N.W:- CONDUCTING OF ANNUAL EXTERNAL AUDIT OF MEPMA AND ITS DPMU OFFICES IN TELANGANA STATEBY A QUALIFIED CHARTERED ACCOUNTANT FIRM FOR THE PERIOD FROM 01.04.2015 TO 31.03.2016 IN THE FINANCIAL YEAR 2015-2016.

TENDER Notice NO:115/External Audit/MEPMA/2015/F1/ , dated: -01-2017.

Firm Name : ------

Address: ------Contact No: ------

Email :------

Fax No: ------

The Mission Director,

MEPMA, Telangana

IIIrd Floor, ENC(PH)Building,

Opp. PTI Buildings,640, A.C. Guards,

Hyderabad-4.

Phone No.s 040-233 790 44/45.

TABLE OF CONTENTS

Section I :Notice Inviting Tender (NIT)

Section II:Bidders Information Sheet.

Section III: Instructions to Bidders & EMD.

Section IV:Terms & Conditions of Contract.

Section V:Terms of Reference(TOR).

Section VI:Timeschedule of Work.

Section V II: Reporting Requirements, expected outputs and timings.

Section VIII: Tender submission letter.

Section IX:Annexures.

I.List of DPMUs.

II.Performance Guarantee Format.

III.Availability of KEY PERSONNEL.

Section X:Financial Bid(Price Bid).

SECTION-I:

NOTICE INVITING TENDER(NIT)

Sealed tenders are invited for “Conducting of Annual External Audit of MEPMA and its DPMU offices in Telangana Stateby a Qualified Chartered Accountant Firm (CA Firm) for the Financial Year 2014-2015”.

1. / Tender Inviting Authority / Mission Director, Telangana MEPMA, Hyderabad IIIFloor, ENC(PH) Building, A.C.Guards, Hyderabad.
TENDER Notice No. / : / 115 /External Audit/MEPMA/2015/F1/ , dated:
-12-2016.
Indicative Job Cost / Rs. 67,873/- is the L1 for the Audit 2014-15
2. / Name of Work/JOB TITLE. / Conducting of Annual External Audit of MEPMA and its DPMU offices in Telangana State By a Qualified Chartered Accountant Firm (CA Firm) for the period from 01.04.2015 to 31.03.2016 in the Financial Year 2015-2016.
3. / Period of work/ Job. / : / 30 days.
4. / Eligibility to Bid. / : / Registered CA Firms & As per Eligibility criteria specified in Tender document.
5. / Address of Tender document availability. / Website: @ Advertisements/Tenders link.
6. / Start date for downloading of tender document / : / From 23-01-2017
7. / Tender Submission Due date/Time of receipt / : / 03.02.2017, 3:00 P.M
8. / Opening Date / time / : / 04.02.2017, 3:30 P.M
10. / Bid cost Payable(Non-refundable- to be attached with the Technical Bid of tender as the cost of tender document.) / : / 600/-(Rupees six hundred only)
11. / Bid security (EMD) / : / Rs. 1,200/- (Rupees twelve hundred Only)
12. / Bid cost & Bid security (EMD) Payable on whose name & Instrument. / : / By way of Demand draft in favour of The Mission Director, MEPMA, Telangana, Hyderabad payable at Hyderabad.
13. / Bid Validity / : / 60 days.
14. / Tender Inviting Authority / :
15. / Contact Person details / : / Sri,D.Jagan, Finance Manager, (9515106117). 9701385111

Section II.

BIDDERS INFORMATION SHEET

  1. Name of the Bidder Firm/Company:
  2. Address:

Telephone Nos. : Office:

:Residence:

:Mobile :

Fax No:

Email ID:

  1. Registration particulars of the Firm/Company :

viz. Proprietary, Partnership, Private

Limited, Public Limited etc. with ICAI.

  1. Name of Proprietor/Partner/Director signing the:

tender document.

  1. Name/Designation/Address of the Authorized :

Signatory holding the Power of Attorney (if any)

CA FIRMPage 1

  1. Permanent Account Number
    (PAN)
  2. Service Tax No :
  3. Details of Experience:

:

CA FIRMPage 1

Sl. Name of Department /

No. Organisation
Private / govt.

Financial years audit done

CA FIRMPage 1

  1. Details of professional Personnel working with the firm:

CA FIRMPage 1

Sl.Name of the personnel

No.
Qualification Age

Experience in auditing

CA FIRMPage 1

Certified that the information given above is true and if any information is found to be false or misleading the tender /contract may be cancelled.

