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Bureau Of Indian Standards, Bhubaneswar, Odissa
May, 07th 2021

 

BHBO/Acct-1.16 Date: 04.05.2021
TENDER NOTICE FORACCOUNTS SERVICES

BUREAU OF INDIAN STANDARDS, BHUBANESWAR BRANCH
OFFICE, 6th Floor, GruhaNirmanBhawan, SachivalayaMarg,Bhubaneswar –751001
invites sealed tenders under two-bid system from reputed and experienced agencies for
providing Accounts Services at the above address.

The interested agencies (only CA firms& Cost Accountant Firms located at
Bhubaneswar are eligible to apply)are required to submit the technical and financial
bid separately. The online bids containing “Technical Bid” as per Annexure II and
“Financial Bid” as per attached BOQ in excel format should be submitted
onlinelatest by 07.06.2021 upto14.00 hrs. Quotations received after the scheduled date
and time shall be summarily rejected. The technical bids as well as financial bids shall be
opened on 07.06.2021 at 16.00hrs. Tenderers or their duly authorized Representatives
may like to be present.

The tender document can be downloaded from www.bis.gov.inorwww.eprocure.gov.in

The financial Bid shall be exclusive of GST, or any other applicable taxes. The taxes as
may be levied by the Government from time to time shall be charged by the contractor in
addition to the rates quoted in the bid by the contractor

The tender document containing eligibility criterion, scope of work, terms & conditions and
draft agreement can be obtained from this office, at the above address. TheEMD for Tender
for Accounts Services of Rs 15,000.00 (Rupees Fifteen thousand only) should bepaid by
Demand Draft in favour of BUREAU OF INDIAN STANDARDS payable at
Bhubaneswar.

The tenderers are requested to refer the instruction for online submission of bids as given in
Annexures and may like to satisfy themselves about the quantum of work involved by
visiting the Accounts Department, BHBO, Bhubaneswar between 11:00 a.m. to 3:00 p.m.
on any working day.
BUREAU OF INDIAN STANDARDS
(Bhubaneswar Branch Office)

6th Floor, GruhaNirmanBhawan, OSHB
SachivalayaMarg, Bhubaneswar-751001

TENDER NOTICE

Bureau of Indian Standards invites sealed bids, under two bid system (Technical bid and
Financial bid) for Hiring of Account Services for its office building located at Bureau of
Indian Standards, Bhubaneswar Branch Office, 6 th Floor, GruhaNirmanBhawan, Orissa
State Housing Board, SachivalayaMarg, Bhubaneswar-751001., from eligible bidders as per
the details given below:

Sl No. Category Requirement
The CA firm has to depute suitable competent accounting personnel
from Monday to Friday from 9:00 AM to 5:30 PM. for carrying out
1 the work as

1. Proposed validity of the rate contract: One Year.
2. Availability of Tender Documents:

Place: Administration Department and BIS

website:www.bis.gov.in or www.eprocure.gov.in

Period: 04.05.2021 to 07.06.2021
3. Eligibility - a)The bidder should have licence issued under Orissa Government Rules
for deploying accounting personnel.

b)Should have minimum 3 years of experience.

c)Should have minimum 5 Lakhs of turnover in providing similar services.

d)Should have valid PAN, registration with EPF Organization and ESIC, Sales Tax
Department.

e)Should not be blacklisted by any other Departments/Ministries etc.
4. Method/manner for Submission of Bids: An envelope super-scribing “Tender for

Account Services at BIS, BHBO” having two envelopes containing “Technical Bid” and
“Financial Bid” must bear the name &address of the party & shall be addressed to
“Head, BHBO, Bureau of Indian Standards, Bhubaneswar Branch Office, 6th Floor,
GruhaNirmanBhawan, Orissa State Housing Board, SachivalayaMarg,
Bhubaneswar-751001. Last date of Submission of bids:07.06.2021 upto 1400 hrs.

5. Earnest Money Deposit: Rs. 15,000/-

6. Performance Security Deposit: 10% of the total annual value of the award of contract.

7. Validity of Bids: 90 days from opening of technical bid.

8. Opening of Bids: Technical Bids and Financial shall be opened at 1500 hrs on
07.06.2021 in the Meeting Room of theoffice of “Head, Bhubaneswar Branch Office, 6
th Floor, GruhaNirmanBhawan, Orissa State Housing Board, SachivalayaMarg,
Bhubaneswar-751001.”.

