AACSB HANDBOOK - Architectural Services · PDF fileAACSB Handbook - A1 - Section 1 First Issue Date : 23 April 2004 ... quantity surveying, landscape architectural and building surveying

AACSB Handbook Page 1 of 9
First Issue Date : 23 April 2004
Revision Date : 31 March 2012
ARCHITECTURAL AND ASSOCIATED
CONSULTANTS SELECTION BOARD _______________________________________________________________________________
AACSB HANDBOOK
HANDBOOK ON SELECTION, APPOINTMENT
and ADMINISTRATION of ARCHITECTURAL
and ASSOCIATED CONSULTANTS

AACSB HANDBOOK
CONTENTS
Section No. Page
1.0 INTRODUCTION
1.1 Purpose of Handbook A1
1.2 Authority to Employ Consultants A1
1.3 Funding for Employment of Consultants A1
1.4 Employment of a Consultant A3
1.5 Consultants Selection Board A3
2.0 ARCHITECTURAL AND ASSOCIATED CONSULTANTS SELECTION BOARD
2.1 The Architectural and Associated Consultants Selection Board (AACSB) B1
2.2 The Consultants Review Committee B2
2.3 The Architectural Services Department Consultants Appointments Panel (CAP) B2
2.4 Architectural Services Department Consultants Review Committee B3
(CRC of ArchSD)
2.5 The Lists of Consultants of AACSB B4
2.6 The Selection of a Consultant B12
3.0 PROCEDURES FOR THE SELECTION AND APPOINTMENT OF A
CONSULTANT
3.1 Approval of the Need to Appoint a Consultant and Availability of Funds C1
3.2 Pre-submission Procedures C1
3.3 Longlisting of Consultants C6
3.4 Shortlisting of Consultants C10
3.5 Submissions to AACSB C11
3.6 Fee Remuneration C15
3.7 Notional Value for Additional Services C15
3.8 Invitation for Technical and Fee Proposals C17
3.9 Pre-submission Meeting C20
3.10 Assessment of Technical Proposals C20
3.11 Assessment of Past Performance C21
3.12 Assessment of Fee Proposals C22
3.13 Assessment of Technical and Fee Proposals for Direct Selection C25

AACSB HANDBOOK
CONTENTS
Section No. Page
3.14 Technical / Fee Weighting C25
3.15 Notification of Technical Marks and Fees to Each Shortlisted Consultant C26
3.16 Electronic Dissemination of Invitation Documents for Consultancies C27
3.17 Electronic Submission of Consultancy Proposals on Removable Media C27
3.18 Recording and Reporting of Consultants Fees C27
3.19 Operational Procedures to Deal with Changes in the AACSB List of Consultants C27
that Occur During Various Stages of the Consultant Selection Process
3.20 Validity Period of Consultancy Proposals C30
3.21 Guidelines when Applying the Special Condition of Employment Clause on C31
Conflict of Interest and Debarring
3.22 Pre-tender Estimates C32
3.23 Rounding Marks in Tender Evaluation C33
3.24 Joint Venture C33
3.25 Feedback and Debriefing to Unsuccessful Bidders C36
4.0 THE AGREEMENT
4.1 General D1
4.2 Components of the Agreement D1
4.3 Memorandum of Agreement D1
4.4 General Conditions of Employment D1
4.5 Special Conditions of Employment D2
4.6 The Brief D2
4.7 The Schedule of Fees D4
4.8 Schedule of General Instructions D5
4.9 Standard Forms D5
4.10 Use of Legal Consultants in Connection with Works-Related Consultancy D5
Studies

