Hindustan Petroleum Corporation Limited

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"Renewable Energy" Pavilion for the of 38
Oil & Gas sector at India Energy Week 2025

HINDUSTAN PETROLEUM CORPORATION LIMITED

(A Government of India Enterprise)

CENTRAL PROCUREMENT ORGANISATION – WEST ZONE
WZ OFFICE, 6th FLOOR,
PRIYADARSHANI BUILDING
SION, MUMBAI – 400022

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TENDER INVITING NOTICE (NIT)

Introduction:

Hindustan Petroleum Corporation Limited (HPCL), issues this Notice Inviting

Tender (NIT) with regard to Services for Facilitating Development and Supervision
of "Renewable Energy" Pavilion for the Oil & Gas sector at India Energy Week 2025.

Bidders are required to read the tender document carefully and upload the requisite set of
documents.

For GeM Tenders, where applicable: Vendors to note that consignee ID in the bid doc may
only be used to configure the tender on case-to-case basis. Actual deployment may be in
different locations across India, details of which shall be shared with the successful bidder
or provided elsewhere in the tender document.
Billing & GST to be configured accordingly by successful bidder while submitting their
invoices.

Item details under the tender are as follows:

Line Item No Description Quantity UOM

1 Services for RE Pavilion at IEW 2025 1 Lump Sum

Instructions to Bidders:

1. Earnest Money Deposit (EMD): - Not Applicable.

2. Bid Declaration:
All bidders are required to upload duly signed and sealed “Bid Declaration” (refer Annexure)
on your letter head along with your offer. More clarification given in STC.
It may please be noted that if the declaration is not submitted along with this
tender, the bid will be liable for rejection.
All bidders may kindly note that your firm may be subjected to holiday listing guidelines as
adopted and available on HPCL website in the event of :
i. Withdrawal or modification of offer during the validity period of the offer.
ii. Non-confirmation of acceptance Purchase Order within the stipulated time.
iii. Non – execution of LOA/ PO for any reason whatsoever.
iv. Unwillingness to participate in Reverse Auction after technical acceptance (if
Reverse Auction is applicable)

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3. EVALUATION OF BIDS:
• Only those offers that qualify in the Techno-commercial bid evaluation will be
taken up for evaluation of Price Bids.
• Evaluation will be carried out on overall net delivered cost (after taking into
consideration Input Tax Credit availability to HPCL, if applicable) on the basis of
overall lowest offer basis.
• Evaluation will be done on overall L1 basis considering all the items in the tender.
• The bid will be evaluated on overall L1 basis. The 100 % business will be awarded
to L1 bidder on overall basis.
• The tenderers shall be ranked according to the total minimum financial outgo to
HPCL. Vendors whose rates result in least financial outgo to the company, shall
be ranked L1, the vendor with the second lowest outgo to the company would be
ranked L2 and then so on for L3, L4………..The L1 vendor will be awarded 100%
Tender quantity.
• MSE purchase preference is applicable to this tender. scope of work shall not be
splitable on item wise basis. In case of applicability of MSE purchase preference,
(if L1 bidder is non-MSE and L2 bidder is in the range of L1+15%), then eligible
MSE bidder will get order for 100% of item quantity.

4. DISTRIBUTION OF ORDER:
Purchase Order for 100% of the tender quantity will be awarded to the lowest bidder on overall
L1 basis.

5. COMPLETION PERIOD:
Completion period is for 2 months from date of PO Placement. Validity of the contract will be for 3
months.

6. PAYMENT TERMS:
Vendor to ensure timely submission of duly filled HPCL bank mandate with annexures.

The payment will be released from HPCL-IFS, Priyadarshini building-RCF Eastern Express
Highway-Sion, Mumbai – 400222.

The payment will be in 4 Levels as follows:

S. No Stages % of Lumpsum Cumulative %

Amount
1 3D physical model design to be 20% 20%
submitted with due approval by
HPCL and acceptance by Model
maker
2 Oil& Gas Industry template 20% 40%
finalization with data
3 Zone wise Content 20% 60%
4 Completion of all other Deliverables 40% 100%
7. PRE BID MEETING:

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Not applicable

8. Security Deposit (SD), Performance Security and Retention Money:

i. Successful parties will be required to furnish Security Deposit of 2% of PO Value within 15

days of LOA/Purchase Order, whichever is earlier. For this purpose, the date of publishing
of e-PO on Bill Tracking System (BTS) shall be considered as the date of issue of PO. The
Security Deposit is to be submitted to following address:
Mr. MURLIDHAR, Officer – Projects
Bio-Fuel & Renewables SBU
1st Floor, C-Wing
Priyadarshini Building, SION
Mumbai
Mumbai – 400022
Contact no: +919460926198
Email ID: [email protected]

Additionally, retention money shall be deducted @ 5% of the total value of the Running
Account and Final Bill by HPCL 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.

ii. Alternatively, Composite Performance Bank Guarantee (CPBG) for 5% of PO value will be
accepted in lieu of Security Deposit and deduction of retention money; such CPBG shall be
valid up to a period of 3 months beyond the expiry of defect liability period.

9. CONTACT DETAILS
For any Technical Query, you may please contact:
Mr. MURLIDHAR, Officer – Projects
Bio-Fuel & Renewables SBU
1st Floor, C-Wing
Priyadarshini Building, SION
Mumbai
Mumbai – 400022
Contact no: +919460926198
Email ID: [email protected]

CONTACT PERSON FOR COMMERCIAL CLARIFICATIONS

Mrs Madhu Jasrai -DGM – Procurement-CPO – WZ
E-mail: [email protected]

Mr. Harshada J Kangane Manager Procurement – CPO-WZ: email –

[email protected]

10.Contradictions:
Wherever there is a contradiction in various parameters of Schedule of quantity, scope of job, technical
specifications or special/general terms & conditions, the same shall be clarified with the contact
person/officer in charge through queries, prior to the submission of bid.

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11. Rejection Criteria: Offers of Bidders shall be liable for Rejection in case of the
following:

a. Offers of Bidders submitted in any language other than English and unit of measure
not being metric system will be rejected.
b. Offers of Bidders where the Prices quoted are not firm.
c. Vendor has submitted the offer with conditions.
d. Offers of Bidders where the offer is made through by Representatives/Agents etc.
e. In case of non-submission of any affidavit/declaration.
f. Tenders not submitted in E-mode.
g. Non-payment of EMD / Insufficient EMD / MSE certificate /not submitted.
h. Tenders not meeting the tender terms & conditions or incomplete in any respect or
with any additions/ deletions / deviations or modifications are liable to be
summarily rejected without any further communication to the Bidders and decision
of HPC in this regard will be final and binding
i. The bidder is a terminated/holiday listed/banned vendor in Oil Companies.

In case it is observed that, all the Bidders or a group of Bidders have quoted in cartel,
HPCL reserves the right to reject some or all the bids of the Bidders who have quoted
in cartel.

IMPORTANT:

• No tenders will be accepted in physical form.

• GEM Help desk no. is provided on GEM Site. In case of any query related to the GEM
Bidding process you can contact GEM Help desk.

12. Usage of TReDS Platform by MSME Vendors

The Government has introduced Trade Receivable e-Discounting System (TReDS) which is
a platform approved by the Reserve Bank of India specially for Micro, Small and Medium
Enterprises (MSMEs) to ease and 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.

To facilitate the same, HPCL has been registered as Buyer with all three RBI recognized
TReDS platform provider as below:

•Invoice Mart (A.TREDS Ltd)

•M1 Exchange (Mynd Solutions)

•RXIL(Receivables Exchange of India Ltd)

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All MSME vendors with UDYAM REGISTRATION CERTIFICATE must mandatorily get
themselves registered with any one or all of the aforesaid TReDS platforms to avail benefit
of TReDS bill discounting facility. HPCL has also enabled TReDS discounting option in its
Bill Tracking System (BTS) for ease of process during payments post PO placement.

13. BIDDING ENTITY:

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.

“Affiliate” of a Party shall mean any company or legal entity which:

a)controls either directly or indirectly a Party, or

b)which is controlled directly or indirectly by a Party; or

c)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.

Bids may be submitted by:

a)A single person (Sole Proprietorship) or/entity (called sole bidder);

b)A newly formed incorporated joint venture (JV) which has not completed 3 financial
years from the date of commencement of business;

c)Subsidiaries / Affiliates of Indian / foreign companies

Fulfilment of Eligibility criteria and certain additional conditions in respect of each of the
above types of bidders are stated below, respectively:

a)The bidder (including an incorporated JV which has completed 3 financial years after
date of commencement of business) shall fulfil 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

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to ensure completion of the contract when awarded, an undertaking not to withdraw from
the JV till completion of the work, etc. See Annexure 6a.

c)Subsidiaries / Affiliates of Indian or foreign companies which are registered in India and
having manufacturing facilities or establishment towards providing services in India are
allowed to participate in this tender, subject to meeting the local content provisions as per
the PPLC clause enclosed with this tender. Such entities can participate either on the basis
of their credentials (Technical & Financial) or on the basis of the credentials (Technical or
Financial) of their parent/ affiliate company, as per the PQC requirements applicable for
this tender. If credentials of parent/ affiliate are sought to be relied upon, then the Indian
subsidiary must meet the other PQC, either Technical or Financial. Moreover, the
parent/affiliate will also provide suitable Guarantees to ensure completion of the work in
all respects. See Annexure 6b.

In case the parent / affiliate company is from a country which shares a land border with
India, then the subsidiary / affiliate company will be eligible to bid in this tender only if the
parent / affiliate company is registered with the Competent Authority constituted by the
Department for Promotion of Industry and Internal Trade (DPIIT).

