TAMIL NADU STATE MARKETING CORPORATION LIMITED CMDA TOWER II, IV FLOOR, GANDHI IRWIN BRIDGE ROAD, EGMORE, CHENNAI-600 008. PHONE: 044-28521970 FAX:044-28524634 ------
TENDER NOTICE
Sealed tenders are invited from the reputed firms of Chartered Accountants/Cost Accountants and independent Chartered Accountant/Cost Accountant (Sole proprietorship) holding as on date, a valid certificate of firm registration and full time certificate of practice issued by the Institute of Chartered Accountants of India or the institute of Cost Accountants of India, as the case may be, for empanelment for allotment / appointment for internal audit of retail vending outlets/ shops, depots, office of the District Managers and office of the Senior Regional Managers of TASMAC located all over the State of Tamil Nadu, Corporate Office at Chennai for the Year 2020-21 which may be extended up to the year 2022- 23 on yearly basis at the discretion of TASMAC and mere empanelment shall not give the right for appointment for internal auditing in TASMAC.
Tender documents, with conditions and pre-qualifications, supplied free of cost, may be obtained from the Office of the Managing Director, Tamil Nadu State Marketing Corporation Limited, IV Floor, CMDA Tower-II, Gandhi Irwin Bridge Road, Egmore, Chennai-600 008, on any working day, upto 02.00 p.m on 17th Feb 2020. The tender documents may also be downloaded from Government of Tamil Nadu website (www.tenders.tn.gov.in) / TASMAC website (www.tasmac.co.in) free of cost. The sealed tenders should be submitted/ dropped in the tender box kept at reception of the above address before 03.00 p.m. on 17th Feb 2020 and will be opened in the presence of the tenderers, who choose to be present at 04.00 p.m. on 17th Feb 2020, at the above address.
MANAGING DIRECTOR Page 1 of 14
Price: Nil Not transferable TAMIL NADU STATE MARKETING CORPORATION LIMITED IV FLOOR, CMDA TOWER –II, GANDHI IRWIN BRIDGE ROAD, EGMORE, CHENNAI –600 008 PHONE: 044-28521970, FAX : 044-28524634
TENDER DOCUMENT 1 Sealed Tenders are invited by the Managing Director, Tamil Nadu State Marketing Corporation Limited, Chennai (TASMAC) from the reputed firms of Chartered Accountants/Cost Accountants (partnership firm) or independent Chartered Accountant / Cost Accountant (sole proprietorship) holding as on date, a valid Certificate of firm Registration and full time Certificate of Practice issued by the Institute of Chartered Accountants of India or the Institute of Cost Accountants of India. The firms of Chartered Accountants/Cost Accountants or independent Chartered Accountant/Cost Accountant (sole proprietorship) should satisfy minimum eligibility conditions given in clause 3 and clause 11 for empanelment for allotment/appointment for internal audit of retail vending outlets/shops, depots, office of the District Managers and Office of the Senior Regional Managers of TASMAC located all over the State of Tamil Nadu, Corporate Office at Chennai for the year 2020-21 which may be extended up to the year 2022-23 as per the instructions issued by TASMAC from time to time. Mere empanelment shall not give right for appointment for internal auditing in TASMAC. The number of retail vending shops and Turnover mentioned in the Appendix – 1 is only approximate and will not in any manner, bind on TASMAC. The final audit units would vary depending upon actual requirement.
2 DUE DATE AND TIME a) The tender documents (not transferable) can be obtained at the above address on any working day up to 2:00 P.M on 17th February 2020 free of cost. Alternatively, the tender documents may be downloaded from the Government of Tamil Nadu website (www.tenders.tn.gov.in) or TASMAC website (www.tasmac.co.in) free of cost. b) The tender should be addressed to and reach the Managing Director, Tamil Nadu State Marketing Corporation Limited, IV Floor, CMDA Tower – II, Gandhi Irwin Bridge Road, Egmore, Chennai – 600 008 on or before 17th February 2020 at 3:00 P.M. Tenders received after the due date and time including postal delay will be summarily rejected. 3 ELIGIBILITY FOR PARTICIPATION (MANDATORY CONDITIONS) a) Only Chartered Accountant firms (partnership firm) or Cost Accountant firms (partnership firm) holding, as on date, a valid certificate of firm registration or independent Chartered Accountant or Cost Accountant (sole proprietorship) having full time Certificate of Practice issued by the Institute of Chartered Accountants of India or the Institute of Cost Accountants of India, as the case Page 2 of 14
may be, will be eligible for participation for the empanelment. Subject to eligibility conditions as per Appendix – 7. b) The firm should have minimum one ACA/FCA in case of Chartered Accountant firm or ACMA/FCMA in case of Cost Accountants firm. c) The firm should have minimum four semi-qualified audit assistants {CA (Inter) /CMA (Inter)/ CS (Inter) / a degree or post graduate degree with accountancy and auditing as major subject} or article clerks for audit in TASMAC. d) The firm should have minimum one year experience in auditing Public Sector enterprises (either Central or State government) including Co-operative societies, Co-operative banks or Public sector banks. . e) The firm should offer to cover at least 120 shops within a district or within the adjoining district or within any district within the Region in which the firm is located or the branch office of the firm is located. Audit units details, district, depot & regions are given in Appendix–1. f) The annual turnover for financial year 2018-19, of the audit firm, should not be less than ten lakh rupees (Rs. 10 Lakhs). g) The composition of audit fee /stock verification fee in the annual turnover of the audit firm should not be less than two lakh rupees. h) The proprietor or partners of the firm or any CA or CMA employed/associated with the firm should have not been debarred or cautioned by Institute of Chartered Accountants of India / Institute of Cost Accountants of India / Central or State Public Sector Enterprise / Government (Central/State) during the last three years; i) A member of Institute of Chartered Accountants of India / Institute of Cost Accountants of India who is holding part-time Certificate of Practice from the institute is not eligible for the empanelment/appointment. j) As per the directives of Government of Tamil Nadu, there should be a gap of three years between two audit assignments in TASMAC. Please refer Appendix – 7 regarding eligibility. k) The prospective eligible Chartered Accountants / Cost Accountants should not engage (in audit of TASMAC) any partner / qualified staff / semi-qualified audit assistant / article clerks who were previously engaged by any other Chartered Accountants / Cost Accountants for the tax audit/internal audit /statutory audit during the three financial years – 2017-18, 2018-19, and 2019-20 in internal audit in TASMAC. Please refer Appendix – 7 regarding eligibility. l) Individual Chartered Accountant / Cost Accountant or firm of Chartered Accountants /Cost Accountants who were appointed by TASMAC in the previous year and have not carried out the job and/or not carried out the jobs satisfactorily after acceptance shall not be considered for empanelment/appointment. m) Only those independent/firms of Chartered Accountants /Cost Accountants who have applied in response to our advertisement in the press and on the website of TASMAC or website of Government of Tamil Nadu within the due date and time are eligible for empanelment. Page 3 of 14
4 AMENDMENT TO THE TENDER CONDITIONS
a) TASMAC reserves the right to amend any or all the conditions of the Tender including modification relating to due date and time for submission of bids without assigning any reasons whatsoever.
b) The amendment to the Tender conditions will be notified in the TASMAC website (www.tasmac.co.in). It shall be the responsibility of the applicants to periodically browse TASMAC website till the closing date of this Tender for any amendment or corrigendum issued in connection with this Tender. TASMAC is not responsible for any misrepresentation of the provisions of this tender document on account of the failure of the applicants to update the tender documents based on changes announced through the website. Provided, no such changes would be effected within 72 hours prior to the time fixed for opening of the bid documents.
5 MODE OF DESPATCH
The filled in tender documents should be addressed to the Managing Director, Tamil Nadu State Marketing Corporation Limited, IV Floor, CMDA Tower – II, Gandhi Irwin Bridge Road, Egmore, Chennai – 600 008 by designation and should be only in sealed covers sent by registered post / speed post with acknowledgement due or handed over in person or dropped in the box kept for this purpose at Corporate Office, Chennai. Tenders received in ordinary covers without seal will be rejected.
6 GENERAL BID
a) Tenders should be sent in single sealed cover containing sealed Cover ‘A’ and sealed Cover ‘B’. b) The Cover ‘A’ should contain the General terms and conditions of the tender along with duly filled in all appendixes and signed in all pages and other places specified for this purpose and all supporting documents. The tender applicant should indicate the details of number of shops in a district along with district proposed to be covered by them for internal audit in the Appendix – 2/5. c) Cover ‘B’ should contain scanned soft copy of duly filed in tender terms and conditions and appendixes in PDF format in “Read Only CD”.
d) The passport size photograph of partners/proprietor/audit staff proposed for allocation for audit of TASMAC and scanned copies of the same should be submitted in JPG file format with file size between 75 kb to 100 kb and with 300 x 300 pixels (width x height) with bit depth 24.
7 SUPERSCRIPTION The top Cover, Cover ‘A’, and Cover ‘B’ should be superscribed as “Empanelment of Internal Auditors”. Page 4 of 14
8 EARNEST MONEY DEPOSIT/SECURITY DEPOSIT AND COST OF TENDER
Earnest Money Deposit and Security Deposit are not required for this tender and the cost of the tender document is nil.
9 DETAILS TO BE FURNISHED AND MODE OF PRESENTATION
a) The offer / tender applications should contain all information and supporting documents as required Appendixes 2/5 b) The application will be rejected if the information submitted in the tender is incomplete, found to be false, or misleading. c) Telegraphic, Telex, Fax, e-mail or open letter offers will not be accepted.
