Processing Major Repair Application from DSS School REO’s Perspective 1

Underlying Principles Provision for minor repairs costing $2M or below is included in the existing DSS subsidy. To ensure students and staff’s safety, schools should take prompt action to carry out minor repairs. 2

Don ’ ts in MR Application Not to include the non-school portion / F&E items in the application such as boarding annex, curtains of special rooms, etc. Not to include repair / alteration items for above standard facilities built by the school using own fund such as auditorium Not to include the duplicated items of the previously approved projects 3

Don ’ ts in MR Application Not to apply for above-standard repair / alteration items such as CCTV system, air-conditioning system/units in assembly hall, etc. Not to include routine maintenance work to existing slopes such as clearing of slope’s surface, channel and tree management. 4

Checklist for Application Up-dated drawings for each application item attached Cost breakdown of the estimated costs of the proposed work with full justification and description Warranty of re-roofing to the premises is required if works involve re-roofing to the premises 5

Checklist for Application Prior approval / approval in principle from relevant departments is required for works involving structural alterations Inspection, load and insulation test report is required for works involving complete rewiring works 6

Justifications / Information to be provided by schools External-redecoration (including painting work to external wall, replacement work of external wall tiles) – to provide the year of last approval and the conditions involving safety, material of wall paint to be used, etc. Replacement of air-conditioners – to provide supporting documents that the air-conditioners have been provided by EDB, e.g. under noise abatement programme. The school’s representative attending the site inspection conducted by ASD & EDB should be familiar with the details of application items and be able to answer the queries raised in the site inspection. 7

School’s Actions after Approval for MR Application Prepare tender documents for appointing architectural / QS consultants Submit the tenderer list and draft tender documents to EDB with copy to ASD for comments / advice 8

School’s Actions after Approval for MR Application Incorporate the comments from ASD on the tenderer list / draft tender documents and issue tenders to those tenderers who have expressed interest Propose appointment of architectural / QS consultants with recommended fees to EDB for approval 9

School / AP’s Actions on Appointment of Contractor Prepare tender documents Submit the tenderer list and draft tender documents to EDB with copy to ASD for comments / advice Incorporate the comments from ASD in the tender Propose the contractor with recommended fees to school / EDB / ASD for comments / approval 10

School’s Roles after Approval Closely monitor the work progress of AP / contractor to ensure prompt completion of approved works Inform EDB of the cashflow requirement for the approved MR work in subsequent financial years Provide justifications for the unspent cashflow of the financial year(s) where necessary 11

Reimbursement of Claims Subsidy approved will be reimbursed upon school’s submission of claims with receipts / presentation of school’s certificate / AP’s certificate 12