Optimizing Laboratory Sourcing: Insights from Academia and Industry

In a recent episode of "Concentrating on Chromatography," host David Oliva sat down with Lisa Jones, Director of Higher Education Relations at I.W. Tremont Co., and Jim Averso, Co-President at I.W. Tremont, to discuss the critical aspects of laboratory supply procurement. Their conversation revealed valuable insights into the challenges and best practices for optimizing laboratory sourcing in academic and research settings.

The Procurement Challenge in Research Labs

Research laboratories face unique procurement challenges that can significantly impact research timelines and outcomes. Scientists often find themselves juggling their primary research responsibilities with the complex task of managing lab supplies.

According to Lisa Jones, who spent 27 years at the University of Alabama before joining I.W. Tremont, "It just varies so much between institutions... there are rules from institution to institution, and we had really strict state contract rules." This variability in procurement policies creates a complex landscape that researchers must navigate.

One of the most significant challenges is that scientists are frequently responsible for procurement while conducting full-time research. As noted in industry research, "When a scientist assumes the role of purchaser, it can easily become a huge task that interferes with the conduct of science." These interruptions, while seemingly minor, can significantly distract from focused lab work.

Best Practices for Laboratory Supply Management

Strategic Planning and Supplier Selection

Effective laboratory sourcing begins with strategic planning aligned with research objectives and budgetary constraints. When selecting vendors, laboratories should consider several key factors:

Quality Certification: Jim Averso emphasized the importance of ISO certification, noting that I.W. Tremont is "ISO 9,001 2015 registered" which ensures compliance with extensive quality systems.

Product Availability: "If you're partnering with a distributor, make sure that distributor has the reach with the manufacturers that you're going to be working with," advised Averso. The COVID-19 pandemic exposed vulnerabilities in just-in-time inventory systems, highlighting the importance of suppliers with robust inventory management.

Customization Capabilities: Lisa Jones highlighted the value of working with manufacturers who can customize products for innovative research needs, similar to how universities often employ scientific glassblowers to create custom equipment.

Inventory Management Solutions

Effective inventory management is crucial for laboratory operations. Best practices include:

Implementing barcode systems for tracking inventory

Regularly auditing inventory to identify discrepancies

Setting reorder points for frequently used supplies

Establishing systems for monitoring expiration dates

Lisa Jones shared a practical example of inventory challenges: "We had our own science and engineering quad... some of these compressed cylinders would go on these fabulously smooth sidewalks from one building to another," resulting in cylinders being counted toward other buildings' inventories rather than being returned to the original stockroom.

The Role of Professional Organizations

The conversation highlighted the importance of professional organizations like the National Association of Scientific Materials Managers (NAOSMM) in connecting laboratory managers with quality suppliers.

"This organization is made up of primarily laboratory supervisors, stockroom managers, purchasing managers... These are all the decision makers," explained Jones. Through networking at conferences and active listservs, NAOSMM provides a platform for lab managers to share experiences and recommend trusted vendors.

Carol Bowman, a NAOSMM president, describes the role of lab managers: "The core responsibilities of chemistry lab and stockroom managers are negotiating materials contracts and ordering, receiving, storing, inventorying, and distributing chemical supplies." These professionals ensure that supplies are available when needed, often working behind the scenes.

On-Demand Solutions vs. Traditional Supply Methods

A significant portion of the discussion focused on the advantages of on-demand solutions over traditional supply methods, particularly for gases like nitrogen.

Lisa Jones strongly advocated for on-demand nitrogen generation versus compressed cylinders: "This to me is the picture of serenity and peace... ask for it in your startup package, do whatever you got to do." She highlighted several challenges with compressed cylinders, including:

Material handling equipment often not being returned promptly

Cylinders being transported between buildings without proper tracking

Time-consuming physical inventory counts to reconcile discrepancies

On-demand solutions eliminate these logistical challenges while providing a consistent supply of necessary materials.

The Value of American Manufacturing

Both guests emphasized the importance of supporting American manufacturing in the laboratory supply chain. Lisa Jones noted, "I like the thought of doing business with a family-owned company... They're giving American, other Americans jobs."

Beyond patriotic considerations, American manufacturing offers practical benefits for laboratories, including:

Faster delivery times for urgent needs

More responsive customer service

Greater customization capabilities

Reduced supply chain vulnerabilities

Conclusion

Optimizing laboratory sourcing requires a strategic approach that balances quality, availability, and cost considerations. By implementing best practices in supplier selection, inventory management, and leveraging professional networks, laboratories can streamline their procurement processes and focus more resources on their core research activities.

As Jim Averso noted, effective procurement is about collaboration: "We understand that fact, and we collaborate with them." This collaborative approach between suppliers and laboratories creates a more efficient ecosystem that ultimately advances scientific research and innovation.

Whether you're managing a university stockroom or running a research laboratory, investing time in developing robust procurement strategies will pay dividends in research productivity and quality.