VAVUNIYA CAMPUS OF THE UNIVERSITY OF JAFFNA SRILANKA BID DOCUMENT FOR PROVIDING CLEANING & JANITORIAL SERVICES 27/28 Issued to:. Date:. Assistant Registrar, Administration ADMINISTRATION BRANCH Page 0 of 33
CONTENTS No. Document Page No. 02 Contents 1 Invitation for Bid 2 03 Instruction to Bidders 3-5 04 Conditions of Bids 6-8 05 Declaration 9 06 Application form 10 07 Summary Sheet of BOQ 11-12 08 Schedule 1 Bill of Quantities for Cleaning & Janitorial Services of the Vavuniya Campus of the University of Jaffna. 13-26 09 Schedule 2 Schedule of Workforce proposed for the Cleaning and Janitorial Service 27-28 10 Schedule 3 Schedule of Plants and Equipments 29 11 Schedule 4 Proposed Wages according to Wages Boards Ordinance 30 12 Specific Items To Be Used For The Cleaning 31 13 Form of Bid Security 32 Page 1 of 33
Vavuniya Campus of the University of Jaffna, Sri Lanka Invitation for Bids Cleaning and Janitorial Services 27/28 The Chairman of the Regional Procurement Committee, on behalf of the Vavuniya Campus of the University of Jaffna invites sealed bids from the competent registered Business Organizations, having minimum of three years exience in providing Cleaning and Janitorial Service, to provide the Cleaning and Janitorial service for Vavuniya Campus of the University of Jaffna, at two locations; Vavuniya Town and Pambaimadu up to 3.00 pm on 28.09.27. Bids received will be opened soon after the closing of bids at 3.00 pm on 28.09.27 at the Board Room of the Vavuniya Campus of the University of Jaffna, Park Road, Vavuniya. Bidder or an authorized representative is allowed to be present at the time of opening of bids. Bidding documents could be purchased from 11.09.27 to 22.09.27 between 09.00 a.m to 2.30 p.m on working days from the office of the Assistant Registrar, Administration of the Vavuniya Campus of the University of Jaffna, Park Road, Vavuniya on producing the receipt for the cash payment of a non-refundable fee of Rs.2,000/- made to the Shroff of the Vavuniya Campus, or application forms could be downloaded from the Vavuniya Campus website (http:www.vau.jfn.ac.lk) and should submit the completed document by accompanying the payment of non-refundable fee of Rs.2,000/- paid to any branch of the Bank of Ceylon by using the Bank of Ceylon cash deposit slip drawn in favour of Vavuniya Campus of the University of Jaffna in the Bank of Ceylon Account No. 0002364602 (Vavuniya Branch). Pre-BID meeting is scheduled to be held on 20.09.27 at 10.00 am at the Board room of the Vavuniya Campus. Perfected sealed bids marked as Bid for the provision of Cleaning and Janitorial service 27/28 for Vavuniya Campus on the top left hand corner of the envelope in duplicate should be addressed to Chairman, Regional Procurement Committee, Vavuniya Campus of the University of Jaffna, Park Road, Vavuniya and should reach Vavuniya Campus on or before 3.00 p.m on 28.09.27 by registered post OR placed in the bid box kept in the Administration Branch of the Vavuniya Campus, Park Road, Vavuniya. Bidders are advised to visit each location before quoting prices. If you need any clarification, may contact the Assistant Registrar, Administration T.P. No: 024-222 3316. Chairman, Regional Procurement Committee, Vavuniya Campus of the University of Jaffna, Park Road, Vavuniya. 07.09.27 Page 2 of 33
INSTRUCTIONS TO BIDDERS 1. The employer Name Address : The Rector, Vavuniya Campus : Vavuniya Campus of the University of Jaffna, Park Road, Vavuniya 2. Locations Park Road Premises (Vavuniya Town) 1. Administration Section (Administration Branch, Establishment Branch, Rector s Office, Board Room, Auditorium, University Medical Officer s Room and Canteen) 2. Finance Branch (Office and Store) 3. Examination Branch 4. IT Laboratory 5. EBL, ECL Laboratories 6. Library Faculty of Applied Science (Vavuniya Town) 7. Faculty of Applied Science, Kurumankaadu 8. Department of Physical Science, Inner Circular Road Residential Area, Pambaimadu 9. Female Hostel I 10. Female Hostel II 11. Female Hostel III 12. Male Hostel 13. Information Technology Center 14. Sports Complex 15. Canteen for Female Students 16. Canteen for Male Students Academic Area, Pambaimadu 17. Faculty of Applied Science, Dean s Office Block 18. Faculty of Applied Science, Students Common Hall 19. Faculty of Applied Science Lecture Hall 20. Faculty of Applied Science Information Technology Laboratory 21. Faculty of Applied Science, Canteen Page 3 of 33
22. Faculty of Business Studies, Dean s Office Block 23. Faculty of Business Studies, Students Common Hall 24. Faculty of Business Studies, Balakrishnan Block 25. Faculty of Business Studies, Auditorium 26. Faculty of Business Studies, Lecture Hall 27. Faculty of Business Studies, Laboratory 28. Faculty of Business, Studies Canteen 29. Library 30. ELTU 31. Students and Staff Service and Maintenance Branch 32. Student Washrooms in front of Maintenance Branch and rear area 3. Description of work The work consist of carrying out all type of cleaning, janitorial, removal and disposal of garbage out of the premises and other associated works especially grass cutting in the Academic and Residential Area at Pampaimadu premises, in all the locations mentioned above. 