HPCL-Tank Truck Locking System (HPCL-TTLS)

Transcription

HINDUSTAN PETROLEUM CORPORATION LIMITED
(A GOVERNMENT OF INDIA ENTERPRISE)
TENDER FOR
HPCL –TTLS
(HPCL Tank Truck Locking System)
For Western Zone Locations
Prepared by
MIPL, Security & IT Consultants
TABLE OF CONTENTS
1.
ABBREVIATIONS ...................................................................................................................................... 6
2.
INTRODUCTION ....................................................................................................................................... 7
3.
STATEMENT OF PURPOSE ........................................................................................................................ 8
4.
PREQUALIFICATION (BID QUALIFICATION) CRITERIA ............................................................................... 9
4.1
CONSORTIUM .......................................................................................................................................... 11
5.
EXISTING LOCKING SYSTEM ................................................................................................................... 14
6.
SYSTEM OBJECTIVES .............................................................................................................................. 16
7.
SCOPE OF WORK ................................................................................................................................... 17
7.1
7.2
7.3
7.4
7.5
7.6
7.7
7.8
8.
SUPPLY, INSTALLATION & COMMISSIONING OF HPCL-TTLS ............................................................................. 17
SYSTEM INTEGRATION ............................................................................................................................... 17
TT MODIFICATION ................................................................................................................................... 17
SYSTEM MAINTENANCE ............................................................................................................................. 17
SYSTEM TRAINING .................................................................................................................................... 18
USER MANUAL ........................................................................................................................................ 18
DOCUMENTATION .................................................................................................................................... 18
ADDITIONAL SERVICES............................................................................................................................... 18
SYSTEM DESCRIPTION ........................................................................................................................... 19
8.1
9.
SYSTEM DESCRIPTION ............................................................................................................................... 19
GENERAL SYSTEM REQUIREMENTS ........................................................................................................ 21
9.1
9.2
9.3
9.4
GENERAL ................................................................................................................................................ 21
SYSTEM ARCHITECTURE ............................................................................................................................. 21
SOFTWARE.............................................................................................................................................. 22
INTERFACE REQUIREMENTS ........................................................................................................................ 23
10.
FUNCTIONAL SPECIFICATIONS ........................................................................................................... 25
11.
SYSTEM COMPONENTS ..................................................................................................................... 27
11.1
11.2
11.3
11.4
11.5
12.
12.1
12.2
12.3
13.
13.1
ELECTRONIC PADLOCK SYSTEM ................................................................................................................... 27
SECURED KEY HOUSING (SKH) ................................................................................................................... 27
GPS SYSTEM ........................................................................................................................................... 27
COMMUNICATION .................................................................................................................................... 27
INTEGRATION .......................................................................................................................................... 28
PROPOSED PROCESS ......................................................................................................................... 29
AT THE TERMINAL .................................................................................................................................... 29
AT THE RO ............................................................................................................................................. 30
EMERGENCY OPERATION ........................................................................................................................... 30
TECHNICAL SPECIFICATIONS .............................................................................................................. 31
ELECTRONIC PADLOCK SYSTEM ................................................................................................................... 31
Tender for HPCL-TTLS - Page 2
Strictly Confidential
13.2
13.3
13.4
13.5
13.6
13.7
13.8
13.9
13.10
13.11
KEY PROGRAMMING UNIT ......................................................................................................................... 36
SECURED KEY HOUSING (SKH) ................................................................................................................... 37
TTLS SOFTWARE...................................................................................................................................... 43
SERVER .................................................................................................................................................. 49
GPS SYSTEM ........................................................................................................................................... 50
WIRELESS ACCESS POINTS ......................................................................................................................... 51
CABLES & LAN ACCESSORIES ..................................................................................................................... 57
TT MODIFICATION ................................................................................................................................... 59
SERVICES ............................................................................................................................................ 59
SPECIFICATION FOR LAYING & TERMINATION OF LAN, POWER AND CONTROL CABLES ........................................ 60
14.
APPROVED MAKES ............................................................................................................................ 65
15.
BID SUBMITTAL ................................................................................................................................. 67
15.1
GENERAL INSTRUCTIONS ............................................................................................................................ 67
15.2
OPENING OF BIDS .................................................................................................................................... 67
15.3
PROPOSAL FORMAT & CONTENTS ................................................................................................................ 68
15.4
INNOVATIVE PROPOSALS............................................................................................................................ 71
15.5
TWO BID SYSTEM..................................................................................................................................... 72
15.6
SCHEDULE OF TENDER/PROJECT EVENTS....................................................................................................... 74
15.7
PRICE VALIDITY ........................................................................................................................................ 74
15.8
EARNEST MONEY DEPOSIT (EMD) .............................................................................................................. 75
15.9
ACCEPTANCE / REJECTION OF BID – PART OR FULL .......................................................................................... 75
15.10
PRE-BID MEETING ............................................................................................................................... 75
15.11
BIDDER’S COMMITMENT ....................................................................................................................... 75
15.12
INTEGRITY PACT................................................................................................................................... 76
15.13
ARBITRATION CLAUSE FOR INDIAN BIDDERS............................................................................................... 76
15.14
ARBITRATION CLAUSE FOR FOREIGN BIDDERS ............................................................................................ 78
15.15
SPECIAL INSTRUCTIONS FOR INTERNATIONAL BIDDERS ................................................................................. 79
15.15.1 Prequalification Criteria .............................................................................................................. 79
15.15.2 Commercial Proposal Format ..................................................................................................... 79
15.15.3 Format of EMD BG, CPBG & CAMC BG ....................................................................................... 79
15.15.4 Commercial Bid Evaluation ......................................................................................................... 79
15.15.5 Prices .......................................................................................................................................... 80
15.15.6 Payment ..................................................................................................................................... 80
15.16
CONTACT DETAILS................................................................................................................................ 80
16.
BID EVALUATION ............................................................................................................................... 82
17.
STANDARD CONTRACT TERMS .......................................................................................................... 84
17.1
17.2
17.3
17.4
17.5
17.6
17.7
17.8
17.9
COMPOSITE PERFORMANCE BANK GUARANTEE (CPBG).................................................................................. 84
IMPLEMENTATION PHASES ......................................................................................................................... 84
DEFECT LIABILITY PERIOD / WARRANTY PERIOD ............................................................................................. 85
DELAY IN COMPLETION: LIQUIDATED DAMAGES ............................................................................................. 85
RISK PURCHASE ....................................................................................................................................... 86
THIRD PARTY INSPECTION [TPI] .................................................................................................................. 86
PAYMENT TERMS ..................................................................................................................................... 87
MODE OF PAYMENT ................................................................................................................................. 88
POST-WARRANTY COMPREHENSIVE ANNUAL MAINTENANCE CONTRACT (CAMC) ............................................... 88
17.10
17.11
BANK GUARANTEE FOR CAMC .............................................................................................................. 89
GENERAL............................................................................................................................................ 89
18.
ANNEXURE I - SCHEDULE OF QUANTITIES .......................................................................................... 91
19.
ANNEXURE II - PRICED BID FORMAT – INDIAN BIDDERS .................................................................... 93
20.
ANNEXURE III - PRICED BID FORMAT – FOREIGN BIDDERS ................................................................ 95
21.
ANNEXURE IV - UNPRICED BID FORMAT – INDIAN BIDDERS .............................................................. 97
22.
ANNEXURE V- UNPRICED BID FORMAT – FOREIGN BIDDERS ............................................................. 99
23.
ANNEXURE VI – TEST CASES FOR THE POC ....................................................................................... 101
24.
ANNEXURE VII - FORMAT FOR DRAFT BANK GUARANTEE IN LIEU OF BID SECURITY (EMD) ............. 103
25.
ANNEXURE VIII - FORMAT DRAFT COMPOSITE BANK GUARANTEE FOR SECURITY
DEPOSIT/PERFORMANCE GUARANTEE ........................................................................................................ 105
26.
ANNEXURE IX - AGREED TERMS & CONDITIONS .............................................................................. 108
27.
ANNEXURE X - MANUFACTURER’S AUTHORIZATION FORM ............................................................ 114
28.
ANNEXURE XI – FORMAT FOR BIDDER INFORMATION SHEET& UNDERTAKING ............................... 115
29.
ANNEXURE XII- CHECK LIST .............................................................................................................. 117
30.
ANNEXURE XIII - PROCESSES ........................................................................................................... 119
31.
Annexure XIII – Parent Company Guarantee……………………………………………………………………...119
TENDER NOTICE
HINDUSTAN PETROLEUM CORPORATION LIMITED
GLOBAL NOTICE FOR INVITATION FOR BIDSFOR
HPCL TTLS
Tank Truck Sealing System
Tender No:- 12000115-HD-10002
Hindustan Petroleum Corporation Limited (HPCL) invites sealed bids under single stage, two bid
system under International Competitive Bidding for Supply, Installation, Testing, Integration,
Commissioning and warranty & post-warranty support services of HPCL TTLS (Tank Truck Locking
System) for approx. 1822 Tank Trucks in the West Zone as per details given in the bid document.
Bid Security (EMD):
Rs. 24,00,000/- (USD 43,500)
Date, Time & Venue for Voluntary Pre-bid Meeting:
August 09, 2012; 11:00 HRS (IST) at office of
the Deputy General Manager, Procurement,
nd
HPCL, Gresham Assurance Building, 2 Floor,
Sir P.M. Road, Fort, Mumbai – 400001
Bid Due Date, Time & Place of Submission:
Upto 15:00 HRS (IST) on September 05, 2012
at the office of the Deputy General Manager,
Procurement, HPCL, Gresham Assurance
nd
Building, 2 Floor, Sir P.M. Road, Fort,
Mumbai – 400001
Detailed IFB along with Pre-qualification Criteria, Bid Document and Pre-bid Meeting Minutes &
Corrigenda can be viewed and downloaded from HPCL’s website :
http://www.hindustanpetroleum.com
Deputy General Manager – Procurement
HPCL, Mumbai
Fax: 0091-22-2264 2352, Tel: 0091–22–22608530/20
1.
ABBREVIATIONS
ANSI
API
ASME
ASTM
ATEX
BASEEFA
American National Standards Institute
American Petroleum Institute
American Society of Mechanical Engineers
American Society for Testing and Materials
Atmosphere Explosible
British Approval Service for Electrical Equipment for Flammable
Atmosphere
BEDD
CENELEC
CPM
DT
EEIC
EIA
FAT
GSM
GPRS
GPS
HCA
HPCL
HMI
HWC
I FAT
IP
ISA
ISO
LPG
MOP
MOV
NIST
PESO
PIM
POD
POI
PSU
QMS
RAS
RP
RT
RTU
SAT
SCADA
SIT
TSP
Basic Engineering Design Data
European Committee for Electrotechnical Standardization
Computational Pipeline Monitoring
Despatch Terminal
Energy Industries Council
Environmental Impact Assessment
Factory Acceptance Test
Global System for Mobile
General Packet Radio Service
Global Positioning System
High consequence area.
Hindustan Petroleum Corporation Ltd.
Human, Machine Interface
Hard Wired Cable
Integrated Factory Acceptance Test
Ingress Protection
Instrument Systems and Automation Society
International Standards Organization [International Organization for
Liquefied
Petroleum
Gas
Standardization]
(org.)
maximum operating pressure
Motor Operated Valve
National Institute of Standards and Tolerances
Petroleum Explosive Safety Organisation (Formerly known as CCOE)
Pipeline Integrity Management
Probability of Detection
Probability of Identification
Power Supply Unit
Quality Measurement System
Risk
s Assessment Study
Recommended Practices
Remote Terminal
Remote Terminal Unit
Site Acceptance Test
Supervisory Control and data Acquisition
System Integrated Test
Telecom Service Provider
2.
INTRODUCTION
Hindustan Petroleum Corporation Ltd. (HPCL), is a Government of India enterprise with Navratna
status and a Fortune 500 company, with an annual turnover of Rs. 1,78,336 crores during FY 201011, having about 21% marketing share in India, among PSUs and a strong market infrastructure.
HPCL operates 2 major refineries producing a wide variety of petroleum fuels & specialties, one in
Mumbai (West Coast) of 6.5 Million Metric Tonnes Per Annum (MMTPA) capacity and the other in
Vishakapatnam, (East Coast) with a capacity of 8.3 MMTPA. HPCL holds an equity stake of 16.95% in
Mangalore Refinery & Petrochemicals Limited, a state-of-the-art refinery at Mangalore with a
capacity of 9 MMTPA. In addition, HPCL has commissioned a refinery at Bhatinda, in the state of
Punjab, as a joint venture with Mittal Energy Investments Pvt Ltd. HPCL also owns and operates the
largest Lube Refinery in the country producing Lube Base Oils of international standards, with a
capacity of 335 TMT. This Lube Refinery accounts for over 40% of the India's total Lube Base Oil
production.
3.
STATEMENT OF PURPOSE
HPCL intends to install an intelligent Tank Truck Locking System (TTLS) for 1822 tank trucks in the
Western zone for monitoring & controlling the locking & unlocking of the tank trucks for every trip.
These trucks load fuels from 14 HPCL terminals in the states of Maharashtra, Madhya Pradesh & Goa
and distribute the same to 1826 retail outlets & 129 consumers. The following is a list of HPCL
terminals that will be in the purview of this tender:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Akola
Bhopal
Gwalior
Indore
Jabalpur
Loni
Miraj
Nagpur
Panewadi
Sagar
Sholapur
Vasco
Vashi
Wadala
Maharashtra
Madhya Pradesh
Madhya Pradesh
Madhya Pradesh
Madhya Pradesh
Maharashtra
Maharashtra
Maharashtra
Maharashtra
Madhya Pradesh
Maharashtra
Goa
Maharashtra
Maharashtra
4.
PREQUALIFICATION (BID QUALIFICATION) CRITERIA
1. As per the audited balance sheet and Profit and Loss account, the average annual financial
turnover of the bidder during the last three financial years ending March 31st, 2012 (20112012, 2010-11, 2009-10) should be at least Rs. 3.31 crores (USD 600,000). For the bidders
following financial year closing at the end of June, September or December, the last three
financial years ending with the respective quarter of 2011 will be considered.
2. The Net Worth of the company should be positive during the last three financial years
ending March 31st, 2012 (2011-2012, 2010-11, 2009-10)
3. Bidders during the last seven years reckoned from 31-03-2012, should have successfully
executed “Similar Works” (defined in clause 4 below) a total of multiple orders for an
amount of at least Rs 4.41 Crores (USD 7,99,350)
4. A Bidder may be a System Integrator, who will procure Electronic locks from reputed
vendors and develop software to meet our requirement or an Electronic locks manufacturer
or his authorized representative, who will have a tie up or in-house capability as System
Integrator
5. The definition of “Similar works” for a System Integrator includes:
a. Automation system for POL installations/Retail Outlets/LPG/CNG Dispensing
Stations
b. Communication systems work in Telecom/Mobile Companies
c. GPRS/GPS enabled systems
d. Access Control System for Facilities
6. The definition of “Similar works” for an Electronic Locks manufacturer or his authorized
representative includes supply of
a. Electronic Locks/Security locks for POL transportation
b. Electronic/Security Locks for Cash Chests in Banks, Reserve Bank Branches
c. Electronic/Security Locks for Bullion Markets/ Jewellery Manufacturing companies
d. Electronic/Security Locks for NBFC’s approved by RBI.
7. Mandatory documents to be submitted in support of the above PQ criteria include:
a. For Item 1 above
i. Indian Bidders: Audited Balance Sheets, Annual Reports and P&L Accounts,
along with all schedules and annexures for FYs 2011-2012, 2010-11, 200910.
ii. Foreign Bidders: Turnover of the last three financial years ending with the
respective quarter of 2011 shall be considered. The acceptable document
shall be duly audited balance sheet/Profit & Loss Accounts. Turnover as
certified by a Public Accountant appointed as per laws of the land where the
bidder is situated.
b. For Item 2 above
i. Auditor’s Certificate indicating Net Worth for the last 3 FYs.
c. For Items 3 above
i. PO and Work Completion Certificates issued by clients totaling to the above
stated value.
d. For Items 4 above, any one of the following documents to be submitted.
i. Work Orders towards Supply, Installation and commissioning of Automation
System of POL locations/Retail Outlets/LPG/CNG Dispensing Stations
ii. Work Orders towards Supply / Installation / Commissioning / Integration of
Telecom Network/Servers/Modules/Equipment with Telecom Towers/OFC
Network/Underground Cable Network.
iii. Work Orders towards Supply / Installation / Commissioning of GPRS/GPS
enabled systems
iv. Work Orders towards Supply / Installation / Commissioning of Access
Control Systems for Buildings, Factories, Warehouses, Defence
Establishments, Banks, Hotels etc.
v. Work Orders towards supply of Electronic/ Pad locks for TT Valves/Disc type
locks/Abloy locks/Godrej locks/Key Restricted Way Padlock/Security
Locks/Key Depository Services/Key Management System
vi. Work Orders towards supply of Electronic Locks/Pad locks/Locking facility at
any of the Scheduled/Cooperative/Grameen/Rural Banks and Reserve Bank
Branches
vii. Work Orders towards supply of Electronic/Pad Locks/Locking
Facility/Locking System/Integrated Locking System to Bullion Markets,
Commodity Exchanges and Jewellery Manufacturing companies.(Companies
established as per Companies Act)
viii. Work Orders towards supply of Electronic/Pad Locks/Locking
Facility/Locking System/Integrated Locking System to NBFC’s approved by
RBI. Copy of the RBI approval/Reference of RBI approval in work order is
mandatory.
8. Note: For foreign bidder, List of Purchase/Work Orders/Invoices executed with Values duly
certified by TPIA/Certified Public Accountant/Chamber of commerce. In case the bidder is
not in a position to provide values of PO/ Invoices. Details in Completion Certificate shall
mention Detailed Work scope, Location of work with address, e- mail & Contact Numbers,
PO /Contract Reference, Value of the payments made reference the above scope, Time
Period, Satisfactory working of the system
Approved TPIA: DNV, LRIS, TUV
9. Please note:
a. All the documents in support of the PQC submitted by the bidders should be
notarized.
b. Without the submission of the above mentioned mandatory documents, HPCL is
liable to reject the bid outright.
c. Please note that it will be the sole responsibility of the bidder to ensure that all
supporting documents in respect of the bidder’s prequalification criteria are
submitted in the bid document.
4.1
Consortium
1. Parties who are affiliates of one another can decide which affiliate will make a bid. Only one
affiliate may submit a bid. Two or more affiliates are not permitted to make separate bids
directly or indirectly. If 2 or more affiliates submit a bid, then any one or all of them are
liable for disqualification. However unto 3 affiliates may make a joint bid as a consortium,
and in which case the conditions applicable to a consortium shall apply to them.
2. “Affiliate” of a Party shall mean any company or legal entity which:
2.1
controls either directly or indirectly a Party, or
2.2
which is controlled directly or indirectly by a Party; or
2.3
is directly or indirectly controlled by a company, legal entity or partnership which
directly or indirectly controls a Party.
3. “Control” means actual control or ownership of at least a 50% voting or other controlling
interest that gives the power to direct, or cause the direction of, the management and
material business decisions of the controlled entity.
4. Bids may be submitted by:
4.1
a single person/ entity (called sole bidder);
4.2
a newly formed incorporated joint venture (JV) which has not completed 3 financial
years from the date of commencement of business;
4.3
a consortium (including an unincorporated JV) having a maximum of 3 (three) members;
4.4
an Indian arm of a foreign company.
5. Fulfilment of Eligibility criteria and certain additional conditions in respect of each of the
above 4 types of bidders is stated below, respectively:
5.1
The sole bidder (including an incorporated JV which has completed 3 financial years
after date of commencement of business) shall fulfil each eligibility criteria.
5.2
In case the bidder is a newly formed and incorporated joint venture and which has not
completed three financial years from the date of commencement of business, then
either the said JV shall fulfil each eligibility criteria or any one constituent member/
promoter of such a JV shall fulfil each eligibility criteria. The roles and responsibilities of
each of the members of the JV shall be clearly identified in the form of a written
guarantee. The guarantee shall cover inter alia the commitment of the
member/promoter to complete the entire work in all respects and in a timely fashion,
being bound by all the obligations under the contract, an undertaking to provide all
necessary technical and financial support to the JV to ensure completion of the contract
when awarded, an undertaking not to withdraw from the JV till completion of the work,
etc.
5.3
In case the bidder(s) is/are a consortium (including an unincorporated JV), then the
following conditions shall apply:
5.3.1
Each member in a consortium may only be a legal entity and not an individual
person;
5.3.2
the Bid shall specifically identify and describe each member of the consortium;
5.3.3
the consortium member descriptions shall indicate what type of legal entity the
member is and its jurisdiction of incorporation (or of establishment as a legal entity
other than as a corporation) and provide evidence by a copy of the articles of
incorporation (or equivalent documents);
5.3.4
One participant member of the consortium shall be identified as the “Prime
member” and contracting entity for the consortium;
5.3.5
This prime member shall be solely responsible for all aspects of the Bid/Proposal
including the execution of all tasks and performance of all consortium obligations;
5.3.6
Prime bidder has to fulfil all the pre-qualification criteria.
5.3.7
A commitment shall be given from each of the consortium members in the form of a
letter signed by a duly authorized officer clearly identifying the role of the member
in the Bid and the member’s commitment to perform all relevant tasks and
obligations in support of the Prime/lead member of the Consortium and a
commitment not to withdraw from the consortium;
5.3.8
No change shall be permitted in the number, nature or share holding pattern of the
Consortium members after pre-qualification, without the prior written permission of
HPCL.
5.3.9
No change in project plans, timetables or pricing will be permitted as a consequence
of any withdrawal or failure to perform by a consortium member;
5.3.10
No consortium member shall hold less than 25% stake in a consortium;
5.3.11
Entities which are affiliates of one another are allowed to bid either as a sole bidder
or as a consortium only;
6. Any person or entity can bid either singly or as a member of only one consortium.
7. In case the bidder is an Indian arm (subsidiary, authorized agent, branch office or affiliate) of
a foreign bidder, then the foreign bidder shall have to fulfil each eligibility criteria. If such
foreign company desires that the contract be entered into with the Indian arm, then a
proper back to back continuing (parent company) guarantee shall be provided by the foreign
company clearly stating that in case of any failure of any supply or performance of the
equipment, machinery, material or plant or completion of the work in all respects and as per
the warranties/ guarantees that may have been given, the foreign company shall assume all
obligations under the contract. Towards this purpose, it shall provide such comfort
letter/guarantees as may be required by HPCL. The guarantees shall cover inter alia the
commitment of the foreign company to complete the entire work in all respects and in a
timely fashion, being bound by all the obligations under the contract, an undertaking to
provide all necessary technical and financial support to the Indian arm or to render the same
themselves so as to ensure completion of the contract when awarded, an undertaking not to
withdraw from the contract till completion of the work.
5.
EXISTING LOCKING SYSTEM
Petroleum products are distributed from HPCL storage locations, i.e. depots terminals/ TOPs (Tap-off
points) to retail outlets for further sale to the end customer. The products are transported from
depots to retail outlets in tank trucks. These tank trucks may be company owned, dealer owned
(owned by the retail outlet dealer) or contractor owned (third party). The dealer and contractor
trucks operate under an agreement with HPCL. Such agreements are typically for 3 years. The tank
trucks may be of varying capacities e.g. 10 KL 12 KL, 16KL, 20 KL etc. Recently, a few 25 KL Volvo
trucks have been introduced by HPCL. The no. of compartments may be 3, 4 or 5. The distribution of
no. of TTs all over India with 3,4 or 5 compartments is approximately:



TTs with 3 Compartments: 20 %
Each compartment has an opening at the top and an outlet valve at the bottom. Apart from the
main opening meant for filling, there is also a small hole at the top for the dip rod. The openings are
provided with threaded caps and are covered with a hemispherical dome cover or lid. The dome
cover may be of aluminum or steel. The dome covers are hinged at one end and have a locking
arrangement at the other end.
Tank trucks may carry a single product or mixed load or a load of variants of the same product.
Typically, a number of outlets are attached to one depot/terminal. In exceptional cases other outlets
may also be fed. There is also a concept of “bridging” which means stock transfer from one depot to
another. The depot receives indent from the customer (retail outlet with or without cheque/DD) (as
per payment terms/credit allowed to each customer). The depot fills the truck as per the indent.
Most of the locations have only top loading facilities. Some locations have recently been provided
with bottom loading facilities for filling of Volvo trucks.
After loading, the TT top hatches (dome covers) and bottom valves are locked withAbloy/Godrej
locks. A delivered supply means it is the responsibility of HPCL to supply the product of correct
quantity/quality at the receiving location (i.e. the retail outlet in this case). Each dome cover and
bottom valve is locked. A particular set of Abloy/ Godrej locks is assigned to a dealer. One set of
key(s) of this set of locks is with the dealer. The depot incharge has one master key of all locks
within his jurisdiction.
After the truck is sealed/ locked, the driver collects the invoice and proceeds to the destination.
At the destination (Retail outlet), the locks are opened. The dips of each compartment are checked.
The sample density/ temperature is checked. After the dealer is satisfied with the quality and
quantity, the product is unloaded into the underground tank.
In the West Zones, the following number of TTs are expected to be functional, on which the
proposed TTLS will be installed:
Terminal
Location
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Vashi,
Maharsahtra
Wadala,
Mahasrahtra
Indore,
Madhya
Pradesh
Nagpur,
Mahasrahtra
Akola,
Mahasrahtra
Sagar,
Madhya
Pradesh
Jabalpur,
Madhya
Pradesh
Bhopal,
Madhya
Pradesh
Gwalior,
Madhya
Pradesh
Sholapur,
Maharashtra
Loni,
Maharashtra
Miraj,
Maharashtra
Vasco, Goa
Panewadi,
Maharashtra
Total
Projected TT Requirement for 2012-17
12KL
75
≥ 18KL
155
Total
230
28
17
45
100
35
135
91
14
105
70
18
88
52
0
52
132
0
132
120
0
120
60
0
60
118
32
150
173
114
287
107
22
129
50
180
17
42
67
222
1356
466
1822
6.
SYSTEM OBJECTIVES
With a view to address the inherent lacunae and potential for tampering in the current tank locking
system HPCL wants to deploy an additional secure mechanism, which would provide indications and
alerts in case of tampering / subversion. We have called this system Tank Truck Locking System or
TTLS.
The objectives of TTLS are:





To provide a secure locking mechanism for Top Dome covers (TDC) and Outlet Valves
(OV)/Discharge Faucets of every tank truck carrying HPCL fuel
To generate and disseminate (real time) alerts in the case of unauthorized handling / opening /
closing of the locks
To provide post evidences in the event of unauthorized handling
To track & record the process of locking and unlocking for every trip of the Tank Truck
To centrally monitor activities and alerts of the locking & unlocking processes
7.
SCOPE OF WORK
The detailed scope of services & various deliverables under it for the selected vendor for the HPCLTTLS project shall be as follows:
7.1
Supply, Installation & Commissioning of HPCL-TTLS
The indicative Schedule of Quantities for various hardware & software components of HPCL-TTLS is
provided in Annexure I. The scope of services for the selected vendor shall be supply, installation,
commissioning & testing of HPCL-TTLS components (Indicative) as per the specifications & makes
mentioned in the Technical Requirements section of this tender document. The vendor shall also
provide the GPRS & GPS services in collaboration with a telecom service provider (TSP). The vendor
shall sign a tripartite agreement with HPCL, alongwith the TSP, which will include a detailed service
level agreement, guaranteeing the 99% availability of the telecom service.
7.2
System Integration
The system should be capable of interchanging data from and to the JD Edwards ERP system of HPCL
to ensure that operational data are reflected both ways. The main points of integration will be
exchange of destination values on truck arrival into the terminal (JDE to TTLS), intimation of
completion of the truck locking operation (TTLS to JDE) and completion of truck unlocking & locking
operations (TTLS to JDE), at the RO. The Interoperability parameters will be provided for import and
export of data and the system should be capable of doing this in real-time.
7.3
TT Modification
The TTs which are to be provided with the proposed TTLS will have to undergo modification for a
common locking system on the top (for the top dome covers) as well as at the bottom (for the
unloading valves). The exact scope for the same is mentioned in Section 13.
7.4
System Maintenance
12-Month System Warranty - All the components of HPCL-TTLS shall carry a comprehensive on-site
warranty of 12 months from the date of its successful installation. Successful installation signifies the
commissioning of the TTLS project at the last TT and HPCL location.
48-Month Post-Warranty AMC - In addition to the standard 12-month warranty, HPCL-TTLS
components shall also be under a comprehensive on-site Annual Maintenance Contract for a period
of 48-month post warranty period.
The vendor shall provide the necessary Operations & Maintenance support, for the one-time as well
as recurring lock configuration. For this purpose, the vendor shall depute one no. qualified engineer
at each of the terminals for the total contract period (including the AMC period).
7.5
System Training
The Scope of Services under System Training shall include a) providing 1‐week system operation &
maintenance training in Hindi & English language to at least 4 HPCL personnel from each location,
along with providing the proper training material, in soft as well as hard copies.
7.6
User Manual
The vendor shall supply system Users’ (Operations & Maintenance) Manual in English & Hindi
languages in soft (MS Word and PDF), editable formats.
7.7
Documentation
The vendor shall prepare & maintain proper project documentation, such as Project Management
Plan (Complete as well as location-wise) system drawings, test plans, test results, minutes of the
review meetings, training plans etc.
7.8
Additional Services
Customer Support/Help Desk - The selected vendor shall provide a 24x7 operations & maintenance
help desk support throughout the contract period, for a minimum period of 5 years, including the
AMC period.
Note:
Notwithstanding anything contained in this document, regardless of what appears in the indicative
schedule of quantities, it shall be the responsibility of the vendor to supply, install, commission, test
& maintain all the components required to make HPCL-TTLS a) total & fully functional b) function as
per the functional requirements set in this document without any financial or any other obligation to
HPCL.
8.
SYSTEM DESCRIPTION
8.1
System Description
HPCL-TTLS shall have a centralized architecture with a centralized server system hosted at the core
(Central Data Center) managing the locking operation at remote locations. The data center shall be
in premises assigned by HPCL within a location in India. It shall deploy a very high level of encryption
technology, minimal points of failures, scalability & industry standard redundant architecture and an
extremely essential conformance to a well-documented failure-to-safety policy-framework. The
central location shall have a robust server (with an enterprise level software and an enterprise level
32-bit/64-bit operating system), a Fail-over server and a database server with the latest version of
MS-SQL/Oracle/mySQL DB. The system being the backbone of the security of the establishment, a
formal Business Continuity Policy [BCP] framework shall be set up by the vendor in conjunction with
HPCL within which a site would be identified for redundant Disaster Recovery Center fall-back.
The proposed Tank Truck Locking System shall preferably be a web-based system with central level
administration that will involve setting up of Electronic padlocks (henceforth mentioned as just
padlocks) for every TT, for the Top Dome covers (TDC) and Outlet Valve Box/Assembly Unit (OV) of
the TT. The electronic key to the padlocks shall travel in a securely held key housing, located in the
cabin of the tank truck, which shall be released only on suitable authentication.
TTLS shall comprise following components:
 Electronic Padlocks & Keys
 Key Programming Unit
 Secured Key Housing (Smart Box)
 Vehicle Tracking System / Journey Management Software
 RFID Transceivers
 Communication system including wireless access points & GPRS devices
 Integration with HPCL legacy systems, including JD Edwards
Electronic
Padlock
System
GPS System
TTLS
Secured Key
Housing
(SKH)
Central
Server
Integration
GPRS
The unlocking operation at the terminal as well as at the retail outlets shall be governed using
following parameters:
Smart Card
Mifare DESFire EV1
cards with highest
levels of encryption, to
be used for smartbox
opening
Trip Code
Random trip-based
code to be generated
for every unloading
trip and sent to RO via
a secure
communication mode
Time of Operation
The key from the
smartbox can be
extracted only during
a particular time
interval based on
expected time of
arrival of the TT
Latlong Coordinates
The key from the
smartbox can be
extracted only if the
actual GPS
coordinates match
with records.
9.
GENERAL SYSTEM REQUIREMENTS
9.1
9.2
General

The system shall provide future system expansion capability, through the use of
scalable hardware and software solutions and with the provision of nonproprietary external interface integration points for the database and application
functions.

The power supply available to the electrical loads of the system is 230V, 50 Hz,
single phase AC, and sufficient isolation shall be provided from the loads.

The electronic circuits used in the system shall be of solid state fail safe design
and be provided with proper coating to have resistance to humidity and corrosion
which enables the operation from being impaired by dust and dirt.

The system shall have flexibility for upgradation and expansion in all respects
depending on future requirements with standard modules.

All the TTLS security equipment installed at all the locations will be
interconnected and function as one system.

The system shall support up to 50000 electronic locks
System Architecture

The system shall adhere to a centralized architecture, with centrally located
application and database servers, connected to web-clients at remote locations.

Network connectivity shall be via HPCLWAN. Network communications shall
utilize TCP/IP network communications protocol.

Sufficient resilience / redundancy and logic shall be provided to assure that the
availability objectives can be met without manual intervention. The hardware
shall be designed so that there is no single point of failure that can cause
operations to be disrupted.

System components shall be independent and capable of co-existing on the
system to allow for an increased level of capacity. Modular design and flexibility
shall be provided for easy expansion of the system to the extent specified without
degradation of the system's performance.

The vendor shall also clearly specify the requirement for disaster recovery,
including the details of the hardware and software that would be required for the
same. The vendor should also clarify how the replication of data and software will
happen and what would be the connectivity requirement for the DR centre.

9.3
The specifications for central servers & terminal workstations suggested in the
tender document are the minimum specifications sought by HPCL. Bidders are
advised to suggest suitable upgraded versions of these equipments that are
required for the quoted solution so as to deliver the required response times.
Software

Software provided shall be a 32-bit/64-bit based application. Software shall be
based on an operating system as defined herein.

The vendor shall deliver all required system and application software for a fully
functioning system. Each shall be identified by the generic, off-the shelf name.
The software provided by the vendor to operate the system shall be delivered in a
ready-to-run form, including all necessary utility programs and documentation.

The system shall use industry standard application development software and
APIs.

All software licenses shall be provided as required. Renewable or subscription
licenses shall not be used. The vendor shall ensure that updates and upgrades to
the application software are provided and applied without any cost implication
and that upgrades are compatible to the customisation of TTLS including
interfaces.

The TTLS Software shall be a highly scalable enterprise level software solution,
capable of integrating with the HPCL ERP solution. About 100 users are likely to
work concurrently on the iBACS application software.

The TTLS software package shall be fully parameter driven and operate within the
offered OS environment.

The Vendor shall provide the source code of all customisations, reports,
applications, Database & table structures and interfaces to JDE-ERP, AMS and any
other application to HPCL IS Department.

The vendor shall conduct knowledge transfer sessions / training programs for
HPCL IS staff, with the perspective of system administration and application
management.

All software provided by the vendor should be licensed to HPCL. In case it is
discovered that the vendor has provided HPCL with unlicensed software, the
vendor should replace this software and install licensed software, at no extra cost
to HPCL.

If any third party claims that a solution component supplied hereunder infringes a
patent or copyright, the vendor will defend HPCL against that claim at vendor’s
expense and pay all costs, damages, and attorney’s fees that a Court finally
awards. If such a claim is made, vendor shall enable HPCL to continue to use, or to
modify or replace the product. If it is determined that none of these alternatives
are reasonably available, vendor shall be required to give HPCL a credit for such
Product for the value of the order.

The bidders shall quote/supply all developed software modules (Commercial offthe-Shelf) and should not supply any modules which are under
development/testing. However, customisation of a pre-developed software
product, to HPCL’s needs shall be acceptable.

In case bidder has proposed any third party software components as a part of
solution, he is required to declare/confirm the following:
o
o
o
9.4
Clearly identify/list all such components in response to the tender
Confirm that the bidder is authorised to supply and distribute such
components
Confirm that HPCL will get the AMC support similar to other modules of
the solution.
Interface Requirements

The TTLS software shall be seamlessly integrated with the JDE ERP system.

The design and development of an adaptor for this integration shall be carried out
by the vendor.

The vendor will manage the integration effort for systems interfacing including
the following:

Manage the design &development of all interfaces, including the development of
Interface Control Documents (ICDs) for TTLS and legacy systems. The vendor will
manage and control all ICD until sign off by all interfacing parties.

Coordinate and manage meetings/workshops, to ensure all parties have a clear
understanding of the interfacing requirements and the information to be
provided from each party.

Be responsible for developing and managing all interface test procedures until full
integration is satisfactorily signed off.

The integration work will include the provision of all necessary hardware and
software, operational/production licenses, software development kits and any
additional license required for the implementation, in order to undertake full
integration between iBACS and the legacy systems.

The vendor shall be responsible for:

Ensuring all operating systems and software purchased under their contract shall
be compatible with and capable of implementation with the Integration
Architecture.

Attending all workshop meetings and contributing to the development of the ICD
and provide any other information required for the system integration.

Installing any additional interfacing software required for successful integration
with the legacy systems. The vendor shall be responsible for the procurement and
installation and commissioning of such software.

Providing equipment and system software for testing within the Integrated Test
Facility (ITF).

Providing all necessary support and attendance for interface testing within the
ITF, on site testing and commissioning and Project Operational Trials.

The vendor shall develop, and shall contribute to and implement, the following
Plans and Procedures: i) Risk Management ii) Interface Management iii) Project
Management (SBU-wise, Location-wise & Overall)iv) Integration Management v)
Maintenance & Operation Plan vi) Standard Operating Procedures vii) Training
Plan viii) User Manuals and other standard plans & procedures as specified by
HPCL

The system should have capability of integration with existing fire alarm system.
And should follow NFPA guidelines requiring that a)the activation of the fireprotective signaling system must automatically unlock the egress doors and b) the
doors must remain unlocked until the fire protective signaling system has been
reset
10. FUNCTIONAL SPECIFICATIONS
1. Electronic padlocks shall be employed for locking the top dome covers & the bottom outlet
valve box / assembly unit, with 2 padlocks being used per TT.
2. Modification will have to be carried out for each tank truck to secure the top dome covers
with a common cross bar as well as the bottom valves with a common valve box, both of
sturdy quality.
3. Every padlock will be uniquely identified and the keys will operate based on the unique code
for every lock. Each key will programmed such that it can open several assigned padlocks
4. The keys and the locks shall be programmed one-time and assigned to a particular tank
truck, utilizing the key programming unit. This programming will be done at a central
location – one in each zone, which will allow HPCL to control the key management and issual
mechanisms effectively.
5. The key shall be housed in a secure key housing (smart box) which will be mounted on the
TT. The key will be locked into position in the smartbox, until an authentication event (smart
card) triggers the release of the key from the smartbox. The smartbox shall also have a
keypad for dual authentication, which will be used to type in the trip based codes at the RO
end / fixed codes at the terminal end.
6. The smart box will be in communication with the central server at all times through GPRS
(when outside terminal) or wireless (when in terminal).
7. The smartbox will have own geofencing capability, alongwith capability of integration at a
later date with any additional VTS installed on the TT. The smartbox shall allow the release
of the key only when the tank truck is in the desired latlong position / geofence at the
terminal / retail outlet. The GPS/GPRS capability shall be such that it if the home network is
not available it shall catch the next available network.
8. The trip based codes shall be transmitted securely over the system, via SMS to the
authorized person in the RO. Simultaneously, the system should also send the code to a
registered email id.
9. Additionally, a GPRS-based mobile app will be created, which has to be downloaded on the
dealer’s mobile. After the truck leaves the terminal, the system will push the trip code to the
respective dealer as a webpage, which can be accessed by the dealer on his GPRS enabled
phone, via suitable login. This will avoid inconvenience in situations wherein the SMS has not
been received. The “app” can be deployed on the dealer’s mobile through a system SMS or
through an email he can be asked to download via a particular secure domain. The app can
be designed for Symbian, Java, Windows Mobile and Android phones, which will cover most
of the phones in the marketplace. However, we can still keep the SMS as an optional /
emergency service.
10. The key shall be retrieved from the smart box for only a specified time-limit. If the key is not
returned within the time-limit, suitable system alarms shall be generated. Alarms shall be in
the form of sufficiently audible beeps on the smart box and the central system, as well as
visual event indicators on the smart box and the central system.
11. The keys shall be non-duplicable. The keys shall have both mechanical patterns as well as
electronic coding. The electronic code shall reside on a chip with proper encryption. The
padlocks shall also have a unique chip for proper authentication.
12. The smartbox, keys & locks shall have an embedded clock function to enable synchronization
of events with the HPCL central server.
13. Both the key & the locks shall maintain audit trails of events (such as lock opening, closing,
tampering, vandalism attempts) associated with it.
14. The lock shall have internal memory of at least 500 (transactions of about a month)
transactions. The transactions will be defined in such a way that for a particular trip there
will be 4 “open” & 4 “close” processes allowed for each lock. The locks should preferably not
have any battery (to meet Atex criteria) and should be activated either through contact with
the key or through mechanical motion of the key. However, if padlocks with battery, are
able to meet Atex criteria the same will also be acceptable.
15. The system shall have the capability to generate alarms & alerts of various events in the
form of GUI representations as well as via SMS, automated phone calls & emails.
16. The padlocks, keys & the smart box shall be suitable for outdoor use with IP65 ratings.
17. All keys (including the master keys) shall have RFID tags so as to ensure that key
displacement beyond permissible distances shall generate system alarms.
18. The system components shall have the necessary statutory safety compliances &
certifications - Indian (PESO) as well as international (ATEX and /or IECEX). The padlocks shall
be intrinsically safe. In case a participating bidder/OEM meeting the desired specifications
does not have the PESO certification at the time of the submission of the proposal, the same
company will be asked to provide a self-declaration to the effect that the PESO certification
process has been initiated.
19. The system shall enable deliveries of part loads whenever required. This shall be done
through separate identification of part-load trucks (which will have separate padlocks per
compartment).
20. The system shall generate all required alerts and reports such as trip based event summary,
active (open) locks, active keys, keys / locks in transit, vehicles in transit, abnormal events,
and so on.
21. The entire system shall be managed by a secure call centre operation which will be run 24 x
7 and which will have a toll free number and adequate authorizations for requesting
information. The call center may be brought into play even in case of trip codes not being
delivered to the retail destination. In such scenarios, multiple security authentications will
be designed into the system so that the trip code is verbally handed over to the right person
at the RO.
22. The system shall have the capability to release the key in emergency situations, when the
truck is not either at the terminal or at the retail outlet. This shall be done by remotely
managing the smartbox, wherein on activation of an emergency mode, the key should be
released using the TT smart card and the emergency code.
11. SYSTEM COMPONENTS
11.1 Electronic Padlock System
Electronic Padlock System shall offer dual security of both mechanical and electronic validation for
operation of the locking system. Programmable keys shall utilize electronic technology and
encrypted communication. The locking system (both the padlock & the key) shall maintain an audit
trail of all the vents associated with locking & unlocking of inlets & outlets. The lock & key
configuration shall be undertaken through a centralized software.
The padlock system shall integrate with GPS system for recognition & validation of the loading &
delivery location.
11.2 Secured Key Housing (SKH)
SKH shall be a secured housing for storage of electronic key in transit. The housing shall use a
secured access mechanism utilizing Mifare DESFire EV1 technology.
The smart cards used for HPCL centralised biometric access control system (iBACS) shall be used in
the SKH access mechanism.
11.3 GPS System
The GPS system shall be used to recognize the LatLong coordinates of the tank truck’s geographical
location. The same shall be provided to the SKH & Electronic Padlock System for verification &
validation.
11.4 Communication
The system shall use GPRS communication interface for communication with the central server. The
access control reader on the SKH shall use 13.56MHz secured transmission for smart card
communication.
The system shall also be capable of handling various advantages like Firmware on the Fly, GPRS and
SMS mode interchange, Home network handling capability etc.
The system shall be based on a heartbeat message concept, with a intelligent queuing and handling
system. The protocols for use need to be custom for usage and operation.
11.5 Integration
The system should be capable of interchanging data from and To the JD Edwards ERP system to
ensure that operational data are reflected both ways. Interoperability parameters will be provided
for import and export of data and should be capable of doing this in realtime.
12. PROPOSED PROCESS
Currently, most of the TTs operate with a Top loading / Bottom unloading mechanisms and they may
carry more than one grade of product in different compartments. As a part of the new locking
system it is expected that a sturdy cross (link) bar will be passed through the dome covers so that
only one lock is required on the top (Common Locking system) and the other for the valve box that
covers the outlet valves at the bottom (OV) Thus, each TT is expected to have two padlocks.
The following process is expected to be followed once the proposed TTLS is commissioned.
12.1 At the Terminal
1. New TTs shall need to get registered in the system and be assigned padlocks & keys. Also, a
smartbox with unique serial number will be fitted within the cabin to house the key. The
smartbox will draw power from the truck battery and will be fitted in a non-tamperable
manner. In case of tampering/power disruption, the system will detect & record the time
and the location where the event has occurred.
2. Empty TT will arrive at the terminal gate and will be allowed entry into the Terminal after
document verification and biometric authentication of the TT crew.
3. The TT will be taken to the queuing area, where the key-in-charge (KIC) of the Terminal will
open the smart box (fitted on the TT) using his biometric smart card.
4. This action will erase the previous trip authentications in the smartbox. This will also trigger
the data exchange between the wireless transceivers on the smart box and in the terminal
control room.
5. The smart box will recognize the geofencing coordinates of the location and only then allow
the key to be extracted from the smart box. (In case the padlocks have GPS capability, then
this feature can be applied directly to the padlock itself).
6. The KIC will use the key in the smartbox to unlock the padlock(s) on the TDCs. The key
cannot be taken out, with the padlock in unlocked condition.
7. A master key will reside in a secure key cabinet within the control room, secured using
biometric identification and will require two person authentication for opening. The
extraction of the master key shall also generate adequate audit trails. The master key shall
be used only in exceptional circumstances, when the key on the TT is lost or not working.
8. The smart box will be programmed in a way that the system will generate an alarm in case
the key is not returned into the smart box within a specified interval.
9. The SKH will also perform the role of programming and reprogramming the keys as well as
communicating various events to the central server via a wireless access point within the
Terminal.
10. After the loading operation is complete, the TT will be taken back to the queuing area where
the KIC will release the key from the smart box and use it to lock the TDCs.
11. This activity will signify the completion of the loading process (the KIC may be provided an
additional button on the smartbox to indicate the completion of the activity) and prompt the
system to interact with the JDEdwards system for receipt (from JDE) of destination data and
intimation (to JDE) of the completion of the loading operation, so that exit documentation
for the tank truck may be prepared.
12. Simultaneously, the smartbox will be reconfigured by the system to be used at the consignee
retail outlet. A trip based code will be sent to the authorized person at the retail outlet via
SMS / email for releasing the key from the smartbox. This will also serve as an intimation of
the truck leaving the terminal.
13. Once the truck leaves the terminal the fixed codes for the smartbox (to be used when TT is
in the terminal) will be rendered invalid.
14. All the events will be communicated to the central server.
12.2 At the RO
1. Once the TT reaches the RO, the dealer or the authorized person will extract the key from
the smartbox, using his smart card and the random, trip based code received via SMS/email.
The system will also verify the latlong coordinates to enable the key extraction. In case the
SMS / email has not been received, the dealer can call the toll free number to check the
status of the SMS/email delivery.
2. The dealer will open both the TDCs and the OV and will do so in combination with the
geofencing capability of the system.
3. The disengagement of the key from the SKH will be recorded by the system to generate an
alarm for disengagement beyond a specified period.
4. Oncethe unloading operation is complete, the dealer will perform the system operations by
locking the TDC’s and OV’s. Before the empty truck leaves the RO, the engagement of the
keys with the smartboxwill ensure that the trip-codes are rendered invalid and the locks can
be re opened only at the Terminal.
12.3 Emergency Operation
1. In case of emergencies, the TT crew / authorized person from the TT operator will dial the
call centre support. On verification, the call centre personnel will escalate the matter to the
appropriate location in charge.
2. The system shall have the capability to enable the location-n-charge to transmit the code to
an authorized person that will enable emergency opening of the TT valves, using the key in
the SKH. An appropriate workflow shall be defined in the system, for at least two-level
escalation.
3. This can be done by remotely activating the emergency mode for the smartbox (with
suitable authorization) and enabling the TT smartcard with a code, to open the smartbox.
13. TECHNICAL SPECIFICATIONS
13.1 Electronic Padlock System
Particulars
Functional
Specifications
General
Mechanical
Specifications
Specifications
The system should be capable of being used
with an electronic padlock system that
should offer dual security of both
mechanical and electronic validation for
operation of the locking system.
The system should be capable of remotely
downloading audit trails from lock and key
when needed. The system should be
capable of being programmed remotely
usage and time zones for usage if needed.
The device shall be based on Power over
Ethernet module that remotely downloads
audit trail.
The electronic locking technology shall
integrate the mechanical key system along
with electronics that allow time and date
functions, audit trails and easy retrofit into
any application without the need for
batteries in the locks. These keys should
operate mechanical only locks and can
operate the intelligent electro-mechanical
locks.
Padlocks shall be chrome-plated brass body
and shackle.
Padlocks shall be manufactured with heel &
toe locking. Stainless steel ball bearings
dead-lock the shackles at both ends for a
strong hold.
Padlocks shall be assembled with a
hardened, free-spinning protection plate to
prevent drill bits from penetrating the lock
through the keyway.
Padlocks shall be available in both rekeyable
and non-rekeyable cylinder option.
Compliance (Y/N)
Particulars
Specifications
Rekeyable option shall allow changing of
key and disc combination by authorized
representative due to lost, stolen or
damaged key.
Padlocks shall be designed with key
removable in locked position only.
Padlocks shall be tested for protection
against corrosion according to SFS-ISO9227,
corresponds to ISO9227:1990 test (Annex 2)
Key and key blanks shall be protected by
patent.
Key shall be a full metal key made of nickel
silver.
Key shall be designed with symmetrically
reversible key for user-friendly operation.
Key shall be cuts on two radii
Ten different colour inserts shall be
available for easy identification.
Key should offer strict key control with
three levels of security:
Authorized Level where keys shall
be
provided
by
authorized
representative.
User has the option to upgrade to
Factory-restricted Level where keys
shall be control.
Where
applications
require,
customer will be given exclusive
keyway at Customer-restricted
Level to allow total control.
Cylinder mechanism shall offers extensive
master-keying possibilities with 1.97 billion
different key combinations per keyway.
Keying configuration shall be customized to
meet user requirements.
The unique, patented construction of the
rotating detainer disc mechanism shall
ensure that the cylinder will be virtually
pickproof.
The cylinder shall incorporate a unique disc
blocking system to stop any attempt to
Compliance (Y/N)
Particulars
Specifications
manipulate or bypass the cylinder.
The cylinder shall offer a smooth, durable
and reliable operation that shall be resistant
to wear, dirt, moisture, corrosion and
freezing.
The cylinder shall not contain springs or pins
to wear out.
The products shall be designed to meet and
exceed several international standards for
high security including UL437 and EN1303.
Electronic Security Shall be based on the High Security Rotating
system specification Disc Technology
High Security Heel & Toe locking shackle
Master Keyed as per the system need
Marked with customer logo if requested by
customer
Shall employ a hardened boron steel
shackle
Shall be equipped with a color insert for
easy identification
May utilize a customer specific key profile
on request
Padlocks shall be designed with key
removable in locked position only
Padlocks shall be tested for protection
against corrosion according to SFS-ISO9227,
corresponds to ISO9227:1990 test
Padlocks
shall
meet
and
exceed
requirements of CEN standard EN12320
Grading: Designed to fulfill EN12320 class 3
requirements
Weather proofing:
Interior sealing
arrangements against water, moisture and
dirt
Shackle: 8 mm hardened boron steel
Cylinder housing: Interior housing made of
hardened steel
Padlock body: Brass
Cap: Waterproof brass cap attached on
the padlock with a stainless steel cable
ATEX APPROVAL meeting standards EN
Compliance (Y/N)
Particulars
Specifications
60079 : 2006
EN 60079 11: 2007
EN 61241-0 : 2006
EN 61241 -11 : 2006
ATEX Rating of II 2GD EX ib IIC T4 ibD A21
T35’C
PESO APPROVAL
Communication
RJ45 connection to Ethernet, can be
powered over Ethernet (PoE)
Audit
Trail System should be capable of downloading
Download
audit trail from locks and keys.
Audit trail should provide for trail of usage
attempts without authorization also.
Power Supply
Aux power connector
Power supply: 7-24V AC or DC 2W)
Power supply PoE: 42-57 V DC referral to
standard IEEE 802.3af
Note: connect the PoE unit in series with
the Wall PD Ethernet cable.
Specifications
for Programmable keys shall utilize electronic
Electronic keys
technology and encrypted communication
Usage of keys shall create audit trail in key
and in cylinder
Key shall employ the 3V lithium battery
(type CR 2032) needed to power-up the
electronics located in both the key and
cylinder.
Lifetime of battery in average shall be 2
years (subject to frequency and conditions
of usage)
Key shall give out an audible sound signal to
user during operation.
All key holders and cylinders shall be
EN1303 and UL 437 listed for high security
drill, pick and bypass resistance and patent
protected key blanks.
There must be the ability to combine large
numbers of different keys into a single
cylinder. Mortise cylinders must be made of
completely hardened steel or Brass material
with a tapered face to resist drilling and
Compliance (Y/N)
Particulars
Specifications
wrenching. Rotating disc material must be
of bronze alloy. Cylinder gates must
incorporate sidebar gates, which will align
the discs when the proper key shall be
inserted and turned 90 degrees either
clockwise or counterclockwise.
A fixed sidebar shall then drop into the side
bar gate(s) disengaging the plug from the
cylinder housing and opening the lock.
Cylinder must have the option that keys can
be facilitated to turn either clockwise or
counterclockwise only.
A patented disc controller shall be in each
cylinder that prevents the discs from
turning until the key has been fully inserted.
All keys shall be made completely of nickel
silver and be able to receive color ID insert
in the key bow. The key shall the
convenience feature of being reversible.
The same key must be able to operate a
complete range of products including
replacement cylinders, deadbolts, padlocks,
cabinet locks, cam locks, switch locks, key
deposit locks and rim locks.
Power Supply for Battery in the key, size ø 20 x 3.2 mm.
keys
3 V lithium battery (type CR 2032).
Lifetime shall be about 20000 key
operations.
Speed
of
the Cylinder can be operated after 0.4 seconds
electronic
from the key insertion.
functionality
in Sound indication shall be given when key
operation
turning can be started.
Environmental
Use temperature: Key -10°C to 50°C
restrictions for use
Use temperature: Cylinder -30°C to 70°C
Cylinders shall be not suitable to be used in
continuously wet conditions, unless the
Access of water into the keyway shall be
prevented.
Communication
Communication between the cylinder and
security
key shall have minimum 112 bits DES
encryption.
Compliance (Y/N)
Particulars
Memory structure of
cylinders and keys
Audit Trail of the
usage of Physical
key in operation
Specifications
 Cylinder: 200 authorized key
groups and programming keys
together,
 Theoretically maximum 65535 keys
in each group
 3000 unauthorized or denied keys
list
 1000 last events audit trail
 20 last events audit trail for other
systems’ keys
 Physical usage audit trail should be
generated with respect to who used
the key.
 Key removal should be possible only
when presented with Electronic
token and pin.
 Further input of Transaction id shall
be required to remove the key.
 System should provide control of
usage using a system of Time
control over operations, duration
control and frequency of removal
for the duration specified.
 System should be driven with a
Delivery point specific Transaction
ID that will be used for using the
product and can be used only once.
Continuous flow of data to validate
the system should be available for
usage and verification.
Compliance (Y/N)


