Purchase Order Academic Researcher in Germany Berlin –Free Word Template Download with AI
Buyer (Issuing Institution)
Institution: Freie Universität Berlin – Faculty of Natural Sciences
Department: Institute for Advanced Computational Research
Address: Boltzmannstrasse 5, 14195 Berlin, Germany
Contact: Prof. Dr. Heinrich Vogel, Head of Procurement
Email: [email protected]
Phone: +49 30 838-51000
VAT ID (USt-IdNr.): DE 123 456 789
Beneficiary (Academic Researcher)
Name: Dr. Elena Kowalski
Title: Senior Academic Researcher, Computational Biology
Position: Postdoctoral Research Fellow
Office: Room 214, Boltzmannstrasse 5, 14195 Berlin, Germany
Employee ID: FUB-AR-2024-0387
Grant Reference: DFG-GRK 2841 / EU-Horizon 2021
Project Title: “Multi-Scale Modelling of Neural Pathways”
Supplier Name: Wissenschaftliche Geräte & Laborbedarf GmbH
Address: Invalidenstraße 112, 10115 Berlin, Germany
Registration (HRB): HRB 98765 B, Amtsgericht Charlottenburg
VAT ID (USt-IdNr.): DE 987 654 321
Contact Person: Mr. Thomas Brandt, Sales Director
Email: [email protected]
Phone: +49 30 4478-2200
This Purchase Order is issued to procure specialised laboratory equipment, computational hardware, and research materials required by the Academic Researcher Dr. Elena Kowalski for her ongoing funded project at the Freie Universität Berlin. All items are to be delivered to the research laboratory located in Berlin, Germany, in accordance with the specifications below.
| Item No. | Description | Specification / Model | Qty | Unit Price (EUR) | Subtotal (EUR) |
|---|---|---|---|---|---|
| 01 | High-Performance Workstation for Computational Modelling | Dell PowerEdge R760, 2× Xeon w9-3595X, 128 GB DDR5, 4× NVIDIA A100 80GB, 8 TB NVMe | 1 | 42,500.00 | 42,500.00 |
| 02 | Confocal Laser Scanning Microscope | Zeiss LSM 980 Airyscan 2, with 4-channel detector, 63x/1.4 oil objective | 1 | 185,000.00 | 185,000.00 |
| 03 | Real-Time PCR System (qPCR) | Applied Biosystems QuantStudio 7 Pro, 96-well, with thermal block | 1 | 28,750.00 | 28,750.00 |
| 04 | Cell Culture Incubator, CO₂-controlled | Thermo Fisher Heracell VIOS 180i, 180 L, HEPA-filtered | 2 | 14,200.00 | 28,400.00 |
| 05 | Ultra-Centrifuge, Fixed-Angle Rotor | Beckman Coulter Optima XPN-100, 100,000 RPM | 1 | 32,000.00 | 32,000.00 |
| 06 | Reagent Kit – Neural Tissue Dissociation (Annual Supply) | MilliporeSigma NT-4500, 12-month contract, quarterly delivery | 1 | 6,800.00 | 6,800.00 |
| 07 | Software Licence – Molecular Dynamics Simulation Suite | GROMACS 2025 + NAMD 3.0, 5-seat institutional licence, 3-year term | 1 | 18,500.00 | 18,500.00 |
| 08 | Professional Ergonomic Workstation Furniture | Herman Miller Aeron Chair (Size B) + Steelcase Gesture Desk 1800mm | 1 | 3,450.00 | 3,450.00 |
| 09 | UPS & Power Conditioning Unit | APC Smart-UPS SRT 3000VA, 230V, with network management card | 2 | 2,100.00 | 4,200.00 |
| 10 | Installation, Calibration & Training Services | On-site installation in Berlin, 2-day calibration, 8-hour researcher training | 1 | 5,600.00 | 5,600.00 |
| Subtotal (excl. VAT): | 361,700.00 | ||||
| VAT (19% – Germany): | 68,723.00 | ||||
| Total Amount Due (EUR): | 430,423.00 | ||||
All items listed in this Purchase Order shall be delivered to the Freie Universität Berlin laboratory premises at Boltzmannstrasse 5, 14195 Berlin, Germany. Delivery is scheduled no later than 31 July 2025. The supplier is responsible for all freight, insurance, and customs clearance within the territory of Germany. Installation and calibration of all major equipment (Items 01–05) must be completed within five (5) business days of physical delivery. The Academic Researcher, Dr. Kowalski, or her designated laboratory manager shall be present during installation to verify functionality and sign the acceptance certificate.
Payment shall be made via bank transfer (SEPA) to the supplier’s designated account in accordance with the following schedule:
| Milestone | Percentage | Amount (EUR) | Due Date |
|---|---|---|---|
| Advance payment upon Purchase Order acceptance | 30% | 129,126.90 | 21 June 2025 |
| Upon delivery and installation completion | 50% | 215,211.50 | 15 August 2025 |
| Final payment after 30-day warranty acceptance period | 20% | 86,084.60 | 15 September 2025 |
Bank details: IBAN DE89 3704 0044 0532 0130 00, BIC COBADEFFXXX (Commerzbank AG, Berlin). All invoices must reference Purchase Order number PO-2025-BER-04872 and the applicable DFG grant number for audit compliance.
- This Purchase Order is governed by the laws of the Federal Republic of Germany. Any disputes shall be subject to the exclusive jurisdiction of the competent courts in Berlin, Germany.
- The supplier warrants that all equipment is new, unused, and free from defects for a minimum period of twenty-four (24) months from the date of installation acceptance.
- The Academic Researcher and the Freie Universität Berlin reserve the right to inspect all delivered goods prior to acceptance. Non-conforming items must be replaced or repaired at the supplier’s sole expense within ten (10) business days.
- All data generated on the computational hardware (Item 01) remains the exclusive intellectual property of the Freie Universität Berlin and the funded project. The supplier shall not retain, copy, or transmit any research data.
- Delivery delays exceeding fifteen (15) business days beyond the agreed date entitle the buyer to a penalty of 0.5% of the total Purchase Order value per week of delay, capped at 10% of the total value.
- This Purchase Order may only be modified in writing, signed by both parties. Verbal agreements are not binding.
- The supplier shall comply with all applicable German and EU regulations regarding laboratory equipment safety (DGUV, DIN EN standards) and data protection (GDPR / DSGVO).
- Force majeure events, as defined under German civil law (BGB §275), shall excuse delayed performance for a period not exceeding sixty (60) days, after which either party may terminate this Purchase Order without penalty.
This Purchase Order is valid upon signature by both the authorised representative of the issuing institution and the supplier. The Academic Researcher, Dr. Elena Kowalski, has reviewed and approved the itemised specifications listed herein as necessary for the continuation of her research project in Berlin, Germany.
For the Buyer:
Prof. Dr. Heinrich Vogel
Head of Procurement, Freie Universität Berlin
Date: _______________
Signature: _______________
For the Supplier:
Thomas Brandt
Sales Director, Wissenschaftliche Geräte & Laborbedarf GmbH
Date: _______________
Signature: _______________
Academic Researcher (Acknowledgement):
Dr. Elena Kowalski
Senior Academic Researcher, FUB Berlin
Date: _______________
Signature: _______________
Finance Office (Stamp):
Freie Universität Berlin – Finanzamt
Cost Centre: 4410-2200-8871
Date: _______________
Stamp / Signature: _______________
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