SPORTS AUTHORITY OF GUJARAT

Transcription

1 SPORTS AUTHORITY OF GUJARAT Request for Proposal (RFP) FOR APPOINTMENT OF CHARTERED ACCOUNTANT FIRMS FOR ACCOUNTING SERVICES TO SPORTS AUTHORITY OF GUJARAT,GANDHINAGAR Page 1

2 Notice Inviting On-line Tender Department Name Circle/Division IFB No / Tender Notice No. Sports Authority of Gujarat Head Office Accounts service/sag/ Name of Project Name of Work Appointment of Chartered Account firms for accounting services Appointment of Chartered Account firms for accounting services for SAG Estimated Contract Value (INR) 38 lakh Bid Validity Period Bidding Type Joint Venture 90 Days Open Applicable Date Time of Online Submission of Bids Date:- 28 /03/2017 to 20/04/2017, Up to Hrs. Date &Time of Submission of Tender Fees, EMD& Physical Documents. Date of Pre-bid meeting Date:- 20/04/2017,Up to Hrs. Date:- 17 /04/2017,At Hrs. Date &Time of opening of technical Bid Date:- 26/04/ 2017, At Hrs. Date &Time Opening of Financial bid (Online) Date:- 26 /04/ 2017,At Hrs. Amount Details Bid Document Fee : Rs. 2500/- Bid Document Fee Payable To : EMD (INR) : EMD In Favors Of : DD in favors of Secretary, Sports Authority of Gujarat, Gandhinagar Rs /- DD in favors of Secretary, Sports Authority of Gujarat, Gandhinagar Page 2

3 CONTENTS for appointment of chartered accountant firms for accounting services to sports authority of gujarat,gandhinagar... 1 Introduction... 4 Minimum Qualification Criteria FOR ACCOUNTING FIRMS: scope of work... 5 Project Team: Bid Submission... 8 Other Terms and Conditions... 9 Penalty Clause : EVALUATION OF BIDS: TECHNICAL EVALUATION : Annexure 1 Organization Background Annexure 2 Organization details Annexure 3-Information about key personnel to be deployed Annexure 4 Financial Proposal Form Appendix 1 format for cover letter Page 3

4 INTRODUCTION Sports Authority of Gujarat invites sealed tenders under two-bid system from reputed and experienced charted account firm/agency for providing Accounts Services to Sports Authority of Gujarat, Gandhinagar head office and district sports coaching centres of Sports Authority of Gujarat. The interested agencies are required to submit the technical and financial bid separately. 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, Gandhinagar. MINIMUM QUALIFICATION CRITERIA FOR ACCOUNTING FIRMS:- In order to be technically qualified, bidder has to be an authorized Accounting firm. For a firm to be eligible for the project, the firm should have the following qualification criteria. a) Participating entity s yearly turnover should be minimum Rs. 19 lakh in any one year from the last two financial years for similar work.(ca certified turnover or audited balance sheet and work order or contract agreement to be produced as proof) b) The Chartered Accountant firm must have its office existence since last 3 years in Gujarat.(submit proof). c) The Chartered Accountant firm must have Minimum 5 Full time Partners, out of which 1 must be FCA as on date (proof to be submitted). d) The Established CA Firm must have deployed minimum 10 manpower in the related Services. Proof of same will be required to be submitted. e) Participating entity should be an authorized Accounting firm with a valid Permanent Account Number (PAN), should be registered with Employee s State Insurance Corporation (ESIC), registered with Employees Provident Fund Organization (EPFO), service tax registration number. f) Covering Letter (Appendix 1) g) Self-declaration certificate of non-blacklisted by any govt./ semi govt. body. Page 4

5 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, Daily - cashbook 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 in assets& preparation of cash flow chart register/cards. 7) Service Tax, PF, Employ fund, Pension formality and tax deduction at source work. 8) Checking of appropriateness of tax deduction at source from payments to parties, its timely deposition and filing of requisite return by due date and guidance on TDS matters. Preparation of Income tax return 9) To oversee timely adjustment of advances/recoveries & maintaining DC/Simple receipt registers at HO and branch office, 10) Relation of outstanding dues, write off of old dues, clearance of old outstanding debits/credits of more than one month in Bank reconciliation statement and watching any other accounts matter requiring timely completion and monthly report to HO. 11) Completion of all account works in relation to closing 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 12) To assist in Internal Audit & Statutory Audit and in replying Audit Reports/queries 13) Any other account related matters and reports regarding financial discipline to comply requirement of the state Government or as per internal procedure of SAG. Page 5

