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fl;Gy Mw;Wiff; fiyfs; gy;fiyf;fofk; CAPITAL WORKS DIVISION
UNIVERSITY OF THE VISUAL & PERFORMING ARTS 21, Albert Crescent, Colombo 07, Sri Lanka

21, Albert Crescent, Colombo 07, Sri Lanka Tel. : +94 112 026777
Tel. : +94 112 033 710 Fax : +94 112 696 972 Fax : +94 112 690249
E-mail : info@vpa.ac.lk Web. : www.vpa.ac.lk E-mail : g.admin@vpa.ac.lk

u_g# aOky: o_¢ aOky: qòny:

My No : UVPA/CW/01 Your No. : Date: 13.10.2023

…………………………
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Dear Sir/Madam,

Outsourcing IT service for the University of the Visual and Performing Arts.

The Chairman, Procurement Committee on behalf of the University of the Visual and
Performing Arts invites sealed bids from eligible and qualified bidders for “Outsourcing IT
service for the University of the Visual and Performing Arts.” as per the bidding documents
(envelop I and II) attached herewith.

Bids in duplicate addressed to the Chairman, Procurement Committee, c/o Deputy Registrar
(Capital Works), University of the Visual and Performing Arts, No.21, Albert Crescent,
Colombo 07 shall be deposited in the tender box available at the General Administration
Branch 2nd floor, Administration building and shall be sent registered post or shall be
submitted through promise.lk on or before 2.30 p.m. on 26th October 2023. (Name of the
contract should be indicated in the top left-hand corner of the envelope.)

If any clarification is required please contact the Head IT of this University on 011 2033710
Ext. 3004
Thank you.
Yours faithfully,

D.N.Gurusinghe
Acting Registrar

To enrich the cultural life of humankind

 Envelop I
Qualification & Experience Information
University of the Visual and Performing Arts
No. 21, Albert Crescent, Colombo 07

Outsourcing IT service for the University of

the Visual and Performing Arts

UVPA/CW/01/IT/2023

Service Provider’s Name: ……………………………………………………………

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Email Address : ……………………………………………………………

Contact Number : ……………………………………………………………

Postal Address : ……………………………………………………………

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 Invitation For Bids
University of the Visual and Performing Arts
Outsourcing IT service for the University of Visual and Performing Arts
(2023/2024)

01. The Chairman, Departmental Procurement Committee on behalf of the University of the Visual and
Performing Arts now invites sealed bids from eligible and qualified bidders to provide IT Service for
the university.
02. Bidding will be conducted through National Shopping Bidding.
03. Qualification requirements to qualify for contract award include,
i. Having valid relevant business registration in Sri Lanka.
ii. Having completed satisfactory similar nature of IT service in a government organization for a last
five years. (2018,2019,2020,2021,2022)
iii. Company profile with the comprehensive detail of employees.
04. Completed bids addressed to the Chairman, Department Procurement committee, C/o Deputy Registrar
(Capital Works), University of the Visual and Performing Arts, No.21, Albert Crescent, Colombo 07
shall be deposited in the tender box available at the General Administration Branch 2nd floor,
Administrative building and shall be sent registered post or shall be submitted through promise.lk on or
before 2.30 p.m. on 26th October 2023 (Name of the contract and contact Number should be indicated
in the left-hand corner of the envelop).
05. Late / incomplete bids will be rejected. Bids will be opened soon after the closing in the presence of the
bidders or their representatives who choose to attend.
06. Bids shall be valid up to 14.12.2023
07. Each bids shall be accompanied by a bid security to an amount Rs. 158,000.00 and valid up to
12.01.2024
08. Pre-bid meeting will be held on 20.10.2023 at 10.30 a.m. at the Welfare Board Room of the 5th floor of
the Administration Building.
09. Final decision will be made by the Departmental Procurement Committee.

Chairman / Procurement Committee

University of the Visual and Performing Arts
No.21, Albert Crescent
Colombo 07
Section II – Bidding Data
Instructions to Bidders Clause reference

(1.1) The employer is Vice Chancellor, University of the Visual and Performing Arts,
No.21, Albert Crescent, Colombo 07

The name and identification number of the contract is

Outsourcing IT Service for the University of Visual and Performing Arts.
UVPA/CW/01/IT/2023

(1.2) The intended service period is 06 months.

