REQUEST FOR PROPOSAL (RFP) ­

1. Gujarat Livelihood Promotion Company Limited (GLPC) , Gujarat, seeks to invite Proposal from the CA firms for the various scope of work mentioned as under for the financial year 2013-14 of State H. 0, All 26 Districts and All block level office.

2. The details about the background of the company, the scope to be covered in the scope of work, terms of reference, and the eligibility criteria for selection of the C. A. firms are given in the following paragraphs.

TERMS OF REFERENCE

Financial Management, Procurement and Technical Support Consultant

Background

The Government of Gujarat (GOG) , through the Gujarat Livelihoods Promotion Company (GLPC) is spearheading the implementation of the World Bank assisted Gujarat Livelihoods Project (GLPC) . The GLPC aims to improve livelihoods and enhance social and economic empowerment of the rural poor. This would be done by developing organizations of rural poor and producers to enable them to access and negotiate better services, credit and assets from public and private sector agencies and financial organizations and all other activity of implementation by GLPC.

1. Implementation Arrangements:

The project would also invest in building capacity of public and private service providers. The project is being implemented by Gujarat Livelihoods Promotion Company (GLPC) , set up for this purpose with State, District and Block level project management units. These units will work with various Community Institutions i.e. Self Help Groups (SHG), Village Organizations (VO) and Block Level Federations (BLF). The project will also work with many service providers including NGOs, public and private sector agencies and is hiring professional staff for program management, coordination , monitoring, knowledge management, financial management and capacity building .

2. Need for the Financial Management & Procurement Support Consultant

The need for the Financial Management, Procurement and Technical Support Consultant arises to initially take charge of and subsequently provide support to the General Manager Accounts & Finance (GIVI-AlF) at State office and District Finance officer/District" Project manager at district / block office in discharging responsibilities relating to financial management and procurement during the initial years of project implementation i.e. during the scale up and expansion phase.

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3. Abbreviation:

SPMU - State Project Monitoring Unit

DPMU- District Project Monitoring Unit

BPMU - Block Level Project Monitoring Unit

SHG - Self Help Group

FMTSC - Financial management and technical support consultant

4. Scope of Work:

The scope of work will include support to GM-A/F (at SPMU) and DFM/SGM (District/Block office) in the following matters :

Financial Management

i. (a) Complete data entry and vouching with management in the TALLY accounting system at Ha level and at ali the District and Block level units.

(b) Maintaining of various registers like Grant Register, Cheque Register, Cash Book, Fixed assets register , Dead Stock register, Salary Register, Statutory Deduction Registered at H a , all the district and block level.

(c) Bank Reconciliation statement at H 0, all district and block level.

(d) Provide training and support related to Financial Management and accounting to SPMU, DPMU, BPMU and further need based support/training to Community Institutions. Provide inputs in developing the accounting and accountability training modules/ handbook for the Community Institutions. Training on SHG and va books of accounts to Projects Staffs and community member as per need.

(e) Ensure functioning of the system and facilitate monthly consolidation of the financial information from the computerized accounting system at and between SPMU, DPMU and BPMU.

The FMTSC have to travel to blocks frequently.

ii. Design, implementation and strengthening of fund flow system including electronic transfer from SPMU to BPMU, DPMU and further to Community Institutions.

iii. Financial accounting of various components of project as per requirement. Ensuring maintenance of adequate records of all financial transactions. Will ensure that proper accounting practices for maintenance of supporting documents and registers and record maintenance system are in place. Maintenance of accounts as per the regulation of IDA project agreement and Accounting standards applicable in India.

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IV. Ensure functioning of the system and facilitate monthly consolidation of t r/" . ~\ . ial information from the computerized accounting system through Tally at and between SPMU, DPMU, and BPMU.

v. Support and Prepare annual budget & monthly financial reports for SPMU, DPMU and BPMU. Will have to prepare / assist project in preparing un-audited financial reports as per financing agreement with IDA.

VI. Will prepare reporting and accounting as per regulatory and legal requirements including taxation, annual report and accounts.

VII. Will ensure proper reporting and accounting as per EPF and ESI regulation, Professional tax , HBA Advance and all other government deduction and receipts ..

viii. Filing and preparation of various statutory returns (like ETDS filling) applicable to company and issuing certificate to concerned parties .

IX. Suggestions on improvement of financial manual and rules. To actively involved in identification of finance staff requirement by project from time to time.

x. Analysis, feedback and suggestion on funds management at the State, District and block Offices and preparation of reports on financial management procedures of other Project stakeholders such as joint ventures, Community Institutions and other sources as appropriate if any.

