Construction Procurement Schedule

Full Description

This procurement schedule template helps you list every item that needs to be bought on your construction project and the time it takes to get each one to site. Procurement covers engaging subcontractors and suppliers, reviewing submittals and waiting on material lead times, and this schedule keeps all of it visible.

What is a procurement schedule?

A procurement schedule is a plan that lists each package, material or piece of equipment to be procured on a project and the key dates to get it to site on time. In construction, those milestones typically include tender or award, shop drawing and submittal review, fabrication or manufacturing lead time and delivery. Working back from the date each item is needed on site shows the latest date it must be awarded, so long-lead items do not delay the construction schedule.

When to use it

• At pre-construction, to identify long-lead items early
• When building the master schedule, so procurement milestones drive start dates
• At weekly or monthly meetings, to track award, submittal and delivery status
• When a design change or late approval affects lead times
• When reporting procurement risks to the owner or project team

What’s included

This procurement schedule is a spreadsheet (.xlsx). List each item that needs to be procured and the timeframe for each milestone, including:

• Award
• Submittal review
• Lead time on materials

How to fill it out

1. List every subcontract package, material and equipment item to be procured.
2. Enter the date each item is needed on site, taken from the construction schedule.
3. Enter the expected lead time and the time needed for submittal review.
4. Work back to find the latest date each item must be awarded.
5. Assign an owner to each item and record actual dates as milestones are met.
6. Review the schedule regularly and flag items at risk of arriving late.

Common mistakes to avoid

• Using supplier lead times without confirming them in writing.
• Forgetting submittal resubmission time when approvals come back with comments.
• Leaving long-lead items such as switchgear, elevators or curtain wall until the design is finished.
• Keeping the procurement schedule separate from the construction schedule so changes are missed.

Related templates and guides

• Construction Procurement Schedule – Detailed
• Construction Procurement Tracker
• Construction Submittal Schedule Template
• Construction Purchase Order Template
• Fundamentals Of Construction Scheduling

Frequently asked questions

What is the difference between a procurement plan and a procurement schedule?

A procurement plan sets out the strategy: what will be bought, how, from whom and under what type of contract. A procurement schedule turns that into dates, showing when each item must be awarded, approved and delivered to meet the construction schedule.

What is lead time in construction procurement?

Lead time is the time between placing an order and receiving the item on site. It includes manufacturing or fabrication and delivery, and sometimes shop drawing preparation. Long-lead items, such as specialist equipment, need to be ordered early so they do not hold up the work.

What is the construction procurement process?

It typically runs from identifying packages and preparing tender documents, through tendering, evaluation and award, to submittal and shop drawing approval, fabrication, delivery and installation. The procurement schedule tracks each item through these stages.

Who manages the procurement schedule?

Usually the contractor’s project manager, procurement lead or project engineer, working with the scheduler and estimators. Subcontractors and suppliers provide lead times and update their submittal and delivery dates as the project moves forward.

How do you know if a procurement schedule is realistic?

Check lead times with suppliers, allow time for submittal review and resubmission, and test whether award dates are achievable given the design status. Review it against the construction schedule regularly so slips are caught early.