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Ambedkar University, New Delhi
October, 09th 2018
No. AUD/1-10(216) /2018-19/350                                  Dated: 28.09.2018


Subject: Notice inviting tender for engagement of Chartered Accountant Firm
          at Dr B. R. Ambedkar University Delhi (AUD).

       E-Tenders are invited from Chartered Accountant Firms based in Delhi/NCT
for preparation, compilation, presentation and finalisation of Annual Accounts of AUD
along with Audit of Research Projects in Kashmere Gate Campus of the Dr B. R.
Ambedkar University Delhi. The Firm should have prior work experience with
Government Organizations and Departments. Separate Technical Bid and Financial
Bid shall be submitted online as per the following details:

Last Date of submission of tender:                            22.10.2018 at 4.00 PM
Date of Opening of Technical Bids:                            22.10.2018 at 4.30 PM

       Bidders should read the tender document carefully and comply strictly with the
conditions, while submitting their bids. Clarifications, if any, may be sought from AUD
Admin Division on Telephone No 23863655. Tender can be submitted online on
website `'. Manual bids will not be accepted under
any circumstances.

                                                            Deputy Registrar (Admn.)
        Tender Enquiry No         No. AUD/1-10(216) /2018-19/350
Date/time release of tender             28.09.2018              4:00 PM
through e-procurement solution
Start date/time of submission of        28.09.2018              4:00 PM
online bid
Date/time of pre-bid meeting (at        05.10.2018             10:30 AM
Finance     Division,  Dr   B.R.
Ambedkar University Delhi Delhi-
Last date/time of downloading bid       22.10.2018              4:00 PM
Date/time of opening of Technical       22.10.2018              4:30 PM
Date/time of opening of Financial  Will be notified later
                                 Terms & Conditions

1. Parties:
  The parties to the contract are the Tendering CA Firm and Dr B.R. Ambedkar
  University Delhi (AUD).

2. Firm:
  The term CA Firm shall mean Chartered Accountant Firm, or the party to whom
  the Contract is awarded and shall include his/ her/ their heirs, legal
  representatives, assigns and successors.

3. Scope of Work:

3.1 The accounts shall be prepared as per the guidelines and formats of Financial
   Statements for Central Higher Educational Institutions as prescribed by CAG and
   as circulated by Ministry of Human Resource Development vide letter No.29-
   4/2012-IFD dated 17th April, 2015.

3.2 The CA Firm will reconcile bank accounts on monthly basis.

3.3 The CA Firm will conduct periodical checking and prepare Accounts including
   scrutiny of ledgers, verification of all income & expenditure vouchers and bills.

3.4 The CA Firm will conduct checks and compile accounts on quarterly basis and
    assist in taking suitable measures for improvement in preparation of accounts.
    The Finance Division will provide all support/ documents and files for this purpose.
    The preparation of quarterly accounts comprise of Trial Balance, Receipt and
    Payment Income and Expenditure and Balance Sheet along with schedules and
    workings, separately for Balance Sheet, Income and Expenditure and Receipt and
    Payment Account as applicable as per format as stated in Para 3.1above.

3.5 After the compilation of final accounts Chartered Accountant Firm has to sign and
    seal Trial Balance, all ledgers, Bank Reconciliation Statements and details of
    accrued interest.

3.6 Though, the CA Firm will submit duly signed and stamped, readable and
    reproducible copies of the Accounts and Ledgers as and when required and at
    the end of a specified period; a softcopy in widely acceptable and usable
    computer format which is compatible with AUD systems, will also be submitted to

3.7 The CA Firm will issue utilization certificate/s as and when required.

3.8 The CA Firm will advise the Finance Division staff from time to time for taking
   corrective steps so that AUD accounts are prepared as per acceptable accounting
   standards and practices.
3.9 The CA Firm will offer opinion on taxation matters relating to income tax including
    TDS and GST as and when required. The CA Firm will also file income tax and
    GST returns as per requirement of the respective Act. The CA Firm will have to
    sign Form 15 CA & CB for release of payment in foreign currency as and when

3.10 The nominated representatives of CA Firm will attend all audits by Government
   agencies such as Principal Accountant General (Audit) Delhi (CAG Audit) and
   LFA (Directorate of Audit, Local Fund Accounts) and will assist AUD in
   preparation of Audit responses, as and when required.

