Procurements
Bidding opportunities, supplier registration, and awarded contracts — all in compliance with NPC Procurement Guidelines 2024
The National Procurement Commission (NPC) published new Procurement Guidelines on 25 November 2024 (Gazette Extraordinary No. 2412/01), which came into force on 1 January 2025. These guidelines replace the 2006 National Procurement Agency guidelines and all related manuals, circulars, and instructions. All procurement by this office is now governed by these new guidelines.
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Value for Money — procurement decisions must achieve the best combination of whole-life cost and quality to meet the public need.
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Transparency — all procurement actions, award decisions, and contract values must be published and accessible to the public.
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Fairness & Non-discrimination — all eligible suppliers must receive equal information and equal opportunity to bid, regardless of size or location.
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Accountability — a clear audit trail must be maintained for every procurement action, with written justification at each decision point.
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Ethics — collusion, bid-rigging, bribery, and conflicts of interest are prohibited practices subject to criminal sanction and debarment.
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e-Procurement — the 2024 guidelines introduce a framework for electronic government procurement (e-GP) to improve efficiency and reduce corruption risk.
- The National Procurement Commission (NPC) has replaced the former NPA as the constitutional authority under Article 156c of the Constitution
- e-Procurement (e-GP) framework introduced — some categories will move to the national e-GP portal (promise.lk) progressively
- New Procurement Appeal Committees at each level — unsuccessful bidders have a formal standstill period and right of appeal before contracts are signed
- Sustainability considerations added as an evaluation criterion for certain procurement categories
- Mandatory publication threshold for contract awards raised to Rs. 750 million nationally (note: DS-level contracts are published locally regardless)
- Minor Procurement Committees can now be appointed within each committee level for low-value procurements
- Full guidelines available at nprocom.gov.lk and Gazette No. 2412/01 at documents.gov.lk
The method used for any given purchase is determined by the estimated contract value. All procurement at this DS office falls under the Regional Procurement Committee (RPC) authority, which handles contracts up to Rs. 1 million. Larger contracts are escalated to the Department or Ministry level.
Works: up to ~Rs. 1 million
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Procurement Planning — the DS office prepares a Detailed Annual Procurement Plan based on the approved budget, listing all planned purchases for the year.
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Advertisement / Invitation — tenders and quotation calls are advertised on this notice board, in newspapers (for NCB), and at the district office. Registered suppliers on file are invited directly for Shopping/LNCB.
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Bid Evaluation — a Bid Evaluation Committee (BEC) of 3 members reviews bids on technical compliance and price. Bids are opened publicly at the stated time and date.
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RPC Decision — the Regional Procurement Committee reviews the BEC report and recommends a contract award. The Acceptance Committee then formally approves the award.
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Standstill Period — all unsuccessful bidders are notified before the contract is signed. A standstill period applies during which bidders may file an appeal with the Regional Procurement Appeal Committee.
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Contract & Publication — a formal contract agreement is signed. Awarded contracts are published on this notice board and at the DS office in compliance with transparency requirements.
- Bid collusion — coordinating bids with other suppliers to manipulate the outcome is a criminal offence
- Bribery & corruption — offering or accepting any inducement related to procurement is grounds for immediate disqualification and prosecution
- Conflict of interest — any officer with a financial interest in a bidder must declare it and recuse themselves immediately
- Splitting contracts — artificially dividing a procurement into smaller parts to avoid higher-level oversight is prohibited
- Debarment — suppliers found guilty of prohibited practices are blacklisted from all government procurement. The NPC maintains a public debarment register
- Report concerns to the National Procurement Commission at nprocom.gov.lk or CIABOC hotline 1954
Attempting to influence procurement decisions — whether by a supplier, a member of the public, or a political actor — is a criminal offence under Sri Lankan law. All complaints are treated in strict confidence.
Each year, typically in the fourth quarter (October–December), this office invites local and regional businesses to register as authorised suppliers for the following year. Registration qualifies suppliers to receive Invitations to Quote for Shopping and LNCB procurements — it does not guarantee any specific purchase order.
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Obtain the Supplier Registration Form from the Procurement counter at this office, or download it when the annual notice is published on this website.
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Select the supplier categories you wish to register for (see table below). A separate form and fee is required for each category.
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Pay the non-refundable registration fee of Rs. 1,000 per category at the Shroff counter at this office. Attach the original receipt to your application.
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Compile all required documents (see list on the right) and submit the complete application by Registered Post or hand-deliver it to: "Chairman, Divisional Procurement Committee, Mulatiyana Divisional Secretariat."
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The Procurement Committee evaluates applications and notifies successful registrants. Registered suppliers are then invited to quote when relevant tenders arise during the year.
