The lowest equipment price is not always the lowest delivered, commissioned or operating cost. Use this worksheet to compare up to three laboratory-equipment quotations on the same scope and time horizon. It does not estimate prices: you enter the figures and assumptions supplied by each bidder.
| Cost or assumption | Quotation A | Quotation B | Quotation C |
|---|---|---|---|
| Supplier / reference | |||
| Equipment and included accessories | |||
| Freight, packing and insurance | |||
| Estimated duty, tax and clearance | |||
| Site preparation and local services | |||
| Installation and commissioning | |||
| Training and documentation | |||
| Initial consumables, spares and tools | |||
| Annual maintenance and calibration | |||
| Annual consumables and utilities | |||
| Expected residual value | |||
| Initial landed and commissioned cost | — | — | — |
| Recurring cost over period | — | — | — |
| Total cost of ownership | — | — | — |
| Annualised ownership cost | — | — | — |
Enter quotation figures above. Blank fields are treated as zero.
How to use the result in a procurement decision
- Normalise the technical scope first. Record deviations separately. A cheaper unit that omits experiments, accessories, software, installation or documentation is not a like-for-like option.
- Use the buyer’s actual destination assumptions. Freight, import charges, local transport and building work vary by country, delivery term and project.
- Make recurring costs explicit. Calibration, preventive maintenance, consumables, utilities and replacement parts can change the ranking over a multi-year period.
- Keep the arithmetic and the judgement separate. The lowest calculated total is not automatically the best technical offer. Evaluate compliance, safety, training outcomes, acceptance evidence, warranty and support alongside cost.
Questions that expose hidden quotation differences
Scope
- What exact model and configuration is priced?
- Which accessories, experiments, manuals and software are included?
- What must the institution or distributor supply locally?
Delivery
- Which Incoterm and named place apply?
- Who pays insurance, clearance, duty, tax and last-mile delivery?
- Are crate dimensions, weights and unloading needs available?
Acceptance
- What factory and site acceptance evidence is included?
- Who installs, connects, commissions and trains?
- When does warranty start, and what is excluded?
Operating life
- Which consumables, calibration and preventive maintenance are required?
- What spare-parts route and expected service life are stated?
- Are software renewals or proprietary replacements required?
Send a comparison that suppliers can answer
Attach the same requirement sheet to every enquiry: equipment list or syllabus, destination, quantities, utilities, required documents, acceptance method and delivery target. Ask each bidder to complete the same deviation and responsibility schedule. This reduces ambiguous offers and gives the procurement team an auditable basis for clarification.
Important: This tool is a planning worksheet, not a quotation, customs calculation, accounting opinion or guarantee of operating cost. Validate taxes, duties, utility consumption, maintenance, residual value and commercial terms with the responsible professionals and the written supplier offer.