CHENNAI PORT TRUST
No.1, RAJAJI SALAI
CHENNAI 600 001
Tel.No.044 – 2531 2596
Fax No.044 – 2536 8717

e-TENDER FOR APPOINTMENT OF CHARTERED ACCOUNTANT FIRM FOR
RENDERING PROFESSIONAL Services For

Concurrent Audit of Revenue Earned By Private Operators At Chennai Port Trust

M/s.CCTPL         –           FROM 01.01.2019 TO 31.03.2021.

M/s.CITPL          –           FROM 01.04.2019 TO 31.03.2021.

e-procure.gov.in

www.chennaiport.gov.in  

e-Tender No.CHPT/CCTPL & CITPL/2020/FR

Volume-I Technical Bid

Date of Pre Bid meeting at 11.00 Hrs on 16.03.2020
Due date for online submission: up to 15.00 Hrs on 31.03.2020
Due date & time of Bid opening: After 15.00 Hrs on 01.04.2020

CHENNAI PORT TRUST
e-Tender No.CHPT/CCTPL & CITPL/2020/FR

e-TENDER FOR APPOINTMENT OF CHARTERED ACCOUNTANT FIRM FOR RENDERING PROFESSIONAL SERVICES FOR CONCURRENT AUDIT OF REVENUE EARNED BY PRIVATE OPERATORS AT CHENNAI PORT TRUST.

M/s.CCTPL – FROM 01.01.2019 TO 31.03.2021
M/s.CITPL – FROM 01.04.2019 TO 31.03.2021

TABLE OF CONTENTS

S.NO. DESCRIPTION PAGE NO.
1 ONLINE BID REFERENCE 3
2 NOTICE INVITING ONLINE TENDER 4-5
3 INSTRUCTIONS FOR ONLINE BID SUBMISSION 6-10
VOLUME- I TECHNICAL BID (Cover- I)
4 Section-1 GENERAL INSTRUCTIONS TO APPLICANTS 11-16
5 Section-2 SCOPE OF SERVICES 17-22
6 Section-3 GENERAL TERMS AND CONDITIONS 23-26
7 Section-4 TABLE OF FORMS 27-33
VOLUME- II  PRICE BID (Cover – II)
8 PRICE BID 34

CHENNAI PORT TRUST 
FINANCE DEPARTMENT 
ONLINE BID REFERENCE
e-Tender No.CHPT/CCTPL & CITPL/2020/FR

e-TENDER DOCUMENT NO. CHPT/CCTPL & CITPL/2020/FR
TENDER INVITED FOR APPOINTMENT OF CHARTERED ACCOUNTANT FIRM FOR RENDERING PROFESSIONAL SERVICES FOR CONCURRENT AUDIT OF REVENUE EARNED BY PRIVATE OPERATORS AT CHENNAI PORT TRUST.

M/s.CCTPL – FROM 01.01.2019 TO 31.03.2021 M/s.CITPL – FROM 01.04.2019 TO 31.03.2021

VALIDITY OF THE TENDER 90 days from the due date for submission of tender
PUBLISHING OF TENDER DOCUMENTS ON WEBSITE 11.03.2020
PERIOD OF DOWNLOADING BIDDING DOCUMENT 11.03.2020 to 31.03.2020
PRE BID MEETING 16.03.2020 at 11.00 Hrs.
START DATE & TIME FOR ONLINE SUBMISSION OF BID 19.03.2020
DUE DATE & TIME FOR ONLINE SUBMISSION OF BID 31.03.2020 upto 15.00 Hrs.
TIME & DATE OF OPENING OF
TECHNICAL BID
01.04.2020 after 15.00 Hrs.
TIME & DATE OF OPENING OF PRICE BID WILL BE INTIMATED LATER
PLACE OF OPENING OF TECHNICAL BID CHENNAI PORT TRUST
FINANCE DEPARTMENT
3rd FLOOR, CENTENARY BUILDING,
NO.1, RAJAJI SALAI,
CHENNAI – 600 001.
For further details please visit www.eprocure.gov.in

www.chennaiport.gov.in

CHENNAI PORT TRUST
FINANCE DEPARTMENT
NOTICE INVITING ONLINE TENDER
e-Tender No.CHPT/CCTPL & CITPL/2020/FR

e-TENDER FOR APPOINTMENT OF CHARTERED ACCOUNTANT FIRM FOR RENDERING PROFESSIONAL SERVICES FOR CONCURRENT AUDIT OF REVENUE EARNED BY PRIVATE OPERATORS AT CHENNAI PORT TRUST.

