TENDER ENQUIRY FOR ENGAGING AN AGENCY FOR PROVIDING SERVICES OF 1 CA & 2 ACCOUNT ASSISTANTS AT SPM HOSHANGABAD 1
Not Transferable Security Classification: NON-SEURITY TENDER DOCUMENT For Engagement of Agency for Deployment of CA & Assistants at SPM, Hoshangabad No. 24(1)/Proforma/CA/11 12/1822. Date: 19.10.2011. This Tender Document Contains ----- Pages Tender Documents is sold to: M/s Address Details of Contact person in SPMCIL regarding this tender: Name, Designation : Vijay B. Sharma Chief Purchase & Stores Officer Address : Security Paper Mill Hoshangabad M.P-461005 Phone : 07574-255259 Fax : 07574-255170 Email : gm_spm@yahoo.co.in 2
CONTENTS OF TENDER CHAPTER CONTENT PAGE NOS SECTION-I NOTICE INVITING TENDER 02 SECTION-II GENERAL INSTRUCTION TO TENDERER 01 SECTION-III SPECIAL INSTRUCTION TO TENDERER 02 SECTION-IV GENERAL CONDITION OF TENDERS 01 SECTION-V SPECIAL CONDITION OF TENDERS 02 SECTION-VI LIST OF REQUIREMENTS 03 SECTION-VII TECHNICAL SPECIFICATIONS 01 SECTION-VII I QUALITY CONTROL REQUIREMENTS 01 SECTION-IX QUALIFYING CRITERIA 01 SECTION-X ACCEPTANCE OF TERMS & CONDITIONS 01 SECTION-XI PRICE SCHEDULE 01 SECTION-XII QUESTIONAIRRE 01 SECTION -XIII BANK GUARANTEE FORM FOR EMD 01 SECTION-XIV MANUFACTURER S AUTHORIZATION FORM 01 SECTION-XV BANK GUARANTEE FORM FOR PERFORMANCE SECURITY 02 SECTION XVI CONTRACT FORM 02 SECTION XVII LETTER OF AUTHORITY FOR ATTENDING A BID OPENING 01 SECTION XVIII SHIPPING ARRANGEMENTS FOR LINER CARGOES 01 SECTION XIX PROFORMA OF BILL FOR PAYMENT 01 3
(SECTION I) NOTICE INVITING TENDER No.24(1)/Proforma/CA/11-12 /Advt.45. Date: 19.10.2011. 1. Sealed tenders are invited from eligible and qualified tenderers for supply of following Services. Schedule No. Brief Description of Goods/ services Period of Contract (with unit) Earnest Money (in Rs.) Remarks 01 Engaging an Agency for Providing Services of 1no. Chartered Accountant & 2 nos. Account assistants along with supervision job by the firm as per scope of work in Section VI of this tender document for a Period of 24 months on contract basis. 24 months. Rs. 45,000 (Rupees forty five Thousand Only) Type Of Tender Two bid, (NCB) Dates of sale of tender documents: From 24.10.11to 21.11.11 during office Price of the Tender Document Rs. 500 per set Place of sale of tender documents Security Paper Mill, Hoshangabad Closing date and time for receipt of tenders Up to 15.00 Hrs till 22.11.2011 Place of receipt of tenders Security Paper Mill, Hoshangabad Time and date of opening of tenders 16.00 Hrs on 22.11.2011 Place of opening of tenders Nominated Person/ Designation to Receive Security Paper Mill, Hoshangabad Officer Materials 4
2. Interested tenderers may obtain further information about this requirement from the Office of The General Manager, Security Paper Mill, Hoshangabad. 3. Tender documents may be purchased on payment of non-refundable fee of Rs 500 (Rupees Five Hundred Only) per set in the form of account payee demand draft/ cashier s cheque/ certified cheque, drawn in favor of the General Manager, Security Paper Mill, payable at Hoshangabad (M.P.). 4. Tenderer may also download the tender documents from the website www.spmhoshangabad.spmcil.com and submit tenders by utilizing the downloaded document, along with the required non-refundable fee as mentioned in para 3 above. 5. Tenderers shall ensure that their tenders, complete in all respects, 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. ADDRESS The General Manager, Security Paper Mill, Hoshangabad - 461 005 (M.P.) India. 6. In the event of any of the above mentioned dates being declared as holiday/ closed day for the purchase organization, the tenders will be sold/ received/ opened on the next working day at the appointed time. 7. The tender document not transferable. Vijay B Sharma Chief Purchase & Stores Officer For General Manager 5
General Instructions to Tenderers (GIT) (SECTION II) Kindly refer http://spmhoshangabad.spmcil.com/spmcil/uploaddocument/git.pdf for further details. 6
