REF: I&C.KOL.19. TENDERS / PROCUREMENT/17-18/RCD NJP Date: 17.01.2018 Dear Sir / Madam, SUBJECT: TENDER FOR ANNUAL MAINTENANCE CONTRACT (AMC) AT OUR RAILWAY CONSUMER DEPOT (RCD) AT NEW JALPAIGURI (NJP), SILIGURI, WEST BENGAL FOR A PERIOD OF TWO YEAR (02) VIDE CRFQ No: 1000298251 Bharat Petroleum Corporation Limited propose to appoint vendor for TENDER FOR ANNUAL MAINTENANCE CONTRACT (AMC) AT OUR RAILWAY CONSUMER DEPOT (RCD) AT NEW JALPAIGURI (NJP), SILIGURI, WEST BENGAL FOR A PERIOD OF TWO YEAR (02) VIDE CRFQ No: 1000298251 through e-tender process who meets following criteria: INSTRUCTIONS TO THE TENDERER 1. E-bids are invited from the bidders for Annual Maintenance Contract (AMC) at our Railway Consumer Depot (RCD) at New Jalpaiguri (NJP), Siliguri, West Bengal for a period of Two Year (02) vide CRFQ No: 1000298251 dated 17.01.2018. 2. The Tender is limited tender and is open for quotation by the selected vendors to whom the tenders would be sent through our eproc website. 3. The Last date and time for submitting the e-tender offer in www.bpcleproc.in by 1500 hrs. on 06.02.2018. Any offer received after 1500 hrs. shall not be considered. 4. The e-tender will be opened at 1530 hrs. on 06.02.2018. 5. Period of contract is Two (02) years from the date of issue of LOI. 6. This tender is in single bid system, comprising of Technical Bid cum Price Bid. Eligible tenderers are invited to submit their offer in a single part bid for subject tender. 7. The successful tenderer should be in a position to provide Security deposit by way of Demand Draft or Bank guarantee for a value of 05% of the tendered value subject to a minimum of Rs. 5000/- and a maximum of Rs. 25,000/- 8. The tender document shall be obtained / applied by the party in its own name as the tender document is not transferable. 9. Tenderers shall log on to the e-procurement website https://bpcleproc.in and register themselves. 10. The tenderer should download the tender document from e-procurement system on https://bpcleproc.in and after carefully reading the same should be uploaded under his /her login ID, as token of acceptance of all terms & conditions therein. 11. Bidders are advised to use the prescribed forms issued by Bharat Petroleum Ltd. only. In case additional space is required for filling the details, you may use letter heads. The tender document is not transferable. 12. The Bid consists of the following documents to be submitted on-line :- Page 1 of 11
General Terms & conditions, scope & responsibilities of the bidder - signed & rubber stamped and uploaded in the eproc website Scope of work as enclosed vide RFQ signed & rubber stamped and uploaded in the eproc website 13. The tender should be strictly in line with the terms and conditions. Any tender not conforming to the terms and conditions prescribed in the tender documents shall be summarily rejected. COUNTER TERMS AND CONDITIONS WILL NOT BE ACCEPTED. 14. All rates quoted in Request for Quotation should be both in words and figures. In case of any difference between the two, the rates quoted in words shall be considered as final and authentic. Also the rate should be quoted in the same units as mentioned in the tender schedule. 15. The tenderer should study all the operations/ local conditions at the concerned location, loading/unloading point/s and route/s. Tenderers would be presumed to have understood the scope of operations and got acquainted themselves with the working conditions existing at the location, before submission of the tender. 16. Tenders not meeting the tender terms & conditions or incomplete in any respect or with any additions/deletions or modifications are liable to be summarily rejected without any further communication to the tenderers and decision of BPCL in this respect will be final and binding. 17. Tenderer should submit all the details and enclosures as has been asked in the tender form. In case any of the information is not applicable to the tenderer, "Not Applicable" may be written against such item. Not submitting any information/ enclosure sought for may be a ground for rejecting the tender. 18. Details of documents to be submitted on-line only. Documents mentioned below should be properly scanned and uploaded in the system. a) The tender shall have to be submitted through the e-procurement system on https://bpcl.eproc.in. b) The tender document with detailed terms and conditions is also available on our website http://www.bharatpetroleum.in/tender/tender.asp but the submission of tender is allowed only through the e-procurement system on https://bpcl.eproc.in. c) No physical document with respect to the tender should be submitted. In case tenderer submits such physical documents for the tender, the same shall not be considered. Details of documents to be submitted on-line only. Documents mentioned below should be properly scanned and uploaded in the system. Sr. No Particulars Submission of Documents Online Only 1 Tender documents along with CRFQ duly signed and stamped to be uploaded in eproc website under Bidders Login ID through e-procurement system on https://bpcleproc.in 19. Tenderer shall submit price bids online only by e-bidding through e-procurement system on https://bpcleproc.in under their login ID only. 20. Tenderer / his authorized representative may be present during the opening of tender on the scheduled date and time. Page 2 of 11
