Procedure for the Implementation of the Major Capital Projects
(Construction)

A. Identifying the need for a building project or major capital projects as per the
approved Master Plan for the Faculty or Department of the University
concerned.

B. Make sure that the project was recommended by the UGC under Medium
Term Program for the improvement / enhancement of the infrastructure
facilities of the Universities.

C. Preparation of the Project Proposal for the Building Project or Major Capital
Project

D. Obtaining the signature of the Vice Chancellor and forwarded the project
proposal to UGC

E. Coordinate the approval process by UGC, Ministry of Higher Education and
Highways and Department of National Planning and provide the necessary
clarification if required

F. Submission of Project Proposal to MOHE by the UGC
. Obtain approval from the Department of National Planning

G. Preparation of Cabinet Memorandum in all three languages (More than
20 Mn. Projects)

H. Submission of Cabinet Memorandum to the Cabinet of Ministers for its
approval

I. Obtaining-Cabinet approval for the implementation of the Project

J. Implementation of the Project
If the Project has approved as BOQ type contract
* Selection of Consultant through proper procurement process
* Preparation of design of the building by the consultant as per the
requirement of the user department and the approved estimated cost of
the building project
* Preparation of the Bidding document and detail Bill of Quantities for
the Building Project
If the project has approved as Design and Built type contract
* Selection of Consultant to prepare the bidding document through
proper procurement process
* Preparation of the Design and Built type Bidding document Project

K. Obtaining the recommendation of the relevant Technical Evaluation
Committee (TEC) for the Bidding Document

L. Obtaining the approval for bidding documents from relevant Procurement
Committee to invite the bids (DPC/ MPC/ SCAPC)
M. Inviting the bids by open paper advertisement and issuing of bidding
documents to interested bidders

N. Closing of bids and bid opening by bid opening committee

O. Arranging TEC meeting for obtaining recommendation for
the award of contract

P. Forwarding the TEC recommendation to relevant Procurement Committee for
the approval to award the contract

Q. Award of Contract to the successful Bidder based on the recommendation of
the Technical Evaluation Committee and upon the approval of relevant
Procurement committee

R. Signing the agreement with the contractor by obtaining the relevant
performance security

S. Raise the payment vouchers to Advance payment and Interim Payments upon
the recommendation of the Engineer and sent for the approval. 

Procedure for the Implementation of the Rehabilitation Projects
(Improvement)

A. Identifying the need for the project

B. Preparation of the cost estimate with a detailed Bill of Quantities for the
work (By maintenance Division)

C. Obtaining recommendation the Land and Building Management
Committee of the University for the Project

D. Preparation of the Bidding Document and detailed Bill of Quantities for the
Project (By maintenance Division)

E. Appointment of Technical Evaluation Committee
(TEC)

F. Obtaining the recommendation of the Technical Evaluation Committee
(TEC) for the Bidding Document

G. Obtaining the recommendation of the Department Procurement
Committee for the Bidding Document for invitation for Bids (for more than 10
Mn valued projects)

H. Inviting the bids and issuing of bidding documents to interested bidders

I. Closing of bids and bid opening by bid opening committee

J. Checking arithmetical corrections and preparing the draft schedules for the
received bids

K. Arranging TEC meetings for obtaining recommendation for
the award of the contract

L. Forwarding the TEC recommendation to the relevant Procurement Committee for
the approval to award the contract

M. Award of Contract to the successful Bidder based on the recommendation of
the Technical Evaluation Committee and upon the approval of Procurement
committee

N. Signing the agreement with the contractor by obtaining the relevant
performance security

O. Raise the payment vouchers to Advance payment and Interim Payments upon
the recommendation of the Engineer

P. Arranged the Final Payment TEC meetings for Practical Completion Payments
and Raise the payment vouchers
Q. Release the Retention upon the recommendation of the Engineer