SPORTS AUTHORITY OF GUJARAT

Transcription

1 SPORTS AUTHORITY OF GUJARAT Request for Proposal (RFP) For Appointment of Chartered Accountant firms for Accounts Services to Sports Authority Of Gujarat, Gandhi Nagar 1. Date &Time of Submission of Tender Fees, EMD& Documents. 2. Date&Time of Online Submission of Technical Bid &Financial Bid 3. Date &Time of opening of technical Bid 4. Opening of Financial bid (Online) Date &Time Date: 3/3/14 Up to : Hrs. Date 3/3/14 Up to Hrs. Date: 4/3/14 at Hrs. Date: 4/3/14 at Hrs. Contact for online Tender (n) code Solution, Ahmedabad Telephone- Toll free and /17/18 Website: PLACE: SPORTS AUTHORITY OF GUJARAT Block No.14/3 Rd Floor, Dr.Jivraj Mehta Bhavan, Ghandhinagar Phone No , , Mobile No Fax No. (079) sec-sag@gujarat.gov.in Director General Sports Authority of Gujarat Gandhinagar.

2 Request for Proposal(RFP) For Appointment of Chartered Accountant firms for Accounts Services to Sports Authority Of Gujarat, Gandhi Nagar BACKGROUND Sports Authority of Gujarat invites sealed tenders under two-bid system from reputed and experienced agencies for providing Accounts Services at the above address. The interested agencies are required to submit the technical and financial bid online and The bids in Sealed Cover-I containing Technical Bid and Sealed Cover-II containing Financial Bid should be placed in a third sealed cover superscripted Tender for Accounts Services and should reach Sport Authority of Gujarat office by RPAD/ Speed post/in Person. SCOPE OF WORK A. Scope of Work: Providing Accounts Services at SAG for in the head office and branch offices of SAG by deploying and monitoring required number of Personnel on full time and part time basis for following works related to accounts: 1) All Data Entry of Vouchers in Tally Software for the account work. 2) Preparation of Register of receipts & cheques and depositing the cheques in the Bank. 3) Compilation of accounts on monthly basis and preparation of trial balance and Income &expenditure A/c with all supporting schedules on monthly (by 15th of next month) 4) Scheme wise accounts of Head office and branch office 5) Reconciliation of accounts and schedule thereof, reconciliation of HQ accounts and inter unit accounts. Reconciliation of bank account and statement thereof, 6) Reconciliation of fixed & current assets accounts, calculation of depreciation as per law inassets & preparation of cash flow chart 7) register/cards. 8) Service Tax, PF, Employ fund, Pension formality and tax deduction at source work. 9) Checking of appropriateness of tax deduction atsource from payments to parties, itstimely deposition and filing of requisite return by due date and guidance on TDS matters. Preparation of Income tax return 10)To oversee timely adjustment of advances/recoveries & maintaining DC/Simple receipt registers at HO and branch office, 11)relation of outstanding dues, write off ofold dues, clearance of old outstandingdebits/creditsof more than one month in Bank reconciliation statement and watching anyother accounts matter requiring timely completion and monthly report to HO. 12)Completion of all account works in relation toclosing of accounts, preparation of balance sheet, Income/expenditure account by 30th April every year; Preparation of Income tax return within 15 days from date of audit report 13)To assist in Internal Audit & Statutory Audit and in replying Audit Reports/queries 14)Any other account related matters and reports regarding financial discipline to comply requirement of the state Government or as per internal procedure of SAG.

