BIDDING DOCUMENT DESIGN, SUPPLY, INSTALLATION AND COMMISSIONING OF IP BASED SURVEILLANCE SOLUTION AT CPSTL OIL INSTALLATION KOLONNAWA

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1 BIDDING DOCUMENT DESIGN, SUPPLY, INSTALLATION AND COMMISSIONING OF IP BASED SURVEILLANCE SOLUTION AT CPSTL OIL INSTALLATION KOLONNAWA TWO ENVELOPE SYSTEM NATIONAL COMPETITIVE BIDDING BID NO: KPR/13 /2018 The Chairman, Departmental Procurement Committee, C/o Manager Procurement, Procurement Function, Ceylon Petroleum Storage Terminals Limited, Oil Installation, Kolonnawa, Wellampitiya, Sri Lanka April 2018

2 CONTENTS Page CONTENTS 2 AABREVIATIONS 3 VOLUME - 1 INVITATION FOR BIDS 4-5 SECTION 1 - INSTRUCTIONS TO BIDDERS 6-15 SECTION 2 - STANDARD FORMS SECTION 3 - CONDITIONS OF CONTRACT VOLUME - 2 SECTION 4 - FORM OF BID SECTION 5 - SCHEDULE SECTION 6 - SPECIFICATIONS SECTION 7 - BILL OF QUANTITIES SECTION 8 - DRAWINGS ANNEX I ANNEX - II 2 P a g e

3 ABBREVIATIONS 3D - 3 Dimensional AMC - Annual Maintenance Contract API - Application Program Interface ASTM - American Society for Testing and Materials ATEX - European Directives for Equipment for potentially explosive atmospheres B/W - Black and White BS - British Standards CCD - Charge-Coupled Device CEB - Ceylon Electricity Board CIDA - Construction Industry Development Authority CMOS - Complementary Metal-Oxide-Semiconductor CPSTL - Ceylon Petroleum Storage Terminals Limited DPC - Departmental Procurement Comitee DVR - Digital Video Recorder EIA - Electronic Industries Alliance EICC - Electronic Industry Citizenship Coalition EN - European Standards FPS - Frames Per Second H MPEG-4 Part 10 HD - High Definition HDPE - High Density Poly Ethylene ICTAD - Institute of Construction Training And Development IEC - International Electrotechnical Commission IECEx - International Electrotechnical Commission Scheme for Certification to Standards Relating to Equipment for Use in Explosive Atmospheres IEEE - Institute of Electronic and Electrical Engineers IET - Institute of Engineering Technology IK - Protection against mechanical Impact IP - Internet Protocol IP - Ingress Protection IPBSS - Internet Protocol Based Surveillance System ISO - International Organization for Standardization JPEG - Joint Photographic Experts Group LED - Light Emitting Diode MPEG - Moving Picture Experts Group MTBF - Mean Time Between Failures 3 P a g e

4 INVITATION FOR BIDS (IFB) CEYLON PETROLEUM STORAGE TERMINALS LIMITED NATIONAL COMPETITIVE BIDDING (NCB) DESIGN, SUPPLY, INSTALLATION AND COMMISSIONING OF IP BASED SURVEILLANCE SOLUTION AT CPSTL, OIL INSTALLATION, KOLONNAWA TWO ENVELOPE SYSTEM CONTRACT NO: KPR/13/ The Chairman, Procurement Committee on behalf of the Ceylon Petroleum Storage Terminals Limited (CPSTL) will receive sealed Bids for Design, Supply, Installation and Commissioning of IP Based Surveillance Solution at CPSTL, Oil Installation, Kolonnawa and receiving will be closed at 14.00hrs. on Interested parties may obtain necessary information through the Tender information page at CPSTL website and the original bidding documents could be obtained from the undersigned on submission of a written request, during working days from 0900 hrs. to 1400 hrs. till , upon payment of a non-refundable bidding document fee of Fifteen Thousand Sri Lankan Rupees (LKR 15,000.00) for each. 2 The bid shall be submitted on the bidding documents purchased in the specified format comprising Technical Bid and Financial Bid which shall be in two separate envelopes. 3. Bidding documents may be inspected free of charge at the office of Procurement Manager, Procurement Function, Ceylon Petroleum Storage Terminals Limited, Oil Installation, Kolonnawa. 4. All bidders, shall be registered with the Construction Industry Development Authority (CIDA), under the grade and speciality having the experience given below. i. CIDA Registration Required: Speciality : Extra Low Voltage Installations Grade : EM 1 ii. Experience Required: Experience in carrying out design, supply, installation, and commissioning of close IP Based Surveillance Solutions (At least 01 similar projects completed within last 05 years) and shall be actively involved in the field of design, supply and installation of IP Based Surveillance Solutions. 4 P a g e