9. Authorized Officer on behalf of the Bureau for this tender/contract:
Annexure-I

SCOPE OF WORK:

The Chartered Accountant firm shall render services to Bureau of Indian Standards, 6th Floor,
GruhaNirmanBhawan,SachivalayaMarg, Bhubaneswar–75100as may be required from time
to time. Detailed description of the services to be provided by the CA& Cost Accountant firm
is as follows:

a) Filing of TDS return and dealing with all the TDS related matters with ITDepartment

b) Filing of GST return and dealing with all the GST related matters with Concerned
Dept.

c) Filing of Professional Tax return and dealing with all the Professional Tax related
matters with the concerned Department of Government ofOdisha.

d) Preparation of GST Input on monthlybasis.

e) Checking the reconciliation for BankAccount.

f) Providing assistance in preparation and payment related to GST, Professional Tax and
TDS to the Accounts Department and to ensure that no penalty is levied by the Tax
Departments for any delay in filing of any statutory return or making payment
thereof or due to any other reason. In case of default, the contracting firm shall be
solely responsible for the same and necessary recovery shall be effected from their
pending bills/SecurityDeposit.

g) Reminders to be generated by 3rd of every month for unadjusted dues of employees like
TA Advance, Adjustable Advance, Accounts Recoverable, LTC Advance, Medical
Advance, etc. To generate statements of all Advances.

h) To prepare Account MCR (Monthly ControlReport)

i) Reconciliation of TDS payable with TDS paid by BIS, Bhubaneswar on monthlybasis.

j) Advanceadjustment.

k) Attending all queries/Audit objections etc. and providing information/data pertaining to,
but not limited to, GST/Professional Tax/TDS and other accounting work etc. as and
when raised/desired by GST Dept./CAG/Internal Auditor/Sales Tax Dept of Govt. of
Odisha etc. including the data/information pertaining to earlier period not covered under
contract. This work also includes attending personal hearing/visiting on behalf of BIS
pertaining to any issue mentioned in Annexure I due to any reason, to the Tax
Departments/Appellate Tribunals or any otheragency.
l) Preparation of Budget Register and Expenditure ControlRegister.

m) Preparation and finalization of accounts at BO level except balancesheet.
n) TDS related assessment both in the cases of receivable and payable, ifany.

o) Issue of TDS Certificate on behalf of BIS on quarterly basis to theparties.

p) Checking of Trial Balance, All Ledgers, Realization Day Book, and Bank Book on
monthlybasis.

q) Compilation of Accounts on monthly basis as well as yearly basis and preparation of
monthly trial balance along with all supporting schedules, Receipt & Payment Account,etc.

r) Making entries of both income and expenditure in the TALLY accounting software.
Preparation of Payment Vouchers and relatedwork.

s) Preparation of Accounts upto Trial Balance stage every monthly and Receipts &
Payments Accounts at year-end with all necessary reconciliations and control of accounts
and schedules thereof necessary for finalization of Accounts and preparation of Income &
Expenditure Accounts & Balance Sheet by the BIS, HQ, New Delhi; calculation and
providing of depreciation in conformity with the accounting policies adopted by BIS.
Reconciliation with Head Quarters Accounts and internal offices accounts. Reconciliation
of fixed assets and current assetsaccounts.

t) To provide necessary guidance on GST Rules and for availing of credit rules. Reconcile
the GST deducted and collected from the parties and deposition of the same and filling
requisite returns within prescribed timelimit.

u) 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 of TDSmatters.

v)The CA firm shall be responsible for the work allotted to him/her, from the stage of
preparation of vouchers, preparing ledgers/ accounting books/ registers to end product (i.e.
trial balance/ receipt & payment account/ balance sheet with all supporting schedules). The
firm shall sign each and every page of the contract document. The firm shall also have to
sign the final deliverables of the work assigned to it in the form of various returns and
reports etc. and hand over to the Accounts Department.

v) Any charges levied by the Tax Authorities such as return uploading fees etc. which
cannot be termed as “Service to BIS” shall be reimbursed to the firm on actual basis i.e. on
production of necessary proof of such payment. It may be noted that except, as provided
in this clause, no other charges shall be paid by BIS from those quoted in the financial
bid duly accepted and approved by BIS, Bhubaneswar.
w) Recovery of taxes, if any from time to time. To oversee the timely adjustment of
advances/ recoveries, realization of outstanding due, write off old dues, clearance of old
outstanding debits/ credits of more than one months in the bank reconciliation statement
and watching any other accounts matter requiring timely completion and monthly report to
Head,BHBO.

