TENDER DOCUMENT

C&F STOCKIST FOR MAK LUBRICANTS AT KHADIA/ ANPARA

( DIST : SONEBHADRA, U.P.) NEAR MINES OF NORTHERN COALFIELDS LIMITED

Tender Ref: ER/KHADIA/10-12

Territory Manager (Lubes),

BPCL, P.O.Chutia,Station Road,

RANCHI – 834001, Jharkhand

ER/KHADIA/10-12Date :

To,

M/s ______(Tenderer )

Dear Sir,

Sub : Information to the tenderers for submitting tenders of C&F STOCKIST FOR MAK LUBRICANTS AT KHADIA/ ANPARA ( DIST : SONEBHADRA, U.P.) NEAR MINES OF NORTHERN COALFIELDS LIMITED

  1. Based on DD for Rs 5000 (Rupees Five Thousand only ) vide no …………… drawn on ………………… Bank submitted by you for obtaining tender documents for Lubes C & F Stockist at Khadia / Anpara , we are providing the following tender documents :-

a.Check list by tenderer (Annexure-I)

b.Statement of credentials ( Annexure-II).

c.General terms & conditions, scopeand responsibilities of Lubes C & F Stockist ( Annexure-III A, B & C).

d.Lubes C&F Stockist Agreement format (Annexure-IV) .

e.Bank Guarantee format ( Annexure-V).

f.Commercial bid (Annexure-VI)

g.Declaration by Tenderer ( Annexure – VII)

h.Three envelopes : One marked “Technical bid” , second marked “Commercial bid” & third marked “Tender for Lubes C & F Stockist at Khadia / Anpara ”.

Please verify the above before you leave from our office.

  1. A. Documents required for Technical Bid :-

The envelope marked: “Technical bid” should include the following documents. In the event of non submission of any of the following documents the tender will be rejected at the first stage of technical bid evaluation itself:-

a)Checklist by tenderers (Annexure- I) : Duly filled, signed & rubber stamped by the tenderer on all pages.

b)Statement of Credentials ( Annexure II) : Duly filled, signed & rubber stamped by the tenderer on all pages.

c)General Terms & conditions, scope & responsibilities of Lubes C &F Stockist Annexure III- A,B,C) signed & rubber stamped on all pages for having read, understood & agreeing to comply with the same.

d)Lubes C &F Stockist Agreement (AnnexureIV) signed & rubber stamped on all pages for having read, understood & agreeing to comply with the same.

e)Bank guarantee format (AnnexureV) signed & rubber stamped on all pages for having read, understood & agreeing to comply with the same.

f)Declaration by tenderer ( Annexure – VII)signed & rubber stamped

g)In case tender paper is downloaded from our website in , DD for Rs.5000 (Rupees Five Thousand only) per set (non-refundable) in favour of ‘Bharat Petroleum Corporation Limited’ payable at Kolkata should also be attached with the technical bid. The name of the tenderer should be mentioned on the reverse of the DD.

h)EMD for Rs 1,00,000 (Rupees One Lakh) by way of DD drawn on a scheduled bank in favour of ‘Bharat Petroleum Corporation Limited’ payable at Kolkata . The name of the tenderer must be mentioned on the reverse of the Demand Draft and the same should be attached with technical bid only

i)Notarized copy of work experience certificate for C & F agency /other business i.e. letter of intents or agreements issued by clients who are reputed multinational / public sector / FMCG companies.

j)Notarized copy of last three years ie 2006-07, 2007-082008-09audited balance sheet & Profit and Loss a/c. In case the individual or the firm is not required to get the P&L a/c and balance sheet audited even then the tenderer should enclose P&L statement duly signed by Chartered Accountants.

k)Power of Attorney for the authorized signatory in original in case of firms other than sole proprietor.

l)Notarized copy of PAN card.

m)Solvency certificate (original) for Rs. 20 lacs (Rupees Twenty Lacs) issued by a scheduled bank on their letter head clearly stating that the tenderer is solvent to the extent of minimum of Rs. 20 Lacs

n)Notarized copy of documents of the Office space and Open Area offered :

Own Office Space and Open Area ( Notarized copy of Proof of Ownership to be enclosed)

Or

Registered lease document ( notarized)for the Office space and Open Area and with lease validity of minimum Three years as on 26.04.2010 (in case of leased Office space and Open Area).

