Guide
How to compare processing equipment suppliers: a checklist
A practical checklist for comparing equipment suppliers on fit, sanitary design, safety, service footprint, documentation, acceptance testing and total cost of ownership.
By Dan Ghadiri · Updated · 8 min read
Key takeaway
Put every supplier's proposal on the same scope, then compare fit, sanitary design, safety compliance, North American service, documentation, acceptance testing, references and total cost of ownership. The lowest capital cost is rarely the lowest cost over the equipment's life.
Comparing suppliers is easier, and fairer, when every supplier is judged against the same written list. Use this checklist as a starting point and adapt it to your product, plant and customers.
Before you compare
- Write a one-page requirement: product, incoming condition, target capacity (lb/h), hours per year, and acceptance criteria.
- Send every supplier the same requirement and ask them to state any deviations.
- Normalize proposals to the same scope: what's included, what's excluded, and who handles installation, utilities and controls.
Fit for product and capacity
- Rated capacity for your product and incoming quality, not a best-case product.
- Expected loss or yield at that step, and how it was measured.
- Changeover time between products or sizes, if you run more than one.
- Footprint, utilities (power, steam, air, water) and drain requirements that fit the space you have.
- Controls that integrate with your existing line and data systems.
Sanitary design
- Food-contact materials suited to your product and cleaning chemicals (stainless grade stated).
- Cleanable design with no hidden harborage points; access for inspection and sanitation.
- Cleaning method and time (manual, CIP, or both) and water and chemical use per cleaning.
- Alignment with recognized hygienic-design references such as 3-A Sanitary Standards or EHEDG guidelines, where relevant, and with 21 CFR 117.40, which requires equipment to be designed and maintained to be adequately cleanable.
Safety and electrical
- Machine guarding and interlocks consistent with OSHA 29 CFR 1910.212.
- Energy-isolation points that support your lockout/tagout program (29 CFR 1910.147).
- Electrical design to NFPA 79 and control panels to UL 508A, or a clear plan for field certification.
- Voltage and frequency for North American supply (for example 480 V, 60 Hz).
Service and parts
- Where the nearest service technicians are based and typical response time during your season.
- Wear and critical parts: which are stocked in North America and typical lead times for the rest.
- Remote support options for controls.
- Training for operators, sanitation and maintenance staff, and in what language.
Documentation
- Specifications, drawings and a utilities list before you commit.
- Operating and maintenance manuals, electrical schematics and a recommended parts list at delivery.
- Cleaning and sanitation instructions.
Acceptance testing
- A factory acceptance test (FAT) with written pass criteria, ideally using your product or a close substitute.
- A site acceptance test (SAT) after installation, against the same criteria.
- What happens if criteria aren't met: remedies, timelines and warranty terms.
References and evidence
- Installations of the same model on a similar product, preferably in North America.
- References you can call, and a site visit where practical.
- Public documentation and case studies you can verify.
Total cost of ownership
Capital cost is only part of the cost. Over the equipment's life, add installation, utilities, energy, water and wastewater, cleaning chemicals and labor, maintenance and wear parts, downtime risk, and eventual removal. A cheaper machine that uses more energy or loses more product can cost more within a few seasons. Use the same labor, yield and energy method from the ROI case guide to compare options side by side.
A simple scorecard
Score each supplier 0 to 3 on each area, and write down the evidence behind every score. Where you can't find evidence, record “unknown” instead of guessing. The VegTech Supplier Directory uses the same idea, with four public criteria: North American service footprint, install evidence, category breadth and documentation.
| Area | Supplier A | Supplier B | Evidence |
|---|---|---|---|
| Fit for product and capacity | 0–3 | 0–3 | Source, date |
| Sanitary design | 0–3 | 0–3 | Source, date |
| Safety and electrical | 0–3 | 0–3 | Source, date |
| Service and parts | 0–3 | 0–3 | Source, date |
| Documentation | 0–3 | 0–3 | Source, date |
| Acceptance testing | 0–3 | 0–3 | Source, date |
| References | 0–3 | 0–3 | Source, date |
| Total cost of ownership | 0–3 | 0–3 | Source, date |
Questions
- How should a processing plant compare equipment suppliers?
- Compare proposals on the same scope and the same assumptions, then score each supplier on fit for your product and capacity, sanitary design, safety and electrical compliance, North American service and parts support, documentation, acceptance testing, references, and total cost of ownership rather than capital cost alone.
- What is a factory acceptance test (FAT)?
- A test of the equipment at the supplier's facility before shipment, against agreed criteria such as capacity, product quality and safety functions. A site acceptance test (SAT) repeats the check after installation at your plant.
- Which standards come up for food processing equipment in the US?
- Common references include 21 CFR 117.40 (equipment must be designed and maintained to be adequately cleanable), 3-A Sanitary Standards and EHEDG guidelines for hygienic design, NFPA 79 for the electrical equipment of industrial machinery, UL 508A for industrial control panels, and OSHA rules on machine guarding and lockout/tagout (29 CFR 1910.212 and 1910.147). Confirm which apply to your plant and customers.