INVITATION TO BID DOCUMENT - HPCLtenders.hpcl.co.in/tenders/tender_prog/tenderfiles/47/Tender/47.pdf · feasibility study & project management consultant for crude oil terminal at

GURU GOBIND SINGH REFINERIES LIMITED

(A Subsidiary of Hindustan Petroleum Corporation Ltd., India)

INVITATION TO BID DOCUMENT

FOR

FEASIBILITY STUDY & PROJECT MANAGEMENT CONSULTANT

FOR

CRUDE OIL TERMINAL AT MUNDRA,

GUJARAT

(ENQUIRY NO. CEC:PRP:Infrastructure:003)

CENTRAL ENGINEERING CELL 6TH FLOOR

PETROLEUM HOUSE, 17, J. TATA ROAD MUMBAI – 400 020

GURU GOBIND SINGH REFINERIES LIMITED (A SUBSIDIARY OF HINDUSTAN PETROLEUM CORPORATION LIMITED)

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________________________________________________________________________________ Doc No. CEC :PRP:Infrastructure:003 Page 1 of 29 Signature of Bidder with Seal

INDEX SECTION DESCRIPTION PAGE NO. A INTRODUCTION 2 B SCOPE OF WORK 3 C CHECKLIST FOR SUBMISSION OF OFFER 8 D INSTRUCTION TO BIDDER 11 E EVALUATION CRITERIA 17 Attachment 1 Agreed Commercial terms & Conditions 18 Attachment 2 Documents for Technical

Qualification Criterion 20 Attachment 3 Documents for Financial

Qualification Criterion 21

Attachment 4 Price Schedule 22 Attachment 5 Format for reference list for similar type of job 23 Attachment 6 Format for execution of similar Job 24 Attachment 7 Format for present commitments 25

Attachment 8 HSE Conditions 26

Attachment 9 General Terms and Conditions

Of Works Contract


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A. INTRODUCTION 1.0 OBJECTIVE

In order to cater to the requirement of Crude oil to meet the demand of 9 MMTPA Punjab Refinery at Bathinda, Punjab as well as requirement of Mumbai Refinery/Visakh Refinery after future expansions, strategic crude storages is envisaged. Out of 310 acres land acquired for Crude Oil Terminal at Mundra, Gujarat for Punjab Refinery from Gujarat Adani Port Limited (GAPL), 230 acres land is available for Crude Oil Terminal including strategic crude storage. The major facilities envisaged in the Crude Oil Terminal are as follows:

Site Development including Internal Roads/Drainage Crude oil Storage tanks Crude oil blending facilities Internal piping system Fire Fighting Facilities Pumping Facilities to pump the blended crude to GAPL Jetty Plant and Non Plant Buildings/sheds Tank Farm Management System CP & Telecom System Electrical System & Area Lighting Effluent Treatment Plant, as required

This Invitation to Bid (ITB) document is intended to appoint a Consultant to carry out the following: Phase-I: Feasibility study for accommodating maximum capacity/number of crude tanks in an

area of 230 acres with above mentioned facilities and providing Cost estimate of the project with +/- 20% accuracy.

Phase-II: Project Management Consultant (PMC)

2. TERMINOLOGY:

2.1 OWNER

For the purpose of this Invitation to Bid (ITB) document, ‘Owner’ or ‘Company’ means HINDUSTAN PETROLEUM CORPORATION LIMITED, a Company having registered office at 17, Jamshedji Tata Road, Mumbai - 400020.

2.2 BIDDER

A vendor submitting Bid for the services described in this ITB document. 2.3 CONSULTANT

The successful bidder who shall be awarded the job.


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B. SCOPE OF WORK PHASE I: FEASIBILITY STUDY AND COST ESTIMATE

1.0 The consultant shall evaluate various options to accommodate maximum capacity crude oil

tanks with crude blending facilities. 2.0 Feasibility study including adherence of all statutory guidelines i.e. CCOE, OISD, CRZ etc. 3.0 Report on Double wall tank vs. single wall tank with feasibility, design basis and details, cost

comparison, advantages/disadvantages etc with firm recommendation. 4.0 Finalisation of Plot Plan 5.0 Cost Estimate: Consultant to provide cost estimate of the entire project with an accuracy of

±20%

(a) Site Development

(b) Plant and Machinery cost for the following: i) Crude Tankage ii) Crude Blending Facilities iii) Internal piping system iv) Pumping Facilities v) Fire Fighting Facilities vi) ETP vii) Tank Farm Management System viii) CP & Telecom System ix) Electrical System

(c) Roads and buildings (d) Construction site requirements

(e) Start-up expenses

(f) Pre-operative expenses

(g) Operating cost with breakup of each element such as Manpower, Repair and

Maintenance, Insurance, Administrative Expenses etc.

(h) Any other relevant parameter(s) Note: 1. While preparing the cost estimate, consultant to consider the project implementation

through LSTK concept. 6.0 FINANCIAL ANALYSIS

The Internal Rate of Return with income tax, interest and other financial parameters shall be calculated based on cost estimate with +/- 20% accuracy. Sensitivity analysis also shall be carried out. Financial parameters, to be considered for IRR calculations, shall be specified by HPCL.

7.0 TIME PERIOD, METHODOLOGY & DELIVERABLES

Time period: All the reports shall be submitted within the following time frame, effective from the date of


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issuance of Fax of Acceptance (FOA)/Letter of Intent (LOI). Within 1 week : Inception report

Within 6 weeks: Draft report (for HPCL review). The consultant shall make a presentation on

the study report while submitting the draft report at HPCL, Mumbai. The exact date and time for presentation shall be finalized later.

Within 8 weeks: Final report. Comments of HPCL on the draft report shall be incorporated in

the final report and the same shall be submitted within 1 week of receiving the comments from HPCL.

Rejection Criteria: Bidder(s) to note that no changes/revisions shall be granted in the Time period schedule mentioned above and hence no deviations should be offered by bidder; in case they quote any deviation in the time period, the offer shall be summarily rejected without any discussion/intimation to such bidder. Methodology: Consultant shall clearly mention the methodology being adopted for carrying out the Feasibility and Cost Estimate study along with PMC execution details in their offer. Deliverables: The Feasibility and Cost Estimate study will result in one final report in which the work of the consultant is summarized & presented to HPCL management. During the course of this study, inception report, draft report, final report of feasibility and cost estimate study shall be submitted. During the course of study, HPCL would review the progress at Consultant offices where the study would be carried out. Three copies of each report shall be submitted at each stage. Final report is also required to be submitted in soft form on a CD.

