KICK-OFF BRIEFING TO

DISTRICT TEAM OF
9OG102, TCHM021 & TCHM022
15 January 2020
G01A & G02B Meeting Rooms, G/F, SKM Office, 19 Wai Chi Street, Skep Kip Mei
AGENDA

1.Emergency Repairs (ER)

2.Major Repairs (MR)
3.Special Project (SP)
4.Periodic Inspection, Testing and Certification (PITC)
5.Report Completion of Works
6.Quality Audit Checking
7.Summary of Replacement/ Maintenance Record
8.Dim Book checking
9.Meetings
10.Co-ordination
11.Mock Up
12.AOB
SCHOOLS ARRANGEMENT

9OG102 – 2A & 2B:

2A - Sham Shui Po (SSP), Tsuen Wan (TW), Kwai Tsing (KWT)
2B - Tuen Mun (TM) and Yuen Long (YL)
Region District Primary Secondary Special Total
2A SSP 18 15 8 41
TW 19 13 0 32
KWT 30 31 8 69
2B TM 33 36 6 75
YL 43 31 8 82
299
EMERGENCY REPAIRS (ER)

Subject to the work estimated cost not less than $3,000 for primary school & special school / $8,000
for secondary schools, otherwise which to be carried out by school.

Category of ER request
Once School submits ER request form to District Duty Officer (DDO), DDO would classify the ER
category as Emergent (E), Urgent (U) or General (G) according to Emergency Repairs Category

Attendance upon receipt of ER request from school

• Emergency (E) within 1 hour
• Urgent (U) within 1 working day
• General (G) within 5 working days
EMERGENCY REPAIRS (ER)

Particular Concerns
In order to capture details of ER requests of E & U category, TCs are required to indicate relevant
criteria of the ER requests are listed as follows:
Hygiene
• Failure in portable and flush water system
Safety
• Defective lighting fitting potentially falling / fallen from height
Security
• Failure in video door phone system (maybe including electrical door lock)
School Operation
• Failure in power supply
• Malfunction of air conditioning system in server room
EMERGENCY REPAIRS (ER)

Immediately Dangerous / Affect School Operation

• Fallen lighting fitting
• Power tripping
• Water suspension

Immediately Action / Temporary Measure

• Remove the fallen lighting fitting immediately
• Site check and resume power supply if possible
• Temporary water pump
EMERGENCY REPAIRS (ER)

Maintenance Surveyor’s Verbal Instruction (MSVI)

• For temporary / imminent works
• MTC need to prepare the material and manpower once issuance of the MSVI by TC

Submission of ER report after inspection

• Emergency case within 1 working day
• Urgent case within 3 working days
• General case within 6 working days
EMERGENCY REPAIRS (ER)

Submission of progress summary on ER cases by monthly

Work Contract District School ER
Issued Date Estimated SI Amount Location Description of Works Description 中文地址 Pr o g r ess Remark EOT
Order Code No.
NO.: %

E000645 C KWT 1090 02753 15-05-2018 $ 2,500.00 Ju Ching Chu Secondary School (Kwai 6/F 男廁安拆 3 套 5呎防水支架連燈 裘錦秋中學（葵涌） 100 % Site work Completion 31-12-2018
Chung) 位及1個蘇位 and site dim ok
T/R 3 nos. 1500mm IP65 lighting fitting
c/w lighting point, power point at 6/F
Male toilet
E000794 C KWT 5594 03295 05-09-2018 $ 1,600.00 Shek Lei St. John's Catholic Primary 1/F 潔淨室清拆及安裝 1 個 500mm 抽 石籬聖若望天主教小學 100 % Site work Completion 10-11-2018
School 氣扇 and site dim ok
T/D, S/I 1 nos. 500mm exhaust fan at 1/F
cleansing room
E000809 C KWT 1118 03344 02-10-2018 $ 2,800.00 Lingnan Dr. Chung Wing Kwong 新翼 N1 課室清拆及安裝 1 個天花扇 嶺南鍾榮光博士紀念中 100 % Site work Completion 07-12-2018
Memorial Secondary School 連燈曲, 接線蘇及蘇位 學 and site dim ok
T/D, S/I 1no. of ceiling fan, c/w ass acc
at New wing N1 Classroom
E000830 C KWT 1118 03413 24-10-2018 $ 3,100.00 Lingnan Dr. Chung Wing Kwong 伺服器房清拆及安裝 4 個32A蘇位及 嶺南鍾榮光博士紀念中 100 % Site work Completion 30-05-2019
Memorial Secondary School 2個 32A 燈曲 學 and site dim ok 爆數
T/D, S/I 4nos. Power point, 2nos. 32A
DP switch with pilot light at Server room
of room 408 preparation room
E000832 C KWT 1213 03288 25-10-2018 $ 1,900.00 Tung Wah Group of Hospitals Chen Zao 408-409, 410-411 清拆及安裝 2 個蘇 東華三院陳兆民中學 100 % Site work Completion 30-12-2018
Men College 位及做水線位, 4/F 預備室安拆 1 個 and site dim ok 爆數
T/D, S/I 2nos. Power point at 408-409, 抽氣扇及做水線位, 412電腦室做 2 個
410-411, T/R 1no. Exhaust fan at 4/F 水線位
Preparation room, S/I bonding at 412
computer room
 EMERGENCY REPAIRS (ER)

