GUJARAT STATE AVIATION INFRASTRUCTURE CO. LTD. A Government of Gujarat Undertaking (CIN-U62200GJ2010SGC061479)

TENDER FOR ENGAGEMENT OF

CHARTERED ACCOUNTANTS’ FIRM

FOR INTERNAL FINANCIAL CONTROL SYSTEM

:: Registered Office ::

GUJSAIL COMPLEX, GOVERNMENT OF GUJARAT, NR. TORRENT SUB STATION, SVPI AIRPORT, AHMEDABAD – 380004.

Tender for Engagement of CA Firm for Internal Financial Control System

NOTICE INVITING TENDER Gujarat State Aviation Infrastructure Company Limited (GUJSAIL), a Government of

Gujarat undertaking invites sealed tender from Chartered Accountants’ Firm in two bid system for engagement for evaluation and documentation of Internal Financial Control System of the Company. The details of eligibility criteria, earnest money

deposit, experience, scope etc. are available in the tender documents which may be downloaded from company’s website - www.gujsail.gujarat.gov.in.

Engagement of Chartered Accountants’ Firm for Evaluation and Documentation of Internal Financial Control System

Name of Work Estimated Cost

Rs. One Lac Only

Earnest Money Deposit (EMD)

Rs. 5,000/-

Tender Form Fee (Non-Refundable)

Rs. 1,500/-

Last Date of submission of sealed tender 18-03-2017 up to 06:10 PM (Only through Registered/Speed Post) Date of Opening of Technical bid

Date of Opening of Financial bids

20-03-2017 at 12:00 PM

Date will be communicated separately to Technically Qualified bidders only.

The interested partnership firm may submit their offer in the prescribed pro-forma

provided herein, which includes Notice Inviting Tender, Eligibility Criteria, Other

Terms & Conditions, Scope of Work, Technical Bid (Experience and Eligibility Criteria) and the Financial Bid (professional fee). The tender documents are available from the company’s website from 04/03/2017 to 18/03/2017.

Place: Ahmedabad Date: 04/03/2017

For, Gujarat State Aviation Infrastructure Co. Ltd.

Gujarat State Aviation Infrastructure Company Limited.

Sd/Chief Executive Officer

Page 1 of 16

Tender for Engagement of CA Firm for Internal Financial Control System

A.

ELIGIBILITY CRITERIAS: 1.

The CA Firm must have paid tender fees of Rs. 1,500/-. (A demand draft of Rs. 1,500/- in favour of “Gujarat State Aviation Infrastructure Company Limited” payable at Ahmedabad.

2.

The CA Firm must have paid Earnest Money Deposit (EMD) of Rs. 5,000/-. (A

demand draft of Rs. 5,000/- in favour of “Gujarat State Aviation Infrastructure Company Limited” payable at Ahmedabad. EMD will be refunded after completion of the procedure for appointment of CA Firm.

3.

The CA firm must be empaneled with the Comptroller & Auditor General of

India, New Delhi for the last three financial years. (i.e. F.Y. 2013-14, FY 2014-

15, FY 2015-16). (Please submit Copy of Empanelment letter). Mere

Acknowledgement will not be considered and Firm will be technically disqualified. 4.

The CA firm should have at least an experience of 10 (Ten) years as on 31-03-

2016 from the date of registration of the firm. (Copy of self-attested registration certificate with ICAI is required to be submitted.)

5.

The CA Firm must have minimum five partners and Three Chartered Accountants as an employee. (Please submit Copy of Partnership Deed along with firm profile covering total staff strength).

6.

The firm must have valid Service Tax Registration. (Please submit Copy of

7.

The CA firm must have minimum annual revenue from professional fees only

Registration Certificate).

not less than Rs. 50 Lacs in all the three previous financial years. (i.e. F.Y. 2013-14, F.Y. 2014-15, F.Y. 2015-16) (Please submit copy of certified/audited Balance Sheet and Profit and Loss Statements along with Income Tax Returns).

8.

The CA firm must have Head office in Ahmedabad. (Copy of self-attested registration certificate with ICAI is required to be submitted.)

