Core Facility Equipment Procurement: Strategies for Biotech Labs

Procurement isn’t flashy—but in biotech, it’s foundational. Especially when it comes to core facilities, how and when you source high-value lab equipment can shape everything from daily workflows to milestone delivery, budget health, and scientific credibility.

Core facility instruments aren’t just tools—they’re shared infrastructure that supports your company’s ability to generate high-quality data, meet timelines, and scale sustainably. From sequencing platforms and flow cytometers to high-throughput automation systems, these aren’t impulse buys. They require real planning, real capital, and real alignment across lab management, finance, and scientific teams.

For startups and growing biotech companies, the pressure is even greater. You’re managing rapid growth, limited cash, and aggressive timelines—often with little room for error. Whether you’re outfitting an incubator space, upgrading legacy systems, or planning around service contracts and reagent supply chains, equipment decisions are about more than pricing. They’re about making the right investments at the right time.

This guide isn’t about procurement theory. It’s about giving you a practical, real-world framework to plan smarter—so you can avoid disruptions, optimize spending, and keep your lab operations moving as your business scales.

What Makes Core Facility Equipment Different?

Not all lab equipment plays the same role—and when it comes to core facilities, the stakes are significantly higher.

Core facility instruments are the backbone of your lab’s shared infrastructure. These high-cost, high-usage tools don’t just serve one workflow or research initiative—they support multiple teams, projects, and departments across your organization. That makes their procurement more than a purchasing process. It’s a strategic decision that touches everything from lab management and data analysis to supplier relationships and operational continuity.

What qualifies as core facility equipment?

Think of equipment that enables cross-functional, high-throughput work:

• Confocal and super-resolution microscopes
• Flow cytometers and cell sorters
• Genomic sequencers and NGS platforms
• Mass spectrometers
• Automated liquid handlers and multiplex screening systems

These systems are resource-intensive to purchase, install, maintain, and operate. But they’re essential for diagnostics, cutting-edge research, and high-volume assays in biotech and life sciences.

And because they’re shared, core instruments introduce additional complexity:

• Scheduling and access controls
• Versioning and software compatibility
• Cross-training and SOP development
• Uptime expectations and sustainability planning

A poorly timed or underutilized procurement can bottleneck multiple workflows. But the right investment—strategically sourced and thoughtfully integrated—can streamline operations, improve scientific output, and unlock cost savings across programs.

This is why core facility procurement demands more than just price comparison. It requires alignment between stakeholders, optimized planning, and a clear view of how these instruments fit into your broader lab operations.

Strategic Procurement Planning—Balancing Needs, Budgets, and Timelines

When it comes to core facility equipment, it’s easy to fixate on features and pricing. But before you start gathering quotes or demoing systems, take a step back. The smartest procurement strategies start by asking: What do we truly need, when do we need it, and how will this decision affect our budget, workflows, and lab operations over time?

Clarify what’s essential—and defer the rest

Start with the current and near-term needs of your team. Which capabilities are critical to ongoing experiments or project milestones? Which tools can be outsourced, shared, or postponed until your sample volume—or revenue—justifies the spend?

For example, you might urgently need a benchtop flow cytometer to support a preclinical program, but a high-end cell sorter can wait until your platform expands.

Estimate realistic utilization

Overestimating how often you’ll use a system is one of the most common procurement pitfalls. In early-stage biotech, it’s easy to justify big purchases based on future plans—but if a high-throughput sequencer only runs once a month, it may be more cost-effective to outsource or coordinate access through a shared core.

Tie your procurement decisions to actual usage patterns, not just idealized capacity.

Align procurement with cash and burn rate

Even if an instrument is essential, it doesn’t always make sense to buy it outright. A $400K platform might support critical data generation—but if you’re pre-Series A, that level of capital outlay could jeopardize hiring plans, cash runway, or other operational priorities.

Look at your burn rate and funding timeline before committing to a purchase. Leasing or phased sourcing strategies can help spread costs and reduce risk.

