Circular No. 339/TT-KHTC guides the management and use procedures for financial support to prevent the deterioration of scientific, technological, and environmental agencies (repair and minor construction funds).

CIRCULAR

OF THE MINISTRY OF SCIENCE, TECHNOLOGY AND ENVIRONMENT

Guidelines for the management and use of funding to combat deterioration of scientific, technological, and environmental agencies (minor repair and construction funds)

In recent years, the Ministry of Science, Technology, and Environment (KHCNMT) has agreed with the Ministry of Finance to allocate a portion of the annual research science budget to support efforts to combat deterioration through minor repairs and construction (SCXD) of technical infrastructure at scientific, technological, and environmental agencies. As a result, the rate of deterioration has decreased gradually, restoring the value of existing technical infrastructure, improving working conditions for scientific and technological staff, and contributing practically to completing scientific and technological tasks.

To ensure that the management of this fund becomes systematic and more effective, based on Decision No. 92/TTg of the Prime Minister dated March 7, 1994 on strengthening management to prevent waste and loss in investment and construction, and on the main contents of the Joint Circular No. 02/TTLB issued by the State Planning Commission and the Ministry of Finance on March 28, 1994 guiding planning and managing capital for economic and other public services investments in new construction projects or major renovations, the Ministry of Science, Technology, and Environment provides guidance as follows:

I. OBJECTIVES, CONTENTS, AND SCXDN FUNDS:

1. Objectives:

The primary objective of SCXDN is to reduce and address the deterioration of architectural structures and infrastructure of scientific, technological, and environmental agencies, gradually restoring their utility value, creating suitable conditions for comprehensive exploitation, improving the environment and working conditions, and contributing effectively to the implementation of scientific and technological activities.

2. Main contents of SCXDN:

Repair and renovation of main architectural structures such as: research laboratories, experimental workshops, meeting rooms, pilot production facilities, testing sites (workshops, ponds, lakes, gardens, animal pens), warehouses... with main tasks including: waterproofing, leakproofing, insulation, leveling, crack repair; repairing doors damaged by termites, woodworms, rot; repairing and supplementing desks, chairs, administrative cabinets, shelves, and laboratory equipment; repairing ventilation systems and fume cupboards; repairing electricity and water supply systems within these structures...

Repair of infrastructure: electrical systems, pathways, water supply and drainage systems.

Repair of waste treatment facilities (solid, gas, liquid, or other forms). Clean the environment, improve working conditions.

Construction of small auxiliary technical structures (these structures arise during the operation and use process), aiming to create conditions for comprehensive exploitation and operation of the entire system: infrastructure, retaining walls, fences, warehouses, garages...

3. SCXDN funds:

Including all costs for purchasing materials, fuels, energy, labor compensation, and other expenses aimed at restoring the utility value or comprehensive exploitation of existing architectural structures...

Do not use SCXDN funds from state resources for:

Major repairs that fundamentally change the level of architectural structures... currently in place or alter their structure, expand design capacity.

Minor repairs and regular maintenance.

Repairs of rented or borrowed structures from other agencies and where the usage period is less than five years.

Repairs of structures or components not included in the approved SCXDN list or currently being funded by basic construction investment (BCI) or planned for BCI.

Repair of existing machinery and equipment, or enhancing equipment.

For architectural structures that have exceeded their service life or still have a service life but remaining value is below 30% (physical depreciation exceeds 70%), they must be disposed of or rebuilt using BCI funds.

II. INVESTMENT OBJECTS, PRINCIPLES, AND SOURCES OF INVESTMENT FOR SCXDN

1. Investment objects:

Includes scientific research and technology development institutions (R&D) that have been registered and certified by the Ministry of Science, Technology, and Environment, standardization, measurement, quality control, environmental protection, and central scientific and technological information agencies, which may be prioritized as follows:

1.1. R&D institutions under two National Science Centers.

1.2. R&D institutions leading priority scientific fields and cutting-edge technologies.

1.3. Some specialized R&D institutions located in certain Ministries and universities responsible for important research and implementation tasks in other priority scientific and technological fields with inter-disciplinary significance to the national economy.

