proposed renovation of new office building at …

PROPOSED RENOVATION OF NEW OFFICE BUILDING

AT NEGOMBO FOR REGIONAL CENTRE OF OCEAN

UNIVERSITY OF SRI LANKA

Bidding Document

Invitation for Bids (IFB)

State Ministry of Skills Development, Vocational Education, Research

& Innovations

Proposed Renovation of New office building at Negombo for Regional Centre of

Ocean University of Sri Lanka

1. The Chairman, Regional Procurement Committee on behalf of the Vice

Chancellor, Ocean University of Sri Lanka, Crow Island, Mattakkuliya, Colombo

15 now invites sealed bids from eligible & qualified bidders for Construction of

Proposed Renovation of New office building at Negombo for Regional Centre of

Ocean University of Sri Lanka

The Work consists of renovation of New office building including floor tiling,

demolishing, roof and ceiling repairing, painting and water proofing.

Location of Project :

Premises of Regional Centre of Ocean University of Sri Lanka at Negombo.

The construction period is 80 days. Total estimated amount for works is Rs. 6.19

Million.

2. Bidding will be conducted through National Competitive Bidding Procedure.

3. To be eligible for contract award, the successful bidder shall not have been blacklisted and shall

meet the following requirements.

CIDA registration required.

Specialty : Buildings

Grade : C7 or C6

4. Interested bidders may obtain further information from Engineer, Ocean University of

Sri Lanka, No 15, Crow Island, Mattakkuliya (Tel: 0773511918.)

5. Interested bidders can download the bid documents from the website of the Ocean

University of Sri Lanka.i.e www.ocu.ac.lk from 07.07,2021 to 26.07.2021.

6. Non-refundable bid document fee Rupees 2,500/= should be credited to Ocean

University of Sri Lanka Account No.214-1-001-4-3629868,People`s Bank

Mattakkuliya Branch, from 07.07.2021 to 26.07.2021. Bank slip should attach with

the bid documents. Otherwise bid will be rejected.

http://www.ocu.ac.lk/

7. Bids shall be delivered to the Chairman, Regional procurement Committee, Ocean

University of Sri Lanka, Crow Island, Mattakkuliya, Colombo 15 to reach on or

before 11.00 a.m on 27.07.2021. Late bids will be rejected. Bids will be opened soon

after closing in the presence of the bidders’ representatives who choose to attend.

8. Bids shall be valid up to 91 days from bid opening date.

9. All bids shall be accompanied by a Bid Security of Rs. 62,000.00. Bid security shall be

valid up to 08.11.2021 from bid opening date. Bid security shall be in favour of Vice

Chancellor .Ocean University of Sri Lanka

10. A pre-bid meeting will be held on 14.07.2021 at 11.00 a.m at the Regional Centre of

Ocean University at Negombo.

Chairman,

Regional Procurement Committee,

Ocean University of Sri Lanka,

Crow Island,

Mattakkuliya,

Colombo 15.

CONTENTS

VOLUME 1

Page

Section 1 : Instructions to Bidders 5-14

Section 2 : Standard Forms (Contract) 15-19

Section 3 : Conditions of Contract 20

VOLUME 2

Investigation for Bids

Section 4 : Form of Bid and Qualification Information 21-23

Section 5 : Schedule 24-27

Section 6 : Specifications 28

Section 7 : Bill of Quantities 29-37Section 8 : General Preambles 38Section 9 : Standard Forms (Bid) 39-40Section 10 : Drawings 41

SECTION - 01

INSTRUCTIO N TO BIDDERS (ITB)

Note:

Bidders are advised to refer Section I – Instruction to Bidders of Standard Bidding

Document ICTAD Publication No. – ICTAD/ SBD/03 – Second Edition –January

2007

Table of Clauses

INSTRUCTIO N TO BIDDERS (ITB)

A. General. 4

1. Scope of Bid, 4

2. Source of Fund, 4

3. Ethics, Fraud and Corruption, 4

4. Eligibility and Qualification of the Bidder, 4

5. One Bid per Bidder, 5

6. Cost of Bidding, 5

7. Site Visit, 5

B. Bidding Documents, 5

8. Content of Bidding Documents, 5

9. Clarification of Bidding Documents, 6

10. Amendment of Bidding Documents, 6

C. Preparation of Bids, 6

11. Language of Bid, 6

12. Documents Comprising the Bid, 6

13. Bid Prices, 7

14. Currency of Bid and payments, 7

15. Period of validity Bids, 7

16. Bid Security and Bid Securing Declaration, 8

17. Pre-Bid Meeting, 9

18. Format and Signing of Bid, 9

D. Submission of Bids, 9

19. Sealing and Marking of Bids, 9

20. Deadline for Submission of Bids, 10

21. Late Bids, 10

E. Bid Opening & Evaluation, 10

22. Bid Opening, 10

23. Process to be Confidential, 10

24. Clarification Of Bids, 10

25. Examination of Bids and Determination of

Responsiveness, 10

26. Correction of Errors, 11

27. Evaluation and Comparison of Bids, 12

F. Award of Contract, 13

28. Award of Criteria, 13

29. Employer's Right to Accept any Bid

and to Reject any or all Bids, 13

30. Award and Signing of Agreement, 13

31. Performance Security, 13

32. Advance Payment & Security, 14

33. Adjudicator, 14

Instructions to Bidders

A General

1. Scope of Bid: Employer, as named in the Schedule, invites bids for the Construction Of

Works as Summarized in the Schedule;

Successful bidder will be expected to Complete the Works by the

Intended Completion Date stated in the schedule;

Intended Completion Date shall be calculated from the Start Date.

