PROJECT TENDER AND BOQ FOR INTERIOR WORKS - SLIDES IN E-BOOK FORMAT

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STEPS FOR INTERIOR DESIGNERS TO CREATE A PERFECT BOQ

SEPTEMBER 23, 2020BLOG, INTERIOR DESIGN, INTERIOR DESIGN BUSINESSBILL OF QUANTITIES, ESTIMATION

As an interior designer, we are blessed to be able to live our creations everyday. Having said that, running a design firm is like juggling between multiple tasks. With the clients asking for more design options, the contractors nudging about the definite work delay and the undeniable site visits leaves us with little time for the actual business talks. Yes, you guessed it right!

We are speaking about the meagre window we get to prepare BOQ. Without a doubt, estimation and bill of quantities are at the heart of any project. However, with limited knowledge and time we often neglect making them to precision. A good BOQ is important to help you showcase the right estimate which ultimately builds up the client’s confidence in you. It serves as your launchpad to bagging a project.

Presenting a detailed BOQ helps the client to accelerate his decision making process. It provides you clarity on what best you can design for the client in the said budget. We understand that creating an estimation document can be an intimidating process. So to ease out that pressure on you, we have brought to you a step-by-step guide on how you can make your perfect interior designing budget estimation in no time.

1. Start with a format and design a schedule

The foremost step to take up is to narrow down your BOQ format. It’s imperative to have a standard format across all your project bills. Simply because, it’s easier to maintain your documents. Design your format table and try to keep it accommodative for alterations to suit every project’s need. Make a righteous choice and go for a format that is clear, precise and easily understandable by all.

2. Mention your scope of work

Write down your tasks in detail. The idea is to elaborate on every aspect of service you are proposing to offer. All your billable works such as concept designing, planning, site visit charges, design alterations must be included. Add subtopics in every service that is vast and needs clarification. Putting things on paper avoids any disputes in future and you can get away without doing any unwanted favours to the client. Elaborate on your and every agency’s role in the project. It helps to build role clarity in an extensive project.

Describing the products and materials

This is the part where you can sit with a magnifying glass. Pan out a list of all the materials and products you are planning to use in the project. Categorize and subcategorize the material usage in various places. Specify the type of material in terms of finishes, size, colour, type etc. You can be as descriptive as you want. But learn to strike the balance. Too many details could be time consuming so be smartly elaborate. Dont spend days making a BOQ so perfect that the client pushes you out of the picture. Ideally, no more than 4-6 hours should be spent on creating that perfect BOQ.

Estimating the right quantities

The next step is to quantify every unit of the materials you have mentioned in the bill. A BOQ is all about having the right number of units. The total estimated amount is completely dependent on this factor.

Mention the numbers and their rates correctly. Get in touch with your market vendors, agents and do some surveys if need be. If you ace this step in BOQs, half the war is won. The initial few BOQs can be more time consuming. But things will get simpler as you get comfortable with numbers, estimates and execution.

If you are planning to do some extra work, then it should better be acknowledged. Even if it’s a courteous service or a billable item which is out of your regular course of action, note it down. It helps you to justify your interventions. The additional services include extra site visits during execution, suggesting civil material grades, improvisation ideas for project management, visiting furniture markets with clients etc. You can put them down as a list format without much description and mention market relevant charges for them.

6. Draw down a payment schedule

Again, an important step! Start by explaining your payment category. For example, lump sum payment, charging on services, percentage fees. Once, you have mentioned the mode of payment, elaborate on how and when would you raise bills. Next is to specify the amount. Be clear in this, because here is where you get paid for your services and you don’t want to mess this up! Here’s a quick link you can refer to on how to charge your fees as an interior designer.

A quick math about material wastage is never a waste. As a designer we may tend to skip on the site happenings. So, the next step is to take into account the material wastage and disposal on site. Provide guidelines and responsibilities for site supervisors to handle material delivery. Another important aspect is the site storage and maintenance. Make provisions for site checking of material wear and tear.

