request for proposal (rfp) for selection of...

REQUEST FOR PROPOSAL (RFP) FOR SELECTION OF CHARTERED ACCOUNTANT (CA) FIRMS

FOR OUTSOURCING OF ACCOUNTING AND FINANCIAL MANAGEMENT (AFM) SERVICES

OF COMFED UNITS

January, 2014

Released by

Bihar State Milk Co-operative Federation Ltd

Dairy Development Complex;

P.O:- Bihar Veterinary College;

Patna – 800014, Bihar,

Ph: +91 612-2224803/ 2228953/ 2228347/ 2228347

Fax: +91 612 2228 306

Bihar State Milk Co-operative Federation Ltd, Patna

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Comfed: Acctts: 301:01 25th Jan, 2014

TENDER NOTICE FOR HIRING CHARTERED ACCOUNTANT (CA) FIRM FOR ACCOUNTING

AND FINANCIAL MANAGEMENT SERVICES

Bihar State Milk Co-operative Federation Ltd [COMFED) invites proposal from reputed

Chartered Accountant ( CA) firms having experience of accounting and financial

management services in Co-operative, Semi- Govt or Govt Departments for

outsourcing the accounting and financial management activities of COMFED Head

Office and its units having presence in Bihar and Jharkhand .

The interested firm may download the Request for Proposal (RFP) Document from our

website – www.sudha.coop and may submit the duly filled RFP in two separate

enveloped – Technical and Financial RFP to Managing Director, Bihar State Milk Co-

operative Federation Ltd, Dairy Development Complex, PO- BV College, Patna- 14,

latest by 3.00 PM on 17th February, 2014.

The undersigned reserves the right to cancel the RFP at any state before award of the

assignment.

Managing Director

http://www.sudha.coop/


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Contents

Items Particulars page reference

1.01 IMPORTANT INFORMATION .................................................................................................. 2

1.02 BIDING PROCEDURE & INSTRUCTIONS .............................................................................. 3

2.01 INTRODUCTION & OVERVIEW .............................................................................................. 6

2.02 ABOUT COMFED ..................................................................................................................... 6

2.03 AFFILIATED MILK UNIONS AND AREAS OF OPERATION.................................................. 6

2.04 COMFED UNITS AND AREAS OF OPERATION ................................................................... 7

2.05 TURNOVER OF UNITS AS ON 31ST MARCH, 2013 .............................................................. 7

2.06 PURPOSES AND OBJECTIVES OF OUTSOURCING OF ACCOUNTS DEPT ................... 8

2.07 SCOPE OF WORK .................................................................................................................... 9

2.08 TEAM EXPERIENCES ............................................................................................................... 15

2.09 REQUIREMENT OF NUMBER OF PROFESSIONALS ........................................................... 17

2.10 EVALUATION OF PROPOSAL OF THE BIDDER .................................................................. 18

3.01 SECURITY DEPOSIT ................................................................................................................. 21

3.02 CONTRACT PERIOD .............................................................................................................. 21

3.04 CONFLICT OF INTEREST ........................................................................................................ 21

3.05 FRAUD AND CORRUPTION .................................................................................................. 21

3.06 PAYMENT TERMS .................................................................................................................... 22

3.07 CHANGES IN ASSIGNMENT ORDERS ................................................................................. 22

3.08 CONTRACT AMENDMENTS .................................................................................................. 22

3.09 ASSIGNMENTS & SUB-CONTRACT ...................................................................................... 23

3.10 DELAYS IN BIDDER’S PERFORMANCE ................................................................................ 23

3.11 TERMINATION OF CONTRACT ............................................................................................. 23

3.12 FORCE MAJEURE .................................................................................................................... 24


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3.13 ARBITRATION & DISPUTE RESOLUTION ............................................................................... 24

3.14 JURISDICTION ........................................................................................................................... 25

3.16 FORECLOSURE AND EXPECTED MATTER ........................................................................... 25

3.17 TRANSFER OF THIS AGREEMENT ........................................................................................... 25

3.18 OPERATIONAL GUARANTEES ................................................................................................ 25

3.19 OTHER OPERATIONAL TERMS ............................................................................................... 25

4.01 TECHNICAL BID LETTER .......................................................................................................... 27

4.02 TECHNICAL QUALIFICATION (TQ) FORM ........................................................................... 29

4.03 DECLRATION FORM ................................................................................................................ 31

5.01 PRICE BID ................................................................................................................................... 32


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CHAPTER- 01: INVITATION TO THE BID

This Request for Proposal (RFP) is an invitation to Chartered Accountant Firms inviting

their expression of interest to participate in the RFP for selection of experienced

Chartered Accountant (CA) firms having experience in providing accounting and

financial management services in Co-operative institutions, Semi- Govt/ Govt.

Department or Undertakings or Autonomous body etc.

The interpretation of experience in accounting and financial management services

shall mean the successful completion of data entry of accounting or similar work,

compilation & finalization of accounts, consultancy in accounts, finance or similar

type of assignment as well as management audit and internal audit, however the

completion of statutory audit work not be considered for this purpose.

The brief details of units and unions are placed in chapter-02 and the detailed activities

of COMFED can be downloaded from our website: http//www.sudha.coop

The purpose of RFP is to select and empanel one or more CA firms as per need and

requirement of COMFED and Milk Unions for managing the functions of Accounts

Department of units/ unions and Head Office in professional manner by providing

adequate number of experienced professionals/ staffs.

The assignment is intended to bring a vibrant accounting system which can manage

the requirement of pace of developmental growth of Comfed and Milk Unions in the

ensuing years and to prepare the statement of accounts, reports in professional and

effective manner for a long term basis.

The proposed accounting and financial management services shall primarily include all

the accounting and financial functions being continued as on date at each unit or

union.

The selected CA firms will be responsible for maintenance and execution of the work

illustrated in the Scope of work (herein referred as SOW in chapter-02 ) of in one or

more than one unit/ union out of eight (8) units of Bihar State Milk Co-operative

Federation Ltd ( Comfed ) situated within or outside the State of Bihar .

The selection and empanelment will not envisage any financial commitment from

COMFED or its unit or unions until the Letter of Intent (LOI) is issued and the work is being

commenced by in accordance with the terms of LOI which shall be issued by COMFED

or its Units as the case may be.


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1.01 IMPORTANT INFORMATION

01. Tender Purpose for Bidder

Selection of CA firms for accounting and

financial management services for the

following 8 units of COMFED and 6 Milk Unions

:-

COMFED UNITS IN BIHAR:-

(i) COMFED Head Office, Patna

Dairy Development Complex

PO- BV College, Patna-80014

(ii) Nalanda Dairy Project,

Biharsharif

(iii) Magadh Dairy Project

Katari Hill Road, Gaya

(iv) Koshi Dairy Project, Purnea

COMFED UNITS IN JHARKHAND :-

(i) Jamshedpur Dairy,

Adityapur Industrial Area

Gamharia, Jamshedpur

(ii) Ranchi Dairy

Dhruwa, Ranchi

(iii) Bokaro Dairy

Sector-12, BS City, Bokaro

(iv) Cattle Feed Plant, Ranchi

Hotwar, Ranchi

COMFED UNITS IN DELHI & NCR

Product Marketing Cell, Delhi

Mohanpur Industrial Area, Badarpur

New Delhi & Joya, UP.