M/s.CCTPL – FROM 01.01.2019 TO 31.03.2021
M/s.CITPL – FROM 01.04.2019 TO 31.03.2021

1.1 Online tenders through e-procurement mode invited by Chennai Port Trust FOR

APPOINTMENT OF CHARTERED ACCOUNTANT FIRM FOR RENDERING PROFESSIONAL SERVICES FOR CONCURRENT AUDIT OF REVENUE EARNED BY PRIVATE OPERATORS AT CHENNAI PORT TRUST.

M/s.CCTPL – FROM 01.01.2019 TO 31.03.2021
M/s.CITPL – FROM 01.04.2019 TO 31.03.2021

1.2 The tender document is made available through e-procurement mode and open for down loading from 11.03.2020 to 31.03.2020 upto 15.00 Hrs at Ch.P.T’s official website www.chennaiport.gov.in and also under GoI’s e-procurement portal link under www.eprocure.gov.in

1.3 Each set of tender document consists of two volumes (Cover-I & II), Cover-I (Technical Bid) comprises all Technical & Commercial offer documents including Scope of work and Cover-II (Price Bid) comprises all the Price bid documents.

1.4 The complete tender document shall be submitted online as tender offer on or before the due date and time of submission.

1.5 The tender offer shall have to be submitted by the Bidder through e-procurement mode as explained in the tender document.

1.6 The offer (both Techno-Commercial & Price) must be valid for a minimum of 90 days from the last date of online submission of offer; otherwise the offer shall be rejected as non-responsive.

1.7 a. Bidding is open to all eligible bidders meeting the eligibility criteria as defined in Clause-5 of Section-I (General Instructions to Applicants) and bidders are advised to note the instructions detailed in tender clause.

b. The bidder shall have valid Income-Tax PAN & GST registration and shall furnish the self-attested copy of PAN and GST Registration certificates.

c. The bidder should submit self – declaration in the covering letter (Format-I) stating that the CA firm has not been barred/black listed/disqualified by any regulators /statutory body in India during last 5 years. In case ChPT has taken a decision earlier that the performance of the firm is not up to the mark, such firms offer will not be considered.

d. All the documents required to meet the eligibility criteria, as per Format-II & Format-III of Section-V along with relevant documents, in the Tender Document –Technical Bid shall be uploaded through e-procurement portal after scanning in .pdf format. The bidder may submit self-attested copies of the documents and to produce the original documents for verification before issuing letter of award.

1.8 Chennai Port Trust does not bind itself to accept the higher or any tender and reserves the right to accept any tender in part or to reject any tender without assigning any reason thereof.

1.9 The prospective bidder shall submit queries, if any, through e-tendering portal addressed to the F.A.&C.A.O., Chennai Port Trust, Chennai in connection with this tender well in advance, within 7days from the date of publishing of the tender in the website, so that the queries can be clarified. The bidders’ queries will be clarified through e-procurement portal and if necessary the pre-bid meeting will be held at the Office of the F.A.&C.A.O., Chennai Port Trust, 3 Floor of Centenary building, No.1, Rajaji Salai, Chennai-600001 and notification in this regard will be issued through  www.chennaiport.gov.in / e-procurement portal link.

1.10 The due date for online submission of offers will be  31.03.2020 upto 15.00 hrs. unless otherwise notified. In the event of change in schedule, F.A.& C.A.O., Chennai Port Trust will notify the same only through www.chennaiport.gov.in and e- procurement portal link.

1.11 If the offers are not received according to the instructions detailed here in above, they shall be liable for rejection.

F.A. & C.A.O.
CHENNAI PORT TRUST

CHENNAI PORT TRUST
FINANCE DEPARTMENT

e-Tender No.CHPT/CCTPL & CITPL/2020/FR

I-Special Instructions to the Bidders for the e-submission of the bids online through this eProcurement Portal.

1. Bidder should do Online Enrolment in this Portal using the option Click Here to Enroll available in the Home Page. Then the Digital Signature enrollment has to be done with the e-token, after logging into the portal. The e-token may be obtained from one of the authorized Certifying Authorities such as:

eMudhraCA/GNFC/IDRBT/MtnlTrustline/SafeScrpt/TCS.

