ANDREW YULE & COMPANY LIMITED
(A Government of India Enterprise)
General Division
8, Dr.Rajendra Prasad Sarani
Kolkata 700 001
NOTICE INVITING TENDERS
ANDREW YULE & CO. LTD. invites e-Tender from bona fide CA/CMA Firms for conducting Internal
Audit of its 7 Tea Estates in Assam, situating in Dibrugarh, Jorhat & Golaghat Districts., 05 Tea Estates
in West Bengal (Tea Estates include outgardens attached to them wherever applicable), situating in
Jalpaiguri, Aliporeduar & Darjeeling Districts and Tea Division's Head Office (HO) in Kolkata, in Two-
part system (Techno-Commercial Bid and Financial Bid); the details of which regarding eligibility
criteria, scope of work, method of evaluation etc. are mentioned in the tender documents, hereinafter.
Interested CA/CMA Firms who comply with the eligibility criteria mentioned hereinafter, may quote as
per the specified instructions furnished hereinafter.
A. Index of contents:
Sl.No. Particulars Page No. Annexure
No.
1 (A) NIT Introduction & Index 1
2 (B) Brief background of the Company 1 -
3 (C) Schedule of Tender (SOT) 2 -
4 (D) Minimum Eligibility Criteria 2-3
5 (E) Our Bank Details for EMD Payment 3
6 (F) Pre-Bid meeting 3
7 (G) List of Annexures 3 -
8 Important instructions for E procurement 4-6 Annexure-I
9 Detailed Profile of the Firm 7 Annexure-II
10 Detailed Scope of Work 8-14 Annexure-III
11 General Terms & Conditions (including Evaluation Criteria) 15-17 Annexure-IV
12 Technical/Un-priced Bid Scoring Sheet 18 Annexure V
13 Format for Financial Bid 19 Annexure-VI
14 Declaration of Non-Ineligibility 20 Annexure-VII
Tender documents may be downloaded from MSTC website www.mstcecommerce.com/eprochome/aycl or
www.andrewyule.com. Corrigendum, addendum or clarifications, if any, shall be hosted on the above
mentioned websites only.
AYCL reserves the right to accept or reject any tender, without assigning any reason for same.
B. Brief Background of the Company:
Andrew Yule & Company Ltd (AYCL) is an Indian manufacturing and industrial conglomerate, with
majority shareholding by Government of India and headquartered in Kolkata (formerly Calcutta). It
became a Central Public Sector Enterprise (CPSE) in 1979 and is presently having three major Divisions,
viz., Engineering (having Factory near Kolkata), Electrical (having Factories in Kolkata and Chennai) and
Tea (12 Estates in Assam and West Bengal). The Company maintains a Co-ordination Office in New Delhi.
The Annual Turnover of the Company is around Rs.400 Crores and more than 50% of it is generated from
Tea business and the rest through other businesses of the Company i.e. electrical equipment
manufacturing as Transformer, AVR's, Industrial Fans etc. as well as various service activities.
Tea Division of the Company produces around 117 lakh KG CTC and Orthodox Tea annually which is
mainly sold mainly through Tea Auction. However, the Company is also engaged in Export of bulk tea,
open market sale of tea in domestic market and retail sale of packet tea.
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C. Schedule of Tender (SOT)
1. TENDER NO. AYCL/Internal Audit/19-20/1
Dated: 27.05.2019
2. MODE OF TENDER E-tendering System,
Online submission of Part-1 Techno-
Commercial Bid and Part-2 Financial Bid
through
www.mstcecommerce.com/eprochome/aycl.
The intending bidders are required to submit
their offer electronically through this e-
tendering portal.
3. E-Tender No. / Event No. AYCL/General Division/2/19-20/ET/63
4. Date of publication of e-Tender through 27th May, 2019 at 14.00 Hrs.
publication MSTC/AYCL websites and
Central Public Procurement Portal
5. Date of availability of NIT to the Vendors 27th May, 2019 at 14.00 Hrs.
for downloading
6. Earnest Money Deposit (to be converted 1. "Earnest Money Deposit" of Rs
to Security Deposit without bearing any 15000/- may be paid by NEFT/RTGS
interest thereon for successful Bidder favoring Andrew Yule & Co Ltd, payable at
and to be refunded without interest to Kolkata in a manner as mentioned
others on finalization of the work order) hereinafter. The offer without EMD will
& Other documents summarily be rejected.
2. Other documents as specified in Annexures
7. Last date of submission of EMD and other 17th June, 2019 at 18.00 Hrs.
documents to AYCL Ltd.
8. Date of starting of e-Tender for To be intimated to the eligible vendor
submission of online Techno-Commercial separately by e mail as well as through
bid and Price bid at corrigendum in website.
www.mstcecommerce.com/eprochome/aycl
9. Date of closing of online e-Tender for To be intimated to the eligible vendor
submission of Techno-Commercial bid separately by e mail as well as through
and Price bid at corrigendum in website.
www.mstcecommerce.com/eprochome/aycl
10 Date & time of Opening of Part-1 Techno- To be intimated to the eligible vendor
Commercial bid separately by e mail as well as through
corrigendum in website.
11 Date & time of Opening of Part-2, To be intimated to the eligible vendor
Financial Bid separately by e mail as well as through
corrigendum in website.
D. Minimum Eligibility Criteria
a) The prospective bidding Firm should be registered with ICAI/ICMAI for at least last 10 Years as on
due date of this Tender.
b) The firm should have Internal Audit experience of at least 5 years (as on due date of this Tender)
in the respective Industry i.e. Tea cultivation, production & marketing Industry.
c) The firm should have net average annual revenue receipts of at least Rs 25 Lakhs in last 3 financial
years (2016-17 to 2018-19).
d) The firm should have minimum 3 full time Partners .
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e) The firm should have Internal/Statutory Audit experience in at least one Central/State PSU, listed
with any Stock Exchange in India.
f) The Firm should not be banned/de-listed/barred from conducting any audit work in last three Fin.
Yr. (2016-17 to 2018-19) by any Central/State PSU and/or Central/State Govt. Dept.
g) The firm should have Head office in Kolkata and preference will be given to firms having Branch
offices in Siliguri & Dibrugarh.
Firms fulfilling the above mentioned minimum eligibility criteria only need to quote by
participating in the Online bidding BUT are required to submit the following documents Offline
to the Manager (F&A), Andrew Yule, General Division, Head Office, 8 Dr. Rajendra Prasad
Sarani, Kolkata 700001 Unit, in a sealed envelope super scribe as "Internal Auditor for the
Financial Year 2019-20" before the closing date and time of online bid submission as
mentioned hereinbefore. Any non-compliance with this condition will tantamount to rejection
of the offer. As such, the documents mentioned above should be sent well in advance so that the
chances of bid rejection on account of any postal/communication delay can be avoided.
1. Photocopy of NEFT/RTGS document with regard to payment of EMD
2. Duly filled in and signed & sealed Annexures-II, III, IV, and VII
3. Documents required as per Annexure-V with signature and seal
4. Duly signed & stamped Cancelled/Photocopy of a Cheque leaf pertaining
to Firm's Bank Account.
E. Our Bank Details for making Online EMD payment:
Bank Name and Address UNITED BANK OF INDIA, 10, CLIVE ROW,
KOLKATA, WEST BENGAL 700001
IFSC Code UTBI0NSR122
Account No 0101050013341
Account Name ANDREW YULE & COMPANY LIMITED
F. Pre-Bid meeting:
Since the appointment of Internal Auditor for Tea Division requires industry specific skills, in this
regard a pre-bid meeting will be organized on 19th June 2019 at 11.00am to 12.00pm in the Head
Office of the Company, to address the expected queries from prospective bidders.
G. List of Annexure
Important Instructions for E-procurement Annexure-I
Detailed Profile of the Firm Annexure-II
Detailed Scope of work- Annexure-III
General Terms & conditions- Annexure-IV
Technical Evaluation Criteria- Annexure-V
Format for Financial Bid- Annexure-VI
Declaration for Non-Ineligibility- Annexure-VII
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Annexure-1
ANDREW YULE & COMPANY LIMITED
General Division
Important Instructions for E-procurement
Ref. E Tender No. AYCL/General Division/2/19-20/ET/63
Ref. Tender no. AYCL/Internal Audit/19-20/1
This is an e-procurement event of ANDREW YULE & COMPANY LIMITED (AYCL)
Bidders are requested to read and agree to all the Terms & Conditions (Annexure- I, II, III, IV & V) of
the Tender Document while submitting the online Bid. Bidders who do not comply with the
conditions with documentary proof (wherever required) will not qualify in the tender for opening of
Price Bid.
Process of E-Tender:
Registration:- The process involves vendor's registration with MSTC e-procurement portal
which is free of cost. Only after registration the vendors can submit his/their bids electronically.
Techno-commercial and Price bid will be submitted electronically
SPECIAL NOTE: The Price Bid And The Commercial Bid Has To Be Submitted On-Line at
www.mstcecommerce.com/eprochome/aycl
1) Vendors are required to register themselves online with www.mstcecommerce.com e-
Procurement PSU / Govt. depts. Register as Vendor under AYCL- Filling up details
and creating own user id and password Submit.
2) Vendors will receive a system generated mail confirming their registration in their
email which has been provided during filling the registration form.
In case of any clarification, please contact MSTC/AYCL (before the scheduled time of the e-Tender).
Contact person ( ANDREW YULE & COMPANY LTD):
1. Mr.Rohit Jain 2) Mr. Mrs. Kalpna
Manager (Finance) . Dy. Manager(Finance)ger (
Ph. No: 033-22428210 . No.: (033) 2 Phone Number: 033-22428210
Email: rohit.jain@andrewyule.com Email: kalpnasorot@andrewyule.com
Contact person (E-Commerce, MSTC Ltd):
1. Mr. Pritam Biswas, 2. Mr. Mayank Jain,
Assistant Manager (ERO) Assistant Manager (ERO)
Mobile- 9903248755, Mobile- 9721277969
email- pbiswas@mstcindia.co.in email- mhjain@mstcindia.co.in
3. Mr. Vikash Kumar Jaiswal, 4. HELP LINE NO. (033) 2290 1004
Regional Manager (ERO)
Mobile- 9903042449,
email- vikash@mstcindia.co.in
System Requirement:
i) Windows XP-SP3 or above / Windows 7 Operating System
ii) IE-7 or above Internet browser.
iii) Signing & Encryption type digital signature
iv) JRE 7 update 79 software to be downloaded and installed in the system. Security level
should be medium
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v) To enable ALL active X controls and disable `use pop up blocker' under Tools
Internet Options custom level (Please run IE settings from the page
www.mstcecommerce.com once)
1. Submission of EMD & Other documents:
Part-1 Within specified Date & Time mentioned at Sl.No. 7 of SOT the vendor must submit
Annexure-II duly filled and signed, General terms & conditions duly accepted & stamped as per
Annexure-IV, documents required as per Annexure-V and Earnest Money Deposit as mentioned at Sl.
No. 6 of the SOT in the form of NEFT/RTGS payment favoring Andrew Yule & Co. Ltd. Payable at
Kolkata to Manager (F&A) General Division, Andrew Yule & Co. Ltd., 8, Dr, Rajendra Prasad Sarani,
Kolkata-700001.
In case of failure to submit any of the above mentioned Documents, RTGS payments etc within
stipulated time, the bid will be considered as rejected.
Part-II:- On the basis of submission of documents mentioned in Part-1, the list of vendors who will
participate in online commercial and Price Bid submission will be finalized. Only those qualified
bidders will be eligible to submit On line Techno-Commercial and Price Bid.
Bidding in e-Tender:
a. No interest will be paid on EMD. EMD of the unsuccessful bidder(s) shall be refunded by ANDREW YULE &
COMPANY LTD.EMD to be paid along with the Document within the last date as mentioned in SOT.
b. The process involves Electronic Bidding for submission of Techno Commercial Bid as well as Price Bid.
c. The bidder(s) who have submitted the EMD to AYCL will be shortlisted by AYCL and those qualified bidders
can only submit their Commercial Bid and Price Bid through Internet in MSTC website
www.mstcecommerce.com having Tab links, e-procurement - PSU Govt. dept- Login under AYCL -My Menu -
Auction Floor - Manage Live event Section of the live event.
d. The bidder should allow to run an application namely an Apple by accepting the risk and clicking on run.
This exercise has to be done twice immediately after opening of Bid floor. Then they have to fill up Common
terms /Commercial specification and save the same. After that clicking on the Techno-Commercial bid, if this
application is not run then the bidder will not be able to save / submit his Techno-Commercial bid.
e. After filling the Techno-Commercial Bid, bidder should click `save' for recording their Techno-Commercial
bid. Once the same is done, the Price Bid link becomes active and the same has to filled up and then bidder
should click on "Save" to record their Price Bid. Then once both the Techno-Commercial bid & Price Bid has
been saved, the bidder can click on the "Submit" button to register their bid.
f. Vendors are instructed to use link in My Menu to Upload Documents in document library. Multiple
documents can be uploaded. Maximum size of single document for upload is 5 MB.
g. Once documents are uploaded in the library, vendors can attach documents through Attach Document link
against the particular tender. For further assistance, please follow instructions of vendor guide.
h. In all cases, bidder should use their own ID and Password along with Digital Signature at the time of
submission of their bid.
g. During the entire e-tender process, the bidders will remain completely anonymous to one another and also
to everybody else.
h. The e-tender floor shall remain open from the pre-announced date & time and for as much duration as
mentioned above.
i. Techno-Commercial bid will be opened electronically on specified date and time as given in the NIT. Bidder(s)
can download Technical Comparative statement.
j. Price bid will be opened electronically on specified date and time given in the NIT. Bidder(s) can download
Price Comparative statement.
k. All entries in the tender should be entered in online Technical & Commercial Formats without any
ambiguity.
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l. All electronic bids submitted during the e-tender process shall be legally binding on the bidder. Any bid will
be considered as the valid bid offered by that bidder and acceptance of the same by the Buyer will form a
binding contract between Buyer and the Bidder for execution of supply. Such successful tenderer shall be
called hereafter BIDDER.
m. It is mandatory that all the bids are submitted with Digital Signature Certificate otherwise the same will not
be accepted by the system.
n. Buyer reserves the right to cancel or reject or accept or withdraw or extend the tender in full or part as the
case may be without assigning any reason thereof.
o. No deviation of the terms and conditions of the tender document is acceptable. Submission of bid in the e-
tender floor by any bidder confirms his acceptance of terms & conditions for the tender.
p. Unit of Measure (UOM) is indicated in the e-tender Floor. Rate to be quoted should be in Indian Rupee as per
UOM indicated in the e-tender floor/tender document.
q. E-tender cannot be accessed after the due date and time mentioned in NIT.
r. All notices / corrigendum and correspondence to the bidder(s) shall be sent by email only during the process
till finalization of tender by ANDREW YULE& COMPANY LTD/MSTC LTD. Hence the bidders are required to
ensure that their corporate email I.D. provided is valid and updated at the stage of registration of vendor
with MSTC. Bidders are also requested to ensure validity of their DSC (Digital Signature Certificate).
s. Any order resulting from this e-tender shall be governed by the terms and conditions mentioned therein. No
deviation to the technical and commercial terms & conditions are allowed.
t. ANDREW YULE & COMPANY LTD has the right to cancel this e-Tender without assigning any reason thereof.
u. The online tender should be submitted strictly as per the terms and conditions and procedures laid down in
the website www.mstcecommerce.com/eprochome/aycl of MSTC Ltd.
v. The bidders must upload all the documents required as per terms of NIT. Any other document uploaded
which is not required as per the terms of the NIT shall not be considered.
w. Bidders are requested to read the vendor guide and see the video in the page
www.mstcecommerce.com/eprochome/mstc of MSTC Ltd. to familiarize them with the system before
bidding.
x. Offers to be kept valid for acceptance for 180 days from the due date of the Tender or as may be
extended mutually thereafter.
Annexure-II
Andrew Yule & Company Ltd
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Ref. E Tender No. AYCL/General Division/2/19-20/ET/63
Ref. Tender no. AYCL/Internal Audit/19-20/1
Detailed Profile of the Intended Firms
(This document should be dully filled up and attached along with EMD)
Sl.No. Particulars Details
1 Name of the Firm
2 Address Head Office
3 Address of Branches
a)
b)
4 Phone. No.
5 Email ID
6 Name of the Authorized
Signatory of the Bid
7 Contact No. of the Authorized
Signatory
8 Firm Registration No.
9 Date of Incorporation
10 PAN of the Firm
11 GSTN of the Firm
12 No. of Partners along with the
membership no. and name
13 No of DISA qualified partner
14 No. of qualified assistants with
name and membership no.
15 No. of semi qualified assistants,
Article assistants and other
Audit staff
16 Bank details of the bidder for Bank Name:
return of EMD to the Branch Name & Address:
unsuccessful bidders IFSC Code:
I/we hereby certify that the particulars furnished by me/us above are true to the best of my / our knowledge
and belief and mis-representations of facts will render me/us liable to my/our action as may be deemed fit
by Andrew Yule & Co. Ltd. (General Division) & have the sole discretion to reject or accept my/our
candidature.
(Signature of the Authorized Signatory)
Office Stamp/Seal.
Place :
Date ;
Annexure-III
Detailed Scope of Work
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Ref. E Tender No. AYCL/General Division/2/19-20/ET/63
Ref. Tender no. AYCL/Internal Audit/19-20/1
TEA DIVISION (FOR WEST BENGAL & ASSAM GARDENS) ANNEXURE III(A)
MAJOR AREAS OF AUDIT TO BE COVERED 2019-20, Phase-1
(To be done on concurrent basis to the extent possible and has to be completed by
Nov,30th 2019)
[A]: Tea Estates
1. Checklist for Internal Financial Control
Sl. Area of activity Compliance Reasons for Remarks
No. Non
Yes No
Compliance
1 Verification of bills of daily rated employees,
medical and hospitalization bills, loans &
advances to employees, workload agreements
implementation etc.
2 Verification of system of engagement of casual
workers with reference to rate of wages & other
benefits extended to them
3 Verification of accuracy of PF and ESI deduction
4 Verification of other statutory deductions as GST,
TDS, Professional tax etc
5 Verification of Capital purchases against indent by
user Departments and within the Capital budget
approved for concerned Financial Year by the
Board.
6 To verify whether proper authorization has been
taken from appropriate authority for
purchase/sale/transfer of fixed assets during the
period of Audit and the same has been properly
recorded in the books of Accounts.
7 Whether Fixed Asset register has been maintained
& updated and physically verified on regular basis
8 Ensure correctness of order placed with most
economical party after due comparison and due
approval.
9 To check & verify expenditure on projects and all
other expenses (including of Guest Houses, if any)
against their appropriate approvals.
10 To verify as payables are as per contract and no
undue benefit is passed on to the
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supplier/contractor.
11 Whether GST TDS has been deducted as per the
GST Law and IT TDS as per IT Law.
12 To verify whether bank reconciliation statements
are prepared at due intervals
13 To verify compliance of employees leave rules,
medical rules, final settlement, pay & allowance
etc.
14 To verify in case of cancellation of PO, if any
would be done by original approving authority on
the assent of TC.
15 Whether the Company has a policy to recognise
bad debts in case they are not received within 3
years.
16 Whether the realizations from auctions are
received in time as per the terms & conditions
agreed.
17 Whether the performance of auctioneers/brokers
are reviewed by comparing the total realization
over a period of time.
18 In case a item is purchased in bulk quantity and
the same is divided between L-1 and L-2,L-3 etc at
L-1 rates, the same should be clearly written in
the terms of NIT.
Also in case of Open Market Sale/Export/Scrap
Sales etc., the offer is suitably analysed and
highest available offer is accepted. Whether
reasons/justifications are recorded/approved for
any deviation.
19 Whether the retention money is being deducted
running bills to cover up the defect liability
period.
20 Whether the amount debited by bank towards
charges for various services to the Unit/Division
is as per correct rates and an entry has been
passed in books simultaneously.
21 To verify whether the payment of various bills is
made only after approval from appropriate
authority.
22 To verify whether for transportation of materials
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both incoming and outgoing appointment of
transport contractor has been done following the
tendering process at the beginning of the
Financial Year.
23 To check liquid assets (like Bank Term Deposit
Receipt, any other Investment Certificate etc.) if
any.
In case some information needs to be obtained from Tea Division/Corporate Office for the purpose of
checklist for Internal Financial Control the same is to be done.
2. Detailed scope of work
[1] Follow-up of previous Internal Auditor observations/suggestions.
PRODUCTIVITY
[2] i) Land productivity:
a) Calculation of overall yield/Hect. And comparison of the same for the last 3 years
b) Calculation of yield of section having ages 10-15 years.
ii) Pluckers productivity, factory productivity and overall productivity analysis
III) Analysis of last 3 years recovery %
WAGES/DEPLOYMENT OF WORKERS
[3] Attendance/absenteeism record for staff, sub-staff and worker. Physically verify (surprise) at least one
day in the field whether allotted workers are present as per programme of Kamjari for the day.
[4] Action taken by garden management for habitual absenteeism.
[5] Reconciliation between wage sheet and Kamjari book.
[6] Checking of deployment in case of spraying pesticides/insecticides in comparison with budgeted fig of
the same.
[7] Factory deployment of casual workers, records of overtime work, shift working vis-a-vis overtime
payment.
[8] Checking procedure of payment of advance to staff, sub-staff, worker and management staff and vis-a-v-s
recovery of advance and records maintained therein.
[9] Checking fire wood and tea issued to worker/staff.
STORES/CASH
[10] Physical verification of cash as surprise check.
[11] Physical verification of stores items on test check basis from various group of materials such as fertilizer,
pesticides, machinery repair, fuel (e.g. Coal, LPG etc) etc. and checking records maintained for the
purpose. Frequency of physical verification made and necessary documentation. Report on slow moving
and non moving of stock and reasons thereof.
SCRAP
[12] Checking of scrap records for both generation as well as disposal.
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BOUGHT LEAF OPERATION
[13] Detail checking of bought leaf operation with special emphasis on different aspects of purchase of green
leaf, fixation of rate and checking of fine leaf count vis-à-vis instruction from HO relating to Fine leaf
count of the purchase. Recovery percentage achieved out of such green leaf vis-a-vis targeted percentage.
TAX/LEGAL/ADMIN MATTERS
[14a Checking of deduction of Income Tax for various payments made to contractors as per provision of the
] Act and timely deposit of the same before the authority.
[14b Checking all GST related matter- Collection, Deposit, Deduction etc as per applicable statute
]
[14 Making a list of major pending Legal Cases and status of same.
c]
[14d Implementation status of various administrative policies/instructions issue by higher authorities.
]
REPAIR & MAINTENANCE
[15] [i] Building repair
[a] System of undertaking the job of repair.
[b] Payment and booking of repair expenses.
[c] Maintenance of records in respect of repair.
[d] Physical verification, if possible.
[e] Trend of expenses over last 5 years.
P.F.
[16] To verify payment position of contribution, recovery of loan and interest thereon. Actual date of
disbursement of PF loan and subsequent recovery of such loan in this regard.
RATION
[17] Issue of foodstuff whether distributed as per DBITA/ABITA norms, deduction for absenteeism.
[18] Comparison of ration book with census records.
[19] Physical verification of stock of foodstuff.
[20] Checking of percentage of handling loss on monthly basis with an eye on standard permitted loss.
LOCAL PURCHASE
[21] System of awarding contracts Selection of contractors or suppliers fixation of rate etc.
[22] System of payments of contractors/suppliers including payment of advance.
[23] Review of liability list including system of liability booking and also payment against liability.
FUEL CONSUMPTION
[24] Coal, HSD Oil, TD Oil, Electricity.
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[25] Generator Log Book
[26] Vehicle Log Book per KM consumption for each vehicle.
HOSPITAL
[27] Checking of hospital records vis-a-vis leave records regarding sick and maternity leave.
[28] Checking of payment of sick allowance and maternity benefits from hospital records as well as works
accounts records including system of payment.
[29] Scrutiny of expenses incurred for cost of medicine including cost for outside treatment, cost of food etc.
INFORMATION TECHNOLOGY
[30] Overview of IT System & Process Control relating to any/all the above activities, as appropriate
[B] :Tea H.O.
[1] Checking of replantation subsidy claimed/claimable & actual receipt against each claim
[2] [a] Procedure & suggestions for improvement (if any) for open market sale including its
documentation.
[b] Checking of packet tea sales operations with suggestions for improvement.
[3] Physical verification of stock in designated warehouses
[4] Insurance claims vis-à-vis actual receipt of payment against the same and follow up
report on pending claims
[5] Checking of sale proceeds through auction sales.
[6] Review of purchase proposals specially where procured quantity is based on annual
requirement as fertilizers, pesticides, coal, paper & woven sacks etc.
[7] Review of budgetary control process
[8] Checking the basis of charges charged by the Bank alongwith interest calculation.
[9] Same as Sl.No. 14[a] to 14[d], 21,22,23 &30 of scope of work of Tea Estates.
MAJOR AREAS OF AUDIT TO BE COVERED 2019-20, Phase-2,
(To be done on concurrent basis to the extent possible and has to be completed by
April 15th, 2020)
[A]: Tea Estates
1. Checklist for Internal Financial Control
Sl. Area of activity Compliance Reasons for Remarks
No. Non
Yes No
Compliance
1 to Same as Phase I
23
In case some information needs to be obtained from Tea Division/Corporate Office for the purpose of
checklist for Internal Financial Control the same is to be done.
2. Detailed scope of work
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[1] Follow up of previous Internal Auditor Suggestions
[2] Tax/Legal/Admin/IT Matters Same as Sl.No. 14 of Phase I
WAGES/DEPLOMENT OF WORKERS/BONUS CALCULATION
[3] Verification of master roll, payroll vis-à-vis actuarial valuation list of gratuity with PF records.
[4] Checking of computation of Bonus and statement L
[5] Basis of deployment of Casual Workers
[6] Deployment in comparison with budget.
[7] Checking procedure for disbursement of wages, maintenance of records for unpaid wages/bonus and
subsequent disbursement.
[8] Checking of voucher payment of labour and examine whether such payments are made as per sanction of
appropriate authority.
NURSERY
[9] Maintenance of documents including stores records for receipt and issue of Plants.
[10] Nursery records, Scrutiny of unadjusted balance of Nursery advance shown in the garden Accounts.
[11] Examination of Nursery cost Comparative analysis of Plant cost with previous years.
[12] Mortality % of Plants
STORES/CASH
[13] Same as Sl.No. 10 of Phase-1
[14] Same as Sl.No. 11 of Phase-1
REPAIR & MAINTENANCE
[15] Transport Repair
[a] System of vehicle repair, System of undertaking any repair and how selection of supplier is being
made whether vehicle wise repair register is maintained and expenses incurred from year to year
are recorded therein.
[b] Whether the parts replaced are entered in the scrap register.
[c] Trend of Expenses in last 5 years.
P.F.
[16] Same as Sl.no. 16 of Phase-1
GRATUITY
[17] Verification of gratuity payments Whether gratuity calculation is made as per payment of gratuity act.
[18] Maintenance of statutory records for gratuity payments showing date of birth, date of joining and date of
retirement as per PF statements, LIC ID etc.
CAPITAL EXPENDITURE
[19] System procedure
[20] Verification of asset with respect to capital expenditure for Current Year & Previous Year
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[B] :Tea H.O.
[1] Checking of replantation subsidy claimed/claimable & actual receipt against each claim
[2] [a] Procedure & suggestions for improvement (if any) for open market sale including its
documentation.
[b] Checking of packet tea sales operations with suggestions for improvement.
[3] Physical verification of stock in designated warehouses
[4] Insurance claims vis-à-vis actual receipt of payment against the same and follow up
report on pending claims
[5] Checking of sale proceeds through auction sales.
[6] Review of purchase proposals specially where procured quantity is based on annual
requirement as fertilizers, pesticides, coal, paper & woven sacks etc.
[7] Review of budgetary control process
[8] Checking the basis of charges charged by the Bank alongwith interest calculation.
[9] Same as Sl.No. 14[a] to 14[d], 21,22,23 & 30 of Phase-1 scope of work of Tea Estates
and Sl no. 1,17,18,19 & 20 of Phase-2 scope of work of Tea Estates .
Information regarding payment of Statutory Dues and submission of Statutory Return is to be
given in Annexure-1, the format of the same is given hereunder and the statement is to be
prepared on half yearly basis by taking month wise data from April to Sept & Oct to March.
Part of Audit Report- Statement showing Payment of Statutory dues
For the Month of ______________ Attachment
Sl.No. Statutory Payments Amount Due date Actual date Remarks
due of of payment
payment
1 Provident Fund
2 ESI
3 TDS
4 GST
5 Custom Duty
6 Electricity Bill
7 Others (Please
specify)
(Seal & Signature of the Bidder)
_________________________
Annexure-IV
Andrew Yule & Company Limited
Page | 14
Ref. E Tender No. AYCL/General Division/2/19-20/ET/63
Ref. Tender no. AYCL/Internal Audit/19-20/1
General Terms & conditions
1. Firms are required to submit their detailed profile in the format enclosed in Annexure-II.
2. Location of Site: as mentioned at page 1 of the Tender document.
3. Firms fulfilling the minimum eligibility criteria and having the supporting documents as required as
per Annexure-V, are only eligible to quote
4. Any Firm already engaged in any type of Audit of Andrew Yule & Company Limited during the
Financial Year, 2019-20 not to participate in this tender and in case of any such participation the
same will not be considered (The term `Firm' includes any or all of it's partners jointly and/or
separately, if they are in profession in any other Name or Firm) .
5. The assignment of Internal Audit shall be carried out by a team comprising of a Chartered Accountant/
Cost Accountant & two semi qualified accountants, whereas the qualified CA/CMA should be a partner
in the Firm.
6. Internal Audit report is to be given phase wise (to be addressed to Director-Finance through a
Confidential Sealed Cover) and the Auditor should ensure that there should be at least one visit at
each garden in each of the phases, where as any garden requires more than one visit per phase, that
should be done only on the discretion of the Management.
7. Audit should be done on concurrent basis and for the same it is not necessary for the Internal Auditor
to visit the gardens only at the end of any phase they can plan their visits accordingly.
8. The financial bid should clearly mention the audit fee without GST garden wise for the Tea Estates in
the prescribed format at Annexure-VI.
9. Duration of the Contract: Appointment of Internal Audit Firms will be for a period of One-year (FY
2019-20) subject to performance of the Firm as mentioned in clause no 14, But mutually extendable
for One more year at same rate, terms and conditions.
10. Documents required as per Clause D (Page No. 2-3) of Minimum eligibility criteria kept in an closed
envelope should be addressed to Manager (F&A), M/s Andrew Yule & Company Limited, Yule House, 8,
Dr. Rajendra Prasad Sarani, Kolkata-700001 subscribing on the envelope "Internal Audit Financial
Year 2019-20 of Tea Division" by 17.06.2019.
11. Resolution of disputes: In the event of any dispute, question of difference arising during the
contractual period i.e. upto March 2020, efforts will be first made to settle the dispute by amicable
settlement through discussion, failing which the decision of the Chairman and/or Director-Finance,
Andrew Yule & Company Limited will be considered as final. All the disputes are subjected to Kolkata
jurisdiction only.
12. Assignment of Contract: The bidder shall not assign the contract or any part thereof to anyone else.
13. Obligations of the firm:
a)The Firm undertakes to perform the Services with the highest standards of professional and ethical
competence and integrity. The Firm shall promptly replace any employees assigned under this
Contract that the Client considers unsatisfactory.
b)The Firm and his Personnel shall not, disclose any proprietary or confidential information relating
to the Services, this Contract, or the Client's business or operations without the prior written consent
of the Client during the term.
14. Performance of the Firm:
Page | 15
a) Performance of Internal Audit Firm will be reviewed by Committee of functional Directors and/or
Audit Committee on 6 months basis for their continuation during the tenure of the appointment.
The appointment can be terminated by AYCL in case, such performance is not satisfactory.
b) In case of unsatisfactory performance of Internal Audit, considered by the Management, within
the tenure of the contract for any reason thereof, the same shall be liable for penal action as
decided by AYCL Management.
c) In case of discontinuation by the Firm selected the additional cost (incidental/consequential) of
engagement of fresh Audit Firm is to be borne by the defaulter Firm.
15. Submission of report: Initially the draft internal audit report (with confidential copy to Director-
Finance) is to be discussed with the respective garden managers as well as group accountant wherein
Manager(F&A) or his representative and partner as the firm representative shall be present to obtain
their responses to each audit observation, duly supported by the Minutes of the meetings signed by
the garden management and firms representative. It is mandatory to incorporate the response of the
garden management as well as suggestions of Manager(F&A) or his representative in the report. Once
the report is finalized incorporating the observations, suggestions, gardens response etc. the final
report should be submitted within 1 week of completion of audit and the same should be addressed
to Director(Finance).
16. Payment terms: Bill is to be raised within a week of submission of Final Internal Audit report for
each of the phases to Tea Division (Finance) and the same will be paid within 30 days.
17. Minimum Fee quote: As required by the latest guideline issued by the Institute of Chartered
Accountants of India, there is a requirement to specify the minimum fee for the assignment in Tender,
to comply with the same a minimum quotes of Rs 2,00,000/- (in totality for the FY. 2019-20) for the
annual assignment has been fixed and the prospective bidders will not be able to quote below the
same.
18. Evaluation Criteria:
a) Composite score will be calculated by adding the weighted technical and financial bid score by
applying the weightage of 60% and 40% to technical and financial scores respectively.
b) The bidder securing the highest composite score will be considered as the most responsive bidder
and will be earmarked as L-1 bidders for award of subject work However, AYCL here reserves the
right for price negotiation with that Firm, if required. Calculation of Composite score will be as
follows:
Cs=Ts X 0.60+ Fs X 0.40
Where:
i) Cs= Composite Score
ii) Ts= Technical Score
iii) Fs= Normalized Financial Score
iv) Ranks of Bidders will be decided based on Composite Score.
c)Among the qualified bidders the bidder with lowest Financial bid will be awarded 100% financial
score and financial score % of others will be reduced proportionately in comparison with their price
quotes as against the lowest quote. Thus, Financial Scores for bidders other than L-1 will be evaluated
using the formula mentioned below:
Fs (Normalized Financial score of the bidder) =
(Lowest Financial bid /Financial bid of the bidder) X 100 (adjusted to 2 decimal places)
19. In the event of the composite bid are in tie, the bidder scoring the highest technical score will be
adjudicated as the best value bidder for selection.
Page | 16
20. Bid rejection terms and conditions:
1. Bids received after the last date & time mentioned above.
2. EMD of the abovementioned value not submitted along with the bid.
3. Bidders not submitting the required documents as per the tender document.
4. Bidders not fulfilling the minimum eligibility terms and conditions as specified under
relevant Clause.
5. Bidders banned/de-listed/debarred by any PSU/Govt. Dept. during last 3 years (included in
Minimum Eligibility Criteria).
21. The bidders are required to give a declaration in Annexure-VII to the fact that the bidding
Firm/Company has not been banned/de-listed/debarred by any PSU/Govt. Dept during last 3(three)
years.
22. Offers to be kept valid for acceptance for 180 days from the due date of the Tender or as may be
extended mutually thereafter.
23. The Selected Firm or it's employees/representatives will not commit any criminal offence under the
relevant Anti Corruption Laws of India; further the Selected Firm or it's employees/representatives
will not use improperly, for purposes of competition or personal gain, or pass on to others, any
information provided by AYCL as part of the business relationship, regarding plans technical
proposals and business details, including information contained or transmitted electronically.
24. The Selected Firm and/ or it's employees/representatives shall maintain utmost
confidentiality at all times (even beyond the contract/service period) of information and/or data
obtained from or about AYCL in connection to this Tender as well as the service provided/to be
provided (unless demanded in writing by any Govt/Statutory/Court of Law Authority).
25. The prospective bidders having doubts/queries with regard to the subject NIT may attend Pre-Bid
meeting, schedule of the same is mentioned at point no. (F) at page 3 of the Tender Document.
(Seal & Signature of the Bidder)
_________________________
ANDREW YULE & COMPANY LIMITED
Ref. E Tender No. AYCL/General Division/2/19-20/ET/63
Page | 17
Ref. Tender no. AYCL/Internal Audit/19-20/1
ANNEXURE-V
Technical/Un-priced Bid Scoring Sheet
Sl. Technical Evaluation Points Max. Documents to be
No Criteria Points submitted
1 Firm should be registered with 2 points per 12 Self certified copy of Firms
ICAI/ICMAI for at least 10 years completed year registration certificate
beyond 10 years
2 The Firm should have Internal Audit a) 4 points per year a) 20 a)Self certified copies of
experience of at least 5 years in the exceeding 5 Work Orders/ Job
respective industry (Tea). completed years Completion Certificate
of internal audit
experience in Tea
Industry
b) 5 points per No. b) 20 b) Self certified copies of
of Tea Company work orders /job
Audited beyond completion certificates..
Minimum One
Company
3 The Firm should have Average 5 points per increase 20 Certificate of said Net
Annual Net revenue receipts of at of Rs 5 lakhs on revenue receipts issued by
least Rs 25 Lakhs in last 3 FYs account of net a practicing Chartered
(2016-17 to 2018-19) revenue receipts (not Accountant other than a
in part) beyond Rs 25 Partner/Associate/Employee
Lakhs. of the bidding Firm.
4 Firm should have at least 3 Partners 3 point per partner 6 A self-declaration signed by
exceeding 3 partner all Partners with Full
Names, Membership No. (of
ICAI/ICMAI, as applicable),
date from which his/her
partnership is effective etc.,
affixing the Firm's official
seal.
5 DISA/CISA qualified partners 1 point per qualified 5 Self certified copy of the
partner certificate issued from ICAI
6 Having Statutory/Internal Audit 2 points per No. of 6 Self certified copy of letter
Experience in any Central/State such Company of appointment/Work
PSU, listed with any Stock Exchange Audited beyond Order/Job Completion
in India. Minimum One Certificate
Company
7. No. of Qualified Assistants/ 1 point per such 5 Self certified letter
Associates with the Firm, who will be Assistant/Associate mentioning the name of
engaged in such Audit qualified assistant engaged
in Audit.
8 Firms having Branch offices at a) 3 points for 6 Self certified copy of branch
a) Siliguri Siliguri addresses alongwith details
b) Dibrugarh b) 3 points for of the Partner heading the
Dibrugarh Branch
TOTAL 100
Page | 18
ANDREW YULE & COMPANY LIMITED
Ref. E Tender No. AYCL/General Division/2/19-20/ET/63
Ref. Tender no. AYCL/Internal Audit/19-20/1
Annexure-VI
Format for submission of Financial Bid ( on the letter head of the Firm)
Internal Audit of Tea Division for the F.Y. 2019-20 Rs(In Lakhs)
Sl. Location Audit Fee
No. (For Two Phases
Together- Equally
Distributable)
1 Khowang -Assam
2 Desam - Assam
3 Tingkong - Assam
4 Rajgarh - Assam
5 Hoolungoorie -, Assam
6 Murphulani -, Assam
7 Basmatia - Assam
8 Karballa - WB
9 Banarhat - WB
10 New Dooars - WB
11 Choonabhuti - WB
12 MIM (Darjeeling)- WB
13 Tea HO -Kolkata
Total
(Total Rupees .................. Only)
Signature:
Name & Designation of the Authorized Signatory:
Seal of the Firm:
Date______________ Place ________________
Local conveyance, Boarding and Lodging for Out Station Trips will be provided by AYCL as
per it's travel rules (Bidder need not quote). In case the selected Firm is having Branch
near the Tea Estates then primary members of the Audit Team should be from that Branch
only unless otherwise agreed by the Competent Authority (Director-Fin., AYCL or his/her
nominated officer)
GST will be paid extra as applicable. Bidder need not quote.
TDS will be deducted from payments as per applicable law.
The above highlighted items will not be considered for bid evaluation.
Page | 19
ANDREW YULE & COMPANY LIMITED
Ref. E Tender No. AYCL/General Division/2/19-20/ET/63
Ref. Tender no. AYCL/Internal Audit/19-20/1
Annexure-VII
Declaration of Non-Ineligibility (By the Bidder)
I/ We, M/s ....................................... (Name of bidder) hereby certify that I/we have not been
banned/de-listed/de-barred from business by any PSU/Govt. Department during last 03 (three)
years.
(Seal & Signature of the Bidder)
_________________________
Page | 20
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