02. Issue of RFP Document To be downloaded from website:

www.sudha.coop

04. Last date & time for submission of

RFP

17th Feb,2014 at 3.00 p.m

05. RFP Document Opening Date ,

time and Venue

17th Feb, 2014 at 3.30 p.m

Venue: COMFED Head office, BV

College, Patna (Near Patna Airport)

06. Cost of RFP Documents (Non-

refundable)

Rs. 2500/- (Rupees Two Thousand Five Hundred

only) payable through Demand Draft/ Banker’s



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Cheque along with the technical bid response.

07. Earnest Money Deposit (EMD) Rs.10, 000/- (Rupees Ten Thousand) payable

through Demand Draft or Banker’s Cheque

along with the technical bid response.

08. Name of the contact person for

clarifications if any.

Mr. RK Mishra AGM (A/c)

Cell-91- 94731-99907

Office-0612-222-8953/4083/0387/8347 (Ext- 21)

0612-222 8306 (Fax)

[email protected]

09. Office address for communication Bihar State Milk Co-operative Federation Ltd

(COMFED)

Dairy Development Complex;

Post- Bihar Veterinary College

Patna- 800 014, Bihar, India

Office Phone -0612-222-8953/4083/0387/8347

0612-222 8306 (Fax)

e-mail: [email protected]

1.02 BIDING PROCEDURE & INSTRUCTIONS

1) The RFP Document can be downloaded from COMFED’s website

www.sudha.coop

2) COMFED shall select and empanel one or more CA firms as per the requirement

and in accordance with the method of selection specified in the RFP.

3) Bidders should familiarize themselves with local conditions and take them into

account in preparing their Proposals. To obtain first-hand information on the

assignment and local conditions, Bidders are encouraged to visit the offices of

Unit or Unions for assessing the work, system and functions of the Accounts Deptt.

4) Bidders shall bear all costs associated with the preparation and submission of

their Proposals. Costs might include site visit; collection of information etc.

5) Bidders are advised to read the terms and conditions including instructions

contained in the Tender Document carefully and the Bid Documents may be

submitted with full understanding of its implications.

6) The prescribed Tender Document consists of (i) Technical Bid and (ii) Financial

Bid, both the bids shall be sealed separately in two different envelopes, super

scribing “Technical Bid” and “Financial Bid”, as the case may be and be placed

in separate single envelope duly sealed and super scribed “RFP for Accounting

and Financial Management (AFM) Services” which shall be submitted on or

before the Due Date.

7) The technical bid envelope should consist of cost of RFP Document and Earnest

Money Deposit (EMD) as mentioned at para 1.01 above , payable through

two separate Demand Drafts or Banker’s Cheques drawn in favour of “Bihar

mailto:[email protected]

mailto:[email protected]



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State Milk Co-operative Federation Ltd.” payable at Patna. No other mode of

payment shall be accepted.

8) The RFP proposal should remain valid for minimum 180 days from the date of

opening.

9) The bidder is required to submit the published hard copy of RFP Document duly

sealed, stamped and signed by the authorized official. The entire RFP proposal

containing the RFP Document, Firm’s profiles, Copies of Experience or

certificates, Annexure or any supporting documents etc. should be properly

stamped and initialed by the authorized officials. All RFP Document and all

enclosures pages should be properly binded, serial numbered and properly

indexed.

10) The Technical Bid Document should be prepared and submitted as per the

information required in Technical Qualification (TQ) Form with the required

documentary evidences.

11) The Technical Evaluation will be done based on the information filled up in

Technical Qualification Form (TQ Form) and verification of that information with

relevant enclosures like certificates, documents, annexure provided with the bid

Document.

12) The Price bid of only Technically Qualified bidder shall be opened in presence of

the interested bidder whosoever wish to remain present, for which a short notice

shall be issued separately either through e-mail or courier.

13) The bidder should ensure the timely submission of RFP document by hand or

through Courier / Speed Post to Managing Director, Bihar State Milk Co-

operative Federation Ltd. (COMFED) , Dairy Development Complex, Post- BV

College, Patna- 800 014 by 3.00 p.m. on or before the due date. The RFP

envelope cover should consist of name and complete address of the bidder.

RFP/ Bid received after the stipulated date and time shall not be considered.

14) All the terms and conditions contained under the Chapter of General Terms &

Condition or Terms specifically mentioned under the Scope of Work or any

other terms mentioned in the RFP Document shall be acceptable to Bidder. No

change in terms or conditions by the bidder shall be accepted and the

conditional offers may invite non-consideration.

15) COMFED reserves the right ;-

(a) To forfeit the EMD/ Security Deposit of the successful bidder on submission of

false information/mis-guidance/ non-acceptance or Non-compliance of

offer in full or part at any stage.

(b) To seek any clarification or verify the credentials or documents submitted by

the Bidder, which are deemed to be necessary to decide the RFP.


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(c) To accept or reject any or all offer(s) in part or full without assigning any

reason thereof, before the award of the contract.

(d) To maintain the confidentiality of information relating to examination,

clarification and evaluation of tenders and recommendations concerning

awards until the successful bidder is notified of the award of contract.

(e) To reject the proposal if the bidder is directly or indirectly engaged in corrupt,

fraudulent, collusive or coercive practices while competing the tender and to

blacklist the bidder for future transactions.


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CHAPTER-02

2.01 INTRODUCTION & OVERVIEW

Bihar State Co-operative Milk Federation Ltd. (COMFED), is issuing RFP Document for

outsourcing the maintenance and execution of accounting, financial management

work of the Accounts Department of Comfed Units which broadly shall include :-

I. Data Entry and Accounting Work

II. All type of Reconciliation Work

III. Budget Preparation and monitoring thereof

IV. Financial Management

V. Project & Schemes Accounting & FUR Preparation

VI. Financial Advisory, Training & Management Audit Services

2.02 ABOUT COMFED

The Bihar State Milk Co-operative Federation Ltd. (COMFED) was established in 1983 as

the implementing agency of OPERATIONAL FLOOD Programme of dairy development

on “Anand pattern” in Bihar and Jharkhand (erstwhile Bihar). COMFED is the state level

co-operative organization, having six district level affiliated Milk unions in the state of

Bihar.

As on 31st December, 2013, COMFED had 15,944 village dairy cooperatives (DCS)

federated into six milk unions located in the state of Bihar and having average 13.85

lakh kgs of milk every day. Approximately 8.35 lakh Farmers are presently members of

village dairy cooperatives.

2.03 AFFILIATED MILK UNIONS AND AREAS OF OPERATION

Five-district level Milk Producers’ Coop. Unions affiliated to the Milk Federation were

covering eighteen districts until the end of OF programme in March 1997 (end of eighth

Plan). One more milk union was organized during 2008-09 and has been affiliated.

Number of districts being covered by unions at present has risen to twenty-six.