6 PROJECT TEAM:- 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 Gandhinagar 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. 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. Project team should comprise of: No. of resources Role Qualification and Experience to be considered. District 1 C.A. In charge Member ship as CA with minimum of 5years experience in managing multiple office setups. 2 Account Clerk B.com with 3 years accounting Experience Or M.com with 1 year experience of Accounting 3 Account Clerk B.com with 3 years accounting Experience Or M.com with 1 year experience of Accounting 4 Account Clerk B.com with 3 years accounting Experience Or M.com with 1 year experience of Accounting 5 Tally Clerk Commerce graduates well conversant with accounts 6 Tally Clerk Commerce graduates well conversant with accounts 7 Tally Clerk BBA/B.com with 5 years accounting Experience Or M.com with 3 year experience of Accounting 8 Tally Clerk BBA/B.com with 5 years accounting Experience Or M.com with 3 year experience of Accounting 9 Tally Clerk Commerce graduates well conversant with accounts 10 Tally Clerk Commerce graduates well conversant with accounts 11 Tally Clerk Commerce graduates well conversant with accounts 12 Tally Clerk Commerce graduates well conversant with accounts 13 Tally Clerk Commerce graduates well conversant with accounts Gandhinagar HO Gandhinagar HO Gandhinagar HO Gandhinagar HO Gandhinagar HO Gandhinagar Ahmedabad Nadiad Mehsana&Patan Palanpur Himmatnagar&Aravalli Godhra&Mahisagar Vadodara &Anand Page 6

7 14 Tally Clerk Commerce graduates well conversant with accounts 15 Tally Clerk Commerce graduates well conversant with accounts 16 Tally Clerk Commerce graduates well conversant with accounts 17 Tally Clerk Commerce graduates well conversant with accounts 18 Tally Clerk Commerce graduates well conversant with accounts 19 Tally Clerk Commerce graduates well conversant with accounts 20 Tally Clerk Commerce graduates well conversant with accounts 21 Tally Clerk Commerce graduates well conversant with accounts 22 Tally Clerk Commerce graduates well conversant with accounts 23 Tally Clerk Commerce graduates well conversant with accounts 24 Tally Clerk Commerce graduates well conversant with accounts 25 Tally Clerk Commerce graduates well conversant with accounts 26 Tally Clerk Commerce graduates well conversant with accounts Bharuch Surat Tapi Vyara& Dang Navsari &Valsad Kutch-Bhuj Limbdi Rajkot &Morbi Bhavnagar &Botad Amreli Jamnagar &Dwarka Junagadh Porbandar&GirSomnath DevgadhBaria Note: Locations of above may vary and finalised at the time of allotment of tender. Page 7

8 BID SUBMISSION Bidders are required to submit their technical and financial bids along with EMD in separate sealed envelopes, with company seal and signature of the authorized signatory. All 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. Bidders registered as Micro and Small Enterprises (MSME) in the state and having registration with CSPO/NSIO/DGSND, will be exempted from Bid Document Fee and EMD, on submission of the required registration certificates as above. The following needs to be clearly type written on the envelopes. Technical Bid Envelope (Annexure 1 to 3) Technical Bid Tender for Accounts Services- <Name of the firm Secretary Sports Authority of Gujarat Block 14, 3 rd Floor, DrJivraj Mehta Bhavan, Gandhinagar, Gujarat Financial Bid Envelope (Annexure 4) Financial Bid Tender for Accounts Services- <Name of the firm Secretary Sports Authority of Gujarat Block 14, 3 rd Floor, DrJivraj Mehta Bhavan, Gandhinagar, Gujarat EMD Envelope EMD Tender for Accounts Services - <Name of the firm > Secretary Sports Authority of Gujarat Block 14, 3 rd Floor, DrJivraj Mehta Bhavan, Gandhinagar, Gujarat Cover Bid Envelope Bid Tender for Accounts Services - <Name of the firm > Secretary Sports Authority of Gujarat Block 14, 3 rd Floor, DrJivraj Mehta Bhavan, Gandhinagar, Gujarat Page 8

