KARNATAKA URBAN WATER SUPPLY AND DRAINAGE BOARD, BANGALORE

Transcription

1 Page 1 of 47 KARNATAKA URBAN WATER SUPPLY AND DRAINAGE BOARD, BANGALORE REQUEST FOR PROPOSALS (RFP NO. ) FOR THE CONSULTANCY ASSIGNMENT Appointment of chartered accountant for maintenance of accounts through Tally and for other professional services for the year and Karnataka Urban Water Supply & Drainage Board No.6, I stage, I Phase, BTM layout, Bannerghatta Road, Bangalore Telephone:

2 Page 2 of 47 KARNATAKA URBAN WATER SUPPLY AND DRAINAGE BOARD, JALABHAVAN, BENGALURU REQUEST FOR PROPOSALS Appointment of chartered accountant for maintenance of accounts through Tally and for other professional services for the year and Tender Reference : KWB/CAO/AS-2/ accountants/ Date and time for commencement of downloading of tender document from the e-procurement portal : As notified in the e-procurement Portal Last date and time for seeking clarifications if any : As notified in the e-procurement Portal Date, time and venue of pre-bid meeting : As notified in the e-procurement Portal Venue : Karnataka Urban Water Supply and Drainage Board, Jalabhavan, Bannerghatta Main Road, Bengaluru Last date and time for downloading of the tender document from the e-procurement portal Last date and time for submission/uploading of tender in the e-procurement portal Date and time for opening of the Technical Tenders : As notified in the e-procurement Portal : Last date for uploading the filled tender in the e-procurement portal on dated: before 4.30 PM : Technical tender will be open on dated: at about AM Date and time for opening of the financial tenders : Will be notified to the qualified contractors Place for opening of the tenders and address for communication : Office of The Chief Accounts Officer Jalabhavan, 2nd floor, Karnataka Urban Water Supply and Drainage Board, Bengaluru

3 CONTENTS Page 3 of 47 SECTION I. INVITATION FOR PROPOSALS... 3 SECTION II. INFORMATION TO CONSULTANTS... 5 SECTION III. TECHNICAL PROPOSAL-STANDARD FORMS. 19 SECTION IV. FINANCIAL PROPOSAL- STANDARD FORMS. 29 SECTION V. TERMS OF REFERENCE SECTION VI. CONTRACT FOR CONSULTANT S SERVICES. 38 I. FORM OF CONTRACT II. GENERAL CONDITIONS OF CONTRACT III. SPECIAL CONDITIONS OF CONTRACT IV. APPENDICES... 62

4 SECTION I. LETTER OF INVITATION Page 4 of 47 Karnataka Urban Water Supply and Drainage Board(KUWS&DB), Bengaluru invites proposals form the reputed chartered accountant firms to provide the Consulting Services for maintenance of accounts through Tally and other professional services for and Objectives description of the assignment: a) Maintenance of accounts of the Board through Tally for the year and b) Preparation of monthly accounts for each unit of the Board and consolidated accounts of the whole Board on quarterly basis. c) Filing of income Tax returns for the year and d) More details are given in Terms Of Reference 1. Tender documents are available on line in the Government of Karnataka e-procurement portal and the tenders are to be submitted online through the e-procurement portal only. Tenders submitted in any other manner will not be accepted. Tenderers are required to obtain Level III digital signature from designated firms (available on the e-procurement portal) and then register with the Government of Karnataka e-procurement platform and submit tenders by using their ID and digital signature. 1.1 Tenders must provide Earnest Money Deposit (EMD) of Rs and pay tender processing fee as specified. The EMD amount is calculated roughly as 1% of the estimated total cost of overall consulting fee. The EMD of the successful bidder would be returned after the completion of the assignment. However the EMD of the unsuccessful bidder will be returned not later than 30 days after issue of Letter of Acceptance (LoA) to the successful bidder. 1.2 Tenders along with necessary information/documents must be uploaded to the e-procurement portal as per tender document and First Folder containing the Technical Proposal will be opened at the stipulated time and venue, in the presence of the Tenderers or their authorized representatives who wish to attend. If the office happens to be closed on the date of opening of tenders as specified, the tenders will be opened on the next working day at the same time and venue. 1.3 Other details can be seen in the tender documents posted on the e-procurement portal. 1.4 The Client shall not be liable for any delays due to system failure beyond its control. Even though the system will attempt to notify the Tenderers of any tender updates, the Client shall not be liable for any information not received by the tenderers. It is the Tenderer s responsibility to verify the e-procurement portal for the latest information related to the tender. address of the Helpdesk is hphelpdesk.blr@intarvo.com. E-procurement portal help desk telephone numbers are 080) / (Timings 9:00 hours to 21:00 hours). The Tenderer is required to ensure browser capability of the computer well in advance to the last date and time for receipt of the tenders. The Client shall not be responsible for non-accessibility of e-procurement portal due to internet connectivity issues and technical glitches. 2. A Consultant will be selected under Quality and Cost Based Selection (QCBS) and procedures described in this RFP.

