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1) BID-DATA SHEET
Tender Number & Date IITG/F&A/Int. Audit/2019-20, Date: 14.11.2019
Issue of Tender Forms Tender Documents / forms is to be Downloaded from
the Institute's website: www.iitg.ac.in From 07-12-
2019
Cost of Tender Documents 1,000.00 (Rupees One Thousand only ) by way of
Demand draft in the name of Interim Registrar , IIT
Guwahati, payable at Guwahati which is to be
submitted along with the tender.
Earnest Money Deposit (EMD) Earnest money of 10,000.00 (Rupees Ten Thousand
only) to be submitted along with the Tender
Documents in the form of Demand Draft favouring
Interim Registrar, IIT Guwahati payable at Guwahati
issued by any Nationalized & Scheduled Bank. Earnest
money is refundable.
Last Date of Submission of Tender 23-12-2019 upto 14.00 hrs.
Opening of Tender 23-12-2019 upto 15.00 hrs
Contact Person 1. Asstt. Registrar,
Finance & Accounts Section
IIT Guwahati
2. Sr. Accounts Officer,
Finance & Accounts Section
IIT Guwahati
Contact Address Finance & Accounts Section,
Indian Institute Technology Guwahati
IIT Guwahati,
Guwahati 781 039
Contact Phone Number (s) +91-0361-2582023
E-mail Address jitens@iitg.ernet.in
Website http://www.iitg.ac.in
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2) TERMS OF REFERENCE
2.1 Background
Indian Institute of Technology Guwahati (IIT Guwahati) was established in 1994 by the
Ministry of Human Resource Development, Government of India and has been recognized
as an Institute of National Importance by an Act of Parliament. The academic programme of
IIT Guwahati commenced in 1995. At present the Institute has eleven departments and five
inter-disciplinary academic centres covering all the major engineering, science and
humanities disciplines, offering B. Tech, B. Des, MA, M. Des, M. Tech, MSc and PhD
programmes. The Institute is currently having more than 6500 students, 400 plus Faculty
Members and around 450 Non-teaching Staff Members.
IIT Guwahati is maintaining its accounts on Accrual Basis following the applicable Indian
Accounting Standard. The expenditure of the Institute is attributed to two major heads -
Capital and Revenue. Mainly the expenditure related to construction works, purchase of
equipments, furniture and books & Journals etc. are booked under Capital head and
expenditure of recurring nature like salary, maintenance etc. are booked under Revenue
heads. The Revenue expenditure are further subdivided into different sub-heads as per the
nature of the expenditure. All receipt/payment/settlement related data (On an average
about 2000 voucher entry per month) are entered into the tally software (Tally ERP.9) /
PFMS, which is being used for keeping records.
Further, for the sponsored research work a separate account named R&D account along
with individual accounts for different projects are operated. Moreover, accounts for Pension
Funds (GPF, CPF & NPS), Examination (JEE & GATE-JAM), Earmarked and Endowment Funs
etc. are also maintained separately. The transactions done through all these accounts get
reflected in the Annual Accounts.
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Most of the payments like salary, reimbursements, scholarships etc. made to the
employees/ students of the Institute are made by directly transferring the money to
respective bank accounts. Payments to vendors and contractors are made by electronic
transfer / PFMS. Receipts on account of student admission are directly received in banks.
The accounts of the Institute are prepared as per the prescribed format given by the
Ministry of Human Resource Development, Govt. of India which will be made available to
the selected firm.
2.2 Data entry procedure in the Accounts section
Presently Tally ERP.9 / PFMS software is in use in the Finance & Accounts section.
Expenditure heads both under Capital and Non-Plan heads are distinctly classified (i.e.
traveling, salary, consumables etc. under Non-Plan and Works and Buildings, equipments
etc. under Plan head). This heads are further subdivided according to the departments /
sections. Individual ledgers as per the expenditure heads are maintained in the computer
system.
