Janitorial Service bid document

CEYLON PETROLEUM STORAGE TERMINALS LIMITED
PUBLIC TENDER: KPR/35B /2017
NATIONAL COMPETITIVE BIDDING
BIDDING DOCUMENT
JANITORIAL SERVICES – PACKAGE 2

YEAR 2018
CEYLON PETROLEUM STORAGE TERMINALS LTD

PREMISES AND ENGINEERING SERVICES FUNCTION
&
PROCUREMENT FUNCTION
OIL INSTALLATION
KOLONNAWA
February 2018
CONTENTS PAGE
Invitation for Bids 2-3
A. INSTRUCTION TO BIDDERS
1. Issue of Bidding Documents 4
2. Submission of Bids 4
3. Closing / Opening of Bids 5
4. Documents & Details to accompany Bid 5
5. Bid Security 6
6. Minimum Validity period of Bids 6
7. Schedule of Prices 6-7
8. Evaluation of Bids & Intimation of Acceptance 7
9. Performance Security 7-8
10. Supply of Janitorial Services 8
11. Standards 8
12. Mode of Payment 8
13. Contract not to be Sublet 8
14. Governing Law & Jurisdiction 8
15. Defaulted Bidders & Default by Successful Bidder 9
16. Further Information 9
B. CONDITIONS OF CONTRACT 10-13
C. ANNEXURES
Scope of supply, scope of work
and standards Annexure “A” 14-15
Schedule of Price Annexure “B” 16-21
Form of Bid Security Annexure “C” 22-23
Form of Performance Security Annexure “D” 24-25
Form of Bid Annexure “E” 26-27
Form of Agreement Annexure “F” 28-29
Circular on Janitorial Services Annexure “G” 30-41
Page | 1 Janitorial Services 2018 – Package, 2 CPSTL Kolonnawa

INVITATION FOR BIDS
1. The Chairman, Department Procurement Committee on behalf of the Ceylon

Petroleum Storage Terminals Limited (CPSTL) will receive sealed Bids for Supply of
Janitorial Services to CPSTL – Package 2, Oil Installation, Kolonnawa and
receiving will be closed at 1400 hrs. on 08.03.2018 Bids should be submitted on the
bidding documents obtainable from Procurement Function, Ceylon Petroleum Storage
Terminals Limited, Oil Installation, Kolonnawa up to 0900hrs to 1500hrs On
payment of non-refundable tender fee of Rupees 5,000.00. The Total Janitorial
Services for CPSTL Oil Installation has been split into two packages (Package 1
& Package 2 and one bidder shall quote only for one package.
2. Bidding documents may be inspected free of charge at the office of Procurement

Manager, Procurement Function, Ceylon Petroleum Storage Terminals Limited, Oil
Installation, Kolonnawa.
3. All bidders shall be registered with the Registrar of Companies, under the specialty
having the experience given below.
i. Business Registration Required :
Specialty : Supply of Janitorial Services
ii. Experience Required :

Experience in supply of Janitorial Services (At least 05 similar services
successfully completed within last 05 years) and shall be actively involved in
the field of supply of Janitorial services for Reputed Institutions.
Documentary evidence for above і and іі shall be submitted along with the
bid. The companies which do not possess required experience specified in
3 іі above shall be considered as disqualified and such offers will be rejected.
4. The Pre-Bid meeting will be held on 27.02.2018 at the Premises & Engineering
Services Function, CPSTL, Oil Installation ,Kolonnawa
5. Bids shall be valid up to 77 days from the date of opening of the Bid.
6. Bids must be accompanied by a bid security of Rupees 100,000.00. in the form of a

Bank Guarantee or a Bank Draft obtained from a commercial bank with the
authority of a License issued by the Monetary Board (Central Bank) of Sri
Lanka payable to the Ceylon Petroleum Storage Terminals Limited.
7. Bid Security shall be valid up to 105 days from the date of opening of the Bid and
beyond any extension subsequently requested.
8. Deadline for submission of Bids shall be 1400 hrs 08.03.2018
9. Sealed Bids may be dispatched either by registered post or hand delivered to The
Chairman, Department Procurement Committee, Procurement Function, Ceylon
Petroleum Storage Terminals Limited, Oil Installation, Kolonnawa to receive before
closing time.
10. Bidders or their authorized representatives are requested to be present at the Bid
opening.
11. Bidders should note that all personnel who engage with janitorial work at CPSTL Oil
Installation, Kolonnawa premises must possess valid police clearance certificates and
produce those to Security Function of CPSTL to obtain entry passes.
12. For further details or clarifications, Bidders may contact Manager Procurement,
Procurement Function, CPSTL, Oil Installation, Kolonnawa. Tel. No. 011-2572156 or
Manager (Premises and Engineering Services) Premises and Engineering Services
Function, CPSTL, Oil Installation, Kolonnawa. Tel. No. 011-2572157.
The Chairman,
Department Procurement Committee,
C/o Manager Procurement,
Procurement Function,
Ceylon Petroleum Storage Terminals Limited,
Oil Installation, Kolonnawa.
Date : 19th February 2018

A. INSTRUCTIONS TO BIDDERS (ITB)
The Chairman, Department Procurement Committee, on behalf of the Ceylon Petroleum

Storage Terminals Ltd (CPSTL),Oil Installation, Kolonnawa, will receive sealed Bids from
reputed companies/ parties eligible as specified in Invitation for Bids for the Supply of
Janitorial Services Package - 2 at CPSTL Oil Installation, Kolonnawa conforming to the
Terms & Conditions and scope indicated in Annexure “A”, work listed in schedule of prices
Annexure “B” given under the Instructions to Bidders. The selected Bidder should enter in
to a “Contract Agreement” for the period of 12 months.
SCOPE OF SUPPLY
The bidder shall supply the janitorial services including supply of janitors, necessary
equipment and consumables (chemicals) as per the Terms and conditions Scope listed in
Annexure “A” and work listed in schedule of prices Annexue “B”
01. ISSUE OF BIDDING DOCUMENTS:
Bidding documents could be obtained on any working day between 0900 hrs. to 1500
hrs. up to Wednesday 07th March 2018 from the Office of the Manager
(Procurement), Procurement Function, 01st Floor, New Building , Ceylon Petroleum
Storage Terminals Limited, Oil Installation, Kolonnawa.
Bidding document consists of the following:
• Instructions to Bidders
• Scope of Supply, Scope of Work & Standards Annexure “A”
• Schedule of Prices Annexure “B”
• Form of Bid Security Annexure “C”
• Form of Performance Security Annexure “D”
• Form of Bid Annexure “E”
• Form of Agreement Annexure “F”
• National Minimum Wage of Workers Act,No.3 of 2016 Annexure “G”
02. SUBMISSION OF BIDS:
Bidders should quote their prices in the annexed “Schedule of Prices” and forward
same in duplicate. The Original & Duplicate copy of the Bid should be placed in
separate envelopes marked “ORIGINAL” & “DUPLICATE”. Both envelopes should
be enclosed in one securely sealed cover marked “Bid for the Supply of Janitorial
Services to CPSTL – Package 2 Oil Installation, Kolonnawa” on the top left-hand
corner, and addressed to the Chairman, Department Procurement Committee,
Procurement Function, 01st Floor, New Building, Ceylon Petroleum Storage
Terminals Limited, Oil Installation, Kolonnawa.

