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Hemvati Nandan Bahuguna Garhwal University, Tehri Garhwal, Uttarakhand
January, 21st 2020
    Hemvati Nandan Bahuguna Garhwal University
                            (A Central University)
                  Srinagar (Garhwal) Uttarakhand - 246174
NIT NO. : HNBGU/S&PD/ET/2020/04                              Dated:16.01.2020

                        E-Tender DOCUMENT

Last Date & Time of Submission of Bid   Up to 14:00 Hrs on     11 /02/2020

Date & Time of Online Opening           15:30 Hrs on 14/02/2020

              ( or

                          Total No. of Pages 21

Er.V.N.Bahuguna                                               Dr.A.K.Jha
Executive Engineer/Purchase Officer (S&PD)                    Registrar

                                                  VIJAYA NAND Digitally signed by VIJAYA
                                                               NAND BAHUGUNA
HNBGU/S&PD/ET/2020/04                                            1 of
                                                  BAHUGUNA PageDate:    21
                                                                     2020.01.16  10:59:00

 Sr. No.                                 Particulars                                Page No.
    1      Section I ­ Notice Inviting Tender                                          3
    2      Section II - Eligibility Criteria                                           4
    3      Section III- Scope of Work                                                 5-6
    4      Section IV ­ Guidelines for Bidders/ General Terms & Conditions            7-8
    5      Section V ­ Declaration regarding stamp paper                               9
    6      Section VI - Check List /Mandatory documents to be uploaded                 10
    7      Section VII - Bidder's Detail/ Bidders Profile Form                         11
    8      Section VIII ­ Mandate Form                                                 12
    9      Section IX - Financial Bid                                                  13
           Note: The rates of items shall be filled online only. Scanned copy of
           this document is not to be attached along with other enclosures
   10      Section X ­ Performa for no near relative(s) of the bidder                  14
           working in Hemvati Nandan Bahuguna Garhwal University
           Srinagar Garhwal Uttrakhand
   11      Section XI ­ Declaration regarding acceptance to Terms & Conditions        15
           of the Tender
   12      Section XII(A) ­ Instructions for Online Bid Submission through           16-18
           MHRD e-Biding Portal
   13      Section XII(B)- Special Instructions to Bidders for online tendering      19-21

HNBGU/S&PD/ET/2020/04                                                              Page 2 of 21
                                                                                       Section I

                                   E- Tender Enquiry (ETE)
  NIT NO. : HNBGU/S&PD/ET/2020/04                                          Dated: 16/01/2020


  Expression of Interest (EoI) and RFP are invited from Chartered Accountant Firms/Cost
  Accountant Firms registered with C&AG for engagement in the University for Internal
  Audit/preparation of Annual Accounts & Balance Sheets/Physical Verification and dealing with
  the matters related to taxation and filing of statutory returns etc. Kindly submit your
  QUOTATION giving lowest rates along with terms and conditions through on line mode only on
  e-Procurement portal on or before 11.02.2020. The tender forms
  and other details can be obtained from the websites or

NAME OF WORK                     Expression of Interest (EoI) and RFP for Engagement of
                                 Chartered Accountant Firms/Cost Accounting Firms.

ESTIMATED value of the           Rs. 10,00,000.00
EARNEST MONEY DEPOSIT            Rs.   1,00,000.00
Bid Security/ Security Deposit
COMPLETION PERIOD                As per terms and condition
Last date & time of online       Up to 14:00 Hrs on 11/02/2020
downloading and submission of
bid, online EMD and other
documents as specified in the
bid document
 Date of Opening of bids         At 15:30 Hrs on 14/02/2020

  Er.V.N.Bahuguna                                                        Dr.A.K.Jha
  Purchase Officer (S&PD)                                                 Registrar

   HNBGU/S&PD/ET/2020/04                                                         Page 3 of 21
                                                                                       Section II

                                 Eligibility Criteria
  1. Only those bidders, who are empanelled with C&AG of India as category "A" firm.
     Registration No. and other details to be scanned and uploaded and meet the following
     conditions can participate in the tender.