5 Page 5 of The RFP includes the following documents: Section 1 - Letter of Invitation Section 2 - Information to Consultants Section 3 - Technical Proposal- Standard Forms Section 4 - Financial Proposal- Standard Forms Section 5 - Terms of Reference Section 6 - Standard Form of Contract. Yours faithfully, The Chief Accounts Officer, KUWS &D Board, Jalabhavan, 2nd floor, No.6 I phase BTM layout, Bannerghatta Road, Bangalore

6 SECTION 2. INFORMATION TO CONSULTANTS Page 6 of INTRODUCTION 1.1 The client will select a firm among those who have participated in e-procurement only, in accordance with the method of selection indicated in the data sheet The consultants are invited to submit a Technical Proposal and a Financial Proposal, as specified in the Data Sheet (the Proposal) for consulting services required for the Assignment named in the Data Sheet. The Proposal will be the basis for contract negotiations and ultimately for a signed contract with the selected Consultant. 1.3 The Assignment shall be implemented in accordance with the phasing indicated in the Data Sheet. When the Assignment includes several phases, the performance of the consultant under each phase must be to the client s satisfaction before work begins on the next phase. 1.4 The Consultants must familiarize themselves with local conditions and take them into account in preparing their Proposals. To obtain first-hand information on the Assignment and on the local conditions, consultants are encouraged to pay a visit to the Client before submitting a Proposal, pre-proposal conference is optional. The Consultant s representative should contact the officials named in the Data Sheet to arrange for their visit or to obtain additional information on the preproposal conference. Consultants should ensure that these officials are advised of the visit in adequate time to allow them to make appropriate arrangements. 1.5 The Client will provide the inputs specified in the Data Sheet, assist the firm in obtaining licenses and permits needed to carry out the services, and make available relevant project data and reports. 1.6 Please note that (i) the costs of preparing the proposal and of negotiating the contract, including a visit to the Client, are not reimbursable as a direct cost of the Assignment; and (ii) the Client is not bound to accept any of the Proposals submitted. 1.7 Karnataka Urban Water Supply & Drainage Board expects consultants to provide professional, objective, and impartial advice and at all times hold the Client s interests paramount, without any consideration for future work, and strictly avoid conflicts with other assignments or their own corporate interests. Consultants shall not be hired for any assignment that would be in conflict with their prior or current obligations to other clients, or that may place them in a position of not being able to carry out the assignment in the best interest of the Client Without limitation on the generality of this rule, consultants shall not be hired under the circumstances set forth below: (a) (b) A firm which has been engaged by the Client to provide goods or works for a project, and any of their affiliates, shall be disqualified from providing consulting services for the same project. Conversely, firms hired to provide consulting services for the preparation or implementation of a project, and any of their affiliates, shall be disqualified from subsequently providing goods or works or services related to the initial assignment (other than a continuation of the firm s earlier consulting services) for the same project. Consultants or any of their affiliates shall not be hired for any assignment which, by its nature, may be in conflict with another assignment of the consultants As pointed out in para (a) above, consultants may be hired for downstream work, when continuity is essential, in which case this possibility shall be indicated in the Data

7 Page 7 of 47 Sheet and the factors used for the selection of the consultant should take the likelihood of continuation into account. It will be the exclusive decision of the Client whether or not to have the downstream assignment carried out, and if it is carried out, which consultant will be hired for the purpose. 1.8 It is KUWS & DB policy to require that consultants observe the highest standard of ethics during the execution of such contracts. In pursuance of this policy, the KUWS & DB: (a) defines, for the purposes of this provision, the terms set forth below as follows: (i) (ii) corrupt practice means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official in the selection process or in contract execution; and fraudulent practice means a misrepresentation of facts in order to influence a selection process or the execution of a contract to the detriment of KUWS & DB, and includes collusive practices among consultants (prior to or after submission of proposals) designed to establish prices at artificial, non-competitive levels and to deprive KUW &DB of the benefits of free and open competition. (b) (c) (d) will reject a proposal for award if it determines that the firm recommended for award has engaged in corrupt or fraudulent activities in competing for the contract in question; will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded KUWS &DB-financed contract if it at any time determines that the firm has engaged in corrupt or fraudulent practices in competing for, or in executing, a KUWS &DB-financed contract; and Will have the right to require that, KUWS &DB to inspect consultant s accounts and records relating to the performance of the contract and to have them audited by auditors appointed by KUWS & DB. 1.9 Consultants shall not be under a declaration of ineligibility for corrupt and fraudulent practices issued by KUWS &DB in accordance with the above sub para 1.8 (c) Consultants shall be aware of the provisions on fraud and corruption stated in the standard contract under the clauses indicated in the Data Sheet. 2. CLARIFICATION AND AMENDMENT OF RFP DOCUMENTS 2.1 Consultants may request a clarification of any item of the RFP document up to the number of days indicated in the Data Sheet before the Proposal submission date. Any request for clarification must be sent in writing by paper mail, cable, telex, facsimile, or electronic mail to the Client s address indicated in the Data Sheet. The Client will respond by cable, telex, facsimile, or electronic mail to such requests and will send copies of the response (including an explanation of the query but without identifying the source of inquiry) to all invited consultants who intend to submit proposals. 2.2 At any time before the submission of Proposals, the Client may, for any reason, whether at its own initiative or in response to a clarification requested by an invited firm, modify the RFP documents by amendment. Any amendment shall be issued in writing through addenda. Addenda shall be sent by mail, cable, telex, facsimile, or electronic mail to all invited consultants and will be binding on them. The Client may at its discretion extend the deadline for the submission of Proposals.

