Estimated cost
LKR 380M
Excluding VAT
BID NO. DHQC/FP&FD 03/2020
MINISTRY OF DEFENCE
DESIGN & BUILD / LUMP SUM
Fire Detection & Fire Protection Systems - Block 03
Defence Headquarters Complex, Akuregoda. An interactive study page summarising the important bidding, commercial, design, installation, testing and pricing requirements contained in Volumes 1-3.
Historical tender and date warning
The pre-bid and closing dates are original 2020 dates. The document prints bid-validity and bid-security expiry dates that are earlier than the 12 October 2020 closing date. They are reproduced in the clarification section and should be checked against addenda/corrigenda rather than silently corrected.
At a glance
Numbers to remember
The fastest route to the main scale, security and contract obligations.
Completion period
300
calendar days
Bid security
LKR 5.7M
unconditional, on-demand
Performance security
10%
of Initial Contract Price
Advance payment
20%
of accepted contract amount
Delay damages
0.1%
per day; maximum 10%
Defects period
365
days from Taking-Over
Retention
10%
per IPC; cap 5% of contract
Minimum IPC
LKR 5M
minimum certificate amount
Liquid assets
LKR 114M
minimum after commitments
Tender source: Volume 1, Invitation for Bids, Bidding Data and Contract Data.
Read before anything else
Ten critical tender risks
These clauses have the greatest potential effect on scope, cost, time and compliance.
1. Complete design responsibility
The Contractor is responsible for the adequacy, detailed design and installation of the whole works. Employer drawings and BOQ are minimum/indicative information, not a transfer of design liability.
2. Lump-sum contract with no price adjustment
The contract price covers the complete works. The tender states that price adjustment for fluctuation is not applicable.
3. Omitted or unpriced work is deemed included
Necessary items may be added to the BOQ, but any required item not separately priced is treated as included in the total price.
4. Mandatory site familiarisation
The bidder must inspect access, working space, storage, services and local conditions. Lack of knowledge is not accepted as a basis for extras or extensions.
5. 300-day completion
Coordination, approvals, design development, procurement, installation, testing, training and handover must all fit within the stated completion period.
6. 28-day claim notice bar
Failure to give claim notice within 28 days removes entitlement to extension of time and additional payment for that claim.
7. Fire authority compliance
The Contractor must obtain required approvals from the Colombo Municipal Council Fire Services Department before, during and after installation, including acceptance/certification requirements.
8. Extensive systems integration
The fire alarm must interface with smoke control, pressurisation, CCTV, access control, PA, IBMS, lifts, exits, pumps and inert-gas systems. Interface boundaries must be coordinated.
9. Listed/certified equipment and approvals
New current-model equipment is required. Control panels and peripherals must have the specified independent certification/listing or approval by the Engineer.
10. Testing, training and document burden
Trial operation, authority witnessing, full gas discharge testing, classroom/on-site training, manuals, test sheets, reports and as-built records are mandatory deliverables.
Bidder capability
Eligibility and minimum qualification
Failure to satisfy a mandatory requirement may make the bid non-responsive.
CIDA registration
Grade: EM 1
Speciality: Electrical & Mechanical
Sub-speciality: Fire Detection, Protection and Suppression (FDPS)
Vol. 1 - Bidding Data
Bidding route
National Competitive Bidding. Foreign bidders are not permitted. The successful bidder must not be blacklisted.
Vol. 1 - Invitation/Bidding Data
Average turnover
At least LKR 456 million per year for fire detection, fire protection and fire suppression works in any five years of the last ten years.
Vol. 1 - Qualification Criteria
Similar experience
At least five similar systems in the last ten years, including at least one contract valued at not less than LKR 95 million.
Vol. 1 - Qualification Criteria
Financial capacity
Minimum liquid assets/credit, after current commitments and excluding advance, not less than LKR 114 million. Ten years of audited statements are requested.
X = (A - L) - 0.3W + C
Quality & support
ISO 9001:2015 or equivalent is required. Maintenance support in Sri Lanka by the bidder or an authorised agent is compulsory.
Vol. 1 - Bidding Data
Key proposed staff
- ✓Project Manager: Chartered Mechanical Engineer; 15 years total experience and 5 years in FD/FP works.
- ✓Senior Mechanical Engineer: Chartered Mechanical Engineer; 5 years total and 3 years in FD/FP works.
- ✓Site Engineers - 2: B.Sc. Mechanical with 2 years FD/FP, or NDT/HNDE/equivalent with 5 years FD/FP.
- ✓Technical Officers - 4: NCT/equivalent with at least 2 years FD/FP experience.
