CEYLON PETROLEUM CORPORATION
(Established by Parliamentary Act Number 28 of 1961)
BIDDING DOCUMENT
SUPPLY & INSTALLATION OF
800 kVA GENERATOR AT AVIATION FUNCTION, BANDARANAYKE
INTERNATIONAL AIRPORT – KATUNAYAKE
B/34/2014
CHAIRMAN
CEYLON PETROLEUM CORPORATION
NO. 609, DR. DANISTER DE SILVA MAWATHA
COLOMBO 09
SRI LANKA
CONTENTS
Invitation for Bids
01
02
03
04
05
06
. Instructions to Bidders
. Conditions of Contract (COC)
. Technical Specifications
. Bill of Quantities (BOQ)
. Drawings
. Technical Schedule
1-5
6-8
9-23
24-28
29-31
32-37
Annexes
A – Declaration of Bidder
B – Format of Manufacturer’s Authorization
C – Form of Compliance / Deviation Sheet
D – Form of Bid
E – Format of Bid Security Guarantee
F – Form of Agreement
G – Format for Performance Guarantee
H – Format of Advance Payment Bank Guarantee
38
39
40
41-42
43
44-45
46
47
INVITATION FOR BIDS
CEYLON PETROLEUM CORPORATION (CPC)
B/34 /2014
SUPPLY & INSTALLATION OF 800 KVA GENERATOR
The Chairman, Departmental Procurement Committee, Ceylon Petroleum Corporation, No. 609, Dr.
Danister De Silva Mawatha, Colombo 09 Sri Lanka will receive sealed Bids from manufacturers or
their Agents in Sri Lanka for the Supply & Installation of 800 KVA Generator for the Aviation Function
of CPC at Katunayake.
Bid documents can be obtained between 0900 hrs. and 1500 hrs. up to 02.10.2014 from the office of
Manager (Procurement & Stores), Ceylon Petroleum Corporation, 1st. Floor, No. 609, Dr. Danister De
Silva Mwt., Colombo 09, on a written request and payment of a non-refundable fee of Rs. 1,142.40 (Rs.
1,000.00 + 2% NBT + 12% VAT) per set.
The Bid will be closed at 1400 hrs. on 03.10.2014 and opened at the Office of Manager (Procurement
& Stores), Ceylon Petroleum Corporation, at the above address, immediately after closing time of the
Bid. Bidders or their authorized representatives will be permitted to be present at the opening of the
Bid.
Bids may be sent by post under registered cover or may be deposited in the Tender Box kept in the
Office of Manager (Procurement & Stores), Ceylon Petroleum Corporation, 01st Floor, No. 609, Dr.
Danister De Silva Mwt, Colombo 09.
Bid documents may be inspected at the Office of Manager (Procurement & Stores), or on the website
www.ceypetco.gov.lk. .
MANAGER (PROCUREMENT & STORES)
CEYLON PETROLEUM CORPORATION
NO. 609, DR. DANISTER DE SILVA MAWATHA
COLOMBO 09.
Tel.: 5455330/5666225
Email: rajapakse@ceypetco.gov.lk
01. INSTRUCTIONS TO BIDDERS
01. INTRODUCTION
The Chairman, Departmental Procurement Committee (DPC), on behalf of the Ceylon Petroleum
Corporation, No. 609, Dr. Danister De Silva Mawatha, Colombo 09, Sri Lanka will receive sealed
Bids from Manufactures or their Local Agents in Sri Lanka with minimum of 10 years’ experience in
the relevant field for the Supply & Installation of 800 kVA Generator conforming to the Terms &
Technical Specifications indicated in the Bidding Document.
02. BIDDING DOCUMENT FEE & BID DEPOSIT
Bidding Documents can be obtained up to 1500 hrs. on 02.10.2014. Any Bidder calling for Bidding
Documents, shall pay a non-refundable fee of Rs. 1,142.20 for the Bidding Document to the Cashier,
CPC Head office, No. 609, Dr. Danister de Silva Mawatha, Colombo – 09.
03. DOCUMENTS & DETAILS TO ACCOMPANY BID
All Bids shall contain adequate particulars in respect of the items offered.
A.
Failure to furnish the following documents and details along with the Bid will result in the bid
being rejected.
01. Make and model number
01. Name & the company profile of the Manufacturer and Country of manufacture.
03. Technical Catalogues, literature of the offered item
02. Declarations from the bidder that the equipment offered are currently in manufacture,
conforming to CPC specification and standards referred.
03. Declarations from the bidder for the availability of spares for equipment offered for
minimum of 10 years period.
04. Company profile of the bidder & copies of financial statements for the past these years
05. Details of the maintenance staff intended to be deployed for the installation work &
availability of workshop facility to provide after sales services.
06. Declaration of Bidder – Annex ‘A’
07. Letter of Authorization from the principals–Annex ‘B’
08. Form of Compliance/ Deviation Sheet – Annex ‘C’
09. Form of Bid - Annex ‘D’
10. Format of Bid Security - Annex ‘E’
11. Form of Agreement - Annex ‘F’
12. Format of Performance Guarantee - Annex ‘G’
13. Format for Advance Payment Guarantee - Annex ‘H’
All documents shall be in English Language.
04. (A) SUBMISSION OF BID
Bidder is strictly advice to visit the site before the pricing. Bidder who submits the bid without prior
site visit may cause for rejection of his bid.
Location of site: Aviation Function, BIA, Katunayake
Contact Person: Manager (Aviation - Operations)
Contact Number: 0112253039
Page 1 of 47
A local firm acting as Agent for more than one Principal Bidder should get each of his Principal
Bidders he represents to tender on separate sets of Bidding Documents purchased from the Ceylon
Petroleum Corporation for such purpose.
Note: Alternative Bids / Options
Multiple bids from same manufacturer can be submitted indication one offer as the main offer.
(B) SUBMISSION OF A BID GUARANTEE
Bid Security obtained from a Bank or Treasury approved Insurance Company to a value of Rs.
250,000.00 shall be submitted along with the Bid. Any bid not accompanied by an acceptable Bid
Security will be “REJECTED” by the Procurement Committee considering the Bid as non-responsive.
The Bid Security shall be valid form a period of 105 days from the date of closing of the Bid.
05. SEALING, MARKING & RECEIPT OF BIDS
Bids shall be submitted in Duplicate as per annexed schedule of Prices. The original & duplicate copy
of the Bid shall be placed in separate envelopes marked “ORIGINAL” & “DUPLICATE”. Envelopes
shall be enclosed in one securely sealed cover, which shall be marked for the Supply & Installation of
800 kVA Generator–CLOSING DATE 1400 hrs. on 03.10.2014 on the top left-hand corner & the
Bidder’s name & address on the bottom left-hand corner.
Bids sealed, enclosed, marked and addressed as aforesaid, shall be sent under Registered Cover to
reach the Chairman, DPC, Ceylon Petroleum Corporation, No. 609, Dr. Danister De Silva Mawatha,
Colombo 09, Sri Lanka, not later than 1400 hrs on 03.10.2014 If, the Bidders choose not to send their
Bids under Registered Cover, they could deposit such Bids in the Tender Box provided for this purpose
at the Office of Manager (Procurement & Stores), 1st. floor, CPC Head Office, No. 609, Dr. Danister
De Silva Mawatha, Colombo 09.
06.
MINIMUM VALIDITY PERIOD OF BIDS
(a)
All bids shall necessarily be valid for acceptance for a minimum period of 77 days from the
closing date of the Tender.
(b)