10 OPENING OF TENDER a) The bids received up to 3:00 P.M. on 17.02.2020, will be opened at 4:00 P.M. on 17.02.2020 by the Managing Director, TASMAC or an Officer authorized by him on his behalf at the Corporate Office of TASMAC, Chennai in the presence of such of those tenderers or their representatives who may be present at the time of opening.
b) The representatives of the tendering firms who are attending the opening of the tenders should bring the letter of authority, in the format given in Appendix – 6, from the tendering firms which they represent to identify their bona-fide.
11 EVALUATION OF BIDS
a) The Committee consisting of the Managing Director, General Manager (Finance), Company Secretary, General Manager (Wholesale & Administration) and Chief Accounts Officer of TASMAC will evaluate the applications of the firms. The firms which do not satisfy the mandatory conditions as per clause 3 will be summarily rejected.
b) The offer with complete information with supporting documents as per Appendix - 5 will only be evaluated.
c) Marks will be awarded by following criteria given below while evaluating the application (tender). Page 5 of 14
Name & Address:
PAN No:
GST No: Sl Norms Basis of Marks Maximu Minimum No. m score score required 1 Year of establishment of the 2 marks for each year 10 2 firm / sole proprietorship 2 Number of • 2 marks for each partner 8 2 partner(s)/qualified having ACA/ ACMA or qualified assistant(s) assistant having CA/CMA • 4 marks for each partner having FCA/ FCMA 3 Number of semi-qualified 1 marks for each semi-qualified 10 4 assistants - 4 assistant or article clerk {CA(Inter)/CMA(Inter)/ CS (Inter) / a degree or post graduate degree with accountancy and auditing as major subject} or 4 article clerks for audit of 120 retail shops per month or depot or district manager office or senior regional manager office or corporate office 4 Experience in 2 marks for each year 10 2 statutory/internal auditing of Public Sector Enterprises (either Central or State Government Public Sector Undertakings) including Co-operative societies, Co-operative banks or public sector banks Page 6 of 14
5 Whether the firm (including • 20 marks for within the 20 10 its branch) is located district within the District or • 10 marks for adjoining adjoining Districts for which expression of District or within the interest / tender for region empanelment is given by the firm 6 Annual turnover of Individual One mark for each Rs.1 lakh 20 10 Chartered Accountant / Cost Accountant or firm of CAs/CMAs
d) The tender submitted by tenderer who has not scored minimum marks against any of the norm will be rejected. In other words, tenders who have scored minimum marks against all the norms will only be empanelled. e) Tenderer(s) who have scored maximum marks for a location of TASMAC as audit unit will be considered for appointment as Internal Auditor(s). In case where more than one tenderer scored same marks opting for same location of TASMAC as audit unit the appointment will be based on the location of audit firm. f) For selection of firms for empanelment on the basis of above evaluation criteria, Management’s discretion is final and the Management reserves the right to reject any prospective applicant without assigning any reason whatsoever. g) TASMAC reserve right to appoint any firm within the empanelment for appointment as internal auditors and mere empanelment shall not give right for appointment for internal auditing in TASMAC.
12 AGREEMENT a) The empanelled auditors should execute an agreement for the fulfillment of the internal audit service contract in 100 non judicial stamp paper in the model form enclosed in Appendix – 3 with in fifteen days from the date of acceptance of the audit assignment. b) The expenses incidental to the execution of agreement shall be borne by the successful tenderer. c) The conditions stipulated in the agreement form and tender document should be strictly adhered to and violation of any of the conditions will entail termination of the contract without prejudice to the right of TASMAC including right to recover any consequential losses from the successful tenderer d) The Appointment Order / Engagement Order will be released after execution of the above contract by the Managing Director, TASMAC or by any officers duly delegated for this purpose. e) The actual number of audit units would vary and will be communicated by the Managing Director, TASMAC Page 7 of 14
13 COMPOSITION OF AUDIT TEAM AND CONDUCT OF AUDIT
a) The audit team should consist of minimum of four semi-qualified assistants/article clerks for auditing maximum of 120 retail vending shops within 15 days per month (@ one audit staff for two shops per day for 15 days in a month).
b) A partner/sole proprietor of the audit firm must directly conduct audit of 10 per cent of retail vending shops allotted.
c) The audit firm should consists of qualified, semi-qualified assistants {CA (Inter) / CMA (Inter) / CS (Inter) / a degree or post graduate degree with accountancy and auditing as major subjects} and/or article clerks. d) The allotment/entrustment of audit of retail vending shops to any single audit firm shall normally be in the range between 70 shops and 120 shops per month in a particular district. However, TASMAC shall reserve the right to entrust less or more number of shops for any firm taking into consideration of number of eligible audit staff of that firm and other necessities and circumstances. e) The Senior Regional Managers may choose the Internal Auditors of neighboring District or Regional Auditor to conduct the second cycle audit between 15th and 30th/31st of the month covering maximum number of 10 per cent of retail vending shops in the respective District at the prescribed shop audit fee. (i) The Internal Auditor may also conduct second cycle audit based on the comparative analysis of the parameters of all shops allotted to the concerned audit firm namely (i) volume of sales, (ii) stock holding level, (iii) latest date of spot audit, (iv) shortage history (v) maintenance of records, (vi) location of the shop, etc. The reasons for selection of a particular shop should be indicated in the “Second Cycle Internal Audit Report”. (ii) The internal audit firm should not undertake the second cycle audit in a shop for two consecutive months without any analysis and reasons recorded in the second cycle audit report. (iii) The Second Cycle audit should not be conducted in any shop within 10 days of conducting spot in that shop. (iv) The Second Cycle audit should start only after 15th of the month and should be completed within the end of the month (30th/31st). (v) The person who conducted spot audit in a particular shop in a month should not conduct the second cycle audit of the same shop in that month. (vi) The proprietor or partner of the CA/CMA Audit Firm must conduct at least one shop out of the shops selected for audit in Second Cycle Audit. (vii)A separate audit report namely “Second Cycle Internal Audit Report” should be submitted in the same format and in the manner as applicable the monthly Internal Audit Report. Page 8 of 14
(viii) The due date for submission of the “Second Cycle Internal Audit Report” shall be 5th of the following month. For example, if the second cycle audit is conducted between 15th April 2020 and 30th April 2020, then the due date for submission of “Second Cycle Internal Audit Report” shall be 5th May 2020. (ix) The penalty for delayed submission of internal audit report shall also be applicable for the “Second Cycle Internal Audit Report”. (x) The Second Cycle Internal Audit is compulsory for all audit firms which are conducting the internal audit of retail vending shops. (xi) A separate Bill should be submitted for the Second Cycle Internal Audit for every month. f) The number of retail vending shops taken up for audit for each audit staff (qualified/semi-qualified/article clerk) in a day must not exceed two. g) The monthly audit of each District Manager’s Office should be undertaken for the minimum period of five working days by two audit staff. h) The monthly audit of office of the District Manager shall be entrusted on rotation basis to any of internal audit firms who are auditing retail vending shops of the concerned district. i) The monthly audit of each Senior Regional Manager’s office should be undertaken for the minimum period of four working days by two audit staff. j) The monthly audit of each Depot should be undertaken by a team of two audit staff for minimum four working days. k) The monthly audit of Corporate Office should be undertaken by a team of four audit assistants for a minimum ten working days. l) The Audit Team Members should carry Photo Identity Card issued by the Audit Firm. On cessation of audit assignment either due to expiry of tenure or due to termination of audit, the staff leaving the audit firm should surrender the Photo Identity Card to the concerned audit firm. m) Normally the audit staff identified and allocated by the audit firm and approved by the Corporate Office, TASMAC, Chennai for internal audit of TASMAC should not be changed. However, under certain circumstances beyond control of the Audit Firm and/or TASMAC, if the audit staffs need to be changed in any manner, it may be done with the written approval of the Managing Director of TASMAC subject to verification of credentials of the new incumbent. n) The audit staff identified and to whom audit allocated by the audit firm and approved by the Corporate Office, TASMAC, Chennai for internal audit of TASMAC should have not been employed or engaged by the firms who have disqualified in any manner as stipulated in the tender. TASMAC shall reserve the right to file a criminal case (cheating, falsification, etc.) under Indian Penal Code or other applicable Act in Court of Law, notwithstanding Arbitration clause stipulated in this Tender, if this condition is violated, knowingly or unknowingly, Page 9 of 14
by the audit firm/audit staff and TASMAC reserve the right to claim damages equivalent to 10 times of audit fee paid or payable to the firm during the contract duration. o) The Internal Auditor should render and deliver internal audit services for the units of TASMAC in conformity with the Standards of Internal Audit issued by the Institute of Chartered Accountants of India in so far those Standards are not in contrary with the Act, Rules, Regulations, Orders applicable to TASMAC as well as rules, regulations, orders, guidelines, manual, instructions, etc. issued by TASMAC from time to time, and in consultation with the concerned officials of D.M offices / SRM offices / Depots / Corporate Office p) TASMAC shall give instructions or directions to the audit firm or staff normally in writing. However, whenever TASMAC give oral instructions/directions to firm/staff, the concerned audit firm/staff may act upon such oral instructions/directions subject to a condition that the concerned the authorized representative of the audit must send report in hard copy and in email (digitally signed) to the Corporate Office within 24 hours regarding the oral instructions/directions and action taken by the Internal Auditors thereon. q) The internal auditors should not sub-contract the audit work to any firm or other person(s) even whether such persons are qualified Chartered Accountants / Cost Accountants or not. r) If the progress and/or performance of the Internal Auditors are not satisfactory, TASMAC reserves the right to terminate the empanelment and/or appointment of the internal auditors with prior notice of one week in writing. s) The appointment of the Internal Auditors, from the list of empaneled internal auditors, will be for the period starting from 01st April 2020 to 31st March 2021 at the first instance and extendable by two financial years – 2021-22 and 2022-23 at the discretion of TASMAC. t) The illustrative audit areas and checks for conducting internal audit engagement are given Appendix – 4 which are not exhaustive. The internal auditors should conduct the audit thoroughly and comment on all the major and minor irregularities observed with proper recommendations as per the rules and regulations for timely corrective action by TASMAC u) The Audit Firm will be debarred from getting in future the internal audit in TASMAC in the following cases –
i) If the firm obtains appointment on the basis of false information / false statement. ii) If the firm does not take up audit in terms of appointment letter. iii) If the firm does not submit audit report, complete in all respect in terms of appointment. Page 10 of 14
v) In case of non-compliance to any of the terms and conditions of the tender / agreement entered into or deficiency in performance or violation of code of conduct prescribed by the Institute of Chartered Accountant of India or Institute of Cost Accountant of India, the issue will be referred to the concerned institute for necessary action in addition to other appropriate action deemed fit by TASMAC.
