CE 4221Civil Engineering Practice, Quality and

Legislation

Assignment 02Preparation 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 Bids…………………………………………………………………2

Biding Data………………………………………………………………………..4

Contract Data………………………………………………………………………9

Form of Bid……………………………………………………………………….12

Form of Bid Security……………………………………………………………...13

Form of Agreement………………………………………………………………..15

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Invitation for Bids (IFB)

Ministry of Megalopolis and western Development of Sri LankaGrant Number: LA/CH/T/045

Project Name: Construction of two-story house in Malabe.

Bid No. Description of Work

EstimatedCost/ (Rs in

millions)

ContractPeriod

RequiredGrade

LA/CH/T/045 Construction of two-story house

in Malabe6.3 million 7 months

C5or 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.

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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 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

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Bidding DataInstructions

to Bidders

Clause

Reference

1.1 Employer’s 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 ………………………………

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Speciality ………………………………….

Expiry date …………………………………

• 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;

Specialty Buildings.

Grade C 5 & above

4.2(b) 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

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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

Employer’s 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.

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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

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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.

………………………… ............................................

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Bidder First Secretary (Development Cooperation)

Ministry of Megapolis and western development

Sri Lanka

Contract Data

Conditions of Contract Clause Number/s

1.1 Employer’s 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 Contractor’s name and address Name : SYCLLA Engineering (Pvt) Ltd

Address : No 25,

Bagathala Road,

Kullupitiya.

1.1 Engineer’s 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

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

8.7 Maximum amount of liquidated damage : 5% of the Initial Contract Price

9.1 Schedule of key personnel: Minimum persons with qualifications and experience to be defined.

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 : The Method of Measurement shall be given in the Sri Lanka Standard 573(1st Revision1999), Method of Measurement of Building Works shall be acceptable.

13.1 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,

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For the Contractor’s workmen is Rs. 100,000.00 Per event

Contractor’s employees other than workmen is Rs. 50,000.00per event

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 : 10% Limit of Retention Money : 5 % of the Initial Contract Price

14.5 Minimum amount of : 500,000.00 Rupees Interim Payment Certificates

14.8 Alternative method or : As an alternative upon the issue off the certificate Payment of Retention 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

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FORM OF BIDName 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 Quantitiesand addenda for the execution of the above-named Works, we the undersigned, offer toexecute and complete such Works and remedy any defect therein in conformity with theaforesaid Conditions of Contract, Specifications, Drawings, Bill of Quantities andAddenda 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 theContract Data, and to complete the whole of the Works comprised in the Contract withinthe 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 yourwritten 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 ofthe bidding document.

Dated this .......... day of ......... 20..... in the capacity of ......................... duly authorized tosign

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tenders for and on behalf of ..............................................................(IN BLOCK CAPITALS)

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

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; orb. does not accept the correction of errors in accordance with the Instructions to bidders

(hereinafter “the ITB”); orc. 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

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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.

_____________________________________

[Signature of authorized representative(s)]

Check List for BiddersBidders are advised to fill the following table:

ITEM ITBClaus

e

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

14

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

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 words and expressions shal 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 toexecute 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.

……………………………………….

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……………………………………….

Authorized signature of Contractor Authorized signature of Employer

COMMON SEAL COMMON SEAL in the presence of:Witnesses:

1. Name and NIC No…………………………………………… Signature …………………………Address……………………………………………………….

2. Name and NIC No. ………………………………………… Signature …………………………Address ……………………………………………………….

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