Why An Apples-to-Apples Comparison Of Physical Security Bids Is Not Always Possible
One phrase we hear too often is, "Why are all of the proposals for physical security technologies I received for my project request so different?" There are several reasons why this happens.
Reason 1: Vague Guidelines
A prospect or customer will seek out equipment proposals from security integration companies on their own without any guidance from an independent security consulting firm. The lack of direction will cause them to share vague guidelines for the project, such as:
"We want to be able to see these specific areas on video" or
"We want to put access control to these 12 doors".
Reason 2: Iterative Project Requirements
To add to the confusion, most procurement departments require multiple bids, and there is no pre-bid meeting or specifications developed that tell the security integration companies precisely what the organization is trying to accomplish. Prospective bidders are then left to figure it out on their own which leads to different iterations of the project requirements thus creating vast differences in proposals.
Reason 3: Information Overload
In our experience, a discrepancy in proposal fees across proposals is not intentional but a consequence of information overload. An example of this would be the client telling one bidder to provide and install network equipment while telling the other bidder that the organization's IT team will provide equipment and the bidder only has to install them. Another example would be being unable to simply articulate what these systems need to do.
Reason 4: Inexperience
Projects can be managed by someone in the Facilities or IT Department who does not have the expertise in physical security systems and not by someone with a dedicated physical security technology background.
While these individuals are competent in their respective areas, security is usually a secondary responsibility, and it falls outside the individual's typical job duties. For example, asking someone in Facilities with no physical security technology background to bid on an access control replacement system is like asking a physical security professional to bid on an HVAC system replacement without any professional guidance.
The thread that ties it all together
Any one of these issues will result in significant cost differences between proposals. Sometimes price differences can be half the project cost or more! The root cause of all of these issues: the lack of a Basis of Design.
How to compare proposals
An accurate, apples-to-apples proposal comparison starts with a sound Basis of Design (BoD). Some companies may already have a thorough BoD with detailed guidelines on Division 28 standards, including accepted manufacturers, installation best practices, typical door drawings, and proposal requirements.
Others may have nothing and allow the prospective bidders to design a system based on their professional or product preferences. As physical security design consultants, we strongly urge clients to develop a design standard for their organization. At a minimum, this should include a thorough Division 28 outline detailing acceptable manufacturers for any equipment and information on network infrastructure and system commissioning. This document can be included in the Request For Proposals (RFP) sent to prospective bidders, reducing the possibility of receiving proposals with unacceptable products or proposals that the client cannot easily compare.
SRMC is here to help
SRMC has assisted clients across the globe with their physical security system design and engineering layouts. Because SRMC is an independent consultancy, we are not tied to any specific manufacturer or integration firm. This grants us the freedom to truly listen to our clients, have open discussions about how they want their system to work for them, and then assist them in selecting a product or products that truly fits their needs.