: 1 :
No.10/2013/PF (Trust)
TENDER DOCUMENT
FOR
“FORMATION OF PF TRUST, TRANSFER OF CONTRIBUTIONS FROM EPFO TO TRUST AND RENDERING SERVICES TO THE TRUSTEES FOR MANAGEMENT OF PF TRUST “
Date of Issue: 15.09.2013
Tender Available from : General Manager
ALLAHABAD UP GRAMIN BANK
Head Office,D.M.Colony,
Civil Lines,Banda
From 15.09.2013 to 14.10.2013
Last date of submission: 11.30 Hrs on 14.10.2013
Date of Opening: 1200 Hrs on 14.10.2013
ALLAHABAD UP GRAMIN BANK
(Sponsored by Allahabad Bank )
Administration & Personnel Deptt.
Head Office
D.M. Colony,Civil Lines
Banda(UP)210001.
:2 :
Table of Contents
S.No. / Details / PageSection-I
1. / Notice Inviting Tender / 3
2. / Brief Background / 4
3. / Scope of work / 5-6
4. / Instruction to Bidders / 7-12
Section – II
5. / General (Commercial )Conditions of Contract / 13-20
6. / Special Conditions of Contract / 21
Annexures
I. / Bid Security Form / 22
II. / Technical Bid / 23-25
III. / Financial Bid / 26
IV. / Letter of Authorization / 27
V. / Performance Security Guarantee Bond / 28-29
VI. / Certificate-Non participation of near relatives / 30
: 3 :
Section – I
NOTICE INVITING TENDER
TENDER NO. DATE : 10/2013/PF (Trust), 15.09.2013
DUE DATE OF RECEIPT : 14.10.2013 TIME UPTO 11.30 HOURS.
DATE OF OPENING : 14.10.2013 TIME AT 12.00 HOURS.
ON BEHALF OF General Manager, ALLAHABAD UP GRAMIN BANK, SEALED TENDERS ARE INVITED FOR “ FORMATION OF PF TRUST, TRANSFER OF CONTRIBUTIONS FROM EPFO TO TRUST AND RENDERING SERVICES TO THE TRUSTEES FOR MANAGEMENT OF PF TRUST”
THE INDIAN FIRMS HAVING STRONG NETWORK ON PAN INDIA BASIS & HAVING EXPERIENCE OF CATERING PF RELATED SERVICES ARE ELIGIBLE TO PARTICIPATE IN THE TENDER.
BID SECURITY IN THE FORM OF BANK GUARANTEE WILL BE RS.2,00,000/- (RUPEES TWO LAKH ONLY)
Interested Firms can obtain the tender documents and related terms and conditions from Head office D.M.Colony,Civil Lines Banda. by paying tender document fee of Rs.2000/- (Rupees two Thousand only) non refundable in the form of crossed DD in favour of General Manager, Allahabad UP Gramin Bank, Banda w.e.f. from 15.09.2013 upto 14.10.2013between 11.00 hrs and 13 hrs on all working days or can download from our website In case of downloading of documents the firm shall also furnish a DD of Rs.2000/- .
“Technical Bid ” along with “Financial Bid ” and Bid security in separate sealed covers should be submitted in a single sealed cover to General Manager, Allahabad UP Gramin Bank,Head Office,D.M.Colony,Banda(U.P.) -210001. Bids received after the stipulated date and time will not be entertained under any circumstances.ALLAHABAD UP GRAMIN BANKreserves the right to accept/reject any offer without assigning any reasons whatsoever.
……………………….
: 4 :
1.BRIEF BACKGROUND NATURE OF WORK
Allahabad UP Gramin Bank wasincorporatedon2ndMar,2010 byamalgamation of two RRBs-1. Triveni Kshetriya Gramin Bank 2. Lucknow Kshetriya Gramin Bank through Gazette Notification under RRB Act 1976.out of These two Banks was came in to existence 0n 2nd March 2006 after amalgamation of Chhatrasal Gramin Bank-Orai,Tulsi Gramin Bank-Banda & Vindhyawasini Gramin Bank Mirzapur named as Triveni Kshetriya Gramin Bank.Another Lucknow Kshetriya Gramin Bank was formed by amalgamation of Bhagirath Gramin Bank-Sitapur,Shravasti Gramin Bank-Baharaich & Saryu Gramin Bank-Lakhimpur.
