Attachment-a page of Hindustan Petroleum Corporation Ltd. Mundra Dispatch & Pumping Station, Mundra-Delhi Pipeline

D. Declaration/Undertaking from the Bidder regarding Contents of Bidding:

We declare that We have read and understood the Terms and Conditions of the Tender documents fully. That The information Provided in the Bid Document is correct to the best of our knowledge and belief and we have provided all the details accurately. In case of disclosure at a later date for otherwise, HPCL and its assigns shall not be held responsible and indemnified by us. We further undertake that in even of PO being placed on us we shall abide by the following as per direction of the Incharge under whom the service shall fall for executing the Services as per Terms of the contract:

E. Declaration/undertaking from the Bidder regarding Services to be provided for smooth execution of contract

We declare that That in event of award of contract for vehicles, we shall ensure compliances to the following requirements of the Contract without any obligations on the part of HPCL for smooth operations of the services under the contract. Details of minimum One Telephone number –Landline/Mobile and Fax of the Proprietor/Partner/Director for maintaining coordination in respect of smooth functioning of contract on a day to day basis. Providing Mobile Phones to each of the driver/s engaged for services at no extra cost to HPCL and the Contact Numbers shall be provided to User. Providing Commercial Driving License to each of the Drivers engaged for providing the services. Providing Uniform and Caps to drivers engaged for Services to be worn on duty all the times. Providing and ensuring Certification of running account for fuel Purchases from Retail Outlets. Providing all the Vehicles under the contract to be in the name of the Firm or the owner/proprietor/Partner of the firm with in 30 days of issuance of Purchase order/LOI. Period of 30 days shall be available for deploying leased vehicles (of acceptable condition meeting all required norms) on temporary basis which should be under letter of consent from the owner to the tenderer and duly approved by the Incharge without any liability of HPCL towards the supplier of the vehicle for the period. Ensuring meeting of all statutory compliances in respect of contract i.e. Payment of Minimum Wages and EPF account for the Drivers and providing details of the same on periodic basis to HPCL. Ensuring and Providing Insurance cover to the Drivers engaged under the services.

Signature & Seal of the Bidder
Attachment- 4

Page 1 of 17
Hindustan Petroleum Corporation Ltd.

Mundra Dispatch & Pumping Station, Mundra-Delhi Pipeline

REFERENCE NO:

9000033-HB-10135

SCOPE OF JOB

&

Technical Terms and Conditions

Tender Title

Supply of Vehicles on Hired Basis
To

_______________________________________________________

Location: Palanpur Receiving & Pumping Station, Palanpur
Of

____________________________________________________

Hindustan Petroleum Corporation Limited – Mundra Delhi Pipeline
For
Period - Two years (One Year initial Period with renewable option for one more year on Same Terms and Conditions)
______________________________________________________________

EMD Amount: Rs. 1, 00,000/- by DD/BG

"Tenders received without Earnest Money Deposit will be out rightly rejected."
Signature & Seal of the Bidder

Attachment- 4

Page 2 of 17
Hindustan Petroleum Corporation Ltd.

Mundra Dispatch & Pumping Station, Mundra-Delhi Pipeline

REFERENCE NO:

9000033-HB-10135

INVITING Quotations/TENDERS FOR

Supply of Vehicles on Hired Basis to Hindustan Petroleum Corporation Limited – Mundra Delhi Pipeline to be based at Palanpur Receiving & Pumping Station- Palanpur for a period of Two years (One Year initial Period with renewable option for One more year on Same Terms and Conditions).
Scope of Job & Technical Terms and Conditions
Bidders are advised to understand the scope of the job and direct their queries, if any, for clearing of any doubts with regards to Technical details and clarifications regarding execution of the Job to:
MDPL-Palanpur receiving & Pumping Station (PRPS) - Palanpur: Shri Tushar Mehta – Manager- Installation-PRPS, Hindustan Petroleum Corporation Limited, Mundra-Delhi Pipeline, Behind GIDC, Chandisar, On Chandisar Mota Road,Village- Chandisar, Ta: Palanpur.Palanpur- Distt Banaskantha-Gujarat-385510 (Phone no: 02742 - 283732/283731/283718).
1. INTRODUCTION/ Scope of Supply
The Job is for:
Providing/ Supply of Vehicle/s with Driver/s on hired basis to the following Location:

Address

Hindustan Petroleum Corp. Ltd. Palanpur Receiving & Pumping Station Mundra – Delhi Pipeline Behind GIDC, Chandisar\On Chandisar-Mota Road Taluka-Palanpur, Banaskantha District Gujarat - 385510 TEL. [phone]/ 295431

The Vehicles shall be supplied as under:

1.Two Vehicles on 12 Hrs basis for Operations and Maintenance duty at Palanpur on six day basis in a week (Scorpio/Tavera/Innova, Model 2008).

