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NAME OF WORK: TENDER FOR CONDUCTING ENGINEERING SURVEY

(BOUNDARY TOPOGRAPHICAL AND CONTOUR) OF

THE ENTIRE INNER HARBOUR AREA AND

PROVIDING PERMANENT BENCH MARKS IN

CHENNAI PORT TRUST INCLUDING RAJAJI SALAI

AND TONDIARPET HOUSING COLONY

TENDER NO. T / LBS 4/ 58 / 2014 / E

Cost of tender Form : Rs 500/- Plus 5% VAT

Date & Time for submission : Not later than 15:00 hrs on

of tender 05.12.2014

Tender opening Date : Not before 15:15 hrs on 05.12.2014

CIVIL ENGINEERING DEPARTMENT www.chennaiport.gov.in

CHENNAI PORT TRUST

TENDER FOR CONDUCTING ENGINEERING SURVEY (BOUNDARY TOPOGRAPHICAL AND CONTOUR) OF THE ENTIRE INNER HARBOUR

AREA AND PROVIDING PERMANENT BENCH MARKS IN CHENNAI PORT TRUST INCLUDING RAJAJI SALAI AND TONDIARPET HOUSING COLONY

CONTENTS

Sl . No. Description Page No

1 SECTION – I Instruction to Bidders 3

2 SECTION – II General Conditions of Contract 24

3 SECTION – III Terms of Reference 35

4 SECTION – IV Schedule of Drawings 40

5 Appendix – A Details of Land Belonging To Chennai

Port Trust (To Be Surveyed)

45

6

Annexure – I Format for furnishing Bank information

for E-Payment

46

7 Form of Bid 48

8 Price Bid 51

CHENNAI PORT TRUST

TENDER FOR CONDUCTING ENGINEERING SURVEY (BOUNDARY TOPOGRAPHICAL AND CONTOUR) OF THE ENTIRE INNER HARBOUR AREA AND PROVIDING PERMANENT BENCH MARKS IN CHENNAI PORT TRUST INCLUDING RAJAJI SALAI AND TONDIARPET HOUSING COLONY

SECTION - I

INSTRUCTION TO BIDDERS

1. INTRODUCTION

1.1 Background

India’s seaports are the principal gateways to the country.

Chennai Port, the third oldest port among the 12 Major Ports, is an

emerging hub port in the East Coast of India. This gateway port for

all cargo has completed 132 years of glorious service to the Nation.

Situated on the Coromandel coast of South-East India, the Port of

Chennai has a rich tradition of maritime trade and well connected

with Major Ports of the world. It is today one of the Principle Ports

on the Indian subcontinent and is committed to efficiency through

innovation.

1.2 Information on Chennai Port

Land is one of the important resources with the Port Trusts for

increasing then traffic and trade. The lands belonging to Chennai

Port Trust are at various locations within the Port.

The lands are being used for

- Port Trust operations,

- Administrative, Hospital and Security Buildings

- Residential quarters,

- Utilities building construction

- Railway buildings and

- Storage yards

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In order to conduct topographical survey and contour for the Port

land in Chennai Port Trust, the topographical survey and contour of

entire inside port areas (inner harbour area) and Rajaji salai and

Tondiarpet Housing Colony the tenders have been invited. The work

involves carrying out a detailed engineering topographical survey

and contour for the above said locations.

1.3 Objective & Scope of Assignment

The Terms of Reference lists the objectives & detailed scope of the

services to be provided by the selected Surveyors, hereinafter

referred to as “the Services”. Bids are invited from Surveyors who

are experienced in topographical surveys and contour of Lands,

Buildings, (Bidders) for providing the Services as per the terms and

conditions stipulated in this Bid Document.

Scope of work – General

The work involves carrying out a detailed engineering topographic

survey and contour for entire inside port areas (inner harbour area)

and Rajaji Salai and Tondiarpet Housing Colony.

The bidders shall carry out the topographical survey and contour

for approximately 720 Acres of area, using total station and

prepare plans (Maps) on a suitable scale taking, capturing all

physical features like buildings, transit sheds, ware houses, railway

tracks, roads, yards, docks, wharf, jetties, Breakwaters, trees,

lighting poles, electric lines, telephone lines / poles, Overhead

tanks, Ground Level tanks, water lines (visible on ground), pump

rooms, storm water drains, wells, fences, compound wall and allied

structures, etc., are to be furnished.

The broad scope of work through TSM (Total Station Machine) survey

method is as follows:

a) Boundary demarcation of natural boundaries, buildings, plots,

pillars, social infrastructure, Major & Minor roads, streets, other

major landmarks, latitude and longitude, prominent structures,

individual plots, building / plot number on ground and off ground

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water front, electrical poles, Railway tracks etc., along with latitude

and longitude with width (including plots within the boundary with

areas of individual plot and its area)

b) Fixing co-ordinates of all points of the boundary – wherever there is

a change in the orientation of the boundary or where ever it’s

necessary, co-ordinates / points are required to be taken with the

TSM survey machine.

c) Providing plot details as given by Revenue department on the

boundary map demarcated – Revenue plot details are available with

Chennai Port Trust.

d) Providing all other surrounding features like roads, prominent

structures, land marks, etc., on the map while fixing the

boundaries.

e) Plotting of the UTM co-ordinates to create a seamless Port boundary

in CAD / SHP file format and submission of RAW (for Rover and

Base) as well as Post – Processed / real-time differentially corrected

(for Rover) DGPS reading (along with source file, all error charts and

outputs) at each BP along the periphery of the notified Port

boundary, in RINEX and native format (9 decimal places in degrees

for Latitude and Longitude including height above MSL and HAE in

meters) with area and perimeter.

f) The survey can also be performed using DGPS in real-time or post-

processed mode. However the survey must be performed using TS

in GPS shadow areas, and data shall be duly geo-referenced using

GCPs collected by dual frequency DGPS receivers.

Procedure for Survey

The survey procedure to be followed is Total Station and DGPS.

Total Station Survey

a) Follow the procedure detailed as mentioned in DGPS survey. Each

BP must be fixed from at least 2 known locations.

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b) Geo-reference / plot the data using GCPs. GCPs shall be collected

using dual frequency DGPs receivers in real-time as per procedure

detailed above in DGPS survey.

c) The accuracy desired is 5 mm/km and angles to 1o / 360o.

d) The distance between the Total Station and the target shall not be

more than 100 m.

DGPS Survey

a) The Survey shall be carried along the Port area & within the

boundary which is invariably shown by the concerned official of

Chennai Port Trust with reference to the layout maps.

b) The survey should preferably by started from the first BP (Base

Point) which is well defined.

c) In case real-time DGPS rovers are used, the Dual Frequency DGPS

can be used alone and reading taken when accuracy is within

25 cm.

d) The height above Mean Sea Level (MSL) shall also be recorded for

location.

Conditions to be observed for Survey

a) As far as possible similar DGPS instruments shall be used for

collection of GCPs and all DGPS equipment must be set-in to GCS –

WGS84 Datum uniformly.

b) RAW and post-processed DGPS readings along with original source

file for each location shall be submitted. As soon as the work is

completed, in case to TS, original downloaded file and a CSV file

must be submitted along with raw data clearly depicting the

occupies station, back station and the co-ordinates in NEZ format.

Specification of TSM Survey Machine

• Least count should be 1 sec with an accuracy of 5 mm.

• With proper calibration certificate.

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Specifications of DGPS Machine

• Must be of Dual frequency taking L1 & L2 channels.

• Must be able to work in RTK mode with Radio connections.

• Minimum 72 channel parallel tracking receiver.

• DGPS must be activated for receiving both GPS and GLONASS

Satellites.

Contouring

• The bidder shall carry out spot level surveying at an interval not

exceeding 25 m for contouring the area. Levels shall also be taken

on all traverse stations and on salient points located at random over

the area (ground points). Contours are to be interpolated at 0.5m

intervals after the above points are plotted. The contours shall not

be just interpolated but properly surveyed on the ground so that

features falling between the two successive levels are also picked

up. Sufficient points properly distributed over the entire area shall

be located and levels taken so that accurate contouring can be done

at places of sharp curvature or abrupt change in direction and

elevation, points selected shall be close to each other. Salient points

on ridge lines and valley lines shall also be measured.

