STATE MEDICINAL PLANTS BOARD, ODISHA

(Forest & Environment Department, Govt. of Odisha)
Mayur Bhawan, Sahid Nagar, Bhubaneswar, Pin-751007

Tel:+91674-2954911, E-mail:smpborissa@gmail.com

Notice No. 02                                                                                                                                   Dated 07-04-2021

Quotation call (from Chartered Accountants) for Annual Audit of State Medicinal
Plants Board, Odisha from Chartered Accountants.

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Sealed quotations in plain paper are invited from the reputed Chartered
Accountants to take up audit of the accounts of SMPB and its all the field
implementing agencies and preparation of all financial statements/ utilization
certificates with reporting thereof for 3 (three) years i.e. from year of 2018-19 to
2020-21, so as to reach the office of the undersigned in the Mayur Bhawan, Saheed
nagar, Bhubaneswar-751007, on or before 16th April by 11.00 AM. The sealed
quotation shall be opened on the same day at 12.00 Noon in presence of the
quotationer or their authorised representatives at office of PD-WFP cum SMD, OBDA,
4th Floor, Nilakantha Nagar, Nayapalli, Bhubaneswar, Odisha, 751020. The details
Terms of Reference placed in www.odishaforest.in and www.odishabamboo.org The
sealed envelope containing should be superscripted as “Quotation for Audit of
Accounts of SMPB and its implementing Agencies”. The undersigned reserves the
right to accept or reject any or all tenders without assigning any reason thereof.

Chief Executive
State Medicinal Plants Board, Odisha

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STATE MEDICINAL PLANTS BOARD, ODISHA

(Forest & Environment Department, Govt. of Odisha)
Mayur Bhawan, Sahid Nagar, Bhubaneswar, Pin-751007

Tel:+91674-2954911, E-mail:smpborissa@gmail.com

TERMS OF REFERENCE FOR THE AUDIT

Objectives and Scope of Work:

1. The Chartered Accountant firm should have at least five years experience in the
relevant field and should be in the panel of CAG audit and should have audited
accounts of either Govt. Agencies or Govt. Corporate bodies or any organization
wholly owned or in which Govt. has substantial interest.

2. Audit will be done through the examination of records and statements pertaining to
the Project Fund kept with Chief Executive, State Medicinal Plants Board, Odisha
and discussion with SMPB staff and visits to project sites, camps, market yard
warehouses as may be required; the Auditor shall perform sufficient work in order
to be satisfied that the followings are done.

(a) Component-wise / Executing agency wise [Forest division and other implementing
agencies] fund approved released and utilization of fund as prepared by the office,
is in accordance with the books and records maintained by the Office.

(b) The accounting records are complete & accurate with regard to;

- the Grant in Aid received from NMPB or State Plan Funds or any other agency
and interest accrued

- the expenditure and lending / borrowing of the funds.

(c) The financial transactions reflected in the statements have been authorized and
effected in accordance with the terms of the Operational Guidelines, Administrative
approval, Approved Annual Action Plan and other rules and regulations as
applicable.

(d) The securities and money in fixed deposit or on hand have been verified, certificate
received directly from the fund’s depositaries, or by actual count;

3. The audit will be conducted in accordance with generally accepted norms in India
for such Audit and guidelines as per norm of Internal AG audit, auditing
standards prescribed by Comptroller and Auditor General with the additional
terms of reference set out in section “Specific areas to be audited” below :
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Specific areas to be audited:

4. The audit work should specifically cover the following areas;

(a) Overall review of efficiency and effectiveness of controls, procedures and practices
in place for management of cash and other assets pertaining to the SMPB fund;

(b) Custody of surplus fund balances and banking arrangements: Signatories and
controls over bank accounts including reconciliation, interest earned, timeliness,
delays in banking transactions.

(c) Disbursement procedures: Procedures for the approval and authorization of
disbursements practice on advances and payments.

(d) Utilization of the fund: Procedures for identification of schemes/ uses and projects:
Procurement of goods and services and entering into contracts. Monitoring of the
utilization of the fund schemes and projects. Compliance with the Operational
Guideline and Annual Action plan, financial rules and regulations, relevant
government regulations and any other formal guidance.

(e) Accounting and budgetary control: Appropriateness of accounting records,
reconciliation to annual reports as well as banking records. Review of the
budgetary process and certification of payments for availability of funds.

