PROC FOR AS SS PIPES FOR TA FR GFEC PDU NON TA

OPTION CLAUSE: The Purchaser reserves the right to increase or decrease the quantity to be ordered up to 25 percent of bid quantity at the time of placement of contract. The purchaser also reserves the right to increase the ordered quantity up to 25% of the contracted quantity during the currency of the contract at the contracted rates. The delivery period of quantity shall commence from the last date of original delivery order and in cases where option clause is exercised during the extended delivery period the additional time shall commence from the last date of extended delivery period. The additional delivery time shall be (Increased quantity ÷ Original quantity) × Original delivery period (in days), subject to minimum of 30 days. If the original delivery period is less than 30 days, the additional time equals the original delivery period. The Purchaser may extend this calculated delivery duration up to the original delivery period while exercising the option clause. Bidders must comply with these terms.

Bidders are advised to check applicable GST on their own before quoting. Buyer will not take any responsibility in this regards. GST reimbursement will be as per actuals or as per applicable rates (whichever is lower), subject to the maximum of quoted GST %.

Buyer Organization specific Integrity Pact shall have to be complied by all bidders. Bidders shall have to upload scanned copy of signed integrity pact as per Buyer organizations policy along with bid. Click here to view the file

Supplier shall ensure that the Invoice is raised in the name of Consignee with GSTIN of Consignee only.

Buyer Added text based ATC clauses

• A.HOW TO QUOTE:
• 1.Vendor is requested to quote their rate as per the required technical specifications, terms and conditions mentioned in the tender documents. In case of technical deviations, vendor should submit the same in the Deviation List, failin g which it shall be construed that all the terms and conditions are acceptable to the vendor.
• 2.Vendor shall quote unit rate against each line item, which shall be inclusive of all overheads, charges, any other duti es and including applicable taxes (GST) for door delivery basis to HPCL location.
• 3.Declaration: During bid submission, vendor shall mandatorily upload following declarations:
• i)Not Banned / Holiday Listing declaration. ii) Relationship with other vendors. iii) Land Border Form – I. iv) MII Declaration.
• v)Local Content. vi) Additional documents (like NSIC / ISO Certificate / any other relevant documents others than previou s POs/IRN) to substantiate claim towards manufacturer of the offered product. vii) Declaration that the rates quoted are inclusive of all the all overheads, charges, any other duties an d including applicable taxes (GST). viii) Any other declarations as per tender.
• 4.Tender will be evaluated on Overall lowest basis.
• B.NOTES TO VENDOR: 1.0 Brief Scope: 1.1 Supply of AS / SS pipes as per tender specifications. 1.2 Vendor shall supply material as per detail specifications & as mentioned in Item Description. 1.3 Vendor to refer excel sheet with name "Item description" before supplying material & get the confirmation from HPCL if found any discrepancies. 2.0 Third Party Inspection (TPI): 2.1 Vendor to choose appropriate QAP from enclose QAPs & ensure compliance with the enclosed QAP. Testin g/Inspection has to be carried out as per QAP which shall be witnessed & certified by HPCL appointed TPI agency (List of HPCL approved TPI agency is enclosed). 2.2 If QAP not found in enclosed QAPs as per metallurgy & requirements then vendor to take QAP & clarificatio n from HPCL. 2.3 As per QAP/PO all the documents such as TPI endorsed QAP, IRN, MTCs, Test reports etc.to be submitted in original. In case you are not able to submit original documents due to some reason, Original may be prod uced for verification to HPCL. After verification it may be returned. 2.4 TPI charges are in vendors scope, no separate payment will be made for TPI charges. 2.5 The vendor is to submit all inspection documents along with proper indexation as per the QAP. 3.0 Delivery Period: Material shall be delivered to HPCL, Mumbai refinery within 8 weeks from the date of LOA/PO, whichever i s earlier. 4.0 Payment Terms: As per GeM GTC. 5.0 Liquidated Damages: Applicable on undelivered quantity of basic invoice value and not on total RPO / PO / contract value. LD sh all apply @0.5% per week or part thereof, subject to Maximum of 5% of the delayed delivery. 6.0 Guarantee / Warranty: As per GeM GTC. 7.0 Performance Bank Guarantee / Insurance Surety Bond: 7.1 Vendor / contractor shall furnish Performance Bank Guarantee in favour of HPCL or Insurance Surety Bond for Performance Security from Insurance Regulatory and Development Authority of India (IRDAI) regulate d Insurance Company only in favour of HPCL for 5% of contract value valid during the above guarantee p eriod. 7.2 Vendors are required to submit Bank Guarantee from Nationalized Bank / Scheduled Bank (other than Coo perative bank). The list of Scheduled Banks as per RBI (Schedule II of RBI Act) is available on RBI website at https://m.rbi.org.in/scripts/bs_viewcontent.aspx?Id=3657 From the list available under above link, Bank Guarantees from the following categories are only accepta ble:
• i)Scheduled Public Sector Banks ii) Scheduled Private Sector Banks iii) Scheduled Foreign banks in India iv) Scheduled Small Finance Banks – AU Small Finance Bank Limited. 7.3 BGs will not be accepted from Payments Bank and Small Finance Bank other than bank(s) specifically ment ioned above. 7.4 In case of submission e-BG by vendor: In addition to regular format, following highlighted para also should be incorporated in appropriate place of e-BG:
• a)“We…………………the bank hereby under-take that no amendment or changes, if any, to this Bank Gu arantee shall be carried out except with the prior consent of HPCL in writing.
• b)“Notwithstanding anything contained herein above:
• i)Our liability under this guarantee shall not exceed Rs. ................ ii) This Bank Guarantee shall be valid upto and including …………… (date); and iii) We are liable to pay the guarantee amount or any part thereof under this Bank Guarantee onl y and only if you serve upon us a written claim or demand (including through NeSL portal or any other mode) on or before the expiry of 60 days from the date of expiry of this guarantee . iv) This Guarantee may be invoked in parts and our liability shall remain for the entire value/ bala nce value of the Guarantee till its expiry.” 7.5 Please note the, following details also for issuance of e-BG: Sl. Description HPCL Details Mandatory / Optional 1 PAN / UIN* AAACH1118B Beneficiary- Yes | Applicant- Yes 2 Name Hindustan Petroleum Corporatio n Limited Beneficiary- Yes | Applicant- Yes 3 Date of Incorporation 15-07-1974 Beneficiary- Yes | Applicant- Yes 4 Email ID User E-Mail ID Beneficiary- Yes | Applicant- Yes 5 Contact number User contact No Beneficiary- Yes | Applicant- Yes 6 Legal Constitution Company Beneficiary- Yes | Applicant- Yes 7 Registered office address Hindustan Petroleum corporatio n Limited, PB No 17, JAMSHEDJI TATA ROAD, Mumbai Beneficiary- Yes | Applicant- Yes 8 Registered office address Pin code 400020 Beneficiary- Yes | Applicant- Yes 9 Communication address* User Location address Beneficiary- Yes | Applicant- Yes 10 Communication address Pi n code* User Location pin code Beneficiary- Yes | Applicant- Yes 11 Business Unit Code* User to provide basis PO Mandatory for Applicant for e-BG to H PCL 12 Contract Reference Numb er* SAP PO Number/ Tender No Mandatory for Applicant for e-BG to H PCL 13 Vendor Code* SAP Vendor code Mandatory for Applicant for e-BG to H PCL 14 e-Portal ID* Procurement Portal (GEM, CPPP etc) Mandatory for Applicant for e-BG to H PCL 8.0 GENERAL NOTES TO VENDORS: 8.1 Vendor shall provide original test certificates & relevant documents (warranty letter, packing list etc.) as p er standards at the time of delivery of material. Vendor to ensure stamping of relevant parameters as per prevailing standards. 8.2 Vendor shall hand over or route Test certificates (applicable as per standards) and other technical docume nts pertaining to material to Warehouse-in-charge of refinery main warehouse and not to any other depar tment. This is to ensure that the inspection is carried out with all the relevant documents available with Warehouse. 8.3 Commercial documents (Invoice etc.) pertaining to this purchase order shall be routed to IFS with a copy t o Warehouse-in-charge of Refinery Main Warehouse 8.4 Any Technical deviation /clarification shall be mentioned in the quotation and the same shall be sorted out with the concerned personnel mentioned below who will coordinate with the respective Users and clarify the same. Queries will not be entertained after the placement of PO. Vendors who need clarification befor e sending quotation/offer, shall send their queries before 2 days (at least) from the tender due date. Last moment clarification will not be entertained. 8.5 Material shall be properly packed to avoid damages during transit. Each item shall be separately packed a nd the label shall bear HPCL PO Item code for proper identification at our end. HPCL will not accept the u nlabelled or damaged material. 8.6 Vendor shall ensure that the consignee copy of GST invoice is forwarded along with material supply. 8.7 Vendor shall strictly supply as per PO quantity. 8.8 Partial delivery within due date is allowed. Vendor shall ensure to cover maximum number of items in the part consignments to avoid non-availability of materials. 8.9 If any rejection is found vendor shall have to replace the rejected material within 15 days from date of inti mation letter/email from HPCL. Vendor shall send his authorized personnel to sign on the out-going gate p asses for collecting the rejected material. In case the vendor does not replace or withdraw the rejected lo t within 15 days, HPCL shall not be responsible for the loss / damage of material.
