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NATIONAL JUTE BOARD
A Statutory Body, Ministry of Textiles
Govt. of India
3A & 3B, Park Plaza
71, Park Street
Kolkata 700 016
Phone : 2217-2107 / 2540 2226-3438, Fax : 33-2217-2456
E-mail : jute@njbindia.in , Website : www.jute.com
INVITATION FOR BIDS
NIT No. 01/NJB/BID/IA/2018-19
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Due date & time for submission of Bid: Within 17 September, 2018 [at 3.30 p.m.]
TO BE SUBMITTED IN SEALED COVER IN SPEED POST / REGISTRED POST / COURIER
IMPORTANT NOTE
Applicants are requested to submit their Bid in a sealed cover with BID reference and should reach
Secretary, NJB, 3A & 3B, Park Plaza, 71, Park Street, Kolkata-700 016.
Total pages : 11
Invitation for BID : Covering letter
Terms & Conditions - Annexure-1
Scope of work for Internal Auditors -
Annexure-2
Format for submission of BID - Annexure 3A & 3B (Technical Bid) and Annexure-4 (Financial Bid)
Evaluation table for Technical Bid- Annexure-5
Bid submission format and all Annexure are available at NJB's website http//www.jute.com
Sub: Request for submission of BID
National Jute Board (NJB) is an autonomous statutory body under the Administrative control of the
Ministry of Textiles, Govt. of India and have their head office at Kolkata and 3 (three) branches at New
Delhi, Chennai and Hyderabad. NJB is a promotional body for promotion of Indian Jute in India and
abroad. It prepares Receipts and Payments A/c., Income and Expenditure A/c. and Balance Sheet, since
it is a non-profit seeking organization. It is fully funded by the Ministry of Textiles, Govt. of India.
2. NJB invites Bid in the enclosed format from Kolkata base Chartered Accountant (CA) firms for
appointment as Internal Auditors for its HO and 3 (three) branch offices for carrying out the Internal Audit
function for each HO and Branch offices separately for the period from 1st April 2018 to 31st March, 2019.
3. Interested Chartered Accountant (CA) firms may please fill in the enclosed formats (please note that
only the enclosed formats must only be used) and send us the same so as to reach latest on or
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before17 September, 2018 [3.30 p.m.] to the following address :
The Secretary,
National Jute Board
3A & 3B, Park Plaza,
71, Park Street,
Kolkata - 700 016.
4. Bid proposal as per the format enclosed duly : in and signed should reach us on or before due
filled
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date and time in a sealed cover duly super scribed with our Bid No. and date and "Appointment of
Internal Auditors". The offers received in any other mode E Mail/Fax will not be considered as valid
offers for evaluation and summarily rejected. Responses received after due date and time shall not be
considered and no further correspondence on such responses shall be entertained. NJB will not be
responsible for any loss or delay in respect of Bid response. LATE RESPONSES SHALL NOT BE
CONSIDERED AND OPENED.
5. Bid response should be free from correction, over writing, erasures etc. Each page should be
numbered. This should be ink signed by authorized signatory indicating name and designation with
Office seal.
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6. The offers received in time are considered as valid and shall be opened on 17 September, 2018 [at
4.00 p.m.] in NJB, Kolkata. The interested applicants who desire to witness the opening of responses
may attend the session along with their identity and signed authorization letter.
7. Canvassing by respondents in any form, including unsolicited letters on Bid submitted or post
corrections shall render their Bid response liable for summarily rejection.
8. The cost or charges incurred in preparation and submission of Bid response shall not be entitled by
any respondent.
9. Conditional offers will be summarily rejected.
10. NJB is not bound to accept any response or part of the response and the decision of NJB is final in
this regard.
11. Disregard of any instruction may result in offer being ignored.
This Bid is governed by TERMS AND CONDITIONS (Annexure-1) as attached in theNJB's website.
No Agent / Agents or third party / parties are engaged by NJB in this process.
NJB is also not responsible for any person / firm expression or representing to express
himself / herself / themselves to be the agent or third party representing NJB in this process.
It is advised to deal directly with NJB representative who is the signatory to this document.
