The Chairman of the Department Procurement Committee, on behalf of the University of Vavuniya, invites sealed quotations from qualified applicants for a new University Security Service Bid. This procurement process aims to secure a professional private security provider for the university premises throughout the year 2026. The selected service provider will sign a contract for a total duration of one year, which includes an initial three-month probationary period. The university administration will conduct this entire bidding procedure strictly in accordance with the National Competitive Bidding guidelines.

Inspection and Acquisition of Procurement Documents

Interested parties can inspect the official procurement documents free of charge at the campus. These files are available at the General Administration Division of the University of Vavuniya. You can contact them via telephone at 024 2223316. The inspection window remains open from 15.11.2025 to 05.12.2025 on regular working days between 9:00 AM and 3:00 PM. To purchase the English language bidding documents, you must follow one of the two options below before the final deadline at 3:00 PM on 05.12.2025:

Option 1: Physical Acquisition on Campus You can obtain the physical documents from the office of the Assistant Registrar, General Administration Branch, University of Vavuniya, Pampaimadu, Vavuniya. This requires a non-refundable cash payment of Rs. 3,500/- made directly to the University Shroff during working hours.

Option 2: Online Download and Bank Deposit Alternatively, applicants can download the necessary forms from the official University of Vavuniya website at http://www.vau.ac.lk. If you choose this online option, you must pay the non-refundable fee of Rs. 3,500/- at any branch of the Bank of Ceylon. Ensure the bank staff uses a Bank of Ceylon cash deposit slip drawn in favor of the University of Vavuniya, using Account Number 0002364602 at the Vavuniya Branch.

Pre-Bid Meeting and Site Visit Guidelines

The university will host a mandatory pre-bid meeting on 26.11.2025 starting at 10:30 AM. This meeting will take place at the Board Room of the IT Centre, University of Vavuniya, Pampaimadu, Vavuniya.

Furthermore, before submitting your final University Security Service Bid, your company representatives should visit the physical field sites. You must attach the duly completed site-visit form, complete with the signature of the authorized university officer, to your final submission. Please note that if a bidder leaves any item rate or price blank in the Activity Schedule, the client will not pay for those specific items during execution. Instead, the university will deem those costs covered by your other active rates.

Bid Security and Financial Guarantees

Every submission for this University Security Service Bid must include a mandatory Bid Security of Rs. 350,000.00. This security must remain valid for a period of 119 days from the bid closing date, which lasts until 30.04.2026. Bidders must secure this unconditional guarantee from a commercial bank registered under the Central Bank of Sri Lanka, issued in the name of the Vice Chancellor, University of Vavuniya. Alternatively, you can pay the full sum in cash to the University Shroff.

Envelope Packaging and Submission Requirements

When preparing your final documents, you must submit your sealed bids in duplicate according to the following packing instructions:

  1. Enclose the original version of your bid in a separate cover clearly marked Original.
  2. Enclose the duplicate version of your bid in another separate cover clearly marked Duplicate.
  3. Place both the Original and Duplicate covers inside one large single envelope.
  4. Write the text Invitation for bids Provision of Security Service for the University of Vavuniya for the year 2026 on the top left-hand corner of the outer envelope.
  5. Clearly print the name and complete business address of your firm on the outside cover.

Deadlines and Tender Opening Ceremony

The absolute final deadline for this University Security Service Bid is 3.00 PM on 05.12.2025. You must deliver the packages to the address of the Vice-Chancellor listed below before this cutoff time. The university will reject any late bids automatically and return them unopened to the sender.

The procurement committee will open the received bids immediately after 2:00 PM on 05.12.2025. Bidders or their authorized representatives are welcome to attend this opening session in person at the main boardroom. For any further clarifications, please contact the Assistant Registrar of General Administration during official office hours.

Submission Address: Vice-Chancellor, Chairman, Department Procurement Committee, University of Vavuniya, Pampaimadu, Vavuniya.

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