All prices indicated in the schedule of prices shall be firm and shall not be subject to any
price variation within the validity period of offer specified in (a) above.
(c)
On acceptance of the offer within the period of 77 days the validity of offer should be
extended by another 14 days for the purposes of a issuing of purchase order and other
required documentation.
Bids that do not comply with the above requirements will be rejected.
07.
(a) CLOSING & OPENING OF BIDS
Bids will be closed at 1400 hrs on 03.10.2014 & will be opened immediately thereafter at the
Tender Opening room of Supplies Function.
Bidder/s or their duly authorized representative/s may be present at the opening of bids. The
officer who opens the Bids will read out the total price, as indicated in the schedule of prices/
Pro-forma to those who are present. Technical Data, Specifications or similar particulars will
not be divulged.
Page 2 of 47
(b) LATE BIDS
Any Bid received after the deadline for submission of Bid will be rejected and returned
unopened to the Bidder.
08.
LETTER OF AUTHORIZATION
a.
Offers from agents representing their Principals abroad, will not be considered unless they
hold the Letter of Authorization from the Principals empowering the agents to offer on their
behalf, to enter into a valid agreement on behalf of the Principals to fulfill all the terms and
conditions of the contract, in the event of the bid being awarded.
b.
The agent signing the Bidding Document on behalf of the Principal shall state the
Principal’s name, address, telephone, fax numbers & e-mail address if any.
c.
Nomination of Agents after the Bid has been submitted will not be valid.
d.
In the event that the Principal is not the Manufacturer, the Principal should furnish
documentary proof of his arrangements with the Manufacturer.
e.
Principal means the seller with whom CPC enters into an agreement as per the tender. In
case of an order, purchase order is placed with the principal.
09. BUSINESS REGISTRATION
Local Agents in Sri Lanka, submitting the Bid should register with the Registrar of Companies and
shall produce a copy of the valid Certificate of Registration issued by the Registrar of Companies
together with the offer & a copy of the respective company registration of principal bidders shall be
forwarded along with the bid.
10. VARIATIONS
Bid price shall not be adjusted unless there is arithmetical error.
11. BILL OF QUANTITIES (BOQ)
11.1. Should indicate the prices in Rupees with taxes separately.
11.2. If any taxes are not mentioned separately such taxes will be considered as not relevant for the
bid.
11.3. Where there is a discrepancy between the amount in figures and in words, the amount in words
will govern.
11.4
Where there is a discrepancy between the unit rate and the line item total resulting from
multiplying the unit rate by the quantity.
a.
The unit rate as quoted will govern
b. Unless in the opinion of the Procurement Committee/TEC 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.
11.5
The amount stated in the Bidding Document adjusted in accordance with the above procedure
with the concurrence of the bidder shall be considered as binding upon the Tender. If the
bidder does not accept the corrected amount of bid, his bid will be rejected.
Page 3 of 47
12. CORRECTION OF ERRORS
a.
Where there is a discrepancy between the amount in figures and in words, the amount in
words will govern; and
b.
Where there is a discrepancy between the unit rate and the line item total resulting from
multiplying the unit rate by the quantity.
i. The unit rate as quoted will govern
ii. Unless in the opinion of the Procurement Committee/TEC 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.
c.
The amount stated in the Bidding Document adjusted in accordance with the above
procedure with the concurrence of the bidder shall be considered as binding upon the
Tender. If the bidder does not accept the corrected amount of bid, his bid will be rejected.
13. EVALUATION OF BIDS
All offers received will be examined to determine the eligibility of bidder’s responded and substantial
responsiveness of bids received. Substantially responsive bid is one, which conforms to the terms,
conditions and specifications of the Bidding Document. Incomplete bids will be rejected.
Arithmetical errors in the Bidding Document will be corrected.
Only the bids determined to be substantially responsive will be evaluated and compared. Award will be
made to the lowest responsive evaluated bid.
14. POWER TO ACCEPT OR REJECT OFFERS
(a)
The Departmental Procurement Committee will not be bound to make the award to the
Bidder submitting the lowest offer.
(b)
The Departmental Procurement Committee reserves the right to reject any or all Bids,
or any part thereof, without adducing any reasons.
15. ANY OTHER INFORMATION
15.1. Any other information or clarification required could be obtained from the Manager
(Procurement & Stores), Supplies Function, 1st Floor, Ceylon Petroleum Corporation, No. 609,
Dr. Danister De Silva Mawatha, Colombo 09 Sri Lanka not later than 12 days before the
closing date of tender given in clause No. 05.
Telephone
E-mail
:
:
5455330/5666225
raja@ceypetco@gov.lk
Fax - 5455424
15.2. Where the Bidders have not sought any clarifications / information such Bidders shall be
deemed to have accepted the Bidding Document in full.
CPC reserves the right to issue amendments to the Bidding document if and when deemed necessary,
up to 08 days before the closing date of the bid given in Clause 05 and such amendments will be
notified to all Bidders who have collected the Bidding documents.
Page 4 of 47
16. ABREVIATIONS
DPC
CPC
ICLP
ICTAD
-
Departmental Procurement Committee
Ceylon Petroleum Corporation
Institute for the Development of Commercial Law & Practice
Institute of Construction Training and Development
17. PRE-BID MEETING
17.1 Bidder’s designated representative(s) is invited to attend a pre-Bid meeting, which will take
place at the Aviation Function Katunayake at 11 a.m on 7 days before the tender opening
date.
17.2 The purpose of the meeting will be to clarify issues and to answer questions on any matter
that may be raised at that stage.
17.3 The 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. It may not be
practicable at the meeting to answer questions received late. All questions raised at the prebid meeting will be responded to in writing by the Employer.
Page 5 of 47
02. CONDITIONS OF CONTRACT
01. NOTICE OF ACCEPTANCE
Acceptance of bid will be communicated by fax / E-mail and confirmed in writing by registered post to
the successful bidder to the address given by him, soon after the receipt of DPC decision. Any change
of address of the bidder should be promptly notified to the Manager Supplies, Supplies Function, 1st
