ACCOUNTS OFFICE
VISVA-BHARATI
Memo no. Act/ 2019-20/67 Date: 31/01/2020
INVITATION FOR QUOTATION
OFFICE OF THE ACCOUNTS OFFICER
VISVA-BHARATI
Last date of submission
21/02/2020, Time 5:00 PM
Tender Opening Date 22/02/2020, Time 3:00 PM
Online through e-Procurement portal of Ministry of HRD
Mode of submission
https://mhrd.euniwizarde.com
Sub: Notice inviting Tenders for engagement of Chartered Accountants for providing professional
services at the Visva-Bharati (Central University), Santiniketan, West Bengal, 731235 during the period
from 01/03/2020 to 31/08/2022.
1. Quotations are invited on behalf of the Visva-Bharati (Central University) under two bid
system from reputed Chartered Accountant Firms to provide trained manpower for data
entry of all vouchers etc in Tally ERP Software and to provide professional service for
collection, compilation, preparation and submission of Income Tax (ITR-7), Income Tax
TDS (24Q, 26Q, 27EQ), GST TDS (GSTR-7), GST (GSTR-1, GSTR-3B, Annual Return
GSTR-9), Profession Tax Returns, other compliances and consultations (including
rectification returns if any), as listed in Annexure-I. The above related Return forms for
tax compliances may be complied with the changing of that format by the appropriate
authority and as listed in Sl No. 4 of Scope of Work.
2. Please note that there are total 4 (four) annexures as Annexure I, Annexure II, Annexure
III and Annexure IV.
3. Bidders are requested to go through all terms and conditions as well as the requirements
of the bid stated below before finally uploading the bid onto the e-Portal.
4. SCOPE OF THE WORK
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I. The illustrative (but not exhaustive) scope of work by the bidders shall be as follows:
(i) Data entry of all vouchers etc in Tally ERP Software.
(ii) Collection, compilation, preparation and submission of Statutory returns- Income Tax (ITR-
7), Income Tax TDS (24Q, 26Q, 27EQ), GST TDS (GSTR-7), GST (GSTR-1, GSTR-3B,
Annual Return GSTR-9), Profession Tax Returns, other compliances and consultations
(including rectification returns, if any) ), as listed in Annexure-I. The above related Return
forms for tax compliances may be complied with changes of that format, if any, by the
appropriate authority.
(iii) Preparation of final accounts including MIS reports under supervision of Accounts Officer,
Visva-Bharati.
(iv) Preparation of bank reconciliation statement.
(v) Providing support for PFMS data entry.
(vi) Any other support relating to preparation of day to day reports and accounting as required by
the university authority
II. Manpower to be provided:
Minimum five number of manpower (Minimum three are commerce graduate and others
having experience in working with Central university accounts) shall have to be deployed at
all times having previous experience of working in Tally ERP Software, data entry and
preparation of Annual Accounts of Central University. Additional manpower shall have to
be provided as and when required (with payment) under same terms and conditions and
rate.
III. Wages/Remuneration:
The rates (monthly wages) for para II above should not be less than the minimum wages notified
by Government time to time.
IV. Time Period:
Vouchers entry to be made on daily basis with cash book printing on daily basis. All the
year end entries shall be completed within 30th April of the following year in all respect.
Finalization of Annual Accounts for a particular year should be completed by 31 st May of
the following year and preparation of Annual Accounts for submission of the same to
C&AG for Audit by 30th June of the following year as per MHRD mandate.
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EVALUATION PROCEDURE OF BID
Bids will be scrutinized in two stages (a) Technical bid and (b) Financial bid. However, a
Pre-bid evaluation would be done before proceeding to Technical bid.
I. PRE BID EVALUATION
For Pre-bid evaluation, all bidders must upload Annexure II along with the Technical Bid.
Technical bid of only those bidders who comply to Pre-bid evaluation will be opened.
II. TECHNICAL BID
The Technical bid comprises of following items-
Sl Nature of the document Remark if any
No.
