TIRUMALA TIRUPATI DEVASTHANAMS : TIRUPATI

Request For Proposal.

On behalf of the Executive Officer, T.T. Devasthanams, Tirupati sealed R.F.P.s are
invited by the Office of the Chief Accounts Officer, TTD, Tirupati for availing the
services of Chartered Accounting Firms for undertaking Accounting & verification
activities of TTD on contract basis, for a period of one year renewable if required on
yearly basis on evaluation by TTD and in any case not exceeding three years. This
proposal is intended to be circulated to all the Firms who are having Head Office or
Branch office enrolled with Tirupati branch of SIRC and those firms alone are
qualified to apply for the same.

The intending CA Firm should satisfy the following criteria.

a) The Firms must have enrolled their Head office or Branch office with the
Tirupati Branch of SIRC of Institute of Chartered Accountants of India (ICAI).

b) The Chartered Accounting Firm should have a minimum of 10 (TEN) years of

standing.

c) The Chartered Accounting Firm (here in after referred to as Firm) should have
minimum 04 (Four) partners and at least one of the partner of the firm must
have a minimum of 10 (Ten) Years of Experience as practicing Chartered
Accountant and at least one must be active partner in Tirupati who has been
with the same firm continuously for the 05 (five) years.

d) The Firm must have gross receipts of at least Rs.30 Lakhs per annum each in
the last 3 years.

e) The Firm must have at least 10 full-time employees, out of which at least 04
Semi qualified professionals (who have completed CA Inter) to be in its rolls.

f) The Firm must have exposure of handling Accounts of Charitable Institution

and sound knowledge of statutory compliances. The firm should have
conducted trust Accounting or auditing for a trust having gross receipts of Rs 5
lakhs per annum for at least 5 years.

g) If close relatives (parent or children) of any partner of the firm are employed in
TTD, the firm is not eligible to participate in the RFP.

h) The Firms who had carried out Accounting of TTD in the previous 3 years is
not eligible for applying for this proposal.

1.
 Scope of the Work:

The objective of this assignment is to achieve manifold increase of professionalism and

quality in accounting process in TTD, by

a) Bringing the accounting methods and procedures, in tune with the Governing
Legislations and Sub-ordinate regulations as applicable to TTD, Accounting
Standards to the extent it may be relevant to an Institution like TTD, with an aim to
improve the accuracy, relevancy and transparency of the Financial Statement.

b) Assisting management in achieving statutory compliance and filing of statutory

returns on timely basis.

c) Providing of Intelligent Management Information Reports to implement better

Financial Controls in the Organization.

For the sake of Clarity and to convey the firms the line of TTD’s expectation, an indicative
scope of work is provided hereunder.
 Books of Accounts, includes Financial, Inventory and other aspects of accounts.

 The CA firm required to work in the ERP environment and must have hands on
experience in working in ERP environment.

 The firms would be responsible for the reconciliation and review the
transactions; the firms may co-ordinate with the centralized desks of Accounts
Department to get the records for reconciliation, after analyzing the transaction,
getting the necessary information and explanations from the respective division
or section through the Accounts Officer.

 In the case of expenditure, the Chartered Accountants have to analyze the

transaction to ensure the correctness of the same and to examine all the
underlying documents from the Accountants point of view

 In respect of Inventory the CA firms have make sure that transaction entries in
the inventory books are carried out on live basis properly.

 The CA firm should provide required data for statutory compliances i.e. Income
Tax TDS returns, GST returns on timely basis from the books of accounts.

 The Firm shall analyze their respective Trial Balance, reconcile the respective
Bank accounts in the subsidiary books and ensure the correctness of the monthly
closing balances in the subsidiary books.

 In the case of receipts, the firms shall be verify whether all the collectibles have
been collected correctly and in time, and all the monies collected have been
deposited to the predetermined bank account correctly and in time and the
monies deposited to the Bank account are credited to the Bank account correctly
and in the expected time.

 In the case of Bank accounts, the Firms have to ensure that the Bank Funds
Management Policy is being adopted correctly and have to ensure that the Bank
Accounts in TTD books are always reconciled with that of the Bank Statements.

