BID DOCUMENT for Engagement of Chartered Accountant at Distt. Rural Development Agency Bilaspur(HP) for conducting Audit of Various Schemes

Transcription

1 BID DOCUMENT for Engagement of Chartered Accountant at Distt. Rural Development Agency Bilaspur(HP) for conducting Audit of Various Schemes 1 Last date and time for issue of bid document up to Hrs. on Last date and time for submission of bids up to 11.00Hrs on Date and time of opening of bids Hrs on Place of opening of bids: Chamber of ADM-cum- Project Director DRDA, Bilaspur. (Tender document is to be submitted duly signed on each page and official seal stamped) Address for submission of bids : O/o Deputy Director-cum-Project Officer, DRDA, Bilaspur TABLE OF CONTENTS S. No. Description Page No. 1 Notice inviting Bids 2 2 Background 3 3 Scope of work Specific Guidelines to conduct the Audit of Various Schemes Qualification Criteria 7 6 Procedure for bid submission Instructions to the Bidders General Terms and Conditions Format for details of the Firm/Bidder Covering Letter Annexure-I Declaration Annexure-II Technical Bid Annexure-III Financial Bid Terms and conditions of the contract

2 2 DISTT RURAL DEVELOPMENT AGENCY (DRDA) BILASPUR, HIMACHAL PRADESH NOTICE INVITING BIDS The Deputy Commissioner cum- Chief Executive Officer DRDA, Bilaspur invites sealed bids on prescribed form for engagement of Chartered Accountant (CA) for conducting the Audit of various schemes for the financial year & at DRDA, Bilaspur. The bid document may be procured from the o/o Deputy Directorcum-Project Officer, DRDA, Bilaspur on any working day. Detailed Terms & conditions are given in the bid document. Various schemes for which audit is to be conducted are as under: 1)MGNREGA 2)IWMP &DPAP/HARIYALI 3)NRLM 4)IAY/RAY 5)MSBY 6)DRDA Admn 7)SBM(G) The period of engagement of CAs will be for 2 years ie & The assignment for the second year will be renewed only upon satisfactory performance in the first year. Availability of Bid Document and mode of submission : The bid document may be obtained from the office of Deputy Director - cum-project Officer, DRDA, Bilaspur on any working day from AM to 5.00 PM till the date given in the bid document on cash payment of Rs. 300/-(Rs. Three hundred) only which shall be non refundable. The tender document may also be downloaded from our website ( and in such case Bank draft for Rs. 300/- on account of cost of bid document payable in favour of Deputy Director-cum-Project Officer, DRDA, Bilaspur, shall be submitted along with the bid. The bidders are also required to submit Bid Security (EMD) of Rs. 10,000/-(Ten Thousand) only in the shape of Account Payee Bank Draft or Fixed Deposit Receipt duly pledged in favour of Deputy Commissioner-cum-CEO, DRDA, Bilaspur along with technical bid. The bids shall be submitted in two separate covers:- i) First cover shall contain Technical Bid wherein bidder shall submit attested copies of all Technical Documents/Eligibility information. ii) Second cover shall contain Financial Bid where bidder will quote his rate /offer for services. Key Events & Dates Last date and time for issue of bid document upto Hrs. on Last date and time for submission of bids upto 11.00Hrs on Date and time of opening of bids Hrs on Place of opening of bids: Chamber of ADM-cum- Project Director DRDA, Bilaspur. The rates quoted should be inclusive of all taxes. The Deputy Commissioner-cum- CEO, DRDA, Bilaspur reserves the right to accept or reject any or all the bids without assigning any reasons. Bids received after due date and time will be summarily rejected. Deputy Commissioner- -cum-chief Executive Officer Distt. Rural Dev. Agency Distt. Bilaspur HP.

3 3 Background The District Rural Development Agency (DRDA) Bilaspur is the nodal agency which oversee the overall implementation of different programmes of the Ministry of Rural Development, programmes of other Ministries of GOI or those of the State governments, in the district being implemented by the Panchayati Raj and other Institutions. None of the anti-poverty and developmental programmes can have impact unless they are implemented with a clarity of purpose and a commitment to the task. It is here that the DRDA play a critical role. The DRDAs is not the implementing agency itself, but is a supporting and a facilitating organization that plays the role as a catalyst in development process through overseeing the implementation of different programmes and ensuring that necessary linkages are provided. The District Rural Development Agency as a specialized and a professional agency is managing the anti-poverty programms of the Rural Development and coordinating effectively with various other agencies i.e. line departments, the Panchayati Raj Institutions, the banks and other financial institutions, the NGOs as well as the technical institutions, with a view to gather the support and resources required for poverty reduction effort with the objective to secure inter-sectoral and interdepartmental coordination and cooperation for reducing poverty in the district. DRDA watch over the implementation of RD Programme to ensure effective utilization of the funds intended for antipoverty programmes. The DRDA monitor closely the implementation through obtaining of periodic reports as well as frequent field visits to over-see whether the intended beneficiaries are receiving the benefits earmarked for certain target groups (BPL,SC/ST, women and disabled) under the different programmes. DRDA keep the Zila Parishad, the State and the Central Government duly informed of the progress of the implementation of the programmes through periodic reports in the prescribed formats. Keeping in view, the substantial investment that are being made in poverty alleviation programmes, the DRDA has to ensure financial discipline in respect of the funds received by the various executing agencies, whether from Central or State Governments. It has also to be ensured that accounts are properly maintained including in respect of the funds allocated to banks or implementing agencies in accordance with the guidelines of different programmes. To achieve the above objectives and in order to improve the accounting of funds under various schemes and to ensure transparency and accountability of implementing agencies, accounts at the district level are required to be audited/certified by CA/ CA firms annually. On the basis of certified accounts, requisite utilization certificates are prepared,which are further submitted to the State Govt. along with proposal for claiming instalments under various schemes.

