Practical guide
How to compare contractors' estimates for the works
Comparing contractors' estimates is one of the most delicate steps in managing extraordinary works, because three apparently similar offers can hide very different tasks, materials and exclusions. The comparison is meaningful only if the contractors price the exact same technical basis: without a specification or a common request for quotation, the numbers are not comparable. This guide explains how to prepare the request, which items to check, how to normalise the offers and how to bring to the owners' meeting a clear comparison that reduces the risk of disputes and mid-work variations.
What to check in every estimate
- Itemised description of tasks and quantities (metres, months, units)
- Unit prices in addition to the total amount
- Materials stated by type and characteristics, not just generic brand
- Exclusions, safety charges and scaffolding
- Execution times and penalties for delay
- Warranties, payment terms and validity of the offer
1. Start from a common technical basis
The premise of any serious comparison is that all contractors price the same tasks. To achieve this the manager, often with the help of a technician, prepares a request for quotation or a specification describing the works, quantities and material standards.
Without this basis, one contractor may exclude the scaffolding, another may propose a cheaper material and a third may omit disposal: the three figures are not comparable. Giving everyone the same document is what turns an estimate into an objective figure.
2. Read the items and exclusions
The estimate must be read line by line. Quantities must be consistent between offers and with the actual state of the site. Very low unit prices may signal lower-quality materials or tasks not included that will resurface as variations.
Exclusions are often the trickiest part. Scaffolding, safety charges, waste disposal, temporary works and restorations may be inside or outside the price. A lower offer that excludes these items often becomes the most expensive at final accounting.
- Compare unit prices, not just the total
- Check that quantities are the same for all contractors
- Mark which items are included and excluded in each offer
3. Normalise the offers
To truly compare, you must normalise, that is bring the offers to the same scope. If one contractor excludes the scaffolding, an estimate of that cost is added to their offer before comparison. If another proposes a different material, its technical equivalence is assessed.
The result is a comparison table that, for the same tasks, shows the real cost of each contractor. Only this normalised amount is worth presenting to the owners' meeting, otherwise you risk choosing the most incomplete offer rather than the most convenient one.
4. Look beyond the price
Price is not the only criterion. The soundness of the contractor, references on similar works, compliance with social security contributions, insurance cover and the proposed timing all matter. An excessive discount may hide a struggling contractor that risks leaving the site unfinished.
The warranties offered and the payment terms should also be considered. Payment linked to states of progress protects the condominium more than a large initial advance. The choice must balance economic convenience and reliability.
5. Bring the comparison to the meeting
The owners' meeting decides, but decides well only if it receives an orderly comparison. The manager presents the table with normalised amounts, timing, warranties and notes on the contractors, so the vote is informed and can be recorded transparently.
Software such as AmministraPro lets you archive the estimates received, track them per condominium and attach them to the minutes of the resolution, keeping the history of offers available for future checks. The features are described on the funzioni page and the plans on the prezzi page.
Frequently asked questions
How many estimates are needed for extraordinary works?
The law sets no minimum, but correct practice calls for at least two or three comparable estimates. More offers, priced on the same technical basis, give the owners' meeting a reliable picture of market prices and reduce the risk of contestable choices.
Why must estimates be requested on the same basis?
Because contractors pricing different tasks, materials or exclusions produce numbers that cannot be compared. Giving everyone the same specification or request for quotation is the only way to obtain comparable figures and choose objectively.
Is the cheapest estimate always the best?
Not necessarily. A low offer may exclude important items such as scaffolding, safety or disposal, which then resurface as variations. After normalisation, the apparently cheapest offer may turn out to be the most expensive once the works are done.
Can the manager choose the contractor alone?
No, choosing the contractor for extraordinary works is up to the owners' meeting. The manager collects and reviews the estimates, prepares the comparison and executes the resolution, but the decision on the award belongs to the owners.
What to check besides price?
Check compliance with social security contributions, insurance cover, references, execution times, penalties for delay, warranties and payment terms. Payment by states of progress protects the condominium more than a large initial advance.
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