RFP-1-part-1& Part 2.pdf

8/9/2019 RFP-1-part-1& Part 2.pdf

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WEST BENGAL STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED

GENERAL MANAGER (F&A) – INTERNAL AUDIT

VIDYUT BHAVAN, BLOCK-B, 3rd FLOOR,

DJ- BLOCK, SALTLAKE CITY, SECTOR-II,

KOLKATA-700091

Website:

www.wbsedcl.in

REQUEST FOR PROPOSAL

WEST BENGAL STATE ELECTRICITY DISTRIBUTION COMPANY LIMITED

GENERAL MANAGER (F&A) – INTERNAL AUDIT

VIDYUT BHAVAN, BLOCK-B, 3rd FLOOR,

DJ- BLOCK, SALTLAKE CITY, SECTOR-II,KOLKATA-700091

Website: www.wbsedcl.in

In accordance to the advertisement published in the newspaper for engagement of

the professional firms to conduct Internal Audit of our company, please submit your

response as per the following terms and conditions in the prescribed format

enclosed as “RFP-1” and “RFP-2” (Click here for the advertisement published).

Also highlight the following details along with the “RFP

-

1”

:-

PARTNERS’ DETAILS ALONG WITH DEDICATED

CORE TEAM.

QUALIFICATION AND EXPERIENCE OF KEY PERSONNEL OF THE

FIRM IN POWER SECTOR/ UTILITIES / OTHER ORGANIZATIONS

TURNOVER OF THE PROFESSIONAL FIRM DURING THE

IMMEDIATELY PREVIOUS THREE FINANCIAL YEARS.

MAJOR ASSIGNMENTS/ ACHIEVEMENTS OF THE FIRM.

“USP” OF THE FIRM

The Request for Proposal must be submitted within 9th February- 2012 up-to 2.00

PM from the date of publication at the following address:-“The General Manager (F&A) – Internal Audit, Vidyut Bhavan”, Block -B, 3RD Floor,

Salt Lake City, Sector-II, Kolkata-700091.

The envelope should be marked “Outsourced Internal Auditor Empanelment”-

Please Refer-

“

General Information

”

.


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W E S T B E N G A L S T A T E E

L E C T R I C I T Y D I S T R I B U T I O N C O M P A N

Y L I M I T E D

A) GENERAL INFORMATION

‘Technical cum Commercial Bid’ and ‘Professional fees cum Service Bid’ shall be sealed

in two separate envelopes. Both these sealed envelopes shall bear distinct identification

with regard to the type of bid i.e. for the ‘Technical cum Commercial Bid’ the envelope

should be marked as ‚OUTSOURCED INTERNAL AUDITOR EMPANELMENT, PART-

1‛ and for the ‘Professional fees cum Service Bid’ the envelope must be marked as

‚OUTSOURCED INTERNAL AUDITOR EMPANELMENT, PART-2‛

These two sealed envelopes shall then be kept in a third envelope and superscripted as

“Outsourced Internal Auditor Empanelment”. The outer cover should be

addressed to the issuing authority of this enquiry and shall also bear the name and

address of the sender.

Part – 2 containing ‘Professional Fees cum Service Bid’ will be kept in a safe custody . It

will be opened after completion of Technical cum Commercial Bid (Part 2) evaluation of

all the proposals received. We will not open the ‘Professional Fees cum Service Bid’ of

technically disqualified firms. No revision of prices as quoted will be entertained

thereafter.

The fees shall be quoted as per enclosed ‘RFP-2’ only. Quotations not submitted as

per ‘RFP-2’ will be rejected. Please fill in all the columns of RFP-2.

Important dates:-

Submission of RFP-1&2: within 9th February – 2012 up-to 2.00 PM.

Opening of Part-1 i.e. Technical cum Commercial Bid: on 14/02/2012 at 11.00 AM. at

Seminar Hall -1, Vidyut Bhavan, 7th Floor, Salt Lake City, Kolkata -91. The Firms who

will submit their proposal can send one authorized representative at the time of

opening of Technical cum Commercial Bid. No expenses in this regard will be paid by

the WBSEDCL.

Opening of Part-2 i.e. Professional fees cum Service Bid: After opening of the

technical bid ‘Professional Fees cum Service Bid’ will be opened under intimation to the

technically qualified firms.

Incomplete RFPs / Improper RFPs will be summarily rejected.