       Following Certificates must be self attested, scanned and uploaded:

      (a) The Firm should be empanelled with C&AG of India for Major Audit as category "A"
          firm. Registration No.
      (b) The firm should have at least five full time partners out of which at least two should be
          FCA partners.
      (c) The firm must have conducted the tasks of similar nature as above for at least two
          centrally funded institutes/organizations during last five years (April 2016 to March
          2020) out of which one should be a Higher Educational Institute/Central University.
      (d) Online EMD of Rs.100000.00 must be deposited by the Bidder.
      (e) The annual turnover of the firm during the last 3 years should not be less than Rs 20
          Lakhs per year. A certificate from C.A. in this regard must be enclosed.
      (f) Documentary proof of GST Certificate.
          (The bidders must have a valid GST No. to participate in the tender.)
      (g) An undertaking by bidder of the effect that he/she has not been "Blacklisted/Debarred by
          any agency/department".
      (h) An undertaking by the bidder that his/her any near relative is not in service of H.N.B.
          Garhwal University Srinagar Garhwal Uttarakhand.

                                                                                       Section III

HNBGU/S&PD/ET/2020/04                                                             Page 4 of 21
                              Scope of Work :

 A. Internal Audit and control mechanism.

    1. To conduct the internal audit of the University for the year 2020-21 and
       subsequent years as per the audit manual. For the subsequent year
       Internal audit shall be conducted on quarterly basis with quarterly
    2. Internal audit of systems and procedures to assess their effectiveness in
       the manner of propriety and efficiency-cum performance audit, apart from
       routine internal audit of all the transactions/activities/areas of the
    3. Internal audit of all accounts maintained by the university including
       students' activities, research projects, sponsored/funded projects,
       consultancies, etc.
    4. Review of various activities of the university including internal control
       systems and recommendations for additional checks and balances
       wherever required.
    5. Assistance in replying statutory audit memos and in getting the
       observation dropped.

 B. Physical Verification and stock taking:

     1. Physical verification and stock taking of fixed assets /stores /
        consumable /library books once in a year as per GFR 2017 of all three
        campuses, including scrutiny and reconciliation of fixed assets register
        with financial records, and assessment of obsolete and unserviceable
        assets to remove from the financial records.
     2. Other physical verification as may be required by the university from time
        to time.
     3. Preparation and updation of asset register.
 C. Preparation of Annual Accounts of the University for the year 2020-21
    and subsequent years.

  1. Routine Financial scrutiny and vouching including extracting and endorsing
     the Trial Balance up to finalization of accounts including Bank
     Reconciliation etc.
  2. To computerize and prepare the financial accounts of the university by
     regularly data feeding of each financial transaction in the Tally accounting
     software/ relevant software.
  3. To convert the accounts of the university from single entry basis to double
     entry system of the accounting.
  4. To prepare the annual financial statements i.e. income and expenditure
     account, cash flow statement, statement of accounts, projection of
     pensionary liabilities of the employees on Actuary basis along with the
     schedules and notes on accounts as per the prescribed latest
     format/schedule issued by MHRD/UGC.

HNBGU/S&PD/ET/2020/04                                               Page 5 of 21
  5. Certification of accounts of the Institute at the end of each financial year.
  6. Certification of accounts of sponsored projects/Consultancies of external
     agencies and other miscellaneous certification as and when required.
  7. To assist the university in preparing the details regarding observations on
     SAR/UGC/MHRD etc.

