Tender Document. For Purchase of Tally Package for indextb. March, 2018

Transcription

1 Tender Document For Purchase of Tally Package for indextb March, 2018 Last Date of Submission of Tender Date of Opening of Tender up to 2:00 pm at 3:00 pm Industrial Extension Bureau Block No. 18, 2 nd Floor, Udyog Bhavan, Sector-11, Gandhinagar Tel : / 93 Fax: Bid Processing Fee : Rs.1, (Rupees One thousand only) Tender document for Purchase of Tally Package for indextb-2018 Page 1 of 18

2 Industrial Extension Bureau (hereinafter referred to as indextb and/or the purchaser ) for their requirements of Tally Package intend to invite offers through tendering route for supply, installation and maintenance for their offices located at Gandhinagar and Delhi. Industrial Extension Bureau (hereinafter referred to as indextb and/or the Purchaser ) intend to invite sealed offers for the requirements of Latest version of Tally Server ERP Package through tendering from reputed manufacturers/authorised dealers. Duly filled-in offer indicating rates of the product should be reached at indextb latest by up to 2.00 pm. The tenders will be opened on at 3:00 pm. Issue of Tender Bid Processing Fee Date & Time of Pre-bid meeting Date & Time of Pre-bid meeting Last date & time for Physical Submission of Bid Place for Submission of Bid Date & Time for Opening of Bids Place for Opening of Bids Contact Person Contract Period Tender Processing Fees (Non-Refundable) Bid Security (Earnest Money Deposit) Validity of tender The tender can be downloaded from website Rs.1, (Rupees One thousand only) upto 12:00 pm Conference Room Industrial Extension Bureau Block No 18, 2 nd Floor, Udyog Bhavan, Gandhinagar , Gujarat upto 02:00 pm Industrial Extension Bureau Block No 18, 2 nd Floor, Udyog Bhavan, Gandhinagar , Gujarat at 3:00 pm Conference Room Industrial Extension Bureau Block No 18, 2 nd Floor, Udyog Bhavan, Gandhinagar , Gujarat. Dr. Manish Shah General Manager (Administration & HR) 1 year from the date of Award. However, the contract can be further extended for one more year on mutual consent. Rs. 1, (Rupees One thousand only) Rs. 20, (Rupees Twenty thousand only) (No relaxation to anyone including SSI units) 90 Days Tender document for Purchase of Tally Package for indextb-2018 Page 2 of 18

3 Pre-Qualification Criteria for the Bidder 1. The bidder should have an Average Annual turnover of Rs. 2 Lakh per year in each of the last 3 financial years. (Certificate of Business turnover from Chartered Accountant/S.T. Authorities should be furnished for the last three consecutive Financial years) (Form no. E-1 in Section -1). 2. a. The bidder must have an office in Gujarat preferably in Ahmedabad/ Gandhinagar. Please attach a copy of any one of the listed documents: Property Tax Bill/Electricity Bill/Telephone Bill/VAT/ GST Registration/CST Registration/GST Registration/Lease Agreement. (Form no. E-2 in Section -1). b. The bidder should have an office or proper arrangements for providing after sales services at Ahmedabad/Gandhinagar/Delhi. Please attach the copy of any one of the listed documents: Property Tax bill/electricity Bill/Telephone Bill/VAT/GST Registration/CST Registration/GST Registration/Lease Agreement. In case the bidder is providing after sales support at Delhi through a Franchisee and/or Service Provider, then the undertaking duly signed between the bidder and the franchisee and/or Service Provider indicating the period shall also have to be attached with the bid for after sales support. (Form no. E-3 in Section -1). 2. The Bidder must have Valid PAN/GST Registration with appropriate license from competent authority to run the service. 3. The Bidder must have an experience of minimum 3 years in providing software services to Government/Corporates etc. 4. The Bidder must have operating same package in Ahmedabad and/or Gandhinagar. 5. The bidder must have at least 15 customer reference sites of installation/support for same product, in Gujarat. Customer references and Purchase orders must be attached along with the bid. (Form No. E- 4 in Section -1). 6. The bidder should be authorized by its OEM to quote the bid. A copy of such authorisation letter indicating validity should be attached. (Form no. E-5 in Section -1). 7. Latest Authorisation letter, dully signed and stamped, in original from Manufacturer/OEM in the name of Bidder mentioning product is a must require along with the Compliance Letter. 8. The bidder has to submit the compliance letter on its letterhead duly signed by the authorized signatory as asked for in the bid. Failing to submit the same or non-compliance/deviation from any of the bid terms and conditions, product specifications may result in rejection of the bid. 9. The Bidder may examine all instructions, forms, terms, conditions and specifications described in the bidding documents. Failure to furnish all information required in the bidding documents or failure to submit offer for product or submission of a bid not substantially responsive to the bidding documents in every aspect will be at Bidder s risk and may result in rejection of its bid as non-responsive. Tender document for Purchase of Tally Package for indextb-2018 Page 3 of 18

