How do I evaluate AV integrator quotes?

Evaluate AV integrator quotes by normalising scope, normalising timeline and normalising lifecycle, then comparing on like-for-like. The headline price is the worst basis for comparison because each bidder will scope, sequence and support the project differently.

Start with the scope. Lay all bids side by side and tag every line item as in-scope, out-of-scope or assumed. Watch for excluded items: cable containment, builder's work in connection, network upgrades, additional acoustic treatment, programming hours beyond a baseline. The cheapest bid is often cheapest because three of those have been excluded. Once tagged, ask each bidder to clarify the same five questions in writing so the comparison is built on the same answers, not different ones.

Then normalise the timeline. A bidder offering 8 weeks against 14 from the others is either highly capable or under-resourcing the job. Ask for the resource plan: how many engineers, on site for how many days, in which order, with what dependencies on building works and IT.

Then normalise the lifecycle. Add the support contract for years 1 to 3, the cost of warranty year 2 if not included, the manufacturer software subscriptions and a realistic refresh assumption (typically 5 to 7 years for displays and conferencing hardware). The bid that wins on day-one capex often loses on 5-year total cost. Use a decision matrix to make the comparison visible:

Read the assumptions section of every proposal carefully. Anything assumed is a billable change order if it turns out to be wrong. For the support side of the comparison, see the support service, and for the framework that produces a clean bid in the first place, the consultation and design service.

Quick reference: normalise scope, normalise timeline, normalise lifecycle, ask all bidders the same five clarifying questions, weight on a decision matrix, read every assumptions section before deciding.