sardar sarovar narmada nigam limited offer document...

1

SARDAR SAROVAR NARMADA NIGAM LIMITED

OFFER DOCUMENT

INVITATION FOR THE OFFERS FOR

APPOINTMENT OF CHARTERED

ACCOUNTANT FIRMS FOR PRE-AUDIT FOR

THE PERIOD FROM

01.04.2018 TO 31.03.2019

OFFER CONTAINS:- ANNEXURE-I TO

ANNEXURE VII

LAST DATE FOR RECEIVING ON LINE

OFFER:-DATE;- 03.03.2018

DATE OF PHYSICAL SUBMISSION . 05.03.2018

TIME;-17-00 P.M.

MODE OF ACCEPTANCE: BY RPAD/POST/HAND/COURIER ADDRESS THE CHIEF GENERAL MANAGER (FINANCE) SARDAR SAROVAR

NARMADA NIGAM LIMITED 7TH FLOOR, BLOCK NO.12, NEW

SACHIVALAYA GANDHINAGAR 382010 (Gujarat)

Phone:- 079-232 52731 internal Audit branch, 07923252757 D.G.M.(Audit) Web Address;-www.Sardarsarovardam.org

Note:- (1)The price Bid is be submitted Online only. (2) other documents are to be submitted physical at the

address mentioned in the document.

http://www.sardarsarovardam.org/

2

Annexure-I

Terms and Conditions for pre Audit of bills of SSNNL for the period from 1.04.18 to 31.03.19

(A) Scope of work and other terms & conditions:-

1. Pre audit will cover all kinds of work bills, Purchase payment bills except pay bill &T.A. bill as per the following guiding points

Nature of payment Format of billing

All the work bills (contracted works -Original works/ M&R works / Purchase/ Q.C. works/ O&M works/UGPL works) Technical / QC Consultancy etc.) H.R. payment.

Running Accounts Bills Final Bills, F & F bill Firm’s bills

All kinds of Purchases and contingent bills (each bill exceeding Rs.20,000/-) (other than wage, salaries & allowance bills)

Party’s bills / F&F Bills

Advances related to all kind of works (payable to Agency, Railway, GEB, ONGC, GWSSB, GAIL, GCSCL, or any other organizations)

Hand Receipt or any other form if any r a i s e d by the concerned department / organization.

Refund / repayment / adjustment of all kinds of work related Deposits including conversion of SD / release of withheld amounts etc (except EMD, Quarter Deposits or any other small item other than work & born on Deposit Register of Dn.)

Hand Receipt

All kinds of Consultancy fees including Advocate fees & all professional fees

Bill raised by the consultant / advocate / party etc.

2. The Processing fees of Rs.2500/- (Not Refundable) is to be sent

through Demand Drafts along with tender form. The Demand draft should be in the name of ‘Sardar Sarovar Narmada Nigam Ltd.’

2-A. As and when the bills are approved by the concerned Executive Engineer after due verifications, he will have to intimate to the pre audit firm providing minimum one day notice to the auditors for checking (Pre-Audit) of the bills. The officials of pre audit firm shall visit the concerned division offices on intimation. Concerned Ex. Eng. himself and Divisional Accountant with his staff in Account Branch of Division shall remain in contact with the designated auditors; and shall remain present at the time of pre-auditing for providing requisite records, details, all explanations if required, to get the bills audited. In case of urgency of pre-Audit, pre audit firm shall have to support accordingly.

3. The division has to ensure that qualified CA is deputed by the firm with Nigam’s rules /Contrats etc for pre-audit work.

4. The pre audit firm shall verify each bill as per scope of work and shall communicate their comments/objections if any on the presented bills to

3

Engineer. While finalizing the Bill, a compliance / Justification of Auditor’s queries

furnished by the Executive Engineer could be taken in to account in accordance with the terms & conditions, item wise terms of payments in the contract, other rules & regulations, laws in force etc. In case of disagreement/dispute between Pre- Audit Firm and Division Office with reference to compliance/justification/reply of any query/remark of pre-audit Firm, Matter will be referred by Executive Engineer Office to concerned office of Chief Engineer. Chief Engineer will be final authority to decide and order for further course of action concluding decision of payment if any, required to be taken in this regard.

In case if chief engineer office is not able to resolve the issue, matter will be referred by CE Office to CGM (Finance) for further necessary actions.

As far as final bill of the work is concerned, it requires more vigilance, accuracy and cross verifications (Quantities & amounts both) with relevant records, calculations etc including up to date payments / deductions etc. made previously.

5. If any serious irregularity (financial or unauthorized violation / divergence from the contractual provision etc.) is noticed during the course of pre audit, same shall be reported confidentially by pre audit firm to the Chief General Manager (Finance) & Chief Engineer of the concerned Division as flash report within 3 days by confirmatory post.

