Bidding, always important in procuring fixtures, becomes critical in a scaled-down economy. How will you make sure you are getting the best value for your money when you select your fixture manufacturer? Is the lowest bidder always the best, or will paying less cost you more in the long run? Keep these five points in mind:

1. "Make sure your design documents are as complete as possible before putting them out to bid," recommends James W. Hoover, president of Commercial Store Fixture & Construction Corp., a manufacturer of store fixtures and architectural millwork in Grand Rapids, Mich. Include piece specifications, timeframes, level of costing detail desired, and any special requests. If possible, providing an opportunity for manufacturers to walk the job site before bidding can also prevent unpleasant surprises later.

2. Pre-qualify store fixture manufacturing companies, so that bidders are all experienced companies whose work is of comparable scale and quality. Assessing the size, production level, and areas of specialization of bidders in advance will create a level playing field and comparable proposals later.

3. Provide enough time to bid the job properly. Short deadlines make rough estimates. Selecting a manufacturer based on price and then seeing the price constantly adjusted because of details that weren't considered in the estimate frustrates everyone. A relatively simple fixture order could require as little as two to three days for bid preparation; a complex job involving custom fixtures, perimeters, and multiple locations could take a fixture manufacturer two to three weeks to assemble all the information required for an accurate bid. "We break our bids down into the smallest segments instead of bidding strictly by lineal footage. It takes more time, but it makes our bids more accurate," says Hoover.

4. When you receive the bids, analyze the low bid carefully. Why is it so much lower than the rest? Is the manufacturer using inferior materials or cutting corners, or is the company just better equipped for the type of job on the table? By requesting detailed bids and material lists, you can better identify the specific areas of savings and determine whether you're comfortable with the methods of cost reduction.

5. "Allow for options," suggests Charles Nicely, vice president, sales and marketing, for Technibilt-Cari All, a manufacturer of shelving, backroom, and storage products based in Newton, N.C. Retailers and designers who are looking for ways to cut costs can lose out by being too rigid with bid documents. While your bid should remain specific enough to ensure that all manufacturers are estimating the same job, be sure to provide enough leeway to get the best solution possible for the best price. Some retailers find it helpful to include "options requested" or "options considered" under various line items to encourage additional input from manufacturers.

Bidding should be more than a rote process. The bidding cycle is your opportunity to learn more about fixture manufacturers than just the cost of their fixtures. Take time to assess how well they communicate with you, their rate of response, their ability to offer design suggestions, and their grasp of your overall project objectives. Then determine which qualities are most important to you. When combined with price, service assessments provide a comprehensive picture of the value a particular manufacturer can bring to your project.