UNIVERSITY OF PERADENIYA E-mail 2.pdf · tenders along with a Bank Draft drawn in favour of the...

1. The Chairman, University Procurement Committee on behalf of the University of Peradeniya

now invites sealed bids from eligible and qualified bidders for the supply of following items.

Wooden Furniture: Seasoned Teak only.

Bid Number Item Quantity Bid Closing Date

Bid Opening

Date

LS-2/14/NCB/15

Office Table 10 Nos. 18.09.2014

1.00 p.m.

18.09.2014 1.30 p.m.

Student Chair 200 Nos.

Teachers’ Chair with Arm 15 Nos.

Conference Table 02 Nos.

Teachers’ Table with one side Cupboard with Drawer

15 Nos.

Verandah Stool 01 No.

Student Table 200 Nos.

Rattaned Verandah Arm Chair

06 Nos.

Executive Tables with both side Drawer units

03 Nos.

Podium 01 No.

Adjustable Seminar Room Table

01 No.

Conference Chair with Cushion Sheet

40 Nos.

Student Chair with Arm 700 Nos.


Bid Opening

Date

LS-2/14/NCB/21 Desks 250 Nos. 18.09.2014

1.00 p.m.

18.09.2014 1.30 p.m. Chairs 250 Nos.


Bid Opening

Date

LS-2/14/NCB/23 Towel Racks 1840 Nos. 18.09.2014

1.00 p.m.

18.09.2014 1.30 p.m.

INVITATION FOR BIDS (IFB)

PURCHASE OF WOODEN FURNITURE AND COMPUTERS

UNIVERSITY OF PERADENIYA

Computers


Bid Opening

Date

LS-4/14/NCB/19

Branded Desktop Computer (Type – 1)

66 Nos. 17.09.2014

1.00 p.m.

17.09.2014 1.30 p.m. Branded Desktop Computer

(Type – 2) 60 Nos.

Branded Laptop Computer 70 Nos.

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

3. Interested eligible bidders may obtain further information from Senior Asst. Bursar/Local

Supplies on contact No. 081-2392885

4. Additional details are provided in the Bidding Document.

5. A complete set of Bidding Documents in English language may be purchased by interested

bidders on the submission of a written application to the address below and upon payment of a

non refundable fee Rs. 2,000/= for each bid made to the Shroff, at the Senate Building,

University of Peradeniya up to 3.00 p.m. on normal working days from 27.08.2014 to

17.09.2014 for Wooden Furniture and from 27.08.2014 to 16.09.2014 for Computers.

Those who are obtaining bidding documents from the University Website should submit the

tenders along with a Bank Draft drawn in favour of the “Bursar, University of Peradeniya” for

Rs. 2,000/= for each bid as the non-refundable fee.

6. Bids must be delivered to the Chairman, University Procurement Committee, Senate House,

University of Peradeniya, Peradeniya on or before 1.00 p.m. on the above mentioned date

relevant to the respective Bid Number. Late bids will be rejected. Bids will be opened in

the presence of the bidders’ representatives who choose to attend in person at 1.30 p.m. on

the above relevant opening date at the Committee Room of the Senate Building,

University of Peradeniya. All Bids marked as “Supply of Wooden Furniture – Post-

graduate Building, Faculty of Arts – LS-02/14/NCB/15, Supply of Desk and Chairs for

the Faculty of Medicine- No. LS-02/14/NCB/21 and Supply of Towel Racks for the Halls

of Residences- No. LS-2/14/NCB/23” on the top left hand corner of the envelope.

7. All bids must be accompanied by a Bid Security. Value of the Bid Security is specified in the

bidding document. The Bid Security should be obtained from a recognized Commercial

Bank in Sri Lanka, in favour of the Vice-Chancellor, University of Peradeniya,

Peradeniya, valid for 120 days from the date of the bid opening.

VICE CHANCELLOR

UNIVERSITY PROCUMENT COMMITTEE


fmardfoKsh úYajúsoHd,h" • ,xldj Nguhjidg; gy;fiyf;fofk;" ,yq;if

UNIVERSITY OF PERADENIYA, SRI LANKA

Local Supplies Unit, Department of Financial Administration

……………………………………………………………. …………………………………………………………… …………………………………………………………… Dear Sir,

SUPPLY OF WOODEN FURNITURE – POST-GRADUATE BUILDING, FACULTY OF ARTS LS-02/14/NCB/15

The Chairman, University Procurement Committee, University of Peradeniya invites sealed bids for the supply of the wooden furniture specified in the schedule (I) given below from reputed vendors up to 1.30 p.m. on 18.09.2014 under the general terms and conditions set out below.

SCHEDULE (I)

No. Type of Furniture Quantity

1. Office Table – Teak Wood with two side drawer overall size 5'0"x 2'6"x2'6" high covered with 1" thick timber plank and 1¼” thick timber top (MSD/PBA/AR-06)

10 Nos.

2. Student Chair - Teak Wood with overall size 1'3"x 1'3"x1'6" high seat and 1' 4" high back (MSD/PBA/AR-08)

200 Nos.

3. Teachers Chair – Teak Wood with arm overall size 1'8"x 1'6"x1'6" high seat and 1' 6" high back (MSD/PBA/AR-02)

15 Nos.

4. Conference Table – Teak Wood with overall size 8'0"x 4'0"x2'6" high with 2 ½” x 2 ½” uprights and connecting with 2"x1" timber frame work at top with 1" thick timber top (MSD/PBA/AR-03, 04)

02 Nos.

5. Teachers table – Teak Wood with one side cupboard with drawer overall size 4'0"x 2'6"x2'6" high with 2"x2" uprights connecting with 1 ½” x 1 ½”, 1” x 2 ½” timber frame work top and bottom with 1 ¼” thick timber top (MSD/PBA/AR-02)

15 Nos.

6. Veranda stool –Teak Wood with overall size 2' 6"x 1' 5"x1' 5" high with 2 ½” x 2 ½” uprights and connecting with timber frame work with 1" thick timber top (MSD/PBA/AR-10)

01 No

0

081-2392885

081-2392413

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081-2388082

7. Student Table - Teak Wood with overall size 2' 0"x 1' 6"x2' 5" high with 2"x2" uprights connected together with the frame work and ¾” thick timber top (MSD/PBA/AR-07)

200 Nos.

8. Rattened Veranda Arm Chair – Teak Wood with overall size 1' 9"x 1 10"x1' 1 ½” high seat and 1' 10" high seat and 1' 7" high back with two hand rest (MSD/PBA/AR-09)

06 Nos.

9. Executive Table – Teak Wood with both side drawer units overall size 6' 0"x 4' 6"x2' 6" high covered with 1" thick timber plank and 1 ¼” thick timber top (MSD/PBA/AR-05)

03 Nos.

10. Podium - Teak Wood with overall size 2' 4"x 2' 0"x4' 4" high with 2"x2" uprights and covered in ½” thick timber plank made (MSD/PBA/AR-11)

01 No

11. Adjustable Seminar Room Table - Teak Wood with overall size 14' 0"x 1' 6"x2' 5 ½” high with 2"x2" uprights and ½” thick timber top (MSD/PBA/AR-12, 12A)

01 No.

12. Conference Chair – Teak Wood

with cushion sheet overall size 1' 5"x 1' 5"x1' 6" high seat and 1' 10" high back (MSD/PBA/AR-04)

40 Nos.

13. Student Chair – Teak Wood with arm overall size 1' 6"x 1' 4"x1' 6" high seat and 1' 4" high back (MSD/PBA/AR-01)

700 Nos.

GENERAL TERMS AND CONDITION

[1] Bids must be sent in the prescribed form annexed (Annexure I) hereto. All the bidders should sign and send the document attached to the annexure I containing the General Terms and Conditions along with the documents listed in the clause 16 hereto. The cost for the bidding documents once paid shall not be refunded.

[2] Bids should be addressed to the Chairman, Procurement Committee, University of Peradeniya, Peradeniya.

[3] Bids should be sent in duplicate with all the blanks in the documents duly perfected, signed and dated, in two separate sealed covers, distinctly marked as (a) and (b) below, otherwise it is likely to be rejected.

(a) ORIGINAL - SUPPLY OF WOODEN FURNITURE - POSTGRADUATE BUILDING, FACULTY OF ARTS - LS-02/14/NCB/15

(b) DUPLICATE - SUPPLY OF WOODEN FURNITURE – POSTGRADUATE BUILDING, FACULTY OF ARTS

- LS-02/14/NCB/15 Both sealed envelopes should be enclosed in one securely sealed cover and should be forwarded by registered post or deposited in the Official Tender Box kept at the Registrar’s Office of the University of Peradeniya addressed only to the Chairman, Procurement Committee, University of Peradeniya, Peradeniya on or before 18.09.2014 at 1.00 p.m. The Bid document thereof is not received by the date and time specified, the Bid shall not be accepted on any account. Bids will be opened at 1.30 p.m. on, 18.09.2014 (soon after the closing of bids) at the Committee Room, University of Peradeniya.

The bidder or one representative is permitted to be present at the opening of the bids, at which time, name of the bidder, amount of the bids, if discounts are declared in bid form, amount of the discount will be read out. Those who are obtaining the bidding documents from the University Website i.e. www.pdn.ac.lk should send their documents along with a Bank Draft for the value of Rs. 2000/= in favour of the Bursar, University of Peradeniya as a non refundable fee. If not the bids shall be rejected.

[4] Any alterations made in the bid must bear the signature of the bidder and all bids containing alterations not so signed shall be treated as informal and rejected.

[5] Bids submitted in illegible manner shall also be rejected.

[6] Qualification of a bidder All bidders shall possess legal right to supply of goods under this procurement. All bidders shall produce a copy of the Business Registration Certificate/ Certificate of Incorporation (if the bidder is a Company) Only the bidders who are doing business in the field of furniture at least for the past Five (5) years shall only be qualified to submit the Tenders. During that period the Bidder should have similar type of supplies completed which the contract value be exceeded Rs. 5 Million. The copies of agreement or order and completion certificates should be attached with the bidding documents. No bidder whose name is black listed at the Treasury shall be qualified to submit a bid. A bidder shall not have a conflict of interest. All bidders found to have conflict of interest shall be disqualified. Any attempt on the part of the bidders or their agents to influence the officials of the University in their favour by personal canvassing with the Officers concerned or any other party shall disqualify the bidders.

[7] Validity of quotation Quotations shall be valid only for 90 days from the date of closing of the procurement.

[8] Liquidated Damages The successful bidder shall provide the ordered Furniture within 60 days time, from the date of approved the samples and confirmed the order, in case of delayed supplies, liquidated damages at the rate of Rs. 2,000/= per day will be levied. The bidder can supply the furniture partly.

[9] Clarifications may be sought from you on technical/Commercial aspects, if felt necessary.

[10] The Bidder shall undertake to supply furniture according to the sample given.

[11] The bidder shall quote only in Sri Lankan Rupees.

[12] Bidders should be prepared to accept orders subject to the penalty clause for forfeiture of Performance Security in the event of default in supplies or failure to supply within the stipulated period or supply of poor quality furniture. Bidders shall invariably specify in their bidding documents the delivery conditions including the time required for the supply of furniture quoted for.

[13] Bidders may quote for all items in the list.

[14] Evaluation The bids will be evaluated as one contract.

http://www.pdn.ac.lk/

[15] The final acceptance of the tender rests entirely with the University. The University of Peradeniya shall not bind itself to accept the lowest or any bid and it reserves the right of accepting or rejecting any of the Bids. The Bidders on their part should be prepared to supply the items ordered from them what they have quoted in the bidding documents.

[16] The bidding document must be consisted of the following documents as a part of the Bid: 1. General Terms and Conditions of the Bid (Annexure I) 2. Bid Submission Form (Annexure II) 3. Price Schedule (Annexure III) 4. Specimen form for Performance Security (Annexure IV) 5. Specimen form of Bid Security (Annexure V) 6. Copy of the Business Registration Certificate/Certificate of Incorporation. 7. Any other documents.

