Chief Audit Officer, M.P. Housing and Infrastructure Development Board Bhopal Phone: Mob:

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1 M.P.HOUSING AND INFRASTRUCTURE DEVELOPMENT BOARD ENGAGMENT OF INTERNAL AUDITORS System Tender No. 451 M.P. Housing and Infrastructure Development Board intend to empanel Chartered Accountant firms for conducting Internal audit of its Circle Offices located at different places of Madhya Pradesh. Chartered Accountant firms having their office at any of those places and interested for conducting Internal audit may submit their application online up to 18/09/2015. Firm can bid for one or multiple locations (circle offices). The RFP document terms & conditions can be downloaded from the website Cost of tender document is Rs and EMD Rs per circle office You can contact at toll free for further clarification. MP Housing & Infrastructure Development Board reserves the right to accept/reject any or all tenders without assigning any reasons whatsoever. Chief Audit Officer, M.P. Housing and Infrastructure Development Board Bhopal Phone: Mob: 1

2 MPHIDB List of Circles, Divisions and Subdivisions Circle Name Division Name Sub Division BHOPAL ELECTRICAL (ELECTRICAL) BHOPAL(ELECTRICAL) JABALPUR(ELECTRICAL) BHOPAL-6 Sub Division Green Medoze Sub Division Sehore BHOPAL-6 Sub Division 15 Bhopal BHOPAL-1 Sub Division 1 Bhopal BHOPAL-1 BHOPAL-1 BHOPAL-6 Sub Division 6 Nehru Nagar BHOPAL-1 BHOPAL-1 Sub Division 3 Bhopal HOSHANGABAD Sub Division 2 Bhopal BHOPAL-EO Division 2 Bhopal BHOPAL-EO Sub Division 5 Bhopal BHOPAL-6 Sub Division Rivera Sub Division 4 Bhopal HOSHANGABAD Sub Division Betul HOSHANGABAD Sub Division Hoshangabad Sub Division 2 Amarai Bag Sewania Bhopal Sub Division 1 Amarai BagSewania Bhopal Sub Division 9 Mandideep Sub Division 8 Katara hills Sub division 7 Bagmughalya Bhopal BHOPAL-5 Sub Division ISRO Project BHOPAL-5 Sub Division 13 Bhopal BHOPAL-4 Sub Division 12 Ayodhya Ext Bhopal BHOPAL-4 Sub Division 11 Rajeev Nagar Bhopal BHOPAL-5 BHOPAL-4 BHOPAL-4 Sub Division 10 Ayodhya Nagar Bhopal SAGAR Sub Division Sagar SAGAR Sub Division Damoh BHOPAL-5 Sub Division 14 Bhopal BHOPAL-5 Sub Division Vidisha SAGAR GUNA MORENA Sub Division Sheopur GWALIOR-2 Sub Division Bhind GUNA Sub Division Shivpuri GUNA Sub Division Rajgarh GUNA Project Sub Division Ashok Nagar

3 GWALIOR JABALPUR GUNA GWALIOR(KV) GWALIOR(KV) GWALIOR-2 MORENA GWALIOR-2 GWALIOR-EO MORENA GWALIOR(REDENSIFICATION) GWALIOR-2 NEW DELHI(PROJECT) GWALIOR(REDENSIFICATION) GWALIOR(KV) DHAR (PROJECT) DHAR KHANDWA (PROJECT) -EO KHANDWA DHAR DHAR DHAR KHANDWA KHANDWA KHANDWA (PROJECT) (PROJECT) (PROJECT) BALAGHAT BALAGHAT CHHINDWARA KATNI KATNI JABALPUR-2 JABALPUR-2 JABALPUR-1 JABALPUR-1 KATNI Sub Division Guna Work Sub Division 2 Delhi Work Sub Division 1 Delhi Sub Division 5 Gwalior Sub Division Datia Sub Division 2 Gwalior Sub division 1 Gwalior Sub Division Morena Sub Division Project Gwalior Sub Division No 3 Gwalior Sub Division Tikamgarh Elect Sub Dn Gwalior Sub Division Pithampur Sub Division Khargone Sub Division No 7 Indore Sub Division 4 Indore Estate Office Indore Sub Division Jhabua Sub Division Barwani Sub Division Dhar Sub division Barwaha Sub Division Burhanpur Sub Division Khandwa Sub Division 8 Indore Sub Division 6 Indore Sub division 1 Indore Sub Division Mhow Sub Division 5 Bijalpur Indore Sub Division 2 Indore Sub Division Seoni Sub Division Balaghat Sub Division Chhindwara Sub Division Umariya Sub Division Katni Sub Division Mandla Sub Division Maharajpur jabalpur Sub Division Purwa Jabalpur Sub Division 2 Dhanwan Sub Division Dindori

