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Tendering is rarely fast and never casual. It decides who builds what, for how much, and on what terms.
Yet even experienced teams can slip up — unclear instructions, missing scope, or bids that cannot be compared. It is not that people do not care; it is that the tender documents were not clear, consistent, or complete.
If you have ever read a subcontractor’s quote and thought, ‘What job did they even price?’ you already know how crucial these documents are.
Below, we will walk through the key tendering documents used in construction, how to compile them properly, and how to stop the process dragging out longer than it should.
Tender documents set the rules of the game. They define what is being bought, how it should be priced, what is included, and the conditions of delivery.
Subcontractors use them to build their prices. Quantity surveyors and contract administrators use them to compare bids and make recommendations. Project teams use them to resolve disputes when things go pear-shaped.
If the documents are vague, incomplete, or contradictory, they spark confusion — and confusion creates risk, delays, and cost.
One contractor we spoke to had a steel subcontractor submit a lump sum based on structural drawings, only to exclude shop drawings, cranage, and bolt fixings in the fine print. The tender documents did not detail the scope, so each bidder made different assumptions. No one caught it until install.
Consistency fixes that. When your documents are aligned, tenders can be compared properly. That means structured pricing, clear inclusions, transparent exclusions, and no hidden surprises.
Here is what good tender documents help you control:
• Scope clarity: Everyone prices the same work, with the same assumptions.
• Pricing structure: Quotes come back in a format you can actually compare.
• Legal alignment: Draft contracts reflect the commercial offer.
• Timeline management: Everything aligns with your programme.
• Risk mitigation: Exclusions, assumptions, and compliance are spelled out.
Nothing guarantees a perfect project, but a solid tender pack gives you a fighting chance before the first shovel hits the ground. Without it, you are all but negotiating blind.
Tendering without a complete document set is like pricing in the dark. You will get offers, but they will not line up.
Below is what you need for a clean, comparable process.
This is your formal request for pricing. It tells subcontractors what is out to market, when bids are due, and how to respond.
• Project details: Name, location, description
• Package name: Trade being procured
• Key dates: Tender close, interview period, award timeline
• Contact info: Where to send queries
It sets the tone. If you leave gaps here, expect confusion later.
This is where tenders often go off track. It is not usually bidder carelessness; the scope just is not clear.
Include:
• Written scope: Spell out exactly what is in.
• Drawings and specifications: Link to the correct versions.
• Exclusions: Be explicit — what is not included matters just as much.
• Interfaces: Highlight any overlap with other trades.
Miss a detail, and it will be missing in the quote.
Without proper instructions, you will get 10 tenders in 10 different formats.
Tell bidders exactly how to submit:
• Deadline: Day and time
• Format: PDF, Excel, or a portal
• Submission method: Email or platform
• Required documents: Programme, preliminaries, insurances, pricing breakdowns
• Clarification period: Cut-off for questions before close
This alone can save you hours of review time.
If you cannot break it down, you cannot compare it. A pricing schedule structures the numbers so you can see what is actually included.
Depending on the package, this might be:
• Measured bill of quantities: Ideal for blockwork or reinforcing
• Lump sum schedule: Split out supply, install, and preliminaries
• Hybrid approach: Combine provisional sums with unit rates
It forces consistency among bidders. Otherwise, the cheapest quote might be missing half the job.
This is the bidder’s formal statement: ‘Here is our price, and we stand by it.’
It should include:
• Lump sum: List it without GST or VAT, then with taxes added
• Project reference: Confirm the exact job being priced
• Tender validity: How long the offer stands
• Authorisation: Signature and company details
Without it, the offer is just an informal email.
This shapes commercial risk. If you do not issue a draft contract upfront, you will negotiate those terms later — often at the worst possible moment.
Include:
• Contract form: AS 4906, NZS 3910, JCT, or NEC
• Special conditions: Anything non-standard, highlighted
• Draft programme: If time clauses or milestones apply
• Insurance and compliance: So there are no surprises after award
If you are asking for a fixed lump sum, use terms that support it.
It is not always the lowest price that wins. If it is, say so. If not, explain what matters.
• Weightings: Price, capability, safety, programme
• Priorities: What is most important to the project team
• Non-negotiables: Licensing, accreditations, or compliance
Bidders aim better when they know the target.
'We would spend hours trying to line up quotes. Some included preliminaries, others did not. Some hid exclusions in the fine print. Now it is standardised — everyone prices the same thing, the same way.' — Contract Administrator, Commercial Builder, Queensland
Most tender headaches start before the tender goes out. Rushed documents, missing attachments, and unclear instructions are usually symptoms of poor prep.
Get the basics right. Stick to a consistent process. Avoid the confusion that leads to time wasted.
1. Use a template library
Do not reinvent the wheel. Keep pre-approved templates for scopes, invitations to tender, pricing schedules, and tender forms.
Add placeholders for project-specific details. With everyone using the same versions, you avoid random modifications that lead to chaos.
2. Cross-check against current project info
Always confirm you are referencing the latest drawings and specifications.
If structural drawings are at Rev C, but your tender pack still references Rev A, you will see wildly different bids.
3. Assign clear ownership
Each document needs a single owner. That person updates it, circulates it, and ensures it aligns with the rest.
Do not let scopes, pricing, or legal terms pass through multiple hands without a lead. That is when mistakes creep in.
4. Involve site teams early
Delivery teams spot practical issues design teams often miss. Site managers and engineers can flag sequencing, access restrictions, or clashing trades before tenders go out.
Better they raise it now than after the price is locked in.
5. Review before release
Run a final internal review. It is quicker than weeks of back-and-forth clarifications.
Check scope, programme, inclusions, and exclusions. Treat the tender pack like a commercial offer — because it is.
6. Do not overload the pack
Include only what is essential to price the job. If you are tendering for joinery, skip the full hydraulic set.
Give subcontractors the right drawings, the right specifications, and the right terms. Leave out the rest.
7. Align with local compliance
Make sure your tender documents reflect the building codes, safety regulations, and licensing rules in your project area.
If you are in New South Wales, reflect the Design and Building Practitioners Act. If you are in the UK, align with CDM 2015.
8. Label and version everything
Name your files properly and use version numbers. Keep a log if you issue updates.
If bidders use the wrong version, that is not their fault. It is on you.
9. Keep comms central
Use one platform or folder to issue, receive, and track submissions.
If updates are spread across email, Teams, and multiple drives, it only takes one missed update to derail a tender.
10. Call out known gaps
If something is excluded — crane hire, temporary power, or furniture, fixtures, and equipment — spell it out.
Subcontractors should know precisely what is in their remit and what is yours. That fosters accurate pricing.
The best tender packs are not the longest. They are the clearest.
Check the contract’s hierarchy clause first. Most standard forms set out which document overrides the others.
If that is missing, get written confirmation before award. Update the annexures or scope schedule to lock in any changes.
Three to five is usually enough. You get competition without drowning in quotes.
For specialist or remote jobs, you might go with fewer. Use your judgement.
Yes. Issue a formal addendum. Number it, explain the change, attach any updated files, and send it to all bidders at once.
Ask for written acknowledgement. No side emails, no phone calls — if it is not on record, it did not happen.
The old way of tendering is a jumble of Excel sheets, random email chains, and countless shared drives. Each new tender feels like you are starting from scratch.
ProcurePro replaces that chaos with one connected workflow. Your tender documents are built from templates. Scopes are standardised and issued with clear breakdowns. Quotes come back aligned and are compared in clicks, not hours. Then you smoothly move to contract without missing a beat.
Book a demo to see how it works.
ProcurePro
