TENDER DOCUMENT FOR PURCHASE OF: ENGAGING OF CA CONSULANT Tender Number: /FINANCE, Dated:

Transcription

1 India Government Mint, IDA, Phase-II, Cherlapally,(R.R district), Hyderabad Pin India Ph. No: , Fax No: CIN: U22213DL2006GOI Web: PR Number PR Date Indenter Department finance CA Not Transferable Security Classification: TENDER DOCUMENT FOR PURCHASE OF: ENGAGING OF CA CONSULANT Tender Number: /FINANCE, Dated: This Tender Document Contains Pages. Details of Contact person in SPMCIL regarding this tender: Name: HIMANSHU. Designation: OFFICER (MATERIALS) Address: IGMH (India Government Mint, Hyd) India T01.1

2 Section1: Notice Inviting Tender (NIT) /FINANCE (SPMCIL's Tender SI No.) (Date) 1. Sealed tenders are invited from eligible and qualified tenderers for supply of following goods & services: Sch d. No. 1 Brief Description of Goods/services Quantity (with unit) Earnest Money (In Rs.) Engaging of CA consultant AU Chartered Account MON Assistant MON Assistant MON Assistant MON Type of Tender (Two Bid/ PQB/ EOI/ RC/ Development/ Indigenization/ Disposal of Scrap/ Security Item etc.) Dates of sale of tender documents: ONE-BID LIMITED EXPRESS From to during office hours. Remarks QTN SHALL BE SUPERSCRIBED WITH NO. DATE & DUE FOR OPENING OF TENDER Place of sale of tender documents Closing date and time for receipt of tenders :45:00 Place of receipt of tenders I G MINT, HYDERABAD Time and date of opening of tenders :00:00 Place of opening of tenders INDIA GOVT.MINT, CHERLAPALLY, HYDERABAD Nominated Person/ Designation to Receive Bulky HIMANSHU. Tenders (Clause of GIT) OFFICER (MATERIALS) NOTE: "THIS NOTICE IS BEING PUBLISHED ONLY AS AN ABUNDANT PRECAUTION AND IS NOT AN OPEN INVITATION TO QUOTE IN THE TENDER PARTICIPATION IN THIS TENDER IS BY INVITATION ONLY AND IS LIMITED TO THE SELECTED INDIA GOVERNMENT MINT, HYDERABAD'S REGISTERED BIDDERS FOR THE ITEM, WHO HAVE BEEN SENT THIS TENDER BY POST/COURIER. UNSOLICITED OFFERS ARE LIABLE TO IGNORED." 2.Tenderers shall ensure that their tenders, duly sealed and signed, complete in all respects as per instructions contained in the Tender Documents, are dropped in the tender box located at the address given below on or before the closing date and time indicated in the Para 1 above, failing which the tenders will be treated as late and rejected. 3.In the event of any of the above mentioned dates being declared as a holiday/ closed day for the purchase organisation, the tenders will be sold/ received/ opened on the next working day at the appointed time. 4.Tenderer may also download the tender documents from the web site and submit its tender by utilizing the downloaded document 5.The tender documents are not transferable. Himanshu Sec01.1

3 Officer(Materials) (Name Designation, Adress telephone number etc of the officer signing the document) For and on behalf of... Sec01.2

4 Section II: General Instructions to Tenderers (GIT) Part 1: General Instructions Applicable to all type of Tenderers Part I & Part II : Refer to our Website: " Sec02.1

5 Sec02.2 Tender Number:

6 Section III: Specific Instructions to Tenderers (SIT) The following Special Instructions to Tenderers will apply for this purchase. These special instructions will modify/ substitute/ supplement the corresponding General Instructions to Tenderers (GIT) incorporated in Section II. The corresponding GIT clause numbers have also been indicated in the text below: In case of any conflict between the provision in the GIT and that in the SIT, the provision contained in the SIT shall prevail. (Clauses of GIT listed below include a possibility for variation in their provisions through SIT. There could be other clauses in SIT as deemed fit.) Sr No GIT Clause No. Topic SIT Provision Tender Currency Supplier is requested to quote price within 2 Decimal place.quotation with price quote beyond 2 decimal place is ignored. Sec03.1

7 Part I : Section IV: General Conditions of Contract (GCC) Refer to our Website: " Sec04.1

8 Section V: Special Conditions of Contract (SCC) The following Special Conditions of Contract (SCC) will apply for this purchase. The corresponding clauses of General Conditions of Contract (GCC) relating to the SCC stipulations have also been incorporated below. These Special Conditions will modify/ substitute/ supplement the corresponding (GCC) clauses. Whenever there is any conflict between the provision in the GCC and that in the SCC, the provision contained in the SCC shall prevail. (Clauses of GCC listed below include a possibility for variation in their provisions through SCC. There could be other clauses in SCC as deemed fit) Sl.No. GCC Clause No. Topic SCC Provision Sec05.1

