Invitation for Expression of Interest to Tender for Provision of Consultancy Services for the Improvement Works of Existing Schools for Improving Energy Efficiency

1. Background

1. 1. Business Environment Council Limited (“BEC”) is initiating a project for improving energy efficiency schools (the “Project”) and is currently inviting interested parties to submit Express of Interest (“EOI”) for the provision of consultancy services for the improvement works of the existing school buildings in Hong Kong.

1. 2. This Project is funded by the Hong Kong Jockey Club Charities Trust (the “Donor”). 

1. 3. The Project aims to optimising energy performance of the existing schools and to assist the existing schools to achieve BEAM Plus Existing Schools certification by carrying out energy-efficient retrofitting works.

1. 4. The target participants of the Project are the existing primary schools and secondary schools in Hong Kong (the “Participating Schools”).

1. 5. The Project lasts for five years (the “Project Period”) with the commencement date on 1 October 2023.

1. 6. BEC intends to engage a provisional consultancy firm (the “Consultant”) to provide pre- and post-contract consultancy services (the “Consultancy Services”) in respect of and associated improvement works including energy-efficient retrofitting and building services installation works (the “Works”).

 

2. Objectives

1. 1. The objectives of the Consultancy Services are:

1. 1. 1. to prepare and assist the overall tendering process from pre-qualification to the contract execution:
         1. for the selection of suitable contractors or specialists (the “Contractor”) to carry out the Works;
         2. for the selection of a suitable legal adviser to provide professional legal advices in any substantive areas of law to best protect the Project’s legal interest in carrying out and in execution of all activities for the Project;
         3. for the selection of a suitable firm as an independent verifier to ensure the proposed retrofitting works are fit for purpose and verify the preliminary electricity reduction report from theoretical electricity reduction.

1. 1. 2. to assist BEC in providing budget control and cost monitoring services and ensure the Project complies with approved budget and funding throughout the Project Period;

1. 1. 3. to propose a cost-effective procurement strategy including packaging, procurement method and contractual arrangement of the Works;

1. 1. 4. to advise the risk allocation of the contractual arrangement that can best protect the interest of BEC and the Participating Schools;

1. 1. 5. to providing post-contract consultancy services including interim certificates and settle final accounts for all contracts of the Works;

1. 1. 6. to assist BEC in resolving contractual claims submitted by the Contractor;

1. 1. 7. to assist BEC in resolving queries and difficulties of and in coordinate and cooperate with the representative of the Participating Schools and the Donor; and

1. 1. 8. to use best endeavors and delegate a team of experienced and qualified staff members to meet the time and cost requirements of the Project.

 

3. Scope of Consultancy Services

1. 1. The scope of services to be provided by the Consultant will generally include:

1. 1. 1. Prepare ballpark estimates for the type and quantity of Works for Participating Schools;

1. 1. 2. Prepare and update pre-contract cost planning and provide cost control services;

1. 1. 3. Advise on cost matter and budgetary control;

1. 1. 4. Prepare tender documents for Works Contractors (more than one package) including drafting, commenting and/or reviewing drawings and technical specifications;

1. 1. 5. Prepare pre-tender estimates;

1. 1. 6. Prepare contract documents for the Works;

1. 1. 7. Prepare tender and contract documents for legal services and independent verifier services;

1. 1. 8. Review the inspection report submitted by the Contractor and issue work orders for each school project;

1. 1. 9. Review payment applications submitted by and certify payment to the Contractor, legal adviser and independent verifier;

1. 1. 10. Assist BEC to review, evaluate and advise on all contractual claims submitted by the Contractor;

1. 1. 11. Review the completion report submitted by the Contractor, assist and advise BEC in inspection, testing and commission and certifying of the completed Works;

1. 1. 12. Prepare for final account for the Works contracts;

1. 1. 13. Prepare and submit post-contract progress reports and project financial statement at the required intervals;
           
      14. Assist BEC in application for significant variations and additional donation approval as and when required by the Donor;

1. 1. 15. Attend any project meeting when required; and

1. 1. 16. Work collaboratively with BEC’s project representatives in resolving queries and supply all relevant records and information for project audit carried out by the Donor or by respective BEC’s auditor.

