DEDICATED FREIGHT CORRIDOR CORPORATION OF INDIA LTD.
(A Government of India Enterprise under Ministry of Railways)
FINANCE DEPARTMENT
CIN: U60232DL2006GOI155068
E-TENDER / BID DOCUMENT
Name of Work: Internal Audit of DFCCIL for FY 2018-19 to FY
2020-21 and Land Audit for FY 2017-18 to FY 2020-21
Tender No. : HQ/F&AC/Apptt. of Internal Auditor/2018-19 to
2020-21
April 2018
Dedicated Freight Corridor Corporation of India Ltd.
5th Floor, Pragati Maidan Metro Station Complex
New Delhi 110001
PART- A
SECTION I NOTICE INVITING E-TENDERS (NIT)
SECTION II INSTRUCTIONS TO BIDDERS (ITB)
Clause No. 1.0 GENERAL
Clause No. 2.0 ELIGIBLE BIDDERS
Clause No. 3.0 COST OF BIDDING
Clause No. 4.0 EARNEST MONEY DEPOSIT (EMD) / BID SECURITY
Clause No. 5.0 PRICE BASIS, CURRENCIES & LANGUAGE OF BID
Clause No. 6.0 SIGNATURE OF BIDS & DOCUMENTARY PROOF
Clause No. 7.0 CHECKLIST
Clause No. 8.0 DEVIATIONS
Clause No. 9.0 INSTRUCTIONS FOR ON-LINE BID SUBMISSION
Clause No. 10.0 OPENING OF TECHNICAL BIDS
Clause No. 10.1 OPENING OF FINANCIAL BIDS
Clause No. 11.0 BID VALIDITY
Clause No. 12.0 ALTERNATIVE PROPOSALS BY BIDDERS
Clause No. 13.0 CURRUPT, FRAUDULENT, COLLUSIVE OR COERCIVE
PRACTICES
Clause No. 14.0 BID EVALUATION CRITERIA
Clause No. 15.0 METHOD OF SELECTION
Clause No. 16.0 TECHNICALSELECTION CRITERIA (POINT ALLOCATION) FOR
BIDDERS
SECTION III SCOPE OF WORK
Clause No. 1.0 SCOPE OF WORK INTERNAL AUDIT
Clause No. 2.0 SCOPE OF WORK AUDIT OF DISBURSEMENT OF LAND
COMPENSATION
SECTION IV GENERAL TERMS & CONDITIONS OF CONTRACT (GCC)
Clause No. 1.0 DEFINITION OF TERMS
Clause No. 2.0 FIRM/CONSULTANT'S AGENTS/EMPLOYEES
Clause No. 3.0 AWARD OF CONTRACT
Clause No. 4.0 EFFECT AND JURISDICTION OF CONTRACT
Clause No. 5.0 DURATION OF CONTRACT
Clause No. 6.0 CONTRACT PROFORMANCE GUARANTEE
Clause No. 7.0 TERMINATION OF CONTRACT.
Clause No. 8.0 TAXES, DUTIES LEVIES, ETC
Clause No. 9.0 EXTENSION OF TIME
Clause No. 10.0 FORCE MAJEURE
Clause No. 11.0 SUSPENSION OF WORK
Clause No. 12.0 PAYMENT DURING FORCE MAJEURE AND SUSPENSION OF
WORK
Clause No. 13.0 OBLIGATIONS OF FIRM / CONSULTANT
Clause No. 14.0 INSURANCE TO BE TAKEN OUT BY THE FIRM / CONSULTANT
Clause No. 15.0 FIRM / CONSULTANTS' ACTIONS REQUIRING CLIENTS'
PRIOR APPROVAL
Clause No. 16.0 DOCUMENTS PREPARED BY THE FIRM / CONSULTANT TO
BE PROPERTY OF CLIENT
Clause No. 17.0 OBLIGATION OF CLIENT
Clause No. 18.0 DURATION OF LIABILITY
Clause No. 19.0 VARIATIONS
Clause No. 20.0 PAYMENT TO FIRM / CONSULTANT
Clause No. 21.0 LIQUIDATED DAMAGES
Clause No. 22.0 CONFLICT OF INTEREST
Clause No. 23.0 DEFENCE OF SUITS
Clause No. 24.0 SETTLEMENT OF DISPUTES
SECTION V SPECIAL CONDITIONS OF CONTRACT (SCC)
Clause No. 1.0 PERIOD & FREQUENCY OF AUDIT
Clause No. 2.0 PAYMENT TERMS AND CONDITIONS
SECTION VI TENDER FORMS & ANNEXURES
FORM I TENDER FORM
FORM II DETAILS OF THE BIDDER
FORM III FORM OF DECLARATION
FORM IV DECLARATION OF ELIGIBILITY
FORM V ECS FORM
FORM VI FORMAT FOR BANK GUARANTEE FOR PERFORMANCE
SECURITY
FORM VII CONTRACT AGREEMENT
ANNEXURE-A MAJOR AREAS TO BE COVERED BY THE INTERNAL AUDIT
ANNEXURE-B AREA & EXTENT OF COVERAGE OF DFCCIL RECORDS BY
INTERNAL AUDITOR
ANNEXURE-C REPORTING REQUIREMENTS
ANNEXURE-D SELECTION CRITERIA (POINT ALLOCATION)
ANNEXURE-E COMBINED QUALITY AND COST EVALUATION
ANNEXURE-F CHECK-LIST
PART- B PRICE BID
DEDICATED FREIGHT CORRIDOR CORPORATION OF INDIA LTD.
(A Government of India Enterprise under Ministry of Railways)
FINANCE DEPARTMENT
CIN: U60232DL2006GOI155068
INVITATION TO BID
Name of Work: Internal Audit of DFCCIL for FY 2018-19 to FY
2020-21 and Land Audit for FY 2017-18 to FY 201920-21
PART - A
(NIT, ITB, SCOPE OF WORK, GCC, SCC & TENDER FORMS
AND ANNEXURES)
Tender No. : HQ/F&AC/Apptt. of Internal Auditor/2018-19
to 2020-21
April 2018
Dedicated Freight Corridor Corporation of India Ltd.
5th Floor, Pragati Maidan Metro Station Complex
New Delhi 110001
Dedicated Freight Corridor Corporation of India Ltd.
(A Government of India Enterprises under Ministry of Railways)
SECTION I: NOTICE INVITING E-TENDERS (NIT)
1. Online bids (e-tender) under S i n g l e S t a g e Two P a c k e t S y s t e m are invited from
eligible firms of Chartered / Cost Accountants for and on behalf of DFCCIL for the work "Internal
Audit of DFCCIL for FY 2018-19 to FY 2020-21 including Audit of Disbursement of Land
Compensation for FY 2017-18 to 2020-21" as per details given hereunder:-
I Tender reference No. : HQ/F&AC/Apptt. Of Internal Auditor/2018--19 to
2020-21
II Mode/Type of Tender : Open Tender - "Single-Stage-Two-Packet System"
under e-Procurement System.
III Scope of Services : As per Section III Scope of Work
IV Estimated Cost of : INR 27,20,000/- (GST extra)
Services
V Period of Assignment : FY 2018-19 to FY 2020-21 for Internal Audit And FY
2017-18 to FY 2020-21 for Land Audit
VI Period of Bid Validity : 90 days
VII Cost of bid documents : INR 3,540/- (Three Thousand Five Hundred Forty only)
(Including GST @18%). Bid submitted without cost of bid
document shall be rejected.
VIII Amount of Bid : INR 64,192/- (Sixty Four Thousand One Hundred Ninety
Security (EMD) Two only)
IX Helpline for e- : Mr. Suraj:- 9599653865, 011-49424365
tendering
X Client's address : General Manager/Fin./P&C DFCCIL,
5th Floor, Pragati Maidan Metro Station Building
Complex,
New Delhi-110001
Phone No : 011-23454991
XI Venue of bid opening : DFCCIL, 5th Floor, Pragati Maidan Metro Station Building
Complex, New Delhi-110001
Cost of bid document and bid security is to be submitted in the form of crossed Demand Draft
/ Banker Cheque favouring "M/s DFCCIL" payable at Delhi
2. The details of works are available in the tender document which can be downloaded from DFCC
website www.dfccil.gov.in (for reference only) and Central Public Procurement Portal
www.eprocure.gov.in/eprocure/app. The bid is to be submitted online only on
www.tenderwizard.com/DFCCIL up to last date & time of submission of tender.
The bids will be submitted online in Single-Stage-Two-Packet System viz. containing
technical offer and financial offer. The Tenderer must submit the documents of
Technical bid & financial bid online mode through website
www.tenderwizard.com/DFCCIL.
3. The critical dates of tender are as under:
Sl. No. Particulars Date & Time
i) Publishing Date 09.04.2018
ii) Document Download/ Sale Start Date & 09.04.2018 (1500 Hrs)
Time (Date same as i) above)
iii) Bid Submission Start Date & Time 09.04.2018 (1500 Hrs)
(Date same as i) above)
iv) Bid Submission Closing Date & Time (Bid 01.05.2018 (1500 Hrs)
due date & time) (Date twenty one days after i)
above)
v) Technical Bid Opening Date & Time 01.05.2018 (1530 Hrs)
(Date same as iv) above)
vi) Dead line for receipt of Hard Copies & 01.05.2018 (1500 Hrs)
other documents in sealed envelopes (Date same as iv) above)
(Offline submissions)
vii) Financial Bid Opening Date & Time Will be intimated to the technically
qualified bidders.
4. Bidders are advised to follow the instructions provided in the Section-II - `Instructions to the Bidders'
for the e-submission of the bids online through www.tenderwizard.com/DFCCIL.
5. The bidders who wish to submit their bids for the aforesaid work shall have to meet the Eligibility
Criteria given as here under:
a) The bidder should be a reputed firm of Indian Chartered / Cost Accountants (PartnershipLLP)
in practice in India. Copy of certificate of registration issued by the governing body/Institute
be submitted along with the Bid.
b) The bidder should have H.Q/branch in Delhi/NCR. Proof of registered address of the firm be
provided.
c) The bidder must have satisfactorily completed in the last three previous financial years and the
current financial year up to the date of opening of the tender, one similar work i.e.
InternalStatutory Audit Assignment of entities carrying out Contracts funded by Multilateral
Agencies for a minimum value of 35% of the advertised tender value. Copy of letter of Award
issued by the client to be submitted as proof along with bid documents.
d) The professional fees as per financial statements of the bidder in the previous three financial
years and the current financial year up to the date of opening of tender shall be at least 150% of
the approximate value of the work mentioned in the tender. Certified true Copy of audited
annual accounts to be submitted as a proof along with bid documents.
e) Each bidder must produce:
(i) GST No., PAN;
(ii) A declaration that the information furnished with the bid documents is correct in all respects;
and,
(iii) Such other certificates as defined in the ITB. Failure to produce the certificates shall make
the bid non-responsive.
6. The bidder should have not been banned/de-listed/de-barred from business by any PSU/Govt.
Department during last 03 (three) years.
7. In the event of the specified date for the submission of bids being declared a holiday for the Client,
the Bid will be received up to the specified time on the next working day.
8. At any time prior to the deadline for submission of bid, the Client may amend the Tender Document
by issuing corrigendum/addendum which shall be notified on DFCCIL website www.dfccil.gov.in,
www.eprocure.gov.in/eprocure/app, www.tenderwizard.com/DFCCIL. Therefore, the bidders are
advised to visit these sites regularly before deadline for submission of bids.