4 4 Scope of Work The Chartered Accountant Firm would be required to undertake the Audit of Accounts of following Schemes for the financial year & )MGNREGA 2)IWMP &DPAP/HARIYALI 3)NRLM 4)IAY/RAY 5)MSBY 6)DRDA Admn 7)SBM(G) No. of Blocks 4 No. of Gram Panchayats 151 No. of Line Deptts. 17(Apprx.) FINANCIAL AUDIT OF MGNREGA ACCOUNTS Pursuant to the provisions of Section 24(1) of MGNREGA and in order to improve the accounting of MGNREGA funds and to ensure transparency and accountability of GPs, MGNREGA accounts at the district level are audited/certified by CA/ CA firms annually, who shall check the receipts and payment statements of the GPs. Scope of certification i) With regard to MGNREGA, the CAs will examine and certify whether the following books of accounts/documents maintained by the GP in the form and manner specified by the State Govt. in accordance with the provisions of Section 24(2) of MGNREG Act are in agreement with supporting Muster rolls, vouchers and bills: a. Cash book b. Receipt and Payment Statement c. Bank & Post office reconciliation statements d. Utilization certificate(s) issued if any ii) In addition to these, the CA will examine the following registers prescribed for MGNREGA a. Cash book b. Receipt and Payment Statement c. Muster roll receipt Register d. Job Card Issue Register e. Employment Register f. Works Register g. Asset Register h.monthly Allotment and Utilization Watch Register The examination and certification of accounts will be based on original vouchers/challans/bills. CA will i) Comment on the quality of accounts and financial statements. ii) Identify and list gaps/ deficiencies and weak areas in systems and controls and make recommendations for improving these. iii) Comment on the wage- material ratio on works taken up by the GP. iv) Certify whether MGNREGA funds have been deployed only on admissible activities/works or otherwise. v) Comment on the matters as listed in Annexure -29 of MGNREGA operational guidelines 2013 which may have a significant impact on implementation of MGNREGA. Visit to GP by CAs CAs will visit the GP headquarter for the certification of accounts. To facilitate the visits, the CA would give an advance tour programme to the District Programme Coordinator (DPC) before commencing the certification process indicating the proposed dates of visit. All necessary documents shall be provided to the CA firms for the certification and concerned GP officials shall associate the CA when he/she visits the GP. Compilation and Reporting of the certified Accounts (i) The CA will submit to the PO, a report for each GP visited, enclosing a certificate in the format (Annexure -30) of MGNREGA operational guidelines 2013, within 15 days of completion of certification of accounts of the GP. The report should contain the records verified; discrepancies noticed if any, adequacy of documentation and findings on the items listed in the check list. (ii) In addition, a consolidated summary for all GPs taken up for certification and assigned to the CA within a district will be submitted to the DPC within 15 days of

5 5 (iii) (iv) (v) completion of certification for all such GPs. In the consolidated summary the CA firm will indicate the GPs visited including the dates of the visit. In this report, issues which require immediate attention of the DPC should be highlighted. In addition adverse observations and suggestion for improvement will also be indicated in the report. During the course of certification, if the CA notices any defalcation or misappropriation of funds, it shall be immediately brought to the notice of the DPC who would proceed to take necessary action. While auditing the MGNREGA funds at the district level, the auditor will take into account the certification and observation of the CAs made on GP accounts. CAs will have to submit the certified accounts of GP s/line deptts/blocks/drda before 31 st August 2016 Accounts of remaining schemes shall also be audited by the Chartered Accountant before 31 st August 2016 in accordance with the General guidelines of the schemes and submit the audited statement of accounts (ASA s)to the DRDA. Period of Engagement : The period of engagement of CAs will be for 2 years ie & The assignment for the second year will be renewed only upon satisfactory performance in the first year. Specific Guidelines to conduct the Audit of Various Schemes. The Chartered Accountant is required to follow the following guidelines while conducting the audit of final accounts of various Schemes of DRDA Bilaspur:- 1 The Chartered Accountant is required to follow the guidelines of each scheme as issued by the Govt. of India from time to time while conducting the audit of all such schemes. 2 The Audit work shall be commenced immediately after issue of the award letter and shall be completed by the fixed timeline, failing which the work allotted shall be cancelled and EMD & Performance Security deposited will be forfeited. 3 Expenditure shown in the Income and Expenditure account would be based on actual utilization submitted by all implementing agencies i.e. DRDA/Dev. Block/Gram Panchayat/line departments concerned. 4 The Income and Expenditure shown in the Income and Expenditure Account Statement should not be lesser than that the data uploaded in the MGNREGA MIS by the concerned Gram Panchayat/Block/DRDA under the concerned heads of account. 5 CA will ensure that closing balance includes unutilized grants outstanding with all the Implementing Agencies and opening and closing balances as drawn up in the accounts of each GP/Block should be tallied with the MIS uploaded by them 6 CA shall ensure that observations of the audit report of the last year have been complied with by all the BDOs & compliance has been sent to the DRDA/State Government

