ANNEXURE Minutes of Pre-Bid meeting held on ... - Moil Limited

<strong>ANNEXURE</strong>
<strong>Minutes</strong> <strong>of</strong> <strong>Pre</strong>-<strong>Bid</strong> <strong>meeting</strong> <strong>held</strong> on 03.09.2012 in respect <strong>of</strong> the Global tender <strong>of</strong> “Designing,
construction, furnishing & equipping <strong>of</strong> a Vertical Shaft on Turnkey Basis at Balaghat
Mine <strong>of</strong> MOIL Limited”.
Ref.- Our Global Tender Notice No.- EDT/MOIL/BGT/H.S.SHAFT/12-13/199
Dt.- 01.08.2012.
Based on the deliberation and discussions, the following changes / modifications are being
incorporated in the existing Tender document:
1. Clause No. iv <strong>of</strong> Chapter I, and clause No. 2.1-iv Chapter II, should be read as “ Must have
achieved a consistent yearly turnover <strong>of</strong> minimum Rupees seventy five crore or equivalent
to foreign currency as on the last date <strong>of</strong> submission <strong>of</strong> tender, in the last three years.”
2. Clause no. 3.11 <strong>of</strong> Chapter II & Clause no. 2.25.7 <strong>of</strong> Chapter III should be read as “The prices
and/ or rates quoted in INR shall be inclusive <strong>of</strong> all existing taxes, duties like Excise Duty, Sales
Tax, Value added tax, additional tax, entry tax, Service tax, Educational Cess, WCT, fees, levies,
etc. as levied in connection with the Contract work and shall be borne and paid by the
Contractor. All the taxes shall be indicated separately in the Price <strong>Bid</strong> with the taxation rate
considered for bid purpose. Any statutory variations in the above or imposition <strong>of</strong> new taxes,
duties or abolition <strong>of</strong> any tax during execution within contract period shall be reimbursed /
adjusted at actual, against documentary evidence. However, such reimbursement shall not apply
on any intermediate components/items including new materials. For calculating the variations
in taxes, only variation in rate <strong>of</strong> taxes shall be considered taking the base date as last date
<strong>of</strong> submission <strong>of</strong> tender. The base rate and variation in rate <strong>of</strong> taxes will be decided by the
Company. If the taxation rate indicated in the price bid by the successful tenderer is at
variance with the base rate <strong>of</strong> taxes decided by the company, the taxation rate indicated in
the price bid shall not be considered for calculating variations in taxes.”
3. Clause no. 6.0 (c) <strong>of</strong> Chapter II should be read as “To facilitate financial evaluation and
comparison, the Employer will convert all components <strong>of</strong> currencies quoted in the ‘Billing
schedule’ submitted with the Price bid to Indian currency (INR) at the bill selling rate declared
by the State Bank <strong>of</strong> India on the last date <strong>of</strong> submission <strong>of</strong> tender. For imported P&M quoted
in EURO or USD, the equivalent price <strong>of</strong> FOR destination, by converting the FOB price
into INR at the applicable exchange rate and by multiplying it by appopriate factor, will be
used. The appopriate factor for equipment imported from USA, Canada & Japan is 1.4305
and imported from European & other countries is 1.4058. Year-wise break up <strong>of</strong> quoted price

(converted in to INR) will be discounted at 12% discount rate to arrive present value <strong>of</strong> the
Tender price. Lowest Tender price so arrived will be the L1.
4. Clause no. 7.0 <strong>of</strong> Chapter II should be read as “The successful tenderer whose tender
......................................... from the date <strong>of</strong> ‘Letter <strong>of</strong> Acceptance’. The successful tenderer will
furnish the security deposit <strong>of</strong> requisite amount to the Employer within 45 days from the date <strong>of</strong>
‘Letter <strong>of</strong> Acceptance’. In the event <strong>of</strong> his failure …………………………… and release their
earnest money.”
