Application for Registration and Grading of

Construction Contractor
and
Registration of Maintenance Contractor
Chief Secretary - Central Province

No: 102, Chief Secretary’s Office, Central Provincial Council Complex,

Pallekele, Kundasale.
T:P: 081 2233725

Publication No:- CPC/CR/02-E

Contents

Page

Instructions to fill the application 01

Part A - Information regarding Business Registration 03

Part B – Information on Financial Capacity 06

Part C – Information on Staff 07

Part D – Experience acquired as a Construction Contractor

during the past five years 09

Part E - Report on equipment owned by the contractor 11

Part F - Other information 12

Annexures

page

Annexure 01 Affidavit 13

Annexure 02 Draft agreement for consultancy service 14

Annexure 03 Format of the letter to be produced by the consultant 16

Annexure 04 Personnel Report 17

Annexure 05 Application for those who wish to register as a

Maintenance Contractor 18

Chief Secretary - Central Province

Annexure 06 Check List 19

 Application for Registration and Grading of Construction Contractor
and
Registration of Maintenance Contractor - Central Province
Chief Secretary - Central Province

CPC/CR/01 - Criteria for registration and grading of construction contractors and maintenance
contractors - Central Province is to be read and understood prior to filling this application,

Instructions to fill the application

1. This registration is valid only for a limit of 50 million rupees.

2. If the applicant is willing to also register as a maintenance contractor, Annexure 05 of the

application should be filled.

3. You must have either obtained business registration for construction contracts within Central
Province or have registered under the Registrar of Company of Sri Lanka .

4. When filling the application, you must mention "not relevant" for information that is not relevant
to you. All the other fields are to be filled.

5. Photocopies of relevant documents should be attached to prove the accuracy of the information
provided. These documents are to be attached according to the chapter order and numbered. The
photocopies must be certified by a notary public or an attorney-at-law.

6. Affidavit provided under Annexture 01 should be duly filled and the information provided should
be declared true and correct to the best of one's knowledge.

7. Applicants must face an interview and there the originals of the documents must be produced.

8. The applicants will be registered as construction/ maintenance contractors within the District
where his/her business is registered, and the employer has the authority to invite for bids for
constructions in other districts also according to the requirement of service.

9. When producing the application, the applicant must consent to checking of application according
to the check list by the officer appointed.

January 2017
10. Registration of contractors for the year of 2017 will be completed on 31st December 2016. This is
an annual registraion and therefore registration for the upcoming year should be done before the
end of 31st December of the previous year.

11. A record book including registration details will be issued after acquiring contract registration
within Central Province.

12. If the provided space in the application is inadequate, such information should be submitted in
annexures.

13. Payments already made to register at any institution (Ministry/Department) of the Central
Provincial Council for the year 2017 will be taken into consideration. The grade assigned will be
valid for the same period.

14. The application shall be rejected if the provided information is false and inaccurate.

1
15. Duly filled Application should either be sent via registered post or hand dilivered to the following
address with the original receipt acquired by paying Rs. 500/= to the A/C number “33790” of
Chief Secretary - Central Province Bank of Ceylon Super Grade Branch - Kandy .

Deputy Chief Secretary (Engineering Services),

Office of Deputy Chief Secretary (Engineering Services),
P.O. Box. 102,
Central Provincial Council Complex,
Pallekele,
Kundasale.

"Registration of construction/maintenance contractors -2017" should be written on the upper left

corner of the envelop.

16. Closing time and date of the applications is at 1030

1000 hrs
hrs on
on15-12-2016.
10-01-2017.

17. For further information, contact office of the Deputy Chief Secretary (Engineering Services)
through 081-2233725

2
 For official use only (Application Number)

Application for Registration and Grading of Construction Contractor

and
Registration of Maintenance Contractor - Central Province
Chief Secretary - Central Province
Nature of the application

Put a ^ &in the relevant box

New registration Additional registration

Upgrading of registration Renewal of registration

Part A - Information regarding Business Registration

Registered business
A1 name of the contractor

Please write in Block Capital

letters. Keep a space in
between two words.