21. Tender terms and conditions mentioned in the tender should be carefully studied. All the pages of the tender documents should be duly filled along with required enclosures and should be signed on every page and rubber stamped as a token of acceptance of the terms and conditions therein and submitted to BPCL. 22. Ranking of the tenderers i.e. L1, L2, L3 etc. will be done on the total cash outflow for the entire contract period. 23. If required, the negotiations/counter offer exercise will be carried out only with L1 tenderer and the revised rates accepted by them during negotiations/ counter offers will be finalized as L1 rate of the concerned location. 24. BPCL reserves the right at its sole discretion to reject unworkable/ unviable rates quoted by tenderers. Such tenderers will be treated as disqualified and will be rejected. The decision of BPCL in this regard will be final and binding. 25. Each page of the tender document is to be signed by the legally authorized representative of the tenderer, with the official seal. 26. If additional sheets are required, then number of such extra pages used should be indicated in the Covering letter. 27. All entries are to be made in ink. Over-writing/ using white ink / erasing out are not permitted. All corrections are to be made by scoring out incorrect entries, and such corrections are to be signed by the legally authorized representative of the tenderer, with the official seal. Tenders deficient in this respect are liable to be rejected. 28. All documents to be signed and uploaded in the BPCL eproc website. 29. Tenderers are advised to log on to the website (https://bpcleproc.in) and arrange to register themselves at the earliest. 30. The system time (IST) that will be displayed on e-procurement (e-bid) web page shall be the time considered for determining the expiry of due date and time of the tender and no other time shall be taken into cognizance. 31. Tenderers are advised in their own interest to ensure that their bids are submitted in e-procurement system well before the closing date and time of bid. If the tenderer intends to change /revise the bid already entered, they may do so any number of times till the due date and time of submission deadline. However, no bid can be modified after the deadline for submission of bids. 32. Bids / Offers shall not be permitted in e-procurement (e-bid) system after the due date / time of tender. Hence, no bid can be submitted after the due date and time of submission has elapsed. 33. Tenderers shall submit price bids only through e-bidding and no physical documents with respect to price bids should be submitted. In case tenderer submits such physical documents for price bids, the same shall not be considered. 34. In case of any clarification pertaining to e-procurement (e-bidding) process, the bidder may contact our e- procurement service provider M/s. E-Procurement Technologies Ltd. (ETL) at their contact no. in Ahmedabad 079-40016868 or Mr. Chandan Bera Mob. 9851945660 & Dir 033-24293447 in Kolkata. Page 3 of 11
35. For clarification, if any, with respect to the tender conditions etc. please feel free to contact the following official on any working day between 10.00 am to 5.00 pm at the address given below. Mr. Salil S Chavan Chief Manager Marketing Coordination (I&C) Contact Number: 033 24293277, M 8469033666 36. Please note that Corrigendum / Addendum to this tender, if any, shall be published only on our websites https://www.bharatpetroleum.in/tender/tender.aspx and https://bpcleproc.in 37. BPCL reserves the right to withdraw or cancel this tender in full or in part at its sole discretion and without assigning any reason whatsoever at any time during the tender process. Thanking You, Yours faithfully, For BHARAT PETROLEUM CORP LTD Teekam Singh Territory Manager (Indl), Kolkata Page 4 of 11