 D. Others including statutory returns and taxation

       1. Liaison and Filing of various statutory returns including
          TDS/EPF/Taxes/GST etc regularly on time, and exemption,
          assessment and other tax related services with concerned departments.
          Guiding the Institute on the Circulars issued by the Tax Departments
          on regular basis and as required.
       2. To represent on behalf of the university in any office/court of law
          related to the matter of income tax/service tax/state commercial
          tax/GST etc. as and when arises. Review of various activities of the
          university to conduct propriety audit.
       3. Verification of the reconciliation of fees and other income with accounts
       4. Issuance of certificate to any subscriber as per the requirement of the
          university during the contract term.
       5. To assist the University at the time of C&AG audit.
       6. To deal with the investment of GPF and other funds as per GoI rules
          and matter of various advances.

                                                                         Section IV

HNBGU/S&PD/ET/2020/04                                                Page 6 of 21

 1. The interested bidder must read all terms and conditions of HNBGU carefully. He/She should only
       submit the bid if he/she considers himself/herself eligible and is in possession of all the documents
 2. Information and Instructions for bidders posted on website shall form a part of bid documents.
       Information and Instructions can be seen and downloaded from website
       or free of cost.
 3. The bid can be submitted only after submission of EMD/Bid Security/Security Deposit of One lakh
       through available modes of payment on the e-Procurement portal. Refer to the instructions to the
       bidders and bidder manuals for more details.
 4. Those bidders /Firms, which are not registered on the website mentioned above, are required to get
       registered beforehand. If needed they can be imparted training on online bidding process as per details
       available on the website.
 5. The intending bidder must have valid class-III digital signature to submit the bid.
 6. On opening date, the bidder can login and see the bid opening process. After opening of bids, he/she
       will receive the competitor bid sheets.
 7. Bidder shall upload the documents in the form of JPG format and PDF format only.
 8. If any cell is left blank and no rate is quoted by the bidder, rate of such item shall be treated as "0"
 9. Copy of Enlistment Order and other documents as specified in the bid document shall be scanned and
       uploaded to the e-tendering website within the period of bid submission.
 10. Online bid documents submitted by intending bidders shall be opened only for those bidders, whose
       EMD is deposited and other documents are scanned and uploaded and found in order. The bid
       submitted shall become invalid and e-tender processing fee shall not be refunded if:
  (i)       The bidder is found ineligible.
  (ii)      The bidder does not deposit online EMD/Bid Security/Security Deposit.
  (iii)     The bidder does not upload all the documents (including GST registration) as stipulated in the bid
 11. The bidders should quote their lowest rates based upon the Terms and Conditions forming part
       of their tender document. Order will be placed to the successful bidder (quoting lowest rates) out of the
       eligible bidders.
  12. The Earnest Money Deposit (EMD)/Bid Security/Security Deposit of bidders, whose rates are not
        approved, will be returned within 30 days upon finalization of the tenders. No interest will be paid on
        the amount of the security deposit. However, the security deposit of the bidder, whose rates are
        accepted, will be returned on submission of performance undertaking after completion of one year
        after awarding the order and the EMD/Bid Security/Security Deposit will be released and
      adjustment of final account shall be made.
 13. The quoted rate should be valid till end of agreement period.
 14. In case, the vendor/ firm fail to comply the terms & conditions, the University may terminate
     the contract without assigning any reason.
 15. Kindly furnish your GST Number in your quotation/tender for our records.
 16. All suits shall be in the courts of Srinagar Garhwal /Pauri Jurisdiction only.
  17. The successful bidder will be liable to start the job within a period of 15 days of getting the
      order. If the successful bidder does not start job in time or stops the work midway or leaves
      the job altogether, his/her EMD/Bid Security/Security Deposit will be forfeited and the
      University shall have the right to cancel the order.
 18. Bidders/Firms may visit the University premises and inspect the work place /location of the
 19. An undertaking by bidders/firms of the effect that he has not been "Blacklisted/Debarred by
     any agency/department".
 20. An undertaking by the bidders/firms that his/her near relative is not in service of H.N.B.
     Garhwal University.