Or

Notarized copy of Letter from owner of Office space and Open Area agreeing to lease the Office space and Open Area to Tenderer at least for 3 years. And an Undertaking from the Tenderer that in case he fails to submit notarized copy of Office space and Open Area ownership documents or notarized copy of registered lease agreement of three years for the site offered in the tender, within 15 (Fifteen) days of LOI, Corporation will be free to cancel the tender and forfeit the EMD without any further communication.

o)Notarized copy of Lay out for the Office space and Open Area offered.

p)Notarized copy of notification / gazette of concerned Govt. agency or other proof thereof specifying the exemption of octroi for the area on which Office space and Open Area is located & validity period of exemption for minimum 5 (five) years from the date of advertisement. (if applicable)

q)Notarized copy of Experience Certificate of ERP system handling, issued by client (if any). Desirable

I. EMD will be forfeited and tender will be cancelled, if the tenderer:

a)modifies / withdraws the offer during the validity period of 120 days.

b)refuses to sign the contract within 3 (three) working days from the date of award of Letter of Intent by the Corporation.

c)does not furnish requisite security deposit by way of bank guarantee from a scheduled bank within 7 days from the date of Letter of intent issued by the Corporation.

d)does not commence the operations of C&F on the date specified by the Corporation. Any change in the commencement date shouldbe agreed by the Corporation in writing prior to the change.

e)if information provided in the offer is found to be false or incorrect.

f)fails to submit notarized copy of Office space and Open Area ownership documents or notarized copy of registered lease agreement of five years for the site offered in the tender, within 15 (Fifteen) days of LOI as mentioned in clause no 2(A)n above.

II. Refund of EMD:

EMD would be refunded to the unsuccessful tenderers within 15 days of finalization of the tender. In the case of successful tenderer, the EMD would be refunded only after completion of all the formalities i.e. signing of contract, submission of requisite Bank Guarantee, commencement of C&F operations etc.

III. No interest shall be payable on EMD.

B. Commercial bid (AnnexureVI) duly filled, signed & rubber stamped must be put in an envelope marked “Commercial bid”.

C. The two envelopes sealed and marked “Technical bid” and “Commercial bid” must be put in a common envelope marked “Tender for Lubes C & F Stockist at Khadia / Anpara”

(in case of tender paper downloaded from our website in , suitable envelopes superscribed as above to be provided by the tenderer).

  1. Any tender received with counter terms & conditions or overwriting,or without signature or incomplete or not having specified enclosures / documents shall be summarily rejected without any further communication.

PLEASE GO THROUGH THE FOLLOWING INFORMATIONS BEFORE FILLING THE TENDER :

  1. The current sales volume of business is approx 970 MT per annum. Additionally, there will be 50 MT per annum of stock transfer quantities ie stock transfer from Khadia/Anpara Depot to other company depots. The C&F would only cater to the mining areas/projectsof Northern Coalfields Ltd, located in UP and MP.
  1. In case of secondary transportation, the average estimated monthly running (one way) of the vehicles (generally of capacity 9 MT and occasionally 4 MT ) is expected to be 150Kms ( sales to customers). However, please note that the volume / area / running and load size of vehicle mentioned above is only indicative and Bharat Petroleum Corporation Limited does not guarantee minimum or maximum volume of business / area of operation / load size or running of vehicles.The applicant must have ability to provide vehicle(s) of varying capacity upto 9 MT to transport lubricants on a daily basis. Preference will be given to applicants owning the vehicle(s). The copy of registration certificate of the vehicle should be attached. In case the applicant does not have the vehicles then he should purchase the same within 15 days of issue of LOI.

Secondary Transportation Estimated Volume in MT Per Annum
Area / Estimated
Volume in MT per annum / Estimated Average One way Kms from depot / MT/KM / Approx. Required No. of 9 MT vehicles / KMs Travel
NCLJAYANT AREA / 164 / 15 / 2460 / 18 / 273
NCLJHINGURDAH AREA / 72 / 20 / 1440 / 8 / 160
NCLAMLOHRI AREA / 52 / 20 / 1040 / 6 / 120
NCLNIGAHI AREA / 191 / 15 / 2865 / 21 / 318
NCLBINA AREA / 117 / 07 / 819 / 13 / 91
NCLKAKRI AREA / 39 / 10 / 390 / 5 / 50
NCLKHADIA AREA / 86 / 10 / 860 / 10 / 100
NCLDUDHICHUA AREA / 191 / 15 / 2865 / 21 / 381
NCL CENTRAL WORKSHOP AREA / 47 / 13 / 611 / 5 / 68
NCLGORBI BLOCK B AREA / 11 / 25 / 275 / 2 / 50
Estimated volume per annum (sales) / 970 / 150 / 145500 / 110 / 1550
STOCK TRANSFER / 50 / 200 / 10000 / 6 / 1200

For example:

Secondary Transportation Estimated Volume in MT Per Annum XXXXX
Area / Volume in MT per annum / Average One way Kms / MTKM / Approx. Required No. of 4 MT LCV per annum / Per Annum KMs Travel
XXXXXXXXX / 690 / 150 / 1,03,500 / 173 / 25950
  1. You are advised to use the prescribed forms (duly initialed by BPCL staff)only. In case additional space is required for filling the details, you may use letter heads. The tender must be submitted on the same name on which it was obtained by submitting Rs. 5000 (Rupees Five Thousand) demand draft. The tender document is not transferable.

