Supply, installation, testing and commissioning of pcs and ... - GAIL

GAIL (India) Limited 

16, Bhikaji Cama Place, 

R.K.Puram, 

New Delhi- 110066 

TENDER 

FOR SUPPLY, INSTALLATION, 

TESTING AND COMMISSIONING OF 

PCS AND ASSOCIATED PERIPHERALS 

TENDER DOCUMENT NO: GAIL/ND/C&P/BIS/2006012 

0

GAIL/ND/C&P/BIS/2006012 December 20, 2006 

To, 

M/s, 

REQUEST FOR QUOTATION 

SUB: TENDER FOR SUPPLY, INSTALLATION, TESTING AND COMMISSIONING 

OF PCS AND ASSOCIATED PERIPHERALS 

Date and time for Pre bid meeting : 1500 hrs. On 27.12.2006 

Due date and time for submission of bid : 1400 hrs. On 10.01.2007 

Due date and time for opening of un-priced bid : 1530 hrs. On 10.01.2007 

Dear Sirs, 

M/s GAIL (India) Limited, New Delhi, invites you to submit your bid for the above 

mentioned complete in accordance with enquiry documents/attachment. 

Bid is to be submitted separately in one sealed envelope, super scribed with the above 

Tender no., Due Date & time, description/ nature of bid with each of the three 

envelopes separately sealed, “Un-Priced Bid – Part A”, “Priced Bid – Part B” & “Bid 

Security – Part C” super scribed with Tender no., due date and time, description / 

nature of bid. 

GAIL will appreciate submission of offer based on the terms and conditions in the 

enclosed Conditions of the Contract to avoid wastage of time and money in seeking 

clarifications on commercial aspects of the offer. 

0

:2: 

The bid will be submitted in three parts as follows: 

PART- I (PART – A) 

UN-PRICED BID (2 copies) 

Complete with all technical details other than price (i.e. including price schedule WITH 

PRICES BLANKED OUT), documents as per Bid Evaluation Criteria, Performa on 

Agreed Terms and Conditions as enclosed at Section-8 and original tender document, 

duly sealed and signed on every page. 

PART-II (PART B - PRICED BID: 2 copies) 

Price bid should contain only the prices, without any condition whatsoever. 

PART- III (PART – C – BID SECURITY): 

Bid Security (DD/BG) of the amount of Rs. 2,60,000/- (Rupees Two Lacs Sixty 

thousand only) for a period of six months. 

Bids complete in all respects should reach the office of SM(C&P), GAIL (India) Limited, 

2 nd Floor, GAIL Building, 16–Bhikaiji Cama Place, New Delhi - 110066, on or before the 

due date & time. Bids received after the due date and time is liable to be rejected. 

Bids should be valid for 4 months from the bid due date. 

Bids received through Fax/E-mail will not be acceptable. 

Bidder(s) are advised to quote strictly as per terms and conditions of the tender 

documents and not to stipulate any deviations/exceptions. Once quoted, the Bidder 

shall not make any subsequent price change, even if any deviation or exception may be 

specifically stated in the bid. Such price changes shall render the offer liable for 

rejection. 

Completion period for the subject work shall be 12 WEEKS from the date of Fax of 

intent. 

GAIL reserves the right to accept or reject any or all tenders received at its absolute 

discretion without assigning any reason whatsoever. 

BIDS SHALL BE EVALUATED AS RECEIVED AND AS PER SPECIAL CONDITIONS 

OF CONTRACT WITHOUT ANY REFERENCE TO BIDDER, THUS NO TECHNICAL / 

COMMERCIAL QUERY SHALL BE ISSUED BY GAIL. THEREFORE, BIDDERS ARE 

ADVISED TO COMPLY WITH TENDER CONDITIONS IN ITS ENTIRETY. 

Yours faithfully, 

For GAIL (India) Ltd. 

(K R M RAO) 

Sr. Manager (C&P) 

0

SL. NO. DESCRIPTION 

SECTION - 1 

SECTION - 2 

SECTION - 3 

SECTION - 4 

SECTION – 5 

SECTION – 6 

SECTION - 7 

SECTION - 8 

SECTION – 9 

SECTION - 10 

SECTION - 11 

SECTION - 12 

TABLE OF CONTENTS 

Cut-out Slips 

Instructions to Bidder 

General Conditions of Contract 

Special Conditions of Contract 

Schedule of Rates 

Proforma of Performance Security 

(Performance Bank Guarantee) 

Bid Form 

Bid Security Form 

Agreed Terms and Conditions 

Proforma of Letter of Authority for Attending the Un-priced Bid 

Opening and Priced Bid Opening 

Proforma of Letter of Authority for Signing the Agreement 

Disclaimer 

0

1 

SECTION 1 

* CUT- OUT SLIPS

2 

CUT-OUT SLIP 

DO NOT OPEN-THIS IS A QUOTATION 

(OUTER ENVELOPE) 

NAME OF WORK: TENDER FOR SUPPLY, INSTALLATION, TESTING 

AND COMMISSIONING OF PCS & ASSOCIATED 

PERIPHERALS 

TENDER NO. : GAIL/ND/C&P/BIS/2006012 

DUE DATE & TIME : 10.01.2007 UP TO 1400 HRS. 

FROM : TO 

Name: Sr. Manager (C&P), 

Address: GAIL (India) Limited 

GAIL Bhawan 

16, Bhikaiji Cama Place, 

R.K.Puram, 

New Delhi-110 066 

(To be pasted on the outer envelope containing “Priced”, “Un-priced” bids AND “Bid 

security”)

3 

CUT-OUT SLIP 


PART-A (UNPRICED BID) 

NAME OF WORK: TENDER FOR SUPPLY, INSTALLATION, TESTING AND 

COMMISSIONING OF PCs & ASSOCAITED PERIPHERALS 



FROM TO 





R.K.Puram, 


(To be pasted on the envelope containing “Un-priced” bids)

4 

CUT-OUT SLIP 


PART- B (PRICED BID) 


COMMISSIONING OF PCs AND ASSOCIATED PERIPHERALS 



FROM TO 





R.K.Puram, 


(To be pasted on the envelope containing “Priced Bid”)

5 


PART- C (BID SECURITY) 


COMMISSIONING OF PCs AND ASSOCIATED PERIPHERALS 



FROM TO 





R.K.Puram, 


(To be pasted on the envelope containing “Bid Security”)

1 

SECTION 2 

INSTRUCTIONS TO BIDDER

1.0 ARTICLE - 1: COST OF BIDDING 

1.1 The bidder shall bear all costs associated with the preparation and submission of the bid, and 

OWNER (GAIL) will in no case, be responsible or liable for these costs, regardless of the 

conduct or outcome of the bidding process. 

2.0 ARTICLE - 2: BID DOCUMENT 

2.1 The bidder is expected to examine all instructions, forms, terms and specifications in the bid 

document. The Bidding Documents together with all its attachments thereto, shall be 

considered to be read, understood and accepted by the bidders, unless deviations are 

specifically stated seriatim by the bidder. Failure to furnish all information required by the 

bidding documents or submission of a bid not substantially responsive to the bidding 

documents in every respect will be at bidder’s risk and may result in the rejection of his bid. 

Bidder must return Original bid document (prices blanked out) and the Agreed Terms and 

Conditions (as applicable), duly filled in, along with the un-priced part of bid. 

3.0 ARTICLE - 3: CLARIFICATION OF BID DOCUMENT 

3.1 A prospective bidder requiring any clarification of the Bid Document may notify Owner in 

writing or by fax, telex or cable at the Owner's mailing address as indicated in the Bidding 

documents. The OWNER will respond in writing to any request for clarification of the 

Bidding documents which it receives not later than 07 days prior to the deadline for the 

submission of bids prescribed. Written copies of the Owner’s response (including an 

explanation of the query but without identifying the source of the query) will be sent to all 

prospective bidders who have received the bidding documents. 

4.0 ARTICLE - 4: AMENDMENT OF TENDER DOCUMENT 

4.1 At any time prior to the bid due date, the OWNER may, for any reason, whether at its own 

initiative or in response to a clarification requested by a prospective bidder, modify the 

bidding documents. 

4.2 The amendment will be notified in writing or by fax, telex or cable to all prospective bidders 

who have received the bidding documents and will be binding on them. 

4.3 In order to afford prospective bidders, reasonable time in which to take the amendment into 

account in preparing their bids, the OWNER may, at its discretion, extend the bid due date. 

5.0 ARTICLE - 5: LANGUAGE OF BID 

5.1 The bid prepared by the bidder and all correspondence/drawings and documents relating to 

the bid exchanged by bidder and the OWNER shall be written in English language. Provided 

that any printed literature furnished by the bidder may be written in another language so long 

as accompanied by an ENGLISH translation, in which case, for the purpose of interpretation 

of the bid, the ENGLISH translation shall govern. Metric measurement system shall be 

applied. 

6.0 ARTICLE- 6: DOCUMENTS COMPRISING THE BIDS 

6.1 The bid prepared by the bidder shall comprise the following components: 

1 

a) Bid Security in accordance with Article 9.

2 

b) A Bid Form and a Schedule of rates completed in accordance with Articles 7. 

c) Agreement, to be submitted along with un-priced part of the bid, in accordance with 

Article 27. 

d) Agreed Terms & Conditions duly filled-in. 

e) Original tender document issued by GAIL duly signed & sealed by bidder on every 

page. 

f) Any other information/details required as per bid document. 

7.0 ARTICLE - 7: BID FORM 

7.1 The bidders shall complete the Bid Form and the appropriate Schedule of rates (with prices 

blanked out) furnished in the Bid Document. 

8.0 ARTICLE - 8: BID PRICE 

8.1 The prices quoted by the Bidders will be inclusive of all taxes, duties, royalties, rights for 

usage / obligation of proprietary tools. 

8.2 The bidder shall indicate in the appropriate Schedule of rates attached to these documents 

Prices offered to provide services under the contract. No changes, modifications, 

alterations, deletions and additions are allowed in the Schedule of Rates (SOR). Bidders 

have to quote their prices in the SOR format provided in the tender. Reproduction of 

SOR will be liable for rejection of bid 

8.2.1 Prices shall be quoted, only in the prescribed Schedule of rates for each item of SOR. 

8.2.2 The total price quoted shall be inclusive as dealt in various sections of the bid document. 

8.3 FIXED PRICE 

8.3.1 Prices quoted by the bidder shall be firm and fixed during the bidder’s performance of the 

contract. A bid submitted with an adjustable price quotation will be treated as non 

responsive and rejected. 

8.3.2 Prices shall be written both in words and figures. 

9.0 ARTICLE - 9: BID SECURITY 

9.1 Pursuant to Article-6, the bidder shall furnish, as part of his bid, bid security in the amount 

specified in the RFQ. 

9.2 The bid security is required to protect the OWNER against the risk of bidder’s conduct which 

would warrant the security’s forfeiture, pursuant to Article-9.6. 

9.3 Any bid not secured in accordance with Article-9.1 may be rejected by the OWNER as nonresponsive 

pursuant to Article-17. 

9.4 Unsuccessful bidder’s bid security will be discharged/returned as promptly as possible, but 

not later than 30 days after the expiry of the period of bid validity prescribed by the OWNER. 

9.5 The successful bidder’s bid security will be discharged upon the bidder’s executing the 

Contract, pursuant to furnishing the performance security pursuant to Article-25.

9.6 The bid security may be forfeited: 

3 

a) If a bidder withdraws his bid during the period of bid validity specified by the bidder on 

the Bid Form; or 

b) In the case of a successful bidder, if the bidder fails; 

i) to execute the contract or, 

ii) to furnish Performance Security in accordance with Article-25 or, 

iii) to accept as arithmetical corrections of its bid pertinent to Article 19.2. 

iv) to submit genuine documents 

9.7 Bid Security should be in favour of GAIL (India) Limited and addressed to GAIL. Moreover 

original Bid Security should be enclosed separately in a sealed cover and submitted along 

with the bid. Bid Security must indicate the Bid Document number and the item for which 

the bidder is quoting. This is essential to have proper co-relation at a later date. The Bid 

Security shall be strictly in the form provided at Section- 9. 

This shall be in the form of Crossed Demand Draft/Banker’s Cheque or Bank Guarantee in 

favour of GAIL ( India) Limited, New Delhi valid for a period of two months beyond the date 

of bid validity. Bank Guarantee shall be from any Indian scheduled bank or a branch of an 

International bank situated in India and registered with Reserve Bank of India as scheduled 

foreign bank in case of Indian bidder and from any reputed International bank or Indian 

scheduled bank in case of foreign bidder. However , other than the Nationalised Indian Bank, 

the bank whose BG are furnished, must be commercial banks having net worth in excess of 

Rs. 100 crores and a declaration to this effect should be made by such commercial bank 

either in the bank guarantee itself or separately on a letter head, as per proforma enclosed in 

the Tender Document 

10.0 ARTICLE - 10: PERIOD OF VALIDITY OF BIDS 

10.1 Bids shall be kept valid for 4 (four) months from the final bid due date. A bid valid for a 

shorter period shall be rejected by the OWNER as non-responsive. 

The bidder shall not be entitled during the said period of 4 months, without the consent in 

writing of the OWNER to revoke or cancel its Bid or to vary the Bid given or any term 

thereof. In case of Bidder revoking or canceling its Bid or varying any terms in regard thereof 

without the consent of the Owner in writing, the Owner shall forfeit the Bid security 

furnished by Bidder. 

10.2 Notwithstanding Clause 10.1 above, the OWNER may solicit the bidders’ consent to an 

extension of the period of bid validity. The request and the responses thereto shall be made 

in writing by fax, cable or telex. The bid security provided under Article-9, shall also be 

accordingly extended. A bidder granting the request will neither be required nor permitted to 

modify its bid, while confirming extension of bid validity. A bidder may refuse the request 

without forfeiture of its bid security. 

11.0 ARTICLE - 11: FORMAT AND SIGNING OF BID 

11.1 The bidder shall prepare required number of copies of the bid, clearly marking each “Original 

Bid” and “Copy of Bid” as appropriate. In the event of any discrepancy between them, the 

original shall govern.

11.2 The original and all copies of the bid shall be typed or written in indelible ink and shall be 

signed by the bidder or a person duly authorized to bind the bidder to the Contract. The name 

and position held by each person signing, must be typed or printed below the signature. All 

pages of the bid, except for un-amended printed literature, shall be initialed by the person or 

persons signing the bid. 

11.3 The complete bid shall be without alterations, interlineations or erasures, except necessary to 

correct errors made by the bidder, in which case such corrections shall be initialed by the 

person or persons signing the bid. 

12.0 ARTICLE - 12: PREPARATION & SUBMISSION OF BIDS: 

12.1 A set of Bid Document consisting of Bid Document marked “ORIGINAL” including Bid 

form shall be issued to the Bidders. One set of above documents, shall be retained by the 

Bidder for reference and the bid document, marked “ORIGINAL”, shall be submitted duly 

signed and stamped on every page along with the bid. Documents mentioned in the Bid 

document shall be submitted along with the bid by the Bidders. 

12.2 Addenda/Corrigenda to this Bid document, if issued, must be signed and submitted along 

with the Bid Document. 

12.3 Bidders are advised to submit quotations based strictly on the terms & conditions and 

specifications contained in the Bid Document and not to stipulate any deviations. 

12.4 Each bidder shall submit only one bid. A bidder who submits more than one bid will be 

rejected. Alternative bids will not be accepted. 

12.5 Bid shall be submitted in the following manner separately sealed in envelope(s) duly super 

scribed as below: 

4 

Part-A: Techno-commercial/ Un-priced Bid 

Part-B: Priced Bid 

Part-C: Bid Security in Original 

12.5.1 PART-A: TECHNO-COMMERCIAL/ UN-PRICED BID 

12.5.1.1 Part-A : UN-PRICED BID shall be submitted in 2 copies complete with all 

technical and commercial details with Original tender document duly signed and 

stamped on every page, Bid Form & Schedule of rates identical to Part-B with Prices 

blanked out. These un-priced bids shall be completely identical in all respects including 

enclosures and shall be enclosed in separately sealed envelope duly super scribed with Bid 

Document No., Item Details, Bid due date & time etc. and “UN PRICED BID - DO NOT 

OPEN”. The envelope shall also indicate the name and address of the bidder. 

12.5.2 PART-B: PRICED BID 

12.5.2.1 Part-B: PRICED BID shall be submitted in duplicate, complete with FULL PRICE 

DETAILS duly sealed in a separate envelope duly super scribed with Bid Document No., 

Item Detail, Bid Due Date & Time etc. and “PRICED BID - DO NOT OPEN.” 

12.5.3 Part-C: BID SECURITY

12.5.3.1 Part-C: BID SECURITY of the amount of Rs. 2,60,000/- should be submitted as 

DD or BG in original in the prescribed form and valid for the period of six months from the 

date of bid submission, to be enclosed in a separate sealed envelope duly super scribed with 

Bid Document No. Item Details, Bid Due Date & Time etc. and the phrase ‘Bid Security’. 

12.5.4 The three envelopes containing PART -A, PART-B and PART-C should be enclosed in a 

larger envelope duly sealed and pasted with enclosed CUT OUT SLIP and bear the name and 

address of the Bidder. 

12.5.5 All the copies of the UN-PRICED BID and PRICE BID should be signed & stamped by the 

Bidder on each page. 

12.6 Sealing & Marking of Bids 

12.6.1 The inner and outer envelopes shall: 

5 

a) Be addressed to the OWNER at the following address: 

Sr. Manager (C&P) 


16, Bhikaiji Cama Place 

New Delhi – 110 066 

b) Bear the words “TENDER FOR SUPPLY, INSTALLATION, TESTING AND 

COMMISSIONING OF PCs AND ASSOCIATED PERIPHERALS the Tender No. 

GAIL/ND/ C&P/IT/2005012 and the words ‘DO NOT OPEN BEFORE 1400 HRS. on 

10.01.2007. In addition to the information required in sub-clause (a) and (b) above, the 

inner envelopes shall also indicate the name and address of the Bidder. 

12.7 If the outer envelope is not sealed and not marked as required by Para 12.6, the OWNER will 

assume no responsibility for the Bid's misplacement or premature opening. 

13.0 ARTICLE - 13: BID DUE DATE 

13.1 Bids must be received by the OWNER at the address specified in the Bidding Documents not 

later than the date and time specified in the Bid Document. 

