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Office of the Change Management Unit ILGUS Bhawan, HC Block, Sector 3, Bidhannagar, Kolkata – 106

Job of Audit of Projects under Innovative/Challenge Fund of KUSP Program Pre-Bid Meeting. Office of the Change Management Unit ILGUS Bhawan, HC Block, Sector 3, Bidhannagar, Kolkata – 106 Date: 22 nd of November, 2010. Objective of the pre-bid meeting Introducing KUSP Program

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Office of the Change Management Unit ILGUS Bhawan, HC Block, Sector 3, Bidhannagar, Kolkata – 106

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  1. Job of Audit of Projects under Innovative/Challenge Fund of KUSP Program Pre-Bid Meeting Office of the Change Management Unit ILGUS Bhawan, HC Block, Sector 3, Bidhannagar, Kolkata – 106 Date: 22nd of November, 2010 CMU-KUSP

  2. Objective of the pre-bid meeting Introducing KUSP Program Introducing Innovative/Challenge Fund (I/CF) Activities under I/CF till date Rationale for the Job Organization structure Highlights from the Terms of Reference (ToR) Books of Accounts Maintained Submission of Bid Agenda CMU-KUSP

  3. The objectives of this pre-bid meeting are: To clearly explain the Job on offer to the invited prospective bidders. To answer to queries from the prospective bidders To quicken the process of selection and hence no further queries regarding this Job in written/oral form will be entertained after the Pre-bid meeting. Objective of the pre-bid meeting CMU-KUSP

  4. The Kolkata Urban Services for the Poor (KUSP) Program is an eight year urban reforms programme (2003 – 11) under the Municipal Affairs Department, Government of West Bengal. The program is implemented by a registered society called the Change Management Unit (CMU), stationed at ILGUS Bhawan premises, Bidhannagar. Introducing KUSP Program CMU-KUSP

  5. The KUSP Program created a unique component of funding under its umbrella called the Innvoative/Challenge Fund to support civil soicety organisations to take up pro poor development activities. The goals of the Fund are To promote innovative/good practices by the civil society which will benefit the poor To create a competitive environment for accessing this Fund Introducing Innovative/Challenge Fund (I/CF) CMU-KUSP

  6. The Fund supports deserving projects in the nature of non lapsable grants. As of date, 179 projects, budgeted at INRs 16 crores and directly benefiting 2.5 lakh urban poor have been supported through this Fund. These projects are located across various cities/towns in 17 districts of the State. (The project budgets range from Rs 4 lakhs to Rs 44 lakhs and tenure ranges from 6 months to 24 months) All necessary systems are in place like the guideline, operations manual, accounting software, dedicated human resource etc. Awarded with Indian Urban Space Award for community mobilisation and livelihood promotion. Similar funds created by the Government of India and World Bank with inputs from the I/CF. Additional funding from Jamsetji Tata Trust to I/CF, amounting to INR 5.37 crores during 2009-10 Activities under I/CF till date CMU-KUSP

  7. The objectives are: Ensure financial discipline Ensure timely and proper financial reporting Ensure that proper internal control system is in existence and is commensurate with the nature of activities. Introduce desired financial practices of the grantees Objective of the Job CMU-KUSP

  8. Organization structure Donors (DFID & JTT) CMU managing KUSP including I/CF Fund Manager Team ( CMU Outsourced) Auditor(s) ( CMU Outsourced) Grantees CMU-KUSP

  9. Highlights from the Terms of Reference (ToR) Scope of work Verification of books and records with respect to the activities and major budget heads as defined in the Contract and Detailed Project Report. Verification of various reports like Monthly Receipts & Payments Trial Balance for the month Monthly Utilisation Certificate Physical Assets with reference to the Asset Register Activity Control Sheet Bank Reconciliation Statement Fund Reconciliation Statement End of Project Report Transfer of Asset Document Verification of Income and Expenditure Account and Balance Sheet. Variance Analysis regarding budgeted expenditure and the actual expenditure and reporting any deviation thereof. CMU-KUSP

  10. Highlights from the ToR… (contd) VOLUME OF WORK Till date, 179 projects took off with support from this Fund across 77 urban local bodies of the State (in 17 out of total 19 districts; there are no projects in the districts of Kolkata and South Dinajpur). These projects are clubbed into 4 Zones, as in the ToR, and categorized into three types viz ‘ongoing’(projects whose activities and transactions are both ongoing), ‘Closed activity but ongoing transaction’ (self explanatory) and ‘closed’(projects whose activities and transactions are both closed). Detail list is already shared. TENURE OF THE ASSIGNMENT The tenure of the assignment will be related to the accounts of the related ongoing projects up to the financial year ending on 31st March 2011 including the Audit of all the closed projects. CMU-KUSP

  11. Highlights from the ToR… (contd) QUALIFICATION FOR APPOINTMENT Firm of Chartered Accountants with CAG empanelment is competent to offer themselves for selection. Attested copy of latest Certificate showing continuity of empanelment to be submitted with the proposal. The Agency should have sufficient and competent human resource and will be able to travel extensively and have experience of dealing with development sector projects. PAYMENT TERMS Part payment (as described in the ToR) after submission of all relevant audit reports for quarter ending Dec 2010. Balance payment after submission of all relevant audit reports for end of January 2011 quarter. CMU-KUSP

  12. Books of Accounts maintained • The accounts are being maintained by a specially developed accounting package • The Cash Basis accounting is followed; • The books of accounts generally maintained are: • Cash Book (Double Column); • General Ledger; • Fixed Asset Register; • Purchase Register; • Sale Register; • Raw Material Stock Register; • Finished Goods Stock Register CMU-KUSP

  13. Submission of Bid • The entire domain of work in the State of West Bengal has been clustered in to the following 4 zones: • Zone A: Districts of Darjiling, Jalpaiguri,Cooch Behar, North & South Dinajpur, Malda and Murshidabad. • Zone B: Districts of Purulia, Bankura, Birbhum,East & West Medinipur • Zone C: Districts of North 24 Paraganas and Nadia • Zone D: Districts of Burdwan, Howrah,Hooghly and South 24 Paraganas. • Each Bidder is required to propose for each of the Zones separately. In case a Bidder does not want to propose for any Zone, it shall leave the corresponding space blank. CMU-KUSP

  14. Submission of Bid…. (contd) • The Financial Bid in the Firm’s letter head, stamped and signed along with a forwarding letter, together in a sealed envelope, needs to be addressed and sent to the Project Director CMU, KUSP, ILGUS Bhavan, HC Block, Sector 3, Salt Lake, Kolkata – 700 106. • Bids must reach the office of the Project Director, as in 1 above, by 12 Noon on or before 25th of November 2010.. • No further queries regarding this Job in written/oral form will be entertained after the Pre-bid meeting. CMU-KUSP

  15. Kindly Note • The proposal will be opened on the same day i.e. 25th of November, 2010 at 1 PM in the same venue. CMU-KUSP

  16. Thank you for your patient hearing. We are now open for queries/questions. www.changekolkata.org CMU-KUSP

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