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Department Of Health, Office of Civil Surgeon Sonepat
December, 10th 2018
                             District Health Society,Sonipat
                       National Health Mission,
              HEALTH DEPARTMENT, SONIPAT HARYANA




                        Civil Surgeon Office Sonipat
                      Tel. No. 9729411970/9466416040




 E-TENDER for Appointment of Concurrent Auditor for District Health
Society, Sonipat for Audit of all programmes under NHM & Non NHM



          Cost of Tender Document: Rs. 500/- (Non Refundable)
           District Health & Family Welfare Society,Sonipat Haryana
                                        Civil Surgeon
                                          Sonipat
                                      e-TENDER NOTICE

Tender notice no. NHM/SNP/18-19/3161                          Dated:-7.12.2018


   TENDER for Appointment of Concurrent Auditor for District Health Society Sonipat,
   Haryana

      E-tenders are invited online by the o/o Civil Surgeon Sonipat Haryana in two bid system
(i.e. Part-I: Technical Bid and Part II: Financial Bid) for hiring of services of Chartered
Accountant Firms & Cost Accountant Firms for carrying out Concurrent Audit of Accounts
Records of District Health Society , Sonipat for 2018-19.

      1.    The detailed tender document can be downloaded from the website
            www.etenders.hry.nic.in & filled up from 10-12-2018 to 21.12.2018 (upto 1.00 PM)

      2.    Important dates for the tender are as follows:-

   Start Date & Time of Bid Preparation &          :   10-12-2018        10:30 hours
   Submission
   Pre Bid Meeting                                 :   14-12-2018        11:30 hours
   Last Date & Time for Tender Document            :   21-12-2018        11:00 hours
   Fees deposit ( non ­refundable)
   Closing Date & Time of Bid Preparation          :   21-12-2018        13:00 hours
   & Submission
   Technical Bid opening                           :   21-12-2018          15:00 hours
   Date and time of Opening financial Bids             Opening date of Financial Bid Will be
                                                       intimated later on after evaluation of
                                                       Technical Bid
      Email address for communication for              damsonipat@gmail.com
      any queries/clarifications.
3. The interested CA/CMA Firms may submit the tenders online at
   www.etenders.hry.nic.in(i.e. Part-I: Technical Bid and Part II: Financial Bid) in the
   prescribed Performa. All the documents in support of eligibility criteria etc. are also to
   be scanned and uploaded during tender preparation and at submission stage. Tenders
   should be submitted online only, however The Bidders shall also dropped original copy
   of Technical Bids along with related documents and Demand Drafts for Tender Fee in
   the O/o Civil Surgeon Sonipat on or before the last date and time of submission of the
   E-tender on portal.
4. Financial bids of only technically qualified firms would be opened by the committee and audit should be awarded on the basis of Quality cum cost based selection(QCBS) process, 70% weightage would be given to the Technical Evaluation and 30% weightage would be given to the financial bid. 5. The Bidder must be registered in e-procurement portal (www.etenders.hry.nic.in) and obtain valid class III Digital Signature Certificate (DSC) as per Information Technology (IT) Act,2000. 6. The Bidder is responsible for checking the e-procurement portal on regular basis for notification/amendments to the tender(if any). Proposal documents without tender fee will be rejected. -sd- Civil Surgeon Sonipat Request for Proposal (RFP) For Appointment of Concurrent Auditor for District Health & Family Welfare Societies (DH&FWS) of State Haryana for Audit of all programmes under NHM & Non NHM [2018-19] REQUEST FOR PROPOSAL (RFP) District Health & Family welfare Society(DH&FWS), Sonipat seeks to invite Proposal from Chartered Accountant(CA) Firms and Cost and Management Accountant(CMA) Firms meeting the minimum eligibility criteria for conducting the Concurrent audit of District Health & Family Welfare Society, Sonipat under the National Health Mission for the financial year 2018-19. This appointment will be for one year & can be renewable for next year subject to the satisfactory performance of Concurrent Auditors. A complete set of RFP specifying eligibility criteria, and other terms and conditions applicable for the above said assignment can be downloaded from Website www.etenders.hry.nic.in or http://sites.google.com/site/dpmsonipat Important Dates & Address are as follow: Start Date & Time of Bid : 10-12-2018 10:30 hours Preparation & Submission Pre Bid Meeting : 14-12-2018 11:30 hours Last Date & Time for Tender : 21-12-2018 11:00 hours Document Fees deposit ( non ­ refundable) Closing Date & Time of Bid : 21-12-2018 13:00 hours Preparation & Submission Technical Bid opening : 21-12-2018 15:00 hours Particulars Address Place of pre bid conference for the audit O/o Civil Surgeon Sonipat of District Health Society Sonipat Place for opening of Technical Bids for O/o Civil Surgeon Sonipat the Concurrent Audit of District Health Society Sonipat Contact number of DH&FWS 7988601248 E-mail ID of DH&FWS damsonipat@gmail.com Terms of Reference (ToR) Following Sections must be read carefully: Section 1: Introduction of Concurrent Audit Section 2: Background of National Health Mission Section 3: Object of Concurrent Audit Section 4: Scope & Coverage of Concurrent Audit of District Health Societies Section 5: Frequency of Concurrent Audit Section 7: District Audit Committee Section 8: Auditing Standards to be followed by the CA/CMA Firms Section 9: Terms for appointment of Concurrent Auditors (including maximum numbers of District Health Societies by one CA/CMA Firm) Section 10: Content of Concurrent Audit Report & Executive Summary Report Section 11: Key Timelines Section 12: Appointment & Selection of Concurrent Auditors (including guidelines for submission of proposal) Section 13: District wise detail of Health Institutions Under NHM,HARYANA Section 14: Responsibility of District Health Societies. Section 15: Facilitation of the Audit Section 16: Some important Issues Section 17: Monitoring & Evaluation Section 18: Technical evaluation & selection methodology. Section 19: Monthly Financial Reporting at District level. Section 20: Penalty Clause SECTION 1: INTRODUCTION OF CONCURRENT AUDIT Concurrent Audit is a systematic examination of financial transactions on regular basis to ensure accuracy, authenticity, compliance with procedures and guidelines. The emphasis under concurrent audit is not on test checking but on substantial checking of transactions. Independent Chartered Accountant firms/Cost and Management Accountant Firms are needed to be appointed at District level to undertake monthly audit National Health Mission( NHM) & Non NHM Programmes. SECTION 2: BACKGROUD OF NATIONAL HEALTH MISSION 1. National Rural Health Mission (NRHM)( at present known as National Health Mission) of the Ministry of Health & Family Welfare was launched on 12th April, 2005 by the Government of India to improve medical facilities in all the area in the country. The NHM seeks to provide accessible, affordable and quality health care to the population, especially the vulnerable sections. It also seeks to reduce the Maternal Mortality Ratio (MMR) in the country from 407 to 100 per 1,00,000 live births, Infant Mortality rate (IMR) from 60 to 30 per 1000 live births and the Total Fertility Rate (TFR) from 3.0 to 2.1 within the 7 year period of the Mission. It has now been termed as National Health Mission (NHM). NHM is overarching NUHM also and includes Non-Communicable Diseases (NCD) as well. 2. One of the visions of the Mission is to increase public spending on health from 0.9% to 2-3% of GDP, with the improved arrangement for community financing and risk pooling. The NHM has provided an umbrella under which the existing Reproductive and Child Health Programme (RCH) and various National Disease Control Programmes (NDCPs) have been repositioned. National Urban Health Mission (NUHM) has also been added as submission of National Health Mission. 