TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
Food Corporation of India, Zonal Office, North-East
Guwahati-781007
E-Tender for Appointment of Firms of Chartered Accountant Firms constituting Partnership
firm or a Limited Liability Partnership firm under two bid system for undertaking Internal Audit
& Physical Verification of stocks in FCI ASSAM Region (Cluster II)
E- Tender for Appointment of Firms of Chartered Accountants
empanelled with Comptroller and Auditor General
for undertaking Internal Audit & Physical Verification
in FCI ASSAM Region (Cluster II)
Model Tender Form
Under Two-Bid System
PERIOD/SCOPE OF AUDIT: For Financial Year 2016-17, 2017-18 , 2018-19 & 2019-20.
Sr. Unit Scope Financial Year
No.
1 Regional Transaction 2016-17, 2017-18 , 2018-19 & 2019-20
Office Audit
2 District Transaction 2016-17, 2017-18 , 2018-19 & 2019-20
Office Audit
3 Depot Transaction 2016-17, 2017-18 , 2018-19 & 2019-20
Office Audit
4 Depot PV On date of commencement of Depot Audit
This document is non-transferable.
1
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
FOOD CORPORATION OF INDIA
ZONAL OFFICE: ZONAL OFFICE (NE), GUWAHATI
INVITATION TO ONLINE TENDER AND INSTRUCTIONS TO TENDERERS FOR
APPOINTMENT OF FIRMS OF CHARTERED ACCOUNTANTS EMPANELLED WITH
COMPTROLLER & AUDITOR GENERAL FOR UNDERTAKING INTERNAL AUDIT &
PHYSICAL VERIFICATION IN FCI ASSAM REGION (Cluster II)
Critical Dates Sheet:
Tender Publish Date/time 15.11.2019, 11:00 HRS
Document Download Start Date/time 16.11.2019, 11:00 HRS
26.11.2019, at 12:00 HRS, FCI ZO (NE)
Pre-bid meeting date/time Guwahati
Bid Submission Start Date/time 27.11.2019, 11.00 HRS
Document Download End Date/time 04.12.2019, 18:00 HRS
Bid Submission End Date/time 05.12.2019, 11:00 HRS
Technical Bid Opening Date/time 06.12.2019, 15:00 HRS
PLACE OF OPENING OF TENDERS
FCI ZO(NE), GL Publication Building,
GS Road, Guwahati-781007
ADDRESS FOR COMMUNICATION General Manager(Audit),
FCI ZO(NE), GL Publication Building,
GS Road, Guwahati-781007
PLACE OF PRE-BID MEETING FCI ZO(NE), GL Publication Building,
GS Road, Guwahati-781007
IMPORTANT NOTE:-
1) Tender documents may be downloaded from Central Public Procurement Portal https: //
eprocure.gov.in / eprocure/app. Intending bidders who have not enrolled /registered in e-
procurement should enroll/register before participating through the website
https://eprocure.gov.in/eprocure/app. The portal enrolment is free of cost. Bidders are advised to
go through instructions provided at under the heading "PROCEDURE FOR ONLINE
TENDER".
2) Tenderers can access tender documents on the website, fill them with all relevant information
and submit the completed tender document in electronic tender on the website
https://eprocure.gov.in/eprocure/app.
3) The Tenderers shall deposit Tender processing Fee and Earnest Money Deposit as specified in
the Tender Document. Tenders not accompanied by prescribed Earnest Money and Tender
processing Fee will not be accepted. Tenders and supporting documents should be uploaded
through e-procurement portal
2
Note:-
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
A. The Executive Director (Zone) at Zonal Offices at his discretion, extend the bid submission date
and such extension shall be binding on the tenderers.
B. If the date, up to which the tender is open for acceptance, is declared to be a
closed/holiday/Sunday, the tender shall be deemed to remain open for acceptance till next
following working day, till the same time and at the same venue.
(TENDER INVITING AUTHORITY)
3
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
Invitation to Tender
FROM:
The Executive Director (Zone),
Food Corporation of India
Zonal Office(NE), Guwahati
To,
_______________
_______________
_______________
Dear Sir (s),
For and on behalf of the Food Corporation of India (hereinafter called the Corporation) the
Executive Director (Zone), Food Corporation of India, invites Tenders under Two Bid System at
Central Public Procurement Portal (URL: https: // eprocure.gov.in /eprocure/app) for appointment of
firms of Chartered Accountants empanelled with Comptroller & Auditor General for a period of one
year for undertaking Internal Audit (Transaction Audit, Physical Verification of Stocks) of Regional
Office/District Offices/Depots of Assam Region (Cluster II). The period can be extended for another
one year depending upon satisfactory performance of the Auditor at the sole discretion of FCI at the
same terms & conditions.
Pre-bid meeting (also refer Clause 20 of MTF): FCI may hold a pre-bid meeting FCI ZO(NE), GL
Publication Building, GS Road, Guwahati-781007 on 26th November'2019, 12:00 Hrs. Interested
prospective bidders or their authorized representatives who wish to participate in the Tender enquiry
may participate and seek any clarifications. FCI reserves the right to make any alterations in the bid
document based on the suggestions/decisions arrived at the pre-bid meeting.
(Signature of Tender Inviting Authority)
4
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-
20/ASM.2 DATED: 15.11.2019
INDEX
SL NO. DESCRIPTION PAGE NO.
1 Introduction 6
2 Brief Detail of the office to be Audited 6
3 Contract Period 6
4 Scope of Work 7
5 Submission of Report 9
6 Format of Report 9
7 Deployment of Officials 9
8 Procedure for Online Tender 9
9 Earnest Money Deposit & Tender processing Fee 12
10 Security Deposit 13
11 Other Terms & Conditions 14
12 Clarification and Amendments to Bid Documents 14
13 Opening of Bids 14
14 Bid Evaluation 15
15 Bid Evaluation Criteria 15
16 Award of Contract 15
17 Signing of Bid 15
18 Documents Comprising the Tender 16
19 Submission of Bid 16
20 Pre-Bid Meeting 16
21 Detailed Terms & Conditions 16
22 Negotiation 21
23 Disqualification Conditions 21
24 Confidentiality 22
25 Payment Schedule 22
26 Laws Governing the Contract & Dispute Resolution 22
27 Administrative Contract 22
28 Liability for Personnel/Statue 23
29 Force Majeure 23
30 Other Important Notes 24
31 Disclaimer 25
32 Annexure I List of offices to be audited A
33 Annexure II Report Evaluation Statement B-D
34 Annexure III Presentation Format of Reports on E-J
A. Physical Verification of stocks,
B. Transaction Audit of Hqrs./IFS/ZOs/ROs/AOs/Depots
C. Format for Accounts Audit
35 Annexure IV Appointment Letter K-M
36 Annexure V FCI Hqrs letter No. S&S/ SA/37 /1(28)/100%Wt./2003 N
dated: 26/03/2003 on method of PV (ISI method) (8pages)
37 Annexure VI- Duration of PV of Stocks & Transaction Audit (Allocation O-P
of Working Days)
38 Annexure VII Circular No. 01/2019 dated: 24.01.2019 Q-R
39 Annexure VIII Appointment Letter S-T
40 Appendix I Tender Application U-V
41 Appendix II Technical Bid W
42 Appendix III - Price Bid/ BOQ X
5
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
INSTRUCTIONS TO BIDDERS
1. INTRODUCTION:
Food Corporation of India (FCI) is one of the premier organizations of the Government of
India set-up under the Food Corporations Act, 1964 in order to fulfill the following objectives of
the Food Policy:
I) Effective price support operations for safeguarding the interests of the farmers.