2. Source of Fund: Works will be financed by the source given in the Schedule.

3. Ethics, Fraud The attention of the bidders is drawn to the following guidelines of the

and Corruption: Procurement Guidelines published by National Procurement Agency;

Parties associated with Procurement actions, namely, suppliers/contractors

and officials shall ensure that they maintain strict confidentiality throughout

the process;

Officials shall refrain from receiving any personal gain from any

Procurement action. No gifts or inducement shall be accepted.

Suppliers/contractors are liable to be disqualified from the bidding process if

found offering any gift or inducement which may have an effect of

influencing a decision or impairing the objective of an official.

The attention of the bidders is also drawn to the Sub-Clause 11.1 of the

Condition of Contract (Section 3) which shall apply to any bidder.

4. Eligibility and The bidder shall not be a blacklisted contractor at the time of bidding

Qualification of and at the time of award of contract.

the Bidder:

For domestic bidders, to qualify for the contract award, the successful

bidder should have been registered and hold a valid registration from the

deadline for submission of bids until the expiry of the original validity of

the bid, with the Institute for Construction Training and Development

(ICTAD), under the grade and speciality given in the invitation for Bids

/Section 4-Qualification Information.

All bidders shall provide, the information requested in the Section 4-form of

Bid and Qualification Information.

To qualify for award of the Contract, bidders shall meet the minimum

qualifying criteria if given in Section 4 - Form of Bid and Qualification

Information.

All bidders shall meet (any other) requirement given in the Schedule.

5. One Bid per:- A bidder shall submit only one bid.

Bidder

6. Cost of Bidding:- Bidder shall bear all costs associated with the preparation and

submission of its bid;

Employer will in no case be responsible or liable for those costs,

regardless of the conduct or outcome of the bidding process.

7. Site Visit:- The bidder, at the bidder's own responsibility and risk is encouraged;

to visit and examine the Site, and its surroundings where the Works are to be

executed;

to obtain all information that may be necessary for preparing the bid and

entering in to a Contract for construction of the Works;

The Costs of visiting the Site shall be at the bidder's own expense.

B. Bidding Documents

8. Content of Bidding Documents consists of two volumes stated below and shall be read

Bidding in conjunction with any addenda issued in accordance with Clause 10

Documents:-

Volume 1

Section 1 - Instruction to Bidders

Section 2 - Standards Forms(Contract)

Section 3 - Conditions of Contract

Volume 2

Invitation for Bids

Section 4 - Form of Bid and Qualification Information

Section 5 - Schedule

Section 6 - Specification

Section 7 - Bill of Quantities

Section 8 - Drawings

Section 9 - Standard Forms (BID)

9. Clarification of:- A bidder requiring any Clarification of the Bidding Documents shall

Bidding contact the Employer in writing or facsimile at the Employer's address

Documents indicated in the Invitation for Bids

Employer will respond in writing to any such request for clarification

received no later than seven (7) Days prior to the deadline for submission

of bids;

Copies of the Employer's response will be forwarded to all purchasers of

the bidding documents, including a description of the inquiry but without

identifying its source.

10. Amendment of:- At any time prior to the deadline for submission of bids, the Employer

Bidding may amend the bidding documents by issuing addenda.

Documents

Any addendum thus issued shall be a part of the bidding

documents;

Any addendum shall be communicated in writing or by facsimile to all

purchasers of the bidding documents.

C. Preparation of Bids

11. Language of Bid:- The bid as well as correspondence and documents relating to the bid

exchanged by the bidder and the Employer, shall be written in English

Language.

12. Documents The bid submitted by the bidder shall comprise the following;

Comprising the:- (A) Enclosed in the envelop marked as "Original"

Bid

a) Duly filled and signed form of Bid and Qualification Information

(in the format indicated in section 4);

b) Bid Security or Bid Security Declaration as specified

c) Section 5 - Schedule

d) Section 6 - Specification

e) Section 7 - Priced Bill of Quantities

f) Section 8 - Drawings

g) Any other information required to be completed and submitted

by bidders as specified in the Schedule.

(B) Enclosed in the envelope marked as "Copy"

a) Duly filled and signed form of Bid and Qualification Information

(in the format indicated in section 4);

b) Section 7 - Priced Bill of Quantities

13. Bid Prices:- The Contract shall be for the whole Works, summarized in the Schedule,

and based on the priced Bill of Quantities;

The bidder shall fill in rates and prices for all items of the Works described

in the Bill of Quantities;

Items for which no rate and price is entered by the bidder will not be paid for

by the Employer when executed and shall be deemed covered by the other

rates and prices in the Bill of quantities;

All duties, taxes, and other levies payable by the Contractor under the

Contract, or for any other cause, as of the date 14 Days prior to the deadline

for submission of bids, shall be included in the rates, prices, and total Bid

price submitted by the bidder;

VAT shall not be included in the rates or prices but shall be shown separately

at the space provided in the BOQ;

The contract Price shall be adjusted for fluctuations in the cost of inputs only

if provided in the schedule;

If so provided, the amounts certified in each payment certificate, after

deducting for Advance payment, shall be adjusted in accordance with sub-

Clause 10.10 of Condition of Contract and by using either Option A or

Option B stated in the Schedule.

