How to Choose the Best Supplier for Used Lab Equipment

Whether you're working with a limited budget or simply trying to be frugal, sourcing high-quality used lab equipment can be a smart and practical choice. It offers significant cost savings while still allowing you to acquire reliable equipment, provided you buy from trusted, reputable suppliers.

With several suppliers to choose from, navigating the used lab equipment market can be overwhelming. Nevertheless, you want to choose suppliers who ensure equipment is quality assured by technicians and thoroughly tested. It should also come with transparent documentation, dependable warranties and after-sales support.

It's helpful to know what to look for and how to assess potential suppliers before making a decision. New Life Scientific has put together this guide to equip you with the vital information you need to choose a supplier confidently.

The Used Equipment Landscape

There's an increasing demand for used lab equipment — and for good reason. Aside from their cost-saving benefits, used equipment promotes a circular economy, which is good for environmental sustainability. They are also rapidly available with shorter lead times than new equipment.

Before you start having conversations with potential suppliers, here are some essential details to know.

Understanding the Terminology

If you're new to buying used lab equipment, you may be unfamiliar with the terminology suppliers use to describe the condition of what they're selling. Let's break down some of these terms:

As is: This term is used to describe lab equipment sold in its current condition without warranties. While “as-is” equipment is cheaper to buy, it often has higher risks because the supplier can't guarantee that it'll work properly. This means the equipment may be faulty or in poor condition, meaning you'll likely spend more on repairs. It's also worth noting that this type of equipment is untested, making it potentially unsafe.
Refurbished: Equipment classified as refurbished has been thoroughly inspected, cleaned and tested to ensure it meets or exceeds original manufacturer standards. They are restored to peak operating condition and sold at a lower price than new equipment. Suppliers who sell refurbished equipment also usually offer warranties.
Remanufactured: This term describes equipment that has been completely disassembled to the frame. The purpose is to replace or restore components to meet or exceed the original manufacturer's performance specifications.

The Flipper vs. Dealer Distinction

When in the market for used equipment, you'll likely come across flippers and dealers, each offering something different. The distinction between them is in how each operates, the condition of the equipment they sell and the level of post-sale support they provide. Here's how flippers and dealers differ:

Flippers: These are brokers who purchase used equipment with the intention of selling it quickly, often “as is” with minimal or no refurbishment. Buying from flippers may seem like a steal, but it involves a higher risk because they typically don't offer warranties or post-sale support. Plus, there's no guarantee that they'll provide proper documentation for the equipment.
Dealers: Reputable dealers are more thorough in ensuring used equipment is in good working order, offering you greater peace of mind. Unlike flippers, dealers have technical staff who test, service and refurbish used equipment, if necessary. Although their prices may be higher, they sell equipment in better condition and offer warranties.

How to Choose a Supplier for Used Lab Equipment

Choosing the right used equipment supplier requires knowing what to look for and which details to focus on. Below are some essential factors to consider and evaluate in your search.

Evaluating the Supplier's Quality Assurance Process

One of the most important factors to consider when choosing a used lab equipment supplier is their quality assurance process. This is crucial to ensuring that the equipment you buy from them performs as expected, meets specifications and complies with necessary safety standards. Here, we'll look at some details to pay particular attention to when evaluating a supplier's quality assurance process.

In-House Testing

The best suppliers have in-house systems and infrastructure for conducting thorough inspections and tests of used equipment. These include appropriate facilities and highly qualified technicians to verify full functionality before sale. Some essential in-house testing parameters include:

Real-world simulation: For in-house testing to be reliable, a supplier must go beyond simple power-on checks. By simulating real-world operational conditions that the lab equipment will encounter, they can better demonstrate the quality of each piece of equipment.
Performance benchmarking: It's one thing for used equipment to be functional and another for it to perform according to its original manufacturer's specifications. A supplier should be able to conduct side-by-side testing to ensure that everything is working within acceptable ranges.

Many suppliers make claims about their in-house testing capabilities. Don't just take their word for it. If possible, conduct an on-site inspection of potential suppliers' facilities. This step will allow you to gain a firsthand experience of their testing procedures and overall quality culture. If an on-site inspection isn't possible, request comprehensive documentation outlining their testing processes.