II) Distribution of food grains throughout the country for public distribution system and other
Government of India schemes and
III) Maintaining a satisfactory level of operational and buffer stocks of food grains to ensure
National Food Security.
FCI primarily deals with procurement of food grains, specially wheat, paddy, raw rice and
boiled rice for the Central Pool independently or in association with the State Governments and
its agencies. Procurement of wheat and paddy is made under Price Support Scheme whereas rice
is procured under levy as per levy orders issued by the State Governments. Depending on the
deficit or surpluses in the stocks held and requirements, import/export of food grains is also
undertaken from time to time by FCI.
FCI organization hierarchy consists of Headquarters, 1 Institute of Food Security, 5 Zonal
offices, 25 Regional offices and approximately 163 District offices and about 2000 Depots
across the country.
2. BRIEF DETAIL OF THE OFFICE TO BE AUDITED:
The list of offices which are required to be Audited is given in Annexure I.. Major FCI Regions
may be divided into more than one cluster, if need be, so that work allotted to any CA Firm is
manageable. For each assignment, the Administrative Authority shall issue Assignment letter as
per format given at Annexure-VIII.
2.1. SUPPORT AND INPUTS TO THE FIRM
FCI shall provide adequate office space to the Chartered Accountants Firm to perform its
services. In terms of hardware, FCI will provide computers and printers to the C.A. firm. FCI
will provide all primary data to the firm for carrying out the job listed in the scope of work.
3. CONTRACT PERIOD:
The period of Contract is for one year from the date of issue of appointment letter. However, the
term can be extended for a further period up to a maximum period of one year, at the sole discretion
of FCI, on the same rates, terms & conditions. FCI shall have the option to allot Audit of more than
one financial year to the CA firms depending upon need of FCI & availability of adequate time for
conducting Audit during the contract period. Notwithstanding anything contained herein above, FCI
reserves the right to discontinue the services of Chartered Accountants firm in the event their
services are evaluated below benchmark level at any time during the contract period. The evaluation
of the firm shall be made as per the Annexure-II attached herewith.
6
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
4. SCOPE OF WORK:
The Detailed Function and Scope of Internal Audit & PV work will be as under:-
A) The function of Internal Audit should include a critical review of the systems, procedures
and operations as a whole rather than merely of transaction records. In general, the Internal
Auditor is expected to render valuable assistance in the following fields:-
i) To ensure that all the expenses incurred by the Corporation relates to the legitimate
operations of the organization, which are in its best interests and are in accordance
with the budget provisions.
ii) To verify the accuracy and propriety of the transactions. To ascertain the extent of
compliance with the prescribed policies, plans, rules, regulations, systems and
procedures.
iii) To review and make appraisal of the soundness, adequacy and application of
accounting, financial and operating controls and suggest improvements therein.
iv) To review sanctions issued by the Management at various levels.
v) To scrutinize contracts and purchase orders.
vi) To detect cases of fraud, negligence and thefts by the employees of the Corporation
as well as by third parties and to suggest ways and mean for its prevention.
vii) To conduct independent surprise Physical Verification of the stocks of foodgrains
and other commodities/ articles held in the depots/offices, and to report on variations
from the accounting records, which should preferably be with persons different from
the custodians of the assets.
viii) To verify that sanctions for expenditure are accorded by the Competent Authorities in
consultation with their associated finance.
ix) To review the systems regarding the custodianship and safeguarding of assets and
ascertain the extent to which the assets of the organization are accounted for and
safeguarded against losses of all kinds.
x) To ascertain the relevance and reliability of accounting and other data given to the
management and to external offices.
xi) To examine the prescribed books of accounts along with subsidiary records to ensure
that these are maintained properly.
xii) To review all statutory obligations compliances such as service tax, VAT, EPF etc.
xiii) Operations are conducted effectively and efficiently.
xiv) To ensure that all the transactions are in conformity with the various
policies/provisions of the Food Corporations Act 1964.
7
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
B) The scope of audit will include examination of all transactions with reference to the original
documents/vouchers/books/files etc. and reporting on the deficiencies, noticed. The same
transactions have to be examined from the angle of propriety. Details of the records to be
verified are available in Internal Audit Manual, a copy of which would be made available to
the Audit Firm. While conducting audit, the Auditor will look into the following special
points:
i) Whether the transactions are with reference to the approved policies and programs;
ii) Whether the prescribed procedures are followed;
iii) Whether the Corporation's financial and other interests were safeguarded prior to the
conclusion of contracts or deals;
iv) Whether in the case of failures on the part of the contractor/supplier to perform his part
of obligations under the terms of the contract/supply order, proper and adequate remedial
action was taken in time by the authority who concluded the contract/placed the supply
order and who was responsible for its execution;
v) All cases, where the associated finance was over-ruled may be examined in depth to find
out and report the extent of irregularity/impropriety committed, if any;
vi) Whether the delegated powers have been exceeded;
However, for better appreciation of the scope of work to be undertaken, a questionnaire form,
keeping the various areas to be looked into, has been prepared to make it more inclusive and
would be obtain by auditor on award of the Contract. The auditor is expected to understand the
nature of operations of the unit under review and cover all areas of operations.
C) Physical Verification of Stocks: - For broader guidelines to undertake Physical Verification
of Stocks refer to Headquarter Letter No. S&S / SA / 37 / 1 (28) / 100%Wt. /2003 dated:
26/03/2003 placed at Annexure- V and also Circular 1 / 2019 at Annexure-VII.