Tenderers who need any type of clarifications with regard to the terms and conditions of the tender can seek clarification from Territory Manager Lubes Ranchi Office any time before the opening of tender i.e. 26.04.2010 14:00 hrs. The address and telephone number of Territory Manager LubesRanchi Office is

Territory Manager (Lubes),

BPCL, P.O.Chutia,Station Road,

RANCHI – 834001, Jharkhand

Phone No.0651-2462273

  1. The Last date for depositing the tender offer in the tender box kept at the following address is 14.00 hrs on 26.04.2010. Any offer received late shall not be considered.

Territory Manager (Lubes),

BPCL, P.O.Chutia,Station Road,

RANCHI – 834001, Jharkhand

  1. The tenders will be opened at the address given hereunder at 15.00 hrs on 26.04.2010 in presence of the tenderers. Only authorizedstaff of the tenderers are allowed to attend the opening of technical bid. No separate intimation will be given in this regard unless there is a change in time/date/venue. All Tenderers have to bring their rubber stamp and their letter heads.

Territory Manager (Lubes),

BPCL, P.O.Chutia,Station Road,

RANCHI – 834001, Jharkhand

  1. The tender should be strictly in line with the terms and conditions. Any tender not conforming to the terms and conditions prescribed in the tender documents shall be summarily rejected.

i. COUNTER TERMS AND CONDITIONS WILL NOT BE ACCEPTED.

ii. OVERWRITING WILL NOT BE ACCEPTED

  1. The tenderers meeting minimum qualification criteria for the respective tenders will only be considered for price bids opening after evaluation of Technical bids of all participating and valid tenders. After scrutiny of the ‘technical bids’ by BPCL, the eligible tenderers will be notified regarding date, time and venue for the opening of price bids.
  2. All rates quoted in commercial bid should be both in words and figures. In case of any difference between the two, the rates quoted in words shall be considered as final and authentic. Also the rate should be quoted in the same units as mentioned in the tender schedule.
  1. PLD/ILD/LBA dealers and relatives of the mentioned dealers ( as defined in Annexure-L. i.e. parties having common business interest) operating in the subject territory will not be eligible to participate in the C&F Stockist tender for the depot falling under the same territory
  1. The tenderer should study all the operations/ local conditions at the concerned location, loading/unloading point/s and route/s. Tenderers would be presumed to have acquainted themselves with the working conditions existing at the location, before submission of the tender.
  1. Tenders not meeting the tender terms & conditions or incomplete in any respect or with any additions/deletions or modifications are liable to be summarily rejected without any further communication to the tenderers and decision of BPCL in this respect will be final and binding.
  1. Tenderer should submit all the details and enclosures as has been asked for in the tender form. Incase any of the information is not applicable to the tenderer, "Not applicable"(NA) may be written against such item. Not submitting any information/ enclosure sought for may be a ground for rejecting the tender.
  1. Tenderer may witness the opening of tender on the due date and time either himself or by sending his authorized representative.
  1. Tender terms and conditions mentioned in the tender should be carefully studied. All the pages of the tender documents should be duly filled (Annexure I to VII) along with required enclosure should be signed and rubber stamped as a token of acceptance of the terms and conditions therein and submitted to us.
  1. Price bids of only technically qualified tenderers, based on technical evaluation, will be opened on a notified date.
  1. Ranking of the tenderers i.e. L-1, L-2, L-3, etc will be done based on the total cash outflow for the contract period.
  1. If required, the negotiations/counter offer exercise will be carried out only with L1 tenderers and the revised rates accepted by them during negotiations/ counter offers will be finalized as L1 rate of the concerned location.
  1. BPCL reserves the right at its sole discretion to reject unworkable/ unviable rates quoted by tenderers. Such tenderers will be treated as disqualified and will be rejected. The decision of BPCL in this regard will be final and binding.
  1. Each page of the tender document is to be signed by the legally authorized representative of the tenderer, with the official seal.
  1. If additional sheets are required, then number of such extra pages used should be indicated in the Covering letter.
  1. All entries are to be made in ink. No over-writing/ whitening/ erasing out is permitted. All corrections are to be made by scoring out incorrect entries, and such corrections are to be signed by the legally authorized representative of the tenderer, with the official seal. Tenders deficient in this respect are liable to be rejected.

