Purchasing and Equipment

Documentation Index

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This page is for procurement and purchasing teams reviewing what an institution may need to buy for X-ray Simulator. Faculty or program directors often already have one or more quotes from VitaSim. Those quotes may include software licenses, optional hardware, or both, so procurement can usually start from the quote faculty provides. Software licenses and hardware are separate purchasing categories, even when they appear on the same quote. License pricing is based on the number of students who will use X-ray Simulator, not the number of computers, VR stations, or login accounts. The Accounts and Login page explains the difference between students, licenses, accounts, and stations. Hardware is a one-time purchase and may be included as an optional line item if faculty wants a complete purchasing option.

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What procurement should check

1. Use the quote faculty received from VitaSim as the starting point.
2. Check whether the quote includes software licenses only, or software licenses plus optional hardware.
3. If hardware is included, decide whether your institution wants VitaSim to procure it or prefers to buy hardware directly from your own vendors.
4. If procurement needs an updated quote, a quote without hardware, a quote with hardware added, or different billing details, contact [email protected].
5. Send a purchase order using the quote details provided by VitaSim. Payment can be made by bank transfer or wire transfer. Card and check payments are also accepted with a 5.25% fee.

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Software licenses

X-ray Simulator access is licensed through VitaSim. License pricing is based on student count and is usually quoted earlier in the faculty evaluation process. Licenses are not tied to a specific workstation, VR station, or login account. For example, if 20 students will use one VR station, the license count is based on those 20 students. The program may choose to give each student an individual account, or use one shared account for that station for operational simplicity, but the license is still based on the number of students using the simulator. Review Accounts and Login if procurement needs to confirm the distinction before issuing a purchase order. If procurement needs an updated quote or adjusted quote, email [email protected] with:

• Institution name
• Billing contact
• Expected student count
• Product interest: Desktop X-ray Simulator, VR X-ray Simulator, or both
• Any purchase order, vendor onboarding, or invoice requirements

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Hardware purchase options

Hardware is separate from software license pricing, even when it appears on the same quote. Institutions may purchase recommended hardware themselves using the requirements and example station pages below. This is usually the simplest path when your procurement team already has approved hardware vendors. Institutions may also request VitaSim to procure hardware on their behalf with a 20% hardware procurement markup. Faculty may ask VitaSim to include hardware on a quote so procurement has a complete option available, even if the institution later decides to buy the hardware directly.

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Buying paths

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Desktop X-ray Simulator

Desktop deployments require a student-based software license and a compatible Windows or macOS computer. Review the Desktop system requirements before purchasing hardware.

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VR X-ray Simulator: portable station

A portable VR station typically includes a VR-ready laptop or compact PC, a Meta Quest headset, and a Link cable. The software license is based on the number of students who will use the simulator, not the number of portable stations. Review the portable VR station example and the VR system requirements before purchasing.

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VR X-ray Simulator: stationary station

A stationary VR station typically includes a VR-ready desktop PC, a monitor, a Meta Quest headset, and a Link cable. The software license is based on the number of students who will use the simulator, not the number of stationary stations. Review the stationary VR station example and the VR system requirements before purchasing.

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Purchase orders and payment

VitaSim accepts purchase orders. After a quote has been prepared, procurement can use the quote details to issue a purchase order.

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Supporting documentation