tamilnadu transmission corporation limited tender …
TRANSCRIPT
TAMILNADU TRANSMISSION CORPORATION LIMITED
TENDER DOCUMENT FOR
TANTRANSCO INTERNAL AUDIT
Pre-Bid Meeting : 10.03.2021 @ 14.00 Hrs
Opening Date of submission of tender : 03.03.2021 @ 14.00 Hrs
Last Date & Time of submission of tender : 22.03.2021 @ 14.00 Hrs
Opening Date & Time of tender : 23.03.2021 @ 15.00 Hrs
Tender Inviting Authority : Senior Deputy Chief Internal Audit Officer
Tender Specification No : SrDCIAO/No-1/Internal Audit/2021
Service Provider: National Informatics Centre
Website for online bid submission: https://tntenders.gov.in/ or https://tntenders.gov.in/nicgep/app
INSTRUCTION TO BIDDERS FOR SUBMISSION OF ONLINE BIDS
The bidders are required to submit soft copies of their bids electronically on the TAMILNADU E PROCUREMENT Portal, using valid Digital Signature Certificates. The instructions given below are meant to assist the bidders in registering on the TAMILNADU E PROCUREMENT Portal, prepare their bids in accordance with the requirements and submitting their bids online on the TAMILNADU E PROCUREMENT Portal. More information useful for submitting online bids on the TAMILNADU E PROCUREMENT Portal may be obtained at: https://tntenders.gov.in/nicgep/app REGISTRATION
Bidders are required to enroll on the e-Procurement module of the Tamilnadu E procurement (URL: https://tntenders.gov.in/nicgep/app
1) by clicking on the link “Online bidder Enrollment” on the TAMILNADU E
PROCUREMENT Portal which is free of charge. 2) As part of the enrolment process, the bidders will be required to choose a unique
username and assign a password for their accounts. 3) Bidders are advised to register their valid email address and mobile numbers as part of
the registration process. These would be used for any communication from the TAMILNADU E PROCUREMENT Portal.
4) Upon enrolment, the bidders will be required to register their valid Digital Signature Certificate (Class II or Class III Certificates with signing key usage) issued by any Certifying Authority recognized by CCA India (e.g. Sify / nCode / eMudhra etc.), with their profile.
5) Only one valid DSC should be registered by a bidder. Please note that the bidders are responsible to ensure that they do not lend their DSC’s to others which may lead to misuse.
6) Bidder then logs in to the site through the secured log-in by entering their user ID / password and the password of the DSC / e-Token.
SEARCHING FOR TENDER DOCUMENTS 1) There are various search options built in the TAMILNADU E PROCUREMENT Portal, to
facilitate bidders to search active tenders by several parameters. These parameters could include Tender ID, Organization Name, Location, Date, Value, etc. There is also an option of advanced search for tenders, wherein the bidders may combine a number of search parameters such as Organization Name, Form of Contract, Location, Date, Other keywords etc. to search for a tender published on the TAMILNADU E PROCUREMENT Portal.
2) Once the bidders have selected the tenders they are interested in, they may download the required documents / tender schedules. These tenders can be moved to the respective ‘My Tenders’ folder. This would enable the TAMILNADU E PROCUREMENT Portal to intimate the bidders through SMS / e-mail in case there is any corrigendum issued to the tender document.
3) The bidder should make a note of the unique Tender ID assigned to each tender, in case they want to obtain any clarification / help from the Helpdesk.
PREPARATION OF BIDS
1) Bidder should take into account any corrigendum published on the tender document before submitting their bids.
2) Please go through the tender advertisement and the tender document carefully to understand the documents required to be submitted as part of the bid. Please note the number of covers in which the bid documents have to be submitted, the number of documents - including the names and content of each of the document that need to be submitted. Any deviations from these may lead to rejection of the bid.
3) Bidder, in advance, should get ready the bid documents to be submitted as indicated in the tender document / schedule and generally, they can be in PDF / XLS / RAR / DWF/JPG formats. Bid documents may be scanned with 100 dpi with black and white option which helps in reducing size of the scanned document.
4) To avoid the time and effort required in uploading the same set of standard documents which are required to be submitted as a part of every bid, a provision of uploading such standard documents (e.g. PAN card copy, annual reports, auditor certificates etc.) has been provided to the bidders. Bidders can use “My Space” or ‘’Other Important Documents’’ area available to them to upload such documents. These documents may be directly submitted from the “My Space” area while submitting a bid, and need not be
uploaded again and again. This will lead to a reduction in the time required for bid submission process.
SUBMISSION OF BIDS
1) Bidder should log into the site well in advance for bid submission so that they can upload the bid in time i.e. on or before the bid submission time. Bidder will be responsible for any delay due to other issues.
2) The bidder has to digitally sign and upload the required bid documents one by one as indicated in the tender document.
3) Bidder has to select the payment option as “offline” to pay the tender fee / EMD as applicable and enter details of the instrument.
4) Bidder should prepare the EMD as per the instructions specified in the tender document. The original should be posted/couriered/given in person to the concerned official, latest by the last date of bid submission or as specified in the tender documents. The details of the DD/any other accepted instrument, physically sent, should tally with the details available in the scanned copy and the data entered during bid submission time. Otherwise the uploaded bid will be rejected.
5) Bidders are requested to note that they should necessarily submit their financial bids in the format provided and no other format is acceptable. If the price bid has been given as a standard BOQ format with the tender document, then the same is to be downloaded and to be filled by all the bidders. Bidders are required to download the BOQ file, open it and complete the white coloured (unprotected) cells with their respective financial quotes and other details (such as name of the bidder). No other cells should be changed. Once the details have been completed, the bidder should save it and submit it online, without changing the filename.
6) The server time (which is displayed on the bidders’ dashboard) will be considered as the standard time for referencing the deadlines for submission of the bids by the bidders, opening of bids etc. The bidders should follow this time during bid submission.
7) All the documents being submitted by the bidders would be encrypted using PKI encryption techniques to ensure the secrecy of the data. The data entered cannot be viewed by unauthorized persons until the time of bid opening. The confidentiality of the bids is maintained using the secured Socket Layer 128 bit encryption technology. Data storage encryption of sensitive fields is done. Any bid document that is uploaded to the server is subjected to symmetric encryption using a system generated symmetric key.
Further this key is subjected to asymmetric encryption using buyers/bid openers public keys. Overall, the uploaded tender documents become readable only after the tender opening by the authorized bid openers.
8) The uploaded tender documents become readable only after the tender opening by the authorized bid openers.
9) Upon the successful and timely submission of bids (ie after Clicking “Freeze Bid Submission” in the portal), the portal will give a successful bid submission message & a bid summary will be displayed with the bid no. and the date & time of submission of the bid with all other relevant details.
10) The bid summary has to be printed and kept as an acknowledgement of the submission of the bid. This acknowledgement may be used as an entry pass for any bid opening meetings.
ASSISTANCE TO BIDDERS
1) Any queries relating to the tender document and the terms and conditions contained therein should be addressed to the Tender Inviting Authority for a tender or the relevant contact person indicated in the tender.
2) Any queries relating to the process of online bid submission or queries relating to TAMILNADU E PROCUREMENT Portal in general may be directed to the 24x7 TAMILNADU E PROCUREMENT Portal Helpdesk.
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NOTICE INVITING TENDER
TAMILNADU TRANSMISSION CORPORATION LIMITED
TERMS OF REFERENCE FOR OUTSOURCING OF INTERNAL AUDIT
1. BACKGROUND
The erstwhile Tamil Nadu Electricity Board has been re-structured into TNEB Ltd as Holding Company and Tamil Nadu Generation and Distribution Corporation Ltd. (TANGEDCO) & Tamil Nadu Transmission Corporation Ltd. (TANTRANSCO) as two subsidiary companies.
TANTRANSCO is mainly engaged in transmission activities ie. to plan, build, operate
and maintain intra-state transmission system 66 KV and above level to facilitate transmission of electricity from its source to load centers in a secured, reliable and economic manner.
TANTRANSCO is having the following account rendering units throughout the state of
Tamil Nadu. (i) Transmission Project executing circles - 5
At Chennai, Salem, Trichy, Coimbatore & Madurai (ii) Protection and Communication circles - 2 At Madurai and Coimbatore (iii) Wind Energy at Tirunelveli& Udumalpet - 2 (iv)Operation circles - 9
At Korratur (Chennai), Sriperumbudur (Chengleput), Villupuram, Thiruvallam, Salem, Trichy, Madurai, Coimbatore & Tirunelveli.
(v) TANTRANSCO Headquarters at Chennai - 5 (vi)State Load Despatch Centre at Chennai, Erode & Madurai - 3
Each circle office is having their Division offices under their geographical jurisdiction.
2. PURPOSE
To have proper control over the financial activities and to comply with the provisions of Companies Act, 2013, internal audit is required to be conducted in all offices of TANTRANSCO to assess / review/recommend / comment whether accounting /financial/ operational/maintenance systems are reliable/effective /efficient and whether the relevant Acts, rules, guidelines, instructions and all relevant policies are adopted/followed etc. in order to ensure prevention of/ early detection of misappropriation/ fraud/misapplication /irregularities/negligence etc. for improving operational control and efficiency and to
ensure a strict internal control system commensurate with the size of the organization.
The Internal Audit service is responsible for providing an independent audit of the entire project and operational activities, financial or otherwise. It should provide a service to the whole organization, including all the levels of management. It is not an extension of, nor a substitute for, good management, although it can have a role in advising management. The Internal Audit service is responsible for evaluation and reporting to Audit Committee through JMD/Finance and thereby providing assurance on the arrangements for risk management, control, governance & quality of data.
Based on above, invites tenders from CA firms to conduct internal audit for the current financial year 2020-21 & FY 2021-22.
3. ELEGIBILITY CRITERIA
Firms must qualify in the following minimum criteria:
Sl. No.
Particulars
Minimum Criteria
1
Number of Full Time Partners associated with the firm for not less than 3 years and shall be a member of ICAI.
5 partners
2
Turnover of the firm (Annual turnover of the firm in each of last three financial years i.e 2017-18, 2018-19 & 2019-20)
Rs. 1 crore
3 No. of Years of Firm Existence
5 years
4 No. of assignments of Statutory Audit/Internal Audit of Corporate/PSUs entities [except Bank / Branch Audit] having an average turnover of not less than Rs 100 crores in the last 3 years.
2
Assignments
Any firm not qualifying these minimum criteria need not apply and their proposal
shall be summarily rejected.
Supporting Documents for Eligibility Criterions:
Following supporting documents must be submitted by the firm along with the technical proposal:
i. For Sl. No. 1 above, the firm must submit copy of Membership Certificate of the partners issued by the Institute of Chartered Accountants of India.
ii. For Sl. No. 2, the firm must submit a copy of the balance sheet & Income & Expenditure Account for the last three years.
iii. For Sl.No.3, the proof for registration of the firm / its existence shall be
submitted. iv. For Sl. No. 4, the firm must submit a copy of the appointment letters and
certificate of work completion from the auditee organizations and Annual reports evidencing the turnover of the auditee organizations. Bank/Branch Audit of any Bank shall not be considered while taking into account the total number of assignments.
4. SELECTION CRITERIA (POINT ALLOCATION) FOR SELECTION OF AUDIT FIRMS / LLPs
Sl. No.
Particulars Points to be allocated Maximum Points
1. Number of Completed Years since continuing as Partnership Firm / Registration of the Limited Liability Partnership Firm
2(two) points per year of existence over and above the minimum period of 5 years (as per the certificate issued by Institute of CA. Fraction of the year to be ignored)
20 (twenty)
2. Number of Partners in the Firms / Limited Liability Partnership Firm who are with the Firm / LLP for a minimum period of one year as on date of opening of EOI.
a. 2(two) points for each Partner who is ACA .
b. 2(two) additional point
for each Partner for CISA/DISA
20 (twenty)
3. No. of Qualified Assistants (Chartered Accountants) employed with the Firm / LLP
2 (two)points per Qualified Assistant
20 (twenty)
4. No. of Semi-qualified Assistants (Chartered Accountant Intermediate) employed with the Firm / LLP
1 (one) point per Semi-qualified Assistant
10 (ten)
5. Experience of the Firm / LLP in Power sector as Statutory/Internal Audit
2(two)points per completed year of Audit (fraction of the year to be ignored)
10 (ten)
6. Experience of the Firm / LLP in other (other than Power sector) sectors /industries as Statutory / Internal Auditors.
2(two) points per completed year of Audit (fraction of the year to be ignored)
10 (ten)
7. No. of Branches 2(two)points per branch 10 (ten)
Total Points
100 (hundred)
The Cut-off date for calculation of number of year (s) will be the
Tender Opening Date. Accordingly, any fraction of the year will be ignored for calculating number of years. The bid evaluation will be done taking into account technical factors in addition to cost factors. A weightage of 60% is given to the technical qualification and a weightage of 40% is given to the Cost factors. The Bid Scores are calculated as follows:
Bid Score Calculation
YC
CXT
TB low
high
Where,
B = evaluated bid score
C = financial bid price of the concerned bidder
C low = financial bid price of the bidder who has quoted the lowest price T = Techno-commercial bid score of the concerned bidder
T high = Techno-commercial bid score of the bidder scoring the highest in technical evaluation
X = weight of the Technical Score weight assigned to Techno-commercial bid Y = Weight of the Evaluated Bid Price
For the purpose of calculation of score:
“X” in the Evaluated Bid formula = 60 % (Sixty percent) “Y” in the Evaluated Bid formula = 40% (Forty percent)
Supporting Documents for Eligibility Criteria:
1 . Registration certificate of the Partnership Firms / LLPs issued by the Institute of Chartered Accountants of India and / or Institute of Cost Accountants of India. Information related to year of establishment of Head Office & Branch Office(s), addresses, details of Partners, their Membership nos., date of joining, etc. as indicated in the Certificate will be treated as conclusive and final information for evaluation.
2. In respect of Partners, following documents may also be uploaded:
a) Certificates of ACA/FCA as issued by Institute of Chartered
Accountants of India and . b) Certificates of DISA/CISA, if any, issued by the respective Institutes.
3. Membership certificates / Final Pass Certificate / Mark-sheet of the Qualified
Assistants issued by the Institute of Chartered Accountants of India. 4. Certificates / Mark-sheets of Chartered Accountants (Inter) issued by the
Institute of Chartered Accountants of India as evidence of qualifications of Semi-Qualified Assistants.
5. Joining Certificate issued by the Firm / LLP on their Letter-head, duly sealed and signed for each Qualified Assistants / Semi-Qualified Assistants
6. Copy of Appointment letter for each year for substantiating the experience on
Statutory / Internal Audit against each of the following categories: a) Power Sector Companies b) Other than Power Sector Companies
7. Copy of PAN Card.
8. Copy of GST Registration. 5. SCOPE OF WORK
The Internal Audit Service will consider the adequacy of controls, necessary to secure propriety, economy, efficiency and effectiveness in all areas. It will seek to confirm that management have taken the necessary steps to achieve these objectives and manage the associated risks. The scope of Internal Audit work should cover all project, operational and management control and should not be restricted to the audit of systems and controls necessary to form an opinion on the financial statements.
The Internal audit will be carried out in accordance with the relevant
standards(standard on internal audit SIA 2) of auditing, and will include such tests and controls as the auditor considers necessary under the circumstances. Major areas to be covered during the internal audit of projects/ sub-stations/Operations offices and other audit units of TANTRANSCO are as follows:
1. Procurement and Works contracts including O&M contracts 2. Finance & Accounts areas 3. Revenue streams of the company 4. Administration related areas 5. Stores 6. Land acquisition/purchase and registration 7. Utilisation of grants
8. Operation & Maintenance of sub-station/Transmission Line 9. Review of implementation of System and procedures of the company 10. Testing of the Internal Control / Internal Financial Controls (IFC). 11. Compliance with manuals, policies, delegation of powers, laws and regulations including all statutory requirements. 12. Reliability of financial and other information provided to management and stakeholders, including that used in decision making. 13. Conducting special assignments and investigations on behalf of the Audit Committee/Directors into any matter or activity affecting the probity, interests and efficiency of TANTRANSCO.
14. Checking the efficacy of IT packages utilized in TANTRANSCO including the ERP system under implementation. 15. To monitor the achievement of organizational objectives.
16. To identify, assess and suggest to manage risks to those objectives. 17. To advise on, formulate and evaluate policy within the responsibilities of the
Board of Directors. 18. Identify areas of significant inefficiencies in existing systems and suggest
necessary remedial measures;
AREA AND EXTENT OF COVERAGE OF AUDIT
S. No.
Description for FY 2020-21
In Each Quarter for FY 2021-22
1.
Procurement and Works contracts including O&M contracts valuing more than - Rs.50 lakhs incase of HQ PO placing authorities - Rs. 2 lakhs incase of all other circles.
(a) Verification of all contracts awarded as per the approval of the competent authority
10% 100%
(b) Compliance of all contract terms 25% 100%
(c) Final Bills settlement 50% 100%
2.
Finance & Accounts including commercial aspects
Verification of bank reconciliation statements of all banks
100% 100%
Physical verification of cash and cheque 31.03.2021
One time in a quarter
Scheme ledgers for capital schemes 100% 100%
Billing of all revenue streams of the company 25% 50%
Work Order closing and capitalisation of assets(more than 25 lakhs)
100% 100%
Deposit Contribution Works (DCW) related Work orders valuing more than Rs.50 lakhs
50%
100%
To check the inter-unit and inter-company transactions of more than Rs.1 crore.
10% 50%
Utilisation of funds and fund indents 50% 100%
Monthly Statement of Accounts 3 months
100%
Compliance of IT, GST provisions 10% 100%
43.
MM & Stores
(a)
Stores Department viz. Documentation and Procedure
2 months
12 months
(b)
Controls over Material receipt, issuance & consumption booking procedures, Inventory valuation etc.
3 Months
12 months
(c)
Adjustments for returns, shortages, damages and unserviceable stores and materials at sites
25% 100%
(d)
Stock Reconciliation with financial records
As at year end
All Quarter end
(e) Inventory levels 3 months
12 months
(f) Physical verification at Stores As on 31.03.2021
At the end of all
quarters
4.
Information Technology and ERP Department
(a) SAP applications/modules --- 100%
(b) Information Technology Department inter alia covering Evaluation of System & Process to secure IT Assets & Data. Verification of compliances to Company’s IT Policy and
10% 100%
The scope will also include the following i) To give technical guidance to Finance & Accounts Department of TANTRANSCO to
resolve the queries raise by Statutory Auditor/AG auditor. ii) To plug loopholes, which might have crept in the system due to passage of time and
complacency on the part of persons particularly, engaged in financial concurrences, release of payments, updating accounting records, authorizations as per Financial Accounting System etc.
All work done by the Internal Audit Service should be properly documented, evidenced and filed for any reference. The documentation shall comply with the guidelines prescribed by the ICAI.
6. INTERNAL AUDIT REPORTS
The quarterly Internal Audit report by each Audit firm should be structured in a manner to provide the following: (a) audit observations; (b) implications of the observations; (c) suggested recommendations; (d) management‘ s comments/agreed actions and (e) status of actions on the previous quarter audit recommendations. Interim audit report in respect of any errors of recurring nature or any error of serious nature shall however be submitted immediately on observation of such an error. In addition, the consolidated internal auditor should prepare and submit a comprehensive report for each quarter, highlighting the critical issues which require the immediate attention of TANTRANSCO. The consolidated internal auditor should discuss the results of audit with the Joint Managing Director (JMD) / Finance of TANTRANSCO and the Audit Committee, as and when requested. The consolidated report shall be submitted in triplicate for each quarter along with a soft copy on CD form.
7. DELIVERY SCHEDULE :
The Internal Audit Report shall be prepared as one report for FY 2020-21 and for each quarter of financial year 2021-22 by each CA firm, and four such reports shall be submitted by the auditors for each region/Circle covered, covering the scope of work assigned. One consolidated IA report need to be submitted by each CA firm, to management and Consolidation Auditors.
A Final Internal Audit report covering entire FY 2020-21 and for each quarter of FY 2021-22 will have to be submitted to the management by the consolidation Internal Auditor, duly consolidating all reports from CA firms on the corrective action to be taken to ensure better efficiency in the functions of TANGEDCO.
The timeline for the quarterly report shall be;
Quarter Each Circle reports Consolidated Report
FY 2020-21 Before end of May’21 Before 15th June’21
I of 2021-22 Before end of Aug’21 Before 15th Sep’21
II of 2021-22 Before end of Nov’21 Before 15th Dec’21
III of 2021-22 Before end of Feb’22 Before 15th Mar’22
IV of 2021-22 Before end of May’22 Before 15th June’22
FINAL REPORT ------ Before end of June’22
Effective co-ordination shall be ensured among CA firms for adhering the reporting commitments to the management.
8. RIGHTS OF THE INTERNAL AUDITOR
The Internal Auditors has rights of access to all TANTRANSCO records, information and assets which considers necessary to fulfill the responsibilities. The Internal auditors conducting internal audit in each jurisdiction shall also have direct access to JMD/Finance, TANTRANSCO for reporting on the issues encountered. Similarly, the consolidated Internal Auditor shall have a right to direct access to the JMD Finance and the Audit Committee, duly getting prior appointment. The Consolidated Internal Auditor has right to formulate the pattern of reports to be submitted by all other Internal Auditors engaged by TANTRANSCO in various jurisdiction, for consolidation purposes.
9. RESPONSIBILITY
The responsibility of the Internal Auditor would be:
Develop a flexible annual internal audit plan using an appropriate risk based methodology, including any risks or control concerns identified by management, and submit that plan to the audit committee for review and approval as well as periodic updates.
Implement the annual internal audit plan, as approved, including as appropriate any special tasks or projects requested by management and the audit committee.
Maintain a professional audit staff with sufficient knowledge, skills, experience, and professional certifications to meet the requirements of this Charter.
Evaluate and assess significant merging/consolidating functions and new or changing services, processes, operations, and control processes coincident with their development, implementation, and/or expansion.
Issue periodic reports to the audit committee and management summarizing results of audit activities, including significant audit issues and management action plans.
Keep the audit committee informed of emerging trends and successful practices in internal auditing.
Assist in the investigation of significant suspected fraudulent activities within the organization and notify management, the external auditors and the audit committee of the results.
Consider the scope of work of the external auditors and regulators, as appropriate, for the purpose of providing optimal audit coverage to the organization at a reasonable overall cost.
In turn, the Internal Audit Service agrees to comply with any requests from the external Auditors from TANTRANSCO’s Internal Audit Division for access to information, files or working papers obtained or prepared during the audit work that they need to discharge their responsibilities.
10. Commercial terms :
I. EARNEST MONEY DEPOSIT : 1) EMD of Rs.2000/- (Rupees two thousands only) shall be paid by way of Account transfer or
RTGS/NEFT as follows:
TANTRANSCO Account No 0911201022266 Name of Bank Canara Bank IFSC code CNRB0000911
The Earnest Money Deposit specified above should be in the form of NEFT/RTGS as mentioned above for
the above amount. Scanned copy of the E-receipt duly reflecting the UTR Number shall be uploaded . The EMD
amount has to be received in TANTRANSCO account through e payment, 2 hours before closing time of
tender). EMD amount received beyond tender closing time will be summarily rejected. The EMD will
not carry any interest. The Earnest Money Deposit will be refunded to the unsuccessful tenderers on
application after intimation of the rejection/ non-acceptance of their tender. Any other mode of
payment of EMD other than specified shall not be accepted and the tenders shall be rejected if EMD is
not paid in the prescribed manner.
The Earnest Money Deposit made by tenderer will be forfeited after tender opening if:
(a) he withdraws his tender or backs out after acceptance.
(b) he withdraws his tender before the expiry of validity period stipulated in the Specification or fails to
remit the Security Deposit.
(c) he violates any of the provisions of these regulations contained herein.
(d) he revises any of the terms quoted during the validity period.
(e) in the event of documents furnished in the offer being found to be bogus or the
documents contain false particulars.
II. SECURITY DEPOSIT :
The Successful tenderer will have to pay a Security Deposit of 5% of the total value of the
Contract in the form of electronic mode of payment or D.D or Banker’s Cheque or pay order or
irrevocable Bank Guarantee (if award value exceeds Rs.10 lakhs).
The successful tenderer will have to furnish the Security Deposit within 30 days from the
date of receipt of award of contract. The security deposit will not carry any interest. In the event of
failure to remit Security Deposit cum performance Guarantee within the prescribed period, the EMD
shall be forfeited and order will be cancelled. The belated payment of security deposit shall not be
accepted. Failure to comply with the terms regarding Security Deposit set out in the contract order
within the stipulated time by the successful tenderer will entail in the cancellation of the contract
without any further reference to the supplier.
The Security Deposit will be refunded to the FIRM only if the contract is completed to the
satisfaction of the TANTRANSCO. If the TANTRANSCO incurs any loss or damages on account of
breach of any of the clauses or any other amount arising out of the contract becomes payable by the
FIRM, then the company will, in addition to such other dues that he shall have under law, appropriate
the whole or part of the security deposit and such amount that is appropriated will not be refunded
to the FIRM.
The Security Deposit will be released on completion of contract and closure of P.O. In case of
the requirement arising for extension of the Bank Guarantee, the extended Bank Guarantee shall
have to be submitted to TANTRANSCO within the date of expiry of the existing Bank Guarantee. In
case of failure to submit such extended Bank Guarantee within the due date (expiry date),
TANTRANSCO shall invoke the Bank Guarantee by addressing the Bank directly.
11. OTHER TERMS AND CONDITIONS:
i. Firms selected by TANTRANSCO shall maintain ethics of faith and the information provided by TANTRANSCO shall be kept strictly confidential. The firm shall execute―Con identiality Non-Disclosure Agreement before commencement of the Internal Audit Assignment.
ii. The company can determine the manner and intervals in which the Internal
Audit shall be conducted and reported to the Board to comply with the Companies Act, 2013 and the relevant rules made thereunder.
iii. In case of any dispute, the decision of Chairman, TANTRANSCO shall be final and
binding.
iv. All assignments shall be carried out with due diligence maintaining quality of work done and in least possible time.
v. All reporting including MIS shall be done on concurrent basis as required by TANTRANSCO from time to time.
vi. TANTRANSCO reserves the right to cancel selected firms, if it considers
necessary.
vii. The Audit work being conducted by the firm will be subject to supervision by TANTRANSCO as and when required to ensure that the work is progressing as per agreed plan.
viii. In case of non-fulfillment of assignment issued by TANTRANSCO, TANTRANSCO
will be entitled to cancel the audit work without any obligations.
ix. The successful firm shall not be entitled to claim any additional amount for any reason whatsoever for the above audit work.
x. TANTRANSCO reserves the right to reject any or all offers received without
assigning any reasons.
xi. These are only proposed draft terms and conditions and can be modified at any time by the TANTRANSCO at its sole discretion.
xii. The Audit party will consist of sufficient number of experienced and qualified
professionals in relevant field.
12. PRICE SCHEDULE :
The internal audit work may be covered for all 5 General Construction Circles, 9 Operation Circles, 2 Protection and Communication Circles, 3 State Load Despatch centres, 2 Wind Energy circles and HQ accounting units. The entire TANTRANSCO circles/offices are regrouped into 7 segments for Internal Audit assignments purpose.
TANTRANSCO- Internal Audit Coverage Chart Sl. No. Jurisdiction Circles 1 Consolidation
and Head Quarters 1. Funds/HQ 2.Resources/HQ 3.Central Payments/HQ 4.Cash Compilation/HQ 5.SLDC/Chennai
2 Chennai 1.GCC/Chennai 2.Operations/Korattur 3.Operations/Chengapattu at Sriperambadur 4. Operations/Thiruvalam at Vellore
3 Trichy 1.GCC/Trichy 2.Operations/Trichy 3.Operations/Villupuram
4 Salem 1.GCC/Salem 2.Operations/Salem 3.SLDC/Erode
5 Madurai 1.GCC/Madurai 2.Operations/Madurai 3.Protection & Communication/Madurai 4. SLDC/Madurai
6 Coimbatore 1.GCC/Coimbatore 2.Operations/Coimbatore 3.Protection & Communication/ Coimbatore 4. Wind Energy/Udumalpet
7 Tirunelveli/Region 1.Operations/Tirunelveli 2.Wind Energy/ Tirunelveli
Note :
i. Price Bid should be downloaded from NIC portal and to be filled up for submission in portal ii. Price should be quoted for each jurisdiction seperately and for each year seperately. For the Jurisdiction not preferred, CA firm may mention as “not quoted” against such jurisdiction. iii. The tender price is to be in Indian currency. iv. The bid should be kept valid for 90 days from the tender
opening date v. The price is firm and fixed throughout the agreement period. vi. All out of pocket expenses shall also be taken care while quoting fees for the assignments. vii. The Fees for consolidation work and Internal Audit of HQ units (Jurisdiction 1 above) shall be quoted together.
13. CONTENTS OF THE TENDER PROPOSAL :
This is an open tender. The bid document should be in a sealed condition superscripted with the tender No. SrDCIAO/No-1/Internal Audit/2021. The tender shall be addressed to the Senior Deputy Chief Internal Audit Officer, NPKRR Maaligai, No.144, Anna Salai, Chennai -600 005.
The Bid Qualifying documents and the price bid will be opened on due date (as per Notice for Invitation of Tender). The tender cover must contain the following:
- All documents as evidence for Eligibility criteria and selection
criteria; - The curricula vitae of the staff who will be available for the duration of the work; - An undertaking to ensure continuity of staff on the project; - Details of staff training and development policies and procedures, with specific mention of employment equity policies; - Price bids as per Form for Fees for any of / all of the Jurisdiction in tender.
14. Validity of Fees :
The tender price is to be in Indian currency and must include applicable taxes and the firm must complete the price table as in Form for FEES. The quoted tender price shall be valid for a period of 90 days from the opening date of tender. The price is firm and fixed throughout the agreement period.
15. Evaluation of Bids
The schedule of fees quoted by eligible CA firms will be evaluated based on all inclusive fees, duly including any out of pocket expenses, taxes & duties, etc. Though the fees for internal audit has to be quoted separately for each year FY 2020-21 & 2021-22, the evaluation will be done for each jurisdiction considering fees for both the year together. Separate evaluation of bids for each Internal Audit jurisdiction above will be made and CA Firm who got highest evaluation marks under QCBS will be considered for awarding of Internal Audit assignment for each such jurisdiction. TANTRANSCO reserves the right to consider jurisdiction wise evaluation.
The CA firm may choose to quote any number of jurisdictions depending on their capacity to carry out the Internal Audit assignments. The fees shall be quoted for each jurisdiction separately and shall not be clubbed together, since assignments would be awarded on jurisdiction basis.
All the qualified CA firms will be empanelled by TANTRANSCO and will be assigned internal audit work based on the ranking order as per QCBS. In case the successful CA firm
unable to take up the assignment or TANTRANSCO not satisfied with their performance, the firm which is ranking next will be assigned the internal audit work.
16. PAYMENT OF AUDIT FEES
The payment of Audit Fees as fixed will be made only after completion of Audit Work and submission of Audit Report for every half year on pro rata basis. Completion of Audit includes conduct of audit, submission and discussion of report with TANTRANSCO. TANTRANSCO will not pay any advance to the selected audit firm under any circumstances.
Bill for Audit Fees will be submitted to the Chief Internal Audit Officer, TANTRANSCO along with a certificate indicating that audit work has been completed as per the agreed terms and conditions.
TANTRANSCO shall cause payment to the Audit Firm to be made within 30 days from the date of receipt of the bill along with supporting documents. Tax as applicable will be deducted at source and tax deducted certificate will be issued as per the law in force.
17. PENALTY
The quarterly Internal Audit reports shall have to be submitted as per the delivery schedule indicated in the order. In case of delay in deliverable, liquidated damages of 0.5% of Bills will be recovered for every completed week of delay with a maximum limit of 10% of the Internal Audit assignment value. The penalty recoverable is subject to GST and the same will also be recovered along with penalty.
CHECK LIST (SPECIFICATION No.- SrDCIAO/No-1/Internal Audit/2021 Due date of submission on 22.03.2021)
(TO BE KEPT WITH TENDER DOCUMENTS & BIDS)
INSTRUCTIONS: (a) Strike off, whichever is not applicable (b) Separate sheets should be used, wherever necessary: Sl. No
PARTICULARS BIDDER's RESPONSE
1 2. 3. 4. 5. 6
Name & Address of the Firm / Company (a) Registered Office (b) Factory / works Address (c) Fax No. (c) Telegraphic Address Name, Designation & Address of the person signing the tender Copy of Certificates - ICAI REGISTRATION - IT PAN - GST IN Whether the copies of letters of audit executed should be uploaded as required in this specification. Whether the Annual Turnover of the FIRM during any one of the last three years (2016-17, 2017-18 & 2018-19) exceeds Rs.1 Crores . Whether the proof for evidence therefor has been uploaded as required in this Specification 2016-17 : 2017-18 : 2018-19 :
YES / NO YES / NO YES / NO
YES / NO
YES / NO
YES / NO YES / NO YES / NO
Sl No
PARTICULARS BIDDERS RESPONSE
7 8 9 10
EARNEST MONEY DEPOSIT (a) Mode
Amount : Rs.2000/- (Copy of the e receipt for EMD transferred should be uploaded). VALIDITY OF BIDS: Whether your offer is valid for a period of 90 days from the date of opening of Bids (Offers with validity period of less than 90 days are liable to be rejected) PRICE: (a) Whether the price quoted is FIRM (b) Whether the following break ups for the quoted Unit Price
(All-inclusive price excluding GST) have been mentioned in he Specification
Basic Fees GST..... % Whether you are agreeable for the following clauses specified in the Specification: (a) Payment Terms (Clause-6) (b) Security Deposit (Clause-7
(c) Completion period (Clause-8)
(d) Liquidated Damages (Clause-10)
NEFT/RTGS/ACCOUNT TRANSFER
YES / NO
YES / NO
YES / NO
YES / NO YES / NO
YES / NO
YES / NO
Date : SIGNATURE Place : NAME ROLE IN THE FIRM (Affix Seal of the FIRM)
FORMAT OF APPLICATION
1. Name of the Partnership Firm / LLP:
2. Details of the Partnership Firm / LLP:
(a) Registration of the Institute :Institute of Chartered Accountants
(b) Type of Partnership Firm : Partnership Firm / LLP (c) Registration No.
of the Partnership Firm / LLP:
(d) Date from which continuing as Partnership Firm / Registration of LLP firm (whichever is earlier):
3. Details of Head Office& Branch Office(s):
Head Office: Address State / UT of Head Office of
Audit Partnership Firm/ LLP
Contact No(s)/Fax/ Mobile No.
Branch Office 1 Address State / UT of Head Office of
Audit Partnership Firm/ LLP
Contact No(s)/Fax/ Mobile No.
Branch Office 2 Address State / UT of Head Office of
Audit Partnership Firm/ LLP
Contact No(s)/Fax/ Mobile No.
(Insert further Branch Office(s), if any)
4. Details of Partners in the Partnership Firm/Limited Liability Partnership:
Sl. No Name of the
Partner Membership No.
Membership Status ACA/ /FCA/
CISA/DISA Date of joining the Partnership Firm /LLP as partner
1. 2. 3. 4.
5. Details of Qualified Assistants:
Sl.No. Name of the
Qualified Assistant
Membership No. / Final Pass Certificate No./ Mark-sheet No.
Whether Chartered/Cost Accountant
Date of joining the Partnership Firm /LLP as Qualified Assistant 1.
2. 3. 4.
6. Details of Semi-Qualified Assistants:
Sl.No. Name of the Assistant Whether Chartered/Cost Accountant - Intermediate
Date of Joining the Partnership Firm /LLP as Semi-Qualified Assistant
1. 2. 3. 4.
7. Details of Experience in Power Sector from:
Sl.No. Name of the
Company/Unit Year of Audit Type of Audit – whether
Statutory / Internal Audit
1. 2. 3. 4.
8. Details of Experience other than Power Sector :
Sl.No. Name of the Company/Unit
Year of Audit Type of Audit – whether Statutory / Internal Audit/ 1.
2. 3. 4.
9 . Income Tax PAN of the Partnership Firm / LLP :
10. GST Registration No.:
11. Bank details:
1. Bank Name 2. Bank Address and Telephone No. 3. Branch Name, Address & Code
4. Type of account- Saving/ Current 5. Bank Account Number 6. IFSC Code No. of the Bank
12. It is confirmed that all the requirements of the Tender Specification documents have been complied with.
13. We hereby confirm that all terms &conditions as specified in the Tender Specification have been accepted by us.
14. This is to certify that all the information given above are accurate and any misstatement will be liable for rejection of our participation in the tender and blacklisting by TANTRANSCO as per Company’s procedure
Signature of Partner with Name & Seal of the Audit Partnership Firm/LLP
Membership No. of Signing Partner
Financial Proposal Submission Form
Date
To: Senior Deputy Chief Internal Audit Officer Tamil Nadu Transmission Corporation Limited No.144, Anna Salai, Chennai – 600 005.
Dear Sir:
We, the undersigned, offer to provide the Internal Audit Services for Tamil Nadu Transmission Corporation Limited in accordance with your Request for Proposal dated [Insert Date] & its addendum.
Internal Audit Fees for each Jurisdiction : Sl. No. Jurisdiction circles Fees for FY
2020-21 Fees for FY
2021-22 Total Fees
Total including GST 18 %
1 Consolidation and Head Quarters
1. Funds/HQ 2.Resources/HQ 3.Central Payments/HQ 4.Cash Compilation/HQ 5.SLDC/Chennai
2 Chennai 1.GCC/Chennai 2.Operations/Korattur 3.Operations/Chengapatt
u at Sriperambadur 4. Operations/Thiruvalam at Vellore
3 Trichy 1.GCC/Trichy 2.Operations/Trichy 3.Operations/Villupuram
4 Salem 1.GCC/Salem 2.Operations/Salem 3.SLDC/Erode
5 Madurai 1.GCC/Madurai 2.Operations/Madurai 3.Protection & Communication/Madurai 4. SLDC/Madurai 1
6 Coimbatore 1.GCC/Coimbatore 2.Operations/Coimbatore 3.Protection & Communication/ Coimbatore 4. Wind Energy/Udumalpet
7 Tirunelveli 1.Operations/Tirunelveli 2.Wind Energy/ Tirunelveli
Note :
1. GST shall be reimbursed separately at actuals. If there is any increase or decrease in the taxes due to change in applicable law during the currency of contract, such additional or reduced cost shall be paid by or credited to the Internal Auditor.
2. If the audit firm is not willing to quote for any particular Jurisdiction, the firm may mention “Not quoted”.