(SECTION-III) SPECIAL INSTRUCTION TO TENDERER 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. Sl.No. GIT Clause No. Topic SIT Provision 1 10.1 d) Earnest Money Deposit 1 2 12.6, 12.8, 12.11, 12.12, Clause Not applicable for this 2 12.13, 12.14, 13, 14.4, 14.5, tender 14.6, 14.7, 32, 34, 50, 51, 52, 53, 54, 55, 3. Submission of Tender 3 1. Earnest Money Deposit: Tender should be accompanied with Earnest Money Deposit (Non-interest bearing) of Rs.45,000 (Rs.Forty five Thousand only) in the forms as given below. a) Account Payee Demand Draft or b) Fixed Deposit Receipt or c) Banker s cheque The demand draft, fixed deposit receipt or banker s cheque shall be drawn on any scheduled commercial bank in India, in favour of Account specified in the Clause 3 of NIT. The earnest money shall be valid for a period of forty five days beyond the validity period of the tender. 2. GIT clauses that are not applicable to this tender: The following clause nos. in GIT are not applicable to this tender. Clause Nos. 12.6, 12.8, 12.11, 12.12, 12.13, 12.14, 13, 14.4, 14.5, 14.6, 14.7, 32, 34, 50, 51, 52, 53, 54, & 55. 3. a) Tenders shall be prepared and submitted in double sealed envelope marked "TENDER FOR Engaging an agency for Providing services of 1 CA & 2 Account assistants " due on 22/11/2011(15.00 Hrs.). 7
b) The two parts Techno-Commercial/Price Tender should be put in a common outer envelope superscribing our tender enquiry No. and date and indicating Techno-Comm./Price TENDER FOR Engaging an agency for Providing services of 1 CA & 2 Account assistants due on 22/11/2011 (15.00 Hrs) and addressed to the General Manager, Security Paper Mill, Hoshangabad, M.P. (India) 461 005. 8
GENERAL CONDITIONS OF CONTRACT (SECTION-IV) Kindly refer http://spmhoshangabad.spmcil.com/spmcil/uploaddocument/gcc.pdf for further details. 9
(SECTION V) SPECIAL CONDITIONS OF CONTRACT 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) Not applicable S. No GCC Clause No. Topic SCC Provision 1 -------- Special conditions 1 2 22.1,22.2, 22.3, Terms and Mode of payments 2 3 5, 8, 9, 10, 11, 12, 13, 14, 15, 16, 19.3, 22.8, 25, 36 GCC clauses that are not applicable to this tender 3 1. SPECIAL ICONDITIONS: a) The firm must have valid Service tax registration certificate. b) The firm should ensure the labour laws, minimum wages, child labour Act and other concerned law applicable from time to time. 2. PAYMENT TERMS a. The payment will be made by SPM through Cheque / DD / RTGS / NEFT to the contractor within 10 days from the submission of their monthly bill duly certified by Officer (F & A) in three copies on prorata basis. Any variation will be adjusted from the next bill. Any deviation as reported by the Officer (F & A) will be taken care separately during the next month. b. If service tax is applicable, the contractor will make payment to the concerned department and submit the challan copy to SPM for further action. 10
c. If income tax is payable then the bill payment will be made after the deduction of such taxes. The TDS certificate will be provided to the Contractor accordingly. The contractor will provide PAN in bills. d. Any TDS or surcharge applicable to the contractor then as per rule the deduction from the bill will be made along with surcharge. The copy of the same will be provided accordingly. 3. GCC clauses that are not applicable to this tender: The following clause nos in General conditions of contract are not applicable to this tender. Clause Nos. 5, 8, 9, 10, 11, 12, 13, 14, 15, 16, 19.3, 22.2, 22.3, 22.8, 25, and 36. 11
(Section-VI) LIST OF REQUIREMENTS Schedule Brief description of goods No. and services Engaging an Agency for Providing Services of 1no. Chartered Accountant & 2 nos. Account assistants along with supervision job by the firm as per scope of work in Section VI of this tender document on contract basis. Accounting unit Quantity Months 24 Amount of Remarks Earnest Money Rs. 45,000/- (Rupees Forty five Thousand Only) The Scope of work of the services required shall be as below:- SPOCE OF WORK : 1. Preparation and finalization of all the financial statements of the Unit as per the accounting standards under the Companies Act as required by the Head Office from time to time for the financial year 2011 12, & 2012 13 ( Till the balance sheet is finalized and audited). 2. Compliance of statutory disclosure requirements of Schedule VI of the Companies Act. 3. To finalize and comply with all matters relating to taxation ( TDS, TCS, Sales tax, Excise, Custom, Property tax, Professional tax, FBT etc.) This includes Computation, analysis, filing of returns, obtaining different forms from tax departments etc. 4. To attend sales tax office for sales tax assessment including the past periods from 2010 11 onwards to assist this office in any audit programme of the sale tax office. 