Who This Checklist Is For

This is for the person who is tired of getting bids for lighting controls and feeling like they're comparing apples to used cars. If you're managing a facility upgrade, a new build, or even a retrofit—and you have to answer to a budget committee—this checklist is for you.

It's broken down into 5 steps. I built this after making a few expensive mistakes myself, specifically when we were evaluating systems from major manufacturers (including Acuity Brands). The goal is to get you from a confusing RFP to a purchase order you feel confident about.

Step 1: Clarify the Actual Job, Not Just the Product Name

Look, the biggest mistake I made early on was assuming the product category was the same thing as the solution. A vendor would say, "We have lighting controls," and I'd think, "Great, check the box." Turns out, there's a big difference between a basic standalone photocontrol and a full building management system.

Your first check is simple: define the physical scope.

  • Is this for one room, one floor, or the whole building?
  • Are you controlling fixtures based on occupancy, daylight harvesting (like DTL dark-to-light photocontrols), or a schedule?
  • Do you need centralized management, or will local control do?

Here's the thing: the cheaper system usually fails at the most complex aspect of your project. If you need a whole-building solution with remote management, a basic fixture-integrated sensor is going to leave you frustrated. Get the scope written down in one sentence. For example: "We need individual zone control for 20,000 sq ft of warehouse space, triggered by motion and ambient light."

Step 2: Reverse-Engineer the Specs (Don't Just Compare Lists)

This is the step that saves the most money. Everything I'd read about procurement said to get three quotes and compare line by line. In practice, I found that spec sheets from different manufacturers hide the real differences. One might list "wireless control" while another lists "mesh network." They sound similar. They are not.

Here's how to reverse-engineer it:

  1. Take your scope from Step 1.
  2. Ask each vendor to provide a written description of exactly how their system will accomplish each task.
  3. Compare the architecture, not the bullet points. For example, does the Acuity Brands solution use a local hub, or does it require a cloud subscription? That's a recurring cost a lot of people miss.

The first time I did this, I found that the "lowest bid" system required a $200 annual license fee per zone. Over 20 zones for 10 years? That's $40,000 in hidden costs. The slightly higher upfront bid from another vendor had no such fees. I almost made a huge mistake.

Step 3: Ask About the 'Gray Area' Parts (This is Where the Money Goes)

Most procurement checklists look at the big-ticket items: the fixtures and the main control panel. They forget the connectors, the wiring, the brackets, and the software integration. I'm not a logistics expert, so I can't speak to shipping optimization. What I can tell you from a procurement perspective is that the accessories and installation support are where your budget goes to die.

Your checklist for this step:

  • Ask for a complete Bill of Materials (BOM) that includes every connector, clip, and adapter.
  • Find out who provides technical support for commissioning the controls. Is it included, or is it billable by the hour?
  • For systems like the ones made in Crawfordsville or Conyers, GA (which are known for their robust manufacturing), ask about lead times for replacement parts. A cheap part that takes 8 weeks to replace is not a good deal.

Step 4: Do a 'Surprise Scenario' Walkthrough

This worked for us, but our situation was a mid-size commercial building with a predictable 9-5 schedule. Your mileage may vary if you're dealing with a 24/7 operation or a multi-tenant facility. I can only speak to my context. If you're dealing with a data center or a school, the calculus might be different.

The exercise: Imagine three worst-case scenarios and see how each system handles them.

  1. Power failure: Does the system reset to all lights on (required for safety egress) or does it default to a random state?
  2. Network outage: If your control system relies on the internet, what happens when the internet goes down?
  3. End of life: How easy is it to swap a fixture or a sensor out? Is it proprietary, or can you use a standard replacement part?

When I compared our initial top two choices side by side on these scenarios, I finally understood why the details matter so much. One system required an electrician for every single fixture swap. The other was plug-and-play. That difference alone changed my TCO.

Step 5: Verify the Claims Against Reality (The 5-Minute Call)

Per FTC guidelines (ftc.gov), advertising claims must be truthful and substantiated. A vendor might say, "Our system saves 50% on energy." The question is: in what context? Under what conditions? You need to challenge these claims.

My final checklist item is a verification call, not a price negotiation.

  • Call a previous customer (ask for a reference). Ask them specifically about: commissioning time, user training, and how often they've had to call support.
  • Look up the specific product UL listing or other safety certifications. If the vendor can't provide the cert, it's a red flag.
  • Check the warranty details, not just the length. I've seen warranties that cover the part but not the labor to replace it. That's a hidden cost.

5 minutes of verification beats 5 days of correction. I once saved $8,000 in potential rework just by making a single phone call to confirm that the motion sensor specs were compatible with our high-bay ceiling height.

A Few Things to Watch Out For

Here are the common mistakes I've seen (and made):

  • Assuming 'Leading Brand' means 'Perfect Fit': A brand like Acuity Brands has a huge portfolio. A product made in Canada might be different from one made in Conyers. Verify the specific factory's output.
  • Ignoring the commissioning cost: Some vendors quote a low hardware price but charge $150/hour for programming. This can add 20-30% to your total project cost. Ask for a fixed installation price.
  • Forgetting about training: A complex system is useless if only one person knows how to adjust it. Ensure training is part of the package.