Volume 2

 Section II. Bidding Data Sheet (BDS)

• Section III. Evaluation and Qualification Criteria

• Section IV. Bidding Forms

• Section V. Schedule of Requirements

• Section VII. Contract Data

• Invitation for Bid

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 Section II. Bidding Data Sheet (BDS)
The following specific data for the goods to be procured shall complement, supplement,
or amend the provisions in the Instructions to Bidders (ITB). Whenever there is a
conflict, the provisions herein shall prevail over those in ITB.

ITB Clause A. General

Reference
ITB 1.1 The Purchaser is: Vice Chancellor, University of Colombo

ITB 1.1 The name and identification number of the Contract are:
Supply, delivery & installation of (Purchase Items) for (Location)
University of Colombo

(Purchase Items) – (Qty) Nos.

IFB No: ………………………………..

ITB 2.1 The source of funding is: IDA / WB Credit No: 4686 LK

ITB 4.4 Foreign bidders are allowed to participate in bidding. Yes

B. Contents of Bidding Documents
ITB 7.1 For Clarification for bid purposes only, the Purchaser’s address is:
Attention: Deputy Director Procurement
Address: HETC Project, Operational Technical Secretariat (OTS
Office), University of Colombo, No. 94, Cumaratunga Munidasa
Mawatha, Colombo 03.
Telephone:0112595953/0112500552
Facsimile number:0112595953
Electronic mail address: hetc.colombo@gmail.com

C. Preparation of Bids
ITB 14.3 The bidders may quote following minimum quantities: Full quantity

ITB 15.1 The bidder shall quote the local expenditure in: Sri Lankan Rupees.

ITB 17.3 Period of time the goods are expected to be functioning (for the
purpose of spare parts): Minimum of 5 Years of Operation

ITB 18.1 (b) After sales service is: Required

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ITB 19.1 The bid shall be valid until. …………………………..

ITB 20.1 (a) Bid shall include a Bid Security (issued by a bank approved by the
Central Bank of Sri Lanka) included in Section IV Bidding Forms
The amount of the Bid Security shall be: Rs. ……………………
ITB 20.2

The validity period of the bid security shall be until:

……………………………(Original Bid Bond should be attached to
the Original Bidding Document)
D. Submission and Opening of Bids
Complete bids should be forwarded in two copies as the original and the
ITB 22.2 (c)
duplicate. The original and the duplicate should be enclosed separately
and marked as the ‘original’ and ‘duplicate’ respectively in sealed
envelope. Then both envelopes re-enclosed in one sealed envelope
marked the “IFB No: …………………..” on top left hand corner of the
envelope.
ITB 23.1 For bid submission purposes, the purchaser’s address is:
Attention: Deputy Director Procurement
Address: HETC Project, University of Colombo, No 94,
Cumaratunga Munidasa Mawatha, Colombo 3
The deadline for the submission of bids is:
Date: ……………………….
Time: 2.30. pm

ITB 26.1 The bid opening shall take place at:

Address: (Location) , University of Colombo, No 94, Cumaratunga
Munidasa Mawatha,
Colombo 3
Date: …………………….
Time: ……………………………..

E. Evaluation and Comparison of Bids

ITB 34.1 Domestic preference shall not be a bid evaluation factor.

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ITB 35.3(d) The adjustments shall be determined using the following criteria, from
amongst those set out in Section III, Evaluation and Qualification
Criteria:
(a) Deviation in delivery schedule: Yes
Option 1 is selected and adjustment is: 0.5% per week
(b) Deviation in payment schedule: No

(c) Cost of major replacement components, mandatory spare parts,

and service: No

ITB 35.5
Not Applicable

ITB 40.1 At the time the Contract is awarded, the Purchaser reserves the right
to increase or decrease the quantity of Goods and Related Services
originally specified in Section V, Schedule of Requirements, provided
this does not exceed 25% specifying in the BDS.

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 Section III. Evaluation and Qualification Criteria

Contents

1. Evaluation Criteria (ITB 35.3 {d})- Applicable

2. Evaluation Criteria (ITB 35.4)- Not Applicable

3. Multiple Contracts (ITB 35.5) – Not Applicable

4. Domestic Preference (ITB 34.1)- Not Applicable

5. Post-qualification Requirements (ITB 37.2) - Applicable

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1. Evaluation Criteria (ITB 35.3{d})

The purchaser’s evaluation of a bid may take into account, in addition to the Bid Price
quoted in accordance with ITB Clause 14, one or more of the following factors as specified
in ITB Sub-Clause 35.3{d} and in BDS referring to ITB 35.3 {d}, using the following
criteria and methodologies.

