THE DEMOCRATIC SOCIALIST REPUBLIC OF SRI LANKA

FACULTY OF MEDICINE, UNIVERSITY OF COLOMBO

NO.25, KYNSEY ROAD, COLOMBO 08.

BIDDING DOCUMENT

REPAIR AND IMPROVEMENTS OF KATHARAGAMA

RESEARCH CENTRE, FACULTY OF MEDICINE,
UNIVERSITY OF COLOMBO.

CONTRACT NO: MD/MR/C/16/2019

NAME AND ADDRESS OF THE BIDDER

-------------------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------------------------------
------------------------------------------------------------------------------------------------------------------

APRIL 2019

Employer:
Vice Chancellor,
University of Colombo,
Colombo 03.
1
CONTENTS PAGE NO.

VOLUME I

1. Section – 1 Instruction to Bidders 4

2. Section – 2 Standard Forms 5 - 10

3. Section – 3 Condition of Contract 11 - 12

VOLUME II

1. Invitation for bids 13

2. Section – 4 Form of Bid and Qualification Information 14 - 16

3. Section – 5 Schedules 17 - 18

4. Section – 6 Specifications 19

5. Section - 7 Bill(s) of Quantities 20

6. Section – 8 Standard Forms (Form of Bid Security) 21 - 22

8. Checklist for bidders 23

2
 Section 01
Instructions to Bidders

3
 VOLUME I

INSTRUCTION TO BIDDERS

Instruction to bidders given in the standard bidding document for procurement of works of minor contract
[ICTAD/SBD/03) developed by the Institute of Construction Training and Development (ICTAD) Sri Lanka
(currently known as Construction Industry Development Authority (CIDA) and any subsequent amendments
on ICTAD/SBD/03 are applicable for this contract.

Instructions to bidders shall be read in conjunction with the Section 5 – schedule amendments given in the
Volume II which shall take precedence over instruction to bidders.

4
 Section 02
Standard Forms

 Letter of Acceptance
 Agreement
 Performance Security
 Advance Payment Security
 Retention Money Guarantee

5
 FORM OF LETTER OF ACCEPTANCE

---------------------------------------- [date]

[LETTER HEADING PAPER OF THE PROCURING ENTITY]

To: ---------------------------------------------------------------------------------------------------------------------

[name and address of the Contractor]

This is to notify you that your bid dated ------------------- [insert date] for the construction and remedying
defects of the ------------------------------------------------------------------- [name of the Contract and
identification number] for the Contract price of ---------------------[name of currency] ---------------------
------------------------------[amount in figures and words] as corrected in accordance with Instructions to
Bidders and / or modified by a Memorandum of Understanding, is hereby accepted.

The adjudicator shall be --------------------------------------- [name and address of the Adjudicator, if

agreed] / shall be appointed by the Institute for Construction Training and Development (ICTAD).

You are hereby instructed to proceed with the execution of the said Works in accordance with the
Contract documents.

The Start Date shall be: ------------------------- (fill the date as per Conditions of Contract).

The amount of Performance Security is : ------------------- (fill the date as per Conditions of Contract).

The Performance Security shall be submitted on or before --------------------- (fill the date as per
Conditions of Contract).

Authorized Signature : -----------------------------------------

Name and title of Signatory : ---------------------------------------------------------------

Name of Agency : ----------------------------------------------------------------------------

6
 STANDARD FORM: AGREEMENT

This AGREEMENT, made the ----------[day] day of ------------[month] 20-------- [year] between
------------------------------------[name and address of Employer] (hereinafter called “the Employer”) of the
one part, and --------------------------------------------------------- [name and address of Contractor]
(hereinafter called “the Contractor”) of the other part.

WHEREAS the Employer desires that the Contractor execute -----------------------------------[name and
identification number of Contract] (hereinafter called “the Works”) and the Employer has accepted the
Bid by the Contractor for the execution and completion of such Works and the remedying of any defects
therein.