Govt. Of India with 50% Share holding is the major shareholder along with 35% share of Allahabad Bank(Sponsor Bank) and 15 % share of U.P. State.
ThepresentorganisationalstructureoftheBankconsistsofthree tiers viz.,HeadOffice(HO),RegionalOffices(RO)andBranches. HO,consistingofvarious functionaldepartmentsdealswithmainlypolicy formulation, settingoftargetsandmonitoringofperformance. TheBankhassetup 10RegionalOfficestoexerciseimmediatesupervisionandcontrol overthebranchesunder theirjurisdiction.TheBankhasanetworkof563branchesspreadacrossthe11 districts in Uttar Pradesh.
BankhasimplementedCoreBankingSolution-FinaclefromInfosys.Presentlyallthe 563 branchesandROsareconnectedtotheCBS.TheDataCenteroftheBankand theCBS Project Office of theBankare situated inLucknow,Uttar Pradesh Our Bank is 2ndlargest Regional Rural Bank in Uttar Pradesh having its Head Office at D.M.Colony,Civil Lines,Banda-210001. It has around 2500 employees covered under the EPFO,. Allahabad UP Gramin Bank intends to Formation of Allahabad UP Gramin Bank’s Provident Fund for their on roll employees ( hereinafter referred to as PF Trust), Transfer of previous contributions from EPFO to Trust and rendering services to the Trustees for management of PF trust on turn key basis”.
Sealed bids are therefore, invited under two bid systems (Technical Bid &
Financial Bid) in the prescribed formats enclosed with the bid document.
: 5 :
2. SCOPE OF WORK –
(A) Formation of PF Trust –
Phase I- Framing of Trust Deed, Framing of Trust Rules, Formation of
PF Trust of ALLAHABAD UP GRAMIN BANK, permission of respective EPFO’s , framing of guidelines for investment, obtain Income Tax approval, obtain exemption from EPFO and obtain any other clearance/approval of any authority, as required.
Phase II - Designing the system for keeping Individual record, designing
the Accounting System for keeping Fund Account, designing the system
to monitor investment so as to optimize the yield of the fund, designing
the system for granting withdrawal/settlement of claim, designing the
system for Management Information Services. Testing, Commissioning &
Implementation of the Scheme in ALLAHABAD UP GRAMIN BANK.
Phase III - Transfer of contributions from EPFO to TRUST
(a) Reconciliation of monthly due
–deposit with therespective EPFO’s of previous periods , throughout the country
( b) Issuance of PF slips from EPFO.
(c ) Transfer of EPF Deposits to the newly formed PF Trust a/c with
complete details.
(B) After successful commissioning of Phase I & Phase II and
implementation of the scheme the consultant will render
below mentioned services to the trustees for Management of PF
Trust, EPS 95 & EDLI(For 12 months)
(a) Preparation and submission of respective challans / statutory returns
under EPF & MP Act 1952 and Income Tax Act 1961 such as Form
4PS, 5PS, 6PS, 7PS, 8PS etc. monthly /annually.
: 6 :
(b) Maintenance of database of all the eligible employees along with
theirnominees with all relevant details such as bank details,
children’s dateof birth details, nominees identification details,
contact details as required under EPF & MP Act 1952.
(c) Allotment of PF numbers to employees & maintenance of
subscriber’s account
(d) (i) File claims with EPFO for the employees who attain
supernnuation/retirement from service on monthly basis and
ensure to include all necessary details in claims.
(ii) On death/resignation of a member, service the claim for his
widow /children/nominees/self.