Preparation & Submission of Survey Maps

• The bidder shall submit key plan of the site in 1:5000 scale. All

plans, indicating the contour lines, demarcating all permanent

features like roads, buildings, railway tracks, transit sheds, ware

houses, yards, docks, wharf, jetties, trees, lighting poles, electric

lines, telephone lines / poles, water bodies, pump rooms, storm

water drains, fencing, compound wall, allied structures, etc., Any

specific details shall be submitted in 1:5000 scale. Contour Plan

with contour drawn at 0.5m interval for specific feature.

• All the maps and drawings should be prepared in digitized forms

using Inkjet / Pen plotter and standard computer software like

AutoCad (latest version) on standard A0 size polyester base film.

The block of all the drawings should be as per the instructions of

Chennai Port Trust.

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• Contour maps at site – The grids for the survey work shall be

established in N-S & E-W direction (Corresponding to magnetic

North) and the survey reference shall be spheroid WGS 84

• The bidder shall submit three hard copies and two soft copies in

CD/DVD of all draft reports for review and approval of Chennai Port

Trust.

• After approval, specified prints of all the final maps on polyester

base film / high quality paper along with two sets in soft format in a

CD/DVD shall be submitted.

Drawings

All drawings shall be prepared on AutoCAD. The AutoCAD

drawings shall have different layers for different features like

buildings, transit sheds, ware houses, railway tracks, roads, yards,

docks, wharves, jetties, trees, lighting poles, electric lines, telephone

lines / poles, water bodies, pump rooms, storm water drains,

fencing, compound wall, allied structures, etc., as instructed by

Engineer in-charge.

X, Y, Z co-ordinates of all spot / ground points shall be provided in

CSV file as directed by Engineer in-charge with point numbers and

feature coding as per list of codes given by Engineer in-charge.

The drawings should contain the following details.

• Marking of boundaries of different kinds of feature like buildings,

transit sheds, ware houses, railway tracks, roads, yards, docks,

wharves, jetties, trees, lighting poles, electric lines, telephone lines

/ poles, water bodies, pump rooms, storm water drains, fencing,

compound wall, allied structures, etc.,

• Spot / ground levels at not exceeding 25m intervals (with grid) and

at sudden changes in levels and all features or as directed by

Engineer in-charge.

• Marking outer dimension of all built up area with plot details and

residential and commercial buildings etc., within survey limits.

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• Details of land along the route and their uses such as residential

areas, commercial areas, green areas, vacant lands etc.,

• Type of building such as temporary, permanent including number

of storeys and basement details.

• Survey of Level crossings (if any) with their numbers, class, manned

or unmanned with their structural details, angle of crossing and

road & rail levels.

• Levels at important locations like road junctions, area where there

are major undulations of the ground etc.,

• Details of Railway tracks including take off points, curves,

transitions, crossings etc.,

Any other structure or details which the bidder feels important and

or as instructed by Engineer in-charge.

1.4 The Contract period is 90 days from the date of placing work order

for the assignment as detailed elsewhere in the Bid document.

2. (Blank)

3. Qualification of the Bidder

The qualifying criteria is as under:

(i) Topographic Survey with contour & mapping using total station and

/ or DGPS, High Definition Survey (HDS) and experience of having

successfully completed similar works during last 7 (seven) years

reckoned from the due date for submission of bid:

a. Three similar completed works each costing not less than 40% of

the present estimated cost ie.Rs.5.04 lakhs (or)

b. Two similar completed works each costing not less than 50% of the

present estimated cost ie. Rs.6.30 lakhs (or)

c. One similar completed work costing not less than 80% of the

present estimated cost ie. Rs. 10.08 lakhs

The bidder has to furnish necessary documentary evidence in

support of this. The bidder shall submit the successful completion

certificate from the owner of land / organization for which the

bidder has done the work.

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(ii) The bidder shall carryout work with qualified surveyors /

competent Surveyors, Engineers, labours and all other incidental

items as may be necessary for successful completion of the

topographic surveying with contour & mapping work.

(iii) The average turnover of the bidder in survey related projects, as

mentioned above should be more than Rs.5 lakhs in the last three

financial years.

(iv) The bidder should have sufficient number of skilled and competent

manpower. The bidder should submit the qualification of the

manpower to be used for survey.

(v) In the absence of requisite documents, Chennai Port Trust reserves

the right to reject the bid without making any reference to the

bidder.

(vi) The bidder should possess and hire all necessary surveying

instruments and all other tools, equipments (proof of latest

calibration certificate to be attached) and materials, scaffoldings,

necessary transport and all facilities with them in adequate

quantity to complete the work, which shall be minimum of the

following:

a. One hand held GPS having accuracy + or - 3m or better.

b. Two Auto levels with all necessary accessories.

c. One DGPS (dual frequency with at least 12 channels) and two total

stations of 2 seconds accuracy or better with all necessary

accessories.

d. A computer with latest AutoCAD, latest MS Office and other

necessary packages for preparation of drawings etc.,

e. Software for downloading & preparation of L-Section such as Auto

plotter or similar etc.,

(vii) The offer of the agency not qualifying the above all criteria will

summarily be rejected without assigning any reason.

4. One tender per Bidder

Each Bidder shall submit only one tender purchased in their name.

A Bidder who submits more than one tender will be disqualified.

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5. Cost of Tendering

[a] The Tender set is sent along with the letter for intimation of short

listing of firms. The cost of Tender set is Rs.500/- + 5% VAT which

shall be paid in the form of Demand Draft or Bankers Cheque.

Submission of Tender in the name of Chairman, Chennai Port

Trust.

[b] The Bidder shall bear all costs associated with the preparation and

submission of his tender and the Board will in no case be

responsible or liable for those costs, regardless of the conduct or

outcome of the tendering process.

6. Site Visit

6.1 Any site information given in this tender document is for reference

only. The Bidder is advised to visit and examine the site of works

and its surroundings and obtain for himself on his own

responsibility all information that may be necessary for preparing

the tender and for the execution of the assignment.

The bidder shall be deemed to have inspected the site and its

surroundings beforehand and taken into account all relevant

factors pertaining to the site in the preparation and submission of

the tender.

The costs of visiting the site shall be borne by the Bidder.

Permission, if required, to visit the site will be given during the

tender period on application to:

The Superintending Engineer (LBS),

3rd Floor, Administrative Office Building,

Chennai Port Trust,

No.1 Rajaji Salai, Chennai – 600 001.

Telephone: 044 – 2536 9365; 044 – 2531 2367

Fax : 044 – 2536 0968

6.2 The Bidder and any of his personnel or agents will be granted

permission by the Engineer to enter upon his premises and lands

for the purpose of such inspection, but only upon the express

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condition that the Bidder, his personnel and agents, will release

and indemnify the Engineer or his representatives from and against

all liability in respect of such inspection and will also be responsible

for death or personal injury, loss or damage to property and any

other loss, damage, costs and expenses incurred as a result of the

inspection.

6.3 It is the responsibility of Bidders to visit the site as set out in 6.1

above and obtain all information necessary for the purpose of

preparing Tenders. Bidders must inspect and fully satisfy

themselves as to:

• The requirements and extent of the Assignments. • The means of access to the Site.

7. Content of Tender Documents

7.1 The tender documents contain the schedules stated below, and

should be read in conjunction with any Addenda / Amendments

issued in accordance with Clause 9:

i) Instruction to Bidders

ii) Form of Bid

iii) General Conditions of contract

iv) Terms of Reference

v) Schedule of Drawings

vi] Annexure – I Format for E-Payment

vii) Price Bid.

The Bidder shall examine carefully all the contents of the tender

documents including instructions, conditions, terms, specifications

and drawings and take them fully into account before submitting

his offer. Failure to comply with the requirements as detailed in

these documents shall be at the tenderer’s own risk and tender

submission will render the tender liable for rejection. Pursuant to

Clause 3 above, tenders, which are not responsive to the

requirements of the tender conditions, will be rejected.

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8. Clarification of Tender Documents

A Bidder requiring any clarification regarding the tender documents

may notify the Engineer in writing or by cable (hereinafter, the term

‘cable’ is deemed to include facsimile and E-mail) to

dycemdo@yahoo.com at the Superintending Engineer’s address

indicated in the Invitation of Tenders. The Engineer will respond to

any request for clarification, which he receives 3 days prior to the

deadline for submission of tenders. Copies of the Engineer’s

response will be forwarded to all purchasers of the tender

documents, including a description of the enquiry, but without

mentioning the source of the enquiry. It is to be noted that no

queries, clarifications will be received after the period stipulated

above.