14 AUDIT REPORT a) The Internal Audit Report and Interim Internal Audit Report should be submitted in hard form (paper form) in person/post as well as soft form (electronic records) by email as detailed below. The details of email IDs will be intimated upon appointment. Hard Copy (paper E-mail (digitally signed form) of audit E-mail each and every page of Audit unit reports and (MS word and MS audit report and annexures excel) annexures pdf files) Retail Concerned District a) Concerned a) Concerned District Vending Manager District Manager Manager Shops b) Concerned Senior b) Concerned Senior Regional Manager Regional Manager c) Corporate Office c) Corporate Office Office of the Concerned District a) Concerned a) Concerned District District Manager District Manager Manager Manager b) Concerned Senior b) Concerned Senior Regional Manager Regional Manager c) Corporate Office c) Corporate Office Depot and Concerned Depot a) Concerned Depot a) Concerned Depot Office of the Manager Manager Manager Depot b) Concerned b) Concerned District Manager District Manager Manager c) Concerned Senior c) Concerned Senior Regional Manager Regional Manager d) Corporate Office d) Corporate Office Office of the Concerned Senior a) Concerned Senior a) Concerned Senior Senior Regional Manager Regional Manager Regional Manager Regional b) Corporate Office b) Corporate Office Manager Corporate Managing Director Corporate Office Corporate Office Office
b) The audit firm shall conduct the internal audit of Retail Vending Shops / Depots / DM office / SRM office / Corporate Office of TASMAC, and submit the audit report on monthly basis on or before 30th/31st of following month in which audit was undertaken. For example, the internal audit report should be submitted on or before 31st May 2020 for audit relating to transactions pertaining to the month of April 2020 but conducted in May 2020. c) The partner of the audit firm /sole proprietor must discuss each and every aspect concerning the internal audit function and the internal audit reports with Page 11 of 14
the unit head before submitting the audit report to TASMAC. Both partner of the audit firm /sole proprietor and unit head must sign in each and every page of internal audit report with seal and with the word “seen and discussed”. d) The Internal Audit Report must be in the prescribed format and contain such annexure as prescribed from time to time.
e) All Internal Audit Reports must contain compliance report on the unsettled audit observations in the previous internal audit reports.
f) Special Audit Report or Interim Internal Audit Report may be submitted within 24 hours upon detection of major irregularity in the course of audit.
15 PAYMENT OF AUDIT FEE
a) 700 per month per retail vending shop plus applicable taxes shall be paid
b) 45,000 per month for auditing Corporate Office, 2500 per month/per depot for auditing IMFS Depot, 6000 per month/per Senior Regional Manager’s Office, 6000 per month/per District Manager’s Office plus applicable taxes
c) TA/DA will not be paid separately.
d) Boarding, lodging and local transportation will not be provided by TASMAC
e) The revision of audit fee is at the discretion of TASMAC
f) 100 per cent payment of internal audit fee, subject to clause 16, shall be made by the Corporate Office through online “Electronic Clearance System” ECS /RTGS and only after receiving a certificate from the concerned audit unit that the internal auditor has carried out the audit in accordance with the terms and conditions and instruction issued from time to time by TASMAC
g) TASMAC would reimburse the travelling expenses incurred by the Internal Auditors for attending audit review meeting held at the Office of the District Manager/ Office of the Senior Regional Manager/ Corporate Office subject to the condition that such travel expenses would be limited to fare charged for Non A/C sleeper class in railway or non A/C bus fare in the Government bus. Subject to such condition as may be prescribed from time to time.
h) Expenditure, if any, relating to preparation and submission of internal audit reports (hard form/soft form) shall be borne by the internal auditors and TASMAC will not reimburse the same under any circumstances.
i) The successful applicants have to furnish required documents and information as decided by the Management for payment of audit fee through ECS/RTGS. Page 12 of 14
16 PENALTY FOR NON-FULFILLMENT OF TENDER /CONTRACT
a) For delay in submission of audit reports (hard form as well as soft form) against the stipulated date, subject to force majeure conditions, penalty equivalent to two per cent per day subject to 20 per cent of total audit fee plus applicable GST thereon for the month will be levied. b) The total number of shops audited should not exceed two shops per day per assistant/auditor. If this condition is violated, then audit fee will not be made for all shops audited by the particular audit assistant/auditor for the specific dates when he/she exceeded the maximum limit of two shops per day.
c) Audit of 10% of retail vending shops allotted to the auditor/audit firm must be audited by the auditor/partner of the audit firm, failure to conduct audit in minimum of 10% of retail vending shops by the auditor/partner of the audit firm will result in proportionate deduction of internal audit fee.
d) In respect of internal audit services done inadequately or non-fulfillment of internal audit services or non-observance of any of the conditions of the tender and/or contract, other than delay in submission of audit report, the internal auditor shall pay a penalty an amount equal to the actual loss incurred by TASMAC or forfeiture of internal audit fee whichever is higher.
17 ACCEPTANCE AND WITHDRAWAL
a) The final acceptance of the tender is entirely vested with the Managing Director, TASMAC who reserves the right to accept or reject any or all the tenders without assigning any reason whatsoever. There is no obligation on the part of TASMAC to communicate with the rejected tenderers. After acceptance of the tender by TASMAC, the tenderer shall have no right to withdraw his tender or claim higher fee/amount for the service of internal audit.
b) The offers that are not supported with relevant documents and any form of misrepresentation made in respect of documents submitted will not be considered for appointment as Internal Auditor and no other correspondence in this respect will be entertained. c) Tenders with incomplete information will be summarily rejected. d) The internal audit fee as per clause 15 is to be accepted and same shall be final and binding e) The particulars given should be complete and correct and if any of the statements made or the information so furnished in the Tender is later found not correct or false or there has been suppression of material information, the firm would not only stand disqualified from allotment but would be liable for disciplinary action under the Chartered Accountants Act, 1949 and the regulations framed thereunder or under the Cost and Works Accountants Act, 1959 and the regulations framed thereunder as the case may be. Page 13 of 14
f) The Managing Director reserves the right: i) to reject all or any of the tenderers without assigning any reason ii) to split up the tender, and iii) to negotiate with the tenderers before entering into agreement.
18 COMPLYING WITH THE ANTI-FRAUD CODE OF TASMAC The tenderer is unconditionally agreed to abide by and agreed to the ‘Code of Prevention and Detection of Fraudulent Acts in Tamil Nadu State Marketing Corporation Limited – 2014’ and not indulge or allow anybody else working in their organization and in TASMAC to indulge in fraudulent activities and would immediately apprise TASMAC of the fraud/suspected fraud as soon as it comes to their notice.
19 DISPUTES, ARBITRATION AND JURISDICTION OF COURTS
a) All disputes and claims, that may arise between TASMAC and the tenderers arising out of or in any way concerning any point, matter or clause of this contract shall be referred to Arbitration only and not to any court of Law and the Arbitration for all purpose regarding this application will be with the person mutually agreed by TASMAC and the tenderer and the Arbitration proceedings shall be only at the city of Chennai. The award of such Arbitrator shall be final and binding on the parties.
b) The Courts of Chennai City alone will have exclusive jurisdiction relating to all disputes or follow up action arising out of or relating to the Arbitration proceedings or other legal proceedings
c) The person mutually agreed by TASMAC and the tenderer shall act as the arbitrator
d) The Tenderers while sending their Tenders should enclose a copy of the tender document signed in all pages in token of accepting the above Tender conditions and other information stated in the tender that they have understood and accepted them fully Page 14 of 14
Tenders received without signed tender documents including appendixes shall be rejected summarily. The tenderer must sign and affix his seal (Round Seal) in every page of the tender document.
I / We, the sole proprietor / partners of M/s. ______, Chartered Accountants / Cost and Management Accountants do hereby jointly and severely confirm and declare that I / We have gone through the terms and conditions and will abide by them as laid down above.