• a.Full Material Rejection: After receiving rejection memo, material to be taken back by Vendor within 15 days of intimation of rejec tion after which HPCL shall not be responsible for any loss/damage of the material
• b.Partial Material Rejection:
• i.After receiving rejection memo, rejected material to be taken back by the vendor from HPCL premises within 15 days of intimation of rejection after which HPCL shall not be responsible for any loss/damage of the material ii. Credit note to be provided by vendor for the amount pertaining to rejected material and to be uploade d in GST portal. iii. Signed & stamped hard copy of credit note to be submitted to Finance Dept. for further payment proc essing. iv. Signed & stamped hard copy of invoice & VIT copy to be submitted to Finance Dept. (not valid for e-in voice / digital invoice) for payment processing by Finance Failure on the part of Vendor to remove the rejected material within the stipulated period shall absolve th e purchaser from any responsibility or liability for the safekeeping, storage or condition of rejected mater ials and the purchaser reserves the right to dispose off the material at the risk and cost of Vendor. Vendo r shall not be entitled to claim any compensation or raise any objection in respect of the disposal or condi tion of such material once the aforesaid period has lapsed 8.10 Vendor to provide prior intimation to the receiving section with dispatch details as per Material delivery pr ocedure provided with tender. 8.11 Unloading of material will be done by HPCL. Vehicles with CNG/ Petrol driven engines or electric vehicles ar e not allowed inside refinery premises. 8.12 Due to security reasons, any person delivering material to Warehouse shall have valid identity cards of the ir respective company. Without valid identity card, CISF personnel will not allow any person to enter the r efinery. 8.13 Driver of the vehicle should have original driving license which is to be presented to CISF personnel for ve rification, without which entry of vehicle will not be permitted inside refinery 8.14 Material shall be delivered to HPCL Refinery Main Warehouse only on working days (unless specified to the contrary) and shall reach warehouse before 1400 Hrs. 8.15 Vendor shall dispatch the material through reliable transporter on door delivery basis and shall follow the Road Map to HPCL Mumbai Refinery (attached with tender enquiry) for ease in delivery. 8.16 In case of any queries / issues after materials supply, vendor may take visit of warehouse offices on Tuesd ay / Friday in between 2: 00 pm to 4: 00 pm only. 8.17 Vehicles entering the Refinery shall not exceed the speed limit of 20 KMPH. Exceeding speed limit guidelin es will be considered as violation of safety norm and disciplinary action will be taken against the Driver. 8.18 Vendor shall contact the following personnel/Department for any queries: Technical Enquiry:
• i)Mr Abhishek Jaiswal, DGM - Warehouse, Ph: 022-65396833, Email: abhishekjaiswal@hpcl.in ii) Mr Sagar Daberao, Sr. Manager- Warehouse, Ph: 022-65396821, Email: sagarrdaberao@hpcl .in Material Entry Gate Pass/Receipt/Unloading/Rejection/Approval enquiry:
• i)Mr Vitthal Sampat More, Ph: 022-6539 6817 / 6818, Email: vsmore@hpcl.in ii) Mr Ajit Prabhakar Marathe, Chief Admin. Asst, Ph: 022-65396817 / 6818, Email: ajitmarathe @mail.hpcl.co.in iii) Main Warehouse General Email ID, Email: mrwhreceiving@contractor.hpcl.co.in & hpclmrmw h@mail.hpcl.co.in iv) Mr Rajeev Anand, Sr. Manager- Warehouse, Ph: 022-65396816, Email: rajeevanand@hpcl.in Enquiry related to change in address / contact nos / vendor data updation:
• i)PANGOTHU MANGILAL, DGM - Vendor Management Cell, Ext: 022-2210-1040, Email: pmangil al@hpcl.in ii) Mr GYAN PRAKASH, DGM- Category Management (Refineries), Ext: 022-2210187, Email: gya np@hpcl.in Payment/TDS/GST related Enquiry:
• a)Address for sending Original Invoice (in case Invoice is not digitally signed): Hindustan Petroleum Corp. Ltd., Integrated Financial Services (IFS)/ IPO Priyadarshini Building, 2nd & 3rd Floor, Eastern Express Highway, Sion, Mumbai – 400022, Maharashtra.
