PASCHIM BANGA SARVA SHIKSHA MISSION Bikash Bhavan, 2 nd flr., Salt Lake, Kolkata Notice inviting EOI No. 01 for

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1 PASCHIM BANGA SARVA SHIKSHA MISSION Bikash Bhavan, 2 nd flr., Salt Lake, Kolkata Notice inviting EOI 01 for TERMS OF REFERENCE FOR ENGAGEMENT OF FIRMS / ORGANISATIONS TO PROVIDE TRAINING ON INTERNAL CONTROL, MAINTENANCE OF ACCOUNTS AND FINANCIAL RECORDS AND PROCUREMENT PROCEDURE INTRODUCTION The Terms of Reference comprises of two parts (i) (ii) Analysis of Professional Achievements Technical bid Financial involvement Financial bid These two parts are to be submitted separately with detailed break up. The selected firm/organization shall be engaged for a period of one year for preparation of Training Module (in consultation with PBSSM authorities at all level) in English and in Bengali (with the help of PBSSM authorities) and impart training at all level in two phase [Initial training (phase I, not more than three days) and Refreshing training (phase II, not more than two days) after six months of Initial training]. BACKGROUND The PBSSM is a registered Society which is implementing the centrally sponsored Programme of Sarva Shiksha Abhiyan (SSA) to attain the goal of Universalization of Elementary Education in all the districts of West Bengal for which funds are received from the Government of India and State Government on pre determined ratio. PBSSM comprises of three programmes i.e. Sarva Shiksha Abhiyan (SSA) (covering all Twenty Educational Districts), Kasturba Gandhi Balika Vidyalaya (KGBV) (Covering Eleven Educational Districts) & National Prograame for Education for Girls at Elementary Level (NPEGEL) (Covering Eleven Educational Districts) OBJECTIVES The training programme is meant for educating the persons dealing in finance and accounts at all level of SSA in accounting procedure, book keeping, records keeping for audit purpose and supporting the accounting transactions, maintaining internal control, and proper procurement procedure, Bank Reconciliation. The objective of the training programme is to enhance the knowledge of all level functionaries in accounts, books and record keeping of transactions and procurement procedure, effective maintenance of Internal Control with a socialistic approach. The firm/organization should also ensure the fulfillment of entire goal through a holistic approach. SCOPE The firm/organization has to provide training to Staff and Officers of 20 Offices of the District Project Officer located at the district head quarters, 713 (Approx) numbers of Circle Level Resource Centres (CLRCs), (Approx) numbers of Village Education Committees (VECs) & 288 (Approx) numbers of Ward Education Committees (WECs) and 61 Kasturba Gandhi Balika Vidyalaya (KGBV) Centers. The venue of the training will be at the District Head Quarters for the staff and officers of the district and at the respective Block for the staff and officers of CLRCs, VECs & WECs. In each group number of trainees will be not more than forty. The training is to be provided mainly through Visual Display Method (Power point presentation).the target group are mainly from non-finance background. All the logistic support for the training including the Projector & Screen will be arranged by the local office of SSA. The trainee groups and the venue will be decided by the District Project office and will be made available well ahead before conducting training. In conducting the training programme, specific attention should be given to the following: (a) The training programme should include preparation of training module for SPO, DPO, CLRC, VEC & WEC level in English and Bengali after review of the prevailing system and including the various provisions of Manual on Financial Management and Procurement issued by Ministry of Human Resource 1