Place Signature of the Applicant With Seal Name: Membership No. Date FRN/COP No
Note: The above tender document duly signed along with appendixes duly signed should be put in a sealed cover and marked as “COVER-A”. Appendix – 1 RETAIL VENDING SHOPS AND TURNOVER Approximate Average Sales per day Average Sales per Sl. No. of in Volume Name of the District day in Value No Shops (in Cases) (Rs.) IMFS BEER (`IN LAKHS) 1 CHENNAI(C) 99 3623 1986 253.94 2 CHENNAI(N) 111 3921 1494 248.36 3 CHENNAI(S) 101 4205 2550 300.67 4 KANCHEEPURAM(NORTH) 131 5884 3430 394.47 5 KANCHEEPURAM(SOUTH) 105 5321 2604 336.15 6 TIRUVALLUR(EAST) 219 6460 2864 420.69 7 TIRUVALLUR(WEST) 126 3844 1249 229.07 8 COIMBATORE(NORTH) 158 6153 2863 403.93 9 COIMBATORE(SOUTH) 130 5630 2013 345 10 TIRUPPUR 236 8376 3256 517.54 11 ERODE 198 6087 2276 367.39 12 THE NILGIRIS 59 1821 452 109.89 13 MADURAI(SOUTH) 152 3055 1084 180.48 14 MADURAI(NORTH) 113 2783 1053 169.72 15 DINDIGUL 154 4044 1638 245.93 16 SIVAGANGA 130 2588 1064 159.47 17 RAMNAD 118 2867 1043 172.20 18 THENI 92 2427 686 142.14 19 VIRUDHUNAGAR 168 3352 1180 196.43 20 TIRUNELVELI 155 4983 1291 296.38 21 TUTICORIN 143 3242 832 191.31 22 KANNYAKUMARI 103 4155 1000 244.11 23 TRICHY 177 5388 2505 336.78 24 THANJAVUR 154 5827 1933 348.82 25 KARUR 90 2162 1205 138.00 26 PUDUKKOTTAI 142 3481 1309 212.16 27 CUDDALORE 142 4062 1382 239.63 28 VILLUPURAM 217 4420 2468 275.35 29 TIRUVARUR 106 2962 639 170.94 30 PERAMBALUR 88 2625 1220 161.03 31 NAGAPATTINAM 99 2636 762 154.85 32 SALEM 211 7389 3433 453.97 33 DHARMAPURI 60 2683 1330 163.24 34 NAMAKKAL 188 4313 2106 271.75 35 KRISHNAGIRI 119 3775 2188 239.35 36 VELLORE 107 4019 1767 244.48 37 ARAKKONAM 80 2405 907 139.80 38 TIRUVANNAMALAI 216 4581 2275 276.52 Total 5197 157550 65337 9751.95 DETAILS OF DEPOTS WITH STOCK TRANSFER AND FL2 AND FL3 SALES Approx Approx Stock transfer/ Closing Sl Depot Location Sales per day Stock cases No cases IMFS BEER IMFS BEER 1 AMBATTUR-III Plot No.B4, Industrial Estate, Ambattur, Chennai, 7074 4128 40397 38801 Tamil Nadu - 600 053 IMFS Depot, Bangalore High Road, 3375 1199 23717 28861 Chembarambakkam Village,Thiruvallur District, Tamil Nadu - 600123 2 TMZ - II 3 AMBATTUR - II Plot No.B4, Industrial Estate, Ambattur, Chennai, 7236 2903 36261 39765 Tamil Nadu - 600 053 4 AMBATTUR-I Plot No.B4, Industrial Estate, Ambattur, Chennai, 7145 1580 40570 28084 Tamil Nadu - 600 053 IMFS Depot, Bangalore High Road, 4103 1472 34401 29164 Chembarambakkam Village,Thiruvallur District, Tamil Nadu - 600123 5 TMZ - I 14 to 18, SIDCO Industrial Estate, Sevilimedu 7059 3176 20562 20355 Village, Kancheepuram, Tamil Nadu - 631502 6 KANCHEEPURAM 7 TIRUVALLUR G-29 and 30, Industrial Estate, SIDCO Road, 4116 1312 16060 12159 Kakalur, Tamil Nadu, 602003 IMFS Depot, Bangalore High Road, 7961 3408 44920 62940 Chembarambakkam Village,Thiruvallur District, Tamil Nadu - 600123 8 TMZ - III 9 TRICHY 72, C.P.3, SIDCO Estate, BHEL Nagar, 6381 2542 35648 24420 Thuvakudi, Tamil Nadu, 620015 10 KUMBAKONAM Tasmac limited Industrial Estate, Thirubuvanam, 2232 519 23447 15112 Thiruvidaimarudhur Road , Kumbakonam, Tamil Nadu, 612001 11 THANJAVUR 50/57, TANSIDCO Complex, Nanjikottai Road, 3941 894 32186 18236 Thanjavur, Tamil Nadu, 613006
12 PUDUKOTTAI 5/B1, SIPCOT Industrial Complex, Pudukkottai, 3793 1102 23683 16244 Tamil Nadu, 622002 13 CUDDALORE SIDCO Industrial Estate Complex, Kudikadu, 2758 925 26107 11530 Tamil Nadu, 607005 Tamil Nadu Ware Housing Corporation, V.S. 3252 1106 18544 23210 Vellapatty Post, , Tamil Nadu, 639004 14 KARUR 15 THIRUVARUR R.S.No.461/2, 461/4 and 462/1, Master Plan 3369 427 20007 15647 Complex, Mannargudi Road,, Vilamal, Tamil Nadu, 610004 59 A, Compartment No.II, Tamil Nadu ware 4042 1479 30074 24936 Housing Corporation, Chennai Trunk Road, Villupuram, Tamil Nadu, 605602 16 VILLUPURAM 17 PERAMBALUR North Madhavi Road, Elambalur Post, Tamil 3323 751 21292 27485 Nadu, 621220 [email protected] B6, Industrial Estate, Compartment No. 2, 4058 1722 21965 23740 Kappalur Village, Thirumangalam, Tamil Nadu, 625008 18 MADURAI (R) 1, Madurai Rameswaram National Highway, 3886 993 19695 13601 Manalur Post, Tamil Nadu, 630611 19 MADURAI (U) 20 DINDIGUL TASCO Unit, Mulipadi, Mulipadi, Dindigul, Tamil 3768 1289 32798 33085 Nadu, 624005 21 RAMNAD 139, Master Plan Complex, Madurai Rameswaram 2652 380 24270 18221 Road, Sakkarakottai Village, Ramanathapuram, Tamil Nadu, 623503 29-34, SIDCO Industrial Estate, Soolakkarai, 5799 1443 23407 12965 Soolakarai, Virudhunagar, Tamil Nadu, 626003 22 VIRUDHUNAGAR 23 SIVAGANGA Narikuruvar Colony, Thondi Road, Palamalai 2063 446 21258 16390 Nagar, Soorakulam Village, Sivagangai, Tamil Nadu, 630606
24 TIRUNELVELI TASCO Unit, Melapalayam, Melapalayam, 4796 474 28313 11833 Tirunelveli, Tamil Nadu, 627005
25 TUTICORIN C-104, SIPCOT Industrial Complex, Madurai 3554 232 26398 6644 Thoothukudi Bye Pass Road, Tuticorin, Tamil Nadu, 628008 26 NAGERCOIL IMFS Depot, Bethel Nagar, Senbagaramanputhur, 5971 886 32482 20463 Aaralvaymozhi, Thovalai Taluk, Kanyakumari, Tamil Nadu, 629301 27 THENI IMFS Depot, Karuvelnaikkanpatty, Theni, Tamil 2497 535 24162 16116 Nadu, 625531 28 COIMBATORE(S) No.305, Vilankuruchi Road, Old Chinthamani 2782 1147 19639 19882 Godown, Peelamedu, Coimbatore - 641 004, Tamil Nadu
29 COIMBATORE(N) No.305, Vilankuruchi Road, Old Chinthamani 6016 2669 28559 40442 Godown, Peelamedu, Coimbatore - 641 004, Tamil Nadu
Tamil Nadu Ware Housing Corporation, 8152 2790 34769 41500 30 TIRUPPUR Angeripalayam, Tirupur, Tamil Nadu, 641602 31 OOTY IMFS Depot, 305/G, Vandisolai, Kothagiri Road, 1917 448 21124 11206 Edapalli Village, Coonoor, The Nilgiris. 24, TASCO Building, Bhavani Main Road, 4169 1453 20888 17707 Suriyampalayam, Erode, Tamil Nadu, 638316 32 ERODE 33 POLLACHI 4/5 A, Sangampalayam Coimbatore Road, 4823 1195 20228 19778 Mahalingapuram Post, Achipatti, Pollachi, Tamil Nadu, 642002
4/255-B,, Tamil Nadu Warehousing Corporation, 6553 1185 20593 12427 Sakthi Main Road, Karattadipalayam, Gobi, Tamil Nadu, 638453 34 GOBI. 35 KANGAYAM IMFS Depot, Veeranampalayam, Pagathipalayam, 2021 575 19109 14269 Kangeyam Taluk, Tiruppur, Tamil Nadu, 638701
36 SALEM 2/92, Sandiyur Village, S.Attaiyampatti Post, 3877 978 31090 20403 Salem, Tamil Nadu, 636203 1915 1416 18123 23305 Bangalore Salem National Highway, Thadangam Village, Dharmapuri, Tamil Nadu, 636705 37 DHARMAPURI 83/6, Krishnapuram Road, Thummankuruchi 5762 1227 24256 18221 Village, Tiruchengode Main Road, Namakkal, 38 NAMAKKAL Tamil Nadu, 637001 Tamil Nadu Ware Housing Corporation, Katpadi 5583 1492 22526 26728 39 VELLORE Road, Vellore, Tamil Nadu, 632004 IMFS Depot, Kanathampoondi Village, 5035 1446 24910 36133 40 T.V. MALAI Tiruvannamalai Tamil Nadu, 606603. 1,2/123, Tamil Nadu Ware Housing Corporation, 5653 1511 18106 12184 Biyanapalli Village, Krishnagiri, Tamil Nadu, 635115 41 KRISHNAGIRI C/o Natesan Mill, 141 E Sithar Kovil Main Road, 3802 1393 27998 29868 42 SALEM (WEST) Kantha mpatti Post, Salem 12-B, Tamil Nadu Ware Housing Corporation, 3903 1190 13772 12199 SIPCOt Ranipet, Walaja Taluk, Vellore District, 43 ARAKKONAM Tamil Nadu, 632401 OFFICE LOCATION District Covered SRM- 735, IV Floor, L.L.A.Building, Anna Salai, Chennai (Central), Chennai (North), Chennai Chennai, Tamil Nadu, 600 002. Chennai (South), Kanchipuram (North), Kanchipuram (South), Tiruvallur (West) and Tiruvallur (East) SRM- 305A, Vilankurichi road, Peelamedu Coimbatore (North), Coimbatore Coimbatore Railway station back side, Chintamani (South), Erode, Nilgiris and Tirupur Co-operative Society Depot, Peelamedu, Coimbatore - 641 004.
