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Tender Ref. Rc.No. 3014/2015/IA

TAMIL NADU WAREHOUSING CORPORATIONTENDER DOCUMENT

FORAPPOINTMENT OF CHARTERED ACCOUNTANT FIRM FOR

THE YEAR 2016-2017

1. TENDER PUBLISHED ON : 23.12.2016

2. PERIOD OF ISSUE OF TENDER DOCUMENT

: 23.12.2016 to 6.1.2017(Except Govt. Holidays-Daily

upto 5.00 p.m)

3. LAST DATE & TIME FOR SUBMISSION OF TENDER

: 9.1.20173.00 pm

4 PLACE OF ISSUE OF TENDER DOCUMENT

: TamilNadu Warehousing Corporation,

Head Office,82,Anna salai, Guindy, Chennai- 600 032Tamil Nadu, India

5 DATE & TIME AND PLACE OF OPENING OF TECHNICAL BIDS

: 9.1.2017 at 3.30.p.m.Head Office in the above

address.

The tender document may be downloaded from the websites ofwww.tender.tn.gov.in & www.tnwc.in

Phone No.044- 22302309

TNWC, Chennai – 600 032. 1 Tenderer’s Signature with Seal

http://www.tender.tn.gov.in/

http://www.tnwc.in/

Tender Ref. Rc. No.: 3014/2015/IA

TENDER DOCUMENTFOR

APPOINTMENT OF CHARTERED ACCOUNTANT FIRM FOR THE YEAR 2016-2017

TABLE OF CONTENTS

Sl.No.

Subject Page No.

1. Notice Inviting Tender 3

2. Terms of Reference 4 - 15

3. General Instructions, Special Terms & Conditions 16 - 24

4. Annexures : I – XII 25 – 37

5. Part – B Price Bid 38 - 39


Tender Ref. Rc.No.:3014/2015/IA

TAMIL NADU WAREHOUSING CORPORATION No.82, ANNA SALAI, GUINDY, CHENNAI – 32.

Section-I Notice Inviting Tender

Office of Issue Managing DirectorTamilnadu Warehousing corporation, 82,Anna Salai, Guindy, Chennai- 600032

Tender No. Rc. No. 3014/2015/IA, Dated 15.12.2016

Tender Form available at www.tenders.tn.gov.in & www.tnwc.in.

Date of publishing 23.12.2016

Document download/Start Date & Time 23.12.2016 – 6.1.2017 Except Govt.Holidaysup to 5.00. p.m.

Tender submission start Date 23.12.2016

Tender submission Last Date & Time 9.1.2017 up to 3.00.p.m.

Date & Time of Opening of Technical bid 9.1.2017-3.30.p.m.

Place of opening of Technical bid Head Office,TamilNadu Warehousing corporation, 82,Anna Salai, Guindy, Chennai- 600 032.

Date and Time of Price Bid It will be intimated later

Sealed Tenders are invited from the qualified Chartered Accountant

Firms empanelled with C & AG of India/State CAG for the appointment as Internal

Auditor for the Year 2016-2017. The Tenderers should submit the tender with all

relevant documents with an EMD of Rs. 45,000/-(Rupees Forty five thousand

only) in the form of Demand Draft drawn on any scheduled bank in favour of “ The

Managing Director, Tamil nadu Warehousing Corporation” payable at Chennai.

Managing DirectorTNWC, Chennai – 32


Section-II Tender Ref. Rc. No.: 3014/2015/IA

TERMS AND CONDITIONS FOR APPOINTMENT OF INTERNAL AUDITER (FOR THE YEAR 2016-2017)

(FINACIAL AUDIT)

1.BACKGROUND:

The Tamil Nadu Warehousing Corporation was established during

December 1957 and the Corporation started its function with effect from

2.5.1958 mainly to provide scientific storage and warehousing infrastructure

for proper custody and distribution since Tamil Nadu has the potential to

meet this challenge through this Corporation. The Corporation operates

through out the State of Tamil Nadu with a net work of 7 Regional Offices

and 56 Warehouses. In 2014 – 2015, the Corporation has performed

excellently; an ex-ordinarily well registering a turnover of Rs.57.71 Crores.

2.OBJECTIVES OF AUDIT:

2.1 Internal Audit is an independent appraisal function within the

Corporation to examine and evaluate its activities with the sole object of

assisting the Corporation in the effective discharge of the administrative,

financial and other responsibilities in accordance with Law. It is also to

ensure due compliance with the policies, plans, procedures, rules and

regulations in vogue. Further, the Internal Audit shall report the adequacy

of internal control, the accuracy and propriety of Transactions, the extent to

which assets are accounted for and safeguarded and the level of compliance

with financial norms and procedures adopted in the Corporation. The

objective of the Internal Periodical Audit is to report on the revenue leakage

and to give recommendations to prevent from such leakages and other

constructive measures for efficient maintenance of Books of Accounts.



2.2 The essence of the Internal Audit is to verify and finalize Annual

Financial Statement i.e. Trial Balance, Income Statement, Balance Sheet,

other Schedules and Annexures including Bank Reconciliation Statement so

as to compile the Accounts of the Corporation in time. (for the Financial year

2016-2017).