Different milk unions, which are organizing the DCS network in these districts, are listed

below:-

Sl

No

Name of the Milk Unions Areas of District Covered

I. Vaishal Patliputra Milk Union (VPMU)

Feeder Balancing Dairy (FBD)

Phulwarisharif, Patna

Patna, Vaishali, Nalanda, Saran,

Sheikhpura districts.

II. Barauni Milk Union, Barauni Begusarai, Khagaria, Lakhisarai and part

of Patna District.

III. Tirhut Milk Union, Muzaffarpur Muzaffarpur, Sitamarhi, Sheohar, E.


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Champaran, Siwan, Gopalganj & West

Champaran districts.

IV. Mithila Milk Union, Samastipur Samastipur, Darbhanga & Madhubani

district

V. Shahabad Milk Union, Ara. Bhojpur, Buxar, Kaimur and Rohtas districts

VI. Bhagalpur Milk Union, Bhagalpur Bhagalpur, Munger, Banka and Jamui

2.04 COMFED UNITS AND AREAS OF OPERATION

The Milk Federation has already taken up organization of Dairy Cooperative Societies

(DCS) in the districts of Gaya, Jehanabad, Arwal , Auranagabad, and Nawada under

Magadh Dairy Project and work has been initiated by Kosi Dairy Project in Saharsa,

Supaul and Madhepura districts. However, Koshi Dairy Project will be covering Katihar,

Purnia, Udakishangunj, Madheoura, Saharsa and Araria districts also. At present the

total number of districts covered by unions and Dairy Projects is thirty six (36).

COMFED owns and operates the following plants:-

1. Jamshedpur Dairy, Jamshedpur, Jharkhand

2. Ranchi dairy, Ranchi, Jharkhand

3. Cattle feed Plant – Ranchi, Jharkhand

4. Bokaro Dairy, Bokaro, Jharkhand

5. Gaya Dairy, Gaya including Jehanabad CC, (5 Bulk Milk Chilling Center)

6. Koshi Dairy Project, Purnea(including Kishangung Dairy , Araria CC, Katihar CC

and Purnea Dairy )

7. Nalanda Dairy Project having dairy Plant of 4 lakh litre /day capacity at Bihar

sharif with 30 MT powder production and UHT milk production facilities.

The districts of East and West Singhbhum, Ranchi, Bokaro and Dhanbad now in

Jharkhand are being covered by the dairies directly under the control of Milk

Federation for the supply of milk and milk products to the urban consumers in these

cities. Procurement of milk has been taken up in Ranchi & Bokaro district only.

2.05 TURNOVER OF UNITS AS ON 31ST MARCH, 2013

The turnover of the Comfed Units and affiliated Milk unions for the year 2011-12 and

2012-13 are as below:-

(A) COMFED Units

Sl Particulars of the Units 2011-12 (Audited)

Rs. In crore

2012-13 (Audited)

Rs. In crore

01. Jamshedpur Dairy Rs.126.24 Rs.141.68

02. Ranchi Dairy Rs.96.43 Rs.119.22

03. Bokaro Dairy Rs.62.71 Rs.74.71

04. Cattle Feed Plant, Ranchi Rs.32.57 Rs.33.25


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05. Nalanda Dairy Project, Biharsharif Rs.14.58 Rs.146.39

06. Magadh Dairy Project, Gaya Rs.32.04 Rs.41.75

07. Koshi Dairy Project, Purnea Rs.26.26 Rs.35.50

08. Comfed Head Office Rs.69.31 Rs.87.33

09. PMC Delhi - Rs.64.42

Sub-Total Rs.460.15 Rs.744.25

2.06 PURPOSES AND OBJECTIVES OF OUTSOURCING OF ACCOUNTS DEPT

COMFED has the following purposes and objective of outsourcing the working or

activities of Accounts Department of Head Office, Comfed Units and affiliated Milk

Unions

Core Mission Statement

“To establish a vibrant and effective accounting system for managing the state of

affairs of the Accounts Department in professional manner in order to bring the best

accounting practices, financial management, effective control system “.

(A) Purposes

a) To Support the core mission statement.

b) To achieve the objectives of the core mission statement

c) To handle the execution part of accounting functions

d) To develop a financial control system in professional manner

(B ) Objectives

a) Implement a new vision of accounting system, policies and processes that are

innovative, efficient and cost-effective;

b) Create and implement an operational environment which is pro-active

c) Streamlining financial data flow and MIS System and Advice on more effective

use of financial resources

d) Support to the business operational and developmental growth Support a

flexible, evolving and responsive business environment

e) Preparation of Standard Operating Practices (SOPs) for Regulatory Requirement

of Accounts Dept.

f) Eliminate non-value adding activities such as data entry duplication.

Improved ability to Channel Partners

Reduction in administrative costs.


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Better management of finances and cost

MIS Support, Information sharing & access

Streamline processes and reduce waste work

Better Internal Control

2.07 SCOPE OF WORK

(a) The bidder shall be responsible to carry out the work defined in the Scope of

Work as well as work illustrated or assigned in the letter of assignment or order to be

issued during the currency of the contract.

(b) The bidder shall be responsible to deploy the suitable manpower and shall abide

the general terms and conditions defined in Chapter-3.

(c) The illustrative Scope of Work (SOW) is as below:-

SL Activities Details of Work Deliverables Frequency

i. Data Entry and

Accounting

Work

(i) Data entry of audited Receipt,

Payment and Journal

vouchers in latest version of

Tally or other accounting

software or SAP ERP.

(ii) Data Entry of Daily demand or

indent of the dealer/

distributor/ units/ unions; Data

Entry of Deposit of amount by

the Dealer/Distributor as per

Bank Statement or Money

Receipts issued by cashier and

preparation of Daily Invoice,

Gate Pass, Delivery Challan

etc.

(iii) Data Entry for preparation of

Milk Bill from Truck Sheet /

Head Load etc, and Data

Entry of Deductions on

account of supply of store,

sale of cattle feed/ Milk Can/

MTE or Other items as Statutory

Deductions and checking of

data entry based on the

check list vis a vis Truck Sheet.

(iv) Checking of milk bills with daily

check list and truck sheet on

100% basis and correction

Print out of Day

Book on daily

basis

Print out of

daily demand,

fund receipt,

invoice, Gate

Pass, Delivery

Challan etc.

Print out of

Daily Check list

of Milk Bill, and

checking with

truck sheet.

Print out of

corrected Daily

check List

Daily

Daily

Daily

On Daily basis


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thereof and taking final print

out of check list after

correction and submission to

departmental staff/ auditor for

checking

(v) Preparation of final milk bill,

payment advice etc for final

checking by the departmental

staff and for pre- audit on 10

days basis or as per the

timelines decided by the

management.

(vi) Data Entry of Marketing

Section for indent of milk/ milk

products, receipt of funds,

balance confirmation,

issuance of Invoice , Gate Pass

for sale/ Stock Transfer

(Inward/ Outward ) of finished

goods like sale of milk, milk

products , Cattle Feed etc.

(vii) Maintenance of computerized

accounting records like Cash

Book, Bank Book, Journal Book,

General Ledger, Special

Ledger, Accounts Payable

Ledger, Accounts Receivable

Ledger, Preparation of Reports

maintained etc. Advance to

Employees & to Parties/

Projects etc.

