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Tourism Corporation of Gujarat Limited
Block No. 16-17,
4th Floor, Udhyog Bhavan, Gandhinagar- 382 011
Phone: +91 79 23977211
Email ID: [email protected]
SELECTION OF CA FIRM FOR GST
CONSULTANCY, SOFTWARE DESIGNING &
HAND HOLDING, TRAINING TO STAFF OF TCGL
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Disclaimer
The information contained in this request for proposal document (the “RFP”) or
subsequently provided to applicant(s), whether verbally or in documentary or any other
form, by or on behalf of the Tourism Corporation of Gujarat Ltd. (hereinafter referred to
as “TCGL”) or any of its employees or advisors, is provided to applicant(s) on the terms
and conditions set out in this RFP and such other terms and conditions subject to which
such information is provided.
This RFP is not an agreement and is neither an offer nor invitation by the TCGL to the
prospective Applicants or any other person. The purpose of this RFP is to provide
interested parties with information that may be useful in formulation of their application
for qualification and thus selection pursuant to this RFP (the “Application”). This RFP
includes statements, which reflects various assumptions and assessments arrived at by
the TCGL in relation to the event. Such assumptions, assessments and statements do not
purport to contain all the information that each Applicant may require. This RFP may not
be appropriate for all persons, and it is not possible for the TCGL, its employees or
advisors to consider the objectives, financial situation and particular needs of each party
who reads or uses this RFP. The assumptions, assessments, statements and
information contained in this RFP may not be complete, accurate, adequate or correct.
Each Applicant should therefore, conduct its own investigations and analysis and should
check the accuracy, adequacy, correctness, reliability and completeness of the
assumptions, assessments, statements and information contained in this RFP and obtain
independent advice from appropriate sources.
Information provided in this RFP to the Applicant(s) is on a wide range of matters, some
of which may depend upon interpretation of law. The information given is not intended to
be an exhaustive account of statutory requirements and should not be regarded as a
complete or authoritative statement of law. TCGL accepts no responsibility for the
accuracy or otherwise for any interpretation or opinion on law expressed herein.
TCGL, its employees and advisors make no representation or warranty and shall
have no liability to any person, including any Applicant or Bidder, under any law, statute,
rules or regulations or tort, principles of restitution or unjust enrichment or otherwise for
any loss, damages, cost or expense which may arise from or be incurred or suffered on
account of anything contained in this RFP or otherwise, including the accuracy,
adequacy, correctness, completeness or reliability of the RFP and any
assessment, assumption, statement or information contained therein or deemed to
form part of this RFP or arising in any way with selection of Applicants for
participation in the Bidding Process.
TCGL also accepts no liability of any nature whether resulting from negligence or
otherwise howsoever caused arising from reliance of any Applicant upon the statements
contained in this RFP. TCGL may, in its absolute discretion but without being under any
obligation to do so, update, amend or supplement the information, assessment or
assumptions contained in this RFP. The issue of this RFP does not imply that the TCGL is
bound to select and shortlist Applications and TCGL reserves the right to reject all or any
of the Applications or Bids without assigning any reasons whatsoever. The Applicant shall
bear all its costs associated with or relating to the preparation and submission of its
Application including but not limited to preparation, copying, postage, delivery fees,
expenses associated with any demonstrations or presentations which may be required by
TCGL or any other costs incurred in connection with or relating to its Application. All such
costs and expenses will remain with the Applicant and TCGL shall not be liable in any
manner whatsoever for the same or for any other costs or other expenses incurred by
an Applicant in preparation or submission of the Application, regardless of the
conduct or outcome of the Bidding Process.
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Notification for Request of Proposal
To,
All Prospective Bidders
Sub: “Selection of Chartered Accountant Firm for GST Consultancy, Designing
Invoice Booking Software for All Properties of TCGL and Providing Training to Staff
of Tourism Corporation of Gujarat Limited”
Sir,
Tourism Corporation of Gujarat Limited (TCGL) invites proposals for “Selection of
Chartered Accountant Firm for GST Consultancy, Designing Invoice Booking
Software for All Properties of TCGL and Providing Training to Staff of Tourism
Corporation of Gujarat Limited”
The Background Information and Terms of Reference of the proposal are provided in
Chapter 2 of the Request for Proposal (RFP). This RFP is available to all eligible
Chartered Accountant Firms involved in accounting and financial management services.
A firm will be selected under Least Cost Method (LCS) and procedures described in this
RFP, in accordance with the policies of the Govt. of Gujarat.
The RFP includes the following documents:
Chapter 1 – Datasheet
Chapter 2 – Terms of Reference
Chapter 3 – Instruction to bidders
Chapter 4 – Submission & Evaluation of the Proposal
Chapter 5 – Technical & Financial Submission Forms
TCGL reserves the right to accept or reject any or all proposals, and to annul the
selection process and reject all proposals at any time prior to the award of contract,
without thereby incurring any liability or any obligation in any form to the affected firms
on any grounds.
Managing Director Tourism Corporation Gujarat Limited Block No.16-17, 4th Floor, Udhyog Bhavan,
Gandhinagar – 382 011
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Chapter 1 Data Sheet
S.N. Information to Bidders
1 Name of the Client: Tourism Corporation of Gujarat Ltd. (TCGL), Govt. of
Gujarat (GoG)
Name of the Assignment: “Selection of Chartered Accountant Firm for
GST Consultancy, Designing Invoice Booking Software for All Properties of
TCGL and Providing Training to Staff of Tourism Corporation of Gujarat
Limited”
Details on the services to be provided: As Mentioned in Terms of
Reference (ToR) under Chapter 2 of the RFP.