03. CLOSING / OPENING OF BIDS
Bids enclosed, sealed marked & addressed as aforesaid, should be sent under
registered cover to reach the Chairman, Department Procurement Committee, not later
than 1400 hrs. on 08th March 2018 or could be deposited in the Tender Box provided
for this purpose at the Office of Manager (Procurement), Procurement Function, 01st
Floor, New Building, Ceylon Petroleum Storage Terminals Limited, Oil Installation,
Kolonnawa.
Bids will be closed at 1400 hrs on 08.03.2018 and opened immediately thereafter at
Procurement Function, 01st Floor, New Building Ceylon Petroleum Storage Terminals
Limited, Oil Installation, Kolonnawa.
Bids received after the closing time will not be opened and will be returned to the
bidder.
Bidders or their duly authorized representative/s may be present at the opening of
Bids.
04. DOCUMENTS & DETAILS TO ACCOMPANY BID

All Bids shall contain adequate particulars in respect of the items offered. Failure to
furnish the following documents and details indicated below along with the Bid shall
result in the bid being rejected.
A. Section -1
1. Available Certificates (Performance, Quality, Standards, Award & Rating)
2. Bid validity undertaking Letter
3. Form of Bid – Annexure “E”-duly completed
4. Bid Security – in the format as per Annexure “C”
5. Schedule of Prices – Annexure “B” (including Summary of Schedule of
Prices) duly completed and signed.
B. Section -2
1. Name & the profile of the Bidder.
2. Documentary proof for recent supply of Janitorial Services to customers in
similar magnitude with contact details.
3. Copy of Business Registration.
4. Service certificates of the services provided by the bidder for last five years
with contact details of the client companies.
5. Particulars of services presently undertaken by the bidder company with
Period of contract and client company details.
6. No of employees attached to the bidder company with respective designations.
7. Proof documents for payment of EPF and ETF contribution to the company
employees.
8. List of chemicals used with brand names.(Chemical shall be Harpic, Britol or
Lysol)
9. List of equipment used.
10. Any other information the bidder deemed to include.
11. Audited financial statements for last three years. (2016,2015,2014)
All documents shall be in English Language.
(Every Bidder will be required to initial each page of the Bid Document including
the details and documents submitted along with the bid)

05. BID SECURITY
Bid Security shall be in the form of a Bank Draft or a Bank Guarantee issued by a
Commercial Bank Operating in Sri Lanka, with the authority of a License issued by
the Monitory Board (Central Bank ) of Sri Lanka. and payable to the Ceylon
Petroleum Storage Terminals Limited, equivalent in value to Sri Lankan Rupees One
Hundraed Thousand (Rs. 100,000.00). The bid Security shall be valid until 20st
June 2018 and should be in accordance with the specimen in Annexure “C”
Failure to submit the Bid Security at the time or before the closing of the bids and in
accordance with the said requirements will result in the bid being rejected.
Bid Security of the unsuccessful bidders will be returned to them only after award of
the tender to the successful bidder.
In exceptional circumstance, prior to expiry of the period of validity of bid security,

the Procurement Committee may request from the bidders to extend the period of
validity of the bid security for a specified additional period.
06. MINIMUM VALIDITY PERIOD OF BIDS
All Bids should be accompanied by a bid validity undertaking Letter that bid will be
valid until 23rd May 2018 Bidders should however, clearly indicate the maximum
period that their offer would be valid. A bid valid for a shorter period shall be rejected
by the Department Procurement Committee as non – responsive.
In exceptional circumstance, prior to expiry of the period of validity of bid, the

Procurement Committee may request from the bidders to extend the period of validity
for a specified additional period.
All the prices indicated in the schedule of price, Annexure “B” shall be firm & shall
not be subject to any price variation within period of validity stated above.
On acceptance of the offer, prior to expiry of the period of validity of bid, the validity
period should be extended for purposes required documentation if necessary.
Bids that do not comply with the above requirements will be rejected.
07. SCHEDULE OF PRICES
a. Bidders shall provide the prices for each category of services according to the
prescribed forms of Schedule of Prices marked “Annexure –B” indicating separate
prices for supply of janitors for each category, supervision, EPF & ETF
contribution chemicals, tools & equipment and overheads & Profits. Salaries and
wages of supervisors and janitors shall comply the prevailing Government
circulars(Annexure “G”) for minimum salaries and wages. Hourly overtime
charges for the supervisors and janitors shall be specified separately. PLEASE
REFER NOTES IN THE SCHEDULE OF PRICES, “ANNEXURE B” PRIOR
TO PRICING.
b. VAT and any other taxes should not be included in the rates and those to be
mentioned separate as given in the schedule of prices. Bidders VAT registration
number to be mentioned.
c. Bid not in the prescribed format and in the manner required are liable for rejection.

