DLB/FIN/20/PRO/187

Designing, Supplying & Commissioning of

Lottery Ball Drawing Machines

Development Lotteries Board

TABLE OF CONTENTS

Page Nos.

01. Invitation for Bid03

02.Instructions to Bidders and General Conditions 04- 13

03.Form of Bid“Annexure, A”14- 15

04.Price Schedule“Annexure, B”16 - 2119

05.Bid Security “Annexure, C”202-213

06.Performance Bank Guarantee“Annexure, D”224 - 235

07.Technical Specifications“Annexure, E”246 - 3629

08.Workshop facilitiesand trained personnel“Annexure, F”307

09.Specimen Agreement“Annexure, G”318 - 341

Government of Democratic Socialist Republic of Sri Lanka.

Development Lotteries Board

Ministry of Finance & Mass Media.

Bid No: DLB/FIN/20/PRO/187

Designing, Supplying & Commissioning of 03 Nos.

Latest Brand New Air Mix Lottery Ball Drawing Machines to

Development Lotteries Board.

1)Bids are invited from the internationally recognized local and foreign manufacturers of Lottery Drawing Machines for designing, manufacturing, supplying and commissioning of 03 Nos. latest Air Mix Lottery Ball Drawing Machines to the Development Lotteries Board (DLB).

2)Bid documents and specifications may be obtained from the office of Development Lotteries Board at No 356, Dr Colvin R De Silva Mawatha, Colombo 02, Sri Lanka from xx26/01xx/20178 to x27x/xx02/20178 between 9.00 am to 3.00 pm from Monday to Friday, Other than on Public Holidays, upon a payment of Rs.10,000/- (Rupees Ten Thousand) or equivalent value in foreign currency as a non-refundable fee. (Cheques will not be accepted)

3)The Bid should be accompanied with an unconditional bid bond in the form and amount specified in the bid document.

4)Bidders should furnish all the detailed information as required in the bid document

5)As per the bid conditions, bidders must submit the bids in duplicate clearly marked as “Original and “Copy” to reach the Chairman, Departmental Procurement Committee, 356, Dr Colvin R De Silva Mawatha, Colombo 02, Sri Lanka on or before 2.00 pmon 28th xxnd xxxFebruary 20178. Bids could be sent by registered post or be deposited in the box provided for this purpose at the DLB. Bids will be closed at 2.00 pm on 28th February xxnd xxx 20178 and opened immediately thereafter.

6)The Procurement committee reserves the rights to accept or reject any bid or part thereof or call for additional information where relevant and necessary. Bid documents will be issued only to manufactures or their local affiliated agents on production of a letter of request for documents on a business letterhead.

7)Bid documents may be inspected at the Finance Divisionoffice of the DLB , No 356, Dr. Colvin R De Silva Mawatha, Colombo 02, Sri Lanka free of charge and any information could be obtained from Assistant General Manager (Finance) from 9.00 am to 3.00 pm on any working day or could be viewed on the DLB web site.

The Chairman,

Departmental Procurement Committee,

Development Lotteries Board,

No.356, Dr. Colvin R. de Silva Mawatha,

Colombo 2, Sri Lanka.

Telephone: +94114824824

Web:

0260.001.20187

BIDS FOR THE DESIGNING, MANUFACTURING, SUPPLYING AND COMMISSIONING OF LATEST BRAND NEW AIR MIX LOTTERY BALL DRAWING MACHINESFOR THE DEVELOPMENT LOTTERIRES BOARD

INSTRUCTIONS TO BIDDERS AND GENERAL CONDITIONS OF THE BID

  1. INTRODUCTION

Purpose of this document is to invite bids for designing, manufacturing, supplying and commissioning of Latest Brand NewAir MixLottery Ball Drawing Machines, which comply with the specifications stated in this document.

  1. INVITATION FOR BIDDERS

Sealed bids are hereby invited by the Chairman, Departmental Procurement Committee, Development Lotteries Board from manufactures or their accredited agents for the designing, manufacturing, supplying and commissioning of Latest Brand NewAir Mix Lottery Ball Drawing Machines.

  1. ELIGIBILITY OF BIDDERS

Eligibility of the bidder is considered based on the following:

  1. Minimum of three (03) years experience in handling similar contracts.
  1. Financial and technical capability to carry out the contract (documentary or other evidence should be submitted to prove the ability).
  1. Similar supplies handled during the last 03 years (A list of clients with details should be submitted).
  1. Bidder must arrange technical support for the machine after the warranty period.
  1. Local agent should have technical persons to attend to repairs and a name listof the qualified technical personnel should be attached along with the bid.
  1. Ensure adequate staff training of the employees of the DLB with regard to the operation & maintenance of the machines free of charge.