BHARAT PETROLEUM CORPORATION LIMITED (Registered Office: Bharat Bhavan, 4& 6 Currimbhoy Road, Ballard Estate, Mumbai: 400 001) FILLING AND SUBMITTING TENDERS: GENERAL CONDITIONS OF TENDER 1. Quotations should be submitted only in the prescribed tender schedule forms online only as supplied by the Company in the eproc website, together with Drawings and General Conditions of Tender duly signed by the tenderer, on or before the due date/time of closing of the tender. Quotations received after the due date/time will not be considered. 2. The tenderer should study all the tender documents carefully and understand the conditions, drawings, specifications etc. before quoting. If there are any doubts he should obtain clarification, but this shall not be justification for late submission or extension of opening date/time of the tenders. 3. The tenderer should visit the site and acquaint himself with the conditions, availability of water, electricity, approach roads, construction materials as per specifications, shelter for the staff etc. since these are to be provided/arranged by the tenderer (unless otherwise specified) at his cost. 4. The Tenderer should quote for all items in the tender schedule. The rates should be expressed both in figures and in words; where discrepancy exist between the two, the rates expressed in words will prevail. Similarly, if there is any discrepancy between the unit rate and the amount, the unit rate will prevail. 5. The rates should be quoted in the same units as mentioned in the tender schedule. 6. All entries in the Tender Documents should be in ink/typed. Corrections, if any, should be attested by full signature of the Tenderer. 7. Every page of the tender documents shall be signed by the tenderer or his authorized representative, scanned and uploaded in the eproc website through respective bidder s login id. 8. The tenderer should indicate the time required to complete the entire work from the date of receiving the order. The time indicated in the tender may have a bearing on awarding the contract. RATES: 9. The rates quoted should be inclusive of all material, labor, water, electricity, power, equipment s, tools/tackles, centering, shoring, lifts, leads, scaffolding, excise/customs/octroi duties, sales tax etc. All materials are to be supplied by the tenderer unless otherwise stated. 10. The rates quoted shall be valid for a period of six month. Once the quotation is accepted the rates quoted shall be firm till the entire work completed in all respect. Page 5 of 11
ACCEPTANCE OF TENDER: 11. Incomplete/conditional tender quotation of those received late and/or not confirming to the terms and conditions in the tender documents will be rejected 12. The company reserves the right to reject any or every tender without assigning any reason whatsoever and or to negotiate with the tender (s) in the manner the company finds suitable. 13. The successful tenderer, before commencement of the work, shall have to provide the company, by way of security, by Demand Draft in the name of Bharat Petroleum Corporation Limited payable at Kolkata or a Bank Guarantee in the standard format provided by the Company, for an amount equivalent to 5% of the total tendered value of the works, subject to a minimum of Rs. 5000/- and a maximum of Rs. 25,000/-. The security deposit will be retained till the successful completion of the work in the case of security deposit in the form of a Bank Guarantee, the same shall be kept valid by the tenderer at his cost till the completion of the work under contract and shall be extended from time to time, No interest will be payable on security deposit. EXECUTION OF AGREEMENT: 14. The successful tenderer shall, within 15 days of the Company s communication to him of the acceptance of his tender execute a formal agreement with the Company on the Company s format. SCOPE OF WORK: 15. The scope of work is as per the RFQ enclosed along with this tender document. Please ready the same carefully before quoting for the rates. EXECUTION OF WORKS: 16. The successful tenderer should submit detailed construction program adhering to the completion time quoted in the Agreement. The program will form part of the contract. However, the Company reserves the right to alter the program, if necessary from time to time, and no claim of successful tenderer account of such alteration will be entertained. 17. All material required for the execution of work should conform to the standard specification and approved by the Engineer in Charge before actually put to use. Commencement of work without approval shall be entirely at the risk and cost of the contractor. No delay due to non-availability of materials tools, equipment etc., will be entertained by the company. In the case of certain machinery/equipment, the company s site Engineer may inspect the items for approval before they are brought to the site. 18. The responsibility for the safety, security and accounting of the materials and equipment brought or installed by the successful tenderer or handed over to him by the Company for completion of the work will remain with him till the acceptance of the work by the Company,. Any damage caused to the material/equipment during the execution of work will be made good by the successful tenderer at his cost. The Company may require the successful tenderer to have a guarantee/indemnity bond executed for the value of materials supplied to him free of cost, as per terms of the agreement. Page 6 of 11
