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Urban Development and Housing Department, Chakradharpur, Jharkhand
December, 27th 2018
                                 GOVERNMENT OF JHARKHAND

                           ULB-NAGAR PARISHAD CAHKRADHARPUR
                   NAME OF ULB




  SELECTION OF CHARTERED ACCOUNTANT /COST ACCOUNTANTFIRMS FOR
      INTERNAL AUDIT OF BOOKS & ACCOUNTS OF NAGAR PARISHAD
                         CHAKRADHARPUR




                        REQUEST FOR PROPOSAL



NIT No. :                            :   CKP/NP/10/2018-19


Sale/Download of RFP document        :   26/12/2018
Submission of Proposal document      :   29/12/2018
Opening of Technical Proposals       :   31/12 /2018




1|Page
                               GOVERNMENT OF JHARKHAND
                  URBAN DEVELOPMENT AND HOUSING DEPARTMENT

                           NAGAR PARISHAD CHAKRADHARPUR

                                     DISCLAIMER
1.   Though adequate care has been taken while issuing this RFP, the applicant Chartered
     Accountant/ Cost Accountant Firm should satisfy himself that the document is complete
     in all respects. Intimation of any discrepancy shall be given to this office (as mentioned
     below) immediately. If no intimation is received by this office within 3 days from the date
     of issue of the RFP, then this office shall consider that the document received by the
     Applicant Firm is complete in all respects and that the Applicant Firm is satisfied that the
     RFP is complete in all respect.

2.   ULB reserves the right to change any or all of the provisions of this RFP before date of
     submission. Such changes would be intimated to all parties procuring this RFP before
     date of submission.

3.   ULB reserves the right to reject any or the entire Proposal without assigning any reasons
     whatsoever. No correspondence will be entertained on this account.




                                                                  Executive officer
                                                           Nagar Parishad Chakradharpur




2|Page
                                       GOVERNMENT OF JHARKHAND


                                   NAGAR PARISHAD CHAKRADHARPUR

      NIT No.: CKP/NP/10/2018-19

                                          REQUEST FOR PROPOSAL
                                               Selection of Chartered Accountant/ Cost Accountant Firms
                                               For Internal Audit of Nagar Parishad
         Name of the Work                      Chakradharpur
1.


         Descriptions and Objectives of the    Internal Audit to assist in improving the accountability of use
2.
         Assignments                           Funds and provide a deterrent to malpractice or mismanagement.

3.       Language of Documentation             English
4.       Mode of submission of bids            By Speed /Registered Post/By Hand ( Open Tender)

5.       Method of Selection                   "LCS (Least cost Selection method)

6.       Total time Period                     3 Years
         Date of starting of
7.                                              26 /12 /2018.
         Sale/downloading of Tender.
8.       Date of Start of Submission of Bids     28/12/2018.
         Last Date/Time for submission of
9.                                              29 /12/2018.(10AM To 05.00PM)
         Bids
         No of Copies of Tech. and Financial 1 copy of Technical Proposal
10.
         Proposal for each package.          1 copy of Financial proposal
         DateTime of Technical Bid
11.      Opening                                31/12/2018. Time
                                               Office of The Nagar Parishad Chakradharpur
        Bid Sale/ Submission address           Main Road, Chakradharpur, West Singhbum-833102
12.


13.      Helpline no.                          06587-236974(npchakradharpur@gmail.com)
                                               Rs 5000/-(Five thousand Only)DD in Favour of
                                               Executive Officer Nagar Parishad Chakradharpur
14.     Document Fee                           (Payable at Chakradharpur)




                                                                         Executive Officer
                                                                  Nagar Parishad Chakradharpur


      3|Page
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 4|Page
                              GOVERNMENT OF JHARKHAND

NAME OF ULB Nagar Parishad Chakradharpur

NIT No.: CKP/NP/10/2018-19

Selection of Chartered Accountant/ Cost Accountant Firms for Internal Audit of Nagar
Parishad Chakradharpur

   1. The Additional Chief Secretary, Urban Development and Housing Department,
      Government of Jharkhand (GoJ), provides guidance to Municipal Corporations, Nagar
      Parishad, Nagar Panchayat and NACs in performing their day to day activities in
      adherence to the policies, procedures and guidelines provided by the Urban
      Development and Housing Department, to achieve effective good urban governance.
   2. The Department, in its supervisory role, monitors the functioning of the ULBs against
      key parameters such as the tax collections, project and civic works executed, the
      implementation of the schemes of the Government, Urban Reform implementation etc.
      It also includes the supervision of the regulatory and developmental functions of the
      ULBs.
   3. The 74th Constitutional Amendment Act, 1992 (CAA) gave constitutional status to
      ULBs in India and empowered them to function as local self-governments to provide
      good urban governance. One of the many facts of improved good urban governance is
      maintaining of complete set of accounting records to ensure accountability and
      transparency in all government functions. This necessitates all ULBs to convert their
      existing accounting and financial management system to such methods which have
      wide acceptance.
   4. Subsequent to the 74th Constitutional Amendment, the role and functions of the ULBs
      has vastly expanded. The Central and State Governments, as also other agencies, have
      been providing the ULBs large sums of money to enable them to effectively discharge
      their duties and functions. The national reforms agenda for the urban sector includes
      reforms in municipal accounting practices and strengthening of financial discipline. As
      a step in this direction, it is proposed to introduce a system of Internal Audit. Internal
      audit will assists in improving the accountability of use funds and provide a deterrent
      to malpractice or mismanagement.
   5. The last date for submission of proposal is 10.12.2018.
   6. All communications should be addressed to :( To the Commissioner/ E.O., Name and
      Address of ULB)

             To,
             The Executive Officer.
             Nagar Parishad Chakradharpur.




   7. Later also, the Financial Bid of Technically qualified bidders will be opened before the
5|Page
     duly constituted committee at suitable time, date and place and date of opening of
     financial bid will be communicated to the technically qualified bidders.

  8. The tender shall be submitted in the Office of Executive officer, Nagar Parishad
     Chakradharpur and full address of ULB also mention date and time of Tender
     submission either by registered post/Speed post or by hand. ULB will not be held
     responsible for the postal delay, if any, in the delivery of the document or non-receipt
     of the same.
  9. Submission of Proposal: Bidders shall submit their proposals at the address and
     within the time frame as specified in the RFP.
        a. The technical Proposal shall be submitted in a sealed cover super scripted
            "Technical Proposal For Internal Audit" with the all documents inside as per list
            of document given in RFP.
        b. The financial Proposal shall be submitted in a sealed cover superscripted
            "Financial Bid for Internal Audit the duly filled in Financial Proposal Formats as
            given in RFP.

         c. The above mentioned 2 sealed cover shall be kept in an envelope of bigger Size
            and shall be properly sealed and super scribed with the name of Firm, its
            Address and name of the work as given in the RFP.

  10. The undersigned reserves the right to accept or reject all proposals without assigning
      any reason. It also reserves the right to postpone or to cancel the invitation and pre-bid
      meeting.