8 3. PREPARATION OF PROPOSAL Page 8 of Consultants are requested to submit a Proposal (para 1.2) written in the language(s) specified in the Data Sheet. Technical Proposal 3.2 In preparing the Technical Proposal, consultants are expected to examine the documents comprising this RFP in detail. Material deficiencies in providing the information requested may result in rejection of a Proposal. 3.3 While preparing the Technical Proposal, consultants must give particular attention to the following: (i) If a consultant considers that it does not have all the expertise for the Assignment, it may obtain a full range of expertise by associating with individual consultant(s) and/or other consultant or entities in a joint venture or sub-consultancy, as appropriate. Consultants may associate with the other consultants invited for this Assignment only with approval of the Client as indicated in the Data Sheet. Consultants must obtain the approval of the client to enter into a Joint Venture with consultants not invited for this assignment. (ii) (iii) (iv) (v) (vi) For assignments on a staff-time basis, the estimated number of key professional staffmonths is given in the Data Sheet. The proposal shall, however, be based on the number of key professional staff-months estimated by the firm. It is desirable that the majority of the key professional staff proposed be permanent employees of the firm or have an extended and stable working relation with it. Proposed key professional staff must at a minimum have the experience indicated in the Data Sheet. Alternative key professional staff shall not be proposed, and only one curriculum vitae (CV) may be submitted for each position. Reports to be issued by the consultants as part of this assignment must be in the language(s) specified in the Data Sheet. It is desirable that the firm s personnel have a working knowledge of the Client s official language. 3.4 The Technical Proposal should provide the following information using the attached Standard Forms (Section 3): (i) A brief description of the consultant s organization and an outline of recent experience on assignments (Section 3B) of a similar nature. For each assignment, the outline should indicate, inter alia, the profiles and names of the staff provided, duration of the assignment, contract amount, and firm s involvement. (ii) (iii) (iv) (v) Any comments or suggestions on the Terms of Reference and on the data, a list of services, and facilities to be provided by the Client (Section 3C). A description of the methodology and work plan for performing the assignment (Section 3D). The list of the proposed staff team by speciality, the tasks that would be assigned to each staff team member, and their timing (Section 3E). CVs recently signed by the proposed key professional staff and the authorized representative submitting the proposal (Section 3F). Key information should include number of years working for the firm/entity, and degree of responsibility held in various assignments during the last ten (10) years.

9 Page 9 of 47 (vi) (vii) (viii) Estimates of the total staff effort (professional and support staff; staff time) to be provided to carry out the Assignment, supported by bar chart diagrams showing the time proposed for each key professional staff team member. (Sections 3E and 3G). A detailed description of the proposed methodology, staffing, and monitoring of training, if the Data Sheet specifies training as a major component of the assignment. Any additional information requested in the Data Sheet. 3.5 The Technical Proposal shall not include any financial information. Financial Proposal 3.6 In preparing the Financial Proposal, consultants are expected to take into account the requirements and conditions of the RFP documents. The Financial Proposal should follow Standard Forms (Section 4). It lists all costs associated with the Assignment, including (a) remuneration for staff, printing of documents, and training, if it is a major component of the assignment. If appropriate, these costs should be broken down by activity. 3.7 Consultants shall express the price of their services in Indian Rupees. 3.8 The Data Sheet indicates how long the proposals must remain valid after the submission date. During this period, the consultant is expected to keep available the key professional staff proposed for the assignment. The Client will make its best effort to complete negotiations within this period. If the Client wishes to extend the validity period of the proposals, the consultants who do not agree have the right not to extend the validity of their proposals. 4. SUBMISSION, RECEIPT AND OPENING OF PROPOSALS 4.1 Tendering through E-procurement system: The KUWS &DB shall upload their tenders through e-procurement portal only. No other modes of submission are permitted. The tendering is through website Detailed guidelines for viewing of tenders and submission of online tenders are given in the website. The prospective consultants can submit their tender online. However the consultants are required to have enrolment/registration in the website and should have a valid digital signature certificate (DSC). The DSC can be obtained from any authorised certifying agencies as given in the e-procurement portal. The consultant should register in the website After this, the consultant can login the site through the secured login. The consultants are requested to go through the tender documents carefully and submit the required information and documents without exception to avoid risk of rejection of tenders. The consultant shall submit online all the requirements under two separate folders, first folder containing Techno proposal. The Financial proposal shall be in the second folder. All the documents are to be signed digitally by the consultant. After electronic online tender submission, the system generates a unique reference number which is stamped. This shall be treated as acknowledgement of tender submission. 4.2 Dead line for submission of Tenders Tenders must be submitted /uploaded as specified the e-procurement platform will accept the tenders after the stipulated date and time (as per the clock of the e-procurement platform). The client may extend the deadline for submission of tenders by issuing an amendment, in which case all rights and obligations of client. The amendment/notification shall be notified in e-procurement platform.

