NATIONAL INSTITUTE OF OCEAN TECHNOLOGY, CHENNAI

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1 NATIONAL INSTITUTE OF OCEAN TECHNOLOGY, CHENNAI NOTICE INVITING OFFERS FROM CHARTERED ACCOUNTANT FIRMS FOR APPOINTMENT OF STATUTORY AUDITORS OF THE INSTITUTE National Institute of Ocean Technology (NIOT) is an autonomous, Registered Government of India Society under Ministry of Earth Sciences, Government of India for undertaking projects relating to technology development in the ocean sector. NIOT has been registered as a Society under Tamil Nadu Societies Registration Act, 1975 on 5 th November 1993 under the Registration No.541/93. It is a scientific research institute of national eminence in the field of Ocean Technology functioning directly under the supervision and control of the Ministry of Earth Sciences (MoES), Government of India and fully funded in the form of Grants-in-aid. The Accounts of the Institute are prepared as per the prescribed Uniform Common Format applicable to the Central Autonomous Bodies. The Accounts of the Institute is audited by the Comptroller and Auditor General of India. NIOT invites offers from interested Chartered Accountant firms for appointment as Statutory Auditors of the Institute with experience in auditing the Accounts of centrally funded institutions and provide the services as per the Scope of Work stated below. The Pre-bid meeting is scheduled on 18 th Jan at 3.00 p.m. at NIOT, Chennai. 1. SCOPE OF WORK a. Audit of Books of accounts and ancillary records of the Institute Bank Reconciliation Statements Scrutiny of Ledgers Fixed Asset Register and Depreciation Procurement / tendering process of fixed assets, library books, consumables, stationery, etc. Compliance of statutory obligations Checking of grants received and its utilization as per the terms of the grants b. Income Tax related matters Preparation of replies to Income Tax Department in respect to Notices received by the Institute and appearing for the hearings Preparation and filing of yearly Income Tax Return for the Institute Advice on all matters related to TDS/TCS issues c. Service Tax related matters Advice for proper accounting and maintenance of records

2 Representing before Service Tax authorities and providing clarifications and opinions on issues d. Annual Accounts related work Verification of all the accounting statements / schedules Verification of correctness of the Trial Balance including the verification of opening ledger balances and suggesting reversal / year end entries wherever necessary Calculation of provisions for depreciation on fixed assets Verification of detailed schedule of interests received on FD investments and calculations of accrued interest Compilation of grouping statements / schedules to the Balance Sheet, Income and Expenditure Statement and Receipt & Payment Accounts as per the prescribed format of Accounts for Central Autonomous Bodies and certifying the Annual Accounts Any other work needed for Accounts finalization 2. TIME PERIOD FOR ENGAGEMENT The selected Chartered Accountant firm will be required to provide the above mentioned services as Statutory Auditors initially for one accounting year that is, and will be renewed subject to a maximum period of 3 years depending upon the satisfactory performance, on mutually agreed terms. 3. PRE-QUALIFICATION CRITERIA OF THE CA FIRM The bids of only those firms will be considered, which satisfy the following eligibility criteria: a. The Chartered Accountant Firm should be registered with The Institute of Chartered Accountants of India (ICAI) and have Income Tax Permanent Account Number (PAN) and Service Tax Registration b. The Chartered Accountant Firm should be empanelled with the Comptroller and Auditor General of India (C&AG) c. The firm should have been in operation for minimum 10 years after its registration and at least 5 years experience in Audit of Annual Accounts of

3 Central Autonomous Bodies / Public Sector Undertakings and Filing of Returns of Income Tax d. The average gross profession fee received / earned by the firm in the last 3 financial years ( , and ) must be equal to or more than Rs.30.0 lakhs per annum e. The Chartered Accountant firm should have atleast 3 partners (2 partners-fca and 1 partner-aca) f. In addition to the partners, the firm should have minimum 5 Nos. of Article Clerk including and other experienced staff performing audit / accounting work in addition to the Partners. 4. PAYMENT TERMS a. The professional fee quoted by the firm should be valid for the entire contract period. Payment shall be made at agreed rates against invoices. No proposal for variation would be allowed during the contract period. b. Statutory taxes will be paid at prescribed rate during the contract period c. Taxes as per Income Tax Act / Rules will be deducted at applicable rates from all payments made by NIOT 5. SUBMISSION AND EVALUATION OF THE TENDER 5.1 Submission of tender Interested firms meeting all the pre-qualification criteria as mentioned in Point-3 above may submit their offer in the prescribed Annexure / sub-annexure of this tender. (i) Annexure-A duly filled Pre-qualification-cum-Technical Bid along with all supporting documents duly signed with Seal of the authorized Partner and should be submitted in one sealed envelope superscribed as PRE- QUALIFICATION AND TECHNICAL BID for Tender No. NIOT/E&P/02/ (ii) Annexure-B duly filled Financial Bid should be submitted in a separate sealed cover superscribed as FINANCIAL BID FOR TENDER NO. NIOT/E&P/02/

4 (iii) The above two envelopes containing Annexure A and Annexure B should be placed in one covering envelope and sealed superscribed as TENDER FOR APPOINTMENT OF STATUTORY AUDITORS for Tender No. NIOT/E&P/02/ (iv) The technical bid should not contain any indication of price offered, else the entire bid will be rejected. (v) The tender should reach the following address latest by 15:00 hours of 25 th January The Sr. Administrative Officer National Institute of Ocean Technology NIOT Campus Velachery-Tambaram Road Pallikaranai CHENNAI Tamil Nadu (vi) NIOT reserves the right to accept or reject any, or all the offers received or cancel the bidding process at any time prior to award of contract, without assigning any reason.