D) Duration of Physical Verification of Stocks, Transaction Audit: -Number of days
allowed for Transaction Audit / Physical Verification of Stocks reference shall be accorded
to Annexure-VI. For commencement of audit and number of working days allowed for
Audit of Accounts of different Accounting Unit; it shall be mutually consented with General
Manager (Accounts) for Headquarters Genl. Manager/Chief Genl. Manager (A/cs) for Zonal
Office and by Deputy General Manager (Accounts), for Regional Office.
8
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
5. SUBMISSION OF REPORT:
The Audit/P.V. Report, complete with all Key documents in hard copy are to be submitted to the
Head of the Internal Audit division of the Zones who have been delegated with the power to accept
the Audit Reports of the firms of Chartered Accountants of Zonal Offices/ Regional Offices/ District
Offices and Depots under their Zone. A soft copy of the Audit/PV report in MS Word/Excel format
may also be sent through email to the Zonal Office. Date of email of report will be considered as
"Report Submission Date". The Head of the Internal Audit of the Zonal Office would take a view
on satisfactory completion of the assignment by the Firm or otherwise. Any omission/deficiency
noticed in the Report, has to be made good by the Firm at their own cost.
A flash Report on detection of any serious irregularity also shall be submitted to the above
referred authority immediately, without waiting for the audit to be over.
6. FORMAT OF REPORT:
While any fixed format of the Audit Report cannot be prescribed for all the offices as the same
would be governed by audit findings on a case to case basis but the audit observation must be
prepared in a presentable format which should essentially bring out the analysis of auditor on a
particular area of review. The role of the CA firm as an Auditor should also be as an adviser to
suggest improvement in the existing working procedure that can be taken into cognizance and
contributes positively towards cost savings.
Presentation Format for Report on Physical Verification, Transaction Audit at
ZO/RO/AO/Depot and Accounts Audit.
The reports may be prepared, to the extent possible, in the format enclosed as Annexure- III.
7. DEPLOYMENT OF OFFICIALS:
a) The Audit firm has to deploy a team of two auditors consisting of at least one qualified
Chartered Accountant and the other auditor should be at least having passed the Intermediate
examination of the ICAI.
b) Partner of the firm may visit the office being audited, during the course of the Audit.
However, the reimbursement of T.A/Lodging shall be restricted to one visit only.
c) The staff deployed would remain unchanged till the Audit of District Office/Regional Office
and the Audit & PV of the depots and discussions with the Administrative Head of Auditee
Office are completed.
8. PROCEDURE FOR ONLINE TENDER:
i) The offer should be submitted under Two Bid System:
1. A-Technical Bid 2. B-Price Bid
ii) FCI is using services of Central Public Procurement Portal for e-Procurement at
https://eprocure.gov.in/eprocure/app, for appointment of firm of Chartered Accountants.
iii) The detailed Tender document along with Instructions to the Contractors/Tenderers for the e-
submission of the bids can be viewed and downloaded from e-Procurement website
9
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
https://eprocure.gov.in/eprocure/app or FCI website: www.fci.gov.in. (For downloading of
document only.)
iv) Tender must be electronically submitted (on-line at https://eprocure.gov.in/eprocure/app)
within the prescribed date and time as mentioned in the e-Procurement portal/ as mentioned
in the Critical Date Sheet. Hard copy of the Tender documents will not be accepted at this
stage.
v) Possession of valid Digital Signature Certificate (DSC) and registration of the
contractors/Tenderers on the e-procurement/e-tender portal is a prerequisite for e-tendering.
The details are available at https://eprocure.gov.in/eprocure/app
vi) Tenderer should do the registration in the e-Procurement site using the "Click here to Enroll"
option available on the home page. Portal enrollment is generally free of charge. During
enrollment/registration, the Tenderers should provide the correct/true information including
valid email-id. All the correspondence shall be made directly with the contractors/Tenderers
through email-id provided.
vii) Tenderer need to login to the site through their user ID/ password chosen during registration.
viii) Then the Digital Signature Certificate (Class II or Class III Certificates with signing key
usage) issued by SIFY/TCS/nCode/eMudra or any Certifying Authority recognized by CCA
India on eToken/Smart Card, should be registered.
ix) The DSC that is registered only should be used by the Tenderer and should ensure safety of
the same.
x) Tenderer may go through the tenders published on the site and download the required tender
documents/schedules for the tenders he/she is interested.
xi) After downloading / getting the tender document/schedules, the Tenderer should go through
it carefully and then submit the documents as stipulated, otherwise bid will be rejected.
xii) If there are any clarifications, this may be obtained online through the tender site, or through
the contact details. Tenderer should take into account the corrigendum published before
submitting the bids online.
xiii) Tenderer then logs in to the site through the secured login by giving the user id/ password
chosen during registration and then by giving the password of the e-Token/Smart Card to
access DSC.
xiv) Tenderer selects the tender which he/she is interested in by using the search option & then
moves it to the `my tenders' folder.
xv) From my tender folder, he selects the tender to view all the details indicated.
xvi) It is construed that the Tenderer has read, understood and accepted all the terms and
conditions before submitting their offer. Tenderer should go through the tender schedules
carefully and upload the documents as asked; otherwise, the bid will be rejected.
10
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
xvii) Tenderer, in advance, should get ready the bid documents to be submitted as indicated in the
tender document/schedule and generally, they can be in PDF/xls/rar/jpg/dwf formats. If there
is more than one document, they can be clubbed together and can be provided in the
requested format. Each document to be uploaded through online for the tenders should be
less than 2 MB. If any document is more than 2MB, it can be reduced through zip/rar and the
same can be uploaded, if permitted. Tenderers Bid documents may be scanned with
minimum 100 dpi with black and white option. However if the file size is less than 1 MB the
transaction uploading time will be very fast.
xviii) If there are any clarifications, this may be obtained through the site or visiting Office of
Audit Head at Zonal / Regional Office or during the pre-bid meeting before the date of
opening of the bid. Tenderer should take into account any corrigendum/addendum published
from time to time and such modifications will be binding on the tenderer notwithstanding
whether the Tenderer has uploaded his bid document or not.
xix) Bidder should submit the Tender Processing Fee/ EMD as specified in the tender in the form
of RTGS/NEFT/Fund Transfer in FCI Account No10824154508, IFSC Code: SBIN0000078,
Bank Name & Branch State Bank of India, Guwahati Branch, Panbazar-1. Scanned copy of
the proof of payment i.e. UTR number/Fund transfer challan should be uploaded as part of
the Proof of Payment along with the Technical Bid. While submitting the bids online, the
Tenderer should read the terms & conditions and accepts the same to proceed further to
submit the bid packets.