9 Schedule No. Section VI: List of Requirements Breif Description of goods and services (Related Specifications etc.are in Section-VII) Accounting Unit Quantity Amount of Earnest Money Engaging of CA consultant AU Engaging of 1 (One) Chartered Accountant firm to look after all works relating to Accounting, Costing, Budgeting, all taxation matters, finance, banking and all other related works. The firm will engage on full time basis at least 1 (One) Chartered Accountant competent enough to supervise and manage the above works and 3 (Three) Accountant Assistants at least B.Com/CA or CWA inter having knowledge of Tally, SAP and MS Office. Duration : From to OTHER CONDITIONS 1. The tenderer shall go through all the terms and conditions of the tender enquiry before he responds. 2. Last Date for receipt of tender is on or before up to 02:45 PM. The Tender received After due date and time will not be accepted for whatsoever reasons. Mint is not responsible for postal / courier delay. 3. The Tender will be opened on AT 3.00 PM in the presence of tenderers who may wish to be present. 4. The tenderer who wish to attend bid opening, must have to submit authorization certificate of the respective firm/ party at the time of bid opening. 5. In case EMD amount to be submitted along with the quotation, the DD may be drawn in favor of General Manager, ' India Government Mint, (SPMCIL), Hyderabad'. 6. The General Manager, India Government Mint, Cherlapally, Hyderabad reserves the right to reject all or any of the tenders without assigning any reason. His decision will be final and binding on the tenderer and no correspondence will be entertained in this regard. 7. The General Manager, India Government Mint, Cherlapally, Hyderabad reserves the right to Short close/foreclose the Purchase/Work order at any given point of time without assigning any reason(s) whatsoever. 8. The General Manager, India Government Mint, Hyderabad does not bind himself to issue a single Purchase Order for all the above mentioned items and he reserves the right to issue separate Purchase Order for above mentioned items. 9. Quotations must be on Letter Head for identifying the firm duly indicating the TIN Number (Regd. No. of CST / VAT) of your firm. Quotation sent by or fax will not be considered. 10. Quotations will not be considered: a) If rates are not quoted as per the quantities asked for. b) If TIN number is not mentioned in the quotations. c) If EMD is not enclosed along with quotation when required as mentioned overleaf. 11. More than one quotation in a single sealed envelope will not be considered Sec06.1

10 12. Quotations received after due date and time will not be considered for whatsoever reasons. 13. Quotation and rate should be valid for 90 Days from the date of opening. 14. Wherever the order value exceeds Rs.1,50,000/- you are required to submit security deposit i.e. an amount equal to 10% of the order value before release of order for faithful performance/execution of the order. The same will be valid (refunded) for a period of 60 days, beyond the date of completion of all contractual obligations of the contractor, including warranty obligation % payment shall be made on monthly basis within 30 days after satisfactory completion of calendar month service and on certification of mileage run by the vehicles by Mint officers. 16. Income tax shall be recovered at source as per rules wherever applicable. 17. Payment will be made by e-payment only & for the purpose of e-payment kindly ensures to submit the following information of your Bank details along with Quotation: I. Applicant (Remitter) Details: Account Title, Debit Account No., Account Type: Current /Saving / Cash Credit etc., II. Beneficiary Details: Beneficiary Name, Credit Account No., Centre (Location), Name of Bank along with Address & Branch Code. III. Account Type: IFSC Code, MICR Code, I.D. and Mobile Number of the beneficiary. 18. Please mention your VAT / Service Tax Registration No., PAN No. 19. While submitting your offer, please return the original Tender Enquiry duly signed by you. 20. Correct Enquiry number and opening date should be super scribed on the sealed envelopes. 21. Liquidated damages: - If the supplier fails to deliver any or all of the goods or fails to perform the services within the time frame incorporated in the contract, India Government Mint, Hyderabad shall, without prejudice to other rights and remedies available to India Government Mint, Hyderabad. under the contract, deduct from the contract price, as liquidated damages, a sum equivalent to the 0.5% of the delivered price of the delayed goods and/or services for each week of delay or part thereof until actual delivery or performance, subject to a maximum deduction of the 10% of the delayed goods# or services# contract price. 22. The bidder may mention whether they come under the MSME Act 2006 & submit the required Certificate. Firms under MSE 2012 Policy will be exempted from any kind of Tender Fee & Earnest Money Deposit (EMD). 23. Under no circumstances, the change in the price or substance of the bid is allowed or permitted During the validity period of the offer. If the tenderer on their own varies or alters the price or any conditions of their offer already quoted after opening of the tender enquiry, such tender enquiry shall be rejected without any further reference, and also EMD will be forfeited. 24. No #CONDITIONAL TENDER## shall be accepted. SPECIAL CONDITIONS OF CONTRACT 1. BID PRICE The rates for providing the services of One Chartered Accountant and three Accounts Assistants for deployment may be quoted. 2. EVALUATION OF THE QUOTATION. This office will evaluate and compare the quotations and see that each of them is properly signed and conform to the terms and conditions of this tender. The evaluation will be done for all the items put together. The bidder who Sec06.2