4. Pre-BID meeting is scheduled to be held on 20.09.27 at 10.00 am at the Board room of the Vavuniya Campus. Bidders should visit and inspect the premises by prior appointment with the respective Administrative Officers; Deputy Registrar/Senior Assistant Registrar/Assistant Registrar/Assistant Bursar and fully acquaint themselves with the details, nature and requirements of the proposed work and quote all inclusive rates. No claims for extras and extensions of time will be entertained on the places of lack of such knowledge. 5. Intended iod of contract is 365 days from 1 st December 27 (12 months) subject to 90 days (3 months) of formance evaluation iod from the date of commencement of work. 6. The registration required is Company s Act or Registration Business Ordinance. Certified copies of valid registration certificate should be attached to the Bid. 7. The certified documentary evidence for the followings should be provided with Bid; Legal Status (Sole proprietor, Partnership, Company etc.) Total monetary value of cleaning service contracts formed for each of the last 3 years (24, 25, and 26). Page 4 of 33
Exience in cleaning service works of a similar nature and size in a government department/ corporation/ University. Certified copies of acknowledgements for such completed works should be attached to the Bid. Proof for employing at least 15 trained and exienced Sri Lankan staff over the iod of last three years (24, 25, and 26) for which proof to be provided by way of list of employees on the certified copies of C-Return of EPF and R-Return of ETF contributions paid at least for last three years. Any other details if relevant. 8. Required qualifications of Bidders Average of annual volume of cleaning service contracts formed in the last 3 years should be at least Re. 3.0 million. Exience in the cleaning services of at least one cleaning service contract in a Government department/ corporation/ University where the annual contract sum is not less than Rs. 2.0 million over the iod of last three years. Should be able to mobilize at least the minimum labour force thoroughly familiar with all types of cleaning works in buildings and other areas as indicated in the schedule 1. Should be able to make available all equipment/ items agreed in Schedule 3 for inspection at the premises at least one day prior to the commencement of work Should be able to pay the wages for all Janitorial staff as wages Board s Ordinance including EPF and ETF contributions and overtimes as applicable. 9. Vavuniya Campus will not contribute EPF, ETF or any payments to the employees employed by Security Agencies. However the Agency must comply with the existing labour laws and monthly submit the EPF and ETF statement along with the monthly invoice. 10. Employer s address for the purpose of clarification Assistant Registrar (Administration), Vavuniya Campus Tel: 024 222 3316 Fax: 024 222 2264 11. The language of the Bidding documents should be in English. 12. The VAT component should not be included in the rates. The amount written in the form of Bid should be without VAT. However, VAT component should be given in the given format. 13. Contract Name: Provision of Cleaning & Janitorial Services for Vavuniya Campus of the University of Jaffna 27/28 Page 5 of 33
CONDITIONS OF BIDS FOR CLEANING AND JANITORIAL SERVICES OF THE BUILDINGS OF THE VAVUNIYA CAMPUS OF THE UNIVERSITY OF JAFFNA Application 1. Duly completed and signed Bids must be submitted on forms issued by the Vavuniya Campus. 2. Any bid which is not in conformity with any or all of the conditions and instructions given herein is liable to be rejected. 3. Bidders must satisfy themselves before submission of bid that the required materials (disinfectant etc.) and equipment (broom stick, mop & Vacuumed cleaner etc.) are available. 4. No consideration will be given to the selected Bidder for failure to carry out the contract for reasons of non availability of materials and equipment. 5. No alternation should be made in the Bid or in the other documents annexed thereto. All alterations and erasures of particulars filled in by the contractor in the Bid should be initiated by him. 6. The original and duplicate of Bid with all supporting documents annexed must be enclosed separately and enveloped or packaged and marked respectively on the top left hand corner. Bid for the Cleaning and Janitorial service for Vavuniya Campus Original and Bid for the Cleaning and Janitorial service for Vavuniya Campus Duplicate. 7. Both such envelopes and packages should be enclosed in one securely sealed cover marked Bid for the Cleaning and Janitorial service for Vavuniya Campus and addressed to the Chairman, Regional Procurement Committee, Vavuniya Campus of the University of Jaffna, Park Road, Vavuniya. 8. Bids shall either be reached by registered post to the Chairman, Regional Procurement Committee, Vavuniya Campus of the University of Jaffna on or before 3.00 p.m on 28.09.27. Or Be deposited in the Bid box at the office of the Assistant Registrar Administration before 3.00 p.m on 28.09.27. Page 6 of 33
