अ खल भारतीयआयुिव ान सं थान नागपुर

ALL INDIA INSTITUTE OF MEDICAL SCIENCES, NAGPUR

Address: Plot No. 2, Sector
Sector-20, MIHAN, Nagpur– 441108
Email: - aiimsnagpur1@gmail.com Ph.No.0710-3295590
3295590

“NOTICE INVITING TENDER

FOR
ENGAGEMENT OF SERVICES OF A PROFESSIONAL
CHARTERED ACCOU
ACCOUNTANT FIRM FOR

ALL INDIA INSTITUTE OF MEDICAL SCIENCES NAGPUR”

CRITICAL DATE SHEET

NIT No. AIIMS/NAG/ACCT/CA Service/OTE/21-22/11

Service/OTE/21

Published Date 01/06/2021 Time 18.00 Hrs

Bid Document Download / Sale Start Date 01/06/2021 Time 18.05 Hrs

Clarification Start Date (through e-mail

e only) 02/06/2021 Time 09.00 Hrs

Clarification End Date (through ee-mail only) 04/06/2021 Time 17.00 Hrs

Bid Submission Start Date 08/06/2021 Time 09.00 Hrs

Bid Submission End Date 06/07/2021 Time 15.00 Hrs

Bid Opening Date 07/07/2021 Time 15.00

.00 Hrs
1. Director AIIMS Nagpur invites online bids on single stage two bid systems for “Engagement of Services
of a Professional Chartered Accountant Firm for All India Institute of Medical Sciences Nagpur”. Manual bids
shall not be accepted.

2. Tender document may be downloaded from AIIMS web sitewww.aiimsnagpur.edu.in (for reference
only) and CPPP site https://eprocure.gov.in/eprocure/app as per the schedule as given in CRITICAL DATE
SHEET as under.
3. Bid shall be submitted online at CPPP website: https://eprocure.gov.in/eprocure/app.

4. Biddocumentsmaybescannedwith100dpi with black & white option which helps in reducing size of the
scanned document.

5. Tenderer who has downloaded the tender from the AIIMS web site www.aiimsnagpur.edu.inand
Central Public Procurement Portal (CPPP) e-Procurement
websitehttps://eprocure.gov.in/eprocure/appshall not tamper/modify the tender form including
downloaded price bid template in any manner. In case if the same is found to be tempered/modified in any
manner, tender shall be completely rejected and tenderer is liable to be banned from doing business with
AIIMS Nagpur.

6. The Technical bid should include as per Annexure –I

7. Manual bid shall not be accepted in any circumstance.

8. The complete bidding process in online bidding, Bidder should been in possession of valid digital
Signature Certificate (DSC) for online submission of bids. Prior to bidding DSC need to be registered on the
website mentioned above.

9. EMD / Bid Security- In place of a Bid Security, bidders to submit a Bid Security declaration accepting
that if they withdraw or modify their Bids during the period of validity, or if they are awarded the contract and
they fail to sign the contract, or to submit a performance security before the deadline defined in the request
for bids document, they will be suspended for the period of time specified in the request for bids document
from being eligible to submit Bids for contracts with the entity that invited the Bids.

10. Tenderersareadvisedtofollowtheinstructionsprovidedinthe‘InstructionstotheTenderer for the e-

submission of the bids online through the Central Public Procurement Portal for e Procurement
athttps://eprocure.gov.in/eprocure/app.

11. Quotations/Bid should be valid for 90 days from the tender due date i.e. tender opening date.

12. The tender document must be accompanied by copy of PAN, Certificate of firm/company registration,
and GST registration.

13. The GST registration details may please be furnished.

14. The bidder must be able to provide the service within specified time period as prescribed in the Work
Order. Furthermore on completion of the stipulated time period, Work Order will be cancelled and award will
be given to another qualified bidder with the negotiated terms & conditions as per Institutes norms.

15. The place of arbitration and the language to be used in arbitral proceedings shall be decided by the
arbitrator.

16. All disputes shall be subject to Nagpur Jurisdiction only.

17. AIIMS Nagpur reserves the rights to accept/reject any bid in full or in part or accept any bid other than the
lowest bid without assigning any reason thereof. Any bid containing incorrect and incomplete information shall be
liable for rejection.
18. The Tender/Bid will be opened online at website https://eprocure.gov.in/eprocure/app in
Administrative office at AIIMS Nagpur Premises at the time of bid opening.
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 i. Only those financial bids will be opened whose technical bids are found suitable by the expert
committee appointed for the concerned services
ii. No separate information shall be given to individual bidders. In incomparable situation, the
committee may negotiate price with the technically and financially qualified bidder before awarding
the bid.
19. Copies of original documents defining the constitution or legal status, place of registration and principal
place of business of the company or firm or partnership, etc.

