HUDCO: KOHIMA REGIONAL OFFICE OLD SECRETARIAT COMPLEX KOHIMA , NAGALAND.

Transcription

1 HUDCO: KOHIMA REGIONAL OFFICE OLD SECRETARIAT COMPLEX KOHIMA , NAGALAND. NOTICE INVITING APPLICATION FROM THE ELIGIBLE CA FIRM FOR CERTIFICATION OF ACCOUNTS OF HUDCO - REGIONAL OFFICE, KOHIMA FOR THE YEAR HUDCO Kohima Regional Office invites offer from eligible Chartered Accountant firm for short listing the CA firm for certification of accounts for the following three operations of HUDCO: (i) SCOPE OF WORK: (1) Certification of monthly Trial Balance Scope of work as per ANNEXURE-I (2) HUDCO Niwas Accounts Scope of work as per ANNEXURE-II (3) HUDCO Public Deposit Schemes Scope of work as per ANNEXURE-III (ii) ELIGIBILITY CRITERIA (1) The CA firm must have at least 5 years of experience in handling of work of Public Companies. Duration/ tenure of experience (year-wise) should be clearly mentioned. (2) There should be sufficient number of partners, paid CAs and other employed staff should be clearly mentioned. (3) The CA firm should have experience in filing of TDS/service tax return in respect of public sector Company. (iii) SELECTION PROCEDURE: The selection of the firm can be done in two stages: (1) Firms may be short listed on the basis of technical bid. (2) After short listing of the firm, financial bid can be called from the short listed firm on the basis of technical bid. (iv) TENURE OF THE APPOINTMENT: The firm may be engaged for a period of one year. However, the appointment shall be renewed on yearly basis for a further period of 2 years with approval from the competent authority based on satisfactory performance.

2 (v) ESTIMATED COST OF CERTIFICATION WORK (1) For monthly Trial Balance: Payment will be on monthly fee per month, which is maximum Rs. 7500/- p.m for Trial Balance & + Rs 1000/ for KYC/PML verification. (2) For HUDCO Niwas: The payment of fee will be quarterly basis, which is maximum 3000/ per quarter all inclusive except statutory taxes & levies (cases less than 500) (3) For HUDCO Public Deposit Schemes: The payment will be on quarterly basis, which is maximum Rs. 1,500/-for cases less than 350 subject to availabilities of cases, but at present no PDS cases Kohima Office. (4) The monthly/ quarterly payment shall be 80% of the due fees and balance 20% shall be released after audit of annual accounts by statutory auditors at Corporate Office. (5) The above fees is excluding of Service Tax, however, Service Tax will be payable as per the prevailing rates over and above the fees mentioned. NOTE: 1. Prospective bidders are advised to submit their Technical Bid in the prescribed format (copy enclosed at Annexure-IV) in sealed cover superscripting Technical Bid on the envelope and the Financial Bid in the prescribed format (copy enclosed at Annexure-V) on second envelope sealed cover superscripting Financial Bid on the envelope. Both the sealed envelopes are to be put in a bigger envelope and to be submitted to The Regional Chief, HUDCO Kohima, Old Secretariat Complex, Kohima. 2. Prospective bidders are advised to include all the other expenses (i.e. Travelling expenses, Hotel expenses etc.) if any, but no extra charge will be paid for the same. 3. The last date and time for submission of Bid is 25/06/2014. The Technical Bid will be opened on 25/06/2014 at 3.30 pm and Financial Bid will be opened on same day at 4:30 hrs. 4. HUDCO reserves the right to cancel the tender/ quotations at any stage without assigning any reason. ( L. M. YANTHAN ) Regional Chief.