5 Documentary evidence for above i and ii shall be submitted along with the Bid. The companies which do not possess required CIDA registration and experience specified in above i & ii shall be considered as disqualified and such offers will be rejected. 5. A pre- bid meeting together with field visit will be held at 10.00hrs. on at DGM (Engineering & Support Services) Office, CPSTL, Oil Installation, Kolonnawa. 6. Bids shall be valid until Bids must be accompanied by a bid security of Rupees 1,000, (Rupees one million only) 8. Bid Security shall be valid until and beyond any extension subsequently requested. 9. Deadline for submission of Bids shall be at hrs. on Sealed Bids may be dispatched either by registered post or hand delivered to The Chairman, Department Procurement Committee, C/o Procurement Manager, Procurement Function, Ceylon Petroleum Storage Terminals Limited, Oil Installation, Kolonnawa, Wellampitiya to receive before closing time. 11. Bidders or their authorized representatives are requested to be present at the opening of the Bids. 12. Bidders should note that all personnel who are expected to be involved with installation work at CPSTL Oil Installation, Kolonnawa must possess valid police clearance certificates and produce those to Security Function of CPSTL to obtain entry gate passes. 14. For further details or clarifications, Bidders may contact Procurement Manager Procurement Function, CPSTL, Oil Installation, Kolonnawa. Tel. No or DGM (Engineering & Support Services) or Manager (Premises and Engineering Services), Premises and Engineering Services Function, CPSTL, Oil Installation, Kolonnawa. Tel. No The Chairman, Department Procurement Committee, C/o Manager Procurement, Procurement Function, Ceylon Petroleum Storage Terminals Limited, Oil Installation, Kolonnawa, Wellampitiya, P a g e

6 SECTION 1 INSTRUCTION TO BIDDERS (ITB) Table of Clauses A. General D. Submission of Bids 1. Scope of Bid 2. Source of funds 3. Eligibility 4. Qualification of the Bidder 5. One Bid per Bidder 6. Cost of Bidding 7. Site Visit 19. Sealing and Marking of Bids 20. Deadline for Submission of Bids 21. Late Bids B. Biding Documents E. Bid Opening and Evaluation 8. Content of Bidding Documents 9. Clarification of Bidding Documents 10. Amendment of Bidding Documents 22. Bid Opening 23. Process to be Confidential 24. Clarification of Bids 25. Examination of Bids and Determination of Responsiveness 26. Correction of Errors. 27. Evaluation and Comparison of Bids C. Preparation of Bids F. Award of Contract 11. Language of Bid 12. Documents comprising the Bid 13. Bid Prices 14. Currency of Bid and Payment 15. Period of Validity of Bids 16. Bid Security 17. Pre-Bid Meeting 18. Format and signing of Bid 28. Award Criteria 29. Employer s Right to Accept any Bid and to Reject any or all Bids 30. Award and Signing of Agreement 31. Performance Security 32. Advance Payment and Security 33. Adjudicator 6 P a g e

7 Instructions to Bidders A. General 1. Scope of Bid Ceylon Petroleum Storage Terminals Limited (CPSTL), invites bids for the Design, Supply, Installation and Commissioning of IP Based Surveillance Solution at CPSTL, Oil Installation, Kolonnawa from the companies who have experience in carrying out design, supply, installation and commissioning of IP Based Surveillance Solutions including laying of underground signal and power cables. The bid shall be submitted in the specified format comprising Technical Bid and Financial Bid which shall be in two separate envelopes. The term Bid means Technical Bid and Financial Bid unless otherwise specified. Bidders shall submit their Bid as per Clause No. 12 of Instructions to Bidders. Successful bidder will be expected to complete the works within the Intended Completion Date stated in the Schedule. Intended Completion Date shall be calculated from the Start Date stated in the Schedule. Successful bidder shall enter into a comprehensive maintenance contract initially for a period of five years after the expiration of defects liability period. 2. Source of Funds Works will be financed by the source given in the Schedule in Section Eligibility All bidders shall be registered with the Institute for Construction Industry Development Authority (CIDA), under the grade and speciality given in Invitation for Bids ; All bidders shall meet (any other) requirement given in the Schedule. 4. Qualification of the Bidder All bidders shall provide, the information requested in Section - 5 Schedule; Documents to be submitted with the Bid. In addition to the eligibility requirements specified under Clause 3 above, to qualify for award of the contract, bidders shall meet the minimum qualifying criteria if given in Section-4 Form of Bid and Section-05 Schedule. 5. One Bid per Bidder A bidder shall submit only one Bid. 6. Cost of Bidding Bidder shall bear all costs associated with the preparation and submission of Bid; Employer will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process. 7 P a g e

8 7. Site Visit The bidder, at the bidder s own responsibility and risk is encouraged To visit and examine the site, and its surroundings where the Works are to be executed. To obtain all information that may be necessary for preparing the Bid and entering into a contract for performance of the works; Costs of visiting the site shall be at the bidder s own expense. B. Bidding Documents 8. Contents of Bidding Documents 9. Clarification of Bidding Documents 10. Amendment of Bidding Documents Bidding documents consist of two volumes stated below and should be read in conjunction with any addenda issued in accordance with Clause 10. Volume 1 Volume 2 Invitation for Bids Section 1 Instruction to bidders Section 2 Standard forms Section 3 Conditions of contract Section 4 Form of Bid Section 5 Schedule Section 6 Specifications Section 7 Bills of Quantities Section 8 Drawings A bidder requiring any clarification of the Bidding Documents shall contact the Chairman, Departmental Procurement Committee (DPC) in writing or facsimile at the address indicated in the Invitation for Bids at least 14 days prior to the deadline for submission of bids. Chairman, DPC will respond in writing to any such request for clarification received not later than seven (7) calendar days prior to the deadline for submission of bids. Copies of such clarification and Chairman, DPC s response will be forwarded to all purchasers of the Bidding Documents, if found required, but without identifying its source. At any time prior to the deadline for submission of bids, the Chairman, DPC may amend the Bidding Documents by issuing addenda. Any addendum thus issued shall be part of the Bidding Documents; Any addendum shall be communicated in writing or by facsimile to all purchasers of the Bidding Documents. The bidder shall acknowledge the receipt of such addenda within two working days to Chairman, DPC in writing or by facsimile 8 P a g e

9 C. Preparation of Bids 11. Language of Bid The Bid as well as all correspondence and documents relating to the Bid exchanged by the Bidder and the Employer, shall be written in English language. 12. Documents Comprising the Bid All Bids shall contain adequate technical and other comprising information in respect of the items/ work offered which shall be included in the Technical Bid. The Technical Bid shall consist following essential data and information. All documents shall be furnished in English language. (a) Letter of Undertaking for the responsibility of design and the technical information furnished (to be listed) by the bidder. (b) Basis of the design and selection criteria of Software, equipment, accessories, cables etc. (c) Manufacturers authorisation for the equipment and accessories offered ; (d) Catalogues and brochures for the software, equipment and accessories offered ; (e) Manufacturer s Warrantees for the equipment and accessories offered ; (f) Specifications compliance certification for the equipment accessories offered (g) Detail design, Layouts for signal and power cables, Network topology drawings and construction Drawings. (h) Unpriced Commercial Proposal: section 07 (i) Unpriced comprehensive annual maintenance proposal and agreement with all terms and conditions for a period of five years after the expiration of defects liability period. (j) Form of bid without indicating the price. (k) Bid Security (l) Section -5 ; Schedule; (m) Section -6 ; Specifications (n) Section -8 ; Drawings; (o) Volume 1 of the Bidding Document; (p) Any other information bidder deems as required to be submitted. (q) The price for the whole works offered shall be included in the Financial Bid. Failure to furnish the following documents and details, before the closing of Bid, may result in the Bid being rejected. (a) Duly filled and signed Form of Bid (in the format indicated in Section -4) (b) Section -7; Priced Bills of Quantities; (c) Letter of Confirmation on submission of performance security and insurance cover as specified in Schedule. (d) Priced comprehensive annual maintenance proposal and agreement with all terms and conditions for a period of five years after the expiration of defects liability period. (e) Any other information required to be completed and submitted by bidders as specified in the Schedule. The bidders may retain the copies of Sections 4, 5 and 7. 9 P a g e

10 13. Bid Prices The Contract shall be for the whole Works, summarized in the Schedule in Section -5, and based on the priced Bills of Quantities; The bidder shall fill-in rates and prices for all items of the Works described in the Bills of Quantities in Section -07; Items for which no rate or price is entered by the bidder will not be paid for by the Employer when executed and shall be deemed covered by the other rates and prices in the Bills of Quantities; All duties, taxes except VAT and other levies payable by the Contractor under the Contract, or for any other cause, as of the date 28 days prior to the deadline for submission of bids, shall be included in the rates, prices, and total bid price submitted by the bidder; VAT shall not be included in the rates, prices but shall be specified at the space provided in the BOQ; Prices shall be adjusted for fluctuations in the cost of inputs only if provided for in the Schedule; If so provided, the amounts certified in each payment certificate, after deducting for Advance Payment, shall be adjusted in accordance with Sub Clause-10.9 of Conditions of Contract; 14. Currency of Bid and Payment Prices shall be quoted by the bidder entirely in Sri Lankan Rupees. All payments will be made in Sri Lankan Rupees. 15. Period of Validity of Bids Bids shall remain valid for the period stipulated in the Invitation for Bids after the date of bid submission specified in Clause-20. A Bid valid for a shorter period shall be rejected by the Employer as non-responsive. In exceptional circumstance, prior to expiry of the period of validity of Bid, the Employer may request that the bidders extend the period of validity for a specified additional period; A bidder agreeing to the request will not be required or permitted to modify its Bid, but will be required to extend the validity of its bid security for the period of the extension and in compliance with Clause- 16 in all response. 16. Bid Security The bidder shall furnish, as part of the Bid, a Bid Security, amount specified in the Invitation for Bids; Rs. 1,000, (Rupees one million only) The Bid Security shall, at the bidder s option, be in the form of a bank draft or a guarantee from a commercial bank operating in Sri Lanka with the valid license issued by the monitory board of Sri Lanka (Central Bank of Sri Lanka). The format of the Bid Security should be in accordance with the specimen Form of Bid Security included or another form acceptable to the Employer; 10 P a g e

11 Bid Security shall be valid for the period given in the Invitation for Bids; until Any Bid not accompanied by an acceptable Bid Security may be rejected by the Employer. The Bid Security may be forfeited; (a) if the bidder withdraws the Bid, after bid opening during the period of bid validity; (b) if the bidder does not accept the correction of the bid price pursuant to Clause -26; or (c) in the case of a successful bidder, if the bidder fails within the specified time limit to i. sign the Agreement, or ii. furnish the required performance security. 17. Pre-Bid Meeting A Pre- Bid meeting together with a field visit will be held as specified in the Invitation for Bid. Bidders are requested, as far as possible, to submit any questions in writing or by facsimile, to reach the employer not later than one week before the meeting. 18. Format and Signing of Bid The bidder shall prepare one original of the documents comprising the Financial Bid as described in Clause- 12. In addition the bidder shall submit one copy of the Financial Bid as described in Clause- 12. In the event of discrepancy between those, the original shall prevail; The original and the copy of the Financial Bid shall be typed or written in indelible ink and shall be signed by a person or persons duly authorized to sign on behalf of the bidder. All pages of the bid shall be numbered sequentially and initialled by the person or persons signing the bid. The Bid shall contain no alterations or additions, except those comply with instructions issued by the Employer, or as necessary to correct errors made by the bidder, in which case such corrections shall be initialled by the person or persons signing the bid. 19. Sealing and Marking of Bids D. Submission of Bids Technical Bid shall be submitted together with the Financial Bid in a separate envelope as per the conditions specified in this Bidding document. 11 P a g e

