How to Prepare a Complete Street Lighting BOQ for Infrastructure Tenders

A complete street lighting Bill of Quantities, or BOQ, gives contractors, consultants, procurement teams, and suppliers a common basis for pricing the same project scope.

A reliable BOQ must cover more than luminaires and poles. It should identify mounting hardware, foundations, electrical equipment, control systems, installation work, testing, spare parts, documentation, packing, and delivery responsibilities.

Missing even a small component can create change orders, installation delays, or disputes after contract award. The BOQ must therefore align with the drawings, technical specifications, lighting calculations, and commercial conditions of the tender.

Quick Answer

To prepare a complete street lighting BOQ, first define the supply and installation boundaries. Divide the project into functional zones and identify every required luminaire, pole, bracket, foundation component, cable, control device, accessory, service, and document.

Each BOQ line should include a unique item number, clear description, specification reference, unit of measurement, quantity, unit rate, total price, and relevant remarks. Separate supply, installation, testing, commissioning, spare parts, and logistics whenever different parties may be responsible for them.

Before submission, cross-check the BOQ against the latest drawings, luminaire schedule, pole schedule, electrical single-line diagrams, civil details, and tender addenda.

Key Takeaways

• Define exactly what the supplier, contractor, and client must provide.
• Keep the BOQ, technical specifications, and drawings consistent.
• Separate luminaires, poles, foundations, electrical works, controls, and services.
• Use measurable descriptions instead of generic product names.
• State whether prices include installation, testing, packing, freight, taxes, and duties.
• List optional items, spare parts, and deviations separately.
• Use a revision-controlled BOQ throughout tender clarification and project execution.

Part1: Define the BOQ Scope

1.1 Review the Tender Documents

Start with the complete tender package rather than the BOQ template alone. Review:

• Instructions to bidders
• Employer’s requirements
• Technical specifications
• Issued-for-tender drawings
• Luminaire and pole schedules
• Electrical single-line diagrams
• Civil and foundation details
• Lighting calculations
• Approved material requirements
• Testing and acceptance procedures
• Commercial terms
• Tender addenda and clarifications

Record the revision number and issue date of every document used. If two documents contain conflicting requirements, submit a clarification before finalizing the quantities.

1.2 Distinguish the BOQ from the Technical Specification

The BOQ organizes measurable items and prices. It should not attempt to replace the technical specification.

For example, a BOQ may identify:

LED roadway luminaire, 120 W nominal system power, complete with surge protection and control interface, as specified in Section 26 56 13.

The technical specification should contain the complete performance, material, testing, warranty, and compliance requirements.

Use specification and drawing references in the BOQ so bidders can locate the detailed requirements without placing long technical paragraphs in every line item.

1.3 Establish the Scope Boundary

Clearly identify whether the tender covers:

• Product supply only
• Supply and delivery
• Supply and installation
• Testing and commissioning
• Removal of existing equipment
• Civil and electrical works
• Training and handover
• Maintenance during the warranty period

Do not hide these boundaries in general notes. Where responsibility could be disputed, create a separate priced item.

For example, the pole supply price may include the pole shaft and base plate but exclude the foundation cage, anchor bolts, unloading, erection, and concrete foundation. Each exclusion must be visible.

1.4 Divide the Project into Functional Zones

Separate quantities by location when the project contains different operating conditions. Typical zones include:

• Main roads
• Secondary roads
• Intersections
• Pedestrian crossings
• Access roads
• Parking areas
• Loading yards
• Bridges and approaches
• Perimeter roads
• Public transport areas
• Remote or off-grid sections

This structure makes it easier to verify quantities against drawings and match the correct optical distribution, pole height, control strategy, and installation method to each area.

Part2: Structure the Main BOQ Items

2.1 LED Street Lights

Avoid descriptions such as “100 W street light” without further requirements. Nominal wattage alone does not define lighting performance.

