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 www.mpeproc.gov.in Cost of tender document is Rs. 2000 and EMD Rs. 50000 per circle office You can contact at toll free 18002588684 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:
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S.No 1 2 3 4 5 6 7 8 9
Circle Circle -I Circle -I Circle -I Circle -I Circle -I Circle -I Circle I Circle I Circle II
M P HOUSING AND INFRASTRUCTURE DEVELOPMENT BOARD ; HEAD OFFICE BHOPAL List of Sub Division Offices Division Sub Division Address Division-1 Subdivision-2 Berasia Road Karond Bhopal(MP) Sub division -3 GTB Complex New Market Bhopal Sub division Vidisha Indira Complex Near water tank Vidisha(MP) Division-1 Subdivision-1 GTB Complex New Market Bhopal Division -2 Subdivision -4 5 No Bus Stop RSS Market, Bhopal Division-6 Sub division-5 Paryawas Bhawan, Jail Road Bhopal Proj Div-H'Bad Sub Division -Hoshangabad Housing Board Colony Hoshangabad (MP) Sub Division - Betul Sadar Colony Betul Division -4 Sub Division -11 MIG -59 “A” – SECTOR RAJIV NAGAR BHOPAL (M.P.)
10 Circle II
Sub Division -12
BELOW OHT WATER TANK, AYODHYA EXTENSION BHOPAL (M.P.) Gautam Park Gautam Nagar Bhopal Sub Division 13, Hall No. 3 Ist Floor, Satelite Plaza Ayodhya Nagar Bhopal (M.P.) Pin- 462041 Deen Dayal Nagar , Makroniya Sagar, Sagar (MP) Vivekanad Nagar under Water tank Damoh (MP) Sen Chauraha Ganesh Colony Ashok Nagar (MP) Ramkrishnapuram Housing Board Colony Shivpuri(MP) MIG 28, Vidhardhi Nagar Housing Board Colony Guna(MP) Karan kunj Vihar Housing Board Colony Datia New Court Road Jourakhurd Morena (MP) C/o Ramesh Bharadwaj Shivaji Nagar Bharoli Road Behind Depot Bhind(MP)
11 Circle II 12 Circle II
Division -4 Division -5
Sub Division -10 Sub Division -13
13 14 15 16 17 18 19 20
Circle II Circle II Gwalior Gwalior Gwalior Gwalior Gwalior Gwalior
Division Sagar Division Sagar Division Guna Division Guna Division Guna Division-1, Gwalior Division Morena Division Morena
Sub Division - Sagar Sub Division - Damoh Proj Sub Div Ashok Nagar Sub Division Shivpuri Sub Division Guna Sub Division - Datia Sub Division Morena Sub Division Bhind
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Gwalior Gwalior Gwalior Indore Indore Indore
Division -1, Gwalior Division -1, Gwalior Division -2 , Gwalior Division Dhar Division Dhar Division Dhar
Sub Division -1 Sub Division Tikamgarh Sub Division -3 Gwl Sub Division Dhar Sub Division Jhabua Sub Division Badwani
27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62
Indore Indore Indore Indore Indore Ujjain Ujjain Ujjain Ujjain Ujjain Jabalpur Jabalpur Jabalpur Jabalpur Jabalpur Jabalpur Jabalpur Rewa Rewa Rewa Rewa Rewa Rewa Rewa Rewa Rewa Electrical Electrical Electrical Electrical Electrical Electrical Electrical Electrical Electrical Electrical
Division Dhar Division Khandwa Division Khandwa Division Indore Division Khandwa Division Ujjain Division Ratlam Division Ujjain Division Ujjain Division Ratlam Division-2 Gwalior Division Chhindwara Division Balaghat
Sub Division Pithampur Sub Division Burhanpur Sub Division Khargone Sub Division -1 Sub Division Khandwa Sub Division Ujjain Sub Division Ratlam Sub Division Agar Sub Division Dewas Sub Division Mandsour Sub Division Mandla Sub Division Chhindwara Sub Division Seoni Sub Division Balaghat Sub Division Katni Sub Division Hathital JBL Sub Div. Maharajpur JBP Sub Division Sidhi Sub Division Baidhan/Singlori Sub Division 1 Satna Sub Division Chhatarpur Sub Div. 2 Satna Chitrakoot Sub Division Shahdol Sub Division-1 Rewa Sub Division Panna Sub Division Anuppur
Division Katni Division -1 Jabalpur Division-2 Jabalpur Div. Sidhi / Singroli Division Satna
Proj Div. Shahdol Division Rewa
Electrical Circle Bhopal Bhopal Circle Indore Circle Jabalpur Circle Ujjain Circle Gwalior Circle Rewa Circle I Circle II
Sub Division Circle I Sub Division. Cir-II & III Sub Division Elec Indore Sub Division Elec JBP Sub Division Ujjain Sub Division Gwalior Circle Rewa
Maharaj Complex Deen Dayal Nagar Gwalior Maharaj Complex Deen Dayal Nagar Gwalior IVth Floor Housing Board Office Deen Dayal nagar Gwalior Pandit Deendayal puram Dhar(MP) 25 MIG -II, Sahid Chandra Shekar Azad Nagar Jhabua (MP) Old Housing Board Colony behind Saraswati Vidhya Mandir Badwani (MP) 152 MIG , Housing Board Colony Pithampur (MP) A-13 Indira Colony Burhanpur(MP) Housing Board Colony Khargone (MP) Shopping Complex opp Dainik Bhaskar Indore Civil Lines Khandwa Bharatpuri Ujjain (MP) Jawahar Nagar Ratlam Baba Baijnath nagar Kota Road , Agar Disttt. Agar (MP) Shopping Complex Jawahar Nagar Colony Dewas (MP) HDX-26 Kitiyani Mandsour(MP) Rajjev Colony Mandla (MP) MIG , DD puram Colony Dharam tekri Chhindwara Benganga Complex private bus stand