[17] The bidders should be prepared to provide samples of furniture (without applying dye/staining/waxing) if requested by the University for further evaluation. All the items supply under the purview of this Tender should strictly be conformed the quality of the sample and the specifications.

[18] The substantial responsive bids will be referred to the Technical Evaluation Committee for further evaluation and recommendation and subsequently to the Procurement Committee for a decision.

[19] Bids should be firm and subject to no variation for fluctuation of prices.

[20] The successful tender will be notified by the registered post, the acceptation of his/her bid by the University. The successful Bidder shall also execute an agreement, for the due fulfillment of the contract within the period to be specified in the letter of acceptance. If the bidder within ten days of being noticed declines or fails to enter into an Agreement on the basis of the Procurement and / or fails to submit the Performance Security referred to in paragraph 24 of these Conditions, his bid shall be rejected.

[21] The official purchase order will be placed with the successful bidder after submitting the Performance Security referred to in paragraph 24 of the conditions.

[22]

Fully priced copies of the Schedule of prices/rates duly signed must be submitted along with the documents. Any alterations made in the quotations must bear the signature of the bidder and all bids containing alterations not so signed shall be treated as informal and rejected.

[23] Bid Security The bids should accompany a Bid Security amount of Rs. 450,000/= obtained from a recognized bank operates in Sri Lanka valid for 90 days from 18.09.2014 in favour of the Vice-Chancellor, University of Peradeniya. (Insurance Bond will not be accepted). All bids send without the Bid Security shall be treated as informal and be rejected.

[24] Performance Security: Before a formal Agreement is signed, the successful bidder shall be required to furnish a Performance Security for 10% of the contract sum from an approved Bank (Insurance Bond will not be accepted) in the name of the Vice-Chancellor, University of Peradeniya, Peradeniya and to mortgage and hypothecate the same to the Vice-Chancellor, University of Peradeniya as security with an approved Bank in favour of the Vice-Chancellor, University of Peradeniya for the validity period of 90 days (Contract period 60 days + 30 days) for the due and satisfactory completion of the contract and for the payment of all claims to which the Vice-Chancellor, University of Peradeniya may be entitled under the provisions of the Agreement to be entered into.

[25] Forfeiture of Performance Security:

(a) The Furniture which will be supplied should strictly be conformed to the quality of the sample submitted and if they are found to be not in par with the sample the order shall be rejected and the Performance Security shall be forfeited to the University. The University shall not be responsible for paying any expenses or losses incurred by the supplier/s in supplying of inferior quality furniture.

(b) In cases where a successful bidder, after having made partial supplies fails to fulfill the

contracts in full, all or any of the furniture not supplied may at the discretion of the purchasing Officer, be purchased by means of another procurement/quotations or by negotiation or form the next higher bidder who had offered to supply already and the loss, if any, caused to the University shall thereby together with such sums as may be fixed by the University towards the damages, be recovered from the defaulting bidder by forfeiting the performance security.

[26]

Any other information may be obtained from the Senior Asst. Bursar/Local Supplies, University of Peradeniya on any working day between 9.00 a.m. to 4.00 p.m. T’phone No. 081-2392885.

[27] Please note to send your documents with all the annexure set out in the clause 16 above. Bids without annexure shall be rejected.

[28] The Procurement Committee reserves the right to reject any or all bids received in this connection, or altogether cancel this procurement. The decision of the Procurement Committee shall be final and conclusive.

[29] The University of Peradeniya shall not be responsible for or pay any expenses or losses which may be incurred by the bidder in preparation of this procurement.

[30] Bidder should provide at least two years warranty for the furniture supply under this procurement.

[31] If the bidder is not the manufacturer of the quoted furniture, bidder should submit a Manufacturer's Authorization Letter. This letter of authorization should be on the letterhead of the Manufacturer and should be signed by a person with the proper authority to sign documents that are binding on the Manufacturer.

Yours faithfully, Chairman University Procurement Committee University of Peradeniya

GENERAL TERMS AND CONDITIONS

[1]

Bids should be addressed to the Chairman, Procurement Committee, University of Peradeniya, Peradeniya.

[2] Bids should be sent in duplicate with all the blanks in the documents duly perfected, signed and dated, as follows, in two separate sealed covers, distinctly marked as (a) and (b) below, otherwise it is likely to be rejected.

(a) ORIGINAL - SUPPLY OF WOODEN FURNITURE - POSTGRADUATE BUILDING, FACULTY OF ARTS- LS-02/14/NCB/15

(b) DUPLICATE - SUPPLY OF WOODEN FURNITURE – POSTGRADUATE BUILDING,

FACULTY OF ARTS- LS-02/14/NCB/15 Both sealed envelopes should be enclosed in one securely sealed cover and should be forwarded by registered post or deposited in the Official Tender Box kept at the Registrar’s Office of the University of Peradeniya addressed only to the Chairman, Procurement Committee, University of Peradeniya, Peradeniya on or before 18.09.2014 at 1.00 p.m. The Bid document thereof is not received by the date and time specified, the Bid shall not be accepted on any account. Bids will be opened at 1.30 p.m. on 18.09.2014 (soon after the closing of bids) at the Committee Room, University of Peradeniya. The bidder or one representative is permitted to be present at the opening of the bids, at which time, name of the bidder, amount of the bid, if discounts are declared in bid form, amount of the discount will be read out. Those who are obtaining the bidding documents from the University Website i.e. www.pdn.ac.lk should send their documents along with a Bank Draft drawn in favour of the Bursar, University of Peradeniya for the value of Rs. 2,000/= as a non refundable fee. If not the bids shall be rejected.

[3] Any alterations made in the quotations must bear the signature of the bidder and all bids containing alterations not so signed shall be treated as informal and rejected.

[4] Quotations submitted in illegible manner shall also be rejected.

[5] Qualification of a Bidder All bidders shall possess legal right to supply of goods under this procurement. All bidders shall produce a copy of the Business Registration Certificate/ Certificate of Incorporation (if the bidder is a Company) Only the bidders who are doing business in the field of furniture at least for the past Five (5) years shall only be qualified to submit the tenders. During that period the Bidder should have similar type of supplies completed which the contract value be exceeded Rs. 5 Million. The copies of agreement or order and completion certificates should be attached with the bidding documents No bidder whose name is black listed at the Treasury shall be qualified to submit a bid A bidder shall not have a conflict of interest. All bidders found to have conflict of interest shall be disqualified. Any attempt on the part of the bidders or their agents to influence the officials of the University in their favour by personal canvassing with the Officers concerned or any other party shall disqualify the bidders.

………………….…………………………………… Seal and the signature of the bidder

ANNEXURE I



[7] Liquidated Damages The successful bidder shall provide the ordered Furniture within 60 days time, from the date of approved the samples and confirmed the order, in case of delayed supplies, liquidated damages at the rate of Rs. 2,000/- per day will be levied. The bidder can supply the furniture partly.




[11] Bidders should be prepared to accept orders subject to the penalty clause for forfeiture of performance security in the event of default in supplies or failure to supply within the stipulated period or supply of poor quality furniture. Bidders shall invariably specify in their bidding documents the delivery conditions including the time required for the supply of furniture quoted for.

[12] The University of Peradeniya shall not be responsible for or pay any expenses or losses which may be incurred by the bidder in preparation of this Procurement.



[15] The final acceptance of the tender rests entirely with the University. The University of Peradeniya shall not bind itself to accept the lowest or any bid and it reserves the right of accepting or rejecting any of the Bids. The Bidders on their part should be prepared to supply the items ordered from them what they have quoted in the bidding documents

[16]

The bidding document must be consisted of the following documents as a part of the Bid: 1. General Terms and Conditions of the Bid (Annexure I) 2. Bid Submission Form (Annexure II) 3. Price Schedule (Annexure III) 4. Specimen form for Performance Security (Annexure IV) 5. Specimen form of Bid Security (Annexure V) 6. Copy of the Business Registration Certificate/Certificate of Incorporation. 7. Any other documents.

[17] The bidders should be prepared to provide samples of furniture without applying dye/stain/wax if requested by the University for further evaluation. All the items supply under the purview of this Tender should strictly be conformed the quality of the sample and the specifications.




[20] The successful tender will be notified by the registered post, the acceptation of his/her bid by the

University. The successful Bidder shall also execute an agreement, for the due fulfillment of the contract within the period to be specified in the letter of acceptance. If the bidder within ten days of being noticed declines or fails to enter into an Agreement on the basis of the Procurement and / or fails to submit the Performance Security referred to in paragraph 24 of these Conditions, his bid shall be rejected.


[22] Fully priced copies of the Schedule of prices/rates duly signed must be submitted along with the documents. Any alterations made in the quotations must bear the signature of the bidder and all bids containing alterations not so signed shall be treated as informal and rejected.



[25] Forfeiture of Performance Security: (a) The Furniture which will be supplied should strictly be conformed to the sample submitted and if they are found to be not in par with the sample the order shall be rejected and the Performance Security shall be forfeited to the University. The University shall not be responsible for paying any expenses or losses incurred by the supplier/s in supplying of inferior quality furniture

(b) In cases where a successful bidder, after having made partial supplies fails to fulfill the contracts in full, all or any of the furniture not supplied may at the discretion of the purchasing Officer, be purchased by means of another procurement/quotations or by negotiation or form the next higher bidder who had offered to supply already and the loss, if any, caused to the University shall thereby together with such sums as may be fixed by the University towards the damages, be recovered from the defaulting bidder by forfeiting the performance security.

[26] Any other information may be obtained from Prof. Rohana Chandrajith, Dept. of Geology, Faculty of Science, University of Peradeniya on any working day between 9.00 a.m. to 4.00 p.m. T’phone No. 081-2384218.

…………………..…………………………………… Seal and the signature of the bidder



[29]

The University of Peradeniya shall not be responsible for or pay any expenses or losses which may be incurred by the bidder in preparation of this procurement.

[30]

Bidder should provide at least two years warranty for the furniture supply under this procurement.



UNIVERSITY OF PERADENIYA SUPPLY OF WOODEN FURNITURE – FACULTY OF ARTS

LS-02/14/NCB/15

BID SUBMISSION FORM To: Chairman, Procurement Committee, University of Peradeniya, Peradeniya. Having examined the instructions to Bidders, General Conditions, Specifications and Bidding Data Sheets/Offer Sheets for the Supply of Wooden Furniture, we the undersigned, offer to Supply the Wooden Furniture in conformity with the said General Conditions, Specifications and Bidding Data Sheets/Offer for the cost mentioned below. (Please indicate all inclusive cost with VAT)

Item No.

Total Price in Figure Rs. Cts.

Price in Words

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

We agree to abide by this quotation for the period of 120 calendar days from the date fixed for receiving the same and it shall remain binding upon us and may accepted at any time before the expiration of that period.


ANNEXURE II

Unless and until a formal Agreement is prepared and executed this quotation together with your written acceptance thereof, shall constitute a binding contract between us. We understand that you are not bound to accept the lowest and that you reserve the right to reject any or all quotations or to accept any part of quotation in the best interest of the University without assigning any reasons thereof. Name of Bidder : …………………………………………………………….

Seal : ……………………………………………………………

Signature of Bidder : .……………………………………………………………

Name and Title of the Signatory : ……………………………………………………

Telephone and Fax Nos. : Telephone Nos. : …………………………….

Fax Nos. : …………………………....

Name of Witness :…………………………………………………..............

Signature of Witness :……………………………………………………………….

Address :……………………………………………………………….

………………………………………………………………..

………………………………………………………………..

Date :………………………………………………………………..

ANNEXURE III


SUPPLY & DELIVERY OF WOODEN FURNITURE NO. LS-02/14/NCB/15

Specifications:- It is advisable that the bidder will visit the Postgraduate Institute of Social Science and Humanities, Faculty of Arts at the University of Peradeniya in order to ascertain the conditions in which the furniture to be placed and to be well acquainted with the nature of work to be done.