14. Currency of Bid:- Prices shall be quoted by the bidder entirely in Sri Lanka Rupees.

and Payment

15. Period of :- Bid shall remain valid for the period stipulated in the Invitation

Validity of Bids for Bids after the date of bid submission specified in Clause 20;

A bid valid for a shorter period shall be rejected by the Employer;

In exceptional circumstances, prior to expiry of the period of validity of bids,

the Employer may request that the bidders extend the period of validity for a

specified additional period;

A bidder may refuse the request;

A bidder agreeing to the request will not be required or permitted to modify

its bid, but will be required to extend the validity of its bid security for the

period of the extension and in compliance with Clause 16 in all response.

16. Bid Security and The bidder shall furnish, as part of its Bid, a bid security or a bid-

Bid-Securing securing declaration as specified in the Schedule in the format

Declaration given in the Section 9.

The bid security shall be in the amount specified in the Schedule and shall

be valid until the date specified in the schedule, from as agency acceptable

to the Employer.

Any Bid not accompanied by a substantially responsive bid security or bid-

securing declaration in accordance with this clause, shall be rejected by the

Employer.

The bid security or the bid-securing declaration of unsuccessful bidders shall

be returned promptly upon the successful bidder furnishing the performance

security

The bid security may be forfeited or the bid-securing declaration executed;

a) if a bidder withdraws its bid during the period of bid validity specified by

the bidder on the Form of Bid; or

b) if the bidder does not accept the correction of its bid price pursuant to

ITB sub-Clause 26.

c) if the successful bidder fails within the specified time to;

i. sign the Contract; or

ii. furnish the required performance security.

17. Per-Bid Meeting:- The bidder designated representative is invited to attend a pre-bid meeting

which, if convened and informed to the bidder, will take place at the venue

and time stipulated.

18. Format and:- The bidder shall prepare one original of the documents comprising

Signing of Bid the bid as described in clause 12 and clearly marked "ORIGINAL"

In addition, the bidder shall submit one Copy of the bid, clearly marked as

"COPY"

In the event of discrepancy between them, the original shall prevail;

The original and the copy of the bid shall be typed or written in indelible ink and

shall be signed by a person or persons duly authorized to sign on behalf of the

bidder;

The bid shall contain no alterations or additions, except those to comply with

instruction issued by the Employer, or as necessary to correct errors made by the

bidder, in which case such corrections shall be initialed by the person or persons

signing the bid.

D. Submission of Bids

19. Sealing and The bidder shall seal the original and the copy of the bid in two

Marking of Bids inner separate envelopes and one outer envelope, duly marking the

inner envelopes as "ORIGINAL" and "COPY"

The inner and outer envelopes shall;

a). be addressed to the Employer at the address provided in the

Invitation for bids;

b). bear the name and identification number of the Contract in

accordance with clause 1; and

c). provide a warning “not to open before the specified time and

date for bid opening as defined in the clause 22.”

In addition to the identification required above, the inner envelopes shall

indicate the name and address of the bidder to enable the bid to be returned

unopened in case it is declared late.

20. Deadline for :- Bid shall be delivered to the Employer at the address specified

Submission of above and no later than the time and date specified in the

Bids Invitation for Bids

21. Late Bids:- Any bid received by the Employer after the deadline for submission of

bids will be returned unopened to the bidder.

E. Bid Opening and Evaluation

22. Bid Opening:- The Employer will open the bids, in the presence of the bidders

representatives who choose to attend at the time and in the place specified in

the invitation for bids;

The envelope marked as "Original" will be opened, if no envelope is marked

as "Original" the Employer may open one of more envelopes;

The bidders' names, the bid prices, the total amount of each bid, any

discounts, and such other details as the Employer may consider appropriate,

will be announced by the Employer at the opening;

The Employer shall reseal all opened envelopes in the presence of the

bidders representatives.

No bid shall be rejected at bid opening except for late bids.

23. Process to be Information relating to the examination, clarification, evaluation, and

Confidential comparison of bids and recommendation for the award of a Contract shall

not be disclosed or any other persons not officially concerned with such

process until the award to the successful bidder has been announced.

24. 24. Clarification of:- To assist in the Examination, Evaluation, and Comparison of bids, Bid

the Employer may, at the Employer's discretion, ask any bidder for

clarification of the bidder's bid, including breakdowns of prices;

The request for clarification and the response shall be in writing.

25. Examination of Prior to the detailed evaluation of bids, the Employer determine

Bid and determine whether each bid:

Determination of

Responsiveness a). meets the eligibility criteria

b). has been properly signed ; and

c). is substantially responsive to the requirements of the bidding documents

A substantially responsive bid is one which conforms to all the terms,

conditions, and specifications of the bidding documents, without material

deviation or reservation;

A material deviation or reservation is one;

a). which affects in any substantial way the scope, quality, or

performance of the Works;

b). which limits in any substantial way, inconsistent with the bidding

documents, the Employer's rights or the bidder's obligations under the

Contract; or

c). where rectification would affect unfairly the competitive position of other

bidders presenting substantially responsive Bids.

If a bid is not substantially responsive:

a). it will be rejected by the Employer;

b). and may not subsequently be made responsive by correction or

withdrawal of the nonconforming deviation or reservation.

