ENQUIRY. Sub. Inviting sealed Quotations for appointment of Internal auditor for Maharashtra

Transcription

1 Department of IT, Ministry of Communication & Information Technology, Govt. of India International Infotech Park, Tower#7, floor#6, Vashi Railway Station Complex, Vashi, Navi Mumbai Tel. Nos. : (022) / 03 / 04 Fax No. (022) website: Ref. No: STPI/Mum/Admin/ /18 Date: To, ENQUIRY Sub. Inviting sealed Quotations for appointment of Internal auditor for Maharashtra Dear Sir /Madam, We are "Software Technology Park of India" (STPI) a Government Organization work under, Department of Information Technology under Ministry of Communication & Information Technology, Govt. of India having its registered office at 6, CGO Complex, Lodhi Road, New Delhi. STP Maharashtra invites quotation for appointments of Internal auditor for the FY STPI is the regulatory authority for software industry (100% EOU). STPI is also an A class internet service provider. Following are the revenues sources for STPI: 1 Service Charges from STP Units 2 Datacom charges from Internet users. 3 Incubation charges from customers. 4 Other Miscellaneous Scope of Internal audit is enclosed as Annexure I. Other terms and conditions is enclosed as Annexure II Work Load of Mumbai, Pune (inclusive of three sub-centers i.e. Nashik, Aurangabad & Kolhapur) & Nagpur for the F. Y is as under: Description STPI Mumbai STPI Pune STPI Nagpur Income Rs Crores Rs Crores Rs Crores Expenses Rs Crores Rs Crores Rs Crores Vouchers 4,195 Nos. 7,500 Nos 1,688 Nos. You are requested that your quote should be reach us upto at our office address: Software Technology Parks of India, Department of Information Technology, Ministry of communication and Information Technology, International Infotech Park, Tower#7, floor#6, Vashi Railway Station Complex, Vashi, Navi Mumbai Quotation received after the due date and time and not confirming to enquiry will not be considered. STPI reserves all rights of acceptance or rejection of quotations without assigning any reason. -Sd- Senior Administration Officer Software Technology Parks of India,

2 Revenue item Software Technology Parks of India Annexure - I Scope of Internal Audit Internal Auditors is to review and report the followings: 1. That invoice for various services have been raised as per the agreement and Service Initiation form. 2. That proper party wise records of Softex forms certified by the center have been maintained and that STP Service charges have been correctly charged as per the slab applicable to the customers. 3. That in case of new customers advance for three years collected for Statutory services has been booked correctly in accounts and shown as liability and not booked as income. Only charges for the year under consideration have been booked as income. 4. That invoice for project consultancy and incubation has been raised as per terms of agreement. Further advance received towards execution of project and Security deposit towards incubation service have been booked as liability and not taken to income. 5. That Interest income and other income have been properly accounted for. 6. That all reconciliation stated in reconciliation section has been carried out and reported. Expenses Internal auditor is to carried out following and report on same: 1. Review of internal check and control procedures with an objective to assess their adequacy and strengthen, in respect of a) Passing and payments of establishment bills viz salary, TA / LTC, Medical and local conveyance, staff lease and office rent. b) Payment for procurement of services and supplies like data link, telephone, printing and stationery, vehicle maintenance, office maintenance, consultancies, travel etc. c) Contractor / Suppliers bills. d) Consultancy fees bills. e) Staff advances. f) Capital Expenditure. 2. Vouching of receipts, payments and journal vouchers for proper coding/ allocation, authentication and accountal. 3. Check payroll of employee, leave record, attendance registers etc. and report deficiencies if any.

3 4. Review the application of tendering system and examine various contracts awarded for expenses, projects, purchase, obtaining data link services. Etc and confirm that these are awarded as per applicable guideline of the STPI. 5. Examine and comment on the incidence of single tender awards and comment on the reasonableness of the justification given in single tender contracts. 6. To carry out post audit immediately after completion of the project covering the following aspects: a) Time over run b) Cost over run c) Timely billing and recovery 7. Review and confirm that all the expenses are booked as per various applicable accounting standards issued by the Institute of Chartered Accountants of India. 8. Review and confirm that no item of revenue nature has been capitalized and also that no item of capital nature has been accounted for as revenue. 9. Review and confirm whether expenses subject to Fringe Benefit Tax has been correctly accounted for under the respective account code. Statutory compliances Internal Auditors is to review and report on followings: 1. Whether tax deduction at source are being made in all cases, as applicable under the Income Tax Act, 1961, at prescribed rates and that TDS deposits are being made within the prescribed time. 2. Whether Service Tax has been charged in all cases, as applicable under the Service Tax Rules, at prescribed rates and that deposits are being made within the prescribed time and whether input Service Tax has been properly accounted for and claimed. 3. Whether Value Added Tax (VAT)/ Central Sales Tax has been charged correctly, as applicable under relevant statue, at prescribed rates and that deposits are being made within the prescribed time. 4. Whether Contribution towards Provident Fund has been properly deducted and deposited within prescribed time. 5. Whether all statutory returns have been filed with respective authorities in time. If not report the deficiencies. 6. Whether estimation of income and expenses and TDS has been correctly reported to corporate office. 7. Whether proper records required under labour law has been kept and timely updated.