3. At present the following Programmes/Schemes falls under the National Health Mission: A. NHM-RCH Flexible Pool: · RCH Flexible Pool (including Routine Immunization (RI), Pulse Polio Immunization (PPIP) & National Iodine Deficiency Disease Control Programme (NIDDCP) · Health System Strengthening (including AYUSH, National Programme for Prevention and Control of Deafness (NPPCD), National Oral Health Programme (NOHP), National Programme for Palliative Care (NPPC), Assistance to State for Capacity building (Burn Injury), National Programme for Fluorosis(NPF). B. National Urban Health Mission (NUHM). C. Flexible Pool for Communicable Disease: National Vector Borne Disease Control Programme (NVBDCP) Revised National Tuberculosis Control Programme (RNTCP) National Leprosy Eradication Programme (NLEP) Integrated Disease Surveillance Project (IDSP) D. Flexible Pool for Non-Communicable Disease: National Programme for Control of Blindness (NPCB) National Mental Health Programme (NMHP) National Programme for Health Care of the Elderly (NPHCE) National Tobacco Control Programme (NTCP) National Programme for control of Deafness National Programme for Prevention and Control of Cancer, Diabetes, Cardiovascular Diseases and Stroke (NPCDCS) In addition to the above programmes covered under the umbrella of NHM, the following Non NHM Grants are also handled by the State as well as District Health Societies: (1) HUDA Grant (2) Construction worker Grant (3) IMR Grant (4) TFC/PWD Grant (5) ASHA/ANM State Budget 4. Funding & Accounting Arrangements: Funds are transferred by the State Health Societies to the District Health Societies under the common pool Grant and funds are further transfer by the Districts to the DH/SDH/CHC/PHC/SC under the common pool, however NHM funds are to be utilized as per approved RoP of respective District and Non NHM funds are to be utilized as per the guidelines of the respective Programme. 5. Constitutions of State Health Societies and District Health Societies: At the state level State Health Mission has been constituted under the Chairmanship of Honorable Chief Minister while the State Health Society has been constituted under the chairmanship of Chief Secretary of Haryana. Similarly at the district level District Health Mission has been constituted under the chairmanship of Honorable Minister In-charge of the district while District Health Society (DHS) has been formed under the Chairmanship of Deputy Commissioner. For achievement of NHM goals and for effective implementation of NHM activities additional resources and capacities at various levels have been created, viz., State Programme Management Unit (SPMU) ­ at the state level, District Programme Management Unit (DPMU) at district level and Block Programme management (BPMU) at block level. SECTION 3: OBJECTIVE OF CONCURRENT AUDIT (i) The primary objective of the monthly concurrent audits is to enable the concurrent auditors to examine the accounts pertaining to the National Health Mission programme & Non NHM funds maintained by the State Health Societies & District Health Societies on a continuous basis, provide necessary technical and hand holding support with a view to ensure timely preparation of accounts and financial Monitoring reports (FMRs), reliability of information, effective monitoring of programme activities and advances, etc. (ii) Inter unit reconciliation (iii) Verification of Monthly Financial Reporting (as per Appendix A). (iv) Others key objectives:- To ensure voucher/ evidence based payments to improve transparency, To ensure accuracy and timeliness in maintenance of books of accounts, To ensure timeliness and accuracy of periodical financial statements, To improve accuracy and timeliness of financial reporting especially at sub-district levels , To ensure compliance with laid down systems, procedures and policies, To regularly track, follow up and settle advances on a priority basis, To access & improve overall internal control systems. SECTION 4: SCOPE OF CONCURRENT AUDIT 1. The scope of audit covers all activities being implemented by the District Health Societies, viz. - RCH Flexipool - Mission Flexipool( including AYUSH) - Routine immunization - Pulse Polio - NUHM - RNTCP - NLEP - IDSP - NVBDCP - NPCDCS - NPHCE - NPCB - NMHP - NPCD - HUDA Grant - IMR Grant - TFC/PWD Grant - Construction worker Grant - ASHA/ANMs State Budget 2. The concurrent auditors are required: To review of the Books of Accounts of District Health Societies and expenditure incurred by the DHS To audit of Financial Statements of DHS To verification of the Monthly Financial Reporting of District Health Societies ( as per Appendix A) To review and analysis of the Age wise and Party wise Advances Report. To comparison between financial and physical performance and analysis To filling in the checklist provided. To vetting of the District ATRs and providing observations thereon To examine and ensure that the books of accounts of DHS are maintained accurately and in are updated in a timely manner as per operational guidelines for financial management. To express an opinion on whether the expenditure reported by the DHS to the higher authorities for the NHM project through the Financial Management Report (FMR)/ statement of expenditure (SOE), presents fairly and accurately, in all material aspects. To any other evaluation work, as desired by the Audit committee. 3. Specific work of CHCs/PHCs/SDH/DH District Concurrent auditor shall visits to sample CHCs/PHCs/SDH/DH/FRUs/DTC (in a way to cover all CHCs/PHCs/SDH/DH/FRUs/DTC in a year). Following is essential works of CHCs/PHCs/SDH/DH Checking of transaction posted by Accounts Assistant in tally EPR- 9 customized software. Audit of at least 2 sub-centres located within the CHC every month. Verification of Mandatory books of accounts( Yes/No format as mentioned at Appendix G) Important Note: (1) Concurrent auditor of state health society will function as nodal auditor for the NHM who will oversee the work of all District Concurrent Auditors. For ensuring quality and timely completion of the whole audit exercise, the District Auditors are expected to cooperate and comply with the directions of the nodal auditor as and when given and will provide necessary information when demanded. (2) It must be noted first of all the District Health Society shall compiled the expenditure report of all health institution on or before 8 th of month and then concurrent auditors will start monthly audit between 9th to 12th of each month. (3) Concurrent auditors of District Health Societies shall start audit between 15 to 20 of every month subject to exception as mentioned in the notes of key timelines section. SECTION 5: FREQUENCY OF AUDIT Concurrent Audit will be carried out on a "Monthly basis". Districts shall complied the monthly Financial Reporting( including Tally Data) on or before 8th of month immediately succeeding the relevant month and the concurrent auditor shall visit for the Audit between 9th to 12th of month immediately succeeding the reporting month. After the completion of Audit and after making rectification entries as recommended by the Concurrent Auditors, DHS shall send the monthly FMR to the SHS on or before 12 th of month immediately succeeding the reporting month. State level auditors shall visit for audit between 15th to 20th of every month subject to the exception mentioned in the notes of key timelines. SECTION 7: DISTRICT AUDIT COMMITTEE (1) Formation of District Audit Committee (2) Functions of District Audit Committee (1) Formation of District Audit Committee A District audit committee should be constituted at each District for monitoring and evaluation of Concurrent audit. The member of audit committee should be the following: Person Designation in Committee Civil Surgeon Member Secretary Deputy Civil surgeon (NHM) Member Deputy Civil surgeon (NCD) Member Deputy Civil surgeon (Communicable disease) Member District Accounts Manager Member District programme Manager Member District ASHA Coordinator Member The District audit committee should function under the guidelines of Director Finance and Accounts at State level. The District audit committee should meet at least 6 times in a year. (2) Functions of District Audit Committee · Selection and appointment of District Concurrent auditors (in concurrence with the state Audit Committee). · Monitoring timely audits at District level and timely submission of audit reports. · DPM & DAC shall be responsible for providing the physical data to the Auditors on or before their schedule so that the physical data may be match with the financial data and auditors may report on the same. · Monitoring whether adequate follow up action is being taken on the audit observations. · Monitor whether ATR (Action taken report) has been prepared and given to the auditors and whether the same has been vetted · Carrying out an assessment of audits in case the auditors are being considered to be reappointed with intimation to State audit committee. · Renewal of the Concurrent Auditors contracts with intimation to State Audit committee. Section 8: Auditing Standards to be followed by the CA/CMA Firms The audit will be carried out in accordance with Engagement & Quality Control Standards (Audit & Assurance Standards) issued by the Institute of Chartered Accountants of India in this regard. The auditor should accordingly consider materiality when planning and performing (except where a certain minimum coverage of implementing units is specified) the audit to reduce the risk to an acceptable level that is consistent with the objective of the audit. In addition the auditor should specifically consider the risk of material misstatements in the financial statements resulting from fraud. Section 9: Terms for appointment of Concurrent Auditors (including maximum numbers of District Health Societies by one CA Firm) District level 1. At the District level, the concurrent auditor appointed once can be retained/ reappointed for a maximum total term of two financial years i.e. current year and next year. 2. However, the contract awarded should be for one year at a time and should be renewed next year on the basis of auditors performance review. 