Processing Major Repair Application from DSS School

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

2. 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.

3. 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

4. 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.

5. 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

6. 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

7. Justifications / Informationto 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.

8. 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

9. 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

10. 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

11. 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

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