DATE OF SUBMISSION & OPENING OF TENDER Last date and time for submission of Tender: 22-11-2021 at 03:00 pm Date and Time of opening Bid: 22-11-2021 at 03:30 pm
Venue for opening of Tender: PEC LIMITED, 3TH FLOOR, F Block, FLATTED FACTORY COMPLEX, DRDO MMTC, JHANDEWALAN, New Delhi - 111088, India
The envelope containing Bid (in sealed envelope) shall be sent through registered post or courier at PEC LIMITED, 3TH FLOOR, F Block, FLATTED FACTORY COMPLEX, DRDO MMTC, JHANDEWALAN, New Delhi - 111088, India
2 TENDER DOCUMENT FOR
Appointment of Consultant for preparation of Annual Financial Statements on Non Going Basis for FY 2021-22.
Sl. Particulars Page No. No. 04 04 1 Letter Inviting Bid 05 06 2. Salient Features of Bidding Document 06-07 07-09 3. Scope of work 09 09 4. Pre-Qualifying Requirements (PQR) 09-11 11 5. General Terms and Conditions 11 11 6. Making and submission of bids 11 12-17 7. Bid validity
8. Bid opening
9. Evaluation of bids
11. Notification of award
11. Commencement of Work
12. Rejection of Work
13. Time Schedule and Terms of Payment
14. Forms A to G
Note: This tender document contains 17 numbers of pages.
3 1. Letter Inviting Bid
Subject: Appointment of Consultant for preparation of Annual Financial Statements on Non Going Basis for FY 2021-22.
PEC Limited, a premier public sector enterprise functioning under the aegis of the Ministry of Commerce, Government of India is engaged in the field of international trading of minerals, agro products, gold & bullion, Industrial Raw Material, fertilizers etc.
The financial statements are prepared at Head Office which is audited by statutory auditors appointed by C&AG. The turnover of PEC Limited during FY 2020-21 is NIL. The Consolidated Financial Statement is prepared as per requirement of Companies Act 2013 and other applicable statutes.
The details of the company are available on website www.peclimited.com
PEC invites offers in Single part bid system for Appointment of Consultant for preparation of Annual Financial Statements on Non Going Basis for FY 2021-22. Bidders are requested to submit their offers as per the tender document. The last date and time of submission of tender documents complete in all respects is 22/11/2021 at 03:00 pm.
2. Salient features of bidding document
Last date and time of submission of Bids 22-11-2021 at 03:00 PM
Mode of submission- Bid The envelope containing Bid (in sealed Opening of bid envelope) shall be sent through registered post or courier at PEC LIMITED, 3TH
FLOOR, F Block, FLATTED FACTORY
COMPLEX, DRDO MMTC,
JHANDEWALAN, New Delhi - 111088, India.
22-11-2021 at 03:30 PM in Presence of authorized representatives of the participants
4 3. Scope of Work
1. To provide consultancy and accounting services as per the procedures & rules
described in companies Act 2013. Especially accounting policy for preparation of
accounts on non-going concern basis.
2. Changes required to be incorporated for preparation of final accounts as per the companies Act and the guidelines of ICAI required to be followed.
3. Ensuring the day to day accounting transactions of payments, receipts, sales and purchases, other miscellaneous expenses, analysis of Debtors and creditors and reconciliation of the same along with scrutiny of Ledgers in Tally ERP environment.
4. Preparation, maintenance and updating of Fixed Assets Register as per the
Standard Accounting/Ind AS Bench marks.
5. To generate trial balance including, funds flow statement and final accounts
(profit and loss account, Balance Sheet and annual final accounts) along with
necessary schedules as required by the Internal Audit, Statutory Audit, Tax Audit
and as per Corporate Office Guidelines.
6. To suggest suitable methods and latest updating on mandatory requirements with regards to Finance and Accounts and Taxation matters under various statutes for smooth functioning of Finance and Accounts department.
4. Pre-Qualifying Requirements ( PQR)
The offer shall be considered only from Indian, Technically competent, experienced and financially sound Accounting/Consulting firms or Companies who meet the following pre-qualification requirements.
SI. Parameter/Criteria/ Requirement and Documents required
1. The Bidder should have been registered in India and should have
minimum 05 years of existence in the field of accounting either
individually or together with networked firms / affiliates (Form F).
2. The bidder should have at least Three qualified professionals CA out of
which one should be FCA. The firm/LLP should have experience of
preparation or audit of non- going organisation (Form D).
3. The bidder should have requisite infrastructure and manpower for
undertaking the job. The bidder should have an office in Delhi / NCR.
Address of offices along with the name, address and contact number of
official to be given as Performa given in Proposal Forms C & F.
4. The bidding entity / any partner / Director of the entity should not have
been convicted in any disciplinary proceedings / criminal case by
regulatory authority (ies) / court in connection with professional work.
