From design to construction: key phases of a public tender Project in Canada

Understanding the public tendering process is essential for any company or professional looking to secure public contracts or take part in large-scale construction projects. Rooted in principles of fairness, transparency, and competition, the tendering system ensures that all qualified bidders have an equal opportunity to win contracts.

For newcomers, however, the process can appear complex and intimidating due to its strict requirements, tight deadlines, and detailed regulations. This article provides a clear and structured overview of the key stages involved in a public tendered project in Canada — from the initial design phase through to final construction.

By mastering each step — from needs assessment and tender document preparation to bid submission and evaluation — businesses can significantly improve their chances of success and position themselves more competitively. Whether you are a building materials supplier, a general contractor, or a specialized service provider, understanding the tendering process can open the door to new growth opportunities.

1. Identifying needs and planning the project

Before any call for tenders, it is essential for the public body or client to clearly identify its needs and constraints. This stage involves defining the functional programme: what uses will the future building have? What surface area? What environmental performance? What image do we want to project?The architect plays a central role here, in collaboration with various professionals: engineers, town planners, construction economists. The services provided may include:

• technical and financial feasibility studies;
• cost and schedule planning;
• evaluation of available land;
• functional programming of spaces;
• regulatory analyses (zoning, building codes, accessibility, etc.).

This phase is critical: the more rigorous it is, the smoother the project will subsequently be. In the case of public projects, it also guides procurement choices (tendering, design-build, integrated development, etc.).

2. The sketch phase: giving shape to the idea

The sketch phase allows the architect to propose an initial spatial and functional vision of the project. This is not yet the time for technical details, but rather for the broad outlines: the location of the building on the site, the general organisation of the spaces, the massing and the architectural intent. This outline is drawn up taking into account :

• the site and its immediate environment ;
• the functional constraints expressed in the programme;
• the target budget;
• performance objectives (e.g. LEED certification, energy efficiency).

Tools such as Building Information Modelling (BIM) can be used to quickly illustrate different options. Mechanical engineers can already see the main principles of ventilation, heating, lighting, etc., even if these elements will be detailed later.

3. The preliminary design: how the building will be constructed

Once the sketch has been validated, the designers move on to the preliminary design. This is where the design becomes more technical. The disciplines intertwine: structural, mechanical, electrical and civil engineering come into play, to design how the building will be constructed. The plans are more detailed. In particular, they make it possible to :

• apply to the relevant authorities for building permits;
• estimate construction costs more accurately;
• plan the technical interfaces between the systems (structural, mechanical, envelope, etc.).

In an integrated design process, this phase is also the time when important decisions need to be taken as a team: type of structure, choice of materials, energy strategy, technical solutions. These choices will have a long-term impact on efficiency, maintenance and operating costs.

4. Plans and specifications: preparing the call for tenders

Once the preliminary project has been approved, we enter the final plans and specifications phase. The aim is to produce all the technical documents needed to issue a public or private invitation to tender. Engineers and architects then produce :

• full-scale construction plans ;
• detailed technical specifications (materials, installation standards, performance requirements);
• a final estimate of construction costs;
• contract documents and tender forms.

In public procurement, these documents are particularly standardised to ensure transparency and fairness between bidders. This stage is critical, because any inaccuracy can lead to disputes, unforeseen events on site or cost overruns.

5. Inviting tenders and awarding the contract

Once the plans and specifications have been validated, the project can be put out to tender. A public tender is an invitation issued by government or private bodies to companies to submit proposals or bids for specific projects or contracts. This process is highly regulated, ensuring that all bids are evaluated fairly and that the project is awarded on the basis of predefined criteria such as cost, quality and experience. The owning institution (ministry, municipality, school board, etc.) publishes a call for tenders on official platforms (such as SEAO in Quebec or MERX across Canada), to which general or specialist contractors may respond, depending on the type of contract.

Following publication of the call for tenders, interested companies must first formally express their interest, a step that enables the public body to identify potential bidders. Companies then submit a complete file including their qualifications, experience, technical proposal and financial offer. This crucial stage requires rigour and compliance with the requirements of the call for tenders, as any omission or delay may result in exclusion. Specialist consultants can help to optimise this process.

The bids received are analysed on the basis of specific criteria (price, technical compliance, experience, deadlines). The contract is then awarded to the winning contractor, often on the basis of the lowest compliant price in public procurement.

6. Administration of the construction contract: site supervision and coordination

Once the contract has been signed, the work can begin. But the role of the conceptor’s doesn't stop there. Contract administration includes :

• monitoring the progress of work on the site ;
• managing requests for changes or unforeseen events;
• coordinating the various disciplines;
• taking delivery of the work and checking that it conforms to the plans.

The architect remains responsible for architectural supervision, while the mechanical engineer checks the technical installations (HVAC, plumbing, control, etc.). Regular site meetings enable all parties involved to monitor progress and resolve any ongoing problems.

Conclusion: A structured process for collective success

Mastering the public tendering process is a strategic lever for any company wishing to gain access to public contracts and strengthen its presence in the construction market. In Canada, each project follows a rigorous progression, from initial design to completion on the ground, involving a diversity of players - architects, engineers, managers and public decision-makers.

To succeed in this environment, it is essential to have a clear understanding of the stages involved, the deliverables expected and the regulatory requirements. What's more, a collaborative approach, combined with a good grasp of digital tools such as BIM and integrated design methods, is now a major advantage if you want to stand out in a fast-changing sector.