11 has quoted for partial quantity of any or more items would be treated as non-responsive. The office will award contract to the lowest evaluated/responsive bidder. 3. AWARD OF THE CONTRACT i. The competent authority will award the contract to the bidder whose quotation has been determined to be substantially responsive and who has offered the lowest price as per para 2 above. ii. The bidder whose bid is accepted will be notified of the award of the contract by the office prior to the expiry of the quotation validity period. iii. Notwithstanding the above the competent authority reserves the right to accept or reject the quotations and to cancel the bidding process and reject all quotations at any time prior to the award of the contract. 4. E.M.D. & PERFORMANCE SECURITY i) EMD in the shape of Demand Draft for Rs. 20,000/- (Rupees Twenty thousand only) drawn in favour of #India Government Mint, Hyderabad, a Unit of SPMCIL# should be enclosed with the Quotation. Failing which quotation will not considered. ii) Within 21 days after the issue of notification of award / letter of intent, the successful bidder shall furnish performance security to Mint for an amount equal to ten per cent of the total value of the contract, valid up to sixty days after the date of completion of all contractual obligations by the supplier, including the warranty obligations. iii) The Performance security shall be denominated in Indian Rupees shall be in one of the following forms : a) Account Payee Demand Draft or Fixed Deposit Receipt drawn on any commercial bank in India, in favour of #India Government Mint, Hyderabad, a Unit of SPMCIL#. b) Bank Guarantee issued by a commercial bank in India, in the prescribed format which will be provided by Mint. OTHER TERMS AND CONDITIONS: 1. The Firm should enclose the registration certificate or Certificate of Practice (COP. 2. The firm will engage on full time basis at least one Chartered Accountant competent enough to supervise and manage the above works and 3 Accounts assistants at least B.com/CA or CWA inter having knowledge of Tally, SAP and MS office. 3. The daily working hours are according to Mint office timings and incase of work exigency they should work beyond office hours. 4. As and when any of the Associates of the firm proceed on leave or absent for any reason, replacement shall have to be provided with Associates of similar capabilities. 5. They should work under overall control of D.M (F & A) and payment will be released based on certification by the DM (F & A) on monthly basis within one week from submission of bill. 6. The performance security shall be forfeited in case the firm fails to perform in the contractual obligations in any manner during the currency of the contract and no correspondence will be entertained in this regard subsequently. 7. The firm should not give sub-contract or outsource the above work/service either in full or in part to any other company/ firm. Sec06.3

12 8. The Chartered Accountant nominated by the successful firm should only be deployed in the Mint be the firm. No replacement will be permissible without express consent of this office. However during absence of the regular incumbent due to illness or leave or otherwise, the firm shall ensure deployment of substitute Chartered Accountant and assistant having not less than the requisite professional qualification and experience as required for this service contract. 9. The contract may be extended to further period as may be decided on mutual agreement if necessary depending on the performance of the firm and requirement of work. In that case, the firm has to extend the validity of Security Deposit accordingly. 10. General Manager reserves the right to terminate the contract/order at any time without assigning any reasons what so ever. SCOPE OF WORK 1. Ensuring the day to day accounting transactions of payments, receipts, sales and purchases, other miscellaneous expenses and inventory accounting are entered in SAP on daily basis. Working knowledge with regards to basic data entry, report generation in SAP environment are essential 2. Oversee the preparation of accounts as per Indian Accounting Standards and verify the correctness of the classifications of expenses/expenditure based on its nature and as per COA provided by the Corporate Office, in SAP environment. 3. Preparation, maintenance and updating of Fixed Assets Register as per the Standard Accounting Bench marks. 4. Evolve the costing system with the help of departmental staff and suggest the suitable methods for setting up of standards for regular costing system. 5. Analysis of Debtors and creditors on daily basis and reconciliation of the same & inter Unit accounts on monthly basis, preparation of Bank Reconciliation on Fortnight basis in SAP environment. 6. Preparation of Half year and Annual Budget and consolidation thereof, and analysis of variance based on actual vs budgeted and actual vs target. 7. Scrutinizing all ledger accounts at regular intervals in SAP environment. 8. Passing regular journal entries, making month end provisions, month end closings and preparation of Monthly Profit and Loss account to submit the same to Corporate Office. 9. Responsible for Statutory compliance under various acts such as Companies Act, Income Tax Act, Central Excise, Service Tax, VAT, CST etc. 10. Responsible for quarterly E-TDS returns and monthly VAT returns and any other Statutory returns pertaining to Finance and Accounts, as and when required. 11. Preparation and generation of Management information /reports as when required by both local management and Corporate Office. 12. Responsible for finalization of Annual Accounts. Including preparation of Balance Sheet and Profit and loss Account along with necessary schedules as required by the Internal Audit, Statutory Audit, Tax Audit and as per Corporate Office Guidelines. 13. To suggest suitable methods and latest updating on mandatory requirements with regards to Finance and Sec06.4

