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Uttar Pradesh Electronics Corporation Limited, Lucknow, Uttar Pradesh
September, 14th 2018
   RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                      CONDUCTING INTERNAL AUDIT OF UPLC




U.P. Electronics Corporation Limited
            (A U.P. Government Undertaking)




                       Request for Proposal (RFP)

                                       For

 SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT
     FIRMS FOR CONDUCTING INTERNAL AUDIT OF UPLC




                   Tender No: UplcAccInternalAudit09-2018
                        U.P. Electronics Corporation Limited
                         (A U.P. Government Undertaking)
                              10, Ashok Marg, Lucknow
                  Tel: 0522- 2286808, 2286809, Fax: 0522-2288583
                           E-mail:- uplclko@gmail.com
                               Website: www.uplc.in




UP Electronics Corporation Limited                             Page 1
     RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                        CONDUCTING INTERNAL AUDIT OF UPLC

                                                                Contents
Section I - Invitation for Bids................................................................................................. 4
  1.1   Introduction .................................................................................................................. 4
   1.2        Issuer of the RFP........................................................................................................ 4
   1.3        About the RFP Document ......................................................................................... 4
   1.4        Key Events & Dates ................................................................................................... 5
   1.5        Pre-Bid Queries .......................................................................................................... 5
   1.6        Amendment of RFP Document ................................................................................ 5
Section II - Qualification Criteria .......................................................................................... 6
Section III- Scope of Work & Terms of Reference ........................................................... 8
  3.1   Introduction .................................................................................................................. 8
   3.2        Objectives .................................................................................................................... 8
   3.3        Coverage ..................................................................................................................... 8
   3.4        Organizational structure ............................................................................................ 9
   3.5        Scope and Professional standards .......................................................................... 9
   3.6        Access to facilities and documents ........................................................................ 11
   3.7        Confidentiality............................................................................................................ 11
   3.8        Reporting ................................................................................................................... 11
   3.9        Auditor Independence.............................................................................................. 12
   3.10       Disclosure .................................................................................................................. 13
   3.11       Period of Internal Audit ............................................................................................ 13
   3.12       Annexure to Main Audit Report .............................................................................. 13
   3.13       Payment Schedule ................................................................................................... 14
Section IV- Instructions to Bidders ................................................................................... 15
  4.1   Instructions to the Bidders....................................................................................... 15
   4.2        Procedure for Submission of Bids ......................................................................... 17
   4.3        Validation of interlineations in Bid .......................................................................... 19
   4.4        Clarification on RFP ................................................................................................. 19
   4.5        Documents Comprising the Bids ............................................................................ 19
   4.6        Internal Audit Fee ..................................................................................................... 20
   4.7        Bid Security (Earnest Money Deposit) .................................................................. 20
   4.8        Bid Validity Period .................................................................................................... 21
   4.9        Modification and Withdrawal of Bids...................................................................... 21
   4.10       Opening of Bids ........................................................................................................ 21
       4.1.1         Opening of Technical Bid ................................................................... 21
       4.1.2         Evaluation of Qualification Bid .......................................................... 21

UP Electronics Corporation Limited                                                                             Page 2
     RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                        CONDUCTING INTERNAL AUDIT OF UPLC

     4.1.3 Bids Not Considered For Evaluation ................................................. 22
     4.1.4 Criteria for Evaluation and Comparison of Technical Bids.............. 22
     4.1.5 Opening of Financial Bids .................................................................. 22
     4.1.6 Comparison of Financial Bids............................................................ 23
   4.11 Negotiation ................................................................................................................ 23
   4.12      Rectification of Errors............................................................................................... 23
   4.13      Contacting UPLC / Department .............................................................................. 24
   4.14      UPLCs Right to Accept Any Bid and to reject any or All Bids........................... 24
   4.15      Notification of Award / Work Order ........................................................................ 24
    5.1.1    Notification to Bidder.......................................................................... 24
Section V- Format for Response to RFP: Qualification Bid ........................................ 25
  5.1    Format 1 ­Proposal Covering Letter ..................................................................... 25
   5.2       Format 2 - General Information about the Bidder................................................ 27
   5.3       Format 3 - Financial Information ............................................................................ 28
   5.4       Format 4 - Format for Past Experience................................................................. 29
   5.5       Format 5 - Declaration Regarding Clean Track Record ..................................... 30
Section VI- Format for Response to RFP: Financial Bid .............................................. 31
  6.1   Format 1 - Commercial Bid Letter .......................................................................... 31
   6.2       Format 2 ­ Cost summary....................................................................................... 33




UP Electronics Corporation Limited                                                                       Page 3
    RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                       CONDUCTING INTERNAL AUDIT OF UPLC




                        Section I - Invitation for Bids

1.1 Introduction


a. The U.P. Electronics Corporation Limited (UPLC) has decided to select Chartered
   Accountant/Cost Accountant Firms for Conducting Internal Audit of UPLC.

b. The e-Bid document is available on e-tender portal http://etender.up.nic.in. Interested Bidders
   may download the e-Bid document, Corrigendum and clarifications from the e-tender portal.

c. The e-Bids shall be submitted online only on e-tender portal http://etender.up.nic.in, up to the
   date and time mentioned in the Section 1.4.

1.2 Issuer of the RFP

    The Managing Director

    U.P. Electronics Corporation Limited

    10, Ashok Marg, Lucknow.

    Phone: 0522- 2286808, 2286809, 2288750 Fax: 0522-2288583
    E-mail: uplclko@gmail.com

    Website: www.uplc.in

Any proposal received by UPLC after the deadline for submission of proposals mentioned in the Key
Events & Dates as per section 1.4 will be summarily rejected. UPLC shall not be responsible for any
delay, Technical fault or non-receipt of the documents. No further correspondence on the subject will
be entertained.


1.3 About the RFP Document

a. This RFP provides information regarding the Scope of Work and Terms of Reference and other
   related information to the Bidder(s).
b. It details the General Terms &Conditions with respect to the Bid process management to be
   adopted for the proposed Project.
c. The RFP contains the Contract template outlining the contractual and legal terms & conditions
   applicable for the proposed engagement.
d. As should be clear from the Scope of the proposed Project, UPLC seeks a specific proposal
   responsive to this RFP in every respect and detail, rather than a mere compilation of materials
   and promotional information used in other transactions.
 The Bidders are expected to examine all instructions, forms, terms, Project requirements and
 other information in the RFP documents. Failure to furnish all information required by the RFP
 documents or submission of a proposal not substantially responsive to the RFP documents in
UP Electronics Corporation Limited                                            Page 4
    RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                       CONDUCTING INTERNAL AUDIT OF UPLC

 every respect will be at the Bidder's risk and may result in rejection of the proposal.