26. Correction of Bids determined to be substantially responsive will be checked by

Errors the Employer for any arithmetic errors;

Errors will be corrected by the Employer as follows;

a). where there is a discrepancy between the amount in figures and in

words, the amount in words will govern;

b). where there is a discrepancy between the unit rate and the line item

total resulting from multiplying the unit rate by the quantity, the unit rate

as quoted will govern, unless in the opinion of the Employer there is an

obviously gross misplacement of the decimal point in the unit rate, in

which case the line item total as quoted will govern, and the unit rate will

be corrected;

c). if the bid price changes by the above procedure, the amount stated in

the form of bid shall be adjusted with the concurrence of the bidder and

shall be considered as binding upon the bidder;

d). if the bidder does not accept the corrected amount of bid, its bid shall

be rejected and the bid security may be forfeited or bid-securing

declaration executed in accordance with Clause 16.

27. Evaluation and:- Employer will evaluate and compare only the bids determined

Comparison of to be substantially responsive;

Bids

In evaluating the bids, Employer will determine for each bid the

Evaluated Bid price by adjusting the Bid price as follows;

a).making any correction for errors;

b). excluding the provision, if any, for contingencies;

c). making an appropriate adjustment for any other acceptable variations

or deviations; and

d). making appropriate adjustments to reflect discounts offered

The Employer reserves the right to accept or reject any variation or

deviation.

Examination for unbalance bids; if the Employer determines that the bid

is unbalanced and hence the bidder may fail in the performance of his

obligations in some items within the quoted rates, a higher performance

security as determined by the Employer may be requested to mitigate

such risk

G. Award of Contract

28. Award Criteria:- Subject to clause 29, Employer will award the Contract to the Bidder

whose bid has been determined to be substantially responsive to the bidding

documents and who has offered the lowest evaluated Bid price, provided that

such bidder has been determined to be;

a. eligible in accordance with the provisions of clause 3; and

b. qualified in accordance with the provisions of clause 4

29. Employer's Right:- Employer reserves the right to;

to Accept any Bid a). accept or reject any bid;

and to Reject any b). cancel the bidding process;

Bids c). reject all bids, at any time prior to the award of Contract,

without thereby incurring any liability to the affected bidder(s).

30. Award and Signing:- Prior to expiration of the bid validity period, the Employer will

of Agreement notify the successful bidder that his bid has been accepted.

This letter (hereinafter and in the Conditions of Contract called the

"Letter of Acceptance" will state the sum that the Employer will pay

the Contractor in consideration of the execution, completion, and

maintenance of the Works by the Contractor as prescribed by the

Contract (hereinafter and in the Contract called the "Initial Contract

Price")

The notification of award will constitute the formation of the Contract;

The Employer shall notify the successful bidder the date, time and venue

for the signing of the agreement;

The agreement shall be signed within 28days of the Letter of

acceptance.

31. Performance :- Within 14Days after receipt of the letter of acceptance, the successful

Security bidder shall deliver to the Employer a performance Security:

to an amount equivalent to 05% of initial Contract price; and

in the form specified in the Section 2

32. Advance Payment:- Not Applicable (If Provide Advance, original condition of SBD/03

and Security is governed)

33. Adjudicator:- The Employer nominates the Institute for Construction Training and

Development (ICTAD) as the Adjudicator. If the bidder disagrees with the

nomination, the bidder shall state so in the bid, in which event the

Employer and the Contractor may reach agreement on the appointment of

an Adjudicator by mutual consent within 14 days from the Letter of

Acceptance.

If mutual consent is not reached or resorted to as above then the

Adjudicator shall be appointed by the Institute for Construction Training

and Development (ICTAD) at the request of either Party.

If a person is appointed as the Adjudicator then he shall not be associated

with the project directly and he should be in a position to demonstrate

impartiality and independence in his functions.

SECTION - 02

STANDARD FORMS(CONTRACT)

LETTER OF ACCEPTANCE

AGREEMENT

PERFORMANCE SECURITY (Unconditional)

ADVANCE PAYMENT SECURITY

RETENTION MONEY GUARANTEE

FORM OF LETTER OF ACCEPTANCE

......................................(date)

To : ...................................................

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

...........................................................(Name and address of the Contractor)

This is notify you that your bid dated.................................(insert date). for the construction and remedying

defect of the .................................................(name of the Contract and identification number) for the Contract

price of ............................................. (name of currency)

…………………………………………………………..(amount in figures and word) as corrected in

accordance with Instruction to Bidders and/ or modified by a Memorandum of Understanding, is hereby

accepted.

You are hereby instructed to proceed with the execution of the said works in accordance with the Contract

Documents.

The Start Date shall be :- ………….. ...................................

The amount of performance security is :- .....................................................

The performance security shall be submitted on or before :- ......................................................

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

Name and title of Signature :- ........................................................

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

FORM OF AGREEMENT

This AGREEMENT made the ...................... (day) of .........................(month) 200......, between

..............................................(name and address of Employer) , of the one part, and,

....................................................................(name and address of Contractor) of the other part;

WHEREAS the Employer desires that the Contractor execute the ................................................ (name and

identification no of Contract) and the Employer has accepted the Bid by the Contractor for the execution and

completion of such Works and remedying of any defects therein.

The Employer and the Contractor agree as follows;

1. In this Agreement words and expressions shall have the same meanings as are respectively assigned

to them in the Contract hereinafter referred to.