(viii) Maintenance of manual or

computerized accounting

records like Project Fund/

Scheme Wise Register, Salary

Register; , Fixed Assets

Register; Others if any

(ix) To finalize the accounts after

reconciliation of Banks, Units

Reconciliation, Material

Handling, Stock valuation,

depreciation calculation, year

ending process etc. and

submit to I/c Accounts for

authentication, verification

and signature;

Print out of

Final Bill

Statement,

DCS wise

Payment

Advice

Print out of all

computerized

accounting

records

Verification

Report of

completion of

records duly

signed by I/c

Verification

Report duly

signed by I/c

Accounts

Verification

Report duly

signed by I/c

Accounts

On 10 days

basis

Monthly basis

Monthly basis

Monthly

As & when

basis


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(a)Monthly Accounts

(b) Quarterly Accounts

(c) Half- Yearly Accounts

(d) Annual Accounts

Profit & Loss,

Balance Sheet,

schedules/

notes; Raw

Material

Handling A/c,

BRS Report,

Stock

Valuation

Report, Cost

Sheet etc.

By 10th of each

month

By 15th of each

quarter

Within one

month

Within two

months

ii. All type of

Reconciliation

Work

(i) Bank Reconciliation-

(a) Collection Account

(b) Operative Banks

(c)Inoperative Banks

(d) Fixed Deposit with

Banks;

(ii) Sales Reconciliation of

milk and milk products

between Accounts,

Marketing and Plant

Sales value as per

marketing and Receipts

of sale proceeds as per

Accounts ;

(iii) Reconciliation of

Production, Sales/ Stock

Transfer, Consumption,

Closing Stock of Finished

Stock, Semi-Finished

Stock and other

Important ingredients-

Production vis a vis

Marketing, Stores etc,

(iv) Reconciliation of Raw

Material Handling

Quantity & Value -

Accounts vs Production

(v) Reconciliation of Milk

Purchases, Payment of

Milk Bill, with Actual FAT &

SNF Receipts at Dairy;

(vi) Reconciliation of FAT &

SNF on transfer of milk

from BMC / CC to Dairy

BRS &

Verification

Report of I/c

Accounts

Reconciliation

Statement

Consolidated

Statement

Statement of

Daily Report

Consolidated

Report

Statement

Consolidated

Statement

Statement

Consolidated

Statement

Statement

Daily

Weekly

Monthly

Monthly

Daily

Monthly

Daily

Monthly

Daily

Monthly

10 days basis

Monthly

10 days basis


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or IUT Transfer

(vii) Reconciliation of inter-

Unit/ Union transactions

and fund transfers to

various units, unions and

Headquarters

(viii) Reconciliation of Stores

Consumption-Purchases,

Receipts and Issuance-

Accounts vs Stores Dept .

(ix) Reconciliation of Crates-

Marketing vs Production

(x) Reconciliation of Project

Fund- Receipt/Transfer

and Utilization of Amount

of all Government

Schemes.

(xi) Insurance- Monitoring of

Insurance of all assets

Consolidated

Statement

Statement

Statement-

preparation

report for

deduction

Statement of

Reconciliation

Consolidated

Statement

Statement

Monthly

Monthly

Monthly

Daily

Monthly

Monthly

iii. Budget

Preparation

and monitoring

thereof

(i) Preparation of Annual

Revenue and Capital

Budgets and placing

before the Board/ AGM ;

(ii) Re-estimates of Budget,

Budget Expenditure

Control Report, Trend

Analysis and other

Budgetary Control

reports;

Unit wise

Budget

Preparation

and

Compilation at

Head Office

Monthly Report

Annual

Monthly

iv. Financial

Management

(i) Preparation of Cost Structure

of Milk and Milk Products,

comparison of cost of milk &

milk products;

(ii) Price Fixation/ Revision of Milk

and Milk Products of existing

or new products

(iii) Product wise Profitability

Cost Sheet

Statement

Price Structure

Profitability

Monthly

As & when

Monthly/ As &


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Analysis – Analysis of cost,

realization and profitability

and comparison thereof with

other units or benchmark or

standard;

(iv) Debtors Management-

showing age wise balance,

credit position , Review of

Credit Balance against the

approved Credit Limit;

(v) Analysis of Raw Material

Handling Loss- Milk and Milk

Product wise Handling loss

analysis, reasons of abnormal

losses and remedial

measures;

(vi) Working Capital

Management- Analysis of

requirement of working

capital, liaison for working

capital loan if any;

(vii) Repayment of Term Loan,

Long Term Loan to the

funding agencies;

(viii) Analysis of Profitability

Statement, Comparison with

previous period.

(ix) Monthly Scrutiny of all type of

current advances, their

recovery/ adjustment

process and vouching of all

old advances for adjustment

(x) Comparison of cost

performance with the

Benchmark or standard

(xi) Detailed Analysis of Route

wise , vehicle wise Transport

Cost of Milk Procurement

Statement

Statement of

Credit

Raw Material

Handling

Analysis Report

Working

Capital

Requirement &

repayment

Statement

Statement of

Due and Date

wise Payment

Monitoring

Statement

Analysis Report-

unit wise

Statement of

Advances ,

recovery/

adjustment

and action

points

Unit wise and

item wise

comparison

Analysis Report

when basis

Monthly or As &

when basis

Monthly

Monthly & As &

when basis

Monthly/ As &

when basis

Monthly

Monthly

Monthly

Monthly


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and Milk Sold

v. Project

Schemes

Accounting

(i) Scheme wise maintenance

of register showing receipts,

utilization and balance of

physical and financial

targets;

(ii) Preparation and submission

of Utilization Report,

Submission of copy of

vouchers to the concerned

agencies.

(iii) Monthly Review & Monitoring

of the Utilisation of the

Schemes;

FUR Register FUR Statement FUR Statement & Review Statement.

Daily

Monthly

Monthly

vi. Financial

Advisory,

Training and

Management

Audit Services

(i) Carrying out other Financial

Advisory and Management

Audit Services as needed or

requested for efficient and

sound financial management.

(ii) Provide handholding training,

support to departmental staffs

and assistance to sustain the

accounting system, rules,

regulations, accounting

treatment including asset

accounting and inventory

management, and provide

necessary ’on site’ professional

support to existing staffs;

(iii) To review and give opinion on

issues referred for necessary

review & opinion.

(iv) To conduct Management Audit,

Vigilance Audit as per the

assignment of COMFED

Management.

(v) To present the financial

performance before the

Management, PC Committee

and Board of Directors’ Meeting;

(vi) All other work assigned by the

competent authority.

