Table of Content
Page1. Formulation of Alteration Proposal by School / 1
2. Statutory Compliance / 2
3. Modes of Delivery of Alteration Works / 3
4. Technical Advisory Services provided by the Electrical and Mechanical Services Department (EMSD) / 3
5. Tendering / 4
Appendix I – Points to Note for CommonAlteration Works / 7
Appendix II – Sample Tendering Documents
(i) Invitation to Quotation (Sample letter)
(ii) Tender Form (2 copies)
(iii) Conditions of Tender
(iv) Conditions of Contract
(v) Particular Specification
(vi) Materials Schedule, Schedule of Rates and Summary of Quotation
(vii) Site Information Schedules
(viii)Sample Acceptance Letter
Filecode:\GESM\school\Draft-guide-note / 1
Filecode:\GESM\school\Draft-guide-note / Page 1 of 9
Guidance Notes forSchools Intendingto Carry Out Minor Alteration Works
in theImplementationof the New Senior Secondary (NSS) Academic Structure
1.Formulation of Alteration Proposal by School
1.1Schools should identify record drawings, including plans showing the floor layout, services installations, e.g. electricity, water supply and gas, of the school premises.
1.2Schools should mark their proposed changes in the floor layout plans. If record drawings are not available, schools should prepare sketches indicating the existing layout as well as the proposed changes.
1.3Schools should also prepare, in addition to the floor layout plan, a list to itemize their proposal. The list should indicate the use of materials as well as other associated services such as the type of wall and floor finishing, material of partition, the requirements of additional power sockets, lighting fittings and ventilation provisions, and fixtures required. An example is provided below:
Conversion of the Home Economics Room into two teaching rooms:
addition of a partition wall (brick wall)
addition of 2 doors
replacement of vinyl floor tiles
removal of 6 cooking benches
addition of 10 electricity sockets
provision of air-conditioners
addition of a green board
addition of 6 LAN points
provision of outlet for overhead projector
addition of 2 full height cabinets
Locations of the above provisions as marked on the floor layout plan.
1.4Schools may need to consult professionals whether substantial structural changes or major change of use are involved in their proposal. Such changes may not be feasible and have substantial time and cost implications, and therefore not recommended.
1.5Schools should also consider if their proposal will affect or be affected by the existing services. For example, conversion of part of the covered playground into a teaching room may put part of the existing drainage pipe inside the teaching room or block the fire escape route. Schools may need to consult professionals on the feasibility of their proposal.
1.6Schools may approach any works contractors to obtain some ideas relating to the proposed alteration and conversion works, and get advice on the type of finishing material, cost estimate and construction time. However, once the school had made up their mind for the finalized scope of work and details of work program, such information should be disclosed to all tenderers in proper manner (Schools should refer toEducation Bureau Circular No. 15/2007).
2.Statutory Compliance
2.1Schools should ensure that the alteration works comply with the laws of Hong Kong and the conditions of the land documents, if any. Schools may need to consult professionals if necessary. Schools should be aware that for alteration works,appointment of authorized person (AP) is likely to be required for the building plans submission under the Buildings Ordinance (Chapter 123). Part of the requirement is attached below for easy reference:
Alterations and Additions Works
Any person who intends to carry out alteration or addition building works in existing premises is required by law to appoint an authorized person, and where necessary a registered structural engineer, to prepare and submit plans for the approval of Building Authority under the Buildings Ordinance. He is also required to appoint a registered contractor to carry out the building works.
2.2School can find the list of Authorized Persons and registered contractors kept by the Buildings Department at the website below:
2.3The Development Bureau also keeps a list of registered contractors eligible for bidding public works contracts at the website below:
3.Modes of Delivery of Alteration Works
3.1For alteration works requiring appointment of AP, the school may appoint an AP who will then help them to submit building plans to the Buildings Department and prepare tender documents to invite contractors to bid the contract for alteration works.
3.2Alternatively, schools may adopt the “Design and Build” mode in which the school invites tenders from contractors who are required to include the engagement of AP inthe contract between the school and contractor.
