REGISTERED SUPPLIERS FOR THE YEAR 2016 LOCAL SUPPLIES UNIT Department of Financial Administration UNIVERSITY OF PERADENIYA PERADENIYA Department of Financial Administration Office of the Bursar 01st January, 2016 To: Vice Chancellor, Deputy Vice Chancellor, Registrar, Deans of Faculties, All Heads of Departments, DB's, SAB's, AB's ADOPTION OF THE GOVERNMENT PROCUREMENT GUIDELINES AND MANUAL I am pleased to submit a copy of the Registered Suppliers List for the year 2016 for use at your Faculty /Department. Please ensure to follow the Procurement Regulations when calling for quotations, opening tenders and taking decisions in accordance with the Procurement Guidelines 2006 & Procurement Manual 2006. Please make sure when payments are made to suppliers that the VAT can be paid only for the suppliers who have given their VAT Registration Numbers or registered with the University as VAT Registered Suppliers. And the suppliers who have submitted a letter obtained from Inland Revenue Department Certifying that they are not VAT holders and registered with the University as registered suppliers are not eligible to claim VAT. Please ensure to follow the requirements of the Government Procurement Guidelines & Manuals at all times. U W RAJMAL E A R M EDIRISINGHE DEPUTY BURSAR/LOCAL SUPPLIES ACT.BURSAR Cc. 1) Sup. of Audit 2) Internal Audit GUIDELINES FOR PROCESSING OF INDENTS (a) When calling quotations for goods and services, the quotations should be called from not less than 5 registered suppliers under sealed quotations. These sealed quotations should be mailed to the registered suppliers under registered cover and the mail list supporting the fact that the letters are properly sent documents with the official seal of the mail section of the University or stamp of the Post Office should be submitted along with the tender documents. (b) Quotations could be called from other suppliers other than the registered suppliers, when the items required are not available with registered suppliers of the University. (c) Give a serial number for quotations called and give atleast 21 days/ 14 days/ 07 days which is applicable in terms of Item 6.2.2 of Government Procurement Guidelines. Method of Procurement Tender Open period International Competitive Bidding/ 42 days (more for Complex Limited International Bidding Procurement) National Competitive Bidding/ 21 days Limited National Bidding Restricted competitive bidding under District/Divisional level Construction 14 days Contracts Shopping For emergency Procurement under 7 days minimum Guidelines 3.20 & 3.21 The above periods may be reduced with the approval of the Vice-Chancellor/Dean (d) Provide all relevant details of item/items to be purchased to enable the suppliers to understand what you a ctually require. The quantity of items intend to be purchased also should be indicated. (e) Request the suppliers to send their quotations by registered post or put the Tender Box indicating the serial number given for the particular quotation on the top left hand corner of the envelope. (f) Open the quotations received in the presence of the Bid Opening Committee (2 Staff Officers approved by the Procurement Committee) (g) Place the date stamp on all quotations including the envelope received and number the pages. (h) Request the Bid Opening Committee members to initial on the date stamp placed on the envelope as well as the quotation letters at the time of opening. (i) Schedule the quotations and place before the Technical Evaluation Committee where applicable and then with the recommendation of the Technical Evaluation Committee to the Faculty Procurement Committee and write the Procurement Committee recommendation clearly on the schedule. When tender value exceeds Rs. 500,000/= the approval of the University Procurement Committee should be obtained for which the Technical Evaluation Committee recommendation is essential. At all instances avoid making alterations and on such an event the members of the Procurement Committee should initial such alterations made. (j) Indicate the name of the successful Tenderer and the unit price with relevant details of the items recommended by the Procurement Committee. (k) When the Technical Evaluation Committee advice is sought by a Procurement Committee the Technical Evaluation Committee should be appointed by the Vice-Chancellor. (l) The Technical Evaluation Committee report should be signed by all members of the Technical Evaluation Committee. (m) Prepare the Indents according to the decision taken by the Procurement Committee giving all relevant details of the items. It is necessary to state all specifications of the items ordered in the Indent to avoid the supplier deliver same items with different model, capacity, speed, country of origin