20. Scope of work for services shall be as under:

(i) TDS Return (Form No.24 and 26Q) will be file on timely basis and other Income Tax related works
assigned by AIIMS, Nagpur
(ii) Preparation of bank reconciliation statement duly reconciled with bank book at the end of every
month.
(iii) Consultation with respect to GST TDS and Income Tax TDS Deduction.
(iv) Preparation or generation of receipts & payments account of year ending.
(v) Preparation of balance sheet, Income and Expenditure Account of year ending.
(vi) Proper checking of TDS on salary and payment made to contractors.
(vii) TDS reconciliation in every month.
(viii) TDS return as per income tax department due dates of filling.
(ix) Rectification of TDS, if any notices received from the income tax department.
(x) Ensuring the proper deduction of GST-TDS from time-to-time.
(xi) E-Filling of GST all forms return.
(xii) TDS of GST return will be file on timely basis and other GST related work assigned by AIIMS, Nagpur
(xiii) Income Tax calculation of Faculty /Officers/Staff of AIIMS, Nagpur and issue form-16 and 16A in time
duly reconciled with traces and 26AS.
(xiv) Prepare and e-filling of income tax return of the institute.
(xv) Professional Tax Timely Payment and Return Filing.
(xvi) Apply for non-deduction of TDS certificate with respect to interest earned from bank any other
sources.
(xvii) Preparation of CAG Audit.MOHFW observation reply
(xviii) Day to day accounting in Tally software on the basis of documents provided by AIIMS, Nagpur
(xix) Submission of information pertaining to assigned work as and when required by the Authority.
(xx) Day to day internal checking of voucher at AIIMS ,Nagpur
(xxi) Verification of Hospital cash book with bank.
(xxii) Preparation of Trial Balance on monthly basis.
(xxiii) Any Assignment related to PFMS at AIIMS.
(xxiv) Any work assigned by the authorities in respect of accounts, tax and statutory matter.

21. The essential qualifications are as follows:

i. The concern should preferably be registered in Nagpur on or before 01.12.2015

ii. At least one of the partners should be a senior Chartered Account of minimum five years’ experience
as auditor of the firm.
iii. The concern should have adequate man-power to spare towards the assigned works at AIIMS Nagpur.
As of now, visit of qualified Chartered Accountant, four times a week in addition the Firm should
assign One trainee/ accounting staff specially for the work of AIIMS, Nagpur. Kindly note that
signature with stamp of a duly qualified Chartered Accountant will be required on all reports
submitted to AIIMS Nagpur.

22. Duration: One year from the date of Work-order and extendable by one year based on performance.
23. Remuneration: Professional fee shall be paid on monthly basis for the services rendered. Interested firms
shall submit the Financial Proposal in the format supplied.

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24. Performance Security Deposit- Performance Security Deposit equivalent to 3% of the value of the order to
be deposited within 30 days from the date of issue of work order in the form of Account Payee Demand Draft
/ Fixed Deposit Receipt (FDRs) from a commercial bank or in form of Bank Guarantee from a Commercial Bank
in favour of “The Director, AIIMS Nagpur”. The Performance Security should remain valid for a period of 60
days beyond the completion of all contractual obligations of the vendor.

25. All government levy/statutory charges shall be paid/ reimbursed by AIIMS Nagpur towards its taxation
matters.

26. The volume of work of AIIMS Nagpur, a minimum fee of Rs. 6,00,000/- per annum + applicable GST is
specified. In case of tie in financial bid, the L1 would be selected based on highest experience in Central
Government Institutes comprising of Medical Colleges and Hospitals.

27. AIIMS Administration will provide a desk-space in the temporary campus along with one Computer system
for the convenience of visiting professional.

