V.

Construction Stage

Description Reference

1. Site Supervisory Staff

a) PJS to ensure that the Consultants have discussed and PY-PD-PJ-1;

agreed with each other the division of responsibilities PE-PD-PJ-1
for their site staff throughout different stages of works
and communicated the following with the contractor
at the first site meeting:

i) clear division of responsibility and authority for

each site staff;
ii) effective communication channels between the
Consultants and Contractors;
iii) a proper site record system;
iv) all works executed in strict compliance with
HKHS’s requirements and quality standards; and
v) timely completion of the project.

Record of communication is suggested to be included

in the minutes of site meeting.

2. Briefing to Consultants, Site Staff and Contractors, etc.

a) PJS to, in collaboration with the Lead Consultant, PY-PD-PJ-3.7;

brief all Consultants, Site Staff, Contractors and PE-PD-PJ-3.8;
Nominated Sub-contractors on the quality (including HKHS General
QA/QC) requirements of the HKHS. Specification

b) Lead Consultant and PDS to agree on Land Grant / C Government

of C checklist for monthly monitor of Land Grant Lease
conditions compliance. Compliance
Checklist;
PPI 2.5.1

c) PJS to ensure that the Lead Consultant and other PY-PD-PJ-3.7;

Consultants have briefed the MC and Sub-contractors PE-PD-PJ-3.8;
on the critical points or issues of each trade requiring HKHS General
special attention, inspection or material testing before Specification
work commences.

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Construction Stage (cont'd)

Description Reference

d) PJS to require the Lead Consultant to ensure that the PY-PD-PJ-3.7;

MC has in turn briefed the Sub-contractors on all his PE-PD-PJ-3.8;
requirements concerning the sub-contract works HKHS General
including quality, environmental concerns, site safety, Specification
etc.

3. Issue of Working Drawings / Specifications etc to

Contractor

a) PJS to ensure that the Lead Consultant has supplied

all drawings, specifications and information to the
Contractor to enable him to take possession of and
commence work on site.

b) PJS to obtain written confirmation from Lead

Consultant that:

i) the first set of working drawings issued to the -

Contractor is identical to the Contract Drawings,
or any changes to the Contract Drawings have
been listed in his Instruction covering the first set
of working drawings, and

ii) all subsequent working drawings issued to the PY-PD-PJ-5.4;

Contractor that are at variance with the Bills of PE-PD-PJ-5.4
Quantities will be accompanied by a variation
order or site instruction highlighting the nature
and extent of the variation.

4. Nominated Sub-contracts

PJS to ensure that the Consultants have satisfied with the

MC’s coordination of the Main Contract and the
Nominated Sub-contract works prior to installation on site.

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Construction Stage (cont'd)

Description Reference

5. Contractor’s Submission Schedules

PJS to ensure that the Lead Consultant has agreed with the HKHS General
MC within one month of commencement of construction Specification
works on submission schedules for the following:

a) Method Statements
b) Material samples
c) Shop drawings
d) Statutory submissions
e) Test reports
f) Environmental protection measures

6. Setting-out of Site Boundaries, Building Lines, etc

Before any construction work is commenced, PJS to

obtain the Lead Consultant’s written confirmation or
certification that:

a) the setting-out of all boundary and building lines has

been satisfactorily completed, checked and found to
be in order, and

b) all reference points or benchmarks used for the

setting-out within or outside the site have been
properly recorded or documented.

7. Project Master Programme and Contractor’s Construction

Work Programme

PJS to ensure that:

a) the Lead Consultant shall manage the MC to fulfill HKHS General

the requirements in the Contract with respect to the Specification;
Programme in a timely manner as the Lead
Consultant considers appropriate, and shall update the
Project Master Programme in accordance with the
accepted Contractor’s Construction Work
Programme.

