AV quote comparison checklist

Where equipment lists hide the differences that will affect you for ten years. Complete the critical section before quotes arrive, not while you are reading them.

Print it, or fill it in here. Nothing you type is sent anywhere.

Two AV quotations for a school hall upgrade laid side by side on a desk for comparison

Project nameSite or spaceDateProject or change managerCompleted by

Critical — define these first

Nothing else can be scoped, quoted or compared until these are answered.

Facilities manager and school staff member reviewing AV proposals and floor plans at a table beside the school hall — The cheapest quote is usually the one that has left something out. The question is what.

Conditional — define if these apply

Work through each trigger. If it applies to your site, the item becomes critical.

IF A QUOTE PROPOSES SUBSTITUTIONS — define what evidence of equivalent performance you require before accepting.

IF PRICES DIFFER SIGNIFICANTLY — define what is missing from the cheaper one rather than assuming it is better value.

IF A QUOTE COMES FROM A HARDWARE SUPPLIER ONLY — define who carries design responsibility.

IF THE SITE WILL BE OCCUPIED DURING WORKS — define out-of-hours access and staging costs.

IF THE PROJECT IS STAGED — define what is Phase 1 and what is being assumed for later.

IF COMPLIANCE FORMS PART OF THE SCOPE — define which party carries that obligation in writing.

IF THE SPACE IS HERITAGE LISTED OR ACCESS IS RESTRICTED — define whether each quote has allowed for it.

Optional — worth defining

Not required, but each one makes the next conversation shorter.

Reference sites of comparable scale and type, with contact details.

Service agreement pricing for years two to five.

Spare parts availability and the manufacturer's end-of-life position.

A comparison of what each quote assumes about the existing infrastructure.

Traps to avoid in comparing AV quotes

Comparing quotes by equipment list rather than reliability, usability and support.

Treating AV integration as a hardware purchase rather than a usability and support decision.

Discovering an obligation after the quote has been accepted.

Buying hardware without a support pathway, then discovering the supplier has moved on.

Treating hearing augmentation as an add-on rather than part of the design.

Notes

Completed bySignedDate

What happens next

1Anything left blank in the critical section is a gap, not an oversight. It will surface later, usually during installation.

2Bring the completed sheet to a site review. It replaces about half the meeting.

3If a conditional trigger applies and you are unsure how to answer it, that is exactly what the review is for.

Answers save automatically in this browser10 critical items still undefined

Get Help With a Specification

Related checklists

Hall sound system replacement checklist Service and maintenance checklist All resources

This checklist is general guidance. Requirements vary by project, jurisdiction, building classification and approval pathway.