Account for lead times and readiness

Many high-end instruments have long lead times—8 to 16 weeks (or more) between order and installation. Add site prep, training, and validation, and your team could be looking at months before the system is fully operational.

If your next milestone depends on that platform, reverse-engineer your procurement timeline to avoid crunch time later.

Procurement in biotech is as much about timing and prioritization as it is about pricing. When you take a deliberate, needs-first approach to sourcing, you reduce friction, avoid overspending, and position your lab to scale more sustainably.

Buying, Leasing, or Outsourcing—How to Think About It

In biotech, how you acquire core facility equipment matters just as much as what you choose to acquire. Whether you buy, lease, or outsource depends on your timelines, available resources, and how much control or flexibility your team needs right now.

Each option has tradeoffs—and most labs use a mix as they grow.

Buying: control and long-term stability

Purchasing lab equipment outright gives you full ownership and autonomy. You control scheduling, customization, and integration into your internal workflows. For biotech companies running high-complexity diagnostics or core analytical programs, buying often makes sense when:

• Utilization is high and steady
• The system supports IP-critical initiatives
• Your team has in-house capacity to manage maintenance and compliance

But ownership comes with overhead: upfront capital outlays, service contracts, depreciation, inventory management, and eventual replacement planning. You’ll also need to manage quality control and documentation—especially if you're pursuing CAP or CLIA compliance.

Leasing: flexibility without the upfront burden

Leasing lets you spread out costs, conserve capital, and keep your options open as your science evolves. It's especially useful for early-stage startups, transitional workflows, or teams validating a new platform.

Benefits of leasing include:

• Lower upfront investment
• Service and maintenance often included
• Faster procurement timelines
• Easier equipment upgrades as technology advances

Just make sure lease terms align with your procurement strategies and compliance needs—some providers offer bundled documentation support, while others don’t.

Outsourcing: access without infrastructure

Outsourcing gives you access to high-quality instrumentation without the overhead of ownership or lab buildout. You can partner with academic cores, CROs, or incubators to run samples and generate data while keeping your internal footprint lean.

Outsourcing makes sense when:

• Sample volume is low or unpredictable
• You’re evaluating whether a capability is worth bringing in-house
• Turnaround time isn’t mission-critical

That said, outsourcing limits your control over scheduling, customization, and turnaround—so it’s best for non-urgent workflows or early-phase initiatives.

Real-world scenario

A seed-stage biotech team began by outsourcing RNA sequencing to a university core. But as sample volume increased and turnaround times became a bottleneck, they leased a benchtop NGS system to regain control—then transitioned to purchasing as usage stabilized.

Smart procurement isn’t about picking the cheapest path—it’s about aligning your sourcing model with your lab’s current phase, operational priorities, and funding strategy.

Streamlining the Procurement Process—Best Practices and Common Pitfalls

Buying the right core facility equipment is only half the challenge. Getting it delivered, installed, and running on time—without disrupting your operations—is where most labs feel the pressure.

Whether you’re purchasing, leasing, or sourcing through a partner, a well-run procurement process can help you avoid delays, keep your lab on track, and prevent time-consuming surprises.

1. Plan backward from your “go-live” date

Don’t build your timeline around the PO. Build it around the day the system needs to be live, validated, and producing data.

Factor in:

• Equipment lead times (often 8–20 weeks)
• Site preparation (power, ventilation, IT, furniture)
• Installation and calibration
• SOP development and training

A strong procurement process starts months before the equipment arrives—and finishes only after it’s fully operational.

2. Align internally before engaging vendors

Procurement slowdowns often stem from internal misalignment, not supplier delays. Before reaching out to providers, make sure your team agrees on:

• Who’s owning the purchasing decision
• Which features are must-haves vs. nice-to-haves
• Space, utilities, and integration requirements
• Who will manage service contracts, SOPs, and ongoing use

Loop in scientists, lab management, and finance early to avoid missteps later.

3. Negotiate beyond the sticker price

It’s tempting to focus on getting the best price—but what matters just as much is what comes with it.