Samples for each item including sample joints etc. should be forwarded to the engineer before fixing

and manufacturing the entire quantity.

No wooden part which contain any defect such as cavities, weathered parts, irregularities, discolored,

etc. must be used under this contract for any purpose.

A neat quality workmanship is expected and importance will be given to the elegant appearance.

All the timber must be well seasoned, well matured teak only. Special attention is required to minimize

the number of joints and minimum width of timber planks should be approximately 9" for table tops,

etc.

All joints must be properly bonded glued with epi-fix or other approved equivalent chemical.

To provide transport facilities for the consultant to visit the workshop where the furniture is

manufactured.

Furniture storage, transport, loading, unloading, arrangement, fixing in position as directed.

Prepare the surfaces and apply two coats of sanding sealer and two coats of polyuthene varnish.

All necessary accessories angle irons, nut & bolts, brass screws, lock, hinges etc. as directed.

Where necessary heavy quality brass hinges, good quality approved original make bird or 808 type or equivalent locks, handles etc. should be used in and cupboards and drawers.

The drawings show the sizes of timber sections of the final product.

PRICE SCHEDULE

ITEM DESCRIPTION QTY UNIT PRICE TOTAL

1

Office Table – Teak Wood

Make, supply and place in position of office table with two side drawer overall size 5'0"x 2'6"x2'6" high covered with 1" thick timber plank and 1¼:" thick timber top made to given detail drawing No. MSD/ PBA/AR-06 and the specifications

10 Nos.

2

Student Chair - Teak Wood

Make, supply and place in position of Student chair overall size 1'3"x 1'3"x1'6" high seat and 1'4" high back made to given detail drawing No. MSD/ PBA/

100 Nos.

AR-08 and the specifications.

3

Teachers Chair – Teak Wood

Make, supply and place in position of Teachers chair with arm overall size 1'8"x1'6"x1'6" high seat and 1'6" high back made to given detail drawing No. MSD/ PBA/AR-02 and the specifications.

15 Nos.

4

Conference Table – Teak Wood

Make, supply and place in position of Conference table overall size 8'0"x 4'0"x2'6" high with 2½”x2½” uprights and connecting with 2"x1" timber frame work at top with 1" thick timber top made to given detail drawing No. MSD/ PBA/AR-03 and the specifications.

02 Nos.

5

Teachers table – Teak Wood

Make, supply and place in position of Teachers table with one side cupboard with drawer overall size 4'0"x 2'6"x2'6" high with 2"x2" uprights connecting with 1½” x 1½”, 1”x2½” timber frame work top and bottom with 1 1/4" thick timber top made to given detail drawing No. MSD/ PBA/AR-02 and the specifications.

15 Nos.

6

Verandah stool –Teak Wood

Make, supply and place in position of Verandah stool overall size 2'6"x1'5"x1'5" high with 2½”x2½” uprights and connecting with timber frame work with 1" thick timber top made to given detail drawing No. MSD/ PBA./AR-10 and the specifications.

01 No.

7

Student Table - Teak Wood

Make, supply and place in position of Student table overall size 2'0"x 1' 6"x2'5" high with 2"x2" uprights connected together with the frame work and 3/4" thick timber top made to given detail drawing No .MSD/PBA/AR-07and the specifications.

100 Nos.

8

Rattened Verandah Arm Chair – Teak Wood

Make, supply and place in position of rattened verandah arm chair overall size 1' 9"x 1’ 10"x1' 1½” high seat and 1' 10" high seat and 1' 7" high back with two hand rest made to given detail drawing No. MSD/ PBA/AR-09 and the specifications.

06 Nos.

9

Executive Table – Teak Wood

Make, supply and place in position of executive table with both side drawer units overall size 6' 0"x 4'6"x2'6" high covered with 1" thick timber plank and 1¼” thick timber top made to given detail

03 Nos.

drawing No. MSD/PBA/AR-05 and the specifications.

10

Podium - Teak Wood

Make, supply and place in position of podium overall size 2'4"x 2'0"x4' 4" high with 2"x2" uprights and covered in ½” thick timber plank made to given detail drawing No. MSD/PBA/AR-11 and the specifications.

01 No.

11

Adjustable Seminar Room Table - Teak Wood

Make, supply and place in position of adjustable seminar room table overall size 14' 0"x 1' 6"x2' 5½” high with 2"x2" uprights and 1/2" thick timber top made to given detail drawing No. MSD/ PBA/AR-12, MSD/PBA/AR-12A and the specifications.

01 No.

12

Conference Chair – Teak Wood

Make, supply and place in position of conference chair with cushion sheet overall size 1' 5"x 1' 5"x1' 6" high seat and 1' 10" high back made to given detail drawing No. MSD/ PBA/AR-04 and the specifications.

40 Nos.

13

Student Chair – Teak Wood

Make, supply and place in position of student chair with arm overall size 1' 6"x 1' 4"x1' 6" high seat and 1' 4" high back made to given detail drawing No. MSD/ PBA./AR-01 and the specifications.

500 Nos.

TOTAL

Rs.

Less …………………….% Discount(if any)

Rs.

TOTAL after Discount

Rs.

VAT

Rs.

TOTAL with VAT

Rs

Total price with VAT in Words:

Signature of Bidder : …………………………………………………

Name : …………………………………………………

VAT Registration No. :…………………………………………………

Date : …………………………………………………

Company Seal

SPECIMEN FORM FOR PERFORMANCE SECURITY ---------------------------------- *Issuing Agency’s Name, and Address of Issuing Branch or Office+ ----------------

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

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

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

PERFORMANCE SECURITY No.: ---------------------------------------------

We have been informed that ------------------ [name of Contractor/Supplier] (hereinafter called “the

Contractor” ) has entered into Contract No ---------------------- [reference number of the contract] dated --

------------- with you, for the ---------------- [insert “construction” / “Supply”+ of -------------------- [name of

contract and brief description of Works+ (hereinafter called “the Contract”).

Furthermore, we understand that, according to the conditions of the Contract, a performance security

is required.

At the request of the Contractor, we -------------------- [name of Agency] hereby irrevocably undertake to

pay you any sum or sums not exceeding in total an amount of -------------------------------- [amount in

figure] (------------------------------------------------------------------------------------ [amount in words], such sum

being payable in the types and proportions of currencies in which the Contract Price is payable, 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 herein.

This security shall expire, no later than the ........... day of ......., 20...... [insert date, 30 days beyond the

scheduled contract completion date] and any demand for payment under it must be received by us at

this office on or before that date.

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

[signature(s)]

ANNEXURE IV

ANNEXURE V SPECIMEN FORM OF BID SECURITY [This Bank Security form shall be filled in accordance with the instructions indicated in brackets]

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

*insert issuing agency’s name, and address of issuing branch or office+

Beneficiary: ...........................................................................................................................

[insert (by PE) name and address of Employer/Purchaser]

Date: ............................................... [insert (by issuing agency) date]

BID SECURITY NO.: .............................................. [insert (by issuing agency) number]

We have been informed that ......................................................................................................

[insert (by issuing agency) name of the Bidder; if a joint venture, list complete legal names of partners]

(hereinafter called “the Bidder”) has submitted to you its bid dated .......................

*insert (by issuing agency) date+ (hereinafter called “the Bid”) for the execution/supply *select

appropriately] of [insert name of Contract] under Invitation for Bids No. ..................................... [insert

IFB number+ (“the IFB”).

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

Security.

At the request of the Bidder, we ....................................................................... [insert name of issuing

agency] hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of

.......................................... [insert amount in figures] .................................

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

[insert amount in words] upon receipt by us of your first demand in writing accompanied by a written

statement stating that the Bidder is in breach of its obligation(s) under the bid conditions, because the

Bidder:

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”) of the IFB; or

(c) having been notified of the acceptance of its Bid by the Employer/Purchaser

during the period of bid validity, (i) fails or refuses to execute the Contract

Form, if required, or (ii) fails or refuses to furnish the Performance Security,

in accordance with the ITB.

This Security 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) our receipt of a copy of your notification to

the Bidder that the Bidder was unsuccessful, otherwise it will remain in force up to

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

Consequently, any demand for payment under this Guarantee must be received by us at the office on

or before that date. ........................................

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

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

sketch IV




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

Dear Sir,

SUPPLY OF DESKS AND CHAIRS FOR THE EXAMINATION HALL, FACULTY OF MEDICINE LS-02/14/NCB/21

The Chairman, University Procurement Committee, University of Peradeniya invites sealed bids for the supply of the wooden furniture specified in the schedule (I) given below from reputed vendors up to 1.30 p.m. on 18.09.2014 under the general terms and conditions set out below.

SCHEDULE (I)

No. Type of Furniture Quantity

1. Chairs - Teak Wood (Drawing No. CD/MFE/DR-01)

250 Nos.

2. Desks – Teak Wood (Drawing No. CD/MFE/DR-02)

250 Nos.

GENERAL TERMS AND CONDITION

[1] Bids must be sent in the prescribed form annexed (Annexure I) hereto. All the bidders should sign and send the document attached to the annexure I containing the General Terms and Conditions along with the documents listed in the clause 16 hereto. The cost for the bidding documents once paid shall not be refunded.


[3] Bids should be sent in duplicate with all the blanks in the documents duly perfected, signed and dated, in two separate sealed covers, distinctly marked as (a) and (b) below, otherwise it is likely to be rejected.

(a) ORIGINAL - SUPPLY OF DESKS AND CHAIRS –EXAMINATION HALL, FACULTY OF MEDICINE - LS-02/14/NCB/21

(b) DUPLICATE - SUPPLY OF DESKS AND CHAIRS –EXAMINATION HALL, FACULTY OF MEDICINE

- LS-02/14/NCB/21

0

081-2392885

081-2392413


.

*elaia

njhiyefy ; Fax




Our ref:

oskh jpfjp Date

Our ref:

081-2388082

Both sealed envelopes should be enclosed in one securely sealed cover and should be forwarded by registered post or deposited in the Official Tender Box kept at the Registrar’s Office of the University of Peradeniya addressed only to the Chairman, Procurement Committee, University of Peradeniya, Peradeniya on or before 18.09.2014 at 1.00 p.m. The Bid document thereof is not received by the date and time specified, the Bid shall not be accepted on any account. Bids will be opened at 1.30 p.m. on, 18.09.2014 (soon after the closing of bids) at the Committee Room, University of Peradeniya. The bidder or one representative is permitted to be present at the opening of the bids, at which time, name of the bidder, amount of the bids, if discounts are declared in bid form, amount of the discount will be read out. Those who are obtaining the bidding documents from the University Website i.e. www.pdn.ac.lk should send their documents along with a Bank Draft for the value of Rs. 2000/= in favour of the Bursar, University of Peradeniya as a non refundable fee. If not the bids shall be rejected.



[6] Qualification of a bidder All bidders shall possess legal right to supply of goods under this procurement. All bidders shall produce a copy of the Business Registration Certificate/ Certificate of Incorporation (if the bidder is a Company) Only the bidders who are doing business in the field of furniture at least for the past Five (5) years shall only be qualified to submit the Tenders. During that period the Bidder should have similar type of supplies completed which the contract value be exceeded Rs. 5 Million. The copies of agreement or order and completion certificates should be attached with the bidding documents. No bidder whose name is black listed at the Treasury shall be qualified to submit a bid. A bidder shall not have a conflict of interest. All bidders found to have conflict of interest shall be disqualified. Any attempt on the part of the bidders or their agents to influence the officials of the University in their favour by personal canvassing with the Officers concerned or any other party shall disqualify the bidders.


[8] Liquidated Damages The successful bidder shall provide the ordered Furniture within 60 days time, from the date of approved the samples and confirmed the order, in case of delayed supplies, liquidated damages at the rate of Rs. 2,000/= per day will be levied. The bidder can supply the furniture partly.