While all efforts have been made to avoid errors in the drafting of

the tender documents, the tenderer is advised to check the same

carefully. No claim on account of any errors detected in the tender

documents shall be entertained.

9. Amendment to Tender Documents

9.1 At any time prior to the deadline for submission of tenders, the

Engineer may, for any reason, whether on his own initiative or in

response to a clarification by a prospective Bidder, modify the

tender documents by issuing addenda.

9.2 Any addendum thus issued shall form part of the tender documents

pursuant to Sub-Clause 9.1 and shall be communicated in writing

or by cable, to all purchasers of the tender documents. Prospective

Bidders shall acknowledge receipt of each addendum by cable to

the Engineer.

9.3 Any amendments thus issued will be hosted on the website up to

two days prior to the dates specified for submission of the bids. All

the bidders who have downloaded the Bid Document shall verify if

any such amendment/modifications has been issued before

submitting their bid and shall take cognizance of and include such

amendment(s) in their submission. In any case, the amendment(s)/

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modification(s) if any shall be binding on the Bidder. No separate

notice/intimation of amendments/modifications will be sent to

those who have downloaded the document from the web.

9.4 If any addendum is issued, reasonable time will be given to Bidders

to take the addendum into account in preparing their tenders, in

which case, the Engineer may extend the deadline for submission of

tenders, in accordance with Clause 13.

10. PREPARATIONS AND SUBMISSION OF TENDERS

10.1 Language of Tender

The tender, and all correspondence and documents, related to the

tender, exchanged between the Bidder and the Engineer shall be

written in the English language only. If any printed literature

written in any other language is furnished by the Bidders along

with their offer, such documents shall be supplemented with its

English translation also. For the purpose of interpretation of the

tender, the contents in the English translated version alone shall

govern.

Any litigation arising out of this assignment shall only be

adjudicated before the competent court of law within the

jurisdiction of the Hon’ble High Court of Madras.

10.2 Documents Comprising the Tender

The tender submitted by the Bidder shall comprise the following:

10.2.1 PRICE BID a) - Demand Draft towards cost of Tender.

b) - Earnest Money Deposit.

Instructions to bidders, Form of Bid, General Conditions of

Contract, Schedule of Drawings supplied by the Trust along with

the Bid documents, duly signed and stamped on all the pages of the

documents by the Bidder in token of acceptance of all the

conditions stipulated therein.

c] The Price Bid shall only contain the Form of Tender with Appendix

to tender and the Priced Bid duly filled in signed and sealed.

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The Price Bid shall also be addressed to Superintending

Engineer (LBS), Chennai Port Trust and sealed properly duly

indicating the name of work as:

“TENDER FOR CONDUCTING ENGINEERING SURVEY (BOUNDARY

TOPOGRAPHICAL AND CONTOUR) OF THE ENTIRE INNER HARBOUR

AREA AND PROVIDING PERMANENT BENCH MARKS IN CHENNAI

PORT TRUST INCLUDING RAJAJI SALAI AND TONDIARPET HOUSING

COLONY” Names and Addresses of the Bidders shall also be written

on the cover.

The bidder/s shall indicate the total charges/fees (in Indian

Rupees) to be paid by Chennai Port Trust for this services/

assignment in the Price bid. These charges/fees shall be inclusive

of all taxes, incidentals, overheads, traveling expenses, printing and

binding of reports, expenditure related to presentations to be made

during the execution of the assignment, sundries and all other

expenditure for execution of this services as per the “Terms of

Reference”, under Section III of the Tender document.

NOTE :

a) The fees/charges quoted by the bidder shall be paid against

deliverables of the bidder/s as detailed at Clause 1.4 of Terms of

Reference (ToR).

b) Income tax, Professional tax, any other tax as per Statutory

Provisions of Govt. of India and Tamil Nadu State Govt. shall be

deducted by the Port from the bill. A certificate in this regard shall

be furnished by the Employer.

c) NO COUNTER CONDITIONS SHOULD BE INCLUDED IN

FINANCIAL PROPOSAL. CONDITIONAL FINANCIAL PROPOSAL

WILL BE SUMMARILY REJECTED.

d) The bidder may himself obtain all necessary information with regard to the

Total amounts of taxes; levies etc. as applicable and make an independent

evaluation in this regard.

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10.2.2 BID APPLICATION

The Bid Application shall be addressed to The Superintending

Engineer (LBS), Chennai Port Trust and sealed properly duly

indicating the name of work as “TENDER FOR CONDUCTING

ENGINEERING SURVEY (BOUNDARY TOPOGRAPHICAL AND

CONTOUR) OF THE ENTIRE INNER HARBOUR AREA AND PROVIDING

PERMANENT BENCH MARKS IN CHENNAI PORT TRUST INCLUDING

RAJAJI SALAI AND TONDIARPET HOUSING COLONY”

11. Conditions stipulated by the Bidder

The Bidder shall note that alternative or qualifying tender

conditions will not be acceptable. Tenders containing any qualifying

conditions or even Bidders clarifications in any form will be treated

as non-responsive and will run the risk of rejection. Price Bid of

Bidders not conforming to the above condition will be returned

unopened.

12. Sealing, Marking and signing of Tender

12.1 Tenders must be sent in sealed cover superscribed “TENDER FOR

CONDUCTING ENGINEERING SURVEY (BOUNDARY TOPOGRAPHICAL

AND CONTOUR) OF THE ENTIRE INNER HARBOUR AREA AND

PROVIDING PERMANENT BENCH MARKS IN CHENNAI PORT TRUST

INCLUDING RAJAJI SALAI AND TONDIARPET HOUSING COLONY”

addressed to the Superintending Engineer (LBS), 3rd Floor,

Administrative Office Building, Chennai Port Trust, Chennai 600001

so as to reach the above office not later than 15:00 Hrs

on 05.12.2014.

12.2 The Bidder shall submit all such documents as required in

Clause 10, duly filled in along with their covering letters, data and

other information so that the tender is complete.

12.3 The tender shall be filled and signed only by the firm/corporation in

whose name the tender documents have been issued.

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12.4 The total amount and the Price Bid shall be filled in, either typed or

written in indelible ink and shall be signed and sealed by the

person or persons duly authorized to sign on behalf of the Bidder,

pursuant to Sub-Clause 3 above. The person or persons signing the

tender shall initial all pages of the tender, which are required to be

submitted as per Clause 12.2.

12.5 Offers sent by Telex, Fax and Telegraph are not acceptable.

13. Deadline for submission of tender

13.1 Tenders must reach the office of the Superintending Engineer (LBS)

3rd floor, Administrative Office Buildings , Chennai Port Trust,

Chennai – 600 001 at the address specified in Para 6.1 above not

later than 1500 Hrs on 05.12.2014.

13.2 The Engineer may, at his discretion extend the deadline for

submission of tenders by issuing an addendum in accordance with

Clause 9 in which case all the rights and obligations of the

Employer and the Bidders previously subject to the original

deadline will thereafter be subject to the deadline as extended.

14. Late Tenders

Any tender received by the Engineer after the deadline for

submission of tenders prescribed in Clause 13 will be rejected and

returned unopened to the Bidder.

15. Tender Prices

15.1 Unless stated otherwise in the tender documents, the contract shall

be for the whole assignment as described in Sub-clause 1.1, based

on the total amount quoted by the Bidder in their Price Bid.

The tenderer shall keep the contents of his tender and rates quoted

by him confidential.

16. Tender Validity

16.1 Tenders shall remain valid for a period of 16 weeks from the date of

tender opening specified in Clause 18.1.

16.2 In exceptional circumstances, prior to the expiry of the original

tender validity period, the Engineer may request the Bidders to

extend the period of validity for a specified additional period. The

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request and the response thereto shall be made in writing or by

cable. A Bidder agreeing to the request will not be required or

permitted to modify his tender, but will be required to merely

extend the validity of his tender for the period of extension. In case,

a Bidder is not agreeing to the request of the Engineer for extension

of validity of the tender, then his tender will not be processed

further and the portion of his tender which have not been opened

will be returned to them unopened as the case may be. The E.M.D.

paid by them will also be refunded to them as in the case of other

unsuccessful Bidders.

17. Earnest Money Deposit (EMD)

17.1 Each tender should be accompanied by an Earnest Money Deposit

(EMD) amounting to Rs.25,200/-(Rupees Twenty five thousand

and two hundred only) which shall be in the form of Demand

Draft / Pay Order from any Nationalized Bank / Scheduled Bank

or drawn in favor of Chairman, Chennai Port Trust, Chennai - 1.