08. EVALUATION OF BIDS & INTIMATION OF ACCEPTANCE
a. The Ceylon Petroleum Storage Terminals Limited, with the approval of the Chairman,
Department Procurement Committee, may seek in writing, clarifications or additional
information from any Bidder regarding Services except for Prices. In the absence of
any response from the Bidder, within the specified period, the Department
Procurement Committee reserves the right to make its own decision.
b. The Department Procurement Committee of CPSTL will not be bound to make the
award to the Bidder submitting the lowest bid.
c. The Department Procurement Committee of CPSTL reserves the right to reject any or
all Bids, or any part thereof, without adducing any reasons. The Department
Procurement Committee may accept any or all Items of the bids and reserves the right
to increase or decrease the quantities of the scope contracted for, at prices indicated in
the Schedule of Prices.
d. The notice of acceptance of Bid will be sent by Registered Post to the successful
Bidder to the address given by him in the Bid Document. Intimation of the acceptance
of the Bid may alternatively, be made by Fax / e- Mail and such intimation should be
considered as sufficient notice of acceptance.
e. CPSTL will carry out the detailed evaluation as per the act for NATIONAL
MINIMUM WAGE OF WORKERS ACT, No.3 OF 2016. (Please refer Annexure –
“G”)
f. All offers received will be examined to determine the eligibility of bidder’s responded
and substantial responsiveness of bids received. A substantially responsive bid is one,
which conforms to the terms, conditions and specifications of the Bidding Document.
Incomplete bids will be rejected.
09. PERFORMANCE SECURITY
a. The successful Bidder, on being notified by the Ceylon Petroleum Storage Terminals
Limited of the acceptance of his Bid shall within fourteen (14) days of such
notification, furnish at his own expense a Performance Security through a recognized
Commercial Bank in Sri Lanka, with the authority of a license issued by the Monitory
Board (Central Bank)of SriLanka.. for a sum equivalent or more than 10% of the
total contract value of the accepted Bid. The Performance Security shall be in
accordance and in the form given in Annexure “D” and valid till twenty eight
(28)day s beyond the intended completion of the tender for the Supply of Janitorial
services to CPSTL Oil Installation ,Kolonnawa.
b. The successful Bidder, in the event of his failure to furnish the Performance Security
as required, shall be liable for any losses, costs, expenses and damages which the
Ceylon Petroleum Storage Terminals Limited, may sustain in consequence of such
failure, and the Bid Security be forfeited.

10. SUPPLY OF JANITORIAL SERVICES
Service of Janitorial to be supplied including janitors, chemicals and tools &

equipment and entire scope specified in Annexure “A” and price schedule Annexure
“B”at CPSTL, Oil Installation, Kolonnawa within the contract period of twelve (12)
months from the handing over of work.
11. STANDARDS
The Bidders may specify the standards, which they intend to adhere need to include in
the Bid.
12. MODE OF PAYMENT
a). Payment will be made within Thirty (30) days after providing the janitorial services
on monthly basis considering the services provided under each category of services
listed in schedule of prices, Annexure “B”.
b). Payment will be made only for the number of janitors provided based on the prices
in each category listed in schedule of prices.
c). Payment will be made only for the performance of each category of work. Payments
for chemicals and tools & equipment shall be done in proportionate to the number of
janitors supplied.
d). A penalty of Rs.1000.00 will be imposed per janitor per day for absenteeism of
deployed janitors.
e). Payment for holiday working (on public holidays and Sundays) shall be made on
approved over time rates for actual time worked and will be effected from the
provisional sum of Rs.50,000.00.
13. CONTRACT NOT TO BE SUBLET:
The Bidder shall not assign or sublet without the written authority of the Chairman /
Department Procurement Committee of CPSTL, his obligations to supply the services
of Janitorial work as per tender and agreed for. If any part of his obligation has been
assigned or sublet with written authority, he will nevertheless be held responsible for
the due performance of the part assigned or sublet.
14. GOVERNING LAW & JURISDICTION
This contract and the rights and the liabilities of the parties hereunder shall be
governed by and interpreted according to the laws of the Democratic Socialist
Republic of Sri Lanka, and any disputes arising therein shall be subject to the
exclusive jurisdiction of the High Court of the western province exercising civil
(commercial) jurisdiction at Colombo or the District Court of Colombo in the said
Democratic Socialist Republic of Sri Lanka.

15. DEFAULTED BIDDERS & DEFAULT BY SUCCESSFUL BIDDER:
a. A Bid is liable to be rejected forthwith if it is submitted by a Bidder who has, in the

past, failed to perform satisfactorily his obligation in accordance with the Terms and
Conditions of his contract with the Ceylon Petroleum Storage terminals Limited.
b. If for any reason in the opinion of the Ceylon Petroleum Storage Terminals Limited
the successful Bidder becomes incapable or unable to supply the service offered in his
Bid, the Ceylon Petroleum Storage Terminals Limited shall have the right to obtain
such services from other sources without being liable in any manner what so ever, to
the successful Bidder.
c. If the successful Bidder, defaults in the supply of services or otherwise commits a

breach or any of the provisions in the Contract with the Ceylon Petroleum Storage
Terminals Limited for the Supply of Services of Janitorial according to the Terms and
Conditions, he shall be liable to pay to the Ceylon Petroleum Storage Terminals
Limited, all losses, damages and expenses incurred by the Ceylon Petroleum Storage
Terminals Limited in consequence of such default or breach.
d. If the successful Bidder, fails to complete the scope as specified within contract
period his Performance Security will be forfeited.
16. FURTHER INFORMATION:
Any further information can be obtained on application to the undersigned on any

working day, between 0900 hrs and 1600 hrs on Tel.0112572156 or 5663121.
Manager (Procurement)
Procurement Function
01st Floor
New Building
Ceylon Petroleum Storage Terminals Limited
Oil Installation
Kolonnawa

B. CONDITIONS OF CONTRACT
1. Definitions
Employer: Ceylon Petroleum Storage Terminals Limited,
Oil Installation, Kolonnawa.
Employer’s
Representative :The Employer’s representative is Manager (Premises and
Engineering Services) or his authorized representative,
Premises and Engineering Services Function, Ceylon
Petroleum Storage Terminals Limit, Oil Installation,
Kolonnawa
Contractor: The company / party for which the contract for

Supply of Janitorial Services to CPSTL Oil Installation,
Kolonnawa is awarded.
2. Duties and Powers The approval of the Employer is required before the Engineer
of Engineer can execute his duties in accordance with or as defined by the
limits of ordering a variation if the value of such variation is
likely to exceed 10% of the sum stated in the letter of
acceptance.
3. The Language All correspondence between the Contractor and Employer or

between Contractor and Engineer shall be in English.
4. The Law The law in which the contract is to be subjected is that of the
Democratic Socialist Republic of Sri Lanka as in effect from
time to time.
5. Stamp Duty The total cost of stamp duty on the contract agreement is
payable by the Contractor.
6. Performance The Performance Guarantee shall be 10 % of the sum

