Agreement No. CE 9/2019 (EP) Development of a Pilot Plant ......project design; h. Identify Pilot...

Agreement No. CE 9/2019 (EP) draft Brief

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Agreement No. CE 9/2019 (EP) Development of a Pilot Plant for Woody Waste Recycling

– Investigation, Design and Construction

DRAFT BRIEF

Table of Contents 1. Introduction .......................................................................................................................... - 2 -

2. Description of the Project ..................................................................................................... - 2 -

3. Objective of the Assignment ................................................................................................ - 3 -

4. Description of the Assignment ............................................................................................. - 4 -

5. Deliverables .......................................................................................................................... - 7 -

6. Services to be provided by the Consultants ........................................................................ - 11 -

7. Response to Queries ........................................................................................................... - 22 -

8. Programme of Implementation ........................................................................................... - 22 -

9. Progress Reports ................................................................................................................. - 24 -

10. Financial Management ................................................................................................... - 24 -

11. Standards and Specifications ......................................................................................... - 25 -

12. Checking and Certification of the Design ...................................................................... - 25 -

13. Variation and other Commitments ................................................................................. - 25 -

14. Director’s Representatives ............................................................................................. - 26 -

15. Control of the Project and Assignment .......................................................................... - 26 -

16. Information and Facilities Provided by the Employer ................................................... - 27 -

17. Consultants’ Offices and Staffing .................................................................................. - 27 -

18. Specialist and Sub-consultant Services .......................................................................... - 29 -

19. Surveys ........................................................................................................................... - 29 -

20. Insurance ........................................................................................................................ - 30 -

Annex A – Information Relevant to the Assignment Annex B – Responsibility for Survey Work


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1. Introduction

1.1 This Brief is to be read in conjunction with the Memorandum of Agreement, the General Conditions of Employment of Engineering and Associated Consultants for an Investigation, Design and Construction Assignment, Special Conditions of Employment and Schedule of Fees. For the avoidance of doubt but without prejudice to Clause 7 of the General Conditions of Employment, the performance of the Services specified herein shall be subject to Clause 22 of the General Condition of Employment.

2. Description of the Project

2.1 In addition to the words and expressions as defined in the General Conditions of Employment of Engineering & Associated Consultants for a Design and Construction Assignment and the Special Conditions of Employment, the definitions used in this Brief shall be as defined as follows:

“Certificate of Substantial Completion”

means a certificate issued by the Employer to the Contractor certifying substantial completion of the Works under the Contract

“Contract”

means the Contract for the construction, testing and commissioning of the Pilot Plant for woody waste recycling

“Contractor”

means the company appointed by the Employer for the execution of the Contract

“Site”

means the Pilot Plant site with area of 1,000 to 1500 square meters located inside the EcoPark, Tuen Mun

“Woody Waste”

means waste that contains significant amount of woody material, mainly include yard waste, wood waste and other waste such as stable bedding waste

2.2 Woody waste to be covered under this Pilot Plant Assignment mainly include yard waste and wood waste, or other waste that contains significant amount of woody material such as stable bedding waste with wood chips, wood shaving or sawdust. Yard waste comprises putrescible vegetative waste matters which include grass clippings, cut flowers, weeds, leaves and twigs, branches and tree trunks, festive plants, bushes and shrubs. Wood waste comprises waste matters derived from the processing of timber or woody tree trunks such as sawdust, timber offcuts, wood furniture and crates, pallets, wooden packaging, bamboo and timber form works for construction, etc. While yard waste and wood waste are recyclable, majority of


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them have been disposed of at landfills in Hong Kong in the past years. Landfilling yard waste and wood waste not only uses up precious landfill space, it also leads to the generation of greenhouse gas and leachate of high pollutant contents, thereby increasing the pollution burden on our environment.

2.3 To address the yard waste disposal problem, the Government has promulgated “a Food Waste

& Yard Waste Plan for Hong Kong 2014-2022” in 2014. This Plan sets out that the strategy to deal with yard waste is to collect data, promote reduction at source, encourage separation and collection, and find the best way to treat the unavoidable waste portion. In support of the strategy, the Government has implemented various programmes to promote yard waste reduction and recycling, including for example, promotion of Christmas trees and peach blossom trees recycling during Christmas and Lunar New Year, and the pilot yard waste composting scheme at the Lam Tin Estate. Regarding wood waste, a private sector facility has also been established in the EcoPark for recycling of wooden pallets into fuel pellets. Notwithstanding these efforts, disposal of a large amount of yard waste and wood waste to landfill continues. In 2017, on average Hong Kong landfilled 166 tonnes of yard waste and 330 tonnes of wood/rattan waste each day.

2.4 Hong Kong needs to increase the recycling rate of yard waste and wood waste substantially for resources conservation and landfill disposal reduction. Composting is a common technology used elsewhere to recycle yard waste. However composting is land demanding and it could not deal with woody yard waste or wood waste quickly and effectively. So yard waste composting is unlikely of large scale application in Hong Kong where land is scarce. Other woody yard waste and wood waste recycling technologies would need to be explored to provide long term solution for Hong Kong.

2.5 Apart from composting and fuel pellets production mentioned in paragraph 2.3 above, other yard waste and wood waste recycling technologies may include using wood chips as bulking agent for composting, as mulch, or for animal bedding; or for production of biochar, charcoal, heat or energy etc through pyrolysis or gasification. Specifically, interest in technologies for biochar production has been intensified in recent years because of its soil fertility improvement as well as carbon sequestration potentials. However, there is little local experience and application of these recycling technologies or use of their recycled products. Hence there is a need for a Pilot Plant project be pursued to try out potentially suitable woody waste recycling technologies as well as the beneficial uses of their recycled products in Hong Kong context, so that the feasibility and appropriateness for their wider or larger scale application can be assessed and established.

3. Objective of the Assignment

3.1 The objectives of the assignment are to:


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a. review woody waste situations in Hong Kong; b. review woody waste recycling technologies; c. carry out design of a Pilot Plant for reception and recycling of woody waste at a site in

EcoPark, Tuen Mun; d. carry out the procurement and tendering processes for the construction, testing and

commissioning of the Pilot Plant; e. undertake contract administration, project management, works supervision and

monitoring for the construction, testing and commissioning of the Pilot Plant; f. monitor and analyse the results of the Pilot Plant commissioning using wood chips or

other forms of feedstock derived from different types of woody waste for treatment at different operation modes such as different temperatures and feedstock retention times;

g. analyse the different quality and characteristics of the recycled products of the Pilot Plant, identify and coordinate beneficial use of the recycled products, collate and analyse user feedbacks; and

h. evaluate the performance of the Pilot Plant and make recommendation on use and optimal operational mode of the Pilot Plant, approach and requirements for the procurement of future operation and maintenance of the Pilot Plant, and the development of full scale woody waste recycling plants in Hong Kong

4. Description of the Assignment

4.1 The Consultants are required to complete the Assignment in 33 months in the following two phases upon the written instruction from the Director’s Representative for Phase II.

Phase I - Investigation, Design and Procurement Phase Phase II - Construction, Testing and Commissioning Phase

4.2 The scope of the Assignment covers the followings:

Phase I (to be completed in 12 months) a. Review woody waste situations in Hong Kong; b. Review and evaluate international woody waste recycling practices, commercially

available recycling technologies and related standards; c. Recommend woody waste recycling practices, technologies and standards to be adopted

for the Pilot Plant project; d. Identify potential sources and characteristics of different types of woody waste to be sent

to the Pilot Plant, and the recycled products to be produced as well as potential users of the recycled products. If necessary, plan, procure and supervise sampling and laboratory tests to establish characteristics of the woody wastes. The types of woody waste shall include but not limited to: wood chips from yard waste wood chips from pallet waste


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stable waste bamboo scaffoldings

