Quality Alerts 質量提示

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Note

• 17/3/2026 & 18/3/2026: Generally updated.
• 24/12/2024: "Estimates for maintenance and renovation" moved out to become its own page. "維修裝修估算"移往自己頁。"Measurement of quantities" moved to "Measurement and Billing" as "On-screen measurement". "計量"移往"計量和列單" 並改名為“螢幕計量”。
• 4/11/2015: Created. 建立。

Where is the satisfaction?
滿足感在那裡？

1. Winning the trust of Clients, being consulted frequently.
   客戶信任，時常諮詢。
2. Problem solved.
   解決到問題。
3. Proper monitoring of prices, without unpleasant surprises to the Clients.
   造價跟蹤管理得宜，不出客戶意料之外。
4. Considered fair and reasonable by both the Employers and the Contractors.
   發包方及承包方都覺得公平合理。

Invisible hand
無形的手

1. Always be prepared to be audited by a third party.
   隨時準備有第三者審計。
2. Professional misconduct would cause damage to the Company not compensable by professional liability insurance.
   專業失當就算有保險都不能補償對公司造成的破壞。

Treating the counter-parties
對待對手

1. Fair.
   公平。
2. Reasonable.
   合理。
3. Non-corruptive.
   廉潔。

Timely responses

(Section added, 18/3/2026)

1. Take action within a reasonable time after the receipt of any request whether a deadline has been set or not.
2. Give advice proactively if the incoming correspondence shows something contrary to the proper contractual interpretation or monetary amounts.
3. Set reasonable time table well in advance for receipt of Tender Drawings and Specification for tender documentation.
4. Comply with reasonable deadlines set by others.
5. Do not encourage the habit of last minute requests with "sorry for the rush".
6. Notify immediately if the deadlines set are unreasonable, and counter-propose a reasonable target dates.
7. Ask for extension well before the deadline if the reasonable deadline becomes unachievable.
8. Do not leave matter unattended for a long time without proper action.

Emails

(Section added, 18/3/2026)

1. Watch out email size limits.
2. Avoid using cloud storage links.
3. See Use of emails - Quality Alerts updated on 18/3/2026.

PDF files

(Section added, 18/3/2026)

1. Adopt the source file name as the file name of the generated PDF file, with the file extension changed to "pdf".
2. Email back the source file after sending out the PDF file only.
3. Assign a systematic file name for scanned PDF file showing the job number and title as the prefix.

Exchange of hardcopy of documents

(Section added, 18/3/2026)

1. Despatch and collect documents according to the following customs:
   • done by us for documents exchanged with the Clients and othe Consultants
   • done by the contractors and sub-contractors for documents exchanged with them.
2. Ask the other consutlants to send their Tender Drawings and Contract Drawings to the final destiny instead of through us to avoid unnecessary time and cost.
3. Remind the party who has not collected a document from our office as requested on the day available for collection to collect.
4. Pack the documents to be collected with waterproof sheets when raining.
5. Send to that party for important document to avoid further delay if the document is still not collected.
6. Insert a blank page as the last page before the back cover of hardcopy documents bound by clips or screws to protect the last page with information from wear and tear damage.

Folder and file naming

(Section added, 18/3/2026)

1. Make the data or email folder names and filenames as concise as possible because too long folder + filename path may exceed the limit supported by the computers.
2. Avoid to use spaces or full stops in folder names and filenames like "Payment valuation No. 1" because it is inconvenient for use via terminal command. 
3. Use camel case like "PaymentValuationNo1". 
4. Use "-" to mean different levels, such as "ContractA-PaymentValuationNo1". 
5. Use "_" before different versions or dates, such as "ContractA-PaymentValuationNo_1" or "ContractA-PaymentValuationNo_1_20260318a". 
6. Alternatively use brackets for dates, such as "ContractA-PaymentValuationNo_1(20260318a)".
7. Use "+" for "&" because "&" may conflict with codes for Chinese characters.
8. Prefix the file name with job number at least, possibly with short job title as well.
9. Type in the file name in page header or page footer instead of using automatically updated file name field in case it is not wished that the file name should automatically be updated based on the actual file name used, e.g., in Tender Documents.