13.2 Key Programming Unit
Particulars
General
Specification
Compliance (Y/N)
Specifications
A key programming unit will serve as the
bridge between the information in the
central server and every key and lock
(cylinder) in the system. Each terminal will
hold a KPU to enable dynamic programming
of the keys and the cylinders attached to the
particular TTs attached to that terminal.
The KPU will be wall mounted with an
Ethernet connection and power through 12 24 V adapter or PoE (Power over Ethernet).
The KPU will also have the facility (via an
RFID transceiver) to sound alerts in case the
key travel beyond a specified distance away
from the KPU.
Operating Temperature -10 0 to 50 0 C
Certification – CE / UL
13.3 Secured Key Housing (SKH)
Particulars
General
Specifications
the Electronics
Compliance (Y/N)
Specifications
The key from the Locking system shall be
transported in a secured manner with
recognition of the key real-time in
cognizance with latitude and longitude.
This means that the operation of the
system shall be integrated to recognition
of the key and geo validation for the
operation of the system.
for The system should ensure the storage of
key and recognition of the key. The
recognition of the key should validate the
mechanical head of the key and validate
that the system shall be accessible only
with proper authentication and authority
validation. The authentication should be
in a position to be conveyed remote and
monitored for usage in terms of the time
and duration. The Key requirement
characteristics of the system shall be as
follows:
The Controller unit shall be manufactured
in an all-metal casing and be based on a
solid-state microprocessor, operating on
an open source technology. It shall
include a built-in web server that provides
full access to all control parameters.
The Controller shall be capable of storing
all data in the storage SD card and be
capable of retrieval on demand. The M2m
communication module should include
intelligent synchronization and quick
delivery of data.
Particulars
Compliance (Y/N)
Specifications
Every activity of delivery should be
governed with a transaction id that
should be required for input along with
the electronic token. This ID should in
addition to the standard electronic token
with pin input. The Transaction id should
be capable of being used only for one
delivery iteration , of the system.
System should use a 32 bit processing
system capable of encryption in
communication and storage. Local
storage with SD card shall be required on
the system with optional can bus
interface.
Heart beat message should be provided
to the user every few minutes and the
system should be capable of handling
these at preset time intervals.
The Controller shall be able to provide
continuous monitoring and shall respond
on demand back to the control server all
details. The Controller shall be equipped
with a GSM module and at least 2 alarm
inputs and 2 control outputs providing
status information.
The GSM module should be capable of
operating in temperatures of 85 degrees
C and should be capable of Calling
identification
presentation
and
restriction, capable of connected line
identification
presentation
and
restriction, USSD feature, Network
identity and time zone management
systems.
The modem shall have the following
regulatory approvals
Regulatory and Approvals
• R&TTE
• GCF
• FCC/CE
• PTCRB
Compliance (Y/N)
Specifications
• IC
• RoHS
• IOT
The modem should have the following
data handling features including :
1. Firmware on the Air feature.
2. Internal TCP/IP & UDP/IP
2. Embedded FTP GPRS
3. Multislot Class 10
4. Download up to 85.6 kbit/s
5. Upload up to 42.8 kbit/s
6. Coding Scheme CS1 - CS 4 CSD
7. CS data calls (transparent / Nontransparent) up to 9.6kbps
8. Modem type V.32, V.110 SMS
9. PDU / Text mode
10. Cell broadcast
The Controller shall be equipped with an
RS-232 connector providing connectivity
to charger systems. The Controller shall
be equipped with a Micro SD card of 2GB
capacity. It should support 20,000 RO
users and their cards.
The Controller shall be equipped with a
minimum of four LED’s on the front,
providing visible status information in
green, red when keys shall be taken and
removed. The Controller shall operate
using DC-based power supplies providing
8 – 24 Volts, min 80W.
Firmware should be capable of being
updated on the fly and have strong M2M
methodologies in implementation.
MIFARE DESFire EV1
Particulars
Electronic
Authentication
usage
for
Capable of writing specific sectors with
encryption and password.
Storage of 400 events on the card on
encrypted basis.
Compliance (Y/N)
Specifications
Capable of reading out thru USB system.
Recognition of key in Electromechanical
recognition
and
SKH
electronic validation of key.
System should be capable of validating
the mechanical portion of the key.
The system should be capable of
validating mechanical keys as well as
electronic keys.
Access to key possible with MIFARE
DESFire EV1 or HID iCLASS (To be decided
by HPCL at a later date)
Strong holding and turning resistance to
the extent of 40Kn
System should be capable recognizing key
removal and key return.
Non return of key should also be
recognized.
System should recognize incorrect return
or non return and raise local alarms and
escalate.
The key holding system should meet and
exceed the testing standards given under
EN 12320, UL437 and EN1303.
Battery
backup The primary power of the system comes
system
from the truck battery. However the
system should have a DC to DC convertor
capable of handling 8 to 30V and a
battery charger. The secondary battery
should be capable of operating the
system for two full days and finally a
Lithium ION battery that ensures it shall
be always alert and awake.
Firmware design
The system should be designed for use in
the following basic methodology of
usage.
The system should have ability to store up
to 20,000 users. The data should store all
info including the card info and pin
numbers. These users need to be
activated on demand for allowing access
to the key storage system. The level of
Particulars
Particulars
Firmware testing
VTS Unit
Compliance (Y/N)
Specifications
key access should be definable for times
of usage and duration.
Transaction ID should be provided for
every operation and this should be
required as a onetime input for removal
and return of the key.
The key storage system should be
programmed with capability to have
heartbeat message to the reporting
server and queuing for sequential access
when delivering data.
The firmware should be based on a
complete user menu for usage and
operation at the end user point.
Functionally testing should be done
throughout the product development
process, the purpose being to verify that
the product shall be optimized for its
purpose. Documentation should be
provided on Open Source standards.
Life cycle tests should be performed to
guarantee that each product meets the
demanding requirements for providing
the same functionality over a long time of
period and for the user's safety. The
testing should be for mechanical interface
including key return, key removal over
500,000 cycles and thermal resistance
test for quality control of performance in
conditions of heat. Documentation should
be submitted and provided when
required.
The VTS unit should be fully integrated
within the SKH. The satellite GPS (Global
Positioning
System)
receiver
for
determining the vehicle location,
traveling speed, direction and altitude.
The device should receive the GPS data
and send the data via GSM (Global
System for Mobile) / GPRS (General
Packet Radio Service) wireless network to
Particulars
Standards
Other Specifications
Compliance (Y/N)
Specifications
the web application. If no wireless
coverage is present, the GPS data should
be stored and sent to the web application
on availability of the wireless network.
The GPS data is to be recorded and stored
in a secure database by the web
application. All electrical wiring should be
covered through Steel Armored Coils. The
battery back-up of the SKH shall be
applicable for the VTS unit as well.
Detailed specifications for the VTS (GPS)
unit are provided separately in this
section.
EN 61000-6-3 : 2007
Emission
standard for residential, commercial and
Light industrial environments.
EN 61000-6-1:2007
Immunity
for
residential, commercial and Light
Industrial environments.
Conforming
to
EMC
directive
2004/108/EY
The product should fulfill the essential
safety requirements for CE conformity
marking according to the Low Voltage
Directive (73/23/EEC and 93/68/EEC).
The product should be certified for us by
PESO, for Zone 0 conditions
Stainless steel mounted box with inbuilt
electronics and GPRS Antenna. Housing to
have IP 66 protection.
Insulated connector to the power line
Built in dual level battery backup
SD card based storage inside box.
DC to DC convertor integrated for step up
as and when required.
Dual fuse based system
LED indications for status
Alarms for status
Display for identity
Mechanical validation of the key for
presence
Particulars
Software on the box
Firmware
Compliance (Y/N)
Specifications
User module
Zone module
Time module
All data shall be encrypted with AES
M2M Software
Heart beat message
Sequential response curve
Duplicity answer
13.4 TTLS Software
Particulars
System
Capability
Specifications








Compliance (Y/N)
The TTLS software shall be a modular & networked
system having centralized architecture, capable of
handling large corporations with multiple remote
sites. The system shall allow for easy expansion or
modification of inputs, outputs, and remote control
stations.
The system control at the central computer location
shall be under a single software program control,
shall provide full integration of all components, and
shall be alterable at any time, depending upon the
facility requirements. Reconfiguration shall be
accomplished online through system programming,
without hardware changes.
The software program shall be a true 32-bit (should
also be compatible with 64-bit OS & hardware),
ODBC compliant application.
The software program shall support multiple server
configurations including, but not limited to, Access
Control Server, Fail-over Server, and Database
Server.
The system shall have the capability to communicate
with the control panels via LAN/WAN connections
utilizing industry standard communication protocol.
The Software shall be a highly scalable enterprise
level software solution.
The software package shall be fully parameter driven
and operate within the offered OS environment.
It shall provide graphical user interface functionality
for the display and operator control via on-screen
site graphic maps.
Particulars
Specifications













Compliance (Y/N)
Diagnostic checks shall be done by the system
periodically for the proper functioning of the locks.
The system shall have an administrator’s interface to
manage data and the individual applications.
The system shall support a pointing device, touch
screen, keyboard, and camera control keyboard
interface.
The system shall provide context sensitive, on-line
help capabilities. The online help system shall
contain enough information to inform the user of
the nature of the current form/window, and provide
a reference for the user to gather further
information. The vendor shall populate the on-line
help messages prior to Site Verification Testing and
provide a tool for maintenance and update of online
help.
The software shall be capable of interfacing with
HPCL’s ERP.
Server Operating System: The system servers shall
use Latest edition of 32-bit/64-bit Windows Server
or Linux OS and shall include network capability with
the TCP/IP data communications network protocol
and hardware.
Client Operating System: Client devices shall use the
Windows based operating system with latest service
pack.
System database platforms shall be based on latest
version of Microsoft SQL Server or Oracle. The
database management system shall be capable of
storing and retrieving relational data, text, images,
video and audio as an integrated system.
The database shall be SQL and ODBC compliant,
certified for the offered OS platform.
The TTLS application shall maintain a full audit log of
every change made to the TTLS database, including
all programmed and operator requested transaction
history.
System shall include comprehensive report facilities
of on-line activities and a permanent (or for an
HPCL-defined time-period) record of key/lock
activity.
System shall provide investigation reports to
generate event and activities pertaining to card,
system operator and alarms according to the given
search parameters with respect to date and time.
The system shall provide an audit trail function that
is intended to record all permanent changes in data
Particulars
Specifications
Compliance (Y/N)
configured by system operators. The audit trail shall
record permanent changes made to the
configuration database by manual operator data
entry, import/export or other system controlled
devices, such as portable data entry devices.
Temporary changes, such as running a report, and
querying the cardholder database need not be
recorded by the audit trail function. The audit log
shall consist of details of any database changes,
when they were made and the username of the
authorized TTLS user who made the changes.
 A search tool shall be provided to allow authorized
TTLS users to examine the audit log files. All
database modifications recorded by the audit trail
function shall be stored in the historical journal, and
shall be available for selective searching, reporting
and replaying.
 Reports shall be initially displayable on the
authorized TTLS user screen, and then be saved as a
pdf file or in the CSV format.
 The system shall allow an authorized TTLS user to
design, save and generate customized report
templates.
 The TTLS shall provide the following standardized
reports as a minimum:
 Transaction Reports; Alarm Reports; Device Reports;
Configuration Report; Card Report; Access Rights
Report; User audit Report; TT Report, Lock Report,
Key Report, Card Holders onsite Report and
Personnel Reports.
 The software shall be configured to enable full
monitoring including display of alarms and access
control activities.
 An unlimited number of user-definable alarms shall
be able to be added to the system. These will be
assigned to the change of state of an input. It shall
be configured in such a way that the alarm will only
be cancelled when the input returns to its normal
state.
 Alarms shall be generated for various locking /
unlocking transaction. These alarms shall include but
not be limited to: Invalid Key, Biometric Mismatch,
Expired Key, Wrong Time zone, Card/Key blocked
 This display shall be in English language and shall not
require undue interpretation of information
displayed.
 The alarm queue shall have minimum capability of
1000 events.
Particulars
Specifications
Compliance (Y/N)

The system should be able to send
SMS/email/Emergency Voice Call Messages defining
the alarm details, location etc. to pre-defined
telephone numbers / email ids (defined as per the
alarm location) without requiring Manual/Operator
intervention.
 All connected workstations on the LAN/WAN shall
have a simultaneous operating capability.
 The system programming shall be user friendly, and
capable of being accomplished by personnel with no
prior computer experience. A quick start wizard shall
allow the operator to easily program a system
including basic time zones, access panels, card
activation to a general purpose access area and
deactivation date.
 The system software shall not use a hardware
dongle unless required by the system hardware and
then only on the PC where the database server
resides. No dongles shall be required at any
workstations.
 Unrestricted number of operator workstations and
multiple alarm monitoring stations shall be
supported as a standard feature of the access
control software. System upgrades shall be
accomplished by software key codes and not require
installation or re-installation of any access control
software.
Basic System Capabilities
 Provide storage of all system transactions in a
retrievable file.
 Log all events by time and date.
 Provide capability to store all or selected system
transactions to a disk file.
 Allow operator to enter a response to an event
when acknowledging it from the alarm view window.
 Allow acknowledged alarms to be automatically
cleared.
 Provide mode of system operation where when an
acknowledged, but not cleared event will be
reissued requiring acknowledgement when the
event changes to an alarm or trouble state.
 Provide ability to automatically display stored “video
image” of cardholder at user defined card reader
locations for specific card usage.
 Provide a means for scheduled automatic backups of
any or all database system files. A means to restore
these files from a simple menu shall exist.
Particulars
Specifications














Compliance (Y/N)
Card frequency report defined by reader(s), over a
defined period of time with disposition options to
automatically report or report and de-activate card
or change the access level of the card.
Frequency shall be defined as Never, Now, Once,
Hourly, Daily, Weekly, Once per 2 weeks, and
Monthly.
Provide the ability to initiate an email (via SMTP) or
SMS (via SMS Gateway) based on a transaction state.
Provide a simple card and card holder database
import utility. The utility shall be password
protected and accessible only to administrators of
the access control system. Information that can be
imported shall include but not be limited to: First
Name, Last Name, card number, activation date, deactivation date, status, up to 40 note fields and
photo images. A simple CSV (comma separated
value) file shall be used for the importing of data and
image file names.
Provide a key trace function, based on the RFID tag
embedded on the key.
Provide a display of the most current transactions in
real time.
Provide default language to be used based on
operator’s login.
Provide specified time periods that the operator can
log in.
Reports: Provide reporting capability for printing of
selected system transactions from the disk files by
specific time and date selection, range from time
and date to time and date, or from start time to end
time each day of the selected date range.
Provide a means to create report templates. Report
templates shall include, but not be limited to,
History and Card Holder information. The templates
shall be able to be assigned to a scheduler to run
automatically per the scheduler settings.
Provide networking capabilities via LAN or WAN.
The workstation shall have the same UI (user
interface) functionality as the Server, except the
workstation shall not be able to perform database
maintenance functions.
The application should enable reports to be sent
through email to the specified users.
The application shall have database browse/search
functionality/utility to browse the database tables as
a part of its database management features.
Particulars
VTS
Software
Specifications
 The system architecture should be web based. The
software should be a web application, accessible
through the Internet using the logon facility through
multiple levels of security.
 The basic features of the software should be:
 Real Time Tracking – Should provide real time
information on vehicle status based on location,
speed and time.
 Online Alerts - Should provide critical alerts such as
o Over Speeding
o Acceleration/deceleration
o Unauthorized stoppages
o SOS alerts
 Trip Replay – Should provide replay of the routes
traveled by vehicles plotted on the map.
 Reports – Should provide reports by date, vehicle ID
or Driver Name.
 Generate standard reports on criteria such as
Vehicle stoppages, vehicle speeding or trip
summary.
 Communications: Should maintain control of all
drivers with two way voice communication.
 Vehicle and Group Management - Update driver and
vehicle profiles, as well as manage vehicle groups
and vehicle types.
 The following are the detailed requirement from the
software:
 The real time location of the vehicle should be
available on the MAP
 The route undertaken by the vehicles should be
shown on the MAP.
 All the specified points (way points) mentioned by
HPCL to be shown on the MAP.
 Responding to a poll command
 Total Distance traveled, distance traveled between
stops.
 Total time, time taken between stops, time taken
during a trip.
 Server should be capable to maintain historic data
for at least 02 months
 Stoppage reports with Stoppage time.
 Facility to download / Direct upload into a local SQL
/ Oracle data base.
 Over Speed alerts on the web application.
 Predetermined (Dynamic) customized trip reports
and exception reports
 Various Zoom levels of the MAP at least 05 zoom
Compliance (Y/N)

Particulars
Specifications
levels
 Dynamic ETA (expected time of arrival) of each
vehicle at the destination.
 On road vehicles route wise.
 View reports consignor and consignee wise.
 View vehicles / loads by Invoice Number /
transporter ID or name / LR number.
 View and track vehicles by place of origin wise or
destination wise.
 View the vehicles reports by Material code or
material name (e.g. Kerosene or Petrol or Naphtha)
 View by dispatch date.
 Location accuracy of +/- 10 meters
 View delayed consignments, live consignments, on
time consignments.
 Facility to create / modify / delete and view all the
above parameters
 Facility to Email any of the above reports to other
departments / individual within the organization
straight from the software.
 Capability/ flexibility to change Communication
Service Provider at any point of time for better
service options.
Compliance (Y/N)
13.5 Server
Particulars
PROCESSOR
NUMBER
PROCESSORS
CACHE
MEMORY
STORAGE
NETWORK
INTERFACE
RAID SUPPORT
Compliance (Y/N)
Specifications
Quad-core
Intel
Xeon
2.66GHz/8MB/1333MHz
or
2.40GHz/8MB/1333MHz) or Intel Core i3540Dual-Core (3.06GHz/4MB/1333MHz) or
Intel
Pentium
G6950Dual-Core
(2.80GHz/3MB/1066MHz) or Intel Celeron
G1101Dual-Core (2.26GHz/2MB/1066MHz)
OF 2/2
8MB (Processor)
10GB DDR3 1333 MHz double data rate.
2.0TB SATA
Integrated Gigabit Ethernet (GbE)
Embedded RAID-0,-1 or integrated 3Gigabits
Particulars
Specifications
per second (Gbps) hardware RAID-0, -1
USB, SERIAL, VIDEO
Microsoft Windows Server 2008 R2
Compliance (Y/N)
PORTS
OPERATING
SYSTEM
OPTIONAL PACKS Internet Information Services
NEEDED
DATABASE
Microsoft SQL Server 2008 (any version
Express to Enterprise Editions)
PORTS
TO
BE Team will provide the details at the time of
OPENED
installation.
IP DETAILS
Static IP.
SERVER SOFTWARE Organization based hierarchy
Complete visibility dashboard
Configuration and guidance
Exception closure
Report formats
SQL server security
Encryption with AES
13.6 GPS System
Particulars
General
Technical
Specification
Specifications
Compliance (Y/N)
All delivery locations will be provided
with a GPS LAT LONG ID. The system
needs to ensure that removal of key shall
be not possible unless the box shall be
well within the coordinates. This ensures
that the operation of the key storage
system cannot be done unless it shall be
within the geo coordinates programmed.
This information shall be collected on
real time basis continuously and should
be processed before removal and return
of keys. This ensures that operations
shall be possible in geo locations that
shall bepre approved for operation.
Chip should be SIRFSTAR III Standard or
equivalent.
Fully self-contained GPS receiver.
Particulars
Specifications
Compliance (Y/N)
Fully shield.
Full implement of SiRFstarIII™ GPS
architecture.
GSP3f (GPS Engine with integrated
Processor and Flash)
GRF3w (A Highly Integrated GPS RF)
Low noise amplifier
SAW filter
TCXO
32.768KHz RTC X-tal
Reset & Regulator, etc.
GPS receiver in a micro-component
package
Postage stamp type package
Fully automatic assembly: Reflow
solderable
Fast TTFF (time-to-first-fix)
Usable I/O port : Six GPIO port
Advanced low power mode
13.7 Wireless Access Points
Specifications of Wireless Access point (Base):Particular
General
Specifications