8.0 HPCL’s OBLIGATIONS

(a) Site Map of 230 acres area at Mundra, Gujarat

(b) To provide the financial inputs required for cost estimates and financial analysis. PHASE II: PROJECT MANAGEMENT CONSULTANT (PMC)

The project is envisaged to be implemented through Lumpsum turnkey (LSTK) methodology, for which the scope of work for PMC is broadly mentioned as under, but not limited to: 1.0 Assistance in obtaining CCOE Approval and any statutory approvals as required by

filling/filing the application and follow up with statutory bodies till receipt of approval 2.0 Geotechnical Survey (Soil bearing capacity, study of strata, classification of soil etc.) 3.0 Preparation of Site Development Tender (cut and fill grading drawings with quantity take

offs,), tendering, evaluation of bids and recommendation for award of contract. 4.0 Basic Design & Engineering Packages (BDEPs) for facilities envisaged in the project

• PFD and P&IDs of all facilities


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• Equipment Data Sheets • Piping Class with tagging • Piping material specification • Valve specification • Instrument Loop diagrams and data sheets • Equipment layout • Underground cables (electrical/instrumentation/telecom) layout • Tank Farm Flow Diagram • Cathodic protection diagrams • Specification for construction materials

5.0 Preparation of LSTK Tender for facilities envisaged in the project 6.0 Detailed cost estimate of the project with equipment-wise breakdown at following stages:

• Upon release of LSTK Tender (+/- 10% accuracy) • Upon finalization of LSTK (Firm Cost)

7.0 Release of LSTK tender through National Competitive Bidding (NCB), receipt and evaluation

of bids and recommendation for award of contract to owner including providing draft LOI, detailed Purchase Order and agreement with LSTK Contractor

8.0 PROJECT SCHEDULING & MONITORING:

• Providing completion schedule by developing Project Execution Plan and Master Project Implementation Schedule in PRIMAVERA in line with the Target Project Completion Date and its continuous review & updation and advice to the owner for timely corrective action of any delay.

• Monitoring, appraising and reporting to owner on the cost estimation and cost control performance and schedule & control performance of LSTK contractor.

• Monitoring, appraising and reporting to owner on procurement and material management activities of LSTK contractor, including transportation, import into India (if any) and inventory control.

• Preparation & submission of daily/weekly/monthly MIS reports as required by project authority, owner and various government agencies. Providing all required services and assistance for replying to the queries of concerned government departments/statutory agencies and others on the progress and any other aspect related to the project.

9.0 ENGINEERING & PROCUREMENT:

• Reviewing vendor lists prepared by LSTK contractor for supply of various types/classes of equipment.

• Review and approve design philosophy of LSTK contractor • Review and approve the following of LSTK contractor:

Design/Engineering codes and standards Procurement procedures Coordination Procedure Inspection procedures and systems Quality Control system Organisation set-up and CV’s of the personnel proposed for the project Construction plans and procedures Pre-commissioning/commissioning procedures.

• Review & approval of piping GA drawings prepared by LSTK contractor

10.0 CONSTRUCTION MANAGEMENT & SUPERVISION: • Organise, plan, supervise and manage the construction activities as a whole. Overall

project management services through project planning and control, progress measurement and reporting of Contract.

• Interpretation of technical requirements set forth in the contracts and issuance of such interpretation for the guidance of the contractors on behalf of owner and in response to communications from contractors involved in the project.


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• Responsibility for reviewing various documents for establishing contract procedures appropriate to the project and for ensuring LSTK contractors’ compliance with those procedures in all respects while awarding subcontracts

• To implement a structured & auditable Safety Management Plan at the Construction site and preventive measures against unsafe act/procedures

• Responsibility towards acceptance of job of each contractor. • Receiving and reviewing invoices, certifying payment to all contractors involved in the

project and recommending to owner for payment. • Administration, on behalf of owner, of all agreements/contracts executed towards

implementation of the project. • Adherence to health and safety factors as well as environmental protection measures as

stipulated from time to time by Statutory Agencies and owner • Providing adequate number of suitable qualified and experienced manpower for execution

of jobs at all time

11.0 INSPECTION & QUALITY ASSURANCE: • Overall responsibility for quality management throughout the project by reviewing the

quality management systems proposed by LSTK contractor and ensure these are appropriate to project requirements and objectives. Also, PMC shall prepare an integrated Quality Assurance Program (QAP) for the whole project, duly approved by owner satisfying recognised International standards.

• QA/Inspection of stagewise construction activities of LSTK contractor. • Monitoring, appraising and reporting to owner on the quality and safety aspects of

engineering design and construction by all agencies involved in the project. • Provide stagewise QA/Inspection/testing during manufacturing of material/goods at

vendors’ work. • Providing inspection of materials/goods before despatch from vendors’ works and

issuance of Inspection release notes.

12.0 WARRANTIES/GUARANTEES: • Providing quality/performance assurance guarantees for engineering and construction for

safe operation of facilities and to provide corrective engineering/modification for all defects for a period of one year as defect liability period from the date of commissioning of the project facilities and issuance of completion certificate by HPCL.

• To work as an interface between LSTK contractor and project authority, undertake single point responsibility for implementation of the project, and guarantee the general engineering and construction and erection quality as per specifications. Although LSTK contractor will have prime responsibility for providing guarantees for mechanical completion and commissioning within the schedule as part of the engineering, procurement, construction and commissioning contract, a guarantee from PMC on these terms is also required since PMC is responsible for drawing a reasonable but fast track project schedule and monitoring the work of all agencies involved in implementation on owner's behalf.

13.0 COMMISSIONING:

• Pre-commissioning checks of all facilities (equipment / piping / instrumentation) and certification thereof.

