Inviting tender for outsourcing of accounting and General Data Entry

M.P. TEXTBOOK CORPORATION
"Pustak Bhawan" Arera Hills, Bhopal-462011
Tender No.2/Comp/2015-16
TENDER DOCUMENT
(For Outsourcing of Data Entry
& Stenography work)
(Second Call)
1
M.P. TEXTBOOK CORPORATION
"Pustak Bhawan" Arera Hills, Bhopal-462011
TERMS AND CONDITIONS FOR OUTSOURCING OF DATA ENTRY (General and
on tally), STENOGRAPHY WORK
1.
M.P. Textbook Corporation invites sealed tender for outsourcing of accounting
on tally, general data entry and Stenography work, as detailed out in this
document later, of the Corporation for two years, at its depots and headquarter at
Bhopal. Depots of the Corporation are situated at Bhopal, Indore, Ujjain, Guna,
Gwalior, Khandwa, Sidhi, Shahdol, Jabalpur, Hosangabad, Seoni, Sagar, Rewa,
Panna, Burhanpur.
2.
The tender document can be obtained from the office of the Managing Director,
M.P. Textbook Corporation on any working day upto 12.00 hours 15-06-2015 on
payment of cost of tender document Rs. 565/- (Rs. Five Hundred Sixty Five only)
in cash or by demand draft in favor of Managing Director M.P. Textbook
Corporation, payable at Bhopal. The tender document can also be had by
downloading from the website of the Corporation www.mptbc.nic.in. In case of
downloaded document is being used the cost of tender document shall be paid by
Demand draft of any Schedule Bank, in favor of MP. Textbook Corporation,
payable at Bhopal and has to be submitted along with the
technical bid, failing
which tender shall be rejected.
3.
Bids complete in all respect, in two sealed covers i.e. (i) TECHNICAL BID in
Cover 'A' and (ii) COMMERCIAL BID in Cover 'B' must be received by post or
dropped in the tender box in the head office of M.P. Textbook situated in Arera
Hills, Bhopal latest by 13.00 hours of 15-06-2015. The technical bid envelope 'A'
of the tender document has to be accompanied by a Demand Draft of Rs. 10,000/(Rs. Ten thousand) as Earnest Money Deposit (EMD) along with other details &
document as mentioned in the tender document. The EMD shall be in favor of the
M.P. Textbook Corporation Bhopal payable at Bhopal. All proposals and
accompanying documents will become the property of M.P.Textbook
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Corporation and will not be returned. In envelope 'B' Commercial bid the tenderer
should quote his offer.
4.
The TECHNICAL BIDS of tenders received within the prescribed time limit, will
be opened in the Head Office M.P. Textbook Corporation, Arera Hills, Bhopal at
15.00 hours of 15-06-2015 in the presence of the bidders in the meeting hall of the
Corporation at Bhopal. Tenderers or their duly authorized representatives may
remain present at the time of opening of Envelop-A.
5.
The COMMERCIAL BID of those bidders, whose technical bid is qualified
under the terms and conditions of tender document will be opened in the Head
Office of M.P. Textbook Corporation situated at Arera Hills, Bhopal in the
presence of the bidder or their authorized representatives in the meeting hall of
the Corporation at Bhopal Qualified Tenderers or their authorized representatives
may remain present at the time of opening the financial bids. The date and time of
opening of commercial bid will be intimated to qualified bidder separately by
email. The tenders, which have not been found technically qualified, the financial
bids of such tenders shall not be opened and their tenders shall be summarily
rejected. List of qualified bidders shall be displayed on the notice Board of the
Corporation and also be displayed on the website of the Corporation
www.mptbc.nic.in.
6.
