2nd AFRILAB meeting Zoom platform, 30 September - 1 - 8 October (English) Ms. Lesego Mooketsi-Selepe, AFRILAB Vice-Chair

1. GOOD PRACTICES ON PURCHASING
AND OPERATING LABORATORY
EQUIPMENT
LESEGO MOOKETSI-SELEPE
DEPARTMENT OF AGRICULTURAL
RESEARCH, BOTSWANA

2. Available in English,
French, Arabic, Spanish and
Russian
at
http://www.fao.org/global-
soil-
partnership/glosolan/equip
ment/en/

3. PRESENTATION
 PRACTICE
 GOOD
 BAD
 GOOD PRACTICES ON PURCHASING LABORATORY EQUIPMENT
1. ASSESSMENT STAGE
2. RESEARCH AND QUOTATIONS
3. PROCUREMENT
4. RECEIVING THE ORDER
 GOOD PRACTICES ON OPERATING LABORATORY EQUIPMENT
 EQUIPMENT USE

4. PRINCIPLES
What is practice?
Dictionary definition: “The actual application or use of an idea, belief, or
method, as opposed to theories relating to it.”
When is it good or bad?
A practice is good when it effectively and successfully produce desirable
results. In laboratory testing it zooms into sensitivity and efficiency of
equipment and integrity obtained results.
A practice is bad when it has never been tested and proven/validated to give
good results.

5. PRINCIPLES…
1. ASSESSMENT/AUDIT
 NEEDS and CAPACITIES
• Draw a plan breaking down required resources based on:
 demand for service
 personnel (trained or trainable)
 Budget ( to cover all costs: purchasing, maintenance and
consumables)
 Identified opportunity (donor) to consider
 laboratory building
 Carryout research and quotations
• To identify new versions
• To get an idea of prices
 ACCESSIBILITIES
• Have a list of suppliers in your region
• Have a record of technical support provided by different suppliers

6. PRINCIPLES…
2. PROCUREMENT – prepared by a team (laboratory staff and
administration whose role is in processing orders).
 Prepare an invitation to tender (ITT) or a request for a quotation
(RFQ)
 Draw equipment technical specifications
 Draw an ITT or RFQ stating:
• Procuring Entity’s details
• Required legal documents, validity period, delivery time
and warranty
• Equipment technical specifications
• Training required
• Bill of quantities
• Awarding of tender (full, part or none)
• Condition and method of payment

7. PRINCIPLES…
 Tender evaluation
 Compliance to:
• Provision of legal documents
• Equipment technical specifications
• Delivery period
 Assurance of after sales support (CV of maintenance person and
maintenance plan)
 Quality of equipment
 Equipment costing
 Tender offer
 The most competent bidder will be given the order
• Based on quality of equipment and market competitive
pricing
 Procurement officer under administration will prepare the order
 Payment is done after satisfactory delivery

8. PRINCIPLES…
3. RECEIVING THE ORDER
 Setting up
 Prepare equipment room as specified in brochure e.g.
• Security
• Electric connection requirements
• Network points
• Ventilation
 Installation
 Confirm supply to order
 Let provider
• Open packaging
• Install the equipment
• Be present during installation and take notes
 Ensure that technicians attend the initial training

9. PRINCIPLES…
 Calibration
 Provider must ready the equipment for use
 Produce a calibration plan
 Contact
 Manufacture/supplier details
 Others users details

10. PRINCIPLES…
EQUIPMENT
 Before use
Read user manual
Develop SOP
Develop performance monitoring tool
Identify safety measures required
• Carryout risk assessment (MSDS and equipment
operation)
• Personal protective equipment (PPE)
Draw maintenance plan
Check stock levels (system/manual)
 Use
 Wear appropriate PPE
 Practice running the equipment immediately after training
 Upload data to database or Laboratory Management System

11. PRINCIPLES…
After use
Record equipment performance
Dispose of waste generated as per risk assessment
recommendations
Tidy up around equipment, where required cover it
Check stock levels and process orders for all consumables
requiring refills

12. Thanks for your
attention