GLOBAL TENDER Tender for Laboratory Information …€¦ · GLOBAL TENDER Tender for Laboratory Information Management System (LIMS) for BPCL Marketing QA Laboratories Tender Reference/CRFQ

BHARAT PETROLEUM CORPORATION LIMITED

Quality Assurance Laboratory, Sewree

‘A’ INSTALLATION, SEWREE FORT ROAD

SEWREE (E), MUMBAI - 400 015

GLOBAL TENDER

Tender for Laboratory Information Management System

(LIMS) for BPCL Marketing QA Laboratories

Tender Reference/CRFQ No.: 1000287311

System ID No.: 28559

Due Date: 18.09.2017 at 15.00 Hours IST

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Tender for Laboratory Information Management System (LIMS) for BPCL Marketing QA

Laboratories)

a) Bharat Petroleum Corporation Limited (BPCL) is a government of India undertaking engaged in the business of refining and marketing of petroleum products. BPCL has its existence across the length and breadth of India. Various business units (BUs) of BPCL include Refineries BU for refining petroleum products, Retail BU for retail sales of mainly petrol and diesel, LPG BU for sale of LPG for domestic and commercial usage, Lubes BU for production and marketing of lubricants, I&C BU for supply of various petroleum products to industrial customer viz. Furnace Oil, Naphtha etc., Aviation BU for catering to aviation industry, Gas BU for marketing natural gas.

Manufacturing locations of BPCL include two refineries - one at Mumbai another at Kochi, four Lubes blending plants located at Loni, Budge Budge, Wadilube and Tondiarpet.

BPCL has 25 Marketing QA Laboratories and 22 Mobile Laboratories catering to the requirement of various Strategic Business Units of BPCL (Retail, Lubes, I&C, Aviation), R&D, External Customers, Government agencies etc. The Quality Assurance process is broadly the same across Marketing QA Labs and Mobile Labs, it is proposed to standardize the Laboratory Information Management System (LIMS) across BPCL Marketing Quality Assurance Labs ( QA) and Mobile Labs.

b) The objective of this tender is that BPCL Marketing (Lubes) is looking for a LIMS Software Solution for enterprise wide deployment that matches global standards and ensures Security, Integrity and Reliability of data. The solution should automate the workflow of these Quality Assurance Laboratories, provide a central repository for Quality data, a unified view to the senior management, access to real-time Laboratory Information from process chain and auxiliary services and also have the capability to integrate seamlessly with the process applications and ERP system. Standardization on a LIMS solution and harmonization of processes is expected to bring in several key operational benefits.

c) The Scope of work which includes Requirements Study, Preparation and Submission of FDS (Functional Design Specification), Data Migration, Solution Installation, Configuration, Testing, Training, Rollout, Annual Maintenance contract etc

d) The mode of delivery of services shall be on site covering all the 25 BPCL Marketing Quality Assurance Laboratories, 22 Mobile labs, SAP-LIMS integration, registration of samples across BPCL within the location and from Outside.

e) BID SECURITY: Bidders shall have to submit an Earnest Money Deposit (EMD) of Rs. 1 lakh. Pl. refer clause 8 of Instructions to Bidders (Annexure V) for more details.

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f) INTEGRITY PACT (IP): IP is a pact between BPCL (as a purchaser) on one hand and the bidder on the other hand stating that the two parties are committed to each other in regard to ensuring transparency and fair dealings in this procurement activity. Bidders shall have to essentially sign this pact, for participating in this tender, as per the pro-forma given at (Annexure - IV). The salient features of this program are:

a. Pro-forma of Integrity Pact shall be returned by the bidder/s along with the bid documents, duly signed by the same signatory who is authorized to sign the bid documents. All the pages of the Integrity Pact shall be duly signed. Bidder’s failure to return the IP Document duly signed along with the bid documents shall result in the bid not being considered for further evaluation.

b. If the bidder has been disqualified from the tender process prior to the award of the contract in accordance with the provisions of the Integrity Pact, BPCL shall be entitled to demand and recover from the bidder Liquidated damages amount by forfeiting the EMD/Bid security as per provisions of the Integrity Pact.

c. If the contract has been terminated according to the provisions of the Integrity Pact, or if BPCL is entitled to terminate the contract according to the provisions of the Integrity Pact, BPCL shall be entitled to demand and recover from the contractor, Liquidated Damages amount by forfeiting the Security Deposit/ Performance Bank Guarantee/ Supply and Performance Guarantee as per provisions of the Integrity Pact.

d. Bidders may raise disputes/ complaints, if any, with the nominated Independent External Monitor whose name/ address/ contact numbers are as given below:

g) STRUCTURE OF THE TENDER: It is a Three-PART-BID E-Tender, having Pre-Qualification Criteria, Techno-Commercial Bid and Price Bid. Please visit the website https://bpcleproc.in for online participating in this tender and submitting bid. The E-Tender consists of the following annexures. Bidders have to carefully study the same for easy participation:

Bid Qualification Criteria( Annexure I) Terms of Reference (Annexure - II) Contract Terms & Conditions (Annexure - III) Performa of Integrity Pact (Annexure - IV) Instructions to Bidders (Annexure - V) Credential Bid Form (Annexure - VI) Performa of the Price Bid (Annexure - VII)

h) PRE-BID MEETING: A pre-bid meeting has been scheduled on 4th Sept. 2017 at 11:00 am at the

following address:

Bharat Petroleum Corporation Limited, IS Conference Room, CPO Building, 1st Floor, Sewree Fort Road ,‘A’ Installation, Sewree Fort Road, Sewree, Mumbai-400015

Parties desiring to attend the pre-bid meeting are requested to send a prior intimation to the undersigned.

1. Name of IEM and E-Mail Id Shri Brahm Dutt; [email protected]

To be contacted for:

COMPLAINTS ONLY

2. IEM’s Address 1/8 Safdarjung Enclave, New Delhi - 110 029.

3. IEM’s Mobile Number 09871920282

https://bpcleproc.in/

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All your queries regarding pre bid meeting of this tender need to be submitted two days prior to Pre Bid Meeting to email ids mentioned in the tender. No further queries/clarifications on this tender would be entertained after pre‐bid meeting.

Note : Vendors to bring out modifications, required if any, in the Price Bid Format during Pre-Bid Meeting. This would enable to propose Revised Price Bid Format, if required).

i) BID SUBMISSION: The Bidders are requested to refer Annexure - IV for Bidding Process for E-Tender and may also consult our service provider M/s. E-Procurement Technologies Ltd. (ETL). Bidders have to necessarily log on to our site https://bpcleproc.in and search for the Tender/ System Id (given on Page-1) for participation and submitting the E-Bid.

j) LAST DATE FOR BID SUBMISSION: Your bid should be submitted online on or before the due date and time.. Bids/ Offers shall not be permitted in E-Tender System after the tender due date/ time. Hence, no bid can be submitted after the due date and time of submission has elapsed. Vendors are advised in their own interest to ensure that their bids are submitted in E-Procurement System well before the closing date and time of bid submission. No manual bids/ offers along with electronic bids/ offers shall be permitted. Bids not in the prescribed format, are liable to be rejected. DIGITAL SIGNATURE: The tender documents along with Annexure thereto and Price Bids shall be required to be digitally signed with a Class II B or above digital signature by the authorized signatory. The authorized signatory shall be: a) Proprietor in case of proprietary concern. b) Authorized partner in case of partnership firm. c) Director, in case of a Limited Company, duly authorized by its Board of Directors to sign.

If for any reason, the proprietor or the authorized partner or director as the case may be, are unable to digitally sign the document, the said document should be digitally signed by the constituted attorney having full authority to sign the tender document and a scanned copy of such authority letter and also the power of attorney (duly signed in the presence of a Notary public) should be uploaded with the tender. Online submission of the tender under the Digital Signature of the authorized signatory shall be considered as token of having read, understood and totally accepted all the terms and conditions of this tender.

k) Vendors, on the Black/Holiday List of BPCL / MoP&NG / Oil PSE shall not be considered. BPCL

reserves the right to accept or reject any or all the Offers at their sole discretion without assigning any reason whatsoever. BPCL’s decision on any matter shall be Final & any vendor shall not enter into correspondence with BPCL unless asked for. BPCL may call for additional documents if required. BPCL would also consider information already available with them regarding Vendor’s credentials.


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l) SUPPORT DESK: In case of any clarification pertaining to E-Procurement Process, the vendor may

contact ETL on Contact Numbers and E-Mail Ids, as appended below.

All India : +91 79 4001 6868 [email protected]

CPO(M) Office : Satyanarayan Behera (90040 14223) [email protected] : Shyam Kale (77158 14897) [email protected]

A ) Tender queries: Any working day between Mr. S.B. Rane of BPCL at contact no. +9122‐24176219 followed with an email to ID [email protected] OR Mr. Himanshu Shah of BPCL at contact no. +9122‐24176199 followed with an email to ID [email protected]

B ) Technical queries:

Please feel free to contact us on any working day between 10:00 am to 4:00 pm: Business Information Manager Lubes (HQ) :

: +912222713697; ([email protected]) OR

Chief Manager QA(WR) : +912224176386; ([email protected]) At OFFICE ADDRESS: BPCL, Sewree Quality Assurance Laboratory , ‘A’ Installation, Sewree-Fort Road, Sewree (E), Mumbai - 400 015

Thanking you, Yours faithfully, For Bharat Petroleum Corporation Ltd. Dy General Manager IS (P&C)

mailto:[email protected]





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INDEX

Sl no. Page No.

1 Bid-Qualification Criteria (documents required) 6-8

2 Terms of Reference 9

3 Technical Specifications 9-38

4 Execution Timelines 39

5 Service Level Agreement (SLA) 40-51

6 IT Specifications 51-56

7 Implementation Services 56-62

8 Documentation and Deliverables 60

9 Annual Maintenance Contract 61

10 Instrument Integration Services at BPCL 61

11 Mobile Application 62

12 Contracts Terms and Conditions 63-79

13 Payment Terms 68-70

14 Contract Period 71

15 Penalty Clause 71

16 Arbitration 74

17 Order Evaluation 75

18 Holiday Listing 76-79

19 Integrity Pact Annexure IV 80-84

20 Instructions to Bidders Annexure V 85-90

21 Earnest Money Deposit (EMD) 86

22 Credential Bid Form Annexure VI 91

23 Proof of Concept Annexure VII 92

24 Proforma Price Bid Annexure VIII 93-96

25 Price Variation , Liquidated Damages/ Price Reduction Schedule 97

26 Non-Disclosure Agreement Annex IX 98-102

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ANNEXURE – I

BID- QUALIFICATION CRITERIA

Details of the established vendor requirement

1. In case, Bidder is a Group Company, then credential of Parent/Group companies shall be

considered to establish the Bid qualification criteria. Group companies can either be Parent

company, Direct subsidiaries & Indirect subsidiaries:

i) Group Company - Parent Company and Direct Subsidiaries

If the Parent Company directly holds 51% or more of the equity share capital in their

subsidiary companies, then such subsidiary companies are called direct subsidiaries and

shall be considered as part of group companies.

Documents Required:

i) The bidder has to submit scan of the original signed certificate duly signed by the

authorised signatory of the Proprietor.

OR

ii) Group Company - Parent Company and Indirect Subsidiaries

If 100% subsidiary of the Parent Company holds 100 % of the equity share capital in their

subsidiary companies (including 100 % subsidiary companies of 100% subsidiary companies),

then such subsidiary companies are called indirect subsidiaries and shall be considered as

part of group companies.

2. 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, completion of the work in all respects and as per

the warranties/ guarantees that may have been given, then 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 BPCL. 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 the completion of the work etc.

Documents Required:

A) The bidder has to submit scan of the original signed certificate duly signed by the


3. Technical Criteria for the Bid Qualification. a) The LIMS solution offered shall be the Proprietary software of the bidder.

Documents Required:

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A) The bidder has to submit scan of the original signed certificate duly signed by the


b) In case a bidder not doing Business within India, it shall furnish the undertaking that the

Bidder is or will be represented by an agent in India, equipped and able to carry out the

required job of LIMS implementation.

Documents Required:

A) Undertaking from the authorized signatory of the company

c) The Vendor should be ISO Certified for Design, development and Post implementation

support service of LIMS Solution should be a part of valid scope of ISO quality system with the

certificate. The copy of the certificate shall be provided. Bidders are to note that ISO

certificate for the entire organization for other product manufacturing or services shall not

be acceptable.

Documents Required:

A) Scan of ISO Certificate

d) The vendor must not sub-contract any of the activities as provided in the ‘scope of work’ in

this tender document.

Documents Required:

A) Vendor Declaration that there will be no subcontracting of any activity as provided in

Scope of work

e) Vendor declaration on the Letter Head stating that interface has been developed for the

minimum five locations. Relevant documents of their proven track records and satisfactory

performance by giving detailed reference (email address/contact details) of end users where

LIMS was implemented.

Document required:

Vendor declaration on the Letter Head stating that interface has been developed for the

minimum five locations. Relevant documents of their proven track records and satisfactory

performance by giving detailed reference (email address/contact details) of end users where

LIMS was implemented in the following format.

f) In case of foreign LIMS solution provider, a certificate from the proprietor that the Bidder is

the Authorised agent/ distributor of the foreign proprietary software.

Document required:

Customer Name

Year of Execution

Industry Value of Purchase Order

No of Quality Laboratories connected

In use

Currently

Yes/No

Present Version

Customer Reference

Contact Details

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Certificate from the proprietor that the Bidder is the Authorised agent/ distributor of the

Foreign proprietary software

4. SUPPLY CAPACITY a) Bidder, during past (Seven Years), to be counted prior to bid due date, should have

successfully executed Enterprise LIMS solutions using this proprietary software for atleast

two customers in Petroleum Refineries/Petrochemical Industries.

b) The bidder should have executed and successfully completed Enterprise LIMS Solutions in Petroleum Refineries/Petrochemical Industries during the past seven years continuation of the support to the customer as on date reckoned from the tender due date the following:

- At least one job of value not less than Rs.240 Lakhs OR - At least two jobs of value not less than Rs.150 Lakhs each OR

- At least three jobs of value not less than Rs.125 Lakhs each DOCUMENTS REQUIRED

A) Purchase orders copies OR Job Completion certificate for past sales service, client

references to prove the Supply capacity Criteria specified above for Point under clause

a & b.

B) The Certificate (in English) from a practicing Chartered accountant (or) from BPCL

approved TPIAs (LRIS/SGS/GLISPL/IRS/DNV/EIL/Tata Projects/PDIL/UL/RITES

Ltd/ITSIPL/MECON/ICSPL/ICS/Bureau Veritas), listing the documents checked/verified

for Established software Vendor, Proven Track Record.

5. FINANCIAL CAPACITY

a. ANNUAL FINANCIAL TURNOVER: The Average Annual Financial Turnover of the

Bidder for the last three Financial years up to 2016-17 shall not be less than Rs

100 Lakhs, as per the Audited Financial Statements (including Balance sheet and

Profit and Loss Account), prior to the due date of bid submission.

AND b. The Bidders net worth in the last Financial year (2016 -17) should be positive.

The Net worth is defined as SHARE CAPITAL PLUS RESERVE & SURPLUS.

Documents required:

a. Audited Profit & Loss Statement and Balance sheet for the immediately preceding

three financial years. Further, for Bidders who have not finalized their Books of

Accounts for the financial year 2016-17, evaluation of this criteria would be done

for the last financial years for which Books of Accounts has been finalized.

b. Certificate from CA that the Bidders net worth in the last Financial year ( 2016-17)

was positive

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TERMS OF REFERENCE Annexure II

I. TECHNICAL SPECIFICATION

A. SCOPE OF WORK FOR MARKETING LIMS IMPLEMENTATION:

Summary for registration of samples: LIMS solution should have provision to register samples of Petroleum Products Motor Gasoline/Superior Kerosene Oil/High Speed Diesel/Aviation Turbine Fuel/Fuel Oil/Light Diesel Oil/Lubricants. Within BPCL locations and also from outside BPCL locations. The samples are registered under various categories scheduled samples, unscheduled samples, MDG, Control Order, ATF, Quality Monitoring, TL Samples, Millipore Test, Lubes samples, I&C Samples, Refinery samples, CRDC samples etc. The detailed requirement as per each of the category while registering the samples under each category is given below. The module for registration should have capability of picking up master data from SAP to LIMS. The LIMS Module should be such that which can be configured with minimum customization and meeting the BPCL requirements. Micro level requirement

Software should be able to register the samples based on

a. Type of Product ( Motor Gasoline, Superior Kerosene, High Speed Diesel etc.,)

b. Type of sample (Scheduled samples, Unscheduled samples, MDG, Control Order, Quality

Monitoring, Retail outlet sample (RO sample), Tank lorry sample (TL sample), Supply

location(SL sample),Lubes samples, I&C samples, Refinery Samples, CRDC samples, etc.,) c. Source of sample (within BPCL locations and Outside)

d. No need to put password every time once the user login the LIMS system till next log in.

Sample Registration Input (Scheduled Sample) Screen 1. Select location code. The tanks pertaining to the location should only appear.

2. Test category (Drop down as per the list)

3. Date of sampling(Calendar to appear)

4. Source of Sample : Tank/TLF dropdown selection (for Branded Fuel/Bio Fuel)

5. Density (Observed) Kg/m3

6. Qty. represented (in Kl)

7. Originating Source of product(only in case of MTM)

8. Uploading test report of originating source

9. Observed Flash Point (For MTM where applicable)

10. Seal Number (Wooden Box)

11. Seal Number (Aluminium Container)

12. SMS should be provided to registering authority and In charges on registration

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Sample Registration Input(Unscheduled Sample) Screen Batch Formation 1. Select location code. The tanks pertaining to the location should only appear.


3. Other applicable fields shall automatically appear


5. Source of Sample: Tank No. from drop down. The product to automatically populate from

master.

6. Density (Observed)-UMLTB as applicable. Not applicable to be selected from tick option

for the layer which is N/A


8. Batch Number

9. Originating Source of product


11. Seal Number (Wooden Box) : as per the no. of samples Provision for entering Alpha

Numeric

12. Seal Number (Aluminum Container): : as per the no. of samples

Other categories of Samples (T/L Sample, PD Sample, T/W Sample, Line Sample, TLF Sample, Additive Sample, QC Check, Slop/Interface): (Screen) 1. Select location code.


3. Other applicable fields shall automatically appear


5. Source of Sample: T/L No, T/W No, Tanker Name, Compartment No etc.

6. Select product from drop down.

7. Density (Observed) - as applicable. Not applicable to be selected from tick option for the

layer which is N/A


9. Originating Source of product


11. Seal Number (Wooden Box) : as per the no. of samples

12. Seal Number (Aluminum Container): : as per the no. of samples

Sample Registration in MDG SAMPLES, Quality Monitoring Sample Registration Input (MDG/CO) 1. Enter Retail Outlet. Name/Customer Code/Sales area group, Territory, District, State,

Invoice Details to pick up from the repository of SAP Masters. Once the invoice number is

entered, it should automatically fill in TL number and Supply location details via density,

tank no.etc.

2. System should easily identify user name, SBU, region, Territory and Plant with user LOGIN

id

3. Enter RO Tank/DU manually

4. Date of sampling RO(Calendar to appear)

5. Select the product from search option of master

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6. Density (Observed)/ALR/Morning/BLR

7. Seal Number (Wooden Box) : Provision for incorporating both seal numbers must be there

for MS

8. Seal Number (Aluminum Container) :Provision for incorporating both seal numbers must

be there for MS

9. Sampled by

10. Reason for sampling/ Comments

11. Select applicable of samples (SL1/SL2/TL1/TL2/RO) using tick option. Reason to be

provided for non-availability of any sample RO,TL1,TL2,SL1, SL2 should also has a

provision for inclusion in the registration

12. “SAVE” option during new registration as many times due to connectivity registration is

not done in one attempt.

13. “ View” and “EDIT” option for registered LIMS ID

14. In case of correction there should be option to LAB to send back the LIMS ID for correction

15. AUTO generated mail should go to Registering user,/TM after results are updated in

printable format with digital signature (PDF) which can be handed over to dealer.

16. Search option filter by : CC number/Plant code/Territory code wise

17. Input Entry option for two tank lorry sample

18. There is an option to download the file & upload it after keying in the data,

19. ‘Save draft’ option in the LIMS.

20. To be integrated to pick up the – Supply Point name/location code, Territory code, RO

code, State & Region by just keying in the invoice no.,

21. Checks & balances if prevent wrong keying in of density. For e.g. If the range of density

keyed in is beyond specification, system should throw a warning message. Once all details

of a particular sample is entered in system and submitted, system can ask for either of 2

options."Sample registration at same RO (A)" OR "Sample Registration for a different RO

(B)" .If (A) is selected, system will retain data input for Steps 1 to 6 and allow next sample

to be registered. If (B) is selected, system will retain data input for Steps 1 to 5 and allow

selection of a different retail outlet (RO) in Sample detail entry, Supply location details

can be picked up from Depot master details. This is optional. Not a compelling need once

lab-in-charge checks sample registered and results are confirmed in system, an email can

be auto-generated and sent to the Officer who registered sample, with test report as a

pdf attachment.

22. One single shot Updation for all products in one RO – Currently, separate registration to

be done for each product, each sample

23. Territory data, SL data, Test reports receiver etc. need to be captured automatically

based on RO CC number

TL sample registration Details 1. Enter the relevant invoice no.

2. TL No, Invoice Density, Invoice Date shall be sourced from SAP. All the populated details

from SAP shall be editable.

3. TL receipt density

4. TL sampling date


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6. Seal Number (Aluminum Container)

Supply Location (SL) sample registration Details Supply location sample details to be captured automatically based on invoice number SL name, SL Tank, Product Name, Batch No/Sample no. shall be pulled from SAP through invoice no.

1. SL density

2. SL sampling date


4. Seal Number (Aluminum Container)

ALL Types of sample registration Sample Label to be generated in formats which will be given

by BPCL to the Vendor with Name of the RO not to be visible in case of MDG/PFS/CCL/CSL

types of samples.

Lube sample registration Details 1. Select RO code.

