How To Get The Exhibits You Want With Low Bid

Thursday, February 23, 2017 1:00 PM by Taylor Studios in Budgeting and Costs


You can bet that most celebrated actresses walking down the red carpet at the latest awards gala didn’t choose their apparel designer on cost only.  In his blog, Jason asks many questions you might consider before jumping on the lowest bid received from your RFP.  One question:  Do you know what you’re getting from the lowest bidder?

To answer that question you may need to take a step back to your RFP.  What did you ask for?

To make sure you receive accurate bids, ask for exactly what you want.  Do you envision an exhibit anchored by Ikea furniture or artifacts housed in custom made cases?  Do you have available artifacts, images or videos or do they need to be sourced by the bidder?  What is the size of the space and are there any spatial obstacles to overcome?  Including a project budget or even a budget range can be helpful to prospective bidders but providing detailed information about the project vision can be even better!  It can help bidders focus on creating exhibits that convey just what you hoped instead of feeling like they’re taking a shot in the dark.  Is that Ikea furniture what you expect or do you envision something more upscale or more natural and earthy?  Be sure your RFP is flavored with these important ingredients that can help communicate your vision:  institutional background, visitor profile, project goals & objectives, educational goals and any specific learning styles to emphasize, visuals of the space, and project schedules and timelines.

The bid process is not just about the accurate definition and description of your project.  It’s also about choosing the right partner.  Ask bidders to outline their approach to your project, their internal creative process, project management system, and personnel, including sub-contractors who will work on the project.  Explore their standing in the marketplace, ask for references and a view of several related projects they’ve completed.  Does their portfolio include projects that match yours in terms of content and style?   If your RFP includes fabrication, be sure to note how progress reporting, samples and quality control are handled.  Is there a warranty on fabrication?  (There is at Taylor Studios!)  Look for attributes that signal the bidder will truly be an enthusiastic partner in your project.  Company websites can often let you peek inside the culture and work environment which in turn can hint at how the company’s employees might perform.

If you asked for exactly what you want, the bids you receive should be fairly consistent.  If the most attractive bid or lowest bid is well below the average, throw up a red flag. Scenarios like this are akin to a wolf in sheep’s clothing and you may end up walking the dangerous Change Order plank. If you find yourself in this tempting situation, ask yourself; do you really want the low bidder?  Sometimes it pays to pay for expertise and reputation. A well-built, engaging exhibit can pay off for years to come.  And, just like those red carpet actresses that chose their designer on reputation as well as product, you’ll be a star!

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