KAMARAJAR PORT LIMITED (A Company of Chennai Port Trust)
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KAMARAJAR PORT LIMITED (A Company of Chennai Port Trust) REQUEST FOR PROPOSAL Engagement of GST Suvidha Provider (GSP) for generation e-Invoicing and GSTR uploading & reconciliation e-Tender No.: 2020101080 Date: 16/10/2020 Due Date of Submission: 15.00 Hrs on 26/10/2020 Date & Time of opening: 15:30 Hrs on 27/10/2020 #17, Jawahar Building, Rajaji Salai, Chennai-600001 e-mail: krishsam@kplmail.in || Ph: 044 - 25251666 General Information Kamarajar Port Limited (KPL) advertises regarding tenders/ invitation to bids/ invitation of Expression of Interest and other information on the website regularly. We request you to visit the website www.kamarajarport.in daily for updates and download the details and respond to the tenders on a regular basis. The Tender documents can be downloaded from the website www.kamarajarport.in Any information to the bidders on these tenders/ invitation to bids/ invitation of expression of interest and any other information will be uploaded on this website only. Similarly, any corrigendum or extension of dates or change in specifications or any other information will also be uploaded for the information of the public on this website. No individual letters / emails are sent regarding this. Page 2 of 23 1. Objectives: Kamarajar Port Limited (KPL) a company of Chennai Port Trust, Ministry of Shipping, Government of India . KPL has undertaken number of IT initiatives which have significantly contributed to cost reduction and operational efficiency and increased customer satisfaction. KPL has implemented SAP S/4 HANA 1610 System and now looking to engage GSP Service Provider for generation of e-Invoices in SAP System, uploading of GST returns & reconciliation of returns for both the customer invoice & vendor invoices. KPL generate around 7500 invoices per annum. KPL is rendering the Port Services and are NOT looking for any e-way bill solutions. 2. Scope of work 2.1 E-Invoicing solution: • Solution to assist the Company in validation of its SAP generated invoice data and assist in registering the invoice for its GST registrations, where solution would undertake the following: a. Validate the data as per IRP requirements and/or GSTN requirements b. Validate the IRN if provided as part of the Company data basis the “SHA256” algorithm provided by the Government (as per the proposed e-invoicing schema) c. Ensure that the processed data (post performing the requisite of validation checks) is pushed to the IRP d. Enable the Company to view and download payloads received from the IRP against each invoice e. Enable the Company to download reports, enable the Company to modify unsuccessful transactions on the solution and re-push the data onto IRP for e- invoice registration • Solution should enable the Company to cancel invoices generated at the IRP within Government prescribed timelines including provide a report of such cancelled invoices that can be downloaded by the Company. • Assist with reconciliations, if any between information generated by the IRP and those generated/ maintained at the ERP level. • KPL has both B2B and B2C invoices. • KPL has at present is generating 8 different types of Invoices in SAP. i.e. Invoices for Port Services (Vessel Related Services & Cargo Related Services), Estate Service, Revenue Share, etc. • As part of this engagement, the ASP & GSP will be accommodating any new type of Invoices when the business need arise. i.e. develop new smart form, etc. 2.2 GST Compliances a. Provide support and secured access to the Company solution for uploading the transaction level data. b. Process transaction level information provided by the Company to enable preparation of requisite returns; Page 3 of 23 c. Upload and download the draft returns pertaining to outward supply, inward supply, Tax Deducted at Source (“TDS”) and Tax Collected at Source (“TCS”) as may be applicable on a periodic basis d. Match transaction level supplies information (such as inward supplies, ISD, TDS, TCS) as received from the Company with corresponding transaction level inward supplies information auto-generated at the GST System; e. Download summary return for the inward and outward supplies from the GST System and reconcile with transaction level information as received from the Company. f. As part of the above process, Service provider to validate the information in the draft returns based on the tax positions and master data received from us for parameters (for example, invoice data elements, Harmonised System of Nomenclature / Service Accounting Code (“HSN/ SAC”), rate of tax, place of supply, Cess, input tax credit) to be mutually agreed at the start of this engagement. • On completion of the processing (including validations) of information as explained in para above, error/ mismatch reports (for outward and inward supplies) should be auto-generated by the Service provider for viewing and downloading by the authorised users of the Company. • Service provider to provide role-based access to the authorised users of the Company on the technology platform to view and download GST compliance dashboards. Such dashboards should broadly contain status of GST compliance at the Company and GST registrations levels including details of respective outward supply, procurements, tax liability and credit eligibility. • As GSP, the Service provider to transmit the requisite returns (including final monthly and annual returns) to and from the GST System in an encrypted form on behalf of Service provider. • Service provider shall maintain logs of all the API calls made to GSTN to establish audit trail of return transmission, as appropriate. 