As per request

Preparation of

Training

Module and

Hand’s on

training

Putting opinion

on the relevant

issues

Management

& Vigilance

Audit Report

and their follow

up

To prepare and

present before

the top

management

As & when

basis

As & when

basis

Monthly/

Quarterly basis

As & when

basis

As & when

basis

As & when

basis

As & when

basis


15

2.08 TEAM EXPERIENCES

The bidder is required to provide qualified and dedicated staff to handle the entire

accounting and financial management services at Comfed. The required profile of the

key professionals and their desired experience are given below:

Positions Qualifications Experiences Role & Responsibilities

Team

Leader

Should be

Chartered

Accountant; Cost

Accountant or

MBA

with specialization

in Finance from a

reputable/premier

institution

CA/ICWA- Minimum 6

years’ post qualification

Experience & MBA- Min. 8

post qualification in

Accounting,

Financial Management ,

taxation and loan

appraisal

in similar organizations

Should have proven

record

in anchoring/conducting

accounting/ financial

management support

consultancy

Must have worked in at

least 5 assignments in

Government Accounting

&

Financial Management

with

govt. undertakings

Should have

proficiency in

use of Tally software

and/or

other accounting

packages

Additional qualification

such as Diploma in

Information System Audit

(DISA) is desirable

Provide technical

leadership to the team

including regular

coordination

Overall responsibility

of implementation of

scope of wok defined

for accounting &

financial

Management work &

accountable for

performance of the

team

Regular reporting to

Managing

Director or as per

direction.

Providing expert

advice

in all contract

management/

procurement related

aspects of accounting

&

Responsible for

strengthening the

existing accounting &

financial management

practices in COMFED

Deputy

Team

Leader –

Accounts

Should be

Chartered/ Cost

Accountant or

MBA

with specialization

in Finance from a

reputable/premier

CA/ICWA- At least 3

years of post-qualification

Experience for

Chartered/ Cost

Accountant

And 5 years for MBA

(Finance)

Responsible for

accounting

& financial

management related

scope of work

operations.


16

institution Experience in

Accounting, Costing,

taxation, Finance etc. in

similar type of institutions

or Govt. undertaking or

private industries.

should have middle

level management

experience and or should

have handled the work of

accounts section

independently.

Should have handled

the Tally Accounting,

exposure to SAP ERP etc

To supervise

accountants in

implementation &

maintenance of

Accounting system.

Responsible for

annual

budget & forecasting

Responsible for

Finalization of Monthly,

Quarterly, Half Yearly

and Annual accounts.

To Manage funds

and ensure timely

release of funds to

divisions /schemes

/projects;

Regular co-ordination

with In charge

Accounts;

Deputy

Team

Leader-

Audit/

Finance

Should be

Chartered

Accountant; Cost

Accountant or

MBA

with specialization

in Finance from a

reputable/premier

institution

At least 3 years of post-

qualification

Experience for

Chartered/ Cost

Accountant

And 5 years for MBA

(Finance)

Experience in


Audit &

Financial Management,

taxation etc. in similar

type of institutions or

Govt. undertaking or

private industries.

in similar organization

should have middle

level management

experience and or should

have handled the work of

accounts section

independently.

Additional qualification

Responsible for

Management Audit/

Vigilance Audit

To analyse and

submit the different

type of report assigned

under scope of work.

To advise on credit

appraisal, risk

assessment, loan

approval and

disbursement, loans

monitoring and

recovery Audit

To conduct vigilance

or surveillance/ Internal

Audit and responsibility

of submission of reports

and their compliance &

follow up.

To present financial


17

such as Member of IIA

prefererable

performance and

health report before the

top management.

Other handholding

support, as required

Regular co-ordination

with In Charge

Accounts.

Accountants Semi Qualified

CA/ ICWA/

Qualified MBA

(Fin)

CA/ICWA-at least 2

experience or MBA (Fin)

with 1 Years of working

Experience in


Finance, Audit work of

Similar type of

organization or in in

Government

undertaking/ private

industries.

Knowledge of MS Excel,

computerized

accounting , Tally

packages, SAP ERP etc.

Execution of all

accounting, costing,

finance and audit

related as defined in

scope of work and to

work under the control

and direction of Dy.

Team Leaders and I/c

Accounts of the units.

2.09 REQUIREMENT OF NUMBER OF PROFESSIONALS

Name of the

units

Team Leader Dy. Team

Leader-

Accounts

Dy. Team

Leader- Audit/

Finance

Accountants

(i)Comfed

Head office,

Patna

01 01 02 -

(ii)Nalanda

Dairy,

Biharsharif

- 01 01 02

(iii)Koshi Dairy

Project, Purnea

- 01 - 02


18

(iv)Magadh

Dairy Project,

Gaya

- 01 - 02

(v)PMC, Delhi - 01 - 01

(vi)Jamshedpur

Dairy,

Jamshedpur

- 01 01 02

(vii)Ranchi

Dairy, Ranchi

- 01 01 02

(viii)Bokaro

Dairy, Bokaro

- 01 01 02

(ix)CFP, Ranchi - - - 01

Total 01 08 06 14

Note- The above requirement of persons is only indicative and actual requirement shall

be decided and communicated separately along with the Letter of Intent (LOI) after

selection of the CA firm.

2.10 EVALUATION OF PROPOSAL OF THE BIDDER

Technical proposals of all the firms which meet the basic requirements (i.e. timely

submission, bid security, sealing of application, Pass/ Fail criteria etc.) would be taken

up for detailed evaluation as per the technical bid evaluation criteria. All firms scoring

70 or above marks would be technically qualified and would only move into the next

stage of Financial evaluation.

(a)Evaluation Criteria & Methodology:-

The criteria adopted for evaluation under QCBS methodology shall be as below:-

Sl Particulars Points / Marks

Allotment

Weighted for Ranking for

overall Lowest Ranking

A. Technical Evaluation ( Based on

the Technical Evaluation Criteria)

100 points basis 70% of Points obtained

B. Financial Evaluation - Financial

Estimates per year or per month

100 Points basis 30% of Points obtained


19

The Applications shall be first evaluated on the basic requirements parameters. Those

Applicants, who meet the basic requirements, shall be evaluated further as part of

technical Evaluation.

(b) Technical Evaluation Criteria

The break-up of components of Technical Evaluation shall be as below:-

Sl Particulars Maximum

Allotment

Marks Allotment Basis & Maximum Marks

Sub-Component Max.

i. Firm’s experience 10 points >10 years <15 years

>15 years<20 years

>20 years

70%

85%

100%

ii. No of

partners/proprietors

10 points Proprietorship or <3 partners

>3 partners<7 partners

>7 partners

70%

85%

100%

iii. No. of Professionally

Qualified Employees

[ excluding partners)

10 points <3 numbers

>3 numbers but <7 numbers

>7 numbers

70%

85%

100%

iv. No. of staffs excluding

para (iii).

10 points <10 staffs

>10 staffs ,<20 staffs

>20 staffs

70%

85%

100%

v. Firm’s Turnover 10 points >10 lakh <20 lakh

>20 lakh <30 lakh

>30 lakh

70%

85%

100%

vi. Financial Solvency

Enclose Bank Solvency

Certificate.

10 points >5 lakh <7 lakh

>7 lakh <15 lakh

>15 lakh

70%

85%

100%

vi. Office Locations

[Enclose Evidence]

10 points Offices not in Bihar /Jharkhand

Office in Bihar & Jharkhand

70%

100%

vii. Number of Projects/

assignments having

annual assignment

value of Rs.3 lakh p.a.

completed during last

five years.