2 Development, Government of India (available at PBSSM) and other relevant orders issued by Ministry of Human Resource Development, Government of India. (b) The responsibilities of the firm/organization should be to educate the trainees at all level in recording complete accounts in respect of the monetary transactions of the unit in the same manner as required in the Manual on Financial Management and Procurement of MHRD; GOI (revised) observing the Generally Accepted Accounting Principal (GAAP) and Financial Propriety. However, the double entry method based on mercantile system of accounting is followed under SSA upto CLRc level. The areas to be covered under the training programme and the module is to be developed on the basis of the guidelines/instructions given in chapter IV to IX and Annexure of the Manual on Financial Management and Procurement (revised in 2010) issued by MHRD, GOI and also the observations of different audits given in their reports. There will be a pre-bid meeting with the prospective bidder wherein they may attend and are at liberty to seek clarification in this respect. The date and time of such meeting will be published in the PBSSM website after publication of the Advertisement inviting Expression of Interest. OUTPUTS THAT WILL BE REQUIRED FROM THE FIRM/ORGANIZATION Initially the firm/organization will prepare the training manual for SPO, DPO, CLRC, VEC & WEC separately in English and Bengali (with the help of SPO officials) after through system study. Deliver the training to staff of all level in a batch size of not more than forty trainees for two days. (District wise present position of no. of trainees given in Annexure-E) Provide proper documentation of training completion and submission of final report. FAO of the district will monitor the training progamme. Regarding submission of claims on completion of satisfactory completion of training the certificate of FAO of the concerned district should be enclosed along with the claims. GENERAL The selected firm/organization will be given access to all legal documents (constitution etc.) & books of accounts at all levels, Manual on Financial Management and Procurement issued by Ministry of Human Resource Development different orders issued by Ministry of Human Resource Development and any other information associated with the programme that are deemed necessary by the firm/organization. Officials at all level will provide all sorts of cooperation for system (as is system analysis) study and analysis. FINANCIAL INVOLVEMENT Each interested firm/organization is requested to quote their rate for training programme. The financial involvement should be furnished in a logical manner to ascertain the total cost involvement for doing the job. The coverage of the units will be as given above. A proforma for financial bid is given in Annexure-D. A firm /organizatiom may submit offer for all Districts or for less number of Districts as per his convenience but engagement rights for particular District will be upon PBSSM and to be linked with the minimum rate received from the bidder technically qualified. Selection of firm/organization for the training programme Expression of Interest is invited from firm/organization in the prescribed format for short listing for the engagement of training partner of Sarva Shiksha Abhiyan Programme in the State of West Bengal as per the enclosed Terms of Reference. 1. The last date for receipt of expression of interest in the specified format is 23/07/2010. Incomplete formats / format received after the prescribed last date will not be entertained. 2. The term full time partner or Director or Faculty Member (as the case may be) / CA/ CWA /CS/MBA employee does not include those persons [Partner / sole/others] who are: 2

3 (i) (ii) (iii) Partners / Director /Faculty Member in other firms/organisations Employed part-time / full-time elsewhere, practicing in their own name or engaged in practice otherwise or engaged in any other activity which would be deemed to be in practice under different Acts as applicable. Partners / Director / Faculty Member who have earned more professional income from other sources than their income from the firm Similarly, the full time Sole Proprietor does not include a person who is a partner in other firms or is employed elsewhere or other wise engaged in any other business / activity as mentioned above. Accordingly, a person who is a partner / employee in another firm should not apply in his capacity as Sole Proprietor. 3. The Expression of Interest must be submitted in the prescribed format given in the attachment. Only the Expression of Interest in the prescribed format accompanied with all requisite documents would be considered.. All firms/organisations are required to enclose the following documents along with the Expression of Interest. (i) A copy of constitution certificates of firm/organization/other issued by the registering authority. (a) (b) Date of formation of the firms/other organisation. Details of whole time Partners / Sole Proprietor / Director (as the case may be) / CA/ CWA /CS/MBA Employees/Faculty Members in case of other organisations as on 1 st June, 2010 their other interest, if any. (ii) A copy of the latest partnership deed in the case of partnership firms. (iii) A copy of the acknowledgement of the IT return of the firm/organization/the Sole proprietor/other for (A.Y). Note: Full time partners joining the firm on or after Ist January of 2010 and firms constituted on or after this period should submit their latest available acknowledgement of IT return / computation statement. (iv) A copy of Audited Financial Statement of the firm/organization along with schedules for the preceding three financial years. (v) Details of court cases / arbitration cases / or any other case pending against the firm/organisation 5. Details of training programme conducting experiences in the area of accounts & finance (including in education sector) of the firm/organisation/other for the last 5 years in the following proforma. Name of the area / sector company / body Where training given (a) Society/PSU/ autonomous body (b) Companies in private sector (c) Banks (d) Social Sector Programmes / Projects (e) Externally aided social sector projects (f) Education Projects /Programmes Years (a) (b) (c) (d) (e) Nature of the training programme official in charge of the assignment Name and contact no of the concerned official of the organisation, where training was given. 6. In case of CA Firm there must be at least eight full time qualified partners out of which at least four should be FCA and for other organization there must be at least eight Faculty Members having three years experience for the required areas and their details must be given in the Annexure-A1 7. In each team of trainer there must be a qualified CA/Cost Accountant having three years experience and for Faculty Member in case of other Organization their qualification must be CA/Cost Accountant/M Com and 3

