Briefing Session for Schools Time Content - edb.gov.hk · Non-recurrent assistance in the form of ... load and insulation test report and the ... (AC for Assembly Hall/ACMV for non-standard

Applications for Non-recurrent subsidy

Briefing Session for Schools

under the Direct Subsidy

Scheme -

Applications for Non-recurrent subsidy to carry out Major Repairs / Slope Repairs

11.02.2010

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Time Content

2:15 2:15 2:15 2:15 –––– 2:30 p.m.2:30 p.m.2:30 p.m.2:30 p.m. Registration

2:30 2:30 2:30 2:30 –––– 3:30 p.m.3:30 p.m.3:30 p.m.3:30 p.m. 1. Brief Introduction to the Arrangement for Major Repairs / Slope Repairs for DSS Schools

2. Arrangement to Facilitate 2. Arrangement to Facilitate the Preparation of Submissions

3. Initial Screening by EDB

3:30 3:30 3:30 3:30 –––– 3:45 p.m.3:45 p.m.3:45 p.m.3:45 p.m. Break

3:45 3:45 3:45 3:45 –––– 4:45 p.m.4:45 p.m.4:45 p.m.4:45 p.m. Technical Advice

4:45 4:45 4:45 4:45 –––– 5:30 p.m.5:30 p.m.5:30 p.m.5:30 p.m. Q & A Session

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School Premises Maintenance

Responsibility

SCHOOL

Consultant /AP

� Professional adviser to school

� owner/occupier

� works delivery agent

� Subvented organization

Contractor

� project proponent

� vote controller

� subventing Bureau

� technical adviser on subvention procedure & subventibility

EDB ArchSD

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Responsibility

Prevailing Items

Concrete Spalling

Broken window4


Responsibility

Prevailing Items (cont’d)

Fire Services Installation

Plumbing & Drainage5


Responsibility


Rusted metal gate

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Responsibility


Debonded external wall tiles / rendering

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Responsibility


Slope Maintenance

Electrical Installation8


Responsibility

Maintenance Inspection (Examples)

• Building Inspection

• Window Inspection(recommended at least once a year with regular maintenance)

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Responsibility

Maintenance Inspection (Examples) (cont’d)

• Metal Gate(at least once every 3 months)(at least once every 3 months)

• Drainage System(at least once a year before onset of rainy season)

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Responsibility

• Fire Services Installation(at least once a year)


(at least once a year)

• Electrical Installation(at least once every 5 years)

• Lift Installation(at least once a year with periodic maintenance)

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Responsibility

• Slope(Routine Maintenance Inspection - at least


(Routine Maintenance Inspection - at least once a year)(Engineer Inspection – at least once every 5 years)

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Review of Previous Experiences in

Processing MR Applications

�Tight schedule on processing requests from schools

Issues

from schools

�Quality of submissions from schools, subsequent clarifications / provision of further supporting documents will affect the processing rate

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Review of Previous Experiences in

Processing MR Applications

• Proper application and cost estimate• Expert in building construction &

Appointment of Authorized Person (AP)

• Expert in building construction & maintenance

• Familiar with statutory requirements in different aspects

• Proper capacity to deal with statutory and/or Maintenance proposal submission to authorities

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Responsibility

�Prompt actions are required in order to keep school premises in good conditions

Important points to note

school premises in good conditions

�Take stock of the facilities and consider whether repair/installation of flagpoles and security measures is required.

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�School premises, slopes allocated to the schools and maintained by schools

Provision for general repairs costing $2

Important points to note (cont’d)

�Provision for general repairs costing $2 million or below is reflected in the existing DSS subsidy.

�School portions & non-school portions

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Major Repairs / Slope Repairs in DSS

Schools

�Non-recurrent assistance in the form of grant to schools in need to carry out:-

�Major repairs (MR) exceeding $2 million;�Major repairs (MR) exceeding $2 million;

�Slope repairs (SR) exceeding $2 million (not involving DHOs); or

�Schools served with Dangerous Hillside Orders (DHOs)

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Application Procedures - Overview

1. Decides whether or not to

submit application for non-

recurrent subsidy for MR/SR

2 Prepare submission

4. EDB’s initial screening

5. Applications to the Architectural

Services Department (ArchSD) for

technical comment on subvention

procedure and subventibility

School EDB

2 Prepare submission

3. Submit application along

with supporting documents

before the deadline

procedure and subventibility

6. Seek approval from the

Legislative Council for the

required funding

7. Subject to the fund being

available, grant approval for

essential items

April/May

March

End Sept / early Oct

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Key Procedures – Prepare Submission

� In principle, funding for routine maintenance / emergency works are to be arranged by schoolsarranged by schools

�Separate application forms should be submitted for major repairs and slope repairs, if necessary

�Description of the proposed works, justifications, etc.