14. CHECKLIST FOR BIDDERS

1) Following documents are to be uploaded as a part of eligibility criteria of Bid:

➢ Supporting Documents towards eligibility criteria

2) FOLLOWING DOCUMENTS ARE TO BE UPLOADED AS A PART OF

T ECHNICAL BID:

o Duly filled, signed and stamped Integrity Pact document also signed by two
witnesses. Non submission of this document shall make the bid liable for
rejection.-Not applicable for this tender
o Duly filled Declaration for non-black listing, ban, holiday listing.
o Duly Filled Undertaking regarding correctness of Information.
o Duly Filled Confirmation of Acceptance of Terms and Conditions.
o Duly Filled Declaration regarding PAN Number & GST Number.
o Duly filled Declaration regarding Directors.
o Duly Filled Declaration of HSN No., GST Rate & Status.
o Duly Filled Declaration of Women and or SC-ST under MSME Clause.
o Duly Filled Declaration on GST Payment & Filling.
o Duly Filled Bidder & Organization Details.
o Duly Filled Site Inspection Visit Report-
o Duly Filled Declaration for Country Sharing Border With India
o Duly Filled Declaration for MII- Not applicable
o Additional Data as sought in the tender documents

BIDDERS TO NOTE
➢ Unpriced bid/Technical Bid containing rates shall make the bid liable for

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rejection.
➢ Price Bid (Online) shall contain only the rates. Price bid shall not contain
any data, conditions etc. other than the rate. Any conditions, data given in
priced bid will be ignored and not considered.
➢ The Bid and all supporting documents submitted and all correspondence
whatsoever exchanged by Vendor and HPCL shall be in English language
only.
➢ HPCL reserves the right to solicit documents/clarifications at any stage
of the tendering process. HPCL also reserves the right to seek
clarification on taxes (GST) quoted by the bidders and to correct/load
appropriate tax rates as per extant Govt. of India Regulations and
evaluate bids accordingly.
➢ Verification of Original Documents: All the participating bidders shall
provide copies of all the necessary documents along with the bid.
However, all the bidders or their authorized representatives are required
to be present at HPCL Office on the informed dates along with the
original documents submitted for Bid Qualification- Financial /Technical
and other techno-commercial documents for the verification/clarification
by HPCL. Offers of Vendors who fail to submit the Original documents
on demand shall be liable for rejection.

Order of precedence:
The Order of Precedence of documents shall be as follows with document at level 1 having the highest
precedence

1 NIT-Notice Inviting tender

2 Scope of work and tech Specs
3 STC-Special terms and condition of contract
4 HPC-GTC
5 GeM GTC-Gem General terms and condition

Abbreviations used in this Tender

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Sr. No. Abbreviation Meaning

1 PO Purchase Order
2 CAMC Comprehensive Annual Maintenance Contract
3 PQC Pre-qualification Criteria
4 PAN Permanent Account Number
5 EMD Earnest Money Deposit
6 BG Bank Guarantee
7 CPBG Composite Performance Bank Guarantee
8 SD Security Deposit
9 MSE Micro & Small Enterprises
10 GST Goods & Services Tax
11 DD Demand Draft
12 GTC General Terms and Conditions
13 SBI State Bank Of India
14 PLR Prime Lending Rate

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INSTRUCTIONS TO BIDDERS

Qualification Criteria

As provided in the tender document, if applicable.

1. Submission of Bids:

i. Bids are required to be submitted in 2 parts- Techno Commercial Bid and Priced
Bid

ii. Eligible Bidders are required to submit their offer only online by the tender due
date / time as specified in the tender. Late/ delayed tenders submitted after the
due date and time, for whatsoever reasons will not be considered. Physical bids
shall not be accepted.

iii. The Techno Commercial as well as Price Bid shall both be submitted online along
with the documents as required in this tender.

iv. It may be noted that response in any other form (through post, telegram, fax, telex,
e-mail, and courier) shall not be accepted.

v. All details, revisions, clarifications, corrigenda, addenda, time extensions, etc., to

the tender will be hosted only on this website. Bidders should regularly visit the
tender publishing website (GEM or HPCL E-tender Portal, as applicable) to keep
themselves updated.

vi. Bidder is advised to study all the Tender Documents carefully and understand the
Tender/Contract Conditions, Specifications etc., before quoting. If there are any
doubts, they should get clarification in writing but this shall not be a justification
for late submission of tender or extension of opening date. Tender should be
strictly in accordance with Terms & Conditions, Specifications.

vii. The offer from the Bidder should be strictly in accordance with Terms &
Conditions of the tender, Specifications.

viii. All the enclosed Tender documents along with the covering letter will form part
of the tender.

ix. It shall be understood that every endeavour has been made to avoid errors which
can materially affect the basis of the tender and the successful Bidder shall take
upon himself and provide for risk of any error which may subsequently be
discovered and shall make no subsequent claim on account thereof.

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x. For bidding, it is suggested that bidders should not wait for last date/ tender due
date for their bid preparation as several documents are to be uploaded in the offer
and prices are to be entered on screen for all items. There is a facility to keep the
bid ready in the system for final submission, however bidders are requested to
keep sufficient time margin with them for modifications, connectivity issues etc.

2. Techno Commercial Bid

The techno commercial bid shall include the following –
a. Attachments/ Annexures only as sought thru the e-tender duly filled in, signed &
stamped needs to be uploaded as per requirement.
b. Copies of Tax Registrations.
c. Copies of Registration Certificate under MSE etc.
d. Declarations – Delisting, Particulars of Bidder for Service Tax, PAN No.
e. Particulars of Bidder & Organization details in
f. Bidders have to ensure that Rates/Prices are not mentioned anywhere in
Techno Commercial bid, failing which the bid is liable to be rejected.

3. Price Bid
a. The prices are to be offered only in the price bid document of e-tender against the
tendered quantity.
b. Price bid shall not contain anything else other than the rates. No terms and
conditions or exception / deviation are permitted in price bid.
c. Validity of the Offer: The offer shall be valid for a period of 180 days from the due
date/ extended due date of opening of the un-priced bid.

4. All communication regarding the tender including queries, if any, and submission of
bids shall be done electronically through HPCL/GEM Portal, as applicable.

5. HPCL shall not be responsible for any delays whatsoever in receiving as well as
submitting on-line offers, including connectivity issues. HPCL shall not be responsible
for any postal or other delays in submitting EMD, wherever applicable.

6. HPCL will not be responsible for the cost incurred in preparation and submission of
bids including the cost of digital certificate, regardless of the conduct of outcome of
the biding process.

7. Bidders are not allowed to mention any quotes in any other parts of the tender.

8. The bidder shall be fully responsible 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. as per clause of General Terms & Conditions of the tender.

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9. Request for extension of tender submission due date, if any, received from bidders
within 48 hours of tender submission due date / time, may not be considered.

10. The Bid document is not transferable.

11. The Corporation reserves the right to reject any and / or every tender without
assigning any reason whatsoever and / or place order on any Bidder and their
decision in this regard will be final. No disputes could be raised by any Bidder(s)
whose tender has been rejected.

12. Purchase Preference: Central Public Sector Enterprises / SSI units registered
with MSE (certified copy required) shall be extended purchase preference as per
government guidelines in force from time to time.
Bidders to mandatorily select and submit documents at appropriate place on GeM
Portal to be eligible for MSE/ MII purchase preference.

13. Black List/Ban/Holiday List

i. Bids received from parties who have been banned/blacklisted / put on holiday list
or parties in respect of whom the action for blacklisting and holiday listing has
been initiated by HPCL/any Government/ Quasi Government Agencies or PSUs,
may not be considered for either evaluation or for award of work.
ii. The bidder should give a written declaration indicating that they are not on
holiday list/banned/blacklisted as on due date of this tender.

14. Address of tender floating department:

Deputy General Manager - Procurement
Central Procurement Organization – West Zone
WZ Office, 6th Floor,
Priyadarshani Building
Sion, Mumbai – 400022
Tel. No. 022- 24068657

15. Grievance Redressal Mechanism:

Hindustan Petroleum Corporation Limited (HPCL) has developed a ‘Grievance
Redressal Mechanism’ to deal with references/grievance if any that are received
from parties who participated/intend to participate in the Corporation Tenders.
The details of the same are available on our website
www.hindustanpetroleum.com

16. Subcontracting prohibited:

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If a contractor submits his bid, qualifies and does not get the contract because of
his being not the lowest, he will be prohibited from working as a subcontractor
for the contractor who is executing the contract.

17. Acceptance of the Offer by the Corporation:

Incomplete or conditional submissions, and those with deviations/ subjective or
counter conditions/ quantity restrictions or those not accompanied by the
requisite documents shall be liable to be rejected and no further
correspondence/ enquiries on this issue by the Bidder shall be entertained. Any
Terms and Conditions attached / printed overleaf of the Bidder's offer will not
be binding on HPCL.

The Corporation is not bound to accept the lowest offer and reserve the right to
reject any and / or every tender without assigning any reason whatsoever and /
or place order on one or more Bidders in the manner considered appropriate by
the Corporation. Corporation also reserves the right to reject any Un-workable
offer. Purchase / price preference as applicable would be given to Central Public
Sector Enterprises / MSE registered vendor as per directives of Government of
India, in vogue from time to time. Bidders may have to attend the concerned
office of the Corporation for negotiations / clarifications if required at their own
cost, in respect of their quotations without any commitment from the
Corporation.

18. Please note that all the terms and conditions of this tender are required to be
accepted by bidders and no counter conditions will be entertained.

19. Any bid that does not meet the Pre-Qualification requirement or the requirement in
the Techno-commercial bid is liable for rejection without further notice.
HPCL reserves the right to accept/ reject any or all of the bids at their sole discretion
without assigning any reason.

20. Bidder to ensure that any Attestation/Certification/Audited Financial Statement by

Chartered Accountant submitted in Bid Document should bear Unique Document
Identification Number (UDIN) "

21. HPCL reserves the right to extend the tender due date.

22. HPCL is not responsible for any delay in submission of bids by the vendor.

23. Corrigenda/Addenda:

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(i) At any time prior to the bid due date, HPCL may, for any reason, whether at its
own initiative or in response to a clarification requested by a prospective
Bidder, modify this tender Document.
(ii) The modifications, amendments, clarifications, corrigenda, addenda, time
extensions, etc. to this tender will be hosted only on the HPCL/GEM Portal, as
applicable.
(iii)All corrigenda published are deemed to have been accepted as part of tender
terms and conditions irrespective of the date a bid is submitted.
(iv)Bidder shall be responsible to ensure that the bid submitted has taken into
consideration all the corrigenda published as above.

24. Extension of Due date:

In order to afford prospective Bidders reasonable time in which to take the
amendment into account in preparing their bids, HPCL may, at its discretion, also
extend the bid due date.

25.HPCL reserves the right to make any changes in the terms and conditions without
any intimation.

26.HPCL reserves the right to reject any or all bids received incomplete.

27.HPCL reserves the right to reveal the contents of the bid documents submitted by the
bidder / Bidder during the process of opening of witness bid as per prevailing policy
of the corporation.

28. Order of Precedence:

i. The Special Terms & Conditions and the Technical Specification of the tender
shall always supersede the General Terms & Conditions of the tender for the
related terms/clauses.
ii. In case of contradictions between various sections of the tender document, the
Work Description shall supersede Specification And Drawings and Special
Terms & Conditions shall supersede instructions to Bidders, particular
clauses of General Terms & Conditions or clauses stated elsewhere

29. Queries pertaining to any contradictions in the tender must be raised within the
due date and time of the tender. After the due date and time, HPCL will not be
held responsible for any contradictions which the bidder may feel is present in
the tender.