(2.2) The information required from bidders in sub-clause 2.2 is;

(a) Experience in similar assignments
(b) Work Plan and Methodology
(c) Client references
(d) Company profile with the comprehensive detail with the employees.

Important: The bidder should attach documentary evidence to prove above requirements.

(8.4) The address for bid submission is “Chairman, Procurement Committee, C/O Deputy Registrar
(Capital Works Division) University of the Visual and Performing Arts, No21, Albert Crescent,
Colombo 07”

(11.1) The Bid shall be valid up to 14.12.2023

(12.1) The amount of Bid Security shall be Rs. 158,000 /=

The bid security acceptable to the employer shall be unconditional bank guarantee from a Central
Bank approved commercial bank operating in Sri Lanka or cash deposit.

The Bid Security shall be valid up to 12.01.2023

(15.1) The deadline for submission of bid shall be on or before 2.30 pm on 26.10.2023

(17.1) Bids will be opened immediately after closing at the Board Room of the University
of the Visual and Performing Arts, No.21, Albert Crescent, Colombo 07.

(26.0) The performance security acceptable to the employer shall be an unconditional guarantee as per
given format from a Central Bank approved Commercial bank operating in Sri Lanka to an amount
equal to 5% to the contract price or a cash deposit.
20.3
Basic Eligibility

I. Registration in Sri Lanka under the business registration or incorporated under the companies’ Act in
the relevant field (Certified copy should be attached).

II. Experience in satisfactory similar nature of IT service in a government organization for during the last
five years (2018,2019,2020,2021,2022) in one contract.

III. Company profile assuring ability to provide the service requirement mention in TOR.

Criteria for Evaluation Qualification & Experience

Criteria Maximum points Minimum

required
a Experience in similar assignments 20 10
b Work Plan & Methodology 30 15
c Client reference 20 10
d Company Profile 30 15

To qualify:
1. Should obtain minimum required marks each criteria (a - d) and
2. Should obtain overall minimum of 70 marks

a. Experience in similar assignments

The determination will take in to account the bidder’s involvement in similar assignment in the
recent past. (during last five years 2018,2019,2020,2021,2022)

b. Work Plan and Methodology

The determination will take in to account the bidders proposed approach including the allocation of
necessary resources (labor & material) and the prose method of providing the service contract in
providing the service.

c. Client’s reference

The references made by the previous clients about the quality of the services provided by the bidder
will be evaluated.

d. Company Profile

The determination will take in to account the bidder’s strength of company profile including staff to
provide the IT service, and qualification and experience of key staff to be assigned for the service
contract.
 Section III – Qualification Information

The information to be filled in by bidders in the following pages will be used for purposes of bid
evaluation as described in the instructions to bidders. Attach additional pages if necessary.

Schedule A – Experience in similar Assignments during last five years

Period Employer Description of Works Amount per month Amount per year
(Excluding VAT) (Excluding VAT)

Name and Signature of the bidder ………………………………………………………..

Company Seal:
 Schedule- B - Work Plan and Methodology

Work Plan & Methodology:

(Write here or attach separately)

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Name and Signature of the bidder ………………………………………………….

Company Seal:
Schedule C – Client’s Reference

Attach the certificates given by the client’s, making references on this service executed by bidder

Name and Signature of the bidder ………………………………………………….

Company Seal:
Schedule D

Details of Company Profile (Write here or attach separately)

• History of the company

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• Nature of the Business

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• Organization Structure

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 • Branches of the Company

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• Role and Qualifications of employees

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• Staff turnover

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Name and Signature of the bidder ………………………………………………….

Company Seal:
 Section – V – Contract Data

Number of Amendments of and supplements to clause in the General Conditions of Contract GC

clause

1.1. (e) The contract name is “Outsourcing IT service for the University of the Visual and Performing Arts”

1.2. (h) The Employer is “University of the Visual and Performing Arts”

1.3. The Addresses are:

Employer: University of the Visual and Performing Arts, No.21, Albert Crescent, Colombo 07.