3. A CA/CMA Firm may take the audit of maximum three Districts subject to approval of State Audit Committee. Section 10: Content of Monthly Concurrent Audit Report & Quarterly Executive Summary Report (1) Contents of Monthly Concurrent Audit Report & Quarterly Executive Summary Report for District level Auditors It may be noted that the Concurrent Audit Report of a District Health Society is required to be submitted on monthly basis and the Executive Summary Report of District Health Society is required to be submitted on quarterly basis. (a) Content of Monthly Concurrent Audit Report of DHS (b) Content of Quarterly Executive Summary Report of DHS (a) Content of monthly concurrent audit report of DHS The monthly Concurrent Audit report of DHS should contain the following reports and documents: · Audited Trail Balance of DHS · Audited Monthly FMR · Age wise List of Advances of DHS · Bank Reconciliation Statement of all the banks(NHM & Non NHM) of DHS · Audited Monthly Financial Reporting( as per Appendix A) · Mandatory Books of Accounts Status(Yes/No format as per Appendix G) · Observations and Recommendations of the auditor(including observations on CHCs/PHCs/SDH/DH/DTC/FRUs visited) · Action taken by District Health Society on the previous audit observations, along with his observations on the same. Important Notes: · The District level Concurrent Auditors shall submit their monthly concurrent audit report( both soft and hard copies) to the District Health Society on or before 15th of month immediately succeeding the reporting month and District Health Society shall submit the soft copy of Concurrent Audit Report to State head quarter on quarterly basis ie monthly concurrent audit report for the month of october, November and december 2018 shall be submitted to the state head quarter on or before 15th January . It must further be noted that the soft copy of Monthly Audit Report be submitted at dfa.rhm@gmail.com & also the concern Programme Division mail id e.g RNTCP, NLEP, NPCB, NVDBCP, IDSP, NPCDCS,NPHCE, Ayush etc on quarterly basis. · The Audit observations & recommendations must be classified into the following categories so that the same may be monitor by the concerned Programme Officer: i) RCH Flexipool, Mission Flexipool( including AYUSH). Routine immunization, Pulse Polio and Non NHM Grant. ii) Non Communicable Disease. iii) Communicable Diseases. iv) NUHM (b) Content of Quarterly Executive Summary Report of DHS Attached at Appendix B SECTION 11: KEY TIMELINES The Key Timelines which need to be adhered to are summarized below: Concurrent Audit for the Period April 2018 to December 2018 Activity Timelines for submission of Concurrent Audit Report and Executive summary Report Carrying out Concurrent Audit of District Submission of Quarterly Concurrent Audit Health Society for the Period April 2018 Report and Quarterly Executive Summary to June 2018. Report by Concurrent Auditor for the period April 2018 to June 2018 District Health Society on or before 11.01.2019 Carrying out Concurrent Audit of District Submission of Quarterly Concurrent Audit Health Society for the Period July 2018 to Report and Quarterly Executive Summary September 2018. Report by Concurrent Auditor for the period July 2018 to September 2018 to District Health Society on or before 21.01.2019 Carrying out Concurrent Audit of District Submission of Quarterly Concurrent Audit Health Society for the Period October to Report and Quarterly Executive Summary December 2018. Report by Concurrent Auditor for the period October to December 2018 to District Health Society on or before 31.01.2019 Note: Action taken report for Audit observations for the period April 2018 to December 2018 is required to be submitted to the State Head Quarter on or before 15.02.2019 Concurrent Audit from the Period January 2018 onwards Activity Timelines Carrying out concurrent audit Monthly Submission of Audit Report by Auditor to 15th of the next month DHS Submission of soft copy of District Audit On Quarterly basis( on or before 15th of the report of previous three month to the month immediately succeeding the relevant Director Finance & Accounts at State quarter) level Submission of Hard Copy of District On Quarterly basis( on or before 20th of the Concurrent audit reports of previous threemonth immediately succeeding the relevant month to the SHS quarter) Submission of scanned soft copy( duly 20th of the month immediately succeeding verified by the Civil Surgeon, Concurrent the reporting Quarter. e.g the soft copy of Auditor & DAM) of Quarterly Executive Quarterly Executive summary for the third Summary Report of DHS along with the quarter of Financial year 2018-19 ( Oct- Action taken Report on the Audit Paras of Dec) along with the Action taken report on previous three months by the District the Audit paras of the concurrent audit Health Societies to the State Head Quarterreport for October, November and at dfa.rhm@gmail.com December 2018 shall be submitted to the State Head Quarter on or before 20th of January 2019. Submission of Hard copies ( duly verified 25th of the month immediately succeeding by the Civil Surgeon, Concurrent Auditor the reporting Quarter & DAM) of Quarterly Executive summary Report of DHS along with the Action Taken report on Audit Paras of previsous three month by the DHS to the State Head quarter at dfa.rhm@gmail.com Submission of soft copy of the Quarterly 25th of the month immediately succeeding Executive summary (SHS & DHS) & the reporting quarter Action taken report of previous three month Audit Report by the SHS to the Mission Director, MoHFW, GoI Submission of Hard copy of the 30th of the month immediately succeeding Quarterly Executive summary (SHS & the reporting month DHS) & Action taken report of previous three month Audit Report by the SHS to the Mission Director, MoHFW, GoI Section 12: APPOINTMENT & SELECTION OF CONCURRENT AUDITOR( INCLUDING GUIDELINES FOR SUBMISSION OF PROPOSAL) District level Auditors · Appointment and selection of the District level concurrent auditors will be done by the respective District Audit Committee. The advertisement for e- Tender should be made by the Sonipat. · Interested Firms should upload their bids directly to the district E-tender portal in two parts ­Technical and Financial bids. The Bidders should upload scan copy of Crossed Demand Draft with Technical Bids and also original copy of Technical Bids along with all related documents & DD will be submitted in sealed envelopes to O/o Civil Surgeons Sonipat. This should be opened in meeting of the District Audit Committee. · The Bidder should upload to signed bids documents (all page) technical and financial bids. · The Technical Proposal shall be marked "ORIGINAL" or "COPY" as appropriate. All required copies of the Technical Proposal are to be made from the original. If there are discrepancies between the original and the copies of the Technical Proposal, the original governs. Each page, Form, Annexure and Appendices of the Technical and Financial Proposal must be signed by the Authorized signatory of the firm. ·The District Audit Committee would first download the technical bids from e- Tender portal and evaluate them on the basis of the criteria as prescribed in the guidelines. The base minimum figures/threshold will be 60% and CA/CMA firms scoring above the base minimum figure would be deemed to be considered as technically qualified