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Madhya Pradesh State Electronics Development Corporation Limited,Bhopal, Madhya Pradesh
July, 29th 2019
               MP State Electronics Development Corporation Ltd.
                       (A Govt. of M.P. Undertaking)




                                Tender

                                  for

Appointment of the Chartered Accountant Firms as Internal Auditor for Audit
 of Madhya Pradesh State Electronics Development Corporation Limited
 (MPSEDC) for the period of Two Financial Years (2019-20 & 2020-21)

         Tender No. - MPSEDC/ F&A/ Internal Auditor/ 2019/ 419
                          Dt. 23.07.2019


      (Scanned copy of all pages of this document to be submitted duly
                      signed on each page.)




                    Chief General Manager
      M.P. State Electronics Development Corporation Ltd.
   47-A, State I.T. Centre, Arera Hills, Bhopal-462011 (M.P.)
                Ph. No. 0755 - 2518605, 2518688
                       Fax: 0755-2579824




                                        1
                                          SECTION-I

                                   TENDER INFORMATION

Chief General Manager, MPSEDC Ltd., Bhopal invites bids from bidders for
Appointment of the Chartered Accountant Firms as Internal Auditor for Audit
of Madhya Pradesh State Electronics Development Corporation Limited
(MPSEDC) for the period of Two Financial Years (2019-20 & 2020-21).
Interested bidders may obtain further information from the office of MPSEDC
Ltd., Bhopal. Bids are invited for the work mentioned hereunder:

                                       BID DATA SHEET

                Particular                                      Details
   Name of the Client               Madhya Pradesh State Electronics Development Corporation
                                    Ltd. (MPSEDC)
   Address and Concerned person for Chief General Manager, MPSEDC, State IT Center, 47-A,
   Correspondence                  Arera Hills, Bhopal, Madhya Pradesh
   Date of Release                  23.07.2019
   Submission end date and time     20.08.2019 at 02.00 PM
   Cost of Tender document          Rs. 1,000.00 + Processing Fees (non-refundable) to be paid
                                    online through the e-procurement portal.
   Date and time for opening of       21.08.2019 at 04.30 PM
   Technical Proposal
   Date and time for opening of       The date and time would be communicated to the technically
   Financial Proposal of technical    qualified bidders
   qualified bidder
   Method of submission of Proposal   Only through e-Procurement portal of MPSEDC (website
                                      https://mptenders.gov.in)
   Validity of Bids                   Minimum 180 days from the due date of submission of
                                      proposal as mentioned in this Tender or the subsequent
                                      corrigendum (if any)

      Note:

       Tender document can be view/downloaded from the website (https://mptenders.gov.in). Bidder
       has to submit the document fee and processing fee amount Online only.

       Any further corrigendum/addendum       shall   be   uploaded   on the   e-procurement   portal
       (https://mptenders.gov.in) only.




                                                  2
                                              SECTION-II

                                               PREFACE

M.P. State Electronics Development Corporation Ltd. is the agency of the state working towards promotion
& implementation of IT and e-Governance. It is the single-point of access to any IT business opportunity in
Madhya Pradesh and encourages various players in the field of IT to come forward and invest in the state of
Madhya Pradesh.

MPSEDC is committed to generate IT business for the public/private sector with a mandate from the
Government to develop IT in the state. This includes opportunities for software development, supply of
hardware & peripherals, networking and connectivity, web applications, e-commerce, IT training and an
entire gamut of direct and indirect IT businesses.

MPSEDC is seeking to hire an Auditing firm with focus on regular internal audit of the office(s) to assess,
review, recommend and comment in respect of effectiveness & efficiency of accounting, financing, operation
& maintenance functions and procedural compliance at all the corporate divisions.

The Auditing firm would be required to ensure prevention, by early detection, of misappropriation, fraud,
irregularities, negligence, etc. and establish an effective internal audit and control system thereby achieving
the objectives specified in the Corporate and Operational Plans.

The company intends to appoint an Audit Firm for conducting internal audit for the Financial Year 2019-20
& 2020-21. The Firms are therefore requested to send their Proposal as per the Terms of Reference.

The Audit firm having its Office Address (either Head office or Branch office) at Bhopal location only.


                                               SECTION-III

                                            SCOPE OF WORK

The audit firm would be required to conduct the internal audit of MPSEDC in accordance with the standards
/ procedure on internal audit. The detailed scope of work for Internal Audit for the financial years 2019-20
& 2020-21 is at Annexure ­ A.