Compliance (Y/N)
The 802.11 N Access Point (3x3) MIMO,
dual-radio (concurrent 802.11 a/n OR
b/g/n) wireless access points.
The Access Point should have dual
10/100/1000 Ethernet interfaces.
802.11n Access Point should be able to
power up using standards 802.3af POE
input, and at the same time operate in
full MIMO mode.
Should operate in both frequency 2.4 GHz
& 5 GHz.
Access point transmit Power: 18-20 dBm /
100 mW( within country regulations).
Support upto 300Mbps Data Rates.
Should Support 20MHz & 40MHz Channel
separation.
Particular
Characteristics:-
Specifications
Compliance (Y/N)
 Should Support DSSS, OFDM & Spatial
multiplexing (MIMO).
 Should have LED indicators to indicate the
status of activity
 Should support different VLAN
assignment to individual SSID
 Should support up to 4 independent
BSSID per single radio thin AP, or 8 in dual
radio AP
 Should support dynamic VLAN
assignment to individual users based on
configurable rules.
 Should support automatic channel
selection – interference avoidance

 It should be 802.11 a/b/g/n functionality
certified by the Wi-Fi alliance Draft2.0.
 It should be able to be powered over
802.3af standard Power-over-Ethernet
(PoE). Auto-sensing, 10/100 on the
network port.
 It shall have two Auto-sensing
10/100/1000 Ethernet ports.
 Shall have options for dual-band dualradio APs which can perform dedicated
RF scanning using a single radio while
serving WLAN clients on the second radio.
 Minimum of 8 SSIDs and BSSIDs available
on each AP.
 Capable of multi-function services
including: data access, intrusion
detection, intrusion prevention, location
tracking, real-time non-disruptive packet
capture, RF monitoring with no physical
"touch" and no additional cost.
 AP should support Self-Healing, Self
forming Wireless MESH function.
 MESH function should support multi-hop
mesh network. Inother words it should
not be limited to a wireless bridge
function.
 MESH link should support QoS– WMM.
 MESH link should support AES encryption
on the MESH link.
 MESH link should support extending
corporate network with VLAN Tags and
VLAN priority tags to the remote site.
 Should support Internal and external
Particular
Specifications
antenna options.
Compliance (Y/N)
Regulatory




Environment



Network features




Security









AP standard compliance should be Wi-Fi:
802.11a/b/g/n WPA2,WMM, WMMUAPSD(planned Q2 2008).
Product certification should be UL / cUL
60950-1, IEC / EN60950-1, UL2043, RoHS.
Access point radio approval should be
FCC(USA), Industry Canada, CE(Europe),
TELEC(japan)
AP operating temp should be -4°F to
122°F/-20°C to 50°C.
AP storage Temp should be -40°F to
158°F/-40°C to 70°C.
AP operating Humidity should be 5 to
95% RH non-condensing
Should support multiple VLAN’s with
intra-subnet routing
Should support DHCP server
Should support NAT
Should support Access Control Lists to
configure policies
The AP should be WPA2 enterprise
certified
Should support the following encryption
mechanisms
o WEP 64 / WEP 128
o WPA – TKIP / AES
o WPA2 – TKIP / AES
Should support the following 802.1x
authentication mechanisms
o PEAP
o EAP-TLS
o EAP-TTLS
Should support hardware based AES
encryption
Should support internal RADIUS server to
perform local authentication
Should support local management of user
database.
PEAP, EAP-TLS, EAP-TTLS, EAP-GTC
authentication
Integrated RADIUS termination. Must
support EAP-PEAP, and EAP-TLS using
EAP-MSCHAPv2 or EAP-GTC.
Should support configuration of WLAN
access policies



Particular
Specifications
 Should support user based VLAN
assignment
 Should support integrated Router,
gateway, firewall.
 Should support DHCP,AAA Server,
Hotspot features.
 Should support on-board rogue AP
detection
 Should support creation of Secure Guest
Wireless Access
 Should support Stateful packet Inspection
Firewall
 Should support IPSec VPN
QoS
 Should support WMM.
 Should support configuration of separate
WLAN for voice applications.
 Should support prioritization of
Spectralink voice protocol.
 Should support DTIM per BSSID
configuration for voice/video.
 Should support configuring Multicast
Mask for prioritizing multicast
applications.
Management
 Ability to configure multiple users with
different privileges
 Should support HTTP, HTTPS, Telent, SSH
 Should support SNMP V1.2 and V1.3
 Should support Syslog.
Network Standard
 Should support802.11a,802.11b,
802.3,802.11g, 802.11n Draft 2.0.
Supported
Data  Should support 802.11g:
1,2,5.5,11,6,9,12,18,24,36,48,
rates
and54Mbps; 802.11a: 6,9,12,18,24,36,48,
and 54Mbps; 802.11n: MCS 0-15 up to
300Mbps
Compliance (Y/N)




Specifications of Wireless Access point (TT):-
Particulars
Basic
Compliance (Y/N)
Specifications
The 802.11 N Access Point (3x3) MIMO,
single-radio (concurrent 802.11 a/n OR b/g/n)
wireless access points.
The Access Point should have single
Particulars
Characteristics
Regulatory
Environment
Compliance (Y/N)
Specifications
10/100/1000 Ethernet interfaces.
Access point transmit Power: 18-20 dBm /
100 mW( within country regulations).
Support upto 300Mbps Data Rates.
Should Support 20MHz & 40MHz Channel
separation.
Should Support DSSS, OFDM & Spatial
multiplexing (MIMO).
Should have LED indicators to indicate the
status of activity
Should support different VLAN assignment to
individual SSID
Should support up to 4 independent BSSID
per single radio thin AP, or 8 in dual radio AP
Should support dynamic VLAN assignment to
individual users based on configurable rules.
Should support automatic channel selection –
interference avoidance
Should support one band as Wi-Fi client &
other band work as a dedicated Sensor.
It should be 802.11 a/b/g/n functionality
certified by the Wi-Fi alliance Draft2.0.
Minimum of 8 SSIDs and BSSIDs available on
each AP.
Capable of multi-function services including:
data access, intrusion detection, intrusion
prevention, location tracking, real-time nondisruptive packet capture, RF monitoring with
no physical "touch" and no additional cost.
AP standard compliance should be Wi-Fi:
802.11a/b/g/n
WPA2,WMM,
WMMUAPSD(planned Q2 2008).
Product certification should be UL / cUL
60950-1, IEC / EN60950-1, UL2043, RoHS.
Access point radio approval should be
FCC(USA), Industry Canada, CE(Europe),
TELEC(japan)
AP operating temp should be -4°F to 122°F/20°C to 55°C.
AP storage Temp should be -40°F to 158°F/40°C to 70°C.
Particulars
Network features
Security
Compliance (Y/N)
Specifications
AP operating Humidity should be 5 to 95% RH
non-condensing.
Should support multiple VLAN’s with intrasubnet routing
Should support DHCP server
Should support NAT
Should support Access Control Lists to
configure policies
The AP should be WPA2 enterprise certified
Should support the following encryption
mechanisms
WEP 64 / WEP 128
WPA – TKIP / AES
WPA2 – TKIP / AES
Should support the following 802.1x
authentication mechanisms
PEAP
EAP-TLS
EAP-TTLS
Should support hardware based AES
encryption
Should support internal RADIUS server to
perform local authentication
Should support local management of user
database.
PEAP,
EAP-TLS,
EAP-TTLS,
EAP-GTC
authentication
Integrated RADIUS termination. Must support
EAP-PEAP, and EAP-TLS using EAP-MSCHAPv2
or EAP-GTC.
Should support configuration of WLAN access
policies
Should support user based VLAN assignment
Should support integrated Router, gateway,
firewall.
Should support DHCP,AAA Server, Hotspot
features.
Should support on-board rogue AP detection
Should support creation of Secure Guest
Wireless Access
Should support Stateful packet Inspection
Compliance (Y/N)
Specifications
Firewall
Should support IPSec VPN
QoS
Should support WMM.
Should support configuration of separate
WLAN for voice applications.
Should support prioritization of Spectralink
voice protocol.
Should support DTIM per BSSID configuration
for voice/video.
Should support configuring Multicast Mask
for prioritizing multicast applications.
Management
Ability to configure multiple users with
different privileges
Should support HTTP, HTTPS, Telent, SSH
Should support SNMP V1.2 and V1.3
Should support Syslog.
Network Standard
Should
support802.11a,802.11b,
802.3,802.11g, 802.11n Draft 2.0.
Supported
Data Should
support
802.11g:
rates
1,2,5.5,11,6,9,12,18,24,36,48,
and54Mbps;
802.11a: 6,9,12,18,24,36,48, and 54Mbps;
802.11n: MCS 0-15 up to 300Mbps
Particulars
13.8 Cables & LAN Accessories
Particulars
CAT-6
Compliance (Y/N)
Specifications
CAT 6 Cable; 4 pair UTP Cable 23 AWG Solid
Bare Copper polyethylene insulation.
Applicable
standard
TIA/EIA
568.B;
Insulation
Resistance
100MOhm
Capacitance <5.6 nf/100m. Supply of UTP
CAT 6 Cable shall include cabling from
Switch to individual outlets in Casing
Capping/PVC Cable Duct/PVC or HDPE
Conduit as per requirement, supply &
installation of Information Outlet at the
equipment end, factory crimped patch cords
of required length at both the patch panel
Particulars
CAT-6 (Outdoor)
Power Cable (LV)
CAT-6 I/O
CAT-6 Patch Cord
Patch Panel
Rack (if required)
Compliance (Y/N)
Specifications
end as well as equipment end, including
material, fittings & fixtures, screws etc.
Armored CAT 6 Cable; 4 pair STP Cable 23
AWG Solid Bare Copper polyethylene
insulation & armored. Applicable standard
TIA/EIA 568.B; Insulation Resistance
100MOhm Capacitance <5.6 nf/100m.
Supply of UTP CAT 6 Cable shall include
cabling from Switch to individual outlets in
Casing Capping/PVC Cable Duct/PVC or
HDPE Conduit as per requirement, supply &
installation of Information Outlet at the
equipment end, factory crimped patch cords
of required length at both the patch panel
end as well as equipment end, including
material, fittings & fixtures, screws etc
3-Core, 1sq mm, with annealed electrolytic
copper conductor with resistance > 8.2
Ohm/Km; PVC insulated (0.3 mm inner+1.8
mm outer sheath) For Outdoor: Armoured
with galvanized steel wire with 90%
coverage; IS 694:1990 reaffirmed 1995 or
latest compliant.
Shall include all the accessories with
termination & testing.
The RJ45 connector shall be screened to
ensure protection against EMI and for Alien
cross-talk compliance. It offers the 500 MHz
performance required to be used to form a
100 meters Class EA channel as specified in
ISO/IEC 11801:2002/A1:2008 and EIA/TIA
568 B2-10. All outlets fitted with shutters.
Factory-crimped Patch Cords (1m/2m) CAT
6; 4 pair UTP Cable 23 AWG Solid Bare
Copper polyethylene insulation
12/24 Port Cat-6 Patch Panel; All Ports
ISO/IES 1801:2000 &TIA/EIA 568-B.2-1 &
FCC Compliant; Rear wire Manager

 Wall Mount;
 Height - 9 U, Width - Depth:
600mm*600mm minimum
 Powder quoted steel Body with
Compliance (Y/N)
Specifications
front door of glass.
 Completely covered & have security
locks
 Uninhibited access to all mounting
points inside the racks
 Proper ventilated with One fans
 Power cable management
 One Power strips having 6 - 5A/15A
sockets each
OF Patch Cord
SC to SC OM3 Patch Cords ( 3 Mtrs); Optic
fiber patch cords should be suitable for
multimode SC/ST type fiber cable
connectors with plastic moulded plug type
connectors in compliance with latest
industry standard. Optic fiber patch cords
should be of standard make. Min. Return
Loss>50 db
HDPE Conduit (if 2” HDPE Conduit Pipe with required
required)
accessories
(couplers
etc)
for
underground/wall mount cable laying.
GI
Pipe
(if 2” B-Class GI Pipe with required accessories
required)
for road crossings.
Particulars
13.9 TT Modification
Particulars
Compliance (Y/N)
Common Locking System : All the TT’s are to be
provided with common locking system with SS
304 pipes of 22mm OD (3 mm wall thickness ) in
line with the typical drawing attached so as to
have one lock for top dome covers and one for
the bottom valve box. The Bidder has to prepare
the Final detailed drawing and obtain approval of
HPCL authorities before progressing with supply
and Fabrication works of the Common Locking
system.
13.10 Services
Cable laying (Indoor)
Cable laying (Outdoor)
Installation,
Commissioning
equipment
Testing,
of
all
Documentation & Training
One
Time
Personalisation
Recurring Card
Charges
Site Preparation
Card
Printing
Integration with JD Edwards
Attendance
Management
System
This will comprise laying of all TTLS cables in a structured format
(including fitting of casing/capping, I/Os, Crimping, Testing,
termination & installation costetc) within the security cabin and
the control room.
This will comprise laying (all labour for digging, refilling & resurfacing) of TTLS cables in a structured format (using appropriate
quality piping) from the access control devices (boom
barriers/turnstile/flap barrier) to the security cabin and from the
security cabin to the control room (including laying of conduit, I/Os,
Crimping, Testing, termination & installation costetc) within the
security cabin and the control room.
The vendor shall produce appropriate documents mentioning
successful installation, testing and commissioning of all equipment
within TTLS, and take the approval of the respective plant manager
for the same.
- The vendor shall create a user manual for each process within the
new system.
- The vendors shall also provide user manuals for each component
in the system
- The vendor shall provide adequate local level training to HPCL
employees in terms of the system usage
The initial scope for the vendor includes the enrolment and printing
of smart cards for all RO personnel under the purview of TTLS
The vendor shall quote a per card rate for printing of additional
cards (beyond the initial one time card personalisaton)
All the onsite civil, electrical and mechanical works required in
terms of the laying, installation and commissioning of the various
components of TTLS will be in the scope of the vendor.
HPCL uses JD Edwards ERP and attendance management system. It
will be the TTLS vendor’s responsibility to suitably integrate with
the JD Edwards system, as per the specifications mentioned in the
tender document.
13.11 Specification for laying & termination of LAN, power and control
cables
To the extent possible, cables should be laid underground. Materials supplied and workmanship
shall be of the highest quality available and all work carried out to meet the requirements of IS codes
of Practice, I.E. Rules and to the approval of the Engineer and Local Authorities. The following
specifications give guidelines, but not limited to the quality and scope of work expected.
SCOPE
This specification provides for laying, termination, testing and
commissioning of LAN, Power & Control Cables
LAYING OF CABLES










The Vendor will unpack the drum if required and then
transport it to a convenient spot near the overhead tray/trench
so that laying of cable becomes easy.
Most important thing to bear in mind while laying cables is that
there should not be any twisting while unwinding it from the
drum, since this is likely to damage the insulation. Any
repairing/replacement arising out of this negligence will be to
vendor’s account. Also it can lead to blacklisting /
disqualification.
Power & Control Cables shall be laid between various
equipment as per Cable Schedule (which will be given to the
successful vendor).
Entry of cables from underground trenches, to the buildings
shall be through pipe sleeves. Necessary precautions shall be
taken to make entry point fully watertight by properly sealing
the pipe sleeves.
Adequate length of cables shall be pulled inside switchboards,
control panels, terminal boxes, etc. so as to permit neat
termination of each core.
While laying cables parallel to buildings or utility pipelines,
drainage, etc. minimum clearance shall not be less than 1000
mm.
At the turning & tee off point of the cable trench, suitable
chamfering shall be done in accordance with bending radius of
the cable.
The vendor shall quote for laying of cables on 'per meter'basis
which should include following parameters:
o Laying of cables in cable trays/trenches/ on walls/ in
excavated trenches
o Pulling of cable through hume pipes and G I pipes and
sealing ends including unused sleeves, including
cleaning of pipes, if required (pipes billed separately).
All entries shall be sealed with Sealing Compound.
o Supplying and providing of M S clamps of required
sizes to hold the cable firmly to structure/tray. Such
clamps also include wooden bushes if required to be
placed around cable, sealing compound, etc.
o All entries shall be sealed with sealing compound.
Before the cable is cut, exact route length shall be measured at
site. Then extra length of about 1.5m, or as directed by the
Engineer, shall be allowed at both ends.
Based on above lengths, “Cutting Schedule” for each drum to
be prepared by Vendor& approved by the Engineer prior to
cutting of cables.













Cable ends after cutting shall be protected from dirt and
moisture by wrapping with PVC tapes/caps.
Rollers and pulling socks shall be used while pulling the cable
into the trench/trays. This will be strictly enforced for large size
and long routes.
Bending radius of cable shall be minimum 15 x D in case of H T
cable and 12 x D in case of LT. cables (where D is the overall
diameter of cables).
Cables shall be neatly laid, with no crossing over of cables.
Any civil work or plastering work required as apart of cable
laying work shall be done by the Vendor within the quoted
rates. The finish should be that of the other works or the same
will be redone by the Civil Vendor and the amount deducted
from the Electrical Vendor's bill.
Any re-laying of cable required to be done due to wrong
method of laying (for which Vendor is responsible) shall be
without any extra cost to the Owner.
Engraved labels of cable numbers shall be provided near the
terminal block in MCC/Distribution Boards / Switch boards &
cable identification tag number punched on G I. strip shall be
provided on both ends near equipment.
For main power cables loops shall be provided near
terminations.
The Vendor shall supply and install ferrules for multicore cable
connections. The ferrule markings shall be identical to the
terminal marking to which the core is connected.
Cables laid direct in the ground shall be laid on a bedding of 75
mm compacted clean river sand and covered by 75 mm layer of
clean river sand. On top of the sand protective layer of red
bricks are to be provided. At this stage trench is to be
inspected by HPCL Engineer. The excavated cable trench shall
be refilled only with good earth in successive layers of 150 mm
& rammed. A heap of about 150 mm should be left over the
filled cable trench & no blocks of stones or any other heavy
materials shall be used for back filling.
Cable joints shall be mechanically & electrically sound and
except for buried cables they shall be accessible for inspection.
Underground joints shall be specially protected with a double
layer of bricks and cast iron joint markers (marked joint) shall
be installed at ground level to indicate the position of the joint.
ALL CABLE JOINTS SHALL BE WITH PERMISSION IN WRITING
FROM THE HPCL ENGINEER.
Cable Tag carrying the cable number shall be provided and
fixed to the cable at intervals of 20 mtrs. for underground cable
and 30 mtrs. for aboveground cables and at all bends and
routes changes of the cable run. Material of tag shall be G I for
above ground cables and lead for buried cables (included in
rate).
Cable route markers to be provided for underground cable

TRENCH FOR CABLES

TERMINATION OF H.T. & L.T. 
POW ER & CONTROL CABLES




TESTING OFH.T.& L.T.CABLES




CABLE PROTECTION PIPE

CABLE RACKS

routes at an interval of 30 M and at intersections / bends
(Included in rate).
Vendor shall lay cables in a zigzag fashion to cater to any
settlement of the soil.
Depth of trench shall not exceed 1000 mm below grade. Width
will depend on the number of cables
For H .T. Cables termination shall include supply of H .T. Pushon type termination kit.
Termination of cables shall comprise of stripping of cable,
glanding with com pressed type glands, crimping of lugs on
conductors and fixing the lugs on the terminals excluding
supply of cable glands and lugs.
Conductors of control cables shall be crimped with pin type or
ring type lug. Power cables shall be provided with single hole
lugs.
Crimping Tool to be used shall be ratchet type and correct dies
for each size of cable shall be used. Hammering of lugs shall
not be permitted.
Cable termination shall be done in a manner so as to avoid
strain on the terminals.
Insulation Resistance Test for low voltage control wiring and
cables operating at a voltage below 250 V shall be carried out
with 500 V megger.
Insulation Resistance Test for medium voltage wiring and
cables working at a 415 volt shall be carried out with a 1000V
megger.
All medium voltage wiring and cables working at a voltage
exceeding 1100 V shall be tested for insulation with a 2500V m
egger.
High voltage test shall be carried out on all cables working at a
voltage exceeding 1100V after laying and jointing according to
relevant Indian Standard IS-1255.
The Vendor shall provide G I pipes of required sizes for
protecting the cables while emerging out of the floor or
ground. The cost of these pipes shall be paid separately.
Racks and other supporting steel shall be painted with 2 coats
of red oxide primer and two coats of enamel paint within
quoted rate. Order of laying of various cables in racks shall be
such that control cables are located at the uppermost tier and
power cables on lower racks.
OTHER



All hardware shall be galvanised or zinc passivated. Cable shall
be fixed to structure using galvanised strip clamps or run in
cable trays wherever they are available. Spacers and cleats
shall be of suitable size to accommodate the cables and shall
be approved by Engineer-in-Charge before fixing at site.
G .I. saddles to be used will be 22 gauge thick ribbed type and
G .I. spacer will be of5mm thickmadeoutof25x3mm M.S.flat.
The cost for cable clamps, metal spacers, non FLP J.Bs, Ball &
Socket Suspenders, anchor bolts, screw s etc. shall be deemed
to have been included in the installation of cables.
14. APPROVED MAKES
The following is the list of makes approved for the HPCL – TTLS tender:
System Component
Approved Makes
Electronic Padlock System
Assa, Abloy, iLOQ, Medeco,
Salto, Simons Voss, Videx
Dell, HP. IBM
Dell, HP. IBM
Mifare DESFIre, HID iClass
Motorola, CISCO, Alvarion,
Wavesight
ADC KRONE, Anchor, Finolex,
Havells, Polycab, RPG, Digilink,
R&M
Key Programming Units
Key Cabinets - Terminals
Terminal Workstations
Servers
Smart Cards
Wireless APs – Terminals & TTs
Networking Accessories
Quoted Make / Model
Please note:
1. The above approved makes/brands have been mentioned in this document with the
intention of ensuring certain minimum standard of compliance.
2. However, if the bidder desires to recommend any other make, he will have to demonstrate
the suitability of the product and its market & technical standing. Criteria for approval will
include, but not limited to, make reputation, market share statistic if any, installation lists,
customer references & testimonials, and certifications.
3. The requests for the brand approval shall be made by an email sent to HPCL designated
recipients (mentioned in Section 15.16) within two days after the the pre-bid meeting.
4. After receipt of the approval request, the companies will have to make presentations on the
date prescribed later by HPCL.
5. HPCL’s decision with respect to the inclusion of brands in the approved makes/brands list
shall be made a part of the Pre-bid Meeting minutes/clarifications document. HPCL’s
decision in this regard shall be final & binding.
6. The appearance of a make in the approved makes is NOT tantamount to its automatic
compliance to the technical specifications. Bidders are advised to independently verify &
note the deviations from technical specifications for all quoted makes, even if the makes
appear in the list of “approved makes” in this tender document.
15. BID SUBMITTAL
15.1 General Instructions
Bidder
can
download
the
Bid
Document
from
HPCL’s
website
http://www.hindustanpetroleum.com. Bidder shall intimate in writing his intent to
participate after downloading the document.
Corrigendum(s), if any, shall also be available on the referred web sites.
No extension in the bid due date shall be considered on account of delay in receipt of bid
document by mail. Bids received after stipulated due date and time, due to any reasons
what-so-ever, including postal delays, will not be considered.
The bidders have to quote for each line item mentioned in the schedule of quantities. Partial
quotes will be summarily rejected.
Bids complete in all respects should reach HPCL's office on or before the BID DUE DATE AND
TIME. Fax/Telex/Telegraphic bids/E-Mail bids shall be rejected.
FOREIGN BIDDERS ARE REQUIRED TO SUBMIT THEIR BIDS THROUGH THEIR COURIER /
FREIGHT FORWARDING AGENTS ON FREE DOMICILE SHIPMENT BASIS (WHERE ALL THE
CHARGES INCLUDING CUSTOMS DUTY TO BE BORNE BY THE BIDDER) ON FREE DELIVERY TO
HPCL.
Tender document complete in all respects must be submitted in the tender box provided at
the below mentioned address before due date and time
Deputy General Manager-Procurement
Hindustan Petroleum Corporation Limited
2nd Floor, Gresham Assurance Building
Sir P.M.Road, Fort, Mumbai 400 001 INDIA
15.2 Opening of Bids
Bids will be opened by Deputy General Manager, Purchase at HPCL, Gresham Assurance
Building, (Gresham Assurance House), 2nd Floor, Sir P. M. Road, Fort, Mumbai – 400001,in
the presence of bidders/bidders authorized representatives (duly authorized by a competent
person and having the letter of authority).
15.3 Proposal format & contents
HPCL discourages lengthy and costly proposals. Proposals should be prepared simply &
economically and provide a straightforward, concise description of the Bidder’s capabilities to
satisfy the requirements of this tender. Emphasis should be on completeness and clarity of
content.
Bidders must follow all formats and address all portions of the tender set forth herein, including
all the Corrigenda issued, providing all information requested. Bidders may retype or duplicate
any portion of this Tender Document for use in responding to the tender, provided that the
proposal clearly addresses all of HPCL's information requirements.
Bidders must respond to every section/subsection of this document under the Technical
(Unpriced) Proposal. All information presented in a proposal must be relevant in response to a
requirement of this document, must be clearly labeled, and, if not incorporated into the body of
the proposal itself, must be referenced to and from the appropriate place within the body of the
Proposal. Any information not meeting these criteria shall be deemed extraneous and shall in no
way contribute to the evaluation process.
All responses, as well as any reference material presented, must be written in English. All
proposal pages must be numbered & sections appropriately cross‐referenced in the Table of
Contents.
Commercial Proposal and pricing information shall not be included in the Technical Proposal.
Inclusion of Commercial Proposal amounts in the Technical Proposal shall make the proposal
non‐responsive and the proposal shall be rejected.
The unpriced bid shall contain a table mentioning various extra charges, taxes & duties in
percentages to be loaded on specific price break-ups. A detailed format of such declaration has
been provided in Annexure IV (For Indian Bidders) & Annexure V (For Foreign Bidders).
Bidders shall provide a detailed table of contents and compliance chart (as per the checklist
provided in Annexure XIII) for their proposals with correct references to the page numbers.
Bidders must organize their Technical Proposals as defined below to ensure consistency and to
facilitate the evaluation of all responses. All the sections listed below must be included in the
proposal, in the order presented with the Section Number listed. The information provided
herein should unambiguously enable HPCL to evaluate the prequalification of the bidder as per
this tender document, as well substantially aid the technical evaluation process. The required
proposal sections are:
Table of Contents: A table of contents providing a listing for each section of the proposal is
required, including the appendices and any additional material submitted.
Executive Summary: The executive summary should provide a concise summarization of the
products and services being proposed to meet HPCL’s needs and why it is the solution HPCL
should decide to implement. The Bidder should also summarize how large‐scale, government,
public sector and private business use this product and how this experience indicates that the
Bidder’s solution is suitable for HPCL.
Company Overview: This section should provide information about the Bidder’s company,
services, and corporate structure ‐including an organizational review, key contacts, and
customer relations. This section must include the following information:
A brief description of the company
 Company history
 Current size of company
 Company location
 Length of time in business
 Length of time providing type of service outlined in this proposal
 Pre-qualifications of the company to respond to this tender
 Names, addresses, telephone numbers, email addresses of principal company contacts
for this RFP response.
Experience and References: In this section, the bidder should discuss the firm’s experience in
executing similar projects.
 References must include:
 Contact Name
 Contact Address
 Contact Telephone Number
 Contact E‐mail Address
Proposed System Overview: A brief description of the proposed system must be provided so that
HPCL can gain a basic understanding of the standard capabilities of the system. System strengths
and weaknesses should be clearly noted. The system overview should include a detailed system
description, detailed system architecture diagram showing part numbers used, detailed
specifications and quantities of parts / components used and solution features etc.
Compliance/Exception to Specifications: Although the specifications in the requirements section
represent HPCL’s anticipated needs, there may be instances in which it is in HPCL’s best interest
to permit exceptions to specifications and accept alternatives. It is extremely important that
Bidders make very clear where an exception is taken to the specifications and how alternatives
will be provided. Therefore, exceptions, conditions, or qualifications to the provisions of HPCL’s
specifications must be clearly identified as such, together with the reasons, and inserted in this
section of the proposal. If the Bidder does not make it clear that an exception is taken, HPCL will
assume the proposal is responding to and will meet the specification as written. If, during the
technical evaluation, HPCL finds out that some exception was not recorded with the sole
intention of misguiding the Technical Evaluation Committee, HPCL may decide, at its sole
discretion, to treat such proposal as non-responsive. Please note that the Compliance
Statements shall be duly signed & stamped by the bidders with counter-signatures of the OEMs.
Additional Information: All additional information the Bidder deems as pertinent to their
proposal, must be included in this section. This includes quality certificates, documentary
evidences of various claims made, Manufacturer Authorization Letters (from the OEMs of all the
system components), technical sheets & any other document required to be furnished under
various sections of this RFP. This section may also include test reports, marketing materials, case
studies etc. Please note that all the MAFs are mandatory and should specifically be marked to
HPCL. A format for the MAF is provided in Annexure XI.
The following documents are required to be submitted along-with the Technical Proposal. Non
submission of any of the documents may result in the proposal being treated as non-responsive.


