1 Seal & Signature of Tenderer HINDUSTAN PETROLEUM ...

Tender No. :8000110-HD-14001 

HINDUSTAN PETROLEUM CORPORATION LTD 

SECOND FLOOR, HINDUSTAN BHAVAN, 

8 , SHOORJI VALLABHDAS MARG, 

BALLARD ESTATE, MUMBAI – 400001 

TEL. : 91-22-22637223FAX NO. : 91-22-22612944/ 

22671077 

Due Date : 22.09.2008 @ 15:00 hrs 

EMD : Rs 20 Lakhs 

Subject : Providing and handling Mega warehouse 

Lubes – at Gurgaon/Manesar/Daruhera areas 

(Near Delhi) 

Contract Period : 2 years from the date of LOI/PO & 

Extendable for another two years at HPCL 

discretion. 

INDEX OF CONTENTS 

ATTACHMENT 1 COVERING LETTER 

ATTACHMENT 2 .a INSTRUCTION TO BIDDERS 

2 .b STATEMENT OF CREDENTIALS 

ATTACHMENT 3 DETAILS OF WAREHOUSE AND FACILITIES 

ATTACHMENT 4 

DECLARATION OF TENDERER 

ATTACHMENT 5 GENERAL TERMS & CONDITIONS DULY SIGNED 

& STAMPED 

ATTACHMENT 6 SCOPE AND RESPONSIBILITIES FOR PROVDING 

WAREHOUSE AND ITS HANDLING 

ATTACHMENT 7 AGREEMENT FOR PROVIDING WAREHOUSE 

AND ITS HANDLING 

ATTACHMENT 8.a DECLARATION-I 

ATTACHMENT 8.b DECLARATION-II 

ATTACHMENT 9 INTEGRITY PACT 

ATTACHMENT 10 UNPRICED BID 

ATTACHMENT 11 PRICED BID 

1 Seal & Signature of Tenderer

HINDUSTAN BHAWAN, 8, SHOORJI VALLABHDAS MARG, MUMBAI – 400 001 

TEL: 2263 7000 FAX: 2261 2944 

REF : LUB/PUR/AH/MN 

Tender No. :8000110-HD-14001 

Due Date : 22.09.2008 @ 15:00 hrs 

EMD : Rs 20 Lakhs 


Lubes – at Gurgaon/Manesar/Daruhera areas 

(Near Delhi) 

ATTACHMENT 1 


Extendable for another two years at HPCL discretion. 

Dear Sirs, 

HPCL is planning to setup Mega Warehouse (Mother depots catering to various daughter 

depots spread in the entire state or adjoining states) at near Gurgaon. This Warehouse 

shall store various grades of Lubricants in cartons, as well as in drums, which will be 

received from blending plants, for further distribution to upcountry depots, 

dealers/distributors/Industrial customers. 

It is planned to outsource the entire Lube handling activity at this Warehouse to 

professionally competent and experienced parties having expertise in handling Logistics / 

warehousing / Stock Yards operations for major industries / MNCs / FMCG / Oil 

Companies etc. The typical Lube warehousing operations start from unloading from 

trucks, storage on pallets using material handling equipments like forklifts etc., product 

wise stacking inside covered warehouse in case of cartons and certain specialty grades 

like greases etc., in the open in case of drums, inventory control and management, 

documentation / invoicing / collection of payments as per HPCL pre approved terms. 

Depot operator shall also be responsible for providing adequate, trained security 

personnel preferably Ex. Army-men to safeguard the assets of the HINDUSTAN 

PETROLEUM CORPORATION LTD. 


Successful bidders will be required to submit a Bank Guarantee of Rs. 250 Lakhs keeping 

in view the value of the stocks at the Warehouse. 

Tenders are invited in TWO BID SYSTEM (Un priced Bid & Priced Bid) in 

prescribed format (to be downloaded from website hindustanpetroleum.com ) from 

reputed bidders having necessary competence and experience. The bidders who 

intend to submit their bid should meet the following Bid qualification criteria. 

BID QUALIFICATION CRITERIA : 

1. Financial : 

(a) Bidder should have experience of at least 2 years in Managing a large 

warehouse/stock yard for a multi product company or companies and should be in a 

position to provide adequate resources to ensure efficient receipt/storage/dispatch of 

packages including inventory management. (Proof : Completion Certificate or 

Certification from the client with regard to experience) 

(b) Minimum Annual Turnover of the Bidder during any one of the immediately 

preceding three financial years should be more than Rs. 144 lakhs (Proof: Audited 

Balance sheet or certification from the Chartered Accountant) 

2.Technical : 

2.1.1. The Lube Operator shall provide and operate a Warehouse having a 

large covered godown admeasuring 35000 to 40000 sq feet, open 

area 35000 to 40000 sq ft, for storage of drums,unloading/ loading of 

lubes at Warehouse. Total area should be minimum 75000 sq feet. 

Warehouse should have boundry walls. Documentary evidence of 

possession of the warehouse shall be furnished with the tender 

documents. As per Attachment 3 

2. 1.2. Covered area should be able to store minimum 3000 kl lubes other ( 

1500 kl smalls in racking system of 1+3 and 1500 kl in drums of 210 

lit on pallets. 

2.1.3. Operator will provide layout drawing of racking system in covered 

godown to store minimum storage of 1500 kl packed lubes and 1500 kl 

drums. On pallets. 

2.1.4. Warehouse should be in or around Gurgaon, Manesar and Daruhera. 

Approximate volume to be handled ex. Gurgaon/Manesar Warehouse 

is 36000 KL/MT per annum. This is only indicative based on the 

historical sales & HPCL does not guarantee any fixed/minimum 

volume. 


2.2. Applicants should have experience of having successfully completed similar work 

during last 7 years ending last day of month previous to the one in which 

applications are invited should be either following : 

a Three similar completed works costing not less than Rs. 115 lakhs. 

b Two similar completed works costing not less than Rs.144 lakhs. 

c One similar completed work costing not less than Rs. 230 lakhs. 

Similar work means Managing a warehouse/stockyard for a Multi-product 

company or a group of companies involving receipt/storage/dispatch of multipackage 

size, multi items including inventory management. 

Relevant document should be produced from the client to this effect. 

• The documentary evidence of Bid Qualification criteria such as copies of purchase 

orders / Contracts, experience certification from the clients, copy of latest ITCC, 

audited balance sheet and profit & loss account for the last three financial years. 

Bidders not meeting the Bid Qualification Criterial will not be considered for 

further evaluation of the bid. 

• Earnest Money Deposit 

Offers without applicable EMD will not be considered. 

3. Parties who are affiliates of one another can decide which Affiliate will make a bid. 

Only one affiliate may submit a bid. Two or more affiliates are not permitted to make 

separate bids directly or indirectly. If 2 or more affiliates submit a bid, then any one 

or all of them are liable for disqualification. However upto 3 affiliates may make a 

joint bid as a consortium, and in which case the conditions applicable to a consortium 

shall apply to them. 

“Affiliate” of a Party shall mean any company or legal entity which: 

i. controls either directly or indirectly a Party, or 

ii. which is controlled directly or indirectly by a Party; or 

iii. is directly or indirectly controlled by a company, legal entity or 

iv. partnership which directly or indirectly controls a Party. 

v. “Control” means actual control or ownership of at least a 50% 

vi. voting or other controlling interest that gives the power to direct, or 

vii. cause the direction of, the management and material business 

viii. decisions of the controlled entity. 

4. Bids may be submitted by: 

i. a single person/ entity (called sole bidder); 

ii. a newly formed incorporated joint venture (JV) which has not completed 3 

financial years from the date of commencement of business; 

iii. a consortium (including an unincorporated JV) having a maximum of 3 

(three) members; 

iv. an Indian arm of a foreign company. 


5. Fulfillment of Eligibility criteria and certain additional conditions in respect of each of 

the above 4 types of bidders is stated below, respectively: 

1. The sole bidder (including an incorporated JV which has completed 3 

financial years after date of commencement of business) shall fulfil each 

eligibility criteria. 

2. In case the bidder is a newly formed and incorporated joint venture and 

which has not completed three financial years from the date of 

commencement of business, then either the said JV shall fulfil each 

eligibility criteria or any one constituent member/ promoter of such a JV 

shall fulfil each eligibility criteria. If the bid is received with the proposal 

that one constituent member/ promoter fulfils each eligibility criteria, then 

this member/promoter shall be clearly identified and he/it shall assume all 

obligations under the contract and provide such comfort letter/guarantees 

as may be required by Owner. The guarantees shall cover inter alia the 

commitment of the member/ promoter to complete the entire work in all 

respects and in a timely fashion, being bound by all the obligations under 

the contract, an undertaking to provide all necessary technical and 

financial support to the JV to ensure completion of the contract when 

awarded, an undertaking not to withdraw from the JV till completion of 

the work, etc. 

3. In case the bidder(s) is/are a consortium (including an unincorporated JV), 

then the following conditions shall apply: 

a. Each member in a consortium may only be a legal entity and not an 

individual person; 

b. the Bid shall specifically identify and describe each member of the 

consortium; 

c. the consortium member descriptions shall indicate what type of legal 

entity the member is and its jurisdiction of incorporation (or of 

establishment as a legal entity other than as a corporation) and 

provide evidence by a copy of the articles of incorporation (or 

equivalent documents); 

d. One participant member of the consortium shall be identified as the “ 

member” and contracting entity for the consortium; 

e. this prime member shall be solely responsible for all aspects of the 

Bid/Proposal including the execution of all tasks and performance of 

all consortium obligations; 

f. the prime member shall fulfil each eligibility criteria; 

g. a commitment shall be given from each of the consortium members in 

the form of a letter signed by a duly authorized officer clearly 

identifying the role of the member in the Bid and the member’ 

commitment to perform all relevant tasks and obligations in support 

of the Prime/lead member of the Consortium and a commitment not 

to withdraw from the Consortium; 

h. No change shall be permitted in the number, nature or share holding 

pattern of the Consortium members after pre-qualification, without 

the prior written permission of the Owner. 


i. No change in project plans, timetables or pricing will be permitted as 

a consequence of any withdrawal or failure to perform by a 

consortium member. 

j. No consortium member shall hold less than 25% stake in a 

consortium; 

k. Entities which are affiliates of one another are allowed to bid either 

as a sole bidder or as a consortium only; 

l. Any person or entity can bid either singly or as a member of only 

one consortium. 