The recycled products to be considered shall include but not limited to: charcoal torrefied biomass biocoke biochar syngas

e. Review the Site and identify its constraints and opportunities for developing the Pilot Plant;

f. Determine statutory requirements for developing the Pilot Plant which include but not limited to those under the Environmental Impact Assessment Ordinance, Air Pollution Control Ordinance and its Regulations, Factories and Industrial Undertakings Regulation and Dangerous Goods Ordinance;

g. Collate and study geotechnical information of the Site. If necessary, plan, procure and supervise geotechnical investigation (GI), survey or laboratory test for the Pilot Plant project design;

h. Identify Pilot Plant elements, components, ancillary facilities, plant and equipment, and establish their requirements and design parameters. The Pilot Plant should be designed to handle different types of woody waste and to operate at different operation modes (e.g. carbonization, torrefaction, and pyrolysis);

i. Carry out Pilot Plant layout design including engineering, architectural, building/ fire services and relevant specialists’ inputs;

j. Carry out environmental review, identify and design environmental mitigation measures, identify and propose environmental monitoring requirements;

k. Carry out detail design of the Pilot Plant and all its associated ancillary facilities, structures, plants and equipment;

l. Identify and establish the testing and commissioning requirements of the Pilot Plant, its ancillary facilities, plants and equipment;

m. Carry out cost estimates and produce implementation programme for the Pilot Plant construction, including site preparation, supply and installation of ancillary facilities, plants and equipment, and its testing and commissioning;

n. Review and plan local applications of recycled products produced by the Pilot Plant. If necessary, plan and procure sampling and laboratory tests to determine the quality and characteristics of the recycled products;

o. Evaluate and propose contract procurement arrangement for the Pilot Plant construction, testing and commissioning. Unless otherwise agreed by the Director’s Representative, the Contract shall be of 18 months duration which shall include not less than 9 months for testing and commissioning;

p. Prepare tender documents and tender assessment scheme for invitation of tender, carry out tendering exercise, evaluate tenders, recommend best tender offer, prepare tender report, assist in seeking of tender board approval and negotiation with tenderers if necessary;


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q. Prepare Pilot Plant construction, testing and commissioning contract documents and assist in the award of the Contract;

Phase II (to be completed in 21 months) r. Administer and manage the Contract; s. Conduct site supervision and monitoring related to the design, construction, delivery and

installation of major plants and equipment, testing and commissioning works of the Contract;

t. Review and report on matters related to the progress, design, construction, delivery and installation of major plants and equipment, testing, commissioning, environmental and safety requirements of the Contract;

u. Review and prepare detailed implementation programme for the construction, delivery and installation of major plants and equipment, testing and commissioning of the Pilot Plant with different types of woody waste as feedstocks using different operation modes of the Pilot Plant ;

v. Coordinate delivery of different types of woody waste to the Pilot Plant; w. Monitor and review quality of the recycled products. If necessary, arrange sampling and

laboratory tests to determine the quality and characteristics of the recycled products; x. Liaise with recycled product users and coordinate delivery of recycled products to them

and collate their feedbacks; y. Evaluate the Pilot Plant overall performance; z. Evaluate and recommend way forward with respect to the use and operation, including

the approach and requirements for the procurement of future operation and maintenance services of the Pilot Plant developed under this Assignment;

aa. Supervise the preparation of the Operation and Maintenance Manuals of the Pilot Plant by the Contractor and arrange for a staff training programme for the Director’s Representative;

bb. Advise and assist the Employer to issue Certificate of Substantial Completion and Certificate of Completion to the Contractor;

cc. Identify, supervise and manage all outstanding works to be carried out by the Contractor after the issuance of the Certificate of Substantial Completion of works and ensures the outstanding works are completed to the satisfaction of the Director’s Representative;

dd. Arrange for handing over the Pilot Plant, its associated ancillary facilities, plants and equipment, documentation, records and reports necessary for the operation of the Pilot Plant to the Director’s Representative and/or the follow-on operator appointed by the Employer; and

ee. Assess large scale application of the Pilot Plant recycling technologies and make recommendation on development of large scale woody waste recycling plants in Hong Kong


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5. Deliverables

General 5.1 Throughout the duration of this Assignment, the deliverables in this Clause 5 are to be supplied

by the Consultants. The submitted deliverables shall become the properties of Government.

5.2 The Consultants shall submit up to 10 copies each of the draft and approved final version of all notes, papers, reports and documents necessary for the satisfactory completion of the Assignment, including all deliverables in this Brief unless otherwise specified.

5.3 The Consultants shall provide any other reports, papers, submissions, programmes, estimates, calculations, certificates, plans, drawings and any other documents in connection with the Assignment and as required by the Director’s Representative.

5.4 Unless specified otherwise and except Monthly Progress Reports and Monthly Financial Reports, all reports, notes of meetings, papers and documents shall initially be submitted in draft form. A period of 2 weeks shall then be allowed for circulation and comment by the Director’s Representative and other relevant Government bureaux/ departments. The Consultants shall provide responses within 1 week from receipt of comments. The Consultants shall submit to the Director’s Representative the final version of the documents or reports within 1 week of satisfactory resolution of the comments, unless otherwise specified.

5.5 In addition to the number of hard copies specified, the Consultants shall also submit electronic copies of the approved final versions of all deliverables including drawings in this Clause 5 in both editable and image formats to be agreed by the Director’s Representative.

5.6 The Consultants shall draw to the attention of the Director’s Representative any deliverables

that are under license and any pre-existing copyright or patent on any deliverables and any other restriction whatsoever affecting the Employer’s use of the same and, if required by the Director’s Representative, to establish the existence of any license, copyright, patent or restriction.

5.7 Unless otherwise specified by the Director's Representative, the Consultants shall prepare the required reports and documents in accordance with the following "green" measures:

a. All notes, papers, tender documents and other relevant documents including their draft

forms should be of A4 size, printed on both sides of recycled paper. As a general rule the recycled paper used shall have not less than 50% recycled materials and not exceeding 80 gsm. Bleached papers should not be used if possible. The logo of recycled paper should be printed in prominent area of the report;

b. Unnecessary or excessive use of plastic laminates, glossy covers or double covers, and


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blank papers in the production of the documents should be avoided as far as possible. Use of recyclable non-glossy art board paper as document covers is recommended;

c. Excessive space around the borders and in between the paragraphs of all documents should be avoided as far as possible. As a general rule, a margin of 2 cm should be sufficient. Reports should be of single line spacing on both sides of the paper; and

d. The number of pages can be reduced by reducing the size of type face (font). For example, "Times New Roman" or "C.G. Times" font size in the range of 10-12 characters per inch (cpi) or equivalent should be used in balancing legibility and clarity against the waste reduction objective. The appearance and readability of the document can be improved by using two columns where the font size used is 12 points.

5.8 The Consultants shall copy all correspondence and notes of meetings with Government

bureaux/ departments, public utility companies, other authorities, bodies or persons affected by the Assignment to the Director’s Representative for information.

5.9 The Consultants shall produce documents for the purpose of compliance with statutory procedures, government procedures and consultative procedures.

5.10 Within the first 5 working days of each calendar month, the Consultants shall submit to the Director’s Representative 3 copies of the Monthly Financial Report in accordance with Clause 10 of this Brief.

5.11 The Consultants shall submit regular Progress Reports to the Director’s Representative during the course of this Assignment in accordance with Clause 9 of this Brief.

Phase I – Investigation, Design and Procurement Phase 5.12 Within 2 weeks from the date for commencement of the Agreement, the Consultants shall

submit to the Director’s Representative the draft Inception Report for approval. The draft Report shall include, but not limited to, the followings:

a. statements on the Consultants’ understanding and appreciation of the objectives of the

Assignment; b. approach and methodology for various tasks to achieve the objectives of the Assignment; c. programme of the Assignment, with detailed activities to be carried out, target dates for

particular inputs/outputs, major tasks and key decision dates that may be required for uninterrupted progress, and with identification of critical path and activities;

d. a schedule of submission of deliverables necessary for fulfilling the requirements of the Assignment; and

e. a summary of the organization and staffing of the study team and the curricula vitae of the key members.

5.13 Within 3 months from the date for commencement of the Agreement, the Consultants shall


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submit to the Director’s Representative the draft Project Preparation Report for approval. The draft Report shall include, but not limited to, the followings:

a. review of woody waste arising and disposal problems in Hong Kong; b. review of international woody waste recycling technologies, practices and standards; c. review of the EcoPark site proposed for the Pilot Plant development; d. proposal of recycling technologies to be adopted for the Pilot Plant; e. environmental review for developing the Pilot Plant at the EcoPark site with environmental

mitigation and monitoring requirements; f. preliminary design for the Pilot Plant and its associated ancillary facilities, plants and

equipment with summary of key constraints and requirements, layout plan and design parameters;

g. potential sources of woody waste for the Pilot Plant and the delivery arrangements; h. potential beneficial uses and users of the Pilot Plant recycled products; i. testing and monitoring of pilot plant recycling process and recycled products; and j. procurement arrangements for the construction, delivery and installation of plants and

equipment, testing and commissioning of the Pilot Plant. 5.14 Within 5 months from the date for commencement of the Agreement, the Consultants shall

submit to the Director’s Representative the draft Design Report for approval. The draft Report shall include, but not limited to, the followings

a. detail designs with full set of design calculations of necessary engineering works to prepare

the EcoPark site for the Pilot Plant development; b. detail designs with full set of design calculations of the Pilot Plant, the associated ancillary

facilities, plants and equipment together with specification and standards, plans and drawings;

c. bills of quantities, plant and equipment schedules; d. sampling and testing requirements and standards; e. cost estimates; f. construction, testing and commissioning programmes; and g. plan for application and evaluation of recycled products of the Pilot Plant.