13.2.1 The OWNER may, at its discretion, on giving reasonable notice by fax, telex or cable or any 

written communication to all prospective bidders who have been issued the bid documents, 

extend the bid due date. In which case all rights and obligations of the OWNER and the 

bidders, previously subject to the bid due date, shall thereafter be subject to the new bid due 

date as extended. 

14.0 ARTICLE - 14: LATE BIDS 

14.1 Any bid received by the OWNER after the bid due date and time prescribed in the Bid 

Document shall be rejected. 

14.2 Telegraphic/Telefax/E-mail offers whether sent directly or submitted by local agent in India 

will not be considered and shall be rejected. 

15.0 ARTICLE -15: MODIFICATION AND WITHDRAWAL OF BIDS

15.1 The bidder may modify or withdraw his bid after the bid’s submission, provided that the 

modification/withdrawal notice is received by the OWNER prior to the bid due date & time. 

6 

The bidder’s modification or withdrawal notice shall be prepared, sealed, marked and 

despatched in accordance with the provisions of Article 12.6. A withdrawal notice may also 

be sent by Cable or Telefax but must be followed by a signed confirmation copy dated not 

later than the deadline for submission of Bids. 

15.2 No bid shall be modified subsequent to the deadline for submission of bids. 

15.3 No bid shall be allowed to be withdrawn in the interval between the deadline for submission 

of bids and the expiration of the period of bid validity specified by the bidder on the Bid 

Form. Withdrawal of a bid during this interval shall result in the bidder’s forfeiture of his bid 

security. 

16.0 PREPARATION & SUBMISSION OF BIDS 

16.1 One set of Bid Document including Bid form shall be issued to the Bidders. Documents 

mentioned in the Bid document shall be submitted along with the bid by the Bidders. 

16.2 Addenda/Corrigenda to this Bid document, if issued, must be signed and submitted along 

with the Bid Document. 

16.3 Bidders are advised to submit quotations based strictly on the terms & conditions and 

specifications contained in the Bid Document and not to stipulate any deviations. 

16.4 Each bidder shall submit only one bid. A bidder who submits more than one bid will be 

rejected. Alternative bids will not be accepted. 

17.0 ARTICLE - 17: EVALUATION OF BIDS 

17.1 Bids shall be evaluated as per Bidder’s Evaluation criteria (BEC) enclosed as Annexure 

– 1. Those bids which are meeting the BEC only shall be considered for further process. 

17.2 The Bids without requisite Bid Security and/or not in the prescribed proforma will not be 

considered and Bids of such bidders shall be rejected. 

17.3 Once quoted, bidder shall not make any subsequent price changes, whether resulting or 

arising out of any technical/commercial clarifications sought regarding the bid, even if any 

deviation or exclusion may be specifically stated in the bid. Such price change shall render 

the bid liable for rejection. All responses to request for clarifications shall be in writing. 

17.4 Unsolicited clarification to the Bid and/or change in price during its validity period would 

render the Bid liable for outright rejection. 

17.5 TECHNO-COMMERCIAL EVALUATION OF BIDS 

17.5.1 Prior to the evaluation and comparison of bids pursuant to Article-19, the OWNER will 

determine the substantial responsiveness of each bid to the bidding documents. For purpose 

of this Article a substantially responsive bid is one which conforms to all the terms and 

conditions of the bidding document without material deviations or reservations. The 

OWNER'S determination of a bid’s responsiveness is to be based on the contents of the bid 

itself without recourse to the extrinsic evidence.

17.5.2 A bid determined as substantially non-responsive will be rejected by the OWNER and may 

not subsequently be allowed by the OWNER to be made responsive by the bidder by 

correction of the non-conformity. 

17.5.3 Bidder’s Bid shall be considered non-responsive and rejected, if deviations are taken to the 

under mentioned provisions of Bid Documents by the Bidder:- 

7 

i. Bid Security as per Article 9, Section 2. 

ii. Performance Security (CONTRACT Performance Bank Guarantee) for less than 10% 

of Contract/Order value. 

iii. Period of validity of bids as per Article 10 Section 2. 

iv. Force Majeure as per Section 3 

v. Resolution of Dispute/Arbitration as per Section-3 

vi. Completion period. 

vii. Termination of Contract (Provision as per Section-3) 

viii. Any other such provisions if specifically stipulated elsewhere in the Bid Document. 

17.5.4 Bids not conforming to Scope of Work as mentioned in Bid Document will be rejected. 

17.5.6 Conditional Bids will be liable for rejection. 

18.0 ARTICLE - 18: OPENING OF PRICE BIDS 

The price bids of the substantially responsive bidders will be opened later. The price bids of 

those bidders determined to be not substantially responsive will be rejected. 

19.0 ARTICLE - 19: COMPARISON OF BIDS 

19.1 The OWNER will evaluate and compare bids previously determined to be substantially 

responsive. 

19.2 Arithmetical errors will be rectified on the following basis:- 

If there is a discrepancy between the unit price and the total price that is obtained by 

multiplying the unit price and quantity, the unit price shall prevail and the total price will be 

corrected. If there is a discrepancy between the total amount and the sum of total prices, the 

sum of the total prices shall prevail and the total bid amount will be corrected. 

19.3 OWNER’s evaluation and comparison of prices of previously determined substantially 

responsive bids shall take following in account: 

The evaluated price of bidders shall include the: 

i) Total contract price as per the Schedule of Rates (SOR). 

19.3.1 Comparison of Bids will be on the basis of overall lowest cost to GAIL as detailed in the 

Scope of Work.

20.0 ARTICLE - 20: CONTACTING THE OWNER 

20.1 Subject to Article 17.3, 17.4 no Bidder shall contact the PURCHASER/OWNER on any 

matter relating to its Bid, from the time of Bid opening to the time the CONTRACT is 

awarded. 

20.2 Any efforts by a bidder to influence the OWNER in the OWNER’S/ OWNER’s bid 

evaluation, bid comparison or contract award decisions may result in the rejection of the 

bidder’s bid. 

21.0 ARTICLE - 21: AWARD CRITERIA 

8 

The Purchaser will award the contract to the successful Bidder whose Bid has been 

determined to be the lowest evaluated, responsive Bid, provided further that the Bidder is 

determined to be qualified to satisfactorily perform the Contract. 

22.0 ARTICLE - 22: OWNER'S RIGHT TO VARY QUANTITIES AT THE TIME OF 

AWARD 

The OWNER reserves the right at the time of award of Contract to increase or decrease by up 

to 25% the quantity of Goods specified in the scope (in respect of each item of scope), 

without any change in unit price or other terms & conditions. Any variation in quantity 

beyond this limit will be mutually agreed upon by the owner and the supplier. 

23.0 ARTICLE - 23: OWNER'S RIGHT TO ACCEPT ANY BID AND TO REJECT ANY 

OR ALL BIDS 

23.1 OWNER reserves the right to accept or reject any bid, and to annul the bidding process and 

reject all bids, at any time prior to award of contract, without thereby incurring any liability to 

the affected bidder or bidders or; any obligations to inform the affected bidder or bidders of 

the ground for the OWNER'S action. 

24.0 ARTICLE - 24: NOTIFICATION OF AWARD 

24.1 Prior to the expiration of period of bid validity the OWNER will notify the successful bidder 

in writing or by fax, cable or telex to be confirmed in writing, that his bid has been accepted. 

The Notification of Award will constitute the formation of the Contract. 

24.2 Completion Period shall be counted from the date of notification of award. The notification 

of award will constitute the formation of a Contract. 

25.0 ARTICLE - 25: PERFORMANCE SECURITY (CONTRACT PERFORMANCE BANK 

GUARANTEE) 

As per GCC - Goods 

26.0 ARTICLE-26: INCOME TAX LIABILITY 

The bidder will have to bear all income tax liability, both Corporate as well as for their 

personnel, pursuant to award of contract against this enquiry. 

27.0 ARTICLE-27: AGREEMENT TO BE FILLED, DULY SIGNED AND SUBMITTED 

ALONG WITH THE UN-PRICED PART OF THE BID

9 

It is expressly understood and agreed by and between ....................(the Company) and GAIL ( 

India) Limited, (Indian Public Sector Undertaking) that GAIL (India) Ltd., is entering into 

this agreement solely on its own behalf and not on behalf of any other person or entity. In 

particular, it is expressly understood and agreed that the Government of India is not a party to 

this agreement and has no liabilities, obligations or rights hereunder. It is expressly 

understood and agreed that GAIL ( India) Limited is an independent legal entity with power 

and authority to enter into contracts solely on its own behalf under the applicable Laws of 

India and general principles of Contract Law. The ............... (company) expressly agrees, 

acknowledges and understands that GAIL ( India) Limited. is not an agent, representative or 

delegate of the Government of India. It is further understood and agreed that the Government 

of India is not and shall not be liable for any acts, omissions, commissions, breaches or other 

wrongs arising out of the contract. Accordingly................... (Company) hereby expressly 

waives releases and foregoes any and all actions or claims, including cross claims, impleader 

claims or counter claims against the Government of India arising out of this contract and 

covenants not to sue to Government of India as to any manner, claim, and cause of action or 

thing whatsoever arising of or under this agreement. 

28.0 ARTICLE-28: INVOICE AND PAYMENT 

All payments against the contract shall be released by GAIL, New Delhi, India. The invoices 

must be addressed to the following: 

General Manager (F&A) 




29.0 ARTICLE-29: LOADING CRITERIA FOR BID EVALUATION 

Not applicable 

30. Article – 30 REPEAT ORDER 

GAIL at its discretion may place the repeat order (s) up to 50% of contract amount within 6 

months from the date of original order. 

31.0 CORRUPT OR FRAUDULENT PRACTICES 

The Purchaser requires that Bidders/Suppliers observe the highest standard of ethics during 

the procurement and execution of the order. In pursuance of this policy, the Purchaser : 

a) defines, for the purposes of this provision, the terms set forth below as follows : 

i) “corrupt practice” means the offering, giving, receiving or soliciting of any 

thing of value to influence the action of a public official in the procurement 

process or in contract execution; and 

ii) “fraudulent practice” means a misrepresentation of facts in order to influence a 

procurement process or the execution of a contract to the detriment of the 

Purchaser, and includes collusive practice among Bidders (prior to or after bid 

submission) designed to establish bid prices at artificial non-competitive levels 

and to deprive the Purchaser of the benefits of free and open competition;

10 

b) will reject a proposal for award if it determines that the Bidder recommended for 

award has engaged in corrupt or fraudulent practices in competing for the contract in 

question; 

c) will declare a firm ineligible, either indefinitely or for a stated period of time, if at any 

time the Purchaser determines that the firm has engaged in corrupt or fraudulent 

practices in competing for or in executing a contract.

Technical Criteria 

1 

BIDDER’S EVALUATION CRITERIA 

The bidder should meet the following technical criteria: 

Annexure - A 

1. The bidder should be either OEM of PCs or should be Prime System Integrator duly 

-authorized by the OEM to quote for this tender (Bidder needs to produce a 

declaration from PC OEM that entire responsibility shall be taken by them in case 

of any failure of bidder and authorization letter from PC OEM referring this tender 

number along with the quote). 

2. The bidder should have supplied, installed & commissioned PCs & Peripherals in 

India against a single order of a minimum value worth Rs. 65 Lacs during last 

three years i.e 2003-04, 2004-05, 2005-06. Bidder need to produce copy of such 

purchase order and completion certificate duly notarized by a Notary Public 

along with the bid. 

Financial Criteria 

The bidder should also meet the following financial criteria: 

1. Should have minimum annual turnover of Rs. 65 Lacs in any one of the preceding 

three financial years i.e. 2003-2004/2004-2005/2005-2006. 

2. Should have positive net worth as per the last audited financial statement. 

3. Should have minimum working capital of Rs. 13 Lacs as per the last audited 

financial statement. If the bidder’s working capital is inadequate, the bidder should 

supplement with a bidder’s bank, having net worth not less than 100 crores, letter 

confirming the availability of line of credit to cover the deficit from Rs. 13 Lacs. 

4. Should have positive return on equity capital as per the last audited financial 

statement. 

Documentary proof such as Audited Balance Sheet/Profit & Loss Account, Annual 

Report etc. in support of above must be enclosed along with the bid. 

All the documents submitted as proof in support of Bidder’s Evaluation Criteria 

must be notarized by a Notary Public.

2 

ANNUAL TURNOVER 

Applicant’s Legal Name : Date: 

TENDER NO: 

Each Bidder must fill in this form (Single Entity) 

Annual Turnover data for the last 3 years 

Page ……………..of ………. 

Year Currency Amount Ex. Rate(*) Amount (INR)(*) 

Year1: 

Year2: 

Year3: 

1. A brief note should be appended describing thereby details of turnover as per audited results. 

(*) To be filled by GAIL 

Signature of Bidder 

Name & seal: 

Format- A

3 

FINANCIAL SITUATION 

Applicant’s Legal Name : Date: 

TENDER No: 

Each Bidder must fill in this form 

FINANCIAL DATA FOR LAST AUDITED FINANCIAL YEAR 

Description Year 

1. Current assets 

2. Current Liabilities 

3. Working Capital (1-2) 

4. Net Worth 

Owners funds ( Paid up share capital and 

Free Reserves & Surplus) 

5.Profts before taxes 

6. Return on Equity (5/4) X100 

Page ………..of ……. 

Amount Ex. Rate(*) Amount (INR) 

(*) 

Format B 

1. Attached are copies of the audited balance sheets, including all related notes, and income statement 

for the last Audited Financial year, as indicated above, complying with the following conditions: 

• All such documents reflect the financial situation of the bidder and not sister or parent 

companies. 

• Historic financial statements must be audited by a certified accountant 

• Historic financial statements must be complete, including all notes to the financial statements. 

• Historic financial statements must correspond to accounting periods already completed and 

audited (no statement for partial periods shall be requested or accepted) 

(*) To be filled by GAIL 

Signature of Bidder 

Name & seal:

1 

Section - 3 

General Conditions of Contract - Goods

SECTION - 4 

Special Conditions of Contract 

0

TABLE OF CONTENTS 

S.No TITLE 

1.0 INTRODUCTION 

2.0 INFORMATION TECHNOLOGY (IT) IN GAIL 

3.0 SCOPE OF WORK 

4.0 PLACEMENT OF ORDER 

5.0 SITE READINESS 

6.0 SUPPLY CONDITION 

7.0 DELIVERY 

8.0 INSTALLATION 

9.0 ACCEPTANCE TESTS 

10.0 GUARANTEES, WARRANTEES & MAINTENANCE 

11.0 PAYMENT TERMS 

12.0 SECURITY 

13.0 ANTIVIRUS SOFTWARE SUPPORT 

14.0 ACCEPTANCE PROTOCOL FOR SYSTEM (S) 

(H/W&S/W) 

15.0 INSTRUCTIONS TO THE SUPPLIERS AND MAKES 

AND MODELS 

16.0 BILL OF MATERIAL 

17.0 LIST OF MEDIA / DOCUMENTS SUPPLIED 

18.0 LIST OF DEVIATIONS 

19.0 COSINGNEE ADDRESSES 

Annex - I LOCATION WISE BILL OF MATERIAL 

Annex – II TECHNICAL SPECIFICATION

1.0 INTRODUCTION 

GAIL (India) Limited is one of the outstanding Public Sector Enterprises (PSEs) 

in the country today. It is one of the Navratna enterprises of India. 

Gas transmission and distribution forms bulk of GAIL’s business today followed 

by gas processing for LPG production and production of petrochemical products 

(HDPE & LLDPE) and transmission of LPG through pipeline. 

GAIL was established by Government of India in August, 1984 for post handling 

post-exploration activities related to natural gas. GAIL has emerged and 

maintained its position No. 1 Gas Company of India. It has also received several 

safety awards from the Oil Industry safety Council. It’s processing plant received 

highest 5 star rating and the prestigious “Sword of Honour” from the British 

Safety Council. The company’s pipeline systems, LPG plants, Petrochemical 

plant and Gas Technology Institute have received the ISO 14001 certification. 

The subject of this tender is to invite Bids from reputed companies for Supply, 

Installation, Testing and Commissioning for PCs and associated peripherals 

across GAIL sites. 

2.0 INFORMATION TECHNOLOGY (IT) IN GAIL 

GAIL is an IT savvy company with all the employees having the access to E-Mail 

and the PC penetration (PC access) in the employees being 100%. GAIL has got 

62 locations connected on Wide Area Network (WAN) (Details of the 

connectivity diagram attached) from 64 Kbps to 4 Mbps on different media like 

VSAT, Microwave and Optical Fibre. 

GAIL made significant investments in IT infrastructure and software over the 

last five years in view of the current developments in the industry and GAIL's 

growth plans. In the last two years, GAIL has taken significant steps to leverage 

its strength of existing robust IT infrastructure. An IT Policy has been put in 

place. 

GAIL’s IT strategy is an Integrated Approach. In today’s competitive world, IT 

strategy can provide the real competitive edge to companies. The company's IT 

initiatives are spread across all its functional areas and the objective is to use IT 

to the best possible extent. Thus, we have evolved the motto: Squeeze 

technology to its limit. 

To compete successfully in the emerging high speed business world, e-Strategy 

is a necessity for decision making. 

IT contributes directly to work efficiency and transactional efficiency, leading to 

cost reduction and increased customer satisfaction. Thus, GAIL has undertaken 

a number of IT initiatives which have significantly contributed to cost reduction 

and operational efficiency. Rather than relying on reams of papers and files and 

loads of unclassified information, one must develop a system of electronic 

exchange of classified and appropriate information. GAIL’s IT strategy borders 

on these principles in an effort to become a techno savvy and efficient 

company.

3.0 SCOPE OF WORK 

GAIL intends to procure the IT assets on outright purchase basis. The technical 

details of the items are mentioned in the Annexure “Technical 

Specifications” and the detailed Bill of Material is attached in Annexure “Bill 

of Material”. 

The scope shall cover Supply, Installation, Testing and Commissioning 

of various IT assets across GAIL locations identified in this document. 

The Bidder’s responsibility shall specifically include but not limited to the 

following: 

3.1.1 Supply, Installation and Commissioning of Windows XP based PC with 

associated Hardware & Software as detailed in TECHNICAL 

SPECIFICATIONS. 