9. Bids will be opened as per the schedule at the aforesaid venue. In case the office happens to be closed
on the date of opening of bid as specified, the same will be opened on the next working day at the
same time and venue.
10. The bids, as well as all correspondence and documents relating to the qualification exchanged by the
bidders and the Client, shall be in the English language.
11. Client reserves the right to cancel the tendering process at any time before award of Work without
assigning any reasons thereof.
12. Online submission of the bid will not be permitted on the portal after expiry of submission time and
the bidder shall not be permitted to submit the same by any other mode. Similarly hard copy(ies) of
the offline documents, if received by the Client after the deadline for submission of Bids prescribed
in NIT, then it will be considered as `Late Bid' notwithstanding the fact that the bidder has uploaded
the bid online within the stipulated deadline. In such a case, the uploaded online bid on the portal
shall be considered as non-responsive and shall not be processed further.
General Manager/Fin./P&C
DFCCIL/HQ
Ph. 011-23454991
SECTION II: INSTRUCTION TO BIDDERS (ITB)
1.0 GENERAL
1.1 Dedicated Freight Corridor Corporation of India Limited (DFCCIL) is a Public Sector Company
registered under the Companies Act, 1956 and engaged in construction, maintenance and
operation of dedicated freight railway tracks popularly known as corridors. Presently Company is
under construction phase.
1.2 DFCCIL intent to solicit the services of a professional firm who will take up the "Internal
Audit" and "Audit of disbursement of Land" function in accordance with the Scope of work
as detailed out in "Section III Scope of Work.
1.3 Downloading/Issuances of bid documents will not automatically mean that such parties are
considered qualified. DFCCIL shall not be responsible for loss/delay of any quotation in transit.
1.4 The bidders should note and bear in mind that the client shall bear no responsibility for the lack of
acquaintance of bid conditions or any information relating thereto, on their part. The consequences
of the lack of any knowledge, as aforesaid, on the part of the bidder shall be at their risk and cost
and no charges or claims whatsoever consequent upon the lack of any information, knowledge or
understanding shall be entertained or payable by the client.
1.5 The set of bid (tender) documents comprises of followings documents and addenda issued:
PART A
i) Section-I : Notice Inviting Tenders (NIT);
ii) Section-II : Instruction to Bidder (ITB);
iii) Section-III : Scope of Work
iv) Section-IV : General Terms and Conditions of the Contract (GCC)
v) Section-V : Special Conditions of Contract (SCC)
vi) Section-VI : Tender Forms & Annexures
PART B PRICE BID
2.0 ELIGIBLE BIDDERS
2.1 The invitation of bid is opened to all bidders who are eligible as per the qualifying criteria given
below.
2.2 The bidder shall meet the Qualifying Criteria set forth to be eligible for the bid as hereunder:
a) The bidder should be a reputed firm of Indian Chartered / Cost Accountants
(PartnershipLLP) in practice in India. Copy of certificate of registration issued by the
governing body/Institute be submitted along with the Bid.
b) The bidder should have H.Q/Branch in Delhi/NCR. Proof of registered address of the
firm be provided.
c) The bidder must have satisfactorily completed in the last three previous financial years and
the current financial year up to the date of opening of the tender, one similar work i.e.
(InternalStatutory Audit Assignment of entities carrying out Contracts funded by
Multilateral Agencies for a minimum value of 35% of the advertised tender value. Copy
of letter of Award issued by the client to be submitted as proof along with bid
documents.
d) The professional fees as per financial statements of the bidder in the previous three financial
years and the current financial year up to the date of opening of tender shall be at least 150%
of the approximate value of the work mentioned in the tender refer clause 1 of NIT.
Certified true Copy of audited annual accounts to be submitted as a proof along with
bid documents.
e) Each bidder must produce:
(i) GST No., PAN;
(ii) A declaration that the information furnished with the bid documents is correct in all
respects; and
(iii) Such other certificates as defined in the ITB. Failure to produce the certificates shall
make the bid non-responsive.
2.3 The bidder should have not been banned/de-listed/de-barred from business by any PSU/Govt.
Department during last 03 (three) years. Self-declaration in this regard is to be submitted as per
format attached as Form IV in Section-VI.
2.4 The bidder should not have conflict of interest with other bidders. Bidders found to have conflict
of interest shall be disqualified.
3.0 COST OF BIDDING:
The Bidder shall bear all costs associated with the preparation and submission of its bid, including
any negotiations with or visits to the Client, and the Client shall not be responsible or liable for
those costs, regardless of the conduct or outcome of the bidding process.
4.0 EARNEST MONEY DEPOSIT (EMD)/ BID SECURITY
4.1 Earnest Money Deposit of Rs. 64,192/- (Rupees Sixty Four Thousand One Hundred Ninety
Two only) shall accompany the Bid. The EMD offered shall be in the form of a crossed Bank
Draft / Bankers Cheque in favour of DFCCIL payable at Delhi.
4.2 Any bid not accompanied by an acceptable Earnest Money shall be rejected by the Client as non-
responsive. The EMD of all unsuccessful Bidders except that of the successful bidders(s) will be
discharged/ returned after the award of the contract. The EMD of successful bidders will be
discharged/ returned after submission of performance guarantee by the successful bidder. No
interest will be paid by DFCCIL on the above EMD amount.
4.3 The Earnest Money may be forfeited:
a) if the Bidder withdraws the Bid after bid opening or varies any terms & conditions in regard
thereto during the period of Bid validity; or
b) if the Bidder adopts corrupt or fraudulent or collusive or coercive practices; or
c) in the case of a successful Bidder, if the Bidder fails within the specified time limit i) to sign
the Agreement; and/or ii) Furnish the required Performance Security Deposit; or iii) refuses
to enter into a contract after being awarded the contract or does not commence work within
stipulated time after the award.
5.0 PRICE BASIS, CURRENCIES & LANGUAGE OF BID
5.1 The bidder shall quote rates in 'Part-B - Price Bid', for the entire Scope of work as detailed out
in CLAUSE 1.0 and 2.0 of "Section III Scope of Work". Bids based on a system of pricing
other than that specified shall be rejected. The bid prices shall be in Indian rupees only. Rates are
to be quoted both in figures and words. In case of any discrepancy in rates between figures and
words, the rates quoted in words will prevail over rates quoted in figure. All information in the
bid shall be in English. Failure to comply with these requirements will render the bid liable for
rejection.
5.2 The bidder is required to quote LUMPSUM PRICE for Professional ChargesAudit Fee in 3 Parts
as detailed in 'Part-B - Price Bid.'
For Visits to Units, the Audit Team will be reimbursed, one time to & fro journey fare by Air or
Rail (Journey should be performed by the shortest route in the entitled class) and lodging &
boarding expenses. The entitlements for travelling, boarding & lodging expenses shall be as
detailed under Clause 2.0- Payment terms & conditions of Section V - Special Conditions to
the contract (SCC). No additional payment will be admissible on any account. However, GST as
applicable shall be paid extra.
6.0 SIGNATURE OF BIDS & DOCUMENTARY PROOF
The bid must contain the full name, designation and complete address of place of business of the
person(s) signing the bid. Satisfactory evidence of authority of the person signing on behalf of the
Bidder should be furnished in the tender form.
7.0 CHECK-LIST
The bidders are requested to duly fill in the checklist as per Annexure-F. The checklist is only a
reminder of certain important items, to facilitate the Bidder. This, however, does not relieve the
bidder of its responsibility to make sure that his proposal is otherwise complete in all respects.
8.0 DEVIATIONS
The Firm/Consultant must comply with the tender specification and all terms and conditions of
contract. No deviation shall be entertained.
9.0 INSTRUCTIONS FOR ONLINE BID SUBMISSION:
9.1 ACCESSING/PURCHASING OF BID DOCUMENTS:
(i) It is mandatory for all the Bidders to have class-III digital signature certificate (in the name of
person who will sign the Bid) from any of the licensed certifying agency ("CA") [Bidders can see
the list of licensed CAs from the link www.cca.gov.in to participate in e-tendering of DFCCIL.
(ii) To participate in the E-bid submission, it is mandatory for the Bidders to get themselves registered
with the Tender Wizard for DFCCIL and to have user ID & password which has to be obtained by
submitting an annual registration charges of Rs.2,000/- (Inclusive of all taxes) to M/s ITI Ltd. The
online payment facility for the submission of Registration fee and Tender Processing Fee, which is
payable to E- Tender service provider i.e. M/s ITI Ltd., has been enable on E-Tender portal
http://www.tenderwizard.com/DFCCIL . The Bidder can pay Registration Charges and Tender
Processing Fee through E-Payment using Credit Card/ Debit Card / Net Banking / International
Credit Card only. There is no need for physical submission of Demand Draft for the same. Validity
of online registration is one year.
(iii) The Tender Document can be viewed/downloaded from the Tender Wizard free of cost as per date
mentioned in Notice Inviting Tender (NIT).
Following may be noted:-
(a) Bids can be submitted only during the validity of registration with the Tender Wizard.
(b) The amendments/clarifications to the Tender document, if any, will be posted on the DFCCIL
website www.dfccil.gov.in, www.eprocure.gov.in/eprocure/app,
www.tenderwizard.com/DFCCIL.
(c) Registration with the tender wizard should be valid at least up to the date of submission of
bid.
(iv) Rs.2,720/- towards Application processing fee (non-refundable) shall be paid to M/s ITI Ltd.
towards Tender Processing Fee through E-Payment using Credit Card/ Debit Card / Net
Banking / International Credit Card only.
(v) If the Bidder has already registered with the Tender Wizard and validity of registration has
not expired, then such Bidder does not require fresh registration.
9.2 PREPARATION & SUBMISSION OF APPLICATIONS:
(i) Detailed tender document may be downloaded from www.dfccil.gov.in,
www.eprocure.gov.in/eprocure/app, www.tenderwizard.com/DFCCIL and Bid may be submitted
online on www.tenderwizard.com/DFCCIL following the instructions appearing on the screen. A
Vendor manual containing the detailed guidelines for e-tendering system is also available on
Tender Wizard.
(ii) Bidder should log into the site well in advance for bid submission so that he/ she upload the bid in
time i.e. on or before the bid submission time.
(iii) Bidder should prepare the Tender Fee and EMD as per the instructions specified in the NIT/ tender
document. The originals should be submitted to the Tender Inviting Authority, on or before the last
date & time of offline bid submission. The details of the DD/BC/BG, physically sent, should tally
with the details available in the scanned copy and the data entered during bid submission time.
Otherwise the uploaded bid will be rejected.
(iv) While submitting the bids online, the bidder shall read the terms & conditions and accepts the same
in order to proceed further to submit their bid.
(v) Bidder shall select the payment option as `offline' to pay the Tender Fee/ EMD as applicable and
enter details of the instrument.
(vi) Bidder shall digitally sign and upload the required bid documents (pdf format) one by one as
indicated in the tender document.
(vii) Bidders shall note that the very act of using DSC for downloading the tender document and
uploading their offers is deemed to be a confirmation that they have read all sections and pages of
the tender document without any exception and have understood the complete tender document and
are clear about the requirements of the tender document.
(viii) Since bids are called on Single stage two packet system i.e. Technical offer and financial offer are
to be submitted separately through online mode.