Refurbishment Process Transparency

A supplier's refurbishment process reveals their commitment to quality. A reputable supplier will be happy to walk you through their refurbishment workflow, which typically includes:

Functional testing: This step involves assessing the performance of each function of the equipment used.
Decontamination: To ensure experimental integrity, suppliers are required to include a decontamination step in their refurbishment. They do this to eliminate any biological, chemical or radiological hazards and prevent cross-contamination of samples when the equipment is used in a new lab.
Repair and part replacement: Some used equipment may have issues or worn-out components that require repairs or replacement. A standard refurbishment process includes a workflow for addressing these needs.
Cosmetic restoration: If a piece of equipment is functional but has lost its aesthetic appeal due to use, it requires cosmetic restoration to make it presentable.
Calibration: This step confirms that the equipment can operate accurately and consistently in a laboratory environment.

Documentation Standards

A strong quality assurance process isn't complete without proper documentation to show for it. A supplier should have documented proof of all functional tests and quality control checks conducted after refurbishment. Documentation should include acquisition reports, videos, photos, tech notes and calibration certificates, among other items.

Quality Assurance Red Flags to Look out For

Not every supplier you come into contact with will be trustworthy. To avoid buying nonfunctional and unsafe used equipment from such suppliers, look out for the following quality assurance red flags:

Stock photos: If a supplier only has stock photos to show and not the actual unit you're considering buying, you should be wary. This supplier may be using stock photos because the real unit they intend to sell to you has cosmetic imperfections or, worse, significant functional issues.
Lack of transparency: Reputable suppliers are transparent and open to answering any questions you may have about a unit or their processes. A reluctance to provide the necessary details or answer specific questions is a red flag.
“Power on only” testing: A “power on” test shows you that the equipment turns on and displays a basic screen. However, that is not enough to prove that it can perform accurately and consistently. Any supplier who doesn't provide you with documentation beyond “power on only” testing is doing the bare minimum. You shouldn't rely on that alone to make a purchase decision.
Refusal to share repair logs: Unless a supplier has something to hide, they will be willing to share their repair logs to demonstrate their commitment to quality. Withholding repair logs is a sign that they don't want you to know the extent of the original damage or the quality of their repairs. It could also be a sign that they haven't done any repairs at all.
Unrealistic claims: Refurbished used equipment can indeed be close to brand-new. However, if a supplier makes unrealistic claims without proof, you should exercise caution.
Too low pricing: Used equipment shouldn't be as expensive as new equipment — it should be reasonably priced, but not too low. If a supplier offers you pricing way below the market price of such used equipment, chances are they may have cut corners in the refurbishment or quality assurance process.

Assessing Risk Mitigation and Warranties

A supplier's refurbishment and quality assurance process is only one piece of the puzzle. You want to be sure you'll be protected against unexpected failures, hidden defects and costly downtime. To do this, you need to assess a supplier's risk mitigation and support structures just as thoroughly as you do their quality assurance. Let's examine some vital details to keep in mind.

Warranties

The warranty scope and duration of used lab equipment will likely differ from those of new equipment. You shouldn't take this to mean that they're inferior. However, an extremely short warranty period may indicate a supplier's lack of trust in their refurbishment or quality assurance process.

When choosing suppliers for used lab equipment, here are a few ways to spot a good warranty:

Duration: A good warranty provides sufficient time for you to test the equipment and integrate it into your workflow. Additionally, an extended warranty period gives you time to identify potential latent issues.
Coverage: Look for warranties that cover parts, labor and shipping. Comprehensive coverage offers greater peace of mind and confidence in your purchase.
Performance standards: The best warranties specify the performance standards to be expected. These could be the original manufacturer's specifications or agreed-upon performance parameters.

Return Policies and Restocking Fees

A good warranty and a clear return policy are essential components of risk mitigation. The last thing you want is to receive equipment and be unable to return it within a reasonable time if it doesn't meet your needs or expectations. Ideally, a supplier should have a “no questions asked” period during which you can conduct operational fit assessments and return if needed. Bear in mind that each supplier will have their own conditions and return shipping costs.

Post-Sale Support

Your relationship with a supplier goes beyond after you receive the equipment. A good supplier will offer comprehensive post-sale support through multiple channels. Look for suppliers who provide the following post-sale support:

Troubleshooting assistance: If things don't work as they should when you receive used equipment, you'll need some basic troubleshooting assistance. This can be done over the phone or via video call.
Parts supply: Ideally, suppliers should supply spare parts even after a warranty period expires.
Services: Before choosing a supplier, find out if they have field service engineers or a network of authorized service providers near you.

Assessing Logistics and Shipping Expertise

A lot can happen between when a piece of equipment leaves a supplier's facility and when it gets to your lab. For example, it can be damaged in transit if not handled and shipped correctly. So, it's essential to evaluate a shipper's logistics and shipping expertise. Doing so helps prevent potential issues, costly repairs and significant delays. The following are vital considerations when assessing logistics and shipping.

Custom Crating Requirements

A supplier's attention to detail will be reflected in how carefully they package equipment for shipping. If possible, ask for photos or videos that showcase their typical packaging process. Here are a few things to look for:

Custom crating: Specialized crates are required to transport large or highly sensitive instruments. Preferably, they should be made using sturdy lumber that can withstand rough handling.
Internal cushioning: To prevent equipment from moving uncontrollably during transit, it should be anchored with shock-absorbing cushioning. This may include custom-fit foam inserts and inflatable airbags.
Moisture and static control: Some lab equipment contains sensitive materials that must be maintained in stable environmental conditions to function accurately. For such equipment, proper humidity control and antistatic packaging are required.

International Shipping Considerations

Shipping internationally is more complex than shipping locally. If your supplier is abroad, be sure they are knowledgeable about relevant customs regulations, tariffs and duties for your country. Otherwise, there may be delays that stall your receipt of the equipment and, consequently, your lab operations.

Questions to Ask When Buying Used Laboratory Equipment

You can never be too careful when choosing a supplier for used lab equipment. It's advisable to ask as many questions as possible before purchasing used lab equipment. Below are some questions to have handy.

Questions About the Supplier and Their Business Practices

The answers to the following questions will give you an idea of who the supplier is and how they operate their business:

How long have you been in the used lab equipment business?
Does your company hold certifications such as ISO 9001 and ISO 13485?
Can you provide references from other clients who purchased similar equipment?

Questions About Equipment History and Initial Condition

Naturally, you'll want to know about a piece of equipment's history or the initial condition it was in when the supplier obtained it. This information will help you assess its remaining lifespan and verify suitability. Some questions you can ask regarding its history are:

What is the age of this equipment?
What was the usage intensity of this equipment?
When was this equipment originally manufactured?

Questions About Quality Assurance and Refurbishment Processes

Ask the following questions to learn more about a supplier's quality assurance and testing procedures:

Who performs the refurbishment and testing of used equipment?
What are the qualifications of your technicians?
What is your step-by-step refurbishment process?
How do you ensure replacement parts are up to standard?
Were functional tests performed on this equipment after refurbishment?
Can you provide a detailed repair log outlining the tests done?

Questions About Risk Mitigation Structures

To confirm you have adequate support and safeguards in place, ask these questions about the supplier's risk mitigation structures:

What does the warranty cover?
Do you offer post-sale support? If so, what kind?
Do you offer troubleshooting assistance?
What is your return policy?

Questions About Logistics and Shipping

It helps to know details about how a supplier handles logistics and shipping. Ask potential suppliers these questions:

How will the equipment be packaged and crated for shipping?
Can you provide photos or videos of your typical packaging?
Will the shipment be insured, and who is responsible for filing a claim if there are transit issues?

Choose the Right Supplier for Used Lab Equipment

Used lab equipment is a cost-effective and dependable option, provided you buy from reputable suppliers committed to quality and overall customer satisfaction. By paying attention to details such as quality assurance, risk mitigation and logistics, you improve your chances of choosing the best supplier for your needs.