The Estates Office manages the University’s capital works projects (generally costing more than $30 million) according to the procedures governing capital works projects set down by the University Grants Committee (UGC).
The UGC Capital Programme is an annual exercise for UGC funded institutions to apply for subvention on capital works from Government. The deadline for submission of Project Definition Statement (PDS) and Technical Feasibility Statement (TFS) for a proposed capital project is normally 15 September each year. Proposals if fully supported by the UGC will be put forward to the Government’s Capital Works Resource Allocation Exercise (CWRAE) for funding approval.
The “UGC Notes on Procedures” which sets down the standards and procedures, including that for the preparation of PDS and TFS, is accessible at:
Capital Works Projects Flowchart (extracted from “UGC Notes on Procedures”)
Alterations, Additions, Repairs and Improvements (AA&I)
Each year, the Government will approve under the Alterations, Additions, Repairs and Improvements (AA&I) block allocation for a range of projects requiring a subsidy of not more than $30 million each. These includes building works related to, for instance, site development, geotechnical works, significant renovation exercise, information technology infrastructure, landscaping, minor slope works and improvement items of a less recurrent nature.
In March each year, the Estates Office will compile a submission to the Accommodation Committee for approval of a total of 7 projects for AA&I submission to the University Grants Committee (UGC). The UGC’s criteria for assessing project priority are generally as follows:
- Enhancing the learning environment
- Meeting statutory and due diligence safety precautions
- Statutory environmental improvements
- Security, health and hygiene reasons
- Minor works to meet academic standards
- Replacements / improvements / renovations in respect of buildings, building services or amenities
- Improving operational efficiency
Details of new AA&I bids are to be submitted to the UGC in May each year, using the prescribed form (Annex B).
AA&I Flowchart (extracted from “UGC Notes on Procedures”)
Building Alteration Works (BAW)
From time to time, user departments require Building Alteration Works (BAW) to be carried out to meet changing space needs, to accommodate new equipment, and so on. The proposed works are normally minor in scale and need to have the prior approval of the Accommodation Committee.
BAW projects may be funded either by central funding allocation or by the departments themselves. The process for implementing BAW projects will depend on which funding stream is followed.
Upon receiving a BAW request letter, the Estates Office will assign a Project Manager to liaise with the department on the BAW who will advise on project feasibility and costs. BAW projects are normally relatively minor in scale, whereas more substantial projects will be dealt with through the AA&I programme via the University Grants Committee annually.
When a user department intends to use departmental budget for the BAW raised, the Project Manager assigned will prepare estimates and sketches after establishing the feasibility and the scope with the department.
Each year, the University will set aside a budget for BAW central fund bidding by user departments. The Accommodation Committee will consider BAW bids twice a year, in April and October. If approved, the project will become part of the Building Alteration Works programme.
Other projects undertaken by the Estates Office include cyclical maintenance works, repairs and maintenance works.
Term contracts are used for some of these works, maintenance and renovation in nature covering general maintenance works to the campuses and building services installations, as well as renovation to the senior staff quarters. They have been set up in order to respond quickly to routine jobs and to simplify the quotation process. Term contracts usually last for two years.
For some jobs of substantial scale or technically orientated with the need for specialist input, professional consultancy services will be invited.