Just like you have mentioned your additional services, write down the tasks that do not fall into your professional purview. Keep a note of your limitations and exclusions to wade away any confusion on your role. Also, do write about any product warranties that are proposed in design to assure your service qualities. However, try not to make this very noticeable. A trick here to avoid having much focus on this aspect is to mention all of this in small print. Also, do not be descriptive here. Use as few words as possible and include it towards the end of your BOQ. If you highlight or elaborate on it, it may signal a client of less confidence in you.

It is essential to add a certain additional amount to your estimated total cost. It is a contingency fund to deal with market price fluctuations and uncertainties. A certain percentage of the project fees can be your contingency charges. Do a quick math or survey on the contingency rates before adding them to the total cost.Write down about labour insurance and any other additional risks attached to the project execution. It helps to keep client denials at bay.

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The final step is to cross-check if you have mentioned everything in place. Go through the work descriptions and especially the numbers. Re-calculate your bill amounts to avoid last minute hassles. After checking up on everything, it’s time to place the BOQ on the client’s table. Take his suggestions, make some edits if suitable and get the approval stamp to get your work going.

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The Process of Starting an Interior Designing Project

Here’s a typical process followed when going for interior designing in India:

Approach an Interior Designer: Typically, we search for them online, you come to know about by word of mouth, friends and family, or even by some newspaper ads. You get in touch with them, arrange a meeting and proceed.

Meeting and Budget Discussion: Most of us have an estimate as to how much money are we comfortable in spending on the project. So, we understand what options are available within the budget.

Get the Quotation - Negotiate - Begin: Depending on our budget, the designer would give us a quotation. We negotiate, and some more and the project begins. Didn’t it all sound so very simple! We are sure it did. But the crucial factor on what determines your budget and what negotiations is the interior designer willing to get into and on what basis the costs are being altered is something most of us do not know, are not interested in knowing. BIG MISTAKE!

What Determines your Interior Designing Cost

There are two components that matter in this case, which are as follows:

The Interior designer is a professional so do expect to pay for his/her services. There are a number of ways in which your designer might charge you, the most popular 4 models are described below.

This type of model is often followed for one off consultation, where in you only want only the design ideas from them and not the entire project. This type of model is most used by designers who focus on a single service and give you the estimated time and cost involved for the project.

1. Interior Designer’s fee:

1. Flat fee

2. Per sq. ft of carpet area of your space

To begin with, the rates are from INR 40- 50 per sq. ft but might go up to a whopping INR 500+. Generally INR 100 per sq. ft is fairly an average range. Many interior designers follow the per sq. ft model when projects are executed by them as well.

3. Percent of total cost of project

This is most common model opted for, and it starts from anywhere around 8-10%. However, the designers who are highly experienced will charge at least 12-15% or above for their services. This is again followed when the interior designers look into the execution of the project.

4. No separate cost

In case of projects where everything is taken care of end-to-end by the interior designer, also known as turnkey projects, a designer may not ask separate fee for a service. Since the project includes all the services, the fee of the interior designer is also included in the project itself. This model is mostly seen in case of premium and luxury projects.

2. Actual Cost of Interiors:

The choice of interiors you opt for and the ones that fit with your budget can be entirely different. There are a number of aspects involved in calculating the actual cost of interiors such as carpentry, paint, civil, electricals, etc. There is a separate cost structure for each aspect.

Also, the choice of material which includes laminate, ply - quality of ply, PU, veneer, etc. also make a huge difference in the overall cost of the project. A variety of techniques may be deployed to achieve a certain design but eventually, it is the material choices that make all the difference. And, different materials have different pricing structures as well.

How are various components calculated?

All the components of the project will be priced differently. The furniture might be priced using a different method, the walls and floorings might be calculated by a different one. Here again, you will broadly find 2 ways in which the different components are charged.

1. Per Sq. Ft.

As a general rule of thumb you can assume that all the immovable components of your interior design project will be charged Per Sq. ft. The typical components that are calculated on the basis of Per Sq. Ft. are - Modular kitchens, wardrobe, TV units, fixed beds, fixed study tables, false ceilings, civil work, painting, electricals and wiring, etc.

2. Lump Sum

Generally all components, which can be moved are calculated on a lump sum bases. Few examples of such components are moveable furniture such as centre table, dining table, sofa sets, kid beds, etc. There are also a number of smaller components like side tables, chairs, small cabinets etc. which are typically charged lump sum.