SRM- No.56, Brindavan Road, Fairlands, Dharmapuri, Krishnagiri, Namakkal, Salem Salem, Tamil Nadu, 636016. Salem, Thiruvannamalai, Vellore and Arakonam
SRM- Plot No.100, Anna Nagar, Dindigul, Kaniyakumari, Madurai Madurai Madurai, Tamil Nadu, 625020. (North), Madurai (South), Ramnad, Sivagangai, Theni, Tirunelveli, Tuticorin and Virudhunagar SRM- District Collector Office, Old Building Cuddalore, Karur, Nagapattinam, Trichy First Floor, DRO Chamber, Perambalur, Pudukottai, Thanjur, Thiruvarur, Tiruchirappalli, Tamil Nadu, 620 001. Trichy and Villupuram. Appendix – 2
B ID F ORM
Name & Address:
PAN No:
GST No:
Dear Sir,
Having examined the conditions of the Tender, Appendixes to the Tender, and Contract and the receipt of which is hereby duly acknowledged, I / We, undersigned, offer to render and deliver internal audit services for the units of TASMAC in conformity with the Standards of Internal Audit issued by the Institute of Chartered Accountants of India in so far those Standards are not in contrary with the Act, Rules, Regulations, Orders applicable to TASMAC as well as rules, regulations, orders, guidelines, manual, instructions, etc. issued by TASMAC from time to time for the price/fee/sum as indicated in the Tender conditions.
I / We offer to render and deliver internal audit service for the following units of TASMAC. However, I / We abide by TASMAC decision to entrust the units other than the following units for internal audit services.
Number of Name of the Whether the retail vending Senior Name of Corporate shops that Name of Regional Location the District the Depot Office, proposed to Manager’s Sl. of the proposed proposed TASMAC is be covered in Office No. firm for audit by for audit by proposed to the District proposed for (address) the Internal the Internal be audited by by the audit by the Auditor Auditor the Internal Internal Internal Auditor Auditor Auditor
I / We undertake, if our bid/offer is accepted, to complete delivery of internal audit services specified in the contract or as directed by TASMAC from time to time within the timeframe as stipulated in Tender and/or as modified by TASMAC from time to time.
I/We are agreeable for the audit fee of 45,000 per month for auditing Corporate Office, 2500 per month/per depot for auditing IMFS Depot, 6000 per month/per Senior Regional Manager’s Office, ` 6000 per month/per District Manager’s Office and 700 per month/per for monthly audit of retail vending shops plus applicable taxes. I/We also understand mere indication of name of depot, name of Senior Regional Manager’s Office and Corporate office proposed to be audited by us is only indicative and TASMAC has right to appoint auditor for auditing retail vending shops, IMFS Depot, SRM office, DM Office and Corporate office.
We agree to abide by this bid for a period up to 31 March 2023 from the date fixed for bid opening and it shall remain binding upon us and may be accepted at any time before the expiration of that period.
[ Note: Until a formal Appointment Order of contract / Engagement Letter is issued and executed, this bid together with signed tender document of service provider shall constitute a binding agreement between service provider and TASMAC. ]
Bid submitted by us is properly prepared and sealed so as to prevent any subsequent alteration and replacement.
Dated this ……………… day of ------2020.
Signature of
Name In capacity of
Duly authorized to sign the bid for and on behalf of …………………
Witness ………………………
Address ………………………
Signature ………………………
Seal ……………………… Appendix – 3 FORM OF CONTRACT /AGREEMENT
(To be executed by the Chartered Accountant / Cost Accountant (partnership firm / sole proprietorship) for rending service of internal audit for TASMAC).
I / We, Messers ……………… (hereinafter referred to as ‘Service Provider) hereby contract and agree on the acceptance of our tender by TASMAC (herein after referred to as Service Receiver) in accordance with the conditions of contract stated below, the service hereunder named, of the quality and of the sort and at the rate or price here under specified in the Appointment Letter / Engagement Letter attached.
CONDITIONS OF CONTRACT
1. This document on having been signed by both the parties shall constitute a binding contract between the parties and shall remain in force for a period up to 31 March 2023. But in the event of any breach of contract at any time on the part of the Service Provider, the contract shall be determinable by the Service Receiver without compensation to the Service Provider. The contract may also be put to an end at any time by Service Receiver upon giving seven days’ notice to the Service Provider.
2. The Service Provider agrees to render internal audit services as detailed in the Tender documents to the Service Receiver at the audit fee and applicable taxes indicated in Tender. The amount of audit fee stipulated in the Tender is firm up to 31 March 2023 and is not subject to enhancement on any ground. However, the Service Receiver may modify the fee in consultation with the Service Provider(s).
3. The audit fee for internal audit service as specified in the Tender is excluding applicable taxes.
4. The Internal Audit Fee will be paid after one month from the date of submission of monthly internal audit reports as stipulated in clause 15 of the tender. No payment will be made for defective service and services not according to TASMAC’s specification
5. The service to be provided / rendered under this contract is to be of the quality and of the sort mentioned in the Tender Documents.
6. The services are to be delivered at the respective audit unit(s) will be indicated by TASMAC periodically. Any amendments to the orders in terms of coverage of number of audit units or delivery period, etc., may be incorporated on a mutually agreed basis.
7. In case of services delivered by the Service Provider are not being of the stipulated quality and specifications, the Managing Director, TASMAC or anyone duly authorized by him shall have power to reject any such services and to get services of others at the risk and cost of the Service Provider and any excess of cost so incurred by the Service Receiver to get the services of others over the contract price/rate/fee together with all charges and expenses attending the service shall be recoverable by the Service Receiver from the Service Provider. 8. For delay in submission of audit reports (hard form as well as soft form) against the stipulated date, subject to force majeure conditions, penalty equivalent to two per cent per day(plus applicable GST) subject to 20 per cent (plus applicable GST) of total audit fee for the month will be levied. 9. The total number of shops audited should not exceed two shops per day per assistant/auditor. If this condition is violated, then audit fee will not be made for all shops audited by the particular audit assistant/auditor for the specific dates when he/she exceeded the maximum limit of two shops per day.
10. Audit of 10% of retail vending shops allotted to the auditor/audit firm must be audited by the auditor/partner of the audit firm, failure to conduct audit in minimum of 10% of retail vending shops by the auditor/partner of the audit firm will result in proportionate deduction of internal audit fee.
11. In respect of internal audit services done inadequately or non-fulfillment of internal audit services or non-observance of any of the conditions of the tender and/or contract, other than delay in submission of audit report, the internal auditor shall pay a penalty an amount equal to the actual loss incurred by TASMAC or forfeiture of internal audit fee whichever is higher. Besides, such performance may entail black listing of the Service Provider.
12. The Service Provider hereby agrees to reimburse TASMAC the refund of taxes and duties received from concerned authorities and pass it on to the Service Receiver if the Government or any other appropriate agency reduces the duty or tax or give incentive of any type retrospectively after rendering internal audit services, failing which action will be taken to recover the amount from the Service Provider under the Revenue Recovery Act or any other relevant Act. 13. The contract or any part thereof or interest in it, is not to be transferred or assigned by the Service Provider directly or indirectly to any person or persons.
14. Neither the Service Receiver nor the Service Provider shall be liable to the other for any delay or failure in the performance of their respective obligations due to causes, contingencies beyond their reasonable control such as;
a) Natural phenomena including but not limited to earthquakes, floods and epidemics b) Acts of any Government authority domestic or foreign including but not limited to war declared, or undeclared, priorities and guarantee restrictions. c) Accidents or disruptions including, but not limited to fire, explosions, breakdown of essential machinery or equipment, power and water shortages.