During process of payments, every payment voucher with corresponding Journal vouchers if
any, are entered into the computer database by the staff concerned. At the time of writing
the cheque / release of payments these entries are re-checked by the cashier. Similarly, data
related to receipts and bank transactions are entered by the cashier himself. The tally
software / PFMS automatically gives the fund position at the end of the day. Cash book
and Bank book are maintained as per the software format.
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2.3 Scope of work
Sl. Scope Area Detailed Scope
1. Revenue (Academic, · Fees charging and collection, issue of fees receipt and deposition in
Research sponsorship, bank
Contributions and Grants.
· Control over revenue accounting, deferment and its accuracy
Review of Grants and Contribution receipt and utilization
· Fees waivers and deferrals
· Review of income from research sponsorships
· Review of interest and other income (if any)
· Follow up for pending fees and late payment charges thereof
2. Procurement and Inventory · Procurement planning and savings
· Authority Matrix
Vendor selection and appraisal process
· Vendor Master management
· PO regularization
· Receipt management of stock assets
· Physical verification of stock
· Review of process for control over assets and stock by the
administration.
3. Statutory Compliances · Review of computation of dues and filling of returns and remittance for
statutory dues such as:
· GST
· Income Tax
· Professional tax
· Contract Labour Laws
· Any other applicable laws
4. Finance and Accounts · Review of Accounts payable and receivable
· Cash and bank management
· Book closure procedures
Review of Capital Expenditure
· Expense scrutiny
· Verification of all accounting entries of the Financial Year 2019-20
5. Payroll · Employees Payroll, disbursement and deductions and ensure they are
authorized by competent authority
Review of policies and guidelines
· Review of Loans, Travel advances and Full & Final settlement
· Roles & Responsibility matrix
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6. Operational Activities · Repairs and Maintenance expenses
· Facility administration: Canteen, Library and Guest house
Hostel facility management
Housekeeping
Safety and security process and controls
· Outsourcing Contracts
7. IT Controls · Review of Information Technology general controls
· Logical access procedures
· Antivirus and Backups. Asset Management
Firm shall ensure below mentioned points in terms of above review areas:
Identify internal control deficiencies of above activities and provide recommendation
for improving these operations.
ii. Report risk management issue and provide recommendation
iii. Suggestion of improvement of the existing system of accounting/internal control
and management information system from time to time.
iv. Review of compliance on the previous Internal Audit observations.
1. Assist the Institute in preparation of Final Accounts
2. Identify internal control deficiencies of operational activities of the Institute like Outsourcing
Service and Maintenance Contracts, Guest House Management, Hospital Management,
Hostel Affairs, etc. and provide recommendation for improving these operations.
3. Report risk management issue and provide recommendation
4. Suggestion of improvement of the existing system of accounting/internal control and
management information system from time to time.
5. Review the record/system of bill payment to various contractors and also to review the
compliance on them with term of contract with IIT Guwahati
6. Review of all statutory obligation compliances such as GST, Income Tax, NPS etc.
7. Review compliance of Labour Laws, wherever applicable
8. Evaluation and assess the procurement files
9. Evaluation and assess the works contract files
10. Attending Audit queries raised by the C&AG, Statutory Auditor of the Institute
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2.4 Time Period
The Chartered / Cost Accountant firm will be required to provide the desired services
initially for a period of One year i.e. FY 2019-20 which can be renewed for another year at
the same terms and conditions on satisfactory performance upto a maximum of two years.
Notwithstanding anything contained herein above, the Institute reserves the right to
discontinue the services of Chartered / Cost Accountant firm in the event their services are
evaluated as unsatisfactory at any time during the period.
2.5 Schedule of Audit
Internal Audit is to be conducted on a quarterly basis. Prior to commencement of Audit for
any quarter, a detailed audit programme must be prepared in consultation with the
Management. The observation of audit shall be discussed with concerned officials of the
Institute before issuance of draft report. A draft quarterly report of the Internal Audit shall
be submitted to the management for discussion within seven days from the date of
completion of quarterly audit. After discussion, a final report shall be submitted to the
Institute within seven days. The Auditor shall present the final audit report before the
Finance Committee as and when communicated by the Institute.