(i) A proposal submission form as per Annexure I
(ii) Copy of the Partnership deed / Registration of Firm issued by whichever is
ICAI, New Delhi applicable.
(iii) A brief profile of the firm and partners / Proprietor (if any). The
profile should include Year of establishment, details of Head
office and or branch office, nature of work done etc.
(iv) GST registration copy
(v) Permanent Account number (PAN) copy and three year's ITR-V
i.e AY -2016-17, AY -2017-18, AY -2018-19.
(vi) Satisfactory work (Income Tax TDS-24Q return having more
than 1000 deductee, 26Q, GST TDS-GSTR7, GSTR-1, GSTR-
3B, Profession Tax Returns) Completion Certificate of any Govt.
organization / Public sector undertaking / Govt. Autonomus
Bodies should be attached where the firm have provided
professionl service for at least 6 months from 01.4.2017 to
31.07.2019.
(vii) Certificate of trained manpower having previous experience of
working in Tally ERP Software, data entry and preparation of
Annual Accounts of Govt aided University (preferably Central
University).
The bidder has to submit compliance certificate as per Annexure III in response to technical bid.
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II. PRICE BID
Price bids of the the bidders who qualify the technical bid will only be considered. The Price bid
must be submitted as per the Annexure IV.
TENDER TERMS AND CONDITIONS
1. Bidder must submit an `Integrity declaration' in the letterhead of the firm in the
folliwing format
INTEGRITY DECLARATION
"We declare that M/s ______________ are not declared ineligible or black listed on
charges of engaging in corrupt, fradulent, collusive or coercive practices or any
failure/lapses of serious natureby Government of India or any other Government
body in the past."
Signature of Chartered Acountant
Date: Place: Name & Designation:
This is to be noted that bidder who does not comply/fail to submit the above declaration would
be rejected. In any case, if such declaration is found to be false, the bidder would be blacklisted
and would invite other legal provisions applicable.
2. A non-refundable application fee of Rs. 1000/- (Rs One thousand only) must be paid
for every bid submitted. This fee may be paid through Demand Draft, favouring
"Accounts Officer, Visva-Bharati" payable at State Bank of India, Santiniketan
Branch (IFSC: SBIN0002121).
3. Each bid must be accompanied by EMD of Rs. 20,000/- in the form of Demand Draft
in favour of "Accounts Officer, Visva-Bharati" payable at State Bank of India,
Santiniketan Branch (IFSC: SBIN0002121).
4. A copy of the receipt of deposit of both the Demand Drafts to the Accounts Officer,
Visva-Bharati must be uploaded along with the bid.
5. All bids will be opened at 3:00PM on 22/02/2020 after closing of the upload window.
Bidders willing to participate in the bid opening should submit an authorization letter
from the appropriate authority of the bidding firm before hand to the tenderer. No
separate invitation will be issued to bidders for this purpose. All decisions will be
published online through e-Portal.
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6. All self attested copies of documents as mentioned evaluation procedure of bid to be
uploaded.
7. The bidder should have an active local head / branch office at Bolpur/ Santiniketan and
the proof of the same to be uploaded in the portal.
8. Proprietor / Partner must have experience of at least five (5) years.
9. All payments will be made after certification by the Accounts Office on completion of
work on month to month basis as per the University procedure. The firm shall raise the
bill, in triplicate, along with attendance sheet duly verified by authorised officer of
Visva-Bharati in respect of the persons deployed and submit the same to the Accounts
Officer, Visva-Bharati on 2nd working day of the succeeding month. The bill, in proper
form, must be duly accompanied by details of work carried out in that month.
10. The bidder shall have no right to place any pre condition for submitting bid for this
NIT. Any conditions of the firm sent along with the bid, if any, shall not be binding on
the university.
11. On selection of the L1 firm, the award letter will be issued. On accepting the award
letter, both the parties will sign the contract and the work order would be issued.