4 8. they must have three years experience in the required area. In the trainer team there may be more than two members but if there is question of Traveling Expenses/Hotel Charge re-imbursement in their Financial Bid then it will be limited for two members only. 9. The Expression of Interest in sealed cover must be delivered by post (in a sealed envelope)/or by hand in the office of the State Project Director, SSA, West Bengal by 23/07/10 by 3 p.m. The bids will be opened by the authorized committee at 3-30 p.m on the same day and in presence of the bidder or their authorized representative. The Committee will assess the offer and eligibility and decide about the qualified bidders and this will be published in the PBSSM Web site. The Financial Bid must be submitted in separate sealed cover and the same will be preserved and the same for the qualified bidder will be opened in presence of the qualified bidder on a later date with due communication to them through letter and through Web site of PBSSM. The Expression of Interest must be addressed to: The State Project Director, Paschim Banga Sarva Shiksha Abhiyan, Bikash Bhavan, 2 nd Floor Kolkata Please indicate particulars of specialisation gained by the firm/organisation/other in developing Training material on Internal Controls in Accounting and Operational Processes.. Specify nature of assignment organisation partner / sole proprietor /other who handled this assignment Whether partner / sole proprietor /other mentioned in is still with the firm/ organisation (Y/N) Contact person with name and phone no. of the organisation where the same is done 11. Every bidder has to submit earnest money of Rs. 25, (Rupees twenty five thousand) through bank draft or pay order favouring Paschim Banga Sarva Shiksha Mission payable at Kolkata and successful bidder is required to pay a security of 2 % of contract value, which will be recovered from the first bill/bills and the same will be released on successful/satisfactory completion of the training programme. 12. If successful bidder refuses to accept the offer the earnest money will be stand forfeited otherwise the said amount will be converted as a part of the security money. 13. A formal contract will be entered into with the successful bidder/bidders in Non-Judicial Stamp Paper. 1. PBSSM is at liberty to select any number of Firms/Organisations for the proposed training programme or may reject any Firm/Organisation without assigning any reason thereof.

5 Expression of Interest for short listing of Firms / Institutions/Organisations/ Others for conducting training programme of SSA Status of Firm / Organisation: Partnership Sole Proprietorship Others 1. (a) firm (in Capital letters) (b) Address of the Head Office (Please also give telephone no. and address) (c) PAN of the firm/organisation (d) TAN of the firm/organisation 2. Registration Region Name Region Code (if any) 3. Date of constitution of the firm/organisation. Full-Time Partners / Sole Proprietor / Faculty Members in the respective area/ other of the firm/organisation as on (Please fill up Annex A-1) 5. Numbers of Part Time Partners / Faculty Members /others if any, as on (Please fill up Annex A-2) 6. Number of full Time CA/ CWA /CS/MBA etc. Employees... as on (Please fill up Annex A-3) 7. Number of other staff employed full-time with the Firm/Organization (a) Articles / Audit Clerks... (b) Other Staff (With knowledge of commerce & accounts... (c) Other Professional Staff (Please specify) No of Branches (Please fill up Annex B) Organisation having proprietary training methodology and experienced on roll trainers (detail to be provided with CVs of trainers who may be interacted about their experience profile before the award of the job). 10. Whether the firm/organisation is presently engaged in conducting any training programme on any Government Sector Companies / Corporations etc. Yes / No If yes, details may be given Annex C 11. Experience of delivering similar training programmes in Corporate and /or Government Sector 12. Experience of developing Training material on Internal Control and Operation Process and accounting process. 13. Agency to have experience in executing projects in Government Education Sector Projects and having knowledge of Education Sector best practices. 1. Local Bengali Language Competency of the trainers is must. 16. Whether there are any court / arbitration / any other legal case against the firm/organisation (If yes, give a brief note of the case indicating its present status) Yes / No 5

