BHARAT PETROLEUM CORPORATION LTD.

I&C HQ, DGS&D North

28-A, ECE HOUSE, K.G. MARG, CANNAUGHT PLACE, Delhi - 110001

Phone Nos. 011 -23711549/23316307

TENDER NO: 01/DGS&D/2018 New Delhi dtd. 07.08.2018

Last date for submission: 28.08.18

at 1400 HRS (IST)

TENDER FOR ENGAGEMENT/HIRING OF CHARTERED ACCOUNTANT

FIRM FOR BILLING OF DGS&D SECTION

Session 2018 & 19

CONTENT : TECHNO–COMMERCIAL BID

(LIMITED TENDER- SINGLE BID SYSTEM)

No. DESCRIPTION

1 Notice Inviting Tender (NIT)

2 Instructions for filling and submitting Tender

3 Tenderer’s covering letter

4 Particulars of Tenderer

5 General terms and conditions Annexure 1

6 Scope of Work Annexure 2

7 Financial Bid Annexure 3

NOTICE INVITING TENDER (NIT)

E-Tenders are invited at BPCL E-procurement website https://bpcleproc.in as per the following

details.

1 Tender Ref. No. No. 01/DGS&D/2018 New Delhi dtd. 07.08.2018

(CRFQ NO : 1000312265)

2 Name of work TENDER FOR ENGAGEMENT/HIRING OF

CHARTERED ACCOUNTANT FIRM FOR BILLING OF

DGS&D SECTION

3 Tender documents can be downloaded from BPCL e-procurement website (https://bpcleproc.in)

(https://bpcleproc.in)

a) Starts on 16.08.18 at 14:00 hours IST

b) Closes on 28.08.18 at 14:00 hours IST

4 Due date and time of online line Bid Submission at BPCL e-procurement website (https://bpcleproc.in)

28.08.18 at 14:00 hours IST

5 e- Tender Opening - Online at https://bpcleproc.in

28.08.18 at 15:00 hours IST

6 Contract period One year from the date of commencement of Job and extendable by one more year at the sole discretion of BPCL

7 Tender publishing office MANAGER (FINANCE), I & C-NR, BPCL, ECE HOUSE,

K.G.MARG,NEW DELHI - 110001

Phone Nos. 011 -

23711549/23316307/9560534999

8 Contact Person:

(For all other clarifications / details regarding this tender)

Mr. Naresh Kr. Sharma

I & C-NR, BPCL, ECE HOUSE, K.G.MARG, NEW DELHI

– 110001. Phone Nos. 011 -

23711549/23316307/9560534999

INSTRUCTIONS FOR FILLING & SUBMITTING TENDER

As a pre-requisite for participation in the tender, tenderers are required to obtain a valid Digital

Signature Certificate of Class IIB and above as per Indian IT Act from the licensed Certifying

Authorities operation under the Root Certifying Authority of India (RCIA) Controller of Certifying

Authorities (CCA). The cost of obtaining such Digital Signature Certificate shall be borne by the

tenderer. In case any tenderer so desires, he may contact our e-procurement service provider - M/s.

E-Procurement Technologies Ltd (ETL) Mumbai (contact details given on https://bpcleproc.in under

contact us section). Also Mr. Anjani (anjani@abcprocure.com, 8826712566, 0120-2474951 from ETL)

at BPCL Regional office Noida can be contacted for any assistance during the EOI submission process.

The offer to be uploaded online on our e-Tender Portal(https://bpcleproc.in). Digitally signed

quotations are invited from limited bidders registered with BPCL for the subject item as per the

enclosed Tender Documents. Bidders are requested to submit/ upload their PRICE BID with all

required documents through BPCL e-procurement website https://bpcleproc.in maintained by M/s.

E-Procurement Technologies Ltd (ETL), our authorised Service Provider for E-tendering.

Upon logging in to the e-procurement website, bidders can download the bid documents and should

thoroughly go through the same. All documents required for the bid, shall be uploaded on the

appropriate place in the E-Procurement website. (All documents to be signed & stamped on all pages

& uploaded).

All the bids shall be evaluated from the inputs made by the bidders on the Procurement portal. Hard

copies of the bids shall not be submitted to the office, since hard copies shall not be considered for

evaluation. The offer will be evaluated Electronically & Bidder have to quote professional fees on

lumpsum per month basis.

The quoted rates shall be exclusive of all applicable taxes and duties including GST. GST as applicable

for the job will have to be quoted separately and shall be paid to the contractor /paid by BPCL to the

Department as required under statute. The Tenderer shall clearly indicate their GST Registration

number in the “Particular of Tenderer “attached with the Bid documents. The bidder has to enclose

the copy of the GST registration certificate issued by the concerned authorities. The bidder while

submitting the offer if indicates that he has applied for GST registration, the quoted value will be

loaded with the GST rate applicable for the job and the bid will be evaluated accordingly.

