appointment of internal auditor - pdicai
TRANSCRIPT
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 1 of 22
APPOINTMENT OF INTERNAL AUDITOR
The National Institute of Mental Health and Neuro-Science (NIMHANS) is an Institute of
National Importance. It is an Autonomous Institute substantially financed by the Central
Government.
The Director of the Institute invites proposal from eligible Chartered Accountants / Cost
Accountants to be appointed as the Internal Auditors of the Institute for the financial year
2020-21 (through e-procurement portal).
Detailed Terms of Reference (ToR) along with eligibility criteria forms and formats are
available in the website www.nimhans.ac.in. Only the eligible firms are requested to submit
their proposal in the prescribed format through Karnataka E Procurement Portal on or before
10.10.2020 by 11:00 AM. The proposal has to be submitted through Karnataka e
procurement portal only with all documents addressed to
The Registrar,
National Institute of Mental Health & Neurosciences,
P.B.No.2900, Hosur Road,
Bengaluru - 560 029, INDIA
MANUAL SUBMISSION/HARD COPY OF THE PROPOSAL WILL NOT BE
ENTERTAINED AND THE SAME WILL BE REJECTED.
The Director, NIMHANS reserves the right for any modification/cancellation of the
advertisement, if required, without assigning any reason thereof.
Sd/-, Director
NIMHANS
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 2 of 22
1. LETTER OF INVITATION (LOI)
Sir,
Subject: Request for quotation for appointment of Internal Auditors
for the financial year 2020-21
Quotations (Bids) in the prescribed forms are hereby invited by the Director, NIMHANS,
Bengaluru for the following assignment which could form the basis for a legal agreement
between the firm and NIMHANS, Bengaluru:
Assignment Duration EMD
(Rs.)
Appointment of Internal Auditors for the financial year 2020-21 1 Year 25,000/-
Schedule of events:
Downloading of Tender documents from website -
https://eproc.karnataka.gov.in/eportal/index.seam From 10.09.2020 Onwards
Last date for tender enquiry 30.09.2020upto 11:00 AM
Tender submission last date and time 10.10.2020 upto 11:00 AM
Technical bid will be opened online by the authorized
officer on 12.10.2020 at 11:00 AM
Procuring Entity Details:
Particulars Address
Name and Address
of the Procuring
Entity
The Director,
NIMHANS,
Hosur Road, Bengaluru - 560 029
Contact person
(For any
clarification/query
related to the
assignment)
Mr. Georgekutty francis
Dy. Financial Advisor & Chief
Accounts Officer,
Accounts Section, NIMHANS,
Administrative Block,
Hosur Road, Bengaluru - 560 029
Mr. Harish G.S.
Accounts Officer,
Accounts Section, NIMHANS,
Administrative Block,
Hosur Road,
Bengaluru - 560 029
Contact Phone No. 080 - 2699 5019 080 - 2699 5775
Email [email protected] [email protected]
Cc to Purchase section [email protected]
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 3 of 22
2. INFORMATION TO THE BIDDERS
2.1 Brief History and Back ground of the Institute
2.1.1 The National Institute of Mental Health and Neuro-Sciences (NIMHANS) is a
multidisciplinary institute for patient care and academic pursuit in the field of
Mental Health and Neuro Sciences.
2.1.2 NIMHANS is synonymous with providing high standards of clinical care, quality
training and cutting-edge research in the frontier areas. Combined priorities for
comprehensive patient care, manpower development and research, stem from the
commitment to an integrated and multidisciplinary approach which addresses
societal needs. The advances in Genomics, Computational neuroscience,
Mathematical modeling, Neuro-imaging, Molecular biology and a host of new
disciplines including public health, are being translated to help humanity in need
and promote the growth of knowledge.
2.1.3 A special feature of this Institute since its inception is the combination of research
and training, with promotive, preventive and curative aspects of clinical services
in Mental Health and Neuro Sciences.
2.1.4 The manpower development programmes at NIMHANS reflect the strides in
fusing together and nurturing behavioral sciences, neurosciences, basic biological
sciences and ancient health systems.
2.1.5 The Institute provides inputs to the Central and State Governments in areas
including the establishment of new psychiatric facilities, improvement of existing
facilities and strategizing a national programme for mental health.
