CCTNS RFP FOR SI VOL III.pdf - National Crime Records Bureau

Crime & Criminals Tracking Network and Systems ProjectSikkim Police3.4 Schedule – IV: Audit, Access And Reporting3.4.1 PurposeThis Schedule details the audit, access and reporting rights and obligations of the CLIENT or itsnominated agency and the System Integrator.3.4.2 Audit Notice and Timing(a)(b)(c)As soon as reasonably practicable after the Effective Date, the Parties shall usetheir best endeavours to agree to a timetable for routine audits during the ProjectImplementation Phase and the Operation and Management Phase. Suchtimetable during the Implementation Phase, the CLIENT or its nominated agencyand thereafter during the operation Phase, the CLIENT or its nominated agencyshall conduct routine audits in accordance with such agreed timetable and shallnot be required to give the System Integrator any further notice of carrying outsuch audits.The CLIENT or its nominated agency may conduct non-timetabled audits at his/her own discretion if they reasonably believes that such non-timetabled auditsare necessary as a result of an act of fraud by the System Integrator, a securityviolation, or breach of confidentiality obligations by the System Integrator,provided that the requirement for such an audit is notified in writing to the SystemIntegrator a reasonable period time prior to the audit (taking into account thecircumstances giving rise to the reasonable belief) stating in a reasonable level ofdetail the reasons for the requirement and the alleged facts on which therequirement is based. If the System Integrator considers that the non-timetabledaudit was not appropriate, the matter shall be referred to the escalationprocedure as set out in the Governance Schedule.The frequency of audits shall be half yearly, provided always that the CLIENT orits nominated agency shall endeavour to conduct such audits with the lowestlevels of inconvenience and disturbance practicable being caused to the SystemIntegrator.3.4.3 AccessThe System Integrator shall provide to the CLIENT or its nominated agency reasonable access toemployees, consortium/partners, suppliers, agents and third party facilities as detailed in Volume I& II of the RFP, documents, records and systems reasonably required for audit and shall provideall such persons with routine assistance in connection with the audits and inspections. TheSPMU/ Client or its nominated agency shall have the right to copy and retain copies of anyrelevant records. The System Integrator shall make every reasonable effort to co-operate withthem.3.4.4 Audit Rights(a)The CLIENT or its nominated agency shall have the right to audit and inspectsuppliers, agents and third party facilities (as detailed in Volume I of the RFP),data centres, documents, records, procedures and systems relating to theprovision of the services, but only to the extent that they relate to the provision ofthe services, as shall be reasonably necessary to verify:Volume III Request for Proposal for Selection of System Integrator Page 49 of 132