xx) The Tenderer has to digitally sign and upload the required bid documents one by one as
indicated. Tenderers to note that the very act of using DSC for downloading the bids and
uploading their offers shall be deemed to be a confirmation that they have read and accepted
all sections and pages of the bid document including General conditions of contract without
any exception and have understood the entire document and are clear about the requirements
as specified in the tender document.
xxi) The Tenderer has to upload the stipulated documents as indicated in the MTF, failing which
the bid will be rejected.
xxii) The price bid format is provided in a spread sheet file like Bill of Quantity (BOQ.xls), the
rates offered should be entered in the allotted space only and uploaded after filling the
relevant columns. The Price Bid/BOQ template shall not be modified/ replaced by the
Tenderer; else the bid submitted is liable to be rejected for this tender.
xxiii) The Tenderers are requested to submit the bids through online e-tendering system to the
Tender Inviting Authority (TIA) well before the bid submission end date & time (as per
Server System Clock). The TIA will not be held responsible for any sort of delay or the
difficulties faced during the submission of bids online by the Tenderers at the eleventh hour.
xxiv) After the bid submission (i.e. after Clicking "Freeze Bid Submission" in the portal), the
acknowledgement number, given by the system should be printed by the Tenderer and kept
as a record of evidence for online submission of bid for the particular tender and will also act
as an entry pass to participate in the bid opening date.
11
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
xxv) The time settings fixed in the server & displayed at the top of the tender site, will be valid for
all actions of requesting, bid submission, bid opening etc., in the e-tender system. The
Tenderers should follow this time during bid submission.
xxvi) All the data being entered by the Tenderers would be encrypted using PKI encryption
techniques to ensure the secrecy of the data. The data entered will not viewable by
unauthorized persons during bid submission & not be viewable by any one until the time of
bid opening.
xxvii) Any bid document that is uploaded to the server is subjected to symmetric encryption
using a system generated symmetric key. Further this key is subjected to asymmetric
encryption using buyers/bid opener's public keys. Overall, the uploaded tender documents
become readable only after the tender opening by the authorized bid openers.
xxviii) The confidentiality of the bids is maintained since the secured Socket Layer 128 bit
encryption technology is used. Data storage encryption of sensitive fields is done.
xxix) The Tenderer should logout of the tendering system using the normal logout option
available at the top right hand corner and not by selecting the (X) exit option in the browser.
xxx) For any queries regarding e-tendering process, the Tenderers are requested to communicate
before opening of the Tender using the contact details as provided in the tender document.
Simultaneously, for any further queries related to technical issues, the Tenderers are asked to
contact over phone: 1800-233-7315 or send a mail over to cppp-nic@nic.in. Non receipt of
response/clarification shall not be a ground for extension of time of bid submission or
cancelling the bid process.
xxxi) The Technical Bids will be opened at prescribed time and date as mentioned in the critical
date sheet.
xxxii) FCI may at any time prior to the opening of the Tender and for any reason, whether at its
own initiative or in response to any on-line query sought by a Tenderer modify the Tender
document by way of an addendum/corrigendum to the original Tender and such modification
will be binding on all Tenderers.
xxxiii) The addendum/corrigendum would be uploaded on https:// eprocure.gov.in / eprocure
/app and www.fci.gov.in. In order to afford the prospective Tenderer to take into account the
modification or for any other reasons, FCI may, at its discretion extend the due date for
submitting the Tender.
9. EARNEST MONEY DEPOSIT & TENDER PROCESSING FEE
The Tenderers shall furnish Earnest Money Deposit (EMD) of Rs.20000/- (Rupees Twenty
Thousand Only) and Tender Processing Fee of Rs.500.00+ Rs.90.00 (applicable GST)
=Rs.590.00 which must be submitted electronically through NEFT/RTGS/other electronic
means to the FCI Bank Account No.10824154508, IFSC code: SBIN0000078, Bank Name
&Branch: State Bank of India, Guwahati Branch, Panbazar-1. The Tenderer has to
indicate transaction no. (UTR No.) of such payments in the Tender and scan and upload the
copy of the same with the Technical Bid. Non-submission of EMD & Tender Processing Fee
will lead to rejection of the Tender. The EMD of unsuccessful Tenderers shall be returned to
12
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
them at the earliest but not later than a month of final award of contract and shall carry no
interest. EMD in case of successful Tenderer shall be automatically converted towards
Security Deposit. In case the Tenderer resile, or modifies their offer after submitting the
Tender, for any reason whatsoever during the Tender process, or any of the information
furnished by them is found to be incorrect or false, the Earnest Money deposited by them is
liable to be forfeited, without prejudice to any other rights and remedies of FCI under the
Contract and Law and the Tenderer will also be debarred from participating in any other
Tender Enquiry with FCI for a period of five years.
10. SECURITY DEPOSIT
The successful tenderer, after adjusting the EMD amount, shall deposit with FCI an amount
equivalent to 5% of the Contract value in the form of Demand Draft issued by a Scheduled
bank or any other electronic mode such as RTGS/NEFT etc as Security Deposit within 15
working days from the date of award of contract. The Contract Value shall be calculated by
Zonal Office/ Hqrs. on the basis of rate quoted by the bidder, number of units for which
audit is to conducted and capacity of depots for which Physical Verification is to be carried
out as given in the Annexure I during the contract period of two years. EMD in case of
successful Tenderer shall be automatically converted into Security Deposit.
The successful tenderer has also the option to deposit within 15 working days from the date
of award of contract, an amount equivalent to 50% of security deposit after adjusting the
amount of EMD converted into Security Deposit in FCI bank account through RTGS/NEFT.
Balance 50% of the Security Deposit may be paid by the successful tenderer by deductions
@10% from the admitted bills. The security deposit shall not earn any interest.
If the successful Tenderer having been called upon by the FCI to furnish the stipulated
Security Deposit fails to do so within the specified period, his EMD is liable to be forfeited
and it shall be lawful for the FCI to cancel the contract. The Tenderer will also be debarred
from participating in any other Tender Enquiry with FCI for a period of five years.
The security deposit will remain with FCI throughout the period of contract and three
months thereafter and shall carry no interest.
