19000064-HB-12604:461c7cc73ac6294e85b58181815ca8f1

Tender No. : 19000064-HB-12604 Tender Published On : 30-Sep-2019 16:19

Basic Information Of Tender

Title ENERGY MANAGEMENT SYSTEM
Description Energy Management System
Tender Type Limited
Tender Scope Domestic
Bid Type Two Bid
Evaluation Criteria Overall L1 for all items
Tender Due Date & Time 10-Oct-2019 16:00
Reverse Auction Applicable No
Pre Bid Conference Start Date & Time
Pre Bid Conference End Date & Time
Queries Start Date & Time 01-Oct-2019 09:00
Quries End Date & Time 07-Oct-2019 15:00
Un Priced Bid Open Date & Time 10-Oct-2019 16:30
Purchase Deptt. PURCHASE DEPT. -VISAKH LPG RO
TF/EMD Drop Box Address HINDUSTAN PETROLEUM CORPORATION LIMITED VISAKH NEW LPG TERMINAL OPP TO INS
DEGA PORT CONNECTIVITY ROAD VISAKHAPATNAM-530 009
Tender Description Energy Management System
Notice Inviting Tender
Currency Type Tender Fee EMD
INR 0.0 30000.0
Delivery Terms - Free to Destination location unless specified otherwise. Validity of offer - 90 days from the initial or extended Due Date for submission
of Tender whichever is later unless specified otherwise. Liquidated Damages/Price Reduction clause accepted unless specified otherwise.

In case bidder does not deviate from the standard offer validity in on line deviation form, bid’s offer validity shall be considered as mentioned above.

In case a Revised priced bid is initiated for this tender, at a later date (eg Technical evaluation stage etc), it shall be incumbent upon the bidder to submit
revised bids for the specified items/entire tender. In the absence of revised bids rom the bidder within specified time period, the original bid submitted by
the bidder shall not be considered for evaluation.

Organization reserves the right to reveal the contents of the bid documents submitted by the vendor during the witness bid opening process as per
prevailing policy of the corporation.

Please quote all the taxes, if applicable, only in percentage terms and not in Per unit(Amount) basis. The Per unit option is provided only to quote for
extras like Loading charges, packing charges, TPI charges etc. In case, it is found that you have quoted taxes in amount basis, your bid may be liable for
rejection.

Signed By R V
BHASKARA RAO
Date:30.09.2019
16:21:50 IST
Tender No. : 19000064-HB-12604 Tender Published On : 30-Sep-2019 16:19

Line Details Of Tender

Srl. Line Description Ship To Location UOM Quantity HSN Code Location Mandatory
No. GSTIN
Energy Management System Manadatory: Yes
1 MULTI FUNC ENERGY METER 12731-RAJAHMUNDARY LPG Each 17 37AAACH1 Yes
118B1ZB
DESCRIPTION => ITEM DESCRIPTION:ENERGY METER; TYPE:MULTI FUNCTION; RANGE:N/A; DIMENSION:72 X 72 MM; MODEL:DIGI 520;
MANUFACTURER:KRYKARD; FOR 0.2% ON V, I AND KW, CLASS: 0.5S ON KWH AS PER IEC62053-22, RS-485 PORT WITH MOD BUS RTU PROTOCOL, 3-LINE LCD
DISPLAY
2 CTs FOR ENERGY METER 12731-RAJAHMUNDARY LPG Each 204 998736 37AAACH1 Yes
118B1ZB
DESCRIPTION => PROVIDING AND FIXING OF CURRENT TRANSFORMER 60/5 A IN LT PANEL OF APPROVED MAKE.
3 GATEWAY WITH HOUSING 12731-RAJAHMUNDARY LPG Each 1 90309090 37AAACH1 Yes
BOX 118B1ZB
DESCRIPTION => PART NAME:COMMUNICATION GATEWAY MODULE; PART NUMBER:3500/92-04-01-01; MANUFACTURER:BENTLY NEVADA; EQUIPMENT
NAME:ANALYZER; EQUIPMENT MANUFACTURER:BENTLY NEVADA; INSTRUMENTATION ITEM
4 CTs FOR PANEL LOAD 12731-RAJAHMUNDARY LPG Each 6 998736 37AAACH1 Yes
MANAGER 118B1ZB
DESCRIPTION => PROVIDING AND FIXING OF CURRENT TRANSFORMER 100/5 A IN LT PANEL OF APPROVED MAKE.
5 STP CABLE FOR COMM 12731-RAJAHMUNDARY LPG Meters 300 85441990 37AAACH1 Yes
118B1ZB
DESCRIPTION => CABLE; TYPE:CAT6A SHIELD TWISTED; DIAMETER:N/A; VOLTAGE RATING:N/A; NUMBER OF CORES:4 PR;
MATERIAL,CONDUCTOR:COPPER; MATERIAL,OUTER SHEATH:N/A; MODEL:N/A; ADDITIONAL INFORMATION:305 M BOX
6 EMS SOFTWARE 12731-RAJAHMUNDARY LPG Each 1 37AAACH1 Yes
118B1ZB
DESCRIPTION => SOFTWARE TITLE:ENERGY MANAGEMENT SOFTWARE; LICENSING PERIOD:N/A; MANUFACTURER: SCHNEIDER ELECTRIC, FOR 50
DEVICES WITH SCREEN REPORTS FOR 46 DEVICES, WITH ENERGY ANALYSIS REPORTS MODULE AND PA CONNECTED PRIME FOR ONE YEAR WITH OPC
CONNECTIVITY.
7 COMMISSIONING OF ENTIRE 12731-RAJAHMUNDARY LPG Lump Sum 1 37AAACH1 Yes
SYSTEM 118B1ZB
DESCRIPTION => INSTALLATION AND COMMISIONING OF ALL CCTV AND ALL REQUIRED ACCESSORIES FOR IT.
8 PANEL LOAD MANAGER 12731-RAJAHMUNDARY LPG Each 3 37AAACH1 Yes
118B1ZB
DESCRIPTION => LOAD MANAGER FOR ENERGY MANAGEMENT SYSTEM
9 INSTRUMENTATION CABLE 12731-RAJAHMUNDARY LPG Meters 500 37AAACH1 Yes
FOR CT 118B1ZB
DESCRIPTION => SUPPLY AND LAYING OF 4 PAIR X 1.5 SQ.MM FRLS CABLE INSTRUMENTATION CABLE AS PER ATTACHED SPECIFICATION. COMPLETE ALL
AS PER SPECIFICATIONS, DRAWINGS/AS DIRECTED BY ENGINEER-IN-CHARGE.
Tender No. : 19000064-HB-12604 Tender Published On : 30-Sep-2019 16:19

Terms and Conditions

Sl.No. Description Attached File Set Value Supporting
Doc. Req'd
1 Please upload filled and signed bidder confirmation on Technical points. - Mandatory
2 Please upload filled and signed bidder confirmation on Commercial Terms and - Mandatory
Conditions.
3 Tender document. Tender Document - Supply.pdf - No
4 Bidder confirmation on Commercial specifications. BIDDER CONFIRMATION - - No
COMMERCIAL TERMS.pdf
5 Bidder confirmation on Technical specifications. Bidder confirmation -Tech - No
specifications.pdf
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

Scope of the job: This includes the Supply & Installation of Energy Management System
for Rajahmundry LPG Plant.

