Page 1 of 15 REQUEST FOR PROPOSAL (RFP) (On short notice period) TENDER FOR EMPANELMENT OF CHARTERED ACCOUNTANTS FIRM FOR CARRYING OUT INTERNAL AUDIT FOR FINANCIAL YEAR 2018-19 Reference No. BECIL/IA/2018-19 (Dated: 25.10.2018) Broadcast Engineering Consultants India Ltd. (A Govt. of India Enterprises under Ministry of Information & Broadcasting) (A Mini Ratna Company) Head Office: 14-B, Ring Road, I.P. Estate, New Delhi -110002 Tel: 011-23378823 Fax: 23379885 Corporate Office: C-56/A17, Sector-62, Noida -201 307 Tel: 0120-4177850 Fax: 120-4177879 Regional Office: Bangalore and Kolkata Email: [email protected]Web: www.becil.com
Transcript
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REQUEST FOR PROPOSAL (RFP) (On short notice period)
TENDER FOR EMPANELMENT OF CHARTERED
ACCOUNTANTS FIRM FOR CARRYING OUT INTERNAL AUDIT
FOR FINANCIAL YEAR 2018-19
Reference No. BECIL/IA/2018-19
(Dated: 25.10.2018)
Broadcast Engineering Consultants India Ltd. (A Govt. of India Enterprises under Ministry of Information & Broadcasting)
(A Mini Ratna Company)
Head Office: 14-B, Ring Road, I.P. Estate, New Delhi -110002
Broadcast Engineering Consultants India Limited (BECIL) an ISO 9001:2008 certified, a Mini Ratna public
sector enterprise of Government of India under Ministry of Information & Broadcasting, was established on
24th March, 1995 for providing consultancy services of International Standards for Broadcasting in
transmission and production technology including turnkey solutions in the specialized fields of Terrestrial &
Satellite Broadcasting, Cable and various IT related fields, including acoustics & Audio-Video systems & CCTV.
BECIL is the professional platform which caters to all aspects of projects related to TV, Radio, Communication
and CCTV from concept to completion and from regulatory to realization.
Central Government of India through Ministry of I&B, Govt. of India, holds 100% equity share Capital of
BECIL. The Authorized capital is Rs 2.50 Crores and the Paid up Equity capital as on 31.3.2018 is Rs 1.365
Crores.
BECIL intends to empanel reputed, registered and authorized Chartered Accountants Firms initially for a
period of one year and thereafter depending upon the performance, extendable upto three Financial Years.
The incumbent should be able to discharge all Internal Audit functions. He should be conversant with all
compliances which fall within the purview of Company Law.
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2. Scope of Work:-
The illustrative (but not exhaustive) list of tasks to be performed for Internal Audit by Practicing Chartered Accountants (CA) Firm is given as under:-
a) Compliances with Statutory provisions: (GST, TDS, EPF, ESI, Income Tax, ROC and Companies Act, 2013)
i. Pre-audit of GST ii. Checking the status compliance with various statutory provisions iii. Reporting of delay by monitoring due date for payment of various taxes vis a vis
actual date of payment of taxes. iv. Reporting of delay by monitoring due date for filing of various returns vis a vis
actual date of filing various returns. v. Status of correctness of calculation and discharge of various taxes & duties (as per
applicable law and provisions). vi. Checking of Various Returns with books, reporting the discrepancies, if any.
b) Book Keeping and Accounts: i. Status of updation of Books of Accounts
ii. Status of Reconciliations of Balances in various Bank Accounts iii. Status of reconciliation of balance with sundry debtors and creditors iv. Status of follow up for realization of payment from sundry debtors v. Compliance with the accounting manual
vi. Status of Compliance of delegation of powers vii. Upkeep & Maintenance of vouchers, supporting documents, bills etc.
viii. Status on reconciliation of EMD, BG & PBG from & for client.
c) Financial Supervision & Control:
i. Utilization of funds so as to generate maximum revenue on idle funds ii. Compliance with organization of policy regarding investment of funds iii. Investment chart showing particulars of investment, maturity particulars, return
on investments iv. FDR statement and reconciliation on interest accrued and earned
d) Internal Control and Supervision: i. Effectiveness of internal controls and procedures
ii. Status of compliance with laid down procedure and policy regarding various items like, purchase, sale, stock, investment of funds, purchase/dispose of fixed assets, award of contracts, payment to suppliers, payment for expenses etc.