4 Scope of Work 1. Software Services Consolidation and Integration of accounts of consolidated trial balance, Balance sheet, Profit & Loss account, schedules to Balance Sheet and Profit & Loss Account, Cash flow statement as per Tally default format can be generated. Full implementation of default features of Tally software given by Tally Solutions. Implementation of Uniform Accounting System through a uniform Chart of Accounts, Ledgers and Sub- Ledgers. Provision for authorization/approval of any transaction at any stage should be possible by way of designing administrative control specific to indextb s requirement. Customization of the software in such a manner where nobody can alter or delete the transactions irrespective of authorization. Build a complete audit trail of all transactions (add, update and delete) using transaction log reports, so that errors in data, intentional or otherwise, can be traced and reversed, throughout the project duration. The most appropriate level of security commensurate with the value. Access Controls must be provided to ensure that the databases are not tampered or modified by the system operators or database administrator. Implement data security to allow for changes in technology and business needs. The bidder shall be entirely responsible for the architecture of the system implemented to satisfy all features, functions and performance as described in this document including sizing of the required IT infrastructure in order to satisfy service levels as defined in this RFP. The System Integrator should ensure all possible and required improvements. The indextb-tally design must be such as to require the minimal installation, if at all, at the user s end, besides the Internet Browser. The indextb-tally system should be able to support all common browsers like Internet explorer, Mozilla and Chrome. Satisfying the requirement of accounting as per the GST Law so that data required for compliances under GST with respect to payment of periodic GST and filing of periodic GST returns. For this the vendor is required to closely co-ordinate and work with the GST consultant of indextb. Facility to upload voluminous data from MS Excel/MS Access to Tally Software. Necessary checks to be placed to ensure that all the expense, income, assets & liabilities are done through a customer/vendor/party account. Tender document for Purchase of Tally Package for indextb-2018 Page 4 of 18

5 Generation of Invoice/Debit Note/Credit Note/Payment/Receipt in compliance with the relevant GST law and indextb requirements for its customers/depositors with the facility to print, export, mail invoices directly from Tally. Generation on statutory compliance report on periodic basis with respect to TDS/GST etc. Pre-defined TDS rates are to fed in the accounting software for payments booked under a particular revenue head of account to facilitate Auto calculation of TDS while entering the voucher. Auto calculation of depreciation on Fixed Assets at the end of every month on pre-defined Depreciation rates fed in the customise accounting software. Creation of multiple approval levels for entering of any voucher type as per the limit prescribed by indextb. Tracking a voucher right from creation to details of alterations and last alteration done like username, user employee id, reason for altering and alteration date and Generation of alteration report. Auto Bank reconciliation from the Bank statement downloaded in MS Excel/MS Access format. Auto settlement of final bills against advance taken by the employee by linking employee-wise advance against the bill to be settled. Provision of putting and keying in Budgeted data (BE/RE) of the corporation as a whole against the income and expenditure fields and flagging of the concerned income & expense head same once the expenditure exceeds the budgeting limits prescribed. Maintenance of Fixed asset registers with the fields as (Quantity/No Category & Description, Location, Identification/Tag Number, Supplier/Invoice Date, Purchase Date, put to Use Date, Depreciation Rate, Original cost/additions/deletions/accumulated depreciation, Written down value, Assets at Rs 1). Payroll Accounting, Salary Processing, and Payroll Statutory should be available with the system. Also, HR Related data like Leave, Gratuity, PF data should also be maintained in the system itself for atomization purpose. The system should support fixed asset verification and should also support reporting of fixed asset under disposal and unserviceable items as a separate company where fixed assets data of all the units can be integrated periodically with the main data. Devising a detailed User manual of customized Tally Latest Version with the frequent asked questions for the users after the completion of Customization. The vendor shall be required to provide necessary training at corporate office for 1 months on using the Tally Latest Version on an outsourced data centre and including addressing day-to-day issues. Training shall be held in batch. Number of staff likely to be trained is Tender document for Purchase of Tally Package for indextb-2018 Page 5 of 18