If the successful Tenderer fails or neglects to observe or perform any of his obligations under the
contract, it shall be lawful for the FCI to forfeit either in whole or in part, in its absolute
discretion, the Security Deposit furnished by the Tenderer or to appropriate the Security Deposit
furnished by the Tenderer or any part thereof towards the satisfaction of any sum due to be
claimed for any damages, losses, charges, expenses or costs etc. that may be suffered or incurred
by the Corporation. Further, it shall be lawful for the FCI to cancel the contract.
13
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
11. OTHER TERMS & CONDITIONS:
i) The offer shall remain open for acceptance till 05.01.2020. FCI shall at its discretion extend
the date of acceptance of tender by another fifteen days i.e. up to 20.01.2020 which shall be
binding on the tenderer. Any tenderer not keeping the offers open for the prescribed period
shall be summarily rejected.
ii) Incomplete offer/offers not conforming strictly to the prescribed Tender forms and terms &
conditions and instructions shall not be considered and shall stand summarily rejected. The
Tender will be automatically closed after the date and time as mentioned in the e-
Procurement platform.
iii)Tenderer/Contractor is advised to follow the instructions provided in the `Instructions to the
Contractors/Tenderer for the e-submission of the bids online through the Central Public
Procurement Portal for e Procurement at https://eprocure.gov.in/eprocure/app.
iv) Tenderer may all the time can modify and correct or upload any relevant document in the
portal till the last date and time of Tender submission, as published in the e-procurement
portal.
v) Withdrawal of bids is not allowed, once bids are submitted.
vi) The firm is not allowed to subcontract the assignment.
12. CLARIFICATION & AMENDMENTS TO BID DOCUMENTS :-
i. Corporation may, at its discretion, seek from any or all bidders, clarification(s) in respect of
any particulars furnished in their offer. The request of such clarifications and the response
will be in writing to be submitted within the stipulated time.
ii. Corporation at its sole discretion may ignore minor omission in the submission of Technical
Bid such omitting to give number on a page etc. or may require any Bidders to rectify any
such discrepancies noticed in the Technical Bids submitted by them in the interest of
increasing the competition. It is further clarified that no new document shall be accepted.
13. OPENING OF BIDS:-
FCI will open the Technical Bid of all Tenderers received through e-procurement portal on
the specified date and time. The Tenderers can view other Tenderers in the e-Procurement
platform after opening of the Tender. However, they are at liberty to be present personally
or through their authorized representative at FCI office at the time of opening of the Tender
along with the bid acknowledgement receipt generated by the system after successful bid
submission. In the event of the specified date of Tender opening being declared a holiday
for FCI, the Tenders will be opened on the next working day but there will be no change in
the time for opening as indicated in the Tender.
14
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
14. BID EVALUATION :-
i) A list of Tenderers who qualify the Technical Bid will be available in the e-procurement
portal.
ii) FCI will open the Price Bid of all technically qualified Tenderers received through e-
procurement portal on the specified date and time which will be intimated to the Tenderers.
The Tenderers can view the Price Bids of other Tenderers in the e-Procurement portal after
opening of Price Bids.
15. BID EVALUATION CRITERIA :-
i) The evaluation committee after determining whether the Price Bids are complete and without
errors shall determine the lowest Price Bid (L-1) for award of contract. Selections of Bidders
are entirely at the sole discretion of FCI and FCI shall not be required to provide any
explanation or justification in respect of any aspect of the Selection Process or Selection.
ii) Bidders are required to quote for all items of works. In case bidder does not quote for any
item his bid will be summarily rejected.
iii) Work will be awarded to lowest bidder on consolidated quote basis for all items of IA work
and not item-wise.
16. AWARD OF CONTRACT.
i) The job will be awarded to the successful L-1 Bidder through issue of an Appointment
Letter by post / fax / e-mail refer Annexure-IV.
ii) If any of the attached/uploaded documents are found to be forged/fabricated at any stage,
before or after the award of the contract and/or expiry of the contract the Security Deposit
/Earnest Money Deposit of the Contractor will be forfeited without prejudice to any other
rights and remedies of the Corporation under the Contract and Law.
17. SIGNING OF BID:-
i) Person or persons signing /submitting the Bid shall state in what capacity he is or they are
signing/submitting the Bid.
ii) In the case of a Partnership Firm and Limited Liability Partnership firm, the names of all
the partners shall be disclosed and the Bid shall be signed by all the partners or their duly
constituted attorney, having authority to bind all the partners in all matters pertaining to the
contract.
iii) The persons competent to sign/submit the Bid Form or any document forming part of the Bid
on behalf of another or on behalf of a Firm shall be responsible to produce a proper Power of
Attorney duly executed in his favour, stating that he has authority to bind such other person or
the Firm as the case may be, in all matters pertaining to the contract. If the person so signing the
Bid fails to produce the said Power of Attorney, his Bid shall be liable to be summarily rejected
without prejudice to any other right of the Corporation under the Contract and Law. The
"Power of Attorney" should be signed by all the partners in the case of
15
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
partnership concern or Limited Liability Partnership firms on a non-judicial stamp paper
and should be registered or notarized.
18. DOCUMENTS COMPRISING THE TENDER
The tender shall comprise of all its Appendices and all supporting documents and attachments
including NIT. The Bids complete in all respect including Tender, all attachments, and
supporting documents as prescribed in this Tender Document shall be uploaded by the
authorized signatory as stipulated in the Tender. Hard copy of the tender documents will not be
accepted repeat will not be accepted at this stage.
The filled and signed tender attachments and supporting documents are to be scanned and
uploaded at the space/packet provided in the CPP portal. All documents should be page-
numbered. The original/attested copies of the attachments will be collected on the date to be
notified to enable the Corporation to physically verify the authenticity of the documents scanned
and uploaded in the e-Procurement portal, which is pre-qualification for technical evaluation.
Check-list for Tender should be filled and enclosed.
19. SUBMISSION OF BID:
Bidder/Tenderer shall submit the bids electronically, before the last date & time, as notified in
critical date sheet. FCI may extend the deadline for submission of Tenders by issuing an
amendment in which case all rights and obligations of FCI and the Tenderers previously subject
to the original deadline will then be subject to the new deadline.
The onus of ensuring fulfilment of the eligibility condition would be on the tenderer and the
Tender of anyone, if subsequently found ineligible would be summarily rejected.
20. PRE-BID MEETING: FCI may hold a pre-bid meeting at FCI ZO(NE), GL Publication
Building, GS Road, Guwahati-781007 on 26th November'2019, 12:00 Hrs
21. DETAILED TERMS & CONDITIONS:-
A. WHO CAN APPLY
Firm of Chartered Accountants empanelled with Comptroller & Auditor General as on the date of
applying which is either a Partnership firm or a Limited Liability Partnership (LLP) firm holding
a certificate of practice issued by The Institute of Chartered Accountants of India may participate
in the bid by furnishing the copy of Registration of the Firm with ICAI.