[12] Bidders should be prepared to accept orders subject to the penalty clause for forfeiture of


Performance Security in the event of default in supplies or failure to supply within the stipulated period or supply of poor quality furniture. Bidders shall invariably specify in their bidding documents the delivery conditions including the time required for the supply of furniture quoted for.



[15] The final acceptance of the tender rests entirely with the University. The University of Peradeniya shall not bind itself to accept the lowest or any bid and it reserves the right of accepting or rejecting any of the Bids. The Bidders on their part should be prepared to supply the items ordered from them what they have quoted in the bidding documents.

[16] The bidding document must be consisted of the following documents as a part of the Bid: 1. General Terms and Conditions of the Bid (Annexure I) 2. Bid Submission Form (Annexure II) 3. Price Schedule (Annexure III) 4. Specimen form for Performance Security (Annexure IV) 5. Specimen form of Bid Security (Annexure V) 6. Copy of the Business Registration Certificate/Certificate of Incorporation. 7. Any other documents.

[17] The bidders should be prepared to provide samples of furniture (without applying dye/staining/waxing) if requested by the University for further evaluation. All the items supply under the purview of this Tender should strictly be conformed the quality of the sample and the specifications.



[20] The successful tender will be notified by the registered post, the acceptation of his/her bid by the University. The successful Bidder shall also execute an agreement, for the due fulfillment of the contract within the period to be specified in the letter of acceptance. If the bidder within ten days of being noticed declines or fails to enter into an Agreement on the basis of the Procurement and / or fails to submit the Performance Security referred to in paragraph 24 of these Conditions, his bid shall be rejected.


[22]





(c) The Furniture which will be supplied should strictly be conformed to the quality of the sample submitted and if they are found to be not in par with the sample the order shall be rejected and the Performance Security shall be forfeited to the University. The University shall not be responsible for paying any expenses or losses incurred by the supplier/s in supplying of inferior quality furniture.

(d) In cases where a successful bidder, after having made partial supplies fails to fulfill the

contracts in full, all or any of the furniture not supplied may at the discretion of the purchasing Officer, be purchased by means of another procurement/quotations or by negotiation or form the next higher bidder who had offered to supply already and the loss, if any, caused to the University shall thereby together with such sums as may be fixed by the University towards the damages, be recovered from the defaulting bidder by forfeiting the performance security.

[26]





[30] Bidder should provide at least two years warranty for the furniture supply under this procurement.




[1]

Bids should be addressed to the Chairman, Procurement Committee, University of Peradeniya, Peradeniya.

[2] Bids should be sent in duplicate with all the blanks in the documents duly perfected, signed and dated, as follows, in two separate sealed covers, distinctly marked as (a) and (b) below, otherwise it is likely to be rejected. (a) ORIGINAL - SUPPLY OF DESKS AND CHAIRS –EXAMINATION HALL, FACULTY OF MEDICINE

- LS-02/14/NCB/21 (b) DUPLICATE - SUPPLY OF DESKS AND CHAIRS –EXAMINATION HALL, FACULTY OF MEDICINE

- LS-02/14/NCB/21 Both sealed envelopes should be enclosed in one securely sealed cover and should be forwarded by registered post or deposited in the Official Tender Box kept at the Registrar’s Office of the University of Peradeniya addressed only to the Chairman, Procurement Committee, University of Peradeniya, Peradeniya on or before 18.09.2014 at 1.00 p.m. The Bid document thereof is not received by the date and time specified, the Bid shall not be accepted on any account. Bids will be opened at 1.30 p.m. on 18.09.2014 (soon after the closing of bids) at the Committee Room, University of Peradeniya. The bidder or one representative is permitted to be present at the opening of the bids, at which time, name of the bidder, amount of the bid, if discounts are declared in bid form, amount of the discount will be read out. Those who are obtaining the bidding documents from the University Website i.e. www.pdn.ac.lk should send their documents along with a Bank Draft drawn in favour of the Bursar, University of Peradeniya for the value of Rs. 2,000/= as a non refundable fee. If not the bids shall be rejected.

[3] Any alterations made in the quotations must bear the signature of the bidder and all bids containing alterations not so signed shall be treated as informal and rejected.

[4] Quotations submitted in illegible manner shall also be rejected.

[5] Qualification of a Bidder All bidders shall possess legal right to supply of goods under this procurement. All bidders shall produce a copy of the Business Registration Certificate/ Certificate of Incorporation (if the bidder is a Company) Only the bidders who are doing business in the field of furniture at least for the past Five (5) years shall only be qualified to submit the tenders. During that period the Bidder should have similar type of supplies completed which the contract value be exceeded Rs. 5 Million. The copies of agreement or order and completion certificates should be attached with the bidding documents No bidder whose name is black listed at the Treasury shall be qualified to submit a bid A bidder shall not have a conflict of interest. All bidders found to have conflict of interest shall be disqualified. Any attempt on the part of the bidders or their agents to influence the officials of the University in their favour by personal canvassing with the Officers concerned or any other party shall disqualify the bidders.


ANNEXURE I


[6] Validity of quotation

Quotations shall be valid only for 90 days from the date of closing of the procurement.

[7] Liquidated Damages The successful bidder shall provide the ordered Furniture within 60 days time, from the date of approved the samples and confirmed the order, in case of delayed supplies, liquidated damages at the rate of Rs. 2,000/- per day will be levied. The bidder can supply the furniture partly.




[11] Bidders should be prepared to accept orders subject to the penalty clause for forfeiture of performance security in the event of default in supplies or failure to supply within the stipulated period or supply of poor quality furniture. Bidders shall invariably specify in their bidding documents the delivery conditions including the time required for the supply of furniture quoted for.

[12] The University of Peradeniya shall not be responsible for or pay any expenses or losses which may be incurred by the bidder in preparation of this Procurement.



[15] The final acceptance of the tender rests entirely with the University. The University of Peradeniya shall not bind itself to accept the lowest or any bid and it reserves the right of accepting or rejecting any of the Bids. The Bidders on their part should be prepared to supply the items ordered from them what they have quoted in the bidding documents

[16]

The bidding document must be consisted of the following documents as a part of the Bid: 1. General Terms and Conditions of the Bid (Annexure I) 2. Bid Submission Form (Annexure II) 3. Price Schedule (Annexure III) 4. Specimen form for Performance Security (Annexure IV) 5. Specimen form of Bid Security (Annexure V) 6. Copy of the Business Registration Certificate/Certificate of Incorporation. 7. Any other documents.

[17] The bidders should be prepared to provide samples of furniture without applying dye/stain/wax if requested by the University for further evaluation. All the items supply under the purview of this Tender should strictly be conformed the quality of the sample and the specifications.




[20] The successful tender will be notified by the registered post, the acceptation of his/her bid by the

University. The successful Bidder shall also execute an agreement, for the due fulfillment of the contract within the period to be specified in the letter of acceptance. If the bidder within ten days of being noticed declines or fails to enter into an Agreement on the basis of the Procurement and / or fails to submit the Performance Security referred to in paragraph 24 of these Conditions, his bid shall be rejected.


[22] Fully priced copies of the Schedule of prices/rates duly signed must be submitted along with the documents. Any alterations made in the quotations must bear the signature of the bidder and all bids containing alterations not so signed shall be treated as informal and rejected.



[25] Forfeiture of Performance Security: (a) The Furniture which will be supplied should strictly be conformed to the sample submitted and if they are found to be not in par with the sample the order shall be rejected and the Performance Security shall be forfeited to the University. The University shall not be responsible for paying any expenses or losses incurred by the supplier/s in supplying of inferior quality furniture

(b) In cases where a successful bidder, after having made partial supplies fails to fulfill the contracts in full, all or any of the furniture not supplied may at the discretion of the purchasing Officer, be purchased by means of another procurement/quotations or by negotiation or form the next higher bidder who had offered to supply already and the loss, if any, caused to the University shall thereby together with such sums as may be fixed by the University towards the damages, be recovered from the defaulting bidder by forfeiting the performance security.

[26] Any other information may be obtained from Senior Asst. Bursar/Local Supplies, University of Peradeniya on any working day between 9.00 a.m. to 4.00 p.m. T’phone No. 081-2392885.



[28] The Procurement Committee reserves the right to reject any or all bids received in this connection,

or altogether cancel this procurement. The decision of the Procurement Committee shall be final and conclusive.

[29]

The University of Peradeniya shall not be responsible for or pay any expenses or losses which may be incurred by the bidder in preparation of this procurement.

[30]

Bidder should provide at least two years warranty for the furniture supply under this procurement.



UNIVERSITY OF PERADENIYA SUPPLY OF DESKS AND CHAIRS FOR THE EXAMINATION HALL, FACULTY OF MEDICINE

LS-02/14/NCB/21

BID SUBMISSION FORM To: Chairman, Procurement Committee, University of Peradeniya, Peradeniya. Having examined the instructions to Bidders, General Conditions, Specifications and Bidding Data Sheets/Offer Sheets for the Supply of Wooden Furniture, we the undersigned, offer to Supply the Wooden Furniture in conformity with the said General Conditions, Specifications and Bidding Data Sheets/Offer for the cost mentioned below. (Please indicate all inclusive cost with VAT)

Item No.


Price in Words

1.

2.

We agree to abide by this quotation for the period of 120 calendar days from the date fixed for receiving the same and it shall remain binding upon us and may accepted at any time before the expiration of that period. Unless and until a formal Agreement is prepared and executed this quotation together with your written acceptance thereof, shall constitute a binding contract between us. We understand that you are not bound to accept the lowest and that you reserve the right to reject any or all quotations or to accept any part of quotation in the best interest of the University without assigning any reasons thereof. Name of Bidder : …………………………………………………………….

Seal : ……………………………………………………………

Signature of Bidder : .……………………………………………………………

Name and Title of the Signatory : ……………………………………………………

Telephone and Fax Nos. : Telephone Nos. : …………………………….

Fax Nos. : …………………………....

Name of Witness :…………………………………………………..............

Signature of Witness :……………………………………………………………….

Address :……………………………………………………………….

………………………………………………………………..

………………………………………………………………..

Date :………………………………………………………………..

ANNEXURE II

ANNEXURE III


SUPPLY & DELIVERY OF DESKS AND CHAIRS FOR THE EXAMINATION HALL, FACULTY OF MEDICINE

NO. LS-02/14/NCB/21

General Specifications:- 1. Timber is specified as matured Teak only. (without wancy edges and knots) 2. All joints should be pasted with strong timber binder such a chemifix or equivalent. 3. All finished products should be well sanded before applying wood finish. 4. All fixings should be strengthened by brass screws where necessary and screw holes should be covered with approved binder. 5. Finished products should be applied with two coats of sanding sealer and wood finish. 6. All the timber must be well seasoned and treated. 7. All dimensions of the finished Desks and Chairs are to be in accordance with the sample.

PRICE SCHEDULE


1.

Chair (Teak Wood)

250 Nos.

2.

Desk (Teak Wood)

250 Nos.

TOTAL

Rs.

Less …………………….% Discount(if any)

Rs.


Rs.

VAT

Rs.

TOTAL with VAT

Rs



Name : …………………………………………………


Date : …………………………………………………

Company Seal

SPECIMEN FORM FOR PERFORMANCE SECURITY ---------------------------------- *Issuing Agency’s Name, and Address of Issuing Branch or Office+ --------------------

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

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

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



Contractor” ) has entered into Contract No ---------------------- [reference number of the contract] dated ------

--------- with you, for the ---------------- *insert “construction” / “Supply”+ of -------------------- [name of contract

and brief description of Works+ (hereinafter called “the Contract”).

Furthermore, we understand that, according to the conditions of the Contract, a performance security is

required.


pay you any sum or sums not exceeding in total an amount of -------------------------------- [amount in figure]

(------------------------------------------------------------------------------------ [amount in words], such sum being

payable in the types and proportions of currencies in which the Contract Price is payable, 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 herein.


scheduled contract completion date] and any demand for payment under it must be received by us at this

office on or before that date.