30. Miscellaneous

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a. HPCL reserves the right to accept any tender in whole or in part or reject any or
all tenders without assigning any reason. Decision of HPCL in this regard shall
be final and binding on the bidder.

b. HPCL shall follow Purchase Preference / Price Preference as per prevailing

guidelines of Government of India

c. This Tender is not transferable . All enclosed tender documents along with the
Annexures / Attachments will form part of the tender.

d. The prices quoted by the Bidder shall be firm during the validity period of the
bid and Bidder agrees to keep the bid alive and valid during the said period. In
case the Bidder revokes or cancels the tender or varies any of terms of the tender
without the Consent of the Owner, in writing, the Bidder forfeits the right to the
refund of the Earnest Money paid along with the tender.

e. Payment of bills shall be tendered to the contractor in electronic mode (e-

payment) through any of the designated banks. The contractor will comply by
furnishing full particulars of Bank Account (mandate) to which the payments
will be routed. Corporation reserves the right to make payment in any alternate
mode also.

f. Tenders received after the stipulated date and time for receipt of the tenders,
due to any reason will not be considered.

g. Courts in the city of Mumbai alone shall have Jurisdiction to entertain any
application or other proceedings in respect of anything arising under this tender
either before or after or during the finalization of the tender.

h. Corporation reserves the right to take action as deemed fit which is inclusive of
placing the Bidder under suspension / holiday for a period as decided by the
Corporation, in case of withdrawal of offer at any stage, non - acceptance of LOA
/ PO or non - execution of order or any other breach of tender terms and
conditions.

i. In case of any dispute in the interpretation of the terms and conditions of the
tender, the decision of the Corporation shall be final and binding.

31.Other:
a) Bidder should ensure that they submit their offer before the due date & time of
tender.
b) An offer may not be considered, if HPCL is unable to evaluate the same for want
of any information.

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32. Security Deposit/ Performance Bank Guarantee /Retention Money: Please read
in conjunction with scope of works & special terms.

Successful vendor may choose to submit:

i. Security deposit @2% and Performance Bank Guarantee @5%

or

ii. Composite Performance Bank Guarantee @5% in lieu of retention money.

SECURITY DEPOSIT: Applicable

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 two percent (2%) of the total contract value
in the form of BG in favour of HPCL, 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.

COMPOSITE PERFORMANCE BANK GUARANTEE: Quantum of Performance Bank

Guarantee inclusive of Security Deposit should be 5% of PO value
(The quantum of SD/PBG/RM will be on total HPCL PO value which will be inclusive of
reimbursement line items)
i. PBG of above value towards Performance Bank Guarantee inclusive of Security
Deposit shall be accepted (in lieu of deduction of retention money of 5% from
each bill); Such composite PBG shall be valid upto a period of 3 months beyond
the expiry of defect liability period.
ii. Original Bank Guarantee towards CPBG is required to be submitted in hard copy.
Details of submission authority shall be intimated in LOA/PO.
iii. The Bank guarantee shall be from any Indian scheduled bank or an international
bank of repute having a branch in India or a corresponding banking relationship
with an Indian scheduled bank. The security deposit shall be in Indian Rupee in
the case of domestic
iv. PBG should be supported by SFMS Report.
v. PBG should contain Purchase Order No. (applicable for all tenders) and GEM
Contract No. (applicable for GEM Tenders only)
vi. In case of extension of the PO basis satisfactory performance vendor needs to
extend the BG validity.
vii. PBG should contain following details:
Beneficiary Name: Hindustan Petroleum Corporation Limited.
Beneficiary bank Name: ICICI Bank
ISFC Code: ICIC0000393.
HPCL Customer ID: Pls contact location/user.

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Vendors are required to attach a copy of SFMS Delivery Report showing

HPCL customer ID in row or field number 7037 of SFMS Delivery Report
viii. Successful Bidder would be required to furnish a PBG for 5% of contract value,
within 30 days of issuance Letter of Intent/ Confirmation of award of contract
by the Corporation, failing which, Corporation may cancel the award without
giving further notice. The Bank Guarantee should be drawn on any
Nationalised/Scheduled Bank other than co-operative banks.
ix. PBG will be towards faithful performance of the tender / order terms and
satisfactory completion of job as per tender specifications and will not bear any
interest. PBG shall be refunded to successful Bidder directly by our
Disbursement Section, after producing a satisfactory completion certificate from
the location(s) where materials is supplied. PBG shall be liable to be forfeited
wholly or in part in case the successful Bidder fails to comply with any of their
contractual obligations.
x. Interest is not payable on PBG.
xi. Any loss/ claim and/ or damage arising out of the performance of the contract
would be adjustable against the PBG. Any loss/ claims/ damages higher than
PBG will be recovered from payments due to the contractor under this contract
or deposits made by or payments due to the contractor under any other contract
with the Oil Company.
xii. PBG would be refunded after expiry of six months of completion of the contract
on written request from the contractor, subject to satisfactory performance as
certified by the location-in-charge.
xiii. The Contractor shall also take the following Insurance Policies from an
established Insurance Company as applicable.

RETENTION MONEY: 5% 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.

33. Deviations:
a. 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.

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b. Offers received from bidders, stipulating deviations to any of the following clauses,
will not be considered for priced bid opening:
i. Security Deposit & Retention Money.
ii. Suspension & Termination
iii. Price Reduction Clause
iv. Force Majeure
v. Scope of work
vi. Arbitration & Integrity Pact
vii. Firm Prices
viii. Delivery Period
c. However, HPCL reserves the right to give opportunity to bidder for withdrawal of
deviation to the above clauses. In case, bidders refuse to withdraw the deviation
against above clauses, the offers shall be liable for rejection without any further
correspondence with them.

34. Inspection by HPCL or HPCL Authorized Third Party Inspection Agency

i. HPCL may engage third party for inspection of materials/Finished good and vendor
to provide all necessary assistance for carrying out the inspection in his premises.
ii. HPCL &/or HPCL authorized Third Party Inspection Agency 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 / workshop 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 provide his full assistance
to carry out such inspection.
iii. 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 HPCL’s Engineer-in-Charge
/ Site-in-Charge or representative of HPCL’s authorized Third Party Inspection
Agency 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.
iv. No dispatch of materials should be done without third party inspection and
clearance report.

35. Dealing with Outside Parties

i. The Contractor should purchase all materials from the market which they require
for the work allotted to them in case of credit in their own firm’s name only.
ii. If any material has been purchased by the Contractor on credit and payments is not
cleared, Corporation on receipt of such complaint from any party can recover the
amount from Contractor’s pending bills or a security deposit, on account of non –

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clearance of such transactions where Corporation’s name /dealings is likely to be

adversely affected and may make the payment to the concerned party.
iii. Contractor in their own interest should purchase material from the authorized
sources and should fulfill all their obligations of all taxes etc. If the Corporation has
reasons to believe that any material has been brought to its premises from
unauthorized sources, the Corporation can refer the matter to police for
verification.
iv. The Contractor can be debarred from Corporation and security deposit shall be
forfeited for such lapses.
v. Contractor should also be required to co-ordinate politely with various agencies
such as PWD, Third Party, RTO, Sales Tax Dept., Excise, NHAI, Municipal Authorities
etc, in order to ensure smooth progress of work.

General Terms & Conditions:

1. Relatives (as per list enclosed) of officer/s responsible for award and execution of this
contract in the Oil Company are not permitted to quote against this tender. The Bidder
shall be obliged to report the name/s of person/s who are relatives of any officers of
the Oil Company or any officer in the State or Central Government, and who are
working with the Bidder in their employment or are subsequently employed by them.
Any violation of this condition even if detected subsequent to the award of contract,
would amount to breach of contract on Bidder’s part entitling the Oil Company to all
rights and remedies available thereof including termination of contract.

2. Rates offered would be valid and binding on the Bidder for 180 days from the
date of opening of tender unless extended by mutual consent in writing. During
the validity period, Bidder will not be allowed either to withdraw or revise his offer on
his own. Breach of this provision will entail forfeiture of the Earnest Money Deposit.
Once the tender is accepted and work awarded, the rates will be valid for the entire
contractual period.

3. The Oil Company reserve the right, at their sole discretion, and without assigning any
reason whatsoever, to:
a) Negotiate with any or all Bidders,
b) Divide the work among contractor(s),
c) Reject any or all tenders either in full or in part,

4. Bidders would be presumed to have acquainted themselves with the working

conditions existing at the location, before submission of the tender.

5. Tenders not meeting the tender terms & conditions or incomplete in any respect or
with any additions/ deletions or modifications or omission/hiding of any fact are liable

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to be summarily rejected without any further communication to the Bidders and

decision of HPC in this respect will be final and binding

6. Bidder should submit all the details and enclosures as has been asked for in the tender
form. In case any of the information is not applicable to the Bidder, "Not applicable"
may be written against such item. Not submitting any information/ enclosure sought
for may be a ground for rejecting the tender.

7. Negotiations:
a) HPCL reserves the right to negotiate with any or all the Bidders.
b) Bidders may be required to visit HPC office for negotiations/ verification of
documents, entirely at the cost of Bidders.
c) Only the proprietor of the firm or the legally authorized representative of the firm
may personally attend such negotiations, as commitments made and/ or
clarifications given during the negotiations will be binding on the Bidder/s. He/ She
should carry the necessary authorization to attend such negotiations and to hand
over an authenticated copy of the same to HPC’s representative/s participating in
negotiations.
d) Originals of the documents submitted as copies along with the tender documents,
as well as documentation to substantiate statements made in the tender document
are to be produced for verification by HPC before Signing of agreement with the
corporation.
e) Bidders would be intimated by Regd Post / Telegram / UCP / E-mail/Fax on the
date and time fixed for negotiations. All the bidders to whom intimations are sent
shall participate in the negotiation process. In the event of L-1 bidder not attending
the negotiations, despite advance intimation, HPC will proceed with the negotiation
process with other Bidders in the set of L1 Bidders. The original L-1 Bidder would
be placed at the revised ranking based on the negotiated rates arrived after
negotiations with other Bidders.
f) Revised offers submitted by the Bidders based on negotiations / counter offers shall
not be more than the rates already offered earlier in the original offer or during the
previous negotiations. In case the Bidder submits a revised offer which is higher
than the rates quoted earlier, such tender will be disqualified and shall not be
processed for further evaluation.

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Annexure 1

(The following declarations should be typed on the letter head of the tenderer and should be
duly signed by an authorized signatory clearly stating the name and designation of the
signatory)

DECLARATION NON BLACKLISTED / NON BANNED/NON HOLIDAY LISTED

PARTY

WE CONFIRM THAT WE HAVE NOT BEEN BANNED OR BLACK LISTED OR DELISTED

OR HOLIDAY LISTED BY ANY GOVERNMENT OR QUASI GOVERNMENT AGENCIES OR
PUBLIC SECTOR UNDERTAKINGS.