x) The CA firm shall prepare and maintain all ledgers/ accounting books, schedules etc.
including thefollowing:

1. Manual ledger for EMD, SD, Advances, TA/LTC advance, Bill Registeretc.

2. Settlement of old issues/ advancesetc.

3. Reconciliation on monthly basis with HQ A/c, Inter OfficeA/c.

4. Other works allotted as perrequirement.

5. Finalization of Accounts at Regional level with preparation of all schedules as
related with TrialBalance.

6. InterOfficeAccountsReconciliationwiththebranches/subbranches/NITS/Hqrs.

7. Generation of receipt on day to day transaction in Tally software.

a) Any other account related matter and anything considered necessary towards above.

b) The time-limits for the above work shall be as follows:

1) Bank reconciliation of all accounts before 3rd of everymonth.
2) To check GST calculation and deposition before due date of everymonth.
3) To check appropriateness of TDS deduction and deposition of TDS

upto6thof everymonth.
4) Preparation of Account MCR before 5th of every month.
5) To prepare Trial Balance , Bank reconciliation alongwith schedules

before 7thof everymonth.
6) To file periodic returns of TDS and GST before duedate
7) To file return of professional tax within duedate.
8) Any other accounts related work for which time-limit isprescribed.
Annexure-II

Documents to be submitted with Technical bid

Documents listed in the following check list may be submitted along with the
technical bid.

Sl.No. Description of requirement Yes/No Page No

1) The firm should be registered with
2)
3) the ICAI under provisions of
4)
relevant act to provide the

professional services and its validity

date and enclose copy of registration

certificate with ICAI of thefirm.

Copies of Balance Sheet and P&L

A/c for the last 3 years duly certified

by CA

Copy of Registration

certificate/allotment letter of GST

number.

Copy of Registration/

Certificate/allotment letter PAN from

Income TaxDepartment

Proforma containing details of other

5) organization where such contracts

were/are undertaken (attach

supportive documents)

DD of Rs.15000/- as EMD in favour

6) of “Bureau of Indian Standards”

payable at Bhubaneswar

List of Arbitration cases (if

7) applicable)

Qualification and experience

certificates of the person who shall

be deputed at this office. Enclose

8) Self attestedcopies

Acceptance of terms and conditions

9) attached. Each page of terms and

conditions to be duly signed as token

of acceptance and submitted as part

of tender document

10) Copy of last income taxreturn

11) Undertaking by the bidder to the

effect that there is no police case

pending against the

proprietor/firm/parties relating to
previous service contracts
12) Office address in

Bhubaneswar
At least two currently valid contracts
13) for similar work
Declaration by the Tenderer:
“This is to certify that I/We before
signing this tender have read and
fully understood all the terms and
conditions contained herein and
undertake myself/ourselves to abide
14) by them.”

Encls: 1. DD/Pay Order No……………

(Signature of Tenderer with seal)

Name:

Seal:

Office Address:

Date: Phone No (O):

NOTE: Submission of all the documents mentioned above along with declaration, is
mandatory. Non submission of any of the information above may render the bid to be
rejected
Annexure-III

AGREEMENT

(To be signed on non-judicial stamp paper of Rs. 100/-)

THIS AGREEMENT IS MADE ON between the Bureau of Indian Standards, 6th Floor,

GruhaNirmanBhawan, SachivalayaMarg, Bhubaneswar–751001. (Hereinafter called the Bureau of

the onepart)and (hereinafter called the Contractor of the otherpart)

WHEREAS the Bureau is desirous of entrusting the Accounting Job Work, at its Branch Office,
Bhubaneswar, the CA firm has offered to render the same at the said premises. NOW
THEREFORE, IT IS AGREED AS FOLLOWS:
2. This agreement is valid for the period commencingfrom_____ to both daysinclusive.
3. The CA firm shall relieve the Bureau of the first part of all worries about theup keep
and performance of Accounting Job Work to the satisfaction of Bureau of the
FIRSTPART.
4 The Chartered Accountant firm shall render to the services to Bureau
ofIndianStandards,Bhubaneswar, for its smooth running as may be required from time to time.
Detailed description for taking services is as follows:

a) Filing of TDS return and dealing with all the TDS related matters with ITDepartment

b) Filing of GST return and dealing with all the Service Tax related matters with Service
TaxDept.

c) Filing of Professional Tax return and dealing with all the Professional Tax related matters
with the concerned Department of Government ofOdisha.

d) Preparation of GST Input on monthlybasis

e) Checking the reconciliation for all BankAccounts.