(a) Delivery Schedule

Option 1: The Goods specified in the List of Goods are required to be delivered within
the acceptable time range (after the earliest and before the final date, both dates
inclusive) specified in Section VI, Delivery Schedule. No credit will be given to
deliveries before the earliest date, and bids offering delivery after the final date shall be
treated as non responsive. Within this acceptable period, an adjustment, as specified in
BDS Sub-Clause 35.3(d), will be added, for evaluation purposes only, to the bid price
of bids offering deliveries later than the “Earliest Delivery Date” specified in Section
VI , Delivery Schedule.

(b) Deviation in payment schedule:

Not Applicable

(c) Cost of major replacement components, mandatory spare parts, and service:

Not Applicable

(d) Specific additional criteria

Not Applicable

2. Evaluation Criteria (ITB 35.4)

Not Applicable

3. Multiple Contracts (ITB 35.5)

Not Applicable

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4. Domestic Preference (ITB 34.1)
Not Applicable

5. Post-qualification Requirements (ITB 37.2)

After determining the lowest evaluated bid in accordance with ITB Sub Clause 36.1,
the Purchaser shall carry out the post-qualification of the Bidder in accordance with
ITB Clause 37, using only the requirements specified. Requirements not included in the
text below shall not be used in the evaluation of the Bidder’s qualifications.

(i) Financial Capability

 The Bidder shall furnish audited financial accounts for the consecutive
3 years ended at 31 March 2014 to prove that bidder has an acceptable
level of financial capability.

(ii) Experience and Technical Capacity

 The bidder shall furnish documentary evidence to demonstrate that the

offered make/Brand was sold in Sri Lanka during the last 8 years.

 The bidder shall furnish documentary evidence to demonstrate that t he

bidder possesses 5 years experience in the relevant field.

 The bidder should have sold at least following quantities of the offered
Make in Sri Lanka within the last 3 years.

Desktop Computers : 3000 Nos.

(Letter of Awarding/ Purchase Order and completion certificate should be attached).

(iii) Manufacturer’s Authorization Certificate.

(iv) The bidder should posses the Certificate of Business Registration issued by the
Government Authority in the relevant field.

(v) The availability of the local agents in Sri Lanka for the supply of spare parts and
after sales services for the maintenance of items offered in the bid.

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 Section IV. Bidding Forms

Table of Forms

Bid Submission Form ........................................................................................................10

Price Schedule:...................................................................................................................12

Bid Security (Guarantee) ..................................................................................................17

Manufacturer’s Authorization ...........................................................................................18

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 Bid Submission Form
Date of bid submission:

IFB No: ……………………………..

To: Vice Chancellor, University of Colombo

We, the undersigned, declare that:

(a) We have examined and have no reservations to the Bidding Documents.

(b) We offer to supply in conformity with the Bidding Documents and in accordance with the
Delivery Schedules specified in the Schedule of Requirements the following Goods and
Related Services. (Purchase Items ) - Qty for University of Colombo

(c) (Purchase Items ) & QTY = Rs. …….……………………

(Without VAT)

(d) The total price of our Bid before VAT, excluding any discounts offered is:

In words:
……………………………………………………………………………………………
……………………………………………………………………………………………
……………………………………………………………………………………………
………………………………………………………………………

In figures: …………………………..

(e) The total price of our Bid after VAT, and any discounts offered is:

In words:
……………………………………………………………………………………………
……………………………………………………………………………………………
…………………………………………………………………..

In figures: …………………………..

(f) Our bid shall be valid for the period of time specified in ITB Sub-Clause 19.1, from the
date fixed for the bid submission deadline in accordance with ITB Sub-Clause 23.1, and
it shall remain binding upon us and may be accepted at any time before the expiration of
that period;

(g) If our bid is accepted, we commit to obtain a performance security in accordance with
ITB Clause 43 and CC Clause 17 for the due performance of the Contract;

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(h) We have no conflict of interest in accordance with ITB Sub-Clause 4.3;

(i) Our firm, its affiliates or subsidiaries—including any subcontractors or suppliers for any
part of the contract—has not been declared blacklisted by the National Procurement
Agency;

(k) We understand that this bid, together with your written acceptance thereof included in
your notification of award, shall constitute a binding contract between us, until a formal
contract is prepared and executed.

(l) We understand that you are not bound to accept the lowest evaluated bid or any other bid
that you may receive.

Signature: ………………………………………………………

Name of the person signing the bid: ……………………………………….

National ID No: …………………………………………………………..

Designation: …………………………………………..

VAT Registration No: ………………………………

Name & address of the organization:

………………………………………………………

………………………………………………………

………………………………………………………

………………………………………………………
(Company seal)

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 Price Schedule
[The Bidder shall fill in these Price Schedule in accordance with the instructions indicated.
The list of line items in column 1 of the Price Schedules shall coincide with the List of Goods
and Related Services specified by the Purchaser in the Schedule of Requirements.