Correct terminology

(Section added, 18/3/2026)

1. Use the terms used in the form of contract being used.
2. Be aware that different forms of contract use different terms and expressions (SFBC, Govt GCC, NEC, etc).
3. Use terms consistently within the same document.
4. Use capitalised words consistently. 
5. Note the special styles of terms used in NEC contracts.
6. Adopt the contract provisions exactly when those provisions are used when issuing certificates, comments on bonds and insurances, etc.
7. Use correct grammar. See Common Errors in use of English.
8. Use spellspeck offered by Word and Excel.
9. Use AI tools to help check the grammar only.
10. Do not necessarily adopt AI's suggested style or re-written text because it may not be consistent with the usual style used by the company.
11. Be more specific as to the class and standard to be chosen when writing descriptions in the Bills of Quantities or Schedule of Rates.
12. Refer to the specific Specification clause numbers in accordance with "as described in the Specification" when writing descriptions in the Bills of Quantities or Schedule of Rates.
13. Avoid the use of broadbrush expressions like "as described in the Specification" and "as shown on the Drawings" without being specific as to the clause number or drawing number or reference number of the details or item number of the drawing notes, because these are superfluous with no additional use when other parts of the Tender Documents should have contained some provisions saying that the Bills of Quantities or Schedule of Rates must be read in conjunction with the Specification and Drawings.

Numerical accuracies

(Section added, 18/3/2026)

1. Calculate the quantities based on the Tender Drawings or Instruction Drawings.
2. Be cautious when using as-built drawings because they may show some work actually done but without entitlement to payment:
   1. done without Architect's instructions or subsequent confirmations of verbal instructions but accepted to remain
   2. done but not measurable separately according to the Standard Method of Measurement
   3. done but not measurable to the lengths as done according to the Standard Method of Measurement (e.g. cables and wirings).
3. Observe the number of decimal places to be used in dimensions and quantities as specified by the Standard Method of Measurement, however:
   1. when the contractor's calculations do not strictly comply with the rules, whether the non-compliance should be strictly corrected should depend on the ultimate magnitude of the errors so caused
   2. if the total cost of the times to be spent by all concerned parties to correct these non-compliance is more than the amounts of the errors, it should not be worthwhile to make the corrections.
4. Apply rounding off to the totals suitably because this can reduce the chances of consequential corrections when there are some minor errors in the build-up.
5. Round up estimates:
   1. estimated quantities to whole numbers of 2 or at most 3 significant figures
   2. estimated rates to whole numbers of 2 or at most 3 significant figures
   3. estimated amounts to the nearest 10,000.
6. Round off pro-rata or fair rates to the nearest 10 or a whole number of 3 significant figures, e.g.:
   1. if the contract rate is a round number of $1,200, a pro-rata may be arithmetically calculated as $1,345.67 but such apparent accuracy is inconsistent with the original contract rate. It should be rounded to $1,350
   2. for bigger numbers like $1,234,567, $1,250,000 should be acceptable.
7. Round off gross valuation to the nearest $10,000 and retention to $1,000 such that the net valuation and net amount due are still rounded to $1,000.
8. Round off the Final Contract Sum to the nearest $1,000.
9. Obtain the Client's and the Contractor's consent to the rounding off rules.
10. Ensure that the arithmetical formulae used are correct nothwithstanding the permission to round off.
11. Build in an alternative formula to double check the accuracy of the totals.
12. Double check all arithmetics by another person.
13. Double check the BQ references of the contract rates used in the valuations.
14. Carry out bulk-checking.
15. State the name or initials of the person doing the primary calculations.
16. Sign after all checking with initials or names of checking persons stated.
17. Use red colour for first double-checking and green colour for corrections if the checking is done manually on paper.

Transfer checks

(Section added, 18/3/2026)

1. Double check all transfer of figures from one place to another by another person.
2. Update the Financial Report and draft Final Account whenever there is any update to the descriptions and amounts of the individual estimates or assessements.
3. Update the next Payment Valuation accordingly.

Benchmarking

(Section added, 18/3/2026)

1. Benchmark the total quantity ratios against similar projects when finishing the first calculations.
2. Benchmark the total amount per suitable quantity against similar projects when finishing the first calculations.
3. Review the net effect of the changes after updating and feel whether this is within the magnitude expected.
4. Investigate why the net effect is beyond expectation. 