Guarantee stated in the letter of acceptance from an approved
Commercial bank operating in Sri Lanka with the authority of a
license issued by the Monitory Board (Central Bank )of Sri
Lanka and shall be valid and kept alive for 28 days after the
end of the total work. (Annexure - “D”)
7. Time for The Time for completion of Supply Janitorial Services to

Completion CPSTL Oil Installation, Kolonnawa is 12 months.
8. Programme of The programme of work shall be submitted within 7 days

Work after receipt of letter of award.
Contractor should arrange his work in such a way that it will
not interfere the day to day operational work of the Oil
Installation, Kolonnawa.
9. Penalty Should the Contractor fail to successfully attend to Janitorial

Services by providing required no. of janitors Contractor is
liable to pay a penalty of Rs. 1000.00 per day per person in lieu
of absenteeism
Page | 10 Janitorial Services 2018 – Package, 2 CPSTL

Kolonnawa
10. Security and Safety The Contractor should strictly adhere to the security and safety
regulations imposed by the Security and Fire & Safety
Functions of the Ceylon Petroleum Storage Terminals Ltd, and
all required precautions should be taken not to endanger the
personnel and property in the course of execution of contract.
11. Insurance for The contractor shall obtain an insurance cover for his workmen
Workmen for the period for time for completion against any accidents or
injury. The contractor shall indemnify the employer from any
claims or compensation with respect to contractors workmen.
12. Payment Terms Payments will be made on the following basis.

(a) All payments will be in Sri Lankan Rupees.
(b) Payments will be made on monthly basis within 30 days
on completion of services and will be based on actual
number of janitors supplied for each category of work
and performance of each category of work . .
13. Fixed Price This contract is fixed Price for cost of Labour, Consumables
Contract Material & Equipment supplied for services.
14. Deduction for If the Employer is required to deduct or ensure the

Taxes and Levies payment of VAT, levy or duty under any Law or
regulation or directive now in force, the Employer shall,
in addition to the deduction of retention moneys withheld (if
any) from each interim payment, be entitled to deduct such
VAT, levy or duty. If however there is any increase or
new imposition of any VAT, levy or duty which may come
into force shall be borne by the Employer.
15. Force Major Except as regards as act of God, War, Strike, Invasion, Civil
War, Rebellion, Revolution, Insurrection, Earthquake or
Plagues, the bidder shall undertake all risks and liabilities of
whatsoever kind arising out of incidentals connected with the
contract.
16. Disputes Any dispute or whatever nature arising from out of or in

connection with this agreement on the interpretation thereof ,or
the rights duties obligations or liabilities of any party ,or the
operation ,breach ,termination ,abandonment ,foreclosure or
invalidity thereof ,shall be settled in accordance with the
provisions of law governing like disputes and triable by court
of Law of the Democratic Socialist Republic of Sri Lanka
17. Entry Passes Selected contractor shall obtain the entry permission and
shall follow the security regulations of the Ceylon Petroleum
Storage Terminals Limited (CPSTL). It is very important to
produce police clearance certificate to obtain security gate pass.

Kolonnawa
18. Circular on The contractor shall abide by the latest Government circular/
Janitorial services circulars on Janitorial services with respect to minimum wages
which is annexed in Annexure “F”.
19. EPF and ETF The successful bidder shall pay EPF and ETF for the
employees involved in janitorial service and previous proof
documents to be furnished along with the bid. It is a
compulsory requirement.
20. Working Time The contractor shall provide the janitorial services by deploying
the employees from 7.00 a.m. to 16.00 p.m.(including 01
hour for lunch) for 512 days per week.
21. Provisional Sum A Provisional sum of Rupees 50,000.00 has been included in
the schedule of prices for payment of janitorial work carried out
during holidays.
SPECIAL CONDITIONS
1) The successful service providing company (company) shall supply the agreed number
of male and female janitors and supervisors (employees) on full time basis especially
during office hours.
2) The Company shall provide the services as per the agreement based on the effected
schedule of prices attached to purchase order and payment shall be effected only for
the number of janitors supplied.
3) The absenteeism shall be kept minimum and the successful company shall
provide replacement employees and it is a compulsory requirement. However the
company shall agree to a penalty of Rs.1000.00 per employee per day for
absenteeism. Payment shall be made only for the work performed under each category
of work and CPSTL reserves authority to deduct payments due for non attended
works.
4) It is a compulsory requirement to provide a complete uniform to the employees of the

company and the company should ensure that the employees wear the uniform daily
and employees without uniform are not allowed for work. The colour and design shall
be different from the uniforms presently used by CPSTL Staff.
5) The consumables used for Janitorial activities shall be branded items which are
commonly used in the market.( Harpic, Britol or Lysol) Bulk purchases without
brand names are not allowed .The company shall maintain adequate stocks of
consumables for proper implementation of janitorial activities .Prior approvals to be
obtained for all the consumables to be used. Dilution of chemicals is not permitted.
6) Equipment such as vacuum cleaners, blowers etc. to be supplied by the company and
there shall be adequate number of equipment for attending janitorial work in all the
offices and premises in Kolonnawa oil installation .The company shall provide
services of equipments without failure and shall replace defective equipments with
immediate effect.
Kolonnawa
7) Maximum age limit shall be 55 years and all employees of the company shall be in
good health without any disabilities and diseases. The employees shall be adequately
fit enough to perform their duties. All the employees shall be checked by the CPSTL
Medical Officer and the employees who are recommended only be allowed for work.
8) The period of contract is 12 months subject to successful completion of three

months period.
9) CPSTL remains right to terminate the contract within one month notice.
10) The contact will be awarded to the successful bidder initially for a period of 03
months as probationary.

