Quotation Estimate Librarian in Sri Lanka Colombo –Free Word Template Download with AI
Professional Librarian Services — Sri Lanka Colombo
Ceylon Knowledge & Archives Solutions (Pvt) Ltd.
| Quotation Estimate No.: | CKAS/2025/LIB/0047 | Date of Issue: | 15 June 2025 |
| Valid Until: | 15 July 2025 (30 days) | Currency: | Sri Lankan Rupees (LKR) |
| Prepared For: | Colombo Municipal Library Authority, 21 Galle Road, Colombo 03, Sri Lanka | Prepared By: | Ms. Nimali Perera, Senior Accountant |
| Service Location: | Colombo, Sri Lanka — Primary and Secondary Branch Libraries | ||
This Quotation Estimate is issued by Ceylon Knowledge & Archives Solutions (Pvt) Ltd. to formally outline the scope, deliverables, and associated costs for the engagement of a qualified Librarian and supporting library operations team. The services described herein are specifically tailored for deployment within the Sri Lanka Colombo metropolitan area, encompassing the central Colombo 01, 03, and 07 districts as well as the suburban branches in Dehiwala and Nugegoda. This document serves as a binding financial proposal upon acceptance by the client and shall govern all commercial terms for the duration of the contracted period.
The Librarian engagement proposed in this Quotation Estimate covers a comprehensive suite of professional library management functions. The appointed Librarian shall hold a minimum of a Master's degree in Library and Information Science (M.L.I.Sc.) from a recognised institution in Sri Lanka or an equivalent international qualification. The Librarian will be responsible for the following operational duties across all designated Sri Lanka Colombo library branches:
- Acquisition, cataloguing, and classification of new books, journals, digital media, and archival materials using the Dewey Decimal Classification system and MARC 21 standards.
- Management of the integrated library management system (ILMS), including OPAC maintenance, circulation processing, and inter-library loan coordination within the Colombo network.
- Supervision of a team of four (4) assistant librarians and two (2) library technicians stationed at the Colombo 03 central branch.
- Organisation of community reading programmes, author talks, and digital literacy workshops for residents of Sri Lanka Colombo, targeting a minimum of twelve (12) events per quarter.
- Development and enforcement of library policies, user conduct guidelines, and preservation protocols for rare Sinhala, Tamil, and English-language manuscripts held in the Colombo collection.
- Monthly reporting to the Colombo Municipal Library Authority on collection growth, patron statistics, budget utilisation, and service quality metrics.
| # | Description of Service / Item | Quantity | Unit Rate (LKR) | Amount (LKR) | Period |
|---|---|---|---|---|---|
| 1 | Senior Librarian — Full-time professional engagement (40 hrs/week) at Colombo 03 Central Branch | 1 position | 185,000 | 185,000 | Monthly |
| 2 | Assistant Librarian — Part-time support (25 hrs/week) at Dehiwala and Nugegoda branches | 4 positions | 95,000 | 380,000 | Monthly |
| 3 | Library Technician — Cataloguing, shelving, and digital scanning support | 2 positions | 65,000 | 130,000 | Monthly |
| 4 | ILMS Software Licence & Annual Maintenance (Colombo network, 5 nodes) | 1 licence | 450,000 | 450,000 | Annual |
| 5 | Community Programme Coordination — Venue, materials, and facilitation for 12 events/quarter in Sri Lanka Colombo | 12 events | 75,000 | 900,000 | Quarterly |
| 6 | Rare Manuscript Conservation & Digitisation — Specialised handling of Sinhala palm-leaf and Tamil copper-plate documents | 1 project | 1,200,000 | 1,200,000 | One-time |
| 7 | Professional Development & Training — Annual workshop for all Librarian and support staff (ILS certification, digital curation) | 7 staff | 45,000 | 315,000 | Annual |
| 8 | Administrative & Overhead Allocation (office supplies, travel within Colombo, insurance) | 1 allocation | 120,000 | 120,000 | Monthly |
| Subtotal (Monthly Recurring): | 815,000 | Monthly | |||
| Subtotal (Annual / One-time): | 2,865,000 | Annual | |||
| VAT @ 18% (Sri Lanka): | 661,800 | — | |||
| GRAND TOTAL (First Year, all-inclusive): | 12,691,800 | — | |||
- This Quotation Estimate is valid for a period of thirty (30) calendar days from the date of issue. Beyond this period, all rates are subject to revision based on prevailing market conditions in Sri Lanka Colombo.
- Payment shall be made in Sri Lankan Rupees (LKR) via bank transfer to the account of Ceylon Knowledge & Archives Solutions (Pvt) Ltd. Monthly invoices are due within fourteen (14) days of receipt. Annual and one-time charges are payable in two equal instalments at the commencement and mid-point of the contract year.
- The Librarian and all support staff shall be engaged under a fixed-term service contract of twelve (12) months, renewable upon mutual written agreement. A minimum notice period of sixty (60) days applies to either party for non-renewal or early termination.
- All services shall be rendered in compliance with the Sri Lanka Public Libraries Act and the regulations of the Colombo Municipal Council. The Librarian shall adhere to the code of professional conduct established by the Sri Lanka Library Association.
- Confidentiality: All patron data, collection records, and institutional information accessed during the engagement in Sri Lanka Colombo shall be treated as strictly confidential and shall not be disclosed to any third party without written consent from the Colombo Municipal Library Authority.
- Force Majeure: Neither party shall be liable for failure to perform obligations due to natural disasters, government-imposed restrictions, or other events beyond reasonable control, as commonly experienced in the Sri Lanka Colombo region.
- Disputes arising from this Quotation Estimate shall be resolved through amicable negotiation. Failing resolution within thirty (30) days, the matter shall be referred to the courts of competent jurisdiction in Colombo, Sri Lanka.
- This Quotation Estimate does not constitute a final contract. A formal Service Agreement shall be drafted and executed by both parties prior to the commencement of any Librarian services.
By signing below, the client acknowledges receipt of this Quotation Estimate and agrees to the terms, scope, and financial provisions outlined for the Librarian engagement in Sri Lanka Colombo. This acceptance shall be effective upon countersignature by both parties.
For Ceylon Knowledge & Archives Solutions (Pvt) Ltd.Name: Ms. Nimali Perera
Designation: Senior Accountant
Date: _______________ For Colombo Municipal Library Authority
Name: _________________________
Designation: Director of Libraries
Date: _______________ ⬇️ Download as DOCX Edit online as DOCX
Create your own Word template with our GoGPT AI prompt:
GoGPT