NAVODAYA VIDYALAYA SAMITI, REGIONAL OFFICE, BHOPAL

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3 NAVODAYA VIDYALAYA SAMITI, REGIONAL OFFICE, BHOPAL A 135 A, ALKAPURI, GATE NO. 2, BHOPAL F.No /CA /NVS R.O. BPL/ / Dated TENDER FOR EMPANELMENT OF CHARTERED ACCOUNTANT FIRMS FOR AUDIT OF ACCOUNTS OF JNV S SITUATED IN EACH DISTRICT OF MADHYA PRADESH, CHHATISGARH & ODISHA UNDER NVS, RO, BHOPAL Phone No nvsrobpl@gmail.com website-nvsrobhopal.com Last date for purchase of tender form :00 PM Last date of submission :00 PM Tender opening date :00 PM Sealed Tenders are invited from the reputed Chartered Accountant Firms having minimum 10 years experience for audit and accounting job. The Chartered Accountant firms stationed in M.P. are required for conducting the Internal Audit of Jawahar Navodaya Vidyalayas (JNVs) situated in Madhya Pradesh, Chhatisgarh and Odisha.The tender should be submitted in two parts in the format herein and separate envelop should be used for both the BID i.e. [A] Technical Bid, & [B] Financial Bid. The tenders are invited by the undersigned up to 1.00 p.m (Date) and will be opened in the office of the undersigned on at 3.00 p.m. in the presence of available tenderers or their representatives. The undersigned may change the date or time of opening the tender if so required. (Tenders received after due date and time even by registered post will not be considered.) Tender forms with term and conditions may be obtained from the office of the Deputy Commissioner, Navodaya Vidyalaya Samiti, Regional Office, A-135 Alkapuri, Gate No-2, Bhopal Bhopal on payment through DD in favour of Deputy Commissioner, Navodaya Vidyalaya Samiti, Bhopal of Rs.500/- (Non-refundable) w.e.f to during

4 working hours and the same can also be downloaded from NVS,RO, Bhopal website i.e. nvsrobhopal.com and cost of form may be deposited in the office up to 1 p.m The filled in tender forms may be dropped in tender-box placed in the office of undersigned under Wax sealed cover marked as Application for Empanelment of CA for Internal Audit TERMS AND CONDITIONS The tenders should be submitted according to the terms and conditions specified below. In this Tender document, it must be mentioned that the terms & conditions stipulated here under have been agreed by the tenderer. A: Basic Criteria/ Technical Bid :- (1) The Chartered Accountant firm stationed in M.P. should have been registered for more than 10 years with experience for similar jobs for Central/State Govt. Organization, PSU, Autonomous Bodie s, Educational institutions etc. (excluding bank audit) (copies of the Appointment letter for conduct of internal audit to be enclosed). (The experience of conducting Internal Audit in Residential education institute will be given preference) (2) CA firms shall be empanelled for 1 year. The contract agreement can be extended further one year on the same terms and conditions subject to satisfactory performance as decided by Deputy Commissioner, NVS, RO, Bhopal. (3) The firm should have Average annual net turnover from professional fees of Rs. 30 Lakhs and above in last three financial years.(copy of P&L account, Balance sheet should be attached. (4) The audit firm should not have been debarred by RBI or any other regulatory body. The applicant firm should give a declaration that No disciplinary action is pending with any legal authority against the firm or against any of its partners. (5) Consortium or Joint Venture by CA Firms is not allowed. The firm must have GST Registration Number and should be empanelled with C&AG (Copies should be attached) (6) The CA has to pay Rs /- towards Earnest Money along with the filled tender forms in shape of Demand Draft/Bankers Cheque drawn in favour of Navodaya Vidyalaya Samiti payable at Bhopal which will be refunded to the