Manufacturers’ Authorization Letter
Declaration that they have not been banned/delisted/blacklisted
Bidders are required to submit soft copies (on a CD) of datasheets of all the equipment
proposed. In the absence of datasheets, the compliance statement shall be considered
unsubstantiated. Bidders are also advised to provide web link (in the format given below) where
additional technical information can be sought (Note that the web address provided shall be
pertaining to the product data/specification page & not the generic OEM website address line).
It is for the benefit of the bidders to substantiate their compliance claims. In the absence of the
necessary information, the compliance statement submitted against such product/component
shall be considered unsubstantiated & the bid may be rejected.
Sr.
No.
1
2
3
Component
Name
Quoted
Make
Model/Part Website Address
No.
Bidders shall provide a comprehensive but abridged system description mentioning all the
components proposed. A System Architecture denoting all the proposed components shall also
be provided. Please note that this is a mandatory requirement for the Consultants to evaluate
the proposals.
Bidders are required to furnished sufficient documentary evidence to substantiate their desired
valuation under the Technical Evaluation Criteria (Annexure VI of the Tender Document). Bidders
shall furnish all the self-certified documents in support of their valuation claim. Please note that
it is the responsibility of the bidder to provide all the necessary self-certified documents to
substantiate on each of the above technical evaluation parameters. The evaluation will be based
solely only on the documents submitted.
15.4 Innovative Proposals
Bidders are encouraged to offer creative and innovative ideas in the form of alternative proposals in
addition to the baseline proposal. HPCL shall consider & technically evaluate such proposals only if

It meets the HPCL functional requirements and the goals & objectives.

The solution workability is demonstrated/established by way of available use cases/case
studies.

The idea is NOT in its early conceptual stages that require further development and support
for planning and implementation.

The proposal is complete in all respects with full process description, assumptions,
dependencies & challenges properly listed, various components well described & properly
techno-functionally specified, the availability & maintainability of the components/spares
offered satisfactory, etc.

All the background Intellectual Property Rights belonging to him and/or, sub-contractor
and/or a third party, which he intends to use during the execution of the contract are
properly identified and listed.
At the minimum the following functional requirements will have to be met by the innovative
proposal:

Geofencing-based locking & unlocking processes

Audit trail

Alerts & alarms for various events

The system components shall be capable of being moved from one TT to another

Capability of handling (unlocking) the opening of locks in emergency situations.

Easily operable with minimal training and interface

Software Integration with the HPCL ERP system (JDEdwards)

Internal memory on the lock & key for events and user data including Time Stamp,
Open, Close, Tamper, Set and Electronic Signatures

Capability to store information during movement in areas where GPS in not available

Intrinsically safe components which have a suitable international certification for use in
explosive atmosphere (PESO and ATEX/IeCEX)

Vandal resistance for padlock and secured key housing

Key management completely controlled by HPCL.

Software at HPCL central location and the source code to be owned by HPCL.

Ability to blacklist lost keys / smart cards
Kindly note that HPCL reserves the sole right to accept individual OR any combination of base
proposal or alternative proposal.
15.5 Two Bid System
Bidders are required to submit their offer in 2 (Two) bids, namely “Technical (Unpriced) Bid”
& “Commercial (Priced) Bid”.
The bidder is expected to examine all instructions, forms, terms and specifications in the bid
document. The Invitation for Bids (IFB) together with all its attachments thereto, shall be
considered to be read, understood and accepted by the bidder, unless deviations are
specifically stated seriatim by the bidder. Failure to furnish all information required by the
bid document or submission of a bid not substantially responsive to the bid documents in
every respect will be at bidder’s risk and may result in the rejection of his bid.
Bidder to note that if Bid Security /EMD (in the proforma attached with these documents) in
original and/or Bid document fee (if the Bid Document is downloaded) is kept in any other
envelope and not found in envelope no. 1, the offer of the bidder(s) will be REJECTED during
opening.
Bidder to note that prices are to be quoted in the Format provided in the price schedule
formats provided along with the tender and as given in Annexure II (For Indian Bidders) &
Annexure III (For Foreign Bidders) without any conditions. Price bids submitted in any other
format and conditional price bids will be liable to be rejected. Price bids received in open
condition (not in sealed envelope) or kept in any other Part of the bid (i. e, Part - I or II) will
also be liable for rejection. Kindly note that the components mentioned in the indicative
Schedule of Quantities are indicative in nature & the bidders should indicate the exact
components, their quantities & unit prices in their commercial proposals. Every single
component (both supply & services) shall be separately listed & quoted for, please note.
If the outer envelope is not sealed and not marked as required, HPCL will assume no
responsibility for the Bid's misplacement or premature opening.
Bidders in their own interest shall ensure that they send their bid complete in all respects
well in time to reach the specified office within the specified bid due date and time. No
relaxation shall be given for delay due to any unforeseen event in submission of bid.
Bid Security (EMD) strictly in the proforma attached (Annexure VIII) with these documents
shall be submitted in Original along with the Bid. Bids received without original bid security,
shall not be opened for evaluation.
Tender document complete in all respects must be submitted in the tender box provided at the
below mentioned address before due date and time:
Deputy General Manager-Procurement
Hindustan Petroleum Corporation Limited
2nd Floor, Gresham Assurance Building
Sir P.M.Road, Fort, Mumbai 400 001 INDIA
The bid prepared by the Bidder and all correspondence/ drawings and documents relating to
the bid exchanged by Bidder and the Owner shall be written in ENGLISH language, provided
that any printed literature furnished by the Bidder may be written in another language so
long as accompanied by an ENGLISH translation, in which case, for the purpose of
interpretation of the bid, the ENGLISH translation shall govern.
The bid shall be typed or written in indelible ink and shall be signed by the Bidder or a
person or persons duly authorised to sign on behalf of the bidder on all pages of the bid.
Such authorisation shall be indicated by written Power of Attorney accompanying the bid.
The name and position held by each person signing must be typed or printed below the
signature. The person or persons signing the bid shall initial all pages of the bid, except for
un-amended printed literature.
Addenda/Corrigenda to the Bid Document, if issued, must be signed and submitted along
with the bid.
All the pages of the priced bid shall be signed by the authorised signatory. In case all the
pages of the priced bids are not signed, the bid shall be rejected.
Each Bidder shall submit only one bid. A Bidder who submits more than one bid will be
rejected.
On the day and time of bid opening, Bid security/EMD (Envelop 1) and Unpriced Bid
(Envelope 2) shall be opened in presence of bidders.
The Bidder’s representatives, who are present, shall sign a register/attendance sheet
evidencing their attendance.
The Bidder(s) names, presence or absence of requisite bid security will be announced at the
opening.
Bidder (s), whose bids are not opened for any reason, including non receipt of original bid
security, will not be allowed to be present during bid opening.
Only those bidders whose bids meet the qualification criteria and are technically acceptable
shall be called for opening of Priced bid (Envelop 3) at a later date, informed at least 3-days
in advance.
The Bidder’s representatives, who are present, shall sign a register/ attendance sheet
Bidder(s), whose bids are not opened for any reason, will not be allowed to be present
during bid opening.
15.6 Schedule of Tender/Project Events
Following table shows the schedule of important events associated with this tender. Please note that
HPCL may, under unavoidable circumstances, modify/change the schedule at its sole discretion. All
such modifications/changes shall be posted on HPCL website. Bidders are, therefore, advised to visit
the website regularly to keep abreast with the latest updates, if any.
Important Events
Schedule
Date of publication of NIT
27 July 2012
Date & Time of Voluntary Pre‐bid Meeting
Last Date for Submission of Tender
9 August 2012
05 September 2012
Date & Time of Technical (Unpriced) Bids Opening
To be announced
Date of completion of Technical Evaluation
To be announced
Date on which the PoC of Technically Qualified Bidders
Begins
To be announced
Probable Date of Commercial (Priced) Bid Opening&
Release of LoI
To be announced
Completion of Project
6 months
Project Stabilisation
1 month
15.7 Price Validity
All quoted prices & rates shall be firm & valid for a minimum period of 12 months from the
placement of order.
15.8 Earnest Money Deposit (EMD)
An EMD of Rs.24,00,000/- (Rupees Twenty Four Lakhs only) /USD 43,500 in favour of Hindustan
Petroleum Corporation Limited shall be submitted along with the tender in line with provisions of
the General Terms & Conditions attached to this tender.
15.9 Acceptance / Rejection of bid – part or full
HPCL reserves the right to accept any tender in whole or in part or, reject any or all tenders without
assigning any reason whatsoever. Further, HPCL shall not be bound to accept the lowest tender and
reserves the right to accept any or, more tenders in part. Decision of HPCL in this regard shall be final
and no disputes can be raised.
15.10 Pre-Bid Meeting
Voluntary Pre-bid meeting will be organized as per the schedule mentioned in the Schedule of
Tender Events section of this document. The time, date& place of the pre-bid meeting shall be as per
the tender notice. During the pre-bid meeting, salient features of the tender will be informed and
techno-commercial clarifications pertaining to the tender will be answered.
However, participation in the pre-bid meeting is optional to the bidders, and non-participation in the
Pre-bid meeting will not be construed as likely non-participation of the bidder in the tender.
The language of communication for the pre-bid meeting shall be English & Hindi. However, the
minutes & the clarifications shall be made in English language only. All the issues & discussion
happened during the meeting shall be noted & properly addressed while issuing the clarifications.
The minutes of the pre-bid meeting &HPCL clarifications on the queries raised during the meeting
will be posted on the HPCL website.
15.11 Bidder’s Commitment
Proposals submitted in response to this invitation will be considered as a contractually
binding undertaking on the part of the Bidder, should the Bidder’s proposal be found
acceptable to HPCL.
All materials received by HPCL as a result of this Bid become the property of HPCL and are
not returnable. HPCL accepts no financial responsibility for any cost incurred by any Bidder
in responding to this Bid. Regardless of the Bidder being selected or not, HPCL reserves the
right to use any information presented in the Bid to HPCL’s requirement.
Proposals submitted in response hereto should not be construed as an obligation on the part
of HPCL to award the Order for any or all items/services or a combination of services or
items.
The bids submitted by the bidders should be clear & unambiguous. Non specification of the
Make & Model of the product/s offered as a part of the proposed solution OR specifying
multiple brands shall be treated as an intentional ambiguity kept with the malafide intention
of post-award changes & shall be considered non-responsive.
15.12 Integrity Pact
Bidders should sign the Integrity Pact (As per the format provided by HPCL) with HPCL.
15.13 Arbitration clause for Indian Bidders
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.
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 owner 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 owner, 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.
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.
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.
The Award of the Sole Arbitrator shall be final and binding on the parties to the Agreement.
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.
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.
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 lumpsum
fees of the Arbitrator shall be Rs. 40,000/- per case for transportation contracts and Rs.
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 Rs.
10,000/- additionally as bonus. Reasonable actual expenses for stenographer, etc. will be
reimbursed. Fees shall be paid stagewise i.e. 25% on acceptance, 25% on completion of
pleadings/documentation, 25% on completion of arguments and balance on receipt of
award by the parties.
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.
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 Mumbai for
all purposes. The Arbitration shall be held at Mumbai and conducted in English language.
The Appointing Authority is the Director- Marketing of Hindustan Petroleum
CorporationLimited.
15.14 Arbitration clause for Foreign Bidders
Disputes or difference arising out of or in relation to this agreement shall be settled by
Arbitration in India. The arbitration shall be by a Sole Arbitrator appointed by HPCL. The Sole
Arbitrator will adjudicate the disputes and differences between the parties except those in
respect of which the decision of any person is by the agreement expressed to be final and
binding.
In the event of the Sole Arbitrator to whom the matter is originally referred to, is unable to
act or he/she vacates the office, HPCL, shall nominate another Sole Arbitrator to settle the
said disputes and differences.
The second Sole Arbitrator shall be entitled to proceed with the arbitration from the stage at
which it was left by his/her predecessor.
The award of the arbitrator shall be final, conclusive and binding on all the parties to the
agreement subject to the provisions of the # Arbitration & Conciliation Act, 1996, as in force
in India and the rules made thereunder and for the time being in force. This agreement shall
be covered by the laws of India.
The award shall be made in writing and shall be published by the Sole Arbitrator within six
months after entering upon reference or within such further time mutually extended by the
parties. The Sole Arbitrator shall have power to order and direct the parties to abide by,
observe and perform such directions as the Sole Arbitrator may think fit and proper to issue
having regard to the fact that the arbitration proceedings have to be completed within the
specified period solely on the principles of Natural Justice.
The Sole Arbitrator shall be at liberty to appoint, if so necessary, any Accountant or Engineer
or other person to assist him/her and act by the opinion so taken.
The Sole Arbitrator shall have powers to make one or more awards whether interim or
otherwise in respect of the disputes and differences, and in particular, shall make separate
awards in respect of each claim or cross claim of the parties.
The Sole Arbitrator shall be entitled to direct any of the parties to pay the cost of arbitration
in such a manner and to such an extent as the Sole Arbitrator may in his discretion
determine and shall also be entitled to require one or both the parties to deposit funds in
such proportions to meet the arbitration expenses. The parties to arbitration, whenever
called upon to do so, shall be bound to comply with such directions without any demur.
Notwithstanding anything contained to any other law, the parties hereby agree that the
courts in the city of Mumbai alone shall have jurisdiction in respect of all or anything arising
under this agreement and any award(s) made by the Sole Arbitrator hereunder shall be filed
in the court in the city of Mumbai only.
15.15 Special Instructions for International Bidders
The following provisions are binding for all international bidders, quoting directly to HPCL in foreign
currency.
15.15.1
Prequalification Criteria
The conversion of bidder company’s turnover & completed value of orders in USD to INR will be
done on the basis of TT selling rates on the date of as available in State Bank of India, Mumbai on the
date of un-priced bid opening. In case, exchange rate is not available in State Bank of India
(Mumbai), alternative sources viz. Economics Times shall be considered for all the currencies.
15.15.2
Commercial Proposal Format
In their commercial proposal, foreign bidders shall include all the applicable charges like freight
(marine & inland), insurance (marine & inland), port levies & port handling charges (load port &
disport), applicable taxes and any other charges like LOC etc., to ensure that the quoted price is a net
delivered price for HPCL.
15.15.3
Format of EMD BG, CPBG & CAMC BG

The Bid Security shall be in the form of an irrevocable Bank Guarantee (as per
AnnexureVIII) issued by any Indian Scheduled Bank (other than Co-operative Bank) or by
a reputed International Bank duly confirmed by an Indian Bank, acceptable to HPCL. Bid
Security shall be issued in favour of “M/sHindustan Petroleum Corporation Limited”.

The CPBG & the CAMC BG shall be in the form of an irrevocable Bank Guarantee (in the
format at AnnexureIX) issued by any Indian Scheduled Bank (other than Co-operative
Bank) or by a reputed International Bank duly confirmed by any scheduled Indian Bank.
Bank Guarantee shall be issued in favour of “M/s Hindustan Petroleum Corporation
Limited”.
15.15.4
Commercial Bid Evaluation
Conversion to Single Currency: To facilitate evaluation & comparison, HPCL shall convert all Bid
prices of foreign bidders expressed in USD, to Indian Rupees at the TT selling rates on the date of the
Unpriced Bid opening, as available in State Bank of India, (Mumbai). In case, exchange rate is not
available in State Bank of India (Mumbai), alternative sources such as the Economics Times shall be
considered for all the currencies.
15.15.5
Prices
Foreign bidders shall quote their prices in US Dollars. For component of services (Supervision of
Installation & Commissioning, AMC) to be rendered in India, the bidders shall quote in Indian
rupees only. The Indian component of prices shall be inclusive of all Indian taxes, duties, levies, etc.
and also no taxes, duties, levies and /or any variation thereof shall be payable by HPCL. It will be the
responsibility of the bidder to pay applicable service tax to Government of India (GOI) as per
prevailing rates. HPCL shall deduct applicable taxes and deposit the same to the concerned
departments of the GOI before making payment to the successful bidder. Certificate for such
statutory deductions shall be provided to the successful bidder.
15.15.6
Payment

All foreign currency payments (for supplies) to foreign Bidder shall be released through
an irrevocable Letter of Credit, which shall be opened through Govt of India Nationalized
Bank and hence shall not be confirmed. In case any Bidder insists on confirmation,
charges towards confirmation shall be borne by him. LC shall be established within 30
days after receipt of unconditional acceptance of Letter/ Fax of Intent together with
Contract Performance Bank Guarantee.

All remittance of Rupee component shall be made directly to the bidder, payable within
India against Bills duly certified by the Bidder. For this purpose, bidder shall undertake
necessary formalities including opening of bank account in India. All connected liabilities
on account of this shall be to bidder’s account.

Only the charges of HPCL’s Bank in India shall be to HPCL’s account. All other Bank
charges including those in Bidder’s country shall be to Bidder’s account.

All payments shall be made in the Currency quoted (USD / INR).

No Interest charges for delay in payments, if any, shall be payable by HPCL.

No variation in payment terms shall be accepted for Foreign Bidders and deviation from
above will make their bid NON-RESPONSIVE.
15.16 Contact Details
All general queries in connection with the tender process including submission of EMD / copies
of documents in connection with credentials etc. shall be directed to:
CHANDRAKUMAR J D
Manager, Procurement, HPCL
Gresham Assurance Building, 2nd Floor, Sir P.M. Road, Fort, Mumbai - 400001
email: [email protected]
[email protected]
Phone: 022-22608530/20
All technical queries / clarifications in connection with the scope of work, technical specs, prebid meeting, inclusion of brands, etc. shall be directed to:
Mr. Praveen Chandra,
Sr. Manager (Operations),
O&D, Hindustan Bhavan, Shoorji VallabhMarg,
Ballard Estate, Mumbai-1
Email: [email protected]
16. BID EVALUATION
a) The bids of only those bidders shall be technically evaluated who stand qualified in the
prequalification stage/criteria. All proposals shall be reviewed by the Project Consultants to
determine compliance with basic proposal requirements as specified in this tender
document. If HPCL determines that a proposal may be missing one or more such
requirements, they shall review the proposal to determine:
a. if it meets requirements for further evaluation;
b. if HPCL shall request clarification(s) or correction(s); or
c. if HPCL shall determine the proposal non‐responsive and reject it.
b) HPCL reserves the right, at its sole discretion, to request clarifications of technical proposals
or to conduct discussions for the purpose of clarification with any or all Bidders. The purpose
of any such discussions shall be to ensure full understanding of the proposal. Discussions
shall be limited to specific sections of the proposal identified by the Project Consultants and,
if held, shall be after initial evaluation of Technical Proposals. If clarifications are made as a
result of such discussion, the Bidder shall put such clarifications in writing. HPCL’s intent in
this regard shall be communicated to the bidder/s at least 3 days in advance.
c) As a part of the evaluation process, the pre-qualified bidders shall be required to
demonstrate their solution by carrying out a Proof of Concept (POC) at their own costs, at a
location specified by HPCL. The purpose/objective of the POC shall be to determine that the
solution proposed by the bidder meets the overall functional & technical requirement of the
project. Please note that a successful PoC is a pre-requisite for technical qualification in the
tender process. Please note that the PoC will be conducted with the exact same set of
equipment / software / makes proposed by the vendor and will be based on functional
capabilities of the vanilla version of the software proposed.
d) HPCL will not be responsible for any customs formality for the PoC which will have to be
handled independently by the bidder.
e) The total time for testing provided will be 1-week or till the satisfaction of HPCL, whichever
is earlier.
f)
HPCL may request:
a. An interview and/or open forum meeting with the technical teams of the Bidders or
the OEMs.
b. Physical verification of bidders’ technical compliance claims by way of system
demonstration.
c. A visit to the OEM facilities or reference sites as per the benchmarking schedules set
with the individual bidder/s.
d. A reference checking meeting with the clients provided by the Bidder.
e. A visit to the office/facilities of the bidder.
g) The commercial bids of only those companies that successfully meet the PQC & technical
criteria will be evaluated.
h) Please note that the mere receipt of any communication seeking clarifications, invitation for
POC or demonstration of the proposed equipment should not be construed as getting
technically qualified. The purpose of any such discussions shall be to ensure full
understanding of the proposal. The proposal can be determined non-responsive at any
evaluation stage if non-compliance in any of the criteria is observed.
17. STANDARD CONTRACT TERMS
17.1 Composite Performance Bank Guarantee (CPBG)
The bidder(s) with whom the contract is decided to be entered into and intimation so given will have
to make a Performance Bank Guarantee inclusive of Security Deposit for an amount equivalent to 10
% of the Purchase Order / Contract value (excluding the CAMC value), which shall be valid for a
minimum period of 3 months beyond the expiry of the CAMC period (Since the value of the BG for
both performance as well as CAMC are equal to 10 % of PO value). The Bank Guarantee on stamp
paper of requisite value shall be accepted only from Scheduled Indian Banks (other than cooperative banks). All Bank Guarantees shall be unconditional and encashable on presentation to the
issuing Bank.
In case successful bidder fails to submit a valid CPBG of required amount within 15 days from the
date of intimation of acceptance of its tender, HPCL reserves the right to cancel the order and forfeit
its EMD. On receipt of CPBG, the EMD of the bidder will be returned by means of A/c Payee Cheque
payable at Mumbai.
17.2 Implementation Phases
The successful bidders will have to complete the project in two phases. Two separate purchase
orders will be issued for the same:




In the first phase (pilot phase), the purchase order will be placed on the successful bidder for
two locations. The bidder will have to roll out the pilot project at two terminals (Vashi &
Wadala) & their associated TTs. This will have to be completed within three months of
issuing the LOI / PO, whichever is earlier. It is expected that the complete scope of the
project, except for the call centre operation will be delivered during this phase.
After the completion of the pilot, a committee appointed by HPCL will evaluate the
performance of the commissioned system based on its compliance to the functional
requirements.
In case the pilot installations are not successful (that is the installation does not cater to the
functional requirements), HPCL will not place the purchase order for the second phase. In
such a scenario,
o HPCL will only reimburse the payment for the electronic locks, keys, smartcards &
the TT modification delivered / undertaken as a part of the installation at the above
mentioned two locations.
o HPCL will not make any payment for any of the other components as per the scope.
In case the pilot installations are successful, the purchase order shall be issued for the
balance locations in the west zone.