                                                                 Executive officer
                                                          Nagar Parishad Chakradharpur




6|Page
         INSTRUCTION TO BIDDERS




7|Page
1.   MINIMUM ELIGIBILITY CRITERIA
     1.1.   Technical capabilities:


            1.1.1.   Chartered Accountant/Cost Accountant Firm should have more than
                     5 years of experience of working in the Internal and statutory audit of
                     Books of Accounts/ABDEAS in ULBs/ other Government sector/PSUs
                     in India.

            1.1.2.   The Firm must be registered with ICAI (Institute of Chartered
                     Accountants of India)/ ICWAI (Institute of Cost &WorksAccountants
                     of India) and operational in India since last 5 (Five) years from the
                     date of publish of this RFP and must remain operational thereafter.

            1.1.3.   The firm should have at least 3 Chartered Accountants and 10 (Ten)
                     employees including articles on their payroll.

            1.1.4.   The Firm must not have been blacklisted or Debarred by any state
                     Govt. /Govt. Agency/PSU/GoI during last three years from time of
                     submission of tender. The firm must submit an affidavit to this effect
                     signed by authorized signatory as mentioned in the RFP
            1.1.5.   Joint venture with other firms is not permitted for this assignment.


     1.2.   Financial capacity

            1.2.1.   Average Annual turnover of the Firm from Consultancy services in
                     last 3 (three) Financial years (2015-16, 2016-17 and 2017-18) must
                     be equal or greater than 5 Lakhs (Five Lakhs) per annum.

2.   LANGUAGE OF THE PROPOSAL :
     2.1    Applicant Firms are required to furnish all information and documents, as
            called for in this Document, in English Language. Any printed literature
            furnished by the Applicant Firm may be in another language, provided that
            this literature is accompanied by an English translation, in which case, for the
            purpose of interpretation of the document, the English version duly
            authenticated will prevail.

3.   SIGNING OF THE PROPOSAL :

     3.1    The original Proposal shall be printed, typed or written in ink, and shall be
            signed by a person or persons duly authorized to sign on behalf of the
            Applicant Firm. All pages of the Proposal and where entries or amendments
8|Page
           have been made shall be initialled by the person or persons signing the
           Proposal.
     3.2   The Proposal shall ordinarily contain no alterations or additions, except those
           to comply with instructions issued by the Department, or as may be necessary
           to correct errors made by the applicant in which case the person or persons
           signing the Proposal shall initial such corrections.

4.   COST OF PROPOSAL :
     4.1   The Applicant Firm shall bear all costs associated with the preparation and
           submission of its Proposal, including cost of presentation for the purposes of
           clarification of the Proposal, if any.
     4.2   Department in no case shall be responsible or liable for any such costs
           regardless of the conduct or outcome of the bidding process.
5.   RIGHT TO ACCEPT/REJECT PROPOSALS:
     5.1   The decision of the ULB, regarding the opening of Proposals, evaluation and
           acceptance of the Proposal shall be final and binding on all the Applicant
           Firms.

6.   PERFORMANCE GUARANTEE :

     6.1   The successful applicant shall provide a Bank Guarantee amounting to 2% of
           the Project amount towards Performance Guarantee in favour of "Executive
           Office/Commissioner, of the ULB for the agreement period".

7.   SIGNING OF AGREEMENT :

     7.1   The successful Applicant Firm will report in the office of ULB, with required
           non-judicial paper of appropriate amount, to be purchased from the state of
           Jharkhand only, within 15 (fifteen) days, for signing the formal agreement
           between the parties.

     7.2   The signing of the agreement shall take place only after furnishing of
           performance guarantee. The agreement will be signed by the legally
           authorized person of the Applicant Firm as stated in RFP. If the applicant fails
           to sign the agreement in the specified time period, the performance
           guarantee, shall be forfeited.

8.   TIME SCHEDULE OF CONSULTANCY:

     8.1   The Chartered Accountant/Cost Accountant Firm, thus selected, would be
           expected to provide services within the time frame as finalized by the ULB.

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9.      GENERAL OUTPUTS AND TIMELINE EXPECTED FROM FIRM :

        The assignment is output based .The expected outputs and deliverables for
        Chartered Accountant/Cost Accountant Firm would be as below during period of
        assignment:

        9.1    Quarterly Audit Report including Utilisation certificate for various schemes
               should be structured as prescribed in Annexure-2

        9.2    Utilisation certificate on cumulative basis for various schemes e.g Central
               Finance Commission Grant, State Grant, NULM, SBM, Smart City, Housing
               Schemes, AMRUT& Other schemes as may be required during the period of
               audit.

        9.3    All the above deliverables shall be submitted to Municipal
               Commissioner/Executive Officer of concerned ULB in both Hard copy as well
               as soft copy (in PDF format).

        9.4    The Auditor should report the minor irregularities; wrong calculations etc. to
               the ULB immediately after detection so that the same may be get rectified on
               the spot.

        9.5    The Auditor should submit Quarterly report within 30 days of end of the
               quarter positively covering all the irregularities detected during course of the
               audit.

10.     INFORMATION FOR FIRM FOR SUBMITTING THE PROPOSAL:
        10.1 TECHNICAL PROPOSAL

               Bidders shall submit the technical proposal in the formats given RFP. While
               submitting the Technical Proposal, the Bidder shall, in particular, ensure that:
          10.1.1 CVs of all Key Personnel have been included
          10.1.2 No alternative proposal for any Key Personnel is being made and CV for
                 each position has been furnished;

          10.1.3 The CVs have been recently signed and dated, in blue ink by the respective
                 Personnel and Countersigned by the Bidder. Photocopy or unsigned
                 /countersigned CVs shall be rejected;

          10.1.4 The CVs shall contain an undertaking from the respective Key Personnel
                 about his/her availability for the duration specified in the RFP;

          10.1.5 Failure to comply with the requirements spelt out in above Clause shall

10 | P a g e
                   make the Proposal liable to be rejected.

          10.1.6 lf an individual Key Personnel makes a false information regarding his
                 qualification, experience or other particulars, he shall be liable to be
                 debarred for any future assignment of Urban Development and Housing
                 Department for a period of 3 (three) years. The award of this Consultancy
                 to the Bidder may also be liable to cancellation in such an event.

          10.1.7    MC/Executive Officer of Nagar Parishad Chaibasa reserves the right to
                   verify all statements, information, and documents submitted by the
                   Bidder in response to the RFP.






10.2      FINANCIAL PROPOSAL:

         10.2.1    Bidders shall submit the financial proposal in the prescribed format which
                   is attached in this RFP ("Financial Proposal") clearly indicating the total
                   cost of the Consultancy, in Indian Rupees. The total amount /Cost will be
                   considered. It's signed by the bidder's authorized representative. In the
                   event of any difference between figures and words, the amount indicated
                   in words shall prevail.
         10.2.2    While submitting the Financial Proposal, the Bidder shall ensure the
                   following:

                   ·   All the costs associated with the assignment shall be included in the
                       Financial Proposal.
                   ·   The Financial Proposal shall take into account all expenses and tax
                       liabilities (Excluding GST).
                   ·   Costs shall be expressed in INR.