iii. Suggestion regarding development and Upgradation of internal control
e) Fixed Assets register i. Recording the purchase of fixed assets in the fixed assets register
ii. Physical verification of fixed asset register
iii. Reconciliation of discrepancies between fixed asset register and physical
inventory
f) Physical verification of Cash i. Periodical physical verification of cash and cash equivalents ,
ii. Reporting the discrepancies
g) Physical verification of Stores and Stock i. Periodical physical verification of Store and stock
ii. Reporting the discrepancies
h) Any other areas which is inevitable & necessary for verification in the interest of company or as per updated instructions from Management/ Government/DPE/ Statutory Authority.
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3. Pre-Qualification Criteria for the Bidders
Following are the Pre-Qualification Criteria to participate in the tender for Internal Audit: - (If any of
the criteria is not fulfilled by the bidder, the Bid shall be liable to be rejected out rightly)
3.1 The Bidder should be a Chartered Accountant Firm having a valid Registration Certificate of Practice
from ICAI.
3.2 The Bidder should have experience of minimum 10 years from the date of registration of the firm.
3.3 The Bidder must have experience of successfully execution of three Internal Audit of similar or
greater magnitude in previous three Financial Years (2017-18, 2016-17 & 2015-16) under Central
Govt./State Govt./PSU/Autonomous Bodies.
3.4 The average turnover of previous three Financial Years (2017-18, 2016-17 & 2015-16) should not be
less than Rs. 50,00,000/- (Rupees Fifty Lakhs only).
3.5 The firm must have at least 5 partners.
3.6 As the Internal Audit services are to be provided in the offices of the Company situated in
Delhi/Noida/Bangalore. Therefore, the Bidder must have a Branch Office in Delhi/National Capital
Region (NCR). Preference will be given to the firms whose Registered/Branch Office is located
within the radius of 20 Kms. from the BECIL’s Corporate/Head Office at Noida/Delhi.
3.7 Undertaking (on Non Judicial stamp paper of Rs.100/-, duly Notarized) that the Bidder has not been
boycott by any of its clients and there is no litigation pending against it with any of the clients in the
past three years.
3.8 The Bidder must provide a list of clients (only Government/Semi-Government Entities) with contact
details such as postal address, landline phone no. & cell phone no. and e-mail id where Internal
Audit services has been provided in the last three years (2017-18, 2016-17 & 2015-16) in the format
given at ANNEXURE-I.
3.9 The Bidder should provide proof of registration for:
a) GST
b) PAN
c) Certificate of Practice from ICAI
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4. Bidding Process for the Bidders :-
4.1 Bid Submission Bids will be submitted in THREE separately sealed envelopes as per the below mentioned instructions. All the three (3) envelopes should be numbered clearly and super scribed with our Tender reference number, date, Title, Bid opening Date and Bidder's name and address. All three (3) envelopes may be enclosed within a single envelope. However, the bidder should mention the related details on the single envelope consisting of three envelops.
Envelope-I shall contain Tender Fee of Rs.1,000/- in the form of DD drawn on a scheduled commercial bank in favour of "Broadcast Engineering Consultants India Limited” payable at Delhi/Noida.
Envelope-II shall consist of Technical Bid Form as per ANNEXURE-III. Documentary proof in support of each of the pre-qualification criteria shall be enclosed as per the Check List given at ANNEXURE-II.
Envelope-III shall consist of Commercial Bid as per ANNEXURE-IV. Any deviation in the Commercial Bid shall not be accepted. The bid must be valid for 120 days from the date of submission.
