Purchase Order Academic Researcher in United States New York City –Free Word Template Download with AI
PO No.: NYC-AR-2025-04872
Date Issued: June 12, 2025
Valid Until: September 12, 2025
Office of Research Procurement & Academic Affairs
450 West 116th Street, United States New York City, NY 10027
Telephone: (212) 555-0147 | Email: [email protected]
1. Buyer Information
| Field | Details |
|---|---|
| Institution Name | Columbia Metropolitan Research Institute, United States New York City |
| Department | Department of Advanced Academic Research & Interdisciplinary Studies |
| Principal Investigator | Dr. Eleanor M. Whitfield, PhD – Lead Academic Researcher |
| Research Program | Urban Environmental Systems & Public Health Outcomes (Grant No. NSF-2025-88412) |
| Procurement Officer | Mr. David R. Chen, Senior Procurement Analyst |
| Address | 450 West 116th Street, United States New York City, NY 10027 |
2. Supplier / Vendor Information
| Field | Details |
|---|---|
| Vendor Name | Meridian Scientific Instruments & Research Supply Co. |
| Vendor Address | 2840 Industrial Parkway, Brooklyn, United States New York City, NY 11234 |
| Contact Person | Ms. Angela Torres, Account Manager |
| Vendor Phone | (718) 555-0392 |
| Vendor Email | [email protected] |
| Tax ID / EIN | 84-2917365 |
3. Line Items – Research Equipment, Materials & Services
| Item # | Description | Qty | Unit Price (USD) | Extended Price (USD) |
|---|---|---|---|---|
| 001 | High-Resolution Environmental Air Quality Monitoring Station (Model AQX-900) – for field deployment by the Academic Researcher team in Manhattan and Queens districts | 4 | $12,450.00 | $49,800.00 |
| 002 | Portable Water Contamination Analysis Kit (EPA-Compliant, 2025 Revision) – supporting the Academic Researcher's longitudinal water quality study | 12 | $1,875.00 | $22,500.00 |
| 003 | Calibrated Gas Chromatograph with Mass Spectrometry Detector (GC-MS 7890B) – laboratory-grade instrument for the Academic Researcher's chemical analysis protocols | 1 | $87,200.00 | $87,200.00 |
| 004 | Refrigerated Biological Sample Storage Unit (4°C, 200L capacity) – for preservation of environmental specimens collected by the Academic Researcher | 2 | $6,340.00 | $12,680.00 |
| 005 | Professional Data Logging Software License (5-year subscription, 10 concurrent user seats) – for the Academic Researcher and graduate assistants | 1 | $4,500.00 | $4,500.00 |
| 006 | Custom Fabricated Field Sampling Tripods and Mounting Hardware (Stainless Steel, Weather-Resistant) – United States New York City municipal code compliant | 16 | $425.00 | $6,800.00 |
| 007 | Professional Installation, Calibration & On-Site Training Service for GC-MS 7890B – to be performed at the United States New York City laboratory facility | 1 | $5,750.00 | $5,750.00 |
| 008 | Annual Preventive Maintenance Contract (3-year term) for all monitoring stations and laboratory instruments | 1 | $8,900.00 | $8,900.00 |
| Subtotal: | $198,130.00 | |||
| New York State Sales Tax (8.875%): | $17,583.94 | |||
| Shipping & Handling (United States New York City metro area): | $1,240.00 | |||
| TOTAL AMOUNT DUE (USD): | $216,953.94 | |||
4. Delivery & Installation Specifications
All items listed in this Purchase Order shall be delivered to the Columbia Metropolitan Research Institute laboratory facility located at 450 West 116th Street, United States New York City, NY 10027. Delivery is scheduled no later than August 15, 2025. The vendor shall coordinate with the designated Academic Researcher, Dr. Eleanor M. Whitfield, to confirm site readiness, electrical requirements, and safety protocols prior to installation. All equipment must comply with the New York City Department of Health and Mental Hygiene regulations and the Occupational Safety and Health Administration (OSHA) standards applicable within the United States New York City jurisdiction.
5. Payment Terms
Payment shall be made via institutional check or electronic funds transfer (EFT) to the vendor's designated account. Terms: Net 45 days from the date of confirmed receipt and satisfactory inspection of all goods and services. A 10% deposit is due upon acceptance of this Purchase Order. The remaining balance shall be paid in two equal installments: 50% upon delivery and 50% upon completion of installation, calibration, and the on-site training session for the Academic Researcher team. Late payments shall accrue interest at a rate of 1.5% per month as permitted under New York State commercial law.
6. Terms & Conditions
6.1. This Purchase Order constitutes a binding agreement between Columbia Metropolitan Research Institute (hereinafter "the Buyer") and Meridian Scientific Instruments & Research Supply Co. (hereinafter "the Vendor") for the procurement of research equipment, materials, and professional services to support the work of the designated Academic Researcher and associated research personnel.
6.2. All equipment must be new, unused, and in original manufacturer packaging unless otherwise specified. The Vendor warrants that all items conform to the specifications outlined in this Purchase Order and applicable United States New York City municipal and state regulations.
6.3. The Vendor shall provide a minimum two-year manufacturer warranty on all capital equipment. The Academic Researcher reserves the right to reject any item that does not meet the stated specifications, in which case the Vendor shall replace the item at no additional cost within fifteen (15) business days.
6.4. The Vendor shall maintain adequate liability insurance (minimum $2,000,000 per occurrence) for the duration of this Purchase Order and shall provide a certificate of insurance upon request.
6.5. This Purchase Order is governed by the laws of the State of New York and the United States. Any disputes arising from this Purchase Order shall be resolved through binding arbitration in the United States New York City, in accordance with the rules of the American Arbitration Association.
6.6. The Vendor acknowledges that the equipment procured under this Purchase Order is intended for academic and scientific research purposes under the supervision of a qualified Academic Researcher and shall not be repurposed for commercial use without written authorization from the Buyer.
6.7. The Buyer reserves the right to modify, cancel, or amend this Purchase Order in writing, subject to mutual agreement. Any modifications must be documented in a written addendum signed by both parties.
NOTE: This Purchase Order has been reviewed and approved in accordance with the Columbia Metropolitan Research Institute's internal procurement policies and the New York State Education Department guidelines for federally funded research grants. The designated Academic Researcher, Dr. Eleanor M. Whitfield, has confirmed that all items listed herein are necessary for the continuation of the Urban Environmental Systems & Public Health Outcomes research program conducted within the United States New York City metropolitan area.7. Authorization & Signatures
Prepared By (Buyer):
David R. Chen, Senior Procurement Analyst
Columbia Metropolitan Research Institute
United States New York City, NY 10027
Signature: ___________________________
Date: ___________________________
Approved By (Academic Researcher):
Dr. Eleanor M. Whitfield, PhD
Principal Investigator, Lead Academic Researcher
United States New York City, NY 10027
Signature: ___________________________
Date: ___________________________
Accepted By (Vendor):
Angela Torres, Account Manager
Meridian Scientific Instruments & Research Supply Co.
Brooklyn, United States New York City, NY 11234
Signature: ___________________________
Date: ___________________________
Financial Approval:
Dr. Marcus J. Okafor, Dean of Research
Columbia Metropolitan Research Institute
United States New York City, NY 10027
Signature: ___________________________
Date: ___________________________
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