Cleaning and Security Service Tenders in Sri Lanka

Hospitals, universities, ministries, courts, banks, ports and local councils all need their premises cleaned and guarded every day of the year. Most of them outsource this work, which makes cleaning and security contracts some of the most regular service tenders Sri Lanka publishes. For manpower service companies, a single contract can mean steady monthly income for one, two or three years.

These tenders look straightforward, but they are labour-intensive and heavily regulated. Buyers check licences, statutory payments, staff numbers and supervision closely, and a price that does not cover legal wages and contributions can be rejected as unrealistic or lead to losses and disputes later. This guide explains how cleaning and security tenders work, what is usually required and how to price and manage them responsibly.

Note: requirements differ between tenders and can change. Always verify eligibility, documents, fees and deadlines in each tender's own bidding documents.

What Are Cleaning and Security Service Tenders?

Both types fall under non-consulting services: services where the output is measurable and the work is mainly physical or operational rather than advisory.

Cleaning and janitorial services

• Daily cleaning of offices, wards, lecture halls and public areas
• Washroom cleaning and sanitation
• Garden and ground maintenance
• Waste collection and segregation within premises
• Specialised cleaning such as hospital areas, glass facades or deep cleaning

Security services

• Static guarding at entrances, car parks and buildings
• Patrols and night security
• Access control and visitor management
• CCTV monitoring where combined with manpower
• Event or temporary security

Some buyers combine both into a single facility management or janitorial and security tender, while others issue separate notices.

Rules Governing Service Procurement

Public sector non-consulting services are generally procured under the Procurement Guidelines 2024 for Goods, Works and Non-Consulting Services issued by the National Procurement Commission (NPC) and published by the Ministry of Finance, with the accompanying manual and circulars. Methods commonly used include National Competitive Bidding for larger contracts and quotation procedures for smaller ones. Value thresholds and approval levels are revised from time to time, so check the current guidelines and the bidding document.

Some state enterprises and statutory bodies follow their own procurement procedures that are broadly aligned with the national framework. The tender notice will say which rules apply.

Licences and Registrations You Are Likely to Need

For security service providers

Private security agencies in Sri Lanka are required to be registered with the Ministry of Defence, which maintains information on registered agencies. Tenders for security services commonly ask for a valid registration certificate. Check the Ministry's current requirements and keep your registration renewed.

For cleaning service providers

There is generally no single national licence specific to cleaning companies, but tenders often require:

• Business registration certificate
• Proof of registration for statutory employee contributions (EPF and ETF)
• Tax registration as applicable
• Registration with the procuring entity's supplier list, where it maintains one

Common to both

• Evidence of compliance with labour laws, such as recent EPF/ETF payment records
• Insurance cover, for example public liability or employee accident insurance, if the tender requires it
• Authorisation for the bid signatory
• Experience letters from previous clients

Requirements differ widely, so read each tender's eligibility section carefully.

Where to Find Service Tenders in Sri Lanka

| Channel | Typical notices | |---|---| | Daily News, Ceylon Daily News, Sunday Observer | Ministries, state banks, universities and corporations inviting bids for cleaning or security | | Dinamina, Lankadeepa and Tamil- language papers | Provincial hospitals, local councils and regional offices | | Government Gazette | Official notices from the Department of Government Printing | | PROMISE (promise.lk) | Electronic procurement for participating entities | | Institution websites and notice boards | Teaching hospitals, universities, District Secretariats | | TenderHub.lk | Aggregated notices you can search by category, province and closing date |

Service contracts often renew on fixed cycles, so a buyer that advertised a security tender two years ago may advertise again around the same time. Keeping a calendar of likely renewals helps you prepare in advance.

What the Bidding Document Usually Asks For

Manpower schedule

The buyer usually specifies the number of staff by category and shift, for example a certain number of security officers for day and night shifts, supervisors, cleaners and cleaning supervisors. Your bid must meet or exceed these numbers exactly as described.

Staff qualifications

• Minimum age and educational levels
• Police clearance or character certificates
• For security staff, experience or training, and sometimes prior service in the forces or police
• Medical fitness

Equipment and materials

Cleaning tenders often require the contractor to supply chemicals, tools and machines, with specified brands or standards. Security tenders may require uniforms, communication devices, torches and logbooks.

Price schedule

Most service price schedules ask for a monthly cost, broken down by component. Common components include:

• Basic wages and allowances
• Statutory contributions (EPF employer share, ETF)
• Gratuity provision where applicable
• Overtime and holiday pay
• Uniforms and equipment
• Cleaning materials
• Supervision and administration
• Insurance
• Profit margin
• Applicable taxes

Securities

Bid security and performance security are commonly required. Amounts, formats and validity periods are set in the Bid Data Sheet. A tool like the TenderHub.lk bid bond calculator can help you estimate, but the bidding document decides.

Pricing Manpower Contracts Responsibly

The biggest risk in cleaning and security tenders is underpricing. Labour is the main cost, and wages must meet at least the legal minimum, along with statutory contributions. A bid that is too low may be flagged as abnormally low, and even if awarded it can push a contractor into non- payment of wages, which harms workers and can lead to contract termination.