• Co-ordination with contractors / vendors for trial runs of individual equipment • Preparation of procedures for pre - commissioning activities like flushing plans • Co-ordination for pre-commissioning activities like pressure testing, calibration of

instruments, Instrument loop checking, individual equipment start – up • Co-ordination for the various internal and external safety audits during pre-commissioning

stage and compliance with the recommendations therein • Assistance in handing over/taking over of all equipment and spares from LSTK Contractor • Assistance in commissioning of facilities • Preparation of a comprehensive Operation & Maintenance Manual outlining the various

facilities and the philosophy of operation required for safe and efficient operation of the facilities


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14.0 IT REQUIREMENTS:

It is expected that the bidders from their previous experience will be able to evolve an efficient IT system for the project execution, covering, but not limited to, the following requirements: • Development and maintenance of an appropriate Electronic Document Management

System for control of documents relating to the Project including drawings, specifications, letters, memoranda and other administrative records, particularly vendor drawings & certificates, operating and maintenance manuals and other documentation to be retained for operational, maintenance or statutory reasons by owner on completion of the project including co-ordination with all concerned vendors.

• Ensuring fulfillment of automation requirements by including Tank Farm Management System in the scope of LSTK Contractor

• Satisfying the IT requirements for successful project execution during the phases of BDEPs, engineering, procurement, construction and commissioning.

• Use of CAD Systems for preparation of drawings • Use of appropriate Systems and Applications to plan, monitor and control all phases of

Project Execution, Engineering Management, Materials Management and Financial Control. Usage of Primavera as project monitoring tool to be ensured.

• On project completion, the PMC shall ensure that all electronic data is indexed and archived in EDMS before handing over to owner. The directory structure of EDMS should be such as to promote project execution while allowing ease in handling during operation. It must have an intuitive indexing and document numbering system.

15.0 METHODOLOGY & DELIVERABLES

Consultant shall clearly mention the methodology being adopted for implementation of project as PMC along with an implementation schedule for mechanical completion and commissioning of project in 30 months considering milestones which shall be mutually agreed upon on finalization of the contract.


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C. CHECKLIST FOR SUBMISSION OF OFFER (Information to be submitted

along with bid)

Consultants are requested to duly fill-in the following checklist by providing necessary information/documentary proof and submit along with bid; (please tick Yes/No as applicable):

Methodology proposed to be adopted for carrying out the Feasibility and Cost

Estimate Study

Submitted

Completed Qualification details as per Performa given in Attachment 2 & 3 with details & documentary proof.

Submitted

Duly filled proforma given in Attachment 5, 6 & 7 with documentary

proof.

Submitted

Methodology proposed to be adopted for implementation of project as PMC along with an implementation schedule basis Milestones suggested by bidder. Submitted

Consultants shall provide an Implementation schedule showing how it proposes

to mechanically complete & commission the project within 30 Months basis their suggested milestones. Consultants shall also provide the time required to complete each of the Milestone. The Schedule of Work shall be in the form of bar chart schedule or schedules covering all aspects of the Work in detail, from award of Contract through to mechanical completion of the Project. Schedule in the form of PERT/CPM network with slacks for start/end of non-critical activities should also be provided. Submitted

Bankers credit worthiness certificate showing cash credit and Bank Guarantee limits.

Submitted

PAN and Sales Tax registration certificate.

Submitted

Details of design, engineering facilities available with the applicant.

Submitted

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No


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Applicant’s estimation of resources required in terms of manpower etc.

Submitted

Details of the office(s) where the Feasibility & Cost Estimate Study/PMC activities will be carried out. Submitted

Quality Assurance Plan

Submitted

HSE Management program.

Submitted

Project organization / Management chart at home office / head office / branch offices with Bio-data indicating qualifications and experience of key personnel of all involved disciplines.

Submitted

Site Organization chart proposed to be committed for execution of

work giving Bio-data of key personnel and Engineer-in-charge, details of progressive built-up chart envisaged for skilled personnel at site.

Submitted

Power of Attorney / Authorization with the seal of the company in favour person(s) signing the PQT.

Submitted

Copies of Audited Annual Report, Balance Sheets and Profit & Loss

Account Statements for last three financial years (i.e. 2004-2005, 2003-2004 & 2002-2003), showing Annual Turnover and Financial Status of the Applicant and complete information about Applicant, duly certified by a Chartered Accountant in practice for the last five years.

Submitted Submitted for the years:

1. ____________________________ 2. ____________________________

3. ____________________________

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No


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Latest and valid Solvency Certificate from Bankers.

Submitted Certificate dated ________________

Name of Bank ________________________________________________

Valid and latest Income Tax Certificate (ITC)

Submitted ITC dated ________________

Certificate showing that applicant is not under liquidation, court receivership or similar proceeding

Submitted

Information regarding any current litigation in which the Applicant is involved.

Submitted

Certificate showing Net worth of applicant for last three financial

years (i.e. 2004-2005, 2003-2004 & 2002-2003.

Submitted

List of various engineering / management facilities / software to be used along with brief description.

Submitted

List of various communication ways to be adopted for quick

interaction and implementation.

Submitted

A complete set of ITB document marked “ORIGINAL” is required to be signed and stamped on each page.

Submitted

Addenda (if any) to ITB is required to be signed and stamped on each page

Submitted

Acceptance/Deviation sheet in Consultants’ letter head

Submitted

Any other details relevant to the job Submitted

Acceptance to HSE conditions as per Attachment-8

Submitted

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No


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D. INSTRUCTION TO BIDDER 1.1 VISIT TO PROJECT SITE

Bidders have to submit an application stating their intention to undertake site visit immediately on receipt of the tender; however, not later than 1 week of issuance date of the tender. A visit of bidder to site can be arranged and intimated to bidder. All the expenses for the visit will be borne by the bidder.

2.0 REVIEW OF ITB DOCUMENT 2.1 COMPLETENESS/ DISCREPANCIES/ AMBIGUITIES OF ITB

Bidder is responsible for identifying and checking against the contents list that he has received the ITB document in its entirety. For, any omissions/ discrepancies/ intent or meaning of any of the ITB document contents appears unclear or ambiguous; Bidder should refer the matter to the person named in Paragraph 3.1 below.