3.1.2 Installation of operating system and configuration of Office automation 

applications. 

3.1.3 The successful Bidder shall configure the offered PCs for connecting them 

into LAN when it is in place at each site. They should also configure the 

DMI S/W features for controlling and Managing of PCs from Management 

node. The required I/Os and the mounting cords (patch cords) shall be 

provided by GAIL. 

3.1.4 All the data and programs installed in the old PC shall be re-installed and 

copied on to the new PCs and make the desktop ready to use to the 

employee. 

3.1.5 Supplier shall install the mounting rails and install the projector on the 

ceiling. Any incidental civil / architectural works involved during 

installation shall be to supplier’s account. The supplier shall restore the 

damaged civil / architectural, if any works back to its original condition. 

Cables - A set of power / signal cables shall be supplied with each 

projector 

The main signal cable of appropriate length shall be connected from the 

offered projector to an Extension box where the shorter length signal 

cable shall be connected from the various input sources like PC / 

Notebook PC etc. The Supplier shall supply 2 nos. of the shorter signal 

cables with each projector to connect the PCs etc. with the extension box 

in addition to the longer signal cable connected from the projector to the 

extension box. 

3.1.6 GAIL has got the licenses and media for the Symantec Antivirus 9.0 for 

Windows OS based systems. To install and configure the same to get the 

automatic updates from the centralized servers in all the supplied PCs 

and carry out all necessary configuration for virus detection, protection 

and deletion of the virus is under the scope of the vendor.

3.1.7 With regard to the colour of various items, Bidder shall provide the 

details of different colours available for the items. The colour will be 

finalized by GAIL at the time of placement of order with successful 

Bidder. 

3.1.8 The supply of all the hardware & software components shall be with the 

required licenses valid for 3 years comprehensive onsite warranty (any 

license renewal required for making use of the software for all 3 years of 

warranty shall be done by the vendor) and the license(s) shall be taken 

in the name of GAIL (India) Limited and will be the property of GAIL. 

3.1.9 All tools, tackles, testing instruments, consumables, vehicles etc., as 

required during all operations such as transport, installation, testing, 

commissioning etc., shall be provided by the Bidder at no extra cost to 

GAIL for completing the scope of work as per this specification. The 

Bidder shall undertake all testing and commissioning activities and shall 

provide all assistance during inspection and Performance & Guarantee 

testing by the GAIL. 

3.1.10The Bidder shall provide all the required equipment & services, to fulfill 

the intent of the specifications & to ensure the completeness, operability 

& maintainability of the system at no extra cost to the GAIL. 

Broadly the Installation job for all the products involves the following: 

a. At the time of installation of the desktop PCs, installation of OS with 

latest security patches (all Service Packs related to the installed OS 

released by OEM till date) on all the Desktop PCs supplied in this order 

b. Partitioning - Details of drive size to be provided by GAIL after the 

placement of FOI after submitting the Project Schedule to the 

Engineer-In-Charge 

c. Installation of application software packages provided by GAIL (like 

Adobe acrobat Reader/Writer, Symantec Enterprise 9.0 Suite, Network 

printer drivers, scanners, customized applications like FAS, Payroll, 

MMC etc. and GUI software required for the SAP etc.) 

d. Network configuration 

e. Client E-Mail /Intranet/ Internet configuration 

f. Transfer of data from old PC to the new PC (In some cases 2 transfers 

from PCs may be necessary) 

g. Configuring the existing printer to the PCs 

h. Installing Scanner software on a client machine 

i. Enable s/w and H/w parameters for the scanner

j. Verify backup time on full load on the UPS 

4.0 PLACEMENT OF ORDER 

GAIL shall place the PO on the short listed Bidder. GAIL also reserves the right 

to reject any or all the bids without assigning any reason what so ever. 

After placing the FOI, the vendor shall submit the detailed Project Schedule to 

the Engineer-In-Charge stating the dates and activities planned including the 

details of the engineers that will be deployed for the installation and 

configuration of the PCs and associated peripherals. 

5.0 SITE READINESS 

5.1 Site Preparation 

The site for installation of the equipment/materials shall be provided by 

GAIL for the installation of equipments along with the power supply up 

to the point of UPS (Indian style 5 AMP power socket will be provided). 

5.2 Inspection/Acceptance Testing 

QAPLUS tests shall be run for CPU, RAM, hard disk, floppy drive and 

result should confirm to the Diagnostic report, submitted by the Bidder. 

5.3 Acceptance Test at GAIL Offices 

On completion of installation of the equipment but before 

commissioning by the SUPPLIER, each item of the equipment shall be 

physically inspected on-site jointly by GAIL and Bidder for the 

correctness and the completeness of the installation and acceptability 

for start-up. 

The acceptance test, which involves the operation of the complete 

system, will be conducted by the Bidder in the presence of the GAIL 

representative. The system will be accepted subject to the compliance 

of the tests to the satisfaction of GAIL. 

In case of failures, the acceptance tests will be restarted provided the 

maximum number of restarts shall not exceed two in number. System 

failing in final acceptance test is likely to be rejected and would require 

replacement immediately. 

In case the vendor found to be supply the items not as per the quoted 

specifications, EIC has a right to reject the material at site(s) and 

vendor shall be responsible for replacement of the same without any 

cost and time implications. The final payment for the same shall be 

released after resolution of all identified problems. 

5.4 Acceptance of Software

The Bidder shall be responsible for handing over all the licenses and 

filling the registration form of the supplied software with their 

principals. 

6.0 SUPPLY CONDITION 

All equipment and sub equipment (sub system) supplied and installed at the 

stipulated locations shall be NEW and respective OEM make and conforming to 

the contract technical specifications. End-of-Life (EOL), End-of-Support (EOS) 

and near EOL or near EOS products shall not be quoted by the bidder. The 

certificate of newness is to be furnished. 

The Bidder shall ensure that no other equipment/structure/setup gets 

damaged due to their activities. Any damages if caused to GAIL’s property 

due to Bidder’s negligence shall be passed on the Bidder’s account. 

7.0 DELIVERY 

• Bidder shall make operational all the systems in 12 weeks from date of Fax 

of Intent. 

• Zero date for the Warranty will start only after successful completion of 

work at all locations and signing of Acceptance Protocol by bidder’s 

representative and EIC. 

8.0 INSTALLATION 

All the pre-requisites regarding site readiness has to be clearly intimated to 

GAIL in advance and if felt needed, Bidder can visit the SITE(S) in advance and 

check for the readiness for power, housing, installation/operation etc. of the 

SYSTEM(S) at SITE(S). Bidder shall make recommendations on any of the 

parameters in case the same is not found in acceptable range, before the supply 

of the items. 

Installation responsibilities 

On completion of placement, Bidder shall get the Bill of Material checked and 

signed by GAIL’s site IT-Coordinator, carry out the installation, and show the 

SYSTEM(S) in working order to GAIL’s site IT-Coordinator at SITE(S). The 

Bidder shall configure the SYSTEM(S) as per the detailed discussions held at 

SITE with GAIL Team. 

Prime responsibility of the Bidder will remain for items and associated software’s 

placed by the Bidder, Operating systems and any required OS Patch and utility 

during the first time installation. 

On successful completion of the Installation and proper tuning (virtual memory 

etc.) of the SYSTEM(S), these shall be handed over to GAIL. SUPPLER shall 

submit the installation report along with SYSTEM(S) configuration report, results 

of diagnostic tests run etc. to GAIL. 

Installation report has to be submitted by the vendor mentioning all the serial 

nos. (Monitor, CPU, Keyboard, Mouse, UPS etc. against the user) of the

equipment and the cabin no. At the end of the project, before signing of the 

acceptance Protocol, the site wise consolidated report mentioning the serial 

numbers and the employee name needs to be submitted to EIC in the form of 

hardcopy and softcopy. 

9.0 ACCEPTANCE TESTS (AT) 

On Site Acceptance Test (OSAT) 

OSAT shall comprise of completion of following activities Site: 

1. Checking of the Configuration as per the technical specifications. 

2. Running & printing the diagnostic tests for SYSTEM (S) to check for the 

specifications 

3. Functional / Physical check of the Accessories supplied 

4. The required backup time of UPS on full load to be demonstrated to GAIL 

5. Complete functionality of the system shall be tested as per Scope of Work 

& Technical Specifications 

All the necessary latest security patches are to be pre-loaded on the Desktops & 

other applications packages (Like MS Office) before installation at sites as 

mentioned in the Scope of Work. 

10.0 GUARANTEES, WARRANTEES & MAINTENANCE 

Downtime calculation for IT Equipment 

Vendor/Bidder shall be responsible for running each individual item at the 

uptime of 99% per quarter. The deduction for downtime will be as mentioned 

below. The downtime will be calculated on hourly basis per quarter on 24 hours 

basis for all items individually supplied in the order. 

Identified locations wherein the IT assets are to be delivered and the 

deduction down time shall be as follows 

Ahmedabad, 

Bangalore, Baroda, 

Bhubaneswar, 

Bhopal, 

Chandigarh, 

Chennai, Delhi, 

Hyderabad, Jaipur, 

Kolkatta, 

Lucknow, Mumbai, 

DOWNTIME (Region-wise) 

Abu Road, Agra, 

Bharuch, 

Dibyapur, 

Gandhar, Gwalior, 

Hazira, Firozabad, 

Jamnagar, 

Jhabua, Kanpur, 

Khera, Lakwa, 

Rajahmundry, 

All other 

locations in BOM 

Deduction 

Factor (D)

Noida (NCR 

locations), Pata 

and Vijaipur 

Ranchi, Usar, 

Ujjain, Vaghodia, 

Vijayawada and 

Vizag 

0 to 1% 0 to 2% 0 to 3% Zero 

1 to 3 % 2 to 4 % 3 to 5 % 2 

3 to 5 % 4 to 6 % 5 to 8 % 3 

Above 5 % Above 6 % Above 8 % 5 

Formula for deduction for downtime 

Downtime in a quarter = A hours 

Downtime percentage = (A x 100) / (24x90) = B 

PCs & Peripherals 

Deduction factor according to the table= D 

Unit cost of equipment (as per SOR) = Q Rupees 

Amount of deduction = (Q x B x D)/100 Rupees 

Note 

If the uptime for equipment/system falls below 95% for more than 2 times 

(within 3 months), GAIL has the right to ask for the replacement for the same 

by the Vendor/Bidder, without any extra charge. 

The penalty shall be deducted from CPBG at the end of the warranty period. 

These items supplied in this order may be transferred to other GAIL locations 

in future as per the requirement. The Onsite Comprehensive Warranty shall 

be extended at the new locations also. 

All services, work, and deliverables will be performed by qualified personnel in 

a professional and workman like manner, in accordance with the level of 

industry standards in addition the Contractor warrants that 

• Performance of work will not violate any law, rule or regulation and 

Contactor will acquire all required permits and licenses 

During the warranty period the bidder shall arrange for transport / packing / courier 

for any equipment in case of any equipment is required to be taken to bidder’s / 

OEM’s office/factory. The bidder shall also ensure for operational replacement of 

the equipment in case of repair time being more than 2 days. 

COMPREHENSIVE WARRANTY 

All the items supplied to GAIL shall be covered under Comprehensive Onsite 

Warranty for a period of three years.

Comprehensive Warranty shall cover repairs and replacements necessary to 

keep the equipments in good working order on reasonable use of the 

equipments during the warranty period. Periodic maintenance check should be 

carried out to keep the equipments in good working conditions. Maintenance 

will include all plastic and/or rubber parts (except in the case of printers). 

The comprehensive warranty of the UPS shall also include the battery of the 

UPS for the warranty period. If the same needs to be changed/replaced during 

the warranty period, the same needs to be done without any cost implication. 

The comprehensive warranty of the projector shall also include the lamps of 

the projector for the warranty period. If the same needs to be 

changed/replaced during the warranty period, the same needs to be done 

without any cost implication. 

All the desktop support including reloading of required software, changes in 

the settings / configuration etc. shall be ensured by the Bidder to ensure the 

smooth operations of the IT assets. 

However it will NOT include inkjet cartridges, toner cartridges and ribbons. 

11.0 PAYMENT TERMS 

The payment shall be released centrally from Delhi as below: 

- 75% (Seventy five percent) on receipt of materials at all sites, 

certification by the Site-IT-Coordinator and authorization by 

Engineer-In-charge and submission of CPBG. 

- Remaining 25% (Twenty five percent) on Installation, Testing, 

Commissioning of all the supplied equipment, successful 

restoration of all data from old system to new PC system 

(wherever applicable) and signing of the Acceptance Protocol, 

showing the Warranty starting date for the supplied systems. 

GAIL (India) Limited has initiated payments to suppliers electronically and to 

facilitate the payments electronically, the Bidder should have an account with 

State Bank of India or HDFC Bank or ICICI Bank with e-banking platform, so 

that the payment through e-banking be made to the Bidder, in case order is 

placed. Further, the Bidder should give the details of his bank account in any 

one of the above banks to facilitate payment through e-banking in case of 

placement of order on him. 

Payment shall be based on the certifications received from the Site-IT-In- 

Charges and the payment will be made as per the above said pattern. 

The total price shall be for the complete scope as per technical specifications, 

inclusive of comprehensive on-site maintenance including repair/replacement 

of parts during the warranty period, all taxes & duties, insurance, any other 

incidental charges etc. 

12.0 SECURITY

At all times the contractor will comply with GAIL’s security regulations in effect 

that GAIL requires at its premises or in the protection of its data/physical 

assets. 

13.0 ANTIVIRUS SOFTWARE SUPPORT 

GAIL has Symantec Anti Virus Enterprise Edition 9.0 for anti virus solution of 

all the clients. The same would be applicable for new PCs supplied through 

this tender. GAIL has got the required licenses for the new PCs as well. 

Vendor shall facilitate installing the client component being provided by GAIL, 

as per the details mentioned in the scope of work. 

14.0 ACCEPTANCE PROTOCOL FOR SYSTEM(S) (H/W & S/W) 

(To be signed by GAIL & Bidder after completion of 3 days of 

completion of the jobs) 

P.O. No. __________________ P.O. date ______/_____/___ P.O. Value Rs. 

_______________________ Bidder_________________________ 

Purchase Order Description __________________________________________ 

Coordinator (From GAIL) Date of total system 

acceptance ___/_____/______ 

Total No. of Systems Supplied:______ Accepted:_____ Out of :_____ 

Balance:_____ 

S.No. CONFIGURATION ACCEPTED QUANTITY 

1 Desktop PCs YES / NO 

2 UPS YES / NO 

3. LCD Projector YES / NO 

4 Software License & Media YES / NO 

5 Media & Documentation YES / NO 

The System(s) is / are complete in all respects and accepted by GAIL and the Zero 

date of the contract starts w.e.f. from / / and shall be up to / 

/ as per the terms of the W.O. 

GAIL Bidder 

Signature ………………….. Signature …………………… 

Name ……………….……… Name ……….………………. 

Emp No. ………..………… Date …………….…………… 

Tel No……………………… Company Seal 

Date………………………..

15.0 INSTRUCTIONS TO THE SUPPLIERS AND MAKES AND 

MODELS 

• Supplier shall offer only single Technical Solution to meet the specifications 

and scope of work as per the tender document. The supplier should 

provide necessary documentary evidence supporting the technical 

specifications of the offered solution. All the expenditure for boarding, 

lodging, traveling, transport of material to GAIL Site shall be borne by the 

supplier. 

• Supplier shall submit OEM Specification/Literature for quoted Hardware. 

• All necessary tools and accessories required to complete the scope of work 

as per tender document is in the scope of the supplier. The requirement 

with respect to input power source for the proposed UPS shall be provided 

by GAIL. 

• SUPPLIERS are required to submit their response separately in both the 

priced and the un-priced Bids. In the un-priced Bid 'Price' column is to be 

left blank but with an indication whether the item has been quoted Yes (Y) 

OR No (N) in the Priced Bid. 

• SUPPLIER has to indicate the Make/Model of the offered items under 

`Details/Deviations, if any' column which have been offered out of the 

Recommended Makes & Models as indicated by GAIL. The SUPPLIER also 

has to indicate the technical details and/or deviations if any, as compared 

with the specifications given under the 'Item Details’ column. 

• Vendors must quote their technical and price bids strictly as per the 

Schedule of Rates (SOR) only. Any modification to this SOR shall be liable 

for the cancellation of the bid. 

• Service Packs applicable to the OS and the MS Office shall be pre-installed 

at the time of deploying the Desktop PCs and the corresponding patches 

are to be provided to GAIL in the media also. 

Makes & Models 

The offered PCs should of reputed PC manufacturers with following criteria: 

The OEM of the PC should be direct named OEM account of Microsoft 

and Intel. Also they should be Microsoft Gold Certified Partner under 

Microsoft partner program. Copy of required certificate / 

documentary proof to be provided with the offer failing which the 

bid shall be liable for rejection. 

SUPPLIER may offer additionally higher quality range of models of 

SYSTEM(S). They should furnish technical details of the offered system(s) 

and highlight why these products are considered superior to the range of 

products as mentioned under ‘Item Details’ column.

16.0 BILL OF MATERIAL 

Hardware, Software and UPS required as per the technical specifications of the 

items along with the special terms and condition and scope of work to complete 

the work. 

SNO ITEM DESCRIPTION Unit QTY 

1 Desktop PC with 15” color monitor Number 189 

2 Desktop PC with 15” TFT monitor Number 36 

3 UPS 0.6 KVA Number 224 

4 LCD Projector Number 3 

5 INDIC MS Office 2003 Professional License Number 225 

6 INDIC MS Office 2003 Professional media Number 30 

7 AutoCAD 2006 compatible with Windows XP / 

2000 (with media) 

Number 5 

8 Personal Oracle 9i (with media) Number 1 

9 MS Visual basic net std. 2003 (with media) Number 1 

10 MS Visual FoxPro 9.0 (with media) Number 1 

11 Tally (Single user) (with media) Number 1

17.0 LIST OF MEDIA / DOCUMENTS SUPPLIED 

PLEASE GIVE LIST & TITLE OF MEDIA AND DOCUMENTATION WHICH WOULD BE 

SUPPLIED ALONG WITH EACH TYPE OF SYSTEM(S) (PLEASE USE SEPARATE 

SHEETS FOR EACH TYPE OF SYSTEM) 

WITH HARDWARE 

WITH OPERATING SYSTEM 

OTHER SOFTWARE MODULE 

(For each Software Module) 

MEDIA DOCUMENTATION

18.0 LIST OF DEVIATIONS 

Tick(√ ) as applicable 

1. We agree to all the terms & conditions of this MR and confirm that there are no 

deviations. Yes / No 

2. We seek deviations in following clauses. Yes /No 

3. S.No. MR REFERENCE DEVIATIONS 

(Page no./Clause no.)