1.4. Some standardization, measurement, quality control, and environmental protection agencies.

1.5. Some provincial science and technology departments requiring support due to significant difficulties or special needs.

2. Investment principles:

Initially, priority will be given to urgent projects such as laboratories, pilot production and testing facilities, and provincial science and technology departments affected by natural disasters or newly divided provinces.

Focus on completing each project component and investment target to quickly put them into use.

The project implementation period should not exceed 2-3 years.

Due to limited funds, these investment activities mainly serve as support, so during the investment process, careful consideration should be given to potential sources of funding from the investment targets to determine the level of support.

3. Sources of investment:

State budget funds allocated from the research science budget.

Funds drawn from the centralized Science and Technology Development Fund of ministries, provinces, and cities.

Self-owned or considered self-owned funds of the entity.

III. PROCEDURES FOR BUILDING, APPROVING, IMPLEMENTING, AND SETTLING SCXDN FUNDS:

1. Building and approving SCXDN projects:

1.1. Building SCXDN projects:

Scientific research institutions, standardization, measurement, quality control, environmental protection, scientific and technological information agencies, and provincial science and technology departments among the listed investment targets (hereinafter referred to as the investor) if there is a need to build an SCXDN project (the project description template is attached to this circular):

A small or medium-sized scientific and technological infrastructure construction project is a project with simple technology and overall scientific and technological infrastructure needs with a total budget up to five hundred million dong. If the overall need for scientific and technological infrastructure is less than twenty million dong, it does not require a project but only a budget estimate for review by the Ministry, province, or city.

A large-scale scientific and technological infrastructure construction project is a project with complex technology and overall scientific and technological infrastructure needs with a total budget exceeding five hundred million dong.

The construction of a project must be based on the overall system of architectural works and existing infrastructure facilities at a specific location (degree of damage, deterioration, value determination, residual value, utility value, role and scope of use for scientific and technological activities), developing repair plans, selecting repair technology solutions, prioritizing them, and forecasting the results achieved after completing the scientific and technological infrastructure construction.

1. 2. Approval of scientific and technological infrastructure construction projects:

Based on the guidelines of the Ministry of Science, Technology, and Environment regarding the direction and goals for developing scientific and technological potential for each planning phase to approve the project.

The Ministry-level project approval council consists of main members (Construction Management Department, Planning Department, Accounting and Finance Department, Scientific and Technological Management Department) with the Scientific and Technological Management Department serving as the permanent body of the Council, with participation from representatives of the Ministry of Science, Technology, and Environment, the Ministry of Finance, etc., under the control of the Chairman of the Council, who is the leadership of the Ministry to approve projects within the scope of scientific and technological activities.

The local project approval council consists of main members (Provincial Science and Technology Committee, Financial Department, Construction Department, Science and Technology Management Department) with the Science and Technology Management Department serving as the permanent body of the Council, with participation (or prior agreement, for provinces and cities far away with difficult travel conditions) from the Ministry of Science, Technology, and Environment, the Ministry of Finance, etc., under the control of the Chairman of the Council, who is the Chairman or Deputy Chairman of the Provincial People's Committee to approve projects within the scope of scientific and technological activities.

The content of the review must be specific about the objectives, contents, volume, total budget, etc. (clearly defining the sources of state budget, ministry, provincial, and self-funded budgets).

Large-scale scientific and technological infrastructure construction projects proposed by the Ministry, province, or city will be reviewed according to their scale and complexity. Depending on the scale and nature, the Ministry of Science, Technology, and Environment, the Ministry of Finance, etc., will agree to have the Ministry, province, or city review or submit for approval. Approval by the Prime Minister.

Approved projects are sent to the Ministry of Science, Technology, and Environment, the Ministry of Finance, etc., to serve as a basis for considering investment policies in various planning periods.

