No. AUD/1-10(216) /2018-19/350 Dated: 28.09.2018
To,
-------------------------------------------------
--------------------------------------------------
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 `govtprocurement.delhi.gov.in'. Manual bids will not be accepted under
any circumstances.
S/d
Deputy Registrar (Admn.)
Schedule
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-
110006
Last date/time of downloading bid 22.10.2018 4:00 PM
document
Date/time of opening of Technical 22.10.2018 4:30 PM
Bid
Date/time of opening of Financial Will be notified later
Bid
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
AUD.
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
required.
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
conditions.
6. General Conditions: Both Technical and Financial Bid are to be uploaded
concurrently duly digitally signed on the Delhi Government's Public Procurement
Portal `govtprocurement.delhi.gov.in'.
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
entities.
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
cost.
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
price.
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
amount.
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
`govtprocurement.delhi.gov.in'.
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 `govtprocurement.delhi.gov.in'. 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
non-conformity.
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
AUD.
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 `govtprocurement.delhi.gov.in' 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
(Rs.)
1. First quarter (April 2018 to June 31st July 2018 15%
2018)
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
above.
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
Sheet.
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
resistance.
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
University
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
applicable.
6. Copy of latest Constitution
Certificate issue by ICAI to be
enclosed
7. Copy of Registration Certificate
with CAG
8 Copy of Particulars of full time
partners
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
attached?
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
III?
15 Whether the uploaded
documents have been signed on
each page
Place: (Signature of the Bidder along with official stamp)
Date:
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
Words
(i) Annual
remuneration for
work from clause
No 3.1 to 3.14
(ii) The Rate for
Audit work
ClauseNo.3.15
Grand Total
(i+ii)
Certified that:
1. All above information are correct to the best of my/our information, knowledge and
belief.
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
Dated:
Annexure-III
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__________________
Place:
Date: __________
Signature Not Verified
Digitally signed by ASHUTOSH KUMAR
Date: 2018.09.28 13:49:51 IST
Location: NCT of Delhi
|
