Equipment like freezers and incubators are essential for laboratory operations. They preserve samples, ensure stable incubation conditions, and support research advances. While it might be tempting to base purchasing decisions on initial price tags, there is a broader, more nuanced metric to consider when sourcing this equipment: the total cost of ownership (TCO).
What is TCO?
TCO is a metric encompassing all costs associated with owning and operating an equipment over its lifetime. This includes the acquisition and implementation costs, expenses related to energy consumption and maintenance, and the cost of disposing of the equipment when it reaches the end of its useful life. The risk of equipment failures is another significant factor within TCO, as unexpected breakdowns can compromise samples, disrupt lab operations, and decrease customer satisfaction.
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By calculating the TCO upfront, laboratories can make purchasing decisions that align with their budgetary goals. Besides transforming the purchasing process into a more value-driven function, this process also helps organizations determine the return on investment (ROI) of new equipment—critical for justifying purchase choices to stakeholders.
Applying TCO to laboratory freezers and incubators
By their nature, lab freezers and incubators often have high operational costs related to their energy consumption, heat output, maintenance, and more. Lab managers must account for all of these factors when determining TCO. While these costs cannot be avoided entirely, there are steps lab managers can take to minimize them.
Energy efficiency
Energy efficiency is one of the most significant contributors to TCO. Laboratory freezers, especially ultra-low temperature (ULT) models, consume a considerable amount of energy to maintain stable temperatures. Choosing an energy-efficient freezer can result in substantial cost savings over time, even if the initial purchase price is higher.
The Mayo Clinic's initiative to replace over 1,000 ULT freezers with energy-efficient models exemplifies how such investments can reduce the TCO.1 By standardizing their purchasing practices to prioritize energy-efficient ULT freezers, the clinic achieved a 60 percent reduction in energy consumption for these appliances and set the stage for substantial long-term financial benefits. This strategic move is projected to yield long-term savings exceeding $6 million over a decade, showing that substantial operational savings can offset higher upfront costs over time.
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Laboratory incubators can also benefit from energy-efficient designs. This equipment must maintain stable temperature and humidity levels, which requires consistent power usage. Modern incubators feature advanced heating and cooling systems, precision sensors, and smart controls that optimize energy use while ensuring uniform conditions within the chamber.
From a sustainability perspective, energy-efficient equipment aligns with global efforts to reduce environmental impact. Labs that prioritize such investments demonstrate a commitment to responsible practices, a factor that increasingly matters to customers, funding bodies, and regulatory agencies.2
Heat output
Heat output, closely linked to energy efficiency, is another important consideration when evaluating TCO. Freezers and incubators release heat as a byproduct of their operation. In facilities located in hot and humid regions, this additional heat can strain cooling systems, leading to higher energy expenditures. This is particularly relevant during the summer when ventilation and air conditioning systems are already working hard to maintain a comfortable ambient temperature.
Opting for equipment with minimal heat output can reduce these additional costs, improve overall energy efficiency, and maintain optimal working conditions in the lab.
Maintenance costs
Freezers and incubators store high-value, often irreplaceable samples, making reliability non-negotiable. Neglecting proper maintenance can result in expensive equipment failures and potential sample losses.
When assessing the TCO for freezers and incubators, it is crucial to include routine maintenance costs specific to your laboratory's needs. These include regular cleaning to prevent contamination, inspections to ensure consistent performance, and replacing components like seals or filters to maintain efficiency.
Consider setting up a proactive maintenance schedule tailored to the frequency and intensity of your lab's equipment use. While this approach may involve upfront planning and costs, it ensures longer equipment lifespan, fewer experiment disruptions, and reduced risks of unexpected failures.
Lifespan
Equipment designed for durability often comes at a higher initial cost but delivers a superior ROI by maintaining consistent performance over many years. This longevity allows laboratories to distribute the initial purchase cost across a longer period, lowering the annualized cost of ownership.
To maximize the lifespan of freezers and incubators, consider:
- Following the manufacturer's guidelines for maintenance and operation.
- Investing in models with established reputations for longevity.
- Training staff to use the equipment properly.
- Conducting regular performance checks to identify and address minor issues before they escalate into significant problems.
By adopting these practices, laboratories can maximize the value of their investment, minimize operational disruptions, and ensure the long-term reliability of essential equipment.
The risk of compromised samples
What would it cost your lab if valuable samples were lost due to equipment failure? The immediate financial losses from wasted materials, reagents, and staff time can be significant. Additionally, such incidents can cause reputational damage. These factors must all be accounted for when evaluating the TCO for freezers and incubators.
Modern freezers and incubators have features like intelligent monitoring systems, backup power supplies, automatic defrost cycles, and redundant cooling systems that mitigate the risk of equipment failure. These features may increase upfront costs but provide peace of mind and protection against more significant losses in the future. When evaluating TCO, weigh the cost of these premium features against the potential consequences of not having them.
Seeing the bigger picture with TCO analysis
The TCO analysis helps lab professionals go beyond the initial purchase price and consider the broader implications of their investment. This approach ensures your lab operates efficiently, stays within budget, and remains environmentally responsible, ultimately supporting short-term needs and long-term success.
References:
- Practice Greenhealth. "Mayo Clinic: Replacing freezers leads to energy and cost savings." https://practicegreenhealth.org/tools-and-resources/mayo-clinic-replacing-freezers-leads-energy-and-cost-savings. Published 2021.
- Moisescu, Ovidiu-Ioan, and Oana-Adriana Gică. "The Impact of Environmental and Social Responsibility on Customer Loyalty: A Multigroup Analysis among Generations X and Y." International Journal of Environmental Research and Public Health. https://pmc.ncbi.nlm.nih.gov/articles/PMC7557757/. Published 5 September 2020.