4. FOREIGN BIDDERS

Foreign bidders may submit bids through their local agents. The bidders should disclose the name,address, telephone numbers and e-mail address of their local agents, accompanied by duly executed Power of Attorney authorizing such local agent to act on behalf of the foreign bidder and should state the commission payable. The bidder or local agent of the bidder should comply with the provisions of the Public Contracts Act No.3 of 1987 of Sri Lanka.

“This tender is administrated by the provision of the “Public Contract Act No.3 of 1987” and therefore, in the event bidder is to retain an agent, sub agent, representative, nominee (for and on behalf of Tenderer) shall register himself and such public contract in accordance with the section 10 of the Public Contract Act and produce such valid certificate of registration in the course of any transaction relating to this tender or at any stage in the duration on this tender.”

  1. LOCAL AGENTS

(a)No bids from accredited agents on behalf of manufacturing principals will be considered, unless the principal’s agent holds a power of attorney from the manufacturing principals, empowering him or them to bid on his or their behalf and enter into a valid contract on behalf of the manufacturing principals to fulfill all the terms and conditions of the said supply.

(b)Local agents should declare :-

  1. In respect of private companies, the names of directors and shareholders as per Form HHH20,
  2. In respect of public companies, the names of directorsas per Form 1/20,
  3. List of similar contracts handled(minimum of 3 or 4 clients service satisfaction letters taken during last 3 years will be an added advantage),
  4. Copy of Company Registration /Business registration certificate,
  5. Details of qualified technical staff, and
  6. Audited financial statements for last 03 years.
  1. CONFORMITY WITH TENDER CONDITIONS AND TECHNICAL SPECIFICATIONS

Lottery draw machines offered must conform strictly to the contents of this document and to the technical specifications and general specifications set out in this document. Any deviation will result in rejection of the bid. A complete set of catalogues in English Language with photographic description of external and internal layouts shall be submitted along with the bid for available Lottery System or a complete set of design drawings and technical details for proposed Lottery System. In addition, there should be a demonstration by Video or 3D model.

  1. ISSUING OF BID DOCUMENTS

A complete set of bid documents can be obtained from the Procurement Division of the DLB, No. 356, Dr. Colvin R de Silva Mawatha, Colombo 2, Sri Lanka on the payment of a non-refundable fee of Sri Lankan Rs.10,000/- (RupeesTen Thousand) or equivalent amount in USD by bank draft in favor of the Development Lotteries Board.In case offoreign suppliers bidding through local agents, a duly authorized letter should be submitted.

  1. DOCUMENTS COMPRISING THE BID

Bids shall be made in accordance with the bid documents consisting of the following;

  1. Form of bid-(Annexure A)
  2. Price Schedule-(Annexure B)
  3. Bid Security-(Annexure C)
  4. Technical Specifications-(Annexure E)
  5. Workshop facilities and trained personnel- (Annexure F)
  6. Confirmation of the payment of non-refundable fee for issuing bid documents.

In case of collecting the documents from the office of the DLB by making the payment in cash,a copy of the official receipt issued by the DLB should be attached.

Documentary evidence in proof of eligibility.

A copy of the Company Registration /Business Registration.

Audited Annual Accounts for the last three (3) years.

List of clients (with name of the contact persons, e-mail addresses etc.)

Letters issued by the clients regarding the performance of the items supplied.

Any clarification of the bidding documents can be obtained from:

AssistantGeneral Manager (Finance)

Development Lotteries Board

No. 356, Dr. Colvin R de Silva Mawatha,

Union Place, Colombo 2,

Sri Lanka.

Telephone: 011-2389893

Fax: 011-2389893

  1. SUBBMISSION OF BIDS

Bids in duplicate marked "Original" & "Copy" in a sealed envelope must be delivered on orbefore 02.00 p.m. onxxnd xxx28th February20178 by hand or couriered to reach: The Chairman, Departmental Procurement Committee, Development Lotteries Board, No. 356, Dr. Colvin R de Silva Mawatha, Colombo 2, Sri Lanka. The words “BIDS FOR THE DESIGNING,SUPPLYING AND COMMISSIONING OF 02 03 NOS. LATEST BRAND NEW AIRMIX LOTTERY BALL DRAWING MACHINES FOR DEVELOPMENTLOTTERIRES BOARD" should be written clearly on the top left hand corner of the inner andouter envelopes. Postal delays will not be considered for accepting late bids.Electronic submission of bids will also not be accepted.

