Ref.: WL.ENGG.PALLET Subject: PROCUREMENT OF WOODEN PALLETS (SMALL PACKS & BARRELS) AND WOODEN RUNNERS FOR WADILUBE INSTALLATION INTRODUCTION Wadilube Inst. is BPCL’s biggest lube blending and filling plant. It comprises of blending and filling lube oil in various packages from small packs to barrels. After filling in small containers which are packed in cartons need to be stacked on wooden pallets for onward movement and storage of the same and filled barrels, additives barrels needs to be stacked on wooden pallets / runners. ANNEXURE – A SCOPE OF WORK / SUPPLY: 1. Supply of Pallets/ Runners to Wadilube installation (on call off basis): Sr no Description * Qty (yearly requirement) Remark 1 Small pack pallets 800 Storage of Small pails/cases 2 Barrel Pallets 600 Storage of barrels 3 Wooden Runners 2000 Bellying activity- Barrels 4 Wooden Pallets 1200 For export purpose *indicative requirement 2. Quote as per schedule of rates given herewith. 3. Indicate clearly for taxes, duties in your quotation. 4. Total contract period will be for one year. 5. Delivery period: Maximum two weeks from date of call off. call off will be given to you on Telephone/ Email or written (Materials Requisition Note – MRN) 6. Properly signed MRN to be collected from Engineering / Stores Dept. before supply and the same along with challans to be attached with invoice. 7. The tenderer should study all the tender documents carefully and understand the conditions and specification of required materials before quoting. If there are any doubts, he should obtain clarification from Admin dept/Engineering department. BPCL’s decision will be final in terms and quality of all goods supplied by you. 8. SMALL PACK PALLETS :( Refer Enclosure I: drawing Small Pack pallets) 1. Supply of pallets (two way single deck) made up of hard jungle wood of required dimension and quality, machine it perfectly, fit / assemble and manufacture the pallets in dimension as per the drawing attached. 2. The pallets must be firmly secured with the help of nails / screws and metal strips. The top planks of the pallet should be thoroughly screwed with proper screws. The bottom planks can be secured with the help of nails also. 3. No metal strips / screw or nails should protrude out. No broken wooden parts of the pallet shall be left. No sharp edge shall be left. 4. Sample of the pallet is available at our Installation. The party has to visit the Installation for measurement and design the pallet to suit our requirement (If needed). A schematic view of the pallets is enclosed.
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Ref.: WL.ENGG.PALLET Subject: PROCUREMENT OF WOODEN ... · 1. Job involves supply of wooden pallets as per under mentioned specification. Small Pack Pallets Size of pallet 44” x
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Ref.: WL.ENGG.PALLET
Subject: PROCUREMENT OF WOODEN PALLETS (SMALL PACKS &
BARRELS) AND WOODEN RUNNERS FOR WADILUBE
INSTALLATION
INTRODUCTION
Wadilube Inst. is BPCL’s biggest lube blending and filling plant. It comprises of blending and
filling lube oil in various packages from small packs to barrels. After filling in small containers
which are packed in cartons need to be stacked on wooden pallets for onward movement and
storage of the same and filled barrels, additives barrels needs to be stacked on wooden pallets /
runners.
ANNEXURE – A
SCOPE OF WORK / SUPPLY:
1. Supply of Pallets/ Runners to Wadilube installation (on call off basis):
Sr no Description * Qty (yearly
requirement) Remark
1 Small pack pallets 800 Storage of Small pails/cases 2 Barrel Pallets 600 Storage of barrels 3 Wooden Runners 2000 Bellying activity- Barrels 4 Wooden Pallets 1200 For export purpose
*indicative requirement 2. Quote as per schedule of rates given herewith.
3. Indicate clearly for taxes, duties in your quotation.
4. Total contract period will be for one year.
5. Delivery period: Maximum two weeks from date of call off. call off will be given to you on
Telephone/ Email or written (Materials Requisition Note – MRN)
6. Properly signed MRN to be collected from Engineering / Stores Dept. before supply and the
same along with challans to be attached with invoice.
7. The tenderer should study all the tender documents carefully and understand the conditions
and specification of required materials before quoting. If there are any doubts, he should
obtain clarification from Admin dept/Engineering department. BPCL’s decision will be final
in terms and quality of all goods supplied by you.