1.4 Key Events & Dates

                SN                    Event                         Target Date
                 1     Cost of Bid Document                     `1,000/-
                 2     Bid Security/Earnest Money Deposit       `5,000/-
                 3     Publication of the RFP                   11-09-2018
                 4     Clarification Start Date                 12-09-2018 09.00 AM
                 5     Bid Submission Start Date                11-09-2018 11.00 AM
                 6     Bid Submission end Date                  21-09-2018 05.00 PM
                 7     Bid Opening Date                         21-09-2018 06.00 PM
                 8     Date of opening of Commercial Bid        To be informed later on

1.5 Pre-Bid Queries
 UPLC may incorporate any changes in the RFP based on acceptable suggestions received in
 the form of Pre-Bid queries in terms of qualifying Criteria, General Terms & conditions and
 Scope of Work. The decision of UPLC regarding acceptability of any suggestion shall be final in
 this regard and shall not be called upon to question under any circumstances. It may not be
 possible to answer questions, which are received late. The responses to the queries shall be
 conveyed       to     all    the      prospective      Bidders      by      way      of    hosting
 amendments/clarifications/corrigendum on the e-tender portal http://etender.up.nic.inin
 accordance with the respective clauses of the RFP and no participant would be intimated
 individually about the response of UPLC. The Bidders are requested to send their
 consolidated queries to the official e-mail of UPLC only once as mentioned section 1.4
 key events & date, further queries sent by the Bidders shall not be entertained.

1.6 Amendment of RFP Document

 At any time till 3 days before the deadline for submission of Bids, UPLC may, for any reason,
 whether at own initiative or in response to a clarification requested by a prospective Bidder,
 modify the Bid Document by amendment. All the amendments made in the document would be
 informed through the e-tender portal http://etender.up.nic.in. All such amendments shall be
 binding on all the Bidders. The Bidders are also advised to visit the aforementioned website on
 regular basis for checking necessary updates. UPLC also reserves the rights to amend the
 dates mentioned in the Section 1.4 of this RFP for Bid process.




UP Electronics Corporation Limited                                                 Page 5
    RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                       CONDUCTING INTERNAL AUDIT OF UPLC


                      Section II - Qualification Criteria
 This Invitation to Bid is open to all entities meeting or exceeding all of the following minimum
 Qualification criteria. Bidders failing to meet any one of the qualification criteria as mentioned
 below or not submitting requisite supporting documents / documentary evidence for supporting
 qualification criteria are liable to be rejected summarily.

   S. No.                         Clause                               Documents Required

               The firm should be empanelled with               Should provide a duly signed copy of
               C&AGof India for auditing PSUs for the           the empanelled document for Lucknow

    1.         year 2017-2018 / 2018-2019.                      office of CA Firms along with the profile.
                                                                This   is   not    Applicable   for   cost
                                                                Accountant Firms.
               At least one Partner / Director / Owner of       Copy of Certificate of Institute of
               the    Chartered     Accountant     firm/Cost    Chartered Accountants of India/ The
               Accountant Firms          should have the
                                                                Institute of Cost Accountants of India
    2.         certificate of Practice from Institute of
                                                                in the Name of Partner / Director.
               Chartered Accountants of India/ The

               Institute of Cost Accountants of India.
               The    Auditors    firm   should   be   a   in   Copy of Work orders for Internal Audit

    3.         continuous existence for a period of at          by Lucknow office         since last 05
               least 05 years.                                  Financial years.
               Auditors Firm should have experience in          Copy of Contract / Agreement / Work
               internal auditing work for minimum 05            order, awarded for Lucknow office.
    4.         5.
               different PSUs, in last 03 financial year.
               (2017-2018,2016-2017,2015-2016)
              The firm should have an average Annual Attach last 3 years Audited Annual
              Turnover of not less than Rs.10 lakhs Accounts of the Firm.
    6.        during the last three financial years (2016-
              2017,2015-2016, 2014-2015).
              Only the Chartered Accountant / Cost              Proof of Address of Firms Principal/
              Accountant firms having Principal/ Branch         Branch office located in Lucknow for
    7.        office at Lucknow, Uttar Pradesh will be          the last 3 Years at the same premises.
              considered.
              Auditors Firm should have qualified &             Should upload the Biodata of Manpower
    8.        expert sufficient manpower support in             of Lucknow office.



UP Electronics Corporation Limited                                                   Page 6
   RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                      CONDUCTING INTERNAL AUDIT OF UPLC


             respect of auditing work in Lucknow.
             Auditors Firm is required to submit an            Should upload a scanned copy of 10
             affidavit on 10 rupees stamp paper stating        rupees notarized stamp paper with full
             that: -                                           description as mentioned in Sr. No.08.
             Bidders firm should not be black listed by        Bidder should submit the Stamp paper
    9.       Central Government / State Government or          original along with EMD / Tender Fees
             instrumentalities thereof nor any criminal        at the time of opening of Bids.
             case against the Bidder / Its Partners /
             Directors / Owner is pending before any
             court of Law.
             The       power-of-attorney   authorizing   the   Should upload the undertaking form the
             bidder to sign the e-Bid/ contract.               authorized signatory for the person
                                                               signing the e-Bid/ Contract. Bidder /

    10.                                                        Authorized person who shall sign the
                                                               offer and all the enclosures submitted
                                                               by them should have signature with
                                                               their designation, seal and date.
             Self-attested photocopy of valid (i) GSTIN         Should upload      a   copy      of   each
    11.      (ii) photo copy of PAN of Firm.
                                                               certificate.


 Change in Qualification Criteria

 If there is a change in the status of the Bidder with reference to any of the Qualification criteria
 specified above, during the Bid Process till the award of the Project, the Bidder should
 immediately bring the same to the notice of UPLC.




UP Electronics Corporation Limited                                                Page 7
   RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                      CONDUCTING INTERNAL AUDIT OF UPLC



      Section III- Scope of Work& Terms of Reference
3.1 Introduction
  U.P.Electronics Corporation Limited is a "Government Company" registered under the
  provisions of the Companies Act, 1956, working in the area of promotion and development
  of Information Technology and Electronics related projects. Corporation is also engaged in
  the trading activities of Computer Hardware, Application Software, Imparting Computer
  Training e-tendering and to provide support in the area of I.T. Solutions etc. in the State of
  Uttar Pradesh.


3.2 Objectives
   3.2.1   Internal Audit (IA) is an independent and objective assurance and consulting activity
           designed to add value and improve the operations of U.P. Electronics Corporation
           Limited ("the Company").
   3.2.2   The objectives of the internal audit are to enable the auditor to express a
           professional opinion on the effectiveness of the overall financial management and
           procurement arrangements.
   3.2.3   It is expected that the process of audit shall be in position to provide to project
           management with timely information on financial management aspects of the
           internal controls and compliance with financing Contracts, to enable follow-up
           action.
   3.2.4   In addition, it is expected that internal audit should play a role in assisting
           management with mis-utilization of fund, including the prevention, detection and
           investigation of fraud as part of "Bringing a systematic, disciplined approach to
           evaluate and improve the effectiveness of risk management, control and
           governance processes".


3.3 Coverage
   3.3.1   IA assists the Company in accomplishing its objectives by bringing a systematic and
           disciplined approach to evaluate and improve the efficiency and effectiveness of the
           organizations risk management, control, and governance processes.
   3.3.2   IA is responsible for giving assurance to the Board, through the Audit Committee,
           on the standard operating procedures (SOPs) for risk management, control and
           governance, and value for money. It also assists management by evaluating and
           reporting to them on the effectiveness of these SOPs.



