Rajasthan State Ganganagar Sugar Mills Limited
4th Floor, Bhawani Singh Road, Nehru Sahkar Bhawan,
JAIPUR - 302006 -RAJASTHAN
Tender forconsultancy for the work of Compilation of Company’s Accounts..
(To be submitted duly filled along with Tender
in the sealedenvelope)
Sale of Tender Forms:Till 29.09.2009 upto 2.30 pm
Last Date/Time of submission of the Tender:Till 29.09.2009upto 3.00.pm
Date and time of opening of the Tender:On 29.09.2009at 3.30.pm
Price of Tender Documents:Rs. 500/-
Price of Tender Documents by Post:Rs. 550/- (Including Postage)
Rajasthan State Ganganagar Sugar Mills Limited
4th Floor, Nehru Sahkar Bhawan, Bhawani Singh Road, Jaipur – 382 006 (Rajasthan)
NOTICE FOR INVITING OFFERS FOR CONSULTANCY FOR THE WORK OF COMPILATION OF ACCOUNTS.
Sealed Offers are invited from reputed Chartered Accountant Firms of Jaipur having minimum 5 Chartered Accountants (out of which two FCA) for consultancy work of compilation of Company’s accounts indicating the minimum fee. Technical Bid & Financial Bid are required to be submitted in two separately sealed covers in the prescribed format along with Earnest Money of Rs. 5000/- by Demand Draft payable to “Rajasthan State Ganganagar Sugar Mills Ltd. Jaipur”. Detailed terms and conditions are given in the Tender Documents, which can be purchased by payment of Rs. 500/- by cash (Rs. 550/- by post) from Head Office, Jaipur. The tenders will be sold up to 29th September 2009 at 2.30 P.M., received upto 3.00 PM and shall be opened on the same day at 3.30 PM in the presence of interested tenderers. Visit us: ww1.rsgsm.net
Financial Advisor
Cont.: HO/79/Promodome/2009-10
Date: 07.09.2009
Rajasthan State Ganganagar Sugar Mills Limited
4th Floor, Nehru Sahkar Bhawan, Bhawani Singh Road, Jaipur – 382 006 (Rajasthan)
Tender for consultancy for the work of Compilation of Company’s Accounts..
Rajasthan State Ganganagar Sugar Mills Ltd. is one of the oldest public sectors in the State of Rajasthan exclusively engaged in production and sale of sugar; production, supply and distribution of Country Liquor in the State. It has Sugar Factory at Sri Ganganagar and 20 Reduction Centres located in various districts with 99 Under Bond Excise Depots. The Sugar Factory at Sri Ganganagar has a capacity of 1000 tons of Sugarcane crushing per day (1000 TCD). Production of Country Liquor (50% of the total requirement of the State) and exclusively right of selling and distribution of Country Liquor in the State of Rajasthan through its 99 Depots has been assigned to the Company by the Govt. of Rajasthan. The Company has annual turn over of Rs. 300 crores. Unit Offices located at Jhotwara (Jaipur), Mandore (Jodhpur), Udaipur, Bharatpur, Kota, Ajmer,Country Liquor, Sri Ganganagar, Sri Gangangar Factory, Sri Ganganagar and Head Office, Jaipur are the 9 profit centres recognized for preparation of Accounts of the Company.
The Company has staff strength in Accounts Cadre of approx 50 employees in the category of Accounts Clerks to Sr. Manager (A/c.). It has decided to assign the work of compilation of its annual accounts of the Company to a Chartered Accountant Firm on contract basis by inviting tenders. The firm will be required to depute qualified Chartered Accountant for this work on full time basis in the Company. The Company has already gone for total online computerization of its entire activities by web based application, which includes online preparation of final accounts, i.e. Profit & Loss Account and Balance Sheet of the Company. All Under Bond District Depots have been connected online and the transactions of sale of Country Liquor to the Excise Licensees are recorded on day to day basis including the transactions taken place at Sub-depots, which are situated at Tehsil level. The organizational structure of the Company is as follows:-
(1)The Company has Sugar Factory at Sriganganagar, where production of sugar is carried out by crushing Sugarcane. Present capacity is 1000 tons crushing per day (1000 TCD).
(2)Distillery is also situated at Sugar Factory, Sriganganagar premises.
(3)Country Liquor Division is controlled from Head Office through 7 Unit Offices located at Jhotwara (Jaipur), Mandore (Jodhpur), Udaipur, Bharatpur, Kota, Ajmer and Country Liquor Division, Sriganganagar. The production of Country Liquor is carried out at 20 Reduction Centres.
