Non-Comprehensive Operation and Maintenance Shore Power Supply Facility

Publication / issue

Tender Notice digitally signed and issued on 10.08.2026 (eProcure).

• Tendernotice_1.pdf digital signature timestamp: 2026.08.10 17:00:13 IST.

Pre-bid clarification deadline

Written pre-bid queries due by 17:00 hrs on 19.08.2026.

• Queries in writing to The Deputy General Manager (C), Port Administrative Office, Vallur Post, Chennai-600 120 (Tel 044-2795 0029); also stated as writing or by fax to reach Employer not later than 19.08.2026, 17:00 Hrs.

Pre-bid meeting

Pre-bid meeting at 11:00 hrs on 20.08.2026 at Port Administrative Office, Vallur Post, Chennai-600 120.

• Non-attendance is not a disqualification.
• KPL responses / bid-document modifications to be issued as Addendum on KPL website and CPP portal (not only via minutes).

Bid submission deadline

Online bid submission closes at 15:00 hrs on 07.09.2026 on www.eprocure.gov.in / eprocure.gov.in.

• Two-cover e-procurement only; late tenders not entertained.
• Physical EMD instrument must also reach KPL before this closing date and time.

Bid opening

Technical bid (Cover-1) opens at 15:30 hrs on 08.09.2026 at Kamarajar Port Limited, Vallur Post, Chennai-600 120 (e-Procurement mode).

• If the opening date is a holiday, opening shifts to the next working day at the same time/location.
• Price bids of technically eligible bidders open online later.

Bid validity

Offer validity is 90 days; documents conflict on whether the 90 days run from submission deadline or from tender opening.

• Clause 1.4: 90 Days from the last date for submission of the tender.
• Clause 3.7 and Form of Tender: 90 days from the date/day of opening of tender.
• Shorter validity may be rejected; extension may be sought if evaluation/award is delayed.
• EMD/bid security must remain valid 45 days beyond final bid validity (BG may be for six months).

Contract duration and post-award timelines

O&M contract period is 12 months from Work Order/LoA commencement date; performance security and agreement due within 14 days of award documents.

• 5.2.2/5.2.3: 12 months from commencement date mentioned in Work order/LoA; extendable on mutual consent.
• Form of Tender also describes 12 months from execution of the Contract (wording differs from GCC commencement).
• 3.17: Security deposit cum Performance Guarantee within 14 days from issue of work order.
• 3.18 / Form of Tender: agreement within 14 days from issue of contract/LOA.

Estimated tender value

Estimated cost Rs.46,56,000/- plus applicable GST.

• BOQ is a single 12-month item-rate schedule for Non-Comprehensive O&M including deployment of 1 Site In-charge/Manager and 3 Technicians; bidder enters BASIC RATE / Month without GST.

EMD / bid security

EMD Rs.93,120/- by DD or bank guarantee; NSIC/MSME firms exempt; physical instrument must reach KPL before bid closing.

• Instrument: Demand Draft or BG from any commercial bank, drawn in favour of Kamarajar Port Limited, enforceable and encashable at Chennai.
• Validity: 45 days beyond final bid validity; BG may be for six months.
• Any tender without EMD (unless exempt) is summarily rejected.
• Refunds: unsuccessful bidders after final bid validity / latest by 30th day after award; two-stage technical rejects within 30 days of first-stage result; successful bidder on receipt of performance security within 15 days.
• Forfeiture for withdrawal/amendment before validity/LoA, derogation, non-acceptance of price correction, or failure to sign contract/furnish performance security (may also debar ~2 years).

Tender document fee

No tender document fee is stated in the tender documents.

• Submission is online via eprocure.gov.in; documents do not prescribe a bid document purchase fee.

Performance security

Successful bidder must furnish security deposit cum Performance Guarantee of 10% of total contract price within 14 days of work order.

• Forms: Demand Draft / BG / Fixed Deposit Receipt (FDR).
• BG from any commercial bank, encashable at Chennai.
• Validity cover: contract period plus 60 days.
• Released after successful completion of contract period.
• If bid is seriously unbalanced, KPL may require increased performance security after price analysis.
• Failure to furnish PS/sign agreement is ground to annul award and consider next offer.

