e- TENDER
FOR

ENGAGEMENT OF AUDIT FIRM FOR “INTERNAL AUDIT AND
PREPARATION OF ANNUAL ACCOUNT OF GKCIET, MALDA”

Tender No.: GKCIET/e-TENDER/2021/01
Date: 14.01.2021

VOLUME – I

 Notice Inviting e-Tender (Detailed - NIT)
 Instruction for Online Bid Submission
 General Terms and Conditions

Ghani Khan Choudhury Institute of Engineering & Technology (GKCIET), Malda

Narayanpur, Malda, West Bengal, India, Pin -732141
https://www.gkciet.ac.in/
GHANI KHAN CHOUDHURY INSTITUTE OF ENGINEERING AND TECHNOLOGY
(A CFTI under Ministry of Education Govt. of India)

P.O. Narayanpur, Dist. Malda, 732141, West Bengal, India

Notice Inviting e-Tender (Detailed - NIT)

Tender No. GKCIET/e-TENDER/2021/01 Date: 14.01.2021

1. Ghani Khan Choudhury Institute of Engineering and Technology (GKCIET), Malda invites online
Tenders through CPP Portal https://eprocure.gov.in/eprocure/app from reputed and eligible
Chartered/Cost Accountant firms/agencies, done Statutory Audit/Internal Audit of
Central/State Government Organizations preferably having experience of Statutory/Internal
Audit of Academic Institute (please see Pre-Qualification and General Instructions to Bidders for
details).

2. All interested firms/agencies are requested to send their quotation in Two Bid System for
providing outsourcing services vide a service contract with specific terms and conditions for
internal audit and preparation of annual account of GKCIET, Malda.

3. The contract shall be initially for a period of two years i.e. Financial Year 2021-22 and 2022-23,
which may be renewed for another three years on yearly basis subject to satisfactory
performance of the Firm and with the mutual consent of both the parties.

4. One Firm can submit only one NIT. If a Firm submits more than one NIT, all the NITs submitted
by that Firm will be rejected. Particulars of the tender are as follows:

S. Particulars Details

No.

1 Tender Reference No. & Date GKCIET/e-TENDER/2021/01 dated 14.01.2021

2 Type of Tender Open e-Tender

3 Publish Date & Time 14.01.2021 at 16:30 hrs

4 Document Download Start Date & 14.01.2021 at 16:30 hrs

Time

5 Document Download End Date & 12.02.2021 at 16:30 hrs

Time

6 Bid Submission Start Date & time 14.01.2021 at 17:30 hrs

7 Bid Submission End Date & Time 12.02.2021 at 17:30 hrs

8 Date for Opening of Bid 15.02.2021 at 10:30 hrs

9 Bid validity The Proposal shall remain valid till 120 days of

the date of submission of the proposal or award

of the assignment whichever is earlier

10 EMD (refundable but non-interest Rs. 10,000/- (rupees ten thousand) must be

bearing) submitted in the form of Demand Draft (DD)

drawn in favour of Account Officer, GKCIET,

Malda payable at Malda

11 Tender Fee (non-refundable) Rs. 1000/- (Rupees one thousand only)

12 Price Bid and item details As per format uploaded at CPP Portal

Note: Price Bid should be submitted in given

format only. No any other format shall be

accepted.

13 Address for submission of Original DD The office of the Controller (Store &

for EMD, any queries related to tender Purchase), 1st Floor, Administrative

enquiry Building, GKCIET, P.O. Narayanpur, Dist.

Malda, West Bengal, Pin-732141

e-mail: controller@gkciet.ac.in

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

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IMPORTANT NOTES:

i. Ghani Khan Choudhury Institute of Engineering & Technology (GKCIET), Malda, West Bengal
was established in 2010 by Ministry of Human Resource Development, Govt. of India under the
mentorship of National Institute of Technology, Durgapur. The Institute was established with
the objective to create a multi-layered inter disciplinary and inter-sectorial efficient professional
technical manpower to act as an international podium for the development and transfer of
technical competence in academics. The Institute is devoted to provide leadership,
organizational expertise, technical assistance and the other resources required to meet the
demand. GKCIET is at a distance of 7 km from Malda central railway station and 0.7 km from 34
No. National Highway.

ii. GKCIET follows Accrual Basis of Accounting as per standard accounting practices applicable.
The accounts of the Institute are prepared as per the prescribed Guidelines and Format for
Financial Statement applicable to the Central Higher Educational Institution, issued by Ministry
of Human Resource Development, Govt. of India which will be made available to the selected
firm.

iii. The major functions of the Department are furnished below:

Central Accounts: Processes all the Bills & Vouchers by booking in proper heads of accounts.
Deals with Budget, Quarterly/Half yearly/Annual Accounts, GST, Income Tax, BRS, Fixed Assets,
Statutory Matters etc. Payroll Accounting, disbursements to parties, NPS etc. Engineering
Division for construction Projects, repair, maintenance, capitalization etc.

iv. The Major Activities of the Institute leading to various financial transactions are given below:

Sl. Activities/Resources Remarks

No.

