Equipment Maintenance Program

The Georgetown University Equipment Maintenance Program reduces University expenses by replacing existing service/maintenance agreements with self-insurance. The Office of Risk Management administers the self-insurance fund for the program and handles all service agreement claims.

Program Manager

Frank Brinkofski, (202) 687-7247

New Program Participants

To participate in the equipment maintenance program the instrument must be either, coming out of warranty, or under a full service contract and less than five years old. The department representative will obtain a service contract proposal from an authorized service provider and submit it to the program manager. A price quote will be returned to the department representative within 10 days for department approval. The price quote will reflect a discount of up to 40% off the manufacturers suggested retail price for a full service contract.

Present Program Participants

The department representative will receive an inventory list and cost for renewal in June of each fiscal year for approval or changes. Any additions, deletions, or changes will be noted and returned to the program administrator. There will be an annual journal voucher to each participant’s cost center in July of each year. Changes during the fiscal year that affect department costs will be determined on a prorated basis.

When Service Is Required

The department representative will contact the program administrator for an authorization number. After receiving an authorization number from the program administrator, the department representative will then contact the vendor of their choice to place a service call. After the service call is completed, the department representative will forward a copy of the field service report to the program administrator.

Services Covered

Labor, travel, and parts are covered for all “down” equipment. Preventative maintenance is covered according to manufacturer’s schedule.

Emergency and After-Hours Service

If service is required in an after-hours situation, the department representative should secure service in the most expeditious manner. On the next business day, the department representative will contact the program administrator for an authorization number to forward to the vendor.

FAQ

• How are vendor invoices paid?

  • All repair invoices are processed by the program administrator.

• Do repairs need to be approved in advanced?

  • The program administrator must be notified if a covered repair is to exceed $5,000.

• What information is available from the program administrator?

  • All expenses, preventative maintenance costs, and replacement recommendations.

• What repairs are not covered under the Georgetown Maintenance Program?

  • The manufacturers’ standard full service contract terms and conditions are the guiding document. If replacement parts are no longer available, and your instrument cannot be repaired, the Georgetown Maintenance Program will issue a credit on a pro rata basis for the unused portion of the annual premium.

• Who manages the Georgetown University Equipment Maintenance Program?

  • The program administrator in the Office of Risk Management handles all aspects of the program.

• Can equipment be added, deleted, or changed at any time?

  • Yes, contact the program administrator to add, delete, or change information. All costs will be prorated based on the University fiscal year. A journal voucher will be processed in the month of the effective change.