19.0 CONSIGNEE ADDRESSES 

LIST OF LOCATIONS AND NAME OF IT-IN-CHARGE FOR INSTALLING IT ASSETS ON 

OPERATING LEASE BASIS 

S.No GAIL office GAIL office Address Name of IT-In- 

Location 

Charge (Mr./Mrs.) 

1 Anta Terminal Anta Terminal 

Arun Kumar, 

Anta-325 209 

Distt Baran (Rajasthan), 

Near Kota 

Manager(BIS) 

2 Abu Road Abu Road 

K Loying 

Gas Booster Station, 

National Highway-14, 

Vill. Tartoli, 

Abu Road-307 026 

Distt. Sirohi (Rajasthan) 

Dy. Manager(IT) 

3 Agra 2-A, 1 st Floor, Jeevan M V Arvind, 

Prakash Bldg., Sanjay Place, 

M G Road, Agra – 282 002 

(U.P.) 

Senior Engineer(IT) 

4 Ahmedabad 809, Sakar-II Building Sharmila Patel 

Opp. Town Hall, Ahmedabad 

– 380 006, (Gujrat) 

Officer (IT) 

5 Babrala 

Babrala Terminal, P. B. No. D Bera, 

Compressor 10, Master Station Babrala, Manager(BIS) 

Station 

Babrala Distt. Badaun (U.P.) 

6 Bareilly 

7 Bangalore 

Marketing office 

21, Palace Road, Bangalore 

– 560 052 

8 Bharuch 131-134, Rangoli Complex, 

1 st Floor, Beside Shalimar 

Complex, Station Road, 

Bharuch – 392 001(Gujrat) 

9 Bhopal Zonal 

Marketing Office 

10 Bhubaneshwar 

11 Chandigarh 


12 Chennai Marketing 

office 

B-1, Koh –E – Fiza, Sultania 

Road, Bhopal – 460 038 

(MP) 

SCO: 33-34-35, 

2 ND Floor, Sector 17-A, 

Chandigarh – 160 017 

Century Plaza, 

560/562, Mount Road, 

Chennai – 600 002 

13 Dadri Terminal Dadri Terminal, NTPC 

Complex, Vidyut Nagar, 

Distt. Gautam Budh Nagar 

Pin - 201 008 (U.P) 

Md.Ghayur Alam 

Zahiri, Sr. Engr 

Varsha Nirbhavne, 

Sr. Engr(IT) 

Ashish Saxena, Sr. 

Engr (IT) 

Ridul Pandey, 

Manager(IT) 

D Nagesh, DM 

D Bera, 

Manager(BIS)

14 Delhi, Corporate 


GAIL Corporate office, 16 

Bhikaiji Cama Place, R K 

Puram, New Delhi – 110066 

15 DESU Terminal DESU Terminal 

Delhi Vidyut Board, 

I.P. Estate, Ring Road, 

New Delhi -110 002 

16 Dibiyapur GAIL HBJ Compressor 

Station, P.O. Sehud, 

Distt. Etawah / Auraiya (UP), 

Pin - 206 244 

17 Faridabad 

Terminal 

Faridabad Terminal, 

Faridabad Gas Power 

Project, Village: Mujeri, P.O. 

Neemka 

Ballabhgarh – Tingaon Road, 

Faridabad-121 004 

(Haryana) 

18 Firozabad Jaroli Kalan, Raja ka tal, 

Firozabad, Distt. Agra (U.P.) 

19 Gandhar LPG Plant LPG Recovery Project 

Vill Rozatankaria, tehsil 

Amod, 

Distt. Bharuch (Gujarat) 

Gopal Dutt, CM (IT) 

D Bera, 

Manager(BIS) 

N A Ravi, 

DM(IT), Dibiyapur 

D Bera, 

Manager(BIS) 

M V Arvind, 


Sumeet Kureel 


20 Gwalior Ashish Saxena, 

SE(IT) 

21 GTI Noida GAIL Training Institute, 24, 

Sector 16ª, Noida, 

Dist G.Bad / Gautam Budh 

Nagar (UP) 

Bhagirath, SE(IT) 

22 Hazira Ichhapur Magdalla Road, 

P.O. ONGCL, Hazira, Distt. 

Surat (Gujarat) – 394 518 

23 Hyderabad Zonal 


Ground Floor 

Parisrama bhavanam 

(APIDC-Complex) 

Fateh Maidan Road 

Hyderabad – 500 029 (A.P.) 

24 Jaipur B/21/A, Shiv Marg, 

Bani Park, Jaipur-302 016 

(Rajasthan) 

25 Jamnagar GAIL LPG Dispatch Terminal, 

RRTF Area, c/o Relience 

Petroleum Ltd, Moti Khavdi, 

PO Digvijaygram, 

Jamnagar (Gujarat)-361 

140. 

Annie Juliet 


IVVM Sharma, 

DM(IT) 

K Loying 

Dy. Manager (IT) 

K Loying 


26 Jhabua GAIL Compressor station, Prabhat Agnihotri,

Compressor 

station 

Dist. Jabhua -457 661 (M.P.) 

27 Kandla Plot No. 81, Ward No. 10-A, 

Opp: IFFCO Colony, 

Gandhidham (Kutch) 

– 370 201 (Gujrat) 

28 Kanpur Marketing 117/L-469, Navin Nagar, 


Kaka Deo, Kanpur – 208022 

(UP) 

29 Khera Compressor 

station 

30 Kochi 

31 Kolkata Marketing 


Khera Compressor Station, 

Village: Chikli Khera, Near 

Makdon, Tehsil Tarana, 

Distt. Ujjain (M.P.) 

KBR Complex, Flat – 211 

4, Ho-Chi-Minh Sarani, 

Kolkata – 700 071 (W.B.) 

32 Lakwa LPG Plant LPG Recovery Plant 

Lakwa, Distt Sivasagar, 

Assam – 785 688 

33 Lucknow 


34 Madanpur Khadar 

Terminal 

6 th Floor, vikas Deep Bldg., 

22, Station Raod, Lucknow – 

226 019 (UP) 

Madanpur Khadar Terminal 

C/o Indian Oil Corporation 

Ltd., LPG Bottling Plant, 

Behind Sarita Vihar, 

Madanpur Khadar, 


35 Mumbai Office MMRDA Building, 3 rd floor, 

Bandra Kurla Complex, 

Bandra (East), Mumbai – 

051 

36 Pondicherry GAIL, 2 & 3 rd floor, Manatec 

Towers, East Coast Road, 

Pakkamudayanpet, 

Pondicherry-605 008 

37 Nasirabad Nasirabad Site Office, 

Intermediate pumping 

station, 

Nashirabad-Kishangarh 

Road, Vill. Dilwari, 

Nasirabad, Ajmer (Raj.) 305 

601 

38 Noida Project 


GAIL, B-35 & 36, Sector – 1, 

Noida – 201 301, Ghajiabad 

(UP) 

39 Loni Terminal Loni Terminal C/o Indian Oil 

Corporation Ltd., LPG 

Bottling Plant, Vill. Banthala, 

Loni, Distt. Ghaziabad (UP) 

Engineer(IT) 

K Loying 


Sandeep Rana, 

DM (IT) 

Rajeev Sahai, Senior 

Officer 

Pawan Tripathi, DM 

(IT) 

Ashutosh Shukla, SE 

D Bera, 

Manager(BIS) 

Letcha N. Haokip 

Senior Engineer (IT) 

Gulshan Ahuja, 

Officer (IT) 

K Loying 


D Bera, 

Manager(BIS) 

D Bera, 

Manager(BIS)

40 Piyala Terminal Piyala Terminal C/o B.P.C.L. 

Vill. Piyala, P.O. Asoti, 

Ballabhgarh, Distt. 

Faridabad, 

Haryana 

41 Pata 

Petrochemical 

Plant 

U.P. Petrochemical Complex 

P.O. Pata – 206 241 

Distt. Etawah / Auraiya 

(U.P.) 

206241 

42 Rajahmundry 46-7-18, Jetty Avenue, 

Danavaipeta, 

Rajahmundry – 533 103 

Distt. East Godavari 

(AP) 

43 Ranchi 

44 Samakhiali Samakhiali 

Intermediate Pumping 

Station, 

KM Stone 270, NH-15, 

Village Lakadia – 370 145 

Distt. Kanchhchh (Gujarat) 

45 Usar LPG Plant LPG Recovery Plant, 

Vill. & PO Malyan 

Plot A-1, Usar Industrial 

Area, 

Tahsil Alibagh – 402203 

Distt Raigad (Maharashtra) 

46 Vadodara/Baroda 3-4, Sudhanlaxmi Society 

Behind Killol children 

Hospital 

Ellora Park, Baroda – 390 

007 

47 Vaghodia LPG 

Plant 

48 Vijaipur LPG Plant 

& NFL Terminals 

LPG Recovery Plant, 

GIDC Industrial Estate, 

Vaghodia , Dist. Baroda, – 

391 760 (Gujarat) 

GAIL Complex 

Vijaipur- 473 112, Distt. 

Guna (MP) 

49 Vijayawada LPG Booster Station, 

Village & Mandal – G 

Konduru, Krishna Dist. – 

521229, Vijayawada (AP) 

50 Vishakapatanam GAIL (INDIA) LTD., Opposite 

Ayappa Swamy tTemple, 

Sheelanagar, 

Visakhapatnam – 12 (AP) 

D Bera, 

Manager(BIS) 

K D Saha, 

Chief Manager (IT) 

Usha K Malathi 


K Loying 

U M Rao, 

Senior Engr.(IT) 

Varsha Nirbhavne, 

Sr. Engr(IT) 

Rakesh Shah 

IT Officer 

Arun Kumar, 

Manager(BIS) 

IVVM Sharma, DM 

(IT) 

IVVM Sharma, DM 

(IT)

SN 

LOCATION 

NAME 

Annexure - I 

LOCATION AND ITEM WISE BILL OF MATERIAL OF IT ASSETS 

PC with 

15” 

color 

Monitor 

PC with 

15” 

TFT 

Monitor 

UPS 

LCD 

PROJECTOR 

NEW REQUIREMENT 

MS 

Office 

2003 

License 

MS 

Office 

2003 

Media 

1 Aburoad 7 7 7 1 

2 Agartala 5 5 5 1 

3 

Agra, 

Firozabad, 

Mathura 

11 

6 11 1 

4 Ahmedabad 

Zonal 

Baroda, 

2 

2 2 1 

5 

Undera, 

Bharuch, 

Dahej 

1 

1 1 1 1 

6 Chandigarh 2 3 2 1 

7 Chennai 

Zonal 

2 

2 2 1 

8 Delhi 30 30 30 2 

9 Gandhar 1 1 1 1 

10 GTI 36 36 1 

11 Hazira 3 3 3 1 

12 Jaipur Zonal 3 3 3 1 

13 Jhabua 1 1 1 1 

14 Lakwa 7 20 7 1 

15 Lucknow 3 3 3 1 

16 

Mumbai / 

DUPL 

15 

29 15 1 

AUTOCAD Personal 

Oracle 

Visual 

Basic 

Visual 

FoxPro 

Tally

SN 

LOCATION 

NAME 

PC with 

15” 

color 

Monitor 

PC with 

15” 

TFT 

Monitor 

UPS 

LCD 

PROJECTOR 

NEW REQUIREMENT 

MS 

Office 

2003 

License 

MS 

Office 

2003 

Media 

17 Nasirabad 2 3 2 1 

18 Noida 

2 

AUTOCAD Personal 

Oracle 

Visual 

Basic 

Visual 

FoxPro 

19 Pata 70 70 70 2 1 1 1 1 

20 Pondicherry 4 4 4 1 

21 Rajahmundry 1 1 

22 Ujjain 

(Khera) 

4 1 

23 Usar 3 3 3 1 

24 Vaghodia 3 3 3 1 

25 

26 

Vijaipur, NFL, 

Anta, 

Gadepan, 

Gwalior 

Vizag, 

Vijaywada, 

Cherlapally 

7 

7 

11 3 7 2 3 

10 7 1 

Total 189 36 224 3 225 30 5 1 1 1 1 

Tally

S 

No. 

ITEM SPECIFICATIONS 

Item Description Qty Whether meets 

GAIL’s requirements 

(Y/N) 

189 

1 Desktop PC with 15” color monitor 

PCs with minimum 15” Color Monitor 

Pls. specify the offered make & model 

Casing – 

Desktop – Ultra Small Form Factor with 

maximum volume of 10 liters 

Compliance & Certifications - 

Microsoft Windows 

Processor – 

Intel Pentium D with processor clock speed 

of 3 GHz or more, 

2x2MB L2 cache, 800 MHz FSB 

Chipset- 

INTEL 945 G / 946 GZ or higher, Pls. specify 

Mother board– 

Intel Original or OEM mother board with 

OEM’s name printed on it (no sticker) 

RAM - 

Minimum 512 MB DDR2 SD RAM, 533 MHz 

or more 

Expandable to 2 GB 

HDD – 

80 GB, 7,200 rpm, SATA 

CD-ROM drive – Min. 24X 

Drive, Pls. specify the offered speed 

FDD – 

3.5”, 1.44 MB 

Audio – 

16 bit Integrated Stereo sound, 

Internal Speaker, 

Monitor – 

15” Colour with 800 x 640 and 1024 x 768 

Energy star complaint / EPA / MPR –II 

Compliant 

Key board– 

104 Keys or higher with USB port 

Annexure - II 

Deviations, 

if any

S 

No. 

Item Description Qty Whether meets 

GAIL’s requirements 

(Y/N) 

Mouse – 

2 buttons Optical Mouse with Scroll facility 

with USB port 

With Mouse Pad 

Ports – 

Minimum 4 USB 2.0, 1 Serial, 1 Parallel, 

Speaker, Microphone, Head Phone 

Display – 

Integrated on board Intel Media Accelerator 

900 

Shared Video RAM - min. 32 MB 

LAN – 

10 / 100 / 1000 Mbps with Wake On LAN 

facility with 

1 no. LAN I/O cable of AVAYA make, 7 feet 

long 

LAN port Integrated OR Add on , Pls. 

specify 

Security Features– 

TPM / TCPA compliant 

Proof of compliance to be submitted. 

Manageability features – 

PC Asset Mgmt., 

PC Migration tool, 

Tool less serviceability, 

Diagnostics tools 

OPERATING SYSTEM – 

WINDOWS XP Professional 

With documentation & CD Media / Recovery 

arrangements, 

Pls. specify 

Recover CD 

Accessories – 

Plastic covers 1 no. for each for 

CPU Cabinet, Monitor, Keyboard 

Deviations, 

if any

2 Desktop PC with 15” TFT monitor 

PCs with minimum 15” TFT Color Monitor 

Pls. specify the offered make & model 

Casing – 

Desktop – Ultra Small Form Factor with 

maximum volume of 10 liters 

Compliance & Certifications - 

Microsoft Windows 

Processor – 

Intel Pentium D with processor clock speed 

of 3 GHz or more, 

2x2MB L2 cache, 800 MHz FSB 

Chipset- 

INTEL 945 G / 946 GZ or higher, Pls. specify 

Mother board– 

Intel Original or OEM mother board with 

OEM’s name printed on it (no sticker) 

RAM - 

Minimum 512 MB DDR2 SD RAM, 533 MHz 

or more 

Expandable to 2 GB 

HDD – 

80 GB, 7,200 rpm, SATA 

CD-ROM drive – Min. 24X 

Drive, Pls. specify the offered speed 

FDD – 

3.5”, 1.44 MB 

Audio – 

16 bit Integrated Stereo sound, 

Internal Speaker, 

Monitor – 

15” TFT Actice Matrix Display (1024 x 768 

XGA Resolution) 

Key board– 

104 Keys or higher with USB port 

Mouse – 

2 buttons Optical Mouse with Scroll facility 

with USB port 

With Mouse Pad 

Ports – 

Minimum 4 USB 2.0, 1 Serial, 1 Parallel, 

Speaker, Microphone, Head Phone 

36

Display – 

Integrated on board Intel Media Accelerator 

900 

Shared Video RAM - min. 32 MB 

LAN – 

10 / 100 / 1000 Mbps with Wake On LAN 

facility with 

1 no. LAN I/O cable of AVAYA make, 7 feet 

long 

LAN port Integrated OR Add on , Pls. 

specify 

Security Features– 

TPM / TCPA compliant 

Proof of compliance to be submitted. 

Manageability features – 

PC Asset Mgmt., 

PC Migration tool, 

Tool less serviceability, 

Diagnostics tools 

OPERATING SYSTEM – 

WINDOWS XP Professional 

With documentation & CD Media / Recovery 

arrangements, 

Pls. specify 

Recover CD 

Accessories – 

Plastic covers 1 no. for each for 

CPU Cabinet, Monitor, Keyboard

3 UPS 0.6 KVA 

Makes Recommended: 

APC / LIEBERT / TVSE / VINITEC / WIPRO 

Type: Line Interactive 

Rating: Min. 600 VA 

Input Supply:180 V to 275 V AC 

Nominal Output: 

i) On Grid –190 V to 240 V AC 

ii) On Battery- 230V AC + 5%, 

50 + 0.5 Hz 

Battery: 

Back up time – Min. 10 minutes on 450 VA 

continuous load 

Type – SMF 

Recharge time – < than 6 hours 

Makes – Hitachi/ Global Yuasa/ CSB/ 

Panasonic/ Exide, 

Pls. specify 

Transfer time: 

< 5 ms without losing data 

Built in AVR- Required 

Protection: Overload, Short circuit, Spike & 

Surge 

Indications: Mains ON, Battery ON, 

Overload 

Audio Alarms: Low battery, Battery ON, 

Overload 

Communications: 

Hardware: 

RS 232-C Serial port or USB port with 

Interface cable -3 feet length, 

Software: 

Required for health monitoring of battery 

and Power Mgmt. System 

O/P Sockets – Min. 3 nos., 

Each 6A, 3 pins (Min. 2 nos. sockets shall be 

wired for UPS O/P) 

Power Cables - For all the O/P sockets 

each min. 4 ft. long IN CASE the UPS has 

BN 55 etc. type O/P Power receptacles for 

feeding AC power to CPU box, Monitor etc. 