A Five Diploma and three Degree Programmes Total Student Strength is

around 480 at present

B Staff and Faculty Strength (Regular, Contractual) 73 nos. at present

C Total Income as at 31.03.2020 as per audited accounts Rs. 26.72 Crore

2019-20 from GoI as GIA, fee collected, etc.

D Total Expenditure as at 31.03.2020 as per audited Rs. 25.42 Crore

accounts 2019-20

Tender Documents can be downloaded from the Central Public Procurement (CPP) Portal
www.eprocure.gov.in/eprocure/app or from GKCIET website http//www.gkciet.ac.in.
However, the bidding process (submission and finalization) will be done in online mode at CPP
Portal. The bidders may submit their bid only though uploading in the CPP
Portal https://eprocure.gov.in/eprocure/app. No bids received by post or by hand or by FAX/E-
mail, any other modes would be considered for evaluation.

v. GKCIET will assess the ability of the agencies to render the requisite services based on its past
record, profile and on such other criteria and only those found fit will be considered.

vi. GKCIET reserves the right to accept / reject any or all the tenders in part /full without assigning
any reason thereof, revise the requirement of service at the time of placing the order, modify,
relax or waive any of the conditions stipulated in the tender specification, wherever deemed
necessary and award contracts to one or more bidders for the items covered by the tender.

vii. Any corrigendum, if issued any for the tender, shall form part of the Tender Document. Any
amendment will be notified on GKCIET website (http//www.gkciet.ac.in.) and CPPP portal.
Bidders/Tenderers are requested to visit GKCIET and CPPP website regularly.
Corrigendum/amendments to the tender without fail and submit the offer accordingly. GKCIET
will not be responsible for ignorance of corrigendum.

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

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INSTRUCTION FOR ONLINE BID SUBMISSION

1. The bidders are required to submit soft copies of their bids electronically on the CPPP Portal,
using valid Digital Signature Certificates. The instructions given below are meant to assist the
bidders in registering on the CPPP Portal, prepare their bids in accordance with the
requirements and submitting their bids online on the CPPP Portal.

2. More information useful for submitting online bids on the CPPP Portal may be obtained at:
https://eprocure.gov.in/eprocure/app

3. REGISTRATION: Bidders are required to enroll on the e-Procurement module of the Central
Public Procurement Portal (URL: https://eprocure.gov.in/eprocure/app) as per CPPP portal
guideline.

4. SEARCHING FOR TENDER DOCUMENTS: There are various search options built in the CPPP
Portal, to facilitate bidders to search active tenders by several parameters. These parameters
could include Tender ID, Organization Name, Location, Date, Value, etc. There is also an option
of advanced search for tenders, wherein the bidders may combine a number of search
parameters such as Organization Name, Form of Contract, Location, Date, Other keywords etc.
to search for a tender published on the CPPP Portal.

Once the bidders have selected the tenders they are interested in, they may download the
required documents / tender schedules. These tenders can be moved to the respective ‘My
Tenders’ folder. This would enable the CPPP Portal to intimate the bidders through SMS / e-mail
in case there is any corrigendum issued to the tender document.

The bidder should make a note of the unique Tender ID assigned to each tender, in case they
want to obtain any clarification / help from the Helpdesk.

5. SUBMISSION OF BIDS

a) Bidder should log into the site well in advance for bid submission so that they can upload the
bid in time i.e. on or before the bid submission time. Bidder will be responsible for any delay
due to other issues.

b) The bidder has to digitally sign and upload the required bid documents one by one as
indicated in the tender document.

c) Bidder has to select the payment option as “offline” to pay the EMD as applicable and enter
details of the instrument.

d) EMD (Refundable): Rs. 10,000/- (rupees ten thousand) must be submitted in the form of
Demand Draft (DD) drawn from any Nationalized/ Scheduled Commercial Bank in favour
of Account Officer, GKCIET, Malda payable at Malda. The DD should be valid for a period of
45 days beyond the bid validity period.

e) Original Demand Draft for EMD and Demand Draft for Tender Fee shall be
posted/couriered/handed over in sealed envelope to the Controller, Stores & Purchase
Section, 1st Floor, GKCIET, P.O. Narayanpur, Dist. Malda, West Bengal, Pin 732141,
within 7 days of the end date of Bid Submission and soft copy of the same instruments
to be uploaded along with bid on CPPP in EMD details and Tender Fee details.
Instrument received other than uploaded on CPPP shall not be accepted and such bid will be
rejected on the basis of non-submission of EMD and Tender Fee.

f) The sealed envelope containing Original EMD and Tender Fee to be reached to GKCIET shall
be duly super scribed with the followings:

 “EMD for e-Tender for Engagement of Audit Firm for Internal Audit &
Preparation of Annual Account of GKCIET, Malda”

 Tender No.: GKCIET/e-TENDER/2021/01 Dated 14.01.2021
 The Due Date & Time: 12.02.2021 at 5:30 P.M.
 Name of the Bidder & Address:

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

Page 4 of 18
g) In case the original instrument is not received before the due date, of in any phase of tender
process, it found that EMD and Tender Fee price is not appropriate, the uploaded bid shall be
rejected, whenever applicable.