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

[signature(s)]

ANNEXURE IV

ANNEXURE V SPECIMEN FORM OF BID SECURITY [This Bank Security form shall be filled in accordance with the instructions indicated in brackets]

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

[insert issuing agency’s name, and address of issuing branch or office+

Beneficiary: ...........................................................................................................................





[insert (by issuing agency) name of the Bidder; if a joint venture, list complete legal names of partners]

(hereinafter called “the Bidder”) has submitted to you its bid dated .......................

*insert (by issuing agency) date+ (hereinafter called “the Bid”) for the execution/supply *select

appropriately] of [insert name of Contract] under Invitation for Bids No. ..................................... [insert IFB

number+ (“the IFB”).

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

At the request of the Bidder, we ....................................................................... [insert name of issuing

agency] hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of

.......................................... [insert amount in figures] .................................

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

[insert amount in words] upon receipt by us of your first demand in writing accompanied by a written

statement stating that the Bidder is in breach of its obligation(s) under the bid conditions, because the

Bidder:








This Security 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) our receipt of a copy of your notification to the

Bidder that the Bidder was unsuccessful, otherwise it will remain in force up to ....................................

(insert date)

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

before that date. ........................................

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





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

Dear Sir,

SUPPLY OF WOODEN TOWEL RACKS FOR THE HALLS OF RESIDENCES

The Chairman, University Procurement Committee, University of Peradeniya will invite sealed bids for the supply of 851 Nos. of Wooden Towel Racks from reputed vendors up to 1.00 p.m. on 18.09.2014 under the general terms and conditions set out below. GENERAL TERMS AND CONDITION [1] Bids must be sent in the prescribed form annexed (Annexure I) hereto. All the bidders

should sign and send the document attached to the annexure I containing the General Terms and Conditions along with the documents listed in the clause 15 hereto. The cost for the bidding documents once paid shall not be refunded.


[3] Bids should be sent in duplicate with all the blanks in the documents duly perfected, signed and dated, as follows, in two separate sealed covers, distinctly marked accordingly, otherwise it is likely to be rejected. (a) ORIGINAL - SUPPLY OF WOODEN TOWEL RACKS – No. LS-02/14/NCB/23 (b) DUPLICATE - SUPPLY OF WOODEN TOWEL RACKS - No. LS-02/14/NCB/23 Both sealed envelopes should be enclosed in one securely sealed cover and should be forwarded by registered post or deposited in the Official Tender Box kept at the Registrar’s Office of the University of Peradeniya addressed only to the Chairman, Procurement Committee, University of Peradeniya, Peradeniya on or before 18.09.2014 at 1.00 p.m. The Bid document thereof is not received by the date and time specified, the Bid shall not be accepted on any account. Bids will be opened at 1.30 p.m. on, 18.09.2014 (soon after the closing of bids) at the Committee Room, University of Peradeniya. The bidder or one representative is permitted to be present at the opening of the bids, at which time, name of the bidder, amount of the bids, if discounts are declared in bid form, amount of the discount will be read out.


0

081-2392885

081-2392413


.

*elaia

njhiyefy ; Fax




Our ref:

oskh jpfjp Date

Our ref:

081-2388082


[6] Qualification of a bidder All bidders shall produce a copy of the Business Registration Certificate/ Certificate of Incorporation (if the bidder is Registered Company in Sri Lanka) (*) Only the bidders who are doing business in the field of Wooden Furniture at least for the past Five (5) years shall only be qualified to submit the procurement. During that period the Bidder should have similar type of supplies completed which contract value be exceeded Rs. 2 Million. The copies of agreement or order and completion certificates should be attached with the bidding documents. No bidder whose name is black listed at the Treasury shall be qualified to submit a bid. A bidder shall not have a conflict of interest. All bidders found to have conflict of interest shall be disqualified. Any attempt on the part of the bidders or their agents to influence the officials of the University in their favour by personal canvassing with the Officers concerned or any other party shall disqualify the bidders.


[8] Liquidated Damages The successful bidder shall provide the ordered Towel Racks within 30 days time, from the date of approved the samples and confirmed the order, in case of delayed supplies, liquidated damages at the rate of Rs. 2,000/= per day will be levied. The bidder can supply the Towel Racks on partial basis.

[9] Clarifications may be sought from you on technical/commercial aspects, if felt necessary before deciding to place order.

[10] The Bidder shall undertake to supply Towel Racks according to the sample recommended and given specification.


[12] Bidders should be prepared to accept orders subject to the penalty clause for forfeiture of Performance Security in the event of default in supplies or failure to supply within the stipulated period or supply of poor quality Towel Racks. Bidders shall invariably specify in their bidding documents the delivery conditions including the time required for the supply of Towel Racks quoted for.


[14] The final acceptance of the procurement rests entirely with the University. The University of Peradeniya shall not bind itself to accept the lowest or any bid and it reserves the right of accepting or rejecting any of the Bids. The Bidders on their part should be prepared to supply the items ordered from them what they have quoted in the bidding documents.

[15] The bidding document must be consisted with the following documents as a part of the Bid: 1. Bid Submission Form (Annexure - I) 2. Technical Specification and Price Schedule (Annexure - II) 3. Specimen form of Bid Security (Annexure - III) 4. Specimen form for Performance Security (Annexure - IV) 5. Copy of the Business Registration Certificate/Certificate of Incorporation. Any other document.

[16] The selected bidder should be produced sample of Teak Wooden Towel Rack duly marked sample identification numbers to the Works Engineer, Maintenance Department of the University of Peradeniya. All the items supply under the purview of this procurement should strictly be conformed to the quality of the sample and the specifications.



[19] The successful bidder will be notified by the registered post, the acceptation of his/her bid by the University. The successful Bidder shall also execute an agreement, for the due fulfillment of the contract within the period to be specified in the letter of acceptance. If the bidder within ten days of being noticed declines or fails to enter into an Agreement on the basis of the Procurement and / or fails to submit the Performance Security referred to in paragraph 23 of these Conditions, his/her bid shall be rejected.


[21]


[22] Bid Security The bids should accompany a Bid Security amount of Rs. 150,000/= obtained from a recognized bank operates in Sri Lanka valid for 120 days from 18.09.2014, in favour of the Vice-Chancellor, University of Peradeniya. (Insurance Bond will not be accepted). All bids send without the Bid Security shall be treated as informal and be rejected.

[23] Performance Security: Before a formal Agreement is signed, the successful bidder shall be required to furnish a Performance Security for 10% of the contract sum from an approved Bank (Insurance Bond will not be accepted) in the name of the Vice-Chancellor, University of Peradeniya, Peradeniya and to mortgage and hypothecate the same to the Vice-Chancellor, University of Peradeniya as security with an approved Bank in favour of the Vice-Chancellor, University of Peradeniya for the validity period of 90 days for the due and satisfactory completion of the contract and for the payment of all claims to which the Vice-Chancellor, University of Peradeniya may be entitled under the provisions of the Agreement to be entered into.


(e) The Mattresses which will be supplied should strictly be conformed to the quality of the sample submitted and if they are found to be not in par with the sample the order shall be rejected and the Performance Security shall be forfeited to the University. The University shall not be responsible for paying any expenses or losses incurred by the supplier/s in supplying of inferior quality mattresses.

(f) In cases where a successful bidder, after having made partial supplies fails to fulfill the contracts in full, all or any of the Mattresses not supplied may at the discretion of the purchasing Officer, be purchased by means of another procurement/quotations or by negotiation or form the next higher bidder who had offered to supply already and the loss, if any, caused to the University shall thereby together with such sums as may be fixed by the University towards the damages, be recovered from the defaulting bidder by forfeiting the performance security.

[25]


[26] The bidder shall indicate the amount of VAT, separately in the bidding document, in addition to the net value of the bids, along with the VAT Registration number.

If the bidder is not registered for VAT, the net value of the bids should be indicated in the bidding documents and a letter obtained from the Commissioner of Inland Revenue Department certifying that the bidder has not registered for VAT, should be attached with the bid documents.

If the bidder has not indicated the VAT Registration Number or not submitted a letter obtained from the Department of Inland Revenue bids shall not be considered for evaluation and shall be rejected.




[30] Bidder should provide at least One year warranty for the Towel Racks supply under this procurement.

[31] If the bidder is not the manufacturer of the quoted item, bidder should submit a Manufacturer's Authorization Letter. This letter of authorization should be on the letterhead of the Manufacturer and should be signed by a person with the proper authority to sign documents that are binding on the Manufacturer.


ANNEXURE - 1

UNIVERSITY OF PERADENIYA SUPPLY OF WOODEN TOWEL RACKS

No. LS-02/14/NCB/23 BID SUBMISSION FORM

To: Chairman, Procurement Committee, University of Peradeniya, Peradeniya. Having examined the instructions to Bidders, General Conditions, Specifications and Bidding Data Sheets/Offer Sheets for the Supply of Wooden Towel Racks, we the undersigned, offer to Supply the Wooden Towel Racks in conformity with the said General Conditions, Specifications and Bidding Data Sheets/Offer for the cost mentioned below. (Please indicate all inclusive cost with VAT)

Item No.


Price in Words

1.

We agree to abide by this quotation for the period of 120 calendar days from the date fixed for receiving the same and it shall remain binding upon us and may accepted at any time before the expiration of that period. Unless and until a formal Agreement is prepared and executed this quotation together with your written acceptance thereof, shall constitute a binding contract between us. We understand that you are not bound to accept the lowest and that you reserve the right to reject any or all quotations or to accept any part of quotation in the best interest of the University without assigning any reasons thereof. Name of Bidder : …………………………………………………………………………………

Seal : ………………………………………………………………………………….

Signature of Bidder : .…………………………………………………………………………………

Name and Title of the Signatory : …………………………………………………………………………………..

Telephone and Fax Nos. :Telephone Nos. : …………………………………………….

Fax Nos. : …………………………......................

Name of Witness : …………………………………………………....................................

Signature of Witness : ………………………………………………………………………………….

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

……………………………………………………………………………………

…………………………………………………………………………………..

Date :………………………………………………………………………………….


[1] Form of Tender and conditions of Tender which are annexed herewith should be duly signed and witnessed.


[3] Bids should be sent in duplicate with all the blanks in the documents duly perfected, signed and dated, as follows, in two separate sealed covers, distinctly marked accordingly, otherwise it is likely to be rejected. (a) ORIGINAL - SUPPLY OF WOODEN TOWEL RACKS – No. LS-02/14/NCB/23 (b) DUPLICATE - SUPPLY OF WOODEN TOWEL RACKS - No. LS-02/14/NCB/23 Both sealed envelopes should be enclosed in one securely sealed cover and should be forwarded by registered post or deposited in the Official Tender Box kept at the Registrar’s Office of the University of Peradeniya addressed only to the Chairman, Procurement Committee, University of Peradeniya, Peradeniya on or before 18.09.2014 at 1.00 p.m. The Bid document thereof is not received by the date and time specified, the Bid shall not be accepted on any account. Bids will be opened at 1.30 p.m. on, 18.09.2014 (soon after the closing of bids) at the Committee Room, University of Peradeniya. The bidder or one representative is permitted to be present at the opening of the bids, at which time, name of the bidder, amount of the bids, if discounts are declared in bid form, amount of the discount will be read out.



[6] Qualification of a bidder All bidders shall produce a copy of the Business Registration Certificate/ Certificate of Incorporation (if the bidder is Registered Company in Sri Lanka) (*) Only the bidders who are doing business in the field of Wooden Furniture at least for the past Five (5) years shall only be qualified to submit the procurement. During that period the Bidder should have similar type of supplies completed which contract value be exceeded Rs. 2 Million. The copies of agreement or order and completion certificates should be attached with the bidding documents. No bidder whose name is black listed at the Treasury shall be qualified to submit a bid. A bidder shall not have a conflict of interest. All bidders found to have conflict of interest shall be disqualified. Any attempt on the part of the bidders or their agents to influence the officials of the University in their favour by personal canvassing with the Officers concerned or any other party shall disqualify the bidders.



