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REGISTRATION OF SUPPLIERS/ CONTRACTORS

FOR YEAR – 2015

MINISTRY OF DEFENCE & URBAN DEVELOPMENT

1. According to the Extra Ordinary gazette No 1508/08 dated 30 July 2007, applications are

hereby invited by the Secretary, Ministry of Defence & Urban Development from foreign manufactures

and authorized agents of manufactures, local manufactures, suppliers and civil engineering

contractors/consultants who wish to register themselves with the Ministry of Defence & Urban

Development for the supply of goods and services during the year 2015, for the departments and

Agencies coming under the purview of the Ministry of Defence & Urban Development listed below:

* Ministry of Defence & Urban Development www.defence.lk

National Cadet Corps

Center for Research & Development

State Intelligence Service

Secretariat for Non-Governmental Organizations

* Sri Lanka Army www.army.lk

* Sri Lanka Navy www.navy.lk

* Sri Lanka Air Force www.airforce.lk

* Department of Registration of Person www.rpd.gov.lk

* Department of Emigration & Immigration www.immigration.gov.lk

* Department of Civil Security www.csd.lk

* Department of Coast Guard www.coastguard.gov.lk

* Department of Coast Conservation & Coastal

Resources Management www.sltda.gov.lk/coast_conservation

* Urban Development Authority www.uda.lk

* General Sir John Kotalawala Defence University www.kdu.ac.lk

* Sri Lanka Land Reclamation & Development Corporation www.landreclamation.lk

* Dangerous Drug Control Board www.nddcb.gov.lk

* Defence Service Command & Staff College www.dscsc.lk

* Rana Viru Seva Authority

02. Obtaining the Applications

a. Applications can be downloaded through the web-sites of the Ministry of Defence and Urban

Development and the Departments mentioned above from 2014.08.18 to 2014.10.03.

b. A set of application form which includes approximately 57 pages will consist of following

components.

The detailed category list which consists of approximately 48 pages

Main application form

Foreign supplier’s data form, (Annex "A")

General instructions, terms and conditions (Annex "B”, “B1”).

Particulars regarding the dates which accept the applications and category charges.

03. Paying the Category Charges

a. Rs. 1500/= will be charged from the Local Suppliers for each category.

b. US $ 15 will be charged from the Foreign Suppliers for each category.

c. As the Category charges are not accepted by the Ministry of Defence , payments made for

the category charges for the Registration of Suppliers for the year 2015 should be credited to the

Account No 7040119 at the Thaprobane Branch of the Bank of Ceylon through any Branch of

Bank of Ceylon.

Joint Services Language Training

Institute

Defence Service College

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d. Category charges made through the Foreign Missions in respect of the Foreign Supplier

registration for the year 2015 have been terminated. Foreign Suppliers should use the Swift

Code to credit the payments to the Bank of Ceylon instead of above.

Swift No - BCEYLKLX

Branch Code - 747

Account No - 7040119

e. The Cash Deposit Slip which utilized for the payments over the category charges should be

forwarded together with the application. (As a certification to the payments made over the

category charges)

f. Both Local and Foreign Suppliers should complete the payments over the category charges

during the period from 2014.08.18 to 2014.10.03 . Ministry of Defence and Urban Development

will not be responsible over the payments made after 2014.10.03 .

4. Duly completed application forms together with all the necessary documents should be sent by

registered post to :

The Chief Accountant

Ministry of Defence & Urban Development

15/5, Baladaksha Mawatha, Colombo 03.

On or before 17th October 2014. The top-left-hand corner of the envelope containing the

application in respect of Local Suppliers should be marked as “ REGISTRATION OF

SUPPLIERS – 2015 (Local)” and Foreign Suppliers marked as “REGISTRATION OF

SUPPLIERS – 2015 (Foreign)”.

5. Authority to take final decisions over the Registration of Suppliers for the year 2015 is vested

in the Secretary of Defence and Urban Development.

Gotabaya Rajapaksa RWP RSP psc

Secretary

Ministry of Defence & Urban Development

Ministry of Defence & Urban development,

15/5, Baladaksha Mawatha,

Colombo 03. Sri Lanka

11th August 2014.