2.1.6 The Institute has emerged as the nodal centre for evolving national policies in the
field of mental health, neurosciences and Neuro-trauma. This exemplifies a
unique model of successful partnership between the Union and State Governments
(Ministry of Health and Family Welfare) and also foreign contributions for
various research projects.
2.1.7 NIMHANS has made significant progress and is a centre for excellence in mental
health and neuroscience in the country. NIMHANS has produced more than 1,000
Psychiatrists, about 600 Clinical Psychologists, 400 Psychiatric Social Workers
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 4 of 22
and Psychiatric Nurses so far who are working in both national and international
contexts.
2.1.8 NIMHANS is an Institute of National Importance, a body Corporate constituted
by an Act of Parliament (Act 38 of 2012) 1960. The NIMHANS Act can be
downloaded at
http://www.egazette.nic.in/WriteReadData/2012/E_45_2012_128.pdf
2.2 ORGANIZATION STRUCTURE
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 5 of 22
2.3 DEPARTMENTS AND CENTRE
Departments Centers
Biophysics
Biostatistics
Child & Adolescent Psychiatry
Clinical Neurosciences
Clinical Psychology
College of Nursing
Epidemiology
Health Information
Human Genetics
Mental Health Education
Neuroanaesthesia & Neuro-Critical Care
Neurochemistry
Neuroimaging & Interventional
Radiology
Neurological Rehabilitation
Neurology
Neuromicrobiology
Neuropathology
Neurophysiology
Neurosurgery
Neurovirology
Nursing
Psychiatric Social Work
Psychiatry
Psychopharmacology
Publication
Research
Speech Pathology and Audiology
Transfusion Medicine & Haematology
Advanced Centre for Ayurveda
Advanced Centre for Yoga
Central Animal Research Facility
Centre for Addiction Medicine
Center for Public Health
Family Psychiatry Centre
Library and Information Centre
Magneto Encephalography (MEG) Centre
NIMHANS Centre for Well Being
Psychiatric Rehabilitation
Psychosocial Rehabilitation Services
Sakalwara Community Mental Health
Centre
Neurobiology Research Centre (NRC)
2.4 Detailed information on Institute Activities is available in Annual report and can be
downloaded at https://nimhans.ac.in/annual-reports/
2.5 Nature and Scope of work
2.5.1 To conduct risk-based Internal Audit of NIMHANS, provide guidance on
maintenance & finalization of Accounts and strengthening of internal control
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 6 of 22
system.
2.5.2 The Internal Auditors shall audit Hospital Revenue, costing Department wise and
shall report / suggest Areas of improvement as and where required.
2.5.3 The Internal auditors may devise additional areas of inspection and examination
of the documents/ areas of operation so as to minimize loss of revenue, increase
transparency and internal controls, maximize functional efficiency, detect/prevent
frauds and mis-management, efficient application of resources and finances,
adherence to regulatory mechanisms, adherence to Accounting Standards
applicable to Autonomous Bodies, Standards on Internal Audit, Guidance note /
Guidelines issued by Institute of Chartered Accountants of India. The Internal
Auditor should facilitate strengthening the internal controls at all spheres of
operation of the Institute.
2.5.4 Internal Auditors are requested to audit the Institute in line with NIMHANS Act,
Rules and Regulations as enacted by Parliament.
2.5.5 Internal Auditors are requested to meet the requirements under Standard for
Internal Auditors and Guidelines, if any, issued by ICAI.
2.5.6 Coverage of the Audit: The audit will cover the period from 1st April 2020 to 31st
March 2021.
2.5.7 SCOPE OF AUDIT:
a) Obtaining an understanding of the organization and operational and
accounting practices in the organization.
b) Understanding the risk elements, if any and providing suggestion from time
to time and verification of the same with respect to statutory and taxation
issues.
c) Understanding the internal control framework of the organization and
suggesting for its improvements.
d) Suggesting and assisting management in laying down policies, procedures
and practices and its documentation thereof.
e) Verification of fixed assets on a yearly basis.