(iii) The transfer of Accounts from ALLAHABAD UP GRAMIN BANKto other organizations in
the event of an employee leaving ALLAHABAD UP GRAMIN BANKand joining such organization which are covered by EPF & MP Act 1952.
(iv) Ensure time bound claim, processing & sanction of claims
under EPF & MP Act 1952 at respective EPFOs.
(v) Collection of PPO/PPA details from concerned EPFOs with
reference number and compilation and maintenance of PPO
generated database.
(e) Investment of the funds as per the Govt. of India Guidelines
with the objective of optimizing the Yield of the fund in the PF
Trust.
(f) Designing of format of periodical reports to be generated for
monitoring investments for statutory/ Management purpose.
(g) Designing a market intelligence system to keep track of
investment opportunities as per Govt. Guidelines.
(h) Interest collection and redemption of investments.
(i) Reconciliation of monthly contribution with monthly/yearly
data.
(j)Identifying the no. of staff required at H.O.Regional Office level &training them for the maintenance of PF trust .
C. Any other work with regard to A& B above.
: 7 :
3. Instructions to Bidders
- ELIGIBILITY CRITERIA-
1.1 The Firm must be an Indian Firm.
1.2 Firm must have tested web enabled PF Administrative Software &
Team to support the software.
1.3 Firm should have strong network and adequate infrastructure,
experienced manpower on PAN India basis (having offices in Uttar Pradesh)to take up works of ALLAHABAD UP GRAMIN BANKin most expeditious manner.
Declaration of professional firm in this regard should be
attached.
1.4Firm must be in existence since last 10 years in the profession.
1.5 Firm’s average turnover during last three years must be at least 3
crore and out of this 25% should be from PF domain.
1.6 Firm must have catered PF related services to at least ten clients
out of which five should be PSUs over the last five years. They
should have catered to at least one PSU having over 5,000
employees.
1.7 Clientele claim by the firm must be supported by necessary
certificates.
2. Bid Document
2.1 Bid document includes
a) Notice inviting Tender
b) Instruction to bidders
c) General (Commercial ) conditions of the contract.
d) Special conditions of contract if any
e) Technical Bid & Financial Bid
f) Annexure –I to VI.
: 8 :
2.2 The bidder is expected to examine all instructions, forms,
Terms etc. in the Bid Documents. Failure to furnish all the
information required as per Bid Documents or submission of
the bids not substantially responsive to the Bid Documents
in every respect will be at the bidder’s risk and may result
in rejection of the Bid.
2.3 A prospective bidder requiring any clarification on the Bid
document shall notify ALLAHABAD UP GRAMIN BANKin writing. ALLAHABAD UP GRAMIN BANKshall respond
in writing to any request for the clarification of bid
document, which it receives not later than 5 days prior to
the date of opening of Tender.
2.4Any clarification issued by ALLAHABAD UP GRAMIN BANKin response to query raised by prospective bidders shall form an integral of bid documents and it may amount to an amendment of relevant clauses of the bid documents.
3. AMENDMENT TO BID DOCUMENT
3.1 At any time, prior to the date of submission of bid, ALLAHABAD UP GRAMIN BANK may, for any reason whether at its own initiative or in response to a clarification required by a prospective bidder, modify the bid documents by amendments.
3.2 The amendments will be uploaded on ALLAHABAD UP GRAMIN BANKwebsite andshall also be notified in writing to all prospective bidders onthe address given at the time of purchase of the BidDocument and these amendments will be binding on them.
4. FINANCIAL BID
4.1 The bidders are advised to understand the magnitude of the
job involved before submitting their bids. The bidder shall
quote the composite price inclusive of all services, taxes
(excluding service tax) etc. for all the items given in the
financial bid. Service tax if levied will be paid by ALLAHABAD UP GRAMIN BANKas per
actuals based on CENVAT-able invoice submitted by the
bidder.
: 9 :
4.2The bidder should quote for all the items listed in
Annexure III failing which the bid shall be treated
as Non Responsive and liable to be rejected.