2. Annual scientific and technological infrastructure construction plan:

2. 1. Preparation of the annual scientific and technological infrastructure construction plan:

Each year, based on the Ministry of Science, Technology, and Environment's guidance on building the scientific and technological infrastructure construction plan regarding the direction of developing scientific and technological potential, the Ministry, province, or city guides the investor to prepare the scientific and technological infrastructure construction plan (including reporting on the implementation of the previous year's plan), including content, volume, budget, etc., and registering in the investment plan of the Ministry, province, or city in priority order for discussion with the Ministry of Science, Technology, and Environment before or together with other scientific and technological plans.

2. 2. Preparation and approval of detailed design and budget for annual scientific and technological infrastructure construction:

Based on the notification of the annual scientific and technological infrastructure construction plan index from the Ministry of Science, Technology, and Environment, the Ministry, province, or city assigns specific targets to the investor and urges the investor to prepare detailed designs and budgets according to the assigned content and budget, while coordinating with the Ministry of Science, Technology, and Environment, the Ministry of Finance, etc., to examine the annual design and budget. The heads of the ministries, the Chairmen of the Provincial People's Committees (or authorized agencies) will review.

The review must be specific about the content of work, volume, unit price, total cost (clearly defining the sources of state budget, ministry, provincial, and self-funded budgets), time, and location of implementation.

When preparing and approving detailed designs and budgets, standard rates for materials, labor, and construction costs can be applied at the construction site at the time of budget preparation.

Detailed budget content includes:

Direct costs: Material and energy costs, labor costs, construction machinery costs (if applicable).

Other costs: Common costs, standard profit (excluding self-construction cases), survey and design costs.

Note to utilize recovered materials: liquidation of old materials, architectural structures, etc., to supplement the scientific and technological infrastructure construction budget.

Approved detailed budgets and designs will be sent to the Ministry of Science, Technology, and Environment, the Ministry of Finance, etc., as a basis for supporting and allocating funds, inspecting, and finalizing accounts.

2. 3. Allocation and Implementation:

Based on the approved annual design and budget, after reviewing and comparing with the approved project and the budget index announced by the Ministry of Science, Technology, and Environment, financial agencies will directly allocate funds to individual items or the entire project through the State Treasury system, simultaneously informing the Ministry, province, or city to participate in inspections.

After receiving the budget index, investors must proactively implement the approved scientific and technological infrastructure construction content (selecting or organizing bidding for major projects, signing contracts). The scientific and technological infrastructure construction budget will be settled according to item 10 clause 01 of the state budget ledger. To facilitate monitoring, inspection, and acceptance of individual items or the entire project, investors must open accounting books to track and record each item and the entire project.

2. 4. Acceptance, Handover, Reporting:

Quality supervision and acceptance must be conducted from the beginning, throughout key stages, individual items, and the entire project. Depending on the complexity of the scientific and technological infrastructure construction, an acceptance council must be established to evaluate and accept individual items or the entire project:

Basic-level acceptance council: When an item or the entire project is completed, an acceptance council must be organized (including contract acceptance and settlement) led by the investor, with participation from functional management agencies: Science and Technology, Planning, Finance, etc.

Ministry-level or provincial/city-level acceptance council: When an item or the entire project is completed and ready for handover and use, the investor prepares an acceptance report for submission to the Ministry, province, or city. The Ministry, province, or city organizes an acceptance council with participation from the Ministry of Science, Technology, and Environment, the Ministry of Finance, etc., to evaluate, accept, and hand over for use. For small or medium-sized projects in remote provinces/cities with difficult travel conditions, prior communication and sending acceptance documents to the Ministry of Science, Technology, and Environment and the Ministry of Finance for reporting may be allowed.

During the implementation process, periodic, annual, or surprise inspections of the progress of the plan's execution (including financial audits if necessary) may be organized by the Ministry or Province/City, with the participation of the Ministry of Science and Technology and the Ministry of Finance.

