Following in two sections are:
- The budget I submitted (with the fat untrimmed).
- The advice from AMMRL members I based the annual operating budget on.
(I would invite FAQ manager to have me post the actual expenses a year from
now,
but only on condition they not be juxtaposed too closely with my predictions!)
-- Roger Kautz
============================================================================
=========
400 MHz Room Preparation Costs
(cut and paste this section into a tab-delimited spreadsheet to make the
numbers line up)
("----" denotes major heading)
---- Renovate Room Total: $ 24,650
Air Conditioning Subtotal $ 15,650
Air Handling Unit (3 ton cooling & heating unit) $ 6,000
Engineering $ 1,000
Duct work, installation $ 3,000
Rework ceiling for duct work $ 320
Controls $ 2,000
Power receptacles, disconnects $ 1,800
Partition and door to make closet around A/C unit $ 1,200
Painting $ 360
Equipment subtotal $ 12,000
Air dryer (list $3200) $ 3,000
Air Compressor $ 4,000
Installation:
Plumber 4 hr@$50 = $ 250
Electrician 4 hr @ $50 plus $50 parts = $ 250
UPS (list $5300) $ 4,500
(UPS to be installed near existing 240 VAC)
Layout and Furniture subtotal $ 2,500
Wiring 208 V with disconnect for UPS or transformer $ 500
Wiring to power computer, peripherals, misc. $ 300
Internet connection $ 100
Telephone connection $ 100
Build counters $ 500
Remove ceiling tiles above magnet to create soffit. $ 200
Shelves, Cabinets 3 * $300 = $ 600
Install shelves, cabinets $ 200
---- Spectrometer installation costs $ 5,091
Liquid helium, 400 liters on-site, @ $ 300 / 60 liter + $20 /day $
2,400
add'l 300 liters on short notice supply $ 1,800
Liquid nitrogen, 325 L @ $0.25 / liter $ 81
Helium gas, 2 tanks at $90 $ 180
Nitrogen gas, 2 tanks at $15 $ 30
$ 600
---- Travel to training sessions: 5 sessions * $($500 air + $300 hotel)
$ 4,000
---- Supplies for NMR Room $ 8,600
Cryo-cooler to cool air supply bath $ 1,000
Dewar flask for air supply bath $ 300
Ladder $ 50
Misc tools $ 200
Oscilloscope for repairs (borrow as needed)
CD-R drive for Sun computer $ 300
Jaz drive for Sun computer $ 400
Wash bottles, kimwipes, sample rack -
Desk and chair, lamp, file cabinet, bookshelf (Get from university
warehouse)
Vacuum cleaner $ 50
Solvent Cabinet $ 350
Refrigerator (dormitory size) $ 200
Acorn "NUTS" NMR remote processing software $ 750
High-end PC with Xwindows for remote data processing $5,000
---- Annual Operating Revenue $ 36,000
400 MHz
Local Users: 8 hr/day * 6 day/week at $10/hr $ 24,000
Local Users: 4 night/week at 12 hr/night * $5/hr $ 12,000
--- Operating Costs
- First Year (cryogens, paper, telephone) $ 4,127
- Subsequent Years $ 14,437
Subtotals: Definite Contingent
$ 5,377 $ 9,060
No Service Contract - Manager on Duty(Telephone Assisted Parts Service
would be $18,000)
Allowance for bad board, amplifier, etc. $ 5,000
Liquid nitrogen (spec 61 L / 14 days) est. 40 L/wk * 52 wk * $0.5/L= $
1,040
Liquid helium (spec 61 L / 183 day) est 4 fills/yr * $320/fill $
1,280
helium gas ($60/tank + 100/yr rental) $ 160
Computer supplies (Paper, ink cartridges, backup media, etc) $ 1,500
Telephone $12.25/mo * 1 phone * 12 mo.s $ 147
NUNET
Filters for air line $ 250
Tools & small parts $ 500
Standard samples $ 200
Solvents for cleaning, cooling $ 500
Probe repairs (broken samples) $ 2,500
Software upgrades ($600 / 3 years) $ 200
Computer upgrades ($5000 / 5 years) $ 1,000
UPS batteries ($800 every 5 years) $ 160
----- Checklist of Misc. Supplies for NMR installation ( Varian
Installation manual p. 45)
Order liquid nitrogen and liquid helium weeks in advance
Gas cylinders as above
Heat guns
Ladder
1 pint each acetone and isopropanol
Face mask
gloves
Extension cords to run over ceiling to LC computer and LC
Hoist, unless ceiling clearance for tripod.
(end of sample budget)
============================================================================
=========
(begin comments from AMMRL list members)
( -=-=-=-=-=-=-=-= divides responses)
At 04:00 PM 12/1/98 -0500, you wrote:
> $ 10,000 Telephone Assisted Parts Service
> $ 1,500 liquid nitrogen (50 L/wk * 52 wk/yr * 0.5 / L)
> $ 1,600 liquid helium (5 fills/yr * $320for 60 L dewar)
> $ 1,000 paper, ink, backup media
This looks about right to me. Warranty will carry you for the first year,
no? And does your TAPS have exceptions? If amplifiers are not included, you
may wish to make your people aware of the cost of your most expensive
not-included part.