f) Providing assistance in preparation and payment related to GST, Professional Tax and
TDS to the Accounts Department and to ensure that no penalty is levied by the Tax
Departments for any delay in filing of any statutory return or
making payment thereof or due to any other reason. In case of default, the
contracting firm shall be solely responsible for the same and necessary recovery
shall be effected from their pending bills/Security Deposit.

g) Reminders to be generated by 3rd of every month for unadjusted dues of employees
like TA Advance, Adjustable Advance, Accounts Recoverable, LTC Advance,
Medical Advance, etc. To generate statements of all Advances.

h) To prepare MCR (Monthly ControlReport)

i) Reconciliation of TDS payable with TDS paid by BIS, Bhubaneswar on monthlybasis.

j) Advanceadjustment.

k) Attending all queries/Audit objections etc. and providing information/data pertaining
to, but not limited to, GST/Professional Tax/TDS and other accounting work etc. as
and when raised/desired by GST Dept./CAG/Internal Auditor/Sales Tax Dept of
Govt. of Odisha etc. including the data/information pertaining to earlier period not
covered under contract. This work also includes attending personal hearing/visiting on
behalf of BIS pertaining to any issue mentioned in Annexure I due to any reason, to
the Tax Departments/Appellate Tribunals or any otheragency.

l) Preparation of Budget Register and Expenditure ControlRegister.

m) Preparation and finalization of accounts at Regional level except balancesheet.
n) TDS related assessment both in the cases of receivable and payable, ifany.

o) Issue of TDS Certificate on behalf of BIS on quarterly basis to theparties.

p) Checking of Trial Balance, All Ledgers, Realization Day Book, and Bank Book on
monthlybasis.

q) Compilation of Accounts on monthly basis as well as yearly basis and preparation of
monthly trial balance along with all supporting schedules, Receipt & Payment
Account etc.

r) Making entries of both income and expenditure in the TALLY accounting software.
Preparation of Payment Vouchers and relatedwork.

s) Preparation of Accounts upto Trial Balance stage every monthly and Receipts &
Payments Accounts at year-end. with all necessary reconciliations and control of
accounts and schedules thereof necessary for finalization of Accounts and preparation
of Income & Expenditure Accounts & Balance Sheet by the BIS, HQ, New
Delhi;
calculation and providing of depreciation in conformity with the accounting policies
adopted by BIS. Reconciliation with Head Quarters Accounts and internal offices
accounts. Reconciliation of fixed assets and current assets accounts.

t) To provide necessary guidance on GST Rules and for availing of credit rules.
Reconcile the GST deducted and collected from the parties and deposition of the same
and filling requisite returns within prescribed timelimit.

v) 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 of TDS
matters.

w) The CA firm shall be responsible for the work allotted to him/her, from the stage of
preparation of vouchers, preparing ledgers/ accounting books/ registers to end
product (i.e. trial balance/ receipt & payment account/ balance sheet with all
supporting schedules). The firm shall sign each and every page of the contract
document. The firm shall also have to sign the final deliverables of the work assigned
to it in the form of various returns and reports etc. and hand over to the
AccountsDepartment.

x) Any charges levied by the Tax Authorities such as return uploading fees etc. which
cannot be termed as “Service to BIS” shall be reimbursed to the firm on actual basis
i.e. on production of necessary proof of such payment. It may be noted that except,
as provided in this clause, no other charges shall be paid by BIS from those
quoted in the financial bid duly accepted and approved by BIS, Bhubaneswar.

y) Recovery of taxes, if any from time to time. To oversee the timely adjustment of
advances/ recoveries, realization of outstanding due, write off old dues, clearance of
old outstanding debits/ credits of more than one months in the bank reconciliation
statement and watching any other accounts matter requiring timely completion and
monthly report to Heads of RO/BOthereon.

z) The CA firm shall prepare and maintain all ledgers/ accounting books, schedules etc.
including thefollowing:

1. Manual ledger for EMD, SD, Advances, TA/LTC advance, Bill Register etc.

2. Settlement of old issues/ advancesetc.

3. Reconciliation on monthly basis with HQ A/c, Inter OfficeA/c.

4. Other works allotted as perrequirement.

5. Finalization of Accounts at Regional level with preparation of all schedules as
related with TrialBalance.

6. InterOfficeAccountsReconciliationwiththebranches/subbranches/NITS/Hqrs.

7. Generation of receipt on day to day transaction in Tally software.
a) Any other account related matter and anything considered necessary towards above.

b) The time-limits for the above work shall be as follows:

1. Bank reconciliation of all accounts before 3rd of everymonth.
2. To check GST calculation and deposition before due date of everymonth.
3. To check appropriateness of TDS deduction and deposition of TDS up to 6thof

everymonth.
4. Preparation of Account MCR before 5th of Every Month.
5. To prepare Trial Balance, MCR, Bank reconciliation along with schedules before

7thof everymonth.
6. To file periodic returns of TDS and GST before duedate
7. To file return of professional tax within duedate.
8. Any other accounts related work for which time-limit isprescribed.

