Engagement of CA firm for internal audit in Mumbai regional office of APEDA

Date: 17/10/2015

TORS FOR ENGAGEMENT OF CA FIRM AS INTERNAL AUDITORS IN

REGIONAL OFFICE MUMBAI

A) Eligibility for
submission of Offers

CA firms meeting following requirements are eligible to
submit their offers:-

i)                   
The CA firm should have at least 10 years
experience.

ii)                  
The turnover of the firm should not be less than
Rs 20 lakhs per annum for last 2 years starting from 2013-14.

iii)                
The firm should have at least 3 working partners
in India.

iv)                
The CA firms who have already worked as Internal
Auditors with APEDA are not eligible to apply.

B) Scope of work

 a) Objective: –

To assist APEDA, herein referred to as FIRST PARTY, in scrutinizing and advising on the applications for
Transport Assistanrce Scheme received from the exporters and to advise on
financial matters for a period of two years.

 b) Tasks to be
carried out: –

1. To process the Transport Assistance Scheme claims of the
exporters of FIRST PARTY both on
on-line system (computerized) and physical documents and recommend the payments
as per the scheme guidelines which are available on APEDA’s website
www.apeda.gov.in under the icon: Trade Promotion Scheme-Transport Assistance-
Financial Assistance Scheme.

 2. The selected CA firm, herein referred as SECOND PARTY, will depute at least one
qualified CA and such number of assistants as considered appropriate to process
all shipping bills received during the month subject to a minimum of 5000 (five
thousand) shipping bills per month on regular basis. Charges for processing of
additional shipping bill over and above 5000 shipping bills should be quoted on
per shipping bill as these will be paid on actual.

 3. Currently, around 50,000 (fifty thousand) shipping bills
are reported to be lying pending for processing in RO, Mumbai. To clear this
backlog, CA firm should depute such number of persons as considered
appropriate. Charges for processing these shipping bills may be quoted on per
shipping bill as these shall be paid on actual. Backlog is to be cleared in 3 months from the date of issue of work
order.

 4. Advice and file returns on all tax related matters and
file all types of statutory tax returns, if any.

 5. Analysis and vetting of contracts from financial point of
view.

 6. Preparation of accounting statements as required from
time to time.

 7. To advise on accounting and financial matters.

 8. To ascertain the extent of compliance with established
policies, plans and procedures.

 11.To recommend operational improvement in financial
aspects.

12.To carry out inspection, reconciliation, reviews and
appraisal of financial functions of FIRST
PARTY, if required.

13.To issue a C.A. Certificate for financial assistance as
per mandatory Performa devised under Transport Assistance Scheme of FIRST PARTY.

14.Any other job in consultation with SECOND PARTY related to financial matters assigned by FIRST PARTY.

c) Support from
APEDA: –

 FIRST PARTY will
provide required computers, printers, stationery and working place for persons
deputed by SECOND PARTY.

 Allocation of various assignments/ specific job
responsibilities to the SECOND PARTY
keeping in mind their professional skills etc., would be at the sole discretion
of APEDA.

 The above professional services will be provided by the team
members according to their area of expertise and within the applicable rules
and regulations and professional code of conduct and guidelines of the
professional bodies/ association/ institute prescribed for their members.
However, it will be the duty of the SECOND
PARTY to respond on priority, whenever called by the FIRST PARTY.

C) GUIDELINES FOR
SUBMISSION OF TECHNICAL AND FINANCIAL OFFERS

 Sealed technical and financial offers in separate envelops
are required to be submitted by 06.11.2015.

 Application should reach Regional Office (Mumbai) at the
following address by 06.11.2015 till 5 p.m.

Agricultural and Processed Food Products Export

Development Authority (APEDA)

4th Floor, Unit No. 3 & 4,

Banking Complex Bldg. No.II,

Sector 19/A, Vashi

New Mumbai-400 705

However, in order to understand the scope of work, APEDA has
scheduled a pre-offer meeting on 23.10.2015 at 03:00 P.M. at the Regional
Office Mumbai. Interested CA firms may attend the pre-offer meeting.

It may be noted that
conditional offers are not allowed and would be rejected summarily.

Cover 1: Technical
Offer: Super scribe as “Technical Offer for engagement as Internal Auditor
at Mumbai” to include the following documents along with the prescribed
form given at the end of these TORs:

i)                   
Balance sheet of the firm

ii)                  
Financial statements of the CA firm for the last
two years i.e., 2013-14 and 2014-15.

iii)                
Details of working partners

v)                 
Brief profile of the firm with past experience

Cover 2: Financial
Offer: Super scribe as “Financial Offer for engagement as Internal Auditor
at Mumbai” to include the following details:

Typed financial quotation on the letterhead of the CA firm
should be duly signed by the authorized person of the CA firm and should
include charges on monthly basis in Indian rupees and all applicable taxes, if
any, should be mentioned separately. A financial quotation should be in the
following format :-

The outer sealed cover containing cover 1 and cover 2 as
indicated above should be super scribed with “Technical and Financial Offer for engagement as internal auditor
at Mumbai”, and should have the name, Postal Address, Fax, E-mail,
Telephone number of the firm.

D) SELECTION
PROCEDURE

 A Committee in APEDA will carry out preliminary screening of
the applicant firms and will shortlist the CA firm fulfilling the eligibility
requirements as per the technical offer.

 It is to be noted that the application of CA firms not
submitting offers as per the requirements of TORs will be rejected.

 The short listed firms will be informed by APEDA to be
present at APEDA office on a particular day and time as decided and their
financial offer shall then be opened in front of them.

Firm quoting the
lowest price shall be selected.

 Selection Committee reserves the right to accept or reject
any or all the offers at any time prior to award of contract/order, without
assigning any reasons and without incurrence of any liability on APEDA. APEDA
also reserves the right to negotiate the prices with the selected offers to
bring down the prices. In case of any issue emerging out of this document,
decision of Chairman, APEDA shall be final.

15. FIRST PARTY’s
office at:

 Agricultural and Processed Food Products Export

Development Authority, (APEDA)

4th Floor, Unit No. 3 & 4,

Banking Complex Bldg. No.II,

Sector 19/A, Vashi

New Mumbai-400 705

will be working on full time basis from 9:00 a.m. to 5:30
p.m. (as per office timings), CA shall process and finalize the claims of the
exporters, beneficiaries and related agencies. SECOND PARTY will ensure quick disposal of cases on daily basis to
avoid any pendency in normal course. However, in urgent situations, staff of SECOND PARTY may work on holidays to
clear backlog.

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