Sole Proprietor Joint Venture

A2
Nature of the business
Public Limited Company Private Limited Company

Statutory Body

Registered Address
A3 T.P. Number (
Information regarding
business …………………………………………
(as per the business
Fax Number (
registration certificate)
District ( …………………………………………

……………………………………………………………….
Web Site (
Divisional Secretariat (
………………………………………..
…………………………………………………………
Registered Number (
E-mail (
…………………………………………………………
…………………………………………
Registered Date(
………………………………………………….………

3
 Name and adress of the
person to contact for Name(
A4 clarifications
Please write inside the given
boxes in bolck capital letters

Address (

T.P. Number(

…………………………………………………………

A5 Names of Owner/Shareholders and Directors

Name (with initials) National Identity Card Number

A6 Expected fields of registration as a construction contractor

Building Constructions Highways Constructions

Bridges Constructions Water supply and sewerage systems

Constructions
Irrigation and drainage canals Constructions

A7 If you are registered under CIDA (ICTAD)

Resgistration number ( ………………………………………………………………………………..

Field Grade Date of expiry

1 Buildings Constructions ………………………………………………………..

2 Bridges Constructions ………………………………………………………..

3 Irrigation and drainage canals Constructions ………………………………………………………..

4 Highways Constructions ………………………………………………………..

5 Waterways and sewerage systems Constructions ……………………………………………………….

4
A8 If registered under Central Provincial Council (CPR Grade)

Registration Number ( ………………………………………………………………………………..

Field Grade Date of expiry

1 Buildings Constructions ……………………………………………..

2 Bridges Constructions ……………………………………………..

3 Irrigation and drainage canals Constructions ……………………………………………..

4 Highways Constructions ……………………………………………..

5 Waterways and sewerage systems Constructions ……………………………………………..

5
Part B – Information on Financial Capacity
 Applicants expecting registration up to Rs. 10 million, may fill B1 only
 Applicants expecting registration exceeding Rs. 10 million should fill both B1 and B2

B1 Financial Aids Provided By Banks And Other Institutions

Nature of the Aid Value (Rupees) Name Of The Institution Documents to be

Produced
Certificate acquired
Permanent Over draft
from the bank
Copies of
Fixed Deposits
Certificates
Certificate from the
Certificates of Assets
Divisional Secretary

Bank Statements of
Current Account
past six months
Copy of the Pass
Book Indicating
Savings Account
Tarnsactions of past
three months
Relevant
Other Income
Documents of Proof

B2 Summary Of Bank Statements For Past Three Years (Rupees)

20………… 20………… 20…………

Total income from Savings

fixed assets

Mobile assets

Mobile credits

Long term loans

Invested fund

Net value

 Produce audited annual account declarations of the past three years

 Information on income and assets of shareholders/ owners of newly registered institutions
should be produced seperatley

6
Part C – Information on Staff

C1 Professionally qualified staff

Part time services also can be considered.

Professional
qualifications
Name N.I.C. Number EPF Number
and employee
number

i. Chartered Engineers
1' ……………………………………….. …………………………… ……………………… ………………………
2' ……………………………………….. …………………………… ……………………... ……………………...

ii. Chartered Architects

…………………………… ……………………… ………………………
1' ………………………………………..
…………………………… ……………………... ……………………...
2' ………………………………………..

Chartered Quantity Surveyors

iii. …………………………… ……………………… ………………………
1' ………………………………………..
…………………………… ……………………... ……………………...
2' ………………………………………..

Engineers with 6 years of experience ……………………… ………………………

iv. ……………………………
1' ……………………………………….. ……………………... ……………………...
……………………………
2' ………………………………………..

v.
Engineers qualified under the
Department – appointed under board
of engineering services …………………………… ……………………… ………………………
1' ……………………………………….. …………………………… ……………………... ……………………...
2' ………………………………………..

vi. Engineers
1' ……………………………………….. …………………………… ……………………… ………………………
2' ……………………………………….. …………………………… ……………………... ……………………...

vii. Architects
1' ……………………………………….. …………………………… ……………………… ………………………
2' ……………………………………….. …………………………… ……………………... ……………………...

viii Quantity Surveyors

…………………………… ……………………… ………………………
1' ………………………………………..
…………………………… ……………………... ……………………...
2' ………………………………………..

ix. Assitant Engineers

1' ……………………………………….. …………………………… ……………………… ………………………
2' ……………………………………….. …………………………… ……………………... ……………………...

x. Assitant Quantity Surveyors

1' ……………………………………….. …………………………… ……………………… ………………………
2' ……………………………………….. …………………………… ……………………... ……………………...

