O

TENDER ENQUIRY
(This is only a Price Enquiry not a Purchase Order)

(Name & Address of the bidder/tenderer) ____________________________________________ ____________________________________________ ____________________________________________ ____________________________________________ Tender No: HBL/TEN/PUB/11-12/51 Tender Date: 12/08/2011 Direct Queries To: Dipak Kujur Designation: Dy. Manager Purchase Department: Purchase Telephone No: +919771435096 Attention:___________________________________.
PR No.:HBL/HR/11-12/41
Title : OPERATION & MAINTENANCE (O&M) CONTRACT FOR SUGAR, ETHANOL & CO-GEN AT : INTEGRATED SUGAR, ETHANOL & CO-GEN PLANT AT LAURIYA , LAURIYA-BAGAHA HIGHWAY, DIST -WEST CHAMPARAN, BIHAR-845453.
Tender to be received on or before 09/09/2011 by 1530 Hrs at the address mentioned below. Tenders are to be dropped in the designated tender box at the address mentioned below. In situation where the tenders are big which cannot be dropped in the box or where the specific tender boxes are not available, tenders are to be submitted with the concerned purchasing authority at the following address. HPCL Biofuels Limited. Building No-271,Road No -3E New Pataliputra Colony, Patna 800013, Bihar. Tender received after due date and time due to whatever reasons will be rejected. 1. For any greivance related issue, queries to be sent to COO -Operations of HPCL Biofuels Limited (HBL) at above address.
2.
All unit rates in Indian Rupees
Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51
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( UNPRICED BID )
Please quote your most competitive rate/s in the Schedule of Rates (PRICED BID FORMAT) : Form (enclosed ) only for the items/service mentioned in respective enclosures.
DETAILS OF ITEMS/SERVICES IS MENTIONED IN THE UNPRICED BID ENCLOSED. Deliver To: HPCL Biofuels Ltd, Vill-Lauriya, Lauriya-Bagaha highway, Dist-West Champaran Bihar 845453 in the following format.
SL No Item Description QTY Unit Rate(Rs.) to be written both in figures and in words XXXXXXXXXXXXXXXXXX
PLEASE QUOTE YOUR MOST COMPETETIVE RATE IN THE PRICE BID (SCHEDULE OF RATES) ENCLOSED ALONG WITH THE TENDER
XXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXX
Total Quoted Value (In Figures)**:______XXXX__________________________________only. Total Quoted Value (In words)**:_______XXXX_____________________________________only. ** Unless otherwise specifically mentioned in HBL Tender Enquiry. 1. 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.
2.
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. When it is not possible to ascertain the correct rate in the manner prescribed above, the rate as quoted in words shall be adopted.
INSTRUCTIONS FOR SUBMISSION OF BIDS: TENDERERS ARE REQUESTED TO SUBMIT THEIR RATES IN THE PRICED BID (SCHEDULE OF RATES) (ONLY). THE PRICED BID WILL BE ENCLOSED AND SEALED IN ENVELOPE DULY MENTIONING IN BODY OF ENVELOPE AS PRICED BID. NAME OF THE BIDDER AND TENDER NO. SHALL BE MENTIONED CLEARLY IN THE BODY OF THE ENVELOPE. SIMILARLY UNPRICED BID SHALL BE ENCLOSED & SEALED IN THE SECOND ENVELOPE DULY MENTIONING AS UNPRICED BID. NAME OF THE BIDDER, AND TENDER NO. SHALL BE CLEARLY MENTIONED IN BODY OF ENVELOPE AND SEALED. BOTH THE BIDS i.e PRICED & UNPRICED SHALL BE ENCLOSED & SEALED IN THIRD ENVELOPE. THE BODY OF THIRD ENVELOPE SHALL CONTAIN BIDDERS/SENDERS NAME AND ADDRESS, TENDER NUMBER AND THE SAME SHALL BE SENT TO THE ADDRESS OF HBL PATNA OFFICE AS GIVEN ABOVE.
3.
4.
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( UNPRICED BID )
Please note: Rates to be quoted in the Priced bid form only. Priced Bids received in open/unsealed condition or with rate quoted in any unprescribed form other than the Price Bid form (enclosed) or in the Unpriced bid shall be summarily rejected. Please note that bids received without following the above instructions may be liable to get rejected and HBL will in no way be held responsible for non receipt and rejection of the bids.
EXTRAS (TAXES, DUTIES & OTHERS) :

Details of taxes, duties, levies, etc. if to be paid extra to be filled in the space given below. The values specifically be mentioned below will only be considered for extra payments. The values to be filled below can be in percentage (%) of unit rate or an add- on amount per unit. Vendor to specifically mention % of currency, after the value (eg. X% or X Rs/-), else the value having least impact to HBL on the unit rate will only be considered. (PLEASE MENTION THE FIGURES IN PERCENTAGE ONLY) ________________________________________________________________________________________. ________________________________________________________________________________________.
NSIC Unit (Y/N) PSE Unit(Y/N) SSI(Y/N)
:____________. :____________. :_____________.
NOTES / TERMS / CONDITIONS: _____________________________________________________________________________________. ______________________________________________________________________________________. PLEASE NOTE: Please read the enclosed terms and condition carefully before quoting your rate and return it along with your tender duly signed and stamped on all pages and enclosures along with this tender. Please mention the rate of taxes separately. HBL will take Cenvat credit, invoices and challan shall be compliant to the same. Your sealed quotation ( both priced & unpriced bids) should be submitted to this office on or before 09/09/2011 at 1530 Hrs. The tenders (unpriced bids) received shall be opened on the same day by 1630 Hrs. Bidders and other interested bidders may witness the opening of the tender.
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( UNPRICED BID )
DETAILED /ITEM DESCRIPTION / SPECIFICATION:
Earnest Money Deposit: EMD OF Rs. 16 LAKHS IS REQUIRED FOR THIS TENDER IN THE FORM OF PAY
ORDER / DEMAND DRAFT OR BANK GUARANTEE OF ANY SCHEDULED BANK (OTHER THAN CO-OPERATIVE BANK) IN THE NAME OF HPCL BIOFUELS LIMITED PAYABLE AT PATNA. EMD SHOULD ACCOMPANY THE TECHNICAL BID (UNPRICED BID). EMD SHOULD BE ENCLOSED IN A SEPERATE ENVELOPE EARMARKED EMD MONEY APART FROM THE PRICED BID/UNPRICED BID. EMD NOT IN LINE WITH THE AMOUNT CALLED FOR (AS ABOVE) THEN THE EMD AS WELL AS THE PRICED/UNPRICED BIDS WILL BE RETURNED TO THE TENDERER & WILL BE REJECTED. IF THE EMD DOES NOT ACCOMPANY THE TECHNICAL (UNPRICED BID) AND ACCOMPANIES THE PRICED BID , SUCH BIDS WILL NOT BE CONSIDERED AT ALL AND WILL BE SUMMARILY REJECTED. THE EMD SHALL BE REFUNDED INTEREST FREE TO ALL THE UNSUCESSFUL BIDDERS. SECURITY DEPOSIT SHALL BE AS PER CLAUSE NO. 4 b OF THE GENERAL TERMS AND CONDITIONS OF THE CONTRACT. PREBID MEETING IS SCHEDULED TO BE HELD ON 02/09/2011 AT 1000 HRS AT FOLLOWING ADDRESS AS BELOW: HPCL BIOFUELS LIMITED, BUILDING NO. 271, ROAD NO. 3E, NEW PATLIPUTRA COLONY, PATNA-800013. Ph- 0612-2260185.
Payment terms and completion period: The above shall be as per Special Conditions of contract enclosed along with the tender. Enclosures :
Price bid and Unpriced bid (Yes/No) Detailed item Description / specifications (Yes/No) Technical Terms and Conditions (Yes/No) Commercial Terms and Conditions (Yes/No) Special Terms and Conditions (Yes/No) General Terms and Conditions (Yes/No) Others: BQC/ITB . (Yes/No)
Signature: S / D. Designation: CEO-HBL HPCL Biofuels Limited.
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( UNPRICED BID )
BID QUALIFICATION CRITERIA

FOR
Operation & Maintenance Contract for
Integrated Sugar, Ethanol & Co-gen Plants at Lauriya, DistWest Champaran, Bihar-845453.
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( UNPRICED BID )
1.0
INTRODUCTION M/s HPCL Biofuels Limited (HBL), invites bids under two bid system from Bidders for Operation & Maintenance Contract for Integrated sugar mills at Lauriya, Dist-West Champaran, Bihar.
2.0
BRIEF SCOPE OF WORK: The scope of the work includes but not limited to the following. Operation & Maintenanace including training of HBL staffs of Integrated Sugar Mill at Lauriya, Dist-West Champaran, Bihar, the scope of which includes operation and maintenance of Sugar, Ethanol & Cogen units including training to HBL employees complete in all respects as per tender document. CONTRACT PERIOD: The contract shall be for 1 years which will be extended by further 1 more year based on and escalated rate of 7% of the purchase order basic rates finalized during previous year subject to satisfactory performance of the bidder. Further extension of another 1 year shall be solely at the discretion of HBL. The Operation shall be as per scope in season & maintenance during off seasons as defined in subsequent sections. The jobs in off season shall be done as per schedule.
3.0 3.1
BID QUALIFICATION CRITERIA: The bidder shall meet all of the criteria mentioned in Clause 3.1, 3.2 & 3.3 otherwise the Bid will be summarily rejected. Technical Criteria (a) Bidder during the last seven years reckoned from 31.07.2004 shall have carried out and completed at least one Operation & Maintenance contract services for an Integrated Sugar Mill consisting of a Sugar mill of min. 1750 TCD capacity and either of i. Cogen power plant of min. 5 MW capacity alongwith biomass/bagassed based boliers. ii. Ethanol plant of min. 30 KLPD capacity. in India or abroad for one year consisting of on season and off season operation & maintenance activities. (b) The Operation & maintenance contract services mentioned in 3.1 (a) carried out by the bidder in India or abroad shall have been completed satisfactorily.
3.2
Previous Order Value Bidder during the last seven years reckoned from 31-07-2004 should have successfully carried out and completed similar work(s) meeting any of the criteria(s) as stated in Clause 3.2.1 to 3.2.3.
3.2.1 One similar completed work costing not less than Rs. 240 Lakhs. 3.2.2 Two similar completed work each costing not less than Rs. 150 Lakhs. 3.2.3 Three similar completed work each costing not less than Rs. 120 Lakhs.
Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 6 of 109
( UNPRICED BID )
Notes for Clause 3.1 & 3.2 1. For the purpose of evaluation of Clause 3.1, the operation & maintenance contract carried out for one Integrated Sugar Mill through single or multiple orders for the capacities as stipulated above will be considered as one work/order. 2. The similar works mentioned in Clause 3.2.1 to 3.2.3 shall mean Operation and Maintenance carried out for Integrated sugar plant of capacity as stipulated above with or without (i) Cogen power Plant,(ii) ethanol plant. 3. The execution and completion of work as defined in Clause 3.1 & 3.2 shall be by the Indian Bidder and/or their Foreign Collaborator/principals in India and/or abroad. For the purpose of converting the value of, similar completed work by Foreign Collaborator/Principal, in Indian Rupees, the conversion rate shall be taken as TT buying rate published in The Economic Times, Mumbai edition on the date of publication of this NIT. 3.3 Annual Turnover: The Bidder shall meet the minimum prescribed financial pre-qualification requirement as follows: The average Annual financial turnover ( on annualized basis), as per audited balance sheet and Profit & Loss account, for the last three financial years ending March, 2011 shall be at least Rs. 270 Lakhs. For the vendors following financial year closing at the end of June or September or December, the last 3 financial years ending with the respective quarter of 2010 will be considered. 3.4 Bidder shall furnish documentary evidence i.e. copies of work orders/ relevant pages of contract, completion certificate/inspection release note from their clients/consultant, annual reports containing audited balance sheets and profit & loss accounts statement in support of their fulfilling the bid qualification criteria. HBL reserves the right to complete the evaluation based on the details furnished without seeking any additional information. 4.0 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 up to 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: (a) (b) (c) Controls either directly or indirectly a Party, or Which is controlled directly or indirectly by a Party; or Is directly or indirectly controlled by a company, legal entity or
Partnership which directly or indirectly controls a Party. Control means actual control or ownership of at least a 50% voting or other controlling interest that gives the power to direct, or cause the direction of, the management and material business decisions of the controlled entity. 5.0. Bids may be submitted by: a) b) A single person/ entity (called sole bidder); A newly formed incorporated joint venture (JV) which has not completed 3 financial years from the date of commencement of business;
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( UNPRICED BID )
c) d) 6.0
A consortium (including an unincorporated JV) having a maximum of 3 (three) members; An Indian arm of a foreign company.
Fulfilment of Eligibility criteria and certain additional conditions in respect of each of the above 4 types of bidders are stated below, respectively: a) The sole bidder (including an incorporated JV which has completed 3 financial years after date of commencement of business) shall fulfill each eligibility criteria. b) 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. c) In case the bidder(s) is/are a consortium (including an unincorporated JV), then the following conditions shall apply: 1) 2) 3) Each member in a consortium may only be a legal entity and not an individual person; The Bid shall specifically identify and describe each member of the consortium; 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); One participant member of the consortium shall be identified as the Prime member and contracting entity for the consortium; 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; The prime member shall fulfill each eligibility criteria; 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 members 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; 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. 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;
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4) 5) 6) 7)
8)
9)
( UNPRICED BID )
10) 11) 12)
No consortium member shall hold less than 25% stake in a consortium; Entities which are affiliates of one another are allowed to bid either as a sole bidder or as a consortium only; Any person or entity can bid either singly or as a member of only one consortium.
d) 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 full fill 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. Note: Pre-Bid meeting will be held on 2nd of September 2011 at 1000 hrs at HPCL Biofuels Limited, Buliding No. 271, Road No. 3E, New Patliputra Colony, Patna-800013. e) Bidders are requested to visit the plant before hand to see the onsite arrangement and thereafter attend the prebid meeting.
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( UNPRICED BID )
SUB : Operation & Maintenance of Integrated, Sugar, Ethanol & Co-gen Units at Lauriya, Dist- West Champaran, Bihar 845453. We invite your most competitive offer for Operation & Maintenace of our Integrated Sugar, Cogen & Ethanol plant at Lauriya, District-West Champaran , Bihar as per the following documents enclosed herewith: 1) 2) 3) Instruction to Bidders Part A & Part B. Agreed Terms and conditions. Tender Common Forms : a) Bid Qualification Criteria 4) Tender Item Forms - Technical : a) Special Conditions of Contract b) Scope of Work 5) Bank Guarantee Formats.
The above comprises tender terms & conditions, and criteria for evaluation of bids, rejection criteria, etc. Bidders are required to furnish their exceptions & deviations if any on separate sheets. Note: Bidders are requested to review all the unpriced bid documents in detail and submit their bids accordingly. Wherever data is sought from the bidders, the same is required to be submitted by the bidders at the time of submission of their bids. Bidders are requested to visit site prior to pre-bid meeting & quoting the rates for better understanding and assessment of actual situation at site. Bank Guarantee formats pertaining to EMD, CPBG, PBG, BG in Lieu of LD and Security Deposit are enclosed separately. NSIC Certificate : In case of having valid registration with NSIC, copy of the NSIC registration certificate is required to be provided by the bidders. Declaration with respect to blacklisting : A declaration to the effect that applicant was not blacklisted by any CPSU/PSU or by Government of India in the past shall be submitted by the Applicant along with the application in the format attached. In case of any queries pertaining to this tender, please direct the same to: Dipak Kujur Dy.Manager-Purchase , HPCL Biofuels Limited, Building No. 271, Road No. 3E , New Patliputra colony Patna -800013. Phone 0612-2260185. Email: dekujur@hpcl.co.in & dnag@hpcl.co.in
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( UNPRICED BID )
E-Payment : Please note that payments against the PO finalised through this tender will be effected through e-payment only. In case the order is finalised on you and the mandate for processing e-payment has not been submitted by you, then the payment will not be effected till the submission of e - mandate by you and updation of necessary records at our end. Any consequent delays in payments will be to your account and HBL shall not be responsible for the same. E-mandate not required to be submitted, in case the same has been submitted earlier to HBL. Tender Due Date : 09/09/2011 (1530 hrs). CONTRACT PERIOD : The contract shall be for 1 year which can be extended by further 1 more
year at an escalated rates of 7% of the basic rates finalized in the purchase order of previous year but based on the satisfactory performance of the bidder and further extension of another 1 year shall be solely at the discretion of HBL.
Taxes & Duties : Taxes, duties levies etc if any shall be quoted in percentage only in the fields provided. Note: taxes, duties, levies mentioned in amount or in other figures either than in percentage form shall lead to rejection of the entire unpriced and priced bid of the bidder. GENERAL INFORMATION: i) Earnest Money Deposit (EMD) : Rs. 16 Lakhs.
EMD shall be accepted in the form of Demand Draft/Pay order or Bank Guarantee on any Nationalised or Scheduled bank (other than Co-operative banks). Amount of EMD is indicated above. In case EMD is submitted in form of Bank Guarantee, it should be made on non-judicial stamp paper of appropriate value (denomination) and should be valid for 4 (Four) months from due date / extended due date of the tender. Cheque / FDR or EMD in any other form shall be treated as offer without EMD and shall not be acceptable. Public Sector Undertakings (Declaration required) and Units registered with NSIC (Copy of valid registration certificate is required to be submitted) are exempted from submission of EMD. EMD (original instrument) should be kept in a separate envelope (super scribed with tender number, job & due date) and should be enclosed in the unpriced bid and deposited by tender due date / time mentioned above, in the tender box provided in the office of HPCL Biofules Limited , Building no 271 , Road No 3 E , New Patliputra colony, Patna -13. EMD exemption documents (applicable for PSUs and NSIC registered parties) should also be deposited in the tender box at the above mentioned address, before the tender due date and time. (ii) HBL shall not be responsible for any expenses incurred by bidders in connection with the preparation & submission of their bids, site visits, prebid meetings and other expenses incurred during bidding process. (iii) Fax / e-mail bids shall not be accepted. (iv) HBL reserves the right to accept or reject any one or all the tenders without assigning any reason. (v) Completed Tenders in all respect should be submitted in tender box in office address as mentioned within the tender due date/ time. Unpriced (Technical) bids shall be opened and participating bidders can witness the same. Bidders would not be allowed to submit their bid after stipulated tender due date and time. Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 11 of 109
( UNPRICED BID )
INSTRUCTIONS TO BIDDERSBIDDERS- PART A