For general correspondence, kindly make use of e-mail ID : jute@njbindia.in
and 2217-2107 / 2540, 2226-3438 and Fax : 33-2217-2456
Yours truly,
Secretary
National Jute Board
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Annexure - 1
TERMS AND CONDITIONS
These terms and conditions are applicable to Bids and Scope of Work.
In the interest of equity of treatment, Bid will be processed strictly as per standard prescribed format
enclosed atAnnexure - 3A & 3B (Technical Bid) & Annexure - 4 (Financial Bid).
Non-adherence to the formats shall lead to rejection of such bids. Further correspondence in respect of
nonstandard bids will not be entertained.
1. CA firms, appointed, will have to do the Audit themselves and not resort to any kind of
outsourcing whatsoever. In case, it is subsequently revealed at any stage of the appointment
process / post appointment that outsourcing has been resorted to, the appointment is liable to be
summarily cancelled with immediate effect.
2. The appointment, for internal audit, is for a period of two years, on the quality and cost based
selection (QCBS) subject to satisfactory performance in the first year.
The selection of firm shall be on a Quality and Cost Based Selection (QCBS) system i.e. 70:30
(Technical Score: Financial Score) and procedure as prescribed below:
In final evaluation, the weightage of the Technical Bid would be 70% and weightage of the
financial Bid would be 30%. The Financial Marks would be determined by the formula:
Financial Marks (F) = 100 x {Financial Index given by the Lowest Bidder}
Financial Index Given by the Bidder the Bids would be finally
evaluated on Total Marks determined by following formula
Total Marks (M) = (0.7xT) + (0.3xF)
Where T = Technical Marks (out of 100) awarded against guidelines described in
Annexure-1 and F = Financial Marks
The bidder obtaining highest Total Marks would be selected.
3. Procedure for submission of Bids
The sealed tender may be submitted in one big envelope superscripting "InternalAuditor for NJB"
containing two separately sealed small envelopes, one for "TechnicalBid" and another for "Financial Bid"
superscripting as such and addressed to Secretary, National Jute Board, 3A & 3B, Park Plaza, 71 Park
Street, Kolkata 700016.only, on or before 17thSeptember, 2018 at 3.30 P.M.
The technical bid envelope must contain the technical bid format in prescribed ProformaAs per Annexure
3A & 3B along with Earnest Money Deposit (EMD) of Rs.10,000/- (non-interest bearing)favoring NJB and
payable at KOLKATA with all relevant documents in support ofeligibility and experience criteria. The
financial bid envelope must contain only thefinancial bid format as per Annexure-4.The financial bid shall
include professionalfee / charges for both Head Offices & Regional Offices. In addition to that TA/DA
willbe re-imbursible as per company norms for visit to Regional Offices. NJB will notaccept any claim
other than professional fee / charges etc. specified in financial bid.The technical bid will be opened at
NJB, Kolkata Accounts Department on 17th September,2018 at 15.30 Hrs. in presence of the bidders
who wish to be present. TheFinancial bid will be opened on the date which will be communicated to only
4 : evaluation of eligible technical bid asper selection
thosebidders who are found technically qualified: after
criteria provided.
Any further clarifications can be sought from ShriSujit Pal Chief Finance Officer., NJB
4. CA firm quoting the financial bid should follow the following instructions while submitting their
financial bid.
I. Internal Audit Fees (including applicable taxes) should be quoted per annum and payment
would be on annual basis.
II. Taxes on the Audit Fees will be treated as follows :
a. TDS on Income Tax at applicable rates will be deducted from the Quoted Fees invoiced.
b. Service Tax will be paid additionally upfront, as invoiced, at the applicable rates.
c. Levy of taxes not existing in the legislation so far will be reimbursed / paid additionally
from the date they come into effect.
III. Payment of Audit Fees will be against submission of the Half yearly and Annual Audit report
and invoice pertaining to the same.
IV. Audit fees per annum should be quoted at consolidated rate for HO and 3 branch offices.
5. The scope of the Internal Audit is as indicated at Annexure - 2.
6. The internal Audit is expected to be based on sufficient verification of the aspects covered in the
scope of audit and not be on mere confirmations obtained from the Finance and other related
departments.
7. It is expected that the Audit will be undertaken in accordance with the Internal Audit Standards
issued by the ICAI to the extent they are applicable to the given scope.