6 6 7 In case any additional information is required by the Govt. of India/State relating to the Audited Statement of Accounts(ASAs) of the scheme, the same will have to be attended to by the concerned CA within the agreed rates. 8 If a Chartered Accountant willfully or without any reasonable cause:- (i) Fails to comply the any provision of the Act or the Rules applicable to an auditor/ Chartered Accountant or (ii) Disobeys any directions or guidelines issued by the DRDA. (iii) Conceals any material fact or gives false statement or certificate-omit any material fact from the record. (iv) Mis-appropriates any money or property of the department. (v) Is found responsible for any misconduct, indiscipline causing any harm to the smooth functioning of the department. (vi) (vii) Indulge in mal-practices or is found guilty of corrupt practices. Present the audited statement of accounts(asa s),which are not up to the standard, incorrect, deviates from factual ground realities and misrepresent the facts etc. such C.A. can be debarred from such audit and report against him will be sent to the Institute of Chartered Accountants of India, New Delhi for initiating action under the rules and shall also be liable to be prosecuted as per the provisions of law. 9 The Chartered Accountant will be responsible for inviting attention of any material departure from the generally accepted procedure for maintenance of accounts 10 The chartered Accountant shall conduct audit at the Distt. Headquarter of DRDA / Block headquarter and GP/line deptt HQ and no TA/DA shall be paid to him in this behalf. All the expenditure will have to bear by the Chartered Accountant himself. 11 The agreed amount of audit fee shall be released only after submission of C.A. Audit Report along with Final Accounts and its acceptance by the competent authority. 12. The Chartered Accountants Firm shall have to sign an agreement with the Deputy Director-cum-Project Officer, DRDA regarding fulfillment of assignments as per terms & condition specified in the bid document. 13. The Chartered Accountant should have his registered office in Himachal Pradesh and required infrastructure i.e. trained staff, office etc. for undertaking the job. 14. A Chartered Accountant, who is also part of firm, would be eligible for appointment as Auditor either in his individual capacity or as part of the firm but not in both capacities. Thus, either he or the firm would qualify for appointment as Accountant/ Auditor. 15. Rates must be quoted at DRDA level/ Block level/ GP level & line department level. Read & Accepted Signature of the Bidder

7 7 Qualification Criteria This Invitation to Bid is open to all entities meeting or exceeding all of the following minimum Qualification criteria. Any Bidder not meeting any one of the qualification criteria as mentioned below shall be summarily rejected. The Bidder must possess the requisite experience, strength and technical capabilities in providing the services necessary to meet the requirements as described in the Bid Document. The Bidder must also possess the administrative, technical know-how and the financial resoures that would be required to successfully undertake the work/job within the stipulated time period. The Bids must be complete in all respect and should cover the entire Scope of Work as stipulated in the bid document. The following criteria are prescribed as qualification criteria for Bidder interested in undertaking the work/job. S. Qualification Criteria Documents required to be No. submitted by the bidder 1 The Bidder should have been registered Certificate of Membership and with the Institute of Chartered Certificate of Practice issued by Accountants of India and should be a Institute of Chartered practicing C.A. firm, having minimum 3 Accountants of India years post qualification experience. 2 The Bidder should have valid Service Tax Registration in India as per prevailing law, if applicable. Copy of service tax registration certificate 3 Bidder should have PAN, TAN and latest income tax return certificate for previous year. 4 The firm must have at least three years experience in conducting the Audit of various Govt. Org./ Educational Institutes/ Govt. Autonomous Bodies/Public Sector undertakings/pvt firms. Details of previous experience of services provided by the bider to similar institutions in the last three financial years i.e to (Preference shall be given to the Govt /Public/Autonomous org) Copy of latest income tax return certificate, copies of permanent account no. ( PAN) Tax deduction &collection account no. (TAN), Copies of letters of award/agreement of the firms (at least one from each financial year) to whom similar services have been provided, along with complete contact details. aaared The self attested copies of the above documents are required to be submitted along with technical bid. However biders are also required to produce original documents at the time of bids opening if required for verification of photo copies. Any Bid failing to meet the above stated Qualification criteria shall be summarily rejected and will not be considered for Financial Evaluation.