Floor, Ceylon Petroleum Corporation, No. 609, Dr. Danister De Silva Mawatha, Colombo 09. , Sri
Lanka.
02. PERIOD COMPLETION
The successful contractor should supply install and commission the 800 kVA Generator within a
period of six months from the date of receipt of the “Notice of Acceptance”.
03. SUBMISSION OF A PERFORMANCE SECURITY GUARANTEE
Within a period of fourteen (14) on receipt of the Letter of Acceptance the successful bidder shall
deliver to the employer a Performance Security in the amount equal at 10% of the contract price and
in the form of a Bank Guarantee or a fixed deposit in the name of Ceylon Petroleum Corporation.
If the Performance Security is provided by the bidder from a Bank operating in Sri Lanka the Bank
Guarantee issued should be in the format given in “Annex G”.
Note: Performance Guarantee from Insurance Companies will not be accepted by CPC for this
contract.
04. MODE OF PAYMENT
An advance payment of sum equivalent to a maximum of 20% of the total contract value could be
released upon submission of a bank guarantee as per Annex ‘H’. The bank guarantee shall be valid for
entire duration until the commissioning of the Generator. Repayment of the advance payment will be
made from the subsequent claims. Advance payment shall be recovered fully when total invoice
amount reaches 90% of the contract price.
Subsequent payment shall be carried out in following Manner
(i)
(ii)
(iii)
(iv)
Upto 70% of the assessed value of material and equipment at site will be paid on
invoices.
Upto 95% of the contract price on satisfactory completion and taking over.
The retention from each payment shall be 10% percent of the certified work done.
The limit of retention shall be 5% percent of the Initial Contract Price and will be
release after one (1) month by completion of defect liability period.
05. DEFAULT BY SUCCESSFUL BIDDER
5.1 If for any reason in the opinion of the Ceylon Petroleum Corporation, the successful Bidder
becomes incapable or unable to supply & install 800 kVA Generator offered in his Bid within
the specified delivery period, the Ceylon Petroleum Corporation shall have the right to obtain
the goods from other sources without being liable in any manner, whatsoever, to the successful
Bidder.
Page 6 of 47
5.2 If the successful Bidder defaults in the supply or otherwise commits a breach of any of the
provisions in the Contract with the Ceylon Petroleum Corporation for the supply & install 800
kVA Generator conforming with the Specifications the Performance Guarantee will be
forfeited. Further, he shall be liable to pay to the Ceylon Petroleum Corporation, all losses,
damages and expenses incurred by the Ceylon Petroleum Corporation in consequence of such
default of breach.
06. PENALTY ON DELAYED COMPLETION
If the successful bidder could not supply & install the generator within the delivery period stipulated in
above clause No. 15, a penalty charge of 0.05% of the total order value per calendar day or part
thereof up to a total value of 10% of the total order value will be recovered from the payment to the
bidder.
However, CPC reserves the right to cancel the award of the tender, if the Generator is not supplied &
installed within the period given in clause 15.
07.
WARRANTY
7.1 Supplier should give a manufacturer’s warranty for all the equipment Supplied by him for a
minimum period of 12 months form the date of commissioning. Warranty Conditions shall be
clearly indicated in the quotation.
7.2 Any defect found during this warranty period should be attended by the supplier at his own
cost (labour & spare parts), and any defective parts should be replaced with new parts free of
charge.
7.3 All equipment and machinery offered should be brand new and proven models and no
Prototype models should be offered.
08.
FORCE MAJEURE
Except as regards an act of God, war, strike, invasion, Civil War, rebellion, Tsunami, revolution,
insurrection, military power, earth-quake, plagues, the Bidder shall undertake all risks and liabilities
of whatsoever kind arising out of incidentals or connected with the supply.
09.
BIDDER'S STANDARD CONDITIONS OF SALE
Bidder's standard conditions of sale, usually printed on the reverse side of the Pro-forma Invoice or
in a separate format will not be accepted. The Conditions of Tender of CPC will prevail.
10.
ARBITRATION
17.4 All the disputes arising out of this agreement will be settled in accordance with the
provisions of the Arbitration Act No. 11 of 1995.
17.5
All proceedings and hearings by the Arbitrator shall be held in Sri Lanka Arbitration will
be conducted under the rules of the ICLP Arbitration Center and the Arbitration Act No.
11 of 1995.
Page 7 of 47
11. DECLARATION
Bidders should declare that they have read the Conditions and that they make the offer in compliance
with and subject to all the Conditions thereof and agree to execute the contract / perform the services
in accordance with the said Conditions in the manner therein set out.
Page 8 of 47
3.0 Technical Specification
800 kVA Diesel Generator
1.
General
1.1
Scope of Work
The Contractor shall carry out the supply, delivery, erection, connection, testing,
commissioning of brand new 800kVA Diesel engine driven Generator including the supply &
installation of all the relevant equipment and material mentioned as per the requirements
indicated in this bid document to establish an emergency LV Electrical Power Supply System to
the premises. The engine driven generator shall be fully automatic and shall constitute a
unified and coordinated system ready for operation once it is commissioned. The supplier shall
service & maintain the Generator during the defects liability period which is one year stating
from date of issuance of Take Over Certificate (TOC) by CPC.
The location of the works is Aviation Refueling Terminal, Ceylon Petroleum Corporation,
Bandaranayke International Airport (BIA) Katunayake.
The installation shall include but not be limited to the following:
1.
Remove the existing 75 kVA Generator and temporarily mount it adjacent to the switch
room and provide required cabling to ATS panel for the normal stand by operation until
completion of the works.
2.
Modify and extend existing generator room (Size: 4.5 m*7.5m) to accommodate the
installation of 800 kVA generator, day fuel tank and other necessary accessories. The
concrete plinth shall be designed and constructed to withstand the new generator
installation.
3.
Supply and installation of Generator incoming breaker panel complete with suitably
rated circuit breaker ATF/ATS, indicators, measuring equipment and necessary
interlocks to communicate with existing CEB incoming breaker for fully automatic
operation.
Existing main incoming breaker details;
Brand : Siemens
Model : 3WN6473-OHG58-4KK1
Ratings
: 1600A, 4P
4. Diesel Engine complete with;