12 Technical Bid shall be submitted as per the conditions specified in this Bidding Document. The Technical Bid should be placed in a separate envelope marked TECHNICAL BIDFOR DESIGN, SUPPLY, INSTALLATION AND COMMISSIONING OF IP BASED SURVEILLANCE SOLUTION AT CPSTL, OIL INSTALLATION, KOLONNAWA on the top left hand corner. Financial Bid shall be submitted in duplicate as per the conditions specified in this Bidding Document. The original and the duplicate of the Bid should be placed in separate envelopes marked ORIGINAL and DUPLICATE. Both envelopes should be enclosed in one securely sealed cover, which should be marked FINANCIAL BID FOR DESIGN, SUPPLY, INSTALLATION AND COMMISSIONING OF IP BASED SURVEILLANCE SOLUTION AT CPSTL, OIL INSTALLATION, KOLONNAWA on the top left hand corner. The inner and outer envelope shall; (a) be addressed to the Chairman, Departmental Procurement Committee, C/o Procurement Manager, Procurement Function, Ceylon Petroleum Storage Terminals Limited, Oil Installation, Kolonnawa. (b) bear the name and identification number of the Contract in accordance with Clause 1; and (c) provide a warning not to open before the specified time and date for bid opening as defined in the Clause -22. In addition to the identification required above, the envelopes shall indicate the name and address of the bidder to enable the Bid to be returned unopened in case it is declared late. 20. Deadline for Submission of Bids Bids shall be delivered to the Employer at the address specified above not later than the time and date specified in the Invitation for Bids. 21. Late Bids Any Bid received by the Employer after the deadline for submission of Bids will be returned unopened to the bidder. E. Bid Opening and Evaluation 22. Bid Opening Technical Bids will be opened immediately after the closing time fixed for submission of Bids, in the presence of the bidder s representatives who choose to attend at the time and in the place specified in the Invitation for Bids. The bidder s names and other details as the Employer may consider appropriate, will be announced by the Employer at the opening No Bid shall be rejected at bid opening except for late Bids. The Financial Bids of the Technically Responsive Bidders will only be opened by a bid opening committee appointed the Chairman, DPC, on a date which will be informed to the Bidders in advance. Financial Bids of the technically non-responsive bidders will 12 P a g e

13 be returned un-opened. 23. Process to be Confidential Information relating to the examination, clarification, evaluation and comparison of Bids and recommendations for the award of a Contract shall not be disclosed to bidders or any other persons not officially concerned with such process until the award to the successful bidder has been announced. 24. Clarification of Bids To assist in the examination, evaluation and comparison of the bids, Employer may, at the Employer s discretion, ask any bidder for clarification of the bidder s Bid including breakdowns of prices; The request for clarification and the response shall be in writing. 25. Examination of Bids Examination of the Technical Bids: Employer will determine whether each Technical Bid; and Determination (a) meets the eligibility criteria; of Responsiveness (b) has been properly signed; (c) is substantially responsive to the requirements of the Bidding Documents. The offers which will not comply with (a) and (b) will not be considered for detailed evaluation and will be rejected. A substantially responsive Technical Bid is one, which conforms to all the terms, conditions and specifications of the bidding documents, without material deviation or reservation; A material deviation or reservation is one: (a) which affects in any substantial way the scope, quality, or performance of the Works; (b) which limits in any substantial way, inconsistent with the bidding documents the Employer s rights or the bidder s obligations under the Contract; or (c) whose rectification would affect unfairly the competitive position of other bidders presenting substantially responsive Bids. If a Technical Bid is not substantial responsive; (a) it will be rejected by the Employer (b) and may not subsequently be made responsive by correction or withdrawal of the nonconforming deviation or reservation. 26. Correction of Errors Financial Bids of the bidders, determined to be technically substantially responsive, will be checked by the Employer for any arithmetic errors. Errors will be corrected by the Employer as follows: (a) where there is a discrepancy between the amounts in figures and in words, the amount in words will govern; (b) where there is a discrepancy between the unit and the line item total resulting from multiplying the unit rate by the quantity the unit rate as quoted will govern, unless in the opinion of the Employer there is an obviously gross misplacement of the decimal point in the unit rate, in which case the line item total as quoted will govern, and the unit rate will be corrected; 13 P a g e

