It is probably inappropriate to have vendors do your evaluations and write specifications for a stage lighting system. This is a complex system and there are usually procurement requirements (legal requirements) that systems like this be designed by an independent specialist that will not be bidding in the project. This eliminates any conflict of interest issues. Some of the reasons to bring in an independent party to define the purchase and installation are:
- If the system is old enough to be replaced, then it is probably a system that is irrelevant to the teaching and productions needs you will have for the next 10-20 years until the system is again replaced. Replacing new gear that roughly approximates the existing gear is not moving the technology forward to modern production standards - it is just replacing old broken with old not broken.
- If multiple vendors make proposals, then who will evaluate them to see that the school is receiving the best value and the most appropriate solution? Certainly the vendors shouldn't be trusted to grade themselves - that almost never works to your advantage. Does the school have a person on-staff that fully understands the implications of the equipment and systems proposed? This is usually not within the skill-set of the typical purchasing agent.
- If the vendors write the specifications, then who will review the shop drawings, installation, and commissioning of the systems? If vendor 'A" writes the specs, and vendor 'B' gets the job, you can be assured that Vendor 'A' will wash their hands of the project and leave Vendor 'B' to do the work with no objective oversight.
- The 'low-bidder' mentality of the vendors will drive them to provide a price for something that they believe will make you happy, but at a price cheaper than their competitors - rarely does 'cheaper' equate to 'appropriate.'
- Frequently in facilities that are 15 or more years old (and sometimes brand new ones, too) there are access issues to the lighting positions (i.e. unsafe Ladders, Catwalks, or Box-Boom positions) that should be address as a part of any improvements. Also, the stage rigging for the overhead electric battens may require upgrades / replacement as well. Will all of the vendors address this in the same way? If at all? And will it be a safe solution that is student-friendly?
- Typically older systems are integrated with the houselights and the houselight controls. Does it make sense to upgrade the production lighting without considering upgrades to the houselights? Why replace dimmers for lights that may be replaced with LED's that have integrated dimming? Cost-effective solutions make this an attractive joint project if the administration can have it explained to them in a manner that they understand. Modern code requirements have significant changes with regard to how the houselights can and must be controlled, so your old houselight control system will likely need to be upgraded, too.
- Typically older systems have little backstage General Purpose worklighting and Run-Of-Show (ROS) worklighting. These are separate systems that serve two different functions. This should be a part of your stage lighting system upgrade, yet most stage lighting system vendors don't get this done correctly, if at all.
- A major stage lighting system upgrade requires a significant amount of electrical work. These drawings must be done by a Registered Electrical Engineer. However, you don't want your school hiring an Electrical Engineer to design a Stage Lighting System - that almost never turns-out well - they just don't 'get' theatre.
Consider getting your administration to hire a theatre knowledgible independent party to develop your upgrade plan. This can be done in a two-phase approach where the consultant can come and assess your venue for the needs and develop a report to make recommendations to your facilities department. From there the school administrators can better understand the safety implications of the work that is necessary, determine how to fund the project, and define a scope of work for the consultant to design.
The second phase is to have your consultant develop a set of drawings and specifications that meet the State bidding requirements and assist your purchasing department to execute the contract with the successful bidder. The consultant will then oversee the shop drawing review, the installation, and the final commissioning. This ensures that you have received a complete system of equipment that is appropriate for your needs and is well-documented.
Please feel free to contact us if your school is interested in this type of project. Our contact info is on the member profile page.
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Erich Friend
Theatre Consultant
Teqniqal Systems
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Original Message:
Sent: 03-26-2015 08:01
From: Charles Puetzer
Subject: Lighting Companies
I am in need of a new light board and or lighting system for my auditorium. I am in northwest Indiana and am in need of a company to come out and assess the system I currently have. Any suggestions on a company to use. I have already contacted Grand Stage but as it is a School I have to have at least 2 quotes. Also any good or bad on light boards would also be helpful. Thank you for any input.
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Charles Puetzer
Stage manager
Michigan City Area Schools
Michigan City IN
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