GLOBAL TENDER 6000102-HD-14001 - Hindustan Petroleum ...

HINDUSTAN PETROLEUM CORPORATION LTD 

DIRECT SALES DEPARTMENT,SECOND FLOOR,HINDUSTAN BHAVAN 

8,SHOORJI VALLABHDAS MARG,BALLARD ESTATE,MUMBAI-400001 

TEL : 91-22-22637223 FAX No : 91-22-22612944 / 22610610 

Email : hemachitra@hpcl.co.in 

TENDER No : 6000102-HD-14001 

Due Date : 06/12/2006 @ 15:00 Hrs(IST) 

EARNEST MONEY DEPOSIT : Rs 3.00 LAKHS(US $ 6500) 

MATERIAL : 352 MT OF PERFORMANCE ADDITIVE IN DRUM FOR 

THE MANUFACTURE OF FINISHED PRODUCT 

CONFORMING TO API GL4 AND GL5 AND BIS 1118 

QUALIFICATION 

INDEX OF CONTENTS 

ATTACHMENT I : COVERING LETTER FOR FOREIGN SUPPLIER(OTHER 

THAN INDIAN SUPPLIERS) 

ATTACHMENT II : UNPRICED BID FOR FOREIGN SUPPLIER 

ATTACHMENT III : PRICED BID FOR FOREIGN SUPPLIERS 

ATTACHMENT IV: TERMS AND CONDITIONS FOR IMPORTS(FOR 

FOREIGN SUPPLIERS) 

ATTACHMENT V : COVERING LETTER FOR INDIAN SUPPLIERS 

ATTACHMENT VI : UNPRICED BID FOR INDIAN SUPPLIERS 

ATTACHMENT VII : PRICED BID FOR INDIAN SUPPLIERS 

ATTACHMENT VIII : TERMS AND CONDITIONS FOR INDIAN SUPPLIERS. 

ATTACHMENT IX : SPECIFICATIONS OF THE ADDITIVE 

ATTACHMENT X : TENDERER DETAILS 

ATTACHNENT XII: FORMAT FOR BANK GUARANTEE FOR EARNEST 

MONEY DEPOSIT

ANNEXURE -1 

DS/PUR/PTK/BHC DATE :09/11/2006 

Dear Sir, 

Subject : 352 MT OF PERFORMANCE ADDITIVE IN DRUM FOR 



QUALIFICATION 

Tender No : 6000102-HD-14001 

EMD : Rs 3.00 Lakhs (US$ 6500) 

Due On : 06/12/2006 Time : 15:00 HRS (IST) 

Hindustan Petroleum Corporation Ltd., invites your quotation under 

two bid system (Unpriced & Priced) for the Supply of PERFORMANCE 

ADDITIVE IN DRUM FOR MANUFACTURING FINISHED PRODUCT AS 

SPECIFIED ABOVE, for a period of one year from the date of placement 

of the order and the rates quoted by you should be firm for the one year, 

no escalation shall be permitted over the finalized rate. 

The requirement of Additive at various locations is given below 

Mazagon Terminal : 200 MT ; Silvassa Terminal : 72 MT 

Chennai Terminal : 40 MT ; Budge Budge Tml : 40 MT 

The contract will be finalized only on one supplier location wise. 

Your quotation should indicate the following : 

1. Over all dimensions of package, gross & net weight. 

2. Price of individual items and total ex-works price. 

3. Packing & forwarding charges, if applicable and total FOB price 

(International Sea / Airport). 

4. Estimated Ocean freight / Air freight based on shipping 

arrangements and total C & F value. 

5. Applicable part list / catalogue in duplicate must accompany your 

offer. 

6. Shortest / guaranteed delivery period. 

Page 2

7. Period of validity of your quotation (must be valid for 180 days 

minimum from the date of opening of the tender). 

8. HS (Harmonised system) code for Customs Clearance purpose. 

9. Country of origin and Port of Shipment. 

10. Offer must mention ‘NO INDIAN AGENCY COMMISSION IS 

PAYABLE BY HPCL’ Please mention Tender No. and due date on top 

of the envelope. 

11.Third Party Inspection Charges (Lloyds Etc.) If applicable must be 

separately mentioned. 

12. Quotations must be submitted under two bid system (Unpriced & 

Priced) 

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

Sr No. Documents With With 

Unpriced Bid Priced Bid 

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

1. Unpriced Bid - 

2. Priced Bid - 

3. Tender Terms & Conditions - 

4. Technical Details - 

5. Tenderer’s details - 

6. Earnest Money Deposit - 

7. Samples (1/2 kg) for new Additive - 

which are not pre approved in our system) 

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

The above two bids should be sealed in separate envelopes and 

both should be kept in common envelope superscribed with 

Tender No. and Due Date. 

13. All charges to FAS including Terminal Handling Charges will be to 

Sellers Account. 

PAYMENT TERMS 

Document Acceptance (D/A) payment in full at 60 days from Bill of 

Lading date by T/T. 

INSURANCE 

Insurance will be covered by us in India. 

DOCUMENTATION 

Standard commercial documents will have to be presented to the 

designated bank immediately after each shipment and advance copies to 

be airmailed to us which will be detailed in our formal purchase order. 

In case of items sent by air freight two copies of invoice, packing list and 

non negotiable copy of airway bill to be sent along with the packages.

Page 3 

SHIPMENT 

1. As per directive from the Government of India Shipping 

arrangements for all Government Cargo shall be made in consultation 

with The Secretary, Shipping Coordination Committee, Ministry of 

Shipping and Transport (CABLE : TRANSCHART, New Delhi, TELEX 

: 031 2312, 031-2348, 031 - 3104 ) through their forwarding 

agents as under to whom notice of less than six weeks about the 

readiness of each cargo for shipment should be given for finalising the 

shipping arrangements under intimation to us: 

a) For consignments from UK/Continental Ports : 

M/s.Schenker & Co. 2000, Hamburg 11, Bei Gen Murthen -5, 

Hamburg 

CABLE:SCHENKERCo.HAMBURG 

b) For Consignments from USA and Canada 

M/s.Opat Overseas Project Transport Inc., (A Thyssen Haniel 

Logistic Co.) 

46, Sellers Street Keanry N.J. 07032 

Tel.: (01)-998-7771, Telex : 673-3586 , Fax : 201-998-7833 

c) For Consignment from Japanese Ports : 

The Embassy of India, Tokyo, Japan 

2. ALL AIR FREIGHT SHIPMENTS SHALL BE ARRANGED 

THROUGHOUT AIR INDIA. 

3. ALL OCEAN FREIGHT SHIPMENT TO BE EFFECTED THROUGH 

INDIAN FLAG VESSELS ONLY. 

LIQUIDATED DAMAGES CLAUSE 

During the execution of order if the Vendor fails to deliver any or all the 

goods within the time period(s) specified in the Contract, HPCL may 

deduct from the contract price, as liquidated damages @ 0.5% per week 

of delay subject to a maximum of 5 % of the order value for delayed 

delivery. 

ARBITRATION 

The place of Arbitration will be Mumbai, India.

Page 4 

NOTES : 

1) Please note that you should send your quotations directly to HPCL 

and should not route through any Indian Agents under any 

circumstances , else offer shall be liable to be rejected. 

2) You are requested to advise us your recommended dosage of these 

additives in finished product, however decision of HPCL regarding 

dosage shall be final. (Dosage should be specified in the unpriced bid). 

3) Tenderer should quote their rates only on FOB basis and Ocean 

freight should be specified separately. Quotation received without 

FOB price shall be rejected without any further correspondence. 

4) Tenders not superscribed with enquiry no. and due date, tender 

received after the specified due date and time and tender not in 

conformity with out enquiries will be rejected. 

5) Tenders received after tender due date and time shall not be 

considered under any circumstances. 

6) The FOB price should be firm for the entire duration of the contract 

and no price escalation will be permitted. 

7) Separate unpriced and priced bids as specifically mentioned in tender 

enquiry must not be combined under any circumstance. 

8) Quotation must be sent in a sealed envelope superscribing Enquiry 

No. & Due date on the envelopes. Tenders are to be addressed to 

Sr.Mgr. Proc. DS, Hindustan Bhawan, 2nd Floor, Direct Sales 

Dept. , 8 , S.V. Marg, Ballard Estate, Mumbai 400001 (India). 

9) Any deviation from the material specification shall be spelt out if you 

wish to offer a substitute. 

10) Please note that HPCL will not pay any Indian Agent Commission. 

The services that will be rendered by the Indian Agent during 

guarantee / warranty period shall be spelt over specifically. 

11) HPCL reserves the right to accept or reject any or all offers in full 

or part thereof any point of time without assigning any reason 

whatsoever. 