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 PRICE SCHEDULE

IFB No: HETC/COL/UDG/NCB/GOODS/001

1 2 3 4 5 6 7 8 9 10 11 12
Goods and related Services offered within Sri Lanka (in Sri Lankan Rupees)

Unit price Price per line Inland transportation, insurance and Total Price Discounted VAT Total Price after
Package Description of Goods or Brand Model Qty (inclusive of duties, sales item other related services to deliver the before VAT Total price (if VAT
No. related services and and other taxes) (Col. 5x6) goods to their final destination if not (Col 7+8) any)before VAT (Col. 9 or 10+11)
unit Before VAT included under column 6

Total

………………………… ……………………….. …………………………

Name of the Company Signature of the Bidder Date
………………………… ……………………….. …………………………
Name of the Company Signature of the Bidder Date

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 Bid Guarantee

IFB No: ……………………………..

[This Bank Guarantee form shall be filled in accordance with the instructions indicated
in brackets]
--------------- [Insert issuing agency’s name, and address of issuing branch or office] ------
Beneficiary: Vice Chancellor, University of Colombo
Date: -------- [insert (by issuing agency) date]
BID GUARANTEE No.: ---------- [insert (by issuing agency) number]
We have been informed that --------- [insert (by issuing agency) name of the Bidder; 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 supply of [insert name of Supplier] under Invitation for Bids No. -------
---- [insert IFB number] (“the IFB”).
Furthermore, we understand that, according to your conditions, Bids must be supported
by a Bid Guarantee.
At the request of the Bidder, we --------------- [insert name of issuing agency] hereby
irrevocably undertake to pay you any sum or sums not exceeding in total an amount of ---
--------- [insert amount in figures] ---------- [insert amount in words]) upon receipt by us
of your first demand in writing accompanied by a written statement stating that the Bidder
is in breach of its obligation(s) under the bid conditions, because the Bidder:

(a) has withdrawn its Bid during the period of bid validity specified; or
(b) does not accept the correction of errors in accordance with the Instructions
to Bidders (hereinafter “the ITB”); or
(c) having been notified of the acceptance of its Bid by the Purchaser during the
period of bid validity, (i) fails or refuses to execute the Contract Form, if required,
or (ii) fails or refuses to furnish the Performance Security, in accordance with the
ITB.
This Guarantee shall expire: (a) if the Bidder is the successful bidder, upon our receipt of
copies of the Contract signed by the Bidder and of the Performance Security issued to you
by the Bidder; or (b) if the Bidder is not the successful bidder, upon the earlier of (i) 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) ]

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 Manufacturer’s Authorization

Date: [insert date (as day, month and year) of Bid Submission]
IFB No.: …………………………………………………

To: Vice Chancellor, University of Colombo

WHEREAS

We [insert complete name of Manufacturer], who are official manufacturers of[insert

type of goods manufactured], having factories at [insert full address of Manufacturer’s
factories], do hereby authorize [insert complete name of Bidder] to submit a bid the
purpose of which is to provide the following Goods, manufactured by us [insert name
and or brief description of the Goods], and to subsequently negotiate and sign the
Contract.

We hereby extend our full guarantee and warranty in accordance with Clause 27 of the
Conditions of Contract, with respect to the Goods offered by the above firm.

Signed: [insert signature(s) of authorized representative(s) of the Manufacturer]

Name: [insert complete name(s) of authorized representative(s) of the Manufacturer]

Title: [insert title]

Duly authorized to sign this Authorization on behalf of: [insert complete name of Bidder]

Dated on ____________ day of __________________, _______ [insert date of signing]

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 Section V. Schedule of Requirements

Contents

1. List of Goods and Delivery Schedule ...........................................................................20

2. Technical Specifications ..............................................................................................21

3. Inspections and Tests ...................................................................................................30

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 1. List of Goods and Delivery Schedule

Package Description of Goods Qua Unit Final (Project Site) Destination as specified in BDS Required Delivery Plan
No. ntity
Required Delivery Date

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 TECHNICAL SPECIFICATIONS
Purchase Items & Qty

IFB No.: HETC/COL/UDG/NCB/GOODS/001

Item Name Listed Specification* Conformity to specification BIDDERS RESPONSE

No. “YES”/ “NO”

Yes No
Make
Model
Country of Origin
Country of Manufacture

Form Factor Tower

Date

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 5. Inspections and Tests
The following inspections and tests shall be performed:

Suppliers are required to perform verification test to show the specifications after deliver and
accept of goods at following final destinations.

Desktop Computers with Operating System & MS Office

University of Colombo

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 Section VII. Contract Data

The following Contract Data shall supplement and / or amend the Conditions of Contract (CC).
Whenever there is a conflict, the provisions herein shall prevail over those in the CC.