Kolonnawa
Annexure – “A”
SCOPE OF SUPPLY, SCOPE OF WORK

AND STANDARDS
1.1 Scope of Supply by CPSTL
1.1.1 CPSTL shall assist the contractor in identifying areas of buildings and outdoor
areas where janitorial services are to be provided.
1.1.2 CPSTL shall release areas such as buildings, access roads and yards etc. for
attending janitorial services with minimum disturbance to the operational
activities of CPSTL.
1.1.3 Utilities
1.1.3.1 Electricity for equipments, Water for cleaning and drinking will be supplied from
the CPSTL.
1.2 Contractor’s Scope of Supply

1.2.1 supply service of specified male and female number of janitors for each location
and supply the service of supervisors specified.
1.2.2 supply all the machinery, equipments, tools and accessories required for supply of
janitorial service.
1.2.3 adequate supply and storage of all branded consumables (Harpic, britol or
Lysol) for attending janitorial service.
1.3 Contractor’s Scope of Work

1.3.1 Contractor shall submit a comprehensive proposal with the bid to cater the
requirements mentioned in scope of work schedule of prices and standards. The
scope of work and standards listed are the minimum requirements expected.
Contractor shall include in his proposal, the equipments, instruments and
methodologies which he deems that shall incorporate to improve the quality and
effectiveness of janitorial services provided.
1.3.2 Contractor shall specify the reference standards followed.
1.3.3 Contractor shall attend to general cleaning and sweeping of buildings. Scope
includes sweeping, mopping of tiled floor, dusting and cleaning of furniture and
equipments daily and vacuum cleaning of carpets, glass cleaning and cleaning of
cob webs weekly.
1.3.4 Contractor shall attend to toilet cleaning daily in the morning.
1.3.5 Contractor shall clean drains around the buildings daily/ weekly where applicable.
1.3.6 Contractor shall sweep the Main roads, gardens and yards as specified in schedule
of prices.
1.3.7 Contractor shall clear road side gullies monthly and storm water gully blockages
when the need arises.
1.3.8 Contractor shall clean and dispose diseased rats and mice, clean and burry
carcusses of diseased pigeons, craws and dogs when the need arises.

Kolonnawa
SCHEDULE OF PRICES Annexure B
JANITORIAL SEVICES FOR CPSTL, OIL INSTALLATION KOLONNAWA

BREAKDOWN OF MONTHLY CHARGES - PACKAGE 2
Please indicate your total monthly charge according to the undermentioned schedule.
Note: 1.Provide charges for work categories 1 to 20 including monthly wages (without EPF and ETF
contribution) for given no.of Janitors.
2. Supervision charges shall be given separate (under item 22)
3. Amount for EPF & ETF Contribution for janitors and supervisors shall be given separate
(under item 21)
4. Overheads and profits shall be given separate (Under item 25)
5. All Charges given shall be for a one month period
Rate
01. CHAIRMAN'S OFFICE AND MEDICAL CENTRE
(a) Cement Floor Area 2500 Sq.ft

(b) Tile Floor Area 1425 Sq.ft
(c ) Timber Floor Area 2250 Sq.ft
(d) Carpet Area 1500 Sq.ft
(e) No. of Toilets 8 Nos.
Rs. Cts.
Toilet Cleaning
Mopping & Drying all Tile Area
Damp Mopping and Drying of Timber Floor Area
Cleaning of Carpet Area
General Sweeping / Cleaning Whole Premises of building
Female - 02 Nos.Male - 01 No. Sub Total
Rate
02. OLD ADMINISTRATION BUILDING
(a) Terrazzo Floor Areas 858 Sq.ft.

(b) Terra Cotta Tile 1380 Sq.ft.
(c ) Cement Floor Area 20640 Sq.ft.
(d) Carpet Area 272 Sq.ft.
(e) Laminated Floor Area 960 Sq.ft.
(f) No. of Toilets 18 Nos.
(g) yard 2300 Sq.ft.
Rs. Cts.
Toilet Cleaning
Mopping & Drying Terrazzo, Tera Cotta & Laminated Floor areas
General Sweeping / Cleaning of Whole Premises of building
General Sweeping / Cleaning of paved yard in front of old administration
building
Female - 07 Nos. Male - 02 Nos. Sub Total

Kolonnawa
Rate
03. WELFARE SHOP BUILDING
(a) Cement Floor Area 700 Sq.ft.
(b ) No. of Toilets 2 Nos.
Rs. Cts.
Toilet Cleaning
Mopping of Cement Floor Areas
General Sweeping / Cleaning of Whole Inside of premises building
Female - 01 No. Sub Total
Rate
04. DISTRIBUTION OFFICE BUILDING
(a) Cement Floor Area 3728 Sq.ft.

(b) Carpeted Area 540 Sq.ft.
(c ) No. of Toilets 5 Nos.
Rs. Cts.
Toilet Cleaning
Mopping of Cement Floor Areas & Cleaning of Carpeted Areas
General Sweeping / Cleaning of Whole Premises
Female - 01 No. Male - 01 No. Sub Total
Rate
05.TRANSPORT OFFICE BUILDING AND REST ROOMS

(b) No. of Toilets Office 4 Nos.
Rest room 12 Nos.
Rs. Cts.
Toilet Cleaning

Kolonnawa
Rate
06. ZONE 1 GANTRY YARD AND REST ROOM
(a) Yard Area (part) 3800 Sq.ft
Rs. Cts.
General Sweeping / Cleaning of Whole yard including front of
Distribution and Transport Office
Male - 03 Nos. Sub Total
Rate
07. ZONE 2 GANTRY YARD
(a) Yard Area (part) 2000 Sq.ft
Rs. Cts.
General Sweeping / Cleaning of Whole yard including front of
Stores Office
Male - 01 No. Sub Total
Rate
08. ENGINEERING OFFICE BUILDING AND REST ROOM
(a) Tiled Floor Area 5800 Sq.ft

(b) Carpeted Area 890 Sq.ft
(c ) No. of Toilets Office 5 Nos.
Rest room 2 Nos.
(d) Paved Yard 2400 Sq.ft
Rs. Cts.
Toilet Cleaning
Cleaning of Carpeted Area
Mopping of Cement Floor Areas & Cleaning of Carpeted Area
General Sweeping / Cleaning of paved yard in front of office

Kolonnawa
Rate
09. FIRE & SAFETY OFFICE BUILDING

(b) No. of Toilets 6 Nos.
Rs. Cts.
Toilet Cleaning
General Sweeeping / Cleaning of Whole Premises of building
Rate
10. SECURITY OFFICE BUILDING

(b) Carpet Area 300 Sq.ft
(c ) No. of Toilets 4 Nos.
Rs. Cts.
Toilet Cleaning
11. MAIN STORES OFFICE BUILDING & SOTRES (RDD,HE,STATIONERY Rate
(b) No. of Toilets

toilets 8 Nos.
(c) Yard (part) 3500 Sq.ft
Rs. Cts.
Toilet Cleaning
General Sweeping / Cleaning of yard Near
Security office and BM & BP rest room

Kolonnawa
Rate
12. BM & BP REST ROOM - ZONE 02
(a) Floor Area 2800 Sq.ft.