10 Page 10 of Late tenders. Tenders cannot be uploaded after the deadline for submission/uploading of tenders (as per the clock of the e-procurement platform) prescribed by KUWSDB. 4.4 Modification and withdrawal of tenders In the My bids section of e-procurement portal, the consultant can view the status of their tenders and Decrypt tender (i.e, in cases where the tenderer has chosen to encrypt the tender using his own public key) for modification or withdrawal before the stipulated date and time for submission/uploading Consultant may cancel/modify their tenders before the deadline for submission of the tenders For modification of tenders, the consultants need not make any additional payment towards the cost of tendering process. For tender modifications and consequent resubmission, the tenderer is required to cancel his bid submitted earlier (only the financial is cancelled. All the uploaded documents would be there). The last modified tender submitted by the consultant within the tender submission time shall be considered as the tender. For this purpose, modifications/ withdrawal by other means will not be accepted. In online system of tender submission, the modifications/cancellation is allowed any number of time. The consultant my cancel its bid by clicking on the cancel button in the MY Bids section before the deadline for submission of tenders, however if the tender is cancelled and not resubmitted within the stipulated time on the last date of submission of tenders, it would deemed to be withdrawn As per the system design, in case a consultant wishes to modify his tender before the last date and time for submission of tenders and after submission of tender, then the consultant is required to withdraw his bid first. In order to provide quick reference to his financial tender entered by the consultant in the e-procurement system, a provision has been made in the e-procurement system wherein the consultant can retain a copy of the financial tender in his local machine prior to submission of tender. The values as available in the copy of the financial tender can subsequently be copied in to the financial tender screen which then is made available to the consultant on withdrawal of his tender prior to last date and time of tender submission No tender may `be modified /cancelled online after the deadline for submission of tenders. 4.5 After the deadline for submission of proposal the Technical proposal shall be opened immediately by the evaluation committee. The Financial proposal shall remain unopened with KUWSDB until all submitted proposals are opened. 5. PROPOSAL EVALUATION General 5.1 From the time the proposals are opened to the time the contract is awarded, if any consultant wishes to contact the Client on any matter related to its proposal, it should do so in writing at the address indicated in the Data Sheet. Any effort by the firm to influence the Client in the Client s proposal evaluation, proposal comparison or contract award decisions may result in the rejection of the consultant s proposal. 5.2 Evaluators of Technical Proposals shall have no access to the Financial Proposals until the technical evaluation, including its approval by competent authority is obtained

11 Evaluation of Technical Proposals Page 11 of The evaluation committee appointed by the KUWS & DB as a whole, and each of its members individually, evaluates the proposals on the basis of their responsiveness to the Terms of Reference, applying the evaluation criteria, sub-criteria (typically not more than three per criteria) and point system specified in the Data Sheet. Each responsive proposal will be given a technical score (St). A proposal shall be rejected at this stage if it does not respond to important aspects of the Terms of Reference or if it fails to achieve the minimum technical score indicated in the Data Sheet. The technical score will be notified prior to the financial proposal openings. Opening and Evaluation of Financial Proposals; Ranking 5.4 After the evaluation of quality is completed, the Client shall notify those consultants whose proposals did not meet the minimum qualifying mark or were considered non-responsive to the RFP and Terms of Reference, indicating that their Financial Proposals will be returned unopened after completing the selection process. The Client shall simultaneously notify the consultants that have secured the minimum qualifying mark, indicating the date and time set for opening the Financial Proposals. The opening date shall not be sooner than one week after the notification date. The notification may be sent by registered letter, cable, telex, facsimile, or electronic mail. 5.5 The client will notify all the qualified consultants on the e-procurement portal, the time, date and venue fixed for the opening of second folder containing the financial proposals. The client will open the second Folders of Qualified consultants at the appointed time and date (as notified in the procurement portal) in the presence of the tenderers or their authorised representatives who choose to attend. In the event of the specified date of second cover opening being declared a holiday for the client, the second covers will be opened at the time and location on the next working day. The client shall prepare minutes of second folder tender opening, including the information disclosed to those present and upload the same on e- procurement portal for information of the consultants. 5.6 The evaluation committee will determine whether the Financial Proposals are complete, (i.e., whether they have costed all items of the corresponding Technical Proposals, if not, the Client will cost them and add their cost to the initial price), correct any computational errors. 5.7 The lowest Financial Proposal (Fm) will be given a financial score (Sf) of 100 points. The financial scores (Sf) of the other Financial Proposals will be computed as indicated in the Data Sheet. Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P = 1) indicated in the Data Sheet: S = St T % + Sf P%. The Consultant achieving the highest combined technical/ financial score will be invited for negotiations. 6. NEGOTIATIONS 6.1 Negotiations will be held at the address indicated in the Data Sheet. The aim is to reach agreement on all points and sign a contract. 6.2 Negotiations will include a discussion of the Technical Proposal, the proposed methodology (work plan), staffing and any suggestions made by the firm to improve the Terms of Reference. The Client and Consultant will then work out final Terms of Reference, staffing, and bar charts indicating activities, staff, periods in the field and in the home office, staffmonths, logistics, and reporting. The agreed work plan and final Terms of Reference will then be incorporated in the Description of Services and form part of the contract. Special attention will be paid to getting the most the Consultant can offer within the available budget