12) Tender Documents are non-transferable. 

13) Please note that the placement of order against this tender 

will confirm to the rules and regulations of the government of 

India as advised from time to time, including the purchase 

preference to Public Sector Enterprises of Central Government 

and the price preference to NSIC Registered small scale 

Industries. 

14) This tender is governed by Grievance Redressal Mechanism as 

appearing at HPCL website www.hindustanpetroleum.com

Page 5 

15) Earnest Money Deposit : : Earnest Money Deposit of US $ 6500 

should be submitted along with the Unpriced Bid for 

consideration. Offers received without EMD will not be 

considered. The EMD should be submitted in the form of a demand 

draft drawn on Hindustan Petroleum Corporation Ltd payable at 

Mumbai(India). Earnest Money Deposit may also be submitted 

through a Bank Guarantee drawn as per the format attached valid for 

a period of 6 months from the due date of the tender drawn by any 

International Bank confirmed by an Indian Scheduled Bank or any 

Indian Scheduled Bank(other than cooperative Bank).All foreign bank 

guarantee will be confirmed by a bank located in India. The Earnest 

Money Deposit will not carry any interest. 

The Earnest Money Deposit is liable to forfeiture in the event of : 

a) Withdrawal of offers during the validity period of the offer 

b) Non-acceptance of orders when placed or 

c) Non-confirmation of acceptance of orders within the stipulated 

time after placement of orders 

d) Any unilateral revision made by the tenderer during the 

validity period of the offer 

e) Non-execution of the documents after acceptance of the 

contract due to any dispute of the tenderers or any reason 

whatsoever 

Tenders received without Earnest Money Deposit will be rejected. 

16. For clarifications on the tender ,you may contact us on 91-22- 

22637223 or email on hemachitra@hpcl.co.in 

17. Late / delayed tender received after due date due to any reason 

whatsoever shall not be considered. 

18. The UNPRICED Bids will be opened in the presence of the tenderers 

on the due date at 15:30 hrs(IST) 

Thanking you 

P T Kulkarni 

Sr. Manager-Procurement(DS)

ANNEXURE II 

HINDUSTAN PETROLEUM CORPORATION LIMITED 

MUMBAI - 400001 

UNPRICED BID 

TENDER NO : 6000102-HD-14001 

DUE DATE : 06/12/2006 @ 15:00 HRS(IST) 

ADDITIVE : 352 MT OF PERFORMANCE ADDITIVE IN 

DRUM FOR THE MANUFACTURE OF 

FINISHED PRODUCT CONFORMING TO API 

GL4 AND GL5 AND BIS 1118 QUALIFICATION 

To be Filled by Tenderer 

Dosage : 

Offered Qty : 

Per Month : 

- Lead time to supply : 

Lead time for supplier to supply from the time of placement of callup for 

the material to reach FOB Port: 

Shipping Time : 

- Whether you have submitted literature/ 

Specification of the subject additive. 

- Have you been a previous supplier 

of the material offered ? If so, 

Please furnish latest order no & date 

- Packing in DRUM 

- Payment Terms (60 Days) by T/T 

- Validity of offer (180 days) from 

the due date or extended due 

date of the tender. 

- Have you enclosed General Terms & 

Conditions duly signed and stamped. 

- Please enclose the MSDS of the material 

Quoted 

- Details of EMD enclosed : 

NAME,SIGN AND DESIGNATION OF AUTHORISED 

SIGNATORY AND STAMP 

FULL ADDRESS OF TENDERER/TELEX NO/FAX NO/ PHONE NO

ANNEXURE III 


MUMBAI - 400001, INDIA 

PRICED BID 

This is an integral part of tender enquiry no. 6000102-HD-14001 and 

the sheet duly filled in should be returned back along with the Tender 

Documents. 

Sr.No Product Required 

Quantity 

PMT 

Location Package FOB RATE 

(Currency) 

PMT 

1 200 Mumbai 

2 72 Silvassa 

3 40 Chennai 

4 40 B-Budge 

Format of Quoting :- 

Package :- IN DRUM 

NAME OF ADDITIVE :- 

Ex-works price :- 

Packing, forwarding, documentation etc charges :- 

Upto FOB International Port. :- 

FOB International Port :- 

(Quotation should have FOB Price) 

Freight till Mumbai /Nhava Sheva /Chennai / Kolkata Port :- 

C& F Mumbai /Nhava Sheva /Chennai / Kolkata Port :- 

Delivery period :- 

Port of Shipment :- 

Country of Origin :- 

Estimated weight of consignment per FCL :- 

(Packing details ) 

CFR RATE 

(Currency) 

PMT 

Special Notes 

All orders will be executed by HPCL on FOB (Free on board, 

international port). However C & F price should also be indicated to 

enable us to evaluate your offer. HPCL reserves the right to place the 

Purchase Order on CFR Rate quoted 

Payment will be on Document Acceptance (D/A) in full 60 days from 

Bill of Lading date by T/T. 

Your Bankers Name, Address & Account No __________________________ 

Transhipment to be allowed (Yes or No) :__________________________ 

Partial Shipment to be allowed (Yes or No) :___________________________ 

Please confirm following, write “Confirmed” 

Acceptance of Liquidated Damages Clause specified in Tender:_________ 

Validity of Offer 180 days from the tender due date:____________________ 

VENDOR SEAL & SIGNATURE

ANNEXURE IV 

GENERAL PURCHASE CONDITIONS FOR IMPORTS 

1] DEFINITIONS : 

1.1 PURCHASER : Purchaser means HPCL having registered office at 17, 

Jamshedji Tata Road, Mumbai 4000 20. The terms purchaser includes 

successors and assigns of HPCL 

1.2 VENDOR : Vendor means the person, firm of corporation to which this 

purchase order is addressed. The terms vendor includes its successors 

and assigns. 

1.3 GOODS : Goods means the articles, materials, supplies, drawings, data 

and other property and all services including design, delivery installation, 

Inspection testing and commissioning specified or required to complete 

this purchase order. 

2] PRICES : 

2.1 FIRM PRICE : Vendor shall confirm that quoted prices shall be remain 

firm for a period of one year from the date of placement of order. This is 

“Period Bound” Contract. 

2.2 TRANSIT INSURANCE : Prices quoted shall exclude transit Insurance 

charges from FOB Port of Shipment or by Air as the same shall be 

arranged by the Purchaser. All transit insurance charges for inland transit 

upto FOB Port Shipment or airport should be include by the vendor in their 

prices. 

2.3 BANK CHARGES / STAMP DUTIES / TAXES: 

(i) All Bank Charges and stamp duties payable in supplier’s country in 

connection with the payments to be made under this purchase order shall 

be borne by the vendor. All Bank Charges and Stamp Duties payable in 

India shall be borne by the Purchaser. 

(ii) All taxes, duties and levies of any kind that may be payable upto the stage of 

putting the material in FOB position shall be borne by the vendor. 

(iii) All taxes and duties payable in India on the materials shall be payable by the 

Purchaser. 

3] PAYMENT TERMS : 

Document acceptance (D/A) payment in full at 60 days from Bill of Lading 

Date by T/T. 

4] VENDOR’S SALES CONDITIONS : 

Vendor’s standard sales conditions, if any, shall not be applicable to the offer 

and only the Purchaser’s “General Purchase Conditions” shall apply with the 

exception deviations specifically agreed between the vendor and the 

Purchaser and brought out in the Purchase order. 

Signature and Seal of the Tenderer

5] VALIDITY OF OFFER 

The rates quoted against this tender shall be valid for a period of 

180 days from the due date / extended due date of the tender. 

6] IMPORTS LICENCE : 

Relevant particulars of the Import Licence / Import Policy shall be duly 

indicated in the shipping documents and invoice. 

7] DELIVERY & DELAYS : 

7.1 CONTRACTUAL DELIVERY DATE : Contractual delivery date is the date 

in which goods shall be delivered FOB Port of shipment in accordance with 

Purchase order. 

7.2 RESPECT OF DELIVERY DATE : Time of Delivery as mentioned in 

Purchase Order shall be the essence of the contract and no variation shall 

be permitted, except with the prior authorisation in writing from the 

Purchaser. 

7.3 PRICE REDUCTION SCHEDULE FOR DELAYED DELIVERY : In the 

event of Delay on the part of the Vendor in effecting deliveries as agreed 

contractually, it will be at purchaser’s discretion to levy a reduction in price 

for delayed deliveries @ 1/2% of total value per week of delay or part there 

of part there of subject to a maximum of 5% of the total order value. 