h) Bidders are requested to note that they should necessarily submit their financial bids in the
format provided and no other format is acceptable. If the price bid has been given as a
standard format with the tender document, then the same is to be downloaded and to be
filled by all the bidders. Bidders are required to download the price format file, open it and
complete the (unprotected) cells with their respective financial quotes and other details
(such as name of the bidder). No other cells should be changed. Once the details have been
completed, the bidder should save it and submit it online, without changing the filename. If
the price format file is found to be modified by the bidder, the bid will be rejected.

i) The server time (which is displayed on the bidders’ dashboard) will be considered as the
standard time for referencing the deadlines for submission of the bids by the bidders,
opening of bids etc. The bidders should follow this time during bid submission.

j) All the documents being submitted by the bidders would be encrypted using PKI encryption
techniques to ensure the secrecy of the data. The data entered cannot be viewed by
unauthorized persons until the time of bid opening. The confidentiality of the bids is
maintained using the secured Socket Layer 128-bit encryption technology. Data storage
encryption of sensitive fields is done. Any bid document that is uploaded to the server is
subjected to symmetric encryption using a system generated symmetric key. Further this key
is subjected to asymmetric encryption using buyers/bid opener’s public keys. Overall, the
uploaded tender documents become readable only after the tender opening by the
authorized bid openers.

k) The uploaded tender documents become readable only after the tender opening by the
authorized bid openers.

l) Upon the successful and timely submission of bids (i.e. after Clicking “Freeze Bid Submission”
in the portal), the portal will give a successful bid submission message & a bid summary will
be displayed with the bid no. and the date & time of submission of the bid with all other
relevant details

m)Kindly add scanned PDF of all relevant documents in a single PDF file of compliance sheet.

n) The bid summary has to be printed and kept as an acknowledgement of the submission of the
bid. This acknowledgement may be used as an entry pass for any bid opening meetings.

o) The bidder may please note that there is no facility of extension of the bid submission date
for what so ever reason unless it is required by the purchaser. Therefore, they should ensure
that the bid is uploaded well in advance without waiting for the last date and time as there
could be issues like server not responding, internet speed slow, and document not getting
uploaded and so on. GKCIET, Malda shall not be responsible for any of these factors.

6. ASSISTANCE TO BIDDERS:

a) Any queries relating to the tender document and the terms and conditions contained therein
should be addressed to the Tender Inviting Authority for a tender or the relevant contact
person indicated in the tender.

b) Any queries relating to the process of online bid submission or queries relating to CPPP
Portal in general may be directed to the 24x7 CPPP Portal Helpdesk.

c) Tenderer are advised to follow the instructions provided in the ‘Instructions to the Tenderer
for the e-submission of the bids online through the Central Public Procurement Portal for e
Procurement at https://etender.gov.in/eprocure/app.

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

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7. Instructions:

a) The offer must be submitted in Two Bid - Two Envelope only though uploading in the CPP
Portal, before the last date & time for bid submission.

b) Quotation document (s) and all enclosures must contain the signature of the competent
authority of the firm.

c) In case, the firm quoting for above mentioned items is the Authorized Dealer / Distributor of
the manufacturer. Copy of authorization certificate should be enclosed with the quotation.
Offers submitted without proper authorization shall be rejected summarily.

d) The Bank/RTGS detail must be submitted along with the quotations /Tenders on the letter
head. A Scan copy of the cancelled cheque can also be attached for verification of IFSC code
(if required).

e) Bidders must submit their digitally signed bids. The covers will contain the following
documents:

A. Cover 1

The bidder has to digitally sign and upload the required bid documents one by one
as indicated below:

i. Scanned copy of the Demand Draft as Tender Fee of appropriate amount

ii. Scanned copy of the Demand Draft as EMD of appropriate amount

iii. Copy of the NIT Document duly signed on every page by the authorized Signatory

iv. Self-Attested copy of Registration Certificate issued by Institute of Chartered/Cost
Accountants of India

v. Self-Attested copy of latest Comptroller & Auditor General of India Empanelment Letter

vi. Self-Attested copy of latest Constitution Certificate from Institute for Fellow partners

vii. Self-Attested copies of Appointment Letters/Agreements/Work Orders issued by such
Central or State Autonomous Bodies along with extract of Audited Financial Statements in
support of income or expenditures as proof of minimum years of experience in conducing
Internal Audit of Central or State Autonomous Bodies

viii. Self-Attested copies of Appointment Letters/ Agreements/ Work Orders issued by the
Centrally Funded Technical Institutions, if any

ix. Self- Attested GST Registration Certificate

x. Self-Attested copies of Audited Profit & Loss Accounts and Balance Sheets (Provisional
Profit & Loss Accounts and Balance Sheets will not be considered except for the FY 2019-
20).

xi. Blacklisting certificate if they are blacklisted from any Organization

xii. Photocopy of PAN card issued in the name of the bidder’s firm

xiii. Bidder’s details

B. Cover2

i. Price Bid. (Separate in second Envelop in Ms-Excel format.)