Number of Emergency Repairs Request in Past 6 Year

ER requested cases
SSP TW KWT TM YL 1200
2014 164 136 270 272 239
2015 327 260 507 638 496 1000
2016 429 359 680 973 750
2017 376 279 666 1053 752 800
2018 348 286 813 1030 911
600
2019 266 240 617 938 760
Data generated by SMART since the system operated w.e.f. 06/2014 400

200

0
2014 2015 2016 2017 2018 2019

SSP TW KWT TM YL
MAJOR REPAIRS (MR)

Background
Major works which accept funding application from school once per year, which may include
repair, renovation and improvement works

Category of MR
• AC for items related to the Chief Executive’s 2017 Policy Address initiative on air-
conditioning for aided schools
• EXT for items related to external / structural repairs items in estate aided schools
• FUS for items related to the new time-limited minor conversion works programme for
enhancing flexible use of existing space
• MR for all remaining items other than the three categories listed above
MAJOR REPAIRS (MR)

Funding Sources
From EDB:
• SH900 (APE < $2M)
• SH8100QX
• APE ≥ $2M
• Chief Executive’s 2017 Policy Address initiative
• Involving the flexible use of space

From ASD:
• SH3004GX
• Additional funding source for estate school (external & structural repair)
MAJOR REPAIRS (MR)

Point to note for MR site meeting (Current Year)

• TC shall clarify with the school’s extent of works which might be different from the
approval. Only minor changes which fit the description of the approved item AND works
within the APE is allowed.
• TC shall remind the school to submit ER request instead if TC consider the submitted item
has imminent danger.
• TC shall coordinate the working program with the school to suit their operational needs.
Some school might request the works to be commenced after the summer holiday, for
example, during Christmas / Easter holiday. The agreed program shall be provided to
school and copy to SPMS for monitoring.
• TC is encouraged to confirm the design with the school (with written record) as soon as
possible to facilitate the material ordering and works planning.
• Non-standard provision and F&E will not be entertained unless with support by other
policy.
MAJOR REPAIRS (MR)

Work Implementation (Current Year)

• Coordinated with school representative the location of material storage.
• Cordoned off the material storage area.
• Notification to school in advance for commencement of works.
• Location of works implementation.
• Notification to school in advance if the works are related to nuisance caused
by environmental noise.
• Clearance of waste material and working tools after works completion.
• Submission of works progress summary bi-weekly.
MAJOR REPAIRS (MR)

Point to note for MR application (Next Year)

• TC shall inspect the site and clarify with the school’s intention which might not be the same
as submitted. If there is any major difference, it shall be recorded in the “Internal Use (by
TC/Sub-Consultant)”.
• TC shall remind the school to submit ER request instead if TC consider the submitted item
has imminent danger or fulfill the criteria of ER. TC shall then record the same in “Remarks
(for Approval Letter)”.
• TC shall take sufficient photos on each of the applied items. Each item shall be recorded with
at least a photo taken showing the location, a photo showing the extent and close up to the
defect. The resolution and size of the photos shall be reasonable for EDB’s assessment.
• TC shall ensure that the estimate provided shall be sufficient for the works. No retrospective
approval for increase of APE is entertained.
• For the “Remarks (for Approval Letter)”, TC shall state the difference between the
estimate/approved scope and school’s application. TC should also avoid specifying materials.
MAJOR REPAIRS (MR)

Time Frame for Major Repairs Assessment Mechanism (Current and Next Year)

Period For current year For next year

Apr – May Receipt of MR approval letters

May – Jun School visit and meeting to finalize the

detail and works programme
Jun Submission of MR reports to EDB Receipt of schools’ MR applications

