Questions Procurement Should Ask Before Signing a Lab

A: While there will be certain tangible savings that are more easily measured &#; for example, asset productivity gains and increased scientific throughput &#; other advantages will be more difficult to quantify, yet easy to feel. How do you compare the hidden costs of negotiating and managing multiple outsourcing contracts to simplifying with fewer partners, perhaps even one? What&#;s the value when a vendor helps to shift capital expenses into the operational column? With effort, these softer savings can be identified. For example, when you can optimally manage lab assets, you can funnel capital expense savings that contribute to driving research forward.

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A good service partner can assist you in identifying hidden costs, cost avoidance, and projected savings to determine an accurate Total Cost of Ownership, and help you build a business case to take to upper management. In addition, a valuable partner&#;s reporting throughout the engagement will reveal savings, as well as new opportunities for cost efficiencies.

Q: How can I determine if the vendor has sufficient experience to meet my organization&#;s needs?

A: Ask for examples of insights, recommendations, and intelligence they have brought to clients to improve performance. This can include recommendations for fleet rightsizing, analyzing asset types for utilization, or optimizing process flow or equipment service spending. Check references and talk with industry peers to understand your potential partner&#;s reputation. A vendor&#;s experience can shorten downtime on service and return instrumentation back to the laboratory and to scientists sooner. Experienced vendors will make understanding your business their business. Being preemptive and proactive with asset management, for example, will increase productivity for your organization&#;s lab space by ensuring compliance, service, and support.

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Q: How can I take advantage of economies of scale?

A: A true service partner with comprehensive coverage and global support lets you consolidate vendors that can deliver volume as well as productivity savings. Engaging with multiple parts of your organization lets a partner draw on even greater visibility to make recommendations for improvements. Likewise, they have the ability to leverage technology solutions to provide insight and productivity advantages to your enterprise.

Q: What should I know about compliance service offerings before signing a contract?

A: Not all compliance programs are alike; it&#;s important to understand exactly what they are promising to do for you &#; and what they aren&#;t. Compliance services can range from basic instrument qualification to computer system validation and data integrity, to specific consultative services around regulatory affairs or quality assurance. Make sure the supplier has the experience with staff to support your compliance needs. Knowing their background and capabilities will help you understand how efficiency may be brought to projects, for example, by utilizing subject matter experts in the field and not relying on your scientists to squeeze the work into their busy schedules. A compliance partner who understands validation; chemistry, manufacturing, and controls (CMC); and other pipelines; and who can assign projects and impose deadlines, is critical to getting your products to market. Being able to quickly kick off projects and complete them without the need to have you recruit, hire, and train is a time- and cost-saving benefit.

Q: What about growth? Can the service provider support what you might need tomorrow?

A: Understanding your partner&#;s ability to grow with you and support your growth, is an important part of the selection criteria and your relationship going forward. Service partners should have a forward-thinking mindset and a business plan that prepares itself &#; and you &#; for the lab of the future. Look for providers who are aware of the changing nature of labs and preparing for connected instruments, connected labs, connected researchers, and remote access and repair. Is the vendor thinking of the downstream consumption of connected data from the Internet-of-Lab-Things? Are they using current innovations such as remote service capabilities, or preparing for emerging ones such as augmented reality technicians? As the lab changes, it is not acceptable for service partners to simply maintain their current offerings. Look for a partner who is thinking about how your lab is changing, and can advise and guide your planning and operations based on a comprehensive view of your organization and their own experience.

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