Gujarat State Aviation Infrastructure Company Limited.

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Tender for Engagement of CA Firm for Internal Financial Control System

9.

The CA firm must have an experience of evaluation of Internal Financial

Control System of at least 3 (Three) Public Limited Companies. (self-attested copies of Work Orders for the Internal Financial Control System shall be submitted).

10.

The CA firm must not have been debarred / delisted or black listed in past by

any Government Company, Department, Board, Society or Corporation or by

other institution. It has also to disclose that any disciplinary action has not been taken by the Institute of Chartered Accountants of India or any adverse

action has not been taken by any Government Authority against the firm / any Partner of the Firm. In such cases, the firm is not eligible for

appointment. (Please submit Self Declaration duly singed on Letter Head of Firm as per Annexure- II)

(Please submit all above details with evidences and fill up Check list given in Annexure –III of this Technical Bid) B.

SCOPE OF WORK: The evaluation of the Internal Financial Control System of the Company will be carried out in accordance with Standards on Auditing issued by the Institute of Chartered Accountants of India (ICAI) and other guidelines, guidance notes relating

to Internal Financial Controls and relevant pronouncements of the Institute of Chartered Accountants of India. The major areas will be covered are as under: 

To Prepare framework of Internal Financial Controls for the Company.



Review and Evaluation of an existing Internal Financial Controls.

   

Deciding the areas to be covered under the financial control system.

To Discover areas which needs improvement to strengthen the financial controls

To Prepare Document for the Internal Financial Control System to be implemented and followed in the Company.

To check the effectiveness and operating efficiency of the IFC System

Gujarat State Aviation Infrastructure Company Limited.

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Tender for Engagement of CA Firm for Internal Financial Control System

C.

GENERAL TERMS & CONDITIONS: 1.

The Firm shall submit offer in one big envelop super scribing “Engagement

for evaluation of IFC System” containing two separately sealed envelopes, one for “Technical Bid for IFC System” super scribing as such

and giving documentary evidence of the above referred eligibility criterias

along with the check list give in the tender document and another for “Financial Bid for IFC System” super scribing as such in the prescribed

format (in Annexure-IV) on the letter head of the firm signed by the Partner

of the firm, at “GUJARAT STATE AVIATION INFRASTRUCTURE COMPANY LIMITED, GUJSAIL Complex, Nr. Torrent Sub Station, S.V.P.I. Airport, Ahmedabad – 380 004 by Registered or Speed Post only so as to reach on or

before 18/03/2017 up to 18:10 hours. Profile of the firm should give all

details including year of establishment, CA Firm Constitution Certificate as on date, Infrastructure, Branch Offices, Manpower, Articles and work experience

of Government Companies and Non-Government Companies as well as the

certificate of empanelment with C&AG, New Delhi etc. in Technical Bid envelope. 2.

The Financial Bid of the firm not meeting above eligibility criteria shall not be

opened. Similarly, if supporting evidence is not given then the technical bid will be liable to be rejected. GUJ-SAIL reserves right to ask for any other documents / evidence for the purpose of technical evaluation.

3.

A CA firm which will be appointed for the assignment shall submit the

Security Deposit of 5% (Five) of the total fees payable as per the financial bid within 7 (seven) working days from the issue of work order. The Security

Deposit will be returned after successful completion of the assignment and submission of the IFC System Documentation. 4.

A CA Firm has to deploy team of qualified personnel which shall consist

minimum one (1) partner being FCA having experience in the relevant field of Internal Financial Control system.

Gujarat State Aviation Infrastructure Company Limited.

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Tender for Engagement of CA Firm for Internal Financial Control System

5.

Each page of this Tender must be stamped and signed by Partner of CA Firm,

failing which the firm will be technically disqualified and Financial Bid will not be opened.

6. 7.

Sub-Contracting is strictly prohibited and will be liable for immediate

termination of assignment.

The Chief Executive Officer reserves all rights to appoint any one or more CA

firms for the related assignment or any other assignment as per the requirements of the company.

8. 9. 10.

Any project, scheme, program, activity or work undertaken by the company

will be considered part of the company’s activities.

