HIMACHAL PRADESH UNIVERSITY

Transcription

1 1 HIMACHAL PRADESH UNIVERSITY SHIMLA NOTICE Himachal Pradesh University invites sealed tenders for conversion of Accounts of the University which is also available on University website www. hpuniv.in or from Cash System to Accrual System of Accounting in two bid system from registered Chartered Accountants preferably from H.P. and should have been operation in H.P. for at least 10 years after registration. Firms having at least 4 Chartered Accountants and annual turnover of Rs. 20,00, or more in each year for last three financial years may submit their bid in the enclosed proforma(s) along with processing fee of Rs. 5,000/- through Demand Draft drawn in favour of the Finance Officer, HPU payable at SBI,HPU, Branch, Shimla-5 latest by 15 th. January, 2015 up to 4.00 P.M. in the Office of the Dy. Registrar(A/cs) I, Finance Office, Central Office, HPU, Shimla and the same shall be opened on at 11. A.M. in the presence of bidder or their authorized representatives. The technical offer will first be opened and after evaluation the firms will be called for presentation before the committee constituted for the purpose. Financial bids of the selected qualified bidder, which are found to be technically qualified to undertake the job, will then be opened. Himachal Pradesh University reserves the right to accept or reject in part or full the tender without assigning any reason thereof. Encl As above. Asstt. Registrar (A/cs) I

2 2 Documents to be attached The Chartered Accountant Firm should provide the details supported by documentary evidence in respect of the following points 1. Processing Fees of Rs. 5, (Rupees Five Thousand Only). (BD/DD drawn in favour of The Finance Officer, Himachal Pradesh University, Shimla Name and Address Proof of the Firm (Self Attested). 3. Details of Registration with Govt. of India / State Govt./CAG, if any. 4. Copy of PAN (Self Attested). 5. Certificate Issued from ICAI. 6. Copy of Service Tax Registration Document. 7. Audited Annual Accounts for the Last Three Years. 8. Documents in support of clients held during last 3 financial years exceeding work of Rs lac. 9. Documents in support of Public Sector / Govt./Educational Agencies clients held during the past. Note Any other certificate besides the above if deemed necessary can also be enclosed.

3 3 HIMACHAL HIMACHAL PRADESH UNIVERSITY Shimla DETAILS OF WORK REQUIRED TO BE DONE BY THE EMPANELED FIRM. The Himachal Pradesh form University is desirous to appoint registered Chartered Accountants ( preferably from H.P) for all the work related with the incidental to the conversion of accounts from Cash System to Accrual system of Accounting for a support period of two years. The aim of this assignment is to provide handholding and professional assistance to sustain the new system of accounting. The assignment will also includes on- the- job training to the staff involved in maintaining Books of Accounts and preparation of financial statement. The scope of work is defined as under- 1. Conversion of Accounts of Himachal Pradesh University from Cash based Double Entry System to Accrual Double Entry System based on Accrual Basis of Accounting. 2. Preparation of Annual Accounts and Balance Sheet in the new system of accounting and financial reporting from the Financial Year in format provided by UGC. (The format is available on UGC web-site ( under the link Notices Workshop on implementation of New Accounting Standards). 3. Preparation of Bank Reconciliation Statements. 4. Preparation of Fixed Assets Registers. 5. Attending to the queries of Government Auditors on the Accounts prepared by the Firm. 6. Training of HPU Staff to make them conversant with the new system of Accounting and Financial Reporting including hands on training. 7. Any other work(s) that is necessary for the conversion of accounts. 8. Preparing the Opening (as first) Balance Sheet of HPU as on After 100% survey and identification of all tangible and intangible fixed Assets owned or in use or both by HPU. 9. The consultant must also put in place a system for flow of data required for according accounting entries and maintaining books of accounts to ensure that HPU can maintain the accounting system on its own after completion of the assignments. Sd/- Asstt. Registrar (A/cs) I