11.     EVALUATION OF THE PROPOSAL (LCS):

  11.1 Technical Evaluation: -

         Proposals are to be submitted in two covers. Technical covers are opened first and
         evaluated. Those securing less than the minimum are rejected and the financial
         cover of the rest are opened. The qualified bidders will be intimated about the
         opening of price bid. Proposal is to be evaluated in "LCS (Least cost Selection)
         Method". Proposal will be evaluated on the basis of Technical & Financial Proposals
         submitted by the Bidder. Financial Proposal of only those Bidders will be opened
         who have secured a minimum of 70 marks in Technical Evaluation. The Proposals
         submitted will be evaluated using the following criteria:


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           S. No.                                     Criteria                                     Marks
                      Firm's General Experience & Experience in similar
               1                                                                                    60
                      assignments
                      Manpower strength, experience of Team Leader &other key
               2                                                                                    40
                      professionals
                                                                             Total Points-         100

 11.1.1 The number of points to be given under each evaluation sub-criteria for firm's
        general experience in the field of assignment is:


            S.
                                   Description                              Criteria                  Marks
           No.
                    General Experience of the firm :              Experience Up to 5 Years
                                                                                                           0
               1    (Bidders must submit incorporation               2.5 marks for each
                                                                                                     Maximum
                    certificate of the firm and work               additional Year up to 11
                                                                                                     15 Marks
                    orders/contract Agreement documents)                    Year.
                    Experience in similar nature of work:
                                                                      Up to 3 completed
                    Number of Completed projects For                projects /assignments.          0 Marks
                    Internal Audit / Statutory Audit of
                    ULBs/any Central/State Govt.                      2.5 mark for each
                    department Govt/PSUs in the last 5                    additional
               2
                    financial years.                                 project/assignment

                    Bidders must submit work                                                        Maximum
                    orders/contract agreements documents.         (Example: - A firm completed      35 Marks
                    For this purpose one work order will          7 projects will get 10 marks.)
                    count for one project/assignment
                    Average Annual Turnover consultancy                                                    0
                    services during last 3 Financial years will             5 Lakhs
                    be at least 25 lakhs
                                                                     1 mark for every
                                                                      additional 1 lakhs.            Maximum
               3
                    (Bidders must submit certificate for                                             10 Marks
                    turnover along with Balance Sheet and           (Example: - A firm having
                    P/L A/C. The last three Financial year        turnover of 15 Lakhs will get
                    should be read as FY : 2014-15 and 2015-              10 marks.)
                    16 and 2016-2017)
                                  Total Marks                                                              60




12 | P a g e
      11.1.2 The number of points to be given under each evaluation sub-criteria for
             competence/experience of key staff for the assignment is: (Pl. attached the
             relevant proof)
      SI.      Position         Criteria                                       Marking          Maxium
      no.                                                                                       Marks
      1.       Team Leader      Minimum 3 years of experience in relevant      For3years of     0Marks
               Cum Audit        field.                                         experience.
               Manager (1                                                       2.5 marks
               Person)          (Bidders must submit experience Certificate)    for each
                                                                                additional
                                                                                                Maximum20
                                                                                year of
                                                                                                Marks
                                                                                experience
                                                                                up to
                                                                                11Year.

                                                                               (Example:- A
                                                                               C.A having
                                                                                experience
                                                                                of 7 years
                                                                                will get10
                                                                                marks.)
      2.       Audit            Minimum2yearsOfaverageexperienceinrelevant      For average      0 Marks
               Assistant        field                                           2 yearsOf
                (As per         (Biddersmust submit experience certificate      experience.
               requirement      ofAuditAssistant.)                                              Maximum
               if ULB                                                           5 marks for     20 Marks
               required
               more than 1                                                      each
               Audit                                                            additional
               Assistant, on                                                    year of
               that situation                                                   Experience
               the average                                                      up to 6 Year.
               experience
               of all audit                                                     (Example:-
               assistant will                                                   Audit
                                                                                Assistants
               be consider)                                                     having
                                                                                average
                                                                                experience
                                                                                of4 years
                                                                                will get10
                                                                                marks.)
                                                                                Total Marks        40
                                                          Grand Total ( Table 11.1.1+11.1.2)       100
Note:-
    Chartered Accountant/Cost Accountant Firms who will secure minimum 70 Marks out
    of above 100 Marks in Technical Evaluation, will onlyeligible for opening of Financial
    Bid.

11.2 PUBLIC OPENING AND EVALUATION OF FINANCIAL BID
 11.2.1 Public Opening of Financial Proposals

   11.2.1.1 At the public opening of Financial Proposals, Consultant's representatives who
            choose to attend will sign on Attendance Sheet.

13 | P a g e
   11.2.1.2 The marks of each Technical Proposal that met the minimum Mark of 70 will be
   read out aloud and their financial proposal will be open.
   11.2.1.3 Each Financial Proposal will be checked to confirm that it has remained
           sealed and unopened.
   11.2.1.4 The ULB's representative will open each Financial Proposal. Such
           representative will read out aloud the name of the Consultant and the total price
           shown in the Consultant's Financial Proposal. This information will be recorded
           in writing by the representative.
   11.2.1.5 Evaluation will be done by Procurement Committee, constituted at ULB Level.
   11.2.2 Evaluation of Financial Proposals: LCS(Least cost Selection) Method




14 | P a g e
    12. THE MANDATORY KEY POSITIONS FOR THE ASSIGNMENT: (As per Clause-4 of The
        TOR)
         S.No.         Position                         Qualifications, Skills and Experience
                   Team
                   Leader/Audit
           1       Manager           1. Chartered Accountant/Cost Accountant with at least 3 years of
                                      relevant experience;
                                      2. Must have successfully managed & completed at least 1 nos of similar
                                      assignments in Audit of Books and Accounts in Govt. Department.
                                      3. Fluent in Hindi and English ;
                                      4. Proficiency in use of Tally

           2       Audit Assistant    1. Commerce Graduate / Article Assistant (CA/Costing Intermediate
                                      completed &1 years of article-ship) with at least 2 years of relevant
                                      Experience
                                      2. Fluent in Hindi/English
                                      3. Proficiency in use of Tally.



    13. AMENDMENT OF RFP:

               13.1At any time prior to the deadline for submission of Proposal, ULB, for any
                   reason, whether at its own initiative or in response to clarifications requested
                   by an Applicant Firm, modify the RFP document by the issuance of Addendum/
                   Amendment.
               13.2In order to afford the Applicant firms a reasonable time for taking an
                   amendment into account, or for any other reason, the ULBmay, in its sole
                   discretion, extend the Proposal Submission/Opening Date.


