JHARKHAND STATE AGRICULTURE DEVELOPMENT CORPORATION LIMITED

(JSADCL)

Request for Proposal (RFP)

(Tender Document)

For Appointment of Practicing Company Secretary Firm (part time CS) for JSADCL

December 2023

Issued by:

JHARKHAND STATE AGRICULTURE DEVELOPMENT CORPORATION LIMITED 4th floor,

Krishi Bhawan, Kanke Road, Ranchi
Ranchi-834006

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INDEX

Sl.No. Nomenclature Page No(s).

1. Disclaimer and Disclosures 3

2. Glossary / Definitions 4
3. Tender Schedule / Details of RFP 5
4. General Instructions 6
3. Scope of Work 7
4. General instructions to the Bidders 7
5. Tender Evaluation Process 8
6. Pre-Qualification Criteria & Marking Criteria & Note 9
7. Form-I: Letter of Proposal 12
8. Form-II: Details of Firm 13
9. Form-III: Technical Criteria Checklist 15
10. Form-IV: Details of Documents to be submitted 16
11. Form-V: Format of Non-Blacklisting Certificate 19

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Disclaimer & Disclosures:

Bidders shall be deemed to have full knowledge of the requirements of the work. JSADCL will not accept any
responsibility or liability for any errors, omissions, inaccuracies or errors of judgment with respect to information or
materials provided by JSADCL in this RFP Document or otherwise, with respect to this Project. Although such
information and materials are to the best of JSADCL belief, however, their verification is the sole responsibility of
Bidder.
JSADCL has prepared this document to give background information on the captioned project to the interested
bidders/agencies/contractors. While JSADCL has taken due care in the preparation of the information contained herein
and believe it to be accurate, neither JSADCL nor any of its authorities or agencies nor any of their respective officers,
employees, agents or advisors give any warranty or make any representations, express or implied as to the completeness or
accuracy of the information contained in this document or any information which may be provided in association with it.
The information is not intended to be exhaustive. Interested firms are required to make their own inquiries and
respondents will be required to confirm in writing that they have done so and they do not rely only on the
information provided by JSADCL in submitting the Request for Proposal. The information is provided on the
basis that it is non–binding on JSADCL or any of its authorities or agencies or any of their respective officers,
employees, agents or advisors.
JSADCL reserves the right not to proceed with the project or to change the configuration of the Project, to alter the time table
reflected in this document or to change the process or procedure to be applied. It also reserves the right to decline to discuss
the matter further with any bidder submitting the RFPs.
No contractual obligation on behalf of JSADCL, whatsoever, shall arise from this RFP unless & until a formal contract is
signed and executed by duly authorized officers of JSADCL and the bidder in due course after the invitation of tenders.
JSADCL may modify any / all of the terms of this RFP process giving due notification through the Agriculture
Department’s website or Website of ICSI Ranchi Chapter.
JSADCL will not be liable for any costs incurred by the Bidders in the preparation of the RFP & its presentation. The
preparation of Bidder’s proposal will be made without obligation by JSADCL to acquire any of the items included in the
Bidder’s product, or to select any Bidder’s proposal, or to discuss the reasons why a particular Bidder’s proposal is accepted
or rejected. All information included by the bidders in their proposal will be treated in strict confidence. In case of any
query the bidder can e-mail their query/concern at jsadc2017@gmail.com.

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Glossary

“Addendum / Amendment” means any written amendment / addendum /corrigendum to this RFP,
from time to time issued by JSADCL to the prospective bidders.

“Applicable Laws” means all the provisions of Companies Act applicable to the Company.

“Bidder” or “Tendered” or “Consultant” means any entity which is a sole proprietorship firm, a
partnership firm or a company, in title and assigns which is submitting its bid pursuant to RFP
Documents.

“Bid Due Date” means Bid Submission end date and time given in the tender.

“Tender Fee” means the non- refundable amount to be submitted by the Bidder along with RFP
documents to JSADCL in the form of Demand Draft.

“JSADCL” means Jharkhand State Agriculture Development Corporation Limited (or “Corporation”
or “Employer”).

“Party” means Consultant or Corporation (together they are called “Parties”)

“Re. or Rs. or INR” means Indian Rupee.

“Selected Bidder” means the bidder who has been selected by JSADCL, pursuant to the bidding
process for award of Contract
The words and expressions beginning with capital letters and defined in this document shall, unless
repugnant to the context, have the meaning ascribed thereto hereinabove.

