HINDUSTAN PREFAB LIMITED TENDER DOCUMENT FOR HPL INTERNAL AUDITOR IN JANGPURA, NEW DELHI NIT No. HPL/DGM(C)/TC/IA/2016-17/109 dt:11.01.2017 OPENING DATE FOR SUBMISSION OF TENDER : Jan 11, 2017 CLOSING DATE FOR SUBMISSION OF TENDER : Jan 18, 2017 1
2 NOTICE INVITING TENDER
APPOINTMENT OF INTERNAL AUDITOR IN HINDUSTAN PREFAB LIMITED,JANGPURA, NEW DELHI FOR THE FINANCIAL YEAR 2016-17 Tenders are invited from Chartered Accountants Firms (CA Firms) for appointment as Internal Auditors for the Financial Year 2016-17. The HPL has its head office at Jangpura,New Delhi with its 06 Regional office located at Thiruvanathapuram,Guwahati,Patna,Cuttak,Asansol,Arunachal Pradesh,Mizoram and Nagaland The HPL internal auditor will be required to conduct the internal audit in two phases: 1st April to 30th September, 1st October to 31st March. The first half year should complete within 20 days from the date of award of work. The second half at the end of April 2017. The interested CA firms may submit their tender offline in the prescribed proforma provided herein, which includes Notice Inviting Tender, Eligibility Criteria, Scope of Work, General Terms and Conditions, Technical Bid (Experience and Capability Criteria) as per Annexure - I and the Financial Bid (Professional Fee) as per Annexure II. The tender documents may be downloaded from HPL website www.hindprefab.in from Jan 11, 2017 10:.00 AM to Jan 18, 2017 up to 14.59 PM Hrs. The sealed tender may be submitted in one big envelope superscripting HPL Internal Auditor for HPL containing two separately sealed small envelopes, one for "Technical Bid" and another for "Financial Bid" superscripting as such and addressed to Director (Technical), H i n d u s t a n P r e f a b L i m i t e d, Jangpura,, New Delhi 110014. The sealed tender statue must be dropped in the tender box at HPL,Jangpura New Delhi 110014, Head Office only, on or before Jan 18, 2017 at 15.00 P.M. Hrs. The technical bid envelope must contain the technical bid format in prescribed Performa as per Annexure - I along with a demand draft of Rs.500/- (non-refundable) towards cost of tender and Earnest Money Deposit (EMD) of Rs.6000/- (non-interest bearing) favoring HPL and payable at New Delhi with all relevant documents in support of eligibility and experience criteria. The financial bid envelope must contain only the financial bid format as per Annexure II. The financial bid shall include professional fee / charges for all services including expenses for boarding / lodging of staff to be incurred in carrying out the internal audit services. HPL will not accept any claim other than professional fee / charges etc. specified in financial bid. The technical bid will be opened at HPL, Jangpura, Accounts Department on Jan 18, 2017 at 15.30 P.M. Hrs in the presence of the bidders who wish to be present. The Financial bid will be opened on the date which will be communicated to only those bidders who are found technically qualified after evaluation of eligible technical bid as per selection criteria provided. Any further clarifications can be sought from CA.V.K.Gupta, DGM (Finance & Accounts) on Telephone No. 011-43149865, Jangpura, New Delhi - 110014.
Eligibility criteria for Internal Auditor 1. The internal auditor may be selected from the chartered accountants firm having certificate of practice from the Institute of Chartered accountants of India.-Certificate from ICAI should be attached. 2. The firm should have minimum four partners out of which at least two partners should be FCA. -Profile /Status of partners as per ICAI record should be attached. 3. The firm should have minimum experience of 10 Years - Certificate should be attached 4. Gross average professional receipts of last 3 years should not be less than Rs.20 Lacs P.A. -Copy of ITR along with financial statements should be attached. 5. The firm should have an experience of Government sector audit with adequate exposure in construction Industry- Provide details 6. The firm should be proficient in Tally Accounting Package-Provide the details 7. The firm should have an office in Delhi with adequate audit staff strength.-provide details 8. The firm shall depute a senior partner to carry out and oversee the Internal audit.-the name should be indicated. Scope Of Work : 1. Review of operations at corporate office and regional offices and to assure whether the operations are conducted economically and efficiently. 2. To assure whether the systems, procedures, adopted by the company are adequate and effective to achieve company s objectives and goals. 3. To assure the compliances of legal,regulatory,accounting standards,policies,and prescribed procedures. 4. To add value to improve the company s operations 5. To evaluate and improve the effectiveness of risk management.control,and governance procedures.