CC 1.1(i) The Purchaser is: Vice Chancellor, University of Colombo

CC 1.1 (m) The Project Site(s)/Final Destination(s) is: Technical Evaluation Committee,
University of Colombo
CC 8.1 For notices, the Purchaser’s address shall be:

Attention: Vice chancellor, University of Colombo

Address: No. 94, Cumaratunga Munidasa Mawatha, Colombo 03
Telephone: 0112595953/0112500552
Facsimile number: 0112595953
Electronic mail address: hetc.colombo@gmail.com
CC 12.1 Details of Shipping and other Documents to be furnished by the Supplier are:

 Tax invoice
 Original Manufacturer’s Warranty Certificates Provided by the Manufactures
or their Local representative
 Warranty Certificate provided by the Manufactures or local representative
 Original Certificate of Origin
 Original Manufacturer’s Factory Inspection Certificate
 Delivery Note
(The above documents shall be received by the purchaser before arrival of the Goods
and, if not received, the supplier will be responsible for any consequent expenses).
CC 15.1 The method and conditions of payment to be made to the Supplier under this Contract
shall be as follows:

Payment shall be made in Sri Lankan Rupees within thirty (30) days of presentation
of claim supported by a certificate from the Purchaser declaring that the Goods have
been delivered and that all other contracted Services have been performed.

(ii) On Acceptance: Full Payment of the Contract Price shall be paid to the
Supplier within thirty (30) days after the date of the acceptance certificate for
the respective delivery issued by the Purchaser.

CC 17.1 A Performance Security: of 10% of the initial contract value shall be required
CC 25.1 The inspections and tests shall be: based on Technical Specifications
CC 25.2 The inspections and tests shall be conducted at the final destination
Technical Evaluation Committee, University of Colombo
CC 26.1 The liquidated damage shall be 0.5% per week of the contract price
CC 26.1 The maximum amount of liquidated damages shall be 10% of the contract value.

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 Invitation for Bids (IFB)

University of Colombo
HETC Project – IDA Credit No: 4686 LK
Operational Technical Secretariat (OTS Office)
SUPPLY, DELIVERY & INSTALLATION OF (Purchase Items )
IFB No: …………………………

1. The Democratic Socialist Republic of Sri Lanka has received a Credit from the
International Development Association toward the cost of the Higher Education for the
Twenty First Century (HETC) project and it intends to apply part of the proceeds of
this credit to payments under the contract for Supply, Delivery & Installation of
Desktop Computers with Operating System & MS Office

(IFB No: ……………………………)

2. The Chairman, Procurement Committee, University of Colombo now invites sealed

bids from eligible and qualified bidders for Supply, Delivery & Installation of Desktop
Computers with Operating System & MS Office as follows.

Description Quantity Value of the

Bid Security
(Rs.)
(Purchase Items )

3. Bidding will be conducted through the National Competitive Bidding (NCB) procedure.

4. Interested eligible Bidders may obtain further information from Deputy Director
Procurement, OTS Office, HETC Project, University of Colombo and inspect the
Bidding Documents at the address given below; from 9.00 a.m. to
5. 2.30 p.m. on working days during the period from …………………… to
………………………..

6. Qualifications requirements include:

 The bidder shall furnish documentary evidence to demonstrate that the offered
Make/Brand was sold in Sri Lanka during the last 8 years.

 The bidder shall furnish documentary evidence to demonstrate that t he bidder

possesses 5 years’ experience in the relevant field.

 The bidder should have sold at least following quantities of the offered Make in Sri
Lanka within the last 3 years.

Desktop Computers : 3000 Nos.

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

interested bidders on the submission of a written application to the address given below
and upon payment of a non-refundable fee of Rupees 3,000.00 payable at shroff,
University of Colombo during 9.00 a.m to 2.30 p.m . The documents may be purchased
until 2.30 p.m. on …………………………..
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8. Bids must be delivered by hand or registered post to the address stipulated below on or
before 2.30 p.m. on …………………... Late bids will be rejected. Bids will be opened
immediately after the bid closing time on ……………………………, in the presence
of the bidders’ representatives who choose to attend in person at address mentioned
below. All bids must be accompanied by a bid security according to the values given in
paragraph 2 above.

9. Complete bids should be forwarded in two copies as the original and the duplicate. The
original and the duplicate should be enclosed separately and marked as the ‘original’
and ‘duplicate’ respectively in sealed envelope. Then both envelopes re-enclosed in one
sealed envelope marked the Supply, Delivery & Installation of (Purchase Items )
(IFB No: …………………………) on top left hand corner of the envelope.

9. The address referred to above is;

Deputy Director Procurement

Higher Education for the Twenty first Century (HETC) Project
University of Colombo,
No. 94, Cumaratunga Munidasa Mawatha, Colombo 03,

Chairman, Procurement Committee,

University of Colombo.
Tele: 0112500552/0112595953 Fax: 0112595953 Email: hetc.colombo@gmail.com

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