Records of quality checks

(Section added, 18/3/2026)

1. Record the names of the persons involved in various tasks (BQ production, financial reporting, payment valuations, final account assessments, etc.)
2. Record in each document the names of the persons involved in that document.
3. Ensure that all drawings used for measurement have been coloured or lined through to the full extent required to be measured.
4. Do not colour or line through drawings before measurement.
5. Ensure that the Preambles and the Specification clauses have been lined through to signify that they have been taken into account in the preparation of the Bills of Quantities or Schedule of Rates. 
6. Stamp quality check chop on the finished documents with proper initials and signatures by persons involved.

Calendar updating

(Section added, 18/3/2026)

1. Register events or leaves on calendar prescribed by the Company.
2. Adjust the entries in case of changes.
3. Adjust the actual time spent immediately after the event.
4. Record important deadlines for:
   • fee submissions
   • issue of tender documents
   • return of tenders
   • submission of periodical reports 
   • expiry of bonds and insurances 
   • renewal of own annual returns, business registration certificates, insurances, tenancy agreement, contracts for use of office equipment, etc. 

Attending meetings
開會

1. Be prepared.
   要有準備。
2. Watch out deportment.
   注意儀態良好。
3. Refrain from smoking.
   不要抽煙。
4. Present oneself appropriately.
   洽當表現自已。
5. Should not keep silence without contribution.
   不要默不作聲毫無貢獻。
6. Should not speak unnecessarily.
   不作無謂發言。
7. Say “To check and reply” if necessary cannot answer.
   真的不會答時, 不怕答“容後補答”、“要查證再覆”。

8. Email back documents received or notes written at the meeting.

   (Point added, 18/3/2026)

Price information
價格資訊

1. Build-up a database.
   建立資料庫。
2. Collect directive circulars and prices published by Government and authorities.
    收集政府、權力機構的指令性通知、價格。
3. Collect market prices through other commercial sources (i.e. cost software vendors).
   收集其他商業渠道的市場價格(例如造價軟件公司)。
4. View newspapers, periodicals, internet.
   檢閱報章、期刊、互聯網。
5. Collate internal information.
   整理自身的資料。
6. Analyse content ratios and unit costs of past projects.
   分析過往工程含量及單位造價。
7. Obtain through tendering.
   通過招投標取得。

Cash flow table
資金流量表

1. Use horizontal table with a chart.
   盡量使用橫式有圖表那個款。
2. Include complete remarks.
   要加齊註釋。

Standard documents
標準文件

1. Use standard documents/templates to prepare fee proposals, tender documents, tender reports and other documents, but may refer to other projects for useful changes.
   要用標準文件編寫顧問費報價、招標文件、投標分析報告及其他文件，但可參考其他工程有用的改動。
2. Do not adapt from other projects, unless really appropriate, but should check  the standard documents for any updates.
   不要直接用其他工程的改, 除非真的合適，但仍要核對標準文件有無最新的改動。

Lead in water problem
鉛水問題

• Check tender documents for expressions using lead, and check with the designers whether this is appropriate.
  檢查招標文件有無用鉛的字句，及與設計單位了解是否適合。

Insurance provisions in tender documents
招標文件保險條款

1. Ensure that the name list of the joint-insured as specified in the Contractors’ All Risks and Third Party Liability insurance provisions is comprehensive; apart from the Employer, the Contractor and sub-contractors of all tiers, note whether the list should include:
   確保規定工程一切險及第三者責任險的條款的聯名被保險人的名單齊全;除發包方丶承包方及各層分包方外,還要注意是否要加入:
   • the Building Manager (being a manager of the relevant properties, he may be held liable)
     物業管理人(因他為相關物業的管理人,可能被追討責任)
   • other contractors employed by the Employer (because their works will be carried out currently with the Works, and the liability for accident may not be clearly separable)
     發包方聘用的其他承包商(因其工程與本工程同時執行,意外責任未必能分得清)
   • consultants (because they are not directly performing the Works, and the insurances can only cover risks caused by the performance of the Works, therefore, it is doubtful whether they should be included as one of the joint-insured).
     顧問(因他們不是直接執行工程者,而保險只保障執行工程所造成的風險,因此,把他們作為聯名被保險人之一的效用存疑)。
2. Adjust the old term “separate specialist contractor” to match the term used in the new Standard Forms of Contract.
   調整“separate specialist contractor”這舊有叫法以符合新標準合同的叫法。
3. State the values of their works for inclusion as part of the sum insured to avoid inadequate insurance cover.
   列出他們的工程金額，作為保額的一部分以免保額不足。
4. State expressly work outside boundaries to avoid lack of insurance cover.
   特別列出工地外的工程以免保險範圍甩漏。
5. Include in the amount of removal of debris the costs of demolition of building, hoardings (if not included in the present contract), scaffolding for demolition, etc; review whether the $1M stated in the standard documents are adequate and adjust as appropriate.
   計算保險的殘礫清理保額時要包括拆樓、圍街板(假設本合同價未包括圍街板)及拆樓用的棚架；檢討標準文件寫的100萬元是否足夠及作適當的修改。
6. State the values of the previous works such as foundations and hoardings for inclusion as part of the sum insured under the material damage section to ensure full cover; alternatively, if the risk of total loss is low, insure as the principal’s properties under the third party liability section, but the limit of indemnity will be lower.
   列出之前的工程，例如基礎、圍街板等的價值，加入物質損壞保險的保險額內以取得全額保；或者，如全毀的風險低,可以作為工程委託方的財産形式在第三者保險部份受保,但賠償額較低。
7. Require the CAR insurance to include an escalation clause if the contract period is more than 1 year to allow for inflationary increase to the amounts insured based on the original contract sum. This escalation clause may also help towards increased contract sum due to variations exceeding the contingency sum.