16
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
B. TECHNICAL ELIGIBILITY CRITERIA:
1. The Chartered Accountant firm should be empaneled with Comptroller and Auditor General
(C&AG), as on the date of submission of Technical Bid (Copy of self-declaration or self-
certified empanelment letter to be enclosed).
2. The firm should have its office or any branch office in the State of Assam. (A self-certified list
of all offices of the firm with complete address and contact numbers is required).
3. Bidder shall have in its own name with the concerned authority:-
a) Permanent Account No. of the firm/ LLP (self certified copy to be enclosed)
b) GST Registration No. of the firm/LLP (self certified copy to be enclosed)
4. Registered or Notarised Power of Attorney duly signed by all the partners, if the bid is not
signed by all the partners.
If the Bidder fails to submit any of the above listed documents, the bid would summarily be
rejected.
Bids of the Tenderers fulfilling the above technical criteria shall only be considered for opening
of Price Bid. The format in which scanned copy of summary of Technical Bid is to be applied or
uploaded is placed at Appendix-I & II.
C. PRICE BID:
A consolidated fee excluding GST shall be quoted for three different works, in the Price Bid
Performa as given in Appendix-III for following services:-
I. Transaction Audit
a) Transaction Audit of Regional Office
b) Transaction Audit of District Office
High Turnover Area Offices (Turnover >= 10.5 Lakh MT p. a)
Area Office (Turnover <10.5 Lakh MT and >3.5 lakh MT p.a)
Low Turnover Area Offices (Turnover <=3.5 Lakh MT p.a)
c) Transaction Audit of Depot Office
Upto 50,000 MT
50,000 MT to 100,000 MT
Above 1 Lakh MT
II. Physical Verification of Stocks
i. Up to 5000 MT
(4 working days)
ii. Additional 5000 MT
(1 additional working day)
17
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
Important Note: -
While quoting rates in the Price Bid, bidders are expected to take into consideration following
factors:-
i) All rates will be treated as firm price for the period of the contract. No escalation whatsoever
shall either be claimed or considered.
ii) One, to and fro T.A for each Audit Team Member and lodging / D.A during the stay
exclusively for FCI Audit shall be reimbursed treating the eligibility of an Assistant at par
with that of Managers of FCI, qualified Chartered Accountant at par with Assistant General
Manager of FCI and Partner at par with Deputy General Manager of FCI.
iii) The bidder is expected to offer a consolidated fee for Audit of different offices and Physical
Verification of stocks which should include all expenses towards Professional fees, Local
Conveyance and any other incidental / contingent expenses thereto, all taxes (except GST).
GST on consolidated fee would be paid extra at applicable rates. No other claim (except
mentioned at pt. ii) of the Auditor would be entertained. The Rates shall be quoted in Indian
currency in both Figures and Words. In case of difference Figures and Words, the amount in
Words shall be treated as final.
iv) Remuneration payable to auditors will be assignment-wise in proportion to their quoted rate
for corresponding assignment.
v) While the bidder is required to quote fee towards Physical Verification of stocks in godown
on the basis of Storage Capacity as prescribed above, actual payment of fee towards Physical
Verification of foodgrain stocks and other items shall be regulated on the basis of quantity of
foodgrain stock held in the godown on the date of commencement of Physical Verification
(PV) irrespective of capacity of godown.
vi) Transaction Audit would be assigned for a period of one year i.e., 12 months for which
Price-Bids are invited. In case Transaction Audit is assigned for period beyond one year to
the Audit Firm, the working days for such audit would be enhanced to the extent of 50%
proportionately for the period ignoring any fraction for eg. the Transaction Audit is assigned
for a period of 17 months and the period of assigned for 1 year Transaction Audit of
Regional Office is 15 days (as stated in Annexure-VI), then the days allocated for such audit
would be 15 days+ 50%(5/12*15) i.e., 18 days.
Similarly in such cases the fee shall also be enhanced in proportion to the increase in number
of days for eg. if the Audit fee quoted is Rs. 100/- for Transaction Audit for 15 days then the
fee for 17 months (for which number of days allotted is enhanced to 18 days) would be
100*(21/15) i.e., Rs. 120/-
vii) In the price bid "Appendix-III" i.e BOQ against the particular "Physical Verification of
Stocks up to 5000 MT", fee for one year of audit per unit for PV of depots for 1 st 5000 MT
Stocks held is to be quoted. Against the particular "additional 5000 MT", annual fee per un it
for every additional capacity of 5000 MT is to be quoted.
For computing number of additional units, depots having stockholding up to 2500 MT above
the last 5000 MT is to be ignored and above 2500 MT over the last 5000 MT be taken as one
18
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
additional unit. For better clarity about the method followed for working out number of units
of Price Bid (Appendix- III), following illustration has been given:-
Illustration
If under a particular Regional Office there are 3 high turnover District Offices and 10 depots
with storage capacity ranging from 8340 MT to 82200 MT as shown in the table below, number of units
shown under row 5.01 of price bid would be 10 and number of units under row 5.02 of the price bid
would be 55.
FCI Godowns Approx. Stock Total Stock As per MTF number of units
District Position (in MT) Position (in MT) to be shown under
Office Covered CAP Covered + CAP Under Row Under Row II
II (i) (ii)
Aligarh Aligarh 12500 12500 1 1
Harduaganj 82200 4650 86850 1 16
Etah 11890 11890 1 1
Kasganj 9160 9160 1 1
Hatras 13360 840 14200 1 2
Mathura 13100 13100 1 2
Kosikalan 58100 20000 78100 1 15
Azamgarh Azamgarh 22300 4620 26920 1 4
Allahabad Naini 51970 10910 62880 1 12
Fatehpur 8340 8340 1 1
Total 10 55
19
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
Thus the number of units in the price bid under column 4 of Appendix-III is shown as under:-
Validate Print Help Item Rate BoQ
Tender Inviting Authority: The Executive Director (Zone)/ Executive Director (Internal Audit) at Hqrs.
