Supply of Tax Forms

SPECIFICATIONS

FOR

SUPPLY OF TAX FORMS

Table of Contents

1.0General Terms and Conditions

1.1Format of Response

1.2Late Submissions

1.3Amendment of Specifications

1.4Applicants to Inform Themselves

1.5Bidder’s Risk

1.6Selection of Preferred Applicant

1.7Conduct of Applicants

1.8Currency

1.9Corporate Information

1.10Qualifications and Capability

1.11Mergers, Acquisitions, Sales of Applicant

1.12Inquiries

2.0Technical Specifications

2.1Bidding Options

2.2Scope

Section A – Total Quantity

Section B – Delivery Location Schedule

Section C – Delivery Timing Schedule

Section D – Forms Specification

2.3Printing and Monitoring Specifications

The following are excerpts and addendums from the advertisement for Fiji Revenue and Customs Authority as it originally appeared in the local media and should be used as the basis to submit your proposals:

1.0General Terms and Conditions

Following general terms and conditions will apply.

1.1Format of Response

Each bidder must provide a formal letter of transmittal that must:

Be signed by an authorized representative of the organization and must state that the signing official is authorized to legally bind the organization;
Include the names, titles, office addresses and office telephone numbers of the persons authorized by the organization to conduct negotiations on the Proposal, including their expected roles in negotiations; and
Provide a contact name, address, facsimile number and email address which Fiji Revenue and Customs Authority will use in serving notices to the bidder.

1.2Late Submissions

Submissions received within five minutes of the closing time will be accepted. Five minutes is allowed as variation for any timing difference.

1.3Amendment of Specifications

FRCA at their sole discretion, may vary, add to, or amend the terms of this Tender including the nature and/or scope of services required and any other subject matter to which this Tender relates.

1.4Applicants to Inform Themselves

Each applicant should:

Examine this Specifications Document; and any documents referred to within; and any other information made available by FRCA to the applicants;
Obtain any further information about the facts, risks and other circumstances relevant to the Tender by making all lawful inquiries;
Ensure that the Tendersubmission, and all information on which its proposal is based, is true, accurate and complete.

By submitting their proposal, applicants will be deemed to have:

Examined the specifications and any other information made available in writing by FRCA to the applicants.
Examined all information relevant to the risks, contingencies, and other circumstances having an effect on their proposal and which is obtainable by the making of reasonable inquiries.

1.5Bidder’s Risk

FRCA accepts no responsibility, liability, or obligation whatsoever for costs incurred by or on behalf of any bidder in connection with the Tender or any participation in the Tenderprocess.

1.6Selection of Preferred Applicant

No proposal will necessarily be selected by FRCA as the preferred solution/s. The FRCA Evaluation Committee may decide not to accept any proposal or reject all proposals at any time. FRCA reserves the right to cancel this Tender and pursue an alternative course of action at any time.

Selection of Preferred Applicants/s will not be acceptance of the proposal and no binding relationship will exist between the preferred applicants/s and FRCA until a written agreement acceptable by FRCA is executed by an authorized officer of FRCA and the successful applicants/s.

1.7Conduct of Applicants

Conduct of Applicants or any of their consortium members, may affect the outcome of their Tender responses, including non-consideration of the proposal. Applicants warrant to FRCA that they (and their consortium members) have not and will not engage in any of the following activities in relation to this Tender process:

Lobbying of or discussions with any politician or political groups during this Tender process;
Attempts to contact or discuss the Tender process with officers, any member or staff or contractor currently working in FRCA or any agent of this Department; Exception to Evaluation Committee members.
Provision of gifts or future promise of gifts of any sort to the previously mentioned personnel;
Accepting or providing secret commissions;
Seeking to influence any decisions of FRCA by an improper means; or otherwise acting in bad faith, fraudulently or improperly.

1.8Currency

All currency in the proposal shall be quoted in Fiji Dollars and prices shall be VAT Inclusive.

1.9Corporate Information

Each applicant must provide the following information:

Details of the corporate and ownership structure, including identification of any holding company or companies and parent companies;
Profiles of the company and any parent entity. If the company is a subsidiary, the applicant must provide full details of the legal and financial relationship between the subsidiary and parent. The names of all directors and officers of the company;
A full description of current operations of the company including the audited financial statement for the last year;
A copy of the company’s Certificate of Incorporation;
Confirmation that the company has the capacity to bid for the Services and that there is no restriction under any relevant law to prevent it from bidding;
Provision of details of any legal proceedings that are being done against the company.

1.10Qualifications and Capability

Each Applicant must:

Be Tax& FNPF compliant. Tax Identification Number (TIN) must be quoted in the proposal. Bidders must obtain a Tax Compliance Certificate & FNPF Compliance Certificate from the respective institutions.
Be able to demonstrate that it will be able to meet its financial obligations under this Tender.

1.11Mergers, Acquisitions, Sales of Applicant

Where such information is publicly accessible, the Applicant must indicate whether any mergers, acquisitions or sales are planned presently or during the year following the submission of the proposal.