Signature:

Name:

Capacity of Signatory in the firm:

Seal :

SECTION - III

INSTRUCTIONS TO BIDDERS & EMD.

  1. INTRODUCTION
  1. DEFINITIONS:
  1. MEPMA means Mission for Elimination Poverty in Municipal Areas under the Government of Telangana State, Municipal Administration and Urban Development Department and having its Head Office at III Floor, ENC(PH) Building, A.C.Guards, Hyderabad.
  2. DPMUs means District offices of MEPMA, called as District Project Monitoring Units, located in all the Districts of Telangana State, headed by an officer designated as Project Director.
  3. The Client means the Mission Director, MEPMA.
  4. The Bidder means Charted Accountant firm / company who participates in this tender and submits its bid.
  5. The CA Firm means the successful bidder rendering the services , who is successful in the bid, under the contract.
  6. The Contract means the contract agreed and signed by both Client and The CA Firm including all attachments and appendices thereto and all documents incorporated by reference therein.
  7. The Contract Price means the price payable to the CA firm under the Contract for the full and proper performance of its contractual obligations.
  8. Audit shall mean audit of accounts on entire accounting transactions of MEPMA head office and its DPMUs to ensure adherence to the standard Govt. accounting norms.
  1. ELIGIBLITY CRITERIA :

2.1.1.

  1. A Chartered Accountants firm having experience of 10 years or more in the area of auditing of any Govt. or semi govt. department / organizations and reputed private organizations;- A Registration certificate with registrar of Firms in A.P. prior to 10 years and latest renewal certificate with CAG shall be produced.
  2. The firm must have completed auditing in any one single financial year for a minimum of 2(Two)- Govt. or semi govt. departments /Quasi-Government organizations/ Public Sector Undertakings during the last 3(Three) years i.e., between 2011 and 2014.
  3. The firm must be empanelled with CAG of India for conducting audit for any Govt. or semi govt. department / organizations;
  4. The firm should have a minimum annual turnover of Rs.20.00 Lakhs for the last 2 years;
  1. The firm should have a minimum of 2 to 3 working CA partners and a working staff strength of 15 people.

2.1.2. Documentary proof for all the above eligibility requirements shall be attached.

2.1.3.Copies of all the documents must be attested by the bidder/authorized representative of the firm participating in the tenders duly taking responsibility for any discrepancy in the proof submitted.

2.1.4. Bids not conforming to these conditions will be rejected outright.

2.2. One tender per tenderer:

Each Tenderer shall submit only one Tender for the job. A Tenderer who submits more than one Tender will cause disqualification of all the Tenders submitted by the Tenderer.

2.3. The EMD shall be forfeited.

(a) If the tenderer withdraws the Tender during the validity period of Tender.

(b) In the case of a successful tenderer, if he fails to sign the Contract for

Whatever the reason.

2.4. In consideration of the MD, MEPMA undertaking to investigate and to take into account each tender and in consideration of the work there by involved, all earnest monies deposited by the tenderer will be forfeited in the event of such tenderer either modifying or with-drawing his tender at his instance within the said validity period of 3 months.

2.5. No alteration which is made by the tenderer in the contract form, the conditions of the contract, specifications or statements / formats or quantities accompanying the same will be recognized; and, if any such alterations are made the tender will be void.

  1. COST OF BIDDING:

3.1 The bidder shall bear all costs associated with the preparation and submission of the bid. The Client, will in no case, be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process.

3.2 The Bidder shall pay Rs. 600/-(Rupees six hundred only) in the form of demand draft in favour of the Mission Director, MEPMA, AP, Hyderabad payable at Hyderabad towards tender document cost which is non-refundable. This is to be attached with the Technical Bid of Tender.

  1. BID DOCUMENT:
  1. BID DOCUMENTS:

4.1 The services required, bidding procedures and contract terms are prescribed in this Bid Documents. The Bid Document is in two parts 1) Technical and 2) Financial.

4.1.1. Documents to be enclosed with the Technical Bid: (Cover -1)

(Each page of all documents should be signed/self attested by an authorized signatory)

  1. Tender submission letter.
  2. Notice Inviting Tender
  3. Bidders information sheet
  4. Entire bid document except Price schedule with signature on each page.
  5. Other documents asked for in the tender form in support of bidders
    eligibility.
  6. Bid Security(EMD)
  7. Tender document Cost.
  8. Authorization letter by the Firm duly authorizing the Representative.
  9. Any other document as the bidder may wish to submit in support of the bid.