6. To assist in preparation of annual accounts as required by management. 7. To update Fixed assets register. 8. The period of audit will be from 01.04.2016 to 31.03.2017. 9. The audit report to be submitted along with corrective/suggestive measures, if any are to be submitted immediately on completion of audit as per format of internal audit report. If the auditor observe any case of non production of records or non-cooperation to the auditors, the auditor will take up the matter with the higher authority and get their audit procedure completed instead of merely reporting such cases in their report. 10. The CA firm shall depute at least two semi qualified CA s headed by a qualified CA to conduct the audit of corporate office and its registered offices. 11. The payment of audit fees will be made after the submission of Internal audit reports satisfactorily in line with Audit objectives and Terms and conditions. 12. Nothing shall be extra towards improvement and corrective suggestions /assistance in preparation of Annual accounts,being made by the Internal auditors. 13. The Internal auditor shall provide /update HPL regarding any changes made in accounting standards/applicable tax laws and ensure its implementation. 14. TA/DA/conveyance charges are eligible to the staff deputed at our corporate office to conduct the internal audit as per company norms. 15. The HPL shall not be liable for any type of payments to be made by the firm to the employees deputed by the internal auditor at HPL to conduct the Internal Audit. 16. The contract can be terminated /concluded even at an earlier date, after serving one month notice by either side. 17. No advance payment will be made on any account. However,50% payment of the fee would be paid on submission of First Audit Report. 18. The audit will be conducted during the office hours of the company. 19. HPL will not responsible fo0r any additional liability of your staff like PF/ESI or statutory benefit. HPL will not be liable for any compensation under the workman compensation Act.
20. You will be bound by rules of discipline and will make entries in the visitors register maintained at the reception of the company. 21. You will in consultation with the competent authority chalk out an audit programme for the year and will submit report to Finance Head /CMD HPL as may be decided /directed by the company. 22. You will also follow guidelines on Internal Audit Procedures issued by ICAI and also HPL guidelines of this matter. 23. Any dispute if arises shall be referred to CMD HPL and decision of the CMD HPL shall be final and binding. TERMS AND CONDITIONS:- 1. Each page of tender documents is required to be signed by the Nodal Partner of CA firm. The documents / certificates in support along with the tender shall also be signed by the Nodal Partner. 2. Tenders without EMD will be summarily rejected. 3. The earnest money deposit (EMD) of successful bidder will be converted into Security Deposit (SD) amount for the period of contract and will be refunded on request of the bidder after completion of period as well as the obligation of internal audit of HPL. 4. Tender shall be submitted in prescribed / official tender document only. If submitted in any other form, the same shall be summarily rejected. 5. The tender documents shall be written legibly and free from erasing, corrections and over-writing, otherwise the bid will be rejected. 6. If any date mentioned above happens to be a holiday, then the next working day will be the relevant date. 7. HPL reserves the right to accept/reject any/all offer(s) without assigning any reason. 8. HPL reserves the right to cancel this tender process at any time without assigning any reason before the selection of centralized internal of auditors and the tendered shall not be entitled to claim any damage or compensation due to such cancellation. 9. This tender is subject to the jurisdiction of the local courts at Delhi only. All disputes arising out
of the tender process shall have the jurisdiction of the local courts at Delhi only. 10. Tenders received in the single-bid system i.e. having the technical bid as well as financial bid in the same small envelope shall be rejected. 11. HPL will not accept any claim other than professional fee / charges etc. specified in financial bid. 12. The HPL internal auditor should not have any disputes with any of the client. If any disputes comes to knowledge of HPL at any point of time, then the services of internal auditor would be terminated. 13. Any tender received not in conformity the aforesaid terms and conditions may not be considered and same will be rejected. 14. The validity of the tender is 30 days from the date of opening of financial bids. 15. The successful bidder shall start the work within the 7 days from the date of issue of LOA. 16. If the successful bidder denied to work or not responding within prescribed time then EMD of the successful bidder will be forfeited.
Annexure - I TECHNICAL BID (The details to be provided as on the closing date of this NIT) General Information 1. Name of the CA Firm : 2. Registered / Main Office Address : 3. Name of Nodal Partners : 4. Contact No. of Nodal Partner : 5. No. of Branches in India : (Attach a list along with address) Eligibility Criteria 1. Whether the firm meets all the eligibility Criteria (Yes/ No) : 2. No. of years of experience : 3. Date of registration of CA firm : 4. Whether firm is empanelled with C&AG for 2014-15 (Yes / No) : 5. C&AG empanelled no. : 6. Whether firm has peer review by members of ICAI for any financial year 2013-14 to 2015-16 (Yes / No). The year of peer review shall be mentioned : 7. No. of Partners (as on closing date of tender) : 8. No. of CA Employees (as on closing date of tender) : 9. No. of Article / Audit Clerks (as on closing date of tender) : 10. Whether the CA firm have its registered / main Office at Delhi : 11. Whether the CA firm have an experience of conducting requisite no. of statutory and /or internal audit of eligible clients / organization (Provide list of eligible clients / organization
along with their turnover financial year wise and enclose their appointment letters) 12. The PSUs having Navratna / Maharatna Status : (Provide PSU name and Status) 13. Annual turnover of CA firm for (Enclose Copies of IT Returns) a. FY 2013-14 : b. FY 2014-15 : c. FY 2015-16 :
Annexure - II FINANCIAL BID The interested CA firm may quote their professional fees (all inclusive) in the following format :- S. No. Particulars Amount in Rs. 1 1. Annual Professional fee for Internal Audit (in two phases) for the financial year 2016-17 for Head Office & all 06 regional offices. 2. Annual Professional fee for finalization and auditing / certification of financial statements for 2016-17 along with all schedules, accounting policies and notes on accounts at the end of financial year and the finalization / auditing / certification of the consolidated financial statement for Head Office and all 06 regional offices at the end of financial year 2016-17. 3. Annual Other Charges (including lodgings and boarding) Total Annual Professional fee (1+2+3) Service Tax including Education Cess Grand Total Grand Total Professional fees in words. Signature of Nodal Partner With name and Firm Seal