1) This is only a Tender Enquiry and not an order. 2) The tender should be submitted, by the due date and time, as specified in the tender. Late / delayed tenders submitted after the due date and time, for whatsoever reasons will not be considered. 3) Partially completed / incomplete tenders shall not be considered. 4) All communications regarding the tender including queries, if any, and submission of offers shall be done with Purchase department of HBL, Patna Office. 5) Two Bid System Bidders are required to submit offer in Two parts, namely Unpriced bid & Priced bid. 6) Validity Quoted prices in the priced bid shall be valid for a period of 120 days from the due date / extended due date for the placement of order. 7) HBL shall not be responsible for any delays reasons whatsoever in receiving as well as submitting offers, including connectivity issues. HBL shall not be responsible for any postal or other delays in submitting EMD wherever applicable. 8) Request for extension of tender submission due date, if any, received from bidders within 48 hours of tender submission due date / time, shall not be considered. 9) Tender opening (unpriced bid as well as priced bid) will be done at the time and dates specified in the tender or will be intimated. 10) HBL reserves the right to accept any tender in whole or in part or reject any or all tenders without assigning any reason. HBL reserves right to accept any or more tenders in part. Decision of HBL in this regard shall be final and binding on the bidder. 11) Technical and Unpriced Part of the Offer will be opened by HBL as per the due date and time mentioned in the NIT (Notice Inviting Tender).The Priced part of the Offer of technically qualified bidders will be subsequently opened as per date advised subsequently. 12) Cost of bidding : The bidder shall bear all costs associated with the preparation and submission of the bid, and HPCL Biofuels Limited (HBL), will in no case, be responsible or liable for these costs, regardless of the conduct or outcome of the bidding process. 13) HBL may solicit the bidders consent to an extension of the period of validity of offer. The request and the response there to shall be made in writing. If the bidders agree to the extension request, the validity of Bank Guarantee towards Earnest money shall also be suitably extended. Bidders may refuse the request without forfeiting his EMD. However, bidders agreeing to the request for extension of validity of offer will neither be permitted to revise the price nor to modify the offer. 14) Grievance Redressal Mechanism: Mechanism:
All the references / greivances if any that are received from parties who participated / intend to participate in the companys tender shall be marked to COO Operations erations, ns, HPCL Biofuels Limited, Patna Office. Office
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( UNPRICED BID )
Criteria for evaluation of bids and instruction to bidders PART B
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( UNPRICED BID )
The following is the detailed instructions for submission and evaluation of the Bids.
1.0 1.1 General This O&M tender document has been raised for Operation and Maintenance & Training of HBL staff of Integrated Sugar-Cogen-Ethanol units of HBL Plants at Lauriya which has recently come up and is ready for commissioning as per scope detailed in tender document. The entire process comprises of 3 units at each plant and its operation and maintenance shall be accordingly carried out . A. Unit I: Sugar Plant at Lauriya B. Unit II: Ethanol Plant (Distillery)at Lauriya C. Unit III: Power Plant (Co-gen) at Lauriya The scope of work for individual package shall include operation and maintenance of units for specified period assiting in testing of equipments, commissioning, performance testing, putting into successful commercial operation if any, imparting training to existing HBL staffs in coordination with EPCC vendor and projects team as per scope of work, terms and conditions of the contract. HBL has engaged MITCON Consultancy Services Limited, Pune 411005 as the consultant for preparation of configuration study, Detailed Feasibility Reports, bid documents for the EPCC contract(s) and as Owners/HBLs engineers for implementation & successful operation. The plants engineering , procurement , construction is carried out by EPCC vendors are as follows: Sugauli a) Sugar unit : M/s ISGEC John Thompson , Noida (IJT), for Lauriya unit. b) Cogen Unit : ISGEC John Thompson , Noida (IJT), for Lauriya unit. c) Ethanol Unit; M/s KBK Chem Engg Pvt Ltd , Pune (KBK) for Lauriya unit. All the costs and expenses incidental to site visits, preparation of the Bids, discussions and conferences if any, including pre-award discussions, technical and other presentation in the Owners office/site etc. shall be to the account of the Bidder and Owner/HBL shall bear no liability whatsoever for such costs and expenses. The bidder and any of his personnel or agents will be granted permission by the Owner/HBL to enter upon his premises and units for the purpose of such inspection, but only upon the explicit condition that the bidder, his personnel or agents will release and indemnify the Owner and his personnel and agents from and against all liability in respect thereof and will be responsible for personnel injury (whether fatal or otherwise), loss of or damage and expenses incurred as a result hereof. DOCUMENTS/INFORMATION REQUIRED ALONG WITH UNPRICED BID IN SUPPORT OF BID QUALIFICATION CRITERIA
1.2
1.3
2.0
3.0
4.0
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( UNPRICED BID )
FINANCIAL 4.1 Submit copy of the notarized Annual accounts audited by independent chartered or certified accountants for any of the last three years as mentioned in BQC, wherein the average annual turnover for a year of the bidder should be at least as specified in BQC. Submit copy of the notarized Annual accounts audited by independent chartered or certified accountant, wherein the Net worth figures can be arrived at and are indicated as positive. TECHNICAL 4.3 PREVIOUS EXPERIENCE A. General : Bidder shall provide details of earlier Operation & Maintenance contract for meeting bidders qualification criteria specified. The minimum details to be provided shall be a) Client Name, Address and Contact Person/ Telephone nos., b) Order no. Date, c) Installed Capacity of Plant, d) PO start and Completion Date / proof of completion. Credentials : Bidder shall submit proof of running and maintaining unit, meeting BQC requirement by submitting copies of relevant completed Contract/Work order, Completion certificate from client regarding successful commissioning and operating for a minimum time as specified in BQC. OTHER DOCUMENTS: 1) Title, style and postal address of the firm. 2) Communication particulars including telephone numbers, fax numbers and e- mail address. 3) Proposed Organization Chart, proposed manpower deployment (machinery wise) schedule for individual unit with number, qualification separately and indicative salary for operation and maintenance of all three units. 4) Pan No. & Power of Attorney for the signatory. 5) Declaration for not having been banned/delisted by any Government or quasi Government agencies or PSUs. 6) Declaration for Exceptions and Deviations in sepaerate letter head. 7) List of completed works. 8) NSIC certificate, if applicable 9) Declaration that the bidder is not an affiliate/sister concern/JV/subsidiary/consortium partner of the consultant M/s MITCON Consultancy Services Pvt. Ltd appointed for this project. 6.0 6.1 BIDDING DOCUMENTS The required scope of the Operation and Maintenance of units , terms and conditions have been detailed in the tender document. Bidders are advised to go through the tender document carefully.
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4.2
B.
5.0
( UNPRICED BID )
No extra claims on account of the lack of understanding of the clauses/articles on the part of the Bidder will be entertained by the Owner after the award of Contract. 6.2 a. b. c. d. e. f. g. h.
7.0
The tender document has been divided into following sections NIT. Bid Qualification Criteria. Instruction to Bidders. General Terms and Conditions Special Conditions of Contract Terms and Conditions for Operation & Maintenance Proforma for Bank Guarantee Project Information.
TECHNICAL BIDS IN LINE WITH THE BID REQUIREMENTS
The detail requirements scope given in the Bid specifications have been arrived at after considerable thought and based on the experience of the Owner & Consultants. The Bidder being an experienced O&M vendor, it is recognized that Bidder may have some different views on scope and other technical requirements of the Bid / Specifications. Considering the various aspects like the experience of the Bidders, cost and expeditious evaluation and finalization of the Contract, the base offer shall be based on but not limited to the exact requirements given in the Bid documents for the jobs. In case if additional jobs are required for the reliable, safe operation of the plant and its maintenance then the Bidders shall include the same as necessary in their unpriced bid on his letter head. Kindly note, that HBL will reserve the sole right to accept the above. However any cost impact arising due to the additonal jobs as listed by the bidder shall not be considered for price bid evaluation. 8.0 8.1 BID CLARIFICATIONS/AMENDMENTS BY HBL HBL 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. Bidders shall examine the Bidding Document thoroughly and submit to HBL. For any apparent conflict, discrepancy or error, HBL 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. The bidders can send queries through fax/letter/email/online up to the date specified during prebid meeting. Corrigendum(s) and record notes of pre-bid discussion, if any, shall be made available to all at the web site www.hpclbiofuels.com and uploaded to the site within one week from the date of
8.2
8.3
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pre-bid meeting. No separate press notice shall be given. The queries received during the pre-bid meeting and the date specified during the meeting shall be entertained for clarifications. 8.4 The Bidder(s) or their designated representative are invited to attend a pre-bid meeting which will take place at HPCL Biofuels Limiteds Office, Building No. 271, Road No.3E, New Patliputra Colony, Patna 800013. The purpose of the meeting will be to clarify issues and to answer queries on any matter related to the tender and bidding process that have been raised before or during the meeting. The bidder is requested, as far as possible, to submit any queries by fax/letter/online query/email to reach owners office not later than the date of the prebid meeting. It may not be practicable to answer queries received late, but queries and responses/ clarification may be posted in the form of record notes at the web site www.hpclbiofuels.com within one week from the date of pre-bid meeting. Any modification in the bid document that may become necessary as a result of the prebid meeting shall be made by the owner/HBL exclusively through the issue of corrigendum/addendum posted at web site or thru news paper notice and not through the minutes of pre-bid meeting. EVALUATION OF UNPRICED BIDS REJECTION OF BID Bids received late i.e. after due date and time, due to any reason (s) whatsoever shall be rejected. Bids received without requisite EMD, tenders in any unprescribed format as mentioned in the tender shall also be rejected. The bidder shall quote for all the three items mentioned in the tender in the Priced Bid. Bids received with quotes quoted against partial items etc. shall not be considered for price bid evaluation. Only Indian bidders are eligible to quote for this tender. 9.2 9.2.1 DEVIATIONS TO TENDER REQUIREMENTS The bidders are required to submit offers strictly as per the terms and conditions/specifications given in the Bidding Document and not to stipulate any deviations. The offer of bidders stipulating deviations to any of the following terms/conditions will not be considered for priced bid opening. However, HBL reserves the right to give opportunity to bidder for withdrawal of deviation to the following clauses. In case, bidders refuse to withdraw the deviation against following clauses, the offers may be rejected without any further correspondence with them. The Clauses are mentioned below: i) ii) iii) iv) v) Security Deposit [Clause of GTC]. Suspension & Termination (Clause of GTC). Force Majeure (Clause of GTC). Scope of work . Validity of bids less than 120 days.
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8.5 8.6
9.0 9.1
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vi) vii) viii) ix) x) xi) xii) 9.2.2
Retention Money & PBG . Arbitration (Clause of GTC) . Payment terms (SCC). Contract Period longer than specified in bid document. Earnest Money Deposit. Firm Prices. Price change/ implication by the bidder unilaterally after submission of bid.
In case Bidders wish to stipulate any deviation to Bidding Document requirements other than those stated above, they shall indicate the same in the unpriced Bid in bidders letter head. Bidder shall note that clarification/queries/deviations mentioned elsewhere in the offer shall not be given any cognizance. However HBL reserves their right to reject bids containing deviations to any of the Bidding Document stipulations. UNSOLICITED POST BID MODIFICATION Bidders are advised to quote strictly as per terms and conditions of the Bidding Document and not to stipulate any deviation / exceptions. After the bid due date and time, 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. No bid shall be allowed to be withdrawn in the interval between the deadline for submission of bids and the expiration of the period of the bid validity specified by the bidder on the bid form. Withdrawal of the bid during this interval shall result in forfeiture of bidders EMD.
10.0
11.0
DETERMINATION OF RESPONSIVENESS i) ii) Prior to the financial evaluation of bids, HBL will determine whether each bid is substantially responsive to the requirements of the Bidding Document. For the purpose of this Clause, a substantially responsive bid is one which conforms to all the terms and conditions and specifications of the Bidding Document including bid qualification criteria without material deviation or reservation. A material deviation or reservation is one which affects in any substantial way the scope, quality, or performance of the works or which limits in any substantial way, inconsistent with the Bidding Document, the HBLs rights or Bidders obligation under the Contract and retention of which deviation or reservation would affect unfairly the competitive position of other bidders presenting substantially responsive bids. If a bid is not substantially responsive to the requirements of the Bidding Document, it may be rejected by the HBL. Such rejection may be intimated to the Bidder.
iii)
12.0 12.1
EVALUATION OF PRICED BIDS The PRICE BIDS of only substantially responsive bidders and techno commercially accepted bids shall be considered for opening.
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12.2 12.3
Bidders shall quote the prices in Indian Rupees only. Bids shall be evaluated only basis price quoted in the price bid. Bidder shall clearly indicate the taxes/levies etc. in the Extras (taxes, duties and others) in the page 3 of unpriced bid. The rate quoted by the bidder in priced bid shall be basic (excluding tax). The bidder shall clearly indicate the taxes, levies, duties factors in percentage form in the above field ( Extras). HBL reserves their right to extend purchase/price preference to NSIC/Public Sector Enterprises as admissible under the existing policies of Government of India as on the date of opening un-priced bids. HBL reserves their right to negotiate/rationalize the quoted prices with the lowest bidder. HBL reserves the right to delete any of the items in the Schedule of Rates at the time of placement of Fax of Intent/Purchase Order. The decision of HBL shall be final and binding. The bidder shall quote for all the three items mentioned in the tender. Bids received with quotes quoted against the partial items etc. shall not be considered for price bid evaluation.
12.4
12.5 12.6
12.7
13.0 REBATE No suo-moto reduction in prices quoted by bidder shall be permitted after opening of the priced bid. If any bidder unilaterally reduces the prices quoted by him in his bid after opening of bids, the bid(s) of such bidder(s) will be liable to be rejected. Such reduction shall not be considered for comparison of prices/evaluation but shall be binding on the bidder in case he happens to be a successful bidder for award of work. 14.0 VERIFICATION BY OWNER All statements submitted by Bidder regarding experience, manpower availability, equipment and machinery availability etc., are subject to verification by the Owner either before placement of order or after placement of order. If any data submitted by the Bidder at the bid stage is found to be incorrect, the offer is liable to be rejected or the Contract is liable to be terminated. 15.0 NOTIFICATION OF AWARD Prior to the expiration of the period of bid validity, the Owner/HBL will notify the successful Bidder by email/ fax to be confirmed by letter that their bid has been accepted in the form of "Letter of Intent (LOI)" AWARD OF CONTRACT/PURCHASE ORDER The Owner/HBL will award the Purchase Order/ Contract to the successful Bidder for a particular package at the rates quoted by the bidder/ negotiated rate , if any. Following shall form the part of Purchase order a. LOI b. Agreed Deviations c. Special Conditions of contract d. Time Schedule/contract period e. General Terms of Contract
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16.0
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f. g. h. i. j. 17.0
Scope of work & Technical Specifications Schedule of Rates Instruction to Bidders Any other documents, relevant to the execution of the contract. Clarifications and answers related to prebid/other queries during the tendering process.
PRICE AND RATES Bidders shall quote in their proposal, firm price for the entire scope of works covered in the tender document. The statutory taxes/levies/duties shall be extra which will be paid by HBL. The contract shall be for 1 year which will be extended by further 1 more year based at an escalated rate of 7% on the basic rate of the previous year contract subject to the satisfactory performance of the bidder and further extension of another 1 year shall be solely at the discretion of HBL. The price to be quoted by the Indian Bidders only and shall be in Indian rupees and the quotation shall be in accordance with the requirement of the relevant schedules in the bid specification. The price shall be basic and all taxes, duties & levies shall be indicated seperatly in the respective fields as provided in Unpriced bid. The prices quoted shall be for complete scope of work as per tender document and shall include all charges/ expenses towards salary / compensation, mobilisation, demobilisation, housing, transportation, food, insurance of employees , medical, safety equipments for employees, statutory licenses etc. No additional payment under any head/pretext other than the lump sum amount and the statutory variation as mentioned in the tender document shall be payable by the owner. Bidders shall arrange on their own required licences and foreign exchange, if foreign expatriates are employed. All coordination and paper work with respect to customs formalities, port levies, port handling charges, and other documentation etc. is in the scope of the bidder. The nationality approval has to be taken from HBL and incase the clearances are not received from concerned ministry the employee may not be deployed at our site. The contractor shall mention all taxes as applicable separately in the enclosed format, along with rate and base value and also the taxes for which Cent VAT / tax invoices shall be given by the contractor to HBL. This will facilitate invoking the clause of statutory variations in taxes during the period of contract. The contractor shall not put the ceiling limit on the amount of any tax credit being passed on to HBL In case any time extension is granted for any reasons whatsoever, no charges shall be paid by owner towards idling, demobilizing or mobilizing etc. C Forms will be issued whenever inter State purchases are required to be made. Bidders may quote accordingly.
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18.0
Break-up details of Quote In the priced bid, Bidders are required to quote basic rates, exclusive of all applicable taxes & duties. The various taxes/levies/duties break-up in % age only ( not the amount) must be spelt out & submitted along with the unpriced bids in Extras field. Bidders to note that only % has to be mentioned against the Extras taxes/levies heads in unpriced bid, and bidders must ensure that no amounts or any any commercial value/quote are mentioned in the unpriced bid-except per diem rates as per proposed organogram submitted by the bidder.
19.0
In case of an irreconcilable conflict between Indian or other applicable standards, General Conditions of Contract, Special Conditions of Contract, Specifications, Drawings or Schedule of Rates and any other portion of Bidding Document the following shall prevail to the extent of such irreconcilable conflict in order of precedence. i) Letter of Intent along with enclosures, if any ii) Time Schedule/contractual period. iv) Schedule of Rates v) Instruction To Bidders vi) Special Conditions of Contract v) Scope of Work vi). Drawings vii) General Terms and Conditions vii) Technical / Material Specifications. viii) Indian Standards ix) Other applicable Standards.
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SPECIAL CONDITION OF CONTRACT

1. Operations , repairing & maintenance of all the equipments etc. complete during season and overhauling of equipments during off season. Where the equipments are under warranty of the OEM, bidder shall co ordinate with the OEM for their repairs and maintenance. Subsequently, where the R&M is to be done by the OEM, owner/HBL shall arrange for AMC but the bidder will be responsible for the co ordination with the OEM under intimation to HBL.
2. The plants must be manned by adequate number of people with adequate level of competence. Where a
particular position requires the manning by a person with a specific skill / certificate, then that position should be filled by such a qualified person. The bidder to provide the proposed organogram /
manpower chart to be deployed by him for the entire plant along with the technical/unpriced bid. The organogram shall be unit wise clearly indicating, nos of persons, designations, qualifications, certificates machinery wise manning and per diem rates for the respective positions. The bidder shall furnish the same in his letter head and attach the same as Annexure 1 in the unpriced bid.
3. HBL has recruited on its payroll some employees (permananent-excluding Cane, HR, Finance, Purchase, warehouse, Admin ,GM and unit heads of sugar, ethanol and co-gen which wil be taken care by HBL) & their details are given in the Annexure A. These employees will work under O&M Contractor and to that extent there will be a reduction in the number of people to be supplied under O&M contract. The bidders shall reduce their price / quote and submit the price bid accordingly. HBL has placed an order on a Co-operative society for unskilled jobs 96 in nos and has also recruited seasonal employees - ( list of seasonal employees is given in Annexure B ) which will also have to be used by the O&M contractor . There are 118 seasonal employees at Lauriya (excluding cane, ware house, HR, admin, purchase, & finance). Also HBL is in the process of recruiting some more people which will be completed by 15/09/2011 (or extended date to be advised to the bidders before 15/09/2011). On receipt of this information the bidder will submit a price reduction due to those HBL employees who will work under O&M contractors. This price reduction will as per the format given in Annexure 2 (format /specimen enclosed) and the same shall be submitted within 3 days of HBLs advice about those employees.The price bids alongwith Annexure 2 will be opened together and taken for evaluation. The salary and all other payments to these permanent , seasonal and co-operative employees of HBL working under O&M contractor will be borne by HBL & O&M contractor has no financial liability towards them.
4. The manpower to be provided by the bidder shall possess requisite qualifications and experience suitable for the position for which they are going to be assigned by the bidder.
5. If HBL requires manpower from the bidder after signing the contract, the bidder is required to furnish position wise per diem rates for the respective positions proposed in the unpriced bid as Annexure 1. There shall also be corresponding prorata reduction from the bills of the bidder as per the above per diem rates specified by the bidder in the event of his failure to provide the manpower as committed in the tender. The rate so quoted/mentioned shall not be considered for price bid evaluation. Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 22 of 109
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6. The bidder should impart complete and comprehensive training including on the job/classroom training to HBL employees as per Annexure C in the unpriced bid, which shall be periodically reviewed by HBL management. 7. The operations and maintenance of the plant during the season and off-season would be reviewed on a fortnightly basis by HBL through the plant in charge. Any deviation from the performance parameters in any of the areas would be corrected by the bidder immediately. 8. The bidder shall develop, in co ordination with the owner and EPCC contractor, comprehensive procedures for safety, quality control, operation and maintenance of each and every equipments of the plant. Where the EPCC contractor has already provided the manuals on operation and maintenance, the bidder shall develop the procedures based on such manuals. 9. The bidder shall maintain adequate and proper records of operation of all units and maintenance of each equipment during season and off season. The records should give all relevant details for review of the performance of the units, root cause analysis of failures, performance parameters against the design etc. Weekly / Fortnightly / Monthly reports as mutually agreed would be submitted by the bidder on the plant O&M activities. The records shall always be made available by the bidder at any point of time for review etc. 10. Bidder shall schedule for preventive maintenance as well as capital repair of equipment and machines. He shall plan for the repair and replacement of parts as required. 11. Bidder shall liason on behalf of the owner with the statutory authorities for all plant related requirements and ensure that all related approvals are obtained / renewed within the set time lines. 12. All standard tools and tackles shall be physically handed over to bidder by owner/HBL as required by the bidder for providing the services and the Bidder shall maintain the records and control the tools. In case any additional special tools and tackles are required at any moment of time, owner will provide the same upon receiving written request with justification from the bidder well in advance. Loss of or damage to special tools & tackles due to bidders negligence shall be deducted from the payments due to bidder. The successful bidder upon award of the contract shall submit list of special tools & tackles required for operation & maintenance of the plants. 13. Bidder will be responsible for any damage of machinery during operation or maintenance, if occurred due to negligence of its staff. If machinery is damaged due to manufacturing defects, then loss will be borne by the HBL or supplier, as the case may be. 14. Bidder would be completely responsible for the safety of their employees, HBLs employee including contract labourers. The bidder shall comply with all the safety rules and regulations applicable for such industries or as per industrial acts. HBL shall not be responsible for any claim or compensation for the staff engaged by bidder or of contract labourers engaged by the bidder. The bidder shall indemnify owner on the same. 15. Bidder shall follow and comply with all the legal/statutory requirements related to the services being provided by them for its employees including the laws related to Provident Fund, Factories Act, and Minimum Wages Act. etc. Necessary records/registers will be maintained by the tenderer for the same.Necessary registeration with authorities is in bidders scope. All required statutory registrations shall be made available to HBL within 45 days of awarding the contract.
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16. Bidder shall provide adequate experienced manpower for trouble free operation & maintenance of the units during the season and off season. At no point, there shall be a shut down of any of the units due to lack of manpower of any kind. 17. Bidder shall at all times achieve the listed performance parameters, as demonstrated and established by the EPCC Contractors. Where the performance in any of the parameters does not meets the standards as above, the bidder shall ensure that the performance is brought to the level as established above. 18. Bidder shall provide a detailed schedule of repair and maintenance work in the plant during the off season. The schedule would start after the closing of the season for each of the plant and would ensure that the plants are ready in all respects for the operation as required by owner.. 19. Bidder shall provide periodic reports on production data, operational efficiency and other parameters to the owner as per agreed format enabling the owner to review and take necessary action. 20. Bidder shall ensure compliance to the requirements of Safety, Health & Environment (SHE) of his staff i.e people engaged by him and people assigned under him by HBL. The bidder shall ensure compliance of Safety related plans of HBL to the extent of organising manpower for the above. In respect of the contract employees employed by the owner, the bidder shall bring to notice any lapse on the part of such contractors with regard to SHE compliance. 21. Bidder shall take all necessary steps to ensure Statutory / Legal Compliances related to the O&M contract of the plant of the owner. 22. Bidder shall provide appropriate accommodation at his own cost for his team ensuring that the key people are located at suitable place so that they are able to reach the plant quickly in case of any emergency. 23. Bidder shall also arrange at his own cost appropriate Transport facility for his team engaged in the O&M contract. 24. Bidder shall co-ordinate for all licensing, statutory approvals like BSEB/pollution/CDM benefits etc. however the statutory charges will be paid to the bidder upon receipt of orginal documents and production of receipts/demand notes. 25. Bidder to assist HBL for procurement of spares, consumables, tools & tackles to the extent of finalizing tenders as desired by HBL and keeping inventory of the above materials. 26. Performance parameters: Bidder would be primarily responsible to meet the performance targets in respect of various units. Once the performance guarantee run is completed on the plant with EPCC contractors as per the contract conditions, the performance parameters will be established jointly by the owner and the successful bidder. Thereafter, bidder shall be responsible for meeting those performance & daily performance targets. The directional parameters and performance levels are indicated below: 27. Stoppage:-
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Maximum 2.0% stoppage will be admissible other than fuel shortage, raw material shortage, natural calamities/fires, accidents or reasons not attributable to the bidder. 28. Capacity Utilization:The plant should be operated to the levels of design capacity except for non availability of raw material/fuel & water. All the units will run to its design capacity. Surplus power over and above the captive consumption will be exported to the grid (BSEB) during season as well as off season. 29. Organisation chart which the bidder will follow during season and off-season of respective units ( seperately for Sugar, Ethanol and Co-gen) shall be submitted with nos of persons, designation, qualification of personnel, certificates and & with per diem rates which will be deployed for every position clearily identified. The number of personnel shall also be indicated against each position. This shall be including shift and general shift. In case of manpower not available in line with PO terms and organizational chart submitted by vendor HBL may take penal action and deduct prorata from amount taken from per diem rates. 30. Payment of wages to the bidder employees at the end of each month is the sole responsibility of the bidder and HBL shall not be held responsible for any delay. Bidder shall disburse salary by 7th of every month and submit copy of duly signed wage register, compliance of PF documents and other statutory compliance documents as applicable from time to time along with the bill.
OBLIGATIONS OF OWNER: Owner shall provide the followings to Bidder: 1. Owner/HBL will provide all the raw materials like bagasse, biomass, firewoods, chemicals, lab reagents, packaging materials, spare parts, tools and tackles etc. and basic requirements like proper working conditions, within the plant, canteen facility to people on duty on payment basis. Bidder should co-ordinate in advance for procurement of above materials. HBL shall provide all necessary drawings / flow charts, schedule of all machinery etc. to Bidder as and when required. 3. To provide all consumables viz. like welding rods, special electrodes, Oxy-Acetylene gas cylinders, cutting & grinding wheels etc. BIDDER should co-ordinate with HBL in advance for procurement of above consumables.
2.
4. To provide canopy / covers materials for protecting instruments from dust and foreign materials. 6. To provide all spares / impulse tubing / glands / packing / hardware / materials required for providing the services. 7. Owner/HBL will finalise works contracts for bagasse handling, ash handling, pressmud handling, house keeping, toilet cleaning and AMCs for identified equipments with OEM. These shall be given to the bidder for information, execution and co ordination. Any other miscellaneous job which comes up during the period of contract during the operation of the plant is in the scope of the bidder However, in case bidder requires any other specific job to be carried
8.
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out by the owner, it shall be mentioned DURING QUERY AND CLARIFICATION prior to submission bid. No claim will be entertained later on this account. 9. Bidder to take care of the safety & security of its personnel and property in the plant area and outside the factory premises too. Though owner shall provide overall security for the factory, bidder to take necessary precautions for the security of its personnel and property . Bidder will be provided Form V for Labour registeration. Any other support to meet statutory compliances shall be extended by owner. Bidder are provided list of existing employees/staff, seasonal & co-operative (contract) employees of HBL including their designations and category and indicative list of new recruits expected to join HBL by 15/09/2011. The bidder to take the same in consideration while designing their organizational chart. The rates quoted in the schedule of rates i.e in priced bid shall be done after considering the above HBL employees/staff of HBL.
10.
11.
PENALTIES: In case there is any delay in the repairs and maintenance of the plants or deficiency in the operation of the plants leading to the following: stoppage of the plant or reduction of the thruput of any of the plant or delay in starting of the plant, the following amounts shall be recovered from the bills payable: Sugar Plant: Rs. 300 per MT of daily production Ethanol Plant: Rs. 270 per KL of daily production Cogen Plant: Rs. 44600 per MW per hour production In case the performance targets given are not achieved a maximum penalty of Rs.1,00,000/- (Rs. 1 Lac) will be imposed for respectvie units failing to achieve the performance target/s from that particular production monthly bill/s. The limiting parameters shall be as defined in the clause on Performance parameters In case Bidder fails to do the work satisfactorily, owner will get the work done on the risk and cost of bidder from other sources and extra expenses incurred, if any shall be recovered from bidder. CONTRACT PERIOD: 1. The contract shall commence from the date of intimation by HBL or as specified by the owner/HBL. The
contract shall be for 1 years which will be extended by further 1 more year at an escalated rate of 7% from the original basic rate of previous year purchase order subject to the satisfactory performance of the bidder and further extension of another 1 year shall be solely at the discretion of HBL.
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2. The manpower considered to provide the services as per the scope defined in this tender shall be commensurate with season & off-season requirements. However, the successful bidder, after issue of LOI, may visit the factory prior to assess the requirements of spares, tools and tackles, raw materials, consumabels so that the same could be arranged by the owner in time. BIDDER QUOTE : 1. Bidder shall quote the price in the "PRICED BID" only for the services as per the Scope and terms and conditions of this tender or as per annexed Schedule of rates. 2. TDS (Tax deduction at source) at prevailing rates shall be deducted by OWNER/HBL while releasing payment to BIDDER. TDS certificate shall be provided by OWNER/HBL. 3. The quote offered by the bidder shall define all the tax elements seperately and other Govt. levies as applicable in the State of Bihar. Any statutory changes in taxesl/levies/duties shall be affected in this PO also. PAYMENT TERMS: 1. Billing will be done on monthly basis. The Invoice style and details shall be finalised before completion of 1st Month of contract. Bidder to submit a sample of invoice which shall be approved by HBL. The documents and requirement shall also be informed by HBL within a week of request submitted by sucessful bidder.
2. 90% payment will be made within fifteen days after submission of certified bill (Certified by HBL) to accounts department. Balance 10% to be retained as retention money and will be refunded after completion of 3 months from the date of completion of one year service of the contract basis bidders request letter for releasing the same. The retention money will be paid to the bidder earlier, if the bidder submits a Bank Guarantee equal to the amount of money retained. No interest will be payable on the amount so retained by HBL. MANPOWER / EMPLOYEES: 1. Bidder to deploy adequate manpower as per proposed organogram and meet all statutory manning norms with appropriate qualifications/ certifications / relevant experience required to perform the work satisfactorily during season and off- season . 2. All persons engaged by bidder either directly or indirectly shall be deemed to be the employees of the bidder. It is obligatory on the part of bidder to cover all their employees under latest Workmen Compensation Act, factories acts, minimum wages Sugar act, as applicable in Bihar and owners GTC. 3. Bidder shall at all times indemnify Owner against any claim which may be made under the Workmen's Compensation Act, 1923 and will be settled by Bidder to their employees including medical expenses. 4. Bidder shall at all times indemnify Owner against any monetary claim or payment to bidder Employees or statutory authorities under the Employees Provident Fund, Family Pension Fund or any other enactment related to employees, their working and their welfare. Owner may with held amount in absence of documentary proof of non submission and meeting statutory compliances. 5. Bidder shall ensure that they engage no person below the age of 18 years for carrying out the work under this contract. Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 27 of 109
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6. Bidder shall withdraw those employees, who are not performing the work to the satisfaction of owner or for their misconduct or any other reason and bidder undertakes to replace such personnel to suit the requirement of owner. If the bidder are recruiting any people locally should inform owner before engaging them. 7. Bidder shall maintain all such statutory records, registers, as per the requirement of the Contract Labour Act, 1970, its central rules 1971 & other Labour Laws as may be required in force from time to time. 8. Bidder shall transfer/depute his skilled personnel from one unit to other units of Owner after mutual discussions/approval of owner if bidder is successful for such contracts at both locations of HBL. 9. Bidder shall ensure that a cordial and Industrial relation is maintained among their employees. 10. If due to shortage of manpower, some operation or maintenance job which was supposed to be undertaken by bidder suffers, then, owner will have the right to outsource the job to third party at risk and cost of bidder. 11. Bidder will submit the details of all the employees engaged at owner Sugar Mills, in advance to the Plant incharge. The identity/ID proof shall also be issued by the bidder to all the employees engaged by him and should be duly displayed while at work. Bidder shall use the Attendance management system with cost of ID card at Bidder account. In-case of new employee HBL may permit without proper identity card for maximum 5 days.
12. Owner shall not be responsible for any kind of losses/compensation/claim for any person/employee of bidder working in owner unit. 13. The Bidder shall provide all the safety items like helmets, hand gloves, goggles, safety belts, safety shoes, ear plugs and nose masks etc. The PPE shall be ISI mark and copy of test certificates shall be submitted to Owners /HBLs plant incharge. 14. Boiler operators/electricians deployed will be with necessary statutory certificate/licence issued by Boiler inspectorate and Elelctricity rules of Bihar StateElectrcity Board /CEA. The personnel shall be possessing such certificate and qualification as recommended in IBR. CONTRACT UNASSIGNABLE: 1. BIDDER shall not, without OWNERs/HBLs prior written consent, directly or indirectly assign, transfer or subcontract the work contemplated under this assignment. CONFIDENTIALITY:
1. All information / data supplied by OWNER or derived there from, are strictly confidential and shall not in any way either directly or indirectly be revealed by BIDDER or their employees to any third party.
BIDDERS GENERAL INDEMNITY: 1. Owner/HBL shall not be held responsible or liable for any loss, damage or expenses resulting from the bidders execution of the contract with owner with regard to payment to his personnel, any injuries, accidents or death.
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2. The Bidder shall indemnify, defend and hold Owner /HBL from any and all claims, action, loss, expenses, damages and liabilities with regard to person or property resulting from any act, negligence or otherwise or misconduct of the Bidder, or his employees, representatives, agents including subcontracts. Training Owners Manpower 1. The bidder is provided with a list of OWNER/HBL employees/ seasonal employees currently/expected to be working in the respective plants. The bidders should utilize the existing manpower and also impart full training, (classroom/on site) to them (HBL permanent & seasonal only) during the contract period. DELIVERY SCHEDULE The plants are designed to and are therefore to be run as follows: Sugar Plant for 130 days @ 3500 MT cane crushing per day with recovery at par with neighbouring mills / average recovery in Bihar. Ethanol Plant for 270 days @ 60 KL ethanol production per day. Cogen Plant for 300 days @ 20 MW per hour per day.
Shut down & Maintenance shall be carried out in balance period. With efficient management additional days can be run by bidder depending on availability of raw materials and economic viability of owner.
Definition of Season & Off-season:

1. Season: Cogen: One month before the commencement of crushing of cane till the availability of bagasse. Off Season: Co-gen: Periods other than defined above shall be off season. 2. Season: Ethanol: One week before the availability of molasses / juice / steam to run the distillery till availability of molasses / juice / steam . Off Season: Ethanol: Periods other than defined above shall be off season. 3. Season: Sugar: One week before the commencement of crushing till end of crushing as notified to the Government of Bihar. Off Season: Sugar: Periods other than defined above shall be off season.
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PREAMBLE & SCOPE of WORK - SUGAR UNIT

MANUFACTURING/PRODUCTION
1. All activities starting from Cane unloading, crushing, production of white sugar upto packaging in sugar bags and proper stacking in sugar godown. including diffuser & boiling house operations and press mud operations and effluent to be treated at ETP. 2. Maintaining Quality control of Sugar, thru laboratories. 3. To achieve and monitor all set production targets for all units. 4. Inventory management, monitoring receipts and timely indenting of chemicals / raw materials, lab equipments / reagents etc. 5. Conservation and optimum utlilization of all raw materials. 6. Preperation of all MIS & statutory records/ reports as per state Govt and Central Govt. Requirements. 7. Liasoning with the departments & unit heads for day to day operations. 8. Supervision of the handling contractors job / service engaged by OWNER, if any, for operation and maintenance for all the process units. 9. All environmental parameters related to Emission and Discharge should be strictly adhered to as per Bihar State Pollution control Board / MoE&F Norms. 10. Repairing & maintenance of all the equipments etc. complete during season and overhauling of equipments during off season. Where the equipments are under warranty of the OEM, bidder shall co ordinate with the OEM for their repairs and maintenance. Subsequently, where the R&M is to be done by the OEM, owner shall arrange for AMC but the bidder will be responsible for the co ordination with the OEM. 11. Bidder shall be responsible for monitoring & control of entire operations through manual and automation (DCS/PLC). 12. The bidders has to supervise all his employees for carrying out all the jobs. 13. The plants must be manned by adequate number of people with adequate level of competence. Where a particular position requires the manning by a person with a specific skill / certificate, then that position should be filled by such a qualified person. The bidder to provide the proposed manpower chart for the entire plant along with the technical bid. 14. The bidder should provide complete and comprehensive on the plant training of the personnel of OWNER during the period of contract so as to enable them to operate the plant on the expiry of the contract. 15. The operations and maintenance of the plant during the season and offseaon would be reviewed on a fortnightly basis by the owner through the plant in charge. Any deviation from the agreed parameters in any of the areas would be corrected by the bidder immediately. 16. The bidder shall develop, in co ordination with the owner and EPCC contractor, comprehensive procedures for safety, quality control, operation and maintenance of each and every equipment of the integrated plant. Where the EPCC contractor has already provided the manuals on operation and maintenance, the bidder shall develop the procedures based on such manuals. 17. The bidder shall maintain adequate and proper records of operation of all units and maintenance of each equipment during season and off season. The records should give all relevant details for review of the performance of the units, root cause analysis of failures, performance parameters against the design etc. Weekly / Fortnightly / Monthly reports as mutually agreed would be submitted by the bidder on the plant O&M activities. The records should also enable the owner to seek ISO certification after one year of operation. 18. Bidder shall prepare a comprehensive list of spare parts, consumables, tools, tackles etc for each process unit both during season and off season. The bidder will also specify additional workshop equipments if any, other than the ones already available in the factory. The bidder may visit the plant before the commencement of the current season and suggest the minimum spares and consumables required for the current season, along with suggested vendors for each such item. Such requirement may be given at least 30 days prior to scheduled commencement of crushing. Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 30 of 109
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19. Bidder shall assist the owner / EPCC contractor in the pre commissioning, commissioning of the plants and also in the start up and testing of the equipments in each of plants during the period of contract. 20. Bidder shall also assist the owner to develop an Annual Operating Plan for the entire unit with various options so as to maximise the capacity utilisation of the plant and to maximise the profitability of the plant. 21. Bidder shall also assist the owner in preparation of the plant administration schedule and the O&M budgets for the plant.( Budget should reflect in terms of per quintal of cane crushed as practice in Indian sugar factory to have the cost control) 22. Bidder shall schedule for preventive maintenance as well as capital repair of equipment and machines. He shall plan for the repair and replacement of parts as required. 23. Bidder shall also assist the owner to interact with the statutory authorities for all plant related requirements. 24. Administration of subcontractors services, including maintenance of roads, buildings and grounds in sugar section. 25. Bidder shall assist the owner with information on downtime, failure etc and provide recommendation on plant upgradation / modification etc. They should provide information on diagnostics and monitoring on the performance of the plant from time to time. 26. Bidder to operate and maintain the units in accordance with the Clean Development Mechanism and other Environmental Control norms. Bidder to provide necessary reports and readings to the owner to meet the compliance requirements of environment control enforcement authorities. 27. Bidder shall maintain all the plant area, in a clean state. All spillages and wastage in the plant area shall be cleaned immediately without getting accumulated, to pose a safety threat. 28. Bidder to provide a proper team for handling fire fighting in the plant area who should be equipped to handle any emergency. Periodic mock drills to be conducted to keep all the people well trained and in a ready mode. 29. Losses beyond industry practice shall not be accepted by the owner. 30. Steam and condensate management shall be closely supervised as plant is designed for maximum heat utilization. Steam leaks shall be immediately attended.
TECHNICAL Sugar:
1. Sugar plant will operate for a period of 130 days during the year at design capacity, subject to availability of cane. Where cane availability is more, the plant shall be operated till the cane is available. 2. The sugar plant is designed to crush 3500 Tons per day with a facility to divert 50% of juice post diffuser to Ethanol plant and only 50% of juice will be sent for processing in sugar plant. 3. The quality of sugar will be of ISS 30 colour (white colour) with minimum 60% medium size bold grain Plantation white sugar : ICUMSA 85-100 4. During the operation the minimum following parameters shall be maintained. However minor deviation within tolerances shall be accepted as long as the production and overall parameters do not get upset and equipment health is not affected. 5. Bidders shall ensure that the recovery is at par with neighbouring mills / average recovery in Bihar.
A. Cane preparation, milling and diffusion: i) Cane preparatory index shall be minimum 90%. This shall be determined by Aldrix / Rayners CCR Australian method. Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 31 of 109
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ii) iii) iv) v)
Whole reduced extraction shall be minimum 97.5%. Steam consumption in diffuser shall not exceed more than 2.5% on cane. Moisture Content in bagasse after three roller mill to be maintained below 50% . Bagascilo feed to vacuum filter through screen grader and blower shall be suitably maintained for continuous operation of filter.
B. Clarification: i) Scalding juice heating from 30 deg C to 70 deg C. ii) Sulphited juice heating from 65 deg C to 103 deg C and clear Juice heating to 115 deg C. iii) In a sample of 1 Ltr muddy jucie drawn from clarifier min 50gm of dry insoluble salt should be obtained. iv) PH shall be monitored and kept within acceptable limit. C. Vacum Filter: Vacum filter efficiency should not be less than 75% based in the average 6 nos of samples taken on the regular working conditions. POL %age in filter cake should not be more than 1% at wash water on 100% on cake. Moisture shall not be more than 70% . D. Evaporation and Boiling Section (1750 to 1925 TCD on 24 hrs basis) a. Minimum vacuum on the last body of the evaporators 650 mm hg. b. The evaporator set to give up to 85% + evaporation. E. Vacuum Pan (i) Minimum vacuum at the pan body of 625-635 mm. (ii) Total cycle time (with full strike level) not more than the following: A massecuite pan - 2.5 hours to 3.00 B massecuite pan - 4.0 hours C massecuite pan 6-8.0 hours after footing and C massecuite brix 101 deg. The bottom valves of pan shall be carefully operated and any problems in this shall be attended on priority. Dropping of massecuite to crystalizer and its flow crystallizer and then to centrifuge shall be based on grain size and required brix to meet the product requirement. F. Condensers (i) Minimum vacuum in the body of the condenser of is 650 mm. The water to vapour ratio is of 26 average& 30 max. (ii) Temperature difference between vapours to be condensed and tail pipe water temperature should be less than 10 Deg C. The condenser shall run within design parameters and injection pumps shall be switched on after complete check of all valves etc. Vacuum gauges shall be closely monitored to maintain the vacuum in mm hg as specified. G. Spray Pond Minimum drop of 130C or within 7 0C of wet bulb temperature for injection water cooling during season. The Ph shall be maintained as per recommendation and requirement. Dosing of lime / chemicals shall be done. Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 32 of 109
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H. Cooling, Curing & Grading of Massecuite Batch & Continuous Centrifugal Machines 1) A massecuite brix 94-96, purity not exceeding 70.0 2) B massecuite brix 100-102, purity not exceeding 57.0 I. All Centrifugal machines: (i) (ii) (iii) Purity of single cured C sugar not less than 82 Purity of double cured C sugar not less than 92. Purity increase between Nutsch molasses purity (C massecuite fed to C fore workers) and final molasses purity from C fore worker machines not more than 1.50. (iv) (v) Purity of B single cured sugar not less than 95. Capacity of A batch machine judged for average cycles during continuous four hours working and for continuous machines also for four hours continuous working for successive 7 days respectively. Minimum cycle hours shall be maintained. (vi) Exhaustion of massecuite minimum 60%. Crystalizer , pug mill , magna mixer shall be continuously running as per operation requirement. All steam flow , syrup flow etc shall be monitored and carried out within design limits. J. Grass Hopper The temperature of the sugar at the end of the last hopper not more than 42 oC and moisture not more than 0.03%, when the ambient temperature is below 36C. Its wooden stack shall be monitored and collection of heap etc shall be avoided so that hopper are not overloaded. The dust catcher shall be operated as required. The area in sugar house shall be maintained well. K. Reduced Boiling House Recovery The reduced boiling house recovery to be maintained not less than 91.0% by Gundu Rao formula. L. Steam Consumption Steam consumption of the entire sugar plant not more than 22% on cane. M Power Consumption 1) Operating electrical power consumption of the entire cane preparation, diffusion section and sugar boiling process house not to exceed 20 kWh/TCH
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2) The power factor of the electrical system not less than 0.95; N. Bagging of Sugar Daily production of Sugar must be bagged in the bags (to be provided by the owner) and properly stacked in the sugar warehouse. O. Press Mud Disposal Bidder shall supervise and ensure that the press mud should be removed from the unit and stored / stacked in the bio compost yard. Contract Labour with transportation for this purpose will be provided by the owner which shall be effectively supervised by your staff. Preparation of milk of lime and sulphitation required for the sugar plant is in the scope of bidder. Owner shall provide the requisite quantity of lime and sulphur for each shift based on advise received prior to start of shift. The lime/sulphur consumption shall be within accepted practice of Kg/TCH .One shift stock shall be maintained at work area from where your staff can handle. Waste of chemicals due to poor operation shall be attributed to bidder. O. Effluent Treatment plant The preparation of culture and monitoring of all equipments shall be in bidder scope. The MOEF / BSPCB norms shall be maintained. The compressor operation and aeration system shall be run as per requirements. Th transfer of waste / sludge to different pits and monitoring pumping etc shall be in bidder scope. The plant shall be properly manned as this plant is situated in one corner of unit and requires suitable supervision and manning. Most of the equipments have VFD to ensure optimal power consumption and this shall be run and its bypass shall be avoided. Routine Maintenance during Season & planned maintenance during non operation of equipments & unit
Sugar unit :
Cane unloader Monitoring of oil level of grabs and refill when required. Cleaning of HT & LT rails Application of lubrication in wheels, electrical cable guides, bearing and rope drums etc LT & CT switches should be handled properly and connection should be checked regularly Break shoe and all gear box's oil level should be checked regularly and refill if required. All gear boxes oil level should be checked regularly and refill if required. In case consumption is more than the accepted limit of OEM recommendations it should be bought to the notice of the management. All shaft coupling bolt should be checked regularly All clamps of ropes should be checked and replaced immediately if required. Cane unloader should be stopped one by one and checked in each shift by mechanical and electrical deptt. for proper working. Assisting owner during annual certification by Competent Person.
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Cane Carrier Head shaft and tail shaft bearing should be monitored for alignment Cleaning of bagasse from tail shaft should be done regularly Gear box oil level should be checked regularly Monitoring of loosened nut/bolts and split pins Application of lubrication for drive bearings, plumber blocks and slat chains Maintenance of water bail out pump
CSDE & Cane Cutter Gear box oil level should be checked regularly Temp. of bearing should be monitored regularly Monitoring of knives and arm's bolts regularly. The knives and holding bolts to be checked on schedule short checking once in a month or whenever there is no- cane and worn out bolts and nut to be replaced. Cleaning of any cane stuck up/choking , which is affecting flow or leading to crushing delays shall be attended
Belt Conveyors Gear boxes shall be regularly checked and oil levels to be filled as required. Greasing / lubrication of all rollers and bearings to be done. Alignment checks and misalignments to be rectified. Choking / heap accumulation removal to start and maintain smooth operation. Monitoring the slackness of belt and adjusting the counter weight accordingly. Belt resplicing activity, if required due to snapping or operational requirements
Shredder Oil Monitoring of oil tank and maintaining the lube oil system in healthy condition with refill of oil as and when required. Cooling water system monitoring and ensure continuos flow of water Oil pressure shall be maintained as recommended by manufacturer mostly in range of 2-3 kg/sq cm. Oil cooler to be cleaned on schedule interval once in a month. Opening of covers and cleaning in case of any choking to ensure smooth flow to rake elevator. Alignment check once in a month during season when equipment is not operating.
Rake Elevators / Carriers, In-feed Carriers/ Intermediate carriers: Oil level of gear boxes shall be checked and maintained as per OEM. Monitoring of loose nut/bolts of rakes/chains etc shall be tightened as required. Checking of bagasse accumulation at ends so that movement is not obstructed. Cleaning and tightening of rakes to avoid sagging or over tightening shall be maintained. Rake alignment shall be checked and rectified so as to prevent sideways rubbing with the rake elevator body Clearance of all choking at point of meeting near bagasse elevator and belt conveyor is in bidder scope.
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Diffuser Oil level of all pumps should be checked regularly. Proper adjustment of juice flows to avoid spillages. Monitoring of lifting screws shear pin, in case of breakage of shear pin, it should be changed immediately. Monitoring the proper imbibition in all stages to avoid lifting screw damage. Press water drum height should be monitored according to the bed height. Bagasse discharge chute should be monitored regularly to avoid any jamming. Incase any such happening this shall be immediately cleaned to ensure smooth job operation. Diffuser stage temp. should be checked regularly. Monitoring Diffuser Sump pump operation to prevent over spillage Maintaining proper record in case of stand by pumps. DCS /PLC maintenance coordination shall be in bidder scope Hydraulic oil fills etc shall be coordinated.
Dewatering Mills: 2 roller & 3 roller Oil level checks and refilling as when required. Complete lubrication system to be maintained.( Planetary gear box oil lubrication system should be maintained as specified by the manufacturer and oil cooler to be cleaned once in a month) Oil heater system shall be maintained properly in its automated mode operations Roller clearances and teeth meshing shall be adjusted and maintained, as per operational requirements for required moisture control. Hydaraulic pressure checking of accumulators shall be done and accordingly required pressure shall be maintained. Monitoring planetary gear box and maintaining oil levels. Coordinating with OEM of oil pressure system for all maintenance jobs. Knives and scrappers checking. Repairing or welding if any is damaged. Alternate jugad tools shall be in place during running time to avoid delays.( Mill scrapper and trashplate levers to be monitored during the operation and if required to be tightened on no load condition) Schedule checking of scrapper and trashplate to be done once in a month and required repair to be done by welding or replacement of scrapper. The spares of this scrappers should be kept ready. Feed chute and discharge chute monitoring to ensure no choking. Bearing oil lubrication / gear lubrication shall be done. Remedial action for increase in temp shall be done immediately.
Juice sulphitor / Syrup sulphitor / Clarifier / Lime station /vacuum Filter etc. Sulpher smelter, Burner etc cleaning and de-choking. Grit Catcher cleaning. Choking to be attended. Setlled mud shall be cleaned if process is getting affected. All gear box levels shall be checked and monitored. Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 36 of 109
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All motors shall be routine checked. Drain lines/ lime lines choking shall be cleared. Pumps preventive maintenance and connected jobs. Routine cleaning / as and when required shall be done. Evaporator / quad Section / Pan / Condensor / Centrifuge machines All pumps condensate etc shall be checked and maintained as per their preventive maintenance schedule. Stirrer etc shall be maintained ensured for continuos running. Any other job coming up in the process units which disrupts production and crushing is in bidder scope . Schedule cleaning of Tubular juice heater,Evaporator/Batch pan ( Tube cleaning) to be done. Schedule to be made for general cleaning once in a month for 10 hrs and all necessary spares to be kept ready required for replacement.( The schedule cleaning can also be re-schedule if there is unavoidable no- cane/any other reason to save the schedule cleaning) OFF SEASON OR SHUT DOWN MAINTENACE During the off-season / plant shut down time the equipment shall be opened and repaired as per philosophy of turnaround maintenance. The probable job list alongwith a detailed schedule for all repair jobs shall be submitted to owner. The jobs shall be taken up based on the agreed list on each equipment. A tentative outline of most of the jobs is mentioned below. The maintenance during shutdown shall be done in a system to ensure that the breakdown is nil during next crushing season. Cane unloader Drive motor dismantling Drive gearbox overhauling Trolly / bridge wheel bearing overhauling Runner checking & replacement if any Brake assembly overhauling Cleaning & maintenance of grab,steel wire rope Drum overhauling
Cane carrier Drive motor dismantling and installation after repairs Chain & slat dismantling cleaning and installation/refixing Replacement of slat worn out bolts & nuts Chain overhauling & fitting Slat repairing or replacement if required Drive & tail shaft bearing & plummer block overhauling Drive gearbox overhauling Runner replacement Page 37 of 109
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CSDE & Head On Cutter Drive motor dismantling and refixing Shaft bearing overhauling and refixing Hub repairing in case of worn out or replacement based on condition Knives replacement as required ,cleaning and tightening Hard surfacing of knives Drive gearbox overhauling and refixing Drive alignment. Clearances between the enclosure and all knives etc shall be maintained
Belt Conveyors ( Semi prepared / megasse) All belts shall be loosened after closure of plant. The rollers Plummer block shall be serviced and the one which requires replacement shall be done Incase the belt is found to have damaged or requires a replacement it has to be carried out. The drives and gearbox is to be over hauled and repaired. The motor is to be checked and attended to make fit for next season. The equaliser bearings and motors shall also be attended. Magnetic Particle Separator It shall be checked and overhauled. Shredder Opening of anvil plates . Inspection of hammer and carry out repair or replacement as required. Shaft alignment and bearing checks. Replacement of bearing if required. Dynamic Balancing of rotor at site Closure of all plates Making ready of system to run in next season Cooling water arrangement inspection and repairs Lube oil arrangement , pump system inspection and repairs required.
Rake Carrier / Infeed Carrier / Megasse carrier / Bagasse elevator /Intermediate Carrier DIFFUSER Cleaning of diffuser (trays,whole body) Inspection of all equipments for damages if any. Flushing of all stage spray pipes & juice heaters. Overhauling of all motors and pumps. Page 38 of 109 Dismantling and detail inspection of rake, chain etc. Repairs as required. Replacement wherever required. Drive and gearbox overhauling. Sprocket inspection and repairs as required. Replacement if required. Trough repairs if required Complete re-fitting of chain with rakes in all carriers and trial before taking in operation.
( UNPRICED BID )
Press water distribution tank & launder cleaning. Hydraulic power pack, leakages, damages, oil level and oil filter checking,oil coolers cleaning. Water filling in drum as required in coordination with Operation team. Lifting screw set up to be rechecked and shear pins to be checked. Weld deposits to keep the blades rough if required shall be done. Repairs of any weld cracks , Instrument nozzles points Pit pumps to be checked Area housekeeping Repais of Insulation as and where required Inspection of Direct Contact Heaters & cleaning and closing of Flanges all 8 nos. Inspection of structurals upto 27 mtr high and repairs at places required.
Dewatering Mill : 3 Roller & 2 Roller ( With planetary gear box and other accessories) Bagasse infeed chute dismantling cleaning and reinstallation. All Tail bar & coupling dismantling and refixing after inspection and eligible repairs All Top cap dismantling , overhauling and installation. All rollers dismantling and repairs if required and refix. In-case rollers require replacement then it shall be installed. All mill headstock cleaning All mill juice & water pump & motor dismantling repairs and reinstallation. All Mill roller brg.& shaft inspection and repair / replacemet as required. Mill bottom roller brg.bedding sequence to be carried out. Roller grooving in sequence and weld repairs for area caused due to operation. Crown pinion & UFR pinion teeth inspection and build up as required. UFR bush overhauling and installation Mill Lubrication system overhauling Mill Hydraulic system overhauling and ready for use. Mill roller & trash plate fitting post inspection and repairs Top & bottom scraper inspection , repairs & installation Mill bearing cooling system Roller grooves to be checked and repaired to make it for dewatering.
BOILING HOUSE PROCESS EQUIPMENT Clarifier Opening of all manways Dismantling of drive motor ,RGB ,inside juice coil ,Mud & Cl.juice pump manhole opening Dismantling, overhauling, grinding & fitting of Repairing ,overhauling of drive & juice coil Repairing, overhauling, alignment of centre tube Repairing, overhauling, alignment of scraper Scrapping & cleaning of flocolating chamber , Bottom cone and all chambers Inspection / repair juice & mud piping Centre tube rubber joint checking & fitting Manhole closing with proper gaskets in place Water testing of clarifier Pump fitting & alignment Page 39 of 109
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Overhauling & repairing of clear juice receiving After water testing & rectifiction of leackages Servicing , repair and water testing of all valves
Rotary Vacuum Filter Dismantling of motors ,RGB , juice piping Light & heavy filtrate, Mud mixer & condenser Inspection and repairs of Mud tray, Agitator, Mud pipe line Checking Overhauling of mixer, drive cyclone & bagasse blower Hydraulic testing of of Oliver drum , condenser heavy/light filtrate pot. Servicing and testing of all valves. Dismantling of mud cover assembly with drive and fixing post inspection and repairs. Fitting of drums with pipe line (drip), all drive wear plate, condenser, mud mixer piping etc. Dismantling and overhauling of vacuum pump Electrical .motor fitting & alignment of vacuum pump Trial of vacuum pump & leakage rectification Wear plate grinding & refitting. Vacuum filter main bearing checking ,grinding & rectification work Overhauling of filter lubrication point, setting with trial Weight adjustment of filtrate (light/heavy). Repairing & setting of vacuum regulating valve
Juice & syrup sulphitor Opening of manholes, scraping the deposits & cleaning of vessel. Dismantaling of drive unit & reduction gear box of stirrer, overhauling and refixing. Stirrer shaft bearing overhauling, shaft straightness checking and refixing. Dismantling of SO2 gas recovery tower, SO2 gas C I piping & valves Complete assembly of tower and valve servicing. All connections Servicing of all valves and making system ready. All pumps connected to system shall be attended for all repairs.
Sulphur burner station: All pipelines shall be dismantled and melting pots, scrubber to be opened and cleaned. All valves shall be serviced and ready for use. Cooling water line to be inspected and repaired if required. Water and air tests as applicable shall be done to make the sytem leak proof Opening of burner body, inspecting and repairing the castabule layer for heat insulation Checking the cooling water circuit and attending repairs if any Instrumentation to be checked
Lime station : Dismantling of reduction gear box drive of slacker, overhauling and fixing. All lime tanks and MOL storage shall be cleaned and inspected for repairs. Repairs to be carried out as required. Stirrers shall be inspected and repaired . Dismantling of screen, drive, gear box & motor of KORAN classifier and refixed after necessary repairs Opening and cleaning of grit catcher
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Evaporators / Heaters All manways to be opened and offered for cleaning and Inspection Both sets to be cleaned and tested. Incase of tube failure observed it shall be replaced and then tested. All condensate pumps and connected piping to be inspected and necessary repairs to be done. All internal pipelinese.g ammonia etc. shall be cleaned and installed. All manways to be closed All Instrumentation items connected shall be dropped and reinstalled after mechanical repairs. The complete system shall be checked for vacuum holding.
Pan /Crystallizer All valves shall be serviced. 5 pans and connected crystallizer shall be cleaned and tested for calenderia. Incase of tube leaks it shall be replaced. The condensers shall be cleaned and inspected. The drop valves shall be serviced and tested for operation with air supply for faultless operation. All crystallizers shall be thoroughly serviced and all internals, stirrer shall be cleaned. The gear boxes, drives connected to crystalizer shall be overhauled The conveyor to seed crystalizer shall be attended for all its repairs The connected gutter etc shall be cleaned for free flow to crystalizer and then to C/F machines The manways and instruments shall be fixed properly to ensure that vacuum drops are not observed. Vacuum test shall be done Injection pump shall be throrughly cleaned and serviced for use.
Centrifugal Batch & Continuous machine All machines to be thoroughly cleaned Dismantling of motors , solenoid valves and inspect and refix after completion of repairs. Complete overhaul of machine and its connected valves, drives etc. Drops to magna mixer shall be checked and repairs The masccusite lines , pumps shall be inspected and repaired as applicable. Brakes shall be serviced All electrical system and controls shall be checked and attended.
Hoopers / Bucket elevator / Grader / dust catcher Shall be cleaned and inspected . The list of repairs shall be made and immediately attended. The wooden connectors shall be checked and repired/ replaced The elevator drives shall be serviced The bins shall be completely cleaned. The grader shall be opened and inspected. Prior to start of grader its vibraton shall be brought to control level or acceptable limit. All other equipments which are not mentioned above but are in unit, is in the scope of bidder . e.g air compressor , CIGAR , steam lines , vapour line valves .
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Wherever there is AMC with OEM or expert agency the jobs will be carried out by them. In those cases the required manpower like qualified fitter etc to complete the job shall be supplied by bidder. All coordination with AMC agency shall be in bidder scope. No cost of AMC agency is in bidder scope. The equipments opened in off season shall be refixed and made to operate condition. All jobs to keep the system in running condition is in agency scope. The spares and materials shall be arranged by owner. During off season maintenance work The following to be done: a. All critical shaft to be ultrasonically tested . b. Dynamic balancing to be done to all critical rotating equipment before taking in operation.( Cutter, shredder, fans etc) c. Vibration readings shall be taken after box up of equipments to ascertain misalignment or worn out bearings and if required shall be rectified. d. All gear coupling shall be opened, cleaned, inspected for damaged teeth and boxed up with fresh lubricants e. All motor drives fan cover and cooling air ducts shall be cleaned before and after season. Fresh greasing shall be done as per OEM recommendation or monthly where ever not mentioned f. All Gate valve, NRVs and Screw pumps shall be cleaned of residual sugar or process liquid after end of season g. Mechanical Seal flushing / cooling lines and bearing temp shall be monitored for all high discharge pumps and if required mechanical seals to be replaced DG SET a) The DG Set schedule servicing and operation. ELECTRICAL ITEMS SCOPE a) Lightining Fixtures : All such fixtures shall be maintained and replaced as and when required. The replacement of bulbs , switches etc to keep the illumination is in bidder scope. This also includes the high mast towers. b) Battery banks : Check all battery banks for loose connections, terminals worn out, water level etc. The charger system and all connected equipments to UPS shall be checked and maintained to ensure healthy working. If replacement of battery bank is required it shall also be carried out. c) Operating gears/switches : This shall be checked and maintained in lock condition to avoid unwaqnted use. Sign of flashover etc shall be checked.Loose connection etc shall also be checked and remedial action shall be taken. d) Check mounting bases, insulator blades and contacts , ground terminals , earth pits etc. Rectifications shall be done incase any problems are seen. e) Temperature and pressure relays shall be attended. f) Cable clamps , Instrument transformer shall be monitored for heat etc. g) Check running currents and vibrations of all motors. Remeidal action to be done to bring it in normal range. h) Electrical rooms a/ vaults shall be maintained i) Physical checks of cables, wring , conduits shall be done and damages shall be rectified. j) Cable testing and fault detection shall be done effectively as accepted norms and practices k) Switchgear maintenance : Ensure that all enclosure panels, doors, and structures are well-maintained in accordance with the manufacturers specifications. During de-energized maintenance, enclosures are to be vacuum cleaned of all loose dirt and debris use of compressed air is not recommended since this may cause foreign particles to become embedded in the insulation or damage insulators. Any buildup of dirt or other contaminates that will not come off with vacuuming should be cleaned with lint free rags using Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 42 of 109
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cleaning solvents recommended by the manufacturer. All vents and fan grills are to be cleaned of all dust and/or dirt accumulations. Ensure that ventilation openings are not obstructed. Where seals and/or gaskets are installed, these should be examined and repaired or replaced as necessary. All doors and access panels should be properly secured during operation. Where heater elements are installed, these should be cleaned, examined for damage and/or deterioration, and tested. Repair or replace heater elements as necessary. In environments where there is an extreme exposure to adverse conditions, the frequency of maintenance for enclosures should be increased as conditions warrant.Electrical equipment rooms or vaults should be kept cleaned of dirt and/or dust accumulations on a regular basis. Doors and windows should be maintained in proper working order and kept closed during routine operation. Access doors should be clearly marked to alert personnel that live electrical equipment is in use. Where ventilation and/or air conditioning is used, all fan motors should be cleaned and examined for signs of wear and deterioration. Fan blades should be cleaned of dirt and dust and bearings should be properly lubricated. Vent openings should be cleaned of all dust and dirt accumulations. Filters should be cleaned and/or changed as recommended by the manufacturer, or more often if conditions warrant. Electrical equipment rooms should never be used as storage areas. Electrical equipment rooms or vaults should be examined for evidence of water seepage. The tops of electrical equipment enclosures should be examined for evidence of water since this is a common entryway that often goes undetected until a failure occurs. The source of the water should be immediately identified and corrective measures taken to permanently correct the condition. Air / Vacuum Circuit Breakers /Molded swith breakers Remove and clean interphase barriers. Clean all insulating materials with vacuum and/or clean lint free rags. If it is necessary to use cleaning solvents, use only solvents recommended by the manufacturer. Inspect for signs of corona, tracking, arcing, or thermal or physical damage. Ensure that insulation is left clean and dry.
All maintenance is similar to that performed on air circuit breakers. OEM recommended test shall be done. Motors : Mostly OEM recommended practice shall be carried out for all motors checks and tests. Agency to ensure that motors of big or small capcity are checked and tested. Rotor shafts etc shall be checked and repaired. All area of units shall have sufficient qualified electricians to take care of routine and emergency situations All fuse replacements, connectors etc shall be in bidder scope. All safety procedure and energizing and deenergising procedure with due approvals shall be done. Instrumentation Items repairs for all units : Bidder to ensure that all instrument items in all three units are properly maintined and any alarm or on no reading/unoperational shall be attended immediately. All PLCs, DCS , control valves, Pressure transmitters , RTD s , Flowmeters etc shall be maintained and calibrated. Where ever AMC are required shall be provided by Owner but the site assistance to them has to be extended as and when required. Replacement of DCS cards, loop check after repairs etc shall be in bidder scope.
Note:-Maintenance of all equipment / equipments accessories installed and required for operation of the plant will be the responsibility of the party except the work scope identify by OWNER.
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PREAMBLE & SCOPE of WORK - ETHANOL