8 8 Procedure for bid submission Procurement of Bid Document The bid document may be obtained from the office of Deputy Director -cum-project Officer, DRDA, Bilaspur on any working day from AM to 5.00 PM till the date given in the bid document on cash payment of Rs. 300/- (Rs. Three Hundred) only which shall be non refundable. The tender document may also be downloaded from our website ( and in such case Bank draft for Rs. 300/- on account of cost of bid document payable in favour of Deputy Director-cum-Project Officer, DRDA, Bilaspur, shall be submitted along with the bid. The Bids shall be submitted in the Tender Box kept at the place of Bid submission. Address for Bid Submission & Correspondence o/ o Deputy Director -cum-project Officer, DRDA, Bilaspur Tel: po.drdablp@gmail.com Key Events & Dates Last date and time for issue of bid document upto Hrs. on Last date and time for submission of bids upto 11.00Hrs on Date and time of opening of bids Hrs on Place of opening of bids: Chamber of ADM -cum-project Director DRDA, Bilaspur. The rates quoted should be inclusive of all taxes. The Deputy Commissioner-cum- CEO, DRDA, Bilaspur reserves the right to accept or reject any or all the bids without assigning any reasons. Bids received after due date and time will be summarily rejected. Bid Security (Earnest Money Deposit) The bidders are also required to submit Bid Security (EMD) of Rs. 10,000/-(Ten thousand) only in the shape of Account Payee Bank Draft or Fixed Deposit Receipt duly pledged in favour of Deputy Commissioner-cum-CEO, DRDA, Bilaspur along with technical bid.emd in any other form will not be entertained. The EMD of all unsuccessful Bidders would be refunded. Bid without adequate Bid security/emd shall be rejected without providing any opportunity to the Bidder concerned. Submission of Bids Bids should be submitted in two separate sealed covers: - a) 1 st super-scribed as Technical bid. b) Second super-scribed as Financial bid. These sealed covers shall be put in a larger envelope sealed and super-scribed as Bids for Appointment as Chartered Accountant. The bids should be submitted/dropped in the Tender box kept at the office of Deputy Director -cum-project Officer, DRDA,Bilaspur upto the fixed date and time. Bids may also be submitted through Post/courier/by hand. No separate acknowledgement will be made. DRDA will not be responsible for any delay or misplace in postal receipt.

9 9 The main Envelope shall contain: a) Forwarding letter by the bidder c) cost of tender,if downloaded from the website of DRDA d) Technical Bid e) Financial Bid Technical bid (Annexure-II) shall consist of all qualification details along with commercial terms and conditions as shown at Sr. No. (a to k) below: a. Detail of the firm in the enclosed format b. Certificate of Membership and Certificate of Practice issued by Institute of Chartered Accountants of India. c. Copy of service tax registration certificate d. Copy of Income tax return for the last year. e. Copy of PAN Number. f. Copy of TAN Number. g. Letter of authorization, in case representative is sent to participate in the tender opening process h. Declaration in original as Annexure-I i. Copies of letters of award/agreement of the firms (atleast one from each financial year) to whom similar services have been provided, along with complete contact details.red j k Bid document duly signed by bidder on each page. Security deposit (EMD) Rs.10,000/- in shape of Account payee bank draft or FDR. Financial bid (Annexure-III) shall contain scheme/project-wise rates as quoted by the bidder. The bids shall be opened in the presence of bidder (s) or their authorized representatives, if present at the time of opening of bids. Technical bid would be Opened on 18/05/2016 at AM at the first instance and evaluated by TOC & at the second stage financial bids only of the technically acceptable offers, shall be opened thereafter for further evaluation and ranking before awarding the contract. Any quotation with incomplete information, which do not meet the required criteria, or received after the closing date, will be rejected straightway. Instructions to the Bidders 1. The bid document may be obtained from the office of Deputy Director -cum- Project Officer, DRDA, Bilaspur on any working day from AM to 5.00 PM till the date given in the bid document on cash payment of Rs. 300/-(Rs. Three hundred) only which shall be non refundable. The tender document may also be downloaded from our website ( and in such case Bank draft for Rs. 300/- on account of cost of bid document payable in favour of Deputy Director-cum-Project Officer, DRDA, Bilaspur, shall be submitted along with the bid. 2. The bidder will have to submit their Technical Bid and Financial Bid in two separate covers as specified in the bid document.

