AACSB Handbook - Architectural Services …

1 Architectural AND ASSOCIATED CONSULTANTS SELECTION BOARD AACSB Handbook Handbook ON SELECTION, APPOINTMENT and ADMINISTRATION of Architectural and ASSOCIATED CONSULTANTS AACSB Handbook First Issue Date : 23 April 2004 Revision Date : 31 August 2017 AACSB HANDBOOKCONTENTS Section No. PageAACSB Handbook First Issue Date : 23 April 2004 Revision Date : 31 August 2017 Page 1 of 8 INTRODUCTION Purpose of Handbook Authority to Employ Consultants Funding for Employment of Consultants Employment of a Consultant Consultants Selection Boards Departmental Consultants Selection Committees (DCSCs) A4 Architectural AND ASSOCIATED CONSULTANTS SELECTION BOARD The Architectural and Associated Consultants Selection Board ( AACSB )

2 The Consultants Review Committee The Architectural Services Department Consultants Appointments Panel (CAP) Architectural Services Department Consultants Review Committee B3 (CRC of ArchSD) Rules for the Administration of the List of Consultants of AACSB The Selection of a Consultant B12 PROCEDURES FOR THE SELECTION AND APPOINTMENT OF A CONSULTANT Approval of the Need to Appoint a Consultant and Availability of Funds Pre-submission Procedures Longlisting of Consultants Shortlisting of Consultants Submissions to AACSB Fee Remuneration Notional Value for Additional Services Invitation for Technical and Fee

3 Proposals Pre-submission Meeting Assessment of Technical Proposals Assessment of Past Performance Assessment of Fee Proposals C26 AACSB HANDBOOKCONTENTS Section No. PageAACSB Handbook First Issue Date : 23 April 2004 Revision Date : 31 August 2017 Page 2 of 8 Assessment of Technical and Fee Proposals for Direct Selection C29 Technical / Consultancy Fee / Fee Quality Weightings and Specified C30 Percentage Range Notification of Technical Marks and Fees to Each Shortlisted Consultant C30 Electronic Dissemination of Invitation Documents for Consultancies C32 Electronic Submission of Consultancy Proposals on Removable Media C32 Recording and Reporting of Consultants Fees C32 Operational Procedures to Deal with Changes in the AACSB List of Consultants C32 that Occur During Various

4 Stages of the Consultant Selection Process Validity Period of Consultancy Proposals C36 Guidelines when Applying the Special Condition of Employment Clause on C37 Conflict of Interest and Debarring Pre-tender Estimates C38 Rounding Marks in Tender Evaluation C39 Joint Venture C39 Feedback and Debriefing to Unsuccessful Bidders C42 THE AGREEMENT General Components of the Agreement Memorandum of Agreement General Conditions of Employment Special Conditions of Employment The Brief The Schedule of Fees Schedule of General Instructions Standard Forms Use of Legal Consultants in Connection with Works-Related Consultancy D5 Studies AACSB HANDBOOKCONTENTS Section No.

5 PageAACSB Handbook First Issue Date : 23 April 2004 Revision Date : 31 August 2017 Page 3 of 8 FEE REMUNERATION General Types of Fee Remuneration for Consultancies Lump Sum Fees Fee as a Percentage Time Charge Fees Payment Schedule Rates for Deployment of Resident Site Staff Rates for Direct Employment of Resident Site Staff Expenses Payment for Additional Services Reduction of Fees Payment for Delays Fees Upon Suspension.

6 Resumption of Termination Negotiation Fees in Foreign Currencies Compulsory Insurance Retention of Money Payable to Non-resident Consultants for Settlement E17 of Profits Tax Administrative Procedures in Applying the Special Condition of E19 Employment Clause on Setting Off Money due to the Government from Defaulting Consultants EXECUTION OF THE AGREEMENT Authority to Enter into an Agreement Consultant who is a Limited Liability Company Prevention of Bribery and Declaration of Interest Preparation of Documents Signing the Agreement Distribution of Documents F2 AACSB HANDBOOKCONTENTS Section No.

7 PageAACSB Handbook First Issue Date : 23 April 2004 Revision Date : 31 August 2017 Page 4 of 8 RESIDENT SITE STAFF General RSS Establishment Option A Direct Employment of RSS by the Consultant Option B Deployment of RSS by the Consultant Option C Posting of Government Staff on Site Selection of Options for Architectural Services Department Division of Responsibilities Communications and Records Accountability of the Consultant Site Auditing of the Performance of the RSS G4 MANAGEMENT OF CONSULTANTS Purpose of Management Principles of

8 Management Role of the Director s Representative Supervision and Checking of Consultant s Professional Services Consultant Documents System Programme Progress Reports Reporting on the Consultant Payment of Fees Consultant s Report on the Agreement Management during Design, Construction and Commissioning H8 MODIFICATION TO AN AGREEMENT Need Submission to AACSB Justification Negotiation and Execution Novation Change of Company Name Suspension or Termination Organizational Restructuring of Consulting Companies - Integration I7 AACSB HANDBOOKCONTENTS Section No.

9 PageAACSB Handbook First Issue Date : 23 April 2004 Revision Date : 31 August 2017 Page 5 of 8 CONSULTANTS PERFORMANCE General Reporting Officer Frequency of Reports Reporting Format and Assessment Criteria Reports to CRC Reports to AACSB Issue of an Adverse Report Action Where Performance is Unsatisfactory Non-consecutive Adverse Reports Final Report on Completion of Agreement Appeal Mechanism J11 FINALISING THE AGREEMENT General Summary of Actions to be Taken

10 Finalising the Agreement Document Storage and Disposal Post-Completion Review on Major Consultancy Agreements Recovery of outstanding amounts due to Government K7 SUB-CONSULTANTS PERFORMANCE Administration procedures on the Sub-consultants Performance L1 Reporting System Management of Sub-Consultants Who Have Performed Unsatisfactorily Confidentiality of the Sub-consultants Performance Reports L8 AACSB Handbook First Issue Date : 23 April 2004 Revision Date : 31 August 2017 Page 6 of 8 AACSB HANDBOOKCONTENTS Appendix No.