    14. PAYMENT SCHEDULE :
        Payment shall be made in four equal instalments after submission of quarterly reports.

    15. INCOME TAX:

        Income tax will be deducted from each bill as applicable and certificate to this effect
        shall be issued in due course in prescribed format.
    16. GST and other Tax:

        The quoted rate should be inclusive of all taxes excluding GST. GST will be paid as per
        the current prevailing rates.

    17. PRICE:

        The rate should be inclusive of all kind of taxes and duties excluding GST. The Firm will
        be required to submit justification to substantiate the price break-up of the rate quoted
        in price bid.
15 | P a g e
     18. INSURANCE:

        No insurance charge in any shape will be paid by the department. However the Firm
        may insure their staff and equipment for damage or loss in transit or during the work,
        at their own cost. Department will not be responsible for any loss for the damage to the
        equipment or person for any unforeseen reasons.

     19. SUBMISSION, OPENING AND EVALUATION OF PROPOSAL
         19.1 Submission of Proposal:
               The RFP fee along with the Earnest Money and all related documents as
               described in RFP should be in a sealed cover which will be received in the office
               of:
                           Name and Full address of ULB with contact no.

               Fees:
               Cover-1-Technical Proposal
               Cover-2- Financial Proposal

                      In Cover-1, All details as asked in this RFP is to be submitted, The Bid will
               be treated as non-responsive if the relevant documents as mentioned in the NIT
               is missing.

                      In Cover-2, duly filled Financial Proposal in the format as given in this
               RFP is to be submitted.

                      The above mentioned sealed covers shall be kept in an envelope of bigger
               Size and shall be properly sealed and super scribed with the name of Firm, its
               address, as given in the RFP.
20 TOR:
      The notes to Chartered Accountant/Cost Accountant Firm, other terms & conditions,
      detailed scope of work and TOR shall be part of the Agreement.

21    ADDRESS:
      The bidder will have to furnish his full permanent address in the bid document along
      with the name of nodal person for this project along with Phone No., Fax No., Mobile No.
      and e-mail address. If any letter is sent at the given address by Fax or email or by post
      does not reach him or returns undelivered, it will be deemed to have reached to the
      bidder, once the letter is posted in post office, sent by email or sent through fax.

22    DURATION OF THE ASSIGNMENT

      The duration of the assignment shall be 3 Years.




16 | P a g e
23    OTHER TERMS AND CONDITIONS

        23.1 The Chartered Accountant/Cost Accountant firm shall abide by the instructions
             issued by the ULB to him from time to time for the timely completion of the
             assigned services.

        23.2 Any entity which has been barred by the Central Government, any State
             Government, a statutory authority or a public sector undertaking, as the case
             may be, from participating in any project, and the bar subsists as on the date of
             Proposal, would not be eligible to submit a Proposal either by itself or through
             its Associate.


        23.3 An Applicant Firm or its Associate should have, during the last three years,
             neither failed to perform on any agreement, as evidenced by imposition of a
             penalty by an arbitral or judicial authority or a judicial pronouncement or
             arbitration award against the Applicant Firm or its Associate, nor been expelled
             from any project or agreement nor have had any agreement terminated for
             breach by such Applicant Firm or its Associate.




17 | P a g e
               TERMS OF REFERENCE

                    Section-2




18 | P a g e
               TOR FOR CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS

1. INTRODUCTION :

 1.1    The 74th Constitutional Amendment Act, 1992 (CAA) gave constitutional status to ULBs
        in India and empowered them to function as local self-governments to provide good
        urban governance. One of the many facets of improved good urban governance is
        maintaining of complete set of accounting records to ensure accountability and
        transparency in all government functions. This necessitates all ULB to convert their
        existing accounting and financial management system to such methods which have
        wide acceptance.
 1.2    Subsequent to the 74th Constitutional Amendment, the role and functions of the ULBs
        has vastly expanded. The Central and State Governments, as also other agencies, have
        been providing the ULBs large sums of money to enable them to effectively discharge
        their duties and functions. The national reforms agenda for the urban sector includes
        reforms in municipal accounting practices and strengthening of financial discipline. As
        a step in this direction, it is proposed to introduce a system of Internal Audit. Internal
        audit will assists in improving the accountability of use funds and provide a deterrent
        to malpractice or mismanagement.

2.      SCOPE OF SERVICES/ WORK
        Auditor has to cover the following activity during internal audit of ULB's accounts:

        2.1     Internal Auditor should see the compliance of Jharkhand Municipal Act,
                Jharkhand Municipal Accounts manual and related rules and regulations as well
                as related directives by Department. In its report there must be a separate
                section for non-compliance of rules/directives of Department.

        2.2     Report on compliance of Jharkhand Municipal Accounting Manual, Jharkhand
                Municipal Accounts Rules and Jharkhand Municipal Budget Manual with special
                attention to following areas:
                ·   All Receipts to be brought to account
                ·   Collections to be deposited into bank on the same day
                ·   Grant related compliance
2.3     Report and quantify all major Own revenue losses and opportunities lost or missed
        including in the area of Property Tax, Rental of Municipal properties, Advertisement
        Taxes/Fees, Sairatetc.;

2.4     Check on audit trail of all collection of Taxes and Non-Taxes either through staff or out
        sourced agency and report of any lapses in controls, if any and also advise
        recommendations to strengthen the prevailing processes;
2.5     Internal auditor shall also report on presence or absence of a system of issuance of
        utilisation certificate for the different schemes for any utilisation made during the
        reporting period; where there is no system for issuance of UCs, the Internal Auditor
        report shall prepare Utilisation Certificate for various schemes/grants as per the

19 | P a g e
        guidelines of such scheme.

2.6     Internal Auditor shall also, provide support to the ULB management for improve the
        internal control system;

2.7     Internal Auditor should report instances of losses, failures or inefficiencies and
        recommendations and/or measures which can be taken to avoid their recurrence in
        future.

2.8     Internal Audit shall cover all the payment related to contracted works, purchase bills,
        advances refund of all kind of work related deposits, all kinds of consultancy fees and
        contingent bill of ULB according to the rules and regulation as per Jharkhand Municipal
        Act 2011, Jharkhand Municipal Accounts manual.

2.9     Internal Auditors must be well versed with the Municipal Act and Rules enforced in
        Jharkhand state before start of the Internal Audit.

2.10    Auditor will ensure in each payment that terms & conditions of tenders and rate offers
        should be according to procurement law and policies.

2.11    Auditor will ensure that Expenditure incurred is within the Budget provision allocated
        to particular head and prepare a monthly report of head wise budgeted amount,
        expended amount and balance amount.

2.12    Auditor will ensure that the fixed deposit and other funds should be in scheduled
        banks/Approved financial institutions and should earn maximum interest at their
        gestation period.
2.13    Auditor will ensure that all the expenditure i.e. Construction work, Material
        Procurement, Electric Bill, Telephone Bill, Diesel, Petrol, Vehicle Bill, House Rent etc. is
        advised for payment only after the process of internal audit.