5. To ensure that all data relating to purchase and sales, income and expenditures, receipts and payments is entered on daily basis and print out of the vouchers including GRV are taken. 6. Monitoring and reconciliation of debtors and creditors on daily basis. 7. To update and reconcile all ledgers on daily basis. 8. To check and verify the correct classification of ledger accounts as per the chart of account provided by the corporate office. 9. The print out of the day book form Tally is to taken out on daily basis and checked with the actual vouchers pertaining to receipts, payments, issue notes, GRVs, general vouchers, sales and purchase etc. These may by indexed and filed properly after obtaining the signature of Officer ( F&A) and/ or FA &CAO. 12
10. To reconcile the bank accounts on monthly basis. 11. To reconcile inter unit accounts on monthly basis. 12. To prepare annual Budget, monthly budget monitoring report and MIS report and any other report required by Corporate Office from time to time etc. 13. To prepare monthly trial balance and send hardcopy as well as soft copy to the corporate office latest by 3 rd of the next month. The tally backup as also is to be sent on monthly basis or as required. 14. To provide guidance and training to the staff whenever required regarding maintenance of accounts in tally and preparation of financial statements etc. 15. To compute the cost of Bank note papers, NJSP and other products. 16. To develop a costing system according to the requirements of the SPM. 17. To maintain the Fixed Assets Register in FAMS of other software. 18. To assist in the uploading of data in SAP. 19. Any other related misc. works relating to accounting, taxation, costing etc. In addition to above, you may be required to attend the meeting at the corporate office, SPMCIL, New Delhi or any other place, as and when required. During the above period of service, you have to deploy one CA competent enough to handle all the accounting, taxation work and two account assistants ( at least B.Com.) on full time basis on all working days. Further all the above work will be supervised by you on regular basis. The deployed staff must be familiar with the tally software and MS Office. Further on weekly basis you have to brief the progress of the work to the Officer ( F&A), FA&CAO and General Manager. The entire work will be coordinate through Officer (F&A). 13
(Section-IX) QUALIFICATION/ELIGIBILTY CRITERIA 1)Firm should have at least 1 year of experience during last five years of similar job of working for a Government Organisation or PSU having turn over of at least Rs. 100/- crores. 2)Experience shall be necessarily related to scope of work as mentioned in Section VI Of this tender document. 3)C.A firm should be on panel of C & AG for statutory audit. 4)Firm should have at least one C.A having DISA/CISA qualification. 5)At least one partner of the firm shall be FCA. 6) The firm should have average minimum annual turnover of Rs. 3.6 lakhs during the last three financial years ending March 31 st 2011 confining to similar type of work. 7)Bidder Firm should not have suffered any financial loss for more than one year during the last three years ending March 31 st 2011. 8)The net worth of the firm should not have eroded by more than 30% in the last three years ending March 31 st 2011. 9)The Firm should not have been debarred/ blacklisted by any Govt. /Semi Govt. Department or Court. Note: 1. All experience, past performance and capacity/capability related/ data should be certified by the authorized signatory of the bidder firm. The credentials regarding experience and past performance to the extent required as per eligibility criteria submitted by the bidder may be verified from the parties for whom work has been done. 2. All financial standing data should be certified by certified accountant s e.g Chartered Accountants (CA) in India and Certified Public Accountant/ chartered Accountant in other countries. 14
