Compare the same scope before comparing the total
Two hotel furniture proposals can show different totals while describing different products, responsibilities and assumptions. Build one comparison sheet from your own current brief, then ask each supplier to complete the same rows. A lower total is meaningful only when the room types, item counts, construction, finishes, approvals, packing and local work are aligned.
Freeze a comparison baseline
- Use one dated room-and-area schedule with item codes, quantity basis and drawing revision.
- Mark every item included, excluded, optional or awaiting information. Keep alternatives on separate priced lines.
- State which party supplies equipment, verifies dimensions, approves drawings and samples, receives goods, installs, connects services and makes good.
- Give all suppliers the same destination, target sequence and known site-access limits.
If the specification changes during tender, issue a new baseline and ask every supplier to identify the effect. Do not combine a price from one revision with a scope description from another.
Record evidence and exceptions beside the price
| Dimension | Check in every proposal | Evidence or clarification |
|---|---|---|
| Scope | Item codes, quantities, room/zone, movable versus fixed elements, accessories and spares | Completed scope schedule and explicit exclusions |
| Construction and finish | Proposed substrate, visible material, upholstery, hardware, edge/joint intent and approved alternatives | Product description, drawings, samples and finish references applicable to the quoted configuration |
| Drawings and approvals | Shop drawings, design-development input, sample or mock-up needs, revision and approval owners | Deliverable list, sequence, charges and hold points |
| Quality checks | Inspection stages, acceptance criteria, records, treatment of nonconformity and replacement process | Proposed inspection plan and records relevant to the project |
| Packing and handoff | Protection method, labels, room/floor/phase sorting, loading, receiving and damage reporting | Packing proposal and responsibility boundary |
| Commercial basis | Currency, trade term, validity, taxes/duties, freight, installation, payment stages and change treatment | Quotation notes with assumptions tied to priced lines |
| Project requirements | Destination documents, tests, certificates and local approvals that actually apply | Product/configuration-specific evidence or a stated gap and resolution plan |
Test how the supplier handles unknowns
Ask each supplier to list information missing from the enquiry, the assumption used for pricing, and the date that decision is needed. This reveals whether a proposal depends on an unapproved finish, an estimated quantity or an unverified site dimension. It also lets the buyer distinguish a manageable open item from a silent exclusion.
For a configured project, ask how the supplier will identify the manufacturing source, control revisions, approve samples, record checks and preserve item or room labels through packing. A production network may include owned, equity-partner and commissioned factories; the useful comparison is the documented route and responsibility for the actual package, rather than a blanket factory label.
Choose on traceable scope and risk
Before award, reconcile all material exceptions and create one accepted scope. Confirm the drawings and samples that will govern production, the change procedure, the delivery and site handoff, and the contract evidence required for the destination. References and photographs can help frame questions, but they do not replace a supply list or project-specific proof.
GEORGE Group can review your comparison baseline and identify the exact package it can propose. Send the room-and-area schedule for a scoped discussion.