INDIAN INSTITUTE OF SCIENCE EDUCATION AND RESEARCH KOLKATA
Mohanpur Campus, PO:Mohanpur, Pin: 741 246, West Bengal
NOTICE INVITING TENDER FROM CHARTERED ACCOUNTANT/COST
ACCOUNTANT FIRMS
IISER KOLKATA invites tender from Kolkata/Kalyani based Chartered Accountant/Cost Accountant Firms having branch at
Kolkata, for conducting Internal Audit of the Institute for the financial year 2019-20, which can further be extended on
satisfactory completion of the work.
The firms should have experience of doing similar kind of work (i.e. audit of Central Government Autonomous bodies / Central
Government funded organization / Institution or public sector undertakings).
The detail terms and conditions and prescribed forms can be downloaded from the websites http://www.iiserkol.ac.in and
completed forms should reach the Institute on or before 15.00 hrs. upto 29-07-2019.
INDIAN INSTITUTE OF SCIENCE EDUCATION AND RESEARCH KOLKATA
(An Autonomous Institute established by Ministry of Human Resource Development, Govt. of India)
NOTICE INVITING T E N D E R
from
CHARTERED ACCOUNTANTS/COST ACCOUNTANTS FIRM
For
Internal Audit of IISER KOLKATA
For the year 2019-20
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-:: TABLE OF CONTENTS ::-
Sl.
Particulars Page No.
No.
1 Bid-Data Sheet 3
2 Terms of Reference
2.1 Background 4
2.2 Scope of work
5
2.3 Time Period
2.4 Support and Inputs to the Firm 6
2.5 Prequalification Criteria
6
2.6 Payment Terms
2.7 Performance Security 7
3 Submission and Evaluation of the Tender
3.1 Submission of Tender
7-8
3.2 Tender Fees and Earnest Money Deposit
3.3 Tender Queries
3.4 Last Date of Submission of Tender 8
3.5 Date of opening of Tender
3.6 Evaluation of Tender 8
4 EVALUATION OF TECHNICAL AND FINANCIAL PROPOSAL 8 - 15
ANNEXURE B: FINANCIAL BID 16
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1) BID-DATA SHEET
Tender Number & Date IISER-K/F&A/Int. Audit/2019-20/
Date: 08.07.2019
Issue of Tender Forms Tender Documents / forms can be Downloaded from
the Institute's website www.iiserkol.ac.in
Earnest Money Deposit ( EMD) Earnest money of {5000.00 (Rupees Five Thousand
only) to be deposited along with the Tender
Documents in the form of Demand Draft favouring
Registrar, IISER Kolkata payable at
Kolkata/Mohanpur issued by any Nationalized &
Scheduled Bank. Earnest money is refundable.
Last Date of Submission of Tender 29.07.2019 upto 15.00 hrs.
Opening of Tender 31.07.2019 at 15.30 hrs.
Contact Person Deputy Registrar
Finance & Accounts Section
IISER KOLKATA
Contact Address Indian Institute of Science Education and Research
Kolkata, Mohanpur Campus
District: Nadia
Pin: 741 246, West Bengal
Near Mohanpur Gate No.7
Nearest Rly. Station: Kalyani
Contact Phone Number (s) 9874586376/9748115200/9874760968
E-mail Address dr_fna@iiserkol.ac.in; dgrao@iiserkol.ac.in
Website http://www.iiserkol.ac.in
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2) TERMS OF REFERENCE
2.1 Background
Indian Institute of Science Education & Research-Kolkata (IISER Kolkata) was established in 2006 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 vide Gazette Notification dated 7th June 2012 . IISER Kolkata
is designed to reach the prestigious position in the global setting that IISc, IIMs and IITs presently enjoy.
The central focus of the institute is to promote and integrate quality education with research in basic
sciences so that undergraduate teaching as well as doctoral and postdoctoral research work could be
carried out in symbiosis.
Books of Accounts of the Institute are maintaining in the Finance and Accounts Section as well as in
Research and Development (R&D) section. IISER KOLKATA is maintaining its accounts on accrual basis
following the applicable Indian Accounting Standards. The expenditure of the Institute is attributed to two
major heads- Recurring and Non-Recurring. The expenditure relates to construction works, purchase of
equipments and books etc. are recording under Non-recurring head and expenditure like salaries and
other maintenance etc. are recording under recurring head. Both Recurring and Non-Recurring
expenditure are further subdivided into different sub-heads as per the nature of the expenditure. All
payments relates data (On an average about 1000 voucher entry per month) are entered into the tally
software (Tally ERP.9), which is being used for recording of the transactions. Besides the information
relates to receipts and payments are easily available in the system.
The accounts of the Institute are prepared as per the prescribed format issued by the MHRD, GoI
applicable to the Central Government Autonomous Bodies.
Most of the payments like salaries, scholarships and others etc. made to the employees/ students of the
Institute are done by directly transferring on DBT mode. Payments to vendors and contractors are made
by Cheques/PFMS/Electronic transfers (RTGS/NEFT). Receipts on account of student admission are
directly received in to the banks.