9 OTHER TERMS AND CONDITIONS 1. Period of 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) 2. Competitive rates are inclusive all other taxes and management charges etc. F.O.R. Dr. Jivraj Mehta Bhavan, Gandhinagar, Gujarat. 3. EMD to the unsuccessful bidder will be refunded after finalization of the Tender. 4. Interest free performance security deposit equivalent to 5% of the total estimated value of the total order will be deposited by the successful bidder, within seven days of award of supply order. Suppliers registered as Micro and Small Enterprises (MSME) in the state and having registration with CSPO/NSIO/DGSND, will be required to pay only 3% of the total estimated value of the supply order as security deposit. Security Money will be refunded within 60 days on completion of all contractual obligations, if no complaints are received during the period of warranty. 5. 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. 6. 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. 7. The service provider shall provide a substitute well in advance if any worker leaves the job. 8. The service provider shall replace immediately any of its personnel, if they are unacceptable to SAG. 9. 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. 10. 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. 11. A senior level representative of the Agency shall visit SAG office at least once-a-month 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. 12. 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/organizational 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. 13. The service provider shall not assign, transfer, pledge or sub contract the performance of services without prior written consent of SAG. 14. The service provider shall provide backup of the accounts on daily basis. Page 9

10 15. 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. 16. The service provider shall start providing service within a period of 15 days from the date of the contract. 17. 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 Sports Authority of Gujarat,Gandhinagar in this behalf. For this clause consent of Sports Authority of Gujarat,Gandhinagar must be taken in writing. 18. If any information / facts submitted by the bidder are found misleading / incorrect etc., SAG reserves the right to reject any or all project management consultancy for the current / future contract or may impose penalties as deemed unfit. Non-compliance of any of the terms & conditions of the tender will also warrant above penalties. 19. SAG will have the right to reject any or all the bids without assigning any reason. 20. SAG taking into accounts past performance of party/agency, reserves the right to reject any tender. 21. In case any dispute arises in regard to the tender, the decision of the Director General, SAG will be final and binding. 22. In case of litigation, the courts at Gandhinagar only will have jurisdiction for deciding case according to Indian law in force. 23. The technical bid of the bidders will be opened first and the financial bid will be opened only of those bidders who technically qualified by the competent authority. 24. It must be noted that this is just an enquiry and does not amount to any commitment on the part of Sports Authority of Gujarat. The decision of SAG in this regard would be final and be entirely, at its discretion. 25. After selection Rates should be valid for 12 months. No escalation in price on any account will be acceptable. 26. Payment Terms:-The service provider will raise monthly bill by 5th day of the next month which SAG shall pay after due verification. Deduction will be made from the monthly bill for inadequate and unsatisfactory service. 27. No advance payment will be made. It will be mandatory for the bidders to indicate their bank account numbers. The payment of bills will be made on submission of the following documents by the Accounting service agency to the Paying Authority along with the bill: (a) Ink-signed copy of Commercial invoice (b) Copy of supply of accounting services (c) Claim for statutory and other levies to be supported with requisite documents/proof of payment such certificate, proof of payment for EPF/ESIC contribution with nominal role of beneficiaries, etc as applicable. (d) Details for payment: Account holder s name, Bank name, Branch name and address, Account type, Account number, IFSC code, MICR Code (if these details are not incorporated in supply order/contract). (e) Any other document / certificate that may be provided for in the Contract. (f) In case of joint ventures/ association, Letter of Intent/MOU/Legal Agreement shall accompany the Expression of Interest. Page 10

11 PENALTY CLAUSE :- Sr No Key Result Area Expected date Penalty clause Annual accounts (B/S, I/E accounts etc) Bank Reconciliation Reconciliation with branch office, trial balance, report pertaining to branch accounts All grant utilization related reports 31 st May Rs. 1,000 per day 15th of every month 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. 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. In case the agency wants to withdraw the contract their Security Deposit will be forfeited. SAG reserves the right to impose penalty amounting to per day of his/her salary multiply by 1.5 in case agency is not able to provide above mentioned Resources consistently & regularly and also if fails to complete the work in given time limit. A penalty amounting to per day of his/her salary multiply by 1.5 times may be imposed by SAG for all attendance falling short of above resources in excess of 20 days in year.(as per Rates quoted in A, B and C by agency in financial bid). Page 11

12 EVALUATION OF BIDS:- The evaluation would follow the Quality and Cost Based (QCBS) System with the following weight age to technical and financial bid. Technical Bid Evaluation 60% Financial Bid Evaluation 40% The firm achieving the highest combined technical and financial score will be invited for negotiations. TECHNICAL EVALUATION :- The technical evaluation will be done on following parameters: Criteria Maximum Marks Overall Organization Background (Annexure 1 and 2) 15 Relevant experience of the agency (e.g. Experience of total years, their client list.) 25 Experience of the state/central government department/ Semi govt. dept. 10 Methodology and manpower deployment plan 25 Key professional staff qualification of the agency 25 Total 100 Financial Bid will be opened for bidders who get minimum 60 marks out of the 100 marks. Page 12

