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How do you compare and evaluate different bids or proposals based on BOQs and schedules?

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If you are a contractor, consultant, or client in the construction industry, you know how important it is to compare and evaluate different bids or proposals based on BOQs and schedules. BOQs, or bills of quantities, are detailed documents that list the materials, labor, and equipment required for a project. Schedules, or activity schedules, are breakdowns of the work tasks, durations, and dependencies for a project. These documents are essential for estimating costs, planning resources, and managing risks. But how do you use them to compare and evaluate different bids or proposals from potential suppliers, subcontractors, or partners? Here are some tips and best practices to help you make informed decisions.

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Harshvardhan Sharma

Deputy Manager-QS
Engr Sadam

Estimation Engineer | Providing accurate estimates for successful bids
Sherif Hassanin

Head of Estimating @ Paradigm | Building Information Modeling

1 Understand the scope and specifications

The first step is to understand the scope and specifications of the project and the bid or proposal. You need to check if the BOQs and schedules are consistent with the design drawings, the contract documents, and the project objectives. You also need to verify if the BOQs and schedules cover all the necessary work items, quantities, and activities. If there are any discrepancies, clarifications, or assumptions, you need to communicate them with the bidder or proposer and resolve them before proceeding.

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Harshvardhan Sharma

Deputy Manager-QS
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Understand the Scope and Specifications, Thoroughly review the project's scope and specifications to ensure alignment with your requirements, Evaluate how well each bid addresses the specific needs outlined in the Bill of Quantities (BOQ).

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Sherif Hassanin

Head of Estimating @ Paradigm | Building Information Modeling
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A thorough review of the scope and specifications is essential to ensure that the project is delivered on time and within budget, while meeting the required quality and safety standards. It also helps to minimize the risk of disputes, claims, and variations during the construction phase.

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2 Analyze the rates and prices

The next step is to analyze the rates and prices of the BOQs and schedules. You need to compare the unit rates and lump sum prices of the materials, labor, and equipment among different bids or proposals. You also need to consider the quality, availability, and reliability of the resources. You need to evaluate if the rates and prices are realistic, competitive, and fair. If there are any deviations, variations, or contingencies, you need to understand the reasons and implications behind them.

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Engr Sadam

Estimation Engineer | Providing accurate estimates for successful bids
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During analyzing the rates and prices in BOQs make sure that the material rates provided by vendors include transportation costs and taxes before comparing unit rates. This can significantly impact the overall cost.

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Harshvardhan Sharma

Deputy Manager-QS
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Compare the rates and prices offered by different bidders for each item in the BOQ. Scrutinize any variations in pricing and seek clarification on discrepancies.

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3 Assess the time and resources

The third step is to assess the time and resources of the BOQs and schedules. You need to compare the durations and dependencies of the work tasks and activities among different bids or proposals. You also need to consider the productivity, efficiency, and flexibility of the resources. You need to evaluate if the time and resources are sufficient, feasible, and optimal. If there are any delays, risks, or opportunities, you need to identify and mitigate them.

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Engr Sadam

Estimation Engineer | Providing accurate estimates for successful bids
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Plan the timeline as accurately as possible. In construction projects, time is money. Effective planning that saves even 10% of the project time can save of around 3 to 4% cost.

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Harshvardhan Sharma

Deputy Manager-QS
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Evaluate the proposed schedules and timelines from each bid to ensure they align with project milestones. Consider the availability and allocation of resources proposed by each bidder.

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4 Review the quality and performance

The fourth step is to review the quality and performance of the BOQs and schedules. You need to compare the standards and criteria of the materials, labor, and equipment among different bids or proposals. You also need to consider the compliance, safety, and sustainability of the resources. You need to evaluate if the quality and performance are acceptable, consistent, and superior. If there are any defects, issues, or enhancements, you need to address and improve them.

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Engr Sadam

Estimation Engineer | Providing accurate estimates for successful bids
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When reviewing the quality and performance ensure that all materials, labor, and equipment meet international quality standards such as ISO 9001 (Quality Management Systems), ISO 14001 (Environmental Management Systems), and ISO 45001 (Occupational Health and Safety Management Systems) that guarantees that the project complies with global best practices, ensuring safety, reliability, and sustainability.

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Harshvardhan Sharma

Deputy Manager-QS
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Examine the quality standards outlined in each proposal, ensuring they meet or exceed project requirements. Assess the past performance and track record of each bidder in delivering similar projects.

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5 Compare the value and benefits

The fifth step is to compare the value and benefits of the BOQs and schedules. You need to compare the cost-benefit analysis of the materials, labor, and equipment among different bids or proposals. You also need to consider the return on investment, lifecycle costs, and value engineering of the resources. You need to evaluate if the value and benefits are worth, aligned, and maximized. If there are any trade-offs, alternatives, or innovations, you need to weigh and explore them.

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Harshvardhan Sharma

Deputy Manager-QS
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Calculate the overall value by weighing the combination of rates, quality, and proposed timelines. Identify any added benefits or value-added services offered by the bidders.

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6 Make a decision and negotiate

The final step is to make a decision and negotiate based on the BOQs and schedules. You need to rank and select the best bid or proposal that meets your requirements, expectations, and budget. You also need to negotiate the terms and conditions of the contract, such as payment methods, variations clauses, and dispute resolution mechanisms. You need to finalize and sign the contract with the chosen bidder or proposer and establish a good working relationship.

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Harshvardhan Sharma

Deputy Manager-QS
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Make an informed decision based on a comprehensive evaluation of all aspects. Initiate negotiations with the selected bidder to optimize terms and conditions, ensuring a mutually beneficial agreement.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you compare and evaluate different bids or proposals based on BOQs and schedules?

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1 Understand the scope and specifications

2 Analyze the rates and prices

3 Assess the time and resources

4 Review the quality and performance

5 Compare the value and benefits

6 Make a decision and negotiate

7 Here’s what else to consider

Quantity Take-offs

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