Jun – Aug Works implementation Assess schools’ MR applications and return

assessment to EDB by batches
Sep – Nov Completion stage of works including Fine-tune assessment of MR applications
rectification and minor outstanding with EDB officers
works
SPECIAL PROJECT (SP)

Category of Special Project

Vacant School Premises (VSP)
 Renovation of the ex-premises of school

Policy Address Initiative 2017 (PAI)

• A/C which are NOT provided by the Noise Abatement Measures (NAM)

Provision of Temporary Classroom and Associated Works (POA)

• Provision of sufficient classrooms to meet the projected transient

Match-Box
• Enhancing the learning environment in matchbox-styled school premises.
SPECIAL PROJECT (SP)

Preparation Works
Kick-off Meeting
Designation and Cost Estimation
Drawing submission for TC approval
Works program

Works Implementation
Submission of bi-weekly progress report
Photo Record
PERIODIC INSPECTION, TESTING AND CERTIFICATION
(PITC)

Cost estimation of three different school types

ie. Primary / Secondary / Special
PITC work list for coming Year
W.O will be issued in around April and Sept

• NSR application
• Schedule of Power Suspension
• Issuance of Periodic Test Certificate (WR2)
PERIODIC INSPECTION, TESTING AND CERTIFICATION
(PITC)

PITC Time Flow

Period Work Description

January TC provides cost estimates for a list of PITC projects, which is compiled based on
the expiry dates of existing PITC certificates for the period from 1 Sep. of current
year to end of Aug. next year

February TC finalizes the cost estimates of selected PITC projects

March TC forecasts the cash flows of PITC projects in the forthcoming Financial Year
April to May TC creates PITC projects via SMART System
April to Sep TC issue the WO via SMART to MTC for commencement of work

Funding sources: SH900 (APE <$2M)

REPORT COMPLETION OF WORKS

1. Site check by contractor’s representative before TC’s inspection

2. Certification letter of completion of work
3. Report on progress of works (From 003)
4. Handover certificate (Form 009)
5. Form of hidden work record
6. Testing and commissioning record
Following document required if necessary
• Request for inspection record
• Issuance of FS251
• Issuance of WR1/ 1A
• BEEO submission record
 REPORT COMPLETION OF WORKS
Handover certificate (Form 009)
Handover by school with signature AND School’s chop

Term Consultant School Representative

School’s Chop

Signature of
School
Please specify Representative
if no outstanding
Works and defects
REPORT COMPLETION OF WORKS
Form of hidden work record
QUALITY AUDIT CHECKING

1. Technical Assurance Audit on Quality of Works (Form 004)

2. TAA Corrective Action Request for Observations with Work Quality (Form 005)
3. Comprehensive Site Check (Form 008)
4. Technical Assurance Audit on Interim Payment Certification (Form 010)
5. Non-Conformities with Interim Payment Certification (Form 011)
6. Request for Inspection (Form 019)
7. QCO Report (all of MR work and over $200,000 work order of ER)
QUALITY AUDIT CHECKING

Technical Assurance Audit on Quality of Works (Form

004)
• This form is prepared by EDB
• To check the quality of works of MTC after
reported completion by TC
• If substandard works had been found, Form 005 will be
issued to TC through smart system

Sampling the work order via SMART system

QUALITY AUDIT CHECKING

Corrective Action Request for Observations with Work Quality (Form 005)
• MTC need to rectify the substandard work within the time stated by TC and
submit photo to TC for record
• TC will complete part E upon satisfaction of MTC’s rectification work

Reply to EDB Reply to EDB

the proposed the completion of
corrective action rectification works
QUALITY AUDIT CHECKING

Comprehensive Site Check (Form 008)

• This form is prepared by EDB
• Active work order will be selected to check
• To audit the quality and workmanship of MTC’s work
• To audit the quality of TC’s supervision
• Smart system will send notice to TC to follow with MTC if poor case was found

The above aspects of assessment on works to be check on site

QUALITY AUDIT CHECKING

Technical Assurance Audit on Interim Payment Certification (Form 010) and Non-
Conformities with Interim Payment Certification (Form 011)
• EDB staff will counter check the work done and
percentage of interim payment claimed by MTC
each month
• Non-Conformities (Form011) will issue to MTC
if inaccuracy was found between the work done
and payment claimed
• Description of non-conformity was stated if
observation was found on site
QUALITY AUDIT CHECKING

Request for inspection (Form 019)