3 ANNEXURE-I Trial Balance The Scope of work is as under:- A. IMPREST ACCOUNT 1) Review of books of accounts and vouchers in regard to appropriateness of supporting documentary evidence and correctness of heads of accounts; 2) Certification of monthly Trial balance & Bank Reconciliation Statement accompanied by Audit Report. 3) Review of actual expenses incurred by RO vis-à-vis Budget Allocation and in case the expenditure exceeds the budget limit then deviation may be reported on monthly basis. 4) Review of Head Office accounts with reference to remittances received from Head Office and disbursements made at Regional Offices. 5) Review of reconciliation of bank accounts. 6) Authenticity of salary vouchers in regard to appropriateness of heads of accounts. 7) Reconciliation of staff advances and all other advance accounts. 8) Verification of all Income Heads, booking of TDS on income to appropriate head of accounts. 9) Certification of Half Yearly / Annual Information required by Head Office on Half yearly / Yearly basis as per guidelines made available by Head Office. 10) Certification of physical verification report vis-à-vis fixed assets as per HUDCO's Asset Register and point out discrepancies, if any. 11) Certification in respect of compliance of various circulars in regard to accounting / fixed assets issued by Head office from time to time. 12) Auditor should issue a monthly certificate, certifying that Audit observations/ remarks made in the earlier Audit Reports have been rectified/ corrected in the Books of Accounts and observations made during the course of audit for the current month have been immediately complied with and no audit observation is pending. In case of pending observation then the same may be reported till the same is rectified by RO. 13) To certify that necessary accounting entries and payments to Income Tax / Service Tax authorities have been made in time.

4 B. TAXATION 1) Appropriateness of deduction of tax at source from salary in reference to Savings & Investments, Income from House Properties submitted by employees, as well as from payments in compliance of the provisions of the Income Tax Act. Verify timely payment of TDS amount to appropriate authorities. Review the correctness of the TDS returns before these are filed with the appropriate authorities. Verify from Income Tax site that the tax payment has been properly accounted for with Income Tax authorities and the proper credit for TDS on income is available to HUDCO; 2) To advise and to assist in the preparation of Form 16 and 12BA in regard to Salaries. 3) To advise and to assist in all TDS related issues pertaining to Public Deposit Schemes. 4) Facilitation in downloading of all TDS certificates from NSDL and verifying the same. 5) To attend to all communications, notices of the Tax Authorities and to appear on all hearings before Tax Authorities. 6) Facilitation in preparation of quarterly TDS Returns and uploading of the same with the NSDL. 7) Filing of correction statement/rectification of TDS Returns already filed, if required 8) Other Tax related issues consequent to amendments in Income Tax Act. 9) Certify the statement showing the service tax paid by RO on input services, service tax collected on output services & service tax payable under reverse charge.adjustment of service tax input service as per eligibility and service tax payable on output services. Also certifying its booking under appropriate GL A/c. 10) Verify that Regional Offices are taking CENVAT credit as per Cenvat Credit Rules at the time of making monthly payments with the appropriate authorities. 11) Certification in regard to maintenance of Input Credit Register for availment of Service tax input credit in the format as per instructions issued by HO. 12) Facilitation in preparation, checking and timely e-filing of quarterly service tax return with the concerned authorities. 13) Facilitation in amendment of Service Tax Registration, if any. 14) Certification in respect of the compliance of various circulars / instructions issued by various authorities/ Head Office in regard to Service Tax / Income Tax from time to time. 15) Certify that all the provisions of Income Tax Act /Service Tax Act are complied with and bills are raised within the prescribed time as per Service Tax Act and the same are accounted for in books of accounts properly. 16) Issue of tax audit report on yearly basis along with all the annexure required by Head Office/ Tax Auditors. ; C. KYC & PML certification in respect of Project Loans Verification of compliance of KYC and PML guidelines issued by NHB from time to time in respect of applications for Project Loans received at RO and furnishing the certificate as prescribed by Principal officer / ED (IA), on monthly basis. ANNEXURE II.