5 The agency shall be solely responsible for compliance to provisions ofvarious
Labor, industrial and any other laws applicable and all statutory obligations relating to
personnel deployed in BIS, Bhubaneswar. The BHBO shall have no liability in this regard.
Also no liability in case of death of person deputed by CA firm within or outside the BIS
premises.

6 The agency shall be solely responsible for any accident/ medical/ health related liability/
compensation for the personnel deployed by it at BIS, Bhubaneswar. The BHBO shall
have no liability in thisregard.

7 Any violation of instruction/ agreement or suppression of facts will attract
cancellation of agreement without any reference or any noticeperiod.

8 The contract can be terminated by giving two month notice on either side.

9 In case of non-compliance with the contract, the Bureau reserves its

rightto:

a. Cancel/Revoke the contract,and/or

b. Impose penalty up to 10% of the total annual value of contract in addition to the forfeiture
of the SecurityDeposit.

10. The person deputed by the firm shall not claim to become the employees of BIS,
Bhubaneswar and therewillbenoemployeeandemployerrelationshipbetweentheperson
engaged by the CA firm for deployment in BIS, Bhubaneswar.

11. There shall be no increase in rates payable to the Agency during the contractperiod.

12. The firm also agrees to comply with Annexed terms and conditions and
amendments thereto from time totime.

13 Decision of BIS in regard to interpretation of the terms and conditions and the
Agreement shall be final and binding on the firm.
14. In case of any dispute between the Agency and BIS, BHBO, BIS, BHBO shall have the
right to decide. However, all matters of jurisdiction shall be at the local courts located at
Bhubaneswar.

15. The firm shall ensure that no loss or damage to any property of Bureau’s due to lapse on
the part of the personnel deployed by the firm in discharging their responsibilities, the such
loss shall be compensated by the contracting Agency and in this connection, the Bureau
shallhave the right to deduct appropriate amountfrom the bill etc. to make good of such loss
to the Bureau besides imposition of penalty. In case of any deficiencies/lapses on the part of
the personnel deployed by the contractor, the Bureau shall be within its right to terminate the
contract forthwith or take any other action without assigning any reasonwhatsoever.
16. For the above services the Bureau agrees to pay to the CA Firm, a consolidated annual
remunerationof

Rs…………………… (Rupees…................................................................................) for

which the bills to be submitted by the CA firm, in duplicate, on monthly/quarterly
basis. The said amount of Rs………………….to be paid to the CA firm includes all
expenses of the CA Firm towards emoluments of the accounting personnel, their
personal requirements and conveyance, transport charges, etc, and periodic inspections
by the officers of the contractor, other liabilities under the various legislations and any
other incidentalcharges.

17 Applicable taxes shall be deducted from the payment of bill unless exempted.

18. The CA Firm shall be fully responsible for the compliance of applicable Chartered

Accountant Laws in force and other Govt.Orders.

18. The CA firm shall at all times indemnify and keep indemnified the Bureauagainst
any claim on account of disability/ death of any of its personnel caused while providing the
services within/ outside its premises or other premises of the Bureau which may be made
under the Workmen’s Compensation Act, 1923 or any other Acts or any other statutory
modifications thereof or otherwise for or in respect of any claim for damage or compensation
payable in consequence of any accident or injury sustained by any working or otherpersonnel
of the CA firm or in respect of any claim, damage or compensation under labour laws or
other laws or rules made there under by any person whether in the employment of the CA
firm or not, who provided or provides theservices.

19. In the event of any disputes the decision of the Head, BHBO shall be final andbinding.

20. In case of any dispute arising out of this business or interpretation of any clause of the
agreement, the Court of Bhubaneswar alone shall have the jurisdiction to try and decide.

21. The Tender document as a whole shall also be part of thisagreement.

IN WITNESS WHEREOF both the parties have set and subscribed their respective hands
with their Seal in Bhubaneswar in the presence of the witness.

BO, Bureau of Indian Standards
Witness:

1.

2.

AGENCY

Witness:

1.

