| Scientific fit | Read length, accuracy, and output required by each application | List target applications—such as genome assembly, structural-variant analysis, transcript sequencing, or targeted sequencing—and define required data quality and usable output with representative samples. | The system and workflow meet application-specific quality requirements in a pilot; headline throughput alone is not sufficient. |
| Workload and utilization | Samples per month, peak demand, and expected instrument use | Forecast low, expected, and high demand using the lab’s actual sample pipeline. Include sample batching, repeat runs, maintenance windows, and seasonal or grant-cycle variation. | Expected demand supports a practical run schedule without relying on consistently full runs or unsustainable queue times. |
| Acquisition and financing | Purchase or lease cost, financing terms, and included items | Obtain a written quotation and identify what is included: installation, initial training, computer hardware, software, warranty, and any required facility work. | Compare equivalent configurations and contract terms; confirm installation and commissioning costs are accounted for. |
| Consumables and cost per sample | Consumables, library preparation, controls, and repeat-run costs | Calculate cost per reportable sample using current quotations, realistic batch sizes, expected failed or repeated runs, and the lab’s validated sample-preparation workflow. | The estimate reflects usable results and actual batching—not only the cost of a fully loaded run. |
| Full cost of ownership | Annualized instrument, service, labor, facility, and computing costs | Use: annualized acquisition cost + service contract + consumables + labor + utilities/facility + computing/storage + validation and training. State the evaluation period and assumptions. | The budget covers recurring and indirect costs as well as the initial purchase. |
| Service and uptime | Service coverage, response times, parts access, and planned maintenance | Review the service agreement for coverage hours, response and repair commitments, escalation path, maintenance requirements, and exclusions. Ask for uptime data relevant to the proposed configuration. | Contract terms and local service capacity align with the lab’s turnaround-time requirements. |
| Staffing and training | Operator time, coverage, and competency requirements | Map hands-on time for sample preparation, instrument operation, quality review, troubleshooting, and data delivery. Identify primary and backup operators. | The lab can maintain trained coverage during leave, turnover, and peak workload. |
| Facility readiness | Space, power, environmental conditions, access, and installation needs | Check the current site-preparation requirements with the supplier and facilities team. Verify room layout, delivery route, electrical capacity, network access, and any environmental requirements before ordering. | The installation plan is confirmed in writing and any facility modifications are included in the budget and timeline. |
| Data management | Data generated per run, transfer capacity, compute, retention, and backup | Use the supplier’s current output specifications and the lab’s own pipeline benchmarks to estimate storage and compute needs. Include transfer, backup, security, and retention policies. | The end-to-end workflow can process, protect, and retain data without creating a downstream bottleneck. |
| Workflow integration | Compatibility with sample tracking, analysis, quality systems, and reporting | Test file formats, interfaces, metadata flow, access controls, and handoffs to existing laboratory information and analysis systems. | Integration can be demonstrated with representative samples and documented procedures. |
| Scalability and lifecycle | Upgrade options, software support, consumables availability, and end-of-life policy | Request written information on planned upgrades, support period, software updates, consumables availability, and data migration if the system is retired or replaced. | The lab has a credible growth and transition plan for its expected ownership period. |
| Validation and quality | Controls, acceptance criteria, reproducibility, and documentation | Define pre-purchase pilot criteria for data quality, usable yield, repeatability, turnaround time, and sample success rate. Confirm documentation supports the lab’s quality requirements. | Acceptance criteria are agreed before the pilot and results are reviewed against them. |