After all determinations listed above are made, they shall be incorporated into a letter of justification and forwarded to the Purchasing Department. Once approved, the Purchasing Department will take necessary action to secure the requested services, either by competitive bidding or negotiation. When lump sum equipment service contracts are executed, the requesting department is paying for a service that may or may not be performed. Therefore, nothing of value is received until such time as an equipment failure occurs or contractual preventive maintenance is performed. The signature of the buyer on the Purchase Orders written for lump sum equipment service contracts is authority for the Accounts Payable clerk to pay the invoice.
Most equipment generally requires service to continue in proper operating condition.
For equipment which cannot be serviced on campus such as specialized scientific apparatuses, it is often most economical to arrange for a service or maintenance contract with the manufacturer or service agency. The cost of service on this equipment, which must be borne by the using department, usually includes charges for the service call, labor, and parts each time repair or maintenance is required. Service contracts are normally automatically renewed by the Purchasing Department and notification is sent to the using department. Once equipment is covered on a service contract, service may be acquired by calling the Purchasing Department. Office Machine Repair 2.