Preparing Bills of Quantities or Schedule of Rates
編寫工程量清單或單價表

1. Read the Standard Method of Measurement, whether you are experienced or not; do not just listen to other people.
   任何時間都要睇工程量計算規則，無論生手定熟手，不要光聽人講。
2. Note concrete mix, beam depth stages, height stages, edges, shoulders, straight / sloping / curved, etc.
   計混凝土工程時要注意混凝土的標號、樑深的層級、高度的層級、邊沿、接肩、直斜彎，等等！
3. Do not blindly follow past Bills of Quantities or Schedule of Rates because they may have simplified the measurement which may not be applicable to every project, and may in fact be wrong.
   不能盲目照跟舊有的工程量清單或單價表因為它們可能把計法簡化了，但此不是單單工程都合用，而其實可能根本就錯了。

Preliminaries Bills
開辦營運費清單

• Draw horizontal lines to separate items in Preliminaries Bills containing clause headings only to enable entry of prices in alignment with the item descriptions
  用橫線把只列條款標題的開辦營運費清單內的項目間開以便填寫價格時對齊項目說明。

Rates of liquidated damages

(Section added, 18/3/2026)

• Ask the Clients for the rates of liquidated damages to be used (though very often they ask us to suggest) because only the Clients can really know the loss and expense which may be suffered by them due to delayed completion of the Works.
• In case of sectional completion, the rates applicable to the various sections should commensurate with the values which may be generated from the sections completed. If two very different sections have the same rates of liquidated damages, it can be challenged that one of the rates is a penalty not enforceable.

Specification

(Section added, 17/3/2026)

1. Ask the relevant design consultants to prepare their Technical Specification.
2. Reflect the requirements of the Technical Specification in the Bills of Quantities or Schedules of Rates.
3. Help reduce errors, inconsistencies and ambiguities in the Technical Specification.
4. Do not correct their Technical Specification on their behalf.
5. See Specification - Quality Alterts updated on 17/3/2026.

Tender Documents

(Section added, 17/3/2026)

1. Keep a printed copy of the Tender Booklets and Tender Drawings as a control copy.
2. Do not rely on reading the soft copies.
3. Update the pages with those issued under any tender addendum.

Tender invitations

(Section added, 17/3/2026)

• Plan well the time schedule for issuing Tender Documents and return of tenders when the tendering period is spanning over long holidays especially the Chinese New Year holidays when factories, suppliers and sub-contractors may close down for holidays.

Documentary exchange with tenderers
與投標者的來往文件

• Keep the hardcopies and softcopies of documents, correspondence, faxes and emails exchanged during tendering under a separate folder for each tenderer to enable easy tracking and compilation of contract documents.
  把招投標標的 所有來往文件、信件、傳真及電郵的打印或電子件按每一投標者分開歸檔，以便追蹤及製作合同文件。

Tender clarification queries
詢標問卷

• Clarify in the tender clarification queries only those incorrectly priced high or low rates, not comparatively high or low rates
  在詢標問卷應只問錯誤地高或低的單價,而不是相對高或低的單價。

Deeming unpriced items as included

(Section added, 18/3/2026)