(b) No. of Toilets
toilets 6 Nos.
Rs. Cts.
Toilet Cleaning
Male -01 No. Sub Total
Rate
13. CANTEEN BUILDING

(b) Tile Floor Area 9000 Sq.ft
(c) Cement Floor Area 4500 Sq.ft
(d) Glass Windows & Doors 1200 Sq.ft.
(e) Bathroom 1 No.
(f) No. of Toilets
toilets 4 Nos.
(g) Paved Yard (part) 4300 Sq.ft
Rs. Cts.
Toilet Cleaning
Cleaning of Tile Floor Area
Sweeping & cleaning the Drains around the building
General Sweeping / Cleaning of paved yard (part)
Female - 02 Nos,Male - 02 Nos. Sub Total
Rate
14. ARMY CAMP-ZONE 03/LIGHT VEHICLE SECTION

(b) No. of Toilets
toilets 12 Nos.
Rs. Cts.
Toilet Cleaning
Cleaning of Tile Floor Area
Male - 01 No. Sub Total

Kolonnawa
15. MAIN ROADS FROM MAIN BARRIER TO BACK GATE VIA FIRE & Rate
SAFTY BUILDING, CHAIRMAN OFFICE AND CROSS ROAD NEAR
WELFARE SHOP
Main Roads from main barrier to back gate via fire &
safty building, chairman office and cross road near welfare shop
Rs. Cts.
Sweeping & removing dust, sand
All balance works including gully cleaning
Female - 01 No. Male - 03 Nos. Sub Total
Rate
16. MANAGER QUARTERS - 02 NOS.
(a) Garden Area 5200 sqft. Each
Rs. Cts.
Cleaning & Sweeping Garden Area
Cleaning & sweeping of drains and buildings
Male - 02 Nos. Sub Total
Total Number of Janitors to be provided - 45 Nos. (Female - 21 Nos., Male - 24 Nos.)
Amount (Rs.)
17. Supervision Charges

Total Number of Supervisors - 03 Nos. (Female - 01 Nos., Male - 02 Nos.) ……………………..
18. EPF & ETF contribution

Total EPF & ETF contribution for - 45 Nos. janitors and 03 Nos. supervisors ……………………..
19. Chemicals
Total price for chemicals(Harpic,Britol,Lysol) ……………………..
20. Tools and equipments

Total price for Tools and equipments ……………………..
21. Overheads and profits

Total amount for overheads & profits ……………………..
22. Provisional sum

Amount provided for extra days work 50,000.00

Kolonnawa
Summary of Schedule of Prices
AREA (Wok Category) Amount
Rs. Cts.
01. CHAIRMAN'S OFFICE AND MEDICAL CENTRE
02. OLD ADMINISTRATION BUILDING
03. WELFARE BUILDING
04. DISTRIBUTION OFFICE BUILDING
05.TRANSPORT OFFICE BUILDING
08. ENGINEERING OFFICE BUILDING AND REST ROOM
09. FIRE & SAFETY OFFICE BUILDING
10. SECURITY OFFICE BUILDING
11. MAIN OFFICE BUILDING & SOTRES
(RDD,HE,STATIONERY & HARDWARE)
12. BM & BP REST ROOM - ZONE 02
13. CANTEEN BUILDING
14. ARMY CAMP-ZONE 03/LIGHT VEHICLE SECTION
15. MAIN ROADS FROM MAIN BARRIER TO BACK GATE VIA
FIRE & SAFTY BUILDING, CHAIRMAN OFFICE AND
CROSS ROAD NEAR WELFARE SHOP
16. MANAGER QUARTERS - 03 NOS.
17. SUPERVISION CHARGES
18. EPF & ETF CONTRIBUTION
19. CHEMICALS
20. TOOLS AND EQUIPMENTS
21. OVERHEADS AND PROFITS
22.PROVISIONAL SUM FOR EXTRA WORK PAYMENT 50,000 OO
TOTAL
Grand Total (for one month) ……………………………………..

Total price (for one year) ……………………………………..
15% VAT Amount ……………………………………..
2% NBT Amount ……………………………………..
Total price (for one Year with Tax) …………………………………….
Total Amount in words for One Year (without Tax) …………………………………….
Hourly Over Time Rates

Supervisor Rs ……………………….. Per Hour
Janitor Rs ……………………….. Per Hour
VAT Registration No. …………………………………….

Name & Address of the Bidder …………………………………….
……………………………………..
……………………………………..
…………………………………….
Signature of Bidder …………………………………….
Company Seal …………………………………….

Kolonnawa
Annexure- “C”
FORM OF BID SECURITY
BOND NUMBER :………………………………

DATE :…………………….
SUM GUARANTEED :……………………………………
To :
Chairman
C/o Procurement Manager
1st Floor, New Building
Oil Installation
Kolonnawa
Dear Sir,
By this Bond we………………………………………………………..................................

(hereinafter called “the Bidder”) and we
………………………………………………………………………(name of Bank ) whose registered
office is at
………………………………………………………………………………………….(hereinafter
called “the Surety”) are held and firmly bound into
………………………………………………………………(hereinafter called “the Authority”) in the
sum of ………………………………………..for the payment of which sum the Bidder and the Surety
bind themselves their successors and assigns jointly and severally by these present.
Whereas the Authority has invited the Bidder and other persons to complete tenders in similar terms
for the execution of …………………………………….………………………………………and
works associated (hereinafter called “the Tender”) in accordance with such invitation, the Bond shall
provide security to the Authority that the Bidder will honor certain obligations to be undertaken by
him in the Tender in accordance with the following conditions.
Now the Conditions of this Bond are:
(a) that it shall remain in full force and effect until the earliest of
(i) ……………….., or any prolongation of such date above notified to the Authority by
the Bidder and the Surety in writing:
(ii) In the event of the Tender by the Authority, the date upon which the Tender provides
a performance security to the Authority in accordance with
the terms of the contract thereby made between them, or
(iii) In the event of acceptance of the Authority of a tender for the work from a third party
the date upon which such third party provides the relevant performance security.
(b) Subject to this Bond being in full force and effect, the Surety shall pay the full
amount specified in this Bond upon receipt of first written demand from the Authority
stating that

