Dept.

:MNT-ROT
WHA 6705
Please arrange the following materials

7.0. DELIVERY:

7.2. The Material/ Quantities indented, should be delivered at the earliest possible, but not later than SIX
WEEKs from the date of the Indent.

8.0. PRICE REDUCTION FOR DEALYED DELIVERY:

8.1. A sum equivalent to 0.5 percent of the undelivered quantity/indent value for every week or part thereof of
the delay, subject to a maximum of 5 percent of the total indent value.

9.0. GUARANTEE:
9.1. The supplies made against this order shall be fully guaranteed against any manufacturing defects/poor
workmanship/inferior quality etc. for a period of 12 months from the date of supply. During this period, vendor
will arrange to repair/replace any defective parts free of cost or replace complete set if required. Guarantee
Certificate should be submitted along with despatch documents.

9.2. PERFORMANCE BANK GUARANTEE:

9.2.1. Vendor shall furnish performance Bank Guarantee in favour of HPCL issued by Scheduled bank (other
than co-operative banks) for 3% value of the material supplied and valid during the above guarantee period.
PBG is applicable on Indent Value.
9.2.2.Notes Regarding Bank Guarantee Confirmation:
"Bank Guarantee from Nationalized Bank/ Scheduled Bank (other than Cooperative bank) along with the
following:
· The issuing bank is on SFMS platform
· BG contains following details:
o Beneficiary's bank Name: ICICI Bank
o IFSC Code: ICIC0000393.
o HPCL's Customer ID: 508902133
· BG Issuing Bank should send the BG Issuance advice through SFMS to HPCL's designated Banker: ICICI
Bank, Backbay Branch, Mumbai (IFSC: ICIC0000393)
· BG Issuance advice should mention applicable Unique Identifier Code (UIC) in row/field number 7037 of
SFMS Delivery Report.
HPCL Location: Visakh Refinery
Unique Identifier Code (UIC): HPCL508902133VR
The BG should be submitted as per the HPCL format enclosed in the tender along with print out of SFMS
Delivery report from the BG Issuing Bank Branch"

12.0. PAYMENT TERMS:

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12.1. By e-Payment (Electronic Funds Transfer), as follows:
12.1.1.100% payment within 15 days of receipt of material along with all necessary documents. However, in
any case the final bill payment should not exceed 30 days.
12.2. Partial Payments: Allowed.

13.0. INVOICING:
13.1. The Invoice should clearly specify the following Full Name, Address of HPCL-VR as well as include
HPCL-VR's ECC No., GSTIN, as specified below:
HINDUSTAN PETROLEUM CORPORATION LIMITED
Visakh Refinery
Malkapuram
VISAKHAPATNAM -- 530 011 (A.P.)
13.1.1. HPCL-VR's AP-GSTIN No.: 37AAACH1118B1ZB
13.1.2. HPCL-VR's Excise Control Code (ECC) No.: AAACH-1118-BXM-023; Range: II-E, Division-II, SVC
Complex, Dwarakanagar, Visakhapatnam - 530 016 (A.P.)
13.1.3. HPCL-VR's Bank: State Bank of India, Refinery Branch (IFS Code): SBIN0010372
13.1.4. HPCL-VR's PAN No.: AAACH1118B

13.2. The Invoice should clearly specify the Description of the Items, Unit of Measurement, Unit Rates etc.
and that should be SAME as mentioned in the PO.
13.3. The vendor has to mention their GSTN details & Latest Bank Account particulars on Invoice for cross
checking at the time of processing the payment.

14.0. LIST OF DOCUMENTS, THEIR ROUTING & ESSENTIAL ADDRESSES:

14.1. ALL the Documents specified below in clause no 14.3 should be presented to the Warehouse contact
person mentioned below, within SEVEN days from the date of the Lorry Receipt/ Goods Consignment Note.
14.1.1. Original Invoice need to be submitted as per the Method of Invoice Submission as mentioned in clause
no 14.4 below.
14.2. Scanned copy of one set of all the documents specified below shall be forwarded to Warehouse,
Purchase, Finance and User Dept. Contact person thru e-mail immediately after despatch, whose contact details
are provided below.

14.3. LIST OF DOCUMENTS TO BE SUBMITTED:

=========================================
14.3.1. Photocopy of the Signed Invoice
14.3.2 Photocopy of Transmittal Slip generated from HPCL BTS system
14.3.3. Original of the Delivery Challan / Packing List.
14.3.4. Original of the Guarantee Certificate.
14.3.5. Original (Consignee Copy) of the Transporter's Lorry Receipt /Courier's Consignment Note.
14.3.6. Original of the Performance Bank Guarantee.
14.3.7. Relevant Test Certificate

14.4. METHOD FOR INVOICE SUBMISSION:

14.4.1. STEP 1:
=============
Log on to http://www.bills.hpcl.co.in
Go to Bill Tracking & Vendor Self Service page
Enter your Credentials (User ID - Vendor Code & Password - PAN No.)
Go to Bills
a) Submit e invoice - For submission of new bill,
b) My Bills - to view the bill,
c) Payment History -To view the payment details)
Select PO Number in the drop down list
(Standing Orders can not be selected, in such case only call up orders should be selected)
Check and proceed
Enter Invoice Particulars, Check Bank Details
Confirm and Submit
Select "OK" for Invoice Created Successfully Box
Invoice Transmittal - Approved Sheet appear
Check and Take print out