2 Financial Proposal to be submitted Online only: Yes (To be submitted on
(n) Procure )
3 There shall be a Pre-bid Meeting as under: - Date and Time: 09-09-2019 at
3.00 pm.
Venue: Tourism Corporation of Gujarat Limited Office
The address for requesting clarifications is:
Managing Director
Block No.16-17, 4th Floor,
Udhyog Bhavan,
Gandhinagar – 382 011
Contact Person: Mr. Vindod Bhardarka
Ph: - +91 79 2397 7211
Email: [email protected]
4 Proposals must remain valid for 90 days from the submission date.
5 Earnest Money Deposit (EMD) amount is Rs. 1,00,000/- (One Lakh Rupees
only) and Bid Processing Fees is Rs. 2,500/- (Two Thousand Five Hundred
Rupees) in the form of Demand Draft in favour of “Tourism Corporation
of Gujarat Limited.” payable at Gandhinagar
6 Consortium and Joint Ventures with other firms for this assignment are NOT
permitted.
7 Under this contract the payments for the services of Chartered Accountants Firm
will be made as per the Terms of Reference (ToR). It is expected that Firm will
quote its fee after considering all requirements for satisfactory performance of the
services specified in this ToR.
8 Amounts payable by TCGL to the firm under the contract shall be subjected to
local taxes if any. The TCGL will pay GST, on prevailing rates as applicable on
the consultancy charges.
9 Proposals Physically must be submitted not later than the following date and
time:
Date: 16-09-2019, Time: up to 5.00 pm.
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10 Eligibility Criteria: As mentioned in the ToR- Chapter 2
11 Evaluation Criteria: Technical Proposals shall be evaluated on the basis of the
criteria provided the RFP (refer to Chapter 2 & 4).
12 Method of selection: The selection is based on Least Cost Method (LCS) and
further details on the evaluation process are specified in Chapter 4.
13 Expected date for commencement of services: ----------------------------
14 The duration of the assignment: Initially for the period of Three Years and it
can be extendable for the further period of Two years depending on Performance.
The annual performance evaluation would be carried out by the TCGL at the end
of every 12 months and the continuation of its services shall be subject to
satisfactory performance of the Firm in the preceding completed 12 months.
Notwithstanding anything contained herein above, TCGL reserves the right to
discontinue the services of Chartered Accountant firm in the event their services
are evaluated as unsatisfactory at any time during the period of contract.
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Chapter 2: Introduction 2.1 Introduction:
Tourism Corporation of Gujarat Limited is a Company completely belonging to Government of Gujarat established under Companies Act, 1956. This Corporation was established in the year 1975 and the Corporation started its commercial work from 1977-78. The Corporation undertakes commercial and promotional activities for development of tourism industry as Nodal Agency of State Government. As per audited report for the financial year 2017-18 the financial detail of the Corporation is as under:
Authorised Share Capital Rs.20.00 Crore
Paid up Share Capital Rs.19.99 Crore
Total Revenue receipts for the year 2017-18 Rs.97.19 Crore
Expenditure for the year 2017-18 Rs.35.94 Crore
Income tax paid for the year 2017-18 Rs.21.50 Crore
Grant to be received from Government are as under
1. From State Government for the year 2017-18 Rs.448.00 Crore
2. From Central Government for the year 2017-18 Rs.46.04 Crore
3. Other Government Bodies for the year 2017-18 Rs.27.54 Crore
TCGL is having approx. 11 self-run hotels along with fleet of vehicles, while another 17 TIBs (Tourist Information Bureau). Out of 17 TIBs, more than 10 TIBs are located outside Gujarat State. Apart from this, TCGL conducts various Fairs & Festivals, Exhibitions like Statue of Unity, Ranostav etc. List of Hotel Units/Tourist Information Bureau (TIB) Offices:
S.N. State Office Type
1 Gujarat Gandhi Ashram – Ahmedabad Toran Hotel & Restaurant
2 Gujarat Pavagadh Toran Hotel & Restaurant
3 Gujarat Saputara Toran Hotel & Restaurant
4 Gujarat Junagadh Toran Hotel & Restaurant
5 Gujarat Porbandar, Tourist Bunglows Toran Hotel & Restaurant
6 Gujarat Dwarka, Tourist Bunglows Toran Hotel & Restaurant
7 Gujarat Palitana, Hotel Sumeru Toran Hotel & Restaurant
8 Gujarat Vadnagar Toran Hotel & Restaurant
9 Gujarat Narayan Sarovar Toran Hotel & Restaurant
10 Rajasthan Mount Abu Toran Hotel & Restaurant
11 Gujarat Veraval Toran Hotel & Restaurant
12 Gujarat Gandhinagar Sector - 16 Tourist Information Bureau
13 Gujarat H K House – Ahmedabad Tourist Information Bureau
14 Gujarat Vadodara Tourist Information Bureau
15 Gujarat Surat Tourist Information Bureau
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16 Gujarat Rajkot Tourist Information Bureau
17 Gujarat Bhuj Tourist Information Bureau
18 Rajasthan Jaipur Tourist Information Bureau
19 Maharashtra Mumbai Tourist Information Bureau
20 Tamilnadu Chennai Tourist Information Bureau
21 West Bengal Kolkata Tourist Information Bureau
22 Andhra Pradesh Hydrabad Tourist Information Bureau
23 Uttar Pradesh Lucknow Tourist Information Bureau
24 Karnataka Bengaluru Tourist Information Bureau
25 New Delhi New Delhi Tourist Information Bureau
26 Kerala Kochin Tourist Information Bureau
27 Chhattisgarh Raipur Tourist Information Bureau
28 Bihar Patna Tourist Information Bureau
As hotel business is taxable under GST, TCGL has taken GSTN in respective states. Every TIB accepts hotel booking for their hotels in Gujarat and provide ancillary services like vehicles, tours and specific events. Every TIB avails some GST Credit also on account of services and material received to run their offices. For compliance purpose, TCGL needs to maintain books of accounts, register as per GST at
every TIB office, train their accounting personnel and do return filling and other GST related compliance work. For ease in working, TCGL wants that billing and GST reporting system should be automated to ensure that all compliance has been fulfilled before time.