Documentation: 

Operation Manual 

Operation Training: 

Shall be provided to the Users at GAIL’s 

Offices 

224

4 LCD Projectors 

Recommended make: 

HP, LG, PLUS, SANYO, SONY, 

MITSUBISHI, CANON, SHARP, 

HITACHI, EPSON 

Pls. specify the Make & Model Offered 

Technology – LCD, TFT Active Matrix, 

Resolution - True XGA, 1024 x 768 

Should be possible to project from 

1600 x 1200 to 640 x 480 resolution, 

Colors -16.7 million 

Contrast ratio-Minimum 400:1, 

Aspect ratio - 4:3, 

Zoom lens - Minimum 1.2:1, 

Focus - Manual / Power, 

Image size (diagonal) - 20” to 200” 

preferred, Pls. specify 

Brightness - Min. 2000 ANSI lumens, 

Pls. specify 

Lamp power in W - Pls. Specify 

Lamp life in hrs.- 2000 normal mode 

Keystone Adjustment - 0 to + 12 

degrees preferred, 

Input terminals - Computer, Video etc. 

Output terminals –RGB etc., 

Size in L x B x H (in inches) - Pls. 

Specify 

Audio – 

Mono / Stereo, 

Built in speakers, Min. 0.5 watt O/P, 

Weight - Preferably < 3 Kg, Pls. 

specify 

Input AC Power - 100 V to 240 V, 50 

Hz 

Remote Control – preferably With AA siz 

batteries, Pls. specify the 

functions controlled 

Laser Pointer - Whether built in 

with Remote Control, Pls. specify 

If NOT, A separate Laser Pointer 

will be provided. Pls. specify the 

make, diameter of Laser beam in 

nm and attach the OEM Literature 

Accessories- 

Soft carry case- 1 no., Leather make 

Ceiling Mounting kit, 1 no. 

User / Operator guide - To be supplied. 

A set of Instructions on 

“How to install the projector & 

configure the PC / LAPTOP for 

3

starting a presentation?” 

shall be pasted on all the Projectors 

Cables - A set of power / signal 

cables shall be supplied with each 

projector 

Others - Pls. mention the other 

accessories being Supplied along with 

the Projector 

5 INDIC MS Office 2003 Professional 

License 

225 

6 INDIC MS Office 2003 Professional 

media 

30 

7 AutoCAD 2006 compatible with 

Windows XP / 2000 (with media) 

5 

8 Personal Oracle 9i (with media) 1 

9 MS Visual basic net std. 2003 (with 

media) 

1 

10 MS Visual FoxPro 9.0 (with media) 1 

11 Tally (Single user) (with media) 1

SECTION - 5 

SCHEDULE OF RATES

TENDER DOCUMENT NO: GAIL/ND/C&P/BIS/2006012 

SNO ITEM DESCRIPTION UOM QTY 

1 Desktop PC with 15” 

color monitor 

Nos. 189 

2 Desktop PC with 15” TFT 

monitor 

3 UPS 0.6 KVA 

4 LCD Projector 

5 INDIC MS Office 2003 

Professional License 

6 INDIC MS Office 2003 

Professional media 

7 AutoCAD 2006 

compatible with Windows 

XP / 2000 (with media) 

8 Personal Oracle 9i (with 

media) 

Nos. 36 

Nos. 224 

Nos. 3 

Nos. 225 

Nos. 30 

Nos. 5 

Nos. 1 

Schedule of Rates (SOR) 

Unit Price Total Price 

In 

figure In word In figure In word

S. 

NO. ITEM DESCRIPTION UOM QTY 

9 MS Visual basic net std. 

2003 (with media) 

Nos. 1 

10 MS Visual FoxPro 9.0 

(with media) 

11 Tally (Single user) (with 

media) 

Total 

Nos. 1 

Nos. 1 

:2: 

Unit Price Total Price 

In 

figure In word In figure In word 

Note: The bidder is to strictly follow the SOR format while quoting, failing which the bid shall be liable for rejection. 

Date: Signature of the bidder : 

Name & Seal : 

Contact Telephone nos. : 

Contd…

Section - 6 

PERFORMANCE BANK GUARANTEE

REF. 

To 



R.K. Puram 

New Delhi 110066 

INDIA 

Dear Sirs, 

PERFORMANCE BANK GUARANTEE 

(PERFORMANCE SECURITY) - UNCONDITIONAL 

(TO BE STAMPED IN ACCORDANCE WITH STAMP ACT) 

Bank Guarantee No.: 

Date: 

In consideration of the GAIL ( India) Limited, New Delhi (India) (herein referred to as the OWNER 

which expression shall unless repugnant to the context or meaning thereof include successors, 

administrators and assigns) having awarded to M/s_______________ having principal office at 

_______________________________________(hereinafter referred to as the “SUPPLIER” which 

expression shall unless repugnant to the context or meaning thereof include their respective successors, 

administrators, executors and assigns) the work of ------------------------by issue of OWNER Order 

No._______________dated__________and the same having been accepted by the SUPPLIER resulting 

into CONTRACT for --------------------------- as per above referred Order having a total value of 

_______________________for the work of --------------------------and the SUPPLIER having agreed to 

provide a Contract Performance and warranty guarantee for faithful performance of the aforementioned 

Contract to Owner. 

We (bank) _________________________________having Head Office at (hereinafter referred to as the 

Bank, which expressly shall, unless repugnant to the context or meaning thereof include successors, 

administrators, executors and assigns) do hereby guarantee to undertake to pay the OWNER on demand 

any and all moneys payable by the SUPPLIER to the extent of 10%(ten percent) of the Contract Prices 

as aforesaid at any time up to __________________________________ without a reference to the 

SUPPLIER. Any such demand made by OWNER on bank shall be inclusive and binding not 

withstanding any difference between OWNER and SUPPLIER discharges this guarantee. OWNER and 

SUPPLIER or any dispute pending before any Court, Tribunals, arbitrators or any other Authority. 

The bank undertakes not to revoke this guarantee during its currency without previous consent of 

OWNER and further agrees that the guarantee herein contained shall continue to be enforceable till the 

OWNER discharges this guarantee. OWNER shall have the fullest liberty without affecting in any way 

the liability of the BANK under this guarantee from time to time to extend the time for performance by 

SUPPLIER of the afore mentioned CONTRACT, OWNER shall have the fullest liberty, without 

affecting this guarantee, to postpone from time to time the exercise of any power vested in them or of 

any right which they might have against SUPPLIER, and to exercise the same at any time in any 

manner, and either to enforce to forebear to enforce any covenants contained or implied, in the 

aforementioned CONTRACT between OWNER and SUPPLIER or any other course of or remedy or 

security available to OWNER. The BANK shall not be released of its obligations under these presents

y any exercise by OWNER of its liability with reference to the matters aforesaid or any of them or by 

reason or any other acts of omission or commission on the part of OWNER or any other indulgence 

shown by OWNER or by any other matter or thing whatsoever which under law would, but for this 

provision, have the effect or relieving the BANK. The BANK also agrees that OWNER at its option 

shall be entitled to enforced this Guarantee against the Bank as a Principal debtor, in the first instance 

without proceeding against SUPPLIER and notwithstanding any security or other guarantee that 

OWNER may have in relation to the SUPPLIER’S liabilities. 

Notwithstanding anything contained herein above our liability under this Guarantees restricted to AND 

it shall remain in force upto and including ________and shall be extended from time to time for such 

period as may be desired by the SUPPLIER on whose behalf this Guarantee has been given. 

Therefore, we hereby affirm that we are guarantors and responsible to you on behalf of the SUPPLIER 

up to a total amount of (amount of guarantees in words and figures) and we undertake to pay you, upon 

your first written demand declaring the SUPPLIER to be in default under the contract and without 

caveat or argument, any sum or sums within the limits of (amount of guarantee) as aforesaid, without 

your needing to prove or show grounds or reasons for your demand or the sum specified therein. 

This guarantee is valid until the ________day of _______200 

We have power to issue this guarantee in your favour under memorandum and Article of Association 

and the undersigned has full powers to do so under the Power of Attorney/Resolution of the Board of 

Directors dated ________ accorded to him by the bank. 

Dated The ___________day of _____________200 

WITNESS: 

(SIGNATURE) (SIGNATURE) 

BANK RUBBER 

(NAME) 

STAMP (NAME) 

(OFFICIAL SEAL) Designation with bank stamp 

Plus Attorney as per Power 

Of Attorney/Resolution Board of Directors 

Date:

Section - 7 

(BID FORM)

Bid Form 

To: GAIL (India) Limited Date: 

16, Bhikaiji Cama Place, RK Puram 


India 

Dear Sir, 

Having examined the Bid document No. the receipt of which is hereby duly acknowledged, 

we, the undersigned, offer to provide consultancy services in conformity with the terms and conditions 

of bid document. 

We undertake, if our bid is accepted, to complete entire work as specified in the tender document within 

the completion schedule specified therein. If our bid is accepted we will obtain the guarantee of a Bank 

in a sum not exceeding 10% of the Contract price for the due performance of the Contract. 

We agree to abide by this bid for a period of four months from the date fixed for bid opening under 

Instructions to Bidders and it shall remain binding upon us and may be accepted at any time before the 

expiration of that period. 

Until a formal contract is prepared and executed, this bid, together with your written acceptance thereof 

in your notification of award, shall constitute a binding Contract between us. 

We understand that you are not bound to accept the lowest or any bid, you may receive. 

Dated this Day of 200 

Date: 

Place: 

Signature of authorized signatory 

Name: ---------------------------------- 

Designation: 

Seal:...

Section 8 

BID SECURITY FORM 

1

PROFORMA FOR BANK GUARANTEE FOR EARNEST MONEY DEPOSIT/ BID SECURITY 

(To be stamped in accordance with the Stamp Act) 

Ref............... Bank Guarantee No......... 

Date...................... 

To 

GAIL (India) Limited, 

GAIL BHAWAN, 

16, BHIKAJICAMA PLACE, 

New Delhi – 110066 

India 

Dear Sir(s), 

In accordance with Letter Inviting Tender under your reference No___________ 

M/s.______________________________ having their Registered / Head Office at 

_________________________(hereinafter called the Tenderer) wish to participate in the said 

tender for _________________________________________________________________ 

As an irrevocable Bank Guarantee against Earnest Money for the amount of ______________ is 

required to be submitted by the Tenderer as a condition precedent for participation in the said 

tender which amount is liable to be forfeited on the happening of any contingencies mentioned in 

the Tender Document. 

We, the ____________________________________ Bank at____________________________ 

having our Head Office ____________________________________________________ (Local 

Address) guarantee and undertake to pay immediately on demand without any recourse to the 

tenderers by GAIL (India) Ltd., the amount_________________________________ without any 

reservation, protest, demur and recourse. Any such demand made by GAIL, shall be conclusive 

and binding on us irrespective of any dispute or difference raised by the Tenderer. 

This guarantee shall be irrevocable and shall remain valid upto ____________ [this date should be 

6 months after the date finally set out for closing of tender]. If any further extension of this 

guarantee is required, the same shall be extended to such required period on receiving 

instructions from M/s.______________________________________________________ whose 

behalf this guarantee is issued. 

In witness whereof the Bank, through its authorised officer, has set its hand and stamp on this 

___________day of ____________200 __ at____________. 

WITNESS: 

(SIGNATURE) (SIGNATURE) 

(NAME) (NAME) 

Designation with Bank Stamp 

(OFFICIAL ADDRESS) Attorney as per 

Power of Attorney No.________ 

Date:________________________ 

2

Section 9 

AGREED TERMS AND CONDITIONS 

3

A. BRIEF SUMMARY OF AGREED TERMS AND CONDITIONS 

Bidder M/s ............................. Bid Document No. GAIL/ND/C&P/BIS/2006012 

Offer Ref................................ 

This Questionnaire duly filled in should be returned along with each copy of Un-priced Bid. 

Clauses confirmed hereunder should not be repeated in the Bid. ALL THE COMMERCIAL 

TERMS & CONDITIONS SHOULD BE INDICATED IN THIS FORMAT ONLY. 

------------------------------------------------------------------------------------------------------------------------ 

Sl. Description Bidder's Confirmation 

No. 

------------------------------------------------------------------------------------------------------------------------ 

1. It is noted that deviations to Terms & Conditions 

shall lead to rejection of offer, as specified in the 

Bid Document. 

2. Confirm that the rates for all items are quoted 

/filled in the “Schedule Of Rates” format given 

in the tender and no additions / deletions / 

modifications /alterations made to the format. 

3. Ensure and confirm that unit prices quoted in 

‘Schedule of rates’ are inclusive of all duties and 

taxes. 

4. Confirm that the offer shall remain valid for 

acceptance upto 4 months from Final Bid Due 

Date/Date of Opening of Bids. 

5. Bidder’s name and address 

6. Confirm acceptance of completion schedule as per 

requirement Specified in Bid Document to be 

reckoned from date of Fax of Intent (FOI). 

7. Customer references and confirmation of 

requirements wherever applicable. 

8. Confirm client reference list submitted along with 

offer. 

9. Confirm acceptance of Price Reduction Schedule 

(PRS) for delay in completion beyond 

contractually agreed completion schedule as 

specified in the Bid Document. 

10 Confirm that in case of delay in delivery beyond 

Contractual completion Date (CCD) the invoice 

shall be submitted for the amount duly reduced to 

the extent of PRS. 

4

------------------------------------------------------------------------------------------------------------------------ 


No. 

------------------------------------------------------------------------------------------------------------------------ 

11. Confirm in case of delay in completion beyond 

CCD, any new or additional taxes and duties 

imposed after contractual delivery shall be to 

SUPPLIER’s account. 

12. Confirm acceptance of relevant Terms of Payment 

as specified in the Bid Document. 

13. Confirm quoted prices will remain firm and fixed 

till complete execution of the order. Fax of Intent 

shall be placed within offer validity as 

‘Notification of Award of Contract’. 

14. Confirm acceptance of Special Conditions of 

Contract of Bid Document. 

Confirm that CONTRACT- 

Performance Bank Guarantee (PBG) for 10% of 

order/contract value shall be furnished within 30 

days of Fax of Intent, valid for 6 months beyond 

the expiry of Guarantee/Warranty period as per 

terms of Bid Document. 

15. a) Confirm acceptance in toto of the Terms & 

Conditions contained in 

i) Instructions to Bidders 

ii) General Conditions of Contract (GCC) 

Special Conditions of Contract (SCC) and Scope 

of Work, Deliverables, Payment Terms & 

Conditions as given in the Schedule of Rates. 

iii) All other commercial documents/attachments of 

Bid Document. 

b) In case of Site visits, confirm acceptance of 

Terms & Conditions for Site visits as contained in 

the Bid Document. 

c) Travel to various work centers of GAIL will be 

undertaken by the SUPPLIER to the extent 

required for meeting objectives of the project. 

5

------------------------------------------------------------------------------------------------------------------------ 


No. 

------------------------------------------------------------------------------------------------------------------------ 

d) In case of reservations, confirm that clause wise 

comments have been specified as annexure to this 

format. 

e) All the terms & conditions have been indicated in 

this format (including annexure, if any) and have 

not been repeated in the bid elsewhere. It is noted 

that Terms & Conditions indicated elsewhere 

including any printed Terms & Conditions, shall 

not be considered by Owner. 

16. All correspondence must be in English Language 

only. 

17. Please furnish Bid Security details 

a) Bid Security No. & Date 

b) Value 

c) Validity 

18. Indicate Name & Contact e-mail / Telephone/Fax 

No. of person(s) to whom queries, if any, are to be 

addressed against your bid. 

19. Owner reserves the right to make any change in 

the terms & conditions of the Bid Document and 

to reject any or all bids including those received 

late or incomplete. 

BIDDER CONFIRMS THAT IN CASE OF CONFLICTING VERSION OF VARIOUS TERMS & 

CONDITIONS AT DIFFERENT PLACES. THE CONFIRMATION FURNISHED AS ABOVE 

SHALL BE CONSIDERED OVER-RIDING AND FINAL AND ANY OTHER DEVIATION 

INDICATED ELSEWHERE SHALL BE TREATED AS REDUNDANT. 

Bidder’s Offer No. . . . . . . . . . . . 

Signature ________________________ 

Name ________________________ 

Designation ________________________ 

Office Stamp ________________________ 

Tel No. ________________________ 

Fax No. ________________________ 

6

Section 10 

7

Proforma of Letter of Authority for Attending Un-priced Bid Opening and Priced Bid 

Opening 

No. Date: 

GAIL ( INDIA) LTD. 

16, BHIKAIJI CAMA PLACE 

R.K.PURAM, NEW DELHI-66 

Attn: ................... 

Dear Sirs, 

We........................................hereby authorise following representatives (s) to attend the un-priced 

bid opening and priced bid opening against your Bid document No. 

...........................for....................................(item Name)....................................... 

1. Name & Designation.........................Signature............................ 

2. Name & Designation........................Signature............................ 

We confirm that we shall be bound by all and whatsoever our representative (s) shall commit. 

Yours faithfully, 

Note: 

Signature........................................... 

Name & Designation....................... 

For & on behalf of............................ 

This Letter of Authority should be on the letterhead of the bidder and should be signed by a person 

competent and having the power of attorney to bind the bidder. 

8

SECTION – 11 

9

Proforma of Letter of Authority for Signing the Agreement 

No. Date: 



R.K.Puram, 

New Delhi- 110066 

Attn: 

Sub: Tender No. 

Dear Sirs, 

We.............................................................................do hereby confirm that Mr. (name and address) 

is/are authorised to represent us for signing of the Agreement on our behalf with you against your 

above cited tender for……………………………………….. 

We confirm that we shall be bound by all and whatsoever our representatives shall commit. 

Yours faithfully 

Signature 

Name and Designation 

for & on behalf of BIDDER 

________________________________________________________________________________ 

Note: 

This letter of Authority should be on the letterhead of the Bidders and should be signed by a person 

competent and having the power of attorney (power of attorney shall be annexed)to bind the bidder. 