12 Page 12 of 47 and to clearly defining the inputs required from the Client to ensure satisfactory implementation of the Assignment. 6.3 Unless there are exceptional reasons, the financial negotiations will involve neither the remuneration rates for staff (no breakdown of fees) nor other proposed unit rates. 6.4 Having selected the Consultant on the basis of, among other things, an evaluation of proposed key professional staff, the Client expects to negotiate a contract on the basis of the experts named in the Proposal. Before contract negotiations, the Client will require assurances that the experts will be actually available. The Client will not consider substitutions during contract negotiations unless both parties agree that undue delay in the selection process makes such substitution unavoidable or that such changes are critical to meet the objectives of the assignment. If this is not the case and if it is established that key staff was offered in the proposal without confirming their availability, the Consultant may be disqualified. 6.5 The negotiations will conclude with a review of the draft form of the contract. To complete negotiations the Client and the Consultant will initial the agreed contract. If negotiations fail, the Client will invite the firm whose proposal received the second highest score to negotiate a contract. 7. AWARD OF CONTRACT 7.1 The contract will be awarded following negotiations. After negotiations are completed, the Client will promptly notify other consultants on the shortlist that they were unsuccessful and return the Financial Proposals of those consultants who did not pass the technical evaluation (para 5.3) 7.2 The Consultant is expected to commence the Assignment on the date and at the location specified in the Data Sheet. 8. CONFIDENTIALITY 8.1 Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the consultants who submitted the proposals or to other persons not officially concerned with the process, until the winning Consultant has been notified that it has been awarded the contract. 9. PAYMENT OF TENDER PROCESSING FEE AND EMD: 9.1 The Tenderers are required to pay as a part of its tender the requisite tender processing fee as details available on the e-procurement portal. The tenderers shall also furnish, as part of is tender, earnest deposit in the amount as shown in 2.1 of section I for this particular work. 9.2 The tender processing fee and the EMD shall be in Indian Rupees and shall be paid in the e- procurement portal using any of the following payment modes: - Credit card - Direct Debit - Net banking 9.3 The earnest money deposit of the successful tenderer will be discharged when the tenderer has signed the Agreement. 9.4 The earnest money deposit may be forfeited: a) If the tenderer withdraws the tender after tender opening during the period of tender validity; b) If the tenderer does not accept the correction of the tender price; or c) In the case of a successful Tenderer, if the Tenderer fails with in the specified time limit to sign the Agreement

13 DATA SHEET Page 13 of 47 Information to Consultants Clause Reference 1.1 The name of the Client is: Karnataka Urban Water Supply & Drainage Board, Jalabhavan,No.6,I stage, I Phase, Bannerghatta Road, Bangalore The method of selection is: Quality-and Cost-Based Selection (QCBS) 1.2 A technical and a Financial Proposals are requested: Yes The name, objectives and description of the Assignment are: Appointment of Chartered Accountant for maintenance of accounts through Tally and for other professional services for to Objectives description of the assignment: The Chartered accountant is expected to prepare the quarterly, half yearly and annual accounts of the Board for the year and through Tally software and filing of Income Tax returns as per statuary requirement duly complying with the requirement of Income Tax department 1.3 The Assignment is phased No 1.4 A pre-proposal conference will be held: No 1.5 The Client will provide the following inputs: The KUWS & DB has implemented web based customised Tally, and contractor s payment module software throughout the Board. The Accounts staff of the Board feeds the accounting transactions through Tally software and contractor payments through contractor payment module (SPATIKA) are integrated in to the Tally. Necessary assistance in ensuring availability of data records and reports will be provided KUWSDB envisages the need for continuity for downstream work: No 1.6 The clauses on fraud and corruption in the contract are Sub-Clause of G.C.C. 2.1 Clarifications may be requested up to one day prior to submission date The address for requesting clarifications is: The Chief Accounts Officer, KUWS &D Board Jalabhavan, 2 nd floor, No.6 I stage, I phase BTM layout, Bannerghatta Road Bangalore caokwb@gmail.com Phone: Proposals should be submitted in the following language(s): English 3.2 (i)shortlisted consultant may associate with other shortlisted consultant: No i) Eligibility /criteria: a) Should be a Chartered Accountants firm / Company Registered with Institute of Chartered Accountants of India with registration number. b) Should have annual financial turnover of minimum 50 lakhs at least in two financial Years out of last five years. Past three years Income Tax returns along with Service Tax/GST shall be furnished along with