Initial engagement period of appointment will be for two financial years for the FY 2019-20 & 2020-21.
Based on the satisfactory performance, the tenure may be further extended, as year on year basis for a
maximum period of two more years.
In case, tenure is further extended then it will subject to 10% increment in the last quoted fees of Year
2 & Year 3 respectively.

The structure of the deployed team and its Roles and Responsibilities is at Annexure ­ B.

The company invites online bids for consideration.

The internal audit of the accounts should be carried out on Half Yearly basis without any over lapping. Half
Yearly reports need to be submitted to the MD, MPSEDC after completion of each Half year and the
audit period should be minimum of 10 days for each phase of audit covering the entire scope.


                                                        3
Audit firm is required to visit MPSEDC office as and when required as per scope of work.

The audit should be executed by a competent team of professionals, comprising of at least 1 Qualified
Fellow Chartered Accountant/ 1 Qualified Associate Chartered Accountant and 2 qualified staff (CA
inter, CS Inter, MBA (Finance) & B.com/ M.Com) who have strong exposure & experience and should be
closely supervised by a partner level person who will oversee the audit and attend all meetings with the Top
Management / Audit Committee, when required.


                                                SECTION-IV

                              TECHNICAL EVALUATION CRITERIA


 S.No.         Particulars              Points per          Maximum       Bidder            Supporting
                                         Criteria           Points per   Points per         Documents
                                                             Criteria     Criteria

 1       No. of years of Firm       Existence      5                                  Copy of Certificate of
         experience (minimum        for 15-20                                         Incorporation
         15 years)                  years                   10

                                    More than      10
                                    20 Years


 2       Number of Full Time        Upto 3         5                                  Copy of Certificate in
         Fellow Chartered           FCA                                               the name of the partner
         Accountant Partners                                10
         (As per certificate of     More than      7
         ICAI)                      3-and upto
                                    5 FCA

                                    More than      10
                                    5

 3       No. of Qualified staff     3 Points per            15                        Copy of Certificate in
         CA/ CMA) (Post/            Qualified Staff                                   the name of the
         Qualification/                                                               employee.
         Experience of at least 1
         year)


 4       Experience of Internal     5 Points per            25                        Copies of Work Order
         Audit assignment in        Assignment                                        and Completion
         Central / State                                                              Certificate of
         Government / PSU in                                                          respective Central /
         last three year: No. of                                                      State Government /


                                                        4
         assignments                                                               PSU along with proof
                                                                                   of final payment rec.

 5       Experience of Internal   1 Point per              05                      Copies of Work Order
         Audit in ERP             Assignment                                       and Completion
         environment in last                                                       Certificate along with
         three years: Total                                                        proof of final payment
         Nos.                                                                      received


 6       Experience of Internal   3 Points per             15                      Copies of Work Order
         Audit in Bank/NBFC/      Assignment                                       and Completion
         Management                                                                Certificate along with
         Consultancy/ Bid                                                          proof of final payment
         Management in last                                                        received
         three years : No of
         assignments


 7       Average Annual           > 75 <=         10                               Copy of Audited
         Turnover for three       100                      15                      Annual Financial
         years (covering 2015-                                                     Statement./ Income Tax
         2016, 2016-2017 &                                                         Returns
         2017-2018) -             > 100           15
         (minimum Rs. 75
         Lakh) : Year wise


 8       Firm having                                       05                      Rent Agreement/
         HO/Branch office                                                          Electricity Bill/
         registration in Madhya                                                    Telephone Bill copy/
         Pradesh                                                                   Certificate of
                                                                                   Incorporation



                                          Total            100

Note:

     #Professional firms which obtain at least 65% marks based on the technical parameters would be
     considered for opening financial bids for selection of bidder based on the lowest commensurate fees
     quoted by the professional firm




                                                       5
                                              SECTION-V

                                             INSTRUCTIONS

PRICE BASIS AND PAYMENTS

The proposal should include price all-inclusive lump sum (including TA/DA and other out of pocket
expenses, etc.) in Indian Rupees only, for the entire scope of work covered under the Terms of Reference on
a firm price basis (with no escalation provision for whatever reason) valid till the complete execution of the
assignment as per the Financial Bid format Online. The Contract price and the scope of work also include
any services, etc. which is not specifically identified but are required for completion of the assignment.


