Ancillary trial supplies and equipment play an essential role in most clinical trials. Selecting, procuring, and shipping ancillary supplies and equipment is a specialty that sponsors and CRO companies may find best to outsource. However, outsourcing is not as simple as selecting a vendor and handing over the keys. Read on to find the best questions to ask when determining if an ancillary supplies and equipment vendor can help you achieve your goals.

1. How agile and resilient is your vendor’s supply chain?

Supply chains can be vulnerable to many things, including natural disasters, cyber-attacks, political instability, wars/conflicts, and transportation disruptions. It’s important to assess the vendor’s supply chain resilience, specifically, the vendor’s ability to plan for, respond to, and recover from disruptions in a timely and cost-effective manner. Some methods your vendor may use to mitigate supply chain risks include:

• Business continuity planning: The vendor’s plan to continue critical business functions in the event of an unplanned disaster
• Diversification: The vendor has an expanded network of suppliers and transportation affiliates
• Agility: The speed at which both product and decision-making shifts can occur

Select a vendor that makes the resilience of your supply chain a priority and takes steps to ensure continuity and avoid disruptions.

2. Does the vendor maintain a warehouse?

If yes, ask if it’s climate-controlled and if it has the appropriate storage space for the kinds of equipment or supplies you need maintained.

3. Where are its warehouses located?

Make sure that the warehouse to be used is reachable by the majority of carriers. Warehouses in rural locations may have problems with consistent pickups and deliveries. Also, confirm that the warehouse is in a region of the country that facilitates importing and exporting. Warehouses located closest to major cities or airports often have the best functionality.

4. How do I access my ancillary trial supplies and equipment inventory?

Does accessing your inventory require a phone call or an email to the vendor? It’s best to have more options, such as independently seeing your inventory at any time through an online portal.

5. How are ancillary trial supplies and equipment inventory managed?

If expiration dates for your supplies are an issue, verify that the vendor will only send out products with the appropriate lifetime left on that supply. Many suppliers subscribe to a FIFO system, which is “first in, first out,” meaning the oldest inventory is shipped, regardless of your specific study needs. This can result in a very short shelf life at the site, and if the patient’s visit is many weeks or months ahead, it can cause expiration issues.

Free ancillary trial supplies and equipment ebook

The information in this blog represents part of one chapter of our ebook. Click here to download your free copy for more details on working with an ancillary trial supplies and equipment vendor (and more).

“Ancillary Supplies and Equipment for Clinical Trials, A Project Management Approach” explains how to apply a proven and practical step-by-step project management process to best identify, implement, and manage ancillary trial supplies and equipment needs for your clinical studies.

The Imperial advantage

Imperial actively meets the challenges that CROs and sponsors face every day when globally procuring and distributing ancillary supplies and equipment. With us, you’ll work with a dedicated project manager as a single point of contact backed by our supply, equipment, and logistics experts. We have supported thousands of research protocols and offer:

• A 24/7 client portal for complete control and visibility
• Protocol review and supply recommendations
• Cost-saving strategies from proactive, knowledgeable consultants
• Global reach: 50,000 shipments to 120+ countries annually
• Regulatory, tariff, and customs compliance
• Climate-stable warehouses and distribution centers (USA and UK)
• Flexible equipment acquisition model: choose purchase, lease, or rent
• New or used calibrated equipment available
• Calibration, servicing, and support

Contact us to see how we can help with your next clinical trial.