4 REWA JABALPUR-2 JABALPUR-1 CHHINDWARA JABALPUR-2 JABALPUR-1 JABALPUR-EO KATNI CHHINDWARA BALAGHAT SHAHDOL REWA SHAHDOL SATNA SIDHI SIDHI SATNA SATNA SATNA REWA REWA CHATTARPUR SIDHI SATNA Sub Division Hathital Jabalpur Sub Division Dhanwantri Nagar sub division narshingpur Proj Division Sahdol Sub Division Annuppur sub Division Chhatarpur Sub Division Shadol Sub Division Sidhi Sub Division Panna Sub Division Chitrakut Satna Sub Division Satna Sub Division 2 Rewa Sub Division 1 Rewa Sub Division Agar Sub Division Ratlam Sub Division Neemach Sub Division Mandsour Sub Division Nagda Sub Division Dewas Sub Division Ujjain Sub Division Singhasth Estate Office Ratlam Sub Division Jawra

5 AMENDMENT under section-1: In place of Demand draft in favour of Chief Audit Officer, it should be in favour of Chief Accounts Officer. The point should be read as below: All proposals must be accompanied by an Earnest Money Deposit (hereinafter referred to as EMD) of Rs. 50,000 (Rupees Fifty Thousand) per circle in the form of a Bank Draft in favour of Chief Accounts Officer, M.P. Housing and Infrastructure Development Board 2. Notification: In notification, end date is mentioned as 18 Sep 2015, which is document purchase end date. All important dates are mentioned clearly in the document, kindly refer the same. Chief Audit Officer, MP Housing Board

6 CORRIGENDUM-2 1. For Internal Audit Tender, MPHIDB (Ref. system tender no. 451), Cost Accountants will also be eligible along with Chartered Accountants to participate in the tender. a. In place of Chartered Accountant in the tender document, it should be read as Chartered Accountant/Cost Accountant. 2. Updated schedule will be as follows: a. Purchase of tender start date 31 st Aug 2015 b. Purchase of tender end date 28 th Sep 2015 c. Pre bid meeting 18 th Sep :30 PM d. Bid Submission end date 30 th Sep :30 PM e. Mandatory opening Envelope A EMD 1 st Oct :30 PM f. Technical opening 3 rd Oct :30 PM g. Financial Opening 5 th Oct :00 PM 3. 4 under Evaluation Criteria (Pt. 3), in place of Institute of chartered accountants of India and ICAI it should be read as firm Institute of chartered accountants of India / Institute of cost accountants of India and ICAI / ICMAI Chief Audit Officer, MP Housing Board