Thanking You,

Yours faithfully,

For BHARAT PETROLEUM CORP. LTD

______

Territory Manager (Lubes),Ranchi

Encl: as above

ANNEXURE -I

Date:______

To,

Territory Manager (Lubes),

Bharat Petroleum Corporation Limited,

Ranchi.

Dear Sir,

Sub: Check list for submitting tender for Lubes C & F Stockist at Khadia / Anpara

With reference to your newspaper advertisement in ______newspaper on ______(date), we are submitting the following documents & enclosures for your consideration.

I. Technical Bid Documents in the envelope marked “Technical Bid” enclosing :

  1. Statement of Credentials (AnnexureII): Duly filled, signed & rubber stamped.
  2. General Terms & Conditions, Scope & Responsibilities of Lubes C &F Stockist (Annexure III – A,B,C) signed & rubber stamped for having read, understood & agreeing to comply with the same.
  3. Lubes C &F Stockist Agreement (AnnexureIV) signed & rubber stamped for having read, understood & agreeing to comply with the same.
  4. Bank Guarantee format (AnnexureV) signed & rubber stamped for having read, understood & agreeing to comply with the same.
  5. Solvency certificate (original) for Rs. 20 lacs (Rupees Twenty Lacs) issued by only a scheduled bank on Bank’s letter head clearly stating that the tenderer is solvent to the extent of minimum of Rs. 20 Lacs.
  6. Declaration by the tenderer (AnnexureVII)signed & rubber stamped
  7. EMD vide DD no.______dt.______for Rs 1,00,000 (Rupees One Lakh) drawn on ______bank which is a scheduled bank, in favour of ‘Bharat Petroleum Corporation Limited’ payable at Kolkata . Name of the tenderer has been mentioned on the reverse of DD.
  8. DD no.______dt.______drawn on ______bank for Rs.5000 /- (Rupees Five Thousand only ) in favour of ‘Bharat Petroleum Corporation Limited’ payable at Kolkata (since we have downloaded tender paper from website in). Name of the tenderer has been mentioned on the reverse of DD. (only if applicable)
  9. Notarized copy of C & F work experience (if any) certificate / other work experience certificate i.e. letter of intents or agreements issued by the clients who are reputed multinational / public sector / FMCG companies etc.
  10. Notarized copy of last three years ie 2006-07, 2007-08 & 2008-09audited balance sheet & Profit and Loss a/c.
  11. Notarised Xerox copy of registration document of owned vehicle
  12. Notarised copy of PAN number.
  13. Solvency certificate (original) for Rs. 20 lakhs (Rupees Twenty Lakhs) issued by a scheduled bank.
  14. Original Power of Attorney for the authorised signatory in case of firms other than sole proprietor.
  15. Notarized copy of Experience Certificate of ERP system handling, issued by client.(if any)
  16. Notarized copy of documents of the Office space and Open Area offered:

Own Premises (Notarized copy of proof of ownership to be enclosed)

Or

Registered lease document (Notarized) for the Office space and Open Area offered & with lease validity of minimum three years as on 26.04.2010

Or

Notarized copy of Letter from owner of Office space and Open Area agreeing to lease the Office space and Open Area to Tenderer at least for 3 years.And an Undertaking from the Tenderer that in case he fails to submit notarized copy of Office space and Open Area ownership documents or notarized copy of registered lease agreement of three years for the site offered in the tender , within 15 (Fifteen) days of LOI , Corporation will be free to cancel the tender and forfeit the EMD without any further communication

  1. Notarized copy of Lay out of the Office space and Open Area offered
  2. Notorized copy of notification / gazette of concerned Govt. agency specifying the exemption of octroi for the area on which Office space and Open Area is located & validity period of exemption for minimum 5 (five) years from the date of advertisement. (if applicable)

II . Commercial Bid (AnnexureVI) in the envelope marked “Commercial Bid”

We confirm having understood that above documents are mandatory and our tender will be summarily rejected by BPCL on non-submission of any of the above documents mentioned from Sl.No. 1 to 18 without any further communication to us.

SIGNATURE:______

NAME :______

FIRM’S NAME :______

ADDRESS:______

:______

:______

DATE :______

RUBBER STAMP :

OF THE FIRM/ SOLE PROPRIETOR

ANNEXURE-II

STATEMENT OF CREDENTIALS

Date:

To,

Territory Manager Lubes,

Bharat Petroleum Corporation Limited,

Ranchi

Dear Sir,

Subject: Statement of credentials

We are submitting the following statement of credentials:

1.Name of the Firm:

2.Status of the Firm:

(State whether Public Ltd. Co.,