EASTERN UNIVERSITY, SRI LANKA

BIDDING DOCUMENTS FOR THE SUPPLY OF

FURNITURE
CONTENTS

PAGE NO

ProcurementNotice

1-2

GeneralTermsandConditions

3-7

3.

BidSubmissionFormAnnexureI

8-9

4.

PriceScheduleAnnexureII

10

5.

SpecificationAnnexureIII

GeneralTermsandConditionstobesignedbythe
Bidder

11

1.

2.

6.

12-17

18

7.

SpecimenFormsforPerformanceSecurity
AnnexureIV

8.

SpecimenFormforBidSecurity AnnexureV

19-20

9.

DrawingsofFurniture

21-32

10. BOQ

33 - 36

EASTERN UNIVERSITY, SRI LANKA

PROCUREMENT NOTICE NCB
SUPPLY OF FURNITURE
The Chairman, Department Procurement Committee of the Eastern University, Sri Lanka
now invites sealed bids for the supply of following Furnitures from eligible and qualified
Supplies/Manufactures.
Bidding will be conducted through National Competitive Procedures (NCB) specified in the
NPA guidelines.

Wooden Furniture
1.
2.
3.
4.
5.
6.
7.
8.
9.

Students Study Table

Lab Table
Lab Stool
Lecture Hall Chair
Computer Twin Table
Cartography Table
Exam Table
Junior Executive Table
Senior Executive Table

170 Nos.
40 Nos.
120 Nos.
600 Nos.
66 Nos.
25 Nos.
300 Nos.
20 Nos.
12 Nos.

Steel Furniture
10. Steel Cabinet
11. Filing Cabinet
12. Glass Fronted Almyrah steel

75 Nos.
60 Nos.
26 Nos.

Bidding Documents in English language can be obtained from the Asst. Bursar/Supplies up
to 3.00 p.m. on normal working days from 02.01.2014 to 21.01.2014 by producing the
receipt for the payment of a non-refundable fee of Rs.2000/- made to the Shroff, Eastern
University, Sri Lanka. The Bidders can also down load the Bidding documents from the
University Website i.e. www.esn.ac.lk. Those who are obtaining bidding documents from
the University Website should submit the completed documents along with a Bank Draft
drawn in favour of the Bursar, Eastern University, Sri Lanka for Rs. 2000/- as nonrefundable fee or the payments could be made any branch of the Peoples Bank to the credit
of Account No 2270100140000024 Chenkalady and the deposit slip should be attached with
the Bidding documents.
The Bids should be accompanied with a Bid Bond/Bid Security obtained from a recognized
Bank in favour of the Vice-Chancellor, Eastern University, Sri Lanka valid for 120 days
from the date of the bid opening. The sum of security should be the estimated value as
specified in the bidding document.
1

Bids marked as Supply of Furniture- EUSL/F/S/13/NCB/Goods/04 on the top left hand

corner of the envelope should reach the Chairman, Department Procurement
Committee, Eastern University, Sri Lanka, Vantharumoolai, Chenkalady on or before
14.00 hours on 22.01.2014. Bids will be opened at 14.30 hours on the same day at the Board
Room of the Eastern University, Sri Lanka.
Bidder or one authorized representative of the Bidder will be permitted to be present at the
opening of Bids.
The decision of the Procurement Committee shall be final. Bidders are requested to strictly
adhere to specifications given in the biding document. the University also reserves the right
to reject any Bid without giving reasons.
The University may at its discretion either increase or decrease the actual quantity to be
purchased.
Chairman
Department Procurement Committee
Eastern University, Sri Lanka
Chenkalady