5.15 Within 7 months from the date for commencement of the Agreement, the Consultants shall

submit the draft Tender Documents for the construction, testing and commissioning of the Pilot Plant for the Director’s Representative’s approval in accordance with Clause 6.35 of this Brief.

5.16 Within 1 week upon approval of the draft Tender Documents and where applicable their revision proposals, the Consultants shall revise the Documents as appropriate and submit to the Director’s Representative the Tender Documents.

5.17 Within 3 weeks of the date for closing of tender, the Consultants shall submit to the Director’s Representative the Tender Assessment Report. The Report shall include technical and


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financial evaluations of the tenders and recommendation of the best tender. Phase II – Construction, Testing and Commissioning Phase 5.18 At least 2 weeks prior to the scheduled date for signing of the Contract and as confirmed by

the written instruction of the Director’s Representative, the Consultants shall submit the Contract Documents and Drawings for Contract signing. The Consultants shall provide duplicated copies of signed Contract Document and drawings within 2 weeks after Contract signing.

5.19 Within 2 weeks from the date for commencement of the Contract, the Consultants shall submit to the Director’s Representative the draft Quality Site Supervision Plan (QSSP) for approval in accordance with the requirements given in Clause 6.44 of this Brief.

5.20 Within 4 months from the date for commencement of the Contract, the Consultants shall submit to the Director’s Representative the draft Testing and Commissioning Plan for approval in accordance with Clause 6.50 of this Brief.

5.21 Within 2 weeks after satisfactory completion of all the necessary testing of the individual Pilot Plant components and plants/ equipment prior to reception and processing of woody waste feedstock by the Pilot Plant for further testing and commissioning, the Consultants shall submit the draft Testing Report for approval in accordance with Clause 6.52 of this Brief.

5.22 Within 16 months from the commencement of the Contract, the Consultants shall submit to

the Director’s Representative the draft Pilot Plant Evaluation Report for approval in accordance with the requirements given in Clause 6.60 of this Brief.

5.23 Within 16 months from the commencement of the Contract, the Consultants shall prepare and submit a Pilot Plant Operation and Maintenance Training Proposal to the Director’s Representative in accordance with Clause 6.62 of this Brief.

5.24 Within 19 months from the commencement of the Contract, the Consultants shall submit to

the Director’s Representative the draft Final Report of the Assignment for approval in accordance with the requirements given in Clause 6.63 of this Brief.

5.25 At least 4 weeks prior to the completion of the testing and commissioning of the Pilot Plant, the Consultants shall submit to the Director’s Representative a draft Pilot Plant Handover Proposal for agreement as given in Clause 6.64 of this Brief.

5.26 Within 1 months after the issuance of the Certificate of Substantial Completion of the Contract, the Consultants shall provide to the Director’s Representative all documentations, test reports, manuals, handbooks, warranties, inventories, drawings and schedules related to the Pilot Plant design, construction, testing and commissioning, process testing, environmental monitoring,


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recycled product testing, operation, maintenance, woody waste sources and deliveries, and recycled products applications.

6. Services to be provided by the Consultants

General Requirements 6.1 The services to be provided by the Consultants for the Assignment shall be completed in 33

months and they shall be divided into the following Phases: Phase I – Investigation, Design and Procurement Phase Phase II – Construction, Testing and Commissioning Phase The Consultants shall only commence the Phase II works on receipt of written instruction from the Director’s Representative.

6.2 The Consultants shall carry out the duties as set out in the General Conditions and as amplified,

extended and stipulated in this Brief.

6.3 The services to be provided by the Consultants shall include such additions, modifications and exceptions as agreed between the Director’s Representative and the Consultants.

6.4 The Consultants shall comply with all reasonable instructions of the Director’s Representative. The Consultants shall identify, take cognizance of and comply with all Government Handbooks, Manuals, Circular, Standing Instructions, Code of Practice, Technical Memorandum, Legislations and Government Regulations relevant to the Assignment. The Consultants shall identify and take cognizance of the findings, conclusions, recommendations and interfacing issues of all completed, on-going and planned studies related to or having implication on the Assignment.

6.5 The Consultants shall take cognizance of and comply with relevant requirements of technical circulars and documents issued by the Government bureau and departments including but not limited to the following:

a. EACSB Handbook and other relevant EACSB circulars and circular memoranda; and b. General/ Technical circulars and other relevant circular memoranda issued by the

Development Bureau 6.6 The Consultants agree that the management and reporting of the Consultants’ Performance

under this Assignment shall be subject to the reporting and management mechanism set out in Development Bureau Technical Circular (Works) No.3/2016 or its latest revision or replacement.

6.7 The Consultants shall give due consideration to all planning, architectural, engineering, transport, economic, financial, environmental, safety, security, legal, social, operational and


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contractual implications of their proposals and recommendations.

6.8 The Consultants shall consult all authorities having rights or powers in connection with the Assignment relating to the project, including consultation with the EcoPark management company, public utility companies and other authorities, bodies or persons related to or affected by the Assignment.

6.9 The Consultants is required to collate information necessary for the Assignment through internet search, publication search, visits, and liaison with both international and local bodies, organization, companies and institutes. The Consultants is required to conduct desktop studies to review and analyse the collated information.

6.10 The Consultants shall communicate and correspond direct with relevant Government

bureaux/departments and agencies, and all other parties involved in this and any other projects or developments likely to be affected by this Assignment, and to obtain information in connection with the Assignment.

6.11 The Consultants shall draw to the attention of the Director’s Representative the need to consider any legal implications and consequences arising out of or in relation to the Assignment.

6.12 The Consultants shall report to the Director's Representative or any other delegated person on

day-to-day administration of the Assignment and shall attend, serve or report to progress meetings at monthly or any other intervals as agreed with the Director's Representative.

6.13 The services for this Assignment including the reviews; investigations; studies; planning;

designs; assessment; document preparation; tendering; tender evaluation and negotiation; contract documents preparation; contract administration; site monitoring; works supervision; supervision of environmental monitoring; supervision of Pilot Plant construction, delivery and installation of plants and equipment, testing and commissioning; Pilot Plant performance monitoring and evaluation; planning and coordination of woody waste delivery ; planning, coordination and evaluation of recycled products uses; Pilot Plant operation and maintenance training; evaluation and recommendation of future use, approach and requirements for the procurement of Pilot Plant operation and maintenance services; and Pilot Plant handover as given in this Brief shall be deemed to be included in the lump sum fee unless otherwise specified in the Brief.

Phase I (to be completed in 12 months) Local information collation and review 6.14 The Consultants shall collate information related to yard waste, wood waste and other waste

that contains significant amount of woody material such as stable bedding waste (“woody waste”) in Hong Kong. The information shall include but not limited to waste arising and


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characteristics; main waste generation sources; practices for the collection, transportation, recycling and disposal of the wastes. The main sources of yard waste generation shall include but not limited to the institutions, government departments (e.g. the Highways Department, the Leisure and Cultural Services Department, the Lands Department, the Architectural Services Department, the Housing Department, the Civil Engineering and Development Department), commercial and industrial establishments with extensive plantations such as the Ocean Park, the Hong Kong Jockey Club, and Disneyland. The main sources of wood waste generation shall include but not limited to the wood processing industries, the logistic business and the construction establishments.

6.15 The Consultants shall collate information and review the operation and results of woody waste chipping and recycling activities carried out in Hong Kong.

6.16 The Consultants shall analyse the collated woody waste information, identify problems of woody waste practices and management in Hong Kong.

