Gwadar Port AuthorityPak- China Friendship Road

Gwadar

TENDER DOCUMENTS

Preparation of DetailedGPA Accounts and Complete

AuditingBy Chartered Accountants

c) At outset, the operations of Gwadar Port were transferred to a private party under

a Concession Agreement w.e.f February 2007 and almost all assets created under2

b) III the beginning the project accounts of GPA were prepared on single entry

system; however, during 2006, the accounts were converted on Double-entry

system and accounting software was developed, taking the balances of accounts of

previous period. At present, all accounting entries are being made through the

Accounting Soft ware and the same is running satisfactorily.

2002 with the assistance of China and 'wascompleted 011 30th June 20 J O.The cost

of project amounting to approx Rs. ]7 Billion was jointly financed by

Governments of China and Pakistan. The part Iof project works namely Marine

Works were completed by the Chinese Finn MIS CIlEC, whereas part II namely

Shore civil works were done by Pakistani firms. The foreign currency financing

was arranged frOI11 China under some financing agreement and all payments to

Chinese contractor as well as consultants were released directly through Chinese

bank. The payments to Chinese firms were made in ]2 installments on the basis of

milestones achieved and certified by the Project Director GPA. The mentioned

project worth Rs. ]7 Billion had already been audited satisfactory.

1.1.2 Profile:

a) The Gwadar Port Authority is the 3,d Port of Pakistan, located at Gwadar coast on

the western Balochistan having a road distance of approx 630 KM from Karachi.

The project i.e. Gwadar Deep Water Port Project (GD\VPP) was started during

1.1.1 Offers arc invited from reputable nccountin]; und uudit films for SUbmitting technical

and financial proposals lor prcpnrntion of' detailed uccounts or Gwadar Port Authority and

complete auditing by Chartered Accountants registered with ICAP. This document will form

the basis of contract between the OrA and the selected accounting and audit firm.

1.1 General

I. Letter of Iuvitntlon (LOJ)

Preparation ofddnil('d CPA "0 \ (','()uJlL'l uud auditing by

Chartered Accounts

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1.1.3 The interested parties shall have sufficient knowledge and experience for such works

and should have sufficient knowledge of the area. It is suggested that before submitting

proposals a visit of the area and the organization may be helpful in understanding the tasks,

the location and other aspects. GPA will however, take no responsibility for such visits, but

wouJd be available for any background and necessary data and information.

i) East Bay Express Way Project

ii) Up- gradation GPA Housing Complex Project

Iii) Mullah Band Port Allied Project (OPA Business Service Complex)

iv) Pak-China Vocational Training Institute Project

v) CPEC Support Unit

vi) Feasibility Study of Break Water Project

vii) Feasibility Study of Petroleum / Petro-chemical Terminal & Dirty dry Bulk

Terminal Project

viii) Rehabilitation of Auction Hall of Gwadar Mini Port

d) The interested parties shall audit the following project accounts which are

functioning under the supervision ofGPA accordingly.

the project except a few ones were transferred to the company for a certain period

of time on BOT basis. Meanwhile the said agreement was breached and entered a

new Concession Agreement w.e.f. May 2013 to Mis China Oversea Ports Holding

Company (COPHC).

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1.2.8 Financial proposals of only those firms who have been declared as technically

qualified wiU be opened publicly at a time, date and venue which

will be announced by OPA and notified to all successful bidders. The financial

proposals of the Firms who were not technically qualified will be returned unopened

to respective bidders.

1.2.7 The firms scoring 70% or above points will be declared technically qualified.

t .2.6 The technical proposals will be evaluated in accordance with the specified evaluation

criteria given in these documents by the "Tender Evaluation Committee" appointed

by OPA.

1.2.5 After the deadline for submission of proposals, the technical proposals wiUbe opened

immediately by the "Tender Evaluation Committee".

1.2.4 The completed proposals must be delivered at the submission date given in the Tender

Notice. Any proposals received after the closing date and time for submission of

proposals shall be returned unopened.

1.2.3 An authorized representative of the firm shall initial all pages of the finanoial

proposal. The representative's authorization is to be confirmed by an "Authorization

Letter" accompanying the proposal.

l.2.2 The proposal shall be prepared in indelible ink, It shall contain no overwriting, except

as necessary to correct errors made by the Finn itself. Any such corrections must be

initialed by the authorized person (s) of the firm.

1.2.1 The "Single stage two envelopes" bidding procedure will be adopted for receipt,

opening, and evaluation of the proposals, as given in the succeeding paragraphs. The

envelopes shall be marked as "TECHNICAL PROPOSAL" and "FINANCIAL

PROPOSAL" in bold and legible ink to avoid confusion. Both envelopes shall be

sealed and the two envelopes shall be placed in a single package, also sealed.