Telephone: 0112033710 Fax: 011 2686071

Service Provider:
…………………………………………………………………………………………………………………
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…………………………………………………………………………………………………………………
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Telephone: ………………………………………… Fax:

…………………………………………………

1.4 The authorized representatives are:

For employer:
Head /IT

Telephone: 011 2033710 Ext 3004 Fax: 011 2686071

For service provider:

………………………………………………………………………………………………………………
………………………………………………………………………………………………………………

Telephone…………………………………… Fax: …….……………………………………………

(2.1) The date on which this contract shall come into effect is 06.11.2023

2.2.1. The starting date for the commencement of service is 06.11.2023

2.3. The intended completion period: six months

6.1 Monthly payments will be made after a one month period of service with the recommendation of Head /
IT Center /UVPA ;

6.2 Contract price - Six Month Value …………………………………………………………….

Monthly Cost…………………………………………………………….
 Section VI: Employer’s Requirements
Section VII: Activity Schedule
Description of the Services

For more details please refer Term of Reference (TOR).

1. The bidder should be thoroughly familiar with the IT services covered by the TOR.

2. The bidder should possess all the resources (men, material and equipment) necessary for execution
of the contract. The University will not supply resources to the contractor. Bidder should assign
competent individuals who possess necessary skills & expertise.

3. Response Time

When escalated the following response times should align with the response times and resolution
times of the Service Provider

Fault Type Onsite Response Resolution

Time
Time
Urgent 15 Minutes 2 Hours
Serious 30 Minutes 4 Hours
Non-Critical 1 Day Clients Convenience

4. Cover Times
Coverage parameters specific to the services covered in this Agreement are as follows:
• Onsite assistance and remote assistance will be provided in-line with the above time scales:
8:30 A.M. to 5:00 P.M. Monday to Friday excluding Mercantile Holidays.

5. Duration: 6 Months period

Service period may be extended according to the both parties’ agreement and the approval of the
council. Service contract period can be extended as per the requirement and agreement of both
parties under the same contract conditions.

6. Bidder should assure the confidentiality of the data & information of the university. Information &
data can not be transferred of any other party.

