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- The Chairman of the Department Procurement Committee (DPC) on behalf of the Department of National Archives of Sri Lanka (SLNA) invites sealed bids from eligible and qualified bidders for the Procurement of Service of a Systems Integrator to Establish a Trusted Digital Repository at the National Archives.
- SLNA invites bids from eligible firms that are willing to undertake providing a comprehensive solution for managing a trusted digital repository infrastructure with unparalleled flexibility, scalability, and cost-effectiveness, and installation and data migration of latest stable versions of AtoM, Archivematica, Koha and DSpace software whereby the National Archives seeks to focus on its core mission of preserving and providing access to the informational and evidential landscape of the country in the digital age, while streamlining operations to meet evolving needs in archives and records management.
- Bidding will be conducted through the National Competitive Bidding (NCB) Two Envelope Method specified in the Government National Procurement Guidelines 2024 and are opened to all eligible bidders as defined in the said Guidelines.
- The Intended Service Period is 1825 days.
- Bidders must meet the following minimum eligibility and qualification criteria for the contract award:
5.1 Valid business registration in Sri Lanka (or an undertaking to register a local branch/entity prior to contract signature, if the bidder is foreign); VAT/tax registration.
5.2 Not under a current debarment or blacklisting by the Government of Sri Lanka or any multilateral development agency; signed declaration of no conflict of interest.
5.3 Audited financial statements for the last 3 years demonstrating a minimum average annual turnover LKR 700 million and the Bidder must demonstrate access to, or availability of, financial resources such as liquid assets, unencumbered real assets, lines of credit, and other financial means, other than any contractual advance payments to meet the cash-flow requirement of LKR 600 million.
5.4 Bidder should have General Experience in Information Technology Contracts in the role of contractor, subcontractor or management contractor during at least the last five 5 years prior to the bid submission deadline;
5.5 Specific Experience in contract of similar nature: Bidder/JV Partner should have implemented and currently maintaining two (2) similar services including supply and installation of storage systems during the last 5 years valued at minimum LKR 250 million, prior to the bid submission date. Bidder/JV Partner should also have two (2) completed implementations of Archivemat-ica and AtoM more than a value of 100 million LKR in a government or institutional archival environment within the past five (5) years.
5.6 Where bidding as a Joint Venture / Consortium: a signed JV agreement identifying a single Lead Partner with full contractual accountability to SLNA, and a clear statement of which part-ner delivers which component (e.g. data-centre facilities, software implementation, security operations).
5.7 Manufacturer's / Principal's Authorization (in lieu of JV membership): Where a specialist soft-ware or hardware component is developed, owned, or primarily maintained/commercially supported by a party that is unwilling to join the bid as a formal JV/Consortium partner (for example, the principal maintainer/commercial support provider of Archivematica and AtoM), the bidder may instead submit, for each such component, a signed Manufacturer's/Principal's Authorization Letter (MAF) issued directly by that Original Equipment Manufacturer (OEM) or Principal Support Provider, on its letterhead and specific to this contract reference number, confirming: (i) authorization for the bidder to quote, supply, implement, and support the named product for this specific contract; (ii) the OEM/Principal's commitment to provide prin-cipal-level technical support, escalation, patches/updates, and problem resolution to the bid-der; and (iii) where the bidder intends to rely on the OEM/Principal's own project experience for technical scoring under Criteria A–D of Section III of the bid document, the OEM/Principal's written consent to that reliance. The Lead Bidder (or single bidder) remains solely and fully accountable to SLNA for all obligations under the contract, including those delivered through an OEM/Principal relationship; a Manufacturer's/Principal's Authorization Letter does not cre-ate any direct contractual relationship or liability between SLNA and the OEM/Principal.
5.8 Signed declaration of compliance with the data-sovereignty requirement in Section 6.8.1 of the bid document (all copies of data held within Sri Lanka at all times).
5.9 Signed Statement of Compliance covering every item in Section 6.4 of the bid document, with "Yes"/"No" stated against every row.
5.10 Complete Technical Proposal addressing every requirement of Section 6.3, and complete Financial Proposal in the format of Section IV (Price Schedules) of the bid document, submitted as two separately sealed envelopes.
6. Interested eligible bidders may examine reference specimen copies of the bidding documents from www.archives.gov.lk. Further information may be obtained from Information and Communication Technology Officer, Mr. H.M.U. Herath, Tel. No. 0714454260, e-mail itofficer1@archives.gov.lk.
7. Prospective bidders should purchase a complete set of Bidding Documents on the submission of a written application on a business letterhead, to the address, Department of National Archives, No 07, Philip Gunewardena Mawatha, Colombo 07 from 0900 hrs to 1500 hrs on working days during the period from 07.10.2026 to 29.10.2026 and upon payment of a non-refundable fee of Sri Lankan Rupees Fifty Thousand (LKR 50,000.00) in cash. All interested parties are informed that all documentation shall be in the English Language.
8. The pre-bid meeting will be held on 15.10.2026 at 10.30 hrs. at the Conference Room of the Department of National Archives, No. 07, Philip Gunawardena Mawatha, Colombo 07. Bidders who expect to participate in the pre-bid meeting shall submit the details of the participants (Name, NIC No, Company and position) to Information and Communication Technology Officers, Mr. H.M.U. Herath, Tel, No. +94714454260, e-mail itofficer1@archives.gov.lk 3 working days prior to the meeting.9. Bid shall be valid up to 25.02.2027 (119 days from the date of closing of bids)
a) All Bids must be accompanied by a Bid Security in the form of Bank Guarantee of not less than Sri Lankan Rupees six million (LKR 6,000,000.00), which shall be valid up to 25.03.2027 (147 days from the date of closing of bids).
b) Sealed bids shall be deposited in the bid box placed at the Conference Room of the address below on or before 1400 hours on 29.10.2026. Electronic Bidding will not be permitted. Late Bids will be rejected. Bids will be opened soon after the bid closing in the presence of the Bidders’ representatives.
Director General National Archives,
Department of National Archives,
No 07, Philip Gunawardhana Mawatha, Colombo 07.
Date: 07.10.2026