A luminaire line should identify the required parameters or reference the relevant luminaire schedule, including:

• Luminaire type or schedule code
• Nominal system power
• Minimum delivered lumen output
• Optical distribution
• Correlated color temperature
• Color rendering requirement
• IP and IK ratings
• Surge protection
• Driver and dimming interface
• Mounting diameter and orientation
• Required certifications or test reports
• Warranty period

Different wattages, optics, mounting arrangements, or control interfaces should normally have separate BOQ lines.

For project-specific options, bidders can reference LeapPole’s LED street lights.

2.2 Street Light Poles and Brackets

Each pole type should have a unique item code connected to the structural drawings and pole schedule.

The description should indicate:

• Pole height
• Pole geometry
• Steel or aluminum grade
• Shaft section and wall thickness
• Base-mounted or direct-burial construction
• Bracket or outreach arm configuration
• Base plate and access door requirements
• Surface treatment
• Wind-load design reference
• Luminaire quantity and mounting arrangement
• Decorative finish, if required

Do not combine structurally different poles under one generic item.

The street light pole line should also state whether it includes brackets, internal wiring, terminal blocks, access doors, base plates, and protective finishes.

2.3 Foundations and Pole Accessories

Foundation items are frequently omitted because they appear on civil drawings rather than the lighting schedule.

Depending on the contract scope, include:

• Anchor bolt cages
• Foundation templates
• Nuts and washers
• Concrete foundations
• Reinforcement steel
• Excavation and backfilling
• Grouting
• Earthing connections
• Protective bollards
• Cable entry sleeves
• Foundation testing
• Reinstatement of paving or landscaping

Anchor bolts and other pole accessories and foundation parts should be listed separately when their supply responsibility is not included with the pole.

Foundation dimensions must be based on structural calculations, soil conditions, pole loading, and applicable local requirements. A single standard foundation should not be assumed for every site.

2.4 Electrical Distribution Equipment

The BOQ should identify the complete electrical route from the power source to each luminaire.

Typical items include:

• Distribution panels
• Lighting control panels
• Feeder pillars
• Circuit breakers
• Contactors and relays
• Energy meters
• Surge protection devices
• Power and control cables
• Underground conduits
• Cable trays
• Junction boxes
• Cable markers
• Earthing conductors and electrodes
• Trenching and reinstatement
• Cable termination and testing

Cables should be measured by type, conductor size, number of cores, installation method, and length. Avoid grouping all cables into one undefined lot unless the tender specifically requires lump-sum pricing.

2.5 Solar Street Lighting Systems

A solar street light BOQ requires more detail than fixture wattage and pole height.

Include or reference:

• LED luminaire power and optical distribution
• Solar panel wattage and technology
• Battery chemistry and usable energy
• Battery enclosure
• Solar charge controller
• Control and dimming program
• Required autonomy
• Solar panel bracket
• Pole and luminaire arm
• Internal cables and connectors
• Foundation components
• Monitoring equipment, if applicable

Battery and panel capacity should be supported by site-specific energy calculations using local solar data, operating hours, dimming profiles, temperature, and required backup autonomy.

Different system configurations should receive separate item codes. LeapPole’s solar street lighting systems can be specified according to the project location and operating requirements.

2.6 Smart Controls and Monitoring

If the project includes connected lighting, avoid a single line called “smart system.” Separate the physical equipment, software, integration, and ongoing services.

Possible items include:

• Individual luminaire controllers
• Central management gateways
• Communication modules
• Environmental sensors
• Traffic or motion sensors
• Control cabinets
• Software licenses
• System configuration
• Third-party system integration
• Data plans
• Cybersecurity requirements
• Operator training
• Support and maintenance subscriptions

State whether software and communication fees are one-time costs or recurring charges.

Part3: Define Quantities and Measurement Rules

3.1 Use Consistent Units

Select a unit that matches how each item will be supplied and measured.

Define terms such as “set” and “lot.” A bidder should know exactly which components are included in each combined item.

3.2 Separate Supply and Installation

When the project may award supply and installation to different parties, use separate lines for:

• Equipment supply
• Transportation
• Unloading
• Assembly
• Erection
• Electrical connection
• Testing
• Commissioning

This approach also helps procurement teams identify unusually low installation rates or hidden exclusions.