MANUFACTURING/PRODUCTION a. Production of Ethanol from Juice / Molasses / syrup upto storage and loading of ethanol from the storage tanks. Receipt of molasses (in house and from outside) and storage. Press mud operation. b. Operation of Bio-composting, mixing, bagging and bulk sales of bio-compost fertiliser. c. Maintaining Quality control of Ethanol, and bio-compost thru laboratories. d. To achieve and monitor all set production targets for all units. e. Inventory management, monitoring receipts and timely indenting of chemicals / raw materials, lab equipments / reagents etc. f. Conservation and optimum utlilization of all raw materials. g. Preperation of all MIS & statutory records/ reports as per state Govt and Central Govt. Requirements. h. Liasoning with the departments & unit heads for day to day operations. i. Supervision of the handling contractors job / service engaged by owner, if any, for operation and maintenance for all the process units. j. All environmental parameters related to Emission and Discharge should be strictly adhered to as per BSPCB / MoE&F norms. k. Repairing & maintenance of all the equipments etc. complete during season and overhauling of equipments during off season. Where the equipments are under warranty of the OEM, bidder shall co ordinate with the OEM for their repairs and maintenance. Subsequently, where the R&M is to be done by the OEM, owner shall arrange for AMC but the bidder will be responsible for the co ordination and assistance, with tools and manpower ,with the OEM. l. Bidder shall be responsible for monitoring & control of entire operations through manual and automation (DCS/PLC). m. The bidders has to supervise all his employees for carrying out all the jobs. n. The plants must be manned by adequate number of people with adequate level of competence. Where a particular position requires the manning by a person with a specific skill / certificate, then that position should be filled by such a qualified person. The bidder to provide the proposed manpower chart for the entire plant along with the technical bid. This shall be strictly complied during operation. o. The bidder should provide complete and comprehensive on the plant training of the personnel of OWNER during the period of contract so as to enable them to operate the plant on the expiry of the contract. p. The operations and maintenance of the plant during the season and offseaon would be reviewed on a fortnightly basis by the owner through the plant in charge. Any deviation from the agreed parameters in any of the areas would be corrected by the bidder immediately. q. The bidder shall develop, in co ordination with the owner and EPCC contractor, comprehensive procedures for safety, quality control, operation and maintenance of each and every equipment of the plant. Where the EPCC contractor has already provided the manuals on operation and maintenance, the bidder shall develop the procedures based on such manuals. r. The bidder shall maintain adequate and proper records of operation of all units and maintenance of each equipment during season and off season. The records should give all relevant details for review of the performance of the units, root cause analysis of failures, performance parameters against the design etc. Weekly / Fortnightly / Monthly reports as mutually agreed would be submitted by the bidder on the plant O&M activities. The records should also enable the owner to seek ISO certification after one year of operation. s. Bidder shall prepare a comprehensive list of spare parts, consumables, tools, tackles etc for each process unit both during season and off season. The bidder will also specify additional workshop equipments if any, other than the ones already available in the factory. The bidder may visit the plant before the commencement of the current season and suggest the minimum spares and consumables required for
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t. u.
v.
w. x. y. z.
aa.
bb. cc.
the current season, along with suggested vendors for each such item. Such requirement may be given at least 30 days prior to scheduled commencement of crushing. Bidder shall assist the owner / EPCC contractor in the pre commissioning, commissioning of the plants and also in the start up and testing of the equipments in each of plants during the period of contract. Bidder shall also assist the owner to develop an Annual Operating Plan for the entire unit with various options so as to maximise the capacity utilisation of the plant and to maximise the profitability of the plant. Bidder shall also assist the owner in preparation of the plant administration schedule and the O&M budgets for the plant.( Budget should reflect in terms of per quintal of cane crushed/processing feed as practice in Indian environment to have the cost control) Bidder shall schedule for preventive maintenance as well as capital repair of equipment and machines. He shall plan for the repair and replacement of parts as required. Bidder shall also assist the owner to interact with the statutory authorities for all plant related requirements. Administration of subcontractors services, including maintenance of roads, buildings and grounds Bidder shall assist the owner with information on downtime, failure etc and provide recommendation on plant upgradation / modification etc. They should provide information on diagnostics and monitoring on the performance of the plant from time to time. Bidder to operate and maintain the units in accordance with the Clean Development Mechanism and other Environmental Control norms. Bidder to provide necessary reports and readings to the owner to meet the compliance requirements of environment control enforcement authorities. Bidder shall maintain all the plant area, in a clean state. All spillages and wastage in the plant area shall be cleaned immediately without getting accumulated, to pose a safety threat. Bidder to provide a proper team for handling fire fighting in the plant area who should be equipped to handle any emergency. Periodic mock drills to be conducted to keep all the people well trained and in a ready mode.
TECHNICAL
Ethanol
1. 2. The ethanol plant will produce ethanol meeting specifications of IS:15464:2004. The proposed ethanol plant installed will have manufacturing capacity of minimum 60 KLPD, with 99.8% purity by volume and 1.6 KLPD impure spirit of 95% purity by volume. The ethanol plant will be provided required steam and power from cogen power plant. The utility receipt coordination shall be carried out by shift staff of bidder to ensure that it is received as per unit requirement. Ethanol plant will operate on 50% mixed juice diverted from the sugar plant & available molasses during season & on stored concentrated syrup & saved molasses , during off-season.
3.
4. The plant is designed with philosophy of 1750 TPD mixed juice diverted to ethanol plant, 505 TPD will be used for ethanol manufacture during season & balance 1245 TPD will be concentrated to 207.5 TPD at 60% concentration. Out of the concentrated mixed juice, 83.5 TPD will be again utilized during season and balance 124 TPD will be stored for off-season requirement. 78.80 TPD molasses will be utilized from own generated mollasses. 5. The unit will process molasses generted in house as well as procured from outside. Bidder should be able to handle in both the scenarios. In house generated molasses will be stored in molasses tank of sugar plant and its pumping with coordination of sugar unit operation team is bidders scope.
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6. During design it is assumed that Ethanol production shall be at the minimum rate of 55.38 litres of ethanol per MT of cane juice and 222 lt of ethanol per MT of molasses. Agency shall ensure that this is to be maintained as minimum parameter. 7. Losses of feed material and dead stock shall be evaluated on daily basis and a record to be maintained. 8. Losses beyond industry practice shall not be accepted by the owner. 9. Spent wash generation per litre of ethanol with evaporation shall not be more than 1.23 lt l. 10. Water requirement should not be more than 15 kl per kl of ethanol during season and not more than 20 kl per kl of ethanol during off season. This shall be primarily met with reservoir water for which a supply line is already laid. However in absence of water from reservoir the borewell shall be operated which is in the unit area. ( 2 nos.) 11. Annual compost production shall be minimum 4000 MT at the rate of 1:2.5 ratio of press mud / filler material (spent wash). 12. The power consumption shall be not more than 1 Mw in season . 13. Bidder shall arrange to unload the purchased molasses in the molasses tank and shall operated the molassess tank for operating the plant. 14. Loading of ethanol in the tank trucks is in the scope of the bidder. However, billing and excise formalities will be taken care by the owner. Bidder to ensure that additional quantity is not loaded. Incase it is notice that addional loading is taken place the penality shall be equivalent to cost of 1 tanker of ethanol. This shall be borne by bidder. 15. Gas supply to the boiler from the bio-methanation unit in the scope of the bidder. This activity shall be closely monitored by shift incharge and coordinated with cogen plant operation incharge. Additional fuel to boiler or starvation due to non gas supply shall not be done. 11. Bidder shall be responsible for operation of WTP, ETP, CPU and its clarifiers, bio-digestor, bio-methanation, spent wash evaporation and bio-composting yard, filling in bags and loading of bulk and packed bio fertiliser. 16. Juice clarification, juice evaporation etc shall be monitored closely to avoid losses. 17. Bagasse transportation from Sugar Plant to Ethanol plant for Vacuum Filter operation shall be monitored by bidder. Loading and unloading manpower and transportation vehicle shall be provided by owner. However blower and bagasse pit monitoring & operation shall be in bidder scope. 18. Handling of Ethanol plant press mud shall be in bidder scope for which transport vehicle and manpower shall be supplied by owner. 19. Ash Silo though in Cogen Plant, operation of same in co-ordination with Cogen plant shall be in the preview of Ethanol Plant Compost yard management, based on their field needs and Cogen evacuation requirements. 20. Aero tiller and dozer operation shall be in bidder scope for compost yard operation. 21. Steam and condensate management shall be closely supervised as plant is designed for maximum heat utilization. Steam leaks shall be immediately attended. 22. Most of the equipments have VFD to ensure optimal power consumption and this shall be run and its bypass shall be avoided. 23. The DG Set schedule servicing and operation in emergency or requirement is in bidder scope. Routine Maintenance during Season & planned maintenance during non operation of equipments & unit Ethanol Plant Maintenance Routine Fermentor & Molasses handling area: Cleaning of all lines and choking if happens Maintaining all valves on the line. Blinding / de-blinding required during operation. Servicing of weighing scale Page 46 of 109
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Servicing of agitators Rectifying choking of yeast separator , decanter , air-sparger , wash circulation line etc. Attending pumps and compressor for any failure. Attending plate heat exchangers and isolating and working if required. Maintaining lube oils in pumps and acting as pre preventive maintenance schedule of pumps and Motors.
Vacuum Filter & Juice Clarifier. Maintaining of Bagassecilo and clearing of any choking Rectifying the choking of filters Rectifcation of choking / unplugging of lines, lead lines to instruments &PHE. Rectification of belts / belt joining if required. Leaking lines and flanges with gasket replacements shall be attended. Attending all motors , pumps, blowers. Maintaining lube oils in pumps and acting as pre preventive maintenance schedule of pumps and Motors.
Distillation : Attending compressor and air lines and rectifying any trips. Maintaining lube oils in pumps and acting as pre preventive maintenance schedule of pumps and Motors. Clearing all chokings in fermented wash & spent wash lines , PHE etc. Clearing and unplugging all instruement lines. Gauge glass or sight glass cleaning in all columns and vessels.
Day storage tanks Monitor the tanks and ensure that no leaks and spillage is seen. Cleaning of tanks as and when isolated or required by statutory authority or owner..
Juice and Spet wash evaporation Ensuring no leaks from flanges , valves etc. Cleaning of heating systems as and when required Cleaning of any choke lines , vessels etc. Cleaning of all instruement lead lines Maintaining lube oils in pumps and acting as pre preventive maintenance schedule of pumps and Motors.
WTP / CPU Maintaining all pumps and compressor. Monitoring civil tanks and repairs if come up. Clearing all choked lines Maintaining borewells and its repair incase of failure All valves and instruments lines to serviced.
Bio-digestor tanks / Bio-methanation section Monitoring of the biomethanation area , pit and attend for any overflow or leaks. Gas holding tank and other equipments in this section like Lamela etc shall be attended. Page 47 of 109
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All valves to be serviced. Gas blower to be maintained and no failure to be contined for long duration. Spent-wash circulation lines to be checked and cleaned in-case of choking.
All steam lines in unit and coming to unit, water lines , connected valves and flanges shall be attended for any leaks. The utility line, molasses line coming from other units along with molasses pump shall be maintained by the agency. Shut Down Jobs A detail plan shall be in place prior to closure of plant and accordingly manpower shall be deployed to carry out maintenance jobs . Fermentation section All vessels shall be opened and thoroughly cleaned . All valves shall be checked and serviced. ( Fermentors, yeast vessel, dosing tanks, decanter , antifoam tanks , airsparger etc.) All instrument connected to DCS and automation shall be properly dropped and handed over to Instru group for their servicing and to avoid damage during mechanical repairs. All pumps and motors shall be attended as per specified procedure. Repairs in them shall be carried out as required. Refixing of all instrumentation items and its connection to be restored. Closing of all vessels and tests shall be done. Cooling tower all jobs to be attended including cleaning. Distillation section Opening of all vessels and columns condensers etc. Cleaning of all vessels , columns and its internal. Boxing up the vessels and tightening of bolts to avoid leaks. Removal and installation of all instruments connected to automation system Repairs of pump and motors , cleaning of strainers , repairs of strainers if any required. Servicing of all valves and flanges. Repairs of all sight glasses. Cleaning and repairs of all condensers. Cooling tower servicing ( all 3 ) and its pump and stariners shall be done.
Juice / spent wash evaporators Cleaning of all evaporators and its caledria. Replacement / repairs of tubes if required Testing and make it ready. All pumps , stariners, motors shall undergo shutdown checks and repairs as per practice. All valves shall be serviced and installed with new gaskets.
Ethanol Tanks / Day storage tanks. Cleaning and valve servicing as required. Incase of any leaks etc the repairs shall also be done.
CPU / WTP Cleaning of all RCC tanks and vessels. Media preparation as required Page 48 of 109
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Servicing and repair of all valves . All pumps and strainers shall be attended as per breakdown practices.
Biodigestor / Biomethanation / Spentwash lagoon Cleaning of tanks , lamella etc. Maintenace of all pumps Clearing of all lines leading to and from this section.
All equipments coming under ethanol plant and its connected effluent treatment system is under scope of bidder for maintaining and keeping it run during operation and during shut shutdown. All cooling towers shall be attended and fan , pumps, strainer , fins etc shall be attended. During off season maintenance work a. All critical shaft to be ultrasonically tested . b. Dynamic balancing to be done to all critical rotating equipment before taking in operation c. Vibration readings shall be taken after box up of equipments to ascertain misalignment or worn out bearings and if required shall be rectified. d. All gear coupling shall be opened, cleaned, inspected for damaged teeth and boxed up with fresh lubricants e. All motor drives fan cover and cooling air ducts shall be cleaned before and after season. Fresh greasing shall be done as per OEM recommendation or monthly where ever not mentioned f. All Gate valve, NRVs and Screw pumps shall be cleaned of residual product or process fluid after end of season g. Mechanical Seal flushing / cooling lines and bearing temp shall be monitored for all high discharge pumps and if required mechanical seals to be replaced ELECTRICAL ITEMS SCOPE a. Lightining Fixtures : All such fixtures shall be maintained and replaced as and when required. The replacement of bulbs , switches etc to keep the illumination is in bidder scope. This also includes the high mast towers. b. Battery banks : Check all battery banks for loose connections, terminals worn out, water level etc. The charger system and all connected equipments to UPS shall be checked and maintained to ensure healthy working. If replacement of battery bank is required it shall also be carried out. c. Operating gera/switches : This shall be checked and maintained in lock condition to avoid unwaqnted use. Sign of flashover etc shall be checked.Loose connection etc shall also be checked and remedial action shall be taken. d. Check mounting bases, insulator blades and contacts , ground terminals , earth pits etc. Rectifications shall be done incase any problems are seen. e. Temperature and pressure relays shall be attended. f. Cable clamps , Instrument transformer shall be monitored for heat etc. g. Check running currents and vibrations of all motors. Remeidal action to be done to bring it in normal range. h. Electrical rooms a/ vaults shall be maintained Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 49 of 109
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i.
Physical checks of cables, wring , conduits shall be done and damages shall be rectified. j. Cable testing and fault detection shall be done effectively as accepted norms and practices. k. Switchgear maintenance : Ensure that all enclosure panels, doors, and structures are well-maintained in accordance with the manufacturers specifications. During deenergized maintenance, enclosures are to be vacuum cleaned of all loose dirt and debris use of compressed air is not recommended since this may cause foreign particles to become embedded in the insulation or damage insulators. Any buildup of dirt or other contaminates that will not come off with vacuuming should be cleaned with lint free rags using cleaning solvents recommended by the manufacturer. All vents and fan grills are to be cleaned of all dust and/or dirt accumulations. Ensure that ventilation openings are not obstructed. Where seals and/or gaskets are installed, these should be examined and repaired or replaced as necessary. All doors and access panels should be properly secured during operation. Where heater elements are installed, these should be cleaned, examined for damage and/or deterioration, and tested. Repair or replace heater elements as necessary.
In environments where there is an extreme exposure to adverse conditions, the frequency of maintenance for enclosures should be increased as conditions warrant.
Electrical equipment rooms or vaults should be kept cleaned of dirt and/or dust accumulations on a regular basis. Doors and windows should be maintained in proper working order and kept closed during routine operation. Access doors should be clearly marked to alert personnel that live electrical equipment is in use. Where ventilation and/or air conditioning is used, all fan motors should be cleaned and examined for signs of wear and deterioration. Fan blades should be cleaned of dirt and dust and bearings should be properly lubricated. Vent openings should be cleaned of all dust and dirt accumulations. Filters should be cleaned and/or changed as recommended by the manufacturer, or more often if conditions warrant. Electrical equipment rooms should never be used as storage areas.
Electrical equipment rooms or vaults should be examined for evidence of water seepage. The tops of electrical equipment enclosures should be examined for evidence of water since this is a common entryway that often goes undetected until a failure occurs. The source of the water should be immediately identified and corrective measures taken to permanently correct the condition. Air / Vacuum Circuit Breakers /Molded swith breakers Remove and clean interphase barriers. Clean all insulating materials with vacuum and/or clean lint free rags. If it is necessary to use cleaning solvents, use only solvents recommended by the manufacturer. Inspect for signs of corona, tracking, arcing, or thermal or physical damage. Ensure that insulation is left clean and dry.
All maintenance is similar to that performed on air circuit breakers. OEM recommended test shall be done.
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Motors : Mostly OEM recommended practice shall be carried out for all motors checks and tests. Agency to ensure that motors of big or small capcity are checked and tested. Rotor shafts etc shall be checked and repaired. All area of units shall have sufficient qualified electricians to take care of routine and emergency situations All fuse replacements, connectors etc shall be in bidder scope. All safety procedure and energizing and deenergising procedure with due approvals shall be done. Instruementation Items repairs for all units : Bidder to ensure that all instruement items in all three units are properly maintined and any alarm or in no reading/not operational condition shall be attended immediately. All PLCs, DCS , control valves, Pressure transmitters , RTD s , Flowmeters etc shall be maintained and calibrated. Where ever AMC are required shall be provided by Owner but the site assistance to them has to be extended as and when required.
Note:-Maintenance of all equipment / equipments accessories installed and required for operation of the plant will be the responsibility of the party except the work scope identified by OWNER.
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PREAMBLE & SCOPE of WORK - COGEN