Other decisive conditions
- !Only one bid may be submitted by a bidder, whether alone or as a JV partner.
- !A project-specific revolving line of credit must strictly follow the tender form where used.
- !Certified legal, registration, financial and JV documents must be attached to the A Schedules.
- !Tender document fee: LKR 50,000, non-refundable, cash.
Three-envelope system
Bid submission structure
Use the checkboxes as a personal study/submission checklist. Their state is saved in this browser.
1
General Information
Administrative, legal, qualification and security documents.
2
Design / Technical Proposal
Compliance, design development, equipment and execution methodology.
3
Financial Proposal
Lump-sum offer using the prescribed price schedule structure.
Original tender timeline
Pre-bid meeting
At the DHQC site, Akuregoda; site visit stated for the same day.
Bid submission deadline
Chairman, Ministry Procurement Committee, Ministry of Defence, Colombo 03.
Bid validity period
The duration is clear; the printed end date is internally inconsistent and requires verification.
Bid security validity
The duration is clear; the printed end date is internally inconsistent and requires verification.
Bid Security - LKR 5,700,000
Must be issued by a reputed commercial bank operating in Sri Lanka and approved by the Central Bank of Sri Lanka. The prescribed unconditional and on-demand guarantee form is to be used, with the Secretary, Ministry of Defence as beneficiary.
MandatoryOriginal formCorrect beneficiaryValidity checked
Contract and cash flow
Commercial terms
Main pricing, security, payment, retention and claims provisions.
| Topic | Tender requirement | Study implication | Risk |
|---|---|---|---|
| Contract price | Fixed lump sum, subject only to adjustments allowed by the contract. | Price the complete functional system, not merely listed quantities. | High |
| Price fluctuation | No price adjustment; the fluctuation clause is deleted. | Long-lead equipment, exchange exposure and inflation must be considered at tender stage. | High |
| Currency / VAT | Quote entirely in Sri Lanka Rupees. VAT is excluded from rates and shown separately. | All other applicable duties, taxes and levies are included. | Medium |
| Design cost | Design, review, modification and calculations are not separately priced. | Include design resources in item rates/amounts. | High |
| Performance security | 10% of Initial Contract Price. | Allow bank facility and charges. | Medium |
| Advance | 20% of accepted contract amount against an unconditional on-demand bank guarantee. | First instalment stated within 14 days after required security/advance documents, whichever is later. | Cash flow |
| Interim payment | Minimum IPC is LKR 5 million; certified IPC amount stated payable within 28 days after statement/support. | Programme valuations to exceed threshold. | Medium |
| Materials payment | 80% delivered, 90% incorporated and tested, 100% after successful tests and Taking-Over, subject to contract wording. | Maintain delivery, installation and testing records. | Track |
| Retention | 10% from each interim payment, capped at 5% of Initial Contract Price. | Include cash-flow effect. | Medium |
| Professional indemnity | Insurance limit not less than 5% of Contract Price. | Important because the Contractor bears full design responsibility. | High |
| Delay damages | 0.1% of Initial Contract Price per day, maximum 10%. | Protect critical-path procurement, approvals and commissioning. | High |
| Claims notice | Notice required within 28 days; otherwise no EOT or additional payment. | Operate a formal early-warning and claim register. | High |
Quantities are approximate
The bidder may adjust quantities and add necessary items, but must follow the price-schedule format.
No zero-scope assumption
Required work not listed or not priced is deemed included in the total. Builder's work, fire stopping, handling, storage and protection also require allowance.
Limited Employer provision
Metered water/electricity is chargeable to the Contractor. Standby power and continuity of site supplies are the Contractor's responsibility.
Scope map
System architecture
The Contractor must deliver coordinated, fully operational systems rather than isolated equipment packages.
Field devicesDetectors, MCPs, modules, sounders, phones, switches
→
Fire Command Centre - Block 03FACP + Firefighter Smoke Control Panel + Video Display + Two-way Communication + Mimic/Status
↔
Building systemsIBMS, CCTV, access, PA, lifts, smoke control, pressurisation, exits, pumps, inert gas
Addressable fire detection
Category L1 and P1 coverage with alarm notification, graphic display and floor/main mimic indications.
Two-way communication
Independent firefighter telephone network with master handset at the Fire Command Centre.
Hydrant and sprinkler
Wet riser, landing valves, hose reels, cabinets, sprinklers, valve sets, monitoring and portable extinguishers.
Inert gas suppression
Two engineered full-flooding systems for critical server/NOC spaces, with double-knock actuation and BAS/fire integration.