-=-=-=-=-=-=-=-
On Tue, 1 Dec 1998, Roger A. Kautz wrote:
> Does anyone have a sample budget for running a spectrometer for a year?
> Or have a good story of their favorite unexpected expenses?
This is hard to predict.. but some unexpected costs we've seen is.. an
additional hard drive we needed to buy (most systems come with completely
inadequate disk space, and hard drives are SO cheap these days... but
they're a good thing to budget in, esp. for a 500 where your data sets can
be very large.. there is nothing worse than running out of disk space..
memory is also a great thing to add to your spectrometer computer, or
wherever you process data)... we've also had unexpected costs associated
with the UPS (a fan died last year, causing some of the components
inside the UPS to melt - Leibert was here the same day and fixed it
quickly, but it was an extra cost). Also, we seem to always have small
compresser problems. Most of these can be fixed in house, but we've had
leaks in the line, problems with the pump max/min settings, and other
small things that can be expensive if you have to hire someone to fix
them.
It's impossible to budget for accidents, and hopefully your parts service
will cover many mistakes that are likely with a new magnet (burned out
pre-amps, probes, etc), but you might want to try to "pad" the budget for
unforeseen replacements if possible. Also, although you didn't ask about
room conditions, it's important to keep the pressure, temperature, and air
flow rates around the magnet as constant as possible. This can cost
extra.
How exciting! Good luck!
-=-=-=-=-=-=-=-
Hi Roger,
You'll also need Helium gas for magnet maintenance($50). Standard samples
get broken ($200). You'll need a ladder to reach the upper stack, too
($100). If you run V.T. you need LN2 boiloff gas (160L lasts at least
24H). Also, there is the cost of maintaining your air supply (filters,
compressor oil, dessicant). Don't forget cleaning supplies (Windex,
Hexanes, tissues). None of this should be a budget-breaker, though.
If it's a new system, you shouldn't need to pay for parts service until the
warranty is expired.
Good luck with the installation
-=-=-=-=-=-=-=-
Hello Roger,
It is inevitable that there will be a probe repair somewhere along the way.
This will be particularly important if there are VT operations on the
system. I suggest that you budget about 1/4 the cost of new probe per year
for this expense. Also, you should have a budget to deal with operating
system and NMR software upgrades.
-=-=-=-=-=-=-=-
I'll go off the edge a little with suggestions; look it over and bring
it back to your reality. I hope to give a few things to think about.
Sorry for the rambling.
Well, you'll have warantee to hold parts for approx. the first year.
****(summary: consider other items and things you might need)****
Assuming no service contract,
A few suggestions for stuff that needs replacement due to wear
or leg accretion:
1) NMR tubes (if users supply their own, then build in for *quality*
NMR tubes and glassware) Get some Teflon caps too.
Specialty tubes
2) NMR Solvents (again, the good stuff)
3) Standards (they break, go bad, etc.)
4) Probe glassware
5) Small equipment (now where did my voltmeter go?) , what if printer goes
bad?
6) Upgrades : software, hardware
7) Computer issues
removable media
repairs
more memory: disk, RAM
new backup methods...
8) filters for air/N2 supply line
9) regular solvents for cleaning glassware
10) chemistry glassware (you need beakers, bottles, pipettes occasionally :-))
11) A container of zero Argon for air-sensitive samples...
For 1through 3, this would be stuff that you need to confirm operation
of the instrument, do QA/QC, and perhaps have a supply for emergencies
(like when Dr. Important Bigshot demands to know why the spectra looks like
@#$@$@# so you take the sample, put it into your never-heated Wilmad 545
and get super sharp peaks, demonstrating that Mr Dumb Knowitall student
uses (abuses)
crappy tubes.
Or Dr. Nice Knowitall post-doc needs a fine detail 2-D and Dr. Mean Bossman
will only buy NMR tubes and solvents from Job-Lot. :-)
For 4, if you are buying Bruker, the glassware can usually be replaced
yourself, and accidents do happen (best not to make much of an issue
of accidents :-)). If non-Bruker, find the cost of probe repair.
5 might be included in an equipment budget, if you have one
(nice to have one....)
6 would include OS upgrade, NMR software upgrade (and then there are issues
of external PC's, do you want stuff like gnmr or ACD or Aurellia or or)
7 hey you gotta backup weekly (ha!). What would it cost to repair
the @#$@# computer, eventually with 6, you'll need more RAM, you don't want
to limit experiments with insufficient disk space (or install draconian
policies as to disk space limits), and backup methods would be an
equipment thing (back up to DVD in a couple of years?)....
Your proposed budget:
****(Summary of the following: I'd put in more of a cushion for items in
your list!)****
What would be REALLY nice (but sadly improbable to obtain) would be
some sort of large $ cushion in event of emergency. Money that would not
be used (returned to the pot at the end of the year or whatever) which
would be used only in the event of an ... event like quench, big repair $,
etc. Ha! Back to earth.