19. Quantities shown in the Tender Schedule are approximate and payment shall be made as per actual measurement. The successful tenderer is not entitled for any sort of compensation towards materials procured/stored in excess of the measured quantities. 20. The Company reserves the right to increase or decrease the tendered quantity or revise specifications, drawing, designs of any or every item or delete them at any stage of work. The successful tender claim for compensation or damages on account of these shall not be entertained. Such deviation will be adjusted at the rates contained in the Agreement or at prevailing market rates. If the rates are not available in the Agreement, by issuing variation order(s). In case it becomes necessary for the Company to temporarily suspend or postpone the work, partly, or fully due to unforeseen circumstances, the Company shall not be liable for any compensation on account of resultant delays. 21. The entire work will be carried out under the supervision of the authorized representative of the Company but this will not detract successful tenderers full responsibility for quality/period of execution of work 22. Detailed measurement of works carried out shall be taken jointly by the successful tenderer and our site Engineer at every stage of work, before proceeding to the next stage. All works shall be measured as per the procedure laid down and payments will be as per measured quantities and not as per Tender Schedule quantities 23. The successful tender shall submit to the office which has awarded the contract periodic progress reports of his work as stipulated by our Site Engineer. 24. The successful tender shall not undertake on his own any change in specifications mentioned in the tender documents. In case of doubt he will refer the matter in writing to the Company and act as per clarifications given by the Company. Any changes in the work involving changes in original specifications quantities. Additional items of work, should be covered by obtaining suitable variation order(s) from the Company immediately. 25. If the performance of the successful tenderer is found to be unsatisfactory, the Company reserves the right to cancel in part or the whole of the contract and get the work executed through alternative means at the entire risk and cost of the successful tenderer. 26. If the successful tenderer does not complete the work in the stipulated time, the Company reserves the right to recover liquidated damages at 0.5% of the total executed contract value for every week of delay or part thereof subject to a maximum of 5% of the total executed contract value until the work is satisfactorily completed and handed over. However delay in completion of specific urgent job the maximum compensation will be increased to 15% of the total contract value. Such damages may be deducted by the Company from any money due to the tenderer and further amount due from the tenderer shall be paid by the tenderer ot the Company forthwith. 27. The successful tenderer should ensure the safety of adjoining property and shall make good any loss to product/property resulting from the negligence. 28. Hot work should be carried out only in the areas earmarked for the purpose, after required safety precautions have been taken and only after obtaining written permission from the Site Engineer. Any provision required to be e.g. wind screens of G>CI Sheets etc. to make the area safe for hot work, will be made by the successful tenderer of his own cost. 29. The work in the Company s premises should be carried out during the Company s normal working hours and without obstructing day to day work in the establishment. If any work is required to be carried out be yond normal working hours, prior permission should be obtained before undertaking such work. Page 7 of 11
30. In the event of the successful tenderer failing to complete the work within the stipulated time the Company shall have the right to employ any other agency to complete the remaining work at the riser and cost of the successful tenderer. 31. It will be the successful tender s responsibility to get the works approved and obtain all certificates for plumbing, electrical, civil works etc., from local, municipal-al Governmental or other required authorities. 32. Tanks, Pumps, Pipelines, Post equipment s and/or any other materials to be supplied by the Company will be supplied anywhere within the site premises. Safe keeping and transporting and handling of the same to actual location of installation will be successful tenderer s responsibility for which no extra payment will be made. 33. During execution of work if it is found necessary to dismantle a portion of existing bund wall, enclosure wall, compound wall, fencing etc. to facilitate the movement of materials and equipment the same shall be carried out after obtaining permission in writing from Company s authorized representative and also made good by the contractor of his own cost. 34. The successful tenderer is expected to co-operate/co-ordinate with other contractors carrying out the work allocated to them so as to avoid breaking up of work already done by them or causing any hindrance in the progress of their work. In case there is any difficulty/dispute the same should be immediately brought to the notice of the Site Engineer. 