2.
Annexure toAgreement

TERMS AND CONDITIONS OF CONTRACT FOR “Hiring of services of CA Firm”

(Annexure to Agreement)

A. SCOPE OF WORK: “Hiring of services of CA Firm” ON CONTRACT BASISat
6th Floor, GruhaNirmanBhawan,SachivalayaMarg, Bhubaneswar–751001. By deploying
required number of contract personnel.

B. TERMS &CONDITIONS:

1. The period of Contract shall be for three years from the date of signing this Contract.
However, the contract will be reviewed yearly and extended every year subject to satisfactory
performance of the contractor and on the mutual consent of both the parties. However, in
normal circumstances the Agreement is terminable by giving two month notice in writing by
either party to the agreement.

2. The Contracting Agency shall render the services as mentioned in the scope of work in
annexure –I of the tender document to BIS,Bhubaneswar.

3. The working hours will be asunder:

From 9:00 AM to 5:30 PM from Monday to Friday. Saturday and Sunday are holiday on
account of being weekend days. They may also be called on Saturdays/Sundays/Gazettes
holidays as and when required for which extra payment per person per day basis will be
given.

4. The personnel deployed shall be healthy, active. Nobody shall have
anycommunicablediseases.

5. The CA firm shall bear all expenses regarding preparation of Identity card,
compensations, wages and allowances (DA), PF, ESI, Bonus and Gratuity as
applicable relating to personnel engaged by him and abide by the provisions of
various labor legislations. Payment to the firm shall be made on monthly/quarterly
basis on submission of bill by the firm andon rendering satisfactory service by the
firm.
6. Replacement of person as required by the Bureau will be effected promptly by the CA
firm; if the firm wishes to replace any of the personnel, the same shall be done after prior
consultation with the Bureau. The full particulars of the personnel to be deployed by the
contractor including the names and address shall be furnished to the Bureau along with
testimonials before they are actually deployed for the job. Firm should not make too frequent
changes in theCA.

7. In case of any loss that might be caused to the Bureau due to lapse on the part of the
personnel deployed by the manpower agency discharging their responsibilities, such loss
shall be compensated by the contracting Agency and in this connection, the Bureau shall
have the right to deduct appropriate amount from the bill etc. to make good of such loss to
the Bureau besides imposition of penalty. In case of any deficiencies/lapses on the part ofthe
personnel deployed by the contractor, the Bureau shall be within its right to terminate the
contract forthwith or take any other action without assigning any reasonwhatsoever.

8. In case of death or mishap leading to any injury or disability whatsoever, occurred during
discharging the duty, the compensation /legal or any other liability will solely rest with the
CAfirm.

9. That CA firm’s authorized representative (Owner/Director/Partner/Manager) shall
personally contact Head of the BIS, Bhubaneswar at least once a month to get a feedback on
the services rendered bytheContractor vis-a-vis corrective action required to make the
services more efficient.

10. In the event of person deputed by CA firm being on leave/absent, the CA firm shall
ensure suitable alternative arrangement to make up for suchabsence.

11. The successful bidder will have to deposit an amount of 10% of Annual contract value
towards security deposit through Demand Draft/pay order/FDR/Bank Guarantee from a
commercial bank in favors of BIS and no interest shall be payable on the Security Deposit
amount. Performance Security will remain valid for a period of sixty days beyond the date of
completion of all contractual obligations of the contractor. The contractor will have to
provide necessary guidance in audit matter including visit to this office/GST Dept./AG office
etc.

12. The person deployed by the CA firm shall have the required qualification. In case of
non- compliance/non-performance of the services according to the terms of the contract, the
Bureau shall be at liberty to make suitable deductions (ranging from 2% to 10%) from the
bill without prejudice to its right under other provisions of the contract. Penalty up to 5%
may also be imposed, if there are frequent changes of employees deployed at this office by
thecontractor.

13. The CA firm shall be solely liable for all payment/dues of the workers employed and
deployed by him with reliable evidence provided to the Bureau. In theevent,Bureau makes
any payment or incurs any liability; the contractor shall indemnify the Bureaucompletely.

14. In case of any dispute arising out of this agreement then Head, BIS,Bhubaneswarshall
nominate any officer of the BIS a sole arbitrator to adjudicate upon the issue involved in the
dispute and the provisions of the Arbitration Act shall be applicable.

15. In case of any dispute with regard to providing services and interpretation of any clause
of the Agreement, Bhubaneswar Court will have the jurisdiction to settle and decide all the
disputes.
16. Income Tax TDS as per rules shall be deducted from the bills of the contractor as per
applicablelaws.