17.2 The Demand Draft / Pay Order should be enclosed with the Tender

and should not be sent separately.

17.3 Under no circumstance should currency notes be enclosed in the

cover containing the Tender as Earnest Money.

17.4 Tenders not accompanied by the Earnest Money Deposit in the

manner prescribed by the Trust will be summarily rejected.

18. TENDER OPENING AND EVALUATION

18.1 Tender Opening

18.1.1 The BID will be opened at the office of the Superintending

Engineer (LBS), 3rd Floor, Administrative Office Building,

Chennai Port Trust, Chennai - 600 001 at 15.15 Hrs

on 05.12.2014 in the presence of Accounts Officer and the

authorized representative Bidder’s who have paid the EMD and

are present at that time. Eligible Bidders as above should send a

letter of authorization containing the specimen signature(s) of

their representative(s) who are deputed to be present at the time of

opening of tenders. Representatives without the letter of

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authorization will not be permitted to witness the opening of the

tender.

18.1.2 The maximum number of representatives that a Bidder can depute

to witness the opening of the tender will be limited to two.

18.2 The Bidders’ authorized representatives who are present shall sign

a register evidencing their attendance. In the event of the

specified date of tender opening being declared as a holiday for the

Board, the tenders shall be opened at the appointed time and

location on the next working day.

18.3 (Blank)

18.4 The Bidder’s name, the tender prices, any discounts offered on the

tender prices and such other details as the Engineer may consider

appropriate will be read out at the time of opening.

18.5 After opening of Price Bid, the assignment will be awarded to lowest

eligible bidder. However the Engineer also reserves the right to

negotiate with the lowest priced eligible Bidder prior to the award of

assignment, if found necessary.

19 Process to be confidential

Information relating to the examination, clarification, evaluation

and comparison of Bids and recommendations for the award of

contract will not be disclosed to Bidders or any other persons not

officially concerned with such process, until the award to the

successful Bidder has been announced. Any effort by a Bidder to

influence the Employer during processing of Bids or award decision

will result in the rejection of his/their bid.

20 Correction of Errors

If there are differences between the Total amounts quoted by the

valuer in words and figures, the following procedure shall be

followed: -

When there is a difference between the total amount quoted in

figures and in words, the Total amount quoted by the Bidder in

words shall be taken as correct.

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21 Engineer’s right to accept any Bid and to reject any or all

Bids

The Engineer reserves the right to accept or reject any Bid/all Bids,

and to annul the Biding process, at any time prior to the award of

contract, without thereby incurring any liability to the affected

Bidder or Bidders or any obligation to inform the affected Bidder or

Bidders of the grounds for the Board’s action.

22 Security Deposit

The person whose Bid or any portion of whose Bid is accepted must

within 5 days of receipt of notice of such acceptance or within such

extended time as may be allowed by the Engineer at his discretion

deposit to the extent of 5% of the quoted value of the successful

bidder towards security for the due fulfillment of the conditions of

the contract.

The Bidder shall pay the Security Deposit in the form of Demand

Draft/ Bankers Cheque payable at Chennai drawn on any

Scheduled Bank. No interest will be allowed on security deposit.

23. Refund of EMD

23.1 The EMD will be refunded to all Bidders other than the three lowest

Bidders within ten days from the date of opening of price bid. The

EMD of the two Bidders other than the Bidder whose offer is

accepted will be refunded within a period of one month after

finalization of the award of assignment. The EMD will not bear any

interest.

23.2 The EMD of the successful Bidder will be refunded only after the

remittance of security deposit in any manner as aforesaid.

Alternatively, the successful Bidder shall when his Bid is accepted,

furnish security as specified in the clause 22 of this Section after

giving credit to the amount deposited by him as earnest money. The

earnest money shall retain its character, as such, till the successful

Bidder furnishes the security deposit

24. Where a person whose Bid has been received on behalf of the Board

intimates that they are withdrawing their Bid before the validity

21

period or makes any modification in the terms and conditions of the

Bid which are not acceptable to the Port (or) fail to furnish the

security deposit within the prescribed time, the Port shall without

prejudice to any other right or remedy, be at liberty to forfeit the

Earnest Money deposited by such person absolutely.

25. The Engineer does not bind himself to recommend the acceptance

of the lowest or any Bid or to assign any reason for non-acceptance.

26. The Bidder should furnish along with his Bid, his Permanent

Income Tax Account No.

27. Only such vehicles as are licensed by the Board will be permitted to

enter into the Harbour premises.

28. General Instructions 1. All the survey work shall be carried out using DGPS (dual

frequency) / Total Stations of two second accuracy or better. The

leveling work shall be carried out by Auto level.

2. Total station instruments should be deployed to achieve the

specified accuracy of the work. Proper precautions for avoiding

graduation errors and other instrumental and personal errors

should be scrupulously observed.

3. At inaccessible locations or locations where there is any hindrance

to conduct survey using total station equipment, the bidder has to

employ High Definition Survey (HDS) Laser Scanner or Differential

GPS and / or a combination of the above or other methods for data

gathering.

4. The location of tentative area to be surveyed is shown in sketch.

However, the location / area(s) indicated is subject to change that

may be necessary during-actual execution of the work. The work

shall be carried out as per the instructions of Chennai Port Trust.

5. The work shall be executed according to the specifications and good

standard of practice necessary to fulfill the objective of the survey

work, strictly in accordance with the instructions and satisfaction of

the Chennai Port Trust.

22

6. The quoted rates shall be inclusive of all the cost of labour,

materials, equipments, preparation of drawings and reports etc.,

and any other charges whatsoever shall not be entertained in any

circumstances.

7. The Engineer in-charge or his representative will be visiting site and

the engineers engaged in work shall extend co-operation and

explain methodology being adopted and satisfy them for accuracy of

work.

8. The equipment used shall be accessible to the Engineer in-charge

or his representative for inspection to ensure their suitability for the

job.

9. The bidder shall carry out transferring of Bench mark from nearest

GTS bench mark or available source as approved by Chennai Port

Trust and establish the same on 10 Nos. permanent bench marks

to be constructed as per the instructions of Chennai Port Trust at

convenient locations at the site. All subsequent transfer of levels

shall be carried out with respect to these bench marks. This will be

the responsibility of the successful bidder to obtain standard GTS

bench marks.

10. Carrying out the Bench Mark (GTS/any other reference Bench Mark

as approved by Chennai Port Trust) to site/sites under survey,

establishing and constructing 10 nos permanent bench mark along

with necessary reference pillars in the field over the entire survey

area at suitable locations as approved by the Chennai Port Trust.

These reference pillars shall be labeled permanently with their

respective co-ordinates and reduced levels for future use. The bench

mark and reference pillars shall be shown on the survey drawings.

11. All control points must be located in consultation with the Engineer

in-charge.

12. The legends for surveying and preparation of plans shall confirm to

the Survey of India and as per the direction / instruction of

Chennai Port Trust.

23

13. Any unusual condition or formations on the ground, etc., shall also

be noted and plotted on the maps.

14. Wherever access to the surveying area is necessary, the bidder shall

provide means to the surveying areas including all the personnel

and equipment. If any obstruction which is to be cleared by the

bidder at his own cost.

15. Transfer of levels shall always based on permanent bench mark

established in the survey area.

16. The bidder shall provide Computer with latest version of AutoCAD,

MS office and other necessary packages for preparation of drawing

etc.,

**********

24

CHENNAI PORT TRUST

TENDER FOR CONDUCTING ENGINEERING SURVEY (BOUNDARY TOPOGRAPHICAL AND CONTOUR) OF THE ENTIRE INNER HARBOUR AREA AND PROVIDING PERMANENT BENCH MARKS IN CHENNAI PORT TRUST INCLUDING RAJAJI SALAI AND TONDIARPET HOUSING COLONY

SECTION - II

GENERAL CONDITIONS OF CONTRACT

1.1 In the contract (as hereinafter defined) the following words and

expressions shall have the meanings hereby assigned to them

except where the context otherwise requires.

(a) “Board” - The Board means the Board of Trustees of the Port of

Chennai, a body corporate Total amount as constituted under the

Major Port Trusts Act of 1963, represented by its Chairman and as

amended from time to time.