 The Chartered Accountants have to verify, the correctness of the Income and
Material Reconciliation Statements prepared by the Units.

 Providing information and clarifications to internal auditors and assisting internal

auditors to review financial aspects of their audit assignment.

 At the end of every month before the close of the ensuring month the Firms shall
submit the Trial Balances along with reconciliation statements and MIS reports as
required by the management from time to time.

1.
  The CA firm shall submit quarterly financial statements to the management along
with reconciliation statements.

The selection process and Evaluation criteria for this work will be as follows:

Firms which met the minimum criteria as mentioned above are evaluated further as
detailed below:

SCORING TERMS
Sl. Item Total
No. Score
1 Cumulative Years of Experience of partners in the firm who have minimum 20
5 (FIVE) years of experience as on 30th September 2019. Partners whose
experience outside the firm are not considered and similarly, partners who
have less than five years of experience are not considered.
2 Total Revenue earned through Accounting and Auditing Services 20
from companies, Trusts and Societies registered under relevant
Acts during the last three years. Revenue earned from other
clients and through other services are not considered.
3 Total Revenue earned through Accounting and Auditing Services from 20
registered Trusts / NGOs who enjoy Income Tax exemption during the last
three years. Revenue earned from other clients and through services
other than Accounting and Auditing are not considered.
4 Total Revenue earned through Accounting and Auditing Services from 20
companies, Trusts and Societies registered under relevant Acts and have
registered office in Tirupati during the last three years. Revenue earned
from other clients and through other services are not considered.
5 CAG Empanelment should be currently valid 10
6 Total Salary paid to non-partners during the last three years 10
Total 100

Scoring Methodology:

The scoring methodology for the six scoring items listed above is as follows:

Sl. Item
No.
1 Below 15 years, zero mark. 1 mark for every year of experience above 15
years subject to maximum of 20 marks. Experience Details of each
partner in the firm is to be given to support value entered in this field.
2 Below Rs. 90 lakhs, zero mark. 1 mark for every Rs. 10 lakhs
additional earning over and above Rs. 90 lakhs subject to
maximum of 20 marks.
3 Below Rs. 25 lakhs, zero mark. 1 mark for every Rs. 1 lakh subject to
maximum of 20 marks.
4 Below Rs. 10 lakhs, zero mark. 1 mark for every Rs. 1 lakh subject to
maximum of 20 marks.
5 Full 10 marks if CAG Empanelment certificate is produced; else zero
6 Below Rs. 5 lakhs, zero mark. 1 mark for every Rs. 1 lakh subject to
maximum of 10 marks.

Note: In all computation, the fractional values (i.e. fractional years of experience or value below Rs.
10 lakhs or Rs. 1 lakh) are ignored.

Interested firms who have met eligible conditions need to submit their details in the
attached form and enclose relevant documents listed in the form.

1.
Fee for the Accounting Services
The fees shall be fixed by TTD for the assignment and it is the endeavor of TTD to ensure
that payment to the Firms is in commensurate with that of work entrusted.

The intending CA Firms may download the R.F.P. documents from TTD’s website
www.tirumala.org. Documents can also be obtained from the O/o Chief Accounts Officer,
TTD, Tirupati 517 501 during the working hours from 10:30 AM to 5.00 PM on the dates
give below. In case, any further information is required, the applicants are requested to
contact: The Chief Accounts Officer, Room No. 72, III floor, TTD Administrative Building,
K.T.Road, Tirupati during office working hours.

R.F.P.Notice vide Roc No : TTD-53023(31)/1/2020-A WING SEC - TTD

Office of Issue : Office of the C.A.O., Room No. 72,

III floor, TTD AdministrativeBuilding,
K.T.Road, Tirupati –517501.