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 7 of 22
f) Verification of inventory on quarterly basis.
g) Designing and recommending controls in respect of any gaps in the existing
system.
h) Verification of financial performance of different projects.
i) Verification of information of Grant Utilization Certificate.
j) Verification of Budget and Budgetary control procedures.
k) Verification of estimates prepared for civil works by the institution.
l) Verification of tendering process for procurement of Construction works,
capital equipment, drugs, and other hospital supplies.
m) Verification of Accounting for receipt and issue of stores.
n) Verification of Payment of Contractors and Suppliers bills.
o) 100 % Verification of Receipt and accounting of Revenue including Hospital
Revenue of the institute.
p) General review of Bank Accounts and ensuring its periodic reconciliation.
q) Physical verification of Cash and bank balances, investments, inventories and
fixed Assets periodically, including surprise checks.
r) 100 % Verification of Disbursement of Salaries and Allowances to
employees
s) 100 % Verification of Advances to Employees and vendors and its
settlement.
t) 100 % Verification of Payment of statutory dues like TDS, Salary deductions
like PF, PT etc. to the respective authorities and submission of periodic
returns thereof.
u) 100 % Verification of preparation and submission of GST, TDS and IT
returns.
v) Issue various certificates required under Income Tax and GST regulations,
like 15CA/CB, income tax filing, and follow up to realization of TDS refunds
etc.
w) Verification of all opening balances and ensuring that they are properly
classified into assets and liabilities with proper identification of accounting
groups.
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 8 of 22
x) 100 % Verification of Recognition of transactions as revenue or capital and
reclassification of opening balances between revenue and capital.
y) Preparing Asset Wise Performance reports (Revenue vs Cost) for major
Assets in consultation with Management and comparison of Asset
procurement proposal versus Actual Outcome of the Activity for each of
those Assets.
z) Supporting management in development of internal control manual for each
department/division.
aa) Consideration of other laws and regulations in the course of internal audit
assignment.
bb) Assisting in monthly Budget Reporting and suggesting improvements as and
where applicable.
cc) Attend meetings and express opinions on any specific issues that may be
required by the Board from time to time.
dd) Consultancy on Direct Taxes and Indirect Taxes shall be provided as and
when required.
ee) Report on variations against any budget or project allocation from time to
time.
ff) Report on temporary diversion of funds to projects accounts.
gg) Any other matters that may be required by the board or the management from
time to time.
hh) Supporting NIMHANS in coordinating and completion of CAG audit on a
timely basis.
ii) Verification of General Provident Fund Account (GPF) and reconciliation
with Main Accounts.
jj) Consolidation and compiling of Annual accounts of the Institute and GPF
accounts after the year end on or before 31st May of the subsequent financial
year.
2.6 Timeline:
Internal Audit reports have to be submitted on or before 20th of the month following
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 9 of 22
every month. All internal audit reports will be subject to supervision by and discussion
with the audit committee, which therefore requires active involvement of the
participating partner. The settlement of fees on a Monthly basis shall be made on the
satisfactory recommendation of the audit committee and based on Attendance and
Monthly Audit Reports.
2.7 Other Relevant Information
2.7.1 Bidders are requested to consider following points before uploading
Financial Proposal.
2.7.2 About 600.00 crore total expenditure may be taken for the year for the purpose
of Financial Proposal.
2.7.3 The Accounts of the Institute is maintained in Tally ERP Software. Separate
Software are in use for maintaining the Accounts of the Projects (Externally
Funded Research Activities, Conferences, Seminars etc,), Pay roll, billing and
collection of Hospital Revenue. The accounting information from these software
are being merged in Tally ERP for Financial Reporting purposes. The institute has
adopted Corporate Internet Banking for making payments and is in the process of
enabling various options of accepting digital payments.
2.7.4 The assignment entails deployment of at least 4 semi qualified graduates / Article
Clerks with 3 years of experience and the work have to be supervised by the
partner (FCA) of the firm Full time, physical presence of the FCA and their team
is mandatory. Their attendance will be supervised by the Management.
2.7.5 The partner-in-charge of audit should be available on call on all working days of
the Institution.
2.7.6 Bio-data of the engaged partner and the supporting staff needs to be submitted
along with the technical bid document. Any subsequent change in the incumbents
shall happen only with the prior approval of the Audit Committee of NIMHANS.
2.7.7 The Institute is located at Bangalore and have branches at BTM Layout,
Sakalwara and Kylasanahalli, all in Bengaluru
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 10 of 22
3.1 Procedure for submission of Bids
3.1.1 Payment of Tender processing fee and EMD
3.1.2 A non-refundable Tender processing fee as determined by the e-Procurement
platform, shall be payable, electronically, by the Bidders at the time of submitting
Bids.