10

SECTION - 12 

11

DISCLAIMER 

Bidders should ensure that bidding document is complete in all respects. In the event that the 

bidding document or any part thereof is mutilated or missing, the bidder shall notify GAIL 

immediately at the following address: 



RK Puram, 

New Delhi – 110066 

Attn.: KRM Rao, SM (C&P) 

Tel: +91-11-26172580 (Extn. 6246) 

Fax: +91-11-26185941 

In the event such written notice is not received at the aforementioned office within seven (7) 

days from the date of issue of the bidding document to the bidder, the bidding documents 

received by the bidder shall be deemed to be complete in all respects. No extension of time shall 

be granted under any circumstances to any bidder for submission of its bid on the grounds that 

the bidder did not obtain a complete set of the bidding document. 

GAIL makes no representation or warranty, express or implied, as to the accuracy, correctness 

and completeness of the information contained in the bidding documents. 

12

General Conditions of Contract (Goods) 

1. Definitions In this document, General Conditions of Contract (GCC-Goods), 

the following terms shall have the following respective 

meanings: 

Rev.0: May’04 1 

1.0 BIDDER : Designates the individual or legal entity which 

has made a proposal, a tender or a bid with the aim of 

concluding a Contract with the PURCHASER. 

1.1 CONSULTANT [if engaged] shall mean M/s. 

……………having its registered office at……………. 

The term consultant includes successors, assigns of 

M/s. ………. 

1.2 CONTRACT shall mean Purchase Order/Contract and 

all attached exhibits and documents referred to therein 

and all terms and conditions thereof together with any 

subsequent modifications thereto. 

1.3 CONTRACT PRICE shall mean the price payable to the 

Seller under the Contract for the full and proper 

performance of his contractual obligations. 

1.4 COMPLETION DATE shall mean the date on which the 

goods are successfully commissioned by the Seller and 

handed over to the PURCHASER. 

1.5 COMMERCIAL OPERATION shall mean the condition 

of the operation in which the complete equipment 

covered under the Contract is officially declared by the 

PURCHASER to be available for continuous operation 

at different loads up to and including rated capacity. 

1.6 DELIVERY terms shall be interpreted as per INCO 

TERMS 2000 in case of Contract with a foreign Bidder 

and as the date of LR/GR in the case of a contract with 

an Indian Bidder. 

1.7 DRAWINGS shall mean and include Engineering 

drawings, sketches showing plans, sections and 

elevations in relation to the Contract together with 

modifications and/or revisions thereto. 

1.8 ENGINEER or Engineer-in-Charge of the Project SITE 

shall mean the person designated from time to time by 

PURCHASER/CONSULTANT at SITE and shall include 

those who are expressly authorized by him to act for 

and on his behalf for operation of this CONTRACT. 

1.9 FINAL ACCEPTANCE shall mean the PURCHASER’s 

written acceptance of the Works performed under the 

Contract after successful completion of performance 

and guarantee test. 

1.10 GOODS shall mean articles, materials, equipment, 

design and drawings, data and other property to be 

supplied by Seller to complete the contract. 

1.11 INSPECTOR shall mean any person or outside Agency 

nominated by PURCHASER/CONSULTANT through


CONSULTANT to inspect equipment, stagewise as well 

as final, before dispatch, at SELLER’s works and on 

receipt at SITE as per terms of the CONTRACT. 

1.12 INITIAL OPERATION shall mean the first integral 

operation of the complete equipment covered under the 

Contract with sub-systems and supporting equipment in 

service or available for service. 

1.13 PURCHASER shall mean GAIL (INDIA) LIMITED 

(GAIL) having its registered office at 16, BHIKAIJI 

CAMA PLACE, R.K.PURAM, NEW DELHI-110066 

(INDIA). The term PURCHASER includes successors, 

assigns of GAIL. 

1.14 PERFORMANCE AND GUARANTEE TESTS shall 

mean all operational checks and tests required to 

determine and demonstrate capacity, efficiency and 

operating characteristics as specified in the Contract 

documents. 

PROJECT designates the aggregate of the Goods 

and/or Services to be provided by one or more 

Contractors. 

Quantities – Bills of quantities 

Bills of quantities 

Rev.0: May’04 2 

Designate the quantity calculations to be taken into 

account when these calculations are made from 

detailed or construction drawings, or from work actually 

performed, and presented according to a jointly agreed 

breakdown of the Goods and/or Services. 

1.15 SELLER shall mean the person, firm or company with 

whom PURCHASE ORDER/CONTRACT is placed/ 

entered into by PURCHASER for supply of equipment, 

materials and services. The term Seller includes its 

successors and assigns. 

1.16 SERVICE shall mean erection, installation, testing, 

commissioning, provision of technical assistance, 

training and other such obligations of the Seller covered 

under the Contract. 

1.17 SITE designates the land and/or any other premises on, 

under, in or across which the Goods and/or Services 

have to be supplied, erected, assembled, adjusted, 

arranged and/or commissioned. 

1.18 SPECIFICATIONS shall mean and include schedules, 

details, description, statement of technical data, 

performance characteristics, standards (Indian as well 

as International) as applicable and specified in the 

Contract. 

1.19 SUB-CONTRACT shall mean order placed by the 

Seller, for any portion of the contracted work, after 

necessary consent and approval of PURCHASER.

2. Seller To Inform 


1.20 SUB-CONTRACTOR shall mean the person named in 

the CONTRACT for any part of the work or any person 

to whom any part of the CONTRACT has been sub-let 

by the SELLER with the consent in writing of the 

CONSULTANT/PURCHASER and will include the legal 

representatives, successors, and permitted assigns of 

such person. 

1.21 START-UP shall mean the time period required to bring 

the equipments covered under the Contract from an 

inactive condition, when construction is essentially 

complete to the state of readiness for trial operation. 

The start-up period shall include preliminary inspection 

and check out of equipment and supporting 

subsystems, initial operation of the complete 

equipments covered under the Contract to obtain 

necessary pre-trial operation data, perform calibration 

and corrective action, shutdown inspection and 

adjustment prior to the trial operation period. 

1.22 TESTS shall mean such process or processes to be 

carried out by the Seller as are prescribed in the 

Contract or considered necessary by PURCHASER or 

his representative in order to ascertain quality, 

workmanship, performance and efficiency of equipment 

or part thereof. 

1.23 TESTS ON COMPLETION shall mean such tests as 

prescribed in the Contract to be performed by the 

Seller before the Works are taken over by the 

PURCHASER. 

2.1 The Seller shall be deemed to have carefully examined 

all contract documents to his entire satisfaction. Any 

lack of information shall not in any way relieve the Seller 

of his responsibility to fulfill his obligation under the 

Contract. 

3. Application 3.1 These General Conditions of Contract (GCC-Goods) 

shall apply to the extent that they are not superseded by 

provisions of other parts of the Contract. 

4. Country of Origin 4.1 For purposes of this Clause “origin” means the place 

where the Goods were mined, grown or produced, or 

from which the services are supplied. Goods are 

produced when, through manufacturing, processing or 

substantial and major assembling of components, a 

commercially recognized new product results that is 

substantially different in basic characteristics or in 

purpose or utility from its components. 

5. Scope of Contract 5.1 Scope of the CONTRACT shall be as defined in the 

PURCHASE ORDER/CONTRACT specifications, 

drawings and Annexure thereto. 

Rev.0: May’04 3 

5.2 Completeness of the EQUIPMENT shall be the 

responsibility of the SELLER. Any equipment, fittings 

and accessories which may not be specifically

Rev.0: May’04 4 


mentioned in the specifications or drawings, but which 

are usual or necessary for the satisfactory functioning of 

the equipment (successful operation and functioning of 

the EQUIPMENT being SELLER’s responsibility) shall 

be provided by SELLER without any extra cost. 

5.3 The SELLER shall follow the best modern practices in 

the manufacture of high grade EQUIPMENT 

notwithstanding any omission in the specifications. The 

true intent and meaning of these documents is that 

SELLER shall in all respects, design, engineer, 

manufacture and supply the equipment in a thorough 

workmanlike manner and supply the same in prescribed 

time to the entire satisfaction of PURCHASER. 

5.4 The SELLER shall furnish twelve (12) copies in English 

language of Technical documents, final drawings, 

preservation instructions, operation and maintenance 

manuals, test certificates, spare parts catalogues for all 

equipments to the PURCHASER. 

5.5 The documents once submitted by the SELLER shall be 

firm and final and not subject to subsequent changes. 

The SELLER shall be responsible for any loss to the 

PURCHASER/CONSULTANT consequent to furnishing 

of incorrect data/drawings. 

5.6 All dimensions and weight should be in metric system. 

5.7 All equipment to be supplied and work to be carried out 

under the CONTRACT shall conform to and comply with 

the provisions of relevant regulations/Acts(State 

Government or Central Government) as may be 

applicable to the type of equipment/work carried out and 

necessary certificates shall be furnished. 

5.8 The Seller shall provide cross sectional drawings, 

wherever applicable, to identify the spare part numbers 

and their location. The size of bearings, their make and 

number shall be furnished. 

5.9 Specifications, design and drawings issued to the 

SELLER alongwith RFQ and CONTRACT are not sold 

or given but loaned. These remain property of 

PURCHASER/CONSULTANT or its assigns and are 

subject to recall by PURCHASER/CONSULTANT. The 

SELLER and his employees shall not make use of the 

drawings, specifications and technical information for 

any purpose at any time except for manufacture against 

the CONTRACT and shall not disclose the same to any 

person, firm or corporate body, without written 

permission of PURCHASER/CONSULTANT. All such 

details shall be kept confidential. 

5.10 SELLER shall pack, protect, mark and arrange for 

despatch of EQUIPMENT as per instructions given in 

the CONTRACT.


6. Standards 6.1 The GOODS supplied under the CONTRACT shall 

conform to the standards mentioned in the Technical 

Specifications, or such other standards which ensure 

equal or higher quality, and when no applicable 

standard is mentioned, to the authoritative standard 

appropriate to the GOODS’ country of origin and such 

standards shall be the latest issued by the concerned 

institution. 

7. Instructions, 

Direction & 

Correspondence 

7.1 The materials described in the CONTRACT are to be 

supplied according to the standards, data sheets, 

tables, specifications and drawings attached thereto 

and/or enclosed with the CONTRACT, itself and 

according to all conditions, both general and specific 

enclosed with the contract, unless any or all of them 

have been modified or cancelled in writing as a whole or 

in part. 

a. All instructions and orders to SELLER shall, 

excepting what is herein provided, be given by 

PURCHASER/CONSULTANT. 

b. All the work shall be carried out under the direction 

of and to the satisfaction of 

PURCHASER/CONSULTANT. 

c. All communications including technical/commercial 

clarifications and/or comments shall be addressed 

to CONSULTANT in quintuplicate with a copy to 

PURCHASER and shall always bear reference to 

the CONTRACT. 

d. Invoices for payment against CONTRACT shall be 

addressed to PURCHASER. 

e. The CONTRACT number shall be shown on all 

invoices, communications, packing lists, containers 

and bills of lading, etc. 

8. Contract Obligations 8.1 If after award of the contract, the Seller does not 

acknowledge the receipt of award or fails to furnish the 

performance guarantee within the prescribed time limit, 

the PURCHASER reserves the right to cancel the 

contract and apply all remedies available to him under 

the terms and conditions of this contract. 

8.2 Once a contract is confirmed and signed, the terms and 

conditions contained therein shall take precedence over 

the Seller’s bid and all previous correspondence. 

9. Modification In Contract 9.1 All modifications leading to changes in the CONTRACT 

with respect to technical and/or commercial aspects 

including terms of delivery, shall be considered valid 

only when accepted in writing by 

PURCHASER/CONSULTANT by issuing amendment to 

the CONTRACT. Issuance of acceptance or otherwise 

in such cases shall not be any ground for extension of 

agreed delivery date and also shall not affect the 

performance of contract in any manner except to the 

extent mutually agreed through a modification of 

contract. 

9.2 PURCHASER/CONSULTANT shall not be bound by 

any printed conditions or provisions in the SELLER’s 

Bid Forms or acknowledgment of CONTRACT, invoices, 

packing list and other documents which purport to 

Rev.0: May’04 5

10. Use of Contract 

Documents & 

Information 

11. Patent Rights, 

Liability & 

Compliance of 

Regulations 

12. Performance 

Guarantee 

Rev.0: May’04 6 


impose any conditions at variance with or supplemental 

to CONTRACT. 

10.1 The Seller shall not, without the PURCHASER’s/ 

CONSULTANT’s prior written consent, disclose the 

CONTRACT or any provision thereof, or any 

specification, plan, drawing, pattern, sample or 

information furnished by or on behalf of the 

PURCHASER in connection therewith, to any person 

other than a person employed by the SELLER in the 

performance of the CONTRACT. Disclosure to any such 

employed person shall be made in confidence and shall 

extend only so far as may be necessary for purpose of 

such performance. 

10.1 The SELLER shall not, without the PURCHASER’s prior 

written consent, make use of any document or 

information enumerated in Article 10.1. except for 

purpose of performing the CONTRACT. 

11.1 SELLER hereby warrants that the use or sale of the 

materials delivered hereunder will not infringe claims of 

any patent covering such material and SELLER agrees 

to be responsible for and to defend at his sole expense 

all suits and proceedings against PURCHASER based 

on any such alleged patent infringement and to pay all 

costs, expenses and damages which PURCHASER 

and/or CONSULTANT may have to pay or incur by 

reason of any such suit or proceedings. 

11.2 The SELLER shall indemnify the PURCHASER against 

all third party claims of infringement of patent, trade 

mark or industrial design rights arising from use of the 

GOODS or any part thereof in the PURCHASER’s 

country. 

11.3 SELLER shall also protect and fully indemnify the 

PURCHASER from any claims from SELLER’S 

workmen/employees or their heirs, dependants, 

representatives, etc. or from any other person/persons 

or bodies/companies etc. for any acts of commissions or 

omission while executing the CONTRACT. 

11.4 SELLER shall be responsible for compliance with all 

requirements under the laws and shall protect and 

indemnify completely the PURCHASER from any 

claims/penalties arising out of any infringements. 

12.1 Within 15 days after the SELLER’s receipt of notification 

of award of the CONTRACT, the SELLER shall furnish 

Performance Guarantee in the form of Bank 

Guarantee/irrevocable Letter of Credit to the 

PURCHASER, in the form provided in the Bidding 

Documents, for an amount equivalent to 10% of the 

total value of the CONTRACT. 

12.2 The proceeds of Performance Guarantee shall be 

appropriated by the PURCHASER as compensation for 

any loss resulting from the SELLER’s failure to 

complete his obligations under the CONTRACT without

13. Inspection, 

Testing & Expediting 

Rev.0: May’04 7 


prejudice to any of the rights or remedies the 

PURCHASER may be entitled to as per terms and 

conditions of CONTRACT. The proceeds of this 

Performance Guarantee shall also govern the 

successful performance of Goods and Services during 

the entire period of Contractual Warrantee/Guarantee. 

12.3 The performance guarantee shall be denominated in 

the currency of the CONTRACT. 

12.4 The Performance Guarantee shall be valid for the 

duration of 90 days beyond the expiry of 

Warrantee/Guarantee period. The Bank Guarantee will 

be discharged by PURCHASER not later than 6 months 

from the date of expiration of the Seller’s entire 

obligations, including any warrantee obligations, under 

the CONTRACT. 

13.1 The PURCHASER or its representative shall have the 

right to inspect and/or to test the GOODS to confirm 

their conformity to the CONTRACT specifications. The 

special conditions of CONTRACT and/or the Technical 

Specifications shall specify what inspections and tests 

the PURCHASER requires and where they are to be 

conducted. The PURCHASER shall notify the SELLER 

in writing the identity of any representative(s) retained 

for these purposes. 

13.2 The inspections and tests may be conducted on the 

premises of the SELLER or his sub-contractor(s), at 

point of DELIVERY and/or at the GOODS’ final 

destination, When conducted on the premises of the 

SELLER or his sub-contractor (s), all reasonable 

facilities and assistance including access to the 

drawings and production data shall be furnished to the 

inspectors at no charge to the PURCHASER. 

13.3 Should any inspected or tested GOODS fail to conform 

to the specifications, the PURCHASER may reject them 

and the SELLER shall either replace the rejected 

GOODS or make all alterations necessary to meet 

Specifications’ requirements, free of cost to the 

PURCHASER. 

13.4 The PURCHASER’s right to inspect, test and where 

necessary reject the GOODS after the GOODS’ arrival 

in the PURCHASER’s country shall in no way be limited 

or waived by reason of the GOODS having previously 

been inspected, tested and passed by the 

PURCHASER, or their representative prior to the 

GOODS shipment from the country of origin. 

13.5 The INSPECTOR shall follow the progress of the 

manufacture of the GOODS under the CONTRACT to 

ensure that the requirements outlined in the 

CONTRACT are not being deviated with respect to 

schedule and quality.

Rev.0: May’04 8 


13.6 SELLER shall allow the INSPECTOR to visit, during 

working hours, the workshops relevant for execution of 

the CONTRACT during the entire period of CONTRACT 

validity. 

13.7 In order to enable PURCHASER’s representatives to 

obtain entry visas in time, SELLER shall notify 

PURCHASER two months before assembly, testing and 

packing of main EQUIPMENT. If requested, SELLER 

shall assist PURCHASER’s representatives in getting 

visas in the shortest possible time (applicable only in 

case of foreign order). 

13.8 SELLER shall place at the disposal of the INSPECTOR, 

free of charge, all tools, instruments, and other 

apparatus necessary for the inspection and/or testing of 

the GOODS. The INSPECTOR is entitled to prohibit the 

use and dispatch of GOODS and/or materials which 

have failed to comply with the characteristics required 

for the GOODS during tests and inspections. 

13.9 SELLER shall advise in writing of any delay in the 

inspection program at the earliest, describing in detail 

the reasons for delay and the proposed corrective 

action. 

13.10 ALL TESTS and trials in general, including those to be 

carried out for materials not manufactured by SELLER 

shall be witnessed by the INSPECTOR. Therefore, 

SELLER shall confirm to PURCHASER by fax or e-mail 

about the exact date of inspection with at least 30 days 

notice. SELLER shall specify the GOODS and 

quantities ready for testing and indicate whether a 

preliminary or final test is to be carried out. 

13.11 If on receipt of this notice, PURCHASER should waive 

the right to witness the test, timely information will 

be given accordingly. 