9. The Bids will be opened at 3.00 p.m on 28.09.27. 10. Bids received after the specified time on the due date will be rejected. 11. The Bidder or his one authorized representative may be present at the opening of Bids. 12. The Bids should be firm and subject to no variations. 13. The Vavuniya Campus Regional Procurement Committee / Jaffna University Departmental Procurement Committee reserves the right to reject any or all of the Bids and it will not bound in any way to accept any Bid. General Conditions and Services 1. Bidder whose bid is accepted shall be required to furnish a formance security in a sum of 10% of the full value of the Bid (annual amount) issued by a reputed Bank, such security shall be furnished within 14 days of award of Bid, in favour of Rector, Vavuniya Campus. 2. The Bidder shall furnish a Bid Security in favor of the Vavuniya Campus of the University of Jaffna to the value of not less than one centage (%) on bid amount along with the fected bids obtained from a recognized Commercial Banks in Sri Lanka valid for a iod of 120 days from the date of closing of Bid, in favour of Rector, Vavuniya Campus. The above Bid Security should be submitted with the original bid. 3. The Bidder whose bid is accepted should make arrangement to appoint a Suvisor. The Suvisor should work during office hours under the direction and instruction of Suvisor (Maintenance) of Vavuniya Campus. 4. The number of janitors can be decided by the selected bidder as the work load but should provide the minimum requirement of male and female janitors in the specified locations as the schedule 2. At least one janitor should work during office hours at each location (till 4.30). 5. The cleaning and janitorial work should be done internal and external work in all five working days of the week. On Saturdays, Sundays and public holidays, if the office is open cleaning work (internal & external) should be done otherwise cleaning work can be completed with the external work. Page 7 of 33
6. Though the office time commences at 8.00 am, the selected bidder is expected to do the cleaning in certain areas before this time. However a flexible time could be arranged in consultation with the officer in charge for the sections. 7. All Janitors should be in uniform and possess suitable identity card and produce it to the authorized officer and the security officer in the Campus if required to do so. 8. The Campus will provide all water and electricity required for the execution of the works. 9. Payments will be made on the recommendations of the respective Heads of the departments/ divisions. 10. The contractor is expected to full fill the description of works as described in the BOQ. If they fail to full fill any part of the work, proportionate amount will be deducted from the payment of the particular month. Further, if the work is not suvised proly the payment for the suvisor also will be deducted. Number of Janitors in a location should be maintained the minimum requirement and payment will be deducted for absent of Janitors. 11. All janitors should be good character and moral conduct. 12. The damages caused by the janitors while forming the duties will be deducted from the monthly payment of the selected bidder. 13. If the services of the selected bidder are not satisfactory, the Campus has the right to terminate their service by giving three months prior notice. 14. If any bidder is not registered for VAT he/she should indicate the net value of the bid. Under this category, bidders should obtain and attach a letter from the Commissioner, Department of Inland Revenue certifying that the company has not been registered for VAT. 15. Selected bidder should be undertaking cleaning of all waste water inner blocks, drainage line blocks, manhole etc. up to the Pit and minor repairs immediately. Actual cost will be reimbursed as approved by the Rector of the Vavuniya Campus. Page 8 of 33
Declaration I am aware that the condition of governing the submission and the acceptance of the bid are as specified above. Signature of Bidder:---------------------------------- Rubber Stamp: -------------------------------------- Date: Page 9 of 33
APPLICATION FORM FOR CLEANING AND JANITORIAL SERVICES 1. Name of the Company : 2. Sole Procurement : 3. Address : 4. Telephone No. : 5. VAT Registration No. : 6. Business Registration No : 7. Contract No : 8. Company EPF No : 9. Exience if any (Please attached relevant documents) S. No Place From To Years 10. VAT Registration No (if available): Signature:--------------------------- Date:----------------------------------- Page 10 of 33
Vavuniya Campus of the University of Jaffna Cleaning & Janitorial Services Summary Sheet of BOQ No. Name of place / Location month Park Road Premises Administration Section (Administration Branch, Establishment Branch, Rector s Office, Board Room, Auditorium, University Medical Officer s Room and Canteen) 02 Finance Branch (Office and Store) 03 Examination Branch 04 IT Laboratory 05 EBL, ECL Laboratories 06 Library at Park Road Building Faculty of Applied Science Building 07 Faculty of Applied Science, Kurumankaadu, Vavuniya 08 Department of Physical Science Complex, Inner Circular road Complex Residential Area, Pambaimadu 09 Female Hostel I 10 Female Hostel II 11 Female Hostel III 12 Male Hostel 13 Information Technology Center 14 Sports Complex 15 Canteen for Female Students 16 Canteen for Male Students Academic Area, Pambaimadu 17 Faculty of Applied Science, Dean s Office Block 18 Faculty of Applied Science, Students Common Hall 19 Faculty of Applied Science Lecture Hall 20 Faculty of Applied Science Information Technology Laboratory 21 Faculty of Applied Science, Canteen 22 Faculty of Business Studies, Dean s Office Block 23 Faculty of Business Studies, Students Common Hall 24 Faculty of Business Studies, Balakrishnan Block 25 Faculty of Business Studies, Auditorium Page 11 of 33
