How to compare building contractor quotes in Kenya

Compare the work included, not just the final figure

A low quote may cover less work, use different materials, or leave important items as provisional sums. Before comparing totals, give each contractor the same approved drawings, bill of quantities, finish schedule, site information, and written scope. Ask each one to identify exclusions and assumptions in the same format.

When the prices differ, compare the quantities, rates and specifications line by line with your quantity surveyor. The purpose is to understand what the difference buys or leaves out, not to assume that the cheapest or most expensive quote is automatically the best.

Check the contractor’s NCA registration and licence

Use the National Construction Authority’s contractor search and confirm the company’s registered name, class of work, category, and current practising-licence status. The registration should fit the type and value of the work in your contract. Ask the contractor to provide current licence details and verify them directly with NCA if anything is unclear.

A registration check is one important due-diligence step; it does not replace checking the contractor’s experience, references, site arrangements, insurance, financial capacity, or the project team’s professional credentials.

Make sure each price covers the same specification

A complete quotation should make it possible to see what is included for substructure, structure, walling, roofing, finishes, plumbing, electrical work, and any other required package. Confirm the named products or an agreed equivalent standard. Clarify who supplies materials, pays for delivery, stores them, and records quality checks.

• Check whether site clearance, excavation, foundations, drainage, water storage, boundary works and service connections are included.
• Compare quantities, material grades, brands or performance standards, finish schedules and provisional sums.
• List temporary works, site security, waste removal, testing, inspections and handover documents where they apply.
• Ask for a written list of all exclusions, allowances and items that may change after opening up the site.

Review the programme, payment stages, and change process

Ask for a written construction programme showing the main stages, dependencies, and how progress will be reported. Payments should be linked to clearly defined work or agreed milestones, with a process for measuring and approving completed work. Ask your quantity surveyor or project manager to review valuations and variations where they are part of your appointment.

Your contract should explain how changes are requested, priced, approved, and recorded; how delays and extensions are handled; what defects will be corrected after completion; and which documents are required at handover. Have the project team review the terms before signing so the agreed scope and quotation match.

Questions to ask before appointing a contractor

Ask for recent projects that are similar in size and type, permission to contact references, and an explanation of who will manage the site day to day. Confirm who supervises specialist subcontractors and how design questions, quality issues, safety and progress updates will be handled.

• Is your NCA practising licence current for this class and category of work?
• Does this price follow the same drawings, bill of quantities and finish schedule as the other quotes?
• What work, materials, fees or connections are excluded or provisional?
• Who approves changes and additional costs before work proceeds?
• What are the payment milestones, programme, reporting arrangements and handover documents?
• Can I visit a completed or active project and speak with a previous client?

Keep the comparison in writing

Prepare a simple comparison sheet with each contractor’s verified licence details, price, included scope, exclusions, provisional sums, programme, payment stages and references. Ask your architect, quantity surveyor or project manager to explain any gap before you choose. A written, like-for-like comparison makes it easier to discuss value and agree a clear contract.