PDF PROCUREMENT GUIDELINES 2017

Democratic Socialist Republic of Sri Lanka

2ND DRAFT OF GOVERNMENT

PROCUREMENT GUIDELINES 2017

GOODS, WORKS, INFORMATION SYSTEMS AND SERVICES

NATIONAL PROCUREMENT COMMISSION

DISCLAIMER

This document is a working draft of the Procurement Guidelines on Goods, Works, Services and Information Systems developed by NPC (the "2nd Draft of Government Procurement Guidelines 2017"), and has been uploaded to the NPC website with the sole intention of inviting comments and suggestions from stakeholders and interested parties. All stakeholders and interested parties are requested to study the Draft Procurement Guidelines and send any comments to Additional Secretary General (Procurement Policy) of National Procurement Commission, Block No.9, BMICH, Colombo 07, on or before 12th September 2017. Comments may be emailed to adsecpol@.lk.

The final draft of the Procurement Guidelines on Goods, Works, Services and Information Systems will be developed having considered relevant comments and suggestions received by the NPC before the deadline stated above. Thereafter, steps will be taken to gazette the Guidelines and obtain the approval of the Parliament.

Please note that these Draft Procurement Guidelines shall not be legally binding until such time that they are published in the Gazette and approved by the Parliament.

Contents CHAPTER 1?GENERAL ........................................................................................................... 1

1.1 Purpose................................................................................................................................. 1 1.2 Objectives ............................................................................................................................ 1 1.3 Scope of Application ........................................................................................................... 2 1.4 Ethics in Procurement .......................................................................................................... 3 1.5 Laws applicable to Procurement Actions............................................................................. 5 CHAPTER 2 - GOVERNANCE OF PROCUREMENT ACTIONS ...................................... 6 2.1 National Procurement Commission (NPC).......................................................................... 6 2.2 Roles and Responsibilities of Chief Accounting Officer and .............................................. 6 Accounting Officer (CAO and AO)........................................................................................... 6 2.3 Roles, Responsibilities of Procuring Entity (PE)................................................................. 6 2.4 Roles and Responsibilities of Procurement Committee (PC) and Bid Evaluation Committee (BEC) ...................................................................................................................... 7 2.5 Authority Limits for determination of Contract Award....................................................... 7 CHAPTER 3 - PROCUREMENT METHODS & TYPES ...................................................... 8 3.1 Procurement Methods .......................................................................................................... 8 3.2 International Competitive Bidding (ICB) ............................................................................ 8 3.3 National Competitive Bidding (NCB) ................................................................................. 9 3.4.1 Limited International Competitive Bidding (LIB) ............................................................ 9 3.4.2 Limited National Competitive Bidding (LNB) ................................................................. 9 3.5 Shopping (International &National) .................................................................................. 10 3.6 Direct Contracting.............................................................................................................. 10 3.7 Force Account.................................................................................................................... 11 3.8 Emergency Procurement .................................................................................................... 11 3.9 Community participation in District / Divisional level Construction ................................ 12 3.10 Framework Agreements (FA) .......................................................................................... 12 3.11 Types of Bidding ............................................................................................................. 13 3.12 Pre-qualification/ Initial Selection of Bidders ................................................................. 14 3.13 Use of e-Government Procurement (e-GP) System ......................................................... 15 3.14 Adherence to Green Public Procurement (GPP) Requirements....................................... 15 CHAPTER 4 - PROCUREMENT PLANNING...................................................................... 16 4.1 Procurement Planning........................................................................................................ 16 4.1.1 Master Procurement Plan ................................................................................................ 16 4.1.2 Procurement Plan (PP) .................................................................................................... 16 4.1.3 Procurement Time Schedule (PTS) ................................................................................ 17

4.2 Total Cost Estimate (TCE)................................................................................................. 17 4.2.1 Update of Total Cost Estimate (TCE)......................................................................... 18

4.4 Packaging and Slicing of Contracts ................................................................................... 18 CHAPTER 5 ? BIDDING DOCUMENTS .............................................................................. 20