26 Faculty of Business Studies, Lecture Hall 27 Faculty of Business Studies, Laboratory 28 Faculty of Business, Studies Canteen 29 Library 30 ELTU 31 Students and Staff Service and Maintenance Branch 32 Student Washrooms in front of Maintenance Branch and rear area Monthly Total Annual excluding VAT VAT % Annual including VAT Total (in words) including VAT year--------------------------------------------------------------- -------------- ------------------------------------------------------------------------------------------------------------------------------- ------------------------------------------------------------------------------------------------------------------------------- ----------------------------------------------------------------- Name : -------------------------------------------------------------------------------------------- Signature:---------------------------------------------------------------------------------------- Rubber Stamp ---------------------------------------------------------------------------------- Page 12 of 33
Schedule 1 Bill of Quantities for Cleaning & Janitorial Services of the Vavuniya Campus of the University of Jaffna Park Road premises Contract Period: One () Year. Administration Section (Administration Branch, Establishment Branch, Rector s Office, Board Room, Auditorium, University Medical Officer s Room and Canteen) WASH ROOM - Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex, using specific calcium stain remover. 02 Internal Sweeping Two times day 03 Cleaning the carpeted areas using the vacuum cleaner Once in a week 04 Cleaning, Sweeping & Mopping the common places (including yard) 05 Cleaning and sweeping the premises 06 Keeping the surrounding environment clean (cutting the grass and small bushes and External Drainage cleaning) 07 Cutting grass and small bushes and removing the garbage between External roads and boundary 08 Watering and maintaining the plants, Trees, flower beds and pots. 09 Removing the dry leaves and dust in the gutters and external side of the roofs. Once in a month Once in two days Once in a month 10 Washing the curtains. Once in a month 11 Washing/mopping the floors using disinfectants. Once in two weeks 12 Cutting grass and small bushes and removing the garbage between External roads and boundary Once in a month 13 Cleaning the overhead water tank Once in a month 14 Cleaning the canteen dining area 15 Cleaning Medical Officer s Room Page 13 of 33
02. Finance Branch (Office and Store) WASH ROOM - Cleaning, washing & disinfections of wall, floors, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings, using specific calcium stain remover. 02 Cleaning the carpeted areas using the vacuum cleaner - office Internal Cleaning, Mopping, Sweeping & Dusting of Stores & 03 Records Room Two times day Once in a week Once in a week 03. Examination Branch Cleaning, Sweeping & Mopping the common places; Stair case to the 1 st floor, Waiting area 02 Internal Sweeping, Dusting and Cleaning the furniture 03 Washing/mopping the floors using disinfectants -Office Once in two weeks 04. IT Laboratory Cleaning the carpeted areas using the vacuum cleaner Once in a week 05. EBL, ECL Laboratories WASH ROOM -Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes, using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex, using specific calcium stain remover (1 st Floor). Two times day 02 Internal Sweeping 03 Removing the dry leaves and dust in the gutters and external side of the roofs. 04 Washing/mopping the floors using disinfectants. Once in a month Once in two weeks 06. Library Page 14 of 33
WASH ROOM - Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium Two times day deposits in the ceramic fittings in the complex, using specific calcium stain remover (Ground Floor). 02 Internal Sweeping 03 Washing/ mopping the floors using disinfectants. Once in two weeks 04 Washing the curtains. Once in a month Faculty of Applied Science Buildings 07. Faculty of Applied Science at Kurumankaadu, Vavuniya. WASH ROOM - Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. 02 Internal sweeping and/ Mopping in the office, and laboratories. 03 Cleaning the carpeted areas using the vacuum cleaner 04 05 Cleaning, Sweeping & Mopping the common places (including student common room and yard) Keeping the surrounding environment clean (cutting the grass and small bushes) Two times day Once in a week Once in Two 06 Watering and maintaining the plants, Trees, flower beds and pots. days 07 Removing the dry leaves and dust in the gutters and external side of the roofs. 08 Washing the curtains. Once a month 09 Cutting grass and small bushes and removing the garbage between External roads and boundary Once in a month 10 Cleaning the canteen dining area 11 Cleaning the over head water tank Once a month 08. Department of Physical Science Complex, Inner Circular road Complex Page 15 of 33