(b) “Employer/ChPT” means the Board of Trustees of the Port of

Chennai a body constituted under Section (3) of the Major Port

Trusts Act of 1963 acting through its Chairman, Deputy Chairman,

Engineer or any other officer nominated by the board and legal

successors in title to such person but not (except with the consent

of the valuer) any assignee of such person.

(c) “TENDER / BID” means the valuer’s priced offer to the Employer

for the execution and completion of the valuation assignment works

and the remedying of any defects therein in all accordance with the

provisions of the contract, as accepted by the Letter of Acceptance –

Award letter.

(d) “BIDDER/S” means the person or persons, firm, corporation,

consortium or company who submits the BID for the subject

services/assignment.

(e) “CONTRACTOR / SURVEYOR” means the persons or firm or

company whose tender has been accepted by the Board and the

legal personnel, representatives or the successors of such firm or

25

company and the permitted assigns of such persons or firm

company.

(f) “Letter of Acceptance”, “Award letter” refers to the letter

communicating the formal acceptance of the bid by the Employer.

(g) “AWARD PRICE” means the sum named in the Bid/proposal

submitted by the Successful Bidder with any modification there of

or addition thereto or deduction there from as may be made under

the provisions contained in the proposal document.

(h) “Engineer-in-charge / Engineer’s representative” means the

Superintending Engineer (LBS) or an officer appointed by the

Chief Engineer in writing who shall direct, supervise and perform

the duties set forth in sub - Clause 3.2 hereof and be in-charge of

the works.

(i) “Consultancy services/Services/Assignment” means the services

to be provided by the Valuers as detailed in this bid document and

under Terms of Reference brought out in Section - III of this

document.

1.1.1 NOTES:

Singular and Plural:

Words importing the singular also include the plural and vice versa

where the context so requires.

Headings:

The marginal headings or notes in these General conditions shall

not be deemed to be part thereof or be taken into consideration in

the interpretation or construction thereof of the contract.

1.2 Commencement and Completion of Assignments

The successful bidder shall commence the work within 7 days from

the date of issue of the award letter by the employer (i.e. intimation

of the acceptance of the Bid) and carry out the same expeditiously

at whatever point or points and in such portion as employer may

direct. The surveyor shall complete the works within 90 days from

the date of commencement.

26

During the assignment, the surveyor shall submit the Report as per

the Terms of Reference.

1.3 Care and Diligence

The bidder shall exercise all reasonable care and diligence in the

discharge of all technical, professional and contractual duties to be

performed by them under this contract and shall be fully

responsible to the Employer for the proper, efficient and effective

execution of their duties.

1.4 Taxes and Duties

The surveyors shall pay all taxes, levy, duty which they may be

liable to pay to the Government of Tamil Nadu and Government of

India or other authorities under any law for the time being in force

in respect of or in accordance with the execution of the work. The

surveyors shall further be liable to pay such increase in the taxes,

levy, duty etc. under the existing law or which may become payable

as a result of introduction of any law. Increase in taxes, levy, duty,

etc. and imposition of new taxes, levy, duty, etc. shall not be ground

or an excuse for claiming any extra or additional costs nor a ground

or excuse for extension of time for completing the work. The

surveyors are deemed to have included/ considered all payments to

be made to them while quoting the proposal except Service Tax,

which will be reimbursed as applicable over the quoted price.

1.5 Confidentiality

The surveyors shall treat all the documents and information

received from Chennai Port Trust (ChPT), submitted to ChPT and all

other related documents/communications in confidence and shall

ensure that all who have access to such material shall also treat

them in confidence. The surveyors shall not divulge any such

information without the prior written permission of ChPT

authorities. The surveyors shall return all the documents received

from ChPT from time to time after completion of the related works.

27

1.6 Suspension of the Contract

If any of the following events shall have happened and be

continuing, then ChPT may, by written notice to the surveyors,

suspend in whole or in part, payment due thereafter to the

surveyors under the contract.

a) A default shall have occurred on the part of the surveyors in the

execution of the contract.

b) Any other condition which makes it unable for either party by

reason of “Force Majeure” as referred to in Clause No.1.9 to

successfully carry out the assignment/s or to accomplish the

purpose of the contract.

1.7 Termination of Contract

1.7.1 Termination of Contract by ChPT

During the period of contract, if the performance of the contractor

not satisfactory or not up to the expectation of the Chief engineer or

His representative the contract will be terminated forthwith and the

payment will be assessed by the Chief Engineer or his

representatives for the value of work done. The decision of the Chief

Engineer in this regard is final and binding.

1.8 Termination procedure:

a) Upon termination of the Contract under Clause-1.7, the surveyors

shall take immediate steps to terminate the services in a prompt

and orderly manner and reduce losses and to keep further

expenditure to a minimum.

b) Upon termination of the contract (unless such termination shall

have been occasioned by the default of the surveyors), the

surveyors shall be entitled to be reimbursed in full for such costs as

shall have been duly incurred prior to the date of such termination.

1.9 Force Majeure :

a) If either party is temporarily unable by a reason of Force Majeure or

the laws or regulations of India to meet any of its obligations under

the contract, and if such party gives to the other party written

28

notice of the event within 7(Seven) days after its occurrence, such

obligations of the party as it is unable to perform by reason of the

event, shall be suspended for as long as the inability continues.

b) Neither party shall be liable to the other party for loss or damage

sustained by such other party arising from any event referred to in

clause (a) above or delays arising from such event.

c) The term “Force Majeure” as employed herein, shall mean “Act of

God, Strike, Lock-outs or other Industrial Disturbances,

Insurrection, Riots, Epidemics, Landslides, Earthquakes, Storms,

Lightning, Floods, Wash Outs, Civil Disturbances, Explosions and

any other similar event not within the control of either party, and

which, by the exercise of due diligence, neither party is able to

overcome”.

d) Force Majeure shall not include any event which is caused by the

negligence or intentional action of a Party or such party’s sub-

Valuers or agents or employees, nor (ii) any event which a diligent

party could reasonably have been expected to both (A) take into

account at the time of the conclusion of this contract and (B) avoid

or overcome in the carrying out of its obligations hereunder:

1.10 Responsibility of Surveyors during the assignment:

During the validity period of the surveyor services, the surveyors

shall hold discussions with the Engineer in Charge and make

presentations on the reports/findings.

1.11 Facility/i.e. to be made available to Surveyors:

The Port Trust shall provide the following resources and facilities to

the surveyors:

A limited space without affecting the day to day activities of the

near by area will be made available to the surveyor subject to

availability at the discretion of the Engineer. No rental charges will

be levied for the working area spared to the surveyor during the

tenure of the contract including extended period, if any granted.

29

1.12 Terms of payment:

The surveyors shall be paid the lump sum fee/charges (to be quoted

by the bidder) for providing the services against the deliverables as

stated in the Terms of Reference subject to the following:

a) The above fees are exclusive of Service Taxes

b) Service Tax Amount has to be shown on a separate

element in the bill.

c) The above fees would include the fees and all out of pocket

expenses incurred by the surveyors towards travel to Chennai Port

& local boarding and lodging.

e) The payment to the firms shall be released through e-payment and

the requisite information will be provided as per “Annexure-I” of the

Bid Document.

1.13 Extension of Time for Completion, In the event of

The surveyor shall commence the assignment within the period

named in the tender after the receipt by him of an order in writing

to this effect from the Engineer and shall proceed with the same

with due expedition and without delay except as may be expressly

sanctioned or ordered by the Engineer or be wholly beyond the

control of the surveyor.

The surveyor shall maintain the Total amount of progress required

as per schedule. If the progress of assignment is held up owing to

circumstances, which in the opinion of the Engineer are beyond the

control of the surveyor, such as war, stormy weather and for other

reasonable causes in the opinion of the Engineer, the Engineer may

at his discretion grant to the surveyor such extension of time as he

considers reasonable for the completion of the assignment.

(a) the amount or nature of extra or additional work, or

(b) any cause of delay referred to in these conditions, or

(c) any delay, impediment or prevention by the Employer, or

(d) other special circumstances which may occur, other than through a

default of or breach of contract by the surveyors or for which he is

30

responsible, being such as fairly to entitle the surveyors to an

extension of the Time for Completion of the Assignments, or any

Section or part thereof, the Engineer shall, after due consultation

with the Employer and the surveyors, determine the amount of

such extension and shall notify the surveyors accordingly, with a

copy to the Employer.

The execution of the assignment during the extended period also,

shall be only under the conditions and at the Total amount

specified in the contract.