The regulations on acceptance, settlement, and handover for project completion can be applied but should be streamlined, and it is essential to have one or two experts in construction and construction economics participate in the Council.

The investor shall prepare regular reports and final settlement reports according to the current system regarding the implementation of small-scale construction projects, including any necessary recommendations.

IV. IMPLEMENTATION PROVISIONS

This Circular takes effect from the date of signature. Ministries and Provinces/Cities may apply this Circular to small-scale construction projects funded solely by their own budgets and report back to the Ministry of Science and Technology. Previous provisions contrary to this Circular are hereby abolished.

In the course of implementation, if there are any unreasonable aspects requiring adjustment, Ministries and Provinces/Cities are requested to communicate in writing with the Ministry of Science and Technology for timely research and resolution.

Dang Huu

(Signed)

ANNEX

SOCIALIST REPUBLIC OF VIETNAM

Independence - Freedom - Happiness

PROJECT NAME

..........................

...........................

Investor:

Email/Website:

Ministry, Province/City:

SOME GENERAL INFORMATION ABOUT THE SCIENTIFIC AND TECHNOLOGICAL AGENCY

1. Name of the scientific and technological agency.

2. Address of the agency, telephone number.

3. Administrative authority.

4. Total number of staff, including postgraduates, graduates, and technicians.

5. Existing fixed assets.

5.1. Architectural works:

Office building m²

Laboratory m².

Conference room m^2.

Production and experimental base (workshop, pond, field, garden, livestock pen...) m²ha.

......................

5.2. Major machinery and equipment:

For laboratories based on capacity.

For production and experimental bases based on capacity.

5.3. Total land area managed and used by the agency.

6. Current value of fixed assets (based on inventory)

6.1. Architectural works:

Initial value (1000 VND).

Remaining value (in monetary terms or percentage).

6.2. Machinery and equipment:

Initial value (1000 VND).

Remaining value (in monetary terms or percentage).

 

7. Year of commencement of construction or installation of machinery and equipment.

8. Year of commissioning.

(TEMPLATE) PROJECT DESCRIPTION

(for minor construction repairs)

1. Project Name:

2. Objectives and necessity of the project.

2.1. Objectives:

2.2. Basis for determining the necessity to invest in the project:

Main functions and tasks approved.

Overall assessment of the situation regarding the use of fixed assets (buildings, structures, etc.) in scientific and technological activities.

Situation of damage to architectural structures... and its impact on scientific and technological activities.

3. Content and scale of the project:

Propose several solutions and options to address deterioration, improve synchronization, and select appropriate investment forms:

3.1. For repairing architectural structures: Testing rooms, production trial facilities.

3.2. For repairing infrastructure.

3.3. For constructing auxiliary technical facilities.

3.4. Scale of the project: small, medium, large.

4. Project location:

Rationality of minor construction and repair work, especially the construction of auxiliary technical facilities on the selected site (overall layout diagram).

5. Implementing agency:

6. Project duration:

7. Summary table of project content and volume:

7.1. Summary of minor construction and repair content and volume (Table 1).

7.2. Summary of major material volumes (Table 2).

8. Investment funding requirements for the project: Total amount, with proposed sources of funding divided by state budget, ministry/provincial/city budget, and self-funding.

9. Economic benefits of the project:

9.1. Restoration of usage value.

9.2. Active support for scientific and technological activities.

9.3. Improvement of working environment and conditions.

10. Conclusion.

Prepared at..., ... day... month... year 19...

Project investor

(Signature and stamp)

SUMMARY TABLE OF MINOR CONSTRUCTION AND REPAIR CONTENT AND VOLUME

TABLE 1/SCXDN

SUMMARY TABLE OF MAJOR MATERIALS FOR THE PROJECT

TABLE 2/SCXDN

 

Regarding the request for consideration of the Hai Thuong Lan Ong Award for Traditional Medicine Work

To: Ministry, Province/City...

 Basis and necessity of the project: Summarize the scientific basis and necessity of the project.