[ Enclose a list and

copy of assignment]

10 points >2 projects <5 projects

>5 projects <10 projects

>10 projects

70%

85%

100%

viii. Exposure in providing

Training or Skill

Development

[ Enclose copy of order

]

10 points No exposure in providing training or skill

development in accounting/finance

Exposure to provide training & skill

development in Accounting/ finance

70%

100%

ix. Understanding and

exposure to each

category of task

defined in SOW.

Bidder shall define their

extent of exposure and

shall assess their points

for each category in

09 points I. Data Entry and Accounting

Work

II. All type of Reconciliation Work

III. Budget Preparation and

monitoring thereof

IV. Financial Management

V. Project & Schemes Accounting

VI. Financial Advisory, Training and

Management Audit Services

As per own

assessment

of the

bidder


20

respect of each nine

category of tasks

defined in scope of

work.

[Each category of task

will carry 1point ]

x. Methodology outlined

by the bidder for

completion of each

nine category of task

defined in the scope of

work,

[COMFED evaluation

team shall assess the

methodology outlined

by the Bidder in the

RFP and shall award

maximum 09 marks]

09 points i. Data Entry and Accounting

Work

ii. All type of Reconciliation Work

iii. Budget Preparation and

monitoring thereof

iv. Financial Management

v. Project & Schemes Accounting

vi. Managing the compliance of

all audit reports

vii. Financial Advisory, Training and

Management Audit Services

As per own

assessment

of the

Comfed

evaluation

team

xi. RFP submitted in

professional manner

02 The presentable RFP shall include the

responsiveness in RFP like copy of RFP

duly signed, Enclosures of all

documentary evidences in support of

data mentioned in RFP, Firm’s profile

etc. in professional manner.

As per

assessment

of the

Comfed

evaluation

team

Total 100 points

(c) Financial Evaluation Criteria

The financial bid points for each bidder shall be calculated based on the following

formula:-

Points to be allotted to one particular bidder:

Lowest bid amount among all bidders

------------------------------------------------------------X100

Financial bid amount of one particular bidder

The 30% weightage of points allotted shall be considered for overall ranking the lowest

bidder as defined in Para (a).

(d) Ranking of the lowest bidder

The method for overall ranking in order of lowest shall be considered as below:-

=Technical Points X70% + Financial bid pointsX30%


21

CHAPTER- 03- GENERAL TERMS & CONDITIONS

3.01 SECURITY DEPOSIT

The successful bidder shall submit Security Deposit amount equivalent to 10% of

the contract value payable through Bank Draft or in the form of Bank Guarantee

as per COMFED Bank Guarantee Format within 15 days of issuance of

Assignment order or contract. The requisite Bank Guarantee shall be sent by the

bidder’s bank (i.e. BG issuing Bank) in Banker’s Sealed Envelope directly to

COMFED. The Security Deposit Bank Guarantee shall be valid for 60 days beyond

the tenure of contract period.

In the event of failure to execute the terms of the contract, breach of contract

or for any financial loss, the above Security Deposit shall stand forfeited. No

interest is payable on such Security Deposit.

3.02 CONTRACT PERIOD

The contractual assignment shall be initially for Three years commencing from

the date of agreement or Letter of Intent (LOI) whichever is earlier, however this

assignment is extendable subject to performance evaluation from time to time.

3.04 CONFLICT OF INTEREST

Bidders should provide professional, objective, and impartial advice and at all

times hold the COMFED’s interests paramount, avoid conflicts with other

assignments or their own corporate interests and act without any consideration

for future work. Bidders shall not be recruited for any assignment that would be

in conflict with their prior or current obligations to other clients, or that may

place them in a position of not being able to carry out the assignment in the

best interest of the COMFED.

3.05 FRAUD AND CORRUPTION

The BIDDER is required to observe the highest standard of ethics during the

procurement and execution of such contracts. In such pursuance of this

policy, COMFED

(i) defines, for the purposes of this provision, the terms set forth below as

follows:

(a) “corrupt practice” means behavior on the part of

employees or officials in the public or private sectors by

which they improperly and unlawfully enrich themselves

and/or those close to them, or induce others to do so, by

misusing the position in which they are placed, and it


22

includes the offering, giving, receiving, or soliciting of

anything of value to influence the action of any such official

in the procurement process or in contract execution; and

(b) “fraudulent practice” means a misrepresentation of facts in

order to influence the evaluation process or the execution of

a contract to the detriment of the COMFED, and includes

collusive practices among bidders (prior to or after bid

submission) designed to establish bid prices at artificial, non-

competitive levels and to deprive the Comfed of the

benefits of free and open competition.

(ii) will reject a Proposal for award if it determines that the bidder

recommended for award has engaged in corrupt or fraudulent

practices in competing for the contract; and

(iii) will declare a firm ineligible, either indefinitely or for a stated

period of time, to be awarded any COMFED contract if it at any

time determines that the firm has engaged in corrupt or fraudulent

practices in competing for, or in executing, any COMFED

contract.

3.06 PAYMENT TERMS

Payment shall be made by COMFED only after completion of assignment and on

submission of monthly bills which shall be supported with the job sheet, Work

done and Deliverables defined for each category.

Payment terms:-

i. The bidder shall submit the monthly bill for the services rendered within

seven days of completion of each month.

ii. 100% payment shall be released by the concerned unit or union based on

the certification of the Incharge Accounts of concerned unit;

iii. The payment shall be released after statutory deductions.

3.07 CHANGES IN ASSIGNMENT ORDERS

COMFED may at any time, change the order or assignment within the general

scope of work as per need of organization.

3.08 CONTRACT AMENDMENTS

No variation or modification of the terms of contract shall be made except by

written amendment signed by the parties.


23

3.09 ASSIGNMENTS & SUB-CONTRACT

The bidder shall not assign, in whole or in part, its obligations to perform under the

Contract except with COMFED’s written consent to be taken within 15 days of

award the contract/ purchase order.

The bidder shall notify the COMFED in writing of all sub-contracts awarded under

the contract if not already specified in his bid. Such notification in his original bid

or later, shall not relieve the bidder from any liability or obligation under the

contract act except with COMFED’s written consent to be taken within 15 days

of award of the assignment order.

3.10 DELAYS IN BIDDER’S PERFORMANCE

The execution and performance of the services shall be made by the bidder in

accordance with the time schedule specified by COMFED in assignment or

scope of work issued by COMFED, which shall be in the lines of time schedule

agreed between COMFED and Bidder.

3.11 TERMINATION OF CONTRACT

(a). Termination for Default :-

COMFED may, without prejudice to any other remedy for breach of contract, by

a written notice of default sent to the bidder, terminate the contract in whole or

in part: -

I. If the bidder fails to provide the services as assigned in SOW and fails to

maintain the timelines if any, granted by COMFED.

II. If the bidder fails to perform any other obligation(s) mentioned in the

Work/ Assignment Order or any other agreement entered with the Bidder

for performance of the services as envisaged therein.

(b). Termination

COMFED may by prior written notice terminate the contract in whole or in part at

any time. The notice of termination shall specify that termination is for the

COMFED’s convenience, the extent to which the performance of work under the

contract is terminated, and the date upon which such termination becomes

effective.