8. The Internal Audit report is to be submitted with stipulated period following the close of each half
year. The Internal Auditor is expected to draw up the Audit Program in consultation with the Chief
Finance Officer and for any officer as informed by NJB for this purpose in order to stick to the
prescribed date for the submission of the report.
9. The report is to be submitted in three hard copies. Additionally, soft copy of the report would be
required. The distribution will be indicated later. Soft copy may be either in Word or PDF files and
may have tables in Excel on a CD.
10. The Audit Reports would be addressed to the Secretary, NJB.
11. Bid should be submitted in relevant formats for technical bid (Annexure 3A & 3B) enclosed only. No
other format will be accepted. Financial bid to be submitted as per (Annexure-4) enclosed only.
Other supporting documents are to be enclosed along with the formats.
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Annexure - 2
SCOPE OF WORK FOR INTERNAL AUDITORS
(1) The Internal Audit will be carried out of the following offices / branches of NJB as per agreed audit
plan:
Offices / Units Nos. Locations Frequency of audit Submission of
/ visit report
Head Office 1 Kolkata Half Yearly 30.11.2018
& Annually 15.05.2019
Branch Offices 3 New Delhi, Chennai Half Yearly 30.11.2018
and Hyderabad & Annually 15.05.2019
The illustrative (but not exhaustive) list of tasks to be performed for Internal Audit by Practicing
Chartered Accountants (CA) Firm Partnership / Proprietorship / Individual is given as under:
(2) Statutory Audit of PF fund of 22 employees
Following would be the scope covered for Head Office and Branch Offices.
Functions Areas Review of Sub-Processes
Marketing Market Promotion Activities- Fairs (Domestic & International)
- Schemes of Marketing
- Promotion of Indian Jute
- Other activities of marketing
Agriculture Promotion & Development of - Promotion of Raw Jute
Raw Jute - Schemes related to Raw Jute
Technical Technical activities - Technical studies
- All Schemes of NJB
- Research & Development activities
Operational Fixed Assets - Procurement of Assets
- Capitalization of Assets
- Updating and Maintaining Fixed Assets
Register
- Calculation and Accounting of Depreciation
- Sale/Disposal/Transfer/Write-off of Assets
- Obtaining and Monitoring Asset Insurance
- Physical verification process
- Repairs & Maintenance of Assets
- Process of Identification of idle assets, if any
HR & Payroll : 6: Updation and maintenance of Employee
personnel Files & Service Books
Recruitment & Selection
Separation/Transfers
Attendance & Leave Records
Preparation and adhering to Training activities
Payroll Processing Process
Process of Fixation and calculation of arrears as
per revision of pay scale, if any
Cash & Bank Cash Payments & Receipts
Bank Payments & Receipt
Custody of Physical Cash &Cheque Books
Physical Verification & Reconciliation Process
Obtaining and Monitoring Cash Insurance &
Security
Preparation of Bank Reconciliation Statement
Defining and adhering to Cash Levels & Holding
Short Term and Long Term Deposits and related
interest review
Test checking of transactions, vouchers etc.
Maintenance of Accounts and Statements as per
statutory body guidelines
Maintenance of books of accounts as per
statutory body guidelines
Administration Review of following expenses :
Car Hire
Repair & Maintenance
Guest House
Travel & Tours
Office Rent
Security Service
Printing & Stationery
Courier Service
Communication Charges
Regulatory Law Department Review of status of legal pending cases
Empanelment of Lawyers and their payments
Review of IT General Controls around data
access, data and physical security, back up, help
EDP Department desk
Compliance to Regulatory requirements of
Annual program for transacting the official work of
Hindi Department the union in Hindi issued by the Department of
Official Language
: 7 : - Timely deposit of dues and returns i.e. TDS,
Statutory Compliances Service Tax etc.
- Review of the following :
Secretarial Department - Despatch of Annual Reports within the
specified period
- Maintenance of registers, records etc.
Others Advertisements & Tenders - Advertisements release process and their
payment
- Tender release process and their payment
Audit of JMDC Audit of Individual Fund Account - Review and examination of entire accounts,
Staff Provident along with interest calculation, including individual account balances and
Fund Accounts Investment of funds of JMDC investment of the available funds.
staff provident Fund. - To comment of the effectiveness and
adequacy of Internal Control place for the
organization.
