Formation of Pf Trust, Transfer of Contributions from Epfo to Trust and Rendering Services

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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.

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Table of Contents

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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.

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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.

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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.

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(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.

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3. Instructions to Bidders

1. 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.

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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.

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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

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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.

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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.

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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.

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Section II

I. GENERAL (COMMERCIAL) CONDITIONS OF CONTRACT

1. 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.

1. 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)

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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

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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