3. Implementation Schedule: The successful bidder is expected to complete the implementation activity for e-Invoice by 4 weeks from the issue of Work Order / LOA and the GST compliance including the upload & reconciliation activity by 8 weeks from the issue of Work Order / LOA. 4. Contract Period The total contract period will be initially for Four years (after implementation). 5. Eligibility criteria The bidders must have the following eligibility criteria: Supporting documents to # Criteria be submitted 1. The Bidder must be an GST Suvidha Provider (GSP) Copy of the Certificate 2. The Bidder should be ISO 9001 & CMMI level 5 Valid ISO & CMMI5 certified. certificates 3. The Bidder should be a company /partnership firm / The certificate of LLP with registered office and operations in India for at Incorporation and/or least last five years as of 31 st December 2019 as Certificate of Page 4 of 23 evidenced. Commencement of Business issued by the Registrar of Companies, India. 4. The Bidder should not have been blacklisted by KPL or Undertaking by Bidder by any State/Central Government institution or any Format #6 Public Sector unit. The Bidder shall give an undertaking (on their letter head) that they have not been black listed by any of the Govt. Authority or PSUs. In case, in the past, the name of their Company was black listed by any of the Govt. Authority or PSUs, the name of the company or organization must have been removed from the black list as on date of submission of the tender. 5. The Bidder should have, during the last five years, Undertaking by Bidder neither failed to perform on any agreement, as Format #6 evidenced by imposition of a penalty by an arbitral or judicial authority or a judicial pronouncement or arbitration award against the Applicant or its Associate, nor been expelled from any project or agreement nor have had any agreement terminated for breach by such bidder or its Associate. 6. The minimum annual turnover achieved by the Bidder Format #2 in any of the preceding three audited financial Audited Balance Sheet, statement (i.e FY/16-17,FY/17-18, FY18-19 or Profit & Loss accounts for corresponding calendar years, whichever is applicable) the last 3 financial years shall be Rs. 8,00,000/- to be submitted 7. The Bidder should have completed any of the Copy of the work order & following in the last seven years: work completion should (a) One IT / ITES work with the value of Rs. be submitted. 32,00,000/- (b) Two IT/ ITES work with the value of Rs. 20,00,000/- each. (c) Three IT/ITES work with the value of Rs. 16,00,000/- each. 8. The Bidder should have a support office in Chennai Location and contact person details to be provided. Note: The bidders must comply with all the above mentioned criteria. Only the bids of those who fulfils all the above eligibility criteria will qualify for further stages of tendering process. Page 5 of 23 6. Pre-bid Meetings / Queries: There is no Pre-bid Meeting for this tender. The queries should be addressed to the person to whom the application/document has to be submitted as given below. However, all queries should be addressed to the following email id: (1) krishsam@kplmail.in copy to: vemanna@kplmail.in & hari@kplmail.in No telephonic discussion or personal meeting would be entertained. 7. Tender Document Fee This RFP document can be downloaded from KPL’s website (or) Central Public Procurement Portal i.e. www.kamarajarport.in / www.eprocure.gov.in. There is no Fee for this RFP document. 8. Earnest Money Deposit (EMD): There is no EMD for this Tender. 9. Security Deposit / Performance Guarantee: The successful bidder shall submit Security Deposit for an amount of 10% on the value of the contract/ order (initially) excluding Taxes & Duties in the form of DD /Pay Order/ Bank Guarantee in the prescribed format as per Format #7 in favour of Kamarajar Port Ltd., payable at Chennai within15 working days of KPL from the date of LOA / Work Order . After the first year, the security deposit/performance guarantee is 10% of the balance contract value. 10. Payment Terms: Payment Terms are as follows: • Implementation Cost: The one time implementation cost will be paid on completion of the implementation work & completion of one month • The Recurring cost: The Annual recurring cost will be paid on quarterly basis after completion of every quarter.