Date: 14.01.2021 (Assistant Registrar)
Place: Malda GKCIET, Malda

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

Page 6 of 18
GENERAL TERMS AND CONDITIONS

The offer must comprise of the following failing which it will be treated as non-responsible hence
rejected:

1. Eligibility Criteria: The interested Bidders shall have to comply to the following criteria to
participate in the tendering process -

a) Must be registered with the Institute of Chartered/Cost Accountants of India for not less
than 10 years as on as on 1st April 2020. (Self-Attested copy of Registration Certificate
issued by Institute to be furnished.)

b) The firm must be empanelled with Comptroller & Auditor General of India. (Self-Attested
copy of latest Comptroller & Auditor General of India Empanelment Letter to be furnished.)

c) Must be having minimum three Fellow partners as on 1st April, 2020 (Self-Attested copy of
latest Constitution Certificate from Institute to be furnished.)

d) Must be having a minimum three years of experience as on 31st March, 2020 in last 5 years
in conducing Internal Audit of Central or State Autonomous Bodies with annual turnover
exceeding Rs. 20 Crores. (Self-Attested copies of Appointment Letters/Agreements/Work
Orders issued by such Central or State Autonomous Bodies along with extract of Audited
Financial Statements in support of income or expenditures to be furnished of such Central
or State Autonomous Bodies.)

e) Preference will be given to Firms having experience in conducting Internal Audit of the
CFTIs (Centrally Funded Technical Institutions) under Ministry of education (formerly
MHRD), Govt. of India for atleast 3 years in last five Financial Years i.e. from 2015-16 to
2019-20. (Self-Attested copies of Appointment Letters/ Agreements/ Work Orders issued
by such Institutes to be furnished)

f) Must be registered under Goods & Service Tax Act. (Self- Attested GST Registration
Certificate to be furnished.)

g) Must be having minimum Average Annual Income of Rs. 50 Lakh during the last 3 Financial
Years i.e. from 2017-18 to 2019-20. (Self-Attested copies of Audited Profit & Loss Accounts
and Balance Sheets to be attached. Provisional Profit & Loss Accounts and Balance Sheets
will not be considered except for the FY 2019-20.)

h) The internal auditor appointed or any person employed by him shall not have any direct or
indirect interest, whether pecuniary or otherwise, in any matter concerning or related to
the administration or functions of the Institute.

2. Scope of Work: The Firm shall be responsible for the following works –

A. Review of Internal Control and Risk Management System:

i. Independently review and appraise the systems of control throughout the year (not
just the financial controls);

ii. Recommend improvements to internal controls;

iii. Ascertain the extent of compliance with procedures, policies, regulations, statutory
obligations and other legislations;

iv. Ascertain Compliance to GFR-2017 and MoA of GKCIET, instructions of C&AG, Standard
Accounting Practices and Guidelines of the GoI

v. Provide reassurance to management that their policies are being carried out with
adequate control of the associated risks;

vi. Facilitate good practice in managing risks effectively;

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

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vii. Ensure that assets and interests are safeguarded from fraud, deter fraudsters and
possibly identify fraud.

viii. Department wise system/process audit and recommendation for best practice to
improve the system.

B. Detailed Scope of Work:

Sl. Area Detailed Scope

No.

01 Revenue i. Reconciliation of Fees from students/participants

ii. Income from Consultancy/Executive Programmes

iii. Interest on Investments, Bank Interest

iv. Grants for research projects

v. Any other Income

vi. Treatment in accounts for all Income and recommendations

02 Expenditures i. Procedures followed

ii. Treatment in Accounts

iii. 100% vouching of the transactions

iv. Reporting for any Rectification or improvement

03 Procurement of i. Tendering Processes & selection of the vendor/ contractor

Goods & ii. Accounting Treatments for Fixed Assets and Inventory

Services iii. Store & Purchase Processes

04 Physical i. Inventory verification on yearly basis

Verifications of ii. Fixed Assets verification eon yearly basis except library

Inventory & books/journals

Fixed Assets iii. Verification of Library Books on yearly basis.

05 Investments i. Procedures followed for Investments

ii. Treatment of Income arising out of Investments

iii. Recommendations

06 Statutory i. Compliances to Income Tax Act

Compliances ii. Compliance to GST and other Indirect Taxes

iii. Compliance to Labor Laws

iv. Compliance to FEMA laws

v. Any other statutes

07 Finance & i. Review of Account Payable and Receivable

Accounts ii. Verification and checking of financial transactions from

bank book and other ancillary record maintained by the

Institute.

iii. Review the record/system of bill payment to various

contractors and also to review the compliance on them with

term of contract.

iv. Bank Management including investment details

v. Checking of Bank Reconciliation Statement on monthly

basis.

vi. Review the expenses incurred with the approved Budget

vii. Vouching/Ledger Scrutiny

viii. Review the last statutory/Internal audit comments and

compliances and action taken report

ix. Certification of Quarterly, Half Yearly and Annual Accounts

of the Institute as per MHRD Guidelines and after due

checking & verification of schedules and annexure thereto.