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Construction Stage (cont'd)

Description Reference

b) the above two programmes are reviewed and updated Project Master
(where necessary) at all monthly progress meetings or Programme;
site meetings, highlighting current progress with Construction
particular reference to critical path issues. Programme

c) in the event current progress is behind schedule, the Project Master

Contractor would be requested to propose mitigation Programme;
measures. Construction
Programme

8. Contractor’s Quality Plan

PJS to ensure that:

a) the MC’s Quality Plan, to be prepared in accordance PY-PD-PJ-3.7;

with the HKHS General Specification and quality PE-PD-PJ-3.8;
(including QA/QC) requirements referred to therein, HKHS General
has been submitted to the Lead Consultant within two Specification
weeks of the commencement of work and approved
by the latter at the earliest practicable date thereafter.

b) the Lead Consultant has satisfied himself that the PY-PD-PJ-3.7;

MC’s quality plan are updated in a timely manner to PE-PD-PJ-3.8;
cover the Nominated Sub-contract works or to HKHS General
embrace quality measures of the Nominated Sub- Specification
contractors where appropriate.

9. Site Meetings

PJS to ensure that regular site progress meetings convened HKHS /

by the Lead Consultant are held and attended by the Consultant
designated project participants and that quality issues are Agreements –
always included as an individual item in the agenda for Schedule 2:
such meetings. QAS to attend relevant site meetings to Scope of
flag up any quality issues that come to notice. Services;
HKHS General
Specification

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Construction Stage (cont'd)

Description Reference

10 Coordination with PMD

a) PJS to make working drawings and specification

accessible by PMD for reference upon request.

b) PJS to agree with PMD at the initial construction

stage, on-site visits during progress of the works to
determine as early as possible if any improvement
works are required, in order to avoid delay to the
progress of main contract works.

11. Work Procedures and Sequences

PJS to satisfy itself that all necessary work procedures and

sequences, whether specified or otherwise required for the
proper execution of any contract work, have been
approved by the concerned Consultants prior to execution
of the work, and in particular to ensure that:

a) the setting out of a typical floor with particular HKHS General

reference to reinforcement fixing, falsework and Specification
conduit laying has been inspected and approved by
the concerned Consultants prior to construction of
floors, walls and partitions.

b) the “Construction Mock-ups” required to be proposed HKHS General

and performed by the MC are acceptable to the Specification
concerned Consultants and are being adhered to by
the Contractor’s workforce.

c) the work sequence for a typical residential unit has HKHS General
been agreed between the Consultants and MC/ Specification
Nominated Sub-contractors before work is
commenced.

12. Testing of Materials and Workmanship

a) PJS to ensure that:

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Construction Stage (cont'd)

Description Reference

i) Testing of materials and workmanship stipulated HKHS General

in the HKHS’s General Specification and Specification
Consultants’ Specifications or otherwise required and
by the Consultants are carried out under the Consultants’
supervision of the concerned Consultants and in Specifications
accordance with the requisite procedures.

ii) Tests on materials and/or workmanship that are

specified or required to be carried out by an
independent Specialist Testing Contractor
employed directly by the HKHS are so carried
out in accordance with the relevant procedures.

13. Inspection of Works

PJS to satisfy itself that:

a) PS and the consultants jointly prepare inspection
checklists for their Site Staff for checking of works,
particularly at critical stages, to ensure the works
meet the relevant prescribed standards.

b) the Consultants have properly deployed their site

representatives in carrying out inspection of works
under construction particularly at critical stages with
defects properly recorded, documented and rectified
prior to commencement of the next stage.

c) the PS reminds Site Staff of their tasks and

commitments on a regular basis through all stages of
the works and ensures that all works in progress have
been fully inspected.

14. Progress Reports

PJS to ensure that:

a) Site Staff submit Bi-weekly Reports to concerned Bi-weekly

Consultants and the PS. Reports

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Construction Stage (cont'd)

Description Reference

b) PS submits Monthly Reports to PJS highlighting PY-PD-PJ-1;

areas of concern and workmanship. PE-PD-PJ-1;

c) Project Consultants submit Monthly Reports to PJS Consultants’

on work progress, quality, financial and contractual Monthly
status of the project. Progress
Reports

d) PJS to submit progress reports to Directors’ Meeting

and Executive Committee as and when required.

15. Sample Mock-up Flats

PJS to ensure that one or more on-site sample mock-up HKHS General
flat(s) (as may be required) shall be completed at the Specification
earliest practicable stage of the contract to establish the
quality standard of the project in consultation with PDS,
PMD and concerned Consultants and to require the latter
to ensure that such quality standard is maintained
throughout the contract.