During negotiations, ask suppliers about:

• Service response times and escalation paths
• On-site training for staff (how many users? how often?)
• What’s covered under preventive maintenance or extended warranties
• Documentation support for validation, audit readiness, or compliance

Clear expectations here can prevent disruptions during onboarding, inspections, or equipment downtime.

4. Avoid common traps

Even well-prepared teams can get burned. Watch for:

• Assuming plug-and-play installation – Many systems require upgrades to HVAC, electrical, or network infrastructure.
• Underestimating total cost of ownership – Budget for consumables, reagents, software licenses, and ongoing maintenance—not just the instrument itself.
• Skipping post-installation planning – Make sure SOPs, calibration tracking, and usage protocols are in place before the first experiment runs.

A smooth lab procurement process isn’t just about timelines—it’s about managing complexity, setting expectations, and ensuring every stakeholder is aligned from day one.

Maintenance and Lifecycle Planning—Ensuring Sustainable Operations

Procurement doesn’t end when the equipment shows up. In fact, that’s where the real work begins.

For core facility instruments—especially high-throughput or multi-user systems—long-term success depends on how well you manage maintenance, documentation, and lifecycle planning. Without that infrastructure in place, even the best equipment can become a bottleneck.

Treat maintenance like a core part of lab operations

Whether you lease or own, regular equipment maintenance is non-negotiable. It's essential for uptime, compliance, and performance.

Build it into your lab’s budget and planning the same way you do for salaries or reagents:

• Include vendor service contracts with defined response times
• Track calibration schedules and preventive maintenance logs
• Budget for replacement parts, technician time, and consumables

If you're leasing, clarify what's covered in the agreement. If you're buying, assign internal responsibility for managing maintenance and service provider relationships.

SOPs prevent small issues from becoming big problems

Shared instruments see more wear, more variation in use, and more opportunities for error. Even lightweight standard operating procedures (SOPs) can help:

• Daily startup and shutdown checklists
• Clear logging for errors or alerts
• User access policies and training refreshers

Assign someone to own these protocols and check for compliance regularly. It’s not about bureaucracy—it’s about keeping high-quality instruments functioning like they should.

Plan ahead for lifecycle upgrades and replacements

No system lasts forever. Hardware degrades. Software becomes unsupported. Vendors phase out platforms. The worst time to think about replacing a mission-critical system is after it breaks.

Create a centralized equipment inventory with:

• Purchase or lease dates
• Warranty and service coverage
• Incident history and repair frequency
• Projected end-of-life based on usage

This lets you forecast future capital needs, spread out large investments, and avoid sudden disruptions.

Avoid the “run to failure” trap

Delaying replacements may seem like a cost-saving move, but emergency downtime often costs far more—in lost data, delayed timelines, and staff frustration. A sustainable procurement strategy includes not just what you buy, but how you plan to keep it running—and when you plan to move on.

Closing Thoughts: Procurement as a Strategic Lever

Core facility equipment isn’t just a capital expense—it’s operational infrastructure. The way you plan, acquire, and manage it has ripple effects across your workflows, team productivity, and ability to scale.

In a fast-moving biotech environment, where timelines are tight and resources limited, strategic procurement isn’t a luxury—it’s a competitive edge. The most successful teams treat procurement as part of their broader business strategy, aligning purchasing decisions with real-world scientific needs, funding milestones, and long-term sustainability.

Sometimes that means leasing to stay flexible. Sometimes it means outsourcing until your volume justifies the infrastructure. Sometimes it means investing in high-quality lab equipment with strong vendor partnerships and support contracts from day one. There’s no one-size-fits-all playbook—but there is a better way to make informed decisions.

By thinking beyond the quote and factoring in everything from installation timelines and provider support to equipment maintenance and lifecycle planning, your lab can avoid costly disruptions and streamline operations at every stage of growth.

Planning a core facility buildout or upgrade? Excedr can help you source, finance, and scale high-impact lab equipment—without tying up your capital.

Whether you're launching a shared lab, upgrading diagnostics platforms, or optimizing your procurement processes, we’ll work with your team to find cost-effective, scalable solutions that match your real-world needs.