2. Territory, District, State ,Report Issued to and other applicable fields pertaining to RO shall

be automatically populated from master

3. Enter Package Qty, Batch No.

4. Date of sampling RO(Calendar to appear)

5. Select the product from search option of master

6. Seal Number (Wooden Box if applicable)

7. Seal Number (Aluminum Container if applicable)

8. Sampled by

9. Reason for sampling/ Comments.

10. Reports on NMSM samples if OK for recertification, fresh Batch Numbers the date to be

reflected

11. All Grades of Lubricants to be updated from SAP.

12. Customer Names to be captured from SAP.

ATF Sample Registration 1. Product - Drop down AVIATION TURBINE, KEROSENE TYPE FUEL JET A-1, ATF-Millipore ,

WD capsule 2. Sample type- drop down ( Test B, Test C, Test D, Microbiological test) 3. Testing Laboratory- Drop down 4. Test report issued to : Drop down -I/c (Location Name) 5. Supply location - Drop Down 6. Tank numbers individual location drop down 7. Tank cleaning date - to enter - calendar dropdown 8. Batch no. - Manual entry by the location in correct format. 9. Type of sample - (Bottom/composite/others) if others - pop shall appear for entering the

type of sample 10. Sample drawn by - alphabetical field 11. Date of sampling - to enter - calendar dropdown along with sampling time

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12. Stock represented (KL) : Manual entry 13. Reason for testing : Manual entry 14. Wooden box seal no. : Manual entry (alphanumeric field) 15. Aluminum box seal no. : Manual entry (Alphanumeric field) 16. Sample id of Location : Manual entry 17. Density at 15oC (Kg/m3) at location : Manual entry 18. Comments if any : Manual entry 19. Review and Submit Millipore of ATF 1. Product name : Millipore of ATF 2. AFS Name - Drop down 3. Test report issued to : Station Manager (Location Name) 4. Testing laboratory - Drop down 5. Fueller/Dispenser/Filter no. : Manual entry 6. Date of Millipore test - Calendar 7. Reason for test - Drop down Routine/VVIP/Repeat/others (pop up for others) 8. Type/No. of filter elements : Manual entry 9. Location of Millipore facility : Manual entry 10. PD at max.flow rate(PSI/LPM) : Manual entry 11. Filter elements change date : Calendar 12. Throughput since FEC (Kl) : Manual entry 13. Flow rate ( LPM ) : Manual entry 14. Hose end pressure ( psi ) : Manual entry 15. Sample size ( exact 5 lts) : Manual entry 16. Sampling time (2 to 12 minutes) : Manual entry 17. Millipore monitor No.: Manual entry 18. Name of QCS : Manual entry 19. Review & Submit Water Detection Capsule samples Sample registration 1. Source of sample : Drop down customer code/ aviation code 2. Manufacturer’s name : drop down (vendor) 3. Batch number : Manual entry 4. Quantity represented : ---No. of bottles 5. Date of manufacturing - calendar drop down 6. Date of expiry - Calendar drop down 7. Type of batch - Dropdown (Fresh/infuse) 8. Reason for testing - drop down (revalidation / evaluation of fresh batch/others (pop up

for manual entry) 9. Sample drawn by : Manual entry 10. Date of sampling - calendar drop down 11. Review and submit Third Party testing samples registration 1. Product - drop down 2. Customer name - drop down & search

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3. Test report issued to : Manual entry 4. Sample drawn by : Manual entry 5. Date of sampling : Calendar 6. Source of sample - write down the source whether from TL, Barrel, DU/Nozzle 7. Supply Location - Manual entry 8. Tank no - Manual entry 9. Batch no. - Manual entry 10. Density observed by the customer- optional field, Manual entry 11. Wooden box seal number- optional, Manual entry 12. Aluminum seal number - optional, Manual entry 13. Total no. of containers sent: Manual entry 14. Approved by SBU- drop down of SBU's 15. Payment terms - drop down of DD/NEFT/RTGS/Centralized/Cash 16. Review and submit I & C samples registration 1. Product - drop down 2. Customer name - Drop down and selection thru customer code which is available in SAP,

if customer code does not exists then put others 3. Nature of complaint: drop down ( water/sediment/sludge/others) for others pop up for

manual entry 4. Test report issued to : Manual entry 5. Sample drawn by : Manual entry 6. Date of sampling : Calendar 7. Source of sample - write down the source whether from TL, Barrel, DU/Nozzle 8. Supply location - optional 9. Tank no. - optional 10. Supply location density - optional 11. Density observed by the customer (kg/m3) : optional 12. wooden box seal number : Optional 13. Aluminum box seal no. : Optional 14. Comments if any 15. Review and submit : CRDC samples registration 1. Product- write down 2. Type of sample - write down 3. sample drawn by : Manual entry 4. Date of sampling : calendar 5. Tests to be carried out - write down 6. Comments if any : 7. Submit Refinery samples registration 1. Product Name : Drop down from master 2. Test report issued to : Manual entry

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3. Type of sample - write down 4. Tank no : drop down 5. Batch no. : Manual entry 6. Batch density (kg/m3) : Manual entry 7. Date of sampling : calendar 8. Sampled by : Manual entry 9. Location : drop down 10. Comments if any : 11. Submit

Schedule Samples of Retail Operations registration

1. MTM

2. Sophie

3. SKO Flash Point

4. Daily TLF SKO

5. Branded Fuel/Bio Fuel

Unscheduled Samples of Retail Operations registration 1. Batch Formation

2. T/L Sample

3. PD Sample

4. Tanker Tank Sample (after loading)

5. T/W Sample

6. Line Sample

7. TLF Sample

8. Additive Sample

9. QC Check

10. Slop/Interface

Retail Sales samples registration

1. RO nozzle sample (MDG/CO/Quality Assessment)

2. Lube Sample

3. Retention Sample Testing (Territory/Dealer)

Provision to be made for BARCODE/QR CODE Sample Registration

Matrix form of entry sheet required. For example 10 Monthly Tank Monitoring samples

are there all the results could be entered on an excel sheet and submit the same with a

single click.

SMS should be provided to registering authority and in charges on registration.

Summary of sample acceptance in LIMS

The LIMS Module should be such that the samples are accepted very easily. The module

should be such that it can be configured with minimum customization meeting the BPCL

requirements.

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Micro level requirement

Sample Acceptance/Reject Samples/Hold for Incorrect Data

Acceptance of samples based on Unique ID/ Barcode/ QR Code for all types of samples (

Batch, Marketing Discipline Guideline , Aviation, Monthly TM, Pre-discharge, Customer

Complaint, Customer Service, Third Party Samples)

Sample acceptance page shall display based on the sample category wise/ LIMS ID

wise/date of registration/ user wise/territory wise/depot wise registered samples

(minimum two filters at a time). (multi-level selection required)

Global acceptance: The sequentially generated number on the sample is

entered/searched in the acceptance page for details and acceptance in the system. In

case of wrong acceptance the concerned lab shall have the provision to view the accepted

samples lab wise/territory wise/ date wise/ and to revert the samples.

Provision to capture the date of physical receipt of sample in the laboratory

Sample receipt in LIMS shall trigger an email to the user based on the option selected

during sample login. Discrepancy of samples on Hold/Rejected with a remark shall be

informed automatically thru email to the user.

Sample received /on hold/ rejected data for a defined period : date wise/ category wise/

product wise/depot wise/ territory wise ( multi-level field selection)

Sample status tab which displays ‘accepted, on hold, rejected, under testing, report

released ‘to the user as well as the Laboratory for defined period LIMS ID wise/date

wise/category wise/product wise. Multi-level field selection.

Sample acceptance details like, registered on (date & time), accepted on (date & time),

accepted by, allotted on (date & time), and tested by. Multi-level field selection .Shall

permit the 3,5 TIER SAMPLE ACCEPTANCE

Summary of sample allotment in LIMS

The LIMS Module should be such that the samples are allotted very easily. The module


requirements.

Micro level requirement.

Details required for Sample allotment is as under :- Sample allotment

Sample allotment page ( LIMS ID wise/Category wise / accepted date wise/registered date

wise/ product wise/depot wise/territory wise) multi-level field selection. List of accepted

samples to be allotted to appear in the display page based on the date of acceptance.

Provision for Individual sample/ test allotment, Bulk sample Allotment, to the

analyst/officer (allotment to more than one analyst at a time).

Selection of Test method along with test for allocation

Selected Test method with UOM shall be visible to whom the test being allotted under

the respective LIMS ID of the sample.

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Entry of test results along with equipment used for testing ( equipment id – selection from

popup menu)

Modification of sample allotment and test allotments. Individual samples and multiple

modifications of allotments.

MDG samples accepted after 10 days of sampling date shall generate a mail to regional

Manager ( also all such samples shall appear under one tab)

MDG samples registered and not accepted after 10 days of sampling shall generate a mail

to the concerned person who has registered the samples.

Accepted samples not tested within 10 days of acceptance shall generate a mail to

regional Manager ( also all such samples shall appear under one tab)

Samples put on hold, after 5 days, shall generate a mail to concerned person (registered

person).

Summary of sample test results entry in LIMS/Audit Trail

The LIMS Module should be such that the test results are entered very easily either by

entry in LIMS or by directly from Instrument to LIMS using an Interface. The module


requirements.

Micro level requirements of Test Results entry in LIMS

Details for test results entry are as under:-

All the test results on a single page for that particular sample ID with individual submission

and multiple test results submission.

Test result entry along with equipment used for testing ( Equipment id to be selected from

drop down menu)

In case of 3 tier sample/5 Tier sample test results to be posted in a single screen.

Before submission the test results of 3 tier/5 tier to be viewed in single screen, with an

auto prompt on the correctness before final submission.

In case of MDG/Customer Complaint samples comparison of sample test results with

permissible limits and high lighting tests which are outside the limits before final

submission.

The permissible limits will be shared for Updation in the master.

In case of tests like Naphthalene, acidity, Existent Gum, CCI, VI, Ash Content, gross and

net calorific value, formula shall be in place( in back end) and observed data will be

entered to reflect final test result based on the calculation in the raw data and in the final

test report.

Raw data print/View for a defined period based on the user wise , test wise, ID wise,

(multi-level field selection)

Audit Trials of the raw data entry.

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Summary of approval of test results:- The LIMS module should be such that all the test results of a given sample is approved in One goes. It should also have provision of approving test results individually. The module Should be such that it can be configured with minimum customization meeting BPCL Requirement.

Microlevel requirements for Approval of Results Details for Approvals are as under :-

Matrix result approval should be enabled instead of each results approval

The single test approval only to facilitate re-check or re-test. Multi- tests selection to

approve sample-wise reports. No provision for partial approval of samples (except for re-

check and retest)

Test results preview in the test report format, raw data preview for all the tests, all tests

completion status (sample status preview).

The test report shall not be released if any one of the tests is pending for approval / under

testing. The sample ID shall not disappear from approval list unless all the selected tests

are approved.

Rechecking the test results individually, collectively to the same user or different user.

Passing Comments automatically after approval.

MDG Failing tests results to be approved by the lab officer and escalated to the first level

of approval (Regional Manager). Where required the regional manager escalates to the

next level (HQ). The lab officer shall release the final report after incorporating comments

from RM/HQ.

Provision for single page approval (sample wise, not test wise. Provision for re-check and

re-test at every level) Final report

Summary of Final Test report:- The LIMS module should be such that the final test report has all test results in a single Page. The module should be such that it can be configured with minimum customization Meeting BPCL requirement. Microlevel requirement of Final Test report.

The details of the final test report should for 3 Tier/5 tier/Batch Test report/ ATF test report/

Quality Monitoring report.

Summary of Statistics requirement of QC Samples

The LIMS module should such that Statistical data, Trend analysis, samples tested lab wise, region wise, location wise, no of samples under testing, working status etc are made available. The module should be such that it can be configured with minimum customization meeting BPCL requirement.

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Microlevel requirement of Statistical requirement

Statistics for the QC samples, Trend analysis ( test results for a selection against MU)

graphical / data

Location tanks against a particular test parameter (data / graphical) No of samples Tested

all categories, cumulative no. of samples tested all categories against Month.

Format for entering the no. of trainings, HSSE Audit, Customer Visits etc in the format to

update and appear in the monthly highlights.

For all reports minimum two filters required for a given period to generate report ( month

wise, sample type wise, product wise, territory wise, LIMS ID wise)

No. of samples under testing , No of tests remaining for testing, No. of off spec samples

(in case of MDG 3 tier and 5 tier samples also required) ( depot wise, territory wise,

sample category wise)

Work Status with testing personnel ( no of samples remaining per person, no of tests

remaining per person)

All the details like ALR, Invoice density etc to be automatically captured in the test report.

Reports can be modified if that is not being communicated to the end customer(May be

12 hours)

Provision of recalling erroneous report and issue of amended report with link to earlier report

Sub filters should be provided like period of reports and product. It will help easy

consolidation

Reports/ sample Status Tracking

View sample status at various stages

Take a print of the covering letter for all samples registered (with details of Sample regd.

ID, Territory/Location, Product etc.)

Auto generated mail/SMS in case of HOLD/Reject/Repeat Sample

Auto generated pdf Reports through mail

Latest reports of the RO to get populated in the report screen with RO code at first column

& date of sampling in the second. Other dynamic multilevel fields (Date range, product,

tank no.) for view can be selected by viewer as per his requirement

Territory wise % RO sampling analysis as per MDG

Region/District/State/Territory wise RO sampling analysis

RO/Territory/Region/All India wise test parameter trend analysis over a period

Retention sample report to get connected with initial RO sample report, TL & SL reports

Latest reports of the location to get populated in the report screen with tank No. at first

column & date of sampling in the second. Other dynamic multilevel fields (Date range,

product, tank no.) for view can be selected by viewer as per his requirement

Location/Region/All India wise test parameter trend analysis over a period

Batch formation report (in case of layering) in one report only

Search option thru “Product / Material name” which is readily / easily known. . A “running ID NUMBER” for every Batch formation sample, Product wise and once the Batch formation report is generated by the LAB, an auto e mail can go to all the registered LIMS users for that PLANT & PRODUCT

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For this a minor tweaking of the software can be MADE wherein an USER can be registered for a PLANT with SPECIFIC PRODUCT / PRODUCTS combination, so that only for those product reports for which he / she is registered the E-MAIL with the test report ID will be auto generated and sent. By this when the USER wants to take a test report copy it is easy to search with the RUNNING ID number and get the report instantaneously.

Summary of Statistics requirement of Laboratory Master

The LIMS module should such that master documents can be stored in it either by entry in the module and by taking from SAP to LIMS. The Master updation has to be done by the bidder. The LIMS Module for Laboratory Masters should be such that it can configured with minimum customization.

Micro Level requirement of Laboratory Masters. Specification

Test methods

Test parameters with and without specification

MANUALS

HQ CIRCULARS

Test report template : As per type of : 50 numbers

Number of template other than test reports : 50 numbers

Product code shall get captured from SAP

Indian Standard (IS) specifications of all the products & its variants shall be mapped in

master data including test parameters/ methods / limits.

National Accreditation Board for testing and Laboratories( NABL) Scope of each lab to be

integrated in masters to identify the accredited and non accredited tests in test report

NABL logo selection option to be provided

Sample type & related tests shall be frozen on one time basis as per the standard

requirement like IQCM, MDG, CO. Option to be provided for any additional tests in future

from the respective standard & will be appended to the existing plan.

In case of updation of IS specification, the key for changes in masters should be available

with the administrator.

Customers / Retail outlets/ manufacturers (like blue dye/ AMD capsule) / Territory /

districts from SAP & should get updated from time to time along with SAP. Option to be

provided for other customers.

All the manuals/ NABL Documents etc to be updated in masters for ready reference

All LAB Manuals are to be uploaded to the LIMS and available for edition to the authorized person & can be viewed by the laboratory person.

Modify / status change / audit trial option to be made available.

Lab Specific list of user to appeared in selection list.

Old data to be transferred to new LIMS

District wise MIS reports should be made available.

Connection to Refinery LIMS

AMC period – 5yrs

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At the time of sample registration, an option to be provided for triggering an email of

Sample receipt acknowledgement to sample originator

Results beyond limit shall get highlighted as Red at the time of sample entry

No partial approval of results should be allowed

Sample retention / disposal period to be mapped in LIMS master

NABL QR record (TM / QM) formats to be made available in LIMS master

Lube reports of Wadilube shall be made available in BPCL domain

MAK LOGO in Lube test reports

Summary of Lubricating oils There are five Lube Blending plants wherein production samples of Lubricants are tested and reported in LIMS which has to be transferred to SAP. There is SAP-LIMS integration for production samples of LIMS. The LIMS module should be such that the said requirement can be configured easily with minimum customization. Microlevel requirement of lubricant testing requirement

Product code shall get captured from SAP

All lubricant tests along with the test methods to be updated in master on one time basis.

In case of addition of any test, the key for changes in masters should be available with the

administrator.

For lubricating oil, the specification of lube oil shall be integrated with SAP mapped with

Batch number. The test parameters to be automatically captured as per batch tests.

Option to be provided for any additional tests from the master.

USER IDs: It should be linked to outlook properties.

Location : Supply location tank details to be captured from SAP

Registration : Base Oil : Selection of Plant/Material/Source should appear in one page

Additives : Updation of New additives in Masters by HQ

Additive Specification and test plan are to be uploaded by R&D in SAP and Linked to

LIMS.

Basic registration need to be incorporated in the system along with the existing Lot

number created in LIMS as option.

Login Templates required which will be finalized during the requirement study at Lube

Plant/Lab

Addition of Time line in Basic sample to GI to be captured and available as ready reckoner.

Acceptance in LIMS

Receipts With/Without Specification

Dispatch Without Spec

Specification modification to be carried out thro data extraction from SAP. Need to take

up with R&D to update all Base oil Specs in SAP.

For Additives acceptance Test plan to be captured automatically from the SAP QP01 data

updated by R&D

For Basic: Basic registration need to be incorporated in the system along with the existing

Lot no. created in LIMS as option.

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Final: Login Templates to be provided during requirement study after discussing with

LOBP / Marketing.

Basic and Final: Lab will have an option to be select (Basic/Final) in a single template and

the report will have Final results and not the basic results. System should have the

provision to account the repeat sample and allow to record the blend corrections

provided to plant there by maintaining the FTRB data at the back end.

Testing and Results Upload :-

Single page display of parameter fields to ease the entry of test results.

System should prompt for the Master creation

System should prompt for the IP creation.

All errors happening due to some back end data transaction shall be POP up to rectify the

same.

Sample acceptance date as sample date.

All Base oil, Finished lubricating Oil ,Additives test results to be captured from SAP

Only one module should be made available, it should be designed in such a way that once

test results are entered it goes directly to technical services and once they give comments

the test report gets released.

Both have to be made available in the final test report

Separate menu item under customer samples module

Provision to be given once any failing test results entered it goes for manager comments

Summary of LIMS Instrument Integration

There are fifty instruments namely Auto Distillation( OPtidist), Stabinger Viscometer and EDXRF, X-Supreme. These are of three different OEM’s. The Fifty instruments are covering 25 Marketing Stationary Labs across India. The module should be such that it can cater To the requirement with minimum configuration and customization.

Instrument Integration in LIMS and microlevel requirement. Integration of Auto equipment with LIMS for capturing the test result directly from the

instrument three instruments in each Lab.

1. Auto distillation unit ( Optidist)

2. Supreme EDXRF

3. Stabinger Viscometer

Total Instruments to be Integrated 50 nos. ( each Stationary Lab having one each of the

above instrument)

Summary of LIMS Inventory Management

The LIMS module should have provision for Inventory Management covering

Glassware/Chemicals/Spares/CRM/SRM/Hydrometer/Thermometer etc.

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Micro level requirement of Inventory Management. A module for Inventory

Management (Glass wares/Chemicals/Spares/CRM/SRM/Hydrometer/Thermometer

etc.) should be available with minimum configuration and customization.

Mandatory functionalities

1) Features to manage stock of reagents, glassware, consumables and spares that are used and maintained by the laboratory.

2) Option for maintaining the item master as well as the item planning data required for replenishment such as the reorder level, Minimum order quantity, Safety stock etc. BPCL team would ensure the static data of these items are populated in the system.

3) Option for maintaining the items at user defined locations in order to determine the overall inventory of the item in the laboratory Capability to issue material from one location to another through authorized users.

4) Option to keep track of inventory of chemicals consumed in laboratory from the stores attached to the laboratory (including the glass ware). Low inventory alarms should be configured.

Summary of SAP-LIMS INTEGRATION The LIMS module should have facility for SAP-LIMS integration in Lubricating blending production plants where Quality check of Lubricating oils are carried out based on the blends. The LIMS module should be such it caters to our requirements with minimum configuration and customization. Microlevel requirements of SAP-LIMS integration Details for SAP-LIMS Integration are given below 1. At Lube Blending QA Labs from Basic to Final blending test results (Test result Format from SAP QM module to LIMS and on testing test results from LIMS to SAP QM Module) 2. For Masters with respect to Customer Code, Invoice details, Product, Sales Area Group, Retail Outlets name, Tank Numbers of the Location, District. State, Territory, Density from Invoices. 3 For MIS reports data & any other further requirement will be decided during the requirement study. Summary of Mobile Lab Testing and Reporting BPCL marketing Quality Assurance department has 22 Mobile Labs which are further classified as Industry Mobile Lab and Pure For Sure Mobile Labs. The role of Industry mobile lab and Pure for Sure Mobile Lab is to check the Quality of the Products at Retail Outlets and at Customers site. It covers Motor Gasoline/High Speed Diesel/ Lubricants. These mobile labs are placed across the country. The samples are tested and test reports are issued to the customer/retail outlet. These test reports should be thru LIMS. Microlevel requirement of PFS and Industry Mobile Labs PFS and Industry Mobile Labs

Sample login by the Mobile Lab officer in the Login Page.

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Name of the Outlet, Date of sampling, Tank No, DU number, Product Name, Observed

Density at Retail Outlet, After last receipt Density Territory, Company, State, District,

Supply Location, Region wise

ID creation. Self-allotment, Testing and approval.

Mobile Lab report ( Industry Mobile Lab/PFS Mobile Lab)

MIS Reports Territory wise, Product Wise, RO Wise, District Wise, Region wise and All

India basis.

Retention Samples and Disposal: Provision of retaining tested samples In the system as

per Formats and Guidelines.

Lube Customer wise reports.

Logging the samples from Retail Outlets/ Customers site in LIMS registering the samples,

allotment, Testing and posting the test results back in LIMS and generation of report at

the site.

Summary of NABL requirement complying to ISO: IEC:17025.:-

The LIMS solution should have features complying with the requirements of International Standards

ISO:17025 for testing Laboratories BPCL Marketing QA Labs have 19 of their stationary Labs and 5

number of their Mobile labs as NABL accredadited complying to the requirements of

ISO:IEC:17025. The LIMS module should be such that it caters to the BPCL requirements complying

to ISO:IEC:17025 requirement. The module should be such that it can cater to the BPCL requirement

with minimum configuration and customization. All the NABL records in the LIMS to be created as

per BPCL requirements.

Microlevel requirements:_

NABL Requirements (common format in the Master updated and stored in the folder for individual laboratory with updation facility) 1. Master list of Documents ( Lab Manual, NABL Documents Updation)

2. Updation of Forms and Formats as per NABL requirement

3. Staff Competency Matrix authorization with updation at regular Intervals

4. Training Plan and evaluation Format with updation at regular Intervals

5. Internal Audit as per Format and compliance thru system

6. Internal Audit Plan And Schedule with updation with regular Intervals

7. List of Internal Auditors with updation at regular Intervals

8. Internal audit Check list with updation at regular Intervals

9. Corrective action and Preventive action in format with updation at regular Intervals

10. Improvement in the format with updation at regular Intervals

11. Scope of Testing

12. Uncertainty as per format with updation at regular Intervals

13. Receipt and check of consumables (Glassware, Consumables) as per format with updation

at regular intervals.

14. Vendor evaluation in format with regular updation

15. Intermediate check records of instruments Reference materials

16. Equipment maintenance plan

17. Environmental condition monitoring and safety facility checks.

18. Daily log book

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19. Raw Data Issue Record

20. Equipment calibration schedule

21. Intermediate check record

22. ILC /PT participation plan

23. Re-test /Replicate Test schedule

24. Equipment History card

25. Equipment maintenance record.

26. Equipment calibration record

27. Uploading of Service reports

28. Intermediate check of auto instruments

29. List of Subcontractors/ Sub contractor test report.

30. Safety and Housekeeping check recor.

31. Retesting and replicate testing record

32. Inter-laboratory comparison record

33. Proficiency Test record

34. Failing sample retention register

35. Witness of test record

36. Calibration/intermediate schedule (excel sheet upload and facility) with due date

prompt.

Summary of LIMS Integration with Supply Locations/Refinery/Lube Plants with LIMS

The samples drawn from Retail Outlets are traced with Supply location samples and the same

is traced to Refinery. The same is applicable to Lubricants. The LIMS module should be such

that it has minimum configuration and customization meeting the BPCL requirement. Microlevel requirement of Integration of Supply Locations/Refinery/Lube Plants with LIMS

In line with INDUSTRY QUALITY CONTROL MANUAL 2015, Lubricant Manual. The Supply

location samples on day to basis will register the samples retained by them with following

parameters like Density, Colour, Water, Speed additives added, A sample ID will be generated.

