Why quotes for the same floor area can differ so much, what to check line by line, and the questions to send every contractor before you accept a price.
You have three quotations for the same floor area and the totals are nowhere near each other. For a project manager, quantity surveyor or facilities manager, the temptation is to shortlist the cheapest and move on. In commercial flooring that is rarely safe. The difference between quotes is usually a difference in scope, not in price — and the scope that is missing tends to reappear later as a variation.
This guide explains how to read commercial flooring quotes like-for-like, what to check before you compare totals, and the questions worth sending to every contractor before you sign.
Why quotes for the same floor area differ
Two contractors can measure the same 500 square metres and still price very different jobs. One may have allowed for uplifting old tiles, smoothing the subfloor and fitting cap-and-cove skirting; another may have priced the floor finish alone. One may have assumed clear daytime access; another may have priced weekend working around a live building. Until each quote describes the same work, comparing the totals tells you very little.
Compare the product, the method and the requirements
Start with the flooring itself. Check that each quote names the same manufacturer, range and thickness — or, if an equivalent is offered, that it is genuinely equivalent for slip resistance, wear and the sector you work in. Then look at the installation method: sheet vinyl that is heat welded, LVT that is fully bonded, carpet tiles laid on tackifier, or a resin system applied in layers. Each method carries different labour, materials and time. Finally, check that the quote reflects your project requirements — clinical areas, wet rooms, heavy rolling loads or high footfall all change what is needed.
What is included: removal, preparation and finishing
This is where most of the gap between quotes is hiding. Check whether each contractor has included uplift and removal of the existing floor covering, waste disposal, subfloor preparation such as priming, latex smoothing or levelling, moisture testing of the base, the adhesives specified by the manufacturer, and trims, thresholds, nosings and skirting details. Subfloor preparation in particular is easy to leave out of a quote and expensive to add later. If a quote says preparation is "subject to survey", ask what has been allowed and how any extra will be priced.
Access, furniture, working hours and phasing
Commercial floors are often laid in buildings that are still in use. Check who is moving furniture and equipment, whether lifts, parking and storage are available, and whether the price assumes normal working hours or includes evenings, nights or weekends. If the work needs to be phased — a ward at a time, a store bay at a time, or floor by floor in an office — make sure each quote is based on the same phasing plan, because return visits and setting-up time all cost money.
Exclusions, provisional sums and variations
Read the exclusions as carefully as the inclusions. Common exclusions include asbestos surveys, damp-proof membranes, structural repairs, out-of-hours working and making good after other trades. Some quotes include provisional allowances for work that cannot be priced until the old floor is lifted. Check how big those allowances are and whether they are realistic. Most importantly, ask each contractor how variations will be agreed — ideally in writing, priced before the work is done, using rates you can check.
| Item to compare | What to check | Why it matters |
|---|---|---|
| Flooring product | Manufacturer, range, thickness and any proposed equivalent | A cheaper alternative may not meet the slip, wear or sector requirements |
| Installation method | Heat welded, fully bonded, loose lay or multi-layer resin | Method changes labour, materials, time and long-term performance |
| Uplift and disposal | Whether removal of the old floor and waste disposal are included | Often left out and added later as a variation |
| Subfloor preparation | Priming, smoothing, levelling and repairs allowed for | Poor preparation is a common cause of flooring failure |
| Moisture testing | Whether the base will be tested and what happens if it fails | Damp subfloors can cause adhesive failure and lifting |
| Adhesives and accessories | Adhesives, trims, thresholds, nosings and skirtings | Small items add up and affect the finished detail |
| Access and working hours | Daytime, evening, night or weekend working; lifts and parking | Out-of-hours work and restricted access change the price |
| Furniture and phasing | Who moves furniture; number of phases or return visits | Each extra phase adds setting-up time and cost |
| Exclusions and provisional sums | What is excluded and how large any allowances are | Low allowances can hide the true cost of the job |
| Variations | How changes will be priced and approved | Clear rules avoid disputes once work is under way |
| Experience and insurance | Similar projects, insurance certificates and accreditations | Reduces risk on live or specialist sites |
| Handover and cover | Handover documents, product warranty and workmanship terms | Tells you what support you have after completion |
Experience, insurance and handover
A lower price from a contractor without relevant experience can cost more in the end. Ask for examples of similar projects in your sector, and check that the contractor holds suitable insurance for the work and can provide certificates on request. Accreditations such as CHAS and SMAS Worksafe can help show health and safety standards have been independently checked. Ask what you will receive at handover: product data sheets, cleaning and maintenance guidance, and any test results or records relevant to your project.
Product warranty versus workmanship
These are two different things. A product warranty comes from the manufacturer and covers the flooring material itself, usually on condition that it was installed and maintained as the manufacturer requires. Cover for the installation workmanship comes from the contractor. Ask each contractor to set out in writing what workmanship cover they provide, for how long and on what terms, and confirm that the installation will follow the manufacturer's guidance so the product warranty is not put at risk. Do not assume these terms are the same across quotes — ask.
Questions to send contractors before accepting a quote
- Which exact product, range and thickness have you priced?
- Is uplift, removal and disposal of the existing floor included?
- What subfloor preparation and moisture testing have you allowed for?
- Are adhesives, trims, thresholds and skirtings included?
- What working hours, access and phasing is the price based on?
- Who is moving furniture and equipment?
- What is excluded, and what provisional allowances are included?
- How will variations be priced and agreed?
- Can you share similar projects and your insurance certificates?
- What workmanship cover do you provide, and what will we receive at handover?
Getting a like-for-like quote
The simplest way to compare quotes is to give every contractor the same information: drawings or floor plans, the specification, access and working-hour restrictions, and your programme. A site survey before pricing removes much of the guesswork about preparation. Prem-Floor (UK) Ltd is a commercial flooring contractor based in Whetstone, Leicester, working across Leicestershire and on projects UK-wide. Send us your plans, specification or project details and we will provide a clear, itemised quotation — with inclusions, exclusions and assumptions set out so you can compare it properly.