7.4 CAUSES OF FORCE MAJEURE : Delivery dates will be extented to the 

Vendor without being subject to clause “Price Reduction Schedule for 

Delayed Deliveries”, in the event of cause of force majeure within the 

contractual delivery periods; only the following will be considered causes of 

force majeure: 

Action of God (like earthquakes, floods, stroms etc.) Act of States, the direct 

and indirect consequence of wars (declared or undeclared) hostilities, 

national emeergencies, civil commotions and strikes (only those vendor’s 

complete factor). The vendor shall immediately inform the purchaser by 

registered and detailed letter supported by documentary proof at the 

beginning and end of all such impediments. 

It is understood that delivery dates will be extended only for the duration of 

the above mentioned impediments. 

8] DELAYS AND NON-CONFORMANCE : 

In case of Delivery Schedule not being adhered to in progressing the 

manufacture of supply the Purchaser has the right to : 

(i) Cancel the order wholly or in part without any liability to cancellation charges 

and procure the goods elsewhere in which case Vendor shall make good 

the difference between the cost of goods procured elsewhere and priceb set 

forth in the order with the vendor. 

(ii) Hire for the period of delay goods meeting the specifications from 

elsewhere at vendor’s cost. 


In the event of rejection of non conforming goods, the vendor shall be 

allowed to correct the non- confirmities without extention in delivery period. 

If vendor fails to do so within the time stipulated, the purchaser shall have 

the right to recover actual expenses incurred by Purchaser in installing and 

removing the non-confirming goods. This shall not prejudice the right of the 

Purchaser for invoking the provisions of clause 7.3 on price reduction for 

delayed deliveries as aforesaid. 

9] INSPECTION CHECK TESTING : 

The materials or workmanship covered by the Purchase Order are subject 

to inspection and testing at any time prior to shipment and / or despatch and 

to final inspection within a reasonable time after arrival at site. 

The materials shall be subject to INPECTION by Agencies as mentioned in 

the requisition and the vendor shall also bear the expenses concerning 

preparation and rendering of tests required by such agencies nominated or 

Boiler Inspectorate or such other Statutory testing agencies or by Lloyds 

Register of Shipping as may be required. 

10] REVISIONS CHANGES AND CANCELLATION : 

The Purchaser may make any revisions or changes in Purchase Order 

including additions from the quantities ordered. The effect of such changes 

on prices, delivery period and / or other terms and conditions may be settled 

through mutual agreement. Claim for adjustment must be made within 15 

days of revision, cancellation being conveyed to the Vendor. 

The Purchaser may terminate the order at any time if the Vendor does not 

adhere to or all agreed terms and conditions. In such case, the Purchaser 

has the option to buy complete or incomplete components with or without 

Verification / Inspection at mutually agreed prices. 

11] WARRANTEES / GUARANTEES : 

The Vendor shall warrant that the goods shall give required operational 

performance, shall be suitable for the service intended and be of the quality 

or the best grade in case no quality is specified. 

The goods shall be guaranteed against any defects in design, materials, 

workmanship and performance for a period of 24 months from the date of 

shipment or 12 months from the date of commissioning whichever is earlier. 

Should any defects develop within the Guarantee / Warranty period, the 

same shall be remedied or the goods shall be replaced free of charge. All 

expenses incurred including those on transportation, shall be borne by the 

Vendor. 


12] NON ASSIGNMENT : 

Any assignment of this Purchase Order or of any of the rights hereunder in 

any manner or under any certificates by operation of the law or otherwise 

shall be prior written consent of the Purchaser. 

13] PATENTS, VENDOR’S LAIBILITY AND COMPLIANCE OF 

REGULATIONS : 

Vendor shall protect and fully indemnify the purchaser from any claims for 

infrigement of patents, copy right, trade make or the like. 

Vendor shall also protect and fully indemnify the Purchaser from any claims 

from Vendor’s workmen employees, their heirs, dependents, 

representatives etc.or from any other person / persons or bodies / 

companies etc. for any act commission or omission while executing the 

order. 

Vendor shall be responsible for compliance with all requirements under the 

laws and shall protect and indemnify completely the Purchaser from any 

claim / penalties arising out of any infringements. 

14] SUBSTITUTION AND WRONG SUPPLIES : 

Unauthorised substitution or materials delivered in error or of wrong 

description or quality or supplied in excess quantity or rejected goods shall 

be returned to the Vendor at the Vendor’s cost and risk. 

15] ARBITRATION : 

15.1 Disputes or difference arising out of or in relation to this agreement shall 

be settled by Arbitration in India. The arbitration shall be by a Sole 

Arbitrator appointed by HPCL. The Sole Arbitrator will adjudicate the 

disputes and differences between the parties except those in respect of 

which the decision of any person is by the agreement expressed to be 

final and binding. 

15.2 In the event of the Sole Arbitrator to whom the matter is originally referred 

to, is unable to act or he/she vacates the office, HPCL, shall nominate 

another Sole Arbitrator to settle the disputes and differences. 

15.3 The second Sole Arbitrator shall be entitled to proceed with the arbitration 

from the stage at which it was left by his / her predecessor. 

15.4 The award of the arbitrator shall be final, conclusive and binding on all the 

parties to the agreement subject to the provisions of the Arbitration & 

Conciliation Act, 1996, as in force in India and the rules made 

thereunder and for the time being in force. This agreement shall be 

covered by the laws of India. 


15.5 The award shall be made in writing and shall be published by the Sole 

Arbitrator within six months after entering upon reference or within such 

further time mutually extented by the parties. The Sole Arbitrator shall 

have power to order and direct the parties to abide by, observe and 

perform such directions as the Sole Arbitrator may think fit and proper to 

issue having regard to the fact that the arbitration proceedings have to 

be completed within the specified period solely on the principles of 

Natural Justice. 

15.6 The Sole Arbitrator shall be at liberty to appoint, if so necessary, any 

Accountant or Engineer or other person to assist him / her and net by the 

opinion so taken. 

15.7 The Sole Arbitrator shall have powers to make one or more awards 

whether interim or otherwise in respect of the disputes and differences, 

and in particular, shall make separate awards in respect of each claim or 

cross claim of the parties. 

15.8 The Sole Arbitrator shall be entitled to direct any of the parties to pay the 

cost of arbitration in such a manner and to such an extent as the Sole 

Arbitrator may in his discretion determine and shall also be entitled to 

require one or both the parties to deposit funds in such proportions to 

meet the arbitration expenses. The parties to arbitration, whenever called 

upon to do so, shall be bound to comply with such directions without any 

demur. 

15.9 Notwithstanding anything contained to any other law, the parties hereby 

agree that the courts in the city of Mumbai alone shall have jurisdiction 

in respect of all or anything arising under this agreement and any award(s) 

amde by the Sole Arbitrator hereunder shall be filed in the court in the city 

of Mumbai only. 

16] PACKING : 

16.1 Packing should be capable to withstand rough sea weather for a minimum 

period of 4 to 6 months and should be commensurate with best 

commercial export practices. All packaging shall be done in such a 

manner as to reduce volumn as much as possible. Fragile articles should 

be adequately packed with special packing materials depending on type of 

materials. 

16.2 All delicate surface on equipment / material should be carefully protected 

and painted with protective paint / compound and wrapped to prevent 

rusting and damage. 


16.3 All mechanical and electrical equipment and other heavy articles should be 

securely fastened to the bottom of the case and shall be blocked and 

braced to prevent movement. 

16.4 Attachments and spare parts of equipments and all small pieces shall be 

packed seperately in wodden cases with adequate protection inside the 

case and wherever possible should be sent along with the main 

equipment. Each item shall be tagged so as to identify it with the main 

equipment and part number and reference number shall be indicated. 

16.5 All protrusions shall be suitably protected and opening shall be blocked by 

wooden covers. 

16.6 Wherever required equipment / material shall be packed in polyethylene 

bags and silicagel or similar dehydrating compound shall be put inside the 

bags to protect them. 

16.7 Pipes / tubes made of stainless steel, copper etc. shall be packed in 

wooden cases, irrespective of sizes. 

16.8 The supplier shall be held liable for all damages or breakages to the goods 

due to the defective or insufficient packing as well as for corrosion due to 

insufficient packing. 

16.9 Detailed packing list in water proof envelope shall be inserted in each 

package together with equipment / materials. One copy of “Detailed 

Packing List” shall be fastened outside of the package in water proof 

envelope and covered by metal cover. 

17] MARKING : 

17.1 Each package shall be marked on the three sides with proper paint / 

indelible water proof inks as follows : 

HINDUSTAN PETROLEUM CORPORATION LTD. 

8, SHOORJI VALLABHDAS MARG 

HINDUSTAN BHAWAN 

SECOND FLOOR, LUBES DEPT. 

BALLARD ESTATE, MUMBAI 400 001 

PURCHASE ORDER NO. 

