# Final Assembly + Submission Checklist

**Project:** SMC MRT-7 FDAS + ACS Integration
**Submission Deadline:** 2026-05-08
**Format:** Two-envelope (Technical + Commercial) per TOR §11.10

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## T-7 Days (2026-05-01) — Lock Pricing

- [ ] All 10 RFQs sent out (deadline 2026-05-02)
- [ ] Replace `[BIDDER NAME]` placeholders across all 10 RFQ files (`09-rfq-package/RFQ-*.md`)
- [ ] Confirm bidder authorized purchaser email for RFQ recipients
- [ ] Set up tracking sheet for supplier responses

## T-3 Days (2026-05-05) — RFQ Returns + Price Lock

- [ ] All RFQ responses received from suppliers (deadline 2026-05-02)
- [ ] Engineer / cost-engineering team reviews each supplier quote vs `06-pricing-basis.md` estimates
- [ ] Replace agent-estimated unit prices in `06-boq.md` with locked supplier prices
- [ ] Recompute amounts + subtotals + grand total
- [ ] Update `06-pricing-basis.md` rows from `[ENG-EST]` to `[SUPPLIER-LOCKED]` with quote-reference numbers
- [ ] Verify VAT inclusivity per A-401 across all locked rows
- [ ] Verify 6-month validity per A-404 across all supplier responses

## T-2 Days (2026-05-06) — Document Refinement

### Customer-facing documents (replace placeholders + verify)
- [ ] `_deliverables/03-cover-letter.md` — `[BIDDER NAME]`, `[Authorized Signatory]`, `[PEE Name + License]`, `[Address]`, `[Phone]`, `[Email]`
- [ ] `_deliverables/04-technical-proposal.md` — Section 9 Bidder Qualifications insert (corporate package); brand authorization letters from Notifier + Suprema
- [ ] `_deliverables/05-commercial-proposal.md` — Schedule of Payments (verify against bidder's contract terms); replace `[BIDDER NAME]`
- [ ] `09-rfq-package/RFQ-*.md` — replace `[BIDDER NAME]` (10 files) — only if re-issuing post-RFQ-return for record
- [ ] Verify grand total consistent across: BOQ + Cover Letter + Commercial Proposal + Technical Proposal references

### Compliance + Schedule
- [ ] `_deliverables/01-compliance-matrix.md` — review every clause; convert any team-identified deviations from C → D + statement
- [ ] `_deliverables/02-schedule-summary.md` — generate Primavera P6 `.xer` if internal license available; else MS Project Gantt PDF (note as comply-with-comment in matrix)

### Open clarifications
- [ ] Q-021 + Q-022 (HIGH priority — per-station-contractor handoff + multi-party coordination escalation): close with customer or document explicit assumption
- [ ] Other 6 open Qs: close or document assumption per `08-customer-clarifications.md`

## T-1 Day (2026-05-07) — Convert + Assemble

### File conversions
- [ ] `06-boq.md` → PDF (landscape Letter, 0.5" margins, via pandoc → python-docx → LibreOffice pipeline used for RFQs)
- [ ] `06-boq-excel.csv` → `.xlsx` (open in Excel, format columns, save as .xlsx) — MS Excel format required per TOR §11.11.2
- [ ] `_deliverables/03-cover-letter.md` → PDF (portrait, on bidder letterhead)
- [ ] `_deliverables/04-technical-proposal.md` → PDF + DOCX
- [ ] `_deliverables/05-commercial-proposal.md` → PDF
- [ ] `_deliverables/01-compliance-matrix.md` → PDF (landscape)
- [ ] `_deliverables/02-schedule-summary.md` → PDF + `.xer` (or Gantt PDF)

### Brochures + datasheets pack
- [ ] Notifier OnyxWorks brochure
- [ ] Notifier NCM-W datasheet
- [ ] Notifier NFS2-3030 datasheet (have at `00-customer-inputs/ANNEX_D1`)
- [ ] Notifier device datasheets (FSP-951, FST-951, NBG-12LX, horn-strobe, monitoring module)
- [ ] Suprema BioStar 2 Enterprise brochure
- [ ] Suprema CoreStation CS-40 datasheet (have at `00-customer-inputs/ANNEX_D2`)
- [ ] Suprema BioMini Plus 2 + DE-620 datasheets
- [ ] Dell PowerEdge server + WS PC + 32" monitor datasheets
- [ ] APC Smart-UPS On-Line 2 kVA datasheet
- [ ] Hirschmann managed switch datasheet
- [ ] Belden FOC OS2 + Cat6A datasheets
- [ ] Zebra ZC card printer datasheet
- [ ] HP LaserJet Color datasheet
- [ ] UL-listing certificates (per supplier)
- [ ] NOT-China origin certificates (per supplier — TOR §8.10)