Due date & time of Receipts of R.F.P. : Upto 15:00 hrs on 11.02.2020. :

Data & time of opening of R.F.P.s : 15:30 hrs at 11.02.2020

Venue for opening of R.F.P.s : Meeting Hall ,

T.T.D. Admn. Building,
K.T.Road, Tirupati – 517501

1.
 TIRUMALA TIRUPATI DEVASTHANAMS: TIRUPATI

Request For Proposal for Accounting Services in TTD

Part A: Basic Firm Details

1 Name of the Audit Firm

2 Address of Registered
Office

3 Address of the Office in

Tirupati

4 Date of Registration of
Firm

5 Date of Registration at
SIRC, Tirupati

6 Number of Partners
(please provide the details
of partners in Annexure 1)

7 Number of Partners based

out of Tirupati (please
provide the details of
partners in Annexure 2)

8 Total Number of
employees other than
partners as on 30th
September 2019

1.
Part B: Scoring Details
Please enter the values on the following items which are used for scoring.
The values entered in this have to be accurate and support document should
be provided after shortlisting. Firms which provided incorrect information shall
be disqualified.
Sl. Item Enter your
No. value
1 Cumulative Years of Experience of partners in the firm
who have minimum 5 (FIVE) years of experience as on
30th September 2019. Partners whose experience outside
the firm are not considered and similarly, partners who
have less than five years of experience are not
considered.
2 Total Revenue earned through Accounting and Auditing
Services from companies, Trusts and Societies registered
under relevant Acts during the last three years. Revenue
earned from other clients and through other services are
not considered.
3 Total Revenue earned through Accounting and Auditing
Services from registered Trusts / NGOs who enjoy Income
Tax exemption during the last three years. Revenue
earned from other clients and through services other than
Accounting and Auditing are not considered.
4 Total Revenue earned through Accounting and Auditing
Services from companies, Trusts and Societies registered
under relevant Acts and have registered office in Tirupati
during the last three years. Revenue earned from other
clients and through other services are not considered.
5 CAG Empanelment should be currently valid
6 Total Salary paid to non-partners during the last three years

The CA firm shall furnish the following documents

(i) Certificate of Registration of firm / Certificate by ICAI.

(ii) Individual membership certificate of ICAI.
(iii) Relevant experience certificate for Accounting and Audit works handled.
(iv) Last 3 years Audited Statements and Income Tax returns with Acknowledgment
of CA firms.
(v) The CA firm shall furnish PAN number and GST Registration Number.
(vi) The CA firm shall submit the latest Firm constituency certificate.
(vii) CAG empanelment details
(viii) Certified copies for salary paid to the non-partners during the last three years.
(ix) The CA firm should submit the self-certified copies of the supporting documents
as a proof of their eligibility / marking.

1.
 GENERAL TERMS AND CONDITIONS OF THE
CONTRACT

1. The contract period will be for one financial year and the contract shall be
renewable if required on yearly basis on evaluation by TTD and in any case
not exceeding three financial years.
2. Time is the essence of the contract and accordingly all endeavors should be
made to complete the work within the stipulated time and any extension
beyond the given date should be by way of proper approval.

3. Tirumala Tirupati Devasthanams being a religious Institution and a place of

public religious worship also having sub shrines, utsavams, mantapams,
tanks and other necessary appurtenant structures is desirous to have
personnel only from Hindu Community.

4. This Contract is a contract for execution of services and it shall be the

endeavor of the Chartered Accountancy Firm to provide the appropriate
personnel to execute the services and in case if the performance or behavior
of any personnel is not up to the expectation of TTD or found inappropriate,
the Firm shall replace the personnel immediately on the intimation from TTD

5. Without the knowledge of the Chief Accounts Officer, the person deployed for
this work should not be replaced and alternate arrangement should be made
within 24 hours in the absence of regular staff and their output should match
with the outputs given by regular personnel and should not lead to day to day
work getting affected.

6. The Chartered Accountancy Firm is informed that TTD may find if necessary
to postpone or cancel the assignment and/or shorten the extension of its
duration. However, every effort will be made to give early notice of such
changes. In the event of termination, the amount shall be paid for the
services rendered for carrying out the assignment till the date of termination
or parts thereof, and any other information and documentation gathered
under this contract prior to the date of termination shall be handover to TTD.