• b)Primary Contact details at IFS: Contact Details:
• i)Vendor helpdesk: Saarthi & eSamadhaan in VSS Portal 022- 24068201/901 Email: vendorhelpdesk_ss@mail.hpcl.co.in ii) BG Cell: bgifs@mail.hpcl.co.in iii) GST Mismatch: hpclgstmismatch1@mail.hpcl.co.in 8.19 Gate Entry Procedure for Vendor Information and Compliance: Step 1:
• i)After reaching at main gate of Mumbai Refinery, Vendor shall go to respective pass section a nd call the following persons for entry permission: ii) Warehouse Receiving Section - Ph: 022-6539 6817/6818/6816 iii) Material IGP (In Gate Pass) will be prepared by pass section after documents (invoice, challa n, LP copy etc.) are presented to the personnel iv) Visitor IGP (In Gate Pass) will be prepared by pass section after providing mobile no. and sr. no. of SWAGAT request put up by concerned personnel Step 2:
• i)Security Check of Vehicle, Material & Personnel ii) Following shall be checked by CISF Constable at the gate before the entry Vehicle registration details, PUC & Vehicle Documents Original Driving License of Driver and ID proof of helper / cleaner / visitor In case of doubt, any other ID proof can also be asked iii) Fire Extinguisher, Spark Arrester, Stepney etc. should be mandatorily present inside the veh icle without which entry in Refinery will not be permitted iv) All visiting personnel (including driver & cleaner) should have Helmet, Gloves & Safety Shoe s for entry inside Refinery. Step 3:
• i)Final verification by Security Shift In-charge 9.0 Usage of TReDS Platform by MSE Vendors: 9.1 The Government has introduced Trade Receivable e-Discounting System (TReDS) which is a platform appr oved by the Reserve Bank of India specially for Micro, Small and Medium Enterprises (MSMEs) to ease an d facilitate constraints faced by them in obtaining adequate working capital finance, particularly in terms of their ability to convert their trade receivables into liquid funds. 9.2 To facilitate the same, HPCL has been registered as Buyer with all five RBI recognized TReDS platform pro vider as below: · Invoice Mart (A.TREDS Ltd) · M1 Exchange (Mynd Solutions) · RXIL (Receivables Exchange of India Ltd) · C2TReDS (C2F0 Factoring Solutions Pvt Ltd) · DTX (KredX Platform Private Limited) 10.0 Note: 10.1 Material shall be delivered to HPCL Mumbai Refinery Main Warehouse only on working days (unless specifi ed to the contrary) and shall reach warehouse before 1400 Hrs. 10.2 Vendor shall submit the original manufacturers/Mill test certificate along with the supply of the material. 10.3 In case the vendor is unable to submit the original manufacturers/Mill test certificates, Xerox copy of origi nal manufacturers/Mill test certificates shall be submitted and the original manufacturers/Mill test certific ates shall be provided for verification. 10.4 Partial delivery of material within due date shall be allowed. 10.5 Vendor to ensure stamping of relevant dimensional standard, size, pressure rating, metallurgy and manufa cturer's logo as per prevailing standards. 10.6 All pipe shall have identification marks co relatable to the TCs. 10.7 Agency has to take dispatch clearance by submitting the TPI certificate, QAP compliance, test reports and all other relevant documents as per provided "Dispatch clearance Advisory". Vendor should not dispatch the material without the dispatch clearance. 10.8 The vendor is to submit all inspection documents along with proper indexation as per the QAP. 11.0 Updating Bank Mandate: This is required only from the successful bidder on whom PO is placed and Bank Details are n ot updated with HPCL / required to be modified at HPCL. Please login to Vendor Self Service Portal (https://vss.hpcl.co.in/vss/login) and confirm if your bank manda te is updated in the system. In case NOT UPDATED, to initiate the bank mandate update process, vendor needs to log in to the VSS Portal and navigate to the "My Profile" tab where the bank mandate option is a vailable. Please upload the following documents:
• (i)Bank Mandate on Vendor’s letter head in HPCL’s format, duly signed by vendor’s bankers and the authorized signatory of the vendor.