6.17 The Consultants shall identify potential sources and establish characteristics of the woody waste that could be delivered to the Pilot Plant for recycling. If necessary, the Consultants shall plan, procure and supervise sampling services and laboratory tests to establish the characteristics of the woody waste. The expenses incurred by the Consultants in respect of such sampling services and laboratory tests as approved by the Director’s Representative shall be reimbursed in accordance with Clause 4 of the Schedule of Fees.

International information collation and review 6.18 The Consultants shall collate information on woody waste recycling technologies used in other

countries. The countries’ experience, practices, use of recycled products in relation to the woody waste recycling technologies shall be reviewed. The woody waste recycling technologies may include but not limited to composting, chipping, drying, pyrolysis, gasification, etc. The recycled products may include but not limited to compost, bulking/ structural agent for composting, mulch, biomass fuel, animal bedding, landfill cover material, biochar, wood vinegar, heat and energy, etc.

6.19 The Consultants shall analyse the collated information on woody waste recycling technologies, evaluate and identify recycling technologies that may have good application potential in Hong Kong from pertinent aspects including but not limited to land requirement, recycled products market outlet, cost-effectiveness, environmental impact, societal impact and technical complexity etc.

Pilot Plant recycling technology proposal 6.20 The Pilot Plant to be developed under this Assignment would receive and recycle different

types of woody waste. Considering the soil fertility improvement and carbon sequestration


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potentials offered by biochar use, it is intended that the Pilot Plant would adopt recycling technology for biochar production with flexibilities and options for other recycled products (e.g. charcoal, biocoke, syngas) production. With reference to the local and international information reviews as well as the Pilot Plant site review (see Clauses 6.14 to 6.19 and 6.23 to 6.26), the Consultants shall analyse, review and confirm or otherwise the suitability of adopting biochar production technology for the Pilot Plant development. The Consultants shall also consider whether other woody waste recycling technology could be adopted as well. In proposing the recycling technologies, the Consultants shall consider pertinent factors, including but not limited to the Pilot Plant site constraints, utilities availability, potential environmental impacts, technology complexity, recycled product outlets, development and operation costs, etc.

6.21 For the recycling technologies proposed to be adopted for the Pilot Plant, the consultants shall identify and propose the necessary key design parameters and the associated requirements, practices and standards. The key design parameters shall include but not limited to the required characteristics of the woody waste feeding stock to the Pilot Plant. The consultants shall identify and consider the need for pre-processing of the woody waste at their sources or at a pre-processing facility prior to delivery to the Pilot Plant, and propose how the identified need could be met under this Pilot Plant Assignment.

6.22 With reference to the proposed Pilot Plant recycling technologies, the Consultants shall identify and evaluate potential users of the recycled products in Hong Kong. The Consultants shall liaise with the potential users to obtain agreement on use of the recycled products from the Pilot Plant.

Pilot Plant site review 6.23 The Consultants shall review the condition and status of the Site, identify opportunities,

constraints and requirements for developing the Pilot Plant with the proposed recycling technologies at this Site. The opportunities may include but not limited to common facilities in the EcoPark (e.g. weighbridge, vehicle parking) that could be used by the Pilot Plant project. The constraints/ requirements may include but not limited to planning and land use restrictions, building height restriction, statutory submission requirements, fire safety, landfill gas hazard mitigation, vehicular access, environmental and utilities requirements, etc.

6.24 The Consultants shall collate and review available geotechnical information about the Site, identify any need for additional geotechnical investigation (GI). The Consultants shall plan, procure and supervise the additional GI, survey or laboratory tests found necessary for the design of the pilot plant and for future reference by the Contractor for Pilot Plant construction. The expense incurred by the Consultants in respect of such additional GI works approved by the Director’s Representative shall be reimbursed in accordance with Clause 4 of the Schedule of Fees.

6.25 The Consultants shall identify any engineering works necessary to prepare the Site for the


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construction, testing and commissioning of the Pilot Plant.

6.26 The Consultants shall review and identify any interfacing issue of the Pilot Plant Assignment with project or activity undertaken by others at areas in the vicinity of the Pilot Plant site. The Consultants shall propose how the interfacing issue could be resolved.

Environmental Review 6.27 The proposed site of the Pilot Plant in the EcoPark may be within 500m from the Siu Lang

Shui’s Site of Special Scientific Interest (SSSI). With reference to the recycling technologies agreed to be adopted for the Pilot Plant by the Director’s Representative, the Consultants shall carry out an environmental review for the Pilot Plant to be developed at the Site. The environmental review shall cover impact assessment of noise, air, odour, wastewater, waste, ecology and other related aspects during the construction, testing and commissioning of the Pilot Plant. The Consultants shall identify and analyse potential environmental concerns, the likely mitigation and the environmental monitoring required. The review shall take into consideration of the conditions and requirements stipulated in the Environmental Impact Assessment (EIA) study, the Environmental Management and Audit (EM&A) Manual as well as the Environmental Permit (EP) of the EcoPark, Tuen Mun. The Consultants shall liaise with the owner and/or the management company, the Environmental Team (ET) and Independent Environmental Checker (IEC) of the EcoPark on the environmental review findings and resolve any issues that might arise. With reference to the requirement set out in the EM&A Manual of the EcoPark, the Consultants shall assist the EcoPark management, the ET and the IEC in completing the Process Review Checklist and Design Audit necessary for the development of the Pilot Plant at the Site.

6.28 The Consultant shall incorporate the environmental mitigation measures and monitoring requirements into the design, construction, testing and commissioning plan of the Pilot Plant Assignment.

Pilot Plant Design 6.29 With reference to the recycling technologies agreed to be adopted for the Pilot Plant by the

Director’s Representative, the Consultants shall identify and estimate the capacities, sizes and space requirements of all the elements, components, structures, ancillary facilities, plants and equipment, and other provisions necessary for developing the Pilot Plant at the Site. The Pilot Plant shall be able to receive and treat not less than 1000 kilogram per hour of woody waste unless otherwise agreed by the Director’s Representative.

6.30 The Consultants shall produce a preliminary design for the Pilot Plant. The preliminary design shall cover the necessary engineering and architectural works for site preparation, a layout design with due consideration of pertinent factors including but not limited to site constraints, operation efficiency, access, maintenance requirements, environmental control, cost etc. The


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preliminary design shall also include the required characteristics of the woody waste feeding stocks, major design parameters for all the main components, structures, ancillary facilities, plants and equipment of the Pilot Plant. 6.31 The Consultants shall liaise with the EcoPark owner and/or its management company, the ET and IEC and other parties as appropriate to ensure the preliminary design of the Pilot Plant is in compliance with the EcoPark requirements such as those of the relevant EIA studies, land lease conditions, Engineering Conditions etc. The Consultants shall work to resolve any issue that might arise from these requirements. 6.32 Upon acceptance of the preliminary design of the Pilot Plant by the Director’s Representative, the Consultants shall prepare and produce detail designs. The detail designs shall take into consideration all the identified constraints and requirements for developing the Pilot Plant at the Site and it shall cover design parameters, calculations, standards and specifications, plans and drawings, bill of quantities, schedule of plants and equipment, cost estimates, programmes of construction, testing requirements and standards, etc. The testing requirements shall include but not limited to the necessary tests of the individual plants and equipment and Pilot Plant components prior to reception and processing of woody waste feedstock by the Pilot Plant, as well as test to demonstrate satisfactory performance of the Pilot Plant for woody waste recycling in accordance with the design requirements. The Consultants shall ensure mitigation measures as recommended by the environmental review and accepted by the EcoPark owner and management company are included in the detail designs. The Consultants shall seek comments or agreements from relevant Government bureau/ departments on the Pilot Plant designs as necessary and appropriate. The Consultants shall incorporate all relevant and applicable comments when finalizing the detail designs. 6.33 The detail designs shall also include specifications and requirements of recycled products, plan for application and evaluation of recycled products produced by the Pilot Plant. With reference to Clause 6.22 of the Brief, the Consultants shall review and confirm the list of potential users in Hong Kong agreed to receive and apply the recycled products produced by the Pilot Plant. The evaluation of recycled products shall cover sampling services and laboratory tests necessary to determine the quality and characteristics of the recycled products. Where necessary, the consultants shall plan and procure the sampling services and laboratory tests during Phase II of the Assignment. The expense incurred by the Consultants in respect of such sampling and laboratory tests that are approved by the Director’s Representative shall be reimbursed in accordance with Clause 4 of the Schedule of Fees. Tender preparation and assessment 6.34 The works and services for the Pilot Plant development, including site preparation, construction, plants and equipment supply and installation, testing and commissioning shall be of 18 months duration which shall include at least 9 months for testing and commissioning unless agreed otherwise by the Director’s Representatives. These works and services shall be procured