3. STANDARDS OF AUDIT :

The audit will be carried out in accordance with the Internal audit

Control Standards promulgated by the Institute of Chartered Accountants of

India (ICAI) and the Warehousing Corporation Act, 1962. The Auditor should

accordingly consider materiality when planning and performing the audit to

reduce audit risk to an acceptable level that is consistent with the objective

of the audit. The audit should be planned so as to have a reasonable

expectation of detecting material misstatements in the financial Statements.

4. SCOPE OF INTERNAL AUDIT:

The scope of Internal Audit at Warehouses, Regional Offices and

Head Office is as detailed below:

A) (i) Scope of Internal Audit of Warehouses

1. To check stock Inward and Outward Register with reference to

the Gate pass Register, Applications and Delivery Orders for

the receipt and issue of stocks.

2. Physical verification of Cash, Assets and Stocks held including

Damaged Stocks, Empty Gunnies and Dead Stock articles

particularly Locks and Keys of the Centres of all the warehouses

with reference to the book balances and to detect whether there is

any discrepancy.



Whether cash balances shown in Cash Book have been attested duly

authenticated by the Office-in-Charge daily at the end of day’s

transactions. They shall tally with the Bank statement, whether

cash / cheques have been deposited properly without any delay in

the Bank or not.

3. Checking of Money Receipts, Bills, Challans and Cancelled Copies

thereof with reference to books of A/Cs.

4. Checking of Warehouse Receipts issued to the depositors and

cancellation of the Receipt, Stock Registers and Party-wise Ledger

Accounts.

5. Checking of release of stocks and delivery orders along with the

Stock Ledger and Stock Registers, Insurance Register & Money

Receipts in case of Actual Occupancy Stocks.

6. Checking of Negotiable Warehouse Receipts (NWR) issued to the

parties.

7. Checking of Bank Lien Registers, Cancellation of Bank Lien and

endorsements made in the NWR (Negotiable Warehouse Receipts)

8. Checking of return of original copy of Warehouse Receipts where

final delivery of the stocks have been made against those Warehouse

Receipts.

9. Checking of the value of stocks lying over the expiry period

mentioned in the Warehouse Receipts with accrued storage charges.



10 Checking of the increase and decrease of the value of stocks due to

receipt and delivery and to ensure that they have been given effect in

the Insurance Register daily and monthly under intimation to the

Insurance Co. and Head Office (H.O). Also checking of whether the

last value of the stocks shown in the Insurance Register is found to be

tallied with the values of stocks shown in the Stock Register and

outstanding of Warehouse Receipts at the month end.

11.To check whether the Storage Charge Bills have been claimed

regularly as per rate schedule or as per the rates mentioned in the

agreement and whether they have been properly sent to the depositors

in time under intimation to the H.O. including proper allotment and

re-allotment of space from time to time (General Warehousing Basis,

Reservation Basis) (Tonnage on Area Basis Reservation & Guaranteed

Occupancy).

12.To check whether calculation of the Storage Charges made in the

Storage Bills and realized for delivery of stocks against Warehouse

Receipts are correct or not and within intime and to suggest for the

elimination of excess claim if any.

13. To check whether the Books of Accounts and Records have been

maintained as per the instructions and guidelines issued by the H.O.

To check elimination proposal for excess or short claims made.

14. To check whether the official-in-charge of the warehouse has

verified the stocks physically during the end of the month and

submitted the reports thereof regularly to the H.O. with counter

signature of the staff available at the Warehouse (if any).



15.To check whether Attendance Registers are regularly maintained

and signed by the Officials of the concerned centres and whether

the Officer- in-Charge counter - signed it or not.

16. To check whether Leave Register in respect of all the employees of

warehouse is maintained regularly and systematically with reference

to sanction as per leave applications and Leave Rules.

17. To check whether cash in excess of permissible limit of the

warehouse has been deposited in the Bank promptly or not.

18. To check whether claims for any loss of stocks properties and/or

infrastructure occurring due to theft, burglary or any catastrophe

has been promptly lodged with the Insurance Co. under intimation

to H.O. or not.

19.To check whether Bill Register is properly maintained or not with full

details of collection.

20. To check storage loss and transit loss of stocks and Registers

whether the losses are within the norms or exceeding norms.

21. To check the Demand Registers for storage and H&T charges.

22. To check chemical register and their usage, expiry, etc.

23. To check the analysis, sample register for food grain stocks.



24. To verify the transactions related to DESS Work conducted by the

Warehouse Staff.

25. To reconcile Debtors Account and submit reports thereof in detail

(party wise & bill-wise) to H.O.

26.To check whether Service Tax has been properly claimed in the

Storage Charges Bill/Warehouse Receipts and whether the actual

collection of Service Tax has been correctly shown in the Service Tax

collection (monthly) report submitted to H.O.

27.To check whether TDS Certificates have been collected against short

realization of storage / warehousing charges and to prepare a list of

outstanding TDS Certificate for submission to HO.

28.To check whether Daily Tapal Receipt Register and Tapal Despatch

Registers are maintained daily. To report the dates of last entries

with serial numbers of both Registers.

