The Ultimate Church AV Bid Comparison Checklist

Written By rachel andersen

A comprehensive guide from Summit Integrated Systems to help you evaluate contractors and make informed decisions

“After 20 years in the industry, I've seen churches make costly mistakes when comparing bids. This checklist will help you ask the right questions and spot the red flags before it's too late.” — Tyson Wiens, Owner + Co-CEO at Summit Integrated Systems


PRODUCT SPECIFICATIONS

Part Numbers & Quantities

  • Can you see ALL individual part numbers? (Avoid "loudspeaker package $20,000" - demand specifics like "JBL VTX-V25 qty: 8")

  • Do quantities match across all bids? (If one bid has 12 mics and another has 10, ask why)

  • Are all accessories included? (Header bars for line arrays, rigging hardware, mounting brackets)

  • Is all product NEW? (Watch for B-stock, C-stock, open-box, or refurbished items)

Cable & Infrastructure

  • What grade/brand of cable is specified? (Belden vs. Amazon Cat5 - huge difference)

  • What type of connectors? (Neutrik vs. generic can mean reliability differences)

  • How is infrastructure handled? (Floor boxes vs. cable snakes - massive cost and functionality difference)

  • What about future expandability? (Are spare runs included for growth?)


PRICING TRANSPARENCY

Line Item Breakdown

  • Can you identify where ALL costs are allocated? (Labor, travel, materials, engineering, programming)

  • Are similar services priced consistently? (Don't compare $2K training to $10K training without knowing what each includes)

  • Is the system truly "turnkey"? (What happens if a functional component is missed?)

Hidden Costs

  • Are taxes included? (8-10% can add tens of thousands)

  • Who pays for equipment rentals? (Scissor lifts, boom lifts, scaffolding)

  • What about travel costs? (Fixed rate or time-and-materials for overruns?)

  • Who handles cable pulling? (AV contractor vs. electrician can mean $100K+ difference)

  • What rigging is included? (AV contractor vs. general contractor responsibility)

  • Are acoustic materials included? (Often hundreds of thousands of dollars)


SCOPE OF WORK

Installation Details

  • Who terminates and tests cables?

  • What about working with other trades? (Electricians, general contractors)

  • Is installation work performed by employees or subcontractors?

  • What safety standards and materials are used? (Domestic hardware vs. imported, What is the safety ratio)

Documentation

  • What drawing quality is provided? (CAD drawings with wire numbers vs. napkin sketches)

  • Are as-built drawings included?

  • Will you receive wire numbers and patch bay labels?

  • How detailed are the documentation packages? (1 page vs. 20+ page sets)


TRAINING & SUPPORT

Training Scope

  • What does "training" actually include? (1-hour walkthrough vs. multi-day comprehensive)

  • Are volunteer team training nights included?

  • Is ongoing education provided?

  • What materials are provided? (Manuals, quick reference guides, video tutorials)

Warranty & Support

  • What is the warranty period and coverage?

  • What's the response time for warranty issues?

  • How is support provided? (Phone, on-site, remote access)

  • Are there service contracts available?

  • What are the support hours? (Business hours only vs. 24/7 emergency support)


CONTRACTOR EVALUATION

Company Stability

  • How long has the company been in business?

  • Who are the owners and are they active in the company?

  • What is their financial health? (Ask about debt ratios, cash flow)

  • Do they follow proper accounting standards? (Revenue recognition, financial controls)

Insurance & Legal

  • Do they carry appropriate liability insurance?

  • What about product insurance? (Warehouse, transit, job site coverage)

  • Are they DOT compliant? (Critical for equipment transport)

  • Do they have proper business licenses?

  • Are they licensed contractors in your state? (Where required)

Reputation & Experience

  • Can you speak with recent clients? (Not just flagship projects)

  • How many repeat customers do they have?

  • What's their industry reputation?

  • Are they dependent on 1-2 key employees? (What happens if they leave?)


TEAM & CULTURE

Labor Force

  • Full-time employees vs. subcontractors?

  • What training do their installers receive?

  • Do they embrace your mission and values?

  • How do they handle quality control?

Company Mission

  • What are their stated values?

  • Do their actions align with their words?

  • What else does the company do? (Competing priorities that might sideline your project?)

  • How do they approach client relationships?


RED FLAGS TO WATCH FOR

Pricing Red Flags

  • [Bid significantly lower than others (May indicate missing scope or plan to recover through change orders)

  • Unwillingness to provide detailed breakdowns

  • Different change order rates than bid rates

  • "Free" services (Labor, travel, etc. - costs are just shifted elsewhere)

Communication Red Flags

  • Vague or evasive answers to specific questions

  • Reluctance to provide references

  • Pressure tactics or rushed timelines

  • Inconsistent information between meetings

Business Red Flags

  • Recent company formation with experienced-sounding team

  • No permanent office or warehouse facility

  • Unwillingness to discuss financial stability

  • History of project delays or abandoned installations


DECISION FRAMEWORK

Scoring Your Options

Rate each contractor on a scale of 1-10 for:

  • Technical competence and product quality

  • Financial stability and trustworthiness

  • Training and support comprehensiveness

  • Cultural and mission alignment

  • Total cost of ownership (not just initial price)

  • Long-term relationship potential

Final Questions Before You Decide

  • Which contractor do you trust to answer the phone at 6 AM on Easter Sunday?

  • Who demonstrated the best understanding of your specific needs and challenges?

  • Which team made you feel most confident about the long-term success of your investment?

  • Who provided the most transparent and honest communication throughout the process? 

The Bottom Line

Remember: The goal isn't to find the cheapest bid — it's to find the best value and the right partner for your church's mission.

Take time to work through this checklist thoroughly. Ask the hard questions. Trust your instincts. And remember that the right contractor will welcome this level of scrutiny because they have nothing to hide.

Questions about any of these items? Our team is always happy to help churches navigate these important decisions, whether you work with us or not. We believe informed churches make better decisions, and better decisions serve the Kingdom more effectively.

Let’s talk about what integrated excellence looks like for your church. And you can check out more resources here.

rachel andersen
Next

Understanding Bids: Why Playing the Field Might Be Costing You More Than You Think