3.11 The nominated representatives of CA Firm will attend the meeting of Finance
   Committee or any other body or Committee of AUD, as and when required by the
   Vice Chancellor. The communication in this effect will be communicated well in
   advance through COF or his/her nominee.

3.12 The above work will be completed by the Chartered Accountant Firm through
   his/her nominee/employee, who is expected to be well qualified, experienced and
   conversant with the best accounting practices to ensure compliance with relevant
   statutory govt. rules and laws etc. However, the responsibility of correctness of the
   accounts will remain with the CA himself.

3.13 The nominee of CA Firm, so deputed will come to AUD for 8 to 10 days in a
   month or as per the requirement, and as per mutual consent of the Controller of
   Finance or his/her nominee. Any additional visit, if required in the interest of
   completion of work, will not be refused by the CA under any circumstances.

3.14 The final report on the accounts of the University must be submitted to the
   University within a period of 45 days after the close of Financial Year.

3.15 AUD is undertaking number of Research Projects by its Centres. An audit to
   such projects is to be undertaken for the FY 2018-19 and to suggest standard
   operating procedures for the operation of such projects and deficiency if any, so
   that improvement may be done.

4. Eligibility Criteria:

4.1 The CA Firm should be NCT of Delhi based.

4.2 There should be minimum 4 partners in the Firm.

4.3 CA Firm must be empanelled with Comptroller & Auditor General of India (CAG).

4.4 Firm and/or Partner(s) shall have minimum 3 years' experience of auditing &
    finalization of the Accounts of any autonomous University of State/ Central Govt.
    having turnover of at least Rs. 25 crore and total 5 Years' experience in serving
    of Schools, Colleges or other Educational Institutions. Copy of atleast three (3)
    Work Orders and atleast three (3) Performance Certificates issued in last five
    years needs to be uploaded.
5. Contract Period:

      The period of engagement will be for full one financial year i.e. 2018-19.
      However, the engagement may be extended on yearly basis for the next two
      financial years, one year at a time on the basis of satisfactory performance and
      mutual consent between the CA Firm and AUD on the same terms and

6. General Conditions: Both Technical and Financial Bid are to be uploaded
   concurrently duly digitally signed on the Delhi Government's Public Procurement
   Portal `'.

7. Technical Bid

7.1 The bidder will upload the technical bid in the format given in Annexure I along
    with the following documents:

7.1.1 A copy of Demand Draft/Bankers Cheque as tender document fee of Rs
      1000/- drawn in favour of "Registrar, Ambedkar University Delhi".

7.1.2 A copy of Demand Draft/Bankers Cheque as EMD of Rs.10,000/- drawn in
      favour of "Registrar, Ambedkar University Delhi".

7.1.3 Technical Bid duly filled in the prescribed format specified at Annexure I of
      this tender document. Bidders are required to sign on every page of Technical
      Bid and upload the same online.

7.1.4 A copy of Partnership Deed, if applicable.

7.1.5 A copy of letter of ICAI Institute mentioning registration No. and details of
      partners as upto date, Firm status card copy.

7.1.6 Copy of GST Registration Certificate, if applicable.

7.1.7 PAN allotted by Income Tax Department, Govt. of India.

7.1.8 Copy of audited balance sheets and income expenditure statement for the last
      financial year (f. y. 2017-18) or Copy of Income Tax Returns for the last
      financial year (F.Y. 2017-18).

7.1.9 Copy of the Assignment of preparation, compilation, presentation and
      finalisation of Annual Accounts carried out during last year 5 years. At least
      Three (3) Work Orders needs to be submitted as per clause 4.4.

7.2      Copy of at least three (3) Performance Certificates needs to be submitted as
         per clause 4.4.

7.2.1 A detailed profile of the Firm.

7.2.2 List of the staff with name, qualification & experience that will assist Finance
      Division of the University.
7.2.3 Certificate as per Annexure III that the Firm has never been issued notice for
      failure to submit deliverables and cancellation of work order, forfeiture of EMD
      etc. by any government and / or semi government entities and have not been
      barred from engagement by any government and/ or semi government

7.2.4 Copy of Registration Certificate of the Firm.

8.   Financial Bid

8.1 The Financial Bid should be uploaded in the format as per Annexure II. The
    Financial bid Form shall contain only price details (including payment Terms
    and conditions) as per Annexure II.

