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 the tender preparation and award decision. In the award process, 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?
Clearly defined specifications can prevent misunderstandings. Everyone involved knows what the work to be carried out should look like. It is therefore important that clear formulations are defined. This avoids misinterpretations and subsequent disputes. If services are not described precisely, there is a risk that bidders will make different assumptions, which can lead to significant deviations in the tender preparation.
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 price and performance differences between the submitted tenders and to make a well-founded award decision.
The client can evaluate the bids received fairly in terms of price and performance if the specifications have been carried out precisely. He can therefore award the contract to the most economical tender. The tenants have equal opportunities, as they all calculate and submit their bids on the same information basis.
A complete and clearly formulated service description provides a clear contractual basis. The risk of addenda is eliminated. There can also be no disputes during the execution phase. If ambiguities and disputes do arise, the specifications can be used as an objective reference. In this way, clear solutions can be created.
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 technical requirements and any materials used. 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 bidder to calculate their offer correctly. There are then no longer any cost deviations.
Quality standards are important
It is particularly important that the required Quality standards is defined. 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 meets expectations in terms of material and quality.
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.
It can also sometimes happen that a client Special requirements has. This may include safety regulations or access restrictions, for example. In some sectors, there are also environmental requirements that must be observed. Such special conditions must be described in detail. This is the only way that the tenant can take them into account later when carrying out the work.
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 specified in detail. The wording must be described unambiguously. A very precise service description leads to reliable quotations in your calculation.
- Correct quantities and dimensions: If necessary, piece numbers or quantities should be formulated. The dimensions required for production pieces should also be specified precisely and clearly.
- Enclose any necessary plans and drawings: Sketches, relevant construction plans or technical drawings must be included. Irre 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: Milestones or a fixed time frame for the project must be formulated realistically. They are harmonised according to the 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.
Typical mistakes and how can they be avoided?
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 quantities are important. This prevents costs. Deviations. The bidder can carry out his calculation better and submit a precise offer.
- Requirements must be clearly defined in the specifications. They must be agreed between the two 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. They must be sufficiently clearly defined. The contractor must be clearly informed so that he does not overlook these special requirements.