WASH ROOM - Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. 02 Internal Sweeping and/ Mopping 03 Cleaning the carpeted areas using the vacuum cleaner 04 05 Cleaning, Sweeping & Mopping the common places (including student common room, yard and access lane to the premises) Keeping the surrounding environment clean (cutting the grass and small bushes, and External Drainage) 06 Watering and maintaining the plants, Trees, flower beds and pots. 07 Removing the dry leaves and dust in the gutters and external side of the roofs. Two times day Once in a week Once in two days Once a month 08 Washing the curtains Once a month 09 Cleaning the overhead water tank Once a month 10 Cleaning the canteen dining area Residential Area, Paambaimadu 09. Female Hostel I 02 WASH ROOM - Cleaning, washing & disinfections of wall, floors, bowls, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. Cleaning, Sweeping & Mopping the common places & corridors (Including the yard) Two times day 03 Disposal of sanitary napkins from the premises 04 Watering and maintaining the plants, Trees, flower beds and Once in two pots. days 05 Cleaning the overhead water tank Once a month Keeping the surrounding environment clean Cutting the grass 06 and small bushes 15m from the building, and clean the external drainage 10. Female Hostel II Page 16 of 33
02 03 Cleaning, washing & disinfections of wall, floors, bowls, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. Internal Sweeping, Dusting, Mopping, Cleaning and washing the floor, furniture Cleaning, Sweeping & Mopping the common places & corridors (Including the yard) Two times day 04 Disposal of sanitary napkins from the premises 05 Watering and maintaining the plants, Trees, flower beds and pots. Once in two days 06 Cleaning the overhead water tank Once a month Keeping the surrounding environment clean Cutting the 07 grass and small bushes 15m from the building, and clean the external drainage Canteen Internal sweeping (morning only), removal of 08 garbage, cleaning & washing wash basin, cleaning internal drainage 11. Female Hostel III 02 03 Cleaning, washing & disinfections of wall, floors, bowls, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. Internal Sweeping, Dusting, Mopping, Cleaning and washing the floor, furniture Cleaning, Sweeping & Mopping the common places & corridors (Including the yard) Two times day 04 Disposal of sanitary napkins from the premises 05 Watering and maintaining the plants, Trees, flower beds and pots. Once in two days 06 Cleaning the overhead water tank Once a month Keeping the surrounding environment clean Cutting the 07 grass and small bushes 15m from the building, and clean the external drainage Page 17 of 33
12. Male Hostel 02 03 WASH ROOM - Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. Cleaning, Sweeping & Mopping the office and common places & corridors Watering and maintaining the plants, Trees, flower beds and pots. Two times day Once in two days 04 Cleaning the overhead water tank Once in a month Keeping the surrounding environment clean Cutting the 05 grass and small bushes 15m from the building, and clean the external drainage Canteen Internal sweeping (morning only), removal of 06 garbage, cleaning & washing wash basin, cleaning internal drainage 13. IT Center Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. 02 Internal Sweeping, Dusting, mopping and Cleaning the furniture and glass fittings 03 Cleaning the electrical & electronic equipments Once in a week 04 Cleaning and sweeping the external premises (yard and access road) 05 Watering and maintaining the plants, Trees, flower beds and pots. Once in two days 06 Cleaning the all internal roads and cutting the grass and small bushes 5m from the roads. Once in a week 07 Keeping the surrounding environment clean Cutting the grass and small bushes 15m from the building, and clean the external drainage 14. Sports Complex Page 18 of 33
WASH ROOM - Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. 02 Internal Sweeping, Mopping & Dusting at the Office Internal Sweeping, Mopping & Dusting at the indoor stadium floor Twice a week 03 Watering and maintaining the plants, Trees, flower beds and pots. 04 Removal of garbage 05 Keeping the surrounding environment clean Cutting the grass and small bushes 15m from the building, and clean the external drainage Academic Area Pambaimadu 15. Faculty of Applied Science Dean s Office Block 02 03 04 05 06 Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. Internal Sweeping, Mopping, Dusting and Cleaning the furniture Cleaning and sweeping the external premises (yard, access roads) Watering and maintaining the plants, Trees, flower beds and pots. Cleaning the all internal roads and cutting the grass and small bushes 5m from the roads. Removing the dry leaves and dust in the gutters and external side of the roofs. Two times day Once in two days Once in a week Once a month 07 Cleaning the all over head water tanks Once a month 08 Keeping the surrounding environment clean Cutting the grass and small bushes 15m from the building, and clean the external drainage 09 Canteen Internal sweeping (morning only), removal of garbage, cleaning & washing wash basin, cleaning internal drainage 10 Canteen - Keeping the surrounding environment clean Cutting the grass and small bushes 15m from the building, and clean the external drainage 16. Faculty of Applied Science Common Hall Page 19 of 33