8. SMALL PACK PALLETS :( Refer Enclosure I: drawing Small Pack pallets)
1. Supply of pallets (two way single deck) made up of hard jungle wood of required
dimension and quality, machine it perfectly, fit / assemble and manufacture the pallets
in dimension as per the drawing attached. 2. The pallets must be firmly secured with the help of nails / screws and metal strips. The
top planks of the pallet should be thoroughly screwed with proper screws. The bottom
planks can be secured with the help of nails also. 3. No metal strips / screw or nails should protrude out. No broken wooden parts of the pallet
shall be left. No sharp edge shall be left. 4. Sample of the pallet is available at our Installation. The party has to visit the Installation
for measurement and design the pallet to suit our requirement (If needed). A schematic
view of the pallets is enclosed.
5. Material (wood) used should be free from defects like decay, knots, cracks etc. with
chemically treatment by dipping in Protecto FX or equivalent for protection against
borers, termites etc. Emulsion based pesticides should not be used. 6. Over all dimension are 1450 x 1125 x 150 in mm. 7. Every pallet will have the following printed on each side of pallet.
XXX / MM / YY where (XXX for Maker’s Name, MM for Month of manufacture and
YY for Year of manufacture).
9. RUNNERS
1. Materials / Dimension size : 2” x 3” x 8’ long 2. Material : Hard wood (Sample available at Wadilube Installation for inspection)
1. Supply of pallets made up of hard jungle wood of required dimension and quality,
machine it perfectly, fit / assemble and manufacture the pallets in dimension as per the
drawing attached.
2. The pallets must be firmly secured with the help of Nut & Bolts..
3. No Nut/ Bolts should protrude out. No broken wooden parts of the pallet shall be left. No
sharp edge shall be left.
4. Sample of the pallet is available at our Installation. The party has to visit the Installation
for measurement and design the pallet to suit our requirement (If needed).
5. Material (wood) used should be free from defects like decay, knots, cracks etc. with
chemically treatment by dipping in Protecto FX or equivalent for protection against
borers, termites etc. Emulsion based pesticides should not be used.
6. Over all dimension are 1200 x 1200 x 185 in mm.
7. Every pallet will have the following printed on each side of pallet.
8. XXX / MM / YY where (XXX for Maker’s Name, MM for Month of manufacture and
YY for Year of manufacture).
11. Pallets for Export Purpose (Small Pack Pallets and Barrel Pallets):
1. Job involves supply of wooden pallets as per under mentioned specification.
Small Pack Pallets Size of pallet 44” x 44” 4 way
Top plank 04” x 01” x 44” 7 Nos.
Bottom plank 04” x 01” x 44” 3 Nos.
Block size 04” x 04” x 03” 9 Nos.
Middle plank 04” x 01” x 44” 3 Nos.
Plywood 44” x 44” x 06mm 1 No.
Pallets to be fumigated as per ISPM 15. Certificate to be submitted to the effect
Barrel pallets:
Size of pallet 44” x 44” 4 way
Top plank 04” x 01” x 44” 7 Nos.
Bottom plank 04” x 01” x 44” 3 Nos.
Block size 04” x 04” x 03” 9 Nos.
Middle plank 04” x 01” x 44” 3 Nos.
With fitting 03” x 1½” x 22” 8 Nos.
Pallets to be fumigated as per ISPM 15. Certificate to be submitted to the effect.
2. Securing and strapping small packs and filled barrels with wooden pallets and shrink
wrapping them and label pasting as per direction from BPCL officer.
3. Product on pallets covered with HM covers.
4. Top layers of small pack pallets to be provided with plywood (6 MM thk) for support.
5. Polypropylene straps for small pack pallet. (4 Nos. of strap for each pallet)
6. Stainless Steel (SS304/ SS316) straps for Barrels. (3 Nos. of strap for each pallet) strap
size: ¾” width X 18 Gauge.
