CE 4221

Civil Engineering Practice, Quality and

Legislation

Assignment 02
Preparation of Contract Document

Prepared by: SAMARAWEERA S.R.L.L-EN13529932

HAPUTHANTRI H.C.L-EN13532116
BASNAYAKA T.E-EN13529864

Table of Contents

Invitation for Bids2

Biding Data..4
Contract Data9
Form of Bid.12
Form of Bid Security...13
Form of Agreement..15

Invitation for Bids (IFB)

Ministry of Megalopolis and western Development of Sri Lanka
Grant Number: LA/CH/T/045
Project Name: Construction of two-story house in Malabe.

Bid No.
LA/CH/T/045

Description of
Work

Estimated
Cost/ (Rs in
millions)

Contract
Period

Required
Grade

Construction of
two-story house
in Malabe

6.3 million

7 months

C5
or above

1. Ministry of Megalopolis and western Development of Sri Lanka has approved a grant for
Construction of two-story house in Malabe and intends to apply part of the proceeds of this grant to
payments under the Contract named above.
2. The Ministry of Megalopolis and western Development now invites sealed bids from eligible and
qualified bidders for construction of the above.
3. Bidding will be conducted through National Competitive Bidding Procedure Single Stage-Two
envelope bidding procedure.
4. To be eligible for contract award, the successful bidder shall not have been blacklisted and shall
meet the requirements of ICTAD registration as above.
5. Qualification requirements are indicated in the Bidding document. Additional details are provided
in the Bidding Data & Contract Data.
6. Interested bidders may obtain further information from Executive Project Officer, Ministry of
Megapolis and Western Development.17, 18th Floors, "Suhurupaya", Sri Subuthi Rd, Sri
Jayawardenepura Kotte 1012.The tender document can be seen at the website of the www.uda.lk.
7. A complete set of Bidding Documents in English language may be purchased by interested bidders
from the from Executive Project Officer , Ministry of Megapolis and Western Development.17, 18th
Floors, "Suhurupaya", Sri Subuthi Rd, Sri Jayawardenepura Kotte 10120 from 02 May 2016 to 16
May 2016 between 0930hrs to 1600hrs upon payment of a non-refundable fee of Rs.10,000.00. The
payment should be made by cash.
8. Bids shall be delivered to the address below by registered post or by hand to the Executive Project
Officer , Ministry of Megapolis and Western Development.17, 18th Floors, "Suhurupaya", Sri Subuthi
Rd, Sri Jayawardenepura Kotte 10120 on or before 23 May 2016 at 1500 hrs. Late bids will be
2

rejected. Technical Bids will be opened on the same day in the presence of the bidders representatives
who choose to attend.
9. Pre Bid conference will be held at Ministry of Megapolis and Western Development.17, 18th
Floors, "Suhurupaya", Sri Subuthi Rd, Sri Jayawardenepura Kotte 10120 at 1130hrs on 2 May 2016.
10. All bids shall be accompanied by a Bid Security as in the Bidding Data. Ministry of Megalopolis
and western Development of Sri Lanka reserve the right to cancel the tender at any time without
assigning any reasons.

Ministry of Megalopolis and western Development of Sri Lanka

+++
INSTRUCTIONS TO BIDDERS
Reference to Volume I of ICTAD publication No. SBD/02 Second Edition January 2007 for
instruction to Bidders.
This publication shall be available for purchase from Institute for Construction,
Training and Development (ICTAD) Savsiripaya 123, Wijerama Mawatha,
Colombo 07.

Bidder

Bidding Data
Instructions
to Bidders
Clause
Reference
1.1

Employers Name and Address

Name: Ministry of Megapolis and Western Development
Address: 17, 18th Floors, "Suhurupaya",
Sri Subuthi Rd,
Sri Jayawardenepura,
Kotte 10120.

1.1

Scope of Works
The works consists of Construction of two story house in Malabe.

1.2

Time for Completion

The Time for Completion of the works shall be 7 Months.

2.1

Source of funds
The source of funds is Bank of Ceylon Sri Lanka

4.1

Qualification Information
The following information shall be provided in Schedules:
ICTAD registration
Registration number
Grade
Speciality .
Expiry date
4

 VAT registration number .