1. 2. The contract for provision of this Consultancy Services will be in lump sum fixed price and regardless of the actual manpower cost and any other disbursement cost. The Consultant is obliged to complete the Works in accordance with the contract to the satisfaction of BEC.

 

4. Project Period

1. 1. This is a five-year Project with the commencement date on 1 October 2023 to the completion date on 30 September 2028. The Consultant shall provide the Consultancy Services throughout the Project Period.

1. 2. The Consultant is targeted to be on-board in December 2023 tentatively.

 

5. Project Deliverables

1. 1. The Consultant shall provide the following deliverables during the Project Period:

1. 1. 1. Draft and final cost plans;

1. 1. 2. Pre-contract estimates; 

1. 1. 3. Tender documents (including drawings and specifications) and contract documents for the Works, legal services and independent verifier services;

1. 1. 4. Progress reports;

1. 1. 5. Project financial statements for the Works contract;

1. 1. 6. Notification, instructions and certifications according to the contract documents;

1. 1. 7. Final accounts for the Works contract; and

1. 1. 8. Any other deliverables as detailed in the tender document.

 

6. Manpower

1. 1. The project team proposed by the Consultant shall include but not limited to the staffs with the following minimum requirements:

1. 1. 1. Qualified project lead with at least 15 years post-qualification experience in quantity surveying, building surveying, building services engineering or architecture experience and with relevant past project experience, e.g. participation in School Improvement Works or Term Maintenance Works, projects funded by the Hong Kong Jockey Club Charities Trust or other funding projects;

1. 1. 2. Qualified quantity surveyor, building surveyor, building services engineer or architect with at least 5 years post-qualification. BEAM Pro with BEAM Plus submission experience is preferable;

1. 1. 3. Technical staff with relevant academic qualification in building surveying, quantity surveying, building services engineering, architecture or any other construction related disciplines with relevant past project experience.

 

7. Shortlisting Criteria

1. 1. Upon submission of the EOI, eligible Consultants shall be shortlisted for proceeding to tender stage in accordance with the following selection criteria:

1. 1. 1. Company background;

1. 1. 2. Manpower resources;

1. 1. 3. Financial eligibility;

1. 1. 4. Relevant past project experience; and

1. 1. 5. The proposed procurement strategy (Section C of Annex A).

 

8. Expression of Interest

1. 1. Please express your interest by returning the following submissions to BEC via email to paktingma@bec.org.hk on or before 12:00 noon on 27 October 2023, Friday.

1. 2. Your EOI submission shall contain the following documents:

1. 1. 1. The completed form of "Express of Interest“ (Annex A);

1. 1. 2. Business Registration Certificate;

1. 1. 3. Company brochure;

1. 1. 4. Organisation chart showing all project staff members, partnering companies or sub-consultants;

1. 1. 5. List of relevant project experience for the last three years (i.e. from 1 October 2020 to 30 September 2023); and

1. 1. 6. Any other information and evidence demonstrate your capabilities.

1. 3. Late submissions may not be further considered.

 

9. Disclaimer

BEC shall not in any circumstances be liable for any costs, expenses and damages incurred or suffered by the interested parties in connection with the preparation and submission of this EOI to BEC, in the event not to invite any interested parties which has submitted their interest in response to this invitation to enter into any tendering exercise or an agreement for this Project.

 

10. Enquiries

Any enquiries regarding to the EOI shall be made in writing to the following person via email paktingma@bec.org.hk.

 

Ms Doris Chan / Ms Pakting Ma

Project Manager / Project Officer

Tel: 2784 3975 / 2784 3959

 

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