Most school security projects don’t go over budget because of hardware prices or unexpected labor issues. They go over budget because of the spec.
When the design spec is vague, outdated, or overly restrictive, it creates confusion for bidders and problems during installation. Integrators are forced to guess. Low bidders win based on incomplete information. And the result is what no one wants: delays, change orders, and equipment that may not perform the way it should.
This is something we see often, especially in K–12 projects that are trying to move quickly after a bond or grant approval. Districts have the right intent. They want to upgrade and secure their campuses. But the process starts with a document that quietly sets the entire project up for headaches later.
Let’s talk about what makes a spec go bad, how it creates hidden costs, and how to prevent it before your next project goes out to bid.
What makes a Bad Spec?
Most specs don’t fail because of a single issue. They fall short because they don’t fully account for how the system needs to perform long term. Some common issues include:
- Vague language
Example: “Provide a video surveillance system.” What kind of system? How many cameras? What performance standards? Without details, you get a wide range of bids and poor apples-to-apples comparisons.- Brand-locked requirements
Some specs are written so tightly around one manufacturer that they limit flexibility. This creates risk for districts that may need to scale or update their system later.- Lack of lifecycle planning
Specs should consider how the system will grow or evolve. Will it integrate with future access control? Can the district support and maintain it with in-house resources?- No integration considerations
Systems no longer operate in isolation. The spec should guide how video surveillance, access control, emergency notifications, and visitor management work together.- Unclear performance expectations
Without defining what “good” looks like, you’re relying on the lowest bidder’s interpretation. That rarely works in your favor.
Even when a project seems straightforward, a poorly written spec introduces risk. That risk almost always turns into cost. Here’s how:
You don’t have to write a perfect spec to get better results. You just need a document that creates clarity, encourages quality, and sets your integrator up to succeed. A strong spec should:
It also helps to include a logical sequence of operations, details on required training and support, and clear definitions of responsibilities during commissioning.
Enterprise customers are required to think long-term because the systems they deploy cover large campuses, compliance requirements, and hundreds or thousands of users. Their specs reflect that kind of planning.
We believe school districts deserve the same approach. A K–12 security spec should be written like an enterprise system: clear, scalable, supportable, and built to last beyond a single budget cycle.
At Pref-Tech, we work with Texas school districts to review or help write specs that reduce rework and make your project easier to manage.
Whether you’re upgrading one campus or planning a district-wide rollout, a well-written spec can be the difference between a smooth project and a stressful one.
If you’re preparing for a bond project or thinking ahead to your next RFP, we’re happy to take a look and offer feedback.
Let’s make sure your spec sets you up for long-term success. Not short-term headaches.
Call us today: 281-442-0550.