Eligibility requirement:Tenderers, should fulfill the following technical parameters & submitted relevant
documents along with the technical bid. :-
(a)
The Firm shall have minimum experience of data entry of accounting on Tally
software for accounting, data entry on MS Office, internet etc for other data
processing work for
three years during last five years in State/Central
Govt./PSU/Cooperative institute/ Board/ Reputed companies. (Certificate of
successful completion of work from the concerned institution has to be submitted
in support of the experience giving details of the nature of services provided, i.e.
no. of data entry operators/stenographers made available and period of service in
month/years.)
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(b)
The Firm shall give a declaration in the prescribed format given in the tender
document, stating that the Firm is not debarred/blacklisted by Govt. of India/Govt.
of M.P./any other state Govt./Union Territor/Board/Corporation/PSU or other
organization & no legal case, including civil and criminal is pending against
them. Without this declaration the application of the firms shall be
rejected.(Annexure-I)
(c)
The annual turnover of the tenderer/firm should be minimum Rs. 5 lakhs in
the
last 3 years. (F.Y. 2012-13, F.Y. 2013-14, F.Y. 2014-15)
(d)
The Firm shall enclose authenticated copies of Income Tax returns or certificate
of Chartered Accountant regarding turn over of the tenderer for last 3
financial years. (F.Y. 2012-13, F.Y. 2013-14, F.Y. 2014-15)
(e)
The Firm shall submit self attested copies of Registration Certificates, PAN Card,
Service Tax, EPF & ESI.
(f).
Earnest Money Deposit of Rs. 10000/- shall have to be submitted along with the
technical bid, otherwise the bid shall be summarily rejected.
(g)
A declaration regarding non of near relative(s) of any owner/authority of tenderer
is employed with M.P. Textbook Corporation is to be enclosed (As per format in
Annexure-II.)
Selection of successful bidders :i)
The tenderer shall submit their technical bid as per the format given (Form-ATechnical bid.)
The offers are being invited for providing qualified workforce on the basis of
minimum wages fixed by Labour department Govt. of M.P. from time to time and
the applicable ESI, EPF & Service taxes. Presently on date of issue of tender the
applicable minimum wages, ESI, EPF & Service tax have been mentioned in
Form-'B' Commercial bid form of tender, the tenderer have to quote the best
possible Service Charges. 'Zero' services charges shall not be accepted. One
can quote only upto two decimal places of Rupees. The Corporation will only
accept six monthly revision of minimum wages by the Labour department of
Govt. of M.P. and corresponding increase in the amount of payable taxes,
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ESI, EPF during the entire period of Contract but the "Service charges" will
remain unchanged and constant throughout the contract period.
For example :- If one quotes Rs. 0.019/ per month/per person as service charge
only upto two decimal point i.e. 0.01 will be taken in the account.
(ii)
The tenderer shall furnish true copies of certificate in support of work experience,
turnover of the bidder firm & IT returns or a certificate issued by Chartered
Account about the turnover of the firm. At the time of scrutiny of the tenders, he
has to produce the original documents for verification.
(iii)
The valid tenderer who quotes the minimum "Service Charges" will be considered
as L-1.
(iv)
If more than one tenderer quotes same minimum service charges, then on the
basis of past experience, depending on the number of manpower (Computer
Operator & Stenographer) provided to different organizations & turn over, a list
will be prepared & one who secures highest marks shall be determined as
successful bidder.
Such list will be prepared on the following formula :Work Experience
(i)
No. of employee X No. of months=A
Turn over (in lacs) Average Turn over per year=B
(in
last
three
financial year)
Note : Marks will be awarded to each bidder at L-1 position for work experience
(ii)
& turnover on percentile basis and then merit list, giving 60% weightage
to work experience and 40% weightage turnover, will be prepared.
7.
No interest will be payable on Earnest Money Deposit. The Earnest Money
Deposit will be refunded to the unqualified tenderer(s) on completion of tender
process.
8.
Earnest Money Deposit will be forfeited of the tenderer who withdraws his tender
after
or before the date of opening of tender or in the event of his failure to
furnish performance Security Deposit for the required amount within the
prescribed time limit.
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09.