etc., (n) Kindly, ensure to prepare separate indents for separate items, such as Chemicals, Stationery, Equipments etc., (o) After satisfying the above requirements, the Accounts Section of the Faculty will take necessary action to get the signature of the Head of the Department and approval of the Dean of the Faculty. After satisfying the a bove requirements the signature for the indents will be placed by the Asst. Bursar/Senior Asst. Bursar attached to the Accounts Division. (use second copy to obtain the Dean’s approval). Please also note that the orders placed using Re-habilitation Vote or any other expenditure Vote that were not decentralized to Faculties, s hould be forwarded to the Local Supplies Section of the Main Accounts Branch for further action. (p) Ensure to attach all connected documents to the indent viz. mail list, office copy of letters calling for quotations, Bid Opening Committee Report, the envelopes in which the quotations were sent by the suppliers and Tender Schedule along with the recommendation/decision. (q) Ensure to keep the 1st copy of the Indent intact without placing date stamp or any minutes on it as it has to be sent to the supplier. PAYMENT OF ADVANCES AS ONE OF OUR CONDITION FOR REGISTRATION AS A SUPPLIER OF THIS UNIVERSITY WAS TO SUPPLY GOODS ON A 30 DAYS CREDIT BASIS. PLEASE MAKE EVERY EFFORT AT ALL OCCASIONS TO PURCHASE YOUR REQUIREMENTS ON CREDIT AND AVOID REQUESTING FOR PAYMENT TO BE MADE IN ADVANCE EXCEPT ON VERY SPECIAL INSTANCES. HOWEVER, EVEN ON SUCH INSTANCES, THE OFFICER RECOMMENDING THE ADVANCE PAYMENT WILL BE LIABLE TO ANSWER THE AUDIT QUERIES, AS OUTSTANDING ADVANCES ARE REPEATEDLY BEING QUERIED BY THE AUDIT. INDEX PAGE DESCRIPTION NO 1 Stationery and Office Requisition 1.1 Ink, Ink Pads, Pins, Paper Clips, Staplers, Stapler Pins, Ball Point Pens, 1 Pencils, Calculators 1.2 Toner 3 1.3 Photocopying Papers, Duplicating Papers, Computer Papers, Typing Sheets, 6 Printing Papers and Thermal Papers 1.4 File Tags, Spiral Bindings and other Stationery Items 9 2 Office Equipment 2.1 Fax Machines, Photocopy Machines, Duplicating Machines, 11 Laminating Machines, Typewriters (English, Sinhala, Tamil) 3 IT Equipment 3.1 Computers, Printers and UPSs 12 3.2 Networking Accessories 17 3.3 Computer Peripherals, 20 3.4 Multimedia Projectors and Overhead Projectors and Screens 24 4 Steel Furniture and Office Furniture 4.1 Filing Cabinets, Filling Cupboards, Racks 28 4.2 Tables and Chairs 30 4.3 Beds, Bunk Beds 32 5 Wooden Furniture 5.1 Office Furniture 34 5.2 Classroom Furniture 36 5.3 Beds, Bunk Beds, Sofa Sets etc., 38 5.4 Office Interior Decoration 40 5.5 Rubberized and Coir Mattresses, Pillows etc., 42 6 Electrical Equipment 6.1 Fans 44 6.2 Ovens 46 6.3 Vacuum Cleaners, Floor Polishers 48 6.4 Air-conditioners 50 6.5 Deep-Freezers, Refrigerators 52 6.6 Hot Cupboards 54 6.7 Power Generators 55 6.8 Water Cooler 57 6.9 Electric Kettles, Water Filters 59 7 Communication Equipment 7.1 Television, Video Recorders, Voice Recorders, Audio Equipment 61 7.2 Communication Sets, Telephone Instruments 63 7.3 CCTV Systems 65 7.4 PABX and Intercom System 67 7.5 Network Cables and accessories 69 8 Electrical Goods and Accessories 8.1 Bulbs, Wires, Cables, Switches, Plug Bases, Plug Tops, Holders 71 8.2 MCB 74 8.3 Electricity Meters 76 8.4 Conduit Pipes and other Electrical accessories 77 9 Tools 9.1 Engineering and Carpentry Tools 79 9.2 Agricultural Tools and Machinery 80 9.3 Water and Drainage Equipment and Spares 82 10 Photographic 10.1 Camera, Camera Equipment etc., 83 10.2 Dark Room Equipment 84 10.3 Printing of Photographs 84 11 Building Materials and Hardware Items 11.1 Cement, Bricks, River Sand, Rubble, Metal, ABC and Lime etc., 84 11.2 Steel, G.I. Pipes, G.I. Sheets, Wire Nails, Barbed Wires, Mammoties, Pickaxes, 86 Ladder, Wheel barrows, Asbestos Sheets, Glass Sheets, Paints, Polish, Wax, Varnish, Thinner, Turpentine 11.3 G.I. Dust Bins 88 11.4 Brooms, Eakle Brooms, Brushes (Plastic and Coir), and Coir Rugs etc., 90 12 PVC Items and Bathroom fittings 12.1 Water Tanks 91 12.2 Ball Valve, PVC Pipes and Fittigns etc., 93 12.3 Wall Tiles/Floor Tiles, Sanitary ware and Bathroom Fittings/Accessories 94 12.4 Manufactured Doors (Plywood PVC Doors) etc. 95 13 Timber 13.1 Sawn Timber and Planks 96 14 Medical and Laboratory Equipment 14.1 Microscopes, Hematology/Bio Chemistry analyzer, Autoclave, 97 14.2 Centrifuge etc., 102 14.3 Medical and Dental Instruments etc., 108 14.4 Pharmaceuticals, Medicines and Drugs etc., 113 14.5 Veterinary Drugs, Poultry Vaccines 115 14.6 Laboratory Chemicals 119 14.7 Laboratory Glassware 124 15 Agricultural 15.1 Agro Chemicals 129 15.2 Fertilizer 129 15.3 Cattle Manure 129 16 Animal Feed Ingredients 16.1 Animal Feed 129 16.2 Animal Disinfectants 130 17 Cleaning Material