Basis and necessity of the project: Summarize the scientific basis and the necessity of the project.

Project Name:

Objectives of the project:

Main contents of the project:

Location where the project will be implemented:

Duration of the project implementation:

Main work volumes of the project:

Total investment capital for the project: Divided into state sources and self-funded sources.

Other recommendations (if any)

Project sponsors

SECURITY PERSONNEL

 

Pursuant to …;

OF THE MINISTER (CHAIRMAN OF THE PROVINCE/ CITY PEOPLE'S COMMITTEE...)
APPROVING THE DESIGN AND ESTIMATE FOR SMALL REPAIR AND CONSTRUCTION PROJECTS

Based on the approved repair and construction project (SCXDN).

Based on the Decision assigning annual plan targets for the year... of the Ministry, Province, City...

Based on the request for approval of the design, estimate, and detailed design estimate of the SCXDN project submitted by the Project Owner.

Based on the minutes of the meeting to review the design and estimate of the component or project number:... day... month... year 19.. and the proposal of the Heads of the Planning and Science Technology Department (Director of the Science and Technology Department) and related departments.

 

DECISION:

Article 1: Approve the design and estimate:

1. Name of the component project or project:

2. Location of implementation:

3. Main contents and volumes:

4. Implementation period from quarter... to quarter... year 19..

5. Implementing agency:

6. Approved total budget for the year:

Where:

State:

Ministry, Province/City:

Self-funded:

Article 2; The Heads of the Office, Heads of relevant Departments (Directors of relevant Departments), and the Project Owner shall be responsible for implementing this Decision.

Minister (Chairman of the Provincial People's Committee/ City People's Committee)...

(Signature and seal)

Place of Receipt:

As per Article 2,

Ministry of Science, Technology and Environment, Ministry of Finance

Column "Calibration regime" should clearly specify initial, periodic, or irregular calibration.

 Regarding the request for consideration of the Hai Thuong Lan Ong Award for Traditional Medicine Work

REQUEST FOR APPROVAL OF THE DESIGN AND ESTIMATE
COMPONENT OR SMALL REPAIR AND CONSTRUCTION PROJECT

Basis and necessity of the project: Summarize the scientific basis and necessity of the project.

Based on the approved project number:... day... month... year... of the Ministry, Province/City...

Based on the Decision assigning annual plan targets for the year 19.. number:... day... month... year 19.. of the Ministry, Province/City...

The Project Owner has prepared the design and estimate for the component or project (based on regional construction unit prices..., price level in month... year 19..) with specific contents and costs as follows:

Total cost is: ... (in words)...

Of which state:

Other sources: Ministry, Province/City, institution.

Other recommendations (if any).

Project sponsors

SECURITY PERSONNEL

 Pursuant to …;

OF THE MINISTER (CHAIRMAN OF THE PROVINCE/ CITY PEOPLE'S COMMITTEE)...
APPROVING THE SMALL REPAIR AND CONSTRUCTION PROJECT

MINISTER (CHAIRMAN OF THE PROVINCE/ CITY PEOPLE'S COMMITTEE)...

Based on the Joint Circular of the State Planning Commission and the Ministry of Finance number: 02 dated March 28, 1994 guiding the planning and management of funds for economic public services and other public services invested in new construction projects or major repairs and renovations.

Based on the Circular of the Ministry of Science, Technology and Environment number:... dated... month... year 19.. guiding the management and use of scientific public service funds invested in repair and construction projects for science, technology, and environmental agencies.

Based on the request for approval of the project and the explanatory notes of the repair and construction project submitted by the Project Owner,

Based on the minutes of the Project Review Board number: day... month... year 19.. and the proposal of the Heads of the Planning and Science Technology Department (Director of the Science and Technology Department) and related departments.