These samples may or may not be sent to Lab for testing. If the samples are sent to Lab the

same will be tested and report released. If not while registering the samples under MDG

where in supply location samples need to be collected so the reference to Supply Location

LIMS id will be given while registering under MDG.

The detailed requirements will be given to the vendor during requirement study.

Summary of MIS reports;

The LIMS module should cater to the specific requirements of BPCL generating MIS reports.

Capable of providing query based report/ data analysis and other MIS reports.

Microlevel requirements of MIS reports

The LIMS module are as under:- MIS Report No of samples drawn ( MS/HSD)under MDG, No of samples tested, No of

samples passed and failed, Region wise, District wise, Territory wise, location wise, Customer code wise, All India basis, Region wise, Lab wise.

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MIS report for No of samples failed Region wise, District wise, Territory wise, Customer Code : RO name wise, Sales Area wise. All India basis, Region wise, Lab wise.

MIS report for no of samples failed Test parameters wise Sample ID with a click to view that ID test report and printing of those reports.

MIS reports on ALL India basis, Region wise, Lab wise, District wise, Territory wise for BPCL RO’s, HPCL ROs, IOC RO’s no of RO’s and no of samples tested MS & HSD.

On registering of samples a box for entering Regular Type, Random Type, Special Drive, QCC, PFS Mobile Lab, and Third Party while registering the samples column to be inserted.

Action Taken report on failure samples provision to be updated Territory wise ROIR (return of investment in retail outlet) report in LIMS Performance of the lab month wise/ region wise /all India MTM tank wise / location wise data District wise / Region wise/ State wise /Customer wise / Territory wise / category wise RO

sample data Failing sample data Trend analysis of parameters labs/region/date wise( min. 3 fields required for sorting) Complaint wise data for Fuels& Lubricants, Lubricant : Batch number wise/ product wise/ correction wise/ kettle wise/ failure wise/

category wise\ The report name and format of the all the reports will be decided by BPCL at the time of

requirements study. Sample Life cycle report retention and disposal details Calibration Reports Intermediate check of Instruments, Chemicals, CRMs SRM report. Disposal action Report Instrument calibration and availability report Report of number of samples per instrument Training report Inventory report AMC Report for Instruments Instrument Maintenance Lube Customer wise report ( PFS Mobile Lab) Certificate of Quality test report with a unique ID should be generated by the system. The

COQ’s generated should be available for easy retrieval by product wise, Sample ID wise, Tank wise, district wise, Territory wise, state wise etc

COQ of Aviation Turbine Fuel( ATF) strictly in the given format Web based report facility, Reporting option should be flexible. No Programming

knowledge should be required for getting reports off the system. LIMS Database structure / schema and knowledge about the same shall be shared by

Vendor with BPCL Option to predefine the presentation sequence of tests (be it on screen or in print) i.e.

the order in which they should appear. The sequence may be even different for screen display and for printed reports.

Option to export the generated report to a range of file formats such Excel, HTML, PDF, Text, etc.

Facility to run reports on a scheduled basis at specific times Option for generating reports shift wise, data range wise period wise unit wise etc. based

on the user requirement.

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Vendor should understand the general as well as site specific reporting requirements in all the four regions (Sewree QA Lab/ Wadilube Lab/ Bijwasan QA Lab/ Loni Lube Lab/ Tondirapet QA Lab/ Budge Budge QA Lab) during the requirements study phase with 5 days in each location ( total 30 days ).

Vendor is required to generate 7 reports the details of the same will be given during requirement study besides the mandatory reports given below.

Facility to provide Graphical representation like minimum, maximum average values of data for any parameters or group of parameters for an individual sample.

Configuration and development of all the reports shall be carried out by Vendor with active involvement of BPCL core team members and vendor shall transfer the knowledge about database structure / schema, business logic, to BPCL core team members.

Flexible formatting of Reports wherein user will be able to specify the layout of the information. The Report formats should be in line with requirements of ISO/IEC 17025 Standard.

Configuration and development of all the reports shall be carried out by Vendor with

active involvement of BPCL core team members and vendor shall transfer the knowledge about database structure / schema, business logic, to BPCL core team members.

Flexible formatting of Reports wherein user will be able to specify the layout of the information. The Report formats should be in line with requirements of ISO/IEC 17025 Standard.

Summary of Audits BPCL Quality Assurance Department carries out Quality Control Audits of their own Depots and Installations. The Audit is carried as per specific format. BPCL QA officers also conduct NABL Internal Audit of their own Labs as per NABL internal format. The Laboratories are also audited by QA Officers under the format of Key Performance Indicator. The LIMS Module should meet the requirements of BPCL with minimum configuration and Customization. All the Audit Modules should be as per BPCL requirement.

Requirement from BPCL

1. Location audit

2. Lab Internal Audit

3. Key Performance Indicator audit

Micro level requirement of Audits in LIMS

LOCATION Audit 1. Generate the audit proposal with auto generated email to the location in charge

2. Acceptance of the audit schedule by the auditee

3. Audit : Standard Audit formats to be available in masters. In case of changes, key should

be available with administrator. Modify option to be provided for corrections.

4. When NC option is selected, one field should come for description of NC , IQCM clause ,

suggestion, time frame.

5. All the NCs should get consolidated in audit report.

6. One field to be made available for putting Marks manually

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7. After acceptance of audit report by auditee, the soft copy of audit report should

automatically get generated & should get forwarded to respective location in charge with

copy to Regional OPS in charge.

8. NC Compliance :

9. For NC closure/observation, one field should appear for its closure.

10. While NC closure, provision for documentary proof to be made available.

11. The auditee should get an email for reminder to close the NC as per due date. In case not

closed, an email for open NCs should get escalated to the TM/Regional OPS in charge.

12. After NC closure auto generated mail should be escalated to the auditor.

13. NC Closure to be verified by auditor through LIMS by means of approval

14. Audit trials & reports option to be made available.

NABL Internal Audit : 1. QM to make an audit plan along with auditor’s name in LIMS. Provision for modification of

audit plan to be made available.

2. Auditor Generate the audit proposal with auto generated email to the QM


4. Standard Audit formats to be available in masters. In case of changes, key should be available

with administrator. Modify option to be provided for corrections.

5. When Non Conformance (NC) option is selected, pop-up should appear for description of

NC.

6. All the NCs should get consolidated in audit report.

7. After acceptance of audit report by auditee, the soft copy of audit report should automatically

get generated & should get forwarded to respective Lab in charge with copy to regional in

charge.

8. NC -Compliance: The auditee should get an email for reminder to close the NC as per due

date. In case not closed, an email for open NCs should get escalated to the HQ.

9. While NC closure, provision for documentary proof to be made available.

10. NC Closure to be verified by auditor through LIMS by means of approval

11. Audit trials & reports option to be made available.

KPI : ( Key Performance Indicator Audit)

1. Standard Audit formats to be available in masters. In case of changes, key should be

available with administrator. Modify option to be provided for corrections.

2. Generate the audit proposal with auto generated email to the lab in charge with copy to

regional in charge.


4. One field to be made available for giving the Marks manually

5. After acceptance of audit report by auditee, the soft copy of audit report should

automatically get generated & should get forwarded to respective lab in charge with copy

to Regional in charge

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Summary of Tablet based Method Execution System :- The Field sales officers, Mobile Lab Officers and other officials will register the sample thru Tablet or Mobile besides the normal internet using Laptop. This registration will be for samples drawn from Retail Outlets, Customer Sites etc. The Laboratory should also have facility to accept the samples, allot the samples, enter the test results, approval, and calibration, reporting of test results, Inventory Management, Barcoding, Raw data and laboratory documentation archival system. Microlevel requirements

The proposed LIMS system should have tablet based (Android/ iOS) Laboratory Method

Execution system. BPCL intends to use the mobile technology intensively for optimal

utilization of resources.

It should be possible to have workflows defined in LIMS system for method execution

with the following tasks.

a. Sample Registration

b. Sample Acceptance, allotment, and approval

c. Instrument calibration and maintenance

d. Addition of stocks and direct management of stocks from the stocks in LIMS.

e. Sample result entry and report view.

f. Result upload from the tablet directly to LIMS.

g. Barcode scanning from tablets for samples assignments, tests, result entry

h. Instrument interface for the reading of results directly in tablet, entry of results

directly through the tablet with Minimum, Maximum specifications configurable

through tablets.

i. Creation, modification and deletion of steps for authorized users.

j. Version control of method steps

K. Attachments of files to update of methods

l. Audit trail of all events of Method execution should be available for review from

Tablet. It should be stored in LIMS along with the sample.

m. Raw data and laboratory documentation archival system. As per the NABL/ ISO

17025 requirements, laboratory instrument raw data be packaged , archived and

be stored in LIMS .• It should be linked to the sample and it should be possible to

review the data from the Sample , within LIMS itself by converting files to vendor

natural formats.

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Summary of Customer Compliant Module( Lubricants) :-

Lubricant samples are drawn from the Customer site/ equipment/machine/tanks/

barrels by sales officers, and is registered in the respective Lubes Territory generating a

compliant number. Respective Territory Managers assign the samples to the selected

Labs. The LIMS id is created along with the complaint number. The sample on receipt by

the respective lab is tested, and reported to technical service team. The Technical

service team provides suitable comments and sent the same for final approval of test

results to laboratory. Final approval generates test report with comments of Technical

service and signature of the laboratory signatory. The LIMS module shall cater to the

requirements with minimum configuration and customization.

Microlevel requirement of Customer Complaint Module.

A module for Customer Compliant should be available with minimum customization

how will it be available (Tick Mark) by the bidder

Out of the Box

Configuration

Customization

BPCL Requirements

Customer details from SAP along with territories, Emails, Contact person, Contact No.

(Regularly updated)

Product Details from SAP (regularly updated)

User data (All Lubes TSOs, RTSMs , Technical Services Officers , sales officers, lab staff

and territory managers) captured from SAP along with department ID (Each

territory/lab has unique department ID) (All Users always activated) ( Groups based on

territory to be formed automatically)

User friendly Complaint data and complaint location capture form (option for

attachments as well)

Provisions of sample registration through Excel upload

Integration

Notification to assigned groups at each event

Live Preview of test report header available while complaint registration

User friendly test plan management tool.

Status can be checked on mobile as well

Page 1: User Login

Link for downloading manual

User name Password field

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Page 2 : Dashboard ( For Sales Officer)

Details:

Name

Territory Name

Captions/Guide for each link below

Links:

Customer Sample

Sample Status

Test Reports

Closures

Condition monitoring study

Depot/NMSM Samples

Page 3: Customer Sample

Details:

Captions/Guide for each link below Links:

List of all samples for whom customer has entered partial details followed by

“add new “

Table to contain

Sample Code

Registered On

Customer

On clicking “Add New” Form for complaint details /sample details/system details. the

form shall contain, dropdowns, Check boxes, buttons, text, date dropdowns. Some fields

shall be mandatory. Mandatory fields to be shown in different color.

On opening partial entries: complete details unedited, except the few which are to be

added.

On top of the form following two links

Download Sample sheet template

Upload Sample Sheet (on uploading, all the data from excel sheet gets filled in the form)

Submit button

Flow below to follow>

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Page 4 : Sample Status/test Reports

All samples which are registered for all the customers which belong to the users

territory

Table to contain

Sample Code

LIMS ID

Status

Registered On

Customer

Product

Location

Accepted On

Released on

Complaint Headline

Comments

Comments given by

Test report Link

Closure

Shows most recent 20 records by default

Sort option on each field

Exportable to excel

Multiple Search options (by any three criteria simultaneously, <<AND>>)

( Date, Sample Type, Customer, Product, Sample Code, LIMS Id)

Page : 5 Disclosures

Customer Sample

Customer fills partial data throupgh

EFP/Customer fills excel

sheet/gives details to officer

Officer ompletes the

prtial data /Officer selects customer from

dropdown

Officer uploads excel

sheet/feeds in complaint

details/location details

Picks product

from drop down

All field(except entered by Customer

through EFP to be kept editable by officer till

TS comments are given.

Generates unique

complaint code

Mail Notificatio

n to RTSM,HQ

TS,Nearest TSO

Option to print any lab address with

complaint code

Sends the sample

with the complain

code

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List of all samples registered under this territory, with pending closured appearing first

followed by completed

Table to contain

Sample Code

LIMS ID

Registered On

Customer

Product

Released on

Complaint Headline

Comments

Closure Comments/ “Add closure comment “link



Exportable to excel Multiple Search options (by any three criteria

simultaneously,<<AND>>)

(Date Customer, Product, Sample Code, LIMS Id)

Page : 6 Condition Monitoring Study

Details:


Links:

Concluded Studies

List of all Open Condition Monitoring Studies in the territory followed by “add new “

Table to contain

Study ID

First Sample Registered On

Last Sample Registered On

Customer

Product

On clicking “Add New Study” Form for Customer Details system details /Product

details/Study details. The form shall contain dropdowns, Check boxes, buttons, text,

date dropdowns. Some fields shall be mandatory. Mandatory fields to be shown in

different color.

On opening Open Condition Monitoring Studies,

List of all samples registered under this study ID followed by “Add New Sample”,

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Table to contain

Sample Code

LIMS ID

Registered On

Status

Test report

On clicking “Add New Sample” Form for complaint details /sample details/system

details. The form shall contain, dropdowns, Check boxes, buttons, text, date dropdowns.

Some fields shall be mandatory. Mandatory fields to be shown in different color. Most

of the data shall be automatically filled from the study data

On top of the form following two links

Download Study sheet template

Upload Study Sample Sheet (on uploading, all the data from excel sheet gets filled in the

form)

Submit button

Page : 7 Depot/NMSM Samples

Details:


Links:

Add new Sample

Add Multiple Samples

On clicking “Add new Sample”

” Form for complaint details /sample details/system details. the form shall contain,

dropdowns, Check boxes, buttons, text, date dropdowns. Some fields shall be

Condition Monitoring

Study SampleSa

mple

Selects current study or creates

new study

Officer selects customer from

dropdown

Officer uploads excel

sheet/feeds in complaint

details/location details

Generates unique

complaint code

Mail Notificatio

n to RTSM,HQ

TS,Nearest TSO

Option to print any lab address with

complaint code

Sends the sample

with the sample

code

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mandatory. Mandatory fields to be shown in different color.

On Clicking “Add Multiple Samples“

Download NMSM sheet template

Upload NMSM Sheet (on uploading, all the data from excel sheet gets filled in the form)

Submit button to create LIMS IDs for all entries in excel sheet

Bulk sample registration for NMSM samples - Upto 50 samples

Page : 8 Dashboard ( For Lab Officer)

Details:

Name

LAB Name


Links

LUBES SAMPLES

Other links for other samples

Page : 9 Lubes Samples

Accept /Allot

List of all unique sample codes not accepted by any lab.

Table Contains

Sample Code

Territory

Registered On

Product

Type of Sample

On clicking on any sample link,

Complete sample details,

Button to accept/reject with comment

On clicking Accept, drop down for allotment

List of defaults tests as per plan appear with check boxes.

Submit, Generates LIMS ID

Mail goes to analyst and the originating sales officer that sample has been accepted.

Status List of all samples accepted by respective lab. Most recent 20 entries to appear

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Table Contains

Sample Code

Territory

Registered On

Accepted On

LIMS ID

Product

Sample In charge Name

Current Status (Under Testing/Pending for TS/Pending for release)

On clicking any sample ID, the date time and person details of workflow appears.(Just

like View Print Sample Status



Exportable to excel


(Date, Sample Type, Product, Sample Code, LIMS Id)

Release

Just like current release page

Modify

Just like current release page

Page : 10 Dashboard ( For Analyst)

My samples

Table Contains entries for which action is needed ( any one of the test results is still

pending)

Sample Code

LIMS ID

Product

Registered On

Accepted On

On clicking any of the link

A table appears for entering of results.

All results on one page.

Partially filled grid also can be submitted and locked

Remaining entries can be filled in the table at later stage and submitted again.

Notification goes to TS once all results have been entered

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Entries of filled grid can be edited till TS comments are given

Locked for TS Comments

All the entries where test results have been entered and TS comments are pending.

Editing allowed till TS comments not given

Entry disappears once TS gives comments

Page : 11 Dashboard For (TS/RTSM)

Details:

Name


Live grid of samples pending for TS comments for each territory

Links:

Territory selection

Status

Add new Customer Sample

Territory Selection:

Release Samples

List of all samples for the territory not yet released

Table to contain

Sample Code

LIMS ID

Registered On

Customer

Current Status (Under Testing/Pending for TS/Pending for release)




(Date, Sample Type, Product, Sample Code, LIMS Id)

For each entry where analyst has entered all the results, Sample Id is a link.

On clicking the Link. TS Approval page, just like existing.

Once comments are given, Notification goes to Lab officer

All India Status

All samples which are registered for all the customers which belong to the users

territory

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Table to contain

Sample Code

LIMS ID

Status

Registered On

Customer

Product

Location

Accepted On

Released on

Complaint Headline

Comments

Comments given by

Test report Link

Closure



Exportable to excel

Multiple Search options (by any three criteria simultaneously,<<AND>>)

(Date, Sample Type, Customer, Product, Sample Code, LIMS Id)

In customer complaint module, the results, instead of directly escalating to TSD, should

be routed through lab officer for checking.

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II.EXECUTION TIMELINES OF LIMS

Phase Description Execution

Timelines

From issue of

LOI / PO

Phase I SAMPLE Management

covering stationary

laboratories, Mobile

laboratories, Instrument

integration / Basic SAP-

LIMS Interface covering

Lube blending locations

and labs / CUSTOMER

COMPLAINT Module Lubes

covering Stationary

laboratories.

5 Months

Phase II AUDIT MANAGEMENT /

NABL/ MIS/ Complete

SAP-LIMS Interface

covering Lube blending

locations and labs

3 Months

Phase III INVENTORY

MANAGEMENT / BAR

CODE & QR CODE

4 Months

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III SERVICE LEVEL AGREEMENT (SLA)

(To be finalized and signed before the commencement of job)

This section defines LIMS application related specific service requirements. The Service

Requirements are categorized /structured as follows

1. Managed Technical Services – 9am to 6pm Mon-Sat at BPCL Mumbai

2. Application Services

3. Database Management and Administration

4. OS and Server Management

5. Disaster Recovery and Business Continuity

6. Security Management

7. Reports Management

8. Performance / Review

a) The vendor staff will provide all LIMS related help to the BPCL users. b) The vendor staff will ensure that 99.9% uptime is maintained for application c) The vendor staff will be responsible for all the IT work related to LIMS d) The vendor staff shall be provided all assistance from the Original Equipment

Manufacturer (OEM) to ensure that the application is up and running with no downtime.

e) The vendor staff will get involved in minor development for requirement from BPCL and will deliver to BPCL as per requirements.

f) The vendor staff will be trained on the application by the vendor at his expenses to the extent that he/she should be able to provide the support on the application.

g) The vendor staff will also be trained by the vendor/OEM on the configuration /report developments also, so that he can help BPCL users from time to time.

h) The vendor staff will coordinate with BPCL IS team for day today activity. He will also keep a log of job completed.

i) The vendor staff will also be system administrator for the entire application, including database.

j) Restorable system back up shall be taken by the Vendor staff on the periodic interval to ensure that any time latest backup is available. The source code should be made available to BPCL to use the data after the contract period.

k) The vendor staff will be assigned the job related to LIMS by the BPCL which is not listed above.

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IV MANAGED TECHNICAL SERVICES – HELP DESK 1. A Technical help desk Set Up

The back-end and operations executive has to be BE/MCA or equivalent. These executives have to be positioned only after they qualify final interview with BPCL team. The executive will be provided with a Desktop and work station and has to operate from BPCL Mumbai Office anywhere in Mumbai which is at present Sewree. The Executive has to be placed for one year after the warranty period which is the part of first year AMC which will start after project closure. Set up 9 Hour Technical Help desk to support/facilitate smooth running of applications-covering the following. There could be minor developments and changes to be done by these executives. They must have the complete business and technical knowledge.

1. Transaction processing and management 2. Web portal 3. Report server related 4. Exception management 5. User interface / Instrument integration related etc. 6. Compliant call management

Escalations/interaction would be primarily come from following users

1. Technical calls received from the field (viz, Dealers, LABS staff, QA teams, Field Force)

2. Calls from / to third party service providers (like Wipro, )

3. Calls from / to BPCL teams (viz, Network IIS team,)

4. Calls from / to BPCL Management (viz, Program manager from BPCL)

5. Unresolved calls at national call center may get escalated.

1. B 9 Hour Back-end - Help Desk Services – General Service Requirements

Following are certain general service level requirements (that are, non-specific to type of problem/issue/service request) that the Vendor needs to fulfill.

Section Services/Activities

1.B.1 The help desk members should be technically qualified and competent to understand the business / transaction processes and help addressing issues

1.B.2

Logging of calls should not be restricted to the telephone, with alternatives such as email, intranet, etc. being made available. Vendor should describe their proposed process, including any elements of the process which will be automated through appropriate workflow

1.B.3 Call logging should be done at all times, and any communication through the Help Desk should be documented and logged

1.B.4 Vendor must manage calls from receipt through to closure, maintaining communication with all parties involved, including the customer and any internal or external referral groups involved (if any). Call resolution in first attempt should be the target at all times

1.B.5 Vendor must implement a Configuration Management Process

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1.B.6

Vendor should describe their Configuration Management Process ensuring that: - all IT assets required for the delivery of services, irrespective of BPCLship, are

accounted for; - accurate information is available to support the Service Management process; - there is an established process for Incident, Change and Release Management

1.B.7 Vendors must maintain an asset register for all hardware and software supported within the contract

1.B.8

Vendor must implement a formal Incident Management Process and should describe their proposed Incident Management Process which will ensure: - the best use of resources to support the business; - the development and maintenance of meaningful records relating to Incidents; - the development and application of a consistent approach to all Incidents reported

1.B.9 Help desk member should perform the Diagnosis of calls to define their Priority and

Classification within 15 minutes from the time of receiving the call and log accordingly

1.B.10 Bidder must provide the contact details of all the people involved across several levels of escalation

Disaster Recovery and Business Continuity

Vendor must provide Disaster Recovery management and contingency planning for specific systems, to agreed service levels and in accordance with the Disaster Recovery and Business Continuity requirements of BPCL. The following section describes the overall requirements for OS and Server Administration:

V. SECURITY MANAGEMENT

BPCL is committed to the maintenance of high levels of security and Vendors will be required to demonstrate that their approach to Security Management is driven by adherence to widely accepted standards applicable to the health delivery environment. In their responses, Vendors will be required to satisfy the following general requirements:


5.1 Schedule and coordinate testing by BPCL / external party

5.2 Take regular back-ups of the data and store the same at defined locations (to be provided by BPCL)

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6.A Audit

6.A.1

If Vendor has not already had a security audit performed by mutually agreed upon third party, BPCL will conduct an initial security audit of Vendor’s security controls that are designated by Vendor to be used in provision of the Services under the Agreement. This initial audit will be scheduled at a mutually agreeable time and will determine the state of security and readiness within Vendor’s environment. Prior to Vendor accessing, gathering, storing, or processing BPCL data, Vendor will resolve any issues identified through the initial security audit as mutually agreed upon by the parties

6.A.2

If Vendor has had a security audit performed by an industry recognized third party as mutually agreed upon by the parties, then the requirements of Section 6.A.1 will be waived and the following obligations will apply: Prior to Vendor accessing, gathering, storing, or processing BPCL data, Vendor will provide BPCL with the scope and results of the most recent security audit performed by that third party. The scope of this audit must include the proposed BPCL-related environment and its compliance with BPCL’s requirements shall be determined by BPCL in its sole discretion

6.A.3

During the term of the Agreement, BPCL reserves the right to periodically audit the infrastructure designated by Vendor to be used in provision of Services under the Agreement to ensure compliance with the requirements of this Exhibit. Non-intrusive network audits, such as TCP port scans, may be performed randomly without prior notice. More intrusive network and physical audits may be conducted by BPCL with 24 hours notice during the term of the Agreement. This type of audit will be conducted as and when required. If during the term of the Agreement Vendor has had periodic audits performed by a mutually agreed upon third party, Vendor will provide BPCL with results of such periodic audits

6.A.4

Code Audits: A web code review is the audit of web code, including Java, .Net etc., for the explicit purposes of detection and remediation of security vulnerabilities. If Vendor has completed a web code review, then Vendor will disclose to BPCL who completed the review, the results of the review, and what remediation activity has taken place. If a web code review has not been completed, Vendor will disclose when such an activity is planned

6.A.5 Audit After an Incident: If a breach of security incident occurs involving a Vendor facility or Vendor’s systems, BPCL may suspend or terminate Vendor’s access to BPCL and it will conduct a security audit

6.A.6

BPCL Results and Vendor Response: BPCL will provide Vendor with detailed results of any audit performed by BPCL. Vendor will be granted thirty (30) days to resolve any issues BPCL has identified through an audit. Once the identified issues have been resolved, BPCL may also conduct a security audit to ensure the completion of the resolution. Vendor’s failure to resolve issues identified through audits as set forth above may be deemed by BPCL to be a material breach of the Agreement resulting in BPCL terminating the Agreement without penalty or other termination charge to BPCL

6.A.7 Vendor should follow the audit procedures under Indian GAAP as per applicable Indian law.