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through Contract between the Government and the Contractor. The Contract shall be awarded through Government’s tendering process. The Consultants shall evaluate and propose the preferred contract procurement arrangement together with the recommended strategy for site supervision for the construction, testing and commissioning of the Pilot Plant. On the base of the procurement arrangement agreed by the Director’s Representative, the Consultants shall identify and recommend a sufficient number of competent tenderers to be invited for the tendering exercise. 6.35 The Consultants shall prepare and submit to the Director’s Representative for approval the tender documents for all the works and services for the Pilot Plant development. The tender documents shall comprise all necessary information for carrying out the tendering process entailed by the contract procurement arrangement agreed by the Director’s Representative. They shall include but not limited to form of tender, conditions of tender, conditions of contract, specification, bill of quantities, schedule of rates, method of measurements for the works and services, tender assessment criteria and marking scheme, tender invitation and notices, evaluation and negotiation procedures and proforma for technical and financial evaluation, all in accordance with Government’s procedure. The Consultants shall need to obtain written authorization from the Director’s Representative if the Government’s standard “General Condition of Contract” is to be amended by means of “Special Condition of Contract”. 6.36 The Consultants shall prepare electronic copies of the tender documents for dissemination to the tenderers in accordance with the provision of the ETWB TC(W) No.11/2005 or its subsequent revisions. 6.37 The Consultants shall assist in the invitation of tenders for the Pilot Plant development, prepare draft tender notification, letter of invitation, advertisement and press releases, distribute tender document, prepare and issue tender addenda, answer queries on the tender documents and carry out pre-tender briefing if required. 6.38 The Consultants shall assess the tenders received, make recommendation and prepare Tender Assessment Reports in a format complying with the Government’s “Stores and Procurement Regulations” requirements. 6.39 Should the tenders submit for the Pilot Plant development exceed the budget of the Assignment, the Consultants shall advise how the tendering should be taken forward. Where appropriate the Consultants shall assist the Director’s Representative in negotiating with the tenderers, or the Consultants shall re-design the programme and/or modify the scope of works and services to enable successful completion of the Assignment within the budget. The Consultants shall incorporate flexibility in the tender documents to accommodate these and when necessary re-tender the modified works and services as required by the Director’s Representative. 6.40 The Consultants shall assist in seeking of approval from relevant tender board on the recommended tenderer for the Contract and provide any other services and advices that are incidental and necessary for the Director’s Representative to accept the recommended tenderer and


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to award the Contract. 6.41 The Consultants shall assist the Director’s Representative to provide feedback to the tender bidders including debriefing to the unsuccessful bidders in accordance with ETWB TC(W) No.42/2002 or its subsequent revision. 6.42 The Consultants shall prepare and provide the Contract Documents and Drawings for the awarding of the Contract. Phase II (to be completed in 21 months) Construction, Testing and Commissioning 6.43 When the Government enters into the Contract with the Contractor for the Pilot Plant development, the Consultants shall, with powers delegated from the Director’s Representative in writing, take full responsibility to administer and manage the Contract, supervise the works and services, certify the Contractors’ payment applications, liaise with relevant bodies or persons for or in connection with the Contract works and services until all the Contractual obligations of the Contractor are fulfilled to the satisfaction of the Director’s Representative. The Consultants shall provide supervising staff to supervise and direct the execution of the works and services rendered under the Contract, which shall include but not limited to site preparation, engineering construction, fabrication, supply, delivery, installation, testing and commissioning of the Pilot Plant and the associated ancillary facilities, plants and equipment. The Consultants shall ensure the mitigation and monitoring measures as recommended by the environmental review and accepted by the Director’s Representative will be implemented properly. 6.44 The Consultants shall be responsible for planning on how the Contract should be supervised and controlled at the Site. The Consultants shall prepare and submit a draft QSSP within 2 weeks upon commencement of the Contract. The draft QSSP should be in line with the strategy of site supervision recommended during Phase I of the Assignment and it should make reference to the Contractor’s programme of activities. The draft QSSP shall include but not limited to the following details: a. a detailed site supervision arrangement, including arrangements for checking of the design

submission by the Contractor, supervision of construction, testing and commissioning activities including that are required to be carried out outside the normal working hours of the site staff;

b. a list of critical design, construction, testing and commissioning activities and structural elements that require special attention together with the associated supervision requirements for such items, where appropriate the level of supervision and the rank of staff who should perform the supervision of such items and/or sign the Request for Inspection Form (or a purposely made inspection form for a particular activity or test);

c. if necessary, the consultants shall also specify for any critical design, construction, testing and commissioning activities, structural elements and particular aspects or details that should be


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noted by the inspection officer on the Request for Inspection Form for future reference; and d. a guideline on the details of inspection to be recorded for specialist works or critical elements. 6.45 The Consultants shall conduct regular review of the QSSP, and as the need arises, make necessary updating and modification in order to suit the actual circumstances. The Consultants shall report in the Monthly Progress Reports the status of implementing the QSSP and any major modification of it as result of a review. The Consultants shall submit a revised QSSP to the Director’s Representative if there is a major revision and as requested by the Director’s Representative. 6.46 The Consultants shall provide training and refresher courses to the site supervision staff. The Consultants shall also identify special training requirement regarding the supervision of critical design, construction, testing and commissioning activities and critical structural or functional elements and provide the necessary training to the site staff. 6.47 If during the course of the Contract, the Consultants consider a need to grant an extension of time to the Contractor or implement additional works, the Consultants shall seek written authorization from the Director’s Representative in advance. 6.48 The Consultants shall identify and resolve any interfacing problem with other projects or activities being undertaken by others at or in the vicinity of the Site during the Contract period. The Consultants shall liaise directly with the EcoPark management, the ET, the IEC or other relevant parties to resolve the problem. 6.49 The Consultants shall monitor and report on the progress of the Contract. The Consultants shall report on the progress of the Pilot Plant construction, plant/ equipment delivery and installation, testing and commissioning, status of QSSP implementation and modification, summary of woody waste reception and recycling, recycled product production and beneficial uses, testing, monitoring, safety records and incidents of the month etc in the Monthly Progress Report to be submitted within the first 5 working days of the calendar month. 6.50 The Consultants shall be responsible for planning and supervising the testing and commissioning of the Pilot Plant. The Consultants shall submit a Testing and Commissioning Plan within 4 months after the commencement of the Contract. The Plan shall cover all aspects relevant to the testing and commissioning of the Pilot Plant. It shall include but not limited to details of the Consultants’ organization and staff responsible for supervising the testing and commissioning; testing plan for individual plants/ equipment and Pilot Plant components prior to reception and processing of woody waste feedstock by the Pilot Plant; testing plan to demonstrate satisfactory performance of the Pilot Plant for different types of woody waste with different operation modes; woody waste sources and delivery arrangements; recycled products quality tests and beneficial uses plans; environmental, safety and emergency plans. 6.51 On woody waste sources and delivery, the Consultants shall make reference to the


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identified sources referred to in Clauses 6.17, determine and establish the programme for delivery of an appropriate amount of woody waste of different characteristics to the Pilot Plant during the testing and commissioning period. The Consultants shall contact, consult and liaise with the owners and/or the operators of these sources (e.g. landscape contractors, property management companies) to secure agreements for woody waste delivery. 6.52 The Consultants shall supervise and certify the construction, testing and commissioning of the Pilot Plant, its associated ancillary facilities, plants and equipment. Upon satisfactory completion of the testing by the Contractor, the Consultants shall make recommendation to the Director’s Representative for approval. The Consultants shall submit a draft Testing Report within 2 weeks after the Director’s Representative has approved satisfactory completion of all the necessary testing of the individual Pilot Plant components and plants/ equipment prior to reception and processing of woody waste feedstock by the Pilot Plant for further testing and commissioning. The Testing Report shall provide detailed information on the testing processes and requirements together with all relevant results and records. 6.53 With reference to Clauses 6.50 and 6.51 of this Brief, the Consultants shall coordinate with the owners and/or the operators of the woody waste sources for the delivery of an appropriate amount of woody waste of different characteristics to the Pilot Plant during the testing and commissioning period. The Consultants shall adjust the woody waste delivery programme to cope with changes in circumstances as appropriate. 6.54 With reference to the identified potential users of the recycled products of the Pilot Plant referred to in Clauses 6.33, the Consultants shall liaise with them for the collection of the recycled products from the Site for beneficial uses. The Consultants shall collect and analyse feedback from the users on the application of the recycled products. For the avoidance of doubt, and unless specified otherwise in the Contract, the recycled products shall be the properties of the Government. 6.55 The Consultants shall supervise the carrying out of all necessary recycling process testing and monitoring including environmental monitoring for the Pilot Plant project during the testing and commissioning period. 6.56 For evaluation of recycled products quality, the Consultants shall propose and carry out the procurement for the sampling services and laboratory tests of the recycled products as approved by the Director’s Representative. The expense incurred by the Consultants in respect of such sampling services and laboratory tests shall be reimbursed in accordance with Clause 4 of the Schedule of Fees 6.57 During the testing and commissioning period, the Consultants shall manage and provide supervisory staff to supervise the contractors’ and/or suppliers’ works for the maintenance or repair of the Pilot Plant and the associated ancillary facilities, plants and equipment where necessary. 6.58 Upon completion of the testing and commissioning period, the Consultants shall be