2.2 OWNERSHIP OF ITB DOCUMENT

The ITB document and addenda thereto, together with any other communications, remain the property of Owner. The Bidder shall not disclose any information contained in this ITB to any third party, except for the purpose of preparing the Bid, and shall require any such third party to treat such information as confidential. In the event that such confidentiality is breached, without prejudice to any other rights of Owner, Owner may reject the Bid.

Copy right in the ITB document and addenda thereto is reserved

3.0 SALE OF ITB DOCUMENT

Interested bidders can obtain the ITB document in person on payment of the cost price through a demand draft/bankers cheque payable at Mumbai and drawn in favour of Hindustan Petroleum Corporation Limited.

Cost price (Non refundable): Rs. 5,000/-

Date of Sale: 30.01.2006 to 21.03.2006 Timings of sale: From 1000 hrs. to 1700 hrs. IST on working days from Monday to Friday

(Except holidays) Due Date for submission: Upto 1500hrs (IST) of 28.03.2006 Tender opening: 1530 hrs. on 28.03.2006 in presence of intending bidders at HPCL

ITB document can also be down loaded from our website www.hindustanpetroleum.com and in that case the non refundable cost price of ITB document is required to be paid by submitting a demand draft/bankers cheque payable at Mumbai and drawn in favour of Hindustan Petroleum Corporation Limited, along with the submission of bid.

Please note that the ITB document is for the sole use of the company to whom it is issued and is non-transferable. Parties who have not purchased the ITB document in their own name are not permitted to bid.

4.0 EARNEST MONEY DEPOSIT (EMD)

Bids shall be accompanied with Earnest Money Deposit (EMD) amounting to Rs. 5 lakhs (Rupees two lakhs only) in the form of a crossed Demand Draft / pay order / Banker’s Cheque payable at Mumbai or in the form of original non-revokable Bank Guarantee of equivalent amount issued by any nationalized bank/scheduled bank (other than co-operative bank), in favour of HPCL, valid for a period of 6 (six) months from the bid submission due date / extended due date. Any bid, not accompanied with requisite EMD shall be summarily


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rejected. EMD shall be non-interest bearing deposit. EMD in any other form shall not be accepted.

5.0 BID CLARIFICATIONS AND ADDENDA 5.1 ADDRESSEE

All questions and requests for interpretation or clarifications related to this ITB shall be addressed in writing to:

Central Engineering Cell

Hindustan Petroleum Corporation Limited, 6th Floor, Petroleum House, J. Tata Road, Mumbai – 400 020 Attention : Shri S.G. Subramoney, DGM – Purchase e-mail : [email protected] with a copy of the mail to [email protected]

5.2 TIME LIMIT FOR QUESTIONS/CLARIFICATIONS/REPLIES

Questions received less than SEVEN (7) working days prior to the bid closing date will not be responded. A written/e-mail reply will be made to all questions or requests for interpretation or clarification made by Bidder. Any such inquiries and all replies thereto, which have a bearing on the bid, will be circulated to all Bidders (without identifying the source of inquiry).

5.3 ADDENDA

Addenda to the ITB may be issued at any time prior to the date fixed for receiving the Bids to revise any of the ITB condition.

All addenda are to be considered an integral part of the ITB document. They will be sequentially numbered and sent simultaneously and in identical form to each Bidder who shall acknowledge receipt of such addenda by signing and returning an acknowledgment within seven (7) working days of receiving the same.

Bidder is required to take into account all addenda in his Bid received during the bid period and to confirm/attach the same in the Bid.

6.0 GENERAL CONDITIONS OF BID 6.1 BID OPENING

The unpriced bids shall be opened at the due date and time indicated elsewhere in the presence of bidder who wish to attend the same. In case, no Bidder is present at the time of opening of the unpriced bids, HPCL shall go ahead with the opening without any notification/extension in the bid-opening event. Subsequently, the evaluation shall be carried out and the priced bid(s) of the qualified and techno-commercially acceptable bidder shall be opened at a time and date, which shall be notified to such qualified bids only. The bid(s) shall be opened at the HPCL, Mumbai office in the presence of bidders, if any. Address is indicated in the covering enquiry sheet. All the cost towards attending the Unpriced and the priced bid opening/presentations shall be entirely borne by the Bidder in case they attend the same.


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6.2 TELEPHONE/FAX BIDS

Bids through telephone/telefax or e-mail will not be accepted. 6.3 INCOMPLETE / LATE BIDS

Incomplete Bids may not be considered and Bids received after the time & date stated in the covering letter accompanying this ITB and any subsequent extension in bid submission time and date shall be rejected. Owner will not be responsible for any delays in transit by courier/ postal authorities/any other such delay.

6.4 COST OF PREPARING BID

Bidder is responsible for all of the expenses, costs and risks incurred in the preparation of the Bid, and in attending any pre-bid/bid meeting and visiting any other location in connection therewith. Owner shall, in no case, be responsible or liable for any such costs, whatsoever, regardless of the outcome of the bidding process or its abandonment by the Owner.

6.5 CONFIDENTIALITY OF BID

Owner will treat the information submitted with the Bid as confidential but shall be entitled to disclose such information to its shareholders, Government & statutory authorities of India and to third parties advising Owner & his shareholders in connection with the Bid & the Project. Owner will require such third parties to treat such information as confidential.

7.0 COMMERCIAL TERMS & CONDITIONS 7.1 VALIDITY OF BID

The Bid shall remain valid and open for acceptance by Owner for a period of six (6) months from the closing date for Bid submission/extended bid submission date, if any.

7.2 CURRENCY FOR BIDDING

Bids shall be priced in Indian National Rupees (INR) including taxes, duties etc. 7.3 PRICE SCHEDULE

Please submit price as per the format provided as Attachment 2. Please note that owner reserves the right to not go ahead with Phase-II works in case feasibility is not established or any other reasons whatsoever solely at the discretion of owner, for which written intimation shall be given to the consultant.

7.4 BID EXCEPTIONS

Bidder is required to stamp and sign all pages of this ITB and the same has to be attached with the Unpriced Bid indicating understanding, agreement and acceptance to the ITB requirements/stipulations. Any deviations from or exceptions to the ITB data, specifications, terms, conditions and/ or any other aspects of the ITB document must be listed clearly and separately in the UNPRICED bid. Even if there are no deviations, the Bidder shall advise the same on his letterhead and enclose it with the Unpriced Bid. Consultant’s standard Terms & Conditions shall not be considered. If Bidder insists on his Terms & Conditions, his Bid shall be liable for rejection.


