Sri Lanka Institute of Information Technology

Faculty of Engineering

Department of Civil Engineering

CE4221 - Civil Engineering Practice, Quality and

Legislation

Group 17

Assignment on

Contract Document and CAE

For
Construction of 50 Houses Project
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Table of Contents

INVITATION FOR BIDS (IFB) ................................................................................................. 1

INSTRUCTIONS TO BIDDERS............................................................................................... 3

BIDDING DAT ....................................................................................................................... 11

FORM OF BI ............................................................................................................................. 18
FORM OF BID SECURIT ........................................................................................................ 20
FORM OF AGREEMEN........................................................................................................... 22
REFERANCE
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Invitation for Bids (IFB)

Ministry of Housing & Construction

Department of Buildings

Grant Name: Construction of 50 Houses Project at, Kandy

Bid number Description of Estimated Contract Required

work Cost /(Rs in Period Grade
millions)

Construction of
50 Houses
Project at C4
CAE/H50P/202/2017 Kandy 124,000,000 720 days Or Above

1. The Chairman, Department Procurement Committee, on behalf of the Department of

Building now invites sealed bids from eligible and qualified bidders for a construction of a
Construction of District Chest of 50 Houses Project at Kandy as described below and
estimated to cost
Rs. 124,000,000.00 (Excluding vat). The construction period is 720Days

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

3. To be eligible for contract award, the successful bidder shall not have been blacklisted and
shall be registered in the field of building construction for Grade C4 or above with the
Construction Industry Development Authority (CIDA), valid until the date of closing of the
bids. Further the registration should be valid at the date of award.

4. Interested bidders may obtain further information from the Chief Engineer (Zone 5),
Department of Buildings, Kandy, and inspect the Bidding Documents at the same address
on any working day from 8:00hrs to 15:00 hrs.
Contact numbers are: Phone: Phone: 081 2268653, Mihiran: 081 2234238

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 Chief Engineer (Zone 5),
Department of Buildings, Kandy, from 19-12-2016 until 2-01-2017 from 9:00hrs to 15:00
hrs upon payment of a non-refundable fee of Rupees seventeen thousand (Rs.12,000/-).

6. Bids shall be delivered or sent by registered post to the Chairman, Department

Procurement Committee, Department of Buildings, 2nd Floor, Sethsiripaya,

Battaramulla to reach on or before 10:00 hrs on 2-01-2017. Bids will be opened soon after
closing at the Contract Branch, Department of Buildings, 2nd Floor, Sethsiripaya, Battaramulla
in presence of the bidders representatives who choose to attend.

7. Bids shall be valid for a period of 90 Days from the last date fixed for receiving of Bids or
any extended period.

8. All Bids shall be accompanied by a Bid Security which shall be;

o in the form included in Section 09 of the bidding document

o in favour of Director General of Buildings
o for an amount of Rs. 1,000,000.00
validup to 10th April, 2017.
issued by one of the agencies indicated in the clause 16.2 of the Bidding Data

9. Bidders are advised to enter Sethsiripaya premises at least 1 hour before the scheduled time
for Bid closing, due to security checking.
Eng. M.R. Jeyachandran
Director General of Buildings
Department of Buildings
2 nd Floor,"Sethsiripaya",

Battaramulla.

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INSTRUCTIONS TO BIDDERS

Reference to Volume I of ICTAD publication No. SBD/02 Second Edition January 2007 for
instruction to Bidders.

This publication shall be available for purchase from Institute for Construction, Training and

Development (ICTAD) Savsiripaya 123, Wijerama Mawatha,

Colombo 07.

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

Bidder Secretary

(Kaduwela Municipal Council)

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 3
Bidding Data

Instructions to Bidders Claude Reference

(1.1) The Employer is

Name: Construction of 50 Houses Project at Kandy

Address: 2nd Floor, Ranmini building, Battaramulla

The Work consists of

Construction of 50 Houses Project at Kandy

(1.2) Intended Completion Date is 720 Days from the Start Date.

(1.3) The office for collection of bid forms is

Chief Engineer (Zone 5), Department of Buildings, Kandy

The non-refundable fee is Rs.12000

The Bid forms will be issued until 1st of January 2017

(2.1) The source of fund is bank loan

(4.2) The registration required

Specialty : Building
Grade : C4 and above

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(4.3)The following information shall be provided in Section 4:

ICTAD Registration:
Registration number: 232/09743/12
Grade : C4
Specialty : Building
Expiry Date 2030.19.21

VAT Registration number : VAT256758586675

Construction Program : Buildings

Legal Status : Company

Total monetary value of construction work performed for each of

the last five years : 600 million

Experience in work of a similar nature and size for each if the last
ten years :

1. 60 million fully completed three residential

buildings

2. 650 million 50% completed midrise building

Major items of construction equipment proposed to carry out the

Contract : site concrete mixture machine

Qualifications and experience of key site management and

technical

Personnel proposed for the Contract,

1. Managerial: I. B.Eng. Civil Engineering with

10 year 04 No.

2. Technical : I. NDT (Civil) with 5 years 05 No.

or Equivalent

3. Managerial: I. Manager 02 No.

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 (4.4)

Average of the annual volume of construction work performed

in the last five years shall be at least 350 million.

Experience in the construction of at least one contact of a nature

and complexity equivalent to the Works over the last 10 years (to
comply with this requirement, works cited should be at least 70
percent completed)
Proposals for the timely acquisition (own, lease, hire, etc.) of
the Essential equipment listed in the Bidding Data clause 4.1
: Hire
Following technical and managerial Staff:
1. Site Engineer, Quantity Surveyor - 03 No
2. Electrician, Plumbers and Surveyor - 06 No
3. Labourers - 35 No.
The minimum amount of liquid assets and/or credit facilities
net of other contractual commitments and exclusive of any
advance payments which may be made under the contract shall
be not less than Rs.2.5million
(9.1) Employers address for the purpose of clarification is:

Name: J.J.Fernando (Director of Buildings)

Address: 2nd Floor, Sethsiripaya, Battaramulla

Telephone: +94 81 223 6653
Fax: +94 81 223 6653

(11.1) The language of the bidding document shall be English

(13.3) VAT component shall not be included in the rates. The amount written in the
Form of Bid shall be without VAT. However VAT component shall be shown
separately at the end of the BOQ.

(13.4) The contract is not subjected to price adjustment in accordance with clause 47
of the conditions of Contract.
(14.1) Bidders are allowed to bid in foreign currencies for following items (bidders may
be required by the Employer to clarify their foreign currency component included in the
rates/prices are reasonable).

(15.1) The Bid shall be valid up to 91 days from the last date fixed

(16.1)26 Option 1

Bid shall include a Bid security using the form included in Section 9.

Option 2

Bid shall include a Bid-Securing Declaration using the form included in

Section 9.

(16.2)27
Bid Security shall be:
For an amount : 1 million

Valid until : 17th September 2017

Issued by an agency acceptable to Employer using the form for bid security (unconditional
guarantee) include in Section 9, Standard Forms.

(17.0) Pre Bid meeting

Venue: 2nd Floor, Sethsiripaya, Battaramulla

Date: 16th September 2017

Time: 10:00 hrs

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(19.2)a The Employers address for the purpose of Bid submission is: 2nd Floor,
Sethsiripaya, Battaramulla

Contract name: Construction of 50 Houses Project in kandy

Contract no: CAE/H50P/202/2017

(20.1) The deadline for submission of Bid shall be 02th JANUARY 2017

(28.1) For evaluation and comparison of Bids under Sub-Clause 29.2 rates and prices quoted
in foreign currencies by the bidders will be converted to Sri Lanka Rupees using middle
exchange rate published by the Central Bank of Sri Lanka, on the date 28 Days prior to date of
closing of Bids.

(30.0) Domestic contractors are eligible for a 10% margin of preference in the comparison of
their Bids with those of bidders who do not qualify for the Preference. To eligible for domestic
preference the bidder shall:
(a) be registered in Sri Lanka
(b) Have more than 50% ownership by nationals of Sri Lanka.
The following procedure will be used to apply the margin of preference.
Responsive bids will be classified in to the following groups:
(i) Group A: Bids offered by domestic bidders; and (ii) Group B: all other
Bids.
For the purpose of evaluation and comparison of Bids only, an amount equal to 10
percent of the evaluated bid prices determined in accordance with Clause 29.2(a), (b), (d) and
(e), will be added to all Bid is classified in Group B.

(31.1) If the Procurement is within the authority limit of a CAPC:

After evaluation of Bids in accordance with the procedures described under

Clauses 25,26,27,28,29 and 30 the Employer will inform to all the bidders in
writing the selection of the successful bidder and the intention of contract award
to such bidder. The unsuccessful bidders if they so wish, within one week of such
notice may make representation to the Procurement Appeal Board at the address
given below. Such representation shall be self- contained to enable the Appeal
Board to arrive at a conclusion and a cash deposit to amount given below shall be
made. The Appeal Board may request the bidder who had made representation to
submit future evidence during the investigations. The cash deposit will be
forfeited unless the Employer change the original contract award decision in
favour of the bidder who has made such representation.

Address: The secretary

Appeal Board
Presidential Secretarial
Colombo

Cash Deposit: Rupees 60,000.00

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 If the Procurement is within the authority limit of MPC.

After evaluation of Bids in accordance with the procedures described under Clauses
25,26,27,28,29 and 30 the Employer will inform to all the bidders in writing the
selection of the successful bidder and the Intention of contract award to such bidder.
The unsuccessful bidders if they so wish, within one week of such notice may make
representation to the Secretary to the Line Ministry at the address given below. Such
representation shall be self- contained to enable the Secretary to arrive at a conclusion
and a cash deposit to amount given below shall be made. The Employer may request
the bidder who had made representation to submit further evidence during the
investigation of such representation. The cash deposit will b forfeited unless the
Employer change the original contract award decision in favour of the bidder who has
made such representation.

Cash Deposit: Rs 25,000.00

(34.0) The amount of Performance security is 5% of the Initial Contract price

(36.0) The Adjudicator proposed by the Employer is

Mr. D.A.M Ranawake,

No: 356/2A, Ranna Mawatha, Kandy

Fees and types of reimbursable expenses to be paid to the Adjudicator shall be on a

case to case basis and shall be shared by the Contractor and the Employer.
CONTRACT DATA

(1.1) The Employer is

Name: Construction of 50 houses project in Kandy

Address: 2nd Floor, Ranimini Building, Battaramulla

(1.1) Name of Authorized Representative

The Engineer is

Name: Mr. W.S.S.D. Perera (Chartered Engineer)

Address: No; 114, sahana road, Pleiyagoda

Name of Engineers Representative

Name: Mr. S.L.K Costa (Director)

Address: No; 114, Gamini Road, Kuruwita

The Work consists of Construction of 50 houses in Kandy.

(1.1) The Site is located at Kandy

(1.1) The Start Data shall be 30 Days from the Letter of Acceptance.

(2.3) The following documents also from part of the Contract:

1. Invitation to Bid

2. Bid Data

3. Form of Bid

4. Form of Agreement

(8.1) Schedule of other contractors:

Name Period
 WELLI Engineering (PVT) Ltd 360 days

360 Contractors (PVT) Ltd 360 days

(9.1) Schedule of key personal:

Minimum person with qualifications and experience to be defined,

1. Managerial: I. B.Eng. Civil Engineering with

10 year 04 No.
2. Technical : I. NDT (Civil) with 5 years 07 No.
or Equivalent
(13.1) The minimum insurance covers shall be:

a) The minimum cover for insurance of the works and of plant and material
is Rs.1750000.00

The maximum deductible for insurance of the works and of plant and
material is Rs.1200000.00

b) The minimum cover for loss of damage to equipment is Rs.600000.00

The maximum deductible for insurance for equipment is Rs.800000.00

c) The minimum cover for insurance of other property (other than the site)
is Rs.800000.00

d) The minimum cover for personal injury or death for third party and
employees of the employer and other person engaged by the employer in
the works is Rs. 160000.00 per event

(13.2) The minimum cover for personal injury or death

For contractors workmen is Rs.250000.00 per event

Contractors employees other than workmen are Rs.250000.00 per event

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(17.1) The intended completion date for the whole of works shall be 02.09.2018

(21.1) The site possession date shall be 30 days from letter of acceptance

(27.1) The contractor shall submit a program for the works within 28 days of delivery of

the letter of acceptance

(27.3) The period between program update is 30 days.

(27.4) The amount to be withheld for late submission of a program is Rs.350000.00

(35.1) The defects liability period is 365 days

(39.2) Engineer may order variations up to total cumulative value of not exceeding
Rs 10000000.00

(44.1) The following events shall also be compensation events

The effects on the contractor of any of the employers risk

The engineers orders a delay or delay exceeding a total of 30 days.

(46.1) The exchange rate used for exchanging the amounts to be paid in currencies Other
than Sri Lankan rupees is dollars.

(47.1) The contract price is / is not subjected to price adjustment Weightings of inputs

Indices No Input name Input

percentage

M1 Sand 50

M2 Cement 25

M3 Metal 10
 M3 Water 5

Total 90%

Nonaadjustable element shall be: BOQ item numbers: A1, A2,A3,A4

(48.1) The retention from each payment shall be 10 percent of the certified work done.

The limit of retention shall be 5 percent of the initial contract price

(49.1) The liquidated damages for the whole of the works shall be Rs 45000 Per day

(50.1) The maximum amount of liquidated damages for the whole of the works shall

Be 25 percent of the initial Contract Price.

(52.1) The performance security shall be 5 percent of the initial contact price

(58.1) Schedule of operating and maintenance manuals

(60.1) The percentage to apply to the value of the work not completed, representing the
employers additional cost for completing the works is Rs 20,000,000.00

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FORM OF BID

Name of Contract: Construction of 50 house project in Kandy

To: Ministry of Housing & Construction, Department of Buildings

Gentleman,

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

[ICTAD/SBD/ 02 - Second Edition, January 2007], Specifications, Drawings and
Bills of Quantities and addenda for the execution of the above-named Works, we
the undersigned, offer to execute and complete such Works and remedy any defect
therein in conformity with the aforesaid Conditions of Contract, Specifications,
Drawings, Bill of Quantities and Addenda for the sum of Sri Lankan Rupees 124
million or such other sums as may be ascertained in accordance with the said
Conditions.

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

3. We undertake, if our Bid is accepted, to commence the Works as stipulated in the

Contract Data, and to complete the whole of the Works comprised in the Contract
within the time stated in the Contract Data.

4. We agree to abide by this Bid until the date specified in ITB Clause 16* 01th January
2017) and it shall remain binding upon us and may be accepted at any time before that
date.

5. Unless and until a formal agreement is prepared and executed this Bid, together
with your written acceptance thereof, shall constitute a binding contract between
us.

6. We understand that you are not bound to accept the lowest or any Bid you may
receive.
 7. We certify/confirm that we comply with the eligibility requirements as per ITB
Clause 3 of the bidding document.

Dated this .......... day of ......... 20..... in the capacity of ......................... duly authorized to sign
tenders for and on behalf of .......................................................

(IN BLOCK CAPITALS)

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

Address : ..............................................................................................................

Witness : ....................................................

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Form of Bid Security

Civil & Structural Engineering Consultants (Pvt) Limited.

No. 64, Ranimini road, Colombo
05, Sri Lanka.

Beneficiary: Department of Buildings, 2nd Floor, Sethsiripaya, Battaramulla.

Date: 13th of February 2017

BID GUARANTEE No.: BID/trri/25D/2017/045

We have been informed that Civil & Structural Engineering Consultants (Pvt) Limited

th
(hereinafter called "the Bidder") has submitted to you its bid dated 01 of January 2017
(hereinafter called "the Bid") for the execution of Construction of 50 house Project in, Kandy
under Invitation for Bids No (CAE/H50P/202/2017) (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 Civil & Structural Engineering Consultants (Pvt) Limited
hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of Rs.
124,000,000.00 (One Hundred And twenty four Million Rupees) upon receipt by us of your
first demand in writing accompanied by a written statement stating that the Bidder is in breach of its
obligation(s) under the bid conditions, because the Bidder:

a. has withdrawn its Bid during the period of bid validity specified; or

b. does not accept the correction of errors in accordance with the Instructions to Bidders
(Hereinafter the ITB); or

c. having been notified of the acceptance of its Bid by the Employer during the period of
bid validity,
(i) Fails or refuses to execute the Contract Form, if required, or
(ii) Fails or refuses to furnish the Performance Security, in accordance with the
ITB.
This Guarantee shall expire:

(a) if the bidder is the successful bidder, upon our receipt of copies of the Contract
signed by the Bidder and of the Performance Security issued to you by the bidder;
or

(b) if the Bidder is not the successful bidder, upon the earlier of (i) the successful bidder

Furnishing the performance security, otherwise it will remain in force up to 10th of

February 2017.

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FORM OF AGREEMENT

This AGREEMENT, made the 12th of February 2017, between Kandy Municipal Council
(Hereinafter called and referred to as the Employer), of the one part, and International
Construction Consortium
# 2nd Floor, Ranmini building, Battaramulla. (Hereinafter called the Contractor), of the other part:
WHEREAS the Employer desires that the Contractor execute Construction of 50 house project,
Kandy (CAE/H50P/202/2017) (hereinafter called the Works) and the Employer has accepted
the Bid by the Contractor for the execution and completion of such Works and remedying of any
defects therein.

NOW THIS AGREEMENT WITNESSETH as follows:

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

2. In consideration of the payments to be made by the Employer to the

Contractor as indicated in this agreement, the Contractor hereby covenants with the
Employer to execute and complete the Works and remedy any defects therein in
conformity in all respects with the provisions of the Contract.

3. The Employer hereby covenants to pay the Contractor in consideration of

the execution and completion of the Works and the remedying of defects wherein,
the Contract Price or such other sum as may become payable under the provisions
of the Contract at the times and in the manner prescribed by the Contract.

In Witness where of the parties thereto have caused this Agreement to be executed the day and

Year aforementioned, in accordance with laws of Sri Lanka.

. .
Authorized signature of Contractor Authorized signature of Employer

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In the presence of:

Witnesses :

1. Name and NIC No.

Signature

Address .........

2. Name and NIC No.

Signature

Address

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