5.1 Preparation of Draft Bidding Documents .......................................................................... 20 5.2 Contents of Bidding Documents ........................................................................................ 20 5.3 Standard Bidding Documents (SBDs) ............................................................................... 20 5.4 Request for Bids................................................................................................................. 21 5.5 Instructions to Bidders (ITB) ............................................................................................. 21 5.6 Eligibility of Bidders ......................................................................................................... 21 5.7 Equal Treatment for Foreign and Domestic Bidders ......................................................... 22 5.8 Bid Validity Period ............................................................................................................ 22 5.9 Bid Security ....................................................................................................................... 22 5.10 Clarity of Bidding Documents ......................................................................................... 23 5.11 Clarifications and Modifications...................................................................................... 23 5.12 Alternative Bids ............................................................................................................... 23 5.13 Value Added Tax ............................................................................................................. 24 5.14 Bid Evaluation Criteria and Qualification Requirements ................................................ 24 5.15 Conditions of Contract ..................................................................................................... 25 5.16 Price Adjustment.............................................................................................................. 25 5.17 Advance Payment ............................................................................................................ 25 5.18 Retention of Money in Works Contracts ......................................................................... 25 5.19 Performance Security....................................................................................................... 26 5.20 Liquidated Damages ........................................................................................................ 26 5.21 Dispute Resolution........................................................................................................... 26 5.22 The Law of Contract ........................................................................................................ 26 5.23 Specifications................................................................................................................... 26 5.24 Draft Contract .................................................................................................................. 27 CHAPTER 6?BIDDING PROCESS ........................................................................................ 28 6.1 Publication of Request for Bids (RFB) .............................................................................. 28 6.2 Issuance of Bidding Documents ........................................................................................ 28 6.3 Bidding Period ................................................................................................................... 28 6.4 Submission/Receipt of Bids ............................................................................................... 28 6.5 Rejection of Late Bids ....................................................................................................... 28 6.6 Public Bid Opening............................................................................................................ 29 CHAPTER 7 - BID EVALUATION ........................................................................................ 30 7.1 General............................................................................................................................... 30

7.2 Confidentiality ................................................................................................................... 30 7.3 Services of Consultant/s for Evaluation of Bids ................................................................ 30 7.4 Time Frame for Bid Evaluation ......................................................................................... 31 7.5 Extension of Bid Validity .................................................................................................. 31 7.6 Original Bid to be Evaluated.............................................................................................. 31 7.7 Purpose and Stages of Bid Evaluation ............................................................................... 31 7.9 Clarifications from Bidders................................................................................................ 33 7.10 Unrealistic Bids................................................................................................................ 33 7.11 Negotiations with the Lowest Evaluated Substantially Responsive Bidder .................... 34 7.12 Bid Evaluation Report...................................................................................................... 34 7.13 Rejection of all Bids Received......................................................................................... 35 7.14 Re invitation of Bids ........................................................................................................ 35 CHAPTER 8 - AWARD OF CONTRACT.............................................................................. 36 8.1 Recommendation/Determination of Contract Award ........................................................ 36 8.2 Communication to all Bidders of the Intention to Award Contract ................................... 36 8.3 Debriefing .......................................................................................................................... 36 8.4 STAND STILL PERIOD ................................................................................................... 37 8.5 Appeals against Contract Awards recommended by the CAPC/SCAPC/MPC/DPC/PPC and RPC ................................................................................................................................... 37 8.6 Award of Contract ............................................................................................................. 37 8.7 Formal Contract ................................................................................................................. 38 8.8 Publication of Contract Award .......................................................................................... 38 CHAPTER 9 - CONTRACT ADMINISTRATION ............................................................... 39 9.1 Contract Administration..................................................................................................... 39 9.2 Change Requests /Variations ............................................................................................. 39 9.3 Extension of Time.............................................................................................................. 39 9.4 Default ............................................................................................................................... 40 CHAPTER 10 ? PROCUREMENT OF INFORMATION TECHNOLOGY AND SYSTEMS (IT&IS).................................................................................................................... 41 10.1 Introduction...................................................................................................................... 41 10.2 IT Procurement ................................................................................................................ 41 10.3 Procurement Documents to be used................................................................................. 42 CHAPTER 11 ? FRAMEWORK AGREEMENT .................................................................. 46 11.1 Introduction...................................................................................................................... 46 11.2 Features of Framework Agreement ................................................................................. 46 11.3 Responsibility for Management of Framework Agreement........................................... 47 11.4 Procurement Committee and Bid Evaluation Committee Responsibilities ..................... 48 11.5 Procedural and Implementation Arrangements................................................................ 48

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