2. In consideration of the payments to be made by the Employer to the Contractor as indicated in this

agreement, 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 Contractor

undertaking to execute and complete the works and remedy any defects therein, 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 hereto have cased 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 Witnesses :

Name :-

……………………………………………

NIC No. :-

……………………….……………………

Signature :-

………………………………..…………

Address :-

………………………………..…………

Name :-

…………………..……….…………………

NIC No. :-

…………………………..…………………

Signature :-

……………………………………………

Address :-

………………………………………………

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 in to Contract No. .......................................(reference number of the

contract) dated .................................... with you, for the ....................................[insert “construction” ] of

..................................................[name of the contract and brief description of Work] (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 of 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)]

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 in to Contract No. .................................. ... [reference number

of the contract] dated .................................. with you, for the ................................ Construction of

...................................................................................... [name of contract and 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 of figures] (..............................................................) [amount in words4], 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 expected expiration

date of the Contract]

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

that date .

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

(signature(s))

SECTION-03

CONDITIONS OF CONTRACT

Please refer CIDA Publication No. ICTAD/SBD/03 Standard Bidding Document,

Procurement of Works, Second Edition – January 2007 for Volume I.

SECTION - 04

FORM OF BID AND QUALIFICATION INFORMATION

FORM OF BID

NAME OF CONTRACT: Proposed renovation of New office building at Negombo for Regional

Centre of Ocean University of Sri Lanka

CONTRACT NO :.OCU/Eng/CON/Neg/2021/14..................................

To: Vice Chancellor, Ocean University of Sri Lanka, Crow Island, Mattakkuliya,

Colombo 15.

Gentleman,

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

[ICTAD/SBD/03 – Second Edition, January 2007], Specifications, Drawings and Bills 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, Bills of Quantities and

Addenda for the sum of Sri Lankan Rupees ……………………………………………….

………………………………………… (LKR ……………….………..) (excluding VAT) or

such other sums as may be ascertained in accordance with the said Conditions.

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

3. We 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 Contract Data.

4. We agree to abide by this Bid for the period of 91 Days from the date fixed for receiving 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.

6. We accept / we do not accept the Adjudicator.

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

8. We certify/conform that we comply with the eligibility requirements as per ITB Clause 4 of

the ICTAD publication SBD/03(Second Edition January 2007).

Dated this ………………….…………..day of ………………………………….……2021

in the capacity of ………………………Name………………………………………duly

authorized to sign tenders for and on behalf of……………………………………………..

[in block capitals or typed]

Signature :………………………………

Address : ……………………………………………………………………………….

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

2. ……………………………………………………………………………

Qualification Information

(SPECIMEN)

Eligibility Requirement Bidder's Qualification

ICTAD Registration

Registration Number

Grade C7 or C6

Speciality Building Construction

Expiry Date

Blacklisted Contractors

Have you been declared as a defaulted contractor

by NPA or any other Agency @

Yes/No

IF yes provide details

VAT registration Number

Construction Program

Legal status Public company/Private Company/Partnership/Sole Proprietor

Eligibility Requirement Bidder's Qualification

Qualification and

experience of key staff Category, Experience and

Qualifications

Required

Nos.

proposed by bidder

(Name, experience and

Qualifications)

1

2

3

List Other information

required

…………………………………

Signature of the Bidder

SECTION - 05

SCHEDULE

SCHEDULE

ITB

Clause

Conditio

ns of

Contrac

t Clause

Item Data

1. 1.1.8 Employer is : Name : Vice Chancellor

Address: Ocean University of Sri Lanka,

Crow Island,

Mattakkuliya,

Colombo 15.

1.1.10 Engineer is:

Fax No

1. 1.1.21 Summary of Works

Contract Name :

Contract No :

The Works consists

of

:

Renovation of new office building at Negombo Regional

Centre.

The Work consists of renovation of New office building

including floor tiling, demolishing, roof and ceiling

repairing, painting and water proofing.

1. 1.1.14 Intended Completion

Date : Intended Completion Date is 80 Days from the start date.

3. Eligibility The registration required

Specialty : Building

Grade : C7 or C6

13. 10.10 Price Adjustment The Contract “is not” subject to price adjustment in

accordance with Sub-Clause 10.10 of the Conditions of

Contract

16

17

20

22

Bid Security/Bid

Securing

Declaration

Pre-Bid meeting

submission of Bid

Bid Opening

Bid shall include a Bid Security :

Bid Security for an amount of Sri Lanka Rupees

Sixty two Thousand only (Rs. 62,000.00) from any

commercial Bank operating in Sri Lanka approved

by the Central Bank acceptable to Employer using

form for bid security (unconditional guarantee)

included in Section 9, Standard Forms.

Shall be in favour of Vice Chancellor

.Ocean University of Sri Lanka

Shall be valid up to 08.11.2021[28 Days

beyond the bid validity period]

Pre-Bid meeting

Pre-Bid meeting will be held

Date : 12.07.2021

Time: 11 a.m

Venue: Negombo site

(Prior to the meeting prospective bidders can

visit the site)

The Employer’s address for the purpose of Bid

submission is Chairman, Regional Procurement

Committee., Ocean University of Sri Lanka,

Crow Island, Mattakkuliya, Colombo 15.

Deadline for submission of Bids shall be at

11 a.m on 27.07.2021

Bid will be opened at 11.a.m on 2707.2021

…. In the presence of the bidders or their

representative’s.

31. 4.4 Performance

Security

Amount of Performance Security required is 5% of

the Initial Contract Price.

6.4 Late Completion The amount to be paid is 0.05% of Initial Contract

Price per Day, subjected to maximum of 5% of

Initial Contract Price.

8.1 Notification of

Defects

The period for Defect Notification is 360days from

date of Taking Over the Job.

10.3 Retention The amount of retention is 10% of certified work

done.

The maximum amount of retention is 5% of Initial

Contract Price.