Kolonnawa
(i) the Bidder has withdrawn his Bid during the Bidding period, or
(ii) the Bidder has failed to provide a performance security to the Authority
in accordance with the terms of the contract between them upon acceptance of
the Tender.
No alteration in the terms of the Tender, nor any forbearance or forgiveness in or in respect of any
matter or thing concerning the Tender on the part of the Authority, nor any objection from the Bidder
shall in any way release the Surety from any liability under this Bond.
The benefit of this Bond shall not be assignable by the Authority and upon its ceasing to be in full
force and effect the Authority shall return the same to the Bidder.
This Bond shall be governed by the laws of Sri Lanka.
I executed as a Date this ( ) day of ( ) 2018 ( )
For and on behalf of the Bidder………………for and on behalf of the Surety…………

..……………………………………………………………………………………….........
Signed by…………………………………… Signed by…………………………………….

In the capacity of ………………………… …In the capacity of ……………………………
And by……………………………………….And by………………………………………..
In the capacity of…………………………….In the capacity of …………………………….
Seal (where applicable) Seal (where applicable)

Kolonnawa
Annexure – “D”
FORM OF PERFORMANCE BOND
BOND NUMBER :……………………………… DATE :…………………….
SUM GUARANTEED :……………………………………
To :
Chairman
C/o Procurement Manager
1st Floor, New Building
Oil Installation
Kolonnawa.
Dear Sir,
Whereas…………………………………………………………………………………………………
……….. (name and address of contractor) hereinafter called “the contractor” has undertaken , in
pursuance of contract no……………………………………………………………..dated…………….
to executes………………………………………………………………......(name of contract)
hereinafter called “the contract”
And whereas it has been stipulated by you in the said Contract that the Contractor shall furnish you
with a Bank Guarantee by a recognized Bank for the sum specified therein as security for compliance
with his obligations in accordance with the Contract.
And whereas we have agreed to give Contractor such a Bank Guarantee.
Now therefore we hereby affirm that we are the Guarantor and responsible to you, on behalf of the
Contractor, up to a total of …………………………………………………………………(amount of
Guarantee)………………………………………………………………(amount in words), such sum
being payable in the type and proportions of currencies in which the Contract price is payable, and we
undertake to pay you, upon your first written demand and without cavil or argument , any sum or
sums within the limits of ………………………………………………………………..(Amount of
Guarantee) as aforesaid without your needing to prove or to show ground or reasons for your demand
for the sum specified therein.
We hereby waive the necessity of your demanding the said debt from the contractor before presenting
us with the demand.
We further agree that no change or addition to or other medication of terms of the contract or of the
works to be performed there under or of any of the contract document which may be made between
you and the Contractor shall in any way release us from any liability under this Guarantee, and we
Hereby waive notice or any such change, addition or modification
Contd…….02

Kolonnawa
This Guarantee shall be valid . till 28 days beyond the intended completion of confirmation of
the tender for the supply of Janitorial Services to CPSTL Oil installation, Kolonnawa.
Signature and Seal of the Guarantor :……………………………………………………….
Name of the Bank :……………………………………………………….
Address of the Bank :……………………………………………………….
:……………………………………………………….
Date :………………………………………………………..
Witness :……………………………………………………….

Kolonnawa
Annexure “E”
FORM OF BID
The Chairman,
Department Procurement Committee,
CEYLON PETROLEUM STORAGE TERMINALS LIMITED,
Oil Installation, Procurement Function,
01stFloor, New Building,
Kolonnawa,
From:
…………………………………………………………………………………………
………….
…………………………………………………………………………………………
…………..
Sir,
A-1 Having familiarized ourselves with the formal request for instruction to Bidders and
Conditions of contract for Supply of Janitorial Services to CPSTL – Package ii,
Oil Installation, Kolonnawa, we offer to complete the whole of said services in
conformity with the said document.
A-2 Unless and until a formal Agreement is prepared and executed this Bid together with
your written acceptance thereof shall constitute a binding contract with us.
A-3 We understand you are not bound to accept the lowest or any Bid you may receive.
A-4 The Bid we are offering is complete and fulfills the requirements discussed in the Bid
document.
A-5 We agree to abide the National Minimum Wage of Workers Act, No. 3 of 2016.
A-6 We agree to abide by this Bid until……………...Bid Conditions and prices quoted
shall remain binding upon us and may be accepted at any time before the expiration of
the period.
A-7 We agree to be bound by the Bid, Bid Conditions and Performance Guarantee.
A-8 We affirm that the said services will be provided within ………………………..
(……..) months after we receive notice acceptance of our Bid from the CPSTL.
A-9 We offer the lump sum fixed price of Sri Lankan Rupees ……………………………..
(in figures)
………………………………………………………………………………………..
(In words) for execution, of ………………………………………………………. as
detailed out in this Bid document and details of the lump sum price is as given in the
schedule of prices. We agree that it is open to the Procurement Committee to reject
this offer or to accept.
Dated this ……………………. day of …………………………2018.
Signature ……………………………………………………………………………….
In the capacity of
………………………………………………………………………………………..

Kolonnawa
………………………………………………………..………… duly authorized to sign
Bidders for and on behalf of:
Name :
..........................................................................................................................................
Address :
........................................................................................................................................
........................................................................................................................................
……………………………
Company Stamp
Witnesses:
1. Signature: ...................................... 2. Signature: ...........................................

Name: ...................................... Name: ...........................................
Address: ...................................... Address: ….......................................