17. Any violation of instructions/agreement or suppression of facts will attract
cancellation of agreement without anyreference.

18. The CA firm will be held wholly responsible for any action taken by statutory
bodies for violation/non-compliance of any suchprovision/rule.

19. If any of the personnel of the contractor indulges in theft or any illegal/irregular
activities, misconduct, the contractor will take appropriate action as per law and rules
against its erring personnel in consultation with this office and intimate the action taken
to this office. If need be, an FIR should be lodged against the erring personnel. Such
personnel, who indulge in such type of activities, should not be further employed in
this office by the contractor in anycase.

20. Whenever there is a duplication of clause either in the terms and conditions or in the
agreement, the clause which is beneficial to the BHBO, BIS will be considered applicable at
the time of any dispute/following any statutory rules and the decision of BHBO, BIS shall
be final in thisregard.

Note: These terms and conditions are part of the Contract/Agreement as indicated in
the agreement between BIS, Bhubaneswar and the outsourced Agency and any non-compliance
shall be deemed as breach of the Contract/Agreement.
Annexure-IV

Instructions for Online Bid Submission:

The bidders are required to submit soft copies of their bids electronically on the CPP Portal, using valid
Digital Signature Certificates. The instructions given below are meant to assist the bidders in registering
on the CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online
on the CPP Portal.

More information useful for submitting online bids on the CPP Portal may be obtained at:
https://eprocure.gov.in/eprocure/app.

1. Registration
 Bidders are required to enrol on the e-Procurement module of the Central Public
Procurement Portal (URL: https://eprocure.gov.in/eprocure/app) by clicking on the link
“Online bidder Enrolment” on the CPP Portal which is free of charge
 As part of the enrolment process, the bidders will be required to choose a unique
username and assign a password for their accounts.
 Bidders are advised to register their valid email address and mobile numbers as part of
the registration process. These would be used for any communication from the CPP
Portal.
 Upon enrolment, the bidders will be required to register their valid Digital Signature
Certificate (Class II or Class III Certificates with signing key usage) issued by any
Certifying Authority recognized by CCA India (e.g. Sify/nCode/eMudra etc.), with their
profile.
 Only one valid DSC should be registered by a bidder. Please note that the bidders are
responsible to ensure that they do not lend their DSC’s to others which may lead to
misuse.
 Bidder then logs in to the site through the secured log-in by entering their user
ID/Password and the password of the DSC/e-Token.

2. Searching For EoI Documents

 There are various search options built in the CPP Portal, to facilitate bidders to search

active EoI by several parameters. These parameters could include EoI ID, Organization

Name, Location, Date, Value, etc. There is also an option of advanced search for EoI,

wherein the bidders may combine a number of search parameters such as Organization

Name, Form of Contract, Location, Date, Other keywords etc. to search for aEoI

published on the CPP Portal.

 Once the bidders have selected the EoI they are interested in, they may download the

required documents/EoI schedules. These EoI can be moved to the respective ‘My EoI’

folder. This would enable the CPP Portal to intimate the bidders through SMS/e-mail in

case there is any corrigendum issued to the EoI document.

 The bidder should make a note of the unique EoI ID assigned to each EoI, in case they

want to obtain any clarification/help from the Helpdesk.

3. Preparation of Bids

 Bidder should take into account any corrigendum published on the EoI document before

submitting their bids.

 Please go through the EoI advertisement and the EoI document carefully to understand

the documents required to be submitted as part of the bid. Please note the number of

covers in which the bid documents have to be submitted, the number of documents -
including the names and content of each of the document that need to be submitted. Any
deviations from these may lead to rejection of the bid.
 Bidder, in advance, should get ready the bid documents to be submitted as indicated in
the EoI document / schedule and generally, they can be in PDF / XLS / RAR /
DWF/JPG formats. Bid documents may be scanned with 100 dpi with black and white
option which helps in reducing size of the scanned document.
 To avoid the time and effort required in uploading the same set of standard documents
which are required to be submitted as a part of every bid, a provision of uploading such
standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) has
been provided to the bidders. Bidders can use “My Space” or ‘’Other Important
Documents’’ area available to them to upload such documents and keep it as a
repository.
Note: My Documents space is only a repository given to the Bidders to ease the uploading
process. If Bidder has uploaded his Documents in My Documents space, this does not
automatically ensure these Documents being part of Technical Bid.