7. Supervising loading of pallets in container or lorry with help of forklift.
ANNEXURE – B
GENERAL TERMS & CONDITIONS
1. QUOTATION & VALIDITY OF RATE: Quote as per schedule of tares attached. Rates
offered should remain valid for at least 180 days from the due date. 2. Contract Period: One Year from date of L. O. I. / P. O. and door delivery to Wadilube
Installation including unloading at nominated place. Call off will be given on
Telephone/Email / MRN as and when needed and to be supplied within two weeks from date
of call off. In case of export pallet requirement, delivery to be done within 2 days from date
of call off. 3. CENVAT: BPCL is a manufacturing organization, hence enjoys CENVAT benefit, vendor if
registered with excise shall give necessary documents to enable BPCL to avail full credit of
ED claimed by the Vendor. 4. PRICE ESCALATION / DE-ESCALATION: Suppliers are requested to offer their firm
price for throughout the contract period (one year) & considering Door Delivery to Wadilube
The plant will receive excise duty paid, VAT, Freight and Octroi paid. Suppliers shall submit
valid excise gate pass for having paid duty on the basic rate of material. Reimbursement of
excise duty will not be made without valid documents allowing us to avail CENVAT. All
statutory levies (including Octroi) will be reimbursed at actual against production of proof of
payment. If excise duty payable by any supplier increases during contractual period due to
increase in individual’s turnover, the same will be reimbursed at actual, if the supplier agrees
to allow appropriate discount on basic rate to keep delivered rate after availing CENVAT by
us at par with that based on quoted rates in this tender, even after such increase in rate of
excise duty. If however, excise duty structure changes due to any subsequent excise
notification, the same shall be taken into due consideration for reimbursement of excise duty.
6. RISK PURCHASE:
Whenever a supplier fails to deliver the quantity as stipulated in the delivery schedule, we
reserve the right to cancel the order in part or in full and procure such quantity from any other
sources at his risk, responsibility and cost of the supplier without prejudice to his rights and
remedies under other clauses in this contract. We may also withdraw his name from list of
approved suppliers. 7. LIQUIDATED DAMAGES CLAUSE:
Full quantity of the call off should be supplied within the stipulated period as mentioned in
the call off letter. The tenderer will have to pay to the Corporation by way of liquidated
damages, an amount equal to 0.5% of contracted price of the undelivered portion (if any) of
the call off subject to a maximum of 5% of the contracted price. 8. ARBITRATION AND TERMINATION CLAUSE:
Arbitration Clause and Termination Clause will be as per attached specification. 9. FORCE MAJEURE CLAUSE:
If at anytime during the continuance of the purchase order the performance in whole or part
by either party of any obligation under the purchase order shall be prevented or delayed by
reason of any war, hostility, act of public enemy, civil commotion, sabotage, fires, floods,
explosions, epidemics, quarantine restrictions, strikes, lockouts or Acts of God (hereinafter
referred as event) then provided notice of the happening of any such event if given by either
party to the other within twenty one days from the date of occurrences thereof, neither party
shall by reasons of such event be entitled to terminate this contract nor shall either party have
any claim for damage against the other in respect of such non-performance.
Deliveries under the purchase order shall be resumed as soon as practicable after such event
has come to an end or ceased to exist and decision of E.D. Lubes, Bharat Petroleum
Corporation Ltd., as to whether the deliveries have been so resumed or not shall be final and
conclusive. Provided further that the performance in whole or part of any obligation under
the contract is prevented/delayed by reason of any such event specified above for period
exceeding sixty days, either party may at their option terminate the purchase order. 10. PAYMENT:
100% payment against supply (for particular call off & receipt) will be released after
satisfactory supply and certifying quality of material and submission of proper invoice
alongwith Challan and MRN duly signed by Officer Incharge. (NO ADVANCE
PAYMENT IN ANY SORT WOULD BE MADE). Performance Bank Guarantee of 10%
of the bill amount to be submitted which will be released after one year from date of last
delivery.
11. EMD :The parties who are not registered with BPCL are required to submit along with their
quotation a bank Demand draft in favour of Bharat Petroleum Corporation Ltd. for a sum
equivalent to 5 % of total tendered value as Earnest Money Deposit (EMD) subject to
minimum of Rs.5000/- and maximum of Rs.100000/-.EMD will be returned to the
unsuccessful tenderers within one month after due date from opening the tender. The EMD
of successful tenderer will be retained till the commencement of the work. Thereafter the
tenderer may opt to adjust the EMD against security deposit or request return of the EMD.
The EMD details should be filled on the envelop in which the parties offer is enclosed. In
case if you are registered under Small Scale Industries (SSI) / NSIC, EMD is not required.
Vendors registered with BPCL are required to submit valid registration certificate with
BPCL and valid SSI / NSIC certificate for in case you are not giving EMD.
12. Statutory: Insurance shall be effected for all the vendor’s employees engaged in supervision,
erection work & commissioning at site or in any other work carried out by the vendor.
Vendor shall have to strictly adhere to all safety/security statutory regulations as applicable
for working at site and enforced by our plant manager or his authorized representative.
