Technical Advice from Architectural
Services Department
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I. Processing of Applications
II. Consultant Appointment after
Budget Approval
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I. Processing of Applications
1. Steps of Processing
2. Drawings and Estimates
3. Common Problems
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1. Five Steps of Processing
Step 1: Preliminary Assessment
Step 2: Arrangement for Joint Site Inspection
Step 3: Joint Site Inspection
Step 4: Budgetary Assessment
Step 5: Differences/Objections from Schools
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Step 1:
Preliminary Assessment
 EDB to complete Initial Screening.
 EDB to forward to ArchSD the DSS
applications in batches.
 ArchSD to advise EDB of preliminary
assessment.
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Step 2:
Arrangement for Joint Site Inspection
 EDB to arrange joint site inspection upon
receipt of ArchSD’s preliminary assessment.
 Outstanding information to be provided by
the school 3 days prior to the joint site
inspection.
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Step 3:
Joint Site Inspection
 EDB to lead the joint inspection and decide
on supportability of items as required.
 Schools’ representative to answer queries
raised during site walk and provide further
information immediately afterwards.
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Step 4:
Budgetary Assessment by ArchSD
 Based on the available information from
schools and policy decision on supportability
of items from EDB, ArchSD to proceed with
detailed budgetary assessment.
 ArchSD to report on the technically
supported amount to EDB.
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Step 5:
Differences/ Objections from Schools
 Schools to provide justification/
substantiation in respect of each disputed
item within reasonable time after receipt of
EDB’s advice.
 EDB/ ArchSD to further assess and decide on
the final supportable level.
 ArchSD to complete within reasonable time.
 May repeat the above process once more,
where necessary, as the final round.
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2. Drawings and Estimates
Drawings
Drawings for each application item:
Layout plans with dimensions and
location
2) Layout plans to scale
3) Highlight changes on plans
1)
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Estimates

Details of the proposed works items
should be clear and sufficient to facilitate
cost estimates
ARCHITECTURAL SERVICES DEPARTMENT
SUBVENTED PROJECTS DIVISION
Estimate for DSS Major Repair Works
(Building Work)
Item Details of Works Items (description, Work
No.
locations, etc.)
Type
Justification
To be completed by EDB/ArchSD
Applied
Amount Supported SubRemarks
Amount ($) total ($)
Qty
Unit
Rate
Demolition of existing roof finishes and
waterproofing membrane
1
Sup.
0
0
Cement sand screeding to fall
1
Sup.
0
0
1.3 Laying of new waterproofing membrane
1
Sup.
0
0
Laying of new polystrene insulation
board
1
Sup.
0
0
Paving of new roof tiles
1
Sup.
0
0
Pond test
1
Sum
0
0
(1)
Waterproofing works for main roof, roof
and upper roof floor (remedial and
improvement):
1.1
1.2
1.4
1.5
1.6
Sub-total and carried to
summary
0
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3. Common problems
1. Unclear or ambiguous description of the scope of
works
2. Estimates combined into a lump sum without
relevant breakdowns
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3. Inclusion of non/above-standard items
4. Inclusion of furniture and equipment
(F & E) items
5. Slope repair works
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1. Unclear or ambiguous description
of the scope of works
 Example:
Description
Replacement of
existing airconditioners in the
Offices
Arch
SD’s comment:
Unit Unit
Rate
Amoun
t
5nos $4,100
$20,500
Layout plan with indication of the exact locations of
the air-conditioner and detailed work scope (e.g. the
cooling capacity and type of air-conditioner) should be
provided.
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 Proper Submission:
 Provide clear description of the scope of works
Description
Unit Unit
Rate
(i)To replace the
3nos
existing airconditioners in the
Staff Room on 2/F
with window type A/C
units (cooling only
with cooling capacity
@5.3kW) c/w all
necessary supports,
condensate drip pan,
power supply
$4,500
Amoun
t
$13,500
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 Proper Submission:
 Provide clear description of the scope of works
(cont’d)
Description
Unit
(ii)To replace the existing air- 2nos
conditioners in the General
Office on G/F with window
type A/C units (cooling only
with cooling capacity
@3.5kW) c/w all necessary
supports, condensate drip
pan, power supply
connection and condensate
drain pipe connected to
nearest drain
Total
Unit
Rate
$3,500
Amount
$7,000
$20,500
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 Submit relevant layout plans to indicate
locations of the air-conditioners.
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2. Estimates combined into a lump
sum without relevant breakdown
 Example:
Description
Unit
Unit Rate
Amount
Application of roof
waterproof coat
1sum
$890,000
$890,000
Arch SD’s comment:
Schools/AP should provide the cost
breakdown for waterproof coat.
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 Proper Submission:
 Schools should provide roof warranty
to show expiry of guarantee period.
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• Example:
Description
Unit
Unit Rate
Amount
Remarks
Demolition of existing
roof finishes and
waterproofing
membrane
1000 m2
$150
$150,000
Water seepage
and weathering
of roof-top.
Cement sand screeding
to fall
1000 m2
$200
$200,000
Laying of new
waterproofing
membrane
1000 m2
$250
$250,000
Laying of new
polystrene insulation
board
1000 m2
$100
$100,000
Paving of new roof tiles
1000 m2
$180
$180,000
1 sum
$10000
$10,000
Pond test
Total
$890,000
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3. Inclusion of non/above-standard items
 Examples:
 CCTV System;
 Air-conditioning system/units in Dining Hall,
etc.