7 PRE-BID MEETING QUERIES RFP OF INTERNAL AUDIT ASSIGNMENT IN M.P. HOUSING AND INFRASTRUCTURE DEVELOPMENT BOARD, BHOPAL Sl. No. Referen ce 1. Page no. 1, para 1 2. Page no.1, point no.1 3. Page No.1, No.1 (1) Page No.2, No.1 (11) 4. Page no. 1 point no. 1(2) in RFP query Request/Clarificatio n Interested firms may submit their firms profile and detailed bio-data of all partners. The firm shall carry out the internal Audit work at the respective Operation Circles offices located in Bhopal, Indore, Ujjain, Gwalior, Jabalpur, Rewa, and their Respective Subordinate Division/ EM Units ( Only one circle as applicable) The contract of Internal Audit assignment shall initially be for a period of six months with a specific scope of audit and covering the F.Y The performance of Internal Audit Firm shall be reviewed monthly/quarterly and the contract period could be extended after six month based on performance report and after mutual discussions on same rates and conditions except the taxes. The internal audit should be carried out Quarterly basis and report is to be submitted quarterly within 45 days of quarter end. Any exemption /delay must be pre-approved by MPHIDB Authority with detailed reason. The Internal Audit Firm shall conduct the Internal audit during the office hours on working days along with his/her assistants. At the time of bid submission, Bio data of all the partners to be given or only for proposed Staff for this assignment. a) Pls list out the Subordinate divisions/ EM Units under each circle. b) It is not specifically mentioned anywhere that A firm can be assigned only one circle or a firm can also get more than one circle, pl clarify. a) In point no.1 (1), it is mentioned that the performance will be reviewed monthly / quarterly but at point no.1 (11) it is mentioned quarterly. Please clarify which is to be done. b) 2 quarters have already gone by, still the audit is required to be done on quarterly basis or Half yearly basis for first six month and then quarterly for forthcoming quarters. What would be the timeline for submission of the reports for the period already lapsed? Looking at the time already gone by auditor will have to speed up the assignment to achieve the lime lines. This may require working even beyond the office hours and even on holidays. Request you to bring necessary amendment in Firm profile as well as details of partners 1. List given and attached on site for reference. 2. even more than one circle 1. Monthly progress and quarterly Final Report 2. As point No. 2 (11) exception will be allowed. If required only than be allowed or arranged.

8 5. Page No.2, No.1 (4) 6. Page No.2, No.1 (5) Page No.8, No.5 & 6 The selected Firm shall place a qualified Chartered Accountant (minimum 2 years of experience) duly assisted by minimum of two Audit Assistants having a minimum qualification of Chartered Accountancy (Internship qualified) at the circle earmarked for the Internal Audit work as firm's Internal Auditor. A consolidated amount as decided (all inclusive for each accounting unit for audit of all receipt payments during the financial year ) will be paid to the Internal Audit Firm by M.P. Housing and Infrastructure Development Board provided there is no delay or default in conducting the audit and submission of the report with reference to agreed schedule. Internal Audit Firm is required to give quarterly reports/certificates in connection with the Internal Audit. After submission of quarterly report 1/5 th of the amount sanctioned will be released and rest will be preserved as security and will be released after completion of final report and accepted by the MPHIDB. Service Tax will be paid separately but all other tax (apart from Service Tax) will be bear by the Firm/Agency. In case of delay in submission of report penalty will be applicable as mentioned in the penal clause. No additional fees is payable towards this regard to achieve the deliverable schedule. The placement would be on regular basis, or the person would be deployed based on AS AND WHEN REQUIRED BASIS. There is no clear clause for bill raising and bill payment in RFP. However the clauses given in RFP we understood as under:- If we read both the points i.e. No.1(5) and No.5 &6, we understand that as per point no.1(5) we will get 1/4 th of the consolidated (contract) amount as decided, after submission of our quarterly reports subject to no delay. We understand that submission of report means the quarterly submission. There is no agreed schedule for reference in RFP. At the same time as per point no.5 &6 it seems that we will get 1/5 th of the bill which will be raised quarterly (Example: It means if the total contract amount for 1 year is Rs.100 and quarterly bill will be Rs.25, so 1/5 th of quarterly bill is equal to Rs.5 and rest of amount Rs.20 will be preserved as security deposit and this will be released after completion of final report and accepted by the MPHIDB). Here, we submit our request if what we understood as mentioned above is correct then you are requested to keep 1/5 th (Rs.5) of the quarterly bill amount till completion of final report and accepted by the MPHIDB and release payment of 4/5 th (Rs.20) of quarterly bill. Or Our request is that bills should be raised on quarterly basis and payment should also be released on quarterly basis to meet our monthly As and when required basis After submitting quarterly report, bill be raised and payment within 2-3 weeks paid. Only 1/4 th not cumulative to 20%