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6.B Security Incidents and Response

6.B.1

Notification and Timing: Notwithstanding any other legal obligations Vendor may have, Vendor agrees to immediately notify BPCL in writing upon Vendor’s discovery of a breach of security of its systems where BPCL’s data or materials containing Personally Identifiable Information, including but not limited to BPCL Users’ IDs or passwords (collectively “PII”), have been acquired by an unauthorized person or Vendor reasonably believes that such a breach of security may have occurred. Vendor will also provide immediate feedback to BPCL about any impact this possible or actual breach may or will have on BPCL or its user community. In accordance with its obligations under this Section 6.B.1, Vendor will use commercially reasonable efforts to notify BPCL of the possible or actual security breach no more than thirty (30) minutes after detecting the possible or actual breach. Notwithstanding the foregoing, in no circumstances will more than one (1) hour pass between Vendor detecting a security breach and BPCL being notified

6.B.2 BPCL Security Resources: During the term of the Agreement, BPCL may, upon mutual agreement with Vendor, provide resources from its security group to assist with an identified security breach

6.B.3

BPCL Environment Isolation: Vendor will either immediately disable functionality of the application or isolate and safeguard the BPCL data should a security issue be identified. BPCL reserves the right to require Vendor to isolate its databases/servers/networks if it appears that BPCL customer information is being compromised by the security breach

6.B.4

Vendor Response: Vendor’s failure to resolve security breach issues as set forth above may be deemed by BPCL to be a material breach of the Agreement resulting in BPCL terminating the Agreement without penalty or other termination charge to BPCL

6.C Physical Security

6.C.1

Access Disclosure: Upon written request from BPCL, Vendor will disclose list of authorized personnel who have access to the environment hosting the application for BPCL

6.C.2

Background Check: Upon written request from BPCL, Vendor will provide BPCL with documentation regarding its background check procedures

6.D Host and Web Security

6.D.1

Upon written request from BPCL, Vendor will provide BPCL with the following information, all of which shall be considered the Vendor’s Confidential Information:

(a) How and to what extent the hosts (Unix, etc.) comprising the BPCL infrastructure have been hardened against attack

(b) Hardening documentation for Computer Aided Instruction (CAI), if available

(c) A list of current patches on hosts, including host Operating System patches, web servers, databases, and any other material application

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(d) Policy for applying patches and identifying and mitigating security vulnerabilities

(e) Processes for monitoring the integrity and availability of BPCL related hosts

(f) Information on their password policy for the BPCL infrastructure, including minimum password length, password generation guidelines, and how often passwords are changed

(g) Information on the account management process, for all accounts Vendor is responsible for. This will include information on how an account is created, how account information is transmitted back to the user, and how accounts are terminated when no longer needed

6.D.2

Upon written request from BPCL, Vendor will provide BPCL with the following information:

(a) Specific configuration files for any servers and associated support functions, such as databases

(b) What technologies are used in which general component(s) of the Vendor architecture

(c) Identity of the computer programming language that the application back-end is written in (i.e. C++, J2EE, etc.)

(d) Process for performing security Quality Assurance testing for the application. For example, testing of authentication, authorization, and accounting functions, as well as any other activity designed to validate the security architecture

6.E Data Security

6.E.1 Storage of BPCL Personally Identifiable Information (PII) Data: Vendor will ensure that BPCL Confidential Data will be stored in encrypted format

6.E.2 Authorized Access: During the term of the Agreement, BPCL data will only be handled by a defined and authorized group of Vendor personnel

6.E.3

Data Deletion and Destruction: Once the Agreement terminates or expires, or BPCL data is no longer required for the purposes of the Agreement, BPCL data will be immediately removed from the Vendor’s environment. Thereafter, all media used to store BPCL data will be cleaned using industry best practices or destroyed

VI CONFIDENTIALITY/PRIVACY:

1. Vendor must ensure that only a sample and not the actual data related to LIMS is available to the application development/testing team during the entire contract period. 2. Vendor shall ensure that any data made available offline for purpose of development and testing during contract period shall be irreversibly destroyed after the expiry of contract period. 3. Vendor shall ensure that application data is not archived or stored, partly or fully, except in a restorable ‘backup’ form. 4. Any backup of the application data shall be encrypted unless it is technically infeasible otherwise. 5. User or Admin authentication on the Portal should enforce strong Password policy. 6. Vendor must not allow for use of shared accounts in the application ecosystem and must follow segregation of role and responsibilities in application development, testing and maintenance.

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VII.AUDIT: 1. Vendor shall ensure that all types of admin/user access to application and databases are duly logged and all such logs are maintained for a minimum period of one year. 2. Vendor shall subject the developed application to static code review and patch the application security holes before putting system to production. 3. Vendor shall ensure that all the components of hosted application viz. OS, Application Platform, Database and other installed applications are duly patched with latest available updates at any given time. 4. Vendor shall allow audit (VA/PT) of hosted application by BPCL Team or auditors appointed by BPCL for this purpose as and when requested by BPCL. VIII.CYBER INCIDENT: 1. Any information security breach related to application shall be notified immediately to concerned BPCL team. 2. In case of any InfoSec breach vendor shall ensure that application is restored to last healthy configuration within 48 hours. Further, vendor shall submit to BPCL management an RCA covering attack description and methodology, extent of compromise, loss of data, if any, mitigation and countermeasures to prevent future attacks. 3. BPCL, in the event of a cyber-attack on the application, may appoint one or more of its officers or engage external party for incident investigation in which case vendor shall extend full cooperation and support and shall work under the direction of appointed team. IXAPPLICATION SUPPORT/MIGRATION: 1. Vendor shall ensure that the application need to be compatible to the different versions of the app server/database. Moreover in future (during contract or otherwise), if required the application should easily be migrated to the newer version of the app server and/or database. X. REPORT MANAGEMENT Report creation and presentation is an essential activity of the Vendor to help BPCL monitor the performance of its operations. This section delineates the broad types of reports that the Vendor needs to generate:


7.1 Except for the Ad hoc reports, all others need to be generated automatically and made

accessible to the intended recipients at the designed time level

7.2 Coordinate with the Administrator(s) (to be defined by BPCL) for access rights, view rights

and other report related queries

7.3 Technical Design, data extraction, data validation and display format needs to be

maintained for all reports as suggested by the Administrator

7.4 Troubleshoot exceptions in report generation, data validation, etc.

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System Related – These reports would be required to check the health of the servers, applications, CPU usage, etc. Terminal – These reports would be required to check the performance of POS terminals, Settlement status, application versions, list of Terminals not settling, etc. Merchant Related – These would be merchant centric reports which would give data on parameters like sales of merchants, fastest growing (in Rs. Sales) of all the merchants, merchants with decreasing sale, etc. Customer Related – These would be customer centric reports which would give data on customer centric parameters like number of customers in different slabs of petrol consumption, customer redemption patterns, etc. Exceptions – These reports would provide data on exceptions happening because of customer behavior, system behavior, terminal behavior, etc. Operations Support– These reports would be required to support the operational activities of HQ team and external program partners. Ad hoc – These reports will be developed to satisfy ad hoc data requirements coming from various stakeholders of the program. XI PERFORMANCES / REVIEW Following are the requirements from the Vendors for this section: 1 Target Service Levels This section describes the target service levels calculated monthly (excluding the exceptions referred to in Section 4) and the penalties attached on digressing from the same.

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Section Services Target Penalties

1.A Host Application Availability (Uptime)

99.5% on 24X7 basis

For server uptime less than 99.50% the following formula would be used to calculate the penalty: Monthly rate of Vendor’s Application maintenance services * (No. of hrs. the application was down) / (30 * 24)

1.B Database Availability (Uptime) 99.5% on 24X7 basis

For database server uptime less than 99.5% the following formula would be used to calculate the penalty: Monthly rate of Vendor’s Database Server maintenance services * (No. of hrs. the DB server was down) / (30 * 24)

1.C Audit (by BPCL / third party) 100% Conformance

Every Non-Conformance will have to be remedied by the Vendor within 30 days of the audit

Once the identified issues have been resolved, BPCL may also conduct a security audit to ensure the completion of the resolution. Bidder’s failure to resolve issues identified through audits as set would result in withholding of any payments to be made to the Bidder and the same may be deemed by BPCL to be a material breach of the Agreement resulting in BPCL terminating the Agreement without penalty or other termination charge to BPCL.

1.D Financial Losses on account of security breach / malfunction of application software/process/ system failure / any activity for which Bidder is responsible

Nil financial loss

All such financial losses shall be recovered from payment due to bidder or by invoking performance bank guarantee to the extent of maximum of 2% of total payment in a year.

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1.E Help Desk – Service

Request Closure

95% of all Priority 0

and Priority 1 Service

Requests should be

closed / appropriate

action taken within

Level B.

The same would be

calculated on a

monthly basis.

For any slippages by more than

one month per financial quarter

would result in deduction of 5%

of the monthly maintenance fees

for all the months in the quarter

where the SLA is not met

1.F Application

Development /

Enhancement /

Regression Testing

(by Bidder )

From the date of

approved Change

Request (on the basis

of mutually agreed

estimates) to the

closure as per gating

criteria of BPCL

(including functional

specifications,

technical

specifications, code

documents,

regression testing)

Any slippages in meeting the

gating criteria beyond estimated

and approved date will be

charged through the following

formula:

Fees for the enhancement or

development

/ (Total number of days as

estimated and approved)

* (Total number of slippage

days)

If the delay ( not attributable to

BPCL) beyond 50% of the

mutually agreed period, BPCL

can award the same job to even

any third party who is capable to

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Note 1: “System Unavailability” is a condition whereby the service is unavailable due to hardware or Hosting environment failure OR Network failure. System Outage does not include failure due to planned maintenance. Note 2: Any service failure due to software issue where BPCL is unable to use system and is affecting the working will be taken as downtime. 2. The LIMS solution offered by vendor shall be deployable on-premises or in cloud (public or private). BPCL at its sole discretion will decide whether it should be hosted on-premises or on cloud. If BPCL decides to host it on cloud, Vendor must have the capability and the platform to take up the cloud-based implementation 3. Performance Review Performance monitoring will be carried out at Service Review meetings to be held on a quarterly or monthly basis. Quarterly or monthly reports shall be provided by the bidder. These reports will have

do the same job and the bidder

will completely co-operate with

him to provide the necessary

handholding for implementation

and maintenance.

1.G User Acceptance Test Should get accepted

in the first testing as

per documented

Change Request

Any rework would be at

Vendor’s own cost. Also, penalty

would be calculated through the

following formula:

Fees for the enhancement or

development

/ (Total number of days as

estimated and approved)

* (Total number of slippage

days)

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detail Application service availability, number of failures per quarter or month, number of application enhancements on time, number of missing target dates, mean time to resolve different priority calls and different types of service requests, number of times Priority 0 and Priority 1 service requests were not resolved / appropriate action taken at Level B, etc. Additional meetings may be instigated at the request of either party. Representatives from BPCL and the Bidder shall be in attendance. The frequency of these meetings shall be subject to agreement with BPCL. 4. Penalties in Transition Period Above penalties will not be applicable during Transition Period. Further, conditions for Penalties can be added or modified at the sole discretion of BPCL. Penalties can be added or modified at the sole discretion of BPCL. 5. Availability and Fault Response Exceptions This section lists the situations in which no penalties will be awarded or no action will be taken against the bidder:

Section Availability and Fault Response Exceptions

5.1 Where service interruption has been caused by deliberate, accidental or negligent interference to Vendor’s equipment by BPCL employees

5.2 Where BPCL undertakes planned works, which require or cause disruption to Vendor’s equipment supporting the service

5.3 Whereby a request by BPCL to make changes to the services, the service is interrupted in order to accommodate said request

5.4 Any circumstance or event (Force Majeure) beyond the reasonable control of Vendor or BPCL

5.5 Any Planned Outage

XII IT SPECIFICATIONS a) LIMS system shall support VM ware/Virtual environment. There should be no CPU or core

restrictions for hosting on VM Ware / Virtual environment. b) The LIMS system shall have a well-defined strategy for Archival / Retrieval of data. c) Knowledge transfer for both Application maintenance and Report development shall be ensured by the Vendor. d) System speed is prime requirement. Transaction response time shall be acceptable to BPCL. e) The Reporting facility provided by the System should not require any separate client installation. No specific software component shall be required to be installed on individual clients for printing / viewing of reports through web interface. The Reporting software should seamlessly integrate with Microsoft Office Application.

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f) The Client Application should co-exist with the other Client software implemented at BPCL viz. AspenTech, SAP clients. Issues if any need to be sorted out by the Vendor. g) The proposed solution should also support Document Management addressing the Creation, collection and management of documents in an electronic environment. h) The Application should have a full-functionality Web-Client requiring no installation on the client machines. i) Solution should be easily configurable to suit the dynamic needs of the Petroleum Refinery Laboratory, without the need to write customized code. j) The configuration tools should be easy to use and allow for change of Menus, Screen design as per user requirement. l) Should have logically separate Database groups for Current and Archive data, enabling user to switch easily from Current mode to Archive mode from the same client application. m) Solution offered by Bidder shall be browser-based. n) Solution shall support common browsers with default as Microsoft IE. O) Solution shall also have a client-based version which BPCL may choose to implement at selective locations. p) Solution offered must be user-friendly, intuitive with in-built help / support facilities. q) Solution must have standard interface for Integration to SAP as out of the box functionality. Customization is not acceptable. The Interface must be certified by SAP. r) Solution for Integration to Laboratory instruments must not be a third-party Solution. s) Following are details of existing IT Platform

i. Application server will have Quad Core processor, 32 GB RAM, 250 GB of RAID 5/6/0-1 free

space for hosting application (Free space after installing the OS and other software) with

redundant power supply and dual network connection. The server will be preinstalled

Windows 2012 enterprise edition with ISS Application server version.

ii. Database server will have Quad Core processor, 32 GB RAM, 350 GB of GB RAID5/6/0-1 free

space for database with redundant power supply and dual network connection. The server

will be preinstalled Windows 2012 enterprise edition and Microsoft SQL 2016 enterprise

database.

iii. Web Access server will have Quad Core processor, 32 GB RAM, 250 GB HDD of RAID5/6/0-

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1 free space with redundant power supply and dual network connection. The server will be

installed preinstalled Windows 2012 enterprise edition and web server. t) System should support and Integrated with LDAP (Lightweight Directory Access Protocol), Single Sign On for all applications. u) LIMS software shall support and be compatible with current BPCL hardware/OS/patch/antivirus policies (Windows OS Server 2008 R2 and above, SQL Server 2008 R2 and above, Symantec Endpoint Protection V.12.1.3001.165 and above. v) System should have facility to switch over from production to standby and DR or vice-versa with minimal downtime. Vendor shall indicate the methodology, efforts and time to switch over of primary to secondary site during emergency and vice versa. w) Automatic closure of session/log off, if the system is idle for more. The Auto-Scheduler shall not consume a separate license. x) In future, BPCL may require integrating the data in the LIMS System to other visualization / reporting systems. Bidder should not have any objection to this. y) To address the changes in requirements related to Reporting, Vendor should share the database structure of the LIMS solution with BPCL, so that BPCL can develop additional Custom reports or queries as per changing business needs. z) Configurations and development of reports shall be carried out with active involvement of BPCL and vendor shall transfer the knowledge to BPCL. aa) Vendor shall carry out Report development, Configuration and development of reports with active involvement of BPCL. bb) As a part of execution the LIMS service providers / representatives deputed by the vendor at BPCL Refineries site, will have to be given access to BPCL official information and information processing facilities. A confidentiality and non-disclosure agreement (NDA) has to be signed by the vendor to comply with BPCL Information Security Management Policy. cc) Bidder shall have an established support center in India to carry out implementation and after sales support activities, for the offered LIMS System. CVs of local implementation and post sales support team members should be submitted along with technical offer to BPCL to evaluate their proficiency. dd) Bidder shall submit information about their software, underlying technology and platforms supported, data base platforms supported for e.g. SQL, Oracle, etc. integration options features, as part of the technical bid. ee) The Bidder will be provided the hardware/software mentioned in s) above. In case any other software/hardware need arise same shall be the responsibility of bidder to arrange to complete the project.

a) LIMS system shall support VM ware/Virtual environment. There should be no CPU or core restrictions for hosting on VM Ware / Virtual environment. The LIMS system shall have a well-

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defined strategy for Archival / Retrieval of data. Knowledge transfer for both Application maintenance and Report development shall be ensured by the vendor. System speed is prime requirement. Transaction response time shall be acceptable to BPCL.

b) The Reporting facility provided by the System should not require any separate client installation. No specific software component shall be required to be installed on individual clients for printing / viewing of reports through web interface. The Reporting software should seamlessly integrate with Microsoft Office Application. The Client Application should coexist with the other Client software implemented at BPCL viz. SAP clients. Issues if any need to be sorted out by the Vendor. The proposed solution should also support Document Management addressing the Creation, collection and management of documents in an electronic environment. The Application should have a full functionality Web-Client requiring no installation on the client machines. Solution should be easily configurable to suit the dynamic needs of the Petroleum Refinery Laboratory, without the need to write customized code. The configuration tools should be easy to use and allow for change of Menus, Screen design as per user requirement. Should have logically separate Database groups for Current and Archive data, enabling user to switch easily from Current mode to Archive mode from the same client application. Solution offered by Bidder shall be browser based. Solution shall support common browsers with default as Microsoft Resolution shall also have a client based version which BPCL may choose to implement at selective locations.

c) Solution offered must be user-friendly, intuitive with inbuilt help / support facilities.

d) Solution must have standard interface for Integration to SAP as out of the box functionality. Customization is not acceptable. The Interface must be certified by SAP.

e) Solution for Integration to Laboratory instruments must not be a third party solution

f) Solution offered must be user-friendly, intuitive with inbuilt help / support facilities.

g) Solution must have standard interface for Integration to SAP as out of the box functionality. Customization is not acceptable. The Interface must be certified by SAP.

h) Solution for Integration to Laboratory instruments must not be a third party solution.

Bidder shall study for each point in the functional scope

a. The ASIS business process being followed

b. The existing LIMS functionality that addresses the point (If applicable)

c. User’s Requirement from the new system

d. If the point is related to a reporting need, then report template and purpose will be studied. Reports to be taken up for development will be identified during this study

e. If the point is related to Integration, then the data interchange and related event triggers will be studied. Requirement for integration to SAP will also be defined at this stage.

Bidder shall Identify and finalize the list of Laboratory Instruments from each Laboratory,

not exceeding 50 nos., that will be taken up for Integration in the Instrument Integration phase of the Project. This will include the Type, Make, and Model of the Instrument. Bidder shall also study the technical scope and the overall IT framework, standards and policies at BPCL ( Marketing QA Labs) and Integration between LIMS and other systems

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f. After completing the interactions at four regions Bidder will summarize the same and prepare

a Minutes of Meeting for each region and send it to the BPCL core LIMS Implementation team.

g. After visiting the Four Regions and understanding their requirements, Bidder shall formally document the requirements Bidder shall initiate and conduct a formal 2 day workshop at BPCL SEWREE QA Lab wherein the BPCL’s core LIMS Implementation team shall participate. The workshop will include presentation, discussions, training and the same shall be moderated by the bidder.

h. Bidder shall cover following in the agenda of the workshop

i. Product Familiarization training

j. Presentation and discussion on Functional scope in line with worldwide standards, 50 Reports that are in the scope for Implementation, Instruments that will be connected during the Instrument integration phase, Data migration plan, Customization that will need to be done in the Bidder’s product to support the functional scope, Proposed technical architecture, capacity planning and expected data growth.

k. Specifications for hardware and networking requirements if any, like Barcode Printers, Barcode Readers, Electronic Laboratory Notebooks (ELNs), additional computers, adaptors, networking equipments, etc

l. The bidder shall make use of this workshop to finalize the functional design specifications, data migration plan and technical design document.

m. Following the requirements study and the workshop, Bidder shall prepare and submit the FDS (Functional design specification), data Migration Plan and Technical Design Documents for BPCL Marketing QA Labs.

n. Though the Requirements study will be done for all 4 Regions together, the LIMS implementation and GoLive will happen in one GO To support this implementation, each of these documents viz. FDS, Technical Design and Migration plan will have 2 SIGNOFF sections. One for ‘Approval SIGNOFF’ (which will be signed off at the end of requirements study, by the Core LIMS implementation team and Bidder) the other for ‘GoLive SIGNOFF (to be signed off by Lims Core Team). Any requirement observed during the requirement study will be the part of LIMS Scope.

o. FDS document shall cover the logical system flow, data organization, system inputs and outputs, processing rules, and operational characteristics of the product from the user's point of view. This shall be done using any standard approach such as Prototyping, UseCase Modeling, etc.

p. FDS document will enlist the customization that will be done in the solution.

q. FDS document will enlist all Reports required by users, and indicate clearly r. Which 50 reports are In the scope of implementation by Bidder

s. Which reports are not in the scope of Implementation by Bidder

t. Strategy for developing reports falling under (1) and (2) u. FDS document shall contain specifications for hardware and networking

requirements if any, like Barcode Printers, Barcode Readers, Electronic Laboratory Notebooks (ELNs), additional computers, adaptors, networking equipments, etc.

v. FDS document shall be the final blue print which shall cover all requirements captured and

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elaborated during the requirements study phase and shall be the scope for implementation services viz. Installation, configuration, customization, development and deployment. FDS will also contain list the Laboratory Instruments from each Marketing QA Labs, that will be taken up for Integration in the Instrument Integration phase of the Project.

w. Technical Design Document shall cover the proposed Information Technology Architecture for Enterprise wide LIMS including

x. Data Server locations for Production as well as Disaster Recovery y. Application and Database instance architecture (Option for Centralized hosting of Application

and Database and distributed hosting to be provided. BPCL will decide which one to go in for) z. Connectivity architecture aa. Network bandwidth requirements for smooth functioning bb. Security architecture Redundancy system Backup and Recovery system Hardware / Software

prerequisites The Information Technology Architecture for Enterprise wide LIMS proposed in Technical Design document must be in line with the IT Framework, Standards and Policies implemented at BPCL Marketing QA Labs).

cc. Data Migration plan Document shall contain the detailed plan for migration of legacy data (Masters as defined by BPCL) from existing LIMS solutions in each Marketing QA Labs to the proposed LIMS solution. It shall enlist clearly the activities involved in Data migration, responsibilities of BPCL and Bidder in ensuring that data is correctly migrated from legacy system to the new one.

dd. Bidder shall submit the FDS (Functional design specification), Data Migration Plan and Technical Design Document for validation and ‘Approval SIGNOFF’ by LIMS Core implementation team of BPCL, after the Requirements study Phase is complete.

ee. Following the ‘Approval SIGNOFF’ of FDS, Data Migration Plan and Technical Design Document, supply of software and licenses and hardware procurement by BPCL, bidder shall carry out installation, configuration, customization, data migration, testing, report development, training, implementation, and rollout phasewise and spelled out in the implementation services section.

ff. The FDS, Migration Plan and technical Design document will have a Golive ‘SIGNOFF’ Section, which will be signed by LIMS Core Team at the time of GoLive of the LIMS solution at their site.

gg. The requirements study will be deemed complete only on submission of the deliverables and ‘Approval SIGNOFF’ by BPCL.

hh. Any changes to the FDS, Migration Plan and technical Design document, subsequent to the ‘Approval – SIGNOFF’ will need to be validated by the Project Manager from BPCL as well as Bidder’s end. Bidder will update the respective document and will submit the new version for validation and approval at BPCL end.