Pricing, GST and payment terms

Quote basic unit rates inclusive of all taxes except GST; GST reimbursed after ITC reflection; monthly payments against GST-compliant invoices; rates fixed for contract duration.

• Rates entirely in Indian Rupees; fixed for Contract duration with no adjustment.
• Words prevail over figures if rates differ; blank items deemed covered and unpaid separately.
• Monthly bills on last day of month, payable on submission subject to statutory/other deductions.
• New taxes/levies after contract signing reimbursable on documentary evidence.
• No price escalation for site conditions or statutory changes (contractor deemed to have inspected site).

GST registration

Bidder must have a valid GST number.

Electrical contractor licence

Minimum valid contractor’s licence Grade A (Form EA) issued by Tamil Nadu Government Electrical Licensing Board is mandatory.

• Licence issued by other States is summarily rejected unless endorsed/verified by the Tamil Nadu Government Electrical Licensing Board per CEA Notification CEA-PS-16/25/2023-CEIDivision dated 20.11.2023; otherwise other-State/UT licences are summarily rejected.

Average annual turnover

Average annual financial turnover over last three years ending 31 March of previous financial year must be at least Rs.13.97 Lakh (30% of estimated cost).

• Submit balance sheet and profit & loss statements for last 3 financial years duly certified by Chartered Accountant with notarized/self-attested; otherwise summary rejection.
• Instructions to Tenderers also require Income Tax returns with audited BS and P&L as proof.

Electrical AMC/construction turnover share

In any one of the last seven years (ending last day of month previous to invitation), at least 50% of the bidder’s annual value of work (CA-certified, escalated at 7% p.a. to bid/tender opening) must be from Electrical maintenance/Construction (Project) work.

• Clause 3.1 wording states a 'minimum annual value of work' but does not print a separate rupee threshold beyond the 50% electrical share and the general turnover criterion—bidders should clarify at pre-bid.

Similar work experience

Successfully completed similar works in last 7 years meeting 3×40% / 2×50% / 1×80% of estimated cost (excluding GST).

• Thresholds: three works each ≥ Rs.18,62,400/-; OR two works each ≥ Rs.23,28,000/-; OR one work ≥ Rs.37,24,800/- (all excluding GST).
• Similar works: O&M/AMC of HV electrical systems 11 kV and above (switchgear, transformers, protection, SCADA/PLC control, power distribution) and/or SITC of Shore Power Supply Systems, in Ports / State/Central Govt / PSUs / Public or Private limited companies.
• For composite orders, only the similar-work portion value counts.
• Escalate completed work values to current cost at 7% p.a. simple from completion to bid/tender opening.
• Enclose work order and completion/provisional completion certificate; for private entities also Form 26AS, client TDS certificates or UDIN-validated statutory auditor reports.
• Sub-contractors’ experience/resources not counted.

Disqualification / debarment conditions

False representations, poor performance history, and post-award default can disqualify or debar bidders; KPL suspension/banning policy forms part of the tender.

• Disqualification if misleading/false qualification proofs; and/or poor performance (abandonment, incomplete works, inordinate delays, litigation history, financial failures).
• Failure to sign contract or furnish performance security may lead to debarment for a period (say 2 years).
• KPL Policy and Procedure for suspension and banning of business dealings against erring/defaulting agency (on KPL website) is part of tender.

Consortium / JV

No consortium, joint-venture, or multi-bidder association rules are prescribed in the tender documents.

• Tender addresses a single experienced contractor/bidder; Power of Attorney format is for authorised signatory of the firm.

Work overview and location

Non-Comprehensive Operation and Maintenance (O&M) of the Shore Power Supply facility at Coal Berth-1 & 2, Kamarajar Port, Vallur, Chennai.

• Objective: safe, reliable, uninterrupted operation and routine maintenance; deploy qualified manpower for operations, monitoring, preventive maintenance, inspection, testing, record-keeping and coordination with KPL.
• Non-comprehensive: KPL supplies major spares and replacement equipment unless specifically otherwise stated.
• Port location context: ~20 km north of Chennai Port, adjacent to NCTPS.