NET WEIGHT KGS GR. WT. KGS 

DIMENSIONS X X CMS 


PACKAGE NO. (Sl. No. Of total packages) 

TAG / ITEM NO. 

COUNTRY OF ORIGIN 

SHIPPERS NAME 

17.2 Additional marking such as handle with care, this side up, fragile or any 

other additional indications for protection and safe handling shall be added 

depending on the type of materials. All cases will have warning signs on 

the outside denoting Centre of Gravity and Sling Mark. 

17.3 Letters, figures, marks etc. used for marking shall be stenciled printed. 

Handwriting should be avoided as far as possible. Size of letter shall be 

optimum for each package dimensions. 

17.4 In case of Bundle or other packages wherever marking cannot be stenciled 

the same shall be embossed on metal or similar tag and wired securely at 

minimum two convenient points. 

18] SHIPPING : 

18.1 The shipping arrangement will be made in consultation with the Secretary, 

Shipping Coordination Committee. Ministry of Shipping Transport (cable 

Transport, New Delhi, Telex Vahan ND 2312) through their forwarding 

agent as under to whom notice of no less six weeks about the readiness 

of each cargo for shipment should be given for finalizing the shipping 

arrangements.“Shipping arrangements will be made by the Shipping 

Coordinating and Charteing Division, Ministry of Shipping and Transport, 

New Delhi (Cable : TRANCHART - NEW DELHI TELEX : VAHAN ND 

2312, 2448 AND 3104) through their respective Forwarding Agents 

Nominees as mentioned below to whom adequate notice of not less than 

six weeks / about the readiness of Cargo for shipment should be given by 

the sellers from time to time for finalising the shipping arrangements. 

Area Forwarding Agents / Nominees 

a) U.K (Including Northern 

Ireland)(also Eire),the North 

Continent of Europe (West 

Germany, Holland, Belgium, 

France, Norway, Sweden, Finland 

& Denmark) and port on the 

continental Seaboard of the 

Mediterranean (i.e.French and 

Western Italian Ports and also 

Adriatic Ports) 

b) USA & Canada (For USA, Atlantic 

& Gulf Ports Conference 

Memberline Vessels are also 

M/s. Schenker & Co. 

2000, Hamburg - 11 

P.O. Box No. 1130 

CABLE; SCHENKERCO, HAMBURG 

TELEX : 21700433 

M/s. Opt Overseas Project Transport Inc. 

(A Thyssen Haiel Logistic Co.,) 

46, Seller Street, Keanry N.J. 07032

permitted) Tel. (01)-998-7771 

Telex : 673-3586 

Fax : (201) 998-7833 

c) Japan The First Secretary (Commercial Embassy 

of India, Tokyo, Japan) 

CABLE : INDEMBASSY TOKYO 

d) Australia The Shipping Corpn. of India Ltd. 

Shipping House 

229-232, Madame Cama Road, 

Bombay 400021 

Black e) Sea Ports of Bulgaria and Rumania The Secretaries - Soviet Shipping Service 

C/O. 

Shipping Corpn. of India Ltd. 

Shipping House, 

299-232 Madame Cama Road, 

Bombay 400021 

CABLE : SHIPINDIA BOMBAY (FOR 

SOVINSHIP) 

f) Polish Ports The Secretaries Indo-Polish Shipping 

Service 

C/o. Shipping Corpn. of India Ltd., 

Shipping House 

299-232 Madame Cama Road, 

Bombay 400021 

CABLE : SHIPINDIA BOMBAY 

g) Other Ports (excluding) the Black 

Sea Ports of U.S.S.R and Rostock 

(G.D.R) 

(FOR INDOPOL) 

Shipping arrangements will be made 

directly or through Shipping Corporation of 

India Limited, 

Shipping House, 

229-232, Madme Cama Road, 

Bombay 400021 

CABLE : SHIPINDIA BOMBAY 

18.2 All Shipment of materials shall be made First class direct vessel. 

All shipments shall be under deck unless carriage on deck is unavoidable 

19] DOCUMENTATION : 

19.1 The documents shall be in English Language. 

19.2 DOCUMENTS REQUIRED BEFORE SHIPMENT : 

Ten (10) days before the contractual delivery date, proforma, packing list 

and sketches of over dimensioned cargo shall be air mailed as follows : 


The over dimension cargo shall mean any package exceeding any of the 

following limits : 

Weight 20 MT 

Length 13.719 Meters 

Width 2.997 Meters 

Height 2.743 Meters 

19.3 DOCUMENTS REQUIRED AFTER SHIPMENT : 

The supplier shall air mail the shipping documents stated herein below as 

quickly as possible after the shipment has been made so that the same 

are received atleast two weeks proir to the arrival of vessels at destination 

port. 

The supplier shall be fully responsible for any delay and / or demurrage 

that may become payable at destination port on account of delay 

transmittal of shipping documents. 

Copy of Documents 

a) Bill of lading 4 

b) Commercial Invoice 6 

c) Detailed Packing List 6 

d) Freight Memo 2 

e) Test Certificate 2 

f) Certificate of Origin 2 

g) Certificate of Measurement & Weight 2 

h) Catalogue and / or drawing 2 

i) Payament Certificate (amount received 

by Vendor) 

2 

No. of Copies 

Note : In addition to above, complete set of documents are required to be sent to 

(Purchaser) through Bank. 

19.4 BILL OF LADING : 

Bill of Lading shall be ‘Clean on Board’, Ocean Bill of Lading should be 

made in favour of HPCL order and the notify column should indicate 

HPCL, Lubes dept., Purchase Section. 

19.5 COMMERCIAL INVOICE : 

Commercial Invoice shall, inter alia indicate (i) Purchase order no. (ii) 

Import Licence Policy Numbers and (iii) country of Origin. Beside, the 

cases in the invoice shall be in confirmity with order. 

19.6 PACKING LIST : 

Packing List must show apart from other particulars actual contents in 

each case, net and gross weights and dimensions and the total number of 

packages. 


20] SHIPPING ADVICE : 

Within 24 hours after shipment the supplier shall send shipping advice giving 

Particulars of shipment, Vessel’s Name, Port of shipment, Bill of Lading number 

and date, contents in brief Purchase order number, Total FOB and Freight 

Values number of packages and total gross weight by way of Telex / Fax to : 


8, SHOORJI VALLABHDAS MARG, 

HINDUSTAN BHAWAN, 2nd FLOOR, LUBES DEPT. PURCHASE SECTION, 


FAX NO.: 2612944 / 2610610 TELEX NO.: 82133,86770 

21] TECHANICAL INFORMATION : 

Drawings, specifications and details shall be the property of the purchaser and 

shall be returned by the vendor on demand. The vendor shall not make use of 

drawings and specifications for any purpose at any time save and except for the 

purpose of purchaser. The vendor shall not disclose the technical information 

furnished to or gained by the vendor under or by virtue of or as a result of the 

implementation of this purchase order to any person, firm or body ro corporate 

authority and shall endeavors to ensure that technical information is kept 

CONFIDENTIAL. The technical information imparted and supplied to the vendor 

by the Purchaser shall at all times remain the absolute property of Purchaser. 

22] ADDRESS : 


8, SHOORJI VALLABHDAS MARG, 

HINDUSTAN BHAWAN, 2nd FR, LUBES DEPT, PURCHASE SECTION, 


23] SAMPLE 

Along with the tender, the tenderer shall submit ½ kg sample of additive 

should be submitted along with the tender for all new additives which are 

not pre approved by HPCL. The sample should be properly sealed and 

identified with the name of the product, tender number, tender’s name 

and the due date . 

24] SECURITY DEPOSIT 

Each successful tenderer shall deposit by Crossed Account Payee. Demand 

Draft drawn on any scheduled bank other than Co-operative Bank, in favour 

of Hindustan Petroleum Corporation Limited payable at Mumbai a sum 

equivalent to 1% of the basic value of order proposed to be awarded to the 

tenderer with Sr. Mgr. Ven. Proc. Direct Sales dept. within 10 days of receipt 

of intimation with regard to acceptance of their tender or placement of order. 

The EMD will be refunded after submission of Security Deposit. Linking with 

earlier transactions / adjustments with pending bills or any other amount 

payable by the Corporation is not allowed. 

This Security Deposit will be towards faithful performance of the Tender / 

Order terms and satisfactory supply of material as per specifications and will 

not bear any interest. The Security deposit shall be refunded to successful 

tenderer after producing a satisfactory completion certificate from the 

location(s) where materials is supplied. PO No. & Date should be indicated in 

the completion certificate / letter. Security Deposit will be refunded by 

Cheque. 