5. Clause no. 2.1 <strong>of</strong> Chapter III should be read as
SECURITY DEPOSIT
“The successful tenderer shall submit the security deposit <strong>of</strong> 5 % <strong>of</strong> the Contract Value within
45 days from the date <strong>of</strong> ‘Letter <strong>of</strong> acceptance’ issued by the company for accepting the tender
failing which .................... ........................... ..................... ........................... ................. by the
Contractor, other than Force Majeure reasons.”
6. Clause No. 2.22 <strong>of</strong> Chapter III:
ARBITRATION:
This clause may be read as “DISPUTE RESOLUTION & ARBITRATION" and following
may be added in this clause. “A Dispute Resolution Committee will be constituted headed
by G.M. (Mines) for resolution <strong>of</strong> any dispute arising out <strong>of</strong> difference <strong>of</strong> opinion between
the Engineer In-charge and the contractor. The decision <strong>of</strong> dispute Resolution committee
should not be at variance with the express provision <strong>of</strong> this contract. In case an amicable
solution could not be reached through Dispute Resolution committee, either <strong>of</strong> the party,
subject to the provisions <strong>of</strong> the Integrity pact, can go for arbitration which is detailed as
below”:
Except where it is provided otherwise, any dispute or difference arising out <strong>of</strong> ...........................
...................................... ............... .................... .................. ................ payment due for the work
executed during Arbitration proceedings.
7. Clause No. 2.25.2 (a) <strong>of</strong> Chapter III: should be read as
For Design & Engineering:
“80 % <strong>of</strong> the value <strong>of</strong> the above services shall be paid on progressive acceptance <strong>of</strong> design
drawings and on submission <strong>of</strong> corresponding pre-receipted invoices and duly certified by the
Company, 10% <strong>of</strong> the value shall be paid after preliminary acceptance and remaining 10%
shall be paid after issue <strong>of</strong> final acceptance certificate.”
8. Clause No. 2.25.2 (c) <strong>of</strong> Chapter III: should be read as
i) For imported deliverable P&M quoted in EURO or USD:

- Payment will be facilitated by letter <strong>of</strong> credit
- On production <strong>of</strong> pro<strong>of</strong> <strong>of</strong> dispatch along the bills, 80% <strong>of</strong> FOB price (Refer Price bid
format 1.4.B) for the equipments will be released.
- 10% <strong>of</strong> FOB price for the equipments will be released after issue <strong>of</strong> <strong>Pre</strong>liminary
acceptance certificate.
Payment for the bills for the remaining 10% FOB price and for other expenses (Price bid format
1.4.B) will be made after issue <strong>of</strong> Final Acceptance Certificate by the Company on the
recommendation <strong>of</strong> Engineer in-charge. Subject to the provision <strong>of</strong> clause for taxes and
duties, the maximum amount to be paid shall be limited to quoted agreed price.
- Taxes, duties and levies as per statute will be reimbursed at actual on production <strong>of</strong>
documentary pro<strong>of</strong>.
For supply <strong>of</strong> winding engines, letter <strong>of</strong> credit shall be opened only after submission <strong>of</strong>
Irrecoverable Bank guarantee <strong>of</strong> equivalent amount issued by a Nationalised / Scheduled bank
acceptable to MOIL, other than co-operative bank with its validity <strong>of</strong> 30 days beyond the date <strong>of</strong>
successful commissioning. Bank Guarantee will be extended by the Contractor, if completion <strong>of</strong>
successful commissioning is delayed for any reason whatsoever.
ii) For deliverable P&M quoted in INR
80% <strong>of</strong> the value <strong>of</strong> each complete equipment consignment will be paid after delivery <strong>of</strong> the
Consignment at site subject to receipt <strong>of</strong> the following documents by the Company:
- Irrecoverable Bank guarantee <strong>of</strong> equivalent amount issued by a Nationalised / Scheduled bank
acceptable to MOIL, other than co-operative bank with its validity <strong>of</strong> 30 days beyond the date <strong>of</strong>
successful commissioning. Bank Guarantee will be extended by the Contractor, if completion <strong>of</strong>
successful commissioning is delayed for any reason whatsoever. (Bank guarantee is to be
furnished only for supply <strong>of</strong> winding engines)
- Contractor’s pre-receipted invoice.