Operations, maintenance and deliverables

Scope covers shore-power operations, routine/preventive and breakdown maintenance, documentation, safety, and coordination—not major equipment supply.

• Operations: operate per OEM/KPL instructions; switching during vessel berthing/sailing; coordinate with vessel/KPL; continuous parameter monitoring; log sheets; emergency shutdown/restoration; safe energization/de-energization; alarm response.
• Routine maintenance: visual inspection of shore power system, HT/LT switchgear, transformers, VFD/converters/inverters, shore connection panels; cleaning; terminal tightening; earthing, cables/reels/cable management; cooling fans/filters; HVAC associated with electrical equipment; protection relays; battery/UPS; lubrication; housekeeping; OEM routine testing.
• Breakdown: immediate attendance, fault-finding, troubleshooting, minor consumables replacement, assist KPL on major component replacement, restore ASAP, breakdown analysis reports.
• Documentation: daily/shift logs, PM/breakdown registers, equipment history, spare consumption, safety/PTW, incidents, monthly O&M reports; plus daily/monthly reporting suite under Performance Standards.
• Performance: manpower availability as directed; breakdown response within 30 minutes of intimation (or as specified by KPL); 100% safety compliance.

Mandatory manpower and qualifications

Deploy minimum 1 Site In-charge/Manager and 3 Technicians every day throughout the contract, including holidays/Sundays and extended vessel operations as directed.

• No manpower reduction without written KPL approval; arrange relievers for leave/sickness/absence.
• Site In-charge: Degree in Electrical Engineering; min. 5 years O&M of HT electrical systems, of which min. 3 years in shore power / port / marine electrical / HT switchyards / substations ≥11 kV / industrial distribution.
• Technicians: Diploma in EEE with valid licence; min. 5 years O&M of HT/LT installations, industrial systems, substations, switchgear/transformers; preference for shore power/port/marine experience.
• Contractor supplies PPE, tools, test instruments, uniforms, IDs, communication facilities; personnel must be medically fit and comply with IE Rules, CEA Regulations, IS standards and KPL Safety Manual.
• Contractor arranges own conveyance for deployed manpower.

Duration, quantity and exclusions

12-month O&M service quantity (12 months in BOQ); major spares/equipment by KPL; no housing of contractor employees on KPL premises.

• BOQ quantity: 12 Month for the single O&M item.
• Tenderers deemed to have inspected facility; no cost escalation for site conditions during contract.
• Contractor shall not house employees within KPL premises; temporary structures only with prior written permission and removable on demand.

Submission mode and portal

Bids only through e-procurement two-cover system on www.eprocure.gov.in / eprocure.gov.in by 15:00 hrs on 07.09.2026.

• Register on portal; use one DSC/e-token from licensed CA (MTNL/SIFY/TCS/nCode/eMudhra etc.).
• Each uploaded file < 2 MB (scan at lower resolution if needed).
• Rates only in prescribed .xls BOQ format; non-format rates not accepted by system.
• Print/keep bid summary as acknowledgement/proof of submission.
• Offers without prescribed KPL bidding documents / non-compliance ignored straightway.
• KPL Works Manual October-2024 (and amendments) and suspension/banning policy on KPL website form part of tender.

Two-cover structure and evaluation gate

Cover-1 Technical Bid opens first; Price Bid of only technically eligible bidders opens online later.

• Technical responsiveness requires: eligibility under clause 1.2; proper signing by authorised signatory holding Power of Attorney (including settlement-of-disputes binding provision); required Bid Security; responsiveness to bidding documents.
• No change in price/substance after opening except arithmetic corrections.

Physical EMD delivery and modification notices

EMD DD/BG must physically reach KPL before bid closing; modification/withdrawal language mixes e-procurement with sealed envelope marking.

• EMD shall reach KPL before closing date and time of tender (no separate courier desk/deadline beyond closing is printed).
• Clause 3.8 allows modification/substitution/withdrawal before due date only through e-Procurement, and additionally says notices shall be prepared, sealed, marked and delivered with envelopes marked MODIFICATION/SUBSTITUTION/WITHDRAWAL; due-date line contains placeholder 'xx.xx.2026'.
• Bid opening location for attendance: KPL Administrative Office, Vallur Post, Chennai-600 120.