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7.5 TIME PERIOD

PHASE I: FEASIBILITY STUDY AND COST ESTIMATE The time period for feasibility and cost estimate study shall be total 8 weeks. The detailed activity wise time required for undertaking the assignment is provided in Clause 8, Phase I of Section B. No deviation on time period is acceptable. Bid with deviation on time period shall be rejected as mentioned above. PHASE II: PROJECT MANAGEMENT CONSULTANT (PMC) On completion of Phase I and written intimation /approval from HPCL, activities on Phase II will start. The time period for PMC for mechanical completion and commissioning of project from the date of approval/order placement shall be 30 months, for which an Implementation schedule along with the milestones shall be mutually finalized. No deviation on time period is acceptable. Bid with deviation on time period shall be rejected.

7.6 PAYMENT TERMS

The bidder is required to quote a lump sum value for the entire scope of the job under this tender. For payment purpose, 2% of the total order value shall be allocated to the Phase-I Feasibility study and 98% of the total order value shall be allocated to the PMC works. Payment will be released to consultant as per following % of value of order for each Phase i.e. Phase I & Phase II respectively.

PHASE I: FEASIBILITY STUDY AND COST ESTIMATE (2% of order value) • 5%: Submission of inception report • 60%: Submission of draft report/presentation • 35%: Submission of final report Above payments shall be made within 30 days of receipt of invoice against the above milestones indicated. Bidder to accept the above payment terms as a whole without any deviation/ changes.

PHASE II: PROJECT MANAGEMENT CONSULTANT (PMC) (98% of order value): The payments shall be made basis mutually agreed milestones on placement of the order.

7.7 Retention Money for Phase II (PMC)

7.7.1 Retainage shall be applicable as described in the GTC attached for PMC, Phase-II works only. The Retainage can be converted into Performance Bank Guarantee (PBG), at the option of Consultant, on commissioning of project facilities and issuance of completion certificate by the Owner. Bank Guarantees of any nationalized bank/scheduled bank (other than co-operative bank), are acceptable.

7.7.2 Release of Retainage: The Retainage shall be released to Consultant

within 30 days of the date of successful completion of defect liability period of one year from the date of commissioning of project facilities and issuance of completion certificate by the Owner, if no defects in the performance of work, attributable to Consultant, are observed within the period.


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7.8 Security Deposit: Security deposit has be to be submitted by the successful bidder on placement of the contract as per the value stated in the GTC attached herewith. However, Security deposit shall not be applicable for the Feasibility study portion and shall be applicable only on the 95% of the value of the contract/order.

7.9 LIQUIDATED DAMAGES FOR DELAYED DELIVERY:

Completion period for the job shall be deemed as the essence of the order/agreement. PHASE I: FEASIBILITY STUDY AND COST ESTIMATE In case of delay beyond the completion date for Phase I as mentioned in clause 5.6, owner shall levy liquidated damages for delayed deliveries at the rate of 0.5% of the value of the order (inclusive of taxes, levies and all other costs) for Phase I for every week or part thereof of the delay subject to a maximum of 5% of the value of the order for Phase I (inclusive of taxes, levies & all other costs). The same shall be affected from the consultant’s bills. PHASE II: PROJECT MANAGEMENT CONSULTANT (PMC) Consultant shall pay to Owner as liquidated damages for delay (and not as a penalty), half percent (0.5%) of Milestone Payment of the delayed Milestone for each week of delay in completing that Milestone subject to a maximum of 5% of that Milestone Payment. In addition, Consultant shall be responsible for any and all additional costs necessary to complete all the Milestones. If the overall Project gets delayed beyond the overall completion date for Phase II as mentioned in clause 5.6, the Consultant shall pay liquidated damages at half percent (0.5%) of the value of the order (inclusive of taxes, levies and all other costs) for Phase II for every week or part thereof of the delay subject to a maximum of 5% of the value of the order for Phase II (inclusive of taxes, levies & all other costs). The same shall be affected from the consultant’s bills.

For avoidance of doubt, it is clarified that the Consultant would be required to pay LDs subject to a maximum of 5% of the value of order for Phase II (inclusive of LDs for delay in milestones and LDs for delay in overall project), for any delay in completing a milestone / overall project, whether the delay is due to the fault of PMC or the LSTK contractors or any sub-contractor of PMC/LSTK contractor.

If the overall Project completes as per time schedule for Phase II as

mentioned in clause 5.6, then the amount which has been deducted as liquidated damage for delay in respective Milestone will be refunded back to Consultant.

8.0 SUBMISSION OF BID 8.1 METHODOLOGY

The bidder is intended to be selected through single stage two bids system (Part-I i.e. Unpriced bid (Techno-commercial bid) and Part-II i.e. Priced bid) fulfilling the qualifying criteria as mentioned below:

Technical Qualification Criteria: The bidder should possess the experience of having successfully completed Consultancy Services as Project Management Consultant in


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Hydrocarbon/chemical/fertilizer sector with project cost of not less than Rs. 250 Crores in immediately preceding five financial years or in the immediately preceding 60 months from the due date of submission of offers.

Financial Qualification Criteria: The Annual Turnover of the bidder, shall not be less

than Rs. 20 Crores in any one of the last Three preceding Financial years, i.e. 2002-03, 2003-04 and 2004-05.

The net worth of the bidder shall be positive. Bidders with negative net worth will not

be considered barring PSUs approved by HPCL/GGSRL.