(SECTION X) To Tender Form ACCEPTANCE OF TERMS & CONDITIONS Date.... (complete address of SPMCIL) Ref: Your Tender document No. dated We, the undersigned have examined the above mentioned tender enquiry document, including amendment No. --------, dated --------- (if any), the receipt of which is hereby confirmed. We now offer to supply and deliver. (description of services) in conformity with your above referred document for the sum of (total tender amount in figures and words), as shown in the price schedule(s), attached herewith and made part of this tender. If our tender is accepted, we undertake to perform the services as mentioned above, in accordance with the delivery schedule specified in the List of Requirements. We further confirm that, if our tender is accepted, we shall provide you with a performance security of required amount in an acceptable form in terms of GCC clause 6, read with modification, if any, in Section V Special Conditions of Contract, for due performance of the contract. We agree to keep our tender valid for acceptance for a period upto -------, as required in the GIT clause 19, read with modification, if any in Section-III Special Instructions to Tenderers or for subsequently extended period, if any, agreed to by us. We also accordingly confirm to abide by this tender upto the aforesaid period and this tender may be accepted any time before the expiry of the aforesaid period. We further confirm that, until a formal contract is executed, this tender read with your written acceptance thereof within the aforesaid period shall constitute a binding contract between us. We further understand that you are not bound to accept the lowest or any tender you may receive against your above-referred tender enquiry... (Signature with date).. (Name and designation) Duly authorized to sign tender for and on behalf of.. 15
(SECTION XI) PRICE SCHEDULE No Date:... S.no Details of heads Amount (Rs.) (Per month.) 01 Charges Including all out of Pocket expenses for 1 (one) CA 02 Charges Including all out of Pocket expenses for 2 (two) account assistants 03 Supervision Charges (If any) 04 Service Tax ( if applicable) Total Charges Per Month (In figures) Rs.----------------- Total Charges per month (In Words ) Rupees.----------------- Signature of Bidder Note: 1) Bidder firm Shall quote prices strictly as per Price bid format above Failing to which the offer shall be summarily be rejected. 2) Copy of Blank price bid document duly signed should be enclosed with Techno-commercial bid. 16
SECTION XII) QUESTIONAIRE The tenderer should furnish specific answers to all the questions/ issues mentioned below. In case a question/ issue does not apply to a tenderer, the same should be answered with the remark not applicable. Wherever necessary and applicable, the tenderer shall enclose certified copy as documentary proof/ evidence to substantiate the corresponding statement. In case a tenderer furnishes a wrong or evasive answer against any of the under mentioned question/ issues, its tender will be liable to be ignored. 1. Brief description and of goods and services offered: 2. Offer is valid for acceptance up to. 3. Your permanent Income Tax A/ C No. as allotted by the Income Tax Authority of Government of India Please attach certified copy of your latest/ current Income Tax clearance certificate issued by the above authority. 4. Status : a. Are you currently registered with the Directorate General of Supplies & Disposals (DGS&D), New Delhi, and/ or the National Small Industries Corporation (NSIC), New Delhi, and/ or the present SPMCIL and/ or the Directorate of Industries of the concerned State Government for the goods quoted? If so, indicate the date up to which you are registered and whether there is any monetary limit imposed on your registration. b. Are you currently registered under the Indian Companies Act, 1956 or any other similar Act? Please attach certified copy(s) of your registration status etc. in case your answer(s) to above queries is in affirmative. 5. Please indicate name & full address of your Banker(s) 6. Please state whether business dealings with you currently stand suspended/ banned by any Ministry/ Deptt. of Government of India or by any State Govt.. (Signature with date).. (Full name, designation & address of the person duly authorized sign on behalf of the tenderer) For and on behalf of.... (Name, address and stamp of the tendering firm) 17
BANK GUARANTEE FORM FOR EARNEST MONEY DEPOSIT (SECTION XIII) NOT APPLICABLE 18
(SECTION XIV) MANUFACTURERS AUTHORIZATION FORM NOT APPLICABLE 19