MANUFACTURING/PRODUCTION a. All activities including starting and operation of boilers, turbine operations including WTP, cooling tower operations, bagasse & ash handling operations. Co-gen operations with import / export of surplus power to BSEB grid through 132 KV Switchyard. b. To achieve and monitor all set production targets & exports for all units & BSEB. c. To achieve and monitor all set production targets for all units. d. Inventory management, monitoring receipts and timely indenting of chemicals / raw materials, lab equipments / reagents etc. e. Conservation and optimum utlilization of all raw materials. f. Preperation of all MIS & statutory records/ reports as per state Govt and Central Govt. Requirements. g. Liasoning with the departments & unit heads for day to day operations. h. Supervision of the handling contractors job / service engaged by OWNER, if any, for operation and maintenance for all the process units. i. All environmental parameters related to Emission and Discharge should be strictly adhered to as per BSPCB / MoE&F norms. j. Repairing & maintenance of all the equipments etc. complete during season and overhauling of equipments during off season. Where the equipments are under warranty of the OEM, bidder shall co ordinate with the OEM for their repairs and maintenance. Subsequently, where the R&M is to be done by the OEM, owner shall arrange for AMC but the bidder will be responsible for the co ordination with the OEM. k. Bidder shall be responsible for monitoring & control of entire operations through manual and automation (DCS/PLC). l. The bidders has to supervise all his employees for carrying out all the jobs. m. The bidder should provide complete and comprehensive on the plant training of the personnel of OWNER during the period of contract so as to enable them to operate the plant on the expiry of the contract. n. The operations and maintenance of the plant during the season and offseaon would be reviewed on a fortnightly basis by the owner through the plant in charge. Any deviation from the agreed parameters in any of the areas would be corrected by the bidder immediately. o. The bidder shall develop, in co ordination with the owner and EPCC contractor, comprehensive procedures for safety, quality control, operation and maintenance of each and every equipment of the integrated plant. Where the EPCC contractor has already provided the manuals on operation and maintenance, the bidder shall develop the procedures based on such manuals. p. The bidder shall maintain adequate and proper records of operation of all units and maintenance of each equipment during season and off season. The records should give all relevant details for review of the performance of the units, root cause analysis of failures, performance parameters against the design etc. Weekly / Fortnightly / Monthly reports as mutually agreed would be submitted by the bidder on the plant O&M activities. The records should also enable the owner to seek ISO certification after one year of operation. q. Bidder shall prepare a comprehensive list of spare parts, consumables, tools, tackles etc for each process unit both during season and off season. The bidder will also specify additional workshop equipments if any, other than the ones already available in the factory. The bidder may visit the plant before the commencement of the current season and suggest the minimum spares and consumables required for the current season, along with suggested vendors for each such item. Such requirement may be given at least 30 days prior to scheduled commencement of crushing.
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r. Bidder shall assist the owner / EPCC contractor in the pre commissioning, commissioning of the plants and also in the start up and testing of the equipments in each of plants during the period of contract. s. Bidder shall also assist the owner to develop an Annual Operating Plan for the entire unit with various options so as to maximise the capacity utilisation of the plant and to maximise the profitability of the plant. t. Bidder shall also assist the owner in preparation of the plant administration schedule and the O&M budgets for the plant.( Budget should reflect in terms of per quintal of cane crushed as practice in Indian sugar factory to have the cost control) u. Bidder shall schedule for preventive maintenance as well as capital repair of equipment and machines. He shall plan for the repair and replacement of parts as required. v. Bidder shall also assist the owner to interact with the statutory authorities for all plant related requirements. w. Administration of subcontractors services, including maintenance of roads, buildings etc. x. Bidder shall assist the owner with information on downtime, failure etc and provide recommendation on plant upgradation / modification etc. They should provide information on diagnostics and monitoring on the performance of the plant from time to time. y. Bidder to operate and maintain the units in accordance with the Clean Development Mechanism and other Environmental Control norms. Bidder to provide necessary reports and readings to the owner to meet the compliance requirements of environment control enforcement authorities. z. Bidder shall maintain all the plant area, in a clean state. All spillages and wastage in the plant area shall be cleaned immediately without getting accumulated, to pose a safety threat. aa. Bidder to provide a proper team for handling fire fighting in the plant area who should be equipped to handle any emergency. Periodic mock drills to be conducted to keep all the people well trained and in a ready mode. Cogen Unit : 1. The unit is designed for 110 TPH steam and 20 MW power generation.The Boiler is designed and supplied by M/s Walchandnagar / IJT and the turbine is from M/s Seimens with TDPS alternator. The DCS controls are from M/s ABB. The plant is also having ESP supplied by M/s VT corp. The boiler is designed to operate on multiple fuels, like bagasse, biomass, cane trash, firewood, bidder should be in a position to operate the boiler and the fuel handling system with any one or more of these fuels. 2. This unit is also an utility unit and the steam supply to sugar unit and ethanol unit shall be done from this unit. The process steam required for sugar at the rate of 22% on cane during season, 20 TPH during season and 10.25 TPH during off season for ethanol shall be supplied. The power requirement of approximately 3 MW for sugar during season 0.15 MW during off season and 1 MW per hour for ethanol plant during season shall also be provided. 3. The key performance parameter for the cogen plant shall be as follows; Sl No 1 Description Value
Steam Generator efficiency %
70 + 2 on bagasse / biomass and cane trash. 2.65
2 3
Steam to fuel ratio kg bagasse / kg Average steam to power ratio kg/kw
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Season Off season 4 Auxiliary power consumption mw (%) Season Off season
5.08 3.80
1.70 (8.5) 1.80 (9)
4. The parameters for other equipements will be based on HMBD and the process flow diagram to be provided by the owner along with the operating manual to the successful bidder. 5. The design Parameters for turbine and generation is Water Cooled Condenser : Operating Pressure (ata) -0.1 (in off-season) Temperature rise for cooling water (Deg. C) : 8 Power Factor (lagging) : 0.8
Generation Voltage (kV) 11.0, 3 phase Parallel operation with grid Required with BSEB grid Grid Voltage 132 kV, 3 phase Duty Requirements Continuous 8000 hours System Frequency 50 + 5% Turbine Type Triple Extraction cumCondensing Inlet Steam Parameters - Pressure (Kg/Sq. Cm(a)) 105 - Temperature (C) 535 - Flow (Kg/Hr) 99000 in season & 75250 in off-season Extraction parameters, No of Extractions 3 , Steam Flow : 25 kg/cm,8 kg/cm and at 2.5 kg/cm. Bleed at about 25 kg/cm is only for HP heater no. 2 . Bleed at 8 kg/cm is for HP heater no.1 and to supply 20 TPH to ethanol in season. Extraction at 2.5 kg/cm is for de-aerator and supply of 32 TPH steam to sugar process in season.
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6. The water treatment plant (30-35 cub mtr /hr) will be operated to meet the requirement of steam generation. The plant is designed to meet the water requirement of Cogen plant. Its regeneration cycle , acid and resin management. The levels in neutralisation pits and its draining to be maintained. The DM plant has one bore well connected to its RCC tank. There is also a water line laid to supply water from reservoir to Water treatment plant. The plant is primarily designed for river water and Borewell shall be used only when reservoir water is not available or there is any problem in water supply from central system. The chemicals resin etc shall be arranged by the owner however the requirements shall be provided in advance. Handling of this shall be in bidder scope. 7. The water treatment plant Laboratory is equipped with all facility to do tests for water quality and effluent / blowdown quality etc. The test shall be done minimum per shift 1 and everytime when errors are reported or other departments seek for it. The report of water / condenasate etc shall be maintained. This will be in addition to online test reports available in DCS thru online analysers available in unit. 8. A pump house is at river bank and operation of this pump house to have sufficient water supply to all units is in bidder scope. The reservoir is of capacity to handle water for 4 days of all units requirement. 9. DCS operation shall be handled by experience operator and he shall be capable of coordinating with field staff and communicating in routine and crisis / adverse time. 10. Bidder should co ordinate with the bagasse handling contractor to ensure contirnuous flow of appropriate quantity of bagasse through the conveyor to the boiler house. Conveyor operation, magnetic particle separator operation etc shall be thoroughly supervised. Loading and collection of return bagasse / spillage shall be supervised to meet unit requirement. 11. The surplus power export to BSEB grid will be up to approx. 13 MW during season and approx. 17 MW during off-season. The import of power from BSEB grid or available DG to start after black out is in bidder scope. The manpower deployed in substation and 132 KV export import facility shall be possessing all licenses as per statutory requirements. 12. Lighting DG shall be operated by bidder as and when required. 13. Bidder shall co ordinate with BSEB sub station personnel for the export of power as indicated above and the import of power required by the plant from time to time. The commercial billing and other issues shall be in owners scope. 14. ID/FD fans and ash handling shall strictly be carried out to meet the environment requirement. The pollution control emissions norms shall be followed. 15. The ESP operation shall be monitored by bidder so as to meet the MOEF guidelines for mitigating pollution effects. 16. Air sample collection and testing shall be carried out by bidder as per specified norms and frequency, as and when required. All such reports shall be prepared, maintained and submitted to unit in charge, if required. 17. The cooling tower operation along with its auxiliaries shall be carried out by bidder as per plant requirement. Testing the PH parameter for the cooling tower reservoir and addition of lime / chemicals to maintain the PH in acceptable zone shall be in bidder scope.
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18. The lube system and its centrifuge shall be closely monitored and operated to meet the OEM parameters. 19. Bidder to remove the ash from the boiler area to the designated area on a continuous basis without accumulating at any place. Handling contractor for ash transportation shall be in owners scope. 20. Bidder shall ensure smooth operation of the unit within its design limits. 15 Most of the equipments have VFD to ensure optimal power consumption and this shall be run and its bypass shall be avoided. 16 Bidder shall ensure the Boiler is hydro tested and certificate is taken from the inspecting authority for running the Boiler throught the season. 17 The fire fighting pump shall be operated by bidder during emergency when called. The shift engineer of bidder shall be contacted during emergency and he shall respond immediately. Routine Maintenance during Season & planned maintenance during non operation of equipments & unit Cogen Plant : This plant is having following major section for which routine maintenance, preventive maintenance and shut down / breakdown maintenance is in scope of Bidder. 1. 2. 3. 4. 5. 6. 7. 8. Steam generator ( Boiler) Fuel handling System Ash Conveyor system Turbine /Power house Cooling Tower Water treatment Plant Switch yard DG set for blackout
The preventive maintenance schedule for important pumps and compressors shall be in place and strictly followed. The maintenance activity listed below is covering most of the jobs and those not covered but requires to keep the system healthy and running is in scope of bidder. Maintenance during running / season Boiler Lube oil of gearbox of shoot blower should be monitored and refilled as and when required. Lube oil of gearbox of bagasse drum feeder should be monitored and refilled as and when required. Lube oil in piston cylinder of travelling grate to be monitored and refilled as and when required. Lube oil in bearing housing of SA fan should be monitored and refilled as and when required. Lube of gear box of Rotary Air Lock Valve should be monitored and refilled as and when required. Ash in the chute of the economizer, APH and ESP should regularly monitored and action taken so that operation is not affected.. Monitoring the bearing temperature of ID fan SA fan & FD fan and greasing to be done Page 56 of 109
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Ash in the chute of wind box of boiler should be monitored. If the bearing temperature exceed beyond the specified limit then fresh grease to be provided in the bearing of FD fan, ID fan, bagasse screw feeder, ash screw feeder& bagasse drum feeder. All gate valves gland packs and servicing as and when required. Soot blowers shall be regularly operated and serviced.
FUEL & ASH Handling system Monitoring of bearing temperature of plumber block in conveyors to be done. Lube oil in gear box to be checked. Chute of SC-2 returning bagasse to be checked. Greasing of all conveyors bearing to be doenas and when required. Belt alignment of all conveyors to be checked and rectified incase of problems seen. Looseness of conveyors belt to be checked. The system shall be continuously monitored and miscellaneous jobs arising shall be immediately attended during no cane or any othe stoppages. Turbine /Alternator / condenser This a Seimens Turbine with TDPS alternator. The routine maintenance and off season maintenance shall be done strictly as per the Operating manual of the turbine and alternator which will be provided by the owner to successful bidder.. The lube oil system checks and its preventive schedule is to be maintained. All auxiliary shall be checked on routine basis and its preventive maintenance schedule agreed with owner shall be strictly adhered too. All coolers shall be cleaned as and when opportunity is there to maintain its performance. Vibration checks shall be done and all online monitoring shall be used. Jobs arising out of vibration report shall be carried out.
Cooling tower Preventive checks and lube filling to all pumps The fan vibration shall be monitored and bearing temperature shall be monitored. Cooling tower internals shall be refixed incase of any disruption when the shell is not in use. Forbays shall be regularily maintained. Any leaks found in civil structures shall be arrested. Substation & switch yard All jobs to maintain the switch yard and substation equipments shall be carried out. A separate electrical job details are enclosed and will be valid for all equipments. Water treatment plant The leaks shall be immediately attended and no leaking chemicals and water shall be observed in the plant. The dosing facility area shall be properly maintained. Page 57 of 109
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The HRCC tanks all equipments shall be maintained. The pumps and motor in the area shall be under the preventive maintenance schedule. The boiler feed water pump maintenance and its strainer cleaning is in vendor scope. De-areator / feed tanks and connected pipelines of utility / air / steam Jobs arising on these equipments shall be attended. Opening of manways and servicing of valves shall be in vendor scope for any internal jobs.
The plant is having a lighting / emergency DG. Its maintenance and running is vendor scope. Breakdown / Shutdown Maintenance Boilers All internal inspection and repairs shall be inline with IBR and ASME guidelines. Through cleaning of tubes to make it free from all deposits shall be done. Thickness gauging of tubes shall be done at 3 locations per tube and and records shall be maintained. The drum internals shall be cleaned The control valves shall be dropped serviced and installed. The soot blowers shall be attended. Internal cleaning of Economiser and Air pre-heater shall be done. ESP shall be thoroughly inspected and checked. The repairs shall be taken up in coordination with owner. Emitting rods shall be checked. Electrodes and rods any internals shall be replaced if required. Rapping arrangement shall be checked and rectified if any problems are observed to ensure smooth working during . All electrical systems connected to ESP shall be put in service. Boiler Feed water Pumps ; As per maintenance schedule mentioned in its OEM manual. Turbine : As per Operating manuals the covers shall be opened and attended. Incase of any major problems on alignment etc Owner may take support from manufacturer. All support by manpower , tools & tackle etc. shall be extended by bidder at site to execute the job. Condition of lube oil in oil tank to be checked. Lube oil Filter to be cleaned. Surface condenser tube to be cleaned and hydro test to be carried out. Preventive maintenance of all steam trap to be done. Preventive maintenance of of PRDS. Vacuum in ejector to be checked. Cleaning of 3ata & 8 ata header to be done. Water cooler of alternator to be cleaned. Bearing Oil cooler exchanger to be cleaned. Servicing of Control valves, gate valves, globe valves to be done.
Fuel /Ash Handling System Complete inspection of conveyor system to be done and detail report with repair shall be prepared. Page 58 of 109
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All junction towers termination points shall be checked. Preventive maintenance of gear box & motors of all conveyors are to be done. Bolt Looseness of flappers of SC-2 to be checked. Complete cleaning & Repairs on belt , rollers, idlers of BC-1,SC-2,BC-3,BC-4,BC-5,BC-6,BC-7 and all ash conveyor to to be done. Magnetic particle separator shall be checked and attended.
Electrical Substation and switch yard All panels , VFDs , Circuit breakers ,cable connections loose connections , transformers etc shall be attended. All procedures and safety norms shall be followed. The energising and denergising procedure to be strictly followed. The CT / PT , metering unit shall be monitored and attended as per electrical equipment maintenance.. ELECTRICAL ITEMS SCOPE a) Lightining Fixtures : All such fixtures shall be maintained and replaced as and when required. The replacement of bulbs , switches etc to keep the illumination is in bidder scope. This also includes the high mast towers. b) Battery banks : Check all battery banks for loose connections, terminals worn out, water level etc. The charger system and all connected equipments to UPS shall be checked and maintained to ensure healthy working. If replacement of battery bank is required it shall also be carried out. c) Operating gear/switches : This shall be checked and maintained in lock condition to avoid unwanted use. Sign of flashover etc shall be checked.Loose connection etc shall also be checked and remedial action shall be taken. d) Check mounting bases, insulator blades and contacts , ground terminals , earth pits etc. Rectifications shall be done incase any problems are seen. e) Temperature and pressure relays shall be attended. f) Cable clamps , Instrument transformer shall be monitored for heat etc. g) Check running currents and vibrations of all motors. Remeidal action to be done to bring it in normal range. h) Electrical rooms a/ vaults shall be maintained i) Physical checks of cables, wring , conduits shall be done and damages shall be rectified. j) Cable testing and fault detection shall be done effectively as accepted norms and practices k) Switchgear maintenance : Ensure that all enclosure panels, doors, and structures are well-maintained in accordance with the manufacturers specifications. During de-energized maintenance, enclosures are to be vacuum cleaned of all loose dirt and debris use of compressed air is not recommended since this may cause foreign particles to become embedded in the insulation or damage insulators. Any buildup of dirt or other contaminates that will not come off with vacuuming should be cleaned with lint free rags using cleaning solvents recommended by the manufacturer. All vents and fan grills are to be cleaned of all dust and/or dirt accumulations. Ensure that ventilation openings are not obstructed. Where seals and/or gaskets are installed, these should be examined and repaired or replaced as necessary. All doors and access panels should be properly secured during operation. Where heater elements are installed, these should be cleaned, examined for damage and/or deterioration, and tested. Repair or replace heater elements as necessary. In environments where there is an extreme exposure to adverse conditions, the frequency of maintenance for enclosures should be increased as conditions warrant.Electrical equipment rooms or vaults should be kept cleaned of dirt and/or dust accumulations on a regular basis. Doors and windows should be maintained in proper working order and kept closed during routine operation. Access doors should be clearly marked to alert personnel that live electrical equipment is in use. Where ventilation and/or air conditioning is used, all fan motors should be cleaned and examined for signs of wear and deterioration. Fan blades should be cleaned of dirt and dust and bearings should be properly lubricated. Vent openings should be cleaned of all dust and dirt accumulations. Filters should be cleaned and/or changed as Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 59 of 109
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recommended by the manufacturer, or more often if conditions warrant. Electrical equipment rooms should never be used as storage areas. Electrical equipment rooms or vaults should be examined for evidence of water seepage. The tops of electrical equipment enclosures should be examined for evidence of water since this is a common entryway that often goes undetected until a failure occurs. The source of the water should be immediately identified and corrective measures taken to permanently correct the condition. Air / Vacuum Circuit Breakers /Molded swith breakers Remove and clean interphase barriers. Clean all insulating materials with vacuum and/or clean lint free rags. If it is necessary to use cleaning solvents, use only solvents recommended by the manufacturer. Inspect for signs of corona, tracking, arcing, or thermal or physical damage. Ensure that insulation is left clean and dry.
All maintenance is similar to that performed on air circuit breakers. OEM recommended test shall be done. Motors : Mostly OEM recommended practice shall be carried out for all motors checks and tests. Agency to ensure that motors of big or small capcity are checked and tested. Rotor shafts etc shall be checked and repaired. All area of units shall have sufficient qualified electricians to take care of routine and emergency situations All fuse replacements, connectors etc shall be in bidder scope. All safety procedure and energizing and deenergising procedure with due approvals shall be done. Instruementation Items repairs for all units : Bidder to ensure that all instrument items in all the section of cogen unit is properly maintained and any alarm, non functional or equipment giving no reading shall be attended immediately. All PLCs, DCS , control valves, Pressure transmitters , RTD s , Flowmeters etc shall be maintained and calibrated. Where ever AMC are required shall be provided by Owner but the site assistance to them has to be extended as and when required.
Note:-Maintenance of all equipment / equipments accessories installed and required for operation of the plant will be the responsibility of the party except the work scope identify by OWNER.
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GENERAL TERMS & CONDITIONS OF CONTRACT NOTE: This shall be read in conjunction to all the above Annexures/Special terms and conditons, BQC, ITB , scope of work etc. In case there is contradiction between clauses of General Terms and Conditions of Contract and with any other terms and condition like Special Terms and Conditions, BQC & Instruction to bidders clauses, scope of work etc. then the clause of Special terms and conditons, BQC and Instruction to bidders, scope of work etc. shall override the clauses of General Terms and Conditions of contract. 1 1.1 PRELIMINARY This is a Contract for execution of __________________________ work at _______________________. (Please fill up the blanks) The tenderer for the abovementioned item of work is ____________________________. (Please give the name and address of the tenderer) The terms and conditions mentioned hereunder are the terms and conditions of the Contract for the execution of the work mentioned under item 1.1 above. It is the clear understanding between HPCL Biofuels Limited and the tenderer ______________________________________ that (name and address of the tenderer) in case the tender of ______________________________________________________________ is (name and address of the tenderer) accepted by HPCL Biofuels Limited and an intimation to that effect is so issued and also a Purchase Order is placed with ________________________________________________________ (name and address of the tenderer) this document will be termed as a Contract between the parties and terms and conditions hereunder would govern the parties interest. Interpretation of Contract Documents: All documents forming part of the Contract are to be taken mutually explanatory. Should there be any discrepancy, inconsistency, error or mission in the contract, the decision of the Owner/Engineer-in-Charge/Site-in-Charge shall be the final and the contractor shall abide by the decision. The decision shall not be arbitrable. Works shown upon the drawings but not mentioned in the specification or described in the specifications without being shown on the drawings shall nevertheless be deemed to be included in the same manner as if they are shown in the drawings and described in the specifications. Special conditions of Contract : The special conditions of contract, if any provided and whenever and wherever referred to shall be read in conjunction with General Terms and Conditions of contract, specifications, drawings, and any other documents forming part of this contract wherever the context so requires. Notwithstanding the subdivision of the documents into separate sections, parts volumes, every section, part or volume shall be deemed to be supplementary or complementary to each other and shall be read in whole. In case of any misunderstanding arising the same shall be referred to decision of the Owner/ Engineer-inCharge/Site-in-Charge and their decision shall be final and binding and the decision shall not be arbitrable. It is the clear understanding that wherever it is mentioned that the Contractor Page 61 of 109
1.2
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1.5
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shall do/perform a work and/or provide facilities for the performance of the work, the doing or the performance or the providing of the facilities is at the cost and expenses of the work not liable to be paid or reimbursed by the Owner. 2. DEFINITIONS In this contract unless otherwise specifically provided or defined and unless a contrary intention appears from the contract the following words and expressions are used in the following meanings; 2.1 2.2 The term "Agreement" wherever appearing in this document shall be read as contract" The "Authority" for the purpose of this Contract shall be the Chairman or any other person so appointed or authorised by him. The "Chairman " shall mean the Chairman of HPCL BIOFUELS LIMITED or any person so appointed, nominated or designated and holding the office of Chairman & Managing Director. The "Change Order" means an order given in writing by the Engineer-in-Charge or by Owner to effect additions to or deletion from or alterations into the Work. The "Construction Equipment" means all appliances and equipment of whatsoever nature for the use in or for the execution, completion, operation or maintenance of the work except those intended to form part of the Permanent Work. The "Contract" between the Owner and the Contractor shall mean and include all documents like enquiry, tender submitted by the contractor and the purchase order issued by the owner and other documents connected with the issue of the purchase order and orders, instruction, drawings, change orders, directions issued by the Owner/Engineer-in-Charge/Site-in-Charge for the execution, completion and commissioning of the works and the period of contract mentioned in the Contract including such periods of time extensions as may be granted by the owner at the request of the contractor and such period of time for which the work is continued by the contractor for purposes of completion of the work. "The Contractor" means the person or the persons, firm or Company whose tender has been accepted by the Owner and includes the Contractor's legal heirs, representative, successor(s) and permitted assignees. The "Drawings" shall include maps, plans and tracings or prints thereof with any modifications approved in writing by the Engineer-in-Charge and such other drawings as may, from time to time, be furnished or approved in writing by the Engineer-in-Charge. The "Engineer-in-Charge or Site-in-Charge" shall mean the person appointed or designated as such by the Owner and shall include those who are expressly authorised by the owner to act for and on its behalf.
2.3
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2.10
"The Owner" means the HPCL BIOFUELS LIMITED incorporated in India having its Registered office at Building No. 271, Road No. 3E, New Patliputra coliny, Patna - 800013 or their successors or assignees. The "Permanent Work" means and includes works which form a part of the work to be handed over to the Owner by the Contractor on completion of the contract. The "Project Manager" shall mean the Project Manager of HPCL BIOFUELS LIMITED, or any person so appointed, nominated or designated. The "Site" means the land on which the work is to be executed or carried out and such other place(s) for purpose of performing the Contract. The "Specifications" shall mean the various technical and other specifications attached and referred to in the tender documents. It shall also include the latest editions, including all addenda/corrigenda or relevant Indian Standard Specifications and Bureau of Indian Standards. The "Sub-Contractor" means any person or firm or Company (other than the Contractor) to whom any part of the work has been entrusted by the Contractor with the prior written consent of the Owner/Engineer-in-Charge/Site-in- Charge and their legal heirs, representatives, successors and permitted assignees of such person, firm or Company. The "Temporary Work" means and includes all such works which are a part of the contract for execution of the permanent work but does not form part of the permanent work confirming to practices, procedures applicable rules and regulations relevant in that behalf. The "Tender" means the document submitted by a person or authority for carrying out the work and the Tenderer means a person or authority who submits the tender offering to carry out the work as per the terms and conditions. The "Work" shall mean the works to be executed in accordance with the Contract or part thereof as the case may be and shall include extra, additional, altered or substituted works as maybe required for the purposes of completion of the work contemplated under the Contract. SUBMISSION OF TENDER Before submitting the Tender, the Tenderer shall at their own cost and expenses visit the site, examine and satisfy as to the nature of the existing roads, means of communications, the character of the soil, state of land and of the excavations, the correct dimensions of the work facilities for procuring various construction and other material and their availability, and shall obtain information on all matters and conditions as they may feel necessary for the execution of the works as intended by the Owners and shall also satisfy of the availability of suitable water for construction of civil works and for drinking purpose and power required for fabrication work etc. Tenderer, whose tender may be accepted and with whom the Contract is entered into shall not be eligible and be able to make any claim on any of the said counts in
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3. 3.1
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what so ever manner for what so ever reasons at any point of time and such a claim shall not be raised as a dispute and shall not be arbitrable. A pre-bid meeting may be held as per the schedule mentioned in the tender. 3.2 The Tenderer shall be deemed to have satisfied fully before tendering as to the correctness and sufficiency of his tender for the works and of the rates and prices quoted in the schedule of quantities which rates and prices shall except as otherwise provided cover all his obligations under the contract. It must be clearly understood that the whole of the conditions and specifications are intended to be strictly enforced and that no work will be considered as extra work and allowed and paid for unless they are clearly outside the scope, spirit, meaning of the Contract and intent of the Owner and have been so ordered in writing by Owner and/or Engineer-in-Charge/Site-inCharge, whose decision shall be final and binding. Before filling the Tender the Contractor will check and satisfy all drawings and materials to be procured and the schedule of quantities by obtaining clarification from the Owner on all the items as may be desired by the Tenderer. No claim for any alleged loss or compensation will be entertained on this account, after submission of Tender by the Tenderer/Contractor and such a claim shall not be arbitrable. Unless specifically provided for in the tender documents or any special conditions, no escalation in the Tender rates or prices quoted will be permitted throughout the period of contract or the period of completion of the job whichever is later on account of any variation in prices of materials or cost of labour or due to any other reasons. Claims on account of escalation shall not be arbitrable. The quantities indicated in the Tender are approximate. The approved schedule of rates of the contract will be applicable for variations upto plus or minus 25% of the contract value. No revision of schedule of rates will be permitted for such variations in the contract value, including variations of individual quantities, addition of new items, alterations, additions/deletions or substitutions of items, as mentioned above. Quantities etc. mentioned and accepted in the joint measurement sheets shall alone be final and binding on the parties. Owner reserves their right to award the contract to any tenderer and their decision in this regard shall be final. They also reserve their right to reject any or all tenders received. No disputes could be raised by any tenderer(s) whose tender has been rejected. The Rates quoted by the Tenderer shall include Costs and expenses on all counts viz. cost of materials, transportation of machine(s), tools, equipments, labour, power, Administration charges, price escalations, profits, etc. etc. except to the extent of the cost of material(s), if any, agreed to be supplied by Owner and mentioned specifically in that regard in condition of Contract, in which case, the cost of such material if taken for preparation of the Contractor's Bill(s) shall be deducted before making payment of the Bill(s) of the Contractor. The description given in the schedule of quantities shall unless otherwise stated be held to include wastage on materials, carriage and cartage, carrying in and return of empties, Page 64 of 109
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hoisting, setting, fitting and fixing in position and all other expenses necessary in and for the full and complete execution and completion of works and in accordance with good practice and recognised principles in that regard. 3.9 Employees of the State and Central Govt. and employees of the Public Sector Undertakings, including retired employees are covered under their respective service conditions/rules in regard to their submitting the tender. All such persons should ensure compliance to the respective/applicable conditions, rules etc. etc. Any person not complying with those rules etc. but submitting the tender in violation of such rules, after being so noticed shall be liable for the forfeiture of the Earnest Money Deposit made with the tender, termination of Contract and sufferance on account of forfeiture of Security Deposit and sufferance of damages arising as a result of termination of Contract. In consideration for having a chance to be considered for entering in to a contract with the Owner, the Tenderer agrees that the Tender submitted by him shall remain valid for the period prescribed in the tender conditions, from the date of opening of the tender. The Tenderer shall not be entitled during the said validity period , to revoke or cancel the tender without the consent in writing from the Owner. In case the tenderer revokes or cancels the tender or varies any of terms of the tender without the Consent of the Owner, in writing, the Tenderer forfeits the right to the refund of the Earnest Money paid along with the tender. 3.11 The prices quoted by the tenderer shall be firm during the validity period of the bid and Tenderer agrees to keep the bid alive and valid during the said period.. The tenderer shall particularly take note of this factor before submitting their tender(s). The works shall be carried out strictly as per approved specifications. Deviations, if any, shall have to be authorised by the Engineer-in-Charge/Site-in-Charge in writing prior to implementing deviations. The price benefit, if any, arising out of the accepted deviation shall be passed on to the Owner. The decision of Engineer-in-Charge shall be final in this matter. The contractor shall make all arrangements at his own cost to transport the required materials outside and inside the working places and leaving the premises in a neat and tidy condition after completion of the job to the satisfaction of Owner. All materials except those agreed to be supplied by the Owner shall be supplied by the contractor at his own cost and the rates quoted by the Contractor should be inclusive of all royalties, rents, taxes, duties, octroi, statutory levies, if any, etc. etc. The Contractor shall not carry on any work other than the work under this Contract within the Owners premises without prior permission in writing from the Engineer-in-Charge/Site-in-charge. The Contractor shall be bound to follow and ensure compliance to all the safety and security regulations and other statutory rules applicable to the area. In the event of any damage or loss or sufferance caused due to non-observance of such rules and regulations, the contractor shall be solely responsible for the same and shall keep the Owner indemnified against all such losses and claims arising from the same. Page 65 of 109
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3.16
At any time after acceptance of tender, the Owner reserves the right to add, amend or delete any work item, the bill of quantities at a later date or reduce the scope of work in the overall interest of the work by prior discussion and intimation to the Contractor. The decision of Owner, with reasons recorded therefore, shall be final and binding on both the Owner and the Contractor. The Contractor shall not have right to claim compensation or damage etc. in that regard. The Owner reserves the right to split the work under this contract between two or more contractors without assigning any reasons. Contractor shall not be entitled to sublet, sub contract or assign, the work under this Contract without the prior consent of the Owner obtained in writing. All signatures in tender document shall be dated as well as all the pages of all sections of the tender documents shall be initialled at the lower position and signed, wherever required in the tender papers by the Tenderer or by a person holding Power of Attorney authorizing him to sign on behalf of the tenderer before submission of tender. The tender should be quoted in English, both in figures as well as in words. The rates and amounts tendered by the Tenderer in the Schedule of rates for each item and in such a way that insertion is not possible. The total tendered amount should also be indicated both in figures and words with the signature of tenderer. If some discrepancies are found between the rates given in words and figures of the amount shown in the tender, the following procedure shall be applied:
3.17
3.18
3.19
(a) 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. (b) 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.
(c) When it is not possible to ascertain the correct rate in the manner prescribed above the rate as quoted in words shall be adopted.
3.20
All corrections and alterations in the entries of tender paper will be signed in full by the tenderer with date. No erasures or over writings are permissible. Transfer of tender document by one intending tenderer to the another one is not permissible. The tenderer on whose name the tender has been sent only can quote. The Tender submitted by a tenderer if found to be incomplete in any or all manner is liable to be rejected. The decision of the Owner in this regard is final and binding. In case of any error/discrepancy in the amount written in words and figures, the lower amount between the two shall prevail.
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4. a)
DEPOSITS EARNEST MONEY DEPOSIT (EMD) Rs. 16 Lacs. The tenderer will be required to pay a sum as specified in the covering letter, as earnest money deposit alongwith the tender either thru a crossed demand draft or a non-revokable Bank Guarantee in favour of HPCL Biofuels Limited, from any Scheduled Bank (other than a Co-Operative Bank) payable at Patna in the proforma enclosed. The earnest money deposit will be refunded after finalisation of the contract.