15. The tender notice dated …………. in ………………, tender documents along with the enclosures, the detailed final offer of the Service Provider and the Appointment order / Engagement letter will form part of this contract. Wherever the offer conditions furnished by the Service Provider are at variance with conditions of this contract or conditions stipulated in the Appointment Order/Engagement Letter, the latter shall prevail over the offer conditions furnished by the Service Provider. 16. Unless otherwise provided in the Agreement any notice, request, consent or other communication given or required to be given here under shall be given by mailing the same by registered mail, postage prepaid, return receipt requested in the case of the Service Provider to the Service Receiver at their respective addresses set forth above or with other addresses and to the attention of such other person or persons as may hereafter be designated by like notice hereunder and any such notice sent by post shall be deemed to have been served on the date when in the ordinary course of post, it would have been delivered at the addresses to which it was sent.
17. It is unconditionally agreed to abide by and agreed to the ‘Code of Prevention and Detection of Fraudulent Acts in Tamil Nadu State Marketing Corporation Limited – 2014’ and not indulge or allow anybody else working in their organization and in TASMAC to indulge in fraudulent activities and would immediately apprise TASMAC of the fraud/suspected fraud as soon as it comes to their notice.
18. Any notice to the Service Provider shall be deemed to be sufficiently served, if given or left in writing at their usual or last known place of business.
19. The Service Provider agrees that in the event of non-fulfilment or non-observance of any of the conditions stipulated, the Service Provider shall pay as penalty plus applicable GST as stipulated in the Tender.
20. In case of non-compliance to any of the terms and conditions of the tender / agreement entered into or deficiency in performance or violation of code of conduct prescribed by the Institute of Chartered Accountants of India or Institute of Cost Accountant of India, the issue will be referred to the concerned institute for necessary action in addition to other appropriate action deemed fit by TASMAC.
21. All disputes and claims that may arise between TASMAC and the Service Provider arising out of or in any way concerning any point, matter or clause of this contract shall be referred to Arbitration only and not to any court of Law and the Arbitration for all purpose regarding this application will be with the person mutually agreed by TASMAC and the Service Provider and the Arbitration proceedings shall be only at the city of Chennai. The award of such Arbitrator shall be final and binding on the parties.
22. The Courts of Chennai city alone will have exclusive jurisdiction relating to all disputes or follow-up action arising out of or relating to the Arbitration proceedings or other legal proceedings. For and on behalf of
Name Name Designation Designation Service Receiver Service Provider Witness:
1.
2. Appendix – 4 SCOPE OF AUDIT:
AT RETAIL VENDING SHOPS 100% Physical verification of stock. 100% Physical verification of cash Physical verification of other assets To verify bank remittances with reference to Sales from the date of previous audit date to the date of present audit remittance challan. To verify and report bank remittance made in all bank working days (Payment from the date of previous audit to the present audit) To identify shops holding 90 days stock. To identify and repot sediment stock not fit for consumption. Accounting of stock received from depot with reference to invoice and customer ledger in the shop records 1. To verify maintenance of copies of Stock Transfer invoices received from Depot. 2. Verification of Sales bill book 3. Verification of chitta book 4. Verification of liability register 5. Verification of stock cum sales register 6. Verification of Attendance Register 7. Verification of details from Electronic billing machines - Preparation of cash receipt - Stock Updation – receipt of stock - Closing Stock - Sales as per billing machine - Any other details in connection with Audit 8. To write in the inspection register maintained in the shop Name of the Auditor/Audit Staff Date of Visit Signature of Auditor/Audit Staff 9. To verify copy of FSSAI Certificate. 10. To verify installation of Fire Extinguishers. 11. To verify Building plan approval. 12. To verify copy of FL1 / FL 11 license. 13. To verify display of statutory restriction “LIQUOR NOT TO BE SOLD FOR PERSONS BELOW 21 YEARS OF AGE” and statutory warning “CONSUMPTION OF ALCOHOL IS INJURIOUS TO HEALTH” and “BE SAFE – DON’T DRINK AND DRIVE”. 14. To verify whether board mentioning ban on plastic 15. To report the physical verification of stock, cash, records and other instruction given from time to time. 16. Any other additional scope or other items added from time to time. SCOPE OF AUDIT AT DISTRICT MANAGER’S OFFICE REVENUE RELATED: SALES RELATED: 1. Verification of Accounting of shop wise monthly stock transfer at MRP value in the concerned shop account with reference to Customer ledger issued by Depot/s. 2. Verification of Tallying monthly stock receipt of all shops with reference to Depot Stock Transfer/Customer Ledger of concerned Depot-variation if any reported with reason. 3. Verification of Accounting of shop wise sales- reference may also be made to shop wise audit reports. 4. Verification of day wise/shop wise sales proceeds remittance into bank, total for the month and Remittance/sales reconciliation 5. Verification of Shop wise closing stock at MRP value - reference may also be made to shop audit report 6. Verification of Stock return from shop and accounting in shop and confirmation from depot with reference to Customer Return Note 7. Verification of Accounting of Collection of Shortage, Penalty on shortage/ excess and interest thereon. 8. Verification of Non operative collection Bank Accounts reconciliation including fund transfer reconciliation to Head Office. 9. Verification of Sale of empty/ waste carton boxes – remittance 10. Verification of Fine, if any, collected
BAR RELATED 11. Bar – permission given for collection of empty bottles / sale of eatable under Rule 9A of the Tamil Nadu Liquor Retail Vending (in Shops and Bars) Rules, 2003. - Receipt of application fee amount –deposit into bank – credit by banker–raising tax invoice in TASMAC portal. - Receipt and accounting of earnest money deposit – deposit into bank, refunds in the case of unsuccessful bidders– adjustment towards security deposit– documentation etc. - Refer instructions from Head Office regarding upset price. - Selection of highest bidder – computation of demand as per Head Office instruction. - Checking collection of 2 months security deposits into bank – credit to TASMAC bank account – documentation. - Collection first month demand – 99% separate DD favouring Government account – 1% TASMAC commission - Deposit of 99% in Government account – verification of challan - Deposit of 1% commission in TASMAC account in bank, bank credit and documentation - Raising monthly demand in all months before 5th of the concerned month. - Receipt of demand (99%+1%) 5th of every month – if delay 2 days grace period – from 8th along with interest and applicable GST on interest shall be collected and GST shall be paid to Government. - Maintenance of Bar registers all supporting documents - In the case of Bar tender period expired cases adjustment against security deposit wherever pending – Bar refund working in prescribed format / Age wise bar due schedule/ party wise / Age wise bar deposit schedule - Month wise bar due collection schedule - Bar receipt and payment schedule as per Head Office format. - Verification of Bar records for proposal relating to adjustment against security deposit. - Verification and certification of schedules related to refund of security deposit. - Verification of generation of tax invoice on 1% bar commission under reverse charge mechanism and other instruction from Head Office issued from time to time - Verification of collection of penalty from bar licensees for violating tender conditions plus applicable GST thereon.
EXPENDITURE RELATED 12. Verification of DM operation account (cash book), vouching of Receipt and payment vouchers – accounting – posting in General ledger- Bank reconciliation 13. Funds transfer from H.O 14. Payment of salary – verification basic documents e.g. Attendance sheet collected from shops/ suspension orders–reinstatements– computation – recoveries– advice to bank- any difference between advice to bank and actual working- any wrong disbursement by changing name- any double payment- income tax calculation on salary wherever applicable– disbursement – society recovery – Government recovery, etc. 15. EPF Payment –management contribution – recovery from salary payment as per due date specified by the Act. 16. Payment of Bonus and Ex-gratia 17. Payment of Annual Additional Fixed Incentive – 18. Welfare payment to employees –Family Benefit Fund – Health Fund – Accident injury Disablement Fund – Employees deposit linked insurance scheme. 19. Payment of Government Recovery in respect of employees on deputation 20. Payment of fixed travel charge to Supervisors monthly 21. Payment of Rent to RV Shops – agreement – Renewal of old agreement – payment - recovery and payment of TDS if rent exceeds Rs.2,40,000 previous year – issue of TDS Certificate – payment of rent by ECS 22. Payment of electricity for shops – separate meter – EB Bills, etc. 23. Payment of Transport charges – finalized rate – computation transport bill– correctness - submission of PAN No – if more than 10 vehicle owned by him – recovery and payment of TDS – Recovery at MRP of damaged goods from bill – recovery of GST – payment of GST – Payment of EPF on load men in Depot by Transport contractor. 24. Printing and Stationery expenditure – quotes for deciding lowest one (L1) – rate finalized – payment 25. Tour advance – DM- others - Release of tour advance / settlement of tour advance – age wise details of pending settlement of tour advance – car hire charges – payment of GST under reverse charge 26. Payment of Postage, telegrams and courier expenses 27. Payment of conveyance and other petty expenses – payment of GST on car hire charges on reverse charge 28. Payment of Advertisement bill – Recovery of TDS – Payment of bill, payment of income tax TDS-GST TDS– issue of TDS Certificate 29. Payment of Legal fees – GST under reverse charge 30. Refund of deposits: - Shop personnel security deposit - Transport contractor security deposit - Other deposits if any 31. Purchase of fixed assets – Maintenance of fixed assets register – writing unique ID Numbers, documentation. 32. Payment of repairs and maintenance – any wrong classification of assets – TDS if any – Payment etc., 33. Payment of Statutory dues (EPF /TDS/ GST) and filing returns connected therewith: - TDS (Quarterly return) - EPF (Monthly return) 34. Imprest advance – petty cash expenses etc.,
DISTRICT MANAGER OFFICE MONTHLY ACCOUNTS – RECEIPT AND PAYMENT STATEMENT AND ACCOUNT SCHEDULE VERIFICATION AND FINALISATION OF: 35. Maintenance of Accounts under double entry system 36. Schedule: Consolidated Receipt and Payment Statement 37. Sch: Annual Entry – Computation of Pension contribution on employees on deputation – Maintenance of pension contribution register – 38. Sch: Details for earned leave encashment (Annual) 39. Sch: Details of Deposit- electricity deposit – Telephone – Rent - Fuel – Security deposit - shop personnel – Bar contractors (Annual). 40. Sch: Rent – month wise due – month wise payment – closing balance 41. Sch: Tour advance – Settlement – age wise details 42. Sch: Festival advance/Motor cycle advance other advances – recovery – closing balance 43. Sch: Salary details schedule 44. Sch: Details of security deposit from shop personnel 45. Sch: Annual Additional Fixed Incentive (Annual) 46. Sch: Total Internal Audit fee – outstanding – reconciliation with H.O 47. Sch: Outstanding liabilities 48. Sch: Bonus & Ex-gratia payment for previous year, for current year (Annual). 49. Sch: Month wise number of employees schedules 50. Sch: Payment of Dearness Allowance arrear – recovery of EPF (Annual) 51. Sch: GST - transport contract / others 52. Sch: Details as required for tax audit 53. Sch: TDS – Salary and others 54. Sch: Bar deposit collection of 2 months deposits – OB/Receipt/Adjust/Refund/CB 55. Sch: Monthly demand 99% to Govt and 1% Commission to TASMAC 56. Sch: Collection and deposit of demand – 99% separate DD favouring Government account – 1% TASMAC commission 57. Sch: Adjustment of demand against deposit and refunds 58. Sch: Age wise dues outstanding 59. Sch: Age wise deposits outstanding 60. Sch: Party wise deposit outstanding 61. Sch: Bar Remittance reconciliation 62. Sch: Sale of empty/waste carton-- in shops – allowance for wastage, GST remittance on the same. 63. Sch: Shop wise sales schedule volume/ value (IMFS/Beer) 64. Sch: Stock transfer as per depot /stock receipt as per RV shops – reconciliation – stock return – sales. 65. Sch: Bank wise remittance reconciliation shop wise report. 66. Sch: Item wise PV report – item wise closing stock –schedules – Sales reconciliation 67. Sch: Shortage and Misappropriation, penalty, interest and GST on penalty and interest 68. Sch: Pending self insurance and other insurance claims 69. Sch: Evaluation of shortage 70. Sch: Details for payment of Gratuity (Annual). 71. Sch: Pending legal cases 72. Sch: Installation of Fire Extinguisher. 73. Sch: FSSAI Certificate. 74. Sch: Building Plan Approval 75. Sch: Copy of FL1/ FL11 license 17. Sch: Statutory Warning “Consumption of alcohol is injurious to health” and “Be safe – dont drink and drive”. 76. Sch: Notice – Liquor shall not be sold to any person who has not completed 21 years of age. 77. Sch: Ban on plastic board 78. Any other item informed from time to time.