HNBGU/S&PD/ET/2020/04                                                                   Page 7 of 21
 21. At any time prior to the deadline for submission of bids, the University may, if necessary,
     modify the tender document by a written amendment. All prospective Tenders will be notified
     of the amendment which will be binding to all the bidders. The amendments will be notified
     on the websites or with a title "Expression of
     Interest (EoI) and RFP for Engagement of Chartered Accountant Firms/Cost Accounting
 22. Price quoted should include all taxes by the bidders/firms.
 23. Opening of Bids: The tender committee/authorized officer of the University will make a
     decision of those bids qualified after the Technical evaluation.
 24. All eligible firms are required to make a detailed presentation (not more than
     30 minutes) before the Committee in regard about the step by step process.
 25. Criteria for Bid Evaluation: Those bids qualified after technical evaluation, the contract will be
     awarded to the bidder who will have quoted the lowest rates.
 26. Acceptance/Non-acceptance of bids: The tenders that do not fulfill any of the above conditions
     or are incomplete in any respect are liable to be rejected.

 27. The University reserves the right to accept or reject any or all tenders without assigning any
     reasons thereof and the bidder shall have no right, whatsoever, to challenge the same.

 28. Tenders shall be kept valid for at least a period of 90 (Ninety) days from the date of opening.

  29. If the University feels at any stage, the work entrusted has not been
      executed to meet the requirements of the University as per the scope and
      time schedule, university will be at liberty to cancel the agreement and
      suitable penalty may be imposed including forfeiting of Bid Security deposit.
  30. The selected Firm shall work as per terms and conditions of prescribed
      agreement entered into and directions given by the HNBGU from time to
  31. The selected firm shall deploy Audit personnel and supervisors for efficient
      conduct of the audit and other work, as committed to the university.
  32. The selected firm shall not sublet or sub-contract this job to any other
      person or firm in any circumstances. It shall undertake and complete this
      work on its own. It shall meet all the parameters on its own.
  33. The fees payable for the assignment will be released after the completion of
      FY in one installment after completion of internal audit, physical verification
      and final balance sheet submission and acceptance by the
      University/ completion of audit by the C&AG and procurement of SAR as
      per scope of work.

       I/We have carefully read the above terms & conditions and undertake to abide by the same.

Firm's Name

Owner's Name

Signature of owner

HNBGU/S&PD/ET/2020/04                                                                 Page 8 of 21
                                                                                                              Section V
                                         (in a stamp paper of Rs. 100/-)

I,                                                 .............................................................Name,
.....................................................     designation,           acting         on       behalf        of
... ......................................................................(agency name & address), which
is an applicant for Engagement of Chartered Accountant/Cost Accountant Firm at
HNBGU Srinagar Garhwal, Uttarakhand-246174, hereby undertake that we shall
abide by the terms and conditions of the Work Order/Agreement signed between
me/us and the HNBGU Srinagar Garhwal. We are not debarred/black listed by
any agency/organization. In the event of any breach of the terms and conditions of
Work       Order/Agreement              during          the   entire     period       of    contract,        the     full
responsibilities of any loss incurred by HNBGU Srinagar Garhwal because of our
negligence including financial, time and reputation as assessed by HNBGU
Srinagar Garhwal, shall lie with my agency and my agency will fully compensate
HNBGU, Srinagar Garhwal for all such losses without resort to any legal process.

                                                                        Name:          ...................................
                                                                        Official Seal

 HNBGU/S&PD/ET/2020/04                                                                                 Page 9 of 21
                                                                                  Section VI
             Check List /Mandatory documents to be uploaded

Note: The Technical Bid shall be instantly rejected, if the following documents
are not scanned and uploaded online.