The grant of such extension of time will not bestow on them any

right to claim compensation or extra payment at a future date

whatsoever. No claim shall be made by the surveyor on the

grounds of executing the assignment beyond the completion period

stipulated in the contract.

1.14 Total amount of Progress

If for any reason, which does not entitle the surveyors to an

extension of time, the Total amount of progress of the Assignments

or any Section is at any time, in the opinion of the Engineer shall so

notify the surveyors who shall thereupon take such steps as are

necessary, subject to the consent of the Engineer, to expedite

progress so as to comply with the Time for Completion. The

surveyors shall not be entitled to any additional payment for taking

such steps.

1.15 Compensation for delay:

If the surveyor fails to complete the assignment in all respects

within the time specified or within the extended time that may be

allowed by the Engineer as per clause 1.13, the surveyor shall pay

or allow to the Board a sum equivalent to ½% (half percent) per day

inclusive of holidays) or part thereof of the total value of the

contract subject to a maximum of 5% of the total value of contract

as liquidated damages/late delivery charges and ascertained

damages and not by way of penalty, for every day thereof beyond

the said period or extended period as the case may be during which

31

the assignment shall remain unfinished. Such damages will be

deducted from any amount payable to or to be payable to the

surveyor including any securities / guarantees if any available with

the Port Trust. The payment of such damages does not relieve the

surveyor of his obligations to complete the assignments or from any

other of his obligations or liabilities under this contract.

1.16 Remedy on surveyor’s failure to carry out the assignment

required

The progress of the assignment at each stage will be subject to the

approval of the Engineer whose decision as to the Total amount of

progress at each stage shall be final and binding on the surveyor.

The Engineer reserves to himself the right to cancel the contract for

unsatisfactory progress in the assignment at any stage.

1.17 Completion Certificate

Completion certificate shall be issued by the Employer on expiry of

all the tasks and submission of all reports/Drawings/documents as

indicated in Terms of Reference enclosed to this bid document, to

the satisfaction of the Employer.

1.18 Release of Security Deposit:

The amount deposited by the surveyor, as Security Deposit under

this Assignment will be refunded to the surveyor only after

satisfactory completion of the assignment pursuant to sub clause

1.15 & 1.16. In case of non-completion of the surveying job within

the specified period of 90 days or extended period of time for

completion (as per clause 1.13), the Security deposit will be

forfeited.

1.19 Special conditions of contract

Work Program

The bidder shall submit the program of work and inspection report

including methodology to be adopted before the start of work.

32

Safety precautions during progress of works

The bidder shall take all precautions to ensure safety of the staff,

existing utility services, adjoining structures etc., during progress of

work. The bidder shall also make necessary arrangement for the

safety of his workers, if any accident occurs, the entire

responsibility fall on the part of the bidder.

Damage to Government property or private life & property

The bidder shall be responsible for all risks to the works and for

trespasses and shall make good at his own expense all loss or

damage whether to the works themselves or to any other property of

the Government (including Utility Services). Chennai Port Trust is

not responsible for the lives of persons or property of others

whatsoever may be the cause in connection with or as a result of

the execution of works even though all reasonable and proper

precautions may have been taken by the bidder. Such cost, loss or

damages or compensation (including that payable under the

provisions of the Workmen’s Compensation Act or any statutory

amendments thereof) to any person or persons sustaining damage

as omission on the part of the contractor, is to be borne by the

bidder.

The amount of any costs or charges (including costs and charges in

connection with legal proceedings), which may incur in reference

thereto, shall be charged to the or to defend or comprise any claim

or threatened legal proceedings or in anticipation of legal

proceedings being instituted consequent to the action or default of

the bidder to take such steps as may be considered necessary or

desirable to ward off mitigate the effect of such proceedings,

charging to the bidder as aforesaid any sum or sums of money

which may be paid and any expenses whether for reinstatement or

otherwise which may be incurred and the propriety of any such

payment, defense or comprise and the incurring of any such

expenses shall not be called in question by the bidder.

33

Risks and Cost

In case bidder fails to complete work as per schedule, Chennai Port

Trust has discretion to get the work done completed by any other

agency at risk and cost of the agency to which the work has initially

been awarded by giving 7 days notice.

Escalation

No escalation in rates shall be allowed on any account.

Alteration to scope of work

Chennai Port Trust Engineers or representative shall have rights to

make any alteration, omission addition substitution for the original

work. No claim whatever on account of above shall be entertained

except the payment for the actual work done.

Other conditions

1. In case of premature termination, no extra compensation shall be

payable. Payment of remuneration in that case will be made to the

extent the services rendered till that time can be made use of by

Chennai Port Trust, limited to the period for which the agency had

actually rendered the service and subject to the intermediate targets

being adhered to as per the work schedule mutually agreed to. No

notice of termination or remuneration thereof will be necessary and

continuance shall be solely at the discretion of Chennai Port Trust.

2. The drawings, reports, data, etc., used for the survey work shall be

the sole property of Chennai Port Trust and the bidder will not

reproduce or pass on these to any other person or firm etc.,

3. The format and titles of all the drawings to be submitted by the

bidder shall be as per the guidelines and demand of Chennai Port

Trust.

4 All field books, note books, floppies, drawings and other documents

containing field data gathered during traverse survey shall be

handed over to Chennai Port Trust and bidder shall have no claim

or use whatsoever. The bidder shall not reproduce any data

collected from the work in any form.

34

5 In case of any discrepancy in the description of work in the tender

documents, the decision made by Chennai Port Trust shall be final

and binding on the bidder.

6. Any error in description, quantity or rate in schedule of quantity or

any omission there from shall not vitiate the contract or release the

bidder from the execution of the whole or any part of the contract or

works comprised there in according to drawings and specifications

or from any of his obligations under the contract.

7. All the documents and drawings created out of the assigned work

will become the sole property of the Chennai Port Trust and

Chennai Port Trust will be free to use the same in any manner

deemed fit.

8. The agency will exercise all responsible skill, care and diligence in

the performance of the service under this work and shall carry out

all the responsibilities with recognized latest professional

standards.

******

35

CHENNAI PORT TRUST TENDER FOR CONDUCTING ENGINEERING SURVEY (BOUNDARY TOPOGRAPHICAL AND CONTOUR) OF THE ENTIRE INNER HARBOUR AREA AND PROVIDING PERMANENT BENCH MARKS IN CHENNAI PORT TRUST INCLUDING RAJAJI SALAI AND TONDIARPET HOUSING COLONY

SECTION – III TERMS OF REFERENCES

A. Definition:

1.1 “Employer / ChPT” means the Board of Trustees of the Port of

Chennai a body constituted under Section (3) of the Major Port

Trusts Act of 1963 acting through its Chairman, Deputy Chairman,

Engineer or any other officer nominated by the board and legal

successors in title to such person but not (except with the consent

of the surveyor) any assignee of such person.

1.2 “BIDDER/S” means the person or persons, firm, corporation,

consortium or company who submits the BID for the subject

services/assignment.

1.3 Scope of assignment:

The Chennai Port has proposed to conduct topographical survey

and contour for the Port land in Chennai Port Trust, the

topographical survey and contour of entire inside port areas (inner

harbour area) and Rajaji Salai, Tondiarpet Housing Colony in the

city of Chennai will have to be carried out. The work involves

carrying out a detailed engineering topographical survey and

contour for the above said locations. The surveying shall be carried

out as per the standard norms taking in to consideration.

Note: Along with the offer, the bidder should submit a bar chart

indicating their programme of assignment. The bidder shall also

provide in writing a detailed description of the arrangements and

methods which the bidder proposes to adopt for the assignment of

conducting topographical survey and contour for entire inside port

areas (inner harbour area) and Rajaji Salai, Tondiarpet Housing

Colony.

36

1.4 Deliverables:

The below defined deliverables shall be submitted after completion

of field survey of entire inner Harbour area, Rajaji Salai, and

Tondiarpet Housing colony of Chennai Port Trust:

a) CAD / SHP files in Geographic co-ordinates system – WGS84 datum

and Universal Transverse Mercator Projection – WGS84 datum.

b) Port area wise RAW and differentially corrected DGPS reading in

RINEX and native format (9 decimal places in degrees for latitude

and longitude including height above Mean Sea Level (MSL) and

Height above Ellipsoid (HAE) in meters.

c) For Total Station: Unregistered & Geo-referenced maps along with

GCP’s (RAW & differentially corrected DGPS readings) in RINEX and

native format.

d) RAW and post-processed DGPS readings along with original source

file for each location shall be submitted as soon as the work is

completed.