Vendor shall agree to keep BPCL indemnified and save BPCL from any and all claims
whatsoever from damages/costs or other wise arising from injuries or alleged injuries to/or
death of person or damaged or alleged damages to property and shall take sole responsibility
for all such happenings.
13. GST : "Clause on account of GST implementation : & quote ;If any new tax Is introduced on
sale of goods/services by VENDOR to OWNER in lieu of One or more of the then existing
taxes or as a new tax altogether and the rate and impact of the new taxes is less than the rate
and impact of existing tax or taxes which it replaces, VENDOR shall pass on to OWNER the
benefit thereof by way of commensurate reduction in the amount payable by the OWNER to
VENDOR. If on the other hand, the rate of the new taxes is in excess than the rate of the new
taxes it replaces, the OWNER on satisfactory proof shall reimburse the VENDOR the
additional tax paid by the VENDOR as the result of the imposition of the new taxes provided
they are within the contractual completion date."
14. The tenderer should study all the tender documents carefully and understand the conditions
before quoting. If there are any doubts, he should obtain clarification. But, this shall not be
justification for late submission or extension of opening date / time of the tenders. 15. Special rights: BPCL reserves the right to :
i. Reject your offer without assigning any reasons thereof ii. Not to accept the lowest rate quoted by the tenderer
iii. Cancel the tender or split the tendered quantities iv. Order part quantities on vendor.
16. GENERAL: a) We reserve the right to accept/ reject the whole or part of this tender without assigning
any reason. b) Being a working location, the works have to be carried out according to the convenience
of the operational/ safety requirements. The works may be required to be carried out in
odd hours of the day and holidays. Water & electricity required for construction will be
provided free of cost to the vendor. c) Before quoting visit site to get the idea of the job and site conditions. d) Tenders not conforming to the terms and conditions prescribed in the tender documents
will be rejected. e) BPCL enjoys CENVAT (on ED & ST) & VAT setoff benefits hence assessment of
quotation will be done on net landed cost of the job. f) Any new terms and conditions included by the tenderer shall not be considered and will
not be binding on the corporation. g) Details of tenderer’s relationship with B P C L’s directors should accompany the offer in
the format enclosed (refer ANNEXURE D). h) We shall evaluate the process capability, manufacturing capacity and quality systems at
the supplier’s unit at any time during the contract and would take appropriate action
including termination if it is found that the process /systems are not as per our
requirement. i) In case of non-performance, Corporation retains the right to re-allocate the quantity in
part or full to meet the requirements. j) The Corporation will have the right to reject any offer, which in our opinion is below the
estimated rate worked out for any type of package included in the tender. k) Forming cartel and quoting rates in groups would disqualify the tenderer. l) Performance of the supplier during the contract would be a criterion for issuing future
tenders.
ANNEXURE – C
ARBITRATION & TERMINATION CLAUSE
ARBITRATION CLAUSE a) Any dispute or difference whatsoever arising out of or in connection with this Agreement, including
any question regarding its existence, validity, interpretation, application, meaning, scope, operation or
effect or termination there, shall be referred to ad finally resolved by arbitration by a Sole Arbitrator,
who will be appointed by Director (Marketing) BPCL and such proceedings shall be conducted in
accordance with the Arbitration and Conciliation Act 1996 for the time being in force or as amended
from time to time. The award made in pursuance thereof shall be final and binding on the parties. The
parties hereby agree that the Courts in the city of Mumbai alone shall have jurisdiction to entertain any
application or other proceedings in respect of anything arising under this agreement and any award or
awards made by Sole Arbitrator hereunder shall be filed ( if so required) in the concerned Courts in the
city of Mumbai only. The arbitration shall be conducted in English language..
b) The award shall be made in writing and published by the Arbitrator within two years after entering
upon the reference or within such extended time not exceeding further twelve months as the Sole
Arbitrator shall be writing under his own hands appoint. The parties hereto shall be deemed to have
irrevocably given their consent to the Arbitrator to make and publish the award within the period
referred to herein above and shall not be entitled to raise any objection or protest thereto under any
circumstances whatsoever.
c) The arbitrator shall have power to order and direct either of the parties to abide by, observe and
perform all such directions as the arbitrator may think fit having regard to the matters in difference i.e.
dispute before him. The arbitrator shall have all summary powers and may take such evidence oral and
/ or documentary, as the arbitrator in his absolute discretion thinks fit and shall be entitled to exercise
all powers under the Arbitration Act 1940 including admission of any affidavit as evidence concerning
the matter in difference i.e. dispute before him.
