Scientific Equipment Purchases

Are you considering purchasing scientific equipment and instrumentation for your lab? 

Review the points below to assist you in your decision and to facilitate installation.

Size of equipment

• Ensure it will fit into your lab.  Ask the vendor for size and weight specifications including the packaging
• Consider exterior doors, hallways/corridors and the entry doors into your lab space
• Measure doors at their smallest opening
• Please Note:  We have a pallet mover that can move large crated packages up to 2,000 Kg, alternative arrangements will need to be made if your shipment exceeds this weight, please contact Science Facilities.

What services will the instrument require to operate? 

• Compressed air?  If yes, what pressure?
• Vacuum?  If yes, to what level?
• Connection to water and drain?
• Air exhaust?  If yes, for fume exhaust or cooling?
• Internet connection? 
• What are the electrical requirements?  Has it been certified by a safety or standards organization for use in Canada or Ontario (click this link to see the Ontario Electrical Safety Authority accepted »certification marks) Sales reps don’t necessarily understand this and will often indicate that “it has been sold in Canada before” which is not an acceptable answer.  The Electrical Safety Authority can be scheduled for field certification of an unapproved device.  The cost of the certification is approximately $1,000 plus whatever changes to the device which may be required  
• Trent University’s power supply is either 110 volt and 208 volt to   most labs.
• Some equipment specifications require 220, 230 or 240 volt which may or may not work on our 208 volt  system.  Ask the supplier and speak with us before ordering.
• Equipment which requires 120 volt or 115 volt will work with our 110 volt supply.
• Consider cord length to nearest acceptable outlet.  Extension cords are not an acceptable alternative for long term use.  See electrical safety checklist in Science Safety Program.
• Contact us for assistance with determining your electrical needs prior to ordering the equipment.

Special Considerations

• Does the equipment generate significant amounts of noise?  Is it sensitive to vibration? 
• Do you need specialized training, or some form of regulatory approval before installing and/or operating your instrument?  E.g. X-ray device registration. Contact Science Facilities if you are unsure. 
• Does it produce a lot of heat and does it need a stable temperature environment?
• Does it contain radioactive sources?  Lasers? 
• Is the instrument very heavy; some instrumentation may exceed the weight bearing capacity of a floor or bench.

For information specific to your anticipated purchase, we suggest you request a site installation or site preparation manual from the manufacturer.  Ask the manufacturer or supplier for information on the site requirements for the equipment. 

Purchasing Requirements

• Consider that there may be extra costs beyond the quoted price such as taxes, shipping, customs, setup and installation.
• Consider the lead time time required to process the order internally as well as the time for delivery.  Depending on the purchasing requirements, this may take anywhere from days to several weeks.  Contact the »purchasing department for specifics.  Recognize that there are internal procedures (like research budget expenditure  approvals, or administrative approvals for purchases greater than specified values) which may add to the lead time of your order.
• For Purchases over $25,000 Cdn. there is a requirement for a formal competitive tendering exercise.  The tendering exercise will require the writing of detailed performance specifications.  Complex and high value purchasing processes may take up to a month or more to complete.  Please contact the purchasing department early in the process.
• Consider the delivery time from the supplier (e.g. 4 to 8 weeks).
• University purchases are subject to 13% HST, however the the university is eligible for a rebate.  The effective tax rate after the rebate is 3.41%

Delivery requirements

• How is it to be delivered?   Large and heavy items may require special arrangements for us to be able to receive and move it into the building.  Please let us know in advance if you are planning on getting large or heavy equipment.
• Does the piece of equipment already have a designated space?  (it should).
• Ensure the shipping address is correct.  All shipments to the university now (as of 2020)  go to:
  • Shipping and Receiving Center, Trent University, 2089 East Bank Dr. Peterborough, ON  K9L 1Z8
    • Please put an Attention to: Name.
    • If the shipment is small, the SRC will deliver,  large shipments may be redirected to appropriate building.  Please contact the SRC  inadvance for large shipments.  You can reach them at  SRC@trentu.ca, include your name, and the final location of the equipment.

This is not a comprehensive list of things to know but is intended to provide a guideline to assist with your purchasing decision.   For specific details on quotes, tenders and bidding processes contact the purchasing department.

If you have any other questions, please contact:

Chris Williams, Science Facilities Manager

Phone: (705) 748-1011 Ext. 7061
Email: cwilliams@trentu.ca

Angela Sikma, Science Facilities​ Assistant

Phone: (705) 748-1011 Ext. 6253​
Email: angelasikma@trentu.ca

Direct purchasing questions to:

Purchasing Office

Phone: (705) 748-1011 Ext. 1203
Email: purchasing@trentu.ca

Direct research account/budget questions to:

Research office

Phone: (705) 748-1011 Ext. 7496
Email: research@trentu.ca