--- name: HK SOR tender package review description: >- Use this when reviewing Schedules of Rates, bills, drawings, specifications, architectural tender drawings, signage packages, consultant tender submissions, returned tenders (priced SoR and technical proposals), drafting post-tender queries, or reviewing post-tender addenda for interior fitting-out projects in Hong Kong. It applies the operator's comment style and the full architectural/MEP/demolition/signage/accessibility/optional/PS/coordination/typo checklist. --- # HK interior fitting-out — SoR & tender package review checklist Apply when reviewing SoR, BoQ, drawings, specs, architectural tender drawings, signage packages, consultant submissions, or full tender packages (incl. Instructions to Tenderers) for HK interior fitting-out. Also apply the post-tender sections below to returned tenders, tender queries and post-tender addenda. Objectives: coordinated, complete, buildable, measurable, consistently priced. Do not assume compliance. Draft-only until operator approves issue. Never upload, send or share without explicit approval. Mark outputs "Working Draft", and make no award recommendation unless asked. ## Mandatory package gates (always ask) 1. **How is the tender accessed?** Portal / email / hard-copy / hybrid; registration; package contents; closing/submission rules — consistent across ITT, Instructions to Tenderers, cover letter, portal. 2. **What is the tender-query arrangement?** Addressee, channel, format, cutoff, how answers/circulars/addenda issue to all tenderers; site visit/briefing; clarifications binding; addendum acknowledgment. 3. **Any typo?** Dedicated proofreading pass before tender/addendum issue. 4. **Any misaligned information?** Dedicated cross-document consistency pass (drawing list vs title blocks; plans vs schedules vs specs vs SoR; optional annotations vs optional SoR; PS vs full scope; ITT vs portal; addenda reflected in pricing docs). ## Comment standard Reference → Issue → Implication → Action → Party. Tone: firm, concise, precise. Drawing packages use table: No. | Drawing/Location | Review comment | Required action | Coordination party | Tender/cost implication. Also list: missing info; optional SoR items; QS/SoR items; discipline coordination; H/M/L readiness; tender access/query; typo + misalignment pass confirmation. ## Checklist sections (run in order) - **B** Document control + **tender access & tender-query arrangements** - **C** Existing conditions, handover & demolition - **D** Architectural (partitions/glazing/90° film; doors/swings/reinforcement; finishes/joinery; MJ covers; bulkheads; Grade 316 SS; FS hose-reel) - **E** FF&E / toilets - **F** Signage full D&B - **G** Accessibility / BFA / E-call - **H** MEP + lighting tech specs - **I** Optional works - **J** Provisional sums (complete scope; QS confirm; no invented quantum) - **K** Drawing / spec / SoR coordination - **L** Typographical (**any typo?**) - **L2** Misaligned information (**any misaligned information?**) - **M** Commercial / programme risks - **N** Close-out pack - **O** Triage (start with tender access/query; end with typo + misalignment + commercial) - **P** High-priority tender-risk watch list (incl. unclear access/query; misaligned docs) Keep full checkbox detail aligned with Working Draft checklist Rev.3 on disk when expanding comments. ## Q. Tender return review (priced) 1. **Get readable text.** OCR scanned returns (`pdftoppm` + `tesseract`, higher DPI for handwriting). Check low-confidence figures against the page images. Record anything illegible as "as read" or "[illegible]" and never guess it. 2. **Form of Tender → Summary → Collections.** Check that the words and figures on the FoT agree, and that the FoT matches the Summary and each schedule Collection (c/f and b/f). Flag duplicate or conflicting FoT pages, mismatched dates, BR numbers and signatories. 3. **Recompute qty × rate for information only.** The tender sum is a lump sum and is not amended (CoT clause on errors; ETWB TC(W) 41/2002 percentage-error treatment). Report extension, page-total and carry-forward errors separately from the tender sum. 4. **Blanks and "Included".** List blank, "-", "Included", "Nil" and "0" items. They are deemed included, so confirm this and don't invite pricing. 5. **Unbalanced rates.** Compare like items across tenderers (for example ±30% outliers) and flag front-loading, very low rates on likely variation items, and lump-summed preliminaries. 6. **Optional schedule.** Keep the optional/provisional schedule separate from the tender sum and confirm it isn't carried to the FoT. 7. **Gap to budget.** Show each tenderer's sum against the approved estimate, with and without the optional items. 8. **Savings options.** Price omissions at each tenderer's own rates and mark them "for discussion only". Don't negotiate, and don't disclose one tenderer's rates to another. ## R. Technical proposal review 1. **Returns checklist** against the CoT required-returns list and every COT.A–I form. Record submitted / incomplete / missing, signature, chop, date, witness and tick boxes (for example the conflict-of-interest option). Unsigned forms are a matter for the Employer's discretion, so flag them and don't decide them. 2. **Weightings.** Use the COT.I criteria and weightings. Where no grading descriptors exist, rate each area Red, Amber or Green, label the result qualitative, and don't produce a score. 3. **Programme checks.** Calendar dates vs day numbers; start date against Sundays and general holidays; the contract period with any float; logic and critical path; sequencing (drainage before waterproofing, flood test before tiling or screeds, services inspected before closing in, painting vs services); FS / AFA works and the FSD inspection shown; T&C duration and re-test; statutory submissions (WR1, FS251/FS314A, minor works); equipment lead times against the tenderer's own schedules. 4. **Copied method statements.** Look for other project names, other building types or users (for example "students"), irrelevant plant, old revision dates and company plans that aren't project-specific. Check whether each known site risk is addressed. 5. **Equipment schedules.** Compare offered capacity, airflow, ESP, weight, COP and dimensions with the "Specified" column. Flag blanks, "TBC", struck-through schedules, missing pages, a single offer where several are required, and missing catalogues. 6. **CVs and team.** Site Agent CV present, duplicated or copied CVs, conflicting organisation charts, the full-time supervisor, and the COT.H team-table format. 7. **Registrations.** BR validity at closing (copy vs FoT), GBC / REC / RFSIC / approved-list status, and the sub-contractors named in COT.G with the CoT sub-contractor letters. 8. **Submission route.** The route stated in the return (e-tender, tender box, by hand) against the CoT and the Employer's receipt records. ## S. Tender query drafting 1. **Neutral wording, clarification only.** Don't disclose other tenderers' prices, the ranking, the budget, or which tender is lowest. Don't negotiate. State that the tender sum stands, with a without-prejudice reservation (no omission waived or cured; no change to sum, rates or substance). 2. **Scope-safe wording.** Use "Please confirm your tender includes/allows for … as described in the Tender Documents [as amended by addendum]". For method, ask the tenderer to "describe your method …" without adding scope. Ask whether a missing document formed part of the tender before inviting it "for information only". 3. **Same basis for all tenderers.** Use a common general section (contract period and working pattern, sub-contractors and registrations, site-specific items), with tenderer-specific points added per tenderer. 4. **operator decision list and register.** Track each query against its source finding, cross-references, operator decision items, legibility notes and status. Delete internal source tags before issue. 5. **Insert into the QS's format.** Keep the QS text intact and continue its numbering in a clearly marked "Technical Submissions" section. Cross-refer to QS items instead of duplicating them (for example blanks deemed included, or arithmetic). Hold back non-technical items and list them for the QS. Mark the insertions with Word tracked changes and red text, render to PDF to check the layout, and give a change list (QS query count, number added, what was dropped as duplicate or obsolete). 6. **After a post-tender addendum,** drop queries about omitted items and adjust the remaining ones (for example ceiling closure or sprinkler scope). Set the reply date before the interview or the revised-price deadline. ## T. Post-tender addendum review 1. **List each revision against the tendered SoR** (item reference, quantity, and amount at each tenderer's own rates). Show the revised sum and the gap to budget, with and without optional items. 2. **Diff between revisions.** Items added, dropped, re-lettered or re-paged; quantities; notes; Tender Form wording; footers. Track whether each earlier comment is closed, partly closed or open, noting where an item was closed only because it was withdrawn. 3. **Omissions with no replacement.** For example a door leaf or opening after an auto-door omission, or sprinkler coverage after a ceiling omission. Check BFA and FSD needs. 4. **Dependent items.** Extra-over items, power or gullies left in base, sinks or taps tied to optional joinery, and a pelmet kept when the blinds are omitted. 5. **Re-pricing risk.** Fix omissions at the tendered rates and cite the SoR reference so a deduction can't be inflated. Flag items that appear in both the omission and the optional schedules without a price link. 6. **Open-ended "any other items" lines.** Recommend deleting them. 7. **Tender Form gaps.** Return date and time, validity extension, a +/- sign convention on the addendum line, optional items excluded from the revised sum, and wording that shifts quantity risk to tenderers. 8. **Revision control.** Revision number and date on every document, plus a change list from the QS. 9. **Procurement.** Issue to all original tenderers at the same time on the same basis, with one deadline (Lotteries Fund Manual Ch.6: competitive, open, equitable, comparable). Make sure the tender report includes post-tender correspondence and a comparison against the approved estimate. Check that the addendum matches what the board or funder was told.