In a previous post, we talked about visualisation of landscape design. Visualisation is really just a fancy way to say “drawings and models.” Yes, visualisation can be a huge help in developing a landscape design. In fact, it’s difficult to put together a good landscape design without scaled drawings to show the relationships between buildings, features and spaces. However, drawings aren’t just for design. They’re also for tendering.
What is Tendering?
Tendering is a bidding process that’s used in the construction industry for everything from medium-sized landscaping jobs to skyscraper construction. In tendering, landscape designers and clients put together a tender package consisting of drawings and specs. Then, a legal Request for Tender is drafted. Finally, contractors are invited to go through a competitive bidding process. Sometimes, the contractors who bid are chosen in advance. For example, we may choose several contractors who have a good reputation and are local to the job site, or we could put together a list of qualifications for bidding and make it a public tender.
Normally, the lowest bid is chosen, that contractor gets the job, and a contract is signed. However, depending on how the legal part of the tender is structured, there may be some leeway to choose a bid based on a combination of factors. It’s important to remember that it costs contractors money to submit bids, so you may be legally obligated to choose a bid based on clearly defined criteria in the Request for Tenders and to follow through.
Why Tendering?
The tendering process is a way to get a competitive price, and it also brings all the costs out into the open before construction begins so the clients (you) know what to expect. When a contractor submits a bid, you’ll know that they’re familiar with the requirements of the job and have thought everything through in advance. Since extra costs can cause legal problems, contractors are less likely to leave loose ends than they might be if they were working from a simple estimate.
Tendering and Visualisation
The bidding process is only as good as the contract documents, including the drawings and specifications. If it’s not absolutely clear what the project entails, then contractors will not be able to make accurate bids. Everything needs to be worked out in advance:
- Scaled drawings so that accurate quantities of materials can be determined
- Specs so that all the requirements for materials, assemblies and methods are known
- Special instructions regarding timing and any other issues
Without good contract documents, contractors just can’t plan and manage the work properly and they may refuse to bid because of the high risk.
The Role of the Landscape Designer or Landscape Architect
As the landscape designers, it’s our job to create the contract documents. We’ll provide contractors with all the information they need in order to make accurate bids that will be legally binding. We’ll make sure that everything is properly drawn and detailed and nothing is left out. We’ll make sure that any specs that are needed are provided, too. The basis for any business contract is a meeting of the minds, in this case between you and the contractor. We represent your interests, and it’s our job to make sure that the contractors understand exactly what you want done.
"Landscaping tender process FAQs"
What is a tender process in landscaping?
A landscaping tender is a formal process: a completed design, with scaled drawings, specifications and material quantities, gets issued to multiple contractors who then submit competitive bids for the work. It's used on projects from medium-sized residential landscaping jobs right up to large-scale commercial and skyscraper construction, wherever there's enough value in the job to justify comparing bids properly.
Why should I put my landscaping project out to tender rather than get one quote?
Tendering gives you a benchmarked price rather than a single figure you have no way to test. Every contractor is pricing the same fixed drawings and specification, so differences between quotes reflect real differences in approach or margin, not differences in what each one assumed was included. It also forces the design to be fully documented before pricing — which is exactly where most scope creep and variation disputes start.
Tender process versus getting a single contractor quote — which is better for a home garden project?
Tendering suits larger or structurally complex projects; a single quote is usually enough for a straightforward planting and paving job. The trade-off is time against price certainty, since tendering adds weeks of documentation and assessment before anyone breaks ground. I use a simple threshold: does the project involve engineering, council approval, or more than one trade working in sequence? If yes, it's worth the extra weeks.
Is the lowest bid always the best choice in a landscaping tender?
Not necessarily, even though it's normally the one that gets chosen in practice. A bid significantly below the others can signal missing scope, lower-quality materials or an unrealistic program rather than genuine efficiency. Before assuming the cheapest option is the best value, check that every tenderer actually priced against exactly the same drawings and specifications — a low number means nothing if it's pricing a different job.
What documents do I need to prepare for a landscaping tender?
A tender package needs scaled drawings, detailed specifications, material quantities and assemblies, and any special timing instructions, all compiled into a formal Request for Tender document. That level of detail is what lets contractors price the same job consistently. Leave drawings incomplete or specifications vague, and the whole comparison falls apart — you'll be comparing guesses, not quotes.
How long does a landscaping tender process take?
Timeframes depend on the project's size and how many contractors are invited to bid, since the process covers assembling the tender package, the bidding period itself, and contract signing before any work begins. Larger or more complex projects with multiple trades need a longer tender period than a straightforward residential garden job, so build that time into your overall program from the start.
What role does a landscape designer play in the tender process?
A landscape designer or landscape architect prepares the scaled drawings and specifications that make a fair tender possible, then helps evaluate the bids that come back to check they're pricing the same scope. We find having a designer manage that step reduces the risk of contractors interpreting the brief differently, which is one of the most common causes of tender disputes down the track.