- Certificate for receipt <strong>of</strong> all materials (for which invoice has been made) at site in full and
good condition.
- 2 copies <strong>of</strong> lorry receipt evidencing receipt <strong>of</strong> materials at site.
- 2 copies <strong>of</strong> delivery challan & packing list.
- Invoice in original + 1 copy.
- Company’s Inspection Certificate (original + 1 copy)
- <strong>Pre</strong> Despatch Clearance or its waival issued by the Employer.

- Contractor’s certificate to the effect that contents in each case <strong>of</strong> complete equipment
consignment are not less than those entered in the invoice and the packing list and the quality <strong>of</strong>
goods are guaranteed as new and are as per the relevant specifications.
10% <strong>of</strong> the value <strong>of</strong> the above supply shall be paid after issue <strong>of</strong> <strong>Pre</strong>liminary acceptance
certificate.
Balance 10% <strong>of</strong> the value <strong>of</strong> the above supply shall be paid after issue <strong>of</strong> Final Acceptance
Certificate by the Company on the recommendation <strong>of</strong> Engineer in-charge.
The Bank guarantee submitted during payment for supply <strong>of</strong> winding engines shall be returned
30 days after issue <strong>of</strong> Commissioning Certificate by the Company.
9. Clause No. 2.25.2 (g) <strong>of</strong> Chapter III: A New clause to be added as follows:
“In lieu <strong>of</strong> proposed deductions as above the remaining payment may be released to the
Contractor on submission <strong>of</strong> equivalent irrevocable Bank guarantee with appropriate
validity at the discretion <strong>of</strong> the Company.”
10. Clause No. 2.25.10 <strong>of</strong> Chapter III: should be read as
Adjustment <strong>of</strong> excess/over payments:
Excess/over payments as soon as they are discovered should be adjusted in the next running
account bill <strong>of</strong> the contractor and in case the final bill has already been paid, the excess/over
payment made shall be recovered from the Security Deposit <strong>of</strong> the contractor together with
interest <strong>of</strong> 10% or such other percentages as Company may decide from time to time, from
the date <strong>of</strong> such excess or over payment to the date <strong>of</strong> recovery. In case the amount recoverable is in
excess <strong>of</strong> the Security Deposit, then such excess shall be recovered from any <strong>of</strong> the running bills
<strong>of</strong> the Contractor in any <strong>of</strong> his other works in MOIL Limited or by serving a legal notice
without further recourse to the contractor.
11. Clause No. 1.6 (a) <strong>of</strong> Chapter IV: should be read as
POWER SUPPLY: Construction power shall be made available by the Company at one point at
33KV on chargeable basis. .................................................. .............. .............. for the same shall be
installed by the Contractor. The current rate <strong>of</strong> Electricity for industrial feeder <strong>of</strong> 33 kV is
Rs. 8.70 per kWH. The cost <strong>of</strong> the power supply shall be payable at the prevailing rate <strong>of</strong>
electricity from time to time to the Company, every month and would be deducted from the
running bills <strong>of</strong> the Contractor.
12. Clause No. 1.6 (c) <strong>of</strong> Chapter IV: should be read as
After completion <strong>of</strong> sump construction at different levels, the Company will supply required
numbers <strong>of</strong> pumps free <strong>of</strong> cost to be installed at sumps <strong>of</strong> different levels. Installation will be
done by the contractor and maintenance will be done by the company.