XIII IMPLEMENTATION SERVICES

a) After the requirements study phase, Bidder to submit a detailed project plan, specifying the timelines, resource loading, roadmap and major milestones for the implementation.

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The same will be reviewed and evaluated by BPCL and has to be approved by BPCL Core Team. The project plan will then be jointly approved by BPCL and Bidder. The Bidder shall train the Users in Four Regions( at their own cost and accommodation) covering Stationary Labs, Mobile Labs and end users for three days each. Bidder should provide Power Point Presentation, User Manuals with screen shot and System Manual, FAQ’s.

c) Bidder shall provide team structure from Bidder’s side. BPCL will have an appropriate team in place for implementation.

d) In case, BPCL wants to avail additional services, which are not covered in the present scope of services, Bidder shall agree to do so at services rates quoted in the commercial bid. These rates should be exclusive of costs towards travel, lodging and boarding of Bidder’s LIMS service providers.

XIV INSTALLATION OF SOFTWARE

a) Bidder shall be responsible for complete installation of LIMS Software and all related components at BPCL Marketing QA Labs in development, quality, testing, and production and DR servers. BPCL shall provide the servers and software as mentioned in Annexure IV , all other software and software licenses shall be provided by the bidder till end of contract of LIMS.

b) In case bidder feels that any hardware/software can be provided by bidder required in any stage of implementation at no extra cost and it will make the implementation of LIMS faster and feasible, BPCL can consider this option subject to approval from respective BPCL team. However complete access from BPCL with proper security built in shall be provided by the bidder.

c )Configuration / Customization as per FDS i) Bidder shall carry out configuration / customization of LIMS Software and all related components at BPCL Marketing QA Labs as per FDS with ‘Approval SIGNOFF’. ii) Bidder shall carry out configuration / customization of LIMS Software and all related components on development, Testing, Quality, Production and DR servers in BPCL Marketing QA Labs.

iii) The Software should run effectively with 40 concurrent users at any point of time. d ) Data Migration from Legacy LIMS System to new LIMS

i) Bidder shall carry out data migration activity as per migration plan with ‘Approval SIGN-OFF’ by BPCL.

ii) Bidder shall provide templates and suitable interfaces to import, export, upload and download master data either from legacy or from Excel Sheets.

iii) Data entry, if any, required during data migration activity shall be done by Vendor only.

iv) The data migration activity should be completed before the user testing phase.

v) After uploading, BPCL shall confirm the accuracy of data which was migrated to the new

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LIMS Solution.

vi) A signoff shall be taken from BPCL LIMS Core Team after the data migration activity on the Data Migration Plan document – ‘GOLIVE SignOff’ Section.

d ) Integration with SAP as per Scope of Work

a) Bidder shall carry out SAP Integration activity as per FDS with ‘Approval SIGNOFF’ by

BPCL after requirements study

b) LIMS Solution should have standard, proven interfaces for integration with SAP (ERP). The integration may be unidirectional or bidirectional as per FDS with ‘Approval SIGNOFF’ by BPCL after requirements study.

c) Integration to other systems should be possible through standard Web Services, XML, APIs (Application Programming Interface) or RFCs (Remote Function Calls).

d) LIMS Solution should be ODBC (Open Database Connectivity) Compliant.

e) LIMS System should have the Capability to allow sample test requests to be initiated from external systems via Application interface (API), or Remote Functional Call (RFC).

XV DEPLOYMENT OF SOLUTION AT BPCL

a. Bidder shall depute separate personnel, with sufficient experience of enterprise -level implementation for BPCL Marketing QA Labs. The Person should not change till GO live.

b. Bidder’s LIMS service providers have to proactively assist in the implementation of each and every feature of Software by providing handholding support in user creation, role assignment, and workflow integration etc. as per FDS with ‘Approval SIGNOFF’ by BPCL after requirements study. The LIMS service providers have to guide the users for timely implementation and completion of scheduled activities.

c. The LIMS service providers have to resolve the technical / operational issues as soon as possible to make the implementation process smooth.

d. Bidder shall be responsible for the entire development life cycle which Interfaces, coding, Integration, Reports, Analytics, configuration, workflow etc.

e. Bidder shall implement the LIMS solution as per FDS with ‘Approval SIGNOFF’ by BPCL after requirements study.

XVI USER ACCEPTANCE TESTING

a) Bidder shall define user acceptance testing scenarios and criteria, test specifications in a detailed test plan and get it signed off by BPCL team.

b) Bidder shall test the application along with BPCL team as per test plan.

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c) Bidder shall capture and document test results and submit the same to BPCL.

d) System should be migrated from Test Server to Production Server only after the User Acceptance testing is signed off by BPCL.

XVII TRAINING (USER, ADMINISTRATOR AND REPORT WRITING TRAINING)

a) Bidder will provide 3 types of training to BPCL – User, Administrator and Report Writing.

b) Before carrying out Training, Vendor shall define and submit the list of topics and the areas which shall be covered during the training programs. This will cover User, Administrator as well as Report writing training programs.

c) Complete hands-on training in Administration and System areas shall cover installation, designing, customization, configuration, development, deployment, implementation, backup, restore etc.

d) Report writing training shall cover all aspects of Report writing tool, which has been used by the Bidder for generation of the 50 Reports defined in FDS.

e) Bidder shall agree to provide user, administrator and report generation training at the BPCL Marketing QA Lab Sewree where LIMS Solution is being deployed. In this case, BPCL will provide the necessary infrastructure required for training. BPCL will also decide the no. of participants for the training.

f) If specified by BPCL, Bidder shall agree to provide training in India or outside India, where they have the entire training environment setup. Vendor shall make necessary classroom arrangements for the training programs at his site.

g) Bidder shall provide the training material to the participants in softcopy and hardcopy, without any additional cost.

h) Administration and end user training shall be completed before golive, for the participants identified by BPCL. Report writing training can be prior to golive or after golive and will include hands-on training on 2 reports agreed mutually by BPCL and Bidder.

XVIII GOLIVE AND SIGNOFF

a) After LIMS “GoLive” at Marketing QA Labs, vendor shall assign personnel for Two month for handholding and resolving issues encountered, if any. The Personnel assigned for “handholding” training shall be fully conversant with software offered, and shall be available on every working day. If the system is down beyond working hours, then support must be provided during that period too. If LIMS system is down in any of the Marketing QA Labs, the personnel may have to travel to the BPCL Sewree QA Lab to resolve the issues.

b) The project will be considered as completed and ‘GoLive SIGN OFF will take place after delivery of fully operational LIMS solution, UAT, user training, documentation

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and successful implementation of live system completed in all respect as per terms and condition of scope of work / FDS. There will be individual GoLive ‘SIGNOFFs’ on the FDS, Technical Design document and Data Migration Plan for each BPCL Marketing QA- Lubes.

XIX POST ROLLOUT SUPPORT: WARRANTY

a) Bidder shall warrant that the LIMS solution deployed at BPCL will fully satisfy the functional requirements as per FDS and shall have no defects arising from design or workmanship or any act or omission by them. Clauses of AMC shall be applicable in Warranty period.

b) Warranty period shall be for 1 year and shall start after the golive “SIGN OFF” of the respective Refinery as mentioned in point 2.2.9 paragraph b)

c) Vendor shall provide and apply the LIMS software patches, upgrades etc during the warranty period.

d) Vendor shall revise the documents whenever changes are made in the software during the warranty in the form of addendum to original documents.

e) Vendor shall also provide/apply the patches, upgrade etc for the 3rd Vendor components, tools, adaptors, connectors etc and certification wherever necessary, during the warranty period.

f) Vendor shall support and troubleshoot issues without affecting the production system.

g) Vendor shall provide support through on site visit, telephone, email, support web site, webex, voice mail etc, depending on the criticality of the issue.

h) All issues raised shall be classified by BPCL into LOW, MEDIUM and CRITICAL and support and response shall be based on these factors. LOW – 10 days, Medium – 5 days and CRITICAL –1 day.

i) Vendor shall provide LIMS software upgrade and assist in Hardware upgrade. In case needed, vendor shall make onsite visit to carryout the activity.

j) Vendor should submit a quarterly report of maintenance carried out on the system during warranty period.

k) Vendor should carry out workshops once in a year during Warranty period to showcase product roadmap and new features / capabilities.

l) Vendor a/c manager for BPCL should make a site visit every 3 months during Warranty period.

m) Any change in the name of the company should be informed by the vendor to BPCL and steps should be initiated to ensure that the name change formalities as per legal requirements are met.

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XX DOCUMENTATION AND DELIVERABLES

a) Vendor shall prepare and submit following documents for the project in PDF and Word

1 Functional Design Specifications (FDS) document

2 Technical Design document

3 Data migration plan

4 Test criteria for site acceptance, testing procedure and integration testing procedure

5 End-user manual

6 Operational manual for administrators

7 Report writing Manual

8 Project Plan and other Project Documentation b) Template for all the documents mentioned in points 1 to 8 shall be approved by BPCL.

c) Vendor shall maintain proper versioning of all documents prepared and listed in points 1 to 8 till the end of warranty period.

d) All the documents mentioned in points 1 to 8 shall be submitted as a set of 3 hardcopies (1 Original + 2 duplicate) along with 1 soft copy on CD / DVD media.

e) Bidder shall Supply Solution Software on with Media for Server, Client and Interfaces, etc.

f) 3rd Party components supplied as part of Software shall be certified by the OEM software Companies and copies of the certification shall be submitted along with the proposal. In case Certification is not available then vendor shall themselves certify the components and shall be Responsible to provide support and troubleshoot in future. g) LIMS should be configurable easily by the IS team of BPCL. We prefer to have reduced training requirements and familiarization of languages and technologies used by the LIMS vendors. For this, a generic, GUI based workflow engine is to be offered by the LIMS vendors.

XXI ANNUAL MAINTENANCE a) AMC shall be for 5 years which shall start immediately after the completion of 1 year of warranty period for LIMS at BPCL Marketing QA Labs, respectively. b) AMC shall cover the service and support clauses covered in Warranty section above. c) During the AMC tenure, Vendor shall agree to provide the patches, fixes, upgrades, new release etc without any additional cost.

d) All error messages in the system shall be descriptive clearly indicating the nature of error and action expected from user.

e) During AMC period, Vendor should carry out Audit of the implemented solution once in a year, for gap identification and submit a report to that effect.

f) Vendor should submit a quarterly report of maintenance carried out on the system during AMC period.

g) Vendor should carry out workshops once in a year during AMC period to showcase product road-map and new features / capabilities.

h) Vendor a/c manager for BPCL should make a site visit every 3 months during AMC period. i) Any change in the name of the company should be informed by the vendor to BPCL and steps should be initiated to ensure that the name change formalities as per legal

requirements are met.

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XXI INSTRUMENTATION INTEGRATION SERVICES AT BPCL (MARKETING QA LABS) a) Bidder shall carry out Instrument integration for the instruments identified and finalized

during the requirements study phase and mentioned in the FDS. There are three Instruments in each Lab so for 25 Stationary Labs 50 instruments needs to be integrated. They are a) Stabinger Viscometer( Auto), b) EDXRF Supreme, c) Auto Distillation (OPtidist)

b) LIMS System should have capability to allow sample test results to be passed from

Instruments via a standard Interface.

XXII MOBILE APPLICATION

Mobile application should be available for the software where main features like registering

sample, viewing report, etc features should be part of LIMS software. This mobile application

intended to be used by the mobile labs and sales officers who are in the field most of the time.

In other words the features in use by Sales Officers Mobile app should have minimum those

features. The mobile application should be on Android/IOS latest versions always.The mobile

application should support always the latest version of Android/ IOS. Mobile application will

be a part of LIMS solution and no additional license charges would not apply if it is used by

BPCL.

SMS and Email features should be part of the LIMS for various communications.

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ANNEXURE -III

CONTRACTS TERMS AND CONDITIONS DEFINITION OF TERMS

In the contract documents as herein defined where the context so admits, the following words and expressions will have following meanings: (a) “The BPCL/Company/BPCL” means the Bharat Petroleum Corporation Limited, incorporated in

India having its registered office at 4 & 6, Currimbhoy Road, Ballard Estate, Mumbai - 400 038 or their successors or assigns

(b) “The LIMS service provider” means the person or the persons, firm or Company whose tender has been accepted by the BPCL and includes the LIMS service provider’s legal representative, his successor and permitted assigns.

(c) The “Managing Director” shall mean the Chairman and Managing Director of the Bharat Petroleum Corporation Limited or his successor in office designated by the BPCL.

(d) The “Officer-in-Charge” shall mean the person designated as such by the BPCL and shall include those who are expressly authorized by the BPCL to act for and on his behalf for operation of this contract.

(e) The “Work” shall mean the works and/or services to be executed in accordance with the contract or part thereof as the case may be and shall include extra, additional, altered or substituted works and/or services as required for purpose of the contract.

(f) The “Contract Document” means collectively the Tender Document, Terms of Reference, agreed variations, if any, and such other document constituting the tender and acceptance thereof.

(g) The “Contract” shall mean the Agreement between the BPCL and the LIMS service provider for the execution of the works including therein all contract documents.

(h) The “Terms of Reference” shall mean the various works to be carried out, reports to be generated and commercial documents to be created in line with the law, as detailed in the tender document

(i) The “Tender” means the tender submitted by the LIMS service provider for acceptance by the BPCL.

(j) The “Alteration Order” means an order given in writing by the Officer-in-Charge to effect additions to or deletion from and alterations in the works.

(k) The “Completion Certificate” shall mean the certificate to be issued by the Officer-in-Charge to the LIMS service provider when the works have been completed to his satisfaction.

(l) The “Final Certificate” in relation to a work means the certificate issued by the Officer-in-Charge after the period of liability is over for releasing the retention money/PBG.

(m) The “Period of Liability” in relation to a work means the specified period during which the LIMS service provider stands responsible for rectifying all defects that may appear in the services.

1. PERFORMANCE OF DUTIES AND SERVICES BY LIMS SERVICE PROVIDER

1.1. LIMS service provider shall perform its Services in full accordance with the terms and conditions of the Contract and any applicable local laws and regulations and shall exercise all reasonable professional skill, care and diligence in the discharge of said Project work.

LIMS service provider shall in all professional matters act as a faithful advisor to BPCL, and

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will provide all the expert commercial/technical advice and skills which are normally required for the class of Services for which it is engaged.

LIMS service provider, its staff, employees shall carry out all its responsibilities in accordance with the best professional standards.

LIMS service provider shall prepare and submit documents /reports etc. in due time and in accordance with the Tender Conditions.

1.2. LIMS service provider will maintain for the performance of the Contract, personnel as determined to be responsible for carrying out this job and such persons shall not be replaced or substituted without written approval of BPCL.

2. PRIORITY OF WORKS

BPCL reserves the right to fix up priorities which will be conveyed by Officer-in-charge and the LIMS service provider shall plan and execute work accordingly.

3. INTELECTUAL PROPERTY RIGHTS

Accessibility to the documents of BPCL shall be provided to the LIMS service provider for performing the necessary activities as per requirement. The LIMS service provider should maintain secrecy and should not divulge any information to any person/Organization in India or abroad.

4. REPORT / PRESENTATION

The LIMS service provider will submit copies of report, analysis from time to time as required during execution of the work for comments of BPCL. The scope of work involves giving presentation to Senior Management of BPCL as required for understanding of various activities and strategies to be finalized at different stages of the work.

5. SIGNING OF THE CONTRACT

The successful tenderer shall be required to execute an agreement within a period of 10 days of the receipt by him of the notification of acceptance of tender. The payment will not be processed till the time the agreement is executed.

6. MODIFICATION

Any modification of or addition to the contract shall not be binding unless made in writing and agreed by both the parties

7. RECTIFICATION PERIOD

All services shall be rendered strictly in accordance with the terms and conditions stated in the Contract.

No deviation from such conditions shall be made without BPCL’S agreement in writing which must be obtained before any work against the order is commenced. All services rendered by LIMS service provider pursuant to the Contract (irrespective of whether any information has been furnished, reviewed or approved by BPCL) are guaranteed to be of the best quality of their respective kinds.

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LIMS service provider shall rectify at his own cost any mistake in assumption of any data in the study or use of wrong data or faulty study observed within twelve months of the acceptance of his report and will submit the rectified report incorporating the changes wherever applicable within 30 days of observance of mistake.

8. INTERPRETATION OF CONTRACT DOCUMENT

8.1. Except if and to the extent otherwise provided by the Contract, the provisions of the Contract Terms and Conditions shall prevail over those of any other documents forming part of the contract. Several documents forming the contract are to be taken as mutually explanatory. Should there be any discrepancy, inconsistency, error or omission in the contract or any of the matter may be referred to Officer-in-Charge, who shall give his decisions and issue to the LIMS service provider instructions directing in what manner the work is to be carried out. The decision of the Officer-in-Charge shall be final and conclusive and the LIMS service provider shall carry out work in accordance with this decision.

8.2. Singular and Plural: In these contract documents unless otherwise stated specifically, the singular shall include the plural and vice-versa wherever the context so requires. Words indicating persons shall include relevant incorporated companies/ registered as associations/ body of individual/ firm or partnership.

8.3. Notwithstanding the sub-division of the documents into these separate sections and volumes every part of each shall be deemed to be supplementary to and complementary of every other part and shall be read with and into the contract so far as it may be practicable to do so.

8.4. Wherever it is mentioned in the Terms of Reference that the LIMS service provider shall perform certain work or provide certain facilities, it is understood that the LIMS service provider shall do so at his own cost.

9. SECURITY DEPOSIT

The earnest money deposit (EMD), of the LIMS service provider whose tender may be accepted, will be converted to security deposit for due performance of the contract. No interest shall be payable on this security deposit. It shall be refunded after the successful completion of the work.

10. FORFEITURE OF SECURITY DEPOSIT

Whenever any claim against the LIMS service provider for the payment of a sum of money arises out of or under the contract, the BPCL shall be entitled to recover such sum by appropriating in part or whole, security deposit of the LIMS service provider, forming whole or part of such security being insufficient or if no security has been taken from the LIMS service provider then the balance or the total sum recoverable, as the case may be, shall be deducted from any sum then due or which at any time thereafter may become due to the LIMS service provider. The LIMS service provider shall pay to the BPCL on demand any balance remaining due.

11. ACTION WHEN WHOLE OF SECURITY DEPOSIT IS FORFEITED: In any case in which, under any clause or clauses of this contract, the LIMS service provider shall have forfeited the whole of his security deposit (whether paid in one sum or deducted by installment) or have committed a breach of any of the terms contained in this contract the BPCL shall have power to adopt any of the following courses as he may deem best suited to his interest.

11.1. To rescind the contract (of which rescission notice in writing to the LIMS service provider under the hand of the BPCL shall be conclusive evidence) in which case the security deposit

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of the LIMS service provider shall stand forfeited and be absolutely at the disposal of the BPCL.

11.2. To measure up the work of the LIMS service provider and to take such part thereof as shall be unexecuted out of his hand to give it to another LIMS service provider to complete in which case any expenses which may be incurred in excess of the sum which would have been paid to the original LIMS service provider, if the whole work had been executed by him (of the amount of which excess, the certificate in writing of the Officer-in-Charge shall be final and conclusive) shall be borne and paid by the original LIMS service provider and may be deducted from any money due to him by the BPCL under the contract or otherwise or from his security deposit or from the proceeds of sale thereof, of a sufficient part thereof.

In the event of any of the above course being adopted by the BPCL, the LIMS service provider shall have no claim to compensation for any loss sustained by him by reason of his entered into any agreements or made any advances on account of or with a view to the execution of the work of the performance of the contract. In case the LIMS service provider shall not be entitled to recover or be paid any sum for any work actually performed under this contract unless the Officer-in- Charge will certify in writing the performance of such work and the value payable in respect thereof and he shall only be entitled to be paid the value so certified.

12. PROJECT MANAGEMENT

The project management will be the responsibility of the Officer-in-Charge, who will be nominated by the BPCL. The Officer -in-Charge may also authorize his representatives to perform his duties and functions.

13. LIMS IMPLEMENTATION TEAM BY THE LIMS SOLUTION PROVIDER

13.1. LIMS provider shall nominate qualified and experienced persons as its LIMS implementing team who will be the contact persons between the BPCL and the bidder for the performance of the Contract.

13.2 The BPCL (BPCL) shall be at liberty to object any nomination whose LIMS implementation skills are not up to the mark. Such nominations brought to the notice of the bidder shall be replaced immediately with competent substitutes at no extra cost to the BPCL.

14. Requirement Study For LIMS implementation at BPCL (Marketing QA Labs) and submission of FDS, Data Migration Plan and Technical Design Document submission followed by signoff (by BPCL) after award of contract.

Bidder to carry out requirement study for one month covering Four Regions ( 1 week each)

at his own cost

Mumbai : Sewree QA, Wadilube QA and Field

Chennai : Tondiarpet & Field

Kolkatta : Budge Budge and Field

Delhi : Bijwasan, Loni and Field

15. RETIRED/RESIGNED COMPANY OFFICER:

No Officer of the BPCL is allowed to work as a LIMS service provider for a period of two years after his retirement/resignation from the employment of the BPCL without the previous permission of the BPCL. The contract, if awarded, is liable to be cancelled if either the LIMS

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service provider or any of his employees is found at any time to be such a person, who had not obtained the permission of the BPCL as aforesaid before submission of tender, or engagement in the LIMS service provider’s service as the case may be.

16. FIRM PRICE

The prices quoted by the LIMS service provider should be firm and not subject to any price escalation.

17. REIMBURSEMENT OF OUT OF POCKET EXPENSES

Mumbai shall be the base location for the performance of this contract.

No travelling and/or lodging and/or out-of-pocket expense shall be payable for carrying out site visit/ attending office in Chennai, New Delhi, Kolkata and Mumbai.

18. NO COMPENSATION FOR ALTERATION IN OR RESTRICTION OF WORK

If at any time from the commencement of the work the BPCL shall for any reasons whatsoever, not require the whole or part thereof as specified in the tender to be carried out, the Officer-in-Charge shall give notice in writing of the fact to the LIMS service provider, who shall have no claim to any payment or compensation whatsoever on account of any profit or advantage which he might have derived from the execution of the work in full, but which he did not derive in consequence of the full amount of the work not having been carried out, neither shall he have any claim for compensation by reason of any alterations having been made in the original Terms of Reference and instructions which shall involve any curtailment of the work as originally contemplated.