4. In case the bidder is an Indian arm (subsidiary, authorized agent, branch 

office or affiliate) of a foreign bidder, then the foreign bidder shall have to 

fulfill each eligibility criteria. If such foreign company desires that the 

contract be entered into with the Indian arm, then a proper back to back 

continuing (parent company) guarantee shall be provided by the foreign 

company clearly stating that in case of any failure of any supply or 

performance of the equipment, machinery, material or plant or completion 

of the work in all respects and as per the warranties/ guarantees that may 

have been given, then the foreign company shall assume all obligations 

under the contract. Towards this purpose, it shall provide such comfort 

letter/guarantees as may be required by Owner. The guarantees shall cover 

inter alia the commitment of the foreign company to complete the entire 

work in all respects and in a timely fashion, being bound by all the 

obligations under the contract, an undertaking to provide all necessary 

technical and financial support to the Indian arm or to render the same 

themselves so as to ensure completion of the contract when awarded, an 

undertaking not to withdraw from the contract till completion of the work, 

etc. 

• The Integrity Pact duly signed by the authorized official of HPCL and the 

Contractor, will form part of this contract / supply order. 

Proforma of Integrity Pact (which is issued along with the bidding document) 

shall be returned by the bidder along with technical bid, duly signed by the same 

signatory who signs the bid i.e. who is duly authorized to sign the bid. All the 

pages of the Integrity Pact shall be duly signed by the same signatory. Bidder’s 

failure to return the Integrity Pact along with the bid, duly signed, shall lead to 

outright rejection of such bid. 

If the Bidder has been disqualified from the tender process prior to the award of 

contract according to the provisions under Integrity Pact, HPCL shall be entitled 

to demand and recover from bidder Liquidated damages amount by forfeiting the 

EMD/Bid security (Bid Bond) as per provisions of Integrity Pact. 

If the contract has been terminated according to provisions of the Integrity Pact, 

or if HPCL is entitled to terminate the contract according to provisions of 

Integrity Pact, HPCL shall be entitled to demand and recover from the Contractor 


liquidated damages amount by forfeiting the Performance Bank Guarantee / 

Security Deposit as per Integrity Pact. 

Quotations in sealed envelopes separately for Priced and Unpriced bids duly super 

scribed with tender number and the two envelopes should be put in one common sealed 

envelope duly superscribed with the tender number and the same should reach the 

undersigned within the due date and time. The various documents to be attached (duly 

signed and stamped by the tenderers along with your tender are as follows : 

Attachment 2.a Instruction to Bidders 

Attachment 2.b. Statement of Credentials 

Attachment 3 Details of Warehouse and facilities 

Attachment 4 Declaration of the tenderer 

Attachment 5 General Terms & Conditions 

Attachment 6 

Scope & Responsibilities for providing 

Warehouse and its handling. 

Attachment 7 

Agreement for providing Warehouse and 

its handling. 

Attachment 8.a Declaration I 

Attachment 8.b Delcaration II 

Attachment 9 Unpriced Bid 

Attachment 10 Integrity Pact 

Attachment 11 Priced Bid 

Attachment 12 

Priced Bid 

TO BE 

SUBMITTED 

ALONGWITH 

THE UNPRICED 

BID SEALED 

ENVELOPE 

TO BE 

SUBMITTED IN 

SEALED 

ENVELOPE 

The tenderer should sign and stamp each and every page of the tender documents as well 

as supporting documents submitted with the offer. The supporting documents should be 

serially numbered and total number of pages submitted should be indicated in the 

covering letter. 

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

Sr Manager – Procurement (Lubes SBU) 

Hindustan Petroleum Corporation Limited 

Hindustan Bhawan, 2nd Floor, Direct Sales 

8, S V Road, Ballard Estate, Mumbai - 400 001, India 

The UNPRICED Bids will be opened in the presence of attending tenderers at 15:15 Hrs 

on the due date. 

The offers received without EMD along with unpriced bid, will be rejected. 


HPCL team will inspect the offered Land / Warehouse and scrutinize the documents 

submitted by the vendor. Offers of Bidders who do not have facilities and/or not 

meeting the Bid Qualification Criteria, will be rejected. 

The contract will be finalized on over all lowest basis. 

This tender is covered by the Grievance redressal mechanism which is published at 

HPCL website : www.hindustanpetroleum.com. 

For information regarding the tender, the following persons may be contacted : 

Related to the scope of the tender: Mr A K Khare , Sr. Manager- Bitumen I&C; Tel No 

: 23782502Related to evaluation, finalisation : Ms Maya M Naik, Manager-Procurement 

(DSBU) ; Tel No : 22637280. 

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 . 

Late Tenders / Delayed Tenders received after the due date and time , will be rejected 

irrespective of the cause of delay. 

HPCL reserves the right to reject any offer in part or full without assigning any reason 

whatsoever. 

Thanking you, 

Very truly yours 

Sd/- 

Arvind Huilgol 

Sr Manager – Proc. Lubes SBU 


HINDUSTAN PETROLEUM CORPORATION LIMITED 

1 SCOPE OF WORK 

ATTACHMENT 2.a 

INSTRUCTIONS TO BIDDERS 

As stated in covering letter. Also please refer Attachement 6 wherein detailed 

scope of Operator and HPCL is elaborated. 

2 BIDDING DOCUMENT 

Tenders are invited in TWO BID SYSTEM (Un priced Bid & Priced Bid) in 

prescribed format (to be downloaded from website hindustanpetroleum.com ) 

from reputed bidders having necessary competence and experience. 

3 SUBMISSION AND OPENING OF BID 

3.1 This is only a Price Enquiry (Invitation to Offer) and not an Order. 

4.0 VALIDITY OF EMD 

4.1 Earnest Money Deposit (EMD) shall be accepted in the form of demand draft (in 

favour of Hindustan Petroleum Corporation Limited, payable at Mumbai drawn 

on a Scheduled Bank other than Cooperative Bank) or in the form of Original 

Bank Guarantee for the amount given in the NIT and issued by any Scheduled 

bank (Other than Co-Operative Bank). Proforma of BG for EMD is given in this 

tender document. EMD in any other form will be treated as Offer without EMD. 

No adjustment shall be made with EMD submitted earlier with other tenders of 

HPCL or any outstanding amount with HPCL. Earnest Money Deposit furnished 

by the Bidder shall be valid for a period of 06 (SIX) MONTHS from the date of 

submission of the bid. 

4.2 EMD of the unsuccessful bidders shall be returned as promptly as possible upon 

award of PO/contract. 

4.3 EMD of successful bidder will be returned upon the bidder’s accepting the 

contract, and furnishing the requisite Security Deposit. 

4.4 Any bid not in accordance with above clauses will be rejected as non-responsive. 

5.0 VALIDITY OF OFFER 

5.1 Bid submitted by Bidder shall remain valid for a minimum period of 120 days 

from the due date/extended due date for submission of Bids. Bidders shall not be 


entitled during the said period of Four months, without the consent in writing of 

the Owner, to revoke or cancel their Bid or to vary the Bid given or any term 

thereof. In case of Bidders revoking or cancelling their Bid or varying any of the 

terms in regard thereof without the consent of Owner in writing, Owner shall 

reject such Offers and forfeit Earnest Money paid by them. 

6.0 BID CLARIFICATIONS/AMENDMENTS BY HPCL 

6.1 HPCL may issue clarifications/amendments in the form of 

addendum/corrigendum during the bidding period and may also issue 

amendments subsequent to receiving the bids. For the addendum/corrigendum 

issued during the bidding period, bidders shall confirm the inclusion of 

addendum/corrigendum in their bid. Bidder shall follow the instructions issued 

along with addendum/corrigendum. 

6.2 Bidders shall examine the Bidding Document thoroughly and submit to HPCL 

any apparent conflict, discrepancy or error. HPCL shall issue appropriate 

clarifications or amendments, if required. Any failure by Bidder to comply with 

the aforesaid shall not excuse the Bidder from performing the Services in 

accordance with the contract if subsequently awarded. 

7.0 EVALUATION OF TECHNO COMMERCIAL BIDS 

Prior to detailed evaluation of bids the owner shall determine whether each bid is 

(i) Accompanied by EMD as specified in the Notice Inviting Tender 

(a)Bids without EMD as specified in the Notice Inviting Tender or with 

EMD not as per prescribed proforma as per Bidding Document shall be 

rejected. 

(b)EMD if placed inside the price bid envelope then the offer will be 

treated as bid without EMD and will be rejected. However Public Sector 

Enterprise/Undertaking (Self Declaration required along with Unpriced 

Bid) and SSIs registered with NSIC (Copy of valid registration Certificate 

should be submitted along with the Unpriced Bid) are exempted from 

submitting EMD. 

(c)Prospective bidders who are SSI registered with NSIC shall provide a 

declaration in writing along with their unpriced bid whether they have 

succeeded in securing orders for same items, in competition (i.e. without 

price preference) with large scale units during the preceding 12 months. 

(ii) Totally complying with the requirement of the tender document. 

(iii) Meeting the Bid Qualification Criteria as stipulated in the Notice Inviting 

Tender. 

8 RECEIPT OF BID 


Bids received late i.e. after due date and time, due to any reason (s) 

whatsoever shall be rejected. Late and rejected bid and representative of 

such bidders shall not be allowed to attend the bid opening. 

9 UNSOLICITED POST BID MODIFICATION 

Bidders are advised to quote strictly as per terms and conditions of the 

Bidding Document and after submission of offer not to stipulate any 

deviation / exceptions. Once, quoted the bidders shall not make any 

subsequent price changes, whether resulting or arising out of any technical 

/ commercial clarifications sought/allowed on any deviations or exceptions 

mentioned in the bid unless discussed and agreed by HPCL in writing. 

14. PRICED BIDS EVALUATION CRITERIA 

Since there are three slabs for quantity to be handled on monthly basis hence, the rates 

are required to be quoted accordingly as mentioned in the “ Priced Bid “ format. The 

rates for rental of godown to be quoted saperately. 

The offers will be evaluated on overall lowest basis.The following procedure shall be 

followed for evaluation of bids : 

Example : For party ‘XYZ’ 

Part ‘A’ For Handling Contract : 

Say Say 

Slab Monthly Qty.(KL/MT). Rs./KL/MT(quoted)` Amount 

(Rs.) 