13 Accounts and Taxation matters under various statute for smooth functioning of Finance and Accounts department. 14. Monitoring overall accounts of this mint and suggest remedial measures wherever lapses found. 15. All books of accounts are required to be maintained on double entry system on accrual basis in SAP environment. The firm will be required to provide the services to ensure preparation and finalization of unit#s accounts in SAP environment. The correctness and quality of accounts and other reports will have to be certified by the Chartered Accountants. 16. Preparation of Annual budget as per the directions of Corporate office. 17. Any other works assigned by the GM/D.M(F&A)/AM(F&A)/OFAs related to Finance, Accounts, Costing, Taxation etc. Sec06.5

14 Section VII: Technical Specifications Sec07.1

15 Section XV: Bank Guarantee Form for Performance Security...[insert: Bank's Name, and Address of issuing Branch or Office] Beneficiary:... [insert: Name and Address of SPMCIL] Date:... PERFORMANCE GUARANTEE No.:... WHEREAS... (name and address of the supplier) (hereinafter called "the supplier") has undertaken, in pursuance of contract no... dated...to supply (description of goods and services) (herein after called "the contract"). AND WHEREAS it has been stipulated by you in the said contract that the supplier shall furnish you with a bank guarantee by a scheduled commercial bank recognized by you for the sum specified therein as security for compliance with its obligations in accordance with the contract; AND WHEREAS we have agreed to give the supplier such a bank guarantee; NOW THEREFORE we hereby affirm that we are guarantors and responsible to you, on behalf of the supplier, up to a total of... (amount of the guarantee in words and figures), and we undertake to pay you, upon your first written demand declaring the supplier to be in default under the contract and without cavil or argument, any sum or sums within the limits of (amount of guarantee) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein. We hereby waive the necessity of your demanding the said debt from the supplier before presenting us with the demand. We further agree that no change or addition to or other modification of the terms of the contract to be performed thereunder or of any of the contract documents which may be made between you and the supplier shall in any way release us from any liability under this guarantee and we hereby waive notice of any such change, addition or modification. We undertake to pay SPCMIL up to the above amount upon receipt of its first written demand, without SPMCIL having to substantiate its demand. This guarantee will remain in force for a period of forty five days after the currency of this contract and any demand inrespect thereof should reach the bank note later than the above date.... (Signature with date of the authorized officer of the Bank) Name and designation of the officer... Seal, name & address of the Bank and address of the Branch... Name and designation of the officer Seal name& address of the Bank and address of the Branch Sec15.1

16 Section XVII: Letter of authority for attending a Bid opening The General Manger, India Government Mint, Hyderabad. Subject: Authorization for attending bid opening on in the Tender of ENGAGING OF CA CONSULANT. Following persons are hereby authorized to attend the bid opening for the tender mentioned above on behalf of (Bidder) in order of preference given below. Order of Preference Name Specimen Signatures Alternate representative Signatures of bidder or Officer authorized to sign the bid Documents on behalf of the bidder. Note: 1. Maximum of two representatives will be permitted to attend bid opening. In cases where it is restricted to one, first preference will be allowed. Alternate representative will be permitted when regular representatives are not able to attend. 2. Permission for entry to the hall where bids are opened may be refused in case authorization as prescribed above is not recovered. Sec17.1

17 Mailing List (List of Vendors) S.No. Vendor Number Vendor name Vendor Address The Bidder, The Bidder, Sec17.2