5 HUDCO NIWAS ANNEXURE-II (For the purpose of payment, Bulk Loan will be treated as one case only) The scope of work is as under: 1. Review of books of accounts and vouchers in regard to appropriateness and correctness of heads of accounts. 2. Certifying Bank Reconciliation and Auditors comments on timely passing of correct entries. 3. Certifying Monthly, Quarterly, Half-yearly and Annual Statements. 4. Certifying whether necessary provisions in Hudco Niwas Loans have been made as per NHB norms. 5. Certifying whether correct entries have been passed for interest due and interest de-recognition. 6. Certifying that necessary action as per Hudco Niwas manual/circulars has been taken including filing of cases u/s 138 of the Negotiable Instrument Act, filing of civil/criminal cases etc including cases under SARFAESI Act. 7. Compliance of Service Tax Act / Income Tax Act. 8. Certification of security in case of Loan and Balloon payment cases, unused stamp papers etc. 9. Adherence of Hudco Niwas guidelines for finalization of accounts. 10. CA should verify that 1% Interest subsidy is extended to the eligible borrowers as per NHB guidelines and IOM circulated by Head Office. 11. CA should also verify that the Interest Subsidy for Housing the Urban Poor (ISHUP) guidelines alongwith Hudco Niwas guidelines and Rajiv Rinn Yojana (RRY) guidelines are followed in Loans extended by HUDCO NIWAS in its role of primary lending institution. 12. Verification of compliance of KYC and PML guidelines issued by NHB from time to time in respect of applications for HUDCO NIWAS loans received at RO and furnishing the certificate as prescribed by ED (IA) on monthly basis alongwith duly verified Counterfeit Currency Report (CCR), Cash Transaction Report (CTR) & Suspicious Transaction Report (STR) if any. 13. CA should also verify the Rectification JV/Differential Entry passed by the RO in the Hudco Niwas Accounting System, if any.

6 ANNEXURE-III HUDCO Public Deposit Schemes The terms of reference for PDS consists of specified account heads and the responsibility of the CA firm would be to certify all the accounting heads. The scope of work in addition to certification and confirmation may include the following on monthly basis: 1. Checking of account books 2. Certifying bank reconciliation on monthly basis 3. Certifying periodic statements as per the requirement of Audit/NHB. 4. Certifying all the accounting of audit requirements pertaining to individual deposit/corporate deposit/any other category of PDS. 5. Certifying outstanding under the PDS with confirmation to opening balances, deposits during the year, redemption made during the year and closing balance outstanding Scheme-wise, Period-wise and Maturity-wise. 6. Certifying the compliances under NHB made from time to time like periodical NHB return, KYC etc. CA firm should also provide a certificate regarding compliance of NHB norms prescribed under NHB Directions 2010 on monthly basis. 7. Certifying the PDS accounting heads such as interest on PDS, IABN, brokerage payable/brokerage paid, unclaimed PDS/unclaimed interest on PDS, TDS payable, PDS receipt control interest under various schemes, LA PDS/interest on LA PDS/interest accrued on LA PDS, prior period brokerage, prior period interest expenses, any other deferred expenses, stale cheques, any other accounting head added to the PDS accounting during the financial year. 8. Certifying the Cash Flow Statement on quarterly basis. 9. Certifying the interest and brokerage provision at the end of every quarter. 10. Certifying the consolidated Depositor Holder Register (as per NHB Norms) pertaining to Total Deposits outstanding under Hudco Public Deposit Scheme as on 31st March The certification of PDS related accounting needs due to decentralization of PDS Accounting entries during the financial year Examine the papers/declarations including Form No. 15H /15G submitted by the depositors with reference to Tax exemption eligibility. Verification of other Tax related issues on PDS as indicated in the Annexure-I Part-B. 13. Verification of compliance of KYC and PML guidelines issued by NHB from time to time in respect of deposits received at RO under HUDCO s PDS and furnishing the certificate as prescribed by Principal Officer / ED (IA), on monthly basis

