Repair and Maintenance Manual for Residential Quarters under Licence Agreement

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Blaise Barber
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1 Repair and Maintenance Manual for Residential Quarters under Licence Agreement Version Issue Date 4.0 (Third Issue) January 2017

2 CONTENTS Page 1. Introduction 2 2. Conditions for the Provision of Repair and Maintenance Works Appendices Appendix A Provision and Responsibilities of Repair and Maintenance Works 4 Page 1 of 4

3 Repair and Maintenance Manual for Residential Quarters Under Licence Agreement 1. Introduction The University has, from time to time accepted requests from staff members and outsiders to lease residential units in Tak Chee Yuen, Nam Shan Yuen or those in the Academic Exchange Building as their residence under a Licence Agreement. According to the terms and conditions as stipulated in the Licence Agreement, all Licensees are responsible for payment of utilities charges incurred during the Licence period. Licensees are also responsible for the up-keeping and maintenance of the internal facilities of the premises in good condition during the licence period. They have to pay for any damage found during the licence period or at the time of their moving out. Generally, the Licensees have to arrange for their own repair or maintenance work whenever required. Alternatively, they could approach the Facilities Management Office (FMO) who provides repair and maintenance (R&M) service at a reasonable charge for the Licensees upon their requests. This manual is prepared with the intention to draw Licensees attention to their responsibility in relation to repair and maintenance in their premises and with the information of the arrangements. This manual shall be read in conjunction with the Licence Agreement signed between the University and the Licensee. 2. Conditions for the Provision of Repair and Maintenance Works Licensees are required to note the following conditions for the provision of R&M works for their premises: (a) Generally, at the time of moving in, the premises will be in a state that all facilities, fixtures, fabrics and fittings provided are functional and in good condition; Page 2 of 4

4 (b) Licensees should inspect the premises and report to the FMO for any outstanding provisions or defects, within 7 working days from taking over the premises. After that, it will be the responsibility of the Licensee to maintain and to repair should any defective items arise; (c) Licensees are responsible for the maintenance and up-keeping of internal facilities and appliances in their premises by referring the responsibility of repair and maintenance works shown in Appendix A. Licensees may arrange the R&M works by themselves or contact the FMO for carrying out repair work at their own costs (for quote, please contact the staff of the Management Services Counter); (d) Licensees are not allowed to make any alterations or additions to the building structure, fabrics, fixtures and facilities without the written consent of the Director of Facilities Management; (e) Upon the expiry of the Licence Agreement and if no renewal has been made, the Licensees should deliver to the University vacant possession of the premises with all fixtures and facilities, including curtains and appliances provided in good condition except fair wear and tear; (f) The University reserves the right to enter the premises for inspection of the interior conditions of the building and the conditions of any fixtures, fittings and building services. The University shall also have the right to carry out any R&M works as may be considered necessary particularly on matter related to health and safety; (g) For other terms and conditions regarding the R&M works, please refer to the details stipulated in Licence Agreement signed between the University and Licensees; and (h) The above arrangements and notes will be revised subject to the operational needs without prior notice. Page 3 of 4

5 Appendix A Provision and Responsibility of Repair and Maintenance Works Provided By University Consumables and accessories - light bulbs, fluorescent tubes, window curtains, air-conditioning units, refrigerator, and gas cooker are provided at the commencement of the licencee s occupation of the premises Furniture and appliances - NIL Initial Provision Provided By Licencee Consumables and accessories - NIL Furniture and appliances - Licencee s own furniture and appliances Responsibility of Repair and Maintenance Works Done by University Consumables - NIL Structural defects - walls, roofs, ceiling and floors Leakage - window and ceiling Concealed items - electrical wiring and water pipes Damage/defects caused by normal wear and tear Overhaul and cleaning - A/C units (before occupation) Redecoration - painting and floor polishing (before occupation) Done by Licencee Consumables - light bulbs, fluorescent tubes, water tap gasket, battery of gas cooker and door bell, air filters Ironmongery - door locks, cabinet hinges and fitting/parts, chairs - window hinges, fittings/parts Electrical - door bell (except wiring), exhaust fans, switches, sockets Appliances - Refrigerator, air-conditioning units, gas cooker, gas water heaters, window curtains Broken/damaged glass, sanitary fittings, kitchen wares Damage/defects (other than ironmongery and glass) caused by the licencee s improper operation, misuse, lack of maintenance or lack of care Regular overhaul and cleaning - exhaust fans, gas cooker, refrigerator, air-conditioning units and filters TW/sc (20 Dec 2016) D:\OFFICE DATA\Form\FMO Forms (Logistics Unit)\Repair & Maintenance Manual for RQ Under LA (Jan 2017).doc Page 4 of 4