4.1.2. Documents to be enclosed with the Financial Bid: (Cover -2)

  1. Financial Bid (Section –X) with Signature of the bidder.

4.2. The Bidder is expected to examine all instructions, forms, terms and specificationsin the Bid Documents. Failure to furnish all information required as per the Bid Documents or submission of bids not substantially responsive to the Bid Documents in every respect will be at the bidders risk and shall result in rejection of the bid.

4.3. The Bidder shall sign all the documents that are specified in Clause 4. The Bidder may also authorize his representative to sign the above documents/to attend for opening of bids. In case of a representative performing the above activities, he must be authorized in writing by the head of the firm and the authorization letter must be enclosed along with technical bid (Cover 1).

  1. CLARIFICATION OF BID DOCUMENTS:

A prospective bidder, requiring a clarification of the Bid Documents shall notify the Client in writing. The Client shall respond in writing to any request for clarification of the Bid Documents, which shall be received not later than 7 days prior to the date for the submission of bids.

  1. AMENDMENT OF BID DOCUMENTS:

6.1 At any time, prior to the date of submission of bids, the Client may, for any reason,whether at its own initiative or in response to a clarification requestedby a prospective Bidder, may modify the bid documents by amendments.

6.2 At any time prior to the prescribed last date for receipt of bids, MEPMA reserves the right to modify the Tender. The amendments and modifications to theTender shall be notified on theMEPMA website: ,which shall be binding on the bidders. Bidders are requested to frequently visit the website for updates, if any.

6.3 In order to afford prospective bidders reasonable time in which to take the amendments in account in preparing their bids, the Client may, at its own discretion, extend the deadline for the submission of bids suitably.

  1. PREPARATION OF BIDS:
  1. DOCUMENTS COMPRISING THE BID:The bid prepared by the bidder shall comprise the following components:

I.Technical bid, which shall contain:

(a) Documents as per clause 4 and 9 of these Instructions to Bidders

(b) Bid Security furnished in accordance with clause 10.

(c) Cost of Bid document as per clause - 3.

II. Financial bid, which shall contain the Price schedule, completed in accordance with clause 8.

  1. BID PRICE:

8.1 The bidder shall give the total price for all the services performed as per the terms of reference in the Bid document for one year annual audit. The price must be inclusive of all levies and taxes as applicable, but excluding the Service tax(15% - subject to variation from time to time).

8.2. While quoting the price the bidder shall work out the bid price for audit on theaccounts for the year i.e., 2015-16and shall quote the Price in the financial bid.

8.3 While quoting the price bidder shall include all expenditure of their professional personnel and staff entrusted for this contract including their salaries / remunerations, travel, lodging, boarding and other miscellaneous charges to his audit fee.

8.4 Price must be indicated in the FINANCIAL BID of this Bid document in the columns as prescribed.

8.5 The prices quoted by the bidder shall remain fixed during the entire period of contract and shall not be subject to variation on any account. A bid submitted without Price Bid will be treated as non-responsive and rejected.

8.6 If any variation observed in Price between figures and Words given, Price given in words will be treated as the price given by the Bidder.

9. DOCUMENT ESTABLISHING BIDDERS ELIGIBILITY AND QULIFICATIONS:

9.1 The bidder shall furnish, as part of his bid documents establishing the bidders eligibility, the following documents:

(i) Articles of Association and Memorandum of association (or) Partnership Deed as the case may be

(ii) Registration of firm / company Certificate.

(iii) Annual turnover certificate for more than Rupees 20.00 lakhs.

(iv). Certificates in respect of eligibility and experience as required under this tender.

9.2 The bidder shall furnish documentary evidence that he has the financial, technical and operational capability necessary to perform the contract.

9.2.1 To judge the financial capabilities, the firm shall furnish Profit and loss Account / balance-sheet for the preceding two (2) years.

9.2.2 To judge the operational capability, the firm shall furnish the details of all staff with qualifications.

  1. BID SECURITY(EMD):

10.1 The bidder shall furnish, as part of his bid, a bid security for an amount of Rs. 1,200/ -(Rupees twelve hundred only) in the form of demand draft in favour ofThe Mission Director, MEPMA payable at Hyderabad.

10.2A bid not secured in accordance with Para 10.1 shall be rejected by the Client as non-responsive.

10.3 The bid security of the unsuccessful bidder will be discharged/returned as promptly as possible, but not later than 30 days after the expiry of the period ofbid validity prescribed by the Client, Pursuant to clause 11.

10.4The successful bidders bid security will be discharged after issue of“Letter of Acceptance”(LOA) and furnishing the performance security.