(4)The Company has exclusive right for sale of Country Liquor in the State of Rajasthan thourgh 99 Under bond Depots located at District and Tehsil Headquarters. Supplies of Country Liquor consists of Country Liquor produced by RSGSM and Country Liquor purchased from Private Distillers (at present 7).
(5)In Tribal Area of Dungarpur and Banswara, the sale of Country Liquor is managed by RSGSM through its own shops and also shops run on franchise basis.
List of Unit Offices, Reduction Centres & District Depots is enclosed at Annexure ‘A’.
The technical qualification of the tendering firm are as follows:-
(1)The Chartered Accountant Firm should have minimum 5 qualified Chartered Accountants as partners (out of which 2 FCA ) and having its Corporate & Registered Office at Jaipur. (To be supported by latest certificate/letter issued by Institute of Chartered Accountants of India indicating details about partners and about its office at Jaipur).
(2)The office should be equipped with fax and email facility/
(3)The Chartered Accountant Firm shall be required to depute one qualified Chartered Accountant for this work on full time basis in the Company.
(4)The firm should have experience of audit and accounts work for atleast 2-3 PSUs, out of which one should be State PSU in the last 5 years (Documentary proof is required to be submitted).
(5)The firm having experience of executing similar type of work, i.e. compilation of periodical accounts of a Company and also final accounts of the Company with computerization shall be given preference.
The tenderers are required to submit Technical Bid along with required details and Demand Draft of Earnest money of Rs. 5000/- as per details given in the tender in separate sealed cover and Financial Bid in separate sealed cover duly super scribed. Both the sealed covers are to be submitted in a big sealed cover duly superscribed – “Tender for Consultancy for the work of compilation of Company’s Accounts.” The Financial Bid only of those firms will be opened, which qualify in the Technical Bid.
Rajasthan State Ganganagar Sugar Mills Limited
4th Floor, Nehru Sahkar Bhawan,
Bhawani Singh Road,
Jaipur – 302 006 (Rajasthan)
(Tender Form Cost : Rs.:500/-)
T E N D E R F O R M
(To be filled by Office before sale of document)
1.1Due date and time of acceptance 29.09.2009at 03.00 P.M.
of the Tender:
1.2Due date and time of opening of 29.09.2009 at 03.30 P.M.
the Tender:
1.3 A. Item for which tender has beenConsultancy for the work of compilation
issued: of Company’s Annual Accounts.
B. Period of ServiceOne Year
1.4Name of Firm, in whose favourM/s.
tender form has been sold.
(TO BE FILLED IN BY TENDERER IN INK ONLY)
ATTENTION: Before filling the tender, please read the conditions of the tender and contract carefully.
2.1Name of Firm/Company M/s.
2.2Complete Postal Address
2.3Telegraphic Address, if any
Telephone No:->Office
Residence
Factory
Fax. No.
2.4Capacity of Tenderer (Manager/
Proprietor/ Partner/Director)
2.5Service Tax Regn. No. ______
2.6Income Tax PAN No.
3.1Amount of earnest money : Rs. 5000/- only.
required in NIT.
3.2Mode of payment (DD/
Pay Order), give number
& date of DD/PO)
4.0Technical Bid:
4.1(a) The number of Chartered
Accountants as Partner of
the firm (Name with
Associate Membership &
Fellow Membership No.
may be given) ______
(b) Annual Turn Over of the
Firm (indicate separately
for the work of compilation
of periodical accounts of
any Company/Corporation). ______
(c)Name of Chartered Accountant
proposed to be posted on full
time for this work with (Bio-data
of the incumbent be attached. ______
4.2Details of Experience:-
S.No. / Name of the Company/Corporation/Firm / Nature of Work(Statutory Auditors/ Internal Auditors/ Consultant (Please specify) / Year for which work done. / Remarks
(Attach Documentary Proof)
4.3Relevant Experience of similar work, i.e. work of compilation of periodical accounts
– Monthly, Quarterly and Annual:.
S.No. / Name of the Company/ Corporation/Firm / Nature of Work(Statutory Auditors/ Internal Auditors/ Consultant (Please specify) / Year for which work done. / Remarks
(Attach Documentary Proof)
Declaration:
I hereby certify that the information furnished above is full and correct to the best of our knowledge. We understand that in case found any deviation in the above statement at any stage, the company will be black-listed and will not have any deal with the department in future.