6 about 10. All associated cost of faculty i.e. TA/DA, out of pocket expenses, hotel stay etc. shall be borne by bidder. 2. The AMC shall include the following components: For smooth operation of package, annual maintenance contract for one year from the date of satisfactorily implementation shall be provided by a vendor to indextb. Bug Resolution - Provision of technological support for any issue/ query/problem faced by any of indextb staff as and when required Any amendments required to be incorporated due to change in any statutory law/functional requirement in the existing accounting software Provision of technological support for any query/problem faced by any of indextb staff as and when required which need to be resolved on periodic basis (within 2 working days). In case the vendor does not resolve the query/defect to the satisfaction of indextb within 7 working days, indextb can get the work done from outside party at the cost of bidder. On repeated failure to resolve queries or repeated failure to remove software defects, indextb can terminate the contract and forfeit guarantee money. indextb shall first try to resolve it through an online team viewer support/telephonic support. If the problem does not get resolved through online/telephonically mode, vendor needs to resolve the issue on site where the location is as per terms and conditions. 3. Time period for Completion and Manpower Any additional work & training in case undertaken shall be on the basis of man-days rate quoted and payment shall be made on satisfactory completion of work/training. Time frame shall be mutually agreed upon for such activities. Work should be completed within a period of three (3) months from the date of work order awarded. Also, requisite number of professionals/qualified personnel should be deployed to complete the task on time. Penalty Clause In case there is any delay in completion of project or there is any deficiency in the entire implementation task, penalty will be levied by indextb, no argument whatsoever will be considered and decision of the Competent Authority of indextb will be final in this regard. Interference during Tender Procedure / Contract Period Any type of interferences created by any Bidder/Agency/Body will not be considered during the whole tender procedure. After awarding contract to successful bidder, interference created by any Bidder/Agency/Body, who had participated and/or not participated will not be entertained by indextb. Tender document for Purchase of Tally Package for indextb-2018 Page 6 of 18

7 Arbitration Proceedings All Arbitration proceedings shall be held at Gandhinagar and the language of the arbitration proceedings and that of all documents and communications between the parties shall be in Gujarati/English. Termination for Default The Purchaser may, without prejudice to any other remedy for breach of contract, by written notice of default sent to the Bidder, terminate the Contract in whole or part: a) If the bidder fails to deliver the product as per the delivery schedule given in the tender, or within the extended period of delivery thereof granted by the Purchaser OR b) If the Bidder fails to perform any other obligation(s) under the Contract/Purchase order OR c) In the judgment of the competent authority of indextb, if the Bidder has indulged in corrupt or fraudulent practices in competing for or in executing the Contract. Corrupt Practice means the offering, giving, receiving or soliciting of anything of value or influence the action of a public official in the procurement process or in the execution of contract. Fraudulent Practice means a misrepresentation of facts in order to influence the procurement process or the execution of the contract to the detriment to the Purchaser, and includes collusive practice among Bidders (prior to or after bid submission) designed to establish bid prices at artificial non-competitive levels and to deprive the Purchaser of the benefits of free and open competition. In the event the Purchaser terminates the Contract in whole or in part, pursuant to Clause mentioned above, the Purchaser may procure, upon such terms and in such manner, as it deems appropriate, Goods similar to those undelivered, and the Bidder shall be liable to the Purchaser for any excess costs for such similar Goods. However, the Bidder shall continue to offer the security deposit of the Contract to the extent not terminated. General Conditions 1. The INDEX with page number of document submitted should be provided. 2. Price Bid to be submitted as per table given in Financial bid only. Bidder scoring highest in Technical & Financial bid would be invited for negotiation. indextb may invite next bidder if negotiation fails with first bidder. The weightage of Technical & Financial shall be in the ratio of 60 (Technical) : 40 (Financial) 3. The agencies may be called for interaction and presentation for their understanding and preparedness for our type service requirement by them. 4. The address for submission of the Tender (Technical Bid) is as under The Managing Director Industrial Extension Bureau (indextb) Tender document for Purchase of Tally Package for indextb-2018 Page 7 of 18

