Skip to main content

How to Substitute a Spec’d Product Without Losing the Bid

By Ron Broussard

TL;DR — An “or equal” specification may give you an opportunity to propose an alternative, but it does not automatically make that product approved for the job. Start by confirming that the project allows substitutions, then compare the proposed product against the requirements in the specification, gather the supporting manufacturer documentation, and submit the request according to the project’s substitution procedures and deadline.

A substitution can look good on price and still put a bid at risk. The proposed product may meet the technical requirements and offer real savings, but the request can still be rejected if it doesn’t follow the project’s approval process or arrives without the documentation the reviewer requires.

The product comparison is only one part of the decision. Timing, compatibility, listings, documentation, availability, schedule impact, and the project’s formal approval requirements all matter before an alternative should make its way into the bid.

Read the Spec Before You Price the Alternative

Three common specification approaches show up on commercial security and fire work, and each gives you a different amount of room to propose an alternative.

A proprietary or closed spec names a specific product or manufacturer and may limit or prohibit substitutions. The owner may have standardized on a platform, or the job may need to match existing equipment already in place. If the specification does not allow substitutions, don’t assume an alternative can be proposed through the normal substitution process. Any exception would need to follow the project’s contract documents and approval requirements.

A basis-of-design spec with an or-equal clause names a product while allowing alternatives that meet the specified criteria. The important part is the approval process: “or equal” means you can propose an alternative for review. It does not mean you can simply price a different product and assume it is approved for installation.

A performance spec focuses on what the system or product has to accomplish rather than prescribing one exact product. That can give the contractor more flexibility in product selection, but the proposed equipment still has to satisfy the requirements written into the project documents.

Read which type of specification you’re dealing with before you price an alternative. Then check the project’s substitution requirements to determine whether an alternative is allowed, who has authority to approve it, and when that approval has to happen.

Division 01 Sets the Rules, Not Division 28

Division 28 may tell you what the security or fire system requires, but the project’s substitution procedures are often found in Division 01.

Look for a section titled something like Substitution Procedures or similar language in the project requirements. That’s where you’ll typically find the process for requesting an alternative, including who receives the request, what documentation has to be submitted, what form to use, and when the request is due.

Pay close attention to the deadline. Some projects require substitution requests to be submitted a specific number of days before the bid date. Others distinguish between substitutions proposed during bidding and those requested after the contract has been awarded. Don’t assume there’s a standard 10-day window. Use the deadline written into that project’s documents.

Pre-bid approval can also affect how an alternative becomes part of the bidding documents. Depending on the project’s procedures, an approved substitution may be communicated through an addendum or another formal modification so bidders are working from the same requirements.

Pull the substitution requirements before you build the bid, not after you’ve already priced the alternative. If the project requires a specific form or supporting documentation, follow that process exactly. A technically comparable product still has to make it through the administrative requirements written into the contract documents.

What Has to Match for a Product to Be Equal

“Equal” means meeting the requirements the project documents establish for the specified product or system, not simply finding something that looks comparable on a cut sheet. What needs to be demonstrated depends heavily on the product category.

Fire. Compatibility is critical. Addressable fire alarm devices are generally designed to operate within a manufacturer’s specific system architecture and protocol, so don’t assume a device from another manufacturer can be substituted onto an existing addressable loop. For conventional initiating devices such as two-wire smoke detectors, verify that the proposed device is listed or identified as compatible with the specific control equipment as required by the manufacturer and applicable listing. The engineer’s approval also does not replace any acceptance or approval required by the authority having jurisdiction.

Access control. Start with the interfaces and technologies the system requires. Check communication protocol, credential technology and format, electrical requirements, and compatibility with the existing access control system. OSDP and Wiegand use different communication methods, so a proposed reader needs to support the interface required by the system. A lower-cost reader isn’t an equal if it creates a compatibility problem with the owner’s existing credentials or system.

Video. ONVIF conformance can help establish interoperability, but it does not by itself establish feature-for-feature equivalency. Two cameras may both conform to an ONVIF profile while differing in analytics, supported features, firmware behavior, or integration with a particular VMS. Check the proposed camera against the VMS manufacturer’s current compatibility or supported-device information and against the specific capabilities required by the project.

Wire, cable, and power. Compare the characteristics the project specifies. For cable, that may include conductor size, conductor material, insulation or jacket type, listing, and environmental or installation rating. For power supplies, verify voltage, output capacity, applicable listings, battery and charging requirements, and compatibility with the equipment being powered. Don’t assume matching one headline specification makes the proposed product equal.

The goal isn’t to prove that one product is generally “as good as” another. It’s to show, requirement by requirement, that the proposed product satisfies the criteria that apply to that specific project.

The Documentation That Gets a Substitution Approved

A substitution request should make it easy for the reviewer to compare the proposed product against what the project requires. Don’t make the engineer or architect piece together the comparison from two separate cut sheets.

Include:

  • A side-by-side comparison. Organize it around the requirements in the specification. Show the specified requirement or product in one column and the corresponding information for the proposed product in the next.
  • Product data, listings, and approvals. Include the manufacturer’s documentation needed to verify the proposed product’s ratings, listings, certifications, compatibility, or other requirements identified in the project documents.
  • Warranty terms. State the proposed product’s warranty and identify any differences that could matter to the owner.
  • Schedule impact. Document lead time and any effect the substitution could have on procurement, installation, or the project schedule.
  • Cost impact. State any proposed increase, decrease, or other cost effect in the format required by the project’s substitution procedures.
  • Related changes. Identify whether the substitution affects dimensions, connections, wiring, power, programming, other trades, or work already shown in the drawings and specifications.