Date : Signature and Seal of the Tenderer 

Tenderer’s address :

ANNEXURE V 

REF:DS/PUR/PTK/BHC DATE : 09/11/2006 

Dear Sirs, 

Subject : 352 MT OF PERFORMANCE ADDITIVE IN DRUM FOR 



QUALIFICATION 

Tender No : 6000102-HD-14001 

EMD : Rs 3.00 Lakhs (US$ 6500) 

Due On : 06/12/2006 Time : 15:00 HRS (IST) 

We invite sealed tenders in two bid system (Unpriced & Priced) for supply 

of PERFORMANCE ADDITIVE FOR MANUFACTURING FINSIHED 

PRODUCT AS SPECIFIED ABOVE , for a period of one year from the 

date of placement of order and the rates quoted by you should be firm for 

the one year, no escalation shall be permitted over the finalized rate. 

The tenderers are required to submit their offer in two parts, namely 

“Unpriced and Priced”. Each part is to be submitted in a separate 

envelop superscribed Unpriced /Priced as applicable. Envelopes 

containing Unpriced and Priced Bids duly signed and sealed are to be 

placed in common envelope and the same is to be submitted to us by due 

date. 

The various documents to be returned / forwarded (duly signed and 

stamped by the tenderers) alongwith your tender, are to be submitted as 

follows. 

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

Sr No. Documents With With 

Unpriced Bid Priced Bid 

1. Unpriced Bid - 

2. Priced Bid - 

3. Tender Terms & Conditions - 

4. Technical Details - 

5. Tenderer’s details - 

6. Earnest Money Deposit - 

7. Samples (1/2 kg for new additive - 

which are not pre approved in our system) 

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

Page 2 

The requirement of Additive at various locations is given below 

Mazagon Terminal : 200 MT ; Silvassa Terminal : 72 MT 

Chennai Terminal : 40 MT ; Budge Budge Terminal : 40 MT 


You are requested to advise us your recommended dosage of these 

additives in finished product , however decision of HPCL regarding 

dosage shall be final. (Dosage should be specified in the unpriced bid) 

Please submit your tenders on or before due date to us to the following 

address 

Sr. Manager- Proc. Lubes, Hindustan Petroleum Corporation Limited, 

Hindustan Bhavan, 2nd Floor, 8. S.V.Marg, Ballard Estate, 

Mumbai 400001 

Please note that the placement of order against this tender will 

confirm to the rules and regulations of the government of India as 

advised from time to time, including the purchase preference to 

Public Sector Enterprises of Central Government and the price 

preference to NSIC Registered small scale Industries. 

This tender is governed by Grievance Redressal Mechanism as 

appearing at HPCL website www.hindustanpetroleum.com 

Tenders received without Earnest Money Deposit will be rejected. 

Tender Documents are non-transferable. 

Late / delayed tender received after due date due to any reason 

whatsoever shall not be considered. 

HPCL reserves the right to accept or reject any or all offers in full or part 

thereof at any point of time without assigning any reason whatsoever. 

For clarifications on the tender ,you may contact us on 91-22-22637223 

or email on hemachitra@hpcl.co.in 

The UNPRICED Bids will be opened in the presence of the tenderers on 

the due date at 15:30 hrs(IST) 

Thanking you 

P T Kulkarni 

Sr. Manager-Procurement(DS)

ANNEXURE VI 


MUMBAI - 400001 

UNPRICED BID 


DUE DATE : 06/12/2006 @ 15:00 HRS(IST) 





To be Filled by Tenderer 

Dosage : 

Offered Qty : 

Per Month : 

Lead time to supply : 

Lead time for supplier to supply the material to HPCL Plant from the date of 

placement of callup : 

Whether you have submitted literature/ 

Specification of the subject additive. 

Have you been a previous supplier 

Of the material offered ? If so, 

Please furnish latest order no & date 

Packing in drum 

Payment Terms (30 Days) 

Validity of offer (180 days) from 

The due date or extended due 

Date of the tender. 

Have you enclosed General Terms & 

Conditions duly signed and stamped. 

Details of EMD enclosed : 

NAME,SIGN AND DESIGNATION OF AUTHORISED 

SIGNATORY AND STAMP 

FULL ADDRESS OF TENDERER/TELEX NO/FAX NO/ PHONE NO

ANNEXURE VII 


MUMBAI – 400 001 

PRICED BID 


DUE DATE : 06/12/2006 @ 15:00 HRS 





LOCATION : MUMBAI/SILVASSA/CHENNAI/B-BUDGE 

PACKING : IN DRUM 

(This part is to be filled only for the price bid) 

LOCATION MUMBAI SILVASSA CHENNAI B-BUDGE 

Basic Rate PMT 

(Ex-Works) 

Excise Duty @ 

Sales Tax @ 

(CST/MST) 

Delivery Charges PMT 

Octroi Duty @ 

Any other 

Levies/Duties PMT 

Net Delivered Rate 

PMT 

Note : 

The quantity specified in the tender, is for a period of one year form the 

date of placement of order . 

Please specify details of Excise Duty applicable under Chapter No 

________________Quotations without break up of Excise Duty may not be 

considered. 

Place 

Date 

Name & Address of Tenderer 

Phone/Fax No/Seal 

Signature of Tenderer

ATTACHMENT VIII 

TENDER TERMS AND CONDITIONS FOR RAW MATERIALS 

1. EARNEST MONEY DEPOSIT :(EMD) 

Tenderer will have to pay Earnest Money Deposit (EMD) of Rs. 3.00 

Lakhs (Rupees THREE Lakhs only ) By Demand Draft drawn on any 

scheduled bank other than co-operative in favour of M/S. Hindustan 

Petroleum Corporation Limited payable at Mumbai or by Bank Guarantee 

(as per attached format) valid for a period of 6 months(from the due date 

of the tender) from any from any Nationalised Bank / Scheduled Bank 

other than co-operative banks. Cheques / Cash / Money Orders or any 

Documents are not acceptable towards EMD. 

EMD refund will be made to unsuccessful tenders after finalisation of 

tender. In case of successful bidders, refund will be made only after they 

pay necessary security deposit against purchase order plased against the 

tender. EMD will not carry any interest. EMD will be refunded by cheque. 

Registration with DGS&D will not entitle the tender to claim exemption 

from Earnest Money Payment. 

Linking with earlier transactions / adjustments with pending bills or any 

other amount payable by the Corporation is not allowed. 

The Earnest Money Deposit is liable to forfeiture in the event of : 

a) Withdrawal of offers during the validity period of the offer 

b) Non-acceptance of orders when placed or 

c) Non-confirmation of acceptance of orders within the stipulated time 

after placement of orders 

d) Any unilateral revision made by the tenderer during the validity period 

of the offer 

e) Non-execution of the documents after acceptance of the contract due 

to any dispute of the tenderers or any reason whatsoever 

f) Non payment of Security deposit as described in Relevant Clause of 

Tender Terms and Conditions 

OFFERS RECEIVED WITHOUT EMD WILL BE REJECTED 

2. EXEMPTION FROM PAYMENT OF EMD 

a) Public Sector Undertakings (State / Central) are exempted from 

payment of EMD 

b) Units registered with National Small Industries Corporation (NSIC) 

are exempted from Payment of Earnest Money provided : 

1. The Unit is registered for the item tendered 

2. Registered Certificate is valid as on date of quotation 

3. Quotation is accompanied by Photostat copy of valid NISC 

Registration Certificate 

Signature & Seal of the Tenderer

3. VALIDITY OF OFFER 

The rates quoted against this tender shall be valid for a period of 

180 days from the due date / extended due date of the tender. 

4. SAMPLE 

Along with the tender, the tenderer shall submit ½ kg sample of additive 

should be submitted along with the tender which are not pre approved by 

HPCL. The sample should be properly sealed and identified with the 

name of the product, tender number, tender’s name and the due date . 

5. TENDER ASSESSMENT 

The eligibility of the tenderer will be assessed on the basis of submission 

of Earnest Money deposit, samples meets HPCL’s specifications, factory 

inspections (if necessary). The factory inspection will be carried out by 

HPCL representative in case of new tenderers and for exsisting 

tenderers, past performance will be the criteria. 

6. ACCEPTANCE OF TENDERS 

HPCL reserves the rights to accept any tender in whole or in part or to 

reject any or all tenders without assigning any reasons. HPCL shall not 

be bound to accept the lowest or any tender and reserves the right to 

accept one or more tenders in part. The decision of Corporation in this 

connection shall be final. 