The Unpriced Bid shall contain three (3) copies each of the Technical and Commercial bids marked as ORIGINAL, COPY 1 and COPY 2. They shall be submitted in an envelope clearly marked as ‘UNPRICED BID’. The Unpriced Bid shall also contain one duly signed and stamped copy of the Price Schedule with prices blanked off without fail, i.e., Priced Bid without Price as a token of acceptance of the same. The price shall be submitted exactly as per the format provided herewith. The Priced Bid shall contain ONLY Price Schedule duly filled in, signed and stamped. It shall be submitted in a sealed envelope clearly marked as ‘PRICED BID’. The prices shall be contained only in the Priced Bid; they shall not be contained anywhere else or in any other envelope. If price is contained /mentioned anywhere else, the bid shall be liable for rejection. The envelopes containing the Unpriced and Priced Bids shall be submitted in a sealed cover clearly super scribed on the envelope as follows:

ITB DOCUMENT - DO NOT OPEN Crude Tankage Project at Mundra, Gujarat ITB NO. CEC:INFRASTRUCTURE:003 DUE DATE: March 28, 2006

8.2 DATE/TIME/PLACE OF SUBMISSION

The Bid shall be submitted not later than the time & date stated in the covering letter accompanying this ITB. The Bid shall be delivered to the person named and at the address given in Paragraph 3.1 of these Instructions to Bidder.

8.3 Bid shall be submitted by the party only to whom the tender is addressed. 8.4 The Owner will not accept any proposal signed on behalf of the Bidder by an agent and / or

representative of the Bidder.


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E. EVALUATION CRITERIA

The evaluation and selection of the bidder for award of the contract /job shall be on Lowest Evaluated Bid Price of Techno-Commercially acceptable bids. The job shall be awarded to the lowest bid.


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ATTACHMENT 1

AGREED COMMERCIAL TERMS AND CONDITIONS SN TERMS AND CONDITIONS BIDDERS’ ACCEPTANCE

( PLS. MENTION ACCEPTED OR NOT ACCEPTED AS THE CASE MAY BE). However, Bidder may note that deviation may liable bid for rejection.

1 Bid submission as per Tender i.e. in Single stage Two bid system

2 Validity of the bid : 6 months from bid closing/extended closing date for order placement.

3 Firm and valid Offer during the validity period and till completion of order/contract, without any escalation. The price shall be firm and valid for a total period of 36 months including the period of Feasibility study and PMC works. Bidder to confirm that the quoted price shall not qualify for any escalation whatsoever till 36 months from the tender due date/extended due date

4 Submitted Audited Balance Sheet , Profit and Loss statement as mentioned in the ITB for the last three FY.

5 Currency of quote (INR)

6 Time Period shall be Effective from the date of Fax of Acceptance/Letter of Intent. Bidder to confirm acceptance.

6.a Feasibility Report , Phase-I

Within 1 Week of effective date: Submission of Inception Report

Within 6 Weeks of effective date: Submission of draft report

Within 8 Weeks of effective date: Submission of Final report. HPCL to provide comments within 1 week of receipt of Draft report

6.b PMC, Phase-II : 24 months

7 Payment Terms : Payment schedule as detailed in this ITB. All payments in 30 days from receipt of the Invoice by HPCL.

7.a Feasibility Report, Phase-I:

7.b PMC works , Phase-II:


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8 Liquidated damages:0.5% of TOV to 5% of TOV incl. of all taxes etc. for both Phase-I and Phase-II

9 Price Quotation submitted as per Price schedule (Please mention Yes/No)

10 Bidder to Submit a signed/stamped copy of ITB

11 Taxation: The quoted price to be inclusive of all taxes, duties, levies as per GTC. Only service tax shall be paid extra by HPCL, as applicable.

12 Quoted the per diem charges

13 Number of visits acceptable as per tender (only one site visit prior to submission of quote is envisaged).

14 Acceptance to all terms and conditions of General Terms and Conditions

15 Bidder to furnish name of Contact person who will be responsible for the subject tender along with his/her detailed address, contact phone numbers, fax numbers and e-mail address(s).

16 Submitted duly filled-up check list as provided in this ITB

17 Acceptance to General Terms and Conditions for Safety as provided in Attachment-8

18 Remarks /Others, if any .


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ATTACHMENT - 2

DOCUMENTS FOR TECHNICAL QUALIFICATION CRITERION

Sl. No.

Technical Criteria Details to be furnished by Applicant

1 The bidder should possess the experience of having successfully completed Consultancy Services as Project Management Consultant in a Hydrocarbon/ chemical/fertilizer sector project with project cost of not less than Rs. 250 Crores in immediately preceding five financial years or in the immediately preceding 60 months from the due date of submission of offers.

Name of the Project: Clients name with address & Fax. No./E-mail and contact person: Location of Project, Year of Completion, Project duration: Type of work: PMC / EPMC Total Project Cost (Documentary proof from client) Cost of Consultancy Services/work order value: Copy of signed Contract Document or Copy of Signed Agreement or Copy of Work Order Copy of Completion Certificate clearly specify the completion date and total project cost for which consultancy services has been provided by the consultant.

Notes:

Bidders to mention relevant page number of their proposal for reference to the documentary evidence attached.

Bidders shall furnish the experience details as above of those projects only that they consider suitable for their pre-qualification. Owner reserves the right to evaluate any other Project details.

Bidders to note that non-submission of relevant supporting documents may lead to rejection of their bids. It is to be ensured that all relevant supporting documents are submitted along with their bid in the first instance itself.

Owner reserves its right to call for original of the supporting documents for verification, if required.


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ATTACHMENT - 3

DOCUMENTS FOR FINANCIAL QUALIFICATION CRITERION

Sl. No.

Financial Criteria Details to be furnished by Applicant

1 The Annual Turnover of the bidder, shall not be less than Rs. 20 Crore in any one of the last Three preceding Financial years, i.e. 2002-03, 2003-04 and 2004-05.

Annual Turnover in last three preceding financial years: 2002-03 2003-04 2004-05 Audited Annual Report/Balance Sheets/Profit and Loss Account Statement Certify that its financial condition has not undergone material adverse changes since the date of latest audited annual report Provide full details of any off-balance sheet commitments such as joint ventures

Notes:

Bidders to mention relevant page number in their proposal for reference to the documentary evidence attached.

Bidders to note that non-submission of relevant supporting documents may lead to rejection of their PQT. It is to be ensured that all relevant supporting documents are submitted along with their PQT document in the first instance itself.

Owner reserves its right to call for original of the supporting documents for verification, if required.