- Completed Registration Form (one per category)
- Business Registration (BR) Certificate — certified true copy
- VAT Registration Certificate (if VAT-registered)
- Original Shroff receipt for the Rs. 1,000 registration fee
- NIC copy of the proprietor / authorised signatory
- For companies: Articles of Association and Board Resolution authorising the signatory
- For works/construction: CIDA registration certificate (where applicable)
- Declaration that no relative of the supplier is employed at this DS office (conflict of interest declaration)
- Bank account details for payment purposes
Suppliers who fail to submit quotations when invited three or more times, or who supply substandard goods, will be struck off the register without prior notice. Delivery credit terms are typically 30–60 days from goods receipt — ensure your business can sustain these terms before registering.
| Cat. | Category Name | Typical Items |
|---|---|---|
| C-01 | Office Stationery & Consumables | Paper, pens, files, toner, printer cartridges |
| C-02 | Office Furniture & Equipment | Chairs, desks, steel almirahs, shelving |
| C-03 | Computer Hardware & Accessories | Laptops, monitors, keyboards, UPS units |
| C-04 | Building Maintenance & Repairs | Painting, roofing, masonry, plumbing, electrical |
| C-05 | Vehicle Maintenance & Repairs | Service, tyres, spare parts for official vehicles |
| C-06 | Cleaning & Janitorial Supplies | Mops, detergents, disinfectants, refuse bags |
| C-07 | Security Services | Manned guarding for the DS office premises |
| C-08 | Printing & Publicity Materials | Official forms, signboards, banners, booklets |
| C-09 | Fuel & Lubricants | Petrol, diesel, engine oil for official vehicles |
| C-10 | Minor Civil Works | Drain repairs, fencing, road patching, community infrastructure |
ⓘ Categories and descriptions may vary annually. Confirm the full list at the time of the annual registration call.
Tender documents must be obtained from the Procurement counter at this office. Bids must be submitted before the stated closing date and time — late bids are rejected without exception under the NPC Guidelines 2024. Bids are opened publicly immediately after the closing time.
| Tender Title | Reference No. | Method | Closing Date | Document |
|---|---|---|---|---|
| Annual Supplier Registration 2026 | WDS/PROC/2026/01 | Registration | See notice | Download PDF |
| Repair of DS Office Roof | WDS/WORKS/2026/04 | Shopping | See notice | Download PDF |
This table is updated when new tenders are issued. All active tenders are also posted on the physical notice board at the DS office main entrance. For NCB tenders, advertisements will appear in Sinhala and English newspapers. Tender documents may not be collected after the stated sale-closing date.
Bid validity: Your bid must remain valid for the period stated in the bidding documents (typically 60–90 days from the closing date). Withdrawing a bid within this validity period may result in forfeiture of your bid security. All bids must include a Non-Collusion Declaration as required by the NPC Guidelines 2024.
Under the NPC Procurement Guidelines 2024, this office is required to publish contract award details for all procurements. This promotes public accountability and enables taxpayers to verify that public funds are spent appropriately.
| Project / Item | Reference No. | Awarded To | Contract Value | Status |
|---|---|---|---|---|
| tbu | tbu | — | — | tbu |
| tbu | tbu | — | — | tbu |
ⓘ Full details including awarded supplier names and contract values are maintained on the physical notice board at this office and in the Procurement file available for public inspection upon written request.
Any member of the public may request to inspect the full procurement file for any awarded contract at this office. Submit a written request at the Procurement counter. Files are available during office hours under the Right to Information Act No. 12 of 2016.
Legal entity: Applicants must be a registered business (Sole Proprietorship, Partnership, or Private Limited Company) with a valid and current Business Registration (BR) certificate issued by the Registrar of Companies or local authority.
Geographic preference: While applications are open to all Sri Lankan businesses, preference may be given to suppliers within the Matara District for perishable goods and urgent maintenance services, all else being equal.
Financial standing: Suppliers must be able to provide goods or services on credit terms of 30–60 days from the date of delivery and goods receipt note (GRN). Proof of financial capacity may be requested for higher-value categories.
No conflict of interest: An applicant is ineligible if a close relative of the proprietor, partner, or director is employed at the Mulatiyana DS office in a procurement-related role. A signed declaration is required.
Non-refundable fee: A registration fee of Rs. 1,000 per category must be paid at the Shroff counter. The original receipt must be attached to the application — photocopies are not accepted.
Submission: Complete applications must be submitted by Registered Post or hand-delivered to the "Chairman, Divisional Procurement Committee, Mulatiyana Divisional Secretariat." The envelope must be clearly marked with the category number(s).
Deadline is firm: Applications received after the stated deadline will not be considered, regardless of postal delays. Hand-delivery before 3:00 pm on the closing date is recommended.
The Procurement Committee reserves the right to accept or reject any application based on past performance, adequacy of documentation, financial standing, and legal compliance. The committee's decision is final.
Registration does not guarantee contracts. It qualifies the supplier to receive Invitations to Quote (ITQ) when relevant purchases are planned. Purchase orders are issued only after a competitive quotation process.
The committee may require samples of goods prior to registration. Samples are not returned and no compensation is paid for them.
Quality assurance: All goods supplied must meet the specifications in the purchase order. Substandard items will be returned at the supplier's cost. Repeated failures will result in removal from the register.
Timely delivery: Failure to deliver by the agreed date without written notice is grounds for termination of the purchase order and removal from the approved supplier list.
Debarment / blacklisting: Under NPC Procurement Guidelines 2024 (Chapter 10), suppliers who engage in collusion, bribery, delivery of counterfeit goods, or other prohibited practices will be blacklisted from all government procurement nationwide, not just this office. The NPC maintains a public debarment register.
These terms are subject to change annually. Always read the specific Terms & Conditions published with each year's registration notice, as they take precedence over this general summary. The NPC Procurement Guidelines 2024 apply in full to all procurement actions at this office.
Procurement Enquiries — Mulatiyana DS
Visit the Procurement counter at this office for tender documents, supplier registration forms, and to request access to procurement files.