1. Include in the Tender Documents a clause stated that any items listed in the Bills of Quantities but not specifically priced by the tenderers shall be deemed to have been priced elsewhere in the Tender Sum.
2. Include in the Tender Documents a clause stated that any work shown on the Tender Drawings or described in the Tender Specification but not specifically priced by the tenderers shall be deemed to have been priced elsewhere in the Tender Sum.
3. It is common that many items in the preliminaries would not need a specific price against them.
4. Do not need to issue tender clarification queries to the tenderers to confirm the above because the implications have already been stated in the Tender Documents.
5. Do not deem those unpriced items as priced at "$0" because this would become a contract rate to be used for pricing variations. If there is an omission, the amount to be omitted will still be zero.
6. On the other hand, if an item deemed included in the Tender Sum / Contract Sum is omitted, it should still be possible to omit the relevant costs saved. Of course, this may equally apply to variation additions. A distinction may be based on whether the deemed included items are ancillary items to other specifically priced principal items. If they are, then they themselves will not be omitted or added when the quantities of the principal items are not changed. If they are not ancillary items but are standalone items, it should be fair to make reasonable cost adjustments if their quantities are increased or reduced based on the relevant costs.

Tender Reports

(Section added, 18/3/2026)

1. State the site address in the tender report.
2. State also the site area and total gross floor area in the tender report to facilitate cost per area calculation.
3. Describe briefly the Main Contract scope of works in the Sub-Contract tender reports.
4. State the estimated budget in the Main Contract tender report or the PC Sum the Nominated Sub-Contract tender report.
5. Extend the tender validity period if the contract cannot be awarded before the expiry date and the project is still alive.

Contract Documents

(Section added, 18/3/2026)

1. Collate the Contract Documents for signing as soon as possible after the award of the contract, even though a binding contract has come into existence upon the issue of the letter of acceptance not refused by the Contractor.
2. Co-ordinate with the other consultants to make sufficient copies of Contract Drawings.
3. Remind them to use the set issued for tendering.

Extension of time claims

(Section added, 18/3/2026)

1. Advise only on the contractual validity of an extension of time claim with reference to the extension of time clauses relied upon.
2. Leave the ascertainment of the extent of the delay and extension of time to the Architect. It is his privilege and duty to do so.

Financial reports
最終造價估算報告

1. Estimated Amount = Reasonably estimated maximum amount for budgetary purposes
   估計價 = 合理估計的最大金額，供投資預算用。
2. First Claimed Amount = Amount initially claimed or the biggest amount claimed by the Contractor
   原報價 = 承包商第一次或最大的一次的報價。
3. Latest Claimed Amount = Latest revised amount claimed by the Contractor, or the current amount after negotiated reduction
   最新報價 = 承包商最新的修訂報價，或通過談判應已減低了的金額。
4. Assessed Amount = Amount accurately or roughly assessed to be comfortably payable finally, in other words, the minimum final amount payable
   審核價 = 經準確或大約計算得的可安心作為最終應付的總額，亦即等如最低的最終應付總額。
5. When Assessed Amount = Claimed Amount, Estimated Amount should also be = Assessed Amount
   當審核價 = 報價時，估計價亦應 = 審核價。
6. In the final stage of final account, the Estimated Amount should be smaller than the Claimed Amount
   到結算後期，估計價應低於報價。

7. When an instruction is for the expenditure of a provisional sum, the amount should be entered as an expenditure of the provisional sum. The unexpended amount of the provisional sum should be retained for future use by adding an item for "allowance for potential expenditure".

   (Point added, 18/3/2026)

Approximately
大約

• Write “approximately X Nos.” instead of  “approximate X Nos.”
  寫成“approximately X Nos.” 而不是  “approximate X Nos.”

Replace by or with
更換

• “replace by” or ”with” may be distinguished by this example: in “replace A by B with C”, A is the replaced, B is the one who takes action, and C is the substitution
  “replace by”定”with” 可以此例子分辨：”replace A by B with C” 中A是被更換者、B 是行動者、C是代替者。

Final account item descriptions
結算項目說明

1. Note that if the words "revise", "change", "replace" and similar are used in the final account item descriptions, cost omission and addition are both expected
   注意當”修改”、”改變”、”更換”等類似用詞在結算項目說明使用時，意味應同時有減帳及加帳。
2. Make sure that the final account item descriptions are consistent with the cost effects
   確保結算項目說明是與費用影響匹配。

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