3.1.3 The Bidders shall pay Security Deposit of Rs. 25,000/- towards Earnest Money
Deposit. The EMD of the Successful bidder shall be refunded only after
submission of Bank guarantee.
3.1.4 The Successful bidder shall execute a Bank Guarantee to the extent of 10% of the
Value of the Tender Amount Accepted within 30 Days from the date of allotment.
3.1.5 EMD of Unsuccessful Bidders will be returned to their Bank account
automatically through online EMD Refund System of E-Governance Department,
Government of Karnataka.
3.1.6 Kindly note that if Transaction processing fee and EMD are not submitted
properly, Bids will be automatically rejected at E-procurement portal.
3.2 Instructions for submitting Quotations (Bids)
3.2.1 Upload scanned copies of all the documents as specified in Technical Bid along
with non- refundable Tender Processing Fee and EMD.
3.2.2 The fees quoted in Financial Bid should be exclusive of all Taxes, but including
out of pocket expenses. Tax will be deducted at source as per the provisions of
Income Tax Act / GST prevailing at the time of payment.
3.2.3 Bidders are requested to note the Scope of Work and details of assignment before
quoting the fee.
3.2.4 The fee should be quoted on yearly basis in Indian National Rupee only.
3.2.5 Quotes are invited under two cover system.
3.2.6 Technical Bid will be opened only if the bids are qualified / successful in the e-
procurement portal i.e., who have submitted tender processing fee and EMD
successfully in the E-procurement portal. Commercial Bids / Financial Bids will
be unlocked only if the Bidders are qualified in the Technical evaluation.
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 11 of 22
3.2.7 Bidders may please note that for Technical qualification all the eligibility criteria
and documentation requirement should be submitted to the satisfaction of the
Institute and minimum marks in each of the eligibility criteria as mentioned in
this RFQ document should be scored.
3.2.8 The supporting documents, wherever required, evidencing the criteria prescribed
for evaluation of Technical Bid shall have to be uploaded. Any ambiguity in any
of the Information furnished will entail non-consideration of such information for
the purpose of evaluation of Technical Bids.
3.2.9 The documents are to be uploaded properly and no deviations from the respective
dates and timings will be considered.
3.2.10 The Completed Technical and Financial Bids must be uploaded on or before the
scheduled time stated in this RFQ document along with prescribed Tender
processing Fee and EMD.
3.2.11 NIMHANS shall not be responsible for Technical problems encountered while
submitting Bids, payment of Tender processing Fee and EMD amount. Bidders
are requested to submit their Bids well in time considering the Processing time
involved and the Time involved in remittance of Fees and EMD through on-line
payment system.
3.2.12 The Bids along with prescribed documents shall be submitted through e-
procurement portal and as such the Bidders are requested to familiarize
themselves with the procedure of E-procurement thoroughly before submission of
Bids.
3.2.13 Mere issue/downloading of RFQ Document do not qualify any bidding firm for
appointment. The Bidding Firm which does not comply with the eligibility
Criteria mentioned in the Tender Notification / RFQ document will be rejected.
3.2.14 The submission of Bids by the Chartered Accountant / Cost Accounting firm
implies that they have read and understood the contents of Tender Notification
and the RFQ Document.
3.2.15 The Institute reserves the right to accept / reject all or any of the tenders without
assigning any reasons.
3.2.16 The Institute reserves the right to include / exclude any work in the scope of work
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 12 of 22
annexed at mutually agreed terms and conditions. In case situation warrants,
internal auditors will be requested to carry-out the special audit of branches / area
of work and no separate fee shall be paid the same.
3.2.17 Conditional quotes / Bids are not acceptable.
3.2.18 Selected Chartered Accountant Firm shall submit Declaration in 100/- stamp
paper duly notarized as per the format given in Annexure 1 along with and a duly
signed and sealed copy of the RFQ Document before issue of Appointment
Letter.
3.2.19 Bids shall be valid for 120 days from the due date.
3.2.20 The selected Bidder shall accept the mandate within 15 days from the date of
appointment letter. In case of the non- acceptance, same shall be offered to
second highest scored bidder.
3.3 Submission of Proposal
3.3.1 Interested eligible Chartered Accountant / Cost Accountant Firms shall apply for
the assignment in the format along with required information and documents as
per the format provided within the due date and time for submission i.e. on
10.10.2020 upto 11:00 AM.
3.3.2 Quotations are to be submitted in 2 bid system –Technical and Commercial –
through karnataka eprocurement portal
3.3.3 The proposal must be submitted through Karnataka e procurement portal only.
5. Eligibility &Selection
The eligibility criteria that are mandatorily required to be fulfilled for making
the bid:
i) Interested Chartered Accountant / Cost Accountant Firms shall be eligible to apply
for the assignment, subject to meeting the following eligibility criteria.
ii) The Firms are to be mandatorily empaneled with C & A G for the years 2019-20 or
2020-21. Proof of empanelment is to be enclosed with the technical bid document.
iii) The firms should have minimum of 5 partners, out of which 2 should be FCAs, each
having experience of more than 10 years of practice.
iv) The firm’s office should be in Karnataka, at Bangalore. Upload scanned copy of
any Self Certified address proof along with a copy of the Registration
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 13 of 22
Certificate issued by ICAI. (The firm should be in existence at least for 5 years in
Bengaluru).
v) The firm should have been in existence for a minimum of 10 years with a minimum
average turnover of Rs.150.00 Lakhs in the last three years.
vi) The firm should have the experience of working on the accounts of Autonomous
bodies, Statutory bodies, Government Educational Institutions, Government
Hospitals, Universities in the area of Statutory Audit, Internal Audits or at least for a
period of three years. Details of which shall be furnished at the time of tender.
vii) The designated Partner should have working knowledge about an ERP, Hospital
accounting and audits exposure, and Government Rules and Regulations applicable
to Autonomous Bodies.
viii) The assignment entails deployment of at least 4 semi qualified graduates / Article
Clerks with 3 years of experience and the work have to be supervised by the partner
(FCA) of the firm Full time, physical presence of the FCA and their team is
mandatory. Their attendance will be supervised by the Management.
ix) The resume of the Partner-in-charge of this assignment along with self-attested copy
of the Membership certificate issued by Institute of Chartered Accountants of India /
Institute of Cost Accountants of India should be uploaded. Further, Bio-data of the
supporting staff needs to be submitted along with the technical bid document. Any
subsequent change in the incumbents shall happen only with the prior approval of the
Audit Committee of NIMHANS.
x) If and when the audit committee determines that the competency level of the
participating team is inadequate, it is within the powers of NIMHANS management to
remove the existing firm and offer the opportunity to any other firm. However, an
opportunity of being heard will be provided before a decision is taken to remove the
firm.
6. Method of Evaluation
6.1 The Technical bid documents will be reviewed first and the eligible applicants shall
be shortlisted for looking at the financial bid document. The successful firms clearing
the technical bid shall be duly intimated and the technically qualified bidder should
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 14 of 22
be present on the day of opening the financial bid. The financial bid document shall
be unlocked after evaluation of techical bid and exact date and time will be informed
to technically qualified bidders.
6.2 Minimum qualifying points for acceptance of the technical bid is 57 Points.
6.3 The Internal Auditor(s) will be selected under Quality and Cost Based Selection
(QCBS), as per procedure mentioned below and in accordance with the provisions of
Rule 28-C of “The Karnataka State Transparency in Public Procurements Rules,
2000”.
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 15 of 22
Sl.
No. Criteria
No. of
Points
Maximum /
Minimum
points
Supporting
documents
1.
Number of years of
Standing of the firm
15 Max: 15
Min. Reqd: 5
Self-certified copy of
the Registration
certificate of the firm.
10-15 years 5 points
15-20 years 10 points
Above 20
years
15 points
2. Should have an Office at
Bengaluru
10 (if the
bidder has an
office at
Bengaluru for
assignment at
Bengaluru)
Max. & Min.
Reqd. 10
Self-Certified address
proof, copy of the ICAI
Registration Certificate
with places of branches
mentioned.
3.
Should have the experience
of working on the accounts
of Autonomous bodies,
Statutory bodies,
Government Educational
Institutions, Government
Hospitals, Universities
having turnover of 100
crores and above in the area
of Statutory Audit or Internal
Audits at least for a period of
three years. Upload scanned
copy of self-attested
appointment Letter issued by
the Institutes and extract of
Audited Financial statement
in support of turnover /
expenditure
30
Max: 30
Min. Reqd:
20
Self-Certified copy of
the Appointment letter.
Years of
experience
Points
3-5 10
>5 15
No. of Assignment Points
1-5 10
>5 15
4.
Capability of Partner in-
Charge of the proposed
assignment 20
Max: 20
Min.