Internal sweeping, dusting and cleaning the furniture 02 Removing the dry leaves and dust in the roofs Once a month Keeping the surrounding environment clean Cutting the 03 grass and small bushes 15m from the building, and clean the external drainage 17. Faculty of Applied Science Lecture Hall Internal Sweeping, Dusting and Cleaning the furniture 02 Mopping the lecture hall using disinfectants Once in a month 03 Cleaning and sweeping the external premises (yard and access road) 04 Cleaning the windows, doors and dusting the walls Ceiling and interior roofs Once in a week 05 Watering and maintaining the plants, Trees, flower beds and pots Once in two days 06 Removing the dry leaves and dust in the gutters and external side of the roofs. Once a month 07 Cleaning the all internal roads and cutting the grass and small bushes 5m from the roads. Once in a week 08 Washing the curtains. Once a month Keeping the surrounding environment clean Cutting the 09 grass and small bushes 15m from the building, and clean the external drainage 18. Faculty of Applied Science Information Technology Laboratory Internal Sweeping, Dusting and Cleaning the furniture 02 Mopping the lecture hall using disinfections Once in a month 03 Cleaning and sweeping the external premises (yard and access road) 04 Cleaning the electrical & electronic equipment 05 Cleaning the windows, doors and dusting the walls Ceiling and interior roofs Once in a week Page 20 of 33
06 Watering and maintaining the plants, Trees, flower beds and Once in two pots days 07 Removing the dry leaves and dust in the gutters and external side of the roofs. Once a month 08 Cleaning the all internal roads and cutting the grass and small bushes 5m from the roads. Once in a week 09 Washing the curtains. Once a month Keeping the surrounding environment clean Cutting the 10 grass and small bushes 15m from the building, and clean the external drainage 19. Faculty of Business Studies Dean s Office Block 02 03 04 05 06 Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. Internal Sweeping, Mopping, Dusting and Cleaning the furniture Cleaning and sweeping the external premises (yard, access roads) Watering and maintaining the plants, Trees, flower beds and pots. Cleaning the all internal roads and cutting the grass and small bushes 5m from the roads. Removing the dry leaves and dust in the gutters and external side of the roofs. Two times day Once in two days Once in a week Once a month 07 Cleaning the all over head water tanks Once a month 08 Keeping the surrounding environment clean Cutting the grass and small bushes 15m from the building, and clean the external drainage 09 Canteen Internal sweeping (morning only), removal of garbage, cleaning & washing wash basin, cleaning internal drainage 10 Canteen - Keeping the surrounding environment clean Cutting the grass and small bushes 15m from the building, and clean the external drainage Page 21 of 33
20. Faculty of Business Studies Common Hall Internal sweeping, dusting and cleaning the furniture 02 Removing the dry leaves and dust in the roofs Once a month Keeping the surrounding environment clean Cutting the 03 grass and small bushes 15m from the building, and clean the external drainage 21. Faculty of Business Studies Balakrishnan Block 02 03 04 05 06 Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. Internal Sweeping, Mopping, Dusting and Cleaning the furniture Cleaning and sweeping the external premises (Yard and access roads) Watering and maintaining the plants, Trees, flower beds and pots. Cleaning the all internal roads and cutting the grass and small bushes 5m from the roads. Removing the dry leaves and dust in the gutters and external side of the roofs. Two times day Once in two days Once in a week Once a month 07 Cleaning the all over head water tanks Once a month 08 Keeping the surrounding environment clean Cutting the grass and small bushes 15 M from the building, and clean the external drainage 22. Faculty of Business Studies, Auditorium Internal Sweeping, Dusting and Cleaning the furniture 02 Mopping the lecture hall using disinfections Once in a month 03 Cleaning and sweeping the external premises (yard and access road) 04 Cleaning the windows, doors and dusting the walls Ceiling and interior roofs Once in a week 05 Watering and maintaining the plants, Trees, flower beds and pots Once in two days 06 Removing the dry leaves and dust in the gutters and external side of the roofs. Once a month Page 22 of 33
07 Cleaning the all internal roads and cutting the grass and small bushes 5M from the roads. Once in a week 08 Washing the curtains. Once a month Keeping the surrounding environment clean Cutting the grass and 09 small bushes 15 M from the building, and clean the external drainage 23. Faculty of Business Studies, Lecture Hall Internal Sweeping, Dusting and Cleaning the furniture 02 Cleaning and sweeping the external premises (yard and access road) 03 Mopping the lecture hall using disinfectants Once in a month 04 Cleaning the windows, doors and dusting the walls Ceiling and interior roofs Once in a week 05 Watering and maintaining the plants, Trees, flower beds and pots Once in two days 06 Removing the dry leaves and dust in the gutters and external side of the roofs. Once a month 07 Cleaning the all internal roads and cutting the grass and small bushes 5m from the roads. Once in a week 08 Washing the curtains. Once a month Keeping the surrounding environment clean Cutting the 09 grass and small bushes 15 M from the building, and clean the external drainage 24. Faculty of Business Studies Laboratory Internal Sweeping, Dusting and Cleaning the furniture 02 Mopping the lecture hall using disinfections Once in a month 03 Cleaning and sweeping the external premises (yard and access road) 04 Cleaning the electrical & electronic equipment 05 06 07 08 Cleaning the windows, doors and dusting the walls Ceiling and interior roofs Watering and maintaining the plants, Trees, flower beds and pots Removing the dry leaves and dust in the gutters and external side of the roofs. Cleaning the all internal roads and cutting the grass and small bushes 5m from the roads. Once in a week Once in two days Once a month Once in a week Page 23 of 33