Steps to build a sound price

1.Confirm the legal wage floor that applies to your staff, including any recent revisions to national minimum wages or wages board decisions. Check current rates with the Department of Labour. 2.Add statutory contributions such as the employer's EPF share and ETF at the current rates.

3.Plan for leave and relief staff. A post that must be covered 24 hours a day, every day of the year, needs more than the number of people on shift at any one time. 4.Include overtime and public holidays according to the shift pattern required. 5.Cost uniforms, equipment and materials over the contract period. 6.Add supervision, administration, insurance and transport. 7.Add a reasonable margin and applicable taxes.

Illustrative example

Hypothetical example only, with round numbers not based on actual rates: suppose one guard post needs coverage around the clock. With two 12-hour shifts and allowance for weekly rest days and leave, a contractor may need about three guards for that one post. If each guard's total monthly employment cost, including wages, statutory contributions and allowances, is assumed to be Rs. 60,000, labour alone is Rs. 180,000 per post per month. Adding Rs. 15,000 for uniforms, equipment and supervision and a 10% margin gives about Rs. 214,500 per post per month before taxes. A bid far below this level would be hard to justify without cutting legal entitlements.

How Service Bids Are Evaluated

1.Preliminary checks – completeness, signatures, bid security, licences. 2.Technical evaluation – manpower numbers, staff qualifications, equipment, experience, and sometimes a site visit or interview. 3.Price evaluation – arithmetic checks and comparison, sometimes with a check that wages meet legal minimums. 4.Post-qualification – verifying financial capacity, past performance and statutory compliance. 5.Award and contract – letter of acceptance, performance security and signing.

If a bidder believes evaluation was unfair, the guidelines and bidding document set out review procedures and time limits.

Managing the Contract After Award

Service contracts are judged every day. Buyers usually monitor:

• Attendance registers and shift coverage
• Quality of cleaning against checklists
• Incident reports and response for security
• Timely payment of wages and statutory contributions
• Replacement of absent or unsuitable staff

Contracts often include deductions for absent staff or poor performance, and repeated failures can lead to termination and loss of the performance security. Good supervisors and transparent records protect your reputation.

Common Mistakes in Service Tenders

• Pricing below legal wage and contribution levels
• Missing or expired security agency registration
• Not meeting the specified manpower numbers or shift pattern
• Failing to attach EPF/ETF compliance evidence when requested
• Omitting cleaning materials or equipment from the price
• Ignoring site visit requirements
• Submitting a bid security in the wrong format or with short validity

Key Takeaways

• Cleaning and security are regular, recurring service tenders in Sri Lanka with multi-year potential.
• Security providers usually need valid Ministry of Defence registration; all bidders need statutory labour compliance.
• Price from legal wages and contributions upwards, including relief staff for continuous posts.
• Technical compliance on manpower numbers and qualifications is critical.
• Performance after award, including on-time wage payment, determines renewals and reputation.

Service tender checklist

• Licences and registrations valid (including security agency registration if applicable)
• EPF/ETF compliance documents ready
• Manpower schedule matches or exceeds requirements
• Staff qualification evidence prepared
• Price built from current legal wage rates and contributions
• Equipment, materials and uniforms costed
• Bid security correct in amount, format and validity
• Site visit attended if required
• Bid submitted on time by the required method

Frequently Asked Questions

Do I need a licence to bid for security service tenders in Sri Lanka?

Private security agencies are expected to be registered with the Ministry of Defence, and most security tenders ask for proof of this. Confirm current requirements with the Ministry and the tender document.

Can the lowest price always win a cleaning or security tender?

Not necessarily. Bids must be responsive and realistic. A price that cannot cover legal wages and contributions may be questioned or rejected.

How long do service contracts usually last?

Many run for one year, and some for longer with renewal options. The contract period is stated in the bidding document.

Do I have to provide cleaning chemicals and equipment?

Often yes, but it depends on the tender. The scope of work and price schedule will state whether materials are included.

Can one company bid for both cleaning and security?

Yes, if it meets the requirements for both. Where a combined tender is issued, the bidder must satisfy all relevant licences and experience criteria.

Where can I find new service tenders each day?

Monitor newspapers, the Gazette, PROMISE and institution websites, or use TenderHub.lk to search service-related notices and set alerts.

Conclusion

Cleaning and security tenders offer a reliable stream of work for well-organised manpower companies. Success depends on proper licensing, honest pricing that respects workers' legal entitlements, careful compliance with manpower and qualification requirements, and consistent performance on site. Contractors who get these right build long relationships with institutions across the country.

Follow the daily service tender notices on TenderHub.lk to catch cleaning and security opportunities early and prepare compliant bids with time to spare.

Related guides

• Bid Security and Performance Bonds in Sri Lanka
• Supply Tenders in Sri Lanka – Equipment, Goods and Materials
• Consultancy Tenders in Sri Lanka – How to Apply
• IT and Software Development Tenders in Sri Lanka

Browse live tenders in Sri Lanka, see what is closing this week and get daily tender alerts on TenderHub.lk.