8.2 The rates/prices must be in English. The rates should be indicated both in
    figures and words against the item.

8.3 The rates/prices should be clearly specified in Indian Rupees. The rates shall
    be constant throughout the entire period of the contract.

8.4 If no amount is mentioned against any item/ column then its value shall be
    considered as ZERO and Bidder has to provide/ supply that item/ facility free of

8.5 The taxes/duties/discounts if any are to be distinctly and separately shown in
    the commercial form and under no circumstances, these components shall be
    added to the basic price and shown as single price.

8.6 If there is a discrepancy in rates between figures and words, the amount given
    in words will prevail.

9.   Criteria for Evaluation of Tenders:

9.1 The evaluation of bids will be done by a Tender Evaluation Committee (TEC)
    first on the basis of technical information furnished in form as per Annexure I
    which is an eliminatory round and then on the basis of commercial information
    furnished in form as per Annexure II.

9.2 After evaluating the technical bids and on acceptance, then only financial bids
    will be opened. If any bidder uploads Technical bid and Financial bid in one
    cover or in a single folder or submits the bids in any fashion other than the one
    prescribed by the University, they will be summarily rejected.

9.3 As a part of the process to evaluate the technical bids, Tender Evaluation
    Committee may invite the bidders to make a presentation before it. Bidder may
    also be asked to produce a sample of Accounts finalised by them for inspection
    at the time of evaluation of bids.

9.4 Selection will be based on technical evaluation of the uploaded documents and
9.5 AUD will select the Firm whose bid has been found to be substantially
    responsive and has been determined as the lowest evaluated bid, provided
    further that the bidder is determined to be competent to perform the contract
    satisfactorily. AUD shall however not bind itself to accept the lowest or any
    tender bid, wholly or in part.

9.6 It must be kept in view that no decision will be given by the Tender Evaluation
    Committee. Any inferences drawn during the meeting of this Committee by the
    bidders or their representatives will be their own view and the University will not
    abide by the same.

9.7 L1 will be decided on the basis of lowest bid quoted for the engagement
    contract period inclusive of all taxes and duties.

10. Bid Security/ Earnest Money Deposit (EMD)

10.1 The original hard copy EMD of Rs.10,000/- (Ten Thousand Only) in the form of
     demand draft/ banker's cheque from any of the scheduled banks drawn in
     favour of "Registrar, Ambedkar University Delhi" is required to be submitted on
     or before the closing date and time of e-submission of online bids to The
     Registrar, Dr. B.R. Ambedkar University Delhi, Lothian Road, Kashmere Gate,
     Delhi-110006, failing which the bids will not be considered.

10.2 A bid received without Bid security (EMD) shall be rejected as non-responsive
     at the bid opening stage and returned to the bidder unopened.

10.3 The Bid security of the unsuccessful bidder will be discharged/ returned to them
     without any interest after finalization and award of the contract.

10.4 The bid security may be forfeited:

10.4.1 If a bidder withdraws his/her bid during the period of bid validity specified in
       the bid document;

10.4.2 In the case of successful bidder, if the bidder fails to sign the contract or
      furnish the Performance Security within the time specified in the document.

11.   Performance Security Deposit (PSD)

11.1 PSD of 10% of the cost of work order will be retained from payments of the CA
     Firm to ensure due performance of the contract. No interest shall accrue on this

11.2 10% of the work order amount will be retained as security deposit/ retention
     money for six month after signing of the Balance Sheet. PSD will be released
     after signing of final balance sheet of AUD and meeting all contractual
     obligations by the Firm. This can be withheld or forfeited in full or in part in case
     the work is not executed satisfactorily within the stipulated period.
12. Mode of submission of bids and last date

12.1 Both Technical and Financial Bid are to be uploaded concurrently duly
    digitally signed on the Delhi Government's Public Procurement Portal

12.2 The online bids (complete in all respect) must be uploaded online in two
    documents; (Technical bid and Financial bid) as per Annexure-I and Annexure-II
    respectively on the prescribed tender format in PDF form.