TERMS OF PAYMENT

Payment: Payment shall be released by MPSEDC for each year of the Contract period as per the following
terms:



      S. No.                   Particulars                     Percentage (%) of     Time line for report
                                                              the Annual Quoted         submission
                                                              Fees (AQF) for the
                                                                 relevant year


  1            On submission and acceptance of 1st Half      40%                    Within one month
               Yearly Report along with the                                         from the end of half
               Management Letter.                                                   year.


  2            On submission and acceptance of 2nd           40%                    Within one month
               Half Yearly Report along with the                                    from the end of half
               Management Letter                                                    year.



  3            Final payment after one (1) month from        20%
               the date of submission of Last Half
               Yearly reports.



         No interest, claim or penalty etc. would be payable by MPSEDC in case of any delay in payment
         beyond stipulated time.

         No. advance payment shall be made against audit fee.




                                                        6
OWNER'S RIGHT TO ACCEPT/ REJECT THE PROPOSAL

MPSEDC reserves the right to accept or reject the proposal at any time prior to award of Contract, without
thereby incurring any liability to the Auditing Firm concerned or any obligation to inform the Auditing Firm
concerned of the grounds for the Owner's action.

Confidential

The Audit firm shall not disclose the documented management systems to any third party including their
internal department.

Sub-Contracting

The selected bidder shall not sublet the work of Internal Audit to any other party. Any violation of this
provision would make the contract liable for termination.

TENDERING PROCESS:

The bidder is responsible for registration on the e-procurement portal (https://mptenders.gov.in) at their
own cost. The bidders are advised to go through the e-procurement guidelines and instructions, as provided
on the e-procurement website, and in case of any difficulty related to e-procurement process, may contact the
helpline number 18002588684. The Bidder shall submit the proposals online as described below-

a)    Proposal that are incomplete or not in prescribed format may be rejected.
b)    The Technical and Financial proposal should be submitted only through the e- procurement Portal.
c)    Technical Proposal - Scanned copy in PDF file format, signed on each page. The proposal should be as
      per the Technical Proposal format provided in SECTION VI : Technical Proposal
d)    Financial Proposal ­ should be filled online only.
e)    Conditional proposals shall not be accepted. If any clarification is required, the same should be
      obtained before submission of the bids.
f)     Any alteration, erasures or overwriting should be valid only if the person or persons signing the bid
      initial them.
g)    Bidders are advised to upload the proposals well before time to avoid last minute issues.
h)    The bid has to be submitted only through online through (https://mptenders.gov.in) website. No
      physical submission of bids would be acceptable.

TERMS AND CONDITIONS GOVERNING THE CONTRACT

I.    Letter of Award & Signing of Agreement

      a)    The selected bidder shall be issued a Letter of Award (LoA) by MPSEDC, Bhopal. The selected
            bidder shall accept the Letter of Award unconditionally within seven (7) days from the date of
            issue of the LoA.

      b)    Upon acceptance of the LoA, the selected bidder shall be required to sign up an agreement
            with MPSEDC Bhopal on a e-stamp of Value 0.25 % of Contract Amount subjected to
            minimum Rs. 500/- or maximum of Rs. 25,000/- as per Indian stamp (Madhya Pradesh







                                                       7
             Amendment ) Act, 2015, cost of e-stamp are to be borne by Bidder, within seven (7) days of
             acceptance of LoA, containing overall terms and conditions which shall be binding on the
             firms.

       c)    The selected bidder shall commence the work of Internal Audit within seven (7) days from the
             date of management letter.

       d)    If the selected bidder:-

                         Fails to accept the LoA within the prescribed time;
                         Fails to complete the contractual formalities within the stipulated time period; or
                         Fails to commence the work within the stipulated time period.

             Then in such cases, MPSEDC, Bhopal reserves the right to cancel the offer made to such firm,
             and may also blacklist the bidder. In such case the MPSEDC may at its discretion, offer the
             contract award to the firm who has scored second highest marks at the rate quoted by the
             selected bidder or rate quoted by him whichever is less

 II.   Resolution of Disputes

       MPSEDC and the successful bidders shall make every effort to resolve amicably by direct informal
       negotiation, any disagreement or dispute, arising between them under or in connection with the
       contract.