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ATTACHMENT 4

PRICE SCHEDULE

Part ITEMS PRICE CURRENCY Unit Figures Words (INR) A.0 Lump sum cost for the entire

job covering both the phases viz. Feasibility study(Phase-I) and PMC ( Phase-II)

Lump sum

The lump sum price shall be allocated as follows:

• 2% towards Feasibility study • 98% towards PMC

Part ITEMS PRICE CURRENCY Unit Figures Words (INR) A.1 Phase-I: Feasibility and Cost

estimate Study (As per the entire scope of job mentioned in ITB)

2% of the Lump Sum price above in A.0

A.2 Phase II: Project Management Consultant (PMC) (As per the entire scope of work mentioned in ITB)

98% of the Lump sum price above in A.0

Total (A.1+A.2) Per diem rate shall be utilized as and when required. Part ITEMS PRICE CURRENCY Unit Figures Words (INR)

B Per Diem Rate Bidder to refer to the following notes while filling up the Price Schedule: This format shall be used for quoting the prices. Prices furnished anywhere else in the bid shall not be considered. All figures in the format shall be clearly entered, without any alterations in firm figures and qualifications; changes and deletions shall be initialed in each copy of the bid. Figures shall be repeated in words. In the event of a discrepancy between the amount stated in figures and in words, the rate quoted in words shall be deemed to be the correct amount and considered for evaluation. (a) The above prices shall be inclusive of all applicable taxes and duties except Service tax, which if

applicable, shall be to Owner’s account. Owner shall reimburse service tax against production of documentary evidence.

(b) TDS as per applicable rates shall be deducted at source from all bills/payments. (c) No separate charges for Boarding/lodging for the visits specified in this document shall be paid. (d) For any visit not specified in this document, Boarding/lodging or travel charges by Air economy

class shall be paid separately on actual for any visit outside the Consultant Office town connected with the study with prior clearance from HPCL. Financial limit would be specified separately for the activity in the order document. Bidder to provide their standard living and other allowances (per diem charges). Bidder to note that the per diem charges shall be taken into account while bid evaluation.


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ATTACHMENT 5

FORMAT FOR REFERENCE LIST OF FEASIBILITY AND COST ESTIMATE STUDY S.No Name of the study Name of Client Year of Study

1 2 3 4 5


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ATTACHMENT 6

FORMAT FOR FURNISHING DETAILS OF SIMILAR WORKS EXECUTED DURING THE PRECEDING 60 MONTHS FROM DUE DATE OF SUBMISSION OF OFFER

APPLICANT TO FURNISH INFORMATION STRICTLY AS PER THE PROFORMA GIVEN BELOW Name of the Project

Details of the Units under the Project and their respective capacities

Clients Name and Address. Name of the officer in charge with Tel. No., Fax No. & Email

Type of work performed (PMC/ EPMC/ EPC/Others)

Work performed for the units (Name of the units)

Total Value of the Project

Contract Value of the Consultant

Duration of Contract in Months

Project State date

Project completion Date

Rs./ US $

Rs./ US $ Schedule

Actual

1 2 3 4 5 6 7 8 9 10 11

Documentary Proof of the above information is enclosed.


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ATTACHMENT 7

FORMAT FOR FURNISHING DETAILS OF PRESENT COMMITMENTS OF THE APPLICANT APPLICANT TO FURNISH INFORMATION STRICTLY AS PER THE PROFORMA GIVEN BELOW

Name of the Project

Details of the Units under the Project and their respective capacities

Client’s Name& Address. Name of the officer-in- charge with Tel. No., Fax No. & Email

Type of work performed (PMC/EPMC/ EPC/ Others)

Work performed for the units (Name of the units)

Total Value of the Project

Contract Value of the Consultant

Scheduled Completion in Months

% Completion as on date

Expected Date of completion

Rs./US$

Rs./US $

Documentary Proof of the above information is enclosed.


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ATTACHMENT - 8

General Terms & Conditions Pertaining To Health, Safety & Environment

(ESSENTIAL REQUIREMENTS) 1. COMPLIANCE WITH STATUTORY REQUIREMENT

Consultants, contractors or other third parties in the refinery shall abide by

a. The safety regulation of the refinery as mentioned in the Fire & safety Regulations (Latest revision).

b. All requirements under The Factories Act 1948 and the rules framed thereunder in the Maharastra Factory Rules 1963 including all amendments thereto.

c. All requirements of Worker Compensation Act & ESIS Act including all amendments thereto.

d. Applicable Environment Regulation in force and also the systems and procedures in the refinery related to environment.

2. QUALIFICATION AND EXPERIENCE OF MANPOWER TO BE DEPLOYED.

a. Contractor shall deploy only experienced and qualified supervisors and workman,

b. Contractor skilled workmen like riggers, scaffolds, welders, fitters, crane operators, their specialized equipment operators like welding machine, power generators etc Must have sufficient past experience and skill on the relevant jobs. The electricians to be deployed must have valid Wireman Licence.

c. All workmen must be capable of following instructions and training.

3. HEALTH ASSURANCE/AGE

a. Contractors will ensure that a qualified (Minimum MBBS) medical practitioner registered with state Medical Council, medically examined his workers including supervisors who would be deployed on the job. Only medically sound persons as certified by the medical practitioner would be allowed on the job. Workmen deployed on high risk job like working in confined space, working at height, working under water etc must also be certified as medically fit for such jobs.

b. The medical certificate older by more than a year will not be accepted.

c. Health assurance certificates submitted by the contractor would be periodically checked at random by the refinery Doctor.

d. Age: No one bellow 18 years or more than 58 years will be employed in the refinery.

4. NORMAL TIMINGS FOR WORK

a. The normal duty timings for contractor employees shall be between 08:00 Am and 04:15 PM.

b. Contractor employees would not be allowed to work on Sunday and Refinery Holiday.

c. Any deviation from above shall be with permission from Engineer-in-charge/HPCL representative.

5. TRAINING

a. Training in Fire & safety is mandatory for all contractor's supervisors.

b. Training of Contractor supervisor

i. The supervisor in-charge of the contractor who has ultimate responsibility for their work in the refinery must undergo a one day comprehensive safety familarisation program.

ii. This program will be conducted by Fire & safety Dept. at the Fire Station Training Hall and the schedule shall be notified well in advance.