10.5 The bid security may be forfeited:

(a) If a bidder withdraws his bid during the period of bid validity, or

(b) In the case of a successful bidder, if the bidder fails (i) to sign the contract or (ii) to furnish performance security.

  1. PERIOD OF VALIDITY OF BIDS:

11.1 Bid shall remain valid for 90 days after the date of bid opening prescribed by the Client, pursuant to clause

11.1. 1.A bid valid for a shorter period shall be rejected by the Client as non-responsive.

11.2. In exceptional circumstances, the Client may request the bidders consent for an extension to the period of bid validity. The request and the responses thereto shall be made in writing. The bid security provided under clause 10.1 shall also be suitably extended. A Bidder accepting the request and granting extension will not be permitted to modify his bid.

  1. SUBMISSION OF BIDS
  1. SEALING AND MAKING OF BIDS:

12.1 The bidder shall prepare separate envelopes for technical as well as financial bids with clear marking of the same on the top of each envelope and shall also seal both the envelopeswith wax or PVC tape. The two bids will further be sealed in an outer envelope with wax or PVC tape.

12.2 The inner and outer envelopes shall be:

(a) Addressed to the Client on the following address:The Mission Director, MEPMA,Telangana,III floor, ENC(PH) Building, A.C.Guards, Hyderabad -4.

(b) The inner and outer envelopes shall indicate the name and address of the bidder.

(c) Tenders shall be dropped in the Tender Box placed at the above address. The responsibility for ensuring that tenders are delivered in time would rest with the bidder.

(d) The Client shall not be responsible if the bids are delivered elsewhere.

13 SUBMISSION OF BIDS:

13.1 Bids must be received by the Client at the address specified under Para 12.2 not

later than3:00 P.M on 03.02.2017

13.2 The Client may, at its discretion, extend this deadline for the submission of the bids in accordance with clause 6 in which case all rights and obligations of the Client and bidders will be subjected to the deadline as extended.

14 LATE BIDS:

Any bid received by the Client after the deadline for submission of bids prescribed by the Client pursuant to clause 13 shall be rejected and returned unopened to the bidder.

15 MODIFICATION AND WITHDRAWAL OF BIDS:

15.1 No Modifications and withdrawal of bids once submitted are permitted.

15.2 Subject to clause 17, no bid shall be modified subsequent to the deadline for submission of bids.

  1. BID OPENING AND EVALUATION

16 OPENING OF TECHNICAL BIDS BY CLIENT:

16.1 The Client shall open the bids in the presence of bidder/s or hisauthorized representatives who choose to attendat3:30 P.M on 04 .02.2017. The bidder/s or representatives, who are present; shall sign in theAttendance register,. The authorized representatives shall submit authorization letter signed by a competent authority.

16.2 A maximum of two representatives for any bidder shall be authorized and permitted to attend the bid opening.

16.3 The Bidders names, modifications, bid withdrawals and such other details as the Client, at its discretion, may consider appropriate, will be announced at the opening.

17. CLARIFICATION OF BIDS:

To assist in the examination, evaluation and comparison of bids the Client may, at its discretion ask the bidder for the clarification of its bid. The request for clarification and the response shall be in writing. However, no post-bid clarification at the initiative of the bidder, shall be entertained.

18 PRELIMARY EVALUATION (TECHNICAL BIDS):

18.1 Tender will be evaluated in two phases. First, technical bid evaluation will be done. Only those bidders who qualify the technical bid evaluation will be allowed to participate / attend the financial bid.

18.2 While doing the technical evaluation, Client shall evaluate the bids to determine whether they are complete, whether any computational errors have been made, whether required documents have been furnished, whether the documents have been properly signed and whether the bids are generally in order.

18.3 Prior to the Final evaluation, pursuant to clause 19, the Client will determine the substantial responsiveness of each bid to the bid documents. For purposes of these clauses, in substantially responsive bid is one, which conforms to all the terms and conditions of the Bid documents without material deviations. The Clients determination of bids responsiveness is to be based on the contents of the bid itself.

18.4. A bid determined as substantially non-responsive will be rejected by the Client for opening of its Financial Bid.

  1. FINAL EVALUATION (FINANCIAL BID):

19.1 The Client shall evaluate in detail and compare the bids previously determined to be substantially responsive pursuant to clause 18.

19.2 The comparison for evaluations shall be of price quoted by the bidders for one year excluding service tax.

The tender will be evaluated based on the quoted price to undertake External Audit of Accounts and transactions of MEPMA and its DPMU offices .