10.12 Advance Payment 30% of Contract sum (excluding provisional sum)

Upon the payment of the advance payment in full

the Employer shall return the original of the

advance payment guarantee to the Contractor.

13.1(c) Insurance, Minimum amount for third party insurance is

third party Rupees 500,000.00 per event Contractor All Risk

Policy.

13.1 Insurance for Minimum amount for Insurance for Contractor's Personnel

Contractor's Personnel is Rupees 500,000.00 per event

1.1.11 Adjudicator Fees and types of reimbursable expenses to be paid to the

Adjudicator shall be on a case to case basis and shall be shared

by the Contractor and the Employer.

14.0 Resolution of Is by the Adjudicator.

Disputes

SECTION - 06

SPECIFICATIONS

A set of precise and clear specification is a pre-requisite for bidder to respond realistically

and competitively to the requirements of the Employer without qualifying or conditioning

their bids. The specifications must be drafted to permit the widest possible competition and,

at the same time, present a clear statement of the required standards of workmanship,

materials, and performance of the goods and services to be procured. Only if this is done will

the objectives of economy, efficiency, and fairness in procurement be realized,

responsiveness of bids be ensured, and the subsequent task of bid evaluation facilitated. The

specifications should require that all goods and materials to be incorporated in the works be

new, unused, of the most recent of current models, and incorporate all recent improvements

in design and materials unless provided otherwise in the Contract.

For referring specifications the Bidders are advised to use the following standard

specifications published by ICTAD.

SCA/3/1 - Irrigation & Land Drainage

SCA/3/2 - Water Supply Sewerage & Storm Water Drainage

SCA/3/3 - Reclamation Works

SCA/3/4 - Ground Water Exploitation

SCA/4 - Building Works(vol I)

SCA/4/II - Building Works(vol II)

SCA/5 - Road and Bridges

SCA/6 - Coastal Harbour Engineering Works

SCA/8 - Electrical & Mechanical Works

ICTAD/DEV/16 - Board & Cast, In-Situ reinforced Concrete Piles

ICTAD/DEV/16 - Site Investigation for Building Works & Sample Bill of

Quantities

Any other Standard Specifications approved by the Government

SECTION - 07

BILL OF QUANTITIES

Repair to Roof, Ceiling and Tiling Works of (Ground Floor Room 1, Upper Floor room no 39, 41, 47) at Ocean University regional Office Negombo.

ITEM DESCRIPTION Qty UNIT RATE AMOUNT

BILL NO 2 - SUPERSTRUCTURE

A- DEMOLITION

The Bidders are requested to refer Bill of

Quantities, General Notes, Pricing Preambles,

Drawings, Specifications, Conditions of

Contract, documents prior to pricing of this

section of work.

Note-1

Where there is a duplication of demolition items

in this trade the bidder is requested to price the

item more detailed in description.

Note-2

The Bidder is advised to visit the site of the

proposed work, as it is bidder's responsibility to

ascertain the conditions governing, actual amount

of work involved, access to the site, the external

working space, storage area etc.,

Note-3

Rates for demolishing shall include for carrying

nature of this work with out any damage to the

existing structures on an approved method, with

minimum damage to all other existing work. Any

damages to be rectified at contractor's cost

measures to be done to the approval of the

Engineer prior to commencement of any

demolishing work to avoid damages to workers,

outsiders, existing services, existing structure,

adjoining properties, public services & to

minimise dust, noise and disturbances to others

Note-4

The contractor shall submit a detailed method

statement with a list of proposed equipments to

be used for all demolishing work for prior

approval of the Engineer.

Note-5

All reusable materials shall be a property of the

Employer and to be stacked within the site and

protect until handing over and hand over to the

employer.

Note-6

The contractor shall not carry out any demolition

work without reconfirmation even though the

such items have already been included in the Bill

of Quantities and or indicated in the drawings.

The extent of demolition to demarcated at the

location by the contractor and approval to be

obtained prior to commencement of such

demolition work

Note-7



Rates shall include for disposal of materials other

than those remaining the property of employer

and removal of all rubbish and debris away from

the site in an acceptable manner without allowing

to accommodate the same

Note-8

2.A.1Demolishing tiles, glazed and clearing debris

(Inclusive of removing tile bed)22.00 Sqr

2.A.2Removing existing Ceiling, stacking materials

and clearing debris 53.00 Sqr

2.A.3Removing and stacking corrugated sheets, iron,

asbestos or Aluminum alloy from roof , or walls 25.50 Sqr

2.A.4Chipping rendering, cement, and clearing debris

away from cement concrete floors and walls28.00 Sqr

2.A.5

Transporting debris cleared away from site by

tractor (app 20 miles away). Rate to include

loading & unloading.

2.00 Load

TOTAL CARRIED TO COLLECTION ON PAGE NO S07-



B - CONCRETE WORK

Unless otherwise stated all concrete work shall

be :-Note -1

(a) Grade or mix proportions as specified

(b) All structural concrete shall be made dense

with a vibrator as directed.

(c) All concrete shall be free of honeycombs or

other irregularities.

Unless otherwise specified in the respective

items, all formwork and reinforcement shall be

measured separately.Note -2

Rates shall include for plant for mixing, handling,

hoisting, depositing, compacting, curing and

making good after removal of formwork etc.Note -3

2.B.1Cement concrete 1:2:4(3/4")using mixer. (R/F

and Shuttering paid for separately)2.00 Cube




C - WATER PROOFING

The Bidders are requested to refer General Notes,

Pricing Preambles, Drawings, Specifications,

Conditions of Contract, Special Conditions of

Contract and all other relevant documents prior

to pricing of the following items.