Reqd:10
Resume and copy of the
Membership certificate
(FCA / FCMA) issued
by Institute of Chartered
Accountants of India / Experience Point
s
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 16 of 22
FCA / FCMA with
experience 5 -10
years
10
Institute of Cost
Accountants of India
FCA / FCMA with
experience 10 - 15
years
15
FCA / FCMA with
experience more
than 15 years
20
5.
No. of Partners in the Firm
10 Max: 10
Min. Reqd: 5
Copy of ICAI
Registration
Certificate
5 partners 5 points
Above 5 partners 10
points
6.
Team members assigned
for internal audit
10 Max: 10
Min. Reqd: 2
Profile of the firm as
per the format given.
Qualification Point
s
B.com graduates
with 2 to 3 years of
experience
2
IPCC/Inter CA with
minimum 3 years of
experience
5
CA with minimum 2
years of experience
or IPCC/ Inter CA
with min. 5 years of
experience
10
7.
Declaration as per the
format given in Annexure
–I
5
Max. & Min.
Reqd: 5
Scanned copy of the
Declaration as per the
format given in
Annexure – IV in the
letter of the Bidder
6.4 For Technical qualification, the Bidder should submit all the documents
mentioned in schedule A (Technical Bids) to the satisfaction of NIMHANS and
should score minimum marks prescribed in this Chapter for each of the
eligibility criteria.
6.5 The Tender Scrutiny Committee appointed by the NIMHANS evaluates the Bids
on the basis of their responsiveness to the Terms of Reference, applying the
evaluation criteria, sub criteria and point system in this document. Each
responsive proposal will be given a Technical Score (TS). A proposal shall be
rejected at this stage if: a) Documents are not submitted to the satisfaction of the
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 17 of 22
Institute, b) Minimum marks required under each of eligibility criteria are not
scored, c). important aspects of the Terms of Reference are not fulfilled. d).
Conditional bids are submitted
6.6 After Evaluation of Technical Proposals, based on the Evaluation criteria, the
results of Technical Evaluation will be uploaded and technically
accepted/rejected in E-Procurement portal. The decision of NIMHANS will be
final and binding on all the Bidders.
6.7 The e-procurement Portal will display the financial Bids of only those Bidders
who are technically qualified based on the Eligibility criteria prescribed in the
RFQ document and programmed in the E-Procurement Portal.
6.8 Financial Bids (FB) shall be opened, read aloud and recorded in front of the
Bidders present at the time of opening of Financial Bids.
6.9 The Bids will be ranked according to their combined Technical Score (TS) and
Financial Bids (FB) as per the formula given below:
Combined Total Score = {(TS X 0.75) + [(LB/FB) X 100 X0.25]}
(Where TS = Technical Score, LB is the Lowest Bid among the Financial Bids
and FB is the fee offered by the Bidder being evaluated).
6.10 The weights given to the Technical Score and Financial Bids are TS = 0.75 and
FB = 0.25.
6.11 The firm achieving the highest combined total score will be invited for
negotiations, if NIMHANS feels necessary.
6.12 Information relating to evaluation of Bids and recommendations concerning
awards shall not be disclosed to the Firms who submitted the Bids or to other
persons not officially concerned with the process, until the highest Combined
Total Scoring Firm has been finalized and appointed.
6.13 Freak Rates: Any financial bid which NIMHANS feels that is unreasonably
low i.e., profession fees quoted does not even cover the minimum wages to the
Staff and Professional involved, as assessed by NIMHANS, will be rejected.
6.14 The decision of NIMHANS is final in all the matter.
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 18 of 22
Annexure –1
FORMAT FOR TECHNICALPROPOSAL
Sl.
No. Particulars Details
1 Name of the Firm
2 Address of the Bangalore Office of the Firm with
Telephone number and name of contact person
3 ICAI Registration Number of the firm and date.
4 Empanelment number with C&AG of India and date
5 Total Numbers of Partners with the firm
(List to be attached)
a. FCA
b. ACA
6
Number of Audit of Autonomous bodies, Statutory
bodies, Government Educational Institutions,
Government Hospitals, Universities
(Statutory/Internal/Consolidation and Compilation)
carried out by the Firm in preceding years:
self-certified & list of firms year wise to be attached
7 Annual Turnover
a. 2017-18
b. 2018-19
c. 2019-20
8 Partner In-Charge of the Proposed Assignment
9 Contact Details of Partner-In-Charge– Mobile Number
and Land Line, e-mail id.