6. The division, while furnishing the bill for Pre-audit, shall ensure that no previous / pending recovery towards present or any other bill is outstanding. If such recovery is outstanding yet, the same should be reflected, reported and shown to the pre audit firm.

7. Pre audit firm shall conduct proper & thorough check each work bill including for payments of advances, deposits related to works and shall certify the amount of bill actually becomes payable. No payment of any work bill (which is subject to pre audit) to be done by the division or specified office until same is duly verified and certified by the auditors.

8. Pre audit firm shall not be competent to allow or accept the compliance / justification for any payment against the terms and conditions of tender.

9. The pre-audit shall exercise the checks (apart from regular routine checks) with reference to the provisions in the tender documents / contracts, MOU / prevailing provisions for statutory deductions and dues, taxes, etc and arithmetical accuracy, provisions of PWD manual, CPW account code, Gujarat Financial Rules and any other statues, laws, Acts, GR, orders, circulars, instructions of GOVT. or Nigam etc. The Auditors shall exercise 100% checking of each & every entry of bill.

10. Audit team will consist of minimum 3 members. Out of the same, at least one member must be Chartered Accountant/ having required works contract experience shall be a Member of checking team. He should be acquainted with the maintenance of records relevant to execution of work, method of recording the measurements from relevant field books / registers etc being adopted in Govt. / SSNNL. He must be having overall knowledge and experience to scrutinize and to ensure for the correctness of quantities billed for on the basis of technical specifications, drawings etc., terms of payments as mentioned in the contract, cement / steel consumption, part rates / reduced rates, etc including all the relevant technical aspects affecting to the payments.

4

11. Appointed Pre audit firm has to provide list of audit representatives and

audit in charge (invariably he must be Chartered Accountant or the Cost Accountant as the case may be) in respect of each segment. Identity card of all the audit representatives & audit in charge will be issued by CGM (Fin.) and audit team will carry the same at the time of visiting the audit offices. Further, specimen s i g n a t u r e of concerned audit in charge duly attested by the senior partner of the audit firm will have to be provided before the commencement of audit. Copy of list of audit representatives and specimen signature will be circulated to all the concerned Division/other offices. Bills will be signed by the audit in charge whose specimen signature has been provided to the Company. Concerned office in charge would be responsible to ensure that only authorized audit in charge (whose copy of specimen signature has been circulated) has signed the bill on behalf of the audit firm. Any change in the audit team should be communicated to CGM (Fin.)

Attendance register in prescribed format will be maintained at each office for the work of pre audit. All the pre auditors, members of audit team attending the concerned office for verification of bills before payments shall have to sign in the said register at the time of visit to such office. More over while visiting the audit place, representatives of the audit team will bring the identity cards issued by internal audit wing of SSNNL and letter of introduction/ audit work with the signature of Sr. partner/proprietor of the pre audit firm.

12. The authorized Chartered Accountant of the audit firm shall certify & sign (with name) each bill in token of pre-audit carried out by the Firm.

13. Periodical review meeting will be called for at Head Office of SSNNL from time to time, which will have to be attended by the appointed auditor, pre audit firm with all the relevant records and details. Accordingly, the unit i.e. concerned office of SSNNL will also attend the Review Meeting.

14. The Nigam reserves the right to accept or to reject any or all the offers without assigning any reason thereof.

15. The Pre audit firm shall not be eligible for the payment of audit fee if the specified stipulations regarding attendance, submission of reports and other specified conditions of appointment order are not followed or adhered to.

16. The pre audit firm will be required to give one month notice to the Nigam in case it intends to discontinue the contract at any point of time during the period of contract. Likewise, SSNNL on its discretions may cancel the assignments at any time if required to do so.

17. For the purpose of assignment, activity area of the Nigam has been divided into following 10 segments. i.e. from segment No.1 to segment No.10.

5

Details of Division offices under each segment and no. of bills pre audited for F.Y 2016-17 & F.Y.2017-18 (till September-17) are as under

(Amont Rs. lakhs)

Segment No.