 S.No.                               Particulars                                    Yes/No
   1.    Self attested copy of the Technical Bid.
   2.    A copy of Online payment of Rs. 100000/- (Rs. One Lacks Only)
         as EMD/ Bid Security/ Security Deposit.
   3.    A copy of empanelled with C&AG of India as category "A" firm.
         Registration No.
   4.    The firm must have conducted the tasks of similar nature as above
         for at least two centrally funded institutes/organizations during last
         five years (April 2016 to March 2020) out of which one should be
         a Higher Educational Institute/Central University.
   5.    The annual turnover of the firm during the last 3 years should not
         be less than Rs 20 Lakhs per year.
   6.    A copy of appropriate PAN Card
   7.    A copy of Income Tax Return of the firm/company/agency
         (Individual in case sole proprietary firm) for last three financial
   8.    A copy of appropriate registration of GST .
   9.    A copy of latest character certificate issued by D.M./S.D.M.
   10. Copy of Declaration Certificate (in a stamp paper of Rs.100/-)
   11. Any other documents as may be necessary in connection with the
       job tendered for, including certificate of experience and list of
       clients (with contact number and address) where presently services
       are provided.
   12. An undertaking by the bidders that his near relative is not in
       service of H.N.B. Garhwal University Srinagar Garhwal
       Uttrakhand .
   13. A copy of declaration by the Bidder regarding acceptance to
       Terms & Condition of the Tender.
   14. Bidder Profile /Mandate Form with enclosures.

                                                                                  Section VII

HNBGU/S&PD/ET/2020/04                                                      Page 10 of 21
                                           Bidders Profile Form

 Sl. No    Firm's Name
   01      Owner's Name
   02      Full Postal Address

   03      E-mail address                                                  Website address
   04      Contact Person's Name                                           Contact No
   05      GST No                                                          PAN
           (Enclose Xerox copy)                                            (Enclose Xerox copy)
   06      C&AG of India as
           category "A" firm.
           Registration No.
   07      List of the organizations to
           whom the works have been
           (Separate sheet can be

Note: Bidder/Firm must print GST No. and Current Bank Account No with ISBN No. On their Letter Head / Bill / Quotations.

                                                                                               Signature with Seal

HNBGU/S&PD/ET/2020/04                                                                                    Page 11 of 21
                                                                                        Section VIII
                                          Mandate Form
      Electronic Clearing Service (Credit Clearing)/Real Time Gross Settlement (RTGS) Facility for
                                           Receiving Payments

   Details of Account Holder:
1.   Firm/Contractor/Agency
2.       Name of Accounts Holder
3.       Complete Contact Address

4.       Telephone Number / Mobile Number
5.       E-mail
   Bank Accounts Details:
1.   Name of the Bank
2.       Branch Name with Complete
3.       Telephone Number and E-mail of
         Bank Branch
4.       Whether the Branch is
5.       Whether the Branch is RTGS
         enabled? If yes, then what is the
         Branch's IFSC Code?
6.       Is the Branch also NEFT enabled
7.       Type of Bank Account
         (SB/Current/Cash Credit)
8.       MICR Code of Bank
9.       Complete Bank Account Number
10.      Repeat Bank Account Number

11       Signature of Accounts Holder/s

HNBGU/S&PD/ET/2020/04                                                                Page 12 of 21
                                                                                       Section IX
                                           Financial Bid
        I/We ___________________________________________ hereby offer following rates, to
        Engagement of Chartered /Cost Accountant Firm at HNB Garhwal University, Srinagar Garhwal

Sl. No.   Description of the Items         Rate per year     + GST (18%)     Total Price with GST
   1.     Internal Audit for the year
          2020-21 and subsequent
          years and Control
   2.     Physical Verification and
          Stock Taking for the year
   3.     Preparation of Annual
          Accounts of the University for
          the year 2020-21 and
          subsequent years.
   4.     Others including statutory
          returns and taxation etc.

  Note: The rate of above mentioned items shall be filled online only. Scanned copy of this
  document is not to be attached along with other enclosures.

