Skip to main content
Hi, what can I do for you?
2
Appointment of Works Consultant

Appointment of Works Consultant

With consensus among owners and sufficient information of building rehabilitation in hand, owners can proceed to prepare for the appointment of works consultant. The major tasks at this stage includes:

 

To prepare appropriate tender documents for works consultancy service, owners should understand the reasons for its undertaking and its duties and scope of services. In general, a works consultant is responsible for building inspection, drafting of works tender documents with cost estimate, assistance in the appointment of works contractors, analysis of tenders, site supervision, payment certification, issuance of work completion certificate and provision of relevant professional advice.

 

To enhance fairness and reduce the risk of collusive tendering in the procurement of work consultant, OCs must comply with regulations stipulated in Building Management Ordinance and Code of Practice on Procurement of Supplies, Goods and Services and utilise standard tender documentation and recommended procedures wherever possible.

 

Tender opening procedures, where received tenders are analysed in accordance with set tender assessment criteria, should commence when  the deadline for tender submission is due. In addition to the assessment of service charges, other non-pricing-related factors should also be taken account of, such as company background and track records. A tender assessment task force comprising owners, members of the MC and representatives of the building management company may be form where possible.

 

Report tender assessment results in an owners’ meeting where possible, followed by invitation of shortlisted tenderers to an interview, with reasons of such interviews listed in detail in meeting records. Where possible, owners’ participation in interviews with tenderers is highly desirable, during which all tenderers are asked a single designated set of questions. To ensure fairness, the interview duration for all tenderers shall not vary.

 

If the value of the consultancy service contract does not exceed 20% of the annual budget of the OC, resolution on the selection of works consultant may be passed by the MC. To facilitate the participation of more owners and enhance the transparency of the process, tenders may also be tabled at an owners’ meeting for consideration. Owners should select works consultant under the principles of fairness, impartiality and openness and avoid bargaining with the consultant at the meeting.

 

A works consultancy service contract shall be drawn in accordance with the tender received and other verbal or written undertakings by the successful tenderer. Before entering into the contract, responsibilities of each party should be clarified, where contract terms, estimated works schedule and subsequent tasks and workflow should be confirmed.

3
Condition Survey and Tender Preparation

Condition Survey and Tender Preparation

‘Carry out thorough inspection of building for a rehabilitation proposal and relevant tender documents to be penned’. The appointed works consultant shall study relevant documentation such as statutory orders, building plans and DMC of the building; carry out field survey on the condition and potential issues of common areas of the building; examine the needs to renovate and improve facilities; report to owners/OCs duly and formulate rehabilitation proposal and works tender with cost estimate for reference.
4
Appointment of Works Contractor

Appointment of Works Contractor

‘Prepare works tender and appoint works contractor’, with procedures similar to those involved in the procurement of works consultant. Under the guidance of the works consultant, owners/OCs should equip themselves with a thorough understanding of the detailed scope of works, as well as the roles and qualification requirements of contractor for the approval of tender and tendering procedures for works contractor in accordance with requirements of relevant laws.
5
Works Commencement and Site Supervision

Works Commencement and Site Supervision

‘Ensure smooth execution of works with proper supervision’. Before the commencement of works, the works consultant shall ensure proper completion of preparation work, including purchase of insurance and formulating site supervision plan. In the course of the works, the works consultant is responsible for the supervision of works progress, quality assurance and payment certification. Owners/OCs may convene regular meetings to discuss issues arising from the project for reinforcing the supervision of works. If necessary, the appointment of independent clerks of works may be considered for the enhancement of works quality.
6
Works Inspection and Completion

Works Inspection and Completion

‘Complete building rehabilitation works to give the subject building a new lease of life’. This involves acceptance inspection of all works items by owners/OCs in the company of the works consultant, who documents any missing or defective parts before confirming completion of works by issuing completion certificates. If statutory orders for the building have been received, declaration of works completion must also be made to relevant authorities by the works consultant/works contractor to apply for order discharge. After completion of building rehabilitation works, owners/OCs should remain diligent in observing maintenance routines, including maintenance cycle planning and etc.

Rehab Case Sharing

Issues and difficulties emerged in previous rehabilitation projects. Owners/ OCs who had their rehabilitation projects properly completed share their experience for latecomers to make reference to when similar issues arise. Read more +