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, Operating Units 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 smaller in scale and need to have the prior approval of the Accommodation Committee.
Upon receiving a BAW request, a Project Co-ordinator will be assigned to liaise with the Operating Unit on the BAW who will advise on project feasibility and costs. The Project Co-ordinator will establish the scope with the Operating Unit before preparing estimates and sketches.
If Operating Units want to make a BAW request, please complete the template for application and approval of BAW requests and submit it electronically to the Estates Office for follow up. Any query, please contact us at firstname.lastname@example.org.
Please click HEREfor the BAW circulars and template for HKU Staff.
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.