Nameof Division 2016-17 No.of bill Amount

2017-18 No.of bill Amount

1 Ex.Eng. 4/A Dabhoi 1883.34 132 1752.91

Ex.Eng.15 Jambusar 47 1002.70 81 757.18

Ex.Eng.NPC.Pla.Desi.Bharuch 895 5230.97 221 3286.01

Ex. Eng. N.P.C Div. 3 Dabhoi

495 1403.90 166 1937.93

Ex.Engr.Dn.5,Miyagam Karjan 98 291.94 191 1478.79

Ex. Eng. Dn.17, Kalol 287 820.56 113 391.62

Ex. Eng. DIV. 10,Vadodara 290 3752.17 200 2180.80

Ex. Eng. Dam Dn.2,K’Colony 17 2654.14 8 2889.01

Ex. Eng. GatesDn,K’Colony 32 406.59 12 139.65

Ex.Engr.NPPHCivil.K’Colony 00 00 17 4890

4890.100 Ex.Engr.NPSTourism,K’Colony 12 5634.07 20 24949.06

Ex. Eng. NPColonyDiv3, K”Colony

9 14.41 8 106.14

Asst. Conservator of Forest, Baroda

8 335.00 19 93.72

CE,Ele.&Mech.Vadodara 141 43799.19 35 8750.78

EE,NPMCDn.1,Vadodara 44 962.08 61 407.33

Dy.Coll.|Admn.K’Colony 00 00 2 4.78

EE,NPMech.Dn.K’Colony 12 76.15 9 106.30

Soil survy officer Vadodara 00 000

00 00

Total for Segment-1 2387 68267.21 1295 54122.11

2 Ex. Eng. kBC` 1/1 Radhanapur 524 15744.96 192 4582.66

Ex. Eng.kBC 2/5 Radhanapur 160 3223.29 49 1226.46

Ex. Eng kBC` 2/2 Radhanapur 42 2049.80 3 50.30

Ex. Eng kBC` 1/7 Radhanapur 216 2963.59 123 1911.11

Ex. Eng - 24 Radhanapur 243 6475.18 30 1027.71

Ex. Eng kBC` 1/6 Tharad 489 7362.63 45 571.46

Ex. Eng kBC` 3/1 Tharad 53 324.74 36 582.48

Ex. Eng kBC` 3/2 Tharad 144 1686.14 27 1157.42


3 Ex. Eng. NPCanal Div.3Kpadawanaj

437 2863.94 166 550.65

Ex. Eng SBCDiv.1/3 kadi 126 6958.44 51 197.15

Ex. Eng SBC PumpMechSurendranagar

175 33163.56 89 14282.53

Ex. Eng NPC Div.9 Sanad 855 9050.23 300 1982.69

Ex. EngNPCDiv.8 Dholaka 295 4189.99 128 1743.11


4 Ex. Eng. 1/2 Dhandhuka 534 6386.43 137 2520.38

6

Ex. Eng. SBC 1/3 Limbdi 201 12372.97 144 3705.74

Soil survy officer Ahmedabad 39 89.68 33 8.96


5 Ex. Eng. . 3/1 botad 195 1723.16 139 2006.03

Ex. Eng. SBC 3/2, S’ nagar 192 1993.45 36 1295.95

Ex. Eng. SBC 6/2, S’ nagar 176 2270.61 117 2773.17

Ex. Eng. SBC 6/1, morbi 160 2912.43 100 858.02

Ex. Eng. SBC 4/1 Limbdi 463 4124.84 166 3614.03

Ex. Eng. SBC 4/2 Limbdi 453 3097.72 152 1573.68


6 Ex. Eng. sbc 5/1, Dhangadhra 97 4088.67 59 2565.38

Ex. Eng. sbc 5/2, Dhangadhra 94 8450.54 48 3989.85

Ex. Eng. SBC 2/1, Dhangadhra 119 2754.09 57 5329.21

Ex. Eng. sbc 2/2, Morbi 208 3163.48 57 226.86


7 Ex. Eng. 4/4 Mehasana 256 2484.24 172 2696.13

Ex. Eng. 4/5 Mehasana 332 1535.32 292 3172.39

Ex. Eng. NPMC Div. 18, Mehasana

206 5390.10 134 2772.44

Ex. Eng. 4/3, Kadi 179 1814.12 180 1852.27


8 Ex. Eng. Div. 19 , Harij 627 10630.32 180 1404.89

Ex. Eng. NPMC Div. 20, Patan 240 7592.68 155 1641.75

Ex. Eng. KBC, 1/5 chanasma 190 1865.36 272 2855.61


9 S.E. (E & M),Cir. Gandhinagar 35 13081.10 75 20694.97

AGM(Adm),H.O.,Gandhinagar 592 1077.46 249 494.39

Ex. Eng. NPMC Div. 3,chansma 89 894.01 69 1156.16

Ex. Eng. NPMC Div. 2, Gandhinagar

129 1596.63 44 332.65

Spl.Envi.SSNNL, Gandhinagar 00 00 79 178.67

Ex. Eng. NPCMech.Div. 2,Gandhina.

