MYSORE SUGAR COMPANY LIMITED, MANDYA (A Govt
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MYSORE SUGAR COMPANY LIMITED, MANDYA (A Govt. of Karnataka Undertaking) INVITING THE APPLICATION UNDER E-PROCUREMENT TENDER ENGAGING CHARTERED ACCOUNTANTS FOR INTERNAL AUDIT IN THE COMPANY UNDER QUALITY AND COST BASED SELECTION (QCBS) AND PROCEDURES DESCRIBED IN THIS RFPs. K/C-2 (ANNEXURE II) Inviting applications under Karnataka Transparency Act Rules, 2000 issued vide government notification No. PWD 121 SO/FC 2003 dated 26th September 2003. Hiring of consultancy services – use of standard request for proposals (RFPs) and contract formats SUB: E-PROCUREMENT TENDER NOTIFICATION FOR ENGAGING CHARTERED ACCOUNTANTS FOR INTERNAL AUDIT IN THE COMPANY DATES FOR COMPLETION OF VARIOUS TASKS; TENDER REFERENCE NO : CFO/ADVT/1015/2018-19 Dt:16.11.18 DATE OF COMMENCEMENT OF DOWN LOADING OF TENDER DOCUMENT : 18-11-2018. LAST DATE OF UP LOADING OF TENDER DOCUMENT : 26-11-2018 before 04.00 PM TECHNICAL TENDER WILL BE OPENED ON : 27-11-2018 at 11.00 AM COMMERCIAL TENDER WILL BE OPENED ON OF TENDERS : 28-11-2018 at 11.00 AM ADDRESS FOR COMMUNICATION : GENERAL MANAGER The Mysore Sugar Co Ltd., Sugar town Post, MANDYA. PLACE OF OPENING OF TENDERS : Office of GENERAL MANAGER The Mysore Sugar Co Ltd., Sugar town Post, MANDYA. -02- GENERAL CONDITIONS OF THE CONTRACT TYPE OF CONTRACT : TIME BASED CONTRACT CONTRACT PERIOD : Period of contract will be for ONE YEAR from the date as per order. EMD AMOUNT AND TENDER FEES : 1. The EMD of Rs. 15,000/- (Rupees Fifteen Thousand only) is to be paid through e- Portal. 2. Tender form fee as per E-Portal norms. 3. Total tender cost approximate Rs.5,00,000/- per annum ELIGIBILITY CRITERIA 1. The CA firm should be registered with ICAI 2. If the firm is under the partnership, the deed of the partnership should be enclosed. 3. Last three years IT returns, should be enclosed. 4. The GST Registration certificate to be enclosed (If applicable) 5. EXPERIENCE: - The CA firm shall have minimum of 10 years experience in field of internal audit may submit their expression of interest with profiles. 6. PAN No. should be enclosed 7. The firm should have minimum turnover Rupees Five lakhs in each of last five yerars. (Attach prof) 8. Completion of work: The scope of work has to be executed with in time lines as may be required by the company. 9. Chartered Accountants firm have place assistants at Accounts department at Mandya Factory, and personally visit the factory minimum twice in a week. And the persons deputed job should well versed in audit accounts under GST Act. -03- SCOPE OF WORK OF INTERNAL AUDIT ; 1 . PURCHASES; a) Verification of all purchase approval files by endorsing your opinion on each file after ensuring compliance procedure such as calling quotations. Preparation of comparative statements, negotiations and issue of purchase order / work order. b) Pre audit of all types of purchases including capital items stores and spares etc. c) Verification and ensure compliance of purchase procedures such as calling for enquiries , review of quotations , negotiation procedures , final recommendation , placing of purchase order / work order etc. 2 . SALES ; a) Pre audit of all types of sales including sugar sales, distillery products , scrap sales and other miscellaneous sales if any. b) Ensure participation in all sales/purchase tender negotiations when called for. 3. STORES: a) Undertake physical verification of all stocks at factory during the end of financial year including. b) Stores, Spares, distillery items and fixed assets. c) Verification of valuation of above items. 4. Statutory: a) Verification and ensure payment of statutory dues such as Provident Fund, TDS, Service Tax, Excise Duty, PT and any applicable taxes within due dates as provided in the respective acts. b) Advise any changes in statutory levies like Provident Fund, TDS, Service Tax, Excise Duty, PT and any other applicable taxes from time to time. c) Verify and ensure filing of various returns such as VAT return, PT Return, Quarterly e-TDS/TCS filing etc., within due dates. -04- 5. Others: a) Pre audit of all bank, cash vouchers and all receipts and all receipts and payments. b) Verification of daily cash flow statements with the cash book. c) Verification of salaries and wages, provident fund settlement and gratuity settlement of all employees. d) To guide and direct in preparation of reports/statements required by government/Banks as and when required. e) Ensure the correctness of the head of account, Suggest for correction of entries if any. 6. Other terms and conditions: 1) Ensure placement of 2 assistants having experience in accounts and audit work under their supervision. 2) The Proprietor/ Partner should attend to audit work at Mandya in person minimum twice in a week. 3) Review the progress of Internal Audit work and should suggest for improvement if required, in the methods and procedures adopted by the Company. 