7 ANNEXURE-IV Technical Bid Details of CA firm (01) Name of the firm : (02) Status of the firm : (03) Address of the firm : (04) Ph. No./ Fax No./ (05) Number of partners : (06) Number of paid CAs : (07) Number of other paid staffs : (08) Experience in auditing PSU : Companies (in year) (09) Details of PSUs audited : Sl. No Name of the Organisation Number of years of audit conducted Nature of audit Financial Year Date : Place : (Signature of the authorised signatory with company s seal)

8 Annexure-V Financial Bid Sl. No. Particulars of work 1 Trial Balance General Accounts 2 HUDCO Niwas Rate(rate to be Rs. per month) Other expenses (if any) Total (Amt. in Rs.) 3 Public Deposit Scheme (Signature of the authorised signatory with company s seal)

9 NO. HUDCO/DO-ITA/ACCOMM/2000/ Date: To The Editor, Sub: Request for Publishing of Advertisement. Sir, With reference to the above subject, kindly publish the advertisement noted below in your esteemed daily Newspaper on WANTED OFFICE ACCOMMODATION HUDCO requires Office accommodation on lease in Central location of Itanagar with an area of 70 sq. mt. (approx.). Interested parties may submit their single bid in 2 (two) envelop system of Technical & Financial Bids. The technical bid should indicate the location of building with building drawings, Carpet area of space, availability of water supply, electricity, car parking facilities, approach road detail, brief specification, Land allotment proof from the Competent Authority with upto date revenue payment receipt. The Financial bid should indicate the rent per sq. mt/ sq.ft area for the space to be leased. The sealed quotations of both bids should be put in one envelop and posted in the Post Box. No. 158 at Itanagar Post Office within 15 (fifteen) days from this date. The details of which are available in HUDCO s website For more information, contact phone No The bill may be submitted to the undersigned alongwith the clippings of the advertisement for payment please. Sincerely yours,

10 NO. HUDCO/KRO/Furniture(039)/2004/ 18/02/2009 Date: To M/s Sub: Procurement of Steel Almirah at HUDCO Regional Office, Kohima. Dear Sir, Housing & Urban Development Corporation Limited (HUDCO) is a fully owned Govt. of India Enterprise under the administrative control of Ministry of Housing & Urban Poverty Alleviation engaged in Housing and Infrastructure activities. SCOPE OF WORK HUDCO would like to procure 3 (three) nos. of steel almirah (2 storewel plain & 1 book case). Seal quotations in sealed envelope is invited from interested firms for supply of the same to HUDCO, Regional Office, Old Secretariat, Opp. KMC, Kohima, Nagaland. The period for receive of tender is from 19/02/2009 to 04/03/2009 during office hours on week days from 9.00 AM to 5.30 PM. It may be noted that the following general terms & conditions are applicable in regard to submission of quotations/ offer for award by HUDCO. GENERAL TERMS & CONDITIONS: (i) The items would be delivered to HUDCO Ltd., Regional Office, Old Secretariat Complex, Kohima within 15 (fifteen) days from the date of issue of work order by HUDCO. (ii) The bid may be submitted in two sealed cover envelopes separately and both the two envelopes should be finally placed in one envelope. The first envelope shall contain EMD and the second envelope shall contain the financial bid as per proforma annexed as I & II respectively failing which the bid is liable to be rejected without any further notice. (iii) The bid must accompany Earnest Money Deposit (EMD) of Rs (Rupees five hundred) only by way of Draft/Pay Order/ bankers cheque in favour of HUDCO, payable at Kohima. The bid without earnest money deposit will be considered as invalid and rejected. (iv) Upon receipt of EMD amount, the financial bid shall be opened. (v) The rates quoted should clearly specify applicable rate of VAT, Sales Tax, and Central Tax. In case this information is not indicated in the quotation, it would be presumed that the rates quoted are inclusive of all type of taxes. HUDCO however prefers if price, inclusive of all taxes is quoted. (vi) Bidder, before submitting quotations/bid, should clearly understand HUDCO s requirement and in case any information/clarification is required, he/she may visit HUDCO office during working days (Monday to Friday 9 a.m to 5:30 p.m). It may be noted that no clarifications/information, after the last date of receipt of quotation, would be entertained.