Above three envelopes enclosed in one envelop and clearly super scribed with Tender details and contents inside the envelope (Envelope-1, Envelope-2 & Envelope-3) shall be submitted by the bidder on or before 05.11.2018 latest by 02:00 PM (as per BECIL’s Clock) at the below-mentioned address:- Assistant General Manager (F&A) Broadcast Engineering Consultants India Limited BECIL Corporate Office C-56/A-17, Sector-62 Noida-201307 (UP)
4.2 Last Date of Submission of Bids
a. Bids, complete in all respects, must be submitted on or before the due date and time i.e. 05.11.2018 at 02:00 PM (as per BECIL’s Clock). In the event of the specified date for the submission of Bids being declared a holiday, the Bids can be submitted upto 02:00 PM (as per BECIL’s Clock) on the next working day for which BECIL will make necessary provisions.
b. BECIL may, at its own discretion, extend the date for submission of bids. In such a case all rights and
obligations of BECIL and the Bidders shall be applicable to the extended time frame.
c. As the bids can be submitted only up to the defined date and time, there can’t be any late bids. BECIL will not be responsible for any delay in obtaining the terms and conditions of the tender.
d. The Bidders sending their bids through courier/by post should also ensure that their bids are received on the said address by the stipulated date and time i.e. 05.11.2018 at 02:00 PM (as per BECIL’s Clock). No time extension for couriers/sent by post shall be granted and BECIL will not be responsible for any postal delays/loss/non-receipt thereof.
e. The Bids / Offers submitted as documents, by telex / telegram / fax / Email or any manner other than
specified above will not be considered. No correspondence will be entertained on this matter.
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f. At any time prior to the last date for receipt of bids, BECIL, may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the Tender Document by an amendment. The amendment will be notified on BECIL’s website http://www.becil.com and should be taken into consideration by the prospective bidders while preparing their bids.
g. In order to give prospective bidders reasonable time to take the amendment into account in preparing
their bids, BECIL may, at its discretion, extend the last date for the receipt of bids. No bid may be modified subsequent to the last date for receipt of bids. No bid may be withdrawn in the interval between the last date for receipt of bids and the expiry of the bid validity period specified by the bidder in the bid.
h. The bidders will bear all costs associated with the preparation and submission of their bids. BECIL will,
in no case, be responsible or liable for those costs, regardless of the outcome of the tendering process.
i. The tender shall be ignored, if complete information is not given there-in, or if the particulars and data
(if any) asked for in the Schedule to the tender are not filled in.
4.3 Opening of Bids
4.3.1 Tender Fee and Technical Bid a. BECIL shall convene a bid opening session on 05.11.2018 at 03:00 PM (as per BECIL’s Clock)
where Envelope-I containing Tender Fee drafts, shall be opened. One representative from the bidders, who have successfully submitted the bid, can participate.
b. Subsequent to this, BECIL will go through the technical bids of only those bidders whose are found to be in order and haven’t withdrawn their bids. Bidders’ representatives can remain present during the bids submission and opening process.
c. The bids will then be passed on to a duly constituted Technical Evaluation Committee (TEC) of BECIL for Technical clearance.
d. In case any bidder fails to submit the documents in support of qualifying requirements (QR), the offer of the bidder shall be rejected and his commercial bid shall not be opened.
4.3.2 Commercial Bid
a. Commercial bids, original and revised, if any, of only the technically qualified bidders, shall be opened on a notified date and time, in the presence of bidder’s representatives, who chose to remain present.
b. BECIL, at its discretion may call for revised Commercial bids from the technically accepted bidders, which should be submitted within the stipulated time period set out by BECIL. The rates quoted for any of the items in the revised Commercial bids shall not be more than the original Commercial bids, otherwise the bid shall be rejected.
c. The Commercial bids will then be passed on to a duly constituted Financial Evaluation Committee (FEC) for evaluation.
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5. GENERAL TERMS AND CONDITIONS:-
6.1 The validity of empanelment initially will be for a period of One year and thereafter depending upon
the performance will be extendable upto a maximum of three years at the sole discretion of BECIL.
6.2 Time being the essence of the contract, the internal Audit shall be conducted quarterly and its report
shall be submitted before the end of next quarter. It is also expected that the Internal Audit is to be
commenced w.e.f. the award of the work.
6.3 Payment shall be released within 15 working days from the date of submission of bill by the Firms
after issuance of Internal Audit Report to the satisfaction of BEC1L. No advance payment shall be
made.
6.4 The Management of BECIL reserves the right to reject all or any bids without assigning any reason
whatsoever.
6.5 In case of any dispute arising during execution of contract, an amicable solution may be arrived at with
discussion and reconciliation. However, in case of any dispute remaining unresolved, decision of CMD,
BECIL will be final and binding on both the parties to the Contract.
6.6 The Bidder is required to enclose self-attested Documentary proof (duly stamped along with page
numbers) as per the Check List given at ANNEXURE-II in support of each of the above relevant pre-
qualification criteria along with the Technical Bid, failing which their bids shall be summarily/out
rightly rejected and will not be considered any further.
6.7 The quotations should be strictly in the line of requirement of tender/contents of
Annexures/Formats, failing which the bid shall not be considered for the evaluation.
6.8 The evaluation of the Commercial Bids shall be done separately.
6.9 It shall be at the discretion of the BECIL’s management to consider any of the quotations.
6.10 The estimated turnover of BECIL for FY 2018-19 is as under:
Delhi/Noida : Rs. 250 Crores
Bangalore : Rs. 20 Crores
Kolkata : Rs. 30 Crores
TOTAL : Rs. 300 Crores
6.11 The Contract may be awarded to the bidders separately or jointly for all the offices of BECIL
without assigning any reason, whatsoever. It shall be at the full discretion of the Management of
BECIL.
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7. SELECTION PROCESS
Following criteria and point system will be followed for award of contract:
S. No.
Criteria Maximum Marks
Evaluation Process
STEP-1: TECHNICAL BID
Part (I): Pre-qualification Criteria
A. No. of Partners (Full time Practicing Chartered Accountant)
10 The marks shall be awarded as per one mark for each partner and restricted to maximum 10 marks for ten partners or more.
B. Experience from the date of registration
10 In case, the firm is having experience of minimum 10 years, 5 (five) marks shall be awarded. In case, the firm is having experience of more than 10 and upto 15 years, 8 (eight) marks shall be awarded. In case, the firm is having experience of more than 15 years, 10 (ten) marks shall be awarded.
C. Experience of Internal Audit of Central Govt./State Govt./PSU/Autonomous Bodies in last 3 Financial Years
10 In case a Firm has done audit of 3 Central Govt./State Govt./PSU/Autonomous Bodies in previous three Financial Years (2015-16, 2016-17 & 2017-18) 5 (five) marks shall be awarded. In case firm has done audit of more than 3 and upto 6 Central Govt./State Govt./PSU/Autonomous Bodies, 8 (eight) marks shall be awarded. In case firm has done audit of more than 6 Central Govt./State Govt./PSU/Autonomous Bodies, 10 (ten) marks shall be awarded.
D. Total Turnover 10 In case of average turnover in previous three Financial Years (2015-16, 2016-17 & 2017-18) is Rs. 50 lakhs, 5 (five) marks shall be awarded. In case of turnover is more than Rs. 50 lakhs and upto Rs. One Crore, 8 (eight) marks shall be awarded. In case of turnover is more than Rs. One Crore, 10 (ten) marks shall be awarded.
E. Registered/Branch Office
10 The firms having Registered/Branch Office within the radius of 20 Kms from BECIL’s Corporate/Head/Regional Office at Noida/Delhi/Bangalore, shall be awarded 10 (ten) marks. The firms having Registered/Branch Office within the radius of 20 Kms from BECIL’s Corporate/Head Office at Noida/Delhi shall be awarded 8 (eights) marks. In any other case, 4 (four) marks shall be awarded.
50
Part (II): PERSONAL INTERVIEW/INTERACTION
A. Personal
Interview/Interaction
25 The firms securing 60% marks in the Pre-qualification
criteria (Part-I) of Step-1 shall be eligible for the Personal
Interview/Interaction.
The marks shall be awarded by the Committee during the
Personal Interview/Interaction.
TECHNICAL SCORE 75
STEP-2: COMMERCIAL BID
A. Commercial Bid 25 The Financial Bids of only those firms shall be opened who
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secure 60% marks in the Technical Score (Part I + Part II)
of Step-1.
The financial Bids shall be evaluated based on the
following criterion:
Financial Score of Individual Bidder = (Lowest Bid Amount
/ Bid Amount of individual Bidder) x 25
TOTAL SCORE 100
STEP-3: COMBINED SCORE
The combined score will be calculated as follows:
Total Score = Technical Score (Out of 75) + Financial Score (Out of 25)
STEP-4: AWARD OF CONTRACT
The contract shall be awarded to the highest scoring bidder.