13. Clause No. 1.6 (d) <strong>of</strong> Chapter IV: should be read as
Explosives and detonators
Explosive and detonators required for blasting will be made available by MOIL Limited on
chargeable basis. Explosives & detonators (including non electric detonators) shall be issued on
day-to-day basis from the nearby dispensing magazine at the mine. Explosive van for
transportation <strong>of</strong> explosive from magazine to project site will be provided by MOIL and
loading and unloading will be done by the contractor. Recovery towards cost <strong>of</strong> explosives and
detonators will be made from the Running bills as per the actual purchase price time to time. The
blasting shall be done by the Company’s blasters, for which the Contractor shall provide necessary
assistance. The Contractor will submit monthly requirement <strong>of</strong> the explosives and detonators to
Engineer–in-Charge at the beginning <strong>of</strong> year. First such requirement will be given at the time <strong>of</strong>
execution <strong>of</strong> the Contract Agreement.
Current cost price <strong>of</strong> different explosives for the reference is:
Emulsion/Slurry : Rs 54.93 per kg
Electric delay detonator: Rs 11.50 per number
Non- Electric detonators : Rs. 9.45/- per m.
14. Clause No. 5.7.2 <strong>of</strong> Chapter V: Ore size should be read as
Ore size + 300 mm to -500mm 10%
- 300 mm to +150mm 30%
- 150 mm to + 75mm 30%
- 75 mm 30%
15. Clause No. 2.3 <strong>of</strong> Chapter II: should be read as
Consortium: A consortium (<strong>of</strong> maximum four members) may also along with copy <strong>of</strong>
satisfactory performance report issued by the customer, submit tenders. Either <strong>of</strong> the .........
...................
16. Clause No. 2.0 <strong>of</strong> Chapter IV: should be read as
TIME SCHEDULE:
The work <strong>of</strong> .......................................... and successful commissioning shall be completed
within 42months from the effective date <strong>of</strong> contract
Maintenance <strong>of</strong> the complete .................................................. finished time for each activity.
Time schedule shall be approved by the Company.
17. Clause No. 3.6 <strong>of</strong> Chapter II: should be read as

Earnest Money Deposit (EMD)
The Tenderer is required to deposit an Earnest money deposit ..............following forms:
An irrecoverable bank Guarantee issued by a Nationalised / Scheduled bank except cooperative
bank / Foreign bank having branch located at Nagpur and acceptable to the Employer and in
the given format (Chapter –VI) or a Pay Order or Bank Draft issued by a Nationalised / Scheduled
bank. If the Earnest ................... .... ..................... Security Deposit for the due fulfilment <strong>of</strong> the
Contract.
18. Clause No. 5.15 <strong>of</strong> Chapter V: should be read as
SURFACE ORE HANDLING :
An ore bin <strong>of</strong> 200 tons capacity shall be constructed at surface. Complete arrangements for
transporting ore from this ore bin to the existing processing plant (approx. distance 225m)
shall be constructed. This shall include ................... ...................... ...............................
............... ..................... minimum transporting capacity 200 TPH.
19. Clause No. 2.17 <strong>of</strong> Chapter III: should be read as
START-UP & SUCCESSFUL COMMISSIONING
Within 30 days from the date <strong>of</strong> issue <strong>of</strong> <strong>Pre</strong>liminary Acceptance Certificate, the Contractor shall
start-up and commissions the entire plant in an integrated manner under his sole responsibility
and seek and obtain the statutory approvals from the concerned regulatory authorities like
D.G.M.S. etc. Application for DGMS approval will be made by the Company. The
Company shall, for the purpose <strong>of</strong> start-up and commissioning, associate his operating personnel
as may be available with.... ............ ............ ............................................................................