   HNBGU/S&PD/ET/2020/04                                                          Page 13 of 21
                                                                                                            Section X


   (To be executed on Rs.50/- Stamp paper & attested by Public Notary/Executive Magistrate by the bidder)

 I/We, Owner / Director/Authorized Signatory of the company M/s

 Hereby certify that none of my relative (s) as defined in the tender document is/are employed
 in H.N.B.Garhwal University, Srinagar Garhwal as per detail given below. In case at any stage, it
 is found that the information given by me is false/incorrect, H.N.B.Garhwal University,Srinagar
 Garhwal shall have the absolute right to take any action as deemed fit, without any prior
 intimation to me.

 The near relative (s) means:
     a) Members of a Hindu Undivided family;
     b) They are husband and wife.
     c) The one is related to the other in manner as father, mother, son(s) & son's wife (daughter-in-
        law),Daughter (s) & daughter's husband (son-in-law) brother (s) and brother's wife, sister (s) sister's
        husband (brother-in-law)

 Certificate will be given by all the Owner/Director/Authorized Signatory of the company/Firm (or company
 secretary on behalf of all directors). Any breach of these conditions by the company/Firm, the tender/work
 will be cancelled and earnest money/security deposit will be forfeited at any stage whenever it is so noticed. The
 department will not pay any damages to the company or firm or the concerned person. The company or firm or
 the persons will also be debarred for further participation in the concerned unit.

 1. Name of Director

 2. Name of Director
    Signature                                            OR
                                                                          (Name of Owner/Director/CompanySecretary)

 3. Name of Director                                                      Signature
    Signature                                                             Stamp

 4. Name of Director

HNBGU/S&PD/ET/2020/04                                                                               Page 14 of 21
                                                                                                        Section XI


 A. I/We, Owner / Director/authorized signatory of the Company/Firm M/s                                     , is
     competent to sign this declaration and execute this tender document.

 B. I have carefully read understood and accept all the terms and conditions of the tender and undertake
     to abide bythem.

  c.   The information / documents furnished along with the above application are true and authentic to the
       best of my knowledge and belief. I / we, am / are well aware of the fact that furnishing of any false
       information / fabricated document would lead to rejection of my tender at any stage besides liabilities
       towards prosecution under appropriate law.

                                                         SIGNATURE OF THE BIDDER WITH SEAL

HNBGU/S&PD/ET/2020/04                                                                            Page 15 of 21
                                                                                Section XII(A)

   Instructions for Online Bid Submission through MHRD e-Biding Portal

       The bidders are required to submit soft copies of their bids electronically on the e-bid
Portal, using valid Digital Signature Certificates. The instructions given below are meant to
assist      the      bidders       in       registering       on       the      e-Procurement
Portal, prepare their bids in accordance with the
requirements and submitting their bids online on the e- Procurement Portal.

More information useful for submitting online bids on the e-Procurement Portal may be
obtained at:

1. Bidders       are     required    to     enroll    on     the     e-Procurement   Portal
   ( by clicking on the link "Online bidder Registration" on
   the e-bid Portal by paying the Registration fee of Rs. 2360/- per year charge.
2. As part of the enrolment process, the bidders will be required to choose a unique user
   name and assign a password for their accounts.
3. Bidders are advised to register their valid email address and mobile numbers as part of
   the registration process. These would be used for any communication with the bidder.
4. Upon enrolment, the bidders will be required to register their valid Digital Signature
   Certificate (Only Class III Certificates with signing + encryption key usage) issued by
   any Certifying Authority recognized by CCA India (e.g. Sify / TCS / nCode / eMudhra
   etc.), with their profile.
5. Only one valid DSC should be registered by a bidder. Please note that the bidders are
   responsible to ensure that they do not lend their DSCs to others which may lead to
6. Bidder then logs in to the site through the secured log-in by entering their user
   ID/password and the password of the DSC / e-Token.
7. The scanned copies of all original documents should be uploaded on portal.
                       helpdesk Number 011-49606060, Email:
8. For any Query contact to our, Mr. Akshay ­09355030623 .