Lubrication Oil System

Fuel Oil System

Cooling System

Speed governing system

Intake and Exhaust Air Systems

Starting System
Page 9 of 47
1.2
5.
AC Generator complete with;

Control panel

Automatic voltage regulating system

Monitoring/supervision

Circuit breaker

Cabling/Bus bar connections to existing bus bars at switch room
6.
Main storage tank of fuel, fuel transfer pumps, pipes and valves
7.
Engine Generator set should be mounted inside of Sound attenuated weatherproof
enclosure
8.
LV Power cables/Bus bars
9.
Spare Parts.
10.
Witness of FAT(Factory Acceptance Test) by CPC Engineers
Standby Power Supply Scheme
There is no standby power supply for the pump room at present. Stand-by power supply for
administration building and control room is provided by 75 KVA Diesel Generator.
CPC intends to install new 800 kVA Diesel generator, electrical switchgear, AMF/ATS panel and
other accessories under this contract. The existing 75 kVA generator and electrical power supply
system shall not be permanently removed from the service until the new 800 kVA diesel generator
is commissioned and connected to the system.
The Generator shall be capable of providing required current for the operation of 02 nos. of 160
kW pump motors which are connected to fuel hydrant pumps used for in-to plane operations at
BIA. The motors have star-delta starting method. The single line diagram of the existing electrical
installation is given in Drg: No-01. All the loads connected to the main bus bars (i.e. after 1600 A,
ACB) shall be considered as essential loads and the ATS panel output shall be connected to the
main bus bars.
The proposed procedure for the modification is as follows.
1.
Remove existing 75 kVA generator and temporary place it adjacent to the switch room as
directed by the engineer and provide temporary connections to the existing ATS panel
2.
Modify existing generator room (Size: 4.5 m*7.5m) to accommodate the installation of 800
kVA generator, fuel day tank and other necessary accessories. The concrete plinth shall be
designed and constructed to withstand the new generator installation.
3.
Supply and install new 800kVA diesel generator with a suitable canopy in the existing
generator room after necessary modifications and extension.
4.
Supply and installation of a suitable size diesel day tank for 12 hour operation and bulk
tank for 48 hour including necessary pumps, pipes, hoses and valves etc.
Page 10 of 47
1.3
5.
Supply and installation of new electrical switchgear to facilitate generator incoming
breaker, AMF/ATS and necessary provisions to connect existing main bus bar
6.
Supply and install new LV power cables/Bus bars to connect the new 800kVA diesel
generator and CEB supply to the new electrical switchgear through main bus bars. The
cabling and installation work of the generator shall be done without interruption of
regular operations and other day to day works. Always two nos. of hydrant pumps shall be
dedicated for the operational requirements while installation works are being carried out.
7.
Testing and commission the new standby power supply system after completion of all
equipment under this contract.
8.
Training of CPC staff.
General Requirements
The Diesel Generator will be used as standby/emergency power supply source for the CPC
aviation refuelling terminal and hence it shall be suitable for automatic quick start upon
receiving ‘start’ signal from the automatic transfer switch (ATS) enabling switch on the full
load.
The diesel generator set shall be supplied complete with all ancillary equipment necessary for
starting and running, including cooling system, sound attenuation system, fuel storage and
supply system, instrumentation, interlock systems, control and protection arrangements, spares
and special tools.
Tenderer shall visit the site to ensure that proposed engine-generator set can be placed in the
location proposed by CPC. Tenderer shall confirm that existing generator room area is
sufficient for the installation and proper functioning of the generator after extension. Tenderer
may propose alternative arrangements based on existing site conditions.
1.4
Site Conditions
All equipment and materials used shall be suitable for operation in the site conditions given
below.
1.4.1
Site Environmental Conditions
All equipment shall be tropicalized and suitable for prolonged operation in tropical site
environmental conditions. Prime rating of the diesel generator shall be suitable for the site
environmental conditions.
Altitude of site above sea level
Ambient temperature
Average relative humidity
: not exceeding 10m
: 320C
: 80%
Page 11 of 47
1.4.2
Electrical System
Nominal system voltage:
400 V±6%
Wiring system
Earthing of system
System frequency
Three phase, four wire,
Solid earthing, TT system
50 Hz
2.
General Specifications of Engine Generator Set
2.1
General
Diesel Generator set shall consist of one engine including radiator, exhaust system, one
alternator with exciter and one flywheel with flywheel housing, mounted on a steel base. The
voltage regulator, switchgear, control system and accessories shall be mounted on a control
panel. The generator set shall be factory assembled and aligned accurately on the steel base
which shall be strong and rigid enough to ensure permanent alignment of all rotating units and
prevent vibration build up and shall permit skidding in any direction during installation.
2.2
Standards
Diesel Generator set and the Control Panel shall comply with the applicable requirements of
the following standards/publications or equivalent other national/international standards.
Engine:
 ISO 3046
 BS 5514
Generator:
 BS 5000
 IEC 60034
Instruments:
 BS 89
 IEC 60051
Switchgear:
 IEC 60947
Power Cables
 BS 5467
 IEC 60502
Page 12 of 47
2.3
Qualifications
2.3.1
Manufacturers
Engine Manufacturer: Shall be a renowned company specialized in manufacture of diesel
engines with minimum 10 years documented experience. (European or equivalent brands only)
Generator Manufacturer: Shall be a renowned company specialized in manufacture of
generators with minimum 10 years documented experience. (European or equivalent brands
only)
Assembly of Engine-Generator Set: If the assembly of engine-generator set is carried out
neither by engine manufacturer nor generator manufacturer, then assembling party shall be
done by a reputable company.
2.3.2
Supplier / Agent
There shall be an authorized distributor of proposed engine-generator make in Sri Lanka who
shall have adequate stock of spare parts at all the time. The incumbent shall produce
documentary evidence with proven track records to verify the fact that he is providing a very
good service to the clients in this respect.
2.4
Sound and Vibration Reduction
The engine-generator set shall be provided with sound attenuated canopy with proper vibration
dampers fitted to the base mountings and a proper exhaust silencer so that the noise level will
not be more than the following levels.
i.
ii.
At the premises boundary not more than 63 dB (A) when running at full load, to meet
the statutory requirements.
At 1m from the gen-set, not more than 80 dB (A), when running at full load.
The sound attenuation design shall include layers sound absorbing materials for the canopy
and fresh air intake attenuators and hot air discharge attenuators.
Flexible connection shall be provided to all exhaust, water, air, fuel and oil piping that leave
the engine to prevent the transmission of vibration and the fracture of the piping due to
movement of the set. The choice of connections and their installation is to be such as to give
long life under normal operating condition of the set.
2.5
2.6
Engine-Generator Set – Ratings
Prime power
Not less than 800 kVA at 0.8 power factor
Rated speed
1500 rpm
Overload capacity
10% for 1 hour in every 12 hours
Engine-Generator Set Features
Generator set shall have the following features:
Page 13 of 47




2.7
Factory-mounted on a common, rigid, welded, structural steel base.
Automatic start, accelerate to the rated speed and deliver the specified KW/kVA output
at 50 Hz within 10 seconds after a single pole contact closes in a remote device.
Recover rapidly from instantaneous changes between no load and the specified
KW/KVA rating, and the reverse changes of load, without damage.
Engine-generator set shall be statically and dynamically balanced at the factory.
Canopy
The canopy shall be sound attenuating weatherproof type and manufactured from high quality
Zinc coated steel sheeting not less than 16 SWG or other approved material. The canopy shall
be base frame mounted and lined with sound absorbing materials retained by steel perforated
sheet or other suitable arrangement. Entering of air to the enclosure shall be via acoustic
intake louvers at the generator end and discharge shall be acoustic louvers at the engine end.
Access to the genset shall be provided by side opening doors with lockable recessed handles.
The acoustic lining shall be applied to the doors, discharge and inlet louvers and roof.
2.8
Engine
2.8.1
General
Engine shall be a general purpose continuous service heavy duty diesel engine for stationary
applications. The engine shall be the standard product of manufacturer (European or
equivalent only), a current production model complete with all auxiliaries normally furnished
and shall provide sufficient power to drive the coupled alternator. The engine shall be
compression ignition type, water-cooled turbo-charged with intercooler, direct injection, multi
cylinder designed for industrial use.(European or equivalent brands only)
2.8.2
2.8.3
Engine Parameters
No. of cylinders
Not less than 6
Rated speed
1500 rpm
Cycle
4 stroke
Type of fuel
Lanka Super Diesel (Refer Annex I)
Engine Cooling System
Shall have the following features:
Water-cooled, closed loop, with radiator mounted on the engine generator set and integral
engine driven circulating pump. Cooling capacity shall not be less than the cooling
requirements of the engine-generator set and its lubricating oil while operating continuously at
110 percent of its specified rating.
Coolant shall be extended life antifreeze solution, with corrosion inhibitor additive as
recommended by the manufacturer. Radiator core tubes material shall be as recommended by
the engine manufacturer.
Radiator with cooling fan complete with protection guards, designed to cool the engine at full
output in air-on temperature up to 400C.
Page 14 of 47
2.8.4
Exhaust System
Shall be complete with separate system for engine and shall include a flexible section. A
muffler and exhaust piping graded away from the engine to the outside. Exhaust system shall
include heavy duty industrial capacity exhaust silencer. Stainless steel exhaust bellows. To
release exhaust gases at appropriate elevation, additional exhaust pipes shall be supplied and
installed. Material and diameter of the additional pipes shall be the same as of engine
manufacturer’s standard length exhaust pipes.
2.8.5
Starting System
The engine shall be equipped with an electronic starting system which is arranged for fully
automatic starting upon receiving the signal from AMF/ATS on failure of any phase of the main
power supply.
Engine starting System shall start the engine at any position of the flywheel.
Electric cranking motor: Rating shall be adequate for cranking the cold engine at the voltage
provided by the battery system, and at the required speed during five consecutive starting
attempts of 10 seconds cranking each at 10 second intervals, for a total of 50 seconds of actual
cranking without damage.
Batteries: 12 volt or 24 volt with the following features:






Batteries shall be nickel-cadmium high discharge rate type.
Each battery cell shall have minimum and maximum electrolyte level indicators.
Batteries shall have connector covers for protection against external short circuits.
With the charger disconnected, the batteries shall have sufficient capacity so that the
total system voltage does not fall below 85 percent of the nominal system voltage with
the following demands:
Five consecutive starting attempts of 10 seconds cranking at 10 second intervals for a
total of 50 seconds of actual cranking.
Battery racks shall be metal with an alkali resistant finish and thermal insulation, and
secured to the floor.
Battery shall operate continuously for 12 hours and be able to provide the cranking
power described in above without charging.
External Battery Charger:



2.8.6
Charger shall be provided with both AC and DC transient protection. Charger shall be
able to recharge a fully discharged battery without tripping AC protective devices. AC
circuit breaker shall not trip under any DC load condition including short circuit on
output terminals.
The charger shall be capable of recharging the fully discharged battery in 12 hours and
simultaneously power the Supervisory and Control panel.
The charger shall have fused AC input and DC output protection, and shall not
discharge the batteries when AC power fails.
Engine Filtration System
Shall consist of sealed paper mesh type dry air filters, cartridge type fuel filters and full blow
lube oil filters. All filters shall have replaceable elements.
Page 15 of 47
2.8.7
Governor
Shall have the following features:
It shall be electronic type. Steady-state speed band at 50 Hz shall not exceed plus or minus 1/3
of one percent.
At 50 Hz, when load changes equal to 25 percent of the specified KW/kVA rating, frequency
change shall not exceed two percent and it shall recover to 50 Hz within three seconds.
At 50 Hz, when load changes equal to 100 percent of the specified KW/kVA rating, frequency
change shall not exceed eight percent and it shall recover to 50 Hz within five seconds.
While the engine is running, manual speed adjustments may be made.
2.8.8
Engine Generator Starting and Stopping Controls:
The following controls shall be provided.
a. A three-position, maintained-contact type selector switch with positions marked
"AUTOMATIC", "OFF" and "MANUAL".
b. A momentary contact pushbutton switch with positions marked "MANUAL START" and
"MANUAL STOP".
c. Selector switch in "AUTOMATIC" position shall cause the engine to start automatically
when a signal from AMF/ATS panels arrives.
d. Selector switch in "OFF" position shall prevent the engine from starting either
automatically or manually. Selector switch in "MANUAL" position shall cause the
engine to start when the manual start pushbutton is also depressed momentarily.
e. With selector switch in "MANUAL" position, depressing the "MANUAL STOP"
pushbutton momentarily shall stop the engine after a cool down period.
f. A maintained contact, red mushroom head pushbutton switch marked "EMERGENCY
STOP" will cause the engine to stop without a cool down period independent of the
position of the selector switch.
2.9
Generator
2.9.1
Generator Parameters
Rated Output -
Not less than 800 kVA prime power
Power Factor -
0.8
Frequency
50 Hz
-
Rated Voltage -
400/230 V, 3 phase & neutral
Insulation
Class H
-
Generator shall be synchronous, brushless type with fully interconnected damper windings.
Generator shall have low waveform distortion with non-linear loads and shall have been
designed for sustained short circuit currents. Generator shall be of screen protected and dripproof type (European and equivalent only).
Nameplates attached to the generator and exciter shall show the manufacturer's name,
equipment identification, serial number, voltage ratings, field current ratings, KW/KVA output
ratings, power factor rating, temperature rise ratings, RPM ratings, full load current rating,
number of phases and frequency, and date of manufacture.
Page 16 of 47
At full load, the efficiency shall be not less than 92%.
The neutral shall be electrically isolated from equipment ground and terminated in same
terminal box as the phase conductors.
2.9.2
Automatic Voltage Regulator
A fully sealed automatic voltage regulator shall maintain the voltage within the limits of +/1.5% from no load to full load at any power factor between 0.8 lagging and unity. It shall
correct voltage fluctuations rapidly and restore the output voltage to the predetermined level
with a minimum amount of hunting.
2.9.3
Generator Control Board
Generator control board shall be provided which incorporated complete controls for all
functions of the set. The control board shall be free standing, floor mounting, suitably
ventilated, bottom or top entry with front access and constructed with heavy gauge, corrosion
resisting material coated steel sheet. Control board shall include but not be limited to the
following:















2.9.4
Circuit breaker
Oil pressure gauge
Water temperature gauge
Battery charge Ammeter
Voltmeters and selector switches for generator & mains
Ammeters
Frequency meter
Tachometer
kW meter
kWH meter
Power factor meter
Hours run counter
Selector switch Auto/Manual/Off
Alarms and controls
Relays, contactors etc.
Alarm System
Complete visual and audible alarms shall be provided which shall include but not be limited to
the following.
(a) Lub Oil Pressure Gauge
(b) Water Temperature Gauge
(c) Duty Selector Switch
(d) Emergency Stop Push Button
(e) Lamp Test Button
(f) Trickle Charge Complete with A/meter
Page 17 of 47
(g) Low Oil Pressure Shut Down Indication
(h) High Water Temp Shut Down Indication
(i) Over Speed Shut Down Indication
(j) Over Current Trip Indication
(k) Over Voltage Trip Indication
(l) Fail to Start Indication
(m) Mains Available Indication
(n) Mains on Load Indication
(o) Generator on Load Indication
(p) Indication Reset Button
2.9.5
Control System
A control system comprising of a microprocessor incorporated with relays, switching and other
devices and necessary wiring shall be provided for fully automatic and manual operation of
generator set. It shall provide total genset system integration, including automatic remote
starting/stopping, automatic load transfer, precise frequency and voltage regulation, alarm and
status message display, protections, output metering, auto-shutdown at fault detection. An
emergency stop button shall be provided. All devices shall be mounted on the generator control
board.
2.9.6
Circuit Breaker
Power switching and over-current protection shall be accomplished with a moulded case
circuit breaker or air circuit breaker.
Circuit Breaker shall have the following features:
1) Solid state adjustable trip type circuit breakers.
2) Shall be in accordance with IEC 947-2.
3) Trip unit shall have field adjustable tripping characteristics as follows:
a) Long-time current setting (continuous).
b) Long-time delay
c) Short-time trip point.
d) Short-time time delay.
e) Instantaneous trip point.
4) Shall be 100 percent rated.
6) Electrically and mechanically trip free.
7) Manual operating handle with lock-open padlocking provisions, and position
indicators on the front of the breaker.
8) Rear stud connection for both line and load sides.
2.10
Fuel System
Fuel oil service tank and bulk storage shall be provided by the contractor and shall be either
set mounted or free-standing with fixings, as specified.
Page 18 of 47
The capacity of the service tank shall be selected for adequate capacity to operate generator 12
hr at full load. Capacity of the Diesel bulk tank should be selected for adequate capacity to
operate generator 12 hr at full load for 4 days. The fuel tanks shall be manufactured and
installed to comply with the requirements of BS 799: Part 5.
The day tanks shall feed the generator set by gravity and shall be installed elevated on angle
iron supports by at least 300 mm above the fuel inlet of the engine.
The service tank shall be rectangular and manufactured from minimum 3 mm thick grade CR4
carbon steel plates with welded seams and suitable stiffened internally. All welding shall
comply with the requirements of BS 5135. The inside and outside to be painted with oilresistant primer and externally finished with oil resistant paintwork.
The tanks shall be supplied complete with all necessary pipe work, valves, connections, and
shall be clearly marked with the type of fuel oil to be used.
The tanks shall incorporate:













50 mm dia fill opening and filler pipe extension
Oil strainer on filler pipe
Filler cap
50 mm dia goose-neck vent pipe with S.S. mesh 10 wire gauge covered opening
Dial-type contents gauge (graduated in liters and gallons)
25 mm dia screwed socket for fuel supply to generator set with gate valve and strainer
filter
25 mm dia connections for engine leak-off return pipe
20 mm dia lockable drain valve and hose connection
Float switch for overfill alarm
Float switch for low-level alarm
300*300 inspection opening hinged cover
1 no M10 bolt for earthling terminal
50 mm dia screwed socket for fuel overflow
Audio visual alarm provisions shall be made on the main control panel.
A hand operated fuel transfer pump of the self-priming type shall be supplied complete with
flexible hose and installed by the contractor in the position specified. The hand pump should
have a capacity of 20 times the rate of fuel consumption of the engine.
2.10.1 Pipes, Valves Etc.
All pipes, valves and other accessories required for the entire fuel transfer system – from main
fuel storage tank to daily fuel tank, from daily fuel tank to diesel generator - shall be supplied.
Piping System shall be Black steel, standard weight, ASTM A-53 pipe and with necessary
valves and pressure gauges.
Page 19 of 47
2.11
Tests
2.11.1 Factory Acceptance Test (FAT)
The following tests and checks shall be carried out in the manufacturer's plant and test
certificates shall be attested by an approved third party inspection authority.
-
All tests as required by the manufacturer's practice or by applicable standards during the
manufacturing stage.
-
Factory Test: Manufacturer shall furnish load banks, testing instruments and all other
equipment as necessary to perform these tests to be witnessed by representatives of the
Employer.
1.
Performance Load Test:
 Four (04) hours running at full rated load
 One (01) hour running at 110% full rated load
 One (01) hour running at 75%, 50% and 25% full rated load
During this test record the following data at 30-minute intervals:
Time
KW
Voltage
Amperes
Engine RPM
Water Temperature In
Water Temperature Out
Oil Temperature In
Oil Temperature Out
Fuel Pressure
Oil Pressure
Ambient Temperature
FAT shall be witnessed by two (02) CPC officials together with an internationally
recognized independent third party inspector approved by CPC. The cost of witness of
third party inspection and factory test performance inspection of the Generator prior to
delivery shall be included separately in the Bill of quantities (BOQ).
2.
Quick Start Test: Record time required for the engine generator set to develop specified
voltage, frequency and KW load from a standstill condition.
-
Performance tests on the assembled diesel generating set (with voltage regulator)
-
Check of fuel consumption at different loads
Measurement of vibration
Measurement of sound level at 1 m and 5 m distance.
-
Functional tests on the fuel transfer pump
-
Dielectric and insulation tests
-
Routine tests on voltage regulator
2.11.2 Site Tests
The following tests shall be carried out after installation at the Site:
-
Operational tests (including instantaneous loading and load rejection)
-
Measurement of the output
Page 20 of 47
-
Functional testing of all alarm and control devices
- Checking of the starting time and of the time up to taking-over full load.
- Testing of noise levels at 1m & 5m distances.
3.
Automatic Transfer Switch Panel
3.1
General
One automatic mains failure (AMF) and load transfer (ATS) switchgear panel shall be supplied
for the purpose of automatic transfer of the entire electrical load from the normal CEB supply
to standby diesel generator, when a failure of CEB supply occurs. When the CEB supply is
restored, the load shall be automatically transferred back to the CEB supply.
3.2
Ratings
Rated Voltage
: 400 Volts ±6%, 3-phase
Rated Current
: Not less than 1600 A
Short-circuit rating
: Not less than 40 kA
Automatic Transfer Switch Panel shall be a 4-pole unit suitable for 3 phase and neutral system.
3.3
Construction
Automatic Transfer Switch panel shall be of freestanding cubicle type. The panel shall be
painted with the manufacturer’s standard painting procedure to insure suitability for
environmental conditions. It shall consist of completely enclosed contact assembly and a
separate control logic unit. The contact assembly shall be operated by a motor operator or
stored energy mechanism, and be energized only momentarily during transfer providing
inherently double throw switching action. Control power for all transfer operation shall be
derived from the line side of the source to which the load is being transferred.
Transfer switch shall also be capable of being operated manually under full load condition.
Transfer switch shall be positively interlocked mechanically and electrically to prevent
simultaneous closing of both sources under either automatic or manual operation. Main
contacts shall be mechanically locked in position in both Normal and Emergency positions. A
neutral position shall not be possible under normal electrical operation. A Transfer Switch
position indicator shall be visible from the front of the panel to show to which source the
Transfer Switch is connected.
A solid state sensing and control logic unit shall be separately mounted from the power
switching portion on the panel.
3.4
Sequence of Operation
(a)
Upon loss of phase-to-phase voltage of the Normal source (i.e. CEB supply) to 90%
(adjustable) of nominal, and after an adjustable time delay of 0.5 – 180 seconds to
override momentary dips and/or outages, a contact shall close to initiate starting of the
Emergency/Standby source (i.e. Diesel Generator). Transfer to the Alternate Source
(Diesel Generator) shall take place immediately upon attainment of 95% of rated
voltage and frequency of the Diesel Generator.
Page 21 of 47
(b)
When the Normal source has been restored to 95% of rated voltage, and after a time
delay adjustable from 0.5 –10 minutes (to insure the integrity of the Normal power
source), the load shall be transferred to the Normal source.
(c)
A time delay, adjustable 0.5 – 10 minutes, shall delay shutdown of the
Emergency/Standby power source (i.e. Diesel Generator) after retransfer to 80
(d)
Allow the generator to run unloaded for cool down, after which the generator shall be
automatically shut down.
(e)
If the Diesel Generator fails while carrying the load, transfer to the Normal power
source shall be made instantaneously upon restoration of the Normal source to
satisfactory conditions.
Full details of equipment manufacturer’s standard sequence of operation shall be submitted
with the offer, if it is different from the above.
4.
LV Power Cables
LV power cable required for connection of diesel generator to ATS panel shall be supplied and
installed. LV power cable shall be copper conductor, XLPE insulated PVC sheathed steel wire
armoured copper conductor four-core cables and shall be of 600/1000 volt grade complying
with BS 5467 or IEC 60502. Conductor size of the cable shall be decided by considering the
total allowable voltage drop in the cable and current rating.
These cables shall be installed in cable ducts/trench. All cable ducts/trench shall be covered
with galvanized steel checker plate or grill. All ducts/trenches shall be leak proof so that any
fuel that would seep in the trench does not leach to the surrounding ground.
5.
Miscellaneous
5.1
Surge Arresters
Sure Arresters of rating not less than 20 kA shall be provided each phase and neutral to divert
lightning electrical surges without damaging to the components.
5.2
Spares and Tools
Essential tool and spares shall be supplied with the engine-generator set, which shall include
the following.
A. For the engine-generator set:
1. Three lubricating oil filters.
2. Three primary fuel oil filters.
3. Three secondary fuel oil filters.
4. Three intake air filters.
B. For battery charger:
1. Three complete sets of fuses.
2. One complete set of indicating lamps.
Page 22 of 47
C. For control and supervisory panel:
1. Three complete sets of fuses.
2. One complete set of indicating lamps.
6.
Submittals
The following documents shall be submitted by the Contractor at the appropriate time.
A. Shop Drawings:
1. Sufficient information, clearly presented, shall be included to determine compliance with
specifications.
2. Prior to fabrication, submit for approval the following data for the engine-generator set,
transfer device and control and supervisory equipment:
a. Engine generator set
b. Engine jacket water heaters
c. Muffler assembly
d. Day tank and pumps
e. Batteries, racks and charger
g. Control and Supervisory Equipment
f. Performance:
1) Voltage regulating equipment
2) Frequency regulating equipment
3) Voltage and frequency dips and recovery times due to motor loading
4) Ambient derating
g.
Fuel oil system
h.
Cooling system
B. Manuals:
1. Submit, simultaneously with the shop drawings, companion copies of complete maintenance
and operating manuals of the engine generator set and auxiliaries including technical data
sheets, wiring diagrams, and information, such as telephone number, fax number, and web
sites, for ordering replacement parts.
2. Two weeks prior to the final inspection, submit four copies of the updated maintenance and
operating manual to the Engineer:
a. Include complete "As built" diagrams, which indicate all items of equipment and their
interconnecting wiring.
b. Include complete diagrams of the internal wiring for each of the items of equipment,
including "As installed" revisions of the diagrams.
c. The wiring diagrams shall identify the terminals to facilitate installation, maintenance,
operation and testing.
d. Complete lists of spare parts and special tools recommended for two years of normal
operation of the complete system.
7. Warranty
Warranty period of the Diesel Generator and all the equipment supplied under this contract
shall be 365 days from the date of commissioning.
Page 23 of 47
4. Bill of Quantities (BOQ)
Page 24 of 47
Page 25 of 47
Page 26 of 47
Page 27 of 47
Page 28 of 47
5. Drawings
Drg No-1: Existing Single Line Diagram
Drg No-2: Existing Main Substation Drawing
Page 29 of 47
Page 30 of 47
Page 31 of 47
6. Technical Schedule
Page 32 of 47
Page 33 of 47
Page 34 of 47
Page 35 of 47
Page 36 of 47
Page 37 of 47
ANNEX – “A”
DECLARATION OF BIDDER
Chairman,
Departmental Procurement Committee,
Ceylon Petroleum Corporation.
Dear Sir,
TENDER FOR SUPPLY & INSTALLATION OF 800 KVA GENERATOR
We hereby tender for the supply & installation of 800 KVA Generator in conformity with the
specifications as stated in the tender document.
Having perused the Instructions to Bidders for the supply & installation of 800 KVA Generator and
the Schedule of Prices referred to therein, I / We hereby agree to comply with the Conditions of the
said Tender.
I / We undertake to conform to all the Terms & Conditions in the said Tender and the Schedule of
Prices within the time specified.
I / We am / are fully aware that the acceptance of any Tender will be at the sole discretion of the
Departmental Standing Procurement Committee, Ceylon Petroleum Corporation.
………………………………………
Signature of Bidder
Date
: …………………….
……………………………………
………
Company Stamp
Page 38 of 47
ANNEX “B”
Format of Manufacturer’s Authorization
[The Bidder shall require the Manufacturer to fill in this Form in accordance with the instructions
indicated. This letter of authorization should be on the letterhead of the Manufacturer and should be
signed by a person with the proper authority to sign documents that are binding on the Manufacturer.]
Date: …………………………………………
Tender No.: …………………………………………….
To: Chairman – Departmental Procurement Committee
WHEREAS
We ………………………………………………………………………………[insert complete name
of
Manufacturer],
who
are
official
manufacturers
of
………………………………………………[insert type of goods manufactured],having factories
at…………………………………………………………………
……………………………………………………………………………[insert
full
address
of
Manufacturer’s
factories],
do
hereby
authorize
……………………………………………………………………………….[insert complete name of
Bidder]to submit a bid the purpose of which is to provide the following Goods, manufactured by us
……………………………………………………………………………. [Insert name and or brief
description of the Goods],and to subsequently negotiate and sign the Contract.
We hereby confirm goods offered are in good condition & conforming to the specifications as
mentioned Technical Specifications of the Bidding Document.
………………………………………………………………………
Signature of authorized representative of the Manufacturer
Company Address: …………………………………………
…………………………………………
…………………………………………………
………
Company Stamp
Title:
Duly authorized to sign this Authorization on behalf of: [insert complete name of Manufacturer]
Date : …………………….
Page 39 of 47
ANNEX “C”
COMPLIANCE / DEVIATIONS SHEET

