Using TCO to Compare Rollator Options in Hospital Procurement

In hospital procurement, selecting mobility aids like rollators is no longer just a matter of getting the lowest quote. When evaluated over their full lifecycle, some "budget-friendly" devices end up costing far more due to repairs, downtime, and poor user experience.

That’s why procurement teams increasingly rely on a Total Cost of Ownership (TCO) approach to compare rollator options. By accounting for all cost drivers—not just purchase price—TCO enables hospitals to invest in solutions that deliver true long-term value.

Key Elements in Rollator TCO Comparison

A comprehensive TCO evaluation requires breaking down every potential cost throughout the rollator’s lifecycle. These typically fall into the following categories:

• Acquisition Costs: Purchase price, shipping, setup

• Training Costs: Time spent training staff on usage, storage, or maintenance

• Maintenance Costs: Routine upkeep, replacement parts, repairs

• Downtime Loss: Patient care interruptions due to unavailable devices

• Operational Disruptions: Time lost to sourcing replacements or temporary fixes

• Retirement/Disposal Costs: End-of-life removal, recycling, or storage

Example: A $100 rollator with high downtime and frequent repairs may cost $500+ over three years, while a $130 unit with minimal issues might only cost $180 over the same period. Without TCO modeling, this upside is often missed.

Scorecard Method for Side-by-Side Analysis

To facilitate objective comparisons, many hospitals build a rollator scorecard that evaluates each vendor or model using standardized criteria. Key scorecard categories often include:

• Cost Efficiency (weighted 30%)

• Durability / Maintenance History (25%)

• Patient Comfort & Feedback (15%)

• Vendor Support & SLA Reliability (15%)

• Ease of Use / Staff Acceptance (15%)

Each category is scored on a fixed scale (e.g., 1 to 10) and multiplied by the assigned weight. The final score helps teams rank 3–5 competing options clearly and justifiably.

Tip: Involve both clinical and procurement staff in the scoring process to balance operational needs and financial priorities.

Calculating ROI and Payback Period

Beyond cost comparison, TCO frameworks also allow hospitals to project Return on Investment (ROI) and payback periods for each model.

To do this:

1. Estimate how much a higher-priced model will reduce repair and downtime costs

2. Factor in extended lifespan or fewer replacements

3. Compare against upfront price difference

Example: A $40 price premium on a higher-quality rollator might pay for itself in just eight months due to fewer maintenance requests and improved patient throughput in rehabilitation wards.

Tools like Excel models or procurement software dashboards can automate these calculations and provide visual outputs to support leadership presentations.

Embedding TCO Metrics into Contracts

Even the best rollator won’t add long-term value without supplier accountability. That’s why it’s critical to bake TCO metrics directly into your contracts. Consider including:

• Warranty Terms: Minimum 3-year coverage for structural parts

• Service Level Agreements (SLAs): Response times for repairs or replacements

• Lifecycle Commitments: Minimum expected lifespan under normal use

• Performance Bonuses: Optional rewards for exceeding uptime or satisfaction thresholds

• Penalties: For excessive downtime, late parts delivery, or failure to meet KPIs

This not only protects your investment but also motivates vendors to align with your performance expectations.

Monitoring Actual vs Projected Cost

Finally, procurement strategy doesn't stop after purchase. Use quarterly tracking dashboards to compare:

• Actual repair costs vs projected

• Downtime hours logged vs forecasted

• Parts used vs vendor estimates

• User complaints or clinical feedback trends

These insights help procurement teams validate whether TCO predictions were accurate—and adjust future procurement cycles accordingly.

Case Example: A hospital in the Netherlands used a 12-month tracking report to determine that their newly selected rollator model delivered 18% better uptime than projected. This supported a contract expansion and stronger vendor relationship for other mobility products.

Conclusion: Compare What Truly Matters

When comparing rollator options, TCO isn't just a spreadsheet exercise—it's a strategic tool that reveals the real cost of ownership. It helps hospitals move beyond short-term savings toward long-term value, patient safety, and operational continuity.

With the right scoring tools, ROI analysis, and contract clauses, procurement teams can ensure every rollator purchased delivers on its promise—not just on day one, but throughout its useful life.

READ MORE：

• Executive Insights: Why TCO is a Strategic Advantage in Rollator Procurement
• Calculating TCO in Rollator Vendor Selection for Institutional Procurement
• Creating a Unified TCO Policy for Rollator Procurement in Hospitals
• Budgeting for Value: Leveraging TCO in Rollator Procurement Planning