Attach construction program
Attach legal status (Sole proprietor, Partnership, Company etc)
Attach authentication for signatory
Attach audited financial reports for total monetary value of construction
work performed for each of the last five years
Attach certificate of completion for experience in works of a similar nature
and size for each of the last five years
Construction equipment
Attach CV of proposed sites staffing
Attach Work plan and methods;
4.1 (c)

as per schedules

4.2 (a)

ICTAD registration required

The registration required;

4.2(b)

Specialty

Buildings.

Grade

C 5 & above

Average annual volume of construction work performed in last 5 years

Average annual volume of construction work performed in last five years shall
be at least SLR. 100 Mn. Submission of audited balance sheets or other
financial statements to demonstrate the financial position is required.

4.2 (e)

Qualifications and experience of the Contract Manager

Following technical and managerial Staff :( minimum 05 years experience)
1. Managerial: i. BSc. Eng. Civil Engineering with minimum 05 years
01 Nos
2. Technical: i. NDT (Civil) with 2 years 01 Nos and Technical
Officers with more than 5 years-Nos 02
3. Managerial: i. Site coordinator 01 Nos
ii. Store keeper 01 Nos

4.2(f)

Liquid assets and / or credit facilities required

The minimum amount of liquid assets and / or credit facilities, net of other
contractual commitments and exclusive of any advance payments which may
be made under the Contract, shall be not less than SLR. 20 Mn.
4.2(g)

Experience in the construction:

The Contractor should have experience of at least one contract of a building of
a similar size (to submit a photograph in support in case of building with
Architectural embellishment) during the last five years. The listed building
should be at least 70 percent completed and a certificate from the client/
consultant to that effect should be attached

10.1

Clarification of Bidding Documents

Employers address for clarification of bidding documents is:
Name: Executive Project Officer
`Address: 17, 18th Floors, "Suhurupaya",
Sri Subuthi Rd,
Sri Jayawardenepura,
Kotte 10120.

14.4

Adjustments for change in cost

The Contract is not subject to price adjustment

16.1

Period of Bid validity:

The Bid shall be valid up to 06 June 2016

16.1

Amount of Bid security:

The amount of Bid Security is Sri Lanka Rupees: One hundred thousand (LKR
100,000.00) Issued by an agency acceptable to Employer using the form for bid
security (unconditional guarantee) included in Standard Forms.
The Bid Securities issued by the following agencies are acceptable provided the Bid
Security is furnished without a critical departure to the format given in this bid
document with respect to the amount, validity and payment of guaranteed amount
upon receipt of first demand in writing.
BOC bank operating in Sri Lanka approved by the Central Bank.
Construction Guarantee Fund.

17.2

Validity of Bid Security

The Bid Security shall be valid up to 70 days.

19.1

Pre-Bid meeting
Date

: 2 May 2016

Time

: 1130 Hrs.

Venue : Conference Hall, 17, 18th Floors, "Suhurupaya", Sri Subuthi Rd, Sri
Jayawardenepura Kotte 1012

21.2 (a)

Address for Bid submission

Address for the purpose of bid submission is:
Executive Project Officer,
17, 18th Floors, "Suhurupaya", Sri Subuthi Rd,
Sri Jayawardenepura Kotte 1012

21.2 (b)

Identification number of Contract

Identification Number of the Contract is: LA/CH/T/045

22.1

Deadline for submission of Bids

Deadline for submission of Bids on 23 May, 15.00 hrs.

25.1

Bid opening
Venue, time, and date of bid opening: Ministry of Megapolis and Western

Development
17, 18th Floors, "Suhurupaya",
Sri Subuthi Rd,
Sri Jayawardenepura,
Kotte 1012.

23 May 2016 at 15 hrs.

31.1

Not Applicable

32

If the Procurement is within the authority limit of a MPC:

After evaluation of Bids in accordance with the procedures described under Clauses 28,
29, 30 and 31, the Employer will inform the technically qualified bidders about the
opening of the financial bid. The successful bidder will be informed in writing of their
selection and the intention of contract award to such bidder.

35.1

Amount of Performance Security

The Standard Form of Performance Security acceptable to the employer. The amount of
Performance Security is 5% of the Initial Contract Price and shall be valid up to 28 days
beyond the end of defects liability period. Performance security shall be unconditional
bank guarantee.

