Government Tender
Procedure
Objective
The contents in this publication is a “quick reference” to all
public officers for procurement of works, services and
supplies using consolidated fund. This web publication
incorporates all circulars issued subsequent to the issue of
“Guidelines on Government Tender Procedure – August 1997” with
cross reference to the respective Guideline Clauses and
Circulars while publishing true images of reference points.
The Department welcomes the comments of viewers for further
development based on your specific requirements. Please click
buildept@sltnet.lk to establish a contact with us.
Tender Boards
The Tender Boards and Technical Evaluation Committees should
be appointed when the Treasury confirms that the required
provisions for work, services and supplies are included in the
Annual Draft Estimates.
<Ref. GL 13.1> However, the award of a
contract should not be made until the funds are sanctioned by
the Legislature (The Parliament)
<Ref. GL 13.2>
Tender Boards
There are three types of tender boards in operation.
• Minor
Tender Boards
• Departmental Tender Boards
• Ministry Tender Boards
• Cabinet Appointed Tender Boards
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Minor Tender Boards
Heads of Department with the approval of the Secretary to the
Ministry concerned appoint Minor Tender Boards to handle
Tenders up to Rs. 3.0 Million.
<Ref. GL 15 &
Fin 358(5) >
Composition of the Minor Tender Board:
<Ref. GL 15>
•
Staff officer not below the rank of Assistant Head of the
Department – Chairman
•
Senior officer of the Regional/District Office –Member
•
Suitable officer from out side Department - Member |
Departmental Tender Boards
The Secretary to the ministry appoints one or more
Departmental Tender Boards to each Department under the
respective Ministry. Departmental Tender Boards are empowered
to handle tenders up to Rs. 20.0 M.
<Ref. GL 16.1 &
Fin 358(5)
>
Composition of the Departmental Tender Board:
< Ref. GL 15 >
•
Head of the Department – Chairman
•
Representative from the Ministry – Member
(If the Ministry representative could not participate due to
practical reasons a senior staff officer from an out side
department could be appointed)
•
Staff officer experienced or specialized in the relevant from
out side Department - Member |
Ministry Tender Boards
The Secretary to the ministry appoints the ministry Tender
Boards of the respective Ministry. Ministry Tender Boards are
empowered to handle tenders up to Rs. 50.0 m.
<Ref. GL 17.1 &
Fin 358(5) >
Composition of the Ministry Tender Board:
•
Secretary to the Ministry or Additional Secretary – Chairman
•
Head of the department relevant to the Tender
•
Representative from the Ministry –Member
(If the Ministry representative could not participate due to
practical reasons a senior staff officer from an out side
department could be appointed)
•
Staff officer experienced or specialized in the relevant
preferably from out side Department – Member
(The decision of the Ministry Tender Board should be
personally approved by the Secretary, whenever the Additional
Secretary chairs the Tender Board.)
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Cabinet Appointed Tender Boards
The Secretary to the Treasury with the concurrences of the
Cabinet sub-committee on Budget and Tenders will appoint the
Cabinet Appointed Tender Board to consider tenders exceeding
Rs. 50.0 m.
<Ref. Fin 358(5)
; GL 20 is repeated >
. Requests for the appointment of Cabinet Appointment Tender
Boards should be submitted in the prescribed form included in
the Circular
Fin 358(5).
Normally
the Cabinet Appointed Tender Board comprises of:
•
Secretary other than the Secretary of the Ministry concerned –
Chairman
•
Secretary of the Ministry concerned – Member
•
Representative to the Secretary to the Treasury - Member |
Tender Board Proceedings
Validity of Decisions
Tender Board decisions are valid only when all members are
present for the Tender board or any absent member is consented
for the decision of the Tender Board.
<GL 25>
Tender Board Termination
The Tender Board appointed for a particular tender ceases to
exist after the award is made.
<GL 143.1>. However, the
Departmental and ministry tender Boards can be re-summoned to
consider extra contractual payments and defaulting of
contractors.
<GL 143.3>.
Technical
Evaluation Committees
Committees of experts on technical and financial matters are
known as Technical Evaluation Committees. The Tender Boards,
whether it is Departmental, Ministerial or Cabinet
Appointment, can obtain the services of a Technical Evaluation
Committee for the technical and financial evaluation of tender
documents prior to calling for tenders and the tenders
received to select a suitable contractor.
. The
Technical Evaluation Committees should be appointed only in
the cases where the assistance of the Technical Evaluation
Committee is extremely required depending on the degree of the
complexity of the tender.<Fin 358(5) /Annex-V>
Composition and Membership of
Technical Evaluation Committees
One member who is familiar with finance and another who is
familiar with technical aspects of the project can be members
of the Technical evaluation committee.
.
The number of members of a Technical Evaluation Committee is
between three and five (3 – 5 members).
Technical Evaluation Committees assisting Departmental and
Ministerial Tender Boards should have at least one member
external to the client Department.
<GL 37> The maximum number
of members for the Technical Evaluation Committees to consider
tenders between Rs. 2.0 M to Rs. 20.0 M should be limited to
three members.
<Fin 358(5) /Annex-V>
Technical Evaluation Committees assisting Cabinet Appointed
Tender Boards should have at least one member from the client
Department and another member representing the treasury.
<GL
34>
No member from the private sector is permitted to appoint as
Technical Evaluation Committee members without having the
approval of the Cabinet of Ministers.
Appointing Authority
Technical Evaluation Committees to
service Ministry and departmental Tender Boards
The Secretary to the Ministry and the Head of the Department
will appoint the Technical Evaluation Committee for the
Ministry Tender Board and the Departmental tender Board
respectively.
Technical Evaluation Committees to service Cabinet Appointed
Tender Boards
The Secretary to the Treasury will appoint the Technical
evaluation committee.
<GL 34>.
Requests for the appointment should be submitted by the
Secretary to the ministry concerned in the prescribed form
included in the Circular
Fin 358(5).
Payments to
members of Tender Boards
<GL 18.5>
Members of the Cabinet Appointed Tender Boards and the staff
officer handling tenders are eligible to receive a payment of
Rs. 600.00 for each for each tender when the tender board
meetings are held during normal office hours. The clerical
officer handling tenders is entitled for Rs. 300.00 for each
tender. In case the tender boards are held out side normal
office hours the members of the tender boards and the staff
officer is entitled for Rs. 1000.00 per each tender while the
clerical officer is entitled for Rs. 500.0 for each tender.
Technical Evaluation Committees
The payments for the members of the Technical Evaluation
Committees stipulated in the
<GL 109.8> has been amended by the
Circular
Fin 358(5).
Tender Procedures
This topic is under
development
Tender Documents
This topic is under
development
Tender Evaluation and Award of Contracts
This topic is under
development
Extra Contractual Payments
This topic is under
development
Use of Consultants
This topic is under
development
Defaulting of Contractors
This topic is under
development
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