Schedule of Requirements

A schedule of requirements is the structured table in a goods or services bidding document that defines what must be delivered, in what quantity, where, and by when. It is the procurement counterpart of the Bill of Quantities used in works contracts, and it becomes the delivery obligation schedule once a contract is awarded.

What is a Schedule of Requirements?

For goods procurement - equipment, vehicles, medical supplies, or other physical items - the schedule of requirements lists each line item with its description, unit of measure, quantity, required delivery location, and delivery deadline. Bidders complete the schedule with their offered unit prices and any delivery conditions, and the total across all items becomes their bid price. For services, the schedule of requirements describes the service deliverables, their frequency or volume, and the acceptance criteria.

The schedule is always read alongside the technical-specifications, which define what each item must be technically, while the schedule defines how many, where, and when. Together they define the complete scope of the goods or services contract. Unlike a boq in works contracts, the schedule of requirements often does not allow for quantity variations: the contract price is usually based on a firm offer to supply the stated quantities at the stated unit prices, and partial delivery is a breach.

Why the Schedule of Requirements matters for bidders

The delivery locations and deadlines in the schedule of requirements are as important as the unit price. International goods contracts often require delivery to inland locations in developing countries, with multiple delivery points across a country. Transport, customs clearance, local delivery, and insurance costs must all be reflected in the unit price. Bidders who price the goods ex-works (at factory gate) and forget the cost of getting items to the final delivery destination routinely underestimate their bid price. The applicable Incoterm (such as cif or dap) in the schedule determines who bears these costs and at what point risk transfers from supplier to buyer.

FAQ

What happens if the procuring entity needs more items than listed in the schedule?

Under most development-bank contracts, the procuring entity can order additional quantities at the agreed unit prices, up to a percentage limit (often 15 to 20 percent above the original quantities), without re-tendering. Beyond that limit, a new procurement is required.

Can I offer alternative items to those listed in the schedule?

Bidders may offer alternatives only if the bidding document explicitly permits alternative offers. Where alternatives are allowed, the primary (compliant) offer must also be submitted; an alternative-only submission is typically rejected.

What does "CIF named port" or "DAP named site" mean in the schedule?

These are Incoterms that define the point at which risk and cost transfer. CIF means the supplier bears cost and risk until the goods are loaded at the destination port. DAP means the supplier bears cost and risk all the way to the named delivery place, covering inland transport.