13 ANNEXURE 1 ORGANIZATION BACKGROUND Provide here a brief (two pages) description of the background and organization of your firm/entity and each associate in the consortium for this assignment. Page 13

14 ANNEXURE 2 ORGANIZATION DETAILS The following information requested needs to be submitted in the technical bid to the concerned authorities with appropriate supporting documentation, duly attested by authorized signatory of the firm/agency, failing which the bid would be rejected. Sr.No. Information Requested Supporting documents required 1 Name of the firm/agency Certificate of registration/incorporation 2 Address of the firm/agency Certificate of registration/incorporation and any other document relevant document (for example, Lease Deed) 3 Telephone no. 4 ID 5 PAN no. PAN card copy 6 IT Returns for last 3 years Copies of ITR for assessment years , and Details of clients to whom Accounting services has been supplied during the last 3 years in Govt./Semi- Govt./Central Autonomous Bodies. The required licenses from Regional Labour Commissioner, if applicable should be submitted. Work Orders or Completion Certificates from the client Copies of award letters/supply orders 8 Declaration of the bidder that no case/dispute/claim with arbitration court/consumer forum etc. are pending Declaration on Letterhead of the Agency/Firm. (SIGNATURE OF THE BIDDER) With address and seal Page 14

15 ANNEXURE 3-INFORMATION ABOUT KEY PERSONNEL TO BE DEPLOYED Name of staff Consortium firm Experience area Position assigned Tasks/Activities assigned Page 15

16 ANNEXURE 4 FINANCIAL PROPOSAL FORM Sr.No. Description Amounts X Professional Fees for providing manpower and Accounting services for entire year. as per details provided above in the scope of work A B C D Charges (per Month) for providing additional Charted Accountant as per qualifications mentioned above Charges (per Month) for providing additional Account Clerk as per qualifications mentioned above Charges (per Month) for providing additional Tally clerk as per qualifications mentioned above Charges (per Month) for providing additional Tally clerk (BBA/B.com with 5 years accounting Experience Or M.com with 3 year experience of Accounting) Total For the purpose of financial bid evaluation, the following will be calculated for each eligible bid. Bid Amount Total = X + A + 3B + 3C + D It should be noted that financial bid is to be submitted online only. In addition, all bid amounts should be inclusive of all taxes. Increase of manpower is as per sole discretion of SAG. The above quotes are being requested to know rates in case such a situation arises and for purposes of bid evaluation. Requesting additional quotes is no guarantee that SAG will request for such additional manpower. At present tender will be allotted for a period of 1 year and extendable for 2 years with(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) We, the undersigned, offer to provide the accounting services for [Insert title of assignment] in accordance with your Request for Proposal dated [Insert Date] and our Technical Proposal. Our attached Financial Proposal is for the sum of [Insert amount(s) in words]. The above proposal shall be valid for a period of 90 days from the date of submission. Authorized Signatory Name: Authorized Signatory Designation: Authorized signature with stamp: Page 16

17 APPENDIX 1 FORMAT FOR COVER LETTER APPENDIX 1 Format for Cover Letter (on company s / firm s / Lead Member s(in case of JV) letter head) To, The Secretary, Sports Authority of Gujarat, Date: Dear Sir, APPLICATION FOR REQUEST FOR PROPOSAL We hereby make application for providing accounting services at Sports Authority of Gujarat, Gandhinagar. In support we are submitting all the necessary information and relevant documents (one original and one copy) for our selection in participation in the procedure for selection of accounting agency offered under accounting services. The application is made by us, on behalf of.in the capacity of.duly authorized to submit the expression of interest. (in case of a joint venture, following paragraph should be added) This application is submitted on behalf of the proposed joint venture comprising..,., and. (Applicant to state the name of Each member) of which.. (Applicant to insert name of lead member of joint venture) has agreed to act as lead member. We understand that SAG reserves the right to reject the application, without assigning any reason. Yours faithfully, Signature of Applicant: Name of signatory: Designation: Name and address of firm: Contact number: Fax: (Should be signed by representative of lead company / firm in case of joint venture). Page 17