14.4.2. STEP 2:
=============
Submit Original Invoice and Invoice Transmittal Approved Sheet Print Out to Central Processing Cell (CPC) in
the Refinery Finance Section
Acknowledgement can be seen in the BTS portal
Use BTS number for reference purpose

14.4.3. STEP 3:
=============
 Submit Duplicate Invoice, copy of Invoice Transmittal Approved Sheet Print Out and supporting documents to
the warehouse/ User Dept.
Use BTS number for reference purpose

14.5. CONTACT PERSON IN WAREHOUSE:

Mr. Utpal Das, Asst. Manager - Material (Warehouse)
Mr. MVNM Patrudu, Sr. Manager - Refinery Materials (Warehouse)
Mr. Ashvin Das N., DGM - Refinery Materials (Warehouse)
HINDUSTAN PETROLEUM CORPORATION LIMITED
Visakh Refinery, Malkapuram
VISAKHAPATNAM -- 530 011 [A.P.]
Tel: (0891) 28.94.321; 2894320, 2894317
Fax: (0891) 27.40.121
E-Mail: [email protected], [email protected] & [email protected]

14.6. CONTACT PERSON IN PURCHASE:

Mr. Arijit Gorai; Sr. Manager - Purchase
Mr. P Srinivas; GM - Materials
(Materials department)
HINDUSTAN PETROLEUM CORPORATION LIMITED
Tel: (0891) 2894306, 4309
E-Mail: [email protected] & [email protected]

14.7. CONTACT PERSON IN FINANCE:

Mr. BATHINI SIVAKUMAR
Accounts Officer - Refinery Finance
M/s. HINDUSTAN PETROLEUM CORPORATION LIMITED
Tel: (0891) 2894018
E-Mail: [email protected]

15.0. VENDOR's CONTACT DETAILS:

Mr. Huzefa Taher Patanwale
M/s. DIGINITY ENTERPRISES
Visakhapatnam
Cell: 9985677480 / 8019521522
Email: [email protected]

16.0. PACKING, MARKING & DESPATCH:

16.1. The materials should be adequately packed to ensure that there is no damage in transit.
16.2. Each of the packages shall be marked with the following information, for easy identification:
16.2.1. HPCL-VR's Purchase Order No: 22001049-OS-46002, dated: 30-Mar-2023.
16.2.2. Consignee: HINDUSTAN PETROLEUM CORPORATION LIMITED - Visakh Refinery

16.3. Mode of Despatch: via Road, by LORRY TRANSPORT/COURIER.

16.4. Partial Shipments: Allowed.
16.5. Destination: HPCL - Visakh Refinery Stores, VISAKHAPATNAM, Andhra Pradesh.
16.6. The Lorry Receipt / Goods Consignment Note shall be drawn to show "Hindustan Petroleum Corporation
Limited, Visakh Refinery, Visakhapatnam - 530011" as the Consignee.
16.7. Please ensure to despatch the material on FREIGHT PAID/ TO BE BILLED AT DESPATCH POINT,
"DOOR DELIVERY, CONSIGNEE COPY ATTACHED" basis. In case of any deviation of the same, any cost
incurred by HPCL in this regard, shall be recovered from the Vendor's Bills, while releasing payment.
16.8. Delivery: Our Warehouse is open to receive stores between 8.30 a.m. and 3.00 p.m. on all working days,
except Sunday and Holidays of Visakh Refinery. No goods will be accepted after 3.00 p.m. Vendor need to
contact the Contact Person in warehouse in advance for smooth delivery of the materials.

17.0. TRANSIT RISK INSURANCE:

17.1. Transit Risk Insurance, if required, shall be arranged by the Vendor.
17.2. However, for information purposes ONLY, please e-mail the scanned copy of the shipping documents
like Signed Invoice, Delivery Challan/Packing List and Consignee Copy of the Lorry Receipt/Courier
Consignment Note etc. to Finance, Purchase and User Dept. immediately after dispatching the materials.
18.0. WAY BILL/ROAD PERMIT:
18.1. GOI has launched E Way Bill eff 01/02/18. As per these guidelines prime responsibility to generate e-
Way Bill lies with the Seller. Hence Vendors can generate E-way bill and dispatch the material. Vendors need
not to put request for way bill/ road permit to HPCL.

19.0. OTHERS:
19.1. All other terms and Conditions which are not specifically mentioned above, shall be as all the
correspondences with the vendor till date and as per HPCL's GTC for Supply that has been provided with the
tender. In case of any contradiction between the terms and conditions stated above and the conditions in the
GTC, the condition mentioned in this PO shall prevail.
KINDLY SUBMIT A COPY OF THIS PO DULY SIGNED AND STAMPED, IN TOKEN OF
ACKNOWLEDGEMENT, TO THE UNDER SIGNED WITHIN 3 DAYS OF RECEIPT.