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iii. On completion of the program a certificate of attendance will be issued to each participant which will be required for supervision of the Hot work.

iv. The Passing certificate issued to the supervisor will remain valid for one year.

c. Workers' Training

i. It is obligatory that contractor supervisor who is trained by Safety dept should conduct spot training for his workers.

ii. Additionally Contract workmen will have to undergo training on "Safety in Refinery" on the spot.

6. OBLIGATION TO FOLLOW WORK PERMIT SYSTEM

a. Do not carryout any work without valid work permit issued by authorised person in the refinery as per Work permit System.

b. Comply with all the Fire/Safety/Excavation/Radiography permit conditions specified in the permit and the clearance.

c. Display permit at site for checking by refinery officials whenever required.

7. REQUIREMENTS OF SUPERVISION

a. Contractor will not carryout any work without having supervisor at site. If it is required to work simultaneously in more than one location under the same contract, one supervisor must be put in each of the locations. If a supervisor has to leave his site for any reason, he must stop his activities for that period of time.

b. For hot work permit the supervisor must have valid Training Certificate from Refinery safety dept.

c. Contractor must provide at least one full time Safety Supervisor when the contractor has engaged manpower in excess of 50 in contract activities in the refinery. If the manpower is less than 50, the on-site safety coordination responsibilities shall be assumed by any one of the contractor's other supervisory staff. In both the cases, the contractor must specify in writing the name of such person to the Engineer-in-charge and Manager - Safety.

d. The contractors whose safety records are not satisfactory will be viewed seriously and necessary action (viz. cancellation of registration/contracts) shall be taken against him.

8. USE OF PERSONAL PROTECTIVE EQUIPMENT

a. Contractor's all supervisors and workmen must wear the following Personal Protective Equipments (PPE's) without which the permission to work will be denied. Basic PPE's should be provided by the contractor.

b. Basic requirements for all jobs.

i. Hard hat (Safety helmet)

ii. Safety Shoes / Gum Boots (civil work)

iii. Hand Gloves.

c. Specific Requirements as per Job requirements

i. Safety Belt as applicable

ii. Eye Protection Goggles

iii. Face & Body protection

d. The PPE's shall be of standard quality and BIS approved.

i. Other special operative equipments like "Breathing Apparatus Set, will be issued by HPCL.

9. FIRE EXTINGUISHER & FIRE HOSE

a. Contractor shall provide Fire Hoses with Nozzle & Fire Extinguishers of his own. If he is executing jobs in refinery, for which following specifications should be adhered to


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b. Fire Hose : the fire hose should be 63mm/38mm diameter and minimum 15 Mtr long, seamless canvass/synthetic fiber woven jacketed, rubberized fabric reinforced rubber lined hose bearing IS:636-1988 Type A. The fire hose should have Gun-metal instantaneous type 2 1/2 " Male & 2 ½" Female couplings bearing IS:903 mark. The couplings should be riveted & doubly wounded with heavy-duty copper wire to the hose at both ends.

c. Nozzle : The nozzle to be used with fire hose should be of "Branch Pipe, Universal" type as per IS:2871-1983. it should be provided with 2 ½" Female Instantaneous couplings as per IS:903 (as nozzle with male coupling will necessitate use of double female coupling)

d. Fire Extinguisher: The fire extinguisher should be of "10 Kg Capacity DCP Extinguisher" bearing IS Mark. It should upright operated and should be cartridge type.

10. HAZARD COMMUNICATION

a. In the event, any contractor employee spot a fire or any serious hazards in refinery premises, he shall dial Ext 6666, identify himself and report location of fire when fire station operator is on line. He shall wait until the fire message is repeated by the fire operator and location confirmed.

b. Pill box communication can also be used by contractor workmen.

c. The contractor must ensure that each one of his employees clearly understand this Fire Communication requirement, i.e. in case of fire siren is sounded they should assemble at designated location near FR Medical and south of FR Boiler House. This may be ensured by contractor while providing on the job training.

11. INJURY NOTIFICATION & INVESTIGATION

a. Report to HPCL supervisor on the job, any injury sustained by any of his employees or any near-miss or any hazardous/dangerous incident at his worksite within the refinery premises. Hiding any accident or near miss would be viewed as serious misconduct.

b. Arrange to provide First-Aid immediately to injured employee.

c. Keep and maintain proper records of all such incidents in respect of his personal/work site.

d. Submit to Engineer-in-charge a first Information Report within 4 Hours of incident.

e. Arrange to immediately investigate the incident and furnish within 24 Hours a written investigation report to refinery safety dept.

12. REQUIREMENT OF HOUSEKEEPING

Contractor must ensure highest standard of housekeeping in his areas of work on a day to day basis. All unsatisfactory housekeeping will earn negative rating, which will attract penal action like cancellation of registration/contract.

13. DISPLAY BOARDS AT SITE.

Contractor must provide and maintain in his work site, appropriate display board displaying information as per HPCL "Work Site Display Board" specification.

14. PARTICIPATION IN SAFETY ACTIVITIES

Contractor must attend all scheduled safety meetings as would be intimated to him by the Engineer-in-charge. Contractor also must ensure that all his employees participate in safety promotional activities organized by the refinery.

15. POLICE VERIFICATION

Contractor who engages laborer for his jobs in the refinery must submit Police Varification of antecedents of laborers engaged by him.

16. REQUIREMENT DURING SUBMISSION OF TENDER

Contractor must submit along his tender i. Compliance to all above special conditions ii. Complete work injury records per year for last three years and


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iii. Total man-hours worked per year for last three years. iv. Quotation must indicate the number of Supervisors and skilled or unskilled workers, which

will be deployed for the job from time to time during execution of the contract. v. The above information will be taken into view during tender evaluation.

Note 1. Every person other than HPCL employee or a casual visitor entering in the refinery would be

governed by above conditions. 2. The term supervisor would mean any person who oversees the works of a group of a

workmen. All other persons will be considered as workmen. 3. Adherence to terms of contract will also be checked by Fire & Safety Dept personnel.

Violation of any of the above conditions of safety would attract penal actions including termination of contract/registration.

4. Meticulous adherence to these requirements would be checked by the engineer-in-charge during & on conclusion of the work and in a dossier of the contractor, this performance would be given adequate weight at the time of renewal of registration.