0-1000 1000 150 150000 

1001-2000 1000 120 120000 

2001- above 1000 100 100000 

_____ _____ 

3000 3,70,000 

12 x Rs.370000 = Rs.4,40,000 Per Year for 36000 KL/MT 

Part ‘B’ For rental of godwn. Provision of equipments and other facilities : 

a. - To be provided in lum sum say Rs 1000000.00/ month or Rs 

1,20,00,000.00/ year 

Total value of Offer per Year : 

Part A :For Handling : Rs. 4,40,000 

Part B : For rental and provision of equiment : Rs.1,20,00,000.00 

Ttotal Value per year for handling & Rental and provision of equipment and facility 

of 30000 KL/MT of party : Rs. 1,24,40,000.00 

( Note : The rates shown above are imaginary rates and considered for the purpose 

of evaluation of the Bid ) 



STATEMENT OF CREDENTIALS 

ATTACHMENT 2.b 

Tenderers should fill their technical offer by way of providing all information as follows: 

01. Name of the Firm 

02. Nature of the Firm 

(State whether Limited Company, Partnership, Co-op. Society or Sole 

Proprietor, photocopies of documents confirming constitution of the firm to be 

enclosed) 

03. Year of Establishment 

04. Registration Number, if any 

05. Registered Postal Address 

06. Telegraphic Address, if any 

07. Telephone No.(s) 

08. Address of Branches, if any 

09. Name of Directors / Partners/ Proprietor as the case may be with address & 

Telephone nos. 

10. Permanent Income Tax No. 

11. Last Income Tax Clearance (Attach Photocopy) 

12. Name of Bankers & Branch with full address 

13. Type of Account & A/C. No. 

14. Names (s) of Person(s) Operating 

15. Code No. allotted by Indian Banks Association, if any 

16. Names(s) of Authorised Representa -tives (s) 

Note : Power of Attorney signed by all Directors / Partners / Proprietor in 

favour of authorised person signing the tender documents must be enclosed 

17. Are you associated with HPCL in any other contract in the past 

18. Are you currently having any contract with HPCL 

19. Please confirm that you have qualified / trained / experienced staff on your 

Roll to handle this job 

20. Furnish Power of Attorney / Board Resolution authorising the undersigned to 

represent the Firm and sign and commit on behalf of the firm. 

I / WE do hereby certify that the information as provided above is correct and 

true in all respects. 

SIGNATURE ___________________ & Seal 

NAME ______________________ 

FIRM’S NAME , DATE & ADDRESS 


DETAILS OF WAREHOPUSE AND FACILITIES 

Location Name: 

District: 

Land Details: 

: 

Total area : 

Ownership type : 

Owner’s name & address : 

Availability of approach road : Yes/ No 

Drawing of stacking arrangement 

Inside Warehouse : 

(Please attach Proof of ownership of warehouse) 

Investment Details for handling warehouse 

Activity Amount (Rs.) 

PC : 

Manpower 

Safety/security : 

Total : 

ATTACHMENT-3 

Attachment 1. Details of warehouse 

2. Other details required for handling warehouse. 

I / WE do hereby certify that the information as provided above is correct and true in all 

respects. 

SEAL FIRMS NAME & 

ADDRESS 

DATE 

SIGNATURE _____________________ 

NAME ______________________ 


DECLARATION OF THE TENDERER 

ATTACHMENT 4 

I/We hereby offer the firm rates in the Rate Schedule attached. 

The Earnest Money Deposit (EMD) of Rs. ___________ has been paid by me / us vide 

Demand Draft No. ___________________ dated _____________ / Bank Guarantee No 

____________ dated _______________. It is agreed that the said amount so deposited is 

refundable to us after finalisation of tender in favour of any party and subject to our 

fulfilling the terms and conditions of this tender. 

I/We hereby agree to abide and fulfill the terms and conditions set out in the general and 

special conditions of the contract and the Agreement papers as attached, which shall be 

deemed to form a part of this tender. I / We return herewith the same duly attested on 

each page in token of my / our acceptance thereof. 

I/We hereby declare that this tender and your acceptance to be communicated by you to 

me / us by a letter shall constitute a valid and binding contract between us till such time 

the final Agreement is signed by us. 

I/We have noted that HINDUSTAN PETROLEUM CORPORATION LTD. has 

reserved the right to accept / reject any tender which may / may not fulfill any of the 

conditions contained above and enclosed Agreement Form , without assigning any reason 

whatsoever. 

Yours faithfully, 

WITNESS : SIGNATURE______________ DATE: 

NAME : _______________________________ 

(Signed as Director / Partner / 

Member / Proprietor) 

SIGNATURE ________________ NAME OF BIDDER___________________ 

NAME______________________ ADDRESS : _______________________ 

PLACE _____________________ _______________________ 

DATE ______________________ TELE. NO. : _______________________ 


GENERAL TERMS AND CONDITIONS 

SUBMISSION OF TENDERS 

ATTACHMENT – 5 

Tender terms and Conditions should be carefully studied. All the pages of the tender 

documents including draft contract form should be signed and rubber stamped as a token 

of your acceptance and submitted to us in the manner indicated in the covering letter. 

Priced Bids 

Priced Bids, duly filled in WITH PRICE DETAILS and stamped & signed, should be 

enclosed in envelope (meant for Priced Bid). 

The Unpriced bid & Priced Bid duly sealed separately should then be enclosed in the 

large common envelope and superscribed with Tenderer’ name , Address, Tender 

Number, Due date & Time for which tendered, should be mailed to the under noted 

address so as to reach on or before the due date and time. 

Sr. Manager Procurement (Direct Sales) 

HINDUSTAN PETROLEUM CORPORATION LTD. 

8, Shoorji Vallabhdas Marg, Hindustan Bhavan, 

Lubes SBU, 2 nd Floor, 

Ballard Estate, Mumbai – 400001 

Tenders received late after the due date and time for any reason( including postal 

delays) shall be rejected forthwith 

Tenders received unsealed / without Earnest Money Deposit / not meeting tender 

conditions / incomplete in any respect, shall liable to be rejected. 

EARNEST MONEY DEPOSIT (EMD) : 

Tenderer shall pay the Earnest Money Deposit of Rs.20,00,000 ( Rs. Twenty lakh only) 

either by Crossed Account Payee Demand Draft in favour of Hindustan Petroleum 

HINDUSTAN PETROLEUM CORPORATION LTD. Limited payable at Mumbai or by 

Bank Guarantee of scheduled bank other than cooperative bank valid up to total Six 

Months from the due date. Cheques / Cash will not be accepted. No interest is payable 

on EMD. 

Cheques and / or request for adjustment against any pending dues / bills will not be 

accepted as EMD and any Tender with such cheques / requests shall be treated to have 

been received without EMD and shall be rejected 

EMD would be refunded only after finalisation of the tender and on surrender of the 

original cash receipt issued by the HINDUSTAN PETROLEUM CORPORATION LTD.. 

In case of successful tenderer the EMD would be refunded only after completion of all 


the formalities i.e. signing of contract and submission of requisite security deposit in the 

form of Demand Draft or Bank Guarantee. 

EMD will be forfeited if the tenderer : 

• Modifies / withdraws the offer during the validity period of 120 days from the due 

date or extended due date of the tender. 

• Refuses to sign the contract after award of contract by HINDUSTAN PETROLEUM 

CORPORATION LTD. 

• Does not furnish the Security Deposit of required amount 

• Is unable to make the facilities ready for operation within the stipulated time after 

issuance of Letter of Intent regarding award of contract and / or award of contract. 

FORCE MAJEURE: 

Any delay in or failure of the performance of either part hereto shall not constitute default 

hereunder or give rise to any claims for damage, if any, to the extent such delays or 

failure of performance is caused by occurrences such as Acts of God or an enemy, 

expropriation or confiscation of facilities by Government authorities, acts of war, 

rebellion, sabotage or fires, floods, explosions, riots, or strikes. The contractor shall keep 

records of the circumstances referred to above and bring these to the notice of the 

Engineer In-charge/ Site in-charge in writing immediately on such occurrences. The 

amount of time, if any, lost on any of these counts shall not be counted for the Contract 

period. Decision of the Owner arrived at after consultation with the contractor, shall be 

final and binding. Such a determined period of time be extended by the owner to enable 

the Contractor to complete the job within such extended period of time. 

If contractor is prevented or delayed from the performing any of its obligations under this 

Agreement by force Majeure, then the Contractor shall notify Owner the circumstances 

constituting the Force Majeure and the obligations performance of which is thereby 

delayed or prevented, within seven days of the occurrence of the events. 

VALIDITY OF TENDERS : 

Offers should be valid for acceptance for a period of 120 days from the due date of 

Tender. Once the tender is accepted and work awarded, the rates should be valid for the 

entire contractual period. No tenderer will be allowed either to withdraw or to revise his 

offer after the last date of receipt of tender. Any offer containing variations from our 

terms and conditions and or containing counter conditions will not be accepted. 

Tenderers are advised in their own interest to quote strictly as per terms and conditions 

stipulated by HINDUSTAN PETROLEUM CORPORATION LTD. and not to add 

conditions of their own or to modify the terms and conditions stipulated in the tender. 

HINDUSTAN PETROLEUM CORPORATION LTD. reserves the right to accept or 

reject any or all tenders in whole or in part and or all tenders in whole or in part and or 

to divide the work amongst tenderers in the manner considered suitable by 

HINDUSTAN PETROLEUM CORPORATION LTD., at HINDUSTAN PETROLEUM 

CORPORATION LTD.’s sole discretion, without assigning any reason. Acceptance of 


offer shall be valid only when advised by HINDUSTAN PETROLEUM 

CORPORATION LTD. in writing to the concerned successful tenderer. 

AGREEMENT 

Successful tenderer, before undertaking the work, would be required to execute the 

Agreement within 15 days from the date of confirmation of award of contract by 

HINDUSTAN PETROLEUM CORPORATION LTD., failing which HINDUSTAN 

PETROLEUM CORPORATION LTD. may forfeit the EMD without prejudice to its 

rights and cancel the award without giving further notice. Agreement would strictly be 

in accordance with the tendered terms and conditions. 