Form of organization, whether partnership or proprietary or Limited Company
must be clearly mentioned in the tender. If partnership firm, the names &
addresses of the partners and if Limited Co., the name and addressess of the
Directors and Registrations Number may be clearly started.
10.
The Firm shall not be allowed to sub-let or sub contract this job in any
circumstances.
11.
The tentative requirement of workforce for the Corporation is as under :1.
2.
3.
Data entry operator for accounting job (Trained on Tally Software
along with working knowledge of MS word) at Head quarter & Depots. 18 (approximately)
General data entry operators (MS Word, Excel, Power point & Internet)10 (approximately.)
Stenography - 4 (approximately)
(The actual number of operators and stenographers will be communicated at the
time of work order as per the requirement of the Corporation. Number of
Computer operator/Stenographers required may increase/decrease as per the
requirement of organization on the same terms and conditions.)
12.
SCOPE OF OUTSOURCING WORK :12.1 For Data entry services :
a.
The data feeding is to be done on various application software package
such as MS Office 2007 , 2010 & 2013. Similar package including Hindi
packages, and other packages, which come into use in future.
b.
Scanning the documents, computer data entry, preparing of reports and
other general office documents.
c.
Typing the official letters and other documents.
d.
Handling existing data and editing current information.
e.
Proof reading & new entries into a database etc.
f.
Keeping the official record updated.
g.
Taking backup of data at regular intervals & storage of data.
h.
Other functions of Data Entry Operators assigned by the office.
i.
Knowledge of working in MS office and data base software.
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12.2
Data Entry on Accounting Software:a.
The data feeding is to be done on Tally ERP 9 and other accounting
software and on various application software package such as MS
Office 2007, 2010 & 2013 etc.
b.
Scanning the documents, computer data entry, preparing of reports and
other general office documents.
12.3
13.
c.
Typing the official letters and other documents.
d.
Handling existing data and editing current information.
e.
Proof reading & new entries into a database etc.
f.
Keeping the official record updated.
g.
Taking backup of data at regular intervals & storage of data.
h.
Other functions of Data Entry Operators assigned by the office.
i.
Knowledge of working on Tally ERP 9 & other accounting software.
Stenography :a.
Typing on computers & dictation in MS Word Hindi (English-optional)
b.
Other functions assigned by the office
c.
Knowledge of Internet and E-mail etc.
Services for the data entry, processing work and Stenography job are required for
two year. Initially an agreement will be executed for one year. On satisfactory
performance in first year another agreement will be executed for second year. On
satisfactory completion of the tenure, the contract period can be renewed for
such period as may be deemed necessary with mutual consent.
14. (a) (i)
The minimum qualification of the accounting data entry operator shall
be graduate and certificate of Tally accounting from Tally.
(ii)
The minimum qualification of the General Data Entry Operator shall be
Post Graduate Diploma in Computer Application (PGDCA) from a
Government of M.P. recognized institute/university along with minimum
one year of experience.
(iii)
The minimum qualification for stenography shall be Higher Secondary
and Passed the Hind /English Stenography examination conducted by
Government of M.P. Board/Equivalent.
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(b)
The personnel whose services are provided by the successful bidder will
be given a weeks training about the work of the Corporation by the service
provider. After a week, their ability about subject knowledge will be tested
by the Corporation & if found suitable, they will be contained. If not
found suitable by the Corporation the successful bidder /service provider
shall arrange the Data Entry Operator/Operators/ Stenographers of
requisites qualification & Caliber.
(c)
Initially the successful tenderer/firm shall have to provide services of data
entry operator having expertise in M.S. Office specially MS Word,
Excess, & Powerpoint, internet etc. for data entry work and processing at
Gwalior, Khandwa, Sidhi, Shahdol, Jabalpur, Hosnagabad, Seoni, Sagar,
Rewa and Panna, Burhanpur depots of the Corporations. The Corporation
reserve the right to change the station and place of work and number of
data entry operators. Full time work means
minimum
Eight
working
hours in a day.
