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Service specifications: Definition and important aspects for buyers
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Service specifications in a nutshell:
A bill of quantities is a structured document that lists in detail all the services, quantities and quality requirements to be provided for a procurement project. In purchasing, it serves as the central basis for tenders, offers and contract design, ensuring precise comparability of offers and legal certainty.
Example: When tendering for facility management services, the specifications contain 150 individual items ranging from the daily cleaning of 5,000 m² of office space to the semi-annual maintenance of 12 air conditioning systems, with each item defining precise time specifications and quality standards.
Contents
What is a bill of quantities?
A bill of quantities is a detailed document that describes all the services, materials and work required for a project purchase or procurement. It serves as the basis for offers from suppliers or service providers and enables a standardized and transparent tendering process. By precisely specifying the requirements, the bill of quantities ensures that all bidders prepare bids on the same information basis and that comparable bids are therefore available.
Core elements of a bill of quantities
Importance in the procurement process
In purchasing, the bill of quantities is an indispensable tool for creating clear and unambiguous invitations to tender. It enables purchasers to compare offers efficiently and make well-founded decisions. By standardizing the requirements, misunderstandings are avoided and the risk of deviations in the provision of services is reduced. In addition, a carefully created specification strengthens negotiation techniques with suppliers.
Service specifications: From paper-based to digital approach
The bill of quantities is a central tool in the procurement process that provides detailed specifications for projects. Based on its theoretical foundation, it enables a transparent tendering process and comparability of offers. In practice, however, the complexity of projects is increasing, which raises the need for more efficient methods. In order to meet these requirements, a shift from traditional to modern, digital approaches is necessary.
Old: Paper-based service specifications
Traditional approach: Traditionally, service specifications were created and managed manually. These paper-based documents took a lot of time to create and update. Changes had to be entered manually, which led to errors. Communication with supplier management took place by post or fax, which caused delays and impaired transparency. In addition, coordination between different departments was difficult as there was no central database. These methods could no longer meet the increasing demands for speed and precision.
New: Digital service directory
Digital Bill of Quantities: The modern approach uses digital technologies to create and manage bills of quantities. Specialized software allows services to be recorded efficiently and stored in a central database. Changes are synchronized in real time, meaning that all parties involved always have access to the latest version. The integration of BIM systems enables planning data to be linked directly to the service specifications. This leads to a significant reduction in sources of error and speeds up the tendering process. Electronic communication channels facilitate the exchange of information with suppliers and promote transparent collaboration.
Practical example: Digitalization in building construction
A leading construction company implemented a digital bill of quantities that was integrated into the existing BIM system. This changeover reduced the time required to create service specifications by 50%. In addition, the error rate in the tender documents fell by 30%. Electronic communication with suppliers accelerated the tendering phase, allowing projects to start two weeks earlier on average. These efficiency gains led to cost savings of 12% per project and significantly increased the company's competitiveness.
Conclusion on the provision of services
Precise and complete specifications are the foundation for successful procurement processes and project management. It creates transparency, enables fair bid comparisons and minimizes risks through clear specifications. The increasing digitalization and integration of modern technologies such as BIM and AI are further optimizing the creation and management of specifications. However, careful detailed planning and continuous updating remain crucial to ensure the long-term success of the project.
