Tenders and bids · Staffing
How do you build a key personnel schedule for a bid?
List every proposed key person in one table, one row each, with the position as the RFP names it, the person's name, qualifications, professional registration, total years of experience and the specific experience the RFP asks for. Put the RFP's minimum requirement for each position beside those facts so a reviewer can see whether each one is met, and fill both the schedule and the CVs from the same source so they never disagree. Formatix AI fills an Excel schedule from the same batch of CVs it formats.
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What the schedule usually contains
- Position, and position number if the RFP uses them, exactly as in the RFP's staffing requirements.
- Name, nationality where the client asks for it, and employer if the team includes partners or subconsultants.
- Highest relevant qualification and professional registration.
- Total years of experience, and the specific experience the RFP asks for, such as years on similar projects or in the region.
- The RFP's minimum requirement for each of those, in the next column.
- A status for each requirement (met, not met, to check) and a comments column for the bid manager.
- Input or availability, if the RFP asks for time on the project or full-time presence on site.
Keep it consistent with the CVs
Evaluators read the schedule and the CVs side by side. A degree, a registration or a number of years that appears one way in the schedule and another way in the CV undermines both. The surest way to keep them aligned is to fill both from the same data, and to fix a fact once, in the source, rather than in two documents.
Use the RFP's wording for each position. If the RFP calls the role 'Resident Engineer', the schedule, the CV and the organisation chart should all say 'Resident Engineer'.
Doing it with Formatix
Formatix AI's key personnel schedule template is an Excel workbook with one row per proposed person. Upload the team's CVs and a note per person with the proposed position, and give the RFP's minimum for each position; Formatix fills each person's facts from the same extraction that fills their tender CVs, with a Met column and a live summary of requirements met. The sheet carries a note to verify every Met against the RFP: Formatix places what the CVs and your notes say, and leaves blank what they do not.
Frequently asked questions
- Is a key personnel schedule the same as a staffing schedule?
- Tenders use both names. Some separate a schedule of key staff and their qualifications from a time schedule of inputs; World Bank RFPs, for example, combine team composition and person-month inputs in Form TECH-6. Follow the forms in your RFP.
- Should the schedule include non-key staff?
- Only if the RFP asks for them. Key positions are the ones scored and checked against minimums; other staff often appear only in the organisation chart or the input schedule.
- Can Formatix decide whether someone meets the requirement?
- No. It fills in the facts from each CV beside the requirements you enter. Deciding whether experience counts as similar or a qualification is equivalent stays with the bid team.
Try it on your own documents
Upload a document your firm already sends and a CV, and see the result in your own template.