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Key Procedures – Prepare Submission

(Continued)

� Dimensioned drawings / sketches and preliminary design proposal as appropriate should be provided

� Breakdown of the estimated cost of the individual applied items by provision of quantity and unit rate

� Revised application forms starting from 2011-12 so as to facilitate the effective processing of MR / SR applications

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Key Procedures – Processing

Applications

�Prepare submission in the annual resources allocation exercises (RAE) for the required funding for both aided and DSS schools to funding for both aided and DSS schools to carry out MR projects costing more than $2 million each by end of Sept / early Oct.

� Initial screening by EDB

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Key Procedures – Processing

Applications (Continued)

�Technical comment on subvention procedure and subventibility by ArchSD

�Supplementary information / clarification �Supplementary information / clarification by schools, if necessary

�Only applications with supported estimates exceeding $2 million will be included in the RAE

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Key Procedures – Approving

Applications

�Approval for the proposed works is subject to, amongst others, amount of funding available for the year (end of March)available for the year (end of March)

�Upon approval of the proposed works, school will be responsible for undertaking the repair works and monitoring its progress.

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Key Procedures – Approving

Applications (Continued)

�Schools are accountable for the proper use of the grant and has to refund any money which has been improperly spentwhich has been improperly spent

�ArchSD’s technical advice in the subsequent final level of subvention to safeguard the proper use of government funding

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Arrangement to Facilitate the

Preparation of SubmissionsPreparation of Submissions

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Preparation of Submissions

�Problems of requiring laymen to prepare submissions

�Required quality that will enable EDB / �Required quality that will enable EDB / ArchSD to assess / approve school’s application

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Preparation of Submissions (Continued)

�Appointing an authorized person (AP) to prepare MR submissions (Advantages) :

� Professional dialogues between ArchSD and school representativesrepresentatives

� Professional advice catering for schools’ need, anticipated scope of works, etc.

� Accurate cost estimation of works cost

� Clear explanation of school’ s need and facilities’ physical conditions

� Providing justifications for essential items

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Points to note for schools on preparing

submissions

�A completed application includes:

� Summary of application for work items

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submissions Name of School: ___________________________________________________Name of School: ___________________________________________________Name of School: ___________________________________________________Name of School: ___________________________________________________Summary of Application ItemsSummary of Application ItemsSummary of Application ItemsSummary of Application ItemsItem No.Item No.Item No.Item No. Work DescriptionWork DescriptionWork DescriptionWork Description LocationLocationLocationLocation Amount ($) Amount ($) Amount ($) Amount ($) 1 External texture paint to wall and soffit All elevations and Staircases 1,500,000.00 2 Replacement of existing waterproofing works Main roof and upper roof 890,000.00 3 Demolish existing floor finish, relay waterproofing and floor tile finish for toilets Boy's and Girl's toilets 1/F to 7/F 500,000.00

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4 Repaint anti-mould emulsion paint to internal wall All Classrooms and Offices 500,000.00 5 Replacement of existing door and frames including new ironmongery and painting Rooms 105, 106, 203, 302, 403, 405, 502, 602, 603 100,000.00 6 Replace existing all pipes of drainage and plumbing system entire building 272,000.00 7 Replacement of existing air conditioners with 3 new 22900 BTU window-type air conditioners Chemistry Laboratory 6/F 50,000.00 8 Supply and install wiring, G.I. conduit and trunking for: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. Old wing of school premises 1,200,000.00 Total Work Amount 5,012,000.00


submissions

�A completed application includes (continued):

� Breakdown and details of the proposed works

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� Breakdown and details of the proposed works items

� Checklists for “Builder’s Work” and “Building Services Installation”

Checklist for DSS School Major Repair Application

Part A – Builder’s Work

Tick as appropriate

1. Up-dated drawing(s) for each application item showing the layout plan(s),

elevation(s) and section(s) of the premises with dimensions, location(s) and

description of the proposed work item(s).

2. Cost breakdown of the estimated costs of the proposed works with

full justification and description, unit rate, quantity and the total cost

of each of the work items.

3. Works involve structural alteration? Y / N *

(Where the works involve structural alterations, prior approval /

approval in principle from the relevant authority has be obtained.)

4. Works involve re-roofing to the premises? Y / N *

(Where the works involve re-roofing to the premises, warranty of the

re-roofing works has to be produced.)

5. Works involve slope remedial / repairs? Y / N *

(Where the works involve slope remedial / repairs, appointment of

consultant to conduct slope inspection, to determine the scope of works

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consultant to conduct slope inspection, to determine the scope of works

and advice on the associated cost estimate is required.)

6. Address of the premises concerned and details of the contact person

to facilitate site inspection by EDB or ArchSD staff(s).

(Representative of the school should be available on site during the

inspection to indicate and explain details of the proposed works.)