2. Two Vehicles on 24 Hrs basis for night patrolling / Operations and Maintenance activities in Gujarat & Rajasthan state during day time on Pipeline from Palanpur OR as decided by Location Incharge (Bolero / Sumo, Model 2008).

3. One Vehicle on 12 hours basis for night patrolling in Rajasthan state or as directed by Location In charge (Bolero / Sumo, Model 2008).

Signature & Seal of the Bidder

Attachment- 4

Page 3 of 17
Hindustan Petroleum Corporation Ltd.

Mundra Dispatch & Pumping Station, Mundra-Delhi Pipeline

REFERENCE NO:

9000033-HB-10135

All the vehicles (except Item No.1)shall be provided on continuous basis throughout the year, i.e., including Sundays and Holidays. All the vehicles shall be required to ply in Gujarat as well Rajasthan states. Relieving drivers shall be provided as per the statutory requirements.

All the above vehicles shall have the base location as Palanpur or as decided by Location Incharge. However, the vehicle will be used for plying on the pipeline route and other locations if needed be and mileage as recorded will be certified.
The vehicles need to ply on various types of roads viz. National highways, state highways, city roads, District roads, Village roads, Kutchha roads etc. both in cities and remote villages all along the MDPL ROU or anywhere in the State as per HPCL’s requirement. Vehicles also shall be utilized for carrying Tools & tackles, Materials, Diesel/Water cans as and when required.
Bidder shall quote the rates inclusive of all Taxes, levies etc. (except Service tax which will be paid extra as applicable), and in no case any additional payment shall be made by HPCL in this regard. Party should quote the service tax separately as per conditions of the bid documents.
Vehicles for Item No.1 : Shall be of Scorpio/Tavera/Innova , Model 2008 or later with dust-free / Bio germ-free atmosphere to be maintained at 18-22 degree centigrade temperature at all the times.

Vehicles for Item No.2 : Shall be of Bolero / Sumo, Model 2008 or later.

Vehicle for Item No.3: Shall be of Bolero / Sumo , Model 2008 or later .

All the Vehicles: Vehicle model shall be of 2008 or later to carry minimum 6+1 passengers with mild-grey sheeted glass, MP3/Radio, double suspension, fit for Country road travel on ROU & on Ghat/river bed/village interior approaches and with provision to haul-emergency ROU M&R kit on trolleys.
The bidders are advised to understand the scope of job and get their doubts, if any, clarified from Location In-charge, Mundra Delhi Pipeline, Palanpur Receipt and Pumping Station, Palanpur (Telephone no. 02742-283733/283718/295431) before quoting.


Signature & Seal of the Bidder

Attachment- 4

Page 4 of 17
Hindustan Petroleum Corporation Ltd.

Mundra Dispatch & Pumping Station, Mundra-Delhi Pipeline

REFERENCE NO:

9000033-HB-10135

2. Contract Period
Purchase Order shall be placed initially for a period of 12 Months from the date of placement of vehicles and will be extended for a further period of 12 months upon satisfactory performance at the sole discretion of HPCL. The extension of contract shall be at the same Rates, Terms & Conditions as per initial contract.

3. The quantities given in the Schedule of rates are for 24 months.
4. Liquidated damages/Penalty clause:

1. 
   In case Contractor fails to supply Vehicles as per contract and/or fails to adhere to the terms and conditions of this Contract, for part or complete period, HPCL reserves the right to hire the Vehicles through other agencies of its choice at risk and cost of contractor. The cost/additional cost involved in doing so shall be recovered from any amounts payable / adjusted from contractor’s bills. In case of HPCL not hiring the replacement vehicle at risk and cost of contractor, prorated amount shall be deducted for the period of absence of vehicle as per rates of the Purchase Order subject to minimum one full days’ payment.
   

2. 
   In addition, penalty at Rs 500/- per incident shall be applicable for No PUC /No Documents & required statutory approvals/Driver not in uniform/No tools/spare wheel (stuppney) improper care /M&R/No head-lights/low-battery power & non-availability of fuel, improper seat covers before reporting time.
   

3. 
   In case of reporting of misbehavior/mishandling and not adhering to timings by the drivers, the Station in-charge will have the final say on penalty deduction as mentioned in the penalty Clause 4a and 4b.
   

4. 
   In case of vehicle reporting late by more than 30 minutes, a penalty of Rs 500 or actual cost of vehicle hired from other sources, whichever is higher will be deducted as penalty.
   