Note: Public sector enterprises and small scale units registered with National Small Scale Industries are exempted from payment of Earnest Money Deposit. Small scale units registered with National Small Scale Industries should enclose a photocopy of their registration certificate with their quotation to make their quotation eligible for consideration. The Registration Certificate should remain valid during the period of the contract that may be entered into with such successful bidder. Such tenderers should ensure validity of the Registration Certificate for the purpose. b) SECURITY DEPOSIT The tenderer, with whom the contract is decided to be entered into and intimation is so given will have to make a security deposit of one percent (1%) of the total contract value in the form of account payee crossed demand draft drawn in favour of HPCL Biofuels Limited payable at Patna, within 15 days from the date of intimation of acceptance of their tender, failing which the Owner reserves the right to cancel the Contract and forfeit the EMD. 1% of PO/Contract value as Security deposit will be acceptable in the form of Demand draft up to Rs. 50,000/- and in the form of Demand draft / Bank guarantee beyond Rs. 50,000/-. Composite PBG for 10% of PO value towards Security Deposit and Performance bank guarantee shall be accepted; which shall be valid up to a period of 3 months beyond the expiry of Defect liability period. Demand Draft should be drawn on Scheduled Banks, other than Co-operative bank. 5. EXECUTION OF WORK All the works shall be executed in strict conformity with the provisions of the contract documents and with such explanatory details, drawings, specifications and instructions as may be furnished from time to time to the Contractor by the Engineer-in-Charge/ Site-in-Charge, whether mentioned in the Contract or not. The Contractor shall be responsible for ensuring that works throughout are executed in the most proper and workman- like manner with the quality of material and workmanship in strict accordance with the specifications and to the entire satisfaction of the Engineer-in-Charge/Site-in-Charge. The completion of work may entail working in monsoon also.
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The contractor must maintain the necessary work force as may be required during monsoon and plan to execute the job in such a way the entire project is completed within the contracted time schedule. No extra charges shall be payable for such work during monsoon. It shall be the responsibility of the contractor to keep the construction work site free from water during and off the monsoon period at his own cost and expenses. For working on Sundays/Holidays, the contractor shall obtain the necessary permission from Engineer Incharge/Site In-charge in advance. The contractor shall be permitted to work beyond the normal hours with prior approval of Engineer-In-Charge/Site-In-Charge and the contractors quoted rate is inclusive of all such extended hours of working and no extra amount shall be payable by the owner on this account. 5.a. SETTING OUT OF WORKS AND SITE INSTRUCTIONS
5.a.1 The Engineer-in-Charge/Site-in-Charge shall furnish the Contractor with only the four corners of the work site and a level bench mark and the Contractor shall set out the works and shall provide an efficient staff for the purpose and shall be solely responsible for the accuracy of such setting out. 5.a.2. The Contractor shall provide, fix and be responsible for the maintenance of all necessary stakes, templates, level marks, profiles and other similar things and shall take all necessary precautions to prevent their removal or disturbance and shall be responsible for consequences of such removal or disturbance should the same take place and for their efficient and timely reinstatement. The Contractor shall also be responsible for the maintenance of all existing survey marks, either existing or supplied and fixed by the Contractor. The work shall be set out to the satisfaction of the Engineer-in-Charge/Site-inCharge. The approval thereof or joining in setting out the work shall not relieve the Contractor of his responsibility. 5.a.3. Before beginning the works, the Contractor shall, at his own cost, provide all necessary reference and level posts, pegs, bamboos, flags ranging rods, strings and other materials for proper layout of the work in accordance with the scheme, for bearing marks acceptable to the Engineer-in-Charge/Site-in-Charge. The Centre longitudinal or face lines and cross lines shall be marked by means of small masonary pillars. Each pillar shall have distinct marks at the centre to enable theodolite to be set over it. No work shall be started until all these points are checked and approved by the Engineer-in-Charge/Site-in-Charge in writing. But such approval shall not relieve the contractor of any of his responsibilities. The Contractor shall also provide all labour, materials and other facilities, as necessary, for the proper checking of layout and inspection of the points during construction. 5.a.4. Pillars bearing geodetic marks located at the sites of units of works under construction should be protected and fenced by the Contractor 5.a.5. On completion of works, the contractor shall submit the geodetic documents ccording to which the work was carried out. 5.a.6. The Engineer-in-Charge/Site-in-Charge shall communicate or confirm his instructions to the contractor in respect of the executions of work in a "work site order book" maintained in the Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 68 of 109
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office having duplicate sheet and the authorised representative of the contractor shall confirm receipt of such instructions by signing the relevant entries in the book. 5.a.7. All instructions issued by the Engineer-in-Charge/Site-in-Charge shall be in writing. The Contractor shall be liable to carry out the instructions without fail. 5.a.8. If the Contractor after receipt of written instruction from the Engineer-in-Charge/ Site-inCharge requiring compliance within seven days fails to comply with such drawings or 'instructions' or both as the Engineer-in-Charge/Site-in-Charge may issue, owner may employ and pay other persons to execute any such work whatsoever that may be necessary to give effect to such drawings or `instructions' and all cost and expenses incurred in connection therewith as certified by the Engineer-in-Charge/ Site-in-Charge shall be borne by the contractor or may be deducted from amounts due or that may become due to the contractor under the contract or may be recovered as a debt. 5.a.9. The Contractor shall be entirely and exclusively responsible for the horizontal and vertical alignment, the levels and correctness of every part of the work and shall rectify effectually any errors or imperfections therein. Such rectifications shall be carried out by the Contractor, at his own cost. 5.a.10. In case any doubts arise in the mind of the Contractor in regard to any expressions, interpretations, statements, calculations of quantities, supply of material rates, etc. etc., the contractor shall refer the same to the Site-in-Charge/ Engineer-in-Charge for his clarification, instructions, guidance or clearing of doubts. The decision of the Engineer-in-Charge/Site-inCharge shall be final and the contractor shall be bound by such a decision. 5.a.11. "The Contractor shall take adequate precautions, to ensure that his operations do not create nuisance or misuse of the work space that shall cause unnecessary disturbance or inconvenience to others at the work site". 5.a.12. "All fossils, coins articles of value of antiquity and structure or other remains of geological or archaeological discovered on the site of works shall be declared to be the property of the Owner and Contractor shall take reasonable precautions to prevent his workmen or any other persons from removing or damaging any such articles or thing and shall immediately inform the Owner/ Engineer-in-Charge/Site-in-Charge." 5.a.13 "Contractor will be entirely and exclusively responsible to provide and maintain at his expenses all lights, guards, fencing, etc. when and where even necessary or/as required by the Engineer-in-Charge/Site-in-Charge for the protection of works or safety and convenience to all the members employed at the site or general public." 5.b. COMMENCEMENT OF WORK The contractor shall after paying the requisite security deposit, commence work within 15 days from the date of receipt of the intimation of intent from the Owner informing that the contract is being awarded. The date of intimation shall be the date/day for counting the starting day/date and the ending day/date will be accordingly calculated. Penalty, if any, for the Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 69 of 109
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delay in execution shall be calculated accordingly. Contractor should prepare detailed fortnightly construction programme for approval by the Engineer-in-Charge within one month of receipt of Letter Of Intent. The work shall be executed strictly as per such time schedule. The period of Contract includes the time required for testing, rectifications, if any, re-testing and completion of work in all respects to the entire satisfaction of the Engineer-in-Charge. # A Letter of Intent is an acceptance of offer by the Owner and it need not be accepted by the contractor. But the contractor should acknowledge a receipt of the purchase order within 15 days of mailing of Purchase Order and any delay in acknowledging the receipt will be a breach of contract and compensation for the loss caused by such breach will be recovered by the Owner by forfeiting earnest money deposit/bid bond. 5.c. SUBLETTING OF WORK
5.c.1. No part of the contract nor any share or interest thereof shall in any manner or degree be transferred, assigned or sublet, by the Contractor, directly or indirectly to any firm or corporation whatsoever, without the prior consent in writing of the Owner. 5.c.2. At the commencement of every month the Contractor shall furnish to the Engineer-incharge/Site-in-Charge list of all sub-contractors or other persons or firms engaged by the Contractor. 5.c.3 The contract agreement will specify major items of supply or services for which the Contractor proposes to engage sub-Contractor/sub-Vendor. The contractor may from time to time propose any addition or deletion from any such list and will submit the proposals in this regard to the Engineer-in-charge/Designated officer-in-charge for approval well in advance so as not to impede the progress of work. Such approval of the Engineer-in-charge/Designated officerin-charge will not relieve the contractor from any of his obligations, duties and responsibilities under the contract. 5.c.4. Notwithstanding any sub-letting with such approval as re-said and notwithstanding that the Engineer-in-Charge shall have received copies of any sub-contract, the Contractor shall be and shall remain solely to be responsible for the quality and proper and expeditious execution of the works and the performance of all the conditions of the contract in all respects as if such subletting or sub-contracting had not taken place and as if such work had been done directly by the Contractor. 5.c.5 Prior approval in writing of the Owner shall be obtained before any change is made in the constitution of the contractor/Contracting agency otherwise contract shall be deemed to have been allotted in contravention of clause entitled sub-letting of works and the same action may be taken and the same consequence shall ensue as provided in the clause of subletting of works. 5.d EXTENSION OF TIME 1) If the contractor anticipates that he will not be able to complete the work within the contractual delivery/completion date(CDD), then the contractor shall make a request for Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 70 of 109
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grant of time extension clearly specifying the reasons for which he seeks extension of time and demonstrating as to how these reasons were beyond the control of the contractor or attributable to the Owner. This request should be made well before the expiry of the Contractual Delivery/Completion Date CDD). 2) If such a request for extension is received with a Bank Guarantee for the full Liquidated Damages amount calculated on the Total Contract Value, the concerned General Manager of the owner shall grant a Provisional extension of time, pending a decision on the request. 3) The concerned General Manager of the owner shall expeditiously decide upon the request for time extension and in any case not later than 6 months from the CDD or date of receipt of the request, whichever is later. 4) Grant of any extension of time shall be by means of issuance of a Change Order.
5) In order to avoid any cash crunch to the contractor, a Bank Guarantee could be accepted against LD, as stated above. Once a decision is taken, the LD shall be recovered from any pending bills or by encashment of the BG.. Any balance Sum of Contractor or the BG (if LD is fully recovered from the bills) shall be promptly Refunded/returned to the Contractor. 5.e. SUSPENSION OF WORKS
5.e.1. Subject to the provisions of this contract, the contractor shall if ordered in writing by the Engineer- in-Charge/Site-in-Charge/plant incharge for reasons recorded suspend the works or any part thereof for such period and such time so ordered and shall not, after receiving such, proceed with the work therein ordered to suspend until he shall have received a written order to re-start. The Contractor shall be entitled to claim extension of time for that period of time the work was ordered to be suspended. Neither the Owner nor the Contractor shall be entitled to claim compensation or damages on account of such an extension of time. 5.e.2. In case of suspension of entire work, ordered in writing by Engineer-in-Charge/Site-in-Charge, for a period of 30 days, the Owner shall have the option to terminate the Contract as provided under the clause for termination. The Contractor shall not be at liberty to remove from the site of the works any plant or materials belonging to him and the Employer shall have lien upon all such plant and materials. 5.e.3. The contract shall, in case of suspension have the right to raise a dispute and have the same arbitrated but however, shall not have the right to have the work stopped from further progress and completion either by the owner or through other contractor appointed by the owner. 5.f. OWNER MAY DO PART OF WORK Not withstanding anything contained elsewhere in this contract, the owner upon failure of the Contractor to comply with any instructions given in accordance with the provisions of this contract, may instead of Contract and undertaking charge of entire work, place additional Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 71 of 109
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labour force, tools, equipment and materials on such parts of the work, as the Owner may decide or engage another Contractor to carryout the balance of work. In such cases, the Owner shall have the right to deduct from the amounts payable to the Contractor the difference in cost of such work and materials with ten percent overhead added to cover all departmental charges. Should the total amount thereof exceed the amount due to the contractor, the Contractor shall pay the difference to the Owner within 15 days of making demand for payment failing which the Contractor shall be liable to pay interest at 24% p.a. on such amounts till the date of payment. 5.g. INSPECTION OF WORKS
5.g.1. The Engineer-in-Charge/Site-in-Charge and Officers from Central or State Government will have full power and authority to inspect the works at any time wherever in progress, either on the site or at the Contractor's premises/workshops of any person, firm or corporation where work in connection with the contract may be in hand or where the materials are being or are to be supplied, and the Contractor shall afford or procure for the Engineer-in-Charge/Site-inCharge every facility and assistance to carryout such inspection. The Contractor shall, at all times during the usual working hours and at all other times at which reasonable notice of the intention of the Engineer-in-Charge/Site-in-Charge or his representative to visit the works shall have been given to the Contractor, either himself be present to receive orders and instructions, or have a responsible agent, duly accredited in writing, present for the purpose. Orders given to the Contractor's agent shall be considered to have the same force as if they had been given to the Contractor himself. The Contractor shall give not less than seven days notice in writing to the Engineer-in-Charge/Site-in-Charge before covering up or otherwise placing beyond reach of inspection and measurement any work in order that the same may be inspected and measured. In the event of breach of above, the same shall be uncovered at Contractor's expense for carrying out such measurement and/or inspection. 5.g.2. No material shall be removed and despatched by the Contractor from the site without the prior approval in writing of the Engineer-in-charge. The contractor is to provide at all times during the progress of the work and the maintenance period proper means of access with ladders, gangways, etc. and the necessary attendance to move and adapt as directed for inspection or measurements of the works by the Engineer-in-Charge/Site-in-Charge. 5.h. SAMPLES
5.h.1. The contractor shall furnish to the Engineer-in-charge/Site-in-Charge for approval when requested or required adequate samples of all materials and finishes to be used in the work. 5.h.2. Samples shall be furnished by the Contractor sufficiently in advance and before commencement of the work so as the Owner can carry out tests and examinations thereof and approve or reject the samples for use in the works. All material samples furnished and finally used/applied in actual work shall fully be of the same quality of the approved samples. 5.i. TESTS FOR QUALITY OF WORK
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5.i.1.
All workmanship shall be of the respective kinds described in the contract documents and in accordance with the instructions of the Engineer-in-Charge / Site-in- Charge and shall be subjected from time to time to such tests at Contractor's cost as the Engineer-in-Charge/Sitein-Charge may direct at the place of manufacture or fabrication or on the site or at all or any such places. The Contractor shall provide assistance, instruments, labour and materials as are normally required for examining, measuring and testing any workmanship as may be selected and required by the Engineer-in-Charge/Site-in-Charge. All the tests that will be necessary in connection with the execution of the work as decided by the Engineer-incharge/Site-in-Charge shall be carried out at the contractors cost and expenses. If any tests are required to be carried out in connection with the work or materials or workmanship to be supplied by the owner, such tests shall be carried out by the Contractor as per instructions of Engineer-in-Charge/Site-in-Charge and expenses for such tests, if any, incurred by the contractor shall be reimbursed by the Owner. The contractor should file his claim with the owner within 15 (fifteen) days of inspection/test and any claim made beyond that period shall lapse and be not payable. ALTERATIONS AND ADDITIONS TO SPECIFICATIONS, DESIGNS AND WORKS
5.i.2.
5.i.3.
5.j.
5.j.1.
The Engineer-in-Charge/Site-in-Charge shall have powers to make any alterations, additions and/or substitutions to the schedule of quantities, the original specifications, drawings, designs and instructions that may become necessary or advisable or during the progress of the work and the Contractor shall be bound to carryout such altered/extra/new items of work in accordance with instructions which may be given to him in writing signed by the Engineer-inCharge/Site- in-Charge. Such alterations, omissions, additions or substitutions shall not invalidate the contract. The altered, additional or substituted work which the Contractor may be directed to carryon in the manner as part of the work shall be carried out by the Contractor on the same conditions in all respects on which he has agreed to do the work. The time for completion of such altered added and/or substituted work may be extended for that part of the particular job. The rates for such additional altered or substituted work under this Clause shall, be worked out in accordance with the following provisions: If the rates for the additional, altered or substituted work are specified in the contract for similar class of work, the Contractor is bound to carryout the additional, altered or substituted work at the same rates as are specified in the contract. If the rates for the additional, altered or substituted work are not specifically provided in the contract for the work, the rates will be derived from the rates for similar class of work as are specified in the contract for the work. In the opinion of the Engineer-in- Charge/Site-in-Charge as to whether or not the rates can be reasonably so derived from the items in this contract, will be final and binding on the Contractor.
5.j.2.
5.j.3.
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5.j.4.
If the rates for the altered, additional or substituted work cannot be determined in the manner specified above, then the Contractor shall, within seven days of the date of receipt of order to carry out the work, inform the Engineer-in-Charge/ Site-in-Charge of the rate at which he intends to charge for such class of work, supported by analysis of the rate or rates claimed and the Engineer-In-Charge/ Site-in-Charge shall determine the rates on the basis of the prevailing market rates for both material and labour plus 10% to cover overhead and profit of labour rates and pay the Contractor accordingly. The opinion of the Engineer-in- Charge/Sitein-Charge as to current market rates of materials and the quantum of labour involved per unit of measurement will be final and binding on the contractor. The quantities indicated in the Tender are approximate. The approved schedule of rates of the contract will be applicable for variations of upto +25% of the estimated contract value. No revision of schedule of rates will be permitted for such variations in the contract value, even for variations of individual quantities, addition of new items, alterations, additions/deletions or substitutions of items, as mentioned above. In case of any item of work for which there is no specification supplied by the Owner and is mentioned in the tender documents, such work shall be carried out in accordance with Indian Standard Specifications and if the Indian Standard Specifications do not cover the same, the work should be carried out as per standard Engineering Practice subject to the approval of the Engineer-in-Charge/ Site-in-Charge. PROVISIONAL ACCEPTANCE Acceptance of sections of the works for purposes of equipment erection, piping, electrical work and similar usages by the Owner and payment for such work or parts of work shall not constitute a waiver of any portion of this contract and shall not be construed so as to prevent the Engineer from requiring replacement of defective work that may become apparent after the said acceptance and also shall not absolve the Contractor of the obligations under this contract. It is made clear that such an acceptance does not indicate or denote or establish to the fact of execution of that work or the Contract until the work is completed in full in accordance with the provisions of this Contract.
5.j.5.
5.j.6.
5.k.
5.l.
COMPLETION OF WORK AND COMPLETION CERTIFICATE As soon as the work is completed in all respects, the contractor shall give notice of such completion to the site in charge or the Owner and within thirty days of receipt of such notice the site in charge shall inspect the work and shall furnish the contractor with a certificate of completion indicating: a) defects, if any, to be rectified by the contractor b) items, if any, for which payment shall be made in reduced rates c) the date of completion.
5.m.
USE OF MATERIALS AND RETURN OF SURPLUS MATERIALS
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5.m.1. Notwithstanding anything contained to the contrary in any or all of the clauses of this contract, where any materials for the execution of the contract are procured with the assistance of Government either by issue from Government stocks or purchase made under orders or permits or licences issued by Government, the contractor shall use the said materials economically and solely for the purpose of the contract and shall not dispose them of without the permission of the Owner. 5.m.2. All surplus (serviceable or unserviceable) materials that may be left over after the completion of the contract or at its termination for any reason whatsoever, the Contractor shall deliver the said product to the Owner without any demur. The price to be paid to the Contractor, if not already paid either in full or in part, however, shall not exceed the amount mentioned in the Schedule of Rates for such material and in cases where such rates are not so mentioned, shall not exceed the CPWD scheduled rates. In the event of breach of the aforesaid condition the contractor shall become liable for contravention of the terms of the Contract. 5.m.3. The surplus (serviceable and unserviceable) products shall be determined by joint measurement. In case where joint measurement has failed to take place, the Owner may measure the same and determine the quantity. 5.m.4. It is made clear that the Owner shall not be liable to take stock and keep possession and pay for the surplus and unserviceable stocks and the Owner may direct the Contractor to take back such material brought by the Contractor and becoming surplus and which the Owner may decide to keep and not to pay for the same. 5.n. DEFECT LIABILITY PERIOD The contractor shall guarantee the work executed for a period of 12 months from the date of completion of the job. Any damage or defect that may arise or lie undiscovered at the time of completion of the job shall be rectified or replaced by the contractor at his own cost. The decision of the Engineer In-charge/Site-in-charge/Owner shall be the final in deciding whether the defect has to be rectified or replaced. # Equipment or spare parts replaced under warranty/guarantees shall have further warranty for a mutually agreed period from the date of acceptance. The owner shall intimate the defects noticed in writing by a Registered A.D. letter or otherwise and the contractor within 15 days of receipt of the intimation shall start the rectification work and complete within the time specified by the owner failing which the owner will get the defects rectified by themselves or by any other contractor and the expenses incurred in getting the same done shall be paid by the Contractor under the provision of the Contract. Thus, defect liability is applicable only in case of job/works contract (civil, mechanical, electrical, maintenance etc. ) where any damage of defect may arise in future (i.e. within 12 months from the date of completion of job) or lie undiscovered at the time of completion of job. In other words, in case of service contracts (like car hire etc.) where there is no question of damage or defect arising in future, the defect liability clause is not applicable.
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5.o
DAMAGE TO PROPERTY
5.o.1. Contractor shall be responsible for making good to the satisfaction of the Owner any loss of and any damage to all structures and properties belonging to the Owner or being executed or procured by the Owner or of other agencies within the premises of the work of the Owner, if such loss or damage is due to fault and/or the negligence or willful acts or omission of the Contractor, his employees, agents, representatives or sub-contractors. 5.o.2. The Contractors shall indemnify and keep the Owner harmless of all claims for damage to Owner's property arising under or by reason of this contract. 6. 6.a. DUTIES AND RESPONSIBILITIES OF CONTRACTOR EMPLOYMENT LIABILITY TOWARDS WORKERS EMPLOYED BY THE CONTRACTOR 6.a.1 The Contractor shall be solely and exclusively responsible for engaging or employing persons for the execution of work. All persons engaged by the contractor shall be on Contractor's payroll and paid by Contractor. All disputes or differences between the Contractor and his/their employees shall be settled by Contractor. 6.a.2. Owner has absolutely no liability whatsoever concerning the employees of the Contractor. The Contractor shall indemnify Owner against any loss or damage or liability arising out of or in the course of his/their employing persons or relation with his/their employees. The Contractor shall make regular and full payment of wages and on any complaint by any employee of the Contractor or his sub contractor regarding non-payment of wages, salaries or other dues, Owner reserves the right to make payments directly to such employees or sub- contractor of the Contractor and recover the amount in full from the bills of the Contractor and the contractor shall not claim any compensation or reimbursement thereof. The Contractor shall comply with the Minimum Wages Act applicable to the area of work site with regard to payment of wages to his employees and also to employees of his sub contractor. 6.a.3. The Contractor shall advise in writing or in such appropriate way to all of his employees and employees of sub-contractors and any other person engaged by him that their appointment/employment is not by the Owner but by the Contractor and that their present appointment is only in connection with the construction contract with Owner and that therefore, such an employment/appointment would not enable or make them eligible for any employment/appointment with the Owner either temporarily or/and permanent basis. 6.b. NOTICE TO LOCAL BODIES The contractor shall comply with and give all notices required under any Government authority, instruction, rule or order made under any act of parliament, state laws or any regulations or by-laws of any local authority relating to the works.
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6.c.
FIRST AID AND INDUSTRIAL INJURIES
6.c.1 Contractor shall maintain first aid facility for his employees and those of his sub-contractors. 6.c.2. Contractor shall make arrangements for ambulance service and for the treatment of all types of injuries. Names and telephone numbers of those providing such services shall be furnished to Owner prior to start of construction and their name board shall be prominently displayed in Contractor's field office. 6.c.3. All industrial injuries shall be reported promptly to owner and a copy of contractor's report covering each personal injury requiring the attention of a physician shall be furnished to the Owner. 6.d. SAFETY CODE
6.d.1. The Contractor shall at his own expenses arrange for the Safety provisions as may be necessary for the execution of the work or as required by the Engineer-in-Charge in respect of all labours directly or indirectly employed for performance of the works and shall provide all facilities in connections therewith. In case the contractor fails to make arrangements and provide necessary facilities as aforesaid, the Owner shall be entitled to do so and recover the cost thereof from the Contractor. 6.d.2. From the commencement to the completion of the works, the contractor shall take full responsibility for the care thereof and of all the temporary works (defined as meaning all temporary works of every kind required in or for the execution, completion or maintenance of the works). In case damage, loss or injury shall happen to the works or to any part thereof or to temporary works or to any cause whatsoever repair at his (Contractor's) own cost and make good the same so that at the time of completion, the works shall be in good order and condition and in conformity in every respect with the requirement of the contract and Engineer-in-Charge's instructions. 6.d.3. In respect of all labour, directly or indirectly employed in the work for the performance of the Contractor's part of this agreement, the contractor shall at his own expense arrange for all the safety provisions as per relevant Safety Codes of C.P.W.D Bureau of Indian Standards, the Electricity Act/I.E. Rules. The Mines Act and such other Acts as applicable. 6.d.4. The Contractor shall observe and abide by all fire and safety regulations of the Owner. Before starting construction work, the Contractor shall consult with Owner's Safety Engineer or Engineer-in-Charge/Site-in-Charge and must make good to the satisfaction of the Owner any loss or damage due to fire to any portion of the work done or to be done under this agreement or to any of the Owner's existing property. 6.d.5. The Contractor will be fully responsible for complying with all relevant provisions of the Contract Labour Act and shall pay rates of Wages and observe hours of work/conditions of employment according to the rules in force from time to time. 6.d.6. The Contractor will be fully responsible for complying with the provision including documentation and submission of reports on the above to the concerned authorities and shall Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 77 of 109
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indemnify the Corporation from any such lapse for which the Government will be taking action against them. 6.d.7. Owner shall on a report having been made by an inspecting Office as defined in the Contract Labour Regulations have the power to deduct from the money due to the Contractor any sum required or estimated to be required for making good the loss suffered by a worker(s) by reasons of non-fulfilment of conditions of contract for the benefit of workers no-payment of wages or of deductions made from his or their wages which are not justified by the terms of contract or non observance of the said contractor's labour Regulation. 6.e. INSURANCE AND LABOUR Contractor shall at his own expense obtain and maintain an insurance policy with a Nationalised Insurance Company to the satisfaction of the Owner as provided hereunder. 6.e.1 EMPLOYEES STATE INSURANCE ACT i. The Contractor agrees to and does hereby accept full and exclusive liability for the compliance with all obligations imposed by Employees State Insurance Act, 1948, and the Contractor further agrees to defend indemnify and hold Owner harmless from any liability or penalty which may be imposed by the Central, State or local authority by reason of any asserted violation by Contractor, or sub-contractor of the Employees' State Insurance Act, 1948 and also from all claims, suits or proceedings that may be brought against the Owner arising under, growing out of or by reason of the work provided for by this contract whether brought by employees of the Contractor, by third parties or by Central or State Government authority or any political sub-division thereof. The Contractor agrees to file with the Employees State Insurance Corporation, the Declaration forms and all forms which may be required in respect of the Contractor's or sub-contractor's employee whose aggregate remuneration is within the specified limit and who are employed in the work provided or those covered by ESI Act under any amendment to the Act from time to time. The Contractor shall deduct and secure the agreement of the sub-contractor to deduct the employee's contribution as per the first schedule of the Employee's State Insurance Act from wages and affix the employee's contribution cards at wages payment intervals. The Contractor shall remit and secure the agreement of the sub contractor to remit to the State Bank of India, Employee's State Insurance Corporation Account, the Employee's contribution as required by the Act. The Contractor agrees to maintain all records as required under the Act in respect of employees and payments and the Contractor shall secure the agreement of the sub contractor to maintain such records. Any expenses incurred for the contributions, making contribution or maintaining records shall be to the Contractor's or sub-contractor's account. The Owner shall retain such sum as may be necessary from the total contract value until the Contractor shall furnish satisfactory proof that all contributions as required by the Employees State Insurance Act, 1948, have been paid.
ii.
iii.
iv.
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v.
WORKMAN'S COMPENSATION AND EMPLOYEE'S LIABILITY INSURANCE Provide Insurance for all the Contractor's employees engaged in the performance of this contract. If any of the work is sublet, the Contractor shall ensure that the sub contractor provides workmen's compensation and Employer's Liability Insurance for the latter's employees who are not covered under the Contractor's insurance.
vi.
AUTOMOBILE LIABILITY INSURANCE Contractor shall take out an Insurance to cover all risks to Owner for each of his vehicles plying on works of this contract and these insurances shall be valid for the total contract period. No extra payment will be made for this insurance. Owner shall not be liable for any damage or loss not made good by the Insurance Company, should such damage or loss result from unauthorised use of the vehicle. The provisions of the Motor Vehicle Act would apply.
Vii
FIRE INSURANCE Contractor shall within two weeks after award of contract insure the Works, Plant and Equipment and keep them insured until the final completion of the Contract against loss or damage by accident, fire or any other cause with an insurance company to be approved by the Employer/Consultant in the joint names of the Employer and the Contractor (name of the former being placed first in the Policy). Such Policy shall cover the property of the Employer Only.
6.e.2. ANY OTHER INSURANCE REQUIRED UNDER LAW OR REGULATION OR BY OWNER i. Contractor shall also provide and maintain any and all other insurance which may be required under any law or regulations from time to time. He shall also carry and maintain any other insurance which may be required by the Owner. The aforesaid insurance policy/policies shall provide that they shall not be cancelled till the Engineer-in-Charge has agreed to their cancellation. The Contractor shall satisfy to the Engineer-in-Charge/Site-in-Charge from time to time that he has taken out all insurance policies referred to above and has paid the necessary premium for keeping the policies alive till the expiry of the defects liability period. The contractor shall ensure that similar insurance policies are taken out by his sub-contractor (if any) and shall be responsible for any claims or losses to the Owner resulting from their failure to obtain adequate insurance protections in connection thereof. The contractor shall produce or cause to be proceed by his sub-contractor (if any) as the case may be, the relevant policy or policies and premium receipts as and when required by the Engineer-in-Charge/Site-inCharge.
ii.
iii.
iv.
6.e.3 LABOUR AND LABOUR LAWSi. The contractor shall at his own cost employ persons during the period of contract and the persons so appointed shall not be construed under any circumstances to be in the employment of the Owner. Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 79 of 109
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ii.
All payments shall be made by the contractor to the labour employed by him in accordance with the various rules and regulations stated above. The contractor shall keep the Owner indemnified from any claims whatsoever inclusive of damages/costs or otherwise arising from injuries or alleged injuries to or death of a person employed by the contractor or damages or alleged damages to the property. No labour below the age of eighteen years shall be employed on the work. The Contractor shall not pay less than what is provided under the provisions of the contract labour (Regulations and Abolition) Act, 1970 and the rules made thereunder and as may be amended from time to time. He shall pay the required deposit under the Act appropriate to the number of workman to be employed by him or through sub contractor and get himself registered under the Act. He shall produce the required Certificates to the Owner before commencement of the work. The Owner recognises only the Contractor and not his sub contractor under the provisions of the Act. The Contractor will have to submit daily a list of his workforce. He will also keep the wage register at the work site or/and produce the same to the Owner, whenever desired. A deposit may be taken by the Owner from the Contractor to be refunded only after the Owner is satisfied that all workmen employed by the Contractor have been fully paid for the period of work in Owner's premises at rates equal to or better than wages provided for under the Minimum Wages Act. The contractor shall be responsible and liable for any complaints that may arise in this regard and the consequences thereto. The Contractor will comply with the provisions of the Employee's Provident Fund Act and the Family Pension Act as may be applicable and as amended from time to time. The Contractor will comply with the provisions of the payment of Gratuity Act, 1972, as may be applicable and as amended from time to time. IMPLEMENTATION OF APPRENTICES ACT, 1961 The Contractor shall comply with the provisions of the Apprentices Act, 1961 and the Rules and Orders issued thereunder from time to time. If he fails to do so, his failure will be a breach of the contract and the Engineer-in-Charge may, at his discretion, cancel the contract. The Contractor shall also be liable for any pecuniary liability arising on account of any violation by him of the provision of the Act.
iii.
iv.
v.
vi.
vii
MODEL RULES FOR LABOUR WELFARE The Contractor shall at his own expenses comply with or cause be complied with Model rules for Labour Welfare as appended to those conditions or rules framed by the Government from time to time for the protection of health and for making sanitary arrangements for worker employed directly or indirectly on the works. In case the contractor fails to make arrangements as aforesaid the Engineer-in-Charge/Site-in-Charge shall be entitled to do so and recover the cost thereof from the contractor.
6.f.
DOCUMENTS CONCERNING WORKS Page 80 of 109
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6.f.1.
All documents including drawings, blue prints, tracings, reproducible models, plans, specifications and copies, thereof furnished by the Owner as well as all drawings, tracings, reproducibles, plans, specifications design calculations etc. prepared by the contractor for the purpose of execution of works covered in or connected with this contract shall be the property of the Owner and shall not be used by the contractor for any other work but are to be delivered to the Owner at the completion or otherwise of the contract. The Contractor shall keep and maintain secrecy of the documents, drawings etc. issued to him for the execution of this contract and restrict access to such documents, drawings etc. and further the Contractor shall execute a SECRECY agreement from each or any person employed by the Contractor having access to such documents, drawings etc. The Contractor shall not issue drawings and documents to any other agency or individual without the written approval by the Engineer-in-Charge/Site-in- Charge. Contractor will not give any information or document etc. concerning details of the work to the press or a news disseminating agency without prior written approval from Engineer-incharge/Site-in-Charge. Contractor shall not take any pictures on site without written approval of Engineer-in-Charge/Site-in-Charge. PAYMENT OF CONTRACTOR'S BILLS Payments will be made against Running Accounts bills certified by the Owner's Engineer-inCharge/Site-in-Charge within 15 days from the date of receipt of the certified bill by the Disbursement Section of the Owner. Running Account Bills and the final bill shall be submitted by the Contractor together with the duly signed measurements sheet(s) to the Engineer-in-Charge/Site-in-Charge of the Owner in quadruplicate for certification. The Bills shall also be accompanied by quantity calculations in support of the quantities contained in the bill along with cement consumption statement, actual/theoretical, wherever applicable duly certified by the Engineer-in-Charge/ Site-inCharge of the Owner. All running account payments shall be regarded as on account payment(s) to be finally adjusted against the final bill payment. Payment of Running Account Bill(s) shall not determine or affect in any way the rights of the Owner under this Contract to make the final adjustments of the quantities of material, measurements of work and adjustments of amounts etc.etc. in the final bill. The final bill shall be submitted by the Contractor within one month of the date of completion of the work fully and completely in all respects. If the Contractor fails to submit the final bill accordingly Engineer-in-Charge/Site-in-Charge may make the measurement and determine the total amount payable for the work carried out by the Contractor and such a certification shall be final and binding on the Contractor. The Owner/Engineer- in-Charge/Site-in-Charge may take the assistance of an outside party for taking the measurement, the expenses of which shall be payable by the Contractor.
6.f.2.
6.f.3.
7. 7.1.
7.2.
7.3.
7.4.
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7.5.
Payment of final bill shall be made within 45 days from the date of receipt of the certified bill by the Disbursement Section of the owner. MEASUREMENT OF WORKS Not appicable
7.a.
7.a.1. All measurements shall be in metric system. All the works will be jointly measured by the representative of the Engineer-in-Charge/Site-in-Charge and the Contractor or their authorised agent progressively. Such measurement will be recorded in the Measurement Book/Measurement Sheet by the Contractor or his authorised representative and signed in token of acceptance by the Owner or their authorised representative. 7.a.2. For the purpose of taking joint measurement, the Contractor/representative shall be bound to be present whenever required by the Engineer-in-Charge/Site-in-Charge. If, however, they are absent for any reasons whatsoever, the measurement will be taken by the Engineer-inCharge/Site-in-Charge or his representative and the same would be deemed to be correct and binding on the Contractor. 7.a.3. In case of any dispute as to the mode of measurement for any item of work, the latest Indian Standard Specifications shall be followed. In case of any further dispute on the same the same shall be as per the certification of an outside qualified Engineer/ Consultant. Such a measurement shall be final and binding on the Owner and the Contractor. 7.b. BILLING OF WORKS EXECUTED The Contractor will submit a bill in approved proforma in quadruplicate to the Engineer-inCharge/Site-in-Charge of the work giving abstract and detailed measurement for the various items executed during a month, before the expiry of the first week of the succeeding month. The Engineer-in-Charge/Site-in-Charge shall take or cause to be taken the requisite measurements for the purpose of having the bill verified and/or checked before forwarding the same to the disbursement office of the Owner for further action in terms of the Contract and payment thereafter. The Engineer-in-Charge/Site-in-Charge shall verify the bills within 7 days of submission of the Bill by the Contractor. 7.c. RETENTION MONEY AS PER SCC 10% of the total value of the Running Account and Final Bill will be deducted and retained by the Owner as retention money on account of any damage/defect liability that may arise for the period covered under the defect liability period clause of the Contract free of interest. Any damage or defect that may arise or lie undiscovered at the time of issue of completion certificate connected in any way with the equipment or materials supplied by contractor or in workmanship shall be rectified or replaced by the contractor at his own expense failing which the Owner shall be entitled to rectify the said damage/defect from the retention money. Any excess of expenditure incurred by the Owner on account of damage or defect shall be payable by the Contractor. The decision of the Owner in this behalf shall not be liable to be questioned but shall be final and binding on the Contractor. Thus, deduction towards retention money is applicable only in case of job/works contracts (civil, mechanical, electrical, maintenance etc.,) where any damage or defect may arise in future (i.e. within 12 months Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 82 of 109
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from the date of completion of job) or lie undiscovered at the time of issue of completion certificate. 7.d. TAXES, DUTIES, OCTROI ETC.
7.d.1 The Contractor accepts full and exclusive liability for the payment of any and all taxes, duties, octroi, rates, cess, levies, and statutory payments payable under all or any of the statutes etc. Variations of taxes and duties arising out of the amendments to the Central/State Enactments, in respect of sale of goods/services covered under this bid shall be to HPCLs account, so long as: They relate to the period after the opening of the price bid, but before the Contracted completion period ( excluding permitted extensions due to delay on account of the contractors, if any) or the actual completion period, whichever is earlier; and The vendor furnishes documentary evidence of incurrence of such variations, in addition to the invoices/documents for claiming Cenvat / Input Tax credit, wherever applicable. All contributions and taxes for unemployment compensation, insurance and old age pensions or annuities now or hereafter imposed by Central or State Governmental authorities which are imposed with respect to or covered by the wages, salaries or other compensations paid to the persons employed by the Contractor and the Contractor shall be responsible for the compliance with all obligations and restrictions imposed by the Labour Law or any other law affecting employer-employee relationship and the Contractor further agrees to comply and to secure the compliance of all sub-contractors with all applicable Central, State, Municipal and local laws, and regulations and requirements of any Central, State or Local Government agency or authority. Contractor further agrees to defend, indemnify and hold harmless from any liability or penalty which may be imposed by the Central, State or Local authorities by reason of any violation by Contractor or sub-contractor of such laws, regulations or requirements and also from all claims, suits or proceedings that may be brought against the Owner arising under, growing out of, or by reasons of the work provided for by this contract by third parties, or by Central or State Government authority or any administrative sub-division thereof. The Contractor further agrees that in case any such demand is raised against the Owner, and Owner has no way but to pay and pays/makes payment of the same, the Owner shall have the right to deduct the same from the amounts due and payable to the Contractor. The Contractor shall not raise any demand or dispute in respect of the same but may have recourse to recover/receive from the concerned authorities on the basis of the Certificate of the Owner issued in that behalf. 7.d.2. The rates quoted should be inclusive of all rates, cess, taxes and sales tax on works contracts wherever applicable. However, wherever the sales tax on works contract is applicable and is to be deducted at source, the same will be deducted from the bills of the Contractor and paid to the concerned authorities. The proof of such payments of sales tax on works contract will be furnished to the contractor.
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7.d.3. Income tax will be deducted at source as per rules at prevailing rates, unless certificate, if any, for deduction at lesser rate or nil deduction is submitted by the Contractor from appropriate authority. 7.e. MATERIALS TO BE SUPPLIED BY CONTRACTOR- Not applicable
7.e.1. The Contractor shall procure and provide the whole of the materials required for construction including tools, tackles, construction plant and equipment for the completion and maintenance of the works except the materials viz. steel and cement which may be agreed to be supplied as provided elsewhere in the contract. The contractor shall make arrangement for procuring such materials and for the transport thereof at their own cost and expenses. 7.e.2. The Owner may give necessary recommendation to the respective authority if so desired by the Contractor but assumes no responsibility of any nature. The Contractor shall procure materials of ISI stamp/certification and supplied by reputed suppliers borne on DGS&D list. 7.e.3. All materials procured should meet the specifications given in the tender document. The Engineer-in-charge may, at his discretion, ask for samples and test certificates for any batch of any materials procured. Before procuring, the Contractor should get the approval of Engineerin-Charge/Site-in-Charge for any materials to be used for the works. 7.e.4. Manufacturer's certificate shall be submitted for all materials supplied by the Contractor. If, however, in the opinion of the Engineer-in-Charge/Site-in-Charge any tests are required to be conducted on the material supplied by the Contractor, these will be arranged by the Contractor promptly at his own cost. 7.f. 7.f.1. MATERIALS TO BE SUPPLIED BY THE OWNER- Not applicbale Steel and Cement maybe supplied by the Owner to the contractor against payment by Contractor from either godown or from the site or within work premises itself and the contractor shall arrange for all transport to actual work site at no extra cost. The contractor shall bear all the costs including loading and unloading, carting from issue points to work spot storage, unloading, custody and handling and stacking the same and return the surplus steel and cement to the Owner's storage point after completion of job. The contractor will be fully accountable for the steel and cement received from the Owner and contractor will give acknowledgement/receipt for quantity of steel and cement received by him each time he uplifts cement from Owner's custody. For all computation purposes, the theoretical cement consumption shall be considered as per CPWD standards. Steel and Cement as received from the manufacturer/stockists will be issued to the contractor. Theoretical weight of cement in a bag will be considered as 50 Kg. Bags weighing upto 4% less shall be accepted by the contractor and considered as 50 Kg. per bag. Any shortage in the weight of any cement bag by more than 4% will be to the Owner's account
7.f.2.
7.f.3.
7.f.4.
7.f.5.
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only when pointed out by the Contractor and verified by Engineer-in-Charge/Site in Charge at the time of Contract or taking delivery. 7.f.6. The contractor will be required to maintain a stock register for receipt, issuance and consumption of steel and cement at site. Cement will be stored in a warehouse at site. Requirement of cement on any day will be taken out of the warehouse. Cement issued shall be regulated on the basis of FIRST RECEIPT to go as FIRST ISSUE. Empty cement bag shall be the property of the Contractor. Contractor shall be penalised for any excess/under consumption of cement. The penal rate will be twice the rate of issue of cement for this work. All the running bills as well as the final bills will be accompanied by cement consumption statements giving the detailed working of the cement used, cement received and stock-onhand. The Contractor will be fully responsible for safe custody of cement once it is received by him and during transport. Owner will not entertain any claims of the contractor for theft, loss or damage to cement while in their custody.
7.f.7.
7.f.8.
7.f.9.
7.f.10. The contractor shall not remove from the site any cement bags at any time. 7.f.11. The Contractor shall advise Engineer-in-charge/Site-in-charge in writing atleast 21 days before exhausting the Cement stocks already held by Contractor to ensure that such delays do not lead to interruptions in the progress of work. 7.f.12. Cement shall not be supplied by the Owner for manufacturing of mosaic tiles, precast cement jali and any other bought out items which consume cement and for temporary works. 7.f.13. Cement in bags and in good usable condition left over after the completion of work shall be returned by the contractor to the Owner. The Owner shall make payment to the Contractor at the supply rate for such stocks of cement they accept and receive. Any refused stock of cement shall be removed by the Contractor from the site at his cost and expenses within 15 days of completion of the work. 8. 8.1. PAYMENT OF CLAIMS AND DAMAGES Should the Owner have to pay money in respect of claims or demands as aforesaid the amount so paid and the costs incurred by the Owner shall be charged to and paid by the Contractor and the Contractor shall not be entitled to dispute or question the right of the Owner to make such payments notwithstanding the same may have been without his consent or authority or in law or otherwise to the contrary. In every case in which by virtue of the provisions of Workmen's Compensation Act, 1923, or other Acts, the Owner is obliged to pay Compensation to a Workman employed by the Contractor in execution of the works, the Owner will recover from the Contractor the amount of compensation so paid and without prejudice to the rights of Owner under the said Act. Owner shall be at liberty to recover such amount or any part thereof by deducting it from the Page 85 of 109
8.2.
( UNPRICED BID )
security deposit or from any sum due to the Contractor whether under this contract or otherwise. The Owner shall not be bound to contest any claim made under Section 12 sub section (1) of the said Act, except on the written request of the Contractor and upon his giving to the Owner full security for all costs for which the owner might become liable in consequence of contesting such claim. 8.a. ACTION AND COMPENSATION IN CASE OF BAD WORK If it shall appear to the Engineer-in-Charge/Site-in-Charge that any work has been executed with bad, imperfect or unskilled workmanship, or with materials, or that any materials or articles provided by the Contractor for execution of the work are not of standards specified/inferior quality to that contracted for, or otherwise not in accordance with the contract, the CONTRACTOR shall on demand in writing from the Engineer-in-Charge/Site-in-Charge or his authorised representative specifying the work, materials or articles complained of, notwithstanding that the same may have been inadvertently passed, certified and paid for, forthwith rectify or remove and reconstruct the work so specified and at his own charge and cost and expenses and in the event of failure to do so within a period of 15 days of such intimation/ information/knowledge, the Contractor shall be liable to pay compensation equivalent to the cost of reconstruction by the Owner. On expiry of 15 days period mentioned above, the Owner may by themselves or otherwise rectify or remove and re-execute the work or remove and replace with others, the materials or articles complained of as the case may be at the risk and expenses in all respects of the Contractor. The decision of the Engineer-inCharge/ Site-in-Charge as to any question arising under this clause shall be final and conclusive and shall not be raised as a dispute or shall be arbitrable. 8.b. INSPECTION AND AUDIT OF CONTRACT AND WORKS This project is subject to inspection by various Government agencies of Government of India. The contractor shall extend full cooperation to all the Government and other agencies in the inspection of the works, audit of the Contract and the documents of Contract Bills, measurements sheets etc. etc. and examination of the records of works and make enquiries interrogation as they may deem fit, proper and necessary. Upon inspection etc. by such agencies if it is pointed out that the contract work has not been carried out according to the prescribed terms and conditions as laid down in the tender documents and if any recoveries are recommended, the same shall be recovered from the contractors running bills/final bill/from ordered/suggested Security Deposit/retention money. The Contractor shall not rise any dispute on any such account and the same shall not be arbitrable. 9. CONTRACTOR TO INDEMNIFY THE OWNER The Contractor shall indemnify the Owner and every member, officer and employee of the Owner, also the Engineer-in-Charge/Site-in-Charge and his staff against all the actions, proceedings, claims, demands, costs, expenses, whatsoever arising out of or in connection with the works and all actions, proceedings, claims, demands, costs, expenses which may be made against the Owner for or in respect of or arising out of any failure by the Contractor in the performance of his obligations under the contract. The Contractor shall be liable for or in Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 86 of 109
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respect of or in consequence of any accident or injury to any workmen or other person in the employment of the Contractor or his sub contractor and Contractor shall indemnify and keep indemnified the Owner against all such damages, proceedings, costs, charges and expenses whatsoever in respect thereof or in relation thereto. 10. i) LIQUIDATED DAMAGES-NOT APPLICABLE In case of any delay in completion of the work beyond the CDD, the Owner shall be Entitled to be paid Liquidated Damages by the Contractor. The liquidated damages shall be initially at the rate of 0.5% (half percent) of the total contract value for every week of the delay subject to a maximum of 5% of the total contract value. The liquidated damages shall be recovered by the Owner out of the amounts payable to the Contractor or from any Bank Guarantees or Deposits furnished by the Contractor or the Retention Money retained from the Bills of the Contractor, either under this contract or any other contract. The Contractor shall be entitled to give an acceptable unconditional bank Guarantee in lieu of such a deduction if Contractor desires any decision on a request for time extension. Once a final decision is taken on the request of the Contractor or otherwise, the LD shall be applicable only on the basic cost of the contract and on each full completed week(s) of delay ( and for part of the week, a pro-rata LD amount shall be applicable). This final calculation of LD shall be only on the value of the unexecuted portion/quantity of work as on the CDD. Contractor agrees with the Owner, that the above represents a genuine pre-estimate of the damages which the owner will suffer on account of delay in the performance of the work by contractor. The Contractor further agrees that the LD amount is over and above any right which owner has to risk purchase under Clause 12.4 and any right to get the defects in the work rectified at the cost of the contractor.
ii) iii)
iv)
v)
11.
DEFECTS AFTER TAKING OVER OR TERMINATION OF WORK CONTRACT BY OWNER The Contractor shall remain responsible and liable to make good all losses or damages that may occur/appear to the work carried out under this Contract within a period of 12 months from date of issue of the Completion Certificate and/or the date of Owner taking over the work, which ever is earlier. The Contractor shall issue a Bank Guarantee to the Owner in the sum of 10% of the work entrusted in the Contract, from any nationalised Bank acceptable to the Owner and if however, the Contractor fails to furnish such a Bank Guarantee the Owner shall have right to retain the Security Deposit and Retention Money to cover the 10% of the Guarantee amount under this clause and to return/refund the same after the expiry of the period of 12 months without any interest thereon.
12. 12.1
TERMINATION OF CONTRACT The owner may terminate the contract at any stage of the construction/service for reasons to be recorded in the letter of termination. The Owner inter alia may terminate the Contract for any or all of the following reasons that the contractor Page 87 of 109
12.2
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a) b) c)
has abandoned the work/Contract. has failed to commence the works, or has without any lawful excuse under these conditions suspended the work for 15 consecutive days. has failed to remove materials from the site or to pull down and replace the work within 15 days after receiving from the Engineer written notice that the said materials or work were condemned and/or rejected by the Engineer under specified conditions. has neglected or failed to observe and perform all or any of the terms acts, matters or things under this Contract to be observed and performed by the Contractor. has to the detriment of good workmanship or in defiance of the Engineer's instructions to the contrary sub-let any part of the Contract. has acted in any manner to the detrimental interest, reputation, dignity, name or prestige of the Owner. has stopped attending to work without any prior notice and prior permission for a period of 15 days. has become untraceable. has without authority acted in violation of the terms and conditions of this contract and has committed breach of terms of the contract in best judgement of the owner. has been declared insolvent/bankrupt. in the event of sudden death of the Contractor. The owner on termination of such contract shall have the right to appropriate the Security Deposit, Retention Money and invoke the Bank Guarantee furnished by the contractor and to appropriate the same towards the amounts due and payable by the contractor as per the conditions of Contract and return to the contractor excess money, if any, left over. In case of Termination of the contract, owner shall have the right to carry out the unexecuted portion of the work either by themselves or through any other contractor(s) at the risk and cost of the Contractor. In view of the paucity of time, owner shall have the right to place such unexecuted portion of the work on any nominated contractor(s).However, the overall liability of the Contractor shall be restricted to 100% of the total contract value. The contractor within or at the time fixed by the Owner shall depute his authorized representative for taking joint final measurements of the works executed thus far and submit the final bill for the work as per joint final measurement within 15 days of the date of joint final measurement. If the contractor fails to depute their representative for joint measurement, the owner shall take the measurement with their Engineer-in-Charge/Site-in-Charge or any other outside representatives. Such a measurement shall not be questioned by the Contractor and no dispute can be raised by the Contractor for purpose of Arbitration. The Owner may enter upon and take possession of the works and all plant, tools, scaffoldings, sheds, machinery, power operated tools and steel, cement and other materials of the Contract at the site or around the site and use or employ the same for completion of the work Page 88 of 109
d) e) f) g) h) i) j) k) 12.3
12.4
12.5
12.6
( UNPRICED BID )
or employ any other contractor or other person or persons to complete the works. The Contractor shall not in any way object or interrupt or do any act, matter or thing to prevent or hinder such actions, other Contractor or other persons employed for completing and finishing or using the materials and plant for the works. When the works shall be completed or as soon thereafter the Engineer shall give a notice in writing to the Contractor to remove surplus materials and plant, if any, and belonging to the Contractor except as provided elsewhere in the Contract and should the Contractor fail to do so within a period of 15 days after receipt thereof the Owner may sell the same by public auction and shall give credit to the contractor for the amount realised. The Owner shall thereafter ascertain and certify in writing under his hand what (if anything) shall be due or payable to or by the Owner for the value of the plant and materials so taken possession and the expense or loss which the Owner shall have been put to in procuring the works, to be so completed, and the amount if any, owing to the Contractor and the amount which shall be so certified shall thereupon be paid by the Owner to the Contractor or by the Contractor to the Owner, as the case may, and the Certificate of the Owner shall be final and conclusive between the parties. 12.7 When the contract is terminated by the Owner for all or any of the reasons mentioned above the Contractor shall not have any right to claim compensation on account of such termination. 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. One 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 Contractor shall notify Owner he 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. 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 Page 89 of 109
13. 13.1
13.2
14. 14.1
( UNPRICED BID )
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. 14.2 The appointing authority shall either himself act as the Sole Arbitrator or nominate some office/retired officer of HBL/ Hindustan Petroleum Corporation Ltd (referred to as owner or HBL) or any other Government Company, or any retired officer of the Central Government now 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 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 to vacates his office for any persons which over, 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 a aforesaid, shall act as an Arbitrator. The failure on the part of the Appointing Authority to make 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 Award of the Sole Arbitrator shall be final and binding on both 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 there under, 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 Patna for all purposes. The Arbitration shall be held at Patna and conducted in English language. The Appointing Authority is the Chairman of HPCL Biofuels Limited.
14.3
14.4
14.5 14.6
14.7
14.8
14.9
14.10
14.11
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15. 15.1.
GENERAL Materials required for the works whether brought by the (or) supplied by the Owner shall be stored by the contractor only at places approved by Engineer-in-Charge/Site-in-Charge. Storage and safe custody of the material shall be the responsibility of the Contractor. Owner and/or Engineer-in-Charge/Site-in-Charge connected with the contract, shall be entitled at any time to inspect and examine any materials intended to be used in or on the works, either on the site or at factory or workshop or at other place(s) manufactured or at any places where these are laying or from which these are being obtained and the contractor shall give facilities as may be required for such inspection and examination. In case of any class of work for which there is no such specification supplied by the owner as is mentioned in the tender documents, such work shall be carried out in accordance with Indian Standard Specifications and if the Indian Standard Specifications do not cover the same the work should be carried out as per standard Engineering practice subject to the approval of the Engineer-in-Charge/Site-in-Charge. Should the work be suspended by reason of rain, strike, lockouts or other cause the contractor shall take all precautions necessary for the protection of the work and at his own expense shall make good any damages arising from any of these causes. The contractor shall cover up and protect from injury from any cause all new work also for supplying all temporary doors, protection to windows and any other requisite protection for the whole of the works executed whether by himself or special tradesmen or sub-contractors and any damage caused must be made good by the contractors at his own expense. If the contractor has quoted the items under the deemed exports, then it will be the responsibility of the contractor to get all the benefits under deemed exports from the Government. The Owners responsibility shall only be limited to the issuance of required certificates. The quotation will be unconditional and phrases like subject to availability of deemed exports benefit etc. will not find place in it. Integrity Pact: Effective 1st September.2007, all tenders and contracts shall comply with the requirements of the Integrity Pact(IP) if the value of such tenders or contract Exceed Rs.1 crore. Failure to sign the Integrity Pact shall lead to outright rejection of bid.
15.2.
15.3.
15.4.
15.5
15.6
16.
17.0 GRIEVANCE REDRESSAL MECHANISM To deal with references / grievances if any that are received from parties who participated / intend to participate in the Corporation Tenders, The party should write to Chief Operating Officer (Opns) of HPCL Biofuels Office at Patna.
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( UNPRICED BID )
ANNEXURE
ATTACHMENT I
The Integrity Pact duly signed by the authorized official of HBL and the Contractor , will form part of this contract / supply order. Proforma of Integrity Pact ( provided as under ) 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 beduly signed by the same signatory. Bidders 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, HBL shall be entitledto demand and recover from bidder Liquidated damages amount by forfeiting theEMD/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 HBL is entitled to terminate the contract according to provisions of Integrity Pact, HBL 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.
Name , Seal & Signature
Page 92 of 109
( UNPRICED BID )
ATTACHMENT II AGREEMENT No. Dated
To, HPCL BIOFUELS LIMITED Sub : Purchase of Bidding Documents Ref. Tender no. HBL 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 and 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 HBL. The consideration for this separate initial contract preceding the main contract is that HBL 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 HBL. HBL 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 , HBLshall have unqualified , absolute and unfettered right to encash / forfeit the bid security submitted in this behalf. Yours faithfully, Yours faithfully
(BIDDER) (One copy of this agreement duly signed must be returned alongwith offer).
(PURCHASER)
Name , Seal & Signature
Page 93 of 109
( UNPRICED BID )
ATTACHMENT III INTEGRITY PACT Between HPCL Biofuels Limited (HBL) 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 TIs 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. The principal will exclude from the process all known prejudiced persons. 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 Principals 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.
Page 94 of 109
( UNPRICED BID )
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 Anti-corruption 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. 5. 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 Principals 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 / BidSecurity. (2) If the Principal has terminated the contract according to Section 3, or if the Name , Seal & Signature 45 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.
Page 95 of 109
( UNPRICED BID )
Section 5 Previous Transgression (1) The Bidder declares that no previous transgression occurred in the last 3years 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 ubcontractor, 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.
( UNPRICED BID )
(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:
Page 97 of 109
( UNPRICED BID )
(SPECIMEN)
BANK GUARANTEE IN LIEU OF EARNEST MONEY (On Non-Judicial stamp paper of appropriate value) TO: HPCL Biofuels Limited Building No. 271, Road No. 3E, New Patliputra Colony, Patna- 800013, Bihar. In Consideration of Messrs. HPCL Biofuels Limited, (a Wholly Owned Subsidiary Company of Hindustan Petroleum Corporation Limited ) registered under the companies Act 1956, having its registered office at Building No. 271, Road No.3E, new Patliputra Colony, Patna-13 (hereinafter called "The Corporation" which expression shall include its successor in business and assigns) issued a tender on Messrs. ................................................ 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 Corporation") for the supply of goods to/execution of services for "the Corporation" and "the Corporation" having agreed not to insist upon immediate payment of Earnest Money for the fulfillment of the said tender in terms thereof on production of an acceptable Bank Guarantee for an amount of Rs............(Rupees ................................. only) 1 We, ................................... Bank having office at..................................................... Bombay (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 fulfillment or for any breach on the part of "the Tenderer" of any of the terms and conditions of the said "tender". We, ........................................ Bank further agree that "the Corporation" shall be 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 Page 98 of 109
( UNPRICED BID )
court, tribunal or arbitrator relating thereto, our liability under this guarantee being absolute and unconditional. 4 We, ....................................... Bank further agree with "the Corporation" that "the Corporation" shall have the fullest liberty without our consent and without affecting in any manner our obligations hereunder to vary any of the terms and conditions of the said "tender"/or to extend time of performance by "the Tenderer" from time to time or to postpone for any time to time any of the powers exercisable by "the Corporation" against "the Tenderer" and to forbear to enforce any of the terms and conditions relating to "the tender" and we shall not be relieved from our liability by reason of any such 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 there under. 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". "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 authorized to sign on behalf of "the Bank") Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 99 of 109
( UNPRICED BID )
(SPECIMEN)
COMPOSITE BANK GUARANTEE FOR MOBILISATION ADVANCE, SECURITY DEPOSIT/RETENTION MONEY/PERFORMANCE GUARANTEE (On Non-Judicial stamp paper of appropriate value) TO: HPCL Biofuels Limited Building No. 271, Road No. 3E, New Patliputra Colony, Patna-800013, Bihar. IN CONSIDERATION OF MESSRS. HPCL Biofuels Limited,( A wholly owned Subsidiary Company of Hindustan Petroleum Corporation Limited) registered under the Companies Act, 1956, having its registered office at House No. 271, Road No. 3E, New Patliputra Colony, Patna 800013, Bihar. (hereinafter called "The Corporation" (which expression shall include its successor in business and assigns) having placed an order on Messers ............................ a partnership firm/sole proprietor business/a company registered under the Companies Act,1956 having its office at .............. (hereinafter called "the supplier" (which expression shall include executors,administrators and assigns) vide order No.......................dated.............. (hereinafter called "the order" which expression shall include any amendments/alterations to "the order" issued by "the Corporation") for the supply of goods to/execution of services for "the Corporation" and "the Corporation" having agreed : a) not to insist upon immediate payment of Security deposit for the fulfillment and performance of the said order. b) to pay "the supplier" as and by way of advance upto a sum of Rupees__________ (Rupees _____________________________ only) being ____% of the value of "the order"; c) that "the supplier" shall furnish a security for the performance of "the supplier's" obligations and/or discharge of "the supplier's" liability in connection with the said "order"; and "the Corporation" having agreed with "the supplier" to accept a composite Bank Guarantee for the mobilisation advance, security deposit, retention money and performance guarantee.
__________________________________________________________
We, .................................................... Bank having office at ............................................ (hereinafter referred to as "the Bank" which expression shall includes its successors and assigns) at the request and on behalf of "the supplier" hereby agree to pay to "the Corporation" without any demur on first demand an amount not exceeding Rs........... (Rupees.............................only) against any loss or damage, costs, charges and expenses caused to or suffered by "the Corporation" by reason of non performance and fulfillment or for
( UNPRICED BID )
any breach on the part of "the supplier" of any of the terms and conditions of the said "order". 2. We, ............................. Bank further agree that "the Corporation" shall be sole judge whether the said "Supplier" has failed to perform or fulfill the said "order" in terms thereof or committed breach of any 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 the favour of "the Corporation" all the rights and defences to which we as guarantors and/or "the Supplier" may be entitled to. 3. 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" undertake to pay "the Corporation" the amount so demanded on first demand and without any demur notwithstanding any dispute raised by "the Supplier" 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. 4. 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 "order"/or to extend time of performance by "the Supplier" from time to time or to _____________________________________________________________________________
postpone for any time to time any of the powers exercisable by "the Corporation" against "the Supplier" and to forbear to enforce any of the terms and conditions relating to "the order" and we shall not be relieved from our liability by reason of any such variation or extension being granted to "the Supplier" or for any forbearance, act or omission on the part of "the Corporation" or any indulgence by "the Corporation" to "the Supplier" 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. 5. However, it has been agreed between "the Supplier" and "the Corporation" that there shall be only one Composite Bank Guarantee for both the advance and security deposit performance guarantee/Retention Money @ of ____% valid till the end of the defects liability period as per the terms of the P.O. No. _______________ dated ______________ and that in proportion with the recovery of advance @ ______% per bill the same amount/value automatically stands credited to the defects liability account/security deposit or retention money
( UNPRICED BID )
as the case may be and will continue to be credited/treated till the entire advance of Rs._______________________ is fully recovered from the running bills and from the date of full recovery of the advance of Rs.__________________ this guarantee automatically, shall stand valid towards the ____% retention money/defects liability, fully valid in all respects unto a further period of six months, as per the Purchase Order of "the Corporation". 6. Not withstanding anything contained herein above : i) Our liability under this guarantee shall not exceed Rs.......... ii) This Bank Guarantee shall be valid upto and including .......; and iii) We are liable to pay the guarantee amount or any part thereof under this Bank Guarantee only and only if you serve upon us a written claim or demand on or #
before the expiry of 30 days from the date of expiry of this guarantee.
_____________________________________________________________________________ 7. We, ........................................ Bank further undertake not to revoke this guarantee during its currency except with the previous consent of "the Corporation" in writing. 8. We, ......................................... Bank lastly agree that "the Bank's liability under this guarantee shall not be affected by any change in the constitution of "the Supplier". 9. "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 Supplier" 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")*
Page 102 of 109
( UNPRICED BID )
ANNEXURE A
LIST OF EXISTING PERMANENT MANPOWER AT LAURIYA ( EXCL. CANE, HR, ADMIN, PURCHASE, WAREHOUSE, FINANCE, GM AND UNIT HEADS FOR SUGAR, ETHANOL & CO-GEN)
UNIT
POSITION SUGAR
Nos of Existing permanent manpower for Lauriya
1 2 3 4 5 6 7 8 9 10 11 12
DY/Sr. ENGINEER(SUGAR + ETP) Supv. Juice/Evoporator Pan Incharge Mill Fitter Boiling House Fitter DCS Operator Junior Engineer(Mill) Junior Engineer(Process) Manager SHE Diffuser Eng. / Operator Trainee Engineer Chief Chemist cum production manager
0 0 0 0 0 3 0 0 0 0 0 2
Total
CO-GEN 1 2 3 4 5 6 7 8 9 10 11 Co-gen Supervisor/officer/Sr. Officer Boiler Attendent(Ist class) Weighbridge operator Boiler Attendent(2nd class) Turbine Operator DCS Operator Attendent (Electrical & Cooling) FHS Feed Pump Attendent/ Bagass Carrier Attdt. Motor Attendent/Tubewell Attdt. Trainee Engineer
5
0 0 1 0 0 0 0 0 3 1 3
Total
Page 103 of 109
( UNPRICED BID )
ANNEXURE A
Nos of Existing permananent manpower for Lauriya LABORATORY 1 2 3 4 5 Mfg. Chemist(Sugar Technology) Micro-Biologist Lab Chemist Lab Incharge QC- Sr. Analayst 2 0 2 0 0
UNIT
POSITION
Total
CENTRAL MAINTAINENCE 1 2 3 4 5 6 7 8 9 10 Electrical Manager Instrument Manager Instrument Engineer Electrical Engineer Mechanical Engineer Electrician Fitter Welder Instrument Mechanic Chief engineer
4
0 0 0 1 1 2 2 2 1 1
Total
ETHANOL 1 2 3 4 5 6 7 8 9 10 11 12 13 Sr. Engineer(Ethanol+SHE) Fermentation Operator Distillation Operator Evap. & Seperation Operator Composting /Environment Officer Weighbridge Operator Helper(Fer. & Dist.) Shift Chemist(Al. Tech.) Lab Chemist (Al. Tech.) Lab Attendent Safety Officer Trainee Engineer Manager SHE
10
0 0 0 0 0 0 0 0 0 3 0 2 0
Total
Grand Total
32
Page 104 of 109
( UNPRICED BID )
ANNEXURE B LIST OF SEASONAL EMPLOYEES OF LAURIYA

(LIST OF SEASONAL MANPOWER AT LAURIYA ( EXCL. CANE, HR, ADMIN, PURCHASE, WAREHOUSE, FINANCE)
SR NO.
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT ASSISTANT PAN MAN CANE UNLOADER CANE UNLOADER CANE UNLOADER CANE UNLOADER CENTRIFUGAL OPERATOR CENTRIFUGAL OPERATOR CENTRIFUGAL OPERATOR CLERK CLERK CLERK CLERK CLERK CLERK
POST
33 34 35 36
CLERK CLERK CRANE OPERATOR CRANE OPERATOR Page 105 of 109
( UNPRICED BID )
SR NO. 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 DRIVER DRIVER ELECTRICIAN ELECTRICIAN ELECTRICIAN ELECTRICIAN ELECTRICIAN ELECTRICIAN ELECTRICIAN ELECTRICIAN ELECTRICIAN ELECTRICIAN FEED PUMP ATTENDENT FEED TABLE OPERATOR FEED TABLE OPERATOR FITTER FITTER FITTER FITTER FITTER HELPER HELPER HELPER HELPER HELPER HELPER HELPER HELPER HELPER HELPER HELPER HELPER HELPER HELPER HELPER HELPER HELPER HYDRAULIC OPERATOR HYDRAULIC OPERATOR INJECTION INSTRUMENTATION MECH. LAB ATTENDENT LAB ATTENDENT
POST
Page 106 of 109
( UNPRICED BID )
SR NO. 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 LAB ATTENDENT LAB ATTENDENT LAB CHEMIST LAB CHEMIST M H TURBINE OPERATOR MACHINIST MACHINIST MECHANIC MILL FITTER MILL FITTER Mill House Turbine Optr OIL MAN OIL MAN OLIVER OPERATOR PAN MAN PAN MAN PEON PEON PEON PEON PEON PEON PUMP MAN PUMP MAN PUMP MAN PUMP MAN RIGGER RIGGER SULPHITATION SWITCH BOARD ATTENDENT SWITCH BOARD ATTENDENT TURNER TURNER WEIGH BRIDGE OPER. WEIGH BRIDGE OPER. WELDER WELDER WELDER WELDER
POST
NOTE: In additional to the above critical manpower are going to be recruited shortly by 15/09/2011 either as
regular manpower or as fixed term contract for Lauriya. Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51 Page 107 of 109
( UNPRICED BID )
Annexure C
(Schedule of imparting training classromm/on the job tranining) Apart from imparting on the job training and knowledge sharing the bidder has to conduct the following for Lauriya. The Training schedule shall be designed as follows: Sugar: Sugar Operations and maintenance 1 classroom session per 3 months / quarterly. Total 4 nos of classroom trainings in a year. The training should consists of classroom lectures, tests/questonaires, employee assesment etc at conference room of respective plants. The cost of infrastructure etc. other than traning materials shall be borne by HBL. Ethanol: Ethanol Operations and maintenance 1 classroom session per 3 months / quarterly. Total 4 nos of classroom trainings in a year. The training should consists of classroom lectures, tests/questonaires, employee assesment etc at conference room of respective plants. The cost of infrastructure etc. other than training materials shall be borne by HBL. Co-gen: Cogen Operations and maintenance 1 classroom session per 3 months / quarterly. Total 4 nos of classroom trainings in a year. The training should consists of classroom lectures, tests/questonaires, employee assesment etc at conference room of respective plants. The cost of infrastructure etc. other than training materials shall be borne by HBL.
Page 108 of 109
( UNPRICED BID )
Annexure 2
(Format/specimen)
Bidders to give financial implications in the format below as per the list of newly recruits which will be provided by HBL to bidders in the period as indicated in the Special conditons of contract. To be opened along with priced bid.
Sl No. Name/designation post - Lauriya
Nos of post recruited
Rates in (Rs/Nos.) both in figures and in words
SUGAR UNIT 1 2 3 4 COGEN UNIT 1 2 3 4 ETHANOL UNIT 1 2 3 4 LABORATORY UNIT 1 2 3 4 CENTRAL MAINTENANCE 1 2 3 4
GRAND TOTAL
Page 109 of 109
( UNPRICED BID )

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TENDER ENQUIRY

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All unit rates in Indian Rupees

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

EXTRAS (TAXES, DUTIES & OTHERS) :

NSIC Unit (Y/N) PSE Unit(Y/N) SSI(Y/N)

:____________. :____________. :_____________.

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

DETAILED /ITEM DESCRIPTION / SPECIFICATION:

Signature: S / D. Designation: CEO-HBL HPCL Biofuels Limited.

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

BID QUALIFICATION CRITERIA

Operation & Maintenance Contract for

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

10) 11) 12)

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

INSTRUCTIONS TO BIDDERSBIDDERS- PART A

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Criteria for evaluation of bids and instruction to bidders PART B

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

vi) vii) viii) ix) x) xi) xii) 9.2.2

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

SPECIAL CONDITION OF CONTRACT

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Definition of Season & Off-season:

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PREAMBLE & SCOPE of WORK - SUGAR UNIT

ii) iii) iv) v)

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Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

PREAMBLE & SCOPE of WORK - ETHANOL

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

PREAMBLE & SCOPE of WORK - COGEN

Signature and Seal of the Bidder Tender No. HBL/TEN/PUB/11-12/51

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