1.2 Bidding Procedure

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1.2.12 The Bids received from the Eligible Bidders shall then be evaluated by the "Technical

Committee / The Technically Member of the Procurement Committee." The

Technical ProposaJ shall be evaluated Package-Wise on technical specification /

requirements in the line of ICAP rules though comparison minimum required

technical qualification (as stated in the Data-Sheet) compared with specifications

mentioned in the Technical Bid. Bids conforming to the required specification /

technical requirements shall stand Responsive, hence will qualify for Financial Bid

opening. All proposals shall be categorized as:

i) Responsive Proposals

ii) Non-Responsive Proposals

1.2.11 Proposals from Ineligible Bidders shall be declared "Non-Responsive", consequently

shall not be accepted for any further evaluation"

i) Their Financial Proposals shall be returned without being opened.

ii) Their Bid security shall be released upon their written request.

i) Eligible Bidders

ii) Ineligible B.idders

1.2.10 Selection of the successful bidder(s) shall be based on the Least-Cost Selection

Method which means, "Technically responsive, lowest financial bid, received from

Eligible Bidder" (as specified under the heading of the "Letter of invitation for Bids­

Eligibility Criteria for Bidders" and Bidders shall be categorized as:

1.2.9 The Firm giving lowest rates among technically qualified firms will be considered for

award of contract and will be called for further discussion and necessary action.

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Assistant Director (Accounts)Gwadar Port AuthorityPh: 0869200426

864200408

1.3.8 The technical and financial proposals should be submitted at the following address to

be received on or before~ up tolv /l<m. Any proposal received after this date and

time will not be accepted. No excuses on account of communication or transportation

problems will be entertained.

1.3.7 The GPA reserves the right to accept any proposal or reject all proposals on genuine

grounds which will be intimated to any participating party on demand.

1.3.6 The firms will be required to certify that they have not been black listed by any

Government agency in the past and also indicate the details of any dispute with any

Government agency, if any.

1.3.4 The remuneration to be received for the subject work will be subject to tax deductions

as per Government rates prevailing at the time of payment.

1.3.5 The earnest money equal to 2% of the quoted rates must be submitted along with

technical proposal in the shape of Pay Order or Bank Draft in the name of Gwadar

Port Authority without which the offers will not be valid for acceptance.

1.3.3 The Financial proposal must be inclusive of all overheads, fees, duties, taxes, profits

and other charges. No amount over and above the quoted rates will be paid by GPA.

1.3.2 Regarding personnel, a certification is required to be submitted conforming that they

are employees of the tendering firm or their services have been acquired for

completion of this assignment. The CVs of the personnel will have to be signed by the

persons themselves, endorsing and confirming their availability for the subject work.

1.3.1 The cost for preparation of proposals including cost of visits etc is not payable

Ireimbursable.

1.3 Instructions to the Tenderers/Bidders

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e) Study the Financial Agreements entered between Government of Pakistan and

COPRC regardi 9% of Gross Revenue as share ofGPA on port operations and 15%

d) Examine and review all accounting entries recorded in the books to ensure that

these are in line with universally accepted accounting procedures and guidelines

issued by Government through AGPR or other agencies.

c. Examine the Bank statements and other payment documents including local /

foreign transactions on account of aids/grants/loans given by the Government.

-each financial year from l" July and ending at 30th June.

b. Examine and organize all accounting data from July 2016 to June 2018, for

a. Study and review the accounting system adopted by GPA in the past and at

present.

2.2 To accomplish the above tasks the firm would need to study and examine the

following:

b. Carrying complete audit of the accounts through qualified chartered

accounting finn enlisted in ICAP and fulfilling the requirements of chartered

accountants ordinance and keeping in view the requirements of GPA Ordinance 2002

and guidelines provided by AGPR, P&D Division and Finance Division.

a. Preparation of year wise accounts of Gwadar Port Authority from the financial

period July 2016 to June 2018 (It can be extended for further three (03) years). The

Accounts are to be prepared on double entry system as per universally accepted

standards and procedures and keeping in view the instructions and guidelines of the

Government given through AGPR, P&D Division and Finance Division's.

2.1 The scope of work comprises o_fthefollowing main tasks.

2. Scope of Work / Terms Of Reference.

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-I) Study and examine the PC-IV oftbe projects.

k) Study and examine the original PC-I and PC-IV of the completed / ongoing

projects and revisions made from time to time.

j) Study and examine observations made by various Government agencies on the

accounts of GPA including P&D Division, Finance Division, AGPR, Commercial

Audit and other agencies.

i) Study and examine the main contracts given by GPA for different components

of GPA.

h. Discuss with the concerned officers dealing with projects matters namely P&D

and Finance Directorates.

g) Study the guidelines provided by relevant Government agencies including

P&D Division, Finance Division and AGPR regarding compilation and maintenance

ofGPA's and its related projects accounts

f) Study the Concession Agreement entered between GPA and concession

holder regarding transfer of assets/operations.

of Gross Revenue as GPA Share on Free Zone operations as per Concession Agreement and

would suggest an appropriate accounting system in this regard.

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•

d)Understanding oftbe work.