15.
Depots of the Corporation & Head office generally observe general holidays as
declared by Government of
M.P. but being a commercial organization several
times on holidays offices/depots remain open for internal working and the
services of the data entry operator may be required on those day also without any
additional charges/cost.
16.
The tenderer shall be responsible for the observance of legal obligation and
payment of wages, taxes in regards of the services of manpower provided by
him.
17.
Payment will be made on monthly basis after obtaining reports from the
concerned depot manager and in charge of the section concerned. The payment
shall be made only to the concerned firm directly by way of cheques/RTGS. TDS
equivalent to 10 % of the bill raised by service provider, will be made as per I.T.
act clause 194 J read with clause 9 (1) (viii) of I.T. departments & a certificate
will be issued for the same. (Please refer Note 7 of commercial bid form)
18.
In case of default by successful tenderer during the contract period the corporation
reserves the right to cancel the contract and invoke the performance guarantee.
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19.
The Firm shall work as per the terms and conditions prescribed by the M.P.
Textbook Corporation. It shall depute Senior Project Executive for the
coordination purpose. The Senior Executive of Firm shall be available to
Managing Director M.P. Textbook Corporation as and whenever required.
20.
The Firm shall execute Performance Guarantee of Nationalized Bank for an
amount of Rs. 20000/- (Rupees Twenty thousand only) in favor of Madhya
Pradesh Textbook Corporation Bhopal on award of the Contract.
21.
Managing Director reserves the right to accept or reject any or al the tenders
without assigning any reason thereon.
22.
In case the service provider fails in providing the manpower of requisite
qualification within the time limit, the Corporation will have the right to arrange
the manpower from other sources at the risk & cost of the service provider.
23.
ARBITRATION : All disputes and differences arising out of the agreement or any
breach of contract shall be referred to arbitration by the sole arbitrator Additional
Chief Secretary/Principal Secretary/Secretary, School Education Department,
Govt. of M.P., Bhopal or his nominee. The decision of the Arbitrator shall be
final and binding on the parties. The provisions of Arbitration & Conciliation Act'
1996 shall apply to the proceeding before the Arbitrator.
24.
That, if any dispute arises out of this tender before the agreement is signed, it
shall be subject to the jurisdiction of the Hon'ble Madhya Pradesh High Court,
Jabalpur only. After the execution of the agreement, if any dispute arises, clause
23 of this tender document shall be applicable.
MANAGING DIRECTOR
M.P. TEXTBOOK CORPORATION
BHOPAL
9
FORM-'A' TECHNICAL BID
(To be submitted in envelope A)
To,
The Managing Director
M.P. Textbook Corporation
Bhopal.
Subject :- Technical bid for accounting data entry, general data entry and stenographer.
--In reference to the terms and conditions issued by the M.P. Textbook Corporation
We/I submit our/my offer for the data entry work and/or stenography job for two year.
As required in terms and conditions of the tender document We/I submit the following
documents:
Sr.
Particulars
Clause
Enclosed
No.
of
terms &
Condition
6 (f)
Yes/No.
No.
1.
EMD of Rs. DD. No. ………….
10,000/-
date …………..
Name of Bank ……………..
2.
Work
Name of organization
Period of Number
Experience
service (in operator
in
months)
Last 5 years
&
of 6 (a)
Yes/No
Stenographer
provided
(Please
attach
certified
copies)
3.
IT returns of F.Y. 2012-13
Gross
last 3 year
income
F.Y. 2013-14
6(d)
Yes/No
F.Y. 2014-15
10
Sr.
Particulars
Clause
Enclosed
No.
of
terms &
Condition
6(e)
Yes/No
No.
4.
Certified
copy
of
registration
certificates,
ESI & EPF
5.
PAN
6.