• (ii)Copy of Cancelled Cheque
• (iii)Copy of PAN Card
• (iv)Copy of Board Resolution / Necessary authorization of the signatory signing the bank mandate
• (v)In case of change in Bank Account details, reason for such change should be given on the letter h ead of the vendor (Applicable only for existing vendors) NOTE:
• (a)Please refer enclosed manual for bank mandate update procedure.
• (b)Vendors will have to courier ORIGINAL Bank Mandate Form to HPCL.
• (c)In case of New Vendor, the above specified documents shall be submitted to Purchase Department.
• (d)In case of Existing Vendor, the above specified documents shall be submitted to User Department.
• (e)Upon receipt of the same in original, Bank details shall be updated in our records and One Rupee test p ayment will be processed.
• (f)Updating bank account details and providing original documents for updation of bank mandate is mand atory to ensure timely payment against Purchase Orders. 12.0 Force Majeure: The following provision shall be read as part of Force Majeure provisions contained in the GeM GTC: “Payment in case of termination due to Force Majeure The Contract Price attributable to the Works performed as at the date of the commencement of the releva nt event of Force Majeure. The Contractor/Seller has no entitlement and Owner/Buyer has no liability for:
• a)any costs, losses, expenses, damages or the payment of any part of the Contract Price during an event of Force Majeure; and
• b)any delay costs in any way incurred by the Contractor due to an event of Force Majeure. Time extension for such cases will be worked out appropriately.” 13.0 Dispute Resolution: The dispute resolution and arbitration clauses in the GeM GTC shall not apply for this tender/PO/contract. The parties expressly agree that there does not exist any arbitration clause and arbitration cannot be res orted to in case of disputes or disagreements between the Seller and the Buyer. The dispute resolution and arbitration clauses in the GeM GTC stands deleted as between Seller and Buye r, and shall stand replaced by the below provision: “DISPUTE RESOLUTION
• (A)Discussions and Resolution
• (i)The parties shall attempt to resolve all dispute and difference arising out of or relating to this contract through negotiations in good faith. If any dispute or difference remains unresolved, then all such unresol ved disputes or differences shall be referred to the Executive Director/SBU Head of HPCL of the concerne d department and the Director/ Owner / authorized Senior Official of the contractor/supplier for an amica ble solution.
• (ii)If any dispute or difference remains unsettled within sixty (60) days from the date on which either Par ty has served a written notice on the other Party making claims and for discussions, then the provisions o f Part B (i.e., Conciliation) of this Clause shall apply.
• (B)CONCILIATION
• (i)All disputes and differences covered under the Conciliation Rules, 2019 arising out of or relating to this contract including its performance or interpretation, shall be fully and finally settled through Conciliation as per the Conciliation Rules, 2019 of HPCL, as amended from time to time.
• (ii)The Conciliation Rules, 2019 of HPCL and any modification thereof shall be binding upon the Parties
• (iii)The language of the conciliation shall be English;
• (iv)The governing law of this contract shall be of India.