37

Fees and types of reimbursable expenses to be paid to the Adjudicator shall be on a case
to case basis and shall be shared equally by the Contractor and the Employer.

Ministry of Megapolis and Western Development

Sri Lanka
++++
CONDITIONS OF CONTRACT

Reference to Volume I of ICTAD publication No. SBD/02 Second Edition

January 2007 for Conditions of Contract.
This publication shall be available for purchase from Institute for Construction,
Training and Development (ICTAD) Savsiripaya 123, Wijerama Mawatha,
Colombo 07.

Bidder

............................................
First Secretary (Development Cooperation)
Ministry of Megapolis and western development
Sri Lanka
8

Contract Data
Conditions of Contract Clause Number/s
1.1

Employers name and address Name

: Ministry of Megapolis and Western Development

Address : 17, 18th Floors, "Suhurupaya",

Sri Subuthi Rd,
Sri Jayawardenepura,
Kotte 1012,
Sri Lanka.

1.1

Contractors name and address Name

Address

: SYCLLA Engineering (Pvt) Ltd

: No 25,
Bagathala Road,
Kullupitiya.

1.1

Engineers name and address

Name

: T&C Engineering Consultant (Pvt) Ltd

Address

: No 24,
New Kandy Road,
Malabe,
Sri Lanka.

1.1

Work consist of

: Construction of a two story house in Malabe.

1.1

The site is located at

: No278/1,
Sudarshana Mawatha,
Malabe,
Sri Lanka.

1.1

Right to access to the site

: 10 Days from Letter of Acceptance

1.1.3.3

Time for Completion of the works

: Time for Completion is 12 Months.

1.1.3.7

Defects Notification Period

: Defects Notification Period is 380 Days

4.2

Amount of Performance Security

: The Performance Security shall be 5%

of
the Initial Contract Price and shall
valid till the end of defects liability period
plus 28days. Performance security shall
be unconditional bank guarantee.

8.1

Schedule of other contractors

: None

8.7

Liquidated damages

8.7

Maximum amount of liquidated damage

9.1

Schedule of key personnel:

Minimum persons with qualifications and experience to be defined.

: 0.05% of the Initial Contract Price per day for the works.
: 5% of the Initial Contract Price

a) Technical; NDT (Civil) with minimum 2 years experience & Two Technical
Officers with more than 5 years experience.
b) Manager; BSc. Civil Engineer with minimum 5 years experience.
c) Site coordinator and Store keeper.
12.2 (b) Method of Management

13.1

: The Method of Measurement shall be given in the

Sri Lanka Standard 573(1st Revision1999), Method
of Measurement of Building Works shall be
acceptable.

The minimum insurance covers shall be:

(a) The minimum cover for insurance of the Works and of Plant and Materials is Rs. 1.2
million.
The maximum deductible for insurance of the Works and of Plant and Materials is Rs. 0.325
million.
(b) The minimum cover for loss or damage to the equipment is Rs. 90,000.00
The maximum deductible for insurance of Equipment is Rs. 350,000.00
(c) The minimum cover for insurance of other property (other than the Site) is 12% from
total contract sum
(d) The minimum cover for personal injury or death:

For third party and employees of the Employer and other persons engaged by the
Employer in the works is Rs. 10000.00 per event.

13.2
(a) The minimum cover for personal injury or death,

For the Contractors workmen is Rs. 100,000.00 Per event

Contractors employees other than workmen is Rs. 50,000.00per event

10

13.4 (b)

Percentage for adjustment of Provisional Sums: 10%

13.7

Weightings of Inputs

: Not applicable

14.2

Total Advance Payment

: 20% of the Initial Contract Price excluding

provisional sums and contingencies

Number and timing of installments: 1 installment

14.3 (c)

Percentage of retention
Limit of Retention Money

: 10%
: 5 % of the Initial Contract Price

14.5

Minimum amount of
Interim Payment Certificates

: 500,000.00 Rupees

14.8

Alternative method or
Payment of Retention

: As an alternative upon the issue off the certificate

of completion the contractor may submit an
unconditional, on demand guarantee acceptable to
the Employer to a value equal to the second half of
the retention money, and valid up to 28 days beyond
the end of Defect Notification Period. On receipt of
such guarantee the Employer shall repay the second
half of the retention money.