[8] Liquidated Damages The successful bidder shall provide the ordered Towel Racks within 30 days time, from the date of approved the samples and confirmed the order, in case of delayed supplies, liquidated damages at the rate of Rs. 2,000/= per day will be levied. The bidder can supply the towel Racks on partial basis.

[9] Clarifications may be sought from you on technical/commercial aspects, if felt necessary before deciding to place order.

[10] The Bidder shall undertake to supply Towel Racks according to the sample recommended and given specification.


[12] Bidders should be prepared to accept orders subject to the penalty clause for forfeiture of Performance Security in the event of default in supplies or failure to supply within the stipulated period or supply of poor quality Towel Racks. Bidders shall invariably specify in their bidding documents the delivery conditions including the time required for the supply of Towel Racks quoted for.



[15] The bidding document must be consisted with the following documents as a part of the Bid: 1. Bid Submission Form (Annexure - I) 2. Technical Specification and Price Schedule (Annexure - II) 3. Specimen form of Bid Security (Annexure - III) 4. Specimen form for Performance Security (Annexure - IV) Copy of the Business Registration Certificate/Certificate of Incorporation. Any other document.

[16] The selected bidder should be produce sample of Teak Wooden Towel Rack duly marked sample identification numbers to the Works Engineer, Maintenance Department of the University of Peradeniya. . All the items supply under the purview of this procurement should strictly be conformed to the quality of the sample and the specifications.






[21]


[22] Bid Security The bids should accompany a Bid Security amount of Rs. 150,000/= obtained from a recognized bank operates in Sri Lanka valid for 120 days from 18.09.2014, in favour of the Vice-Chancellor, University of Peradeniya. (Insurance Bond will not be accepted). All bids send without the Bid Security shall be treated as informal and be rejected.

[23] Performance Security: Before a formal Agreement is signed, the successful bidder shall be required to furnish a Performance Security for 10% of the contract sum from an approved Bank (Insurance Bond will not be accepted) in the name of the Vice-Chancellor, University of Peradeniya, Peradeniya and to mortgage and hypothecate the same to the Vice-Chancellor, University of Peradeniya as security with an approved Bank in favour of the Vice-Chancellor, University of Peradeniya for the validity period of 90 days for the due and satisfactory completion of the contract and for the payment of all claims to which the Vice-Chancellor, University of Peradeniya may be entitled under the provisions of the Agreement to be entered into.


(g) The Mattresses which will be supplied should strictly be conformed to the quality of the sample submitted and if they are found to be not in par with the sample the order shall be rejected and the Performance Security shall be forfeited to the University. The University shall not be responsible for paying any expenses or losses incurred by the supplier/s in supplying of inferior quality mattresses.

(h) In cases where a successful bidder, after having made partial supplies fails to fulfill the contracts in full, all or any of the Mattresses not supplied may at the discretion of the purchasing Officer, be purchased by means of another procurement/quotations or by negotiation or form the next higher bidder who had offered to supply already and the loss, if any, caused to the University shall thereby together with such sums as may be fixed by the University towards the damages, be recovered from the defaulting bidder by forfeiting the performance security.

[25]


[26] The bidder shall indicate the amount of VAT, separately in the bidding document, in addition to the net value of the bids, along with the VAT Registration number. If the bidder is not registered for VAT, the net value of the bids should be indicated in the bidding documents and a letter obtained from the Commissioner of Inland Revenue Department certifying that the bidder has not registered for VAT, should be attached with the bid documents. If the bidder has not indicated the VAT Registration Number or not submitted a letter obtained from the Department of Inland Revenue bids shall not be considered for evaluation and shall be rejected. University of Peradeniya – VAT Registration No. 409039200 – 7000.


[27] Please note to send your documents with all the annexure set out in the clause 15 above. Bids

without annexure shall be rejected.



[30] Bidder should provide at least one year warranty for the Towel Racks supply under this procurement.



ANNEXURE - 11


SUPPLY & DELIVERY OF WOODEN TOWEL RACKS FOR THE HALLS OF RESIDENCES NO. LS-02/14/NCB/23

General Specifications:- 1. Timber is specified as matured Teak only. (without wancy edges and knots) 2. All joints should be pasted with strong timber binder such a chemifix or equivalent. 3. All finished products should be well sanded before applying wood finish. 4. All fixings should be strengthened by brass screws where necessary and screw holes should be covered with approved binder. 5. Finished products should be applied with two coats of sanding sealer and wood finish. 6. All the timber must be well seasoned and treated. 7. All dimensions of the finished Towel Racks are to be in accordance with the sample. 8. A Sample should be furnished by the selected supplier to finalize the tender without applying dye/staining/waxing)

PRICE SCHEDULE


1)

Wooden Towel Racks

1840 Nos.

TOTAL Rs.

Less …………………….% Discount(if any) Rs.


Rs.

VAT

Rs.

TOTAL with VAT

Rs



Name : …………………………………………………


Date : …………………………………………………

Company Seal

ANNEXURE III

SPECIMEN FORM OF BID SECURITY [This Bank Security form shall be filled in accordance with the instructions indicated in brackets]

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

[insert issuing agency’s name, and address of issuing branch or office+

Beneficiary: .....................................................................................................................................................................





[insert (by issuing agency) name of the Bidder; if a joint venture, list complete legal names of partners] (hereinafter

called “the Bidder”) has submitted to you its bid dated ..................................................[insert (by issuing agency)

date+ (hereinafter called “the Bid”) for the execution/supply *select appropriately+ of *insert name of Contract+ under

Invitation for Bids No. ..................................... *insert IFB number+ (“the IFB”).

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

At the request of the Bidder, we ....................................................................... [insert name of issuing agency] hereby

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

[insert amount in figures]

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

[insert amount in words] upon receipt by us of your first demand in writing accompanied by a written statement

stating that the Bidder is in breach of its obligation(s) under the bid conditions, because the Bidder:








This Security 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) our receipt of a copy of your notification to the Bidder that the Bidder was

unsuccessful, otherwise it will remain in force up to .................................... (insert date)

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

date. ........................................

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


SPECIMEN FORM FOR PERFORMANCE SECURITY

---------------------------------- *Issuing Agency’s Name, and Address of Issuing Branch or Office+ --------------------

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

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



Contractor” ) has entered into Contract No ---------------------- [reference number of the contract] dated ------

--------- with you, for the ---------------- [insert “construction” / “Supply”+ of -------------------- [name of contract

and brief description of Works+ (hereinafter called “the Contract”).

Furthermore, we understand that, according to the conditions of the Contract, a performance security is

required.


pay you any sum or sums not exceeding in total an amount of -------------------------------- [amount in figure]

(------------------------------------------------------------------------------------ [amount in words], such sum being

payable in the types and proportions of currencies in which the Contract Price is payable, 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 herein.


scheduled contract completion date] and any demand for payment under it must be received by us at this

office on or before that date.

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

[signature(s)]

ANNEXURE IV



…………………………………………… …………………………………………… …………………………………………… Dear Sir,

SUPPLY OF BRANDED COMPUTERS FOR UNIVERSITY OF PERADENIYA, PERADENIYA

The Chairman, University Procurement Committee, University of Peradeniya will invite sealed bids for the supply of Branded Computers specified in the schedule (I) given below from reputed vendors up to 1.00 p.m. on 17.09.2014 under the general terms and conditions set out below.

SCHEDULE (I)

No. Type of Equipment Quantity

1. Branded Desktop Computers (Type – 1) 66 Nos.

2. Branded Desktop Computers (Type – 2) 60 Nos.

3. Branded Laptop Computers 70 Nos.

INSTRUCTIONS TO BIDDERS

[1] Bids must be sent in the prescribed form annexed (Annexure A) hereto. All the bidders should sign and send the document attached to the Annexure A containing the General Terms and Conditions along with the documents listed in the clause 15 hereto. The cost for the bidding documents once paid shall not be refunded.


[3] Bids should be sent in duplicate with all the blanks in the documents duly perfected, signed and dated, as follows, in two separate sealed covers, distinctly marked accordingly, otherwise it is likely to be rejected. (a) ORIGINAL – SUPPLY OF BRANDED COMPUTERS– No. LS-04/14/NCB/19 (b) DUPLICATE - SUPPLY OF BRANDED COMPUTERS – No. LS-04/14/NCB/19 Bids should be sent in duplicate with all the blanks in the documents duly perfected, signed and Both sealed envelopes should be enclosed in one securely sealed cover and should forward by registered post to reach the Chairman, Procurement Committee, University of Peradeniya, Peradeniya on or before 1.00 p.m. on 17.09.2014 or deposited in the Official Tender Box kept at the Registrar’s Office of the University of Peradeniya.


.

*elaia njhiyefy; Fax



Our ref:

oskh jpfjp Date Our ref:


081-2392415

081-2388082

The Bid document thereof is not received by the date and time specified, the Bid shall not be accepted on any account. Bids will be opened at 1.30 p.m. on 17.09.2014, (soon after the closing of bids) at the Committee Room, University of Peradeniya. The bidder or one representative is permitted to be present at the opening of the bids, at which time, name of the bidder, amount of the bids, if discounts are declared in bid form, amount of the discount will be read out. Those who are obtaining the bidding documents from the University Website i.e. www.pdn.ac.lk should send their documents along with a Bank Draft for the value of Rs. 2000/= in favour of the Bursar, University of Peradeniya as a non refundable fee. If not the bids shall be rejected.



[6] Qualification of a bidder Only the Manufacturers, Sole Agents of Manufacturers for IT Equipment in the corporate customers in Sri Lanka are eligible to participate in this Bid.

i) All Bidders shall produce a copy of the Business Registration Certificate/Certificate of Incorporation (if the bidder is Registered Company in Sri Lanka)

ii) The organization who bid, should be an authorized service provider of quoted product line in the Sri Lankan market and should possess a valid letter of authorization from principle to authorize to handle corporate customer.

iii) The Supplier/Agent should have more than 05 years experience in selling and servicing the particular brand in Sri Lanka.

iv) The manufacturer should have minimum 10 years experience in manufacturing the particular brand and the brand should be 05 years in the Sri Lankan market.

v) Bidder must have a service centre in Kandy area. vi) The bidder should prove the supply of similar brand to the Sri Lankan market

which exceeds Rs. 5.0mn within last 2 years period.

No bidder whose name is black listed at the Treasury shall be qualified to submit a bid. A bidder shall not have a conflict of interest. All bidders found to have conflict of interest shall be disqualified. Any attempt on the part of the bidders or their agents to influence the officials of the University in their favour by personal canvassing with the Officers concerned or any other party shall disqualify the bidders.


[8] Liquidated Damages The successful bidder shall provide the ordered Computers within 30 days time, from the date of approved the items and confirmed the order, in case of delayed supplies, liquidated damages at the rate of Rs. 2,000/= per day will be levied.

[9] Clarifications may be sought from you on technical/Commercial aspects, if felt necessary before deciding to place order.


[10] The Bidder shall undertake to supply Computers according to the specifications given.

The offer must address itself specifically to the individual specification and state whether the items offered conform or do not conform therewith.

The bidder shall submit quotation as per the format given at the relevant annexures. Failure to submit the quotation in the required format will be rejected.


[12] Bidders should be prepared to accept orders subject to the penalty clause for forfeiture of Performance Security in the event of default in supplies or failure to supply within the stipulated period or supply of poor quality Computers. Bidders shall invariably specify in their bidding documents the delivery conditions including the time required for the supply of Computers quoted for.