5 ANNEXURE-A PRE-QUALIFICATION-CUM-TECHNICAL BID (TO BE FILLED IN BY BIDDER AND ENCLOSE SUPPORTINGS AS INDICATED) SI. Particulars No. 1 Chartered Accountant Firm 2 a) Prequalification Criterion The CA Firm should be Registered with the Institute of Chartered Accountants of India (ICAI) for minimum 5 years and must possess permanent account number (PAN) under Income Tax and registration number under Service Tax b) The CA Firm should be Empanelled with Comptroller and Auditor General of India (C&AG) c) Average Gross Professional Fees received / earned by the CA Firm for the last 3 (three) years i.e.( , and ) ending on 31 st March, Must be equal to or greater than Rs.30 lakhs Name & Address of the Firm Name and address of the Authorized Partner (s) Firm s Strength and Capacity Telephone No(s) with STD Code Mobile No (s): ID: (Submit copy of supporting document regarding address) Mention Registration Number and Date of Registration (Submit copies of the registration certificates) PAN NO of the CA Firm (Submit copy) Service Tax Registration No. (Submit Copy) Empanelment Number (Submit copy of Evidence) Average Gross Professional Fees received/ earned Details to be provided as per SUB-ANNEXURE A-1. (Submit proof of professional fee received)

6 d The Firm should have atleast 5 years experience in Audit of Annual Accounts of Central Autonomous Bodies / Public Sector Undertakings and Filing of Returns of Income Tax e CA Firm should have minimum 3 (Three) partners No. of Central Autonomous Bodies where similar services were provided in the last 5 years Details to be provided as per SUB-ANNEXURE A-2. (Attach copy of works Orders as evidence) Partners:- FCA : ACA : f Numbers of Article Clerk/ Staff and other staff on payroll of Firm Submit the details of the Chief Functionaries of the CA firm as provided in SUB-ANNEXURE-A3 No. of Article clerks and others performing audit/accounting work (in figures and words) Certified that the above particulars are correct. In the event of any information found to be incorrect, be it at any time, NIOT is at liberty to reject the proposal/work awarded to this CA Firm. Date: OFFICE SEAL: Signature: Name: Designation:

7 SUB-ANNEXURE: A1 Details of CA Firm s professional Income (Gross Professional Fees received/earned) Rupees in lakhs Particular Gross Professional Fees received/ Earned Financial Year Financial Year Financial Year Average Annual Date: OFFICE SEAL: Signature: Name: Designation:

8 SUB-ANNEXURE: A2 Details of CA Firm s Experience of Similar Services during the last 5 (five) years SI. No. 1. Name of the Assignment Name of the Assignment (Start date/ End date) Name of the Client Nature of the Assignments (Please specify the work involved as detailed in scope of work) Details of the Supporting Documents provided Furnish the copy of the documentary evidence in support of the information provided above. Please attach additional sheets, if required. Date: Signature: OFFICE SEAL: Name : Designation:

9 SUB-ANNEXURE A-3 Details of CA Firm s Partners SI. No. 1. Name of the Member Designation Membership No. FCA Status ACA Furnish the copy of the documentary evidence in support of the information provided above. Date: OFFICE SEAL: Signature: Name: Designation:

10 FINANCIAL BID (To be filled in by bidder) ANNEXURE-B NAME & ADDRESS OF THE FIRM: A. STATUTORY AUDIT FEES S.No Description of Service TOTAL (c+d+e) a b c d e f A STATUTORY AUDIT FEES AS PER THE SCOPE OF WORK AND FILING OF THE ANNUAL INCOME TAX RETURN OF THE INSTITUTE B ADD: SERVICE TAX, as applicable TOTAL (1+2) Note: The above fee is inclusive of out of pocket expenses including local travel B. ISSUE OF CERTIFICATES S.No Description of Service TOTAL (c+d+e) a b c d e f 1 ISSUE OF CERTIFICATE in 15CB for remittance towards IMPORT PURCHASES INDICATE FEE PER CERTIFICATE 2 ADD: SERVICE TAX, as applicable TOTAL (1+2) GRAND TOTAL (A+B) We agree to all the tender conditions and payment terms and the rates quoted above. Firm will not change during the contract period. Date: OFFICE SEAL: Signature: Name: Designation:

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