7. GENERAL INSTRUCTION 

a) All entries and rates in the tender must be written in permanent ink or 

typewritten. Erasures, over-writing or corrections if any should be 

attested under the full signature of the tenderer 

b) Any tender received after the stipulated last date and time for receipt of 

tenders, due to any reason including postal delays will not be 

considered. Counter terms / conditions or modifications of stipulated 

clauses will not be entertained. 

c) In case any tenderer is quoting under different names (i.e. sister 

concerns) for the same item for supply from the same unit / plant 

then all such tenderers will be considered as one for the purpose of 

evaluation 

d) In case there is difference between figures and words mentioned 

against any item, in the tender the one which is advantageous to the 

Corporation will be taken as authentic 

e) Tenderer should read the tender conditions and specifications 

carefully and return the same to us duly signed by them in token of 

having read, understood and accepted the tender conditions. 

f) Tenderer is requested to return entire tender set (duly filled and signed) 

alongwith their offer. 


8. DELIVERY SCHEDULE / CALL UPS 

Deliveries shall be effected against written callups made by HPCL’s 

receiving locations. The quantity called up shall be supplied as per 

delivery schedule indicated therein. In the event of inability of corporation 

to uplift the stipulated quantity of material due to any circumstances / 

other valid reasons, the corporation will not be responsible for any losses 

that the tenderers may sustain. 

9. CAPACITY & ABILITY TO SUPPLY 

The quantities indicated are provisional and estimated quantities only. 

HPCL reserves the right to order any quantities at its sole option within 

total quantity offered by each tenderer. Orders shall be treated as closed 

after successful tenderer have supplied the ordered quantities . 

10. PRICE AND PRICE ESCALATION 

a) The rates quoted shall remain firm during the validity period of the 

contract / order or for one year from the date of placement of LOI or 

purchase order unless otherwise specified herein. No price 

escalation whatsoever shall be entertained except for statutory 

variation in Excise, Sales Tax & other Levies on the finished 

product only. 

b) Levies like Excise duty, Sales / General Taxes and Octroi etc. 

should be spelt out clearly with applicable rates in the appropriate 

columns provided in the tender forms. (Rate Schedule) 

c) If a particular tenderer is not registered under sales tax act the price 

quoted by them, will be treated as net & inclusive of sales tax and 

any further claim made by them for reimbursement of the same on 

account of retrospective registration under the Sales Tax Act, will 

not be entertained by the corporation . Any such liability for 

payment of Sales Tax will be wholly and exclusively on the tenderer 

quoting against HPCL’s tender. 

11. RAWMATERIAL 

a) All raw materials for the manufacture and supply of the materials 

covered in the tender will have to be purchased and arranged by 

the successful tenderers, at their own cost. Any delay in delivery 

schedule due to delay in procurement of raw material for 

manufacture of tender material will not be condoned. 

b) The tenderers should indicate their price inclusive of packing, 

stenciling, handling cost,loading and unloading at HPCL’s locations 

. 


12. RISK PURCHASE 

In case successful tenderers fail to deliver the ordered quantities of 

materials as per callups stipulated in delivery schedule, HPCL reserves 

the right to procure the undelivered quantities of materials from 

alternative sources at the risk, responsibility and cost of successful, 

tenderers. Such cost will be recovered from successful tenderer’s 

pending bills, security deposit etc. 

Supplies of defective or off-space material or supplies deviating from 

other terms and conditions of the purchase order will be rejected and 

repeated rejections will entail cancellation of orders and risk purchase 

from other alternative sources at tenderer’s cost. Similarly, any undue 

delay in supply of called up quantities may entail risk purchase. Risk 

purchase will be applicable in the case of trail order as well. 

13. LIQUIDATED DAMAGES FOR DELAY IN DELIVERY 

The delivery of material as per monthly callups by HPCL’s installation 

shall be deemed to be the essence of contract. In case of delay in 

execution of the orders as stipulated in callups or any extension 

sanctioned, the corporation at its option either : 

a) Accept delayed delivery at prices reduced by a sum equivalent to 

half percent (1/2 %) of the value of goods not delivered for every 

week of delay or part there of subject to a maximum of 5% of the 

total order value . 

b) Cancel the order in part or full and purchase such cancelled 

quantities from elsewhere at the risk, responsibility and cost of the 

tenderer of goods delivered . 

14. PACKING 

In case of the material required in drums then all the drums must be 

stenciled with HPCL’s Product name, supplier’s name, batch no., gross 

weight and tare weight . 

In case of supplies in bulk, HPCL’s product name, tank lorry no., gross 

and tare weight must be clearly indicated on the challan. 

In case the packing is not found to be in line with the above 

specifications or defective then receiving locations will have no option 

but to reject supplies. 

15. QUALITY OF PRODUCT / REJECTION 

c) The product supplied should fully conform to the specifications. 

Such conformity of the material to the specification will be determined 

by testing the material in HPCL’s laboratory. 

The test reports issued by HPCL’s laboratory alone will be considered as 

final and biding on the tenderer. 


d) The tenderer shall be responsible for the quality of the material delivered 

until the same is tested and accepted by HPCL’s laboratory . 

e) In the event, the material delivered against the tender is found to be not 

in accordance with HPCL’s specifications the entire quantity will be 

rejected and will have to be replaced free of cost by the successful 

tenderer within 3 days of such rejection or intimation therof . 

f) If the successful tenderer will not remove the off spec material from 

HPCL’s premises despite HPCL’s instruction then the corporation will be 

free to dispose off rejected / uncollected material as it deems fit, without 

any obligations whatsoever to the tenderer. 

16. FIRM RATE 

Quoted rate shall remain firm throughout validity period of the contract / 

order subject to following : 

g) Any variations in statutory levies like Excise duty, Sales tax on 

finished products only that may be imposed by the Govt. from time will 

be considered against submission of relevant notifications. 

h) HPCL will not consider any price revision due to changes in 

electricity, transport, labour charges etc. In other words no other price 

escalations other than of statutory levies, will be considered. 

17. SECURITY DEPOSIT 

Each successful tenderer shall deposit by Crossed Account Payee. 

Demand Draft drawn on any scheduled bank other than Co-operative 

Bank, in favour of Hindustan Petroleum Corporation Limited payable at 

Mumbai a sum equivalent to 1% of the basic value of order proposed to 

be awarded to the tenderer with Sr. Mgr. Ven. Dev. & Proc. Direct Sales 

dept. within 10 days of receipt of intimation with regard to acceptance of 

their tender or placement of order. The EMD will be refunded after 

submission of Security Deposit. Linking with earlier transactions / 

adjustments with pending bills or any other amount payable by the 

Corporation is not allowed. 

This Security Deposit will be towards faithful performance of the Tender / 

Order terms and satisfactory supply of material as per specifications and 

will not bear any interest. The Security deposit shall be refunded to 

successful tenderer after producing a satisfactory completion certificate 

from the location(s) where materials is supplied. PO No. & Date should 

be indicated in the completion certificate / letter. Security Deposit will be 

refunded by Cheque. 


The Security Deposit shall be liable to be forfeited wholly or in part at the 

sole discretion of Hindustan Petroleum Corporation Ltd. in case the 

successful tenderer fails to supply or fulfill any of their contractual 

obligations or is in default without prejudice to other rights of HPCL to 

claim further compensation towards loss sustained if HPCL choose to 

buy materials from other sources, 

with due notice of 7 days. This notice will however, not be a prerequisite 

for effecting the risk purchase. The Corporation will be the sole 

judge for ordering risk purchases and the tenderer shall on demand pay 

to the corporation the amount of its claim. 

18. PAYMENT TERMS 

Payments will be made in 30 days from the date of receipt of bills 

submitted after supply of materials, provided the same meets HPCL’s 

specifications. The bill supported by delivery challan duly acknowledge 

by HPCL’s authorized representative should be submitted within 7 days 

of supply at HPCL’s respective Disbursement Sections as per the details 

given below : 

Since HPCL would like to have uniform payment terms for all the 

tenders, tenderers are advised to submit their offers on the basis of 30 

days payment terms . 

Supplies made to Payment Authority (HPCL office at) 

Mumbai / Silvassa Installations Disbursement Section, 

MAZGAON TERMINAL, LP-I 

Haybunder Complex. 

Haybunder Raod, 

Mumbai 400031 

Kolkata Installation Disbursement section , 

Budge Budge Terminal-I, 

1, Graham Road, 

Budge Budge, 

24 Parganas (S) 

Pin Code 743 319 

Chennai Installations Disbursement section, 

Tondiarpet, 98/99 

Ellaya Mudali St. 

P.B No. 1170, Korukkupet 

Chennai 600 021 


19. SUB LEASING 

After the placement of order, the successful tenderers shall not be 

allowed or entitled to sublet, subcontract or assign any part of the order 

without the prior written consent of HPCL 

20. TRANSIT RISK 

For successful tenderers supplying materials from outstations on FOR. 

Destination basis, any damage, shortage loss and deterioration, will be 

to the account of tenderers who would be responsible for arranging 

timely supplies. 