9.3 RECEIPT AND SIGNING OF BIDS:
9.3.1 Online Bid
The tender shall be submitted online under Single Stage Two Packet System duly scanned and digitally
signed by the authorized representative of the bidder as follows:
a) Online Technical bids should contain scanned copies of following documents:
i) Duly filled and signed Complete Bid document, except Part B: Price Bid along with all
amendments.
ii) Scanned copy of all the documents referred to in Clause no. 5 of Section I: Notice
Inviting Tender (NIT) read with Clause 2.2 of Section II: Instruction to bidders
(ITB), Clause 6 of NIT read with Clause 2.3 of ITB.
iii) Other Supporting documents as per the tender requirement are to be uploaded and attached
with the tender. Bidder should ensure that all the documents except Part B: Price Bid,
referred to in Annexure-F i.e. Check List are uploaded online. Part B: Price Bid is to
be uploaded separately as part of online Price bid.
iv) Scanned copy of crossed Demand Draft / Banker Cheque for cost of bid document
and for EMD/Bid Security.
NO PRICE RELATED INFORMATION SHOULD BE GIVEN WITH TECHNICAL BID.
IF ANY PRICE INFORMATION IS FOUND IN TECHNICAL BID, THE TENDER
SHALL BE LIABLE TO BE REJECTED SUMMARILY.
b) Online Price Bid:
i) The "Price Bid" shall be submitted in electronic form in conformity with the tender
specification on the portal only by the date & time as specified in NIT. Rate to be quoted
should be in Indian Rupee as per Part B - `Price Bid' of the Bid Document.
ii) Submission of the "Price Bid" by any other means shall not be accepted by the Client in
any circumstances.
9.3.2 Submission of Hard copy/ Supporting documents:
Bidders shall submit the following documents in an envelope by the due date and time of receipt of bid as
mentioned in the NIT. The envelope received late or after the prescribed due date and time of receipt as
mentioned in the NIT will not be entertained. DFCCIL will not be responsible for any postal delay. The
envelope shall be super scribed as "Internal Audit of DFCCIL for FY 2018-19 to FY 2020-21 and Land
Audit for FY 2017-18 to FY 2020-21", NIT no., Date of Opening and addressed to the General Manager
/ Finance / P&C, DFCCIL, and dropped in the tender box kept at Corporate Office, DFCCIL, 5 th Floor,
Pragati Maidan Metro Station Building Complex, New Delhi 110001 latest by due date of offline
submission mention in NIT i.e. 01.05.2018":
i) Cost of Bid Document in the form of crossed Bank Draft / Banker Cheque as mentioned in Clause
1 of NIT.
ii) EMD / Bid Security in the form of crossed Bank Draft / Banker Cheque as mentioned in clause 1
of NIT read with Clause 4.0 of ITB.
These envelope(s) shall not contain anything else. This part of submission should not contain any
information related to Technical and price bid i.e. the information to be submitted through online only.
If any document related to Technical and price bid is found in hard copy, the tender shall be liable to be
rejected summarily.
The name, mailing address and tele-fax number of the bidders shall be clearly indicated on the envelope.
Bidders may note that if the envelope is not sealed and marked as required, the client will assume no
responsibility for the misplacement or premature opening of the same.
9.4. MODIFICATION / SUBSTITUTION/ WITHDRAWAL OF BIDS:
(i) The Bidder may modify, substitute or withdraw its e- bid after submission, but prior to the Bid Due
Date. No Bid shall be modified, substituted or withdrawn by the Applicant on or after the Bid Due
Date.
(ii) Any alteration/ modification in the Bid or additional information supplied subsequent to the Bid
Due Date, unless the same has been expressly sought for by the Authority, shall be disregarded.
(iii) For modification of e-bid, applicant has to detach its old bid from e-tendering portal and upload /
resubmit digitally signed modified bid.
(iv) For withdrawal of bid, applicant has to click on withdrawal icon at e-tendering portal and can
withdraw its e-bid.
(v) Before withdrawal of a bid, it may specifically be noted that after withdrawal of a bid for any
reason, applicant cannot re-submit e-bid again.
10.0 OPENING OF TECHNICAL BIDS
a) Opening of Bids will be done through online process.
b) For participating in the tender, the authorized signatory holding Power of Attorney shall be the
Digital Signatory. In case the authorized signatory holding Power of Attorney and Digital
Signatory are not the same, the bid shall be considered non-responsive.
c) Tender opening will be done by a nominated Opening Committee of DFCCIL. While opening
the Tender, it will also be confirmed whether Cost of Bid document/Tender Document cost and
EMD/Bid Security, has already been submitted by the tenderer or not. The tender submitted by
those tenderer who have not submitted the required Cost of Bid Document and EMD/Bid
Security as mention in Clause I (VII) and Clause I (VIII) of NIT respectively, shall not be
considered for opening.
d) The Bids will be opened in the presence of bidders or their representatives who choose to attend
on date & time as mentioned in tender document.
e) DFCCIL shall first open the Technical bid on due date of opening. The Financial bid shall
remain securely stored and will only be opened of those tenderers who are technically qualified.
The Financial bid opening date will be conveyed later to technically qualified bidders at a later
date through website www.tenderwizard.com/DFCCIL and emails of technically qualified
bidders.
10.1 OPENING OF FINANCIAL BIDS
a) The Financial Bids will be opened publicly in the presence of bidders' representatives who
choose to attend. The name of the bidders, their technical scores and the proposed quote will
be read aloud and recorded when the Financial Bids are opened.
b) Prior to evaluation of the Financial Bids, the Evaluation Committee will determine whether the
Financial Bids are complete in all respects, unqualified and unconditional, and submitted in
accordance with the terms hereof.
c) The rate quoted by the bidder in the Financial Bid shall be deemed as final and reflecting the
total cost of services. The evaluation shall be inclusive of all taxes, duties, levies but excluding
GST under the Applicable Law of the land.
11.0 BID VALIDITY
The bid shall remain valid for a period of 90 Days from the date of opening.
DFCCIL will make its best effort to complete the award process within the proposal's validity
period. However, should the need arise, the DFCCIL may request, in writing, all bidders who
submitted bid prior to the submission deadline to extend the bid's validity.
12.0 ALTERNATIVE PROPOSALS BY BIDDERS
Bidders shall submit offers that comply with the requirements of the bidding documents, including
the `Part B Price Bid'. Alternative proposals will be rejected as non-responsive.
13.0 CORRUPT, FRAUDULENT, COLLUSIVE OR COERCIVE PRACTICES
It is expected from the Bidders that they will observe the highest standard of ethics during the
bidding and currency of the contracts.
14.0 BID EVALUATION CRITERIA
14.1 During bid evaluation, the Client may, at its discretion, ask any Bidder for a clarification
of its bid which shall be submitted within a stated reasonable period of time. The request
for clarification and response shall be in writing.
14.2 If a bidder does not provide clarifications of the information requested by the date and
time set in the Client's request for clarification, its bid may be rejected.
15.0 METHOD OF SELECTION:
Combined Quality cum Cost Based Selection (CQCCBS).
In the case of CQCCBS, selection is based on the combined score obtained by a bidder in technical
bid as well as financial bid. The combine score is calculated by weighing the technical and
financial scores and adding them as per the formula and instructions as given in ANNEXURE E.
The bidder achieving the highest combined score will be recommended for award of work.
16.0 TECHNICALSELECTION CRITERIA (POINT ALLOCATION) FOR BIDDERS:
The DFCCIL's technical evaluation committee shall evaluate the proposal of the bidder on the
basis of the experience, number of staff employed and qualifications of the staff employed,
applying the selection criteria, sub-criteria, and point system as specified in ANNEXURE D. Each
responsive Proposal will be given a technical score. The details for the technical/ selection criteria
is to be submitted in the FORM II DETAILS OF THE BIDDER.
A Proposal shall be rejected at this stage if it fails to achieve the minimum technical score of 70.
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SECTION III: SCOPE OF WORK
1.0 SCOPE OF WORK - INTERNAL AUDIT
a) Internal Auditor should examine the books, records and transactions of the period prescribed
for Audit. However, where the circumstances warrant checking beyond the suggested period,
the Auditor should extend his checking to that period under intimation to Corporate Office.
b) Internal Audit should cover the manner of maintenance of books, their adequacy; suggest
need of introducing maintenance of other registers/books to safeguard against frauds,
misappropriations.
c) Internal Audit should study the system prevalent in the Company and suggest ways and
means for bringing further improvement in the system. He should also report unauthorized
variation from the prescribed procedure.
d) Internal Auditor shall perform all functions as suggested by Standards of Audit issued by the
Institute of Chartered Accountant of India and currently in force.
e) The Internal Auditor will ensure that the information obtained in respect of the operation of
the Unit is maintained in strict confidence and secrecy. A Certificate towards maintaining
confidentiality is to be provided by the Internal Auditor, to whom appointment letter has been
issued, at the time of acceptance of Audit assignment.
f) Internal Auditor Shall conduct the Audit assignment as per the area and extent of coverage
as specified in ANNEXURE A & B.
2.0 SCOPE OF WORK Audit of Disbursement of Land Compensation
A. ACTION TAKEN REPORT
1. To review the compliances on observation raised in previous land audit report and to confirm
the completeness of actions;
2. To highlight the area through an exception report to Management where action are yet to be
taken.
B. FUNDS MANAGEMENT
1. To verify Account wise detail of receipts on account of followings on monthly basis:
a) Ministry of Railways (MOR);
b) DFCCIL Account;
c) Other units/SLAO (Special Land Acquisition Officer) bank accounts; and
d) Interest accrued & credited to each SLAO Bank Account.
2. To verify the Account wise detail of payment on account of followings on monthly basis:
a) Compensation to Project affected parties (PAPs)
b) R&R
c) Others
3. To check the accuracy of interest received in SLAO bank accounts.
C. PAYMENTS & OPERATION OF BANK ACCOUNT
1. To verify that funds from SLAO / Joint Accounts are used for the purpose specified in Para 2
of the Railway Board Letter No. 2006/W-I/Genl./DFC. Pt. II dated 12-11-2008 and to report
discrepancies;
2. To check that payments towards compensations and R&R payments have been made from
SLAO Accounts and not from DFCCIL account;
3. To confirm that all the payment have been made to the project affected people through account
payee cheques;
4. To confirm whether adequate arrangement exist for safe custody of un- issued cheques or
otherwise;
5. To Comment on the adequacy of the system of the entire process of disbursement of
compensation, documents management and give suggestions for the improvement in the above
in in light of CVC & RBI Guidelines.
D. BANK RECONCILIATION & ACCOUNTING OF STALE CHEQUES
1. Verification of Monthly Bank Reconciliation Statement (BRS) of each SLAO Bank Account.
2. Account wise BRS as on 31st March of the Audited year is to be attached with audit report;
3. Pending items in BRS for more than 3 months;
4. To Comment on the adequacy of bank reconciliation and to confirm whether reconciliation is
done on monthly basis;
5. To Confirm and report, is there any accounting for Stale Cheque and any mechanism for
appraising the bank about such cheques?
6. To Verify Closing Balances of each SLAO's Bank Account as on 31st March of the Audited
year. Interest Certificate & TDS Certificate of each SLAO's Bank Account as on 31st March
of the Audited year is to be attached with the Audit Report.
E. PROCESS OF PAYMENT FOR LAND ACQUISITION WITH IDENTIFICATION OF
AWARDEES:
1. To verify and comment up on the procedures of payment for land acquisition starting with
identification of awardees as per the declaration given by the competent authority and of
physical identification of standing crops, resettlement & rehabilitation assistance, structures
& standing trees, for which the payment is made. Also verify and comment on the procedure
for payment of R&R, wherever applicable. To verify and comment on the compliances of
Income Tax Act, 1961 (TDS Provisions) on acquisition of Land.
2. Whether cheques distributed and amount disbursed on account of cost of compensation of land
acquisition have been appropriately accounted for and are backed by the proper documents e.g.
if the payment is made for the standing crops or resettlement & rehabilitation assistance,
structures & standing trees, there is adequate documents available for needful validation.
3. To check the land awards with reference to the notified rates;
4. To check the R&R awards with reference to the notified R&R compensations
5. To confirm that all payments have been made with reference to the documentation for land
acquisition i.e. Form 11 and Land Awards;
6. Verification and report of undernoted instances :
a) Accountal of the cheques issued to PAPs but not en-cashed;
b) Award declared but PAPs are not accepting the payment,
c) Land payment has been made but R&R payment has not been made.
d) Compensation amount has been increased due to arbitration or court decision.
7. Details of funds locked in due to legal issues such as:
a) Money deposited in treasury of the State Government;
b) Land Award amount deposited in courts;
c) Money Frozen due to stay by court order;
d) Funds embroiled due to Arbitration Awards.
8. To comment upon the complete procedure being followed by each SLAO for declaration and
disbursement of awards along with its accounting vis-à-vis the extant guidelines.
9. To comment upon difference in practices followed by each SLAO.
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SECTION IV: GENERAL TERMS AND CONDITIONS OF CONTRACT (GCC)
1.0 DEFINITION OF TERMS
1.1 "Contract Documents" shall mean this bid (tender) document and minutes of clarifications to the
extent they have been accepted by DFCCIL prior to the award of the contract and Contract
Agreement. A Performa of the agreement to be executed between DFCCIL and the Firm/Consultant
is given in FORM VII in Section VI.
1.2 "Contract Price" is a Lump Sum amount as stated in Letter of Award.
1.3 "Client" shall mean the DFCCIL.
1.4 "Firm/Consultant" shall mean the bidder whose bid will be accepted by DFCCIL and shall include
such successful bidder's legal representatives, successors and permitted assigns, from time to time
for the purpose of the contract.
1.5 "Letter of Award (LOA)" shall mean the official notice issued by the DFCCIL notifying the
Firm/Consultant that his proposal has been accepted.
1.6 "NCR Area" means Gurgaon, Delhi, Noida, Greater Noida, Ghaziabad and Faridabad.
1.7 "Officer in Charge" shall mean DFCCIL officer dealing with the Performance and Operation of
Contract. GM/Fin/P&C shall be the "Officer-in-Charge" in the instant case.
2.0 FIRM/CONSULTANT'S AGENTS/EMPLOYEES
2.1 No other person except Firm's/Consultant's authorized representative shall be allowed into DFCCIL
premises and they shall not do any private work other than their normal duties.
2.2 Firm/Consultant shall be directly responsible for any/all disputes arising between him and his
personnel and keep DFCCIL indemnified against all losses, damages and claims thereof.
2.3 The personnel engaged by the Firm/Consultant shall be on the duty of the Firm/Consultant and under
no circumstances shall be deemed to be on the duty of DFCCIL. DFCCIL shall have no relationship
of Master and Servant or principal and Agent or nexus of any kind whatsoever with such staff
deployed by the Firm/Consultant. Such staff shall not be entitled to claim any right, privilege or
benefit from DFCCIL and in the event of any such claim, the Firm/Consultant undertakes to
indemnify DFCCIL for any loss or damage, financial or otherwise.
2.4 The personnel engaged by the Firm/Consultant shall be subject to security check by DFCCIL
security staff while entering/leaving the premises. Such personnel shall have to abide by the
instructions of the security staff and other officers of DFCCIL authorized in this behalf. Failure to
faithfully follow instructions would be deemed infringement of tender conditions.
3.0 AWARD OF CONTRACT
3.1 DFCCIL will intimate the award of Work in writing to the successful bidder by issuing Letter of
acceptanceaward accepting the proposal of the bidder. The contract will be awarded to the eligible
and responsive bidder achieving the highest combined technical and financial score in conformity
with the requirements of these documents and DFCCIL shall be the sole judge in this regard.
3.2 DFCCIL reserves the right of rejecting/accepting either the whole or any part of the proposal. The
Firm/Consultant shall be fully responsible and shall be bound to perform the job allocated to him at
his quoted rates and terms and conditions that have been accepted by Firm/Consultant.
3.3 DFCCIL reserves the right to assess bidder's capability and capacity to perform the contract from
other sources, should the circumstances warrant such assessment in its overall interest.
4.0 EFFECT AND JURISICTION OF CONTRACT
4.1 The contract shall be considered as having come into force from the date of issue of Letter of
AcceptanceAward by DFCCIL.
4.2 The laws applicable to this contract shall be the laws in force in India. The Courts of Delhi shall
have exclusive jurisdiction in all matters arising out of and under this contract.
5.0 DURATION OF CONTRACT
5.1 The duration of the contract for work to be undertaken by the Firm/Consultant will be for three years
w.e.f. 2018-2019 to 2020-2021 starting from the date of issue of letter of Award by DFCCIL. The
assignment will be completed on submission of Audit Report for the Phase II of Financial Year
2020-2021 and Land audit report for FY 2020-2021 and review of those reports by Audit Committee
of Board of DFCCIL.
6.0 CONTRACT PERFORMANCE GUARANTEE
6.1 On acceptance of tender the successful bidder shall have to submit Performance guarantee
amounting to 5% of the contract value in any one of the form of irrevocable Bank Guarantee or FDR
from Nationalized or scheduled bank in favor of DFCCIL, New Delhi. The Performance guarantee
will be furnished after LOA has been issued but before signing of agreement and should be valid up
to three months beyond expiry of the completion period. The agreement should normally be signed
within 15 days after issue of LOA and same should be submitted within this time limit.
6.2 The Performance guarantee is intended to secure the satisfactory Performance of the entire contract.
Failure to faithfully perform and carry out the various activities within the time period defined in
the contract may result in invoking either whole or part of the Performance guarantee. However, it
is not to be construed as limiting the recoverable under the contract.
6.3 Format of Performance Bank guarantee to be submitted by the successful bidder is attached as
FORM VI in Section VI.
7.0 TERMINATION OF CONTRACT
7.1 If at any time the Firm/Consultant makes any default in proceeding with the work with due diligence
and continues to do so even after the notice in writing is served on him or commits any default in
complying with any of the terms and conditions even after the notice in writing is given on that
behalf by the Officer-in-charge. DFCCIL may, without prejudice to any other right or remedy which
shall have accrued or shall accrue thereafter to DFCCIL by written notice, terminate the contract as
a whole or a part of the Contract.
7.2 Where the Firm / Consultant breaches this Agreement, The Client may terminate this Contract and
forfeit the performance security deposit, by not less than thirty (30) days' written notice of
termination to the Firm / Consultants.
7.3 Further, the Audit Firm will be debarred from getting, in future assignments in DFCCIL in the
following cases:
a) If the Firm obtains the appointment on the basis of false information/false statement at the time
of submission of application/documents.
b) The Audit Firm is found to have sub-contracted the work.
c) If the Firm does not take up audit in terms of the appointment letter.
d) If the Firm does not submit the Audit Report, complete in all respect, in terms of the appointment.
8.0 TAXES, DUTIES, LEVIES ETC.
8.1 The Bidders shall be registered with the GST Authority for the purpose of GST and shall furnish a
copy of the Registration Certificate along with the bid documents. Firm/Consultant shall pay all
income-tax, surcharge on Income Tax and any other tax. Further, the Firm/Consultant shall be liable
and fully responsible for discharge of all liabilities towards all Indian duties, levies, GST, and any
other taxes attracted/assessed on them under the provisions of the Indian laws. DFCCIL shall not
bear any tax liability under any circumstances whatsoever, except the payment of GST to consultant
at applicable rates on fees. DFCCIL shall deduct income tax or any other tax at source from all the
payments to be made to the Firm/Consultant in accordance with the provision of Indian tax laws or
any other laws, as applicable from time to time, and deposit the same to the concerned Govt.
Authorities.
9.0 EXTENSION OF TIME
9.1 Extension of time for the delay not attributable to the FirmConsultant can be considered by the
officer in charge of the DFCCIL.
10.0 FORCE MAJEURE
10.1 For the purposes of this Contract, "Force Majeure" means an event which is beyond the reasonable
control of a Party, and which makes a Party's performance of its obligations under the Contract
impossible or so impractical as to be considered impossible under the circumstances.
10.2 The failure of a Party to fulfill any of its obligations under the contract shall not be considered to be
a breach of, or default under this Contract insofar as such inability arises from an event of Force
Majeure, provided that the Party affected by such an event (a) has taken all reasonable precautions,
due care and reasonable alternative measures in order to carry out the terms and conditions of this
Contract, and (b) has informed the other Party as soon as possible about the occurrence of such an
event.
11.0 SUSPENSION OF WORK
11.1 The Firm / Consultant shall on the order of the Officer-in- charge suspend the progress of the works
or any part thereof for such time or times and in such manner as the Officer-in-Charge may consider
necessary. The Firm / Consultant has no right to suspend the work at any stage unilaterally.
12.0 PAYMENTS DURING THE FORCE MAJEURE OR SUSPENSION OF WORK
12.1 During the period of their inability to perform the Services as a result of an event of Force Majeure
under clause 10.0 or Suspension of work under clause 11.0, the Firm / Consultants shall be entitled
for compensation as may considered reasonable by the Officer-in-Charge in respect of salaries or
wages paid only by the Firm / Consultant to his such employees who are exclusively retained for the
client's work during the periods of such Force Majeure and suspension. In case employee(s) of Firm
/ Consultant are engaged partially for the client's work, the wages or salaries shall be reduced
proportionally as decided by the Officer-in-Charge. Firm / Consultant shall not be entitled for
payment for such employee(s) who are diverted to perform other work during the periods of such
Force Majeure and suspension.
13.0 OBLIGATIONS OF THE FIRM / CONSULTANT
13.1 The Firm / Consultants shall perform the Services set out in the scope of work in accordance with
the timetable set out in Special Conditions of Contract (SCC). Firm / Consultant shall notify the
Client in writing within 10 Working Days if the Firm / Consultant thinks a Client direction is a
Variation, and as soon as practicable if the Firm / Consultant thinks any other circumstance is a
Variation. The notice shall include details of the estimated cost of the Services, likely or estimated
impact on the programme and completion date for the Services and make recommendations on how
to proceed.
13.2 The Firm / Consultant undertakes to perform the Services with the highest standards of professional
and ethical competence and integrity. The Firm / Consultant shall promptly replace any employees
assigned under this Contract that the Client considers unsatisfactory.
13.3 The Firm / Consultants and his Personnel shall not, either during the term or within two (2) years
after the expiration of this Contract, disclose any proprietary or confidential information relating to
the Project, the Services, this Contract, or the Client's business or operations without the prior written
consent of the Client.
14.0 INSURANCE TO BE TAKEN OUT BY THE FIRM / CONSULTANT
14.1 The Firm / Consultant will be responsible for taking out any appropriate insurance coverage.
15.0 FIRM / CONSULTANTS' ACTIONS REQUIRING CLIENT'S PRIOR APPROVAL
15.1 In exceptional circumstances, Client may allow taking up of part services through an expert or Sub-
Consultant. The Firm / Consultant shall obtain the Client's prior approval in writing before taking
such action.