The Internal Audit for the first half year for the Financial Year 2019-20 may be conducted
December 2019 and for the subsequent quarter audit shall be started immediately at the
end of each quarter. The final Audited Accounts as well as the report shall have to be
submitted by 10th May 2020.
2.6 Support and Inputs to the Firm
The Institute shall provide adequate office space to the Firm to perform its services. In
terms of hardware the Institute will provide computers and printers to the Firm. The
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Institute will provide all primary data to the firm for carrying out the jobs listed in the
nature of work.
2.7 Pre-qualification Criteria
The firm eligible for the bidding process must satisfy the following eligibility criteria:
1. The Chartered / Cost Accountant Firm should have at least two partners;
2. The Chartered / Cost Accountant Firm should be registered with the Institute of Chartered
/ Cost Accountants of India (ICAI) and have Income Tax Permanent Account Number
(PAN) and Goods and Services Tax (GST) Number.
3. The Firm should be empanelled with Comptroller and Auditor General of India (C&AG);
4. The Firm should have been in operation for at least 5 years after its registration;
5. The Firm should have at least 5 full time paid staff;
6. Average Annual Income (i.e. Average Gross Professional Fees earned during the 3 years)
of the Firm in the last 3 financial years ending on March 31st 2019 must be equal to or
more than 20.00 (Twenty) lakhs;
7. The Firm should have experience in handling Internal Audit of at least 3 Public Sector
Undertakings or Government Organization, during last five years.
8. The Firm should have experience in handling Internal Audit of at least 1 (One) Educational
Institution of Higher Learning during last three financial years.
2.8 Payment Terms
The payment shall be made against the services provided by firm as per the nature of
work, subject to the following terms and conditions:
1. The payment during the entire contract period shall be made in accordance with the
financial bid submitted by the selected bidder and accepted by the Institute. No price
variation would be allowed during the contract period.
2. Any increase in GST rates during the contract period will be borne by the Institute;
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3. TDS under Income tax & GST will be deducted at applicable rates;
4. The Institute reserves the right to deduct amount from the bill as may be considered
reasonable for unsatisfactory services or delay in providing of services. The decision of
the Institute will be the final in this regard.
5. The Service Provider will raise the quarterly bills in duplicate on submission of the
quarterly audit report to the Institute.
2.9 Performance Security
The successful bidder will be required to deposit 10% of the bid amount towards
Performance Security in the form of BG/DD from Scheduled Bank before execution of
the agreement. In case of BG, the validity cover 60 days beyond the contract period.
3. SUBMISSION AND EVALUATION OF THE TENDER:
3.1 Submission of Tender
The interested firms meeting the pre-qualification criteria are required to submit their
Tender in sealed envelopes. The Tender should contain the following documents:
i) Prequalification-cum-technical bid in Annexure-A along with all supporting
documents
ii) Financial Bid in Annexure B;
iii) Earnest Money Deposit (EMD) of 10,000.00 in the form of Demand Draft;
iv) Tender Fee for 1,000.00 in the form of Demand draft.
All the pages of the Tender document including the annexure and copy of certificates
should be signed by the authorized person of the Firm, along with seal of the firm. The
envelope should be super scribed:
"TENDER FOR SELECTION OF CHARTERED / COST ACCOUNTANT FIRM FOR
CONDUCTING INTERNAL AUDIT OF IIT GUWAHATI FOR THE YEAR 2019-20"
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Submitted by: (Name, Address, E-mail and Telephone Number of the Firm)
Submitted to: The Interim Registrar, IIT Guwahati, Guwahati - 781039
The Applicant can submit the Tender by registered post /courier/Speed post or submit the
same in person, so as to reach the designated address by the time and date stipulated. No
delay in the submission of the Tender for any reason will be entertained. Any Tender
received by the Institute after the deadline shall not be opened.