7. Bidder should comply with the rule & regulations of the university.
 Terms of References

HANDLING IT SERVICES AT THE INFORMATION TECHNOLOGY CENTER OF HE

UNIVE RSITY OF THE VISUAL AND PERFORMING ARTS

1. BACKGROUND
The Network Operating Centre (NOC) at the UVPA serves as the central hub for managing and
maintaining the university's extensive network infrastructure. As a leading National university in
Sri Lanka, the UVPA recognizes the vital role of technology in enabling seamless connectivity,
communication, and collaboration across its facilities. The NOC plays a crucial role in ensuring
the reliable and secure operation of the university's network, providing uninterrupted access to
critical services and resources for students, faculty, and staff. The University network directly
connected with Lanka Education and Research Network (LEARN).
1.1 Purpose and Objectives of the UVPA NOC
The primary purpose of the NOC is to monitor, manage, and optimize the performance of the
university's network infrastructure. Its overarching objective is to facilitate efficient and reliable
network connectivity, supporting the academic, research, and administrative functions of the
university.
The NOC strives to achieve the following objectives:
Network Monitoring and Troubleshooting: The NOC continuously monitors the university's
network infrastructure, proactively identifying and addressing any issues or anomalies. It
leverages advanced network monitoring tools and technologies to ensure optimal performance,
minimize downtime, and enhance network availability.
Incident Response and Resolution: In the event of network disruptions or incidents, the NOC
promptly responds to mitigate the impact on network services. Highly skilled network engineers
and technicians are available to troubleshoot and resolve issues, ensuring swift restoration of
services and minimizing any potential disruption to academic activities.
Network Performance Optimization: The NOC constantly analyzes network performance data,
identifying areas for improvement and implementing optimization strategies. This includes
capacity planning, traffic management, and bandwidth allocation to maintain an efficient and
reliable network infrastructure that meets the growing demands of the university's diverse user
base.
Security and Risk Management: Network security is a top priority for the NOC. It implements
robust security measures to protect the network from unauthorized access, malware, and other
cyber threats. The NOC works closely with the university's Information Security team to ensure
compliance with security policies, implement security controls, and promptly respond to security
incidents.
Collaboration and Coordination: The NOC collaborates closely with various departments and
stakeholders within the university, including academic faculties, research centers, and
administrative units. It engages in ongoing communication, coordination, and consultation to
understand evolving needs and align network infrastructure services with the strategic goals of
the university.
2 IT SERVICE REQUIREMENTS OF UVPA
1.1 Network Infrastructure Management Requirements
1.1.1 WLAN Management Requirements
1.1.1.1 Configuration of newly purchased wireless network devices. If required
collaborate with Current WLAN Service Provider / Vendor for wireless
network device configuration.
1.1.1.2 Troubleshoot &diagnose WLAN Device related Network connectivity
and authentication issues. If required collaborate with Current WLAN
Service Provider/ Vendor to resolve the issues.
1.1.1.3 Identify wireless network bottlenecks and implement optimization
strategies.
1.1.1.4 Document and maintain network configurations, diagrams, and
procedures.
1.1.1.5 Document, manage and maintain Private IP Address allocation, VLAN
related details.
1.1.1.6 When required assist with network equipment procurement and
vendor management.
1.1.1.7 Perform network capacity planning to accommodate future growth and
requirements.
1.1.1.8 Collaborate with cross-functional teams to design and implement
wireless network solutions to meet business requirements.
1.1.1.9 Conduct wireless network vulnerability assessments and implement
remediation strategies.
1.1.1.10 Implement wireless network security measures.
1.1.1.11 Conduct wireless device firmware upgrades and patch updates.
1.1.1.12 Stay up to date with the latest wireless networking technologies,
security vulnerabilities, and best practices.
1.1.1.13 Design and implement wireless network segmentation and access
controls to ensure data confidentiality and integrity.
1.1.1.14 Assisting with Wireless devices license renewals.
1.1.2 LAN Management Requirements
1.1.2.1 Configuration of newly purchased network devices. If required
collaborate withCurrent LAN Service Provider / Vendor for network
device configuration.
 1.1.2.2 Troubleshoot &diagnose LAN Device related Network connectivity and
authentication issues. If required collaborate with Current LAN Service
Provider / Vendor to resolve the issues.
1.1.2.3 Identify network bottlenecks and implement optimization strategies.
1.1.2.4 Document and maintain network configurations, diagrams, and
procedures.
1.1.2.5 Document, manage and maintain Private IP Address allocation, VLAN
related details.
1.1.2.6 When required assist with network equipment procurement and
vendor management.
1.1.2.7 Perform network capacity planning to accommodate future growth and
requirements.