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2.2 Scope of work
The nature of work of the Chartered Accountant/Cost Accountant Firm shall be as follows.
1. Internal audit of books of accounts and ancillary records and submission of report on
quarterly basis.
2. Report risk management issue and internal control deficiencies identified and provide
recommendation for improving Institute's operation.
3. Review of all statutory obligation compliances such as GST,TDS. P.Tax, NPS, Income Tax etc.
4. Review of quarterly and annual returns of statutory payment.
5. Review and checking of the Grants-in-aid received and its utilization as per the terms and
conditions.
6. Review of additions to fixed assets, fixed assets register and physical Verification.
7. Suggestions for improvement of the existing system of accounting/internal control/checks and
management information system etc. may needs to provide.
8. To assist the Institute in preparation of Final Accounts.
9. Evaluation and assess the procurement of goods/services transactions of the Institute.
10. To assess and examine the construction activities of Internal Works Division (IWD) of the Institute.
11. To assess and examine the activities relates to recruitment (both teaching & Non- teaching etc.),
Outsourcing contracts and others relates to part of administration of the Institute.
12. To assess and examine the process of students admission and other related works etc.
13. To assess and examine the Security and safety measures etc of the Institute.
15. If any checks/controls which may fit to the Institute.
2.3 Time Period
The Chartered Accountant/Cost Accountant firm will be required to provide the desired services initially
for a period of one year i.e. FY 2019-2020 which can be extended on satisfactory performance.
Notwithstanding anything contained herein above, the Institute reserves the right to discontinue the
services of Chartered Accountant/Cost Accountant firm in the event their services are evaluated as
unsatisfactory at any time during the period.
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2.4 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 Institute will provide all primary data
to the firm for carrying out the jobs listed in the nature of work
2.5 Pre-qualification Criteria
The firm eligible for the bidding process must satisfy the following eligibility criteria:
1. The Chartered Accountant Firm/Cost Accountant firm should be based in and around Kolkata/
Kalyani and should have a branch/s to the extant .
2. The Chartered Accountant Firm/Cost Accountant Firm should have at least three partners;
3. The Chartered Accountant/Cost Accountant Firm should be registered with The Institute of
Chartered Accountants of India (ICAI)/ The Institute of Cost & Works Accountants of India and
have Income Tax Permanent Account Number (PAN) and GST Registration;
4. The Firm should have been in operation for at least 5 years after its registration;
5. The Firm should be empanelled with Comptroller and Auditor General of India (C&AG);
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
(Twenty) lakhs;
7. The Firm should have experience in handling Internal Audit at least 3 Public Sector
Undertakings or Government Organization, during the last five years, one of which should be
an Educational Institutes like IISER, IIM, IIT, NIT etc. The Director may at his discretion relax
any of the above conditions in order to encourage greater participation.
2.6 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;
3. TDS under Income tax 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.
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2.7 Performance Security
The successful bidder will be required to deposit 10% of the bid amount towards Performance
Security in the form of DD before execution of the agreement.
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 5000.00 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 ACCOUNTANT FIRM / C O S T A C C O U N T A N T
F I R M FOR CONDUCTING INTERNAL AUDIT OF IISER KOLKATA FOR THE YEAR 2019-20"
Submitted by: (Name, Address, E-mail and Telephone Number of the Firm)
Submitted To: The Registrar
IISER Kolkata, Mohanpur Campus
PO: Mohanpur, District: Nadia
Pin: 741 246, West Bengal
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 Earnest Money Deposit
The Tender document will be downloaded from the website of the Institute (please visit:
www.iiserkol.ac.in).
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Earnest Money Deposit of 5000.00 by way of Demand draft in the name of Registrar, IISER
Kolkata, payable at Kolkata 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 Deputy Registrar (Finance
& 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 can visit the
Finance & Accounts Section between 10.00 a.m. to 2.00 p.m. on any working day before
29-07-2019.
3.4 Last Date of Submission of Tender
Last date of submission of the Tender is 29-07-2019 up to 15.00 hours.
3.5 Date of opening of Tender
The Tender will be opened for technical and financial evaluation on 31-07-2019 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, IISER
KOLKATA. The detailed evaluation method for Prequalification-cum-Technical and Financial bid is
specified in herewith. The technical and financial bid will be given weightage marks of 60 and 40
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 as
successful bidder. However mere scoring of maximum marks does not entitle the firm for award of
contract.
Contd...P/9
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Technical and Financial 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 three
financial years) ended on March 31st 2011 10
{20 Lakhs {30 Lakhs 3
> {30 Lakhs {50 Lakhs 6
Above {50 Lakhs 10
Experience of handling accounting and financial services
involving Internal Audit of at least 3 (three) PSU/Govt. 10
Organization during last Five
3 5 Organizations 2
> 5 10 Organizations 6
> 10 Organizations 10
Experience of handling similar work in Govt. Educational
Institution during last five years 15
Preparation of accounts on Cash Basis 5
Preparation of Accounts on Accrual Basis 15
02. Key Experts and Manpower 20
Number of Partners' in the Firm
3 Partners 5 10
> 3 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. Score on Financial Proposal 40
Grand Total (03+04) 100
Formula for calculation of Financial Proposal
The lowest evaluated financial proposal will be given maximum score of 40.
The score of other firms would be calculated as per the formula:
F (other than lowest bidder) = (price quoted by lowest bidder/ price quoted
by the bidder) X 40
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ANNEXURE- A
PRE-QUALIFICATION-CUM-TECHNICAL BID
Sl. Criterion Firm's Strength & Capacity
No.
Name of The Firm
Address of the Firm
1.
The Firm should be based at
Kolkata or have a branch at
Kolkata
Address of Branch at
(Submit supporting document
regarding address) Kolkata
Name and address of
the authorized official
Telephone No
Mobile:
E-mail:
The CA/CMA Firm should be - Registered with
2. registered with the Institute ICAI/ICWAI,
of Chartered Accountants of If yes then mention
India (ICAI)/ Institute of Cost Registration Number
and Works Accountants of
India(ICWAI) and must PAN of the CA/CMA
possess permanent account
Firm
number (PAN) under Income
Tax and registration under
Service Tax Service Tax
Registration No.
(Provide all registration certificates)
The CA/CMA Firm should be
3. empanelled with Comptroller Empanelled with Yes/ No.: _________________________________
& Auditor General of India C&AG
(C&AG)
(Provide registration certificate)
Year of Registration/
Starting of operation
4. The CA /CMAFirm should be
in operation for at least 5 Nos. of years in
years after its registration operation after
registration
(Provide necessary evidence) (in years)
Average Annual Income (i.e. Average Gross Professional Fees received / earned) of
5. Average Annual Income of the the CA/CMA Firm in last 3 (three) years ending on 31st March, 2013)
CA/CMA Firm for the last 3
(three) years ending on 31st {............................................................................... ... (in figure)
March, 2019 [Must be equal to
or greater than {15 (Fifteen) { (in words) ............................................................................................................................................
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]
Contd...P/11
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The CA/CMA Firm should
6. have experience in Internal Nos. of Govt. Organizations/ PSUs where similar Service was provided in the last 5
Audit, of at least 3 PSUs/ Govt. (Five) years
Organizations, in the last 5
years Nos (in words)......................................................................................................................
(Details to be provided in proforma Nos. (in figure) .....................................................................................................................
A-6. Attach copies of works Order/
works completion as evidence)
Whether similar services as
7. mentioned in Sl.no.6 provided Nos. of Govt. Educational Institutes where similar Service was provided in the last 5
to the Govt. Educational (Five) years
Institutes in the last 5 years
Nos (in words)......................................................................................................................
(Details to be provided in proforma
A-7. Attach copies of works order/
works completion as evidence) Nos. (in figure) .....................................................................................................................
8. CA/CMA Firm should have Nos. of Partners
minimum 3 (Three) partners
Nos (in words)......................................................................................................................
(Submit the proof of the Ownership
pattern & registration certificates
along with details of the Chief
Nos. (in figure) .....................................................................................................................
Functionary (s) of the CA firm
provided in Performa A-8)
9. Nos. of Payroll staff (Full i) No. of Payroll Staff (Full Time) : _________________________________________________________________
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 CA/CMA Firm.
Date: Signature :
SEAL Name & Designation : __________________________________
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Proforma to Annexure-A
PROFORMA : A5
Details of CA/CMA Firm's Professional Income
[Gross Professional Fees earned]
Particular Financial Year Financial Year Financial Year Average Annual
2016-2017 2017-2018 2018-2019 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 : ______________________________________
Contd...P/13
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PROFORMA : A6
Details of CA /CMA Firm's Experience of Similar Services
[During last 5(five) years]
Sl. Name of the Project Duration of the Name of the Client Nature of the Nature of
No Project [Start date Assignments & the
/ End date] services provided Supporting
(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
SEAL: Signature : ______________________________________
Date: Name & Designation : ______________________________________
Contd...P/14
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PROFORMA: A7
Details of CA/CMA Firm's Experience of Similar Services in Govt. Educational Institutions
[During last 5(five) years]
Sl. Name of the Project Duration of Name of the Govt. Nature of the Nature of
No the Project Educational Assignments ( the
[Start date / Institutions Pl specify Supporting
End date] whether work Documents
involved provided
Internal Audit)
1.
2.
3.
4.
5.
* Furnish the copy of the documentary evidence in support of the information provided above
SEAL: Signature : ______________________________________
Date: Name & Designation : ______________________________________
Contd...P/15
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PROFORMA: A8
Details of CA/CMA 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
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 2019-20 ** The service
Provider will
raise the
quarterly bills
B. Add: GST as per applicable rate on the in duplicate on
services provided submission of
the quarterly
Audit Report to
C. Total Fees to be paid the Institute
(including Service Tax (A+B)
** The quoted fee should be included of Professional Fee, Travelling, Food and Other Expenses.
N.B.: Statutory Changes in GST rate if any 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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