Due to technology available today, we have become so accustomed to instant gratification that we have forgotten how to plan. In the last few months we have received several RFP’s that have unrealistic schedules. For example, ABC Nature Center is seeking a design/build firm for their new 1,200 sq. ft. facility with a budget of $130,000. They have a general idea of what type of exhibits they want but need assistance in developing their central theme. Below is their schedule:

RFP Released: January 3, 2012

Pre-Bid Meeting: January 11, 2012

Proposal Due: January 20, 2012

Contract Award: January 31, 2012

Notice to Proceed: February 3, 2012

Project Completion: August 15, 2012

The first issue with this schedule is that contract negotiations always take longer than three days. Contracts go through several revisions by staff, board members, and legal counsel meaning it will take at least a month for all parties to fully execute a contract.

Next, there is more to starting a project than some first time clients realize. It takes time to develop a central theme, subthemes, and storylines. Our experienced Certified Interpretive Planners will lead a full day (or two) workshop to identify what the nature center wants to achieve, who their visitors are, and what they want visitors to take away from their experience. They work closely with our designers to develop the desired exhibit.

Another issue is the client review period. We allow clients an ample amount of time to review and approve drawings throughout the design process. It is not as easy as it seems and clients often state that it was more work than they realized. The design process can take anywhere from six to twelve months before it goes to the fabrication shop. Depending on the type of exhibits, fabrication and installation can be an additional six to twelve months. Whether it is a small project or a large one, they all go through the same process.

Bottom line: Exhibits take time and planning early pays off. Please do yourself a favor if you think such a project is in your future. Take a deep breath and call. You will appreciate the end product even more if you enjoyed the process it took to get there. We will appreciate it to.