Decision of the Chief Executive Officer will be final in respect of any

interpretation of terminology or any contents of the tender document.

An assignment will be carried out at the office of the company situated at

GUJSAIL Complex, Nr. Torrent Sub Station, S.V.P.I. Airport, Ahmedabad – 380 004.

11.

Tender shall be submitted in prescribed / official tender document only,

which are available on the website of the company only. If tender is

submitted in any other form or any photocopy of the tender, then the same will be rejected summarily. 12.

The firm of Chartered Accountant already appointed as statutory auditor or

Pre Auditor or Internal Auditor or its sister concern firm for GUJSAIL cannot apply for this engagement.

13.

Each page of this Tender must be stamped and signed by Partner of CA Firm,

failing which the firm will be technically disqualified and Financials Bid will not be opened.

Gujarat State Aviation Infrastructure Company Limited.

Page 5 of 16

D.

Tender for Engagement of CA Firm for Internal Financial Control System

RATES & PAYMENT TERMS:

As per the Guideline No. 1–CA (7)/03/2016, dated 7th April 2016 issued by the Institute of Chartered Accountant of India, the minimum consolidated fees for the

assignment mentioned on the financial bid is Rs. 1,00,000.00 (Rupees one lac only) plus applicable service tax. The CA Firm will be required to quote the lump sum

professional fees. The rates invited will be inclusive of Traveling Expenses, Stationery Expenses, Communication Expenses and all other out of pocket

expenditure relating to the said assignment. However, the Service Tax only shall be paid separately at the applicable rate. Fees will be paid after submission of the Internal Financial Control System Document. The same shall be prepared in 2 copies. E.

TAXES AND DUTIES: Service Tax will be paid by the Company as per the rate applicable. Any other types of taxes and duties applicable will be paid by the CA Firm.

F.

EVALUATION CRITERIA: 1. 2. 3.

Firm’s eligibility for qualification will be evaluated based on the eligibility

criteria mentioned in para “A” above.

The financial bid of the Firm who has been qualified as per eligibility criteria

shall only be opened.

The score of the technical bid would be given 70% weightage and that of the

financial bid would be given 30% weightage. The weightage of the total score of both the technical and financial bid shall be used to rank the CA Firm. The first ranked firm may than be called for negotiations.

G.

CONFIDETIALITY: The CA Firm, their partners and personnel shall not disclose any proprietary or confidential information relating to the assignment or the Company and its programs, schemes, projects etc. without prior written consent of the competent

authority. All reports and other documents submitted by the CA Firm shall become

and remain the property of the Company (GUJSAIL) and the CA Firm shall on Gujarat State Aviation Infrastructure Company Limited.

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Tender for Engagement of CA Firm for Internal Financial Control System

termination or expiration of the assignment, deliver all such documents and reports to the competent authority of the Company together with the inventory thereof except those retained as their working papers. H.

PENALTIES: 1.

In the event of gross negligence, irregularity, laxity or misconduct on the part

of the CA firm’s personnel, the assignment may be terminated and the CA firm may get black listed at the discretion of the competent authority of the

Company, which shall be communicated to all the Government Companies, Departments, Boards, Corporation and the Institute of Chartered Accountants

of India for debarring such firm from any assignment of any Government work. 2.

The violation of any of the terms will invoke penalty. It will be the

responsibility of the CA firm to complete the assignment with full knowledge

and experience of the work with proper care and time. Failure to do so leading to either undue delay or laxity or failure or incorrect report will make

the CA Firm liable for being removed from the assignment by the competent authority of the Company after issuance of the notice. The decision of the competent authority of the Company shall be final in this respect. 3.

The report or documentations prepared for this assignment shall be

submitted within the one month of issue of work order. If the Report is

delayed the penalty shall be charged. The amount of penalty will be 10 % of

the professional fees. However, if the delay is due to the non-availability of

the necessary information or the circumstances are beyond control of the CA Firm and the said delay is informed to the concerned officer of the Company in writing, no penalty may be charged. 4.

The Competent authority of the Company shall have the powers to reduce or

condone the penalty.