19. BPCL NOT BOUND BY PERSONAL REPRESENTATION

The LIMS solution provider shall not be entitled to any increase / or variation on the scheduled rates or any other right or claim whatsoever by reason of any representations, explanations, statements or alleged representation, promise or guarantee given or called to have been given to him by any person.

20. TAXES AND DUTIES

20.1. LIMS service provider shall pay any and all taxes including GST, duties, levies etc. which are payable in relation to the performance of the Contract. The quoted price shall be inclusive of all such taxes and duties except GST. GST shall be payable extra at actual against submission of cenvatable invoice.

20.2. Any changes in the in GST or any introduction of statutory levy within the Contractual Completion period shall be payable by BPCL on submission of supporting bills/documents. No variation in taxes duties or levies other than statutory taxes & duties shall be payable.

20.3. LIMS service provider will not claim from BPCL any other taxes (i.e. barring those as mentioned in 20.1 and 20.2) paid by him.

20.4. BPCL shall deduct tax at source at applicable rates, as required by law.

21. ITC( INPUT TAX CREDIT)

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Bidders shall provide invoice with applicable taxes to enable the BPCL to obtain Input Tax credit as per Indian GST rules.

22. PAYMENT TERMS

The payments for LIMS Solution implementation as outlined in table below.

Sl. no

Project Stage Deliverables Description Payment terms

10 a) Supply of Full Use Concurrent Licenses.

b) Supply of Full use system admin concurrent licenses

c) Supply of Full Use Concurrent transactional licenses.

d)Supply view only concurrent licenses

a)Supply of Full Use Concurrent Licenses.(15nos)

b) Supply of Full use system concurrent licenses (2nos)

c) Supply of Full Use Concurrent transactional licenses.( 20nos)

d)Supply view only concurrent licenses( 5 nos)

Supply of software licences

a. Payment for full use concurrent licences 5 nos. b. Payment for full use system admin concurrent licenses, 1 no. c. Payment for transactional licences , 7 nos. d. Payment for view only concurrent licences, 2 nos

Payment on ‘Go LIVE’

a. Payment for full use concurrent licenses 10 nos. b. Payment for full use system admin concurrent licenses, 1 no. c. Payment for transactional licenses , 13 nos. d. Payment for view only concurrent licences, 3 nos.

20 Supply of Integration Software

Supply of Centralized SAP Integration Basic Software(1 no), Supply 0f Centralized integration software (1 no) Supply of Instrument integration Client to BPCL ( integration of 50 instruments)

Supply of Centralized SAP Integration Basic Software

a.Supply of Centralized SAP Integration Basic Software(1 no)

Payment on ‘Go LIVE’

a.Supply 0f Centralized integration software (1 no) c. Supply of Instrument integration Client to BPCL (50 instruments integration or number of instruments integrated on actuals, 50 max)

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30 SERVICES BPCL MARKETING LIMS IMPLEMENTATION

1. Implementation/Training services to BPCL Marketing. Includes Installation, Configuration, Customization, Data Migration, Development of Key Reports, Integration with process systems, SAP, User Acceptance Testing, User , administrator and Report Format Training at Marketing QA

2.Data/Report/Master Migration/Instrument Integration.

3. LIMS requirement Study for 4 regions

1.Implementation of the Software and Training to BPCL users Includes Installation, Configuration, Customization, Data Migration, Development of Key Reports, Integration with process systems, SAP, User Acceptance Testing, User , administrator and Report Format Training at MarketingQAFunctional Design Specifications (FDS) document for Marketing QA – Approval SIGN-OFF 2. FDS,Technical Design document for Marketing QA – Approval SIGN-OFF 3. Data migration plan for Marketing QA – Approval SIGNOFF 4. Test criteria for site acceptance, testing procedure and integration testing procedure 5. Test Plan 6. Test Results 7. End-user manual 8. Training Manuals for Users admin and Report Writing 9. Operational manual for administrators 10. Project Plan and related

a.On submission of the Report on Requirement study on 4 Regions( covering Labs, Fields and plant) and on acceptance b..payment on completion of FDS, Technical Design

a. LIMS requirement Study for four regions covering Labs, Fields and Plant (Total 1 month).

b. Data/Report/Master Migration/Instrument Integration

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Documentation

11.SAP Integration.

12. instrument Integration( Third Party systems).

Document and Data Migration Plan and their acceptance (Approval SIGN-OFF) by Marketing QA followed by submission of final documentation at Marketing QA. payment on integration with third party systems at Marketing QA

c.payment on installation as per scope, configuration, customization and Development of 20 Reports for Marketing QA. Completion of SAP integration After GOLIVE

c. Implementation and Training services to BPCL Marketing.

40 Additional Development and configuration charges per man day

Additional development as required by BPCL

Per man day expenses on Actuals

Per man day charges at actuals for additional development (number of days )

All the payments is subject to approval by BPCL. Vendor to submit Performance Bank Guarantee for 10% of the contract value for the performance guarantee period, upfront, or for 10% of value of each running bill for the performance guarantee period

The payment will be made as per Purchase Order Line item conditions and invoices to prepared accordingly.

The vendor has to provide the HSN and SAC numbers

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23. CONTRACT PERIOD

Period of contract shall be up to the successful completion of Entire LIMS Scope or 1 year from the date of Letter of Award/PO, whichever is earlier. The contract may be extended for another six months on the same rates terms and condition at the sole discretion of the BPCL.

24. EXTENSION OF TIME

If the LIMS service provider shall desire an extension of the time for completion of the work on the grounds of his having been unavoidably hindered in its execution or on any other grounds, he shall apply in writing to the Officer-in-Charge within two weeks of the date of hindrance on account of which he desires such extension as aforesaid, and the Officer-in-Charge shall if in his opinion (which shall be final), reasonable grounds have been shown thereof, authorize such extension of time as may in his opinion be necessary or proper. In the event of extension of Time of the contract, if granted, the LIMS service provider shall be required to suitably extend the period of Bank Guarantee if submitted, towards security Deposit/retention money suitably.

25. PENALTY CLAUSE

25.1. Time is the essence of the contract. In case the LIMS service provider fails to complete the whole work within the stipulated period for reasons attributable to him, he shall be penalized by 0.5% of the value of contract per week and or part thereof of the delay subject to a maximum of 5% of the value of the contract. The BPCL shall be at liberty to adjust or deduct the said amount of price reduction from any amount due to the LIMS service provider including the Security Deposit.

25.2. The BPCL shall be at liberty to deduct or retain any amount payable to the LIMS service provider periodically, the proportionate or full amount of price reduction as the case may be for the delay periodically caused by the LIMS service provider.

26. SUM PAYABLE BY WAY OF COMPENSATION TO BE CONSIDERED AS REASONABLE COMPENSATION WITHOUT REFERENCE TO ACTUAL LOSS

All sums payable by way of compensation under any of the conditions shall be considered as reasonable compensation without reference to the actual loss or damage, which shall have been sustained by the BPCL.

27. TERMINATION/OFFLOADING

27.1. The LIMS service provider fully understands that timely completion of the work as per the schedule is of paramount necessity as otherwise it would lead to adversely affecting the schedules of other works/project with resultant financial and other losses to the Company/BPCL. In view of this, the LIMS service provider unconditionally agrees and binds himself to be liable for all the consequences for non-completion of the work within the stipulated time.

27.2. In case a situation is brought about by the LIMS service provider warranting termination/off-loading of the whole or any part of the work for any reason whatsoever, the Company/BPCL shall have the liberty and right to entrust/engage/award the work so terminated/off loaded at the risk and cost of the LIMS service provider to any other agency/LIMS service provider by adopting any mode of inviting tenders, i.e. open/limited/ single party/negotiation basis etc. in order to ensure completion of the work as per the schedule or at the quickest possible time.

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28. LIABILITIES

28.1. Without prejudice to any express provision in the contract, LIMS service provider shall be solely responsible for any delay, lack of performance, breach of agreement and/or any default under this contract.

28.2. Notwithstanding any other provisions, except only in cases of willful misconduct, gross negligence and criminal acts, neither the LIMS service provider nor BPCL shall be liable to each other, in Contract, tort or otherwise, for any consequential loss or damage, loss of use, loss of production, or loss of profits or interest costs.

29. PROFESSIONAL LIABILITY

The LIMS service provider is expected to carry out its assignment with due diligence and in accordance with prevailing standards of the profession.

30. INDUSTRIAL AND INTELLECTUAL PROPERTY

30.1. In order to perform the services, LIMS service provider must obtain at its sole account, the necessary assignments, permits and authorizations from the titleholder of the corresponding patents, models, trademarks, names or other protected rights and shall keep the BPCL harmless and indemnify the BPCL from and against claims, proceedings, damages, costs and expenses (including but not limited to legal costs) for and/or on account of infringements of said patents, models, trademarks names or other protected rights.

30.2. All documents, report, information, data etc. collected and prepared by LIMS service provider in connection with the scope of work submitted to the BPCL will be property of the BPCL.

30.3. LIMS service provider shall not be entitled either directly or indirectly to make use of the documents, reports given by the BPCL for carrying out of any services with any third parties.

30.4. LIMS service provider shall not without the prior written consent of the BPCL be entitled to publish studies or descriptive article with or without illustrations or data in respect of or in connection with the performance of services.

31. CONFLICT OF INTEREST

31.1. The LIMS service provider shall not receive any remuneration in connection with the assignment except as provided in the contract. The LIMS service provider and its affiliates shall not engage in consulting or other activities that conflict with the interest of the employer under the contract.

31.2. BPCL policy requires that LIMS service providers provide professional, objective, and impartial advice and at all times hold the client’s interests paramount, without any consideration for future work, and that in providing advice they avoid conflicts with other assignments and their own corporate interests. LIMS service providers shall not be hired for any assignment that would be in conflict with their prior or current obligations to other clients, or that may place them in a position of being unable to carry out the assignment in the best interest of BPCL.

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31.3. LIMS service providers have an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of their Client, or that may reasonably be perceived as having this effect. Failure to disclose said situations may lead to the disqualification of the LIMS service provider or the termination of its Contract.

32. CONFIDENTIALITY

32.1. BPCL and the LIMS service provider agree to keep confidential (i) the terms and conditions of the Contract (ii) any data/ information related to the Contract which is not in public domain and which may have a material effect on the Contract, and (iii) any opinion, advice, statement, experts' views, documents, technical particulars, etc., provided by BPCL to the LIMS service provider and vice versa. Further, the LIMS service provider and BPCL agree that none of the foregoing matters may be disclosed or referred to publicly or to any third party not concerned with the Contract excluding the Government of India, BPCL or it’s authorized assigns or any such other body which has the authority to ask for such information under the law) except in accordance with the written authority of the other Party.

32.2. The provisions of the clause shall continue to be in force after the termination or completion of Services under the Contract and shall expire after 24 months from termination or completion of service

33. SUBLETTING AGREEMENT

The LIMS service provider shall not sublet or assign the work or any part thereof to another party without the written consent of the company and no such subletting or assignment shall relieve the LIMS service provider from the full and entire responsibility of his obligation under this Agreement.

34. SUSPENSION OF WORKS:

The LIMS service provider shall, if ordered in writing by the Officer-in-Charge or his representative, temporarily suspend the works or any part thereof for such period and such time as so ordered and shall not, after receiving such written order, proceed with the work therein ordered to be suspended, until he shall have received a written order to proceed therewith. The LIMS service provider shall not be entitled to claim/ compensation for any loss or damage sustained by him by reason of temporary suspension of the works aforesaid. An extension of time for completion, corresponding with the delay caused by any such suspension of the works as aforesaid will be granted to the LIMS service provider, should he apply for the same, provided that suspension was not consequent to any default or failure on the part of the LIMS service provider.

35. CANCELLATION

The Company shall at any and all times during the period stipulated for the work, has the right forthwith to cancel this agreement by giving written notice thereof to the LIMS service provider and in such case the LIMS service provider shall be paid for such part of the work as has been executed by him up to the date of cancellation, on the basis of schedule of rates as per Purchase order/Contract and shall be reimbursed by the Company for the cost and expenses incurred by him but which would now be wasted as a direct consequence of the cancellation of the Agreement.

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36. FORCE MAJEURE

Any delays in or failure of the performance of either party hereto shall not constitute default here under or give rise to any claims for damages, if any, to the extent such delays or failure of performance is caused by occurrences such as Acts of God or the public enemy expropriation or confiscation of facilities by Govt./authorities, compliances with any order or request of any Government authorities, acts of war, rebellion or sabotage or fires, floods, explosions, riots or strikes. The LIMS service provider shall keep records of the circumstances referred to above and bring these to the notice of Officer-in-Charge in writing immediately on such occurrences.

37. ARBITRATION:

In case of any disputes or differences between the Parties the same shall be mutually resolved first, however if the Parties fail to mutually resolve any dispute or difference the same shall be resolved by a Sole Arbitrator who shall be mutually appointed by both the parties within a period of 1 (one month). In case the parties have failed to appoint any arbitrator by mutual consent, then the aggrieved Party may take steps for appointment of arbitrator as per the Arbitration and Conciliation Act, 1996 and subsequent amendments thereof. The venue of Arbitration shall be Mumbai and conducted in English language. The arbitration proceedings shall be governed by Arbitration and Conciliation Act, 1996 or any statutory modification or re-enactment thereof and the rules made there under. The decision of the arbitrator shall be final & binding to both the Parties. Judgment or award from Arbitration proceedings any application or other proceedings in respect of anything arising under this Agreement shall be enforced exclusively in the Courts at Mumbai.

This Agreement shall be construed in accordance with the laws of India. The parties hereby agree that the Courts in the city of Mumbai alone shall have jurisdiction to entertain any application or other proceedings in respect of anything arising under this agreement and any award or awards made by the Sole Arbitrator hereunder shall be filed (if so required) in the concerned

37.1. SETTLEMENT OF DISPUTE BETWEEN GOVT. DEPT./PUBLIC SECTOR UNDERTAKINGS IN A PURCHASE OR SERVICE CONTRACT

In the event of any dispute or differences between the VENDOR / CONTRACTOR / SUPPLIER and the BPCL, if the VENDOR / CONTRACTOR / SUPPLIER is a Government Department, a Government Company or a undertaking in the public sector, then in suppression of the afore-mentioned provisions of this clause, stands modified to the following extent:-

All disputes and differences of whatsoever nature arising out of or in relation to this Contract / Agreement or in relation to any subsequent contract / agreement between the parties shall be attempted to be resolved amicably by mutual discussions between the parties. If they are not settled at the implementation level of officers, then these unresolved disputes/ differences will be referred for resolution by discussions with the concerned Director of BPCL and the concerned Director of Vendor/Contractor/Supplier. In case same does not resolve the difference within 30 days, arbitration clause as hereunder would apply.

In the event of any dispute or difference relating to the interpretation and application of the provisions of the contracts, such dispute or difference shall be referred by either party for Arbitration to the sole Arbitrator in the Department of Public Enterprises to be nominated by the Secretary to the Government of India in-charge of the Department of

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Public Enterprises. The Arbitration and Conciliation Act, 1996 shall not be applicable to arbitration under this clause. The award of the Arbitrator shall be binding upon the parties to the dispute, provided, however, any party aggrieved by such award may make a further reference for setting aside or revision of the award to the Law Secretary, Department of Legal Affairs, Ministry of Law & Justice, Government of India. Upon such reference the dispute shall be decided by the Law Secretary or the Special Secretary/Additional Secretary, when so authorized by the Law Secretary, whose decision shall bind the Parties finally and conclusively. The Parties to the dispute will share equally the cost of arbitration as intimated by the Arbitrator.

38. OPERATION OF CONTRACT

38.1. Law Governing:

Regardless of the place of contracting, place of performance or otherwise, this Agreement, and all amendments, modifications, alterations, or supplements, thereto shall be governed by the laws of India and respective state laws for the nature, validity and interpretation thereof.

38.2. Jurisdiction:

The LIMS service provider shall be governed by the Laws in force in INDIA. The LIMS service provider hereby submits to the jurisdiction of the Courts situated at Mumbai, for the purpose of actions and proceedings arising out of the contract and the courts at Mumbai, only will have jurisdiction to hear and decide such actions and proceedings.

38.3. Non-Waiver of Default:

Any failure by the BPCL or LIMS service provider at any time, or from time to time, to enforce or require the strict keeping and performance of any of the terms or conditions of this agreement, or to exercise a right hereunder, shall not constitute a waiver of such terms, conditions or rights, and shall not affect or impair same, or the right of the BPCL or the LIMS service provider, as the case may be at any time to avail itself of same.

39. NOTICES

39.1. Any notice given by one party to the other pursuant to the CONTRACT shall be sent in writing or by fax, telex/cable confirmed in writing.

39.2. A notice shall be effective when delivered or on the notice’s effective date, whichever is later.

40. ORDER EVALUATION: Offers will be evaluated on the basis of Overall lowest Net cost. Entire order shall be placed on single lowest bidder.

41. Other Requirements :

a)One person to be stationed at customer site till expiry of warranty or completion of all

deliverables as per the scope of tender whichever is later. In case the person is changed then

the knowledge transfer responsibility lies with the vendor.

b)The vendor should not change the person on said project till its completion.

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c) The job to be completed phase wise as

i.) The purpose of the requirements study is for the Bidder to understand the exact scope of the project both from functional as well as technical aspects and document the same as the basis for implementation.

d)To carry out the requirements study, Bidder shall be required to visit the requisite departments (QA/TS/ and IS) at BPCL in Sewree, Refinery,ERP and for regions at their own cost.

e)Single point contacts shall be provided by BPCL from the respective departments for ease of coordination. These will constitute the core LIMS Implementation team of BPCL. Similarly, Bidder shall also designate the Project Coordinator who will be the single point of contact for BPCL.

f)Though BPCL is asking for an onsite resource but the resource will be representing bidder organization and will be a part of their organization. Final responsibility of the LIMS will be with the bidder. The asked resource should be on bidder’s company employee.

g)Bidder should submit the CV of the at least 4-5 resources to be stationed at BPCL. The bidder company shall carry out requisite security check of the person .

42. HOLIDAY LISTING:

(a) The following expressions used in this clause shall have the meaning indicated against each of these, unless the context otherwise requires:

Agency: “Party/Contractor/Supplier/Vendor/LIMS service provider/Bidder/Licensor” in the context of these guidelines is indicated as ‘Agency’; “Party/ Contractor/Supplier/Vendor/ LIMS service provider/bidders/Licensor” shall mean and include a public limited company or a private limited company, a joint venture, Consortium, HUF, a firm whether registered or not, an individual, co-operative society or an association or a group of persons engaged in any commerce, trade, industry etc.

Appellate Authority: “Appellate Authority” shall mean the concerned functional Director of BPCL or any other authority nominated by the C & MD. The Appellate authority shall be higher than the “Competent Authority”.

Competent Authority: “Competent Authority” shall mean the authority, who is competent to take final decision for Banning of business dealings with Agencies, in accordance with these guidelines:

The Competent Authority for a Procurement Department which is initiating the Holiday Listing process should be the Regional head (or) SBU / Entity head as the case may be relevant to the said Procurement Department, but not below the level of General Manager

Corporation: “Corporation” means Bharat Petroleum Corporation Ltd. with its Registered Office at Bharat Bhavan-I, 4&6 Currimbhoy Road, Ballard Estate, Mumbai-400001.

Corrupt Practice: “Corrupt Practice” means the offering, giving, receiving or soliciting, directly or indirectly, anything of value to improperly influence the actions in selection process or in contract execution. Corrupt Practice” also includes any omission for misrepresentation that may mislead or attempt to mislead so that financial or other benefit may be obtained or an obligation avoided.

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Fraudulent Practice: “Fraudulent Practice” means and include any act or omission committed by a agency or with his connivance or by his agent by misrepresenting/ submitting false documents and/ or false information or concealment of facts or to deceive in order to influence a selection process or during execution of contract/ order;

Collusive Practice : “Collusive Practice” amongst bidders (prior to or after bid submission)” means a scheme or arrangement designed to establish bid prices at artificial non-competitive levels and to deprive the Employer of the benefits of free and open competition.

Coercive Practice: “Coercive practice” means impairing or harming or threatening to impair or harm directly or indirectly, any agency or its property to influence the improperly actions of an agency, obstruction of any investigation or auditing of a procurement process.

Officer-in-Charge: “Officer –in-Charge (OIC)” or “Engineer-in-Charge (EIC)” shall mean the person (s) designated to act for and on behalf of BPCL for the execution of the work as per requirement of the concerned department.

Malpractice : Malpractice means any Corrupt Practice, Fraudulent Practice, Collusive Practice or Coercive practice as defined herein;

Misconduct : “Misconduct” means any act or omission by the Agency, making it liable for action for Holiday Listing as per these guidelines

Nodal Department: “Nodal Department” means the Department primarily assigned with the role of overseeing the Holiday Listing Process to ensure adherence to guidelines, maintaining, updating and publishing the list of Agencies with whom BPCL has decided to ban business dealings and shall be the Corporate Finance Department.

Vendor De-listment Committee: “Vendor De-listment Committee” relevant to the procurement department which initiates the holiday listing process would the same as the vendor enlistment Committee as per DR&A of the concerned SBU/Entity.

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(b) An Agency may be placed in Holiday List for any one or more of the following circumstances for the period mentioned herein:

i. In the context of its dealings with the Corporation:

S. No Reasons for holiday listing Period of holiday listing

1 Indulged in malpractices resulting in financial loss to the Corporation 15years

2 Submitted fake, false or forged documents / certificates 3years

3 Has substituted materials in lieu of materials supplied by BPCL or has

not returned or has unauthorized disposed off

materials/documents/drawings/tools or plants or equipment supplied

by BPCL

15years

4 Has deliberately violated and circumvented the provisions of labour

laws/regulations/rules, safety norms, environmental norms or other

statutory requirements

3years

5 Has deliberately indulged in construction and erection of defective

works or supply of defective materials

3years

6 has not cleared BPCLs previous dues if applicable 1year

7 Has committed breach of contract or has abandoned the contract 3years

8 Poor performance of the Agency in one or several contracts 1year

9 Has not honoured the fax of award/letter of award/ Contract/ Purchase

order after the same is issued by BPCL

1year

10 Withdraws/revises the bid upwards after becoming the L1 bidder 1year

11 Has parted with, leaked or provided confidential/ proprietary

information of BPCL to any third party without the prior consent of

BPCL

15years

(Reasons listed at S.Nos. 3 and 5 would not be applicable for this tender)

ii. Following additional grounds can also be reasons for Holiday Listing of an agency:

S. No Reasons for holiday listing Period of holiday listing

1 If the Agency is or has become bankrupt , OR is being dissolved OR has

resolved to be wound up OR if proceedings for winding up or

dissolution has been instituted against the Agency

3years

2 Any other ground, including transgression of Integrity Pact, which, in

the opinion of the Corporation, makes it undesirable to deal with the

Agency; In the case of transgression of Integrity Pact, the same should

be substantiated by the verdict of the Independent External Monitor

3years

iii. In cases where Holiday Listing is proposed based on advice from the Administrative Ministry,

no show cause or formal decision by competent authority will be required. The Nodal Department will directly intimate the Agency that they have been placed in Holiday Listing by BPCL based on the Ministry’s advice

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(c) Provision for Appeal • An agency aggrieved with the decision of the Competent Authority shall have the option of

filing an appeal against the decision of the Competent Authority within a maximum of 15 days from the date of receipt of intimation of holiday listing.