XI. Reporting to World Bank, Govt. of India and Govt. of Gujarat as per the requirement.

xii. Reconciliation of fund release at all levels. Getting Bank reconciliation statements prepared.

xiii. Quarterly verification assets and stock verification and reconciliation at SPMU, DPMU & BPMU.

xiv. The FMTSC will develop internal control and internal Checks mechanism in project.

xv. Co-team leaders of FMTSC along with DFM/SGM will monitor and Support internal Audit work at district and block office. FMTSC will help in framing internal control questionnaire in coordination with internal auditor for internal audit. Ensure timely compliance of the audit and assist in ensuring that appropriate and timely follow up action is taken to address the issues identified in audit. Ensuring adequate internal control and compliance with audit procedures are in place at the State office, District Offices, Block offices as well as at joint ventures and other relevant place .

xvi. Adv ice program managers on the potential risks and control measures for various livelihood funds as they develop during implementation.

xvii. FMTSC will support & ensure that proper accounting for maintenance of supporting documents, registers and records maintenance are in place .

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xviii. Monthly preparation of SOE/IUFR at District & Block level and consolidation and reconciliation at state level.

XIX. The role of FMTSC at the District office will be of need based support in financial, legal, procurement and technical matters. They shall act like trouble shooters.

xx. Quarterly analysis of budget variance in the light of Physical progress. Status of budgeted with actual expenditure to be tracked on quarterly basis .

XXI. Procurement at District, Block level and community level. Will assist and provide technical support in procurement at District, Block and Community level in following ways:­(a)VVili assist in procurement of goods, works and consultancy at District, Block level.

(b)Will guide (train) Project teams at District/Block level to implement Community Procurement.

(c)Will assist In preparation of Procurement Plans and status reports of DPI\J1U/BPMU. Assist in further development of Procurement manuals and guidelines for project level and community procurement. Conduct training of staff at various levels and community.

(d)Will assist the development and finalization of bid documents, bid evaluation reports , award recommendation and contract administration at DPMU & BPMU levels.

(e)Status report of procurement planned with actual should be submitted to head office on quarterly basis .

XXII. To Co- ordinate with internal auditor and comply with all the requirements and provide ail the necessary data and prepare compliances/answer for the report subm itted by them

xxiii . To Coordinate with CAG Auditor and provide all the necessary data and prepare compliance report for remarks raised.

XXIV . To Coordinate with statutory auditor and provide all the necessary data and comply with all the requirements and queries raised by them and comply with al the observation raised.

XXv. To Prepare Accounts as per revised schedule - VI

XXVI. Any other responsibility assigned by the management from time to time which can be linked with the FMTSC and which will be at the discretion of monitoring committee.

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Schedule for completion of tasks

Work assigned i. (a) Support/complete data entry and vouching with management in the TALLY accounting system at HO level and at all the District and Block level units.

(b) Maintaining of various registers like Grant Register, Cheque Register, Cash Book, Fixed assets register, Dead Stock register, Salary Register, Statutory Deduction Registered at H 0 , all the district and block level.

(c) Bank Reconciliation statement at H 0, all district and block level.

(d) Provide training and support related to Financial Management and accounting to SPMU, DPMU, BPMU and further need based support/training to Community Institutions. Provide inputs in developing the accounting and accountability training modules/ handbook for the Community Institutions. Training on SHG and VO books of accounts to Projects Staffs and community member as per need. (e) Ensure functioning of the system and facilitate

monthly consolidation of the financial information from the computerized accounting system at and between SPMU, DPMU and BPMU.

ii. Design, implementation and strengthening of fund flow system including electronic transfer from SPMU to BPMU, DPMU and further to Community Institutions.

III. Financial accounting of various components of project as per requirement. Ensuring maintenance of adequate records of all financial transactions. Will ensure that proper accounting practices for maintenance of supporting documents and registers and record maintenance system are in place. Maintenance of accounts as per the regulation of IDA project agreement and Accounting standards applicable in India. IV. Ensure functioning of the system and facilitate monthly / quarterly consolidation of the financial information from the computerized accounting system through Tally at and between SPMU, DPMU, and BPMU.

Frequency I Period Daily Basis

Daily Basis

Monthly basis

Initial Training at all level, after that as per requirement. Minimum three days for all first time and thereafter as per requirement.