21. CANCELLATION 

The Corporation reserves the right to cancel the order placed if the 

supplies are not forthcoming as per call ups after placement of LOI / 

order or in case of repeated rejection of materials or non adherence of 

the Tender Terms and Conditions. 

Cancellation of order may also be occasioned on other grounds such as 

liquidations of firm or Adjudications or insolvent of the tenderer or if the 

attachment is levied or continues to be levied for a period of 7 days upon 

the effects of the tenderer. Under such circumstance the Corporation 

shall not be responsible for any loss / damage sustained by the 

successful tenderer 

22. FORCE MAJEURE 

Force Majeure clause will be applicable on both sides. However, in case 

of force majeure the concerned party shall inform the other party 

immediately in writing, the happening of the force 

Majeure occurrence . The accepted defination of force majeure will be as 

under: 

Acts of God, war declared or undeclared, Civil commotion, Natural 

clamities (like floods, earthquakes, epidemics etc.) Strikes, Lockouts, 

Statutory restrictions effecting deliveries, fires, Explotions, Acts of enemy 

agent etc. 

23. STATEMENT OF SUPPLY 

Supplier shall send a statement showing supplies made by them to 

terminals vis-à-vis the callup quantity for each month within first week of 

following month together with necessary remark if any for short supplies 

against callups to Lubes Purchase Dept. Hindustan Bhuwan, Mumbai. 

24. VALIDITY OF ORDER 

Unless otherwise stated elsewhere in HPCL’s tender, HPCL’s order will 

be valid for a period of one year from the date of placement of order or 

from the date as indicated in the order. This is “Period Bound” Contract. 

Signature / Seal of the Tenderer.

25. TRIAL ORDERS 

New supplier and existing suppliers who have not supplied the tendered 

material in the past to HPCL will be given a trial order. 

26. DISTRIBUTING OF ORDERS 


27. DETENTION CLAUSE 

Party must supply only one tank lorry at a time.No tank lorry to be 

supplied on a day before a Holiday / Sunday 

If a tank lorry comes after 12.30 PM on any day it will be considered as if 

received at 8.30AM on the following day for the purpose of calculating 

detention charges 

Though the payment is on weight basis the tank lorry used to send the 

product should be filled to a particular volume which can be cross 

checked by measuring the dip in cms. The tank lorry must have a valid 

Calibration Certificate from Weights and Measures Department. 

Detention charges will become payable only if the material supplied fully 

meets HPCL’s specifications. In case of any deviation the Detention 

charges will not be paid. 

Detention charges will be payable at Rs.50/- per hour per tank lorry only 

after 18 working hours (HPCL’s working hours are 8.30AM to 10.30PM 

from Monday thru Saturday, Sunday not a working day ) and it will 

become applicable as explained below: 

Example – 1: Suppose your tank lorry reaches 12.30PM on any 

working day. 

Under normal condition the tank lorry will be released within 18 

hours i.e. before 4.30PM as of the next working day (12.30PM to 

10.30PM of the date of date of supply = 10 hours plus 8.30 AM to 

4.30 PM of the next working day then in that case the Detention 

charges will be payable from 4.30PM of the next working day till 

the release of the lorry. 

Example- 2 : If your tank lorry reaches before 12.30PM say at 9AM 

on any working day: 

Under normal conditions the tank lorry will be released within 18 hours 

i.e. before 1PM of the next working day (9AM to 10.30PM of the date of 

supply = 13 ½ hours plus 8.30AM to 1.00PM of the next working day = 4 

½ hours). However, if due to any reason, the tank lorry cannot be 

released before 1PM of the next working day than in that case the 

detention charges will be payable from 1PM onwards of the next working 

day till release of the lorry. 


Example – 3 : If your tank lorry reaches after 12.30PM, say at 2 PM 

on Wednesday (say) 

In this case since the lorry has come after 12.30PM (on Wednesday) it 

will be considered as if received at 8.30AM on the following day i.e. on 

Thursday for the purpose of calculating detention charges as per note 3, 

above. 

In this case there will not be any detention charges upto 18 working 

hours i.e. upto 12.30 PM of the next working day (Friday) 8.30AM to 

10.30PM of the day (Thursday) following the date of supply 

(Wednesday) = 14 hours plus 8.30AM to 12.30PM of the next working 

day =4 hours 

The Detention charges will be payable from 12.30PM of the next working 

day (Friday) till the release of the lorry. 

28. ARBITRATION 

1) All disputes and difference of whatsoever nature, whether existing 

or which shall at any time arise between the parties hereto touching 

or concerning the agreement, meaning, operations or effect therof 

or to the rights and liability of the parties or arising out of or in 

relation therto whether during and after completion of the contract 

or whether before after determination, foreclosure, termination or 

breach of the agreement (other than those in respect of which the 

decision of any person is, by the contract, expressed to be the 

other of them and to the sole arbitrator to be appointed as 

hereinafter provided . 

2) The appointing authority shall either himself act as Sole Arbitrator or 

nominate some officer of Hindustan Petroleum Corporation 

Limited (referred to as owner or HPCL) to act as Sole Arbitrator to 

adjudicating the dispute and difference between the parties. The 

contractor / vendor shall not be entitled to raise any objection to the 

appointment of such officer of the owner as the Sole Arbitrator on 

the ground that the said officer is an officer is an officer and / or 

shareholder of the owner or that he / she has to deal with the 

matter to which the contract relates or that in the course of his / her 

duties as an officer of the owner, he / she has / had expressed 

views on all or any of the matters in dispute or difference. 

3) In the event of the Arbitrator to whom the matter is referred to, does 

not accept the appointment, or is unable or unwilling to act or 

resigns or vacates his office for any reasons whatsoever, the 

Appointing Authority aforesaid, shall nominate another Officer of 

the Owner to act as Arbitrator. 

4) Such Officer nominated as sole Arbitrator shall be proceed 

with the Arbitrator from the stage at which it was left by his 

predecessor. It is expressly agreed between the parties that 

no person other than the Appointing Authority or an Officer of 

the Owner nominated by the Appointing Authority shall act as 

an Arbitrator. 


5) The Award of the Sole Arbitrator shall be final binding on the parties 

to the Agreement. 

6) The work under the Contract shall, however, continue during the 

Arbitrator proceedings and no payment due or payable to the 

concerned party shall be withheld (except to the extent disputed) on 

account of initiation, commencement or pendency of such 

proceedings. 

7) The Arbitrator may give a composite or separate Award(s) in 

respect of each dispute or difference referred to him and may also 

make interim award(s) if necessary . 

8) The fees of the Arbitrator and expense of Arbitration, if any, 

shall be borne equally by the parties unless the Sole Arbitrator 

otherwise directs in his award with reasons. The Award of the 

Sole Arbitrator shall be final and binding on both the parties . 

9) Subject to the aforesaid, the provisions of the # Arbitration and 

Conciliation Act, 1996 or any statutory modification or reenactment 

thereof and the rules made thereunder, shall apply 

to the Arbitration proceedings under this Clause. 

10) The Contract shall be governed by and constructed according 

to the laws in force in India. 

11) The parties hereby submit to the exclusive jurisdiction of the 

Courts situated at Mumbai for all purposes. The Arbitration 

shall be held at Mumbai and conducted in English language . 

12) The Appointing Authority is the Director –Marketing of 

Hindustan Petroleum Corporation Limited. 

Details of Earnest Money Deposit 

Demand Draft: 

Signature / Seal of the Tenderer. 

No. Date Amount 

OR 

Bank Guarantee 

No. Date Amount

ANNEXURE IX 

SPECIFICATIONS OF THE FINISHED PRODUCT TO BE 

MANUFACTURED USING THE SUBJECT ADDITIVE : 

FINISHED PRODUCT CONFORMING TO API GL4 AND GL5 AND BIS 

1118 

In addition the following are required to be submitted along with the 

UNPRICED Bid : 

1. Complete engine test data from a reputed and well known 

engine laboratory, applicable to the relevant performance level 

as mentioned in the tender, has to be submitted along with 

tender. 

2. Data should be submitted preferably in Indian Base Stocks 

150N, 500N, 150 BS. 

3. Alternatively, complete base oil characteristics, on which data 

has been generated, should be submitted. BOI guidelines and 

ACC code of practices will be followed for evaluation. 

4. ½ kg sample of additive should be submitted along with the 

tender for all new additives which are not pre approved in our 

system. 

5. In case of new packages, not previously approved in our 

system, any previous performance experience in India and/or 

abroad should be clearly spelt out. 