to undertake the job. · Financial bids of only technically qualified firms would be opened by the committee and audit should be awarded on the basis of Quality cum cost based selection(QCBS) process, 70% weightage would be given to the Technical Evaluation and 30% weightage would be given to the financial bid. · CA/CMA Firms shall have to depute one dedicated team consisting of at least one Qualified Chartered Accountant/Qualified CMA and at least one Semi Qualified Chartered Accountant/Assistant/Trainees of CMA for successful completion of Concurrent audit as per the requirement of RFP. · The bids will be opened by the District Audit Committee as per Date and time mentioned above in the presence of the authorized representatives of the bidders. The representatives attending the bid opening proceedings must bring an authorization letter from the bidders. Important note: (1) Distrcit Health Society Sonipat (SHS) reserves the right to accept or reject any proposal without giving any explanation after taking approval from State Audit Committee and State Health Society,Haryana can change the evaluation criteria as per its requirements in the interest of the organization. (2)If the required constitution of the team is not deployed or Audit is not performed as per guidelines of RFP, the state may take appropriate action as it deems fit (including blacklisting of the firm) against the firm, keeping the Ministry informed. · If the lowest financial bidder does not agree to undertake the audit work within the prescribed audit fee or the audit committee deems it unfit for any reason (reasons to be recorded in writing), the job may be awarded to the next eligible bidder if the firm agrees to undertake the job. However, the work may only be awarded to a technically qualified bidder (the firms which are above the base minimum figure of the technical evaluation) · The firm or any partners of the firm should not be black listed by any PSUs or Government. Company or any other organization in respect of any assignment or behavior. [Self attested affidavit on Rs.100/- stamp paper to be given in this regard by the authorized person of the firm]. · The final appointment will be done only after obtaining the concurrence of State Audit Committee and Director Finance in the prescribed format. · Chartered Accountant Firms and Cost Accountant firms are eligible for participating in tender. Technical & Financial Proposal will consist: i. Letter of Transmittal ( Form T-1) ­ format attached below ii. Details of the Firm along with Details of Partners (Form T-2 attached at Appendix H) iii. Financial Bid (Form F-1) attached below Section 13: DISTRICT WISE DETAIL OF HEALTH INSTITUTIONS UNDER NHM,HARYANA Detail attached at Appendix D Section 14: RESPONSIBILITIES OF DISTRICT HEALTH SOCIETIES · Compliance of Audit Observations The members of District Audit Committee shall be responsible for compliance of audit observations made in the audit report within the limit prescribed. · Timely Closure of Books of Accounts District Health Societies finance personnel need to ensure timely closure of books of accounts. All the relevant records belong to the section of content of Audit Report should be prepared and kept ready. This will facilitate in commencing audit quickly. · Production of relevant documents for Audit DHS along with CHCs/PHCs and other RCH Programme implementing agencies shall be under obligation to provide the following: · Books of Accounts · Prescribed registers · Files regarding purchase of all types of goods/items · Files of Construction works · Any other document requested by auditor in support/ reference of the above. The responsibility for the same shall lie with District Audit Committee at the District level. SECTION 15: FACILITATION OF THE AUDIT The following arrangements need to be made for the auditors by the District Audit Committee: · To provide proper space for sitting during conduct of audit. · To provide requisite explanations & documents on the queries raised by the auditor during audit. · To provide auditors with ATRs on previous audit observations without any delay. · To arrange payments to the auditor on Quarterly basis after fulfillment of conditions as mentioned in section 13. SECTION 16: SOME IMPORTANT ISSUES · In case of districts/ blocks visited during the audit, the audit report should contain a separate checklist for each unit covered and respective observations should also be included. · The audit report should also cover qualitative issues emerging from the audit other than the financial statements. · The District Audit Committee Shall meet atleast 6 times in a year ( i.e. once every 2 months) for follow up on the observations made by the auditor. SECTION 17: MONITORING & EVALUATION · In order to ensure follow up of observations at the CHC/PHC/SDH/DH level, discussion on the audit observation and the way forward should be carried out during the monthly meeting convened by the CMO held at the district in the presence of District accounts Manager. · In order to effectively handle the audit observations, they should be classified as ,,material and ,,non- material based on their impact. Observations related to system deficiency should also be separately noted for system improvements. SECTION 18: TECHNICAL EVALUATION & SELECTION METHODOLOGY Attached at Appendix F SECTION 19: MONTHLY FINANCIAL REPORTING AT DISTRICT LEVEL Attached at Appendix A SECTION 20: PENALTY CLAUSE a. The State Audit Committee/ District Audit Committee may impose penalty up to 10% of the respective month audit fee, if monthly / quarterly concurrent audit report is not submitted by the concurrent auditor in stipulated period. b. In case concurrent auditor at District Level fails to complete the work as per RFP/TOR or instructions given by the District Audit Committee or latter on if any major point/ serious irregularities pointed out by the Statutory Auditor/ Divisional / State level Audit Team which the concurrent auditor expected to report in their report, then State Audit Committee on suomotu or on recommendation received from the District Audit Committee may decide to black list the firm for the audit of National Health Mission work for three years. Form T-1 Letter of Transmittal To, The Civil Surgeon District Health Society Sonipat Dear Sir/Madam, We, the undersigned, offer to provide the audit services for District Health Society ( as applicable) in accordance with your Request for Proposal dated [Insert Date]. We are hereby submitting our Proposal, having details about the firm and proposed audit fees. 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. The Fees quoted by us is valid for 1 Year from date of award of work oder. We confirm that this proposal will remain binding upon us and may be accepted by you at any time before the expiry date. Prices have been arrived independently without consultation, communication, agreement or understanding (for the purpose of restricting competition) with any competitor. We agree to bear all costs incurred by us in connection with the preparation and submission of the proposal and to bear any further pre-contract costs. We understand that State Health Society, Haryana is not bound to accept the lowest or any proposal or to give any reason for award, or for the rejection of any proposal. I confirm that I have authority of [Insert Name of the C.A. /CMA Firm] to submit the proposal and to negotiate on its behalf. Yours faithfully, ( ) APPENDIX-A (FINANCIAL REPORTING FOR COMMUNICABLE DISEASE) Monthly Fund Status of RNTCP Grant Figures in Rs. Opening Balance as on 1/4/18 Total Fund including available interest Fund with up to received Interest Districts Expenditure 31/3/19( during earned ( during incurred Closing as per 2018-19( from 2018-19( during balance as the up to the 1/4/18 till till the end 2018-19( till on the last audited end of the end of of the end of date of Name of balance reporting reporting reporting reporting reporting S.no District sheet) month) month) month month) month 1 2 3 4=1+2+3 5 6=4-5 1 Sonepat 0 0 Monthly Fund Status of NLEP Grant Figures in Rs. Opening Balance as on Expendit 1/4/18 Fund Interest ure including received earned ( Total Fund incurred Closing interest up to during from available with during balance 31/3/19( as 2018-19( 1/4/18 Districts 2018-19( as on the per the up to the till the during 2018- till the last date audited end of end of 19( till the end end of of S.n Name of balance reporting reporting of reporting reporting reporting o District sheet) month) month) month month) month 1 2 3 4=1+2+3 5 6=4-5 1 Sonepat 0 0 Monthly Fund Status of IDSP Grant Figures in Rs.