(f) Monitoring and reports: Monitoring of income and expenditure against budgets,
financial reporting to the project management.

(g) Compliance with regulations: Compliance with Government regulations and
operational guideline / terms and conditions on the utilization of funds.

(h) Project reporting: Accuracy and timeliness of quarterly, six-monthly and annual
reports.

Reporting :

5. The Auditor shall express and sign an opinion on the fund accrual and utilization
statements of the State Medicinal Plants Board, Odisha fund including a general
review of the accounting procedures. They will also prepare and authenticate the
accounts statement, trial and balance and expenditure for the financial year for the
SMPB and prepare the report.

6. The audit will also look into the accounts of all the executing agencies to which
funds are advanced by State Medicinal Plants Board, Odisha and submit the
audited statement of account with respect to their utilization certificate both in
monetary terms and physical achievements along with other mandatory
statements.

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7. The final audit report should be presented in draft form to the Chief Executive,
State Medicinal Plants Board, Odisha for comments and thereafter only, the final
Audit Report with all necessary documents and certificates should be furnished.
Similar procedure to be followed in case of audit of all it’s implementing agencies as
well; however, a copy shall also be submitted to this office.

8. Chartered Accountants Firms must fulfill the following criteria

a) Audit firm shall be empanelled with office of the Comptroller and Auditor
General of India for the FY 2020-21 and also eligible for inclusion in the
panel for Major Audits for the year 2020-21.

b) Audit firm should have its Head Office in Bhubaneswar, Odisha.

c) Audit firm should be in existence for more than 20 years as on the date of
expression of interest.

d) The Firm must have :
 At least 03 FCA’s who have 15 years post qualification experience, are
competent and willing to work towards fulfillment of audit objectives in
SMPB.
 The firms should be well equipped with qualified/semi qualified Article/
Audit staff to complete the Audit within the stipulated period.

e) Turnover: The firm should have an average Annual turnover of more than
1.00 Crore during past three financial year (2017-18, 2018-19 & 2019-20).
Audited profit and loss Account past three financial years are to be
submitted.

f) The firm of Chartered or any partners of the firm should not have been
banned/blacklisted/debarred/ suspended by the world bank/JICA/Central
Government any State Government / Government Organization / Financial
institution /Court / Public Sector unit in India ( self declaration in letter
head).

g) The firm should have 15 years of experience in Statutory Audit, Internal
Audit and have audit experience of the at least three externally Aided Project
or Centrally Sponsored Scheme.

h) The firm should submit relevant documents duly attested by the authorized
signatory, in support of the eligibility criteria given above. Any firm not
qualifying these minimum criteria need not apply as their proposal
shall be summarily rejected.

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9. Payment Terms: As the guideline of the Institute of Chartered Accountant of India
(ICAI) vide No.1-CA(&) /03/2016 dated 07-04-2016, minimum fees is fixed at
Rs. 35000 (Rupees Thirty Five Thousands ) per year (For all grants received from
various agencies such as NMPB, State Plan or any other) only excluding GST as
applicable.

10. Interested Firm of Chartered Accountants may obtain further information at the
address given below in any working hour or mail to: smpborissa@gmail.com

11. Expression of interest as the term of Reference placed in the above website must be
delivered to the address given below by post or hand on or before 11.00 AM of 16th
April’ 2021.

12. Name of Implementing agencies to be audited – ( DFO, Boudh, Athagarh,
Khurda, Rourkela, Phulbani, Kalahandi(S),Bargarh, Forest Training School,
G.Udayagiri for 2018-19), ( DFO, Jeypore, Balasore(WL), Berhampur, Athagarh,
Phulbani, Baliguda, Bargarh & Paralakhemundi for 2019-20), ( DFO, Berhampur,
Koraput, Bolangir, City Forest , Angul, Khurda, Rayagada, Jeypore, Bargarh,
Malkangiri, State Silviculturist, Bhubaneswar, Siulviculrist, Rayagada & RPRC,
Bhubaneswar for 2020-21). Some divisions may be added or changed if the need
arises.

Address /Contract Person Chief Executive
Telephone No. State Medicinal Plants Board, Odisha
Mayur Bhawan, Saheed Nagar, Bhubaneswar
Pin-751007, Odisha

O674-2954911

Chief Executive
State Medicinal Plants Board, Odisha

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