The entire work/ job should be completed within 6 months from the date of LOI or purchase
order.
17.3 Defect Liability Period / Warranty Period
Unless specified separately for individual components for longer duration as per the Specification
Sheet, the entire system including all supplied materials shall be warranted for 12 months from the
date of commissioning of the system covered under the purchase order. During the warranty period,
the vendor shall be liable to replace / rectify any item / component / equipment found defective /
malfunctioning. All spares & consumables required during the warranty period shall be under the
scope of the vendor. The vendor shall arrange to rectify / replace the defective parts or, the
complete set within 48 hours of such telephonic / email/fax intimation from the respective Location
in-Charge or, the Project in-Charge of HPCL, failing which HPCL, in addition to a deduction of Rs.
1000/- per truck per day of default and may get the defects rectified / replaced on its own or, by any
other agency/ party, debiting the cost to the vendor.
The vendor shall ensure the presence of at least one exclusive service engineer at designated HPCL
premises during the warranty period. The service engineer shall be experienced and competent to
handle all service queries related to hardware, software, networking & training requirements. The
CV of the proposed service engineers may have to be submitted during the implementation stage.
The vendor shall also ensure that a replacement engineer is provided within 2 days, in the case of
extended absence from duty of a regular service engineer. Please note that all expenses of the
service engineers, including salary & wages, statutory obligations, travel, lodging & boarding charges
shall be borne completely by the vendor, during the warranty period.
Other conditions related to service expectations, penalty & spares during the warranty phase shall
be as per the CAMC conditions set forth in this document.
17.4 Delay in Completion: Liquidated Damages
In case of delay in execution of the order beyond contractual delivery date as stipulated in the order
HPCL at its option can either i) Accept the delayed delivery on price reduced by sum equivalent to half percent (0.5%) of basic PO
value (excluding CAMC), per week of delay or part thereof, subject to a maximum of 5% of basic PO
value (excluding CAMC). OR
ii) Cancel the order in part or full and purchase such cancelled quantities from elsewhere on account
at the risk of the seller without prejudice to its right under (i) above in respect of goods delivered.
All costs and expenses incurred by HPCL, if any, resulting from cancellation of order shall be
recovered from the seller.
Bidders should note that the LD will be applicable to the pilot installations in the first phase as well.
17.5 Risk Purchase
If the Party fails to complete the assignment or if the quality of the assignment is found to be
unsatisfactory, HPCL shall have the right to get the assignment completed through another Party and
any extra cost incurred in doing so, will be recovered/ made good by the Party to whom the
Assignment has been originally awarded.
17.6 Third Party Inspection [TPI]
All materials / components / spares supplied against this order shall be inspected by any of HPCL
approved 3rd Party inspection agency [Bureau Veritas / Lloyds / DNV / IRS / EIL] at vendor’s cost
before shipment of material to the respective destination locations.
Third Party inspection shall be carried out to establish conformance to the required technical
specifications & the deviations if any shall be clearly recorded by the inspecting authority. HPCL shall
review the deviations for acceptability, only for good & sufficient reasons which shall be duly
recorded in writing, else such material shall be summarily rejected. Decision of HPCL in this regard
will be final & binding on the vendor/ vendor, which cannot raise any dispute on this count. Further
all cost implications on account of such deviations will be on the vendor/ vendor.
The vendor/ vendor will give clear notice period of 1 week to both HPCL & the 3rd party, offering its
material / components for inspection, and HPCL may or may not wish to witness such 3 rd party
inspections.
3rd party inspection reports & dispatch clearance shall be submitted to HPCL in both hard & soft copy
for all the items as indicated below:




PC/Workstations/Servers
Secured Key Housings
Padlocks & Keys
Networking Accesories
As a minimum, following checks shall be included during in the inspection:


Conformance to tender/ PO specification(verifiable parameters)
In absence of above, conformance to approved data sheet of manufacturer
o
o
Material of construction
Make & model No. verification
For above verification, vendor shall produce necessary documentations like manufacturers Test
reports, raw material inspection certificate & any other statutory certificates as required.
Delay, if any for verification & approval by the TPI agency shall be on account of vendor and HPCL
shall not be responsible for the same.
17.7 Payment Terms
Payment shall be made as per the following completion schedule:
Phase 1
o
o
If the pilot is successful, 80 % of the amount applicable for the delivered
equipment/software shall be payable after the completion of the project.
If the pilot is not successful, the vendor shall only be paid for the cost of the Electronic
Locks, Keys & Smart Cards.
Phase 2
o
40% of the payment shall be released on receipt of equipment at site. Payment against
invoices shall be made against submission of following documents along with the
vendor’s Bill / Invoice: Delivery Challan / Lorry Receipt duly acknowledged by our site
 Manufacturer Test Certificate
 Third Party Inspection / Clearance Certificate
 Manufacturer Warranty Certificate
o
20% payment will be made on completion of installation.
o
30% payment will be made on completion of commissioning, testing & training and Site
Acceptance Testing duly certified by respective location in-charge.
o
Balance 10 % payment will be released on successful completion of the mandatory
system stabilization period of 30 days from the date of commissioning.
Billing will be done in the name of HPCL. The Vendor will submit the bills in quadruplicate to
the concerned project in-charge.
Bills shall be settled based on actual quantities supplied on each site.
17.8 Mode of Payment
The payment will be made as per provisions of the General Terms & Conditions of this tender.
17.9 Post-Warranty Comprehensive Annual Maintenance Contract
(CAMC)
It is mandatory for all the vendors to provide CAMC support to HPCL for all the supplied
components & whole system for a period of 4 years beyond the completion of regular warranty
period of 1 year. Vendors shall therefore quote lumpsum charges towards composite rate of 4
years of CAMC, as part of its offer without which their bid will be considered invalid & summarily
rejected. The post-warranty CAMC amount will be reckoned for commercial evaluation of the
bid.
The above composite rate for 4 years CAMC shall be split year-wise in the following percentage
for payment of annual CAMC charges:




Year 1: 10% of composite CAMC cost
Year 2: 20% of composite CAMC cost
Year 3: 30 % of composite CAMC cost
Year 4: 40 % of composite CAMC cost
In case HPCL decides to extend CAMC beyond the fourth year, the AMC amount for the fifth year
onwards shall not be higher by more than 10 % of previous year’s AMC cost.
Post-warranty CAMC shall be a separate contract on the successful bidder(s) for individual job
elements for 4years period and shall be awarded by HPCL at the beginning of each year. HPCL
reserves the right to sign the Post warranty CAMC for all the 4years or, part of it or, none or, extend
the contract further beyond 4years.
Post warranty CAMC charges shall include cost of all spares, equipment, instruments & services
(preventive & break-down) for maintenance during the AMC period. Vendor’s service engineer shall
check & service each instruments/equipment/components & its accessories and maintain them in
good working condition. During AMC period, vendor shall maintain inventory of minimum spares at
site required for such maintenance.
4 Nos. normal visits (once in 3 months) and any no. of Emergency visits (as & when required) per
year per location shall be included in the scope of the CAMC. HPCL will have the right to reschedule
the visits and adjust the total no. of regular & emergency visits. In case of failure to resolve any
reported malfunctioning within 48 hours days of telephonic/email/fax intimation, HPCL reserves the
right to a) deduct Rs.1000/- per day per tank truck of default and/or b) get the defects attended
through alternate agency at vendor’s risk & costs and/or c) In case of any other specific issues such
as lack of spares availability, or inability of the engineer to resolve the service issue, the successful
vendor must clearly indicate the escalation matrix of the responsible authorities.
Payment for the post Warranty CAMC charges for each year shall be made in 4 equal installments
after completion of quarterly visits including emergency visits, if any within 15 days of submission of
certified bills from the respective pay offices as indicated in the P.O. placed for the CAMC.
[
] [
]
For example if in any quarter servicing was carried out only for 100 tank trucks out of 230 tank trucks
estimated for tendering, and the payment is for the first year, where in prorata payment is 10% and
CAMC rate as per the PO is Rs.10,00,000 amount payable per quarter
[
] [
]
17.10 Bank Guarantee for CAMC
The vendor shall furnish CAMC Bank Guarantees (BG) equivalent to 10 % of the Purchase Order /
Contract value (excluding the AMC component). Each CAMC BG shall be submitted 2 months before
the expiry of warranty period, failing which the Composite Performance Bank Guarantee shall stand
forfeited. The CAMC BG shall be valid for a minimum period of 48months or, till the end of the
4thyear AMC whichever is later.
17.11 General
Bidders are required to accept the payment terms without any deviations, and submit priced bids
accordingly.
Unconditional acceptance of the order and submission of Composite Performance Bank Guarantee is
a pre-requisite for release of any payments.
Bidder to specifically note that HPCL will not issue any Form C or, D.
Where any portion of the General Terms & Condition of Contract is repugnant to or at variance with
any provisions of the Special Terms & Conditions of Contract, unless a different intention appears,
the provisions of the Special Terms & Conditions of Contract shall be deemed to over-ride the
provisions of the General Terms & Conditions of Contract and shall to the extent of such repugnancy
or variations, prevail
It is the clear understanding of the bidder that the complete scope as defined or, as may be required
for the intended objective of this tender is included in the quoted price. No extra payment apart
from the quoted price will be made in order to achieve the intended objective. Any activity not
specifically mentioned in the tender enquiry/ tender but required to be carried out for achieving the
intended objective, will not form basis for considering extra payments.
The submission of any bid connected with these documents and specifications shall constitute an
agreement that the Bidder shall have no cause for action or claim, against the Owner for rejection of
his bid. The Owner shall always be at liberty to reject or accept any bidor bids at his sole discretion
and any such action will not be called into question and the Bidder shall have no claim in that regard
against the Owner.
Special Terms and Conditions of the contract shall be read in Conjunction with the General Terms &
Conditions of Contract, Specification of Work, Drawing and any other documents forming part of this
Contract wherever the context so requires.
In case of an irreconcilable conflict between Indian or other applicable standards, General Terms &
Conditions of Contract, Special Term s & Conditions of Contract, Specification, Drawings or Schedule
of Rates, the following shall prevail to the extent of such irreconcilable conflict in order of
precedence:








Letter of Intent (LOI) / Purchase Order (PO)
Schedule of Rates as enclosures to LOI /PO
Special term s and conditions of the Contract
Drawings
Technical / Material Specifications
Instructions to Bidder
General Conditions of Contract
Indian Standards / Other Applicable Standards
18. ANNEXURE I - SCHEDULE OF QUANTITIES
The indicative schedule of quantities is provided as under. Bidders should note that the names of the
system components supplied by different OEMs to meet HPCL’s functional requirement may differ &
hence, the actual components, their exact specifications & quantity requirements should be
explicitly mentioned in the commercial proposal.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Component
Padlocks (2 per truck)
Keys (1 per truck + 1 per terminal)
Smartbox (SKH) - TT
Application Software
Mobile App
Application Server
Database Server
FO Server
Smart Cards
Wireless APs - Terminals
Wireless APs - TTs
Networking Accessories - Terminals
Networking Accessories - TT
Common Locking System for TT
Installation Services
Integration with Legacy Systems
Comprehensive Annual Maintenance
for 4 years including FM services,
Call Centre Services , GPRS / GPS
operational expenses
Unit
pcs
pcs
pcs
pcs
pcs
Lumpsum
Lumpsum
pcs
pcs
pcs
pcs
pcs
pcs
pcs
lot
lot
pcs
per
instance
Lumpsum
Lumpsum
Qty.
3,280
1,654
1
1,640
14
1
1
14
1
1
1
2,000
14
1,200
14
1,640
1,640
1,654
1
1
Note:

Notwithstanding anything contained in this document, regardless of what appears in the
indicative schedule of quantities, it shall be the responsibility of the vendor to supply, install,
commission, test & maintain all the components required to make HPCL-TTLS a) total & fully
functional b) function as per the functional requirements set in this document without any
financial or any other obligation to HPCL.
The Bidder’s scope for includes Design, Engineering, Procurement, Manufacture, Integration,
Factory/Shop Testing, Packaging, Forwarding, Supply, Insurance, Custom clearance (if any),
Unloading at site, Storage, Calibration, Field-testing, Installation/Erection, Pre-commissioning,
Commissioning, Stabilisation of the complete system, supply of Spares, Documentation etc. on a
turnkey basis for successful operation of HPCL-TTLS. The complete requirements shall be executed
on a turnkey basis with single point responsibility.
Bidder shall include all the items as per below mentioned “Schedule of Quantities". To make the
system complete in all respects & to meet the requirements which have not been explicitly
identified, but required for the completion and efficient performance of the entire HPCL-TTLS.
The quantities indicated are tentative, and it is provided to facilitate the bidder for estimate. The
quantities of individual item can vary as per the OEM solution.
All tools & tackles including, PPE, ladders, scaffolding, structural steel or consumables like cable
glands, cable ties, lugs, ferules, tag plate etc.. which are not listed, but required for carrying out the
work in uninterrupted manner, shall be provided by the bidder.
A
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Smartbox (SKH) - TT
Mobile App
Application Server
Database Server
FO Server
Smart Cards
Wireless APs - TTs
18.
19.
pcs
pcs
pcs
pcs
pcs
Lumps
um
Lumps
um
pcs
pcs
pcs
pcs
pcs
pcs
pcs
lot
lot
pcs
per
instan
ce
Lumps
um
B
3,280
1,654
1
1,640
14
1
1
14
1
1
1
2,000
14
1,200
14
1,640
1,640
1,654
1
C=(AxB)
Domestic Value Addition in Percentage (%)
CIF Value of Import Content included in FOT
Despatch point price(in Rs.)
Total Price on FOT Despatch point basis
(in Rs.) Unit Price x Qty
Supply & Provisioning of
Unit Price on FOT Despatch point basis (in Rs.)
Total Quantity
Unit
Sr. No.
19. ANNEXURE II - PRICED BID FORMAT – INDIAN BIDDERS
20.
Comprehensive Annual
Lumps
Maintenance for 4 years including
um
FM services,
1
Note:
Notwithstanding anything contained in this document, regardless of what appears in the indicative
schedule of quantities, it shall be the responsibility of the vendor to supply, install, commission, test
& maintain all the components required to make HPCL-TTLS a) total & fully functional b) function as
per the functional requirements set in this document without any financial or any other obligation to
HPCL.
glands, cable ties, lugs, ferules, tag plate etc.. which are not listed, but required for carrying out the
A
B
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Smartbox (SKH) - TT
Mobile App
Application Server
Database Server
FO Server
Smart Cards
Wireless APs - TTs
18.
19.
Comprehensive Annual Maintenance for
4 years including FM services,
20.
pcs
pcs
pcs
pcs
pcs
Lump
sum
Lump
sum
pcs
pcs
pcs
pcs
pcs
pcs
pcs
lot
lot
pcs
per
insta
nce
Lump
sum
Lump
sum
3,280
1,654
1
1,640
14
1
1
14
1
1
1
2,000
14
1,200
14
1,640
1,640
1,654
1
1
Total Price FOB port of
Shipment (Currency)
Unit Price x Qty
Unit Price FOB port of
Shipment (Currency
Total Quantity
Unit
Sr. No.
20. ANNEXURE III - PRICED BID FORMAT – FOREIGN
BIDDERS
C=(AxB)
Note:
Notwithstanding anything contained in this document, regardless of what appears in the
indicative schedule of quantities, it shall be the responsibility of the vendor to supply, install,
commission, test & maintain all the components required to make HPCL-TTLS a) total & fully
functional b) function as per the functional requirements set in this document without any
financial or any other obligation to HPCL.
glands, cable ties, lugs, ferules, tag plate etc. Which are not listed, but required for carrying out the
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
Keys (1 per truck + 1 per
terminal)
Smartbox (SKH) - TT
pcs
pcs
3,280
1,654
pcs
pcs
pcs
Lu
mp
su
m
Mobile App
Lu
mp
su
m
pcs
Application Server
pcs
Database Server
pcs
FO Server
pcs
Smart Cards
pcs
pcs
Wireless APs - TTs
pcs
Networking Accessories - lot
Terminals
Networking Accessories - TT lot
Common Locking System for pcs
TT
1
1,640
14
1
Third-party
(as applicable)
Octroi,if any
G
H
I
K
L
1
14
1
1
1
2,000
14
1,200
14
1,640
1,640
(Pls Specify)
Service tax
F
(Pls Specify)
In transit Insurance
E
(Pls Specify)
VAT / CST (please specify )
Charges
Freight
D
Inspection
Excise Duty
Any
Other
Charges
for
Door-delivery of
goods/services
Packing & Forwarding
A
Unit
Sr. No.
Total Quantity
21. ANNEXURE IV - UNPRICED BID FORMAT – INDIAN
BIDDERS
per
ins
18.
tan
ce
Integration with Legacy Lu
Systems
mp
19.
su
m
Comprehensive Annual
Lu
Maintenance for 4 years
mp
20. including FM services,
su
Call Centre Services , GPRS /
m
GPS operational expenses
1,654
1
1
NOTE:
Bidders to note, quoted price should be inclusive of octroi.
Unloading at location will be in HPCL’s Scope.
Various charges quoted above will be evaluated as mentioned in the table below (FOR Destination
basis).
DESCRIPTION
APPLICATION
Basic Price incl. TPI
Not Applicable
Packing & Forwarding (P & F)
Included in Basic Price
Excise Duty (ED)
On (Basic Price + P & F)
Sales Tax (ST) - VAT / CST
On (Basic Price + P & F + ED)
Freight
On (Basic Price)
Third Party Inspection (TPI)
Included in Basic Price
Transit Insurance (TI)
On (Basic Price)
Octroi (wherever applicable)
On (Basic Price + P & F + ED + ST + Freight + TPI + TI)
Service Tax will be applied on the charges quoted against Supervision of Installation &
Commissioning jobs, if any mentioned in the tender.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
Unit
Sr. No.
Smartbox (SKH) - TT
Mobile App
Application Server
Database Server
FO Server
Smart Cards
Wireless APs - TTs
Comprehensive Annual Maintenance for 4
years including FM services,
Call Centre Services , GPRS / GPS operational
expenses
pcs
pcs
pcs
pcs
pcs
Lumpsu
m
Lumpsu
m
pcs
pcs
pcs
pcs
pcs
pcs
pcs
lot
lot
pcs
per
instance
Lumpsu
m
Lumpsu
m
Total Quantity
22. ANNEXURE V- UNPRICED BID FORMAT – FOREIGN
BIDDERS
3,280
1,654
1
1,640
14
1
1
14
1
1
1
2,000
14
1,200
14
1,640
1,640
1,654
1
1
TAXES & DUTIES FOR FOREIGN BIDDERS
Description
Rate in %
TPIA charges, in %
Packing and forwarding charges, in %
Ocean freight from loading port to Mumbai/
Nhava Sheva, India,%
Marine Insurance from port of shipment to port of
entry, %
Port/Landing charges in Indian Rupees,
Clearing charges in Indian Rupees,
Inland freight per unit, inclusive of any other
taxes, INR
Inland Transit insurance per unit inclusive of any
other tax or duty, INR
Any other charges / duty (please specify)in %
Any other charges / duty (please specify) in %
Notes:NO CONDITION SHOULD BE MENTIONED ON THE PRICE BID
Bidder to indicate all Taxes and Duties in Percentage in Un-priced Bid. The application of the taxes &
duties shall be as per enclosure.
Vendor to quote in US $ OR in the currency of country of origin.
Port of Entry in India would be NhavaSheva Port JNPT, Mumbai
23. ANNEXURE VI – TEST CASES FOR THE POC
Sr.
No.
1.
Test Case Scenario Name
Desired Result
Truck Locking
The truck locking happens as
per the sequence specified.
Trip code is generated &
transmitted.
Audit
log
created.
Truck unlocking happens as
per the sequence specified.
Audit log created.
The locks do not open; Audit
Log created.
2.
Truck unlocking at the Test
RO location
3.
5.
Truck unlocking at any
unauthorized location enroute
Truck
unlocking
at
unauthorized time of the
day/trip
Emergency unlocking
6.
Time Synchronisation
7.
Key removed/away
longer duration
8.
Tampering
Registration
9.
Key Programming
10.
Unlocking at the terminal
4.
for
Event
The locks do not open; Audit
Log created.
The SKH is opened using the
emergency code generated
by the system. Audit log
created.
The server time is modified.
The system time is changed
accordingly.
The SKH do not re-lock
against the time-barred key
replacement event. Audit
log
created.
Alarm
generated.
The locks are tampered with
another key. Audit log
created.
A set of keys are
programmed for a specific
set of locks. The matching
locks open while the nonmatching ones do not open.
The truck, on arrival, gets
unlocked as per the
specified
sequence
&
procedure.
Data
get
transferred/synchronized
using
the
wireless
communication.
Actual Result
Pass/Fa
il
11.
Lock Transaction Memory
Test
12.
System Alarms
The transaction memory on
the lock is tested for the
designated
no.
of
operations/transactions.
System generated alarms
&alerts are seen on the GUI.
The automated email shall
be sent to the designated
recipients.
BIDDERS SHOULD NOTE THAT THESE ARE INDICATIVE TEST CASES AND THE TECHNICAL EVALUATION
TEAM MAY EVALUATE & TEST THE PROPOSED SYSTEM AGAINST ANY OR ALL THE FUNCTIONAL
REQUIREMENTS
AS
SPECIFIED
IN
THE
TENDER
DOCUMENT.
24. ANNEXURE VII - FORMAT FOR DRAFT BANK GUARANTEE
IN LIEU OF BID SECURITY (EMD)
(On Non-Judicial stamp paper of appropriate value)
TO : Hindustan Petroleum Corporation Limited
(Address as applicable)
IN CONSIDERATION OF MESSRS. HINDUSTAN PETROLEUM CORPORATION LIMITED a Government of
India Company registered under the Companies Act, 1956, having its registered office at 17,
Jamshedji Tata Road, Mumbai-20 (hereinafter called "The Corporation" which expression shall
include its successor in business and assigns) issued a tender on Messrs.
................................................ a partnership firm/sole proprietor business/a company registered
under the Companies Act, 1956 having its office at (hereinafter called "the Tenderer" which
expression shall include its executors, administrators and assigns) against Tender no............ dated
.................... (hereinafter called "the tender" which expression shall include any
amendments/alterations to "the tender" issued by "the Corporation") for the supply of goods
to/execution of services for "the Corporation" and "the Corporation" having agreed not to insist
upon immediate payment of Earnest Money for the fulfilment of the said tender in terms thereof on
production of an acceptable Bank Guarantee for an amount of R....... (Rupees .................................
only).
We, ................................... Bank having office at ..................................................... Mumbai
(hereinafter referred to as "the Bank" which expression shall include its successors and assigns) at
the request and on behalf of "the Tenderer" hereby agree to pay to the Corporation without any
demur on first demand an amount not exceeding Rs........... (Rupees ...................................... only)
against any loss or damage, costs, charges and expenses caused to or suffered by "the Corporation"
by reason of non performance and fulfillment or for any breach on the part of "the Tenderer" of any
of the terms and conditions of the said "tender".
We, ........................................ Bank further agree that "the Corporation" shall be sole Judge
whether the said "Tenderer" has failed to perform or fulfill the said "tender" in terms
thereof or committed breach of any of the terms and conditions of "the order" and the
extent of loss,
damage, cost, charges and expenses suffered or incurred or would be suffered or incurred by "the
Corporation" on account thereof and we waive in favour of "the Corporation" all the rights and
defences to which we as guarantors and/or "the Tenderer" may be entitled to.
We, ................................. Bank further agree that the amount demanded by "the
Corporation" as such shall be final and binding on "the Bank" as to "the Bank" 's liability to
pay and the amount demanded and "the Bank" to undertake to pay "the Corporation" the
amount so demanded on first demand and without any demur notwithstanding any dispute
raised by "the Tenderer" or any suit or other legal proceedings including arbitration pending
before any court, tribunal or arbitrator relating thereto, our liability under this guarantee
being absolute and unconditional.
We, ....................................... Bank further agree with "the Corporation" that "the
Corporation" shall have the fullest liberty without our consent and without affecting in any
manner our obligations hereunder to vary any of the terms and conditions of the said
"tender"/or to extend time of performance by "the Tenderer" from time to time or to
postpone for any time to time any of the powers exercisable by "the Corporation" against
"the Tenderer" and to forbear to enforce any of the terms and conditions relating to "the
tender" and we shall not be relieved from our liability by reason of any such variation or
extension
being granted to "the Tenderer" or for any forbearance, act or ommission on the part of "the
Corporation" or any indulgence by "the Corporation" to "the tenderer" or by any such matter or
things whatsoever which under the law relating to sureties would but for this provision have the
effect of relieving us.
NOTWITHSTANDING anything hereinbefore contained, our liability under this Guarantee is
restricted to Rs. ......... (Rupees....................................... only). Our liability under this
guarantee shall remain in force until expiration of nine months (8 month validity + 1 month
claim period) from the due date of opening of the said "tender". Unless a demand or claim
under this guarantee is made on us in writing within said period, that is, on or before
.................................... all rights of "the Corporation" under the said guarantee shall be
forfeited and we shall be relieved and discharged from all liabilities thereunder.
We, ........................................ Bank further undertake not to revoke this guarantee during its
currency except with the previous consent of "the Corporation" in Writing.
We, ......................................... Bank lastly agree that "the Bank" 's liability under this
guarantee shall not be affected by any change in the constitution of "the Tenderer".
"The Bank" has power to issue this guarantee in favour of "the Corporation" in terms of the
documents and/or the Agreement/Contract or MOU entered into between "the Tenderer"
and "the Bank" in this regard.
IN WITNESS WHEREOF the Bank has executed this document on this ..........................day of
........................
For ........................ Bank
(by its constituted attorney)
(Signature of a person authorised
to sign on behalf of "the Bank")
25. ANNEXURE VIII - FORMAT DRAFT COMPOSITE BANK
GUARANTEE FOR SECURITY DEPOSIT/PERFORMANCE
GUARANTEE
(On Non-Judicial stamp paper of appropriate value)
TO : Hindustan Petroleum Corporation Limited
(Address as applicable)
IN CONSIDERATION OF MESSRS. HINDUSTAN PETROLEUM CORPORATION LIMITED, a Government of
India Company registered under the Companies Act, 1956, having its registered office at 17,
Jamshedji Tata Road, Mumbai-20 (hereinafter called "The Corporation" (which expression shall
include its successor in business and assigns) having placed an order on Messers ............................ a
partnership firm/sole proprietor business/a company registered under the Companies Act, 1956
having its office at ............. (hereinafter called "the supplier" (which expression shall include
executors, administrators and assigns) vide order No....................... dated.............. (hereinafter called
"the order" which expression shall include any amendments/alterations to "the order" issued by
"the Corporation") for the supply of goods to/execution of services for "the Corporation" and "the
Corporation" having agreed : a) not to insist upon immediate payment of Security deposit for the
fulfillment and performance of the said order b) to pay "the supplier" as and by way of advance up
to a sum of Rupees__________ (Rupees _____________________________ only) being ____% of
the value of the order"; c) that "the supplier" shall furnish a security for the performance of "the
supplier's" obligations and/or discharge of "the supplier's" liability in connection with the said
"order"; and "the Corporation" having agreed with "the supplier" to accept a composite Bank
Guarantee for the mobilization advance, security deposit, retention money and performance
guarantee.
We, .................................................... Bank having office at ............................................
(hereinafter referred to as "the Bank" which expression shall includes its successors and
assigns) at the request and on behalf of "the supplier" hereby agree to pay to "the
Corporation” without any demur on first demand an amount not exceeding Rs...........
(Rupees.............................only) against any loss or damage, costs, charges and expenses
caused to or suffered by "the Corporation" by reason of non performance and fulfillment or
for any breach on the part of "the supplier" of any of the terms and conditions of the said
"order".
We, ............................. Bank further agree that "the Corporation" shall be sole judge
whether the said "Supplier" has failed to perform or fulfill the said "order" in terms thereof
or committed breach of any terms and conditions of "the order" and the extent of loss,
damage, cost, charges and expenses suffered or incurred or would be suffered or incurred
by "the Corporation" on account thereof and we waive in the favour of "the Corporation" all
the rights and defences to which we as guarantors and/or "the Supplier" may be entitled to.
We, ................................. Bank further agree that the amount demanded by "the
Corporation" as such shall be final and binding on "the Bank" as to "the Bank" 's liability to
pay and the amount demanded and "the Bank" undertake to pay "the Corporation" the
amount so demanded on first demand and without any demur notwithstanding any dispute
raised by "the Supplier" or any suit or other legal proceedings including arbitration pending
before any court, tribunal or arbitrator relating thereto, our liability under this guarantee
being absolute and unconditional.
We, .................................. Bank further agree with "the Corporation" that "the Corporation"
shall have the fullest liberty without our consent and without affecting in any manner our
obligations hereunder to vary any of the terms and conditions of the said "order"/or to
extend time of performance by "the Supplier" from time to time or to postpone for any time
to time any of the powers exercisable by "the Corporation" against "the Supplier" and to
forbear to enforce any of the terms and conditions relating to "the order" and we shall not
be relieved from our liability by reason of any such variation or extension being granted to
"the Supplier" or for any forbearance, act or omission on the part of "the Corporation" or
any indulgence by "the Corporation" to "the Supplier" or by any such matter or things
whatsoever which under the law relating to sureties would but for this provision have the
effect of relieving us.
However, it has been agreed between "the Supplier" and "the Corporation" that there shall
be only one Composite Bank Guarantee for both the advance and security deposit
performance guarantee/Retention Money @ of ____% valid till the end of the defects
liability period as per the terms of the P.O. No. _______________ dated _____________
and that in proportion with the recovery of advance @ ______% per bill the same
amount/value automatically stands credited to the defects liability account/security deposit
or retention money as the case may be and will continue to be credited/treated till the
entire advance of Rs._______________________ is fully recovered from the running bills
and from the date of full recovery of the advance of Rs.__________________ this guarantee
automatically, shall stand valid towards the ____% retention money/defects liability, fully
valid in all ® respects unto a further period of 3 (three) months, as per the Purchase Order of
"the Corporation".
Not withstanding anything contained herein above :
Our liability under this guarantee shall not exceed Rs..........
This Bank Guarantee shall be valid upto and including .......; and
We are liable to pay the guarantee amount or any part thereof under this Bank Guarantee
only and only if you serve upon us a written claim or demand on or before the expiry of 30
days from the date of expiry of this guarantee.
We, ........................................ Bank further undertake not to revoke this guarantee during its
currency except with the previous consent of "the Corporation" in writing.
We, ......................................... Bank lastly agree that "the Bank"'s liability under this
guarantee shall not be affected by any change in the constitution of "the Supplier".
"The Bank" has power to issue this guarantee in favour of "the Corporation" in terms of the
documents and/or the Agreement/Contract or MOU entered into between "the Supplier"
and "the Bank" in this regard.
IN WITNESS WHEREOF the Bank has executed this document on this
............................. day of ...........................
For ........................ Bank
(by its constituted attorney)
(Signature of a person authorised
to sign on behalf of "the Bank")*
26. ANNEXURE IX - AGREED TERMS & CONDITIONS
This questionnaire duly filled shall be returned along with each copy of Un-priced bid. Clauses
confirmed hereunder should not be repeated in the bid. All the commercial terms and conditions
should be indicated in this format only. If required details including deviation to gpc, if any, should
be indicated as an annexure to this format.
S.NO.
1
2
3
4
5
6
7
DESCRIPTION
BIDDER'S CONFIRMATION
Confirm Your Offer is in complete compliance with
the scope of supplies as specified in the Bid
document
Confirm you have quoted your prices strictly in the
applicable Price schedule format (enclosed with the
Bid document) along with Unit and Total Prices
Specify Country of Origin of Goods offered
Specify the Currency of quote (in accordance with
terms specified in Bid document)
Indicate estimated shipping net and gross weight
and Volume
Inspection :
Confirm your quoted prices are inclusive of all
testing and inspection requirements as specified in
the bid document. Please note that third party
inspection charges is included in the Quoted Basic/
FOB price.
Confirm acceptance / compliance with the following
conditions /clauses of the Bid document
(i) Confirm price basis of your offer is strictly in
accordance with
(iv) Confirm your Firm delivery period shall be
strictly as per requirement specified in the Bid
Document.
(v)
Confirm that Your offer will remain Valid for
acceptance for a period of ONE HUNDRED TWENTY
DAYS from the Bid due date or extended due date
(if the same is extended).
(vi) Confirm that the quoted prices shall remain
FIRM AND FIXED till complete execution of Order
(vii) Confirm that Guarantee / Warranty shall be as
per Tender .
(viii) Confirm that the Force Majeure shall be as
per Tender
(ix) Confirm acceptance of Price Reduction for
delay in delivery as per Bid document.
x) Confirm total acceptance to Payment Terms as
per tender
xi)
Arbitration clause shall be as per General
Purchase Conditions
8
9
10
10.1
10.2
10.3
Confirm Terms related to Taxes and Duties shall be
as per Provisions of Bid document
All correspondence must be in English Language
Only
This clause is for Indian Bidders only
Indicate dispatch Point
Confirm Quoted prices are exclusive of transit
Insurance
Indicate Rate of Central / Local Sales Tax (CST / LST)
payable extra on finished goods
(i) CST without Concessional Form C
(ii) CST with Concessional Form
(iii) Local Sales Tax (in case supplies are made from
Originating state) without concessional form
10.4(i)
(ii)
10.5
10.6
(iv) Local sales tax with Concessional Form
Indicate Present rate of Excise duty plus Education Excise Duty : _____ %
Cess applicable extra on finished goods
Ed. Cess : _____%
Confirm that Excise Duty amount shall be
reimbursed to seller only against receipt of
CENVATABLE copy of Excise Invoice by Owner.
If there is any variation in excise duty plus
education cess on finished goods at the time of
Supplies for any reason, other than statutory,
including turnover, Confirm the same will be borne
by the Bidder.
In case (10.5) above is not acceptable, indicate
10.7
10.8
10.9
10.10
maximum rate of Excise duty plus Education Cess
chargeable.
Statutory variation in Excise duty plus Education
Cess and Sales tax during the contractual delivery
period on Finished goods only will be to Owner's
account.
Confirm, if there is delay beyond contractual
delivery date for reasons attributable to Bidder, any
increase in Sales tax and / or excise duty plus
education cess will be borne by the Bidder and any
decrease shall be passed on to Owner.
Confirm, in case of delay in delivery, due to reasons
attributable to Bidder, any new or additional taxes
and duties imposed after contractual delivery dates
shall be to Bidder's account.
If offer is based on certain imported raw materials /
components required for goods offered, Please
note and specify the following :
(i) Owner will not provide any Import License for
the same
(ii) Confirm that you have quoted prices on:
a. Merit rate of Customs duty
essentiality certificate)
(without
(iii) Confirm you have furnished built in CIF import
content in your price bid.
Indicate rate of customs duty
considered and included in the
quoted prices
(v) Indicate classification(s)
Bidder intents to import
under
which
(vi) Confirm that any upward variation due to
wrong classification(s) considered in
Offer
shall be absorbed by the Bidder,
whereas any
downward variations on
account of the same
shall be passed on
to the Owner.
Merit
Rate
Customs Duty
(vii) Please note and Confirm that any
variations in Customs duty shall be to Owner's
Of
account only as per terms specified in the bid
document.
viii) Confirm Bidder shall claim variation on
account of Customs duty separately after receipt of
goods
at
site,
against
documentary
evidence
11
11.1
11.2
11.3
11.4
11.5
11.6
This clause is for Foreign Bidders only
Indicate International sea Port of Exit
(i) Letter of Credit shall be opened through a
Government of India Nationalized Bank and hence
need not be confirmed.
(ii) In case You insist for a confirmed LC,
confirmation charges will be to your account.
Confirm acceptance.
Confirm your quoted prices include transit
Insurance upto FOB Port of Shipment
All taxes, duties and levies of any kind payable upto
FOB Port of shipment shall be borne by the Bidder.
All Bank Charges and Stamp duties payable outside
India in connection with the payments to be made
under the Purchase Order shall be borne by the
Bidder. All Bank Charges and Stamp duties payable
in India (only Owner's banker) shall be borne by the
Owner.
In case of Foreign Bidder insisting for having Indian
Agent, furnish the following :
(i) The Unavoidable justification for engaging the
Indian Agent
(ii) Name and complete address of Indian Agent
including Telephone & Fax number
(iii) RBI Registration Number
(iv) Agency's commission included in Quoted prices
as % of quoted FOB prices (Payable in equivalent
non-convertible Indian Rupees upon complete
execution of Order and supplies are received and
acceptable at sites.
_________ %
11.7
12
13
14
15
16
17
(v) Submit Copy of agreement between Foreign
Bidder and Indian Agent
Please Indicate the name and address of your
Bankers
Please confirm that you have not been banned or
delisted by any Government or Quasi Government
agencies or PSUs. If you have been banned, then
this fact must clearly be stated. This does not
necessarily be cause for disqualification. However, if
this declaration is not furnished the bid shall be
rejected as non-responsive.
Please confirm that you have filed in, signed and
attached the enclosed “Proforma of Declaration of
Black Listing/Holiday Listing” along with your
Unpriced offer.
Confirm acceptance to part order. Offer for items as
per the terms specified in the bid document. For all
items individual quantities will not be split.
Owner reserves the right to make any changes in
the terms and conditions of bid document. Confirm
The Bidder is required to state whether any of the
Director's Bidder is a relative of any Director of
Owner or the Bidder is a firm in which any Director
of Owner or his relative is a partner.
(a) Confirm acceptance in Toto of the Terms and
Conditions contained in the Bid document
(i) Instructions to Bidders.
(ii) Special Conditions of Purchase
(ii) General Purchase conditions (GPC)
(iii) All other commercial documents / attachments
/ Chapters of the bid document
(b) In case of reservations, confirm that clause wise
comments have been specified as annexure to this
format.
(c) All the terms and conditions have been indicated
in this format (including Annexure, if any) and have
been repeated in the Bid elsewhere. It is noted that
terms and conditions indicated elsewhere including
any printed terms and conditions shall not be
18
considered by the owner
Furnish Financial Turnover figures of last 3 years of
bidder / manufacturer and or trading company
(house) which ever is applicable
TURNOVER
2009-2010 (2009)
2009-2008 (2008)
2008-2007 (2007)
In support of above Bidder shall enclose copies of
its published Annual reports of preceding 3 years.
Confirm compliance.
BIDDERS NAME :
ADDRESS
:
SIGNATURE & SEAL :
FAX NO.
TEL NO.
EMAIL :
27. ANNEXURE X - MANUFACTURER’S AUTHORIZATION
FORM
(To be provided by all Original Equipment Manufacturers)
Date:
To
M/s HPCL,
Mumbai
Bid Reference No.: ____________
Dear Sir,
1. I, (Name & designation of the Person), am the authorized signatory of my Company, (Name
of the Company).
2. Our company is a reputed manufacturer of (name &description of equipment), having
manufacturing facilities at (address of manufacturing locations) and Indian/APAC head office
at (address).
3. We hereby authorize M/s (name and address of the bidder) to submit the bid and sign the
contract with your good self for the goods manufactured by us, for the above mentioned Bid
Reference Number.
4. We are aware of the model numbers of our products quoted for this RFP and assure you that
these are not end‐of‐life products. These model numbers are (product name &model
numbers).
5. We are willing to provide a warranty of 1year on the above mentioned model numbers from
the date of supply.
6. We assure you the availability of spare parts for the above mentioned model numbers for a
period of 7 years, from the date of supply.
7. During the period of 7 years from the date of supply, in case the bidder fails to provide you
the necessary service, we will be obliged to provide the same as per the CAMC rates quoted
by the bidder.
8. We are aware of & have vetted the Technical Compliance Sheet with our counter-signature,
submitted as a part of the tender submission by M/s ______.
Yours faithfully,
(Contact
(Designation)
(Name
Person)
of
manufacturers)
Note: This letter of authority should be on the letterhead of the manufacturer with full address,
phone number, email, and website address, and should be signed by a person competent and having
the power of attorney to legally bind the manufacturer.
28. ANNEXURE XI – FORMAT FOR BIDDER INFORMATION
SHEET& UNDERTAKING
(In case of Consortium, to be filled in by all the partners/members)
About the Company
Name of the Company:
Postal Address (Regd. Office):
Postal Address (Local Office):
Constitution, Registration No./Date:
No. of Sales/Service Offices (Pls Mention
all the locations)
Sr.
No.
Office
Location
State
No.
of
Service
Engineers
1
2
.
n
About the Authorised Signatory (PoA Holder):
Name:
Designation:
Office Address:
Email:
Tel./Fax Nos.:
Cell No.:
Company Financials/Headcount
FY 2011-12
Turnover
Turnover from Security
Solutions
Turnover from Customer
Support Services
Net Worth
Total Headcount
No. of Certified Software
Engineers
No. of Certified Service
Engineers
Company Experience
FY 2010-11
FY 2009-10
VAT/PT
Regn. No.
Project
Name
Customer
Name &
Address
Project
Description
Project
Value
Security
Component
Value
Contract
Period
(FromTo)
Project
Status
Contact
Person,
Contact
Tel. No.
& Email
1
2
.
N
Company Credentials
QMS - Provide Details
Blacklisted/banned/Delisted - Provide Details
Undertaking
On behalf of M/s....................................................... (Name of the Bidder), I, the undersigned, state
that all the information stated above as well as in other parts of our bid is true. I do hereby affirm
and undertake to abide by all the terms, conditions and specifications given in the Bid Document
while performing the contractual obligations relating to theHPCL-TTLS project.
Also, I do affirm & assure that the solution proposed by us is complete & total meeting all the
functional requirements of HPCL-TTLS as stated in the Bid Document.
Yours faithfully,
(Authorised Signatory)
Name, Signature & Seal of the Bidder
Place:
Date:
29. ANNEXURE XII- CHECK LIST
Checklist of Documents to be submitted along with the Unpriced Bid for HPCL TTLS
This checklist has been provided only as an assistance to the bidder to prepare their bids. Sufficient
care has been taken to make this list complete. However, bidders should also independently verify
the document requirement before submission. Non-submission of any required document on the
pretext of its non-appearance in the following checklist will not be accepted and may lead to the
proposal being considered as non-responsive.
Sr.
Section
No. No.
Unpriced Bid
1
2
3
4
5
6
8
9
10
11
12
13
Name of the Document
Instrument of EMD
Pre-qualification Documents
Notarised copy of Audited Balance Sheets FY 2011-12
FY 2010-11
FY 2009-10
Notarised copy of Audited P&L Account FY 2011-12
FY 2010-11
FY 2009-10
Auditor’s Certificate for Net Worth
PO & Completion Certificates (CC) for Similar
Works executed by the Bidder
Auditor’s Certificate indicating details of the
Service Centers
Other Mandatory Documents
Bidder Information Sheet/s & Undertaking as
per Annexure-XI
Copy of document determining the authority of
the signatory to sign the bid on behalf of the
Company
Certified copy of Partnership Deed /
Memorandum & Articles of Association &
Certificate of registration with the Registrar of
Companies.
Declaration that the bidder has not been
banned / delisted
Copy of Agreement Under Integrity Pact
Compliance to the tender enquiry conditions
(Technical Specifications) with deviation listing
Submitted
(Y/N)?
Page
No.
Comments,
If any
Sr.
No.
14
15
16
17
18
19
20
21
Section
No.
Name of the Document
if any, as per Annexure 5; duly filled in, signed
& stamped by the bidder & the OEM on each
page.
Architecture diagram clearly marking each
component and brief functionality therein
along with all data sheets of the products and
components in soft copies.
MAFs from OEMs
Padlocks
Smart Box
Servers
Software
GPRS / GPS (TSP)
Telecom Service Provider
Signed tender document as a token of having
read, understood and accepted all Terms and
conditions.
Certificate from the OEMs certifying that the
offered products are not End of Life Products
Declaration for NIL Deviation
