Tender Schedule Preparation Instructions

1. Overview

The tender schedule is the backbone of any procurement exercise. It defines the chronology of activities, allocates responsibilities, and sets clear deadlines that enable all partiesclient, consultants, contractors and suppliersto work in harmony. A wellstructured schedule reduces the risk of delays, improves cost control, and provides a transparent record for audit and dispute resolution.

2. StepbyStep Guide

2.1. Define Scope and Milestones

Start by reviewing the project brief, technical specifications, and any statutory requirements. Identify major milestones such as:

• Issuance of Invitation to Tender (ITT)
• Pretender meeting / site walkthrough
• Clarifications deadline
• Bid submission deadline
• Evaluation period
• Contract award
• Kickoff meeting

2.2. List All Activities

Break each milestone into detailed tasks. Typical activities include preparation of tender documents, distribution, receipt of bids, opening, technical and commercial evaluation, and postaward notifications. Use a workbreakdown structure (WBS) to keep items logical and traceable.

2.3. Assign Responsibility

For every task, allocate an accountable party (e.g., Procurement Officer, Project Manager, Legal Advisor). Clearly state who is responsible for delivering the output, who must review it, and who needs to be informed.

2.4. Determine Durations and Dependencies

Estimate realistic durations based on past experience, resource availability, and external constraints (e.g., holidays, regulatory review times). Identify dependencies using FinishtoStart logic, for example:

2.5. Build the Schedule in a Tool

Use a spreadsheet, MS Project, Primavera, or any Ganttchart software. Input tasks, durations, dependencies, and resources. Generate a visual timeline that shows the critical paththe sequence of tasks that determines the overall duration.

2.6. Review and Validate

Circulate the draft schedule to all stakeholders for comments. Validate against contractual notice periods, statutory deadlines and any external constraints (e.g., supplier lead times). Adjust as needed before final approval.

2.7. Publish and Communicate

Once approved, distribute the final schedule to all participants. Highlight key dates, responsible parties, and the procedure for reporting deviations. Keep a master copy in an accessible repository.

2.8. Monitor & Control

During the tendering phase, track progress against the schedule. Record any changes in a changelog, rebaseline if necessary, and inform all stakeholders of impacts on downstream activities.

3. Templates & Samples

Below are two simple templates you can copy and adapt.

3.1. Simple Excel Template (text version)

Task ID | Task Description            | Start Date | End Date | Duration (d) | Predecessor | Owner-----------------------------------------------------------------------------------------------1       | Prepare ITT documents       | 01Jun2026| 10Jun2026| 10          |            | Procurement Lead2       | Issue ITT to bidders        | 11Jun2026| 12Jun2026| 2           | 1           | Procurement Lead3       | Clarification period        | 13Jun2026| 19Jun2026| 7           | 2           | Project Engineer4       | Receive bids                | 20Jun2026| 24Jun2026| 5           | 3           | Procurement Team5       | Opening of bids             | 25Jun2026| 25Jun2026| 1           | 4           | Procurement Lead6       | Technical evaluation        | 26Jun2026| 03Jul2026| 8           | 5           | Technical Committee7       | Commercial evaluation       | 04Jul2026| 08Jul2026| 5           | 6           | Commercial Committee8       | Contract award              | 09Jul2026| 10Jul2026| 2           | 7           | Project Manager            

3.2. GanttChart Example (description)

In a Ganttchart tool create a bar for each task. Colourcode by functional area: Procurement (blue), Technical (green), Commercial (orange). Add milestone symbols on the final day of each major phase. Enable critical path view to instantly see schedule sensitivity.

4. Practical Tips

• Start early. Even a 4week lead time for tender preparation can prevent rushed documents and later disputes.
• Use realistic lead times. Consult suppliers about material availability and production cycles before fixing dates.
• Build buffer days. Include at least 10% contingency on critical path tasks to absorb unexpected delays.
• Maintain version control. Label each schedule version with a date and changelog summary.
• Integrate with project schedule. Align the tender schedules end date with the overall projects construction start.
• Communicate changes promptly. Any amendment to a deadline should be circulated with clear rationale and impact analysis.

5. Frequently Asked Questions

5.1. How far in advance should the tender schedule be prepared?

Ideally, the schedule should be drafted at least 68 weeks before the first ITT release. This allows adequate time for internal reviews, stakeholder signoff, and preparation of supporting documents.

5.2. What if a bidder requests an extension?

Assess the impact on the critical path. If the extension does not affect downstream activities, you may grant a limited increase (e.g., 23 days). Document the decision and communicate the revised deadline to all bidders.

5.3. Should the schedule be static after issuance?

No. While the published schedule should remain stable, a formal changecontrol process must be in place to manage unavoidable adjustments.

5.4. How to handle overlapping activities?

Overlaps are acceptable if resources are not shared. Use resourceloading charts to ensure no overallocation occurs.

5.5. Is a digital schedule mandatory?

Not mandatory, but digital formats (Excel, MS Project, cloudbased Gantt tools) improve accessibility, realtime updates, and audit trails.