Ideas That Work: Show Equipment Vendors You Mean Business

LET'S MAKE A DEAL Give vendors a list of exactly what you want in your capital equipment to get the best quote and eliminate haggling.

Show Equipment Vendors You Mean Business

With all the haggling and back-and-forth with capital equipment vendors, buying a big-ticket item can sometimes be a real hassle. To get the best deal at the best price, we took a different approach when we were in the market for a new surgical video platform. We presented vendors with a list of our demands: This is what we want and how we want it.

First, we created a list of vendors that offered video systems we were interested in. We also created a list of must-have features, like wireless capabilities and autoclavable equipment (see sample at right). Using this information, we created a spreadsheet where vendors could list their best quote and what it included — like how many camera heads, video towers and monitors came with the system, and if it had all of the bells and whistles we wanted. By asking them to list these details, we knew that we wouldn't end up choosing a vendor based on its low quote only to discover later that the price only included the bare minimum of equipment.

We sent each rep the spreadsheet via e-mail with a read receipt attached to ensure that they received it (you could also send a physical copy of the sheet using certified mail). We gave the vendors a deadline to return the spreadsheet, and made it clear that this was their one and only chance to impress us with their best price. The trick is to set a firm deadline — if you say they have to turn it in by 5 p.m. Friday, stick to it, and stress that they won't have another chance to come back with a better quote. By using this system, we saw discounts of up to 60% on some of the video systems.

Cheryl (Skeet) Todd, RN, BSN, CNOR, CPAN, RNFA
Texas Spine and Joint Hospital
Tyler, Texas
[email protected]