11 2.05 93 237.89


10

Ex. Eng. KBC 2/3, Adipur 67 12817.46 141 1921.27

Ex. Eng. KBC 2/4 , Bholav 84 3264.14 59 4779.15

Ex. Eng.2/7Gandhidham 29 8692.80 33 1586.00

Ex. Eng.2/6 Bhachau 83 11285.30 52 3808.14


11

Note:- Above figures are indicative for reference purpose only. No. of Division offices, bills and amount may increase or decrease. Firm will have to carry out the pre audit work of any newly opened Divisions/other offices in the area of its assignment during the term of appointment without charging additional fees for the same. In the same manner, if any division office under particular Segment is closed/ \merged with other division offices during the year, fees will not be deducted for the same.

18. On receiving intimation from the concerned office, pre audit firm shall depute the audit team within 24 hours and queries if any shall be communicated by the pre- auditors within next 24 hours to the concerned office in case of bill other than Final bill. In case of Final bill, pre-auditor will communicate queries, if any, within period of 15 working days after receipt of such bill.

19. In case of operational difficulties the management may take steps to remove such difficulties without materially altering the scope of work or terms and conditions which shall be binding to the respective firm.

A-1 GENERAL CONDITIONS:-

1. The whole process of tendering can be cancelled / modified / altered /redefined without giving any prior notice or information by the management of the Company.

2. The bidder shall quote the lump sum fees in enclosed format for

financial Proposal (Annexure-IV) inclusive of all cost, expenses etc. No other / additional payments, reimbursement shall be made extra over & above the approved fees, towards transportation/conveyance, other incidental expenses, lodging, boarding, food etc.

3. The evaluation of the offers will be as per the pre-decided norms mentioned herewith (Annexure-V)

4. Any other influence of any type may disqualify the bidder and the bid will be outright rejected.

5. The firm can submit proposal for more than one segment.

6. In the event that firm qualifies for more than one segment, each segment will be considered as separate and the conditions mentioned in all the Annexure shall apply for each such separate assignment. Firm qualifying for more than one segment will have additional skilled manpower to carry one another assignment simultaneously. Before giving the appointment order, management will review the capacity of such firm for carrying out the pre audit assignments of more than one segment. However maximum two Segment shall be allotted to one firm.

7. Proposal shall be in two covers. The first cover marked as “TECHNICAL BID FOR PRE-AUDIT” shall contain details as mentioned in Annexure-III, and the documents as mentioned in Annexure VI submitted physically only. While financial bid mentioning the professional fees is to be filled in online only.

It should mention only the amount chargeable (including all the charges/ out of pocket exp.) for the whole term of one years for each segment separately.

12

Fees quoted shall be exclusive of GST. The quoted fees shall be valid for 120 days from the date of receiving the bid offers. The same validity shall have to be extended by the bidder if required on written intimation of SSNNL.

8. The technical bid will be opened first and will be evaluated by a committee of officers under the chairmanship of C.G.M. (Fin.) at Nigam, Head office. The financial bids will be opened by the committee only in respect of those bidders satisfying minimum eligibility criteria as per technical bid evaluation.

9. The technical bid & documents must reach to the Chief General Manager (Finance), Sardar Sarovar Narmada Nigam Ltd., 7th floor, Block No. 12, New Sachivalaya Complex, Gandhinagar on or before 28.2.2018 upto17-00 P.M.

10. The documents as per Annexure - VI are to be attached with the technical bid for scrutiny of the proposal. Each firm has to invariably attach the proof in support of various eligibility criteria. Proposals without necessary documents will be rejected. However, management may call for required details/information if it deems appropriate to do so in the interest of the Company.

A-2 ELIGIBILITY CONDITIONS:-

1. Chartered Accountant firms already engaged with the Nigam in the existing assignment of internal audit will be considered as eligible for this assignment. However, firm has to submit letter with the proposal that firm will resign from the assignment of Internal Audit assignment so as not to overlap with the assignment of pre audit for the term from 1.4.18 to 31.3.19.

2. If the legal proceedings are under progress or criminal proceedings

are instituted by any department/office of Government are under progress or matter regarding disciplinary actions are under progress by the ICAI or ICWAI in respect of any firm or the partners or proprietor or employee thereof, such firm will be considered as in eligible from applying for this assignment.

3. Further, firms or partners or proprietor in respect of whom ICAI or

ICWAI has taken penal actions or any department/office of government has initiated legal or criminal proceedings in past are considered in eligible from applying for this assignment.

4. Firm in respect of which divisions/other offices of Nigam has made complain/representation for its performance or for other allied matters, proposals of such firm will not be considered as eligible for the further process for this assignment.

5. For this assignment only those Chartered Accountant proprietor/ Partnership firms will be considered which satisfy the minimum criteria mentioned in Annexure-V.