Monthly/Regular at all district, block level and HO

Monthly/Regular at all district, block level and HO

Monthly/Regular at all district, block level and HO

Regular at H 0 level and district level

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Iv. Support and Prepare annual budget & monthly IMonthly financial reports for SPMU, DPMU and BPMU. Will have to ,I prepare! assist project in preparing un-audited financial I reports as per financing agreement with IDA. vi. Will prepare reporting and accounting as per ~ Contineously as per regulatory and legal requirements including taxation, annual need report and accounts. vii. Will ensure proper reporting and accounting as per As per legal requirement EPF and ESI regulation .

_. viii. Filing and preparation of various statutory returns As per legal requirement (like ETDS filling) applicable to society and issuing certificate to concerned parties .

ix. Suggestions on improvement of financial manual and Contineously as per rules. To actively involved in identification of finance staff need

, requirement by project from time to time .

~ Analysis , feedback and suggestion on funds ~neOUSIY as per management at the State, District and block Offices and I need preparation of reports on financial management procedures of I other Project stakeholders such as joint ventures, Community I Institutions and other sources as appropriate if any. .

xi. Reporting to World Banl<, Govt. of India and Govt. of IAs per requirement Gujarat as per the requirement. I

xii. Reconciliation of fund release at all levels. Getting Ir

Monthly

IBank reconciliation statements p_re__p_a_r_ed_. _

xiii. Quarterly verification assets and stock verification QuarterlyII

and reconciliation at SPMU, DPMU & BPMU. - -------i----,----- - --,-- - ­

xiv. The FMTSC will develop internal control and internal Will review the existing Checks mechanism in project. system within first

months & regular I monitoring at all districts

level, block level and H o

xv. Co-team leaders of FMTSC along with DFM/SGM will Monthly monitor and Support internal Audit work at district and block office. FMTSC will help in framing internal control

, questionnaire in coordination with :nternal auditor for internal ! audit. Ensure timely compliance of the audit and assist in I ensuring 1I1at appropriate and timely follow up action is taken i to address the issues identified in audit. Ensuring adequateI internal control and compliance with audit procedures are in I

I' place at the State office, District Offices, Block offices as well i as at joint ventures and other rel~v?nt place .. ---''-- --'

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xvi. Advice program managers on the potential risks and control measures for various livelihood funds as they develop during implementation.

xvii. FMTSC will support &ensure that proper accounting for maintenance of supporting documents, registers and records maintenance are in place .

xviii. Monthly preparation of SOEIIUFR at District &Block level and consolidation and reconciliation at state level.

XIX. The role of FMTSC at the District office will be of need based support in financial, legal, procurement and technical matters. They shall act like trouble shooters.

xx. Quarterly analysis of budget variance in the light of Physical progress. Status of budgeted with actual expenditure to be tracked on quarterly basis.

xxi. Procurement at District, Block level and community level. Will assist and provide technical support in procurement at District, Block and Community level in following ways:­

(a) Will assist in procurement of goods, works and consultancy at District, Block level.

(b) Will guide (train) Project teams at District/Block level to implement Community Procurement.

(c) Will assist in preparation of Procurement Plans and status reports of DPMU/BPMU. Assist in further development of Procurement manuals and guidelines for project level and community procurement. Conduct training of staff at various levels and community.

Will assist the development and finalization of bid documents, bid evaluation reports, award recommendation and contract administration at DPIVIU & BPMU levels.

(e) Status report of procurement planned with actual should be submitted to head office on quarterly basis;

As and when noticed.

Regular

Monthly I Quarterly as per the requirement

As per the requirement

Quarterly

Regular

Regular

As per the requirement

As per the requirement

Quarterly

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IMonthlyxxii To Co- ordinate with internal auditor and comply with all the requirements and provide all the necessary data and prepare compliances/answer for the report submitted by them

xxiii To Coordinate with CAG Auditor and provide all the As per Requirement necessary data and prepare compliance report for remarks raised

xxiv To Coordinate with statutory auditor and provide all the Yearly necessary data and comply with ai the requirements and queries raised by them and comply with al the observation _~ raised ----_. xxv. To Prepare Accounts as per revised schedule - VI Yearly

--~------::---~----_._---- -h- - - -----1 xxv~. Any other work related to FMTSC as assigned by the LAS per the requirement project

Period of assignment

The services of the Consultant would be initially required for a period of one year starting from issue the work order and would be renewed after assessing the pace of implementation , the project's needs and performance of the consultant for further two years.

6 Data, services and facilities provided by the GLPC

1) Ail data will be provided as per the needs and requirement. 2) Accounts , administrative and procurement team (sufficient number of men

power) of GL.PC at state : other level will Support FMTSC 3) Proper seating and filling arrangement, computer system will be made

available and other normal facilities in the office availed by the GLPC staffs will also be available to FMTSC and its staffs .