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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

DETAILS OF RFP

1 Name of the Bid RFP for Appointment of PRACTICING COMPANY

SECRETARY FIRM for JSADCL

2 Time-period of contract 3 years; Extension may be granted as per mutual terms.

3 Method of selection On the basis of Highest Marks.

4 Tender Fee Rs 2,000/- (Rupees Two Thousand Only) through Demand Draft
only payable in favour of “Jharkhand State Agriculture Development
Corporation Limited” (Non Refundable)

5 Bid System Technical Bid Only as the Financial Amount is already fixed by the
JSADCL.

6 Name of the Corporation Managing Director

and Official Jharkhand State Agriculture Development Corporation Limited
Email: JSADC2017@gmail.com

7 Bid Validity Period 180 days

8 Bid Language English

9 Bid Currency INR

10 Key Dates Schedule

Uploading of Bid __________

Document 18.12.2023
Last Date of Bid __________
Submission 26.122023
Date of Technical Bid __________
Opening 27.122023
11 Consortium to be allowed No

12 Sub-contracting is allowed No

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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

Section 1: General Information

Background

Jharkhand State Agriculture Development Corporation Limited is a State Government Company,

incorporated on 20th January, 2016. By virtue of its constitution it is a private company and is classified
as 'company limited by shares'.

JSADCL invites Bids for selection of Appointment of Company Secretaries Firm for
JSADCL.

In this regard, the Corporation invites interested Bidder/s to submit their proposals as per provisions of
this Request for Proposal Document.

If JSADCL will shortlist the Bidders on the basis of evaluation criteria mentioned in this RFP
Document. On the basis of the minimum evaluation criteria, qualified Bidders will be shortlisted and
financial proposal of only qualified Bidders will be opened.
Communication

All communications should be addressed to -

Managing Director
Jharkhand State Agriculture Development Corporation Limited
4th Floor Krishi Bhawan, kanke road Ranchi 834008
Email: JSADC2017@gmail.com

Section 2: Terms of Reference

Tenure:

The Corporation intends to appoint a Practicing Company Secretary Firm for providing following
services on a contractual basis to JSADCL for a period of 3 (three) year, which may be extended for a
further period of 2 (two) years on mutual agreement.

Price Schedule:

The Selected Firm will be paid consolidated fee amounting Rs. 20,000/- Exclusive of Taxes (Rupees
Twenty Thousand Exclusive of Taxes) Per Month as consideration of the service provided. The Challan
Charges or any fee for any other assignments other than as specified in Scope of Work will be paid
separately as per the mutual agreement.

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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

Scope of Work

 Advice on Statutory requirements under the Companies Act, 2013 and other applicable laws
to Jharkhand State Agriculture Development Corporation Limited.

 Advice on various questions and interpretations of law from time to time to Jharkhand
State Agriculture Development Corporation Limited, Government of Jharkhand.

 Assistance in preparing and vetting of Board Agenda, Committees Agenda Meeting of

Jharkhand State Agriculture Development Corporation Limited.

 Assist in necessary documentation as per the requirement of laws such as CSR Policy,
refining of existing documents etc.

 Prepare returns and records required by statute to ensure that the organization conducts its
Operations in a legal and proper manner as required under Companies Act, 2013.

 Submission of returns to the Registrar of Companies.

 To ensure that the company complies with the applicable secretarial standards.

 To facilitate the convening of meetings and general meetings and draft and maintain the
minutes of these meetings;

 To represent before various regulators, and other authorities under the Act in connection
with discharge of various duties under the Act;

 To assist the Board in the conduct of the affairs of the company;

 To assist and advise the Board in ensuring good corporate governance and in complying
with the corporate governance requirements and best practices; and

Section-3

Tender Fee

Bidders shall submit, along with their Bids, Tender Fee of Rs. 2,000/- (Two Thousand only), in
the form of a Demand Draft in favour of Managing Director, Jharkhand State Agriculture
Development Corporation Limited, GoJ and should be valid for at least 3 months from the due date
of the tender, RFP.

Tender Fee will not be refunded by the Corporation.

The bid/proposal submitted without Tender Fee, mentioned above, will be summarily rejected.

Tender Fee exemption & other exemptions for Micro and Small Enterprises (MSEs): NO
Exemptionis available under this tender to MSME’s.

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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

Submission of Proposal:

The bidders should submit their tender as per the format in the following manner:

Technical Proposal in separate envelope.

Tender Fee in the form of Demand Draft in a Separate envelope

The Technical proposal envelop & envelope containing Demand Draft (Tender Fee) should be
covered in separate sealed envelope super-scribing

“Request for Proposal (RFP)

For Appointment of Practicing Company Secretary Firm (CS) for JSADCL
All envelop should also indicate clearly the Name of bidder, Official address with contact number
& Official E-mail ID of bidder.

All pages of the bid shall be initiated and stamped by the person or persons who sign the Bid.

In case of any discrepancy observed by the committee in the content of the submitted bid,
document bid will be rejected by the committee immediately. No further corrections / over writing
will be allowed for the same.

Tender Evaluation Process

The Evaluation Committee shall verify the documents and award marks to the bidder as per the
documents demanded in Section-5 of this RFP. Failure to submit requisite supporting
documents/documentary evidence, may lead to rejection.
The firms having highest marks will be selected.

The decision of the Evaluation Committee shall be final.

Each of the responses shall be evaluated on the basis of documents submitted by the bidder.

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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

Section 4: Qualification, Evaluation and Selection Process

Eligibility Criteria:

The Bidder’s competence and capability is proposed to be established by the following

parameters. The Bidder should meet all the criteria given in this section:

i. The practicing Company Secretary (CS) firm or the Lead Partner / Proprietor should be
serving as Practicing Company Secretary for at least 5 years without any break as on 31 st
March 2023.

ii. The firm / Lead Partner / Proprietor must be Peer Reviewed by ICSI. The cutoff date for
ascertaining the Peer Review Certificate is 31st July 2023.

iii. The Firm should have experience of working as Company Secretary on Retainership Basis
or Part Time Basis for at least One State PSU. PSU here means State Government
Companies or Corporations. Kindly submit copy of work order.

iv. The Firm should have minimum two Active Partners in full time practice or the PCS/ Firm
should have at least one full time employee other than the proprietor in case of
Proprietorship Firm who is a qualified Company Secretary. Kindly submit the details of
Partner/employee/employees along with substantial proof evidencing the same.

v. The firm should not have been blacklisted/ debarred /declared ineligible for corrupt and
fraudulent practices by the Govt. of India, State Govt./ Reserve Bank of India (RBI)/
ICAI/ ICSI or any court of law and should not have any disciplinary proceedings pending
against the applicant firm or any of the partner with ICAI/ ICSI/ RBI in last Five (5)
financial years.
vi. JSADCL, if required, may seek clarifications from bidders during the technical evaluation.

Note:
No consortium is allowed.

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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

Section-5:List of Documents to be submitted for evaluation and on the basis of which Company
Secretary Firm will be selected.

i. Documents evidencing Experience of Lead Partner / Proprietor of the Company Secretary Firm.

ii. Peer Review Certificate issued by the Institute of Company Secretaries of India.

iii. Copy of all work orders with regard to experience of working as Company Secretary on Retainership
basis / Part-Time Basis for the State Government Corporations i.e. State PSU.

iv. Copy of all work orders with regard to experience of handling Secretarial work of State Government
Corporations i.e. State PSU. (Secretarial Work here means Secretarial Audit, Form Filing or any other
work related to Company Law).

v. Copy of all work orders with regard to experience of handling Secretarial work of Central
Government Corporations i.e. Central PSU. (Secretarial Work here means Secretarial Audit, Form
Filing or any other work related to Company Law).

vi. Details of all Partner’s & employees of the Company Secretary Firm who is a Qualified Company
Secretary.

vii. Copy of all work order with regard to experience of handling Income Tax Return Filing or GST
Return Filing or Professional Tax Returns Filing of Central / State PSU.

Note:-
i. The Firm who will meet the minimum eligibility will be considered for marks evaluation.
ii. The Firm who will get Highest Marks on the basis of documents submitted as per Section-5 of this
RFP will be selected and will be appointed by the Corporation.

iii. Experience of Lead Partner/Proprietor/Individual will be calculated from date of issue of Certificate of
practice (CoP) by ICSI.

iv. During the evaluation the work order will be considered on PSU wise not year wise i.e. If the firm has
3 work orders evidencing experience of working as Company Secretary on Retainership Basis for
different financial years but from same Central / State PSU then in that case only One Work order will
be considered for evaluation.

v. Those work order which has been considered as experience of working as Company Secretary on
Retainership Basis in respect of any Central / State PSU then that work order will not be considered
for experience evidencing handling of Secretarial Work of that Central / State PSU or Income Tax
Return Filing or GST Return Filing or Professional Tax Return Filing.

vi. Final Selection will be made based on highest marks obtained by a firm out of total 100 marks.

vii. The fee has been fixed in advance as total of ₹20,000/- Per Month (Rupees Twenty Thousand only)
Per Month plus taxes as applicable for each month for the Legal requirements as prescribed and
additional scope of work as per expectations listed herein.

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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

The bidder is expected to respond to the tender using the forms given in this section and all
documents supporting Technical evaluation criteria:

Forms to be used in Technical Proposal:

Form 1: Letter of Proposal

Form 2: Details of Firm.
Form 3: Technical Criteria Check List.
Form 4: List of Documents to be submitted & Details to be filed in the table format as given in the RFP.
Form 5: Format of Non-Blacklisting Certificate (Undertaking).

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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

Form 1: Letter of Proposal Submission

[Location, Date]

To
The Managing Director
Jharkhand State Agriculture Development Corporation Limited
Address: Krishi Bhawan, Ranchi, Jharkhand-834001.

Subject: Proposal for Appointment as Company Secretary on Retainership / Part-Time Basis for
JSADCL

Dear Sir,
We, the undersigned, offer to provide the services in accordance with your RFP Document dated [ Insert
Date] and our Proposal. We are hereby submitting our Technical Proposal in a sealed envelope. We
confirm that we have read the RFP Document in totality and abide by the terms and conditions stated in the
document.
We have filled the complete information correctly in Form 2.
I/We agree to keep the quoted rate open for acceptance for 180 days from the due date of submission thereof
and not make any modification in its terms and conditions.
We hereby declare that all the information and statements made in this Proposal are true and accept that any
misinterpretation contained in it may lead to our disqualification. Our Proposal is binding upon us.
We understand you are not bound to accept any Bid you receive.

Yours Sincerely,
Authorized Signature [In full and initials]:Name and Title of Signatory:
Name and address of Firm:

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Form 2: Firm Details

Details of the Firm/ Applicant:

Name of Firm/ Applicant:

Name of the Lead Partner:

Address:

Tel No. (with code) :

Contact Person:

Name and Designation :

Address, Telephone No. and Email address:

Peer Review Number of the Firm:

Date of Registration of the Firm :

Registration number of firm :

Legal status of the Firm (with supporting documents):

GST Registration No:

PAN of the firm with copy of the IncomeTax Returns:

Brief description of the firm and organization structure:

Details of Partners & employee

S.No. Name of the Partners/ Proprietor Membership No. COP Details Date of
joining the
firm as a
partner (Full
time)

Details of Head Office and Branch Office :

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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

We agree with all the terms and conditions of this document.

Authorized signatory Name:

Date:
Name of the Applicant with seal

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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

Form 3: Technical Criteria Check List

l. No. Specific Requirement Document Required (Yes/No) Remarks

1. The practicing Company Secretary (CS) Certificate of Practice

firm or the Lead Partner / Proprietor issued by ICSI
should be serving as Practicing
Company Secretary for atleast 5 years
without any break as on 31st March
2023.
2. The firm / Lead Partner / Proprietor Peer Review Certificate
must be Peer Reviewed by ICSI. The issued by ICSI.
cutoff date for ascertaining the Peer
Review Certificate is 31st July 2023.

3. The Firm Should have experience of Copy of Work Order

Working as Company Secretary on
Retainership Basis or Part Time Basis
for atleast One State PSU. PSU here
means State Government Companies
or Corporations. Kindly submit copy of
work order.
5. The Firm should have minimum two Partnership Agreement
Active Partners in full time practice or Consent Letter
the PCS/ Firm should have at least one Declaration by the bidder
full time employee other than the along with Membership
proprietor. Certificate of every Partner /
Employee.

6. The firm should not have been Certificate of Notary

blacklisted/ debarred /declared (Affidavit)
ineligible for corrupt and fraudulent
practices by the Govt. of India

7. Tender Fee in the form of Demand Demand Draft

Draft of Rs. 2,000/- (Two Thousand
Only) in favour Jharkhand State
Agriculture Development Corporation
Limited

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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

Form 4: Details to be filed in the Table & Documents to be Submitted evidencing the statements
mentioned in the table.
Kinldy Refer Section-5 of this RFP

1. Experience of Lead Partner / Proprietor of the Company Secretary Firm.

Table No:-1:

S.No Name of the Lead Membership Number Date of Issue of Details of Experien
Partner / Proprietor COP by ICSI Break in ce as on
of the Company COP, if 31st
Secretary Firm any March
2023
1.