12.3 The bidders shall have a valid digital signature certificate for participation in
    the online tender process. The cost of digital signatures, if any, will be borne by
    respective bidders.

12.4 All other documents as per requirement of Technical Bid shall be uploaded
    online through portal website `'. The Bidder shall
    bear all costs associated with the preparation of his tender document including
    cost of any clarifications, required by AUD.

12.5 When deemed necessary, AUD may seek clarification on any aspect from the
    Bidders. However, that would not entitle the Bidder to change or cause any
    change in the price quoted. AUD may, if so required, ask the Bidder to give
    presentation for the purpose of clarification on the tender. All expenses for this
    purpose as also for preparation of documents and other meetings will be borne
    by the Bidder.

12.6 AUD will examine the tenders to determine whether they are complete,
    whether any computational errors have been made, whether the documents
    have been properly signed, and whether the tenders are generally in order.

12.7 A tender determined as not substantially responsive will be rejected by AUD
    and may not subsequently be made responsive by the Bidder by rectifying the

12.8 AUD may waive off any minor infirmity or non-conformity in the tender which
    does not constitute a material deviation, provided such waiver does not
    prejudice or affect the relative ranking of other Bidders. The decision of AUD in
    this regard will however be final and binding.

12.9 During the pre-bid meeting, the bidder is advised to familiarise
    himself/herself/itself with all information that may be necessary for preparing the
    bid and executing the work after its award.

12.10 Canvassing in connection with tenders is strictly prohibited and the tenders
    submitted by the CA Firms who resort to canvassing in any form or try to
    influence the process either directly or indirectly shall be liable for rejection by

12.11 Tender containing any condition leading to unknown/ indefinite liability is liable
    to be summarily rejected.
12.12 Any modification/ corrigendum issued with regard to this tender document
    shall be uploaded on `' website only. Bidders are,
    therefore, requested to visit the website regularly till the last stipulated date of
    submission of the tender for ascertaining any modification/ corrigendum issued
    in this regard.

12.13 The tender bid and copies of certificates uploaded by the Bidder in pdf
    form should be duly signed at the given places, together with initials on
    every page by the authorized person of the Bidder. Initial/ signature will
    indicate the acceptance of the tender document by the Bidder.
13. Period of validity of bids

    The bids submitted by the Bidders shall be valid for a minimum period of 90
    days, computed from the date of opening of tender. The bids once submitted
    cannot be modified under any circumstances.

14. Rejection of incomplete and conditional tenders
    The incomplete and conditional tenders will be rejected. Quoting unrealistic
    rates will also be treated as disqualification.

15. No withdrawal after submission of bids

    The Firm shall not be permitted to withdraw his/ her/ its offer or modify the terms
    and conditions thereof after acceptance of tender. In case the Firm fails to
    observe and comply with the stipulations made herein or backs out after quoting
    the rate, the aforesaid amount of Earnest Money and Performance Guarantee,
    will be forfeited by the University. Besides this, the Firm will also be liable to be
    debarred/ blacklisted from participating in the tendering process of AUD in future
    and/or suitable penalty will be levied.

 16. Non acceptance of the tenders received after the last date
      Tenders uploaded after the closing date and time prescribed in the tender
      enquiry shall NOT be accepted under any circumstances.

 17. Rates/ Prices

 17.1. Rates should be valid for the contract period of one year. Rates quoted valid
     for a shorter period shall be rejected as non-responsive. No claim for
     compensation or loss due to fluctuations or any other reasons/ causes will be
     entertained during the period of contract.

 17.2. Rates quoted include all the services as per tender document given by the
     Firm at Dr. B.R Ambedkar University Delhi.

 17.3. The revision of rates with maximum of 10% increase will be considered only
     after two years i.e. once in a two year. Hence, fee initially fixed will remain
     unchanged for next two years.
 18. AUD's Rights

 18.1 AUD reserves the right to accept/ reject any or all the bids in whole or in part
    and annul the tender process without assigning any reason whatsoever and is
    not bound to accept the lowest tender.