AACSB HANDBOOK
CONTENTS
Section No. Page
5.0 FEE REMUNERATION
5.1 General E1
5.2 Types of Fee Remuneration for Consultancies Where the Consultants are E1
Selected Other Than Through Comparative Submissions
5.3 Lump Sum Fees E2
5.4 Fee as a Percentage E3
5.5 Time Charge Fees E7
5.6 Payment Schedule E8
5.7 Rates for Deployment of Resident Site Staff E10
5.8 Rates for Direct Employment of Resident Site Staff E10
5.9 Expenses E10
5.10 Payment for Additional Services E12
5.11 Reduction of Fees E15
5.12 Payment for Delays E15
5.13 Fees Upon Suspension, Resumption of Termination E16
5.14 Negotiation E17
5.15 Fees in Foreign Currencies E17
5.16 Compulsory Insurance E18
5.17 Retention of Money Payable to Non-resident Consultants for Settlement E18
of Profits Tax
5.18 Administrative Procedures in Applying the Special Condition of E20
Employment Clause on Setting Off Money due to the Government from
Defaulting Consultants
6.0 EXECUTION OF THE AGREEMENT
6.1 Authority to Enter into an Agreement F1
6.2 Consultant who is a Limited Liability Company F1
6.3 Prevention of Bribery and Declaration of Interest F1
6.4 Preparation of Documents F1
6.5 Signing the Agreement F1
6.6 Distribution of Documents F2

AACSB HANDBOOK
CONTENTS
Section No. Page
7.0 RESIDENT SITE STAFF
7.1 General G1
7.2 Option A Direct Employment of RSS by the Consultant G1
7.3 Option B Deployment of RSS by the Consultant G1
7.4 Option C Posting of Government Staff on Site G2
7.5 Selection of Options for Architectural Services Department G2
7.6 Division of Responsibilities G3
7.7 Communications and Records G3
7.8 Accountability of the Consultant G3
7.9 Site Auditing of the Performance of the RSS G3
8.0 MANAGEMENT OF CONSULTANTS
8.1 Purpose of Management H1
8.2 Principles of Management H1
8.3 Role of the Directors Representative H1
8.4 Supervision and Checking of Consultants Professional Services H3
8.5 Consultant Documents System H4
8.6 Programme H5
8.7 Progress Reports H6
8.8 Reporting on the Consultant H6
8.9 Payment of Fees H6
8.10 Consultants Report on the Agreement H7
8.11 Management during Design, Construction and Commissioning H8
9.0 MODIFICATION TO AN AGREEMENT
9.1 Need I1
9.2 Submission to AACSB I1
9.3 Justification I1
9.4 Negotiation and Execution I2
9.5 Novation I2
9.6 Change of Company Name I7
9.7 Suspension or Termination I7
9.8 Organizational Restructuring of Consulting Companies - Integration I8

AACSB HANDBOOK
CONTENTS
Section No. Page
10.0 CONSULTANTS PERFORMANCE
10.1 General J1
10.2 Reporting Officer J1
10.3 Frequency of Reports J2
10.4 Reporting Format and Assessment Criteria J2
10.5 Reports to CRC J2
10.6 Reports to AACSB J3
10.7 Issue of an Adverse Report J4
10.8 Action Where Performance is Unsatisfactory J5
10.9 Non-consecutive Adverse Reports J9
10.10 Final Report on Completion of Agreement J10
10.11 Appeal Mechanism J10
11.0 FINALISING THE AGREEMENT
11.1 General K1
11.2 Summary of Actions to be Taken K1
11.3 Finalising the Agreement K1
11.4 Document Storage and Disposal K2
11.5 Post-Completion Review on Major Consultancy Agreements K6
11.6 Recovery of outstanding amounts due to Government K7
12.0 SUB-CONSULTANTS PERFORMANCE
12.1 Administration procedures on the Sub-consultants Performance L1
Reporting System
12.2 Management of Sub-Consultants Who Have Performed Unsatisfactorily L5
12.3 Confidentiality of the Sub-consultants Performance Reports L7

AACSB HANDBOOK
CONTENTS
Appendix No.
1 - Minimum Entry Criteria for Consultants Lists
2 - Consultant Selection Procedures (Flow Charts)
3.1 - Letter of Invitation for Expression of Interest
3.2-3.6 - Form of Submission to AACSB/CAP
4 - Letter of Appointment
5.1 - Letter of Invitation for Technical and Fee Proposals (Comparative
Selection)
5.2 - Fee Proposal Proforma
5.3 - Letter of Invitation and Enquiry Documen