The Indian Maritime University (IMU), a Central University under the Ministry of Ports, Shipping & Waterways, seeks bids for engaging a C&AG empaneled Chartered Accountant firm to conduct internal audits for its headquarters and campuses. The bid, listed under GeM Bid No. GEM/2024/B/5380120, must comply with the General Terms and Conditions for Financial Audit Services on the GeM Portal, supplemented by specific Additional Terms and Conditions (ATC). Bidders must submit their bids online at the GeM website before the specified deadline, ensuring all documents are signed and complete. IMU reserves the right to modify the tender, extend deadlines, or annul the bidding process. The contract, valid for one year with potential extensions, will require timely completion of audits and adherence to payment terms and penalties for delays or unsatisfactory performance. For queries, bidders can contact IMU via provided emails or phone numbers. All correspondence must be in English, and the bid documents should be thorough and accurate to avoid rejection.

Additional Terms and Conditions – IMU’s GeM Bid for
Engagement of C&AG empaneled Chartered Accountant Firm for Internal
Audit at Indian Maritime University (IMU- Headquarter) and its Campuses
GeM Bid No. GEM/2024/B/5380120

1. Introduction:

a. The Indian Maritime University-Headquarters (IMU-HQ), is a Central University, under the Ministry of Ports, Shipping & Waterways, Government of India. The University is inviting bids for Engagement of C&AG empaneled Chartered Accountant Firm for Internal Audit at Indian Maritime University (IMU-Headquarter) and its Campuses (Annexure-VI).

These Services through GeM shall be governed by General set of Terms and Conditions applicable to “FINANCIAL AUDIT SERVICES” as mentioned in GeM, subject to Additional Terms and Conditions (ATC) enumerated in this Document.

b. Clarifications: For any queries with regard to terms and conditions of this tender, please write to [email protected] and [email protected] (with a cc to [email protected]) or can be contacted at 044-24539020 (IVR Ext:221) / 9840981612 during working hours.

c. Bidders shall ensure that their bids, complete in all respect, should be uploaded online in the GeM Portal before the closing date and time.

d. Bids shall be submitted online only at GeM website: http://gem.gov.in/. Bidders are advised to follow the general instructions for the e-submission of the Bids online through the Government e Marketplace.

e. Intending bidders are advised to keep visiting the GeM Portal & IMU’s website for any Corrigendum / Addendum/ Amendment etc., issued if any.

f. At any time prior to the last date of receipt of bids, University may for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the tender document by an amendment/Corrigendum/Addendum.

2. Instructions to Bidding Firms:

a. Bidders are advised to satisfy themselves about the quantum of work before submitting their bids; no extra charges consequent on any misunderstanding or otherwise shall be allowed.

b. Canvassing directly or indirectly in connection with the Bid is strictly prohibited and Bids submitted by the Tenderer who resort to canvassing will be summarily rejected.

c. All Documents attached with the bid are to be duly signed by the authorized signatory. If required, IMU may insist on notarized copy or ask to produce originals to ascertain the veracity of the documents. IMU also reserves the right to ask for more proof to corroborate the eligibility declarations.

d. The bidders shall submit all details, documents etc., as required in the bid document duly signed on each page. In case bidder fails to do so, IMU-Headquarters reserves the right to reject the bid without seeking any further clarification. All the pages of bid document including the documents enclosed with it should be serially numbered and signed in all papers including annexures/supporting documents, if any.

e. IMU- Headquarters at its sole discretion reserves the right to extend last date of submission of bid and the same shall be updated in GeM portal.

f. IMU-Headquarters reserves the right to annul the bidding process at any time without any liability for such annulment, without assigning any reason there to.

g. IMU-Headquarters reserves the right to invite revised bids with or without amendment at any stage without any liability for such invitation and without assigning any reason thereof.

h. Bidder who submits more than one bid will be disqualified.

i. All documents should be certified by the Bidder.

3. Response to queries and issue of amendments:

a. IMU will respond to any valid request for clarification, received one week prior to the last date for submission of bid. IMU’s decision is final and binding with regard to interpretation of terms used or other bid contents.

b. IMU may, for any reason, suo-motu or in response to a clarification by a prospective bidder or bidder, can modify the bid documents by Amendments (through Addenda / Corrigenda etc.)

c. Any such Amendments will be informed through IMU website/GeM Portal. All the bidders who had downloaded the Bid Document shall verify, whether any such amendments have been issued by IMU, before submitting their bid and shall take cognizance of and include such amendment(s) in their submission. In any case, the amendment(s), if any, shall be binding on the Bidder.

d. Any such corrigendum/addendum shall be deemed to be part or incorporated into this GeM bid document.

e. In order to provide prospective bidders reasonable time for taking the Corrigendum / modifications into account, IMU may, at its discretion, extend the last date for the receipt of Bids. However, no such request in this regard shall be binding on IMU.

4. Completeness of Tender:

The Bidder is expected to examine all instructions, forms, terms and conditions and deliverables as per Annexure –V in the tender document. Failure to furnish all information required by the tender documents or submission of a tender offer not substantially responsive in every respect to the tender documents will be at the bidder’s risk and may result in rejection of its tender offer. The tender offer is liable to be rejected outright without any intimation to the bidder if complete Information as called for in the tender document is not given therein, or if particulars asked for in the forms / proforma in the tender are not fully furnished.

