NOTICE INVITING QUOTATION

Transcription

1 West Bengal Forest Development Corporation Limited ( A Govt. Of West Bengal Undertaking ) Office of the General Manager (North) Swamiji Sarani, Hakimpara, Siliguri. Phone/Fax : NOTICE INVITING QUOTATION Sealed Quotation in prescribed format are invited by the General Manager (North), West Bengal Forest Development Corporation Ltd., Swamiji Sarani, Hakimpara, Siliguri from the experienced Chartered Accountant Firms for Internal Auditing of the following North Bengal Divisions of WBFDC Ltd. for the Financial year We may extend the agreement with the firms for a further period of one year considering the performance of the Audit Firm. Sl. Place of Auditing No. 1 Office of the General Manager (North), Siliguri PROJECT - I 2 Office of the Divisional Manager, Kurseong (Logging) Division, Siliguri with PROJECT - II 3 Office of the Divisional Manager, Government Saw Mills Division, Siliguri with PROJECT - III 4 Office of the Divisional Manager, Saw Milling Division, Jalpaiguri with different PROJECT - IV Range Offices. 5 Office of the Divisional Manager, Buxa (Logging) Division,Alipurduar with PROJECT - V 6 Office of the Divisional Manager, Kalimpong Forest Division, Kalimpong with PROJECT - VI 1. Eligibility Criteria: a) The Audit Firm must have a minimum 5 Five years of experience in Auditing in Government Departments/Public Sector Undertakings/Autonomous Bodies/Industrial Campuses /Educational Institutions/Local Bodies certificate to be enclosed in this respect. (b) The Agency must submit Current Income Tax Return, Professional Tax Registration number, Service Tax Registration number PAN No. etc.. (c) The Agency must have a minimum annual turnover of Rs 12 (Twelve) lakh. Audited Balance Sheet and Profit & Loss account for the last three years must be submitted. 2. Submission of Quotation: Interested agencies are required to submit the Technical and Price bids separately. The bids in separate sealed covers containing Technical Bid and Price Bid should be placed in a third sealed cover super scribed Tender for Internal Audit at WBFDC Ltd. (North Bengal). The tenders should reach the office of the General Manager (North), W.B. Forest Development Corporation Ltd., Swamiji Sarani, Hakimpara, Siliguri by 4.00 PM on Opening of Quotation: The Technical Bids will be opened on at 2.00 PM in the office of the General Manager (North), W.B. Forest Development Corporation Ltd., Swamiji Sarani, Hakimpara, Siliguri Only the Price Bids of bidders shall be opened on whose Technical Bids are considered satisfactory. The bids will be opened in presence of such bidders as may be present. Intending bidders should acquaint themselves with the work and working conditions of the site and locality before submission of tender.

2 TERMS & CONDITIONS OF CONTRACT 1. The requirement of Auditing is as follows: Information and Conditions relating to Submission of Bids Sl. Place of Auditing No. 1 Office of the General Manager (North), Siliguri PROJECT - I 2 Office of the Divisional Manager, Kurseong (Logging) Division, Siliguri with PROJECT - II 3 Office of the Divisional Manager, Government Saw Mills Division, Siliguri with PROJECT - III 4 Office of the Divisional Manager, Saw Milling Division, Jalpaiguri with PROJECT - IV 5 Office of the Divisional Manager, Buxa (Logging) Division,Alipurduar with PROJECT - V 6 Office of the Divisional Manager, Kalimpong Forest Division, Kalimpong with PROJECT - VI 2. The Scope of works is enclosed herewith in a separate sheet. Scope of work of the Internal Auditors :- The internal auditors of this Corporation will work as internal check system of the management. Instead of raising objections and/ or observations they will rectify those at the spot with the help of the accounting personnel so that the other auditors (Statutory auditors and A.G. auditors) cannot raise unnecessary objections/observations. In this context the Internal Auditors of this Corporation will follow the following guidelines :- 1. During their checking of Cash Book, Ledger, Journal Book, Voucher and other Registers some errors like absence of signature of the authority, date, absence of Revenue stamp, casting mistake, not inked-up unnecessary rubbing, cutting etc. and other clerical errors should be rectified at spot as far as practicable. They will submit a report to the concerned Divisional Manager regarding the errors which are not rectified at spot with a copy to the General Manager for immediate rectification. But the auditors should not increase the volume of their report by inserting the above observations considering the material point of view. 2. They will scrutinize the capital and revenue expenditure and report to the management in details regarding the revenue expenditure charged under capital head of service of vice-versa if not rectified at divisional level. But in no case they will create any pressure for rectification, but to submit their suggestion for rectification. 3. They will scrutinize whether the expenditure are made as per sanctioned budget or not. Also submit a report on variance analysis. 4. They will also observe whether the D.O.P (Delegation of Power) is properly followed or not. 5. Regarding revenue (Sale of timber etc.) they will go through the auction sale notice and/or tender sale notice whether the sale notice is properly followed or not. Regarding sale through tender they will find out and report the authority the reason of such tender sale and the authority on the basis of which the tender sales are made. They will check the bid register, running bid register and installment register. They will also check whether 25% and 75% revenue as per the condition of the sale notice is properly received or not. They will also check whether late fees and depot rent is properly received or not. They will also check the withdrawn lots are properly placed in the next auction or not. They will also compare between the withdrawn price and present auction price. If there is any discrepancy they will report the management along with local authorities comments. 6. They will go through the papers and documents regarding Co-operative allotments including its calculation of rates, specially variation of rates by mixing low girth high girth timber species mix etc. 7. They will point out the irregularities regarding allotment of sawn timber to the dealers from the saw mills.

3 8. They will also go through the steps taken for realization of old sundry debtors. As credit sales are strictly prohibited in this corporation the auditors will submit a divisional wise list of new sundry debtors. 9. Please ensure whether the accounts are prepared and books and documents are maintained as per new accounts manual or not. 10. The Operational Expenses like Wilderness & Nature Education, Forest Conservancy & Protection, Joinery Operation & Honey Operation etc. should be checked thoroughly and confirm the management that in the above head of service there is no capital and other unnecessary expenses are plugged. 11. Regarding work through tender and /or sale through tender the function of the tender committee should be brought in to light. (Purchase, sales & work through quotation is highly objectionable). 12. Please mention whether the important registers like Asset Register (location wise), Stores Register, Consumable Stores Register, Permit Register etc. are maintained both range office and divisional office level or not. 13. Timber and Other Forest Produce is the main source of income of this Corporation. So the auditor should thoroughly check the quantitative statement regarding production, sales, inter division stock transfer, wastage percentage, internal consumption etc. They will submit a report to the management regarding production in the following manner :- a) C.F.C Production m3 b) C.D. production.. m3 c) Drift production...m3 d) Offence..m3 14. Against project work (both South Bengal & North Bengal) they are requested to reconcile the Advances made to DFOs with quantification. 15. In every division there exists a number of truck, touring vehicle, skyline winch machine, mobile van etc. They will prepare machine wise performance report so that the management can know the present position of the machine. 16. The auditors will ensure whether physical verification of timber & other forest produce, Fixed Assets location wise are properly done or not. 17. They are requested to give certain visit to the range office for cash verification and ensure whether there is any discrepancy or not. Revenue cash must be deposited into bank immediately on the same date and /or on the next working day. Conversion of Revenue Cash into F.A. Cash is an offence and must be brought into light by the auditors. They will also ensure whether Cash book is regularly maintained (denomination wise) or not. They will also verify the Bank Reconciliation Statement in each and every division. 18. They will verify the stock register ( stock of timber and other forest produce, printing & Stationary Register, stores register) on test check basis. 19. TDS, TCS & Other statutory liabilities are properly deposited to the concerned authority or not. They will also confirm regarding the submission of the ETDS return in time. If there is any delay in deposit of TDS & TCS they will mention the same along with penal interest (expected). 20. They will also prepare the performance report of the industrial units (Saw Mills, Honey filtration Unit, Timber Treatment Plant, Timber Seasonal Units, Citronella Oil Extraction Unit, Joinery & Carpentry Unit, Darjeeling Rope Way etc.) Eco-Tourism Centre (Both at North Bengal and South Bengal), Timber Sale Centre (both at North Bengal and South Bengal), Sky-Line crane and winch machines, Motor Trucks and touring Vehicles. 21. Expenses and revenue for earlier years (Prior-period expenses & revenue) are properly taken in to account or not. In this connection expenses and/or revenue up to Rs. 2000/- should be ignored. 22. They will thoroughly check regarding the adjustment of advances like Advance from Customers with Sales, T.A. Advance with Traveling & Conveyance, Festival Advance, Work Advances, House Building loan, Motor Cycle Advance etc are properly recovered or not. They will also scrutinize the T.A. Advance, Festival Advance, House Building Loan, Motor-Cycle Advance etc. With Debit/Credit advances for employees who are already been transferred. 23. They are free to submit any recommendation regarding the improvement of accounts, internal check system etc. 24. They are also requested to check the felling register and also requested to reconcile the volume of timber felled with transport and receipt at depot with supporting challan timber measurement note book etc. 25. They are requested to check the felling register with supporting documents like Marking List supplied by DFO/ Working Plan. 26. They May check the Sales in volume with supporting documents like Transit Pass (T.P.). 27. They are also requested to check whether the felling expenses like, cutting logging, debarking, loading unloading, rolling etc. are within the specified rate as fixed by this Corporation and/or Department.

4 28. They with also mention whether the stock and/or stores register of the Eco-tourism centers (Furniture, Crockery s, utensils, Pillow, quilt, mattress, Mosquito-net etc.) are properly verified or not. 29. In case of major discrepancy, which need immediate action and/or rectification, they may submit a close envelop only to our Managing Director. 30. They will verify whether the discloser as per accounting standard like discloser of Accounting Policies, valuation of inventories, cash flow statement, events occurring after the Balance Sheet date, Accounting for Government Grant, Accounting for Investments borrowing Cost, segment Reports, Related Party Discloser, Leases, Consolidated Financial Statements, Accounting for Taxes on Income, Discontinuing Operations, Interim Financial Reports, Intangible Assets, Financial Reporting of interest In Joint Ventures, Impairment of Assets, Provisions, Contingent Liability & Contingent assets. 31. To interact with the statutory auditors and guide the Corporation to remove the qualification raised by the statutory auditor. 32. They will guide the management to present the financial statement as per the companies Act. And Accounting Standard prescribed by ICAI. 33. They will also verify whether the following schedules are properly prepared or not Age wise Sundry Debtors, Pre-paid Expenses, Accrued Income, Valuation of Closing Stock, Bank wise Fixed Deposit, Range wise Closing Cash Balance, Bank Wise closing Bank Balance, Outstanding Liabilities, Depreciation on Fixed Assets etc. are properly prepared at the end of each financial year or not. 34. To verify whether all the transactions are entered within the ambit of the Companies Act. Or not. 3. The Firm should Audit the different offices of WBFDC Ltd. Quarterly strictly in accordance with the recent Accounting Manuals. They should immediately inform about the mistakes, abnormalities in the accounts of the division to the concerned Divisional Manager under a copy directly to the General Manager (North). As well as they should mention how the rectification can be done. 4. The Firm will be wholly responsible for the Internal Audit. If it is found later on that Statutory Auditor or AG Auditor found any discrepancy, which the Internal audit Firm has not mentioned, then the Internal audit Firm will have to solve the problem. 5. In quoting the price the Firm must consider their Audit Fees, all travelling expenses taxes if any or any other expenses etc. And they have to mention the Fees, expenses etc separately in their Financial Bid. We will not provide any Car. Food & lodging will be provided by the corporation. 6. The contract is likely to continue for a period of one year from the date of commencement. We may extend the agreement with the firms for a further period of one year considering the performance of the Audit Firm. 7. The Quotation containing eligibility criterion, scope of work and terms and conditions can be obtained from the office of the General Manager (North), W.B. Forest Development Corporation Ltd., Swamiji Sarani, Hakimpara, Siliguri from to All pages of the Quotation should be signed by the owner of the firm or his authorized signatory. In case the tender is signed by the authorized signatory, a copy of the power of attorney/authorization should be enclosed along with tender. 9. A copy of the terms and conditions shall be signed on each page and submitted with the Application form as token of acceptance of the terms and conditions. 10. To assist in the analysis, evaluation and computation of the bids, the Authority may ask tenderers individually for clarification of their bids. The request for clarification and the response shall be in writing but no change in the price or substance of the bid offered shall be permitted.

5 11. After evaluation, the work shall be awarded to the Audit Firm which meets all the conditions and has quoted the lowest rate. In case two or more Firms are found to have quoted the same rates, the work shall be awarded based on the past performance of the Firm, length of experience etc. The decision of the WBFDC Ltd. in this regard shall be final. 12. The rates quoted by the Quotationer shall be treated as final. No enhancement of rates shall be allowed during the contract period. 13. The WBFDC Ltd. reserves the right to accept or reject any or all bids without assigning any reasons. (L.G.Lepcha, IFS) General Manager (North) W.B. Forest Development Corporation Ltd.

6 TENDER DOCUMENT Quotation for Internal Audit of Different Office of WBFDC Ltd. Situated in North Bengal. 1. Name & Address of the Audit Firm with phone number, and name and telephone/mobile number of contact TECHNICAL BID (In separate sealed Cover-I super scribed as Technical Bid) 2. Particulars of experience (attach certificates, testimonials etc) in the work of providing Security Services with details of works carried out in last 3 years. 3. Set up of the Organization with details of Managerial, Supervisory and other staff 4. Please attach copy of last return of Income Tax. 5 Please attach balance sheet of the company, duly certified by Chartered Accountant for last 3 years. 6. PAN No. (Please attach copy) 7. Service Tax Registration No. (Please attach copy) 8. Do you accept the terms & conditions of the tender? Please sign each page of terms and conditions as token of acceptance and submit as part of tender document 9 Have you submitted Power of Attorney/authorization for signing the bid documents?

7 10 Is there any case is pending with the police against the proprietor/firm/partner or the Company (Agency)? Indicate any convictions in the past against the Company/firm/partner. 11 Details of the contract with any Govt./ Public sector undertaking etc. with contact person's name and telephone /cell No.. Declaration by the Tenderer: This is to certify that I/We before signing this tender have read and fully understood all the terms and conditions contained herein and undertake myself/ourselves to abide by them. (Signature of Tenderer with seal) Name: Seal: Address: Phone No (O): Date:

8 TENDER DOCUMENT FOR PROJECT- I Quotation for Internal Audit of Different office of WBFDC Ltd. Situated in North Bengal. To The General Manager (North) W.B. Forest Development Corpn. Ltd. Swamiji Sarani, Hakimpara, Siliguri. PRICE BID / QUOTING RATES (In separate sealed Cover-II super scribed as Price Bid) Sir, I/We, hereby submit our rates for Internal Audit at North Bengal Divisions of WBFDC Ltd. on contract basis for a period of one year from the date of commencement of the contract. The rates are as follows: Sl. No. Items Rates (in Rs.) 1 Audit Fees 2. Travelling Expenses 3. Service Tax 4. Other Taxes, if any 5. Other Expenses if any TOTAL ; I/We have read the tender documents. I/We undertake to abide by the tender notice & terms and condition laid down in the tender documents. Yours faithfully, ( ) (Signature of Tenderer with seal) Name: Seal: Address: Phone No (O): Date:

9 TENDER DOCUMENT FOR PROJECT- II Quotation for Internal Audit of Different office of WBFDC Ltd. Situated in North Bengal. To The General Manager (North) W.B. Forest Development Corpn. Ltd. Swamiji Sarani, Hakimpara, Siliguri. PRICE BID / QUOTING RATES (In separate sealed Cover-II super scribed as Price Bid) Sir, I/We, hereby submit our rates for Internal Audit at North Bengal Divisions of WBFDC Ltd. on contract basis for a period of one year from the date of commencement of the contract. The rates are as follows: Sl. No. Items Rates (in Rs.) 1 Audit Fees 2. Travelling Expenses 3. Service Tax 4. Other Taxes, if any 5. Other Expenses if any TOTAL ; I/We have read the tender documents. I/We undertake to abide by the tender notice & terms and condition laid down in the tender documents. Yours faithfully, ( ) (Signature of Tenderer with seal) Name: Seal: Address: Phone No (O): Date:

10 TENDER DOCUMENT FOR PROJECT- III Quotation for Internal Audit of Different office of WBFDC Ltd. Situated in North Bengal. To The General Manager (North) W.B. Forest Development Corpn. Ltd. Swamiji Sarani, Hakimpara, Siliguri. PRICE BID / QUOTING RATES (In separate sealed Cover-II super scribed as Price Bid) Sir, I/We, hereby submit our rates for Internal Audit at North Bengal Divisions of WBFDC Ltd. on contract basis for a period of one year from the date of commencement of the contract. The rates are as follows: Sl. No. Items Rates (in Rs.) 1 Audit Fees 2. Travelling Expenses 3. Service Tax 4. Other Taxes, if any 5. Other Expenses if any TOTAL ; I/We have read the tender documents. I/We undertake to abide by the tender notice & terms and condition laid down in the tender documents. Yours faithfully, ( ) (Signature of Tenderer with seal) Name: Seal: Address: Phone No (O): Date:

11 TENDER DOCUMENT FOR PROJECT- IV Quotation for Internal Audit of Different office of WBFDC Ltd. Situated in North Bengal. To The General Manager (North) W.B. Forest Development Corpn. Ltd. Swamiji Sarani, Hakimpara, Siliguri.. PRICE BID / QUOTING RATES (In separate sealed Cover-II super scribed as Price Bid) Sir, I/We, hereby submit our rates for Internal Audit at North Bengal Divisions of WBFDC Ltd. on contract basis for a period of one year from the date of commencement of the contract. The rates are as follows: Sl. No. Items Rates (in Rs.) 1 Audit Fees 2. Travelling Expenses 3. Service Tax 4. Other Taxes, if any 5. Other Expenses if any TOTAL ; I/We have read the tender documents. I/We undertake to abide by the tender notice & terms and condition laid down in the tender documents. Yours faithfully, ( ) (Signature of Tenderer with seal) Name: Seal: Address: Phone No (O): Date:

12 TENDER DOCUMENT FOR PROJECT- V Quotation for Internal Audit of Different office of WBFDC Ltd. Situated in North Bengal. To The General Manager (North) W.B. Forest Development Corpn. Ltd. Swamiji Sarani, Hakimpara, Siliguri. PRICE BID / QUOTING RATES (In separate sealed Cover-II super scribed as Price Bid) Sir, I/We, hereby submit our rates for Internal Audit at North Bengal Divisions of WBFDC Ltd. on contract basis for a period of one year from the date of commencement of the contract. The rates are as follows: Sl. No. Items Rates (in Rs.) 1 Audit Fees 2. Travelling Expenses 3. Service Tax 4. Other Taxes, if any 5. Other Expenses if any TOTAL ; I/We have read the tender documents. I/We undertake to abide by the tender notice & terms and condition laid down in the tender documents. Yours faithfully, ( ) (Signature of Tenderer with seal) Name: Seal: Address: Phone No (O): Date:

13 TENDER DOCUMENT FOR PROJECT- VI Quotation for Internal Audit of Different office of WBFDC Ltd. Situated in North Bengal. To The General Manager (North) W.B. Forest Development Corpn. Ltd. Swamiji Sarani, Hakimpara, Siliguri. PRICE BID / QUOTING RATES (In separate sealed Cover-II super scribed as Price Bid) Sir, I/We, hereby submit our rates for Internal Audit at North Bengal Divisions of WBFDC Ltd. on contract basis for a period of one year from the date of commencement of the contract. The rates are as follows: Sl. No. Items Rates (in Rs.) 1 Audit Fees 2. Travelling Expenses 3. Service Tax 4. Other Taxes, if any 5. Other Expenses if any TOTAL ; I/We have read the tender documents. I/We undertake to abide by the tender notice & terms and condition laid down in the tender documents. Yours faithfully, ( ) (Signature of Tenderer with seal) Name: Seal: Address: Phone No (O): Date :

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