Service Tax No.
certificate
PAN No. ……………
6(e)
Yes/No
6(e)
Yes/No
6(b)
Yes/No
6(g)
Yes/No
……………………
No.
7.
Declaration
that the firm
has not been
blacklisted/
debarred
(Annexure-1)
8.
Declaration
regarding
non of near
relatives(s)
working with
the
Corporation.
Annexure-II
We/I hereby abide by all the terms and conditions of the tenderer document.
Seal & Signature
of the tenderer
11
Declaration
(to be submitted on firms letter head)
(As per clause 6 (b) of the terms and conditions of the tender documents)
I /we hereby declared that our firm has not been debarred/blacklisted by any
department of Govt. of India/Govt. of M.P./ by any other state Govt. /Union Territor
/Board/ Corporation/PSU or other organization or there is no case/cases, including civil
and criminal, are pending against our firm.
Seal and Signature of
Authroized signatory
of bidder firm
12
Annexure-II
Declaration regarding near Relative(s)
(As per clause 6 (g) of the terms and conditions of the tender documents)
I ………………………………………S/o…………………… hereby
declare that none of relative(s) of any owner, authority of the tenderer, for
whom the bid is being submitted and as defined in the Tender document is/are
employed with M.P. Textbook Corporation.
In case at any stage, it is found that the information given by me is
false/incorrect. M.P. Textbook Corporation shall have the absolute right to take
any action as deemed fit/without any prior intimation to me.
I/We hereby declare that the information furnished above is true
and correct.
Place : ……………………… Signature of tenderer/Authorised Signatory ………
Date : ……………………… Name of the Tenderer
…………………………
Seal & Signature of the Tenderer …………………………
Note : The near relative(s) means :
a)
b)
c)
Members of a Hindu Undivided family;
They are husband and wife.
The one is related to the other in manner as father, mother, son(s) & son's
wife (daughter-in-law), Daughter (s) & daughter's husband (son-in-law),
brother (s) and brother's wife, sister(s) and sister's husband (brother-in
law)
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FORM-'B- COMMERCIAL BID
(To be submitted in Envelope 'B)
To,
The Managing Director
M.P. Textbook Corporation
Bhopal
Subject :- Tender for data entry (accounting & general), and stenography job.
Sir,
In reference to the term and conditions of the tender document We/I here by submit
our/my rates for the data entry work & stenography job of M.P. Textbook Corporation for
two years. We/I have read all the terms and conditions & abide by all of then. The successful
tenderer shall pay to the employee minimum wages as per the orders of Labour departments
Gov. of M.P.
We quote our rates as following :Total
E.P.F & ESI Service
Sr.
Head of Services Amount
Service Tax
per
No.
payable
to payable to charges,
payable
to (Rs
month) as
employee's
employee
payable to Govt.
the
(Rs.
per account
tenderer in @ (14.00% on
month) as on @ 18.36% Rs.
per effective form submission
of date of
per month/per
issue date of (Rs.
01.06.2015)
tender 26-5- month)
(Rs.
per tender
person
2015
on (See Note 5)
(only upto month)
(See Note. 2) two
(See Note 1.)
total
of
column
decimal
no.(3+4+5)
place)
(See Note 3) (See Note 4)
(1)
(2)
(3)
(4)
(5)
(6)
(7)
1.
Entry
of 10035
1842
accounts,
inventory on tally
Software
2.
General
data 10035
1842
Entry work
3.
Stenography job
10035
1842
Note :- 1.
Six monthly revision of wages by the labour department shall be accepted.
2
As per increase in value in column no. 3 the same shall be increased
accordingly.
3.
Service charge will remain fixed for Contract period.
4.
Service Tax @ 14% effective from 01.06.2015. Subject to change by Govt.
5
Sum of Column (3+4+5+6)
6.
Bidders can quote for item 12.1, 12.2 and/or 12.3 of terms & Condition.
7.
TDS @ 10% will be deducted on total amount of column no. 7
Seal & Signature
of the tenderer
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