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.
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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.
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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
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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
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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.
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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.
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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.
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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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RFP for SELECTION OF CHARTERED ACCOUNTANT/COST ACCOUNTANT FIRMS FOR
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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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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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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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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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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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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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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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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.
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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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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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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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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.
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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.
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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.
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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.
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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:
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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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