Date: _______________________Name of Tenderer: __________________________

Place: ______________________Signature & Seal

Of Tender: ____________________________

Note: If a bidder has been banned by any Government or Quasi Government

Agencies or Public Sector Undertakings, this fact must be clearly stated with details.
If this declaration is not given along with the UNPRICED Bid, the tender will be
rejected as non-responsive.

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Annexure 2 E Mandate

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Annexure 3

ON LETTER HEAD

Undertaking by the bidder

I/we hereby undertake that the entire information furnished/given to you in our bid and
attachments are true to the best of our knowledge and belief and nothing therein is false.

I/We further undertake, that if it is found during the tender stage (before accepting our
bid/placement of Purchase Order by HPCL) that any information or document
furnished/submitted by us is false or incorrect, then we agree that HPCL shall be free to
reject our tender/ bid. If the same is found to be false or incorrect during any stage after
accepting of our bid/ placement of Purchase Order, then HPCL shall have the right to
summarily cancel our tender and procure the balance quantity from any alternate source.
HPCL shall have the right to recover the differential amount between the rates of our
contract and the rates at which HPCL is compelled to procure from the alternate source, if
the latter rate is higher. To this effect, the recovery can be made by HPCL by encashing any
bank guarantee that we may have submitted or from any pending bills under this contract
or any other contract with HPCL. Further HPCL shall be at liberty to take any appropriate
action as deemed fit in such an eventuality.

I/we further undertake as and when called upon by Hindustan Petroleum Corporation

Limited, to produce, for its inspection, original(s) of the document(s) of which copies have
been annexed hereto

Date: ______________Name of Bidder _________________________

Place: _____________Signature & Seal of Bidder ________________

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Annexure 4
Confirmation Of Acceptance of Terms and Conditions
1 This table must be filled in against all serial nos. and uploaded with the
Techno Commercial Bid. Non submission or submission of incomplete
information may lead to rejection of the tender.
2 In case of any contradictions, the responses provided in this table shall
prevail.
3 Deviations: Refer to Deviation Clause in the tender. Deviations should me
be mentioned only in the Deviation Form. Deviations having commercial
implications, if accepted, shall be suitably loaded for evaluation purpose.
Sl.No. Description Bidders Confirmation
1 Confirm that you have not been black listed, banned
or delisted by any Government or Quasi
Government agencies or PSUs. Please upload the
declaration as per the specimen given in the tender
2 Technical: Confirm acceptance of Technical
Specifications and Scope of Work as given in this
tender.
3 Firm Prices: Confirm quoted prices will remain
FIRM and Fixed till complete execution of order
4 Payment Terms: Confirm acceptance of payment
terms as specified in the tender
5 Delivery Period: Confirm Acceptance of Delivery
Period as specified in the tender
6 Delayed delivery Or Liquidated Damages:
Confirm acceptance of delayed delivery clause as
specified in the tender
7 In case of delay in Delivery due to reasons
attributable to Bidder, confirm that any new or
additional taxes and duties, imposed after
contractual delivery dates shall be to Bidder's
account
8 Terms and Conditions: Confirm acceptance
of Instructions to Bidders, Special Terms and
Conditions, General Terms and Conditions as given
in this tender.
9 Indicate whether a Government Of India
undertaking.
Indicate whether registered under NSIC/MSME. If
registered, please upload the certificate.
10
NSIC/MSME Registration Certificate is valid up to
date

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11 In case of Micro and Small enterprises, if you belong

to SC ST category please attach copy of your
certificate
12 If you are Micro or Small industry , kindly upload
proof to substantiate the same like documents
showing value of assets like plant and machinery
13 In case registered with NSIC, please confirm
whether the quoted item is included in the
registration certificate. Please also provide the
value limit given in the NSIC certificate.
14 Confirm acceptance of Conciliation clause as given
in the General Terms and Conditions
Offers not accompanied by this Agreed Terms &
15 Conditions are liable for rejection without recourse
to the Bidder.
16 All Correspondence should be in English Only.
17 Confirm submission of HSCN or SAC Code
18 GST % quoted in the tender

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Particulars of Bidder & Organization Data Annexure 5

Please furnish the following details

1. Name of the Tenderer :

2. Address :

Tel No. :
Cell no. :
Fax. No. :
E-mail ID :

3. PAN NUMBER :

4. Constitution of the firm :

( Sole Proprietor / Partnership/Limited)

5 Name & address of the Proprietor / :

Partners / Directors with % of share
holding.
a) Registration No.

CGST/SGST registration or any other

w.r.t GST changes as required:

v. Micro Small Enterprise (MSE)/NSIC :

vi. PF & ESIC :

Copies of Registration Certificates for all above to be uploaded.

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Annexure 6

ON LETTER HEAD

Declaration regarding PAN and GST

I/We hereby declare that my/our PAN No. is ____________________ and is falling under
the jurisdiction of Commissioner of Income Tax ________________.

I/We hereby declare that my/our GST No. is ____________________

It is hereby declared that the said PAN No. and GST no. are correctly stated.

Name of Bidder _________________________________

Signature & Seal of Bidder _________________________

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Declaration regarding relative of HPCL Directors Annexure 7

The Tenderer is required to state whether he/ she is a relative of any Director of the
HPCL or the tenderer is a firm in which Director of HPCL or his relative is a partner
or is any other partner of such a firm or alternatively the Tenderer is a private
company in which Director of HPCL is member or Director, (the list of relative(s) for
this purpose is given below)

N.B: Strike off whichever is not applicable. If the tenderer employs any person subsequent
to signing the above declaration and the employee so appointed happens to be relative of
the Officer of the HPC/ Central/ State Government, the tenderer should submit another
declaration furnishing the names of such employees who is/are related to the Officer/s of
the HPC/ Central/State Government.

Date: ______________ Name: ________________________

Place: ______________ Designation: ___________________

LIST OF RELATIVES
A person shall be deemed to be a relative of another, if any and only if,
i) He / She / They are members of Hindu Undivided family or
ii) He / She / They are Husband & Wife or
iii) The one is related to the other in the manner indicated below.

1. Father 12. Son’s Daughter

2. Mother (including Step Mother) 13. Son’s Daughter’s Husband
3. Son (including Step Son) 14. Daughter’s Husband
4. Son’s Wife 15. Daughter’s Son
5. Daughter (including Step Daughter) 16. Daughter’s Son’s Wife
6. Father’s Father 17. Daughter’s Daughter
7. Father’s Mother 18. Daughter’s Daughter’s Husband
8. Mother’s Mother 19. Brother (including Step Brother)
9. Mother’s Father 20. Brother’s Wife
10. Son’s Son 21. Sister (including Step Sister)
11. Son’s Son’s Wife 22. Sister’s Husband

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Annexure 8

(To be submitted on Letter head / emblem)

BIDDER DECLARATION REGARDING LAND BORDER SHARING

I have read the clause regarding restrictions on procurement from a bidder of a country which
shares a land border with India; I certify that M/s ________________________ is not from such
a country or, if from such a country, has been registered with the Competent Authority.

I hereby certify that M/s ________________________ fulfills all requirements in this regard and
is eligible to be considered. [Where applicable, evidence of valid registration by the Competent
Authority has been attached.] Date Signature ___________ Place Stamp / seal

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Annexure 9

BANK GUARANTEE FOR SECURITY DEPOSIT

(On Non-Judicial stamp paper of appropriate value)

TO : Hindustan Petroleum Corporation Limited

(Address as applicable)

IN CONSIDERATION OF MESSRS. HINDUSTAN PETROLEUM CORPORATION LIMITED,

a Government of India Company registered under theCompanies Act, 1956, having
its registered office at 17, Jamshedji Tata Road, Bombay-20 (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 fulfilment and
performance

of the said order

b) 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 Bank Guarantee for the security deposit.

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
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to pay to "the Corporation"without any demur on first demand an amount not

exceeding r........... (Rupees.............................only) against any loss ordamage, costs,
charges and expenses caused to or suffered by "the Corporation" by reason of non
performance and fulfilment or for 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" all the rights and defenses 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.

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5. However, it has been agreed between "the Supplier" and "the Corporation" Bank
Guarantee for security deposit is Valid upto a period of 3 (Three) months beyond
the expiry of the defects liability period as per the terms of the Order
No……………………..dated ……………

6. Not withstanding anything contained herein above :

i. Our liability under this guarantee shall not exceed r ..........

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

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a person authorised to sign on behalf of "the Bank")*

Annexure 10

COMPOSITE BANK GUARANTEE FOR SECURITY DEPOSIT/ RETENTION MONEY/

PERFORMANCE GUARANTEE

(On Non-Judicial stamp paper of appropriate value)

To: Hindustan Petroleum

Corporation Limited (Address as
applicable)

IN CONSIDERATION OF HINDUSTAN PETROLEUM CORPORATION LIMITED, a

Government Company registered under the Companies Act, 1956, having its
registered office at 17, Jamshedji Tata Road, Churchgate, Mumbai- 400020
hereinafter called "The Corporation" (which expression shall include its successors in
business and assigns) having placed an order on M/s............................. a sole
proprietor business/a company registered under the Companies Act its office at
.............. hereinafter called "the supplier" (which expression shall include i t s
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 work/ providing services for "the Corporation" and "the
Corporation" having agreed :
a. not to insist upon immediate payment of Security deposit for the fulfilment and
performance of the said order and agreed to accept a Bank Guarantee in lieu thereof;
b. not to deduct retention money from the bills of the supplier and accept a Bank
Guarantee in lieu thereof;
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

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composite Bank Guarantee for the security deposit, retention money and
performance guarantee;

2) We, __________________________Bank having its office at

______ (hereinafter referred to as "the Bank" which expression shall include
its successors and assigns) at the request and on behalf of "the supplier", hereby
unconditionally and irrevocably agree to pay to "the Corporation" without any demur,
on first demand, an amount not exceeding r ...........
(Rupees.............................only) against any loss or damage, costs, charges and
expenses caused to or suffered by "the Corporation" by reason of non-performance
and fulfilment or for any breach on the part of "the supplier" of any of the terms and
conditions of the said "order".

3) We, ............................. Bank further agree that "the Corporation" shall be the Sole
Judge as to 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 the loss, damage, cost, charges and expenses suffered or incurred or
which 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 Supplier" may be entitled to.

4)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 demandand without any demur,
notwithstanding any dispute raised by "the Supplier" or the pendency of any suit or
otherlegal proceedings including arbitration or conciliation pending before any court,
tribunal or arbitrator or conciliator(s) relating thereto, our liability under this guarantee
being absolute and unconditional.