4) Internal Audit Report should be submitted a monthly in 4 copies in the first week of succeeding month. 5) Submission of special reports on the issues noticed during the course of audit, which required immediate attention of the management. 6) The personnel should not leave the work spot and sleep during the working hours. 7) If any damage occurred by the personnel the loss has to be borne by the Firm. 8) The Personnel supplied by the firm will not be considered for any appointment or any recruitment or any claims from the Company. 9) Providing weekly holiday once in a week is the responsibility of the Firm. 10) If necessity arises the firm should provide additional Personnel on the same terms and conditions. 11) If there is any violation in the terms & conditions of the company, it has the right to cancel the contract giving One month notice. 12) The rates accepted by the firm will not be changed under any circumstances during the contract period. -05- 13) In case of any accident to the Personnel, the Company is not responsible. It should be reported immediately to General Manager and the treatment for the injury and the compensation should be looked after by the firm. 14) If the CA Firm violates the terms and conditions of the agreement the Company has the discretionary power to cancel the contract immediately. 15) If there is any dispute between the Firm and the Company to decide the same the Arbitrator authority is Director Arbitration, High Court of Karnataka, and Bangalore. PREPARATION OF PROPOSAL TECHNICAL PROPOSAL: 1. If a consultant considers that it does not have all the expertise for the assignment, it may obtain a full range of expertise by associating with individual consultants 2. Proposed key professional staff must at a minimum have the experience indicated in the data sheet. 3. Reports to be issued by the consultants as part of this assignment must be in the language specified in the data sheet. It is desirable that the firm’s personnel have a working knowledge of the client’s official language. 4. The firm shall have minimum of 10 years experience in handling indirect taxation (VAT/CST/SERVICE TAX) and the field of internal audit may submit their expression of interest with profiles. The technical proposal should provide the following information using the attached standard forms; 1. A brief description of the consultant’s organization and an outline of recent experience on assignments of a similar nature. For each assignment, the outline should indicate, inter alia, the profiles and names of the staff provided, duration of the assignment, contract amount, and consultant’s involvement. 2. Any comments or suggestions on the terms of reference and on the data, and facilities to be provided by the client. 3. The list of the proposed staff team by specialty, the task that would be assigned to each staff team member, and their timing. -06- FINANCIAL PROPOSAL; 1. In preparing the financial proposal, consultants are expected to take into account the requirement and conditions of the RFP documents, the financial proposal should follow standard forms. 2. Consultants shall express the price of their services in Indian rupees. 3. The data sheet indicates how long the proposals must remain valid after the submission date. During this period, the consultant is expected to keep available the key professional staff proposed for the assignment .the client will make its best effort to complete negotiations within this period. if the client wishes to extend the validity period of the proposals, the consultants who do not agree have the right not to extend the validity of their proposals. SUBMISSION, RECEIPT, AND OPENING OF PROPOSALS; 1. The original proposal (technical proposal and financial proposal) shall be prepared in indelible ink. It shall contain no inter-lineation or overwriting, except as necessary to correct errors made by the firm itself. 2. An authorized representative of the consultant of the consultant initials all pages of the proposal. 3. For each proposal, the consultant should prepare the number of copies indicated in the data sheet. 4. After the dead line for submission of proposals the technical proposal shall be opened immediately by the evaluation committee. The financial proposal shall remain sealed and deposited with client until all submitted proposals are opened publicly. PROPOSAL EVALUATION; 1. From the time the proposals are opened to the time the contract is awarded, if any consultant wishes to contact the client on any matter related to its proposal, it should do so in writing at the address indicated in the data sheet. Any effort by the consultant to influence the client in the client’s proposal evaluation. The proposal comparison or contract award decision may result in the rejection of the consultant’s proposal. 2.