A tender schedule is a structured document that outlines the key timelines, deliverables, and pricing information required during the tendering process of a project. It helps bidders understand exactly what is required and when, providing a clear framework for submitting competitive and compliant bids.
Tender schedules are crucial because they:
Ensure fairness in the bidding process
Clarify project expectations for both client and bidders
Improve accuracy in cost estimation and timeframes
Help assess bidder capability based on proposed timelines
A well-prepared tender schedule typically includes:
Scope of Work – What needs to be done
Milestones and Deadlines – Key dates for deliverables
Rate Breakdown – Unit prices or lump sums
Materials and Labour Allocation – Quantities and timelines
Completion Timeframes – Estimated duration for each activity
Schedule of Rates
Lists unit prices for specific tasks or materials
Common in civil, electrical, and infrastructure projects
Lump Sum Schedule
Fixed price for the entire scope
Used in turnkey or design-and-build projects
Bill of Quantities (BOQ)
Detailed list of materials, labour, and associated costs
Often attached as part of the tender documentation
Clients or Project Owners – Provide initial documentation and timeline expectations
Quantity Surveyors and Estimators – Build the schedule with cost and quantity breakdowns
Contractors and Subcontractors – Submit their own schedules based on the tender requirements
Tender evaluation teams assess schedules based on:
Price competitiveness
Feasibility of proposed timelines
Resource planning and availability
Risk identification and mitigation strategies
Be clear and detailed in work descriptions
Use templates or software tools to ensure consistency
Include realistic timelines and account for contingencies
Review compliance with all tender requirements
Ensure alignment with project specifications and contract conditions
Excel or Google Sheets – For simple, manual schedules
Project Management Software – Such as MS Project or Primavera
Tender Management Platforms – Like Aconex, Procore, or EstimateOne
Conclusion
A well-structured Tender Schedules sets the foundation for successful project execution. It not only guides prospective bidders but also enables clients to assess proposals based on clarity, price, and deliverability. Whether you’re preparing or evaluating, understanding the dynamics of tender schedules is essential for project success.