9. There are various search options built in the e-bid Portal, to facilitate bidders to search
    active bids by several parameters. These parameters could include Bid ID, Item/work
    id, Title, Date, etc
10. Once the bidders have selected the bids they are interested in, the bidder can pay the
    processing fee by net-banking / Debit / Credit card and then download the required
    documents / bid schedules, Bid documents etc as mentioned on website. Once
    processing fee is paid, it will be moved to the respective "requested" Tab. This would
    enable the e-bid Portal to intimate the bidders through e-mail in case there is any
    addendum and corrigendum issued to the bidding document.

HNBGU/S&PD/ET/2020/04                                                          Page 16 of 21
11. Bidder should take into account any addendum and corrigendum published on the bid
    document before submitting their bids.
12. Please go through the bid advertisement and the bid document carefully to understand
    the documents required to be submitted as part of the bid. Please note the number of
    covers in which the bid documents have to be submitted, the number of documents -
    including the names and content of each of the document that need to be submitted.
    Any deviations from these may lead to rejection of the bid.
13. Bidder, in advance, should get ready the bid documents to be submitted as indicated in
    the bid document / schedule and generally, they can be in PDF /JPEG formats. Bid
    Original documents may be scanned with 100 dpi with Colored option which helps in
    reducing size of the scanned document.
14. To avoid the time and effort required in uploading the same set of standard documents
    which are required to be submitted as a part of every bid, a provision of uploading such
    standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) has
    been provided to the bidders. Bidders should use "My Documents" available to them to
    upload such documents.

15. These documents may be directly submitted from the "My Documents" area while
    submitting a bid, and need not be uploaded again and again. This will lead to a
    reduction in the time required for bid submission process.

16. Bidder should log into the website well in advance for the submission of the bid so that
    it gets uploaded well in time i.e. on or before the bid submission time. Bidder will be
    responsible for any delay due to other issues.

17. The bidder has to digitally sign and upload the required bid documents one by one as
    indicated in the bidding document.

18. Bidder has to select the payment option as "Online mode or Bank Guarantee" as to pay
    the EMD as applicable and enter details of the instrument.

19. In case of Bank Guarantee scanned copy of BG should be uploaded along with bid. . The
    original Bank Guarantee shall be submitted to office of the concerned official of Hemvati
    Nandan Bahuguna Garhwal University as per schedule mentioned in the bid document.
    Non submission of original Bank Guarantee within the specified period shall lead to
    summary rejection of bid. The details of the BG , physically submitted should match
    with the details available in the scanned copy and the data entered during bid
    submission time. Otherwise bid will be rejected.

20. *Bidders are requested to note that they should necessarily submit their financial bids in
    the format provided and no other format is acceptable. If the price bid has been given as
    a standard BoQ format with the bid document, then 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 (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

HNBGU/S&PD/ET/2020/04                                                          Page 17 of 21
   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.

21. The server time (which is displayed on the bidders dashboard) will be considered as the
    standard time for referencing the deadlines for submission of the bids by the bidders,
    opening of bids etc. The bidders should follow this time during bid submission.

22. All the documents being submitted by the bidders would be encrypted using PKI
    encryption techniques to ensure the secrecy of the data. The data entered cannot be
    viewed by unauthorized persons until the time of bid opening. Data storage encryption
    of sensitive fields is done. 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 public keys. Overall, the
    uploaded bid documents become readable only after the bid opening by the authorized
    bid openers.

23. The uploaded bid documents become readable only after the bid opening by the
    authorized bid openers.

24. Upon the successful and timely submission of bid click "Complete" (i.e. after Clicking
    "Submit" in the portal), the portal will give a successful Bid submission
    acknowledgement & a bid summary will be displayed with the unique id and date &
    time of submission of the bid with all other relevant details.

