Online Search

Start with a web search to identify potential LIMS providers.

• • • Websites like Capterra, G2, and Software Advice offer reviews and comparisons.
    • Industry Publications: Look for articles and case studies in industry journals and publications.
    • Forums and Communities: Engage with user communities, forums, and LinkedIn groups for recommendations and experiences.

Evaluation Criteria

Hopefully, you have already drafted a requirements document which can be used as the basis for evaluation criteria. The primary sections of the criteria are listed below:

Large or Small Vendor

The size of a vendor can impact the outcome of your digital implementation and ongoing support. Some considerations:

Configuration versus Customization

Almost any vendor system must be configured or customized to meet your requirements.

Configuration involves setting up the LIMS software to fit your laboratory’s specific processes and workflows using the built-in options and settings provided by the software. It does not involve altering code.

Customization involves altering the LIMS implementation by adding or modifying code to create new or change functionality. This approach is used when specific requirements cannot be met through configuration alone.

A basic rule: Configuration is acceptable, customization should be avoided. If customization is required, the vendor should own and agree to support the customization through future releases. Customization will always cost more, complicate maintenance, limit support options, and result in longer implementation times.

SaaS or On-Prem

Vendor solutions were historically implemented within the customers IT infrastructure. Software as a Service offered through Cloud deployments have radically changed vendor offerings.

Software as a Service (SaaS) is a software distribution model in which applications are hosted by a service provider and made available to customers over the internet. SaaS applications are typically subscription-based, with users paying a recurring fee to use the service.

SaaS is the future of LIMS with lower costs, reduced IT costs, better scalability, reduced downtime, quick deployment, and advanced security.

Niche or Platform

Vendor solutions contain differing functionality sets, from niche to digital platform. Selecting a focused niche solution to fix a specific issue or to just get started can be appealing but can have negative long-term impact on your organization. A platform is the correct decision in all but rare circumstances.

Historically, vendors offered niche solutions:

To obtain a digital solution, organizations were faced with the unenviable task of interfacing and maintaining these niche solutions. The landscape has changed dramatically, and vendors now offer Digital Platforms, which combine most if not all the functionality in a single product. Since many platform vendors charge only for functionality you use, the cost can be comparable to a niche solution.

Your organization may not currently require all the functionality listed above but it is likely over time that some aspect of each niche functionality will be desired. Purchasing a comprehensive platform solution initially avoids costly integration and maintenance issues over time.

Request for Proposal

The request for proposal (RFP) is a document outlining your requirements and expectations. The document will typically include an introduction to your organization, an overview in what you’re seeking from the vendor, a scope of work, requirements, evaluation criteria and other proposal requirements. The RFP can be sent to a group of vendors requesting responses based on how well they meet your requirements. An evaluation of the responses can define the vendor of choice or perhaps an ordered ranking.

Demonstrations

Demonstrations are arguably the most effective tool for your buying team to picture how a vendor product will implement your requirements. More than 1 demonstration can be requested with additional detail investigated in each subsequent demo.

Reference Checks

Utilize Customer References and User Groups

Before choosing a LIMS vendor, it’s wise to ask for customer references. Reputable LIMS vendors typically accommodate such requests if you show a certain level of commitment, at which point you can speak with previous customers to confirm your decision. Vendors usually avoid wasting their time or their customers’ time unnecessarily, so don’t forget to show genuine interest and provide at least your requirements to gain access to this information. Once you have access to customer references, here’s an effective approach:

Ask references about the support they’ve received. Questions could include:

• • • Who answers the phone or responds to emails?
    • How quick are their responses?
    • Is the technical support team generally helpful?
    • Have you faced any significant issues with the product? If so, how was it handled?
    • Are you satisfied with the company overall?

Evaluate Vendors

Consolidate information gathered by the buying team

• • • Technical Assessment: Have your IT team evaluate the technical aspects of the LIMS, including integration capabilities and data security.
    • User Feedback: Gather feedback from potential users within your lab who participate in demos and trials.
    • Score Vendors: Rate each vendor on each criterion (assign weighting criteria based on its importance to your lab) and calculate a total score for each vendor.
    • Assess Total Cost of Ownership:
      • Comparison: Use the scoring matrix to compare the vendors objectively.
      • Initial Costs: Evaluate the initial purchase price, implementation fees, and any customization costs.
      • Recurring Costs: Consider ongoing costs such as subscription fees, maintenance, support, and training.
      • Hidden Costs: Look out for any potential hidden costs like additional modules, upgrades, or user licenses.
    • Implementation Plan: work with the vendor to develop a high-level implementation plan, including timelines, resources, and training.
    • Terms and Conditions – review the contract terms, including service level agreements (SLAs), support, and maintenance agreements.
    • Price Negotiation: Negotiate pricing, payment terms, and any additional costs or discounts.

Select the Vendor

Obtain agreement within the buying team. A member of the team who does not agree to support the decision can have adverse impact when attempting to get purchase approvals and later during LIMS implementation.

Obtain approval from key stakeholders and decision-makers within your organization. Other than requirements, items to consider may include when you need the LIMS to be up and running, whether it will be hosted on-premise or in the cloud, and the budget.