1.1.2.8 Collaborate with cross-functional teams to design and implement
network solutions to meet business requirements.
1.1.2.9 Conductnetwork vulnerability assessments and implement remediation
strategies.
1.1.2.10 Implement network security measures.
1.1.2.11 Conduct network device firmware upgrades and patch updates.
1.1.2.12 Stay up to date with the latest networking technologies, security
vulnerabilities, and best practices.
1.1.2.13 Design and implement network segmentation and access controls to
ensure data confidentiality and integrity.
1.1.2.14 Assisting with Network devices license renewals.
1.1.3 WAN Management Requirements.
1.1.3.1 Troubleshoot &diagnose WAN Device related Network connectivity
issues. If required collaborate with the InternetService Provider to
resolve the issues.
1.1.3.2 Maintaining Firewall Rules and Policies.
1.1.3.3 Maintaining Site-to-Site VPN between University sites.
1.1.3.4 Maintain host-to-Gateway VPNs for Work from Home users.
1.1.3.5 Identify Internet Bandwidth related bottlenecks and implement
optimization strategies.
1.1.3.6 Perform Bandwidth capacity planning to accommodate future growth
and requirements.
1.1.3.7 Document, manage and maintain Public IP Address allocation related
details.
1.1.3.8 Assisting with Firewall license renewals.
1.1.4 WAN, LAN and WLAN Monitoring Requirements
1.1.4.1 Implement manage and maintain network monitoring and
management tools.
1.1.4.2 Identification of device failures/malfunctioning and collaborate with
device vendors / Service Providers/ISPs to remediate the issues.
1.1.4.3 Conduct WAN device firmware upgrades and patch updates.
1.1.4.4 Monitoring LAN and WAN band with requirements and optimizing the
utilization.
 1.1.5 WAN, LAN and WLAN Backup Requirements
1.1.5.1 Maintain latest up to date configuration backups of all LAN, WLAN and
WAN devices in a secure manner.
1.2 Server Infrastructure Management Requirements
1.2.1 Virtualization Infrastructure Management Requirements.
1.2.1.1 Manage and Maintain 3 Node VMWare 3 Node HA cluster based on
ESXI 7.0 and VMWare vSphere 7.0venter Server.
1.2.1.2 Manage and Maintain SAN Storage
1.2.1.3 Manage and Maintain Manage NAS Storage
1.2.1.4 Troubleshoot & diagnose Virtualization related issues and If required
collaborate with Server Hardware Vendor/ Service Provider to resolve
the issues.
1.2.1.5 Assisting with VMWare Cluster license renewals.
1.2.2 Linux Server Management Requirements
1.2.2.1 Install, configure, and maintain Linux operating systems on Virtual
Machines (VMs)/Bare metal servers
1.2.2.2 Manage user accounts, user permissions, and access control on Linux
systems.
1.2.2.3 Manage LVM and Physical Disks in Linux systems.
1.2.2.4 Implement and manage Linux-based security measures, including host-
based firewall rules.
1.2.2.5 Monitor and investigate Linux Server Logs to mitigate issues and to
identify and resolve existing issues.
1.2.2.6 Configure, maintain and troubleshoot Linux-based applications such as
LAMP stacks, Postfix, Bind, NTPd,SNMPd, FreeRADIUS, OpenLDAP,
Shibboleth and etc.
1.2.2.7 Automate system administration tasks usingCrontab and using scripting
languages such as Bash, Pythonand using Ansible etc.
1.2.2.8 Collaborate with cross-functional teams to design and implement
Linux-based solutions to meet business requirements.
1.2.2.9 Stay up to date with the latest Linux technologies, security
vulnerabilities, and best practices.
1.2.2.10 Conduct regular security audits and vulnerability assessments on Linux
Servers.
1.2.2.11 Perform Operating System upgrades and patch management to
maintain system stability and security.
1.2.2.12 Document and maintain system configurations, processes, and
procedures.
1.2.2.13 Provide technical support and troubleshooting assistance to end-users
and backend Users of Linux Systems.
1.2.2.14 Implement and manage containerization technologies. (e.g. Docker,
Containerd, CRI-O)
1.2.2.15 Implement and manage container Orchestration technologies. (e.g.
Kubernetes, Docker Swarms)
1.2.2.16 Maintain Applications running on top of the underlying OS.
1.2.3 Windows Server Management Requirements.
1.2.3.1 Install, configure, and maintain Windows Server operating systems on
Virtual Machines (VMs)/Bare metal servers
1.2.3.2 Configure and manage Active Directory Services, including User
Accounts Management, Group Policies Management, User and Group
Permission Management, Organizational Unit (OU) Management and
etc.
1.2.3.3 Configure and Managing AD and AAD sync.
1.2.3.4 Configure and Manage Network Policy Server (NPS) for Authentication.
1.2.3.5 Configure and manage Windows-based remote access solutions such as
Remote Desktop Services (RDP).
1.2.3.6 Monitor and investigate Windows Server Logs to mitigate issues and to
identify and resolve existing issues.
1.2.3.7 Collaborate with cross-functional teams to design and implement
Windows-based solutions to meet business requirements.
1.2.3.8 Stay up to date with the latest Windows technologies, security
vulnerabilities, and best practices.
1.2.3.9 Conduct regular security audits and vulnerability assessments on
Windows Servers.
1.2.3.10 Perform Operating System upgrades and patch management to
maintain system stability and security.
1.2.3.11 Document and maintain system configurations, processes, and
procedures.
1.2.3.12 Provide technical support and troubleshooting assistance to end-users
and backend Users of WindowsSystems. (e.g AD joining, File Sharing
and etc.)
1.2.3.13 Automate system administration tasks using Task Scheduler and using