3.3 Calculate Quantities from Controlled Drawings

Use the latest approved drawing revision to count:

• Pole locations
• Luminaire quantities
• Single- and double-arm arrangements
• Cable route lengths
• Road crossings
• Junction boxes
• Distribution panels
• Foundations
• Control devices

Maintain a quantity takeoff sheet showing how each BOQ quantity was calculated. This makes later reviews and revisions easier.

3.4 Handle Wastage and Spare Parts Transparently

Do not automatically add an undocumented percentage to every item.

Where permitted by the tender, show cable wastage, installation allowance, commissioning replacements, and operational spares separately. Spare parts may include:

• LED drivers
• Surge protection devices
• Control modules
• Fuses
• Connectors
• Solar controllers
• Replacement batteries
• Touch-up coating materials

The required spare quantity should reflect the project size, maintenance strategy, warranty terms, and client requirements.

Part4: Complete Street Lighting BOQ Structure

4.1 Use a Standard Column Structure

A practical BOQ should include the following columns:

Additional columns may be used for manufacturer, model, country of origin, delivery period, warranty, or tender compliance.

4.2 Write Measurable Descriptions

A useful description tells every bidder what must be priced.

Weak description:

Street light pole

Improved description:

10 m hot-dip galvanized steel street light pole, base-mounted, single outreach arm, complete with base plate, access door, internal terminal assembly, anchor bolt cage, nuts, washers, and foundation template, in accordance with Pole Schedule Type LP-10-S.

The improved version reduces assumptions and makes supplier quotations easier to compare.

4.3 Record Inclusions and Exclusions

The BOQ notes should state whether rates include:

• Packing
• Inland transport
• Ocean freight
• Insurance
• Customs documentation
• Taxes and duties
• Site unloading
• Installation equipment
• Testing instruments
• Temporary works
• Training
• As-built documentation

For international tenders, identify the applicable Incoterm and named delivery location. “Delivered price” is not sufficiently precise on its own.

Part5: Include Technical and Commercial Deliverables

5.1 Required Technical Submittals

Where relevant, request the following with the bid or after award:

• Product datasheets
• IES or LDT photometric files
• Photometric calculation reports
• Luminaire test reports
• Material certificates
• Pole drawings
• Wind-load calculations
• Foundation recommendations
• Wiring diagrams
• Solar energy calculations
• Battery and solar panel documentation
• Installation instructions
• Inspection and test plans
• Warranty statements

Only request certifications that apply to the product, project location, and tender requirements.

5.2 Testing and Commissioning

Testing should not be assumed to be included automatically. Add measurable items for:

• Factory inspection
• Material verification
• Coating inspection
• Electrical insulation testing
• Earthing tests
• Functional testing
• Control-system commissioning
• Nighttime lighting measurements
• Training
• Handover documentation

State whether travel, instruments, temporary power, and third-party testing are included.

5.3 Packing and Delivery

Street lighting equipment can be damaged by poor packing and container loading. The BOQ or commercial schedule should define requirements for:

• Individual luminaire cartons
• Pole surface protection
• Flange and bracket protection
• Bundling and separation materials
• Moisture protection
• Container loading
• Packing lists
• Shipping marks
• Delivery sequencing

Where poles, luminaires, batteries, and accessories come from different production locations, define who is responsible for consolidation.

Part6: Normalize Supplier Quotations

6.1 Create a Compliance Matrix

Do not compare bids using total price alone. Create a line-by-line matrix showing:

• Comply
• Partially comply
• Does not comply
• Alternative offered
• Information not provided

Require bidders to identify every deviation. Silence should not be treated as confirmed compliance when technical data is missing.

6.2 Compare Equivalent Supply Scopes

Before comparing prices, confirm that all bids include the same:

• Quantity
• Product performance
• Structural requirements
• Surface treatment
• Accessories
• Control functions
• Warranty
• Testing
• Documentation
• Packing
• Delivery basis

A lower quotation may simply exclude anchor bolts, internal wiring, controllers, freight, or commissioning.