5)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

Central Procurement Organisation (Mktg.)

 Hindustan Petroleum Corporation Limited
Services for Facilitating Development and Supervision of Page 35
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Oil & Gas sector at India Energy Week 2025

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.

6) However, it has been agreed between "the Supplier" and "the Corporation" that
there shall be only one Composite Bank Guarantee for the security deposit and
performance guarantee/Retention Money @ _ _ % of the Contract Value, valid
till the end of the defect liability period as per the terms of the P.O. No. dated
______ . This guarantee shall stand and remain valid towards the % retention
money/defects liability, fully valid in all respects unto a further period of 3 (three)
months, as per the Purchase Order of "the Corporation".

7) 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 _ _ _ _ _ ( date) ;
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 6 0 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/ balance value of the Guarantee till its expiry.

8) We, ........................................ Bank further undertake not to revoke this guarantee

during its currency except with the previous consent of "the Corporation" in writing.

9) 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".

Central Procurement Organisation (Mktg.)

 Hindustan Petroleum Corporation Limited
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IN WITNESS WHEREOF the Bank has executed this document on this ............ day
of ..........................., 20__ .

For
........................................................................
Bank

(by its constituted attorney)

(Signature of a person authorised to sign on
behalf of "the Bank")*

Central Procurement Organisation (Mktg.)

 Hindustan Petroleum Corporation Limited
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Annexure 11
Bid Declaration to be given by Bidders seeking exemption from EMD
payment
(On letter head)

We M/s_________________________(Name of the firm), declare that if we withdraw or modify

our Bids during the period of validity, or if we are awarded the contract and we fail to sign the
contract, or to submit a performance security (SD/CPBG) before the deadline defined in the
request for bids/ request for proposals document/ PO/LOA, we will be suspended for a period
of one year from being eligible to submit Bids/ Proposals for contracts with the Procurement
Authority. If Bid declaration is not given, such bids shall be rejected.

We M/s_________________________(Name of the firm), confirm that we have submitted a

copy of the relevant registration certificate or other such document specified by Government of
India (currently Udyam Registration Certificate) along with the bid.

Signature & Seal of Bidder

Date:

Central Procurement Organisation (Mktg.)

 Hindustan Petroleum Corporation Limited
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Formats for Use/Reference, as applicable:

GENERAL IRREVOCABLE POWER OF ATTORNEY

We, the undersigned (1) Shri ________________________________ (2) Shri _________________________

(3) Shri ___________________ all residing at _________________ the Partners / Directors of M/S
__________________________ having its registered office at _________________________________ do
hereby nominate, authorize and appoint Shri __________________________________ & Shri
_____________________ who are our Partners/Directors in the firm to act as attorneys of our
firm M/S ____________________ with full power and authority to exercise the following powers
or any of them on our behalf and on behalf of our firm:

i) To sign, seal, execute, perfect and/or complete the tender document of

__________________________________________ and also other relevant documents
required by __________________ Corporation Ltd. (hereinafter called The Company)
in respect thereof.

ii) To negotiate, enter into correspondence with the Company and do all and
everything necessary suitable or proper with regard to the said tender for
_____________________________________.

iii) To sign, seal, execute, perfect and/or complete Contract Agreement and all and/or
any other document, Indemnity Bond etc. Required by the Company in connection
with the said Contract Agreement.

iv) To do all acts, deeds, as may be necessary for and incidental to the execution of
proper performance of the said contract agreement with HPC.

We the said partner(s) do hereby agree to allow verify and confirm all and whatsoever the
said Shri. __________________, and Shri____________________ shall or may do or cause to be done in
or about the said tender and the Contract Agreement, the execution and proper
performance thereof by virtue of these presents.

This Power of Attorney shall remain irrevocable till the validity period of our quotation/
Contract Agreement / or refund of our Security Deposit whichever is later.

In witness whereof, we have hereunto set and subscribed our hands at ____________ this
_________ day of ____________ Two thousand two ______________.

Signatures

Signed, Sealed and delivered by 1) Shri___________________

the within named partners/ 2) Shri___________________
Directors of M/S _____________ 3) Shri___________________

Before me.
Notary public
(Notary's Stamp)

Central Procurement Organisation (Mktg.)

 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025

HINDUSTAN PETROLEUM CORPORATION LIMITED

Invitation to Bid Document
For

Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas sector at India Energy Week 2025
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025

Table of Contents:

Sr. No Description

Abbreviations used in this Tender

1 INSTRUCTION TO BIDDERS
2 INTRODUCTION AND SCOPE OF WORK
3 PAYMENT TERMS
4 DELIVERY SCHEDULE
5 CONTACT DETAILS
6 SPECIAL TERMS AND CONDITIONS
7 SCHEDULE OF QUANTITIES
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025

Abbreviations used in this Tender

Sr. No. Abbreviation Meaning

1 PO Purchase Order
2 IEW India Energy Week
3 OGMCs Oil and Gas Marketing Companies
4 MoPNG Ministry of Petroleum and Natural Gas
5 PAN Permanent Account Number
6 EMD Earnest Money Deposit
7 BG Bank Guarantee
8 CPBG Composite Performance Bank Guarantee
9 SD Security Deposit
10 MSE Micro & Small Enterprises
11 GST Goods and Service Tax
12 PLR Prime Lending Rate
13 DD Demand Draft
14 GTC General Terms and Conditions
15 SBI State Bank of India
16 SOR SCHEDULE OF RATES
17 GST GOODS AND SERVICE TAX
18 CGST CENTRAL GOODS AND SERVICE TAX
19 SGST STATE GOODS AND SERVICE TAX
20 IGST INTERGRATED GOODS AND SERVICE TAX
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025

1. INSTRUCTION TO BIDDERS:
1. This is only an e-Tender Enquiry and not an order. HPCL reserves the right to cancel it at anystage
without assigning a reason.
2. The tender should be submitted online only, by the stipulated due date and time, as specified in the
tender. Late / delayed tenders submitted on line after the due date and time, for whatsoever
reasons will not be considered. Offers sent through post, telegram, fax, telex,e-mail, courier will
not be considered.
3. All communication regarding the tender including queries, if any, and submission of offers shall
be done online.
4. Deleted
5. Deleted
6. Bidders shall be required to arrange all resources, including Digital Certificate and Internet
connections at their own cost, for participating in online tenders

7. HPCL shall not be responsible for any delays reasons whatsoever in receiving as well as
submitting offers, including connectivity issues. HPCL shall not be responsible for any postal or
other delays in submitting EMD / tender cost wherever applicable.

8. HPCL will not be responsible for the cost incurred in preparation and submission of bids
including the cost of digital certificate, regardless of the conduct of outcome of the biding
process.

9. Bidders are requested to quote unit rates (per unit quantity) in the on-line price bid only.

10. Please do not quote / mention rates anywhere else in the tender other than online price bid.
In case bidders quote rates at any other place (other than online price bid), THE OFFER OF
PARTY SHALL BE REJECTED.

11. Bidders should only quote unit basic rate in the online priced bid format. However, all taxes
and duties as applicable for the tender shall be quoted in the tax section online by the bidders.
In case bidders do not quote any tax component/charges or mention the same as
considered that all the taxes/charges are included
in rates quoted by the bidder and the same shall be binding to the bidder.

12. Request for extension of tender submission due date, if any, shall be considered at the sole
discretion of HPCL however, request for extension received within two (2) days for limited
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025
tenders / three (3) days for public tender of tender submission due date /time shall not be
considered.

13. HPCL may, at its discretion, on giving reasonable notice online to extend the bid due date, in
which case all rights and obligations of the HPCL and the Bidders, previously subject to the bid
due date, shall thereafter be subject to the new bid due date as extended.

14. Please note that queries related to scope of job, tender specifications, terms & conditions etc.
should be submitted online thru email Id’s of the Officials mentioned in tender document
within two days from the date of pre-bid meeting. The reply of queries sent by bidders/
messages issued by HPCL pertaining to tender shall be available on tender message board.
HPCL, at its sole
discretion, may not entertain the queries sent by post / fax/ e-mail or through any other mode
of communication.

15. BID CLARIFICATIONS/AMENDMENTS BY HPCL: HPCL may issue clarifications / amendments in

the form of online addendum / corrigendum during the bidding period and may also issue
amendments subsequent to receiving the bids. Bidders shall consider the addendum/
corrigendum/ Messages on Message Board while quoting for the tender. Bidders shall examine
the Bidding Document thoroughly and submit to HPCL, any apparent conflict, discrepancy or
error. HPCL 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.

16. In case any deviation sought by bidder is accepted by HPCL, HPCL reserves the right to suitably
load the bidder for evaluation purpose only.

17. Deleted
18. Bidder submission file size limit is limited. However, bidders must attempt to submit bids only
in non-peak hours as there could be chances of packet droppings in peak hour. Further, bidders
must be educated on efficient scanning techniques at lower dpi so that more no of pages can
be scanned by them within lesser file size limits. Lower file size would also mean, easier
submission of bid documents by the vendor.

19. Effective 29-01-2019, the generated Vendor bids shall contain only following three components
(excluding complete tender specification document):
i.) Tender Header Information (E.g., Tender No. / Tender Title / Publish Date / Due Date etc.)
ii.) Tender Line Information (E.g., Item No. / Description / Unit of Measure / Quantity etc.)
iii.) Vendors Uploaded Document (E.g., Credentials, Declarations, Deviation etc.)
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025

This initiative will drastically reduce the size of the bid generated and submitted by vendors(as the
tender specs will not be repeated in the bid generated by vendor). It will greatly ease the vendors
in the process of generating bids (of smaller size) and will be easier to submit a confirmation on
having seen and understood the tender specification document as a part of system generated bid
document.

20. Purchase Preference

1. Purchase preference under MII is applicable
2. Purchase preference to MSE is applicable

21. Regarding Modus operandi of this standing order:

1) HPCL proposes to develop a standing order with the total financial limit of Rs 28 Lakhs
(excluding GST), for a period of operation of 6 months.
2) The total financial limit mentioned herein, is only indicative figure and should not be treated
as any commitment from HPCL.
3) The rates quoted by the vendors, should be firm during the entire period of operation of
this rate contract. No escalation in the rates quoted by the vendors, due to any reasons,
shall be entertained.
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025
2. INTRODUCTION AND SCOPE OF WORK:

HPCL has been assigned by MoPNG to put up the “Renewables “Stall for the Oil & Gas Sector
in the upcoming India Energy Week 2025 to be held in February 2025.

HPCL is seeking services from reputed agencies for overall conceptual theme design,
especially facilitating the development and supervision of the stall attributes and content
meeting International standards of Pavilions in Global Exhibitions. The Stall aims to depict
India's Renewable Energy Journey and envisioned trajectory of India's Oil & Gas Sector's shift
to renewable energy, its application in the sector, and its anticipated advancements as a
central theme, in line with the theme of "Viksit Bharat."

India Energy Week 2025 (IEW 2025):

The third edition of India Energy Week is set to solidify its position as a pivotal meeting
place for the global energy industry.
Taking place between 11 – 14 February 2025 in New Delhi, India, under the patronage of
the Ministry of Petroleum and Natural Gas, India and jointly organised by Federation of
Indian Petroleum Industry (FIPI) and DMG Events, India Energy Week will convene the
global energy industry to address the most pressing challenges facing the sector, offering
an influential platform for collaboration and innovation that will shape the future of
energy worldwide.
As India emerges as a global leader in the energy transition and a major player in the
global economy, India Energy Week 2025 will showcase the nation's model for a low-
carbon growth economy. The event will highlight India's commitment to energy access,
security, and sustainability, featuring innovative solutions, ambitious decarbonisation
targets, and significant investment opportunities. By fostering global collaboration and
showcasing India's rising influence in the world through its economic and geopolitical
leadership, India Energy Week 2025 will demonstrate India's leadership in driving
measurable progress towards a cleaner energy future for all.

2.1. Validity of PO

The order on services shall be valid for 3 months from the date of issuance of PO.

2.2. Scope of work:

HPCL is seeking services for facilitating strategy and supervising development for the
“Renewable Energy” Pavilion for the Oil & Gas Sector, aligned with the “Viksit Bharat
2047” vision. The services required will include but not limited to:
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025

• Research and Data Analysis

• Facilitating Strategy & Supervising Development
• Writing and Editing
• Supervise/Facilitate Visual Content Creation & Designing

Zone wise Themes:

Title: "India’s Renewable Energy Journey: OGMCs Under MoPNG Powering a

Greener Future"

Basic Intent -Development of Content:

o Showcase India’s renewable growth story and turnaround from solar module
importer to exporter.
o Highlight the significant strides made by the Oil & Gas sector in embracing
Renewable Energy, illustrating their goals, current achievements, and future
pathways.
o Exhibit the complete story of how renewables are transforming the Oil & Gas
industry and the critical role they play in driving sustainable solutions.
o Showcase cutting-edge technologies, ongoing developments, and future goals
in renewable energy.

ZONE 1: India’s Renewable Energy Growth Story

• Features: A comprehensive digital timeline and VR experiences showcasing
India’s achievements from COP 21 commitments to current phase and future
. India’s growth story in solar module manufacturing from importer to
exporter
• Description: A wall-sized, touch-sensitive digital timeline highlighting India's
renewable energy evolution and key milestones.
• Swipe Functionality: Visitors navigate through significant events, policies, and
technological breakthroughs.
• Visitor Experience: Offers an engaging exploration of India’s RE roadmap and
future visions.

Zone 2: Renewable Energy Strategy and Roadmap of OGMCs

• Features: Interactive panels displaying India's OGMCs renewable energy
targets, current capacity, and the RE roadmap contributing towards India’s
vision of Renewable energy Capacity Building
• Description: A digital journey/virtual reality experience transporting visitors
to RE roadmap of OGMCs and future scenario.
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025
• Touch Selection Functionality: Visitors can select OGMC interactively and
view its RE Roadmap
• Visitor Experience: Provides an immersive understanding of the Ministry's
integration plans across the Oil& gas sector.

ZONE 3: Renewable Energy Applications Across the Oil & Gas Sector
o Retail Outlets & EV Charging Stations: Powered by solar energy. (Digital
display)
o Refineries: Utilizing wind and solar power for its Greening needs. (Digital
display) & Renewable Energy role in Green Hydrogen for Refineries
o 3D physical model - which will showcase the emerging Renewable energy
technologies and the applications across the Oil & Gas sector Value chain
(current and futuristic-Viksit Bharat) to ensure an interactive and visually
appealing experience for visitors
o Marketing Locations & Pipelines – Green power supply –thru solar power
projects, open access & wind projects. (Digital display)
o Upstream Oil Wells: Powered by green energy solutions. (Digital display)
• Interactive Elements: LED pathways illustrating energy flow and application.
• Interactive Narratives: Provide insights into Greening Initiative by OGMCs

Zone 4: Innovative Renewable Energy Projects/ New Technologies in Renewable

Energy & Developments by PSUs
o Features In 3D physical Model PSPs: Pumped Storage Projects which are a
key component of India’s energy strategy to support renewable integration,
enhance grid reliability, and resilient energy system. (This model maybe
merged in Zone 3, if it jives with the Theme design)
o Description: New Developments in RE: HJT Technology, Robotic cleaning,
Wind Turbines – 4MW, Offshore wind, Tidal, Geothermal
• Digital Engagement: AR displays -visualize the impact of these technologies.
• Exhibits: ONGC/OIL /IOCL/BPCL/HPCL/GAIL: Geo Thermal, Batteries etc.

2.3. Objective:

The content developed should be such that same maybe displayed Through Immersive
Displays through AR, VR, Interactive Kiosks, Digital displays

a. Engage Visitors: Create an immersive and interactive environment that captivates

visitors and encourages exploration.
b. Educate and Inspire: Inform visitors about India's renewable energy initiatives,
technologies, and future plans and India’s RE growth story.
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025
c. Highlight Innovation & Application: Showcase the most innovative RE projects
and technologies developed by the Ministry and its PSUs and RE applications
across the Value chain of OGMCs
d. Promote Sustainability: Use eco-friendly materials and designs to reflect the
stall's commitment to environmental responsibility.
e. Enhance Brand Image: Reinforce India's position as an emerging global leader in
renewable energy.

2.4. Branding and Messaging

Strategic branding throughout the stall will communicate India's leadership and
commitment to renewable energy:
a. Tagline: “Fueling the Future with Renewable Power.”
b. Key Messages:
i. "India’s Oil & Gas Sector: Embracing a Renewable Future."
ii. "Innovating Today for a Greener Tomorrow."
iii. "India: A Global Leader in Renewable Energy."
c. Visual Branding: Consistent slogans and color schemes

2.5. Detailed Scope of Work - Renewable Energy Stall

A. Research and Data Analysis:

• Gather the latest data and research on renewable energy from MNRE/MoPNG/NITI
Aayog/CEA/IEA other verified agencies for creating information on Renewables status
in India and project India’s growth story till 2047.
• The main driving policies and incentives being offered by Govt which are leading to
growth in Renewable energy in India and touching the lives of common people in
India (ex PM Kusum, PM Suryaghar Yojana etc.)
• Research to gather applications of renewable energy across the Oil & Gas PSUs to
support facilitating development and supervision aligned with the players' strategy
in renewable energy adoption/investments, with current and evolving use cases
across the value chain.
• Gather detailed information, company-wise, on projects, developments, and
renewable energy strategies available in the public domain.
• Technological details & assimilative comparison of Emerging Renewable Energy
technologies in India (Example- CSP, solar walls, curved solar, BESS, PSPs,
Geothermal, Offshore wind, Wave & Tidal energy etc)
• Gather details for 3D model building showing Renewable energy applications across
the Oil& Gas Sector (current & futuristic) coupled with Renewable Energy
Technologies (existing & emerging).
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025

B. Facilitating Strategy & Supervising Development:

• Facilitate the development and supervise the strategy that outlines key messages,
target audiences, and delivery formats for the Renewable Energy Pavilion. A core
aspect would be supporting the development and supervision of material
representing the Oil & Gas value chain, with use cases and key PSU players’ actions,
aligned with the Viksit Bharat theme.
• Facilitate the development of the overall design for the zones in terms of layout and
type of display (immersive, AR, VR, digital, interactive, touch screen, etc.).
• Crafting engaging and informative content for theme that showcases renewable
energy applications across the Oil & Gas value chain, environmental sustainability,
social progress, and economic growth
• Facilitate the development and supervision of materials that will showcase projected
renewable energy applications across the Oil & Gas sector in India by 2047, in line
with the Viksit Bharat theme.
• Development of Oil & Gas Industry template for showcasing and compiling the
information received to develop the final content and road map of Oil& Gas sector in
Renewable energy in line with Viksit Bharat
• Content strategy and detailed content in form of slides or formats which can be be
showcased digitally.
• Supervise the development of slides and formats for digital displays
• Detail out the videos that can be put up across the Four Zones listed with content for
the videos and provide informative videos for editing.
• Finalizing the overall content strategy for 3D Physical model -listing the applications
of RE in Oil& gas sector (current & future. Ex – Retail Outlets, Refineries with Green
power, EV charging, solar on rooftops, small wind turbines, offshore & tidal energy
for offshore wells etc), the RE generation sources to be shown, approx. area layout
and layout design of the various components to give an integrated model design.

C. Writing and Editing:

• Support in crafting engaging and informative content including promotional material,
handbook, pamphlets and digital content, ensuring clarity, accuracy, and alignment
with the “Viksit Bharat 2047” vision.
• Facilitate development of content for quizzes on renewable energy, which can be
implemented through interactive kiosks.

D. Supervise/Facilitate Visual Content Creation & Designing:

• Create and supervise design infographics, charts, and other visual aids to complement
written materials and enhance audience understanding.
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025
• 3D model design support: Assisting with the design and layout of the 3D physical
model which will showcase the emerging Renewable energy technologies and the
applications across the Oil & Gas sector Value chain to ensure an interactive and
visually appealing experience for visitors. Provide details of elevation, height, model
design, movements of components and energy flow diagram for the 3D Physical
model enabling final design sheet which can be handed over to Model maker for
construction.