SPECIAL TERMS AND CONDITIONS:

1. DELIVERY PERIOD:
a. SUPPLY OF MATERIAL:
i. All the material / equipment shall be delivered at site within one (1) month from the
date of receipt of LOI/PO or from the date of advice by Officer-In charge,
Rajahmundry LPG/site in charge whichever is later.

b. INSTALLATION & COMMISSIONING:

i. Installation & commissioning of the system should be completed within one month
from the date of receipt of material at the site or as per advice by Officer-In charge,
Rajahmundry LPG/site in charge whichever is later.

2. PAYMENT TERMS:
Supply:
i. 70% of the quoted rate shall be released after supply of equipment with all
accessories.
ii. 30% of the quoted rate for the equipment's shall be released after successful
installation and commissioning of the equipment.
Installation and Commissioning:
i.100% of quoted rate for installation and commissioning shall be released after
successful installation of Energy Management System.
3. EVALUATION CRITERIA- Evaluation will be done on Schedule wise-L1 basis.
4. Vendor has to quote the Entry Tax, local tax as applicable for specific state. No
extra P&F Charges, Freight/Transportation Charges shall be paid.
5. The quantities mentioned are only tentative. HPCL may at its own discretion buy
the entire quantity or part thereof. Decision of HPCL will be final in this regards.

6. 1no./set of original Energy management software CD along with license/key to be

supplied for lifetime use and access.
7. Training on site shall be provided on handling, configuration, maintenance of
energy meters and energy management software to HPCL personnel.
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

8. Penalty on delayed delivery/completion: A penalty of 0.5% of PO value per week of

delay beyond the PO completion period shall be levied subject to maximum of 5% of
PO value.
9. TESTS AND INSPECTION: -
The work is subject to inspection at all times by the Officer-in- Charge or
representative of OIC. The Contractor shall carry out all instructions given during
inspection and shall ensure that the work is being carried out according to the
technical specifications of this tender, the technical documents and the relevant codes
of practice furnished to him during the performance of the work.
10. PERFORMANCE TESTING AND GUARANTEE:
a. All equipment and component parts shall be guaranteed by vendor against defective
material, design and workmanship for a period of one year after being put in service.
b. The vendor shall carry out the performance test run of the complete system at site
after satisfactory installation. Training of operators shall be given at site during
installation/commissioning period without any extra cost to owner.
c. The vendor shall be solely responsible for smooth and trouble free performance of
the plant as a whole during the guarantee period even after taking over of the plant
vendor shall have to carry out any rectifications/ replacement at his own cost.
d. On completion of the work, the contractor is required to submit an Indemnity Bond
in our Performa for replacement of any part of complete equipment, if found defective
due to manufacturing defects, poor workmanship or inferior material, free of cost for a
period of twelve months from the date of satisfactory commissioning or 18 months
from the date of receipt at the site.

11. DATA REQUIREMENTS TO BE SUBMITTED BY VENDOR wherever

applicable
The following documents shall be submitted by vendor in 3 sets:
1. Part list of all equipment.
2. Certified test records of all equipment.
3. Diagram of wiring connections.
4. Test certificates/ Warranty certificates.
5. Assembly and installation details.
6. Installation, operation and maintenance manuals.
7. Installation drawings.
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

8. Completed data sheet - along with bid.

9. Equipment specifications - along with the bid.
12. Security Deposit:
a. The tenderer, with whom the contract is decided to be entered into and
intimation is so given will have to make a security deposit of one percent (1%) of
the total contract value in the form of account payee crossed demand draft drawn in
favour of the Owner payable at Visakhapatnam, within 15 days from the date of
intimation of acceptance of their tender.
b. The Security Deposit will be refunded after satisfactory completion of job.
13. Retention Money/Performance Bank Guarantee: The party shall submit PBG
of amount of 10% of the total P.O. value which shall be valid up to the expiry of
the defect liability period. PBG is to be issued by any Nationalized Bank only
(other than cooperative banks). The PBG should be given well in advance failing
which 10% will be held from payments due to the vendor until the expiry of the
warranty period.
14. Defect Liability Period: One year from the date of completion of the job.
Vendor shall provide onsite/offsite support as the case may be for the software &
meters during the one-year defect liability period.

TECHNICAL SPECIFICATIONS:
1. DIGITAL MULTI-FUNCTION ENERGY METERS
For Power and Energy Monitoring.
Parameters the meter should be able to measure are -
Voltages - L-N and L-L (C)
Frequency
Voltage Min and Max - L-N and L-L (C)
Currents - Line
Max Currents - Phase-wise (C)
Power Factor - phase and total
kW, kVA, kVAr - Phase and total
kWh - Phase wise and total
kVAh - Phase wise and total
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

CONSTRUCTION: TO CONFORM TO EMISSION STANDARDS IN INDIA

Class I Accuracy as per IEC 62052-11 and 62053 - 21.
Should be along with Load Management Module
PROTECTION: AGAINST IP 51, DUST & WATER IP 40
Make: Conzerv/Elmeasure/Secure/Krykard

2. CTs FOR DIGITAL MULTI-FUNCTION ENERGY METERS

Suitable for supplied Energy Meters. 1 unit (EA) consists of 12 no.s CTs.
CT Ratio :100A/100mA ; Class – 0.2 Accuracy; ID 20mm
Make of CT: Rishab / Elak / Altran of capacity minimum 15VA

3. Current Transformers (CTs) Suitable for Panel Load Manager

Suitable for Panel Load Manager. 1 UNIT (EA) consists of 3 no.s CTs.
CT Ratio100/5A ; 1.0 Class accuracy ; ID 30mm
Make of CT: Rishab / Elak / Altran of capacity minimum 15VA

4. PANEL LOAD MANAGER

For Power & Energy Monitoring and Load Management
Should be able to measure –
Voltage - 3U, 3V, Unbalance
Current - 3I, In, Unbalance (On Communication)
Powers - kW, kVA, kVAr - phase wise and total
PF-phase-wise and total
Frequency
Energy - kWh, kVArh, kVAh
THD - V & I
Min & Max - VL-L, VL-N, I, kW (On Communication)
I & kW Demand , Max demand

Make: Conzerv/Elmeasure/Secure/Krykard
CONSTRUCTION: TO CONFORM TO EMISSION STANDARDS IN INDIA
Accuracy: Class 0.5s as per IEC 62053-22
Should be along with Load Management Module
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

PROTECTION: AGAINST IP 51, DUST & WATER IP 40

5. SMART GATEWAY
Network Hardware/Signal Converter to connect the field instrumentation to the PC
running with Energy Management System Software for data acquisition, storage,
management and transfer to EMS Server.
Should have the following functionalities –
High-speed Data Acquisition – for real-time data watch
Alarm Capture
Data Storage – for up to a month
AutoSync - of missed data after connectivity is restored
Efficient Data Transfer – transfers efficiently to Server Database
Make: Scheneider/Secure Energy/Krykard

6. STP CABLE FOR COMMUNICATION

Flexible Shielded Twisted Pair for Modbus RS-485 communication.
Make: Belden / Finecore/ LAPP

7. INSTRUMENTATION CABLE FOR CT

Instrumentation cable for wiring of Current Tranformers.
Make : Polycab / Finolex/ Other equivalent reputed companies

8. EMS SOFTWARE
Supply & installation of Energy Management Software with support for minimum 40
meters. Life time licence is also to be given.