SECURITY DEPOSIT 

i) Successful tenderer would be required to furnish a Security Deposit in the 

form of crossed account payee demand drafti in favor of HPCL payable at 

Mumbai or by Bank Guarantee of any scheduled bank other than cooperative 

bank (format enclosed) for an amount of Rs 250 Lakhs for the period stipulated 

in the contract, within 15 days of issuance Purchase Order/ Confirmation of 

award of agreement by HINDUSTAN PETROLEUM CORPORATION LTD., 

failing which, HINDUSTAN PETROLEUM CORPORATION LTD. may forfeit 

the EMD without prejudice to its rights and cancel the award without giving 

further notice. 

ii) Any loss , damages arising out of the contract may be recovered from 

contractor’s running bills of the contract or running/pending bills of any other of 

his contract, BG for safe custody of product and Security deposit with the 

HINDUSTAN PETROLEUM CORPORATION LTD. 

COMMENCEMENT OF JOB : 

Successful vendor should complete all facilities required for operation of warehouse 

within 45 days from the date of LOI/ Purchase Order. Bidder will be entrusted with the 

work only after all the formalities, viz. Signing of Agreement and submission of Security 

Deposit etc. are completed. 

HINDUSTAN PETROLEUM CORPORATION LTD. does not guarantee any definite 

minimum volume of business. Indicative Volumes basis last year sales have been 

considered for the purpose of this tender. 

CONTRACT PERIOD & FIRM RATES 

The contract shall be initially for a period of two years effective date of placement of 

Purchase Order/ entering in to an agreement with an option for extension for a further 

period of two years at the sole discretion of HINDUSTAN PETROLEUM 

CORPORATION LTD. on the same terms and conditions. The rates shall be firm for 

entire contractual period of four years. 


PAYMENT TERMS: 

The monthly payment to the Handling Contractor shall be made within 15 days of receipt 

of the bill supported with all the required documents and duly certified by the concerned 

site in-charge, at our Delhi DSRO. 

TAXES/DUTIES/GOVT.LECIES OR SERVICE TAX: 

The rates quoted and indicated in the “Priced Bid” for Ware house handling contract 

should be exclusive of the taxes, duties and service tax if any on the handling charges 

quoted by the party. The taxes, duties and service tax if any should be clearly 

indicated in the “Un-Priced” bid. In case if any bidder indicate about the taxes, duties 

and service tax in the “ Priced Bid “ but do not mention in the “Un-Priced Bid” the same 

will not be taken in to consideration. In case if any bidder indicate this aspect in both the 

places i.e in “Un-Priced Bid” and in “Priced Bid” also and any discrepancy is observed in 

both, the quantum mentioned in the “ Un-Priced Bid” shall be considered for evaluation. 

DISCREPANCIES IN RATES QUOTED 

If some discrepancies are found between the quoted rates by bidders given in words and 

figures of the amount in the tender, the following procedure shall be applied: 

b. When there is a difference between the rates in figures and words, the rate 

which corresponds to the amount worked out by the tenderer shall be 

taken as correct. 

c. When the rate quoted by the tenderer in figures and words tallies but the 

amount is incorrect, the rate quoted by the tenderer shall be taken as 

correct. 

d. When it is not possible to ascertain the correct rate in the manner 

prescribed above the rate as quoted in words shall be adopted. 


Annexure - 6 

SCOPE AND RESPONSIBILITIES OF WAREHOUSE OPERATOR AND HPCL 

1a. The Lube Operator shall provide and operate a Warehouse having a large 

godown (covered and open) admeasuring – minimumum 75000 sq feet. and 

sufficient open space for unloading/ loading of lubes at Warehouse. We intend to 

store 1500 kl in 210 lit drums and 1500 kl smalls in covered godown. The 

bidder will have to provide racking system (1+3) for smalls and drums will be 

stored on pallets. Bidder will have to submit lay out plan for storage of 1500 kl 

smalls. The Controlling officer for the Warehouse will be Chief/Senior Regional 

Manager, Delhi DSRO.. 

b. Approximate volume to be handled ex. Gurgaon Warehouse is 36000 KL/MT 

per annum. This is only indicative based on the historical sales & HPCL does 

not guarantee any fixed/minimum volume. 

c. Lube operator will have to lease the warehouse to Hindustan Petroleum Corpn. 

Ltd., for contract period. The lease agreement format is enclosed (Attachment 7) 

2 The Lubes Warehouse operator shall be responsible for following; 

a) To keep the said Warehouse and its surroundings in neat, clean and to the 

satisfaction of HPCL at all times. This includes routine maintenance of the 

building / admin .facilities/ Seasonal preventive maintenance etc. 

. 

b) Providing authorized personnel for supervising/ handling the operations and 

activities in the warehouse which shall include supervisory/clerical/labour 

staff. 

c) The minimum man power to be provided by the Operator shall be as under. 

One full time Manager. 

Two trained clerical staff having adequate computer knowledge 

and capable to operate ERP/JDE system for invoicing/ 

accounting/MIS etc. 

Eight workers/ labours available at all times to carry out 

loading/unloading/stacking etc. 

Seven trained security guards, preferably Ex service men round the 

clock to ensure safety and security of stocks and premises. 

The man power mentioned above is minimum which shall be made available 

in Warehouse at all times. However, operator will have to provide additional 

man power as and when required to ensure speedy and efficient operations in 

the Warehouse safety of the stocks/ security of the premises. 

Warehouse operator shall provide the following equipments. 

Telephone - 2 nos , having STD facility 

Desktop computer - 2 nos having minimum Pentium 4 

configuration and 17” colour monitor, adequate hardwares 

capacities as per HPCL requirement to operate JDE system. 


Printers - 2 nos, (one dot matrix printer 132 column, one no desk 

jet color printer. 

UPS - 2 no having minimum 500 VA capacity. 

Air conditioner of 2 Ton capacity. 

Required no of office tables, chairs, steel cup boards, slotted 

angle racks to store office records, stationery etc. 

Fork lift – 2 nos of required capacity. 

Required 800 no of pallets to store/ load the catons.. 

All required accessories/tools/ consumables for efficient 

operation of facilities. 

e) Unloading of packed lubricants/ products normally received thru road 

transport from our blending plants/ re packers/ terminals, checking quality 

and correctness with dispatch documents (TOA), stocking them properly 

in the ware house as per laid down norms of the corporation. Product shall 

be stacked in clearly demarcated areas in FIFO (first in first out) format in 

the godown for easy dispatches. 

Completing required transaction in JDE system to up date 

inventory. 

Establish shortages in the barrels/cartons received and 

recording shortages/ non receipt of packages etc. as per HPCL 

laid down procedure. Endorsing such shortages on the 

transporter challan and keeping a record of the same in a 

register which shall be counter signed by HPCL officer in 

charge. 

Loading of lube oil cartons in to trucks & unloading same 

at destination to various depots and customers/dealers as 

per HPCL direction on FIFO (first in first out) basis. 

Preparing bills/invoices in JDE system for supplies to 

various dealers. Stock transfer advices (TOA) for 

shipments to HPCL depots. Under no circumstances, 

deliveries can be made to any customer or depot without 

proper JDE documents. 

. 

Collecting payments from dealers and depositing the same 

in HPCL nominated bank immediately as per HPCL 

approved terms and conditions. Failure in doing so shall 

prompt HPCL to charge an interest @ 18% per annum for 

delayed period till the instrument is deposited in the bank. 

Any discounts/ credit to dealers given by operator shall be 

based on written authorization from Chief/ Sr Regional 

Manager, Gurgaon RRO. In case it is found that operator 

has extended unauthorized credits/ discounts or 

unauthorized shipments of products out of warehouse 

without payment, the value of such discounts/ credit/ cost 

of product shall be recovered @ 150% of the value of 

such discounts/ credit/ cost of product from Warehouse 

operator. 


. 

f) Carry out all necessary liasoning work with statutory authorities like 

Central excise, Sales tax, Labour commissioner, Weights and 

measures, Nagar nigam/Gram panchayat, Industry dept, Factories 

Deptt. and all other Govt. departments on behalf of HPCL. However 

any statutory fees payable to such authorities to obtain necessary 

license/ permit shall be paid by HPCL against actual receipts. It will be 

responsibility of Warehouse operator to arrange/ obtain all required 

licenses/ permits necessary to operate Warehouse. 

g) INVENTORY/ STOCK RECONCILATION/LEAKAGES 

Warehouse operator will carry out frequent inventory 

checks after receipt of products and deliveries to 

customers to ensure that physical stocks are in line with 

book stock as per JDE system. 

Monthly cycle count will be carried out on first day of 

every month before commencing receipt and deliveries. 

Any variation to be reconciled and reported to officer in 

charge of HPCL. 

Operator shall be fully responsible for safety/ 

security of stocks including leakages etc. during 

warehousing, .HPCL shall not entertain any claim 

on account of leakages during storage/handling of 

barrels/ cartons except shortages booked /reported 

at the time of receipt of product as per laid down 

procedure of the company. Decision of HPCL shall 

be final & binding in all cases of shortages. 

Operator is fully responsible for safe 

keeping/handling of the products after receipt in the 

warehouse. Any loss or damage for any reason like 

pilferage, shortage, theft, accident, contamination etc. 

found during warehousing after receipt of product, 

would be debited to the Operator at amount 

equivalent to prevailing MRP & recovered from 

monthly bills of operator. In the event of claim 

amount exceeding monthly bill in any month, 

Operator shall forthwith pay the same within 7 days 

of receiving a demand from HPCL. 

In the event of claim under Insurance policy by 

HPCL, the Operator shall provide all necessary 

assistance to HPCL in regard to liasoning with the 

Insurance Company for filing of the claim & 

completing all the formalities. 

Other Responsibilities: 

A) Carrying out sample checks of lubricants at the time of receipt etc. as per 

HPCL Guidelines/procedure. 


B) Allowing officials of HPCL free/unhindered access in the godown / records 

for carrying out inspections at all times. 

C) Preparing all documents and reports during receipt, storage & dispatch of 

products like Bills/invoices, bank deposit slips, inventory/sales reports etc. 

etc. as per HPCL instructions from time to time. The Reports would be 

submitted to HPCL in both hard and soft copies, as per requirement. 

D) Bulking of leaky products whenever necessary, in empty barrels so that 

further loss can be avoided. 

. 

E) Day to day Liasoning with the supply locations/depots/Controlling Regional 

Office for Lubes receipt/dispatches and connected activities. Operator would 

be required to generate necessary MIS to be provided to Officer In-charge / 

Regional office on Sales/ Stocks / Accounts / Inventories etc for effective 

control & operations of the location. 

F) Operator to ensure all safety norms, as per HPCL Depot Operating Manual, 

without exception. 

G) Operator will carryout monthly stock check activities along with HPCL 

official on the first working day of each month along with postings in JDE 

system as per laid down procedure. Besides, HPCL official is authorized to 

carry out surprise checks of the stocks at any time. 

H) The Operator shall provide and maintain adequate no of fire extinguishers, as 

per HPCL laid down safety norms at all times. The Operator shall also provide 

personal protective equipment such as hand gloves / safety shoes,safety 

helmets etc to his employees. The operator to ensure that his employees use 

Personal Protective Equipments (PPE) during the loading / unloading / 

stacking and all other handling activities. 

I) The Operator shall strictly follow First in First Out system while making 

supplies. 

. 

Each grade/pack/type of product to be stored/ stacked separately in 

line with HPCL’s guidelines & established warehousing norms. 

It should be the endeavor of the Operator to handle maximum 

number of incoming trucks on daily basis so as to increase 

warehouse throughput. In case, trucks are detained beyond 15 

hours from the reporting time by the Operator for any reason or 

due to inability of Operator to unload the product, HPCL shall 

recover detention charges payable to the transporter, if any, from 

the operator. 

The Operator shall maintain all documents/records in good 

condition by binding them on monthly basis at his cost. 

Operator shall, after receipt of LOI, furnish HPCL a security 

deposit by way of bank guarantee issued by a scheduled bank 

approved by HPCL for Rs.250 Lakhs (Rs.Two hundred and Fifty 

Lakhs only) as per HPCL format, valid for the period of the 

contract and an additional six months (validity of BG will be 

contract period plus Six months). 


HPCL SCOPE 

To provide wooden pallets for proper stacking of packages in the 

warehouse. 

Operator to provide uniform to his authorized staff with Photo I 

card duly signed by CRM/ SRM, Delhi DSRO, Delhi. Staff 

not authorized / without uniform shall not be allowed inside the 

premises of the Depot. 

HPCL shall make following monthly payments to the 

Operator- 

a. An amount as agreed during the negotiation / award of contract 

for provision of Warehouse, equipments and other facilities. 

b. An amount as agreed during the negotiation / award of contract 

(Rs. Per KL/MT) for the volume dispatched from Warehouse 

every month by way of Sales (invoiced) and Stock Transfer 

volumes(TOA’s) to other HPCL depots/ dealers/ industrial 

customers within the state and outside state. 

These rates would be all inclusive covering all duties / 

responsibilities of Operator as detailed in the tender 

Document. Inward movement of product from our Lube 

Plants/Terminals/Depots to Gurgaon Warehouse will not be 

considered as Stock Transfer Volume & shall not be 

considered for payment. Only dispatches ex. Warehouse either 

by Sales or Stock Transfers to other depots/ dealers shall be 

considered for payment. Net volume/ weight of product as 

billed will be considered for payment. 

Payment will be made in Two parts i.e. Fixed charge for 

provision of Warehouse, equipments and other facilities and on 

Thruput basis. 

Agreed/ negotiated Fixed charges shall include all charges Rs/ 

month towards rental of warehouse, equipments and other 

facilities. 

Thruput charges will be given on Rs Per KL/MT on the basis 

of thruput per month. 

c. Payment would be made against bills to be raised by the 

Operator on monthly basis after deducting for any stock loss 

and any other claims of HPCL. Operator shall submit the 

monthly stock statement duly certified by HPCL official 

together with bill before 7 th of every month for the previous 

month. Monthly payment shall be paid by HPCL within fifteen 

days from the date of receipt of bill after due verification. 

d. Applicable Tax like TDS etc would be deducted from the 

vendor from such monthly payment. 


ATTACHMENT - 7 

AGREEMENT FOR PROVIDING WAREHOUSE AND ITS HANDLING 

(Cotracor premises) 

This AGREEMENT made this _______ day of ____ in the year 2007 between Hindustan 

Petroleum Corporation Limited, a company incorporated under Companies Act 1956 and 

having its Registered Office at 17, Jamshedji Tata Road, Mumbai - 400 020 and having a 

place of business amongst others places at (provide controlling Regional Office address) 

__________________________________ duly represented by Ch. Regional Manager 

hereinafter referred as the “Company"/”Corporation” (which expression shall unless 

excluded by or repugnant to the subject or context be deemed to include its successors 

and permitted assigns) of the one part and Mr. ___________ under the name and style of 

M/s ______________hereinafter referred to as "The Contractor" (which term of 

expression shall unless excluded by or repugnant to the subject or context be deemed to 

include his heirs, executors, administrators and representatives or successors or the 

partners of the said firm for the time being and the survivors of them or its successors and 

permitted assigns) of the other part. 

Whereas HINDUSTAN PETROLEUM CORPORATION LTD. had floated public tender 

for EOI from interested parties having required size of covered “Godown /Warehouse at 

Gurgaon " herein after referred to as “Warehouse” for the purpose of storing, handling 

and distributing lubricating oils and greases hereinafter referred to as "Petroleum 

Products". In order to facilitate delivery of the Petroleum Products of the Company to 

the Company's Upcountry Depots / resellers / distributors / customers from the said 

Warehouse, the Company decided to appoint a Contractor. After short listing suitable 

parties having required warehouses, a limited tender was floated among short listed 

candidates by the company. And whereas in response to the public tender/limited tender 

in that behalf, the Contractor has applied for such appointment and the Company has 

agreed to appoint the Contractor for the purpose aforesaid on the terms and conditions 

hereinafter specified. 

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS: 

1) That the Company hereby appoints the Contractor and the Contractor hereby accepts 

the appointment as the ‘Contractor’ for the said Warehouse at 

____________________ for delivery and distribution of Company's Petroleum 

Products, mentioned in the Second Schedule hereunder written, to The Company's 

depots / dealers / resellers / distributors / customers only within the area specified in 

the Third Schedule hereunder written. 

2) This agreement shall commence from the ___ day of ____ 2008 and shall continue 

for a period of three years (unless determined by as hereinafter provided). The 

Agreement may on satisfactory performance by the Contractor be renewed by the 

Company from time to time, for such a period and on such terms and conditions at the 

entire discretion of the Company. 

a) The Company reserves the right to terminate the contract without assigning 

any reason thereof by issuing three months notice in writing to the 

Contractor. 


3) The Company shall make supplies of Petroleum Products to the said Warehouse from 

the dispatching points of the Company at proposed W/House facility. The Company's 

measurement of Petroleum Products at the dispatching point shall be accepted as 

conclusive evidence of the qualities and quantities of product delivered to the 

Contractor. 

4) The Contractor shall confine himself to delivering the Company's Petroleum Products 

to the Company’s depots / dealers / resellers / distributors / customers only within the 

area allotted to the Contractor. A list of such depots / dealers / resellers / distributors / 

customers, will be supplied by the Company to the Contractor from time to time and 

the delivery of Petroleum Products by the Contractor shall be strictly limited to the 

said depots / dealers / resellers / distributors / customers. The Contractor shall have 

no right to deliver any of the said petroleum products to any persons other than the 

said depots / dealers / resellers / distributors / customers as advised by the Company. 

5) The Contractor shall confine himself to delivering the Company's Petroleum Products 

to the Company's depots / dealers / resellers / distributors / customers shall be in the 

name of the Company and on behalf of the Company and in invoicing / 

documentation to the depots / dealers / resellers / distributors / customers the 

Contractor shall use the name of the Company. 

6) The deliveries will normally be against bank drafts in favour of the Company or if the 

Company so approves by crossed cheques drawn in favour of the Company provided 

that the Contractor will allow such credit to any of the said dealers / resellers / 

distributors / customers as the Company may from time to time authorise him in 

writing. However, in case of intra company transfers from the “Warehouse" to IRDs 

(Depots), the same will be on stock transfer basis. 

7) Except for delivery of the Company's product to the Company's depots / dealers / 

resellers / distributors / customers in terms of this agreement, the Contractor shall 

have no right or authority to incur any obligation or liabilities or enter into any 

contract or transact any business what so ever or act in the name and on behalf of the 

Company. 

8) The Contractor shall not during the period of this agreement deal directly or indirectly 

or be concerned in any way with the purchase / distribution or sale of similar 

products of any other Company or use the Warehouse for any purpose other than that 

of carrying on the distribution work of the products of the Company as herein 

provided excepting with the previous consent of The Company in writing. 

9) For the purpose of storing, handling and delivering to the Company's depots / dealers 

/ resellers / distributors / customers, the Petroleum Products of the Company, the 

following provisions shall apply. 

a) The Company may enter upon the said premises at any time for inspection / 

verification of Petroleum Products. 

b) The Company may appoint a Guardian Officer to oversee and supervise day to 

day operations of the “Warehouse" at its sole discretion. 


c) The Contractor shall keep the said Warehouse and its surroundings in a clean and 

satisfactory condition. The Contractor shall not interfere with or attempt to adjust 

the Warehouse, storage facility or any part thereof but The Contractor shall be 

responsible for notifying The Company immediately of the necessity of any repair 

or adjustments and thereby ensuring that the said Warehouse and Storage 

facilities are in proper working order. 

d) All repairs to the Warehouse and the storage facilities shall be done by the 

contractor at his own cost. 

e) The Contractor shall not add to or alter the Warehouse and storage facilities or 

remove any part thereof in any manner whatsoever except with the approval of 

the Company in writing first. If The Contractor commits a breach of this clause, 

the Company shall have the right to demand that the contractor reinstate and 

restore the same to its former condition in all respects and the cost thereof shall 

be paid by the Contractor.. 

10) All Petroleum Products shall be supplied by the Company in the name of the 

Company to the said Warehouse operated by the Contractor and will be received by 

the Contractor on behalf of the Company. All such products will be stored by the 

Contractor in the Warehouse and storage facilities provided and delivered only to the 

depots / dealers / resellers / distributors / customers of the Company. 