4 4 Outputs And Deliverables Sr.No. Report Due Date Contents 1. Inception Report Within 3 weeks of Commencement of Assignment 2. Survey and identification of all tangible & intangible fixed assets by the HPU 3. Preparation of Opening Balance Sheet as on Preparation of Ledger & monthly and trial balances under accrual basis. 5. Updating all Register including Assets & inventory 6. Month and report in Training to HPU Staff. With in 6 months of commencement of Assignment By 30 th June, 2015 As per format By 10 th of subsequent month By 10th. of subsequent month By the 10 th of subsequent month a report on the training conducted, during the previous months. There would be a minimum of two sessions of training each month (may be more if necessary. Situation of Accounting and implementation Comprehensive Scopes Assessment report As per format As per format As per format As per requirement understood by consultant.

5 5 TERMS AND CONDITIONS 1. The firm should have been operation in H.P. for at least 5 years after registration. 2. Preference will be given, inter alia, to the firm whose registered office and Branch Office is situated in H.P. 3. The Tender will be valid for acceptance for 6 months from the date of opening. 4. The period of the contract may be extended with mutual consent. 5. Working hours, and holidays for key professional shall be as per Rule applicable to the employer. 6. The consultant shall ensure that all time during the consultant performance a nodal Officer shall be In-Charge of the service

6 6 PROFORMA OF APPLICATION FOR EMPANELMENT OF CHARTERED ACCOUNTANTS IN HIMACHAL PRADESH UNIVERSITY, SHIMLA Technical Offer Part- I Questionnaire to be filed in by the Chartered Accountant Firm 1. Name of the Firm 2. Address with phone no. & a. Permanent b. For Communication 3. Date of Registration of Firm 4. Whether Proprietary/Partnership 5. Name of the Partners 6. Registration of Firm with ICAI (Attach copy of Certification) 7. PAN of Firm (Attach copy of PAN) 8. Qualification of Partners Name of Partner(s) Basic Year of Registration Qualification Registration in Date & No. CA Foundation/CA Course as Associate Member of ICAI (1) (2) (3) (4) (5) Additional qualifications, if any 9. Experience of Firm. (Attach photocopies of documents for proof for work exceeding Rs lacs in each case during last 3 F.Y.) Name & Address of the Institutio n for which you have worked Documents in favour of experience Nature of work performed Specific Certificates regarding details work of Period of Work Remarks specifically with reference to work conducted and litigation etc. From To (1) (2) (3) (4) (5) (6)

7 7 10. Turnover of the Firm in last three Financial Years No. of Article Clerk 12. No. of Paid Assistants 13. No. of CA s & Staff that will be assigned for HPU s work. 14. Whether your firm has been Disqualified / Terminated / black listed/debarred by any of the Govt./HPU/Educational Agencies 15. A demand draft for Rs. 5,000/- being processing charges in favour of the Finance Officer, Himachal Pradesh University payable at SBI, HPU Branch, Shimla is enclosed (BD/DD No. Dated. ). We, the Partner of M/s.(Name of the Firm), hereby declare that the above mentioned facts are true and correct to the best of our knowledge, and anything found incorrect may result in the cancellation of our firm s name from the Panel of Chartered Accountants of Himachal Pradesh University. Date Place (Signature of the Applicant) Note All points must be answered.

8 8 Professional Fee Offer Part II Questionnaire to be filed in by the Chartered Accountant Firm 1. Name of the Firm 2. Address with phone no. & a. Permanent b. For Communication 3. All INCLUSIVE Professional Fees For Complete Assignment. (Excluding applicable taxes which will be reimbursed by HPU at actual) All figures to be quoted in INR and rounded-off to the nearest rupee. Payment Terms The contract fees shall be paid as per payment schedule based on the completed work duly certified by the Committee. Payment Schedule Out put Based 1. Submission & Approval of Inception report 5% of contract value 2. Fixed Asset Register with valuation 15% of contract value 3. Opening Balance Sheet as on % of contract value Input based 60 % of the contract value shall be paid in 12 bi-monthly installment based on the expert and submission of the time sheet brief progress report of the work done. Date Place (Signature of the Applicant)