ARTIFICIAL LIMBS MANUFACTURING CORPORATION OF INDIA
G T Road, Naramau, Kanpur 209217
"TENDER DOCUMENT"
of Tender No. Stock Audit/18-19/dated:06th Dec.2018 Due on 27th Dec.2018
Date:06.12.2018
To,
M/s
1.0 ABOUT THE COMPANY
ALIMCO is a Mini Ratna Category II CPSU working under the aegis of Department of Empowerment
of Persons with Disabilities, Ministry of Social Justice & Empowerment, Government of India. It is
registered under Section 8 of the Companies Act, 2013 and is a manufacturer of aids & appliances
for the disabled persons. The corporation is a nodal agency for implementation of ADIP, ADIP-SSA
and Rashtriya Vayoshri Yojna (RVY) schemes of Government of India. The corporation has its main
manufacturing plant and Head Office at Kanpur and other auxiliary production centers are located
at Bhubaneswar, Jabalpur, Bangalore, Chanalon (Punjab) and Ujjain. The marketing Centers of
the corporation are located at New Delhi, Mumbai, Kolkata, Hyderabad and Guwahati.
The corporation manufactures all its products in the main plant whereas the products manufactured in
its auxiliary plants are Tricycles, Wheelchairs and some tubular products and Marketing Centers are
only marketing the products. Amongst the auxiliary plants, manufacturing at Chanalon has been
outsourced and hence the inventory at various centers are as follows: -
Sl.No. Location Inventory in Form of Approximate Numbers
1. Head Office, Kanpur 1. Raw Material 600
2. Bought Out 1300
3. Work-in-progress 300 assemblies
4. General Stores 2300
5. Finished Goods 450
6. Scrap ---
2. APCs Bangalore, 1. Raw Material 100
Bhubaneswar, Jabalpur, 2. Bought Out 250
Ujjain 3. Work-in-progress 25 assemblies
4. General Stores 300
5. Finished Goods 300
6. Scrap ---
3. APC Chanalon 1. General Stores 100
2. Finished Goods 350
4. RMC Mumbai , Hyderabad, 1. Finished Goods Up to 100 (M, H, G)
Guwahati, Delhi & Kolkata Up to 250 (K and D)
Stock Audit Tender ALIMCO 2018-19 for 3 years Page 1
2.0 ABOUT THE TENDER, SCOPE OF WORK AND REPORT
The corporation wishes to outsource the physical verification activity at the financial year-end to
third party for the financial year 2018-19 and in case of satisfactory and timely performance; to
extend the same to further two more financial year ending.
The corporation, while publishing the tender in its website, is also approaching the Institute of
Chartered Accountants of India and the Institute of Cost Accountants of India to float the Tender
Enquiry to all its members for active participation in the Stock audit assignment which will be
conducted in all the centers of the corporation.
Sealed quotations are invited containing the following: -
a) Professional Profile with EMD of Rs 5000.00.
b) Price Bid.
Sealed envelope mentioning Tender Number & Details addressed to Assistant Manager (Finance),
Artificial Limbs Manufacturing Corporation of India (ALIMCO), G T Road, Naramau, Kanpur-209217
should reach by 15:00 Hrs. On 27th Dec.2018.
The Corporation shall not be responsible for any postal delay and no tender shall be acceptable
after the due date and time.
SCOPE OF WORK:
2.01 Successful firm shall be required to start the preparatory work by deputing their team on
the site for necessary study of movement control of the stocks. It should issue an advisory
on proper stacking and movement control in the unit allocated to it by end of February.
2.02 For APCs and RMCs, the firms should co-ordinate with Unit In-charge whereas for Head
Office, the co-ordination shall be handled by Assistant Manager (Finance & Accounts).
Overall coordination shall be done by Assistant Manager (Finance & Accounts) in Head
Office.
2.03 The firm should conduct quantitative analysis by detailing item-wise opening quantity,
inwards, outwards and closing quantity as per financial records and matching the closing
quantity with physical stock as per the Bin Card for reporting shortages/excesses.
2.04 The movement of the inventory should also be analyzed to report non-moving (more than 5
years) and slow moving inventory (3-5 years) and should also report thee actions taken by
the Unit in proper disposal/ alternative use of previous years non-moving/slow moving
inventory.
2.05 Tentatively, manpower required for physical stock taking and verification is at least 75 man-
days for Head Quarter, 15 man-days for AAPCs other than Chanalon and Ujjain, 7 man-days
for Chanalon & Ujjain and 5 man-days for RMCs at Kolkata, 3 man-days for RMC, Delhi, 2
man-days for RMC, Guwahati & Hyderabad and 1 man-day for RMC, Mumbai. This is however
indicative and at least 75% of these man-days are required at the site and balance for report
preparation and administrative works. The actual man-days may vary on the efficiency levels;
however, these man-days are mentioned for the purpose of reference.
Stock Audit Tender ALIMCO 2018-19 for 3 years Page 2
2.06 Moreover, indicative number of "A" Class, "B" Class and "C" Class items in Head Quarter and
APCs is 10%, 20% and 70% respectively. The Audit Plan should be so prepared that 100% of "A"
Class items are covered every year, at least 65% "B" Class items and at least 35% for "C"
class items are covered every year in Head Quarter and AAPCs. For RMCs 100% counting is
to be ensured.
2.07 In order to include the observation of Shortage/ Excess in relation to the Bin Card
Quantity, the statement showing Opening Balance as at the beginning of the financial year,
receipt during the year from various sources like purchase, stock transfer, production etc.
and consumption during the year to various sources like stock transfer, sales, etc. and
Closing Balance as at the end of the financial year as appearing in the BIN CARDS and
through other Store Documents are also required to be audited.
2.08 Valuation shall be done as per the accounting policy of the corporation and the same shall be
done on the basis of finalization of accounts and as such the same is not within the purview
of the stock audit assignment which is limited to physical audit and reporting of the quantity.
2.09 During the course of audit, discrepancies must necessarily be communicated to the Unit In-
charge in writing and finally reported after due care has been taken for typographical errors
or posting clerical errors. Findings should be discussed with Unit Head and the Report should
have an endorsement of such discussions.
REPORTS AND TARGET DATE:
Final stock audit Complete report (along with PDF File of the all Annexure also) for the
financial year is required to be given within 15 days from commencement of audit for RMCs,
within 20 days from the commencement of audit for APCs and 30 days from the
commencement of audit for Head Quarter. Accordingly, the final report shall be given for
RMCs and APCs in the month of April (latest 25th April) and for Head Office latest by 10th
May.
The Report shall include:
a) Statement of Closing Stock for each type of Store showing Physical Stock, Bin Card
Balance, Excess/Shortage indicating the extent of physical verification dividing the
entire stock category wise in A, B and C categories.
b) Statement showing Opening, Receipts, Consumption and Closing Stock as per 2.03 and
2.07 above
c) List of Slow-moving and non-moving items each category wise along with ageing as
per 2.04 above.
3.0 ABOUT THE TENDERER, ELIGIBILTY AND INSTRUCTIONS
ELIGIBILITY:
3.01 The tenderer shall be a firm of practicing Chartered Accountant/ Cost Accountant having a
valid certificate of practice issued from the respective institutes or a firm of Chartered
Accountants/ Cost Accountants. The firm should have at least 1 qualified, 2 semi-qualified
and 4 audit staffs reporting for audit at Head Quarter; 1 qualified, 1 semi-qualified and 2
audit staff reporting for audit at APC and 1 semi qualified and 1 audit staff reporting for
audit at RMC.
3.02 Any shortage in the manpower deployed by the audit firm shall result in commensurate
Stock Audit Tender ALIMCO 2018-19 for 3 years Page 3
deduction in the audit fee finalized.
3.03 Cases of non-reporting on the pretext of other audit assignments and consequently delay
in reports shall result in liquidated damages being imposed @1% for every week subject to
a maximum of 2 weeks.
TENDER PAPERS:
3.04 The Tender envelope should contain Earnest Money Deposit (EMD) of Rs 5000.00 in form of
Demand Draft / Bankers Cheque/ Pay Order in favour of "Artificial Limbs Manufacturing
Corporation of India" payable at Kanpur Mandatory.
3.05 Brief write up (Bio Data/Resume) on the constitution of firm, its partners with the Member's
COP, Membership No. and experience, the details of the paid staff/articled clerks, Audits being
handled presently (whether statutory/cost, stock, concurrent) and other relevant details the
bidder considers necessary to indicate- Mandatory.
3.06 GSTIN No. Mandatory.
3.07 A signed copy of Tender Documents accepting the scope and deliverables Mandatory.
3.08 Rates for the Stock audit assignment clearly specifying the rate quoted in figures and in words
and taxes, if any should be spelt out clearly (Price Quoted sheet must be duly signed & stamped).
In case no tax is quoted the rates shall be presumed to be inclusive of taxes. Quoting for any
one/all the base station is acceptable.
3.09 The rates are required to be quoted for each center separately as per Format "A" enclosed
with this tender.
INSTRUCTIONS TO TENDERERS:
3.10 The rates are required to be quoted for each center separately. Any person desiring to
quote for more than one center can do so provided he has sufficient manpower and resources
to conduct the audits and give the report within the time frame.
3.11 The quote to be submitted should indicate professional fee, taxes and out of pocket
expenses separately as indicated in the format. The out of pocket expenses includes
travelling expenditure, Hotel Charges, DA, Local Conveyance and other incidental charges.
This would be a single figure comprising of all of these expenses and no other amount other
than what is quoted is payable by the corporation.
3.12 To arrive at L-1 status, cost to company shall be considered wherein fee, and other statutory
dues, out of pocket expenses shall be considered. L-1 status based on total cost to company
shall be calculated for each center. In case no bifurcation of tax and other charges are given,
the rates quoted shall be presumed to be inclusive of tax and reimbursements.
SECURITY DEPOSIT:
3.13 For fulfillment of the contractual obligation of Stock Audit assignment, the successful firm shall
deposit Security Deposit of 5% of the total value (after adjusting Earnest Money deposit) of
job awarded. The Security Deposit shall be refunded on successful completion of the assignment.
VALIDITY OF OFFER/QUOTATION:
3.14 The offer/quotation against this Tender shall be valid up to 45 days from date of opening.
Stock Audit Tender ALIMCO 2018-19 for 3 years Page 4
PAYMENTS & OTHER TERMS:
3.15 The Bills submitted by the Professional should be duly verified by the concerned Unit In-
charge and Assistant Manager (F&A) in case of Head Office.
3.16 The expenses, if incurred by the corporation shall be monetized and shall be considered as
a part of reimbursement and shall be deducted from the Bill. In case of less man-day, there
shall be a proportionate deduction in the payment.
3.17 Payments terms are within 30 days of submission of Report along with the Bill.
3.18 Payment shall be made through RTGS/NEFT for which RTGS/NEFT details (along with one copy
of blank cancel Cheque) of Firms required at the time of submitting tender.
3.19 GST portion in the bill shall be payable on reflection of Input in GST Portal against our GST
Number and availing input credit.
3.20 There is a provision of extension of the contract on year to year basis based on the
performance of the stock auditors at the same rates, terms and conditions on mutual
consent. This extension can be availed for financial year 2019-20 & 2020-21.
GENERAL TERMS & CONDITIONS OF TENDER:
3.21 Any offer submitted against this tender in deviation from the terms of this tender will stand
rejected.
3.22 The successful firm shall not sub - contract the stock audit assignment.
3.23 All entries in the offer shall be either typed or neatly hand written. Tenders having over
writings/fluid application/cutting etc. without proper authentication will be rejected.
3,24 Conditional Offer / Quotation shall not be acceptable.
4.0 ARBITRATION
If any dispute/question or controversy arises in respect of or arising out of the assignment / Job
Work Contract, the matter in dispute shall be referred to the arbitration of the Chairman &
Managing Director of ALIMCO or its nominee and the decision of the Chairman and
Managing Director or nominee shall be final and binding on both the parties.
The provision of the latest ARBITRATION & CONCILATION ACT as amended from time to time
shall apply to such arbitration proceedings.
Arbitration proceedings shall be held at Kanpur only and the Kanpur City Court will have the
jurisdiction in the matter.
Assistant Manager (Finance)
ALIMCO, KANPUR
Stock Audit Tender ALIMCO 2018-19 for 3 years Page 5
Format "A"
To the Tender for Stock Audit for the Purpose of Quoting Rates
Sl. Location for which Professional Out of GST@_ % Total Amount Total Amount in
No. quote is being Fee (Rs.) pocket (Rs.) In figure words (Rs.)
submitted expenses (Rs.)
(Rs.)
1 Head Quarter,
Kanpur
2 Bhubaneswar
3 Jabalpur
4 Bangalore
5 Chanalon
6 Ujjain
7 New Delhi
8 Mumbai
9 Kolkata
10 Hyderabad
11 Guwahati
Note: -
1) GST (if applicable) needs to be mentioned with applicable rate and whenever rate of taxes
will be amended by Govt., it will be paid on actual basis.
2) L-1 STATUS shall be decided location-wise on the basis of Cost to Company (net of GST
as GST is available as input credit).
3) In case of contradiction in words & figure, amount in words will prevail.
I have gone through the Tender Documents and agree to abide by the terms and conditions of the
Tender and have attached all the documents required
(Authorized Signatory)
Seal of the firm mentioning Registration Number
Stock Audit Tender ALIMCO 2018-19 for 3 years Page 6
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