09 Washing the curtains. Once a month Keeping the surrounding environment clean Cutting the 10 grass and small bushes 15m from the building, and clean the external drainage 25. Library 02 03 04 05 06 Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. Internal Sweeping, Dusting, mopping, and Cleaning the furniture Cleaning and sweeping the external premises (yard and access road) Watering and maintaining the plants, Trees, flower beds and pots. Cleaning the windows, doors and dusting the walls Ceiling and interior roofs Removing the dry leaves and dust in the gutters and external side of the roofs. Two times day Once in a week Once a month 07 Washing the curtains. Once a month Keeping the surrounding environment clean Cutting the 08 grass and small bushes 15m from the building, and clean the external drainage month (Rs.) 26. ELTU 02 03 04 05 Cleaning, washing & disinfections of wall, floors, bowls, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. Internal Sweeping, Mopping, Dusting and Cleaning the furniture Cleaning and sweeping the external premises (yard and access road) Watering and maintaining the plants, Trees, flower beds and pots. Removing the dry leaves and dust in the gutters and external side of the roofs. Two times day Once a month Page 24 of 33
Keeping the surrounding environment clean Cutting the 06 grass and small bushes 15 M from the building, and clean the external drainage 27. Maintenance Branch 02 03 WASH ROOM - Cleaning, washing & disinfections of wall, floors, bowls, wash basins, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex, using specific calcium stain remover. Internal Sweeping, Mopping, Dusting and Cleaning the furniture and windows Removing the dry leaves and dust in the gutters and external side of the roofs. Keeping the surrounding environment clean Cutting the 04 grass and small bushes 15 M from the building, and clean the external drainage Two times day Once a month 28. Staff and Student Services Branch WASH ROOM - Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex, using specific calcium stain remover. 02 Internal Sweeping, Mopping, Dusting and Cleaning the furniture 03 Watering and maintaining the plants, Trees, flower beds and pots 04 Removing the dry leaves and dust in the gutters and external side of the roofs. Two times day Once in two days Once a month 29. Student Washrooms in front of Maintenance Branch and rear area Page 25 of 33
Cleaning, washing & disinfections of wall, floors, bowls, urinals, wash basins, squatting pans, commodes using standard cleaners & disinfectants; Ensure no calcium deposits in the ceramic fittings in the complex; using specific calcium stain remover. 02 Keeping the surrounding environment clean Cutting the grass and small bushes 15 M from the building, and clean the external drainage Two times day Name : --------------------------------------------------------------------------------- ---------------------------------------------------------------------------------- ---------------------------------------------------------------------------------- Signature:------------------------------------------------------ SCHEDULE 2 Page 26 of 33
SCHEDULE OF WORKFORCE PROPOSED FOR THE CLEANING AND JANITORIAL SERVICE Minimum No of Janitors Proposed No. Locations Recommended by the by the Client Bidder Park road Premises Administration Branch, Park Road, Vavuniya 02 Finance Branch, Park Road, Vavuniya 03 Examination Branch, Park Road, Vavuniya 04 (1 M) 04 IT Laboratory Park Road, Vavuniya 05 EBL, ECL Laboratories, Park Road, Vavuniya 06 Library at Park Road Building, Park Road, Vavuniya Faculty of Applied Science Buildings(Vavuniya Campus) 07 Faculty of Applied Science, Kurumankaadu, Vavuniya. 02 (1 M) 08 Department of Physical Science Complex, Inner Circular road Complex Residential Area, Pambaimadu 09 Female Hostel I 10 Female Hostel II 11 Female Hostel III 12 Male Hostel 13 Information Technology Center 14 Sports Complex 15 Canteen for Female Students 16 Canteen for Male Students Academic Area, Pambaimadu 17 Faculty of Applied Science, Dean s Office Block 18 Faculty of Applied Science, Students Common Hall 19 Faculty of Applied Science Lecture Hall 20 Faculty of Applied Science Information Technology Laboratory 21 Faculty of Applied Science, Canteen 22 Faculty of Business Studies, Dean s Office Block 23 Faculty of Business Studies, Students Common Hall 24 Faculty of Business Studies, Balakrishnan Block 02 (1 M) 6 (F), 02(M) 02 (1M) 03 (1M) 02 (1 M) 25 Faculty of Business Studies, Auditorium 02 (1 M) Page 27 of 33