Original CD of the software with license/key to be supplied. Installation of software to

be done in a PC provided by HPCL.
Configurable Facilities:
- On Site integration any make of meters
- Automatic database backup and restore option
- No tag limitation
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

- Dash Board
- OPC Server Integration
- Data Update Time – configurable to 1 sec or equivalent to update rate in meters
- Integrity check interval - 1 Min
- Auto Email provision
- User configurable SMS Alerts
- Export data to Excel and Flat File system.
Online monitoring Preferences
- All parameters for any selected device
- Line diagram for any device.
- User configurable parameters for all devices.
- All parameters for any group of devices
- Communication status of Devices in pictorial representation.
- User selectable parameter graphs.
- Trends for parameter Vs devices
- Trends for Devices Vs parameter
Historical data Specifications
- Device wise parameters
- Parameter Vs Devices
- Device Vs parameters
- Min and Max values for main parameters
- Multi Device Trending
- Alarm with Acknowledgement time
- Exporting of historical data to other file formats
Alarms
- Alarms occurred with time stamp.
- Configuration for different parameters and threshold values
- Real Time Alarm listings for values beyond Set Min/Max settings
- Alarm report
- Alarms thus generated should be able to generate signals which in turn can be fed to
sirens/ hooters using separate additional hardware (the additional hardware is not
part of this job).
Reports
- Daily & weekly-month energy report
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

- Daily & weekly-month energy and production report

- Daily & weekly-month energy/production report with specific energy consumption
- 15/30 min Energy Report
- Monthly-year energy report
- Average PF report
- Shift report (3 shifts with user defined timings)
- Shift report with specific energy consumption
- TOD report with and without cost
- Daily logbook
- Parameter report of 6 parameters/device or 6 devices/parameters
- Power outage (interruption) report
- Daily-Month MD report with time stamp
- Energy Distribution- Loss Report
- Two Days Consumption Comparison report
- Machine Utilization Report
Make: Conzerve/Elmeasure/Secure Energy/Krykard

9. COMMISSIONING OF ENTIRE SYSTEM

a) Installation & commissioning of all meters, software, laying of all communication
cables (300m), requisite cutting in panels for fitting meters, connection of meters to
CTs & PTs etc.
b) 1 no. Training to be provided on energy meters & management software handling,
configuration, maintenance etc.

1. Price Bid:
a. Price-bid format: Bidders are advised to ensure that the Price Bid is quoted and uploaded in
the e-procurement system. Quoted price shall include Basic cost, packing charges, loading
charges, Insurance, Freight, Third Party Inspection Charges and any other charges, if any.
b. Bidders have to ensure that Bid Price is not mentioned anywhere in the Techno Commercial bid,
failing which the bid is liable to be rejected.
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

2. Taxes & Duties:

a) Bidders to provide GSTIN number, HSN/SAC Code of the Material/Services being supplied
and the applicable GST rates separately in the space provided for the same.
b) The Vendor accepts full and exclusive liability for the payment of any and all applicable taxes
(CGST, SGST, IGST, UTGST), levies and statutory payments payable under all or any of the
prevailing Central/State statues.
c) The Vendor shall comply with all the provisions of the GST Act / Rules / requirements like
providing of tax invoices, payment of taxes to the authorities within the due dates, filing of
returns within the due dates etc. to enable HPCL to take Input Tax Credit.
In case of imports, vendor shall provide import documents and invoice fulfilling the
requirement of Customs Act and Rules. Vendor will be fully responsible for complying with
the Customs provisions to enable HPCL to take Input Tax Credit.
In case, HPCL is not able to take Input Tax Credit due to any
noncompliance/default/negligence of the seller of goods / service provider, the same shall
be recovered from the pending bills/dues (including security deposit, BG etc.).

Vendor shall be responsible to indemnify the Corporation for any loss, direct or implied,
accrued to the Corporation on account of supplier/service provider failure to discharge his
statutory liabilities like paying taxes on time, filing appropriate returns within the prescribed
time etc.
d) Every invoice of the vendor shall contain invoice number, date, GSTIN number and HSN/SAC
code (Harmonized system of Nomenclature/service accounting code) for the items being
supplied or services being provided along with tax rate.
e) The Vendor shall mention their registration status (Registered / Composition / Unregistered)
on the bill/invoice. In case there is change in the Registration status of the vendor during the
execution of the contract the same should be advised immediately. Due to change in the
Registration status from Composition to Registered vendor etc. Corporation will not be liable
for any additional tax payments.
f) GST (CGST/SGST/IGST/UTGST) as applicable shall be reimbursed for the supplies/services.
g) Corporation will be liable to pay only those taxes and levies as indicated by vendor at the time
of Price Bid submission/as agreed subsequently (prior to opening of priced bids).
h) Any tax, levies or any other form of statutory levies or cost as on closing date of the tender will
be treated as included in Priced bid. Taxes, Duties, and Levies not indicated by vendor in the
unpriced Bid, but payable, shall be to Vendor’s account.
i) New taxes / change in tax rates / levies imposed by the Indian/State Governments through Gazette
notification after the date of submission of last Price Bid but prior to Contractual Delivery
Date, the Corporation shall reimburse/ adjust the increase/ decrease in taxes on satisfactory
supporting documents being provided by the vendor.

j) In case goods are not supplied/services not provided within the scheduled delivery period, then
the increase in the statutory levies, if any, shall be on vendor’s account.

3. Road Permit/Way Bill Clause:

a) Suppliers/Contractors shall arrange Road Permits/Waybills by themselves and comply with the
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

statutory laws of the concerned state.

b) In case as per state laws the issuance of Road Permit/Waybill is to be arranged by the buyer,
HPCL will arrange to issue Road Permit/Waybill. In case of imposition of any Tax the same
shall be discharged by the buyer and the same will be adjusted against the payments due to
vendors against their bills.

4. Anti-Profiteering Clause GST Act: anti-profiteering provisions mandates that any reduction in tax
rates or benefits of input tax credits be passed on to the consumer by way of commensurate
reduction in prices. Vendors to take note of the same and pass such benefits while quoting their
price.

5. Evaluation criteria: Evaluation will be done inclusive of all taxes as under:

Registered Vendors: The tax liability will be borne by the vendor and the same shall be
considered for the purpose of evaluating the bid.
Unregistered vendors: The tax liability will be borne by HPCL under reverse charge and the
same shall be loaded for the purpose of evaluating the bid.
Vendors under composition scheme: The rate is considered to be inclusive of all taxes and no
separate tax shall be billed to HPCL and the bid shall be accordingly evaluated.
For this purpose, vendor should give status whether Registered, Unregistered or Composition
Scheme. In case of different rates of GST quoted by the vendors, Corporation reserves the right
to query on the same and adopt the correct classification and GST rate. The decision of
Corporation in this regard will be final and binding on the vendor.
For imports, all relevant costs/taxes (as mentioned elsewhere in the tender documents) will be
included for the purpose of evaluation

6. GSTIN Number: States where the supplies/services are required are given in the price schedule.
GSTIN details of HPCL for these states can be taken from our website
www.hindustanpetroleum.com.
Vendor is required to provide the GSTIN number of state from where supplies will be made to
each of the HPCL delivery locations.
In case any changes are warranted during the execution of the contract with regard to change in
state where delivery is required or change in the supply location of vendor, the same will be made
with mutual consent.

EARNEST MONEY DEPOSIT (EMD): Not applicable.

Earnest Money Deposit (EMD) as mentioned in the tender documents has to be submitted
without fail. Tenders without EMD shall be rejected unless tenderer is exempted from
submission of EMD. The Earnest Money Deposit (Original DD/Pay order) will be submitted
before due date and time to the Office address as mentioned in this tender. Please write
the Tender No. and due date on envelope. "HPCL is not responsible for delay due to any
reason including postal delays in receipt of EMD. Late / delayed EMD should not be
considered.

Bidders shall submit an Earnest Money Deposit of an amount mentioned in the E-tender by
crossed account payee Demand Draft drawn on any Indian Nationalized / Scheduled banks
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

other than Co-operative banks and drawn in favour of “HINDUSTAN PETROLEUM

CORPORATION LIMITED" payable at VISAKHAPATNAM.

Cheques, cash, Money Orders, Fixed deposit Receipts, towards EMD are not acceptable.
Similarly, request for adjustment against any previously deposited EMD/ Pending Dues /
Bills /security Deposits of other contracts etc. will not be accepted towards EMD.

EXEMPTION FROM EMD:

The following categories of tenderers are exempted from EMD:

I. Public Sector Enterprises.

II. Vendors registered as Micro / Small Enterprises (MSEs) or with National Small Scale
Industries Corporation (NSIC).
For this purpose, in the event of the tendering company being a Public Sector Enterprise,
a declaration to that effect and in the case of Vendors registered with NSIC or a MSEs, a
copy of the registration certificate or acknowledged copy of Entrepreneurs Memorandum
Part II (EM –II) should be obtained.

Hard copy of EMD: The requisite EMD in the form of Demand Draft or Bank Guarantee or
Certificate for exemption (if applicable) /Copy of NSIC certificate for exemption for
payment of EMD should be sent in a sealed envelope super-scribed with the tender No &
due date to reach the office of the undersigned at the below address on or before the
above due date.

TENDER/S RECEIVED WITHOUT THE EMD OR COPY OF NSIC CERTIFICATE FOR

EXEMPTION FOR PAYMENT OF EMD WILL SUMMERILY BE REJECTED.

DGM-Region
HINDUSTAN PETROLEUM CORPORATION LIMITED
Visakh LPG Regional Office,
HP Petro Park, Opp: INS Dega,
Port Connectivity Road,
Visakhapatnam-530009, (ANDHRA PRADESH)

GENERAL TERMS & CONDITIONS

1. PRELIMINARY:
1.1 This is a Contract for execution of job as defined in tender document at the specified location
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

1.2 The tenderer for the abovementioned supply is the company/ proprietary concern/ individual (as
per details & address mentioned in the unpriced bid) and undersigned (digitally) is authorized to submit
the bid on behalf of tenderer.

1.3 The terms and conditions mentioned hereunder are the terms and conditions of the Contract for the
execution of the job mentioned under item 1.1 above.

1.4 It is the clear understanding between Hindustan Petroleum Corporation Limited and the tenderer
that in case the bid of tenderer is accepted by Hindustan Petroleum Corporation Limited and an
intimation to that effect is so issued and also a Procurement Order is on the tenderer this document
shall form part of the Contract between the parties and terms and conditions hereunder would govern
the parties interest.

1.5 Interpretation of Contract Documents: All documents forming part of the Contract are to be taken
mutually explanatory. Should there be any discrepancy, inconsistency, error or omission in the
contract, the decision of the Owner/Engineer- Charge/Site-in-Charge shall be the final and the
contractor shall abide by the decision. The decision shall not be arbitrable. Items shown upon the
drawings but not mentioned in the specification or described in the specifications without being shown
on the drawings shall nevertheless be deemed to be included in the same manner as if they are shown
in the drawings and described in the Specifications.

1.6 Special conditions of Contract: The special conditions of contract, if any provided and whenever
and wherever referred to shall be read in conjunction with General Terms and Conditions of contract,
specifications, drawings, and any other documents forming part of this contract wherever the context
so requires. Notwithstanding the subdivision of the documents into separate sections, parts volumes,
every section, part or volume shall be deemed to be supplementary or complementary to each other
and shall be read in whole. In case of any misunderstanding arising the same shall be referred to
decision of the Owner/ Engineer-in Charge/Site-in-Charge and their decision shall be final and binding
and the decision shall not be arbitrable. It is the clear understanding that wherever it is mentioned that
the Contractor shall do/perform a job and/or provide facilities for the performance of the job, the doing
or the performance or the providing of the facilities is at the cost and expenses of the Contractor not
liable to be paid or reimbursed by the Owner.

2. DEFINITIONS:
a. The following expressions used in the Purchase Order shall have meaning as indicated against each
of these:
b. The CORPORATION means HINDUSTAN PETROLEUM CORPORATION LIMITED, a
company incorporated in India having its registered office at 17, Jamshedji Tata Road, Mumbai- 400
020 and shall include its successors and assignees.
c. “Goods / Materials”: Goods and/or Materials shall mean any of the articles, materials, machinery,
equipments, supplies, drawings, data and other property and all services including but not limited to
design, delivery, installation, inspection, testing and commissioning specified to complete the order.
d. “Vendor / Seller / Supplier”: Vendor / Seller / Supplier shall mean the person, firm or corporation
to whom this Purchase Order is issued.
e. “Contractual Delivery Date”: Contractual Delivery date is the date on which goods shall be delivered
F.O.R/F.O.T. Dispatching Point/ Destination in accordance with the terms of the Purchase Order. This
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

contractual delivery date / period is inclusive of all the lead time for engineering, procurement of raw
materials, manufacturing, inspection, testing, packing and any other activity whatsoever required to be
accomplished for affecting the delivery at the agreed delivery point.
f. “Inspectors”: Inspectors deputed by Corporation.
g.‘Total Order Value’ means:-
i. For Material Supply Contract: - The basic cost excluding taxes, duties, levies, freight etc. unless and
until specifically mentioned in the purchase order.
ii. For Lump sum / Turnkey contract: - The total cost & all other cost inclusive of
taxes, duties, levies, freight etc.
h. ‘Total Order Value’ shall be considered for the purpose of calculation of:
1. Price reduction on account of delay
2. Performance bank Guarantee Amount
3. Payment of advance, if any to be made.
i. Note: - The total order for levy of Price Reduction on account of delay shall include all types of
escalation (including on account of Foreign Exchange Variation) agreed to in terms of Purchase Order.

3. REFERENCE FOR DOCUMENTATION: Purchase Order number must appear on order

confirmation, correspondence, invoices, shipping notes, packings and on any documents or papers
connected with the order.

4. CONFIRMATION OF ORDER: The Vendor shall acknowledge the receipt of the Purchase Order
within ten days following the mailing of this order and shall thereby confirm his acceptance of this
Purchase Order in its entirety without exceptions. The acknowledgment will bear on both purchase
order and General Procurement Conditions.

5. SALES CONDITIONS: With Vendor’s acceptance of provisions of this Purchase Order, he waives
and considers as cancelled any of his general sales conditions.

6. COMPLETE AGREEMENT: The terms and conditions of this Purchase Order shall constitute the
entire agreement between the parties hereto. Changes will be binding only if the amendments are made
in writing and signed by an authorized representative of the Corporation and the Vendor.

7. INSPECTION-CHECKING-TESTING:
a. Before shipping or dispatch, the materials will have to be checked.
b. In any case, the materials must be in strict accordance with the Purchase order and/or its attachments
failing which the Corporation shall have the right to reject the goods and hold the Vendor liable for
non-performance of contract.

8. PACKING AND MARKING:

a. The Materials shall be suitably packed for safe transportation till receipt at site to avoid any damage
during transit.
b. The Supplier shall be liable for all damages or breakage to the Materials due to defective or
insufficient packing.

9. RESPECT FOR DELIVERY DATES:

Time of delivery as mentioned in the Purchase Order shall be the essence of the contract and no
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

variation shall be permitted except with prior authorization in writing from the Corporation. Goods
should be delivered securely packed and in good order and condition at the place and within the time
specified in the Purchase Order for their delivery.

10. DELAYS DUE TO FORCE MAJEURE:

a. Any delay in or failure of the performance of either part hereto shall not constitute default hereunder
or give rise to any claims for damage, if any, to the extent such delays or failure of performance is
caused by occurrences such as Acts of God or an enemy, expropriation or confiscation of facilities by
Government authorities, acts of war, rebellion, sabotage or fires, floods, explosions, riots, or strikes.
The Contractor shall keep records of the circumstances referred to above and bring these to the notice
of the Engineer-in- Charge/Site-in-Charge in writing immediately on such occurrences. The amount
of time, if any, lost on any of these counts shall not be counted for the Contract period. Once decision
of the Owner arrived at after consultation with the Contractor, shall be final and binding. Such a
determined period of time be extended by the Owner to enable the Contractor to complete the job
within such extended period of time.
b. If Contractor is prevented or delayed from the performing any of its obligations under this
Agreement by Force Majeure, then Contractor shall notify Owner the circumstances constituting the
Force Majeure and the obligations performance of which is thereby delayed or prevented, within seven
days of the occurrence of the events.

11. PRICE:
a. Unless otherwise agreed to in the terms of the Purchase Order, the price shall be firm and not subject
to escalation for any reason whatsoever till the execution of entire order, even though it might be
necessary for the order execution to take longer than the delivery period specified in the order.
b. Exclusive of Central / State sales Tax, Excise Duty and / or such taxes & duties, which are leviable
by law on sale of finished goods to Corporation and/or entry tax ,if any, leviable at destination state.
The nature and extent of such levies shall be shown separately.

12. TAXES & DUTIES:

a. Excise Duty, Central Sales Tax, VAT, Service Tax as applicable shall be reimbursed for the
materials consigned to Corporation as per limits indicated in the offer against documentary evidence
to be furnished by the Supplier. Corporation shall pay only those taxes, duties and levies as indicated
by Supplier at the time of bid submission/as agreed subsequently (prior to opening of priced bids).
Taxes / Duties and/or Levies not indicated by supplier in Bid, but payable, shall be to Supplier’s
account. In case of any increase applicable in Excise Duty, Central Sales Tax, VAT, Service Tax,
Octroi indicated with reference to limits mentioned in the offer / bid or new taxes / duties / levies
imposed by the Indian Government through Gazette notification after the date of submission of last
Price bid but prior to Contractual Delivery Date, the Corporation shall reimburse the increase in taxes
& duties on satisfactory supporting documents.
b. Corporation will issue C-Form on all inter-state sales of materials by supplier to Corporation to
enable supplier to avail concessional rate of Sales Tax on such sales.
c. Supplier shall be responsible for availing all applicable concessions in taxes, duties, levies etc. as
per terms of Purchase Order. Any loss, direct or implied, accrued to Corporation on account of
supplier’s failure to avail concessions shall be borne by Supplier.
d. Supplier shall indicate the Cenvatable Service Tax applicable on the services provided by them if
any and the same shall be governed by GCC.
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

13. CHANGES:
The Corporation has the option at any time to make changes in quantities ordered or in specification.
If such changes cause an increase or decrease in the price or in the time required for supply, an
equitable adjustment under this provision must be finalized within 10 days from the date when change
is ordered.

14. CANCELLATION / RISK PURCHASE CLAUSE:

a. The Corporation reserves the right to cancel this purchase order or any part thereof and shall be
entitled to rescind the contract wholly or in part with a written notice to the vendor if:
i. The vendor fails to comply with the terms of this purchase order.
ii. The vendor fails to deliver the goods on time and / or replaces the rejected goods promptly.
iii. The Vendor becomes bankrupt or goes into liquidation.
iv. The vendor makes a general assignment for the benefit of creditors.
v. A receiver is appointed for any of the property owned by the vendor.
b. Upon receipt of the said cancellation notice, the vendor shall discontinue all work on the Purchase
Order and matters connected with it. The vendor is aware that the said goods are required by the
Corporation for the ultimate purpose of materials production and that non delivery may cause loss of
production and consequently loss of profit to the Corporation.
c. Therefore, in case of Termination of the contract, Corporation shall have the right to carry out the
unexecuted portion of the supply/work either by themselves or through any other
vendor(s)/contractor(s) at the risk and cost of the vendor/ contractor. In view of paucity of time,
Corporation shall have the right to place such unexecuted portion of the supply/work on any nominated
vendor(s)/contractor(s). However, the overall liability of the vendor/Contractor shall be restricted to
100% of the total contract value.
d. The provision of this clause shall not prejudice the right of the Corporation from invoking the
provisions of clause “Delayed Delivery” as a fore said.

15. PATENTS AND ROYALTIES:

On acceptance of this order, the Vendor will be deemed to have entirely indemnified the Corporation
from any legal action or claims regarding compensation for breach of any patent rights.

16. NON WAIVER:

Failure of the Corporation to insist upon any of the terms or conditions incorporated in the Purchase
Order or failure or delay to exercise any right or remedies or by law or failure to properly notify Vendor
in the event of breach, or the acceptance of, or payment of any goods hereunder or approval of design
shall not release the Vendor and shall not be deemed a waiver of any right of the Corporation to insist
upon the strict performance thereof or of any of his or their rights or remedies as to any such goods
regardless of when goods are shipped, received or accepted nor shall any purported oral modification
or revision of the order by the Corporation act as waiver of the terms hereof.

17. NON ASSIGNMENT:

The Purchase Order shall not be assigned to any other agency by the Vendor without obtaining prior
written consent of Corporation.
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

18. PART ORDER/ SPLIT ORDER / REPEAT ORDER:

Vendor hereby agrees to accept part orders, split order at Corporation’s option without any limitation
whatsoever and also accept repeat order up to 100% of each item during a period of 12 months after
placement of purchase order at the same unit prices, terms and conditions.

19. ARBITRATION:
a. All disputes and differences of whatsoever nature, whether existing or which shall at any time arise
between the parties hereto touching or concerning the agreement, meaning, operation or effect thereof
or to the rights and liabilities of the parties or arising out of or in relation thereto whether during or
after completion of the contract or whether before after determination, foreclosure, termination or
breach of the agreement (other than those in respect of which the decision of any person is, by the
contract, expressed to be final and binding) shall, after written notice by either party to the agreement
to the other of them and to the Appointing Authority hereinafter mentioned, be referred for
adjudication to the Sole Arbitrator to be appointed as hereinafter provided.
b. The appointing authority shall either himself act as the Sole Arbitrator or nominate some
officer/retired officer of Hindustan Petroleum Corporation Limited (referred to as Corporation or
HPCL) or a retired officer of any other Government Company in the Oil Sector of the rank of Ch.
Manager & above or any retired officer of the Central Government not below the rank of a Director,
to act as the Sole Arbitrator to adjudicate the disputes and differences between the parties. The
contractor/vendor shall not be entitled to raise any objection to the appointment of such person as the
Sole Arbitrator on the ground that the said person is/was an officer and/or shareholder of the
Corporation, another Govt. Company or the Central Government or that he/she has to deal or had dealt
with the matter to which the contract relates or that in the course of his/her duties, he/she has/had
expressed views on all or any of the matters in dispute or difference
c. In the event of the Arbitrator to whom the matter is referred to, does not accept the appointment, or
is unable or unwilling to act or resigns or vacates his office for any reasons whatsoever, the Appointing
Authority aforesaid, shall nominate another person as aforesaid, to act as the Sole Arbitrator.
d. Such another person nominated as the Sole Arbitrator shall be entitled to proceed with the arbitration
from the stage at which it was left by his predecessor. It is expressly agreed between the parties that
no person other than the Appointing Authority or a person nominated by the Appointing Authority as
aforesaid, shall act as an Arbitrator. The failure on the part of the Appointing Authority to make an
appointment on time shall only give rise to a right to a Contractor to get such an appointment made
and not to have any other person appointed as the Sole Arbitrator.

e. The Award of the Sole Arbitrator shall be final and binding on the parties to the Agreement.
f. The work under the Contract shall, however, continue during the Arbitration proceedings and no
payment due or payable to the concerned party shall be withheld (except to the extent disputed) on
account of initiation, commencement or pendency of such proceedings.
g. The Arbitrator may give a composite or separate Award(s) in respect of each dispute or difference
referred to him and may also make interim award(s) if necessary.
h. The fees of the Arbitrator and expenses of arbitration, if any, shall be borne equally by the parties
unless the Sole Arbitrator otherwise directs in his award with reasons. The lump sum fees of the
Arbitrator shall be ` 40,000/- per case for transportation contracts and ` 60,000/- for engineering
contracts and if the sole Arbitrator completes the arbitration including his award within 5 months of
accepting his appointment, he shall be paid ` 10,000/- additionally as bonus. Reasonable actual
expenses for stenographer, etc. will be reimbursed. Fees shall be paid stage wise i.e. 25% on
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

acceptance, 25% on completion of pleadings/documentation, 25% on completion of arguments and

balance on receipt of award by the parties.
i. Subject to the aforesaid, the provisions of the # Arbitration and Conciliation Act, 1996 or any
statutory modification or re-enactment thereof and the rules made thereunder, shall apply to the
Arbitration proceedings under this Clause.

j. The Contract shall be governed by and constructed according to the laws in force in India. The parties
hereby submit to the exclusive jurisdiction of the Courts situated at ____________ for all purposes.
The Arbitration shall be held at Visakhapatnam and conducted in English language.
k. The Appointing Authority is the Functional Director* of Hindustan Petroleum Corporation
Limited.l. Procurement Authorities may mention, if considered necessary, the proper designation
such as Director-Refineries, etc.

20. JURISDICTION:
The Vendor hereby agrees that the Courts situated in location given in tender header” shall have the
jurisdiction to hear and determine all actions and proceedings arising out of this contract.

CLAUSE
a. Vendor needs to clarify whether you are registered with NSIC. If registered, vendor needs to submit
the following documents along with their offer.
b. Photocopy of the NSIC Registration Certificate, which clearly shows the following details/
information:
i. Name of the Bidder
ii. Address of the Bidder
iii. Validity of the Registration
iv. Items for which the Bidder is registered
v. Monetary Limit and acknowledged copy of Entrepreneurs Memorandum Part II
c. Also vendor has to clarify whether you have secured Orders for same items, during the preceding
12 months, in competition with Large Scale Units, WITHOUT any Price Preference.
d. In case vendor have secured Orders for same items, during the preceding 12 months, in competition
with Large Scale Units, WITHOUT any Price Preference, then vendor has to furnish a Declaration on
their Letter Head accordingly.
e. Please note that in the absence of the above information, offer will be evaluated without considering
Price Preference.

21. ORDER OF PRECEDENCE: In case of any discrepancy between the conditions stated in the
GPC (which is an integral part of the Order) and those specifically mentioned in Special terms and
conditions or in the Purchase Order, the later shall prevail over the former.

22. GENERAL:
a. Deviations to Terms and Conditions shall lead to loading of prices or make your offer liable for
rejection.
b. All resident/non-resident parties to obtain and furnish their PAN in order to avoid tax withholding
at a higher rate. Even though the non-residents may not have permanent establishment (PE), branch,
local office in India, they can apply with their foreign address. For your information, the web address
for applying for PAN in Form No. 49A to NSDL or UTISL online as given in the following sites:
 TENDER DOCUMENT FOR
Supply & Installation of Energy Management System
at HPCL Rajahmundry LPG Plant
(TENDER NO:19000064-HB-12604, Dt:30.09.2019)

(AO details for International Taxation are also available online).

i. http://tin.tin.nsdl.com/pan/index.html/
ii. http://incometaxindia.gov.in/
iii. https://incometaxindiaefiling.gov.in/portal/index.jsp
iv. http://www.utitsl.co.in/
c. GRIEVANCE REDRESSAL: There is a grievance redressal mechanism in HPCL for vendors
participating in the tender, the details of which are available on HPCL’s website
www.hindustanpetroleum.com.
*******************
 BIDDER CONFRMATION ON COMMERCIAL TERMS AND CONDITIONS

S.NO. Description Bidder Confirmation

Please confirm that you have studied and understood all the technical
1 specifications, general terms and conditions of the tender and your offer is in
conformity with the same
2 Offers not in conformity with this "Agreed Terms and Conditions" are liable for
rejection without recourse to the Bidder.
3 VALIDITY OF OFFER: Confirm that offer is valid for 120 days from due
date/extended due dates of tender
4 FIRM PRICES: Confirm that the price shall be firm till completion of work in
all respects
5 PAYMENT TERMS: Confirm acceptance to HPCL payment terms in Toto as
per Terms & Condition of contract
6 EMD:
a) Confirm that Bid Security /Earnest Money as per stipulations been furnished
along with unpriced bid.
b) PSU/NSIC/MSME: If you are a Govt. of India/ Any State Govt.
Undertaking/NSIC/MSME, please attach registration copy of the same.
7 TAXES AND DUTIES: The Contractor accepts full and exclusive liability for
the payment of any and all taxes, duties, octroi, cess, levies, and statutory
payments payable under all or any of the statutes etc. now or hereafter imposed,
increased from time to time in respect of works and materials.
8 VALIDITY OF PURCHASE ORDER:
Please confirm that HPCL, at its sole discretion, shall have an option of extending the Contract
for one more time at the same rate, terms & conditions at anytime within one year from the
date of Order .
9 DELAYED DELIVERY/ PENALTY: Confirm your acceptance for delayed
delivery clause as per the attached terms and conditions
10 ARBITRATION: Confirm acceptance of arbitration clause
11 Confirm that Prices have been filled as per Schedule of Prices format included in
the bid document & submitted accordingly.
12 Confirm that there are NO counter terms and conditions in the Price-Part or any
other portion of the tender and in case any such terms and conditions are
mentioned, the same shall be treated as null & void.

Bidder's seal & sign

 BIDDER CONFIRMATION ON TECHNIAL POINTS
S.No Description Bidder Confirmation
TECHNICAL:
1 Acceptance to technical specification, scope of work and Terms &
Conditions and Sp. Terms & Conditions as specified in bid document.

2 Deviations if any shall be highlighted on a separate sheet on the tenderer’s letterhead and scan copy of the
deviations letter shall be uploaded against template of details of technical deviation from bidder
Please also confirm that you shall be able to complete the subject job strictly
3 confirming to the specifications and terms of the tender, if a purchase order is
placed on you

Bidder's seal & sign

Tender No. : 19000064-HB-12604 Tender Published On : 30-Sep-2019 16:19

Bidder Details
Sl.No. Description Attached File Set Value Supporting
Doc. Req'd
1 Please upload filled and singed Bidder information data. - Mandatory
2 Please upload filled and signed declaration regarding Black Listed or Banned from - Mandatory
PSU or Government organizations etc.
3 Bidder information data. BIDDER INFORMATION - No
DATA.pdf
4 Vendor online TF-EMD data. Vendor_OnlineTF_EMD Ltst.pdf - No
 BIDDER INFORMATION DATA
Please furnish the following details

1. Name of the Firm:

2. E-Registration Vendor User ID/Company ID:

3. State in which the factory is located:

4. Address: Office: Work:

5. Contact Details
Tel. No. (Office): (Residence):
E-mail Address:
Name of Contact Person: Mobile Number:

6. Constitution of the firm: a) Sole Proprietor/Partnership

b) Private Limited Company
c) Public Limited Company

7. Name & address of the Proprietors / Partners / Directors:

8. Year of Establishment / Registration & Date.:

9. Annual Turnover in the last 3 yrs.:

10. Registration Numbers

i. Under Companies Act:

ii. DGTD.:
iii. NSIC/SSI Regn. No:
iv. Central Excise Dept.:
v. State Sales Tax / VAT (TIN):
vi. Central Sales Tax:
vii. Sales Tax Exemption Status:
viii. Service Tax Regn. No:
ix. NSIC/SSI Regn. No:
x. PAN No:

12. Whether Vatable invoice (for Set Off / ITC) will be raised.:

13. Income Tax Clearance Certificate:

No. and Date for the last 3 years Year ITCC No. Date

14. Details of HPCL Online Vendor Registration Please provide the Registration No and Validity
(Enclose photo copies):
 DECLARATION TO BE GIVEN ALL BIDDERS PARTICIPATING IN
TENDER

To, Date:
Chief Plant Manager
Visakh LPG Terminal
Hindustan Petroleum Corp. Limited

This is to declare that, as on date of submission of Tender No___________________________,

We have not been banned/Put on Holiday or delisted by any government or quasi Government
Agencies or PSUs.

Sign & seal of the Bidder.

 DECLARATION TO BE GIVEN BY NSIC PARTY ON LETTER HEAD.

To, Date:
Chief Plant Manager
Visakh LPG Terminal
Hindustan Petroleum Corp. Limited,

Sub: Declaration on Price Preference Policy: Tender No.______________________________

This is to declare that ‘we have succeeded’/ ‘not succeeded’ * in securing orders for same items,
in competition (i.e. without price preference) with the large scale units during the preceding 12
Months.

Sign & seal of the Bidder.

* Strike off either ‘we have succeeded’ OR ‘not succeeded’.

 DECLARATION

I/ We solemnly affirm as under:

a). This Tender Document Set was downloaded by us from your website and is being used for
submitting our commercial bid.

b). The downloaded file was printed and is being submitted without any alterations, deletions,
additions or changes.

c). The clauses, stipulations, etc., contained in the tender documents, which are not acceptable to
us are highlighted separately in the Letter Head appended to our Tender Bid.

d). I / We further affirm that I/ We have gone through the tender document completely and
understood the contents, letter & sprit. I/ We further confirm that except for these deviations
highlighted as above, all the Terms and Conditions of the tender set are acceptable to us and we
hereby accept and agree to abide by all the other Terms and Conditions contained in the tender
document set.

e). We also affirm that we are not banned or blacklisted by HPCL or any other P.S.U from
participating in tenders.

f). We also hear by undertake that in case of contract being awarded an office will be opened by
us in the State of Andhra Pradesh /Telangana in a COMMERCIAL AREA with telephone and
fax, if no office is in existence at the time of Participation in tender.

g). We understand that in case it is found subsequently that the downloaded Tender Document
Set was altered or tampered with, in any manner, then our bid is liable to be rejected or in case a
purchase order is placed on us basis such tampered document, then the order is liable to be
cancelled without any further reference to us.

h) We declare that, our PAN No is____________________, falling under the jurisdiction of

Commissioner of Income Tax, __________________________________________________. It
is hereby declared that the said PAN No. is correctly stated.

Sign & seal of the Bidder

 E-payment facility in E-tendering portal

Background
HPCL is pleased to enable the electronic mode (Net banking from selected banks) for payment
of Tender Fee and EMD (Earnest money deposit) during bid submission process. We are
positive this will make the online bidding process more convenient and user friendly, besides
reducing time and effort in the whole process. Going forward, the EMD will be refunded to
unsuccessful vendors through the same portal to make it completely hassle free.
 Requirement for payment of EMD and Tender fees is Tender specific. In case EMD or
Tender fee is defined in the tender, it will be mandatory on part of vendor to make
payment for EMD or Tender fee or both through online or offline mode. In case the
online mode is chosen for payment of EMD or tender fee, the payment has be
effected prior to submission of bid in the portal. Currently, in case Tender fee is
defined, payment for same can be made only through online mode (exception being
for exempted category). Now with online payment facility Payment of EMD can be
made either in online mode (E-payment) or Offline mode (BG or DD).

EMD and Tender fee payment process:

Please login to the bidding portal http://etender.hpcl.co.in. Select the tender through
“Choose tender” tab. The option for paying/ filling details for Tender Fees/ EMD will be
available under “Prepare Bid” >> “Payment” tab. Choose “Type of payment” (i.e Tender Fee
or EMD Details) to be made, and Click on “Proceed”.

Tender Fee:
The “Tender Fee Payment” page in E-proc application will appear as below

The tender Fee payment can be done through Offline mode or On-line mode. The procedure
for same is as below.
 1. Tender Fee >> Offline mode:
This mode is used only in case the Tender Fee is exempted. (For eg: NSIC registered party)
 Click on “Exempted” radio-button as shown in the above screen shot.
 Give Remarks and Browse the exemption pdf file.
 Click on “Save Details” button.
Note:
Please upload only Digitally signed- PDF file of Tender Fee Exemption certificate.
Once the details are saved, “Online Fee” mode will be automatically disabled.

2. Tender Fee>> Online Mode

For online payment against Tender fee, screen will appear as below

 Amount for Tender fee as specified by HPCL will be defaulted in the “Tender Fee” field.
The Tender fee defined by HPCL cannot be modified by vendor prior to online payment.
On clicking “Make Payment” button, System will direct the page to e-payment
gateway.
 The applicable taxes shall be displayed over and above the tender fee defined in the
tender.
 Make the payment through Net banking facility available for selected banks.