5 unsuccessful tenderers. The said amount of successful tenderers will be converted into security deposit. The security deposit is refundable after satisfactory completion of the whole contract. (7) The Chartered Accountant will quote audit fees for the year. In case of audit for a part of the financial year the payment will be made on monthly basis dividing the quoted account and multiplied by the number of months for which audit was conducted. (8) The above bid amount is inclusive of professional fees, TA/DA, conveyance, GST, all incidental charges etc. Free lodging and Boarding will be provided by the JNV s as available.no other payments shall be made except quoted above. The payment shall be released after acceptance of the report by the competent authority. (9) NVS shall shortlist the applicants as per the needs and requirements. Merely satisfying the eligibility criteria will not entitle an applicant to be shortlisted. (10) The decision of NVS in all matters regarding number of applicants to be shortlisted, their eligibility, the documents to be produced, short listing/award of assignment will be final and binding on the applicants. No correspondence or personal enquiries shall be entertained by the NVS. (11) Incomplete tender application or application without requisite enclosures will not be entertained. (12) There should not be any over writing or corrections in the tenders. If a figure is to be amended, it should be neatly scored out, the revised figure must be written above and the same should be attested with signature and date, otherwise the tender is liable to be rejected. (13) The Deputy Commissioner reserves the right for cancellation of empanelled chartered accountant firm at any point of time without assigning any reason; decision of Deputy Commissioner, NVS, RO, Bhopal will be final in such cases. The court situated at Bhopal will be sole jurisdiction for settlement of the dispute arising out of the above contract. (14) CA firm shall submit these terms and conditions IN ORIGINAL duly signed and stamped along with the Technical bid.(if not submitted the application will be rejected). (15) On acceptance of the tender, it will become a contract and the Tenderer must abide by the terms and conditions of the tender mentioned herein, apart from signing by-party agreement subsequently on the Stamp paper of Rs. 500/- which will be purchase by his name at his cost.

6 B: Other conditions :- (16) The Person handling the audit is required to maintain complete secrecy about the matter coming to their knowledge during the course of audit. (17) Internal Audit may be done by the team of 3-4 members headed by Chartered Accountant to maintain the quality of audit. The audit party is to consist of experienced and qualified professionals. Under no circumstances the trainees will act as a member of audit team. (18) The chartered Accountant so appointed would act as a Internal Auditor only and will issue report in four parts as per guidelines which will be issued separately to CA s enlisted in the panel and report will be prepared in duplicate and will issue report in two copies along with findings and irregularities noticed to The Deputy Commissioner, Navodaya Vidyalaya Samiti, Regional Office, A-135 Alkapuri, Gate No-2, Bhopal Bhopal. The report will be issued within 10 days from the date of completion of the audit of JNV. (19) Relevant inspection memo s are to be issued to the Principal of JNV concerned for clarification/ compliance and wherever possible reply should be obtained during the conduct of inspection itself. (20) The report submitted by the C.A. should be in full satisfaction of the undersigned. In case of any deficiency, the report will be returned for further improvement. The final report will be reviewed by this office. If the report is found still below satisfactory, no payment shall be released for that JNV. That JNV will be audited by the Departmental Audit Team and their entire expense will be recovered from the security deposit made by the CA concerned. (21) The Payment of fees as fixed will be made only after completion of audit work and issue of audit report bill for the fees will be submitted to Deputy Commissioner, NVS, RO, Bhopal along with a certificate indicating that the audit has been conducted as per the guidelines framed by JNV and the work has been completed as per the agreed terms and conditions duly attested by the OS/UDC and Principal of the respective JNV. (22) The maximum number of Audit of JNV s will not exceed 10 JNV s per C.A. duly empanelled. (23) The audit has to be covered as per the schedule communicated by this office. The normal duration of audit party per year per JNV will be four days. (24) The Income Tax (TDS) will be deducted from the professional fees payable to Chartered Accountant firm as per Income Tax Rules as applicable.