14 Page 14 of 47 tender c) Should have minimum five years experience in preparation of accounts of the Boards and Corporations or other Organisations of Government of Karnataka, filing of Income Tax Returns of such organisation and representing the client in matters relating to Income Tax before the concerned authorities and obtaining the assessment orders. d) Should have experience in maintaining accounts and preparation of final accounts from Tally (ii) (iii) The minimum required experience of proposed key professional staff is: In charge consultant: FCA with minimum five years experience Tally Professional: B.Com with certificate in tally certified course. Minimum three years experience in preparation of accounts in tally. DEO: Pass in PUC, certificate Microsoft Office from reputed Institution. Reports which are part of the assignment must be written in the following language: English 3.3 Proposals must remain valid 90 days after the submission 4.1 The tenders shall be submitted on line along with the cost as indicated in the bid document.. The document uploaded in the e-procurement platform would be evaluated. 4.2 The information on the outer envelope should also include: Nil 4.3 Proposals must be submitted no later than the date and time notified in the e-procurement portal 5.1 The address to send information to the Client is: Chief Accounts Officer, KUWS &D Board Jalabhavan, 2 nd floor, No.6, I stage, I phase BTM layout, Bannerghatta Main Road, Bangalore The number of points to be given under each of the evaluation criteria are: Points (i) Specific experience of the consultants related to the Assignment 5 (ii) Adequacy of the proposed work plan and methodology in responding to the TOR. 25 (iii) Qualifications and competence of the key professional staff for the 60 Assignment. (iv) Suitability of the transfer of knowledge program (training) in 10 Tally Total Points 100

15 Page 15 of The number of points to be given for qualifications and competence of the key professional staff for the assignment are: Points (i) General qualifications. 30 (ii) Adequacy for the project. 60 (iii) Experience in region & language 10 Total Points 100 The minimum technical score required to pass is: 75 Points 5.4 The formula for determining the financial scores is the following: [Sf = 100 x Fm/F, in which Sf is the financial score, Fm is the lowest price, and F the price of the proposal under consideration] The weights given to the technical and Financial Proposals are: T= , and P= 0.25 The address for negotiations is: Chief Accounts Officer, KUWS &D Board Jalabhavan, 2 nd floor, No.6 I stage, I phase BTM layout, Bannerghatta Main Road, Bangalore The Assignment is expected to commence as notified by KUWS & DB, Bangalore

16 [Name of Client] Page 16 of 47 SECTION- 3. TECHNICAL PROPOSAL - STANDARD FORMS 3A. Technical Proposal submission form. 3B. Consultant s references. 3C. Comments and suggestions on the Terms of Reference and on data services, and facilities to be provided by the Client. 3D. Description of the methodology and work plan for performing the assignment. 3E. Team composition and task assignments. 3F. Format of Curriculum Vitae of proposed key professional staff. 3G. Time schedule for professional personnel. 3H. Activity (work) schedule.

17 Page 17 of 47 3A. TECHNICAL PROPOSAL SUBMISSION FORM [Location, Date] FROM: (Name of Consultant) TO: (Name and Address of Client) The Chief Accounts Officer, KUWS &D Board, Jalabhavan, 2 nd floor, No.6 I stage, I phase BTM layout, Bannerghatta Road, Bangalore Ladies/Gentlemen: Subject: Hiring of Consultancy Service for Appointment of Chartered Accountant for maintenance of accounts through Tally and for other professional services for to Technical Proposal. We, the undersigned, offer to provide the consulting services for the above in accordance with your Request for Proposal dated [Date], and our Proposal. We are hereby submitting our Proposal which includes this Technical Proposal, and a Financial Proposal sealed under a separate envelope. If negotiations are held during the period of validity of the Proposal, i.e., before [Date ] we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from contract negotiations. We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Consultant: Address:

18 Page 18 of A Consultant s Organisation and Experience: 1. Brief description of the back ground and organization of the consultant firm/company 2. List only previous similar assignments completed in the last five years. 3B. CONSULTANT S REFERENCES Consultants Qualification: SlNo Name of the chartered Accountant Firm/company 1 Registration No 2 Financial Turnover in last five years: *Income Tax returns in support of financial turnover shall be uploaded. Relevant Services Carried Out in the Last Five Years That Best Illustrate Qualifications

19 Page 19 of 47 Using the format below, provide information on each reference assignment for which your firm/entity, either individually as a corporate entity or as one of the major companies within an association, was legally contracted. Assignment Name: Country: Location within Country: Name of Client: Key professional staff Provided by Your Firm/entity(profiles): No. of Staff: Address: No. of Staff-Months; duration of assignment: Start Date (Month/Year): Completion Date (Month/Year): Approx. Value of Services (Rs.M): Name of Associated Consultants, If any: No. of Months of Key professional staff, provided by Associated Consultants Name of the Chartered accountant involved and functions performed: Narrative Description of Project: Description of Actual Services Provided by Your Staff: Consultant s Name:

20 Page 20 of 47 3C. COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS OF REFERENCE AND ON DATA, SERVICES, AND FACILITIES TO BE PROVIDED BY THE CLIENT On the Terms of Reference: On the data, services, and facilities to be provided by the Client

21 Page 21 of 47 CONSULTANT S NAME: 3D. DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR PERFORMING THE ASSIGNMENT

22 Page 22 of 47 3E. TEAM COMPOSITION AND TASK ASSIGNMENTS Chartered Accountant in charge of the assignment Sl. No. Name Position Task Support Staff Sl. No. Name Position Task

23 Page 23 of 47 3F. FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED KEY PROFESSIONAL STAFF Proposed Position: Name of Consultant: Name of Staff: Profession: Date of Birth: Years with Firm/Entity: Nationality: Membership in Professional Societies: Detailed Tasks Assigned: Key Qualifications: [Give an outline of staff member s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations. Use about half a page.] Education: [Summarize college/university and other specialized education of staff member, giving names of schools, dates attended, and degrees obtained. Use about one quarter of a page.] Employment Record: [Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments. For experience in last ten years, also give types of activities performed and client references, where appropriate. Use about two pages.]