{ad Total Fund Fund Interest available with Expenditure Opening Balance received earned ( Districts incurred Closing as on 1/4/18 during 2018- from during 2018- during 2018- balance as including interest 19( up to 1/4/18 till 19( till the 19( till the on the last up to 31/3/19( as the end of the end of end of end of date of Name of per the audited reporting reporting reporting reporting reporting S.no District balance sheet) month) month) month month) month 1 2 3 4=1+2+3 5 6=4-5 1 Sonepat 0 0 Monthly Fund Status of NVBDCP Grant Figures in Rs. Opening Balance as on 1/4/18 Total Fund including Fund available interest received Interest with Expenditure up to during earned ( Districts incurred Closing 31/3/19( 2018-19( from during during balance as as per the up to the 1/4/18 till 2018-19( till 2018-19( till on the last audited end of the end of the end of the end of date of Name of balance reporting reporting reporting reporting reporting S.no District sheet) month) month) month month) month 1 2 3 4=1+2+3 5 6=4-5 1 Sonepat 0 0 APPENDIX-A (FINA NCIAL REPORTING FOR NON- COMMUNICABLE DISEASE) Monthly Fund Status of NPCDCS Grant Figures in Rs. Opening Balance as on 1/4/18 Total Fund including Fund available interest up received Interest with Expenditure Closing to during earned ( Districts incurred balance 31/3/19( 2018-19( from during during as on the as per the up to the 1/4/18 till 2018-19( till 2018-19( till last date audited end of the end of the end of the end of of Name of balance reporting reporting reporting reporting reporting S.no District sheet) month) month) month month) month 1 2 3 4=1+2+3 5 6=4-5 1 Sonepat 0 0 Monthly Fund Status of NPHCE Grant Figures in Rs. Opening Balance as on Total Fund 1/4/18 available including Interest with interest earned ( Districts Expenditure Closing up to Fund received from during incurred balance 31/3/19( during 2018- 1/4/18 2018-19 ( during as on the as per the 19( up to the till the till the 2018-19 ( last date audited end of end of end of till the end of Name of balance reporting reporting reporting of reporting reporting S.no District sheet) month) month) month month) month 1 2 3 4=1+2+3 5 6=4-5 1 Sonepat 0 0 Monthly Fund Status of NPCB Grant Figures in Rs. Opening Balance as on 1/4/18 Total Fund including Fund available interest received Interest with Expenditure Closing up to during earned ( Districts incurred balance 31/3/19 ( 2018-19( from during during as on the as per the up to the 1/4/18 till 2018-19 ( 2018-19 ( last date audited end of the end of till the end till the end of Name of balance reporting reporting of reporting of reporting reporting S.no District sheet) month) month) month month) month 1 2 3 4=1+2+3 5 6=4-5 1 Sonepat 0 0 Monthly Fund Status of Mental Health Figures in Rs. Opening Balance as Total Fund on 1/4/18 available including Fund with interest received Interest Districts Expenditure Closing up to during earned ( during incurred balance 31/3/19 ( 2018-19 ( from 2018-19( during as on the as per the up to the 1/4/18 till till the end 2018-19( till last date audited end of the end of of the end of of Name of balance reporting reporting reporting reporting reporting S.no District sheet) month) month) month month) month 1 2 3 4=1+2+3 5 6=4-5 1 Sonepat 0 0 APPENDIX-A (FINA NCIAL REPORTING FOR NON- NHM FUNDS) Monthly fund status of ASHA, ANM State budget (figures in lacs) Openi ng Funds Balan Closing released Total ce as balance by the availa Total on as on the State Interest bity Expend 01.04. last date Health earned of iture 2018 Incent Pay of Society on funds Mont on includ ives to ment reportin exclusivel ASHA/ with hly ASHA/ ing ASHA to g month y for the ANM DHS Monthly adde ANM intere for AN availabl payment funds( for fixed d State st up facilita Ms( e with SR. DISTRICT to from paym honorari incen Budget to ting out Districts NO. S NAME ASHAs/A 1.4.201 ent to um to tives ( from 31.3.2 institu of for NMs out 8 till ASH ASHA( to 1.4.201 019( ional State making of State the end A, X1) ASH 8 till as per deliver Budg payment Budget( of ANM As( the end Audit ies( et) to from reporti s out X2) of ed X3) (X4) ASHAs/ 1.4.2018 ng of reporti balan ANMs till the month) State ng ce out of end of Budg month) sheet State reporting et of Budget month) 2017- 18) 4=1+ 9=5+6+ 1 2 3 5 6 7 8 10=4-9 2+3 7+8 1 Sonepat 0.00 0.00 0.00 Verified by the Dy Civil Civil Verified by the DAM Surgeon surgeon Concurrent Auditor Monthly Fund Status of Districts for IMR Grant (Figure in Rs) S.N Name Openin Funds Funds Funds Interest earned Total Expenditu Closing O. of g Transfer by transfe used by in IMR Bank funds e incurred balanc Distri Balance State r by the Account( from available for imr e as on ct as on exclusively the Districts 1.4.2018 till the with activities the last 01.04.20 for IMR District out of end of District during day of 18 Grant( from s out of common reporting for IMR 2018-19( reporti includin 1.4.2018 till commo pools month) Activities( from ng g the end of n pools grant for as on the 1.4.2018 month interest reporting bank making last date of till the end availab up to month) accoun payment reporting of le with 31.3.201 t to for IMR month) reporting District 9( as IMR Activities( month) under per Bank i.e IMR Audited Accoun payment Grant balance t( from made by sheet of 1.4.201 Districts 2015- 8 till out of 16) the end Common of pool bank reporti account ng for IMR month) activities)( from 1.4.2018 till the end of reporting month) 1 2 3 4 5 6=1+2+3+ 7 8=6-7 4+5 Sonep 1 at 0.00 0.00 Verified by the Dy Civil Civil Verified by the Concurrent DAM Surgeon surgeon Auditor Monthly Fund Status of Districts for Construction worker Grant (Figure in RS) S.N Nam Openin Funds Funds Funds Interest Total Expendit Closing O. e of g Transfer by transfer used by earned in the funds ue balance Distr Balance State by the the Construction available incurred as on the ict as on exclusively Districts Districts worker Bank with for last date 01.04.2 for out of out of Accounts( District Construct of 018 Constructio common common from 1.4.2018 for ion reporting includi n worker pools pools till the end of Construct worker month ng Grant( from bank grant for reporting ion during available interest 1.4.2018 till account making month) worker 2018-19( with up to the end of to payment Activities( from District 31.3.20 reporting Construc for on the last 1.4.2018 under 19( as month) tion Construct day of till the Construc per worker ion reporting end of tion Audite Bank worker month reporting worker d Account( Activities