7. Provision of relevant substantiation for some application items such as infra-red

thermographic survey report for replacement of external rendering or tiling,

evidence for enhancing security measures, etc.

----------------------------------

EDB’s approval / approval in principle to the proposed work item(s).

Notes :-

* Delete as appropriate

# Check and put a “√” for completed item, “X”for incomplete item or“N/A” for not applicable.

Checklist for DSS School Major Repair Application

Part B – Building Services Works

#“√”/ “X”/

“N/A”

1. Itemized scope of works c/w justification, cost breakdown and cross-reference to

the submitted BS drawings for each category of BS works

� Electrical Installation,

� Air-conditioning and Mechanical Ventilation Installation,

� Fire Services Installation,

� Gas Installation,

� Others (to be stated by the School).

2. Clarification of any non-standard BS works included in the application.

3. BS drawings for the new installations and alterations of the existing installations:

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a. Clear and dimensioned/scaled layouts for each category of BS Installations to

show all new installation and alteration/repair works c/w cross-reference to all

work items.

b. Clear schematic diagrams for each category of BS works to show the new and

existing BS systems c/w cross-reference to all work items.

4. Requirements of Electrical Installation

a. Works involve Upgrade of Main power supply? Yes/

No*

� Technical justification for the upgrade c/w power loading assessment report.

� Electrical load test records and the WR2 inspection form of existing

installations.

b. Works involve Complete Rewiring Works?

Yes/

No*

Inspection, load and insulation test report and the existing installation WR2 form.

� Substantiation of the report findings with CoP of Electricity (Wiring)

Regulations.

� Remedial proposal report c/w year of service and conditions of the existing

wiring.

� The existing and proposed new schematic diagrams

� Details of the existing and proposed MCB boards

� Loading assessment report for entire electrical installation and each MCB

board.

c. Works involve Lighting Replacement?

Yes/

No*

� Justification c/w of years of services and conditions of the existing light fittings.

� Proposed new illumination levels in each area and room.

5. Requirements of ACMV Installation

a. Works involve replacement of AC units?

Yes/

No*

(i) Clarification of the subvention status of each existing AC unit:

� AC for rooms entitled to standard provision of AC installation

c/w substantiation.

� AC for teaching rooms entitled to treatment for Noise Abatement Measures

(NAM) c/w substantiation of the NAM AC entitlement.

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(NAM) c/w substantiation of the NAM AC entitlement.

(ii) Technical justification, c/w information on years of services and conditions,

for each of the existing AC units proposed to be replaced.

(iii) Technical data (type and cooling capacity of each AC unit, etc) of each

existing AC unit and each new AC units.

b. Clarification of any non-standard provision of ACMV Works included and EDB’s

decision on them. (AC for Assembly Hall/ACMV for non-standard rooms is not

supported.)

6. Requirements of Fire Service Installation

Yes/

No*

� FS 251 Form of the FS system

� Test and inspection report of the FS system.

----------------------------------------------

EDB’s approval / approval in principle for each proposed work item.

Notes :-

* Delete as appropriate

# Check and put a “√” for completed item, “X”for incomplete item or“N/A” for not applicable.


submissions

� A completed application includes (continued):

� One set of documents to EDB and two sets of document to ArchSD (accompanying with a duly completed form in softcopy)

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in softcopy)

� A covering letter attached to the application with declaration on:

� None of the applied items are non-school portion / F&E items, or any items which are not covered in the MR exercise; and

� Whether any applied items in the present application duplicate with items in the previously approved projects

Initial Screening by EDB

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Screening by EDB

�Sufficiency of Information in the DSS Applications, as required in the Guidelines

� Identify non-subventible items such as F&E,

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� Identify non-subventible items such as F&E, non-school portion, etc.

�Liaise with schools for further information

�Advise ArchSD on applied works items that are not supported by EDB in the initial screening.

Factors to be considered in

determining the amount to be

approved

� Whether there is a genuine need for the school to carry out the works

AP’s professional advice on whether the work

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� AP’s professional advice on whether the work items are essential

� Amount of available resources approved by the Legislative Council

� ArchSD’s technical advice on subventibility of specific items

Other concern

�Emergency repairs works / Minor maintenance works– already reflected in the recurrent subsidy for DSS schools

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recurrent subsidy for DSS schools

�Comparatively prioritized works - Items involving security, safety, health, law compliance

Approved Projects

� Works being undertaken by schools

� Schools to ensure quality and safety of works delivered by qualified consultants / works contractors

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� Schools to monitor works progress and prompt completion of works

� Subsidy approved will be reimbursed upon school’s submission of claims with receipts / presentation of school’s certificate / AP’s certificate

� Others

Technical Advice from Architectural

Services Department

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Documents

Briefing Session for Schools Time Content - edb.gov.hk · Non-recurrent assistance in the form of ... load and insulation test report and the ... (AC for Assembly Hall/ACMV for non-standard