11) The Contractor shall, subject to force majeure, be liable to the Company for any loss, 

damage or injury caused to the Company or its products and on demand, pay to the 

Company at its office hereinbefore mentioned, the amount as intimated by the 

Company towards loss, injury or damage, The Contractor on demand shall deliver the 

Petroleum Products to the Company. The contractor shall whenever required, submit 

to the Company an inventory duly signed by him of the aforesaid Petroleum Products 

so entrusted to him. Further, the Contractor shall not be entitled to use the aforesaid 

Petroleum Products for the purpose other than those for which they were supplied. 

12) The Contractor shall be responsible for the due compliance with all the provision of 

the Explosive Act, Shop and Establishment Act, Workmen's Compensation Act and 

all other Central, State or Local Acts which may be applicable from time to time and 

the Contractor shall indemnify the Company against all loss and non-observance of 

any such provisions and / or by reason of his willful default or neglect. The 

Contractor shall take out insurance policy against any liability under the provision of 

Workmen's Compensation Act. 

13) The Contractor shall also maintain all accounts and registers in the name of the 

Company and keep a record of all deliveries and sales in duplicate, one copy whereof 

shall be forwarded by the Contractor to the Company at such intervals as the 

Company may from time to time direct. 

14) The Contractor shall also be bound to maintain documents in the manner desired and 

directed by the Company on forms prescribed by the Company from time to time. 

These documents will be submitted by the Contractor to the Company at such 

intervals as the Company may from time to time direct. Primarily, the documents 


will relate to the stock of the Petroleum Products made available to the Contractor for 

delivery to The Company's depots / dealers / resellers / distributors / customers. 

15) The Company hereby authorises the Contractor to collect Demand Draft / Cheque 

drawn in favour of the Company from the dealers / resellers / distributors / customers 

for and on behalf of the Company towards the price of Petroleum Products delivered 

to the dealers / resellers / distributors / customers of the Company by the Contractor 

on behalf the Company and to grant receipts and discharge for the same. The 

Contractor shall deposit the Demand Draft/Cheque so collected, with the Company’s 

nominated Bank as per Company’s directive. 

16) The Contractor shall ensure that the name of the Company appears on all storage 

facilities in the Warehouse. 

17) There shall be no discrimination by the Contractor in the delivery of the Petroleum 

Products of the Company to the depots / dealers / resellers / distributors / customers. 

There should be no delay or laxity on the part of the Contractor in giving prompt and 

efficient service to the depots / dealers / resellers / distributors / customers. 

18) The Company's measurement at point of dispatch of Petroleum Products shall be 

accepted as conclusive evidence of the qualities and quantities of product delivered and 

the Contractor shall be held accountable for all quality and quantity of the products 

dispatched to the Contractor by the dispatching point of the Company 

19)The Company may in absolute discretion at any time during the currency of the 

agreement require the Contractor to furnish such security for the due performance of the 

obligations of the Contractor under this agreement as the Company may in its absolute 

discretion deem fit. If the Contractor fails to furnish such security within 14 days from 

the date of receipt of the demand for such security, The Contractor shall be deemed to 

have committed a breach of the terms of this agreement and the Company shall thereupon 

have the right to terminate the contract forthwith thereafter. 

20)The Contractor will be required to provide a Bank Guarantee of Rs 50 Lacs towards 

the stocks stored in the warehouse. 

21)This Agreement is terminable by either Party by giving three months notice to the 

other in writing. Notwithstanding anything to the contrary contained in this Agreement, 

the Company shall also be at liberty at its entire discretion to terminate this Agreement 

forthwith upon or at the time after the happening of any of the following events : 

• If the Contractor commits a breach or default of any of the terms and conditions 

of this Agreement. 

• Upon (a) the death or adjudication as insolvent of the Contractor if he be an 

individual; (b) the dissolution of the partnership of the Contractor’s firm or the 

death or adjudication as insolvent of any partner of the firm, if the Contractor be a 

firm; (c) the liquidation, whether voluntary or otherwise or the passing of an 

effective resolution for winding up, if the Contractor be a Company or a Cooperative 

Society. 


• If the Contractor or any partner in the Contractor’s firm shall be involved in any 

criminal offence relating to moral turpitude. 

• If the licence issued by the relevant authorities to the Contractor which has 

bearing on this Agreement, is cancelled or revoked.’ 

• If the Contractor makes any default in immediately depositing with the 

Company’s designated Bank, the Demand Draft/Cheque drawn in the name of the 

Company and collected by him, 

• If the Contractor does not adhere to the instructions issued by the Company from 

time to time in the matter of storage and supply of Petroleum Products at or from 

the Warehouse. 

• If the Contractor deliberately contaminates or tampers with the quality of the 

Petroleum Products at the Warehouse. 

• If the Contractor shall himself or by his staff allows use of the Warehouse for any 

purpose other than what is intended and/or agreed in this Agreement. 

• If the Contractor shall himself or by his staff commits any act which is prejudicial 

to the interest or good name of the Company or the Petroleum Products stored at 

or supplied from the Warehouse. 

22) The Company shall have the right to enter the Warehouse forthwith without any 

hindrance or objection from the Contractor and to take over the petroleum products 

stored in the Warehouse and the Contractor hereby undertakes to allow the Company to 

do so without any opposition or disturbance. Such taking over shall be without 

prejudice to the Company's right to recover from the Contractor all the amounts which 

may then be due and owed by the Contractor to the Company in terms of the 

Agreement. 

23) The Contractor shall at all times indemnify the Company from and against all 

losses, damages, claims, suits and otherwise arising from and in connection with 

injury to persons or property short deliveries or otherwise howsoever in connection 

with matters covered by the Agreement provided such loss or damage is not caused 

due to the negligence of The Company's employees. 

24 )The rights granted under this agreement are not transferable and the Contractor 

shall not under any circumstances sell, dispose off, or assign or delegate or part 

with the possession of Warehouse or storage facilities. The Contractor shall keep all 

the information that may be obtained or gained access to during the period of this 

Agreement, fully confidential. No confidential information shall be provided by the 

Contractor to any third party without the prior written consent of the Company. 

25) The Company by its officers, representatives and employees shall have at all 

times in any circumstances free and unrestricted access to the said Warehouse and 

storage facilities and all other properties 

26) Any notice, request, correspondence or statement to be given under this 

Agreement shall be in writing and shall be deemed to have been duly and properly 

served upon the Parties hereto if delivered against acknowledgement or by Registered 

mail with acknowledgement due, addressed to the Parties herein at the following 

addresses or changed addresses, duly notified by the Parties. Any notice transmitted 

by fax or other form of recorded communication shall be deemed to have been given 


and received on the first business day after its transmission: 

27)ARBITRATION : 

All disputes and differences of whatsoever nature, whether existing or which shall at 

any time arise between the parties hereto touching or concerning the agreement, 

meaning, operation or effect thereof or to the rights and liabilities of the parties or 

arising out of or in relation thereto whether during or after completion of the contract 

or whether before after determination, foreclosure, termination or breach of the 

agreement (other than those in respect of which the decision of any person is, by the 

contract, expressed to be final and binding) shall, after written notice by either party 

to the agreement to the other of them and to the Appointing Authority hereinafter 

mentioned, be referred for adjudication to the Sole Arbitrator to be appointed as 

hereinafter provided. 

The appointing authority shall either himself act as the Sole Arbitrator or nominate 

some officer/retired officer of Hindustan Petroleum Corporation Limited (referred to 

as owner or HPCL) or a retired officer of any other Government Company in the Oil 

Sector of the rank of Ch. Manager & above or any retired officer of the Central 

Government not below the rank of a Director, to act as the Sole Arbitrator to 

adjudicate the disputes and differences between the parties. The contractor/vendor 

shall not be entitled to raise any objection to the appointment of such person as the 

Sole Arbitrator on the ground that the said person is/was an officer and/or shareholder 

of the owner, another Govt. Company or the Central Government or that he/she has to 

deal or had dealt with the matter to which the contract relates or that in the course of 

his/her duties, he/she has/had expressed views on all or any of the matters in dispute 

or difference. 

In the event of the Arbitrator to whom the matter is referred to, does not accept the 

appointment, or is unable or unwilling to act or resigns or vacates his office for any 

reasons whatsoever, the Appointing Authority aforesaid, shall nominate another 

person as aforesaid, to act as the Sole Arbitrator. 

Such another person nominated as the Sole Arbitrator shall be entitled to proceed 

with the arbitration from the stage at which it was left by his predecessor. It is 

expressly agreed between the parties that no person other than the Appointing 

Authority or a person nominated by the Appointing Authority as aforesaid, shall act 

as an Arbitrator. The failure on the part of the Appointing Authority to make an 

appointment on time shall only give rise to a right to a Contractor to get such an 

appointment made and not to have any other person appointed as the Sole Arbitrator. 

The Award of the Sole Arbitrator shall be final and binding on the parties to the 

Agreement. 

The work under the Contract shall, however, continue during the Arbitration 

proceedings and no payment due or payable to the concerned party shall be withheld 

(except to the extent disputed) on account of initiation, commencement or pendency 

of such proceedings. 


The Arbitrator may give a composite or separate Award(s) in respect of each dispute 

or difference referred to him and may also make interim award(s) if necessary. 

The fees of the Arbitrator and expenses of arbitration, if any, shall be borne equally 

by the parties unless the Sole Arbitrator otherwise directs in his award with reasons. 

The lumpsum fees of the Arbitrator shall be Rs. 40,000/- per case for transportation 

contracts and Rs. 60,000/- for engineering contracts and if the sole Arbitrator 

completes the arbitration including his award within 5 months of accepting his 

appointment, he shall be paid Rs. 10,000/- additionally as bonus. Reasonable actual 

expenses for stenographer, etc. will be reimbursed. Fees shall be paid stagewise i.e. 

25% on acceptance, 25% on completion of pleadings/documentation, 25% on 

completion of arguments and balance on receipt of award by the parties. 

Subject to the aforesaid, the provisions of the Arbitration and Conciliation Act, 1996 

or any statutory modification or re-enactment thereof and the rules made thereunder, 

shall apply to the Arbitration proceedings under this Clause. 

The Contract shall be governed by and constructed according to the laws in force in 

India. The parties hereby submit to the exclusive jurisdiction of the Courts situated at 

Mumbai for all purposes. The Arbitration shall be held at Mumbai and conducted in 

English language. 