8 Block No. 18, 2nd Floor, Udyog Bhavan, Sector 11, Gandhinagar, Gujarat The filled Tender as described herein should reach us by the last date and time of submission to our office. The Tender received beyond the stipulated time would not be accepted. Further, indextb would not be liable for any delay occurred due to courier/messenger/post for submission of the tender. The onus lies on the bidder to ensure the submission within stipulated date and time 6. Tender received without Tender processing fee, EMD and/or the letter head would be treated as rejected and would not be considered for further evaluation. 7. indextb reserves the right to accept or reject all the quotes/bids/ tenders, without assigning any reasons. 8. An EMD of Rs.20, by demand draft in favour of Industrial Extension Bureau, payable at Gandhinagar should be deposited along with the quotation. In absence of Earnest Money Deposit (EMD), the offer will not be considered. The EMD of the party, whose rates are approved, shall be retained with indextb as security deposit during the time of contract. There would be no interest payable on the EMD. 9. The EMD may be forfeited: a. If Bidder withdraws his bid during the period of validity of bid. b. In case of a successful Bidder is found to be involved in fraudulent practices. 10. Tender should be accompanied with non-refundable processing fee of Rs.1, in form of demand draft in favour of Industrial Extension Bureau, payable at Gandhinagar. In case of non-submission of the fee the Tender shall be rejected 11. Change(s) in any of the terms and conditions by bidder stipulated as above shall not be acceptable to indextb. 12. In case of any dispute arising in relation to interpretation of any of the terms and conditions of the contract in Tender/tender in part/full, the decision of Managing Director, indextb shall be final & binding to all. 13. The competent authority reserves the right to terminate the contract at any point of time during the currency of the contract, if any of the above terms and conditions is found to have been violated. 14. Conditional acceptance would not be considered. 15. Payment Terms: indextb shall pay on monthly basis for the services that may be Payment will be made on Successful implementation of Tally ERP and Customisation as required after thorough testing, verification and approval from the Competent Authority. 16. We will have to give one-month termination notice in case the services do not wish to continue services for the Corporation. indextb will have the option to terminate the services immediately to the them by giving notice without assigning any reason and without payment of any compensation thereof. Tender document for Purchase of Tally Package for indextb-2018 Page 8 of 18

9 17. Necessary licence, any required permission from government regulatory shall be liability of Contractor and to be produced to indextb whenever asked for. 18. The Committee may ask tenderers, individually for clarification of their tender for evaluation and comparison of tenders. 19. The agency/bidder has to provide rates inclusive of all applicable taxes and service charge. However, any upward/downward revision in tax during the contract period shall be applicable to both the party. 20. Contractor should attach necessary supporting documents (selfattested copies) as proof in respect of each of the eligibility conditions mentioned above. The Contractor will submit and be in possession of following valid documents as part of technical bid. (Section -1 : Preliminary Information). a. Company profile (background) including contact details (address, telephone and Fax no., ID, details of branches, if any) b. Services Licence/FSSAI license issued by competent authority c. PAN No & GST No. d. Copy of CA Certificate for average turnover/audited Profit & Loss Account and Balance Sheet of last three years be enclosed. e. Major Clients and Details of Contracts/Work orders of similar nature executed in the last 2 (two) years. f. Letter of appreciation, work orders etc. 21. Sealed envelope to be submitted up to 2:00 PM, only in following manner. a. First sealed envelope containing following documents marked as Supply of Tally Server ERP for indextb : Technical Offer i. Separate sealed cover containing EMD & Bid Processing Fee marked as Bid Processing Fees & EMD along with the covering letter in Original. ii. Latest Authorisation Letter in the name of Purchaser from Manufacturer/OEM in Original. iii. Compliance Letter in Original. b. Second sealed envelope containing Financial Offer marked as Supply of Tally Server ERP for indextb : Financial Offer c. Main envelope will contain above 2 sealed envelopes and marked as Supply of Tally Server ERP for indextb 2018 : Technical and Financial Offers. 22. indextb reserves the right to change any condition of the bid for any item even after inviting the bids, with/without prior notification. 23. In case, during the evaluation process or later on, any documents submitted as part of the proposal are on verification, found fake/ wrong/illegal/not authenticated by the issuing authority, indextb Tender document for Purchase of Tally Package for indextb-2018 Page 9 of 18