Place: Ahmedabad Date: 04/03/2017

For Gujarat State Aviation Infrastructure Co. Ltd. Sd/-

Chief Executive Officer Gujarat State Aviation Infrastructure Company Limited.

Page 7 of 16

Tender for Engagement of CA Firm for Internal Financial Control System

Annexure-I

1.

Primary Information: Sr. No.

Name of Firm

3

Office Address

4 5 6 7 2.

Particulars

1 2

Profile

Details

Date of Establishment Firm Registration No. with ICAI Phone No. Fax No.

E-mail Address

Details of Partners : Sr. No.

Name

FCA / ACA

1

Membership No. / Year of Reg. With ICAI

Post Qualification Experience (In Years)

2 3 4 3.

5

Details of Personnel other than Partners:-

(A) Details of Total Staff Sr. No.

Particulars

1

Chartered Accountants

3

Article Clerks

2 4

Nos.

Audit Assistants/Clerks Other Qualified Staff

Total

Gujarat State Aviation Infrastructure Company Limited.

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Tender for Engagement of CA Firm for Internal Financial Control System

(B) Details of Chartered Accountants in Employment (Other than Partners) Sr. No.

ACA / FCA

Name

Membership No. / Year of Reg. as C.A.

1

Working with the firm since

Post Qualification Experience (In Years)

2 3 4 5 (C) Audit Assistants / Clerks:Sr. No.

Name

Qualification

Experience

Name

Qualification

Experience

1 2 3 4 5

(D) Article Clerks:Sr. No. 1 2 3 4 5

Gujarat State Aviation Infrastructure Company Limited.

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Tender for Engagement of CA Firm for Internal Financial Control System

(E) Other Qualified Staff:Sr. No.

Name

Experience

Qualification

1 2 3

4.

Experience:-

(A) Internal Financial Control System Assignment of the Companies. Sr. No.

Name of Company

Address of Company

Year of Allotment

Report submitted or not?

Year of Allotment of Audit

Audit Report submitted or not?

1 2 3 4 (B) Statutory Audit of Head Office of Government Companies. Sr. No.

Name of Company

Address of Company

1 2 3 4

Gujarat State Aviation Infrastructure Company Limited.

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Tender for Engagement of CA Firm for Internal Financial Control System

(C) Internal Audit of Head Office of Government Companies. Sr. No.

Name of Company

Address of Company

Year of Allotment of Audit

Audit Report submitted or not?

1 2 3 (D)

4

Statutory Audit of Head Office of Public Limited Companies (Other than Government Companies):Sr. No.

Name of Company

Address of Company

Year of Audit

Audit Report submitted or not?

1 2 3 (E)

4

Internal Audit of Head Office of Public Limited Companies (Other than Government Companies):Sr. No.

Name of Company

Address of Company

Year of Audit

Audit Report submitted or not?

1 2 3 4 Note:- Please attach copies of Appointment orders of all appointments for Sr. No. 4(A) to 4(E) Gujarat State Aviation Infrastructure Company Limited.

Page 11 of 16

Tender for Engagement of CA Firm for Internal Financial Control System

Annexure-II

Letter for Declaration of Debarment

This is to certify that I _____________________________________ undersigned fully authorized by _______(Name of Firm)____________________ to submit this tender document “Engagement of Chartered Accountant’s firm for Evaluation and Documentation of Internal Financial Control System of Gujarat State Aviation infrastructure Company Limited.

This is further certify that our firm is not debarred /delisted by any government Company, Department, Board, Corporation or any other organization / undertaking or there is no adverse action taken or proposed against firms or any of its partner / directors by any

authority. In case of any adverse / disciplinary action is initiated during the procedure for appointment of CA Firm for this assignment and also after appointment (If selected), the Company (Gujsail) can terminate the appointment without assigning reasons thereof. We here by confirm that all the information given in tender document submitted here by is correct. Date:

Place:

NAME OF THE FIRM WITH STAMP & SIGNATURE OF THE PARTNER

Gujarat State Aviation Infrastructure Company Limited.