       Any dispute or difference whatsoever arising between the parties to this Contract out of or relating to
       the meaning, scope, operation or effect of this Contract or the validity of the breach thereof, which
       cannot be resolved, shall be settled through a process of arbitration as defined the provisions of the
       Madhya Pradesh Madhyastam Adhikaran Adhiniyam, 1983 and the award made there under shall be
       final and binding upon the parties hereto, subject to legal remedies available under the law. The
       Arbitration proceedings will be held at Bhopal, Madhya Pradesh, India.

III.   Legal Jurisdiction

       All legal disputes are subject to the jurisdiction of Courts at Bhopal only.

IV.    Right to terminate the process

       MPSEDC, reserves the right to accept or reject any offer, and to annul the Tender process and reject all
       bids at any time prior to award of contract, without thereby incurring any liability to the affected
       vendor(s) or any obligation to inform the affected vendor(s) of the grounds for such action.

       MPSEDC makes no commitments, explicit or implicit, that this process will result in a business
       transaction with anyone. Further, this Tender does not constitute an offer by MPSEDC. The bidder's
       participation in this process may result in MPSEDC selecting the bidder to engage in further
       discussions.




                                                          8
                                             SECTION- VI

                                        TECHNICAL PROPOSAL

Covering Letter of the Technical Proposal (on the letterhead of the firm)

To,                                                                                            Dated--------

Chief General Manager,
MPSEDC, State IT Center,
Arera Hills, Bhopal

Sub: Submission of Technical Proposal


Ref: Tender for Appointment of the Chartered Accountant Firms as Internal Auditor for Audit of Madhya
Pradesh State Electronics Development Corporation Limited (MPSEDC) for the period of Two financial
Years (2019-20 & 2020-21) - (Tender No. - MPSEDC/ F&A/ Internal Auditor/ 2019/ 419/ Dt. 23.07.2019)

Having examined the Tender document, the receipt of which is hereby duly acknowledged, we, the
undersigned, offer to be the Internal Auditor for Audit of Madhya Pradesh State Electronics Development
Corporation Limited (MPSEDC) for the period of Two Financial Years (2019-20 & 2020-21), as required
and outlined in the TENDER. We attach hereto our responses to Technical requirements.

We confirm that the information contained in these responses or any part thereof, including the exhibits, and
other documents and instruments delivered or to be delivered to MPSEDC is true, accurate, verifiable and
complete. This response includes all information necessary to ensure that the statements therein do not in
whole or in part mislead the department in its short-listing process.

We fully understand and agree to comply that on verification, if any of the information provided here is
found to be misleading the selection process, we are liable to be dismissed from the selection process or
termination of the contract during the project, if selected to do so.

We agree for unconditional acceptance of all the terms and conditions set out in the Tender (and subsequent
corrigendum if any) document.

We hereby confirm that:

1. We have successfully executed work of similar nature and we have sufficient experience in handling the
   work.

2. We further confirm that all chapters of the Tender document have been read, understood and signed and
   there is no deviation/discrepancy.

3. We agree that you are not bound to accept any Tender response you may receive. We also agree that you
   reserve the right in absolute sense to reject all or any of the products/ services specified in the Tender
   response.



                                                       9
4. We hereby declare that our Firm is having unblemished past record and is not declared blacklisted or
   ineligible to participate for bidding by any State/Central Govt., Semi-government or PSU due to
   unsatisfactory performance, breach of general or specific instructions, corrupt / fraudulent or any other
   unethical business practices.

5. Further, we hereby certify that:
     We have read the provisions of the all clauses and confirm that notwithstanding anything stated
        elsewhere to the contrary, the stipulation of all clauses of Tender are acceptable to us and we have
        not taken any deviation to any clause.
     We further confirm that any deviation to any clause of Tender found anywhere in the bid, shall stand
        unconditionally withdrawn, without any cost implication whatsoever to the MPSEDC.


Yours Faithfully

[Authorized Signatory]
[Designation]
[Place]
[Date and Time]
[Seal & Sign]
[Business Address]


    Note:

    a) In absence of above declaration/certification, the response is liable to be rejected and shall not be
       taken into account for evaluation.

    b) Bidders not submitting the required supporting documents for fulfilling the criteria will be
       summarily rejected without any further clarification.