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responsible for checking and compiling a list of outstanding works to be carried out by the Contractor, and also making recommendation to the Director’s Representative on the issuance of Certificate of Substantial Completion of the Contract. 6.59 After the issuance of the Certificate of Substantial Completion of Contract and the list of outstanding works to be completed by the Contractor, the Consultants shall be responsible for managing and supervising the Contractor for the completion of all the outstanding works to the satisfaction of the Director’s Representative. The Consultants shall also advise and assist the Employer in issuing the Certificate of Completion of the Contract to the Contractor. Evaluation and Recommendation 6.60 The Consultants shall be responsible for evaluating the performance of the Pilot Plant. Within 16 months from the commencement of the Contract, the Consultants shall submit a Pilot Plant Evaluation Report. The Report shall take reference of all available results of the testing and commissioning for different woody waste feedstock and different Pilot Plant operation modes, provide summary of the results, assess the Pilot Plant performance and recycled products characteristics with respect to different waste characteristics and operation modes, evaluate the recycling technologies of the Pilot Plant, and assess the beneficial uses of the recycled products. The performance evaluation shall cover technical, environmental, financial and other pertinent aspects. The Evaluation Report shall also analyse and propose the optimal operation mode of the Pilot Plant for different types of woody waste. In addition, the Evaluation Report shall also evaluate and recommend the way forward regarding use and operation, including the approach and requirements for the procurement of future operation and maintenance services of the Pilot Plant after completion of the testing and commissioning period under this Assignment. 6.61 With reference to the Pilot Plant evaluation results, the Consultants shall assess wider and/or larger scale application of the Pilot Plant recycling technologies in Hong Kong with due consideration of appropriate factors such as cost-effectiveness, land requirement, recycled product outlets, technology complexity, environmental performance etc. The Consultant shall evaluate and make recommendation on the development of large scale woody waste recycling plants in Hong Kong. 6.62 The Consultants shall be responsible for supervising the Contractor to prepare the Operation and Maintenance Manuals of the Pilot Plant. Within 16 months after the commencement of the Contract, the Consultants shall prepare and submit a Pilot Plant Operation and Maintenance Training proposal to the Director’s Representative. The Consultants shall provide a one-day training to representatives from EPD and other relevant bodies on the operation and maintenance of the Pilot Plant prior to the completion of the testing and commissioning period of the Contract. 6.63 Within 19 months from the commencement of the Contract, the Consultants shall submit a Final Report of the Assignment. The Final Report shall include but not limited to background of


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the Pilot Plant project; results of reviews, designs, construction carried out under the Assignment; Pilot Plant testing and monitoring; results of woody waste reception and recycling for the testing and commissioning period; assessment of the Pilot Plant performance and its recycling technologies; assessment on characteristics, beneficial uses and potential markets of the Pilot Plant recycled products in Hong Kong; analysis and recommendation on the optimal operation mode of the Pilot Plant for different woody waste and the way forward regarding use and procurement of operation and maintenance services for the Pilot Plant; analysis and recommendation on the development of large scale woody waste recycling plants in Hong Kong. 6.64 At least 4 weeks prior to the completion of the testing and commissioning period, the Consultants shall submit to the Director’s Representative a Pilot Plant Handover Proposal for agreement. The Proposal shall include but not limited to the proposed scope of handover, inspection items, necessary documentation and detailed handover arrangements. Subject to acceptance of the Proposal by the Director’s Representative and completion of the outstanding works referred to in Clauses 6.58 and 6.59, the Consultants shall arrange with the Contractor for inspections and handing over of the Pilot Plant to the Director’s Representative and, where appropriate the follow-on operator of the Pilot Plant appointed by the Employer.

7. Response to Queries

7.1 The Consultants shall respond to queries raised by the Director's Representative prior to a date three months after the final submission of the deliverables required under the Agreement at no additional charge to the Assignment. Such date shall be confirmed in writing to the Consultants by the Director's Representative.

8. Programme of Implementation

8.1 The due date for commencement of the Agreement is xx 2019. 8.2 The Assignment is expected to be completed within 33 months. The indicative time frame for each phase of the Assignment is as follows: (i)

Tentative Commencement Time (commencing from and including the date for

commencement of the Consultancy Agreement)

(ii) Tentative Completion Time (calculated from and including the date for

commencement in column (i)) Phase I Date of the commencement of the

Assignment 12 months

Phase II The 13th months 33 months 8.3 Pursuant to Clause 26(B) of the General Conditions of Employment, the Consultants shall


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submit the draft programme and revised draft programme and the Directors Representative shall agree, or instruct, within the following periods: Submission of the draft programme: within 2 weeks of the due date for

commencement of the Agreement Agreement of the draft programme: within 2 weeks from receipt of the draft

programme or instruction for submission of a revised draft programme

Submission of revised draft programme: within 2 weeks from the instruction of the Director’s Representative

The draft programme and revised draft programme shall detail the activities to be carried out, target dates for particular tasks and any decision dates that may be required for the uninterrupted progress of the Assignment. The Consultants shall discuss with the Director's Representative during the above periods to agree the timing of submission of reports, other documents and plans for each of the main elements of the Assignment for inclusion in the draft programme and revised draft programme as appropriate. 8.4 The key activities to be completed within the key dates for this assignment shall include but not limited to the followings: Key Activities Key Date (Time after commencement of the Agreement) Phase I Submission of draft Inception Report within 2 weeks Submission of draft Project Preparation Report within 3 months Submission of draft Design Report within 5 months Submission of draft Tender Documents within 7 months Phase II (Time after commencement of the Contract) Submission of QSSP within 2 weeks Submission of Testing and Commissioning Plan within 4 months Submission of draft Pilot Plant Evaluation Report within 16 months Submission of draft Final Report within 19 months 8.5 The Consultants shall satisfy themselves with the tight programme of the Assignment and shall endeavor to ensure the Assignment is carried out in accordance with the agreed programme and shall submit regular programme review as part of the progress reports referred to in this Brief.


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8.6 The Consultants shall arrange and attend with the Director’s Representative at monthly or as an agreed intervals to review the Consultants’ service and progress and to receive guidance and instructions from the Director’s Representative.

9. Progress Reports

9.1 The Consultants shall submit to the Director's Representative Progress Reports within the first 5 working days of each calendar month on all aspects of the services related to the programme referred to in Clause 8 of this Brief, including where appropriate those parts of works under the Contract for the construction, testing and commissioning of the Pilot Plant. The Report shall include a list of those parts of the services under the Assignment and those parts of work under the Contract of which the execution is behind the Programme, together with proposals to expedite progress so as to complete the works on time. The Reports shall also include updated expenditure forecasts in accordance with Clause 10 of this Brief. 9.2 In Phase II of this Assignment, the Progress Reports shall include but not limited to summaries of the progress of the Pilot Plant construction, testing and commissioning; status of QSSP implementation and modification; summaries of waste reception and recycling; recycled product production and beneficial uses; testing; monitoring and incidents of the month etc. 9.3 The content and form of the Progress Reports referred to in this Clause 9 shall be subject to the satisfaction of the Director’s Representative.

