Procuring New Equipment

Before obtaining new equipment the following issues need to be considered:


The purpose of this document is to help address the following issues before purchasing or otherwise obtaining new equipment:

  • Selection of equipment: Select equipment that complies with all regulatory and statutary requirements (including CE Marking, etc.).
  • Identification of utilities required: Identify the services and location requirements (e.g. electrical supply required, water supply, specialist gases, monitoring systems, etc.).
  • Consideration of safe use: How the equipment will be safely operated (risk assessment and training provisions).

The utility requirements may dictate location, for instance, if the new equipment requires fume extraction this may mean that the location may have to be close to the roof or if floor vibration were an issue then the instrument would be better off in a ground floor location.

Sometimes unconsidered installation requirements have high costs and so identifying these requirements beforehand is crucial.

This guidance is primarily intended for equipment that may present significant risks by its intrinsic nature and method of operation, agents used in conjunction with it or the environment it is used in.
For example:

  • Machinery, electrical equipment, pressurised equipment, equipment that emits radiation, equipment that uses height, etc.
  • Equipment used in association with chemical, radioactive or biological agents, etc.
  • Equipment that is used in adverse conditions including wet or explosive environments, etc.

For most proprietary equipment, if recently purchased and used in low risk environments, no action will be needed, e.g. general office equipment, personal computers, etc.

Fulfilment of these requirements will ensure complience with the Provision of Use of Work Equipment regulations 1998 and The Supply of Machinery (Safety) Regulations 1992.

The University document 'Guidance on Equipment Provided for Use of Work GUIDANCE/1/EPUW/04' should be read in conjunction with this form:

Requirements and Modifications to Infrastructure

Manufacturers or suppliers often send out a 'pre-installation check list' which puts all of the responsibility on the buyer to have everything in place prior to the commissioning engineer's visit.
The checklist can be ambiguous, therefore it is strongly recommended that you ask for the installation engineer to attend site and go through the pre-installation check list with you. It is advisable to do this before making the purchase as the cost of any extras could form part of any negotiated purchase deal.

The pre-installation check list and the installation manual will help you to collect the information required below, it is useful to request these from the outset - you will need both before making a purchase.

You should bear in mind that if any alterations to the building e.g. refurbishment, new build or installation of utilities are required then it will need approval by Estates. Small scale works can take weeks or months to arrange whereas larger projects can take up to a year to consult/design, tender and construct.

Risk Assessment and Standard Operating Procedures

Risk assessment and safe operation should be considered now; one or more risk assessments and a standard operating procedure will need to be completed before the equipment is first used.
Training should be provided by a competent person and a record of trained users maintained.

Issues for Consideration

Once completed this form must be discussed with your Local Technical Manager and Health and Safety Coordinator before placing an order. If you do not do this you may find it difficult/impossible to commission the equipment when it arrives on site.



Issues for consideration: Checklist


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