24 Page 24 of 47 Languages: [For each language indicate proficiency: excellent, good, fair, or poor; in speaking, reading, and writing ] Certification: I, the undersigned, certify that to the best of my knowledge and belief, these data correctly describe me, my qualifications, and my experience. [Signature of staff member and authorized representative of the Consultant] Date: Day/Month/Year Full name of staff member: Full name of authorized representative:

25 Page 25 of 47 3G. TIME SCHEDULE FOR PROFESSIONAL PERSONNEL Sl. No. Name Position Reports Due / Activities Months (in the form of a Bar Chart)* Number of Months 1 2 Subtotal (1) 3 Subtotal (2) 4 Subtotal (3) Subtotal (4) Full-time: Part-time: Reports due: Activities Duration: Signature : (Authorized Representative) Full Name: Title: Address:

26 Page 26 of 47 3H. ACTIVITY (WORK) SCHEDULE A. Field Investigation and Study Items: Sl. No. Item of Activity(Work) Monthwise Program (in form of Bar Chart)++ [1 st, 2 nd, etc. are months from the start of assignment] 1 st 2 nd 3 rd 4 th 5 th 6 th 7 th 8 th 9 th 10 th 11 th 12 th ++ The program should be period of completion of assignment B. Completion and Submission of Reports Reports:* Programme: (Date) 1. Consolidated final accounts of the Board for Before 30 th of Aprill Consolidated quarterly accounts of the Board for each Before 15 days after the end of each quarter. quarter for the year and Consolidated final accounts of the Board for Before 30 th of April Filing of Income Tax Returns for & Before the due dates as per Income Tax rules and ACT

27 Page 27 of 47 SECTION- 4. FINANCIAL PROPOSAL - STANDARD FORMS 4A. Financial Proposal submission form. 4B. Summary of costs. 4C. Breakdown of costs.

28 Page 28 of 47 4A. FINANCIAL PROPOSAL SUBMISSION FORM [Location, Date] FROM: (Name of Consultant) Ladies/Gentlemen: TO: (Name and Address of Client) The Chief Accounts Officer, KUWS &D Board, Jalabhavan, 2 nd floor, No.6 I stage, I phase BTM layout, Bannerghatta Road, Bangalore Subject: Hiring of Consultants Services for Appointment of Chartered Accountant for maintenance of accounts through Tally and for other professional services for to Financial Proposal. We, the undersigned, offer to provide the consulting services for the above in accordance with your Request for Proposal dated [Date], and our Proposal (technical and Financial Proposals). Our attached financial proposal is for the sum of [Amount in words and figures]. Our financial proposal shall be binding upon us subject to the modifications resulting from contract negotiations, up to expiration of the validity period of the Proposal, i.e., [Date]. We undertake that, in competing for (and, if the award is made to us, in executing) the above contract, we will strictly observe the laws against fraud and corruption in force in India namely Prevention of Corruption Act We understand you are not bound to accept any Proposal you receive. We remain, Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of the Consultant: Address:

29 Page 29 of 47 4B. SUMMARY OF COSTS No. Amount (Rupees) I Remuneration for Key professional staff: For For II Supporting Staff: For For III Other services-filing of Income Tax returns and allied services TOTAL COST GST TOTAL COSTS (Including GST) Note: THE ABOVE RATES ARE TO BE QUOTED IN THE E-PROCUREMENT PORTAL ONLY The ceiling cost of the consultancy is as shown in the Summary of Costs. Payments will be made as per stipulations of the Special Conditions of Contract. The break-up of cost as given in formats 4C is to facilitate assessment of reasonableness of costs and conducting negotiations in accordance with clause 6 of the Information to Consultants. 4C. BREAKDOWN OF COSTS (RS) NOTE:- THE BREAKDOWN COSTS ARE TO BE SUBMITTED BY THE CONSULTANT:- 1) WHOSE BID HAS BEEN TECHNICALLY RESPONSIVE, 2) THE FINANCIAL BID HAS BEEN OPENED 3) HAS RECEIVED INTIMATION FROM THE TENDER INVITING AUTHORITTY TO PROVIDE THE BREAK UP OF COSTS AS BELOW. I. REMUNERATION FOR STAFF No. Position Name Rate* (Rs.) Staff per Month Amount (Rs.) Key professional staff Sub-Total Sub-Key professional staff

30 Sub-Total TOTAL Page 30 of 47 II. SUPPORT STAFF No. Position Name Staff Months Rate* (Rs.) Amount (Rs.) Total: * Provide the break up of the rates to show the basic salary, social costs and overhead * Prepare details as appropriate for the consultancy assignment.