14 27. Evaluation and Comparison of Bids (c) if the bid price decreases by the above procedure, the amount stated in the Form of Bid shall be adjusted to with the concurrence of the bidder and shall be considered as binding upon the bidder; (d) if the total bid price increases due to corrections made on above procedure, the bid price shall be adjusted to the increased price; (e) if the bidder does not accept the corrected amount of Bid, its Bid shall be rejected and the Bid Security may be forfeited in accordance with Clause-16. Employer will evaluate and compare only the Bids determined to be substantially responsive as determined by caluse - 25; Employer will evaluate the Technical Bids with specifications, drawing and supporting technical documents. Specifications of this Bidding document including the information/details requested under Section 06 of the Bid. In evaluating the Financial Bids, Employer will determine for each Bid the Evaluated Bid Price by adjusting the Bid Price as follows; (a) making any correction for errors; (b) excluding the provision, if any, for contingencies; (c) making an appropriate adjustment for any other acceptable variations or deviations ; and (d) making appropriate adjustments to reflect discounts offered Proposal for five year comprehensive maintenance contract will be evaluated and appropriate weightage will be applied when performing the financial evaluation. The Employer reserves the right to accept or reject any variation or deviation. F. Award of Contract 28. Award Criteria Subject to Clause 29, Employer will award the Contract to the bidder whose Technical Bid has been determined to be substantially responsive to the bidding documents and who has offered the lowest evaluated Financial Bid, provided that such bidder has been determined to be: (a) eligible in accordance with the provisions of Clause -3; and (b) qualified in accordance with the provisions of Clause -4. Chairman, DPC reserves the authority to add or delete any item stated in the contractor s scope of work and specifications. In the case of any additional items rates are to be agreed upon by both parties along with the scheduled time frame, which will not finally affect the total duration of the contractual period 29. Employer s right to Accept any Bid and to Reject any or all Bids Employer reserves the right to: (a) accept or reject any Bid; (b) cancel the bidding process; (c) reject all Bids, at any time prior to the award of Contract, without thereby incurring any liability to the affected bidder (s). 14 P a g e

15 30. Award and Signing of Agreement 31. Performance Security 32. Advance Payment and Security Prior to expiration of the Bid validity period, the Employer notify the successful bidder that this Bid has been accepted including the contract price; This letter (hereinafter and in the condition of contract called the Letter of Acceptance ) will state the sum that the Employer will pay the Contractor in consideration of the execution, completion, and maintenance of the Works by the Contractor as prescribed by the Contract (hereinafter and in the Conditions of Contract called the Initial Contract Price ) The notification of award will constitute the formation of the Contract; The Employer shall notify the successful bidder the date, time and venue for the signing of the Agreement; The agreement shall be signed within 28 Days of the Letter of Acceptance. Successful Bidder shall make arrangements to commence the work within 28 days of the Letter of Acceptance. Stamp duty on the Agreement shall be paid by the Bidder. Within 14 Days after receipt of the Letter of Acceptance, the successful bidder shall deliver to the Employer a Performance Security, which shall be valid until 28 days from the date of issue of the taking over certificate by Employer. To the amount specified in the Schedule ; and in the form specified in the Schedule. Employer will provide an Advance Payment equivalent to 20% of Initial Contract Price, within 7 days of the Contractor submitting an acceptable bank guarantee from a commercial bank operating in Sri Lanka with a valid license issued by the monetary board of Sri Lanka (Central Bank of Sri Lanka). The advance payment shall be recovered by way of reduction from the interim certificates claimed, commencing from when the value of work reaches to 30% of the initial contract price. The Advance Payment shall be repaid in full when the total certified value works reaches 90% of the initial contract price. An amount of twenty five per cent (25%) of the value of work done shall be deducted from each interim certificate. 33. Adjudicator Employer proposes the person named in the Schedule to be appointed as adjudicator under the contract, at an hourly fee specified in the Schedule, plus reimbursable expenses. If the bidder disagrees with this proposal, the bidder should so state in the Bid; Then the Adjudicator shall be appointed by the Appointing Authority designated in the Schedule at the request of either party. In any event the Adjudicator shall be a person not associated with the project directly or indirectly and who could demonstrate impartiality and independence in his functions. 15 P a g e

16 SECTION 2 STANDARD FORMS Bid Security Letter of Acceptance Agreement Performance Security Advance Payment Security 16 P a g e

17 FORM OF BID SECURITY To : Chairman, Departmental Procurement Committee, C/o Manager Procurement, Ceylon Petroleum Storage Terminals Limited. WHEREAS,. [name of bidder] (hereinafter called and referred to as the Bidder ) has submitted its Bid dated [date] for the. [name of Contract] (hereinafter called and referred as the Bid ) KNOW ALL PEOPLE by these presents that WE.. [name of organization] having our registered office at...(hereinafter called and referred to as the Guarantor ), are bound unto [name of Employer] (hereinafter called and referred to as the Employer ) in the sum of Sri Lankan Rupees.. for which payment well and truly to be made to the said Employer, the Guarantor binds itself, its successors, and assignees by these presents. SEALED with the Common Seal of the said Guarantor this.. day of 20 THE CONDITIONS of this obligations are : 1. If the Bidder withdraws its Bid during the period of bid validity specified in the bidding documents; or 2. If the Bidder refuses to accept the correction of errors in its Bid; or 3. If the Bidder, having been notified of the acceptance of its Bid by the Employer, during the period of bid validity, fails or refuses to : (a) (b) execute the Form of Contract Agreement ; or furnish the Performance Security, in accordance with the Instruction to Bidders We undertake to pay the Employer up to the above amount upon receipt of its first written demand, without the Employer having to substantiate its demand, provided that in its demand the Employer will note that the amount claimed by it is due to it, owing to the occurrence of one or more of the above conditions, specifying the occurred condition or conditions. This Guarantee will remain in force up to. and including thirty (30) days after the period of bid validity, and demand in respect thereof should be received by us no later than the above date. DATE. SIGNATURE OF THE GUARANTOR WITNESS.. (Signature, Name and Address) COMMON SEAL 17 P a g e