35. If the work is required to be carried out in a working Depot, Installation, Retail Outlet etc. the progress of work is likely to be interrupted on account of operations in such units. Stoppage of work under such circumstances shall not entire the successful tenderer to claim any compensation of idling of labor, machinery etc., during such interruptions. 36. The successful tenderer and his man shall abide by all security/safety rules/regulations in force at location and the laws, bye laws and statutes of Government, semi-government and other local Authorities such as requirements/liability under enactments like the Workmen s compensation Act Contract Labor Act etc., and the company shall sand indemnified against any claims on these scores. The successful tenderer and his men shall strictly abide by No smoking and other petroleum regulations on the premises. 37. The successful tenderer shall arrange for at least one competent supervisor to be resent at site at all times during the progress of the work, who shall be duly authorized to take instructions and execute them on his behalf. PAYMENTS: 38. All payments shall be subjected to deduction of Income Tax as may be applicable from time to time 39. The successful tenderer shall not subject or assign any part of the work to another party without the prior written consent of the Company. In any event the successful tenderer will be solely responsible for the work to subject or assigned. 40. The contractor undertakes to ensure due and complete compliance with all laws, regulations rules etc. Whether of the Central Government or the State Government or of any other competent authority applicable to the workmen employed or whose services are otherwise availed of by the Contractor. Whether in connection with the construction work at the site or otherwise. The Employer shall have the right to inspect the records maintained by the Contractor concerning such workman from time to time and the Contractor shall, whenever required by the Employer, produce such records as the Employer Page 8 of 11
may call upon he contractor to produce for the Employer s inspection in order to ascertain whether or not the requirements of all such law, regulations, rules etc. have been compiled with by the contractor. In the event of any contravention of such law, regulation, rules tec. Coming to light, whether as a result of such inspection or otherwise, the Employer shall have the right to require the Contractor or effect such compliance within such time as the Employer may prescribe in that behalf and in the event of the Contractor failing to effect such compliance within the time prescribed by the Employer then the Employer shall without prejudice to his rights be entitled to withhold from the amount payable to the Contractor any amount payable to the workmen under any such laws, regulations or rules and to make payment thereof to the workmen. The Employer shall also have in that event the right to terminate the contract with immediate effect and to exercise posers reserved to the Employer under the contract as a result of termination. DISPUTE RESOLUTION (ARBITRATION): 41. In case of any disputes or difference arising between the Parties in relation to this agreement, such disputes or differences shall be amicably settled by mutual discussions between the parties at the level of their respective Executive Directors or such officials so authorised by the Parties. If, however the dispute and differences cannot still be settled between parties within 30 days of such reference, all such disputes and differences shall be referred to arbitration, (i) The dispute or difference shall, be referred only to a Sole Arbitrator, (ii) The appointment and arbitration proceedings shall be conducted in accordance with SCOPE Forum of Arbitration Rules for the time being in force or as amended from time to time, (iii) The seat of Arbitration shall be at State Capital of the BPCL location in respect of which dispute has been raised. (iv) Proceedings shall be conducted in English Language. (v) The Agreement will be governed by Indian Laws and Parties submit themselves to the exclusive jurisdiction of Courts in State Capital of the BPCL location in respect of which dispute has been raised i.e. Kolkata. (vi) The cost of the proceedings shall be equally borne by the parties, unless otherwise directed by the Sole Arbitrator. COMPLIANCE OF EMPLOYES PROVIDENT FUND SCHEME1952/EMPLOYEES FAMILY