12. In case the work order is not executed within two months under normal circumstances,
the university will be at liberty to terminate / cancel the work order, and to forfeit the
earnest money of the bidder.
13. The successful bidder has to enter into `contract agreement' and `data security
agreement' with Visva-Bharati (to be signed at the time of placing the work order).
14. The university is not liable to bear any cost incurred by the bidder inpreparing the bid,
attending the bid opening event, presentation, demonstration or any other relevant
expenditure to the tender.
15. In case of any amendment by the university to any part of the tender, the same will be
notified in the website. The bidders should submit their response to the amended part
separately within stipulated period.
16. Any grievances/issues should be addressed within 48 hrs from the opening of technical
bid. Beyond this period, no grievances will be addressed. All grievances should be
addressed to the tenderer only. Communication in any form to anyone other than
bidder will be treated as canvassing and such bidder will be outrightly rejected
without any notice.
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17. Either party can terminate the contract by giving prior notice of 60 days.
18. During the contract tenure, the bidder will bear the expenses of manpower related to
transport, boarding, lodging, medical and other miscellaneous personel expenses.
19. Visva-Bharati reserves the right to impose penalty/ damages for not providing service
or not providing service in time under normal circumstances, the quantum of penalty
may be upto 5% of the contract value of the particular job.
20. Bank Commission where applicable will have to be borne by the supplier.
21. The tendrer reserves the right to cancel the tender without assigning any reason.
22. Neither party shall be in breach of any obligation under this contract if it is unable to
perform that obligation in whole or part by reason of Force Majeure. If either party
seeks to rely on this clause, it shall immediately give notice to the other with full
particulars of the matter claimed as a Force Majeure event. The parties so affected shall
take all reasonable steps to remedy the failure to perform and to keep the other party
informed of the steps being taken to mitigate the effects of Force Majeure. In the event
of Force Majeure lasting for more than one month, either party may, following
consultation with the other give a notice of termination.
23. Breach of any agreement may lead to termination of the contract signed under this NIT.
In such case, one month notice in advance would be served in case awarded contract is
terminated.
24. The language of the bid should be English.
25. All disputes are subject to "Bolpur, Birbhum,W.B. Jurisdiction" only.
Date: 31/01/2020 Joint Registrar (Accounts)
Place: Santiniketan Visva-Bharati
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ANNEXURE I
TECHNICAL PROPOSAL SUBMISSION FORM
(To be printed on Bidder's letterhead)
Date .......................
LETTER OF BID
To
The Accounts Officer
Visva-Bharati
Santiniketan-731235
Ref: Invitation for Bid No.Tender Ref. Memo No. Act/ 2019-20/67 Date:31/01/2020
We, the undersigned, declare that:
1. We have examined and have no reservations to the Bidding Documents.
2. We offer to execute the order for all items in conformity with the Bidding Documents.
3. Our bid shall be valid for a period of 120 days from the date fixed for the bid submission
deadline in accordance with the Bidding Documents and it shall remain binding upon us
and may be accepted at any time before the expiration of that period.
4. We also accept all the terms and conditions of this bidding document and undertake to
abide by them, including the condition that you are not bound to accept the lowest bid or
any other bid that you may receive within the due dates
Yours sincerely,
(Authorised Signatory)
(Sign inside the box)
Signature of Chartered Acountant
Name& Designation:
SEAL
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ANNEXURE II
CHECK LIST FOR EVALUATING PRE BID
(Please submit only required number of documents. Any additional documents will not be
considered for weightage)
(Tender Ref. Memo No. Act/ 2019-20/67 Date: 31/01/2020
Fill up all information
Sl Items required Submitted/not submitted
No
1 Filled in Annexure I
2 Filled in Annexure III
3 ITR for 3 years
4 Copy of latest certificate of Registrartion with ICAI, New
Delhi
5 Integrity declaration as per point 1 under tender terms and
conditions
6 Copy of the Partnership deed or Memorandum of Articles
or Registration of Firm
7 GST registration copy
8 Permanent Account number (PAN) copy.
9 Satisfactory work (Income Tax TDS-24Q return having
more than 1000 employee deductee, 26Q, GST TDS-
GSTR-7, GSTR-1, GSTR-3B, Profession Tax Return)
Completion Certificate of any Govt. organization / Public
sector undertaking / Govt. Autonomus Bodies should be
attached where the firm have provided professionl service
for at least 6 months from 01.4.2017 to 31.07.2019.