x. Review of expenses on Sponsored Projects and Its Accounts

xi. Review of Subsidiary Accounts at a quarterly Intervals

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

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Sl. Area Detailed Scope

No. i. Rules and Guidelines applicable
ii. Review audit of Employee related claims like TA/DA,
08 Payroll, Medical Reimbursements, LTC, Children Education, etc.
iii. Review/ audit for Payment of Salary, superannuation
Retirement benefits, Pensions etc.
iv. Treatment in accounts
Benefits & i. Review of all receipts and payments
ii. Treatment in accounts
Pension iii. Completion of Capital WIP and conversion to Assets
iv. Any other work related to engineering division
09 Engineering Pre-audit of certain specified transactions on case to case
Division basis restricted to compliance vis-à- vis processes and
procedures. The following areas to be covered under pre-
10 Pre Audits audit:
i. Pre-audit of payments to the employees leaving GKCIET
11 Others
either on retirement (like Gratuity, Leave Salary,
Commutation of Pension, etc.
ii. Any other cases of financial transactions irrespective of
value which the management thinks appropriate may ask
for pre-audit.
iii. Internal Auditor is required to submit the observation on
pre-audit as soon as possible and not exceeding 5 working
days
i. As and when required comments/ observation of the
Internal Audit will be taken on financial transaction of
special value or special nature
ii. As and when required comments/ observation of the
Internal Audit will be taken on statutory requirement for
financial transactions.
iii. Report on risk management issue and internal control
deficiencies identified and provide recommendation for
improving Institute’s operation.
iv. Suggestion for improvement of the existing System of
Accounting, internal control and Management Information
System (MIS)from time to time
v. Periodically reconciling Physical Assets with Books of
Accounts so as to submit Annual Physical Verification
Report latest by 30th April.
vi. Issue certificate in form no 15 CA/CB relating to remittance
in foreign currency as per Income Tax Act, 1961. The
certificate must be issued within two days of receipt of
documents.
vii. Issue of Utilization Certificates for Grant Based projects as
and when required
viii. Any Other Internal Audit related matters

3. Audit Report: Submission of -
i. Quarterly Internal Audit Report
ii. Audit/Review Report on Quarterly Accounts
iii. Audit/Review Report on Half Yearly Accounts
iv. Audit/Review Report on Yearly Accounts

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

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v. Issue certificate in form no 15CA/CB relating to remittance in foreign currency as per
Income Tax Act, 1961 as and when required. The certificate must be issued within two days
of receipt of documents.

vi. Issue of Utilization Certificates for Grant Based projects as and when required.
vii. Physical Verification of Inventory & Fixed Assets on yearly basis.

4. Process of Audit:
i. Auditor's field personnel will segregate the audit observations and discuss the same with
the concerned department/section head for having an in depth understanding of the issue
and prepare the draft audit report accordingly.
ii. The draft audit report will be discussed by senior level personnel of the audit Firm with the
department heads of the Institute. If the auditor is satisfied the para will be dropped or
otherwise the para could be considered and incorporated in the Audit Report.
iii. All the document receipt during the course of audit should be return after completion of the
audit and it shall be your responsibility to ensure that all documents and information
received from the institute will be used exclusively for the internal audit purposes and
should be kept confidential and not to be disclosed to third party at any point of time.
iv. In case any serious financial irregularity and Points relating to grave deficiencies, if found
the same may be communicated to the Management immediately without waiting for the
time of submission of the report.
v. As per requirements of the Institute, the auditors will also be asked to give presentation on
finding in the Audit Reports to the Finance Committee or to the Board of the Institute.

5. Responsibilities of the Service Provider: Following are the responsibilities of the Firm
(Service Provider) –
a) One suitably qualified and experienced person shall have to be deployed full time in the
GKCIET to look after day-today internal audit work.
b) Personnel deployed should ensure proper conduct of the deployed personnel in the office
premises.
c) The personnel deployed should be polite, cordial and efficient and their actions should
promote goodwill and uphold the image of GKCIET. The Firm shall be responsible for any
act of indiscipline on the part of the persons deployed.
d) Shall submit their observations on quarterly basis to GKCIET and ensure necessary
compliance along with rectification/ correction, if any, by GKCIET within 20 days of receipt
of audit observations.

6. Timeline: The auditor should submit internal audit reports by the 15th day of the 1st month of
subsequent Quarter.

7. Payment & Price Validity :
i. The Firm shall be paid on quarterly basis an amount equal to 1/4th of annual audit fees
quoted by the Firm, as agreed by GKCIET on submission of quarterly audit reports and
attendance sheets as per point no. 5(a).
ii. The price as quoted by the Firm (as per Annexure 2) shall remain unchanged during the
contract period. The fees should be quoted is inclusive of TA/DA/Boarding/Lodging, etc.
iii. Goods & Service Tax, if any, shall be paid at the applicable rate.
iv. Bidder shall quote in INR only. No request shall be entertained to add any other currency
after the floating of the tender under any circumstance.
v. Bidders shall fill all the boxes in meant for the Bidders. No Box should be left blank. As the
comparative statement will be generated by system. As system generates the comparative

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

Page 10 of 18
statement on the basis of the final landing cost. In case, any box left blank by Bidder such as
taxes etc. system presumed that all break up prices included in the final landing cost.
vi. The quotations must be neatly typed or computer printed. Hand written offer will be
rejected. Quotations must carry the numbers of GST No. invariably on the top.

8. Period of Engagement
a) The engagement shall be for a period of two years i.e. F.Y. 2021-22 and 2022-23.
b) The contract may be renewed for another three years on yearly basis in the same terms and
conditions subject to satisfactory performance of the firm and with the mutual consent of
both the parties.
c) The agency shall start providing services (actual engagement of personnel) within 10 days
of issue of Letter of Award/ Intimation.

9. Termination/ Suspension of Agreement:
a) The contract can be terminated at any time prior to its completion by either Party with 60
days of notice period.
b) Premises for enquiry of the status of the tender without prior permission may lead to
rejection of the bid.
c) GKCIET, Malda reserves the right to accept or reject or cancel any or all enquiries or
quotations at any stage without assigning any reason thereof.
d) At any time prior to the pre-deadline for submission of bids, the GKCIET may, for any
reason, whether at its own initiative or in response to a clarification requested by a
prospective bidder, modify the tender documents by amendment. The same would also be
hosted on the website of the Purchaser and all prospective bidders are expected to surf the
website before submitting their bids to take cognizance of the amendments.

10. Instructions to Bidders
A. Contents of the Proposal
a) The technical proposal in addition to proof of eligibility shall contain:
i) All the information, documents and clarifications as required under Clause no. 7
(Instruction) of “INSTRUCTION FOR ONLINE BID SUBMISSION” and Annexure 1
(BIDDER’S INFORMATION SHEET).
ii) Copy of the NIT Document duly signed on every page by the authorized Signatory.
b) The Financial Proposal shall be submitted in the format given in Annexure 2 (Price
Schedule).
c) Acceptance of Terms & Conditions of the Tender given in Annexure 3.
d) Form for Electronic Fund Transfer/RTGS Transfer given in Annexure 4.
e) Check List as given in Annexure 5.
f) Conditional tender bids will not be accepted.

B. Evaluation and Selection

a) The proposals shall be evaluated in two stages i.e. technical evaluation and financial
evaluation.

b) The Financial Proposals shall be opened of those Firms who will qualify in the technical
evaluation.

c) For financial evaluation, Price excluding Tax shall be taken into consideration.

C. Award of Contract

a) Contract shall be awarded to the firm whose evaluated bid price will be the lowest in
financial bid.

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

Page 11 of 18
b) In case two or more technically qualified firms quote the same lowest price, the firm with
the higher mark in the technical bid shall be awarded the contract.

c) Any effort by a firm to influence GKCIET in its decision on bid evaluation or placement of
Work Order may result in rejection of the firm’s offer.

d) Any legal dispute arising out of this is subject to Malda, West Bengal jurisdiction only.

11. Special Conditions of Contract

a) GKCIET may advise the firm to disengage any of its staff from service, with 24 hours prior
intimation, in case the management of GKCIET found any negligence on the part of that
particular staff.

b) The firm shall be totally responsible for the conduct of the personnel engaged for the service
and the management shall not be responsible for their conduct at any point of time.

c) In case of any damage/ pilferage caused to the property of GKCIET due to mishandling,
carelessness of the firm’s personnel, the same shall be recovered from the firm adjusting
the amount against their quarterly bill.

d) The persons deployed shall, during the course of their work, will have access to classified
documents, which they are not supposed to divulge to third parties. Any breach of this
condition shall make the firm liable for penal action under the applicable laws besides
action for breach of contract.

e) The Management shall provide suitable place for sitting for the deployed persons.
f) The firm shall also be liable for depositing all taxes, levies, cess, etc. on account of service

rendered to GKCIET with the concerned tax collection authorities, from time to time, as per
the applicable rules and regulations. The firm shall have the responsibility to furnish
documentary evidence in support of the statutory compliance to GKCIET, as and when
sought for.
g) The Tax Deducted at Source (TDS) shall be done as per the provisions under Income Tax Act
and GKCIET shall provide TDS certificate to the Agency.
h) In case of non-performance, part performance or non-adherence of the statutory obligations
due to negligence on part of the Firm, penalty would be imposed by the GKCIET
proportionate to the extent of default/ non-compliance.
i) GKCIET shall not be responsible for any financial loss or any injury to any person deployed
by the Firm in the course of their performing the functions/duties, or for payment towards
any compensation.
j) The Firm shall provide a suitable substitute well in advance if there is any probability of the
person leaving the job due to his/ her own personal reasons. The payment in respect of the
overlapping period of the substitute shall be the responsibility of the Firm.

12. Penalty Clauses

i. In case the Firm fails to commence/ execute the work as stipulated in the agreement or
there is a breach of any terms and conditions of the tender and reserves the right to impose
the penalty as detailed below:
a) 2% of cost of order/ agreement per week, up to 2 weeks delay.
b) After 2 weeks delay, GKCIET reserves the right to cancel the contract and withhold the
agreement and get this job be carried out from other firm (s) from open market at the
competitive rates. The defaulting firm will be blacklisted for a period of 3 years.

ii. For any breach of contract, GKCIET shall impose a penalty to the extent of Rs. 10,000/- only
on the first occasion upon the firm in the event of breach, violation or contravention of any
of the terms and conditions contained herein brought to the notice of GKCIET.

iii. If the lapse is repeated, the extent of penalty will be doubled on each such occasion.

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

Page 12 of 18
ANNEXXURE 1
BIDDER’S INFORMATION SHEET
(This should be done of the letter head of the firm)

Tender No. & Date:
CPP Tender Ref. No. & date:
1. Name of the Firm:
2. Type of the firm: (Proprietorship, Pvt Ltd, Public Ltd, Partnership etc.)

3. Address of the firm:

4. Contact detail: Phone No.: Mob No. :
E mail:
Fax No.

5. Name of the Authorised Signatory:

6. Tender Fee Detail: Instrument No. Date : Amount:
Issuing Bank name & branch detail:

7. EMD Detail: Instrument No. Date : Amount:

Issuing Bank name & branch detail:

8. Bank details of the firm:

Account No.: IFSC Code:

Name of the Bank: Branch:

Date: Authorized Signatory
Place: (Signature and seal of the authorized signatory)

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

Page 13 of 18
ANNEXXURE 2

PRICE SCHEDULE
(Template is indicative only for reference purpose. The quotation will be submitted online in the CPPP

portal under item rate BoQ (Excel format).

Tender Inviting Authority: Ghani Khan Choudhury Institute of Engineering and Technology
Name of Work: Engagement Of Audit Firm For “Internal Audit and Preparation of Annual
Account Of Gkciet, Malda
Contract No: controller@gkciet.ac.in
Name of
the
Bidder/
Bidding
Firm /
Company :

PRICE SCHEDULE
(This BOQ template must not be modified/replaced by the bidder and the same should
be uploaded after filling the relevant columns, else the bidder is liable to be rejected for

this tender. Bidders are allowed to enter the Bidder Name and Values only )

NUMBER # TEXT # NUMBER # NUMBER # TEXT #

Sl. Item Description Fee per Quarter TOTAL TOTAL AMOUNT

No. (Without any AMOUNT In Words

taxes) Without Taxes

Rs. P in

Rs. P

1 Service

Audit Fees for the
1.01 scope of work as

per NIT
Total in Figures

Quoted Rate in Words

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

Page 14 of 18
ANNEXXURE 3

FORMAT FOR ACCEPTANCE OF TERMS & CONDITIONS OF THE TENDER
(This should be done of the letter head of the firm)

Date:

To
The Assistant Registrar (Fin)
Ghani Khan Choudhury Institute of Engineering and Technology
P.O. Narayanpur, Dist. Malda, West Bengal
Pin – 732141

Sub: Acceptance of Terms & Conditions of Tender
Tender No.: GKCIET/e-TENDER/2021/01 Dated 14.01.2021
Name of Tender/Work: e-Tender for Engagement of Audit Firm for Internal Audit &

Preparation of Annual Account of GKCIET, Malda

Dear Sir,

I/ We have downloaded / obtained the tender document(s) for the above mentioned ‘Tender/Work’
from the web site(s) namely: ………………………………………………….. as per your above tender notice
given in the above mentioned website(s).

I / We hereby certify that I / we have read the entire terms and conditions of the tender documents

from Page No. to (including all documents like annexure(s), schedule(s), etc.), which

form part of the contract agreement and I / we shall abide hereby by the terms / conditions / clauses

contained therein.

The corrigendum(s) issued from time to time by your department/organization too have also been
taken into consideration, while submitting this acceptance letter.

I / We hereby unconditionally accept the tender conditions of above mentioned tender document(s)
/corrigendum(s) in its totality / entirety.

I / We do hereby declare that our Firm has not been blacklisted/ debarred by any Govt.
Department/Public sector undertaking.

I / We certify that all information furnished by the our Firm is true & correct and in the event that
the information is found to be incorrect/untrue or found violated, then your department/
organization shall without giving any notice or reason therefore or summarily reject the bid or
terminate the contract, without prejudice to any other rights or remedy including the forfeiture of
the full said earnest money deposit absolutely.