7
C2 Supervisory Staff

Experience
Names NIC Number EPF Number Qualifications
(Years)

i. Engineering assistant
1' …………………………………… …………………… …………………….. ……………………. …………………………
2' …………………………………… …………………… …………………….. ……………………. …………………………
3' …………………………………… …………………… …………………….. ……………………. …………………………

ii. Technical officers

1' …………………………………… …………………… …………………….. ……………………. …………………………
2' …………………………………… …………………… …………………….. ……………………. …………………………
3' …………………………………… …………………… …………………….. ……………………. …………………………
iii. Formans …………………… …………………… …………………… …………………………
1' ……………………………………
…………………… …………………… …………………… …………………………
2' ……………………………………
…………………… …………………… …………………… …………………………
3' ……………………………………

iv. Supervisers
1' …………………………………… …………………… …………………… …………………… …………………………
2' …………………………………… …………………… …………………… …………………… …………………………
3' …………………………………… …………………… …………………… …………………… …………………………

C3 Contractors expecting a registration less than Rs. 10 million (without a permanent staff)

 Produce name and qualifications of the consultant whose service you receive full time or part
time. Or else mention whether you receive the service of the consultant engineer of Sri Lanka
National Building Contractors Association. (NCASL)

Following documents to be provided to certify the information you have provided under details
of the staff.

1' Copies of eduction or service certificates

2' A Letter from Sri Lanka National Building Contractors Association (Only if relevant)

3' Details indicating past 06 months EPF contribution (Only if relevant)

4' Agreement with the consultant and his declaration of consent (Annexure 02, Annexure 03)

Name Professional qualificaions

1' ……………………………………………………. ...............................................................................

2' ……………………………………………………. …………………………………………………………………………….
3'……………………………………………………. ...............................................................................
4'……………………………………………………. …………………………………………………………………………….
5'……………………………………………………. ...............................................................................

8
Part D – Experience acquired as a Construction Contractor during the past five years

Documents to be produced to prove your experience as a construction Contractor

1. Copies of the notes made in the contractors’ record book issued by CIDA ,Central
Provincial Council and any other authority indicating completion of work.
2. Certificates of completion issued by a qualified consultant who monitored
construction.
3. Certificate of completion issued by a state institution (with values), Certificates of
completion issued by a qualified consultant who monitored construction is
compulsory (for private service providers)
4. Contract awarding certificates relevant to the project

D1 Income gained by construction works during past 05 years

Income Rupees (only

Year
^Descending order& through construction works)

First year ^20'''''''’''''''''&

Second year ^20'''''''’''''''''&
Third year ^20'''''''’''''''''&
Fourth Year ^20'''''''’''''''''&
Fifth year ^20'''''''’''''''''&

9
D2 Biggest project completed in past 5 years in each field

Initially agreed Amount paid at

Field Project Location Client Date of completion
amount (Rs) the end(Rs)

D3 Works performed at present (Provide written evidence)

Employer Details regarding project Agreed amount (Rs)

10
Part E: Report on equipment owned by the contractor

Documents to be produced

I. Registration document issued by the Commissioner of Motor Traffic and valid revenue
licence
II. Owner’s Affidavit
III. Quality inspection report

Ownersip of equipment should be certfied by the Divisional Secretary and a Chartered Mechanical
Engineer should certify their fitness.