Technical package 1
Fire detection and alarm
Addressable, networked and integrated fire alarm system for a complete operating building.
System classification
BS 5839 Category L1Category P1Addressable
Life protection and property protection coverage is specified for the building.
FACP capacity
BOQ calls for a wall-mounted FACP with a minimum of ten SLC loops. The technical requirements indicate at least 200 devices per loop, with no more than 80% of capacity used.
Power autonomy
Battery capacity is to support at least 24 hours standby followed by 30 minutes of alarm operation.
Alarm strategy
Two-stage alert/evacuate logic, configurable delays, manual call-point override and alarm verification are included.
Firefighter control
A Firefighter Smoke Control Panel is integrated with the FACP for smoke extraction, staircase pressurisation and automatic openings.
Graphic and mimic display
Video display terminal/printer, main fire mimic and floor mimic panels support rapid alarm location and status monitoring.
Field devices and peripherals
- Photoelectric addressable smoke detectors, heat detectors and duct smoke detectors.
- Addressable manual call points, intelligent monitor modules and control modules.
- Alarm sounders and sounder-strobes; tender-stated sound level is at least 90 dBA at 3 m.
- Repeater panels, remote indicators, exit/directional signs, batteries and chargers.
- Short-circuit isolators between zones/floors to limit fault impact.
Wiring and installation
- Installation is to follow the IET 18th Edition and the specified fire-resisting cable standards.
- Minimum tender-stated conductor sizes: 1.5 mm² for initiating/SLC circuits and 2.5 mm² for notification circuits.
- Fire-resisting screened low-smoke cable, with the specified BS 6387 / BS 7629 performance.
- Detector locations must be coordinated with ceilings, HVAC, lights and architectural finishes.
Two-way firefighter communication
- Independent addressable-type firefighter telephone system with master handset at the Fire Command Centre.
- Telephone jacks/outlets at firefighting lobbies and relevant plant areas.
- System is to support at least five simultaneous handsets, and a cabinet is scheduled with ten emergency handsets.
Programming and records
- Cause-and-effect programming must cover all listed interfaces, alarm/fault displays, supervisory states and event logging.
- Printer/event storage and graphic displays are required for operational use.
- Final programming, labels, zone descriptions, device addresses and cause-and-effect matrix should be reflected in as-built documents.
Technical package 2
Wet riser, hydrant and sprinkler
Design criteria and core equipment values that should be retained for calculations and reviews.
Wet-riser design flow
1,500
L/min (25 L/s)
Landing-valve pressure
4-5
bar
Hose-reel flow
30
L/min
Hydraulic test
15 bar
or 1.5× working pressure, whichever is higher
Hydrant / hose system
- ✓Wet-riser system with pipes, fittings, valves, landing valves, hoses, nozzles, hose reels and cabinets.
- ✓65 mm pressure-regulating landing valves, PN20, generally installed about 900 mm above finished floor level.
- ✓Three 15 m × 65 mm fire hoses are specified per relevant cabinet/set.
- ✓Hose reel: 45 m × 19 mm, with tender-stated minimum nozzle pressure of 1.25 bar.
- ✓Portable extinguishers include 5 kg CO₂ and 9 L water/CO₂ types.
Sprinkler design basis
- ✓Hazard: Ordinary Hazard Group III.
- ✓Density: 5 mm/min.
- ✓Maximum area per head: 12 m².
- ✓Maximum area of operation: 216 m².
- ✓Heads: 15 mm quick-response glass-bulb, nominal 68°C; concealed and upright types.
- ✓Zone flow switches, monitored valve sets and test/drain arrangements are required.
Tender-stated material
ASTM A106 Grade B seamless, galvanised, ANSI Schedule 40. Smaller sizes are screwed; larger sizes are grooved as stated in the specification.
Penetration protection
Pipe and service penetrations are to be sealed with a fire-stopping system providing at least the stated 60-minute rating.
Pressure and functional tests
Hydrostatic testing, leakage inspection, valve/flow-switch operation and complete system testing against available fire mains or the Contractor's own temporary water source.
Technical package 3
Inert gas fire suppression
Engineered full-flooding protection for the Block 03 critical IT/server spaces.
Approx. protected volume
1,850
m³
Design concentration
37.5%
tolerance stated ±5%
Discharge
40-60 s
95% agent discharge
Cylinder size
140 L
at 200 / 300 bar
System configuration
- ✓Two independent systems serving NOC/server/UPS areas as described in the tender.
- ✓Common inert-gas cylinder room, with two separate control panels.