10 10 3. In the event of quotations being submitted by a firm, it must be signed separately by each member thereof, in the event of the absence of any partner, it must be signed on his behalf by a person holding a Power of Attorney authorizing him to do so or in the case of a company the quotations should be executed in the manner laid down in the said Company s Article of Association. The signatures on the quotations should be deemed to be authorized signatures. 4. No bid will be considered unless and until all the documents including bid document are properly signed. The bid document duly signed on each page shall be submitted along with the Technical Bid, failing which the Technical Bid shall not be considered. 5. Bids must be received by the DRDA on the date, time and address specified in the bid document. 6. Any bids received after the deadline for submission of bids prescribed by the DRDA shall be rejected without any further correspondence to the bidder. 7. The bids should be submitted separately in two covers. The first cover marked as Technical bid will contain documents establishing bidders eligibility, Earnest money along with bid document intact without detaching any page or pages, duly filled and signed on each page of bid document. Only Financial bid (Annexure-III) is required to be cut from the original document and put in Financial bid cover,. The second cover marked as Financial bid shall contain Annexure-III in which bidder shall quote his rates for. 8. First of all Technical Bid will be opened by the TOC. If any of the requisite documents is not submitted or found invalid by TOC, the bidder shall be disqualified and his Financial Bid shall not be opened. 9. The bidder should indicate in which capacity, the bid offer is signed and full name and address should be indicated in Block letters. Any particulars / information should be on the firm s letter head only. The bidder may be required to produce documentary evidence in token of their ownership or partnership or authority to sign on behalf of registered firm. 10. The rates should be quoted in the Annexure-III in figures and words without any overwriting, corrections, errors, omission etc. If there is a discrepancy in the rates between figure & words, the rate quoted in words will be taken as correct for the purpose of evaluation. 11. The bid document is not exchangeable to any other party. 12. The Declaration (Annexure-I) enclosed herewith should be signed and stamped by the bidder and should be enclosed with the bid offer. 13. In future correspondence, Notice inviting bids Number and date may be quoted failing which correspondence will be ignored. 14. The representative of the bidder should produce a letter of authority for attending bid process. Read and accepted Signature of the Bidder

11 11 GENERAL TERMS AND CONDITIONS:- 1. Financial Bid will be opened only of the Bidders who will be qualified in the Technical Bid. 2. The rates quoted should be inclusive of all taxes.the bid shall be valid for a period of 120 days from the date of submission of Bids. A proposal valid for a shorter period may be rejected as non-responsive. On completion of the validity period, unless the Bidder withdraws his proposal in writing, it will be deemed to be valid until such time that the Bidder formally (in writing) withdraws his proposal. 3. No revision of rates or escalation of price due to any reason(s) will be accepted after bids are opened. 4. In the event of bid being accepted, the quotations will be converted into a contract which will be governed by the terms and conditions given in agreement annexed with the bid document. The bidder is required to sign the agreement. 5. The rates quoted by the bidder should be firm & valid up to Contract period. Prices quoted shall not be subject to any upward revision on any account whatsoever throughout the period of Agreement for the scope of the Agreement. 6. The decision of acceptance of the bid will lie with the DC-cum-CEO DRDA Bilaspur, who does not bind herself to accept the lowest quotation and reserves the right to accept or reject any or all the tenders in part or all without assigning any reasons. 7. Conditional tender such as increase in wage rates, taxes or duties etc. will be charged extra, will stand disqualified and will not be accepted. 8. Bid security (EMD) of Rs. 10,000/-(Ten thousand) only in the shape of Accounts Payees Bank Draft or Fixed Deposit Receipt duly pledged in favour DCcum- CEO DRDA Bilaspur should be furnished along with technical bid. The bid security of unsuccessful bidder (s) shall be refunded to them at the earliest after the expiry of final validity period of the bid as stipulated in the bid document and the bid security of successful bidders shall remain in the custody of the DRDA till the completion of contract. 9. The successful bidder on award of the contract irrespective of his registration status shall have to deposit Performance security amounting to Rs 10,000/- (Ten Thousand only) in the form of an Account Payee Demand Draft or Fixed Deposit Receipt duly pledged in favour of DC-cum CEO DRDA Bilaspur. Performance security shall remain in the custody the DRDA for a period of Two months after completion of the contract to the best satisfaction of the Agency. 10. The period of engagement of CA will be for 2 years i.e & The assignment for the second year will be renewed only upon satisfactory performance in the first year. 11. The bidder shall not sublet /assign to other firm, in whole or in part, their obligation to perform under the Agreement If the firm fails to complete the assignment within the specified time, the EMD & Performance security shall be forfeited. 12. Any attempt of negotiations direct or indirect on the part of the bidder with the authority to whom he has submitted his bid offer or the authority which is competent to finally accept it, after he has submitted his bid offer or any endeavor to secure any interest for an actual or prospective bidder will render the bids liable for exclusion from consideration.