16.0 DOCUMENTS PREPARED BY THE FIRM / CONSULTANTS TO BE THE PROPERTY
OF THE CLIENT
16.1 Any studies, reports or other material, graphic, software or otherwise, prepared by the Firm /
Consultant for the Client under the Contract shall belong to and remain the property of the
Client. The Firm / Consultant may retain a copy of such documents and software
17.0 OBLIGATIONS OF THE CLIENT
17.1 The Client shall provide necessary space and information required to fulfill the Firm / Consultant's
obligation under the scope of work.
18.0 DURATION OF LIABILITY
18.1 Neither party shall be liable for any loss or damage occurring after the completion of the Services.
19.0 VARIATIONS
19.1 The Client may order a Variation to the Services, in writing, or may ask the Firm / Consultant to
propose a Variation to the Services, the impact of which on the cost, programme and completion
date for the Services shall be agreed as stated above in Clause 13.0.
19.2 Where the Firm / Consultant notifies the Client under clause 13.0 that any direction or circumstance
should be treated as a Variation, the Client shall as soon as practicable after receiving such notice,
but within 30 Working Days, notify the Firm / Consultant in writing whether or not it considers the
direction or other circumstances to be a Variation.
19.3 If the Client does not consider the direction or other circumstance to be a Variation then the Client
and Firm / Consultant shall attempt to resolve the matter as soon as practicable, and if a Variation
entitlement is agreed, proceed as in Sub-clause 19.4.
19.4 The Client and the Firm / Consultant shall agree, in writing, the value of the Variation and its impact
on the programme and completion date for the Services, or the mechanism under which the value
and impact on the programme and completion date for the Services will be derived.
19.5 Where practicable the value of the Variation and impact on the programme and completion date for
the Services shall be agreed between the parties prior to the Variation works progressing.
19.6 In the event that the Parties are unable to reach agreement on the value and impact on the programme
and completion date for the Services, the matter shall be treated as a dispute and resolved in
accordance with clause 24.0. Under no circumstances, the Firm / Consultant shall suspend the work
on account of non-settlement of issues between the parties (i.e. Client & Firm / Consultant).
20.0 PAYMENT TO THE FIRM / CONSULTANT
20.1 The Firm / Consultant's total remuneration shall not exceed the Contract Price & reimbursement of
travelling boarding & lodging expenses and will be released in accordance with the Clause 2.0-
Payment terms & conditions of Section V-Special conditions of Contract (SCC), and there shall
be no other payment. Firm/Consultant shall be solely responsible for payment of wages/salaries and
allowances to his personnel that are payable or might become payable under any new Act or order
of Government and also comply with all the statutory laws/acts i.e. PF, ESI etc. relating to their
employees. DFCCIL shall have no liability, whatsoever, in this regard.
21.0 LIQUIDATED DAMAGES
21.1 If the Firm / Consultant fails to comply with the Time for completion for the whole of the Services
within the stipulated time then the Firm / Consultant shall pay to the Client 0.035% of Contract Price
per day (Maximum 5% of Contract Price) of delay as liquidated damages for such default and not
as a penalty. The Client may, without prejudice to any other method of recovery, deduct the amount
of such damages from any monies due or to become due to the Firm / Consultant.
22.0 CONFLICT OF INTEREST.
22.1 The Firm / Consultant and its affiliates shall not engage in consulting activities that conflict with the
interest of the client under the contract.
23.0 DEFENCE OF SUITS
23.1 If any action in court is brought by a third party against DFCCIL or an officer or agent of the
DFCCIL for the failure or neglect on the part of the Firm / Consultant to perform any acts, matter,
covenants or things under the Contract, of for any damage or injury caused by the alleged omission
or negligence on the part of the Firm/Consultant, his agents/representatives or his sub-
Firm/Consultants, drivers or employees, the Firm/Consultant shall in all such cases be responsible
and indemnify and keep DFCCIL and/or his representative harmless from all losses, damages,
expenses or decrees arising out of such action.
24.0 SETTLEMENT OF DISPUTES
24.1 A notice of the existence of any dispute or difference in connection with this Contract, shall be
served by either party within 30 days from the date of existence of such dispute or difference or after
the attempt by the parties to the Contract for amicable settlement as per clause 24.2 has failed,
whichever is later, failing which all rights and claims under this Contract shall be deemed to have
been forfeited and absolutely barred.
24.2 No dispute or difference arising between the parties relating to or in connection with the Contract
shall be referred to arbitration unless an attempt has first been made to settle the same amicably.
24.3 Notwithstanding any dispute between the parties, the Firm/Consultant shall not be entitled to
withhold, delay or defer its obligation, under the contract, and the same shall be carried out strictly
in accordance with the terms and conditions of contract.
24.4 All questions, disputes or differences arising between the Firm / Consultant and the Client, in
relation to or in connection with the Contract shall be referred to arbitration in the manner provided
as hereunder:
24.4.1 On receipt of such notice, the Client shall send to the Firm / Consultant a panel consisting of the
names of three persons and thereafter the Firm / Consultant within fifteen (15) days of receipt of
such panel, communicate to the Client the name of one of the persons from such panel and such
a person shall then be appointed as Sole Arbitrator by the Officer-in-Charge of the Client.
24.4.2 Provided that if the Firm / Consultant fails to communicate the selection of a name out of the
panel so forwarded to him by the Client then after the expiry of the aforesaid stipulated period,
the Officer-in Charge shall without delay select one person from the aforesaid panel and appoint
him as the Sole Arbitrator.
24.4.3 The Arbitrator to whom the matter is originally referred being transferred or vacating his office
or being unable to act for any reason, then the Client shall appoint another person to act as Sole
Arbitrator in the same manner as provided in clause 24.4.1 &24.4.2 herein above. Such person
shall be entitled to proceed with the reference from the stage at which it was left by the
predecessor.
24.4.4 Dispute or difference shall be settled in accordance with the Arbitration and conciliation Act,
1996.
24.4.5 The language of the arbitration proceedings and that of all documents and communications
between the parties shall be English. The arbitrator award shall be written speaking award.
24.4.6 The cost and expenses of Arbitration proceedings, the expenses incurred by each party in
connection with the preparation, presentation etc. of its proceedings shall be borne by each party
itself. Fee of the sole arbitrator including clerkage charges & TA/DA if applicable shall be equally
borne by the client and the Firm/ consultant.
24.4.7 Performance under the Contract shall continue during the arbitration proceedings and payments
due to the Firm/Consultant by the client shall not be withheld, unless they are the subject matter
of the arbitration proceedings.
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SECTION V: SPECIAL CONDITIONS OF CONTRACT (SCC)
1.0 Period & Frequency of Audit:
The appointment of the Audit Firm will be for three financial years w. e. f. 2018-19 to 2020-21
i.e. from 01.04.2018 to 31.03.2021 for Internal Audit and for 4 financial years w. e. f. 2017-18 to
2020-21 i.e. from 01.04.2017 to 31.03.2021 for Land Audit. Internal audit at corporate office shall
be conducted in 2 phases (Phase I covering April to September, Phase- II covering October to
March. The commencement of Phase I audit will be on/around 15th October and Phase II will
be on/around 05th April and the reports for Phase I is to be submitted by 25th of the month
following the month of start of the Audit and reports for Phase II is to be submitted by 15th of the
month following the month of start of the Audit
"Audit of Disbursement of Land Compensation" of all Units for the FY 2017 -18 will be
undertaken with Phase-I Internal Audit along with Audit of Units, however, "Audit of
Disbursement of Land Compensation" of all Units for the FY 2018-19, FY 2019-20 and FY 2020-
21 will be undertaken with Phase-II of Internal Audit.
Presently, Accounting of DFCCIL is centralized at Corporate Office, however, various
Contractual payments and other misc. bills are passed at the units. Internal Auditor is supposed to
visit all the units for conduct of audit in both phases separately. For this purpose Internal Auditor
has to chalk out a programme well in advance and will submit to the "Officer-in-Charge" for
approval and information of the Units. At present there are 14 Units of DFCCIL namely Jaipur,
Ajmer, Noida, Ahmedabad, Mumbai (North), Mumbai (South) and Vadodara on Western Corridor
and Allahabad (East), Allahabad (West), Mugalsarai, Tundla, Meerut, Kolkata and Ambala on
Eastern Corridor.
1.1 Planning:
The Internal Auditor should develop and document a plan for each Internal Audit engagement to
help him, conduct the engagement in an efficient and timely manner and as per the pronouncement
of the Institute of Chartered Accountants of India.
The firm shall provide the audit schedule well in advance (at least one week before start of audit)
for proper arrangements for audit.
1.2 Audit Team:
Auditors should deploy a suitable team for undertaking the audit, after a thorough perusal of the
requirements as detailed in the bid document, terms & conditions contained therein, ensuring that
the size of the audit team is commensurate with the size of the auditee unit and the volume of work
involved.
The Internal Audit department at Corporate Office and Head of Finance of the Unit will coordinate
with the Audit Team for smooth functioning of the audit.
It should be ensured that the audit team is headed by a Chartered / Cost Accountant (who may be
a Partner) with CISA / DISA and prior experience of auditing on the Tally/SAP-ERP platform and
should consist of at least two semi qualified assistants or Article. If the dealing partner / team
leader does not have CISA / DISA or does not have prior experience of auditing on the Tally/SAP-
ERP platform, then another Chartered Accountant with such qualification / experience should be
deployed in addition to the team leader / Partner for the duration of audit.
1.3 Audit Report
The auditor should give report for each Phase as per the reporting requirements specified in
ANNEXURE C
2.0 PAYMENT TERMS & CONDITIONS
2.1 Payment schedule for the Annual Internal Audit fee quoted by the bidder shall be as under:
For FY 2018-19:
Yearly KD Description % of Fee Payable
I Completion of Land audit for FY 2017-18 and 50% of the Amount
Internal Audit of Phase I for FY 2018-19 On mentioned in Part
submission of final report for placing before Audit No. I of Price Bid.
Committee. (Part-B).
II Completion of Land audit for FY 2018-19 and 50% of the Amount
Internal Audit of Phase II for FY 2018-19 On mentioned in Part
submission of final report for placing before Audit No. I of Price Bid.
Committee. (Part-B).
For FY 2019-20 :
Yearly KD Description % of Fee Payable
I Completion of Phase I Internal Audit On 40% of the Amount
submission of final report for placing before Audit mentioned in Part
Committee. No. II of Price Bid.
(Part-B).
II Completion of Land audit and Internal Audit of 60% of the Amount
Phase II On submission of final report for mentioned in Part
placing before Audit Committee. No. II of Price Bid.
(Part-B).
For FY 2020-21:
Yearly KD Description % of Fee Payable
I Completion of Phase I Internal Audit On 40% of the Amount
submission of final report for placing before Audit mentioned in Part
Committee. No. III of Price Bid.
(Part-B).
II Completion of Land audit and Internal Audit of 60% of the Amount
Phase II On submission of final report for mentioned in Part
placing before Audit Committee. No. III of Price Bid.
(Part-B).
Bill for each phase of audit shall be submitted only after completion of the Audit and submission
of Audit Report to the Management.