4) Sufficient systems and manpower available to assist.

7 Final output (i.e. reports, drawing, etc) that will be required of the consultants.

Requirement will be as per scope of works and Schedule for completion of tasks .

8 Composition of review committee and review procedures to monitor consultants work

Review will be done for the work performed by the FMTSC. Review committee wil! be constituted by the M.D, GLPC .

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9 List of key positions, whose CV and experience would be evaluate

Sr. Key position Area of Minimum Qualification and no Specific professional Experience desired

Expertise Desired

1 Financial Finance, 1) Chartered accountant having at management and Taxation, least 5 years of post qualification technical support Technical and experience in respective fields (or consultant procurement in equivalent). Specific experience in

similar similar externally aided project is externally aided required .and with proven track

TEAM LEADER projects and record in anchoring / conducting

(One)

(At H.O)

govt. agencies

2)

financial management and technical support consultancy. Knowledge of Tally accounting packages.

3) Regular travel to project areas is required.

4) He has to attend office/HO on daily basis/regularly.

2 Representative to Finance, 1) Chartered Accountant having financial taxation, and knowledge of handling financial management and procurement in management, and technical technical support similar support consultancy. consultant organization or 2) Specific experience In similar

govt . agencies. externally aided project is desirable.

CO-TEAM 3) Knowledge of Tally accounting LEADER packages.

(To Cover Twenty Six) District in

4) He has to attend office three days a week .

Gujarat

(13 at Districts Or,

and two at H.O) 1) CA (Inter)/IVI. com having knowledge of handling financial management, and technical support consultancy.

2) S/he should have at least 5 years of experience in respective fields. Specific experience in similar externally aided project is desirable.

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3) Additional qualification Having MBA I

(Fin) preferred . i-r 4) Knowledge of Tally accounting packages.

5) He has to attend office three days I in a week.

3 Assistant to Finance and 1) CA (Inter)/M Com/B Com financial taxation 2) Knowledge of Tally accountingmanagement and

packages.technical support consultant. 3) He has to attain office three days

in a week. TEAM MEMBER {One with Co-Tern Leader, one at SPMU, office/HO)

To support Co team leaders at I

I

district office.

(13 at districts and 1 at H.O) '-------'-------'--_._~---~

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Total persons: 4 at H.O (Including one FCA) and 26 at Districts level.= 30 Persons

10 . Eligibility Criteria:

The Eligibility Criteria required for consideration for appointment are as under:­

a) The firm should have its Head office (HO) in Gujarat.

b) The Finn should be in existence for more than 15 Years

c) Firm's Last three years average receipt should be more than Rs. 40 .00 Lacs

d) Firm must have minimum 7 years experience in handling work of Government /PSU's/ Semi Government organization

e) Firm should have minimum staff strength of 40

f) Firm must have carried out 3 accounting outsourcing assignment in last 3 years for any PSU/ Govt Corporation! Board/Semi Government or its subsidiaries involved in externally aided projects / social sector projects! giant related projects (Excluding the Charitable Institute and NGOs)

g) Minimum 5 partners required out of which minimum 3 should be FCA and all the partners must be full time partners

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h)

i)

j)

k)

11. Selection Procedure:

The appointment of CA firm shall be done in two phases:­

1. Firms shall be short listed on the basis of Technical Bid

2. After short listing of firms on the basis of technical bid, financial bid shall be called for from the short listed firms. .

3 60% weightage will be given to technical criteria and 40% weightage will be given to financial criteria. .

12. Terms & Conditions to execute work:

1. Firm should not outsource work to any other CA firm or other associates to execute the work for any district or Block level unit or HO if firm is found to outsource the work firm will be discontinued from the service and will be black listed and in such cases security deposit will be forfeited

2. Firm should Start work immediately after getting appointment letter

3. Firm Cannot discontinue the work during appointment period if firm discontinue the work during the period firm will be black listed and in such cases security deposit will be forfeited

13. Evaluation:

(A) The technical proposals will be evaluated using the following criteria:

(Total 100 Points)

(i) The firm should have relevant experience for accounting work (20 Points)

(ii) The firm should have relevant experience for government audit work (40 Points)

(ii) The methodology proposed for Planning and Process of conducting the work

Efficiently and timely. (20 Points)

(iii) The qualifications and experience of the partners for the proposed assignment

(20 Points)

(60% WEIGHTAGE TO TECHNICAL)

(B) Financial proposals will be evaluated using the following criteria: (100 Points)

(40% WEIGHTAGE TO FINANCIAL)

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14. Earnest Money Deposit:

EMD of Rs. 1,15,0001- (One Lac Fifteen thousand) in the form of DO should be drawn in favour of Gujarat Livelihood Promotion Company Limited Payable at Gandhinagar

15. EMD of successful bidder shall be retained as security Deposit and refunded on satisfactory completion of the term. The EMD of unsuccessful bidders shall be returned after finalization of appointment by Company. Interest will not be paid on EMD amount.