Page 12 of 16

Tender for Engagement of CA Firm for Internal Financial Control System

Annexure-III

Sr. No. i.

ii.

iii.

iv.

v.

vi.

Checklist of Documents/Evidence Submitted with Technical Offer Eligibility Criteria

Documents Required

The CA Firm must have Demand Draft of Rs.1,500/paid tender fees of in favour of “Gujarat State Aviation Infrastructure Co. Rs.1,500/Ltd.” payable at Ahmedabad.

Yes/No

Page No.

The CA Firm must have Demand Draft of Rs.5,000/in favour of “Gujarat State paid EMD of Rs.5,000/Aviation Infrastructure Co. Ltd.” payable at Ahmedabad. CA firm must be empaneled with the Comptroller & Auditor General of India, New Delhi for the last three financial years. (i.e. F.Y. 2013-14, FY 2014-15, FY 2015-16).

CA firm should have at least an experience of 10 (Ten) years as on 31-032016 from the date of registration of the firm

Self-Certified copy of Empanelment Letter issued by C&AG, New Delhi for the last three financial years. (i.e. F.Y. 2013-14, FY 201415, FY 2015-16) duly stamped and signed (Copy of Empanelment letter) Mere application to C&AG, New Delhi or acknowledgement letter from C&AG, New Delhi will not be considered. Copy of self-attested registration certificate with ICAI is required to be submitted

CA Firm must have Copy of Partnership Deed minimum five partners along with Firm Profile and three Chartered covering total staff strength. Accountants as an employee. The firm must have valid Copy of Service Tax Registration. Certificate.

Registration

Gujarat State Aviation Infrastructure Company Limited.

Page 13 of 16

vii.

viii.

ix.

x.

Tender for Engagement of CA Firm for Internal Financial Control System

The CA firm must have minimum annual revenue from professional fees only not less than Rs. 50 Lacs in the all the three previous financial years. (i.e. F.Y. 2013-14, FY 2014-15, FY 2015-16).

Copy of certified/audited Balance Sheet and Profit and Loss Statements along with Income Tax Returns for the F.Y. 2013-14, FY 2014-15, FY 2015-16.

The CA firm must have an experience of evaluation of Internal Financial Control System of at least 3 (Three) Public Limited Companies.

Copies of self-attested Work Orders for the Internal Financial Control System shall be submitted

CA firm must have Head Copy of self-attested registration certificate with office in Ahmedabad. ICAI is required to be submitted.

CA firm must not have Self-Declaration duly singed been debarred / delisted on Letter Head of Firm as or black listed in past by per Annexure- II any Government Department, Company, Board, Society or Corporation or by other institution. It has also to disclose that any disciplinary action has been taken by ICAI against the firm / any Partner. In such cases the firm is not eligible for appointment.

Date:

Place:

NAME OF THE FIRM WITH RUBBER STAMP & SIGNATURE OF THE PARTNER Gujarat State Aviation Infrastructure Company Limited.

Page 14 of 16

Tender for Engagement of CA Firm for Internal Financial Control System

Annexure-IV

Sr. No. 01.

ON A LETTER HEAD OF CA FIRM FINANCIAL OFFER FORM Particulars

For providing services of engagement for Internal Financial Control System as per Terms of Reference and Scope at GUJSAIL Office Ahmedabad.

Fees ( Exclusive of Service Tax in Rs.)

1. Service Tax will be paid extra as applicable rates, 2. TA/DA & conveyance & out of pocket for GUJ SAIL’s work are included in the above fees. Note: This Financial offer should be submitted separately (in separate sealed envelope) on a Letter Head of the Firm signed by Authorized Partner of the Firm. The outer side of envelope must specify “FINANCIAL BID FOR IFC SYSTEM.” The Financial offer submitted in envelope of Technical bid will be rejected ab-initio and the firm will not be considered as responsive bidder. Date:

Place:

NAME OF THE FIRM WITH STAMP & SIGNATURE OF THE PARTNER

Gujarat State Aviation Infrastructure Company Limited.

Page 15 of 16

Tender for Engagement of CA Firm for Internal Financial Control System

Gujarat State Aviation Infrastructure Company Limited.

Page 16 of 16