• The MTC/Contractor shall submit the duly completed Request For Inspection form to TC
for arrangement of CSIs at least 2 working days advance notice.
• TC shall submit the copy of completed RFI form with inspection result and photo
record(s) to EDB for record not later than 3 working days after the inspection.
QUALITY AUDIT CHECKING

Sharing on the observations for A/C installation and electrical installation

1. Hanger support for air duct connected with FAP was missing
2. Equipment identification label was missing
3. Unsuitable type of label for outdoor unit
4. Missing of Label for distribution board, MCB, socket outlet
5. Incorrect label for socket outlet / fuse spur
6. Incorrect type of MCB installed
7. Incorrect rating of MCB installed
SUMMARY OF REPLACEMENT/ MAINTENANCE
RECORD
Replacement/ Maintenance Record to be updated the information by monthly
• VRV System in each school
Estate/ School VRV Outdoor Indoor
School
District Non-estate Level School Name (Chinese) System Brand
Code Capacity Installation Age Capacity Installation Age
(E / NE) (P / S / SP) No. Location Location No(s). Type of A/C unit
(kW) Year (Year) (kW) Year (Year)
1043 SSP NE S 1 Mitsubishi R/F 28 2016 4 General Office 6 Duct Type 4.5 2016 4

1043 SSP NE S 2 Mitsubishi R/F 45 2016 4 Staff Room, General Office 7 Duct Type 7.1 2016 4
路德會協同中學
1043 SSP NE S 3 Mitsubishi R/F 45 2016 4 Library, Staff Room 7 Duct Type 7.1 2016 4

1043 SSP NE S 4 Mitsubishi R/F 45 2016 4 Library 6 Duct Type 7.1 2016 4

1051 KWT NE S Microcomputer Room 2 Wall-mounted 7.1 2018 2

天主教慈幼會伍少梅中學 1 Daikin R/F 28 2018 2
1051 KWT NE S ITLC Room 1 Ceiling-cassette 9 2018 2

1107 TW E S 1 Mitsubishi R/F 56.5 2015 5 Computer Preparation Room 10 Ceiling-cassette 5.6 2015 5

1107 TW E S 2 Daikin R/F 33.5 2019 1 Staff Room 4 Ceiling-cassette 7.1 2019 1
博愛醫院歷屆總理聯誼會梁
省德中學
1107 TW E S 3 Daikin R/F 33.5 2019 1 Staff Room 4 Ceiling-cassette 7.1 2019 1

1107 TW E S 4 Mitsubishi R/F 56.5 2015 5 Library 10 Ceiling-cassette 5.6 2015 5

SUMMARY OF REPLACEMENT/ MAINTENANCE
RECORD
Replacement/ Maintenance Record to be updated the information by monthly
• Re-wiring works completed with lighting replacement
Estate/ School
School
District Non-estate Level School Name (Chinese) Floor Installation Year Remark
Code
(E / NE) (P / S / SP)

G/F

1/F

2/F

3/F
1009 KWT NE S 佛教善德英文中學
4/F

5/F

6/F

7/F

• A/C replacement record in each school

DIM BOOK CHECKING

C01
Submitted by MTC within 3 months when work order has been certification of completion

A01, A02 and A03

MTC is required to attend with relative party
MEETINGS

Control of the Project and Assignment

Meeting TC monthly MTC monthly Bi-weekly District Weekly District
meeting meeting Meeting Meeting
Attendee Frequency: Monthly Monthly Bi-weekly Weekly
EDB BSE  
BSI / RBSI  
ABSI / RABSI  
TC BSO  
SSS  
MTC CM / PM / GR    

• TC shall attend all meetings and provide all necessary correspondents and documents
• TC shall prepare, consolidate and send the Specific Submission to SPMS at least 3
working days in advance
CO-ORDINATION

TC and MTC shall be well coordination between BS and BW works

Associate BS works
• Bonding for aluminum door frame / window replacement
• Take down and re-fixing lightning tape for re-roofing works
• Take down and re-fixing of A/C unit for window replacement

Associate BW works
• Re-installation of false ceiling / bulkhead ceiling after A/C replacement
• Provision of concrete plinth for outdoor split type A/C unit
• PVC condensate drain pipe at external wall for new installation of A/C unit
MOCK UP

MTC is required to provide a mock up for the followings equipment / system for EDB and TC
review:
• Re-wiring works completed with lighting replacement in classroom

Installation method / Replacement of:

• FAP
• Room Cooler
• All split type A/C unit (wall-mounted, ceiling-cassette, ceiling-suspended, ceiling-duct etc.)
AOB

Thank You