Sourcing quotes from contractors for your office fit out project can be one of the most time-consuming and stressful parts of the entire process. Unfortunately, it’s also the most necessary part too.

It doesn’t help that there are a few untrustworthy and unreliable contractors out there who will try to take advantage of you. To make sure that this doesn’t happen, we’ve put together a few tips on how you can get realistic office fit out quotes from potential contractors you’re considering for your project.

Know the difference between an estimate and a quote

Terminology associated with the fit out process can be confusing at times, especially when it comes to pricing a job. A common mistake most business owners make is thinking that the words “estimate” and “quote” are not interchangeable and have different meanings.

When asking a contractor for an estimate, they’ll provide you with an educated but quickly calculated and non-binding guess of what your project might cost. Estimates are usually provided when the full extent of work that needs to be done is not yet clear at first glance and can vary depending on what happens as the job progresses.

A fixed-price quote, however, is an accurately researched and calculated price that is agreed upon between you and the contractor. Quotes are usually comprehensive with a detailed breakdown that shows you exactly how the fit out specialist arrived at the final amount. Provided nothing changes, a quote should reflect the final sum you’ll pay.

Be clear about the work you want to be done

A contractor draws up a quote based on the information you provide – so be sure to give as much detail and specifics as possible. The more information you give, the more accurate your quote will be.

Understand why quotes vary from builder to builder

When searching for a suitable fit out contractor or company, it’s always good practice to go through a tender process and invite different builders to provide quotes for your project. However, you might notice that each contractor’s quote will differ from the others.

The main factors behind this are:

Demand

Fit out contractors are always in high demand – especially those who are specialists in the corporate field. And as such, there will always be someone somewhere in Dubai or Abu Dhabi who is willing to pay the going rate – even if you don’t want to.

Therefore, contractors will always price high as it’s in their best interest. However, the opposite is also true. When a fit out business is going through a bit of a slump and work is hard to come by, they will be more likely to reduce their prices.

Single quotes

Contractors are well aware that many people only ask for one quote, usually sourced from a local firm they feel they can trust. This is a good reminder to always source quotes from more than one company as contractors who are usually bust will offer a high quotation to make as much profit as possible. If their price is rejected, it will not affect them as they have plenty of other work to tend to.

The loss leader

Be very aware that many contractors will offer cheap quotes as a means to attract you and get their foot in the door. This is because they know that it’s rare for them to be kicked off a job once they’ve started. And once the project is underway, they’ll begin to add extra costs for additional work not included in the original quote.

Never accept a quote based on the price alone – there’s a big difference between a cheap quote and one that offers good value for money. Ensure that the quote lists a full breakdown that details everything you need and want to be done before approving anything.

Risk

Depending on the complexity and size of the project, a contractor might see nothing but additional risk and extra work – which will factor into the overall price of your fit out. This is due to complex designs costing more to build, as well as needing extra work if anything goes wrong.

Get a basic idea of what the project will cost

There are a few simple ways to check if the quotes you’re receiving from contractors are accurate and reliable.

The first thing you can do is use a fit out cost calculator, like the free one offered on our website, to get a basic idea of what your build is likely to cost.

Or take it a step further and use an estimating service that uses your plans and a series of algorithms to determine a basic price for all the materials and labour that your project requires – this can then be used as a yardstick against other quotes. You’ll have to pay for an estimating service, but it’s usually set at an affordable price.

The third (and most expensive) option is to get a full quantity surveyor (QS) appraisal. This solution isn’t the cheapest, but it will provide an accurate costing for your project, listing the materials and work that needs to be done. A QS report can be used as the basis for tender documents so that any bidding contractors have no excuse to miss out on vital work in their quote.

Remember no-one works for free

This might seem like a silly and obvious point to include, but it’s always good to have a reminder that everyone who ends up working on your office fit out project is there to make a profit off of you. So, try not to be alarmed when you see high numbers or unexpected figures on your quotation.

The aim of the game is not to get the lowest possible quotation, but to get everything completed within your budget – which should already be set at a realistic figure before approaching contractors for quotes.

Should you source three quotes?

It’s always suggested that you source at least 3 quotes for your project before choosing a contractor. However, if your first quote looks reasonable, well thought through and you’re satisfied with the price, then by all means, accept it. This will save you the time and effort of having to find two more quotes.

But there’s always a risk associated with the single quote route, so we’d always advise going the extra mile and obtaining quotes from 3 to 5 fit out contractors.

Next steps

Now that you have a good idea of what to keep in mind when sourcing quotes for your office fit out, you can begin the process of finding the perfect someone to help you craft and execute your project. We’ve helped you get this far and we don’t plan to stop now.

Contractors.Direct offers a curated database of thoroughly vetted, quality contractors who can bring your vision to life, on time and on budget. Get in touch with us and we’ll be happy to connect you with the right people for the job.