Note:
Once the payment is done through online mode, the offline mode i.e “Exempted” will be
disabled.
Tender fee shall be defined only in INR and system will allow for payment only in INR.
 On successful payment the details will appear on screen as shown below
EMD (EARNEST MONEY DEPOSIT)
The “EMD Details” page in E-proc application will appear as below

Please make a note of the points (red highlighted) mentioned on portal as shown before
proceeding for EMD payment.
The EMD payment can be done through Offline mode or On-line mode. The procedure is as
below
1. EMD>> Offline Mode

a. EMD exemption

In case the EMD payment is exempted (For eg: NSIC registered vendor)
 Click on “EMD Exempted” radio-button as shown in the above screen shot.
 Give Remarks and Browse the exemption pdf file.
  Click on “Save Details” button.
Note:
Please upload only Digitally signed- PDF file of EMD Exemption certificate (scanned copy).
Once the details are saved, “Online EMD Payment” mode will be automatically disabled.

b. BG/DD Details (Bank Guarantee /demand Draft Details)

Fill the BG/DD details in the screen as shown and click on “Save details”.

Note: The original instrument for BG/DD should be should be physically deposited before
tender due date and time, in the Tender Fee/EMD Dropbox box at the address mentioned in
tender document. In absence of same the offer of bidder shall be rejected.

2. EMD >> Online payment

For online payment against EMD, click the radio-button “Online EMD Payment” as shown
below

 EMD may be specified in the tender in one of the following ways:

 o Single EMD amount for the entire tender
o Schedule wise EMD for each of the schedules
o Vendor calculated EMD based on tender criteria (Transport tenders)
 EMD submission process:
o Single EMD amount for the entire tender – In such tenders, the vendor shall
be expected to reproduce the indicated EMD amount in payment field and
proceed to e-payment.
o Schedule wise EMD for each of the schedules – In case the schedules are
optional, vendor shall decide, the schedules in which they want to participate.
Then vendor shall calculate the cumulative EMD amount based on such
selection/criteria and enter the cumulative value in payment field and proceed
to e-payment page.
o Vendor calculated EMD based on tender criteria (Transport tenders) – In such
tenders, the EMD amount is based on number of trucks/tank trucks being
offered for each of the categories (Owned/Attached/Proposed). Then vendor
shall calculate the cumulative EMD amount based on such criteria and enter
the cumulative value in payment field and proceed to e-payment page.
 Click on the “Online EMD” radio-button >> Give “Remarks” field >> the basis for
arriving at the EMD amount shall be entered in this field in maximum 250 characters.
(For example – “Schedule 2, 3 quoted” or “Owned Truck 10 Nos” etc…).
 Then Enter the “EMD Amount” >> the calculated cumulative EMD amount as
mentioned above to be entered in this field. Click on “Proceed for EMD Payment”
 On clicking “Proceed for EMD Payment” button, message from webpage will appear
as below. Check the amount in words and click “OK”.

 System will re-direct the page to e-payment gateway of SBI.

 Make the payment through available options of Net banking.
Note:
Once the payment is done through On-line mode, the offline mode i.e “EMD Exempted” and
“BG/DD Details” will be disabled. Ideally vendor shall effect complete payment for EMD or
Tender fee in one shot. However, system allows for effecting payment in more than one
instalment, if required. Such additional payment may be required, in case vendor decides to
quote for additional schedule in case of schedule-wise tender or in case the EMD is enhanced
by way of corrigenda.
Though the EMD may be defined by HPCL in multiple currency, the system will allow for
electronic payment only in INR. Foreign vendors desiring of paying EMD in currency other
than INR, shall have to pay such EMD through offline methods only.
The details of Payment done for the particular tender will appear on the screen till the tender
due date and time as shown below. Vendors desirous of knowing status of online payment
can see details till bid submission on this page. :

The status of payment through gateway shall be one of the three values given below:
1. Initiated – Once the vendor has landed on the e-payment gateway or in his own net
banking page and no confirmation has come back to HPCL portal from E-payment
gateway of SBI. Normally this status shall not be displayed beyond 15 minutes of
initiating E-payment from the portal.
2. Success - Once the vendor has landed on the e-payment gateway or in his own net
banking page and positive confirmation has come back to HPCL portal from E-payment
gateway of SBI.
3. Fail - Once the vendor has landed on the e-payment gateway or in his own net banking
and negative confirmation has come back to HPCL portal from E-payment gateway of
SBI.
4. Non landing on E-proc page- Once the vendor has initiated payment and there is a
communication failure no message may be displayed as mentioned above.
Action based on status:
1. Initiated – In case the EMD payment is in this status, the option to make further
payment will be disabled for the 15 minute window till response is received from the
bank regarding status of payment. Thereafter status will change to one of the
following two values given below (Success or Fail). During this period vendor may
neither be able to submit bid (in case EMD is defined) nor proceed for making further
payment for EMD. In view of same, vendor is advised to pay EMD through online mode
well in advance & not to wait for the last moment for payment of EMD.
2. Success – In case EMD payment is in this status, the bid submission page will be
enabled and vendor shall be allowed to submit bids. The onus for making EMD
payment of correct amount shall be on the vendor.
 3. Fail – In case EMD payment is in this status, the bid submission page will continue to
be disabled and vendor shall not be allowed to submit bids. The following scenarios
may result in this case:
a. Connection gets broken either while connecting to e-payment gateway or
while connecting to net banking page – In both case, vendor gets option to
initiate payment again through the online payment gateway. Alternately,
offline mode shall be adopted by vendor.
b. Connection is proper till amount is debited from vendors account but same
is not updated by bank to HPCL portal (due to disconnection etc)/ the flag
updated as “Fail” in E-proc EMD page - In such cases the vendor can rest
assured that the money debited from vendors account will be credited back to
the vendors account within the next 1 to 5 days. Vendor will be required to
initiate fresh payment for EMD (which should be successful) to enable the bid
submission page. In view of same, vendor is advised to pay EMD through
online mode well in advance & not to wait for the last moment for payment
of EMD.

Reports
Report “Online Tender FEE/EMD Payment History” under Reports tab may be checked at any
point of time once the tender due date is over for all the online payment done.
The details of online payments will appear in this screen post EMD verification by HPCL for a
particular tender.
Important note for Tender FEE/ EMD payments- Online mode
1. The tender in which Tender Fee/ EMD is specified, “Submit Bid” will be allowed only
after the payment details are entered/Exemption certificate is uploaded or online
payment is done against Tender Fee/ EMD through “Payment” tab.
2. There can be delay in receipt of success confirmation from the payment gateway
during online payment process which may disable the bidder from submitting his bid.
Thus vendors are requested to make online payment at-least one day prior to tender
due date to account for any such delays.
3. While paying EMD amount through online mode, payments may be done in the
system multiple times totaling up to the EMD amount. Such bids where full EMD
amount as specified in tender is not received by HPCL within tender due date and
time, will be liable for rejection.
4. Payment against Tender Fee is Non-refundable.
5. The online refund process for EMD shall be initiated as per tender terms for other than
lowest evaluated bidders.
6. The EMD amount would be refunded only in the bank account through which EMD
was paid by you. Therefore, the bidder bank account shall be kept active until the
refund process is complete.
7. The online payment of tender fee/ EMD may FAIL for various reasons like poor internet
connectivity, Low bandwidth, Network outage, Server outage, connectivity failure or
any other unforeseen circumstance. The vendor shall take all necessary precaution to
ensure smooth online payment and HPCL shall not be held responsible for any
consequential damage arising out of non-submission of payment in a timely manner,
e.g. submission of bids etc.
8. For online mode of EMD submission, the success message received by the bidder from
the payment gateway shall be the full and final proof of successful EMD submission
and no separate Cash Receipt shall be issued by HPCL towards the same.
9. Screen shot/print out of successful transaction number should be saved by vendor for
further reference