Note: Kindly submit the copy of Certificate of Practice of the Lead Partner / Proprietor issued by ICSI.

2. Details of Peer Review:

Table No:2:-
S.No Peer Review Certificate No Date of Issue of Peer Date of Validity of Peer
Review Certificate Review Certificate
1.

Note: Kindly submit the Copy of Peer Review Certificate.

3. Details of experience of working as Company Secretary on Retainership basis / Part-Time Basis

for the State Government Corporations i.e. State PSU.

Table No:3:-
S.No Name of the State PSU Year of Experience in Nature of Work
that PSU. (Company Secretary on
Retainership Basis /
Part-Time Basis)
1.
2. So
on…

Note: Kindly submit Copy of all work orders with regard to experience of working as Company Secretary
on Retainership basis / Part-Time Basis for the State Government Corporations i.e. State PSU. Only One
Work Order will be considered for one State PSU even it is issued for different Financial Years.

4. Details of experience of handling Secretarial work of State Government Corporations i.e. State
PSU. (Secretarial Work here means Secretarial Audit, Form Filing or any other work related to
Company Law). In this Section, Retainership Work Order will not be considered.

Table No:4:-
S.No Name of the State PSU Year of Experience in Nature of Work
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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

that PSU.
1.
2.So
on..

Note: Kindly submit Copy of all work orders with regard to experience of handling Secretarial work of
State Government Corporations i.e. State PSU. (Secretarial Work here means Secretarial Audit, Form
Filing or any other work related to Company Law). In this Section, Retainership Work Order will not be
considered and Only One Work Order will be considered for one State PSU even if it is issued for
different Financial Years and for different Secretarial Work.

5. Details with regard to experience of handling Secretarial work of Central Government

Corporations i.e. Central PSU. (Secretarial Work here means Secretarial Audit, Form Filing or any
other work related to Company Law).

Table No:5:-
S.No Name of the Central PSU Year of Experience in Nature of Work
that PSU.
1.
2.So
on..

Note: Kindly submit Copy of all work orders with regard to experience of handling Secretarial work of
Central Government Corporations i.e. Central PSU. (Secretarial Work here means Secretarial Audit,
Form Filing or any other work related to Company Law). In this Section, Retainership Work Order will
not be considered and Only One Work Order will be considered for one Central PSU even if it is issued
for different Financial Years and for different Secretarial Work.

6. Details of all Partner’s & employees of the Company Secretary Firm who is a Qualified
Company Secretary.

Table No:6:-
S.No. Name of the Partner / Membership Number Post Membership
Employee(who is Qualified Experience
Company Secretary)
1.
2. So on…

Note: Kindly submit the copy of the membership certificate issued by the ICSI for each Partner /
Employee.

7. Details of Experience of handling Income Tax Return Filing or GST Return Filing or
Professional Tax Returns Filing of any Central / State PSU.

Table No:7:-

S.No Name of the State / Central Category Nature of Work

PSU (Central / State PSU)
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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

Kindly clarify
1.
2.So
on..
Note: Kindly submit the Copy of all work order with regard to experience of handling Income Tax Filing
or GST Filing or Professional Tax Returns Filing of Central / State PSU. In this Section, Retainership
Work Order will not be considered and Only One Work Order will be considered for one Central PSU /
State PSU even if it is issued for different Financial Years and for different Secretarial Work.

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 RFP for Appointment Practicing Company Secretary Firm for JSADCL

Form 5:
Undertaking
(To be Notarised)

Name of Work: Appointment of Practicing Company Secretary Firm for JSADCL

I confirm that M/S……………………………………………………………..

Has not have been blacklisted/ debarred /declared ineligible for corrupt and fraudulent practices by the
Govt. of India, State Govt./ Reserve Bank of India (RBI)/ ICAI/ ICSI or any court of law and should not
have any disciplinary proceedings pending against the applicant firm or any of the partner with ICAI/
ICSI/ RBI in last five (5) financial years.
Does not have any pending litigation & non-performing contracts during last 5 (five) years. Further, has
not been barred by any government/government-undertaking/ semi- government/ govt. controlled
institutions/ private organizations in India.
Has not abandoned any work in last 5 (five) years.

Has not delayed in similar work completion during orders executed in last 5 (five) years.

Does not ever been terminated due to poor performance.

Has not suffered Bankruptcy/ insolvency in last 5 (five) years.

Has not been blacklisted by any organization.

Has not submitted any misleading information in the Bid.

Is financially sound to perform the work.

Signature of the bidder with seal

Dated:

Witness:

Address:

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