The Appointing Authority is the Director - Marketing of Hindustan Petroleum 

Corporation Limited. 

IN WITNESS WHEREOF the Parties hereto through their authorized 

representatives have executed this Agreement on the day and year first above written. 

FOR AND ON BEHALF OF FOR AND ON BEHALF 

OF theContractor Hindustan Petroleum Corpn Ltd. 

By its Constituted Attorney 

In the presence of : In the presence of 

First Schedule 

SCHEDULES 

Details of 'The Warehouse’ 

Land admeasuring _________________at (complete address) 

______________________________________________ alongwith Covered godown 

with all facilities and having ______ sqft. carpet area along with office space of 

_______ sqft., therein, entire area bounded by compound wall of 10 feet hight. 

• Layout drawing of the premises (drawing No. ______) 


• List of the facilities : 

DECLARATION - I 

Tender No. : -HD-14001 

ATTACHMENT 8.a 


Lubes – at Gurgaon 

I/We _________________________ hereby declare/clarify that we have not been banned 

or delisted by any Government or quasi Government Agencies or Public Sector 

Undertakings 

Stamp & Signature of the bidder 

Note : If a bidder has been banned by any Government or Quasi Government Agencies or 

PSUs, this fact must be clearly stated with details. If this declaration is not given alsong 

with the UNPRICED Bid,the tender will be rejected as non-responsive. 


DECLARATION II 


ATTACHMENT 8.b 



I/ We hereby confirm the following: 

Being the company registered with NSIC 

confirm herewith that we have received 

business for the subject material in competition 

with the large scale units during the preceding 

12 months without consideration of Price 

Preference. 

Details of such purchase orders received 

without considering Price Preference 

YES NO 


ATTACHMENT 9 

To, 


Sub : Purchase of Bidding Documents 

Ref. Tender no. -HD-14001 

HPCL and the Bidder agree that the Notice Inviting Tender (NIT) is an offer made on the 

condition that the bidder will sign the Integrity Pact and the Bid would be kept open in its 

original form without variation or modification for a period of (state the number of days 

from the last date for the receipt of tenders stated in the NIT) ………. days and the 

making of the bid shall be regarded as an unconditional and absolute acceptance of this 

condition of the NIT. 

We confirm acceptance and compliance with the Integrity Pact in letter and spirit. We 

further agree that the contract consisting of the above conditions of NIT as the offer nd 

the submission of Bid as the Acceptance shall be separate and distinct from the contract 

which will come into existence when bid is finally accepted by HPCL. 

The consideration for this separate initial contract preceding the main contract is that 

HPCL is not agreeable to sell the NIT to the Bidder and to consider the bid to be made 

except on the condition that the bid shall be kept open for ……… days after the last date 

fixed for the receipt of the bids and the Bidder desires to make a bid on this condition and 

after entering into this separate initial contract with HPCL. 

HPCL promises to consider the bid on this condition and the Bidder agrees to keep the 

bid open for the required period. These reciprocal promises form the consideration for 

this separate initial contract between the parties. 

If Bidder fails to honour the above terms and conditions , HPCLshall have unqualified, 

absolute and unfettered right to encash / forfeit the bid security submitted in this behalf. 

Yours faithfully, Yours faithfully 

(BIDDER) (PURCHASER) 


(One copy of this agreement duly signed must be returned alongwith offer). 

INTEGRITY PACT 

Between 

Hindustan Petroleum Corporation Limited (HPCL) hereinafter referred to as “The 

Principal”, 

and 

………………………………………………………. hereinafter referred to as “The 

Bidder/Contractor” 

Preamble 

The Principal intends to award, under laid down organization procedures, contract/s for 

………………………………………… The Principle values full compliance with all 

relevant laws and regulations, and the principles of economic use of resources, and of 

fairness and transparency in its relations with its Bidders/s and Contractor/s. 

In order to achieve these goals, the Principal cooperates with the renowned international 

Non-Governmental Organisation “Transparency International” (TI). Following TI’s 

national and international experience, the Principal will appoint an external independent 

Monitor who will monitor the tender process and the execution of the contract for 

compliance with the principles mentioned above. 

Section 1 – Commitments of the Principal 

(1) The Principal commits itself to take all measures necessary to prevent 

corruption and to observe the following principles: 

1. No employee of the Principal, personally or through family members, will in 

connection with the tender for, or the execution of a contract, demand, take a promise for 

or accept, for him/herself or third person, any material or immaterial benefit which he/she 

is not legally entitled to. 

2. The principal will, during the tender process treat all Bidders with equity and reason. 

The Principal will in particular, before and during the tender process, provide to all 

Bidders the same information and will not provide to any Bidder confidential / additional 

information through which the Bidder could obtain an advantage in relation to the tender 

process or the contract execution. 

3. The principal will exclude from the process all known prejudiced persons. 

(2) If the Principal obtains information on the conduct of any of its employees which is a 

criminal offence under the relevant Anti-Corruption Laws of India, or if there be a 

substantive suspicion in this regard, the Principal will inform its Vigilance Office and in 

addition can initiate disciplinary actions. 


Section 2 – Commitments of the Bidder / Contractor 

(1) The Bidder / Contractor commits itself to take all measures necessary to prevent 

corruption. He commits himself to observe the following principles during his 

participation in the tender process and during the contract execution. 

1. The Bidder / Contractor will not, directly or through any other person or firm, offer, 

promise or give to any of the Principal’s employees involved in the tender process or the 

execution of the contract or to any third person any material or immaterial benefit which 

he/she is not legally entitled to, in order to obtain in exchange any advantage of any kind 

whatsoever during the tender process or during the execution of the contract. 

2. The Bidder / Contractor will not enter with other Bidders into any undisclosed 

agreement or understanding, whether formal or informal. This applies in particular to 

prices, specifications, certifications, subsidiary contracts, submission or non-submission 

of bids or any other actions to restrict competitiveness or to introduce cartelisation in the 

bidding process. 

3. The Bidder / Contractor will not commit any offence under the relevant Anticorruption 

Laws of India; further the Bidder / Contractor will not use improperly, for 

purposes of competition or personal gain, or pass on to others, any information or 

document provided by the Principal as part of the business relationship, regarding plans, 

technical proposals and business details, including information contained or transmitted 

electronically. 

4. The Bidder / Contractor will, when presenting his bid, disclose any and all payment he 

has made, is committed to or intends to make to agents, brokers or any other 

intermediaries in connection with the award of the contract. 

(2) The Bidder / Contractor will not instigate third persons to commit offences 

outlined above or be an accessory to such offences. 

Section 3-Disqualification from tender process and exclusion from future contracts 

If the Bidder, before contract award has committed a transgression through a violation of 

Section 2 or in any other form such as to put his reliability or credibility as Bidder into 

question, the Principal is entitled to disqualify the Bidder from the tender process or to 

terminate the contract, if already signed, for such reason. 

(1) If the Bidder/Contractor has committed a transgression through a violation of Section 

2 such as to put his reliability or credibility into question, the Principal is entitled also to 

exclude the Bidder / Contractor from future contract award processes. The imposition and 

duration of the exclusion will be determined by the severity of the transgression. The 

severity will be determined by the circumstances of the case, in particular the number of 

transgressions, the position of the transgressors within the company hierarchy of the 

Bidder and the amount of the damage. The exclusion will be imposed for a minimum of 6 

months and maximum of 3 years. 

(2) A transgression is considered to have occurred if the Principal after due consideration 

of the available evidence, concludes that no reasonables doubt is 

possible. 


(3) The Bidder accepts and undertakes to respect and uphold the Principal’s absolute 

right to resort to and impose such exclusion and further accepts and undertakes not to 

challenge or question such exclusion on any ground, including the lack of any hearing 

before the decision to resort to such exclusion is taken. This undertaking is given freely 

and after obtaining independent legal advice. 

(4) If the Bidder / Contractor can prove that he has restored / recouped the 

damage caused by him and has installed a suitable corruption prevention system, the 

Principal may revoke the exclusion prematurely. 

Section 4 – Compensation for Damages 

(1) If the Principal has disqualified the Bidder from the tender process prior to the award 

according to Section 3, the Principal is entitled to demand and recover from the Bidder 

liquidated damages equivalent to Earnest Money Deposit/Bid Security. 

(2) If the Principal has terminated the contract according to Section 3, or if the 

Principle is entitled to terminate the contract according to Section 3, the Principal shall be 

entitled to demand and recover from the Contractor liquidated damages equivalent to 

Security Deposit / Performance Bank Guarantee. 

(3) The bidder agrees and undertakes to pay the said amounts without protest or demur 

subject only to condition that if the Bidder / Contractor can prove and establish that the 

exclusion of the Bidder from the tender process or the termination of the contract after 

the contract award has caused no damage or less damage than the amount of the 

liquidated damages, the Bidder / Contractor shall compensate the Principal only to the 

extent of the damage in the amount proved. 

Section 5 – Previous Transgression 

(1) The Bidder declares that no previous transgression occurred in the last 3 years with 

any other Company in any country conforming to the TI approach or with any other 

Public Sector Enterprise in India that could justify his exclusion from the tender process. 

(2) If the Bidder makes incorrect statement on this subject, he can be disqualified from 

the tender process or the contract, if already awarded, can be terminated for such reason. 

Section 6 – Equal treatment of all Bidders / Contractors / Subcontractors 

(1) The Bidder / Contractor undertakes to demand from all subcontractors a 

commitment in conformity with this Integrity Pact, and to submit it to the Principal 

before contract signing. 

(2) The Principal will enter into agreements with identical conditions as this one with all 

Bidders, Contractors and Subcontractors. 

(3) The Principal will disqualify from the tender process all bidders who do not sign this 

Pact or violate its provisions. 


Section 7 – Criminal charges against violating Bidders/Contractors/Subcontractors 

If the Principal obtains knowledge of conduct of a Bidder, Contractor or Subcontractor, 

or of an employee or a representative or an associate of a Bidder, Contractor or 

Subcontractor which constitutes corruption, or if the Principal has substantive suspicion 

in this regard, the Principal will inform the Vigilance Office. 