NOW THIS AGREEMENT WITNESSETH as follows:

1. In this Agreement, words and expressions shall have the same meanings as are respectively
assigned to them in the Conditions of Contract hereinafter referred to, and they shall be deemed
to form and be read and construed as part of this Agreement.

2. In consideration of the payments to be made by the Employer to the Contractor as hereinafter

mentioned, the Contractor hereby covenants with the Employer to execute and complete the
Works and remedy any defects therein in conformity in all respects with the provisions of the
Contract.

3. The Employer hereby covenants to pay the Contractor in consideration of the execution and
completion of the Works and the remedying of defects wherein the Contract Price or such other
sum as may become payable under the provisions of the Contract at the times and in the manner
prescribed by the Contract.
IN WITNESS whereof the parties thereto have caused this Agreement to be executed the day and year
aforementioned, in accordance with laws of Sri Lanka.

……………………………
…………………………….
Authorized signature of Contractor Authorized signature of Employer

COMMON SEAL COMMON SEAL

In the presence of :
Witness:

1. Name and NIC No………………………………………………..

Signature ……………………………………….
Address …………………………………………………………………………………………….

2. Name and NIC No………………………………………………..

Signature ……………………………………….
Address …………………………………………………………………………………………….

7
 FORM OF PERFORMANCE SECURITY
(Unconditional)

-------------------------------------------------------------------------------------------------------------
[Issuing Agency's Name, and Address of Issuing Branch or Office]

Beneficiary: ………………………………………………………………………………………….
[Name and Address of Employer]

Date: -----------------------------

PERFORMANCE GUARANTEE No.: ------------------------

We have been informed that------------------------------------------------------------- [name of Contractor]

(hereinafter called "the Contractor") has entered into Contract No- ---------------------------------- [reference
number of the contract] dated -------------------- with you, for the ---------------------- [insert "construction "]
of---------------------------------------------[name of contract and brief description of Works] (hereinafter
called "the Contract").

Furthermore, we understand that, according to the conditions of the Contract, a performance guarantee is
required.

At the request of the Contractor, we ---------------------------------------------------------- [name of Agency]

hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of ------------
------------------- [amount in figures] (---------------------------------------------------------------------- ) [amount in
words], upon receipt by us of your first demand in writing accompanied by a written statement stating
that the Contractor is in breach of its obligation(s) under the Contract, without your needing to prove or
to show grounds for your demand or the sum specified therein.

This guarantee shall expire, no later than the day of ----------------20 ---- [insert date, 28 days beyond the
Intended Completion Date] and any demand for payment under it must be received by us at this office on
or before that date.

___________________________

[signature(s)]

8
 FORM OF ADVANCE PAYMENT SECURITY

----------------------------------------------------------------------------------------------- [Name and address of

Agency;. and Address of Issuing Branch or Office]

Beneficiary: ………………………………………………………………………………………….

[Name and Address of Employer]

Date: ----------------------------------

ADVANCE PAYMENT GUARANTEE No.: --------------------------

We have been informed that ------------------------------------------------------------------ [name of Contractor]

(hereinafter called "the Contractor") has entered into Contract No. ---------------------------------- [reference
number of the contract] dated ------------------------- with you, for the --------------------------- construction of
-- ---------------------------------------------------- [name of contract anti brief description] (hereinafter called
"the Contract").

Furthermore, we understand that, according to the conditions of the Contract, an advance payment in the
sum----------------------- [amount in figures] (------------------------- ) [amount in words] is to be
made against an advance payment guarantee.

At the request of the Contractor, we ----------------------------------------------------- [name of issuing agency]

hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of -------------
--------------- [amount in figures] ( ---------------) [amount in words] 4 upon receipt by us of your
first demand in writing accompanied by a written statement stating that the Contractor is in breach of its
obligation in repayment of the Advance payment under the Contract.

The maximum amount of this guarantee shall be progressively reduced by the amount of the advance
payment repaid by the Contractor.

This guarantee shall expire on -------------------------------[Insert the date, 28 days beyond the Intended
Completion Date].