Details regarding equipment Registration Number Capacity

11
Part F - Other information

F1: Other Officers (Administration and Management) - Permanent Employees only

01. Evidence for been in the service

(EPF payment details- produce copies of last six months ‘c’ forms)

02. Educational & professional certificates.

03. Personal report prepared as per form annexure 04

Name Professional qualification Experience

F2 - Persons obtained excellence award

No of persons employed:- ……………………………

Documents to be produced

1. Excellence aword certificte

2. Evidence for been in the service

F3 - Construction excellence award/ merit awards/ awards from the contractors' association/ etc
gained within the past five years (Copies of the relevant certificates should be attached)

Nature of the award and

Project Year of awarding
the awarding instituion

12
F4 - Details regarding workshops, short courses, seminars, etc attended for continuous
competency development (Attach copies of relevant certificates)

Names of the
Name of course partcipants Date Duration
(Permanent staff) of the course

I/we certify that the information produced in this application, annexures and letters of certification are
true and correct as to date. I/we understand that my/our application will be rejected in addition to
other actions taken by the Chief Secreatry of Central Province, if the information provided are found
to be incorrect or deliberately been suppressed,

Signature ( …………………………………………………………………………………..

Name of Authorized person ( …………………………………………………………………………………..

Designation (…………………………………………………………………………………..

Date of application (…………………………………………………………………………………..

13
 Annexure 01

(Sample format of the Affidavit to be used by the contractor)

AFFIDAVIT
I,……………………………………………………………………………………………of…………
……………………………………………………………………….being a Buddhist / Christian /
Hindu / ………………Do here by solemnly sincerely and truly declare and swear/ affirm as follows :

1) I am the deponent above named.

2) I state that the information, documents and statements submitted by me attached to my
application to the Chief Secretart Central Province for Registration and Grading of
Contractors are true and correct.
3) I state that if any one of those information, documents and claims furnished by me is found to
be incorrect will result in rejection of my application for Registration and Grading of
Contractions.
4) I also state that I am subjected to the control of the disciplinary action taken by the Central
Province.
5) I indemnify the Central Province from any Criminal of Civil Liability whatsoever arising out
of or in-relation to my Registration as a Contractor.

The foregoing contents were read over and explained

to the deponent by me and having understood same
affirm /swear to and placed his/her signature
in my presence at ………………………………………

Signature on Rs.50/- Stamp

deponent before me

Justice of the peace

14
 Annexure 02

(Sample format of the Agreement between the Contractor & Consultant)

AGREEMENT FOR CONSULTANCY SERVICE

BETWEEN CONTRACTOR AND CONSULTANT

………………………………………………………………………………………………(Contractor)

AND

………………………………………………………………………………………………(Consultant)

THIS AGREEMENT is made and entered into this ………………………day of …………………

20………between, on the one hand,

.………………………………………………………………………………
……………………………………………………………………………………………………………
…….(here in after called the contractor) and on the other hand
……………………………………………………………………………………………….
…………………………………………………………………………………………….(here in after
called the consultant)

WHEREAS

(A) The contractor needs the services, on a part time basis ,of the consultant, to provide
professional and technical support in the preparation of tenders for construction contracts,
carrying out contract administration and management and supervision of works for a period of
two years from the date hereof, and

WHEREAS

(B) The consultant has agreed to provide the above mentioned services.

NOW THERE FORE the parties here to agree as follows:

1. The consultant shall attend to the services listed in paragraph (A) herein above as required
and in a manner so that the contractor’s works are proceeded smoothly and without
interruption during a period of two years from the date hereof.

2. In consideration of the consultant providing the services listed herein above the contractor
agrees to pay the consultant at the monthly rate of Rs. ………………………….

15
INWITHNESS WHEREOF the parties hereto have hereto have hereunto set their hands on the day
and year just above written.

Sig : ……………………………………… Sig : ………………………………………

CONTRACTOR CONSULTANT

In the presence of :

Witness 1. ………………………………… Witness 1. …………………………………

Witness 2. ………………………………… Witness 2. …………………………………

NORTARIAL ATTESTATION

I ……………………………………………………Notary Public of …………………………………..

hereby attest that the parties to this Agreement and the Agreement Witness set their hands hereto in
my presence at …………….…………. this …………………… day of …………………..
20…………...