Section 8 – External Independent Monitor / Monitors (three in number depending 

on the size of the contract) (to be decided by the Chairperson of the Principal) 

(1) The Principal appoints competent and credible external independent Monitor for this 

Pact. The task of the Monitor is to review independently and objectively, whether and to 

what extent the parties comply with the obligations under this agreement. 

(2) The Monitor is not subject to instructions by the representatives of the parties and 

performs his functions neutrally and independently. He reports to the Chairperson of the 

Board of the Principal. 

(3) The Contractors accepts that the Monitor has the right to access without restriction to 

all Project documentation of the Principal including that provided 

by the Contractor. The Contractor will also grant the Monitor, upon his request and 

demonstration of a valid interest, unrestricted and unconditional access to this project 

documentation. The same is applicable to Subcontractors. The Monitor is under 

contractual obligation to treat the information and documents of the Bidder / Contractor / 

Subcontractor with confidentiality. 

(4) The Principal will provide to the Monitor sufficient information about all meetings 

among the parties related to the Project provided such meetings could have an impact on 

the contractual relations between the Principal and the Contractor. The parties offer to the 

Monitor the option to participate in such meetings. 

(5) As soon as the Monitor notices, or believes to notice, a violation of this agreement, he 

will so inform the Management of the Principal and request the Management to 

discontinue or heal the violation, or to take other relevant action. The Monitor can in this 

regard submit non-binding recommendation. Beyond this, the Monitor has no right to 

demand from the parties that they act in a specific manner, refrain from action or tolerate 

action. However, the Independent External Monitor shall give an opportunity to the 

bidder / contractor to present its case before making its recommendations to the Principal. 

(6) The Monitor will submit a written report to the Chairperson of the Board of the 

Principal within 8 to 10 weeks from the date of reference or intimation to him by the 

‘Principal’ and, should the occasion arise, submit proposals for correcting problematic 

situations. 

(7) Monitor shall be entitled to compensation on the same terms as being extended to / 

provided to Outside Expert Committee members / Chairman as prevailing with Principal. 


(8) If the Monitor has reported to the Chairperson of the Board a substantiated suspicion 

of an offence under relevant Anti-Corruption Laws of India, and the Chairperson has not, 

within reasonable time, taken visible action to proceed against such offence or reported it 

to the Vigilance Office, the Monitor may also transmit this information directly to the 

Central Vigilance Commissioner, Government of India. 

(9) The word ‘Monitor’ would include both singular and plural. 

Section 9 – Pact Duration 

This Pact begins when both parties have legally signed it. It expires for the Contractor 12 

months after the last payment under the respective contract, and for all other Bidders 6 

months after the contract has been awarded. If any claim is made / lodged during this 

time, the same shall be binding and continue 

to be valid despite the lapse of this pact as specified above, unless it is discharged / 

determined by Chairperson of the Principal. 

Section 10 – Other provisions 

(1) This agreement is subject to Indian Law. Place of performance and jurisdiction is the 

Registered Office of the Principal, i.e. Mumbai. The Arbitration clause provided in the 

main tender document / contract shall not be applicable for any issue / dispute arising 

under Integrity Pact. 

(2) Changes and supplements as well as termination notices need to be made in 

writing. Side agreements have not been made. 

(3) If the Contractor is a partnership or a consortium, this agreement must be 

signed by all partners or consortium members. 

(4) Should one or several provisions of this agreement turn out to be invalid, the 

remainder of this agreement remains valid. In this case, the parties will strive to come to 

an agreement to their original intentions. 

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

For the Principal For the Bidder/Contractor 

Place……………………………. Witness 1: …………………… 

Date……………………………… Witness 2: ………………….. 



UNPRICED BID 

(PLEASE DONOT QUOTE ON THIS SHEET) 



ATTACHMENT – 10 

Contract Period : 2 years from the date of LOI/PO & Extendable for another two 

years at HPCL discretion. 

I/ We hereby confirm the following: 

PART A: WAREHOUSE HANDLING CHARGES IN RUPEES PER MONTH 

BASIS (LUMP SUM) 

Slab 

a) 0 – 1000 KL/MT 

b) 1001 KL – 2000 

KL/MT 

c) 2001 KL – Above 

KL/MT 

Quantity per month – 

KL/MT 

1000 

1000 

500 

Rate in Rs. Per KL/MT 

per month 

(Fig.) 

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

---- 

(Word) 

(Fig.) 

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

---- 

(Word) 

(Fig.) 

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

---- 

(Word) 

PART B – FIXED CHARGES TOWARDS RENTAL AND PROVISION OF 

EQUIPMENT AND FACILITIES. 


MONTHLY CHARGES RS ------------------------------------ IN FIG. 

( RS -----------------------------------) IN WORDS 

THE VENDOR SHOULD OFFER FOR FULL QUANTITIES. 

THE ABOVE RATE SHOULD BE FIRM FOR 4 YEARS. 

PLEASE DO NOT QUOTE IN THIS SHEET. 

SIGNATURE & SEAL OF THE 

TENDERER 

SIGNATURE & SEAL OF THE TENDERER 


PRICED BID 

Tender No. :…… HD-14001 

Annexure -11 




Extendable for another two years at HPCL discretion. 

PART A: WAREHOUSE HANDLING CHARGES IN RUPEES PER MONTH 

BASIS (LUMP SUM) 

Slab 

a) 0 – 1000 KL/MT 

b) 1001 KL – 2000 

KL/MT 

c) 2001 KL – Above 

KL/MT 

Quantity per month – 

KL/MT 

1000 

1000 

500 

Rate in Rs. Per KL/MT per 

month 

(Fig.) 

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

-(Word) 

(Fig.) 

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

-(Word) 

(Fig.) 

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

-(Word) 

PART B – FIXED CHARGES TOWARDS RENTAL AND PROVISION OF 

EQUIPMENT AND FACILITIES. 

MONTHLY CHARGES RS ------------------------------------ IN FIG. 

RS----------------------------------- IN WORDS 

SIGNATURE & SEAL OF THE 

TENDERER 

THE VENDOR SHOULD OFFER FOR FULL QUANTITIES. 

THE ABOVE RATE SHOULD BE FIRM FOR 4 YEARS. 


(SPECIMEN) 

BANK GUARANTEE IN LIEU OF EARNEST MONEY DEPOSIT 

(On Non-Judicial stamp paper of Rs. 100/- ) 

TO : Hindustan Petroleum Corporation Limited 

(Address as applicable) 

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, Bombay-20 (hereinafter called 

"The Corporation" which expression shall include its successor in business and assigns) 

issued a tender on M/s. ____________________a partnership firm/sole proprietor 

business/a company registered under the Companies Act, 1956 having its office at 

(hereinafter called "the Tenderer" which expression shall include its executors, 

administrators and assigns) against Tender No. _______________________ dated 

________ (hereinafter called "the tender" which expression shall include any 

amendments / alterations to "the tender" issued by "the Corp- oration") for the supply of 

goods to/execution of services for "the Corporation" and "the Corporation" having 

agreed not to insist upon immediate payment of Earnest Money for the fulfilment of the 

said tender in terms thereof on production of an acceptable Bank Guarantee for an 

amount of Rs. _________ (Rupees ___________ only). 

We, ____________________ Bank having office at ________________(hereinafter 

referred to as "the Bank" which expression shall include its successors and assigns) at 

the request and on behalf of "the Tenderer" hereby agree to pay to the Corporation 

without any demur on first demand an amount not exceeding Rs. _________ (Rupees 

_____________________ only) against any loss or damage, costs, charges and expenses 

caused to or suffered by "the Corporation" by reason of non performance and fulfilment 

or for any breach on the part of "the Tenderer" of any of the terms and conditions of the 

said "tender". 

We, _________________________ Bank further agree that "the Corporation" shall be 

sole Judge whether the said "Tenderer" has failed to perform or fulfill the said "tender" 

in terms thereof or committed breach of any of the terms and conditions of "the order" 

and the extent of loss, damage, cost, charges and expenses suffered or incurred or 

would be suffered or incurred by "the Corporation" on account thereof and we waive in 

favour of "the Corporation" all the rights and defences to which we as guarantors and/or 

"the Tenderer" may be entitled to. 

We, .__________________ Bank further agree that the amount demanded by "the 

Corporation" as such shall be final and binding on "the Bank" as to the Bank's liability 

to pay and the amount demanded and "the Bank" to undertake to pay "the Corporation" 

the amount so demanded on first demand and without any demur notwithstanding any 

dispute raised by "the Tenderer" or any suit or other legal proceedings including 

arbitration pending before any court, tribunal or arbitrator relating thereto, our liability 

under this guarantee being absolute and unconditional. 


We, _____________________ Bank further agree with "the Corporation" that "the 

Corporation" shall have the fullest liberty without our consent and without affecting in 

any manner our obligations hereunder to vary any of the terms and conditions of the said 

"tender" or to extend time of performance by “The Tenderer” from time to time or 

postpone for any time to time any of the powers exercisable by "the Corporation" 

against "the Tenderer" and to forbear to enforce any of the terms and conditions relating 

to "the tender" and we shall not be relieved from our liability by reason of any such 

variation or extension being granted to "the Tenderer" or for any forbearance, act or 

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 have the effect of relieving us. 

Notwithstanding anything hereinbefore contained, our liability under this Guarantee is 

restricted to Rs. ________ (Rupees ____________________only). Our liability under 

this guarantee shall remain in force until expiration of six months from the due date of 

opening of the said "tender". Unless a demand or claim under this guarantee is made on 

us in writing within said period, that is, on or before _____________ all rights of "the 

Corporation" under the said guarantee shall be forfeited and we shall be relieved and 

discharged from all liabilities thereunder. 

We, ______________________ Bank further undertake not to revoke this guarantee 

during its currency except with the previous consent of "the Corporation" in Writing. 

We, ______________________ Bank lastly agree that "the Bank" 's liability under this 

guarantee shall not be affected by any change in the constitution of "the Tenderer". 8. 

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

the documents and/or the Agreement/Contract or MOU entered into between "the 

Tenderer" and "the Bank" in this regard. 

IN WITNESS WHEREOF the Bank has executed this document on 

this _________________ day of ____________ 

For __________________ Bank 

(by its constituted attorney) 

(Signature of a person authorised 

to sign on behalf of "the Bank")

1 Seal & Signature of Tenderer HINDUSTAN PETROLEUM ...

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