Accurate quotations that are right first time seem to be impossible to achieve in larger projects, especially when delivery is in the public sector where budgets are more limited.
Every project with multiple stakeholders involved is fundamentally challenging to get accurate quotations due to their differing requirements during the design and procurement process.
Including Every Need Into Specifications
It is very difficult to capture all of the up-front discussions and design input that has gone into a project when it comes to the point of needing a supplier quotation. This is especially true in the healthcare environment where critical small details need to be included with sometimes far-reaching implications if not.
Often once a quotation is requested all requirements have been summarised down to a simple schedule or bill of quantities. With the aim of simplifying to make it easier for suppliers to quote and to create a level playing field.
Importance of Getting Quotations Right First Time
This simplified approach to requesting quotations is guaranteed to create additional costs, sometimes very late in the project delivery cycle. Because it is impossible to capture all of the specific details that need to be included in this way.
It also does not take into account that most products are not like for like. Architects have a very wide spectrum of knowledge but may not always be aware of all specialist materials, product differences and hospital department needs.
Items that are often not listed but are essential for the success of a project include sometimes very small and basic materials like fillers, plinths, sloping tops and internal accessories. Even larger items, for example those that detail how worktops will be supported, are not always included in the BOQ.
Plus, the time needed for suppliers to do a thorough room by room and individual location check to ensure clashes with windows, ventilation grills, radiators and service hatches and other items are taken into account is uneconomical.
Especially when as a result of trying to make sure that there are no hidden costs that will hit the customer later, the supplier includes them. As experts they know they are needed. But they end up pricing themselves out of the contract by not just pricing the parts listed and letting others deal with the issues later.
Not All Products Are The Same
There’s always a balance between short-term price advantages and longer-term whole project cost savings. In almost every market there are choices and options for products that appear to be functionally the same. But some products are not actually fit for the purpose intended, may not be regulatory compliant and may only provide a very short-term life cycle. Giving false economy with a cheap initial price tag and costing more in the long run.
The healthcare environment is particularly tough and highly regulated. In many cases there are conflicting requirements. Products need to be well built and fit for purpose and items that are weaker will need to be strengthened or replaced earlier.
For example, base cabinet doors are very exposed to wear and impact damage with passing trolleys. The weakest point of the door exposed to most stress is around the hinges. Most doors only use two hinges, but three hinges should be used in medical settings to ensure that the weakest point is strong enough to last a minimum of ten years without failing in normal use. Which is why the Systeméd cupboard doors have three specifically engineered hinges as standard.
Clinical storage is a specialist field and involving a company that focuses on the healthcare market at the early stages of a project is essential.
Products expertly designed for use in specific situations will always be better quality than cheaper, mass-use equivalents. The initial cost maybe higher but the lifetime costs will always be better value.
Getting Accurate Quotations
It is important to recognise that an organised, systematic approach is essential to costing every project. The more time and effort that goes into creating a correct and accurate specification, drawings and schedule will help ensure that a project is costed realistically and accurately first time.
Tools such as NBS Source can be useful in identifying suppliers and finding products. But it is always better to get early involvement from specialist suppliers early in the project to ensure all the essential details are included for the initial quotations.
Ultimately the best judges of whether a project is successful are the end users. Has the project improved the workflow and productivity for staff, has it improved the storage and space efficiency for stock and has the overall working environment resulting in improved patient care?
Will the hospital be able to record improved CQC ratings as a recognised and standardised performance measure? A successful end result will normally be reflected with future work assured for the Architect and Contractor too.
However, if accurate quotations are not specified right at the start, either the results will be sub-par or the costs will escalate.
