Getting three quotes is easy; making them comparable is not. If each quote describes the job differently, the lowest figure is usually the least complete description.
Same specification first
Ask for quotes against your specification, not each yard's own description. Write every item measurably: not "hull paint" but "underwater hull: existing coatings blasted off, two coats epoxy primer, two coats antifouling, to the maker's data sheet". That way the quotes price the same job.
What to look for in a quote
- Itemised price
- Not a lump sum; materials, labour and yard costs on separate lines.
- Material brands
- Product name and system stated; "or equivalent" should not be left open.
- Duration and schedule
- Start, interim stages and completion date; what happens if it runs late.
- Exclusions
- What is not included, in writing. Every unlisted item can become an extra later.
- Warranty
- On which work, for how long, on what terms.
- Payment plan
- Tied to stages of work, or to the calendar?
Comparing
- Put them in a table. Specification items in rows, quotes in columns.
- Mark the gaps. An item missing from one quote will either be added later or has been forgotten; ask.
- Question the outlier. A line far below or above the others hides a scope difference.
- Ask for references. A boat and owner for the same kind of work.
How many quotes, and from whom?
Three quotes are usually enough. Fewer leave nothing to compare; more add time spent explaining the same specification to each yard and reviewing replies. Yards asked to quote should have worked on boats of similar size and material. Seeing a reference boat in person or talking to its owner can tell you more than the quote's figure.
Managing the tender
- Same package. Every yard receives the same specification, the same photos and the relevant sections of the condition report.
- Boat visit. A day is set for yards to see the boat; questions are answered in writing and the answers shared with all yards.
- One deadline. Quotes due on the same day keep the comparison fair.
- Clarification. Missing or differently understood items are put to each yard separately before deciding.
Why the lowest quote is questioned
A quote well below the others may be good news, but usually it shows a scope difference: an item left out, lower-grade material assumed, or work found on opening not considered at all. Ask the lowest bidder how they will do the same item. If the answer meets the specification, it really is a good price.
Deciding
The decision weighs price with the yard's references, schedule, warranty and how clearly they answered questions. A yard that answers questions precisely during the tender usually communicates the same way during the work.
After choosing
The chosen quote becomes an annex to the contract; nothing missing from it counts as "included" by word of mouth. If a good idea from an unsuccessful quote is to be adopted, it is added as a written change. A short note of thanks and the outcome to the yards not chosen keeps the door open for working with them next time.
When comparing, remember that the same item may be named differently by different yards. Rows in the comparison table follow the specification's numbering, so items with different names but the same work line up side by side.