REG - 30.06.10 Equipment Maintenance and Repair Agreements or Contracts Regulation

1. Purpose

1.1 The purpose of this regulation is to provide guidance for entering into equipment maintenance/repair agreements or contracts.

2. Scope

2.1 The purpose of this regulation is to provide guidance for entering into equipment maintenance/repair agreements or contracts.

3. Equipment Maintenance and Repair

3.1 All equipment maintenance, repair, and service agreements must be processed through the Purchasing Department to ensure compliance with state procurement and contract review requirements.

3.2 Departments shall not execute or renew any maintenance or service agreements independently. All contracts must follow the University’s Contract Review and Approval process.

3.3 Department Heads are responsible for assessing whether a maintenance or service agreement is necessary, based on equipment type, cost, and operational impact. Consultation with Purchasing, IT, or Facilities is required as appropriate.

3.4 The University encourages departments to evaluate the cost-effectiveness of service agreements compared to on-demand repairs before committing funds.

3.5 For IT-related equipment or software, departments must coordinate with the Department of Information Technology Services (ITS) prior to purchase or renewal to ensure compliance with cyber-security, data privacy, data handling, technical capability, licensing, and compatibility requirements.