Signing and attestation

Technical/financial proofs need CA certification and notarised/self-attestation as specified; Form of Tender signed & sealed; PoA on stamp paper.

• BS/P&L: CA certified with notarized/self-attested.
• Form of Tender: duly filled in, signed & sealed and enclosed.
• Power of Attorney: non-judicial stamp paper of appropriate value in name of issuing company; mode per applicable law/charter documents; common seal when required.
• Authorised signatory must hold PoA binding bidder to dispute-settlement clause.

Bid validity start date conflict

Clause 1.4 measures 90-day validity from last submission date, while Clause 3.7 and Form of Tender measure it from tender opening—about a one-day gap here, but material if openings slip.

• Clause 1.4: 90 Days from the last date for submission of the tender.
• Clause 3.7: 90 days from the date of opening of tender.
• Form of Tender: 90 days from the day of opening of the Tender-Bids.
• Practical approach pending clarification: keep offer and EMD valid through the later of the two end-dates (and EMD +45 days beyond final bid validity).

Contract commencement / 12-month start wording

GCC starts the 12-month tenure from Work Order/LoA date, while Form of Tender ties the 12 months to execution of the Contract.

• 5.2.2–5.2.3: 12 months from commencement date mentioned in Work order/LoA.
• Form of Tender clause 9: 12 (Twelve) Months from the date of the execution of the Contract.
• Also, PS due within 14 days of work order (3.17) while agreement due within 14 days of contract/LOA (3.18 / Form of Tender)—award-document labels differ.

Modification/withdrawal clause still has placeholder date and mixed modes

Clause 3.8 cites due date as '1500Hrs, xx.xx.2026' and simultaneously requires e-Procurement only and sealed physical envelopes for modification notices.

• Elsewhere submission due date is clearly 15:00 hrs on 07.09.2026.
• Bidders should treat the substantive due date as 07.09.2026 and seek clarification on whether any physical modification envelope is still expected under pure e-procurement.

Annexure footers name a different work

Annexures I–II and Form 2A footers still read 'Comprehensive Annual Maintenance Contract for maintaining the Airconditioners at Kamarajar Port' while body text is for Shore Power O&M.

• Appears to be template leftover; body headings and PoA operative text correctly name the Shore Power O&M tender.
• Use the body tender title when filling forms; seek confirmation if needed.

Clarify Electrical AMC/Construction turnover threshold (cl. 1.2.3.1)

Ask KPL to state the exact minimum 'annual value of work' rupee figure required under clause 3.1, and which years/documents prove the ≥50% electrical share.

• Current text requires CA-certified annual value with ≥50% electrical maintenance/construction in any of last seven years and 7% escalation, but does not print a standalone amount distinct from the Rs.13.97 Lakh average turnover test.
• Material to bid/no-bid and document pack.

Other-State Grade A licence acceptance path

Confirm process, timeline and acceptable evidence for TN Electrical Licensing Board endorsement/verification of other-State/UT Grade A licences before bid due date.

• Without endorsement, other-State licences are summarily rejected—this is a hard eligibility gate for non-TN contractors.

Physical EMD delivery point and acknowledgement

Confirm exact receiving office/desk, acceptable delivery mode (hand/courier), and whether scanned EMD upload is also required online.

• Text only says EMD shall reach KPL before closing; no dedicated receiving address/time window beyond general Port Administrative Office contacts.

Boundary of contractor vs KPL cost (spares, consumables, tools, testing)

Seek a written list of minor consumables contractor must supply versus major spares/equipment KPL supplies, and whether specialised testing/OEM call-outs are reimbursable.

• Non-comprehensive model plus 'replace minor consumables' and contractor-provided test instruments can shift significant cost risk if undefined.
• Also confirm whether breakdown response 'within 30 minutes' applies 24×7 including vessel operations beyond normal hours.