(c).Termination for insolvency

COMFED may at any time terminate the assignment by giving written notice to

the bidder, without any compensation to the bidder. If the bidder becomes

bankrupt or insolvent , provided that such termination will not prejudice or affect

any right of action or remedy which has accrued or will accrue thereafter to the

Purchaser.


24

3.12 FORCE MAJEURE

a. Should any force majeure circumstances arise, each of the contracting

party shall be excused for the non-fulfillment or for the delayed fulfillment

of any of it’s contractual obligations, if the affected party, within 15 days

of its occurrence, informs the other party in writing.

b. Force majeure shall mean fire, floods, earth quake natural calamities or

other acts, such as war, turmoil, strikes, sabotage, explosions, quarantine

and restrictions beyond the control of either party.

c. It is understood and agreed between the parties hereto that the rights

and obligations of the parties shall be deemed to be in suspension during

the continuance of the force majeure event as aforesaid and the said

rights and obligations shall automatically revive upon the cessation of the

intervening force majeure event. The period within which the rights and

obligations of the parties shall be in suspension due to force majeure

event shall not be considered as a delay with respect to the period of

delivery and/or acceptance of delivery under the contract or otherwise

to the detriment of either party.

3.13 ARBITRATION & DISPUTE RESOLUTION

a. Informal Dispute Resolution: The Parties recognize that a bona fide dispute

as to certain matters may from time to time arise during the Agreement

Term, which relates to either Party's rights or obligations hereunder. In the

event of the occurrence of such a dispute, either Party may, by written

notice to the other Party, have such dispute referred jointly

………………….of BIDDER or ……………….. or their successors or

counterparts, for resolution by good faith negotiations within 30 days after

such notice is received in respect of such disputes.

b. If such disputes, controversies or differences cannot be settled between

the Parties as set out in above, they shall be finally settled by arbitration

under the provisions of the Arbitration and Conciliation Act 1996 and

subsequent amendments thereto. The arbitration shall be conducted in

English language by a panel of three (three) members , one member

selected by Bidder , one member selected by COMFED and third

member, who shall be the chairman , selected by agreement between

the other two members. The chairman shall be solicitor, and the other

arbitrators shall have a background or training of/ in computer, software,

computer law, computer science etc. The award rendered by the

Arbitrator shall be final and binding upon both parties. Any such

arbitration proceedings shall be held in Patna, Bihar, India. Subject to the

aforesaid provisions pertaining to arbitration.


25

3.14 JURISDICTION

The contract shall be deemed to have been wholly made in Patna and all

claims there under are payable in Patna, Bihar and it is the distinct condition of

the contract that no suit or action for the purpose of enforcing any claim in

respect of the contract shall be instituted in any Court other than that situated in

Patna, Bihar State, India.

3.16 FORECLOSURE AND EXPECTED MATTER

(a)For any reason whatsoever, if the COMFED intends, not to carry out work

within the scope of this tender/order, COMFED shall forward a written notice of

foreclosure to the bidder advising the bidder to stop all activities for

implementation of this order forthwith.

(b)The bidder shall not be entitled to any compensation and/or damage for

such foreclosure. However, all Costs incurred by bidder as on the date of

issuance of the notice of foreclosure and as would be reasonably determined on

the basis of documents submitted by the Bidder, shall be paid to the Bidder

within a period of 60 days from the date of determination of such cost after

adjusting any amount paid to or lying with the Bidder. With regard to

determination of such cost, the decision of the officer to be nominated by the

Managing Director of COMFED in this regard shall be final and binding upon the

parties. Such matter, in all respects, shall be treated to be an “excepted matter”

and shall not be abatable in accordance with the Arbitration clause contained

in this order.

3.17 TRANSFER OF THIS AGREEMENT

This Agreement shall be binding upon the Parties hereto and their successors,

successors in interest, assigns and any other party holding, acquiring, or owning a

Property Interest.

3.18 OPERATIONAL GUARANTEES

The bidder shall give Operational service guarantees covered in the contract;

this includes the deployment of professionals for effective execution of services

defined in Scope of Work (SOW) and Assignment.

3.19 OTHER OPERATIONAL TERMS

As specified in the RFP documents for execution and completion of the work

order, the following shall contain the part of the contract agreement.

a) The bidder shall be responsible for completion of the work defined in the

tender under Scope of Work or modified during the currency of contract.

b) The bidder shall deploy qualified professional who will head the team

deployed at each unit supported with adequate experienced manpower.

c) The employee of the bidder shall not claim the employment of COMFED in

any manner or any point of time.


26

d) On the basis of quantum and type of the work it is envisaged that the bidder

will have to deploy adequate number of experienced professionals who are

well conversant with accounts, costing, finance, taxation and hands on

experience in Tally and other accounting software/ SAP ERP. Those who are

working as Article Clerk for CA course with the bidder shall not be

considered for outsource work with COMFED.

e) The Bidder shall provide a substitute well in advance if any professional

leaves the job or if COMFED asks to replace the person at any point of time.

f) The bidder shall deploy adequate number of professionals to complete the

assignment within the stipulated time.

g) The Bidder should ensure police verification of character and antecedent of

his staff and must furnish their identification proof like copy of election card

or ration card duly attested by Gazetted officer of Central or State Govt.,

Sub-Divisional Magistrates/ Officers, Post Masters or persons duly authorised

to sign identity certificates by GOI and countersigned by the service provider

after getting himself/ herself satisfied.

h) The persons engaged by the Bidder shall be the employees of Bidder, it shall

be his duty to pay their salary every month. In addition, the Bidder shall be

responsible for all statutory payments, like provident fund, gratuity, etc.

i) The Bidder’s personnel shall not divulge or disclose to any person, any details

of office, operational process, technical know-how, security arrangement,

administrative/ organizational matters. In this regard separate undertaking

from every personnel deployed in COMFED shall be taken by the Bidder and

same shall be forwarded to COMFED.

j) The Bidder shall be responsible for complying with all statutory requirements

for providing its personnel with requisite facilities such as payment of

minimum wages as per notification by the Appropriate Authority. The liability

of the weekly rest and leave wages to the workers will be of the Bidder.

k) The Bidder shall strictly maintain all required registers (such as attendance

register, Salary wage register, etc,) and maintain proper records of

depositing P.F., E.S.I.C. contribution and all other statutory deductions

(deducted from its professional’s salary + own share) required as per law and

submit copies of proof to COMFED on regular basis.

l) The Bidder is also responsible for timely submission of Annual Returns with

respective authorities. They shall extend full co-operation to COMFED at the

time of inspection of P.F./ Labour inspector/other authorities.

m) The Bidder shall not assign, transfer, pledge or sub contract the performance

of services without prior written consent of COMFED.

n) The bidder shall provide back up of the accounts on daily basis


27

Chapter- 04- Technical

4.01 TECHNICAL BID LETTER

To

Managing Director

Bihar State Milk Co-operative Federation Ltd

Dairy Development Complex

PO- BV College, Patna-14

Sir/Madam

Subject: Outsourcing of Accounting Work

The undersigned, having read and examined in detail the RFP document

in respect of providing services for outsourcing of accounting, financial and

management services work on contract basis, do hereby express our interest to

provide such services and submit the followings :-

1. We do hereby offer the services at the prices mentioned in the Commercial Bid.

2. We hereby enclose a demand draft OR Banker’s Cheque towards the Cost of

the Tender for Rs. 2500/- (Rupees Two Thousand Five Hundred only) drawn

on…………… Bank, payable at Patna (Original DD enclosed)

3. We hereby enclose a demand draft of Earnest Money Deposit (EMD) of Rs.

10,000/-(Rupees Ten Thousand only) drawn on…………… Bank, payable at Patna

(Original DD enclosed):-

4. We do hereby undertake that in the event of acceptance of our bid , the

services shall be executed as stipulated in the RFP Documents and that we

shall perform all the services required for running the operations of Accounts

Department.