Director, AIIMS Nagpur

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 SECTION I: INSTRUCTIONS TO BIDDERS
1. The AIIMS, Nagpur, hereinafter will be referred to as AIIMS or "Contractee" or its successors, and the
successful bidder shall be referred to as the "Contractor".
2. The Bidder is expected to examine all instructions, forms, terms & conditions, and specifications in the
bidding documents.
3. Failure to furnish information required by the bidding document or submission of a bid not
substantially responsive to the bidding document in every respect will result in rejection of the bid.
4. The bidder is required to fill up the entire format as provided in Section-l of the Bid Document.
5. The bid prepared by the Bidder, as well as all correspondence and documents shall be written in
English language.
6. The Bid should be submitted on CPP portal and its supporting documents and shall also include the
following:
a) Profile of the business concern in the proforma prescribed
b) Documentary evidence to prove Minimum eligibility Criteria
c) Financial bid duly filled in
7. Price Bid to be uploaded in BOQ_xxx.xls Format.
8. All the Technical Bid will be scrutinized by the evaluation committee constituted by the Director to
check all relevant documents for their authenticity and the Tenderer whose Technical tenders are
accepted will be informed about the date and time for opening the Financial Bids.
9. No tenderer will be allowed to withdraw after submission of the tenders within the bid validity
period.

10. A formal contract / agreement shall be entered into with the successful tenderer. In this contract, the
successful tenderer shall be defined as contractor.
11. The successful tenderer will have to deposit a Bank Guarantee @ 3% of the total contract value within
15 days from the date of contract by way of demand draft/ Bank Guarantee in favour of “The
Director, AIIMS Nagpur” drawn on any Nationalized Bank/Scheduled Bank and payable at NAGPUR
and valid for 60 days beyond the expiry period of contract.

12. The successful Tenderer will have to deposit the Bank Guarantee and commence the work within 15
days of acceptance of tender otherwise the contract may be cancelled.
13. Each page of the tender documents and papers submitted along with, should be numbered signed
and stamped by the authorised signatory in acceptance of the terms and conditions laid down by the
AIIMS Nagpur.
14. The Director, AIIMS, Nagpur reserves the right to withdraw/relax/modify any of the terms and
conditions mentioned in the tender document if it is felt necessary in the benefit of the Institute. The
Director, AIIMS, Nagpur reserves the right to reject all or any tender in whole, or in part, without
assigning any reasons thereof.

15. The Director, AIIMS, Nagpur does not bind itself to accept the lowest or any other tender and reserves
to itself the authority to reject any or all the tenders received without the assignment of any reason.
All tenders in which any of the prescribed condition is not fulfilled or any condition including that of
conditional rebate is put forth by the tenderer shall be summarily rejected.

Signature and stamp of

Bidder or Authorized Signatory

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 SECTION II: GENERAL TERMS AND CONDITIONS
 The Contractee does not bind itself to accept the lowest tender and reserves to itself the right to
reject any or all tenders without assigning any reason, whatsoever.
 Any change in the constitution of the concern of the Contractor shall be notified forthwith by
the Contractor in writing to the Contractee and such change shall not relieve any former
member of the concern from any liability under the contract. No new person shall be accepted
into the concern by the Contractor in respect of this contract unless he/they agree to abide by
all the terms and conditions of the contract.
 AIIMS reserves the right to terminate the contract, at any time in future, without assigning the
contract any reasons and after give of a notice of maximum two months to the contractor.
 The normal payment terms are after 30 days of submission of correct bill.

ACKNOWLEDGEMENT

The Contractor acknowledges that Engagement of services of a professional Chartered Accountant

Firm in AIIMS Nagpur is to be done as per the terms, clauses and conditions, specifications and other
details of the contract. The Contractor shall not plead ignorance on any matter as an excuse for
deficiency in service or failure to perform or with a view to asking for increase of any rates agreed to
in the contractor to evading any of his obligations under the contract.

UNDERTAKING

I/We have read and understood all the terms and condition of all sections of the bid document. I/we
hereby quote for Engagement of services of a professional Chartered Accountant Firm in AIIMS
Nagpur as per scope of work specified in the bid document and as set forth in the terms and conditions
of the contract, which will be binding upon me/us in the event of the acceptance of my/our tender.

Read and accepted.

Signature and stamp of the Bidder

or Authorized signatory

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 SECTION III : TECHNICAL BID

Please respond in Yes or No: ln case you do not fulfil any of the conditions, please specify.
(please write
Sr. No. Item
Yes or No)
The Bidder is a Professional Chartered Accountant Partnership firm
1
with 1-3 years experience in audit.