[13]

Evaluation The bids will be evaluated as one package. All bids will be evaluated and compared on the basis of the following order.

i) Compliance with the Instructions/General Conditions ii) Conformity with the Specifications iii) Proof of ability iv) Delivery Period v) Security/ Warranty, expiry period offered vi) Quality vii) Price viii) Past experience


[15] The bidding document must be consisted of the following documents as a part of the Bid:

a) General Terms and Conditions - Annexure : A b) Bid Submission Form - Annexure : B c) Specifications - Annexure : C d) Price Schedule - Annexure : D e) Specimen form of Bid Security - Annexure : E f) Specimen form for Performance Security - Annexure : F g) A copy of the official receipt obtained for

payment of non-refundable fee.

h) Bidding data sheets/Offer sheets duly completed and signed.

i) Copy of VAT Registration Certificate. j) Copy of the Business Registration

Certificate/Certificate of Incorporation or any other document.

k) Authentication letter from the manufacture.

[16] The bidders should be prepared to provide samples of Computer if requested by the University for

further evaluation. All the items supply under the purview of this procurement should strictly be conformed to the quality of the sample and the specifications.

[17] The substantial responsive bids will be referred to the Technical Evaluation Committee for further

evaluation and recommendation and subsequently to the Procurement Committee for a decision.




[21]




[24]

Forfeiture of Performance Security:

(a) The Equipment which will be supplied should strictly be conformed to the given specifications and if they are found to be not in par with the specifications the order shall be rejected and the Performance Security shall be forfeited to the University. The University shall not be responsible for paying any expenses or losses incurred by the supplier/s in supplying of inferior quality equipment.

(b) In cases where a successful bidder, after having made partial supplies fails to fulfill the contracts in full, all or any of the equipment not supplied may at the discretion of the purchasing Officer, be purchased by means of another procurement/quotations or by negotiation or form the next higher bidder who had offered to supply already and the loss, if any, caused to the University shall thereby together with such sums as may be fixed by the University towards the damages, be recovered from the defaulting bidder by forfeiting the performance security.

[25]

Any other information may be obtained from the Senior Asst. Bursar/Local Supplies, University of Peradeniya on any working day between 9.00 a.m. to 4.00 p.m. T’phone No. 081-2392885

[26] Please note to send your documents with all the annexure set out in the clause 15 above. Bids

without annexure shall be rejected.



[29] Bidder should provide at least three years comprehensive warranty on site for the equipment supply under this procurement.

[30] If the bidder is not the manufacturer of the quoted equipment, bidder should submit a Manufacturer's Authorization Letter. This letter of authorization should be on the letterhead of the Manufacturer and should be signed by a person with the proper authority to sign documents that are binding on the Manufacturer.


ANNEXURE: A

SUPPLY OF BRANDED COMPUTERS FOR UNIVERSITY OF PERADENIYA LS-04/14/NCB/19



[2] Bids should be sent in duplicate with all the blanks in the documents duly perfected, signed and dated, as follows, in two separate sealed covers, distinctly marked accordingly, otherwise it is likely to be rejected. (a) ORIGINAL – SUPPLY OF BRANDED COMPUTERS– No. LS-04/14/NCB/19 (b) DUPLICATE - SUPPLY OF BRANDED COMPUTERS – No. LS-04/14/NCB/19 Both sealed envelopes should be enclosed in one securely sealed cover and should forward by registered post to reach the Chairman, Procurement Committee, University of Peradeniya, Peradeniya on or before 1.00 p.m. on 17.09.2014 or deposited in the Official Tender Box kept at the Registrar’s Office of the University of Peradeniya. The Bid document thereof is not received by the date and time specified, the Bid shall not be accepted on any account. Bids will be opened at 1.30 p.m. on 17.09.014, (soon after the closing of bids) at the Committee Room, University of Peradeniya. The bidder or one representative is permitted to be present at the opening of the bids, at which time, name of the bidder, amount of the bids, if discounts are declared in bid form, amount of the discount will be read out. Those who are obtaining the bidding documents from the University Website i.e. www.pdn.ac.lk should send their documents along with a Bank Draft for the value of Rs. 2000/= in favour of the Bursar, University of Peradeniya as a non refundable fee. If not the bids shall be rejected.



[5] Qualification of a bidder Only the Manufacturers, Sole Agents of Manufacturers for IT Equipment in the corporate customers in Sri Lanka are eligible to participate in this Bid.

i) All Bidders shall produce a copy of the Business Registration Certificate/Certificate of Incorporation (if the bidder is Registered Company in Sri Lanka)

ii) The organization, who bid, should be an authorized service provider of quoted product line in the Sri Lankan market and should possess a valid letter of authorization from principle to authorize to handle corporate customer.

iii) The Supplier/Agent should have more than 05 years experience in selling and servicing the particular brand in Sri Lanka.

iv) The manufacturer should have minimum 10 years experience in manufacturing the particular brand and the brand should be 05 years in the Sri Lankan market.

v) Bidder must have a service centre in Kandy area.

………………………………………………………. Seal and the Signature of the Bidder


vi) The bidder should prove the supply of similar brand to the Sri Lankan market which exceeds Rs. 5.0mn within last 2 years period.

No bidder whose name is black listed at the Treasury shall be qualified to submit a bid. A bidder shall not have a conflict of interest. All bidders found to have conflict of interest shall be disqualified. Any attempt on the part of the bidders or their agents to influence the officials of the University in their favour by personal canvassing with the Officers concerned or any other party shall disqualify the bidders.


[7] Liquidated Damages The successful bidder shall provide the ordered Computers within 30 days time, from the date of approved the items and confirmed the order, in case of delayed supplies, liquidated damages at the rate of Rs. 2,000/= per day will be levied.

[8] Clarifications may be sought from you on technical/Commercial aspects, if felt necessary before deciding to place order.

[9] The Bidder shall undertake to supply Computers according to the specifications given. The offer must address itself specifically to the individual specification and state whether the items offered conform or do not conform therewith. The bidder shall submit quotation as per the format given at the relevant annexures. Failure to submit the quotation in the required format will be rejected.


[11] Bidders should be prepared to accept orders subject to the penalty clause for forfeiture of Performance Security in the event of default in supplies or failure to supply within the stipulated period or supply of poor quality Computers. Bidders shall invariably specify in their bidding documents the delivery conditions including the time required for the supply of Computers quoted for.

[12] The University of Peradeniya shall not be responsible for or pay any expenses or losses which may be incurred by the bidder in preparation of this procurement. Bidders may quote for all items in the list.

[13]

Evaluation The bids will be evaluated as one package. All bids will be evaluated and compared on the basis of the following order.

i) Compliance with the Instructions/General Conditions ii) Conformity with the Specifications

……………………………………………………… Seal and the Signature of the Bidder

iii) Proof of ability iv) Delivery Period v) Security/ Warranty, expiry period offered vi) Quality vii) Price viii) Past experience

[14]

The final acceptance of the procurement rests entirely with the University. The University of Peradeniya shall not bind itself to accept the lowest or any bid and it reserves the right of accepting or rejecting any of the Bids. The Bidders on their part should be prepared to supply the items ordered from them what they have quoted in the bidding documents.

[15] The bidding document must be consisted of the following documents as a part of the Bid:

a) General Terms and Conditions - Annexure : A b) Bid Submission Form - Annexure : B c) Specifications - Annexure : C d) Price Schedule - Annexure : D e) Specimen form of Bid Security - Annexure : E f) Specimen form for Performance Security - Annexure : F g) A copy of the official receipt obtained for

payment of non-refundable fee.

h) Bidding data sheets/Offer sheets duly completed and signed.

i) Copy of VAT Registration Certificate. j) Copy of the Business Registration

Certificate/Certificate of Incorporation or any other document.

k) Authentication letter from the manufacture.

[16] The bidders should be prepared to provide samples of Computer if requested by the University for

further evaluation. All the items supply under the purview of this procurement should strictly be conformed to the quality of the sample and the specifications.





[21]






(a) The Equipment which will be supplied should strictly be conformed to the given specifications and if they are found to be not in par with the specifications the order shall be rejected and the Performance Security shall be forfeited to the University. The University shall not be responsible for paying any expenses or losses incurred by the supplier/s in supplying of inferior quality equipment.

(b) In cases where a successful bidder, after having made partial supplies fails to fulfill the contracts in full, all or any of the equipment not supplied may at the discretion of the purchasing Officer, be purchased by means of another procurement/quotations or by negotiation or form the next higher bidder who had offered to supply already and the loss, if any, caused to the University shall thereby together with such sums as may be fixed by the University towards the damages, be recovered from the defaulting bidder by forfeiting the performance security.




[28] Bidder should provide at least three years comprehensive warranty on site for the equipment supply under this procurement.

[29] If the bidder is not the manufacturer of the quoted equipment, bidder should submit a Manufacturer's Authorization Letter. This letter of authorization should be on the letterhead of the Manufacturer and should be signed by a person with the proper authority to sign documents that are binding on the Manufacturer.


ANNEXURE: B


SUPPLY OF BRANDED COMPUTERS FOR UNIVERSITY OF PERADENIYA LS-04/14/NCB/19

BID SUBMISSION FORM

To: Chairman, Procurement Committee, University of Peradeniya, Peradeniya. Having examined the instructions to Bidders, General Conditions, Specifications and Bidding Data Sheets/Offer Sheets for the Supply of Computers, we the undersigned, offer to Supply the computers in conformity with the said General Conditions, Specifications and Bidding Data Sheets/Offer for the cost mentioned below. (Please indicate all inclusive cost with VAT)

Item No.


Price in Words

1.

2.

3.

TOTAL

We agree to abide by this quotation for the period of 120 calendar days from the date fixed for receiving the same and it shall remain binding upon us and may accepted at any time before the expiration of that period. Unless and until a formal Agreement is prepared and executed this quotation together with your written acceptance thereof, shall constitute a binding contract between us. We understand that you are not bound to accept the lowest and that you reserve the right to reject any or all quotations or to accept any part of quotation in the best interest of the University without assigning any reasons thereof. Name of Bidder : ……………………………………………………………. Seal : …………………………………………………………… Signature of Bidder : .…………………………………………………………… Name and Title of the Signatory : …………………………………………………………… Telephone and Fax Nos. :Telephone Nos. : ……………………………. Fax Nos. : ………………………….... Name of Witness :………………………………………………….............. Signature of Witness :………………………………………………………………. Address :………………………………………………………………. ……………………………………………………………….. Date :………………………………………………………………

ANNEXURE: C Type of Equipment: Branded Computer (Type – 1) Quantity: 66 units.

TECHNICAL SPECIFICATIONS

Note: Bidders are requested to fill conformity column stating “Yes” or “No” and please specify the requested information in the last column.

Specimen Signature : ……………………………………. Company Seal :

Item Specifications Conformity Yes No

If No, Bidders Response

Make & Model (Please specify)

Country of Origin must be USA or JAPAN

Country of manufacture (Please specify)

From Factor Small form Factor

Processor 4

th Generation Intel Core i5 4570, processor running at

3.20 GHz (without turbo on) or faster clock speed with 6MB L3 cache and 4/4 cores/threads

Chipset Intel B85 Express or better 1,600 MHz

Memory 8GB (1,600 MHz) Dual channel DDR3-SDRAM

Hard Disk 500GB or higher capacity SATA, 7200rpm

Optical drive DVD R/W DL

Sound High definition sound with Intel B85 Express Chipset

Video controller HD Graphics, VRAM 1GB or higher

Monitor 21.5 inch LCD monitor of the same make as CPU

Network interface Gigabit NIC with Intel chipset support 1000Bbase – T/100Base-TX

Wireless network interface

Supports Wireless Standards IEEE 802.11b/g/n, Supports WEP 64/128, WPA, WPA2, TKIP/AES

I/O Ports

2 x USB 3.0 on front, total 8 USB 1xRS-232C D-sub-9 pin port, 2x PS/2 ports, 1 x RJ45 port, Stereo mini jack ports for Microphone in, Headphone out, Line in & Line out

Expansion slots 1xPCI, 2xPCI Express x 1 and 1 x PCI Express x 16 slots

Drive Bays At least 03 empty drive bays

Mouse PS/2 OR USB Optical mouse, Scroll

Keyboard PS/2 or USB standard 104 keyboard

Power supply 240VAC, 50Hz Power supply

Security features Chassis lock slot support are must

Operation System Windows 8.1 Professional 64 bit Genuine licensed OS. Recovery or re-installation media must be provided

Post Warranty services

Capability to supply services and spare part after the warranty period is a must. Documentary proof must be supplied

Warranty Three Years comprehensive on site

Product Experience and Certification

The bidder shall furnish documentary evidence to confirm that the bidder possesses 5 years or better experience in selling the quoted brand to cooperate customers in Sri Lanka. Proof for local distributorship of the product offered and ISO Certificates must be provided to confirm.

