Preparing a BOQ for Safety Products
GGR Product & Compliance Team · Updated 2026-08-22 · 6 min read
What a BOQ Needs to Achieve
A bill of quantities is a structured list of everything to be supplied, with enough detail that different suppliers can price the same thing and be compared fairly. For safety products, ambiguity is costly: a vague line invites mismatched substitutions and revised quotes.
The goal is that each line can be quoted without the supplier having to guess or ask a series of clarifying questions. The more precisely the item, standard, unit and quantity are defined, the faster and more accurate the response.
Write Unambiguous Line Items
Describe each product specifically. Instead of 'gloves', state the type, intended protection, material and any required performance level. Instead of 'coverall', state the fabric type, any protective property and the intended use.
Where a specific protective standard, class or rating is required, put it in the line. Where you are open to options, say so and describe the hazard so the supplier can propose alternatives for your safety team to confirm. In all cases, confirm the cited standard against product documentation before finalising.
- Clear product name and type
- Material and key protective properties
- Required standard, class or rating (or the hazard, if open to options)
- Any brand or equivalent-acceptable note
Get Units of Measure Right
Units are a frequent source of pricing errors. Specify whether an item is priced per piece, per pair, per box, per roll or per set, and how many pieces a box or pack contains where relevant.
For consumables like gloves and disposables, unit and pack size drive the numbers dramatically. Stating them explicitly prevents a quote that looks cheaper only because it is priced per box rather than per pair, and keeps comparisons honest.
Quantities, Sizes and Buffers
Give quantities per line and, for wearable items, a size breakdown. If sizes are not yet confirmed, provide a headcount and mark the sizes as provisional so the supplier can flag stock and lead-time implications.
Consider including a sensible buffer for consumables and common sizes, and note whether the requirement is a one-off or recurring. Suppliers can often offer better terms on recurring or larger volumes when this is stated up front.
Format for Fair Comparison
Lay the BOQ out as a table with consistent columns, item, specification, standard, unit, quantity, size, so that returned quotes can be compared line by line. A shared, structured format reduces back-and-forth and speeds up award.
Leave a column for the supplier to note any proposed equivalent and its documentation. This keeps substitutions transparent and ensures nothing non-compliant slips in unnoticed.
Key takeaways
- Make every line item specific enough to quote without follow-up questions.
- State the required standard or class per line, or describe the hazard if open to options.
- Define units and pack sizes precisely so comparisons stay honest.
- Provide quantities with size breakdowns, marking provisional sizes clearly.
- Use a consistent table format so quotes can be compared line by line.
FAQ
Detailed enough that a supplier can price it without guessing. Include the product type, material, key protective properties and any required standard or class, plus unit and quantity.
Because a quote priced per box versus per pair, or per roll versus per metre, can look very different for the same product. Stating units and pack sizes keeps quotes comparable and prevents pricing errors.
Provide a headcount and mark sizes as provisional. The supplier can then flag stock and lead-time implications, and you can confirm the size breakdown before the order is placed.