Although sofa and beds maybe charged as lump sum, the cost is still calculated on basis of the running feet and size - You can ask your interior designer for a break up for the same to understand the costing. But by and large you will be quoted a lump sum price for it.

Even in case of lump sum, cost is broken down basis the materials used, quality of the product, type of upholstery, etc. Also, the kind of wood, the quality, plywoods, laminates etc. influence the cost.

How is Per Sq. Ft rate calculated?

The moment you come across the term 'Per Sq. Ft, chances are that you immediately make an association with the area of your home or office. However, in case of interiors, Per. Sq. Ft , it doesn't mean the same.

When the components are priced in terms of Per Sq. Ft in respect to interior designing, it also take into account the areas of the walls and the ceiling that are to be used in the installation.

An Example Calculating The Cost

Suppose you want to know the cost of a modular kitchen to be created in your home. All the components that are below the counter will be calculated on the basis the floor’s per sq. footage. The components such as cabinets, shutters and so on appearing above the counter will be based on the wall’s sq. footage. Same for TV units, Wardrobes etc.

Similarly, if you want to calculate the cost of designing the living room, components that are to be fixed on walls such as TV units, bookshelf (if any) etc will be based on the sq. footage of the wall, rather than the floor.

So…. How to understand the quotations given to you?

Your interior designer will generally provide you with a quotation before beginning the project as an estimate of the money you'll need to spend on the project. This quotation is generally given in the form of a BOQ and you will be able to see all the components listed with the estimates of the cost they would incur, calculated on either per Sq. Ft. basis or total costlump sum basis.

What is a BOQ?

The full form of BOQ is Bill of Quantities. It is a list which consists of different components of your interior design project basis your expectations, budget and scope of work. In front of each item, its estimated total cost is mentioned. This serves as an estimate for your entire project.

In order to understand everything in a better way, you are free to question about the things mentioned in the BOQ. A good interior designer will be willing to explain, each and every price component to you in detail. He/she would also tell you what determines the prices of the finished products, which components you can change to reduce the costs, etc.

An Example of Bill of Quantities

A typical bill of quantities will look something like the image given below:

As mentioned before, once the Bill of Quantities is shared, you must negotiate and discuss with the designer wherever it is possible to make changes. However, do notedon’t compromise on quality over quantity. Once everything is in accordance with your preference and budget, the actual work can begin and you can watch your dream project unfold!

Things to Remember About the Bill of Quantities:

1. It is an Estimate, Not the Final Cost:

A Bill of Quantities is an estimation of the costs of components, it is not the full and final cost model of your project. Hence, you must be prepared to witness certain ups and downs in your budget. Sometimes, a certain material could cost more than expected which would change the overall cost, or sometimes it won't be available and you'll have to look for an alternative, this alternative might cost more or less.

2. Modifications Affect Cost:

Generally, a few things change after the project has begun. You might suddenly change your mind, or your designer might suggest something different, which he/she feels is better suited to a certain area of your home, than initially decided. This would change the costs. Hence, the final cost of the project can turn out to be different than what is expected.

Wherever You have a Doubt:

You can freely ask for bifurcations of the components of projects. There are a number of components whose costs would be clubbed. For example, you need a dining table with 4 chairs - the overall cost would be clubbed together and shown as one component. Suppose in your BOQ, the cost is mentioned as follows:

Dining Table (4 Chairs) = Rs. 30,000

In this, you can freely ask your designer to explain or breakup the cost of each component - table, chair, the fabric used for the cushion of the chair, the table top, the varnish, etc. separately. Your satisfaction is important hence don't shy away from asking.

4. Changing Materials = Changing Overall Cost

You decided on a certain quality of plywood but your wife wants another, you decided for a wallpaper, but your wife prefers paint, there are many other instances such as these. In such cases the actual cost will be affected. It might go up, or it might come down, all depends on the kind of material. For instance Marine ply is expensive than a regular ply or having a wardrobe attached to a wall with ply inside can add to the cost, as compared to putting wallpapers on the walls which would form the inside of your wardrobe. If you feel you are going overboard with your budget, ask your designer on possible ways to reduce the cost without compromising much on the quality of work.

