Price schedule and bill of quantities: how to complete them without errors

1. Read the schedule instructions before filling it in

Every dossier has its own rules: price type, units, taxes, options, rounding, file format. The instructions to bidders and the schedule notes prevail over your habits. Read them before opening Excel, not after filling the first line.

2. Unit price or lump sum: do not mix the two

A unit-price contract is completed line by line, with a quantity and a price per unit. A lump-sum contract is priced as a whole. The two logics do not mix. In a unit-price contract, the unit price generally prevails in case of a writing or calculation error, and it can sometimes be reconstructed from the total and the quantity when the instructions provide for it. That rule depends on the documents: do not apply it by default.

3. Every line, no blank cells

A blank line is rarely treated as a zero price. It is often considered a major omission, and the public buyer cannot assume the price for you. If a line does not apply, check what the instructions require: entering zero, writing “not applicable” or leaving it blank do not have the same effect.

4. Units and quantities

Do not change units, merge lines or correct quantities on your own initiative. If a quantity seems inconsistent, ask a question within the allowed period rather than changing it. A misunderstood unit multiplies or divides your price without anyone noticing before opening.

5. Taxes

When the documents require taxes to be shown separately, do so. Forgetting to include taxes when the dossier requires them is not always treated as a simple calculation error: case law has already classified this type of omission as a major irregularity, especially when it makes the offer artificially lower. Check the rate, the calculation base and the line where the tax must appear.

6. Calculation error or clerical error?

An error can be corrected when it is material, apparent and requires no interpretation. Conversely, an error repeated the same way on every line, a missing unit price or the wrong price type may be considered major. The boundary depends on the documents and case law: the only reliable strategy is to aim for zero errors before submission.

7. Options, variants and lots

If the dossier provides for options, variants or lots, clearly identify what is offered, what is optional and what is not. A price entered in the wrong column can make the offer ambiguous. Do not propose a variant unless the documents allow it.

8. The second check

1. One person fills in, another checks: the second read catches what the author can no longer see.
2. Recalculate subtotals and the total using a different method (calculator, spreadsheet, manual check).
3. Compare the schedule total with the bid security amount, when it is a percentage of the price.
4. Check that every line has a quantity, a unit and a price.
5. Re-read the notes and footers: price conditions often hide there.

9. Version and addenda

An addendum can change the schedule: added line, corrected quantity, changed unit. Before filling it in, check that you are using the latest version. After each addendum, restart from the updated file and compare it with your previous version. Never copy lines from an old version into the new one without checking quantities.

10. Before submission

• Schedule signed and dated if the documents require it.
• File format respected (Excel, PDF, online form).
• All sheets and tabs completed, not only the first.
• Taxes and totals checked one last time.
• Submitted version identical to the checked version.

This guide is informative. It does not replace the dossier instructions or legal advice. If a line or a tax is unclear, ask a written question before the deadline.