The Procurement Guide for Smart Automation Success
Alex is a procurement analyst in a food manufacturing company. One morning, he receives a purchase request: “Smart PLC with distributed I/O. Urgent.”
The deadline is tight. The budget’s vague. The specs? Full of acronyms he’s never heard.
This Verdusco Automation article walks through five lessons Alex should learn on his way to becoming his team’s go-to for smart automation sourcing.
Let’s begin.
5 Must-Dos to Buy Smart Automation
When legacy systems creak and stall, the fix isn’t always another patch. It’s transformation. But upgrading can feel like standing on the edge of a cliff. Buying the right solution involves more than specs and price tags. It takes trust, timing, and a long view on ROI.
This procurement guide lists the 5 must-dos to buy smart automation (or any industrial item, really), avoiding regret, delays, and misfires.
#1 Demystify the Specs Before You Get Quotes
When Alex reads the tech spec, all he sees are unfamiliar terms, line after line. "Dual-channel redundancy.” “Fail-safe logic." "Hot-swappable I/O."
It sounds impressive. But what does it mean for your plant?
Procurement teams often get stuck with documents full of jargon, written by engineers for engineers. Without clear context, it’s easy to misinterpret features, misjudge needs, and misallocate budgets.
Before even reaching out to vendors, decode the specs into what matters most on your floor:
What does the system do on the floor?
Which functions are critical vs. nice-to-have?
What’s the fallback plan if the PLC fails?
When in doubt, ask:
“Can someone walk me through this in real terms?”
That question alone can save thousands. It’ll protect you from overbuying, underbuying, or buying the wrong fit entirely.
#2 Align with the Requesting Unit from the Start
Alex realizes the PLC will run a heat-sensitive bottling line. But no one flagged the temperature tolerances.
Smart automation works at its best when it fits your process and your people. Skipping input from the unit that requested the system leads to mismatches, overlooked constraints, and costly retrofits.
Set up a 30-minute kickoff call with operations, maintenance, HSE, and engineering. You’ll gain clearer goals, reduce guesswork, and build cross-team alignment from day one.
Buying smart automation isn’t just a procurement job. It’s a cross-team win.
#3 Only Scout Vendors Who Meet Your Criteria
Alex’s inbox is now a zoo of polished vendor decks. But none answer what the maintenance team actually needs.
A flashy pitch isn’t enough. When it’s go-time, you need partners who show up, not just ship gear.
Use this vendor filter checklist (customize it as needed):
Do they offer hands-on integration and testing support?
Can they show success in your sector—not just generic case studies?
Will they visit your floor and speak with your O&M teams?
What certifications do they hold?
What documentation do they deliver?
Where are their parts sourced from?
What warranties and guarantees do they offer?
Do they have a local presence in your region?
What Incoterms do they work with?
What post-sales services are offered?
Don’t shy away from asking about anything that matters to your plant. Vendors who take automation seriously won’t hesitate to answer.
#4 Look Beyond the Price Tag When Comparing Quotes
The cheapest option looks shiny… until Alex sees the fine print.
On paper, the bid looks perfect. It meets the spec. The price is low. But buried in the fine print (or simply missing) are the things that matter most:
Is there on-site support during commissioning?
Will operators be trained or left to figure it out themselves?
Is the quoted version fully certified, or is compliance “optional” at extra cost?
Exclusions blow up budgets and risk production stability, safety, and buy-in from your teams.
Here’s how to catch them early:
Make your non-negotiables explicit in your RFP. Don’t assume vendors know what “full integration” means to your plant.
Request a “what’s not included” list in every quote. Reputable vendors will respect the ask.
Use a weighted scoring system that accounts for service, support, integration, and compliance, not just price.
A smart automation bid should be transparent, complete, and aligned with your operational goals. If a vendor sidesteps your must-haves, flag it early. Revisit the scope. Clarify expectations.
Protect your investment.
#5 Nail Safety & Compliance (Before Lawyers Call, Lines Shutdown, and Fines Are Settled)
Alex’s stomach sinks when the safety team flags a missing ISO cert—after the PO is approved. Now he’s racing the clock… and Legal.
A smart automation purchase is incomplete without safety built in. Don’t wait until after delivery to verify compliance. Add these next items to your pre-order checklist:
Required safety standards (e.g., ISO 13849, UL, CE).
Environmental or sanitation ratings (IP, NEMA, FDA, ATEX if needed).
Vendor-provided safety documentation and risk assessments.
Internal sign-off from HSE and QA teams.
Integration plans that account for plant safety protocols.
Most spec sheets won’t list compliance gaps. If it’s not spelled out, ask before you buy.
Ready to Buy Smart Automation the Right Way?
This time, Alex clicks ‘Submit PO’ with full confidence and no lingering doubts.
Bookmark this procurement guide. Whether you’re buying a single PLC or upgrading your whole line, covering these five steps can save you time, money, and stress.
At Verdusco Automation, we help manufacturers like you evolve from legacy control systems to smart automation with ease.
Here are three services we offer to support your transformation:
Integrated control system design tailored to your plant’s floor plan.
Vendor-neutral automation platforms that grow with your needs.
Autonomous Mobile Robots (AMRs) are ready to handle repetitive, strenuous tasks.
Let’s make automation simple, smart, and scalable for you.
Contact Verdusco Automation today! 📩:verduscoautomation.com/contact