20. Clause No. 1.1 (b) (vi) <strong>of</strong> Chapter IV: should be read as
Skip loading (ore): Excavation and construction <strong>of</strong> skip loading stations (for ore-ROM) at 19L
and 22L. The ore hoisting system is proposed to be operated in two stages. In the first stage,
the ore will be hoisted from 19 th level and in 2nd stage it will be handled from 22 nd level in
future. The ore hoisting arrangement should be capable <strong>of</strong> handling the ore in both the two
stages in an efficient manner. Hoisting shall be operated from one level at a time. Skip
loading arrangement including construction <strong>of</strong> receiving hopper shall be provided in both the
levels. Complete automated system shall be provided for handling ore from the receiving
hopper to loading the ore in to the skips. This shall include all the necessary equipments and
accessories such as feeder, belt conveyor, load cells measuring hopper, loading chutes,
pneumatic / hydraulic system etc. Necessary excavations shall be done for accessing up to the
skip loading points.
21. Clause No. 1.1 (d) (ii) <strong>of</strong> Chapter IV: Sub heading should be read as “Surface Ore & waste
rock handling”:
22. Clause No. 1.1 (e) (i) <strong>of</strong> Chapter IV: should be read as

“Winder:
Supply, installation, trial run and commissioning <strong>of</strong> three (3) numbers electrical friction PLC
controlled Koepe winders (with auto pilot and manual operation mode) as per the approved
specifications. Make <strong>of</strong> the winders shall be either <strong>of</strong> the following: i) ABB, Switzerland,
ii) Siemens, Germany, iii) Siemag, Germany, iv) Davy Markham, UK, v) INCO, Czech
Republic, vi) Hepburn Engg, Canada, vii) Winder controls (PTY) Ltd. Republic <strong>of</strong> South
Africa, viii) NKMZ- Ukraine. The winders shall be completed in all respect such as
mechanical, electrical, electronic equipments, switch gears, instrument panels, control panels,
winding ropes, etc. These winders should fully comply with the requirement <strong>of</strong> statutes &
safety and should have all features like auto detection <strong>of</strong> faults, control system to monitor
speed and location <strong>of</strong> each conveyance moving in a shaft, etc. The operators’ cabins and
electrical control panels’ rooms shall be air conditioned.
23. Clause No. 1.1 (b) (viii) Chapter IV, Clause 4.0 <strong>of</strong> Chapter V, Clause No. 5.12 <strong>of</strong> Chapter V
and Chapter VI Formats, Table- 1.2 item Sr.No.-12 should be read as
ORE PASS:
Two ore passes are to be constructed:
1. From 13 1 / 2 L to 19L with opening at 13 1 / 2 L, 15L, 16 1 / 2 L and 18L.
2. From 18 L to 22L with opening at 18L, 19 1 / 2 L and 21L.
Ore passes shall be .............................................................................. and suitable gates at
each level.
24. Clause No. 5.15.1 <strong>of</strong> Chapter V should be read as
Waste rock handling at surface:
“ Suitable arrangements for conveying <strong>of</strong> waste rock from the skip unloading chute to the stock
piles at places earmarked by the Company shall be constructed. A bunker <strong>of</strong> at least 100 tons
capacity with an effective discharge gate and proper supporting structure shall be constructed
at surface just below the unloading chute. The waste rock shall be directly stored in to the
bunker from the unloading chute. The discharge point <strong>of</strong> the bunker shall be at such a height
that rocks from the bunker can be directly loaded into the truck /dumper.
25. Clause No. 2.31 <strong>of</strong> Chapter III: should be read as
WARRANTY
Warranty period for complete winding installations including shaft sinking and construction
items, will be 12 months from date <strong>of</strong> issue <strong>of</strong> commissioning certificate or continuous
successful operation without major break down (break down more than 24 hours), <strong>of</strong> the
complete installations for 6 months, whichever is later.
The Contractor warrants .................................................... ...................................

26. Clause No. 2.4 <strong>of</strong> Chapter II: should be read as
“In all cases, a copy <strong>of</strong> solvency certificate issued by the tenderers Bankers in case <strong>of</strong> Indian
tenderer and suitable certificate in case <strong>of</strong> Foreign tenderer is to be submitted.”