NOTARY PUBLIC
(Seal)

16
 Annexure 03

Format of the letter to be produced by the consultant

…………………………………………………………..

…………………………………………………………..

………………………………………………………….

………………………………………………………….

Chief Secreatry

Central Province

Providing Consultancy to .........................................................................................

I have agreed to provide my consultant service to the above mentioned contractor as per the
agreement between …………………………………................................................................................
(contractor) and.....................................................................................................................Consultant).
The agreement is produced with this application.

Further,I would like to inform that I'll be providing my consulting services to the following instituions
during the same period.

1' ……………………………………………………………………………………….

2. ………………………………………………………………………………………..

3. …………………………………………………………………………………………

4. …………………………………………………………………………………………

Thank You

Yours Faithfully

………………………………………………………………

17
 Annexure 04

Personnel Report

Use copies of this form to produce information of each person in the staff mentioned in C and E parts.

Personal Information

Name

Adress

Degrees/Diplomas/ Professional Qualifications and other service certificates

Instituion Qualifications Year

Mention if there are any other courses, programs, etc. attended by the member relevant to his/her post

Experience

Duration
Appointment and duties performed Name of the employer
from to

18
 Annexure 05

Application for those who wish to Register as a Maintenance Contractor

Chief Secretary - Central Province

The bill of quantities will be prepared based on the annual price list for maintenance work expected to
be done by Department of Engineering Services/ Provincial Irrigation Department/ Local Government
Instituions/ Provincial road Development Authority of the Central Provincial Council.

Maintenance Contractors will be Registered for each field and District, based on the percentage
variation (on or off) of the Bills of Quantities.

Expected fields of maintenance [put a (" ") in the relevant box]

Buildings

Provincial Highways

Provincial Irrigation

The percentage variation of approved BOQ as per the requested district and Subject area should be
filled in the following table. If your variation is either “on” from BOQ PUT +…….% in on% column or
put -…….% in off% column. You should indicate District Preference also.

District Preference
District Field On  Off 
number
Buildings
Kandy Provincial Highways
Provincial Irrigation
Buildings
Matale Provincial Highways
Provincial Irrigation
Buildings
Nuwera Eliya Provincial Highways
Provincial Irrigation

Maintenance Contractors will be registered for each district and field for contracts up to Rs. 05
million and Rs. 02 million depending on their qualifications and skils of the.

Your District preference should be mentioned as 1,2,3 in the above table and you are bound to
perform maintenance works in any District as required .

I/we certify that the information provided in the application, its annexures and certification letters are
corrected as to date. I/we understand that my application will be rejected in addition to other actions
taken by the Chief Secreatry of Central Province, if the information provided are found to be incorrect
or deliberately been suppressed.

Signature ( …………………………………………………………………………………..

Name of authorized officer ( …………………………………………………………………………………..

Designation/post ( …………………………………………………………………………………..

Date of application ( …………………………………………………………………………………..

19
 Registration and Grading of Construction Coontractor and Registration of
Maintenance Contractor

Check List
Contractor……..……………………………………………………………………………………………………………...

Application Number …………………………... Date…………………………

If the document is available put ( )in Yes column. If not available put ( ) in No column

Yes No
DOCUMENT

1' Business registration details

a) A copy of the business names registration certificate

b) Companies with limited liabilities

 Registered name of the company
 Registered Adress
 Names OF Directors

2' Letters produced by banks

3' Signed Affidavits

4' Copies of audit reports for those who expect registraion for higher grades
exceeding rs. 10 million

5' Staff information

6' List of equipment (Approved by a chartered mechanical engineer or the

divisional secretary)

7' Certificates of comletion

 Largest Projects For Various Fields
 Projects For Last 05 Years (Part D)

8' A Certified True copy of the registration report at CIDA

9' A certified true copy of the registration report at the Central Provincial
Council

Applications without the certification of business registration shall not be taken into consideration.
Information not provided above, should be submitted before a date informed by this office.

Examined Date

Agreed by the contractor -Name

Signature
20