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Y L I M I T E D


(PLEASE FILL THE FOLLOWING RFP-1 AND PRINT IN A-4 SIZE PAPER

Name of the Firm

Address of the

Firm

(Head office)

Address of the

Branch Office

(if any)

Nature of the

Firm

CA /CWA/Engineers /

IT/LLP etc

Experience in

Internal Audit

OVERALL

INTERNAL AUDIT

EXPERIENCE

(NO. OF YEARS)

POWER

SECTOR/

UTILITIES

(NO. OF

YEARS)

IT/ IS

AUDITS/ENERGY

AUDITS

(NO. OF YEARS)

OTHER

(NO. OF

YEARS)

No. of Partners

(working)

(As on 31.12.2011)

Total No. of Partners and other

Key personnel

No. of Qualified Personnel

No. of Semi-Qualified Personnel

ANNUAL TURNOVER OF THE FIRM No. of working Partners during the

immediately preceding three financial years

FINANACIAL

YEAR

AMOUNT

(in lakhs)

FINANACIAL YEAR No. of Working

partners in the firm

2010-11 2010-11

2009-10 2009-10

2008-09 2008-09


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Y L I M I T E D

Documents to be submitted with RFP - 1:-

1. Partnership Deed and Certificate of Practice (COP) of all the Partners.

2. Return of Income Tax for the financial years 2008-09, 2009-10 & 2010-11.

3. Copies of Appointment Letters where Internal Audit was conducted by the

firms.4. Copy of the Service Tax Registration Certificate.

5. An affidavit to the extent that No criminal proceedings are pending w.r.t to

the firm/partner in any court of law in India or before any disciplinary

committee of ICAI/ICWAI / ICSI or any other professional institutes.

RFP-2


(PLEASE FILL THE FOLLOWING RFP-2 AND PRINT IN A-4 SIZE PAPER)

Sl.

No.

Key

Professionals

Description of

Services to be

provided

Qualification

Experience in power

utilities

Professional

Fees per

Man-day

(in )

Daily

Allowances

(in )

1 Partner

(please

provide

information

of each

partner)

(Overall

coordination, &

planning, team

leadership,

reporting,

liaison with

Project Administrator

& Supervising

officer.)

Sufficient expertise in the area

of Internal Audit planning,

execution and reporting.

(please provide the

qualification and experience

of each partner)

(quote the

amount)

(quote the amount

for stay audits

only). (Refer

point-8 of

Professional Fees

& Other terms)*


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Y L I M I T E D

(B) Specific Terms and Conditions:- To perform professional services in Internal

Audit for West Bengal State Electricity Distribution Company Limited (WBSEDCL),

which may be modified time to time by mutual discussion only:-

TENURE OF ENGAGEMENT:-

The engagement of the firm will be effective from the date of the agreement and will be for

the Financial Year 2012-13 & 2013 -14 with a condition that the engagement may be

terminated by without assigning any reason at any point of time & by serving one calendar

month’s notice from either side.

2 Audit Team

Leader

(Responsibility

to lead the audit

teams in the

field, planning

and execution

of the audits,

discussion with

head of office.)

Qualified Chartered

Accountant / Cost

Accountant/ Graduate

Engineer/ Certified

Information System Auditor

(CISA) / Certified Internal

Auditor (CIA) / Company

Secretary (CS)/ Graduates inLaw / Post Graduates in HR -

With

Minimum 5 years

experience in Internal

audit/IT/IS/Energy Audit

Experience in procurement

audit desirable and

Ability to lead the team and

interact with senior level

Public Sector officials.

(quote the

amount)

(quote the amount

for stay audits).

(Refer point-8 of

Professional Fees

& Other Terms)*

3 Team

member

(Audit

Assistant)

Field level audit

(including visits

to various

units).

Inter CA/Inter ICWA / Inter

CS/Diploma in Engineering /

persons with graduation

(Science / Commerce/

Management) and having

experience in Internal

Auditing for 5 years.

(quote the

amount)

(quote the amount

for stay audit

only). (Refer

point-8 of

Professional Fees

& Other Terms)*

N.B. Since it is a process based audit, the firms will have to deploy manpower possessing the respective skill sets.

E.g. for Human Resource Audit, the firm will have to deploy their team having adequate qualifications for

conducting HR Audit like Post graduates in HR with experience as shown above.


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Y L I M I T E D

PROFESSIONAL FEES AND OTHER TERMS:-

1. Professional Fees shall be payable on the basis of actual Man days worked. The estimated

man days for conducting Audits at each unit will be provided by the Head of Internal

Audit, WBSEDCL at the commencement of each audit. Actual Mandays may vary up to +/-

10% from the estimated man-days on a case to case basis. The Partners of the Firm may visit

the Auditee place for a maximum of 10% of the total Mandays w.r.t. each audit. The team

composition will be of one Team Leader & Two Members.

2. Service Tax at prevailing rates will be paid over and above the Professional Fee as

mentioned above & for that purpose professional firm have to provide service tax

registration Number.

3. In addition to the above, the firms has to furnish one photo copy of his service tax

registration certificate along with the bill and photo copy of the challans in Form No. GAR-7

i.r.o. payment of service tax to the government account during the last month along with

each bill.

4. Paying authority shall verify the photocopy of the service tax registration certificate and

the challans in Form No. GAR-7 prior to releasing the payment.

5. No separate Daily allowances will be paid in respect of offices (Auditee) within 50 K.M.s

of the Auditor’s office & its Branch office.