12 Submission of bid in response to this bid notice along with acceptance thereof by the Agency will form VALID CONTRACT and the conditions mentioned in the bid document will be binding on the accepted bid. 14. The Earnest Money deposited by the bidder(s) shall be forfeited in the following events, namely:- a) a modification or withdrawal of bids after the deadline for submission of bids and during the validity period. b) refusal by the bidder(s) to accept an arithmetical error or otherwise appearing on the face of bids; c) failure on the part of the successful bidder to sign the contract in accordance with the terms and conditions stipulated in the bid document. d) failure on the part of the successful bidder to provide performance security for the execution of the contract. e) Failure on the part of the successful bidder to execute the contract as per terms and conditions stipulated in the bid documents. 15. The Performance security is liable to be Forfeited, if the bidder fails to provide services as per requirement of the DRDA as per agreed terms and conditions within stipulated time. Performance Security shall remain valid for a period of sixty days from the date of completion of contract to the best of satisfaction of Department. Failure of successful bidder to submit performance security deposit shall constitute sufficient ground for the annulment of the award and forfeiture of EMD, in which event DRDA may make award to any other bidder at its own discretion or call for new bids 16. In case bids are not marked as technical bid and financial bid and submitted separately as required, the bids shall be rejected. 17.The payment for services shall be made after satisfactory completion of the assignment duly verified by the concerned PIA i.ec Block, GP, line deptt. The following documents are required for making the payment:- a) Bill/ invoice. b) Verification Certificate by the concerned PIA of the services rendered by the CA Firm. c) No interest on any deferred/ delayed payments arising out of this contract shall be payable in any case whatsoever. The fee payable shall be paid on production of appropriate bills raised in the name of Deputy Director-cum-Project Officer DRDA. Fee quoted should be inclusive of all taxes etc. No other payment shall be admissible except quoted amount. 18.All the expenses towards completing of the contract, including cost of Stamp Paper or any other expenditure incurred in the process of bid submission till final compliance shall be borne by the bidder. 19.The firm will have to ensure that all audit are conducted in accordance with Standard Auditing Practices. 20.Bidders are advised to satisfy themselves about the quantum of work before submitting their Bids; no extra charges consequent on any misunderstanding or otherwise shall be allowed. 21.Notice Inviting bids,instructions to the tenderers, specific and general terms & Conditions will form part of the contract document including additional

13 13 terms/additional conditions and other related papers, if any, forming the part of Bid as issued at the time of invitation of bids and acceptance thereof together with any correspondence leading thereto of the contract document. 22.The CA shall be responsible for the faithful compliance of the provisions of the work order. Any breach or failure to perform the same may result in termination of the service contract as well as other legal recourse. 23.Any misconduct/misbehavior on the part of manpower deployed by the agency will not be tolerated and such person will have to be replaced immediately upon instructions from the Institute. 24.The contract can be terminated at any point of time if the services of the CA Firm are not found satisfactory, by giving 30 days notice. In such an event, the work shall be got done from another agency at the risk & cost of the defaulting Firm 25.Contract shall be awarded to the lowest bidder; provided that where the lowest bidder is not in a position to complete the whole assignment, the remaining work may be ordered to the next higher bidder at the rates offered by the lowest bidder on the same terms and conditions.normally, there would be no post tender negotiations. If at all negotiations are warranted, it would be only under exceptional circumstances ie.a where the price quoted by the lowest tenderer is highly excessive as compared to prevalent price justification and DPC shall reserve the right to negotiate with the Bidder whose Bid has been ranked L1 by the committee.. 26.The C.A.firm shall hold DRDA s interest paramount, without any consideration for future work and strictly avoid conflict with other assignment or its own corporate interest. 27.As the job to be completed within the mandatory period, failing which there is a provision of penalty, so it is the responsibility of C.A. firm to complete the job assigned to them within stipulated time limit failing which appropriate action will be taken against bidder which may include the imposition of financial liability. 28.All disputes shall be settled within the jurisdiction of High Court of HP. Read and accepted Signature of the Bidder

14 14 Details of the Firm/Bidder 1 Name of the firm 2 Address of the firm. i) Address of the Head Office ii) Address of the branch office( if Any) 3 Status of the firm Partnership, Sole Proprietorship /company (Public Ltd/Pvt.Ltd) 4 Firm Registration Number (FRN) with ICAI 5 Details of Incorporation of the firm/company 6 Details of Commencement of Business 7 Valid Service tax registration no. 8 Permanent Account Number (PAN) 9 Name & Designation of the contact person to whom all references shall be made regarding this Bid 10 Telephone No. (with STD Code) Total employees strength available for the work. 11 of the contact person: 12 Fax No. (with STD Code) 13 Website UNDERTAKING: I/We the sole proprietor/partners of M/s Chartered Accountants do hereby jointly and severely verify and declare:- a. that the particulars given are complete and correct and that if any of the statements made or the information so furnished is later found not correct or false or there had been suppression of material information, the firm would not only stand disqualified from the allotment, but would be liable for disciplinary action under the Chartered Accountants Act, 1949 and the regulations framed thereunder; b. that the firm proprietor or partners have not been debarred or cautioned by ICAI during the last three years ( if cautioned give details); c. that the Chartered Accountant or firm have not been individually or severely disqualified under sections of the companies Act to accept appointment as Chartered Accountant / Auditors. d. that there is no adverse remarks/ disciplinary proceedings pending/ initated against the Chartered Accountant or firm or any partner of the firm by institute of Chartered Accountant/Auditors. e. that Chartered Accountant or the firm have not been declared as a willful defaulter by any bank/ financial institution. Place: - Date:- Signature of the Proprietor/ authorized Signatory: Name & Designation with rubber seal : etails of the Bidder (Company)