5. 
   All Vehicles supplied by the contractor shall be registered as TOURIST VEHICLE. There is no fixed Reporting time for vehicles. Reporting time shall be intimated in advance by the Officer in-charge, which may vary from vehicle to vehicle depending on requirement and 12 hrs duty shall be counted from the reporting time of each vehicle. Drivers who possess commercial driving License only have to drive the vehicles.
   

Signature & Seal of the Bidder


Attachment- 4

Page 5 of 17
Hindustan Petroleum Corporation Ltd.

Mundra Dispatch & Pumping Station, Mundra-Delhi Pipeline

REFERENCE NO:

9000033-HB-10135

5. 
   Contractor shall deploy temporary vehicles at the acceptance and sole discretion of HPCL, with Drivers within 7 days from the Date of written advice to place the vehicles by HPCL-MDPL. However, the contractor shall supply the specified vehicles as per the Model/Make/conditions of the contract, within 30 days from the commencement of contract, failing which, a penalty of Rs. 1000 /- per week of delay per vehicle shall be recovered for an additional period of 15 days or as decided by Incharge, beyond which HPCL shall reserve the right to terminate the contract for non compliance of tender conditions.
   

If the vehicles are not placed within 7 days, HPCL reserves the right to cancel the purchase order & forfeit security deposit.

5. 
   All the vehicles shall be normally reporting to the base locations unless specifically advised to report at other location. Driver will have to make his own arrangements for lunch, dinner, accommodation etc., in case of outstation visit(s) / night halts. He should have enough money at all the times for fuel and minor repairs enroute, if required. Night halt charges & extra hours duty allowances will be paid at specified rates mentioned in work order and no other allowances/bhatta will be paid for traveling across any of the State(s). Overtime will be paid if the vehicles move after specified 12hrs duty & Night halt charges will be paid once the vehicles stops & stay overnight at outstation trips. No overtime on account of night halt hours shall be applicable.
   

5. 
   Parking and Toll charges: HPCL does not bind itself to provide any parking place within its premises and HPCL shall not be responsible for safety or security of Contractor's Vehicles/Staff/equipment or any other Properties.
   

1. 
   Parking charges shall not be paid for parking of vehicles at the base locations. However, parking charges at outstations like Airport, Railway station, Bus station etc. shall be paid by the contractor and same shall be reimbursed by HPCL on submission of proof of the same, with the certification of user, alongwith the monthly bills.
   

2. 
   Toll charges including Monthly passes, if any, shall be paid by the contractor and same shall be reimbursed by HPCL on submission of proof of the same, with the certification of user, alongwith the monthly bills. Additional Toll charges paid by the Contractor in lieu of non-possessing the Monthly Passes in the Vehicles, wherever applicable, shall not be reimbursed by HPCL.
   

Signature & Seal of the Bidder

Attachment- 4

Page 6 of 17
Hindustan Petroleum Corporation Ltd.

Mundra Dispatch & Pumping Station, Mundra-Delhi Pipeline

REFERENCE NO:

9000033-HB-10135

9. 
   The contractor shall be required to deploy the Vehicles confirming to the specifications with all requisite tools, and accessories including spare wheels and other equipment as per the M. V. Act/Rules in force. The Vehicles will be used for carrying HPCL -MDPL authorized persons within the State mentioned in rates schedule, for which the necessary permits have to be obtained by the contractor.
   

9. 
   The contractor shall maintain the Vehicles in absolute working condition. If any Vehicle develops defects while on duty the contractor shall immediately replace it by a suitable substitute within a period of two hours or arrange satisfactory repairs. In case of failure of the contractor to repair the vehicle or to provide the substitute vehicles, recovery due to default shall be determined as per the Liquidated penalty clause.
   

9. 
   The contractor shall ensure that the drivers provided on the vehicles are properly dressed, disciplined and behave properly with the HPCL Officers/Employees. Drivers are to be in uniform - white shirt and navy blue colour pant with min. 5 yrs driving experience. The contractor shall withdraw such drivers from duty that do not behave in a proper/disciplined manner or work under the influence of liquor during working hours.
   

Note: No frequent change/interchange of Vehicles/Drivers shall be allowed without prior permission from HPCL.

12. 
    The Vehicles on duty are subject to surprise checks by the Officer of HPCL for carrying any unauthorized passenger or conduct prejudicial to the interest or image of the HPCL.
    

12. 
    The contractor shall provide the vehicles with tank full of fuel and sufficient money with the drivers on daily basis, as per the notified requirement for Local/Long Distance/Outstation duties. In case sufficient fuel is not available in the Vehicles tank, the mileage run and the time consumed by vehicles for refueling shall be on the contractor's account and such absence shall attract Penalty as per Liquidated penalty clause.
    