PENSION SCHEME1995 The contractor undertakes to discharge his responsibility under the Employees Provident Fund Scheme 1952 and Employees Family Pension Scheme 1995 as an immediate employer, for employees engaged or employed by him, for execution of contracted work, or as the next immediate employer in case he is assigned the contract, or it has entered in to a sub-contract agreement for the said works. The contractor undertakes that all employees, either employed by him or by his sub-contractor, or permitted assigns, would be covered under the above scheme from the date of commencement of work. The contractor further undertakes to pay employee s contribution as well as employer s contribution at appropriate rate to the office of the Regional Provident Fund Commissioner within the stipulated time period for the same. The contractor acknowledges the right of the company to recover deduct or claim any amount which the company is required to pay. Page 9 of 11
ESI SCHEME If ESI is applicable at site, it is the responsibility of the contractor to pay ESI due to the ESIC authorities and provide us receipted challan at the time of processing R/A bills as well as final bills for payment. TENDER CONDITIONS: 1. Tenders should be submitted online in the prescribed form, supplied by the Corporation 2. The scope of work is as per the RFQ enclosed along with this tender. 3. Tenders should be strictly in accordance with our drawing and specification. 4. All entries in the tender documents should be ink and there should be no erasing or overwriting. All corrections should be attested under the full signature of the contractor. 5. The contractors should study carefully all the tender documents and understand tender/contract conditions and quote their rates. 6. All the rates given in the tender schedule should be expressed both in words and figures and where there is difference between the two, the rates given in words will be taken as authentic. 7. When the party giving the tender is not the sole proprietor, the necessary power of attorney authorizing the party to act on behalf of the proprietor or organization should be produced before signing the agreements 8. Before actual commencement of work, the materials should be approved by our site Engineer. 9. On completion of the work all surplus materials/ equipments etc. are to be cleared from the site work and clean job handed over to BPCL, a certificate to this effect must be obtained from our site Engineer. 10. Sealed quotation superscripted with tender no. closing date should reach this office before closing the tender as mentioned in the tender documents. 11. The rates quoted against the tender shall be valid up to 180 days from the date of opening of the tender and once the quotation is accepted and the work order placed on the successful tenderer, the tender rates shall be valid till the entire work is 100% complete 12. Parties should be inspect the site of work, facilities available etc. before quoting their rates. No extra claim on any account whatsoever would be entertained at a later date 13. Any damage caused to the existing facilities will be made good by the party without any extra cost 14. The parties should either furnish PF Registration No. on Indemnity Bond stating that they do not have any permanent employee or they do not engage any employee for 60 days or more in a quarter and therefore they are exempted from PF formalities and indemnifying BPCL for any subsequent claims that may arise. 15. All materials including cement etc. are to be supplied by the contractor 16. All transport and handling charges are on contractor s a/c. 17. Final payment subject to actual measurements and satisfactory completion of job. 18. Rates should be inclusive of All taxes or any other taxes applicable in the state Page 10 of 11
COVERAGE FOR ACCIDENTS: Contractor will be responsible to provide all statutory benefits to the employees appointed by them and in case the Corporation is liable to make payment of any such statutory benefits to the employees of the contractor as the principal employer, the contractor will be liable to indemnify the damage and loss suffered by the Corporation to that extent and Corporation shall have liberty without referring to the contractor, to deduct such sum as may be suffered as loss or damage due to the aforesaid reason out of the pending bills of the contractor lying with the Corporation. CONTRACTOR S SIGNATURE (or his authorized signatory) I/We have read carefully the above term and conditions of Tender and agree to abide by the same Signature of the Contractor ------------------------------------ (Or his authorized representative) Date: Name/Seal of the Contractor Address: ---------------------------------------------------------- ----------------------------------------------------------- ----------------------------------------------------------- Page 11 of 11