2 CA registration copy to be provided

3 CA registration number given by ICAI.

4 CAG empanelment number

5 PAN copy and GST registration copy

Work order documents, related to work experience of firm in

6 Central/ State Government/ Local bodies medical Institutes/
Government hospitals.

All documents mentioned above shall be uploaded on CPPP portal.

Bidder's Signature

Date:

FINANCIAL BID: To be uploaded in BOQ_xxx.xls format.

Sr. No Item Bid amount(Rs.) Taxes* Total (Rs.)

Lump sum monthly

1.
charges

Total:

(Taxes shall be reimbursed on actual .Amount of GST should be mentioned separately otherwise same
may be rejected
L1 shall be decided on total amount.

Sign and Stamp of Bidder

Date:

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TENDER FORM
(On the letter head of the concern submitting the bid)

To
The Director,
AIIMS, Nagpur.

Ref.: Tender No. Dated

Sir,

I/We understand that you are not bound to accept the lowest offer or bound to assign any reasons for
rejecting our tender.
I/We hereby agree to pay all taxes and levies (as per actuals) GST, VAT, Income Tax, Work Contract Act,
Octroi, duties, levied by the government, as prevailing from time to time, on such items for which the same
are leviable, and the rates quoted by me/us are inclusive of the same.
I/We do hereby undertake that, until a formal notification of award, this bid, together with your written
acceptance thereof shall constitute a binding Order upon me/ us.
I/We declare that l/we have not been de barred by any Government/ Semi Government undertaking till date.
That this offer shall be valid for 180 days from the date of opening of tender.
That the rates quoted are not higher than the rates quoted for same work for any government/undertaking.
That l/we undertake to indemnify AIIMS, Administration.

Yours faithfully,

Signature of the bidder.

(Signature of bidder)

Dated this _________ day of _______ 2021

Address ________________________________
___________________________________________
___________________________________________
Telephone: ________________ Fax ________________
Email __________________________

Company Seal

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 ANNEXURE-I: PROFILE OF ORGANIZATION

1. Name of concern :

2. Status of the concern :

(Proprietary/Partnership/Private/Govt./Others(Specify)
(Support with documents)

3. Postal Address :

4. Telephone :

5. Fax :

6. E-mail :

7. Web site :

8. Year of Establishment :

9. Activities/Services Offered :

10. PAN :

11. Name of the Head of the :

Organization/Managing Director

Date :

Place

Signature of Authorized Signatory

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 Instructions for Online Bid Submission:
The bidders are required to submit soft copies of their bids electronically on the CPP Portal, using valid
Digital Signature Certificates. The instructions given below are meant to assist the bidders in registering on
the CPP Portal, prepare their bids in accordance with the requirements and submitting their bids online on
the CPP Portal.
More information useful for submitting online bids on the CPP Portal may be obtained at:
https://eprocure.gov.in/eprocure/app.
REGISTRATION
1) Bidders are required to enroll on the e-Procurement module of the Central Public Procurement Portal
(URL: https://eprocure.gov.in/eprocure/app) by clicking on the link “Online bidder Enrolment” on the
CPP Portal which is free of charge.
2) As part of the enrolment process, the bidders will be required to choose a unique username and
assign a password for their accounts.
3) Bidders are advised to register their valid email address and mobile numbers as part of the
registration process. These would be used for any communication from the CPP Portal.
4) Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate (Class
II or Class III Certificates with signing key usage) issued by any Certifying Authority recognized by CCA
India (e.g. Sify / nCode / eMudhra etc.), with their profile.
5) Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible
to ensure that they do not lend their DSC’s to others which may lead to misuse.
6) Bidder then logs in to the site through the secured log-in by entering their user ID/password and the
password of the DSC /e-Token.
SEARCHING FOR TENDER DOCUMENTS
1) There are various search options built in the CPP Portal, to facilitate bidders to search active tenders
by several parameters. These parameters could include Tender ID, Organization Name, Location,
Date, Value, etc. There is also an option of advanced search for tenders, wherein the bidders may
combine a number of search parameters such as Organization Name, Form of Contract, Location,
Date, Other key words etc. to search for a tender published on the CPP Portal.
2) Once the bidders have selected the tenders they are interested in, they may download the required
documents / tender schedules. These tenders can be moved to the respective ‘My Tenders’ folder.
ThiswouldenabletheCPPPortaltointimatethebiddersthroughSMS/e-mailincasethereisany corrigendum
issued to the tender document.
3) ThebiddershouldmakeanoteoftheuniqueTenderIDassignedtoeachtender,incasetheywant to obtain
any clarification / help from the Helpdesk.
PREPARATION OF BIDS
1) Bidder should take into account any corrigendum published on the tender document before
submitting their bids.
2) Pleasegothroughthetenderadvertisementandthetenderdocumentcarefullytounderstandthe
documents required to be submitted as part of the bid.
3) Number of covers in which the bid documents have to be submitted, the number of documents -
including the names and content of each of the document that need to be submitted. Any deviations

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 from these may lead to rejection of the bid.