 18.2 AUD reserves the right to blacklist a bidder for a suitable period in case the
    bidder fails to honour its bid without sufficient grounds.

 18.3 If a CA Firm after award of the contract violates any of the terms & conditions,
    it shall be liable to be blacklisted and its EMD/ PSD shall be forfeited.
 19. Mode of Payment
 19.1 Payment against Bill/ Invoice shall be released on quarterly basis against the
    Bill/Invoice on percentage of the total fee quoted by the CA Firm. Release of the
    remuneration is linked to completion of work as per the schedule given below :
     S.No. Particulars of work for financial Scheduled Date of %age of Annual
           year 2018-19                         completion       Fee to be released
       1.  First quarter (April 2018 to June      31st July 2018        15%
       2.  Second quarter (July 2018 to           31st Oct. 2018        15%
           Sept.2018 )
           Since First quarter is over, work of
           both the quarters must be
           completed by 31st Oct 2018 and
           payment will be released as per
       3.  Third quarter (Oct 2018 to Dec.
           2018)                                  31st Jan 2019         15%

       4.   Fourth quarter (Jan 2019- to
            March 2019)                          30th April 2019          15%

       5.   Compilation of final accounts       30th May 2019             15%
       6.   Balance amount (after the CAG                                 15%
            audit of final accounts)
       7.   10% of the work order amount will
            be retained as security deposit/
            retention money for six month
            after signing of the Balance

19.2 Payment will be made direct to the CA Firm through NEFT transfer only. No
    request for other mode of payment will be entertained.

 20. Confidentiality

       The selected Chartered Accountant Firm, its partners and personnel shall not
     disclose any proprietary or confidential information relating to the assignment,
     the service or the information of the University without prior written consent of
     the Competent Authority.
21. Right to call upon Information regarding status of work
     AUD has the right to call upon information regarding status of work at any
    point of time.

22. Other terms and conditions

22.1 Bids through Telex/Tele fax/E-Mail etc. shall not be accepted.

22.2 No unsolicited correspondence shall be entertained.

22.3 Any offer containing incorrect statement and incomplete information will be
     summarily rejected.

22.4 The Firm will be bound by the details furnished by him / her/ it to the AUD,
     while submitting the tender or at subsequent stage. In case, any of such
     documents furnished by him / her/it is found to be fictitious at any stage, it
     would be deemed to be a breach of terms of contract making him / her/it liable
     for legal action besides termination of contract.

22.5 Under no circumstances, the CA Firm shall appoint any sub-contractor or sub-
     lease the contract. If it is found that the CA Firm has violated these conditions,
     the contract will be terminated forthwith without any notice and performance
     security will be forfeited.

22.6 All taxes and levies will be paid by the CA Firm only.

22.7 The Contract can be terminated by either party, i.e., AUD or the CA Firm, after
     giving three months' notice to the other party extendable by mutual agreement
     till alternate arrangements are made. However, AUD reserves the right to
     terminate the contract without giving any notice in case the CA Firm commits
     breach of any of the terms of the contract or if the work of CA Firm is found to
     be unsatisfactory by Controller of Finance, AUD's decision in such a situation
     shall be final and shall be accepted by the CA Firm without any objection or
                                                                                           Annexure -I
                                     Technical Bid
1. Name of the Firm                                 :
2. Date of Establishment                            :
3. Registration No. of firm with ICAI               :
   (Certificate to be enclosed)
4. Constitution of the Firm                         :
(Individual/ Proprietorship/Partnership)
5. Date of Reconstitution of the Firm               :
(Copy of latest Constitution Certificate issue by ICAI to be enclosed)
6. Registered Office, if any                        :

7. Postal Address (Full Address with Pin Code to be given :
8. No. of full-time Qualified Partners                  :
9. Staff Strength                                       :
a) No. of Chartered Accounts                            :
b) Other Paid assistants                                :
10. Whether any partner of the Firm is ex-banker        :
Or the Firm has got tie-up with ex-bankers. If yes, Please furnish details of
partner/tie-up Arrangements
11. Phone Nos. i) Landline(s)                           :
    ii) Mobile No. (s)                                  :
   iii) Fax No.                                         :
   iv) E-Mail ID (s)                                    :
12. GST Tax Registration No.                            :
13. PAN No. of the Firm                                 :
14. Details of Registration with CAG                    :
       (Certificate to be enclosed)
15. Details of Branch/office of CA Firm with address :
S.No. Name of                  Name of the       Address      Phone No.       Email ID
         Branch/office         Branch Head                    /Fax No.
                               of CA Firm                     /Mobile No.