16. Review of Materials, Finishes and Provisions

PJS, upon request from PDS, to consider the viability of PY-PD-PJ-3.8;

revising the standard of materials, finishes and provisions PE-PD-PJ-3.9;
in the project to benchmark against the latest market Guidelines for
trends. Market Research
(Design)
17. Variations of Building Plans, Specifications, etc. –

PDS to maintain proper communication with PJS to ensure

that:

a) all land grant conditions are complied with in the

course of the works; and

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Construction Stage (cont'd)

Description Reference

b) all sales brochures, Agreement for Sale & Purchase /

assignment plans and fittings / finishings schedules,
estimated completion dates, etc. are consistent with
the latest building plans and specifications otherwise
prospective purchasers should be informed
accordingly upon completion of the works.

18. Monitoring of Contractors’ Performance PY-PD-PJ-6.1;

PE-PD-PJ-6.1;
PJS to ensure that the Lead Consultant continuously Quarterly
monitors the performance of the contractor and the Reports on
Nominated Sub-contractors and reports their performance Performance of
on quarterly basis. Contractors

19. Project Cost Control

PJS to ensure that:

a) for variations involving additional costs, the Project PY-PD-PJ-5.4;

Consultants submit draft Architect’s Instructions with PE-PD-PJ-5.4
estimated additional cost and time implication.

b) approval of the draft Architect’s Instructions is sought PY-PD-PJ-5.4;

from the appropriate approval authority. PE-PD-PJ-5.4

c) the PQS closely monitors the construction cost of the

project, prepares valuations of authorised variations
without delay and submits updated monthly financial
reports to HKHS. Updated cost information for
sales projects shall be provided to PDS monthly for
reviewing project financial viability.

d) the Lead Consultant and PQS process all monetary HKHS /

claims from the Contractor (including loss and Consultant
Agreements –
expense claims) without delay. Schedule 2: Scope
of Services

20. Validation of Works by Quality Assurance Section (QAS)

QAS to carry out periodic and independent site checking QAS Work
and validation of works on site with feedback to PJS. Plan

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Construction Stage (cont'd)

Description Reference

21. Pre-handover meeting

PJS to hold a pre-handover meeting with PDS and PMD

some three months prior to the anticipated completion of
the project to:

a) agree on the handover and sign off procedures, hand Project

over standards, and the schedule for inspection and Handover
testing; Record; Project
Defects List;
b) discuss information required by the PMD for Record of Final
preparation of subsequent inspection and testing; and Defects
Rectification
c) finalize any more improvement works deemed
necessary for the smooth operation and
maintenance of the property.

22. Procurement of Statutory Permits and Certificates

PJS to ensure that concerned Consultants perform all

necessary work or take all necessary actions at the
appropriate time(s) to secure the issue of requisite permits
and certificates for the project.

23. Testing and Commissioning

PJS to ensure that: HKHS General

Specifications
a) the testing and commissioning of all building services for Building
installations specified in the contract documents are Services
completed in accordance with the prescribed Installations
procedures, and Consultants’
Specifications
b) all draft operation and maintenance manuals and as-
fitted drawings are obtained from the respective
contractors/sub-contractors and commented by the
concerned consultants prior to practical completion of
the works.

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Construction Stage (cont'd)

Description Reference

24. Practical Completion

Prior to practical completion of the construction works, PY-PD-PJ-5.5;

PJS to review all the requisite procedures prescribed in the PY-PD-PJ-5.6;
relevant PPI for the completion and hand-over stages of PE-PD-PJ-5.7;
the building project and also the additional procedures PE-PD-PJ-5.8
referred to in the following section (Handover Stage) of
this Manual, and to co-ordinate with PMD and PDS to
ensure a smooth and efficient take-over of the completed
premises from the MC, and subsequent hand-over to the
end-users.