Consequently, any demand for payment under this guarantee must be received by us at this office on or
before that date.

___________________________

[signature(s)]

___________________________________________________________________________

The Guarantor shall insert an amount representing the amount of the advance payment and denominated either in
the currency(ies) of the advance payment as specified in the Contract.

9
 FORM OF RETENTION MONEY GUARANTEE

---------------------------------------- -----------------------------------------------------------------------------------
[Issuing Agency's Name. and Address of Issuing Branch or Office]

Beneficiary:-
………………………………………………………………………………………………………………
[Name and Address of Employer]

Date: --------------------

RETENTION MONEY GUARANTEE No.: -------------------------

We have been informed that --------------------------------------------------------------- [name of Contractor]

(hereinafter called "the Contractor") has entered into Contract No. ------------------------------- [reference
number of the contract] dated --------------------with you, for the execution of --------------------- [name of
contract and brief description of Works] (hereinafter called "the Contract").

Furthermore, we understand that, according to the conditions of the Contract, when the works have being
taken over and the first half of the Retention Money has been certified for payment, payment of the
second half of the Retention Money may be made against a Retention Money guarantee.

At the request of the Contractor, we ---------------------------------------------------------- [name of agency]

hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of ----------
---------------- [amount in figures] ( ----------------------------------------------------------- ) [amount in words]
upon receipt by us of your first demand in writing accompanied by a written statement stating that the
Contractor is in breach of its obligation under the Contract because the Contractor has not attended to the
defects in accordance with the Contract.

This guarantee shall expire, at the latest,-------------------------------- [insert 28 Days after the end of the
Defects Liability Period]. Consequently, any demand for payment under this guarantee must be received
by us at this office on or before that date.

______________________

[Signature(s)]

_____________________________________________
5
Insert amount equivalent to the second half of the Retention Money

10
 Section 03
Conditions of Contract

11
Conditions of Contract

The conditions of contract given in ICTAD/SBD/03 and its subsequent amendments are
applicable for this contract and those shall be read in conjunction with the section 5 – schedule
in volume II which shall take precedence over the conditions of contract.

12
 VOLUME II
INVITATION FOR BIDS (IFB)
REPAIR AND IMPROVEMNTS OF KATHARAGAMA RESEARCH CENTRE,
FACULTY OF MEDICINE, UNIVERSITY OF COLOMBO.

BID NO: MD/MR/C/16/2019

1. The Chairman of the Department Procurement Committee on behalf of the Vice Chancellor,
University of Colombo, now invites sealed Bids from eligible and qualified bidders for the Repair
and Improvement of Katharagama Research Centre, Faculty of Medicine, University of
Colombo and estimated cost is Rs. 1.3million.

2. The bidder shall be registered with the Institute for Construction Industry Development (CIDA) under
the C9, grade and specialty in building.

3. Bids shall be valid for 91 days from the date of bid opening 16.05.2019 (from 16.05.2019 to
15.08.2019)

4. All bids must be accompanied by an unconditional on demand bid security of Rupees 13,000.00
issued to the Vice Chancellor, University of Colombo in the form of a bank guarantee obtained from
a commercial bank operating in Sri Lanka registered in Central Bank.

5. The bid security shall be “on demand” and “unconditional” and on the format given in the bidding
document and valid for 119 days from the date of bid opening 16.05.2019. (from 16.05.2019 to
12.09.2019)

6. Interested bidders may obtain further information from Deputy Registrar, Faculty of Medicine,
University of Colombo and may inspect the bidding documents at the office of the Deputy
Registrar, Faculty of Medicine, University of Colombo, No.25, Kynsey Road, Colombo 08 in the
office hours during 9.00 a.m. to 3.00 p.m. from 17.04.2019 until 15.05.2019.