SCOPE OF AUDIT AT DEPOT 1. 100% Physical verification of stock at depot on monthly basis (once in 2 months – complete – other month random verification) 2. Comparison with Master Stock Register 3. Receipt of Goods and stock accounting - Verification of Goods Receipt Acknowledgement (GRA) with Master Stock Register - Verification of GRA with Breakage Register - Verification of percentage of Breakages and Missing bottles - Verification of GRA with insurance Register - Monthly Stock Receipt Reconciliation (with reference to GRA) - Verification of transit breakages at random with reference to consignment documents - Verification of bin card with stock MSR - Verification of demurrage statement with MSR and cost of 90 days/ IFL 180 days. - Verification of stock on the close of the financial year and certification of correctness of closing stock quantity - Verification of Handling loss and Missing bottles recovery - Sale of glass pieces and collection of GST thereon. - Excise labels and payment of GST thereon on reverse charge basis. - Verification of collection of shortage of stock at depot @ issue price to FL2/FL3 licensees and penalty @ 100% of issue price to FL2/FL3 licensees plus applicable GST thereon. Raising tax invoice towards penalty and GST thereon. - Verification of interest on shortages from the date of committing shortage till date of payment and GST thereon. Raising tax invoice which contains GST given above. - Verification of recovery of Excess amount.
4. Sales : - Verification of Sales Invoices of the previous month – Sale to FL2/FL3 licensees - Verification of receipt of sales amount through online payment from FL2/FL3 licensees and accounting the same into designated bank non operative collection account - Verification of Reconciliation of online receipt. - Ensuring funds transfer from above non operative collection account to HO account - Verification of Stock transfer invoices prepared in the previous month and acknowledgement by shops - Verification of excess/short collection register with daily/ monthly IX A reconciliation - Verification of value added (Sales) Tax Statement - Collection of TCS and remittance to Government Account, filing return and issuing TCS certificate - Monthly Reconciliation Statement - Demurrage advise, Sediment stock identification and forwarding details to Head Office
VERIFICATION OF OTHER DEPOT TRANSACTIONS 5. Verification of Cash Book – including Vouchers – Receipts & Payments, Bank Reconciliation, 6. Verification and Accounting of Funds transfers from Head Office 7. Payment of salary – computation-recovery- net payment 8. Verification of TDS on Salary Income – remittance before due date – issuing TDS certificate 9. Payment of rent for rented godown –recovery of TDS / payment of TDS / filing return and issuing certificate 10. Verification of Dearness Allowances Arrears. 11. Verification of Payment of Security Charges. 12. Verification of Accounting & Payment of Bonus & Ex-gratia. 13. Verification of Payment of Holiday Turn Duty Allowance (HTDA) and Out of Pocket Expenses (OPE). 14. Verification of Medical Expenses reimbursement. 15. Verification of Government Recovery from salary and Payment. 16. Verification of various advances & recoveries - Festival Advance. - Motor Cycle Advance. - Marriage Advance - Computer Advance - Others 17. Verification of Payment of Electricity Charges. 18. Verification of Payment of Printing and Stationery – Selection of Lowest Quote, Effecting payments accordingly, recovery of TDS Payment of TDS before the dates. 19. Verification of Travelling Expenses. 20. Verification of Purchase of Fixed Assets, Maintenance of Fixed Assets Register. 21. Verification of Checking writing of Unique ID Numbers. 22. Verification of Recovery of EPF from salary & Payments 23. Verification of accounts Schedules:- - Receipts and Payment Statement - Sch: Pension Contribution Paid. - Sch: Pension Contribution Payable.(Employees on Payable). - Sch: Deposits Paid. - Sch: Rent Details. - Sch: Stock of Excise Label. - Sch: Tour Advance. - Sch: Handloom Advance, T.T.A Education, Marriage Advance, Motor cycle Advance etc., - Sch: Purchase of Fixed Assets. - Sch: Details of Sale of Fixed Assets raising invoice with GST. - Sch: Funds Received from Head Office. - Sch: Recoveries from TASMAC Regular Employees. - Sch: Salary and EPF Details. - Sch: Outstanding Liabilities. - Sch: Payment of Rent. - Sch: TDS on Printing and Stationery. - Sch: TDS on Salary. - Sch: TCS on Liquor Sale to FL2 & FL3 Licensees. - Sch: Sales & Stock Transfer. - Sch: Miscellaneous Expenses. - Sch: Bonus & Ex-gratia Payment. - Sch: Staff Data for Bonus Calculation (Annual) - Sch: Arrears of Dearness Allowances. - Sch: Particulars of Earn Leave Encashment.
24. Confirmation of Balances – Details for Telephone deposits and others
AT SENIOR REGIONAL MANAGER’S OFFICE 1. Verification of Cash Book, Receipt and Payment Vouchers, Bank Reconciliation, Reversal of Stale Cheque etc., 2. Verification of Imprest Advance & Petty Cash Advance. 3. Verification of Receipt and accounting of Funds from Head Office. 4. Verification of Payment of Salaries – Computation, Recoveries including TDS – Disbursement through bank, Issue of TDS Certificates. 5. Verification of Payment of Bonus & Ex-gratia – Verification of Eligibility, Computation & disbursement (Including Adhoc Pongal bonus). 6. Verification of Maintenance of Registers for payment of Pension Contribution and other Government recoveries and for payments. 7. Verification of Payments of HTDA & OPE – Verification of documents, supporting papers etc., 8. Verification of Medical Expenses reimbursement. 9. Verification of Payment & recovery of Fixed Assets, Motor cycle Advance, Handloom Advance, Tour Advance, and Computer Advance etc., 10. Verification of Payments to Computer Programmers TA, DA. 11. Verification of EPF – Including Management Contribution, Payments etc., 12. Verification of Payment of TDS. 13. Verification of Payment of GST. 14. Verification of Payment of Electricity Charges. 15. Verification of Payment of Fuel Expenses. 16. Verification of Payment of TDS on Rent, Filing of Returns etc., 17. Verification of Purchase of Fixed Assets – Maintenance of Fixed Assets Register. 18. Verification of Schedules: Sch: Pension Contribution Paid. Sch: Pension Contribution Payable. Sch: Deposits Paid. Sch: Rent Details. Sch: Tour Advance. Sch: Travel Advance. Sch: Handloom Advance, T.T.A Education, Marriage, Motor cycle Advance etc., Sch: Purchase of Fixed Assets. Sch: Details of Sale of Fixed Assets. Sch: Funds Received from Head Office. Sch: Recoveries from TASMAC Regular Employees Month wise. Sch: Salary & EPF Details Month wise. Sch: Outstanding Liabilities. Sch: Tax Deducted at Source (TDS). Sch: Payment of Bonus & Ex-gratia. Sch: Staff data for Bonus calculation. Sch: Arrears of Dearness Allowances (DA). Sch: Details of Earn Leave Encashment. 19. Verification of Confirmation of Balances - Telephone Deposits and others 20. Verification of List of Fixed Assets with Identification Numbers. 21. Auditors to consolidate the shortage and excess in Retail Vending shop audit for the previous month. 22. Auditor forward the consolidated shortage and excess month wise to Head Office. 23. Auditor to consolidate the Retail Vending auditors report.
