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Appendix 19
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Building Grants
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Procedure concerning Application
for and Payment of Non-recurrent Grants for Building
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| 1. | An application for non-recurrent
grant towards the cost of any new building, extension or reprovisioning
of existing premises may be made at any time, but work on the project must
not be started until the sponsor has been notified that the grant has been
approved. |
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| 2. | The application should give full
justification for the project, an indication of the estimated cost, and
the amount the sponsor is prepared to contribute. In addition the sponsor
must state whether a grant of site is required from the Government, or whether
it is intended to build on land already available. |
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| 3. | If the application is supported
by the Education Department, the applicant will be required to confirm that
he is prepared to agree to certain conditions governing the utilization
of any grant which may be made, and the operation of the proposed school. |
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| 4. | On receipt of notification from
the Director that the request for non-recurrent grant has been approved
in principle, the following should be submitted to the Director for approval
(Appendix 28 may also be read for reference in the case of a small-scale
project) : |
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| (a) | Sketch plans
(site formation and/or building) |
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| (i) | Sketch plans should
not be prepared before grant of site has been approved and full details
of the site are known, e.g. site boundaries and engineering conditions.
The sponsor, however, may at his own risk submit sketch plans after the
site has been granted or approved, but before the land lease has been signed.
Sketch plans must be submitted in quadruplicate, one copy of which should
be forwarded direct to the Director of Architectural Services at the same
time when they are sent to the Education Department. |
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| (ii) | "Non-school"
portions if required by the sponsor may be permitted to be included in the
project subject to the approval of the Director, even where the sponsor
is bearing the whole cost of construction and even if land premium is being
paid. Where "non-school" portions are required, full detail must be
submitted as if they were subsidized portions and where included in construction
of an aided school project, apportionment of the costs will be as recommended
by the Director of Architectural Services. |
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| (iii) | All references throughout
should be metricated. |
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| (c) | Title Deeds |
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| Where the project is to be carried
out on private land, a statement regarding the land title, signed by the
trustees or other legal representatives of sponsor, should be forwarded
with the sketch plans. This statement should show the location, area, lot
number (or reference) of the land to be used. |
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| (c) | Appointment of Architect and
Quantity Surveyor |
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| (i) | A private quantity
surveyor must be employed on all projects estimated to cost more than $500,000. |
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| (ii) | Fees paid to consultants
must be at the professional scales paid by the Government to its own consultant
and for which receipts will be required as for all other expenses and outgoings
before subsidy can be released. |
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| (iii) | The names of consultant
architects and other firms that the sponsor proposes to employ must be submitted
to the Director for the approval of the Director of Architectural Services. |
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| (d) | Drawings, Specifications,
Tender Documents, List of Tenderers, etc. |
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| After the sketch plans have been
approved, working drawings, specifications, bills of quantities, tender
documents and list of tenderers for building and for electrical installation
and other sub-contracts should be submitted for approval. |
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| The standard of workmanship and
materials must be in accordance with the latest edition of the General Specification
for Buildings published by the Architectural Services Department. |
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| (e) | Tenders |
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| (i) | After approval of
tender documents including drawings, specifications, bills of quantities
and list of tenderers (including those for specialist works), the school
architect should invite tenders and forward a copy of the letter of invitation
to the Director of Education, the Director of Architectural Services and
to the relevant tender board. |
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| (ii) | Tenderers should
be instructed to deposit their tenders on a given date, normally on a Friday
before 12 noon in the tender box of either the Public Works Tender Board
at Queensway Government Offices, 66 Queensway, Hong Kong or the relevant
District Office Tender Board for works estimated to cost not more than $50,000
in the New Territories (a specimen letter to the District Office for the
use of the District Office Tender Box is given at Appendix 32). Schools
and their authorized persons are advised to check with the Director of Architectural
Services on the date to be set for receipt of tenders. |
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| (iii) | After receipt, opening
and listing by the relevant tender board, tenders will be collected by the
Subvented Projects Division of the Architectural Services Department from
the Tender Board and handed to the consultant authorized architect for the
project. Within 7 days, the authorized architect will provide a recommendation,
report and comparative analysis and apportionment of costs for the 'non-school'
and 'above standard' provisions with the assistance of the other consultants
for the project to the school sponsor, copied at the same time to Director
of Architectural Services and Director of Education. All tenders must be
returned at the same time to the Director of Architectural Services who
will then forward his recommendations on tenders to the Director of Education,
copied to the Tender Board. |
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| (iv) | The Director of Education
will advise the school sponsor as to which tender they may accept for subsidy
purposes, subject to funds being available. |
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| Signing of Contracts |
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| 5. | Any financial commitment accepted
without the prior approval of the Director of Education shall be the sole
responsibility of the sponsor. Contracts should not be signed until approval
of tender has been received and authority to sign the contract has been
given by the Director. A copy of the contract must be submitted to the Director
of Education after it has been signed. |
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| Inspection of Works |
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| 6. | During the course of the works,
the Director of Architectural Services or his representative may carry out
inspection of works on site to ascertain that government standards of construction
are being maintained. |
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| Deed of Covenant |
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| 7. | Where the new building or extension
is to be erected on private land, the trustees or legal representatives
of the sponsor must execute under seal and register by memorial in the Lands
Department a Deed of covenant which shall contain such provision as the
Director of Education may require, and shall in particular provide the following
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| (a) | That the premises will be used
solely for approved educational purposes or other purposes approved by the
Director. |
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| (b) | That the school will be managed
in accordance with the Education Ordinance and its subsidiary legislation
and the Code of Aid for Special Schools. |
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| (c) | That if the sponsor should at
any time desire to be released from the foregoing obligations, or if for
any reason the school ceases to be accepted by the Director as an aided
school, the sponsor may be required to repay the whole amount of grant to
the Government or an equitable proportion of such grant as assessed by the
Government. |
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| (d) | That in the event of any breach
or non-performance of any of the terms, covenants and conditions contained
in the Deed of Covenant, it shall be lawful for the Government to re-enter
upon the lot and the school without the payment of any compensation whatsoever. |
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| Payment of Building Grant |
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| 8. | Interim payment of building grant
may be requested after the agreed contribution of the school towards the
building cost has been fully expended. Requests for payment by the sponsor
must be supported by properly receipted bills and where an architect is
employed, by the architect's certificate to the effect that the work for
which payment is claimed, has been satisfactorily completed. |
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| 9. | On practical completion of projects,
the Director of Architectural Services or his representative must be notified
to carry out an inspection, accompanied by a representative of the Director
of Education, of the premises before formal acceptance can be given that
the premises have been satisfactorily completed. Release of subsidy to meet
one moiety of the retention money may then be made. At the expiration of
the maintenance period, subject to another satisfactory inspection by the
Director of Architectural Services or his representative, subsidy for the
balance of the retention money may now be made. |
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| 10. | Within six months of completion of the project the school must forward a detailed final account to the Director of Architectural Services showing the completion cost, including cost of all variations. The cost of any variations not approved by the Director of Education will not be subsidized. | |||