2.14    Auditor will ensure that all the expenditure related with establishment i.e. Salary,
        Travel expenditure, travel advance etc. is advised for payment only after the process of
        Internal Audit.

2.15    Auditor will ensure that all the revenue receipts should be internal audited and bank
        entry should be reconcile with cash & bank book.

2.16    Auditor will ensure that all the sanctioned advances should be internal audited and
        then advised for payment to disbursement officer.

2.17    Auditor will ensure that all the security deposit and earnest money deposited in
        tender/agreement process should be deposited in the bank immediately. Similarly
        refund of these security deposit and earnest money deposit should be made in time.

2.18    Auditor will ensure that all kind of tax deduction i.e. GST, Income tax, provident fund
        etc. Should be deducted from the payments as applicable, deposited properly and also
        should be properly recorded in appropriate ledgers.

2.19    Auditors will ensure for proper store accounting and physical verification of goods &
        materials in every six month.


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2.20    Auditor will ensure preparation of annual Budget and its approval from ULB Board.

2.21    Auditor will prepare bank reconciliation statement monthly with separate reporting on
        bank deposit and interest earned.

2.22    Auditor will ensure that all financial reports should be updated monthly in
        department's website.

2.23    Auditors shall ensure that all the observation and findings during the course of internal
        audit for each ULB should be furnished quarterly/yearly to ULB including detailing
        about the compliance reports with pending reports etc.
2.24    Internal Auditor should ensure implementation of accrual based double entry
        accounting system in ULB.

2.25    Any other areas/reporting/certification as may be required and directed by ULB.

        It is expected that the selected Internal Audit Firm shall follow Standards on Internal
        Audit guidelines issued by Institute of CA Firms/Cost Accountant firms of India. (ICAI).

3.     ACTIVITIES BASED ON SCOPE OF WORK:

       With reference to the scope of work following activities is desired to meet the goal:-

        3.1    The firm engaged for Internal Auditor will ensure that all the expenditure and
               receipt/income excluding pay & allowances, telephone bill, electricity bill (these
               bills will be audited after payment) is transacted only after the process of
               Internal Audit.

        3.2    The internal auditor shall ensure that all the payment orders are made, bills are
               cleared and cheques are issued only after the internal auditor certifies that the
               payment is in accordance with the Jharkhand Municipal Act, 2011, Jharkhand
               Municipal Manual & Rules, scheme guidelines of instructions, G.Os. Circulars,
               Department order.

        3.3    The internal auditor shall also ensure that the resolution of Governing Body,
               which violates rule or guideline etc., the same shall be immediately brought to
               the notice of the concerned Municipal Commissioner/Executive Officer/Special
               Officer ULB.

        3.4    The internal auditor should be well conversant with Jharkhand Municipal Act,
               2011, Jharkhand Municipal Accounts manual & Rules; with all the
               schemes/guidelines/circulars, standing instructions, orders issued from time to
               time by ULB.

        3.5    Objections, if any, shall be raised at single point right in the beginning. The bills
21 | P a g e
               will be passed only after compliance of all the points raised by the internal
               auditor. However, raising fresh queries on the same bill in its subsequent
               presentation shall be avoided. The internal auditor should present a summary of
               objections raised at to the ULB regularly on a monthly basis.

        3.6    It will be the responsibility of the internal auditor to carry out fast, prompt,
               accurate and correct internal audit.


        3.7    The internal audit should be carried out independently without any pressure
               from any of the offices. The internal audit work should be carried out in an
               objective, impartial and fair manner.


        3.8    The appointment of internal auditor will be made from the date of awarding the
               contract and the work of internal audit will start from the date mentioned in the
               letter of awarding the contract.


        3.9    The internal auditor shall carry out the assignment in accordance with the
               highest standard of professional and ethical competence and integrity as
               prescribed by the Code of Conduct and Code of the Institute of Chartered
               Accountants of India, New Delhi, having due regard to nature and purpose of the
               assignment, and shall ensure that the personnel assigned to perform the services
               under this Agreement, will conduct themselves in a manner consistent herewith.


        3.10   The internal auditor shall certify on all bills/vouchers that such bills/vouchers
               are fit for payment.

        3.12   Any other areas/reporting/certification as may be required and directed by
               ULB.


    4. DUTIES AND RESPONSIBILITIES :

        As per the scope defined above following methodology is to be carried by the CA /Cost
        Accountant firms.:-
      4.1        Working at Municipal Corporation :-Minimum of 3 member team should be
                 deployed at the Municipal Corporation which consist of :

                   4.1.1    1 CA /Cost Accountant cum team leader/ Audit Manager who is
                            having experience of 3 years.
                   4.1.2    1 CA/ Costing Inter/Commerce Graduate qualified staff is having
                            experience of 2 years in CA/ Cost Accountants firm in internal
                            audit/other audit.
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                   4.1.3   Daily visit of 2 semi qualified staff and 4 days visit of Audit
                           Manager/Team Leader in a week with finalization of internal audit
                           observation and must be present with attendance records at ULB.
        4.2      Working at Municipal Councils/NAC :-Minimum of 2 member team should
                 be deployed at the Municipal Council which consist of
                  4.2.1    1CA / Cost Accountant cum Audit Manager qualified who is having
                           experience of 3 years.
                  4.2.2    1 CA/ Costing Inter/Commerce Graduate staff is having experience
                           of 2 years in CA/Cost Accountants firm in internal audit/other
                           audit.Daily visit of 1 semi quail
                  4.2.3    Daily visit of 1 semi qualified staff and 2days visit of Audit
                           Manager/Team Leader in a week with finalization of internal audit
                           observation and must be present with attendance records at ULB.
        4.3      Working at Nagar Panchayat :-Minimum of 2 member team should be
                 deployed at the Municipal Council which consist of :-
                  4.3.1    1CA / Accountant cum Audit Manager qualified who is having
                           experience of 3 years.
                  4.3.2    1CA/Costing Inter/Commerce Graduate qualified staff is having
                           experience of 2 years in CA/Cost Accountants firm in internal
                           audit/other audit.
                  4.3.3    Visit of 1 semi qualified staff should be ensured for at least 4 days
                           in a week and 1 day visit of Audit Manager/Team Leader in a week
                           with finalization of internal audit observation and must be present
                           with attendance records at ULB.

Note:- As per requirement ULB's may increase the number of Audit Assistant.


5       AUDIT REPORT :

        5.1    Quarterly Audit Report/ Annual Audit Report including Utilisation certificate for
               various schemes should be structured as prescribed in Annexure-2

        5.2    Utilisation certificate on cumulative basis for various schemes e.g. Central Finance
               Commission Grant, State Finance Commission Grant, NULM, JnNURM, AMRUT,
               Smart City, SBM, Housing scheme & Other schemes as may be required during the
               period of audit.

        5.3    The Auditor should report the minor irregularities; wrong calculations etc. to the
               Municipal Commissioner/Executive officer/Special office immediately after
               detection so that the same may be get rectified on the spot.

