DOCUMENT A INVITATION FOR TENDER

DOCUMENT A

INVITATION FOR TENDER

Ref: No. 09/04/141/2020/001 03 November 2021

Director/Manager

……………………….

…….……….………...

Dear Sir/Madam,

TENDER FOR THE SELECTION OF A SERVICE PROVIDER FOR THE

INSTALLATION, CUSTOMIZATION AND MAINTENANCE OF THE KOHA LIBRARY SYSTEM

FOR THE CENTRAL BANK OF SRI LANKA (CBSL)

Sealed quotations are invited for the selection of a service provider for the installation,

customization and maintenance of the KOHA library system for the Central Bank of Sri Lanka

(CBSL) as follows.

1. Eligibility Criteria:

1.1. KOHA Experience – Annex I (a)

Should have been engaged in installation, customization and maintenance of the KOHA

system in at least in one (01) medium (books 25000 - 50000) to large (more than 50000

books) library in Sri Lanka during the last 5 years ended 30 September 2021.

1.2. Project Team Experience – Annex I (b)

Project team should consist with at least one resource person having sound knowledge

on Library Science and IT.

2. Terms of Reference:

Terms of Reference is in Annex II.

3. Price Schedule:

The tenderers shall quote prices as per Annex III. The price quoted inclusive of all local taxes

should be in Sri Lanka Rupee (Rs.) and valid until 22 February 2022. The price shall remain

unchanged during the validity period of the tender.

4. Bid Guarantee:

The tenderer should furnish a Bid Guarantee amounting to a sum of Rs. 20,000.00 valid until

24 March 2022 in the form of a Bank Guarantee substantially in the form of Annex IV or a

Bank Draft in favor of the Monetary Board of the Central Bank of Sri Lanka, obtained from a

Licensed Commercial Bank operating in Sri Lanka. The Bid Guarantee shall be available at the

time of the tender opening.

5. Pre-Bid Meeting: A virtual pre-bid meeting will be held 11 November 2021 at 1400hrs. and prospective

tenderers are requested to participate for the pre-bid meeting. The prospective tenderers

willing to participate for the pre-bid meeting are requested to provide the name, designation,

e-mail address, contact number of their representatives who will be participating in the pre-

bid meeting along with the tentative questions to [email protected] with a copy to [email protected].

The link of the meeting will be emailed only to the tenderers who have sent the above

information on or before 1230hrs. on 11 November 2021. Any further questions to be raised

subsequent to the pre-bid meeting should be e-mailed on or before 1600hrs. on

17 November 2021 to [email protected] with a copy to [email protected]. Any questions raised after

this, will be disregarded.

6. Performance Guarantee:

Within 14 days from the date of letter of award of the contract by the CBSL, the successful

tenderer shall furnish a Performance Guarantee substantially in the form of Annex V in a sum

equivalent to 10% of the total Contract Price for the due performance of the contract which

should be valid for 300 days from the date of letter of award. Such Performance Guarantee

shall be in the form of a Bank Guarantee issued in favor of the Monetary Board of the Central

Bank of Sri Lanka obtained from a Licensed Commercial Bank operating in Sri Lanka and

forwarded to the Secretary of the CBSL.

A successful tenderer who fails to furnish the required Performance Guarantee as specified

above shall be deemed to be disinterested in accepting the award, and the Bid Guarantee shall

be forfeited.

7. Signing of Contract Agreement:

Successful Bidder shall enter into a contract agreement along with a non-disclosure

agreement within 14 days from the date of the letter of award.

8. Delivery Period and Liquidated Damages:

The successful tenderer may refer Terms of Reference given in Annex II in order to determine

their scope and time required for the completion of the assignment and may also contact CBSL

as and when necessary. Failure to deliver the required services within the period specified

would render the supplier liable to pay liquidated damages at the rate of 2,000.00 per each

day of delay and such amount will be deducted from the payment due to the supplier.

9. Payment Method:

All payments will be subject to existing taxes as applicable in terms of the Inland Revenue Act

No. 24 of 2017 and any subsequent amendments and notices issued by the Department of

Inland Revenue, Sri Lanka. The conditions of the payments are as follows.

i. An amount equivalent to below percentages of the contract value will be paid after 14

days from the date of delivery on each milestone on recommendation of the Director,

Communications Department, CBSL

Milestone

Percentage of

the Contract

Value

Remarks

Signing of agreement 10%

Installation and Customization 20%

Delivery of TOR Section

2.1

20% of data migration with required data

cleansing and amendments and User

Acceptance Testing

20%

20% Delivery of TOR

Section 2.2 and 2.3

100% of data migration with required data

cleansing and amendments 30%

100% Delivery of TOR

Section 2.2 and 2.3

Handover system artifacts 10%

Delivery of TOR Section

2.4, 2.5, 5, 7

mailto:[email protected]




and the balance 10% will be paid after 90 days of the delivery subject to the satisfactory

performance of tendered items/services.

ii. The successful tenderer shall submit a copy of VAT Registration Certificate (if any).

10. Sub-Contracting:

The successful tenderer shall not assign the contract or any part thereof to any other third

party.

11. Document Requirements:

Following information shall be furnished along with the bid:

i. Duly completed Form of Tender (Document B)

ii. Experience Report along with supporting documents (Annex I)

iii. Price schedule (Annex III)

iv. Duly completed Bid Guarantee (Annex IV)

v. Project Plan

vi. Training Plan

vii. Company Profile and a copy of the Business Registration or equivalent

viii. Check List

12. Selection Method:

i. The evaluation will be based on the cost, experience and qualifications (Annex VI).

ii. The CBSL reserves to itself the right to accept any or reject any or all tender(s) or any

part of the tender received and is not bound to accept the lowest quotation. The decision

of the CBSL shall be final with regard to the award of the contract.

13. Submission of Bids and Tender Opening:

Duly perfected tender documents addressed to the Secretary Central Bank of Sri Lanka, No

30, Janadhipathi Mawatha, Colombo 01 should be;

i. Sent via email to [email protected] with a copy to [email protected] in the form of password-

protected PDF, with the subject “Selection of a service provider for the installation,

customization and maintenance of the KOHA Library system for the Central Bank of Sri

Lanka”, not later than 1430 hrs. on 24 November 2021.

ii. Tenders will be opened immediately after closing the tenders on 24 November 2021 at

1430hrs.

iii. Instructions for online bid submission are given in Annex VII.

14. Contact Details:

For any further clarifications you may contact the following officer/s.

i. Assistant Secretary Procurement - 011 2 477 123

ii. Chief Librarian - 011 2 477 411

Yours faithfully

Sgd./U L Muthugala (Mrs)

Secretary

Central Bank of Sri Lanka



DOCUMENT B

FORM OF TENDER

To: Secretary

Central Bank of Sri Lanka

Level 10, Head Office Building

No.30, Janadhipathi Mawatha

Colombo 01.

TENDER FOR THE SELECTION OF A SERVICE PROVIDER FOR THE INSTALLATION, CUSTOMIZATION

AND MAINTANANCE OF THE KOHA LIBRARY SYSTEM FOR THE CENTRAL BANK OF SRI LANKA (CBSL)

Having examined the Invitation to Tender and all other requirements indicated in the tender documents, I/We

.......................……………………...……………………………………………………………………………………………………………………… of

………………………………………………………………………............................................................. hereby offer to undertake the

installation, customization and maintenance of the KOHA Library System for the Central Bank of Sri Lanka

in accordance with the conditions and specifications indicated in the tender documents, at the rates quoted

in the Price schedule (Annex III) within a period of 270 days from the date of letter of award for the total sum

of Rupees …………….…………………………………………………………………………………………………………………………………..

....................................................................................................................................…………… (Rs. ………………………………………….).

If our Tender is accepted I/we agree to furnish a Performance Guarantee in a sum equivalent to 10% of the

total Contract Price for the due performance of the contract. Such Performance Guarantee shall be in the form

of a Bank Guarantee or a Bank Draft in favor of Monetary Board of the Central Bank of Sri Lanka obtained from

a licensed commercial bank operating in Sri Lanka. The Performance Guarantee shall be valid for 300 days

from the date of letter of award by the CBSL. Our Tender together with your written acceptance thereof shall

form a binding contract between us.

Dated this ………………………………………. of ………………...……….………….…. Two Thousand and Twenty One.

Duly authorised to sign the bid for and on behalf of ………………………………………………………………………………..

…………..……………………………………………………………………………………………. (Company name and address).

Name: ……………………………………………………………………………………………………….

Designation: ……………………………………………………………………………………………...

Signature: …………………………………………………………………………………………………

Official seal:……………………………………………..

Witnesses: 1. Signature:

Name:

Address:

Designation:

2. Signature:

Name:

Address:

Designation:

Annex I

ANNEX I (a) – EXPERIENCE REPORT

TENDER FOR THE SELECTION OF A SERVICE PROVIDER FOR THE INSTALLATION, CUSTOMIZATION AND MAINTANANCE OF THE KOHA LIBRARY SYSTEM FOR THE

CENTRAL BANK OF SRI LANKA (CBSL) • The tenderer must have been engaged in installation, customization and maintenance of the

KOHA system in at least one (01) medium (books 25000 - 50000) to large (more than 50000

books) library in Sri Lanka during the last 5 years ended 30 September 2021.

Name of the Company/ Institute:

…………………………………………………………………………………………………………………………………………… Section 1

Criteria Bidder’s Response

Number of Open-Source projects installed and configured successfully by the bidder (please attach references)

Number of KOHA systems installed and configured successfully for different institutions by the bidder (Please fill section 2 in this document)

Experience with LYBSYS system (data migration experience to KOHA or any other library system. Name the library system)

Suggested duration for the implementation (Live and Backup) and data migration. (Should be < 270 days)

Project plan (Please attach detailed Project Plan)

Section 2

Tendered Brand

Experience - Project 1

Name and address of the organization to which KOHA system was installed, customized and maintained.

If KOHA system was a replacement then specify the original

Date of Supply

Total Price

Company Contact Person

Name Designation Telephone No.

Experience - Project 2

Name and address of the organization to which KOHA system was installed, customized and maintained.

If KOHA system was a replacement, then specify the original

Date of Supply

Total Price

Company Contact Person

Name Designation Telephone No.

Note:

• The bidder is required to attach the sales invoices or the necessary documentary proof for the above experiences.

• Please expand the form if more than two project details are required.

• CBSL will be contacting any of the given company personnel for testimonials if required. •

ANNEX I (b) – Expected Project Team Experience

Criteria Bidder’s Response

Number of team members expect to assign

Member 1 : Highest qualification and experience (years) in similar projects



Experience - Member 1

Name

Education Qualifications

Professional Qualifications

Project Experience

Project Role Designation


Name



Project Experience



Name



Project Experience


Note:

• The bidder is required to attach the necessary documentary proof for the above qualifications/ experience.

• Please expand the form if more than three member details are required.

•

Annex II

Terms of Reference

TENDER FOR THE SELECTION OF A SERVICE PROVIDER FOR THE INSTALLATION,

CUSTOMIZATION AND MAINTANANCE OF THE KOHA LIBRARY SYSTEM FOR THE

CENTRAL BANK OF SRI LANKA (CBSL)

1.Background

The LIBSYS Library Management System was setup in Library and Information Center of the CBSL in 1999 and is in operation to date. There is around 95,000 bibliographic data in the current library catalogue. CBSL is planning to switch from LIBSYS to Koha Library System as Koha is a widely used, open-source, web based (following international standards) integrated library management system for the operation of the CBSL library.

2.Scope of Work

2.1 Installation and Customization

Installation, configuration of the latest stable version of the software with all features preferably on Linux server and customization according to the needs of Library and Information Centre of CBSL - Creation of frameworks according to international formats which includes Acquisitions, Serials, Circulation, Cataloguing, Patrons, OPAC (Open Public Access), Tools, List & Cart, Authorities, Barcoding and other standard Utilities, Customization of display formats.

Module Requirements 1.Acquisitions Ordering of titles, approval process, placing

order, receiving, invoice processing, order follow-up, payment, reports including budget and expenditure analysis

2.Cataloguing Classification based on DDC; Bibliographic information based on MARC21 format recommended by National Library, copy cataloguing feature, cataloguing of monograph, article, journal, book chapter; display see and see also reference; real time update of catalogue records

3.Circulation Patron categories, Item types, Notices, Calendar, Offline Circulation facility, issues, returns, renewals, overdue follow up, recalls, self-reservation and self-renewal.

Note: The circulation policies will be provided to the service provide in order to setup individual parameters, for material types, locations, patron types, checkout periods, managing holds etc.

4.Serials New subscription, subscription renewal,

subscription extension, invoice processing, payment, receiving issues, claim monitoring, reports of list of completed volume, reports of budget expenditure analysis, current subscription list by alphabet, publisher wise

5.OPAC OPAC customization design template based on preferred language with institute name, library, color images and feedback link; OPAC to be published on WEB, user access with password control, Email configuration, enhance content from Amazon, google etc.., Simple and advanced search facilities

Library administrator should be able to share information or notices using WEB OPAC interface through KOHA Interface.

Contents to be displayed. Newly added books, logo of subscribed e-resources with a link should be displayed Mobile device friendly OPAC platforms

6.Patrons New Patrons, staff patrons, adding patron image, Patron permissions, Set individual parameters for patron types, checkout periods

7.Tools Accession register, Stock verification option, customized label printing

Enable plugins such as quote of the day, dictionary support

Customization and design of the templates for users’ card with barcode/QR code; RFID compatible self-check in/check- outs

8.Reports Complete access to all data for Statistical reports, member lists, shelving lists, or any customized list of data

9.Other 1. Printing and emailing various notices

2. Report to be generated to reflect usage of total collection by number of transactions.

3. Report to be generated on Novel/fiction usage (with number of transactions during a particular period – percentage on total collection)

4. Report to be generated on fiction usage for each language

5. Report to be generated on Author wise usage

6. Report to be generated on subject wise usage

7. Report to be generated for fine statement for borrowed books monthly

8. Report to be generated for titles ordered quarterly, yearly or specific period.

9. Report to be generated for new acquisitions during particular period.

10. Report to be generated for list of titles “on order” for a given date.

11. Report to be generated for books on loan on a particular date. In that report it should include,

a. ID No b. Name c. Department d. On loan Books

12. Withdrawal books to be added for new folder

13. Missing books (after verification) to be deactivated (shown only to staff)

14. Book cover image to be uploaded to bibliographic record

15. Uploading pdf file or attachment of link to access e-version to view through catalogue

16. Local languages insertion for data entry and searching (Sinhala & Tamil)

17. Location identifiers for particular book collection

18. A report on top 10 lent out books to be generated

19. Users to check out books to a cart through OPAC and the request library when required through OPAC

20. A library clearance to be issued through the system if certification is required

21. Purchase suggestions to be sent through the OPAC to the library

22. New data tables to be created other than existing tables

a. Newspaper article table b. Reports & E books table c. Acts and Gazettes d. Other Reports (International

Org & Banks Annual Reports)

23. Incorporation of Payment module a. Invoice processing b. Order form generation

24. Current awareness and SDI facility

10. Utilities Auto backup Password based functional security Import export facility in standard format Provision for customization of reports URL; Hyper linking of books The main OPAC interface for the users outside the library must be web

2.2 Data Migration from Existing Proprietary LMS LIBSYS to Koha.

The two types of data consist of 1. Library Item data records 2. Member Data records (Patron Records) displayed as below.

1. Library Member Data records

Description No of Items Member Records 2,229

1. Library Item data records Description No of Items

Articles 22,088 Books Record 31,515

CBSL Collection 2,545

Reference Collection 6,930 Reports Collection 19,300

CDs Collection 2,083 Serial Titles 673

Serial Issues 50,565 Books in Memorial Library

2,545

Migration of all the bibliographic data records in LIBSYS to the new Koha system is required in MARC21 format. It should include cataloguing data records, serial data records, article data records and actual existing circulation data records (issue/returns, users profiles data, fine dues) including all other bibliographic data detailed in above table for Koha Integrated Library Managements System.

Of the collection of the library items part of the data records, consists of Sinhala and Tamil books which are in transliterate forms to be transformed to their own languages. In order to search Tamil/Sinhala books, data entries of them in the original language is required by the service provider as below;

Sinhala books Tile/Author in Sinhala language

Tamil books Title /Author in Tamil language

2.3 Data Verification, Editing and Catalogue Cleaning Process

It would be necessary to carry out a verification of data to ensure that all data has been migrated to the new system. Data verification mechanism to be introduced to the library staff. After the migration process, Data entry/Data editing service is required by the service provider.

2.4 Implementation of the Koha LMS

Implement test and running of all modules required. Testing the circulation module is required to check for accuracy. A parallel run of LIBSYS and Koha is required for a period of two months period during testing and verification.

2.5 Training Program on all features of the software for successful functioning of library Automation.

Training of the system administrator, liaison person from IT Dept, and all library members, and providing user manuals until they gain confidence to handle the Library System. Extensive training should be provided to ensure the usage of all modules of the integrated library system such as cataloguing, acquisition, serials circulation etc. including maintenance, day to day work and issues faced by staff.

a. Introductory session at the beginning for all staff

Users Modules Duration hours Library Members Introduction to Koha

Library Management

software:

Its features and standards (Marc 21 and z39.50)

06 hours

b. Training Program after the Implementation of KOHA

Users Modules Duration hours Library Members 1.Acquisition module

2.Cataloguing Module

Training on how to

catalogue materials; fast

cataloguing, copy

cataloguing, google

transliteration input tool;

Standard keyboard typing

training for Sinhala and

Tamil books;

10 hours

10 hours

Download cataloguing

record from z39.5

3.Simple and advance

searching of catalogue

records

4.Serial Control Module

5.Circulation Module

6.OPAC Module

7.Patrons Management

8.Reports Generation

Customization of reports:

Subject wise collection

usage, fiction usage,

Reader’s statistics on

authors in fiction collection,

stock verification,

withdrawal list, new

acquisition listing etc.

SQL introduction: copying

codes

9.Staff Access Platform:

10.KOHA import/ export

features

10 hours

10 hours

10 hours

10 hours

10 hours

10 hours

05 hours

05 hours

05 hours

11.KOHA Updates

12.KOHA Backup/Restore/upgrade

05 hours

System Administrator System Administration of KOHA LMS

25 hours

IT liaison officer Manage and operate the

system day today including

a) Start – up and shutdown

b) Monitor system

performance

c) Handle emergencies

d) Troubleshoot and

resolve routine

problems

e) Perform backups

restoration

recommended

preventive maintenance

and security measures

f) Take care of servers and

network infrastructures

20 hours

3. Maintenance Agreement The service provider should undertake all maintenance work of the system for a period of 5 years after handing over the system to the library. Maintenance shall include but not limited to; rectify system issues, bug fixing, apply all relevant system patches, upgrade the system to latest version of KOHA system…etc. 4. IT Infrastructure The service provider will be facilitated with the required IT infrastructure including the server and hardware necessities to fulfil this task.

5. Backup Procedures

System should support to standard backup procedures relevant to similar systems. Daily backups and periodic backups should be able to take and should be able to verify the taken backups in order to use when a failure happened.

6. Security Standards and Best Practices

System should comply with the latest security standards relevant to similar systems and should follow all the best practices while installation, customization, data migration and maintenance of the system.

7. Source Code and Other relevant materials

Source code, database backups, training materials, relevant documents and any other components relevant to the implemented system should be handed over to the CBSL before the completion of the project. All rights of above components should also properly transfer to the CBSL before completion of the project.

8. Delivery and Completion of Work The successful tenderer shall provide the required services within 270 Days from the date of the letter of award.

9. Warranty One-year comprehensive warranty should be provided for the delivered system and other relevant materials. Warranty shall include but not limited to; ensure the delivered system is working as agreed and rectify any system issues immediately, bug fixing, apply all relevant system patches, upgrade the system to latest version of KOHA system…etc.

10. Confidentiality

It is the responsibility of the service provider to maintain strict confidentiality of the information provided by the Central Bank of Sri Lanka.

Annex III Price Schedule


CUSTOMIZATION AND MAINTANANCE OF THE KOHA LIBRARY SYSTEM FOR THE

CENTRAL BANK OF SRI LANKA (CBSL)

All prices should be quoted in Sri Lanka Rupees (LKR) Table 1 - Price Schedule for the installation and customization of the KOHA Library System for the Central Bank of Sri Lanka (CBSL)

Item Description

(a)

Price Excluding

Taxes (Rs.)

(b)

VAT

(Rs.)

(c)

Other Taxes

(Rs.)

(d)

Price Including

taxes (Rs.)

(b+c+d) (e)

Installation, customization and data migration of KOHA Library system at the primary and disaster recovery sites in line with TOR (Annex II)

Table 2 - Price Schedule for Maintaining the for KOHA Library System for the Central Bank of Sri Lanka (CBSL)

Description 1 Year

Warranty 2nd Year

(Rs.) 3rd Year

(Rs.) 4th Year

(Rs.) 5th Year

(Rs.) Maintenance Free of

Charge

Total including Government Tax (in words)

…………………………………………………………………………………………………………........................................... Note: The price quoted should be based on the existing prevailing Government Levies. VAT Registration No (If any) - .....................................................................

_________________________________ ____________________________ _________________________________

Authorized Officer’s Name Designation Signature

_________________________________ _________________________________

Company Seal Date

Annex IV

BID GUARANTEE


CUSTOMIZATION AND MAINTANANCE OF THE KOHA LIBRARY SYSTEM FOR THE CENTRAL

BANK OF SRI LANKA (CBSL)

To: The Monetary Board of the Central Bank of Sri Lanka

No: 30, Janadhipathi Mawatha

Colombo 01.

WHEREAS < Name of the Service Provider> of <Address of the Service Provider > (hereinafter referred to as

“the Tenderer”) has tendered for the <Name of Tender > for the Central Bank of Sri Lanka (hereinafter referred

to as “the Purchaser”) of No. 30, Janadhipathi Mawatha, Colombo 01.

AND WHEREAS in terms of the invitation to the Tender, the Tenderer is required to furnish to the Purchaser a

Bank Draft/Bank Guarantee obtained from a licensed commercial bank operating in Sri Lanka in a sum of

<Amount in Rs………… > (In word) as security for the due observance by the Tenderer of the Conditions of

the Tender.

NOW THIS WRITING WITNESSETH that we < Name of the Bank which issued the Bid Guarantee> whose

registered place of business is at <Address of the Bank that issue the Bid Guarantee> (hereinafter referred to as

“the Bank”) do hereby guarantee, undertake, bind and oblige ourselves that in the event of the Tenderer,

(a) withdrawing the Tender at any time after the opening of Tenders; or

(b) failing to execute an Agreement as stipulated in the Conditions of Tender, and/or to furnish

security for the due performance of the contract as required under the Conditions of Tender in

the event the Tender is awarded to the Tenderer,

the Bank shall and will pay to the said Purchaser a sum not exceeding the total of < Amount of the Guarantee in

words> (In numerically) on demand and without cavil or argument and without the Purchaser having to prove

or show grounds or reason for the demand for the sums specified therein. We hereby waive the necessity of the

Purchaser demanding the said sum from the Tenderer before presenting us with the said demand.

WE FURTHER AGREE that no change or addition to or other modification which may be agreed between the

Purchaser and the Tenderer shall in any way release us from the liability under this Guarantee and we hereby

waive notice of any such change addition or modification.

THIS GUARANTEE is valid and in full effect until < DD/MM/YYYY>

Seal of the Guarantor

and authorized signature

Date: …………………………

Annex V

PERFORMANCE GUARANTEE




To: The Monetary Board of the Central Bank of Sri Lanka

No: 30, Janadhipathi Mawatha

Colombo 01.

WHEREAS< Name of the Service provider> having its registered office at <Address of the Service

provider> (hereinafter referred to as “the service provider”) has been awarded a contract for <Name of

Tender> to the Monetary Board of the Central Bank of Sri Lanka by the letter of award dated <

DD/MM/YYYY > and has entered into a contract with the said Monetary Board of the Central Bank of Sri

Lanka for such purpose.

AND WHEREAS it is a condition of the said contract that a Bank Guarantee from a licensed

commercial bank acceptable to the said Monetary Board of the Central Bank of Sri Lanka be furnished as

a security for the due performance in accordance with the conditions of Bids.

AND WHEREAS we have agreed to furnish such a Bank Guarantee.

NOW THEREFORE we < Name of the Bank which issue the Bank Guarantee> having our

registered office at <Address of the Bank that issue the Bank Guarantee> hereby affirm confirm and

undertake that we are responsible to the Monetary Board of the Central Bank of Sri Lanka under this

Guarantee up to a total of Sri Lankan Rupees ……………. < Amount of the Guarantee in words> and

undertake to pay you upon your first written demand signed by the Secretary of the Central Bank and

without cavil or argument, any sum or sums within the limit of Sri Lanka Rupees < Amount of the Guarantee

in words>(In numerically)as aforesaid without you having to prove or show grounds or reasons for your

demand for the sum specified therein.

We hereby waive the necessity of your demanding the said sum from the service provider before

presenting us with the demand.

We further agree that no change or addition or other modification of the terms of the contract or

of the works to be performed there under or of the Bid Documents which may be made between you and

the service provider shall in any way release us from any liability under this guarantee and we hereby

waive notice of such change addition or modification.

This Guarantee is valid and in full effect for 300 days from the date of the letter of award/acceptance.

Authorized Signature and seal of the Guarantor:

Date:

Annex VI

Evaluation Criteria




Weightage of the Evaluation Marks

(a) Financial Bid - 60%

(b) Experience - 40%

Total Marks - 100%

Calculation of Total Marks

Total Score of each responsive Bid =

𝐸𝐵𝑃𝐿𝑜𝑤𝑒𝑠𝑡

𝐸𝐵𝑃 × 𝑊𝑒𝑖𝑔ℎ𝑡 𝑜𝑓 𝐹𝑖𝑛𝑎𝑛𝑐𝑖𝑎𝑙 𝐵𝑖𝑑 +

𝑇𝑜𝑡𝑎𝑙 𝐸𝐵𝑇𝑆

𝐸𝐵𝑇𝑆𝐻𝑖𝑔ℎ𝑒𝑠𝑡 × 𝑊𝑒𝑖𝑔ℎ𝑡 𝑜𝑓 𝑇𝑒𝑐ℎ𝑛𝑖𝑐𝑎𝑙 𝐸𝑣𝑎𝑙𝑢𝑎𝑡𝑖𝑜𝑛

EBP Lowest = Lowest Evaluated Bid Price Total EBTS = Total Technical Score of the Evaluated Bid

EBP = Evaluated Bid Price EBTS Highest = Highest Technical Score of Evaluated Bids

Version 3.2 |November 2, 2021

Annex VII

TENDER FOR THE SELECTION OF A SERVICE PROVIDER FOR THE

INSTALLATION, CUSTOMIZATION AND MAINTENANCE OF THE KOHA LIBRARY SYSTEM

FOR THE CENTRAL BANK OF SRI LANKA

INSTRUCTIONS FOR SUBMITTING THE TENDER DOCUMENTS VIA EMAIL

1. The subject of the email should be Tender for the Selection of a Service Provider for

the Installation, Customization and Maintenance of the KOHA Library Management

system for the Central Bank of Sri Lanka

2. The maximum file size should be less than 10MB. If the tender documents exceed this

size, separate emails could be sent with the relevant name of the tender followed by

the version of the email (e.g.: Tender for the Selection of a Service Provider for the

Installation, Customization and Maintenance of the KOHA Library Management

system for the Central Bank of Sri Lanka 1 of 2, Tender for the Selection of a Service

Provider for the Installation, Customization and Maintenance of the KOHA Library

Management system for the Central Bank of Sri Lanka 2 of 2)

3. All PDFs should be password-protected, and the password shall be sent within 10

minutes of closing of the tender.

4. The tenderers shall provide the contact details (email) of their authorized

representatives in the body of the email in order for the CBSL to send the invitation

to the virtual bid opening meeting.

5. Any concerns/issues regarding the submission of the documents shall be informed

before the deadline of the submission of the documents as late bids will not be

accepted.

Check List

Document

Available (YES/NO)

Reference (Page No )

i Duly completed Form of Tender (Document B)

ii Experience Report (Annex I)

iii Price schedule (Annex II)

iv Duly completed Bid Guarantee

v A copy of VAT Registration Certificate (if any)

vi Company registration documents if any

vii Project Plan

viii Training Plan

DOCUMENT A INVITATION FOR TENDER

Documents

Transcript of DOCUMENT A INVITATION FOR TENDER