7. A complete set of Bidding Documents in English Language may be purchased by interested bidders
on the submission of a written application to the Deputy Registrar, Faculty of Medicine,
University of Colombo, No.25, Kynsey Road, Colombo 08 in the office hours during 9.00 a.m. to
3.00 p.m. from 17.04.2019 until 15.05.2019 upon payment of non refundable fee of Rs. 1,000/-. Non
– refundable fee can be paid to the University Bank Account No. 505170600013 at Peoples Bank
Thimbirigasyaya Branch.

8. A pre bid meeting will be held at 10.30 a.m. on 29.04.2019 at Board Room, Faculty of Medicine,
University of Colombo, No.25, Kynsey Road, Colombo 08.

9. Bids shall be delivered in duplicate and placed in the tender box available at Deputy Registrar,
Faculty of Medicine, University of Colombo, No.25, Kynsey Road, Colombo 08 on or before 2.30
p.m. on 16.05.2019. Late bids will be rejected. Bids will be opened soon after closing in the
presence of the bidders’ representatives who choose to attend.

10. The bidder or his representative can be witness the bid opening time.

The Chairman
Department Procurement Committee (Major)
University of Colombo.

13
 Section 04

Form of Bid and Qualification

Information

14
 Form of Bid
Name of Contract: Repair and Improvements of Katharagama Research Centre, Faculty of
Medicine, University of Colombo – MD/MR/C/16/2019

To: Vice Chancellor, University of Colombo.

Gentleman,

1. Having examined the Standard Bidding Document – Procurement of Works – Minor

[ICTAD/SBD/03-second Edition, January 2007], schedule, Specifications, Drawings and Bill of
Quantities and Addenda for the execution of the above-named Works, we the undersigned, offer
to execute and complete such Works and remedy any defect therein in conformity with the
aforesaid Conditions of Contract, Specifications, Drawings, Bill of Quantities and Addenda for
the sum of Sri Lankan Rupees
...................................................................................................(excluding VAT) (SL Rs.
................................................- excluding VAT) or such other sums as may be ascertained in
accordance with the said Conditions.

2. We / I acknowledge that the Contract Data forms part of our Bid.

3. We/ I undertake, if our Bid is accepted, to commence the Works as stipulated in the Contract
Data, and to complete the whole of the Works comprised in the Contract within the time stated in
the schedule.

4. We/I agree to abide by this Bid for the period stated in the sub clause 15 of Instruction to bidders
or any extended period and it shall remain binding upon us and may be accepted at any time
before the expiration of that period.

5. Unless and until a formal agreement is prepared and executed this Bid, together with your
written acceptance thereof, shall constitute a binding contract between us/me.

6. We/I understand that you are not bound to accept the lowest or any Bid you may receive.

Dated this ............... day of ................... 2019..... in the capacity of ................... duly authorized
to sign tenders for and on behalf of .............................................................. (IN BLOCK
CAPITALS)

Name :………………………………………………………..

Signature : ....................................................

Address : ...............................................................................................................

Witness : Name....................................................

Signature……………………………………….

Address :……………………………………………………

15
 Qualification Information
(To be completed and submitted by the bidder, with the Bid)

Bidder’s
Eligibility Requirement Qualification
ICTAD Registration

Registration
number

Grade C – 09 or above

Specialty Buildings

Expiry Date

Blacklisted
Contractors
Have you been declared as a defaulted contractor by NPA or any other
Yes/No
Agency?
IF yes provide details
VAT Registration
Number
(If no VAT attach a
copy of letter of
exemption from the
Inland Revenue
Department)
Construction
Program (attach as annex)

Public Company/Private Company/ Partnership/ Sole

Legal Status proprietor (delete which is applicable)
Eligibility Requirement Bidders Qualification
Qualification an Experience of Category, Experience and Required Proposed by bidder (Name,
key Staff Qualifications(insert experience and
No s
requirement) Qualification)
1. Technical Officer with NDT 01
or equivalent qualification
with minimum 5 years
experience in building
construction.
Similar works completed in 1. Year 2018
last 5 years (indicate only the
three largest projects) Amount
1. Year 2017
Amount
1. Year 2016
Amount
Attach certified copies of documents as evidence for above qualifications.

