RFP Mistakes That Cause Change Orders
before the crew reaches site.
The network RFP mistakes that cause the most change orders are missing site surveys, uncertain quantities, undefined pathways, unstated access windows, unclear trade boundaries, absent test standards, no cutover owner, missing unit rates, and subjective acceptance. Each omission forces the bidder to make an assumption. The cheapest assumption wins the bid; the real condition becomes a change after award.
Undefined pathways, access windows, quantities, and acceptance rules become change orders
SRS Networks is a nationwide IT infrastructure deployment partner headquartered in South San Francisco, California, serving multi-site enterprises across the 48 contiguous states, Alaska, and Hawaii since 1996. This page turns field-delivery requirements into a scope, comparison, and acceptance record a buyer can use.
Nine omissions and their change-order mechanism
| Omission | Bid assumption | Change trigger |
|---|---|---|
| No survey | Clear pathway and normal access | Blocked route or lift requirement |
| No unit rates | Changes priced later | Any added drop or revisit |
| No trade boundary | Another contractor owns adjacent work | Power, patching, or firestopping gap |
| No acceptance test | Installer defines completion | Buyer requests evidence after demobilization |
Unknown is not the same as excluded
Identify unknowns, assign an allowance, and state how they will be reconciled. Leaving the line out guarantees inconsistent bidder assumptions.
Access belongs in the scope
Badging, escorts, union rules, loading docks, ceiling restrictions, and after-hours windows change labor. Put them in the site matrix.
Changes need prepriced units
Carry labor classes, adds, moves, lifts, travel, and revisit rates in the award. Negotiating them during an outage removes the buyer's bargaining position.
When this is not the right approach
No RFP can eliminate changes when existing conditions are concealed or design decisions continue after award. Use surveys and a controlled allowance instead of pretending the uncertainty is gone.
Straight answers
The network RFP mistakes that cause the most change orders are missing site surveys, uncertain quantities, undefined pathways, unstated access windows, unclear trade boundaries, absent test standards, no cutover owner, missing unit rates, and subjective acceptance. Each omission forces the bidder to make an assumption. The cheapest assumption wins the bid; the real condition becomes a change after award.
Start with the operating use case, affected sites, existing conditions, quantities, schedule, access rules, acceptance owner, and required evidence. Resolve unknowns through a survey or carry them as explicit allowances instead of letting each bidder make a different assumption.
Require the records that let another qualified team understand and support the work: labeled photos, device and port schedules, test results, approved exceptions, configuration or commissioning evidence where applicable, and signed site acceptance in a consistent folder structure.
Compare line-by-line scope compliance before comparing price. Score the field-delivery plan, named responsibility, schedule, testing, documentation, escalation, COI and licensing evidence where required, commercial exceptions, unit rates, and normalized total.
Yes. SRS Networks coordinates infrastructure deployment across the 48 contiguous states, Alaska, and Hawaii using in-house W-2 field leads, a vetted subcontractor bench, six offices, dual-coast staging, and the Project Command Center for status and closeout visibility.
No RFP can eliminate changes when existing conditions are concealed or design decisions continue after award. Use surveys and a controlled allowance instead of pretending the uncertainty is gone.
No certification should be inferred from product or technology experience. SRS publishes a manufacturer authorization, company credential, license, or individual certification only after its active status has been verified and when it applies to the project.
Email partners@srsnetworks.com with the site count, target geography, desired schedule, available drawings or inventory, and the current scope document. Call (866) 224-3636 when the schedule or access window needs immediate discussion.
Put a field-executable scope in front of the crew
Email the site count, geography, schedule, and current documents. Cheryl routes the request to the right deployment lead.
Review an RFP Before IssuePlan the installation around your city and building
Review local access and scope considerations, then use the planning worksheet to prepare quantities, work windows and acceptance requirements.