TENDERER’S COVERING LETTER

FROM: DT:

M/s.________________________

(Name and address of the Tenderer)

To,

The Manager (Finance), I & C – NR, BPCL, ECE House, K.G.Marg, New Delhi - 110001

Dear Sir,

SUB: - TENDER FOR ENGAGEMENT/HIRING OF CHARTERED ACCOUNTANT FIRM FOR

BILLING OF DGS&D SECTION (Tender No. 01/DGS&D/2018 New Delhi dated 14.08.18)

With reference to your subject tender, we confirm having carefully read, studied and understood

various conditions/documents supplied with tender and uploaded following documents on your e-

procurement website duly signed and stamped for having accepted in full. We also submit our Price

Bid online through e-procurement site.

Tick “Yes”-For document enclosed

Tick “No” –For document not enclosed

No Enclosures Yes /No

1 Notice Inviting Tender (NIT)

2 Particulars of Tenderers

3 Acceptance of General Terms and conditions by way of signing each page of

the same

4 Acceptance of Scope of work duly signed as a token of acceptance

5 Copy of PAN Card

6 Copy of GST Registration Certificate

Thanking you,

Yours faithfully,

Signature:____________________

PLACE: Full Name :__________________________

DATE: (Signed as Proprietor/Partner/Director)

PARTICULARS OF TENDERER

1 Name of the Firm of Tenderer

2 Regd. Office address of the Tenderer

3 Phone No. (With STD code)

4 E-Mail address

5 Status of the Tenderer (Individual, Proprietor, Partnership, Limited Company, Co-operative Society, Others-pls. specify)

6 GST No. (Copy attached)

7 PAN No. ( Copy attached)

8 No. Of Partners & Paid CAs

9 No. of other Staff

10 PAST EXPERIENCE OF SIMILAR NATURE OF JOB HANDLED FOR LAST 3 YEARS or LIST OF MAJOR CLIENTS:

Signature : _____________________

Name of person signing : _____________________

Tenderer’s Name : _____________________

Date: Firm’s Seal : _____________________

Annexure 1

No.01/DGS&D/2018 New Delhi Date:

Closing Date & Time:

General Terms and Conditions

1. Party to submit the on–line bid through E–procurement website (https://bpcleproc.in)

on or before due date and time i.e. _______________

2. The BPCL reserve the right to accept or reject any application without assigning any

reason whatsoever.

3. Selection of CAs would depend upon their competence and work allotment would

depend upon BPCL preferences.

4. The whole process of tendering can be cancelled without giving any prior notice or

information by the competent authority of BPCL.

5. Any undue influence of any type may disqualify the bidder and the bid will be out

rightly rejected.

6. The professional fees shall be quoted as lump-sum per month exclusive of all taxes

(GST etc) as applicable from time to time. The rates invited will be inclusive of

travelling expenses, communication expenses and all other out of pocket expenditure

relating to said assignment.

7. Fees will be paid on monthly basis on submission of invoice. The invoice shall be

prepared in 2 copies. The professional fees shall be paid within 15 days from the

receipt of the bill.

8. This contract will remain valid for period of one year with provision of annual renewal

(maximum for 01 year), subject to satisfactory performance and approval of the

competent authority on the same terms & conditions of original bidding document.

9. The firm has to provide two resources for carrying out jobs mentioned in the

Annexure – 2 throughout the period of agreement as per tender terms. Failure to do

so, or in case the work carried out is not satisfactory levels and not upto the mark, the

same shall be carried out by the employing another CA firm, additional cost, if any,

incurred shall be recovered from the successful bidder.

10. Both the persons deployed should be suitably qualified with proficiency in computers

(MS Office, MS Word, MS Excel) etc. BPCL will pay professional fee for the job to the

firm which will take care of payment to the manpower provided.

11. All statutory dues/payments to these individuals have to be made by the firm.

12. Working days will be from Monday to Saturday. BPCL timings will be applicable to

them. However, the resources are required to stretch beyond office hours for

completion of the job in hand.

13. Any dispute or difference of any nature whatsoever, any claim, cross claim, counter

claim or set off of BPCL, against BPCL or regarding any right, liability, act, omission or

account of any of the parties hereto arising out of in relation to this tender shall be

referred to the Sole arbitration of Director (Marketing), BPCL or to some officer of

BPCL who may be nominated by the said Director (Mktg.)

