Introduction

Acquiring new laboratory equipment is an essential process that involves multiple considerations, including cost, reliability, and compliance with industry standards. While sometimes the decision is straightforward, such as when replacing broken equipment, other times it involves careful evaluation of emerging technologies, automation needs, and regulatory compliance.

Reasons for Acquiring New Laboratory Equipment

“Most of the time it is because what we currently have is broken,” says Mala Burton, laboratory supervisor with the Hopewell Regional Wastewater Treatment Facility in Hopewell, Va. However, she acknowledges that equipment acquisition is not always that simple. “Sometimes upgrades are done based on new technology becoming available, and at other times it is necessary to upgrade because of the need for automation.”

Similarly, Janet Cushing, laboratory administrator in the orthopedic department at Rochester University (Rochester, NY), explains that acquisitions in her lab are largely driven by “changes in technology, new regulations and new standards.”

The Decision-Making Process for New Equipment

The process of acquiring new laboratory equipment typically starts with identifying a need. According to Melissa Porter, laboratory manager at the National Institute of Arthritis and Musculoskeletal and Skin Diseases (Bethesda, Md.), principal investigators usually initiate the request. “Then, I look at the available options. If it is a sole-source offering, there is no choice but to buy from the vendor that offers the equipment. If there are multiple systems that do the same function, I tend to bring them in for demonstrations. These sessions are attended by the end users in our laboratories who get some hands-on time on the systems. In the end, they help to decide which systems to buy.”

Key Factors in Selecting Equipment and Vendors

Critical Selection Considerations

Laboratory managers must consider several factors when evaluating equipment:

• Cost
• Reliability and durability
• Supplier’s reputation
• User requirements
• Compliance with regulatory and industry standards
• Training and ease of use
• Availability and cost of repair/replacement parts
• Labor savings and automation capabilities
• Vendor-provided training and service contracts

According to Eric Buckstein, manager of validation at Sanofi Pasteur (Swiftwater, Pa.), these factors can significantly impact the purchasing decision. “Sometimes the equipment you need is sole-source and you have to buy from a particular vendor. For others, we either invite them in or visit their facilities to evaluate their offerings, usually by viewing demonstrations of the systems we are interested in acquiring.”

Vendor Selection Process

Choosing the right vendor is another crucial step. Porter notes that her lab doesn’t always start with a preferred vendor list. “For the most part, we use the main, largest vendors, and we always make careful comparisons of what they are offering.”

For smaller and less-established vendors, timing is key. “We work with government rules and we have to get a minimum of three quotes for any particular instrument,” Porter explains. “We do not always go with the lowest price in our acquisitions. Price is only one factor, and there are other very important considerations. Does the instrument meet our needs? We have often paid premiums to satisfy this requirement.”

Reliability is another major consideration. “Equally important is our experience with the supplier and its reliability with maintenance contracts,” says Porter. “We want to ensure that we are getting our money’s worth and that the equipment will hold up—especially with the bigger ticket items, which are shared and heavily used. As a result, we have to take much more than price into consideration.”

Pricing and Negotiation Strategies

Although price is a major factor, effective negotiation plays a critical role in securing favorable terms. Judy Yen, a former laboratory manager at the Whitehead Institute for Biomedical Research at MIT, states, “Pricing is very important for us, for large equipment as well as for smaller items and consumables.”

Cushing adds, “We generally do not pay list price. We always obtain quotes and get the best pricing, and we generally use price variations among vendors as a negotiating tool.”

A Lab Manager Magazine "Best Practices Survey" revealed that many laboratories leverage price competition to secure better deals, including extended warranties and enhanced customer service. Strategies include:

• Informing vendors of lower prices from competitors to negotiate discounts
• Requesting additional service contracts or extended warranties
• Using purchasing power from entire organizations rather than individual labs
• Obtaining three competitive bids whenever possible

However, not all lab managers subscribe to this approach. “I don’t do this. I ask for the best price and expect to get it the first time,” one survey participant stated. Another emphasized, “I do not like to play one vendor against the other.”

Ensuring Vendor Accountability

Once a purchase is made, holding vendors accountable for equipment performance and service is essential. Some laboratory managers implement the following measures:

• Tighter contracts with monetary penalties for non-performance
• Immediate follow-up with vendors by end users to resolve any issues promptly
• Supplier report cards that rate vendors based on timeliness, cost-effectiveness, customer service, and equipment quality

One participant detailed how their organization tracks vendor performance: “Vendors falling below 75 percent are placed on a warning list and, if they do not improve their performance, they are removed from the approved vendor list and we do not purchase from them.”

Conclusion

Acquiring new laboratory equipment involves more than just selecting the lowest bidder. Laboratory managers must balance cost, performance, vendor reliability, and compliance to make informed purchasing decisions. By employing thorough evaluation processes, strategic negotiation, and vendor accountability measures, laboratories can ensure they acquire high-quality equipment that meets their operational needs.

For vendors, establishing credibility, offering competitive pricing, and providing strong customer support are critical factors in building long-term relationships with laboratories.

This content includes text that has been generated with the assistance of AI. Lab Manager’s AI policy can be found here.