5. Cost of Bidding:

The bidders shall bear all costs, efforts or their time associated with the preparation and submission of their bids and the IMU will in no case be responsible or liable for those costs / efforts / time, regardless of the conduct or outcome of the tendering process or the cancellation, if any, of tender by IMU, due to any reason whatsoever and at any stage of the tender.

6. Language of Proposal & Correspondence:

The tender, and all correspondence and documents, related to the tender, exchanged between the bidder and IMU should be in the English language only. If the bidder along with their offer furnishes any printed literature written in any other language, such documents should be supplemented with their English translation also duly attested by the Translator and the Firm. The contents in the English translated version alone shall be taken into consideration.

7. Tender Validity:

a. Tenders shall remain valid for 90 days from the date of opening of Bids. A proposal valid for a shorter period may be rejected by IMU as being non­responsive. During the period of validity of Proposals, the terms and conditions mentioned shall not change and any such request may lead to denial of the award.

b. In exceptional circumstances, prior to the expiry of the original tender validity period, the IMU may request the bidder to extend the period of validity for a specified additional period. The request and the response thereof shall be made in writing through E-mail or Post. A bidder agreeing to the request will not be required to nor permitted to modify his tender, but will be required to extend the validity of his tender for the period of extension. In case a bidder is not agreeing to the request of the IMU for extension of validity of the tender, then his tender will not be processed further and the portions of his tender which have not been opened will be returned to them unopened as the case may be.

8. IMU’s Right to accept and to reject any or all proposals:

Notwithstanding anything else contained to contrary in this Tender Document, IMU reserves the right to accept or reject any Bid or to annul the bidding process fully or partially or modifying the same and to reject all Proposals at any time prior to the award of work, without incurring any liabilities in this regard.

9. Rejection of Bids:

The bids will be rejected on following grounds:

(a) If any of the eligibility criteria as per the qualification criteria is not met.

(b) If tender terms and conditions are not met.

(c) If bidder gives wrong information in the bid.

(d) Non submission of documents as requested in ATC

(e) Canvassing in any form in connection with the bids.

(f) If the bid is incomplete /partial bid/ conditional/unclear in any form.

10. General Terms & Conditions

a. The successful Bidder on acceptance of his Bid by accepting authority and signing of the contract consisting of the GeM bid document and all the other relevant documents including additional conditions if any forming the Bid as issued at the time of invitation of bidding and acceptance thereof together with any correspondence leading there to, shall commence with the internal audit of the F.Y. 2024-25, within 10 days receipt of the award of GeM contract.

b. The audit of each IMU Campus should be done at least with one qualified Chartered Accountant and assistant, in half yearly basis (i.e. Apr to Sep – By 15th Oct & Oct to Mar – By 15th Apr of that FY). The dates for completion of Audit for the year 2024-25 shall be indicated in the award letter/ under mutual consent with the Finance Officer.

c. IMU has Guest House/suitable accommodation facility in almost all of the IMU Campuses, where the accommodation will be provided.

d. TA/DA eligibility for the Auditors are listed in the table below:-

e. The agency shall not sublet the work or part of the work.

f. Payment Terms:

i. Payment for the services will be made on half yearly basis, only after successful completion of audit related other work and submission of related reports etc., upon certification by IMU-HQ F&A section in this regard. TDS will be deducted as per rules.

ii. The Tax Invoice raised by the service provider must be in compliance of relevant GST acts, rules & notifications made thereunder and should bear the IMU-HQ’s GST Registration no. 33AAAAI2610K2Z3. The rate and amount of CGST, SGST, IGST and GST (Compensation to state) cess, related to supply of goods, shall be shown separately in tax invoice for each item of supply. In case the Service provider has opted for composition levy, the Bill of supply shall be raised by him in compliance of relevant GST Acts, rules & notifications made thereunder.

g. Contract Period:

i. The contract is valid for a period of one year from the date of issuing Work Order and can be extendable on satisfactory performance One year at a time for a further period of TWO years with the existing terms and conditions and fees. (Total 3 years)

ii. The contract can be terminated at any point of time if the services of the Firm are not found satisfactory, by giving 30 days’ notice. In such an event, the work shall be done from another agency at the risk & cost of the defaulting Firm.

h. Penalty Clause:

i. The above payment terms are subject to timely and satisfactory completion of all the activities certified by the Finance Section, IMU-HQ. In the event of delays on the part of the Firm not attributable to IMU or to Force Majeure causes, IMU shall have the right to make ‘cuts’ in payment at the rate of 1% of the amount payable for each day of delay but not exceeding 10% of the Work Order Value after giving a 3-day notice to show cause against the same.

ii. In the event of unsatisfactory performance or non-performance of any of the steps/activities not attributable to IMU or to Force Majeure causes, IMU shall have the right to withhold the corresponding payment for the activities either fully or partly after giving a 7-day notice to the Vendor to show cause against the same, and to take such other legal action to make good the losses caused by the Vendor to IMU. Penalty shall be decided by IMU without any ceiling but not more than awarded value. IMU shall also have the right to terminate the contract altogether (upon which the Security Deposit paid by the Vendor shall stand forfeited) and to entrust the remaining work to another Vendor.

iii. The contract may be terminated with a 30 days’ notice, before the expiry of contract period owing to deficiency in service or any other reason whatsoever by IMU. The Service Provider has to give 90 days’ notice in case they want to withdraw/terminate/not willing for further extension, failing which SD, EMD, Retention money and pending bills will be forfeited.

Download Full Tender Document: