TENDER DOCUMENT FOR
Appointment of Statutory Auditors for F.Y. 2020-21 & 2021-22 (Two years) at

Shri Mata Vaishno Devi University, Kakryal, Katra (J&K)

The Shri Mata Vaishno Devi University (SMVDU) has been established under an Act of the J&K State
Legislature in the year 1999 & situated near Katra, J&K. SMVDU imparts education in Engineering,
Sciences, Humanities & Social Sciences, Business & Management Studies & Architect &
Planning under twelve schools and approximately with staff strength of three hundred & fifty
in number. The approximate number of students studying in SMVD University is 2650.

E-bids under two-bid system are invited on behalf of SMVDU, Kakryal for appointment of
Statutory Auditors for two years at Shri Mata Vaishno Devi University, Kakryal, Katra. The
detail of the tender and mode of submission of bids together with the eligibility criteria and
scope of work has been detailed as under: -

(a) The brief details of the tender are as under:-

S.No. Description NIT Details

1. University Name Shri Mata Vaishno Devi University

2. Name of Department Finance Wing

3. Tender No. SMVDU/Fin/21/ 331 dated: 09 /08/2021

4. Tender Subject Tender for Appointment of Statutory Auditors.

5. Tender Type e-Tendering

6. Earnest Money Deposit Rs. 10,000/- (Rupees Ten Thousand only)

7. EMD / Bid security EMD of Rs. 10,000/- must be directly deposited in the

payable to University Bank Account No.SB- 0477040520000029, IFSC

JAKA0SMVDUN of J&K Bank Ltd. in favour of “

SMVDU Retention Money ” (Proof of remittance is to be

uploaded)

8. Tender fee Tender Fee of Rs. 500/- must be directly deposited in the

(Non– refundable) University Bank Account No.SB- 0477040100000023, IFSC

JAKA0SMVDUN in favour of “Registrar, SMVDU”.

(Proof of remittance is to be uploaded).

9. Availability of tender Tender document can be viewed and downloaded from

document SMVDU website www.smvdu.ac.in and JKUTe-tendering

portal http://jktenders.gov.in.

10. Submission of Tender Tender document can be submitted on the e-tendering portal

Document http://jktenders.gov.in

11. Contract period Two years FY 2020-21 & 2021-22

12. Validity of bids 120 days from the last date of submission/uploading

13. Tender Inviting Registrar SMVDU, Kakryal, Katra, Dist. Reasi – 182320,

authority email id- finance@smvdu.ac.in

14. Contact Details 01991-285689,Extn.2111/2109 Mo:889956231

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(b) The critical dates of the tender are as under Date & Time
S. No. Particulars
09.08.2021
1. Publish date and time 1600 hrs
2. Document Download Start Date & Time 10.08.2021
1000 hrs onwards
3. Document Download End Date & Time
31.08.2021
4. Online Bid Submission Start Date &Time 1800 hrs

5. Online Bid Submission End Date 10.08.2021
6. Bid Opening Date & Time 1000 hrs onwards

(i) Technical bid 31.08.2021
(ii)Financial bid 1800 hrs

01.09.2021
1500 hrs
To be intimated
separately through
e-tender portal /
University website

Sd/-
Registrar

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Instructions to bidders regarding e-tendering process

1. Bidders are advised to download bid submission manual from the “Downloads” option as well as from
“Bidders Manual Kit” on website www.jktenders.gov.in to acquaint bid submission
process.
2. To participate in bidding process, bidders have to get ‘Digital Signature Certificate (DSC)’ as per
Information Technology Act-2000, as amended from time to time. Bidders can get digital certificate from
any approved vendor.
3. The bidders have to submit their bids online through JK (UT) e-tendering portal http://jktenders.gov.in in
on electronic format with digital Signature. No Financial bid will be accepted in physical form.
4. Bids will be opened online as per time schedule mentioned in the table of critical dates. If the mentioned
date is declared as a holiday, the bids shall be opened on the next working day at the same time.
5. Bidders must ensure to upload scanned copy of all necessary documents mentioned in e-NIT.
Note: - Scan all the documents on 100 dpi with black and white option.
6. Proof of EMD /Tender Fee along with the Technical Bid has to be uploaded online on the e-tendering
portal http://jktenders.gov.in.
7. Bidders are advised to use “My Documents” area in their users on e-tendering portal to store important
documents.
8. SMVDU will not be responsible for delay in online submission due to any reasons.
9. Conditional bidding shall not be entertained.
10. Bidders may contact office of the Registrar, SMVDU or the Finance Officer, SMVDU for any guidance
or query.
11. Any corrigendum or subsequent information shall be updated on the e-tender portal / University website
only. Bidders should keep track of the same.
12. The Price shall be quoted by the bidder entirely in Indian Rupees and the rates quoted shall be deemed to
be valid upto the completion of the contract.
13. The bidders are advised not to make any changes in BOQ (Bill of Quantities) contents.

Sd/
Registrar

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Terms & Conditions

1. The Bidder must be empanelled with C&AG and ICAI. Self-attested copies of requisite documents /
certificates issued from appropriate authorities should be submitted online along with the tender to
substantiate the claim.

2. The Bidder must have a minimum 5 years of operational experience in similar environment like
(Central/State Govt./UT autonomous bodies/Universities).

3. The Bidder must submit the copies of appointment letters as Statutory Auditors & audit completion
certificates of last three years from the audited organizations.

4. The Bidder must have necessary office setup and adequate personnel to ensure proper deployment
and timely completion of the assignment.

5. The award process may be postponed / cancelled suo motto without assigning any reason or giving
any notice to the Bidder.

6. If, even after the award of contract, information / facts submitted by the Bidder are found misleading /
incorrect / false etc., SMVDU reserves the right to disapprove the contract.

7. The Contract of Statutory Audit shall initially be for the F.Y. 2020-21 & F.Y. 2021-22 which may
however, be extended on the same terms and conditions subject to the satisfactory performance of the
firm.

8. The successful Bidder who may be awarded the contract is subject to verification of original
documents and execution of necessary agreement and should start the Audit work within a period of
10 days from the date of award of contract.

9. Both SMVDU and the successful Audit firm can opt for termination of contract after serving three
months notice of their intent to do so. However, SMVDU reserves the right to terminate the Contract
of the successful firm forthwith without assigning any reason thereof.

10. The proof of remittance of Tender Fee/EMD is to be uploaded online along with the technical bid.

11. Tenders received without payment of cost of tender and EMD shall be summarily rejected.

12. The tenders shall be opened through online mode by the designated committee as per date and time
reflected in the table of critical dates in the presence of Bidder/bidders or their authorized
representatives, who wish to be present, at the time of opening of the tenders.

13. In case of any incomplete document / information submitted by the Bidder, his tender may be rejected
without assigning any reason thereof.

14. The Bidder shall not assign, sub-contract or sublet the whole or any part of the contract if so, allotted
to him.

15. Any legal dispute shall be subject to the jurisdiction of courts in Jammu District only & no other
Court shall have the jurisdiction.
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16. The selected Bidder will have to execute the agreement within 7 days of the award of Contract
& shall start the audit within 10 days from the date of execution of agreement with the SMVD
University.

17. The selected bidder shall be required to comply with the instructions if any issued by the
University.

18. The successful Bidder shall not be entitled to claim any additional amount for any reason
whatsoever for the above audit work during the period of the contract.

19. The selected Bidder shall have to give an undertaking to follow all ethics of faith and the
information provided by SMVDU, Katra shall be kept ‘strictly confidential’. All assignments
shall be carried out with due diligence maintaining quality of work done and in least possible
time.

20. In case of any dispute, the decision of Vice Chancellor, SMVDU shall be final and binding.

21. The selected Bidder shall have to submit Statutory Audit Report to University authorities along
with three copies of authenticated final accounts for the respective financial year.

22. The payment of Audit Fees as fixed will be made on completion of Audit process, filling of
returns & fulfilling of other statutory compliances for the Financial Year for which Audit has
been conducted. The SMVDU will not pay any advance to the selected Audit bidder under any
circumstances. All the taxes be charged from the Audit Fee as applicable as per relevant Act.

23. The successful Bidder shall not be provided with any special transport facility for execution of
job awarded. However, they can avail the bus facility provided to the University staff from
Jammu to Campus & Vice versa, subject to availability of seat.

24. The EMD in respect of unsuccessful bidders shall be released within 15 days after issuance of
allotment letter in favour of the successful bidder in the specified Bank Accounts as mentioned
by the bidders. The EMD of the successful bidder shall be kept as security deposit which shall be
released after successful completion of the assignment.

25. A consistent history of litigation or arbitration awards against the bidders may result in
disqualification.

26. Technical and Financial bids complete in all respects, must be uploaded.

27. Financial bids of only those bidders shall be considered, whose technical bids are complete in all
respects and qualify the minimum eligibility criteria as per tender document.

28. The tenders uploaded after due date and time shall not be entertained under any circumstances.

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29. The selection of the Bidder for the Assignment of Audit in SMVD University shall be based upon the
percentage weightage i.e., 70% on the Technical Parameters and 30% on financial parameters.

30. In case of Bidders securing equal qualifying percentage, the decision of the Committee as per
evaluation on the basis of presentation in respect of methodology of job to be performed by the bidder
shall be final and binding upon all the participating Bidders.

.
Sd/-

Registrar

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SCOPE OF WORK

1. Statutory Audit of University Accounts including GST Audit and its subsidiaries viz Gas Agency &
Medical Fair Shop.

2. Review of Accounting Systems and Manuals.
3. Advice on various accounting issues including those related to Indian GAAPs (Generally Accepted

Accounting Principles).
4. Certification and authentication of Utilization Certificates of R&D Projects
5. Assistance in Income Tax, GST, FCRA and GFR compliances and other related issues.
6. Focus on Statutory Audit of the Accounts to assess, review, recommend and comment in respect of

effectiveness and efficiency of accounting, financing and procedural compliances.
7. Audit of compliances of ETDS/GST, getting Assessment done, consultancy and other compliances

thereof.
8. Audit of Inventory Management of University Stores & Fixed Assets.
9. Audit of the records maintained in various Schools/Department/Section of SMVD University.
10. Filing of returns of Income Tax/filling of forms of exemption applicable to the University, if

required under relevant provisions/Sections of Income Tax Act, 1961.
11. Any other related matter of importance.
Eligibility Criteria:

S. No. Particulars Minimum Criteria
1. 3
2. Number of Full Time Chartered Accountants
associated/employed with the bidder (at least one being a Rs. 10 Lakhs
Fellow CA from last five years).
Turnover of the bidder (Average annual turnover in last three
financial years)

3. Number of Years of Bidder’s Existence 5 Years
3
Number of assignments of Statutory Audit of Central/State
4. Govt./UT autonomous bodies/Universities in the last 5 years

Period of existence of Head Office or Branch Office in J&K 5 Years
5. (UT)

Note: - To substantiate the claim of Head Office or Branch Office in J&K (UT), the bidder must
ensure to upload the registration certificate of GST in J&K or Rent agreement with the land lord

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Technical Bid Comprises of:-
(i) A copy of constitution/ registration certificates of bidder/organization issued by the C&AG and

ICAI Containing inter-alia: -
(a) Date of formation of the firm.
(b) Details of Chartered Accountants / CA Final/Inter Employees as on date with relevant
documents, date of joining the Firm, date of becoming FCA, and their other interest, if any.
(ii) A copy of the IT return of the bidder for the last three years along with photocopy of PAN

Card/GSTN No.
(iii) A copy of financial statements of the bidder along with schedules for the preceding

three financial years.
(iv) Detail of court cases / arbitration cases / or any other cases pending against the

Bidder/organization, if any.
(v) Detail of Statutory audit experience of the bidder/organization for the last 5 years may be
given.

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Financial Bid :

(i) Financial Bid may comprise of the Professional Fee to be charged from the
University for a Financial Year (including all taxes, duties and levies)

(ii) The minimum bid price for the job has been fixed at Rs.75,000/-(Rupees Seventy Five
thousand only) for a period of each Financial Year for SMVD University and its subsidiaries which
is excluding of GST.