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Scope of Work: 1. GST Compliance
A Generation of tax invoices and
i. Calculation of IGST, CGST and SGST liability on monthly basis
ii. Calculation of liability under reverse charge mechanism
iii. Ensure timely and correct calculation and availing of input tax credit
iv. Department representation, if required including assessment
v. Assistance in GST audit
vi. Filling of all returns including GST TDS Return for All units of TCGL
vii. The Consultant would be required to periodically match invoices populated in the GSTR- 2 with the invoices paid/booked in accounts by TCGL and report mismatches in time so that actions to sort out the issues can be initiated and loss of credit can be avoided.
viii. Proposing / recommending tax clauses for future contracts/ agreements in case of any major change in GST law.
ix. Ensure smooth compliances of GST laws applicable to TCGL and suggest changes / remedial action/ system changes where necessary for the entire period of contract
x. To update TCGL about various amendments taking place in GST laws/rules,
regulations, circulars, directions, etc. from time to time (compliance management), for enabling TCGL employees to be GST compliant.
xi. Providing opinion on applicability of GST on TCGL transactions as referred by employees as well as providing clarifications required to address customer complaints/ representations on GST related matters.
xii. Preparing replies to queries raised by GST authorities, statutory auditors, government auditors and internal auditors on time bound manner.
xiii. Provide opinion on applicability of GST TDS and ensure proper deduction from
eligible invoices
xiv. In-case any registration requirement pending then consultant will also help in suitable registration.
xv. Generation of e-way bill, if required
xvi. Generating GST TDS certificate to all vendors
xvii. Conduct GST Audit for All location of TCGL including TIB Offices wherever applicable as per GST Law
xviii. Filing of Annual GST return as per GST law.
xix. Addressing query/ complaint of its vendor on GST matter through email only
xx. Guide/advice for developing necessary tools for review, monitoring, reporting and compliance with report required under GST law
xxi. These GST services will be required at every state offices (Currently offices in 12 states)
xxii. Concerned person will visit state TIB office at least on monthly basis.
xxiii. State TIB office can call selected consultant as and when required
xxiv. No TA, DA separate fees will be paid for such visit
xxv. It is preferred that bidder have their own office in same state where TCGL has its TIB offices.
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1. GST Compliance
B Automation of GST Process
i. Finalisation of SOP for every process that have impact on GST liability.
ii. Compilation of all register’s template that is required to maintain as per GST act.
iii. Designing of specialized software exclusively for the units of TCGL for standard accounting practices and procedures as per GST Laws.
iv. Designing of specialized software for all units of TCGL for generating Invoice with clear details about the GST.
v. Preparation of MIS report indicating GST liability, input tax credit and net liability.
vi. Necessary changes in the software in line with changes in GST act and applicable
to TCGL.
vii. Ensure integration with GSTN portal and ensure correct upload on return on GST
portal
viii. Conducting training session on how to use software till satisfaction of TCGL’s
personnel.
ix. Remote support during office hours to TCGL employee
x. Data hosting on cloud/ dedicated server provided by TCGL
xi. This software will be provided with perpetual license and free updation will be provided by the consultant during contract period.
xii. However AMC charges will be paid by TCGL that will be 20% of the quoted amount against software and will be paid on annual basis in advance after completion of first year of implementation.
2. Training to Staff of TCGL
A Training and Handholding exercises
i. Every TIB office has its own finance & accounts team that takes care of all sales and routine book keeping. Consultant need to study the entire process at each TIB office separately and provide signed copy of As-is Report.
ii. On the basis of As-is report, consultant will identify scope for BPR (business process re-engineering) and after discussion with state office, will initiate the same.
iii. On each process, separate stakeholder discussion will be held with concerned TIB office and state office and after confirmation of all stakeholder, approved process
will be adopted for further implementation.
iv. In the same line SOPs (Standard operating procedures) will be prepared for each TIB and for each process in every TIB.
v. After completion of SOP, same will be compiled into separate Accounting Process Manual.
vi. Consultant will provide the printed colour hard copy of accounting process manual to every TIB office at its own cost (expected 50 Copy)
vii. Accounting process manual will cover all part of financial management also
viii. On the basis of input and amendments happen in GST and other law applicable on TCGL, consultant will update the manual for one year.
ix. On the basis of final manual, consultant will arrange training session on monthly basis at every TIB offices.
x. Training session should be schedule at every TIB office on same day. In case there
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is any practical difficulty on accounts of TCGL, timeline of same week should be strictly adhered.
xi. A separate report on training session including training need and evaluation will be submitted to state office.
xii. In such training session local person of the consultant who is responsible for GST compliance should be available in addition to trainer/ subject expert.
xiii. For better experience, consultant may be called upon external faculty however charges for the same will be borne by consultant only.
xiv. In case of external faculty of high repute, a common training session may also be organised after written approval of TCGL. Lodging, boarding of the same will be arranged by TCGL preferably in their own property.
xv. Every training session will be completed with feedback form of the participants that will be part of monthly training report. Format of the same may be agreed in first month of the training with state office.
xvi. For interest of the TCGL, if TCGL’s personnel need training on the other aspects of accounting/ financial management including GST, same should be provided by the consultant without any additional cost.
xvii. Photographs, Power point presentation preferably in common/ local language should
also be part of training report.
xviii. On yearly basis, all training PPT may be compiled into consolidated training manual, that may circulated to every TIB office in soft copy.
xix. Common forum will be created for finance department of each TIB, to maintain such forum and necessary update will be responsibility of the consultant.
xx. Frequently consultant will discuss the outcome of training session with state office and will implement remedial action as agreed in the meeting.
xxi. Minutes of such meeting will be part of next training report.
xxii. If any other type/training to be given to staff of TCGL then Consultant and Officials of TCGL may mutually decide.
Deliverables and timelines: as defined above there are two phases; deliverables of each phase is given as below:
a) Software development
S.N. Deliverables Due date Payment Cycle
1 Designing of Software for Invoice Generation of Bookings
Within 3 month from commencement of work.
1. SRS, UAT testing : 50% of quoted price against software
2. Final deployment and testing for 1 month: 50% of quoted price against
software
2 Designing of SOP for GST Work
Within 3 months
On Monthly basis against deliverable
3 Filing of GST Return Continuous On Monthly basis against
deliverable
4 Training and Guidance to Official of TCGL at Respective Unit/TIBs
Continuous On Monthly basis against deliverable
5 Submission of MIS for
GST Liability
Continuous On Monthly basis against
deliverable
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b) Monthly compliance and capacity building: Fees will be paid on monthly basis after
submission of necessary reports and acknowledgement of each state office,
however fee will be paid by head office collectively for all TIB.
Minimum Team requirement:
Position No. Qualification Experience Role &
Responsibilities
Team Leader
(Ahmedabad/ Gandhi nagar)
1 CA o Experience in Taxation
specifically in Indirect Taxation like Service Tax (Earlier) GST (Now),
o Should have proven record in anchoring/ conducting GST
Implementation/Consultancy Assignments
o Must have worked in at least 5 assignments in Government Tax Consultancy in Indirect Tax
o Should have proficiency in use of Tally software and/or other accounting package
o Provide technical
leadership to the team including regular co- ordination & quality assurance
o Overall in-charge of GST
Consultancy Assignment
o Regular reporting to Managing Director/
designated person.
o Responsible for strengthening the existing accounting & financial
management practices
GST Assistant
(At every
state office)
12 Semi Qualified
o Experience in Taxation specifically in Indirect Taxation like Service Tax
(Earlier) GST (Now), o Should have proven
record in anchoring/ conducting GST Implementation/Consultancy Assignments
o Must have worked in
at least 1 assignments in Government Tax Consultancy in Indirect Tax
o Should have proficiency in use of Tally software and/or other accounting
package
o Regular reporting to Team Leader.
o Responsible
for strengthening the existing accounting & financial management practices
Capacity
building expert
(At every office)
12 CA/ GST/
accounting expert
o Experience in Taxation
specifically in Indirect Taxation like Service Tax
(Earlier) GST (Now), o Should have proven
record in conducting GST Seminar/ training session.
o Must have worked in at least 1 similar assignments.
o Regular reporting
to Team Leader.
IT Expert 1 Master in o Should have expiring in
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(State office) technology software development
o Should understand financial management
o Has developed at least one software of similar nature
Accounting expert
(Head Office)
2 CA o Experience in Taxation
specifically in Indirect Taxation like Service Tax (Earlier) GST (Now),
o Should have proven record in anchoring/ conducting GST
Implementation/Consultancy Assignments
o Must have worked in at least 1 assignments in Government Tax Consultancy in Indirect
Tax o Should have proficiency in
use of Tally software and/or other accounting package
o Reporting to team leader
o Compilation of report from all state office
o Department representation
and other support
Software
developer
Will be deployed
at consultant office in case of software development
2.2 Support and inputs to the agency
TCGL shall provide adequate office space to the Agency to perform its services. In
terms of hardware and software support, TCGL shall provide necessary software(s),
data server and requisite hardware i.e. computers and printers to the Firm.
2.3 Performance Security
The Firm will furnish within 10 days of the issue of Letter of Acceptance (LOA), an Account Payee Demand Draft/ Fixed Deposit Receipt/ Unconditional Bank Guarantee (in TCGL format)/ in favour of “Tourism Corporation of Gujarat Limited” payable/en-cashable at Gandhinagar, from any nationalized or scheduled commercial Bank in India for an amount equivalent to 5% (five percent) of the total contract value
towards Performance Security valid for a period of six (6) months beyond the stipulated date of completion of services. The Bank Guarantee will be released after six months of successful completion of the assignment.
3. INSTRUCTION TO THE APPLICANTS 3.1 General
In preparing their Proposals, applicants are expected to examine in detail the documents comprising this RFP Document. Material deficiencies in providing the information
requested may result in rejection of an applicant. The Applicants are requested to submit the proposal and all their correspondence in English.
3.2 Proposal Validity
The Proposal shall remain valid for acceptance by the TCGL for a period of 90 days from
the last date of submission of proposals. If needed, TCGL may request the Applicants to extend the period of validity of their proposals on the same terms and conditions.
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3.3 Amendment of RFP At any time prior to the Proposal Due Date, TCGL for any reason, whether on its
own initiative or in response to clarifications requested by a prospective applicant, may
modify and/or amend the RFP Document or part thereof by the issuance of an
amendment.
Any amendment thus issued shall form a part of the RFP Document and shall be
communicated in writing to all the Applicants who shall acknowledge receipt of such
amendment in writing to TCGL.
To give the prospective Applicants reasonable time in which to
take such amendments/modifications into account for preparing their Proposals, TCGL reserves the right to extend the Proposal Due Date.
3.4 Association of consultants and Sub-Consultants Associates or Joint Venture arrangement or Consortiums are not allowed under the
assignment. 3.5 Confidentiality Information relating to the examination, clarification, evaluation for selection, and recommendation of the Preferred Applicant / Successful Applicant shall not be disclosed
to any person who is officially not concerned with the Bidding Process or is not a retained professional advisor advising TCGL in relation to, or matters arising out of, or concerning the Bidding Process. TCGL shall treat all information submitted as part of Proposal as confidential and shall require all those who have access to such material to treat the same in confidence. TCGL shall not divulge any such information unless it is ordered to do so by any authority that has power under law to require its disclosure or is to enforce or assert any right or privilege of the statutory entity and/or TCGL.
3.6 Litigation History
Any entity which has been barred/blacklisted by the Central/ State Government, or any
entity controlled by it, from participating in any assignment/ project, and the bar subsists as on the date of Application (even if the litigation is pending on the same dispute (barred / blacklisted) under the jurisdiction / arbitration/ laws), would not be eligible
to submit Application, either individually or as an associate. 3.7 Conflict of Interest The Applicant shall not have a conflict of interest (the “Conflict of Interest”) that affects the Bidding Process. Any Applicant found to have a Conflict of Interest shall be disqualified. In the event of disqualification, TCGL shall be entitled to forfeit and
appropriate the Bid Security as mutually agreed genuine pre-estimated loss and damage likely to be suffered and incurred by the TCGL and not by way of penalty for, inter alia, the time, cost and effort of the TCGL, including consideration of such Applicant’s Application (the “Damages”), without prejudice to any other right or remedy that may be available to TCGL under the agreement or otherwise. 3.8 Fraud and Corrupt Practices
The Applicants and their respective officers, employees, agents shall observe the highest standard of ethics during the Bidding Process. Notwithstanding anything to the contrary contained herein, TCGL may reject an Application without being liable in any manner whatsoever to the Applicant if it determines that the Applicant has, directly or indirectly or through an agent, engaged in corrupt practice, fraudulent practice, coercive
practice, undesirable practice or restrictive practice in the Bidding Process. Without prejudice to the rights of TCGL hereinabove, if the Applicant is found by TCGL to have directly or indirectly or through an agent, engaged or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice
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during the Bidding Process, such Applicant shall not be eligible to participate in any RFP issued by TCGL during a period of 2 (two) years from the date such Applicant is found by TCGL to have directly or indirectly or through an agent, engaged or indulged in
any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice, as the case may be. For the purposes of this, the following terms shall have the meaning hereinafter
respectively assigned to them: a. “corrupt practice” means (i) the offering, giving, receiving, or soliciting, directly or indirectly, of anything of value to influence the actions of any person connected with the Bidding Process (for avoidance of doubt, offering of employment to, or employing, or engaging in any manner whatsoever, directly or indirectly, any official of the TCGL who is or has been associated in any manner, directly or indirectly, with the Bidding Process
or the LOA or has dealt with matters concerning the agreement or arising there from, before or after the execution thereof, at any time prior to the expiry of one year from the date such official resigns or retires from or otherwise ceases to be in the service of the TCGL, shall be deemed to constitute influencing the actions of a person connected with the Bidding Process); or (ii) engaging in any manner whatsoever, whether during the Bidding Process or after the issue of the LOA or after the execution of the
agreement, as the case may be, any person in respect of any matter relating to the
Project or the LOA or the agreement, who at any time has been or is a legal, financial or technical adviser of the TCGL in relation to any matter concerning the Project; b. “fraudulent practice” means a misrepresentation or omission of facts or suppression of facts or disclosure of incomplete facts, in order to influence the Bidding Process;
c. “coercive practice” means impairing or harming or threatening to impair or harm, directly or indirectly, any person or property to influence any person’s participation or action in the Bidding Process; d. “undesirable practice” means (i) establishing contact with any person connected with or employed or engaged by the TCGL with the objective of canvassing, lobbying or in any manner influencing or attempting to influence the Bidding Process; or (ii) having a Conflict
of Interest; and e. “restrictive practice” means forming a cartel or arriving at any understanding or
arrangement among Applicants with the objective of restricting or manipulating a full and fair competition in the Bidding Process.