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VI. Handover Stage

Description Reference

1. Take Over from Building Contractors

a) PJS to ensure completion of all major defects

rectification work to flats before handover, and a clean
and tidy condition ready for handover to PMD and
PDS. PMD to arrange cleaning and maintenance
services.

b) PJS to provide one copy each of the latest general Checklist for
building plans (statutory approved set), landscape Drawings to
plans, building services plans, operation manuals, be Collected
etc. to PDS and PMD for handover preparation. from Project
Consultants

c) PJS to issue a written reminder to the Lead Consultant As-built

upon practical completion of the contract works Drawings
directing his attention to his commitment to submit to
the HKHS as soon as practicable but in any event not
later than 4 months after such practical completion,
certified as-built drawings for both the building and
building services works, together with written
confirmation that these have all been checked and
found to be in order.

d) PJS to ensure that the certified as-built drawings Ditto

referred to in c) above, duly checked by the Lead
Consultant and other concerned Consultants, are
received within the prescribed period and forwarded to
PMD for retention forthwith.

e) PJS to ensure that building services installation test

results/certificates and utility connection certificates
(where applicable) are forwarded by the Lead
Consultant to the HKHS as soon as they are available
for retention by PMD.

f) PJS to ensure proper functioning of all M&E services

before handover to PMD.

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Handover Stage (cont’d)

Description Reference

g) PDS, PJS and PMD to review and agree that the Guidelines at
standard and workmanship of the completed flats are Completion and
consistent with that of the on-site sample flat(s) and Handover Stage
other contract requirements (ref. Construction Stage –
item 15).

h) PDS may appoint independent BS, if appropriate, for PPI 2.6.1

inspection of flats and common areas and subsequent
handover.

i) PMD and PDS to agree with PJS and BS, if Guidelines at

appointed, the handover standard and procedures for Completion &
the common areas. Handover Stage

j) PMD, PDS and / or BS (if applicable) to inspect flats

and common areas and PJS to consolidate defects
list(s) (if any) for the Lead Consultant to follow-up
with the MC. Improvement / additional works
should be differentiated from building defect and be
kept on a separate list. PJS to seek consultants advice,
if necessary, for further consideration by PDS.

k) PDS to endorse and obtain possession of flats and Project

common areas recommended for handover by BS and Handover
arrange PMD to takeover the property for Record
management. Handover of the property to PMD shall
be signed off by PDD and PMD in the Project
Handover Record.

l) PDS to ensure as-built flats and common areas Inspection

comply with land grant conditions / Agreement for Checklist
Sale & Purchase / sales brochures. (flats);
Inspection
Checklist
(common areas,
carpark and
non-domestic
areas)

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Handover Stage (cont’d)

Description Reference

m) PJS to maintain an Emergency Contact List of Key Emergency

Persons including consultants, contractors and sub- Contact List of
contractors to facilitate immediate contact on any Key Persons
matter relating to the completed works that requires
their urgent attention and/or action.

2. Hand Over to Individual Owners

a) PMD to agree with PJS, PDS and BS (if applicable), Guidelines at

the handover process / procedures. Handover office Completion and
to be set up at estate focusing on customer service. Handover Stage

b) PMD, PDS, PJS and BS (if applicable) to establish Ditto

and agree a defect reporting system facilitating
prompt rectification.

c) PMD to recommend improvements based on safety, Ditto

security and Government’s statutory / licensing
requirements where appropriate for PJS’s and PDS’s
consideration.

d) PJS, with the assistance of BS (if applicable), to

monitor the defects situation, including defects
reported by individual owners, as well as the nature of
latent defects, for reference, review and future
procedural improvements.

3. Customers’ Complaints −

a) Upon request by PMD, PJS to arrange for concerned

Project Consultants and their Technical Staff to be
available as necessary and at short notice to resolve
technical problems and matters arising from valid
customer complaints until expiry of the Defects
Liability Period (DLP) and satisfactory completion of
defects rectification.

b) PJS to arrange for the Contractors to provide adequate

tradesmen on site to attend to defects rectification
during the DLP.

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Handover Stage (cont’d)

Description Reference

4 Contract Completion

a) PJS to monitor progress on the preparation of the

Final Account and to ensure that it is finalised by the
Consultant within the specified time frame with
properly substantiated detailed measurements and
rates for the variations.

b) PJS to ensure that any valid extension of time and

loss and expense claims are equitably assessed by the
Consultants in accordance with the contract
provisions.

c) PJS to ensure that the MC rectifies all outstanding

defects on the final defects list within three months of
the expiry of the DLP.

d) PJS to ensure that the Project Architect has

communicated with PMD and PDS before the
issuance of the Certificate of Making Good Defects.

e) PJS to initiate sign off by PDD and PMD on final Record of Final
defects rectification for internal record purpose after Defects
making good of defects. Rectification

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