For Empanelment of Registered Firms of Chartered Accountants for. conduct of Audit of Accounts and also Physical verification

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1 '... REQUEST FOR PROPOSAL (RFP) For Empanelment of Registered Firms of Chartered Accountants for conduct of Audit of Accounts and also Physical verification of Works executed by the Gram Panchayats of Department of Rural Development & Panchayats during the Financial Year

2 Request for Proposal for Empanelment of Registered Firms of Chartered Accountants REQUEST FOR PROPOSAL (RFP) (along with technical bids in sealed covers) is invited in a sealed envelope from Registered Firms of Chartered Accountants registered with the institute of Chartered Accountants of India, New Delhi, to conduct Audit of Accounts and also Physical verification of Works executed by the Gram Panchayats of the Department of Rural Development & Panchayats during the Financial Year The last date of the submission of RFP is The RFP's received after the scheduled date, i.e (5:00 PM) will not be entertained. Complete details can be downloaded from our website and sent to Deputy Director Panchayats, Room No.204, 1st Floor, Vikas Bhawan, Plot No.1, Sector 62, Mohali. The Director Rural Development and Panchayats Government of Punjab reserves the right to accept or reject any or all of the proposals received without assigning any reason thereof. Director Rural Development and Panchayats Vikas Bhawan, Sector 62, Mohali

3 GOVERNMENT OF PUNJAB, DEPARTMENT OF RURAL DEVELOPMENT & PANCHAYATS, VIKAS BHAWAN, PLOT NO.1 SECTOR-62 PHASE-VIII, S.A.S. NAGAR (MOHAll) Tel.+Fax no REQUEST FOR PROPOSAL (RFP) The Department of Rural Development and Panchayats, Government of Punjab invites proposal from Registered Firms of Chartered Accountants for conducting the Audit of Accounts and also Physical Verification of Works executed by the Gram Panchayats of the Department of Rural Development & Panchayats Government of Punjab during the Financial Year The detailed scope of work is given in Annexure "A". Eligibility criteria for selection of the Registered Firms of Chartered Accountants, reporting and timing and guidelines for submission of Proposal is given in the following paragraphs :- 1. BACKGROUND There are approximately Gram Panchayats in the State of Punjab. They receive funds in the shape of Grants from the Punjab Government and from the Government of India under various schemes besides having income from their own sources namely lease amount from auction of Panchayat Lands, donations, auction of own resources like trees, plants, rental income etc,. The annual grants and own income of the Gram Panchayats is approximately Rs

4 700 crores. The financial audit and physical verification of works is to be conducted in respect of the Financial Year The scope shall include financial audit as well as physical verification of the works done at site. 2. SCOPE AND COVERAGE OF THE AUDIT In conducting the audit, special attention should be paid to the points determined in the enclosed check list at Annexure-A. All necessary supporting documents and record in respect of the different components mentioned in the check list are to be audited. 3. ELIGIBILITY CRITERIA a) The Chartered Accountant Firm must consist of minimum two Partners who are qualified Chartered Accountants. At least one of these Partners must be FCA. The Firm, comprising of these minimum two Partners, must be registered with The Institute of Chartered Accountants of India as on 31st December In this regard necessary documents, duly self certified, should be enclosed without which their application would not be considered. b) The Chartered Accountant Firm should have been incorporated at least ten years ago i.e. by 31st December 2003 and thus have minimum ten years of experience as on 31st December Certificate of incorporation of the Firm issued by the concerned Authority should be submitted. The individual Partners should also have

5 rrururnum rune years experience as on 31st December Certificate of Practice issued to the Partner by The Institute of Chartered Accountants of India has to be submitted in this regard. c) The Firm should have had a gross annual receipt! income of minimum Rs. Ten lakhs in each of the previous three consecutive financial years i.e , , and For this purpose they are required to submit self certified copies of their Balance Sheets, Income Tax and Service Tax returns filed in respect of these financial years. d) The Chartered Accountant Firm shall intimate the details of its Audit Staff i.e. Chartered Accountants, Article Clerks, Paid Assistants and also Technical Staff which will be deployed by them for this purpose. The Technical Staff shall include Civil Engineer having degree or diploma from a recognized institution. c) The Chartered Accountant Firm or any of its Partners should not have been black listed by any Government organization! Company! Department in respect of any assignment or behavior. The Firm should furnish self attested affidavit on stamp paper of the required value by the authorized signatory of the Firm in this regard. e) Preference shall be given to those Chartered Accountant Firms whose principal office and operations are in the respective District of the Zila Parishad for which the Audit