Liquid N2: Looks reasonable , but someone might want to borrow some?
pleeeeaazzzzzzzzzzeee! (or I'll call my big-wig boss to
convince you...)
How about low temp experiments?
and cryo-degassing...
Liquid He: Probably ok, if not already built in, add one or two extra
fills in the event of unanticipated problems. Not even a
magnet
problem - I've had a fill rod slip into the dewar (oops)
and boil off
a significant amount (the other end wasn't in the magnet at
the time -whew!)
Paper, media: Depends on type of experiments, quantity, output quality.
We spend about
$1500/ instrument/ year on pen plotter pens & paper (laser
& inkjet cart.
which is used less; and backup media not included in this
amount)
We output a minimum of 12,000 plots/instrument/year on
11x17 paper.
Suggestion: use good paper, not run of the mill (ouch!)
copy paper.
Like 24 #, high brightness. Makes the facility look more
professional.
Also, it extends printer/plotter life downtime by reducing
jams ...
Of course, if most experiments will be 3-D's and
inadequates and if your facility
is 9 to 5, your media costs go down dramatically. Costs
change also with roll paper,
and busy plots etc.
Don't forget kimwipes.... :-)
***finally***
If more $$ are difficult, even with a great justification, I'd add 10% to
your numbers and ask for
support for unexpected difficulties. Your numbers, as it stands, is a
little close for comfort,
even engineers and home improvement experts :-) add 10% to estimated
costs/supplies/etc.
-=-=-=-=-=-=-=-
Dear Roger,
I would suggest an additional computer for downloading data and
storage, internet facilities, office furniture (ie chairs for console, desk,
file cabinet...all wood), extra laser jet printer, auxilliary processing
program for PC (eg Nuts by Acorn Softwore or equivalent) . You may have
this already in your system depending on the instruments you have, but these
are "up front items" and you need to set aside money for that expense.
You may also consider adding molecular modeling software to go with
whatever offline data station you have.
Good luck,
-=-=-=-=-=-=-=-
Roger,
I try to budget for spectrometer upgrades, or other equipment upgrades.
My rule of thumb is 20 to 25 K/year. We don't use that much, howeverts try
to reflect the OH @%$##@**! good luck.
-=-=-=-=-=-=-=-
I think your budget looks a little high, I would put about $5000 into the
parts category, but I also think it is a lot better to have it too high
than too low. When I first had to come up with a budget here (which was a
long time ago) I am sure I made it very high, now they don't even ask me
for one because they have years of records to fall back on in order to
estimate the budget. I think there are 2 unexpected expenses that I have
seen come up (1) magnet quenching (about $10K), and (2) probe failures
which required the probe to be sent in ($500-$2500).
Best regards.
-=-=-=-=-=-=-=-
Roger:
Regarding your NMR lab budget:
If your NMR parts, cryogenics and computer consummables are looked
after, you need only concern yourself with user oriented supplies
unless these costs are borne by the individual researchers or instructors.
Deuterated solvents and reference materials ($150/user/annum)
Tubes, tube adapters, sleeves and inserts ($100/user/annum)
MAS supplies (caps, rotors etc.) - it wasn't clear if you are solutions only
($1000./user/annum)
and I would also include some support for your workstation(s).
Computer support spares (monitor, memory, printer hardware)
I find it useful to amortize this cost, but my finance department
doesn't like us to carry over operating funds, so this gets applied to
capital funds when possible.
($1000/workstation/annum)
I hope this helps you out.
Cheers,
-=-=-=-=-=-=-=-
Roger,
Have you someone to do the cryogen fills ... preferably an experienced
engineer
for other work? Somebody has to monitor the cryogen levels and boil off
rates. This is CRITICAL to prevent a quench .... a special power supply must
be used to bring the magnet down from field or the instrument may be destroyed
when a vacuum leak is detected.
A power supply on hand with the personel to run it would be good too.
Good Luck
-=-=-=-=-=-=-=-
Can you share your "final" list of expenses? abe@lfc.edu
1. An additional kilo-bucks item we budgeted for was the higher quality NMR
tubes required by the new spectrometer (in our case going from 60 to 400 MHz)
2. On the helium fills, we pay Air Products to fill the magnet. It's $250 a
fill plus the cost of the helium and they're insured for a quench. (We did
purchase a He gas regulator though - not cheap for the metal diaphragm type!)
3. Unanticipated expenses have been with the HVAC unit that controls both temp
and humidity of our Chicago area lab. In the fall of year 3, the compressor
needed replacement, twice.
4. Will you need to cost out coolants for below RT operation?
5. The lowest cost provider we found for liquid nitrogen was MR Resources. (50
cents a liter, no delivery or rental charges for a stainless steel dewar
with wheels)
6. Do you need to budget for site visits by the vendor's applications lab
chemist both in the start-up year and occasionally thereafter?
-=-=-=-=-=-=-=-
(end of file)