Chapter 4. SUBMISSION OF & EVALUATION OF THE PROPOSAL
4.1 Submission of Proposal The Proposal shall be submitted in sealed envelopes as marked below. The Applicant shall submit its Proposal in the following covers: Envelope 1 – “Technical Proposal for Selection of Chartered Accountant Firm for GST
Consultancy, Designing Invoice Booking Software for All Properties of TCGL and Providing Training to Staff of Tourism Corporation of Gujarat Limited” Envelope 2 – Bid security in the form of Demand Draft
The information “Technical Proposal” and “Bid Security” should be specifically mentioned on the cover of respective envelopes. The format of covering letter for technical and financial proposal is given in Chapter 5.
All parts of the Proposal (sealed Envelope 1 and 2) marked as above, shall be placed in a sealed outer envelope or a box, with the following inscription: “Selection of Chartered Accountant Firm for GST Consultancy, Designing Invoice Booking Software for All Properties of TCGL and Providing Training to Staff of Tourism Corporation of Gujarat Limited”
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Submitted by: (Name & address of the firm) Submitted To:
The Managing Director, Tourism Corporation of Gujarat Limited Block No.16-17, 4th Floor Udhyog Bhavan,
Gandhinagar – 382 011 Ph: - +91 79 2397 7211, Email: [email protected]
The Applicant can submit the Proposal by registered post/ courier or submit the same in person, so as to reach the designated address by the time and date stipulated. No delay in the submission of the Proposal for any reason will be entertained. Any Proposal received by TCGL after the deadline for submission of the Proposals stipulated, shall not be opened.
4.2 Content of the Proposal
4.2.1 Technical Proposal
The Technical Proposal shall necessarily comprise the following:
o Profile of the firm
o Experience in providing accounting and financial management services/GST
Consultancy Service/Designing Software
o Detailed profile of proposed team members
o Turnover of the firm
o Approach & methodology for handling accounting and financial management
services
The formats of the Technical Proposal to be submitted as per the requirement of the Technical & Financial formats provided in Chapter 5 of the RFP. In case of non-compliance with the formats marks may be deducted.
4.3 Evaluation Method
The detailed evaluation methods for Technical and Financial proposal are specified below. 4.3.1 Evaluation of Technical Proposal 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. 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. Criteria is given in para 2.5 of chapter 2. Detailed evaluation of the proposals shall be undertaken for those Firms which qualify the above
basic requirements.
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Eligibility Criteria:
A. General Criteria:-
Firm of CA which fulfills the following criteria may apply:
Chartered Accounts firm should have Head Office/Branch Office either in
Ahmedabad/Gandhinagar.
CA Firm should have a valid GST Registration Number.
CA Firm must be empanelled with C & AG.
CA firm should have conducted training session on financial management
to government organization.
CA Firm Should have at least 10 Years of Experience.
CA Firm should have at least 15 Chartered Accountants including
Partners
CA Firm should have experience of Work with Government
Organization/Undertaking as Accounting and Financial Management/Tax
Consultant in at least 10 assignments
CA Firm should have Average Annual Professional receipt of last 3 years
i.e. F.Y.2015-16, 2016-17 & 2017-18 at least Rs.50 Lakh
Table Showing Technical Marks allocation:
S.N. Criteria Marks
A Years of Existence of the CA firm as on 01.01.2019 5
(i) More than 10 Years but up to 15 Years 1
(ii) More than 15 Years but up to 25 Years 3
(iii) More than 25 Years 5
B Team Strength - Nos of Chartered Accountants including Partners
5
(i) More than 15 but up to 25 3
(ii) More than 25 5
C Experience of Work with Government
Organization/Undertaking as Accounting and Financial Management/Tax Consultant
5
(i) Up to 10 Assignments 1.25
(ii) More than 10 but up to 20 Assignments 2.5
(iii) More than 20 Assignments 5
D Average Annual Professional receipt of last 3 years i.e. F.Y.2015-16, 2016-17 & 2017-18.
5
(i) More than Rs. 50 Lakh but up to Rs. 200 Lakh 1.25
(ii) More than Rs. 200 Lakh but up to Rs. 500 Lakh 2.50
(iii) More than Rs. 500 Lakh but up to Rs. 1000 Lakh 3.75
(iv) More than Rs. 1000 Lakh 5
17
E Working experience 20
(i) National Level Assignment- At least one 5
(ii) Accounting/Tax experience in state tourism corporation/ department 5
(iii) Training and capacity building session- at least 2 government client 5
(iv) Software implementation & maintenance- at least one government client
5
F Nos. of Branches of CA Firms covering TIBs outside Gujarat State as per ICAI Records on 01.04.2019
10
(i) Covering 8 TIBs 8
(ii) Covering 9 TIBs 9
(iii) Covering 10 TIBs 10
G Quality Accreditation 10
(i) CAG empanelment under major category 2.5
(ii) Peer Review 2.5
(iii) ISO certification 2.5
(iv) Net worth more than 50 Lakh 2.5
H Proposed Manpower 20
(i) Team Leader (5 each) 5
(ii) Accounting expert (2.5 each) 5
(iii) IT Expert (4 each) 4
(iv) Capacity building expert (0.5 each) 6
I Work Approach and Methodology 20
Total 100
4.3.2 Opening and Evaluation of Financial Proposal
The envelope containing the financial proposal shall not be opened till the technical evaluation is complete. The financial proposal of only such Applicants will be opened who obtain minimum qualifying 70 or above Marks prescribed. Out of the technically qualified applicants, the final selection shall be based on Least Cost method (LCS).