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.: (SECTION XV) 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 SPMCIL 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 period of tender validity and any demand in respect thereof should reach the Bank not later than the above date.. (Signature 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 20
(SECTION XVI) CONTRACT FORM Contract No. dated. To This is in continuation to this office Notification of Award No.... dated. 1. Name & address of the Supplier:.. 2. SPMCIL s Tender document No dated. and subsequent Amendment No.., dated (If any), issued by SPMCIL 3. Supplier s Tender No dated.. and subsequent communication(s) No dated.. (If any), exchanged between the supplier and SPMCIL in connection with this tender. 4. In addition to this Contract Form, the following documents etc, which are included in the documents mentioned under paragraphs 2 and 3 above, shall also be deemed to form and be read and construed as part of this contract: a) General Conditions of Contract; b) Special Conditions of Contract; c) List of Requirements; d) Technical Specifications; e) Quality Control Requirements; f) Tender Form furnished by the supplier; g) Price Schedule(s) furnished by the supplier in its tender; h) Manufacturers Authorisation Form (if applicable for this tender); i) SPMCIL s Notification of Award Note: The words and expressions used in this contract shall have the same meanings as are respectively assigned to them in the conditions of contract referred to above. Further, the definitions and abbreviations incorporated under Section V - General Conditions of Contract of SPMCIL s Tender document shall also apply to this contract. 5. Some terms, conditions, stipulations etc. out of the above-referred documents are reproduced below for ready reference: 1. Brief particulars of the goods and services which shall be supplied/ provided by the supplier are as under: 21
Schedule No. Brief description of goods/ services Accounting unit Quantity to Unit Price be supplied (in Rs.) Total price (in Rs.) Any other additional services (if applicable) and cost thereof:.. Total value (in figure) (In words) 2. Delivery schedule 3. Details of Performance Security 4. Quality Control a) Mode(s), stage(s) and place(s) of conducting inspections and tests. b) Designation and address of SPMCIL s inspecting officer 5. Destination and despatch instructions 6. Consignee, including port consignee, if any 7. Warranty clause 8. Payment terms 9. Paying authority. (Signature, name and address of SPMCIL s authorized official) For and on behalf of.. Received and accepted this contract.. (Signature, name and address of the contractor/ duly authorized to sign on behalf of the Contractor) For and on behalf of. (Name and address of the Contractor)... (Seal of the Contractor) Date: Place: 22
(SECTION XVII) Letter of Authority for attending a Bid Opening The General Manager Security Paper Mill Hoshangabad M.P 461 005 (Refer to clause 24.2 of GIT) Subject: Authorization for attending bid opening on (date) in the Tender of _. 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 I. II. 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 produced. 23
(SECTION XVIII) SHIPPING ARRANGEMENTS NOT APPLICABLE 24
(SECTION XIX) PROFORMA OF BILLS FOR PAYMENTS (Refer Clause 22.6 of GCC) Name and Address of the Firm... Bill No...Dated... Purchase order...no...dated... Name and address of the consignee... S.No Authority for purchase Description of Stores Number or quantity Rate Rs. P. Price per Rs. P. Amount Total 1. C.S.T./Sales Tax Amount 2. Freight (if applicable) 3. Excise Duty (if applicable) 4. Packing and Forwarding charges (if applicable) 5. Others (Please specify) 6. PVC Amount (with calculation sheet enclosed) 7. (-) deduction/discount 8. Net amount payable (in words Rs.) Despatch detail RR No. /other proof of despatch... Dated... (enclosed) Inspection Certificate No...Dated... (enclosed) Modvat Certificate No... (enclosed) Excise Duty Gate pass... (enclosed) Place: Date: Received Rs... (Rupees)... I hereby certify that the payment being claimed is strictly in terms of the contract and all the obligations on the part of the supplier for claiming that payment has been fulfilled as required under the contract. Revenue stamp Supplier Signature and of Stamp 25