GENERAL TERMS AND CONDITIONS

01. Bids must be sent in the prescribed form annexed (Annexure I) hereto. All the
bidders should sign with official seal and send the documents attached to the
annexure I containing the general terms and conditions along with the documents
listed in the clause 17 hereto. The cost for the bidding documents once paid shall not
be refunded.
02. Bids should be addressed only to the Chairman, Department Procurement
Committee, Eastern University, Sri Lanka, Vantharumoolai, Chenkalady, Sri
Lanka.
03. 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 FURNITURE
(b) DUPLICATE-SUPPLY OF FURNITURE
Both sealed envelops 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
Vice Chancellors Office of the Eastern University, Sri Lanka addressed only to the
Chairman, Procurement Committee, Eastern University, Sri Lanka on or before 22th
January 2014 at 2 .00 pm.
If either the Original or the Duplicate 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 2.00 pm on 22th January 2014 (soon after the closing of bids) at the
Board Room, Eastern University, Sri Lanka.
The Bidder or one of his representative is permitted to be present at the opening of
the bids immediately after the closing of bids, at which time, name of the bidder,
amount of the bids, if discounts are declared in bid form or not, amount of the
discount will be read out. Those who are obtaining bidding documents from the
University Website i.e. www.esn.ac.lk should submit the completed documents
along with a Bank Draft drawn in favour of the Bursar, Eastern University, Sri
Lanka for Rs. 2000/- as non-refundable fee or the payments could be made any
branch of the Peoples Bank to the credit of Account No 2270100140000024
Chenkalady and the deposit slip should be attached with the Bidding documents. If
not Bid will be rejected.
04. Any alterations made in the Bids must bear the signature of the bidder and all bids
containing alterations not so signed shall be treated as informal and rejected.
05. Bids submitted in illegible manner shall also be rejected.
06. Qualifications of a Bidder
(a) All Bidders shall possess legal right to supply goods under this procurement.
(b) All Bidders shall produce a copy of the Business Registration Certificate/
Certificate of Incorporation ( if the bidder is a Company) registered under the
Companies Act.
3

(c) Only the bidders who are doing business and Manufacture of furniture at least
for the past two years shall only be qualified to submit the bid. During that
period the Bidder should have, similar type of supplies completed which
contract value should exceed Rs.2 Million. To prove this copies of agreement
or order and completion certificates should be attached with the bidding
documents.
(d) No bidder whose name is black listed by the Treasury shall be qualified to
submit bid.
(e) A bidder shall not have a conflict of interest. All bidders found to have
conflict of interest shall be disqualified.
(f) Any attempt on the part of the bidder 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.
07. Validity of Bid
Bid shall be valid for 90 days from the date of the closing of the Bids.
08. Liquidated Damages
The successful bidder shall provide the ordered Furniture within 90 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.2,500/- per day will be levied.
09. 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 furniture according to the standard sample and
/or/specifications.

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 of 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. The Eastern University, Sri Lanka shall not be responsible for or pay any expenses
or losses, which may be incurred by the bidder in preparation of this Procurement.
14. Bidders may quote for all items or any one of the items in the list.
15. Evaluation
The Bids will be evaluated on item basis.

16. The final acceptance of the procurement rests entirely with the University. The
EUSL shall not bind itself to accept the lowest or any bid 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.
17. The bidding documents must be consisted with the following documents as part of
the Bid.
(a)
(b)
(c)
(d)
(e)
(f)

Bid Submission Form (Annexure I)

Price Schedule ( Annexure II)
Specification ( Annexure III)
Specimen Form for Performance Security (Annexure IV)
Specimen Form for Bid Security ( Annexure V)
Copy of the Business Registration Certificate/Certificate of Incorporation/ and
Trading License from the local authority.
(g) Document to support past Performance.
(h) Any other document.
18. 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 procurement should strictly be confirmed the
quality of the sample and the specifications.
19. 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.
20. Bids should be firm and subject to no variation for fluctuation of prices.
21. The successful bidder will be notified by registered post, the acceptance 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 to
acceptance. If the bidder within ten days of being noticed declines of fails to enter
into an Agreement on the basis of the Procurement and/or fails to submit the
Performance Security referred to in paragraph 25 of these conditions, his bid shall
be rejected.
22. The official purchase order will be placed with the successful bidder after
submitting the Performance Security referred to in paragraph 25 of the conditions.
23. Fully priced copies of the Schedule of prices/rates duly signed must be submitted
along with the documents. Any alterations made in the Bids must bear the signature
of the bidder and all bids containing alterations not so signed shall be treated as
informal and rejected.
24. Bid Security
The bid security given should be equivalent to the following lumps sum amounts
shown in the schedule II for each category of the bids as the case may be irrespective
of the existent values. The Security should be given from a recognized bank operates
in Sri Lanka valid for 120 days from 22th January 2014 in favour of the Vice5

Chancellor, EUSL (Insurance Bond will not be accepted) . All bids send without
the bid security shall be treated as informal and be rejected.
If the Bidder wishes to submit their bids for a part of this procurement will be
accepted and should submit the bid security only for the value of that part as
mentioned in the schedule II.
Ex- If the bidder wishes to quote only for the item 1 and 2, he/she should furnish
his/her bid security for Rs. 73,000/- (55,000/- + 18,000/-)
25. 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,
Eastern University, Sri Lanka, Vantharumoolai, Chenkalaldy for the validity
period of 120 days (Contract period 90 days + 30 days) for the due and
satisfactory completion of the contract and for the payment of all claims to
which the Vice-Chancellor, EUSL be entitled under the provisions of the
Agreement to be entered into.
26. Forfeiture of Performance Security
(a) The furniture which will be supplied should be 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.
27. Any other information may be obtained from the Asst. Bursar/Supplies, EUSL on
any working day between 9.00 a.m. and 4.00 p.m. Telephone Number
0652240212/065-2240211
28. 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 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/bidder had 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.
6

29. Please note to send your documents with all the annexure set out in the clause 17
above. Bids without annexure shall be rejected.