UP Electronics Corporation Limited                                        Page 8
   RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                      CONDUCTING INTERNAL AUDIT OF UPLC

   3.3.3   IA is not an extension of, nor a substitute for, good management, although it can
           have a role in advising management on risk management, control and governance,
           value for money and related matters, subject to resource constraints.
   3.3.4   IA shall have no direct operational responsibility or authority over any of the
           activities it reviews. Accordingly, it shall not develop nor install systems or
           procedures, prepare records or accounts, or engage in any other activity which
           would normally be considered management or staff's responsibility.


3.4 Organizational structure
   3.4.1   Internal Audit of the Company be done by Chartered Accountants/ Cost
           Accountants or by any other professional as decided and appointed and removed
           by the Board of Directors only upon recommendation of the of the Audit Committee.
   3.4.2   The Internal Auditor should have 5 years of relevant audit experience.
   3.4.3   The Board Audit Committee shall assess IA's organizational structure, mandate and
           operating budget to ensure that these are appropriate and sufficient to meet agreed
           activities.


3.5 Scope and Professional standards
   3.5.1   All the Company's activities fall within the remit of the Internal Audit Function.
   3.5.2   The Internal Audit Function will consider the adequacy of arrangements necessary
           to secure propriety, economy, efficiency and effectiveness in all areas. It will seek to
           confirm that management have taken the necessary steps to achieve these
           objectives and manage the associated risks.
   3.5.3   IA's scope encompasses the examination and evaluation of the adequacy and
           effectiveness of the Company's governance, risk management process, system of
           internal control, and the quality of performance in carrying out assigned
           responsibilities to achieve the Company's stated goals and objectives. It includes:
           (a) Auditing internal control procedures and risk assessment procedures (i.e. SOPs)
              in order to obtain assurance that these procedures are appropriately designed
              and effectively implemented
               (i) to deduct and prevent fraud or errors;
               (ii) to comply with policies, plans, laws, and regulations;
               (iii) to safeguard assets of the Company; or
               (iv) to promote the economic, efficient and effective use of resources.
               (v) All funds have been used in accordance with the conditions of the relevant legal
                   Contracts and only for the purposes for which the financing was provided.


UP Electronics Corporation Limited                                           Page 9
   RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                      CONDUCTING INTERNAL AUDIT OF UPLC

               (vi) It should be ensured that the records of all procurement, Contracts,
                   work/purchase orders, invoices, receipts, stock registers etc are properly
                   maintained, duly linked and retained including expenditures reported via Interim
                   Unaudited Financial reports (IUFR).
               (vii)    The auditor should ensure the efficiency and timeliness of the funds flow
                   mechanism at various level and whether there are delays and which could impact
                   the timely implementation of project. The auditor should also identify and report
                   the reasons for such delays and possible remedial measures
               (viii)   The internal auditor should ensure that the adequate records are maintained
                   regarding the assets created and assets acquired by the project, including
                   description, details of cost, identification and location of assets.
               (ix) Bank reconciliations have been carried out on a monthly basis.
               (x) While conducting internal audit in a subsequent phase the auditor will ensure that
                   the compliance report on previous audit observations pointed out in the reports
                   relating to earlier audit is made and corrective actions taken on those points are
                   furnished in the Audit Report of the subsequent phase.
               (xi) Routine errors of omission or commission noted during the course of internal
                   audit may be rectified on the spot.
               (xii)    The auditor should ensure that adequate records are maintained and assets
                   are adequately safeguarded and are actually used for their intended purposes.
           (b) Reviewing the reliability and integrity of financial and operating information and
               the means used to identify, measure, classify, and report such information.
           (c) Identifying the areas of risk where SOPs are not designed/implemented; along
               with advising on objectives of these SOPs.
           (d) Conducting specific reviews or tasks requested by the Board, the Audit
               Committee or the Managing Director, provided such reviews and tasks do not
               compromise IA's independence or objectivity.
   3.5.4    It is not within the remit of the Internal Audit to question the appropriateness of
            policy decisions. However, the Internal Audit is required to examine the
            arrangements by which such decisions are made, monitored and reviewed, and
            related risks identified and reviewed.
   3.5.5    The Internal Audit shall govern themselves by adherence to The Institute of
            Chartered Accountants of Indi and to the Company's policies and procedures.
   3.5.6    To achieve its objectives the Internal Audit will develop and implement an audit
            strategy and plans that assesses the Companys arrangements for risk
            management, control and governance and for achieving value for money at the






UP Electronics Corporation Limited                                             Page 10
   RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                      CONDUCTING INTERNAL AUDIT OF UPLC

           beginning of each financial year. The Internal Auditor will implement measures to
           monitor the effectiveness of the service and compliance with standards.
   3.5.7   The Audit Committee will consider the audit strategy and plans along with the
           performance measures and may also seek an independent assessment of the
           Internal Audit Function's effectiveness. The Audit Committee shall recommend the
           same to the Board for its approval.
   3.5.8   IA shall regularly submit to the Company an up-to-date summary of the audit work
           schedule. The audit work schedule is developed based on a prioritization of the
           audit universe using a risk-based methodology. Any significant deviation from the
           approved work schedule shall be communicated to the Company and the Audit
           Committee through periodic activity reports.


3.6 Access to facilities and documents

   3.6.1   The Internal Audit will have full and complete access at any time to all records and
           documents (including books of accounts, contracts or agreements, minutes of
           meetings, bank records, invoices, operational policies, consultancy reports,
           accreditation or programme review reports etc.), all employees relevant to any area
           under review without disturbing the working environment of employees.
   3.6.2   The Internal Auditors will have a right of access to banks and depositories,
           consultants, contractors and other persons or firms engaged by the CHE.


3.7 Confidentiality
    Documents and information obtained by IA will be handled in the same prudent and
    confidential manner as by those employees normally accountable for them. No information
    or document shall be shared with outsider or used by the IA otherwise than to achieve the
    objectives of IA.


3.8 Reporting
   3.8.1   The Internal Auditor is accountable to the Board of Directors through the Audit
           Committee for the performance of the service. For day to day administrative
           purposes, the Internal Auditor reports to the Managing Director/ In-charge
           (Accounts)
   3.8.2   The Internal Auditor shall have free and unrestricted access to the Chair of the
           Board and to the Chair of the Audit Committee.
   3.8.3   At least once a year, the Audit Committee shall meet the Internal Auditor and other
           members of the internal audit

UP Electronics Corporation Limited                                       Page 11
   RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                      CONDUCTING INTERNAL AUDIT OF UPLC

   3.8.4    The Internal Audit Function will produce draft reports, usually within one month of
            completing each internal audit, giving an opinion on the area reviewed and making
            recommendations for improvement where appropriate.
   3.8.5    During the audit the internal Audit team shall interact with management staff for any
            clarification. For the clarification, the audit team will present their findings in the
            common platform. The auditor shall interact with the management before furnishing
            of any report.      e. Information about any discrepancies can be shared with the
            management for rectification/clarification.
   3.8.6    A final report will then be issued to usually within one month of issuing the draft
            report.
   3.8.7    A quarterly report should be submitted to the Board through Audit Committee.
            Significant finding (e.g. any serious weaknesses, significant fraud or major
            accounting breakdown discovered during the normal course of audit work) and
            recommendation along with the auditee's response and corrective action (to be)
            taken in this regard, including a timetable for anticipated completion and a
            justification for any recommendations not addressed should be consolidated into
            quarterly report.
   3.8.8    The quarterly report should give an opinion on the adequacy and effectiveness of
            the Companys arrangements for:
             (a) risk management, control and governance, and
             (b) economy, efficiency and effectiveness and the extent to which the Board can
                 rely on them.
   3.8.9    Recommendations will be followed up, usually six to twelve months later. In
            addition,   the     Audit Committee    will monitor     the implementation of     audit
            recommendations by management.
   3.8.10 IA shall monitor the appropriate follow-up on audit findings and recommendations.
            All significant findings will remain in an open issues file until cleared.
   3.8.11 The management shall not be bound to accept the recommendation of the IA if it
            has reasonable ground to believe that these will not bring any significant
            improvement in risk management, control and governance, and value for money.