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ANNEXURE- I
LIST OF CLIENTS (only Government/Semi-Government Entities)
S. No.
Name and Address of Client
Period of Audit
Audit Fee Name/Designation of Contact person
Telephone/ Mobile number
Signature: ............................................. Name & Designation of the Authorized Signatory: ……………………………….. Seal of the Organization: …………………………………….. Date: ……………………………. Place: …………………………
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ANNEXURE- II
TECHNICAL BID FORM
Sl. No. PARTICULARS REPLY 1. Name of the Firm
2. Details of Registered Office and all the Branch Offices along with Telephone Nos., Fax No., Email id.
3. Total No. of Partners along with Name and Contact details.
4. Name, Designation, Specimen Signature, Address and Telephone No. of the Authorized person of Firm who will conduct audit at BECIL Office.
5. Month and Year of Registration as Chartered Accountants Firm with ICAI
Signature: ............................................. Name & Designation of the Authorized Signatory: ……………………………….. Seal of the Organization: …………………………………….. Date: ……………………………. Place: …………………………
Affix duly self-attested Passport Size Photograph of the Authorized Person
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ANNEXURE- III
CHECK-LIST FOR PRE-QUALIFICATION CRITERIA
S. NO. CRITERIA COMPLIANCE (Yes/No)
Type of Document to be furnished
Indicative Page No. of the documents
enclosed
1. Tender Fee of Rs. 1,000/- Original Demand Draft
2. The Bidder should be a Chartered Accountant Firm having a valid registration Certificate of Practice from ICAI.
Self-attested Copy of Registration Certificate of Practice from ICAI.
3. The Bidder should have experience of minimum 10 years from the date of registration of the firm.
--------do------------
4. The Bidder must have experience of successfully execution of three Internal Audit of similar or greater magnitude in previous three Financial Years (2017-18, 2016-17 & 2015-16) under Central Govt./State Govt./PSU/Autonomous Bodies.
Copies of Work Orders or satisfactory performance certificates from each of the client and for each of the year.
5. The average turnover of previous three Financial Years (2017-18, 2016-17 & 2015-16) should not be less than Rs. 50,00,000/- (Rupees Fifty Lakhs only).
Copy of Audited Balance Sheet/CA Certified Statement showing Turnover for each of the Financial Years.
6. The firm must have at least 5 partners. Partnership Agreement or other documents having proof of partnership
7. The Bidder must have a Branch Office in Delhi/National Capital Region (NCR)
Proof of address of all registered/branch offices.
8. The Bidder has not been boycott by any of its clients and there is no litigation pending against it with any of the clients in the past three years.
Undertaking (on Non Judicial stamp paper of Rs.100/-, duly Notarized)
9. The Bidder must provide a list of clients (only Government/ Semi-Government Entities) with contact details such as postal address, landline phone no. & cell phone no. and e-mail id where Internal Audit services has been provided in the last three years (2015-16, 2016-17 & 2017-18).
list of clients as per ANNEXURE-I
10. The Bidder should have registration with: a) GST, b) PAN c) Certificate of Practice from ICAI
a) Self-attested Copy of GST Registration Number
b) Self-attested Copy of PAN Card
11. One recent Passport size photograph of the Authorized person of the Company
Self-attested Photograph on Technical Bid Form
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ANNEXURE- IV
PROFORMA FOR COMMERCIAL BID
For conducting Internal Audit of BECIL for the Financial Year 2018-19 (On letter head)
Sl. No Particulars Amount (In Rs.)
1. Consolidated Annual Fees for the entire Audit work to be conducted at Delhi/Noida/Bangalore/Kolkata (exclusive of GST)
Any other Charges
Total
2. Consolidated Annual Fees for the entire Audit work to be conducted at Delhi/Noida only (exclusive of GST)
Any other Charges
Total
3. Consolidated Annual Fees for the entire Audit work to be conducted at Regional Office, Bangalore only (exclusive of GST)
Any other Charges
Total
4. Consolidated Annual Fees for the entire Audit work to be conducted at Regional Office, Kolkata only (exclusive of GST)
Any other Charges
Total
Note:
The evaluation of the Commercial Bids of above Sl. No. 1-4 shall be done separately.
It shall be at the discretion of the BECIL’s management to consider any of the above quotations.
The estimated turnover of BECIL for FY 2018-19 is as under:
