INDEX
Sr. No Description of Documents Page No.
1. Notice Inviting RFP for Internal Audit work 1
2. Schedule 2
3. Instructions to bidder on Electronic Tendering
3-8
System
4. Disclaimer 9-10
5. Invitation for Appointment 10-11
5.1 Due diligence 11
5.2 Cost of participation 11
5.3 Clarification of RFP documents 11
5.4 Amendment of RFP Document 12
6. Eligibility criteria and information required 12-13
6.1 Format for the profile of Audit / CA Firm 13-14
7 Selection of Audit Firm for appointment of
14
audit assignments
7.1 Technical Bid 14
7.2 Financial Bid 15
7.3 The HSWC reserves the shortlist/appointment
is subject to approval of the competent 15-16
authority.
8 Acceptance of RFP 16
9 General condition 16
10 Tenure of Audit Assignment 17
11 Payment of fee 17-18
12 Earnest Money and Security Amount 19
13 Conduct and performance monitoring 19-21
14 Corrupt practice 21
15 Representation and warranties 21
16 Confidentiality 22
17 Governing Law 22
18 Jurisdiction of courts 22
19 Annexure-I (Format for Application for Appointment
23-25
of Internal Audit firm).
20 Annexure-II (Broad scope of Internal Audit) 26
20.1(A) General Accounts 26-28
20.2 Procurement Accounts 29-31
20.3 Construction Work 31-34
21 Minimum Man days required for performing 35
the internal audit
22 Other Terms and Conditions 35-36
23 Format to Quote Internal audit fee 38
24 Annexure-III (Letter of confirmation regarding
39
non-disqualification of audit firm)
25 Annexure-IV (Declaration of fidelity and
40
secrecy to be submitted on the letter head)
26 Terms of reference for contractual appointment
of Chartered Accountant firm as Internal Auditor
41
of HSWC.
27 Number of warehouses as on 30/04/2018. 42-46
28 Haryana State Warehousing Accounting 47-50
policies
`Sr.No.1
HARYANA STATE WAREHOUSING CORPORATION
15-18, Sector - 2, Panchkula - 134 112
Bay No. 15
2578830
EPABX: (0172) 2578830-32, FAX (0172) 2586900
E-mail: mahwc@hry.nic.in
Notice Inviting RFP for Internal Audit work
below:--
Online bids are hereby invited on the website https://haryanaeprocurement.gov.in as per detail given below:
Cost of
Sr. R.F.P e-service
Earnest Money
No Request for proposal for Appointment of Chartered Accountant (Including fee (in Rs)
G.S.T)
1 The Corporation intends to appoint a Chartered Accountant/ firm of the
Chartered Accountants for conducting the internal audit of books of Rs.1,180 Rs.1,000 Rs.30,000
Accounts which includes general accounts, wheat, paddy, bajra
work The person (s) or the
procurement Accounts and construction work.
firm appointed by the Corporation shall have to conduct the audit of 9
District Offices including all warehouse centers and the Head Office,
for the financial year 2018-2019.
Downloading of Tender Documents Opening of Financial
Opening of Technical bid online (date &
online Bid preparation/ submission bid (date & time)
time)
(date & time)
12-03-2019, 10 A.M 28-03-2019 , 10:00 A.M 29-03-2019, 10.00 A.M
27-03-2019, 5 P.M 28-03-2019, 5.00 P.M 29-3-2019, 5.00 P.M
Terms & Conditions:
1. The bids should be submitted in online mode.
2. The details of documents required in the technical bid are mentioned in the online RFP document.
3. The lowest firm has to sign the agreement with HSWC & to deposit the balance security amount with within 7 days.
4. The RFP shall be valid for Ninety days from the opening of technical bid.
5. RFP will be opened at Corporate- Head Office at Panchkula.
6. witho assigning any reason.
Managing Director, Haryana State Warehousing Corporation, reserves the right to reject any or all the bids without
7. Financial bid of only those firms shall be opened who qualifies in the technical bid.
8. GST of HSWC 06AAACH3948K1ZF
tendering schedule, visit website https:/haryanaeprocurement.gov.in Possession of Digital Signature
For further details and e-tendering
Certificate (DSC) and registration of the firms/etc. on the portal i.ehttps://haryanaeprocurement.gov.in is a prerequisite for e-tendering.
e
Kindly contact, NexTenders (India) ) Pvt. Ltd. O/o DS & D Haryana, 2nd Floor, SCO-9, Sector-16, Panchkula- 134108, Tel. No.0172-
16, Panchkula
2618292/2582008/2582009, Toll Free no. 1800 180 2097 Email: chandigarh@nextenders.com.
(INTERNAL AUDIT OFFICER)
1
Sr.No.2
SCHEDULE
Sr. HSWC Stage Contractor Stage Start Date and Expiry
No Time Date
and Time
Release of
8-03-2019 11-03-2019
Tender
1 - 10.00 A.M 5.00 P.M
document
Downloading of
Request for proposal
12-03-2019 27-03-2019
(RFP) document and
2 - 10.00 A.M 5.00 P.M
online bid
reparation(date & time)
Online Bid
Preparation, Hash 12-03-2019 27-03-2019
Submission & Earnest 10.00 A.M 5.00 P.M
3 -
Money Deposit
Open EMD & / 28-03-2019 28-03-2019
4 Technical bid - 10.00 A.M 5.00 P.M
Open
29-03-2019 29-03-2019
5 Financial/Price -
10.00 A.M 5.00 P.M
-Bid
2
3. Instructions to bidder on Electronic Tendering System
These conditions will over-rule the conditions stated in the tender
documents, wherever relevant and applicable.
3.1 Registration of bidders on e-Procurement Portal:-
All the bidders intending to participate in the tenders process
online are required to get registered on the centralized E-Procurement
Portal i.e. https://haryanaeprocurement.gov.in. Please visit the website
for more details.
3.2 Obtaining a Digital Certificate:
3.2.1 The Bids submitted online should be encrypted and signed
electronically with a Digital Certificate to establish the identity of the
bidder bidding online. These Digital Certificates are issued by an
Approved Certifying Authority, by the Controller of Certifying Authorities,
Government of India.
3.2.2 A Digital Certificate is issued upon receipt of mandatory identity
(i.e. Applicant's PAN Card) and Address proofs and verification form duly
attested by the Bank Manager / Post Master / Gazetted Officer. Only
upon the receipt of the required documents, a digital certificate can be
issued. For more details please visit the website
https://haryanaeprocurement.gov.in.
3.2.3 The bidders may obtain Class-II or III digital signature certificate
from any Certifying Authority or Sub-certifying Authority authorized by the
Controller of Certifying Authorities or may obtain information and
application format and documents required for the issue of digital
certificate from.
3
3.2.4 The bidder must ensure that he/she comply by the online available
important guidelines at the portal https://haryanaeprocurement.gov.in for
Digital Signature Certificate (DSC) including the e-Token carrying DSCs.
M/s Nextenders (India) Pvt. Ltd.
O/o DS&D Haryana,
SCO 09, IInd Floor, Sector 16,
Panchkula 134108 (Haryana)
E - mail: Chandigarh@nextenders.com
Help Desk Nos.:- 01722582008-09, 2618292 and 1800-180-2097 (Toll
Free Number)
3.2.5 Bid for a particular tender must be submitted online using the
digital certificate (Encryption & Signing), which is used to encrypt and
sign the data during the stage of bid preparation. In case, during the
process of a particular tender, the user loses his digital certificate (due to
virus attack, hardware problem, operating system or any other problem)
he will not be able to submit the bid online. Hence, the users are advised
to keep a backup of the certificate and also keep the copies at safe
place under proper security (for its use in case of emergencies).
3.2.6 In case of online tendering, if the digital certificate issued to the
authorized user of a firm is used for signing and submitting a bid, it will
be considered equivalent to a no-objection certificate /power of attorney
/ lawful authorization to that User. The firm has to authorize a specific
individual through an authorization certificate signed by all partners to
use the digital certificate as per Indian Information Technology Act
2000. Unless the certificates are revoked, it will be assumed to
represent adequate authority of the user to bid on behalf of the firm in
the department tenders as per Information Technology Act 2000. The
digital signature of this authorized user will be binding on the firm.
4
3.2.7 In case of any change in the authorization, it shall be the
responsibility of management / partners of the firm to inform the certifying
authority about the change and to obtain the digital signatures of the new
person / user on behalf of the firm / company. The procedure for
application of a digital certificate however will remain the same for the
new user.
3.2.8 The same procedure holds true for the authorized users in a
private/Public limited company. In this case, the authorization certificate
will have to be signed by the directors of the company.
3.3. Opening of an Electronic Payment Account:
For purchasing the tender documents online, bidders are required
to pay the tender documents fee online using the electronic payments
gateway service. For online payments guidelines, please refer to the
home page of the e-tendering portal website -
https://haryanaeprocurement.gov.in.
3.4. Pre-requisites for online bidding:
In order to operate on the electronic tender management system, a
user's machine is required to be set up. A help file on system setup/Pre-
requisite can be obtained from Nextenders (India) Pvt. Ltd. or
downloaded from the home page of the website -
https://haryanaeprocurement.gov.in. The link for downloading required
java applet & DC setup are also available on the Home page of the e-
tendering Portal.
5
3.5. Online Viewing of Detailed Notice Inviting Tenders:
The bidders can view the detailed N.I.T and the time schedule (Key
Dates) for all the tenders floated through the single portal e Procurement
system on the Home Page at https://haryanaeprocurement.gov.in.
3.6. Download of Tender Documents:
The tender documents can be downloaded free of cost from the e
Procurement portal https://haryanaeprocurement.gov.in
3.7. Key Dates:
The bidders are strictly advised to follow dates and times as
indicated in the online Notice Inviting Tenders. The date and time shall
be binding on all bidders. All online activities are time tracked and the
system enforces time locks that ensure that no activity or transaction can
take place outside the start and end dates and the time of the stage as
defined in the online Notice Inviting Tenders.
3.8.Online Payment of Tender Document Fee + eService fee & EMD
Fees &Bid Preparation &Submission (PQQ/Technical &
Commercial/Price Bid) :
3.8.1 Online Payment of Tender Document Fee + e-Service fee:
The online payment for Tender document fee, eService Fee &
EMD-cum-Security Amount Deposit can be made using the secure
electronic payment gateway. The Payment for Tender Document Fee +
eService Fee shall be made by bidders/ Vendors online directly through
Debit Cards & Internet Banking Accounts and the Payment for Security
Amount Deposit shall be made online directly through RTGS / NEFT
The secure electronic payments gateway is an online interface between
contractors and Debit Card/online payment authorization networks.
6
3.8.2 Preparation and submission of online Application/Bids:-
(i) Detailed Tender documents may be downloaded from e-
procurement website (https://haryanaeprocurement.gov.in) and
tender (bid) mandatorily be submitted online following the
instruction appearing on the screen.
(ii) Scanned copy of Documents to be submitted/uploaded for
Prequalification or Technical bid under online PQQ/Technical
Envelope: The require documents (refer to DNIT) shall be
prepared and scanned in different file formats (in PDF
/JPEG/MS WORD format such that file size is not exceed more
than 10 MB) and uploaded during the on-line submission of
PQQ or Technical Envelope.
A. Only Electronic Form (Refer Tender document).
FINANCIAL or Price Bid PROPOSAL shall be submitted
mandatorily online under Commercial Envelope and
original not to be submitted manually.
3.9 ASSISTANCE TO THE BIDDERS:
For any query or training bidders can contact the help desk of
SingleeProcurementportal(https://haryanaeprocurement.gov.in)
as below address mentioned below:-
M/s Nextenders (India) Pvt. Ltd.
O/o DS&D Haryana,
SCO 09, IInd Floor, Sector 16,Panchkula 1341(Haryana)
E - mail: Chandigarh@nextenders.com
Help Desk Nos.:- 01722582008-09, 2618292 and 1800-18-
2097 (Toll Free Number)
7
Timing:-
Technical Support Assistance will be available over telephone
(Helpdesk support team shall not be contacted for online bidding on
behalf of the Contractors).
Monday to Friday (10:00 am. to 6:00 pm) & Saturday (11:00 am to
2:00Pm) for Training workshop On working days only.
Note: Contact Procurement helpdesk on or before prior to 4
hours of the scheduled closing date & time of respective e-
tendering event. Also, for queries related to e-Payment of EMD
kindly contact the help desk at least 2 days prior to closing
date & time of the respective event. Intended bidders are
mandatorily require to register their queries if there is any
pertaining to the online bidding at the Single Procurement
Portal at email address:-chandigarh@nextenders.com
NOTE:-
(A) Bidders participating in online tenders shall check the validity
of his/her Digital Signature Certificate before participating in the
online Tenders at the portal https://haryanaeprocurement.gov.in.
(B) For help manual please refer to the `Home Page' of the e-
Procurement website at https://haryanaeprocurement.gov.in, and click
on the available link `How to...?' to download the file.
8
HARYANA STATE WAREHOUSING CORPORATION (HSWC)
4. DISCLAIMER:-
The information contained in this request for proposal (RFP)
document or information provided subsequently to applicants whether
verbally or in documentary form by or on behalf of HSWC, is provided to
the applicant(s) on the terms and conditions set out in this RFP
document and all other terms and conditions subject to which such
information is provided.
This RFP document is not an agreement and is not an offer or
invitation by HSWC to any parties other than the applicants who are
qualified to submit the applications as per the eligibility conditions
("practicing chartered accountant firms") The purpose of this RFP is to
provide the applicants (s) with information to assist the formulation of
their proposals. This RFP does not claim to contain all the information
each applicant may require. Each applicant firm should conduct its own
investigation and analysis and should check the accuracy, reliability and
completeness of the information in this RFP. HSWC makes no
representation or warranty and shall incur no liability under any law,
statute, rules or regulations as to the accuracy, reliability or
completeness of this RFP.
HSWC reserves the right or discretion to change, modify,
add or alter any or all of the provisions of this RFP document and / or the
selection process at any stage, without assigning any reason,
whatsoever. Such change will not be intimated to the applicants
separately. However, such changes/amendments/corrections / etc shall
be uploaded as addendum on the website of the Corporation hwc.nic.in
or https:/haryanaeprocurement.gov.in . Any information contained in this
9
RFP document will be superseded by any later information on the same
subject made available to all recipients by HSWC on the above said
websites.
HSWC may in its absolute, discretion, but without being under any
obligation to do so, update, amend or supplement the information in this
RFP.
HSWC reserves the right to reject any or all the expression of
interest / proposals received in response to this RFP document at any
stage without assigning any reason whatsoever. The decision of the
competent Authority, which is Managing Director (MD) in this case, shall
be final, conclusive and binding on all the parties.
Appointment of Audit firm for conducting internal Audit
5. Invitation for Appointment
HSWC has it's Head Office at Panchkula. It came into existence on
1/11/1967. It was carved out from erstwhile Punjab Warehousing
Corporation. It is a Statutory Body created under an Act of parliament
with twin objective of providing scientific storage facilities for a wide
range of agricultural produce and notified commodities to the farmers,
Govt. Agencies, Public Enterprises, Traders, etc and to make available
credit against goods deposited in the warehouses. At the time of its
inception it had only 7000 MT capacity of own warehouses. At present
the corporation is operating 111 Warehouses (list attached) and 9
District Offices i.e. Ambala, Fatehabad, Kaithal, Kurukshetra, Panipat,
Palwal, Rewari, Rohtak, Sirsa across the state with a total storage
capacity of 16.17 lakh MTs which consists of covered warehouses of
16.07 lakh MTs capacity and open plinths of 0.10 lakh MTs as on
31/03/2018.
10
HSWC invites application in the prescribed format (Annexure I) from
practicing Chartered Accountant (CA) Firm for internal audit of 9 District
offices including all warehouse centers and Head office as per scope
detailed subsequently.
5.1 Due diligence
The applicant is expected to examine all instructions, forms, terms and
specifications in this RFP. Application shall be deemed to have been
done after careful study and examination of this RFP with full
understanding of its implications. The application should be precise,
complete and in the prescribed format as per the requirement of this
RFP. Failure to furnish all information required by this RFP or
submission of Application not responsive to this RFP in every respect
will be summarily rejected.
5.2 Cost of participation
The Applicant shall bear all costs associated with the preparation and
submission of its Application and HSWC, will in no case be held
responsible or liable for these costs, regardless of the conduct or
outcome of the selection process.
5.3 Clarification of RFP documents
A prospective Applicant requiring any clarification on this RFP may
contact HSWC in writing by E- mail at mahwc@hry.nic.in. HSWC shall
respond in writing by E-mail to any request for clarification of the
application documents, from the prospective applicants, which it
receives. Further HSWC will respond by E-mail, to all clarifications,
without identifying the source of the inquiry. HSWC shall not be
responsible for any delays whether external or internal.
11
5.4 Amendment of RFP Document
a) HSWC reserves the sole right for including any addendum to this
entire selection process. The applicants shall not claim as a right for
requiring HSWC to do the aforesaid.
b) At any time before the deadline for submission of technical offers,
HSWC may, for any reason whether at its own initiative or in response
to a clarification requested by prospective applicants, modify this RFP
Document. Such amendment shall not be notified.
c) If required, in order to allow prospective applicants reasonable time in
which to take the amendment into account in preparing their
applications, HSWC, reserves the right to extend the deadline for the
submission of applications. However, no request from the applicant,
shall be binding on HSWC for the same.
6. Eligibility criteria and information required:-
In order to be eligible for appointment, the audit firm should have
minimum 15 (Fifteen) years standing with at least two Fellow Chartered
Accountant (FCA) in the firm as partner or employee
(employees/partners should not be discontinued for any period during
the currency of Internal Audit). Standing of the firm shall be taken from
the date of registration certificate issued by ICAI. The firm must have
been registered with CAG.
Firm should have been involved in conducting the Internal Audit of
any Public Sector Undertaking (PSU) / State Government / Central
Government during all the three Financial Years i.e. 2015-2016 &
2016-17 & 2017-18 and copy of allotment letter along with
completing certificate be uploaded
Balance sheet for the last three years to be attached and the
turnover should be more than Rupees Fifty Lakh annually for the
12
Preceding three Financial years i.e. 2015-16, 2016-17 and 2017-18. It
has been incorporated in Eligibility criteria.
6.1 Format for the profile of Audit / CA Firm is as under:-
Sr. No. Particulars Supporting
Documents
1. Name of the CA Firm
2. Registration Certificate issued to the firm by Self Attested
Institute of Chartered of India (ICAI) Copy
3. In case of Reconstitution of Partnership Firm, Self Attested
Copy
provide the copy of reconstitution certificate
issued by ICAI
4. Registration / Empanelment number with ....do....
Comptroller and Auditor General of India (CAG)
with its Date
5. Detail of Manpower Self Attested
copy of
(A) Number of Qualified professionals: certificate of
FCA / ACA
(i) Partners issued by
ICAI to whom
(a) FCA the Firm
declares it as
(b) Associate Chartered Accountant a partner /
(ACA) employee
(ii) Employees
(a) FCA
(b) ACA
(B)Number of Articles
(C) Other staff details
6. Brief profile of partners in the following manners
13
Sr Name Academic Whether Mobile no. Addresses /
no. qualification FCA or email
ACA
7. Whether the firm or any partner have ever been Self
debarred / blacklisted by CAG / ICAI? Declaration
8. Details of Peer Review, if any Self Attested
Copy
9. Please provide details, if any
Sr. no. Name of PSU Nature of Year of
assignment. Assignment
Allotment letters along with completion certificate for the Audit
and detail of above for the Financial year 2015-16,2016-17&
2017-18.
10. PAN No.
11. GST Registration Number
12. Bank detail (Account Number, Name of Bank, IFSC Code)
13. Address of Head Office
14. Number of Branch Offices
15. Address of the Branches
(Add additional copy)
16. Balance sheet for the three financial years 2015-16, 2016-17 &
2017-18.
17. Certificate regarding the turnover more than Rs.50 Lakhs.
7. Selection of Audit Firm for appointment of audit assignments
The application shall be received in two way system.
7.1 Technical Bid
Audit Firm shall submit its RFP in the format prescribed at Annexure-
I, III and IV in addition to the information sought as per Sr. no. 6 to 6.1
above.
14
7.2 Financial Bid
Financial bid of only those firms shall be opened who qualifies in the
Technical bid. Audit firm shall submit composite quote for fee (in the
prescribed format) after going through the scope of work (kindly go
through the Sr. No. 11 of this RFP).
7.3 The Audit / CA Firm will be evaluated based on the following
parameters in addition to the Financial Bid.
i) The information as mentioned above as at Sr. no. 6 & 6.1.
ii) Preference will be given to Audit firm
a) having office in Chandigarh, Panchkula and Haryana
b) having experience of carrying out assignments of similar type of
work / organization
c) Where the partners themselves have relevant audit experience
with adequate experienced / qualified staff in the relevant field.
7.3.1 Merely submission of application / RFP and the required information /
quoted fee shall not automatically entitle / constitute guarantee for
allotment of any audit assignment from the HSWC.
The HSWC reserves the sole right to shortlist and award the
assignments based on eligibility criteria and rate of the lowest bidder
will be considered and the appointment is subject to approval of the
competent authority.
7.3.2 The HSWC reserves the right to cancel any or all the offers without
assigning any reason whatsoever.
7.3.3 On selection of the Audit firm for internal Audit, suitable intimation will
be given to the CAG / ICAI.
15
7.3.4 However if the same Audit Firm also gets the Statuary Audit of the
Corporation subsequently from CAG / Govt., the Firm will not accept
the Statutory Audit from CAG / Govt.
7.3.5 Bank audit /consultation/etc will not be considered as experience of
internal audit.
7.3.6The articles/other staff deployed by the CA firm should be minimum
inter CA qualified.
8 Acceptance of RFP
The applicant need to sign the RFP in token of its acceptance along with
the Terms & Conditions and should upload the same.
9 General Condition
i. No communication will be sent by the HSWC, no correspondence will be
entertained in respect of firms, which are not being selected.
ii. The assignment should be carried out in professional manner and in case
of any misconduct and negligence's HSWC is free to report the matter to
ICAI /CAG. This will be in addition to the disengagement from the
assignment.
iii All the necessary reports that need to be given by audit firm as a part of
the respective assignment shall be given on its letterhead without any
additional certification fee.
iv Appointment of Internal audit firms shall be purely at discretion of HSWC
and no rights whatsoever accrue to the firm for such appointment.
v The selected audit firm will have to stick to the following deadlines:
- The Internal Audit / Audit report for the Financial Year 2018-19 shall
be completed / submitted within four months from the date of
allotment.
- HSWC shall monitor the performance of audit firm closely. HSWC
reserves the right to terminate the assignment without assigning any
reason. In case of termination of assignment the remuneration shall
16
not be payable by HSWC at all & security deposit will be forfeited.
vi The audit firm shall adhere to the audit coverage strictly as per the scope
as may be decided by HSWC from time to time.
vii HSWC reserves the right to seek views from the entities with whom the
firm is / has been / was associated as Auditors.
viii The firm shall not sub contract without the express permission from
HSWC, part of the audit work assigned to any outside firm or other
persons even though such persons are Chartered Accountants.
ix Any other terms and conditions of the assignment (in addition to the terms
& conditions mentioned in this RFP) would be decided by HSWC on a
case to case basis.
10 Tenure of Audit Assignment
The appointment of the selected internal audit firm shall be initially for a
period of one financial year i.e. 2018-19. The term may be extended, to
another one year (on the existing rates) solely at the discretion of HSWC
on satisfactory review by the Competent Authority.
11 Payment of fee
The audit fee would be decided based upon the quote received from the
Audit / CA firm selected for the Audit Assignment, as part of this
application and assignment shall be awarded accordingly.
11.1 No travelling allowance, halting allowance, out of pocket expenses
/ etc. shall be paid to the Audit firms for carrying out the
assignment. However GST and other applicable statutory levies
(excluding TDS) shall be paid as applicable from time to time in
addition to basic fees as per agreement.
17
11.2 Payment to the auditors shall be subject to deduction of tax at
source at appropriate rates as applicable from time to time.
11.3 All the necessary certificates that need to be given as part of audit
assignment shall be given by the audit firm without any additional
certification fee.
11.4 The audit fees once fixed shall remain the same throughout the
tenure of the Auditor. The only exception may be in case of
revision in the scope of audit, the HSWC's decision will be final in
this regard.
11.5 The Minimum fees should not be quoted less than Rs. One lakh
for each financial year.
11.6 The agency to whom the work allotted, have to obtain the
attendance sheet/ certificate from the concerned district manager
in the following format:
Sr. No Date of Name of Qualification Centre Remarks/
Audit employees/ of audit/ at which signature
Auditors along with the audit of
certificate done. concerned
D.M on
attendance
sheet.
11.7 The Payment of fee for 2018-19 Internal Audit will be released after
completion of audit and submission of audit reports as per scope of work
of all Districts and Head Office along with requisite certificates and
attendance sheet on the format as mention in 11.6 of RFP in the
prescribed time schedule mention at other terms and conditions of
22 (1) (RFP)
18
12 Earnest Money and Security Amount
The applicant has to deposit Rs. 30000/- as earnest money. The security
amount shall be Rs. 50000/- or 10% of the quoted fees, whichever is
more. The earnest money of the successful bidder shall be converted
into the security amount, balance security amount shall be deposited
(through RTGS / NEFT only) by the successful bidder within 7 days of
the issue of communication in this regard. The earnest money of
unsuccessful bidder shall be refunded. An agreement on non-judicial
paper shall be entered into between both the parties. The
agreement needs to be executed within 15 days from the date of
allotment. Allotment shall be made after deposit of balance
security amount. The security amount will be released after
completion of audit without any interest.
13 Conduct and Performance Monitoring
13.1 HSWC shall designate one of its senior officers as a nodal officer
as a single point contact for coordinating the audit assignment.
13.2 HSWC shall provide the auditors on demand with requisite initial
information of its activities and further support to conduct audit. If it
is considered necessary for smooth conduct of the Internal Audit.
13.3 .a) HSWC reserves its right to review the appointment at any point of
time and if necessary can cancel / terminate the appointment by
giving 7 days written notice and the earnest money / security
deposited will be forfeited.
b) If the firm fails to start the internal audit as prescribed in the scope
of work within fifteen days, left the audit incomplete, the
appointment shall be terminated by giving 7 days notice and the
earnest money / security deposited will be forfeited.
19
The Internal Audit Officer (IAO) shall be the competent authority to
terminate the appointment. In case of termination of assignment /
appointment the remuneration shall not be payable by HSWC at
all. The appeal against the orders of the IAO can be made before
the Managing Director (i.e. Appellate Authority) of the Corporation
and his decision shall be final.
C) Appeal : Work terminated by I.A.O under section 13.3 (a) & (b) of
RFP , penalty of 25% contract amount imposed for delay in
submission of audit report under section 22(2) OF RFP & if the
audit report is not upto the mark, satisfactory & not accepted by
I.A.O of the corporation & no payment made against these &
earnest money & security is forfeited under section 22 (3) of RFP,
appeal against these can be made before Managing Director i.e.
Appellate Authority of the Corporation within one month of date of
issue of such letters/orders to the Audit Firm. The decision of
Managing director shall be final
13.4 In case the firm fails to report serious omissions / commissions /
non compliance / etc, HSWC reserves right to report the matter to
ICAI / CAG and initiate appropriate action. Such firms will be black
listed and they will not be eligible for assignment of audit work with
HSWC for next five years.
13.5 The Auditors are expected to provide an executive summary of
observation along with every audit report and submitted the same
to the Financial Advisor.
13.6 The firm is expected to attend the meeting of the Audit committee /
Board of HSWC when their respective items are put-up for
consideration. Board may also like to separately interact with the
20
Auditors at their direction without the presence of HSWC
management.
13.7 The auditors are expected to strictly abide by the directions of the
HSWC advised to them from time to time. Further, the scope of
audit as defined in this document is indicative and is subject to
revision / modification / alteration / addition with the approval of the
competent authority of the Corporation.
14. Corrupt practice
Any bribe, commission and advantage offered or promised by or
on behalf of the tenderer to any officer or servant of the
Corporation shall (in addition to any criminal liability which the
tenderer may incur) debar his tender from being considered.
Canvassing on the part or on behalf of the tenderer will also make
his tender liable to rejection.
15. Representations and warranties
15.1 That neither the execution and delivery by the Applicant of the
engagement nor the Applicant's compliance with or performance of
the terms and provisions of the engagement:
i) Will contravene any provision of any applicable Law or any
order, writ, injunction or decree of any court or government
authority binding on the Applicant.
(ii) will conflict or be inconsistent with or result in any breach of any
of the terms, covenants, conditions or provisions of, or
constitute a default under any agreement, contract or
instrument to which the applicant is a party or by which it or any
of its property or assets is bound or to which it may be subject
21
16. Confidentiality
The parties agree that they shall hold in trust any Confidential
information received by either party, under the engagement and
the strictest of confidence shall be maintained in respect of such
confidential information. The parties agree to execute conditions of
confidentiality agreement prior to finalization of engagement and
shall abide by the terms and conditions of confidentially as
contained therein.
17. Governing Law
The Engagement shall be governed in accordance with the law of
Republic of India. These provisions shall survive the Engagement.
18. Jurisdiction of courts
The courts of India at PANCHKULA have exclusive jurisdiction to
determine any proceeding in relation to the Engagement. These
provisions shall survive the Engagement.
22
19. Annexure-I
FORMAT FOR APPLICATION FOR APPOINTMENT OF INTERNAL AUDIT (on the
Letter head of the Chartered Accountant / Firm of Chartered
Accountants)
Ref. no Date:
To
MANAGING DIRECTOR,
HARYANA STATE WAREHOUSING CORPORATION,
BAY NO. 15-18 SECTOR -2,
PANCHKULA, HARYANA.
Subject:- Application for participating in the RFP for appointment of
Internal Auditor for HSWC for the Financial Year 2018-19.
Dear Sir,
In respect of the appointment of Internal Auditors for HSWC
please find enclosed our response to your RFP dated ..........
Having examined the RFP document and the Scope, Eligibility criteria and
other terms & conditions as stipulated therein, we, the undersigned, hereby
state that we are in conformity with the specified requirements and would like
to offers to provide the services as defined and described in the RFP
Document, on the terms and conditions mentioned in the RFP Document and
for the sum / price indicated as per quotation submitted separately as desired
by you.
1. We certify that all the information and representations furnished
herewith are true, correct, valid and subsisting in every respect and
have been supported with relevant documents of proof as desired by
HSWC.
23
2. We are submitting the application for appointment of our firm for the
internal audit assignment with regards to HSWC.
3. We agree and undertake that if our proposal is accepted, we shall
provide the services comprised in the scope within the timeframe
specified, starting from the date of receipt of notification of award from
HSWC.
4. We agree and undertake to abide by the terms and conditions,
provisions, stipulations and covenants from time to time and it shall
remain binding upon us and may be accepted at any time before the
expiry of that period.
5. We understand that you are not bound to accept our request for
participation in the process or not bound to accept our proposals that
you may receive, or give any reason for rejection of any application. We
also agree and confirm that we will not claim any expenses incurred by
us in preparing and submitting this proposal.
6. We are also aware that HSWC has also right to re-issue / re-commence
the selection process to which we do not have right to object and have
no reservation in this regard; the decision of HSWC in this regards shall
be final, conclusive and binding upon us .
7. The entire set of documents, information about our firm, and clients etc
as desired by HSWC are enclosed here to and shall form part of this
application.
8. We enclosed herewith our firm's profile (as per the prescribed format)
for your perusal.
9. I / We hereby declare that neither I nor any of our partners / members of
my / their families (family will include besides spouse, children, parents,
brothers, sisters or any of them who are wholly or mainly dependent on
the Chartered Accountants) or the firm / Company in which I am / they
24
are partners / directors have been declared as willful defaulters by any
bank / financial institution.
10. I / We hereby confirm that I / we am / are not disqualified / ineligible
for appointment as internal auditor under any regulation.
I / we confirm that the information furnished here is true to the best of my
knowledge.
Thanking you
Yours faithfully,
For Chartered Accountant
Partner
Encl: As above
Note:
(1.) All mandatory information requested for as per Sr. no. 6.1 of the
RFP should be submitted.
(2.) Incomplete application and /or application not in format may be
rejected without any further reference.
(3.) The firms not fulfilling the minimum eligibility criteria are not
eligible
25
20. Annexure II
Broad scope of Internal Audit
20.1 (A) General Accounts
The most important aspect of the Corporation is revenue and it is
received in the form of the following items:
1. The storage charges from the private depositors at Warehouses
are realized at the Warehouses and its statement is sent to the
District offices on weekly basis in the shape of the weekly custom
reports (weekly). The storage charges realized from the private
depositors are also incorporated in the storage charges statement
which is sent to the District Offices on monthly basis. These
Weekly custom reports and Storage charges Statements are
required to be audited so as to assess the correct realization of
storage charges as per the tariff issued by the HSWC from time to
time.
2. Weekly custom reports are required to be posted in the Custom
Registers (Weekly). Register further required to be reconciled with
the Warehouse Receipts.
3. The Corporation is also raising monthly bills of reservation charges
for the warehouses hired by the Food Corporation of India (FCI) on
guarantee / reservation basis, the timely submission of these bills
and realization of payment there against is also required to be
confirmed / audited. The Corporation also handles the food grain
stocks of FCI and the handling & transportation charges bills there
against are also raised to FCI after making the payment to the
contractor. The correctness of these bills is also required to be
ensured. The storage charges from FCI other than the guarantee /
reservation warehouses are also to be checked.
26
4. To ensure that record relating to submission of bills and recovery
thereof has been maintained properly.
5. All payments made by the District Offices in respect of purchases,
services and other related activities including personal claims of
the staff are to be checked. It is to be ensured that whether the
Cash book has been maintained properly and cash in hand shown
in the Cash book is physically available in the Cash chest.
6. The Manager hire / employ the casual labour for various services
like fumigation / cleaning and dressing of warehouses / etc in the
warehouses, the payment to casual labour should be as per norms
fixed by Head office.
7. Emphasis has to be made to see that the staff has reconciled all
Bank Accounts of the general funds and of procurement activities.
It should be seen that funds are not scattered and retained
unnecessarily in the field units / various banks.
8. The care has to be taken in the preparation of Assets registers of
dead stock articles and Insecticide register. It is required to be
ensured that the quantity of opening balances are correctly
incorporated in the registers and duly reconciled with the statement
received from the concerned authority (i.e. respective Managers /
Branch Heads) and depreciation is charged correctly on the assets
as per Policy of the Corporation.
9. The issue relating to storage loss in rice stocks stored by the FCI
in the warehouses of HSWC is also required to be checked with
reference to the deductions made by FCI on this account including
arbitrary deductions made by FCI from the payments.
10. It should be ensured that the accounts are being maintained
according to the applicable Accounting Standard issued by
27
Institute of Chartered Accountants of India (ICAI) and as per
Warehousing Corporation Act.
11. It also needs to be ensured that all statutory taxes being charged /
incorporated in the books of accounts are being deducted and
deposited and their returns have been filed in time and are
reconciled as per provisions of the respective Act.
12. It is to be ensured that liability of all known expenses including
statutory charges has been accounted for at the close of the year.
13. To see that the income has been accounted for from time to time
and accrued income has also been accounted for at the close of
the year.
14. To ensure that the accounts of outstanding recovery, earnest
money / security, advances, loan, other liabilities / payable etc. are
reconciled with its detail.
15. To confirm as to whether against the disallowed amount of
expenditures, action has been taken for getting the same
regularized / recovery as the case may be.
16. To check the detail of outstanding against storage agencies, etc.
17. Internal Audit will insure that the generally accepted accounting or
commercial principles are not infringed in the allocation of
expenditure between capital and revenue.
18. Impairment of fixed assets.
19. Accounting policy of the corporation is at 28 of RFP.
28
20.2 Procurement Accounts
1 The Corporation is also dealing in procurement activities of food
grain like wheat, paddy and Bajra, etc. on behalf of Central pool
(GOI). Mandi wise purchase of these food grain and its delivery to
FCI (as per directions of Govt. from time to time) to be checked
with the bills so raised to the FCI or other parties, if any. The
receipt of their payment is also required to be checked with the
provisional / final rates issued by Govt. Of India (GOI).
2 The Centre-wise raising of bills against the sale of above said food
grain like wheat / Bajra / CMR (paddy converted into rice) is
required to be checked with reference to the rate (provisional and
final) fixed by the Govt. of India or by the Corporation in special
cases from time to time.
3 It is also required to be seen that bills for the differential amounts
(final rates and provisional rates) have been raised to FCI for
realisation by the District Offices in time. Further the issue relating
to the Storage gain / Assured storage gain is also to be seen as to
whether the same is being allowed as per instructions of the GOI /
FCI and the Corporation.
4 After delivery of wheat / CMR from warehouse / miller dispatch
documents should be sent to district office within 3 days and
Auditor need to verify it from the record and report the violation /
discrepancies.
5 Before start of wheat purchase the district office should get linkage
plan from FCI to avoid any over payment to transporter. The
Auditor needs to verify it from the record whether linkage plan
provided by FCI has been adhered to strictly, if any discrepancies
found which resulted into the over payment of transportation / any
financial implication, that needs to be reported.
29
6 The rates of MLC (Mandi labour contractor) and transportation
charges to be checked as per Deputy Commissioner (DC)
approved rates i.e. SOR (scheduled of rates) of respective years.
7 The Corporation provides the facility of Handing and Transport
Contractor (HTC) for the warehouses under taken by FCI on
guarantee / reservation basis. The Corporation claims the
supervision charges @ 8% over and above HTC from FCI, the
Auditor should check the calculations.
8 The Corporation purchase Jute Bags from DGS&D Kolkata, these
bags are packed in the material which is called `tat and patti', the
tat and patti are disposed of at a fixed rate declared by the Govt.
The deduction shall be made from Arhtia, this needs to be checked
and verified.
9 Since the procurement involves huge amount in shape of the
transfer of funds from Head office to the field offices and vice
versa. This movement of funds is required to be thoroughly audited
so as to assess that there should not be any unnecessary
blockage of funds at any stage.
10 To ensure that the Statutory taxes i.e. VAT / Service Tax / GST,
TDS, etc. are deposited timely and the related returns with the
concerned authority are also filed / submitted within the stipulated
time.
11 The stock accounts are maintained on crop year wise which are
required to be reconciled with the purchase and delivery. The stock
accounts are further required to be checked / reconciled with the
details of damaged stocks (crop year wise) i.e. details of amount
due / receipt etc. The stock account reconciliation is also required
to ascertain the exact loss occurred due to the stock damage.
30
12 The gunnies account / stock account statements are required to be
monitored and reconciled with the supply order / RR (crop wise),
opening balance, receipt, and utilisation (as per norms fixed by the
Govt.) and closing balance, etc. The gunnies taken and given on
loan account are also to be reconciled with the procuring agencies.
13 Auditor to check and inform the details of arbitration cases and
missing stocks etc with the financial implication.
14 Auditor to check and inform the details of Court cases and financial
implication arising out of this.
15 Whether arbitrary deductions made by the FCI have been
accounted for in the Books of Accounts and the matter has been
taken up with the FCI for its regularisation. To ensure that the
proper record of deduction has been maintained in the relevant bill
register.
16 Whether Storage gain / Assured gain on delivery of wheat
(procured for central pool) has been actually accounted for.
20.3 Construction Work:
1. To ensure that the Administrative approval of the work, by the
Competent Authority i.e. Managing Director / Committee of
Class I Officers / Superintendent Engineer (SE) / Executive
Engineer (XEN) wherever applicable, has been obtained.
2. Estimate of work should be duly approved by XEN / SE.
3. Financial Statement should be duly approved / signed by the
XEN, Sub Divisional Engineer (SDE), Head Draftsman and the
concerned Assistant.
4. Agreement on the non judicial paper of appropriate amount
should be made between both the parties, i.e. HSWC and the
31
agency / party to whom / which the work has been allotted.
Tender form should also be signed by both the parties in
presence of the witness.
5. Some specific time schedule, i.e. time to complete the work
from date of allotment, is given to agency. Further, if the period
has been extended, it should be approved by the competent
authority i.e. MD / SE / XEN wherever applicable.
6. Complete narration of items in Measurement Book (MB) as
mentioned in Haryana Schedule of Rates / Allotment letter shall
be made by the Concerned JE / ASDE / SDE.
7. It may be ensured that third party inspection of work has been
carried out by the deputed retired SE / Chief Engineer (CE) and
compliance has been made by the concerned SDE as per
instructions issued in this regard.
8. To ensure that the material i.e. steel, water, cement, concrete,
bricks, sheet, etc used by the agency shall be tested under
reputed Government Laboratory and test reports certifying /
verifying by the concerned SDE's that all the required
parameters are in order, shall be enclosed with the bills.
9. To ensure that PAN, TIN, Service Tax Registration / GST of
agency have been obtained and verified.
10. All Statutory deductions in-force or coming into force i.e. Tax
Deduction at source, GST, Labour Cess (@1% on the gross
amount of the bill), etc while making payments shall be made
from the bills of agency / party. The Collection charges at the
rate of one percent on deposit of Labour Cess and three
percent (1% of society fund deducted on net payment, in case
the work is allotted to Co-Operative Society) on Society fund
shall be retained under the Head "Income from Collection
32
charges of labour cess and Income from collection charges of
Society Fund respectively, as per present norms.
11. It may be ensured that work is executed strictly as per
approved DNIT. In case any item executed beyond the
approved DNIT, clear orders may be obtained from competent
authority through construction branch at Head Office. Non
schedule items beyond allotment letter, if executed, should be
approved by the Competent Authority i.e. MD / SE / XEN. The
execution of non schedule items (in %) shall be as per the
norms mentioned in Haryana PWD Code.
12. To ensure that the concerned SDE / XEN has recorded the
certificate in the measurement book (MB) on preparation of
each bill that the work is executed as PWD specification /
Technical specification, drawing and design of HSWC e.g.
(a) Cement OPC 43 Grade, Tata / Sail steel has been used by the
agency / contractor.
(b) Water / electricity has been arranged by the agency /
contractor.
(c) Cost of dismantled material if any has been recovered from the
agency / contractor.
(d) Site has been cleared after completion of the work.
13. Total number of cement bags issued / consumed in the work
less previous cement bags consumed / recovered and balance
to be recovered in the current bill be mentioned separately in
the MB as well as in the payment Performa.
14. Actual consumption of cement shall be in conformity with the
cement consumption worked out as per applicable factor (i.e.
theoretical consumption), however deviation on either side is
allowed as per PWD Schedule, recovery at penal rate
33
prescribed in the PWD Schedule shall made if deviation
exceeds the percentage (% of actual consumption) as
prescribed in PWD Schedule. Actual consumption of cement
shall be reconciled with the cement issue statement in each
bill. A cement register shall be maintained depicting date wise
receipt and consumption. It should be duly verified by the
concerned JE / ASDE / SDE.
15. To ensure that the security (as per allotment letter) is being
deducted from each running / final bill. Detail of security is also
required to be mentioned in each bill (i.e. total security required
to be deducted of the gross work done less previously
deducted and the balance to be recovered from the current
bill).
16. Anti termite treatment certificate duly verified by the Manager /
In-charge or Technical Staff of concerned warehouse / site is
required to be enclosed with the bill.
17. If steel item is in weight in that case weighment slip should be
duly verified by the concerned ASDE / SDE.
18. Performance guarantee should be deposited as per tender
clause.
19. To ensure that sufficient funds have been received from the
depositor in case of deposit work being executed by the
Corporation.
20. The Gross Work should not exceed 10% of total estimated cost
on quoted rates, if it exceeds, the approval of the competent
authority i.e. MD shall be obtained invariably.
21. To ensure that technical sanction has been granted by the
XEN/ SE
34
21. Minimum Man days required for performing the internal audit:
1. At least 7 to 10 man days per quarter are required for performing
the quarterly internal audit of each District Office and Head Office.
2. The internal audit shall be conducted under the overall supervision
of at least one Chartered Accountant whose presence is required
all the time during the internal audit at District Office & Head
Office.
22. OTHER TERMS AND CONDITIONS:-
1. The Internal Audit / Audit report for the Financial Year 2018-19
shall be completed / submitted within four months from the date of
allotment.
2. The time fixed for the submission of the audit report must be
adhered to strictly, failing which the penalty of 25% of contract amount
can be imposed by Internal Audit Officer (IAO). However, appeal against
the imposition of penalty can be made with the Managing Director (i.e.
Appellate Authority) of the Corporation. The decision of Managing
Director shall be final. Detail note in this regard is explained at
13.3(C) of RFP
3. If the Audit report is not upto the mark and satisfactory, then, it
shall not be accepted by the Internal Audit Officer (IAO) of the
Corporation and no payment can be made against this, security amount
shall also be forfeited. However appeal against this can be made before
the Managing Director (i.e. Appellate Authority) of the Corporation as per
the provision contained in 13.3(C) of RFP, The decision of managing
director shall be final.
4. The Schedule for payment for Audit fee has been mention in 11.7
of RFP, however subject to the change of scope, if any
35
(A). Any other work likely to be considered necessary at any stage will
form a part of duty of the auditors.
(B) All disputes and differences asking out of or in any way touching or
concerning this agreement whatsoever (except as to any matter, the
decision of which is expressly provided for in the agreement) shall be
referred to sole Arbitration of any person appointed by Managing
Director, HSWC Panchkula. The award of the Arbitrator shall be final
and binding on the parties to the agreement. It is a term of agreement
that in the event of such Arbitrator to whom the matter is originally
referred being transferred or vacating his office or being enable to act or
resigning for any reason, the M.D, HSWC at the time of such transfer /
vacation of office or inability to act or resigning shall appoint another
person to act as arbitrator in accordance with the terms of this
agreement. Such person shall be entitled to proceed with the reference
from the stage at which it was left by his predecessor.
Provided further that any demand for arbitration in respect of any
claim(s) of the party or of the Corporation under the agreement shall be
inwriting and made within one year of the date of termination or
completion (expiry of the period) of the agreement and where this
provision is not complied with the claims of the party shall be deemed to
have been waived and absolutely barred.
Subject as a foresaid The Arbitration and Conciliation act 1996
shall apply to the Arbitration proceeding under this clause as
amended from time to time.
(C) The jurisdiction for any litigation shall be at Panchkula.
36
(D) No document shall be accepted in physical form. All the required
documents/certificates/self declaration etc. are required to be submitted
through online bidding process only.
(E)The Firm should be implementing quality control policies and
procedures designed to ensure that all audit are conducted in
accordance with statement on standard Auditing practices is the
essential requirement.
37
23. FORMAT TO QUOTE INTERNAL AUDIT FEE
(To be submitted separately ONLINE only in the Financial BID on
the Excel Sheet. Kindly don't submit with the Technical Bid)
Ref. no Date:
To
MANAGING DIRECTOR,
HARYANA STATE WAREHOUSING CORPORATION,
BAY NO. 15-18 SECTOR -2,
PANCHKULA, HARYANA.
Quote for fees for the Internal Audit of HSWC, for the financial
year 2018-19.
Dear Sir,
For the Internal Audit assignment of HSWC we quote our
composite Annual professional fee (including all out of pocket expenses
i.e. travelling expenses / boarding expenses, etc.) as under:
Composite Annual fee (including
all out of pocket expenses i.e.
Particulars of Activities
travelling expenses / boarding
expenses, etc.) in INR.
Internal Audit for Financial year 2018-19
of 9 Distt. Offices including all warehouse
centers and Head Office of HSWC as per
broad scope at Sr.No. 20 of RFP & within
time schedule 22(1) of RFP.(The Internal
Audit / Audit report for the Financial
Year 2018-19 shall be completed /
submitted within four months from
the date of allotment).
Thanking you, yours faithfully
For Chartered Accountant Partner
38
24. Annexure-III
Letter of confirmation regarding non-disqualification of audit firm (to
be submitted on letter head)
Ref.no date:
To
MANAGING DIRECTOR,
HARYANA STATE WAREHOUSING CORPORATION,
BAY NO. 15-18 SECTOR -2,
PANCHKULA, HARYANA.
Dear sir,
I/We confirm as follows-;
(i) I am / any of our partners is not an officer / employee of HSWC.
(ii) I am / any of our partner is not a partner or in employment of any
office or employee of HSWC.
(iii) I am / any of our partner or associates firms or sister concern or
branch office is not assigned with Statutory Audit of HSWC.
(iv) I am / we are not otherwise disqualified to accept the audit in terms of
section 141 and 145 of the Companies Act 2013 read with rule 10 of
the companies (audit and auditors rules) 2014.
(v) I am / we are full time practicing Chartered Accountant and are not
employed elsewhere and do not have any other business interest.
(vi) I / we will not be disqualified during the course of audit for any of the
reason mentioned above.
(vii) I / we undertake not to subcontract the audit work assigned to me / us
to any party.
(viii) There should be no court/arbitration/legal cases pending against the
firm.
Yours faithfully,
39
(Chartered Accountant)
Name of signatory
Rubber stamp.
25. ANNEXURE IV
Declaration of fidelity and secrecy (to be submitted on letter head)
I / We,_________________ in the capacity of
__________________do hereby declare that I / we will faithfully, truly and
to the best of my / our skill and ability execute and perform the duties
required of me / us as Internal Auditor of HSWC which properly relate to
the office of position in the said HSWC by me / us.
I / we further declare that I / we will not communicate or allow to
be communicated to any person not legally entitled thereto any information
relating to the affairs of HSWC or the affairs of any person having any
dealing with HSWC nor will I / we allow any such person to inspect or have
access to any books or documents belonging to or in the possession of
HSWC and relating to the business of HSWC or to the business of any
person having any dealing with HSWC.
Yours faithfully
(Chartered Accountant)
Name of signatory and
Rubber Stamp.
40
26. Terms of reference for contractual appointment of Chartered
Accountant firm as Internal Auditor of HSWC.
1. For the purpose of internal audit, the company will frame audit
programme and the same will be communicated to HSWC 15 days in
advance of the commencement of audit.
2. The firm will be ensuring that the audit staff has detailed knowledge of
the commercial accounting system and the relevant rules and
regulations of the business being carried over by the HSWC in addition
to the rules and regulations of the State Govt. On completion of the
audit, the Audit firm will submit the observations / objection statement
containing audit findings. The Audit firm will provide the detailed
suggestions for the corrective measures to be taken by HSWC.
3. Issue an Annual Audit certificate under the signature of the authorized
signatory of firm in token of completion of internal audit of the accounts
of the financial year under audit.
4. Any other specific assistance sought by the co-chair, governing body
and the Directors of HSWC in administrative, legal and financial
matters.
5. The internal Auditors and / or his team shall pay visit to HSWC as and
when required, shall dedicate time for advising the Accounts Branch.
6. The contract may be terminated by either side with a prior notice of
seven days.
41
HARYANA STATE WAREHOUSING CORPORATION
BAY NO.15-18, SECTOR-2, PANCHKULA
27. Number of warehouses as on 30/04/2018.
Name of District
Sr. Sr. Name of
Office/ Revenue
No. No Warehouse
District
1 Ambala City
2 Naneola
AMBALA CITY / 3 Saha
AMBALA 4 Mullana
5 Shahzadpur
1.
6 Nasirpur
7 Jagadhri
8 Yamuna Nagar
YAMUNA NAGAR
9 Radaur
10 Sadhaura
11 Kurukshetra-I
12 Kurukshetra-II
13 Shahabad
KURUKSHETRA / 14 Ladwa
2.
KURUKSHETRA 15 Ismailabad
16 Pehowa
17 Gumthala Garhu
18 Pipli
19 Kaithal-I
KAITHAL / 20 Kaithal-II
3.
KAITHAL 21 Kaithal-III
22 Siwan
42
Name of District
Sr. Sr. Name of
Office/ Revenue
No. No Warehouse
District
23 Cheeka-I
24 Cheeka-II
25 Jakholi
26 Pai
27 Kaul
28 Kalayat
29 Rajound
30 Santoka Majra
31 Panipat-I
32 Panipat-II
PANIPAT / 34 Madlauda
PANIPAT 35 Samalkha
36 Israna
37 Bapoli
38 Salwan
4. 39 Gharaunda-I
KARNAL 40 Jundla
41 Taraori
42 Gheer
43 Nigdhu
44 Barsat
45 Nissing
46 Gohana
47 Pungthala
SONEPAT
48 Barwala
43
Name of District
Sr. Sr. Name of
Office/ Revenue
No. No Warehouse
District
49 Hansi
FATEHABAD /
50 Uklana
HISAR
51 Fatehabad
52 Dharsul
53 Tohana-I
54 Tohana-II
55 Jakhal
5. FATEHABAD
56 Rattia
57 Bhuna
58 Bhattu
59 Bhiwani
60 Bawani Khera
BHIWANI 61 Kohlawas
62 Sirsa-I
63 Sirsa-II
64 Dabwali
65 Ellenabad
66 Kalanwali
SIRSA / SIRSA 67 Rania
6. 68 Chautala
69 Jeewan Nagar
70 Rori
71 Bani
72 Baragudha
73 Rohtak-I
44
Name of District
Sr. Sr. Name of
Office/ Revenue
No. No Warehouse
District
74 Rohtak-II
ROHTAK / 75 Lakhan Majra
ROHTAK 76 Meham
77 Jind
78 Safidon-I
79 Uchana
80 Alewa
7. 81 Dhamtan Sahib
82 Dhanauri
JIND 83 Jullana
84 Nagura
85 Naya Bans
86 Gugaheri
87 Rewari-I
88 Rewari-II
89 Safidon-II
REWARI / 90 Jhajjar
REWARI 91 Bahadurgarh
92 Rampura
JHAJJAR 93 Narnaul
8. 94 Kanina
95 Ateli
Nangal
MOHINDERGARH 96
Chaudhary
97 Mohindergarh
45
Name of District
Sr. Sr. Name of
Office/ Revenue
No. No Warehouse
District
98 Kheri Kalan
99 Sevali
FARIDABAD / 100 Palwal-I
FARIDABAD 101 Palwal-III
102 Hodal-I
103 Badauli
104 Hathin
PALWAL
105 Pataudi
9
106 Farukh Nagar
107 Siwari
108 Tauru
GURGAON 109 Nuh
110 Pinangwan
MEWAT 111 Ferozepur Zhirka
46
28 HARYANA STATE WAREHOUSING CORPORATION:PANCHKULA
ACCOUNTING POLICIES
1. The Accounts of the Corporation are maintained on historical Cost Basis
and as an on going concern.
2. The income and expenditure are accounted for on accrual basis except
that:-
a) the interest on advances to staff, is accounted for on actual receipt
basis.
b) the expenditure on repair and maintenance of buildings is
accounted for on the basis of actual payments/adjustments made
during the year.
c) the income/expenditure pertaining to previous year, if received/paid
during the year is accounted for under the "Prior Period Adjustment
Account."
d) in case of procurement of Bajra and gunny bags, the valuation of
closing stock has been taken on the basis of cost price or market
price whichever is less.
3. The expenses and income from conversion of paddy into rice will be
accounted for at the time of actual conversion.
4. A portion of the capital subsidy equal to the amount of depreciation for the
year in respect of the rural godowns under Public Distribution System has
been credited to Profit and Loss Account.
5. Incidentals, interest and storage charges on wheat procured for Central
Pool are accounted for on the basis of provisional rates fixed by the Govt.
of India during the year. The differences between provisional and final
rates are accounted for in the year of finalization of rates.
6. Prior period adjustment account is shown, on the basis of net income and
expenditure pertaining to the previous years.
7. Depreciation on fixed assets:
a) Depreciated on fixed assets is charged on written down value at
determined by the Corporation (based on Technician's report on life of
Assets) as detail below:
47
Rates Adopted by HSWC (based on useful life) %
Sl.No. Heads of Assets Percentage
1 Administrative Block/CFS 2.5
2. Warehouse Building 2.5
3. HSWC Staff Flat 2.5
4. Furniture & Fixture (Wooden) 17.10
5. Furniture & Fixture (Steel) 13.91
6. Cash Safe 12.73
7 Carpets etc. 45.07
8. Wooden Crates 45.07
9. Poly Pallet crates 18.10
10 Warehouse Equipment 28.31
11 Warehouse Goods (Lock etc.) 25.89
12 Warehouse Goods(Hand Pump etc) 77.64
13 Beam Scale 18.10
14. Electric Goods (Cooler etc) 18.10
15. Electric Goods (Ceiling Fan etc) 19.26
16. Invertor 13.91
17. Computer (Hardware/BAS) 39.30
18 Laptop 45.07
19 Laboratory Equipment 31.23
20 Vehicle 27.52
21 Electric fitting 12.21
22. Weighbridge 7.38
23 Generator above 50 KW 20.58
24 Office Equipment 23.84
25 Moisture Meter 25.89
b) The assets having value upto Rs.500/- each are charged to revenue. Assets
having value more than Rs.500/- and upto Rs.5,000/- are capitalised and
depreciation thereon charged @ 100% leaving a nominal value of Rs.1-/ for
each such assets.
48
c) In case any asset that is purchased by the Corporation, which is not covered
under the heads mentioned above, the same would be placed under a
matching head and depreciation would be charged accordingly.
d) The original cost and accumulated depreciation in respect of assets
sold/written off except in case of vehicle are not available. Therefore, the
original cost and accumulated depreciation has been derived on estimated life
of the respective asset.
e) The policy shall follow the disclosure norms as specified in Accounting
Standards-6 i.e. "Depreciation Accounting"
f) Fixed assets are shown at historical cost less accumulated depreciation,
However the assets whose depreciated value has come below Rs.1/-, the
same has been retained at Rs.1/-.
g) Depreciation/ amortization is provided on pro-rata basis from the month the
assets are put to use during the financial year. For assets which are sold or
disposed off/written off during the financial year, depreciation/amortization is
provided till the month of sale or disposal/written off of such assets.
8 Deferred revenue expenditure in respect of tarpaulins, Low Density Polythene
covers and Multilayer Cross Laminated Covers, has been written off
@63.16% on written down method.
9. Provisions debited to Profit and Loss Account are made on actuarial valuation
in respect of Gratuity, Leave encashment and Pension. Provisions in respect
of Pay Scale and miscellaneous advances on account of expenses to
employees and others are made on adhoc basis.
10. Investments are stated at cost price.
11 .Fixed Assets are stated at original cost minus depreciation till date.
12 .All expenses pertaining to construction of Fixed Assets (Capital Work in
progress) are capitalized under appropriate fixed assets account head. The
cut off date for this purpose is date when fixed asset is ready to put to use.
13. Capital works in progress are accounted for on the basis of actual payments/
adjustments made during the year.
14.. Stock in hand is shown at cost price except in case of gunny bags &Bajra,
which are shown at "cost or market price whichever is less".
15 Sundry debtors are related to the business of the Corporation and are good to
be realizable during the course of business. However in respect of debts
49
outstanding for more than 5 years, provision for bad & doubtful debts are
made.
16. The Corporation has created funds for Provident Fund, Gratuity and
Employees Welfare.
50
|