15 15 COVERING LETTER: (Format of letter for applying for Engagement of Chartered Accountant at DRDA, Bilaspur) To The Deputy Commissioner -cum-chief Executive Officer DRDA, Bilaspur (HP) Sub: Engagement of Chartered Accountant for audit of various schemes at DRDA, Bilaspur (HP). Madam, 1. This is with reference to your Bid Inviting Notice dated.. I have examined the bid document and understood its contents. I hereby submit my Bid for Engagement of Chartered Accountant for audit of various schemes at DRDA, Bilaspur (HP) 2. The Bid is unconditional for the said Tender. 3. we certify that all information provided in the bid and in Annexures is true and correct; nothing has been misrepresented and omitted which renders such information misleading; and all documents accompanying the Bid are true copies of their respective originals. 4. We shall make available to the DRDA any additional information it may find necessary or require to supplement or authenticate any information/document provided by us. 5. We acknowledge the right of the DRDA to reject our Bid without assigning any reason or otherwise and hereby relinquish, to the fullest extent permitted by applicable law, our right to challenge the same on any account whatsoever. 6. It is declared that: (a) We have examined the bid document and have no reservations to the bid document. (b) We have not directly or indirectly or through an agent engaged or indulged in any corrupt practice, fraudulent practice, coercive practice, undesirable practice or restrictive practice in respect of any Bid or request for proposal issued by or any Agreement entered into with the DRDA or any other public sector enterprise or any government, Central or State. 7. It is understood that the DRDA may cancel the Bidding Process at any time without incurring any liability to itself and that you are neither bound to invite the applicants to Bid for the services nor to accept any B i d that you may receive. 8. It is understood that the Institute can use any evaluation scheme/evaluation metrics/weightage or take the help of any consultant, as would be required in selecting the successful CA firm and we agree to abide by it. 9. It is certified that we have not been indicted or convicted by a Court of Law or n o adverse orders have been passed a g a i n s t u s by a regulatory authority which could cast a doubt on our ability to undertake the services. 10. It is further certified that no investigation by any regulatory agency is pending against us.

16 It is hereby affirmed that we are in compliance of/ shall comply with the statutory requirements of the DRDA, as applicable. 12. We hereby irrevocably r e l i n q u i s h any right or remedy which we may have at any stage at law or howsoever otherwise arising to challenge or question any decision taken by the DRDA in connection with the selection of Bidders, or in connection with the selection/bidding Process itself, in respect of the above mentioned services and the terms and implementation thereof. 13. We agree to undertake to abide by all the terms and conditions of the bid document 14. We agree to undertake to be liable for all the obligations of the bidder under the Agreement. In witness thereof, we submit this application under and in accordance with the terms of the bid document. Place:-. Date :.. Yours faithfully Signature with Official Seal Name and Address of the bidder /Authorized Signatory.

17 17 Annexure-I D E C L A R A T I O N I / we hereby declare that I / we have carefully gone through the terms and conditions of the bid document invited vide Notice No. in detail and agreed to the rates submitted by me / us in the Rate Sheet/Annexure-III and I / we agreed in full :- 1) Signature of the bidder : (Full Name in block letters) Capacity in which offer is signed : (Rubber stamp is required) 2) Full Address Telephone Number (O) : (R) : PATICULRAS OF BID SECURITY FDR No./ Demand Draft No. dated for Rs. Bank Branch. Signature of the bidder Or the Authorized signatory & Seal.

18 18 TECHNIACL BID Annexure-II From: TO: (To be filled by the Bidder) The Deputy Commissioner cum- Chief Executive Officer Distt Rural Development Agency Bilaspur, Himachal Pradesh. Subject:- Submission of technical bid for engagement of CA for audit of various schemes at DRDA Bilaspur (HP). Sir, Reference :- Notice inviting Bids No. Dated I/ we am/ are furnishing the following documents/ particulars with reference to above mentioned NIT as under :- a) Detail of the firm in the enclosed format b) Certificate of Membership and Certificate of Practice issued by Institute of Chartered Accountants of India. c) Copy of service tax registration certificate d) Copy of Income tax return for the last year. e) Copy of PAN Number. f) Copy of TAN Number. g) Letter of authorization, in case representative is sent to participate in the tender opening process h) Declaration in original as Annexure-I i) Copies of letters of award/agreement of the firms (atleast one from each financial year) to whom similar services have been provided, along with complete contact details. j) Bid document duly signed by bidder on each page. k) Security deposit (EMD) Rs.10,000/- in shape of Account payee bank draft or FDR. Signature of the bidder Or the Authorized signatory & Seal.