        5.4    Prior to submission of report to SUDA/UD&HD, draft must be shared with ULB
               and their comment should be incorporated in final report.



23 | P a g e
        5.5    All reports and documents shall be submitted to ULB and SUDA/UD&HD should
               be duly signed by partner/proprietor of the firm. (Hard copy as well as soft copy
               in PDF format).

5.      AUDIT REPORT :

        5.1    Quarterly Audit Report/ Annual Audit Report including Utilisation certificate for
               various schemes should be structured as prescribed in Annexure-2

        5.2    Utilisation certificate on cumulative basis for various schemes e.g. Central
               Finance Commission Grant, State Finance Commission Grant, NULM, JNNURM,
               AMRUT, Smart City, SBM, Housing scheme & Other schemes as may be required
               during the period of audit.

        5.3    The Auditor should report the minor irregularities; wrong calculations etc. to the
               Municipal Commissioner/Executive officer/Special office immediately after
               detection so that the same may be get rectified on the spot.

        5.4    All reports and documents shall be submitted to UL Band should be duly signed
               by partner/proprietor of the firm. (Hard copy as well as soft copy in PDF
               format).

6.      DELAYS IN THE PERFORMANCE

        6.1    Timely submission (within one month from the end of next Quarter) of the
               report as per the provision mentioned in the agreement.

        6.2    In case of delay in the implementation of the project and/or any delay in
               performance during the contract period, the Internal Auditor shall be liable to
               any or all of the following actions:

               (i)     Imposition of Liquidated Damages.

               (ii)    Forfeiture of performance guarantee.

               (iii)   Termination of the Contract for default.

        6.3    If at any time with respect to commencement of the project as required during
               performance of contract the Internal Auditor may face difficulties impeding
               timely completion of the project under the contract and/or performance of
               services, the Internal Auditor shall promptly inform the department in writing of
               the fact of the delay within 24 hours and its causes and likely duration.
        6.4    As soon as practicable, after receipt of the Internal Auditor notice, the
               department shall assess the situation and may at its discretion extend the time
               for commencement and/or performance with or without Liquidated Damages.
24 | P a g e
7.      LIQUIDATED DAMAGES

7.1     In the event of failure of the implementation of the project by the Internal Auditors per
        the provision mentioned in the agreement, the Department reserves the option to
        recover liquidated damages, and not by way of penalty, for late implementation from
        the Internal Auditor in the following manner:-

                                                              Liquidated Damage to be
         S.No.          Details of delay
                                                                      charged

                  For delay up to 25%            of   the
          (i)                                                  2.5% of the Proposal price
                  implementation Period

                  For delay of more than 25% and up to
          (ii)                                                 5% of the Proposal price
                  50% of the implementation period

                  For delay of more than 50% and up to
          (iii)                                                7.5% of the Proposal price
                  75% of the implementation period.

                  For the delay more than 75% of the           10% of the Proposal price
          (iv)
                  implementation period                              (maximum)


  7.2     The aforesaid chargeable liquidated damages, if not paid by the Internal Auditor,
          would be recoverable under the relevant provisions of Public Damage Recovery Act
          1914 by the Department/ULB.

      8. DETAILS TO BE KEPT CONFIDENTIAL

          8.1 The Internal Auditor shall treat the details of the agreement as private and
              confidential, save in so far as may be necessary for the purposes thereof, and
              shall not publish or disclose the same or any particulars thereof in any trade or
              technical paper or elsewhere without the prior consent in writing of the
              department.
          8.2 If any dispute arises as to the necessity of any publication or disclosure for the
              purpose of the agreement the same shall be referred to the Additional Chief
              Secretary, Urban Development and Housing Department, whose decision shall be
              final.

          8.3 The Internal Auditor or his representative should neither disclose the data nor
              sale the data or use it for commercial exploitation or research work without the
              written permission of the Principal Secretary, Urban Development and Housing
              Department.




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    9. DISQUALIFICATION

     9.1 ULB, in its sole discretion and at any time during the processing of Proposals, may
         disqualify any Applicant Firm from the Proposal process, if:
         9.1.1 Firms not meeting eligibility criteria.
         9.1.2 Firms made misleading or false representations in the forms, statements and
               attachments submitted in proof of the eligibility requirements.
         9.1.3 If found to have record of poor performance such as abandoning works, not
               properly completing the agreement, inordinately delaying completion, being
               involved in litigation or financial failures, etc.
         9.1.4 Submitted Proposal which is not accompanied by required documents is non-
               responsive.
         9.1.5 Failed to provide clarifications related thereto, when sought.

         9.1.6 Bidders, who are found to canvass, influence or attempt to influence in any
               manner the qualification of selection process, including without limitation, by
               Proposing bribes or other illegal gratification shall be disqualified from the
               process at any stage.

10 TERMINATION OF THE CONTRACT

 10.1     The ULB shall have a right to cancel the agreement if the Internal Auditor commits
          breach of any condition. Breach of agreement include, but are not limited to, the
          following:

        10.1.1 It is found that the time schedule of implementation of the scheme is not being
               adhered to,

        10.1.2 The Internal Auditor stops work & such stoppage has not been authorized by
               theULB.

        10.1.3 The Internal Auditor may become bankrupt or goes into liquidation,

        10.1.4 The ULB gives notice to correct a particular defect/irregularity and the Internal
               Auditor fails to correct such defects/irregularity within a reasonable period of
               time determined by the ULB,

        10.1.5 In case the Internal Auditor fails to carry out the instructions/orders issued by
               the ULB from time to time during the currency of the agreement and fails to
               comply with the laws applicable in the State.

        10.1.6 The Internal Auditor fails to deliver any or all of the obligations within the time
               period(s) specified in the agreement, or any extension thereof granted by ULB.

        10.1.7 Because of breach of agreement by the Internal Auditor for any of the above

26 | P a g e
               reasons, the ULB shall have the right to terminate the agreement and forfeit the
               security deposit and invoke the performance bank guarantee.


11 DISPUTE RESOLUTION

        11.1   The ULB and the Internal Auditor shall make every effort to resolve amicably by
               direct negotiations, any disagreement or dispute, arising between them under
               agreement.

        11.2   If after 30 days from the commencement of such direct negotiations, the dispute
               is not resolved it shall be referred to Deputy Commissioner of concerned ULB
               District, where decision shall be final and binding upon both parties.

        11.3   Pending the submission of and/or decision on a dispute, difference or claim or
               until the matter is decided by Deputy Commissioner of concerned ULB District,
               the Internal Auditor shall continue to perform all its obligations under this
               agreement without prejudice of final adjustment in accordance with such award.






        11.4   The ULB may terminate this agreement, by giving a written notice of termination
               of minimum 30 days, to the Internal Auditor, if the Internal Auditor fails to
               comply with any decision delivered by Deputy Commissioner of concerned ULB
               District.




27 | P a g e
                                    FORM FOR TECHNICAL BID

                                             Form T ­ 1

                          Office Of The Nagar Parishad Chakradharpur


To,
MC/EO
Address

Dear Sir/Madam,

        We, the undersigned, offer to provide the consulting services for............. [Insert title of
assignment.] In accordance with your Request for Proposal dated..............
[Insert Date]. We are hereby submitting our Proposal, which includes this Technical Proposal,
and a Financial Proposal sealed under a separate cover.

        We are submitting our Proposal in individual capacity without entering in association
with or as a Consortium. 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.

        If negotiations are held during the period of validity of the Proposal, i.e., before the date
indicated in the Data Sheet, we undertake to negotiate on the basis of the proposed personnel.
Our Proposal is binding upon us and subject to the modifications resulting from Contract
negotiations.

        We undertake, if our Proposal is accepted, to initiate the consulting services related to
the assignment not later than the date indicated in the Data Sheet (Please indicate date). We
understand you are not bound to accept any Proposal you receive.

        We remain,

                                                                         Yours sincerely,

                                                              (Signature of authorized signatory of
                                                              Chartered/Cost Accountant Firm and
                                                                               seal)




28 | P a g e
                                          Form T ­ 2

                                       BIDDER DETAILS

    1     Name of Firm
    2     Date of incorporation of the Firm
  3 (a)   Address of bidder
   (b)    Phone no:
   (c)    Fax no.
   (d)    E mail
   (e)    Website
  4(a)    Name of authorized signatory to bid
   (b)    Designation
   (c)    Phone (Landline/ Mobile)

   (d)    Fax
   (e)    Email
    5     PAN of Firm
    6     GST Registration No
    7     ICAI/ICWAI Empanelment/ Registration number
    8     Name, address, Tel No. Fax, email at which
          communication to be sent in respect of bid
    9     Names of the present Proprietors/ Partners/Board of
          Directors




                                                     (Signature of authorized signatory of
                                                   Chartered/Cost Accountant Firm and seal)




29 | P a g e
                                           Form T ­ 3

1. Similar Assignment Undertaken for the last five years
   A. Departments    of  State/Central         Government/PSUs/Other   Govt.
        Undertaking     /ULBInternal            Audit/ULB    Accounting/ULB
        AuditExperience

                                                                     Was the
                         Agreement
                                     Assignment                     Assignment
                                     Name
           Name of the   No./Work                  Professional
 Sl. No.                                          Fees (Amount     successfully
           Department Order No. &                     in Rs.)
                                                                    completed
                           Date
                                                                    (with date)

    A           B           C             D              E               F




 (Signature of authorized signatory of Chartered/Cost Accountant Firm and seal)

 Note: Please attach copies of the work order/contract issued by competent
 authority from the client/ work compilation certificate in support of documentary
 proof.




 30 | P a g e
                                Form T- 4
       FINANCIAL STRENGTH OF THE CHARTERED/COST ACCOUNTANT FIRM

Year                                             Turnover (Rs. in Lakhs)



2017-18


2016-17


2015-16




Note:-Pl. attach Audited financial statement for respective years.




               (Signature of authorized signatory of Chartered/Cost Accountant Firm
               and seal)




31 | P a g e
                                                                     Form T ­ 5
FORMAT OF CURRICULUM VITAE(CV) FOR PROPOSED KEY STAFF(Team Leader, Audit Manager
             and Audit Assistant)(Please enclosed the supporting documents)
1.      Proposed Position:
2.      Name of Staff:.........................................................................................................
3.      Date of Birth:..........................................................................................................
4.      Nationality:............................................................................................................
5.      Educational Qualification:
6.      Membership of professional Associates:
7.      Publications:
8.      Employment Record:
        (List all positions held by staff member since graduation, giving dates, names of employing organization,
        title of positions held and location of assignments. For experience period of specific assignment must be
        clearly mentioned along with certificate for the Team Leader,).
9.      Summary of the CV
        (Furnish a summary of the above C V. The information in the summary shall be precise and accurate. The
        information in the summary will have bearing on the evaluation of the CV.)
        9.1           Education:
                      (i)           Field of Graduation and Year
                      (ii)          Field of post-graduation/ Professional and year
                      (iii)         Any other specific qualification
        9.2           Experience
                      (i)           Experience in Urban Development Sector: .............................Years.
                      (ii)           Experience in other Govt. Department/ PSU/Bank etc.: .................Years
                      (iii)            Total Experience: .............................Years

        9.3           Permanent Employment with the Firm (Yes/No): If yes, how many years:
If no, what is the employment: Arrangement with the firm?.

Certification:

1.      I am willing to work on the project and I will be available for entire duration of the project assignment
        and I will not engage myself in any other assignment during the agreement of his assignment on the
        project.
2.      I, the undersigned, certify that to the best of my knowledge and belief, this bio-data correctly describes
        myself, my qualification and my experience



Signature of the Candidate
Place
Date
Signature of the Authorised Representative of the firm
Place
Date


32 | P a g e
                                                    Form for Financial Bid
                                                        FORM FIN-1

[Location, Date]

Name of ULB .................................................


To, MC/EO

Dear Sir /Madam,

          We, the undersigned, offer to provide the consulting services for [Insert name of
Assignment] in accordance with your RFP dated [Insert Date] and our Technical Proposal.
Our       attached          Financial            Proposal   is   for   the   sum   of   Rs.....................   (In
word.........................................)
This amount is exclusive of the GST.

          Our Financial Proposal shall be binding upon us subject to the modifications
resulting from Contract negotiations, up to expiration of the validity period of the Proposal,
i.e. before the date indicated in the Data Sheet.

          No fees, gratuities, rebates, gifts, commissions or other payments have been given or
received in connection with this Proposal.

          We understand that, you are not bound to accept any Proposal you receive.


                                                                         Yours sincerely,


                                                                        (Signature of authorized signatory of
                                                                   Chartered/Cost Accountant Firm and seal)




33 | P a g e
                                        ANNEXURE 1: CHECKLIST

                       Preliminary Checklist for Bidders for Qualification Criteria

      A. All the forms as mentioned in the table below have to be submitted by the firm in order to
         qualify in qualification criteria.
 S.
                                                  Document
No.
1      RFP Document Fee, (If downloaded from the site)
2      Processing Fee/ EMD (As asked in RFP)

3      Certificate of Incorporation /Empanelment with ICWAI and ICAI (As asked in RFP)

4      Declaration of not being blacklisted / debarred

5      Audited Balance Sheet for last 3 years (As asked in RFP)

6      Auditor certified Profit Loss Statement for last 3 years

7      Annual Turnover Certificate (As asked in RFP)
       All Technical Forms (Form TECH 1 to TECH 7, including work experience in form of
8
       completion certificates)
8.1    FORM TECH ­ 1
8.2    FORM TECH ­ 2(Pl. enclose relevant supporting documents)
8.3    FORM TECH ­ 3(Pl. enclose relevant supporting documents)
8.4    FORM TECH ­ 4(Pl. enclose relevant supporting documents)
8.5    FORM TECH ­ 5(Pl. enclose relevant supporting documents)
9      Financial Form
9.1    FIN ­ 1
10     Service Tax Registration No(Pl. enclose relevant supporting documents)
11     PAN (Pl. enclose relevant supporting documents)




        34 | P a g e
                                 ANNEXURE-2


                   Internal Audit Report of (Name of ULB),

               for the period from________________to________________

                         Internal Audit conducted by

                        ___________________________________

                        ___________________________________

                        ___________________________________

                          (Write names of Auditors)




                          Report Issued on_____________




35 | P a g e
Introduction
Executive Summary
    ·   Name of the ULB
    ·   Period covered under current audit
    ·   Name of Municipal Commissioner/Executive officer/Special Officer for the
        period under Audit

ResultsandFindings
    ·   Strengths observed during the audit engagement.
    ·   Weaknesses observed in the functioning of office, maintenance of record setc.
        observed during the audit engagement.
    ·   The comment sunder the two categories should summarize reach significant
        Audit observation in the order of materiality. The summary should be as brief as
        possible and draw on the observation under the Para on Consequence/ Effect/
        Impact of each Audit observation. It should also include a summation no
        foutstanding statutory and internal audit observations.

Opinion
    ·   Overall opinion of Audit Team about the functioning of ULB.

Audit Recommendations
    ·   The recommendations of Audit Team on the observed weaknesses. This could be
        presented in a box of highlighted print.

Comments from Management
    ·   This should also include local management's action plan for resolution of the
        issues and compliance to the internal auditor's recommendations and
        suggestions on the areas of process and control weakness/ deficiency.



Acknowledgement
    ·   This section could acknowledge in brief the cooperation, acceptance of the
        criteria/ findings and recommendations by the ULB(or otherwise). The
        observations should be stated in a factual and not in the form of an opinion.




36 | P a g e
                                        Detailed Audit Report
1.        Introduction
          The Internal audit of (Name of ULB.................) covering the period from
                 to     was conducted by following persons under guidance of
          Chartered/Cost Accountant Firm _:
          i.      Shri       ________________________
          ii.     Shri       ________________________

2.        Administration
          The present body of the ULB has taken charge on __________________.The
          incumbency in the key administrative and executive positions were as under:
          Shri _________________,May or From ______________to____________Shri
          __________________,Commissioner/Executive Officer From ________________ to______


3.        Reviewofoutstandingauditparas:StatusofAuditObservationsisasunder:

                                       Total No. of
                                      Audit Paras       Total No     Total No.
                                         where                                             Total No. of
                                                        of Audit     of Audit     Total                     No. &
               Particulars   Total      necessary                                          outstandin
     S.                                                   Paras        Paras     Amount                   dated of
                of audit     No. of   improvemen                                             g para
                                                         where        where         of                    complia
     No        and date of   Audit          t                                               where no
                                                        recovery     recovery    Recover                     nce
                 report      Paras.                                                        action has
                                      /corrective       of cash is   has been       y                      report
                                                                                           been taken
                                      measure is        proposed       made
                                       required




     1.




4.        Finance
          I.    Budgetary provisions and expenditure for the last three years

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                           Year            20 xx           20 xx              20 xx

                Final/ Revised Budget

                Actual Expenditure

                Savings(+)/Excess(-)


        II.    Volume of transactions

                                                     Correspondin             Cumulative
                                         Previous
                                                      g Period of   Current     for the
                  Period      Budgeted   Year (For
                                                       Previous     Period     current
                                         one year)
                                                         Year                    Year


                Opening
                balance


                Receipts


                Total


                Net
                expenditure


                Closing
                balance


        III.   Bank reconciliation

               (Instructions: Simply write "Reconciled and balances tallied "if
               reconciliation done satisfactorily. Report the difference in balances
               where they differ).




        IV.    Revenue Receipts



38 | P a g e
                                                            Correspond
                                                Previous                             Cumulative
                                                            ing Period    Current
                     Period          Budgeted   Year (For                              for the
                                                            of Previous   Period
                                                one year)                           current year
                                                                Year


                Own source


                Property Tax


                Assigned Revenue


                Others (Fee & User

                Charges)


                (b) Administrative
                grant


        V.     Status of implementation of Double Entry Accounting System

        VI.    Status of Municipal Accounts Committee; if meeting is held

5.      Audit Observations
        I.     Part-A
               All Audit objections/ irregularities which has monetary implication,
               particularly in following are as
               A.       Leakage of own source revenue either due to wrong
                        assessment or non-levy of property tax, mobile tower tax, rent
                        on municipal properties, advertisement tax, fee etc.
               B.       Excess payment against bill, lack of prudence in payment
                        against voucher, inefficiency in controls resulting loss to ULBs.
               C.       Report on findings of field survey of Property Tax of minimum
                        20 high value properties
        II.    Part-B
               All Audit objections/ irregularities which has nomonetary implication,
               but significant violation of Act, Rules & directives of UD&HD. Mention
               the reference to Act & Rules where in remedial measures required. In
               this part auditor should report in respect of
               A.       Non-maintenance of books of accounts, subsidiary registers

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               B.       Irregularity in procurement process
               C.       Non-compliance of directives by UD & HD,GoJ
               D.       Non-compliance of Act & Rules
               E.       Lack of internal control measures
               F.       Non-compliance of TDS,GST and other relevant Statute
               G.       Deficiency in pay-roll system
               H.       Utilisation of Grant and report on missing Utilisation
                        Certificates
               I.       Physical verification of inventory/ stores
               J.       Advances, their adjustment & recovery
               K.       Any other matters as may be prescribed in due course.
        III.   Part-C
               General Observations: Auditor should report the deficiencies noticed
               during their audit and recommend ULB management to improve
               internal systems.
        Each Audit Observation under Part-A should be structured as described below
        Audit Objective: To which Audit Engagement objective does this
        observation relate?
      Criteria: What should exist? The rules/ regulations/                  procedures/
expectations are the basis against which Audit evidence is compared.
       Condition: What exists? The condition identifies the nature and extent of
deviation from the criteria i.e. deviation from what should exist. This should be
supported by factual evidence. A statement of condition would be formed on the
basis of Auditor's comparison of actual evidence against the appropriate criteria.
Consequence/ Effect/ Impact: What effect did it have? The effect establishes the
actual or potential impact of the condition and can be both quantitative and
qualitative. It is the likely effect/ impact which would determine the significance of
the condition.
Cause: Why did it happen? The possible or likely reason for the difference
      between the expected and actual condition.
      Corrective Action/ Recommendation: What should be done? The actions
suggested or required to correct the situation and prevent future occurrences.
       Wherever possible, the audit findings should be accompanied by graph sand
charts to improve the visibility of the analysis and findings. Photographs could also
be used as corroborative evidence.


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      References: This section should list all material utilized and referred to in
developing the Internal Audit Report.


                                      ­×××­




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