16. Particulars of Partners/Proprietor (Only for full-time Partners) Relevant
Certificate to be enclosed):
S.No.   Name    Age    Designation   Qualification   Whether   Membership    Date of     Date of      Date of
                                                     ACA/FCA      No.       Enrolment   Certificate   joining
                                                                            with ICAI       of          this
                                                                                         Practice      Firm

17. Details of Semi-Qualified Assistants:

S.No    Name                                         Qualification
18. Details of experiences of auditing & finalization of the Accounts of any
autonomous University of State/ Central Govt. having turnover of at least Rs. 25
crore and total 5 Years' experience in serving of Schools, Colleges or other
Educational Institutions (At least three Work Orders and three Performance
Certificates issued in last five years to be uploaded).

S.No Name          Assignments         Name of       Year            Branch/Office

19. Bank Details

Bank               Branch Name and     Account No.   Account         IFSC Code
Name               Address                           Type

                                       Check List
S.     Check List of documents to be        Yes/No             Remarks (Give reasons
No.    uploaded                                                if the answer is No)
  1.   Is demand draft/ banker's cheque
       for a sum of Rs 1,000/- towards
       tender document fee, attached?
 2.    Is demand draft/ banker's cheque
       for a sum of Rs 10,000/- towards
       EMD, attached?
 3.     Is Technical Bid as per
       Annexure I duly filled?
 4.    Registration No. of firm with ICAI
 5.    Copy of Partnership Deed, if
 6.    Copy of latest Constitution
       Certificate issue by ICAI to be
 7.    Copy of Registration Certificate
       with CAG
  8    Copy of Particulars of full time
  9    Is copy of GST No. attached?
 10    Is copy of PAN No. attached?
 11    Are IT Returns/ audited accounts
       statement of the last three years
12.    Are at least three copies of work/
       supply order and Performance
       Certificates issued in last five
       years by autonomous University
       of State/Central Govt. / School/
       Colleges      other    Educational
       Institutions attached?
13     Detailed Profile of Firm attached?
14       Is undertaking certifying that the
         CA Firm has never been issued
         notice for failure to submit
         deliverables and cancellation of
         work order etc as per Annexure
15       Whether       the        uploaded
         documents have been signed on
         each page

Place:                          (Signature of the Bidder along with official stamp)

                                                                        Annexure -II

                                    Financial Bid

1. Name of the Firm:
2. Address and phone No.:

Rates Quoted for various activities/services

 S.      Details of Work      Basic Rate   Tax (GST)         Total        Total
 No                              (Rs)          (Rs)          (Rs)       Amount in
  (i)    Annual
         remuneration for
         work from clause
         No 3.1 to 3.14
 (ii)    The Rate for
         Audit        work
          Grand       Total

Certified that:

1. All above information are correct to the best of my/our information, knowledge and
2. I have read and understood all the terms & conditions of the tender document and
undertake to abide by the same.

                                  Signature of the bidder along with official stamp


                UNDERTAKING (To be submitted with Technical Bid)

        It is certified that I/ my Firm/ Agency/ Company has never been issued notice for
failure to submit deliverables and cancellation of work order, forfeiture of EMD, debarred
from engagement etc. by any of the Departments/ Autonomous Institutions /Universities/
Public Sector Undertakings of the Government of India or Government of NCT of Delhi
or any other State Government or reputed private institutions and no criminal case is
pending against the said Firm/ Agency as on ___________.

Signature of the Bidder________________
Name of the Signatory _______________
Name of the CA Firm/agency_________
Seal of the CA Firm/Agency__________________
Date: __________

                                                            Signature Not Verified
                                                            Digitally signed by ASHUTOSH KUMAR
                                                            Date: 2018.09.28 13:49:51 IST
                                                            Location: NCT of Delhi
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