### Corporate documents (Bidder envelope)
- [ ] SEC Registration / Articles of Incorporation
- [ ] BIR Certificate of Registration
- [ ] Mayor's Permit (current year)
- [ ] PCAB License (current)
- [ ] Audited Financial Statements (last 3 years)
- [ ] Tax Clearance (BIR)
- [ ] Authority of Signatory (Board Resolution / Secretary's Certificate)
- [ ] Notifier authorization letter
- [ ] Suprema authorization letter

## T-Day (2026-05-08) — Submission

### Envelope 1 — Technical Proposal (sealed)
- [ ] Cover letter (PDF + signed hardcopy)
- [ ] Technical Proposal narrative (PDF + DOCX)
- [ ] Compliance Matrix (PDF)
- [ ] Project Schedule (P6 .xer or Gantt PDF)
- [ ] Manpower Plan (within Technical Proposal Section 4)
- [ ] Brochures + Datasheets Annex (assembled PDF)
- [ ] UL-listing + Origin certificates Annex
- [ ] Corporate documents pack
- [ ] Brand authorization letters (Notifier + Suprema)

### Envelope 2 — Commercial Proposal (sealed)
- [ ] Cover letter (mirrored, signed)
- [ ] Commercial Proposal Statement
- [ ] **BOQ in PDF** (`06-boq.md` → PDF)
- [ ] **BOQ in Excel** (`06-boq-excel.csv` → `.xlsx`)
- [ ] DUPA appendix (per Philippine bid practice)
- [ ] Bid Bond (if required at bid stage per TOR §11.6)

### Envelope wrappers
- [ ] Both envelopes labeled per TOR §11.10 (Project name + Bidder + Envelope #)
- [ ] Wax-sealed or tape-sealed per submission guidelines
- [ ] Outer envelope or bid box prepared

### Logistics
- [ ] Confirm submission location + receiving party (per Email)
- [ ] Submit before deadline 2026-05-08 (bid opening time per TOR / Email)
- [ ] Get receiving stamp / acknowledgment receipt
- [ ] Photograph submitted bid pack for record
- [ ] File copy of complete bid pack archived to `_deliverables/_submitted-2026-05-08/`

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## Post-Submission

- [ ] Bid bond (if separately submitted) tracked for return on award/non-award
- [ ] Monitor for clarification requests from BPG
- [ ] Maintain 6-month validity calendar (until ~2026-11-08)
- [ ] On award: transition to NTP mobilization per `_deliverables/02-schedule-summary.md`

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## Files Generated for This Bid (inventory)

**Source documents (this folder):**
- `_KICKOFF.md` — original brief
- `01-requirement.md` through `10-proposal-draft.md` — Phase 1-10 outputs
- `06-boq.md` — Bill of Quantities (priced)
- `06-pricing-basis.md` — agent-pricing transparency
- `07-assumptions.md` — 30+ assumptions A-001 to A-407
- `08-customer-clarifications.md` — Q-001 to Q-024
- `99-decision-log.md` — D-001 to D-018
- `05-working-docs/` — 19 working files (I/O, takeoff, cable schedule, panel schedule, network architecture, programming, T&C, compliance, coordination, schedule, manpower, risks)
- `05-scope/instances.md` — module instance scope
- `_clones/_playbook/modules/` — 18 cloned + customized module files (FDAS + ACS)
- `00-customer-inputs/` — 11 source files

**RFQ package (10 PDFs sent to suppliers):**
- `09-rfq-package/RFQ-01-FDAS-Notifier.pdf` through `RFQ-10-Bonds-Insurance.pdf`
- `09-rfq-package/RFQ-summary.md`

**Team review pack (this folder, `_deliverables/`):**
- `00-team-review-pack.md` — start here (incl. 14-attachment status table)
- `01-compliance-matrix.md` — TOR clause-by-clause
- `02-schedule-summary.md` — 180-CD schedule (Attachment #4)
- `03-cover-letter.md` — customer-facing transmittal (Ms. Susan Y. Yu)
- `04-technical-proposal.md` — Envelope 1 narrative per master draft format
- `05-commercial-proposal.md` — Envelope 2 — Sections A-G
- `06-boq-excel.csv` — Excel-importable BOQ
- `07-final-assembly-checklist.md` — this file
- `08-equipment-pm-schedule.md` — **Attachment #10** Equipment List + PM Schedule
- `09-accredited-suppliers.md` — **Attachment #8** Accredited Suppliers list

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*Final review meeting recommended T-2 (2026-05-06) with PM + EIC + Cost Engineer + Authorized Signatory present.*