3.9 Auditor Independence
    In carrying out the work, the Audit firm must ensure that their staff maintain their objectivity
    by remaining independent of the activities they audit. The Auditors must be completely
    impartial and independent from all aspects of management or financial interests in the
    business activities of the Company.



UP Electronics Corporation Limited                                              Page 12
   RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                      CONDUCTING INTERNAL AUDIT OF UPLC




3.10      Disclosure
       The Auditors should not, during the period covered by the audit nor during the undertaking
    of the audit, be employed by, serve as Director for, or have any financial or close business
    relationships with any senior member in the management of the Company. The Auditors
    should disclose any relationship that might possibly compromise their independence.
3.11      Period of Internal Audit
       Initially contract with the firm will be for one year i.e. 2018-2019 (01.04.2018 to 31.03.2019)
    which will be extended further year to year basis but not more than three years in total,
    based on the performance. The selected firm will submit audit plan in consultation with
    officials of the Company, in advance. The contract will be renewed after assessing the
    pace of implementation, requirement of the Company and performance of the consultant.


3.12      Annexure to Main Audit Report
          3.12.1 Part A: Serious Observations:
                 In this part, give details of serious audit observations such as ineligible
                  expenses, major lapses in internal controls, systemic weaknesses, procurement
                  procedures not followed etc.
          3.12.2 Part B: Other Observations:
                Observations that are not serious in nature, but nonetheless require the attention
                 of the Project should be detailed in this part. The Observation should also
                 mention the best practices and how the error can be minimized at every level.
          3.12.3 Part C: Executive Summary to the project and Suggestions/ Recommendations;
                Provide an Executive Summary of the observations in Part A and B along with
                 suggestions/recommendations. Only those observations that are dealt with in
                 either Part A or Part B should be included in this section Provide specific
                 recommendations on internal control and systemic weaknesses.
          3.12.4 Part D : Matters Requiring Immediate Attention:

                 1) Matter requiring Immediate Attention: Auditor should point out the serious
                     issue like cash defalcation, payment made without any approval and beyond
                     the limit of devolution of powers, blank cheque signed, and any other matter
                     which auditor deemed serious in nature.
                 2) Persisting Irregularities: Under this Para, Auditor should report the persisting
                     irregularities which have been raised earlier but not complied.




UP Electronics Corporation Limited                                             Page 13
    RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                       CONDUCTING INTERNAL AUDIT OF UPLC

              3) Books of Account Under this, Auditor should verify all the books of account
                  maintained by the unit, identify the discrepancies in the books of accounts
                  and also suggest their improvement.
              4) Internal Control System Under this Para, auditor should report on
                  discrepancies of current internal control system and suggest remedial
                  measures.
              5) Compliance with Finance Agreement, Project agreement Under this Para,
                  auditor should comment on deviation from Finance Agreement, Project
                  agreement etc.
              6) Procurement Procedures Under this paragraph auditor should report on
                  procurement process which deviate from procurement guidelines.
              7) Computerized financial Management system (Tally) Data entries in tally are
                  up to date or not Payroll accounting in tally or not Verification of group,
                  sub group, head, sub head and ledger in tally and make suggestions on
                  proper classification of accounts, if any. Cost Centre Chart of accounts
                  and upload of approved Half Yearly budget in tally Verify the computerized
                  balance with Manual Books of accounts (cash Books, Cheque register etc) 
              8) Advance to staff and others and its periodicity: Settlement of advance within
                  stipulated period with proper voucher, pending bill for settlement of advance,
                  Action on bills submitted for settlement against advance after one month,
                  Statutory deduction/ payments like TDS, GST, EPF and its compliance,
                  Deduction and date of deposit with any irregularities,
              9) Tracking of financial variance ­ Variance showing physical and financial
                  achievement in the light of approved action plan and budget.
              10) Any other matter: Any other matter which auditor deemed fit for notice to the
                  management.
              11) Suggestion with specific case for improvement
              12) TA & DA a) TA & DA submission by the Staff.


3.13 Payment Schedule
   The payment of Internal Audit Fee will be releasedthrough Account Payee Cheque / RTGS /
   NEFT within 2-4 weeks from the date of Bill along with Internal Audit Reports in duplicate,
   submitted by Selected Firm to UPLC.




UP Electronics Corporation Limited                                         Page 14
      RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                         CONDUCTING INTERNAL AUDIT OF UPLC


                      Section IV- Instructions to Bidders
4.1          Instructions to the Bidders
a. The Bidders should submit their bids online only in the Submission module of e-Procurement
      website http://etender.up.nic.in.


b. The Bids shall be submitted only from the Bid Submission start date till the Bid Submission end
      date and time given in the e-tender. Therefore, Bidders are advised to submit the Bids well
      advance in time.


c. The proposal and all correspondence and documents shall be written in English. In case of
      accompanying literature or brochures etc. being in a language other than English, a certified
      translation should accompany the documents as a part of the RFP. All proposals and
      accompanying documentation will become the property of UPLC and will not be returned.
d. The bidders should submit their e-Bid considering the server time displayed in the e-
      Procurement website. This server time is the time by which the e-Bid submission activity will be
      allowed till the permissible time on the last/end date of submission indicated in the e-tender
      schedule.


e. Once the e-Bid submission date and time is over, the bidders cannot submit their e-Bid. The
      bidders shall only be held responsible for any delay and whatsoever reason in submission of e-
      Bid.


f.    Technical Bids will be electronically opened at ....................................in UPLC. The opening
      of financial bids shall be intimated later to all the technically qualified bidders.


g. UPLC may, at its discretion extend this deadline for submission of e-Bid by amending the e-Bid
      document, in which case all rights and obligations of the Corporation and bidders previously
      subject to the deadline will thereafter be subject to the deadline as extended.


h. The server time indicated in the Bid Management window on the e-Procurement website
      http://etender.up.nic.in will be the time by when the e-Bid submission activity will be allowed till
      the permissible date and time scheduled in the e-tender. Once the e-Bid submission date and
      time is over, the bidder cannot submit the e-Bid. Bidder has to start the Bid Submission well in
      advance so that the submission process passes off smoothly. The bidder will only be held
      responsible if his/her e-Bid is not submitted in time due to any of his/her problems/faults, for
      whatsoever reason, during e-Bid submission process.