scripting languages such as bat, PowerShell and Ansible etc.
1.2.3.14 Implement and manage Windows-based security measures, including
host-based firewall rules.
1.2.3.15 Configure and manage Active Directory Integration with Other
Systems.
1.2.3.16 Provide training and support to IT staff and end-users on Active
Directory usage, self-service password reset, and other related
features.
1.2.3.17 Conduct regular security audits and vulnerability assessments on
Windows Servers.
1.2.3.18 Maintain Applications running on top of the underlying OS.
1.2.4 Server Infrastructure Monitoring Requirements.
1.2.4.1 Monitoring Resource Utilization of All Servers including Windows and
Linux.
1.2.4.2 Identification of Server and Storage Hardware failures/malfunctioning
and collaborate with device vendors / Service Providers to remediate
the issues. (e.g HDD Failures, Storage Controller Failures, Fan Failures,
and etc.)
 1.2.5 Server Backup Requirements
1.2.5.1 Configure and Maintain VM Level backups of critical servers. (Using
Altaro Backup software)
1.2.5.2 Configure and Maintain Application-Level backups of critical servers.
1.2.5.3 Assisting with Altaro license renewals.
1.3 IT Support Technical Level Requirements
1.3.1 End User Device Management Requirements
1.3.1.1 Install, configure, and maintain computer hardware components,
including desktops and peripheral devices.
1.3.1.2 Install, configure, and maintain Operating Systems, Drivers and
Application Software in end User Devices including Desktops, Laptops.
1.3.1.3 Conducting Firmware Upgrades of Laptops and Desktops.
1.3.1.4 Troubleshoot hardware and software issues and perform necessary
repairs or replacements in collaboration with the Vendors.
1.3.1.5 Diagnose and resolve network connectivity problems, both wired and
wireless for end devices.
1.3.1.6 Perform hardware and upgrades, such as installing additional memory
or replacing hard drives in collaboration with the Vendors.
1.3.1.7 Conduct preventive maintenance on computer systems and peripherals
to ensure optimal performance and reliability.
1.3.1.8 Provide technical support and assistance to end-users, both in-person
and remotely.
1.3.1.9 Maintain accurate records of hardware inventory, including tracking
equipment movements and disposal.
1.3.1.10 Collaborate with other IT teams to ensure effective integration and
compatibility of hardware components and systems.
1.3.1.11 Stay up to date with emerging technologies and industry trends
related to computer hardware.
1.3.1.12 Make recommendations for hardware and software purchases.
1.3.1.13 Document and maintain standard operating procedures (SOPs) for
hardware-related tasks.
1.3.1.14 Train end-users in the proper use and maintenance of computer
hardware and peripherals where necessary.
1.3.1.15 Collaborate with vendors and external service providers for hardware
repairs and maintenance.
1.3.1.16 Assist with data backup and recovery procedures to ensure data
integrity and availability for End user data.
1.3.1.17 Assisting with OS and Application license renewals and purchasing.
1.3.2 Other Devices Management Requirements
1.3.2.1 Install, configure, and maintain peripheral devices such as printers,
scanners, Finger Print Machines and etc.
1.3.2.2 Installation of Device Drivers in End user Devices to make use of the
Printers, scanners, Finger Print Machines and etc.
3.0 DETAILS OF EXISTING IT INFRASTRUCTURE
3.1 Network Infrastructure
3.1.1 LAN Infrastructure
3.1.1.1 3Com Baseline Switch 2928 (1910) x 2 Nos.
3.1.1.2 HP 1920-24G-PoE+ x 16 Nos.
3.1.1.3 1950-24G-2SFP+-2XGT-PoE+ x 7 Nos.
3.1.1.4 HPE V1910-24G-PoE x 3 Nos.
3.1.1.5 V1910-24G x 3 Nos.
3.1.1.6 HP1920-8G-PoE+ x 2 Nos.
3.1.1.7 HP1810-24G x 1 No.
3.1.1.8 Aruba 2530-48G PoE+x 5 Nos.
3.1.1.9 HPE 5510 24G 4SFP+ HI x 2 Nos.
3.1.1.10 D-Link DGS-1024D x 3 Nos.
3.1.1.11 TREDnet TE100-S16 x 1 Nos
3.1.1.12 3COM 3C16470B x 1 Nos
3.1.2 WAN Infrastructure
3.1.2.1 Fortigate400E x 1 Nos.
3.1.2.2 SophosXG330 x 1 Nos.
3.1.2.3 Pfsense x 1 Nos.
3.1.3 WLAN Infrastructure
3.1.3.1 Aruba 7030 x 3 Nos.
3.1.3.2 Aruba 7010 x 1 Nos.
3.1.3.3 Aruba 7005 x 2 Nos.
3.1.3.4 Aruba103 x 32 Nos.
3.1.3.5 Aruba105 x 10 Nos.
3.1.3.6 Aruba205 x 10 Nos.
3.1.3.7 Aruba207 x 6 Nos.
3.1.3.8 Aruba303 x 4 Nos.
3.1.3.9 Aruba305 x 35 Nos.
3.2 Server Infrastructure
3.2.1 Virtualization Infrastructure
3.2.1.1 DEL EMC Dell EMC ME4024 Storage
3.2.1.2 Dell EMC ME424 Storage Expansion Enclosure
3.2.1.3 Dell PowerEdge R640 Server x 3 Nos. (3 Node HA cluster)
3.2.1.4 Dell PowerEdge R340 Server x 1 Nos. (Altaro backup Server)
3.2.1.5 Synology RS2821RP+ NAS Storage (Backup Storage)
3.2.1.6 HPE 5510HI x 2 Nos (IRF Configured)
3.2.2 Linux Servers
3.2.2.1 Centos 7
3.2.2.1.1 Web Server x 6 Nos.
3.2.2.1.2 LibreNMS Server x 1 No.
3.2.2.2 Ubuntu
3.2.2.2.1 FreeRADIUS Server x 1 No.
3.2.2.2.2 OpenLDAP Server x 1 No.
 3.2.2.2.3 Shibboleth Server x 1 No.
3.2.2.3 Debian
3.2.2.3.1 Web Servers x 1 No.
3.2.3 Windows Servers
3.2.3.1 Windows Server 2012 NPS x 1 No (NPS Server)
3.2.3.2 Windows Server 2012 R2 x 2 Nos (AD to be decommissioned)
3.2.3.3 Windows Server 2022 x 2 Nos (New AD)
3.2.3.4 Windows Server 2019 x Nos (Altaro Backup)
3.2.4 Server Applications
3.2.4.1 LibreNMS
3.2.4.2 Moodle
3.2.4.3 FreeRADIUS
3.2.4.4 Shibboleth
3.2.4.5 OpenLDAP
3.2.4.6 Bind
3.2.4.7 Postfix
3.2.4.8 SNMP
3.2.4.9 Apache
3.2.4.10 MariaDB
3.2.4.11 PHP
3.2.4.12 Koha
3.2.4.13 Dspace
3.3 End User Devices
3.3.1 Laptops
3.3.1.1 Windows (75 approximately)