13.12 Any and all expenses incurred in connection with tests, 

preparation of reports and analysis made by qualified 

laboratories, necessary technical documents, testing 

documents and drawings shall be at SELLER’s cost. 

The technical documents shall include the reference 

and numbers of the standards used in the construction 

and, wherever deemed practical by the INSPECTOR, 

copy of such standards. 

13.13 Nothing in Article-13 shall in any way release the 

SELLER from any warrantee or other obligations under 

this CONTRACT. 

13.14 Arrangements for all inspections required by Indian 

Statutory Authorities and as specified in technical 

specifications shall be made by SELLER. 

13.15 Inspection & Rejection of Materials by consignees 

When materials are rejected by the consignee, the 

supplier shall be intimated with the details of such

14. Time Schedule & 

Progress Reporting 


rejected materials, as well as the reasons for their 

rejection, also giving location where such materials are 

lying at the risk and cost of the contractor/supplier. The 

supplier will be called upon either to remove the 

materials or to give instructions as to their disposal 

within 14 days and in the case of dangerous, infected 

and perishable materials within 48 hours, failing which 

the consignee will either return the materials to the 

contractor freight to pay or otherwise dispose them off 

at the contractor’s risk and cost. The PURCHASER 

shall also be entitled to recover handling and storage 

charges for the period, during which the rejected 

materials are not removed @ 5% of the value of 

materials for each month or part of a month till the 

rejected materials are finally disposed off. 

14.1 Time Schedule Network/Bar Chart 

Rev.0: May’04 9 

14.1.1 Together with the Contract confirmation, SELLER shall 

submit to PURCHASER, his time schedule regarding 

the documentation, manufacture, testing, supply, 

erection and commissioning of the GOODS. 

14.1.2 The time schedule will be in the form of a network or a 

bar chart clearly indicating all main or key events 

regarding documentation, supply of raw materials, 

manufacturing, testing, delivery, erection and 

commissioning. 

14.1.3 The original issue and subsequent revisions of 

SELLER’s time schedule shall be sent to 

PURCHASER. 

14.1.4 The time schedule network/bar chart shall be updated 

at least every second month. 

14.2 Progress Trend Chart/Monthly Report 

14.2.1 SELLER shall report monthly to PURCHASER, on the 

progress of the execution of CONTRACT and 

achievement of targets set out in time bar chart. 

14.2.2 The progress will be expressed in percentages as 

shown in the progress trend chart attached to the Time 

Schedule specification. 

14.2.3 The first issue of the Progress Trend Chart will be 

forwarded together with the time bar chart alongwith 

CONTRACT confirmation. 

14.3.1 PURCHASER’s/CONSULTANT’s representatives shall 

have the right to inspect SELLER’s premises with a 

view to evaluating the actual progress of work on the 

basis of SELLER’s time schedule documentation. 

14.3.2 Irrespective of such inspection, SELLER shall advise 

CONSULTANT, with copy to PURCHASER, at the 

earliest possible date of any anticipated delay in the 

progress.

15. Delivery & 

Documents 

Rev.0: May’04 10 


14.4 Notwithstanding the above, in case progress on the 

execution of contract at various stages is not as per 

phased time schedule and is not satisfactory in the 

opinion of the PURCHASER/CONSULTANT which shall 

be conclusive or SELLER shall neglect to execute the 

CONTRACT with due diligence and expedition or shall 

contravene the provisions of the CONTRACT, 

PURCHASER/CONSULTANT may give notice of the 

same in writing to the SELLER calling upon him to 

make good the failure, neglect or contravention 

complained of. Should SELLER fail to comply with such 

notice within the period considered reasonable by 

PURCHASER/CONSULTANT, the PURCHASER/ 

CONSULTANT shall have the option and be at liberty to 

take the CONTRACT wholly or in part out of the 

SELLER’s hand and make alternative arrangements to 

obtain the requirements and completion of CONTRACT 

at the SELLER’s risk and cost and recover from the 

SELLER, all extra cost incurred by the PURCHASER on 

this account. In such event PURCHASER/ 

CONSULTANT shall not be responsible for any loss that 

the SELLER may incur and SELLER shall not be 

entitled to any gain. PURCHASER/CONSULTANT 

shall, in addition, have the right to encash Performance 

Guarantee in full or part. 

15.1 Delivery of the GOODS shall be made by the SELLER 

in accordance with terms specified in the CONTRACT, 

and the goods shall remain at the risk of the SELLER 

until delivery has been completed. 

15.2 Delivery shall be deemed to have been made : 

a) In the case of FOB, CFR & CIF Contracts, when 

the Goods have been put on board the ship, at the 

specified port of loading and a clean Bill of Lading 

is obtained. The date of Bill of Lading shall be 

considered as the delivery date. 

b) In case of FOT despatch point contract (For Indian 

bidder), on evidence that the goods have been 

loaded on the carrier and a negotiable copy of the 

GOODS receipt obtained. The date of LR/GR 

shall be considered as the date of delivery. 

c) In case of FOT site (for Indian bidders) on receipt 

of goods by PURCHASER/Consultant at the 

designated site(s). 

15.3 The delivery terms are binding and essential and 

consequently, no delay is allowed without the written 

approval of PURCHASER/CONSULTANT. Any request 

concerning delay will be void unless accepted by 

PURCHASER/CONSULTANT through a modification to 

the CONTRACT. 

15.4 Delivery time shall include time for submission of 

drawings for approval, incorporation of comments, if 

any, and final approval of drawings by PURCHASER/

16. Transit Risk 

Insurance 

CONSULTANT. 


15.5 In the event of delay in delivery, Price Reduction 

Schedule as stipulated in Article – 26 shall apply. 

15.6 The documentation, in English Language, shall be 

delivered in due time, in proper form and in the required 

number of copies as specified in the contract. 

15.7 The additional copies of final drawings and instructions 

will be included in the package of goods, properly 

enveloped and protected. 

15.8 The SELLER should comply with the Packing, Marking 

and Shipping Documentation Specifications enclosed. 

16.1 All goods supplied under the contract shall be fully 

insured in a freely convertible currency against loss or 

damage incidental to manufacture or acquisition, 

transportation, storage and delivery. 

16.2 Where delivery is on FOB or CFR basis, marine 

insurance shall be the responsibility of the Purchaser. 

Insurance Requirements : 

Indigenous Bidders : Transit risk insurance from 

F.O.T. despatch point onwards 

shall be arranged and borne by 

GAIL. 

Foreign Bidders : Marine insurance as well as 

transit insurance in Purchaser’s 

country shall be arranged and 

borne by GAIL. 

The SELLER shall ensure that in effecting despatch of 

materials, the primary responsibility of the carriers for 

safe movement is always retained so that the 

PURCHASER’s interests are fully safeguarded and are 

in no way jeopardised. The Seller shall furnish the cost 

of materials against each equipment. 

16.2 PURCHASER’s Insurance Agent : 

[The name and address-as mentioned under SCC] 

17. Transportation 17.1 Where the SELLER is required under the CONTRACT 

to deliver the GOODS FOB, transport of the GOODS 

until delivery, that is, upto and including the point of 

putting the GOODS on board the export conveyance at 

the specified port of loading, shall be arranged and paid 

for by the SELLER and the cost thereof shall be 

included in the Contract price. 

Rev.0: May’04 11 

17.2 Where the SELLER is required under the CONTRACT 

to deliver the GOODS CFR or CIF, transport of the 

Goods to the port of discharge or such other point in the 

country of destination as shall be specified in the 

CONTRACT shall be arranged and paid for by the

18. Incidental 

Services 

19. Spare Parts, 

Maintenance Tools, 

Lubricants 

Rev.0: May’04 12 


SELLER and the cost thereof shall be included in the 

Contract price. 

18.1 The Seller may be required to provide any or all of the 

following services: 

18.1.1 Performance or supervision of onsite assembly and/or 

start-up of the supplied Goods: 

18.1.2 Furnishing tools required for assembly and/or 

maintenance of the supplied Goods: 

18.1.3 Performance or supervision or maintenance and/or 

repair of the supplied Goods, for a period of time agreed 

by the parties, provided that this service shall not relieve 

the Seller of any warrantee/guarantee obligations under 

the Contract. 

18.1.4 Training of the Purchaser’s personnel at the Seller’s 

plant and/or at Site, in assembly, start-up operation, 

maintenance and/or repair of the supplied Goods at no 

extra cost. However, Purchaser will bear boarding, 

lodging & personal expenses of Trainees. 

18.2 Prices charged by the Seller for the preceding incidental 

services, shall not exceed the prevailing rates charged to 

other parties by the Seller for similar services. 

18.3 When required, Seller shall depute necessary personnel 

for supervision and/or erection of the Equipment at site 

for duration to be specified by Purchaser on mutually 

agreed terms. Seller’s personnel shall be available at 

Site within seven days for emergency action and twentyone 

days for medium and long-term assistance, from the 

date of notice given by Purchaser. 

18.4 The cost of incidental services shall not be included in 

the quoted prices. The cost of applicable incidental 

services should be shown separately in the price 

schedules. 

19.1 Seller may be required to provide any or all of the 

following materials and notification pertaining to spare 

parts manufactured or distributed by the Seller. 

19.1.1 Such spare parts as the Purchaser may opt to purchase 

from the Seller, provided that his option shall not relieve 

the Seller of any warrantee obligations under the 

Contract, and 

19.1.2 In the event of termination of production of the spare 

parts: 

i) Advance notification to the Purchaser of the pending 

termination, in sufficient time to permit the Purchaser 

to procure needed requirements, and 

ii) Following such termination, furnishing at no cost to 

the Purchaser, the blue prints, drawings and 

specifications of the spare parts, if any when 

requested. 

19.2 Seller shall supply item wise list with value of each item 

of spare parts and maintenance tools requirements,


along with full details of manufacturers/vendors for such 

spares/maintenance tools for : 

19.2.1 The construction, execution and commissioning. 

19.2.2 Two years operation and maintenance. 

19.3 Spare parts shall be new and of first class quality as per 

engineering standards/ codes, free of any defects (even 

concealed), deficiency in design, materials and 

workmanship and also shall be completely 

interchangeable with the corresponding parts. 

19.4 Type and sizes of bearings shall be clearly indicated. 

19.5 Spare parts shall be packed for long storage under 

tropical climatic conditions in suitable cases, clearly 

marked as to intended purpose. 

19.6 A list of special tools and gauges required for normal 

maintenance and special handling and lifting appliances, 

if any, for the Goods shall be submitted to Purchaser. 

19.7 Bidders should note that if they do not comply with 

Clause 19.2 above, their quotation may be rejected. 

19.8 Lubricants 

19.8.1 Whenever lubricants are required, Seller shall indicate 

the quantity of lubricants required for the first filling, the 

frequency of changing, the quantity of lubricants 

required for the one year’s continuous operation and the 

types of recommended lubricants indicating the 

commercial name (trade-mark), quality and grade. 

19.8.2 If Seller is unable to recommend specific oil, basic 

recommended characteristics of the lubricants shall be 

given. 

19.8.3 Seller shall indicate various equivalent lubricants 

available in India. 

20. Guarantee 20.1 All Goods or Materials shall be supplied strictly in 

accordance with the specifications, drawings, data 

sheets, other attachments and conditions stated in the 

Contract. 

Rev.0: May’04 13 

No deviation from such specifications or alterations or of 

these conditions shall be made without PURCHASER’S 

/CONSULTANT’S agreement in writing which must be 

obtained before any work against the order is 

commenced. All materials supplied by the SELLER 

pursuant to the Contract (irrespective of whether 

engineering, design data or other information has been 

furnished, reviewed or approved by 

PURCHASER/CONSULTANT) are guaranteed to be of 

the best quality of their respective kinds (unless 

otherwise specifically authorised in writing by 

PURCHASER/CONSULTANT) and shall be free from 

faulty design, workmanship and materials, and to be of 

sufficient size and capacity and of proper materials so 

as to fulfil in all respects all operating conditions, if any, 

specified in the Contract.

Rev.0: May’04 14 


If any trouble or defect, originating with the design, 

material, workmanship or operating characteristics of 

any materials, arises at any time prior to twelve(12) 

months from the date of the first commercial operation 

of the Plant for which the materials supplied under the 

Contract form a part thereof, or twenty four (24) months 

from the date of last shipment whichever period shall 

first expire, and the SELLER is notified thereof, 

SELLER shall, at his own expense and as promptly as 

possible, make such alterations, repairs and 

replacements as may necessary to permit the materials 

to function in accordance with the specifications and to 

fulfil the foregoing guarantees. 

PURCHASER/CONSULTANT may, at his option, 

remove such defective materials, at SELLER’S expense 

in which event SELLER shall, without cost to 

PURCHASER/CONSULTANT and as promptly as 

possible, furnish and install proper materials. Repaired 

or replaced materials shall be similarly guaranteed by 

the SELLER for a period of no less than twelve (12) 

months from the date of replacement/repair. 

In the event that the materials supplied do not meet the 

specifications and/or not in accordance with the 

drawings data sheets or the terms of the Contract and 

rectification is required at site, PURCHASER/ 

CONSULTANT shall notify the SELLER giving full 

details of differences. The SELLER shall attend the site 

within seven (7) days of receipt of such notice to meet 

and agree with representatives of PURCHASER/ 

CONSULTANT, the action required to correct the 

deficiency. Should the SELLER fail to attend meeting at 

Site within the time specified above, PURCHASER/ 

CONSULTANT shall immediately rectify the work/ 

materials and SELLER shall reimburse PURCHASER 

all costs and expenses incurred in connection with such 

trouble or defect. 

20.2 PERFORMANCE GUARANTEE OF EQUIPMENT 

20.2.1 SELLER shall guarantee that the performance of the 

EQUIPMENT supplied under the CONTRACT shall be 

strictly in conformity with the specifications and shall 

perform the duties specified under the CONTRACT. 

20.2.2 If the SELLER fails to prove the guaranteed 

performance of the EQUIPMENT set forth in the 

specification, the SELLER shall investigate the causes 

and carry out necessary rectifications/modifications to 

achieve the guaranteed performance. In case the 

SELLER fails to do so within a reasonable period, the 

SELLER shall replace the EQUIPMENT and prove 

guaranteed performance of the new equipment without 

any extra cost to PURCHASER. 

20.2.3 If the SELLER fails to prove the guarantee within a 

reasonable period, PURCHASER/CONSULTANT shall

21. Terms of Payment 


have the option to take over the EQUIPMENT and 

rectify, if possible, the EQUIPMENT to fulfil the 

guarantees and/or to make necessary additions to 

make up the deficiency at Seller’s risk and cost. All 

expenditure incurred by the PURCHASER/ 

CONSULTANT in this regard shall be to SELLER’s 

account. 

21.1 The method of payment to be made to the SELLER 

under this CONTRACT shall be specified in the Special 

Conditions of Contract. 

21.2 The type(s) of payment to be made to the SELLER 

under this CONTRACT shall be specified in the Special 

Conditions of Contract. 

21.3 The SELLER’s request(s) for payment shall be made to 

the PURCHASER in writing accompanied by an invoice 

describing, as appropriate, the Goods delivered and 

services performed, and by shipping documents 

submitted, and upon fulfillment of other obligations 

stipulated in the Contract. 

21.5 Payment will be made in the currency or currencies in 

which the Contract Price has been stated in the 

SELLER’s bid, as well as in other currencies in which 

the SELLER had indicated in his bid that he intends to 

incur expenditure in the performance of the Contract 

and wishes to be paid. If the requirements are stated 

as a percentage of the bid price along with exchange 

rates used in such calculations these exchange rates 

shall be maintained. 

General Notes: 

Rev.0: May’04 15 

i) All foreign currency payments to foreign bidder 

shall be released through an irrevocable Letter of 

Credit, which shall be opened through 

Government of India Nationalised Bank and 

hence shall not be confirmed. In case any bidder 

insists on confirmation, charges towards 

confirmation shall be borne by him. L/C shall be 

established within 30 days after receipt of 

unconditional acceptance of Letter/Fax of Intent 

together with Performance Guarantee for 10% of 

total order/Contract value. 

ii) For dispatches on FOT dispatch point (in India) 

basis, the payment shall be through 

PURCHASER’s bank. Payment through Bank, 

wherever applicable, shall be released as per 

normal banking procedures. 

iii) Payment shall be released within 30 days after 

receipt of relevant documents complete in all 

respects. 

iv) All bank charges incurred in connection with 

payments shall be to Seller’s account in case of


Indian bidders and to respective accounts in case 

of Foreign bidder. 

v) Unless otherwise specifically stated in bid 

document, all payments shall be made in the 

currency quoted. 

vi) No interest charges for delay in payments, if any, 

shall be payable by PURCHASER. 

vii) In case of Indian bidder, variation, if any, on 

account of customs duty on their built-in- import 

content, as per terms of bid document, shall be 

claimed separately by bidder after receipt of 

goods at site (s). However, any price benefits to 

the PURCHASER, on account of such variation as 

per terms specified in the bid document, shall be 

passed on to the PURCHASER along with 

invoicing itself. 

viii) Agency commission, if any, to Indian agent for 

Foreign bidders, indicated in prices, shall be paid 

to the agent in equivalent Indian Rupees on 

receipt and acceptance of material at site. 

22. Prices 22.1 Prices charged by the SELLER for Goods delivered and 

services performed under the CONTRACT shall not, 

with the exception of any price adjustments authorized 

by the Contract vary from the prices quoted by the 

SELLER in his bid. 

23. Subletting & 

Assignment 

24. Time As 

Essence of 

Contract 

25. Delays In 

The Seller’s 

Performance 

Rev.0: May’04 16 

23.1 The contractor shall not without previous consent in 

writing of the PURCHASER authority, sublet, transfer or 

assign the contract or any part thereof or interest therein 

or benefit or advantage thereof in any manner 

whatsoever. Provided, nevertheless, that any such 

consent shall not relieve the contractor from any 

obligation, duty or responsibility under the contract. 

24.1 The time and date of delivery/completion of the 

GOODS/SERVICES as stipulated in the Contract shall 

be deemed to be the essence of the Contract. 