10 Certificate of trained manpower having previous
experience of working in Tally ERP Software, data entry
and preparation of Annual Accounts of Govt. aided
University (preferably Central University).
11 Copy of receipt for deposit of Application Fee of Rs.
1000/-
12 Copy of receipt for deposit of EMD of Rs. 20000/-
Signature of Chartered Acountant
Name & Designation:
Date:
Place:
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ANNEXURE III
COMPLIANCE CERTIFICATE FOR SPECIFICATIONS
(Tender Ref. Memo No. Act/ 2019-20/67 Date: 31/01/2020
Fill up all information
Technical Specifications as per NIT
Sl Particulars Complied/ not
no. complied
1 A proposal submission form as per Annexure I
2 Copy of the Partnership deed / Registration of Firm issued by ICAI,
New Delhi
3 A brief profile of the firm and partners / Proprietor (if any). The
profile should include Year of establishment, details of Haed and or
branch office, nature of work done etc.
4 GST Registration copy
5 Permanent Account Number (PAN) copy and last three year's ITR-V
i.e AY -2016-17, AY -2017-18, AY -2018-19.
6 Copy of satisfactory work (Income Tax TDS-24Q return having more
than 1000 emploeedeductee, 26Q, GST TDS-GSTR7, GSTR-1,
GSTR-3B, Profession Tax Returns) completion certificate of any
Govt. organization / Public sector undertaking / Govt. Autonomus
Bodies where the firm have provided professionl service for at least 6
months from 01.4.2017 to 31.07.2019.
7 Certificate of trained manpower having previous experience of
working in Tally ERP Software, data entry and preparation of Annual
Accounts of Govt. aided University (preferably Central University).
I declare that the above information aresupplied as per the requirement of NIT and any deviation
to this statement will lead to disqualification of my bid.
Signature of Chartered Acountant
Name & Designation:
Date:
Place:
SEAL
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ANNEXURE IV
Financial Proposal
(On Firm's Letter Head)
(Tender Ref. Memo No. Act/ 2019-20/67 Date: 31/01/2020
To
The Accounts Officer
Visva-Bharati
Santiniketan-731235
Sub: Price bid to provide trained manpower and professional services as metioned in the referred
tender above
Services Monthly Quarterly Annual Yearly Total
Rate (Rs.) Rate (Rs.) Rate (Rs.) (Rs.)
Five Manpower for Accounts related XXX XXX
work as per scope of work mention
rate monthly basis
Filing of :
1. Income Tax ITR-7, Annually XXX XXX
2. IncomeTax TDS 24Q, Quarterly XXX XXX
3. Income Tax TDS 26Q, Quarterly XXX XXX
4. Income Tax TDS 27EQ, Quarterly XXX XXX
5. GST TDS :GSTR-7, Monthly XXX XXX
6. GSTR-1, Monthly XXX XXX
7. GSTR-3B, Monthly XXX XXX
8. GST Return GSTR-9, Annually XXX XXX
Profession Tax Returns, Annually XXX XXX
Rate for consultation per professional
service like Income Tax, TDS, Service XXX XXX XXX
Tax, GST etc. hearing / reply, Annually
Total (Rs.)
Please Note:
(i) The above quoted rate shall be exclusive of all related taxes.
(ii) The firm shall raise its Invoice after satisfactory completion of said task.
(iii) In case of any discrepancy in quoted rate between figures and the amount mentioned in
words, the amount mentioned in words shall be taken into cognizance.
Signature of Chartered Acountant
Name & Designation:
Date:
Place:
SEAL
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