7 (25) Audit firm will be debarred from conducting the audit in the following cases: a) If the firms obtains the appointment on the basis of false information. b) If the firm does not take up audit in terms of appointment letter. c) If the firm does not submit the audit report complete in all respects in terms of appointment. (26) Audit Report not submitted in accordance with the terms and conditions shall not be accepted. (27) The firm allotted with work to conduct internal audit of JNVs shall not in any case sub-appoint/ sub-let/transfer/assign this work to other Chartered Accountant firm. (28) All rights are reserved with Deputy Commissioner, NVS, RO, Bhopal regarding empanelment and allotment of Audit to the C.A. firms. C: Scope of Work and Method of carrying internal audit :- [29] Internal audit by chartered accountant firm is to be conducted on the basis of available rules/regulations/guidelines issued by samiti from time to time and as per provisions available in general financial rules and FR & SR issued by the Government of India. [30] Chartered accountant firm will ensure that the system and procedure laid down by the Samiti in respect of purchases, administration, personnel, finance and accounts, pay & allowance, personal claims as per 7 th pay commission etc. as prescribed in the guidelines issued from time to time are fully adhered to. [31] In the first instance of chartered Accountant firm will be engaged for 02 JNVs Internal audit, to gain experience and to examine quality of the Internal Audit carried out by the C.A. firm. [32] The chartered accountant firm is required to conduct internal check of all transactions including purchases/accounting etc. of all JNVs allotted to them 100% vouching must be done for entire period of audit. [33] Chartered Accountant firm will ensure proper implementation of the management decisions, procedures and systems laid down for effective and smooth functioning of the Samiti (NVS) have been adopted and followed by the Principal.

8 [34] Chartered Accountant firm will have to ascertain the adequacy/reasonableness and correctness of receipts/payments and ensure that these items are accounted in the proper heads of accounts. [35] Chartered accountant firm will check whether the internal audit observation reports, statutory audit observation reports for the previous years are fully and justifiably complied with status of such outstanding observation audit recommendation, para, etc. if any is to be pointed out separately in the part II of report of audit. DEPUTY COMMISSIONER AGREEMENT I have gone through the above terms and conditions from as mentioned in the Part A, B & C and agree to abide by all the terms and conditions mentioned there in. Encl: Tender enclosed (Signature with the name & seal) M/s. Place: Chartered Accountants Date : Registration No. Seal of the firm:

9 APPLICATION FOR EMPANELMENT AS INTERNAL AUDITOR FOR AUDITING JNV OF BHOPAL REGION AND AUDIT FEE RATE Financial Bid (To be given in Envelop 2) With reference to your Adv. No. dated in (news paper). Our firm offers the rate for auditing of Bhopal Region as under:- Rate of Audit fee per year per JNV (Inclusive of all TA/DA and Service Tax etc.) In figure In words (Signature with the name & seal) M/s. Place Date : (Chartered Accountants) C.A. Partner Telephone No. Mobile No.

10 APPLICATION FOR EMPANELMENT AS INTERNAL AUDITOR FOR AUDITING JNV S OF BHOPAL REGION AND AUDIT FEE RATE Sir, Technical Details [To be given in envelop-1] With reference to your advertisement No... dated in the newspaper.. Our firm introduces to be empanelled as Internal Auditor with the following details:- 1. Name & Address of the firm : 2. (i) Regd. No. : PAN/TIN No. : 3. Firm s Bank & Bank A/c No. : 4. Name, Designation and qualification of all the members/partners of the firm with full address : 5. Name & address of the organisations: Audit conducted during last 05 years: 6. EMD Amount with : 7. D/D or B. Chq. No. : Date : Issuing Bank & Branch : Con 2

11 -2- We have gone through the terms and conditions as per the tender document Part A, B & C received from your office and shall abide by the same, Accepting the terms and conditions laid by your office, we have signed the same and copy attached herewith. Date: Place: Yours faithfully Chartered Accountants Full Name & Rubber Stamp of firm Registration/Membership No. CHECK-LIST DOCUMENTS TO BE SUBMITTED ALONGWITH TENDER FORM Whether Enclosed (Yes/No) 1. Filled Tender form Technical Bid 2. Filled Tender form Financial Bid 3. Duly signed terms & conditions 4. Copy of Incom-tax return 5. Valid registration certificate of the firm. 6. Demand draft of Rs.10,000/- as Earnest Money. 7. Cost of Tender Document Rs.500/- in the form of DD. 8. Tender envelop has/have been signed along with seal. 9. Copy of PAN-CARD 10. Copies of documents as mentioned in Terms and conditions point no. A1, A3, A4 and A Any other document(s) /Information required as per tender document terms & conditions. Note:- Please sign in all the pages of tender document with seal.