4) Bidder,inadvance,shouldgetreadythebiddocumentstobesubmittedasindicatedinthetender document /
schedule and generally, they can be in PDF / XLS / RAR / DWF/JPG formats. Bid
documentsmaybescannedwith100dpiwithblackandwhiteoptionwhichhelpsinreducingsize of the
scanned document.
5) Toavoidthetimeandeffortrequiredinuploadingthesamesetofstandarddocumentswhich are
requiredtobesubmittedasapartofeverybid,aprovisionofuploadingsuchstandarddocuments (e.g. PAN
card copy, annual reports, auditor certificates etc.) has been provided to the bidders. Bidders can use
“My Space” or ‘’Other Important Documents’’ area available to them to upload such documents.
These documents may be directly submitted from the “My Space” area while submitting a bid, and
need not be uploaded again and again. This will lead to a reduction in the time required for bid
submission process.
SUBMISSION OF BIDS
1) Bidder should log into the site well in advance for bid submission so that they can upload the bid in
time i.e. on or before the bid submission time. Bidder will be responsible for any delay due to other
issues.
2) Thebidderhastodigitallysignanduploadtherequiredbiddocumentsonebyoneasindicatedin the tender
document.
3) Biddersarerequestedtonotethattheyshouldnecessarilysubmittheirfinancialbidsintheformat provided
and no other format is acceptable. If the price bid has been given as a standard BoQ format with the
tender document, then the same is to be downloaded and to be filled by all the bidders. Bidders are
required to download the BoQ file, open it and complete the white coloured (unprotected) cells with
their respective financial quotes and other details (such as name of the bidder). No other cells should
be changed. Once the details have been completed, the bidder should save it and submit it online,
without changing the filename. If the BoQ file is found to be modified by the bidder, the bid will be
rejected.
4) Theservertime(whichisdisplayedonthebidders’dashboard)willbeconsideredasthestandard time for
referencing the deadlines for submission of the bids by the bidders, opening of bids etc. The bidders
should follow this time during bid submission.
5) The documents being submitted by the bidders would be encrypted using PKI encryption all
techniquestoensurethesecrecyofthedata.Thedataenteredcannotbeviewedbyunauthorized persons
until the time of bid opening. The confidentiality of the bids is maintained using the
securedSocketLayer128bitencryptiontechnology.Datastorageencryptionofsensitivefieldsis
done.Anybiddocumentthatisuploadedtotheserverissubjectedtosymmetricencryptionusing a system
generated symmetric key.
6) Further this key is subjected to asymmetric encryption using buyers/bid opener’s public keys. Overall,
the uploaded tender documents become readable only after the tender opening by the authorized
bid openers.

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 7) Theuploadedtenderdocumentsbecomereadableonlyafterthetenderopeningbytheauthorized bid
openers.
8) Uponthesuccessfulandtimelysubmissionofbids(i.e.afterClicking“FreezeBidSubmission”in the
portal), the portal will give a successful bid submission message & a bid summary will be
displayed with the bid no. and the date & time of submission of the bid with all other relevant
details.
9) The bid summary has to be printed and kept as an acknowledgement of the submission of the
bid. This acknowledgement may be used as an entry pass for any bid opening meetings.
ASSISTANCE TO BIDDERS
1) Any queries relating to the tender document and the terms and conditions contained therein
should be addressed to the Tender Inviting Authority for a tender or the relevant contact person
indicated in the tender.
2) Any queries relating to the process of online bid submission or queries relating to CPP Portal in
generalmaybedirectedtothe24x7CPPPortalHelpdesknumber0120-4200462, 0120-4001002.

Signature Not Verified

Digitally signed by SATYENDRA CHANDRA
TRIPATHI
Date: 2021.06.01 17:08:37 IST
Location: eProcure-EPROC
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