before month) Funds balance from ( i.e expenditu sheet of 1.4.2018 payment re) 2017- till the made by 18) end of Districts reporting out of month) Common pool bank account for Construct ion worker Activities )( from 1.4.16 till the end of reporting month) 1 2 3 4 5 6=1+2+3+ 7 8=6-7 4+5 Sone 1 pat 0.00 0.00 Verified by the Dy Civil Civil Verified by the Concurrent DAM Surgeon surgeon Auditor Monthly Fund Status of District for HUDA Grant (Figure in Rs S.NO Name Opening Funds Tranfer Funds Interest Total funds Expenditue Closing . of Balance by State used by earned in available with incurred for balance Distric as on exclusively for the the HUDA District for HUDA Grant as on t 01.04.201 HUDA Grant Districts Grant HUDA Grant Activities the last 8 during 2018- out of Bank Activities during 2018- date of including 19( from 1/4/18 common Accounts( 19( up to the reportin interest till the end of pools from 1/4/18 end of g month up to reporting grant for till the end reporting availabl 31.3.2019 month) making of reporting month) e with ( as per payment month) District Audited for under balance HUDA HUDA sheet of Grant Grant 2017-18) Activities ( i.e payment made by Districts out of Common pool bank account for HUDA Grant Activities )( from 1/4/18 till the end of reporting month) 1 2 3 4 5=1+2+3+4 6 7=5-6 Sonepa 1 t 0.00 0.00 Verified by the Dy Civil Civil Verified by the Concurrent DAM Surgeon surgeon Auditor Monthly Fund Status of Districts for PWD Grant (Figure in Rs) S.NO Name Opening Funds Tranfer Funds Interest Total funds Expenditue Closing . of Balance by State used by earned in available with incurred for balance Distric as on exclusively for the the PWD District for PWD Grant as on t 01.04.201 PWD Activities Districts Grant PWD Grant Activities the last 8 during 2018- out of Bank Activities during 2018- date of including 19( from common Accounts( 19( till the end reportin interest 1/4/2018 till the pools from 1/4/18 of reporting g month up to end of grant for till the end month) availabl 31.3.2019 reporting making of reporting e with ( as per month) payment month) District Audited for PWD under balance Grant PWD sheet of Activities Grant 2017-18) ( i.e payment made by Districts out of Common pool bank account for PWD Grant Activities )( from 1/4/18 till the end of reporting month) 1 2 3 4 5=1+2+3+4 6 7=5-6 Sonepa 1 t 0.00 0.00 Verified by the Dy Civil Civil Verified by the Concurrent DAM Surgeon surgeon Auditor APPENDIX-A (FINANCIAL REPORTING FOR PART ­A,B,C ,POLIO & NUHM) Monthly Fund Status of Districts for RCH, Mission & Routine immunization activities S. Name O Fu Fu Fun Fu Fun Fu Fun Fund Fund Interest Net Total Expe Closi N of p nds nds ds nds ds nds ds s s credited in Fund fund nditu ng O. District e rele tra use tra use tra use trans used the bank availabl s re balan ni ase nsf d nsf d nsf d fer by accounts of e with avail incur ce as n d er by er by er by by the A, B and C( Districts able red on the g by by the by the by the the Distr Districts,CH for with by last B Sta the Dist the Dist the Dist Distr icts C/DH/SDH/P RCH, Distr Distr day of al te Dis rict Dis rict Dis rict icts out HC/SC Mission ict icts repor a to tric s tric s tric s out of level)( from and for for ting n Dis ts out ts out ts out of com 1.4.2018 till routine RCH RCH mont c tric out of out of out of com mon the end of immuniz , , h e ts of com of com of com mon pools reporting ation Missi Missi availa a und co mo co mo co mo pools grant month) activities on on ble s er mm n mm n mm n to for ( i. e for and and with o Co on pool on pool on pool Cons maki Part A, Rout routi Distri n mm poo s poo s poo s truct ng B and C ine ne ct 0 on ls gra ls gra ls gra ion pay Activitie imm imm under 1. poo to nt to nt ban nt work ment s) ( till unza unza RCH, 0 l( NU for Pul for k for er for the end tion tion Missi 4. fro H ma se ma acc ma Bank Cons of Activ activi on 2 m M kin Poli kin oun kin acco truct reportin ities( ties( and 0 1.4. ban g o g t to g unts( ion g i.e i.e Routi 1 201 k pay Ba pay IM pay from work month) for for ne 8 8 acc men nk men R men 1.4.2 er Part Part immu in till oun t acc t Ba t 018 Activ A, B A, B nizati cl the ts( for oun for nk for till ities( and and on( i.e u end fro NU ts( Puls Acc IM the i.e C C for di of m HM fro e oun R end pay Activ Activ Part n rep 1.4. ( i.e m poli t( Acti of ment ities) ities) A, B g orti 201 pay 1.4. o( fro vitie repo made ( till ( and C in ng 8 men 201 i.e m s( rting by the from Activi te mo till t 8 pay 1.4. i.e mont Distr end 1.4.2 ties) r nth the ma till men 201 pay h) icts of 018 es ) end de the t 8 men out repo till t of by end ma till t of rting the u rep Dist of de the ma Com mont end p orti rict rep by end de mon h) of to ng s orti Dist of by pool repo 3 mo out ng rict rep Dist bank ritng 1. nth of mo s orti rict acco mont 3. ) Co nth out ng s unt h) 2 mm ) of mo out for 0 on Co nth of Cons 1 pool mm ) Co truct 9( ban on mm ion a k pool on work s acc ban pool er p oun k ban activi e t acc k ties)( r for oun acc from A NU t oun 1.4.2 u HM for t 018 di acti Puls for till te vitie e IM the d s)( poli R end b fro o acti of al m acti vitie repo a 1.4. vitie s)( rting n 201 s)( fro mont c 8 fro m h) e till m 1.4. s the 1.4. 201 h end 201 8 e of 8 till et rep till the of orti the end 2 ng end of 0 mo of rep 1 nth) rep orti 7- orti ng 1 ng mo 8) mo nth) nth) 1 2 3 4 5 6 7 8 9 10 11 12=2+11 13=1 14 15=13 - +12 -14 (3+4+5+ 6+7+8+9 +10) 1 Sonepat 0.00 0.00 0.00 Monthly Fund Status of Districts for NUHM Grant (Figure in Rs S.NO Name Opening Funds transfer Funds Interest Total funds Expenditue Closing . of Balance by the Districts used by earned in available with incurred for balance Distric as on out of common the the NUHM District for NUHM at the t 01.04.201 pools bank Districts Bank NUHM Activities end of 8 account to out of Accounts( Activities( up during 2018- reportin including NUHM Bank common from to reporting 19( from g month interest Account( up to pools 1.4.2018 till month) 1.4.2018 till the for up to reporting grant for the end of end of NUHM 31.3.2019 month i.e from making reporting reporting funds ( as per 1.4.2018 to the payment month) month) Audited end of for balance reporting NUHM sheet of month) Activities 2017-18) ( i.e payment made by Districts out of Common pool bank account for NUHM Activities )( from 1.4.2018 till the end of reporting month) 1 2 3 4 5=1+2+3+4 6 7=5-6 Sonep 1 at 0.00 0.00 Verified by the Dy Civil Civil Verified by the Concurrent DAM Surgeon surgeon Auditors Monthly Fund