9 7. Page no. 3 point no.1 (12) 8. Page No.4, No.3 (4) such reports/certificates. Keeping in view of turnover of Circle, offer for audit fee may be quoted annually for respective Circle. 1. The firm should be registered with the Institute of Chartered Accountant of India or C.A.G. of India. a. Registered under ICAI 15 s b. Registered under CAG 15 s c. Registered in ICAI and CAG 20 s recurring expenses without deducting the security deposit. Quotation of fee based on turnover of circle may not be practicable feasible. Instead of turnover, number of vouchers monthly/quarterly would be more rational. Hence pls provide details of tentative Number of vouchers circle wise to form a suitable basis of quotation of fees. The evaluation of giving points for having (a) Registered under ICAI - 15 points and (b) Registered under CAG - 15 points. At the same time the firms having both the registrations (ICAI and CAG) you are evaluating 20 points. We feel it is not justify because the 15 points given to individual registrations should be 10 points only, so that aggregate points of (a) and (b) should be 20 only. Evaluation of giving 10 points to individual registration will be justified with the firms having both the registration. Majority payment related to construction work/services have wide variety not possible to clarify. N.A. 9. Page No.8, No.5(B)( 7) 10. Page no. 9, point no. 10 (ii) Based on the requirement and situation prevailing from time to time management of M.P. Housing and Infrastructure Development Board shall communicate the scope of Internal Audit. However, until further communication the above scope stands valid for the Initial period of contract i.e. six months and may be extended on the same rates mutually accepted by both parties. Audit reports, bills for remuneration, amount of revenue leakage identified and collected of pending, progress of audit reports, progress on compliance to audit reports and attendance reports of personnel deputed are to be sent every month. By this clause we understood that assigning of additional work to the firms time to time by MPHID, If it is correct than we feel it will be over and above to the scope of work which has already mentioned in RFP. So if the work increasing shall be in a small level that will be acceptable but if it is assigning in a large level may affect our estimation of financials. So you are requested to consider additional fees for such increased large scope of work, if any. a) These things are required to be sent on monthly basis. While it is mentioned at many places that audit reports etc are to be submitted quarterly. b) Pls clarify what are these Bills for remuneration which are to be sent monthly. In case of any work covered under the scope was not require, it will be adjusted accordingly. In case of any major issues bearing on the health of MPHIDB should be reported as soon as possible.

10 11 General Whether the accounts are fully computerized? if yes then: Is it Tally package or any customized self made accounting package? 12 General Whether in tally or self made accounting package the facility of consolidation of data is there or not? 13 General Whether computerization is implemented fully for all the accounting work or some part of accounts being maintained in manual also? 14 General If both types of books computerized and manual are there then which books are to be checked and audited? 15 General How many bank accounts are there in a circle? Whether bank reconciliation statements are ready? Or it is to be done by the auditor? If these are pending then how long for the BRS is pending? 16 General Whether cash in transit account is tallied or not? If not then up to what period it is tallied? If it is not reconciled then whether the auditor needs to reconcile it or Unit will do it,and how much time will be taken for such reconciliation? 17 General Whether inter Circle / Division reconciliations and settlements are done or not? If not from which period? 18 General Whether the deficiencies are mentioned in last internal audit report if any, are rectified in the books accounts or not? Self made accounting package -do- In major modules yes Upto 4 No pendency In process In process yes