 

DECISION:

Article 1: Approve the repair and construction project:

1. 1. Project name:
   2. Project objectives:
   3. Main contents of the project:
   4. Location of project implementation:
   5. Project implementation period from year 19.. to year 19..
   6. Implementing agency:
   7. Main work volumes:
   8. Total project implementation cost:

Of which: State:

Ministry, Province/City:

Self-funded of the institution:

Article 2: The Heads of the Office, Heads of relevant Departments (Directors of relevant Departments), and the Project Owner shall be responsible for implementing this Decision.

Minister (Chairman of the Provincial People's Committee/ City People's Committee)...

(Signature and seal)

Place of Receipt:

As per Article 2.

Ministry of Science, Technology and Environment, Ministry of Finance.

Column "Calibration regime" should clearly specify initial, periodic, or irregular calibration.

Respectfully submitted to:

APPLICATION FOR COMPLETION ACCEPTANCE AND SETTLEMENT OF COMPONENTS,
COMPLETED REPAIR AND CONSTRUCTION PROJECTS (PUT INTO USE)

Project name:

Location where the project will be implemented:

Basis for acceptance:

Based on the Decision assigning repair and construction project plan targets, or Decision supplementing repair and construction project plan targets, number:... day... month... year 19.. of the Ministry, Province/ City.

Based on the approved repair and construction project, design, and estimate number:... day... month... year 19.. of the Ministry, Province/City.

Based on the completion acceptance minutes A, B (or internal A, B) number: day month year (with detailed table attached).

The leading agency reviews, evaluates, and proposes acceptance and settlement of the project as follows:

1. Technical assessment and quality evaluation:

...

2. Progress, volume, and unit price assessment:

....

SUMMARY SETTLEMENT TABLE

Unit: million dong

Total proposed settlement amount is:

(written in words...)

Of which: State budget:

Other sources:

3. Other recommendations (if any)

Head of the leading agency

SECURITY PERSONNEL

 

Minutes number:... at location...

day... month... year 19..

Basis for acceptance:

Based on the approved project and the Decision assigning repair and construction project plan targets, or Decision supplementing repair and construction project plan targets, number:... day... month... year 19... of the Ministry, Province/City.

- Based on the approved design and estimate number:... day... month... year 19...

- Based on the Project Owner's application for acceptance number:... day... month... year 19..

- The Acceptance Board was established according to Decision number:... day... month... year 19.. of the Ministry, Province/City... including:

*Chairman of the Board (full name, position, working organization)

*Members (full name, position, working organization)

*Secretary of the Board (full name, position, working organization)

Representatives of invited organizations

- Representative of the Project Owner:

- Representative of the contracting organization (if necessary):

- Representative of the Ministry, Province/City:

- Representative of the Ministry of Science, Technology and Environment:

- Representative of the Ministry of Finance:

The Acceptance Board has reviewed and documented the following issues:

1. Component project or entire project:

2. Repair and construction contents: Summarize main contents.

3. The Board has reviewed documents, materials, and inspected the site:

- Approved design estimate:

- Completion acceptance minutes A, B (or internal A, B)

- On-site inspection.

The Acceptance Board records:

1. Contents of repair and construction works completed compared to plan targets:

2. Quality:

3. Changes compared to the approved design estimate:

4. Total completed project value:

Of which: State:

Ministry, Province/City:

Self-funded of the institution:

5. Other records (if any)

Conclusion:

The repair and construction work carried out basically conforms to the content and approved design estimate with repair and construction standards, technical operation procedures, and also meets the requirements for acceptance and operation of completed repair and construction projects, although there are some unfinished tasks listed in the attached appendix (clearly stating the responsible organization, deadline, and funding source) which do not affect the safe use and normal working conditions (or ensure synchronized operation).

The Acceptance Council decides to accept (or put into official use the project or a component of the project...) with the assessment that the quality of the construction works meets technical requirements.

Proposes... for acceptance or handover for official use.

Minutes made at... Day... month... year 19..

Representatives of the agencies Members of the Council Chairman of the Council

Present

(signature) (signature) (signature)

Attached appendices:

- .............

- .............