29.To check Railway Receipt Register and Railway Outward Register

Warehouse Receipt, Money Receipt, Bill Book, Gate Pass Register,

Revenue and Postage Records, Truck Sheet, Weigh Bridge Cash

Receipt and Collections.

30. Inspection of Guest Room Register.



31. Inspection of Fixed Asset Registers.

32. To Verify the payment of Statutory and other Government dues

such as property tax.

33. Checking of refilling date of fire Extinguishers. Confirmation of fire

Buckets with sand & water.

34. Any other works related to audit as may be allotted by the

Corporation from time to time.

4(A)(ii) Periodicity of Internal Audit

Audit shall be done for each quarter of a financial year. However,

audit can be done bimonthly in FCI Warehouses.

4(A)(iii) Delivery Time of Internal Audit Report

Quarterly / Bi-monthly Audit Reports as the case may be, shall

have to be submitted before the 15th of the following month.

If any irregularity is found, it should be brought to the direct

attention of the M.D/G.M without any delay.

NOTE:

The details of objection raised and the instructions given to the

Warehouse Manager in their previous reviews should be followed

up and confirmed till rectification.

4(B)(i) Scope of Internal Audit at Regional Offices

1) Routine Monthly Checking of the following Books of Accounts

i. Cash Book including Imprest Account ;Bank Statement

ii. Voucher Verificationiii. General Ledgeriv. Bill Registerv. Salary Bill (Staff on Daily Wages)vi. Debtors Schedule (Regionwise & Warehousewise)



vii Various Advance Accounts

viii Warehouse Statement of Accounts (Demand &Collection)

ix Bank Reconciliation Statementx Journal – R.M.Office.

xi Accounting of TDS Recoveries in the Books of Account

xii Proper updation of accounts in Tally software.xiii Fixed Asset Registers

2) Stock verification (Chemical, Dunnage etc.,)

3) Whether the storage/DESS bills are made in accordance with the schedule of rates.

4) Log Books of Office Car.to

4(B)(ii) Periodicity of Internal Audit

Monthly Audit shall be done during the financial year.

4(B)(iii) Delivery time of Internal Audit Report

Monthly Audit Reports shall have to be submitted to the Head Office

before the 15th of the following month.

NOTE:

The details of objection raised and the instructions given to the

Regional Manager/Senior Regional Manger in their previous review should

be followed up and confirmed till rectification. Further serious irregularity,

if any, found should be brought to the notice of the Managing Director of the

Corporation immediately.



4(C)(i) Scope of Internal Audit at Head Office, Chennai.

1) Routine monthly Checking of the following Books of Accounts.i. Cash Book including Imprest Accountii. Voucher Verificationiii. General Ledgeriv. Bill Registerv. Salary Bill of all employees of the Corporation including

those of Warehouses, Regional Offices, and Head Officevi. Debtors Schedule and Accountsvii. Various Advances Accounts.viii. Warehouse Statement of Accounts (Demand and Collection)ix. Bank Reconciliation Statements.x. Journal – Both Head Office & Regional Office.(Demand and

Collection)xi. Verification & Accounting of Depositorwise TDS Recoveries in

the Books of Account.xii. Verification of Service Tax Payments.xiii. Verification of VAT Paymentxiv. Updation on Tally softwarexv. Verification of TDS recoveries and payments pertaining to

Miscellaneous items.

2) Verification in respect of the following are to be made quarterly.

i. Title Deeds of the property of the Corporation.ii. Lease Deeds of the property of the Corporationiii. Acquisition letter / Deed of Landiv. Fixed Deposit Receiptsv. Agreement with the Godown Owners in respect of the hired

godowns.vi. Title Deeds of the property against which various loans have

been sanctioned to the employees of the Corporationvii. Advance Tax payments.viii. Physical verification of Stock Fixed Asset Register ix. Fixed Asset Register.



3) Checking of H&T and DESS contractors bills with reference to the following (Monthly)

i. Agreements with the depositorsii. Agreements with the Contractorsiii. Realisation from the depositors vis-a-vis payment to the

Contractors.iv. Unadjusted advance accounts with the Contractorsv. Relevant Registers such as EMD,SD, Advance.vi. Validity of agreements, Bank Guarantee, etc,vii.Outstanding Bills.

4) Filing of Service Tax and TDS Returns ( on due dates)

5) Log Books of all Office Cars.

6) Verification of Insurance (Monthly)

i. Details of Premium Paid.ii. Status of outstanding insurance claims from various Insurance

Companies /Corporations.

7) Legal Cases (Monthly)

i. Status of legal cases by/ and against the Corporation and to ensure that all liabilities arising out of these cases have been properly dealt with in the accounts.

8) Other Advances (Monthly)

9) To check the monthly net liability towards P.F. Trustee.

10) To verify the updation and accuracy of EPF Trust & Gratuity Accounts of the Corporation.

11) Furnishing of Opinion/ Guidance to the Corporation in adhering tothe Revision/Modification/ Updation of Acts/Accounting standard Rules etc., with regards to Service Tax, Income Tax matters and Accounting procedures.



12) Verification and Finalisation of Annual Accounts including

preparation of Income & Expenditure Statement, I.T. Statement, Cash

Flow Statement, Deferred Tax Liability, Schedules forming part of the

Balance Sheet, Trial Balance and Profit and Loss Account as on 31st

March 2017.

13) Any other works as may be allotted by the Corporation from time to

time.

4(C)(ii) Periodicity of Internal Audit

Audit shall be done for each month and each quarter as mentioned

above during the financial year.

4(C)(iii) Delivery time of Internal Audit Report

Audit Reports shall have to be submitted to the Managing Director

before the 15th of the following month.

NOTE:

The CA Firm shall review and comment on the compliance with the

Audit objections in the previous years. The Audit report shall include a

separate confirmation in this regard.

The CA Firm shall rectify the Audit reports and the related financial

Statements in case they are returned by the Statutory Auditors of the

Corporation / the Board Directors/ the Government/ the CAG/ State AG for

rectification.



5.AUDIT REPORT :

An audit report on the Warehousing activities (physical and financial)

should be prepared in accordance with the Internal Audit Standards

promulgated by the Institute of Chartered Accountants of India (ICAI). Those

standards require a clear written expression of opinion on the warehousing

activities taken as a whole. An unqualified opinion indicates the auditor’s

satisfaction in all material respects with the matters laid down under the

relevant agreement. When a qualified opinion, adverse opinion or disclaimer

of opinion is to be given or reservation of opinion on any matter is to be

made, the audit report should state the reasons thereof. The Auditor shall

report the Corporation to rectify the financial irregularities due to omissions

and commissions then and there.

6. NOTE TO MANAGEMENT :

In addition to the audit reports, the auditor shall prepare a

“Management Letter”, in which the auditor shall:

(a) Give comments and observations on the accounting records, systems

and internal controls that were examined during the course of the

audit:

(b) Identify specific deficiencies and areas of weakness in systems and

internal controls and make recommendations for improvement.

(c) Report on the degree of compliance of each of the financial covenants

of each financial transaction and give comments, if any on internal

and external matters affecting such compliance.

(d) Communicate matters that have came to the notice during the audit

which might have a significant impact on the financial Management of

the Corporation .

(e) Bring to the attention of the Managing Director of the Corporation any

other matters that the auditor considers pertinent etc.


Section-III Tender Ref. Rc. No.: 3014/2015/IA

GENERAL INSTRUCTIONS, SPECIAL TERMS AND CONDITIONS

1. GENERAL INSTRUCTIONS :

The Bidders are requested to go through the instructions, terms and

conditions specified in the Tender Document carefully. Omissions or Failure

to furnish any or all the required information in the Tender Document shall

result in summary rejection of their bid.

2. ELIGIBILITY CRITERIA :

i. The Chartered Accountant Firm shall have a minimum professional experience of 5 years.

ii. The CA Firm shall have a minimum of 6 partners and out of which at least one should be FCA.

iii. The CA Firm shall be registered with the Institute of Chartered Accountants of India (ICAI).

iv. The CA Firm shall be empanelled with CAG of India or State AG.

v. The CA Firm shall be registered with RBI.

vi. The CA Firm shall be registered with Income Tax Department and have a PAN/ GIR.

vii. The CA Firm shall have Service Tax Registration Number.

viii. The CA Firm shall be an Indian Firm.

ix. The CA Firm shall have experience of carrying out statutory audit of at

least 5 PSUs / Government or World Bank Funded Schemes during the

previous 3 Financial Years.

x. The C.A. Firm shall have sufficient strength who are well trained or well experienced in auditing.


Tender, Ref. Rc. No.: 3014/2015/IA

xi. The CA Firm shall certify that the Firm has not been blacklisted by the

ICAI / RBI /CAG or any statutory autonomous body.

xii The partners of the CA firm should not have been convicted of any

offence or debarred or imposed punishment by any Court/Statutory

Authority/ ICAI during the preceding 5 financial years. Separate

declaration is required to be submitted by the CA firm.

xiii The CA firms which carried out statutory audit in TNWC

continuously for more than 3 years are not eligible to submit

the current tender.

xiv The Managing Director, TNWC reserves the right to cancel/reject

any or all tenders without assigning any reason thereof.

3. SUBMISSION OF TENDER :

i. The Tender Document can be downloaded on free of cost from the

official website of (i.e) www.tender.tn.gov.in and www.tnwc.in.

ii. Computer print of the Tender Document in original without any

change/ addition / deletion and correction shall be submitted within

the stipulated time and date.

iii. The tenderer shall bear all the costs associated with the preparation

and submission of tender and the Corporation shall not be responsible

for the costs of tendering incurred by the tenderer irrespective of the

outcome of the tenders.

iv An Earnest Money Deposit (EMD) of Rs.45,000/-(Rupees Forty five

thousand only) shall be paid along with the Technical Bid by way of

Demand Draft obtained from a Nationalized / Scheduled Bank drawn

in favour of The Managing Director, TNWC payable at Chennai.



iv The Earnest Money Deposit amount of the unsuccessful Tenderers will

be returned after the award of the Contract to this effect. The Earnest

Money Deposit amount of the successful Tenderer can be adjusted

against the Security Deposit (SD) payable for ensuring successful

execution of the Contract.

iv. Any tender not accompanied by the Demand Draft towards Earnest

Money Deposit shall be rejected summarily.

v. The Earnest Money Deposit amount shall be forfeited, if a Tenderer

withdraws the tender or if the successful Tenderer fails to remit the

Security Deposit and perform the contract.

4. TENDER UNDER TWO COVER SYSTEM COMPRISING OF (1) TECHNICAL BID AND (2) PRICE BID

4.1 Technical bid should contained the scanned copy of following documents:-

1. Tender security in the form of Bank Draft for Rs.45,000/-

2. Letter of authorization to attend tender opening (Annexure - X )

3. Certificate of incorporation /Registration of firm Certificate/ Partnership Deed / Proprietorship Deed/ Declaration of proprietorship etc. as the case may be . (Annexure – II)

4. Copy of Income Tax Return for last two financial Years

5. Copy of PAN

6. Copy of Service Tax / Registration Certificate (Annexure - I )

7. Certificate to the effect that the firm is not blacklisted by any Govt. Organization /DGS&D/ NCCF/Kendriya Bhandar /PUS or by the ICAI during last three years (Annexure - II )

TNWC, Chennai – 600 032 18 Tenderer”s Signature with Seal


8.ICAI Registration Certificate ( Annexure – I )

9. Empanelment No.with C&AG Certificate ( Annexure – I )

10. Empanelment No. with Sate AG Certificate ( Annexure - I )

11. Certificate of Full time Partners qualification ( Annexure - III )

12. Qualification Certificates of Part time partners of the firm ( Annexure - IV )

13. Qualification Certificate of Full time charted accountant employees ( Annexure - V )

14. Certificate for partners and full time charted accountant employee of the firm included this year ( Annexure - VI )

15. Certificate of particulars of branches of the firm ( Annexure - VII )

16. Copy of the order of internal audit work /Any other accounting work

of public sector undertaking in hand with the firm (Annexure - VIII )

17. No near relative certificate

18. Tender Acceptance Latter (Annexure - IX )

Note : Tender to ensure :

a. That all pages have been stamped and signed by the authorizedperson (s).

b. That all the pages have been numbered.c. That all the documents are legible (Clearly readable).



4.2The Price Bid Shall contain the Tender form in which the Fees shall

be quoted only in the format in price bid (part B)

Note: a. The Offer shall be unconditional.

b. The fee quoted shall be inclusive of Travelling expenses,

Lodging & Boarding expenses, Stationery expenses and

Communication expenses and all other incidental charges relating

to the Contract. However, the Service Tax and if any other Taxes

levied in future shall be paid separately at the applicable rate.

The Fee quoted shall be all inclusive and no additional claim on

any other ground shall be entertained.

c. All the pages of the tender shall be signed by the Authorised

Signatory with the seal of the CA Firm.

5. SUBMISSION OF TENDER IN TWO COVER SYSTEM :

i. Interested qualified CA Firms shall submit Tenders for appointment of

a CA Firm

ii. The Tender shall be submitted in Two Parts in original i.e Part-A and

Part-B. The Part-A cover shall contain the Technical Bid and

superscribed on the envelope as “Technical Bid- Part-A”- “Tender for

Appointment of Chartered Accountant Firm”. On the Part-A Cover, the

Name and Address of the Tenderer shall be written and sealed. The

Part-B Cover shall contain the Price-Bid- superscribed on the envelope

as “Price Bid Part-B”- “Tender for Appointment of Chartered

Accountant Firm”. On the Part B Cover, the Name and Address of the

Tenderer shall be written and sealed. Both the Covers i.e., Part-A and

Part-B should be put in an envelope superscribing thereon “Tender for

Appointment of Chartered Accountant Firm” and the Name and

Address of the Tenderer shall be written on that envelope and it shall

be sealed.



The sealed envelope addressed to the Tender Inviting Authority i.e.

TNWC shall be put in the box kept in the office of the TNWC within the

scheduled time and date of submission of the Tender. The tender

documents may also be sent by Post, so as to reach the office of the

TNWC within the stipulated time and date of submission of the Tender.

The TNWC shall not be responsible for any postal delay or delay

due to any other means of communication. Belated submission of

Tenders by the Renderers or belated receipt of Tenders by the

TNWC shall result in summary rejection of such Tenders.

6. OPENING OF TENDER :

a) The Tenders will be opened at the scheduled date and time in the

Head office of the TNWC in the presence of the Tenderers or their

authorized representatives.

b) Part- A cover containing Technical Bid will be opened first. The

supporting documents will be cross-checked wherever required.

7. OPENING OF PRICE BID (PART -B COVER) :

a) Only the Price Bids of the Tenderer who are qualified in the

Technical Bid shall be opened.

b) The date, time and venue of opening of Part- B cover i.e. Price

Bid will be intimated separately to the qualified eligible

Tenderers.

c) The lowest bidder will be awarded the contract after negotiation.



8. PAYMENT OF SECURITY DEPOSITS (SD) :

The successful Tenderer shall be required to furnish Security Deposit

(SD) of Rs. 2.25 lakhs /- by means of a Demand Draft drawn in favour of

The Managing Director, Tamilnadu Warehousing Corporation,Chennai -

32 payable at Chennai as a guarantee for the performance of the Contract.

The EMD may be adjusted against the SD of the CA Firm who is appointed.

The SD will be forfeited, in case of any default or deficiency in service on the

part of the appointed CA Firm. The SD will be refunded only after successful

performance of the contract period completed.

9. PERIOD OF CONTRACT :

The Contract is for the Audit in respect of the Financial Year 2016 –

2017. The validity of the current Contract is for one year from the date of

appointment the selected CA Firm. And the contract will be extended based

on the performance /effectiveness of the C.A Firm.

10. PAYMENT IN TERMS:

(i) The fee quoted by the CA Firm shall be inclusive of Travelling

expenses, Lodging & Boarding expenses, Stationery expenses and

Communication expenses and all other out-of-pocket expenditure relating to

the Contract. However, the Service Tax shall be paid separately at the

applicable rate. The Fee quoted shall be all inclusive and no additional claim

on any other ground shall be entertained.

(ii) The Internal Audit report shall be prepared by the CA Firm in 5

Copies and one each shall be submitted to the respective Warehouse

Managers/Regional Managers/ Sr. Regional Managers. The remaining three

copies shall be submitted to the Head office of the Corporation. In addition

the soft copy of the Internal Audit Report shall be submitted to the Head

Office.



The professional fees to the CA firm shall be paid on Quarterly basis

on submission of the Internal Audit Reports.

11. CONFIDENTIALITY :

The selected CA Firm, their partners and personnel shall not disclose

any proprietary or other information relating to the Accounts and Audit to

anyone. All reports and other documents submitted by the selected CA Firm

shall become and remain the property of TNWC and the CA Firm shall, on

termination or expiration of the Contract, deliver all such documents and

reports to the Managing Director of the Corporation together with the

inventory thereof.

12. TERMINATION OF APPOINTMENT :

The Managing Director of TNWC shall have the right to terminate the

appointment of the selected CA Firm for breach of any conditions and terms

of the Tender at any point of time during the contract period or for any delay

in performance of the contract or for any default or any deficiency in service.

Further, the defaulter CA Firm shall be blacklisted.

13. SETTLEMENT OF DISPUTE :

If any dispute or difference arises between the TNWC and the selected

CA Firm with regard to the contractual obligations, the same shall be

referred to and settled by the sole Arbitrator nominated by the Managing

Director of TNWC. The Arbitral Award shall be final and binding on both

TNWC and the Contractor. The venue of Arbitration shall be at Chennai.



14. JURISDICTION :

The Courts in the city of Chennai alone shall have the jurisdiction to

try any matter or dispute between TNWC and the selected C.A Firm arising

out of the contract.

15. INTERPRETATION :

If any question / doubt arises with reference to the interpretation

of any provisions of the Tender Document, the decision of the

Managing Director of the TNWC shall be final and binding.



4. ANNEXURE – I

PART – A

PROFILE OF THE CHARTERED ACCOUNTANT FIRM

1.

a. Name of the Firm (In Capital Letters)

b. Address of the Head Office(Please also give Telephone No. and Email Address)

Telephone No:Fax No :E.mail :

c. Address of the Regional Offices

d. PAN No. of the Firm

2. ICAI Registration No. Region Name Region Code No.

3.Firm Service Tax Registration No.

4.Empanelment No. with C & AG

5.Empanelment No. with State AG

6.

a. Date of Constitution of the Firm

b. Date since when the Firm has a full time FCA

7.

c. No. of Full Time Partners as on 01.04.2016

Years of continuous association with the Firm Number of FCA Number of ACA

a. Less than one Year

b. 1 year or more but less than 5 years

c. 5 years or more but less than 10 years

d.10 Years or more but less than 15 years

e.15 years or more

8.Number of Part Time Partners, if any, as on 1-4-2016

9.Number of Full Time Chartered Accountant Employees as on 01-04-2016

10.

Number of audit staff employed full-time with the Firm

a. Article / Audit Clerks

b. Other Audit Staff (with knowledge of book)

c. Other professional staff (please specify)

11.Number of Branches(Specify names)

12.

Fees earned by the Firm from April 2013 to March 2016

PSU / Autonomous

Body( Rs in

Companiesin Private

Sectorlakhs)

Banks

(i) Statutory / Branch Audit / 6 monthly Audit Review

(ii) Internal Concurrent Audit

Total (i) and (ii)

13.Whether the Firm is engaged in any internal / concurrent audit or any other services of any Govt Companies / Corporations etc.(Specify the details)

Yes / No

14.

Whether the Firm is implementing quality control policies and procedures designed to ensure that all audits are conducted inaccordance with Standard on Quality Control (SQC 1) and Standard on Auditing (SA 220) (if yes, a brief note on the procedure adopted is to be given)

Yes / No

Note:

15.

Whether there are any court / arbitration any other legal case against the firm if yes, give a brief note on the case indicating its present status

Yes / No

Note:

Note: Certified copies of all the above documents shall be enclosed.



ANNEXURE – II

UNDERTAKING

We,the following partners of M/s. ………………………………. Chartered

Accountant Firm do hereby jointly and severally verify and declare :

i. That the particulars given are complete and correct and that if any of

the statements made or the information so furnished in the Tender is

later found to be incorrect or false or there has been suppression of

material information, the Firm would not only stand disqualified from

being appointed, but also would be liable for disciplinary action under

the Charted Accountants Act, 1949 and the Regulations framed there

under;

ii. That the firm or partners thereof has / have not been debarred or

cautioned by ICAI during the last three years, (if debarred give

details);

iii. That individually partners are not engaged in practice which comes

within the letter and spirit of Section 2 (2) of the Chartered

Accountants Act, 1949;

iv. That the constitution of the Firm as on 1st January of the relevant

year shown in the Tender is the same as that of the Constitution

Certificate issued by the ICAI.

Note : All the partners shall sign with their name in this format of Undertaking or it should be signed by Authorized Signatory of the Firm.

Signature of the Tendererwith Seal



ANNEXURE- III

DETAILS OF FULL TIME PARTNERS

Name of the Firm :

Sl.No.

Name of the partners

(Thiru/Tmt)

Member ship

Reg. No.

Whether FCA / ACA

Date of Joining

the Firm

as Full time

partner

Date of becoming

FCA

Station &

Region where

residing at

present

Whether he/she has

ISA (Information

Systems Audit) /

CISA or any other

equivalent qualification (Specify the

qualification)



ANNEXURE - IV

DETAILS OF THE PART TIME PARTNERS OF THE FIRM

Name of the

Partners

Member ship No.

Whether FCA / ACA

Date of becoming FCA

Date of joining

Partnership

No. of other

Firm in which he is

Partner

Whether participating in his

own name also(Y/N)

Whether employed elsewhere

(Y/N)

Whether he/she has

ISA (Information

Systems Audit) / CISA or any other equivalent

qualification (Specify the

qualification)



ANNEXURE- V

DETAILS OF FULL TIME CHARTED ACCOUNTANT EMPLOYEES

Sl.No.

Name MembershipNo.

Whether FCA / ACA

Date of joining

the Firm as full time

employee

Whether he /she has ISA (Information

Systems Audit)/ CSIA or any

other equivalent

qualification(Specify the

qualification)

Signatureof the

employee



ANNEXURE- VI

DETAILS OF PARTNERS AND FULL TIME CHARTED ACCOUNTANT EMPLOYEES OF THE FIRM INCLUDED THIS YEAR

(as in ANNEXURES III, IV & V ABOVE)

Sl.No Name Membership No.Whether Full Time Partner / Part Time

Partner / Full Time CA Employee



ANNEXURE- VII

PARTICULARS OF BRANCHES OF THE FIRM(INCLUDING FOREIGN BRANCHES, IF ANY)

Sl.No

Station at which located

Complete address with Pincode & Telephone

No.

Name of the Partner in charge of

the branch

Date of opening of the branch

Region



ANNEXURE- VIII

DETAILS OF INTERNAL AUDIT WORK / ANY OTHER ACCOUNTING WORK OF PUBLIC SECTOR UNDERTAKING IN HAND WITH THE FIRM

Sl.No.Name of the PSU /

Unit Nature of AssignmentYear for which

appointed



Annexure – IX TENDER ACCEPTANCE LETTER

(To be given on company Letter Head)

To

__________________

______________________

______________________

Sub: Acceptance of Terms & conditioners of Tender,Tender Reference No:__________________________

Nameof Tender:_____________________________________________________________________________________________________________________________________________________________________________________________________________________

Dear Sir,

1. I/We have downloaded /obtained the tender documents (s) for the above mentioned “Tender / Work” from the web site (s) namely:

__________________________________________________________________________________________________________________________________________________________________________as per your advertisement, given in the above mentioned website(s).

2. I/we hereby certify that I/we have read the entire terms and conditions of the tender documents from Page No.________ to __________(including all documents like annexure(s) schedule (s) ,etc.,).which form part of the contract agreement and I /we shall abide hereby by the terms /conditions /clauses contained therein.

3. The corrigendum(s) issued from time by your department / organization too have also been taken into consideration, while submitting this acceptance letter.

4 .I/we here by unconditionally accept the tender conditions of above mentioned tender document(s) /corrigendum(s) in its totality /entirety.

5. In case any provisions of the tender are found violated ,then your department / organization shall without prejudice to any other right or remedy be at liberty to reject this tender / bid including the forfeiture of the full said earnest money deposit absolutely.

Yours faithfully,

(Signature of the Tender, with official Seal)



Annexure - X

LETTER OF AUTHORISATION FOR ATTENDING TENDER OPENING

Subject: Authorization for attending tender opening on -------------(date) in the tender no--------

of Tamil nadu Warehousing Coporation, Guindy, Chennai – 600 032.

Following persons are hereby authorized to attend the tender opening for the mentioned

above Tender on behalf of -------------------------------------------(Tenderer)in order of preference

given below.

Order of preference Name Specimen signature

I

II

Alternate Representative

Signatures of bidder

Or

Officer authorized to sign the bid

Documents on behalf of the bidder

Note : 1. Maximum of two representative will be permitted to attend tender opening. In case where it is restricted to one ,first preference will be allowed. Alternate Representative will be permitted when regular representative are not able to attend.

2. Permission for entry to the hall where tenders are opened may be refused in case authorization as prescribed above is not recovered.



Annexure - XI

PERFORMANCE SECURITY BOND FORM

(MODEL BANK GUARANTEE FORMAT FOR PERFORMANCE SECURITY )

ToThe president of India

WHEREAS ………………………………………………(name and address of the Tenderer) (hereinafter called “the Tenderer”) has undertaken, in pursuance of contract No………………….dated…………..to supply to accept the Intenal Audit Work (herein after called “the contract”)

AND WHEREAS it has been stipulated by you in the said contract that the Tenderershall furnish you with a bank guarantee by a scheduled commercial recognized by you for the sum specified therein as security for compliance with its obligations in accordance with the contract .

AND WHEREAS we have agreed to give the Tenderer such a bank guarantee.

NOW THEREFORE, we hereby affirm that we are guarantors and responsible to you on behalf of the supplier, up to a total of …………………………………………(amount of the guarantee in words and figures) and we undertake to pay you, upon your first written demand declaring the Tenderer to be in default under the contract and without cavil or argument, any sum of sums within the limits of (amount of guarantee ) as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.

We hereby waive the necessity of your demanding the said debt from the Tendererbefore presenting us with the demand.

We further agree that no change or addition to or other modification of the terms of the contract to be performed thereunder or of any of the contract documents which may be made between you and the tenderer shall in any way release us from any liability under this guarantee and we hereby waive notice of any such change, additional or modification.

This guarantee shall be valid until the ……………… .day of …………….20…….....

(Signature of the authorized officer of the bank) …………………………………………………………………….

Name and designation of the officer ………………………………………………

........................................................... Seal name &address of the – Bank and address of the Branch.



Annexure - XIICHECK LIST and the order in which the document are to be submitted for

participating in the tender No. 3014/15/I.A, of Tamil nadu Warehousing Corporation.The document are to be submitted in descending order with item No.1 on top of all.

Sl.No

Documents (Please refer to clause 4.1 of section III for filling this checklist ) Page No.

1 Tender EMD in the form of bank Draft for 45,000/-

2 Letter of authorization to attend tender opening (Annexure – X)

3 Certificate of incorporation /Registration of firm Certificate/ Partnership Deed / Proprietorship Deed/ Declaration of proprietorship etc. as the case may be (Annexure – I)

4 Copy of Income Tax Return for last two financial Years

5 Copy of PAN

6 Copy of Service Tax / Registration Certificate (Annexure – I)

7 Certificate to the effect that the firm is not blacklisted by any Govt. Organization /DGS&D/ NCCF/Kendriya Bhandar /PUS or by the ICAI during last three years (Annexure – II)

8 ICAI Registration Certificate ( Annexure - I )

9 Empanelment No.with C&AG Certificate ( Annexure - I )

10 Empanelment No. with Sate AG Certificate ( Annexure - I )

11 Certificate of Full time Partners qualification ( Annexure - III )

12 Qualification Certificates of Part time partners of the firm ( Annexure - IV )

13 Qualification Certificate of Full time charted accountant employees ( Annexure - V )

14 Certificate for partners and full time charted accountant employee of the firm included this year( Annexure - VI )

15 Certificate of particulars of branches of the firm ( Annexure - VII )

16 Copy of the order of internal audit work /Any other accounting work of public sector undertaking in hand with the firm ( Annexure - VIII )

17 No near relative certificate

18 Tender Acceptance Latter Note : Tender to ensure :

a. That all pages have been stamped and signed by the authorized person (s).b. That all the pages have been numbered.

c. That all the document are legible (Clearly readable).



PART - B

PRICE BID

(TO BE FURNISHED IN PART – B COVER)

SCHEDULE OF FEES INCLUSIVE OF EXPENSESQUOTED BY THE FIRM

The Financial Bid for CA Firm for the Financial year 2016 – 2017

Fees per annumRs.

TNWC, Head Office Internal Audit,

Consolidation, Internal Audit of 7

Regional Offices and 56 Warehouses.

Verification and Finalisation of Annual

Accounts including Trial Balance,

Income & Expenditure Statement, I.T

Statement, Cash Flow Statement,

Deferred Tax Liability, Schedules forming

part of the Balance Sheet and Profit and

Loss Account as on 31st March 2017 etc.,

NOTE :

v The CA firm shall conduct the Internal monthly/Bi monthly quarterly

and Annual Audit of the accounts of Head office, 7 Regional Offices

and 56 Warehouses as prescribed under the scope of Audit work.



v The numbers of warehouses are likely to be increased by five during

the contract period. The CA Firm shall Audit the Accounts of the

warehouses which are likely to be increased without claiming any

increase or revision in fees quoted by the CA Firm .

v The above fees are inclusive of all expenses like Travelling, Stationery,

Lodging, Boarding and out of pocket expenses and other expenses

pertaining to this Contract.

v Service Tax at the applicable rates shall be paid separately in addition

to the above fees.

*********


Managing Director Tamilnadu Warehousing Corporation

Chennai – 32.