2.2 TRAVELLING, BOARDING & LODGING EXPENSES
For Visits to Units, the Audit Team will be reimbursed, one time to & fro journey fare by Air or
Rail (Journey should be performed by the shortest route in the entitled class) and lodging &
boarding expenses. The entitlements for travelling, boarding & lodging expenses shall be as
under:-
Hotel (Rs.) (As per class of
Daily
Designation Mode of Travel (Rs.) City) (Excluding Service Tax
Allowance
& Surcharge)
X Y Z
Economy class by AIR / AC
Partner 750
1ST Class by Rail 7500 5000 4000
Others AC 2 Tier / AC Chair Car 2500 2200 1200 625
Calculation of Daily Allowance shall be regulated as per clause 10 of Chapter XIV of HR manual
of DFCCIL "Travelling and daily allowance for travel on duty". Local Transportation at the units
will be provided by the DFCCIL.
2.3 The Firm/Consultant shall submit GST compliant Invoice, in duplicate, to the Internal Audit
Department at Corporate Office. Efforts shall be made for payment to be released to the
Firm/Consultant through ECS/EFT within 30 days on receipt of bill complete in all respects. TDS
as applicable shall be deducted from the bills of the Firm/Consultant. Bills having cutting and
over-writing shall not be entertained unless authenticated by the user. No advance payment shall
be made under any circumstances.
The Firm/Consultant shall give consent in a mandate form for receipt of payment through
ECS/EFT/RTGS. Charges if any will be on account of the Firm/Consultant.
The Firm/Consultant shall provide the details of Bank Account in line with RBI guidelines for
the same. These details would include Bank Name, Branch name and address, Account type
(Saving/ Current), Bank A/c No. and IFSC code no. of the bank in Form V in SECTION VI, a
cancelled cheque of the said bank.
-----x----
SECTION VI: BID FORMS AND ANNEXURES
FORM I
TENDER FORM
To
General Manager/Finance/P&C
Dedicated Freight Corridor Corporation of India Limited
Room No.514,
5th Floor, Pragati Maidan Metro Station complex,
New Delhi 110001
Sub. : Proposal for the work "Internal Audit of DFCCIL for FY 2018-19 to FY 2020-21 and Land Audit
for FY 2017-18 to FY 2020-21."
Dear Sir,
1. I / We, hereinafter called "The Bidder", have read and examined the following tender documents
relating to the work " Internal Audit of DFCCIL for FY 2018-19 to 2020-21 and Land Audit for FY
2017-18 to FY 2020.21" :
PART A
i) Section-I: Notice Inviting Tenders (NIT);
ii) Section-II: Instruction to Bidder (ITB);
iii) Section-III: Scope of Work
iv) Section-IV: General Terms and Conditions of the Contract (GCC)
v) Section-V: Special Conditions of Contract (SCC)
vi) Section-VI: Tender forms & Annexures
PART B PRICE BID
2. I / We hereby tender for execution of the Services referred to in the documents mentioned in
Paragraph -1 above upon the terms and conditions contained or referred to in the aforesaid documents
and in accordance in all respects with the specifications, designs, drawings and other details given
herein and at the rates contained in "PART B Price Bid" and within the period(s) of completion
as given in GCC and subject to such terms and conditions as stipulated in the contract.
3. I/We agree to keep this tender open for acceptance for a period of 90 days from the date of opening
of bid. I/We hereby further undertake that during the said period I/We shall not vary/alter or revoke
my/our bid.
4. A sum of Rs. 64,192/- (Rupees Sixty Four Thousand One Hundred Ninety Two only) is hereby
enclosed in form of Demand Draft/ Banker Cheque issued by a Nationalized or Scheduled Bank of
India as Earnest Money. I/We agree that if I/we fail to keep the validity of tender open, as aforesaid
and /or I/we indulge in corrupt or fraudulent or collusive or coercive practices or make any
modification in the terms and conditions of our tender on our own accord and/or fail to commence
the execution of the works as provided in the documents referred to in Paragraph-1 above, after the
acceptance of our tender, I/we shall become liable for forfeiture of our earnest money, as aforesaid
and the Client shall without prejudice to any other right or remedy, be at liberty to forfeit the said
earnest money absolutely.
5. Should this tender be accepted, I/we agree to abide by and fulfill all the terms and conditions and
provisions of the above mentioned tender documents.
6. I/We certify that the Tender submitted by us is strictly in accordance with the terms, conditions,
specifications etc. as contained in your Tender Documents, referred to in Paragraph-1 above, and it
does not contain any deviations to the aforesaid documents. It is further certified that information
furnished in the Tender submitted by us is correct to the best of our knowledge and belief.
7. Unless and until a formal agreement is prepared and executed, this offer together with your written
acceptance thereof shall constitute a binding contract between us. I/We understand that DFCCIL is
not bound to accept the lowest or any offer it may receive. If our offer is accepted, we undertake to
complete the whole/ or part portions of the work as awarded to us within the time stated herein.
8. The particular of our Organization & other relevant details as per the requirement of bid documents
are enclosed.
(Signature of person duly authorized to sign the Tender on behalf of the Bidder along with seal of bidder)
Name______________________________
Signature_________________ Designation_______________________
Date_____________________ Name of Bidder___________________
FORM II
DETAILS OF THE BIDDER
1. Name of the Firm:
2. Registration No. of the Firm:
3. Date of Registration of the Firm:
4. Details of Head Office & Branch Office(s):
Head Office:
Address Date of Establishment Contact No(s)/Fax E- mail
Branch Office 1
Address Date of Establishment Contact No(s)/Fax E- mail
Branch Office 2
Address Date of Establishment Contact No(s)/Fax E- mail
Branch Office 3
Address Date of Establishment Contact No(s)/Fax E- mail
(Insert further Branch office(s), if any)
5. Details of Partners in the Firm / Limited Liability Partnership:
Sl No. Name of the Partner Membership No. Membership Status Date of joining
ACA/ACMA/ the firm as
FCA/ FCMA/CISA/ Partner
DISA
1.
2.
3.
4.
6. Details of Qualified Assistants:-
Sl. No. Name of the Assistant Membership No. Whether Date of joining
ACA/ACMA/FCA/ the firm as
FCMA/CISA/DISA Qualified
Assistant
1.
2.
3.
7. Details of IFRS / INDAS Qualified Member:-
Sl. No. Name of the Member Membership No. ACA/ACMA/FCA/ Date of joining
FCMA with IFRS/IND the firm
AS certification/ diploma
or similar qualification
1.
2.
3.
8. Details of Semi-Qualified Assistants:-
Sl. No. Name of the Assistant Whether Cost/ Date of joining the firm as a Semi-Qualified
Chartered Assistant
Intermediate
1.
2.
3.
4.
9. Details of Technical Experts :
Sl. No. Name of the Expert Engineering Date of joining of
field in which the firm
qualified
1.
2.
3.
10. Details of Experience in Infra sector as details in Clause 8.0 of Annexure D:
Sl. Name of the Year of Audit Type of Audit - whether Statutory or
No. Company/Unit Internal Audit
1.
2.
3.
11. Details of Experience in Corporation Owned/Controlled by Central/State Government as details in
Clause 9.0 of Annexure D:
Sl. No. Name of the Year of Audit Type of Audit - whether Statutory or
Company/Unit Internal Audit
1.
2.
3.
12. Details of Experience in other assignments:
Sl. No. Name of the Year of Audit Type of Audit - whether Physical
Company/Unit verification of Fixed Assets/Stores
1.
2.
3.
13. Readiness for Audit under IFRS / INDAS compliant entities: Yes/No
14. Income Tax PAN No. of the Firm:
15. GST No. :
Signature of Partner with
Name & Seal of the Audit Firm.
FORM III
FORM OF DECLARATION
M/s. ---------------------------------------------------------------- (Name of the Bidder) having its Registered
office at --------------------------------------------------------------- (hereinafter referred to as `the Bidder')
having carefully studied all the Bid documents relating to the "Internal Audit of DFCCIL for FY 2018-19
to FY 2020-21 and Land Audit for FY 2017-18 to FY 2020-21" (Name of the Work), the local and site
conditions and having undertaken to execute the said works,
DO HEREBY DECLARE THAT:
1. The Bidder is familiar with all the requirements of the Contract.
2. The Bidder has not been influenced by any statement or promise of any person of the
Client but only the Contract Documents.
3. The Bidder is financially solvent.
4. The Bidder is experienced and competent to perform the Contract to the satisfaction of Client.
5. The Bidder is familiar with all general and special laws, acts, ordinances, rules and regulations of the
Municipalities, District, State and Central Government of India that may affect the work, its
performance or personnel employed therein.
6. The Bidder hereby authorize the Client to seek reference from the bankers of bidder for its financial
position.
7. The Bidder undertakes to abide by all labour welfare legislations.
8. The Bidder confirm that the provisions of Micro, Small & Medium Enterprise as per MSME
Development Act 2006 are applicable/not applicable (strike out whichever is not applicable) to us. Any
change in the status of the organization occurring during the currency of the contract shall be informed
to the Client.
9. The statement submitted by the Bidder is true and correct.
For and on behalf of the Bidder
Dated: (To be Signed by Power of Attorney Holder)
FORM IV
Declaration of Ineligibility
(By the Bidder)
I/ We, M/s ....................................... (Name of bidder) hereby certify that I/we have not been
banned/de-listed/de-barred from business by any PSU/Govt. Department during last 03 (three) years.
(Seal & Signature of the Bidder)
___________________________
FORM V
ECS FORM
ELECTRONIC CLEARING SERVICE (CREDIT CLEARING)
(PAYMENT TO BIDDER THROUGH CREDIT CLEARING MECHANISM)
1. BIDDER'S NAME : __________________________________
Address : __________________________________
__________________________________
__________________________________
Phone/Mobile No. : __________________________________
2. PERTICULARS OF BANK ACCOUNT OF BIDDER:
A. BANK NAME : ___________________________________
B. BRANCH NAME : ___________________________________
Address : ___________________________________
___________________________________
Telephone No. : ___________________________________
C. IFSC code of the Bank
(For payments through RTGS): ___________________________________
D. ACCOUNT TYPE
(S.B. Account/Current Account or
Cash Credit with Code 10/11/13): ___________________________________
E. ACCOUNT NUMBER
(As appearing on the Cheque Book) : ___________________________________
I hereby declared that the particulars given above are correct and complete. If the transaction is delayed or
not effected at all for reasons of incomplete or incorrect information, I would not hold the Client
responsible.
Date:
(.....................................)
Signature of the Bidder
Certified that the particulars furnished above are correct as per our records.
(Bank's Stamp)
Date:
(.....................................)
Signature of the Authorized
Official from the Bank
FORM VI
FORMAT OF BANK GUARANTEE FOR PERFORMANCE SECURITY
Bank Guarantee No.: _________ Dated: __________
To,
Dedicated Freight Corridor Corporation of India Limited
Pragati Maidan Metro Station Building Complex, Fifth Floor,
New Delhi.
Reference: - Contract No.:____________________, Awarded on_______________
This deed of guarantee made this day of ___________ Between_______ (Name of Bank) having registered
office at _____________ (hereinafter referred to as "Bank") of the one part, and Dedicated Freight
Corridor Corporation of India Limited (hereinafter called the "Client") of the other part.
Whereas Dedicated Freight Corridor Corporation of India Limited has awarded the contract no.
_________________ for _______________ (hereinafter called "the Contract") to ______________
(Name of the Firm/Consultant) having its registered office at _____________ (hereinafter called the
Firm/Consultant).