Also check the project’s substitution procedures for any required certification or statement about who is responsible for costs or coordination created by the change. The exact documentation required is controlled by the project documents, so use those requirements as the checklist rather than assuming every substitution package follows the same format.

The goal is straightforward: give the reviewer enough documented information to evaluate the proposed product against the project’s requirements without having to build the comparison for you.

When Substituting Costs More Than It Saves

Sometimes the better move is to order the specified product and move on.

A substitution has costs beyond the difference in product price. Someone has to research the alternative, build the comparison, gather the documentation, submit the request, and respond to questions or revisions. If the request is rejected, that time is already spent and the specified product may still need to be ordered.

There are downstream considerations too. A substitution can affect the submittal schedule, coordination with other equipment, programming, closeout documentation, service, warranty support, and the products the owner has to maintain after the project is complete.

Before starting the substitution process, compare the potential benefit against the work and risk involved. A meaningful cost savings, availability problem, or technical advantage may justify the effort. A small price difference on a specified product that’s readily available may not.

Start by confirming the actual availability and lead time of the specified product. If it can be supplied when the project needs it, you may not need a substitution at all. If it can’t, you’ll know the alternative needs to be evaluated against both the specification and the project schedule.

That availability check is something to make early, while there’s still time to follow the project’s substitution process rather than after the deadline has passed.

What Your Distributor Can Do Before You Decide

Your distributor can help answer two important questions early: Is the specified product available, and what alternatives are worth evaluating?

Before you commit to a substitution, ask your SDS franchise:

  • Confirm the specified product. Is it stocked locally or otherwise available, what’s the current lead time, and can it be supplied when the project needs it? Get that answer before assuming a substitution is necessary.
  • Ask about possible cross-references. SDS distributes products across fire, intrusion, access control, video, AV, networking, wire and cable, tools, and power. Depending on the product and application, the franchise team may be able to identify another product line worth evaluating against the specification.
  • Request the manufacturer documentation. Gather the cut sheets, listings, compatibility information, warranty details, and other manufacturer documentation needed to compare the proposed product against the project requirements.
  • Bring in the manufacturer when necessary. If compatibility, listings, configuration, or another technical requirement needs confirmation, ask the franchise team to help connect you with the appropriate manufacturer resource or representative.

SDS franchise teams are trained on the product lines they distribute and can help contractors identify products, locate manufacturer documentation, and understand what’s available. That support can make the substitution process easier, but it doesn’t replace the project’s formal review and approval process. The contractor and project team remain responsible for confirming that the proposed product satisfies the contract documents, applicable code requirements, licensing requirements, and any required approvals.

Frequently Asked Questions

Does an or-equal specification mean I can install a comparable product?

Not automatically. An or-equal provision may allow you to propose an alternative for review, but the product still has to go through the approval process required by the project documents. Check the substitution procedures for who approves the request, what documentation is required, and when it has to be submitted.

When do substitution requests have to be submitted?

It depends on the project. Substitution procedures are often addressed in Division 01, where the documents may establish a deadline, required form, supporting documentation, and different procedures for requests made before bidding versus after award. Use the deadline in the specific project documents rather than assuming a standard submission window.

Can you substitute a smoke detector on an addressable fire alarm panel?

Don’t assume that an addressable detector from another manufacturer can be substituted onto the system. Addressable devices have to work with the specific fire alarm system architecture, protocol, manufacturer requirements, and applicable listings. For conventional two-wire smoke detectors, verify compatibility with the specific control equipment using the manufacturer’s published documentation and applicable listing requirements.

Does ONVIF conformance make two cameras equivalent?

No. ONVIF conformance can establish a level of interoperability, but it does not by itself establish feature-for-feature equivalency. Cameras can differ in analytics, supported features, firmware behavior, and integration with a particular VMS. Check the proposed camera against both the project’s requirements and the VMS manufacturer’s current compatibility or supported-device information.

What documentation should I include with a substitution request?

Follow the project’s substitution procedures first. Depending on those requirements, the package may include a side-by-side comparison, manufacturer product data, applicable listings and approvals, warranty information, lead time and schedule impact, cost impact, and documentation of any related changes the substitution would create.

What happens if I bid an unapproved substitution on a public project?

The consequences depend on the solicitation and applicable procurement requirements. A deviation from the bidding documents can create responsiveness issues or lead to rejection of the proposed substitution, but the result depends on the project’s specific requirements. On any public bid, confirm the substitution and approval procedures before pricing an alternative.

How can a distributor help with a product substitution?

A distributor can help confirm availability and lead time for the specified product, identify possible alternatives across the lines it carries, locate manufacturer documentation, and connect the contractor with manufacturer resources when additional technical confirmation is needed. The proposed substitution still has to satisfy the project’s requirements and go through any required review and approval process. Contact your local SDS franchise to discuss availability, product options, and support in your market.

About the Author

Ron Broussard is Chief Executive Officer of Security Data Supply and has more than 30 years of experience in the security industry. He has held executive leadership roles across distribution and manufacturing, giving him a broad perspective on the challenges contractors, integrators, and distributors face every day. At Security Data Supply, he guides the company’s franchise network, vendor relationships, and long-term growth strategy.

Methodology

This article combines Security Data Supply’s experience supporting security, fire, and low-voltage contractors with published guidance on construction specifications, product compatibility, and manufacturer documentation. It describes general considerations for evaluating and submitting product substitutions, not the requirements of any individual project.

The project’s contract documents control. Contractors should review the applicable specifications, Division 01 requirements, bidding documents, manufacturer documentation, listings and compatibility information, and any required approvals before proposing or installing an alternative product.

Sources and Further Reading