Annexure – II

INSTRUCTION TO BIDDERS

(Tender Enquiry No-9000099-HD-48009)

(Applicable for Both Indian & Foreign Bidder)

1.0 INTRODUCTION:

  1. Hindustan Petroleum Corporation Ltd. also called HPCL (herein referred to as ‘Purchaser’) wishes to receive bids against the subject tender document for the subject job.
  1. For the purpose of this document, the words ‘Owner’, ‘Purchaser’, ‘HPCL’, ‘Corporation’ have been used interchangeably and would mean same in the expression and intent in proper context . Also the words ‘Bidder’, ‘Tenderer’, ‘Contractor’, ‘Vendor’ have been used interchangeably and would mean same in expression and intent in proper context.
  1. This is only a Price enquiry and not a commitment from HPCL.

2.0COST OF BIDDING:

The bidder shall bear all costs associated with the preparation and delivery of its bid and the OWNER will in no case be responsible or liable for those costs regardless the outcome of the bidding process.

3.0(A) INSTRUCTIONS REGARDING SUBMISSION OF BIDS:

  1. BID SHALL BE SUBMITTED UNDER 3-BIDS SYSTEM i.e

PART – I - EMD & INTEGRITY PACT + Tender fees shall also form part of this Part-I, in case Vendor downloads the Tender Documents from HPCL’s website.

PART – II - UNPRICED BID AND

PART-III - PRICED BID

  1. Your offers should be submitted in a sealed envelope.
  1. The following info shall be CLEARLY MENTIONED ON THE TENDER COVERS
  2. TENDER ENQUIRY NO
  3. TITLE OF THE TENDER
  4. DUE DATE (OR) EXTENDED DUE DATE AS APPLICABLE

In case the above information is NOT mentioned on the envelope then the quotation will be REJECTED

d. For Foreign Bidder-

Tenders for the subject items should be submitted directly through you & not through your Indian representative (Agent) as well as the quoted price should be in foreign currency otherwise your bid will be treated as unsolicited & not considered for evaluation, hence liable for rejection.

Bids Evaluation will be done as per the exchange rate prevailing on the date of opening of Priced Bids.

For Indian Bidder-

Tenders for the subject items should be submitted directly through you & not through your Agent as well as the quoted price should be in Indian Currency

otherwise your bid will be treated as Unsolicited & not considered for evaluation, hence liable for rejection.

  1. The bids prepared by the bidder, all correspondences and documents relating to the bids, exchanged by the bidder with HPCL, shall be written in English language only.
  1. Bidders are requested to quote all the relevant information like taxes and duties, delivery period, and all other information as sought in the applicable columns in tender in the un-priced bid format supplied as part of Tender Document.
  1. Bidders are to quote the price only in the price format.
  1. TENDER DOCUMENTS PROVIDED BY HPCL SHOULD BE SIGNED, STAMPED AND ATTACHED ALONG WITH UNPRICED OFFERS AS A TOKEN OF ACCEPTANCE. NO EXTRA SHEETS TO BE ATTACHED.

PART – I: EMD(Refer Annexure-VII), INTEGRITY PACT(Refer Annexure-VI)Tender fees shall also form part of this Part-I, in case Vendor downloads the Tender Documents from HPCL’s website.– PLS SUBMIT IN A SEPARATE SEALED COVER SUPERSCRIBING THE COVER WITH TENDER NO, DUE DATE

PART-II:UN-PRICED TECHNO-COMMERCIAL BIDTWO COPIES(PLEASE DO NOT ATTACH ANY OTHER EXTRA SHEETS)

1 ORIGINAL + 1 COPY(write on the cover clearly UNPRICED BID – 1 ORIGINAL + 1 IDENTICAL COPY)

This part, should be submitted in a sealed envelope and should contain one original and one copy of the following documents:

  1. Techno-commercial / un-priced offer along with all details / duly filled in formats sheets of the tender.
  1. A blank copy of tender form indicating schedule of quantity ONLY (NO PRICE OR TOTAL VALUE TO BE INDICATED).
  1. All the columns of the format DATA SHEET FOR COMMERCIAL TERMS AND CONDITIONS duly filled in, signed & stamped by you, as your acceptance to the terms & conditions stipulated therein.
  1. List of stipulations / deviations to the tender if any to be filled in THE DEVIATION SHEET ONLY, referring the relevant Clause Nos, as a separate attachment, by clearly drawing clause by clause references with respect to various sections of tender documents.