Resolve bid-validity and award-document wording conflicts

Ask which 90-day validity start date prevails and whether LOA, Work Order and 'contract' are the same instrument for the 14-day PS/agreement clocks and 12-month start.

• Conflicts identified under contradictions; answers affect EMD BG tenor and mobilisation planning.

Broad performance penalty and termination rights

Any failure to carry out scope to KPL’s satisfaction may lead to forfeiture of Performance Security and termination; KPL may also hire third-party cover at contractor’s cost.

• No graded LD schedule/% cap is printed—discretionary satisfaction standard and PS forfeiture is high commercial risk.
• Unsatisfactory performance termination on 15 days’ written notice at KPL’s sole discretion.
• Default continuing 15 days after payment suspension notice can trigger termination.
• KPL may suspend payments for default or situations that interfere with successful execution.

Manpower availability and 30-minute breakdown response

Fixed minimum crew (1+3) must cover holidays/Sundays and extended vessel operations, with 30-minute breakdown response—labour cost and absenteeism risk is significant on a non-comprehensive monthly rate.

• No reduction without written approval; relievers mandatory.
• Contractor bears conveyance, PPE, tools, test instruments, uniforms, communication and IDs.
• Pass non-return penalty Rs.200/- per pass plus other charges.

Fixed price, GST timing and no escalation

Rates are fixed for the contract with no adjustment; GST is reimbursed only after ITC reflection on KPL’s portal—cash-flow lag and statutory-cost risk sit with contractor until reimbursement evidence path is met.

• New post-signing taxes reimbursable only on documentary evidence.
• Clause 5.2.15.6 bars escalation even for statutory provision changes.
• Site deemed inspected; no escalation for prevailing site/equipment conditions.

Security load and unbalanced-bid top-up

10% performance security for contract period +60 days is heavy for a 12-month O&M; KPL may further increase PS if bid is seriously unbalanced.

• EMD Rs.93,120/- additionally blocked until PS furnished.
• Failure to furnish PS/sign agreement annuls award; EMD forfeiture and possible ~2-year debarment.

Indemnity, labour compliance and insurance

Contractor solely bears injury/damage, labour-law compliance (Minimum Wages, PF, ESI, Workmen’s Compensation) and must keep personnel insured for full contract term; KPL may recover from dues/PS.

• Copy of insurance policy to be furnished to KPL.
• Employees of contractor never treated as KPL employees.
• Confidentiality breach treated as material breach with damages and PG invocation.

Hard TN electrical-licence gate and private-work proof burden

Non-TN licence without endorsement is summary rejection; private-client experience needs Form 26AS/TDS/UDIN audit trails—qualification risk is documentation-heavy.

• Sub-contractor experience disregarded.
• False qualification statements cause disqualification.

Inviting authority / Employer

Kamarajar Port Limited (A Company of Chennai Port Authority), Port Administrative Office, Vallur Post, Chennai – 600 120.

• Tender No.: 2026085119.
• e-Procurement via eprocure.gov.in; also published on www.kamarajarport.gov.in.

Deputy General Manager (C) – primary tender contact

Deputy General Manager (C), Kamarajar Port Limited, Port Administrative Office, Vallur Post, Chennai-600 120; Tel 044-27950029 / 044-2795 0029.

• Pre-bid written clarifications to be sent to DGM (C) at this office.
• Form of Tender and notices address DGM (C) at the same office.
• No KPL email ID is printed in the tender documents.
• Physical EMD is to reach KPL (this Port Administrative Office is the stated office address for tender communications).

Electrical department contacts

Manager (Elect.) mobile 9600162167; Deputy Manager (Elect.) mobile 9597088338.

• Listed for clarification/information at the Port Office along with DGM (C).

e-Procurement portal support

For CPPP/e-procure technical queries: [email protected] or phone 1-800-233-7315.

Bid opening / pre-bid venue

Pre-bid meeting and technical bid opening attendance venue is Kamarajar Port Limited, Port/Administrative Office, Vallur Post, Chennai-600 120.

• Pre-bid: 11:00 hrs on 20.08.2026.
• Technical opening: 15:30 hrs on 08.09.2026.