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i.   At any point of time, a bidder can withdraw his/her e-Bid submitted online before the bid
     submission end date and time. For withdrawing, the bidder should first log in using his/ her Login
     Id and Password and subsequently by his/her Digital Signature Certificate on the e-Procurement
     website http://etender.up.nic.in. The bidder should then select "My Bids" option in the Bid
     Submission menu. The page listing all the bids submitted by the bidder will be displayed. Click
     "View" to see the details of the e-Bid to be withdrawn. After selecting the "Bid Withdrawal" option,
     the bidder has to click "Yes" to the message "Do you want to withdraw this bid?" displayed in the
     Bid Information window for the selected bid. The bidder also has to enter the bid Withdrawing
     reasons and upload the letter giving the reasons for withdrawing before clicking the "Submit"
     button. The bidder has to confirm again by pressing "Ok" button before finally withdrawing
     his/her selected e-Bid.


j.   The bidder has to request the Corporation with a letter, attaching the proof of withdrawal and
     submission of e-Bid security/EMD in the office of Corporation, to return back the e-Bid
     security/EMD as per the manual procedure.


k. No e-Bid may be withdrawn in the interval between the deadline for submission of e-Bids and the
     expiration of period of e-Bid validity. Withdrawal of an e-Bid during this interval may result in the
     bidders forfeiture of his/her e-Bid security


l.   The bidder can re-submit his/her e-Bid as and when required till the e-Bid submission end date
     and time. The e-Bid submitted earlier will be replaced by the new one. The payment made by the
     bidder earlier will be used for revised e-Bid and the new e-Bid submission summary generated
     after the successful submission of the revised e-Bid will be considered for evaluation purposes.
     For resubmission, the bidder should first log in using his/her Login Id and Password and
     subsequently by his/her Digital Signature Certificate           on the e-Procurement         website
     http://etender.up.nic.in. The bidder should then select "My Bids" option in the Bid Submission
     menu. The page listing all the bids submitted by the bidder will be displayed. Click "View" to see
     the details of the e-Bid to be resubmitted. After selecting the "Bid Resubmission" option, click
     "Encrypt & Upload" to upload the revised e-Bid documents by following the methodology
     provided above


m. The bidders can submit their revised e-Bids as many times as possible by uploading their e-Bid
     documents within the scheduled date & time for submission of e-Bids.


n. No e-Bid can be resubmitted subsequently after the deadline for submission of e-Bids.

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      RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                         CONDUCTING INTERNAL AUDIT OF UPLC



o.    Bidders received after the due date and time or incomplete tenders will not be accepted. This
      office will not be responsible for postal delay. Conditional tenders will not be accepted.


4.2       Procedure for Submission of Bids
Submission of Bids shall be in accordance with the instructions mentioned below:
a. For participating in e-Bid through the e-tendering system, it is necessary for the bidders to be the
      registered users of the e-Procurement website http://etender.up.nic.in. The bidders must obtain a
      User Login Id and Password by registering themselves with U.P. Electronics Corporation
      Limited, Lucknow if they have not done so previously for registration.


b. In addition to the normal registration, the bidder has to register with his/her Digital Signature
      Certificate (DSC) in the e-tendering system and subsequently he/she will be allowed to carry out
      his/her e-Bid submission activities. Registering the Digital Signature Certificate (DSC) is a one-
      time activity. Before proceeding to register his/her DSC, the bidder should first log on to the e-
      tendering system using the User Login option on the home page with the Login Id and Password
      with which he/ she has registered as per clause (a) above.


c. For successful registration of DSC on e-Procurement website http://etender.up.nic.in the bidder
      must ensure that he/she should possess Class-2/Class-3 DSC issued by any certifying
      authorities approved by Controller of Certifying Authorities, Government of India, as the e-
      Procurement website http://etender.up.nic.in is presently accepting DSCs issued by these
      authorities only. The bidder can obtain User Login Id and perform DSC registration exercise as
      described in clauses (a) and (b) above even before e-Bid submission date starts. The
      Corporation shall not be held responsible if the bidder tries to submit his/her e-Bid at the last
      moment before end date of submission but could not submit due to DSC registration problem.


d. The Bidder shall be required to use own Digital Signature while uploading its Bid. The
      Bidder shall be required to upload the Bid using its Digital Signature only. Failure to
      comply or usage of Digital signature of other firm shall be liable for rejection of the Bid.


e. The bidder can search for active tenders through "Search Active tenders" link, select a tender in
      which he/she is interested in and then move it to ,,My Tenders folder using the options available
      in the e-Bid Submission menu. After selecting and viewing the tender, for which the bidder
      intends to e-Bid, from "My Tenders" folder, the bidder can place his/her e-Bid by clicking "Pay
      Offline" option available at the end of the view tender details form. Before this, the bidder should
      download the e-tender document and Price Schedule/ Bill of Quantity (BOQ) and study them


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     RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                        CONDUCTING INTERNAL AUDIT OF UPLC

     carefully. The bidder should keep all the documents ready as per the requirements of e-tender
     document in the PDF format except the Price Schedule/Bill of Quantity (BOQ), which should be
     in the XLS format (Excel sheet).


f.   After clicking the ,,Pay online option, the bidder will be redirected to the Terms and Conditions
     page. The bidder should read the Terms & Conditions before proceeding to fill in the details, the
     bidder should click "Encrypt & Upload" option given in the offline payment details form so that
     "Bid Document Preparation and Submission" window appears to upload the documents as per
     Technical (Qualification details, e-Bid Form and Technical Specification details) and financial
     (e-Bid Form and Price Schedule/BOQ) schedules/packets given in the tender details. The details
     of the Demand Draft or any other accepted instrument which is to be physically sent in original
     before opening of technical e-Bid, should tally with the details available in the scanned copy and
     the data entered during e-Bid submission time otherwise the e-Bid submitted will not be
     accepted.


g.   Next the bidder should upload the Technical e-Bid documents for, Qualification details, e-Bid
     Form as per Technical Specification details and Price Schedule/BOQ" of e-tender document.
     Before uploading, the bidder has to select the relevant Digital Signature Certificate. He may be
     prompted to enter the Digital Signature Certificate password, if necessary. For uploading, the
     bidder should click "Browse" button against each document label in Technical and Financial
     schedules/packets and then upload the relevant PDF/XLS files already prepared and stored in
     the bidder's computer. The required documents for each document label of Technical
     (Qualification details, e-Bid Form and Technical Specification details) and financial (e-Bid Form
     and Price Schedule/BOQ) schedules/packets can be clubbed together to make single different
     files for each label.


h. The bidder should click "Encrypt" next for successfully encrypting and uploading of required
     documents. During the above process, the e-Bid documents are digitally signed using the DSC
     of the bidder and then the documents are encrypted/locked electronically with the DSCs of the
     bid openers to ensure that the e-Bid documents are protected, stored and opened by concerned
     bid openers only.


i.   After successful submission of e-Bid document, a page giving the summary of e-Bid submission
     will be displayed confirming end of e-Bid submission process. The bidder can take a printout of
     the bid summary using the "Print" option available in the window as an acknowledgement for
     future reference.