 Proper Submissions:
 Schools should follow the standard provision
according to EDB’s requirements
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4. Inclusion of furniture and equipment
( F&E) items
 Examples:
 Audio/ Visual equipment;
 LAN cable and computing equipment;
 Overhead projector, etc.
 Proper Submission:
 F&E items should not be included in the
works.
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5. Slope repair works
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DSS Application for non-recurrent assistance – Slope Repairs (SR)
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Types of Works Not Supported
under Non-recurrent Assistance
 Routine slope maintenance works (e.g. Repair
cracked / damaged chunam / shotcrete surface,
remove unplanned vegetations, clearance of blocked
drainage channels / catchpits, repair damaged
channels / catchpits, clear blocked weepholes in
retaining walls etc.)
 Engineer Inspection (EI) of slopes / retaining walls
located within school boundaries to be carried out by
Registered Geotechnical Engineers
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Types of Works / Studies Supported under
Non-recurrent Assistance
 Stability Assessment by Registered Geotechnical
Engineer + Slope stabilization works
 Preventive maintenance works
• Soil slopes – improved surface protection on slope
and upslope, surface drainage channels, subsoil
drainage, soil nails etc.
• Rock slopes – concrete buttress, rock dowels, steel
wire meshes, scaling or dentition etc.
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II. Consultant Appointment after
Budget Approval
1. Procedures for Consultant Selection
2. Number of Tenderers
3. List of Tenderers
4.Expression of Interest (EOI)
5. Consultant’s Invitation Document
6.Evaluation of Consultant’s Proposal
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1. Procedures for Consultant Selection
• Guidelines on Consultant Selection for
Architectural and Associated Consultancy
Services
• Guidelines on Consultant Selection for
Quantity Surveying Consultancy Services
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2. Number of Tenderers
• Invite at least 5 consultants of
appropriate band
• If less than 3 valid tender returns are
received, the tender exercise is abortive.
• Therefore, schools preferably invite 6-8
consultants
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3. List of Tenderers
• From the list of approved Architectural and
Associated Consultants
• If estimated fee more than HK 1.43 million
> Band 1
• If estimated fee not more than HK $1.43
million
> Band 2 and Band 3
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•
Website: http://www.archsd.gov.hk
> Consultants & Contractors
>(a) List of Consultants of AACSB
OR (b) List of Band 3 Architectural
Consultants
(a) List of Consultants of AACSB
>Who have been included?
>Choose: Category: “Architectural
Category/ Quantity Surveying Category”;
and Band: “Band 1/ Band 2”
>Search
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(b) List of Band 3 Architectural Consultants
>Yes and Proceed
>(1)The Associated of Architectural
Practices (AAP) and (2) The Hong Kong
Institute of Architects (HKIA)
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4. Expression of Interest (EOI)
• To ensure obtaining 6-8 consultant’s
proposals, EOI should be carried out.
• Invitation letter
>Scope of the Works
>Estimate Cost of the Works
>Period of Time for Services
• Sample for reference
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Statement for Expression of Interest to Tender
Date : ____________
To : [name and address of NGO]
Fax No. : [
]
Dear Sir/Madam,
Architectural and Associated Consultancy Services for
[TITLE OF PROJECT]
I *wish/do not wish to be invited to tender for the captioned Services.
Yours faithfully,
________________________________
(Authorized Signature for and on behalf of the
Consultant)
Name of Consultant : __________________
* Delete as appropriate.
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Annex
Architectural and Associated Consultancy Services for
[TITLE OF PROJECT]
(1) Scope of the Works
Item No. Work Description
Location
1
External texture paint to wall and soffit
All elevations and Staircases
2
Replacement of existing waterproofing works
Main roof and upper roof
3
Demolish existing floor finish, relay waterproofing and floor tile finish for Boy's and Girl's toilets 1/F to 7/F
toilets
4
Repaint anti-mould emulsion paint to internal wall
5
Replacement of existing door and frames including new ironmongery and Rooms 105, 106, 203, 302, 403, 405,
All Classrooms and Offices
painting
502, 602, 603
6
Replace existing all pipes of drainage and plumbing system
entire building
7
Replacement of existing air conditioners with 3 new 22900 BTU
Chemistry Laboratory 6/F
window-type air conditioners
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Supply and install wiring, G.I. conduit and trunking for:
Old wing of school premises
a. 14 nos. lighting point and 6 nos. power point per classroom(total 24
classroom and 20 special room)
b. 5 nos. lighting point per toilet (total 16 toilets/changing rooms).
c.
60 nos. lighting point and 20 nos. power point for Hall.
d. Wiring from main switch room to sub-main switch room and MCB
board.
(2) Estimated Cost of the Works
Approved project cost
Preliminaries
$
$
_______________________
$
Contingencies
$
________________________
Estimated Cost (in September 2011 prices) $
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5. Consultant’s Invitation Document
• Refer to Guidelines
> “NGO Note” in blue colour
• Technical and Fee Proposal
>Appendix 4 for Technical proposal
• Fee Proposal Only (Annex I)
>(optional) for estimated fee not more than
HK $1.43 million
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6. Evaluation of Consultant’s Proposal
• Technical Assessment and Approval
• Commence Technical and Fee Assessment
after EDB’s Approval of Technical
Assessment
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Questions & Answers
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Thank You
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