Please mark “ ” if complied with the tender requirement or mark “X” if there is any deviation and indicate
the deviation in the cage provided.
Specification / Condition
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
Complied
Deviations if any
Document Fee & Bid deposit Paid for each Principal
Bidder
Cost breakdown per BOQ.
Offer Validity – 77 Days
BOQ Duly Filled, Stamped, Signed & Forwarded
Agreed with Payment Terms & Other Requirements as
per clause No. 4,Conditions of Contract
Letter of Authorization – Annex ‘B’
Specifications & Other Conditions
Agreed with project completion Period per Clause No 2,
COC
Agreed with Penalty on Delayed Completion per Clause
No. 6 of COC
Literature / Catalogues & Other Technical Data Given
Country of manufacturing Given
If Relevant, VAT Registration No. Given
Deviations from Specifications, terms & conditions, if
any, indicated
Documentary proof for recent supplies made to
customers in similar magnitude
Declaration per Annex-“A”
Copy of Business registration per Clause 09
Complete Spare parts list with their current prices
provided
List of recommended spare parts for 05 year operation
of the equipment given
Company profile indicating the experience in the
relevant field & financial statements provided
Other Deviation If Any
……………………………………………
Signature of the Bidder
………………………………
Company Stamp
Page 40 of 47
ANNEX “D”
Form of Bid
To:
The Chairman
Procurement Committee,
Ceylon Petroleum Corporation,
No. 609, Dr. Danister De Silva Mwt.,
Colombo 09.
SRI LANKA
From: ……………………………….
………………………………
………………………………
Sir,
A-1
Having familiarized ourselves with the formal request for Instruction to Bidders and
Conditions of Contract for supply & installation of 800 kVA Generator we offer to complete the
whole of said services in conformity with the said document.
A-2
Unless and until a formal Agreement is prepared and executed this Tender together with your
written acceptance thereof shall constitute a binding contract with us.
A-3
We understand you are not bound to accept the lowest or any Tender you may receive.
A-4
The Bid we are offering is complete and fulfils the requirements discussed in the Bid document.
A-5
We agree to abide by this Tender for the period of 77 days from the date of opening of the
Tender. Conditions and prices quoted shall remain binding upon us and may be accepted at
any time before the expiration of the period..
A-6
We agree to be bound by the Bid, Bid Conditions and Performance Guarantee.
A-7
We affirm that the said items will be delivered within …….. months after we receive notice
acceptance of our Tender from the CPC.
A-8
We offer the lump sum fixed price of Sri Lanka Rupees ………………………… (in words)
……………............
……………………………………………………………
for
Supply,
of…………………………………….………….., as detailed out in this Bid document and details of
Page 41 of 47
the lump sum price is as given in the schedule of prices. We agree that it is open to the
Procurement Committee to reject this offer or to accept.
Dated this ………………………… day of ………………………………2013.
Signature ………………………….. in the capacity of …………………………………………………
………………………………………… duly authorized to sign tenders for and on behalf of :
Name
…………………………………………………………….
Address
…………………………………………………………….
…………………………………………………………….
…………………………………………………………….
Witnesses:
1. Signature: ……………………………………
Name:
……..………………….………….
……………………………………………
2. Signature: ………………………………...
Name:
………………………………...
……………………………………………
Address : ……………………………………
Address:
……………………………… .
……………………………………………….
……………………………………………
……………………………………………….
……………………………………………..
Page 42 of 47
ANNEX “E”
Format for Bid Security Guarantee
[This Bank Guarantee form shall be filled in accordance with the instructions indicated in brackets]
…………………[insert issuing agency’s name and address of issuing branch or office]………………
Beneficiary : ………………. [ insert (by PE) name and address of Employer/ Purchaser]
Date
:
………………. [ insert (by issuing agency) date]
BID GUARANTEE NO. : ………………[insert (by issuing agency) number]
We have been informed that ………………[insert (by issuing agency) name of the Bidder; if a joint
venture, list complete legal names of partners] (hereinafter called “ the Bidder”) has submitted to you
its bid dated ………………[insert (by issuing agency) date] (hereinafter called “the Bid”) for
execution/ supply [select appropriately) of [insert name of Contract] under Invitation for Bids No.
……………….. [insert IFB number] (“the IFB”)
Furthermore, we understand that, according to your conditions, Bids must be supported by a Bid
Guarantee.
At the request of the Bidder, we ……………[insert name of issuing agency] hereby irrevocably
undertake to pay you any sum or sums not exceeding in total an amount of ………………[insert amount
in figures] ……………..[insert amount in words] upon receipt by us of your first demand in writing
accompanied by a written statement stating that the Bidder is in breach of its obligation(s) under the
bid conditions, because the Bidder.
(a) has withdrawn its Bid during the period of bid validity specified; or
(b) does not accept the correction of errors in accordance with the Instructions to Bidders
(hereinafter “the ITB”) of the IFB; or
(c) having been notified of the acceptance of its Bid by the Employer/ Purchaser during
the period of bid validity, (i) fails or refuses to execute the Contract Form, if required,
or (ii) fails or refuses to furnish the Performance Guarantee, in accordance with the
ITB.
This Guarantee shall expire: (a) if the Bidder is the successful bidder, upon our receipt of copies of the
Contract signed by the Bidder and of the Performance Guarantee issued to you by the Bidder; or (b) if
the Bidder is not the successful bidder, upon the earlier of (i) our receipt of a copy of your notification
to the Bidder that the Bidder was unsuccessful, otherwise it will remain in force up to
……………[insert date]Consequently, any demand for payment under this Guarantee must be received
by us at the office on or before that date ………………………………….[signature(s) of authorized
representative(s)]
Page 43 of 47
ANNEX “F”
Form of Agreement
This Agreement made this ________________ day of _________________ 2013, by and between
CPC established by an Act of Parliament namely Act No. 28 of 1961 & having its registered Office
at No. 609, Dr. Danister De Silva Mwt., Colombo 09 in the Government of the Democratic Socialist
Republic of Sri Lanka (hereinafter called and referred to as the “CPC” which terms of expression
as herein used shall where this context so requires and admits mean & include the CPC & its
Successors & assigns) of the one part and ____________________ of ________________________
a Company duly incorporated & having its registered Office at
_______________________________ (hereinafter called the “Agent” which terms of expression
as herein used shall where this context so requires and admits mean & include the
________________ & its successors & assigns) of the other part .
Whereas the CPC is desirous that the goods known as the supply & installation of the 800 KVA
Generator should be supplied by the Agent, and has accepted a Tender by the Agent for the supply of
such Generator.
The CPC and the Agent agree, as follows: 1.
In the agreement words and expressions shall have the same meanings as are respectively
assigned to them in the Conditions of Contract and Contractor’s scope of work hereinafter
referred to.
2.
The following documents shall be deemed to form and be read and construed as a part of
this Agreement.