18 FORM OF LETTER OF ACCEPTANCE [letter head paper of the Employer].[date] To. [name of the Contractor] [address of the Contractor] This is to notify that your Bid dated. for the [name of the Contract and identification number as given in the Contract data] for the Contract Price of Rupees. [amount in figures and words] as corrected in accordance with Instructions to Bidders and/ or modified by a Memorandum of Understanding (if any), is hereby accepted. The adjudicator shall be appointed by the appointing authority. You are hereby instructed to proceed with the execution of the said Works in accordance with the Contract documents. The start date shall be (fill as per Clause 6.1 of Conditions of Contract) The amount of Performance Security is. (fill as per Clause 4.4 of Conditions of Contract) The deadline for submission of Performance Security is (fill as per Clause 4.4 of Conditions of Contract) Authorized Signature : Name and title of Signatory :.... Name of Agency: P a g e

19 FORM OF AGREEMENT This Agreement made the... [day] of... [month] 20.. [year], between.. [name and address of Employer] hereinafter called and, referred to as The Employer ) of the one part, and [name and address of Contractor] hereinafter called and referred to as The Contractor ), of the other part; Whereas the Employer is desires that the Contractor execute.[name and identification no of Contract] (hereinafter called and referred to as 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. The Employer and the Contractor agree as follows: 1. In this agreement words and expression shall have the same meanings as are respectively assigned to them in the contract hereinafter referred to. 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 execute and complete the works and remedy any defects therein, the Contract Price or such other sum as may become payable under the provisions of the contract at the times and in the manner prescribed by the Contract. In witness whereof the parties hereto 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 COMMON SEAL In the presence of: Witness : COMMON SEAL 1. Name and NIC No. Signature Address.. 2. Name and NIC No.. Signature Address P a g e

20 NUMBER : SUM GUARANTEED :. FORM OF PERFORMANCE SECURITY (Unconditional) DATE : To : [name of Employer] (hereinafter called and referred to as the Employer ).....[address of Employer] WHEREAS...[name and address of Contractor] (hereinafter called and referred to as the Contractor ) has undertaken, in pursuance of contract No. dated to execute.. [name of Contract ] (hereinafter called and referred to as the Contract ) AND WHEREAS it has been stipulated by the Employer in the said Contract that the Contractor shall furnish the Employer with a Guarantee issued by a recognized organization for the sum specified therein as security for compliance with its obligation in accordance with the Contract; AND WHEREAS we have agreed to give the Contractor such a Guarantee: NOW THEREFORE we hereby affirm that we are Guarantor and responsible to you, on behalf of the Contractor up to a total of Rupees.. [amount of guarantee]... [amount in words] such sum being payable in the type and proportions of currencies in which the Contract Price is payable, and we undertake to pay the Employer, upon the Employer s firs written demand and without cavil or objection, any sum or sums within the said amount as aforesaid without the Employer s needing to prove or to show grounds or reasons for the Employer s demand for the sum specified therein. We hereby waive the necessity of the Employer s 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 documents which may be made between the Employer 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 28 days from the date of issue of the Taking Over Certificate by CPSTL. Signature and the Seal of the Guarantor : Name of the Organization :.. Address :.. Date Witness :. :.. 20 P a g e

21 NUMBER : SUM GUARANTEED :. FORM OF PERFORMANCE SECURITY (Unconditional) DATE : To : [name of Employer] (hereinafter called and referred to as the Employer ).....[address of Employer] WHEREAS...[name and address of Contractor] (hereinafter called and referred to as the Contractor ) has undertaken, in pursuance of contract No. dated to execute.. [name of Contract ] (hereinafter called and referred to as the Contract ) AND WHEREAS it has been stipulated by the Employer in the said Contract that the Contractor shall furnish the Employer with a Guarantee issued by a recognized organization for the sum specified therein as security for compliance with its obligation in accordance with the Contract; AND WHEREAS we have agreed to give the Contractor such a Guarantee: NOW THEREFORE we hereby affirm that we are Guarantor and responsible to you, on behalf of the Contractor up to a total of Rupees.. [amount of guarantee]... [amount in words] such sum being payable in the type and proportions of currencies in which the Contract Price is payable, and we undertake to pay the Employer, upon the Employer s firs written demand and without cavil or objection, any sum or sums within the said amount as aforesaid without the Employer s needing to prove or to show grounds or reasons for the Employer s demand for the sum specified therein. We hereby waive the necessity of the Employer s 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 documents which may be made between the Employer 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 28 days from the date of issue of the Taking Over Certificate by CPSTL. Signature and the Seal of the Guarantor : Name of the Organization :.. Address :.. Date Witness :. :.. 21 P a g e

