Used Equipment

Definition: Used equipment is defined as used, reconditioned, or demonstrator models, and may be purchased by following the procedure below.


Submit a purchase request with a description of the equipment including model, serial number, and whether used, reconditioned, or demonstrator.

Attach a letter saying that the writer has personally examined the used equipment, you accept full responsibility for the purchase, and that in your opinion, the best interests of the state will be served by purchasing the equipment at that price. The letter should also state the year of equipment manufacture, present condition, price of equipment at time of manufacture, and price if purchased new now.

Attach a quote from the vendor including the price, delivery time, shipping terms, and warranty information.

If the equipment has previously been leased by the University, contact the appropriate buyer for special instructions. Trade Ins of similar type equipment may be included, if acceptable to the vendor. The purchase request and vendor quote should reflect the trade in value, along with the serial number and UGA Property Control (i.d.) number of the equipment to be traded in. You may utilize the vendor of your choice for the following types of shipments: oversized shipments, refrigerated shipments, hazardous shipments and any other services not specifically listed as mandatory to UPS.

Detailed instructions are also in the Administrative Policies and Procedures Manual, Procurement Section, Procedure 30.