14. Successful firm shall have to execute MOU/Agreement with the BPCL on format

prepared by BPCL, at the time of assigning the work.

15. The firm would undertake the DGS&D billing assignment in the capacity of

Management Consultant with full integrity and keep in confidence all information,

knowledge; data etc. obtained by you during the course of action and the same would

be property of BPCL and will not disclose the same to any agency/organization/media

etc.

16. The CA Firm, their partners and personnel shall not disclose any proprietary or

confidential information relating to the assignment, the services or the information of

the Offices of the BPCL without prior written consent of the competent authority.

17. All reports and other documents submitted by the CA Firm shall become and remain

the property of the BPCL and the CA Firm shall on termination or expiration of the

assignment, deliver all such documents and reports to the competent authority of

BPCL together with the inventory thereof except those retained as their working

papers.

18. During the work necessary records, space and infrastructure i.e. Computer System,

table etc. will be provided.

19. The competent authority of BPCL shall issue all necessary instructions to concerned

authorities and officers for successful and timely completion of this assignment.

Penalties:

In the event of gross negligence, irregularity, laxity or misconduct on the part of the

CA firms personnel, the contract may be terminated and the CA firm may get black

listed at the discretion of the competent authority of BPCL, which shall be

communicated to all the Government Departments and the Institute of Chartered

Accountants of India for debarring such firm from any assignment of any Government

work.

The violation of any of the terms will invoke penalty as decided by the competent

authority of BPCL. It will be the responsibility of the CA firm to complete the

activity/assignment with full knowledge and experience of the work with proper care

and time. Failure to do so leading to either undue delay or laxity or failure or incorrect

report will make the CA Firm liable for being removed from the contract by the

competent authority of BPCL after issuing the notice of one month and/or disciplinary

action. The decision of the competent authority of BPCL shall be final in this respect.

Annexure 2

No.01/DGS&D/2018 New Delhi Date:

Closing Date & Time:

Scope of work

Successful bidder/Firm would be required to carry out following work/assignments:

1. Sorting of invoices – Consignee-wise and keep control of all invoices physically. 2. Preparation of consolidated invoices – in system/manual for submission to paying

authorities. (Army, Railways – NR/ NWR/NCR/NER/WCR, Air Force, Navy, Coast Guard BSF, CRPF & other Para Military Forces)

3. Checking of invoices for accuracy of all pricing conditions w.r.t. Basic rate, Delivery charges/ GST/VAT/Surcharge/ Discount etc. & ensure documents are complete in all respect as per requirement of respective paying authority so as to ensure NIL defective invoices.

4. Updation of excel controlling sheets with BR No. / Payment received/ Defective invoices/ Z-loss / remarks and filing of office copy of invoices & related papers and any other activity.

5. Submission of invoices with paying authorities on daily basis, and any other paying authority that may arise in the future, as mentioned below: Army PCDA, G- Block, Krishna Menon Marg, New Delhi Railway – NR FA&CO, Northern Railway, Baroda House, New Delhi Railway –NWR FA&CO, North Western Railway, Jaipur Railway- NCR FA&CO, North Central Railway, Allahabad Railway – NER FA&CO, North Eastern Railway, Gorakhpur Railway – WCR FA&CO, West Central Railway, Jabalpur Air Force R. K. Purum, West Block, New Delhi CRPF Commandant (POL), CGO Complex, Lodhi Road, New Delhi BSF Commandant (POL), East Block, R. K. Puram, New Delhi Para Military Forces PAD office of respective consignee situated at New Delhi

6. Collection of payment advice from the office of respective paying authorities. 7. There should be no accumulation of invoices received from locations and the same

should be submitted on daily basis with respective paying authorities without fail. 8. Preparation of MIS relating to DGS&D activities. 9. Monitoring of Customer Accounts and doing related reconciliation activities. 10. Any other documentary/ transaction relating to DGS&D as per laid-down process.

Annexure 3

No.01/DGS&D/2018 New Delhi Date:

Closing Date & Time:

Financial Bid

Proforma for the financial bid to be submitted on the firm’s letter head

A) With reference to tender for engagement the services of a C.A firm FOR BILLING OF

DGS&D SECTION. The professional fees for the said tender would be Rs.

___________________________per month. The rates invited will also be inclusive of

travelling expenses, communication expenses and all other out of pocket expenditure

related to said assignment but exclusive of all taxes (GST etc) as applicable from time

to time.

B) SELF DECLARATION FROM THE CHARTERED ACCOUNTANT FIRM

1. No. of Partners & Paid CA

2. No. of other Staff

3. Turnover for the year 2017-18 in Lacs

4. Year of Experience

Date: - Authorized Signature

Company seal