A good designer will always suggest what’s best for you. Remember, for them a happy customer is a testimony to their great job!

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Further to client feedback and approval of concept development, stage 3 will commence. In this stage of works, the design is translated into technical information with an accurate bill of quantities for a detailed cost study by a quantity surveyor (of required) or local contractors in order to define the build budget and to work with us to value engineer the design work.

A quantity surveyor (not included in fees) can be used to to work with us to value engineer the design work (if required). The detailed design will involve the preparation of preliminary profile drawings and specifications and formally presented as a tender package

Although this phase is for refining the technical aspects of the project, additional development may still be required.

Options

At this stage you will have sufficient information to go to tender. Depending on your preference, budget and timescales you can either take the tender documentation to project manage and tender to your own contractors and preferred suppliers or we can support you with the full tender process and implantation support, outlined below Working drawings (design intent/profile drawings) and specifications are prepared to define in detail all the materials that are to be incorporated into the project, where they are to be located and how they are to be installed. We can coordinate construction documents with architects, engineers and the local team

Pre-tender document for approval

Pre-tender material and furniture specifications

Specifications schedule for the project

Sketches / visuals and overall appearance of interiors.

3D renders/sketches or visuals and overall appearance of the space

Drawing issue sheets

Blind bill of quantities and ball park budget study ready for tender

Pre tender presentation with client team

Example of drawing packages

Existing Plans

Demolition Plans

Proposed / layout plans

Builders Plans

Floor finishes plans

Built furniture plans

Loose furniture plans and layouts

Standard details, sections and details

Typical details

Elevations

RCP Ceiling plans

Lighting plans

Small power

As built plans

Signage and shopfront fascia

Further to client feedback on the detailed pre tender design

we can then fully detail all elements producing final drawings, specifications and artwork (where necessary), detailing materials, locations and installation methods. We will produce material and furniture specification schedules and profile drawing packages for tender along with an accurate revised bill of quantities. In this stage we would also do any value engineering if required. Revisions to drawings and additional details will be carried out during this phase while the contractors are tendering or alternatively where we work closely with the chosen contractor (negotiated).

Prepare tender documents for competitive bids or negotiated proposals from a selected list of general contractors and suppliers. This list can be provided by Nugget Design or the client. We will meet with contractors and architects to present and review the full package and discuss any issues/details, and address questions from contractors, prepare revisions to the original drawings or specifications (should it be required). On approval we distribute pdf sets of working drawings and specifications along with a finalised ‘scope of works’ document and blind bill of quantities.

Specifications and artwork|

Interiors tender documentation

Revise visuals and overall appearance of interiors elements

Complete set of plans and specification

Blind bill of quantities

Contractor pre tender meetings

Review contractor bids

Contractor recommendations

Prepare / distribute pdf sets of working drawings and specifications

Prepare a finalised ‘scope of works’ document

Value engineering where required.

Further to client feedback on the detailed pre tender design we can then fully detail all elements producing final drawings, specifications and artwork (where necessary), detailing materials, locations and installation methods. We will produce material and furniture specification schedules and profile drawing packages for tender along with an accurate revised bill of quantities. In this stage we would also do any value engineering if required. Revisions to drawings and additional details will be carried out during this phase while the contractors are tendering or alternatively where we work closely with the chosen contractor (negotiated). Prepare tender documents for competitive bids or negotiated proposals from a selected list of general contractors and suppliers. This list can be provided by Nugget design or the client. We will meet with contractors and architects to present and review the full package and discuss any issues/details, and address questions from contractors, prepare revisions to the original drawings or specifications (should it be required). On approval we distribute pdf sets of working drawings and specifications along with a finalised ‘scope of works’ document and blind bill of quantities.

Specifications and artwork|

Appoint contractors

Review contractors drawings

Contractor technical support

Contractor meetings

Artwork for signage and graphic applications

Prototype reviews

On-site installation support

Contractor recommendations

Prepare / distribute pdf sets of working drawings and specifications

Prepare a finalised ‘scope of works’ document

Value engineering where required.

Quality control and review with client

On site installation support

Snagging

Issue final as built drawings