3.2 Tender Fees and Earnest Money Deposit
Cost of the Tender document is 1,000.00. The Tender document is to be downloaded
from the website of the Institute (please visit: www.iitg.ac.in). The tender fee should be
paid by way of demand draft in the name of the Registrar, IIT Guwahati, payable at
Guwahati. The Demand Draft should be submitted along with the technical bid.
Earnest Money Deposit of 10,000.00 by way of Demand draft in the name of
Registrar, IIT Guwahati, payable at Guwahati should be submitted along with the bid.
The EMD amount will be returned to unsuccessful firms after finalization of the bid. In
respect of the successful bidder the EMD will be returned after execution of
agreement.
3.3 Tender Queries
The interested Firms may seek clarification on Tender document from the Asstt.
Registrar / Sr. Accounts Officer, Finance and Accounts. The firms can also go through
the Annual Accounts of the Institute and Common Format of Accounts which will be
made available to them on receipt of request. The Firms may visit the Finance &
Accounts Section between 10.00 a.m. to 2.00 p.m. on any working day before 23-12-
2019.
3.4 Last Date of Submission of Tender:
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Last date of submission of the Tender is 23-12-2019 up to 2.00 p.m..
3.5 Date of opening of Tender
The Tender will be opened for technical and financial evaluation on 23-12-2019 at
15:30 hours in the Administrative building of the Institute. The authorized
representatives of the firms (Applicants) may choose to attend the Tender opening.
The authorized representatives must carry authorization letter, if they wish to attend
the bid opening.
3.6 Evaluation of Tender
The Tender will be evaluated by Tender evaluation committee constituted by the
Director, IIT Guwahati. The detailed evaluation method for Prequalification-cum-
Technical and Financial bids is specified below. The technical and financial bid is given
weightage of 70 and 30 respectively. The combined score of technical and financial
bids will be taken into consideration for finalizing the firm for award of contract. The
firm scoring maximum marks will be declared successful. However mere scoring of
maximum marks does not entitle the firm for award of contract.
3.6.1 Evaluation of Technical and Financial Proposal
Technical and financial bids of all the firms, which meet the prequalification criteria,
would be taken up for detailed evaluation as per the technical and financial bid
evaluation criteria. Each firm meeting the pre-qualification criteria would be evaluated
and given technical score out of 60 marks and only those firms obtaining 50% marks
out of 60 marks would qualify for final evaluation. Those firms, who do not meet the
pre-qualification criteria, shall not be evaluated. Further, those firms who do not secure
30 marks in technical evaluation will not qualify for final evaluation.
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Technical bid Evaluation Criteria
01. Firm's Experience 40
Firm's Existence in years after its registration
5 Years 7 years 1 5
> 7 Years 10 years 3
> 10 Years 5
Average Annual Income of the Firm (in the last 3
financial years) ended on March 31 st 2019 10
20 Lakhs 50 Lakhs 3
> 50 Lakhs 100 Lakhs 6
Above 100 Lakhs 10
Experience of handling accounting and financial services
involving Internal Audit of at least 3 (three) PSU/Govt. 15
Organization during last Five Financial Years
3 5 Organizations 5
> 5 10 Organizations 10
> 10 Organizations 15
Experience of handling similar work in Educational
Institution of Higher Learning during last three financial 10
years
Only Accounts Audit 5
Both Accounts and Transaction Audit 10
02. Key Experts and Manpower 20
Number of Partners' in the Firm
2 Partners 2 10
3-5 Partners 5
> 5 Partners 10
Number of paid staff (Full Time) on the roll of
establishment 10
5- 10 Staff 5
>10-20 Staff 7
>20 Staff 10
03. Total Technical Score (01+02) 60
04. Qualifying Marks in Technical Bid (50% of 60) 30
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Financial bid Evaluation Criteria
Final Price to be used for Financial Bid evaluation of the technically qualified bidder will be for the
Financial Year 2019-20 and all applicable Taxes.