AND WHEREAS the Firm/Consultant is bound by the said Contract to submit to the Client an irrevocable
performance security guarantee bond for a total amount of Rs. ______________(Rupees Amount in
words).
Now we the undersigned __________________ (Name of the Bank official) being fully authorized to sign
and to incur obligations for and on behalf of the Bank, hereby declare that the said bank will guarantee the
Client the full amount of Rs. ____________ (Rupees. _______Amount in words) as stated above.
After the Firm/Consultant has signed the afore said Contract with the Client, the Bank further agree and
promise to pay the due and payable under this guarantee without any demure merely on a demand from
the Client stating that the amount claimed is due by way of loss or damage caused to or would be caused
or suffered by the Client by reason of any breach by the said Firm/Consultant of any of the terms and
conditions contained in the said agreement or by reason of the Firm/Consultant failure to perform the said
agreement. Any such demand made on the bank shall be conclusive as regards the amount due and payable
by the bank under this guarantee. However our liability under this guarantee shall be restricted to an
amount not exceeding Rs. __________ (Rupees. ____________ Amount in words) only.
We_______________(indicate name of the Bank), further undertake to pay to the Client any money so
demanded notwithstanding any dispute or dispute raised by the Firm/Consultant in any suit or proceeding
pending before any court or Tribunal relating to liability under this present being absolute and unequivocal.
The payment so made by us (name of Bank) under this bond shall be a valid discharge of our liability for
payment there under and the Firm/Consultant shall have no claim against us for making such payment.
We_______________(indicate name of the Bank), to further agree that the guarantee herein contained
shall remain in full force and effect during the period that would be taken for the performance of the said
agreement and that it shall continue to be enforceable till all the dues of the Client under or by virtue of
the said agreement have been fully paid and its claims satisfied or discharged by _______________
(designation & address of contract signing authority) on behalf of Client certifying that the terms and
conditions of the said agreement have been fully and properly carried out by the said Firm/Consultant and
accordingly discharges this guarantee.
Notwithstanding anything to the contrary contained herein the liability of the bank under this guarantee
will remain in force and effect until such time as this guarantee is discharged in writing by the Client or
until date of validity / extended validity, whichever is earlier and no claim shall be valid under the
guarantee unless notice in writing thereof is given by the Client within validity/ extended validity period
of guarantee from the date aforesaid.
Provided always that we ______________ (name of bank) unconditionally undertakes to renew this
guarantee or to extend the period of guarantee from year to year before the expiry of the period or the
extended period of guarantee, as the case may be on being called upon to do so by the Client. If the
guarantee is not renewed or the period extended on demand, we _________ (name of bank) shall pay the
Client the full amount of the guarantee on demand without demur.
We_______________(indicate name of the Bank), to further agree with the Client that the Client shall
have the fullest liberty without our consent and without effecting in any manner out of obligation hereunder
to vary any of the terms and conditions of the said contract from time to time or to postpone for any time
or from time to time any to power exercisable by the Client against the said Firm/Consultant and to forbear
or enforce any of the terms and conditions of the said agreement and we shall not be relieved from our
liabilities by reason of such variation, or extension being granted to the said Firm/Consultant for any
forbearance act or omission on the part of the Client or any indulgence by the Client to the said
Firm/Consultant or by any such matter or thing whatsoever which under law relating to sureties for the
said reservation would relieve us from the liability.
The guarantee hereinbefore contained shall not be affected by any change in the constitution of Bank or
of the Firm/Consultant.
The expressions "the Client", "the Bank" and "the Firm/Consultant" hereinbefore used shall include their
respective successors and assigns.
We________________ (name of Bank) lastly undertake not to revoke this guarantee during its currency
except with the previous consent of the Client in writing.
Notwithstanding anything to the contrary contained hereinbefore:
i) Our liability under this bank Guarantee shall not exceed and restricted to Rs._______________
(Rupees ___________________in words).
ii) This bank guarantee shall be valid up to _______________, unless extended on demand by the
Client.
iii) The Bank is liable to pay the guarantee amount or any part thereof under this bank Guarantee only
if Client serve a written claim or demand on or before _____ (date)___ .
IN WITNESS WHEREOF we of the Bank have signed and stamped this guarantee on this day of
____________ being herewith duly authorized.
Bank Seal Signature of Bank Authorized Official with seal
Name: ___________________________
Designation: ______________________
Address: _________________________
Witness:
1. Name :___________________________
Designation: ______________________
Address: _________________________
2. Name :___________________________
Designation: ______________________
Address: _________________________
FORM VII
CONTRACT AGREEMENT
Name of the Work: Internal Audit of DFCCIL for FY 2018-19 to FY 2020-21 and Land Audit for FY
2017-18 to FY 2020-21
This contract agreement is made on the _________ Day of ____________ 2018, between, on the one
hand, Dedicated Freight Corridor Corporation Of India Limited (a Government of India
Enterprise)(hereinafter called the "Client") through its authorized signatory, AGM/Finance/III , which
expression shall unless excluded by or repugnant to the subject or context include their successors in office
and assigns of the ONE PART
and, on the other hand,
M/S _____(Name)___________(hereinafter called the "FirmConsultant") which expression shall unless
excluded by or repugnant to the subject or context include their heirs, executors, administrators, legal
representatives and assigns of the SECOND PART.
WHEREAS
(a) the Client has requested the Firm/Consultant to provide certain consulting services as defined
in this Contract (hereinafter called the "Services");
(b) the Firm/Consultant, having represented to the Client that it has the required professional skills,
expertise and technical resources, has agreed to provide the Services on the terms and conditions
set forth in this Contract;
NOW THEREFORE the parties hereto hereby agree as follows:
1. The following documents attached hereto shall be deemed to form an integral part of this Contract:
(a) Letter of Award;
(b) Bid Document (Tender Document) as referred to in clause 1.5 of Section II Instruction to
Bidders (ITB) and any amendment / corrigendum issued in relation thereto.
In the event of any inconsistency Special Conditions of Contract (SCC) shall prevail over the
General Terms & Conditions of Contract (GCC).
2. The final contract price for the assignment shall be Rs. ___________ (Rupees.
____________________). However, GST on fees as applicable shall be paid extra.
3. The mutual rights and obligations of the Client and the Firm/Consultant shall be as set forth in the
Contract, in particular:
(a) the FirmConsultant shall carry out the Services in accordance with the provisions of the
Contract; and
(b) the Client shall make payments to the Firm / Consultant in accordance with the provisions
of the Contract.
IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their respective
names as of the day and year first above written.
For and on behalf of
Dedicated Freight Corridor Corporation of India Limited
(A Government of India Enterprise)
[Authorized Representative of the DFCCIL name, title and signature]
For and on behalf of "Firm/Consultant"
Partner
[Authorized Representative of the Firm/Consultant name and signature]
ANNEXURE-A
A. MAJOR AREAS TO BE COVERED BY THE INTERNAL AUDIT:
No. Area of Audit
1 Contracts including works contract, consultancy contract, service contract, other
contracts. (Pre-award, execution, documentation, procedure and accounting).
2 Procurement (Pre-award, execution, documentation, procedure and accounting).
3 Accounts including Salary and establishment accounts, fixed asset accounting,
Balance Sheet Final accounts.
4 Human Resource Department (HR establishment matters)
5 Administration Department including advertisements expenses, hiring of services
i.e. security services, vehicle hiring, housekeeping and maintenance, etc.
6 Audit of Advances paid for utility shifting advances and other capital works.
7 Risk Management Process.
8 Budget and variances, if any.
9 Expenditure and Income.
10 Treasury and Fund management.
11 Comments/suggestion on adequacy of Internal Financial Control.
Details of above and extent of coverage are given in ANNEXURE-B.
B. THEMATIC STUDY:
A thematic Audit is required to be conducted every year based on the topic decided by the Audit
Committee or DFCCIL Management as the case may be.
----x----
ANNEXURE-B
AREA & EXTENT OF COVERAGE OF DFCCIL RECORDS BY INTERNAL AUDITOR
Sl. No. Area of Audit Extent of
Checking
I A. CONTRACTS:
PRE-AWARD AND EXECUTION, DOCUMENTATION
AND PROCEDURE
i) All Contracts related to Track work, Systems, ROB/RUB 100%
Contracts and Contracts funded by the World Bank & JICA.
ii) Other Contracts like Vehicle, Security, AMC of Lifts, 50%
outsourcing etc.
ACCOUNTING
i) Post check of Contractor's Bill. 100%
ii) Proper accounting and recovery of advances and retention 100%
money.
iii) Calculation, accounting and recovery of Interest on Interest 100%
bearing advances.
iv) Calculation, deduction and accounting of applicable taxes and 100%
duties (i.e. GST, TDS, Labour cess etc.)
II PROCUREMENT
PRE-AWARD AND EXECUTION, DOCUMENTATION
AND PROCEDURE
i) P.Os with value more than Rs. 1 crore 100%
ii) P.Os with value Rs.20 Lakh or less 50%
ACCOUNTING
i) Post check of Contractor's Bill. 100%
ii) Proper accounting and recovery of advances and retention 100%
money.
iii) Calculation, deduction and accounting of applicable taxes 100%
and duties (i.e. GST, TDS, Labour cess etc.)
III ACCOUNTS
i) Bank Payment Documents, all expenses incurred by the 100%
Company including expenditure on EAP funded projects by
JICA and IBRD (Payment Vouchers)
ii) Documents for all the receipts of the company e. g. funds 100%
from the government, loans from the World Bank/other
external agencies, rents, interest on deposits, other misc.
receipts, lease rent and Service Tax etc. (Receipt Vouchers)
iii) Documents for Adjustments (Journal Vouchers) 100%
iv) Verification of availability of supporting documents with 100%
vouchers including approval by appropriate authority.
v) Review & scrutiny of general ledger and sub ledgers 100%
pertaining to vendors, suppliers & contractors.
vi) Verification of IUFR submitted to Landing agency in order 100%
to confirm that expenditure is eligible for claim from landing
agency is correctly reflected in IUFR.
IV SALARY & ESTABLISHMENT ACCOUNTS
i) Post Checking of monthly Pay bill (for 1 month in each half 100%
year)
ii) Checking of Off-Cycle payments w.r.t rules and proprietary 50%
aspects (i.e. advances, medical reimbursement, LTC,
telephone and mobile reimbursements, laptop
reimbursements etc.)
iii) Deduction of PF and other statutory dues and payment of Sample
contributions. Checking
iv) Deduction of Tax at source and the deposit of the same with Sample
Government. Checking
v) Review of employee Ledgers Sample
Checking
V ESTABLISHMENT HR
i) Leave Records Sample Checking
ii) LTC Records Sample Checking
iii) Documentation for Advances Sample Checking
iv) Training activities Sample Checking
v) Lease records Sample Checking
VI RECORDING OF INCOME
i) Income from operating activities, during operations. 100%
ii) Accounting and calculation of interest from Bank/FD/CLTD. 100%
iii) Rental Receipt on Sub lease and Income from Facility 100%
Management Services on Sub lease including applicable
taxes and duties.
iv) Misc. Other Receipts including applicable taxes and duties. 100%
VII FIXED ASSET ACCOUNTING
i) Accounting & procedure for Purchases and addition during 100%
the year
ii) Accounting & procedure and calculation for profit/loss on 100%
sale/ buy back
iii) Correctness of entry in Fixed Asset Register. 100%
iv) Verification of Calculation of Depreciation. 100%
VIII TREASURY AND FUND MANAGEMENT
i) Receipt and Utilization of Funds 100%
ii) Checking of Investment decisions 100%
iii) Physical verification of cash in hands, cheque in hand and 100%
bank guarantees, FDR's.
iv) Review of Bank Reconciliation Statements (BRS) 100%
v) Verification of valuation of foreign currency transactions and 100%
accounting treatment thereof.
vi) Verification of end use of funds/loans received for specific 100%
purposes.
vii) Verification of FD's, BG's, PBG's, interest accrued thereon 100%
and their safe custody.