Status of District for Pulse Polio (Figure in Rs) S.N Name Openin Funds Funds Funds Interest earned Total funds Expenditu Closing O. of g transfer by transfe used by in the Pulse available e incurred balanc Distri Balance the State to r by the polio Bank with for Pulse e as on ct as on Districts the Districts Accounts( District for polio the last 01.04.20 exclusively District out of from 1/4/2018 Pulse polio Activities date of 18 for Pulse s out of common till the end of Activities( during reporti includin polio commo pools reporting as on last 2018-19( ng g Activities( n pools grant for month) date of till the month interest from bank making reporting end of availab up to 1/4/2018 till accoun payment month reporting le with 31.3.201 the end of t to for Pulse before month) District 9( as reporting Pulse polio expenditur under per month) Polio Activities( e) Pulse Audited Bank i.e polio balance Accoun payment sheet of t( from made by 2017- 1/4/201 Districts 18) 8 till out of the end Common of pool bank reporti account ng for Pulse month) polio Activities) ( from 1/4/2018 till the end of reporting month) 1 2 3 4 5 6=1+2+3+4 7 8=6-7 +5 Sonep 1 at 0.00 0.00 Verified by the Dy Civil Civil Verified by the Concurrent DAM Surgeon surgeon Auditors Appendix B: Quarterly Executive Summary report of DHS (To be submitted to FMG wing of State Haryana by the District Audit Committee, District Health & Family Welfare Society.) Name of District: ........................................ For the Quarter ended........................................ Question no 1 to 4 related with Coverage of Audit Question no 1: Whether monthly Concurrent Audit has been taken? Question no 2: Mentioned the name of SKS where field visit made by the Concurrent Auditors during this quarter ? Question no 3: Mentioned the number of SKS where filed visit not made by Auditors. Question no 4: Mentioned the list of SKS where mandatory books of Accounts not maintained as per the MoHFW, Guidelines and where no audit has been done in the previous year. Question no 5 to 9 related with Books of Accounts: Question no 5: Name of DHS/CHC/DH and SDH where books of Accounts not maintained in Tally ERP 9 Customized software. Question no 6: Name of Health Institution (DHS/CHCs/PHCs/DH/SDH/FRUs) where Manual Cash book is not being maintained. Question no 7: Name of Health Institution ( DHS/CHCs/PHCs/DH/SDH/FRUs) where BRS is not maintained on monthly basis. Question no 8: Name of Health Institutions( DHS/CHCs/PHCs/DH/SDH/FRUS) where ledger is not maintained properly. Question no 9: Name and number of Health Institutions( DHS/CHCs/PHCs/SDH/DH/FRUs) where trail balance is not maintained on monthly basis. Questions no 10 to 13 related with Reporting requirement & guidelines Question no 10: Name of Health Institutions ( CHCs/PHCs/SDH/DH/FRUs) that have not submitted the monthly financial reports. Question no 11: Whether audit report has been submitted by the concurrent auditor within the prescribed time limit, if no then mentioned the extent of delay along with reasons. Question no.12: Provide CHC/PHC list of Advances which are outstanding for more than a year. Question no. 13: Whether delegation of Adminstrative & Financial powers have been taken place as per the instruction of State Health Society? Question no 14 related with District Level Audit Committee Question no 14: Mentioned the number of meeting held by District level audit Committee during the current financial year. DAM Dy Civil Surgeon Civil Surgeon Concurrent Auditor ANNEXURE Executive Summary (To be submitted to FMG, MoHFW, GoI by the State Programme Management Support Unit, State Health Society) Name of the District________________________ For the Quarter (due dates: 31st July/31st Oct/31st January/30th April)/ Year Note: Based on_ the three monthly reports, this report has to be submitted along with the Quarterly Financial Monitoring Report Part:-A District level issues: Coverage 1. Name of the Districts where monthly concurrent audit has not taken place. (specify the reason) 2. Number of districts where all the blocks have not been covered at least once in the course of audit. (indicate the numbers in each district) 3. Number of blocks (district wise)where the peripheral units have not been visited. 4. Number of Rogi Kalyan Saminites (distrct wise) where last annual audit has not been done. Book of Accounts 5. Name of the Districts where books of accounts are computerized. Provide a district wise breakup of health facilities for the same. 6. Name of the Districts where Cash Books are not being maintained/closed on a daily basis. Provide a district wise breakup of health facilities for the same. 7. Name of the Districts where bank reconciliations is not being done on a monthly basis Provide a district wise breakup of health facilities for the same. Reporting 8. Name of the Districts which have not submitted the Statement of Fund Position in the last three months. 9. Name of districts that have not submitted their concurrent audit reports on time. Also mention the extent of delay. 10. Name of the Districts which have not submitted FMRs/SOEs in the last three months. 11. Name of the Districts where the SOEs/FMRs are not being submitted in prescribed format. 12. Whether the SOE/FMR submitted by the districts includes the SOE from all the Blocks/CHC/PHC etc. on regular basis and on the basis of the Books of Accounts only? Report the exceptions to the same. 13. Provide a list of advances and total amount involved District- wise which are outstanding for more than a year. Mention the follow up action taken for the same. Audit Committee 14. Number of districts where audit committee has not been constituted/ is not meeting at regular intervals (Indicate names). Others 15. Number of Districts where unification of finance and accounting processes has not taken place as per GOI guidelines. 16. Number of districts where posts of District Accounts Manager has been vacant for more than 3 months. 