Open Tender for Appointment of Internal Auditor
BID DOCUMENT
TENDER FOR: APPOINTING FIRMS OF CHARTERED ACCOUNTANTS FOR
INTERNAL AUDIT OF WEST BENGAL ELECTRONICS INDUSTRY DEVELOPMENT
CORPORATION LIMITED & ITS FOUR SUBSIDIARIES I.E., WEBEL INFORMATICS
LIMITED, WEBEL MEDIATRONICS LIMITED, WEBEL ELECTRONIC COMMUNICATION
SYSTEMS LIMITED & WEBEL CONSUMER ELECTRONICS LIMITED
Tender no. : EOT/COM/18-19/00017 Date : 08.06.2018
Due Date: 22.06.2018
TWO PART BID
PART-1: TECHNO-COMMERCIAL BID
PART-2: FINANCIAL BID
WEST BENGAL ELECTRONICS INDUSTRY DEVELOPMENT CORPORATION
LIMITED
(A Govt. of West Bengal Undertaking)
Webel Bhavan, Block-EP & GP, Sector-V, Salt Lake, Bidhannagar,
Kolkata:-700091
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 1 of 21
NOTICE INVITING TENDER NO. : EOT/COM/18-19/00017 dated 08.06.2018
Sealed offers (in duplicate) are invited from reputed firms of Chartered Accountants for appointing
internal auditors of the Corporation.
Brief description of Tender Earnest Money Start date Last date Date of
work Document Deposit of and time of opening of
Money (EMD) Tender Tender Tender
(Rs) (Rs) availability submission (Technical
at Office Part)
Rs.1,000/- Rs.15,000/-
INTERNAL AUDIT (In the form of (In the form of DD in
FOR WEST BENGAL
ELECTRONICS DD in favour of favour of WBEIDC 08.06.2018 22.06.2018 22.06.18
INDUSTRY WBEIDC Limited Payable at ( 3 P.M) (4 P.M)
DEVELOPMENT Limited ) Kolkata)
CORPORATION
LIMITED AND ITS
FOUR 100%
SUBSIDIARIES
Bid Submission WEST BENGAL ELECTRONICS INDUSTRY
& Venue for DEVELOPMENT CORPORATION LIMITED
opening bids (A Govt. of West Bengal Undertaking) Webel
Bhavan, Block-EP & GP, Sector-V, Salt lake,
Bidhannagar Kolkata 700091
The tender documents are available at WBEIDC's office on all working days from 10.30 AM to 4.00
PM, at the address given above, on submission of a Demand Draft of Rs.1,000/- (Rupees One
Thousand only) in favour of WBEIDC Limited payable at Kolkata.
The bidder can also download the tender documents from WBEIDC 's website
www.webel-india.com and submit the bid with a Demand Draft of Rs. 1,000/-(Rupees One
Thousand only) in favour of WBEIDC Limited payable at Kolkata.
For technical queries regarding this tender and for other terms and conditions relating thereto,
please contact Mr.Ashis Kumar Sasmal, General Manager(Finance), Phone- 9830684945 or by
e-mail at mail ID Ashis.Sasmal@webel-india.com and / or Mr.Sudhin Ghosh, GM & Company
Secretary, Phone-9874612186 or by e-mail at mail Sudhin.Ghosh@webel-india.com on or before
15.00 Hrs of 15.06.2018. No queries will be entertained thereafter. If the Tender Committee
considers it fit appropriate corrigendum will be hosted in our web site before 19/06/2018 for the
information of all prospective bidders.
A pre bid conference for all prospective bidders will be held at Webel Bhavan, Salt Lake,
Kolkata-700 091 on 18.06.2018 at 15.00 Hrs to address any queries as may be relevant for the bid.
Canvassing in any form at any stage of the bidding process shall be liable for disqualification.
WBEIDC Limited reserves the right to accept or reject any or all the tenders without assigning any
reason thereof.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 2 of 21
CONTENTS
The Tender document comprises the following:
SECTION A SCOPE OF WORK
SECTION B ELIGIBILITY CRITERIA FOR BOTH WBEIDC AND ITS FOUR
SUBSIDIARIES FOR PARTICIPATION IN THE TENDER
SECTION C INSTRUCTION TO BIDDERS
SECTION D GENERAL TERMS & CONDITIONS
SECTION E SPECIAL TERMS & CONDITIONS
SECTION F BID FORM
SECTION G PRICE BID
SECTION - H PROFORMA FOR PRESENTING PRE-BID MEETING QUERIES.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 3 of 21
SECTION-A
SCOPE OF WORK
(I) IN WBEIDC
The internal auditors are required to conduct a thorough transaction audit at Head Office
and Divisions/Departments for the years under audit, with particular emphasis on propriety,
accounting, disclosure and presentation of the financial information / statements in the light
of the prevailing generally accepted accounting standards, policies, rules, regulations,
delegation of power, budgetary provisions, etc. so as to provide periodically to the
Corporation detailed and effective recommendations for improving operational efficiency
and appropriate process controls based on a detailed evaluation of the attendant business,
inherent and control risks identified as impacting the financial statement components /
accounting and business functions relating to the following operational areas / business
units of the Corporation:
1. Internet Service Provider [ISP] unit;
2. Medical Equipment Maintenance Centre [MEMC];
3. Government Sale [GS];
4. Realty Management Cell [RMC];
5. Education Centre [EC];
6. Networking Sale; Infrastructure Development & Management (IDM)
I. SALES, RENTAL / SERVICE INCOME AND DEBTORS
Detailed and periodic internal audit recommendations aimed at operational improvement of
the processes, aimed at enhancing quality / accuracy of information idetifying of
procedural weaknesses and strengthening of internal controls under the below mentioned
business functions by a planned review of following accounting and business activities
Customers' order/agreement records maintained; land acquired for projects;
development and lease of land, raising of sales invoice; accounting of sales; GST;
concession/discount to customers approvals; credit period; debit/credit note approval;
cash sale/collection; dishonour and return of cheques accounting; permission fee; rental
and service income bills; scrutiny of customers ' account; ageing of customers' balance;
confirmation of balance; control and follow-up of customers; advance from customers;
system of receipt of payment from customers records maintained; bank guarantee
records maintained, renewal and realization; discontinued customers; reconciliation of
income reported by the units with that reported by finance and accounts.
II. PURCHASES AND CREDITORS
Detailed and periodic internal audit recommendations aimed at operational improvement of
the processes, aimed at enhancing quality / accuracy of information identifying of
procedural weaknesses and strengthening of internal controls under the below mentioned
business functions by a planned review of following accounting and business activities
Purchase procedure followed with reference to Government Orders, company's purchase procedure
and delegation of power; approved list of suppliers/contractors; quotation of suppliers; awarding of
contracts - selection of contractors, fixation of rate and other terms and conditions; bank guarantee
records maintained, renewal and discharge; issue of purchase/work order; payment to contractors/
suppliers including payment of advance;
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 4 of 21
recovery of advance paid to suppliers/ contractors; scrutiny of outstanding advance to suppliers;
examination of all cases of individual purchases of value above Rs.5,00,000/-and all individual
contracts awarded having value above Rs.5,00,000/-; cash purchases approval; processing and
accounting of suppliers'/contractors' bill; payment against bill adjustment of advance; coordination,
co-operation and communication between purchase and other departments.
III. SERVICE, EXPENSES AND CREDITORS
Detailed and periodic internal audit recommendations aimed at operational improvement of the
processes, aimed at enhancing quality / accuracy of information identifying of procedural weaknesses
and strengthening of internal controls under the below mentioned business functions by a planned
review of following accounting and business activities
ISP expenditure process; MEMC expenses process; GS expenses and procedures; RMC expenses
process; EC expenses process; approved list of suppliers/contractors; selection and awarding of
contract; vehicle expenses agreement, terms and conditions of agreement for hire, deduction of
TDS; repairs quotation process for major repairs; fuel consumption log book review for recording
the mileage of the vehicle; vehicle log book review and procedures; repairs and maintenance
expenses process; traveling expenses and approval procedures; insurance review of processes
aimed at assessing adequacy of value of assets insured, risks covered, records maintained; staff
welfare expenses procedures and accounting; legal expenses process and procedures review and
evaluation of particularly status of long-pending cases; scrutiny of creditors' accounts; review and
audit of approval, processing, payment and accounting of bills.
IV. STATUTORY COMPLIANCES
Review of status, procedures and monitoring system for accounting, recording and reporting of
information relating to -
TDS, VAT/Sales Tax, GST, PF, profession Tax etc. tax deduction, tax deposit, tax return, litigation,
assessment, contingent liability recognition, recording, monitoring and accounting, related party
transaction, etc. compliance on a monthly/quarterly basis of various statutory compliances &
Government Orders with recommendations on correction after timely and real time identification of
legal consequences for non-compliances, if any.
Internal Auditor should review and report compliance of GST in each quarterly report right from
calculation of output, input and actual payment. All the returns needs to be checked and confirmed in
compliance with schedule date and a deviation report if any. Method/process of preparation of all
the above also needs to be confirmed by internal audit. For lapses if
any, specific guideline for improvement of the same to be guided in the report.
V. CAPITAL EXPENDITURE, CAPITALISATION AND FIXED ASSETS REGISTER
Review of the accounting and control systems, procedures and monitoring system for accounting,
recording and reporting of information relating to -
Capital expenditure budget - approval; approval of expenditure incurred, processing, payment and
accounting of bills; maintenance of fixed assets register; sale/disposal/transfer of assets;, status of
unutilized assets; compliance with CARO, etc.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 5 of 21
VI. SALARY AND BENEFITS
Review of the accounting and control systems, procedures and monitoring system for accounting,
recording and reporting of information relating to
Recruitment; attendance; leave records; preparation of payroll and disbursement; deductions; pay
fixation; retirement benefits; leave encashment; final settlement; reimbursement of
medical/vehicle/telephone, etc. expenses; loan/advance to employees payment and recovery.
VII. CASH AND BANK
Review of the accounting and control systems, procedures and monitoring system for accounting,
recording and reporting of information relating to -
Verification and accounting of cash/bank payment vouchers; approval of payment voucher; cash
verification; cash payment exceeding 10,000/-; money receipt to customers; receiving of cheques -
records maintained; direct credit by bank; deposit of cheques regularity; post-dated cheques
custody, deposit and accounting; direct payment by bank; money receipts from payee; cancellation
of cheques; stop payment advice; fixed deposit; bank reconciliation; fund management.
VIII. INVENTORY
Review of the accounting and control systems, procedures and monitoring system for accounting,
recording and reporting of information relating to -
Maintenance of stores records including receipt and issue documents, utilization of stores,
slow-moving/ non-moving stores, physical verification of stores.
IX. INFORMATION SYSTEMS ENVIRONMENT
The Firm is expected to provide necessary expertise in auditing in a computerized environment and
will be required to present its recommendations on strengthening and improvement of all processes
and controls in an ERP environment. The internal audit plan should address the intricacies of the ERP
enabled IS environment which runs on a MS Dynamics Navision platform.
OTHERS
1. The scope of internal audit mentioed above is illustrative and not exhaustive. The objective is
not to put any restriction on the scope of internal audit. The internal auditors may add other
activities/areas as they deem appropriate by communication and consultation with the audit
committee of the Corporation.
2. The internal auditors are expected to review the systems in operation, SOP as well as adequacy
and adherence of the system, internal control, etc.
3. For the purpose of quarterly internal audit, the above scope of work will be divided and related to
each quarter so that at least all the areas would be covered in one financial year with related
appropriate recommendations. However, few areas like statutory compliance, bank reconciliation
etc. are required to be covered in every quarter.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 6 of 21
4. Internal Audit (IA) should review and comment on the strength and weakness on Internal Financial
Control (IFC) of WBEIDC and all its Subsidiaries to enable statutory audit to comment in their Audit
Report required as per section 143 of the Companies Act, 2013. IA should also advise necessary steps
required to be initiated by WBEIDC and its Subsidiaries to improve / initiate needful action for
improvement on the weakness area of internal control as well.
5. IA should review and report in each quarter on the status of outstanding receivables on the WBEIDC
and its Subsidiaries. They should review each item of receivables and their health and comment on each
of them. They may suggest / advise steps to be initiated to recover old outstanding. They should prepare
their report separately for each department to enable the Management to take up the same with each
HODs separately.
6. Detection of fraud risks and/or any manifest systemic deficiencies that are likely to enhance fraud
risks
7. Review and regular reporting of the tender process across all divisions and entities for all
procurement of all goods and services
8. Advice on SOPs that are issued and / or amended from time to time
9. Recommendation of operational improvements by rationalisation in areas of common/duplication
of resources across WEBEL and all its subsidiaries, inter se.
(II) IN SUBSIDIARIES OF WBEIDC
The internal auditors are required to conduct a thorough transaction audit in 4 [four] subsidiary
companies of WBEIDC i.e., Webel Mediatronics Limited, Webel Informatics Limited, Webel
Consumer Electronics Limited & Webel Electronic Communication Systems Limited, with particular
emphasis on propriety audit, in the light of the prevailing generally accepted accounting standards,
policies, rules, regulations, delegation of power, etc. so as to provide effective recommendations for
improving efficiency and strengthening internal control systems.
AREAS TO BE COVERED
I. Sales, Services, Rental Income and Debtors
Detailed and periodic audit of the systems and procedures relating to accounting, monitoring and
reporting of activities for identification of the procedural weaknesses and recommendation for
strengthening of internal controls, minimization of risks involved, etc. in the following areas:
Customers' orderlinking with corresponding order execution note [OEN], P.O./W.O. issued against
OEN, Raising of sales invoice, System of tracking of sales bill with the corresponding supplier' bill ,
Bill-wise payment received from customer and payment of corresponding supplier's bill;
Accounting of sales, input credit of VAT/Service tax;
Royalty from franchisees agreement with franchisees, collection statement, sign-up fee, renewal
fee, franchisee management system;
Dishonour of cheques accounting, intimation to customer, receipt of fresh cheque;
Rental and service income bills agreement with tenants, raising and accounting of bills;
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 7 of 21
Scrutiny of customers' account; Follow-up of customers; Unadjusted advance from customers;
Bank guarantees givenrecords maintained for monitoring, renewal, discharge and realization of
margin money;
Collection of sales tax forms;
Security/Earnest money deposited, realized, monitoring and control;
Status of pending legal cases.
II. Purchases and Creditors
Detailed and periodic audit of the systems and procedures for accounting, monitoring and reporting of
activities for identifying the procedural weaknesses and recommendation for strengthening of internal
controls, minimization of risks involved, etc. in the following areas:
Purchase procedures followed with reference to company's purchase procedures and delegation of
power; Approved list of suppliers/contractors; Procedure for inviting quotation, limited tender, open
tender, e-tender, compliance with order of government of West Bengal; Awarding of contracts -
selection of contractors, fixation of rate and other terms and conditions, approval; Bank guarantee
records maintained, renewal and discharge; Issue of purchase/work order; Payment to
contractors/suppliers including payment of advance; Recovery of advance paid to
suppliers/contractors; Scrutiny of outstanding advance to suppliers; Examination of all cases of
individual purchases/ contracts having value above Rs.50,000/- ; Cash purchases approval;
Processing and accounting of suppliers'/contractors' bill; Payment against bill adjustment of
advance; pending legal cases.
III. Services, Expenses and Creditors
Detailed and periodic audit of the systems and procedures for accounting, monitoring and reporting of
the activities with recommendations for improvement in the systems, minimization of risks involved,
etc in the following areas:
Approved list of suppliers/contractors; Tendering limited tender, open tender, e-tender, selection
of contractor and awarding of contract; Vehicle expenses agreement, terms and conditions of
agreement for hire, Vehicle log book review and procedures; Repairs/AMC quotation process for
major repairs; Travelling expenses - approval, tour programme, tour report, unadjusted travel
advance; Staff welfare expenses, procedures and accounting; Deployment of work force from group
companies payment and accounting; Miscellaneous expenses procedures, accounting and
payment; Scrutiny of creditors' accounts; Review of approval, processing, payment and accounting of
expenses; Unadjusted advance of suppliers; Status of pending legal cases.
IV. Capital Expenditure and Fixed assets Register
Detailed audit of the systems, procedures for accounting, recording, monitoring and reporting on the
following areas:
Capital expenditure budget - approval; Approval of expenditure incurred, capitalisation, payment and
accounting of bills; Maintenance of fixed assets register; Status of unutilized assets; Fixed assets
lying with outsiders; Physical verification of fixed assets records of verification; Compliance with
CARO, etc.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 8 of 21
V. SALARY AND BENEFITS
Detailed audit of the systems and procedures for accounting, monitoring and reporting in the following
areas:
Attendance; Leave records; Preparation of payroll and disbursement; Deductions; Leave
encashment; Final settlement; Reimbursement of medical/vehicle/ telephone, etc. expenses;
Loan/advance to employees payment and recovery; pending legal matters.
VI. CASH AND BANK
Detailed audit of the systems and procedures for accounting and reporting in the following areas:
Verification of cash/bank payment vouchers; Approval of payment voucher; Cash verification; Imprest
cash; Cash payment exceeding 10,000/-; Money receipt to customers; Receiving of cheques -
records maintained; Direct credit by bank; Deposit of cheques regularity; Post-dated cheques
custody, deposit and accounting; Money receipts from payee; Cancellation of cheques; Fixed deposit
renewal, physical verification, FD receipt with banker; Unusual items in bank reconciliation
statement; Inoperative bank account; Fund management idle fund in bank.
VII. INVENTORY
Detailed audit of the systems and procedures for accounting, recording and monitoring in the
following areas:
Determination of quantity purchased, maintenance of stores records including receipt and issue
documents; Utilisation of stores; Slow-moving/non-moving/obsolete stores; Stores lying outside;
Physical verification procedure, records of verification, adjustments of short/excess consequent to
verification and approval thereon; Stores records -adequacy.
VIII. STATUTORY COMPLIANCES
Detailed audit of status, procedures and monitoring system for accounting, payment, and reporting
relating to TDS employees and others; GST, PF, ESI, Profession Tax, Trade licence; Payment of
advance income tax; Accounting of TDS deducted by customer- reconciliation of tax deduction with
deposit of tax by customer etc.; Tax deduction, tax deposit, tax return, litigation, assessment,
recording, monitoring and accounting; Liabilities unpaid for a long time, etc. and recommendation of
action for compliance.
Internal Auditor should review and report compliance of GST in each monthly/quarterly report right
from calculation of output, input and actual payment. All the returns needs to be
checked and confirmed in compliance with schedule date and a deviation report if
any. Method/process of preparation of all the above also needs to be confirmed by internal
audit. For lapses if any, specific guideline for improvement of the same to be guided in the report.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 9 of 21
Others:
1. The scope of internal audit mentioned above is not exhaustive. The objective is not to put any
restriction on the scope of internal audit. The internal auditors may add other activities/areas
as they deem appropriate by communication and consultation with WBEIDC.
2. The internal auditors are expected to review the systems in operation, as well as adequacy
and adherence of the system, internal control and recommendation for improvement in the
system to enhance efficiency, etc.
3. For the purpose of quarterly internal audit, the above scope of work will be divided and related
to each quarter so that at least all the areas would be covered in one financial year with
related appropriate recommendations. However, few areas like statutory compliance, bank
reconciliation, debtor review and report etc. are required to be covered in every quarter.
4. Internal Audit (IA) should review and comment on the strength and weakness on Internal
Financial Control (IFC) of all its Subsidiaries to enable statutory audit to comment in their Audit
Report required as per section 143 of the Companies Act, 2013. IA should also advise
necessary steps required to be initiated by its Subsidiaries to improve / initiate needful action for
improvement on the weakness area of internal control as well.
5. IA should review and report in each quarter on the status of outstanding receivables on the its
Subsidiaries. They should review each item of receivables and their health and comment on
each of them. They may suggest / advise steps to be initiated to recover old outstanding. They
should prepare their report separately for each department to enable the Management to take up
the same with each HODs separately.
6. Detection of fraud risks and/or any manifest systemic deficiencies that are likely to enhance
fraud risks
7. Review and regular reporting of the tender process across all divisions and entities for all
procurement of all goods and services
8. Advice on SOPs that are issued and / or amended from time to time
9. Recommendation of operational improvements by rationalisation in areas of
common/duplication of resources across Subsidiaries, inter se.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 10 of 21
SECTION B
ELIGIBILITY CRITERIA FOR PARTICIPATION IN THE TENDER
Criteria to be considered for selection of the firms of Chartered Accountants-
1. The Firm must have a minimum of five Partners holding full time Certificate of Practice of
whom at least one should be proficient in auditing in a computerized / ERP environment
with at least 10 full time professionally qualified paid staff
2. The firms shall have a minimum of 10 years experience in Audit preferably in Government
Departments or Government Enterprises.
3. Currently, the firms must have the assignments of Audit of at least 5 (Five) companies
having turnover exceeding 20.00 crore for each of such clients.
4. The firm should have all statutory clearances in place.
In absence of any one of the above, the offer will be treated as
non-responsive and will be summarily rejected.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 11 of 21
SECTION C
INSTRUCTIONS TO BIDDERS.
Interested Bidders are required to submit their technical proposals and commercial proposal in two
separate sealed envelopes as per instructions given below: -
The firm shall seal & mark various parts of the proposal as follows:
A) Techno Commercial Bid in one envelope super- scribed with words: -
"Techno Commercial Bid for appointment of internal auditor for WBEIDC Limited".
This envelope will also contain the EMD and Tender Document Fees (if the tender
document is downloaded from the website) in separate small envelope inside it.
B) Financial Bid in one envelope super- scribed with words "Financial Bid for appointment
of internal auditor for WBEIDC Limited and its four Subsidiaries", "Tender no.
EOT/COM/18-19/00017 dated 08.06.2018".
C) All the envelopes shall be sealed in a covering envelope super scribed with words
"Techno Commercial Bid & Financial Bid for appointment of internal auditor firm for
WBEIDC Limited and its four Subsidiaries".
The sealed envelope containing the sealed Techno Commercial Bid and Financial Bid should be
addressed to the General Manager (Finance) , WBEIDC Limited, Block-EP & GP, Sector V,
Salt Lake, Kolkata -700 091, through post / speed post / Courier or dropped personally within the
stipulated time in the tender box kept in the WBEIDC Limited office . No other mode of delivery shall
be accepted. WBEIDC Ltd will not be responsible for any postal delay. Late submission of Bid will not
be accepted.
(B.1) TECHNO COMMERCIAL BID
The Techno Commercial Bid should consist of the following documents:
1. Proposals submission cover letter on the letterhead of the firm clearly indexing the
enclosures. This proposal submission cover letter should bear the reference no. and
date, without which the bid will be treated as non responsive.
2. Details of Experience of the firm in Audit.
3. Details of the Partners viz. name, qualification, membership no. and auditing experience in
detail (i.e. name of organization served, capacities in which worked, nature of job done, No.
of years served in each capacity, Experience as practicing Accountant, Experience in
Internal Audit, experience in the electronics, information technology and in the auditing of
the Government Departments and Enterprises, etc.)
4. Details, qualifications and experience of full time paid assistants / professional staff with
appropriate evidence of such staff being in continuous employment of the Firm
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for Page 12 of 21
Webel
gpporlLiriitie$ infinlTe
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
5. Copies Acknowledged Income Tax Return of the last 3 preceding financial years to
be submitted.
6. Bid Form duly filled and signed as per format on the letterhead of the bidder.
7. Original Tender document duly stamped & signed on each page, as a token of
acceptance of all terms and conditions laid down in the tender document.
8. Detailed profile of the Firm.
9. Copy of PAN Card, Service Tax Registration Certificate, GST Registration,
Professional Tax Certificate and Firm 's Registration Certificate. The Firm should
operate in the same name and style at least for the last three years.
10. Tender Document Fees (if downloaded from the web site) in a separate envelope.
(B.2) FINANCIAL PROPOSAL
Financial Bid as per format provided in the relevant section to be submitted in a separate
envelope as mentioned in the tender document. Insertion of Financial bid in the
techno-commercial proposal will lead to summary cancellation of the bid.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 13 of 21
SECTION - D
GENERAL TERMS AND CONDITIONS
(i) Schedule of the Tender
The tender document shall be submitted on or before 15.06.2018, at 15.00 Hrs. to The
Company Secretary, WBEIDC Limited, Block-EP & GP, Sector V, Salt Lake Electronics
Complex, Kolkata -700 091.
(ii) Amendment of Invitation
At any time 3 days prior to the deadline for submission of proposals, WBEIDC reserves the
right to add / modify / delete any portion of this document by issuance of a Corrigendum,
which would be published on the website and will also be made available to all the Bidders
who have been issued the tender document. The Corrigendum shall be binding on all
bidders and will form part of the bid documents (Techno Commercial as well as Financial
Bid).
(iii) Clarification Regarding Tender Document
A prospective Bidder requiring any clarification about the tender document and scope of
work may contact the person through e-mail / letter as mentioned aforesaid in the Notice
Inviting Tender.
(iv) Awarding of Contract
Short listed Firms fulfilling the eligibility criteria and on successful completion of the
Techno Commercial Bidding evaluation of WBEIDC Limited will be required to make a
Presentation on their credentials before the Audit Committee of the Company.
The Committee thereafter will then decide upon the Firms whose Financial Bids will be
opened. The Firm offering the lowest Bid among such shortlisted Firms will be selected for
appointment. However, Committee may decide otherwise if they think necessary to do so
with the approval of competent authority showing proper justification.
(v) Amendment of Proposals
In order to afford prospective Bidder reasonable time to make amendment in their
proposals, WBEIDC Limited may, at its discretion, extend the deadline for the submission of
proposals. However, no such request in this regard shall be binding on WBEIDC.
(vi) Language of Proposal & Correspondence
The proposal submitted by the Bidder should be in the English language only. All the
documents relating to the proposal (including brochures) supplied by the firms should also
be in the English language and the correspondence between the Bidder & WBEIDC will be in
English language too. A duly signed formal copy must subsequently confirm any
correspondence by fax / e-mail.
(vii) Proposal Currency
Prices shall be quoted in Indian Rupees as in the Financial Bid.
(viii) Period of Validity of Proposals
The price offers as in the Financial Bid shall remain firm within the currency of contract and
no escalation of price will be allowed. The quoted offer and / or rate must be valid for a
minimum period of 180 Days from the date of opening of the tender. The tender inviting
authority reserves the right for seeking extension of validity of offered rates from the
successful bidder. Acceptance of such request during actual offer is however optional to the
bidder. The price validity will remain unaltered irrespective of any reason .
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 14 of 21
Variation in statutory rates of taxes and duties as levied by the Government on
professional services will however be reflected for both reduction and escalation.
(x) Formats and Signing of Proposals
The original proposal shall be neatly typed and shall be signed by an authorised signatory
/ signatories on behalf of the Bidder. The authorisation shall be provided by written Power of
Attorney and as per notarized copy of the Registered eed of Partnership accompanying
the proposal. The person or persons signing the proposal shall initial all pages of the
proposal, except for un-amended printed literature. The proposal shall contain no
interlineations, erasures or overwriting. In order to correct errors made by the Bidder, all
corrections shall be done & initialed with date by the authorised signatory after striking out
the original words / figures completely.
(xi) Sealing and Marking of Proposals
Bidder shall seal & mark various parts of the proposal as mentioned in the Instruction to
bidders above.
Every envelope and forwarding letter of various parts of the proposal shall be addressed as
follows:
General Manager (Finance)
WBEIDC Limited Block EP &
GP, Sector-V Salt Lake
Electronics Complex Kolkata-700
091
Signing across all joints & pasting with good quality transparent adhesive tape on top of
such joints & signatures with Firm's seal shall seal the envelope without which the bid will
be summarily rejected. The envelope should bear the name and address of the bidder
very neatly written in the left lower corner, without which the bids cannot be recognized
and hence will be summarily rejected. Proposals sent through telex / telegrams / fax / e-mail
shall not be accepted. WBEIDC Limited shall not be responsible for delay on account of
delivery by the postal authorities as well as of courier companies. Such delivery shall be at
the risk and cost of the vendor / bidder.
If the envelopes are not sealed and marked as required above, WBEIDC Limited shall
assume no responsibility for the proposal's misplacement or premature opening with the
bid being summarily rejected.
(xii) Deadline for Submission of Proposals
Proposals will be received by WBEIDC at the specified address not later than 22.06.2018,
at 15.00 Hrs. WBEIDC may, at its discretion, extend this deadline. WBEIDC may also
extend this deadline for any other administrative reason.
(xiii) Late Proposals
Any proposal received by WBEIDC after the deadline for submission of proposals, as
referred above shall not be accepted.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 15 of 21
SECTION E
SPECIAL TERMS AND CONDITIONS
1. Interpretation of documents
If any bidder should find discrepancies or omission in the specifications or other tender documents,
or if he should be in doubt as to the true meaning of any part thereof, he shall make a written request
to the tender inviting authority for correction / clarification or interpretation before 7 days of opening
of the bid.
2. Payment Terms
Payment will be made within 30 (Thirty) days of submission of bills after completion of each quarter,
on submission of bills along with the Quarterly/Final Report of all segments described in the scope
of work,
3. Preparation of Tender
Tender shall be submitted in accordance with the following instructions:
i) Tenders shall be submitted in the prescribed forms. All signatures shall be in longhand.
Where there is conflict between the words and the figures, the figure shall govern.
ii) All notations must be in ink or type written. No erasing or overwriting will be permitted.
Mistakes may be crossed out and corrections typed or written with ink adjacent thereto and must
be initialed in ink by the person or persons signing the tender.
iii) Tenders shall not contain any recapitulation of the work to be done. Alternative proposals will not
be considered unless called for. No written, oral, electronic, telegraphic or telephonic proposals
for modifications will be acceptable.
iv) Tenders shall be delivered to the office as notified on or before the date and time set for the
opening of tenders in the Notice Inviting Tender. The packet of documents including the tender
shall be enclosed in sealed envelope having the title of the work and the name of the bidder.
v) Tenders subject to any conditions or stipulations imposed by the bidder are liable to be rejected.
vi) Each and every page of the tender document must be signed with date and Firm 's Seal by the
bidder. This is required to show that the bidder had accepted all the terms and conditions
mentioned in this tender document.
4. Withdrawal from Tender
Any bidder may withdraw his tender by written request at any time prior to the scheduled closing
time for receipt of tenders and not thereafter.
5. Opening of Tender
The tenders shall be opened at the time set forth in the document. Bidders or their authorized
representatives are invited to be present and to put their signatures on the records of tender
opening as each tender is opened.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 16 of 21
6. Assignments
No Consortiums will be allowed.
7. Deduction of Tax at Source.
Deduction of all statutory and necessary Tax from each bill will be made as per Government Rules
prevailing at the time of payment. The Company will issue necessary tax deduction certificate in
due course of time.
8. Tax Registration Certificate
Bidders submitting a tender shall produce up to date VAT, Service Tax / GST, Income Tax and
Professional Tax registration as well as copy of latest returns submitted in the standard form from
the Tax Authority or a Certificate that the assessment is under consideration. All such clearance
certificates shall remain valid on the last date of permission and should be attested by a gazetted
officer.
9. Canvassing
Canvassing or support in any form for the acceptance of any tender is strictly prohibited. Any bidder
doing so will render him liable to penalties, which may include removal of this name from the panel
of Firms as may be maintained by WBEIDC Limited.
10. Delivery
Quarterly Internal Audit report of all segments as described in the SOW, to be submitted within 45
days of completion of each quarter to Managing Director, WBEIDC.
11. Acceptance of Tender
The acceptance of the tender will rest with the accepting authority who is not bound to accept the
lowest or any tender and reserves the right to reject any or all tender(s) received.
12. Withdrawal from Tender
If any bidder withdraws his tender before acceptance or refusal within a reasonable time without
giving any satisfactory explanation for his withdrawal, he/she shall be disqualified for participation
in any tender of this organization for a minimum period of 2 (two) years.
13. Non escalation of Price
The price offers shall remain firm within the currency of contract and no escalation of price will be
allowed.
14. Price Validity
The quoted offer and/ or rate must be valid for a minimum period of 180 Days from the date of
opening the tender. The tender inviting authority reserves the right for seeking extension of validity
of offered rates from the successful bidder. Acceptnce of such request during actual offer is
however optional to the bidder.
15. Price
A) Price should be quoted in the Financial Bid format only in Indian Rupees
B) No deviation in any form in the Price Bid sheet is acceptable.
C) Price quoted should be firm.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 17 of 21
D) Percentage / specified amount of taxes & duties should be clearly mentioned otherwise
WBEIDC Limited reserves the right to reject such offer.
E) The total cost of the entire job should be inclusive of all prices as mentioned in the
enclosed Price Bid format.
F) No extra cost, other than that mentioned in Price Bid would be taken into account.
16. Discrepancies and Adjustment thereof
In the event of any discrepancy between description in words and figures, that which is in words
quoted by the bidder, shall be taken as correct.
Discrepancy in totaling or carry forward in the amount quoted by the bidder shall be corrected.
17. Disputes and Arbitrations
In case of any dispute or differences, breach and violation relating to the terms of this agreement,
the said dispute or difference shall be referred to the sole arbitration of Managing Director,
WBEIDC Ltd. or any other person appointed by him. The award of the arbitrator shall be final and
binding on both the parties.
In the event of such arbitrator to whom the matter is originally referred to vacates his office on
resignation or otherwise or refuses to do works or neglecting his work or being unable to act as
arbitrator for any reason whatsoever, the Managing Director shall appoint another person to act as
arbitrator in the place of outgoing arbitrator and the person so appointed shall be entitled to
proceed further with the reference from the stage at which it was left by the predecessor. The Firm
will have no objection in any such appointment and that the arbitrator so appointed being an
employee of WBEIDC Ltd. The adjudication of such arbitrator shall be governed by the provisions of
the Arbitration and Conciliation Act, 1996, or any statutory modification or re-enactment thereof or
any rules made thereof.
The arbitration shall be held in Kolkata only.
18. Governing Laws
This Tender Document and the contract shall be governed by and interpreted in accordance with
Laws in force in India. The courts at Kolkata shall have exclusive jurisdiction in all matters arising
under the contract.
19. Force Majeure Condition
If the execution of the contract is delayed beyond the period(s) stipulated in contract as result of
outbreak of hostilities, declaration of an embargo or blockade of road, fire, flood, natural calamities',
terrorism or any such act of nature, then WBEIDC LTD may allow such additional time by extending
the execution timeframe in respective intervals of reporting deliverables as considered to be
justified under the circumstances and its decision will be final. If additional time is granted by the
WBEIDC Limited, contract shall be read and understood as if it had contained since its inception
with the execution date(s) as if extended.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 18 of 21
SECTION - F
BID FORM
(Bidders are requested to furnish the Bid Form in the Format given in this section, filling the entire Blank and
to be submitted on Letter Head)
Ref No: (Mandatory) Date : (Mandatory)
To,
The General Manager (Finance)
WBEIDC Limited
Webel Bhavan
Block EP & GP, Sector-V
Salt Lake Electronics Complex
Kolkata-700091
Dear Sir,
Having examined the Bid documents we, the undersigned, offer to undertake the job of
"Appointment as an independent audit firm ------- " as per the Tender No. ------------------------------
------------------------------------- dated ----------------------
We agree to abide by this bid for the period of 6 (six) months from the date fixed for the opening of
the Financial Bid and it shall remain binding upon us for acceptance at any time before the expiry of
the aforesaid period.
This bid, together with your written acceptance thereof and your order / notification of award, shall
constitute a binding contract between us.
We understand that WBEIDC Limited reserves the right to accept in full / part or reject any or all the
bids received or split the successful bids without any explanation to bidders and its decision on the
subject will be final and binding on the Bidder. We also understand that WBEIDC Limited is not
bound to accept the lowest price quote viz. L-1 bid as qualifying for placement of order.
Dated, this .......................day of ........................2018
.........................................................
Signature
.................................................................
(In capacity of duly authorized to sign bid for and on behalf of
(Name and Address of the Bidding Firm)
(Affix Official Seal)
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 19 of 21
SECTION - G
FINANCIAL BID (Bidders have to submit the price bid strictly in this format , otherwise
the bid will be rejected)
Ref . No. ( Mandatory) Date : ( Mandatory)
Tender for Appointment of an audit firm -----------------------------------------------------------------------
------------------------------------- Tender No. ----------------------Dated ------------------ .
To,
The G.M- (Finance) ,
WBEIDC Ltd.
Dear Sir,
In response to the above tender , we offer our price as below :-
Sl. Job Amount GST GST Total Amount
No. Description (Rs.) (%) Amount (Rs.)
(As per (Rs.)
SOW)
A For WBEIDC
B For Subsidiaries
GRAND TOTAL (A+B)
Grand Total In Words: -
[Signature and Seal of authorized signatory
as per instructions in Section C clause (x)]
Note: For selection of L1 bidder, the grand total will be considered.
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018 for
Appointing Internal auditor firm for WBEIDC Limited & its
four Subsidiaries
Page 20 of 21
SECTION - H
PROFORMA FOR PRE-BID MEETING QUERIES
Name of the bidder: Queries
Sl. Section Clause Page Queries
No. No. No. No.
[Note: There will be a cut-off date for receiving of queries before the Pre-Bid Meeting. Queries
received after the cut- off date will not be accepted.]
Authorized Signatory: (Signature in full)
Full Name of Signatory: Bidder Firm :
Webel
gpporlLiriitie$ infinlTe
Tender No : EOT/COM/18-19/00017 dated 08.06.2018
for Appointing Internal auditor firm for WBEIDC Limited &
its four Subsidiaries
Page 21 of 21
|