A-3 Miscellaneous:-

1. In case of operational difficulties the management may take steps to remove such difficulties without materially altering the scope of work or terms and

13

conditions which shall be binding to the respective firm. 2. The management reserves the right of awarding this assignment for one or

more or all the segments forthwith at his discretion or it may not award the assignment at all or may postpone the award for a reasonable time with regard to one or more than one segments.

B.Taxes and Duties:-

1. All the applicable taxes will be deducted as TDS from the payments. However, the amount of applicable G ST shall be separately paid to the C.A. firm on the fee amount.

2. The G S T as applicable will be paid extra. The C.A. firm shall

submit the proof of GST paid within the next quarter. No. other taxes shall be paid other than GST, unless otherwise specified in the assignment. The pre-auditor and their personnel shall pay such taxes, duties, fees and other impositions as may be levied under the applicable law, the amount of which is deemed to have been included in the fees of assignment.

C. Commencement, Completion, modification and termination of

contract.-

1. After due approval of fee, awarding the assignment, furnishing the Performance Deposit as prescribed & after executing the agreement as may be necessary, the concerned Pre-Audit firm shall commence the work of pre- auditing of work bills in accordance with the accepted terms & conditions.

2. The contract can be terminated from either side, at any time after giving a one calendar month notice to the concerned without mentioning any reason.

3. The assignment will be for the period of one year on initial basis. However, it can be extended at the discretion of the Company on evaluation of satisfactory performance of the pre audit firm and as mutually agreed upon between the firm and Company.

D. Payments to the Pre audit firm:-

1. The payment of fees will be made by C.G.M. (Fin.), Head office on a quarterly basis only after getting the details of attendance, certification from the concerned offices of particular segment containing facts that “All work bills presented by the divisions / offices under the respective Pre-Audit segment- have been pre audited and no bill is left by the pre-auditor pending with him” and on submission of the report in the prescribed format as mentioned in Annexure-II. Pre audit firm will have to submit the report (with its soft copy) within 7 days of completion of each quarter with an executive Gist/Summary. The firm shall not be eligible for the payment of audit fee if the specified stipulations regarding attendance, submission of reports and other specified conditions of appointment order are not followed or adhered to. GST will be paid by the firm at the first instance as per applicable rates from time to time. GST of the subsequent quarters will be paid by the Company on submission of challans paid for the previous quarter. No out of pocket/ T.A./D.A. will be paid for the assignment.

2. The firm should quote the rates for the whole term of one year. In case of continuation of work for further period, fees for that period will be decided by the management on negotiation with the pre audit firm.

14

E. Obligations of the pre audit firm:-

1. The pre audit firm cannot assign / outsource / sublet the work entrusted, or sub contract it in any manner what so ever, or any portion of it, to any others Chartered Accountant firms/other individuals.

2. On awarding the assignment of particular Segment of Pre-Audit, the pre audit firm shall provide Performance Security in form of bank guarantee of Rs. 1,00,000/- within duration of 15 days of acceptance of assignment. The Bank Guarantee duly issued by the bank (duly notified by Finance department of Government of Gujarat) having the validity for the whole term of assignment plus six months. If more than one segment is assigned as separate assignment to the one Firm will have to provide separate bank guarantee of Rs. 1,00,000/- for each such segment. The said Performance Guarantee shall be revoked after 6 months on satisfactory completion of given assignment.

3. The senior partner of pre audit firm shall remain present in coordination / review meetings, and make presentations as and when called for and no additional fees/ expenditure shall be paid extra for that.

F. Confidentiality:-

1. The pre audit firm or their partners and the personnel or either of them shall not, disclose or pass on to any others, the proprietary or confidential information relating to the projects, the services, this contract, or the Company’s business or operations without prior written consent of the Management.

2. All reports and other documents submitted by C.A. firm shall become and remain the property of the Company and the pre-auditor shall, not later than upon termination or expiration of this contract deliver all such documents and reports to the Company together with a detailed inventory thereof. The pre- auditor may retain a copy of such report and documents but shall not use these reports and documents for purpose unrelated to this contract without prior written approval of the Company.

3. The pre audit firm has to undertake that all knowledge and information not within the public domain which may be acquired during the execution of the assignment shall be, for all time and for all purpose, regarded as strictly confidential and held in confidence and shall not be directly disclosed to any person whatsoever, except with the prior written permission from the Appointing Authority.