Duly filled-in Unpriced Bid Format
Agreed Terms & Conditions
Copy of all relevant product certifications
Submitted
(Y/N)?
Page
No.
Comments,
If any
30. ANNEXURE XIII - PROCESSES
New Process at the Terminal
Empty TT arrives at
the terminal gate
Allowed entry into the Terminal
after document verification and
biometric authentication of the
TT crew.
TT taken to the queuing area,
where the key-in-charge (KIC) of
the Terminal will open the smart
box (fitted on the TT) using his
biometric smart card.
This action will erase the previous
trip authentications in the
smartbox.
It will also trigger the data
exchange between the wireless
transceivers on the smart box and
in the terminal control room.
The smart box will recognize the
geofencing coordinates of the
location and only then allow the
key to be extracted from the
smart box.
The KIC will use the key in the
smartbox to unlock the padlock(s)
on the dome covers. The key shall
be removable in locked position
only.
The smart box will generate an
alarm in case the key is not
returned into the smart box
within a specified interval.
After the loading operation, the
TT will be taken back to the
queuing area where the KIC will
release the key from the smart
box and use it to lock the TDCs.
This activity will signify the
completion of the loading process
It will initiate interaction with the
JDEdwards system for receipt
(from JDE) of destination data
and intimation (to JDE) of the
completion of the loading
operation
Exit documentation for the tank
truck is prepared.
The smartbox will be
reconfigured by the system to be
used at the consignee retail
outlet.
A trip based code will be sent to
the authorized person at the
retail outlet via SMS / email for
releasing the key from the
smartbox. This will also serve as
an intimation of the truck leaving
the terminal.
Once the truck leaves the
terminal the fixed codes for the
smartbox (to be used when TT is
in the terminal) will be rendered
invalid.
All the events will be
communicated to the
central server.
New Process at the RO
The TT reaches the RO
The authorized person at the RO will
extract the key from the smartbox,
using his smart card and the random,
trip based code received via SMS/email.
In case the SMS / email has not been
received, the dealer can call the toll free
number to check the status of the
SMS/email delivery.
The disengagement of the key from the
smart box will be recorded by the
system to generate an alarm for
disengagement beyond a specified
period.
Once the unloading operation is
complete, the dealer will perform the
system operations by locking the TDC’s
and OV’s.
The engagement of the keys with the
smartbox will ensure that the trip-codes
are rendered invalid and the locks can
be re opened only at the Terminal.
The system will also verify the latlong
coordinates to enable the key
extraction.
TT leaves the RO for the
next trip / towards the
terminal
31. ANNEXURE
FORMAT
XIII
PARENT
COMPANY
GUARANTEE
This GUARANTEE (“Guarantee”) is issued on the _____ day of ______ , ___ by
_______________________, a Company organized and existing under the laws of
___________ having its Registered Office at ___________________________ (hereinafter
referred to as “Guarantor” and/or “__________________”), at the request and/or
behest of _______________________, a Company organized and existing under the
laws of _________________ having its Registered Office at ____________________
(hereinafter referred to as “Indian arm”), in favour of Hindustan Petroleum
Corporation Limited, a listed Public Limited Company organized under the laws of
India having its Registered Office at Petroleum House, 17, Jamshedji Tata Road,
Churchgate, Mumbai – 400 020 (hereinafter referred to as “Beneficiary” or
“HPCL”).
WHEREAS:
The Beneficiary floated a public tender dated __________ inviting offers from
Vendors for ________________(purpose). The Indian arm have submitted their
quotation dated _________ and advised the Beneficiary that the Indian arm is the
subsidiary/ authorized agent/ branch office/ affiliate* of the Guarantor. The
Guarantor vide its letter dated __________ informed the Beneficiary that its Indian
arm, will quote and participate in the tender in their place and desire that the
contract be placed by the Beneficiary on the Indian arm. For this reason, the
Guarantor is ready and willing to give a Parent Company Guarantee (PCG) inter
alia for the performance of their Indian arm to the terms and conditions of the
tender and on failure to assume the said obligations.
We, the Guarantor are hereby recording the terms and conditions governing our
obligations under this Guarantee with the intent of being legally bound by the same
and hereby agree, covenant and bind ourselves as follows:1. The Guarantor hereby irrevocably and unconditionally guarantees to HPCL
that its wholly owned Indian arm Company will perform its obligations under
the terms and conditions of the tender, if the contract is being awarded to
them in future for ___________ and agrees to provide further comfort letters/
guarantees, if so desired by beneficiary, in terms of the tender.
2. The Guarantor unconditionally and irrevocably guarantees to the Beneficiary
that it will make available or cause to be made available to the Indian arm
all financial, technical and other resources required to ensure that the
Indian arm can carry out its obligations as per the tender terms and
conditions and that the Indian arm at all times fully and effectively discharge
its obligations under the terms and conditions of tender, including by
discharging the obligations within the time and cost so stipulated.
3. The Guarantor hereby agrees that if the Indian arm shall in any respect
commit any breach or fails to fulfill any of the terms of the Contract/Tender
or complete it in all respects or if there is a failure to make any supplies or if
any material, equipment or machinery under the contract so supplied is not
of the required specifications or does not perform as envisaged under the
contract, then the Guarantor will forthwith perform the same and fulfill all
the obligations required under tender terms & conditions on behalf of their
Indian arm, without any extra cost and time implications.
4. The Guarantor further undertakes to indemnify all losses, damages,
expenses, claims, costs and proceedings which may be suffered or incurred
5.
6.
7.
8.
by Beneficiary due to the failure or breach on the part of its Indian arm
Company.
The Guarantor assures and undertakes that during the term of the contract
or of any guarantee for performance as per the contract, the Indian arm
shall continue to be the subsidiary/ authorized agent/ branch office/
affiliate* of the Guarantor and the Guarantor’s liability shall not be affected
due to any incapacity or lack of power or legal personality or change in the
status of the Indian arm or the Guarantor.
The Guarantor’s liabilities under this Guarantee shall not exceed the liability
of the Indian arm under the tender terms and conditions but this shall in
any manner not affect the Guarantor’s own responsibilities and liabilities
under the Guarantee.
The obligation of the Guarantor shall take effect from the date of this
Guarantee and shall remain in full force until all the obligations of the
Indian arm have been fully performed and discharged and/or all sums of
money payable to Beneficiary have been fully paid under the contract being
entered into by Beneficiary with the Indian arm Company. The Guarantor
further undertakes to perform forthwith without insisting on any proof of
breach of Contract by its Indian arm Company and purely relying on
Beneficiary’ s written demand.
The liabilities of the Guarantor shall not be discharged, diminished or
otherwise affected by:(a)
Any change in the Articles of Association or Bye-Laws or constitution
of the Indian arm Company or the Guarantor.
(b)
Any time, indulgence, waiver or consent given to Indian arm Company
by the Beneficiary.
(c)
Any amendment to the Contract or any security or other guarantee or
indemnity to which Indian arm Company has agreed.
(d)
The dissolution, amalgamation, reconstruction or reorganization of
Indian arm Company or Guarantor.
9. NOTICE:
Any notice, demand, declaration or other communication to be given by the
Beneficiary or the Guarantor to the other shall be in writing, in English
language and delivered in person or by Air Mail or by Courier Services or by
Facsimile or by E-Mail to the address given below :For Guarantor
Attention of
Mailing Address
Email Address
Fax No.
For Beneficiary
Attention of
Mailing Address
Email Address
Fax No.
10.
GOVERNING LAW AND JURISDICTION:
This Guarantee shall be exclusively governed by and construed in
accordance with the laws of India without giving effect to the principles of
conflict of laws therein. No party shall take a plea that any forum is
inconvenient. It may be enforced in terms of the Indian laws.
11.
12.
13.
14.
15.
16.
DISPUTE RESOLUTION
Any dispute arising out of or in relation to this Guarantee shall be resolved
by arbitration of a sole arbitrator to be appointed as per the rules set out in
the tender document.
This Guarantee may be executed in one or more counterparts, all of which
shall be read and construed as one document and any fax copy or scanned
copy or print of a scanned copy of a signed Guarantee shall be deemed to be
an original signature.
No modification, alteration or amendment of this Guarantee or any of its
terms or provisions shall be valid or legally binding unless the Beneficiary
consents to the same in writing.
No failure to take any action with respect to a breach of this Guarantee or a
default by any other party shall constitute a waiver of the Beneficiary’s right
to enforce any provision of this Guarantee or to take action with respect to
such breach or default or any subsequent breach or default.
Waiver of any breach or failure to comply with any provisions of this
Guarantee shall not be construed as, or constitute, a continuing waiver of
such provision, or a waiver of any other breach of or failure to comply with
any other provision of this Guarantee, unless any such waiver has been
consented to by the concerned party in writing.
This document has been executed by a duly authorized signatory on behalf
of the Guarantor having the requisite power to do so.
IN WITNESS WHEEOF the Guarantor has duly executed this Guarantee as at the
date first above written.
For and on behalf of Guarantor,
__________________________
(Signature)
Witness
Signature
Name
Designation
Date
:
:
:
:
Note:* Strike off that which is not applicable and retain the correct relationship
Between Guarantor and Indian arm
ANNEXURE IX –
CUT-OUT SLIP
DO NOT OPEN- THIS IS A QUOTATION
(Envelope No 1 SECTION 1 - BID SECURITY/EARNEST MONEY DEPOSIT
(EMD))
Client
:Hindustan Petroleum Corporation Limited
Bid Document No. : 12000115-HD-10002
Item
:Supply of Electro Mechanical Locking System for
Tank Trucks, for HPCL West zone locations
Bid Due date & Time :
From : (name and address)
To :
DEPUTY GENERAL MANAGER PURCHASE
HINDUSTAN PERTOLEUM CORPORATION LIMITED
Gresham Assurance Building (Gresham Assurance House),
2nd Floor, Sir P. M. Road, Fort,
Mumbai – 400001, INDIA
(To be pasted on the outer envelope containing Bid security)
(Envelope No 1 SECTION 2 – Unpriced bid)
Client
Item
To :
(To be pasted on the outer envelope containing “Unpriced bid”)
CUT-OUT SLIP
(Envelope No. “2”- SECTION “3”- PRICED BIDS)
Client
Item
To :
(To be pasted on the outer envelope containing - Priced bids)
CUT-OUT SLIP
DO NOT OPEN - THIS IS A QUOTATION
OUTER ENVELOPE
Client
Item
To :
(To be pasted on the outer envelope
Security/EMD, Unpriced bid and priced bids )
containing
Bid
INSTRUCTIONS TO BIDDERS
1.
The bidder shall bear all costs associated with the preparation and submission of the
bid and Owner will in no case be responsible or liable for these costs, regardless of the
conduct or outcome of the bidding process.
2.
A) Vendor is requested to submit their bids taking full notice of all the technical
specifications, terms and conditions, forms & attachments to this tender. Bids must be
submitted in Physical form only.
B) The foreign manufacturers submitting their offers through authorized Indian
Representatives shall ensure that the bids are submitted strictly on their behalf & in
internationally tradable currency only. Such bids in Indian Currency will not be accepted. If
successful, order will be on foreign manufacturer only. EMD shall also be submitted in
Foreign currency as per Clause 22 a .
3.
Owner reserves the right to accept / reject any or all bid qualification documents at
their sole discretion without assigning any reason whatsoever.
4.
Owner is not responsible for any delays from bidder end.
5.
Owner reserves the right to make any changes in terms and conditions of purchase
before due date of bid submission and to reject any or all bids received incomplete.
6.
Undertaking by the bidder:
a.
I/we hereby undertake that the statements made herein/information given in the
bids through Physical Tendering system/annexures/forms referred are true in all respects
and that in the event of any such statement or information being found to be incorrect in
any particular, the same may be construed to be a misrepresentation entitling HPCL to avoid
any resultant contract.
b.
I/we further undertake as and when called upon by HPCL to produce, for its
inspection, original(s) of the document(s) of which copies have been annexed hereto.
7.
The vendors who are already enlisted with HPCL should also bid against this Tender.
8.
Owner, at its discretion reserves the right to verify information submitted by the
bidders.
9.
Vendors to submit documents/information to satisfy the bid qualification criteria.
Bidders should also be in a position to produce further information as and when required by
us.
10.
HPCL reserves their right to negotiate the quoted prices with lowest bidder.
11.
Deleted
12.
Vendors would be qualified based on data and documents provided by them and
based on information available with HPCL with regard to their credentials.
13.
Owner decision on any matter regarding short listing of vendors shall be final and
any bidder shall not enter into any correspondence with owner unless asked for.
14.
The vendors who are on HPCL holiday list or delisted will not be considered.
15.NAMES& ADDRESSES OF INDEPENDENT EXTERNAL MONITORS (IEM)
15.1 THE RESPONSIBILITY OF IEM OF M/S HPCL WILL BE INITIALLY FROM TENDER TO PRE-AWARD OF
CONTRACT PERIOD ONLY .LATER ON FOR POST AWARD RESPONSIBILITY IS FOR HPCL ORDERS ONLY.
A) IEM FOR ORDERS BY M/S HPCL
SMT RANJANA KUMAR, SHRI D.CHATERJEE
C/O HINDUSTAN PETROLEUM CORP LTD
COMPANY SECRETARY DEPTT., 6TH FLOOR
PETROLEUM HOUSE, 17, JAMSHEDJI TATA ROAD,
CHURCHGATE, MUMBAI-400020
TEL.NO. (022)22863900
16.
The bidder is expected to examine all instructions, forms, attachments, terms and
specifications in the tender document. The entire tender document together with all its
attachments thereto, shall be considered to be read, understood and accepted by the
bidder, unless deviations are specifically stated seriatim by the bidder. Failure to furnish all
information required in the tender document or submission of a bid not substantially
responsive to the tender documents in every respect will be at bidder risk and may result in
the rejection of his bid. The bidder scope of supplies as specified in the material requisition
shall be in strict compliance with the scope detailed therein and in the bid document.
17.
Bidders in their own interest shall ensure that they submit their Bid, complete in all
respects, well within the specified bid due date and time. No relaxation shall be given for
delay due to any unforeseen event in submission of bid.
18.
At any time prior to the bid due date, we may, for any reason, whether at its own
initiative or in response to a clarification requested by a prospective Bidder, modify the Bid
Document.
The
amendment
will
be
notified
through
our
portal
www.hindustanpetroleum.com to all prospective Bidders and will be binding on them. In
order to afford prospective Bidder, reasonable time in which to take the amendment into
account in preparing their bids, we may, at our discretion, extend the bid due date.
19.
The bid prepared by the Bidder and all correspondence/ drawings and documents
relating to the bid exchanged by Bidder and the Owner shall be written in ENGLISH
language, provided that any printed literature furnished by the Bidder may be written in
another language so long as accompanied by an ENGLISH translation, in which case, for the
purpose of interpretation of the bid, the ENGLISH translation shall govern.
20.
Declaration with the bid qualification criteria that bidder has not been banned or
delisted by any Government or quasi Government agencies or Public Sector Undertaking
(PSU) as per declaration format (provided as attachment under Bank guarantee in lieu of
EMD & declaration ) of the tender document should be downloaded & then suitably filled,
signed, stamped & submitted along with the bid.
21.
Bidders are advised to submit bids based strictly on the terms & conditions and
specifications contained in the tender document and not to stipulate any deviations. Each
Bidder shall submit only one bid. A Bidder who submits more than one bid will be rejected.
Alternative bids will not be accepted.
22.
The Owner may, at its discretion, extend the bid due date, in which case all rights
and obligations of the Owner and the Bidders, previously subject to the bid due date, shall
thereafter be subject to the new bid due date as extended. The same will be hosted in the
web site.
23.
Deleted
24.
Telex/ Telegraphic/ Telefax/ E-mail/postal offers will not be considered and shall be
rejected.
25.
No bid shall be modified subsequent to the due date & time or extension, if any, for
submission of bids. Bidder(s) to note that Price changes after submission of bid shall not be
allowed. In case any bidder gives revised prices/price implication, his bid shall be rejected.
No bid shall be allowed to be withdrawn in the interval between the deadline for submission
of bids and the expiration of the period of bid validity specified by the Bidder. Withdrawal of
a bid during this interval shall result in the forfeiture of Bidder s EMD.
26.
Bids that do not meet the Bid qualification criteria as specified in the bid document
shall be rejected.
A bid with incomplete scope of work and/or which does not meet the technical
requirements as specified in the bid document, shall be considered as non-responsive and
rejected. Conditional bids will be liable for rejection.
In order to be considered for the tender, the bidder’s offer should meet all technocommercial requirements for all items of the tender.
28. The Owner will examine the bids to determine whether they are complete, whether any
computational errors have been made, whether the documents have been properly signed
and whether the bids are generally in order.
29.
The bids without requisite EMD and/or not in the prescribed proforma and the
time limit will not be considered and bids of such bidder Bidder(s) shall be rejected.
30.
To facilitate evaluation & comparison, HPCL shall convert all Bid prices of foreign Bidder
expressed in the amounts in various internationally tradable (in line with the Price Bid Format)
currencies in which Bid price is payable, to Indian Rupees at the TT selling rates on the date of UnPrice Bid opening as available in State Bank of India, Mumbai . In case, exchange rate is not available
in State Bank of India (Mumbai), alternative sources viz. Economics Times etc. shall be considered for
all the currencies.
31. PRICE EVALUATIONCRITERIA:As
award is on overall landed lowest
basis, part offers will be rejected. Bidder has to quote for all items in the schedule for us to
consider them. AMC & Supervision charges shall be also considered together with landed
cost of material for evaluating the L-1 bidder.
a) In case of Domestic Bidder the evaluated landed price shall include the following:i) Ex- works basic price + TPIA charges + Packing& forwarding charges as quoted by the
Bidder.
ii) Excise duty/ taxes / Education Cess as applicable on finished goods as quoted by the
Bidder. Tax & duty set-offs as applicable will be considered during evaluation.
iii) Freight Charges inclusive of all taxes & duties as quoted by the Bidder
iv) Transit Insurance charges inclusive of all taxes &duties as quoted by the Bidder
v) ) Octroi, if any
b) In case of Foreign Bidder the evaluated landed price shall include the following:-
i) FOB Port of Shipment prices (Ex- works basic price + TPIA charges + Packing & forwarding
charges as quoted by the Bidder).
ii) Ocean/sea freight as quoted by the Bidder.
iii) Marine insurance charges as quoted by the Bidder.
iv) Port landing charges( should include port levies/ handling charges) and clearing charges
as quoted by bidder.
v) Import duties at prevailing rates in India as applicable on CIF value
vi) Inland Freight inclusive of all taxes & duties as quoted by the Bidder.
vii) Inland Transit Insurance Charges inclusive of all taxes & duties as quoted by the Bidder
viii) Loading on account of bank charges @ 0.5% of CIF prices.
ix) Octroi if any.
32.
Prior to the expiration of period of bid validity, the Owner will notify the successful
Bidder in writing or by e-mail, that his bid has been accepted. The Notification of Award will
constitute the formation of the Contract. Delivery Period shall be counted from the date of
notification of award (Letter/Fax/e-mail of Intent).
33.
Any efforts by a Bidder to influence the Owner/ in the Owner bid evaluation, bid
comparison or contract award decisions may result in the rejection of their bid.
34.
ISSUE OF CONTRACT/ PURCHASE ORDER: After the successful Bidder has been
notified that his bid has been accepted, the respective Oil Companies (Owners) will send to
such Bidder a detailed contract/Purchase Order/s incorporating all the terms and conditions
agreed between the parties. Within 15 days of receipt of the detailed Purchase Order, the
Bidder shall sign and return to the Owner the duplicate copy of the order as a token of their
Acknowledgement.
35.
Grievance Redressal Mechanism: Hindustan Petroleum Corporation Limited (HPCL)
has developed the Grievance Redressal Mechanism to deal with references/ grievances, if
any, that is received from bidders who participated / intends to participate in the
Corporation tender. The details of the same are available on our website
www.hindustanpetroleum.com
36.
VERIFICATION BY OWNER: All statements submitted by Bidder regarding experience,
manpower availability, equipment and machinery availability etc., are subject to verification
by the Owner either before placement of order or after placement of order. If any data
submitted by the Bidder at the bid stage is found to be incorrect, the offer is liable to be
rejected or the Contract/order is liable to be terminated.
37.
INDIAN BIDDERS: landed unit price method of calculation
BASIC PER Unit IN INR =A
TPIA charges per Unitin INR= B
Packing & Forwarding charges per Unit in INR =C
Excise duty Incl cess (in %) =D
Excise duty Incl cess in value =E= D x(A+B+C)
Central sales Tax in % without C form OR VAT % = F
Central sales Tax without C form OR VAT IN VALUE= G=
F x(A+B+C+E)
Inland Freight per Unit inclusive of any tax or duty in INR =
H
Inland Transit Insurance per Unitincl of any tax or duty in
INR = I
OCTROI if applicable = J = % OF OCTROI x (A+B+C+E
+G+H+I)
SET OFFs IF ANY= K
UNIT LANDED VALUE PERUnit=A+B+C+E+G+H+I+J-K
38.
FOREIGN BIDDERS: Landed unit price method of calculation
BASIC PER Unit IN YOUR CURRENCY =M
TPIA charges per Unit in your Currency = N
P&F and any other charges including FOB charges per
Unit in your Currency =O
FOB PRICE IN YOUR CURRENCY=P=M+N+O
Sea Freight per Unit in your Currency =Q
Marine Insurance per Unit in your Currency =R
CIF PRICE IN YOUR CURRENCY=S=P+Q+R
CIF PRICE IN INR =T = S x currency conversion rate on
date of price bid opening
ASSESSABLE VALUE IN INR= a= 101% of T
b = BASIC CUSTOM DUTY @ applicable RATE ON (a)
c =CVD @ applicable RATE ON (a+b)
d =EDU CESS @ applicable RATE ON (c)
e =SEC. HIGH ED. CESS @ applicableRATE ON (c)
f =CUSTOM ED. CESS @ applicable RATE ON (b+c+d+e)
g =CUST SEC. & HIGH ED. CESS @ applicable rate ON
(b+c+d+e)
h =ADDITIONAL DUTY @ applicable rate ON
(a+b+c+d+e+f+g)
TOTAL COST per Unit in inr= U= a +b+c+d+e+f+g+h
Port /landing charges per Unit in INR = V
CLEARING CHARGES per Unit in inr = W
BANK CHARGES @ 0.5% OF CIF in INR = X
Inland Freight per Unit inclusive of any tax or duty in INR =Y
Inland Transit Insurance per Unitincl of any tax or duty inINR = Z
OCTROI if applicable = J = % OF OCTROI * (U)
UNIT LANDED VALUE PER Unit in INR=(U-a+T)+V+W+X+Y+Z+J
BIDDER TO ACCEPT THE ABOVE
39.0 SEALING& MARKING OF BIDS
39.1
Bids shall be submitted separately in TWO PARTS in sealed envelopes superscribed with the
Bid Document number, bid due date and time, item and nature of bid as under:
Part - I (Envelope No. 1): Bid Security/EMD & Un-price bid
Part - II (Envelope No. 2): Priced Bid:
39.1.1 (Envelope No. 1): SECTION - I Bid Security/EMD
Bid security in accordance with tender document.
39.1.2 (Envelope No. 1) SECTION - II: Unpriced Bid:
39.1.2.1Information and documentary evidence establishing bidder’s claim for meeting qualification
criteria as stipulated in IFB. This section/envelope should necessarily contain all the required
back-up documents for Bid Qualification.
39.1.2.2UNPRICED BID complete with all technical and commercial details, covering letter and unpriced copy of price Schedule with prices substituted with ‘QUOTED’ or ‘NOT QUOTED’ or
‘NOT APPLICABLE’. Deviation sheet duly filled with deviations, if any, shall form part of unpriced bid.
39.1.3 (Envelope No. 2) SECTION - III: Priced Bid:
39.1.3.1PRICED BID WITH FULL PRICE DETAILS. The price bid shall contain prices only in the
prescribed price schedule formats, without any technical and commercial details. Technical
specifications or commercial terms given in unpriced schedule will only be evaluated and the
same will be binding on the Bidder. The bids shall be sealed and kept in a single envelope
with marking as Section - III / Envelope No. 2 : “Original’
The bidder shall quote the prices along with details of taxes, Cess, duties and other
levies in ‘PRICE SCHEDULE FORMAT’ of bid document ONLY. Prices quoted in any
other format shall not be considered for evaluation.
The Price bid shall be enclosed in the Envelope No. 2.
39.1.3.2The envelope containing ‘PRICE BID’ shall be kept in a larger envelope duly sealed
and pasted with enclosed CUT-OUT Slip and shall bear the name and address of the Bidder.
39.2
The envelopes containing Section -I, Section -II, Section –III of bid shall be enclosed in a
larger envelope duly sealed and pasted with the enclosed CUT-OUT Slip and shall bear the
name and address of the Bidder.
39.3
Bidder to note that if Bid Security (in the proforma attached with these documents) in
original and/or Bid document fee (if the Bid Document is downloaded) is kept in any other
envelope and not found in envelope no. 1, the offer of the bidder(s) will be REJECTED during
opening.
39.4
Bidder to note that prices are to be quoted in the Format provided in the price schedule
formats provided along with the tender without any conditions. Price bids submitted in any
other format and conditional price bids will be liable to be rejected. Price bids received in
open condition (not in sealed envelope) or kept in any other Section of the bid (i. e, Section I or II) will also be liable for rejection.
39.5
If the outer envelope is not sealed and not marked as required, then HPCL will assume no
responsibility for the Bid's misplacement or premature opening.
39.6
Bidders in their own interest shall ensure that they send their bid complete in all respects
well in time to reach the specified office within the specified bid due date and time. No
relaxation shall be given for delay due to any unforeseen event in submission of bid.
39.7
Central Public Sector Enterprises and Firms registered with NSIC are exempted from
submission of Bid Security. Central Public Sector Enterprises are requested to give a self
declaration on their letter head to this effect, which should be submitted in a sealed
envelope marked as Bid Security as mentioned in Cl no. 39.1.1 above.
39.8
Bidders registered with NSIC are also requested to submit self declaration on their letter
head to this effect along with a copy of their Valid Registration certificate, specifying limit of
volume and other details which should be submitted in a separate sealed envelope no. 1
marked as Bid security as mentioned in Cl no. 39.1.1 above.
39.9
Bid Security strictly in the proforma attached with these documents shall be submitted in
Original along with the Bid. Bids received without original bid security, shall not be opened
for evaluation.
39.10 Tender document complete in all respects must be submitted in the tender box provided at
the below mentioned address before due date and time
40.0 DOCUMENTS COMPRISING THE BIDS
40.1
The bid prepared by the Bidder shall comprise the following components:
40.1.1 ORIGINAL BID SECURITY (Section - I) :
Original Bid Security. - Bidders are advised to instruct their banks not to post Bid Security
directly to Owner as the same has to accompany with the bid.
40.1.2 UNPRICED BID (Section -II):
a)
b)
c)
d)
e)
f)
g)
h)
i)
Documentary evidence establishing Bidder’s claim for meeting qualification criteria
as stipulated in the Bid Document.
Notarized Audited Annual Report of previous three financial years.
Documentary evidence establishing Bidder’s eligibility to bid and that the offered
Goods conform to the Bid Document.
Price Schedule (with Price figures blanked) completed in accordance with the
requirements specified in the bid document.
Agreed Terms & Conditions duly filled-in.
Deviation Sheet, if any.
Declaration with the bid qualification criteria that bidder has not been banned or
delisted by any Government or quasi Government agencies or PSU's.
Any other information/details/documents/data required as per Bid Document.
Parent Company Guarantee, if applicable
40.1.3 PRICED BID (Section -III):
Bid Form and Price Schedule (Both given along with tender) duly filled in.
41.0 BID FORM & PRICE SCHEDULE
41.1
The bidders shall complete the Bid Form and appropriate Price schedule furnished of Bid
Document, indicating the required information for all quoted items.
42.0 FORMAT AND SIGNING OF BID
42.1
The Bidder shall prepare required number of copies of the bid, clearly marking each ‘Original
Bid’ and ‘Copy of Bid’ as appropriate. In the event of any discrepancy between them, the
‘Original Bid’ shall govern.
42.2
The original and all copies of the bid shall be typed or written in indelible ink and shall be
signed by the Bidder or a person or persons duly authorised to sign on behalf of the bidder
on all pages of the bid. Such authorisation shall be indicated by written Power of Attorney
accompanying the bid. The name and position held by each person signing must be typed or
printed below the signature. The person or persons signing the bid shall initial all pages of
the bid, except for unamended printed literature.
42.3
The complete bid shall be without alterations, interlineations or erasures, except as may be
necessary to correct errors made by the Bidder, in which case such corrections shall be
rewritten & initialled by the person or persons signing the bid.
42.4
All the pages of the priced bid shall be signed by the authorised signatory. In case all the
pages of the priced bids are not signed, the bid shall be rejected.
43.0 OPENING OF BIDS
43.1
Bids will be opened by Owner at HPCL, Mumbai, in the presence of bidders/bidders
authorized representatives (duly authorized by a competent person and having the letter of
authority ).
43.2
BID SECURITY (SECTION-I) AND UNPRICED BID (SECTION-II):
43.2.1 On the day and time of bid opening, Bid security (SECTION-I of Envelope 1) and Unpriced
Bid (SECTION-II of Envelope 1) shall be opened in presence of bidders.
43.2.2 The Bidder’s representatives, who are present, shall sign a register/attendance sheet
43.2.3 The Bidder(s) names, presence or absence of requisite bid security will be announced at the
opening.
43.2.4 Bidder (s), whose bids are not opened for any reason, including non receipt of original bid
security, will not be allowed to be present during bid opening.
43.3
PRICED BID OPENING (SECTION -III):
43.3.1 Only those bidders whose bids meet the qualification criteria and are
technically/commercially acceptable shall be called for opening of Priced bid (Envelope 2) at
a later date, informed in advance.
43.3.2 The Bidder’s representatives, who are present, shall sign a register/ attendance sheet
43.3.3 Bidder(s), whose bids are not opened for any reason, will not be allowed to be present
during bid opening.
44.0 EVALUATION OF BIDS
44.1
The Owner will examine the bids to determine whether they are complete, whether any
computational errors have been made, whether the documents have been properly signed
and whether the bids are generally in order.
44.2
The bids without requisite Bid Security and/or not in the prescribed proforma will not be
considered and bids of such bidder Bidder(s) shall be rejected.
44.3
Qualification of Bidder: The experience details and financial & technical capabilities of the
Bidder(s) shall be examined to determine whether the Bidder(s) meet the Bid Qualification
Criteria mentioned in the INVITATION FOR BIDS (IFB).
44.4
To assist in the examination, evaluation and comparison of Un-priced bids, the Owner/ may,
at its discretion, ask the Bidder clarifications on the bid. The request for such clarifications
and the response thereto shall be in writing.
44.5
Prior to the evaluation and comparison of the bid, the Owner will determine the substantial
responsiveness of each bid to the bidding documents. For the purpose of this Article, a
substantially responsive bid is one, which conforms to all the terms and conditions of the
bidding document without material deviations or reservations.A material deviation or
reservation is one which affects in any substantial way the scope, quality, or performance of the
works or which limits in any substantial way, inconsistent with the Bidding Document, the
HPCL’s rights or Bidder’s obligation under the Contract and retention of which deviation or
reservation would affect unfairly the competitive position of other bidders presenting
substantially responsive bids. The Owner’s determination of bid responsiveness is to be based
on the contents of the bid itself without recourse to the extrinsic evidence.
44.6
A bid determined as substantially non-responsive will be rejected by the Owner and shall not
subsequently be allowed by the Owner to be made responsive by the Bidder by correction of
the non-conformity.
Note :1)The Bid Shall be submitted in English Language Only
2)For any Document submitted in any language other than English , The translation copy in English
language shall be submitted.

HPCL-Tank Truck Locking System (HPCL-TTLS)

Transcription

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