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          RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                             CONDUCTING INTERNAL AUDIT OF UPLC


4.3           Validation of interlineations in Bid


          The Bid shall contain no interlineations, erasures or overwriting except as necessary to correct
          errors made by the Bidder, in which case the person or persons signing the Bid shall initial such
          corrections.
4.4           Clarification on RFP

a. A prospective Bidder requiring any clarification on the RFP Document may submit his queries
          through email and as per schedule indicated in "Key Events and Dates". The queries must be
          submitted in the following format only to be considered for clarification:


                                                 Table: Clarification Format

     Sr. No      Section No.       Clause No.   Page No.           Actual Clause        Clarification Sought

     ..          ..              ..             ..            ..                        ..


     The queries not adhering to the above mentioned format shall not be responded.

4.5           Documents Comprising the Bids


The Proposal shall have Two Cover System for this RFP:


i.        Technical Bid.


ii.       Commercial Bid.


Proposal submitted by the Bidder shall comprise the following:


a. Proposal covering letter as prescribed in the Section V of this RFP.


b. Commercial proposal (Commercial Bid Covering Letter along with the price bid) as specified in
          Section VIof this RFP.


c. Any other information that is required to be submitted in the proposal process.


Bidders shall furnish the required information on their Qualification and commercial strengths in the
enclosed formats only. Any deviations with respect to this may make the Bid liable for
rejection.

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      RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                         CONDUCTING INTERNAL AUDIT OF UPLC



4.6       Internal Audit Fee
a. The Internal Audit Fee shall be quoted in Indian Rupees (INR).


b. Bidder shall quote a fixed fee as detailed in the RFP on a single responsibility basis. No
      adjustment of the Contractfee shall be made on account of any variations in costs of support
      staff or any other cost component affecting the total cost in fulfilling the obligations under the
      Contract.


c. The Bidder shall indicate the Audit Fee in the prescribed format, it proposes under the Contract.
      In absence of above information as requested, the Bid may be considered incomplete and be
      summarily rejected. The fee components furnished by the Bidder in accordance with format
      provided in the RFP will be solely for the purpose of facilitating the comparison of Bids by UPLC.


d. The Internal Audit Fee, once offered, must remain fixed and must not be subject to any
      escalation for any reason whatsoever within the period of Project. A proposal submitted with an
      adjustable fee quotation or conditional proposal may be rejected as non-responsive.


e. The UPLC has right to accept any lower rates of the tenders without assigning any reason.


f.    The validity of the fee should be at least for oneyear from the date of issuance of LoI. However,
      the Audit Fee will be increased on mutual consent of both parties in next year.


g. Bill to be submitted in Duplicate by the firm in the name as mentioned in the RFP. Normally
      payment of bill will be made within 30 days but in case of delay no interest will be paid.


4.7       Bid Security (Earnest Money Deposit)

a. Bidders shall submitTender Fee of `1,000.00 and Bid security or Earnest Money Deposit (EMD)
      of`5,000.00 (Rupees Five Thousand only) online only
b. The EMD of all unsuccessful Bidders would be refunded by UPLC after finalization of Tender.
c. Bid without adequate Bid security/EMD shall be rejected without providing any opportunity to the
      Bidder concerned.
d. If any firm will be defaulter of any terms and conditions given above the undersigned has right to
      deduct the, part or full amount of the Earnest money/ Security money deposited by the firm, firm
      may be black listed and legal action may be taken.




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                         CONDUCTING INTERNAL AUDIT OF UPLC


4.8       Bid Validity Period

a. The proposals shall be valid for a period of twelve (12) calendar months from the date of
      submission of Bids. A proposal valid for a shorter period may be rejected as non-responsive. On
      completion of the validity period, unless the Bidder withdraws his proposal in writing, it will be
      deemed to be valid until such time that the Bidder formally (in writing) withdraws his proposal.


b. In exceptional circumstances, at its discretion, UPLC may solicit the Bidder's consent for an
      extension of the validity period. The request and the responses thereto shall be made in writing
      (or by fax or email).


4.9       Modification and Withdrawal of Bids

      No proposal may be modified / withdrawn in the interval between the deadline for submission of
      proposals and the expiration of the validity period specified by the Bidder on the proposal form.
      In case the Bidder wishes to withdraw the Bid after the date of opening of the bids he may do so,
      but the EMD of the Bidder shall be forfeited.


4.10      Opening of Bids

          4.1.1     Opening of Technical Bid

      The Bid shall be opened in the presence of Bidders representatives (only one) who choose to
      attend the Bid opening sessions on the specified date, time and address. The Bidders
      representatives who are present shall sign a register evidencing their attendance. In the event of
      the specified date of Bid opening being declared a holiday for UPLC, the Bids shall be opened at
      the same time and location on the next working day.

          4.1.2     Evaluation of Qualification Bid

      Qualification Bid:

      a. Tender Evaluation Committee [TEC] duly appointed by UPLC shall evaluate the Technical
          Bids.


      b. The evaluation shall be done for only those Bidders, whose Bid Document Fees &EMD
          amount is in order as per the RFP.


      c. Bidders need to fulfill all the Qualification conditions mentioned in Qualification Criteria of the
          RFP. TEC will examine the Bids to determine whether they are complete, whether the Bid
          format conforms to the RFP requirements, whether documents have been properly signed,

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        and whether the Bids are generally in order.


   d. Bids of Bidders whose Qualification proposal does not meet the set criteria shall be rejected
        forthwith.


   e. TEC may seek oral clarifications with the Bidders. The primary function of clarifications in the
        evaluation process is to clarify ambiguities and uncertainties arising out of the evaluation of
        the Bid Documents. The Committee may seek inputs from their professional, technical
        faculties in the evaluation process.


   f.   Conditional Bids will be rejected.


   g. The decisions of the Tender Evaluation Committee on whether the tenders are responsive
        or non-responsive will be final.



   h. A Bidder, at any stage of tender process or thereafter, in the event of being found after
        verification by the Tender Inviting Authority, to indulge in concealment or misrepresentation
        of facts, in respect of the claims of the offer, shall be debarred/black listed.


        4.1.3    Bids Not Considered For Evaluation

   Bids that are rejected during the Bid opening process due to incomplete documentation or late
   receipt shall not be considered for further evaluation.

        4.1.4    Criteria for Evaluation and Comparison of Technical Bids
   a. Bidders need to fulfill all the qualification conditions mentioned in Qualification Criteria of the
        RFP. Tender Evaluation Committee [TEC] will examine the Bids to determine whether they
        are complete, whether the Bid format conforms to the RFP requirements, whether
        documents have been properly signed, and whether the Bids are generally in order


   b. All relevant documentary proofs should be submitted along with the offer. Failure to submit
        the Documents along with the offer could result in disqualification of the Bid.