                             Following are the particulars of our organization:

        #                           Description                                   Details
                                                                       (To be filled by the bidder)
            1.   Name of the Firm
            2.   Official address
            3.   Phone No. and Fax No.
            4.   Headquarters Address
            5.   Phone No. and Fax No.
            6.   Web Site Address
            7.   Details of Firm Registration (Please enclose copy
                 of the Firm registration document)
            8.   Registration Number and Year of Registration



                                                        10
      9.     GST Registration No.
      10.    Permanent Account Number (PAN)
      11.    Yearly Turnover for the 3 financial year covering-
             2015-2016
             2016-2017
             2017-2018
      12.    Name & address of the Bank        along with IFS
             Code of the Bank Branch


Note: Separate sheets may be attached wherever necessary for Technical evaluation

[Authorized Signatory]
[Designation]
[Place]
[Date and Time]
[Seal & Sign]
[Business Address]

        Contact Details of officials for future correspondence regarding the bid process:


            Details              Authorised Signatory              Secondary Contact
Name
Title
Address
Phone
Mobile
Fax
E-mail


It is hereby confirmed that I/We are entitled to act on behalf of our company and empowered to sign
this document as well as such other documents, which may be required in this connection.


Yours Faithfully
[Authorized Signatory]
[Designation]
[Place]
[Date and Time]
[Seal & Sign]
[Business Address]



                                                   11
                                           SECTION ­ VII

                                          FINANCIAL BID

Financial Bid (on the letterhead of the firm)

 Financial Bid for Appointment of the Chartered Accountant Firms as Internal Auditor for Audit of Madhya
  Pradesh State Electronics Development Corporation Limited (MPSEDC) for the period of Two Financial
                                       Years (2019-20 & 2020-21)

                   MP State Electronics Development Corporation Ltd
Tender No. - MPSEDC/ F&A/ Internal Auditor/ 2019/ 419/ Dt. 23.07.2019
Name of Bidder:
S. No. Particulars                           Year    Unit Basic    GST    Total Amount
                                                      Rate (`)       (`)        (`)
                                              (A)       (B)         (C)  (D ) = (B) + (C)
    1                 2                        3         4            5          6
   1     Internal Audit of MPSEDC                    Year 1




                                                     Year 2
                                                                    Total Amount Rs.
Total Amount in Words:
Terms & conditions:
   1. The unit Basic Rates are excluding GST to be quoted in column no 4. GST as per applicable rates is
       to be quoted separately in column no 5.
   2. Price shall remain fixed for the entire contact period.
   3. We agree to all other terms and conditions of the tender.
   4. In case of any revision in GST rates, revised rates of GST shall be applicable at the time of billing.
   5. Evaluation will be done on the Total Quoted Fees for TWO years.
   6. Where there is any discrepancy between the rates in figures and words, words will govern.


        Yours Faithfully

        [Authorized Signatory]
        [Designation]
        [Place]
        [Date and Time]
        [Seal & Sign]
        [Business Address]




                                                      12
                                                                                    Annexure-A

                             MPSEDC - INTERNAL AUDIT

                                    SCOPE OF WORK

 Following is the scope of work to be performed by the selected bidder:

 Scope of Work shall include the verification of internal controls and process at all the
 sections/departments of the Head Office. It includes internal controls in all the departments/sections
 of the Head office in particular, the internal auditor shall be required to comment on following
 aspects of working of different departments of MPSEDC. As a part of their role in the overall
 Internal Audit System of MPSEDC, the scope of work of the internal auditors would broadly cover
 (but not be limited to) the following areas:-

 The scope of work of Internal Auditor shall include:

 (1)   Examination and evaluation of adequacy and effectiveness of the existing internal control and
       risk management system at various operations and activities of the Corporation.
 (2)   Review of the accuracy and reliability of the Corporation, Accounting Records and financial
       reports.
 (3)   Checking of both transactions and functioning of specific internal control procedures at
       various departments /offices.
 (4)   Evaluation of adherence to legal and regulatory requirement and approved policies and
       procedures.
 (5)   Evaluation of effectiveness of existing policies and procedures and give recommendations for
       improvement.
 (6)   Identifying opportunities for cost saving and give recommendations for improving cost
       efficiencies.
 (7)   Examine that resources are acquired economically, used efficiently and safeguarded
       adequately.
 (8)   Suggest measure to add value, improve operational efficiency, risk management and internal
       control systems.