• Any appeal filed after expiry of the above period shall not be considered by the Appellate Authority;

• On receipt of the Appeal from the Agency, the Appellate Authority, if it so desires, may call for comments from the Competent Authority;

• After receipt of the comments from the Competent Authority, the Appellate Authority, if it so desires, may also give an opportunity for personal hearing, to the Appellant Agency;

• After examining the facts of the case and documents available on record and considering the submissions of the Appellant Agency, the Appellate Authority may pass appropriate order by which the Appellate Authority may either :

i. Uphold the decision of Competent authority with or without any variation/lesser period of Holiday Listing; OR

ii. Annul the order of the Competent Authority. • No Appeal is permitted in case an Agency is placed in Holiday List by BPCL, based on

Ministry’s advice.

(d) Effect of Holiday Listing • No enquiry/bid/tender shall be entertained with an Agency as long as the ‘Agency’ name

appears in the Holiday list. • If an ‘Agency’ is put on the Holiday list during tendering:

i. If an‘ Agency’ is put on Holiday List after issue of the enquiry/bid/tender but before opening of the un-priced bid, the un-priced bid of the ‘Agency’ shall not be opened and BG/EMD, if submitted by the ‘Agency’ shall be returned. If an ‘Agency’ is put on Holiday List after un-priced bid opening but before price bid opening, the price bid of the ‘Agency’ shall not be opened and BG/EMD submitted by the ‘Agency’ shall be returned .

ii. If an ‘Agency’ is put on Holiday List after opening of price bid but before finalization of the tender, the offer of the ‘Agency’ shall be ignored and will not be further evaluated and the BG/EMD if any submitted by the ‘Agency’ shall be returned, The ‘Agency’ will not be considered for issue of order even if the ‘Agency’ is the lowest(L1). In such situation next lowest shall be considered as L1;

iii. If contract with the ‘Agency’ concerned is in operation, (including cases where contract has already been awarded before decision of holiday listing) normally order for Holiday Listing from business dealings cannot affect the contract, because contract is a legal document and unless the same is terminated in terms of the contract, unilateral termination will amount to breach and will have civil consequences.

(e) Revocation of suspension order “A Holiday Listing order may, on a review during its currency of operation, be revoked by the competent authority if it is of the opinion that the disability already suffered is adequate in the circumstances of the case, and the Agency has taken appropriate action to avoid recurrence. “

The entire guidelines and procedures for Holiday Listing are available in BPCL website and they can be accessed @ http://bharatpetroleum.in/pdf/holidaylistingpolicyfinal.pdf.

http://bharatpetroleum.in/pdf/holidaylistingpolicyfinal.pdf

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ANNEXURE – IV

INTEGRITY PACT

Between

Bharat Petroleum Corporation Limited (BPCL) hereinafter referred to as "The Principal",

And

M/s.………………………..hereinafter referred to as "The Bidder/Contractor/Supplier"

Preamble The Principal intends to award, under laid down organization procedures, contract/s for ………………..The Principal values full compliance with all relevant laws and regulations, and the principles of economic use of resources, and of fairness and transparency in its relations with its Bidder/s, Contractor/s and Supplier/s. In order to achieve these goals, the Principal cooperates with the renowned international Non-Governmental Organisation "Transparency international" (TI). Following TI's national and international experience, the Principal will appoint an Independent External Monitor who will monitor the tender process and the execution of the contract for compliance with the principles mentioned above.

Section 1 - Commitments of the Principal (1) The Principal commits itself to take all measures necessary to prevent Corruption and to

observe the following principles: (a) No employee of the Principal, personally or through family members, will in connection

with the tender, or the execution of the contract, demand, take a promise for or accept, for himself/herself or third person, any material or immaterial benefit which he/she is not legally entitled to.

(b) The Principal will, during the tender process, treat all Bidders with equity and reason.

The Principal will, in particular, before and during the tender process, provide to all Bidders the same information and will not provide to any Bidder confidential / additional information through which the Bidder could obtain an advantage in relation to the tender process or the contract execution.

(c) The Principal will exclude from the process all known prejudiced persons.

(2) If the Principal obtains information on the conduct of any of its employees which is a criminal

offence under the relevant Anti-Corruption Laws of India, or if there be a substantive suspicion in this regard, the Principal will inform its Vigilance Office and in addition can initiate disciplinary actions.

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Section 2 - Commitments of the Bidder / Contractor/Supplier

(1) The Bidder / Contractor/Supplier commits itself to take all measures necessary to prevent corruption. He commits himself to observe the following principles during his participation in the tender process and during the contract execution.

(a) The Bidder / Contractor/Supplier will not, directly or through any other person or firm,

offer, promise or give to any of the Principal's employees involved in the tender process or the execution of the contract or to any third person, any material or immaterial benefit which he/she is not legally entitled to, in order to obtain in exchange, any advantage of any kind whatsoever during the tender process or during the execution of the contract.

(b) The Bidder / Contractor/Supplier will not enter with other Bidders into any undisclosed agreement or understanding, whether formal or informal. This applies in particular to prices, specifications, certifications, subsidiary contracts, submission or non-submission of bids or any other actions to restrict competitiveness or to introduce cartelization in the bidding process.

(c) The Bidder / Contractor/Supplier will not commit any offence under the relevant Anti-Corruption Laws of India; further the Bidder / Contractor/Supplier will not use improperly, for purposes of competition or personal gain, or pass on to others, any information or document provided by the Principal as part of the business relationship, regarding plans, technical proposals and business details, including information contained or transmitted electronically.

(d) The Bidder / Contractor/Supplier will, when presenting his bid, disclose any and all

payments he has made, is committed to, or intends to make to agents, brokers or any other intermediaries in connection with the award of the contract.

(2) The Bidder / Contractor/Supplier will not instigate third persons to commit offences outlined

above or be an accessory to such offences.

Section 3 - Disqualification from tender process and exclusion from future contracts If the Bidder, before contract award, has committed a transgression through a Violation of Section 2 or in any other form such as to put his reliability or credibility as Bidder into question, the Principal is entitled to disqualify the Bidder from the tender process or to terminate the contract, if already signed, for such reason. (1) If the Bidder/Contractor/Supplier has committed a transgression through a violation of

Section 2 such as to put his reliability or credibility into question, the Principal is also entitled to exclude the Bidder / Contractor/Supplier from future contract award processes. The imposition and duration of the exclusion will be determined by the severity of the transgression. The severity will be determined by the circumstances of the case, in particular the number of transgressions, the position of the transgressors within the company hierarchy of the Bidder and the amount of the damage. The exclusion will be imposed for a minimum of 6 months and maximum of 3 years.

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(2) A transgression is considered to have occurred if the Principal after due consideration of the available evidences, concludes that no reasonable doubt is possible.

(3) The Bidder accepts and undertakes to respect and uphold the Principal's absolute right to

resort to and impose such exclusion and further accepts and undertakes not to challenge or question such exclusion on any ground, including the lack of any hearing before the decision to resort to such exclusion is taken. This undertaking is given freely and after obtaining independent legal advice.

(4) If the Bidder / Contractor/Supplier can prove that he has restored / recouped the damage

caused by him and has installed a suitable corruption prevention system, the Principal may revoke the exclusion prematurely.

Section 4 - Compensation for Damages

(1) a) No employee of the Principal, personally or through family members, will in connection with the tender, or the execution of the contract, demand, take a promise for or accept, for himself/herself or third person, any material or immaterial benefit which he/she is not legally entitled to.

b) The Principal will, during the tender process, treat all Bidders with equity and reason.

The Principal will, in particular, before and during the tender process, provide to all Bidders the same information and will not provide to any Bidder confidential / additional information through which the Bidder could obtain an advantage in relation to the tender process or the contract execution.

(2) If the Principal has terminated the contract according to Section 3, or if the Principal is

entitled to terminate the contract according to Section 3, the Principal shall be entitled to demand and recover from the Contractor/Supplier liquidated damages equivalent to Security Deposit / Performance Bank Guarantee.

(3) The Bidder agrees and undertakes to pay the said amounts without protest or demur subject only to condition that if the Bidder / Contractor/Supplier can prove and establish that the exclusion of the Bidder from the tender process or the termination of the contract after the contract award has caused no damage or less damage than the amount of the liquidated damages, the Bidder / Contractor/Supplier shall compensate the Principal only to the extent of the damage in the amount proved.

Section 5 - Previous Transgression

(1) The Bidder declares that no previous transgression occurred in the last 3 years with any other Company in any country conforming to the TI approach or with any other Public Sector Enterprise in India that could justify his exclusion from the tender process.

(2) If the Bidder makes incorrect statement on this subject, he can be disqualified from the tender process or the contract, if already awarded, can be terminated for such reason.

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Section 6 - Equal treatment of all Bidders / Contractors / Suppliers / Subcontractors

(1) The Bidder/Contractor/Supplier undertakes to demand from all subcontractors a commitment in conformity with this Integrity Pact, and to submit it to the Principal before contract signing.

(2) The Principal will enter into agreements with identical conditions as this one with all Bidders, Contractors/Suppliers and Subcontractors.

(3) The Principal will disqualify from the tender process all Bidders who do not sign this Pact or violate its provisions. Section 7 – Punitive Action against violating Bidders / Contractors / Suppliers / Subcontractors

If the Principal obtains knowledge of conduct of a Bidder, Contractor, Supplier or Subcontractor, or of an employee or a representative or an associate of a Bidder, Contractor, Supplier or Subcontractor which constitutes corruption, or if the Principal has substantive suspicion in this regard, the Principal will inform the Vigilance Office.

Section 8 - Independent External Monitors (1) The Principal has appointed competent and credible Independent External Monitors for this

Pact. The task of the Monitor is to review independently and objectively, whether and to what extent the parties comply with the obligations under this agreement.

(2) The Monitor is not subject to instructions by the representatives of the parties and performs his functions neutrally and independently. He reports to the Chairperson of the Board of the Principal.

(3) The Bidder/Contractor/Supplier accepts that the Monitor has the right to access without restriction to all Project documentation of the Principal including that provided by the Bidder/Contractor/Supplier. The Bidder/Contractor/Supplier will also grant the Monitor, upon his request and demonstration of a valid interest, unrestricted and unconditional access to this project documentation. The same is applicable to Subcontractors. The Monitor is under contractual obligation to treat the information and documents of the Bidder/Contractor/Supplier/ Subcontractor with confidentially.

(4) The Principal will provide to the Monitor sufficient information about all meetings among

the parties related to the Project provided such meetings could have an impact on the contractual relations between the Principal and the Bidder/Contractor/Supplier. The parties offer to the Monitor the option to participate in such meetings.

(5) As soon as the Monitor notices, or believes to notice, a violation of this agreement, he will so inform the Management of the Principal and request the Management to discontinue or heal the violation, or to take other relevant action. The Monitor can in this regard submit non-binding recommendation. Beyond this, the Monitor has no right to demand from the parties that they act in a specific manner, refrain from action or tolerate action. However, the Independent External Monitor shall give an opportunity to the Bidder/Contractor/Supplier to present its case before making its recommendations to the Principal.

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(6) The Monitor will submit a written report to the Chairperson of the Board of the Principal within 8 to 10 weeks from the date of reference or intimation to him by the 'Principal' and, should the occasion arise, submit proposals for correcting problematic situations.

(7) If the Monitor has reported to the Chairperson of the Board a substantiated suspicion of an

offence under relevant Anti-Corruption Laws of India, and the Chairperson has not, within reasonable time, taken visible action to proceed against such offence or reported it to the Vigilance Office, the Monitor may also transmit this information directly to the Central Vigilance Commissioner, Government of India.

(8) The word 'Monitor' would include both singular and plural.

Section 9 - Pact Duration This Pact begins when both parties have legally signed it. It expires for the Contractor/Supplier 12 months after the last payment under the respective contract, and for all other Bidders 6 months after the contract has been awarded. If any claim is made / lodged during this time, the same shall be binding and continue to be valid despite the lapse of this pact as specified above, unless it is discharged / determined by Chairperson of the Principal.

Section 10 - Other provisions

(1) This agreement is subject to Indian Law. Place of performance and jurisdiction is the Registered Office of the Principal, i.e. Mumbai. The Arbitration clause provided in the main tender document / contract shall not be applicable for any issue / dispute arising under Integrity Pact.

(2) Changes and supplements as well as termination notices need to be made in writing. Side agreements have not been made.

(3) If the Bidder/Contractor/Supplier is a partnership or a consortium, this agreement must be signed by all partners or consortium members.

(4) Should one or several provisions of this agreement turn out to be invalid, the remainder of this agreement remains valid. In this case, the parties will strive to come to an agreement to their original intentions.

----------------------- ---------------------------------------------- For the Principal For the Bidder/Contractor/ Supplier Place ……………… Witness 1: ---------------------------------- (Signature/Name/Address) Date ………………. Witness 2: ----------------------------------

(Signature/Name/Address)

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ANNEXURE – V

INSTRUCTIONS TO BIDDERS 1. Interested parties may download the tender from BPCL website

(http://www.bharatpetroleum.in) or the CPP portal (http://eprocure.gov.in) or from the e-tendering website (https://bpcleproc.in) and participate in the tender as per the instructions given therein, on or before the due date of the tender. The tender available on the BPCL website and the CPP portal can be downloaded for reading purpose only. For participation in the tender, please fill up the tender online on the e-tender system available on https://bpcleproc.in.

2. Corrigendum/ Amendment, if any, shall be notified on the site https://bpcleproc.in. In case any Corrigendum/ Amendment is issued after the submission of the bid, then such vendors who have submitted their bids, shall be intimated about the Corrigendum/ Amendment by a system-generated email. It shall be assumed that the information contained therein has been taken into account by the vendor. They have the choice of making changes in their bid before the due date and time.

3. To maintain secrecy and security of bids and the data exchanged, the system operates with the

“Digitally signed Certificate” from buyer as well as seller. Data exchanged in the system shall have double encryption which is enabled by a “Digitally signed Certificate”. This ensures maximum possible security and the bids can be viewed only after the tender opening by BPCL / Service provider / participating vendors.

4. As a pre-requisite for participation in the tender, vendors are required to obtain a valid Digital

Certificate of Class IIB and above (having both signing and encryption certificates) as per Indian IT Act from the Licensed Certifying Authorities operating under the Root Certifying Authority of India (RCIA), Controller of Certifying Authorities (CCA). The cost of obtaining the digital certificate shall be borne by the vendor.

5. In case any vendor so desires, he may contact our e-procurement service provider M/s. E-

Procurement Technologies Ltd., Ahmedabad (Contact no. Tel: +91 79 4001 6868) for obtaining the Digital Signature Certificate.

6. Directions for submitting online offers, electronically, against e-procurement tenders directly

through internet:

(i) Vendors are advised to log on to the website (https://bpcleproc.in) and arrange to register themselves at the earliest.

(ii) The system time (IST) that will be displayed on e-Procurement web page shall be the time considered for determining the expiry of due date and time of the tender and no other time shall be taken into cognizance.

(iii) Bidders are advised in their own interest to ensure that their bids are submitted in e-Procurement system well before the closing date and time of bid. If the bidder intends to change/revise the bid already entered, he may do so any number of times till the due date and time of submission deadline. However, no bid can be modified after the deadline for submission of bids.


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(iv) Bids / Offers shall not be permitted in e-procurement system after the due date / time of tender. Hence, no bid can be submitted after the due date and time of submission has elapsed.

(v) No manual bids/offers along with electronic bids/offers shall be permitted.

7. The entire tender document along with Annexure, Bid Qualification Criteria (if any), Techno-commercial and other Details, Price Bid as well as all the uploaded documents shall form the part of the tender. Offers should strictly be in accordance with the tender terms & conditions and our specifications. Tenderers are requested to carefully study all the documents/ annexure and understand the conditions, specifications etc, before submitting the tender and quoting rates. In case of doubt, written clarifications should be obtained, but this shall not be a justification for request for extension of due date for submission of bids.

8. Earnest Money Deposit (EMD)

a) The bidder shall submit an interest-free Earnest Money Deposit of Rs. 1 lakh (Rupees One lakh only) by crossed account payee Demand Draft drawn on any nationalised/ scheduled bank in favour of “BHARAT PETROLEUM CORPORATION LTD” payable at Mumbai.

b) The foreign bidder shall transfer the EMD amount to the beneficiary bank account as per bank details given below and inform the transaction reference to BPCL on or before the due date of the tender :

NAME & ADDRESS : STATE BANK OF INDIA, 460 PARK AVENUE, NEW YORK, NY - 10022

U.S.A

SWIFT CODE : SBINUS33

ROUTING No.: 026009140 or ABA 0914

BENEFICIARY: Bharat Petroleum Corporation Limited

BENEFICIARY BANK : FOR SBI CAG MUMBAI CODE 09995, SWIFT No. SBININBB162, IDA

ACCOUNT No. 2111-001252-002, EEFC A/C 36010165409

c) The Indian bidders EMD should be submitted in physical form in a sealed cover addressed to DGM IS(P&C), BPCL Sewree, Mumbai-15 , boldly super-scribed on the outer cover –

CRFQ number

Item

Closing date/Time

Name of the tenderer

It should be dropped in the tender box or sent by Registered Post/Courier to the following address so as to reach on or before the due date & time of the tender:

DGM IS (P&C), CPO BUILDING, 1ST FLOOR, BPCL, ‘A’ Installation, Sewree Fort Road, Sewree, Mumbai-400015

BPCL will not be responsible for non-receipt of instrument(s) due to postal delay/loss in transit etc.

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

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e) Bid received without the EMD is liable to be rejected.

f) Units registered with National Small Industries Corporation (NSIC) and/or Micro or Small Enterprises (MSE) are exempted from payment of EMD, subject to :

The unit being registered with NSIC for the item tendered. Registration certificate being valid as on date of quotation.

Such bidders must upload a photocopy of valid NSIC Registration Certificate/ Review certificate duly attested by a gazetted officer/notorised, (photocopy of application for registration as NSIC or for renewal will not be acceptable) and/or a valid MSE registration with any notified body specified by Ministry of Micro, Small and Medium Enterprises, failing which such bid will be treated as bid received without EMD and liable to be rejected.

g) Registration with DGS&D will not entitle the tenderer to claim exemption from payment of EMD.

h) EMD is liable to be forfeited (in addition to “Holiday Listing” as applicable in line with clause 39 of Contract Terms and Conditions) in the event of:

i. Withdrawal of offers during the validity period of the offer.

ii. Non-acceptance of LOI/order, if and when placed.

iii. Any unilateral revision in the offer made by the tenderer during the validity of the offer.

i) EMD shall be refunded to all the unsuccessful bidders after finalization of order on all successful bidders.

9. Bidders are required to complete the following process online on or before the due date of closing of the tender:

A. Bid Qualification Criteria, Techno-Commercial bid and Commercial requirements a. Accept the contents of the following annexures barring deviations notified in the forms

provided for this purpose:

(i) Technical Specification - Annexure II (ii) Contract Terms and Conditions - Annexure III

b. Accept the contents of the following annexures in too by clicking on the button provided on

the screen below each one of them:

(i) Instructions to bidders - Annexure V

c. Proforma of Integrity Pact (IP) has been uploaded as Annexure IV of tender documents duly signed on all its pages by BPCL “FOR THE PRINCIPAL”. Bidder shall be required to download and print it such that it is legible. All pages of the printed copy of IP should be duly signed by the authorized signatory and stamped all the pages, with two witnesses name, address & signature and place & date. Thereafter, that copy should be scanned and uploaded by tenderer along with other bid documents. This document is essential and binding.

d. Fill in the Credential Bid Form online.

e. Submit the EMD [if applicable] in physical form or upload a copy of NSIC/MSE Registration Document (all the pages of the EM-II Certificate [Part – II Memorandum]) issued by appropriate authority, as proof of exemption thereof

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f. Upload all the BQC documents

A. The bidder has to submit scan of the original signed certificate duly signed by the authorised

signatory of the Proprietor.

B. Vendor declaration on the Letter Head stating that interface has been developed for the minimum five locations. Relevant documents of their proven track records and satisfactory performance by giving detailed reference (email address/contact details) of end users where LIMS was implemented

Customer Name

Year of Execution

Industry Value of Purchase Order

No of Quality Laboratories connected

In use

Currently

Yes/No

Present Version

Customer Reference

Contact Details

C. In case of foreign LIMS solution provider a certificate from the proprietor that the Bidder is

the Authorised agent/ distributor of the foreign proprietary software.

D. ISO Certificate.

E. Supply Capacity

a) Purchase orders copies OR Job Completion certificate for past sales service, client references

to prove the Supply capacity Criteria specified above for Point under clause a & b.

b) The Certificate (in English) from a practicing Chartered accountant (or) from BPCL approved

TPIAs( LRIS/SGS/GLISPL/IRS/DNV/EIL/Tata Projects/PDIL/UL/RITES

Ltd/ITSIPL/MECON/ICSPL/ICS/Bureau Veritas),listing the documents checked/verified for

Established software Vendor, Proven Track Record

F. Financial Capability

a) Audited Profit & Loss Statement and Balance sheet for the immediately preceding three

financial years. Further, for Bidders who have not finalized their Books of Accounts for

the financial year 2016-17, evaluation of this criteria would be done for the last financial

years for which Books of Accounts has been finalized.

b) The Bidders net worth in the last Financial year ( 2016-17) should be positive

G. Upload all the following BQC documents along with the certificate from Chartered Accountant or one of BPCL approved TPIA:

i. Notarized copy of MSE Registration Document (all the pages of the EM-II Certificate [Part – II Memorandum]) issued by appropriate authority

ii. Indemnity Bond (on INR 100 Stamp Paper) stating that they shall offer and supply the entire tender/ award quantity from the plant (situated at -- Plant Address --) having MSE Certification.

iii. Excise Registration Certificate (valid as on due date of the tender) iv. Excise/ Tax Invoice (printed with Excise Registration/ ECC No.) of dated at

least Twenty-Four (24) Months prior to bid submission due date.

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v. Latest Excise/ Tax Invoice (printed with Excise Registration/ ECC No.) of date within last Three (3) Months prior to bid submission due date.

vi. Audited Balance Sheets and Profit & Loss accounts of the vendor for the previous available three consecutive accounting years prior to the due date of bid submission (English language only).

vii. The Certificate (in English) from the practicing Chartered Accountant or one of BPCL approved TPIA (LRIS / SGS / GLISPL / IRS / DNV / EIL / TATA Projects / PDIL / UL / RITES LTD / ITSIPL / MECON / ICSPL / ICS / Bureau Veritas), (in the format given in the tender).

viii. GST Registration details & Certificate. All the supporting documents should be legible and duly signed, stamped and attested by the authorized signatory, before uploading them online.

H. Price bid Fill in the price bid for both Indian and Foreign bidder online as per the proforma given in Annexure VIII.

10. If the vendor intends to change/ revise the bid already submitted, they shall have to withdraw their bid already submitted, change/ revise the bid and submit once again. However, if the vendor is not able to complete the submission of the changed/ revised bid within due date & time, the system would consider it as no bid has been received from the vendor against the tender and consequently the vendor will be out of contention. The process of change/ revise may do so any number of times till the due date and time of submission deadline. However, no bid can be modified after the deadline for submission of bids. Once the entire process of online bid submission is complete, bidders will get an auto mail from the system stating they have successfully submitted their bid in the following tender with tender details.