12. 
    The contractor shall display a mark "ON HPCL - MDPL DUTY" on all vehicles (Front & Rear) at his cost for making the vehicle distinguishable from a distance. The Logo sticker of HPCL shall be provided by HPCL for display on the Vehicles.
    

12. 
    Speedometer, kilometer Record and other instruments/meters must be maintained at a high standard of accuracy. Any defect noticed by HPCL-MDPL or its authorized representatives shall be rectified forthwith by the contractor. The mileage and time consumed for such rectification shall be noted / verified and deducted from the bills of the contractor.
    

Signature & Seal of the Bidder
Attachment- 4

Page 7 of 17
Hindustan Petroleum Corporation Ltd.

Mundra Dispatch & Pumping Station, Mundra-Delhi Pipeline

REFERENCE NO:

9000033-HB-10135

12. 
    All vehicles reporting should be under the control of contractor after duty hours and he shall be responsible to provide the vehicle immediately within 30 Minutes, when called for after duty hours in case of an emergency.
    

12. 
    The contractor shall have a local address for communication and for taking instructions from HPCL with Mobile facility. Contractor should be generally available over his mobile whenever required & should report to HPCL-MDPL base location to which his vehicles are attached, whenever called for.
    

12. 
    The Vehicles once placed and accepted for service shall not normally be changed during currency of contract. However, if such changes are necessitated owing to reasons such as major breakdown, accidents and unforeseen circumstances etc., the substitute vehicle of same Make & Model or later (as per contract) may be accepted subject to the inspection and clearance of HPCL-MDPL. Also for non availability regular vehicles due to unforeseen situations, a vehicle of any other make & model of 2008 or later may be accepted at the sole discretion of HPCL-MDPL, for a short period of 1 or 2 days only.
    

12. 
    A) All drivers proposed to be deployed by the contractor shall be in reasonably good health & should not be suffering from communicable or contagious diseases. Driver shall be subjected to regular medical checkup by the Contractor once in 6 months and record of such medical examination shall be submitted to HPCL. In case of default from the contractor on this account the bills of the Contractor shall be withheld till the same is complied with.
    

B) The credentials of the Drivers, i.e., Police verification, proof of permanent & present residential address and verification from the Local Authorities (Sarpanch / Mamledar) shall be submitted to HPCL prior to initial deployment and also during change of drivers.

C) Vehicles deployed with HPCL under this contract shall not be deployed with any other organization/ under any other contract at the same time.

20. 
    The vehicle's upholstery and the state of cleanliness shall be in presentable and have good quality. Vehicles not conforming to such standards may not be taken on duty.
    

20. 
    Contractor shall have no objection for mounting/installing of HPCL-MDPL's Mobile radio System by HPCL on the hired vehicles and the safety and security of the same shall rest solely with the party and on their representative (Driver). Cost of repairs/loss of such radio wireless sets in case of improper care/ negligence / loss shall be recovered from the contractor.
    

Signature & Seal of the Bidder


Attachment- 4

Page 8 of 17
Hindustan Petroleum Corporation Ltd.

Mundra Dispatch & Pumping Station, Mundra-Delhi Pipeline

REFERENCE NO:

9000033-HB-10135

20. 
    The duty hours and kilometer run of the hired vehicles shall be counted from the reporting time of the hired vehicle initially reported for HPCL-MDPL duty at the designated reporting base location at the starting of the day. No hire charges shall be paid to contractor from the kilometer run from its place of parking to the reporting place & vice versa. The vehicles will be required to report/close for duty at a particular base location or at such locations as advised by Officers while on tours. All distances covered by a vehicle shall be calculated on respective base locations to which the vehicle is attached.
    

23. VEHICLE DOCUMENTS

1. 
   The vehicle should be fit in all respects for operations in accordance with Motor Vehicle Act/ Rules and the existing laws are applicable from time to time. The Vehicles must be equipped with valid documents i.e. Registration Book, Tax, Permit, Pollution Control Certificate, Insurance Certificate, Fitness Certificate, Road Permit for Tourist vehicles with taxes, fees, and levies paid up to date during the currency of the contract. This shall include Annual permits/temporary road permit or parking fees etc., if any required during and for the duty with HPCL. The responsibility of any lapse in this regard shall be that of the Contractors exclusively. HPCL or its Officers/Employees shall be completely indemnified by the contractor against such default.
   

2. 
   One set of copies of the above documents shall be submitted to HPCL-MDPL prior to deployment of Vehicles and also as and when renewal / change take place during the contract period.