7. The Chartered Accountancy Firm will be responsible for staff compensation,

employment liability, and insurance for the candidates during this
assignment. The Chartered Accountancy Firm may also maintain
comprehensive general liability insurance including contractual liability
coverage adequate to cover the indemnity of obligation against all damages,
cost and charges and expenses for injury to any person or damage to any
property arising out of, or in connection with, the services which result from
the fault of its staff.

8. The Firm should provide the qualified staff to work on ERP Software’s for TTD
Accounting. The Chartered Accounting Firm has to place four (04)
Accounting staff out of which 2 (two) shall be paid staff having CA (inter)
qualification. The in-charge partner should monitor the work status on daily
basis.

9. The Chartered Accountancy Firm shall indemnify and hold harness TTD
against any/and all claims, demands and/or judgments of any nature brought
against TTD arising out of the services by the consulting firm and its staff
under this contract. The obligation under this paragraph shall survive even
after the termination of this contract.

1.
10. Obligation on the part of Service Provider: The Chartered Accountancy
Firm during the term of this assignment and after its termination shall not
reveal any information or provide data directly or indirectly to any agency.
Any breach of this condition is liable to be sued in the jurisdictional court of
law and damages are chargeable as decided by the TTD.
11. Prohibited Sub Contracting: The Chartered Accountancy Firm shall not
assign this contract to a sub-contractor fully or any portion of it. Further the
contract or any part, shares or interest of the contract is not to be transferred
or assigned by the contractor directly to any person whomsoever.

12. Disclosure of information: The Chartered Accountancy Firm also agree

that, all knowledge and information not with in the public domain which may
be acquired during the carrying out of this assignment, shall be for all time
and for all purpose, regarded as strictly confidential and held in confidence,
and shall not be directly or indirectly disclosed to any person whatsoever,
except with the written permission of TTD.

13. Payment: No advance payment of Fee will be made. Agreed Fee of

contract is valid during the currency of the contract. The renewal of contract
after one year will be based on evaluation by TTD. The payments are made
by TTD through online transfers. The Chartered Accounting firm is
responsible in discharging all liabilities under various acts applicable to the
transactions made by it during the currency of this contract. All statutory
liabilities shall be borne by the Chartered Accounting firm only.

14. Documents required:

A) Monthly bill

B) The certified Financial Statements of the individual Accounting

Units for which the CA Firm would be responsible for
accounting.

The above documents required are not exhaustive and it is to be specifically

noted that without the above documents, the bills of the firm shall not be
processed by respective TTD.

15. The Chartered Accountancy Firm shall be responsible for the payment of
wages, salary allowances and any statutory contributions on behalf of the
personnel employed and for others in pursuance of the contract with TTD and
the TTD will not be liable on this count. The CA firm shall also hold and
renew such of the licenses, registration, permit etc., and maintain/furnish
such of the records as may be required under any Law or relevant rules from
time to time.

16. TTD reserves the right to give preference to any Agency in the interest of the
Organization at any time before the acceptance of the R.F.P. and the
decision of the TTD is final and binding on R.F.P.s without any recourse.

17. TTD reserves the right to charge any penalty or withhold payment for any
unsatisfactory service rendered by the agency without prejudice to its other
rights. The Chartered Accounting Firm is further liable to
reimburse/compensate the respective TTD or third party for any loss,
damage, injury, harm etc., caused or arisen out of the negligence or any
other act of its personnel employed or breach of contract. The order of the
Executive Officer in this regard under this clause is final. The Executive
Officer may enhance or reduce the penalty leviable or cancel the penalty.

18. The TTD reserves the right to terminate/amend/modify the contract without
1.
 assigning any reason or advance notice to the Chartered Accountancy Firm.
Similarly, the terms of the R.F.P. may be amended/modified by TTD, if
necessary, to ensure competitiveness and quality of service. The terms and
conditions of the contract include R.F.P. Rules specified in the R.F.P.
document.

19. The TTD reserves the right to add/delete/change/modify any or all the
conditions mentioned in the R.F.P. document including in annexures if any
and the said addition/deletion/changes/modifications can also be
incorporated in the agreement to be entered into with the R.F.P. at a latter
date irrespective of R.F.P. conditions mentioned in the notice inviting R.F.P.
or in the R.F.P. document and further if required the same can be
incorporated in a form of codicil as the case may be and the same will be
binding on the contract without any recourse.

