[Ring, ring, ring]
Philip: Hi, this is Philip.
Integration PM: Hi, Philip. This is Tom with AV-R-US. So, we need a room installed in Sheboygan. Can you get us set up?
Philip: Sure, that’s fantastic. We can definitely help you with that. What can you tell me about the project?
Integration PM: Well, we think it will be a projector. But it may be a flat panel. And the client said something about video conferencing.
Philip: Okaaaay. Do you have any drawings, or photos of the job site? A bill of materials? Do you have a completed site survey form or needs assessment you can send me?
Integration PM: No, no we haven’t seen the job site yet. All of our teams are slammed. But we really need a firm, fixed price ASAP so we can send a quote to the client.
Philip: Hmmm. It’s quite, um, challenging to provide a firm, fixed price with this level of detail. I can assist you in obtaining the detailed site survey you need here since you are slammed.
I call this situation imaginary, but it is unfortunately representative of several conversations I have had over many years in the AV industry. What comes first, pricing or planning? Far too often, integrators think they can get a firm, fixed price for installation services before the SOW is established or in some cases after the job is already sold but we still don’t know the scope or job site details. Ideally, all of these details should be clear up front to provide an accurate estimate of the soft costs:
• Complete scope of work from the client
• Job site photos
• Architectural drawings (including RCPs, floor plan, furniture plan, power plan, and wall elevations)
• Bill of materials
• AV flows
• Solid schedule of installation dates
• Confirmed access to job site
• Security requirements
Many professional integration companies have the capability to gather this information, but many do not. Either they are too busy or they don’t know the right questions to ask. If you don’t have these items and don’t have the resources to obtain them from a client, you should to retain a reputable partner to conduct a thorough site survey or needs assessment before you can expect a firm, fixed price.
The emphasis here is that everyone wants a firm, fixed price for a reason. It works for companies like Avisys and systems integrators. It saves everyone paperwork, allows us to better schedule our resources, and prevents us from having very uncomfortable conversations with you and your client in the middle of a project. Unless you provide very good information up front, and the target does not move, there will be change orders in your future.