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October 1, 1999
Why Use a Consulting Engineering Service?
By Jeffrey A. Lupinacci
Why use consulting engineering services? This is a question that many technology coordinators and district superintendents ask. Often it seems that someone in the district-a fellow teacher, a parent, an equipment vendor, or a service provider-will do all the design work and strategic planning at no cost to the district. On the surface, this sounds like a "win-win" situation: The district gets the services, and local people are involved with the schools. Often someone is placed in the position of making technology decisions because he or she is the only person who knows how to run the computer, or the person retired from a service company that performed some of the work and was brought on to help. These ideas are not uncommon in school districts across the country.
The problem with this thinking is that the district, limits itself in the long run based on the knowledge and experience that this person possesses and the products he or she knows. Methods are often developed and used based on limited exposure to the many possible choices. As a result, the local person, even with the best intentions, may not be able to recommend the proper long-term direction or technology solution to meet the district's needs.
Vendors who are interested in providing the design service for free with a purchase, are of course, covering the engineering costs in the profit margin. These designs too often provide a very slanted view of the industry based on the product sold by the vendor. "The whole world looks like a nail, if all you sell are hammers" is fitting adage. Vendors often provide excellent installations, but the limitations of a single product line may reduce your overall satisfaction.
The diverse skill sets needed to keep current on all of the specialties in the technology field are formidable. In most districts, the technology coordinator is extremely busy just loading applications, fixing downed machines, fighting for operating dollars, researching solutions to problems, teaching technology classes, meeting with technology users and students (i.e., the customers), and so on. Technology is constantly increasing and becoming more complex and sophisticated. The solutions that were too expensive or not needed last year may be perfect this year, and things that worked well last year may be outdated now. As a result, constant industry monitoring is required to keep even "state of the art" systems updated.
Too often, a great deal of money is invested in a solution that becomes a model of what once was high-tech. A solution that "worked for us in the past" needs to be looked at frequently to see if tweaking is needed in the design for the second building, and the third, and so on. Products are often retired from production as "new and improved" products replace them. These changes for all of the different products that make up a complete solution require many hours of monitoring.
So, back to the question why use consulting services? As described above, the time needed to monitor the industry is something most districts cannot afford. The sole purpose of consultants is to be in touch with the industry in which they work. Keeping updated on products and services and being able to provide their clients with the benefit of that knowledge is what a consultant does best. Consultants also have the experience of designing many other installations with similar problems and challenges. This experience allows them to best identify the different technologies to meet the specific requirements of your installation.
Too often a consultant must make recommendations for technology that is different than that currently being used, or more expensive than a budget will allow, or unfamiliar to the client. This is uncomfortable for both parties, but one must assume that the consultant has a good history in the industry and community, and that he or she is acting ethically and without bias. The consultant probably is making recommendations based on the direction of industry as well as to meet unique needs of the client. A good relationship between the consultant and client is paramount. Without trust, the two will not be able to work together as a team to keep costs down while providing the best solution for students.
Here's what a consultant can provide that will directly benefit your installation:
- An understanding of your current equipment and practices for later incorporation into any design.
- Integration of all known plans for future systems or applications.
- Project specifications and drawings for your comment and approval.
- An understanding of the construction process and scheduling.
- The capacity to represent you when working with bidders and answering their questions during the bid phase.
- The knowledge to review the bids for accuracy and adherence to the specifications and costs, and the knowledge to make recommendations.
- Review and approval of contractors and their installation methods.
- Review the products selected for both performance and appearance.
- Inspection of the installation and review of test results.
A consultant will include the following in your design specification:
- Configuration and testing of all components.
- Documentation for and labeling of all components.
- Operation and maintenance documents for all equipment and troubleshooting procedures to follow.
- Training for district support personnel.
- Manufacturers' extended warranties and maintenance contracts (clients should never be left to "figure it out" for themselves; this is a waste of their time and is disruptive to students and other end users).
Consultants can provide complete project management of the installation or just an acceptance inspection at the end of the project. Like any other service provider, the consultant wants to be invited back time after time to work on future projects, so you can ask the consultant to support you at little or no additional cost.
Consultants can be your representative in surveying current needs and soliciting proposals from service providers. In this capacity they act as a district employee for a limited time and with a singular function.
Consultants often are looking into the future when they design for a client. The consultant must incorporate the client's current needs with their evolving needs. Designs and recommendations are thus made to protect the client from possible pitfalls. How many times you have heard a colleague say, "I wish that I had put in more cable" or "We wouldn't have lost that data if we had an effective backup plan"?
Consulting engineers are compensated in different ways, but the most common are flat fees, hourly rates, and percentage of construction costs. The project itself may dictate which is the best choice for the district. The allocation of money as operating expenses, capital budgets, or grants also may play a role.
District staff members can add these tasks to their normal functions or enlist the services of a consulting engineer. So, why use a consulting engineering service? To reduce expenditures and have expertise available for the short but critical period of planning and construction.
E-Mail: Jeffrey Lupinacci
RCDD/ LAN Specialist,
Senior Telecom Designer
Brinjac, Kambic & Associates, Inc.
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