1.12Inquiries

All questions and inquiries regarding the Tender are to be made in writing via email or official letter.
All questions and inquiries will be responded to in writing by email.
Verbal responses will not have any binding on either party.

2.0Technical Specifications

2.1Bidding Options

Bidders may bid for any one of the categories tabled below. Bidders must submit costs for all forms within the specific category.

The tender will be awarded per category therefore it is in the bidder’s interest to prepare a full costing for each category.

2.2Scope

SECTION / SCHEDULE / SUMMARY
A / QUANTITY / ALL types of tax forms and booklets (Refer to 2.2)
B / DELIVERY LOCATIONS / TO BE DELIVERED TO SUVA ONLY
(Refer Schedule for Details)
C / DELIVERY TIMING / STAGGERED TIMING OF DELIVERY-FROM LATE NOVEMBER 2014
(See Schedule for details)
D / FORMS SPECIFICATIONS / DETAILS OF EACH FORM ATTACHED
A DUMMY OF EACH FORM IN VISIO IS AVAILABLE

Section A – Total Quantity

FORM CODE / CATEGORY 1 – RETURN FORMS / QUANTITY
IRS 200
IRS201 / Salary & Wages Return - Form S
Instructions / 2000
1000
IRS 202
IRS 203 / Business Return - Form B
Instructions / 10000
1000
CATEGORY 2 – VAT FORMS (0)
CATEGORY 3 – PAYE FORMS
IRS454
IRS 455
IRS 403
IRS 404 / Contractors Provisional Tax Certificate
Instructions
15% Contractors Provisional Tax Annual Summary
Instructions / 1000
200
200
200
IRS 510 / FBT Return Form / Website
IRS458A / New Employee Declaration / Website
IRS 350 / Remittance Advice slip / 5000(12pages in a booklet)
CATEGORY 4 – APPLICATION FORMS
IRS 500 / Applications for Tax Clearance for Individuals / 2,000
IRS 502 / Application for Tax Clearance for Companies and other non-individuals / 1,000
IRS 600 / Application for Certificate of Exemption for Resident Interest Withholding Tax (RIWT) / 1,000
IRS 001 / Application for Registration of Salary/Wage Earners or Sole trader Business / 30,000
IRS 003 / Applications for New or Changes to Registration of Companies, Partnerships, Trusts or Estate / 1,000
F7 / Tourist’s Application for Value Added Tax Refund / 60,000
100x600 Booklets
F8 / Tourist VAT Refund Scheme payment Voucher / 30,000
100 *300Booklet
IRS 354 / Cashier Receipts / 150,000
(A4 -50000)
(A5 – 100000)
IRS 700
IRS 701 / Assessment for Nil and Refund cases
Assessment Payable cases / 200,000
100,000
(A4 Perforated-100000)

Section B – Delivery Location Schedule

Form # / Suva / Total
IRS 001 / 30,000 / 30,000
IRS 003 / 1,000 / 1,000
IRS 600 / 1,000 / 1,000
IRS 500 / 2,000 / 2,000
IRS 502 / 1,000 / 1,000
IRS 700 / 200,000 / 200,000
IRS 701 / 100,000 / 100,000
Cashier Receipts / 150,000 / 150,000
F7 / 60,000 / 60,000
F8 / 30,000 / 30,000
All Other Forms / Suva

Section C – Delivery Timing Schedule

FORM # / FORM NAME / 15 DEC / 30DEC / 15 JAN / TOTAL
IRS 200/201 / Return Forms & Instructions / 2,000 / 0 / 2,000
IRS 202 / Return forms / 0 / 10,000 / 10,000
All Other Forms / 0 / 100%

Section D – Forms Specification

Specifications may change slightly. The successful bidder will be notified prior to final print. Common specifications include:

All forms are A4 size (210 x 297 mm), or A3 folded into A4
All forms to be printed on 80gsm paper.
All forms to carry FRCA logo

FORM # / No. of PAGES
IRS 001 / 2
IRS 201 / 4
IRS 202 / 6
IRS 203 / 4
IRS403 / 1
IRS 404 / 2
IRS 600 / 1

2.3Printing and Monitoring Specifications

A FRCA staff member will be on the printer’s premises during printing, for quality control monitoring.

All forms are to be delivered to the FRCA Suva Office of Building 1 Ground Floor, on the delivery dates mentioned in 2.5 above.

Should you need further clarification, please contact Apakuki Delai on Tel: 3243503 before printing any form.

Note: The PAYE standard envelopes are as follows:

Standard A4 size envelopes
White window envelope & brown closed envelopes (Size: 23.5cm by 12cm)

Apart from the general information referred to in other parts of this document, bidders are required to submit the following additional details;

Cost of items according to forms specifications
Sample of forms
List of entities or organizations that have been supplied with forms printed by your company

Bidders are to submit 2 hard copies of their tender submission.