OVERVIEW

Because of the size and sensitivity of some merchandise and the technical vendor expertise required for set-up and installation, items such as furniture, interior space improvement items, and major equipment requiring installation are known as furnish and install purchases, and must be delivered directly to the site at which they are to be installed. Departments should determine if a furnish and install purchase is necessary and, if so, must inform the vendor when requesting bids. Furnish and install requirements can be a significant cost factor and must be considered by vendors before they submit their bids or competitive proposals.

When a purchase order (PO) is a furnish and install order, the requesting department becomes responsible for verifying that the correct merchandise is received, that visible or concealed damage has not occurred, and that the order is delivered as specified. The requesting department defines the performance specifications and follows through with the contracted vendor until those specifications are complete.

Furnish and install purchases may have alternate payment terms associated with them. These are terms other than the standard payment after receipt of merchandise. The payment terms must be identified in the Invitation to Bid and must be agreed on by both TWU and the vendor at the time of award.

PROCEDURE

When a department requires a furnish and install purchase, the following information must be entered into the header text of the requisition:

• exact location of installation;

• name and telephone number of the person responsible for coordination with the vendor; and

• specifications, including performance specifications.

Purchasing reviews the requisition and determines if the merchandise should be purchased on a furnish and install basis. If so, this requirement will be stated in the Invitation to Bid and communicated to all vendors selected to bid.

After the award, the requesting department contact person is responsible for coordinating delivery with the contracted vendor. (This is usually defined in the Invitation to Bid or Competitive Proposal.)