4.3 The price quoted by the bidder shall remain fixed during the
entire period of contract and shall not be subject to
variation on any account. A bid submitted with an
adjustable price quotation will be treated as non-responsive
and rejected.
5. BID SECURITY
5.1 The bidder shall furnish, as part of his bid, a bid security for
an amount of Rs.1,00,000 (Rupees one lakh) only
5.2The bid security shall be in form of a bank guarantee issued
by a scheduled bank in favour of Allahabad UP Gramin Bank and shall remain valid for a period of 150 days from the date of tender opening.
5.3A bid not secured in accordance with para 5.1 shall be rejected by the Allahabad UP Gramin Bank as non-responsive at the bid opening stage and returned to the bidder unopened.
5.4The bid security of the unsuccessful bidder will be discharged/ returned as promptly as possible but not later than 30 days after the expiry of the period of the bid validity prescribed by the Allahabad UP Gramin Bank pursuant to clause 11.
5.5The bid security may be forfeited:
a) If the bidder withdraws his bid during the period
of bid validity specified by the bidder in the Bid
form, OR
: 10 :
b) In the case of successful bidder, if the bidder
i) Fails to sign the contract in accordance with
clause 9 of “INSTRUCTION TO BIDDERS” OR
ii) Fails to furnish performance security in
accordance with clause 2 of “General Conditions
of Contract” OR
iii) Fails or refuses to honour his own quoted price.
c) In both the above cases i.e. 5.5 (a) & (b) the bidder
will not be eligible to participate in the tender for one
year from the date of issue of Letter of intent. The
bidder will not approach the court against the decision
of Allahabad UP Gramin Bank in this regard.
6) SUBMISSION & EVALUATION OF BIDS
6.1 The tender shall be submitted in a sealed envelope
superscribed with “Tender No 7-1/2008-09/PF
(Trust).”This mainenvelope will contain three
envelopes as under.
Envelope 1:
This will contain the BID SECURITY in the form of Annexure
I “BID SECURITY Tender No10/2013/PF (Trust) Part 1” shall be superscribed on the sealed envelope.
Envelope 2:
This will contain the Technical Bid in prescribed Performa of
Annexure –II in sealed cover, superscribed with “Part –II
Technical Bid of Tender No10/2013/PF(Trust) ” This
will be opened only after opening of Part -1 and satisfactory
submission of BID SECURITY.
: 11:
Envelope 3:
This will contain the financial bid in prescribed format at
Annexure III in sealed cover superscribed with “part –III price
BID of tender No10/2013/PF (Trust)” This part will be
opened after evaluation of part –II technical BID for such bidders
who fulfill the prescribed eligibility criteria. The authorized
representative of the bidders can be present on date and time
of opening.
6.2 The bids should be submitted duly sealed and addressed to
General Manager, Allahabad UP Gramin Bank-Head Office,D.M.Colony-Civil Lines,Banda-210001 and sent by Registered post or delivered in person so as to reach the office on or before 1130 hrs of due date on the above mentioned address. The responsibility of ensuring that the tenders are delivered in time would vest with the bidder.
6.3 Any bid received after the dead line for submission of bids
shall be rejected and returned to the bidder unopened.
7. BID OPENING
Allahabad UP Gramin Bank shall open bids in the presenceof bidders or their authorized representative who wish to be present at the time of opening of bids on due date. Authorization letter to this effect shall be submitted by the bidder before they are allowed to participate in bid opening (format is given in Annexure –IV)
8. AWARD OF CONTRACT
8.1 ALLAHABAD UP GRAMIN BANKshall consider placement of letter of intent to those bidders whose offers have been found technically, commercially acceptable and having lowest financial bid. The bidder shall within 10 days of issue of letter of intent, give his acceptance along with performance security in conformity with Annexure V of the bid document and sign the contract as per clause 9 within 20 days.