3.3.2 Desktops
3.3.2.1 Windows (500 approximately)

3.3.3 Other Devices

3.3.3.1 Printers
3.3.3.2 Scanners
3.3.3.3 Tablets
3.3.3.4 Smart Phones
3.3.3.5 NVR
3.3.3.5.1 Dahua DHI-NVR4216-4KS2 x 1 No.
3.3.3.5.2 Dahua DHI-NVR4216-4KS2 x 1 No.
3.3.3.5.3 Dahua DHI-NVR4216-4KS2 x 1 No.
3.3.3.6 IP CCTV Cameras
3.3.3.6.1 Dahua IPC-HDW1220S x 6 Nos.
3.3.3.6.2 Dahua IPC-HFW1230SP x 12 Nos.
3.3.3.6.3 Dahua IPC-HFW1431S x 1 No.
3.3.3.7 IP Phones
3.3.3.8 Zoom Room Device - DTEN D7
4.0 REQUIRED STAFFING REQUIREMENT FOR IT SERVICES MANAGEMENT AND TECHNICAL
SUPPORT

It is expected that the Service provider should assign competent individuals who possess the
necessary skills and expertise to provide the required services given above. These competent
personnel, should be stationed within the University premises to deliver the services as agreed upon
in the service level agreement.

By placing competent personnel in the University premises, the Service provider should ensure that
there are dedicated professionals readily available for each areas such as Network (LAN,WLAN,WAN)
Infrastructure Management, ServerInfrastructure Management and IT Support Services as andwhen
required. These individuals will serve as the primary point of contact for the University's IT Centre,
faculty, staff, and end-users in collaboration with University appointed Single Point of Contact (SPOC).

5.0 SERVICE LEVELS

5.1 Response Times

When escalated the following response times should align with the response times and resolution
times of the Service Provider

Fault Type Onsite Response Resolution

Time
Time
Urgent 15 Minutes 2 Hours
Serious 30 Minutes 4 Hours
Non-Critical 1 Day Clients Convenience

5.2 Cover Times

Coverage parameters specific to the services covered in this Agreement are as follows:
• Onsite assistance and remote assistance will be provided in-line with the above time scales:
8:30 A.M. to 5:00 P.M. Monday to Friday excluding Mercantile Holidays.

5.3 Duration
6 Months period
Service period may be extended according to the both parties’ agreement and the approval of
the council.

5.4 Price Schedule

Service Provider should provide the price schedule in detail for the above given services per
month and for the total period (6 months).
 Agreement
Outsourcing IT Services for the University of Visual and Performing Arts.