2.6. Deliverables
• Define content strategy encompassing all the Zones and material preparation
support for the Renewable Energy Pavilion.
• Supervise the overall design of the zones in terms of layout and type of display
(immersive, AR, VR, digital, interactive, touch screen, etc.).
• Development of materials for all four zones, which can be presented in slides, digital
displays, and scroll-downs.
• Facilitate Content for 1 nos separate Interactive Kiosk with quizzing on Renewable
energy.
• Develop a template for the Oil & Gas industry to showcase and compile information
: Development of Oil & Gas Industry template for showcasing and compiling the
information received to develop the final content and road map of Oil& Gas sector
in Renewable energy in line with Viksit Bharat. Having Company wise roadmap
content which can be viewed by selection
• Facilitate the development of promotional materials, including pamphlets,
handbooks, and digital content, ensuring alignment with Viksit Bharat 2047.
• Supervise Final design and layout of the 3D physical model which will showcase the
emerging Renewable energy technologies and the applications across the Oil & Gas
sector Value chain including elevation, sectional drawing, dimensions, model
components design, movements of components and energy flow diagram for the 3D
Physical model and final design sheet which can be handed over to Model maker for
construction
• Applicable generic videos – 10 nos each for each Zone of approx. 1-3 minutes
• Provide Content for AR, VR, digital, scrollers, displays in each zone
• Suggestions for usage of Eco-Friendly materials, design elements, colour palette.
• Timelines of Deliverables
o 3D physical model design to be submitted with due approval by HPCL within
15 days of placement of PO.
o Oil& Gas Industry template submission: Within 10 days of placement of PO
o Zone wise draft content within 30 days of placement of PO.
o Other deliverables within 60 days of placement of PO.
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025

3. PAYMENT TERMS:

S. No Stages % of Lumpsum Cumulative %

Amount
1 3D physical model design to be 20% 20%
submitted with due approval by
HPCL and acceptance by Model
maker
2 Oil& Gas Industry template 20% 40%
finalization with data
3 Zone wise Content 20% 60%
4 Completion of all other 40% 100%
Deliverables

4. DELIVERY SCHEDULE:

Validity of Order 3 months

Date of completion of project 2 months from date of PO Placement.

Note:
No deviation/ escalation in rates shall be permitted for entire period of validity
/ extended validity of the purchaseorder.

Payment will be made within 30 days of receipt of duly certified bills, along with
Invoice and supporting documents, from Disbursement Dept. Integrated Financial
Services, 2nd and 3rd floor, Priyadarshini Building, Sion, Mumbai-400022

Travel cost for meetings, visits and proposal presentations to be included in lump
sum quote. Lodging, boarding, and local transportation charges are also to be
included in lump sum quote. Noseparate payment shall be made by HPCL other
than rates quoted in SOQ.
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025

5. CONTACT DETAILS:

CONTACT PERSONS FOR TECHNICAL/COMGERCIAL CLARIFICATIONS

CONTACT PERSONS NAME/ LAND LINE EMAIL ID
DESIGNATION/LOCATION NO
/MOBILE NO
022-22068252
Mr. Anand Kujur
Technical
DGM- Business [email protected]
Query
Development Biofuel &
Renewables SBU
9460926198
Mr. Murlidhar
Officer Projects- Bio fuel [email protected]
and Renewables SBU
KANGANE HARSHADA
Commercial JAGANNATH
9819543161 [email protected]
Query Manager-Procurement
CPO, WZ
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025

6. SPECIAL TERMS AND CONDITIONS:

1.0 GENERAL

1.1 Special conditions of contract shall be read in conjunction with the General Conditions
of Contract, Scope of work, job description and specification of work, drawing and any
other documents forming part of contract wherever context requires.

1.2 Notwithstanding the subdivision of the document into these separate sections, every
part of each shall be deemed to be supplementary of every other part and shall be read
with and intothe contract so far as it may be practicable to do so.

1.3 Wherever any portion of the General Conditions of Contract is repugnant to or at

variance withany provisions of the Special Conditions of Contract, then unless different
intention appear, theprovisions of the Special Conditions of Contract shall be deemed to
override the provision of General Conditions of Contract only to the extent that such
repugnancy or variance cannot bereconciled with the tender conditions of the contract
and shall be to the extent of such repugnancy of variances, it is understood that the
provisions of General Conditions of Contractshall otherwise prevail.

1.4 Wherever it is stated anywhere in this tender document that such and such a supply is
to be made or/and such and such work is to be carried out, it shall be understood that the
same shallbe done by the contractor at his own cost, unless a different intention is
specifically and expressly stated herein or otherwise explicit from the contract.

1.5 In the absence of any Standard / Specifications / Codes of practice for detailed
specifications covering any part of the work covered in this bidding document, the
instructions / directions ofHPCL will be binding upon the BIDDER.

1.6 In case of contradiction between relevant International / Indian standards, GCC, Special
Conditions of Contract, Specifications, Drawings and Schedule of Rates, the following
shall prevail in order of precedence.

a. Detailed Purchase Order along with Statement of Agreed Variations, if any,

and itsenclosures.
b. Schedule of Rates with Quantities.
c. Fax of Intent (FOI)/Letter of Intent (LOI)
d. Scope of Work
e. Technical Specifications
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025
f. Drawings
g. Special Conditions of Contract
h. General Conditions of Contract
i. Instructions to Bidders
j. Relevant Indian / International Standards/ Specifications.

2. COMPOSITE PERFORMANCE BANK GUARANTEE:

Security Deposit cum Performance Bank Guarantee (SD/PBG) as per the format given,
shall be furnished in favor of Hindustan Petroleum Corporation Limited (HPCL). The
Successful Bidder shall submit Security Deposit cum Performance Bank Guarantee of 10%
of Consultancy Contract Price within two weeks after issuance of LOA/PO. The validity
period of PBG should be for a total period up to Twelve (12) months (Claim Validity of
additional 3 months i.e., BG Validity + 3 Months i.e., 18 months) from the date of LoA/PO.

3. APPLICABILITY OF PRICE REDUCTION

Reference is made to the GTC attached with this tender for applicability of Price
Reduction. For any delay in completion of the works beyond the time periods specified
above for reasons attributed to the Consultant, Price Reduction will be applicable.

In case of any delay in completion of the work beyond the CDD, the Owner shall be
entitled to be paid Price Reduction by the Contractor. The price reduction 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 price reduction 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.
 HINDUSTAN PETROLEUM CORPORATION LIMITED
Services for Facilitating Development and Supervision of "Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025

7. SCHEDULE OF QUANTITIES:

Sr No Item Description UOM Qty

1 Services for Facilitating Development and Supervision of LS 1
"Renewable Energy" Pavilion for the
Oil & Gas Sector at India Energy Week 2025
 Special Terms and Conditions of Contract
1. GENERAL
a. Special Terms and Conditions of contract(STCC) shall be read in conjunction
with the General Conditions of Contract (GTCC) also referred to as General
Terms & Conditions of Works Contract, Schedule of Rates, specifications of
work, drawings and any other document forming part of this Contract
wherever the context so requires.
b. Notwithstanding the sub-division of the document into these separate
sections and volumes, every part of each shall be deemed to be
supplementary of every other part and shall be read with and into the
Contract so far as it may be practicable to do so.
c. Where any portion of the GTCC is repugnant to or at variance with any
provisions of the Special Conditions of Contract, then unless a different
intention appears, the provision(s) of the Special Conditions of Contract
shall be deemed to override the provision(s) of GTCC only to the extent
that such repugnance or variations in the Special Conditions of Contract
are not possible of being reconciled with the provisions of GTCC.
d. Wherever it is stated in this Bidding Document that such and such a supply
is to be affected or such and such a work is to be carried out, it shall be
understood that the same shall be affected and /or carried out by the
Contractor at his own cost, unless a different intention is specifically and
expressly stated herein or otherwise explicit from the context. Contract
Price shall be deemed to have included such cost.
e. The materials, design & workmanship shall satisfy the applicable relevant
Indian Standards, the job specifications contained herein & codes referred to.
Where the job specifications stipulate requirements in addition to those
contained in the standard codes and specifications, these additional
requirements shall also be satisfied. In the absence of any Standard /
Specifications / Codes of practice for detailed specifications covering any part
of the work covered in this bidding document, the instructions / directions of
Engineer-in-Charge will be binding upon the Contractor.
f. In case of contradiction between relevant Indian standards, GTCC, Special
Conditions of Contract, Specifications, Drawings and Schedule of Rates, the
following shall prevail in order of precedence.
(i) Detailed Purchase Order along with Statement of Agreed Variations, if
any, and its enclosures.
(ii) Schedule of Rates with Quantities.
(iii) Fax of Intent (FOI)/Letter of Intent (LOI)
(iv) Drawings / Data Sheets
(v) Scope of Work
(vi) Standard Specifications
(vii) Special Terms and conditions of Contract
(viii) General Terms and Conditions of Contract
 (ix) Instructions to Bidders
(x) Relevant Indian Standards/ Specifications.

2. Deviations:
i. 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.
ii. Offers received from bidders, stipulating deviations to any of the following
clauses, will not be considered for priced bid evaluation:
a. Earnest Money Deposit, Security Deposit & Retention Money.
b. Suspension & Termination
c. Price Reduction Clause
d. Force Majeure
e. Scope of work
f. Arbitration/ CONCILIATION & Integrity Pact
g. Firm Prices
h. Delivery Period

However, HPCL reserves the right to give opportunity to bidder for withdrawal of
deviation to the above clauses. In case, bidders refuse to withdraw the deviation against
above clauses, the offers shall be liable for rejection without any further correspondence
with them.
Deviation sought if any, by the bidder should be submitted through the Deviation Form.
Any deviation not mentioned in this Deviation Form provided in Technical Bid shall
not be considered and such tenders will be evaluated considering only the deviations,
if any, mentioned in the Deviation Form.

3. Loading Factor for Deviations:

In case of deviations raised against payment terms, if not withdrawn during
Technical Evaluation stage, interest for early payment i.e. SBI PLR + 1 % will
be loaded against the quoted rate to arrive at lowest bidder. SBI PLR at the
prevailing rate at the time of tender due date will be considered.

4. Evaluation of Bids:

For supply Items: Bidders shall quote considering all applicable taxes and duties
including GST, TPIA Charges & any the other applicable taxes, levies,
transportation, unloading charges etc.
For work items, Bidder shall quote considering all applicable taxes and duties
including GST & any other applicable charges.

i. Evaluation will be carried out considering the GSTN registration status of

the bidder as under:
a. Registered Vendors: The tax liability will be borne by the vendor and
the same shall be considered for the purpose of evaluating the bid.
 b. Unregistered vendors: The tax liability will be borne by HPCL under
reverse charge and the same shall be loaded for the purpose of
evaluating the bid.
c. Vendors under composition scheme: The rate is considered to be
inclusive of all taxes and no separate tax shall be billed to HPCL and the
bid shall be accordingly evaluated.
d. For this purpose vendor should give status whether Registered,
Unregistered or Composition Scheme.
ii. In case of different rates of GST quoted by the vendors, Corporation reserves
the right to query on the same and adopt the correct classification and GST
rate as considered correct by the Corporation. The decision of Corporation in
this regard will be final and binding on the vendor.
iii. For imports, all relevant costs/taxes (as mentioned elsewhere in the tender
documents) will be included for the purpose of evaluation.
iv. Vendor shall necessarily provide all filled sheets and drawings as
specifically required at the time of technical bid along with the technical
bid, failing which the offer is liable for rejection.