4. Submission of Bids

 Bidder should log into the site well in advance for bid submission so that they can

upload the bid in time i.e. on or before the bid submission time. Bidder will be

responsible for any delay due to other issues.

 The bidder has to digitally sign and upload the required bid documents one by one as

indicated in the EoI document.

 Bidder has to select the payment option as “offline” to pay the EoI fee/EMD as

applicable and enter details of the instrument.

 Bidder should prepare the EMD as per the instructions specified in the EoI document.

The original should be posted/ couriered/given in person to the concerned official, latest

by the last date of bid submission or as specified in the EoI documents. The details of

the DD/any other accepted instrument, physically sent, should tally with the details

available in the scanned copy and the data entered during bid submission time.

Otherwise the uploaded bid will be rejected.

 Bidders are requested to note that they should necessarily submit their financial bids in

the format provided and no other format is acceptable. If the price bid has been given as

a standard BoQ format with the EoI document, then the same is to be downloaded and to

be filled by all the bidders. Bidders are required to download the BoQ file, open it and

complete the white coloured (unprotected) cells with their respective financial quotes

and other details (such as name of the bidder). No other cells should be changed. Once

the details have been completed, the bidder should save it and submit it online, without

changing the filename. If the BoQ file is found to be modified by the bidder, the bid will

be rejected.

 The server time (which is displayed on the bidders’ dashboard) will be considered as the

standard time for referencing the deadlines for submission of the bids by the bidders,

opening of bids etc. The bidders should follow this time during bid submission.

 All the documents being submitted by the bidders would be encrypted using PKI

encryption techniques to ensure the secrecy of the data. The data entered cannot be

viewed by unauthorized persons until the time of bid opening. The confidentiality of the

bids is maintained using the secured Socket Layer 128 bit encryption technology. Data

storage encryption of sensitive fields is done. Any bid document that is uploaded to the

server is subjected to symmetric encryption using a system generated symmetric key.

Further this key is subjected to asymmetric encryption using buyers/bid openers’ public

keys. Overall, the uploaded EoI documents become readable only after the EoI opening

by the authorized bid openers.

 The uploaded EoI documents become readable only after the EoI opening by the

authorized bid openers.

 Upon the successful and timely submission of bids (ie after Clicking “Freeze Bid

Submission” in the portal), the portal will give a successful bid submission message & a

bid summary will be displayed with the bid no. and the date & time of submission of the

bid with all other relevant details.
 The bid summary has to be printed and kept as an acknowledgement of the submission
of the bid. This acknowledgement may be used as an entry pass for any bid opening
meetings.

5. Assistance To Bidders

 Any queries relating to the EOI document and the terms and conditions contained

therein should be addressed to the EoI Inviting Authority for aEoI or the relevant contact

person indicated in the EoI.

 Any queries relating to the process of online bid submission or queries relating to CPP

Portal in general may be directed to the 24x7 CPP Portal Helpdesk Nos. 0120-4200462,

0120-4001002
Annexure V

TENDER ACCEPTANCE LETTER
(To be given on Company Letter Head)

Date:

To,
______________________
______________________
______________________
______________________
______________________

Sub: Acceptance of Terms & Conditions of Tender.

Tender Reference No: ________________________

Name of Tender / Work: -
____________________________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________

Dear Sir,

1. I/ We have downloaded / obtained the tender document(s) for the above mentioned ‘Tender/Work’ from
the web site(s) namely:
____________________________________________________________________________________
____________________________________________________________________________________

As per your advertisement, given in the above mentioned website(s).

2. I / We hereby certify that I / we have read the entire terms and conditions of the tender documents from
Page No. _______ to ______ (including all documents like annexure(s), schedule(s), etc.,), which form part of
the contract agreement and I / we shall abide hereby by the terms / conditions / clauses contained therein.

3. The corrigendum(s) issued from time to time by your department/ organization too have also been taken
into consideration, while submitting this acceptance letter.

4. I / We hereby unconditionally accept the tender conditions of above mentioned tender document(s) /
corrigendum(s) in its totality / entirety.

5. I / We do hereby declare that our Firm has not been blacklisted/ debarred by any Govt.
Department/Public sector undertaking.

6. I / We certify that all information furnished by the our Firm is true & correct and in the event that the
information is found to be incorrect/untrue or found violated, then your department/ organization shall
without giving any notice or reason therefore or summarily reject the bid or terminate the contract, without
prejudice to any other rights or remedy including the forfeiture of the full said earnest money deposit
absolutely.

Yours Faithfully,

(Signature of the Bidder, with Official Seal)

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