11. No responsibility will be taken by BPCL and/or the e-procurement service provider for any delay due to connectivity and availability of website. They shall not have any liability to bidders for any interruption or delay in access to the site irrespective of the cause. Vendors are advised to start filling up the tenders much before the due date/ time so that sufficient time is available with him/ her to get acquaint with all the steps and seek help if they so require. It should be noted that the bids become viewable only after opening of the bids on/ after the due date/ time. Please be reassured that your bid will be viewable only to you and nobody else (including E-Tendering Service Provider as well as BPCL Officials) till the tender is opened. BPCL and/or the E-Procurement Service Provider shall not be responsible for any direct or indirect loss or damages and or consequential damages, arising out of the bidding process including but not limited to systems problems, inability to use the system, loss of electronic information etc. No claims on this account shall be entertained.

12. ACCEPTANCE OF BIDS BY THE CORPORATION: For qualifying in the techno-commercial bid, a. BPCL should have received the EMD submitted by the bidder or proof of exemption there

from b. Bidder should meet entire Bid Qualification criteria. c. The Offered software by the bidder should be acceptable to BPCL based on the Technical

evaluation and Proof of Concept. ( Annexure VII) d. Bidder should not have been debarred or holiday listed for a period that is not over as on the

due date of this tender

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e. Bidder should have completed the entire bidding process, uploaded the Integrity pact duly signed & witnessed and the deviations mentioned by him should be acceptable to the corporation

Price bid of only those vendors would be opened who qualify in the Techno-commercial bid. Price bid shall be evaluated on the overall lowest cost basis.

13. BPCL reserves the right to accept any offer in whole or part or reject any or all offers without assigning any reason. We are also not bound to accept the lowest Bid. Corporation reserves the right to reject any offer which in the opinion of the Corporation is below the normal cost of Containers based on the current cost of inputs.

14. No counter terms and conditions shall be acceptable to us.

15. It shall be understood that every endeavor has been made to avoid error which can materially affect the basis of Tender and the successful Vendor shall take upon himself and provide for risk of any error which may subsequently be discovered and shall make no subsequent claim on account thereof. No advantage is to be taken either by the Corporation or the Vendor of any clerical error or mistake may occur in the general specification, schedules and plans.

16. If any of the information submitted by the tenderer is found to be incorrect at any time including the contract period, BPCL reserves the right to reject the tender/ terminate the contract and reserves all rights and remedies available.

17. Vendors are advised not to enclose unwanted and unasked documents with the tender. Any such documents if received shall not be considered.

18. A tender may not be considered, if BPCL is unable to evaluate that offer for want of any Information.

19. EVALUATION CRITERIA FOR COMPARISON OF BIDS

The bids will be evaluated based on net landed cost including AMC charges along-

with applicable duties and taxes as per Price Bid Format i.e. as per overall lowest cost

basis. Vendors to quote all applicable taxes and duties separately, enabling BPCL to

take appropriate Cenvat Credit/Input Tax Credit, as applicable.

The comparison shall be done on equivalent Indian Rupees basis considering TT

selling rate published in The State Bank of India/Associated Banks on the previous

working day of price bid opening, in case bids are received in USD and EURO.

A )Notwithstanding the foregoing, BPCL shall not bear any liability in respect of:

a) Personal taxes on the personnel deployed by the CONTRACTOR, his SUBCONTRACTOR

and Agent, etc.

b) The Corporate Taxes in respect of CONTRACTOR and his Sub-Contractor and other

Agents, Indian or foreign based.

c)Any other taxes/ duties/ levies, etc.

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ANNEXURE – VI

CREDENTIAL BID FORM (To Be Submitted Online)

Sr. No. Particulars Bidder's Response

1 Name of the Tenderer / Firm / Company

2 Status of the Tenderer/ Firm/ Company (Proprietary Firm OR Partnership Firm OR

Public/ Private Limited Company)

3 Address and Contact Details of the Registered Office

4 Name & address of the Proprietor/ Partners/ Directors with percentage of share

holding

5

If any of the Proprietor/ Partner(s)/ Director(s) of the Firm/ Company participating

in this tender, is also a proprietor/ Partner(s)/ Director(s) in any other Firm/

Company, then please provide the following details:

5-a Name of Common Proprietor/ Partner/ Director

5-b Name of the other firm

5-c Other Firm’s Address

6 State whether the Proprietor/ Any of the Partners/ Any of Directors of your Firm/

Company is related to Any of the Directors of BPCL

6-a If YES, state the Name of BPCL Director and Your RELATIONSHIP with Him

7 State whether the Proprietor/ Any of the Partners/ Any of the Directors of your

Firm/ Company is also a Director of BPCL

7-a If YES, state the Name/s of such BPCL Director/s

8 Name of major clients (including PSEs) for whom Indirect taxation consultancy

work has been carried out

9 Name and Contact Details (Phone, E-Mail Id etc.) of the Team Leader

10 State whether the Tenderer/ Firm/ Company is a Micro or Small Enterprise (MSE).

If YES, please provide Supporting Document.

10-a

State whether the Tenderer/ Firm/ Company is a Micro or Small Enterprise (MSE)

owned by Scheduled Caste (SC) or the Scheduled Tribe (ST) Entrepreneurs. If YES,

please provide Supporting Document.

11 Are you in the holiday / black list of BPCL and / or MOP&NG and / or Oil PSE?

(Yes / No)

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PROOF OF CONCEPT ANNEXURE VII Only bidders who meet the entire bid qualification criteria, would be considered for further evaluation, such Qualified Bidders will have to demonstrate Proof of Concept in different scenarios giving the Functionalities of his system as follows Software demonstration of the following

c. One Entire workflow from registration of sample to release of Test Report Report

including printing of test report (Hard & Soft copy).

d. Entry screen for sample registration details with generation of bar code and/or QR code

with print option for sample label.

e. Any one MIS Test report customization.

f. Test report with 20 lines test results in a single A4 portrait sheet besides logo, header

footer and comments.

g. Audit trail of test results

h. Instrument integration with LIMS

i. Compatibility with SAP integration

j. Compliance to ISO: IEC: 17025

k. Audit Module to conduct a laboratory audit.

l. Raw data and Laboratory documentation archival system

m. Compatibility with tab and mobile.

n. Entry of more than 5 sample test results (in five different columns) for ten parameters in

a single page.

o. Single screen result entry of 20 parameters with validation against specification

p. Approval of 22 passing test results in a single view and one go.

q. Escalation of failing/doubtful test parameters to one level up with email/sms facility.

r. Release of test results with email and SMS.

s. Customer compliant module one cycle.( Market complaints entry to redressal)

t. Inventory Management

u. Performance of the software with related to Speed/Connectivity.

v. Sample details view till test report, using/scanning the bar code and/or QR code of the

sample label. The above can be done by the bidder by a working Demo or thru remote WebEx sessions. Proof of Concept will be evaluated by a Technical Committee for acceptance.

93

ANNEXURE – VIII

PROFORMA OF PRICE BID (To Be Submitted Online)

Price Bid In the price bid concurrent term is used for anytime maximum users allowed, however the number users can be any number for all three types “System Admin”, “View” & “Transactional”. However at any point of time concurrent users limit will prevail.

Implementation/Training is considered as all the preparatory work like preparation of project plan, requirement study, SRS documentation, prototype testing, and complete training with training material. Data/Report/Master migration is for the legacy data migration to the new LIMS. The Annual Maintenance includes complete application maintenance, upgradation, version changes, patching for bugs and security. AMC should be more than 10% of the Total Basic Software Cost . Less than 10% AMC quote is liable to be rejected. Exchange rate for foreign currency conversion to Indian rupees shall be considered as per the TT selling rate published by The State Bank of India on the previous day of opening of the Bid-Qualification bid

for Bid Qualification criteria evaluation. The price bid format is given in next page. The bidder shall bid in one currency including AMC (Rupees or USD or Euro).

94

PROFORMA PRICE BID FOR INDIAN BIDDERS (IN RUPEES)

NOTES:

AMC charges should be more than 10% of Total basic software Cost. Below 10% liable to be rejected

Unit and Quantity shall not be altered by the Bidder.

Remarks column is not a mandatory field.

Tax Rate - 1

(Name) %

Tax amount-1

Rupees

Other Tax

Rate

(Name) %

Other Tax

Value-2,

Rupees

Total

including all

taxes , Rupees

Sl.

No.

Item Description Unit of

Measurement

(UOM)

Qty Unit Rate in

figures in

Rupees

Amount (Unit Rate *

Qty) in Rupees

HSN/SAC

Number

Type of GST GST % GST amount other tax

amount

10 SUPPLY OF CLIENT LICENSES

1) SUPPLY OF FULL USE CONCURRENT* LICENSES TO BPCL-

MARKETING

Nos 15

2) SUPPLY OF FULL USE SYSTEM ADMIN CONCURRENT LICENSES

TO BPCL-MARKETING

Nos 2

3) SUPPLY OF FULL USE CONCURRENT* TRANSACTIONAL

LICENSES TO BPCL-MARKETING

Nos 20

4) SUPPLY OF VIEW ONLY CONCURRENT* - BPCL MARKETING Nos 5

20 SUPPLY OF INTEGRATION SOFTWARE I

1) SUPPLY OF CENTRALISED SAP INTEGRATION BASIC

SOFTWARE

Nos 1

2) SUPPLY OF CENTRALISED INTEGRATION SOFTWARE Nos 1

3) SUPPLY OF INSTRUMENT INTEGRATION CLIENTTO BPCL-

MARKETING

Nos 50

SUB TOTAL

30 Services

1) IMPLEMENTATION / TRAINING SERVICES TO BPCL-

MARKETING

LUMP SUM 1

2) DATA/REPORT /MASTER MIGRATION/INSTRUMENT

INTEGRATION SERVICES TO BPCL-MARKETING

LUMP SUM 1

3) LIMS requirement Study for four regions covering Labs,

Fields and Plant ( Total 1 month)

LUMP SUM 4

40 1) ADDITIONAL DEVELOPMENT/CONFIGURATIONS CHANGE

RATE PER MAN DAY( 200 DAYS)

MAN DAY 200

Grand Total, including all taxes , Rupees

Grand Total, in words including all taxes , Rupees* Concurrent means at a time users, however actual users

can be more.

AMC FOR 5 YEARS

Unit Rate in

figures in

Rupees

Amount (Unit Rate *

Qty) in Rupees

HSN/SAC

Number

Type of GST GST % GST amount,

Rupees

Other tax % other tax

amount, Rs

Total

including all

taxes , Rupees 50 1) ANNUAL MAINTENANCE CONTRACT FOR FIRST YEAR FOR

BPCL-Marketing QA Labs ( After Warranty Period)

LUMP SUM 1

2) Man power Resource cost BE/MCA per day basis,

additionally at site, if required, on actuals

Day 90

60 1) ANNUAL MAINTENANCE CONTRACT FOR SECOND YEAR FOR


LUMP SUM 1



Day 90

701) ANNUAL MAINTENANCE CONTRACT FOR THIRD YEAR FOR


LUMP SUM 1



Day 90

801) ANNUAL MAINTENANCE CONTRACT FOR fourth YEAR FOR


LUMP SUM 1



Day 90

901 ) ANNUAL MAINTENANCE CONTRACT FOR Fifth YEAR FOR BPCL-

Marketing QA Labs ( After Warranty Period)

LUMP SUM 1



Day 90

AMC , Grand Total for 5 years ,in figures, Rupees

AMC , Grand Total for 5 years , in words , Rupees

Price Schedule for Standardized Laboratory Information System ( LIMS) for BPCL Marketing ( Please read RFQ IN Conjuction of Price Bid)

The Bidders are requested to read the tender documdents carefully and understand the scope of work before submitting the Quote

BPCL MARKETING LIMS INDIAN BIDDERS Amount in Rupees

SUPPLY

95

PROFORMA PRICE BID FOR NON-INDIAN BIDDERS (IN USD)

NOTES:


Unit and Quantity shall not be altered by the Bidder. Remarks column is not a mandatory field.

Tax Rate - 1

(Name) %

Tax amount-1

USD

Other Tax

Rate

(Name) %

Other Tax

Value-2,

USD

Total

including all

taxes , USD

Sl.

No.


Measurement

(UOM)

Qty Unit Rate in

figures in

USD

Amount (Unit Rate *

Qty) in USD

HSN/SAC Number Type of GST GST % GST amount other tax

amount



MARKETING

Nos 15


TO BPCL-MARKETING

Nos 2



Nos 20




SOFTWARE

Nos 1



MARKETING

Nos 50

SUB TOTAL

30 Services


MARKETING

LUMP SUM 1



LUMP SUM 1



LUMP SUM 4



MAN DAY 200

Grand Total, including all taxes , USD

Grand Total, in words including all taxes , USD* Concurrent means at a time users, however actual users

can be more.

AMC FOR 5 YEARS

Unit Rate in

figures in

USD

Amount (Unit Rate *

Qty) in USD

HSN/SAC Number Type of GST GST % GST amount, USD Other tax % other tax

amount,

USD

Total

including all

taxes , USD 50 1) ANNUAL MAINTENANCE CONTRACT FOR FIRST YEAR FOR


LUMP SUM 1



Day 90



LUMP SUM 1



Day 90



LUMP SUM 1



Day 90



LUMP SUM 1



Day 90



LUMP SUM 1



Day 90

AMC , Grand Total for 5 years ,in figures, USD

AMC , Grand Total for 5 years , in words , USD



BPCL MARKETING LIMS NON- INDIAN BIDDERS Amount in USD

SUPPLY

96

PROFORMA PRICE BID FOR NON-INDIAN BIDDERS (IN EURO)

NOTES:


Unit and Quantity shall not be altered by the Bidder.

Remarks column is not a mandatory field.

Tax Rate - 1

(Name) %

Tax amount-1

EURO

Other Tax

Rate

(Name) %

Other Tax

Value-2,

EURO

Total

including all

taxes , EURO

Sl.

No.


Measurement

(UOM)

Qty Unit Rate in

figures in

EURO

Amount (Unit Rate *

Qty) in EURO

HSN/SAC Number Type of GST GST % GST amount,

EURO

other tax

amount



MARKETING

Nos 15


TO BPCL-MARKETING

Nos 2



Nos 20




SOFTWARE

Nos 1



MARKETING

Nos 50

SUB TOTAL

30 Services


MARKETING

LUMP SUM 1



LUMP SUM 1



LUMP SUM 4



MAN DAY 200

Grand Total, including all taxes , EURO

Grand Total, in words including all taxes , EURO* Concurrent means at a time users, however actual users

can be more.

AMC FOR 5 YEARS

Unit Rate in

figures in

EURO

Amount (Unit Rate *

Qty) in EURO

HSN/SAC Number Type of GST GST % GST amount,

EURO

Other tax % other tax

amount,

EURO

Grand Total

including all

taxes , EURO 50 1) ANNUAL MAINTENANCE CONTRACT FOR FIRST YEAR FOR


LUMP SUM 1



Day 90



LUMP SUM 1



Day 90



LUMP SUM 1



Day 90



LUMP SUM 1



Day 90



LUMP SUM 1



Day 90

AMC , Grand Total for 5 years ,in figures, EURO

AMC , Grand Total for 5 years , in words , EURO



BPCL MARKETING LIMS NON- INDIAN BIDDERS Amount in EURO

SUPPLY

97

Price variation: Suppliers must quote firm & fixed prices LIQUIDATED DAMAGES/ PRICE REDUCTION SCHEDULE:- Liquidated damages/ Price reduction for delay in delivery/ completion beyond contractually agreed schedule shall be applicable @ 0.5 % per week of delay of undelivered supply /service line item amount, subject to a maximum of 5% of the total basic order value

Indian taxes / duties In case a supplier states that taxes/duties are not applicable at present and will be charged as applicable at the time of delivery then his bid shall be loaded by the maximum rate of taxes/duties applicable. Any other loading not explicitly covered above but as required in the opinion of BPCL to bring the offers on par shall also be considered for evaluation and comparison (Bidder’s signature and Stamp))

98

Annexure-IX

NON DISCLOSURE AGREEMENT

This Agreement is made as of the ------------- 2017 between BHARAT PETROLEUM

CORPORATION LTD. (BPCL) a Government of India Enterprise, having its registered office and

Corporate office at Bharat Bhavan , 4&6 , Currimbhoy Road , Ballard Estate , Mumbai -400001

hereinafter referred as First Part which expression shall unless repugnant to the subject or

the context mean and included its successors, nominees or assigns and M/s ------------------ ---

----- --------------------------------------------------------- a company incorporated under the Indian

Companies Act, 1956, and having its registered office at ------------------------------------ -----------

------------------------------------------- herein after called “-Second Part ” which expression shall

unless repugnant to the subject or the context mean and include its successors, nominees or

assigns.

Whereas in order to pursue the business purpose of this particular project as specified in

Annexure A (the “Business Purpose”), M/s------------------------------------------------------------------

---------------------------- recognize that there is a need to disclose certain information, as

defined in para 1 below, to be used only for the Business Purpose and to protect such

confidential information from unauthorized use and disclosure.

In consideration of First Part’s disclosure of such information, Second Part agrees as follows:

1. This Agreement will apply to all confidential and proprietary information disclosed by First

part to Second part, including information which the disclosing party identifies in writing or

otherwise as Confidential before or within thirty days after disclosure to the receiving party

(“Confidential Information”).

Confidential Information consists of certain specifications, designs, plans, drawings, software,

prototypes and/or technical information, and all copies and derivatives containing such

Information, that may be disclosed to other part by first part for and during the Purpose,

which disclosing party considers proprietary or confidential (“Information”). Confidential

Information may be in any form or medium, tangible or intangible, and may be

communicated/disclosed in writing, orally, or through visual observation or by any other

means by other part (hereinafter referred to as the receiving party) by the First Part

(hereinafter referred to as one disclosing party). Information shall be subject to this

Agreement, if it is in tangible form, only if clearly marked as proprietary or confidential as the

99

case may be, when disclosed to the receiving party or, if not in tangible form, its proprietary

nature must first be announced, and it must be reduced to writing and furnished to the

receiving party within thirty (30) days of the initial disclosure.

2. M/s --------------------------- i.e. Second Part ----------------------------------hereby agreed that

during the Confidentiality Period:

a) The receiving party shall use Information only for the Purpose, shall hold Information in

confidence using the same degree of care as it normally exercises to protect its own

proprietary information, but not less than reasonable care, taking into account the nature of

the Information, and shall grant access to Information only to its employees who have a need

to know, but only to the extent necessary to carry out the business purpose of this project as

defined in exhibit A, shall cause its employees to comply with the provisions of this

Agreement applicable to the receiving party, shall reproduce Information only to the extent

essential to fulfilling the Purpose, and shall prevent disclosure of Information to third parties.

The receiving party may, however, disclose the Information to its consultants and contractors

with a need to know; provided that by doing so, the receiving party agrees to bind those

consultants and contractors to terms at least as restrictive as those stated herein, advise

them of their obligations, and indemnify the disclosing party for any breach of those

obligations.

b) Upon the disclosing party's request, the receiving party shall either return to the disclosing

party all Information or shall certify to the disclosing party that all media containing

Information have been destroyed.

3. The foregoing restrictions on each party's use or disclosure of Information shall not apply

to Information that the receiving party can demonstrate:

a) Was independently developed by or for the receiving party without reference to the

Information, or was received without restrictions; or

b) Has become generally available to the public without breach of confidentiality obligations

of the receiving party. The information shall not be deemed to be available to the general

public merely because it is embraced by more general information in the prior possession of

Recipient or of others, or merely because it is expressed in public literature in general terms

not specifically in accordance with the Confidential Information; or

c) Was in the receiving party's possession without restriction or was known by the receiving

party without restriction at the time of disclosure and receiving party declare of possession

of such confidential information within a day upon such disclosure by disclosing party ; or

100

d) Pursuant to a court order or is otherwise required by law to be disclosed', provided that

Recipient has notified the disclosing party immediately upon learning of the possibility of any

such court order or legal requirement and has given the disclosing party a reasonable

opportunity and co-operate with disclosing party to contest or limit the scope of such

required disclosure including application for a protective order.

e) Is disclosed with the prior consent of the disclosing party; or

f) The receiving party obtains or has available from a source other than the disclosing party

without breach by the receiving party or such source of any obligation of confidentiality or

non-use towards the disclosing party.

4. Receiving party agrees not to remove any of the other party’s Confidential Information

from the premises of the disclosing party without the disclosing party’s prior written approval

and exercise extreme care in protecting the confidentiality of any Confidential Information

which is removed, only with the disclosing party’s prior written approval, from the disclosing

party’s premises. Receiving party agrees to comply with any and all terms and conditions the

disclosing party may impose upon any such approved removal, such as conditions that the

removed Confidential Information and all copies must be returned by a certain date, and that

no copies are to be make off of the premises.

5. Upon the disclosing party’s request, the receiving party will promptly return to the

disclosing party all tangible items containing or consisting of the disclosing party’s

Confidential Information all copies thereof.

6. Receiving party recognizes and agrees that all of the disclosing party’s Confidential

Information is owned solely by the disclosing party (or its licensors) and that the unauthorized

disclosure or use of such Confidential Information would cause irreparable harm and

significant injury, the degree of which may be difficult to ascertain. Accordingly, receiving

party agrees that the disclosing party will have the right to obtain an immediate injunction

enjoining any breach of this Agreement, as well as the right to pursue any and all other rights

and remedies available at law or in equity for such a breach.

7. As between the parties, all Information shall remain the property of the disclosing party.

By disclosing Information or executing this Agreement, the disclosing party does not grant

any license, explicitly or implicitly, under any trademark, patent, copyright, mask work

protection right, trade secret or any other intellectual property right. The disclosing party

disclaims all warranties regarding the information, including all warranties with respect to

infringement of intellectual property rights and all warranties as to the accuracy or utility of

101

such information. Execution of this Agreement and the disclosure of Information pursuant to

this Agreement does not constitute or imply any commitment, promise, or inducement by

disclosing party to make any purchase or sale, or to enter into any additional agreement of

any kind.

8. Disclosing party’s failure to enforce any provision, right or remedy under this agreement

shall not constitute a waiver of such provision, right or remedy.

9. This Agreement will be construed in, interpreted and applied in accordance with the laws

of India.

10. This Agreement and Exhibit A attached hereto constitutes the entire agreement of the

parties with respect to the parties' respective obligations in connection with Information

disclosed hereunder and supersedes all prior oral and written agreements and discussions

with respect thereto. The parties can amend or modify this Agreement only by a writing duly

executed by their respective authorized representatives. Neither party shall assign this

Agreement without first securing the other party's written consent.

11. This Agreement will remain in effect for three years from the date of the last disclosure

of Confidential Information, at which time it will terminate, unless extended by the disclosing

party in writing.

12. With regard to the confidential information of M/s___________disclosed to BPCL, BPCL

agrees to comply with all the obligations of receiving party mentioned in this Agreement.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement by their duly

authorized officers or representatives.

M/S ----------------------------- BHARAT PETROLEUM CORPORATION LIMITED

Signature: _____________ Signature: ____________

Printed Name: _________ Printed Name: ___________

Designation: ________________ Designation: ________________________

102

Exhibit A

1. Business Purpose: ……………………………………………………………

…………………………………………………………………………………….

2. Confidential Information of M/s ------------------------------------------------

a. All communication/ information submitted to the BPCL relating to the proposal of

M/s _______________ for the purpose of procurement and subsequent integration

with existing infrastructure of BPCL, marked as confidential.

3. Confidential Information of BPCL:

a. All details relating to architecture and other Network infrastructure details

of BPCL etc.

b. All information shared in oral or in written form by BPCL with M/s-------------

-----------------------------------------------------------------.

c. Any information desired by M/s ----------------------------- shall be justified for.

d. Information downloaded or taken in physical form shall be returned/ destroyed

after use and not copied.

e. Draft Technical specifications for the various projects and Tender documents

for the same.

BPCL: ___________________ M/s---------------------------------

---------- Signed Signed

END OF DOCUMENT