10. Financial Management

10.1 Within the first 5 working days of each calendar month, the Consultants shall submit to the Director’s Representative 3 copies of the Monthly Financial Report, which shall give updated information on the current and the forecast expenditure on the various elements of the Assignment and the fees due to the Consultants, in a form to be agreed by the Director's Representative. In addition, where necessary the Director's Representative may from time to time require the Consultants to submit a report on the current and the forecast expenditure on the Assignment and the fees due to the Consultants. 10.2 The Consultants shall closely monitor progress and expenditure on any works and/ or service contract and be alert to the possibility of the approved contract sum being exceeded. They shall advise the Director's Representative immediately if there is any likelihood of the approved contract sum being exceeded. To ensure sufficient time to obtain the necessary authorities and make funds available, the Consultants shall give the Director's Representative at least three months’ notice in writing of the need to increase the approved contract sum to meet contractual payments and shall provide the supporting information, except that if the need cannot be foreseen so far ahead, then the Consultants shall give as much notice as is possible in the circumstances.


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11. Standards and Specifications

11.1 The Consultants shall adopt such standards and specifications as are in current use by Government departments or, if non-existent, British Standard Codes of Practice and Specifications, IEE Regulations or equivalent. Should instances arise for which suitable standards or specifications do not exist or for which the current standards or specifications appear to require modification or if by the adoption of current standards the Consultants would incur additional expenses not within reasonable contemplation, the Consultants shall submit recommendations on appropriate alternatives to the Director's Representative for agreement. 11.2 The Consultants shall comply with and observe all Ordinances, by-laws, regulations and rules for the time being in force in the Hong Kong SAR.

12. Checking and Certification of the Design

12.1 The Consultants shall submit to the Director’s Representative in accordance with Clause 5 of this Brief, a full set of design calculations including a statement of the standards, procedures and codes of practice adopted. It shall be accompanied by a certificate that the design calculations have been checked by another qualified independent designer in the Consultants’ employ and that the drawings are in accordance with the calculated designs. The standard form of ‘Design Certificate’ set out in Appendix 4.7 of the EACSB Handbook shall be used for this purpose wherever applicable.

13. Variation and other Commitments

13.1 The value of a variation to the Contract Works or other expenditure commitment for the purpose of Clause 24 of the General Condition of Employment is $0. 13.2 All variations to the Contract Works shall be covered by a variation order in a form to be agreed by the Director's Representative, except that no variation order will be required for increase or decrease in quantities arising from re-measurement of the items in the bills of quantities. 13.3 The Director's Representative shall advise the Consultants of his approval or otherwise under Clause 24 of the General Conditions of Employment within 14 days of submission. The reasons for non-approval, which may include insufficiency of supporting information provided with the submission, will be provided to the Consultants at the same time. If, because of the need for consultation or referral elsewhere, the Director's Representative is unable to give his decision within the period stated then he shall inform the Consultants immediately and advise them of when he will give his decision. Provided that, in any case, a different period can be applied by mutual agreement.


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13.4 Under sub-clause (iii) of Clause 25 of the General Conditions of Employment, the Consultants shall report all claims to the Director’s Representative within 14 days of their receipt. The Director's Representative shall provide the views to the Consultants within 60 days of receipt of the Consultants' principles of assessment of a claim. 13.5 Under sub-clause (iv) of Clause 25 of the General Conditions of Employment, the Consultants shall report all delays to the Director's Representative within 14 days of the delay being identified. The Director's Representative shall provide the views to the Consultants within 28 days of receipt of the Consultants' assessment of extension of time.

14. Director’s Representatives

14.1 The Director's Representative as defined in the General Conditions of Employment shall be the Assistant Director (Waste Infrastructure Planning) of the EPD or such other person as may be authorized by the Director in writing and notified to the Consultants. The Director's Representative may delegate any of the powers and functions vested in him to other officers. If the Consultants are dissatisfied with a decision or instruction of any such officer the matter shall be referred to the Director's Representative for a ruling. 14.2 During the course of the Agreement, the Consultants shall report directly to the Director's Representative.

15. Control of the Project and Assignment

15.1 On commencement of the Assignment, the Consultants shall notify the Director’s Representative the names of the Project Director and the Project Manager for the Assignment supplement with an organization chart of the project team. 15.2 The Assignment will be managed by a Project Steering Group and, if necessary, a Working Group formed within the Government. These Groups shall be the forum for liaison within Government bureau/ departments and agencies, providing guidance to the Consultants, and for comment and review on the work and outputs of the Assignment. 15.3 A Project Steering Group will be established under the chairmanship of the Director's Representative or his representative, and attended by the Consultants’ Project Director and representatives of relevant Government bureau/ departments. 15.4 A Working Group will be set up and meeting will be held on as-needed basis to provide general and technical guidance to the Consultants and to facilitate the exchange of information. The Consultants shall attend these Working Group meetings as requested by the


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Director’s Representative. 15.5 In addition to their duties under Clause 13 of the General Conditions of Employment, the Consultants’ Project Director and other appropriate staff of the Consultants are expected to attend, serve or report to all Steering and Working Groups meetings as necessary during the Assignment period. The Consultants may be required to prepare minutes for the meetings stated in this Clause. Formal decisions and minutes of these meetings will be advised to the Consultants by the Director's Representative.

16. Information and Facilities Provided by the Employer

16.1 All available information relevant to the Assignment will be provided to the Consultants. Relevant documents including reports, drawings and other background materials are listed at Annex A to this Brief. The Consultants shall indicate for guidance those documents which they currently hold and those of which a copy may be needed, should the Assignment be awarded to them. A copy of each of the documents indicated will be arranged on loan from the Director's Representative, if available, on request from the Consultants except those currently available from the Publications Sales Section of the Information Services Department. In the case of plans and drawings, two prints of each plan or drawing shall be provided free of charge if requested by the Consultants. 16.2 No information collated by, or transferred to the Consultants for the purposes of this Assignment shall be released to any third party without the prior approval of the Director’s Representative. The Consultants shall return all planning data, which has been obtained from Government departments in connection with the Assignment, to the Director’s Representative after completion of the Assignment.

17. Consultants’ Offices and Staffing

17.1 The Consultants shall maintain for the duration of this Agreement an office in Hong Kong under the control of the Project Director of the Consultants who shall be responsible for the Assignment. Under the direction of and within the responsibilities delegated to him by the management of the Consultants, the Project Director shall be responsible for overall management of the study team of the Consultants, other professional, technical and administrative support staff involved, in all relevant disciplines and in connection with the Assignment, in order to ensure progress to the satisfactory of the Director’s Representative. The Project Director shall have competent experience in planning, design, construction, operation and maintenance of infrastructure projects and shall possess in-depth knowledge in multidiscipline engineering projects. He/She shall have specific expertise, detailed knowledge and poise in connection with the Assignment, and shall be able to convincingly present and defend the Assignment’s findings and conclusions in appropriate public forums.


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17.2 The Consultants shall provide the staff and manpower input in accordance with the Technical Proposal which was submitted with the Consultants’ tender for this Assignment, or the quarterly manpower input updates as stated in sub-clause 6 below if available. The Director’s Representative shall have the right to check the time-log record of the Consultants’ staff deployed for the Assignment. 17.3 If the Director‘s Representative considers that the performance of the Consultants is not satisfactory due to inadequate staffing and manpower input allocated to the Assignment, the Consultants shall, upon the request of the Director’s Representative, forthwith submit to the Director’s Representative the time-log record of the staff deployed for the Assignment for the Director’s Representative to check against the Technical Proposal, or the quarterly manpower input updates as stated in sub-clause 6 below if available . 17.4 The Consultants’ failure to adhere to their staffing proposal, in particular the employment of core personnel of the Consultants and their sub-consultants, thus causing an adverse impact on the performance of the services, shall be duly reflected in the Employer’s performance report on the Consultants. 17.5 If the Consultants are unable to maintain any of the core personnel specified in the Technical Proposal, the Consultants shall as soon as possible report this to the Director’s Representative and propose, for the Director’s Representative’s approval, a revised personnel arrangement which is equivalent to or better than the existing personnel arrangement, in terms of qualifications, experience and competence. 17.6 The Consultants shall follow the relevant requirements stipulated in Development Bureau Technical Circular (Works) No. 5/2018 or its latest revision or replacement and submit to the Director’s Representative quarterly updates on the manpower input deployed and/or to be deployed by the Consultants under the Assignment for checking and monitoring with the use of Public Works Consultants Resources Allocation Register (PWCRAR) in accordance with the relevant mechanism mentioned in the same technical circular. The Consultants shall provide clarifications on the manpower input to the Director’s Representative upon request. 17.7 The Consultants agree that the quarterly updates as mentioned in sub-clause 6 above would be inputted into the PWCRAR for purposes as mentioned in the personal information collection statement to be sent to the Consultants with the templates for the quarterly updates, which shall include but not limited to the following: a. activities relating to the management of the status of the Consultants under the List of Consultants

(the List) under the purview of the Engineering and Associated Consultants Selection Board (EACSB) of the Government, including any regulating actions against the Consultants such as downgrading, suspension or removal from the List;

b. activities relating to the award of consultancies including but not limited to the assessment of the Consultants’ tenders for consultancies;


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c. activities relating to management of consultancies including but not limited to the monitoring of manpower resources provided and the assessment of Consultants’ performance; and

d. compilation of statistical report and diagnosis of problems with or concerning PWCRAR or the management of consultants to help the Government to improve.