- ✓Gas-status panel at the Fire Command Centre on Lower Level 3.
- ✓Standby agent quantity sufficient for the largest single risk, permanently connected.
- ✓Room overpressure venting is the Contractor's design responsibility.
Detection and release logic
- ✓Addressable double-knock detection.
- ✓First knock: bells and flashing warning indications.
- ✓Second knock: sirens/strobes, shutdown/interlocks, door operation and a stated 60-second release timer.
- ✓Manual mode provides alarms without automatic discharge; dual-action manual release is required.
- ✓BAS interface by BACnet/IP or Modbus RTU/RS485 for stated system statuses.
Occupancy concentration limits
The tender identifies concentration limits for normally unoccupied, evacuated and potentially non-evacuated conditions. Final design must demonstrate compliance with the stated NOAEL/LOAEL criteria.
Full discharge test
A full discharge test is required for each installation, with oxygen/CO₂ logging and witnessing by the Engineer and CMC Fire Services as specified.
Emergency equipment
Two breathing-apparatus sets are specified at each entrance, each with at least 10 minutes' duration, together with warning signs and operating instructions.
Cause and effect
Major integrations and interlocks
The fire alarm is the coordination hub for multiple building systems.
| System | Required fire response / information | Interface focus |
|---|---|---|
| SHEVS / smoke exhaust | Control and status monitoring of fans, dampers and automatic openings. | Cause/effect, feedback and firefighter override. |
| Staircase pressurisation | Start/control pressurisation fans and monitor operational status. | FFSCP switches and indications. |
| CCTV | Fire event information for camera focus/response. | Agreed protocol and event mapping. |
| Access control | Release/unlock relevant doors on fire condition. | Fail-safe logic and status confirmation. |
| Public address | Fire alarm override / emergency announcement interface. | Priority and evacuation sequence. |
| IBMS / BAS | Alarm, fault, supervisory and gas-system statuses. | BACnet/IP; inert gas also permits Modbus RTU/RS485 as stated. |
| Lifts | Fire recall/control to the stated safe level. | Interface relays and confirmation. |
| Final exit doors | Automatic opening/release and monitoring. | Door hardware, controls and fire strategy. |
| Hydrant / sprinkler | Monitor flow, pressure, valve and pump/sump status signals. | Supervisory/alarm categorisation. |
| Inert gas | First/second knock, discharged, low-pressure, fault and panel status. | Separate suppression logic plus main fire/BAS reporting. |
Create a signed interface matrix before installation
For every interface, define the initiating event, output owner, input owner, voltage/contact/protocol, normal/fail state, cable responsibility, test method and witness. This reduces disputes between the fire contractor and other service contractors.
Compliance library
Principal standards and approvals
The latest/applicable editions and local authority requirements should be confirmed during detailed design.
BS EN 54Fire detection and alarm equipmentControl panels, sounders, power supplies, heat/smoke detectors and manual call points.BS 5839-1System design and installationFire detection and alarm systems for buildings.NFPA 72Fire alarm codeFire alarm and signalling requirements.BS 5499-4Escape route signsCode of practice for escape route signing.BS 7629 / BS 6387Fire-resisting cablesLow-smoke and fire-survival cable performance.BS EN 12845Automatic sprinkler systemsDesign, installation and maintenance basis.NFPA 2001Clean agent systemsEngineered inert-gas suppression systems.EN 15004Gaseous extinguishingDesign and application requirements for gas systems.BS 7273 / BS 5839Gas actuation / detectionRelease logic and associated fire detection.CIDA / SCASri Lankan fire / E&M requirementsCIDA fire regulations and relevant specialist contractor standards cited in the tender.CMC Fire ServicesLocal authorityApproval, inspections, tests and certification.UL / FM / LPCBProduct certificationSpecified listing/certification route, or other institution approved by the Engineer.Execution roadmap
Design, approvals, testing and handover
A practical sequence distilled from the Employer's Requirements.
Review, verify and develop the design
Inspect the site, review schematic drawings/BOQ, identify additions and submit the complete technical proposal, calculations, equipment data, programme, training and commissioning approach.
Shop drawings and coordination
Prepare detailed layouts, schematics, calculations, cause-and-effect and interface details. Submit at least the stated number of copies for approval before work.
Engineer, product and fire-authority approval
Submit samples and technical literature. Obtain necessary CMC Fire Services approvals and coordinate with architectural, civil, electrical, HVAC, lift, security, PA and IBMS trades.
Approved new equipment only
Use current, defect-free equipment. Factory inspections and tests may be required, with specified costs borne by the Contractor.
