appointment of internal auditor - pdicai

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 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

http://www.nimhans.ac.in/




Fax: 091-080-26564830/26562121/26566811



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]

https://eproc.karnataka.gov.in/eportal/index.seam




Fax: 091-080-26564830/26562121/26566811



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




Fax: 091-080-26564830/26562121/26566811



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

http://www.egazette.nic.in/WriteReadData/2012/E_45_2012_128.pdf




Fax: 091-080-26564830/26562121/26566811



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

http://www.nimhans.ac.in/biophysics

http://www.nimhans.ac.in/biostatistics

http://www.nimhans.ac.in/child-and-adolescent-psychiatry

http://www.nimhans.ac.in/clinical-neurosciences

http://www.nimhans.ac.in/clinical-psychology

http://www.nimhans.ac.in/college-nursing

http://www.nimhans.ac.in/epidemiology

http://www.nimhans.ac.in/health-information

http://www.nimhans.ac.in/human-genetics

http://www.nimhans.ac.in/mental-health-education

http://www.nimhans.ac.in/neuroanaesthesia-and-neuro-critical-care

http://www.nimhans.ac.in/neurochemistry

http://www.nimhans.ac.in/neuroimaging-interventional-radiology

http://www.nimhans.ac.in/neuroimaging-interventional-radiology

http://www.nimhans.ac.in/neurological-rehabilitation

http://www.nimhans.ac.in/neurology

http://www.nimhans.ac.in/neuromicrobiology

http://www.nimhans.ac.in/neuropathology

http://www.nimhans.ac.in/neurophysiology

http://www.nimhans.ac.in/neurosurgery

http://www.nimhans.ac.in/neurovirology

http://www.nimhans.ac.in/nursing

http://www.nimhans.ac.in/psychiatric-social-work

http://www.nimhans.ac.in/psychiatry

http://www.nimhans.ac.in/psychopharmacology

http://www.nimhans.ac.in/publication

http://www.nimhans.ac.in/research

http://www.nimhans.ac.in/speech-pathology-and-audiology

http://www.nimhans.ac.in/transfusion-medicine-and-haematology

http://www.nimhans.ac.in/node/142









http://www.nimhans.ac.in/psychiatric-rehabilitation




https://nimhans.ac.in/annual-reports/




Fax: 091-080-26564830/26562121/26566811



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.




Fax: 091-080-26564830/26562121/26566811



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.




Fax: 091-080-26564830/26562121/26566811



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




Fax: 091-080-26564830/26562121/26566811



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




Fax: 091-080-26564830/26562121/26566811



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.




Fax: 091-080-26564830/26562121/26566811



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




Fax: 091-080-26564830/26562121/26566811



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




Fax: 091-080-26564830/26562121/26566811



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




Fax: 091-080-26564830/26562121/26566811



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”.




Fax: 091-080-26564830/26562121/26566811



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




Fax: 091-080-26564830/26562121/26566811



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




Fax: 091-080-26564830/26562121/26566811



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.




Fax: 091-080-26564830/26562121/26566811



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.




Fax: 091-080-26564830/26562121/26566811



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




Fax: 091-080-26564830/26562121/26566811



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