AT CORPORATE OFFICE, CHENNAI
1. Revenue from Operations: - Accounting of Sale of IMFS/Beer- retail and FL2 and FL3 - Accounting of agency commission for collecting bar tender amount 2. Other Income: - Accounting of interest income from Bank deposits - Verification and accounting of discount earned on prompt payment to suppliers - Other income- demurrage, penalties, registration fee, etc
3. Purchase of IMFS and Beer items - Processing bills for payment, recoveries, - Verification of payment to suppliers - Payment of advance to Suppliers 4. Closing stock valuation – IMFS and Beer
5. Employees Remuneration and Benefits: - Payment of Salaries – Computation – Recoveries – Disbursement through bank - EPF monthly return – making payment – online - Payment of Bonus & Ex-gratia – Verification of eligibility – Computation and Disbursement (including Adhoc Pongal Bonus) - Maintenance of Registers for payment of Pension Contribution and other Government recoveries – Payment ( for Deputation Employees) - Payment of Holiday Turn Duty Allowances and Out of Pocket Expenses – Verification of documents and supporting papers - Verification of Medical Expenses reimbursement - Verification of Payment and recovery of Festival Advance, Motor Cycle Advance, Handloom Advance, Tour Advance and Computer Advance. - Government Recovery and Payment - EPF including Management Contribution and Payment etc., - Payment of Gratuity & Other Retirement Benefits - Leave Salary Provision and Payment. 6. Finance Cost: - Calculation & Accounting of Interest on Loans & Advances & its recovery 7. Depreciation and Amortization of Expenses - Verification of Depreciation on Fixed Assets - Value Added Tax – filing return- monthly payment - GST – Raising Tax invoice, - GST – TDS reduction – filing return – making payment – accounting. 8. Other Expenses: - Payment of Rent - recovery of TDS and Payment - Payment of Electricity Charges - Payment of Fuel Expenses - Maintenance of Log Book register for Vehicles - Payment of Insurance premium – Vehicle Insurance – Stock Insurance and Transit Insurance – Claims Preference – Settlement – Accounting. - Payment of Annual Privilege Fee to Government - Payment of Rates and Taxes - Payment of Legal Fees – Recovery of TDS and Payment – Payment of GST on Reverse Charge - Accounting of Bank Charges - Payment of Auditors Remuneration – Statutory Auditors’ Fees – VAT Audit Fee – Tax audit fee – GST audit fee Recovery of TDS and Payment - Issue of TDS Certificate. - Payment of Internal Audit Fees – Accounting of internal audit fee – Preparation of Outstanding liabilities - Recovery of TDS and Payment. - Payment of Annual Additional Fixed Incentive - Payment of Printing and Stationery – Selection of lowest quote – Payment – Recovery of TDS - Repairs and Maintenance Expenses – Payment – Accounting – recovery of TDS - Verification of Travelling Expenses – Payment of GST on car hire charges on reverse charge 9. Calculation of Bonus eligibility (Allocable and Available surplus) for Retail Vending personnel under the Payment of Bonus Act, 1965 and Payment of Bonus (Amendment) Act,2015. 10. Submission of half yearly reply to questionnaire prescribed by the Finance (BPE) Department for Audit Committee Meeting in each six months. 11. Secured loan from banks 12. Unsecured loan from banks 13. Availability of Cash credit and Interest thereon 14. Provisions for doubtful items 15. Provisions gratuity/ leave encashment/ others if any 16. Cash balances at bank 17. Bank reconciliation 18. Fixed deposit placement and interest calculation 19. Classification and accounting of fixed assets 20. Maintenance of fixed assets register 21. Payment of capital advances for construction of godown 22. Income tax files 23. Sales tax files 24. Other files related to accounts 25. Various other accounts 26. Files related to construction of godown 27. Purchase of land for construction of godown. 28. Computation of demurage. 29. All Head Office records and files having finanacial implication. 30. Items to be covered as per the instructions issued from time to time.
******** Page 1 of 2 Appendix – 5 PROFILE OF THE INTERNAL AUDIT FIRM
Status of the Firm: Partnership firm Sole Proprietorship firm Sl. Particulars Required Documents No. 1. Name of the partnership firm / Provide a copy of firm’s partnership Proprietorship deed / supporting document proprietorship 2. Head office Address of the Firm Provide a copy of telephone bill / / Proprietor Property tax payment receipt/copy of rental agreement 3. Land line phone number of the Provide a copy of telephone bill firm’s head office / Proprietor 4. Fax number of the firm’s head Provide a copy of telephone bill office / Proprietor 5. Email id of the Firm / Proprietor
6 (a) Details of branch offices of the (provide copies of required firm / Proprietor information in Sl. No.2, 3, & 4) 6(b) Location of firm within the provide copies of required District or adjoing Districts for information in Sl. No.2, 3, & 4) which expression of interest/ tender for empanelment is given by the firm. 7. Valid Firm Registration Provide a copy of “Firm Number / Certificate of Constitution Certificate” in case of Practice firm or “Certificate Of Practice” in case of independent practice. 8. Date of Establishment of the firm As per Serial No.7 above / Date of Commencement of Practice 9. Valid GST registration number of Provide copy of GST Registration the firm / Proprietor (GSTIN) 10. Income Tax PAN of the firm / Provide copy of PAN card. individual 11. Valid Registration/Empanelment Provide copy of the registration with office of the Comptroller and Auditor General of India 12. Valid Registration/ Empanelment Provide copy of the registration with Reserve Bank of India 13. Categorization by ICAI, if any 14. Annual turnover of the firm for Provide self certified copies of IT the years: 2016-17. 2017-18, and Returns for the year 2016-17, 2017- 2018-19 (with the breakup of 18, and 2018-19 and self certified income towards Audit, Tax copies for break-ups. matters, & others) 15. Current / previous experience Attach copy of engagement letters with TASMAC 16. Details of each partner / qualified • Photo MUST be provided in all staff / semi-qualified staff / cases article clerks / others (use • Details of specific experience in TASMAC audit and retails stores separate sheets for each class of (other than TASMAC retail staff) shops) provided separately in each case # 17 Experience in Statutory audit/ Provide copy of appointment order Internal auditing of Public Sector for internal audit of these enterprises. Enterprises (either Central or State Govt – PSU including Co- Operative societies, Co- Operative banks and Public sector banks). Partners (CAs/CMAs) / Qualified staff (CAs/CMAs) as on 31.12.2019$ Sl. Name Dat Full Length ICAI / Education Key Experien Ema Mobil No of the e of time of CMA al area of ce # il id e . partner Birt partn associati Membersh qualificati experti numb / h er / on with ip on se er qualifi part the firm Number time ed staff partn er 1 2
Semi-qualified (existing) staff as on 31.12.2019 $: Sl. Name Date Length of Educational Key area Experience Email Mobile Remarks No. of the of association qualification of # id number staff Birth with the expertise firm 1 2
Article clerks (existing) as on 31.12.2019$: Sl. Name Date Length of Educational Key area Experience Remarks Email Mobile No. of the of association qualification of # id number article Birth with the expertise clerk firm 1 2
Others existing staff as on 31.12.2019$: Sl. Name Date Length of Educational Key area Experience Remarks Email Mobile No. of the of association qualification of # id number staff Birth with the expertise firm 1 2 # Details of specific experience in TASMAC audit and retails stores (other than TASMAC retail shops) provided separately in each case $ Use separate sheet for each staff Appendix – 6
PROFORMA FOR LETTER OF AUTHORIZATION FOR ATTENDING BID OPENING
Subject: Authorization for attending Bid opening on ------in receipt of the tender at TASMAC, Chennai for appointment of Internal Auditor through empanelment to undertake Internal Audit of Accounts and transactions of TASMAC on behalf of ______
Following persons are hereby authorized to attend the bid opening for the tender mentioned above on behalf of ______(Bidder) in order of preference given below.
Order of preference Name Designation Specimen Signature
I
II
Alternate Representative ______
Signature of Bidder Or Officer authorized to sign the bid on behalf of the bidder.
Note: 1. Maximum of two representatives will be permitted to attend bid opening. In cases 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 the bids are to be opened, may be refused in case the authorization as prescribed above is not received. Appendix – 7 Empanelment Table Engaged in Whether eligible Whether eligible Whether eligible Whether eligible TASMAC for empanelment for the panel for for the panel for for the panel for audit during the period appointment appointment appointment from 2020-21 to during 2020-21 during 2021-22 during 2022-23
2022-23
2014-15, Yes Yes Yes Yes 2015-16, & 2016-17 OR
(Up to the year 2016-17)
2015-16, Yes No Yes Yes 2016-17, & 2017-18 OR
( Up to the year 2017-18)
2016-17, Yes No No Yes 2017-18, & 2018-19 OR
(Up to the year 2018-19)
2017-18, No No No No 2018-19, & 2019-20 OR
(Up to the year 2019-20)
2018-19, & Yes Yes No No 2019-20
2019-20 Yes Yes Yes No