Bidder should not be on negative list / black listed by any PSU or Govt.
Bidder to submit an undertaking in this respect as per relevant form
given in Proposal Form E.
5 5. General terms and conditions
a) Bidder shall, as part of their bid, submit a written Authorization Letter as per specified Form in tender from Partner/Director of Bidding firm/ consulting company if the signatory is other than Partner/Director.
b) Bidder shall not be under liquidation, court receivership or similar proceedings.
c) Bidding documents shall at all times remain the exclusive property of the PEC.
d) Bidder may note that Bid shall be submitted on the basis of “ZERO DEVIATION” and shall be in full compliance to the requirements of Bidding Document, failing which bid shall be considered as nonresponsive and may be liable for rejection.
e) PEC shall not be responsible for any expenses incurred by bidders in connection with the preparation and delivery of their bids, site visit, participating in the discussion and other expenses incurred during the bidding process.
f) PEC reserves the right to accept or reject any Bid and to annul the Bidding process and reject all Bids at any time prior to award of contract without assigning any reason whatsoever, without thereby incurring any liability to the affected Bidder or Bidders or without any obligation to inform the affected Bidder or Bidders of the grounds or the reasons for the said action.
g) Canvassing in any form by the bidder or by any other agency on their behalf may lead to disqualification of their bid.
h) In case any bidder is found to be involved in cartel formation, his bid will not be considered for evaluation / placement of order. Such Bidder will be debarred from bidding in future.
i) The bidder shall not sublet, transfer or assign the contract or any part thereof to any other person / firm / consulting company /organization.
j) The Bidder shall quote in Indian Rupees (INR).
k) The Bidder is expected to examine the Bidding Document, including all instructions, forms, terms and specifications in the Bidding Document. Failure to furnish all information required as per the Bidding Document may result in the rejection of the Bid.
6 l) Clarification, if any, in respect of this tender can be obtained from Mr Vinod
Kumar through Telephone: E- mail: firstname.lastname@example.org.
The responses to Bidder’s queries/clarifications raised will be furnished as
expeditiously as possible. Any modification of the Bidding Document, which
may become necessary as a result of the Bidders query, shall be uploaded in
the above mentioned websites through the issue of an Addendum/
6. Making and submission of bids
All documents of the bid shall be signed by the Partner/ Director/ Authorised Person having valid authorization letter at the time of bid submission. Any consequences resulting due to such signing shall be binding on the Bidder.
I. Bid shall be submitted in physical/registered post modeonly. The envelope containing the Bid shall be super scribed with Tender for “Appointment of Consultant for preparationof Annual Financial Statements on Non Going Basis for FY 2021-22” PEC LIMITED, 3TH FLOOR, F Block, FLATTED FACTORY COMPLEX, DRDO MMTC, JHANDEWALAN, New Delhi - 111088, India.
II. Bid documents containing the following must be bound, indexed, completely page numbered and arranged in the order:
III. Covering letter of Bid on Bidder’s letter head as per Form B.
IV. Index of the Bidding Document and subsequent Amendments / Addendums to the Bidding Document duly signed and stamped by the Bidder in token of having received and read all parts of the Bidding Document having accepted and considered the same in preparing and submitting the Bid.
V. Authorization Letter, wherever applicable, in favour of signatory (ies) of the bid as per Form A.
VI. Documents / information relating to relevant qualification of professionals to be submitted as per Form D.
VII. Declaration & compliance to Bid requirement as per Form-E.
VIII. Bidders General Information as per Form-F. In case Bidder is a partnership firm, certified copy of the partnership deed/Registration Certificate. In case of consulting company (whether private or public), certified copy of the `Certificate of Incorporation' together with certified Memorandum/ Articles of Association.
IX. Bidder’s Bank Account details as per Form-F.
7 X. Any other information required in the Bidding Documents or considered relevant by the bidder.
XI. All documents furnished by the Bidder as per the requirement of Technical Bid Evaluation Criteria shall be signed and stamped by the bidder or authorized signatory of bidder.
XII. For any further assistance on tender bidding process, bidders may contact Mr. Ram Kumar Prasad, E-mail Id : email@example.com.
XIII. No stipulation, deviation, terms & conditions, presumption, basis etc. shall be stipulated in the bid. Any conditions, if stipulated, shall be treated as null and void and shall render the bid liable for rejection.
XIV. Unless stated otherwise in the Bidding Documents, the Contract shall be for the total works as described in Bidding Document.
XV. Bidder shall quote the lump sum price after careful analysis of cost involved for the performance of the complete work considering all parts of the Bidding Document.
XVI. The quoted Price shall be deemed to be all inclusive except applicable GST till the completion of the work. It is clearly understood that PEC will not have any additional liability towards payment of any Taxes & Duties.Except applicable GSTliveable on total quoted price.