4.4 Last date of submission of the Proposal
The Proposals must be received by the Managing Director, TCGL not later than 16-09-2019 up to 5.00 pm. 4.5 Proposal opening The Applicants who qualify as per technical evaluation would be intimated in the due
course. The financial proposals of the Applicants who qualify as per technical evaluation
18
will be opened in the TCGL office, Gandhinagar in the presence of Concern Officials of TCGL. The authorized representatives of the firms (Applicants) may choose to attend the financial proposal opening with authorization letter from their firms.
4.6 Award of contract The firm will sign the contract after fulfilling all the formalities/pre-conditions mentioned
in the standard form of contract of TCGL, within 30 days of issuance of the letter of intent. The firm is expected to commence the Assignment/job on the date and at the location specified in the contract. 4.7 Duration of Contract:
The Contract will be awarded for 3 initially and extendable for further 2 years depending on performance of consultant.
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Chapter 5 SUBMISSION FORMS - TECHNICAL & FINANCIAL
Form Tech - I: Technical Proposal Covering Letter
FORM TECH I
(To be placed in the sealed cover containing technical proposal)
[Location, Date]
To
The Managing Director,
Tourism Corporation of Gujarat Limited
Dear Sir,
We, the undersigned, offer to provide the services for [Insert title of
assignment] in accordance with your Request for Proposal dated [Insert Date] and our
Proposal. We are hereby submitting our Proposal, which includes this Technical
Proposal, sealed under an envelope.
We are submitting our Proposal in our own individual capacity without entering into any
association / as a Joint Venture. We hereby declare that all the information and
statements made in this Proposal are true and accept that any misinterpretation
contained in it may lead to our disqualification.
If negotiations are held during the period of validity of the Proposal, i.e., before the
date indicated in the RFP, we undertake to negotiate on the basis of the proposed
personnel. Our Proposal is binding upon us and subject to the modifications resulting
from Contract negotiations.
We undertake, if our Proposal is accepted, to initiate the consulting services related to
the assignment not later than the date indicated in the RFP (Please indicate date).
We understand you are not bound to accept any Proposal you receive. We remain.
Yours sincerely,
Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm:
Address:
20
FORM TECH-2: CONSULTANT’S ORGANIZATION AND EXPERIENCE
FORM TECH-2A: Consultant’s Organization
[Provide here a brief (two pages) description of the background and organization of the
Consultant with following summary sheet]
Sl. No. Particulars Details
1.
Name of the Agency
2.
Brief Introduction (Maximum 200 Words)
3. Registration No.
4. Empanelment No.
CAG:
RBI:
7.
General Criteria (a) Turnover (Average for last three years)
*Enclose Audited Statement of Accounts and Certificate from CA
regarding Average Turnover
(b) Relevant Experience in audit of Government Departments
and organizations managed by Government.
(c) Manpower strength of the Agency Number of Partners
*Give details regarding membership no., ACA/FCA, Other
qualifications if any.
Numbers of Qualified Staff (CA)
* Give brief details along with certified copy of relevant
certificate from ICAI
Numbers of Semi qualified Staff (CA Inter)
* Give brief details along with certified copy of relevant
certificate from ICAI/ICWAI
Numbers of Other Staff
*Give brief details e.g. Name, Address, Qualification, Contact
No., Employment etc. in tabular format
Agency’s Name:
Signature of Authorized Representative:
21
FORM TECH-2B: Consultant’s Experience [For Full Technical Proposals Only]
[The following information should be provided in the format below for each reference assignment
for which your Agency, either individually as a corporate entity or as one of the major companies within a consortium, was legally contracted by the Employer stated below.]
Assignment name: Approx. value of the contract (in current `):
Duration of assignment (months):
Name of Client:
Total Number of person-months of the
assignment:
Address:
Approx. value of the services provided by
your Agency under the contract (in `)
Start date (month/year):
Completion date (month/year):
Number of professional person-months
provided by the joint venture partners or the
Sub-Consultants:
Name of joint venture partner or sub-
Consultants, if any for the assignment:
Name of senior regular full time
employees of the Agency involved and functions performed (indicate most significant profiles such as Project Coordinator, Team Leader):
Narrative description of Project:
Description of actual services* provided in the assignment:
*(Certificate from Employer regarding experience should be furnished)
Agency’s Name:
Signature of Authorized Representative:
22
Form TECH-3: Description of Approach, Methodology and Work Plan for Performing the Assignment [As per the details mentioned in the NARRATIVE EVALUATION CRITERIA]
Technical Approach and Methodology,
Work Plan, and
Organization and Personnel,
a) Technical Approach and Methodology. In this chapter you should explain your
understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach.
b) Work Plan. In this chapter you should propose the main activities of the
assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding
of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule of Form TECH-7.
c) Organization and Personnel. In this chapter you should propose the structure and
composition of your team. You should list the main disciplines of the assignment, the key
expert responsible and proposed technical and support personnel.