G. Penalties:-

If any firm or the partner there of is found guilty of gross negligence, lack of duty of care, misrepresentation and misstatement of facts, hiding the facts, falsification, undue delay in performance of duties, using or giving the details gathered during the audit assignment to other parties without permission of the Company, non-observation of instructions given by the Company, unauthorized retention of records of the Company, violating the terms and conditions of this assignment, un authorized changes in the records of the Company, indulging in malafide practices or any other cognizable offence or breach, firm will be punishable with any or all of the following consequences.:-

(i) Removal from the assignment of pre audit with immediate effect/ from

15

the date specified.

(ii) Removal from any other assignment with immediate effect / from the date specified / given by the Company.

(iii) Deduction of percentage of fees as may be determined by the

management or recoverable from any due payments / bank guarantee.

(iv) Ban from accepting the future assignment of the Company for the

period specified. (v) Any other action deemed appropriate by the management.

The decision / interpretation in all/any terms and conditions enumerated above and agreed upon by the pre auditor shall be final and binding on pre auditors without demure and any further recourse to any litigation/arbitration.

I have read all the terms and conditions mentioned above and the same are acceptable and agreed by me / us.

Date: Seal of Office / Firm Partner

Signature of Authorized Signatory Name & Designation

12

Format of report

(1) Name of the Pre audit segment:

(2) Pre-Audit Quarter / Period:

(3) No. of pre audited bills during the period:-

Annexure -II

Na me

of the C.E

. offic

e

Name of

Div.

Division Code

Name of

the work

Name of Party or contractor

Bill no.& type

of bill

Bill Amt.

(Gross)

Remarks/ Reasons

for recovery

Recovery (if any)

as pointed

out by the

auditors

Recover y made

by division

(Amount , Vr./

Receipt No. &

Dt.)

Response Div. office

(4) Details of bills pre-audited:-

[Remarks may be provided in the form of separate Annexure.]

(5) Any other matter noticed related to the pre audit of bill:-

(Please specifically mention the reference of each bill and the points applicable.)

(6)Pending compliance of previous pre audit report:- (Please provide the reference of each earlier report and specific details of

pending compliance relevant to particular bill or matter.)

NOTE:-This report is to be provided with executive Summary of work, abstract of recovery, pending bills for compliance etc.

13

Annexure III

FORMAT FOR TECHNICAL PROPOSAL

1.Name of the Firm (As registered with ICAI or ICWAI):-

2. Registered address of head office:-

3. Addresses of Branch Offices (if any) :-

a. b. c.

4. ICAI/ICWAI Firm registration No.

5. Date of registration of the Firm

6-A. Details of Chartered Accountants/Cost Accountants as proprietor or partners or full time paid employees:-

Sr. No .

Nam e

Member ship No.

Qualification Designation/Status Age

Date 0f Joining firm

Date Of ACA

Date Of FCA

6- B. Details Of Other Staff :-

Sr. No. Name Designation Qualification Age Date Of Joining firm

7. Total receipt of fees (as per audited Income & expenditure Account & Balance sheet attached):-

Year Receipt of fees (in Rs.)

2014-2015

2015- 2016

2016- 2017

8. Experience of pre audit in Govt. undertaking (GOG or GOI undertaking) whose turnover is Rs. 100 crore or more:- No. of assignments on hand or handled in lasts 7 financial years completed on

31.03.17 Name of entity Nature of work Location Period of Appointment Turn over of

Auditee entity

(Please attach appointment letter in each case.)

14

Notes:-

(1)GOG or GOI undertaking means all Govt. P.S.E., Boards, Nigam, Company, Corporation, agencies, authorities etc. of Government of Gujarat and/or Government of India excluding societies, trusts and missions and the units under Co-operative sector & Banking and Insurance Company.

(2)Assignments of the organizations w.r.t. pre-audit of GOG or GOI undertaking (point no.8) whose turnover is Rs. 100 crore or more in respect of each completed year ended on 31.03.17 will be considered.

(3)Turnover (Point no. 8 above) will be in respect of the completed year of assignment a s o n 3 1 . 0 3 . 1 7 . Turnover o f t h e auditee o r g a n i z a t i o n m u s t b e evidenced by the photocopies of the relevant pages of audited annual account of the organization.

(4)Audit assignment means pre audit assignment only. Same will not include Internal, statutory audit or any other audit or investigation, tax audit under the income tax Act and VAT audit under VAT Act or the work undertaken on behalf of client

(5)In case of absorbed/merged or converted firm, date of establishment of such firm applying would be date of such absorption/merge/conversion as mentioned in the certificate of ICAI or ICWAI s h o w i n g position as on 1.1.2018 or that of subsequent date and period of establishment will be considered from such date only.

(6)Articled clerks w i l l not be considered as staff employed by the firm.