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Annexure - 3(A)
(On letter head of the Firm)
Format for submission of Technical Bid
(A) Name of the firm :
(B) Number of Partners :
Sl. No. Name Qualification Associate / Membership Certificate of Supporting
Fellowship No. practice No. Documents
(Enclose copy of constitution certificate issued by the Institute of Chartered Accountants of India).
(C) Date of formation :
(As per constitution certificate issued by The Institute of Chartered Accountants of India).
(D) Full Postal Address of Head Offices / Branch Offices :
(This may be given on a separate sheet of paper attached)
(E) Name of contact person along with landline and mobile numbers :
(F) Permanent Accountant Number (PAN) of the firm :
(For information only)
(G) GST Registration No. :
(For information only)
I ........................................ authorized partner of the firm certify that the above information is true
&genuine. If appointed as internal auditor and JMDC staff provident fund auditor, my firm will abide by the
rules of the company in respect of maintaining secrecy of data/information.
Signature of Authorized Signatory of the Firm
Seal of the Firm
Date :
Time :
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Annexure - 3(B)
(On letter head of the Firm)
Format for submission of Technical Bid
Sl. Heading Details to be written Supporting
No. documents for the
same along with
enclosure Srl. No.
1. Compulsory conditions :
i. Existences of the firm for a minimum
period of 5 years
ii. Annual average turnover for last 3
years of the firm should be at least
Rs.30 lakhs
iii. Internal audit minimum experience of 3
years of statutory body/Govt.
organization/PSU
iv. HO/Branch office of the firm should be
in Kolkata (Those firms not fulfilling the
compulsory conditions will be
rejected).
2. Age of CA Firm
3. Experience of CA Firm in conducting
internal audit of statutory autonomous
organization / Govt. Organization / PSU
4. Empanelment with CAG of the CA Firm
5. Number of partners of the CA Firm
6. Numbers of partners who are FCA
7. Head Office of the CA Firm
8. Places of Branch Offices of the CA Firm
9. Annual average turnover for last 3 years
of the CA Firm
Seal of the Firm (Signature of Authorized Signatory of the firm)
Date :
Time :
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Annexure - 4
(On letter head of the Firm) Format for submission of Financial Bid
Proforma for Financial/Price Bid (for conducting Internal Audit and JMDC Provident Fund of NJB for the
Financial Year 2018-19).
Sl. Particulars Rate Amount in words
No.
1. Fees for audit work for the period......................
(a) Head Office - (i) Kolkata including JMDC Staff PF
(b) Branch Office - (ii) New Delhi
(iii) Chennai
(iv) Hyderabad
(Firms need to quote for individual offices of NJB)
2. Out of pocket expenses payable at actual subject to NJB Not to quote
travelling rules
3. GST as applicable
4. Total amount
Seal of the Firm : (Signature of Authorized Signatory of the firm)
Date:
Time
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Annexure - 5
Technical Evaluation Criteria
[Total Marks = 100]
Sl. Heading Description Criteria for point allotment Maximum
No. points
1. Age of CA Firm Age of CA Firm All >15 years = 15 20
should be given Categories >10-15 years = 10
5-10 years = 5
2 Experience of CA Internal Audit All >15 years = 15 20
Firm in experience in Categories >10-15 years = 10
internal audit of Statutory >5-10 years = 5
Statutory Autonomous Body 3-5 years = 3
Autonomous Body / / Govt.
Govt. Organization /
Organization / PSU PSU
3 Empanelment of Empanelment with All Empanelled = 15 20
CAG of the CA Firm CAG Categories Not
Empanelled = 0
4 Number of partners Number of All 11-20 = 15 20
of the CA Firm partners Categories 6-10 = 10
1- 5 = 5
5 Partners who are Number of FCA as All 11-20 = 10 10
FCA of the CA firm partners Categories 6-10 = 8
1- 5 = 5
0=0
6 Head Office of the Place of the HO of All Kolkata, HO = 10 10
CA Firm the CA Firm at Categories
Kolkata
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