Notice for Empanelment of Vendors

Hindustan Petroleum Corporation Limited

North Zone Retail

6th Floor, North Tower, SCOPE MINAR, Luxmi Nagar, Delhi-110092.

Hindustan Petroleum Corporation Limited (A Govt.of India Enterprise),a fortune 500 company, is one of the major integrated oil refining and marketing companies in India. We are a Mega Public Sector Undertaking (PSU) with Navaratna status. North Zone (Retail) of Hindustan Petroleum Corporation Limited executes projects related to the development & Modernisation of new & existingretail outlet selling Petroleum Products like Diesel and Petrol in the state of Delhi, Punjab, Haryana, Himachal Pradesh and Jammu & Kashmir. We are in the process of updating our Registered Vendor’s List, and online applications are sought from technically competent and financially sound vendors for categories given below:

CATEEGORY/
DISCIPLINE / DESCRIPTION
a) Civil /
  • Building & Land Development Works

b)Pavers /
  • Manufacturers of Pavers

c)Mechanical /
  • Fabrication and erection of structural Canopies including roofing and false ceiling
  • Hoardings

d)S/S Tanks /
  • Fabrication of Mild Steel service station tanks

e)Electrical /
  • Fabrication & erection of LT panels
  • Cabling works
  • Earth Pits
  • Supply and maintenance of electrical items at retail outlets.

f)Consultancy /
  • Preparation of layout drawings
  • Engineering consultancy and site supervision for new retail outlet facilities
  • Soil Investigation
  • Structural Consultancy
  • Electrical Consultancy etc.
  • Third Party Inspection

IMPORTANT NOTE: 1) Vendors who have already submitted online registration forms are requested not to attempt online submission again, as the PAN no. field is unique.

2. SERVICES

Miscellaneous Services /
  • Car Hiring
  • Housekeeping
  • Canteen / Catering Services

Minimum Qualifying Parameters :

  1. Copies of all documents like experience, past purchase orders, balance sheet, IT return, Statutory approvals etc. submitted along with the application must be duly certified by a Gazetted Officer for authenticity.
  2. The Applicant shall have relevant experience of execution of works or supply of materials to reputed organizations and shall have completed works of similar nature.
  3. Parties should submit audited balance sheets for the last three financial years along with the application.

2. Area of Work:North Retail Zone having 8 Retail Regional Offices given below, will be executing jobs for development of new or existing retail outlets. Vendors may choose any or all the Regions they are willing to work.

2.1) Delhi Region

2.2) Panipat Region

2.3) Chandigarh Region

2.4) Jallandhar Region

2.5) Jammu Region

2.6) Bathinda Region

2.7) Shimla Region

2.8) Gurgaon Region

3) HPCL has also implemented E- procurement, and normally tenders above Rs 25 lakh are expected to be e-tenders, and vendors applying for registration are requested to be in readiness (having valid Digital Certificates etc.)for participation in online tenders/ Reverse Auction events.

4) Application for Vendor registration have to be submitted online only at our website Please go to the link “Vendor Registration’’ available under the “Tender & Contracts” section at our website Applications submitted in any other form will not be accepted.

5) Basic procedure & instructions for filling the Online Registration Form are available online at our website.Help manual containing the step by step procedure for submission of online applications, with stage-wise screen shorts is also being uploaded along with this form for quick reference.

6) A hard copy of the print out of the online from along with copies of all the relevant documents [details filled/uploaded at the time of submission of the online from],duly stamped & signed on each page & neatly filed and tagged are to be forwarded in a folder to the address given below:

Manager - Purchase

Hindustan Petroleum Corporation Limited

6th Floor, North Tower

Scope Minar, District Centre

Laxmi Nagar

Delhi - 110092

7) Registration Fees: This folder should be accompanied with non –refundable Registration Fees in the form of a Demand Draft for Rs 5000 /- (Rs. Five Thousand Only) from any Scheduled Bank [other than Co-operative Banks], drawn in favor of” M/s Hindustan Petroleum Corporation Limited”, payable at Delhi.Please note that the Registration Fess is non refundable, irrespective of the out come of the application.

8) While online vendor registration will remain an ongoing process, registration process for the applications received against the present advertisement will be taken up on priority for the application received at the above mentioned office before 18.03.2013.

9) Basic Procedure for Registration :

  • Click on the link “New Register”. A one-page form will appear. Fill in the form giving your email id, PAN number and other details. Enter your own password while registering and remember this password for future logins.
  • A unique No. [ eg. HP00000123] will be allotted and the same along with a confirmation link will be sent to your email id. Pl. quote this as Application no.
  • Open the website using the confirmation link and login using the unique No. which has been e-mailed to you.
  • A detailed Online Registration From will then appear with the Index on the left side.
  • VERY IMPORTANT: While completing the online form, please select the Primary Category as ‘CORPORATE/ MARKETING (MKTG.) and Business Line as ‘RETAIL/ TERMINAL/ DEPOTS (MKTG.)
  • After filling the Online Registration and giving “Final Confirmation”, take a printout and sent to HPCL a hard copy of the Form along with a copy of all the related documents [details filled/uploaded in the form], duly stamped & signed on each page, and neatly filed.

In case of any queries pertaining to Online Vendor Registration & Submission of hard copy applications, please contact:

Tel.No.: 011- 22013945

Fax no. : 011 - 22013946

11) Registration of vendors as well as the financial limits will be decided on the basis of the below mentioned criteria ascertained on the basis of the documents submitted by the vendors along with their application forms:

1)Requirement of the applied categories by Retail SBU

2)Creditworthiness (to be determined on the basis of Solvency certificates etc.)