(7) Each appointment order will be considered as separate and single assignment. In respect of assignment of independent district level/regional/Field/branch organization e.g. DRDA, turnover of respective district/regional/Field/branch/organization will be considered. Accordingly, copies of the relevant pages of accounts of such district/ regional/Field/branch/organization will be required to be attached as evidence of turn over. Alternatively, certificate signed by the competent authority of such office mentioning the turnover will be considered as proof of evidence in respect turnover mentioned at point no. (8) above.

(8) In respect of branch office applying for this assignment, each criteria mentioned in the Annexure V will be required to be fulfilled in respect of such branch office only and not in respect of head office. Branch office applying for this assignment must attach self-explanatory evidences in respect of branch office only in satisfaction of each criteria mentioned in Annexure-V.

Certificate

I/We undersigned hereby certify that all the information mentioned above is true and correct. Date Signature Seal of office/partner

Name & Designation

15

Annexure-IV

(I) Format for Financial bid

Segment No.

Name / of Segment

Amount of total Fees for the period from 1.04-2018 to 31-3-2019

(for one year) Rupees in figures Rs. In words

1 Segment-1

2 Segment-2

3 Segment-3

4 Segment-4

5 Segment-5

6 Segment-6

7 Segment-7

8 Segment-8

9 Segment-9

10 Segment-10

Notes:-

(1) Pre audit segment-1 to 10 will be as defined in point no. 17 of Annexure-I.

(2) Lump sum fees mentioned above are inclusive of all the cost (out of pocket expenses & transportation charges). No escalation of fees will be given during assignment period.

(3) In case, the assignment period is reduced or extended, the eligible payment shall be computed proportionately on monthly basis.

(4) Fees quoted above are exclusive of G S T . G S T will be paid extra applicable rate apply for one or for more than one segment. However, firm has to mention the fee in the above format separately for each segment applied for.

(5) Firm may apply for one or for more than one segment. However firm has to mention the fees in the above format separately for each segment applied for.

(6) Firm will be required to carry out pre-audit assignment of any newly open division/other office, if any, during the term of assignment in their respective segment without any additional Fees. Further, lump sum fees agreed upon for particular segment will not be reduced in case of closure/discontinuation of any division/other office during the term of assignment.

(7) The Financial bid should be submitted by Online only.

(8) Other documents (except financial bid) are to be submitted in the physical form in the

prescribed time limit at the address mentioned in the document.

Date: Sign: Seal of Office / Firm Partner/ Proprietor:

Name: -

16

Annexure-IV

(II) Format of detailed working of financial bid.

(Amount in Rs.) Segment Salaries

of Paid qualified staff

Salaries of Paid non- qualified staff

Professional fees payable

Travelling cost

Administrative cost

Other cost

Remuneration of partner or Amt. of share in profit

Total cost

Segment-1 Segment-2 Segment-3 Segment-4 Segment-5 Segment-6 Segment-7 Segment-8 Segment-9 Segment-10

Notes:-

(1) Above mentioned working statement is to be filled in respect of each segment applied in support of total fees quoted in the financial bid mentioned at Annexure-IV(I) above.

(2) The Above mentioned statement should be submitted by Online only.

16

Selection Procedure:-

Annexure V

(A)Minimum eligibility criteria:-

Sr. No.

Minimum eligibility criteria Proof to be enclosed

1 It should be a proprietor or partnership firm of Chartered Accountant/Cost Accountant having registered office in Gujarat for past two years as per ICAI or ICWAI certificate as on 1.1.2016 and continue as on 1.1.2018.

Certificate of constitution as on 1.1.2016 and as on 1.1.2018 issued by ICAI or ICWAI.

2

The Chartered Accountant/Cost Accountant firm should have minimum experience of 20 years of continuous practice.

Certificate of constitution as on 1.1.2018 issued by ICAI or ICWAI.

3

The firm should have at least 5 Chartered Accountants/Cost Accountants as partners/proprietor/full time paid C.A./Cost Accountant as employees as on 1.1.2018 out of which 2 must be FCA/FCMA.

Certificate of constitution as on 1.1.2018 issued by ICAI or ICWAI.

4 The firm should have at least 40 persons staff pertaining to audit and assurance work.

The l i s t o f s t a f f a l on g w i t h qualification to be provided.

5 The firm should have Average minimum gross receipts in the form of professional fees of Rs. 80 lac f o r the last 3 years ended on 31.03.17.

Certified Copy of audited annual accounts (Income & expenditure Account and Balance sheet) and copies of the relevant pages of income tax return should be submitted.

6 The firm should have handled at least 2(two) assignments of pre audit in respect of GOG or GOI undertaking in last 7 financial years completed on 31.03.17 [Only those GOG or GOI undertaking having turnover of Rs. 100 crore and more will be considered.]