 The following functional/operational areas shall be covered by the internal auditor:-

         Area                                         Broad Audit Coverage

Finance & Accounts          a.    Cash and Bank Management
                            b.    Fixed Assets Management
                            c.    Funds Management
                            d.    Receivable/Payable Management including balance confirmation
                            e.   Loans and Advances
                            f.   Budgeting
                            g.   Ledgers Scrutiny
                            h.   Bank Reconciliation statement
                            i.   Investment (FD & Other Investment)
                            j.   Verification FDR's and Receipt



                                               13
Human Resources &       a. Manpower Planning
Administration          b. Recruitment, Selection and Induction
                        c. Training
                        d. Time Office Management
                        e. Payroll Management
                        f. Pay Bill
                        g. Entitlement Management ­ Loans, Advances, Medical, LTC,
                           Uniform, Accommodation etc.
                        h. Engagement of Outside Agencies viz. Security Services
                        i. Retirement Benefits



Work shop &             a.   Vehicles / Equipment hiring process
Maintenance             b.   Vehicle/ equipment utilization/consumption
                        c.   Disposal of vehicles/ equipment
                        d.   Performance of equipment/ vehicles



Contract & Work order   a. Soundness of system and procedures
Management              b. Compliance with
                                (i) Management directives e.g. delegation of power and other
                                circulars
                                (ii) Statutory laws and rules
                        b. Adequacy and accuracy of estimates
                        c. Awarding of contract at the best economical rates
                        d. Awarding of the contract/ work order to competent parties
                        e. Adequacy of contract terms and conditions for safeguarding
                           Corporation's interest
                        f. Adherence of contract terms and conditions in respect of release of
                           advance payment, issuance of material etc.
                        g. Adequacy of insurance coverage
                        h. Accuracy and reliability of accounting
                        i. Adequacy of system of recovery / adjustment of material, scrap items
                           etc.



Pre-Tending Process     a. Review of system of sanction and approval of proposal
                        b. Review of system of preparation, vetting and sanction of estimates
                        c. Review of pre-qualification process ­ fixation and evaluation of
                           criteria
                        d. Review of process of NIT circulation, vetting and issuance of tender
                           documents
                        e. Review of process of pre bid conference

Tendering Process       a. Review of system of tender receipts, tender opening
                        b. Review of system of tender evaluation
                        c. Review of process of preparation of comparative statement,


                                          14
                               negotiation with contractor
                            d. Review of process of awarding of contract
                            e. Review of process of e-tender portal.



Processing / passing of     a. Review of sanction and approval process of bills
running bills               b. Review of system of adjustment on account of material, advance
                               amount etc.
                            c. Compliance of statutory requirement ­ Deduction of TDS, Work
                               contract tax
                            d. Review of process of recovery / waiver off L.D charges
                            e. Review of process of settlement of deviations ­ increase in scope of
                               work, increase in quantity etc.
                            f. Review of system of compliance of terms and conditions of the
                               contract e.g. taking of adequate insurance policies.
                            g. Review of reconciliation process








Full and final payment to   a. Review of process of release of full and final payments ­ sanction and
contractor & Other             approval and appropriate Capitalisation.
Payment                     b. Review of process of claim settlement
                            c. Review of process of release of security deposits



Statutory compliance by     a. Review of records and register maintained by the contractor
contractors ­ Contract      b. Review of license taken by the contractor ­ license for the specified
Labour Regulation and          jobs, actual labour deployed is within the limits specified in license
Abolition Act,                 etc.
Minimum wages Act,          c. Review of challans and returns
Provident Fund              d. Review of wage register



Main documents/ Records     a.    Contract/ work order files
for Review, Evaluation &    b.    Minutes of meeting of tender opening and evaluation committee and
Appraisal                         other relevant meetings
                            c.   Tender Receipt register
                            d.    Corporation circulars, notification etc.
                            e.    Offer / bids submitted by parties / bidders
                            f.    EMD register
                            g.    Copy of the contract/work order
                            h.    Ledger accounts of contractors / parties
                            i.    Budget / Annual plan
                            j.    Insurance policies taken by contractor
                            k.    Material consumption register
                            l.    Running bills of contractor
                            m.    Abstract of Measurement books
                            n.    Statutory records ­ provident fund challans, return, register of wages
                                 etc.


                                               15
Procurement Management     a. Soundness of system and procedures
                           b. Adequacy of offers/ quotation / bid system
                           c. Adequacy of estimates
                           d. Adequacy of purchase requisition in terms of quantity, rate/price of
                              item, need of an item, etc.
                           e. Compliance with:
                                  i. Provision of delegation of power matrix and other circulars
                                  issued by Corporate office.
                                  ii. Procurement manual
                                  iii. Purchase order terms and condition
                           f. Procurement at economical rates
                           g. Procurement from competent parties/ suppliers
                           h. Procurement is commensurate with the requirement
                           i. Timely procurement of material and reduction in overall lead time.