3 TERMS & CONDITIONS On the basis of quantum and type of the work it is envisaged that the service provider will have to deploy one CA on full time basis at its Gandhi Nagar office as team leader. He will be further assisted by full time and part time persons who should be Commerce graduates well conversant with accounts and hands onexperience in tally and other accounting software. Those who are working as Article Clerk for CA/ICWA course with service provider or with others shall not be considered for outsource work with SAG. 1. The outsourcing firm shall have registration with (i) Service Tax and (ii) Income Tax PAN. The above registration documents shall be submitted with the Technical Bid. 2. The service provider shall be responsible for complying with all statutory requirements for providing its personnel with requisite facilities such as payment of minimum wages as per notification by the Appropriate Authority. The liability of the weekly rest and leave wages to the workers will be of the service provider. 3. The service provider shall provide a substitute well in advance if any worker leaves the job. 4. The service provider shall replace immediately any of its personnel, if they are unacceptable to SAG. 5. The service provider should ensure police verification of character and antecedent of his staff and must furnish their identification proof like copy of election card or ration card duly attested by Gazetted officer of Central or State Govt., Sub-Divisional Magistrates/ Officers, Post Masters or persons duly authorized to sign identity certificates by GOI and countersigned by the service provider after getting himself/ herself satisfied. 6. Since the persons engaged by the service provider shall be the employees of service provider, it shall be his duty to pay their salary every month. In addition, the service provider shall be responsible for all statutory payments, like provident fund, gratuity, etc. 7. A senior level representative of the Agency shall visit SAG office at least once-amonth for review. It will be responsibility of the agency to train its manpower on internal procedure and accounting system of SAG. While on tour as mandated by SAG, agency travel as permissible to clerical cadre of SAG will be granted. The team leader is expected to visit different offices to supervise the accounting work on regular interval. 8. The service provider s personnel shall not divulge or disclose to any person, any details of office, operational process, technical know-how, security arrangement, administrative/organisational matters. In this regard separate undertaking from every personnel deployed in SAG shall be taken by the service provider and same shall be forwarded to SAG 9. The service provider shall not assign, transfer, pledge or sub contract the performance of services without prior written consent of SAG. 10. The service provider shall provide back up of the accounts on daily basis.

4 11. The service provider will raise monthly bill by 5th day of the next month which SAG shall pay after due verification in seven working days. Deduction will be made from the monthly bill for inadequate and unsatisfactory service. 12. In case the service provider fails to perform or its performance is found to be unsatisfactory, the contract can be terminated by SAG by giving one month s notice. The performance guarantee/security in that case shall be forfeited without assigning any reason. 13. SAGwill have a right to reject any bid on the basis of unsatisfactory past performance of a bidder or warranted termination of past contract. Suppression/misrepresentation of any factual information by any bidder or furnishing false information, shall render the contract liable to be terminated and performance guarantee forfeited. The decision of SAG shall be final and binding in this regard. 14. The service provider shall start providing service within a period of 15 days from the date of the contract. Eligibility criteria (proof to be submitted as annexure along with technical bid): 1. The CA firm must have its office in Gujarat since last 3 years (submit proof). 2. The Chartered Accountant firm must be in existence since last 3 years and proof of the same is required to be given herewith. 3. The Chartered Accountant firm must have Minimum 3 Full time Partners, out of which 1 must be FCA as on date (submit proof). 4. The Established CA Firm have minimum annual turnover of Rs, Five Lakh each during last three year and for this as a proof CA certificate should be provided. It means every year Rs Five Lakh turnover is required. 5. The Established CA Firm must have deployed minimum 10 manpower in the related Services. Proof of same will be required to be submitted. 6. The contract given under this tender is non-transferable and non-assignable. The Tenderer shall not transfer or assign the whole or any part of the contract unless consented by the Gujarat State, Gandhinagar in this behalf. For this clause consent of Gujarat State, Gandhinagar must be taken in writing. Note : All the proof / certificates must be self attested by any of the partner of the firm and the technical bid and Financial bid must be submitted in different sealed covers. The financial bid will be considered for that firms only who satisfies the technical bid.