2. Bidder then logs into the portal giving user id / password chosen during enrollment.

3. The e-token that is registered should be used by the bidder and should not be misused by others.

4. DSC once mapped to an account cannot be remapped to any other account. It can only be inactivated.

5. The Bidders can update well in advance, the documents such as certificates, purchase order details etc., under My Documents option and these can be selected as per tender requirements and then attached along with bid documents during bid submission. This will ensure lesser upload of bid documents.

6. After downloading / getting the tender schedules, the Bidder should go through them carefully and then submit the documents as per the tender document, otherwise, the bid will be rejected.

7. The BOQ template must not be modified/replaced by the bidder and the same should be uploaded after filling the relevant columns, else the bidder is liable to be rejected for that tender. Bidders are allowed to enter the Bidder Name and Values only.

8. If there are any clarifications, this may be obtained online through the eProcurement Portal, or through the contact details given in the tender document. Bidder should take into account of the corrigendum published before submitting the bids online.

9. Bidder, in advance, should prepare the bid documents to be submitted as indicated in the tender schedule and they should be in PDF/XLS/RAR/DWF formats. If there is more than one document, they can be clubbed together.

10. The bidder reads the terms and conditions and accepts the same to proceed further to submit the bids

11. The bidder has to submit the tender document(s) online well in advance before the prescribed time to avoid any delay or problem during the bid submission process.

12. There is no limit on the size of the file uploaded at the server end. However, the upload is decided on the Memory available at the Client System as well as the Network bandwidth available at the client side at that point of time. In order to reduce the file size, bidders are suggested to scan the documents in 75-100 DPI so that the clarity is maintained and also the size of file also gets reduced. This will help in quick uploading even at very low bandwidth speeds.

13. It is important to note that, the bidder has to Click on the Freeze Bid Button, to ensure that he/she completes the Bid Submission Process. Bids Which are not Frozen are considered as Incomplete/Invalid bids and are not considered for evaluation purposes.

14. The Tender Inviting Authority (TIA) will not be held responsible for any sort of delay or the difficulties faced during the submission of bids online by the bidders due to local issues.

15. The bidder may submit the bid documents online mode only, through this portal. Offline documents will not be handled through this system.

16. At the time of freezing the bid, the eProcurement system will give a successful bid updation message after uploading all the bid documents submitted and then a bid summary will be shown with the bid no, date & time of submission of the bid with all other relevant details. The documents submitted by the bidders will be digitally signed using the e-token of the bidder and then submitted.

17. After the bid submission, the bid summary has to be printed and kept as an acknowledgement as a token of the submission of the bid. The bid summary will act as a proof of bid submission for a tender floated and will also act as an entry point to participate in the bid opening event.

18. Successful bid submission from the system means, the bids as uploaded by the bidder is received and stored in the system. System does not certify for its correctness.

19. The bidder should see that the bid documents submitted should be free from virus and if the documents could not be opened, due to virus, during tender opening, the bid is liable to be rejected

20. The time that is displayed from the server clock at the top of the tender Portal, will be valid for all actions of requesting bid submission, bid opening etc., in the e-Procurement portal. The Time followed in this portal is as per Indian Standard Time (IST) which is GMT+5:30. The bidders should adhere to this time during bid submission.

21. All the data being entered by the bidders would be encrypted at the client end, and the software uses PKI encryption techniques to ensure the secrecy of the data. The data entered will not be viewable by unauthorized persons during bid submission and not viewable by any one until the time of bid opening. Overall, the submitted bid documents become readable only after the tender opening by the authorized individual.

22. During transmission of bid document, the confidentiality of the bids is maintained since the data is transferred over Secured Socket Layer(SSL) with 256-bit encryption technology. Data encryption of sensitive fields is also done.

23. The bidders are requested to submit the bids through online eProcurement system to the TIA well before the bid submission end date and time (as per Server System Clock).

24. Bidder should submit the tender for providing the services as per the Scope of work and in accordance with the instructions to bidders, General Conditions of Contract.