Signature and seal of the Bidder……………………………….

16
Section 05
Schedules

17
 Schedule
ITB Condition of Item Data
Clause contract
Clause
1 1.1.8 Employer is Name: Vice Chancellor,
Address : University of Colombo, No.94, Cumaratunga Munidasa
Mawatha, Colombo 03.
1.1.10 Engineer is: Works Enginneer / Dept. of Maintenance
University of Colombo
1 & 13 1.1.21 Summary of work The work is located in “Malaria Research Centre, Sella Road,
Mailagama, Katharagama”.
Contract name : Repair and Improvements of Katharagama
Research Centre, faculty of Medicine, University of Colombo
Contract No. MD/MR/C/16/2019
Work consists of excavation work including clearing site,
concrete work, earth filling, supply and fixing septic and water
tank.
1 1.1.14 Intended 08 weeks from the start date
completion date is
2 Source of Funds GOSL - Treasury Fund

4 Eligibility Shall hold a valid CIDA registration C -09 or above (buildings).

13 10.10 Price adjustment The contract is not subject to price adjustment
16 Bid Security Bid shall include a bid security for an amount of Rs.13,000.00
issued by an any commercial Bank operating in Sri Lanka accepted
by Central Bank of Sri Lanka using the form for Bid Security
(unconditional and on demand) included in CIDA/SBD/03 and
remain valid till 28 days beyond the bid validity period.
31 4.4 Performance Amount of performance security required is 05% of the awarded
security contract price and form acceptable is an unconditional guarantee or
bond obtained from a commercial bank operating in Sri Lanka
registered in Central Bank to the given standard form of
performance security specified in ICTAD/SBD/03.
6.4 Late completion The amount to be paid is 0.05% of initial contract price per day,
subject to maximum of 10% of initial contract price.
8.1 Notification of The period for defects notification is 180 days from Taking over.
Defects
10.3 Retention The amount of retention is 10% of certified work done subject to
the maximum of 05% of initial contract price.
10.12 Advance payment N/A
13.1 ( c ) Insurance Third
Party Minimum amount is Rs.200,000.00
13.1 Insurance for
contractor’s Minimum amount is Rs.200,000.00
personnel
33 14.2 Adjudicator Fees and types of reimbursable expenses to be paid to the
14.0 Resolution of Adjudicator shall be on a case to case basis and shall be shared
disputes by the contractor and the Employer.

18
 Section 06
Specifications

Specification for Electrical and Mechanical works associated with Building Civil Engineering,
ICTAD publication No. SCA/8. 2nd edition (Revised) 2000 August.

19
 Section 07
Bills of Quantities
Attachment A

20
 Section 08
Standard Forms
 Form of Bid Security

21
 Bid Guarantee

[this Bank Guarantee form shall be filled in accordance with the instructions indicated in
brackets]
------------------------------------------------------------------------------------------------------ [insert issuing
agency’s name, and address of issuing branch or office]

*Beneficiary: ----------------------------------------------------- [ name and address of

Employer]
Date: ------------------------------------------- [insert (by issuing agency)
date]

BID GUARANTEE No.: ---------- ---------------------[insert (by issuing agency) number]

We have been informed that -------------------------------------------------------- [insert (by issuing

agency) name of the Bidder; (hereinafter called "the Bidder") has submitted to you its bid dated ------
--- [insert (by issuing agency) date](hereinafter called "the Bid") for the execution of -------------------
-------------------------------------------------------------------------------------------------------------------------
---------------------------------------------------------------------------------------------- [insert name of
contract] under Invitation for Bids No. ----------------------------------------------[insert IFB number]
(“the IFB”).
Furthermore, we understand that, according to your conditions, Bids must be supported by a Bid
Guarantee.
At the request of the Bidder, we --------------- [insert name of issuing agency] hereby irrevocably
undertake to pay you any sum or sums not exceeding in total an amount of -------------------------------------
------------------------------ [insert amount in figures] ---------- [insert amount in words]) upon
receipt by us of your first demand in writing accompanied by a written statement stating that the
Bidder is in breach of its obligation(s) under the bid conditions, because the Bidder:

(a) has withdrawn its Bid during the period of bid validity specified; or
(b) does not accept the correction of errors in accordance with the Instructions to
Bidders (hereinafter “the ITB”); or
(c) having been notified of the acceptance of its Bid by the Purchaser during the period
of bid validity, (i) fails or refuses to execute the Contract Form, if required, or (ii)
fails or refuses to furnish the Performance Security, in accordance with the ITB.

This Guarantee shall expire: (a) if the Bidder is the successful bidder, upon our receipt of copies
of the Contract signed by the Bidder and of the Performance Security issued to you by the
Bidder; or (b) if the Bidder is not the successful bidder, upon the earlier of (i) the successful,
bidder furnishing the performance security, otherwise it will remain force up to --------------------
-------------- (insert date)

Consequently, any demand for payment under this Guarantee must be received by us at the
office on or before that date._____________________________

[signature(s) of authorized representative(s) ]

22
Bidder’s Checklist

Bidders are advised to fill the following table:

ITB YES
ITEM Clause (tick) REFERENCE
Form of Bid

Addressed to the Employer ? 18

Completed? 18

Signed ? 18

Bid Security declaration

Properly filled and signed
Bid Security (if required)
Addressed to the Employer? 16

Format as required ? 16

Issuing Agency as specified ? 16

Amount and currency as requested? 16

Validity 28 days beyond the validity of Bid 16

Qualification Information
All relevant information completed? 4

Signed ? 4

Addendum
Contents of the addendum (if any) 10
Taken into account ?

BID package
All the documents given in ITB Clause 12 12
enclosed in the original and copy?
ITB Clause 19 followed before 19
Sealing the Bid Package?

Signature and seal of the Bidder……………………………….

23
Attachment A

24
 APPENDIX TO THE FORM OF TENDER
REPAIR AND IMPROVEMENTS OF KATHARAGAMA RESEARCH CENTER, FACULTY
OF MEDICINEUNIVERSITY OF COLOMBO - MB/MR/C/16/2019

ICTAD Registration ………………………………..

Register No ………………………………..

Grade ………………………………..

Specialty ………………………………..

Expiry Date . ……………………………….

Amount of Bond Guarantee (bid bond) Rs.13,000.00 in favor of Vice

Chancellor, University of Colombo
(Unconditional and on Demand Bank
Guarantee) validity 28 Days beyond
the bid validity period of the bids
from the bid opening date OR
Payment to A/c No: 505170700003 to
any People’s Bank

Bid Validity 91 Days

Performance Bond 05%of Initial Contract Sum

Period of commencement from Engineer’s Order to commence 02 Week

Time for completion 08 Weeks

Amount of Liquidated Damages Rs.1/2000 of tender sum per

day

Limit of Liquidated Damages 10% of the contract sum

Amount of Bonus (if any) Nil

Period of Maintenance 180 Days

Percentage for adjustment of provisional sums Nil

Mobilization Advance Nil

Percentage of Retention 10%

Against the certified value

Limit of retention money 5%

(Percentage of Contract Sum)

Time required for settlement of on Submission of Bills

by the Contractor 30 Days

Price Adjustment as per clause 10.10 of ICTAD/SBD/03 Nil

25
--------------------------------------------------------------------------------------------------------------------------

Amount in Words (excluding VAT)……………………………………………………………………

…………………………………………………………………………………………………………

In witness whereof, I/we do set my hand/our respective hand hereto at……………………………..

On this ………………….day of………………………Two Thousand and………………………..

Signature of Tender/s………………………………………………………………………………..

(In the capacity of ……………………………………………………and /or duly authorized to sign

This tender for and on behalf of)……………………………………………………………………

ADDRESS

WITNESS

SIGNATURES

1.

2.

26