:12 :
9. SIGNING OF AGREEMENT
Signing of Agreement shall construe the award of contract to the successful bidder.
10. ANNULMENT OF AWARD
Failure of the successful bidder to comply with the requirement of
clause 9 shall constitute sufficient ground for the annulment of the
award and forfeiture of the Bid security in which event Allahabad UP Gramin Bank may make the award to any other bidder at the discretion of Allahabad UP Gramin Bank or call for new bids.
11. PERIOD OF VALIDITY OF BIDS
11.1 The bid shall remain valid for 150 days after the date of
opening of bids. A bid valid for a shorter period shall be
rejected by Allahabad UP Gramin Bank as non responsive.
11.2 A bidder accepting the request of Allahabad UP Gramin Bank for an extension to the period of bid validity, in exceptional circumstances, will not be permitted to modify his bid.
: 13 :
Section II
I. GENERAL (COMMERCIAL) CONDITIONS OF CONTRACT
- APPLICATION
Submission of bid against this offer shall bind the bidder for the
acceptance of all the conditions specified herein or in NIT unless
otherwise agreed by Allahabad UP Gramin Bank.
- PERFORMANCE SECURITY
2.1 The successful bidder shall be required to deposit an
amount equal to 5% of the amount quoted at 3 (c)
in financial bid within 10 days of issue of letter of intent.
2.2 Performance Security shall be submitted for a period of 2
(two) years in the form of Bank Guarantee as given in
Annexure V.
2.3 Performance Security will be discharged after completion
of contractor’s performance obligations under the Contract.
2.4 If the contractor fails or neglects any of his obligations
under the contract it shall be lawful for Allahabad UP Gramin Bank to forfeit either whole or any part of performance security furnished by the bidder as penalty for such failure.
3. EXECUTION TIME LIMIT
Execution time limit is as follows:
3.1 Formation of PF Trust (see scope of work clause 2A)
Phase I - 2 to 3months (from the date of signing
of agreement)
Phase II - 6 months (from the date of signing of
agreement)
Phase III - 18 months (from the date of signing of
agreement)
: 14 :
3.2Providing services to the Trustees for Management
of PF–(See scope of work clause 2B)
For 12 months after Completion of Phase II or from the
date on which firstcontributions for the PF trust are
received ( if it is later)
The time period as stipulated in the contract or letter of
intent shall be deemed to be essence of the contract.
4. PAYMENT TERMS
4.1 A
Fees shall be payable on satisfactory performance of the
assignment. This compensation will hold valid for the every
activity enumerated below.
The payment for Part A of scope of work will be made as
follows:
(i) 15% payable after completion of Phase I.
(ii)15% payable after completion of Phase II.
(iii)15% payable after completion of 25% of work of Phase III
(iv)15% payable after completion of 50% of work of Phase III
(v) 15% payable after completion of 75% of work of Phase III
(vi)25% payable after completion of 100 % of work of
Phase III. For Phase III completion of work criteria will
be theno. of employees whose EPF deposits are
transferred to the PF Trust.
B
The payment for part B of scope of work will be made as
follows:
(i) 5% of the Amount quoted will be paid every month for
first 4 months.
(ii) 8% of the Amount quoted will be paid every month for
next 7 months.
(iii) Balance 24 % of the Amount after the 12th month on
successful completion of complete work including
transfer of total EPF amount from EPFO to PF Trust in
respect of all beneficiaries
: 15 :
The above amount will be paid at the end of every month on successful completion of the work.
4.2After the work has been completed the bill for the work
in duplicate prepared on the basis of the accepted rates
will have to be submitted in favour of Allahabad UP Gramin Bank, Banda- 210001 for effecting payment together with Specimen of the work (ii) other documents in support of the
services charged for in the bill.
4.3 The payment will be released through crossed cheque /EFT
against bills and Income Tax and other taxes, if any, shall be
deducted against bill submitted.
5. LIQUIDATED DAMAGES
Should the Contractor/Agency fail to perform the obligation in