17. Number of Districts where Delegation of Administrative and Financial powers have not taken place as per GOI guidelines (circulated vide D.O. No 118/RCH-Fin 2006-07 dated 1st may, 2007) Part-B: Pending issues: Whether the issues raised in the last Quarterly Executive Summary have been addressed? List down the details of major pending issues. CONCURRENT AUDITOR, DISTRICT ACCOUNTS MANAGER DISTRICT HEALTH & FAMILY WELFARE SOCIETY DISTRICT HEALTH & FAMILY WELFARE SOCIETY APPENDIX-D Detail of Health Institution Under NHM Sr. No. Name of District Name of Phone Number Number Number Number Health Welfare DAM/AA Number of of CHC of DH of SDH of PHC Society Dam/AA 1 District Health Ms. Tanisha 7015010266 6 1 1 29 & Family Welfare Society , Sonipat Appendix F: Technical Evaluation and Selection Methodology Maximum S.no Particulars Notes Marks Marks Obtained No of Partners- 1 10 1 FCA/ACA/FCMA/ACMA Year of experience( Partner A+ Partner B+ Partner C and 2 10 2 more) No of Staff (Qualified CA/Semi 3 10 3 Qualified/Other Clerical Staff) Nature of Experience (RCH,NRHM,NHM Audit/Government social 4 20 Sector Audit/ Other Social 4 Sector Audits/NGOs) 5 Branches in Districts 5 10 Total Turnover of the firm for 6 10 previous three years i.e 2015- 6 16, 2016-17 & 2017-18) Total 70 Note: All the relevant documents must be attached with the Technical Proposal so that Audit committee may analysis the proposal Notes: 1. 3 marks for each FCA/FCMA partner and 2 marks for each ACA/ACMA Partner, subject to maximum of 10 marks. In case of Sole Proprietorship ­ 3 marks in case of FCA/FCMA and 2 marks in case of ACA/ACMA . 2. 1 marks for each 1 completed year experience of each partner with maximum 5 marks for each partner, subject to overall limit of 10 marks for all partners. In case of sole proprietorship 1 marks for each 1 completed year experience, subject to maximum 5 marks. 3. i) 3 marks for each Qualified CA/CMA. ii) 2 marks for each Semi Qualified CA/CMA . iii)1 marks for each Other clerical Staff subject to maximum 10 marks. 4. RCH,NRHM,NHM Audit/Government Social Sector Audit/ Other Social Sector Audits/NGOs - 5 marks for each Complete audit subject to maximum 20 Marks. 5. (a) In case of Concurrent audit of District Health Society: 10 marks for CA/CMA Firm having Head Office/Branch in the District where Audit is to be conducted. 6. (b) In case of Concurrent audit of State Health Society: 10 marks for CA/CMA Firm having Head Office/Branch in the Tricity( Panchkula, Mohali and Chandigarh). 7. 2 Marks for each 2 Lakh of Average Turnover for previous three years i.e. FY 2015-16, 2016-17 and 2017-18 (Any fractions of 2 lakhs will be ignored), subject to maximum of 10 marks. For Example: Raj & Associates having turnover for the previous three Financial as follow:- 2015-16- 4.00 Lakh 2016-17- 6.00 Lakh 2017-18- 7.00 Lakh The Average Turnover of Raj & Associates is 4+5+6 = 5.66 Lakh 3 Then, marks allotted to Raj & Associates is as follow: Turnover Marks Alloted 2 lakh 2 marks 2 lakh 2 marks 1.66 lakh NIL (any fractions of 2 lakh will be ignored) Total- 5.66 lakh Total Marks-4 Important notes: 1. The base minimum figures/threshold will be 60% and CA firms scoring above the base minimum figure would be deemed to be considered as technically qualified to undertake the job. 2. Financial bids of only technically qualified firms would be opened by the committee and audit should be awarded on the basis of Quality cum cost based selection (QCBS) process, 70% weightage would be given to the Technical Evaluation and 30% weightage would be given to the financial bid. 3. All the relevant documents must be attached with the proposal so that the Audit committees can analysis the proposal of Firms. Appendixe- G(Yes/No ) Is entri es Name are of comp SHS/ FIXE Fun TRIA CHE SKS leted S DHS/ CA STOC D ADVA Miscell d Sala L B QUE MEE in r. GH / SH LED K ASSE NCE aneous Reci ry BAL R ISSUE TING Tally N SDH BO GER REGI TS REGI Registe ved Regi ANC S REGI REGI Softw o / OK STER REGI STER r Regi ster E STER STER are CHC STER ster up to / repor PHC ting mont h? Appendix:H Expression of Interest for short listing of Chartered Accountant Firms/Cost & Management Accountant Firms for the audit of accounts of State Health Societies and District Health Societies on Monthly basis. Status of Firm Partnership Sole Proprietorship 1. (a) Name of the Firm (in Capital Letters)_________________________________________________________ (b) Address of the Head Office ____________________________________________________________________ (With Telephone no. & e-mail address)________________________________________________________ ________________________________________________________________________________________________ (c) PAN of the Firm ________________________________________________________________________________ 2.ICAI/CMA Registration No.___________________________________Region Name__________________________ Region Code __________________________ 3. Date of constitution of the firm:_______________________________________________________________ Note: Please attach the copy of the Firm's constitution certificate issued by ICAI/Institute of Cost Accountant of India as on 01.01.2018 4. Number of Full time Chartered Accountant as on 1st January 2018................................................. Number of audit staff employed full time with the firm Articles/Audit Clerks/Trainees _____________________________________________________________ Other Audit Staff (With knowledge of book keeping & accountancy & Tally)_______________________ Other Clarical Staff (Please Specify)____________________________________________________ Turnover of the firm during past three years 2015-16 ________________________________ 2016-17________________________________ 2017-18 _______________________________ (Please provide copy of ITR and Profit and loss Statement duly verified for the relevant Financial Year.) Number of Branches if any (Please mention Places & Locations) ___________________________________________________________________________________________________________________ ______________________________________________________________________________________________ Whether the firm engaged in any internal Or External (RCH,NRHM,NHM Audit/Government social Sector Audit/ Other Social Sector Audits/NGOs)? Yes/No (If yes, then please provide detail with documentary evidence) Whether there are any court/arbitration/any other legal case against the firm? Yes/No (If yes, give a brief note of the case indicating its present status) Undertaking I/We do hereby declare that the above mentioned information are true & correct and I/We also undertake to aid the terms & conditions of the contract and would make the compliance of term laid down in the contract if executed by us with the State Health Society (NHM)/District Health & Family welfare Society. Date: Signature of Partner/ Place: Sole Proprietor with stamp Signature Not Verified Digitally signed by SITA RAM Date: 2018.12.07 16:45:38 IST Location: Haryana
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