A bill of quantities should allow every tenderer to price the same clearly defined product.
When a road-sign BOQ lists only a sign code, general description and quantity, suppliers may base their prices on different substrates, material thicknesses, reflective grades, supports and manufacturing methods. The resulting quotations cannot be compared on an equal basis.
A detailed BOQ protects the employer, engineer, contractor and road user by establishing measurable requirements before pricing begins. Final wording must always be aligned with the applicable project documents and approved by the responsible engineer or authority.
Why vague BOQ descriptions create risk
A description such as “Supply road signs complete” leaves important questions unanswered:
- What dimensions are required?
- Is the sign permanent or temporary?
- Which substrate and thickness are specified?
- Which reflective sheeting grade is required?
- Are posts, brackets and fasteners included?
- Is installation included or excluded?
- What rear identification is required?
- How will compliance be verified?
When these details are absent, a low tendered rate may reflect a lower product specification rather than genuine efficiency.
1. Identify the applicable documents
The BOQ should refer to the approved sign schedule, issued drawings, project specification, applicable road-traffic-sign manual, COTO requirements, relevant SANS requirements, road-authority drawings and traffic-accommodation plans where applicable.
A broad statement such as “all signs must comply with SANS” is often insufficient because different components and applications may be governed by different requirements.
2. State the sign code and description
Each item should identify the official code, description, permanent or temporary application, direction or orientation, supplementary plate and drawing reference where relevant.
For directional signs, the approved legend, arrows, destinations, route numbers and panel arrangement should be provided through a referenced drawing.
3. Specify the completed sign dimensions
State the diameter for circular signs, side length for triangular or octagonal signs, width and height for rectangular signs, overall dimensions for directional panels and dimensions of supplementary plates.
For profiled-panel signs, include the individual panel and completed-face dimensions. Where size depends on the road environment or operating speed, it should be confirmed by the engineer before procurement.
4. Define the substrate
Specify the material type, nominal thickness, coating or corrosion protection, flat or profiled construction, edge treatment, stiffening, panel joints, backing rails and applicable manufacturing requirements.
For directional panel-stack signs, state that the signs are to be manufactured from profiled panels where that is the approved design.
Describing a sign only as “metal” or “Chromadek” can result in materially different products being offered.
5. State the reflective sheeting requirement
The BOQ should identify the reflective grade or class, colours, performance requirement, compatibility requirements, warranty documentation and certificate or data-sheet requirements.
Different reflective products offer different performance and durability characteristics. Alternative materials should be accepted only through the project’s formal approval process.
6. Define sign-face construction and workmanship
Address the approved production method, application, overlaps and joins, colour and layout, panel-to-panel alignment, edge treatment, surface preparation, transport protection and acceptable workmanship tolerances.
Large signs should be manufactured so that symbols, borders, route numbers and lettering align correctly across profiled panels.
7. Include rear identification and traceability
State the required rear marking, which can include manufacturer identification, date of manufacture, sign code, reflective sheeting reference and batch or project information.
Traceability requirements are most effective when defined before tender rather than requested after manufacture.
8. Specify posts, brackets and hardware separately
State the post shape and dimensions, wall thickness, length, steel grade where required, galvanising, bracket type, bolt sizes, base plates, stiffening members and foundation or embedment requirements.
Large signs may require structural calculations. Clearance height, wind loading, soil conditions and mounting arrangements should be addressed by the appointed professionals.
9. State what is included in the rate
Clarify whether the rate includes the sign face, posts, brackets, bolts, base plates, temporary frame, packaging, transport, off-loading, installation, foundations, traffic accommodation, removal and disposal.
SA Road Signs manufactures and supplies signs and related components. Installation is managed separately by the appointed contractor unless expressly stated otherwise.
10. Require a compliance submission
The tender or material-approval process can require product data sheets, reflective sheeting certificates, substrate information, drawings, samples, manufacturing details, quality-management certification, warranty information, a completed compliance schedule and disclosed deviations.
Silence should not be treated as permission to supply a lower or alternative specification.
11. Establish inspection and acceptance criteria
Verification may include sign-face inspection, dimensional checks, substrate-thickness measurement, reflective-grade documentation, workmanship inspection, rear-identification checks, post measurements, coating checks, samples, photographs and independent testing where required.
The contract should explain how non-conforming products will be rejected, replaced, corrected, quarantined or considered under a formally approved concession.
12. Avoid specifications written around price alone
The lowest submitted price is not necessarily the lowest compliant price. A meaningful comparison should consider full specification compliance, service life, traceability, documentation, manufacturing capability, delivery capacity, warranty, technical support and disclosed deviations.
Example BOQ description structure
“Manufacture and supply [sign code and description], [permanent/temporary], overall size [dimensions], manufactured from [substrate and thickness], faced with [specified reflective grade/class], complete with [rear identification, edge treatment and construction requirements], including [posts, brackets and fasteners where applicable], all in accordance with the approved drawings, project specification and applicable requirements. Rate to include [packaging, delivery and other defined inclusions]. Installation measured separately.”
The exact wording should be adapted to the specific sign, authority and project.
Compliance begins before manufacture
A clear BOQ establishes a measurable standard against which material submissions, manufacturing, delivery and payment can be assessed.
SA Road Signs welcomes opportunities to work with departments, engineers and contractors during the specification stage. A site or factory visit can provide a practical demonstration of how to verify sign dimensions, material thickness, reflective-grade documentation, rear identification and clearance requirements.
Browse Road Signs or read How to Verify Road Sign Compliance Before Acceptance.