23
FORM TECH-4: TEAM COMPOSITION, TASK ASSIGNMENTS AND SUMMARY OF CV
INCORMATION
Team Leader and Key Professionals
Surname, First Name
Agency Acronym
Area of Expertise
Position Assigned
Task Assigned
Employment Status with Agency (full-time/
other)
Education/ Degree (Year / Institution)
No. of years of relevant project
experience
CV signature (by expert/by
other)
Support Staff
Sl No Surname, Name Position Task Assignment
24
FORM TECH-5: CURRICULUM V ITAE (CV) FOR PROPOSED EXPERTS
[Summary of CV: Furnish a summary of the above CV. The information in the summary
shall be precise and accurate. The information in the summary will have bearing on the
evaluation of the CV]
1. Proposed Position[only one candidate shall be nominated for each position]:
2. Name of Firm [Insert name of firm proposing the expert]:
3. Name of Expert [Insert full name]:
4. Date of Birth: Citizenship:
5. Education [Indicate college/university and other specialized education of
expert, giving names of institutions, degrees obtained, and dates of obtainment]:
6. Membership of Professional Associations:
7. Other Training [Indicate significant training since degrees under 5 - Education
were obtained]: 8 Publication:[List of details of major technical reports /papers published in
recognized national and international journals]
9 Languages [For each language indicate proficiency: good, fair, or poor in
speaking, reading, and writing]:
9. Employment Record [Starting with present position, list in reversed order, every
employment held. List all positions held by staff member since graduation, giving dates, names of employing organization, title of positions held and location of assignments. For experience period of specific assignment must be clearly
mentioned, also give Employer references, where appropriate.]:
From [Year]: To [Year]: Employer:
Positions held:
12. Certification: I, the undersigned, certify to the best of my knowledge and belief that:
(i) This CV correctly describes my qualifications and my experience.
(ii) I am not employed by the Executing/ Implementing Agency. [(iii) I am /I am not in regular full-time employment with the Consultant /Sub-
Consultant.]
(iv) In the absence of medical incapacity, I will undertake this assignment for the duration and in terms of the inputs specified for me in the Personnel Schedule in Form TECH-6 provided team mobilization takes place within the validity of this proposal or any agreed extension thereof.
(v) I am willing to work on the project and I will be available for entire duration of
the project assignment and I will not engage myself in any other assignment during the currency of this assignment on the project
(vi) I, the undersigned, certify that to the best of my knowledge and belief, this bio-data correctly describes myself my qualification and my experience
I am committed to undertake the assignment within the validity of Proposal.
(vi) I did not write the terms of reference forth are consulting services assignment.
11A. Detailed Tasks Assigned
[List all tasks to be performed
under this assignment]
11B. Work Undertaken that Best Illustrates Capability to
Handle the Tasks Assigned[Among the assignments in which
the expert has been involved, indicate the following
information for those assignments that best illustrate the
expert’s capability to handle the tasks listed under point11.]
Name of assignment or project:
Year:
Location:
Client:
Main project features:
25
I understand that any wilful misstatement described herein may lead to my
disqualification or dismissal, if engaged.
Date: [Day/Month/Year]
[Signature of expert or authorized representative of the firm]
Full name of authorized representative:
1
This CV can be signed by a authorized representative of the Consultant or by the
expert.
26
No.
Name of Expert
/Position
Professional Expert input (in the form of a bar
chart)
Total person-months input
1 2 3 4 5 6 7 8 9 10 11 12 n Field2 Total
Expert
1
[Field]
2
3
N
Subtotal
Support staff
1
[Field]
2
N
Subtotal
Total
FORM TECH-6: PERSONNEL SCHEDULE
27
FORM TECH-7: WORK SCHEDULE
N° Activity1 Months2
1 2 3 n
1
2
3
4
5
1. Indicate all main activities of the assignment, including delivery of reports/ deliverables as
per Terms of Reference & Scope of Work (e.g.: inception, interim, and final reports), and
other benchmarks such as Client approvals. For phased assignments indicate activities,
delivery of reports, and benchmarks separately for each phase.
2. Duration of activities shall be indicated in the form of a bar chart.
28
FORM FIN-1: FINANCIAL PROPOSAL FORM
S.N. Particulars Frequency
Amount
Per Unit (Monthly)
Total Amount
1 Software Development Cost
- 50% SRS, UAT testing : 50% of quoted
price against software
- Final deployment and testing for 1 month: 50% of quoted price against software
One Time - XXXX
2 GST Consultancy Service Per Location Wise
(Currently XXX Locations including TIB Offices outside as well as in Gujarat)
Monthly XXXX XXXX
3 GST Audit Fees (Inclusive for All location) Annually - XXXX
4 Training Cost to Staff of TCGL Monthly XXXX XXXX
5 Annual Maintenance Contract Service after one year
Annually in Advance
- XXXX
Total - - XXXX
Note:-
Overall Total cost will be considered for Financial Bid Evaluation
The above price should be inclusive of everything like TA/DA, Visit Cost,
Expert Cost,etc except GST as it will be paid extra as applicable
Fees will be paid as per payment schedule and deliverables.