26 Faculty of Business Studies, Lecture Hall 27 Faculty of Business Studies, Laboratory 28 Faculty of Business Studies Canteen 29 Library 30 E.L.T.U 31 Maintenance Branch 32 Student & Staff Service Branch 33 Student Washrooms in front of Maintenance and rear area 02 (1 M, 1 F) Total No. of Janitors 31 Notes: Minimum workforce specified should be at least: Manager, 03 Suvisors and 31 Janitors. We need minimum 10 male janitors and 7 female janitors from the total number of janitors. It will be strictly followed. I/ We agreed to provide the following workforce for the Cleaning Services at the Main Complex. No. of Manager :... No. of Suvisors:... No. of Janitors : Male and Female.... ------------------------- -------------------------------------------- Date Bidder s Signature with Official Seal Page 28 of 33
SCHEDULE 3 SCHEDULE OF PLANTS AND EQUIPMENTS PROPOSED FOR THE CLEANING AND JANITORIAL SERVICE No. Plants/ Equipments/Items Recommended by the Client No. of Bush/ Crass Cutter Machines 02 02 Ladder - 5 feet 03 Ladder -15feet 04 Vehicle (on rent or own) to remove the garbage Minimum Proposed by the Bidder 05 06 Specify the other necessary equipment/ items required for providing satisfactory cleaning services Notes: Bidder should specify the proposed numbers of plants and equipments necessary for cleaning services in the last column of the above Table. If not, it will be considered that Bidder has agreed to the recommended numbers. Bidder may include additional equipment/ items necessary for cleaning services and their numbers in the above Table. Successful Bidder should make arrangements for the authorized officers of the University to inspect all agreed equipment/ items at the premises at least one day prior to the commencement of works. I/ We agreed to provide and use the proposed plants / equipments/ items for the cleaning services and make available them for inspection at the site one day prior to the commencement of work. ----------------------- ------------------------------------------- Date Bidder s Signature with Official Seal Page 29 of 33
SCHEDULE 4 PROPOSED WAGES ACCORDING TO WAGES BOARDS ORDINANCE FOR THE PROPOSED FOR THE CLEANING AND JANITORIAL SERVICES 1 For Janitors - day (8 hours) Male Basic Salary Allowances EPF/ETF (Total) Overtime Total Salary day Female Basic Salary Allowances EPF/ETF (Total) Overtime Total Salary day 2 For Suvisors - day (8 hours) Basic Salary Allowances EPF/ETF (Total) Overtime Total Salary day Wages in Rupees As Wages Boards Ordinance As proposed by the Bidder Total monthly salary for Male Janitors as proposed by the Contractor Total monthly salary for Female Janitors as proposed by the Contractor Total monthly salary for Suvisors as proposed by the Contractor Total monthly salary for all Janitorial staff as proposed by the Contractor -------------------------------------- -------------------------------------Date Bidder s Signature with Official Seal Page 30 of 33
SPECIFIC ITEMS TO BE USED FOR THE CLEANING. Toilets bowels cleaners - Harpic / Puri /TBC 02. Floor Tile and Walls Tile Cleaner - Lizol/ T-Pole / Citron 03. Glass Cleaners - Glass Cleaner 04. Disinfectants - Phonol / Sanital / Lysol 05. Fungal and Algae Cleaners - TCI / Chlorine Powder 06. Air freshness/ Naphthalene ball - Liquid / Blocks 07. Sink Cleaner - VIM Powder 08. Calcium Remover - Recommended Page 31 of 33
FORM OF BID SECURITY To: (Name and address Employer) WHEREAS [name of bid] (hereinafter called the Bid ) has submitted his bid dated. [date] for the Provision of Cleaning and Janitorial Service to Vavuniya Campus of the University of Jaffna.. (hereinafter called the Bid ) KNOW ALL PEOPLE by these presents that we.. [name of organization] having our registered office at.. (hereinafter called and referred to as The Guarantor ) are bound unto the [name of employer] (hereinafter called and referred to as the Employer ) in the sum of Sri Lankan Rupees. (in words and figures) for which payment well and truly to the said Employer the Guarantor bind himself, his successors, and assignees by these presents. SEALED with the Common Seal of the said Guarantor this.. day of 27. THE CONDITIONS of these obligations (1) If the bid withdraws his Bid during the iod of bid validity specified in the bidding documents: or (2) If the Bid having been notified of the acceptance of his Bid by the Employer during the iod of bid validity (a) fails or refuses to accept the offer by the Employer (b) fails or refuses to execute the form of agreement We undertake to pay the Employer up to the above amount upon receipt of his first written demand, without the Employer having to substantiate his demand, provide that in his demand the employer will note that the amount claimed by him is due to him owing to the occurrence of one or both of the two conditions, specifying the occurred condition or conditions. This Guarantee will remain in force up to and including the date 120 days after the deadline for submission of bids as such deadline is stated in the Instructions to Bids or as it may be extended by the Employer. Any demand in respect of this Guarantee should reach the Guarantor not later than the above date.... Date:. Signature of the Guarantor Rubber stamp of the Institute/Bidder WITNESS: 1. 2.. (Signature, Name and Address) Page 32 of 33