Name of Work: Internal Audit of FCI Offices and Physical Verification of Foodgrain stocks
Ref No: file number to be inserted
Name of the
Bidder/
Bidding Firm /
Company :
PRICE SCHEDULE
(This BOQ template must not be modified/replaced by the bidder and the same should be uploaded after filling the relevent
columns, else the bid is liable to be rejected for this tender. Bidders are allowed to enter the Bidder Name and Values only i.e
Basic Rate (column 13) )
1. No. of Units ( Colum 4) to be filled by Zonal Office/ Hqrs inviting bids.
2. Annual fees is inclusive of all expenses towards Professional Fees, Contingent expenses thereto, all taxes (except GST) and any
other expenses. GST would be paid extra at applicable rate. TA/DA & lodging expense will also be paid extra as per clause 21(c) of
MTF.
NUMBER # TEXT # NUMBER # TEXT # NUMBER # NUMBER # TEXT #
Sl. Item Description No. of Units Units BASIC RATE In TOTAL AMOUNT TOTAL AMOUNT
No. Figures To be in In Words
entered by the Rs. P
Bidder in(fees for
one year of audit
per unit
Rs. P
1 2 4 5 13 53 55
1 Transaction Audit of Hqrs/IFS/Zonal Office 0 Nos 0.00 INR Zero Only
2 Transaction Audit of Regional Office
2.01 High Turnover Regional Offices (Turnover >= 54 0 Nos 0.00 INR Zero Only
Lakh MT p.a)
2.02 Regional Office (Turnover <54 Lakh MT and >18 1 Nos 0.00 INR Zero Only
lakh MT p.a)
2.03 Low Turnover Regional Offices (Turnover <=18 0 Nos 0.00 INR Zero Only
Lakh MT p.a)
3 Transaction Audit of District Office
3.01 High Turnover Area Offices (Turnover >= 10.5 3 Nos 0.00 INR Zero Only
Lakh MT p. a)
3.02 Area Office (Turnover <10.5 Lakh MT and >3.5 0 Nos 0.00 INR Zero Only
lakh MT p.a)
3.03 Low Turnover Area Offices (Turnover <=3.5 Lakh 0 Nos 0.00 INR Zero Only
MT p.a)
4 Transaction Audit of Depot Office
4.01 Turnover Upto 50,000 MT 7 Nos 0.00 INR Zero Only
4.02 Turnover 50,000 MT to 100,000 MT 3 Nos 0.00 INR Zero Only
4.03 Turnover Above 1 Lakh MT 0 Nos 0.00 INR Zero Only
5 Physical Verification of Stocks
5.01 Upto 5000 MT 10 Nos 0.00 INR Zero Only
5.02 Additional 5000 MT 55 Nos 0.00 INR Zero Only
6 Accounts Audit of D.Os/R.Os/ZOs/IFS/Hqrs 4 Nos 0.00 INR Zero Only
Total in Figures 0.00 INR Zero Only
Quoted Rate in Words INR Zero Only
No. of Units to be filled by Hqrs. / Zone.
20
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
i) The auditor is expected to check availability of stock at the depot before proceeding for Physical
Verification. If there is no foodgrain stock in the godown then the auditor is expected to
reschedule the PV program in consultation with the concerned Regional Office of FCI.
ii) No claim towards reimbursement/payment of any nature of expense would be entertained if the
auditor is required to revisit Regional Office/District Office/depots for completion of any
unfinished assignment or to collect any missing information or revisit any office of FCI in the
event of submission of an unsatisfactory Audit/PV report. All expenses towards such revisit shall
have to be borne by the Auditor.
iii) Bidders are requested to note that they should necessarily submit their financial bids in the format
provided and no other format is acceptable. The price bid has been given as a standard BOQ format
with the tender document. The same is to be downloaded and to be filled by all the bidders. Bidders
are required to download the BOQ file, open it and complete the green colored (unprotected) cells
with their respective financial quotes and other details (such as name of the bidder). No other cells
should be changed. Once the details have been completed, the bidder should save it and submit it
online, without changing the filename. If the BOQ file is found to be modified by the bidder, the bid
will be rejected. Price bid format is provided in .xls format along with this tender document. Bidders
are advised to download and quote rates and upload it in the site at the respective locations.
22. NEGOTIATION
FCI will not conduct any negotiation on the price quoted by any of the tenderer at any stage who
participates in this tender.
23. DISQUALIFICATION CONDITIONS
i) Tenderer, who have been blacklisted or otherwise debarred by FCI or any department of
Central or State Government or any other Public Sector Undertaking, will be ineligible
during the period of such blacklisting or for a period of 5 years from the date of blacklist or
debarment whichever is later.
ii) Any Tenderer whose contract with Food Corporation of India, or any department of the Central
or the State Government or any other Public Sector Undertaking has been terminated before the
expiry of the contract period at any point of time during the last five years, will be ineligible.
iii) Tenderer who's Earnest Money Deposit and/or Security Deposit has been forfeited by Food
Corporation of India or any department of Central or State Government or any other Public
Sector Undertaking, during the last five years, will be ineligible.
iv) If the any of the partners of the Tenderer Partnership/LLP firm have been, at any time,
convicted by a Court of an offence and sentenced to imprisonment for a period of three years
or more, such Tendered will be ineligible.
v) While considering ineligibility arising out of any of the above clauses, incurring of any such
disqualification in any capacity whatsoever (even as a proprietor, partner in another firm, or
as a director of a Company etc.) will render the Tenderer disqualified.
21
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
vi) A Hindu Undivided Family (either as a proprietor or partner of a Firm) shall not be entitled to
apply any tender submitted in the capacity of the Hindu Undivided Family (either as a
proprietor or partner of a Firm) shall be summarily rejected.
24. CONFIDENTIALITY
i. Information relating to the examination, clarification and evaluation of the records data / file
submitted during the course of Audit should be confidential and shall not be disclosed to other
person / entity.
ii. Maintaining the confidentiality of data / records / file examined / evaluated during audit is prime
responsibility of the selected Audit Firm.
25. PAYMENT SCHEDULE
Payment shall be released unit-wise (District office/Depot/Regional Office) after satisfactory
completion of Audit and Acceptance of Report. On satisfactory completion of the assigned job and
submission of the Internal Audit /Physical Verification report to the Zonal head (IA) at ZO (NE)
Guwahati and after decision on satisfactory completion of the Assignment, payment shall be released
by respective Regional office, FCI within 15 days of date of acceptance of report. Payment shall be
made by way of NEFT/RTGS in INR for which necessary bank details shall be provided by the
Tenderer. Statutory deductions, as applicable, will be made by the FCI from the bills.
26. LAWS GOVERNING THE CONTRACT & DISPUTE RESOLUTION
i. The Contract will be governed by the Laws of India for the time being in force. Any dispute
arising out of the Contract will be settled in the Court of Law of competent jurisdiction.
ii. The parties to the contract may endeavor to resolve any disputes arising out of this contract
through mutual consultations through the intervention of concerned Executive Director (Zone),
failing which, the parties shall be at liberty to approach court of law of competent jurisdiction.