22 SECTION 3 CONDITIONS OF CONTRACT Conditions of Contract applicable for this contract is that given in section -3 of the Standard Biding Document for Procurement of Works Design & Build Contracts, CIDA Publication NO. ICTAD/SBD/04, First Edition May 2003, by the Construction Industry Development Authority (CIDA), Savsiripaya, 123, Wijerama Mawatha, Colombo 7. Conditions of Contract shall be read in conjunction with the Section 05 Schedule, which shall take precedence over the Conditions of Contract. 22 P a g e

23 SECTION 4 FORM OF BID Name of Contract : Design, Supply, Installation and Commissioning of IP Based Surveillance Solution at CPSTL, Oil Installation, Kolonnawa To : Chairman, Departmental Procurement Committee, C/o Manager Procurement, Ceylon Petroleum Storage Terminals Limited. Gentlemen, 1. Having examined the Conditions of Contract given in the Standard Bidding Document. ICTAD/SBD/04, First Edition May 2003, Section 3 for Condition of Contract of Standard Bidding Document for Procurement of Works Design & Build Contracts, Schedule, Specifications, Drawings and Bills of Quantities and Addenda for the execution of the above named Works, We/I the undersigned, offer to execute and complete such Works and remedy any defect therein in conformity with the aforesaid Conditions of Contract, Schedule, Specifications, Drawings, Bill of Quantities and Addenda for the sum of Sri Lankan Rupees (SL Rs.. ) or such other sums as may be ascertained in accordance with the said Conditions. 2. We/I acknowledge that the Schedule forms part of our Bid. 3. We/I undertake, if our Bid is accepted, to commence the Works as stipulated in the Schedule at Section -5 and to complete the whole of the Works comprised in the Contract within the time stated in the Schedule at Section We/I agree to abide by this Bid valid until. for the period of 91 days from the date fixed for receiving or any extended period and it shall remain binding upon us and may be accepted at any time before the expiration of the period. 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/me. 6. We/I understand that you are not bound to accept the lowest or any Bid you may receive Dated this day of.20 in the capacity of duly authorised to sign tenders for and on behalf of.. (IN BLOCK CAPITALS) Signature : Address : Witness : 23 P a g e

24 SECTION 5 SCHEDULE This section shall be read in conjunction with Section 1, Instruction to Bidders, & Section 3, Conditions of Contract, and it is intended to provide specific information in relation to correspondence clauses in Section 1 & Section 3. Whenever there is a discrepancy, the provisions in Section 5, Schedule, shall supersede these Section 1, Instruction to Bidders, & Section 3, Conditions of Contract. ITB Clause Conditions of Contract Clause Item Data Employer is: Name: Ceylon Petroleum Storage Terminals Limited Address: Oil Installation, Kolonnawa, Wellampitiya Engineer is: Name: Deputy General Manager (Engineering & Support Services), Address: Ceylon Petroleum Storage Terminals Limited, Oil Installation, Kolonnawa, Sri Lanka. 1. & Summary of Works Tel No: Fax No: The works consists of Design, Supply, Installation and Commissioning of IP Based Surveillance Solution integrated with RFID applications, linked with existing SAP ERP system. Located at: CPSTL, Oil Installation, Kolonnawa Contract Name: Design, Supply, Installation and Commissioning of IP Based Surveillance Solution at CPSTL, Oil Installation, Kolonnawa Start Date 28 days after the issue of letter of acceptance Time for Completion 2. Source of Funds Time for Completion is 180 days from the start date. The source of funds is CPSTL 3. Eligibility The requirement is; CIDA EM 1 for Extra Low Voltage Installations. Experience: Experience in carrying out of design, supply, installation and commissioning of IP Based Surveillance Solutions including laying of signal and power cables and RFID applications (At least 01 similar projects completed within last 05 years) and shall be actively involved in the field of design, supply and installation of IP Based Surveillance Solutions. 24 P a g e

25 ITB Clause Conditions of Contract Clause Item Pre Bid Meeting and Field visit Data A Pre- Bid meeting together with a field visit will be held as specified in the Invitation for Bid. Bidders are requested, as far as possible, to submit any questions in writing or by facsimile, to reach the employer not later than one week before the meeting. The bidders shall inform Premises and Engineering Services Manager, Premises and Engineering Services Function, CPSTL Oil Installation,, Kolonnawa (Tel , Fax No ) at least 02 days - in advance to the date of Pre Bid Meeting, with their names, NIC Numbers/Passport Numbers so that the CPSTL will arrange required permits for the site visit. The bidders are advised to limit the number of persons, for the visit, due to the security reasons, at the Oil Installation Kolonnawa. Site visit will be permitted during hrs. except Sundays and mercantile holidays. The cost of such visits shall be borne by the bidder. 12. Documents Comprising the Bid Documents to be submitted with the Bids The bidders are required to submit the following documents and information along with the bid. This information will be critical for the evaluation of the offer submitted. Lack of submission of all the requested information shall be a reason for disqualification and finally for rejection of the offer. (a) Proposed Work Programme The bidder is required to submit a detailed proposed scope of work including sketches/drawings that the bidder intend to perform under each category based on the details given under the Section 6 - Contractor s Scope of Supply and Contractor s Scope of Work and Specifications. Also a bar chart for the total project clearly indicating the various phases of the contract including testing and Commissioning, breakdown of manpower and equipment and organization chart for the staff allocated for this contract. The bidder is deemed to be an expert in this field and shall include all the activities necessary to be a complete proposal. (b) Experience Proof of experience of the bidder carried /carrying out similar works of design, supply, installation and commissioning of IP Based Surveillance Solutions including laying of signal and power cables and RFID applications within the last 05 years also to be submitted. The information submitted shall include 25 P a g e

