GUIDE · QUOTES

Comparing supplier quotes for a teaching lab.

Two quotes for the same order rarely line up. One has a lower unit price but larger packs, another adds freight or cold-shipping charges, a third arrives after the lab starts. This guide helps you compare them on what you will actually pay and when you will actually have the items.

1. Ask every supplier for the same thing

Quotes can only be compared if they answer the same request. Send each supplier the same written list: item descriptions, the specification that matters (for microscopes, see the microscope guide), quantities, your delivery address and the date you need everything by.

• Ask suppliers to say clearly if they are offering a substitute, and what is different about it.
• Ask for prices to be broken down by line, not as a single bundle price.
• Ask for freight, handling and any special shipping charges to be shown separately.

2. Compare per usable unit, not per pack

Suppliers sell the same item in different pack sizes, so pack prices are not comparable. Convert each quote to what you will actually buy:

• Whole packs needed: your shortfall divided by the pack size, rounded up. The item planner does this for you and shows what will be left over.
• Cost for the packs you need: packs × pack price. A cheaper pack price can still cost more overall if the pack size forces you to buy more than you need.
• Cost per unit you will use: the total divided by the units you actually need, not the units you receive.

3. Add up the total cost

The figure to compare is what lands on your budget, not the line prices. Check each quote for:

• Freight and handling, including minimum-order or small-order fees.
• Special shipping for live cultures, perishable media or regulated chemicals. Ask whether cold packs, expedited shipping or hazardous-materials fees apply.
• Tax. Many institutions have tax exemptions. Ask your purchasing office whether the supplier needs an exemption certificate on file.
• Discounts: educational, volume or contract pricing, and whether they depend on ordering by a certain date.
• Ongoing costs that come with the purchase, such as consumables, service or replacement parts.

Enter the chosen supplier's total once, in the right category of your semester budget.

4. Check timing against your lab schedule

• Delivery date versus first use: leave time to receive, check and set up items before the lab that needs them.
• Perishables: for cultures, media and reagents, ask about shelf life and whether delivery can be scheduled close to the date of use.
• Backorders: ask whether every line is in stock, and what happens if one is not.
• Quote validity: note the expiry date, especially if your approval process takes weeks.

5. Read the terms

• Returns and damaged-shipment policy, particularly for live or perishable items.
• Warranty and repair arrangements for equipment.
• Whether the supplier may substitute an "equivalent" item without asking you.
• Payment terms your institution can accept, such as purchase orders or invoicing.

6. Follow your institution's purchasing route

Before choosing, check with your purchasing office. Many institutions have approved suppliers, negotiated contract prices or cooperative purchasing agreements that can change which quote is best, and some require more than one quote above a spending threshold. Keep the quotes and your comparison with your purchase request, so approvers can see why you chose the supplier you did.

7. Printable worksheet

Print this page (Ctrl+P or ⌘P) and fill in one column per quote. Choose "Save as PDF" in the print dialog to keep a digital copy.

Last updated 9 October 2026.