11 (vii) Quotations received late, will not be considered. HUDCO will not be responsible for any postal delay. (viii) EMD amount for unsuccessful bidders shall be refunded (without interest). (ix) During Technical/ Financial bid evaluation, HUDCO may ask additional information. (x) It is to be noted that evaluation of tender/quotation will not be based on condition. (xi) The estimate value of the tender is Rs. 24,000/- approx. (xii) HUDCO reserves the right to reject any or all bids without assigning any reason thereof. The quotation should reach latest by 3.00PM on or before 05/03/2009 in a sealed cover with super-scribing on top Quotation for Supply of Steel Almirah and be dropped in the tender box kept in the office. The bid may be addressed to : Housing & Urban Development Corporation Ltd., Regional Office, Old secretariat Complex, Kohima, Nagaland, Pin Quotation should be complete in all respects and should reach HUDCO latest by the stipulated date and time. Quotation incomplete or received later than the stipulated date and time or without EMG amount shall be summarily rejected. The quotation will be opened on 05/03/2009 at 4.00 pm at the above address. The representative of the bidder can participate in tender opening. The Corporation reserves the right to accept or reject any or all quotations without assigning any reason thereof. Thanking you, Yours faithfully, ZANGO) NO. HUDCO/KRO/Furniture(039)/2004/ 13/08/2009 (MEDOZHO Regional Chief) Date: Sub: Procurement of Copier Machine at HUDCO Regional Office, Kohima. Dear Sir, Housing & Urban Development Corporation Limited (HUDCO) is a fully owned Govt. of India Enterprise under the administrative control of Ministry of Housing & Urban Poverty Alleviation engaged in Housing and Infrastructure activities having its Regional Office at Old Secretariat Complex, Opp. KMC, Kohima, Nagaland. HUDCO would like to procure 1 (one) no. of Copier Machine (Latest Version) under buy-back Policy with old machine. Interested firms for supply of the same are invited to inspect the old machine and send the Seal quotations in sealed envelope.

12 The period for receive of tender is from 17/08/2009 to 04/09/2009 during office hours on week days from 9.00 AM to 5.30 PM. It may be noted that the following general terms & conditions are applicable in regard to submission of quotations/ offer for award by HUDCO. GENERAL TERMS & CONDITIONS: (i) (ii) (iii) (iv) (v) (vi) (vii) (viii) The items would be delivered to HUDCO Ltd., Regional Office, Old Secretariat Complex, Kohima within 15 (fifteen) days from the date of issue of work order by HUDCO. Quotation must be submitted in two sealed cover containing Technical Bid and Financial Bid. The format for Technical and Financial bid enclosed as Annexure-I & Annexure-II respectively. The two sealed envelop must be placed in one envelop with superscribe on top Offer for supply of Copier Machine. The rates quoted should clearly specify applicable rate of VAT, Sales Tax, and Central Tax. In case this information is not indicated in the quotation, it would be presumed that the rates quoted are inclusive of all type of taxes. HUDCO however prefers if price, inclusive of all taxes is quoted. Bidder, before submitting quotations/bid, should clearly understand HUDCO s requirement and in case any information/clarification is required, he/she may visit HUDCO office during working days (Monday to Friday 9 a.m to 5:30 p.m). It may be noted that no clarifications/information, after the last date of receipt of quotation, would be entertained. Quotations received late, will not be considered. HUDCO will not be responsible for any postal delay. During Technical/ Financial bid evaluation, HUDCO may ask additional information. It is to be noted that evaluation of tender/quotation will not be based on condition. HUDCO reserves the right to reject any or all bids without assigning any reason thereof. The quotation should reach latest by 3.00 PM on or before 04/08/2009 in a sealed cover with super-scribing on top Quotation for Supply of Copier Machine and be dropped in the tender box kept in the office. The bid may be addressed to : Housing & Urban Development Corporation Ltd., Regional Office, Old secretariat Complex, Kohima, Nagaland, Pin Quotation should be complete in all respects and should reach HUDCO latest by the stipulated date and time. Quotation incomplete or received later than the stipulated date and time shall be summarily rejected. The quotation will be opened on 07/09/2009 at 4.00 pm at the above address. The representative of the bidder can participate in tender opening. The Corporation reserves the right to accept or reject any or all quotations without assigning any reason thereof. Thanking you,