The agency will be provided with a hard copy of maps prepared by

Chennai Port Trust to facilitate the survey work. The maps will

contain information of Revenue department patta layer, roads,

buildings, landmarks and tentative boundary demarcated from

RWA layout map. The agency will also be provided with Survey of

India (SOI) captured GCP points for reference.

2.0 Time Schedule

2.1 The time schedule for this assignment is fixed as 90 days. The

Firms shall strictly adhere to the time frame for the various

activities pertaining to the assignment as detailed in the enclosed

Bar Chart / Implementation Schedule.

• Within 7 days of award of work the bidder shall mobilize his team

and equipment at site.

• The work has to be carried out in three phases.

37

• Phase I – The bidder should complete the topographic survey and

contour with mapping for the entire inside Port & back up area

within 30 days and submit three hard copies & a soft copy of the

draft report to Chennai Port Trust for approval. The bidder shall

finalize and submit the final report within 7 days of receiving

detailed comments from Chennai Port Trust.

• Phase II – The topographic survey and contour with mapping for

whole area of Rajaji Salai and T.H. Colony assignment should be

completed within 60 days from the date of award of work including

submission of draft report. The bidder shall finalise and submit the

final report within 7 days of receiving detailed comments from

Chennai Port Trust.

• Phase III – The entire work of overlaying and analysis of the

cadastral maps over the topographic maps should be completed

within 90 days from the date of award of work including submission

of draft report for all the above areas. The bidder shall finalise and

submit the final report within 7 days of receiving detailed comments

from Chennai Port Trust.

• Three hard copies (colour print out in paper) of all the draft reports

along two soft copies shall be submitted to Chennai Port Trust for

approval.

• Five hard copies (colour print out in polyester base film & in high

quality paper – 5 each) & two soft copies of the final reports shall be

submitted to Chennai Port Trust.

Sl No

Description Time Schedule

1

Submission of surveying report and other documents (Three copies with CD)

On or before ……..2015 (Refer clause 1.2 of Section II)

3.0 Remuneration:

The nature and magnitude of different assignments have been listed

in Price Bid.

38

3.1 The Bidder is requested to quote the fee of the assignments as a

lump sums in Price Bid. This will be included only in cover

superscribed “Price Bid”. The Prices quoted shall be firm and valid

for the entire period of Contract and no escalation will be payable to

the firm.

4 Terms of Payment

The surveyors shall be paid the lump sum fee/charges (to be quoted

by the bidder) for providing the services against the deliverables as

stated in clause 1.4 above subject to the clause 1.12 of Section – II.

Note: Generally payment of fees will be made by the Employer

within 15 days and the same will be released through ECS.

Payment schedule:

• 40% of accepted amount on completion and submission of phase I

survey; i.e. draft reports & topographic maps of the entire inside

Port & Backup area of Chennai Port Trust. (to be completed within

30 days from the date of award of work)

• 30% of accepted amount on completion and submission of phase II

survey; i.e. the draft reports & topographic maps of the whole area

of the Rajaji Salai and T.H.Colony. (to be completed within 60 days

from the date of award of work)

• 30% of the accepted amount or final BOQ settlement amount on

completion and submission of phase III survey; i.e. all final reports

& topographic maps overlaid with cadastral maps for all the above

areas (to be completed within 90 days from the date of award of

work )

4.1 The date on which a Cheque of payment is handed over to the

surveyor by the Employer will be considered as the date of payment

for all purposes. Delay in making such payments by the Employer

due to exceptional circumstances shall not nullify or vitiate in any

way or other, the conditions of the contract and the surveyor shall

have no claim on this account. The employer will not pay any

interest on account of any delay in the payment to the Contactor

39

under any point of time and surveyor cannot prefer any claim on

this account.

5. Set off clause:

Any sum of money due and payable to the surveyor (including

security deposit returnable to him) under this contract may be

appropriated by the Port and set off against any claim of the Port for

the payment of a sum of money arising out of or under any other

contract made by the surveyor with the port.

6. Cessation of Employer’s liability:

The Employer shall not be liable to the surveyor for any matter or

thing arising out of or in connection with the contract or the

execution of the assignments unless the surveyor shall have made a

claim in writing in respect thereof before the issue of the

maintenance certificate under this clause.

Change in constitution:

Where the surveyor is a partnership firm, prior approval in writing

of the Engineer-in-charge shall be obtained before any change is

made in the constitution of firm. Where the surveyor is an

individual or a Hindu undivided family business concern, such

approval as aforesaid shall likewise be obtained before the surveyor

enters into any partnership agreement where under the

partnership, the firm would have the right to carry out the

assignment hereby undertaken by the surveyor.

***********

40

CHENNAI PORT TRUST

TENDER FOR CONDUCTING ENGINEERING SURVEY (BOUNDARY TOPOGRAPHICAL AND CONTOUR) OF THE ENTIRE INNER HARBOUR AREA AND PROVIDING PERMANENT BENCH MARKS IN CHENNAI PORT TRUST INCLUDING RAJAJI SALAI AND TONDIARPET HOUSING COLONY

SECTION – IV

Schedule of Drawings

1. A sketch showing land belongs to Chennai Port Trust – Inside

Port Premises

2. A sketch showing land belongs to Chennai Port Trust – at

Tondiarpet Housing Colony

3. A sketch showing land belongs to Chennai Port Trust – at

Tondiarpet Housing Colony (EDLB land)

4. A sketch showing Bench Mark pillar details

5. Appendix ‘A” – Details of lands belonging to Chennai port trust

(TO BE SURVEYED)

Supplementary drawings if any, which the Engineer may issue

from, time to time or approve during the currency of contract, will

also form part of the contract.

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42

43

44

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CHENNAI PORT TRUST

APPENDIX – ‘A’

DETAILS OF LAND BELONGING TO CHENNAI PORT TRUST (TO BE

SURVEYED)

Sl. No

Description Area in Acres (approx.)

A Inside the Port Premises

a) Land

587.00

B Rajaji Salai

a) Land

18.60

C Tondiarpet Housing Colony

a) Land

80.82

Area 686.42

Say total Area 720.00

Note: The area’s indicated above are only tentative. Hence, the surveyor is

advised to inspect all the above areas of land including buildings and other Port structures for conducting the topographical survey with contour & mapping work.

46

ANNEXURE-I

FORMAT FOR FURNISHING BANK INFORMATION FOR

E-PAYMENT

1 Name and full address

of the beneficiary

2

Credit Account No. (Should be full 14 digit)

3 Account Type (SB or CA or OD)

4

Name of the Bank

5

Branch (Full address with telephone No.)

6 MICR code (Should be 9 digit)

Telephone :

Mobile :

7

Telephone/Mobile/Fax No. of the beneficiary

Fax :

8

Xerox copy of a Cheque

9 PAN No. (Xerox copy of PAN CARD)

SIGNATURE THE TENDERER WITH SEAL

47

CHENNAI PORT TRUST No.1 Rajaji Salai Chennai – 600 001

TENDER FOR CONDUCTING ENGINEERING SURVEY (BOUNDARY TOPOGRAPHICAL AND CONTOUR) OF THE ENTIRE INNER HARBOUR AREA AND PROVIDING PERMANENT BENCH MARKS IN CHENNAI

PORT TRUST INCLUDING RAJAJI SALAI AND TONDIARPET HOUSING COLONY

PRICE BID

Construction of Bitumen Pavement for Parking of trucks near Gate No.1 adjacent to hydro carbon area

CHIEF ENGINEER

CIVIL ENGINEERING DEPARTMENT

48

FORM OF BID NOTE: This Memorandum forms part of the Bid and this should be duly

filled in, signed & sealed and enclosed along with the Bid. To

The Superintending Engineer (LBS), Chennai Port Trust, Chennai – 600 001. Tamil Nadu, INDIA. Sir, Being duly authorised to represent and act on behalf

………………………………….. of hereinafter called “the Bidder” and having

visited the site and examined the Drawings, Conditions of Contract,

Specifications, Schedules and Price Bid for the assignment of “TENDER

FOR CONDUCTING ENGINEERING SURVEY (BOUNDARY TOPOGRAPHICAL

AND CONTOUR) OF THE ENTIRE INNER HARBOUR AREA AND PROVIDING

PERMANENT BENCH MARKS IN CHENNAI PORT TRUST INCLUDING RAJAJI

SALAI AND TONDIARPET HOUSING COLONY”

(a) I / We have perused the proposal document for subject assignment

contacting Terms of Reference in APPENDIX-I and other details and

am / are willing to undertake and complete the assignments as per

terms and conditions stipulated in the proposal document.

