Shared Use" form (PR-030b) will be completed. The principal investigator certifies that the equipment is not satisfactory for project use, in which event the procurement file will be documented and the requisitions processed.
- The identified equipment is satisfactory. The "Shared Use Agreement" form (PR-030c) will be completed.
It is possible that these additional requirements may cause delay in individual procurement actions; it is imperative however that these regulations are compy with. Research Foundation Procurement will continue to respond to unusual and emergency situations within the context of these procedures.