Letter of Acceptance dated _______________.

The Bid dated _______________________.

The Conditions of Contract

Technical Specifications

The Completed Schedules and

The Contractor’s Proposal
Page 44 of 47
3.
In consideration of the payments to be made by the CPC to the Agent as hereinafter
mentioned, the Agent hereby covenants with the CPC to supply and remedy any defects
therein, fit for purpose in conformity in all respect according to the provisions of the
Agreement..
4.
The CPC hereby covenants to pay the Agent in consideration of the Supply and the
remedying of defects therein, the agreed 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
Agreement.
In Witness whereof the parties have hereunto caused this Agreement to be executed the day, month &
year afore written.
Authorized Signatureof CPC
Authorized Signature of the Agent
In the presence of
In the presence of
Name
Name
Signature
Signature
Address
Address
Page 45 of 47
ANNEX “G”
FORMAT FOR PERFORMANCE GUARANTEE
……………………………………[issuing Agency’s Name and Address of issuing Branch or
Office]…………….
Beneficiary : ……………………..[Name and Address of Employer] …………………………
Date
: ……………………………..
PERFORMANCE GUARANTEE 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
guarantee 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
figures] (…………………) [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 obligation(s) under
the Contract, without your needing to prove or to show grounds for your demand or the sum specified
therein.
This guarantee shall expire, no later than the ………….day of ……….., 2012 [insert date, 28 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)]
Page 46 of 47
ANNEX “H”
FORMAT FOR ADVANCE PAYMENT GUARANTEE
……………………………………………………………………………[Name and address of Agency,
and Address of Issuing Branch or Office]
Beneficiary: ……………………………………………………..[Name and Address of Employer]
Date : …………………………………….
ADVANCE PAYMENT GUARANTEE NO.:………………………………
We
have
been
informed
that
…………………………………………......[name
of
Contractor](hereinafter called “the Contractor”) has entered into Contract No……………….(reference
number
of
the
contract]
dated……………………………….with
you,
for
the
………………Construction of ………………………....[name of contract and brief description]
(hereinafter Called “the Contract).
Furthermore, we understand that, according to the conditions of the Contract, an advance payment in
the sum……………..[amount in figure] (………………………………..[amount in words] is to be
made against an advance payment guarantee.
At the request of the Contractor, we…………………………………[name of issuing agency]Hereby
irrevocably undertake to pay you any sum or sums not exceeding in total an amount
of…………………..[amount in figures] (…………………………………………….) [amount in
words] upon receipt by us of your first demand in writing accompanied by a written statement stating
that the Contractor is in breach of its obligation in repayment of the advance payment under the
Contract.
The maximum amount of this guarantee shall be progressively reduced by the amount of the advance
payment repaid by the Contractor.
This guarantee shall expire on……………………[Insert the date, 28 days beyond the Intended
Completion date]
Consequently, any demand for payment under this guarantee must be received by us at this office on or
before that date.
--------------------------------------[Signature(s)]
Page 47 of 47
Page 48 of 47