Note-01

Water proofing work to be carried out by a

specialized waterproofing sub contractor. The

contractor shall submit a 10 year guarantee for

material and workmanship in the name of the

Employer for waterproofing system.

Note-02

The Bidder shall submit the most suitable water

proofing system as specified to suit for new and

old concrete surface at location to be used

technically acceptable to the Engineer.

Note-03

The Bidder shall submit the following technical

details along with the bid.Note-04

a. Type of water proofing.

b. Brand name

c. Country of origin

d. Method of application

e. Detail of guarantee (format)

f. Suitability to the nature of the surfaces of

particular location.

g. Sealant

Rate shall include for all internal and external

angles, angle fillets, arises, edges, intersections

on work to cross falls.

Note-05

Water proofing system, shall consist of two (2)

coats of water proofing concrete slurry coats.Note-06

Surface preparation, mixing, application and

curing shall be strictly in accordance with the

manufacture's instructions.

Note-07

The Contractor may use any system of water

proofing concrete by crystallization, with the

prior approval of the Engineer.Note-08



Rate shall include for chipping, removing and

cleaning all loose materials on the surfaces to be

water proof.

Note-09

Rate shall include for chipping, removing and

clearing of all loose materials on the surfaces to

be waterproofed

Note-10

Rate Shall include sealing around the gullies/

pipe protrusions with non shrink high strength

cementations grout Masterflow 98 or

Equivalent

Note-11

Rate shall include forming 1:3 cement sand 25

mm x 25 mm angle fillets at all right angled

edges and mixing , Laying of plastering (1: 5)

upto ceilling height

Note-12

Supply and laying of Glass fibre reinforcement

strip Glascote 60 or equivalent to all vertical /

horizontal intersections as per manufacture

instruction & working order

Note-13

Rate to include protection of Water Proofed

floor Area with 20 mm thick cement & sand 1:3

layer and cement floating finish with normal

Cement grout.

Note-14

2.C.1

Waterproofing and crack isolation membrane

type treatment to slab less than 300m2 according

to Manufacturers specification's. ("Mapelastic"

or equivalent approved product excluding

preparation of surface)

2800.00 Sq.ft




D - WALL, FLOOR AND CEILING

FINISHES

Rates to be included for all temporary rules,

screeds, grounds etc. for raking out joints of new

brick work or hacking new concrete for key

internal and coved angles, joints between new &

old plastering, arises, quirks, inter sections

between curved or irregular

Note-1

Rates to include for the cost for scaffoldings and

curing.

Note-2

PAVIOR

Rate shall include for :

All temporary rules, screeds, grounds etc. all

normal cutting, arises, rounded angles and edges

and the like, bedding and pointing making good

between different surfaces & between new and

old work, making good around pipes, sanitary

fitting, and other fixtures cleaning down and

protecting upon completion.

Note-3

All floor and wall tiles shall be locally

manufactured and shall be of approved quality,

colour, texture and size.

Note-4

All tile laying shall be in straight joints in both

ways including all shapes, corner and angles.Note-5

All wall and floor tiling shall be set in 12mm

thick 1:3 cement sand mortar bedding and fixed

with neat cement floating Note-6

All tile joints shall be pointed with polymer

modified coloured tile grout to match with tiles. Note-7

Floor Tiling

Porcelain Homogenous Vitreous, floor tiles with

all specials supplying and fixing to floors

including tile mortar, raking plaster and bedding

in cement mortar 1:3 and pointed with tile grout

to match the tiles. ( Rocell or equivalent brand)

2.D.1

--Do-- for, 600mm X 600mm MATT floor tile.

Prime Cost of, 600mm X 600mm MATT floor tile

(Rocell or Equivalent)=Rs.1358.00

2200.00 Sq.ft

Total Carried Forward



Tile skirting

2.D.2

Vitreous ceramic floor tiles Skirting 300mm x

100mm supplying and fixing to bottom line of

wall including raking plaster bedding with

cement mortar 1:3 and pointed with tile grout to

match the tiles. (Quality approved by the

Engineer.) Prime Cost of, 300mm x 300mm

MATT floor tile (Rocell or

Equivalent)=Rs.216.00

435.00 L.ft

Cement Rendering on Floors

2.D.3Rendering, 12mm thick in cement and sand (1:3)

finished rough.28.00 Sqr

2.D.4

Rendering, 12mm thick in cement and sand (1:3)

, and finished with floating coat, using neat

Cement and finished smooth with Carborandum

Stone.

28.00 Sqr

Ceiling finishes

2.D.5

Flat asbestos cement sheet ceiling fixed to and

including necessary timber frame work consisting

of 100 x 50 mm main joists and 50 x 50 mm

secondary josits.Provide 25 x12mm timber

beadings at joints and 50 x 50mm cove

mouldings all faces of walls, fixed with brass

screws as per Engineer's approval.

53.00 Sqr


E- ROOF COVERING AND ROOF PLUMBING

2.E.1

Corrugated sheets, iron, asbestos or Aluminium

alloy fixed with hook bolts and nuts to roofing or

walling, (Corrugated sheets available).

25.50 Sqr


Brought forward



F- PAINTING

The Bidders are requested to refer General Notes,

Pricing Preambles, Drawings, Specifications,

Conditions of Contract, Special Conditions of

Contract and all other relevant documents prior

to pricing of the following items.

