Choosing the Right Vendors for Your Lab Build or Renovation

Designing, building, or renovating a laboratory is a complex endeavor that requires the careful coordination of people, processes, and specialized equipment. Unlike typical commercial projects, labs are highly technical ecosystems where safety, functionality, and innovation intersect. Selecting the right vendors—whether for construction, equipment, or specialized services—is one of the most critical decisions you will make. Choosing wisely can save time, reduce costs, and future-proof your facility, while missteps can lead to delays, budget overruns, and compromised operational efficiency.

This guide provides practical strategies and lessons learned to help lab design teams, end users, and procurement professionals build effective vendor partnerships that serve both immediate project goals and long-term operational success.

Engage strategic partners early

One of the first steps in vendor selection is establishing a strategic partnership during the chartering phase of the project. This is when project objectives, methods, stakeholders, and budgets are defined. A strategic partner—whether an architectural firm, lab design consultant, or specialized contractor—acts as a collaborator rather than just a vendor.

Why it matters:

• Strategic partners bring both technical expertise and logistical know-how, guiding decisions from preconstruction to occupancy.

• They can help refine equipment specifications, workflow plans, and pre-procurement strategies, often identifying opportunities or risks that may not be apparent at first glance.

• Early engagement allows parallel workflows, such as concurrent design and preconstruction services, saving time and reducing potential disruptions.

Takeaway: Involve your strategic partners before finalizing designs or equipment lists. Their early input can influence lab layouts, infrastructure requirements, and vendor choices.

Identify expertise needed for your project

Labs are inherently complex, involving multiple disciplines, from vibration-sensitive equipment to specialized HVAC and gas delivery systems. Determining whose expertise is essential is critical to ensuring your project runs smoothly.

How to evaluate potential vendors:

• Public presence: Company websites, LinkedIn profiles, and portfolios offer insights into their values, professionalism, and experience in similar lab projects.

• Proposal process: Pay attention to the questions a vendor asks. Their inquiries often reveal whether they understand your requirements and can provide tailored solutions.

• Site tours and references: Visiting a vendor’s completed projects allows you to see operational workflows and maintenance considerations firsthand. Engage with lab occupants, facilities managers, and technical staff to get diverse perspectives.

• Third-party referrals: Independent reviews, post-occupancy surveys, and testimonials can provide unbiased insights into vendor performance, reliability, and responsiveness.

Takeaway: Don’t rely solely on a vendor’s marketing. Combine online research, direct interviews, site visits, and third-party referrals to assess both technical competence and soft skills like communication and adaptability.

Further reading: Three Strategies for Picking the Right Vendor for Your Lab Build or Renovation

Centralize equipment coordination

Equipment is a cornerstone of lab functionality, influencing spatial design, utility requirements, and workflow efficiency. An equipment coordinator can serve as a single point of contact across the project lifecycle, ensuring all stakeholders—scientists, managers, engineers, and designers—are aligned.

Benefits of centralized equipment management:

• Reduces gaps in communication between stakeholders, preventing last-minute design changes or utility conflicts.

• Tracks dimensions, power, ventilation, and IT requirements in a single reference, improving accuracy and reducing delays.

• Supports long-term planning by ensuring that equipment choices consider lifecycle costs, end-of-life disposal, and flexibility for future expansion.

Takeaway: Assign a dedicated equipment coordinator early in the design process to improve coordination and reduce risk.

Further reading: Pinpointing Equipment Needs is Foundational to Laboratory Design and Construction

Prioritize sustainability in vendor selection

Sustainability is no longer optional. Even small lab teams can drive meaningful environmental and operational impact by selecting vendors who share their sustainability values.

Key strategies:

• Work with vendors who prioritize ethical sourcing, ESG standards, and recycling or trade-in programs for lab instruments.

• Include sustainability clauses in contracts to set clear expectations and raise the bar for suppliers.

• Consider equipment lifecycle impacts, including energy use, maintenance needs, and end-of-life options.

• Implement lab-wide waste reduction programs, focusing on high-volume items like plastics, gloves, and consumables.

Takeaway: Integrate sustainability considerations into your vendor evaluation and procurement processes, not just as an afterthought but as a core project value.

Further reading: How Small Lab and Procurement Teams Can Drive Big Sustainability Wins

Build and maintain strong vendor relationships

Effective vendor relationships extend beyond the contract. Strong partnerships are mutually beneficial, enhancing project outcomes and supporting innovation.

Best practices for relationship management:

• Clear communication: Establish direct contact with key sales, service, and technical representatives. Consider dedicated liaisons for large vendors.

• Leverage technical expertise: Work with vendor specialists to troubleshoot equipment, understand advanced functionality, and explore new methods.

• Set expectations: Define roles, responsibilities, and communication protocols early, and reinforce them throughout the project.

• Capture learnings: Conduct regular check-ins and post-project reviews to identify improvements for future collaborations.

Takeaway: Invest time in nurturing relationships with high-performing vendors. Retention and familiarity with your project needs reduce friction and enhance collaboration on future projects.

Further reading: Three Keys to Building Effective Vendor Relationships

Use technology to support vendor selection and coordination

Modern lab projects increasingly rely on digital tools to streamline vendor selection and project management.

• BIM (Building Information Modeling): Facilitates coordination of mechanical, electrical, plumbing, and lab systems, ensuring equipment placement aligns with design and infrastructure needs.

• Virtual reality walkthroughs: Allow stakeholders to experience the space before construction, validate equipment layouts, and identify workflow bottlenecks.

• Project management platforms: Centralize communication, schedules, and documentation, keeping all vendors aligned and accountable.

Takeaway: Leverage technology not just for design, but for vendor coordination and consensus-building, reducing costly changes and improving decision-making.

Free resource guide: Leading Successful Lab Design Projects

Final thoughts

Selecting the right vendors for a lab build or renovation is a multi-faceted process that combines technical evaluation, relationship management, and strategic planning. By engaging strategic partners early, identifying necessary expertise, centralizing equipment coordination, prioritizing sustainability, nurturing relationships, and leveraging modern technology, lab teams can ensure projects are delivered on time, on budget, and with long-term operational success.

The right vendor ecosystem doesn’t just complete a project—it builds a foundation for a lab that is safe, efficient, flexible, and innovative for years to come. With deliberate evaluation, clear communication, and an eye toward collaboration, lab planners and end users can turn complex projects into enduring successes.