How to Quantify a Villa Tender When Key Drawings Are Missing
Project Highlight: Tahera Mohamed Saeed Mohamed Al Zubaidi Villa Construction.
Challenge: Incomplete Tender Information
At Fast Estimator, we regularly work on fast-track villa projects where time is tight, and clarity is even tighter. A recent example is the Tahera Mohamed Saeed Mohamed Al Zubaidi Villa, where we were engaged to deliver a comprehensive quantity take-off at tender stage. However, this project presented a challenge common across many tenders: missing or incomplete design information.
The Problem
During our initial review of the tender package, we noted several critical gaps in the provided drawings and documents:
- No Finishing Details: Flooring, ceiling, skirting, and wall paint specifications were absent from the finishing drawings.
- Structural Gaps: The structural design for the lift was missing entirely.
- MEP Shortcomings: There were no electrical, drainage, or water supply drawings included in the tender set. Only the air conditioning (AC) layout was provided.
These omissions can make accurate quantification difficult but not impossible. With the right approach, estimators can still provide a reliable bill of quantities that supports both competitive pricing and project viability.
Fast Estimator’s Approach to Quantifying with Incomplete Information
Here’s how we overcame these challenges to deliver a clear, defensible quantity take-off:
Issue and Track RFIs (Requests for Information)
The first step is to raise RFIs to the consultant or client to officially document the missing information and seek clarification. In this case, RFIs were submitted for:
- Finishing material specifications
- Lift structure details
- Missing MEP services layouts
This not only initiates dialogue but also protects the estimator by highlighting areas of uncertainty.
Use Provisional Quantities and Assumptions
While waiting for responses, it’s essential to proceed using industry-standard assumptions and provisional quantities. For example:
- Floor Finishes: Estimate based on typical villa finishes (e.g. porcelain tiles in living areas, ceramic in wet areas, marble in lobbies).
- Ceilings: Assume standard gypsum board suspended ceiling at 2.7–3.0m height, with allowances for feature ceilings in main reception areas.
- Skirting and Paint: Linear metre calculations based on internal wall lengths, with standard emulsion paint to walls unless otherwise specified.
Every assumption is clearly stated in the notes or in a qualification sheet submitted with the BoQ.
Refer to Local Regulations and Market Norms
For the lift shaft, in the absence of structural data, we referred to local building codes and manufacturer guidelines to estimate shaft dimensions, pit depth, and headroom. We also included structural elements such as RC walls and lintels based on comparable projects.
Estimate MEP Based on AC Layouts and Typical Services Design
Even though only the AC layout was provided, we used it to infer:
- Room usage and probable loadings
- Presence of wet areas (toilets, kitchens, service rooms)
From this, we estimated drainage runs, water supply piping, and electrical point densities using historical data from similar villa projects. Electrical points were assumed per room type, with allowances for external lighting, DBs, and service connections.
Highlight Risks and Include Contingency
When submitting the BoQ, it’s vital to highlight risk areas due to missing data. We included:
- A contingency percentage on MEP works
- Clearly marked provisional sums for the lift structure and all finishing items
- A qualification sheet specifying what was assumed or excluded
This transparency ensures that the client is aware of the data gaps and the financial implications of future design changes.
Collaborate With Designers Where Possible
If design consultants are available, we engage them early to cross-check assumptions. In some cases, informal feedback from the design team can fill in gaps even before official RFIs are answered.
Conclusion: From Uncertainty to Clarity
Tendering with incomplete information is a reality in fast-paced villa construction. At Fast Estimator, we turn uncertainty into clarity by combining structured estimation methods with proactive communication and solid industry benchmarks.
By documenting every assumption, leveraging historical data, and maintaining close coordination with stakeholders, we ensure our clients can bid confidently—even when the drawings don’t tell the whole story.
Need Help Quantifying Your Next Tender?
Whether your project documents are complete or missing half the story, Fast Estimator is here to help. We specialise in quantifying fast, accurately, and transparently. Get in touch today to see how we can support your next project.