10 may debar/black list the bidder either indefinitely or for a stated period of time. 24. The bidder should not have been black listed/debarred by any Government Authority in India. 25. The successful bidder is fully responsible for Integration/Migration of existing data as per the requirement of indextb in consultation with indextb official(s). 26. Right of indextb to accept any Bid and to reject any or all Bids indextb reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to awarding the Contracts, without thereby incurring any liability to the affected Bidder(s) or any obligation to inform the affected Bidder(s) of the grounds for such a decision. 27. Amendment of Bidding Documents (Corrigendum) a. At any time prior to the deadline for submission of bids, indextb may, for any reason, whether its own initiative or in response to the clarification requested by a prospective bidder, modify the bidding documents. b. The corrigendum will be published on website c. In order to allow prospective bidders reasonable time to take into consideration the amendments, if any, while preparing their bids, indextb at its discretion, may extend the deadline for submission of bids. 28. Awarding the Contract Successful bidder will be awarded the Contract for supply of product, based on the rates quoted and being L1 (The lowest of this offers). Tender document for Purchase of Tally Package for indextb-2018 Page 10 of 18

11 Technical Specifications of the Product Name of the Product Quantity Required : Latest Version of Tally Server ERP : 1 (One) No. Version of the Product Series Class Features No. of Users Creation Product Specifications Matched /Not Matched with indextb Requirement Deviation/ Remarks (If any) Note : Bidder may add contents by adding multiple rows, which may be added by NUMBER OF ROWS TO ADD. Tender document for Purchase of Tally Package for indextb-2018 Page 11 of 18

12 Financial Offer of the Product Product Name Qty. in No. Rate (Rs.) Per Unit % of GST per Unit GST Rate per Unit (Rs.) Rate per Unit with GST (Rs.) a b c d e = b + d 1 Note : indextb reserves the rights to consider outright rejection of the offer of the bidder who has not quoted for the product. Tender document for Purchase of Tally Package for indextb-2018 Page 12 of 18

13 Section I Preliminary Information : Submit Physically on Letter head Company Detail : Name of Bidder Address of Bidder Contact Person Designation Mobile No. Telephone Nos. (with STD Code) Fax No. (with STD Code) Goods and Services Tax (GST) Detail of the bidder : Particulars Name of the Organisation Registered Office Address Pin Code State Name Communication Address Pin Code State Name Name of Contact Person Designation of Contact Details Tender document for Purchase of Tally Package for indextb-2018 Page 13 of 18

14 Particulars Person Address Mobile No. PAN Card No. Existing Service Tax No. Aadhar Card No. of Individual(s) State Code (as defined for GST) GSTIN/ARN Details Central : State : Banking Details Name of Banker Name of Account Holder Name of Branch and Address Branch Code IFSC Code MICR Code All the information desired above are mandatory. Note : Readable Photo Copy of followings are required with the details provided above for GST and Banking. 1. Registered Office Address Proof. [ ] 2. Communication Office Address Proof. [ ] 3. Office ID Card of Contact Person. [ ] 4. PAN Card. [ ] 5. Aadhar Card(s). [ ] 6. GSTIN / ARN Certificate. [ ] 7. STC Certificate. [ ] 8. Cheque marked as Cancelled. [ ] Tender document for Purchase of Tally Package for indextb-2018 Page 14 of 18