5. The prices quoted are inclusive of all charges including incidental charges and

further amount shall be charged unless it is being accepted or agreed by

COMFED’s authorized representative.

6. We do hereby agree to the General Terms and Other Conditions mentioned in

this RFP Document.

7. We do hereby agree to abide the validity of rate for 180 days from the date of

opening of tender and we shall remain bound by communication of

acceptance within that time.


28

8. We do hereby enclose the followings :-

(a) Technical Qualification (TQ) Form

(b) Declaration Form

(c) Letter of Authorization

We do agree to abide the decision taken by Comfed management based on

the information and documentary evidences enclosed with the RFP Documents.

Yours faithfully,

(Signature of the Authorized Person)

Date: Name:

Place: Designation

Business Address: Seal:


29

4.02 TECHNICAL QUALIFICATION (TQ) FORM

The bidder is requested to fill up the information as required below and the page

reference is a must to verify the information with the relevant enclosures or annexure

or certificate, evidences as to be submitted with the Tender Document. The

responsiveness on TQ Criteria as defined below is essential and based on the

responsiveness on the TQ Criteria; the bidders shall be declared TQ Successful.

Technical Qualification (TQ ) FORM ( To be filled up by the Bidder)

Sl PRE-QUALIFICATION (PQ) CRITERIA To be filled up by the Bidder

Details of information to be filled up by the

Bidder and enclosures/ documents

enclosed and be referred.

Page

Reference.

01.00 Bank Draft for Rs.2500/- towards the cost

of RFP Document.

[ in original to be enclosed]

DD No………. dated…….. issued by

……………………..

02.00 Name of the units for the bidder is

interested

Name of the Unit/ Place

(a)

(b)

(c)

(d)

Etc

03.00 Bank Draft for Rs.10,,000/- towards the

cost of Earnest Money Deposit (EMD)

[ in original to be enclosed]

DD No………. dated…….. issued by

……………………..

04.00 Name of the CA Firm with Registration

Number.

05.00 Constitution of Firm ( Proprietorship/

Partnership)

06.00 Number of Partners Fellowship …………

Associates ………..

07.00 Contact Address

Physical Address of Head office and

Branch Office with contact numbers

Separately

[ Enclose Documentary evidence]

In Bihar/Jharkhand

Head Office

Branch Office

In Outside Bihar/Jharkhand

Head Office

Branch Office

08.00 Firm’s detailed Profile

( enclose a copy)

Firm’s Profile

09.00 The firm should have minimum 10 years in

professional business / service as on

31/12/2013,

(Kindly enclose the documentary

evidence of establishment)

Year of Establishment :


30

Yours faithfully,


Date: Name:

Place: Designation


10.00 The firm should have Gross Annual

Income minimum Rs.10 lakh for each year

during the last three years.

(Enclose audited financial statements)

2012-13 2011-12 2010-11

Turnover

11.00 The firm should have experience in

execution of two similar Assignments

having annual assignment value of Rs.3

lakh per assignment` in Co-operative,

Semi- Govt, PSU and Govt Dept during

last five years

(Enclose copy of Work Order/ Assignment

completed so far)

A separate list containing the details of the

followings :-

Work Order ref. & date

Client’s name

Period of Work

Value of Work

12.00 PAN details

(enclose copy of PAN of the firm)

13.00 Service Tax Registration

(Enclose copy of Service Tax Registration

Certificate)

14.00 Registration /Empanelment with Registrar,

Co-operative Societies, Bihar, if any.

15.00 Registration /Empanelment with

Comptroller & Auditor General of India, if

any

16.00 Staff Strength as on 31/12/2013

CA/ICWA- Qualified Professionals

CA/ICWA- Semi-Qualified Professionals

Other Professionals

( A list of staff strength is to be enclosed

showing their qualification, experiences,

length of service with the firms etc)

Please indicate the numbers

17.00 Financial Solvency- Min- 5 lakh solvency

certificate. [ Please enclosed financial

solvency certificate issued by Bank]


31

4.03 DECLRATION FORM

DECLARATION

[Declaration Letter on official letter head stating the following.]

1. We are not black-listed by any Central/State Government/ Public Sector

Undertaking / Institute of Chartered Accountants of India/Institute of Cost

& Works Accounts of India.

2. The facts and information furnished by us are true to the best of our

knowledge.

Yours faithfully,

(Signature of the Authorized Person )

Date: Name:

Place: Designation



32

Chapter-05

5.01 PRICE BID

[The price bid should be submitted in separate envelope superscripting as “PRICE BID”

1. Name of the Company/Firm, address, etc.

2. Details of rate quoted for the units

[The bidder should quote the rate for the each type of professional offered for

each unit separately in the following tables]

[ In Rs. Per month]

Name of the

Units

Team Leader Dy. Team

Leader-

Accounts/

Audit/

Finance

Accountant-

Accounts/

Finance/Audit

Firm’s

Margin

including

service

tax

Total

Charges

Nos. Monthly

Charges

Nos. Monthly

Charges

Nos. Monthly

Charges

Monthly

(1) (2) (3) (4) (5) (6) (7) (8) (9)

(i)Comfed Head

Office

Nalanda Dairy,

Biharsharif

Koshi Dairy

Project, Purnea

Magadh Dairy

Project, Gaya

PMC, Delhi

Jamshedpur

Dairy,

Jamshedpur

Ranchi Dairy,

Ranchi

Bokaro Dairy,

Bokaro

CFP, Ranchi


33

I / We agree to provide the required manpower at the above cost. The total cost

of financial offer has been calculated based on the number pf professionals

indicated in para- 2.09 of the Tender Documents for each unit separately.

I /We understand that for total cost calculation of the lowest bid shall be as per

QCBS method and agree to the formula mentioned in the Bid Document.

I/ We agree to the decisions of COMFED with regard to number of requirement

and will depute professionals as per requirement.

Yours faithfully,


Date: Name:

Place: Designation


Note: 01-No cutting or over writing will be allowed. Any financial bid with over-

writing or cutting will be disqualified.

Note-02- For the purpose of Price Comparison, the indicative requirement of

professionals and average rate offered under the above price bid shall be

considered and 30% weightage shall be given for arriving at the LOWEST Quote

as per QCBS Method formula mentioned under the Evaluation Criteria.

(Figures may be written in words as well as in figures. In case of any discrepancy

between figures and words, the ‘written in words’ will be taken into

consideration)