26 ITB Clause Conditions of Contract Clause Item Data the clients names, contract name, telephone numbers, fax numbers, year of completion, scope of work carried out with relevant codes and standards, contract value and any other relevant information, Bidder shall have successfully completed at least 03 similar projects (d) Details of the Items to be Supplied Make and Manufacture of the Cables, Cameras, Monitors and Equipment and other accessories to be submitted with the Bid. All the items shall be in accordance with the relevant IEC or British Standard. The standard conformity certificates, catalogues and Datasheet shall be submitted along with the bid. (e) Schedule of Key Personnel Bidder shall submit a schedule of Key Personnel consisting the site staff. A full time site engineer B.Sc. or equivalent qualified minimum 03years experience and a technical officer NDT or equivalent qualified with minimum five years of experience in installation commissioning and testing of IP Based Surveillance Solutions including laying of signal and power cables shall supervise the site Price adjustment 27. Evaluation and Comparison of Bids (f) Company information I. Business registration certificate of the bidder II. Company profile of the bidder III. Letter of authority from the manufacturers, empowering the bidder to represent the software and equipment brands in Sri Lanka. IV. ISO 9000 Certificate of the manufacturer and Bidder. The Contract is not subject to price adjustment. The following procedure will be used to apply the preference for extended warranty. Substantially responsive bids will be classified in to the following groups Group A B C Warranty Period 36 Months 48 Months 60 Months or above Preference Percentage Nil 2.5% 05% For the purpose of evaluation and comparison of bids only, an amount equal to the respective preference percentage of the evaluated bid prices of the respective bids will be deducted from the relevant evaluated bid prices of bids classified in groups B and C. 26 P a g e

27 ITB Clause Conditions of Contract Clause Item Performance Security Data Amount of Performance Security is 10% of the Initial Contract Price. The form acceptable is Bank Guarantee from a commercial bank operating in Sri Lanka with the valid licence issued by the monitory board of Sri Lanka (Central Bank of Sri Lanka). 8.3 Programme If any time should it appear to the Engineer that the actual progress of the work does not conform to the approved programme, the contractor shall produce, at the request of the Engineer a revised programme showing the modifications to the previously approved programme necessary to ensure completion of the work within the stipulated time of completion. 8.4 Extension of Time Failure on the part of the contractor to submit and obtain approval for the revised programme may result in the Engineer ordering an additional retention of 5% of the immediate claim. The contractor shall be entitled to release of the retention thus withheld from the next claim on obtaining the approval of the Engineer for the programme of work submitted to the Engineer. Working Hours i. Normal working hours of CPSTL from Monday to Friday is from 7.30 hrs. to hrs. ii. In the work programme Saturday and Sunday also can be considered as a working day by the contractor. But to work on Saturday and Sunday the contractor is required to obtain prior permission since the offices are normally closed on Saturdays and Sundays. iii. However, working on statutory holidays and after hrs. on working days will not be permitted. iv. Provided always that provision of iii shall not be applicable in the case of any work which it is customary to carry out, outside normal working hours by rotary or double shifts. No extension of time will be considered other than the exceptional adverse weather condition or other special circumstances of any kind whatsoever which may occur, other than through a default of the contractor be such as fairly to entitle the contractor to an extension of time for the completion of the work. The contractor shall, within fourteen (14) days after the cause for delay has risen, deliver to the Engineer full and detailed particulars of any claim to extension of time to which he may consider himself entitled in order that such claim may be investigated at the time. In the event 27 P a g e

28 ITB Clause Conditions of Contract Clause Item Data of failure on the part of the contractor to act as stated herein before shall be forfeited in extension of time for the particular event. 8.7 Delay Damages The amount to be paid is 0.125% of Initial Contract Price per day, subjected to maximum of 10% of Initial Contract Price. 2.4 Employer s Claims 14.4 Issue of Interim Payment Certificates The period for Defect Notification is 365 calendar days from Taking Over Interim payments will be made on completion of each category under the Bill of Quantities in Section -7 Interim Payments will be paid on the basis of 90% of the value of work done. The balance 10% will be retained until the successful completion and taking over the works by CPSTL Payment of Retention Money 14.4 Employer s Payment Guarantee 17.2 Contractor s Care of the Works The amount of retention is 10% of the Interim Payment Certified. The maximum amount of retention is 5% of the Initial Contract Price. Not Applicable Special Safety Conditions i. The work/workers should conform to the Fire & Safety rules and regulations of CPSTL and they should wear safety belts when working at high elevations. ii. Before work of any nature is commenced in any area it is necessary to obtain excavation permits, safety certificates and if the work involves sparks or flames also a fire permit from the Fire & Safety Function of the CPSTL, Oil Installation, Kolonnawa depending on nature of work. All precautions stipulated in these documents must be observed by the contractor and his employees. If the work cannot be completed in the period for which these documents are valid the work shall be discontinued until the documents have been renewed. iii. The Oil Installation, Kolonnawa is security restricted area and all contractor s personnel shall abide by the security regulations prevailing and those which might be enforced as and when necessary due to changed circumstances. 28 P a g e