6 is to be conducted. f) The Chartered Accountant Firm shall submit details of audits conducted by them in the past and enclose copies of assignments entrusted to them and completed by them. Preference will be given to the Chartered Accountant Firm which has experience of completing similar assignments in the past. 4. Reporting and Timing a) The assignment shall have to be completed by the Chartered Accountant Firm within four months of the date of allotment or as extended from time to time by the C.E.O. of the Zilla Parishad concerned. b) The reports in respect of each Panchayat should be submitted to the following within time stipulated for this purpose The Gram Panchayat concerned Block Development and Panchayat Officer concerned Zila Parishad concerned Director Rural Development & Panchayats. The reports shall also be submitted in the soft copy in the Excel format and mailed to c) The audit and physical verification report should cover all components mentioned in the check list complete in all respects.

7 (d) The Chartered Accountant Firm shall complete the allotted work within the stipulated period, failing which a penalty of Rs. 100 per day shall be imposed which shall be recovered from the Audit feel security deposit/bank guarantee furnished by them. (e) In case the Chartered Accountant Firm fails to conduct the assignment allotted, according to the prescribed benchmark or in case it is found that they have failed to execute the given responsibility, then the agreement with them shall be cancelled and the security/bank guarantee forfeited. f) The audit and physical verification work shall have to be carried out at the level of concerned Gram Panchayat /village by the Audit and Technical Staff of the Chartered Accountant Firm and as per the schedule drawn up mutually with the concerned Zilla Parishad authorities from time to time. g) In case any Chartered Accountant Firm is found to be indulging in any unethical practice(s), they shall be removed from the panel and black listed and all possible legal action shall be initiated against them.

8 General Requirement and Guidelines for submitting the Bids a) Chartered Accountant Firm shall have to execute an agreement of obligation with the concerned Zila Parishad. b) Chartered Accountant Firm shall have to deposit security amount equal to five per cent of the professional fee in respect of the work allotted to them. c) Each page, form, annexure etc. of the Proposal submitted by the Chartered Accountant Firm must be signed by the authorized person. e) The Proposal should be submitted in a sealed envelope and should bear the name and stamp of the Chartered Accountant Firm. f) Chartered Accountant Firm must comply with the general conditions and requirements as stated above.

9 FEES TO BE PAID a) Rates offered by the Department of Rural Development and Panchayats. S.No Income of Gram Panchayat fixed fees to be paid by each Panchayat 1. Less than Rs. 25 lacs per annum Rs. 5,000/- + Service Tax 2. Rs 25 lacs -Rs 100 lacs per Rs. 8,000/- + annum Service Tax ~. 3. Rs100 lacs -Rs 200 lacs per Rs. 12,000/- + annum Service Tax 4. Greater than Rs 200 lacs per Rs. 15,000/- + annum Service Tax The above lump sum Audit Fee includes TAIDA, videography and still pictures charges, except service tax charges as applicable. No other charges shall be paid to the Chartered Accountant Firm.

10 -- PUNJAB GOVERNMENT DEPARTMENT OF RURAL DEVELOPMENT AND PANCHAYATS VIKAS BHAWAN, SECTOR-62, S.A.S NAGAR (MOHAll). Website: www. REQUEST FOR PROPOSAL Request For Proposal on prescribed Application Form are invited from reputed Audit Firms of Chartered Accountants registered with the Institute of Chartered Accountants of India, New Delhi, to conduct Financial Audit and Physical Verification of Works of Gram Panchayats of District for the year Application Form Application Form will be available from till 2.00 P.M. on It can also be downloaded from www. 2. Date and Time of submission of Application Form Duly completed Application Form may be submitted to Deputy Director Panchayats in sealed envelope marked 'APPLICATION FOR empanelment Audit Firms FOR THE YEAR " till 5.00 p.m. on Opening of Request for Proposal Application Forms for Request for Proposal will be opened at 3.00 p.m. on in the office of Director, Rural Development and Panchayats in the presence of representative of the Firms 4. Terms and Conditions etc. The Terms and Conditions, List of Auditable Units, Scope of audit work etc. are available on the web site Deputy Director Rural Development & Panchayats

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