18. Specialist and Sub-consultant Services

18.1 The Consultants shall provide all specialist and sub-consultant services required for the satisfactory completion of the Assignment. No additional fees or expenses for the provision of such services rendered locally or overseas shall be payable by the Employer except as otherwise provided for in the Schedule of Fees. 18.2 Without derogating from the generality of Clause 38(i) of the General Conditions of Employment, the Consultants shall, upon the award of this Agreement and save as otherwise agreed by the Director’s Representative, appoint the sub-consultants as proposed in their Technical Proposal for the Assignment. The Director’s Representative shall have the right to check the sub-consultancy agreements. If the Director’s Representative considers that the performance of the Consultants is not satisfactory due to inadequate staffing and manpower input allocated to the Assignment, the Consultants shall, upon the request of the Director’s Representative, forthwith submit to the Director’s Representative a certified copy of any or all of the sub-consultancy agreements.

19. Surveys

19.1 Two prints of topographical mapping at 1:1000, 1:5000 and 1:20000 scales prepared by the Survey and Mapping Office of the Lands Department, where available for the area covered by the Project of which the Assignment forms a part, can be obtained free of charge on application to the Director's Representative. 19.2 The Consultants may apply for the supply of the series of Digital Map products from Lands Department for the exclusive use of this Assignment free of charge. Applications should be made to the Director’s Representative by completing and submitting the form “Undertakings by Consultant/Contractor on the Use of Digital Map from Land Information Centre” (SMF-0096) together with a list of the Digital Map product required. The Consultants are required to provide the storage media for the supply of the Digital Map product files unless Lands Department advises the otherwise. 19.3 All the mapping information provided shall be for the exclusive use of this Assignment. In using the Digital Map products supplied by Lands Department, the Consultant shall abide by the terms and conditions as stipulated in the undertaking form. Upon completion of the Assignment, the Consultant shall destroy immediately the supplied Digital Map products and confirm the


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destruction to Lands Department by completing and returning the form “Confirmation by Government’s Consultant/Contractor on the Cessation of the Use of Digital Map from Land Information Centre” (SMF-0097) to the Director’s Representative within two weeks upon completion of the Assignment. 19.4 All the lot boundary information provided is for identification of approximate location of lot only and is subject to amendments by the Lands Department without prior notice. The Consultants shall refer to the District Survey Offices of the Lands Department for the most up-to-date lot boundary information. 19.5 The Consultants shall be responsible for verifying the accuracy and, where necessary, updating all survey and mapping information provided. Unless otherwise provided for in the Assignment, all field survey work required for the proper execution of the assignment shall be the duty of the Consultants. A copy of field notes, field data and resultant plans arising from these surveys shall be handed over to the Director's Representative in hardcopy (paper, transparency and/ or microfilms) and MicroStation (DGN) file format upon completion of the Assignment. The accuracy as well as presentation of these surveys shall be of a standard agreed by the Director's Representative. After the Director’s Representation has accepted the survey results, the Consultants shall forward a set of as-built survey plans in hardcopy and softcopy to the Land Information Centre of the Survey and Mapping Office of the Lands Department. 19.6 The Consultants shall be responsible for submitting drawing computer files which shall be delivered on compact disc in MicroStation (DGN) file format unless otherwise specified by the Director’s Representative. The survey drawings shall be in compliance with the CAD Standard for Works Project (CSWP) version 1.03.00 (or later versions as agreed by the Director’s Representative) as posted on the Development Bureau’s web-site and the Drafting Specification for Engineering Survey Rev 2.0 (or later versions as agreed by the Director’s Representative) as posted on Civil Engineering and Development Department’s web-site. 19.7 Annex B specifies the division of responsibility for other surveying between the Consultants, the Lands Administration Office and Survey and Mapping Office as well as the relevant sub-offices at district level of the Lands Department.

20. Insurance

20.1 The amount of insurance cover to be maintained in accordance with sub-Clause (A) of Clause SCE 12 of the Special Conditions of Employment shall be HONG KONG Dollars (equal to the 2 x Lump Sum fee, subject to a minimum of HK$ 5 million and a maximum of HK$ 75 million).

- END -


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Annex A Information Relevant to the Assignment (not exhaustive) 1. “A Food Waste and Yard Waste Plan for Hong Kong 2014-2022”, Environment Bureau 2014

2. “Monitoring of Solid Waste in Hong Kong – waste statistic for 2017”, Environment Protection

Department, 2018

3. “Environmental Impact Assessment for Development of an EcoPark in Tuen Mun Area 38 – Final Report”, Scott Wilson Ltd, 2005

4. “Environmental Impact Assessment for Development of an EcoPark in Tuen Mun Area 38 – Final EM&A Manual”, Scott Wilson Ltd, April 2005


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Annex B

Responsibility for Survey Work The division of responsibility among the Consultants, the Lands Administration Office, and the Survey and Mapping Office of the Lands Department for surveying required in connection with the Assignment shall be as follows :- Task Responsibility of (1) (a) Provision of basic horizontal and

vertical survey control Survey and Mapping Office

(Consultants to download from www.geodetic.gov.hk)

(b) Checking of given control point

values and establishment of survey control net-work(s) based on survey control given vide (a)

Consultants

(2) (a) Provision of topographic map (at

1:1000 or other standard scales relevant to the Assignment)

Survey and Mapping Office (excluding those specified as to be provided by the Consultants in the Assignment)

(b) Provision of available Digital Map

products relevant to the Assignment

Land Information Centre, Survey and Mapping Office

(c) Updating and verification of

accuracy of information supplied vide (a) and (b) as necessary in relation to the Assignment

Consultants

(d) Carrying out detailed surveys for

site investigation and for preparation of design and contract

Consultants

http://www.geodetic.gov.hk/


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documents as necessary in relation to the Assignment

(3) Supply of existing cadastral plans and

records and co-ordinate data District Survey Office

(4) Computation of detailed dimensioned

layouts of roads, drainage and waterworks reserves, platforms, etc.

Consultants (checked and accepted by District Survey Office)

(5) Determination of site/lot boundaries,

calculation of areas, etc. in connection with the agreed dimensioned layouts

District Survey Office (in liaison with District Lands Office)

(6) (a) Processing of resumption and

surrender for privately owned land in Development Area

District Lands Office (in liaison with District Survey Office and Consultants)

(b) Resumption and surrender plans

and demarcation of lands to be resumed

District Survey Office (in liaison with District Lands Office and Consultants)

(7) (a) Setting-out of roads, drainage

works, formation areas, etc. Contractors (checked and accepted by

Consultants, usually by resident site staff under their supervision)

(b) Initial site survey, and interim and

final payment surveys Consultants, usually by resident site

staff under their supervision (joint survey with contractors or agreed survey with contractors)

(8) Preparation of proposal plans for

Government land allocations, and other land grants relevant to the Assignment

District Survey Office (in liaison with District Lands Office)

(9) Preparation of dimensioned plans and

setting out of boundaries of sites and lots District Survey Office


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for Government land allocation and other land grants relevant to the Assignment

(10) As-built surveys (including records of

positions and levels on all underground pipelines, etc.)

Consultants, usually by resident site staff under their supervision.

(11) Supply a set of as-built survey plans in

both hardcopy and softcopy to the Land Information Centre of the Survey and Mapping Office of the Lands Department

Consultants, usually by resident site staff under their supervision

Agreement No. CE 9/2019 (EP) Development of a Pilot Plant ......project design; h. Identify Pilot...

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