Appendix 28
	Notes for Guidance on Aided School Building Works
1.	These notes have been prepared for use by Aided Schools for new school building projects and extensions.
2.	A sample set of tender documents containing Specification and Form of Tender (which must be submitted by tenderers in duplicate) should be followed by schools and by their authorized persons. Schools and their architects are advised that they should particularly ensure that tenderers understand that they must include with their tenders a schedule of works containing descriptions of works, quantities and unit rates, as prepared and provided by each tenderer. It should also be noted that all materials and workmanship for any works must be in accordance with the latest edition of the "General Specification for Buildings" published by the Architectural Services Department.
3.	Where an Authorized Person has been appointed he should forward copies of tender documents and any drawings prepared by him direct to the Director of Architectural Services for approval before inviting tenders.
4.	A list of firms who are interested in tendering for repair works, or who have shown interest in tendering in previous years for such work and also firms in Group 'A' of the Architectural Services Department. List of Approved Building Contractors has been issued through school circular.
5.	The school should select and invite tenders from normally at least ten contractors from the list and forward a copy of the letter of invitation to the Director of Architectural Services, and also to the relevant Tender Board. For works estimated to cost less than $100,000 and greater than $30,000, however, tenders may be invited from at least five firms. Tenderers should be instructed to deposit their tenders on a given date, normally on a Friday before 12:00 noon, in the tender box of the Public Works Tender Board at Queensway Government Offices, 66 Queensway, Hong Kong. Schools and their Authorized Persons are advised to check with Architectural Services Department on the date to be set for receipt of tenders, or the relevant District Office Tender Board for works estimated to cost not more than $50,000 in the New Territories.
6.	After tenders have been opened and listed by the relevant Tender Board they will be collected by a representative of the Architectural Services Department who will arrange for the Authorized Person where appointed to collect same in order for the Authorized Person to examine and make a recommendation to the Architectural Services Department for approval. Where no Authorized Person has been appointed, the Director of Architectural Services' representative will examine and advise on tenders. After receipt of tenders by the Director of Architectural Services, he will notify the lowest three tenderers that their tenders are under consideration and also the other tenderers that their tenders were unsuccessful.
7.	Where an Authorized Person has been appointed, he should examine and recommend on tenders, supervise the execution of the work and certify interim payments to the Contractor for the work subject to a minimum payment of $20,000 and for not more than one payment per month. He should also certify satisfactory completion of work and final payment for the work. The Director of Architectural Services or his representative may also inspect works in progress.
8.	Where no Authorized Person has been appointed, the Director of Architectural Services or his representative may inspect works in progress. Applications for interim payment should be forwarded direct to the Director of Architectural Services for certification of such interim payment due to the Contractor subject to the conditions of minimum amount and frequency as stated in the previous paragraph.
9.	In all cases retention money of 10% of the certified payments should be retained, subject to a limit of 5% or $5,000, whichever is the less for the defects liability period of six months.
10.	After completion of the works, the school or their Authorized Person where appointed, should notify the Director of Architectural Services for his inspection and acceptance of the completed works after which the final payment for the works may be certified and are recommended by the Director of Architectural Services to the Education Department for release of the final amount of subsidy.