Type of Equipment: Branded Computer (Type – 2) Quantity: 60 units.


Item Specifications Conformity Yes No

If No, Bidders Response

Make & Model (Please specify)

Country of Origin (Please specify)

Country of manufacture (Please specify)

Architecture

From Factor Micro Tower

Processor Intel

(R) Core

TM i5-4440 Processor

(6M Cache, up to 3.10 GHz)

Chipset Intel H81 Express chipset or higher

Hard Disk 500GB SATA 7,200rpm Hard Disk Up to 2TB or more

Memory 4GB DDR3 SD RAM 1333 MHZ up to 16GB or more

DIMM Slots Minimum 2 DIMM slot or higher

Network Interface Gigabit NIC

Network Speed 10/100/1000 Mbps

Graphics Type HD Graphics

Audio HD Audio

Optical Drive SATA DVD Writer Drive

Key Board USB Windows Keyboard (Same Brand)

Mouse USB Optical scroll Mouse with pad (Same Brand)

Monitor 19.5” LED Monitor (Same Brand)

Expansion Options

Slots total free and type

Full height expansion slots include (2) PCI, (1) PCI Express x 1 and (1) PCI Express x 16 graphics

Interface

One (1) analog VGA video port One (1) DVI-D port One (1) line in; one (1) line out; one (1) mic in One (1) RJ45 network port Two (2) Front USB 2.0 Four (4) Rear USB 2.0 Two (2) Rear USB 3.0

Bays (2) external 5.25” drive bays for optional optical drives; (2) internal 3.5” hard drive bays

Operating System Windows 8 Professional with Original User Licenses

Warranty Three Years comprehensive on site

Note: Bidders are requested to fill conformity column stating “Yes” or “No” and please specify the requested information in the last column.

Specimen Signature : ……………………………………. Company Seal :

Manufacturer in Sri Lanka “Domestic Preference”

The offered brand of computers Manufactured in Sri Lanka should have sold in the market minimum of 3 years after obtaining the brand name/trademark registration. Manufacture should have sold more than 25,000 units to the reputed private sector or public sector organizations in Sri Lanka during this period The bidder should provide documentary evidence to support this clause with buyers’ recommendations preferably from government organization. The facility in which the goods are produces, should conform to ISO Certification. Inspection of the facility should be available to the University on demand. Technical manufacturing partners need to be disclosed and affirmations submitted including parts assembled software loaded. The Company must have at least 25 years experience in the trade as tier one partner of the reputed brand sell in Sri Lanka.

If the bidder is a import and supply as local agent of the Manufacturer

Bidder should furnish manufactures/Local agents of the Manufactures authorization letter that confirmed the bidder is authorized to handle corporate bodies in Sri Lanka. The Brand offered should have minimum of 15 years experience in Sri Lanka. ISO Certification should be provided. Technical manufacturing partners need to be disclosed and affirmations submitted including parts assembled software loaded. Bidder should have minimum of Seven years experience in dealing particular brand in Sri Lanka. Vendor should have Service centre in central province preferably Kandy/Peradeniya. Document evidence to be providing of the following; (a) Address, Contract details & Date of commencement of Service Centre/Branch/Regional Office.

(b) Workshop facilities and skills of the Technical staff

Type of Equipment: Branded Laptop Computer Quantity: 70 units.


Item Specifications Conformity If No,

Bidders response

Yes No

Make (please specify)

Model (please specify)

ISO Certificate (Please attach)

Country of origin (please specify)

Country of Manufacture (please specify)

Chip set Mobile Intel Hm 76 express or better

Processor 2nd

Generation Intel® Core™ i5 processor 2.40 GHz or Higher

Memory 4 GB DDR3 or Higher

Hard disk 500 GB 7200 rpm or Higher

Audio Intel high definition audio support 24-bit, 2 integrated speakers, support for stereo headsets

Video Mobile Intel Graphics Media Accelerator

Display Maximum 15.6 inch High Definition LED Display (1366 x 768) with Anti-Glare

Pointing Device Touchpad with scroll zone

I/O Ports 3xUSB 2.0,RJ-45 (NIC), VGA, HDMI, Stero audio output

Optical Drive DVD+/-RW Double Layer

Communications Gigabit Ethernet

Wireless Support Integrated Intel 802.11b/g/n WLAN support and Integrated Bluetooth.

Battery 6-cell Lithium-Ion technology with minimum 4 hour battery life time

Operating System Windows 7 Professional with License (64 bit) or better

Warranty Three year comprehensive warranty on site

Delivery & Installation Delivery within 30 days from the date of award.

Product experience Should have a minimum 05 years experience in selling the quoted brand in Sri Lanka. (Proof for local distributorship of product offered)

The bidder should be an authorized service provider for the quoted product line to Corporate client. An authorized letter from the principal supplier should be attached. Preference will be given to a service provider based in Kandy.

Note: Bidders are requested to fill conformity column stating “Yes” or “No” and please specify the requested information in the last column. Specimen Signature : ……………………………………. Company Seal :

ANNEXURE: D SUPPLY OF IT EQUIPMENT FOR UNIVERSITY OF PERADENIYA, PERADENIYA

NO: LS-04/14/NCB/19

PRICE SCHEDULE

Yes/No

1. A Copy of the Business Registration Certificate / Certificate of Incorporation (attached a copy)

2. The organization, who bid, should be an authorized service provider of quoted product in the Sri Lankan market and should possess a valid letter of authorization from principle.

3. Bidder have a service centre in Kandy area

4. The bidder should prove the supply of similar brand to the Sri Lankan market which exceeds Rs. 5.0mn within last 2 years period/details should be given.

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

Company Name : ...................................... Signature : ...............................................

Name of the authorized person: ...................................

Contact Number : ...................................... Company Seal: Address : ......................................

S.No.

Description

(1) (2) (3) (4) (5) (6) (7) (8)

Qty Unit Price Discounts if

any Discounted

Price VAT

Price with VAT (4 + 5)

Total (1x6)

1. Branded Computer (Type – 1) (Annexure :C )

66 units

Carried over to the Quotation Submission Form (Annexure B)

2. Branded Computer (Type – 2) (Annexure :C )

60 units Carried over to the Quotation Submission Form (Annexure B)

3. Branded Laptop computer (Annexure – C)

70 units

ANNEXURE : E

SUPPLY OF COMPUTERS FOR UNIVERSITY OF PERADENIYA, PERADENIYA

NO: LS-04/14/NCB/19

SPECIMEN FORM OF BID SECURITY

By this Security we................................................................................................................ ...........................................(Hereinafter called "the Bidder") and we (Name of Bank) whose registered office is at ......................................................................................................... .......................................................................................................................................... (Hereinafter called "the Surety") are held and firmly bound unto....................................... ........................................................................................................................................... (Hereinafter called "the Authority") in the sum of ............................................................. ..........................................................................................for the payment of which sum the Bidder and the Surety bind themselves their successors and assigns jointly and severally these presents. Whereas the Authority has invited the Bidder and other persons to complete bids in similar terms for the Supply and delivery of IT Equipments associated herewith (hereinafter called " the IT Equipment") and to submit the same for the consideration of the Authority, and the Bidder proposes to submit to the authority a bid (hereinafter called "the Bid") in accordance with such invitation, the Bid shall provide security to the Authority that the Bidder will honor certain obligations to be undertaken by him in the Bid in accordance with the following conditions. Now the Conditions of this Security are: a) That it shall remain in full force and effect until the earliest of

(i) (date), being ( ) days from (submission date), the date stipulated by the Authority for the submission of Quotations, or any prolongation of such date above notified to the Authority by the Bidder and the Surety in writing.

(ii) in the event of acceptance of the Bid by the Authority, the date upon which the Bid provides a performance security to the Authority in accordance with the terms of the contract thereby made between them, or

(iii) in the event of acceptance by the Authority of a Bid for the Works from a third party, the

date upon which such third party provides the relevant performance security. b) Subject to this Bid Security being in full force and effect, the Surety shall pay the full amount

specified in this Bid upon receipt of first written demand from the Authority stating that

(i) the Bidder has withdrawn his bid during the validity of this security, or

(ii) the Bidder has failed to provide a performance security to the Authority in accordance with the terms of the contract between them upon acceptance of the bid.

No alteration in the terms of the Quotation, nor any forbearance or forgiveness in or in respect of any matter or thing concerning the Bid on the part of the Authority, nor any objection from the Bidder shall in any way release the Surety from any liability under this Security. The benefit of this security shall not be assignable by the Authority and upon its ceasing to be in full force and effect the Authority shall return the same to the bidder.

This Bid Security shall be governed by the laws of ( ) I executed as a Deed this ( ) day of ( ) 20 ( ) For and on behalf of the bidder .................. For and behalf of the Surety...................... ........................................................................ ................................................................... Signed by ....................................................... Signed by.................................................... In the capacity of .......................................... In the capacity of....................................... And by............................................................ And by......................................................... In the capacity of ........................................... In the capacity of........................................ Seal (where applicable) Seal (where applicable)

ANNEXURE: F

UNIVERSITY OF PERADENIYA SUPPLY OF COMPUTERS FOR UNIVERSITY OF PERADENIYA, PERADENIYA

NO: LS-04/14/NCB/19

SPECIEMEN FORM OF PERFORMANCE SECURITY Security Number: ………………………........................ Date: ……………………………….. Sum Guaranteed: …………………………………………………………………………………….... To: ……………………………………………………………… (Name of employer) ………………………………………………………………….. (Address of employer) Whereas ……………………………………………………………………………….... (Name and Address of Contractor) hereafter called “the Contractor” has undertaken, in pursuance of contract No. ………………..Dated …………… to execute ………………................................................................... ………………………......................... (Name of contract) hereafter called “the contract”. And whereas it has been stipulated by you in the said Contract that the Contractor shall furnish you with a Bank Guarantee by a recognized Bank for the sum specified therein as security for compliance with his obligations in accordance with the Contract; and whereas we have agreed to give the Contractor such a Bank Guarantee: Now therefore we hereby affirm that we are the Guarantor and responsible to you, on behalf of the Contractor, up to a total of …………………............................................................................................................(amount of Guarantee) …………………………………………………………. (Amount in words), such sum being payable in the type and proportions of currencies in which the Contractor Price is payable, and we undertake to pay you, upon your first written demand and without cavil or argument, any sum or sums within the limits of …………… ……………………………………………………………………………………………….................................. (amount of Guarantee) as aforesaid without your needing to prove or to show ground or reasons for your demand for the sum specified therein. We hereby waive the necessity of your demanding the said debt from the contractor before presenting us with the demand. We further agree that no change or addition to or other modification of the terms of the Contract or of the Works to be performed there under or of any of the Contract document which may be made between you and the Contractor shall in any way release us from any liability under this guarantee, and we hereby waive notice or any such change, addition or modification. This guarantee shall be valid until a date 30 days from the date of issue of the Taking over Certificate. Signature and the Seal of the Guarantor : ………………………………………......................... Name of the Bank : ……………………………………………………………… Address : ………………………………................................. ………………………………................................... Date : ……………………………………………………………… Witness : ……………………………………….........................

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