XVII. Alternative bids shall not be considered.
XVIII. Prices quoted by the Bidder, shall remain firm and fixed and valid until completion of the Contract and will not be subject to variation on any account.
XIX. Price shall be quoted in figures as well as in words as per Form G. If some discrepancies are found between the price given in words and figures, the price quoted in words shall be taken as correct.
7. Bid Validity
a Bid submitted by Bidder shall remain valid for a minimum period of onemonth from the date of opening of Bid. Bidders shall not be entitled during the said period of onemonth, without the consent in writing of the PEC, to revoke or cancel their Bid or to vary the Bid given or any term thereof.
b PEC may solicit the Bidders consent to an extension of the period of validity of bid. The request and the responses there to shall be made in writing. However, Bidders agreeing to the request for extension of validity of bid will not be permitted to modify the bid.
8 8. Bid opening
a) PEC will open the bids in the presence of Bidders’ designated representatives at date & time as stipulated in “Salient features of Bidding Document”. The Bidder’s representatives who are present shall sign bid- opening statement evidencing their attendance.
b) Bidder’s names and any other such details as PEC may consider appropriate will be announced by PEC.
c) During bid opening total price as quoted by the bidders shall be read out.
9. Evaluation of bids
a The PEC will determine whether each of the bids conforms to the terms, conditions and specification of the Bidding Documents without material deviation and is complete with regard to submission of required documents. A material deviation is one which affects in any substantial way the scope, quality or performance of the works, or which limits in any substantial way, inconsistent with the Bidding Document, the PEC’s rights or the
Bidder’s obligations as envisaged in the Bidding Document, and the rectification of which deviation or reservation would affect unfairly the competitive position of other Bidders presenting substantially responsive Bids.
b No stipulation, deviation, terms & conditions, presumption, basis etc. shall be stipulated in the bid. Any conditions, if stipulated, shall be treated as null and void and may render the bid liable for rejection.
c PEC, if necessary, will obtain clarifications on the Bid by requesting for such information / clarifications from any or all Bidders, either in writing or through personal contact. All responses shall be in writing, and no change in the price or substance of the bid shall be permitted unless specifically sought by PEC.
d PEC reserve the right to assess Bidder’s capability and capacity to execute the work using in-house information including taking into account other aspects such as concurrent commitments, past performance etc.
9 e Lowest Overall Evaluation will be done on the basis of total quoted price including item at Sl. No. 1 ofSchedule of Rates as per Form ‘G’ among the eligible firms.
f Bidder quoting overall lowest as at (e) above and adhering to tender
stipulations in an unqualified manner shall be recognized as L-1.
11. Notification of award
a) PEC will issue the Letter of Award (LOA) to the successful Bidder and communicate the same through Courier/Fax/email as per details given by Bidder.
b) Acceptance of LOA must be submitted within 3 (Three) days from the date of LOA.
c) If the acceptance of LOA is not received during this period, the LOA will stand be rejected and awarded to the next successful bidders.
12. Commencement of Work:
Commencement of work shall start within 5 (Five) days of acceptance of LOA.
13. Rejection of Award:
If any condition stipulated in the tender document is violated or performance of Firm/LLP is found unsatisfactory, PEC reserves the right without any legal obligation to cancel the award at any time during the period, and any charges not will be paid.
13. Time Schedule and Terms of Payment
SI. NO. Scope of Work as per Para 3 Terms of Payment (% of price
(Part A) quoted at SI. No. 1 of Schedule
of rates in Form ‘E’
Preparation of detailed road 70%.
map for completion of
1. preparation of annual financial
statement to be submitted
within 30 days from the date of
Post assistance on submitting
the annual financial statement
3. to statutory auditor and 30%
adoption of accounts in BM for
Note: While making the payments any applicable statutory deductions will
be made by PEC.
10 FORM A Letter of Authorization (TO BE SUBMITTED ON BIDDER’S OWN LETTER HEAD)
SUBJECT: Appointment of Consultant for preparation of Annual Financial Statements on Non Going Basis for FY 2021-22
We _____________________________________ hereby authorize following
representative(s) to sign all bid documents / attend bid opening against your Bidding
Name & Designation _______________________ Signature_________________
We confirm that we shall be bound by all commitments made by aforementioned authorized representatives.
Signature Name & Designation For and on behalf of (Bidder) NOTES: This letter of authority should be on the letterhead of the bidder and should be signed by a person competent and having the power of attorney to bind the bidder. Not more than one person is permitted to attend bid opening. Bidder’s authorized executive is required to carry this authority letter while attending the bid opening and submit the same to PEC. Representative should carry their id proof.