6 For Internal Reference Price List for Repair and Maintenance Works (with effect from 1 January 2015) Item Description Unit Rate 1.0 Carpentry and Builder s Work 1.1 Minor repair or replace only standard main / rear door lock (cost of lock excluded) 1.2 Replace lock for letter box (cost of lock included) 1.3 Minor repair or replace only standard bedroom / balcony / toilet door lock (cost of lock excluded) 1.4 Replace / repair defective window hinges (cost of hinge excluded) per pair 1.5 Replace defective window handle (cost of handle included) $ 75 (min. charge ) 1.6 Replace broken window pane (cost of pane excluded) $ Repair/ adjust or install door closer (cost of new door closer excluded) 1.8 Repair/ adjust or install door stop (cost of new door stop included) $ Hang picture / light article (less than 3 Lbs) on walls $ 85 per article (min. charge $ 170) 1.10 Replace window curtain string(cost of new parts included) per set 1.11 Replace laundry rack string (cost of new parts included) $ Install towel bar (cost of bar excluded) 1.13 Adjust door hinges for wardrobes or cabinets $ 60 / pair (min. charge $ 120) 1.14 Replace door hinges for wardrobes and cabinets (cost of hinges included) 2.0 Electrical Work / pair 2.1 Replace defective kitchen / toilet exhaust fan (6 ) (cost of exhaust fan included) 2.2 Replace defective kitchen / toilet exhaust fan (8 ) (cost of exhaust fan included) 2.3 Install only simple light fitting at original location (without the need for wiring work) $ 600 $ 800 Page 1 of 2

7 Item Description Unit Rate 2.4 Dismantle simple light fitting and re-fix standard light apron (cost of apron included) 2.5 Replace defective door bell (cost of bell included) $ Replace fluorescent lamp (cost of lamp included) 3.0 Plumbing and Drainage Work 3.1 Repair water tap leakage (cost of watertap excluded) 3.2 Repair cistern overflow (cost of ballcock excluded) 3.3 Repair toilet seat bolts (cost of bolts included) 3.4 Repair water closet (W.C) or cistern leakage (includes dismantle & refix work but excludes the cost of new wares) $ Replace shower head and hose (cost of parts included) $ Replace shower head or hose (cost of parts included) 3.7 Clear sink, W.C blockage and shower tray (additional charge of $ 500 to dismantle the W.C for inspection) 3.8 Replace damaged sealant for sink or wash basin (cost of sealant included) $ Replace damaged sealant for bathtub (cost of sealant included) $ Replace damaged sealant to counter top of cabinets (cost of sealant included) $ Replace toilet seat at maid bathroom (toilet seat included) $ Repair sink and basin leakage (cost of material included) 3.13 Replace cistern handle (handle included) Notes: (a) A service charge of $150 (cost of material excluded) is levied for a simple R&M work if it is not included in the above price list and can be completed within one hour. Separate quote for any complicated work will be given to the licencee. (b) (c) The service charges include labour cost for repair, adjustment or installation only unless specified. All works are carried out within normal office hours. If licencees want to carry out the works after office hours, a surcharge of $150 per hour per workman will be levied in addition to the price list (subject to availability of manpower). TW/sc (20 Dec 2016) D:\OFFICE DATA\Form\FMO Forms (Logistics Unit)\Repair & Maintenance Manual for RQ Under LA (Jan 2017).doc Page 2 of 2

How to report a repair

How to report a repair We are committed to making sure your home is in a good state of repair. To meet our legal responsibilities, we will: Keep the exterior (e.g. roof, walls, doors, windows, paths) and