Seoni Deendayalpuram Balaghat zinjari colony Katni (MP) Hathital Colony Jabalpur Subhash nagar Maharajpur Jabalpur Housing Board Colony, Priyadarshni Nagar ,Sidhi (MP) Housing Board Colony Pachkhora Baidhan Distt Singlori (MP) Near Semariya Chowk Satna (MP) Near Semariya Chowk Satna (MP) Near Semariya Chowk Satna (MP) Housing Board Colony,Bypass Shahdol (MP) Near Old Bus Stand Rewa(MP) Shop No. 29 Ajaygarh Chowraha Panna Near Court Jayathari Road Anuppur Paryawas Bhawan , Jail Road Bhopal Circle I Circle II & III Shopping Complex Opp Dainik Bhaskar Press, AB Road Indore Hathital Colony Jabalpur Bharatpuri Ujjain Fourth floor Deen Dayal Nagar Circle Gwalior Jaistambha Chowk Rewa E-5, Arera Colony Bittan Market Bhopal Ayodhya Nagar , Narela Shankari Raisen Road BHopal
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AMENDMENT 1. Point-13 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
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 – 31st Aug 2015 b. Purchase of tender end date – 28th Sep 2015 c. Pre bid meeting – 18th Sep 2015 03:30 PM d. Bid Submission end date – 30th Sep 2015 05:30 PM e. Mandatory opening Envelope A EMD – 1st Oct 2015 03:30 PM f. Technical opening – 3rd Oct 2015 03:30 PM g. Financial Opening – 5th Oct 2015 03:00 PM 3. Point 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
PRE-BID MEETING QUERIES RFP OF INTERNAL AUDIT ASSIGNMENT IN M.P. HOUSING AND INFRASTRUCTURE DEVELOPMENT BOARD, BHOPAL Sl. No . 1.
2.
3.
Referen ce
Point in RFP
query
Page no. 1 , para 1 Page no.1, point no.1
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. 2015-16. 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.
Page No.1, Point No.1 (1)
Page No.2, Point No.1 (11) 4.
Page no. 1 point no. 1(2)
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.
Request/Clarificatio n 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
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?
2. As point No. 2 (11) exception will be allowed.
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
If required only than be allowed or arranged.
5.
Page No.2, Point No.1 (4)
6.
Page No.2, Point No.1 (5)
Page No.8, Point 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 2015-16) 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 of the amount report 1/5th 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. Point No.1(5) and Point No.5 &6 , we understand that as per point no.1(5) we will get 1/4th 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 1/5th 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 1/5th 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 1/5th (Rs.5) of the quarterly bill amount till completion of final report and accepted by the MPHIDB and release payment of 4/5th (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 1/4th not cumulative to 20%
such reports/certificates. 7.
Page no. 3 point no.1 (12)
Keeping in view of turnover of Circle, offer for audit fee may be quoted annually for respective Circle.
8.
Page No.4, Point No.3 (4)
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 Points b. Registered under CAG – 15 Points c. Registered in ICAI and CAG – 20 Points
9.
Page No.8, Point 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.
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.
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.
In case of any work covered under the scope was not require, it will be adjusted accordingly.
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 major issues bearing on the health of MPHIDB should be reported as soon as possible.
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General
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General
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General
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General
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General
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General
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General
Whether the accounts are fully computerized? if yes then: Is it Tally package or any customized self made accounting package? Whether in tally or self made accounting package the facility of consolidation of data is there or not? Whether computerization is implemented fully for all the accounting work or some part of accounts being maintained in manual also? If both types of books computerized and manual are there then which books are to be checked and audited? 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? 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? Whether inter Circle / Division reconciliations and settlements are done or not? If not from which period? 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