15 Details of Bid Processing Fees & Earnest Money Deposit Sr. No. Item 1 Bid Processing Fees Earnest Money Deposit 2 (EMD) Amount (Rs.) Demand Draft No. & Date Name of the Bank & Branch Note : Submit Demand Drafts for Bid processing fee & EMD in physical form. Eligibility Criteria Form no. E1 : Financial strength of the bidder Financial Year Turnover (Rs. in Lakh) Audited Accounts Submitted? (Yes/No) Note : Please fill this form and submit the audited Annual Accounts for the last three financial years in physical form, dully certified by Registered Qualified Chartered Accountant, in original. Form no. E2 : Offices in Gujarat Sr. No. 1 2 Office Address Nature of Activities Name of the Contact Person Contact nos. / Type of supporting document(s) attached (Yes/No) Note : Bidder may mention more than one office (if applicable) by adding multiple rows which may be added by NUMBER OF ROWS TO ADD. Form no. E3 : Details of Service Centres Sr. No Address Contact Person Name Contact nos./ Type of supporting document attached (Yes/No) Note : Indicate information of only support/service Centres available in Ahmedabad/Gandhinagar/Delhi and/or arrangement for providing after sales support at Delhi. Tender document for Purchase of Tally Package for indextb-2018 Page 15 of 18

16 Form No. E4 : Experience Details (Customer References) Sr. No. Name of the Organiza tion Contact Person Name Contact telephone no. & Address Date/Period of implementation /support No. of sites Type of Supporting Document(s) attached (Yes/No) Note : Form no. E5 : Please fill this form and upload the supporting documents for each customer reference in scanned format. Failing the same may lead to the rejection of the bid. Bidder may add the customer references by adding multiple rows, which may be added by NUMBER OF ROWS TO ADD. Authorization Letters Name of the Product Authorisation Letter Submitted? (Yes/No) Tender document for Purchase of Tally Package for indextb-2018 Page 16 of 18

17 Proforma of Compliance Letter (Submit physically on Bidder s letterhead in original duly signed by Authorized Signatory) Date : DD / MM / YYYY. To, General Manager (Administration) Industrial Extension Bureau Block No. 18, 2 nd Floor, Udyog Bhavan, Gandhinagar Sub. : Compliance with the tender terms & conditions & specifications. Ref. : Tender for Purchase of Computer Consumable Dear Sir, With reference to above referred tender, I, undersigned <<Name of Signatory>>, in the capacity of <<Designation of Signatory>>, is authorized to give the undertaking on behalf of <<Name of the bidder>>. We are hereby submitting our Proposal along with requisite EMD and Bid Processing Fees. We hereby declare that : 1. All the information, documents and statements submitted with our Proposal are true and accept that any misinterpretation contained in it may lead to our disqualification. 2. We are not banned or blacklisted by any Government institution of India. 3. There are no deviations from the terms and conditions of the tender. 4. All our quoted items meet or exceed the requirements and are absolutely compliant with specifications mentioned in the bid document. We also explicitly understand that all quoted items meet technical specifications of the bid. 5. In case of breach of any of the terms and conditions of the tender or deviation from bid specifications, the decision of Competent Authority of indextb for disqualification will be final and accepted to us and no further action will be taken by us in this regard. 6. We agree to abide by our offer for a period of 90 days from the date of opening of bid by indextb and that we shall remain bound by a communication of acceptance within that time. 7. We have carefully read and understood the terms and conditions of the tender and the conditions of the contract applicable to the tender. We Tender document for Purchase of Tally Package for indextb-2018 Page 17 of 18

18 do hereby undertake to provision as per the terms and conditions mentioned in the Tender. 8. We do hereby undertake, that, until a formal contract is prepared and executed, this bid, together with your written acceptance thereof and notification of award of contract, shall constitute a binding contract between us. 9. We do hereby undertake, that, the EMD submitted by us can be preserved with indextb as a Security Deposit during the contract Period, if the Contract is awarded to us. Thanking you. (Affix Seal) Signature Name Designation : Name of the Company Date : / /. Place :. E n d o f D o c u m e n t Tender document for Purchase of Tally Package for indextb-2018 Page 18 of 18