6 SECTION B Undertaking I/we the sole proprietor / following partners/ Others of M/S... do hereby jointly and severely verify and declare i) That the particulars given are complete and correct and that any of the statements made or the information so furnished in the application form is later found not correct or false or there has been suppression of material information, the firm/organisation would not only stand disqualified from allotment but would be liable for disciplinary action under the applicable relevant Act and the regulations framed there under. ii) That the firm/organisation, proprietor or partners has not been debarred or cautioned by the respective Institutes as applicable during the last three years. (if debarred, give details); iii) That individually we are not engaged in practice otherwise or in any other activity which would be deemed to be in practice under various applicable Acts. iv) That the constitution of the firm/organisation as on 1 st January of 2010 shown in the expression of interest is same as that in the constitution certificate issued by the ICAI or other registering authority. partner/sole proprietor/ Others Membership registration no.if any PAN Date of payment of the fees for 2009 for membership/ for issue of certificate of practice in case of practishing CA/Cost Accountant Signature of partner/ sole proprietor/ Other (Seal of the Firm/ Organisation) Place: Date: Enclosures:... Pages... For Office use only Checked by Verified by Date updated by (Annex A-1) 6

7 1. Firm s /Institution/ Organisation s Name... Details of Full Time Partners / Sole Proprietors /Others of the firm (Please refer to. 5 of the Expression of Interest format) Partner/ Sole Proprietor/ Other Professional Qualifications Date of Joining the Firm (full time)/ Organisation (Annex A-2) Details of Part time Partners of the Firm/Organisation (Please refer to 6 of the Expression of Interest Format) Partners/ Others Professional Qualifications Date of Joining Partnership/ Organisation No of other firm in which he is partner Whether practicing in his own name Whether employed elsewhere (Yes/No) (Annex A-3) Details of Full Time CA/CWA/CS/MBA Employees (Please refer to. 7 of the Expression of Interest format) Name Membership Whether CA/CWA /CS/MBA Date of joining the firm/ Organisation as full time employee Signature of the Employee Whether Bengali Speaking or not (Annex A-) Details of Partners & Full Time CA/CWA/CS/MBA Employees / others of the firm/ organisation included this year in Annex A-1, A-2, & A-3 above. Name Membership No Whether Full Time Partner / Part time Partner /Full Time CA/CWA/CS/MBA Employee Particulars of Branches (including foreign branches if any) (Annex B) Station at which located Complete address with Pin & Telephone no. partner/other in charge of the branch Date of opening the branch Region Whether included in the last year application (Yes /No) (Annex C) Details of present Training of programme in hand with the firm/organisation (Please refer to 11 of the Expression of Interest format) PSU / Unit Nature of Training Assignment Concerned Official from the Trainee organisation with Telephone Note: Particulars furnished in respect of no. of personnel and other items should be related to West Bengal only. 7

8 (Annex-E) Disrtricts No of Trainees at DPO of Trainees from CLRC of Trainees from VEC of Trainees from WEC Total Bankura Bardhaman Birbhum Cooch Behar Dakshin Dinajpur DGHC, Darjeeling Hooghly Howrah Jalpaiguri Kolkata Malda Murshidabad Nadia North 2 Parganas Paschim Medinipur Purba Medinipur Purulia Siliguri Mahakuma South 2Parganas Uttar Dinajpur Total Note: The above numbers may vary 8

9 Firm/Organisation : Districts For preparation of Training Module including printing cost ( in Standard paper and binding) for the district as whole Financial bid to be submitted in the following form For preparation of Training Module including printing cost ( in Standard paper and binding) per unit with terms for minimum units Fees for Trainer/Trainers for each group of training for Two days Cost of travelling including Accomodation and Food Out of pocket exp. If any (Annex-D) Bankura Bardhaman Birbhum Cooch Behar Dakshin Dinajpur DGHC, Darjeeling Hooghly Howrah Jalpaiguri Kolkata Malda Murshidabad Nadia North 2 Parganas Paschim Medinipur Purba Medinipur Purulia Siliguri Mahakuma South 2Parganas Uttar Dinajpur *** Rate should be inclusive of all taxes if any. (In Rs.) Total Remarks 9