25. The bid summary has to be printed and kept as an acknowledgement of bid submission.


1. For any Query contact to our helpdesk Number 011-49606060, , Mr. Akshay ­
   09355030623, Email

HNBGU/S&PD/ET/2020/04                                                        Page 18 of 21
                                                                       Section XII(B)


        These Special Instructions (for e-Tendering) supplement `General Instructions
   to Bidders' (GIB), as given in the Tender Documents. Submission of Bids only
   through online process is mandatory for this Tender.
        e-Tendering is a new methodology for conducting Public Procurement in a
   transparent and secured manner. Suppliers/ Vendors will be the biggest
   beneficiaries of this new system of procurement. For conducting electronic
   tendering, H.N.B.Garhwal University Srinagar Garhwal has decided to use the through Central Public Procurement Portal,
   Ministry of H.R.D., Government of India. Benefits to Suppliers are outlined on
   the Home-page of the E-portal.
        a. Tender Bidding Methodology:
        Through electronic tendering.
        b. Broad outline of activities from Bidders prospective:
             i. Procure a Digital Signing Certificate (DSC)
            ii. Register on
           iii. Create Users and assign roles on
           iv. View Notice Inviting Tender (NIT) on
            v. Download Official Copy of Tender Documents from
              vi. Bid-Submission on Prepare &
                  arrange all document/paper for submission of bid online only.
             vii. Utmost care may be taken to name the files/documents to be
                  uploaded on
            viii. It is advised that all the documents to be submitted are kept
                  scanned or converted to PDF format in a separate folder on your
                  computer before starting online submission. BOQ Section -VII
                  (Excel Format) shall be filled online only.

HNBGU/S&PD/ET/2020/04                                                      Page 19 of 21
    For participating in this tender online, the following instructions need to be read

       c. Digital Certificates:
       For integrity of data and its authenticity/ non-repudiation of electronic
       records, and to be compliant with IT Act 2000, it is necessary for each user
       to have a Digital Certificate (DC), also referred to as Digital Signature
       Certificate (DSC), of Class 3, issued by a Certifying Authority (CA)
       licensed by Controller of Certifying Authorities (CCA).
       d. Registration:
       To use the MHRD Portal ( needs to
       register on the portal. The vendor should visit the home-page of the portal
       ( .
       Note: Please contact Helpdesk (as given below), to get your registration
       Help Desk No.:
       Number 011-49606060, Email,
        Mr. Akshay ­09355030623

       e. Bid related Information for this Tender
       The entire bid-submission would be online on
       Broad outline of submissions area follows:
      i. Submission of Bid Security/Earnest Money Deposit (EMD)

       Note: 1.The Bidder has to upload the Scanned/ self attested copy of all above
       mentioned original documents during Online Bid-Submission.

      Note:2. Special Note on Security of Bids: The bid EMD/Bid Security/Security
      Deposit can be submitted online only. Through available modes of payment
      on the e-Procurement portal. Refer to the instructions to the bidders and bidder
      manuals for more details.

HNBGU/S&PD/ET/2020/04                                                       Page 20 of 21
       f. Other Instructions:-
       For further instructions, the vendor should visit the home-page of the
       portal ( or

        The following `Four Key Instructions' for BIDDERS must be assiduously adhered to

       a. Obtain individual Digital Signing Certificate (DSC) well in advance of
          your first tender Submission.
       b. Register your organization on well in
          advance of your first tender submission deadline.
       c. Get     your organization's concerned executives trained on
 using online training module well in
          advance       of      your      tender     submission     deadline     on

       d. Submit your bids well in advance of tender submission deadline on
 (HNBGU should not be responsible any
          problem arising out of internet connectivity issues).
       Note: While the first three instructions mentioned above are especially
       relevant to first-time users of the, the fourth
       instruction is relevant at all times.
       1. PRICE fills online only.
       2. The rate of items shall be filled online only. Scanned copy of this
          document is not to be attached along with other enclosures.

HNBGU/S&PD/ET/2020/04                                                     Page 21 of 21
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