Yours Faithfully,

(Signature of the Bidder with Official Seal)
(Name and Designation)
(Name of the Firm)

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

Page 15 of 18
ANNEXXURE 4

MANDATE FORM FOR ELECTRONIC FUND TRANSFER/RTGS TRANSFER

(To facilitate registration under PFMS and fund transfer through RTGS, NEFT/ INTRA BANK
Transfer-One time information required)

Date: / /

To
The Assistant Registrar (Fin)
Ghani Khan Choudhury Institute of Engineering and Technology
P.O. Narayanpur, Dist. Malda, West Bengal
Pin – 732141

Sub: Authorization for release of payment / dues from Ghani Khan Choudhury Institute
of Engineering and Technology, Malda through Electronic Fund Transfer/RTGS Transfer

1. Name of the Party/Firm/Company/Institute:
2. Address of the Party:

City

e-mail ID: Mob No:

3. Permanent Account Number

4. Particulars of Bank:

Bank Name: Branch Name:

Branch Place: Branch City:

PIN Code: Branch Code:

MICR No.:

Digit number appearing on the MICR Bank of the Cheque supplied by the Bank, please attach a
Xerox copy of a cheque of your bank for ensuring accuracy of the bank name, branch name and
code number)

IFS Code:(11 digit alpha numeric code)

Account Type Savings Current Cash Credit
Account Number:

DECLARATION

I hereby declare that the particulars given above are correct and complete. If any transaction delayed
and not effected for reasons of incomplete or incorrect information I shall not hold Assistant
Registrar (Fin), Ghani Khan Choudhury Institute of Engineering and Technology, Malda responsible.
I also undertake to advise any change in the particulars of my account to facilitate updating of records
for purpose of credit of amount through NEFT/RTGS Transfer.

Date: Authorized Signatory
Place:

(Signature and seal of the authorized signatory)

Certified that particulars furnished above are correct as per our records

Bankers Stamp:

Date:

(Signature of the Authorized Official from the Bank)

N.B: Please fill in the information in CAPITAL LETTERS, computer typed; please TICK wherever it is
applicable.

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

Page 16 of 18
ANNEXXURE 5

CHECK LIST

[The Bidder shall fill in this Form in accordance with the instructions indicated below. No alterations to its format
shall be permitted and no substitutions shall be accepted. This should be done of the letter head of the firm]

Sl. Particular Details

No.

1. Name and Address of the Chartered/Cost Accountants Firm

2. Scanned copy of the Demand Draft as Tender Fee of appropriate Attached (Yes/No)

amount Amount (Rs.):

3. Scanned copy of the Demand Draft as EMD of appropriate amount Attached (Yes/No)

Amount (Rs.):

4. Copy of the NIT Document duly signed on every page by the authorized

Signatory

5. Date of Registration with Institute of Chartered/Cost Accountants of Date of Incorporation/

India (Self- Attested copy of Registration Certificate issued by Institute Registration:

of Chartered/Cost Accountants of India to be furnished.) Date of Opening of Main

Office or Branch Office:

6. Year of empanelment with Comptroller & Auditor General of India.

(Self-Attested copy of latest Comptroller & Auditor General of India

Empanelment Letter to be attached.)

7. No. of FCA Partners as on 1st January, 2020 (Self-Attested copy of latest

Constitution Certificate from Institute of Chartered/Cost Accountants

of India to be furnished.)

8. Name, Designation, Contact No. and Address of the Contact Person/

Local Representative / Authorized Representative

9. Years of experience (as on 31st March, 2020) in Conducting Internal Separate Sheet may be

Audit of Central or State Autonomous Bodies with annual income attached, if needed

exceeding Rs. 20 Crores. (Self-Attested copies of Appointment comprising of following

Letters/Agreements/Work Orders issued by such Central or State details:

Autonomous Bodies along with extract of Audited Financial Statements 1. Name of Client

in support of income or expenditures to be furnished of such Central or 2. Date of Contract

State Autonomous Bodies.) 3. Duration of Engagement

4. Contract Value

5. Contract Status

(Completed/Ongoing)

10. Firms having experience in conducting Internal Audit of the CFTIs

(Centrally Funded Technical Institutions) under Ministry of education

(formerly MHRD), Govt. of India for atleast 3 years in last five Financial

Years i.e. from 2015-16 to 2019-20. (Self-Attested copies of

Appointment Letters/ Agreements/ Work Orders issued by such

Institutes to be furnished)

11. No. of Staff of the Firm (Self-Attested copy of documentary evidence in

this respect to be furnished.)

12. Date of Registration under Goods & Service Tax Act. (Self-Attested

Goods and Service Tax Registration Certificate to be attached.)

13. Annual Income of the Firm for last 3 Financial Years i.e. from 2017-18

to 2019-20. (Self- Attested copies of Audited Profit & Loss Accounts and

Balance Sheets to be attached.

14. Blacklisting certificate if they are blacklisted from any Organization

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021

Page 17 of 18
Sl. Particular Details

No.

15. Photocopy of PAN card issued in the name of the bidder’s firm

16. Any other details the Firm would like to furnish (Example: Awards &

Accreditations)

Note: (i) Information may be furnished in separate sheet (s) wherever necessary.
(ii) In case of documents, they should be self-attested photocopies.

We hereby agree with all the terms and conditions of the NIT and we hereby undertake to abide by
same

Date: Authorized Signatory
Place:

(Signature and seal of the authorized signatory)

Signature Not Verified

Digitally signed by MAHAFIZUR

Tender No.: GKCIET/e-TENDER/2021/01 Dated: 14.01.2021 RAHAMAN

DLoactea:ti2o0n2: 1e.P0r1o.c1u4re1-8E:0PP1R:a2Og8eCI1S8T of 18