FINAL COMPARISON OF BIDS
Bids will be evaluated using past credentials and cost based selection method.
Technical bid will get 70% of the weightage and Financial bid will get 30% of the weightage as per
following formula.
Es = [0.70 X (TSB/TSH) + 0.30 X (FSL/FSB))] X 100
TSH = Highest Technical Score
TSB = Bidder's Technical Score
FSL = Lowest Qualified Financial Bid
FSB = Bidder's Quote Financial
The evaluation will be performed assuming that the Contract will be awarded to the Bidder whose
Evaluated score (ES) stands highest and is eligible for Contract award, and found to be qualified to
perform the Contract. In the event of Es being same for two or more firms, the firm who quoted the
lowest amongst them will be eligible for the Contract. In case, the financial bid being same, the
decision of the Director, IIT Guwahati will prevail.
4. Signing of the Contract
The successful bidder shall be required to execute an agreement within 10 days from the
date of issue of the Award Letter. In the event of failure on the part of the successful bidder
to sign the agreement within the above-stipulated period, the earnest money shall be
forfeited and the acceptance of the tender shall be considered as cancelled
5. Jurisdiction
The contract shall be governed by and construed according to the laws in force in INDIA.
The bidder hereby submits to the jurisdiction of the courts situated at Guwahati for the
purposes of actions and proceedings arising out of the contract and the courts at Guwahati
only will have the jurisdiction to hear and decide such actions and proceedings.
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ANNEXURE A
PRE-QUALIFICATION-CUM-TECHNICAL BID
Sl. Criterion Firm's Strength & Capacity
No
The Chartered / Cost - Registered with
1. Accountant Firm should ICAI / ICMAI,
be registered with the If yes, then
Institute of Chartered / mention
Cost Accountants of Registration
India and must possess Number
permanent account
number (PAN) under PAN of the
Income Tax and
Chartered / Cost
registration under GST
Accountant Firm
(Provide all registration
certificates)
GST Registration
No.
The Chartered / Cost -
2. Accountant Firm should Empanelled with Yes/ No.: _________________________________
be empaneled with C&AG
Comptroller & Auditor
General of India (C&AG)
(Provide registration
certificate)
The Chartered / Cost Year of
Accountant Firm should Registration/
3. be in operation for at Starting of
least 5 years after its operation
registration
Nos. of years in
(Provide necessary operation after
evidence) registration
(in years)
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Average Annual Income Average Annual Income (i.e. Average Gross Professional Fees received
4. of the Chartered / Cost / earned) of the Chartered / Cost Accountant in last 3 (three) years
Accountant Firm for the ending on 31st March, 2019)
last 3 (three) years
ending on 31st March, ...................................................................... ... (in figure)
2019 [Must be equal to
or greater than {20 (in words) ....................................................................................................
(Twenty) Lakhs]
................................................................................................
[Provide copies of the
Audited Financial ................................................................................................
Statements for all the 3
(Three) years upto 31st
March, 2019 along with
a Certificate in A-5
proforma as per
annexure]
The Chartered / Cost
5. Accountant Firm should Nos. of Govt. Organizations/ PSUs where similar Service was provided
have experience in in the last 5 (Five) years
Internal Audit, of at least
3 PSUs/ Govt. Nos (in words) : ........................................................................
Organizations, in the last
5 years Nos. (in figure) ........................................................................
(Details to be provided
in proforma A-6. Attach
copies of works Order/
works completion as
evidence)
Whether similar services Nos. of Educational Institutes of Higher Learning where similar Service
6. as mentioned in Sl.no.5 was provided in the last 3 (Three) years
provided to the
Educational Institutes of Nos (in words)...........................................................................
Higher Learning in the
last 3 years Nos. (in figure) ........................................................................