25.1 If the specified delivery schedule is not adhered to or 

the progress of manufacture or supply of the items is 

not satisfactory or is not in accordance with the 

progress schedule the PURCHASER has the right to: 

i) hire for period of delay from elsewhere goods 

which in PURCHASER’s opinion will meet the 

same purpose as the goods which are delayed and 

SELLER shall be liable without limitation for the 

hire charges; or 

ii) cancel the CONTRACT in whole or in part without 

liability for cancellation charges. In that event, 

PURCHASER may procure from elsewhere goods 

which PURCHASER’s opinion would meet the 

same purpose as the goods for which CONTRACT

26. Price Reduction 

Schedule For 

Delayed Delivery 

27. Rejections, Removal of 

Rejected Equipment & 

Replacement 

Rev.0: May’04 17 


is cancelled and SELLER shall be liable without 

limitations for the difference between the cost of 

such substitution and the price set forth in the 

CONTRACT for the goods involved; or 

iii) hire the substitute goods vide (I) above and if the 

ordered goods continue to remain undelivered 

thereafter, cancel the order in part or in full vide (ii) 

above. 

25.1 Any unexcusable delay by the SELLER or his subcontractor 

shall render the SELLER liable, without 

prejudice to any other terms of the Contract, to any or 

all of the following sanctions: forfeiture of Contract 

performance guarantee, imposition of price reduction 

for delay in delivery and termination of the contract for 

default. 

26.1 Subject to Article -29, if the SELLER fails to deliver any 

or all of the GOODS or performance the services within 

the time period (s) specified in the CONTRACT, the 

PURCHASER shall, without prejudice to his other 

remedies under the CONTRACT, deduct from the 

CONTRACT PRICE, a sum calculated on the basis of 

the CONTRACT PRICE, including subsequent 

modifications. 

26.1.1 Deductions shall apply as per following formula: 

In case of delay in delivery of equipment/materials or 

delay in completion, total contract price shall be 

reduced by ½ % (half percent) of the total contract price 

per complete week of delay or part thereof subject to a 

maximum of 5% (five percent) of the total contract price. 

26.2 In case of delay in delivery on the part of Seller, the 

invoice/document value shall be reduced 

proportionately for the delay and payment shall be 

released accordingly. 

26.3 In the event the invoice value is not reduced 

proportionately for the delay, the PURCHASER may 

deduct the amount so payable by SELLER, from any 

amount falling due to the SELLER or by recovery 

against the Performance Guarantee. 

Both seller and PURCHASER agree that the above 

percentages of price reduction are genuine pre 

estimates of the loss/damage which the PURCHASER 

would have suffered on account of delay/breach on the 

part of the SELLER and the said amount will be payable 

on demand without there being any proof of the actual 

loss/or damage caused by such breach/delay. A 

decision of the PURCHASER in the matter of 

applicability of price reduction shall be final and binding. 

27.1 Preliminary inspection at SELLER’s works by 

INSPECTOR shall not prejudice PURCHASER’s/ 

CONSULTANT’s claim for rejection of the EQUIPMENT 

on final inspection at SITE or claims under warranty 

provisions.

28. Termination of Contract 28.1 Termination for Default 

Rev.0: May’04 18 


27.2 If the EQUIPMENTS are not of specification or fail to 

perform specified duties or are otherwise not 

satisfactory the PURCHASER/CONSULTANT shall be 

entitled to reject the EQUIPMENT/MATERIAL or part 

thereof and ask free replacement within reasonable 

time failing which obtain his requirements from 

elsewhere at SELLER’s cost and risk. 

27.3 Nothing in this clause shall be deemed to deprive the 

PURCHASER AND/OR AFFECT ANY rights under the 

Contract which it may otherwise have in respect of such 

defects or deficiencies or in any way relieve the 

SELLER of his obligations under the Contract. 

27.4 EQUIPMENT rejected by the PURCHASER/ 

CONSULTANT shall be removed by the Seller at his 

cost within 14 days of notice after repaying the amounts 

received against the SUPPLY. The PURCHASER shall 

in no way be responsible for any deterioration or 

damage to the EQUIPMENT under any circumstances 

whatsoever. 

27.5 In case of rejection of EQUIPMENT, PURCHASER shall 

have the right to recover the amounts, if any, from any 

of CONTRACTOR’S invoices pending with 

PURCHASER or by alternative method(s). 

28.1.1 The PURCHASER may, without prejudice to any other 

remedy for breach of CONTRACT, by written notice of 

default sent to the SELLER, terminate the CONTRACT 

in whole or in part: 

A) If the SELLER fails to deliver any or all of the 

GOODS within the time period(s) specified in the 

CONTRACT; or 

B) If the SELLER fails to perform any other 

obligation(s) under the CONTRACT, and 

C) If the SELLER, in either of the above 

circumstances, does not cure his failure within a 

period of 30 days (or such longer period as the 

PURCHASER may authorize in writing) after 

receipt of the default notice from the 

PURCHASER. 

28.1.2 In the event the PURCHASER terminates the 

CONTRACT in whole or in part, pursuant to Article 

28.1.1, the PURCHASER may procure, upon such 

terms and in such manner as it deems appropriate, 

goods similar to those undelivered and the SELLER 

shall be liable to the PURCHASER for any excess costs 

for such similar GOODS. However, the SELLER shall 

continue performance of the CONTRACT to the extent 

not terminated.


28.1.3 In case of termination of CONTRACT herein set forth 

(under clause 28) except under conditions of Force 

Majeure and termination after expiry of contract, the 

VENDOR shall be put under holiday [i.e. neither any 

enquiry will be issued to the party by GAIL (India) Ltd. 

Against any type of tender nor their offer will be 

considered by GAIL against any ongoing tender (s) where 

contract between GAIL and that particular VENDOR (as a 

bidder) has not been finalized] for three years from the 

date of termination by GAIL (India) Ltd. to such VENDOR. 

28.2 Termination for Insolvency 

28.2.1 The PURCHASER, may at any time, terminate the 

CONTRACT by giving written notice to the SELLER, 

without compensation to the SELLER, if the SELLER 

becomes bankrupt or otherwise insolvent, provided that 

such termination will not prejudice or affect any right of 

action or remedy which has accrued or will accrue 

thereafter to the PURCHASER. 

28.3 Termination for Convenience 

28.3.1 The PURCHASER may, by written notice sent to the 

SELLER, terminate the CONTRACT, in whole or part, at 

any time for his convenience. The notice of termination 

shall specify that termination is for the PURCHASER’s 

convenience, the extent to which performance of work 

under the CONTRACT is terminated and the date upon 

which such termination becomes effective. 

28.3.2 The GOODS that are complete and ready for shipment 

within 30 days after the SELLER’s receipt of notice of 

termination shall be purchased by the PURCHASER at 

the CONTRACT terms and prices. For the remaining 

GOODS, the PURCHASER may opt: 

a) to have any portion completed and delivered at the 

CONTRACT terms and prices, and /or 

b) to cancel the remainder and pay to the SELLER an 

agreed amount for partially completed GOODS 

and for materials and parts previously procured by 

the SELLER. 

29. Force Majeure 29.1 Shall mean and be limited to the following: 

Rev.0: May’04 19 

a) War/hostilities 

b) Riot or Civil commotion 

c) Earthquake, flood, tempest, lightening or other 

natural physical disaster. 

d) Restrictions imposed by the Government or other 

Statutory bodies which prevents or delays the 

execution of the Contract by the SELLER. 

The SELLER shall advise PURCHASER/ 

CONSULTANT by a registered letter duly certified by 

the local Chamber of Commerce or statutory authorities, 

the beginning and end of the above causes of delay

30. Resolution of 

Disputes/ 

Arbitration 


within seven (7) days of the occurrence and cessation 

of such Force Majeure Conditions. In the event of delay 

lasting over one month, if arising out of causes of Force 

Majeure, PURCHASER/CONSULTANT reserves the 

right to cancel the Contract and the provisions 

governing termination stated under Article 28.0 shall 

apply. 

For delays arising out of Force Majeure, the SELLER 

shall not claim extension in completion date for a period 

exceeding the period of delay attributable to the causes 

of Force Majeure and neither 

PURCHASER/CONSULTANT nor SELLER shall be 

liable to pay extra costs provided it is mutually 

established that Force Majeure Conditions did actually 

exist. 

SELLER shall categorically specify the extent of Force 

Majeure Conditions prevalent in their works at the time 

of submitting their bid and whether the same have been 

taken into consideration or not in their quotations. In 

the event of any force majeure cause, the SELLER or 

the PURCHASER shall not be liable for delays in 

performing their obligations under this order and the 

delivery dates will be extended to the SELLER without 

being subject to price reduction for delayed deliveries, 

as stated elsewhere. 

30.1 The PURCHASER and the SELLER shall make every 

effort to resolve amicably by direct informal negotiations 

any disagreement or dispute arising between them 

under or in connection with the contract. 

30.2 If, after thirty days from the commencement of such 

informal negotiations, the PURCHASER and the 

SELLER have been unable to resolve amicably a 

Contract dispute, either party may require that the 

dispute be referred for resolution to the formal 

mechanism as specified hereunder. 

30.3 Legal Construction 

The Contract shall be, in all respects be construed and 

operated as an Indian Contract and in accordance with 

Indian Laws as in force for the time being and is subject 

to and referred to the Court of Law situated within Union 

Territory of New Delhi. 

30.4 Arbitration 

Rev.0: May’04 20 

All disputes, controversies, or claims between the 

parties (except in matters where the decision of the 

Engineer-in-Charge is deemed to be final and binding) 

which cannot be mutually resolved within a reasonable 

time shall be referred to Arbitration by a sole arbitrator. 

The PURCHASER (GAIL (India) Limited) shall suggest 

a panel of three independent and distinguished 

persons to the Seller to select any one among them to 

act as the sole Arbitrator.


In the event of failure of the Seller to select the Sole 

Arbitrator within 30 days from the receipt of the 

communication suggesting the panel of arbitrators, the 

right of selection of Sole Arbitrator by the other party 

shall stand forfeited and the PURCHASER shall have 

discretion to proceed with the appointment of the Sole 

Arbitrator. The decision of the PURCHASER on the 

appointment of Sole Arbitrator shall be final and binding 

on the parties. 

The award of the Sole Arbitrator shall be final and 

binding on the parties and unless directed/awarded 

otherwise by the Sole Arbitrator, the cost of arbitration 

proceedings shall be shared equally by the parties. The 

arbitration proceeding shall be in English language and 

the venue shall be at New Delhi, India. 

Subject to the above, the provisions of (Indian) 

Arbitration & Conciliation Act, 1996 and the rules 

framed thereunder shall be applicable. All matters 

relating to this contract are subject to the exclusive 

jurisdiction of the Courts situated in the State of Delhi 

(India). 

Seller may please note that the Arbitration & 

Conciliation Act 1996 was enacted by the Indian 

Parliament and is based on United nations Commission 

on International Trade Law (UNCITRAL model law), 

which were prepared after extensive consultation with 

Arbitral Institutions and centers of International 

Commercial Arbitration. The United Nations General 

Assembly vide resolution 31/98 adopted the UNCITRAL 

Arbitration rules on 15 December 1996. 

The WORK under the CONTRACT shall, however, 

continue during the Arbitration proceedings and no 

payment due or payable to the Seller shall be withheld 

on account of such proceedings. 

31. Governing Language 31.1 The Contract shall be written in English language as 

specified by the PURCHASER/CONSULTANT in the 

Instruction to Bidders. All literature, correspondence 

and other documents pertaining to the Contract which 

are exchanged by the parties shall be written in 

English language. Printed literature in other language 

shall only be considered, if it is accompanied by an 

English translation. For the purposes of interpretation, 

English translation shall govern and be binding on all 

parties. 

32. Notices 32.1 Any notice given by one party to the other pursuant to 

the Contract shall be sent in writing or by telegram or 

fax, telex/cable confirmed in writing. 

Rev.0: May’04 21 

32.2 A notice shall be effective when delivered or on the 

notice’s effective date, whichever is later.


33. Taxes & Duties 33.1 A foreign Seller shall be entirely responsible for all 

taxes, stamp duties, licence fees, and other such levies 

imposed outside the PURCHASER’s country. 

33.2 A domestic Seller shall be entirely responsible for all 

taxes, duties, licence fees etc. incurred until the delivery 

of the contracted goods to the PURCHASER. However, 

Sales Tax and Excise duty on finished products shall be 

reimbursed by PURCHASER. 

33.3 Customs duty payable in India for imported goods 

ordered by PURCHASER on foreign Seller shall be 

borne and paid by PURCHASER. 

33.4 Any income tax payable in respect of supervisory 

services rendered by foreign Seller under the Contract 

shall be as per the Indian Income Tax Act and shall be 

borne by SELLER. It is upto the bidder/seller to 

ascertain the amount of these taxes and to include them 

in his bid price. 

34. Books & Records 34.1 SELLER shall maintain adequate books and records in 

connection with Contract and shall make them available 

for inspection and audit by PURCHASER/ 

CONSULTANT or their authorized agents or 

representatives during the terms of Contract until expiry 

of the performance guarantee. Fixed price (lumpsum or 

unit price) Contract will not be subject to audit as to cost 

except for cost reimbursable items, such as escalation 

and termination claims, transportation and comparable 

requirements. 

35. Permits & 

Certificates 

36. General 

Rev.0: May’04 22 

35.1 SELLER shall procure, at his expense, all necessary 

permits, certificates and licences required by virtue of 

all applicable laws, regulations, ordinances and other 

rules in effect at the place where any of the work is to 

be performed, and SELLER further agrees to hold 

PURCHASER and/or CONSULTANT harmless from 

liability or penalty which might be imposed by reason 

of any asserted or established violation of such laws, 

regulations, ordinances or other rules. PURCHASER 

will provide necessary permits for SELLER’s personnel 

to undertake any work in India in connection with 

Contract. 

36.1 In the event that terms and conditions stipulated in the 

General Conditions of Contract should deviate from 

terms and conditions stipulated in the Contract, the 

latter shall prevail. 

36.2 Losses due to non-compliance of Instructions 

Losses or damages occurring to the PURCHASER 

owing to the SELLER’s failure to adhere to any of the 

instructions given by the PURCHASER/CONSULTANT 

in connection with the contract execution shall be 

recoverable from the SELLER.

36.3 Recovery of sums due 


All costs, damages or expenses which the 

PURCHASER/CONSULTANT may have paid, for which 

under the CONTRACT SELLER is liable, may be 

recovered by the PURCHASER(he is hereby irrevocably 

authorized to do so) from any money due to or 

becoming due to the SELLER under this Contract or 

other Contracts and/or may be recovered by action at 

law or otherwise. If the same due to the SELLER be 

not sufficient to recover the recoverable amount, the 

SELLER shall pay to the PURCHASER, on demand, 

the balance amount. 

36.4 Payments, etc. not to affect rights of the PURCHASER 

No sum paid on account by the PURCHASER nor any 

extension of the date for completion granted by the 

PURCHASER/CONSULTANT shall affect or prejudice 

the rights of the PURCHASER against the SELLER or 

relieve the SELLER of his obligation for the due 

fulfillment of the CONTRACT. 

36.4 Cut-off Dates 

No claims or correspondence on this Contract shall be 

entertained by the PURCHASER/Consultant after 90 

days after expiry of the performance guarantee (from 

the date of final extension, if any). 

36.6 Paragraph heading 

The paragraph heading in these conditions shall not 

affect the construction thereof. 

37. Import License 37.1 No import license is required for the imports covered 

under this document. 

38. Fall Clause 

Rev.0: May’04 23 

38.1 The price charged for the materials supplied under the 

order by the supplier shall in no event exceed the 

lowest price at which the supplier or his 

agent/principal/dealer, as the case may be, sells the 

materials of identical description to any 

Persons/Organizations including the Purchaser or any 

Department of the Central Govt. or any Department of 

a State Govt. or any Statutory Undertaking of the 

Central or State Govt. as the case may be, during the 

currency of the order. 

38.2 If at any time during the said period, the supplier or his 

agent/principal/dealer, as the case may be, reduces the 

sale price, sells or offers to sell such materials to any 

persons/organizations including the Purchaser or any 

Deptt. Of Central Govt. or State Govt. as the case may 

be, at a price lower than the price chargeable under the 

order, he shall forthwith notify such reduction or sale or 

offer of sale to the Purchase Authority who has issued 

this order and the price payable under the order for the 

materials supplied after the date of coming into force of 

such reduction or sale or offer of sale shall stand

39. Publicity & 

Advertising 

correspondingly reduced. 


The above stipulation will, however, not apply to: 

a) Exports by the Contractor/Supplier or 

b) Sale of goods as original equipment at prices 

lower than the prices charged for normal 

replacement 

c) Sale of goods such as drugs which have expiry 

dates. 

38.3 The supplier shall furnish the following certificate to the 

concerned Paying Authority along with each bill for 

payment for supplies made against this order:- 

“I/We certify that there has been no reduction in sale 

price of the items/goods/materials of description 

identical to those supplied to the GAIL under the order 

herein and such items/goods/materials have not been 

offered/sold by me/us to any person/organizations 

including the Purchaser or any Deptt. of Central Govt. 

or any Deptt. of State Govt. or any Statutory 

Undertaking of the Central or State Govt. as the case 

may be upto the date of bill/during the currency of the 

order whichever is later, at a price lower than the price 

charged to the GAIL under the order”. 

Such a certificate shall be obtained, except for quantity 

of items/goods/materials categories under sub-clause 

(a), (b) & (c) of sub-para 38.2 above, of which details 

shall be furnished by the supplier. 

39.1 Seller shall not without the written permission of 

PURCHASER/CONSULTANT make a reference to 

PURCHASER/CONSULTANT or any Company affiliated 

with PURCHASER/CONSULTANT or to the destination 

or the description of goods or services supplied under 

the contract in any publication, publicity or advertising 

media. 

40. Repeat Order 40.1 PURCHASER reserves the right, within 6 months of 

order to place repeat order upto 50% of the total order 

value without any change in unit price or other terms 

and conditions. 

41. Limitation of 

Liability 

Rev.0: May’04 24 

41.1 Notwithstanding anything contrary contained herein, the 

aggregate total liability of Seller under the Agreement or 

otherwise shall be limited to 100% of Agreement / Order 

price. However, neither party shall be liable to the other 

party for any indirect and consequential damages, loss 

of profits or loss of production.

Supply, installation, testing and commissioning of pcs and ... - GAIL

You also want an ePaper? Increase the reach of your titles

Delete template?

Save as template?