6. Travel Entitlement beyond 50 kms:- (Annex with the RFP-2)-

TA will be reimbursed on the following modes:

A. For TA : (1)Journeys made by train:

Team members: AC-THREE TIER, Audit Team Leader: - AC-TWO TIER.Sr. Partner/Partner: AC-FIRST CLASS.

(2)Journeys made by Bus:-

If the route is not served by rail:-

Amount will be reimbursed as per actual fare subject to production of photocopy of the

tickets/ ticket Nos.

7. Travel Entitlement within 50 kms:-

A. For TA: (1) Journeys made by train:- To be paid on actual basis on submission of

ticket No and / or Photocopy of the tickets.

B. For TA: (1) Journeys made by Bus (Non- AC):- To be paid on actual basis on

submission of ticket No and / or Photocopy of the tickets.

*8. Daily Allowance within West Bengal during Stay Audit (including Lodging, Boarding

& Other Incidental Expenses):- To be quoted as per format (Table: - Page- 5)


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Y L I M I T E D

PRICE MATCHING :-

As more than one professional firm will be shortlisted, options to provide the service

at the L1 price (both Professional fees and Daily allowances) will be given to other

firms ( L2, L3 ……..).

PERFORMANCE STANDARDS:-

Professional firm should perform the Services with the highest standards of professional

and ethical competence and integrity.

Professional firm should furnish Audit Reports to the GM (F&A)- IA (Project Administrator)

with an executive summary of the critical issues/ finding that requires attention of the senior

management. The report should be structured in a manner giving the observations/

weaknesses, the implications, suggestions for improvement and the management

comments. The status of the actions taken by the management on the recommendations of

the previous report should also be provided.

CONFIDENTIALITY:-

During the tenure of this engagement and within two years after its expiration, professional

firm should not disclose any proprietary or confidential information relating to the Services,

this engagement or the WBSEDCL’s business or operations without the prior written

consent from the Authorities of WBSEDCL.

ASSIGNMENT:-

Professional firm will not be able to assign any part of the services as contained in this

engagement to a third party and Associates without the WBSEDCL’s prior written consent. OTHER CONDITIONS:-

Professional firm as the Internal Auditor of WBSEDCL will not render an attestation or

assurance report or assurance report opinion under this engagement, but the services

may include:

(a) An audit, review or examination of financial statements in accordance with generally

accepted accounting standards,

(b) An examination of prospective financial statements in accordance with applicable

professional standards or

(c) A review to detect fraud or illegal acts. Services will include preparation of Reports

relating to the effectiveness of internal controls. The Services may also include any

procedures to test compliance with the laws or regulations as may be applicable from

time to time.


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Y L I M I T E D

Non-Solicitation of Personnel: - During the tenure of this engagement and for F.Y.2012-13

and F.Y.2013-14, following its termination for any reason, the professional firm will not

solicit for employment, or hire, any WBSEDCL’S present personnel involved in the

performance of the Services, except as otherwise agreed in writing by THE WBSEDCL.

In addition, without the prior written consent of WBSEDCL, professional firm will not

solicit for a position on its Board of Directors, nor hire, any present professional

employee of WBSEDCL, if such solicitation, hiring or employment may impair the

independence of WBSEDCL under ANY other law, regulation, rule, listing requirement

or professional standard governing the independence of accountants. Without limiting

the foregoing, the Internal Auditors agrees not to solicit, hire or employ, without the

prior written consent of WBSEDCL, any present professional employee of WBSEDCL.

WBSEDCL reserves the right to accept / reject any or all the RFPs without assigning

any reason whatsoever. WBSEDCL also does not bind itself to accept the lowest

quotation.

PENALTY:-

The Professional Firm should submit the Internal Audit Report within 15(fifteen) days

from the scheduled date of completion of Audit. If there is a delay in submission of

Internal Audit Report Penalty shall be imposed on the Professional Firm @ ½ %( half

percent) per week of delay subject to a maximum of 10% (ten percent) of the

professional fees w.r.t. each Audit.

DISPUTE RESOLUTION:-

I. Applicable Law: This engagement shall be governed by and construed in accordance

with the laws of India.

II. Notwithstanding the parties’ agreement to arbitrate as set forth in this Engagement,

either party may bring a claim limited solely to injunctive relief to enforce its rights with

respect to the use or protection of (1) its confidential or proprietary information or

materials, (2) its names, trademarks, service marks or logos, or (3) the Reports, as

applicable, solely in the courts located in India, at KOLKATA.

III. Any dispute or claim arising out of or relating to the Services, this engagement or any

other services provided by professional firm shall be resolved. Arbitration shall take

place in India, at KOLKATA. Judgment on any arbitration award may be entered in

court of Law at Kolkata only.

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RFP-1-part-1& Part 2.pdf

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Transcript of RFP-1-part-1& Part 2.pdf