16. Technical bid must be kept in one cover/envelope sealed and cover must mention "TECHNICAL BID", Financial Bid to be kept in separate cover/envelope sealed and cover must mention "FINANCIAL BID"

Both the cover with EMD to be put in one bigger cover/envelope and to be submitted and cover must mention "TENDER FOR ACCOUNTING AND MANAGEMENT WORK".

17. All the pages of technical bid with attachment should be serially numbered and each page must be signed and stamped

18. Technical bid must be spirally binded

19. Tender should receive the office:

Tender should reach the office at under mention address only by RPAD

Gujarat Livelihood Promotion Company Limited (GLPC), Gujarat

Block No: 17 & 18, 3rd Floor, udhyog Bhavan, Sector-11, Gandhinagar-382011

Latest by 16:00 PM on 30/09/2013

20. Company reserves the right to seek ciarification or verification of any information supplied by the bidder.

21. Company reserves the right to accept or reject any or all tenders without assigning any reason .

22. Bids should be complete in all respects and should fulfill ali requirements or else it is liable to be rejected without assigning any reason & any communication . In addition the bidder will be disqualified, if at any point it is found that information provided by him is incorrect

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TECHNICAL BID FORMAT

Sr. Particulars no

1. Name of Firm :­

2 . Address:­

HO

Branches

3. Contact Nos:­

4 . Pan No:­

Service tax No:­

4 , Firm Registration No:­

5. Year of Establishment:­

6. Details of Registration with CAG Office:­

7. Details of partners with their membership No :­

8. Details of Full-time CA employees of the firm with their membership No.:­

9. Total staff strength of the firm:­

10. Details of overall experience in Government work

11. Details of overall experience In

Accounting work of Government Corporation, Board, PSU or its subsidiaries :­

- ---- -

12. Details of staff (including Article Clerks etc)

Sr . i Name of Staff Length - of T Educational ' ~a of Relevant ---,-Ti-----nNo, ! Association I Qualifications ' key Experience I i with the Experience

I

firm~

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13. Brief Relevant Experience:

I i Experience of accounting work to externally aided projects I social sector projects I (Excluding the Charitable Institute and NGOs)

I S. Name of the IType I Nature ofl Scope & Duration of completion of No. Organization IAssignment Coverage of Assignment

lhe I assignment I

~ I I L L __ ._,_±= L~-__j_----~,- ------,

14. Brief experience of Government work rs· IName of the I Type / Nature of -'---S-c--o-p-e---&---'--D-u-r-a-ti-o-n'- -of- -c-o-m-p-'-I-e't-'-io-n--o----.,fI I No. I Organization Ass ignment Coverage of Assignment I

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Attachment required with Technical bid:

1) Copy of Firm card dated 01.01.2013

2) Copy of CAG Empanelment

3) Bio Data of the Firm with detail bio data of all the partners

4) Last 3 years Audit report and Income Tax return of the Firm

5) Appointment letter of the Experience of accounting work to externally aided projects / social sector projects (Excluding the' Charitable Institute and NGOs) mentioned in point 13 of the technical bid

6) Last 7 years experience of Government work must be mentioned in point 14 of the technical bid and maximum appointment letters of Government audit work to be attached

7) Partnership deed of the firm must be attached

8) Copy of the Pan Card, Service tax number and Professional Tax latest receipt of employees as well as employer to be attached

9) Declaration that firm is not black listed by any Government body/Government corporation/PSU /Board etc.

10)The methodology proposed for Planning and Process of conducting the work

Efficiently and timely

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FINANCIAL BID FORMAT

Financial Quotation:

I Sr. ' Name_of Assignment _ -~t of Fees annU_JI II No. I

I

i + Service tax as I I Applicable ( Rs)

~o p o se d Fees For HO -------J .--.----- 'j 2. I Fees for All 26 District offices

3·-- TFeef; fO-r-all All Block level units ofall districts --I� I !�I

C C ~otal:- --- L---- - --- - --l ~.Wo rds : I

Note:�

1) Fees will be inclusive of all taxes exclusive of service tax�

2) Fees should include TA/DA and other incidental expenses, no separate fees� icharges will be given .

For , " - _ ._ -- - - - ­Chartered Accountants�

Partner�

rill. No:