Kolonnawa
Annexure “F”
FORM OF AGREEMENT
CONTRACT AGREEMENT BETWEEN CEYLON PETROLEUM STORAGE

TERMINALS LIMITED (CPSTL) AND [INSERT COMPLETE NAME OF THE
CONTRACTOR]………………………………………………………………………………
…………………………………………………………………………………………………
………………
This contract agreement is made and entered into this … day of ….. 2017 between the Ceylon
Petroleum Storage Terminals Limited incorporated under the provisions of the conversion of
public corporation or Government owned business undertaking into public companies Act
No.23 of 1987 and Companies Act No.07 of 2007, having its registered office at Oil
Installation, Kolonnawa (hereinafter called and referred to as the “CPSTL” which terms of
expression as herein used shall where this context so requires and admits mean & include the
CPSTL & its successors & assigns) as one part and ……….. [insert complete name of the
contractor], having its registered office at ……………… [insert address of the contractor] (
hereinafter called the “Contractor” which terms of expression as herein used shall where this
context so requires and admits mean & include the Contractor & its successors & assigns) as
the other part.
WHEREAS the CPSTL invited bids for supply of janitorial services ancillary services,
viz.,“Supply of Janitorial Services to CPSTL – Package ii, Oil Installation Kolonnawa” –
Reference tender no: KPR/…/2017 (hereinafter called and referred to as “the Contract”)and
has accepted a bid by the Contractor for the execution of such Contract in the sum of
……………[insert total price in words and figures] (hereinafter called and referred to as
“the Contract Price”), and the remedying of any defects therein.
The CPSTL & the Contractor agree as follows;
1. In this agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract and Contractor’s Scope of
Work hereinafter referred to.
2. The following documents shall be deemed to form and be read and construed as an
integral part of this contract agreement.
• Letter of acceptance dated [insert the date of the letter of acceptance]
• The bid dated [insert the date of the bid]
• The scope ,standards and specifications of the bid
• The terms & conditions of the bid
• The completed schedules of the bid
• The supplier's proposals and original Price Schedule
3. In consideration of the payments to be made by the CPSTL to the Contractor as
hereinafter mentioned, the Contractor hereby covenants with the CPSTL to execute

Kolonnawa
and complete the Contract and remedy any default therein, fit for purpose in
conformity in all respects according to the provisions of the Contract.
4. The CPSTL hereby covenants to pay the Contractor in consideration of the provision
of the Contract and the remedying of defects therein, the Contract Price or such other
sum as may become payable under the provisions of the Contract at the times and in
the manner prescribed by the Contract.
5. All or any dispute between the parties hereto arising under or in connection with this
agreement shall be governed by the laws of the Democratic Socialist Republic of Sri
Lanka.
6. Any notice or other communication received permitted to be given pursuant to this
agreement shall be sent by registered mail or by fax address in the case of CPSTL, to
the Manager Procurement, Ceylon Petroleum Storage Terminals Limited, Oil
Installation, Kolonnawa, and in the case of Contractor, to the ………..[insert complete
address of the contractor].
In witness whereof the parties hereto have caused this agreement to be executed in
accordance with the laws of Democratic Socialist Republic of Sri Lanka on the day, month
and year aforementioned.
For and on behalf of the Contractor For and on behalf of CPSTL

................................................................. .................................................................
Authorized Signature of the Contractor Authorized Signature of CPSTL
(COMMON SEAL) (COMMON SEAL)
In the presences of witness:
1. Name & NIC No :. .................................................
Signature :. .................................................
Address :. .................................................
2. Name & NIC No :. .................................................
Signature :. .................................................
Address :. .................................................

Kolonnawa

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CEYLON PETROLEUM STORAGE TERMINALS LIMITED

PUBLIC TENDER: KPR/35B /2017

NATIONAL COMPETITIVE BIDDING

JANITORIAL SERVICES – PACKAGE 2

CEYLON PETROLEUM STORAGE TERMINALS LTD

9. Performance Security 7-8

10. Supply of Janitorial Services 8

12. Mode of Payment 8

13. Contract not to be Sublet 8

14. Governing Law & Jurisdiction 8

15. Defaulted Bidders & Default by Successful Bidder 9

16. Further Information 9

B. CONDITIONS OF CONTRACT 10-13

Schedule of Price Annexure “B” 16-21

Form of Bid Security Annexure “C” 22-23

Form of Performance Security Annexure “D” 24-25

Form of Bid Annexure “E” 26-27

Form of Agreement Annexure “F” 28-29

Circular on Janitorial Services Annexure “G” 30-41

Page | 1 Janitorial Services 2018 – Package, 2 CPSTL Kolonnawa

1. The Chairman, Department Procurement Committee on behalf of the Ceylon

2. Bidding documents may be inspected free of charge at the office of Procurement

i. Business Registration Required :

Specialty : Supply of Janitorial Services

ii. Experience Required :

6. Bids must be accompanied by a bid security of Rupees 100,000.00. in the form of a

8. Deadline for submission of Bids shall be 1400 hrs 08.03.2018

Date : 19th February 2018

Page | 3 Janitorial Services 2018 – Package, 2 CPSTL Kolonnawa

The Chairman, Department Procurement Committee, on behalf of the Ceylon Petroleum

01. ISSUE OF BIDDING DOCUMENTS:

Bidding document consists of the following:

02. SUBMISSION OF BIDS:

Page | 4 Janitorial Services 2018 – Package, 2 CPSTL Kolonnawa

04. DOCUMENTS & DETAILS TO ACCOMPANY BID

All documents shall be in English Language.

Page | 5 Janitorial Services 2018 – Package, 2 CPSTL Kolonnawa

In exceptional circumstance, prior to expiry of the period of validity of bid security,

06. MINIMUM VALIDITY PERIOD OF BIDS

In exceptional circumstance, prior to expiry of the period of validity of bid, the

07. SCHEDULE OF PRICES

Page | 6 Janitorial Services 2018 – Package, 2 CPSTL Kolonnawa

09. PERFORMANCE SECURITY

Page | 7 Janitorial Services 2018 – Package, 2 CPSTL Kolonnawa

Service of Janitorial to be supplied including janitors, chemicals and tools &

12. MODE OF PAYMENT

13. CONTRACT NOT TO BE SUBLET:

14. GOVERNING LAW & JURISDICTION

Page | 8 Janitorial Services 2018 – Package, 2 CPSTL Kolonnawa

a. A Bid is liable to be rejected forthwith if it is submitted by a Bidder who has, in the

c. If the successful Bidder, defaults in the supply of services or otherwise commits a

16. FURTHER INFORMATION:

Any further information can be obtained on application to the undersigned on any

Page | 9 Janitorial Services 2018 – Package, 2 CPSTL Kolonnawa

Contractor: The company / party for which the contract for

3. The Language All correspondence between the Contractor and Employer or

6. Performance The Performance Guarantee shall be 10 % of the sum

7. Time for The Time for completion of Supply Janitorial Services to

8. Programme of The programme of work shall be submitted within 7 days

9. Penalty Should the Contractor fail to successfully attend to Janitorial