27. Clause No. 3.1 <strong>of</strong> Chapter VI:
Bank Guarantee for EMD: The term ” SEALED with the Common Seal <strong>of</strong> the said Bank this
______ day <strong>of</strong> _______ 20_______” may be read as ” SEALED with the Seal <strong>of</strong> the said
Bank this ______ day <strong>of</strong> _______ 20_______”
28. Clause No. 5.1.2 <strong>of</strong> Chapter V: should be read as
“As standard sinking procedure, no. <strong>of</strong> plumb lines shall be provided by the Contractor and he
shall set out these along the periphery <strong>of</strong> the shaft at required positions. All measurements for
excavation and concrete lining shall be with reference to these lines. The finished shaft radius
will have maximum tolerance <strong>of</strong> +20 mm at any place with reference to design shaft
radius, the Contractor shall maintain the shaft strictly vertical.”
29. Clause No. 5.7 <strong>of</strong> Chapter V: should be read as
The shaft is to be designed to have three hoisting arrangement. The cage–counter weight
system for lowering & hoisting <strong>of</strong> men and materials, Twin skip system for ore hoisting and
skip–counter weight system for hoisting <strong>of</strong> waste rock. The proposed shaft plan showing the
each item is shown in the Drawing. No. CMPDI/HQ/UMD/201111. The shaft plan is
tentative and it can be optimised by the bidder without reducing the cage size and
capacity <strong>of</strong> the skips. However all such Design/drawings shall be approved by MOIL.
30. Clause No. 5.16.1 (t) <strong>of</strong> Chapter V should be read as
t) Specification <strong>of</strong> Diesel Generator
Suitable Diesel Generator set (11 KV out put) shall be supplied and installed by the Contractor
at the surface to supply power for emergency operation (e.g. ventilation, man winding,
pumping, surface lighting, communication) in case <strong>of</strong> power failure. A suitable
electrical……………………..
31. Clause No. 2.26 – Escalation, <strong>of</strong> Chapter III (Conditions <strong>of</strong> contract) should be read as
Escalation will be given during the scheduled completion period. Escalation shall also be
considered beyond scheduled completion period if delay is occurred due the fault on part
<strong>of</strong> the Company.
However, no escalation shall be considered beyond the scheduled completion period if
there is fault on the part <strong>of</strong> the contractor .
The provisions <strong>of</strong> escalations will be as under:
(a) Escalation for design & engineering cost:
----------------------------------
There shall be a ceiling on price variation due to escalation covered under clauses mentioned
hereinbefore, limited to 10% <strong>of</strong> the “total ordered price <strong>of</strong> the heads on which escalation is
allowed” only.

32. Black listed company from govt. organisation can not participate in the bid.
33. Soil bearing capacity and other parameters <strong>of</strong> soil at shaft site shall be provided by MOIL. Soil
testing work under progress and the result <strong>of</strong> the same will be uploaded at our website in near
future.
34. Last date <strong>of</strong> submission <strong>of</strong> bid extended upto 30.11.2012.
35. Drawing showing Length <strong>of</strong> cross cut from inset to ore body is uploaded with tender document
as drawing at our website.
36. Details <strong>of</strong> local metrological data such as wind speed, wind direction, frequency, rose diagram
are uploaded with tender document as drawing at our website.
37. Characteristic <strong>of</strong> Mn. Ore / ROM – Please refer clause 5.7.2 chapter-V (Technical specifications)
and also see Annexure attached with tender document where results <strong>of</strong> the detailed
Geotechnical study undertaken at the location <strong>of</strong> the shaft upto full depth are given. Additional
information as desired for Mn. Ore / ROM are being given below:
Mohr’s scale <strong>of</strong> hardness: 6 - 8 for Braunite mineral.
Compressive strength: 39-52 MPa.
Executive Director (Technical)
MOIL Limited