Note- 01

Internal painting shall be interior quality

emulsion paint manufacture of C.I.C. or

equivalent to suit with the environment, climate

and location of this project.

Note- 02

The Bidder shall submit the following details on

paint with all technical details and relevant

literature along with the bid for approval.Note- 03

a. Type of paint and Nos. of top & base coats

b. Brand

c. Country of manufacture.

d. Colours available.

e. Method of application.

f. Form of guarantee (format).

2.F.1

Applying Skim Coat compound on walls or soffit

two coats, finished smooth with sand papering,

and prepare for colour washing.

Sq.ft 435

2.F.2 Painting walls with Acrylic wall Filler. Sqr 4.35

2.F.3Painting on New walls with two coats of

emulsion paint. (Primer coat paid separately)Sqr 4.35


G- MISCELLANEOUS WORK

2.G.1 Allow for Repair of Polycarbonate roof.


Provisional Sum

SECTION - 08

GENERAL PREAMBLES

This Bills of Quantities must be read in conjunction with the General Conditions, the Drawings and the

Specifications and any nominated sub-contractor shall be deemed to have examined the Drawings,

Specification, Conditions of Contract and to have acquainted himself with the detailed description of the

works to be done and the way in which they are to be carried out.

The quantities given in the Bills of Quantities are approximate only and are given to provide a common

basis for tendering. Payments will be made according to the actual quantities of work ordered and carried

out, as defined hereunder quoted in the Bills of Quantities.

The items in the Bill of Quantities against which rates have been set down, shall include, when the

quantities and measurements of the said items have been ascertained in the maimer specified, all labor and

materials, cost and expenses as well as risks, liabilities, obligations, contingencies, overheads, profits and

every incidental cost and charge whatsoever, necessary or which may be required to be employed,

supplied, furnished expended or incurred in, about and for the construction, completion and maintenance of

the works in accordance with this contract and to the satisfaction of the Engineer.

The contractor shall be deemed to have allowed in the, rates and prices in the Bill of Quantities for

complying with and for carrying out all necessary tests and taking all necessary samples for testing by the

Engineer as described in the Specifications and/or indicated on or inferred from the Documents unless

otherwise stated.

The contractor shall be deemed to have allowed in the rates and prices in the Bill of Quantities for

establishing the locations of and for all temporary measures to support and protect all services such as

pipes, drains, wires ducts and other apparatus when carrying out works adjacent to or beneath such services

and for making good any damage or consequential damage which may be caused by his operations under

the Contract.

The contractor shall be deemed to have, allowed in the rates and prices in the Bill of Quantities for the cost

of all temporary diversions occasioned solely by the Contractor’s sequence of or method of construction of

the temporary or permanent works.

The contract Documents are intended to cover the supply of all materials and the execution of all work

necessary to complete the works. Should there be any details of construction or materials which have not

been referred to in the specifications or in the Bills of Quantities and Drawings, but the necessity for which

may reasonably be implied or inferred there from, or which are usual or essential to the completion of all

works in all trades, the same shall be deemed to be included in the rates and prices named by the

Contractor, Bills of Quantities.

Rates or prices shall be inserted against each item in the bill of Quantities whether quantities are stated or

not, items against which no rate or price has been entered shall be deemed to be covered by other rates or

prices in the Bills.

The Description of the works and the Technical Specification are not necessarily repeated in the Bills of

Quantities, as item descriptions – to avoid unnecessary length generally identify the component of the

works and not the tasks to be carried out by the contractor. When an item is mentioned, it shall thus mean

that said item shall be supplied and finished, including usual auxiliary materials, etc, unless otherwise

explicitly stated.

It is required to carry out a pre-construction survey prior to the commencement of work as directed by the

Engineer. Joint measurements should be taken with the Engineer’s representative and both parties should

be signed for the survey work. For the above, contractor shall provide all necessary equipment and man

power to the Engineer’s representative as required.

SECTION - 09

STANDARD FORMS (BID)

FORM OF BID SECURITY

FORM OF BID SECURITY DECLARATION

FORM OF BID SECURITY

Beneficiary : Vice Chancellor, Ocean University of Sri Lanka, Crow Island, Mattakkuliya,

Colombo 15.

Date : .....................................................

BID GUARANTEE No. : ...........................................................................................

We have been informed that .............................................................. has submitted to you its bid

dated ............................. for the execution of under Invitation for Bids no. .......................... .

Furthermore, we understand that, according to your conditions, Bids must be supported by a Bid

Guarantee.

At the request of the bidder, we ............................................................................. hereby irrevocably

undertake to pay you any sum or sums not exceeding in total an amount of ....................................

........................................................... upon receipt by us of your first demand in writing

accompanied by 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 Employer 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 in force up to ..........................

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)

SECTION - 10

DRAWINGS

Published by ICTAD

Drawings

Description

DTET/ID/2014/N/05 Security Hut

DTET/ID/2014N/06 ll

Check List for Bidders

Bidders are advised to fill the following table :

ITEM ITB

Clause

YES

(tick) REFERENCE

Form of Bid

Addressed to the Employer ? 18

Completed ? 18

Signed ? 18

Bid Securing Declaration Form (if required)

Properly filled and signed 16

Bid Security (if required)

Addressed to the Employer ? 16

Format as required ? 16

Issuing Agency as specified ? 16

Amount 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)

taken in to account ? 10

BID package

All the documents given in ITB Clause 12

enclosed in the original and copy ? 12

ITB Clause 19 followed before Sealing

the Bid package ? 19