Two renovation quotations arrive for the same office. One is substantially lower, so it appears to be the better deal. Then the questions begin: Does it include landlord submissions? Who pays for changes to air-conditioning? Are furniture, data cabling and final testing covered?
A lower price can be good value, but only when the scope is understood. For a Hong Kong business planning an office renovation, comparing the assumptions behind a quotation is as important as comparing the total.
Why cost per square foot is only a starting point
A rate per square foot can help frame an early conversation, especially when a business needs to decide whether a project is broadly affordable. It cannot accurately price an office on its own.
MJPM’s Hong Kong office renovation cost guide cites indicative ranges from its own research: around HK$300–500 per square foot for a basic refresh and HK$500–800 for a full fit-out, with higher-specification projects potentially exceeding HK$1,200. These are early reference points, not quotations. The actual cost depends on the premises, project scope, specification and programme.
A simple refresh with paint and flooring involves different work from a project with new meeting rooms, bespoke joinery, upgraded air-conditioning and specialist technology. Even offices of the same size can have very different requirements.
Give every bidder the same information
A useful comparison begins before quotations are requested. Prepare a consistent brief covering:
- The office address and approximate area.
- Current and anticipated occupancy.
- Required workstations, meeting rooms and support spaces.
- Existing furniture or fittings to be retained.
- Technology, security and audiovisual requirements.
- Target move-in date and known building restrictions.
- The level of design and project coordination expected.
Where drawings and specifications are available, make sure every bidder prices the same version. If one quotation assumes existing partitions stay and another assumes they are removed, their totals are not directly comparable.
Look closely at exclusions and allowances
A quotation may separate work into confirmed items, provisional sums and exclusions.
A confirmed item is defined sufficiently for the contractor to price. A provisional sum is an allowance for work or a choice that is not yet settled. An exclusion sits outside the quoted scope and may still become a cost to the client.
Ask what information will turn each allowance into a firm figure. A provisional amount for lighting, for example, may depend on the final number and type of fittings. An exclusion for data cabling may require a separate supplier, a separate budget and coordination with the construction programme.
Pay particular attention to works that cross disciplines. A new meeting room can affect partitions, glazing, doors, air-conditioning, lighting, power, data, fire services and audiovisual equipment. Each interface should have a responsible party.
Include the building in the budget
Office buildings have their own procedures for access, deliveries, protection, waste removal and submissions. Some works may need to be coordinated with building-appointed specialists. Working-hour restrictions can also affect the programme and the cost of labour.
Ask for the current building handbook and discuss the proposed scope with the appropriate building representatives early. Depending on the works, statutory requirements may apply as well. The Buildings Department’s guidance on alterations and additions explains why the applicable approval route should be checked against the proposed work.
Treat time as part of the price
A construction duration does not necessarily include design development, landlord review, procurement or the delivery of furniture and equipment. If a business has a fixed move-in date, those stages need to be visible.
Ask each bidder to show the major milestones and identify decisions that could delay orders. Confirm when the office is expected to be ready for occupation, what testing is included and how outstanding defects will be handled.
MJPM’s work combines office design, cost planning, building coordination and fit-out delivery. That breadth of experience helps clients develop a clearer scope and compare choices with fewer hidden assumptions. It is one reason a business may consider MJPM a reliable partner when the programme and budget both matter.
A strong quotation does more than state a price. It shows what the price covers, where uncertainty remains and how the project team intends to resolve it.
