What is a bill of quantities?
The bill of quantities is used in Germany for tenders and construction projects or other services. This describes all services in detail. The contractor knows exactly which services he has to provide. This provides the basis for preparing tenders and selecting the contractor. When awarding contracts, the service specifications ensure transparency, comparability and legal certainty. This enables tenants to prepare their tenders on a clear and standardised basis.
The service specifications are also used in other areas in which services or deliveries are put out to tender. Misunderstandings are avoided and it is ensured that all parties involved have the same expectations. It is therefore important that the description is precise and complete.
The bill of quantities also serves as a control instrument. The quality of the work carried out can be checked and documented because the specifications have been clearly defined. This gives both the client and the contractor security and reliability throughout the project.
Why is it so important to have a well-designed CV?
A clearly defined specification avoids misunderstandings: Everyone involved knows exactly what the work to be carried out should look like. This is why precise wording is important. They prevent misinterpretations and subsequent disputes. If services are not clearly described, suppliers may make different assumptions, which can lead to major discrepancies when preparing the tender.
The client can compare offers more easily thanks to a detailed description of the required services. The tenants, in turn, have a standardised basis on which to carry out their calculations. This leads to fair and realistic offers. Without a clearly structured tender specification, it can be difficult to understand the differences in price and performance between the tenders submitted, which makes it much more difficult to reliably select a suitable provider.
As long as the service description is precisely formulated, the client can evaluate the bids received fairly and transparently in terms of price and performance. In this way, he receives the most economical offer. At the same time, equal opportunities are guaranteed for all bidders, as the calculation is based on the same information.
A complete and clearly formulated service description creates a clear contractual basis. Supplements are avoided and disputes during execution can also be largely avoided. Should there nevertheless be any ambiguities, the service specification serves as an objective reference - and enables factual clarification.
What does the content and structure of a bill of quantities look like?
The bill of quantities has a clear structure. All relevant information is written down here. They are clearly organised. Of course, the structure of the bill of quantities can vary depending on the industry and project. However, some elements are usually included.
First of all, the Project name, the building owner or client called. Furthermore, the Location of the project are specified. If there are planners or engineers involved, they are also named. This is the framework for the project.
Next, all of the Work described in detail. There will be Scope and type of services is determined. In the process Quality standards The specifications are defined, technical requirements are described and any materials used are also named. It is important that the description is as precise as possible. This leaves less room for interpretation. The expected results are therefore clear. If necessary, exact quantities and dimensions are stated. This is important for the calculation of the offers submitted by the bidders. These can be, for example, quantities, areas, volumes or lengths. This enables the supplier to calculate their offer correctly. There are then no more cost deviations here.
Quality standards are important
The binding definition of quality standards is particularly important. The specification of the materials used must also be clearly defined. Standards or technical data sheets can be used for this. There are also manufacturer specifications that can be mentioned in the bill of quantities. This ensures that the work carried out complies with the required Material and quality standards.
Another important point of the bill of quantities is the defined time frame. These can be milestones, the execution of various tasks within the project or the complete completion date. This allows the provider to plan their work realistically and coordinate it accordingly. The client can also clearly monitor the timelines and thus monitor the overall progress of the project.
The client must also Special requirements - for example, safety regulations, access restrictions or industry-specific environmental requirements. Such special conditions must be described in detail so that they can be correctly taken into account by the provider during execution.
Checklist for the creation of a bill of quantities
We have now discussed the planning and structuring of the bill of quantities. Below we provide a checklist that can serve as a guide. This will ensure that all important aspects are taken into account.
- Completely record project data: The client and the project name are important. The location and the partners involved must also be clearly named.
- Clear service description: The work to be carried out must be described precisely and clearly. Only a precise description of services enables bidders to calculate their bids realistically and comprehensibly.
- Correct quantities and dimensions: If necessary, unit numbers or quantities should be specified. The required dimensions for production parts should also be specified precisely and comprehensibly.
- Enclose any necessary plans and drawings: Sketches, relevant construction plans or technical drawings must be included. The respective reference must be clear so that all parties involved can visually understand the requirements.
- Defined quality standards and materials: If the client has special quality requirements or standards that must be met, these must be mentioned in the service description. Special materials must also be described precisely.
- Realistic deadlines and schedules: Both milestones and the schedule should be formulated realistically and tailored to the specific requirements of the project.
- Consideration of special requirements: If the client has specific organisational conditions or safety regulations, these must be clearly documented. Environmental requirements must also be clearly stated so that the contractor can fulfil them.
What are typical mistakes - and how can you avoid them?
As a rule, a List of services with the utmost care. However, errors may occur from time to time. This makes the tendering process considerably more difficult. It can also jeopardise the subsequent implementation of the project. It is therefore important to recognise the most common mistakes and avoid them.
- Services must be formulated as precisely as possible. The descriptions should be clear and complete. This leaves no room for interpretation or misunderstandings later on. This helps to avoid supplements or disputes.
- Clear quantity specifications are crucial to avoid cost deviations. This enables the supplier to carry out a reliable calculation and submit a precise quotation.
- Requirements must be clearly defined in the specifications. They must be agreed between both parties beforehand. This makes it easier to prepare the offer and avoids confusion and uncertainty later on.
- The schedule or milestones must be realistic. The client and contractor must coordinate this. Tight and impractical deadlines lead to delays. In the worst case scenario, the contractor may compromise on quality due to a tight schedule.
The client is obliged to clearly state special requirements in the service description. The contractor must be clearly informed so that these special requirements are not overlooked.
