How to Compare Quotes Without Missing Hidden Assumptions

Comparing contractor quotations can be challenging. The lowest price isn't always the best value, and hidden assumptions can lead to unexpected costs. This guide helps you compare quotes effectively and make informed decisions.

Why Quote Comparison Is Challenging

Several factors make comparison difficult:

Different Formats

Contractors use varying quotation formats, making like-for-like comparison difficult.

Varying Detail Levels

Some quotes are detailed and itemised, others are lump sum with minimal breakdown.

Hidden Assumptions

Unstated assumptions about scope, exclusions, and responsibilities can significantly impact final cost.

Quality Differences

Specifications may differ in materials, workmanship standards, and finish quality.

What Should a Good Quotation Include?

Before comparing quotes, understand what comprehensive quotations should contain:

Essential Elements

1. Company Details

• Full company name and registration
• Contact information
• Insurance details

2. Scope of Works

• Detailed description of works included
• Specifications for materials and standards
• Methodology where relevant

3. Exclusions

• Clear list of what's NOT included
• Items requiring separate quotation
• Client responsibilities

4. Programme

• Estimated duration
• Key milestones
• Dependencies and assumptions

5. Pricing

• Itemised breakdown (preferred)
• Or lump sum with explanation
• Payment terms and schedule

6. Terms and Conditions

• Warranty information
• Variation procedure
• Cancellation terms
• Dispute resolution

7. Validity Period

• How long quote remains valid
• Notice required for acceptance

Creating a Comparison Framework

Develop a systematic approach:

Step 1: Create a Comparison Spreadsheet

Set up columns for:

• Contractor name
• Total price
• Key scope items
• Exclusions
• Programme duration
• Payment terms
• Warranty period
• Notable differences

Step 2: Break Down Each Quote

Extract key information:

• What's explicitly included
• What's explicitly excluded
• What's unclear or unstated
• Quality specifications
• Programme commitments

Step 3: Identify Differences

Note where quotes differ:

• Scope variations
• Specification differences
• Exclusion differences
• Programme variations
• Terms differences

Common Hidden Assumptions

Watch for these often-unstated assumptions:

Access and Site Preparation

Assumption: Site is clear and accessible

Reality check:

• Is furniture removal included?
• Is site clearance included?
• Are access routes adequate?
• Is parking available?

Questions to ask:

• "Does your quote include moving furniture?"
• "What site preparation do you expect us to provide?"
• "Are there any access requirements we need to arrange?"

Existing Condition

Assumption: Existing surfaces are in good condition

Reality check:

• Is additional preparation needed?
• Are repairs to existing elements included?
• What if hidden defects are discovered?

Questions to ask:

• "What condition do you assume existing surfaces are in?"
• "Is making good existing defects included?"
• "How do you handle unexpected issues discovered during works?"

Materials and Specifications

Assumption: Basic/standard materials unless specified

Reality check:

• What brands or quality levels?
• Are samples provided?
• Are alternatives priced?

Questions to ask:

• "What brands/specifications are you quoting?"
• "Can you provide samples?"
• "What would alternative specifications cost?"

Waste Removal

Assumption: May or may not include waste disposal

Reality check:

• Is waste removal included?
• Are skip costs included?
• Who arranges disposal?

Questions to ask:

• "Is waste removal included in your quote?"
• "How will waste be disposed of?"
• "Are there any additional waste costs?"

Making Good and Finishing

Assumption: Varies significantly between quotes

Reality check:

• Is making good adjacent areas included?
• Is final cleaning included?
• What level of finish is included?

Questions to ask:

• "Is making good to adjacent areas included?"
• "Is final cleaning included?"
• "What level of finish should we expect?"

Utilities and Services

Assumption: Existing services are adequate and accessible

Reality check:

• Is electricity supply adequate?
• Is water available?
• Are connections included?

Questions to ask:

• "What utilities do you need us to provide?"
• "Are any temporary services required?"
• "Are connection costs included?"

Protection and Reinstatement

Assumption: Varies in what protection is provided

Reality check:

• Is floor protection included?
• Is furniture covering included?
• Is reinstatement of removed items included?

Questions to ask:

• "What protection measures are included?"
• "Is reinstatement of removed items included?"
• "How will you protect our property?"

Red Flags to Watch For

Be cautious of:

Significantly Lower Prices

If one quote is much lower, ask why:

• Different scope interpretation?
• Lower quality materials?
• Less experienced team?
• Unrealistic programme?
• Hidden exclusions?

Vague Descriptions

Beware of:

• "Supply and fit as required"
• "Make good as necessary"
• "To client satisfaction"
• "As per site requirements"

These phrases lack specificity and can lead to disputes.

Extensive Exclusions

Long exclusion lists may indicate:

• Scope not properly understood
• Risk avoidance
• Potential for extras
• Incomplete quotation

No Programme Information

Lack of programme detail suggests:

• Inexperience
• Unrealistic expectations
• Flexibility to delay
• Lack of planning

Unclear Payment Terms

Watch for:

• Large upfront payments
• Vague milestone definitions
• No retention
• Payment before completion

Questions to Ask Each Contractor

Clarify assumptions with specific questions:

Scope Clarification

• "Can you confirm exactly what's included in your quote?"
• "What site preparation do you expect?"
• "Are there any items you've excluded that others have included?"

Quality and Specifications

• "What quality/brand of materials are you quoting?"
• "Can you provide samples or references?"
• "What workmanship standards do you work to?"

Programme and Logistics

• "How long will the works take?"
• "What are the key milestones?"
• "How many operatives will be on site?"
• "What hours will you work?"

Contingencies

• "What happens if unexpected issues are discovered?"
• "How do you handle variations?"
• "What's your process for additional works?"

Post-Completion

• "Is final cleaning included?"
• "What warranty do you provide?"
• "How do you handle any issues after completion?"

Making the Decision

Consider factors beyond price:

Value vs. Cost

Evaluate:

• Scope completeness
• Quality specifications
• Contractor experience
• Communication quality
• References and reputation
• Risk of extras

Risk Assessment

Consider:

• Likelihood of variations
• Quality of planning
• Contractor reliability
• Programme realism
• Financial stability

Gut Feel

Don't ignore:

• Communication quality
• Professionalism
• Responsiveness
• Attention to detail
• Cultural fit

Negotiation and Clarification

Before deciding:

Request Clarifications

Ask contractors to:

• Clarify ambiguous items
• Confirm assumptions
• Provide additional detail
• Explain significant differences

Seek Alignment

Request quotes to:

• Match specifications
• Include/exclude same items
• Use same measurement basis
• Provide comparable detail

Negotiate Fairly

Consider:

• Value engineering options
• Phasing possibilities
• Specification alternatives
• Payment term flexibility

Documentation

Once decided:

Confirm in Writing

Ensure final agreement includes:

• Agreed scope
• Confirmed exclusions
• Programme commitments
• Payment terms
• Variation procedure

Avoid Assumptions

Make explicit:

• All responsibilities
• All exclusions
• All assumptions
• All specifications

Conclusion

Effective quote comparison requires looking beyond headline prices to understand scope, assumptions, exclusions, and quality. Ask questions, seek clarifications, and evaluate value rather than just cost.

A slightly higher quote with comprehensive scope and clear terms often represents better value than a low quote with hidden assumptions and potential for extras.

Take time to compare properly—it pays dividends in project success and peace of mind.

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Need a clear, comprehensive quotation with no hidden assumptions? Contact Mitchell Contracting for transparent pricing.