Notes:

  1. The stipulations / deviations mentioned elsewhere shall not be considered.
  1. HPCL reserves the right to evaluate the bids containing deviations having financial implications after adding the costs for such deviations as determined by HPCL.
  1. HPCL reserves the right to complete the evaluation based on the details furnished without seeking and additional information. It is the bidders responsibility to furnish unambiguous bids.
  1. The unpriced bid should not contain any prices. In case prices are found in this bid, your bid will not be considered for evaluation & will be summarily rejected.

PART-III: PRICED BIDfor Mumbai Refinery (MR) & Vishakh Refinery (MR) Separately in two envelopes ONLY ORIGINAL (NO COPIES)TO BE SUBMITTED (WRITE ON THE COVER CLEARLY “PRICE BID - DO NOT OPEN”)

This part too, should be submitted in a sealed envelope and SHOULD CONTAIN TWO PRICE SCHEDULE (MR & VR) AS MENTIONED IN TENDER DULY ALL PRICES FILLED-IN, FIGURES AND WORDS AS APPLICABLE COLUMNS AND TO BE SIGNED & STAMPED.

Notes:

  1. Prices shall be quoted only in Indian Rupees in-case of Indian bidders and in foreign currency (USD, Euro etc) in-case of foreign bidders as applicable.
  1. The bidder shall quote strictly as per format, given in the tender document.
  1. Prices quoted in any other format, would make your quotation liable for rejection.
  1. The bidder shall fill the price schedule in figures as well as in words.
  1. In case of any difference between the prices in figures and those in words, the lower amount between the two shall prevail.
  1. The prices quoted by the bidder shall remain firm and valid till complete execution of the contract.
  1. No escalation in the prices, due to any reasons, whatsoever, is acceptable.
  1. It may be noted that Income tax at the prevailing rate will be deducted from contractor’s bill as per the prevailing Income Tax Act.
  1. Any condition in this part i.e. the Priced Bid, shall not be considered and shall make the offer liable for rejection.
  1. There is no need to submit the entire set of tender document alongwith price bid pls submit ONLY PRICE FORMAT.

( C)Both the sealed envelopes (one containing the Techno-commercial bid and the other containing the Priced bid), should then be placed in one envelope sealed and superscribed thereon, the TENDER NO, DUE DATE/EXTENDED DUE DATE, name of the bidder and should be submitted at:

O/o DGM – Project Purchase

3rd Floor, NewAdminBuilding,

Hindustan Petroleum Corporation Ltd

Mumbai Refinery, B D Patil Marg,

Mahul, Mumbai–400 074 (India).

4. OPENING OF BIDS:

  1. The un-priced bids will be opened on the due date / extended due date, if any, in the presence of authorized representatives of the participating bidders, accordingly bidders are requested to attend the un-priced bid opening.
  2. The time and date for opening of the priced bids shall be intimated, subsequently, only to the techno-commercially acceptable bidders. The opening can be witnessed by the bidders/ authorized representatives of such bidders.
  3. The bidder’s representative must carry an authorization letter on their company’s letterhead and will be required to sign in a register at HPCL, for their attendance.
  1. DELIVERY PERIOD:

14 MONTHS FROM THE DATE OF LOI INCLUDING SUPPLY & INSTALLATION BEYOND THAT PRICE REDUCTION CLAUSE SHALL BE APPLICABLE AS MENTIONED IN ANNEXURE-IV (FOREIGN BIDDER) & V (INDIAN BIDDER).

OFFERS NOT MEETING DELIVERY SCHEDULE WILL BE LIABLE FOR REJECTION.

  1. PAYMENT TERMS:

For Indian Bidder:-

75% of the bill amount duly recommended by consultant / user (HPCL) shall be paid in 7 days of receipt of bill.

• Balance 25% to be paid after verification / certification in 15 days of receipt of bill.

• In any case, the final bill payment should not exceed 30 days.

For Foreign Bidder:-

100% payment shall be made through an irrevocable Letter of Credit or by Cash against Documents basis after the receipt of Performance Bank guarantee in favor of HPCL in the enclosed Performa for 10% of Ex-works/FCA/FOB/CIF value valid for the warranty period.

OR

If PBG is not received within four weeks from the date of PO then 90% of the payment shall be made through an Irrevocable Letter of Credit & the remaining 10% shall be released after the receipt of Performance Bank guarantee in the enclosed Performa for 10% of Ex-works/FCA/FOB/CIF value in favor of HPCL valid for the warranty period.

In case of payment terms i.e. Cash against Documents (CAD), 90% of the payment shall be released against the receipt of documents & the remaining 10% shall be released through wire transfer after the receipt of Performance Bank guarantee in the enclosed Performa for 10% of Ex-works/FCA/FOB/CIF value in favor of HPCL valid for the warranty period.

Note: -The PBG has to be issued by any scheduled/ nationalized bank other than co-operative banks. The PBG, if issued by any overseas bank, must be confirmed by any bank located in India.

If bidder insists on Confirmed Irrevocable Letter of Credit then the confirmation charges will be to beneficiary’s account (Bidder’s Account).

7. RIGHT TO ACCEPT / REJECT THE BID:

HPCL reserves the right to accept / reject any or all the bids including the lowest bid without assigning any reason whatsoever. The decision of HPCL shall be final and no correspondence will be entertained in this regard.

8. GRIEVANCE REDRESSAL:

There is a Grievance Redressal Mechanism in our Corporation for the bidders, participating in the tender, the details of which are available on our website

9. If you are not interested in submitting your offer, please send a regret letter citing the reason(s) within two days of receipt of the bids.

CHECKLIST FOR FILLING AND SUBMITTING ALONGWITH BIDS

  1. Please read carefully and ensure / confirm the following before submitting the bids.
  1. Please submit ONLY HPCL supplied tender documents duly filled in and do not attach other papers unless otherwise asked for.

S/N / ITEM / TICK ARK
1 / STUDIED THE ENTIRE TENDER DOCUMENT
2 / SIGNED AND STAMPED ALL THE PAGES OF TENDER DOCUMENTS
3 / EMD & INTEGRITY PACT– ENCLOSED EMD & INTEGRITY PACT IN A SEPARATE COVER AND COVER IS SUPERSCRIBED AS REQUIRED IN THE TENDER. PLEASE MENTION EMD & INTEGRITY PACT ON THE COVERS. Tender fees shall also form part of this Part-I, in case Vendor downloads the Tender Documents from HPCL’s website.
4 / FILLED UP UNPRICED BID - 1 ORIGINAL + 1 IDENTICAL COPY AND PUT IN A COVER & SEALED ( All the stamped & signed tender documents (except priced part) should be put in sealed envelope.
4A / FOLLOWING IS MENTIONED ON THE UNPRICED BID COVER.
UNPRICED BID 1 ORIGINAL + 1 COPY:
TENDER NO:
TITLE:
DUE DATE/EXTENDED DUE DATE:
5 / FILLED UP ONE PRICED BID ORIGINAL ONLY (I.E NO COPIES) AND PUT IN A SEPARATE COVER & SEALED-PLEASE MENTION “PRICED BID-DO NOT OPEN” ON THE COVER
5A / YOU HAVE MENTIONED ALL TAXES, DUTIES AND OTHER LEVIES AS APPLICABLE IN YOUR UNPRICED AND PRICED BID CLEARLY IN TERMS OF PERCENTAGE OR IN TERMS OF RUPEES.
5B / FOLLOWING IS MENTIONED ON THE PRICED BID COVER.
PRICED BID 1 ORIGINAL DO NOT OPEN:
TENDER NO:
TITLE:
DUE DATE/EXTENDED DUE DATE:
6 / ALL FIGURES AND WORDS OF PRICES ARE WRITTEN LEGIBLY, CORRECTIONS ARE INITIALLED
7 / ALL FOUR/FIVE COVERS OF EMD,INTEGRITY PACT, Tender Fees (If applicable) UNPRICED BID AND PRICED BID (MR & VR) PUT IN A BIGGER COVER AND SEALED
8 / FOLLOWING IS MENTIONED ON THE COVER.
TENDER NO:
TITLE:
DUE DATE/EXTENDED DUE DATE:
9 / YOUR BID DOES NOT CONTAIN ANY PRECONDITIONS

Name Authorised Signatory: - Signature & Stamp:

Phone Number: - Mobile Number:

Fax Number:- e-mail id:

DECLARATION BY THE TENDERER

The Terms & conditions mentioned in the Price Enquiry, mentioned above, are acceptable to us. We have submitted our offer accordingly.

Technical/Commercial Deviations:

We have NOTtaken any Deviations and we will supply the materials as per thedetails mentioned in Price Enquiry, mentioned above, in toto.

We have taken certain technical deviations, which have been listed by us, separately.

Declaration regarding ban / delisting:

We, hereby, declare that we have NOT been banned or de-listed by any government or quasi-government agencies or PSUs.

We, have been banned or de-listed by the following government / quasi-government agencies / PSU: ______

  • (In case this declaration is not given your offer will be considered as non-responsive and is liable for rejection)

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(Signature & Stamp of the Authorised Signatory)

  • (Please put ‘√’, whichever is applicable

put ‘x’, whichever is not applicable)

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(Name & Designation of the Authorised Signatory

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(Phone Number )

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(Mobile Number)

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(Fax Number)

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(e-mail id)

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