07th February 1997
Vice-Chancellors of Universities
Directors of Institutes.
Directors of Affliated University Colleges
Procedure for Approval of Building Projects
This Circular has been modified by Circular No : 754
Your kind attention is invited to Commission Circular 585 of 24.09.1993. In keeping with the requirements of the Department of National Planning, the Treasury and the Financial Regulations, it has been decided that all Universities/Institutes/AUCs should adhere to the following procedure for obtaining approval for new Project Proposals.
1. The proposal of the new Project must be approved by the Council/Board of Management. After such approval the Universities/Institutes/AUCs will prepare the Project Proposal in the format approved by the Department of National Planning (Annex I) with the following additional information and submit in 03 copies to the Consultant Engineer/Construction Management Advisory Division (CMAD), University Grants Commission along with the draft Cabinet Memorandum.
• Scope of the work - (detailed breakdown of the floor area in case of a building)
• Preliminary Estimate of the Project - (Annex II)
2. All such Project Proposals will be assessed by a Committee comprising;
• Chairman/UGC,
• Secretary/UGC,
• Financial Controller / UGC
• Deputy Director General (School Works )/ Ministry of Education & Higher Education,
• Deputy Secretary(IDD) / UGC
• Consultant Engineer / UGC.
3. The Consultant Engineer will submit the project proposal with the observations of the Committee to the University Grants Commission for approval. The decision of the UGC will be conveyed to the Universities/Institutes/AUCs by the Consultant Engineer.
4. Periodically the Consultant Engineer will rank all approved projects and obtain the priority order from the UGC for the approval of the Department of National Planning/Cabinet of Ministers for the implementation of the project.
5. The Consultant Engineer will submit approved projects to the Department of National Planning through the Ministry of Education & Higher Education. It will be the responsibility of the Universities/Institutes/AUCs to follow up with the Department of National Planning to obtain approval for the Project.
6. Once the project is approved by the Department of National Planning the Consultant Engineer will take appropriate action to obtain the approval of the Cabinet of Ministers.
7. Once the approval of Cabinet of Ministers is obtained, Universities/Institutes/AUCs should take following action:
(a) Selection of Consultants
(b) Preparation of plans, Bill of Quantities and Tender Documents
(c) Calling for Tenders
(d) Selection of Contractors
(e) Monitoring of the progress
9. If the Total Estimated Cost (TEC) of a building project needs revision, all information in terms of FR 72 (Annex III) should be submitted to the Consultant Engineer for the purpose of obtaining approval from appropriate authority.
10. The Tender Boards Limits for construction contracts are;
(a) Departmental Tender Boards - all tenders up to Rs.10.0 million
(b) Ministry Tender Board - all tenders exceeding Rs. 10.0 million but not exceeding Rs. 20.0 million
(c) Cabinet appointed Tender Board - all tenders in excess of Rs. 20.0 million
11. Your kind attention is invited to Finance Circular 01/1997 of 02-01-1997 on Guidelines on Government Tender Procedure in respect of all procurement of works, services, supplies and disposal of public assets.
This Circular supersedes Commission Circular 585 of 24th September 1993
( prof.s. thilakaratna - chairman)
Cc:
- Chairman/UGC
- Vice-Chairman/UGC
- Members of the UGC
- Secretary/UGC
- Deans of Faculties
- Registrars of Universites
- Financial Controller/UGC
- Bursars of Universities
- Librarians/SAL/AL of the Higher Educational Institutions/Institutes;
- Snr. Asst.Registrars/Asst.Registrars of HEIs/Campuses
- Snr. sst.Bursars/Asst.Bursars of HEIs/Campuses
- Chief Internal Auditor/UGC
- Govt. Audit Superintendents of Universities
- Snr. Asst.Int. Auditors/Asst.Int.Auditors of HEIs
- Secretaries of Trade Unions
- Auditor-General
File No: UGC/E/6/3/6