I have read the terms and conditions of tender and contract annexed hereto carefully and agree to abide by all the conditions and have signed all the pages in token of acceptance thereof. The rate quoted in the enclosed schedule shall be valid for 60 days from the day of tender.
I am Manager/Proprietor/Partner/Director (specify)______of the tendering firm and have been authorized to submit tender. The authority letter in this regard is enclosed herewith.
Signature ………………………
Name of Signatory
(IN BLOCK LETTERS)
…………………………………
Designation: ………………….
Seal: …………………………..
Dated:
(STRIKE OUT WHICH IS NOT APPLICABLE)
Rajasthan State Ganganagar Sugar Mills Limited
4th Floor, Nehru Sahkar Bhawan, Bhawani Singh Road, Jaipur – 382 006 (Rajasthan)
FINANCIAL BID
(To be submitted in a separate sealed cover)
SCHEDULE OF RATES
Scope of Work / Rate offered (Annual)To look after the work of preparation of periodical accounts, monthly, quarterly and annual of RSGSM – unitwise and Company as a whole manually and online through computerized net working, already installed. Detailed scope of work has been given separately. / (In Figures) Rs.______
(In Words) Rupees______
Notes:
1. Rates quoted are firm and are inclusive of all taxes, etc. and are valid for 60 days.
- The above rates have been quoted keeping in view that one qualified Chartered Accountant shall be required to be posted on full time basis at Head Office of Rajasthan State Ganganagar Sugar Mills Ltd., Jaipur.
- If the Chartered Accountant posted with RSGSM is required to undertake visits at Unit Offices, Reduction Centres and other places, TA/DA as per rules of the Company as admissible to Officer cadre employees (Pay Scale 8000-13500) shall be paid extra by RSGSM. Official tours shall be undertaken after due approval from competent authority for each visit.
Signature______
Name :______
Designation :______
Seal :______
Dated : ______
Place : ______
1
Rajasthan State Ganganagar Sugar Mills Limited
SPECIAL TERMS & CONDITIONS OF TENDER AND CONTRACT
I. SCOPE OF WORK:
- To ensure daily accounting entry of Head Office and all units to be fed in the computers.
- Online preparation of main ledger, Sub-ledger and subsidiary books duly reconciled with physical books of Accounts.
- Weekly Bank reconciliation & unit reconciliation and preparation of Statement thereof.
- To make Monthly, Quarterly & Annual Trial Balance of Head Office, Sugar Factory and other units.
- To prepare store inventory of all units including Head Office.
- To have coordination with the Internal Auditors and monitor the Internal Audit and its reports.
- To coordinate with the Statutory Auditors for Statutory Audit and to prepare the Balance Sheet as per Accounting Standards.
- To attend the A.G. Auditors for reply of Memos relating to accounts audit.
- Accounting policies and notes including cash flow, segment reporting Business Profile, Schedule – 20 etc. Ensuring compliance of the Commitments made in the notes of the Balance Sheet of the previous year.
- To prepare & consolidate monthly/quarterly Trial Balance, Profit & Loss Account and Balance Sheet of the Company and final accounts at the end of the year with professional efficiency.
- Taxation entries during the year and computation of taxable income, deferred tax, etc.
- Coordination and supervision of the work relating to quarterly and yearly VAT, TDS, TCS return. The work of preparation and e-filing of TCS, TDS and other returns have already been outsourced to another Chartered Accountant Firm. To monitor the e-filing of the returns in time.
- Any other work related to finalization of accounts.
- E.M.D./Security Deposit:
Tender must be submitted alongwith EMD of Rs. 5,000/- by ‘Demand Draft’ drawn in the name of “Rajasthan State Ganganagar Sugar Mills Limited” payable at Jaipur. Tenders without appropriate EMD shall not be accepted, and after finalisation of order balance sum making it equal to 5% of the total value as SecurityDeposit shall be paid to RSGSM. This shall be returned after successful completion of the contract. In case non fulfillment of the contract, security amount so deposited can be forfeited in full or in part. Decision of the Director Incharge in this regard shall be final. No interest shall be paid on such deposit.
- Payment:
Monthly/Quarterly payment will be made by the Company, if the assignment is carried out as per the agreed and stipulated terms. The payment will be subject to the statutory deduction of taxes of State/Central Government, if the assignment entrusted is carried out in the time schedule decided by the Company. The tentative time schedule for completion of work is given as under:-
- Completion and compilation of accounts of the Company – Unitwise and Company as a whole for the period 1st April 2009 to 30th September 2009.
- From 1st October 2009 and onwards monthly accounts should be compiled and completed by the 15th of the following month.
- The assignmentsto the financial year 2009-10 covering all aspects viz. consolidation and finalization of Annual Accounts, Bank reconciliation, should be completed by 15th June 2010. If the work is not carried out as per the time schedule given, Company may consider to levy liquidity damages, and other legal available resources.
Note: Broadly, similar cycle shall follow for the next year i.e. 2010-11.
- AGREEMENT:
The selected firm shall be required to sign an agreement with the terms and conditions mentioned herein a non-judicial stamp paper of Rs. 500/-.
- Cancellation:
In case RSGSM do not require part or entire agreement/order, due to any reason, it may cancel the entire order or in part during the period of contract and/or any extended period, for which no claim of the service provider shall be entertained.
- General:
01.The Special Terms and Conditions shall prevail upon wherever the same are in contradiction with the General Terms and Conditions. In case of dispute regarding interpretation of any terms and condition in the Tender Document the same should be got clarified by the Tenderer before submitting the Tender Bid. Decision of the Management shall be final and binding on all the Tenderers. Any request for changing of any conditions/quoted price or inclusion of any documents etc. after submitting the Tender Document shall not be entertained.
02.No counter condition shall be accepted.
- Acceptance of Tender Conditions:
The bidders while sending their offer will enclose a copy of tender form/document stipulated duly signed in token of accepting all the terms and conditions that they have understood and accepted them in toto. The tender received without signature of the tenderer shall be rejected.
The details to be provided by the firm about its experience and all other documents need to be given as a mark of proof may be enclosed after the tender form. All the papers being submitted by the firm should be duly initialled by the authorized representative/proprietor of the firm.
It is clarified that the job assigned will be carried out by the firm to whom, it is contracted out, subletting is prohibited.
Any further query on the subject may be referred to Dy. General Manager (A&T) at Telephone No. 2741956 and Mobile No. 9414043740.
Signature and seal of Tenderer
Rajasthan State Ganganagar Sugar Mills Limited
GENERAL CONDITIONS OF TENDER AND CONTRACT
- The tenderer shall have to carefully study and understand the terms & conditions, etc. of the services to be provided. If he has any doubt about the meaning of any terms, conditions or specifications etc. he should refer to Officer Incharge and get clarification. The decision of the Company regarding interpretation of the conditions and specifications shall be final and binding on the tenderers.
- Tenders should be filled in with ink. No tender filled in by pencil or otherwise shall be considered. No addition and alteration should be made in the tender. No overwritings should be done. Corrections, if any, should be done clearly and should be initialled.
- Offers must be submitted in properly sealed envelope according to the directions given in the tender notice and must reach this office in time and date as notified. Envelope must be inscribed with the subject of tender and name of tenderer.
- Tenderers are hereby explicitly warned that individuals signing the tender must specify as follows :-
(a)Whether signing as "Sole proprietor of the firm?"
(b)Whether signing as registered active partner of the firm?
(c)Whether signing for the firm i.e. for procuration ?
(d)In case of Companies and registered firms, whether signing a Secretary, Manager, Partner, Director etc. will submit an authorisation from the company to do this. A copy of any document under which such authority is given should be forwarded with the tender.
- Only such tenderers who are bonafide service provider for such services shall be eligible.
- Tax deducted at source (TDS) shall be made as per rules applicable.
- If a tenderer imposes conditions which are in addition to or in conflict with the conditions mentioned herein, his tender may be rejected.
- Therates must be entered in words as well as in figures.
- Rates quoted must be inclusive of all charges and taxes, service tax etc. which shall be added at the prevailing rates.
- Any increase in any tax imposed by Central Government or State Government after the due date of the tender will be paid extra. Similarly, any reduction in the tax after the due date of tender will be paid less to the party.
- The tenderer shall not assign or sublet his contract or any part thereof to any other person/agency.
- The tenderer should sign the tender form at the end of each page as a token of his acceptance of all the terms and conditions of the tender.
- The tenderer must be accompanied by earnest money of Rs 5000/-. Without earnest money tender shall not be considered. The earnest money should be deposited by the tenderer in one of the following forms only:
Bank draft / Pay Order of the schedule Bank in favour of 'Rajasthan State Ganganagar Sugar Mills Limited,' payable at Jaipur.