Vendor selection process   a. Review of process of selection of procurement mode viz. open tender,
(tendering)                   limited tender or single tender etc.
                           b. Review of process of floating of enquiries
                           c. Review of process of receipt of offers/ bids
                           d. Review of tender / bid/ offer evaluation process
                           e. Review of system of comparative statement preparation, negotiation
                              with the vendor.


Store Management           a.  Effectiveness of inventory management
                           b.  Adequacy of receipt and issue procedures
                           c.  Adequacy of physical inventory controls
                           d.  Accuracy and reliability of material accounting
                           e.  Economical disposal of scrap material
                           f.  Adequacy and reliability of records / documents
                           g.  Adequacy and effectiveness of system of controlling and monitoring
                               of moving and non-moving inventory
                           h. Effectiveness of system and procedures for items issued on returnable
                               basis
                            i. Monitoring of Slow & Non Moving Item


Review of fixed Assets     a.   Review of Fixed Assets Register
                           b.   Maintenance of Department wise Fixed Assets Register
                           c.   Review of Physical Verification report of Assets & Stores
                           d.   Review of Assets Identification No. (AIN)
                           e.   Method of charging depreciation
                           f.   Title deed of land & original invoice of other Fixed Assets




                                              16
Review of Projects   a. Review of Projects includes SWAN, IT Parks, State Data Centre,
                        Aadhaar projects, IT Incentives & SRDH (Parichay) & Other Projects,
                        based on respective Third Party Auditors Audit report.
                     b. Budgeting, Expenditure, tender & utilization.



Taxation             a. Review of Income Tax Return & Liability or refund of Income Tax.
                     b. Status of Old cases of Income tax.
                     c. GST accounting & Returns and recommendations/advice.
                     d. Compliance related to Tax Deduction at Source (TDS), Tax
                        Collection at Source (TCS) and other laws.
                     e. Compliance related to Goods and Service Tax (GST) Act.



CAG ­ 619 3&4        a. Review, CAG Balance Sheet Audit Para, Expenditure Audit Para, and
                        Performance Audit para as well as all compliances of GAG.
                     b. Reply on the Para's & follow-up the same.


Capitalisation       a. Review and ensure that all running bills & assets after completion of
                        work to be capitalized in progress head of accounts & entered in fixed
                        assets register.



Project funds        a. Monitoring of Project Funds & appropriate accounting of project as
                        per guidelines of Govt. of India & Govt. of M.P.
                     b. Ensure that all the transactions are correctly recorded into their
                        respective Project head.



Final accounts       a. After financial year ending, preparation of annual accounts within
                        stipulated time, as per applicable Accounting Standards (ASs)
                        including consolidation of subsidiaries and joint ventures.
                     b. Ensure that all Accounting standards have been complied
                        appropriately.


Returns filing       a. Review, monitoring and reporting regarding Income Tax, Provident
                        fund, TDS, GST and any others returns, if any.

Company Law          a. Verification of Secretarial/CSR Compliances - To check all statutory
                        records registers including Minute Books and to see that accounting
                        effects of all the decisions taken at Board/ Committee
                        Meeting/General Meeting/Audit Committee in the Books of
                        Accounts.
                     b. Also, ensure that all the returns (compliance necessarily as per
                        ministry of Corporate affairs) have been filed.


                                       17
Budgetary System            a. Assists the management in evaluating and recommending
                               improvements to the organisation's budgetary arrangements.
                            b. Appropriate budgets are established that are consistent with the
                               organisation's strategic plan and financial forecasts
                            c. A suitable budgetary control framework has been developed
                            d. Management are provided with suitable expenditure reports


Others                      a. Ensure that all transactions are subject to their respective cost
                               category and cost centres




                                 OTHER CONDITIONS

 i.      The Internal Auditors shall complete the internal audit on continuous basis. The
         observations brought out in the report shall be initially discussed with the concerned
         officers and based on satisfactory explanation/feedback provided, observations, if any,
         of the report shall be dropped. The final audit on Haly Yearly basis shall be submitted
         to MPSEDC positively within stipulated time.

 ii.     The Internal Audits should take into consideration the comments of Statutory
         Auditors (Auditors opinion) and may discuss the same with Statutory Auditors as
         well as with the management, as and when required to minimize the comments;

 iii.    The Internal Auditor shall verify the observations of Statutory & Govt. Auditors.