  1. BUSINESS ADDRESS

Bidders should clearly state in their bids, the address to which orders, notices and correspondence, relating to the bids and agreements should be sent. Any change of address should be notified to the Chairman, Departmental Procurement Committee, Development Lotteries Board, No.356, Dr.Colvin R de Silva Mawatha, Colombo2, Sri Lanka, immediately in writing and such notification should be acknowledged by the DLB.

  1. OPENING OF BIDS

Bids will be opened immediately after the closing of the bids at the Development Lotteries Board, No. 356, Dr. Colvin R de Silva Mawatha, Colombo 2, Sri Lanka. Bidders or their authorized nominees will be allowed to be present at the opening of bids.

  1. PERIOD OF BID VALIDITY

Prices of the bid should be firm and valid for a period of One Hundred and Eighty (180) Daysfrom the date of closing the bids.

  1. BID SECURITY.

The Bid must be accompanied by a Bid Bond issued by a Bank operating in Sri Lanka, registered under the Central Bank of Sri Lanka or a bank based in another country but the guarantee "confirmed" by a bank operating in Sri Lanka registered under Central Bank of Sri Lanka for a sum of Rs.300,000/- (Rupees Three Hundred Thousand)valid for a period of One Hundred & Fifty (150) days from the bid opening date. Bids which do not accompany the bid security as specified and/or submitted with critical departure from the specimen form will be rejected.

i)The BidSecurity of the successful bidder will be returned to them on the receipt of the performance bond and signing the agreement.

ii)The Bid Security of the unsuccessful bidders will be returned after the awarding of the contract.

  1. FORFEITURE OF BID SECURITY.

Without prejudice to the rights of the DLB, the bid bond may be forfeited for the following reasons;

  1. If a bidder withdraws his bid during the period of bid validity specified in the bid form.
  2. In case the successful bidder declines or fails to comply with the provision of Clauses 22 and 23 of this document.
  1. AWARD OF CONTRACT

Notice of Acceptance of bid of the successful bidder will be intimatedin writing by the Chairman, Development Lotteries Board. Simultaneously all the other bidders will be informed of the determination of the award of contract and their bid securities will be returned.

  1. RIGHTS OF THE PROCUREMENT COMMITTEE

The Departmental Procurement Committee appointed for this purpose reserves the right, without giving reasons, to reject any or all bids, or to accept any offer.The decision of the Procurement Committee will befinal.

  1. PRICES

a)The bid price should be expressed in FOB, C&F and CIF, terms to Colombo Port (Freight on Liner Terms) in USD/ SLR for the purpose of evaluation.

b)All prices should be given both in words and figures. Any changes, erasures, alterations or amendments should be authenticated by the bidder's signature on company seal. In the event of any discrepancy between words and figures, the amount given in words shall prevail.

c)Local Bidders should quote in Sri Lankan Rupees (SLR).

  1. SHIPPING

a)Partial shipment will not be accepted.

b)As soon as the consignment is placed on board the vessel, the Supplier shall inform the Chairman, Development Lotteries Board, No 356, Dr. Colvin R de Silva Mawatha, Colombo 2, Sri Lanka, the name of the vessel, the number of packages being dispatched, marks and numbers on the packages, and CIF, C&F and FOB values of the consignment and the following non-negotiable shipping documents also be sent by courier.

  1. Commercial Invoice,
  2. Ocean Freight prepaid/payable Bill of Lading,
  3. Packing List & Certificate of Quantity,
  4. Certificate of Country of Origin, and
  5. Certificate of Quality; issued by an internationally accepted organization of the relevant product.

c)All shipments shall be sent using qualified contractor(s) and shall meet or exceed the following minimum security and shipping standards:

  1. Lock and seal cargo services,
  2. Coordination of delivery times,
  3. Crates are padded and strapped,
  4. Any damage to the goods provided hereunder during shipment shall be the responsibility of the Successful Bidder, and
  5. Machines must be packed in cases and crated appropriately so that damage does not occur during shipping.

d)The Supplier shall provide reusable shipping crates for the Air Mix Lottery Ball Drawing Machines that can be utilized for the transport of Drawing Machines to remote drawing sites. The crates shall be designed to protect the Air Mix Lottery Ball Drawing Machines from damage during such transportation and shall include casters to assist in the movement of the shipping crates. The crates shall be designed to open and close easily and repeatedly by use of wing nuts, bolts or similar hardware.