17.1 The intended Completion Date for the whole of Works shall be on 31 of December 2016
21.1 The Site Possession Date shall be 21 Days from Letter of Acceptance
27.1 The Contractor shall submit a programme for the Works within 14 Days of delivery of the
Letter of Acceptance

18.2 Third Party Insurance

This amount of insurance per occurrence is: Rs.100, 000.00

11

FORM OF BID
Name of Contract: Construction of two story house in Malabe.
To: Ministry of Megapolis and Western Development, 17, 18th Floors, "Suhurupaya", Sri
Subuthi Rd,Sri Jayawardenepura, Kotte 1012.
Gentleman,
1. Having examined the Standard Bidding Document - Procurement of Works [ICTAD/
SBD/ 02 - 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, Bill of Quantities and
Addenda for the sum of Sri Lankan Rupees Seventy one hundred and twenty five
thousand (7,125,000 LKR) or such other sums as may be ascertained in accordance with the
said Conditions.
2. We acknowledge that the Contract Data 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 until the date specified in ITB Clause 16
*31 June 2016 and it shall remain binding upon us and may be accepted at any time before
that date.
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 understand that you are not bound to accept the lowest or any Bid you may receive.
7. We certify/confirm that we comply with the eligibility requirements as per ITB Clause 3 of
the bidding document.
Dated this .......... day of ......... 20..... in the capacity of ......................... duly authorized to
sign
tenders for and on behalf of ..............................................................
(IN BLOCK CAPITALS)
Signature

: ....................................................
12

Address

: ..............................................................................................................

Witness

: ....................................................

FORM OF BID SECURITY

T&C Engineering Consultant (Pvt) Ltd, No 24, New Kandy Road, Malabe, Sri Lanka.
Beneficiary:
Ministry of Megapolis and Western Development, 17, 18th Floors, "Suhurupaya", Sri Subuthi Rd,Sri
Jayawardenepura, Kotte 1012
Date: 20th June 2016
BID GUARANTEE No.: 00001
We have been informed SYCLLA Engineering (Pvt) Ltd, No 25, Bagathala Road, Kullupitiya.
, Sri Lanka has submitted to you its Bid dated 19 May 2016 for the execution of Construction of two
storey house under Invitation for Bids No. LA/CH/T/045
Furthermore, we understand that, according to your conditions, Bids must be supported by a bid
Guarantee.
At the request of the bidder, we T&C Engineering Consultant (Pvt) Ltd ,No 24, New Kandy Road,

Malabe Sri lanka. hereby irrevocably undertake to pay you any sum or sums not exceeding in total an
amount of hundred thousand rupees 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 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 30 July 2016.
Consequently, any demand for payment under this Guarantee must be received by us at the office on
or before that date.

13

_____________________________________
[Signature of authorized representative(s)]

Check List for Bidders

Bidders are advised to fill the following table:

ITEM

ITB
Claus
e

YES
(tick
)

Addressed to the Employer?

18

Completed?

18

Signed?

18

16

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?
Qualification Information

16

All relevant information completed?

Signed?

REFERENCE

Form of Bid

Bid Securing Declaration Form (if

required)
Properly filled and signed
Bid Security (if required)

Addendum
14

Contents of the addendum (if any)

taken in to
account?
BID package

10

All the documents given in ITB

Clause 12
enclosed in the original and copy?
ITB Clause 19 followed before
Sealing the
Bid Package?

12

19

FORM OF AGREEMENT
This AGREEMENT, made the 27 of May 2016, between Ministry of Megapolis and
Western Development (Hereinafter called and referred to as the Employer), of the one part,
and SYCLLA Engineering (Pvt) Ltd. (Hereinafter called the Contractor), of the other part:
WHEREAS the Employer desires that the Contractor execute Construction of two storey
house ( Hereinafter called the Works) and the Employer has accepted the Bid by the
Contractor for the execution and completion of such Works and remedying of any defects
therein.
NOW THIS AGREEMENT WITNESSETH as follows:

1. In this Agreement wo r d s and expressions s ha l l have the same meanings as are

respectively assigned to them in the Contract
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
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
Employer

Authorized signature of

15

COMMON SEAL
COMMON SEAL
in the presence of:
Witnesses:
1. Name and NIC No
Signature
Address.
2.

Name and NIC No.

Signature
Address .

16