6.3 Separate Base, Optional, and Alternative Prices

Use distinct sections for:

• Base tender items
• Provisional quantities
• Optional items
• Recommended spare parts
• Alternative products
• Maintenance services
• Recurring software or communication fees

This prevents optional equipment from distorting the base bid comparison.

Part7: Validate and Submit the BOQ

7.1 Perform a Cross-Document Check

Before issue, reconcile the BOQ with:

• Lighting layout drawings
• Luminaire schedule
• Pole schedule
• Foundation drawings
• Cable schedule
• Panel schedule
• Single-line diagrams
• Control-system architecture
• Technical specifications
• Tender addenda

Every drawing symbol should correspond to a BOQ item, and every BOQ item should have a clear design or specification basis.

7.2 Check Commonly Missed Items

Review the final BOQ for:

• Outreach arms and mounting adapters
• Anchor bolts and templates
• Internal pole wiring
• Terminal blocks
• Cable glands and connectors
• Surge protection
• Earthing components
• Junction boxes
• Control licenses
• Testing and commissioning
• Spare parts
• Training
• As-built drawings
• Packing and freight
• Removal and disposal of existing equipment
• Surface reinstatement

7.3 Control Revisions

Give every BOQ issue a revision number, date, and change description. Keep a register of:

• Revised quantities
• Added or removed items
• Specification changes
• Tender clarifications
• Approved substitutions
• Client instructions

After contract award, the accepted BOQ should become the baseline for payment, change control, delivery tracking, and final account reconciliation.

Conclusion

A complete street lighting BOQ is not simply a list of poles and luminaires. It is the commercial bridge between the lighting design, technical specifications, construction scope, and supplier quotation.

The strongest BOQs use clear item descriptions, consistent measurement rules, traceable quantities, and visible scope boundaries. They also separate base requirements from options, spare parts, services, and recurring costs.

This structure helps project owners receive comparable bids, helps contractors control procurement risk, and allows manufacturers to prepare technically accurate quotations.

For a project-specific review, submit your lighting layouts, pole schedule, site conditions, quantities, and tender specifications to LeapPole. The engineering team can assist with product selection, structural requirements, photometric documentation, and quotation preparation.

FAQ

What is the most common mistake when preparing a street lighting BOQ?

The most common mistake is listing only major equipment while omitting accessories, foundations, cables, controls, testing, or delivery responsibilities. These omissions create price differences between bidders and frequently lead to variations after contract award.

Should street light poles and anchor bolts be listed together?

They may be combined when one supplier is responsible for the complete assembly. However, the description must state that the anchor bolt cage, template, nuts, washers, and related accessories are included. Separate lines are preferable when civil works and pole supply are handled by different contractors.

How should solar street lights be described in a BOQ?

Describe the complete system using luminaire output, solar panel wattage, battery chemistry and usable energy, controller functions, operating profile, autonomy requirement, pole configuration, and mounting accessories. Do not compare solar systems using nominal luminaire wattage alone.

Should maintenance costs be included in the BOQ?

Include maintenance tools, spare parts, training, scheduled service, software subscriptions, and extended warranties when required by the tender. For lifecycle evaluation, these costs can be placed in a separate schedule so they do not distort the initial supply price.

How do you compare quotations with different technical specifications?

Normalize every quotation against the tender baseline. Identify exclusions and deviations, confirm delivered lighting performance, compare structural specifications, and add omitted mandatory costs before evaluating the total price.

Can the BOQ be revised after tender submission?

A bidder should not revise a submitted BOQ independently. Changes should follow the client’s formal clarification or addendum process. Every revision must record the affected item numbers, quantities, prices, and reasons for the change.

What should you send LeapPole for an accurate street lighting quotation?

Provide the project location, lighting drawings, road dimensions, required standards, pole schedule, environmental conditions, quantities, delivery destination, and tender specifications. LeapPole can then prepare a more accurate technical and commercial proposal based on the actual project scope.