        4.1.5    Opening of Financial Bids
   a. Only the Financial Bids of those firms qualified in the detailed scrutiny and evaluation of the
        Technical bid conducted by the Tender Evaluation Committee/ Tender Inviting Authority
        shall be opened in the second round.
   b. The Financial Bid shall be submitted in the format given in this document as Financial Bid

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                       CONDUCTING INTERNAL AUDIT OF UPLC

         Form (Format ­ 6.1)which should be uploaded as XLS file on e-tender portal. The Financial
         Bids submitted in any other formats will be treated as non-responsive and not considered for
         tabulation and comparison.
    c.The Audit fee offered should be given strictly on the format given in the Financial Bid only. The
         Bidder must quote all items.
    d. If the contract attracts any statutory deductions, the same will be deducted while settling the
         payment.
    e. There should not be any hidden costs.

         4.1.6    Comparison of Financial Bids

    a) The commercial quotes of the Lowest Bidder shall be notified as L1. In case L1 offers to
         execute the work as per the schedule and location specified in the RFP, the Tender
         Evaluation Committee [TEC] then shall have the rights to give the order to the L1.
    b) In case L1 backs out, the RFP shall be cancelled & Bids shall be invited again L1 shall
         however be blacklisted from participating in any future bidding of UPLC projects and are
         liable for legal action by UPLC.
    c) The Unit Fee quoted by bidder should be inclusive of all Taxes (other taxes and levies
         etc.) except GST.


4.11     Negotiation

Normally, there would be no post RFP negotiations. If at all negotiations are warranted, UPLC shall
reserve the right to negotiate with the Bidder whose "Commercial Bid" has been ranked L1 by the
committee based on the evaluation of the proposals.

4.12     Rectification of Errors

a. Bidders are advised to exercise adequate care in quoting the Internal Audit Fee. No excuse for
    corrections in the quoted audit fee will be entertained after the proposals are opened. The
    person signing the proposal form before submission, failing which the figures for such items may
    not be considered, if any, should initial all corrections.


b. Arithmetic errors in proposals will be corrected as follows:


In case of discrepancy between the amounts mentioned in figures and in words, the amount in words
shall govern. The amount stated in the proposal form, adjusted in accordance with the above
procedure, shall be considered as binding, unless it causes the overall proposal audit fee to rise, in
which case the proposal audit fee shall govern.



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    RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                       CONDUCTING INTERNAL AUDIT OF UPLC


4.13     Contacting UPLC / Department

a. No Bidder shall contact the UPLC / Department on any matter relating to its Bid, from time of
    opening to the time the work is awarded. If the Bidder wishes to bring additional information to
    the notice of the RFP Issuing Authority, the same should be done in writing to UPLC. The RFP
    Issuing Authority reserves the right to decide whether such additional information should be
    considered or otherwise.


b. Any effort by a Bidder to influence the RFP Issuing Authority in its decision on Bid evaluation, Bid
    comparison or contract award may result in disqualif ication of the Bidders Bid and also forfeiture
    of his Bid security.


4.14     UPLCs Right to Accept Any Bid and to reject any or All Bids

UPLC reserves the right to accept or reject any proposal, and to annul the tendering process and
reject all proposals at any time prior to award of work, without thereby incurring any liability to the
affected Bidder or Bidders or any obligation to inform the affected Bidder or Bidders of the grounds
for UPLCs action.


4.15     Notification of LoI / Award of Contract

         5.1.1    Notification to Bidder

    Prior to the expiry of the Bid validity period, UPLC will notify the successful Bidder in writing or
    by fax or email, to be confirmed in writing by letter (LOI / Award of Contract), that its proposal
    has been accepted.




UP Electronics Corporation Limited                                               Page 24
      RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                         CONDUCTING INTERNAL AUDIT OF UPLC


 Section V- Format for Response to RFP: Qualification Bid

                          5.1 Format 1 ­Proposal Covering Letter

[Date]


To,


The Managing Director,
U.P. Electronics Corporation Limited,
10, Ashok Marg, Lucknow - 226 001

0522- 2286808, 2286809 Fax: 0522-2288583 E-mail: uplclko@gmail.com Website: www.uplc.in

Ref: Request for Proposal (RFP): Qualification Bid for ,,SELECTION OF CHARTERED
ACCOUNTANT/COST ACCOUNTANT FIRMS FOR CONDUCTING INTERNAL AUDIT OF UPLC.


Dear Sir,


Having examined the RFP, the receipt of which is hereby duly acknowledged, we, the undersigned,
offer to provide audit services as outlined in the RFP for SELECTION OF CHARTERED
ACCOUNTANT/COST ACCOUNTANT FIRMS FOR CONDUCTING INTERNAL AUDIT OF UPLC.
We attach hereto the qualification response as required by the RFP, which constitutes our proposal.
We undertake that, if our proposal is accepted, we shall adhere to the scope of work of this RFP or
such adjusted plan as may subsequently be mutually agreed between us and the UPLC or its
appointed representatives.
We agree for unconditional acceptance of all the terms and conditions set out in the RFP and also
agree to abide by this RFP response for internal audit a period of twelve months (01.04.2018 to
31.03.2019) from the date fixed for Bid opening and it shall remain binding upon us with full force
and virtue, until within this period a formal Contract is prepared and executed, this RFP response,
together with your written acceptance thereof in your notification of award, shall constitute a binding
Contract between us and the UPLC.
We confirm that the information contained in this proposal or any part thereof, including its exhibits,
schedules, and other documents and instruments delivered or to be delivered to the UPLC is true,
accurate, and complete. This proposal includes all information necessary to ensure that the
statements therein do not in whole or in part mislead the UPLC as to any material fact.
We also agree that you reserve the right in absolute sense to reject all or any of the service
specified in the RFP response without assigning any reason whatsoever.
It is hereby confirmed that I/We are entitled to act on behalf of our Corporation/Company/

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                       CONDUCTING INTERNAL AUDIT OF UPLC

Firm/Organization and empowered to sign this document as well as such other documents, which
may be required in this connection.


Dated this            Day of                2018



(Signature)                                 (In the capacity of)


Duly authorized to sign the RFP Response for and on behalf of:


(Name and Address of Company)                             Seal/Stamp of Bidder


Witness Signature:


Witness Name:


Witness Address:


CERTIFICATE AS TO AUTHORISED SIGNATORIES


I, certify that I am .................................    of       the     .....................,   and
                                                          that


........................................................................ who signed the above Bid is authorized to
    bind the corporation by authority of its governing body.


Date

(Seal here)




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   RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
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                     5.2 Format 2 - General Information about the Bidder

   Details of the Bidder (Company)

        1.    Name of the Bidder

        2.    Address of the Bidder

        3.    Status of the Company (LLP /Partnership)

              Details of Registration of the
              CompanyinC&AG
        4.                                                       Date:

                                                                 Ref. #

              Details of membership certificate from
              CA&G / Institute of Cost Accountant of
              India (ICAI)
        5.                                                       Date:

                                                                 Ref. #

        6.    Valid GSTIN

        7.    Permanent Account Number (PAN)

        8.    Name & Designation of the contact person to
              whom all references shall be made regarding this
              RFP

        9.    Telephone No. (with STD Code)

        10.   E-Mail of the contact person:

        11.   Fax No. (with STD Code)

        12.   Website

        13. Financial Details (as per audited Balance Sheets) (in Rupees)

        14.   Year                      2016-2017           2015-2016         2014-2015

        15.   Total Receipts

Date:

(Seal Here)

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     RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                        CONDUCTING INTERNAL AUDIT OF UPLC


                              5.3 Format 3 - Financial Information

         Annual Receipts of the Bidder (As per Point 5 of Section II)


                                 Total Receipts of the Bidder (Amount INR)

 Financial Year       Financial Year       Financial Year        Indicate the page      Conversion rate
     2016-2017           2015-2016            2014-2015         number where the         (if applicable)
                                                               details are provided









Documentary Proof Required:

Income / Expenditure Statement and Balance Sheet.
Certificate from Chartered Accountant specifying the total receipts for the specified year.