6. Following supporting documents (if any) should be submitted, 

a. OEM approvals – If there are package approvals from 

renowned OEMs, same should be mentioned along with 

copy of the approval. 

b. Field trial data - If there are any field trails conducted in 

India and/or abroad to prove performance or drain, same 

may be submitted. 

c. Comparison of technology used vis-à-vis other 

competitors’ packages available in the market. 

d. Suitable VI Improver may be suggested for multi grade 

formulations with Chemistry type. 

e. Any other point, which may enable HPCL to differentiate 

it’s products from the others by using the additive, may be 

highlighted. 

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

Address of the 

Registered 

Office 

ANNEXURE X 

TENDERER’S DETAILS 

Name of the Tenderer 

Whether Sole Proprietor / Partnership / 

Private Limited or Public Limited Co. 

Name of Proprietors / 

Partners 

Directors 

Year of Establishment / 

Registration & Date 

Excise Registration No. 

Name of the 

Bankers 

(Furnish Banker’s 

Cert.) 

Address of the Branch / 

Off- 

Ice quoting against tender 

Address of Factory Exwhich 

Supplies will be made 

against 

Tender 

Address of the Proprietors / Partners / Directors 

Registration No. 

1. Under Companies Act - 

2. Small Scale Industries 

- 

3. DGTD - 

Central Sales Tax Regn. 

No. 

Whether Banker’s 

Certificate enclosed 

Yes / No 

Latest Income Tax 

Clearance Cert. No. 

& Date (Furnish 

Copy of ITC Cert.) 

Year of Commencement of 

production of item quoted 

for 

State Sales Tax Regn. No. 

Whether ITC Cert. 

Enclosed 

Yes / No 

Page 1 of 4

Capital Investment (Rs.) 

Annual Turnover for the last three Years (Rs. - 

Lakhs) 

Last Year 2 nd last Year 3 rd last 

Year 

Whether Tenderer had any IR Problems during last 3 years - Yes / No 

If yes, give particulars with duration of period 

Number of Persons employeed : 

Office - 

Works - 

Power availability in H. P. : 

Range of Products manufactured : 

Name of Products 

Name of Items quoted against 

tender 

Quantity offered against this tender : 

Production Capacity (Qty. In nos.) 

Per Shift Per Month Per Year 

Production Capacity (Qty. In nos.) 

Per Shift Per Month Per Year 

Whether item quoted is completely manufactured in tenderer’s factory : Yes / No 

If no, give name and details of sub-contractors who supply major 

Components (Give details in separate sheet if necessary) 

Page 2 of 4

Details of Machinery Available for manufacturing of item quoted : 

Details of Machines 

Details of Machines 

MAJOR MACHINERY 

No. of Machines Name of Item 

manu- 

factured on 

manchine 

ALLIED MACHINERY 

No. of Machines Name of Item 

manu- 

factured on 

manchine 

Page 3 of 4 

Capacity 

LABORATORY / QUALITY CONTROL FACILITIES 

Names of Testing Whether Q. C. Whether Test Whether qualified 

Semi-Automatic/ 

Fully Automatic

Equipments 

availabel 

Tests 

are conducted 

Reports 

are maintained (at 

least for 1 year) 

Personnel employed 

for carrying out Q.C. 

checks 

Whether Tenderer is possessing ISO 9000 Certificate. If so, give details 

List of Large Companies / Public Sector Undertakings / Oil Companies to which 

item(s) 

quoted for, have been supplied earlier. Give details as under : 

Name of Company 

Year Quantity 

ordered 

PLACE : 

DATE : SIGNATURE OF TENDERER WITH SEAL 

Page 4 of 4 

Quantity 

supplied

ATTACHMENT XI 

FORMAT FOR BANK GUARANTEE 

DRAFT 

BANK GUARANTEE IN LIEU OF EARNEST MONEY DEPOSIT 

(ON NON-JUDICIAL STAMP PAPER OF APPROPRIATE VALUE) 

To : 

M/s. Hindustan Petroleum Corporation Limited 

Hindustan Bhawan 

No. 8, S.V. Marg 

Ballard Estate 

Mumbai 400 001 

IN CONSIDERATION OF M/S. HINDUSTAN PETROLEUM CORPORATION 

LIMITED, a Government of India Company, registered under the Companies Act 

1956, having its registered Office at 17, Jamshedji Tata Road, Mumbai 400 020, 

(herein called ‘The Corporation’ which expression shall include its Successor in 

Business and Assigns) having issued Tender / Sole M/s 

________________________________ a partnership firm/sole proprietor 

Business / Company registered under the Companies Act 1956 having its Office 

at ___________________________________________________________a 

(herein after called the “The tenderer” which expression shall include its 

Executors, Administrators and Assigns) vide Tender No : 

_______________________ dated ______________________ (herein after 

called ‘The Tender’ which expression shall include any amendments / alterations 

to the Tender by the Corporation) for the supply of goods to / execution of 

services for the Corporation and The Corporation having agreed not to insist 

upon immediate payment of Earnest Money for the fulfillment and performance of 

the said Tender in terms thereof on production of an acceptable Bank Guarantee 

for an amount of Rs. _______________ (Rupees 

________________________________________ only) , we 

________________________________ Bank having office at 

________________________________ (herein referred to as ‘The Bank’ which 

expression shall include its Successor in Business and Assigns), at the request 

and on behalf of the Tenderer hereby agree to pay to the Corporation without any 

demur on first demand an amount not exceeding Rs.___________________ 

(Rupees _____________________________ only) against any loss or damage, 

costs, charges and expenses caused to or suffered by The Corporation by 

reason of non performance and fulfillment or for any breach on the part of the 

Tenderer of any of the Terms and Conditions of the said tender . 

We, ________________________ Bank further agree that the Corporation shall 

be the Sole Judge whether the said tenderer has failed to perform or fulfill the 

said tender in terms thereof or committed breach of any of the Terms and 

Conditions of the Tender and the extent of Loss Damage, costs, charges and 

expenses suffered or incurred or would be suffered or would be incurred by the 

Corporation on account thereof and we waive in favour of the Corporation all 

the Rights and Defenses to which we as Guarantors and / or the Tenderer may 

be entitled to.

We, ______________________ Bank further agree that the amount demanded 

by the Corporation as such shall be final and binding on the Bank as to the 

Bank’s liability to pay the amount demanded and The Bank undertake to pay the 

Corporation the amount so demanded on the first demand and without any 

demur notwithstanding any dispute raised by the Tenderer or any suit or other 

legal proceedings including Arbitration pending before any court, tribunal or 

Arbitrator relating thereof, Our liability under this guarantee being absolute and 

unconditional. 

We, _______________________ Bank further agree with the Corporation that 

the Corporation shall have the fullest liberty without Our consent and without 

affecting in any manner Our obligations hereunder to vary any of the Terms and 

Conditions of the said tender or to extend time of performance by the Tenderer 

from time to time or to postpone for any time to time any of the powers 

exercisable by The Corporation against The Tenderer and to forbear to enforce 

any of the terms and conditions relating to the tender and we shall not be 

relieved from our liability by reason of any such variations or extension being 

granted to the Tenderer or for any forbearance act or omission on the part of the 

Corporation or any indulgence by the Corporation to the Tenderer or by any such 

matter or things whatsoever which under the law relating to sureties would but for 

this provision having the effect of relieving us. 

This Guarantee / Undertakings shall not be determined or affected by the 

liquidation or winding up, dissolution or change of construction or insolvency of 

the supplier / contractor but shall in all respects and for all purpose be binding 

and operative until payment of all moneys payable to the Corporation in terms 

hereof. 

NOT WITHSTANDING anything herein before contained, our liability under this 

Guarantee is restricted to Rs. _____________ (Rupees 

_________________________________ only). Our liability under this guarantee 

shall remain in force until expiration of six (6) months from the date of opening of 

the said tender unless a demand or claim under this guarantee is made on us in 

writing within the said period, that is, on or before _______________________ 

all rights of The Corporation under the said guarantee shall be forfeited and we 

shall be relieved and discharged from all liabilities thereafter . 

We, _______________________ Bank further undertake not to revoke this 

guarantee during its currency except with the previous consent of the 

Corporation in writing . 

We, _______________________ Bank last agree that the Bank’s liability under 

this guarantee shall not be effected by any change in the Constitution of the 

Tenderer. 

The Bank has power to issue this Guarantee in favour of the Corporation in terms 

of the documents, and / or the Agreement / Contract or MOU entered into 

between the Tenderer and The Bank in this regard.

IN WITNESS WHEREOF THE BANK has executed this document on this 

___________ day of ____________ 19 For ________________________ Bank 

by its constituted Attorney 

(Signature of the person authorized 

to sign on behalf of the Bank)

GLOBAL TENDER 6000102-HD-14001 - Hindustan Petroleum ...

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