4.Technical Advisory Services Provided by the Electrical and Mechanical Services Department (EMSD)
4.1EDB has engaged EMSD to provide technical advisory services to (a) aided, caput and DSS secondary schools; and (b) special schools that will offer NSS curriculumin the execution of alteration works funded by government subsidy for the implementation of the NSS academic structure. The scope of service includesadvising schools: whether appointment of AP is likely to be required, feasibility of the proposal, points to note etc., but excludes vetting of tender documents,monitoring of site progress and neither quality of works nor the certification of works completion. Schools should be aware that EMSD’s advice should not be conceived as exemption from any statutory requirements.
4.2Schoolswhich wish to obtain technical advisory services from theEMSD should write to their respective senior school development officers together with the floor layout plans and an itemized list of the alteration proposal mentioned in paragraphs 1.2 and 1.3 above.
4.3Upon receipt of school’s request, EMSD will approach the school to arrange site visit and provide written advice to school via EDB.
4.4Upon receipt of EMSD’s advice, school may call the officers of EMSDfor further technical clarifications if necessary.
4.5EMSD has provided “Points to Note”for the following commonalteration works at Appendix I for schools’ reference:
(i)Partitioning in a D&T Room / Needlework Room for a teaching room
(ii)Partitioning in the school library for a teaching room
(iii)Conversion of staff quarters into a teaching room
(iv)Conversion of part of the covered playground into a teaching room
4.6EMSD’s technical advisory service as briefly mentioned in 4.1is available until 31.8.2010. Nevertheless, schools are strongly advised to plan ahead, if alteration work is necessary, and obtain the technical advisory service early.
5.Tendering
5.1If the school wish to appoint an AP, or so required under the Buildings Ordinance, to oversee the project, theschool should proceed with the procedures for invitation of tenders for the appointment of AP, who will then help the school to submit building plans to the Buildings Department if necessary, and prepare tender documents to invite contractors to bid the contract for the alteration works.
5.2Alternatively, if the school opts to adopt the “Design and Build” mode, the school should proceed with the procedures for invitation of tenders for the contractor which contract includes engagement of an AP. EMSD has prepared a set of sample tender documents at Appendix II for schools’ reference. Schools are reminded that they are free to prepare their own tender documents to meet their individual needs. The sample tender documents prepared by EMSD, which are adapted from those for government projects, are meant to provide a starting point for schools’ reference.
5.3Schools should note that the set of sample documents is self complete for tendering. However, as the set of documents is prepared to suit different types of conversion works, schools should suitably amend the content of the documents to suit their particular requirements.
5.4For those sections/paragraphs of the sample documents marked with , schools should make decision themselves and insert the appropriate information there.
5.5Any special working conditions such as no smoking by the workers at school area, restrictions on working time during school days and construction period should beconsidered and included in the tender documents.
5.6Schools shouldinclude any additional requirements to the general coverage in the sample documents according to their individual needs (e.g. additional insurance, site fencing, etc.).
5.7The specification and installation standards of the Annex of the Particular Specification at AppendixII of this Guidance notes are Government standards for construction. The Annex is tabulated as a reference for schools to make their own judgment if those standards and specification have to be followed.
5.8Drawings/sketches clearly indicating the requirement including the extent of the proposed conversion works should form part of the tender documents.
5.9The sample documents are provided in both English and Chinese. Schools should note that the Chinese version is provided as a reference material only. In case there are any discrepancies between these 2 versions of documents, the English version shall prevail.
5.10Under the current Buildings Ordinance, building works shall be carried out by a registered contractor. The list of registered contractor can be obtained from the web site of Buildings Department under the following link.
(
5.11All tenderers are strongly recommended to play visit to schools for better understanding of actual site conditions and requirements.
5.12Tender invitation, assessment and recommendation shouldfollow Education Bureau Circular No. 15/2007.
5.13English versionshould be used as the proper tender documents. The Chinese version may only be used as reference material.
5.14The sample tender documents at AppendixII arefor general referenceonly. Each school is cautioned to seek its own independent legal advice and, where necessary, advice from the school’s technical advisers, on the terms and conditions to be adopted in the tender documents according to school’s individual situations. The Government of the Hong Kong Special Administrative Region (HKSARG) and its public officers shall not be liable for any losses, damage and claims of any nature whatsoever that may arise from the school’s adopting any of the terms or conditions of the sample tender documents.
Page 1 of 6
Filecode:\GESM\school\Draft-guide-note