The crate must open from one (1) side only and include sufficient devices to accommodate seals so the crate can be sealed to prevent any opening or tampering.

In case of any damage or loss occurring due to any fault in packing, total cost should be borne by the Supplier.

  1. DELIVERY AND INSTALLATION

The Successful Bidder shall be responsible for delivery and installation of the Air Mix Lottery Ball Drawing Machines.

The bidder should deliverthe equipment to the Port of Colombo in Sri Lankaand installthem within Ninety (90) days from date of formal signing of the agreement.

All relevant custom duties and clearing charges will be borne by DLB (Development Lotteries Board)

The bidder shall also provide full-time assistance on-site for at least three (3) business days after the delivery to train the technical staff of the DLB and test the Air Mix Lottery Ball Drawing Machines.

The Air Mix Lottery Ball Drawing Machines will be subjected to inspection and acceptancethrough an independent professional employed by the DLB, after the on-site testing is completed.

Testing will include the weighing of all balls to ensure the weights are within the allowable tolerances.

All testing expenses, including the cost of personnel provided by the Successful Bidder, are the responsibility of the Successful Bidder.

  1. TERMS OF PAYMENT

a)Payment will be made by means of irrevocable Letter of Credit established with a reputed bank operating in Sri Lanka, negotiable in the bank specified by the Bidder.Sixty percent (60%) of the invoice value as per the Letter of Credit will be paid against the original negotiable shipping documents. Balance forty percent (40%) of the payment will be made in thirty (30) days after the satisfactory installation & commissioning of the machinesand the delivery of the report by the independent professional employed by the DLBconfirmingthat the delivered machines are the same as specified in the bidding documents.

(Applicable only for foreign bidders only)

Full payment will be released after the satisfactory installation and commissioning of the machines and after getting a Report from a technically qualified independent person confirming that the delivered machines are the same specified in the bidding documents.

b)The following documents should also be sent.

  1. Three copies of the Commercial Invoice,
  2. Three copies of clean on board Freight prepaid Bill of Lading showing the destination as Colombo, Sri Lanka,
  3. Certificate of Country of Origin,
  4. Certificate of suitability of packing and quality of goods. Inspection authority to be authorized by the Development Lotteries Board against the presentation of the same documents as mentioned above through the supplier's Banker, and
  5. Certificate from a reputed Cargo Survey Agent acceptable to the Development Lotteries Board to the effect that goods are in conformity with the specifications stated in the bid. All the costs associated with these operations shall be borne by the Bidder.

c)Letter of Credit will not be opened until due compliance by the Bidder of the Provisions of Clauses 21 and 22.

d)The Procurement Committee reserves the right to place orders either on CIF, C&F or FOB basis.

e)Payments to the local suppliers will be made on delivery and commissioning of the machines and submission of following documents.

i.One Commercial Invoice,

ii.Certificate from a reputed Agent acceptable to the Development Lotteries Board to the effect that goods are in conformity with the specifications stated in the bid. The cost of this operation shall be borne by the Bidder,

iii.Warranty Certificate, and

iv.Undertaking the Training for the staff of the Development Lotteries Board

  1. PERFORMANCE BOND

The successful bidder shall within fourteen (14) working days, from the date of issuing the Letter of Acceptance, furnish to the Chairman, Development Lotteries Board, either a Performance Bond, in the form of a Bank Guarantee issued by a Bank in Sri Lanka, registered under the Central Bank of Sri Lanka or issued by a foreign bank confirmed by an authorized bank operating in Sri Lanka,registered under the Central Bank of Sri Lanka as determined and approved by the Chairman, Development Lotteries Board amounting to ten percent (10%) of the contract value for the due performance of his obligations here under.If the machines have not been supplied, installed and commissioned to a satisfactory level prior to the expiry date of this guarantee, the supplier shall extend the validity of the performance bond until the supplyCommissioning of the said machine has been completed to the satisfaction of the Development Lotteries Board.

  1. SIGNING OF AGREEMENT

i.At the time of notification of award, the Development Lotteries Board will send the successful bidder the contract form provided in the bidding documents, incorporating all agreements between the parties.

ii.Within ten (10) days of receipt of such contract form, the successful bidder shall sign and date the contract and send it back to the Development Lotteries Board, No. 356, Dr. Colvin R de Silva Mawatha, Colombo 02. Aduly authorized local agent may sign the contract on behalf of the bidder.