Quality, protection and records
Install to approved drawings and manufacturers' requirements; maintain inspection records, red-line information and progress evidence.
Pre-commissioning and integrated testing
Pressure tests, cable/device tests, cause-and-effect, system interfaces, trial operation and all authority/Engineer witness tests.
Classroom and on-site training
Train Employer personnel before handover in routine testing, operation, maintenance, servicing and minor repairs.
Close-out documentation
Submit O&M manuals, commissioning sheets, test reports, as-built drawings and required soft copies within the stated period after Taking-Over.
Progress control
Monthly progress reports and a next-month look-ahead programme are required. Failure to revise an unacceptable programme/method statement can lead to an additional 5% retention until approval.
Handover quantities
General Employer's Requirements state: 5 O&M manuals, 5 commissioning-sheet sets, 5 test-report sets, 5 hard-copy as-builts and 5 soft-copy sets, within 30 days of Taking-Over.
Maintenance proposal
Terms and charges for a service and maintenance contract are to be submitted with the bid.
Volume 3
Indicative BOQ magnitudes
Key quantities for understanding project scale. These are not a substitute for pricing every BOQ page and design obligation.
Smoke detectors
1,260
photoelectric addressable
Manual call points
118
addressable
Sounders + strobes
191
138 sounders + 53 sounder-strobes
Sprinkler heads
6,639
calculated from floor BOQ quantities
Fire detection - selected quantities
Fire protection - selected quantities
Principal control equipment
1 FACP (minimum 10 loops), 1 Firefighter Smoke Control Panel, 2 repeater panels, 1 video display terminal, 1 main mimic and 40 floor mimic panels.
Preliminaries
The BOQ includes a provisional sum of LKR 3.8 million for insurance, alongside bonds, temporary office, utilities, storage and site security items.
Inert gas pricing
The main inert-gas system is priced as a complete design/supply/installation item, plus a testing and commissioning item. Detailed completeness remains the Contractor's responsibility.
Do not overlook
Document inconsistencies / clarification points
These are source-document issues identified during study. They should be resolved by formal clarification/addendum, not assumption.
1
Bid-validity calendar date
The document states a 119-day validity from 12.10.2020 but prints an end date of 07.02.2020, which is before the closing date. The duration and printed date conflict.
2
Bid-security calendar date
The document states 147 days from 12.10.2020 but prints an end date of 07.03.2020, also before the closing date. Confirm the intended year/date.
3
As-built soft-copy quantity
Volume 2 general handover requirements state 5 soft-copy sets, while a Volume 3 BOQ item is stated as 3 soft-copy CDs. Confirm the controlling quantity or adopt the more stringent requirement pending clarification.
4
Inert-gas zone wording
The specification wording associates the UPS room with both System 1 and System 2. Confirm the actual room zoning and whether there are separate UPS rooms/volumes.
5
Drawings and interface boundaries
Drawings are bound separately and other services are under separate contracts. Confirm all control-panel locations, interface points, cable routes, builders' work and scope boundaries against the issued drawings.
6
Standards editions / authority interpretation
The tender cites specific and “latest” standards in different places. Confirm the applicable edition hierarchy and any current CMC Fire Services requirements before detailed design.
Active recall
Flashcards and quick test
Click a flashcard to reveal its answer, then complete the ten-question test.
What is the Time for Completion?
300 days
What is the bid security?
LKR 5.7 million, unconditional and on-demand.
Who carries complete design responsibility?
The Contractor. Employer drawings/BOQ indicate minimum requirements.
Sprinkler hazard classification?
Ordinary Hazard Group III, 5 mm/min and 216 m² maximum area of operation.
Fire alarm standby duration?
24 hours standby + 30 minutes alarm.
Inert-gas design concentration?
37.5% with tender-stated ±5% tolerance.
Source map
Where to return for full detail
Use this dashboard for navigation and revision; consult the original clauses, schedules and drawings for decisions.
Administrative & contract
- Instructions to Bidders
- Conditions of Contract and standard forms
- Invitation, Bidding Data and Contract Data
- Form of Bid and A Schedules
- Qualification, security, submission and commercial terms
Employer's Requirements
- General design and execution requirements
- Fire detection and two-way communication
- Hydrant, sprinkler and extinguisher systems
- Inert-gas suppression
- Technical proposal and B Schedules
Price proposal & BOQ
- Form of Price Proposal
- Pricing preambles
- Preliminaries
- Fire detection BOQ
- Fire protection and inert-gas BOQ
- C Schedules and bidder checklists
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