The bidding firm may demonstrate its 5 marks

understanding of the work through a concept

paper, enumerating all activities involved in

completing the work, documents/information

to be collected, time period required,

techniques to be applied by them /n

collecting, organizing and compiling/the

minimumof 7 years of experienceof Accountscompilation.

• At least two qualified accounts/auditofficers having qualification of not less thanB.Com with at least 7 years experience of 5 marks for each

workingin the fieldof accounts/Auditing(Note: Minimum 45 points would be thequalifyingcriterion)

Accountant duly registered with ICAP andfulfilling the requirements of CharteredAccountantOrdinance.

• At least one qualified accountingexpert(ICMAIFCMAJCA or equivalent) with 5 marks for each

10 marks

,_

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30At least Two qualified Chartered 15 marks for each

• Two marks for complete ]0

Auditing

• Two marks for Accounts 10compilation

c) QualificationslExperience of personnel

b) Experience ofthe firm

One mark for each year of 5

establishment

a) Establishment ofthe firm

TotalMarking criteriaFactor

3.1 The Technical Evaluations of t_heTendering firms will be carried out on the basis of

following factors.

3. Tecbnical Evaluations oftbe Tendering firms

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3.3 The firm, among the technically qualified firms, submitting lowest rates will be

considered for awarding the work.

3.2 The Technical Evaluations of the Tendering firms will be done by a Technical

Evaluation Committee on the basis of Technical proposals submitted by the firm and firms

securing 70% or more will be declared as qualified and financial proposals submitted by them

will be opened. The firms securing less than 70% marks will not be eligible and their

fmancial proposals will not be opened and returned to them. (Note: The minimum

requirements given at para c above (i.e. minimum 45 points out of 60 points under this factor)

must be met; otherwise the firm will not be technically qualified even if they have secured

total marks of 70%)

data, the accounting reports and statements

to be prepared and the no and quality of

personnel to be deployed by them to.complete the work.

e) Experience of working in similar 5 marks

environment. 5 marks

(The tendering firm may indicate if they

have completed any project of such nature in

Gwadar or in Port Operations in the past.

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4.7 If the completion of work was delayed, because of unexplainable and unacceptable

reasons, beyond the stipulated completion period of 03 months, LD Charges @ 0.50% of the

contract value or Rs.5000/- per day (whichever is on higher side) for each day of de!ay will

be charged subject to a total of 5% of contract value.

4.6 The General Terms and Conditions of Tendering prescribed by Pakistan Engineering

council I GGRA I ICAP for such tenders shall be applicable.

4.5 Any dispute and difference arising out of this agreement shall be settled amicably

between the two parties to the contract with mutual discussion and consultation. However if

the same was not possible, the matter shall be referred to Chairman GPA for a decision,

whose decision shall be final.

4.4 The officers I staff to be deployed by the firm should be with clear record and may

require prior security clearance from local administration.

4.3 Payment of contract amount will be made on the basis of targets achieved as

stipulated in the financial proposal.

4.2 GPA will not provide accommodation to the team of selected firm and they will be

responsible for meeting cost of food and other expenses.

4.1 The selected firms will be requ_iredto complete the entire work within a period of 03

months after signing the contract or awarding letter, whichever is earlier.

4. Special Terms and Conditions

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Under this heading list all positions held by staff members since graduation, giving dates,

names of employing organization, title of positions held and locations of assignments.

Indicates experience in Accounting and Software related projects during last 10 years, also

give types of activity performed and client reference, where appropriate.

Experience Record:

Education:

Under this heading, summarize professional qualifications, college / University and other

specialized education, of staff member giving names of school, dates attended and degrees

obtained).

(Under this heading, give outline of staff members experience and training most pertinent to

assigned work on proposed team. Describe degree of responsibility held by staff member on

relevant previous assignment and give dates and location.

Key Qualification:

Nationality Proposed Position of Team: _

Firm:------withYearsProfession:------------------------

Name: ------------------------------

FORMAT OF CURRICULUM VII AE

FOR MEMBERS OF THE TEAM.

APPENDEX - 3

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5.3 Security Deposit. The successful bidders will need to submit 10% performance

security prior to starting the work which shall be returned 03 months after completion of

work.

50%

c. Complete audit of the accounts (at least two chartered

Accountant) for the FlY July 2016 to June 2018

20%b. Preparation of Financial statements and other

Reports given in the TORI Scope of Work

30%

a. Collection and Compilation of accounts

And preparation of accounting balances

From July 2016 to June 2018

5.2 The payment of contract amount will be made on achieving targets as under:

Terms of Payment.

Total

a. Preparation ofGPA accounts July 2016 to

June 2018 and related works

b. Complete audit ofGPA accounts July 2016 to

June 2018.

Amount

Bill of Quantities

The tendering firm may submit their .financial bids for the following components of work

subject to strictly in the line of lCAP rules (Relevant documents must be attached with Bids

documents).

Financial Proposal