Bid Specs--Challenging for Integrators

We’ve been talking about Bid Specs. Last time, I talked about some of the problems with Bid Specs in general; they are often too broad, too narrow (sometimes at the same time), and they tend to be light on design. It is my belief that generally speaking, Bid Spec projects are less than ideal, both for the church and for integrators. Next time I’ll share why I think it’s not good for the church, but today, we’ll focus on why integrators don’t love Bid Specs.

Over Bidding

One of the challenges for an integrator when faced with a Bid Spec is the tendency to over-bid the project. That’s because there isn’t enough detail in the spec, and in order to protect themselves, they’ll pad the project. It’s not (typically) an attempt to over-charge the church; it’s simply that there are too many unknowns, and as the job develops, costs are going to go up. And often, the church wants to hold the provider to the budget they submitted, the integrator ends up eating the cost. 

Keep in mind, this bid was what I call “best guess.” Based on the very limited information in the spec, we take our best guess at what might work. Of course, the downside to overbidding a Bid Spec job is that another firm will take a different approach.

Under Bidding

Many times, the point of the Bid Spec is for the church to get the best deal. If you’ve read this website for any length of time, you know I’ve talked a lot about the difference between a good deal and the best price. The two are often not the same. Since we know the church wants the best price, some companies will bid low, figuring they can change order the job up as it develops. 

Of course, the down side to this is that if the church refuses the change orders and demands the integrator honor their original bid—which was based on an incomplete document, remember—the integrator eats the cost. That’s not a good business model for the long term. 

Generic Design

Most integrators like to be proud of their work. They want each project, no matter how big or small, to be one that they could take prospective clients to and show off. Another challenge of a Bid Spec is that it forces integrators to use generic designs. They make take a PA from one project, a video system from another and a lighting system from a third. Those could be fine designs in and of themselves, but do they really fit the church in question? Is the equipment, the layout and functionality really what the church needs? It’s hard to say; it’s our best guess. 

Best Guess, Mr. Sulu

I don’t remember which Star Trek movie it was, but Captain Kirk asked Sulu to plot a course somewhere. The ship had suffered damage and the computer wasn’t working right. When Sulu pointed this out, Kirk’s response was, “Best guess, Mr. Sulu.” 

I’ve used that phrase a lot in this series, and you’ll keep seeing it. When we’re working on a Bid Spec, you’re getting the integrator’s best guess. Now, if they’re a good integrator, that may be pretty solid. It may get you in the ballpark. However, do you want the best guess, or do you want the best system they can design for you? A near miss or spot on target? Some churches rationalize that even a “best guess” is better than what they have now; but what if that’s only because the current system was also a best guess?

Personally, when I’m working on a project, I take great pride in getting the details right. Details that make the system just the right system for that church. Sometimes those details are similar among systems, but often, it’s the way the whole thing is put together that takes it from good to great. 

Hopefully I’ve made a good case for why I think Bid Specs are not great for integrators. Next time, I’ll talk about why I think they are not good for churches, either.

DPA Microphones

The Challenge of Bid Specs

One of the things we deal with in the integration world is the illustrious Bid Spec. A Bid Spec is a document a church will send out when looking to get quotes on an AVL project. I can’t say this with certainty, but I would guess this originated in the construction industry, and made its way over to AVL projects. In both industries, they are problematic. Over the next few posts I’m going to talk about what a Bid Spec is, and identify some of the problems it creates for not only integrators, but churches as well. I’ve been watching churches doing Bid Specs for a number of years now, and it never seems to work out well. 

Too Broad

One of the challenges of a Bid Spec is that it tends to be too broad. I’ve seen line items that say, “Upgrade speaker system in sanctuary.” Yeah, um, that’s helpful. Especially when there’s no detail on the sanctuary in question. Or the type of worship service that happens there. Or the sound the church is going for. Or the budget they have to work with. So basically, that gives us no information to work with to make an intelligent recommendation. What’s an integrator to do? All we can do is guess. And how much is a guess worth? 

Too Specific

I’ve also seen Bid Specs where everything is too specific. Sometimes we get both too broad and too specific in the same document. Occasionally I’ve become convinced that the Bid Spec committee (and it’s always a committee) just grabbed a bunch of issues of Church Production Magazine and listed all the gear they saw in said issues. 

Now, there may be nothing wrong with the gear listed. But does it all work together? Will it deliver the results they are after? What are those results, by the way? When I get these Bid Specs, I can price it out, and usually I’m thinking the whole time, “This makes no sense, but here you go.” 

Light On Design

Now, before I go any further, I should mention that I’m not talking about Bid Specs that are released after the church hires a firm to do a full design of the system. Those can actually work out OK. It’s not my favorite way to do a project, but at least there is a design that we’re working with. 

No, I’m talking about the Bid Specs the churches do themselves. And in those, there is no design. And chances are, you’re not going to get any design from the integrators you send the spec to. The reason is simple; it’s a bid. Most of us are busy enough that we’re not going to do a bunch of free design work that may either A) be ignored because someone else is chosen for the project, or B) given to another company to fulfill. 