4 Others Software Technology Parks of India Internal auditors is to cover following other areas: 1. Review of Bank reconciliation and scrutiny of old unlinked amount and bank balances. 2. Scrutiny of books of accounts for their completion, reconciliation, correctness and adjustments. 3. Review of Fixed Assets records for proper and complete accountal, record, depreciation and verification. Further confirm that physical verification of fixed assets is being carried out as per the system laid down in this regard. Further, adjustments for excess or shortages are to be carried out in the books in the same year. This aspect needs to be checked and included in the report. It should also be checked and reported if any old provisions are still to be adjusted. Internal Auditors should comment on the adequacy of coverage, both in terms of number of items as well as value. 4. Report compliance of internal audit observations reported in earlier Internal Audit reports but outstanding for compliance. 5. Verify and comment on compliance of the same in respect of Recognition and Disclosure of Provisions, Contingent Liabilities and Contingent Assets, as per Accounting Standard AS Confirm that apart from the cases reported by them specifically in their report, there are no other cases of violation of the Delegation of Powers of STPI. 7. Check / endorse / comment on the provision, if any, lying in the project s books towards Unmoved Items of Capital-Work-In-Progress (CWIP) especially from the point of view whether such provision is needed to be retained or written back. 8. Examine and report on whether balances in the Contractor Accounts in the General Ledger have been duly reconciled. 9. Review the Work-in-Progress (WIP) and point out old cases where there is no movement in the account and work has been stopped / abandoned for over a year. 10. Review of fee outstanding, retention money, amount recoverable, security deposits (Receivable & Payable) 11. Various Manuals lay down the systems and procedures to be followed in specific areas. Internal Auditors are advised to verify compliance with such systems and report thereon.

5 Reconciliation and Other Details Internal Auditors is to review and to give following reconciliation statement, complete the formats and other information in their audit report. 1. Review and Reconciliation of the fixed assets gone beyond repair and needs to be written off and report the same ii) Fixed assets arranged from other STPI Centers under Stock transfer but no financial entry made in the Books of Accounts and iii) Fixed assets sent to other STPI Centers but no financial entry made in the Books of Accounts and report the same 2. Review and Reconciliation of STP Service charges and report on same 3. Review and Reconciliation of Soft link Income and report on same. 4. Review and Reconciliation of Soft point Income and report on same 5. Review and Reconciliation of Incubation Income and report on same 6. Review and Reconciliation of Project & Consultancy Income as per agreement and report deficiencies. 7. Review and Reconciliation of Interest earned on FDR and report on same 8. Review and Reconciliation of Data Link Charges and report on same 9. Physical verification of Cash and Softex form. 10. Verification of Bank reconciliation and report on same. 11. Verifying Balance sheet and Profit and Loss Account giving details of Ageing analysis of Sundry Debtors. Details of Provision for Doubtful Debtors/ Advances, Ageing analysis of Sundry Creditors, Details of Outstanding liabilities and their subsequent payments, Details of statutory liabilities and their subsequent payment along with copy of challans. Auditors should obtain the details and verify the same and report in the format stated above. 12. Review and reconciliation of TDS deducted by parties on payment to STPI and report on same.

6 Pre-qualifications Criteria: Software Technology Parks of India Annexure - II Other terms and conditions 1. The firm should have more than 5 years of experience in the field of accounting and auditing. 2. The firm should have the sufficient staff and infrastructure to carry out the audit in different centers of STPI Maharashtra. Procedure for submission of the proposal 1. Auditor s information: Auditor has to explain about its agency, client list, work performance etc as per Annexure A. Please attach the CV of all the partners of the firm. 2. Commercial Details: the pries should be provided strictly as per the format and given at Annexure - B. 3. Validity of Quotes: Prices should be valid for a period of 90 days from the last date of submission of quotes. 4. Sealed under Two-Bid system: All the quotes / Tender should be addressed to Senior Admin Officer, Software Technology Parks of India, Department of Information Technology, Ministry of communication and Information Technology, International Infotech Park, Tower#7, floor#6, Vashi Railway Station Complex, Vashi, Navi Mumbai Tender is invited in two parts i.e., Envelope (1): TECHNICAL BID containing Auditor s Information: A brief introduction of the firm, Client list Work performance etc as per Annexure-A Other Relevant documents. Envelope (2): FINANCIAL BID containing: Annexure-B: prices should be strictly as per the format given. Terms of Payment: 1. 40% payment will be released on submission of 1 st half yearly report % payment will be released on submission of 2 nd half yearly report % payment will be release on finalization of annual accounts by STPI HQ.

7 Annexure A (On Letter Head) AUDITOR S INFORMATION 1) Full Name & Address with. Registration No.... 2) Contact Number : 3) Fax Number:. 4) Mobile Number: 5) id:. 6) Experience 7) Service Tax Regn. No. 8) Client List.. (Attach details of Govt. & Semi Govt. clients) 9) Additional Information:. Place : Date : (Authorized Signatory) With seal

8 Annexure B (On Letter Head) Commercial bid for internal Audit for STPI Maharashtra Particular STPI Maharashtra Total cost including taxes and all other charges for e.g. Lodging, boarding & Travelling / conveyance (in Rs. ) Place : Date : (Authorized Signatory) With seal

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