• (v)In case the Conciliation fails, or if there are any disputes or differences which are not covered under C onciliation Rules, 2019, then the parties shall be free to take appropriate legal remedies for adjudication of their disputes.
• (vi)The Courts having jurisdiction over the place where the contract was performed, except for enforcem ent of decree/judgment, shall be the court having jurisdiction to adjudicate the disputes between the part ies.” 14.0 Governing Law / Jurisdiction: The parties agree that GeM GTC clause on Governing Law/Jurisdiction shall stand deleted and replaced as follows: “JURISDICTION The Vendor hereby agrees that the Courts situated in location given in tender header” shall have the juri sdiction to hear and determine all actions and proceedings arising out of this contract.” 15.0 Recovery of Sums Due: The following clause shall be in addition to the provisions of GeM GTC and shall form part of GTC: RECOVERY OF SUMS DUE Whenever any claim against the Vendor/Seller for payment of a sum of money arises out of or under the contract, the Corporation/Buyer shall be entitled to recover such sums from any sum then due or which a t any time thereafter may become due from the Vendor/Seller under this or any other contract with the C orporation/Buyer and should this sum be not sufficient to cover the recoverable amount, the Vendor/Selle r shall pay to the Corporation/Buyer on demand the balance remaining due. 16.0 Termination/Cancellation and Risk Purchase: In addition to the termination/cancellation provisions contained in GeM GTC, the following provisions shall apply: “CANCELLATION / RISK PURCHASE CLAUSE:
• a.The Corporation/Buyer reserves the right to cancel this purchase order or any part thereof and shall be entitled to rescind the contract wholly or in part with a written notice to the vendor if:
• i.The vendor/Seller fails to comply with the terms of this purchase order. ii. The vendor/Seller fails to deliver the goods on time and / or replace the rejected goods promptly. iii. The Vendor/Seller becomes bankrupt or goes into liquidation. iv. The vendor/Seller makes a general assignment for the benefit of creditors.
• v.A receiver is appointed for any of the property owned by the vendor.
• b.Upon receipt of the said cancellation notice, the vendor shall discontinue all work on the Purchase Orde r and matters connected with it. The vendor/Seller is aware that the said goods are required by the Corp oration/Buyer for the ultimate purpose of materials production and that non delivery may cause loss of pr oduction and consequently loss of profit to the Corporation/Buyer.
• c.Therefore, in case of Termination of the contract, Corporation/Buyer shall have the right to carry out th e unexecuted portion of the supply/work either by themselves or through any other vendor(s)/contractor(
• s)at the risk and cost of the vendor/Seller/contractor. In view of paucity of time, Corporation/Buyer shall have the right to place such unexecuted portion of the supply/work on any nominated vendor(s)/contract or(s). However, the overall liability of the vendor/Seller/Contractor shall be restricted to 100% of the total contract value.
• d.The provision of this clause shall not prejudice the right of the Corporation/Buyer from invoking the pro visions of Liquidated Damages.” 17.0 Holiday Listing Guidelines: The guidelines for Holiday Listing as adopted and available on HPCL website shall be applicable to all tenders floated and all Purchase Orders/Contracts placed by HPCL. 18.0 General Terms: All other terms & conditions which are not mentioned either in tender document and / or in specification document shall be as per GeM GTC.
• C.CONTACT PERSONS:
• 1.For Technical Queries: Mr. Daberao Sagar Ramesh, Senior Manager – Warehouse Mr. Jaiswal Abhishek, Deputy General Manager – Warehouse Tel: 022 – 2507 6821 / 6833 E-mail: sagarrdaberao@hpcl.in / abhishekjaiswal@hpcl.in
• 2.For Commercial Queries: Mr. Praneeth Maxim Noronha, Senior Manager – Procurement (Refinery) Mr. Bharat Pandharinath Barve, DGM – Category Management (Refineries) Tel: 7039824728 / 022-22038733 Email: PraneethMaxim.Noronha@hpcl.in / bpbarve@hpcl.in
• 3.Vendor shall share their contact details like email address and phone numbers along with bid for post t ender correspondence. .

Buyer uploaded ATC document Click here to view the file.