F.Y. 2020-21 F.Y. 2021-22 Total

Rs.75000/- plus GST Rs.75000/- plus GST Rs.1,50,000/- plus GST

FINANCIAL BID

1. Name of the bidder:

Address :

Phone No :

2. Rate shall include all taxes & charges for Audit Work.

Item or Activity Total Consolidated Amount (in Rupees) for the
1. Statutory Audit of SMVD University Two Financial Years

DATE: Signature of the authorized person
PLACE:

Name :

Designation :

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Technical Evaluation Criteria for selection:

Evaluation Criteria

S. No Max Marks
20
Number of Chartered Accountants associated or employed with 20
1. the firm. ( Five marks for each Professional) 15
25
Number of Professionally semi qualified Staff (CA Inter/CMA)
2. (Four marks for each Professional)

Turnover for last three years (more than Five Lakh per year)
3. (Five marks for each year)

Number of Statutory Audit Assignments in Universities and
other educational institution of higher learning (Five marks for
4. each assignments)

5. Number of years of existence of Audit Firm 01 mark for each 20
year upto the year 2020.

Note:

1. Bidders are advised to ensure to upload the documentary proof with regard to the evaluation criteria
reflected in the table above.

2. Bidder securing 70% marks shall qualify for Financial Bidding Process.

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AGREEMENT

This Deed of Agreement is executed on this ____ day of _____________, ______
between Shri Mata Vaishno Devi University, Kakryal, Katra-182320 (J&K) herein after
called the “SMVDU” the Party of the First part on one hand and M/s
________________________herein after called the “Bidder” the Party of the Second part.
The expression Party of the First part, SMVDU and Party of the Second Part, Bidder shall
include their representatives, Administrators, assignees or heirs.

TITLE OF THE CONTRACT: FOR APPOINTMENT OF STATUTORY AUDITORS
FOR SHRI MATA VAISHNO DEVI UNIVERSITY,KAKRYAL, KATRA–182320 (J&K).

WHEREAS, SMVDU is desirous of hiring the services of Statutory Auditors for SMVD
University, Kakryal, Katra

AND WHEREAS vide letter no. ________________ dated ________, the Award of
Contract has been allotted in favour of _________________________, and the bidder has
agreed to do the work and provide the services subject to the terms and conditions of the
Contract.

NOW IT IS HEREBY AGREED BY AND BETWEEN THE PARTIES HERE IN
UNDER AS FOLLOWS:

1. This agreement shall come into force w.e.f. _______________ and shall remain in
force for a period of two years but can also be terminated in accordance with the Terms
& Conditions of the Contract. However, the SMVD University shall have the right to
terminate the Contract forthwith and to forfeit the Earnest Money Deposit, if the
services rendered by the Bidder are found to be unsatisfactory.

2. In consideration of the payment to be made to the Bidder as provided in the Letter of
Award of Contract, the Bidder shall provide the services of Statutory Auditor in
accordance with the accepted terms and conditions of the Letter of Award of Contract
which shall be read and construed as forming part of this Agreement on the part of
both the parties respectively.

3. That the Terms and Conditions as provided in the Notice Inviting Tender
shall also be read and construed as forming part of this Agreement on the part of both
the parties respectively.

4. That in the event of any doubt or dispute arising between the parties hereto in respect
of or touching of these presents or for determination of their or any of their duties
rights, claims, obligations or liabilities during the continuance of this Agreement or
thereafter, the same shall be referred to the arbitration by sole Arbitrator to be
appointed by the Hon’ble Vice Chancellor of the SMVDU.

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5. The arbitration would be conducted and governed by and under the provisions of
Arbitration & Conciliation Act, as amended from time to time.

IN WITNESS WHERE OF the parties hereto have signed this Agreement in the
presence of the witness on this ____ day of _____________, _____.

SIGNED AND DELIVERED BY THE NAMED FOR AND ON BEHALF OF THE SHRI
MATA VAISHNO DEVI UNIVERSITY.
IN THE PRESENCE OF THE WITNESSES:
1. ____________________________________________

2. ____________________________________________

For Shri Mata Vaishno Devi University, Kakryal, Katra

SIGNED AND DELIVERED BY THE NAMED FOR AND ON BEHALF OF THE
M/S ______________________________________________.
IN THE PRESENCE OF THE WITNESSES:
1. ____________________________________________
2. ____________________________________________

For M/s _______________________________________

Signature Not Verified

Digitally signed by NEERAJ GUPTA

12 Date: 2021.08.09 16:18:01 IST

Location: Jammu and Kashmir-JK