(Details to be provided
in proforma A-7. Attach
copies of works order/
works completion as
evidence)
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Chartered / Cost Nos. of Partners
7. Accountant should have
minimum 2 (Two) Nos (in words)...........................................................................
partners
Nos. (in figure) ........................................................................
(Submit the proof of
the Ownership pattern
& registration
certificates along with
details of the Chief
Functionary (s) of the
Chartered / Cost
Accountant Firm
provided in Performa
A-8)
Nos. of Payroll staff (Full i) No. of Payroll Staff (Full Time) : __________________________
8. Time)/ Article ship
incumbent/ Apprentices ii) Nos. of Article-ship Incumbent: __________________________
(if any)
iii) Nos. of Apprentice: _____________________________________
Certified that the above particulars are correct. In the event of any information found to be
incorrect the Institute is at liberty to reject the proposal of the Chartered / Cost Accountant Firm.
Date: Signature :
SEAL Name & Designation : __________________________________
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Proforma to Annexure-A
PROFORMA: A5
Details of Chartered / Cost Accountant Firm's Professional Income
[Gross Professional Fees earned]
Particular Financial Year Financial Year Financial Year Average Annual
2016-17 2017-18 2018-19 Income
Annual Income* (
in Lakhs)
* Furnish the Audited Accounts of the Firm along with copy of the acknowledgement of Income Tax
return for the all 3 (three) years
SEAL: Signature : ______________________________________
Date: Name & Designation : ______________________________________
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PROFORMA: A6
Details of Chartered / Cost Accountant Firm's Experience of Similar Services
[During last 5(five) years]
Sl. Name of the Duration of the Name of the Nature of the Nature of
No Assignment Assignment Client Assignments & the
[Start date / services provided Supporting
End date] (Please specify Documents
whether the work provided
involved Internal
Audit )
1.
2.
3.
4.
5.
* Furnish the copy of the documentary evidence in support of the information provided above.
Attach separate sheet if necessary.
SEAL: Signature : ______________________________________
Date: Name & Designation : ______________________________________
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PROFORMA: A7
Details of Chartered / Cost Accountant Firm's Experience of Similar Services in Educational
Institutions of Higher Learning
[During last 3(three) years]
Sl. Name of the Duration of Name of the Nature of the Nature of
No Assignment the Educational Assignments ( Pl specify the
Assignment Institutions whether work involved Supporting
[Start date / Internal Audit) Documents
End date] Only Both provided
Accounts Accounts &
Audit Transaction
Audit
1.
2.
3.
4.
5.
* Furnish the copy of the documentary evidence in support of the information provided above.
Attach separate sheet if necessary.
SEAL: Signature : ______________________________________
Date: Name & Designation : ______________________________________
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PROFORMA: A8
Details of Chartered / Cost Accountant Firm's Partners, Name and Registration Nos.
Sl. Name of the Member Designation Membership No. Status Remarks
No (FCA/ACA)
1.
2.
3.
4.
5.
* Furnish the copy of the documentary evidence in support of the information provided above.
Attach separate sheet if necessary.
SEAL: Signature : ______________________________________
Date: Name & Designation : ______________________________________
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ANNEXURE B
FINANCIAL BID
Sl. Description of Fees Fees Payment
No. Rupees in Rupees in words Schedule
Figure
A. Fees for the Financial Year 2019- The service
20 ** Provider will
raise the
B. Add: GST as per applicable rate
quarterly bills
on the services provided
in duplicate on
C. Total Fees to be paid submission of
[including GST (A+B)] the quarterly
Audit Report
to the Institute
** The quoted fee should be included of Professional Fee, Travelling, Accomodation, Food
and Other Expenses.
N.B.: Statutory Changes in Income Tax / GST rate shall be borne by the Institute. Deductions
shall be made by the Institute as per statutory rates & norms wherever applicable
We undertake that the rates quoted above by us will not change during the Contract period and
accept the payment schedule as described in the appropriate column.
SEAL: Signature : ______________________________________
Date: Name & Designation : ______________________________________
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