UP Electronics Corporation Limited                                               Page 28
    RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
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                        5.4 Format 4 - Format for Past Experience
     Please provide only one citation for each category as per the Qualification criteria in the format
     provided below as per point 4 of Section II. The relevant documentary proofs for a citation
     need tobe attached just below the details of the citations in this format.
 Assignment Title:
 (Attach separate sheet for each Project)
 Country                                             Address
 Name of Client
Type of Client (PSU)                                 Order Value ofthe Audit
                                                     Services (in Rupees)




Duration of the Assignment                           Start Date
                                                     (month/year):
Location of the Assignment                           Date of successful
                                                     implementation
                                                     /completion
                                                     (month/year):
                                                     End               Date
                                                     (month/year):
 Referrals (Client side): Name
 Provide      one referral Designation
 only                      Role in the Assignment:
                           Contact Number
                           Email Id
 Brief Description of Assignment:




 Documentary Proof Required:
Copy of Work order
Certificate of successful operation by the client OR self-certificate attested by the client.




UP Electronics Corporation Limited                                              Page 29
       RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                          CONDUCTING INTERNAL AUDIT OF UPLC


                 5.5 Format 5 - Declaration Regarding Clean Track Record

[Date]


To,
The Managing Director,
U.P. Electronics Corporation Limited,
10, Ashok Marg, Lucknow - 226 001

0522- 2286808, 2286809Fax: 0522-2288583 E-mail: md@uplc.in, uplclko@gmail.com Website:
       www.uplc.in


Sir,


I have carefully gone through the Terms & Conditions contained in the RFP Document
[No._________________]      regarding   SELECTION       OF   CHARTERED        ACCOUNTANT/COST
ACCOUNTANT FIRMS FOR CONDUCTING INTERNAL AUDIT OF UPLC.


I hereby declare that my Company has not been debarred/black listedbyCentral Government / State
Government or instrumentalities thereof nor any criminal case against the Bidder / Its Partners /
Directors / Agents is pending before any court of Law. There is no dispute between the bidder and
Government Institutions / Organizations. The bidder has no link with Mafia or some unsocial
elements or organized crime. I further certify that I am competent officer in my Company to make this
declaration.


Yours faithfully,


(Signature of the Bidder)

Printed Name

Designation

Seal

Date:

Business Address:

Documentary Proof Required:

Bidder should submit an affidavit on 10 rupees stamp paper (original) along with EMD/Tender Fees
at the time of opening of technical bid, however the scan copy of these documents should be
uploaded along with technical bid.

UP Electronics Corporation Limited                                            Page 30
       RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                          CONDUCTING INTERNAL AUDIT OF UPLC




Section VI- Format for Response to RFP: Financial Bid
                              6.1 Format 1 - Commercial Bid Letter


To,
The Managing Director,
U.P. Electronics Corporation Limited,
10, Ashok Marg, Lucknow - 226 001

0522- 2286808, 2286809 Fax: 0522-2288583 E-mail: md@uplc.in , uplclko@gmail.com Website:
       www.uplc.in


Sir,


Subject: SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
CONDUCTING INTERNAL AUDIT OF UPLC.


Reference: RFP No:Dated

We, the undersigned Bidder, having read and examined in detail the entire RFP in respect of

SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR CONDUCTING

INTERNAL AUDIT OF UPLC, do hereby propose to provide audit services specified in the RFP

number  Dated .

All the Internal Audit Fee mentioned in the RFP are in accordance with the terms as specified in the

RFP. All the Internal Audit Fee and other terms and conditions of this RFP are valid for a period of

365 calendar days from date of opening of the RFP.

We hereby confirm that our price forAudit services as detailed in the RFPs is including all taxes.

However, all the taxes are quoted separately under relevant sections.

We have studied the clause relating to Indian Income Tax and hereby declare that if any income tax,

surcharge on Income Tax, Goods & Service tax, Professional and any other corporate Tax payable

under the law, we shall pay the same.

We further confirm that the Internal Audit Fee stated in our Bid are in accordance with your

Instruction to Bidders included in RFP.


UP Electronics Corporation Limited                                            Page 31
    RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                       CONDUCTING INTERNAL AUDIT OF UPLC

We confirm having submitted the information as required by you in your Instruction to Bidders. In

case you require any other further information/documentary proof in this regard before evaluation of

our RFP, we agree to furnish the same in time to your satisfaction.

We declare that our Bid Fee is for the entire scope of the work as specified in the RFP. These

Internal Audit Fee are indicated in Format 2 (Section VI) attached as part of the RFP.

We hereby declare that our Tender is made in good faith, without collusion or fraud and the

information contained in the RFP is true and correct to the best of our knowledge and belief.

We understand that our Tender is binding on us and that you are not bound to accept a proposal

you receive.

We confirm that no Technical deviations are attached here with this commercial offer.



Thanking you,


Yours faithfully,


(Signature of the Bidder)


Printed Name


Designation


Seal


Date:


Business Address:




UP Electronics Corporation Limited                                             Page 32
     RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
                        CONDUCTING INTERNAL AUDIT OF UPLC


                                  6.2 Format 2 ­ Cost summary
          a)    Bidder should provide all Internal Audit Fee as per the prescribed format. Bidder should not leave
                any field blank. In case the field is not applicable, Bidder must indicate "0" (Zero) in all such fields.
          b)    All the Internal Audit Fee (even for taxes) are to be entered in Indian Rupees only (% values are
                not allowed)
          c)    It is mandatory to provide breakup of all Taxes, Duties and Levies wherever applicable and / or
                payable.
          d)    UPLC reserves the right to ask the Bidder to submit proof of payment against any of the taxes,
                duties, levies indicated.
          e)    UPLC shall take into account all taxes, duties & levies for the purpose of evaluation
          f)    The Bidder needs to account for all Out of Pocket expenses due to Travel, boarding, lodging and
                other related items.
          g)    The Unit Fee quoted by bidder should be inclusive of all Taxes except GST.
          h)    The bidder should quote the rates as per detailed Scope of Work & TOR mentioned in Section-III,
                which is summarizedbelow:-
        Particulars of Services as per Section-III of            Unit      GST        GST
                                                                                                   Total
SN                           RFP                                 Cost       %        Amount
                                                                                                   (B+D)
                              (A)                                 (B)      (C)         (D)
      Total Audit Fee of Providing Internal Audit Services

1     as per the SoW& TOR mentioned in Section III of the
      RFP
                                                                                          Grand Total


Note: The L-1 will be decided on the basis of Grand Total.




UP Electronics Corporation Limited                                                Page 33

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