IX BALANCE SHEET/ CLOSING OF ACCOUNTS
i) Scrutiny/Audit of quarterly and Annual Consolidation of 100%
Balance Sheet.
ii) Ensuring that all liabilities and provisions including Interest 100%
on Loans, if any, and TDS thereon have been made in the
Books of Accounts.
X Checking of deduction/collection and payment of taxes under 100%
GST, Income Tax, Labour welfare cess and issuance of TDS
Certificates and filing of returns.
XI Audit of all statutory Registers required to be maintained under 100%
Companies Act, Income Tax Act, GST laws, P. F. and Bonus Acts
etc. and to ensure their maintenance and their updation.
XII Review of Monthly Operations Results 100%
XIII Review of Risk Management Process, The Internal Auditor Sample
would be responsible for the review of the entire risk management Checking
process and self-assessments. They would develop a detailed
assurance calendar as a part of their annual audit plan and submit
the review report to the Risk Management Committee.
XIV Major variation from Budget Estimate and approval thereof. Sample
Checking
----X----
ANNEXURE C
REPORTING REQUIREMENTS:
Audit report should be based on risk basis. Internal Audit Reports should be divided into three
separate parts, namely:
PART- I IMPORTANT OBSERVATIONS, OBJECTIONS AND RESERVATIONS:
This part should contain auditors comment on all such irregularities or occurrences which auditors
want to bring to the notice of management, along-with their financial implications, if any. This
part should also bring out deviations (non - compliances) by unitsHO from (with) policies,
systems and procedures prescribed by DFCCIL. The observations should be arranged in self-
contained paras, preferably with suitable titles. Observations labelled as "HIGH RISK", which
need the attention of higher management should be reported under this PART.
PART II DETAILED REPORT:
This part shall comprise auditor's detailed observations regarding areas specified. Paras need to
be marked with a coding "HIGH RISK", "MODERATE RISK" and "LOW RISK" . This coding
may be discussed with the "Officer-in-Charge" before start of assignment.
PART III COMPLIANCE REPORT:
In every audit, auditor is supposed to see the action taken on the observations raised during earlier
audits and is required to verify the action taken or compliance of assurance given. This part would
include the audit observations on which no action has been taken or compliance is pending.
The following may also be kindly ensured:
(i) The report should be supplemented, in each phase, by a statement indicating:
(a) Particulars of records checked along with their volume and value as compared to the total
volume and value of the transactions.
(b) A statement indicating the audit personnel deployed, their designation and the period of
deployment in each Quarter.
(ii) The report should also contain references to areas where no adverse observations have been
noted. In respect of other areas, specific suggestions for improvement, if any, may also be
highlighted for each area.
(iii) The Report should be discussed by the partner of the Firm/ in charge of the Audit first at CPM
level so that the minor discrepancies are rectified in their presence locally. The report should
be prepared after duly taking into account the additional information that may be provided /
obtained at such discussions. They should obtain the Signature of the authorised person at
CPM level as a proof of having discussed the Report.
(iv) Once the audit at unit level after discussion with CPM is completed, the draft report along
with replies of units need to be discussed with Officer-in-Charge or any person authorised by
him/her before submission of the Final Audit Report to Corporate Office.
(v) The reports are to be submitted in two copies for each Phase to the Corporate Internal Audit
Department of DFCCIL at New Delhi. Internal Audit Report are also to be submitted via
email at aagarwal@dfcc.co.in with a copy to akjain@dfcc.co.in and apsarbhai@dfcc.co.in
(vi) In each phase, the Auditor shall also certify compliance with all statutory obligations. In case
there are deficiencies, the same will be brought to the notice of the Management in Part-I of
the report depending upon the nature of the deficiency with a view to enabling DFCCIL to
take timely remedial action.
(vii) The Internal Auditor should keep themselves informed about the latest policy decisions of the
Company by going through the Circulars issued from time to time by the Company on various
subjects including Schedule of Powers.
(viii) Extent of Internal Audit shall be as per Annexure `A' & `B'.
-----X----
ANNEXURE-D
SELECTION CRITERIA (POINT ALLOCATION) WILL BE AS FOLLOWS:
SL. PARTICULARS POINTS TO BE MAXIMUM
NO. ALLOCATED POINTS
1.0 Year of Establishment of the Audit 1 (one) per year in existence 18 (Eighteen)
Firm/Limited Liability Partnership Firm (fraction of the year to be
ignored)
2.0 No. of Partners in the Firm/Limited a. 2 (two) for each Partner who 24 (Twenty Four)
Liability Partnership Firm who are with the is ACA/ACMA
Firm for a minimum period of one year as
on date of application. b. 3(three) for each Partner who
is FCA/FCMA
3.0 Number of ACA/ACMA/FCA/FCMA 2 (two) per 04(Four)
(who may be a Partner) with CISA / DISA ACA/ACMA/FCA/FCMA
4.0 Number of ACA/ACMA/FCA/FCMA 1 (one) per 02(Two)
(who may be a Partner) with IFRS / INDAS ACA/ACMA/FCA/FCMA
certification/ diploma or similar
qualification)
5.0 No. of Qualified Assistants 2 (two) per Qualified 14 (Fourteen)
(Chartered/Cost Accountants ) employed
with the Firm Assistant
6.0 No. of Semi-qualified Assistants (CA 1 (one) per Semi-qualified 07 (Seven)
/Cost Intermediates, M. Com.) employed assistant
with the Firm
7.0 No. of Technical Experts having 2 (Two) per Expert 4 (Four)
Engineering background.
8.0 Experience of the Firm in Infra Sector 3 (three) per year of Audit 15 (Fifteen)
Company like Construction of Railways, (fraction of the year to be
Roads/Highways, Airport, Metro Rail, Sea ignored)
Port, Power Projects etc. as
Statutory/Internal Auditors
9.0 Experience of the Firm as 2 (two) per year of Audit 12 (Twelve)
Statutory/Internal Auditors in Corporations (fraction of the year to be
owned /Controlled by Central/State ignored)
Government
Total points 100 (Hundred)
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ANNEXURE-E
COMBINED QUALITY AND COST EVALUATION
The lowest evaluated Financial Proposal (Fm) will be given the maximum financial score (Sf) of
100.
The formula for calculating the financial scores (Sf) of all other Proposals is determined as
follows :
Sf = 100 x Fm/ F,
Where,
"Sf" is the financial score of the proposal under consideration;
"Fm" is the quoted price of the lowest evaluated Financial Proposal; and
"F" the quoted price of the proposal under consideration.
The technical score (St) for each responsive proposal will be as calculated by evaluation
committee as per selection criteria (point allocation) as given in ANNEXURE C
The weightage given to the Technical (T) and Financial (P) Proposals are:
T = 70 % and
P = 30 %
Proposals will be ranked according to their total (combined technical and financial) scores (S)
using the weights (T = the weight given to the Technical Proposal; P = the weight given to the
Financial Proposal) as following:
S = St x T% + Sf x P%.
-----X-----
ANNEXURE-F
CHECKLIST
Bidders Name: .....................................................................
S. Items Description Reference Enclosed
N.
1. Tender Form in original (duly signed Form I of Section VI YES/NO
& stamped)
2. Details of Bidder in Form II (duly Clause 16 of ITB & Form-II of YES/NO
signed & stamped) Section VI
3. Form of Declaration in Form III Section VI read with Clause 5 YES/NO
(duly signed & stamped) (e) of NIT and clause 2.2(e) of
ITB
4. Declaration of Eligibility in Form IV Clause 6 of NIT and clause 2.3 YES/NO
(duly signed & stamped) of ITB
5. ECS - Form V (duly signed & Clause 2.3 of Section V: SCC YES/NO
stamped)
6. Firm certificate of registration issued Clause 5 (a) of NIT and Clause
by the Governing Body / Institute 2.2 (a) of ITB YES/NO
and copy of partnership deed.
7. Proof of registered address of the Clause 5 (b) of NIT and Clause YES/NO
firm. 2.2 (b) of ITB
8. Copy of letter of Award issued by the Clause 5 (c) of NIT and Clause YES/NO
client to be submitted as proof of 2.2(c) of ITB
satisfactory completion of one
similar work
9. Certified true Copy of audited annual Clause 5 (d) of NIT and Clause YES/NO
accounts to be submitted as a proof 2.2 (d) of ITB
of Professional Fees
10. Other certificates Clause 5 (e) of NIT and Clause YES/NO
2.2 (e) of ITB
11. Cost of Bid document Clause 1 of NIT read with YES/NO
Clause 3.0 of ITB
12. EMD / Bid Security Clause 1 of NIT read with 4.0 YES/NO
of ITB
13. Authorization letter in favor of Clause 6.0 of ITB YES/NO
person signing the bid documents
14. Registration Certificate of GST GCC Clause 8.1 YES/NO
15. Price Bid Part B read with clause 5.1 of YES/NO
ITB
16. Complete scanned bid document Clause 9.3 of ITB YES/NO
duly signed by bidder
(In case answer to any of the above is in 'NO', the bid shall be liable to be rejected)
*The Bid documents should be serially numbered and properly indexed
DEDICATED FREIGHT CORRIDOR CORPORATION OF INDIA LTD.
(A Government of India Enterprise under Ministry of Railways)
FINANCE DEPARTMENT
CIN: U60232DL2006GOI155068
INVITATION TO BID
Name of Work: Internal Audit of DFCCIL for FY 2018-19 to FY
2020-21 and Land Audit for FY 2017-18 to FY 2020-21
PART - B (PRICE BID)
Tender No. : HQ/F&AC/Apptt. of Internal Auditor/2018-19
to 2020-21
April 2018
Dedicated Freight Corridor Corporation of India Ltd.
5th Floor, Pragati Maidan Metro Station Complex
New Delhi - 110001
PART B
PRICE BID
The bidder is required to quote LUMPSUM PRICE for Professional ChargesAudit Fee in 3
Parts for the entire scope of Work as per clause 1.0 and 2.0 of Section III: Scope of Work as
under:
Part Particulars Amount in figures Amount in words
No. (Rs.) (Rs.)
I Annual Internal Audit
Fees for the financial
year - 2018-2019 and
Land Audit Fees for the
financial year 2017-18
& 2018-2019
II Annual Internal Audit
Fees and Land Audit
Fees for the financial
year - 2019-2020
III Annual Internal Audit
Fees and Land Audit
Fees for the financial
year - 2020-2021
Total
For Visits to Units, the Audit Team will be reimbursed, one time to & fro journey fare by Air or
Rail (Journey should be performed by the shortest route in the entitled class) and lodging &
boarding expenses. The entitlements for travelling, boarding & lodging expenses shall be as
detailed in the payment terms in Special Conditions to the contract (SCC). No additional payment
will be admissible on any account.
Goods and Services Tax (GST) on fees as applicable shall be paid extra.
Note:
Rates to be quoted in figures as well as in words. In case of difference between quotes in figures
and words, the quotes in words shall prevail.
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