31 Page 31 of 47 SECTION 5- TERMS OF REFERENCE 1. BACKGROUND: The KUWSDB has head office, three zonal offices and 20 divisional offices and 55 subdivisions across Karnataka. Each office compiles accounts for every month and prepares monthly accounts through Tally software and accounts of the each unit is stored in central server at Head office. The accounts of all the units can be accessed from the head office through tally. 2. A CONCISE STATEMENT OF OBJECTIVES: The Board has to prepare the annual accounts of the Board duly complying with the accounting standards before 30 th of April every year and required to submit the accounts to the Accountant General for certification and placing the certified accounts before the legislature. The Board has obtained exemption from Income Tax. The annual Income Tax returns are required to be filed before the income Tax department before the due date as per rules. The chartered Accountant is expected to prepare the quarterly, half yearly and yearly accounts of the Board from the data entered by the each unit duly reconciling the cash, bank balances, inventory, investments in banks etc. Filing of I. Tax returns as per statuary requirement of the Income Tax department. 3. AN OUTLINE OF THE TASKS TO BE CARRIED OUT: 1. Ensure complete data entry of receipts and payments, stock receipts issues, and adjustment entries for each month for F.Y and Preparation of trial balance, receipts and payments, income and expenditure and balance sheet as well as other schedules for every quarter, half year and final accounts for the year before completion of 30 days after each quarter, half year and year of each year 3. The data entered by the divisions and sub divisions is to be verified and necessary corrections shall be applied 4. Final accounts are to be prepared by taking in to consideration of accounting standards wherever required 5. Reconciliation of stores account 6. Necessary schedules in support of accounts shall be prepared 7. Reconciliation of bank balances and investments in fixed deposits and preparation of schedules. 8. Verification of Flexi accounts to ensure correct payment of interest. 9. Any reports if asked by KUWSDB shall be generated and provided. 10. Filing of Annual Returns with the I.Tax authorities and any other work related to I.Tax Department. 11. Hand holding of the accounts staff of the Board in maintenance of accounts of the Board. Classes in Tally shall be conducted to Division and Sub division staff whenever required. 12. Necessary Manual to guide the staff regarding classification of each type of transaction in data entry is required to be prepared. 4. SCHEDULE FOR COMPLETION OF TASKS: The quarterly, half yearly accounts with necessary schedules is required to be submitted before the end of July, October, January and final accounts for the year is required to be submitted before 30 th of April. The Income tax returns are required to be filed before the due dates fixed by the I. Tax department 5. DATA, SERVICES AND FACILITIES TO BE PROVIDED BY THE CLIENT: a) Internet facilities at head office. b) Access to the relevant data from each unit of the Board through Tally software c) Any other data required for preparation of accounts and filing of I. Tax returns.

32 Page 32 of FINAL OUTPUTS (i.e., REPORTS, DRAWINGS, etc.) THAT WILL BE REQUIRED OF THE CONSULTANT: a) Quarterly, Half yearly accounts and final accounts for the year with necessary schedules, Reports of Bank and cash accounts reconciliation reports etc. b) Copies of the income tax returns filed with the authorities and assessment orders. 7. COMPOSITION OF REVIEW COMMITTEE TO MONITOR CONSULTANTS WORK: A review committee headed by the Chief Accounts Officer or any of his authorised representative of KUWSDB will monitor the consultants work. 8. PROCEDURE FOR REVIEW OF PROGRESS REPORTS, INCEPTION, STATUS, FINAL DRAFT AND FINAL REPORTS: The review committee would monitor progress of this assignment. The consultant shall submit all deliverables as per the terms of reference related to the assignment which would be reviewed by the Committee. 9. LIST OF KEY PROFESSIONAL POSITIONS WHOSE CV AND EXPERIENCE WOULD BE EVALUATED. (This should be same as indicated in Clause 3.3 (iv) of Data Sheet to Information to Consultants.)

33 Page 33 of 47 SECTION VI: CONTRACT FOR CONSULTANT S SERVICES Between KARNATAKA URBAN WATER SUPPLY AND DRAINAGE BOARD [Name of Client] and [Name of Consultants] Dated :

34 Page 34 of 47 CONTENTS Page No. I. FORM OF CONTRACT II. GENERAL CONDITIONS OF CONTRACT General Provisions Definitions Law Governing the Contract Language Notices Location Authorized Representatives Taxes and Duties Commencement, Completion, Modification and Termination of Contract Effectiveness of Contract Commencement of Services Expiration of Contract Modification Force Majeure Definition No Breach of Contract Extension of Time Payments Suspension Termination By the Client By the Consultants Cessation of Rights and Obligations Cessation of Services Payment upon Termination Obligations of the Consultants General Conflict of Interest Consultants Not to Benefit from Commissions, Discounts, etc Procurement Rules of Funding Agencies Consultants and Affiliates Not to engage in certain Activities Prohibition of Conflicting Activities Confidentiality Insurance to Be Taken Out by the Consultants... 40