5 OTHER DETAILS TENDER FEES AND EMD/SECURITY: A ) Tender fees Rs.500/- non refundable. Tender fees must be A/c Payee / Demand Draft in the name of Sports Authority Of Gujarat, Gandhinagar B ) Earnest Money Deposit Rs.15000/- ( EMD ) is refundable without bank interest and Security Deposit 3 % of project cost.emd must be A/c Payee / Demand Draft in the name of Sports Authority Of Gujarat, Gandhinagar. EMD refund to the firm after completion of tender process. Duration of the Contract The initial duration of the contract will be 12 months with the possibility of extension by 24 months (one year at a time; every time 10% inflation at the most as agreed by SAG on the previous contract amount) (depending on performance of selected agency) Key Result area and Penalty Clause: Sr No Key Result Area Expected date Penalty clause 1 Annual accounts (B/S, I/E accounts etc) 2 Bank Reconciliation 15th of 3. Reconciliation with branch office, trial balance, report pertaining to branch accounts 4 All grant utilisation related reports 31 st May Rs. 1,000 per day everymonth 15th of every month 7th of every month for head office Rs. 50 per day for head office. Rs. 10 per day branch office Rs. 200 per day of default Rs. 200 per day No penalty will be imposed if default is attributable to the delay on part of SAG officials or external factors beyond control of the agency. Before levying penalty, opportunity will be given to the agency.

6 Technical Qualification of Bidder EVALUATION PROCESS The evaluation would follow the Quality and Cost Based (QCBS) System with the following weightage to technical and financial bid. Technical Bid 50% Financial Bid 50% Technical Evaluation The technical evaluation will be done on following parameters: Criteria Maximum Marks Relevant experience of the agency 30 Methodology and manpower deployment plan 40 Key professional staff qualification of the agency 30 Total 100 Financial Bid will be opened for bidders who get minimum 60 marks out of the 100 marks as per structure provided above. Bid Submission Bidders are required to submit their technical and financial bids in separate sealed envelopes with company seal and signature of the authorized signatory. Both the envelopes should be enclosed in a cover envelope which is to be sealed with company seal and signature of the authorized signatory. Each page of the bid would be required to be initialized by the authorized signatory along with company stamp.

7 The following needs to be written clearly on the envelopes: Technical Bid Envelope Technical Bid Accounts Service -<Name of the principal agency> Mr. Mukesh Pandya Secretary, Sports Authority of Gujarat Third Floor Block 14, Old Sachivalaya Dr. Jivraj Mehta Bhawan Gandhinagar, Gujarat Financial Bid Envelope Financial Bid -<Name of the principal agency> <address same as above> Cover Bid Envelope Bid Accounts services- <Name of the principal agency> <address same as above> SAG has the right to reject any or all of the bids without assigning any reason. The proforma for submission of bids is as per Annexure provided below: Annexure 1: Organization Background. I 1. Name of Organization : 2. Address : 2a. Telephone No(s) : 2b. Fax No. : 2c. Address : 2d. Constitution of Organization : (Attach true copy) 3. Turn over of last three financial years : a. Rs. From to b. Rs. From to c. Rs. From to Rs. Total ( 3 years) ANNEXURE-A TECHNICAL BID ( TO BE GIVEN IN SEPARATE SEALED COVER )

8 (Attach true copy of Balance Sheet & Profit & Loss Account, Income Tax returns ) 4. Number of locations at which the tenderer is operating 5. Certificate of Institute of Chartered Accountants of India ( Firm Card as on or as on date) Place : Date : Signature Designation of Authorized representative of the tenderer Seal of the Company Provide a brief description of the background of accounts agency Annexure 2: Relevant Experience (to be submitted individually for agency) Information Required Name of the firm Address of the firm Turnover of last 3 years Relevant Project Description Name of Client Nature of project Location Duration of engagement Value of the contract Description Annexure 3: Information about Key Personnel Name of Staff Name of Experience Area Position Tasks/Activities employer Assigned assigned

9 Annexure IV DECLARATION Declaration Letter on official letter head stating the following: 1. We are not black-listed by any Central/State Government/ Public Sector Undertaking/Institute of Chartered Accountants of India/Institute of Cost & Works Accounts of India. 2. The facts and information furnished by us are true to the best of our knowledge. Yours faithfully, (Signature of the AuthorisedPerson ) Date: Place: Business Address: Name: Designation Seal: ANNEXURE - B FINANCIAL BID ( TO BE GIVEN IN SEPARATE SEALED COVER ) Name of Organization & Address : Sr.No Particulars Amount 1 Professional Fees for Accounting services for entire year 2 Service Tax 3 Total (in words) Place : Date : Signature Designation of Authorized representative of the tenderer Seal of the Company