At best, on a Bid Spec like that, you’ll get pieces and parts of systems that were designed for other projects, that are likely to work together, but may or may not deliver the results you want. Like I said, it’s a guess, based on limited information. 

Sometimes, we’ll see Bid Specs that say they know there’s not enough information here to do a full design, but give us a bid anyway, and we’ll choose one, then have you do it again after meetings and site surveys. So basically, the church will choose a company based on radically different proposals—because there’s no common design—and then ask the chosen company design the system, to the same budget, of course. Again, it’s not a wise way to go about it. 

I’ll get to some better ways to go about this process in later posts, but next time, I’ll talk about why Bid Specs are challenging for integrators. Then we’ll see why they’re challenging for churches. Stay tuned…

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Help A Brother Out...Literally

One of the things I love the most about being part of the Church tech community is just that; community. It is amazing to me to see what an amazing community of fellow technical artists has grown up in just a few years. I still vividly remember my early days as a TD, days when I wasn’t aware there were other TDs. Then I found one, and another, and a few more. Seven years ago Bill contacted me about starting a group of like-minded TDs for support and encouragement. That little “roundtable” has become CTL, and it’s several thousand members strong. 

Also about seven years ago, just before I left Minneapolis, I got an email from someone who I now count as a friend. Jonathan Davis was then TD of Bethlehem Baptist church. He wanted to meet and talk about being a TD. So we did. That conversation led to many more, and in the intervening years, I’ve had the privilege to get to know Jonathan and his heart for following God and serving the Church. 

A few years back Jonathan felt the call into pastoral ministry and set himself on a course do become a pastor. He dropped back to part-time at the church—where he still works in the tech department—and enrolled in seminar full-time. It has been a joy to watch what God is doing in this man’s life and I can’t wait to see how he is used to further the Kingdom.

This journey has not been without challenges. Early this year, his son Joel had some unexplained pain in his leg. A visit to the doctor led to the one word that a parent dreads; cancer. I won’t try to re-count the entire story here, you can see that on Jonathan’s blog or his Facebook page. However, after surgery, radiation and chemo, the prognosis is good. Joel is doing well, and holding up better than any kid should be after what he’s been through. That’s the good news.

The harder news is that all of this has taken a toll on the family. Jonathan has been working part-time at the church while in seminary full-time. His wife also works part-time. With Joel’s treatments, both have had to take time off work to care for their son, as any parent would gladly do. The downside is that it puts a strain on the family’s finances. 

A few weeks back, a mutual friend, Tim Gibson, reached out to a few of us and asked if we would be willing to stand in the gap with the Davis family financially. Those that could, did. But I felt we could do more. So I contacted Jonathan’s boss, Tim Frederick—also someone I’ve been blessed to get to know over the past few years—and asked what else we could do. He and I hatched this plan.

Regular readers of this website will remember the fall of 2014 when my first pastor and mentor suffered a serious medical condition. They needed help financially and many of you rose to the challenge. Together, we raised quite a bit of money for the Boehm family, and as a quick update, when all the medical bills were settled, they had exactly enough to pay it all off. God is good! 

I feel like it’s time we step in and do this again. The Davis’s need our help. And I’m going to ask you to consider helping out. They are actually fine on a medical bill standpoint—their insurance has been good. However, they need help with day to day expenses. So here’s what I’m asking of you: If you can, send them a check to help cover their bills. It doesn’t have to be a huge check, but some 8,000-10,000 people read this website. If 10% sent $25, we could support them through this trial. 

Here’s what to do:

Make the check out to Jonathan Davis. You’re going to mail that check (made out to Jonathan Davis, remember) to:

Tim Frederick
Bethlehem Baptist Church
720 -13th Avenue South
Minneapolis, MN 55415-1793 

This won’t be tax deductible, and there’s no foundation or system in the middle. They will get 100% of the donations. It’s one person helping another. Or a lot of people helping this family. Maybe consider putting a note of encouragement in there as well.

Tim will collect the checks and pass them on to Jonathan. Send what you can and we’ll trust God to collectively provide. One of the greatest joys in life is giving of yourself to help another. Jonathan has been a huge blessing to the community of church techs, and this is an opportunity to bless them right back. Now, if you’re totally new-school and don’t have a checking account but still want to help out, send me an email and we’ll work something out. 

I should point out that Jonathan doesn’t know I’m doing this. Tim, Tim and I hatched this plan on our own. None of us get anything from this, we’re just trying to help one of our brothers. 

Finally, pray for the Davis family. As I said, things are looking good for Joel, but there is still a long road ahead. God will use all of this, but let’s not make them carry the burden alone. Thanks for helping out. Tell Siri to remind you to send Jonathan a check when you get home tonight. Every little bit will make a huge difference in their lives!

Elite Core