(b) We offer to execute the assignment in conformity with the

said drawings and Conditions of Contract, Specifications,

Schedules and Price Bid for the sum of Rs.……………. (Rupees

…..…………………………… (Total amount shall be filled in)).

2. Our offer is inclusive of all taxes, incidentals, overheads, traveling

expenses, printing and binding of reports, all sundries, all other

expenditure for execution of this services / assignment, but

excluding Service Tax covering all ‘Terms of Reference’ (enclosed as

Appendix-I to the proposal document)

We undertake, if our Bid is accepted, to achieve completion of the

various sections of the assignments within the periods specified in

this Schedule.

49

3. If our Bid is accepted we will furnish a Security Deposit within

5 days of receipt of assignment order in the form of Demand Draft /

Bankers Cheque in favour of the Chairman Chennai Port Trust,

payable at Chennai drawn from only Scheduled Bank in India as

Security for the due performance of the Contract in accordance with

Clause 22 of Section I.

4. We agree to abide by this Bid for the period of 90 days from the

date fixed for receiving the same or such further period as may be

mutually agreed upon and it shall remain binding upon us and may

be accepted at any time before the expiration of that period should

we fail to abide by our Bids during the above said period of 90 days

or such extended period as mutually agreed upon the Port shall be

at liberty to forfeit the Earnest Money deposited by us.

5. This Bid, together with your written acceptance thereof, shall

constitute a binding Contract between us.

6. (i) We understand that the Chennai Port Trust reserves the right to,

a. Amend the scope of Bid and value of contract under this

assignment;

b. Reject or accept any Bid including the lowest, cancel the Bid

process and reject all Bid.

6. (ii) We agree that the Chennai Port will not be liable for any such

action and will be under no obligation to inform the Bidder of the

grounds for such action.

7. If our Bid is accepted we understand that we are held fully

responsible for the due performance of the Contract.

We have furnished Earnest Money in the form of Pay Order /

Demand Draft issued by ………………………………………………

payable at Chennai in favour of the Chairman, Chennai Port Trust,

Chennai – 600 001 for the amount of Rs.25,200/-(Rupees Twenty

five thousand and two hundred only). If our Bid is not accepted,

the Earnest Money shall be returned to us on our application within

a period as specified in the Bid for the return of such EMD amount.

If our Bid is accepted the Earnest Money shall be adjusted against

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the Security Deposit or refunded on production of a Demand Draft

/ Banker’s cheque towards security deposit as per the relevant

Clause for good and sufficient sureties as may be required for the

faithful performance and proper fulfillment of the Contract as

required by the terms of this Bid.

8. We agree to execute all the assignments referred to in the Bid

Documents upon the Terms and Conditions contained or referred to

therein and to carry out such deviations as may be ordered.

SIGNATURE………………………………………

FOR AND ON BEHALF OF ……………………

………………………………………………………

DATE

………………………………………………..

Witnesses:

1. Signature : 2. Signature :

Name : Name :

Address : Address :

Note :

1. The payment for the lump sum fee to be quoted by the bidder will

be made only in Indian Rupees.

2. No condition/s to be enclosed along with Price Bid.

3. The Service Tax will be reimbursed as per the prevailing Total

amounts during the time of payment on production of proof for

remittance. However the firm shall quote Service Tax at present

at the prevailing Total amount.

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CHENNAI PORT TRUST

TENDER FOR CONDUCTING ENGINEERING SURVEY (BOUNDARY TOPOGRAPHICAL AND CONTOUR) OF THE ENTIRE INNER HARBOUR AREA AND PROVIDING PERMANENT BENCH MARKS IN CHENNAI PORT TRUST INCLUDING RAJAJI SALAI AND TONDIARPET HOUSING COLONY

PRICE BID

(1) (2) (3) (4) (5) (6)

Sl. No.

Probable Quantity

Description of work

Rate in Figures and in Words Rs. P.

Unit in Figures and in Words

Total Amount Rs. P.

1 720

acre

Conducting detailed Engineering

Survey with precision instrument

using DGPS, levelling instrument,

Total Stations etc., of the open

land shown in the drawing with

triangulation boundary survey of

the area for the details

measurements of boundaries and

fixing Magnetic North, survey of

topographic and contour of

features like buildings, transit

sheds, ware houses, railway

tracks, roads, yards, docks,

wharves, jetties, trees, lighting

poles, electric lines, telephone

lines / poles, water bodies, pump

rooms, storm water drains,

fencing, compound wall, allied

structures, etc., and preparation

of topography map with spot levels

at an interval of 10m on both ways

in grid pattern and drawing in

1 acre

(One

acre)

52

(1) (2) (3) (4) (5) (6)

suitable scale, contour at 0.5m

intervals or as directed,

calculating the area and providing

8 nos of permanent bench mark in

Port area, 2 nos in Tondiarpet

Housing Colony bench marks on

steel plate size of 150x150x10 mm

fixed at suitable locations/points

over the concrete pillars of size

300mm x 300mm x 900mm with

square footing of size 600mm x

600mm including earth work

excavation, refilling, cost of

materials, necessary tools,

finishing etc., (as per the relevant

sketch attached/as per direction

of Engineer in-charge) including

providing drawings covering the

boundaries, topography, spot

levels and contour and submission

of survey drawings in A0 size with

one set of original reproducible

hard copy (Tracing Paper), two

sets of non reproducible hard

copies (colour prints) and two sets

of CD format compatible with the

most current version of AutoCAD

all as directed including all

materials, labour, tools,

instruments, equipments,

transport, fuel etc., complete.

53

(1) (2) (3) (4) (5) (6)

Note:

1. The area contains entire inner

harbour area of Chennai Port

Trust and outside harbour area of

Rajaji Salai, Tondiarpet Housing

Colony as shown in the sketch.

2. The Entire inner harbour area

of Chennai Port Trust to be

completely surveyed with all

relevant details of location,

measurements etc., required to be

furnished.

TOTAL

(Rupees…………………………….………………………………………………………

.….………………………………………………………………………………only)

Note: The bidder should quote the amount inclusive of service tax

@12.36%

GENERAL NOTES:

1. The bidder must visit the site prior to submitting his tender to

acquaint himself fully with the nature, type and scope of work and

involvement therein. The rates quoted shall remain firm during

entire period of execution and till completion of the work and any

additional claim for lack of knowledge shall not be entertained.

2. The contract period is 90 days.

3. The contractor should provide necessary caution board whenever

men are working without fail

4. The contractor should take necessary precautions during the

working hours.

5. The bidder shall carryout the survey work in such a manner as not

to obstruct or impede traffic in Port area.

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6. The bidder shall provide and maintain adequate communication

while carrying out survey works in Port areas.

7. The bidder shall inform to Chennai Port Trust about the proposed

survey works in port areas and obtain all necessary permits, etc.,

8. The bidder shall not pollute or unnecessarily disturb the water

areas, lands, roads and other places etc., belonging to Chennai Port

Trust.

9. Trees or other vegetation shall not be removed.

10. The bidder shall carefully identify all topographic features without

disturbing their existing condition.

11. Carrying out of the transfer of bench mark shall not be paid for

separately. Rates for this should be in-built in the rates for

topographical survey with contour & mapping work.

12. The bidder shall be fully responsible for the accuracy of all survey

results obtained and shall not hold Chennai Port Trust indemnified

against any claims in this respect.

13. Value Added Tax (VAT) on works contract at the rate declared by the

State Government then and there shall be recovered from the Work

Bill and remitted to Government of Tamil Nadu in line with the

Section 6 of the Tamil Nadu Value Added Tax Act 2006 and as per

Tamil Nadu Government Gazette Extraordinary dated 15.12.2006

and ‘TDS’ shall be issued to the contractor. The present rate of Value

Added Tax (VAT) on works contract is 2%.

14. For further details Superintending Engineer (LBS) may be contacted

during office hours. Phone: 044 – 2536 9365; 044 – 2531 2367, Fax:

044 – 2536 0968.

15. The rate quoted should be firm and inclusive of all taxes and duties

etc.,

SIGNATURE OF THE TENDERER CHIEF ENGINEER

CHENNAI PORT TRUST