                                              18
                                                                                                   Annexure-B

                                       MPSEDC - INTERNAL AUDIT

                  STRUCTURE OF AUDIT TEAM & ROLES AND RESPONSIBILITIES

(1)     The selected bidder firm shall be required to depute audit team for the Internal audit of the Head Office
        consisting of the below mentioned numbers.


           Team Member                    Qualification              No. (atleast)     Number of days of
                                                                                      Deployment (atleast)


      Team Leader                FCA/ ACA                                 1           1 Day in a month
      (Chartered Accountant)



      Office Assistants          Article (CA inter), CS Inter,          2 to 4        10 Days in a month
                                 MBA (Finance) & B.Com/
                                 M.Com      with     1   year
                                 experience

(2)  Team leader should be responsible for the supervision and overall monitoring of the team. He shall
     arrange all necessary information for the audit team from time to time, effectively supervise and
     control the audit,
(3) The deployed Audit team, referred to as Auditor hereafter, shall be responsible for Carrying out the day
     to day Internal Audit of the Corporate Office
(4) The Internal Audit staff will be authorized to review all areas of the organization and shall have full
     and free access to all activities, records, property and personnel of the organization.
(5) The Team leader (CA) deployed shall be responsible for the overall coordination of the Internal Audit
     function. He should ensure the work shall be as per the Scope of Internal Audit and completion of the
     Audit as per the schedule.
(6) During the course of the audit there shall be regular meetings once in a month between the
     management of the Company and the team leader of the audit team to discuss and review upon the
     issues. He should also report to the management of the company on need basis.
(7) The selected bidder firm shall be required to report the outcome of their activities to the Chief General
     Manager, Finance & Accounts.
(8) The Internal Auditor should be responsible for periodically evaluating the adequacy and effectiveness
     of the system of internal control and the quality of performance in carrying out assigned
     responsibilities throughout the Company.
(9) The Internal Auditor shall be obliged to maintain complete secrecy and not to disclose any matter
     which comes to its knowledge while conducting Internal Audit, to any third party, which may affect
     the interest of the Company adversely.
(10) The appointment of audit team and team leader shall be made on the basis of the credentials,
     experience and capability as furnished by the participating firm for the purpose of evaluation along
     with the technical proposal.



                                                          19
                                                                                                 Annexure-C

                                  UNDERTAKING BY THE BIDDERS

      (This undertaking is to be submitted along with Technical Bid and on a non-judicial stamp paper of
                                    Rs.100.00 (One Hundred) duly notarized

To,
                                                                                            Dated.......
Chief General Manager,
MPSEDC, State IT Centre,
Arera Hills, Bhopal


Ref: Tender for Appointment of the Chartered Accountant Firms as Internal Auditor for Audit of Madhya
Pradesh State Electronics Development Corporation Limited (MPSEDC) for the period of Two financial
Years (2019-20 & 2020-21) - (Tender No. - MPSEDC/ F&A/ Internal Auditor/ 2019/ 419/ Dt. 23.07.2019)

This undertaking is submitted in respect of the appointment of Internal Auditors of MPSEDC, Bhopal, in
response to the tender document- (MPSEDC/ F&A/ Internal Auditor/ 2019/ 419/ Dt. 23.07.2019) issued by
MPSEDC, Bhopal and subsequent amendment thereof.

We hereby confirm that:
        We have never been blacklisted by any Government Department or Public Sector Undertaking of any
State Government in India or the Government of India for practicing in India.
        We have no pending or contemplated legal suit or criminal cases on grounds of moral turpitude or for
violation of any other law in force.

We understand and agree that if the information mentioned above is found to be incorrect at any stage of this
Bidding Process; our Bid shall be considered as non-responsive and rejected accordingly.

If this undertaking is found to be incorrect post the issue of LoA, then such LoA issued shall be cancelled and
the contract terminated, without any liability to either Party.

We further understand and agree that if the Audit is awarded to us and this undertaking is found to be
incorrect after execution of the work, the order of appointments stands terminated, without any liability to
either Party.

Yours Faithfully

[Authorized Signatory]
[Designation]
[Place]
[Date and Time]
[Seal]
[Business Address]




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