13 Yours faithfully, ZANGO) (MEDOZHO Regional Chief) Annexure-I Technical Bid for supply of Copier Machine. 1. Name of the Firm & its Authorised Official with address and Tel. No. 2 Address/ Tel. No. of Local Office at Kohima. 3 Expected period of delivery 4 Rates valid upto I/ We herby undertake that the above information is true and for any discrepancy we will be held responsible for that. Enclosed : Date :

14 Signature : Name of Authorised Person : Name of Firm : Seal : Annexure-II Financial Bid for supply of Copier Machine Sl. No. Items Details of Specifications with make/ Model Qnty. Rate per items Total amount quoted Other terms & conditions including Taxes, etc. 1 Copier Machine 1 Please quote in figures and also in words. Name of the Firm : Address & Telephone : Signature with Stamp & Date :

15 No. HUDCO/KRO/VEHICLE HIRE(196)/2009/ 23/06/2010 Dt. Sub:- Quotation for hiring of A/C and Non-A/C Vehicle- Regarding Sir, Housing & Urban Development Corporation Limited (HUDCO) is a fully owned Government of India Enterprise having its Regional Office at Old Secretariat Complex, Opp. KMC, Kohima, Nagaland. HUDCO wants to empanel travel agencies for the purpose of hiring A/C and Non-A/C vehicle on monthly Rent basis plus per km charge for petrol/ diesel for Indica Car, Optra, Innova, Bolero, Scorpio, Tavera, etc cars on requirements basis. General Terms and conditions: 1. Vehicle should not be more than three years old. 2. The vehicle should have a valid pollution control certificate issued by the appropriate authority from time to time. 3. The vehicle should report to the officials of HUDCO within allocation time as and when required and even on short notice. 4. The vehicle should report 15 minutes prior to the reporting time. 5. Vehicle can be used within Kohima/ outside Kohima. 6. The driver should have a valid Driving License and should be an educated one, well behaved and well conversant with the roads of Kohima/ out of Kohima. 7. The vehicle should have valid comprehensive insurance. 8. Once the vehicle taken on hire, due to any defect in vehicle/ due to any reasons, the substitute vehicle should be arranged immediately. In case HUDCO has to hire a vehicle from any other agency, the expenses of the vehicle engaged from other will have to be born by the agency. 9. During the period of hiring if any loss whatsoever occurs to the car or to the driver, HUDCO will not be liable for the same. However, during this period if HUDCO officials are affected directly or indirectly then the agency should compensate HUDCO officials fully. 10. If the AC of the car is not effective or AC does not function properly payment will be made as per rate of Non-AC cars only. The quotation should reach latest by 3.00 pm on or before 12/07/2010. For more information, contact phone No

16 It is requested to sent your sealed quotation super scribing quotation for Hiring of A/C and Non-A/C vehicle so as to reach HUDCO Office within the specified date to the below mention address Regional Chief, HUDCO; Regional office, Old Secretariat Complex Opp. KMC Office Kohima , Nagaland. Thanking you Yours faithfully, (MEDOZHO ZANGO) Regional Chief, Kohima.