Appointment letters on the letter head of Auditee organization mentioning the name of the f i r m , nature of work, location, period of appointment are to be submitted. Further in support of turnover, relevant page of audited annual account of auditee organization is to be attached in respect of each completed financial year.

18

Note:-In respect of branch office applying for this assignment, each criteria mentioned in the Annexure V will be required to be fulfilled by such branch office only and not in respect of head office. Branch office applying for this assignment must attach self explanatory evidences in respect of branch office only in satisfaction/support of each criteria mentioned above.

(B) OTHER CONDITIONS-(MARKING CRITERIA)( Evaluation) 1. The only firm which fulfil the above minimum eligibility criteria at Sr.No.1 to 6 should

apply and send bids covering criteria. Scrutiny of the firms will be carried out exactly mentioned above and on the basis of points as per details given below for various qualification criteria:-

Sr. No.

Minimum Eligibility criteria

Details Marks

Total Marks

1 The Chartered Accountant/Cost Accountant firm should have minimum experience of 20 years of continuous practice.

Nos. of years experience 20-25 Years 10 above 25- 30 Years 15 More than 30 years 20 15

20

2 The firm should have at least 5 Chartered Accountants/Cost Accountants as partners/proprietor/full time paid employees as on 01.01.2018 out of which 2 must be FCA or FCMA.

Total Nos. of C.A. /Cost Accountants 5 with 2 FCA/FCMA 10 6 with 3 FCA/FCMA 15 7 or above with 4 and above FCA/FCMA 20

20

3 The firm should have at least 4 0 persons staff pertaining to Audit and Assurance work.(Articled clerks will not be considered as staff)

Nos. of Staff 40 to 50 10 51 to 60 15 More than 61 20

20

4 The firm should have Average minimum gross receipts in the form of professional fees of Rs. 80 lac f o r the last 3 years ended on 31.03.17.

Average professional receipts for last 3 years -------------------------------- Rs.80 lac to Rs. 1 crore 10 -------------------------------- Above Rs.1 crore 15 to Rs.2 crore

Above Rs. 2 crore 20

20

5 The Firm should have handled at least 2(Two) pre-audit assignments of GOG or GOI undertaking in last 7 financial years completed on 31.03.17. [Only those GOG or GOI undertaking having turnover of Rs.100 crore and more will be considered.]

No. of assignments

----------------------------- Up to 2 Assignments 10 10 ----------------------------- 3 to 6 Assignments 15 12 ---------------------------- 7 & above Assignments 20

20

19

2. Proposals of only those firms satisfying all the above mentioned minimum eligibility criteria and scoring minimum 50 marks as per the point system given above will be considered for further opening of price bid. Proposal of firm scoring less than 5 0 marks will be considered as non responsive and will be rejected. Selection of the firm will be done on the

basis of L1 in respect of each segment subject to terms of this document.

3. Each firm has to invariably attach the proof in support of various eligibility criteria. Proposals without necessary documents will be rejected in normal course. However, management may call for required details/information if it deems appropriate to do so in the interest o f t he Company . Further, proposals w i thou t demand d ra f t of Rs. 2500/- as processing fees will be rejected without initiating any further action in this regard.

4. In case of firm which comes as L1 in more than one segment, Management reserves the right to allocate/assign the work of one or more segments to respective firm and/or among one or more qualified firms. If firm is selected for one or more segment, work will be allocated to the said firm only after ensuring additional man power and skill by the management.

5.If the certificate as on 1.1.2018 is not possible to be made available, latest date certificate (bearing the date before the date of issuance of advertisement of this notice)issued by ICAI or ICWAI will be considered accordingly where ever mentioned in this document.

19

List of Documents to be attached with the Technical Bid

Annexure: VI

1. Copy of certificate showing position as on 01.01.2016 and 01.01.2018 duly issued by the Institute of Chartered Accountants of India or Institute of Cost Accountant mentioning Registration No., Date of incorporation and Details of Proprietor/Partners & Paid Chartered Accountants employees.

2. Certified Copies of Audited Income and expenditure Account and Balance Sheet along with copies of the relevant pages of income tax return for the last three years (F.Y. 2014-15, 2015-2016, 2016-2017).

3. List of Government (GOG or GOI) undertaking pre audit work done within last 7 years completed 31.03.17.

[Attach copy of the appointment order of each assignment.]

4. List of staff (pertaining to audit and assurance work) along with qualification.

5. Copies of relevant part / page of balance sheet and profit & loss account indicating turnover of Rs. 100 crore or above in respect of GOG or GOI Auditee organization for each completed year till 31.03.2017.

6. Account payee/crossed demand draft of Rs. 2500/- as processing fees in favour of “Sardar Sarovar Narmada Nigam Ltd.”