II –Submission of Offer :

The profile and the price bid of the CA firm shall be submitted in two covers Viz. Cover-I and Cover-II

The cover (I) shall contain scanned copy of the following and the conditions may be referred at clause (5) of Section-I

i) Letter of C & AG empanelment for the current Financial year 2018-19.

ii) The profile of the partners of the firm and their experience.

iii) List of partners and qualified Chartered Accountants to be deployed for this assignment along with their CV.

iv) Any documentary evidence viz., work order, Completion Certificates clearly specifying the type and year of audit to show the experience in Auditee units.

v) Self- attested copies of Profit & Loss Accounts and Audited Annual Accounts certified by the Chartered Accountant of the firm.

vi) Entire set of this Tender document including blank format of Price bid, duly signed and sealed by the authorized signatory in all pages, as a token of acceptance.

vii) Covering letter, as per Format-I of Section-V, duly filled up and signed by the authorized signatory.

viii) Organization details, as per Format-II of Section-V, duly filled up and signed by the authorized signatory.

ix) Bid Qualification Criteria (BQC), as per Format-III of Section-V, duly filled up, signed and sealed by the authorized signatory.

x) Self-attested copy of PAN Card and GST Registration certificate.

Note 1. If any Certificate issued by ICAI/C&AG/RBI is downloaded from website, the certificate shall be self-attested by the firm with their official seal on each page.

Any mis-representation/suppression of acts shall lead to rejection of the offer. Offers received late, beyond the stipulated time will be liable for rejection.

2. There shall not be any qualification /deviation from tender conditions.

3. The cover (I) of the offer will be opened on the same day at 3.00 p.m. and representatives of the firms may participate in the opening along with an authorization letter issued by the firm. The cover (II) will be opened later after the pre-qualification of the firms who satisfy the eligibility criteria as per the invitation document.

4. The date of opening of the cover(II) will be intimated to the pre-qualified firms separately.

COVER (II)

Price should be quoted in a spread sheet file (.xls format) available in e-procurement portal only. Any indication of ‘Quoted price’ in the online technical bid documents shall lead to rejection of the bid outright. Scanned copy of blank format duly signed shall be uploaded along with Technical bid.

For evaluation purpose the uploaded offer documents will be treated as authentic and final. No hard copy shall be submitted for reference purpose. The price bid submitted through e-procurement mode only will be taken up for the purpose for evaluation.

Price shall be quoted only in INR.

III- EVALUATION PROCESS:

1) A proposal shall be considered responsive if –

a. It is received by the Due Date and Time.

b. It is Digitally Signed.

c. It contains the information and documents as required in the Tender Document.

d. It contains information in formats specified in the Tender Document.

e. It mentions the validity period as set out in the document.

f. It provides the information in reasonable detail. The Port Trust reserves the right to determine whether the information has been provided in reasonable detail.

g. There are no significant inconsistencies between the proposal and the supporting documents.

h. The Technical qualification conforms to the minimum eligibility criteria specified in the tender.

i. A Tender that is substantially responsive is one that conforms to the preceding requirements without material deviation or reservation. A material deviation or reservation is one (1) which affects in any substantial way, the scope, quality, or performance of the Bidder or (2) which limits in any substantial way / inconsistent with the Tender document, or (3) whose rectification would affect unfairly the competitive position of other Qualified Bidders presenting substantially responsive bids.

j. The Port Trust reserves the right to reject any tender which in its opinion is non- responsive.

No request for alteration, modification, substitution or withdrawal shall be entertained by the Port Trust in respect of such Tenders.

k. The Port Trust would have the right to review the Technical Qualification and seek clarifications wherever necessary.

2) Since the tender involves selection based on pre-qualification criteria, the F.A.&C.A.O., Chennai Port Trust will examine and seek clarification if any and list out the firms, which are found technically suitable and Cover-II Price Bid of such tenders only will be opened.

a. The date and time will be intimated to bidders whose offers are found suitable and Cover –II of such bidders will be opened on the specified date and time.

b. The successful Bidder shall execute an undertaking (Section V) on Rs.100/- stamp paper for undertaking the services as per the scope of work and complying with the terms and conditions.

c. The Fax / E-Mail offers will be treated as defective, invalid and rejected. Only detailed complete offers received through online prior to closing time and date of the tenders will be taken as valid.

3) The offer for the valuation of Appointment of Chartered Accountant firm for rendering professional services for compliance of Concurrent Audit at Chennai Port Trust will be considered for award of the work to the lowest bidder.

4) The decision of ChPT in all matters regarding award of contract will be final and binding on the applicants. No correspondence or personal enquiries shall be entertained by the ChPT in this regard.

F.A. & C.A.O.
CHENNAI PORT TRUST

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