11 Form-B (TO BE SUBMITTED ON BIDDER’S OWN LETTER HEAD) Covering letter for submission of offers From: _______________________ _______________________ Our Ref: _______________________ Dated _______________________
SUBJECT:Appointment of Consultant for preparation of Annual Financial Statements on Non Going Basis for FY 2021-22 Dear Sir, Please find herewith our offer in line with requirement of PEC Bidding document. We confirm that: Offer is in complete compliance with technical as well as commercial requirements of Bidding Document and there is no technical or commercial deviation in the offer. We understand that any technical or commercial deviation in the offer shall render our offer liable for rejection. Our offer shall remain valid for a period of 2 (Two) Months from the date of opening of tender. We declare that the statement made and the information provided in our offer is true and correct in all respect. In case, it is found that the information/ documents provided by us are incorrect/ false, our application shall be rejected by PEC without any reference to us. Thanking you, Yours sincerely,
(Signature of Authorized person) Full Name: Designation: Bidder’s official Seal
12 Form C
Relevant experience of Consultant.
S. Name of the Location Of Scope of Project Turnover of Period client No. client client Work (Rs crore)
Bidder to submit copies of the work orders & completion certificate from client for the referred assignments
13 Form D Details of Qualified Professionals of the firm
Sl. Name & Qualification Total No. of Relevant Experience No. Designation years of experience
Note: 1 Bidders are required to furnish the complete and correct information required for
evaluation of their bids. If any information furnished is found to be false/misleading/incomplete, the same shall be considered as adequate ground for rejection of the bids. 2 Bidders are required to furnish only those credentials in the above prescribed format for which documentary evidence is available with them. PEC reserves the right to seek additional information or ask for supporting documents from Bidders for verifying/evaluating their credentials whenever required.
14 Form E
We hereby confirmed that all the documents submitted in this tender are authentic, genuine, copies of their originals and have been issued by the issuing authority mentioned above and no part of the document(s) / information is false, forged or fabricated.
We hereby confirm that our Bid complies with the total technical-commercial requirements/ terms and conditions of the Bidding Document and subsequent addendum/corrigendum (if any), issued by PEC, without any deviation/ exception/ comments/ assumptions.
We also confirm that we have quoted the prices without any condition and deviation.
We further confirm that terms and conditions if any, mentioned in our bid shall not be recognized and shall be treated as null and void.
We hereby confirm that we are not under any 'liquidation', any 'court receivership' or similar proceedings and 'bankruptcy'.
We hereby confirm that any partner / Director of the entity have not been convicted in any disciplinary proceedings / criminal case by regulatory authority (ies) / court in connection with professional work.
We further confirm that, we have not been in negative list / blacklisted by any Public Sector Undertaking / Government Organization / PEC Limited.
We also confirm that the contents of this Tender have not been modified or altered by us. We agree that if any noticed in future, our Bid may be rejected / terminated.
We hereby confirm that we have gone through and understood the Bidding Document and that our Bid has been prepared accordingly in compliance with the requirement stipulated in the said documents.
We are submitting Master Index of Bidding Document as part of our Bid duly signed and stamped on each page in token of our acceptance. We undertake that Bidding Document shall be deemed to form part of our bid and in the event of award of work to us, the same shall be considered for constitution of Agreement. Further, we shall sign and stamp each page of the Bidding Document as a token of Acceptance and as a part of the Contract in the event of award of Contract to us.
We confirm that rate quoted by us includes price for all services as mentioned in the Bidding Document.
Stamp and signature of bidder: __________________________
Name of bidder: __________________________ NOTE: To be stamped and signed by the authorized signatory on letterhead of bidder. Form-F
15 Bidder’s general information 1. Bidder Name: 2. Date of registration / incorporation and number of years of operation: 3. Address of registered office: 4. Address of Local Office In Delhi / NCR: 5Telephone No. 6E-mail address 7Website 8Fax number
9.ICAI firm registration number and/or CIN No. of consulting company/ ISO registration no.
11. GSTregistration number 11. Permanent Account Number
(PAN) 12. Stamp and signature of bidder: Name of authorized person: ____________________________ Note: The self-attested copies of documents at Sl. No. 2, 9, 11 and 11 to be attached.
16 Form G Schedule of rates Name of Job/ services: Appointment of Consultant for preparation of Annual Financial Statements on Non Going Basis for FY 2021-22. Name of Organization: PEC Limited, New Delhi TENDER NO.:NIT No. : PEC/F & A/2021-22/01/11-11-2021 Dated:11/11/2021 Name of Bidder:
Sl. No. Description of Work Unit Amount Lump Sum (In Rs.) Total Rs. 1. Lump sum price for job given
of Para 3 ‘Scope of Work’
Total Rs. in words:
Note : The above rates shall be exclusive of GST only
PEC Management reserves the right to accept or reject any/and or all the bids submitted by the bidders, without assigning any reason, whatsoever.