20. If the Chartered Accountancy Firm in the opinion of TTD, fails or neglects to
comply with any of the terms and conditions of the contract or with any orders
issued, then in such a case, the TTD shall without prejudice to any other right
or remedies under this contract as a right and be entitled to cancel the
contract by giving a notice in writing to the CA firm without being liable to pay
any compensation for such cancellation.

21. Force Majeure: If, at any time, during the continuance of this contract,
the performance in whole or in part by either party of any obligation under this
contract is prevented or delayed by reasons of any war or hostility, acts of the
public enemy, civil commotion, sabotage, fires, floods, explosions, epidemics,
quarantine restrictions, strikes, lockouts or act of God (hereinafter referred to
as events) provided notice of happenings of any such eventuality is given by
either party to the other within 21 days from the date of occurrence thereof,
neither Party shall by reason of such event be entitled to terminate this
contract nor shall either party have any claim for damages against other in
respect of such non-performance or delay in performance, and deliveries
under the contract shall be resumed as soon as practicable after such an
event come to an end or cease to exist, and the decision of the TTD as to
whether the deliveries have been so resumed or not shall be final and
conclusive.

22. In the case of failure by the Chartered Accountancy Firm to take up the work
within the period specified the Executive Officer, or any other Officer
authorised by him shall have the powers to reject such contract and to
engage any other Chartered Accountancy Firm and excess of cost so
incurred by the concerned officer, TTD, over the contract price together with
all charges and expenses attached to the provision of service shall be
recoverable from the failed Chartered Accountancy Firm.

23. The interested Chartered Accountancy Firms should submit the R.F.P. duly
signed in each and every page and should also mention that the conditions of
the R.F.P. are thoroughly studied by them and they are agreeable to the
conditions. Otherwise the R.F.P. will not be accepted.

24. In the event of any breach of agreement at any time by the CA firm, the
assignment will be terminated by the concerned officer of TTD without any
compensation payable to the firm. The contract may also be put to an end at
any time by the concerned officer of TTD on giving (7) Seven days notice to
the Chartered Accounting Firm. Further any dispute arising will be subject to
the jurisdiction of Tirupati only.

25. The participants for the sake of uniform comparison should not add any
condition in R.F.P and such of those R.F.P.s, which stipulate any condition,
are liable for rejection.

1.
 26. During the period of the contract, the prevailing TDS of Income Tax, GST as
applicable from time to time will be deducted from the gross payment of each
bill of the contract.

27. TTD reserves the right to reject any R.F.P. or any items in the R.F.P. or all
the R.F.P.s without assigning any reason therefore.

28. The TTD reserves the right to accept or reject any R.F.P. and to cancel the
process and to reject all R.F.P.s at any time prior to the award of the contract
without assigning any reasons and also under no obligation to inform the
affected bidders the ground of acceptance or rejection of the same. In this
regard, the decision of the TTD is final and binding on the CA Firms without
any recourse.

29. Further, it is to specifically be accepted by the CA firm when the R.F.P. is

filed before T.T. Devasthanams that the acceptance or rejection of the R.F.P.
by T.T.D or methodology adopted by T.T.D in short- listing the CA firms for the
supply of R.F.P. requirements shall not become a cause of Action or Ground
for the bidder to initiate any legal action before any Court or Courts of Law for
obtaining any order, Injection, direction etc., from the Hon‟ble Court or Courts
to stall the proceedings in TTD .

30. It is specifically accepted by the Chartered Accountancy Firms that no

employee of the said firm shall under no circumstances be treated or deemed
to be an “Employee” of TTD and TTD shall not have or be asked to or
expected to accept or accepted any responsibility or liabilities as an
“Employer” to any of the employees of the Chartered Accountancy Firm for
the reason of making any payment continuously or extending any facility
under this contract.

I / We read and accept the above Terms and conditions of this proposal.

Place :

Date :

Signature of the CA FIRM.

1.