27. ADMINISTRATIVE CONTACT:
All communications concerning the Administrative issues of this tender should be directed to the
Coordinator listed below:
NAME General Manager(IA)
FCI ZO(NE),GL Publication Building, GS Road, Guwahati-
ADDRESS
781007
PHONE 0361-2522203
FAX 0361-2526238
EMAIL agmiapvne.fci@nic.in
22
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
28. LIABILITY FOR PERSONNEL/STATUE:
a) All persons employed by the firm shall be engaged by him as own employees/article clerks and all
rights and liabilities under the workmen's compensation
Act, or Employees Provident Fund Act, and other applicable enactments in respect of all such
personnel shall exclusively be that of the firm. The firm shall be bound to indemnify the Corporation
against all the claims whatsoever in respect of its personnel under the Workmen s Compensation Act,
1923, or any other statutory law for or in respect of any damage or compensation payable in
consequence of any accident or injury sustained by any workmen or other person whether in
employment of the firm or not.
b) Contractor shall also comply with all Rules and Regulations/Enactments made by the state Govt.
/Central Govt. /ICAI from time to time pertaining to the Contract.
29. FORCE MAJEURE:
A Force Majeure means any event or circumstance or a combination of events which are
beyond the reasonable control of the affected Party, which such Party could not have prevented or
reasonably overcome with the exercise of reasonable skill and care in relation to the implementation
of this Agreement, which do not result from the negligence of such Party or the failure of such Party
to perform its obligations hereunder which are of an incapacitating nature and of a severe magnitude
and have a Material Adverse Effect on the affected Party's obligations under this Agreement. A Party
shall be entitled to suspend or excuse performance of its respective obligations under this Agreement
to the extent such performance is impeded by a Force Majeure event.
(a) PROCEDURE FOR FORCE MAJEURE:
If Audit Firm claims relief on account of a Force Majeure, then the audit firm claiming to be
affected by the such event shall, as soon as reasonably practicable and in any event within seven days of
becoming aware of the Force Majeure, give notice of and describe in reasonable detail the effect of such
Force Majeure to the FCI in writing, including the dates of commencement and estimated cessation of
such Force Majeure and its effects on the firm's obligations under this contract. Upon cessation of the
situation which led to a firm claiming Force Majeure under this section the firm shall within seven days
thereof notify the Corporation in writing of the cessation and the Consultant shall as soon as practicable
thereafter continue performance of all obligations under this contract but without prejudice to the excuse
of performance of all obligations during the continuance of the Force Majeure.
23
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
(b) PROLONGED FORCE MAJEURE:
In the event Force Majeure continuously impedes or prevents a firm's performance for longer
than 60 consecutive days from the date of commencement of such Force Majeure, notwithstanding the
suspension of the obligations of the firm, they shall decide by mutual consent through consultation either
the terms upon which to continue the performance of this contract or to terminate this contract.
Any period within which a Party shall, pursuant to this Contract, complete any action or task,
shall be extended for a period equal to the time during which such Party was unable to perform such
action as a result of Force Majeure.
The firm is entitled to payments for the portion of the work already completed before the
happening of any event constituting force Majeure culminating in termination of contract. Decision
of the FCI in this regard will be final.
Following conditions shall not be treated as Force Majeure:
(1) Resignation/Termination/Death/absence of any employee/s or Key Personnel/s.
(2) Any change in statutory requirements.
30. OTHER IMPORTANT NOTES:
i) The Food Corporation of India reserves the right to accept or reject any or all Tenders / to scrap
this Tender enquiry at any stage without assigning any reason/notice whatsoever and will not be
liable for any costs incurred by the indenting Tenderers.
ii) The offers submitted would be governed by all the terms & conditions as laid down in the
Tender form and the terms & conditions indicated herein.
iii) Neither FCI nor NIC shall be responsible for non-accessibility of e-Procurement portal due to
technical glitches or internet connectivity issues, at Tenderers end.
iv) In case of any clear indication of cartelization or express or implied, anti-competitive agreements
between the tenderers at the time of finalization of Tender or thereafter, which at any time i.e.
before or after award of the contract comes to the notice of the FCI, the Tendering Authority
may reject the relevant Tenders, recover the losses as assessed by the authority arising out of
such anti-competitive practices.
v) Corporation may, at its discretion, seek from any or all tenderer, clarification(s) in respect of any
particulars furnished in their offer. The request for such clarifications and the response will be in
writing.
vi) Corporation at its sole discretion may ignore minor omission in the Technical Bid such as
omitting to give number on a page etc. in the interest of increasing the competition.
24
TENDER NOTICE NO:FCI ZO(NE)/IA&PV/OUTSOURCE/IA&PV/19-20/ASM.2 DATED: 15.11.2019
vii) The tenderers shall bear all costs associated with the preparation and submission of its tender
and the FCI will in no case be responsible or liable for these costs, regardless of the conduct or
outcome of the tendering process.
viii) Prior to the detailed evaluation of Tenders, it will be determined whether each Tender is
responsive to the requirements of the Tender documents.
ix) Any bribe, commission or advantage offered or promised by or on behalf of the tenderer to any
officer or official of the Corporation shall (in addition to any criminal liability which the
Tenderer might incur) debar his tender from being considered. Canvassing on the part of, or on
behalf of, the Tenderer will also make his Tender liable to rejection.
x) Conditional Tenders or Tenders which are not submitted strictly in accordance with the Tender
terms are liable to be rejected.
xi) The Auditor/firm shall not sublet, transfer or assign the job or any part thereof.
xii) If the firm fails to execute the assignments or any part thereof within the period fixed for such
execution or at any time repudiates the contract before the expiry of such period on the ground
of dissolution/insolvency of firm/any partner or commits any breach of the contract not herein
specifically provided for, the Corporation may terminate the contract or a portion thereof.
xiii) The contract will be governed by the laws in India for the time being in force. In case of any
disputes arising out of this contract will be dealt in the Court of competent jurisdiction.
31. DISCLAIMER :
This Tender Form is not an offer by the Corporation, but an invitation to receive response from
eligible interested bidders for undertaking Internal Audit & Physical Verification of stock in FCI
Offices as per Annexure I. No contractual obligation whatsoever shall arise from the Tender process
unless and until formalities regarding award of contract is executed by the Corporation /the successful
bidder. This document should be read in its entirety.
25
|