30. 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.

31. The EUSL shall not be responsible for or pay any expenses or losses, which may be
incurred by the bidder in preparation of this Bid documents.

32. Bidder should provide at least two years warranty for the furniture supply under this
procurement.
33. Retention Money: The amount of the retention is 5% on the contract value
Release of retention money: After the effects liability period /Warranty period of
six month.
34. The goods to be supply at Eastern University, Sri Lanka promises, Vantharumoolai,
Chenkalady.

Chairman
Department Procurement Committee
Eastern University, Sri Lanka
Chenkalady

ANNEXURE

EASTERN UNIVERSITY, SRI LANKA

SUPPLY OF FURNITURE
EUSL/F/S/13/NCB/Goods/04
BID SUBMISSION FORM
To:
Chairman
Procurement Committee
Eastern University, Sri Lanka
Vantharumoolai,
Chenkalady.
01. Having examined the instructions to Bidders, General Conditions, Specifications and
Bidding Data Sheets/ Offer Sheets for the Supply of Furniture and other items, we the
undersigned, offer to Supply the Furniture and other items 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

Items

Amount
Rs. Cts

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.

02. We agree to abide by this Procurement for the period of 90 calendar days from the date
fixed for receiving the same and it shall remain binding upon as and may accepted at any
time before the expiration of that period.
03. Unless and until a formal Agreement is prepared and executed this Procurement together
with our written acceptance thereof, shall constitute a binding contract between us.
04. We understand that you are not bound to accept the lowest and that you reserve the right
to reject any or all bids or to accept any part of procurement 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 No

: Telephone Nos

: Fax Nos

Name of Witness

: ..

Signature of Witness

: ..

Address

: ..
...
.

Date

ANNEXURE II

PROCUREMENTOFFURNITURE
FOREASTERNUNIVERSITY,SRILANKA,VANTHARUMOOLAI,CHENKALADY
EUSL/F/S/13/NCB/Goods/04
PRICESCHEDULE
(1)

(2)

Qty

UnitPrice

S.No

Description

1.

Students Study Table (Wooden)

170Nos.

2.
3.

Lab Table (Wooden)

Lab Stool (Wooden)

40Nos.
120Nos.

4.

Lecture Hall Chair (Wooden)

600Nos.

5.

Computer Twin Table (Wooden)

66 Nos.

6.

Cartography Table (Wooden)

25 Nos.

7.

Exam Table (Wooden)

300Nos.

8.
9.

Junior Executive Table (Wooden)

Senior Executive Table(Wooden)

20 Nos.
12Nos.

10

Steel Cabinet

75 Nos.

11. Filing Cabinet - Steel

60 Nos.

12. Glass Fronted Almyrah - steel

26 Nos.

(3)
Discounts
ifany

(4)
Discounted
Price

(5)

(6)
PricewithVAT
(4+5)

VAT

PRICE SCHEDULE

(7)
Total
(1x6)

(8)

Signature

CompanySeal

Date

CompanyName

Nameoftheauthorizedperson

ContactNumber

Address

10

ANNEXURE III

SPECIFICATIONS

EASTERN UNIVERSITY, SRI LANKA

SUPPLY OF FURNITURE
EUSL/F/S/13/NCB/Goods/04
Specifications:All Timber must be well seasoned, well matured take only.
Samples for each item including sample joints etc should be forwarded to the Works
Engineer, EUSL before manufacturing the entire quantity.
Part which contains 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 joints must be properly bonded glued with epi-fix or other approved equivalent chemical.
Furniture storage, transport, loading, unloading, arrangement, and fixing in position as
directed.
Prepare the surfaces and apply two coats of sanding sealer and two coats of polythen varnish
for timber furniture. after accepting the Sample.
All necessary accessories angle irons, nut and bolts, brass screws, lock, hinges etc. as
directed.
Preparing the surfaces & applying of two coat of anti corrosive and two coat of enamel paint
to steel furniture.
For More details please see the Drawings and Specifications

11

GENERAL TERMS AND CONDITIONS ( TO BE SIGNED AND SUBMITTED

ALONG WITH OTHER DOCUMENTS BY THE BIDDER)

1. Bids must be sent in the prescribed form annexed (Annexure I) hereto. All the bidders
should sign with official seal and send the documents attached to the annexure I
containing the general terms and conditions along with the documents listed in the clause
17 hereto. The cost for the bidding documents once paid shall not be refunded.
2. Bids should be addressed only to the Chairman, Procurement Committee,
Eastern University, Sri Lanka, Vantharumoolai, Chenkalady, Sri Lanka.
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 FURNITURE
(b) DUPLICATE-SUPPLY OF FURNITURE
Both sealed envelops 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 Vice
Chancellors Office of the Eastern University, Sri Lanka addressed only to the Chairman,
Procurement Committee, Eastern University, Sri Lanka on or before 22th January 2014
If either the Original or the Duplicate 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 2.00
pm on 22th January 2014 (soon after the closing of bids) at the Board Room, Eastern
University, Sri Lanka.
The Bidder or one of his representative is permitted to be present at the opening of the
bids immediately after the closing of bids, at which time, name of the bidder, amount of
the bids, if discounts are declared in bid form or not, amount of the discount will be read
out. Those who are obtaining bidding documents from the University Website i.e.
www.esn.ac.lk should submit the completed documents along with a Bank Draft drawn
in favour of the Bursar, Eastern University, Sri Lanka for Rs. 2000/- as non-refundable
fee or the payments could be made any branch of the Peoples Bank to the credit of
Account No 2270100140000024 Chenkalady and the deposit slip should be attached with
the Bidding documents. If not Bid will be rejected.
4. Any alterations made in the Bids 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.

Seal and the Signature of the Bidder

12

6. Qualifications of a Bidder
a) All Bidders shall possess legal right to supply of goods under this procurement.
b) All Bidders shall produce a copy of the Business Registration Certificate/ Certificate
of Incorporation (if the bidder is a Company) registered under the Companies Act.
c) Only the bidders who are doing business in the field of furniture at for an accept table
period by the PE (Preferably two to Three years) shall only be qualified to submit the
bid. During that period the Bidder should have similar type of supplies completed
which contract value should be exceed Rs.2 Million. To prove this copies of
agreement or order and completion certificates should be attached with the bidding
documents
d) No bidder whose name is black listed by the Treasury or other Government
Institution shall be qualified to submit bid.
e) A bidder shall not have a conflict of interest. All bidders found to have conflict of
interest shall be disqualified.
f) Any attempt on the part of the bidder 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 Bid
bid shall be valid for 90 days from the date of the closing of the Bids.
8. Liquidated Damages
The successful bidder shall provide the ordered Furniture within 90 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.2,500/- per day will be levied.
9.

Clarifications may be sought from you by the PE on Technical/Commercial aspects, if

felt necessary before deciding to place order.

10. The Bidder shall undertake to supply furniture according to the standard sample and
/or/ specifications.
11. The Bidder shall quote only in Sri Lankan Rupees.
12. Bidder 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 of supply of poor quality furniture. Bidder shall invariably
specify in their bidding documents the delivery conditions including the time required for
the supply of furniture quoted for.

Seal and the Signature of the Bidder

13

13. The Eastern University shall not be responsible for or pay any expenses or losses
Which may be incurred by the Bidder in preparation of this Procurement.
14.Bidder may quote for all items or any one of the items in the list.
15. Evaluation
The Bids will be evaluated on partial basis.
16. The final acceptance of the procurement rests entirely with the University. The
EUSL shall not bind itself to accept the lowest or any bid 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.
17. The bidding documents must be consisted with the following documents as part
of the Bid.
(a)
(b)
(c)
(d)
(e)
(f)
(g)

Bid Submission Form (Annexure I)

Price Schedule ( Annexure II)
Specification ( Annexure III)
Specimen Form for Performance Security (Annexure IV)
Specimen Form for Bid Security ( Annexure V)
Copy of the Business Registration Certificate/Certificate of Incorporation
Any other document.

18.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 procurement should strictly be confirmed the quality of
the sample and the specifications.
19.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.
20. Bids should be firm and subject to no variation for fluctuation of prices.
21.The successful bidder will be notified by the registered post, the acceptance 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 to
acceptance. If the bidder within ten days of being noticed declines of fails to enter into an
Agreement on the basis of the Procurement and/or fails to submit the Performance
Security referred to in paragraph 25 of these conditions, his bid shall be rejected.
22.The official purchase order will be placed with the successful bidder after submitting
the Performance Security referred to in paragraph 25 of the conditions.
23.Fully priced copies of the Schedule of prices/rates duly signed must be submitted
along with the documents. Any alterations made in the Bids must bear the signature of
the bidder and all bids containing alterations not so signed shall be treated as informal
and rejected.
...
14

Seal and the Signature of the Bidder

24.Bid Security
The bid security given should be equivalent to the following lumps sum amounts
shown in the schedule II for each category of the bids as the case may be irrespective
of the existent values. The Security should be given from a recognized bank operates
in Sri Lanka valid for 120 days from 22th January 2014 in favour of the ViceChancellor, EUSL (Insurance Bond will not be accepted) . All bids send without
the bid security shall be treated as informal and be rejected.

SCHEDULE II

S.No

Type of Furniture

Bid Security

01

Students Study Table (Wooden)

Rs. 55,000.00

02

Lab Table (Wooden)

Rs. 18,000.00

03

Lab Stool (Wooden)

Rs. 10,000.00

04

Lecture Hall Chair (Wooden)

Rs. 90,000.00

05

Computer Twin Table (Wooden)

Rs. 16,500.00

06

Cartography Table

Rs.

07

Exam Table

08

Junior Executive Table

09

Senior Executive Table (Wooden)

Rs. 18,000.00

10

Steel Cabinet (Steel)

Rs. 23,000.00

11

Filing Cabinet (Steel)

Rs. 18,000.00

12

Glass Fronted Almyrah steel

Rs.

(Wooden)

(Wooden)

Total

9,500.00

Rs. 25,000.00
(Wooden)

Rs. 33,500.00

8,500.00

Rs. 325,000.00

...
Seal and the Signature of the Bidder

15

25. 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,
Eastern University, Sri Lanka, Vantharumoolai, Chenkalaldy for the validity
period of 120 days (Contract period 90 days + 30 days) for the due and
satisfactory completion of the contract and for the payment of all claims to
which the Vice-Chancellor, EUSL be entitled under the provisions of the
Agreement to be entered into.

26. Forfeiture of Performance Security

(h) The furniture which will be supplied should be 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.
(i) 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.
27. Any other information may be obtained from the Asst. Bursar/Supplies, EUSL
on any working day between 9.00 a.m. and 4.00 p.m. Telephone Number
065- 2240212/065- 2240211
28.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 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/bidder had 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.

...
16

Seal and the Signature of the Bidder

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

30. 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.
31. The EUSL shall not be responsible for or pay any expenses or losses which may
be incurred by the bidder in preparation of this Bid documents.
32. Bidder should provide at least two years warranty for the furniture supply under
this procurement.
33.Retention Money: The amount of the retention is 5% on the contract value
Release of retention money: After the effects liability period /Warranty period of
six month.
34.The goods to be supply at Eastern University, Sri Lanka promises, Vantharumoolai,
Chenkalady

..
Seal and the Signature of the Bidder

17

ANNEXURE IV
SPECIMEN FORM FOR PERFORMNCE SECURITY
. [Issuing Agencys 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 obligations(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, 120 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)
18

ANNEXURE V
SUPPLY OF FURNITURE FOR
EASTERN UNIVERSITY, SRI LANKA
EUSL/F/S/13/NCB/Goods/04
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

Security

are

held

and

firmly

bound

unto(Hereinafter called the

Authority) in the sum of for the
payment of which sum the Tendered 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 Furniture herewith (hereinafter called the Furniture)
and to submit the same for the consideration of the Authority, and the Bid proposes to submit
to the authority a Bid (hereinafter called the Bid) . In accordance with such invitation, the
Security shall provide Security to the Authority that the Bidder will honour certain
obligations to be undertaken by him in the Bids 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 Bids, 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 Bids by the Authority, the date upon which
the Bidder 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
performances security.
19

b)

Subject to this Bond being in full force and effect, the Surety shall pay the full
amount specified in this security 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 quotations.

No alteration in the terms of the Bids, 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 Bid.
The 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)

20

Drawings and Specifications

Students Study Table

21

Lab Table

22

Lab Stool

23

Lecture Hall Chair

24

Computer Twin Table

25

Cartography Table

26

Exam Table

27

Junior Executive Table

28

Senior Executive Table

29

Steel Cabinet

30

Filing Cabinet

31

Glass Fronted Almyrah steel

32