This contract (hereinafter call the “Contract”) is made the …….th day of the month of
………………….2023, between on the one hand, University of the Visual and Performing Arts (hereinafter
called the “Employer”) and, on the other hand, ……………. Company Name…………. (hereinafter called
the “Service Provider”).

WHEREAS

(a) The Employer has requested the Service Provider to provide IT Service for a Period of six months
Commencing from ……………..2023 as defined in the conditions of Contract and Contract Data
attached to this Contract (Hereinafter called the “Services”).

(b) The Service Provider, having represent to the Employer that they have the required skills, personnel
and resources, have agreed to provide the Services on the terms and conditions set forth in 6 months
period from …………to …………… Contract price of Rs ………………. + VAT

NOW THERE FOR the parties hereto agree as follows;

01. The following documents attached hereto hereby agree as follows;
(a) Instructions to Bidders
(b) Bidding Data
(c) Qualification Information,
(d) The Conditions of Contract;
(e) The Contract Data;
(f) The Form of Bid
(g) IT service requirement (TOR)
(h) Price Schedule
(i) Letter of award dated

02. The mutual rights and obligations of the Employer and the Service Provider shall be as set forth in
the Contract, in particular:

(a) The Service Provider shall carry out the Services in accordance with the provisions of the
contract; and
(b) The Employer shall make payments to the Service Provider in accordance with the provisions
of the Contract.

IN WITNESS WHERE OF, the parties hereto have caused this contract to be signed in their representative
names as of the day and year first above written.

……………………………………………………………………..
For and on behalf of University of the Visual and Performing Arts

……………………………………………………………….
Authorized Representatives
Company Name

Witnesses:- 01…………………………………………

02.………………………………………..
 Envelop II
Financial Information
University of the Visual and Performing Arts
No. 21, Albert Crescent, Colombo 07

Outsourcing IT service for the University of

the Visual and Performing Arts

UVPA/CW/01/IT/2023

Service Provider’s Name: ……………………………………………………………

……………………………………………………………

Email Address : ……………………………………………………………

Contact Number : ……………………………………………………………

Postal Address : ……………………………………………………………

……………………………………………………………

……………………………………………………………

……………………………………………………………
 FORM OF BID
To:
Chairman,
Departmental Procurement Committee,
University of the Visual and Performing Arts,
No21, Albert Crescent, Colombo 07.

OUTSOURCING IT SERVICE FOR THE UNIVERSITY OF THE VISUAL AND PERFORMING

ARTS, SRI LANKA

ALBERT CRESCENT PREMISES

01. Having examined the Instructions to Bidders, Bidding Data, Qualification Information,
Conditions of Contract, Contract Data, Employer’s Requirement, Activity schedule for
execution of the above named work, we the undersigned offer to execution and complete
such service and remedy any defect therein in conformity with the conditions
of contract, specifications and TOR for the sum of Sri Lankan
Rupees……………………………..………………………………..………………………
…….……………………………………….………...………………………………………
……Per months (SL Rs. ……………………….………… per month)
&……………………………………………..…………………………….Per six months
(SL Rs……………………….per six months).

02. We undertake, if our bid is accepted to commence the service as soon as reasonably possible
after the receipt of the Employer’s notice to commence, and to complete the whole contained
in the Contract within the time stated in the bid documents.

03. We agree to abide by the conditions of this bid for 06 months from the date fixed receiving
or extended period and it shall remain binding upon us may be accepted at any time before
the expiration of that period.

04. Unless a formal agreement is prepared and executed this bid, together with your written
acceptance thereof, shall constitute a binding contract between us.

05. We understand that you are not bound to accept the lowest or any bid you may receive.

Dated this ………………………day of ……………….. 2023 in the capacity of the

……………….………………….…. duly authorized to bids for and on behalf of
……………………………………………………………………………………….…

Signature……………………………… Date:…………………………………

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

Witness:……………………………… Date:………………………………
 IT service requirement of the University

IT service requirement of the university: Please refer TOR

Price Schedule

Refer TOR and fill.

Handling IT Service at IT Center of UVPA Rs.

Monthly Total Cost

6 Month Total Cost

VAT 15%

6-month cost with VAT (Grand Total)

Name & Signature of the bidder …………………………………………………………………

Company Seal: