(a) Suppliers and contractors have been registered annually.
(i) Publicity should have been given through notices published in the news papers in every month of November for the registration of suppliers and contractors in respect of the coming year.
(ii) A method for confirming the identity of every supplier who has submitted application for registration should have been implemented and copies of their business registration certificates should have been obtained along with the applications.
(iii) After scrutinizing the applications received in response to such advertisements, if it is found that there are suppliers or contractors who have breached the agreement in earlier years, they should have been submitted to the Council by giving reasons, for refusing to register them and should have obtained Council approval at the Council meeting in December and they should have been informed about the refusal, accordingly,
(iv) Action should have been taken to take a decision to register the balance suppliers and contractors, at the Council meeting held in December and to inform them accordingly.
(v) A list of names, of registered suppliers and contractors should have been sent to the relevant sections of the Local Authority by an internal notification.
It is not necessary to measure the progress of this section, if it is not possible to confirm that suppliers and contractors have been registered, in respect of the year under review, by giving publicity through notices published, in the previous year.
(a.1) Suppliers and contractors have been registered annually – Confirmation of the fact that this requirement has been fulfilled.
(i) If all the above requirements are correctly in place, it should be considered that section 11.3 (a) is completed.
(ii) Relevant positions should be confirmed by examining the files, documents and reports relating to these activities
(iii ) If the progress shown is lower than the above positions, it should be considered that this requirement is not completed.
(b) Procurement of goods and services has been done, at competitive level.
(i) In performing the activity of procuring goods and services, to the Local Authority, tenders should have been called for at competitive level, by giving notice through public notifications.
(ii) For the services procured through public tender notices, opportunity should have been given to registered suppliers and contractors also.
(iii) In procuring goods and services action should have been taken to select the tenderer that can be confirmed as a tenderer who fulfilled the preliminary activities successfully and who is more advantageous to the Local Authority.
(b.1) Procurement of goods and services has been done at a competitive level – Confirmation of the fact that this requirement has been fulfilled.
(i) If all the above requirements are correctly in place, it should be considered that section 11.3 (b) is completed.
(ii) Relevant positions should be confirmed by examining the files, documents and reports relating to these activities
(iii ) If the progress shown is lower than the above positions, it should be considered that this requirement is not completed.
(c) Tender applications have been issued to all registered suppliers.
(i) All registered suppliers should have been categorized in relation to the provision of different types of goods and services and recorded in the books.
(ii) When calling for tenders, tender notices should have been issued to every relevant supplier.
(c.1) Tender applications have been issued to all registered suppliers. – Confirmation of the fact that this requirement has been fulfilled.
(i) If all the above requirements are correctly in place, it should be considered that section 11.3(c) is completed.
(ii) Relevant positions should be confirmed by examining the files, documents and reports relating to these activities
(iii ) If the progress shown is lower than the above positions, it should be considered that this requirement is not completed.
(d) Opportunity for suppliers other than the registered suppliers to submit tender applications has been assured.
(i) Every tender notice should have been given adequate publicity through public notifications.
(ii) Opportunity should have been provided not only to the registered suppliers but outside persons also to submit tender applications.
(d.1) Opportunity for suppliers other than registered suppliers also to submit tender applications, has been assured. – Confirmation of the fact that this requirement has been fulfilled.
(i) If all the above requirements are correctly in place, it should be considered that section 11.3 (d) is completed.
(ii) Relevant positions should be confirmed by examining the files, documents and reports relating to these activities
(iii ) If the progress shown is lower than the above positions, it should be considered that this requirement is not completed.
(e) Tenderers have been aware of the opening of tenders
(i) In addition to other information every notification calling for tenders, should contain the following -
• amount of fee to be paid for obtaining a tender form. • the place of issue and receipt of tender forms.
• the last date and time of receiving tender forms. • the date, place and time of opening the tenders
• the fact that the tenderer or his agent can be present at the time of opening the tenders.
(ii) Tenders should have been opened at the specified time itself, and, opportunity should have been provided to tenderers or their agents to be present at that time.
(e.1) Tenderer have been made aware of the opening of tenders. – Confirmation of the fact that this requirement has been fulfilled.
(i) If all the above requirements are correctly in place, it should be considered that section 11.3 (e) is completed.
(ii) Relevant positions should be confirmed by examining the files, documents and reports relating to these activities
(iii ) If the progress shown is lower than the above positions, it should be considered that this requirement is not completed.
(f) Criteria relating to the submission of tenders have been clearly stated in the tender forms.
(i) Prior to the calling of tenders a Technical Evaluation Committee, consisting of persons who possess technical knowledge and financial knowledge in relation to the field for which the tender is relevant, should have been appointed and should have got that committee to prepare the tender forms.
(ii) In respect of a tender called for the supply of goods or services, the required qualifications of the tenderers, the manner in which the applications should be submitted, the value of the required Bank Guarantee or the Bond and any other additional criteria, are there, those criteria, should have been stated clearly in the tender application.
(iii) Tender applications which do not conform to the criteria, should have been rejected
(f.1) Criteria relating to the submission of tenders have been stated clearly in tender application. – Confirmation of the fact that this requirement has been fulfilled.
(i) If all the above requirements are correctly in place, it should be considered that section 11.3 (f) is completed.
(ii) Relevant positions should be confirmed by examining the files, documents and reports relating to these activities
(iii ) If the progress shown is lower than the above positions, it should be considered that this requirement is not completed.
(g) Tenders have been selected after a technical evaluation.
(i) Tender applications that have been received should have been made to go through a technical evaluation carried out by the Technical Evaluation Committee which prepared the tender applications.
(ii) Action should have been taken to award tenders in accordance with the recommendations of the Technical Evaluation Committee.
(g.1) Tenders have been selected after a techncial evaluation. – Confirmation of the fact that this requirement has been fulfilled.
(i) If all the above requirements are correctly in place, it should be considered that section 11.3 (g) is completed.
(ii) Relevant positions should be confirmed by examining the files, documents and reports relating to these activities
(iii ) If the progress shown is lower than the above positions, it should be considered that this requirement is not completed.
(h) The decision to award the tender has been taken by the Council itself.
(i) Recommendations of the Technical Evaluation Committee should have been referred to the Standing Committee on Finance, in the case of a Municipal Council and the Advisory Committee on Finance and Policies in the case of an Urban Council/ Pradeshiya Sabha, for their observation and a report should have been obtained.
(ii) The decision regarding the awarding of the tender should have been taken by the Council itself in accordance with the report submitted by the Standing Committee/Advisory Committee on Finance in response to the recommendations made by the Technical Evaluation Committee.
Here if the powers of the Council has been delegated to any person or committee, it should be considered that this requirement is not fulfilled. However, the fact that power to award tenders up to fifteen thousand in the case of Municipal Councils, and up to five thousand in the case of Urban Councils/ Pradeshiya Sabhas, has been assigned to the Mayor/ Chairman/ Committee/ Municipal Commissioner/ Secretary should be excluded from this. (h.1) Decision to award the tender have been taken by the council
itself. – Confirmation of the fact that this requirement has been fulfilled.
(i) If all the above requirements are correctly in place, it should be considered that section 11.3 (i) is completed.
(ii) Relevant positions should be confirmed by examining the files, documents and reports relating to these activities
(iii ) If the progress shown is lower than the above positions, it should be considered that this requirement is not completed.
11.3.1 Tenders and contracts – Confirmation before awarding of
marks
(i) If nine or more out of the above requirements are completed, section 11.3 can be considered in the position of “very good” (E.M. = 4)
(ii) If the requirements in 11.3 (a) to 11.3 (g are completed, this section can be evaluated as “good” (E.M. = 3).
(iii ) If the requirements in 11.3 (a) to 11.3 (f) are completed, this section can be evaluated as “average” (E.M. = 2)
(iv ) If the requirements in 11.3 (a) to 11.3 (e) are completed, this section can be evaluated as “weak” (E.M. = 1)
(v) If the above requirements are not completed in that manner, no marks will be awarded (E.M. = 0)