19 19 Annexure-III FINANCIAL BID (To be filled by the bidder) From: To Subject:- Sir, Reference :- The Deputy Commissioner cum- Chief Executive Officer Distt Rural Development Agency Bilaspur, Himachal Pradesh. mentioned Bid Notice as under :- Sr. Name of the Scheme No Financial bid for engagement of CA for audit of various schemes at DRDA Bilaspur. Notice inviting bid No. Dated I/ we/am are offering Financial bid with reference to above 1. MGNREGA per Panchayat/line deptt 2. IWMP&DPAP/HARIYALI per batch 3. NRLM per block 4. IAY/RAY per block 5. MSBY per block 6. DRDA Admn 7. SBM(G) The rates quoted are inclusive of all taxes. In figure Rate Quoted per year (inclusive of all taxes) In words Signature of the bidder Or the Authorized signatory & Seal.

20 20 Terms and Conditions of the Contract 1. Notice Inviting bids,instructions to the tenderers, specific and general terms & Conditions will form part of the contract document including additional terms/additional conditions and other related papers, if any, forming the part of Bid as issued at the time of invitation of bids and acceptance thereof together with any correspondence leading thereto of the contract document and CA firm shall have to abide by all these terms & conditions. In the event of any breach of the agreement at any time on the part of the bidder, the agreement may be terminated summarily by the Deputy Commissioner- cum-chief Executive Officer DRDA Bilaspur 2. Any change in the constitution of the firm shall be notified forthwith by the contractor in writing to the authority sanctioning the contract and such change shall not relieve any former partner of the firm from any liability under the contract. 3. No new partner shall be accepted into the firm by the Contractor in respect of this contract unless he/ they agree to abide by all its terms, conditions and deposit with the officer sanctioning the contract a written agreement to this effect. 4. The Contractor will provide the services as mentioned in the bid document No guarantee can be given as to the quantum of work which will be ordered during this period. The Deputy Commissioner- cum-chief Executive Officer DRDA Bilaspur reserves to himself the right to obtain the services when available from any Government source/ approved source without any pre-judice to this contract. 5. The CA firm shall be responsible for all complaints as regard the quality of work. In case of any dispute regarding quality of work, the decision of the Deputy Commissioner- cum-chief Executive Officer DRDA Bilaspur, will be final and binding on the contractor. 6. Deputy Commissioner- cum-chief Executive Officer DRDA Bilaspur or any authorized officer shall have the right to inspect the work of CA firm at any time. If he or they are not satisfied that the same is not upto the mark CA shall have to perform the same afresh or modified as per directions issued. 7. In the event of reduction in quntam of work,the contractor shall not be entitled to any compensation. 8. The timeline fixed for completion of audit of various schemes shall be deemed to be the essence of the contract and if the contractor fail to perform his assignments within such fixed time DRDA, shall be entitled to recover from the contractor a sum equal to the two percent of the contract price for every fortnight or a part thereof for such delayed period. The DRDA shall also be entitled to get the rest of work done from elsewhere at the risk of the contractor or to cancel the contract, and the contractor shall be liable for any loss or damage which the DRDA may sustain by reason of such failure on the part of the contractor.

21 21 9. CA firm shall have to acknowledge that we have made ourself fully acquainted with all the conditions and circumstances under which the services under the contract will have to be furnished and with all the terms, clauses, conditions, specifications and other details of the contract and we shall not plead ignorance of any of those as excuse in case of complaint against or on rejection of services rendered by us or with a view either to asking for enhancement of any rates agreed to in the contract or to evading any of our obligations under the contract. 10. No payment will be made in advance for any services under this contract. 11. The contractor shall not assign or sublet the contract and shall also not disclose details of the conditions governing this contract to unauthorized person. 12. In the event of the contractor failing duly and properly to fulfill or committing breach of any of the terms and conditions of this contract or otherwise not executing the same in accordance with the terms of this contract or if any contractor or his agent or servants being guilty of fraud in respect of this contract or giving, promising or offering any bribes, gratuity, gift, loan, perquisite, reward or advantages pecuniary or otherwise to any person in the employment of DRDA,DRDA shall be entitled to terminate this contract forthwith. 13. If the price of contracted services is controlled by Government, the payment will in no case be made at higher rate than the controlled rate. 14. The price charged for services under the contract by the contractor shall in no case exceeds the lowest price at which the contractor offers the services of identical description to any person/ organizations including DRDA or any department of the Central/ State Government or any authority undertakings of the central or state government, as the case may be during the period till performance of all assignments during the currency of the rate contract is completed. 15. If at any time, during the contract period the contractor reduces the price or offer such services to any person/organization as the case may be at a price lower than the price chargeable under the contract, he will forthwith notify such reduction to Deputy Commissioner- cum-chief Executive Officer DRDA Bilaspur 16. All disputes shall be settled within the jurisdiction of High Court of Himachal Pradesh. Read and accepted Signature of the Bidder