Commercial maintenance quotations should be compared against the same brief. Before judging the price, establish whether each supplier has allowed for the same assets, tasks, access arrangements and completion evidence. Differences in those assumptions can change the value of the offer considerably.
Create a scope comparison
Put the proposals alongside the brief and mark each requirement as included, excluded or unclear. Ask for clarification in writing. Do not infer that a task is included because a quotation uses a broad phrase such as “full service”.
Useful comparison headings include:
- Asset quantities, locations and activities covered.
- Visit frequency and how missed visits will be handled.
- Labour, materials, consumables and access equipment.
- Working hours, shutdowns and occupier coordination.
- Reporting, defect escalation and handover records.
- Call-out arrangements, exclusions and additional rates.
Identify assumptions that affect price
Access can be a significant difference between offers. One contractor may assume clear access during normal hours while another includes out-of-hours attendance. Establish who arranges permits, escorts or isolation where required, and whether the site can support the proposed method.
Check how remedial work will be quoted and authorised. A low recurring service charge does not tell you what a subsequent repair will cost.
Consider competence and delivery capacity
The HSE’s guide to using contractors is a useful starting point for understanding selection and coordination. The checks needed should reflect the actual work and its risks; a generic collection of badges does not establish suitability for every task.
Ask proportionate questions about relevant experience, the people delivering the work, supervision, specialist qualifications where applicable and proposed arrangements. Obtain technical or legal advice when the decision requires it.
Agree how completion will be demonstrated
Define the report or record you expect and how recommendations will be separated from completed work. Make it clear who receives the information, who reviews follow-on actions and how urgent findings are communicated.
Illustrative example: Two proposals cover the same number of visits. One includes an asset-level report and a defects register; the other only confirms attendance. Clarifying reporting before appointment lets the client compare the actual service and avoid an information gap later.
Keep the decision trail
Record material clarifications, the reason for selection and outstanding conditions before award. Where a cheaper option excludes useful work, make that exclusion visible to the approving person. Keep versions of the final scope and accepted proposal together.
Hope & Harbour’s contractor procurement and performance service helps clients organise these comparisons and establish a practical review framework. Contract award stays with the client, supported by appropriate specialist advice where needed.
Resolve the differences before award
| Situation | Next step | Management check |
|---|---|---|
| One offer excludes access equipment | Ask who supplies it and at what cost | Compare the complete delivery cost |
| Reporting is unclear | Specify the required completion evidence | Obtain a written clarification |
| Technical approaches differ | Seek appropriate specialist assessment | Do not decide solely on price |
Put the guide into practice
Use the free worksheet to record the decisions. Work through one building first, agree who maintains the record, then review open items at the next management meeting. The example rows are illustrative and should be replaced with your own verified information.
Continue with the related practical guide, or find support in your area.
Useful next steps
Contractor quotation comparison worksheet · Questions by area
This guide provides general management information. Decisions about a specific property may need site assessment and appropriately qualified technical or legal advice.