3)Job Execution / Manufacturing Capabilities & Capacities.

4)Quality Control System (Adoption of Industry Best Practices, possession of Quality & Process Control Certifications, accredit ions applicable licenses etc.)

5)Past Performance (to be determined on the basis of major orders executed during the past seven years & completion certificates, etc.)

  1. Vendor to facilitate inspection of the previously executed jobs, manufacturing facilities etc. by HPCL representative.

6)Financials ( to be determined on the basis of Turnover, Audited Balance Sheets, P & L Accounts of the past 3 Years)

12) Submission of registration documents does not automatically guarantee registration. HPCL reserves the right to accept / reject any application without assigning any reason whatsoever. HPCL’s decision will be final on all matters. After submission of the application form, vendors are requested to refrain from making enquiries regarding status of the registration. The updated status will be made available online.

13) In case HPCL requires any further clarifications / Documents, the same will be sought by the concerned official during evaluation of the credentials of the vendors.

14) Vendors are requested to tag the relevant documents for quick reference during the scrutiny of Applications. Applications completed in all respects and accompanied with relevant documents clearly tagged for easy reference will be given priority during the evaluation process.

15) IMPORTANT NOTE:In case of application for jobs / contracts, vendors must indicate EPF / ESIC registration and Service tax details, TAN Nos. etc., failing which their applications are liable to be rejected. If Consultants do not fall under this category same has to be indicated in the covering letter.

For material supplies, vendors must indicate their CST / VAT Registration Nos. and Excise Regn. Nos.,wherever applicable.

  1. Vendors must enclose copies of such registrations duly certified by a Gazetted Officer. Prior to registration of vendors, HPCL may at its discretion opt for Factory Inspection (in case of Manufacturers) or Inspection of Executed Works (in case of contractors).
  1. Parties who are interested in registration for more than one category/ discipline should apply in single form only.
  1. Detailed verification of other documents/ data will be carried out at a later date .Applicant should be in position to produce all original documents &or any information as and when required by HPCL.
  1. General:
  2. HPCL’s decision in any matter regarding empanelment shall be final and applicant shall not enter into any correspondence with HPCL after submission of application.
  3. HPCL reserves the right to reject the application of any or all the applicants without assigning any reason.

17) Hard copy of the print out of the online form along with copies of all the relevant documents should be forwarded with a covering note strictly as per the enclosed format. The covering note should be made on the official letter head of the vendor, and should be signed by the authorized signatory of the firm / establishment.

PAGE NO. 1

Format for the Covering Note to the Application Form

APPLICATION FOR VENDOR REGISTRATION IN HINDUSTAN PETROLEUM CORP. LTD

REF: Advertisement for Online Vendor Registration- North Retail Zone,

Please fill the details against the respective fields, sign & stamp all the pages.

Application No. (Pl. enter the System generated no. while submitting online application)
Name of the Party
Address: / (Note to vendors: Please note that all future correspondence – tender enquiries, purchase orders etc. as well as payments will be made in the name provided against this field.)
M/s………………………………………………………………………
……………………………………………………………………………
Basic Information regarding the vendor / a)Manufacture / Supplier / Contractor etc.
Type of Company / b)PSU / Public Limited / Limited Co. / Partnership / Proprietary etc.
Categories Applied for (Please enter the category as per category/ description given, If required please add further rows) / 1)
2)
3)
4)
PO copies / Completion certificates enclosed (Names of Parties-illustrative List).
(If required please add further rows). / Note to vendors : Please ensure that the relevant documents are tagged for quick regerence.
1)
2)
3)
4)

PAGE NO. 2

Amount of the Highest Value PO executed & Name Of the Party
1)PO Amount in Rs.:
2)PO Date:
3)Name of the Party/Organisation :
4)Job /Material Description in brief:
/ Note to vendors: Please ensure that the relevant documents are tagged for quick reference.
:
:
:
:
Amount mentioned in the Solvency Certificate & name of the issuing bank. / Note to vendors: Please ensure that the relevant documents are tagged for quick reference.
1)Amount in Rs.
2)Name of the issuing Bank
3)Date of issue
Financial Limit
Sought in Rs. / Min :
Max:
Job Location sought / Please Tick (√ ) if interested in Location Area you are willing to work or else (X) / LOCATION / √ or X
Delhi Region
Panipat Region
Chandigarh Region
Jalandhar Region
/ LOCATION / √ or X
Jammu Region
Gurgaon Region
Bathinda Region
Shimla REgion
Turnover Details:
Note to vendor: Please ensure that the relevant documents are tagged for quick reference.
Please provide details for the last 3 financial years.
Year / 2006 – 2007 / 2007-2008 / 2008-2009 / 2009-2010
Turnover in (Lakhs)
Rs.
Profit in Lakhs)
Rs.

PAGE NO. 3

Declaration :

1)I hereby certify that I am the authorized signatory of this firm / organization / establishment.

2)All the data furnished above is true & accurate to the best of my knowledge.

3)In case it is established that any of the data furnished by me / us is false, inaccurate or misleading, I hereby accept that my application will be rejected outright.

4)I have ensured that all the relevant documents have been tagged appropriately for quick reference during scrutiny of my Application

No. ………………………….

Signature

Date :

Name :

Designation :

(Please affix Seal / Stamp of the organization here)