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 19 of 22
Sl.
No. Criteria Response For Office Use
1. Number of years of Standing of the firm
2. Should have an Office at Bengaluru
3.
Should have the experience of working on the accounts of
Autonomous bodies, Statutory bodies, Government
Educational Institutions, Government Hospitals, Universities
in the area of Statutory Audit, Internal Audits at least for a
period of three years. Upload scanned copy of self-attested
appointment Letter issued by the Institutes and extract of
Audited Financial statement in support of turnover /
expenditure
Years of experience
3-5
>5
No. of Assignment
1-5
>5
4.
Capability of Partner in-Charge of the proposed assignment Experience
FCA / FCMA with
experience 5 -10
years
FCA / FCMA with
experience 10 - 15
years
FCA / FCMA with
experience more
than 15 years
5. No. of Partners in the Firm
No. of Partners in the Firm
3-5 partners
Above 5 partners
6. Team members assigned for internal audit Qualification
B.com graduates with 2 to 3 years
NATIONAL INSTITUTE OF MENTAL HEALTH & NEURO SCIENCES
(Institute of National Importance), Hosur Road, Bengaluru – 560 029
Ph: 26995023 to 25/5780/5913/5923 E-mail: [email protected]
Fax: 091-080-26564830/26562121/26566811
Tender No. NIMHANS/2020-21/IND649 10 SEPTEMBER 2020
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 20 of 22
of experience
IPCC/Inter CA with minimum 3
years of experience
CA with minimum 2 years of
experience or IPCC/ Inter CA with
min. 5 years of experience
7. Declaration as per the format given in Annexure –I
Documents to be submitted along with the above information:
a. Copy of Registration certificate of the firm with ICAI
b. Copy of Empanelment with C&AG of India in support of the above
c. Copy of Income tax return for above years in support of firms’ annual turnover.
d. Copy of appointment letters from Autonomous bodies, statutory bodies, Government Educational Institutions, Government Hospitals, and
Universities in support of the above information along with self-certified list of firms’ year wise.
e. List of partners with the status as to FCA/ACA.
f. Format for technical proposal as per annexure - I
g. Undertaking in letterhead as per annexure – II
h. Declaration in Rs. 100/- Stamp paper as per annexure – III
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 2 of 22
Annexure - II
(To be written in the letterhead of the firm)
Undertaking
I / we do hereby declare that the above-mentioned information are true and correct
and I / we also undertake to abide by the terms and condition of the contract and would
make compliance of terms laid-down in the contract if executed by us with National
Institute of Mental Health & Neurosciences (NIMHANS).
Date : Signature of Authorized Signatory of the
Firm along with seal of firm Place :
STR-D2/114/INTERNAL AUDIT/ACCOUNTS/20-21 Page 3 of 22
Annexure – III
The following Declaration has to be uploaded by the Bidding firm along with Technical
Bid. The original declaration on 100/- stamp paper should be submitted before
appointment.
NAME OF THE ASSIGNMENT: Carrying out Internal Audit NIMHANS, Bengaluru for
2020-21.
Declaration
1. We (Name of firm) are a firm of Chartered Accountants / Cost Accountants registered
with the ICAI (firm registration No.). In connection with submission of our bid for
“selection of a CA Firm for carrying out Internal Audit at NIMHANS” we hereby declare
and solemnly affirm that we have not been declared as ineligible for corrupt and
fraudulent practices by Government of Karnataka or black listed by any government
department / organization / agency and no member handling the assignment if selected
are penalized in any disciplinary proceedings before our respective professional institutes.
2. We hereby declare that we have made ourselves thoroughly conversant with local
conditions regarding the location of offices where the Internal Audit has to be carried out,
the nature of work, quantum of work involved, no. of people required for effective audit
of the work etc.
3. Our Bid /quotation are in total conformity with the RFQ stipulation and I/We do not have
any additional Technical or Commercial conditions.
4. We accept all terms and conditions mentioned in RFQ document and terms of Reference
and Payment.
5. The details / documents produced in the Technical Proposal are true and complete and are
as per the Original Records.
6. We shall produce Original documents for verification / Records before appointment in
case short-listed.
For ……………….…………………………
Name and Designation of the
Authorized signatory with seal of the firm