5. Reverse Auction: Not applicable for this tender

a. HPCL reserves the right to carry out Reverse Auction for this tender.
b. The Reverse auction process will be conducted through HPCL reverse
auction module.
c. Terms & conditions and Procedure of Reverse Auction are given in this
tender
d. Bidders are required to confirm their willingness to participate in the
“online Reverse Auction”.
e. Non acceptance of participation in reverse auction process may lead to
rejection of the bids without any further evaluation.
f. Once the quoted price is accepted and contract finalized with the
successful tenderer, the rates shall remain firm for the purchase order
placed.

6. Unsolicited/conditional discounts if offered by any party will not be considered

and offer of party offering such unsolicited discounts are liable to be rejected.

7. Price Bid:
• The prices are to be offered only in the price bid document of e-tender
against the tendered quantity.
• Bidder is required to quote for each line item within a Schedule. Quoting for
all line items in a schedule is mandatory. If the bidder quotes only for a few
line items of a schedule, the bid shall be liable for rejection.
 • Bidders are advised to ensure that Price bid is quoted and uploaded in the e-
Procurement system.
• Quoted price shall include Basic cost, packing charges, Loading charges,
Insurance, Freight, Third Party Inspection Charges and other statutory
charges, if any, excluding GST.
• Bidder is required to quote the applicable GST rates separately in the fields
provided for the purpose.
• Once a price is quoted for a particular line item, the bidder is contractually
bound to supply the item at that price, irrespective of whether the same is
unworkable/ unviable or even zero. Failure to do so shall make the bidder
liable for action including holiday listing.
• In case the tender process including conducting of Reverse Auction is impacted
adversely on account of bidder quoting irrational rates including zero, the
bidder will be disqualified from further evaluation for all the schedules of this
tender, EMD shall be forfeited and suitable action shall be initiated, including
holiday listing.
• Bidders have to ensure that Bid Price is not mentioned anywhere in the Techno
Commercial bid, failing which the bid is liable to be rejected

8. Taxes & Duties:

i. The entire scope of this tender is treated as an Indivisible Works Contract.
ii. Bidders to provide GSTIN number, HSN/SAC Code of the Material/Services
being supplied and the applicable GST rates separately in the space provided
for the same.
iii. The Vendor accepts full and exclusive liability for the payment of any and all
applicable taxes (CGST, SGST, IGST and UTGST) levies and statutory payments
payable under all or any of the prevailing Central/State statues.
iv. The Vendor shall comply with all the provisions of the GST Act / Rules /
requirements like providing of tax invoices, payment of taxes to the
authorities within the due dates, filing of returns within the due dates etc. to
enable HPCL to take Input Tax Credit.
v. In case of imports, vendor shall provide import documents and invoice
fulfilling the requirement of Customs Act and Rules. Vendor will be fully
responsible for complying with the Customs provisions to enable HPCL to
take Input Tax Credit.
vi. In case, HPCL is not able to take Input Tax Credit due to any
noncompliance/default/negligence of the seller of goods / service provider,
the same shall be recovered from the pending bills/dues (including security
deposit, BG etc.).
vii. Vendor shall be responsible to indemnify the Corporation for any loss, direct
or implied, accrued to the Corporation on account of failure of
supplier/service provider to discharge his statutory liabilities like paying
taxes on time, filing appropriate returns within the prescribed time etc.
 viii. Every invoice of the vendor shall contain invoice number, date, GSTIN number
and HSN/SAC code (Harmonized system of Nomenclature/service accounting
code) for the items being supplied or services being provided along with tax
rate.
ix. The Vendor shall mention their registration status (Registered / Composition
/ Unregistered) on the bill/invoice. In case there is change in the Registration
status of the vendor during the execution of the contract the same should be
advised immediately. Due to change in the Registration status from
Composition to Registered vendor etc. Corporation will not be liable for any
additional tax payments.
x. GST (CGST/SGST/IGST/UTGST) as applicable shall be reimbursed for the
supplies/services.
xi. Corporation will be liable to pay only those taxes and levies as indicated by
vendor at the time of Price Bid submission/as agreed subsequently (prior to
opening of priced bids).
xii. Any tax, levies or any other form of statutory levies or cost as on closing date
of the tender will be treated as included in Priced bid. Taxes, Duties, and
Levies not indicated by vendor in the unpriced Bid, but payable, shall be to
Vendor’s account.
xiii. New taxes / change in tax rates / levies imposed by the Indian/State
Governments through Gazette notification after the date of submission of last
Price Bid but prior to Contractual Delivery Date, the Corporation shall
reimburse/ adjust the increase/ decrease in taxes on satisfactory supporting
documents being provided by the vendor.
xiv. In case goods are not supplied/services not provided within the scheduled
delivery period, then the increase in the statutory levies, if any, shall be on
vendor’s account.
9. TCS
• Bidders shall not quote TCS rate/amount anywhere in their bid; otherwise the bid is
liable to be rejected. TCS claim to be made on Face of Invoices/Debit note and routed
through BTS.

• Tax Collection at Source u/s 206C(1H) of Income Tax Act 1961:

A Seller of Goods (“Vendor”) within the requirement of Sec.206C (1H) of
Income Tax Act, 1961, shall claim applicable Tax Collected at Source (“TCS”)
in the Invoice to be issued to HPCL or can claim the same through mutually
agreed separate document. The payment of such TCS shall be made by HPCL
once TCS amount deposited by vendor with the Tax authorities is reflected in
Tax Credit Portal [Form 26AS] of HPCL. HPCL’s PAN Number for the purpose
of TCS is AAACH1118B which is required to be uploaded by the Vendor for
every TCS deposit.

The Vendor is obliged to claim TCS as per the extant statutory provision. HPCL
shall be liable to reimburse appropriate TCS only. HPCL shall not be made
 liable for reimbursement of any higher TCS mistakenly deposited by the
Vendor or in case any wrong deposit of TCS is made by the Vendor to the Tax
authorities on account of HPCL. The Vendor shall be solely responsible for
compliance of TCS provisions, viz., its collection at appropriate percentage, its
remittance to Tax Authorities, filing of applicable/appropriate returns in
stipulated time and issuance of TCS Certificate to HPCL matching with TCS
collected by it from HPCL.

Any liability, claim, proceedings regarding and arising out of TCS compliance
shall be the sole responsibility of Vendor. In case any such claim, liability,
proceedings are initiated against HPCL, which are solely attributable to the
non-compliance of Vendor with the TCS provision, the Vendor undertakes to
indemnify HPCL against all such claims, liabilities and proceedings. Further,
HPCL shall be entitled to deduct any such additional payment liability from
the running bill of the Vendor or its total outstanding.

10. GSTIN Number

a. States where the supplies/services are required are given in the price schedule.
GSTIN details of HPCL for these states can be taken from our website
www.hindustanpetroleum.com.
b. Vendor is required to provide the GSTIN number of state from where supplies
will be made to each of the HPCL delivery locations.
c. In case any changes are warranted during the execution of the contract with
regard to change in state where delivery is required or change in the supply
location of vendor, the same will be made with mutual consent.

11. Price Reduction : Applicable as per GTC.

12. Usage of TReDS Platform by MSME Vendors

The Government has introduced Trade Receivable e-Discounting System (TReDS) which is a
platform approved by the Reserve Bank of India specially for Micro, Small and Medium
Enterprises (MSMEs) to ease and 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.

To facilitate the same, HPCL has been registered as Buyer with all three RBI recognized TReDS
platform provider as below:

• Invoice Mart (A.TREDS Ltd)

• M1 Exchange (Mynd Solutions)
• RXIL (Receivables Exchange of India Ltd)
All MSME vendors with UDYAM REGISTRATION CERTIFICATE are encouraged to get
themselves registered with any one or all of the aforesaid TReDS platforms to avail benefit of
TReDS bill discounting facility. HPCL has also enabled TReDS discounting option in its Bill
Tracking System (BTS) for ease of process during payments post PO placement.

13. Validity of the Offer:

Price(s) offered by the bidders shall be valid for 90 days from the due date/ extended
due date or 30 days from the conclusion date of the Reverse Auction, whichever is
later.

14. Document verification & e-PO

After verification of original documents of successful bidders, POs will be issued
in the form of e-PO, published on our BTS portal. The same is intimated to the
vendor through a system generated mail. The vendor is required to login to the
BTS site and download the digitally signed PO.

15. Defect Liability Period:

As per GTC clause no 5.n. of GTC.

16. DELIVERY, PACKING, LOADING, FORWARDING & UNLOADING.

Materials to be delivered at site on Door - Delivery basis at the address mentioned

in the tender. All supplies shall be covered by adequately strong wooden / metal /
plastic closures / metal ropes during transport. The Loading & Transportation
charges shall also be included in the quoted prices. No separate payment will be
made on this account.
19. Planning and Designing in purview of Vulnerability Atlas of India
Vulnerability Atlas of India (VAI) is a comprehensive document which provides existing
hazard scenario for the entire country and presents the digitized State/UT - wise hazard,
maps with respect to earthquakes, winds and floods for district-wise identification of
vulnerable areas. It also includes additional digitized maps for thunderstorms, cyclones
and landslides. The main purpose of this Atlas is its use for disaster preparedness and
mitigation at policy planning and project formulation stage.
This Atlas is one of its kind single point source for the various stakeholders including
policy makers, administrators, municipal commissioners, urban managers, engineers,
architects, planners, public etc. to ascertain proneness of any city/location/site to
multi-hazard which includes earthquakes, winds, floods thunderstorms, cyclones and
landslides. While project formulation, approvals and implementation of various urban
housing, buildings and infrastructures schemes, this Atlas provides necessary
information for risk analysis and hazard assessment.
 The Vulnerability Atlas of India has been prepared by Building Materials and Technology
Promotion Council under Ministry of Housing and Urban Affairs, Government of India
and available at their website www.bmtpc.org.
It is mandatory for the bidders to refer Vulnerability Atlas of India for multi-hazard risk
assessment and include the relevant hazard proneness specific to project location while
planning and designing the project in terms of:
i. Seismic zone (II to V) for earthquakes,
ii. Wind velocity (Basic Wind Velocity: 55, 50, 47, 44, 39 & 33 m/s)
iii. Area liable to floods and Probable max. surge height
iv. Thunderstorms history
v. Number of cyclonic storms / severe cyclonic storms and max sustained
wind specific to coastal region
vi. Landslides incidences with Annual rainfall normal
vii. District wise Probable Max. Precipitation

Note : If there is any contradiction between various sections of

this tender booklet, the Schedule of Quantities shall hold over
the T e n d e r l i n e d e s c r i p t i o n , w h i c h s h a l l h o l d o v e r
t h e Special Terms & Conditions of Contract, which shall hold over
the Detailed Technical Specifications which shall hold over the
General Terms & Conditions.