1. Project Overview

One of the major infrastructure development initiatives undertaken during the year was the construction of a new toilet block at Hindu College, Colombo, at an estimated project value of approximately LKR 17 million.

This important initiative was undertaken to improve the school’s sanitary facilities and provide students with a cleaner, more hygienic, and comfortable learning environment.

The Old Boys’ Association (OBA) extends its sincere gratitude to Dr. Thayaparan and Dr. Suganthan of the 1980s Batch for their generous sponsorship and invaluable contribution towards making this project a reality.

The project was coordinated with the school management by Mr. Mithran, while Engineer Mr. Manicarajah provided the necessary technical support and guidance throughout the implementation process.

At the invitation of the relevant stakeholders, the OBA undertook responsibility for managing the sponsored funds through a dedicated project account and conducting a transparent tender process to select a suitable contractor.

2. Project Implementation and Procurement Process

The project was implemented through a structured procurement and monitoring process, ensuring transparency, accountability, technical compliance, and the effective utilisation of the sponsored funds.

The key stages of the process were as follows:

Step 1 – Ministry Approval

The necessary approval was obtained from the Ministry to proceed with the sponsored infrastructure project under the management of the OBA.

Step 2 – Invitation for Tenders

A public tender invitation was advertised in newspapers in all three languages to ensure transparency, promote competition, and provide eligible contractors with an equal opportunity to participate.

Step 3 – Receipt of Bids

A total of four bids were received from interested contractors in response to the tender invitation.

Step 4 – Preliminary Evaluation

The submitted bids were reviewed against the eligibility requirements. One bid was rejected as it did not satisfy the stipulated eligibility criteria, leaving three bids for further evaluation.

Step 5 – Technical and Commercial Evaluation

The three shortlisted bids were evaluated by a committee comprising representatives from the School Technical Committee, the project engineer, the sponsors, the School Development Executive Committee (SDEC), and the OBA.

The evaluation considered the relevant technical requirements, quoted prices, and the contractors’ suitability for undertaking the project.

Step 6 – Selection of Contractor

Following the evaluation process, Mode Engineering (Pvt) Ltd was selected as the contractor based on its quotation and past track record.

The selected contractor provided the required bid bank guarantee and relevant engineering certifications as part of the procurement and contracting process.

Step 7 – Execution of the Contract Agreement

A formal tender award and contract agreement was signed between the OBA and Mode Engineering (Pvt) Ltd, establishing the agreed terms and conditions for executing the project.

Step 8 – Appointment of a Quantity Surveyor

A Quantity Surveyor was appointed to measure and verify the completed work and facilitate payments based on agreed project milestones. This arrangement supported cost control and ensured that payments were linked to the actual progress of construction.

Step 9 – Execution of Additional Works

During implementation, additional works were identified and agreed upon in consultation with the sponsors and the contractor. These works were incorporated into the project in coordination with the relevant stakeholders to address the identified requirements.

Step 10 – Completion and Handover

Upon completion of the construction work, the new toilet block was successfully handed over to the school, marking the successful conclusion of this important infrastructure development initiative.

3. Governance, Transparency and Accountability

The project demonstrated the OBA’s commitment to responsible management of sponsored funds and the implementation of school development projects through a transparent and accountable process.

4. Acknowledgements

The OBA places on record its heartfelt appreciation to Dr. Thayaparan and Dr. Suganthan of the 1980s Batch for their generous sponsorship and commitment to improving the facilities of Hindu College, Colombo.

Special appreciation is extended to Mr. Mithran for coordinating the project with the school management, Engineer Mr. Manicarajah for providing technical support, and all members of the School Management, School Technical Committee, SDEC representative Mr. Kandeepan, OBA representatives Mr. Jeyapragash and Mr. Thileepan, and other stakeholders who contributed to the successful implementation of the project.

The OBA also acknowledges the contribution of Mode Engineering (Pvt) Ltd and the Quantity Surveyor in facilitating the construction and completion of the facility.

5. Conclusion

The successful completion and handover of the new toilet block, at an estimated project value of approximately LKR 17 million, represents a significant achievement in the ongoing efforts to improve the infrastructure and facilities of Hindu College, Colombo.