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APPLICATION FOR REGISTRATION OF LOCAL & FOREIGN

SUPPLIERS FOR GOODS / SERVICES AND CONSTRUCTION WORKS

FOR THE YEAR - 2015 MINISTRY OF DEFENCE & URBAN DEVELOPMENT

(Local Suppliers or Local Agents are required to fill this form)

1. Name of the Institute (Local) :…....................……………………………………………………………….....

……………………………………………………………………………………

2. Mailing Address :..........….…………………………………………………………………..........

(Geographical Address) ..................................................................................................................

3. Telephone No : ..................……………………………………………………………………..

Fax No : ……………..................………………………………………………………..

E-Mail Address : …...................………………………...………………………………………..

Web Site (URL) : ………………..................……………………………………………………..

4. Contact Person : ….................…………………………………………………………………...

Name National ID No Title Tele No

5. Your business registration number and the last amended date

No :…………………………………….. Date :……………………………………

6. VAT Number : .....……………………………………………………………………..

7. Were you Registered with the MOD during the last year ? Yes / No If yes please mention the registration Number : ................................

8. Name and Address of the Chief Executive Officer / Proprietor .........……………….........................………………………………………………………………………………….

9. Are you applying for registration as the Local Agent of Foreign Principal/s ? Yes / No.

If ''yes'' how many principals are being represented by you ?…………… (Please note that you, the

local agent have to submit a separate application for each principal)

10. Are you seeking registration for the categories of construction work ? Yes/No.

If "yes" what is the Registration Number and Grade Registered with;

ICTAD :- ……………………..

Present Registered ICTAD Category : - ………………………….

11. Please give your Banker’s Names. (Attach Original Copy of a letter from the Banker) Bank Branch Account No

LA Code :- LA …………….

(For office use)

Sub Code :

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12. A. The details of Category Fees paid to the Bank of Ceylon.

Name of the Branch (BOC) ……………........... Date …………………

B. Total amount paid as category fee Rs. / US$ : …………….. C. Number of Categories …….....

13. What are the Categories for which registration is sought? Please indicate Category numbers correctly

( see example below before fill categories )

Number of Categories :-

Example for filling of the above table A1 S5 FD2 NC1

I hereby confirm that I have read and understood the terms and conditions specified in the General Instruction

issued with the application for registration of Local and Foreign Suppliers / Contractors for the year 2015 Ministry of

Defence and the Departments coming under its purview and I agree with the terms and conditions stipulated in the

above documents. ………………………………… Signature of the Proprietor Name :…………………………............................ Designation:………………………………............... Date: ………………………… (Please affix the Rubber Frank)

For office use only

Date Received :- …………………….2014 Serial Number :- MOD / …………/ 2015 Approved / Not Approved If not approved state condition of the Application ;

* Incomplete Application Yes / No * Insufficient Data Yes / No Date:- ………………….2014

Accountant (Supplies & Losses) For Secretary Ministry of Defence & Urban Development

Cash Deposit Slip attach here

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Annex “A” REGISTRATION OF FOREIGN SUPPLIERS – YEAR 2015

( Foreign Applicants who are seeking registration themselves or

Foreign Principals of the Local Agent are required to fill this form )

1. Name of Institute :- …......................................................……………………………...................……

2. Contact Person :- ...........................................................................................................................

3. Mailing Address

Head Office …………………………………..........………………………………….......... ….........……………………………………………………………………........

Factories ……………………......…………………………………………………........... ………………………………......………………………………………...........

Local Address if any ...................................................................................................................

................................................................................................................... 4. Telephone No : .............................................................................................................................. Fax No : .............................................................................................................................. E-Mail Address : .............................................................................................................................. Web Site (URL) : ..............................................................................................................................

5. Whether principal is a manufacturer or an authorized agent of a manufacturer or an authorized distributor of a

manufacturer? Manufacturer Agent Distributor

6. Are you having any recognize System Certificate for Quality Assurance?

Yes No If yes, Specify ………………………………………………………………………………………………...................................... 7. Are you associated with other Companies or Group of Companies? If so please give particulars.

.......................................................................................................................................................................

8. Are you a agent for recognized Foreign Manufacturer ? Yes / No

If yes given details.

Name of Manufacturer Type of Product

9. If the applicant is a local agent of a foreign supplier (manufacturer or authorized agent / distributor of

the manufacturer) original letter giving Power of Attorney issued by the Chief Executive Officer of

the principal should be attached ( Faxes, telexes, photocopies will not be accepted at all).

Sub. Code :

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10. What are the Categories for which registration is sought? Please indicate Category numbers correctly

( see example below before fill categories )

Number of Categories : -

Example for filling of the above table

A2 FC1 D3 F1

11. A. The details of Category Fees paid to the Bank of Ceylon.

Name of the country …………………………….. Name of the Bank ……………...........

Date …………………

B. Total amount paid as category fee Rs. / US$ : …………….. C. Number of Categories ……..

If there is a Local Agent 12. Name of Local Institute : .............................................................................................................................. 13. Contact Person : .............................................................................................................................. 14. Mailing Address : ……………………………………………………………………................................ ………………………………………………………………………............................... 15. Telephone No : .......................................................……………………………………..................... Fax No : …………………………………............................................................................... E-Mail Address : ………………………….......................................................................................... 16. VAT NO : ............................................

………………………………………………

Signature of the Applicant Name :.............……………………………………….

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

Date:………………….2014 (Please affix the Rubber Frank) c/

Cash Deposit Slip attach here

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Annex “B”

GENERAL INSTRUCTIONS , TERMS & CONDITIONS FOR REGISTRATION OF SUPPLIERS / CONTRACTORS FOR THE YEAR 2015

MINISTRY OF DEFENCE & URBAN DEVELOPMENT

& THE DEPARTMENTS COMING UNDER ITS PURVIEW

General Instructions to fill the Application Form 1. Applications for registration of suppliers / contractors for the year 2014 can be downloaded through the web sites of the Ministry of Defence and Urban Development and the Institutions coming under the Ministry from 18th August 2014 onwards without any charge. A registration fee of Rs. 1500/- will be charged as category charges from the local suppliers / contractors in order to register under a single category , where payments should be made to the Account No 7040119 of the Taprobane Branch of the Bank of Ceylon through any branch of Bank of Ceylon. A registration fee of $ 15/- will be charged as category charges from the foreign suppliers in order to register under a single category, where payments can be made by Swift Code through any bank in any country. 2. Applicants are requested to furnish accurate information. If any information given is found to be inaccurate or any vital information is found withheld, the applicant will be disqualified for registration. An incomplete or illegible application will also be rejected.

3. Supporting documents should be attached to the application. Such documents should be serially numbered. The total number of pages should be indicated on the top right-hand corner of the main application.

3.1 Following documents should be attached with the application.

• Institutions who are seeking registration should provide certified copies of under mentioned legal documents (along with other documents) with the application.

a. Limited liability companies - Memorandum of Association. b. Other institutions -Business Registration Certificates.

(Business activities other than the activities mentioned in the above certificates will

not be considered for registration.)

• A Certificate of Incorporation issued by Registrar of Companies of the respective country to the principal authenticated by an Attorney at Law or a Notary of Public in the respective country.

• In respect of registration of foreign suppliers by the local agents, the Original Power

of Attorney signed by the Chief Executive Officer of the principal and authenticated by an Attorney at Law or a Notary of Public in the respective country should be provided. The validity period of this Power of Attorney should be clearly indicated and should include the period from 01.01.2015 to 31.12.2015 Fax, Telex or any other means will not be accepted.

• In the case of a supplier or his principal is not the manufacturer, the manufacturer should issue a letter of authority to the effect that the supplier or his principal is an authorized dealer or distributor.

• A letter to certify the Banking Account. (Bankers recommendation and the continuation of the relevant Current Account since the commencing date of the Banking Account by the applicant concerned.)

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• Contractors who are interested in applying for the civil engineering constructions relevant for the S97 category should obtain the registration or renewal for the year 2013/2014 from the Institute for Construction Training and Development (ICTAD) and a copy of the letter which indicates the category should be attached.

• A copy of the Cash Deposit Slip which utilized for the category payments (Issued by the Bank of Ceylon).

3.2 Supporting documents without an application will be rejected

4. Duly completed application forms together with all the necessary documents should be sent by post to reach; The Chief Accountant ,

Ministry of Defence & Urban Development,

15/5, Baladaksha Mawatha, Colombo 03. Not later than on 17

th October 2014. The top left-hand corner of the envelope containing the

application in respect of Local Suppliers should be marked as "REGISTRATION OF SUPPLIERS

– 2015 (Local)" and Foreign Suppliers or their Local Agents marked as "REGISTRATION OF

SUPPLIERS – 2015 (Foreign)". Hand delivered applications will not be accepted. Ministry of Defence & Urban Development will not take any responsibility / liability if any delay in post / mail.

General Instructions to the Applicant 5. A registration fee of Rs. 1,500/- (Rs. One Thousand five hundred) will be charged against each CATEGORY in respect of Local Applicants and US$ 15/- IN RESPECT OF FOREIGN Applicants. If the requisition is made to register by a local supplier (Local Agent) in respect of more than one principal, a separate application should be submitted for each such principal. Category payments should be made to the Account No 7040119 of the Taprobane Branch of Bank of Ceylon through any branch of Bank of Ceylon . Foreign Suppliers should use the SWIFT CODE to credit the payments to the Bank of Ceylon for the category charges US $ 15/- each in order to register under a single category.

Swift No - BCEYLKLX

Branch Code - 747

Account No - 7040119 6. Local Suppliers should pay the category charges by filling Cash Deposit slip as mentioned in the form below. 7. Special board appointed by the Ministry will check the given Vat number and it is liable to be canceled without notice of those suppliers who have given an incorrect Vat number. 8. Delete Yes / No tags against appropriate question without fail. 9. Please write NA (not applicable) against any item that does not applicable to the applicant. 10. Any amendments or changers of Mailing address of a company (local or foreign) after registrations will be considered only if such request is accompanied by a true copy of the amended certificate issued by respective company house (local or foreign) in connection with the said amendment.

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11 Note that there can be no change or alternation of CATEGORY under any

circumstance after registration.

12. The Ministry of Defence & Urban Development will not be held responsible for any mistakes or oversight of the applicant. 13. Further inquiries in respect of the Registration of Suppliers 2015 can be made to the following Officers. Accountant (Supplies & Losses) Telephone – 011 2447459 , 0715613338

011 3030736 or 011 2430860/79 Ext 323

(during office hours only)

E-mail - supply@defence.lk

14. Suppliers who are in the national list of defaulting contractors in terms of the clause number 8.11.5.C of the guidelines on Government Procument Guidelines 2006 (Goods & Works) are NOT PERMITTED to apply for registration. 15. Supplier should hold stock on our behalf as required and all suppliers will agree automatically to provide one month credit facility when they register under the Ministry. 16. Restricted quotations will normally be called from the registered suppliers. However, the Ministry of Defence reserves the right to call quotations from a short-listed supplier or from any other supplier, when it is necessary. 17. A board appointed by the Ministry of Defence & Urban Development will consider all the applications and will take necessary action to register only applicants those who have fulfilled the requirements. Those who are not completed / not fulfilled the requirements satisfactorily, and late applications will be rejected. 18. Registration is liable to be canceled without notice of those suppliers who fail to quote even “No quote” quotations during 4 times when requested or fail to execute an order on time or fail to submit samples when requested or whose supplies do not confirm to specifications or differs from the approved samples. 19. Those who do not have Business Registration in accordance with Section 103 of the Companies Act No.17 of 1982 or similar legislation in the respective countries are not qualified to seek registration. The date of the incorporation of the company that was either in Sri Lanka or another country should be on or before 1st January 2014 . A true copy of Certificate of Incorporation or Certificate if Business Registration issued by Registrar of Companies or the respective Local Government Body should also accompany the application after authentication by an Attorney-at-Law or a Notary Public. 20. A registry of local suppliers who can provide the goods and services at provincial level will be separately maintained by the Ministry of Defence and Urban Development. The applicants who are allocated with the detailed categories for that purpose should compulsorily register their business Institutions in respective provinces. 21. The list of registered suppliers/contractors for the year 2014 presently maintained will become non-

operative after issuing the list of registered suppliers for the year 2015.

* All certificates are to be provided in originals. Photocopies are accepted only if a Notary

Public of Principle agent’s country certified them. Sgn/ Gotabaya Rajapaksa RWP, RSP, Psc

B.W. Mendis Secretary Accountant (Supplies & Losses) Ministry of Defence & Urban Development c/