d) The parties against whom the arbitration proceedings have been initiated, that is to say, the
Respondents in the proceeding shall be entitled to prefer a cross-claim, counter-claim or set off before
the Arbitrator in respect of any matter an issue arising out of or in relation to the agreement without
seeking a formal reference of Arbitration to the Director(Marketing) for such counter-claim, cross-
claim or set off and the arbitrator shall be entitled to consider and deal with the same as if the matters
arising there from has been referred to him originally and deemed to form part of the reference made
by the Director (Marketing).
e) The arbitrator shall be at liberty to appoint, if necessary any accountant or engineering or other
technical person to assist him, and to act by the opinion so taken.
f) The arbitrator shall have powers to make one or more awards whether interim or otherwise in respect
of the dispute and difference and in particular will be entitled to make separate awards in respect of
claims or cross-claims of the parties.
g) The arbitrator shall be entitled to direct any one of the parties to pay the costs of the other party in such
manner and to such extent as the arbitrator may in his discretion determine and shall also be entitled to
require on or both the parties to deposit funds in such proportion to meet the arbitrators expenses
whenever called upon to do so.
h) The parties hereby agree that the courts in the city of Mumbai alone shall have jurisdiction to entertain
any application or other proceedings in respect of anything arising under this agreement and any award
or awards made by the sole arbitrator hereunder shall be filed in the concerned courts in the city of
Mumbai only.
TERMINATION CLAUSE
Not withstanding anything to the contrary herein contained, BPCL shall also be at liberty at its
entire discretion to terminate this agreement forthwith upon or at any time after the happening of
any of the following events namely:
a) If you commit a delay, breach or default of any of the terms, conditions, covenants and
stipulations contained herein.
b) Upon death or adjudication as insolvent if you are individual (this clause is to be suitably
modified if business is carried on by partnership or by limited company or by a co-
operative society).
c) If any attachment is levied and continued to be levied for a period of seven days upon
your effects.
d) If you are involved in any criminal offence relating to Moral Turpitude.
e) If a receiver is appointed of any of your property or assets.
f) If the License issued to you by the relevant statutory authorities is cancelled or revoked.
g) If you have made default in payment of any money of the BPCL without formal approval
of the BPCL in writing.
h) If you fail to adhere to the instructions issued to you by the BPCL from time to time in
respect of the business condition herein.
i) If you contaminate or tamper with the quality of BPCL’s product given in you.
j) If the ownership / tenancy of the premises from which you are carrying on the business if
transferred / terminated for any reason whatsoever.
k) If you, yourself or to your servant or agents commit or suffer to committed any act which
in the opinion of the Executive Director (Lubes) of the BPCL is prejudicial to the interest
or good name of BPCL or its products. Executive Director (Lubes) shall not be bound to
give reasons to such decisions.
l) The BPCL’s right to terminate the contractual obligations under this clause shall be
without prejudice to and without affecting any of its rights and remedies against you.
In the event of BPCL terminating this agreement under the provisions of this clause it shall not be
liable to pay for any loss or compensation in respect of such termination.
Without prejudice to the foregoing provisions or anything to the contrary herein contained either
or the parties hereto namely you and BPCL shall be entitled to terminate this agreement on giving
90 days written notice to the other parties without assigning any reasons for such termination.
SPECIAL TERMS AND CONDITIONS OF TENDER
CONTRACTORS PARTY : The contractor’s party should not consist of any one below the age of eighteen
years.
Copy of the recent registration certificate issued by the municipality, Labour Commissioner, ESI, EPF &
Service Tax etc. as the case may be.
A declaration to the effect that, not dues to be paid to Law Enforcement Authorities, like EPF/ESI and no
violation was noted by Labour Enforcement Authorities and will above by the provisions of Contract Labour
Regulation and Abolition Act and as amended from time to time.
A copy of the Service Tax Registration certificate is also to be submitted.
REGISTRATION WITH LABOUR COMMISSIONER:
Successful Tenderer shall register themselves with the Assistant Labour Commissioner (Central) as Per The
Contract Labour (R&A) Act,1970 and Contract Labour Central Rules, 1971 as applicable within 10 Days
(TEN DAYS) after the receipt of letter of acceptance of tender.
REPRESENTATIVE OF THE CONTRACTOR: The contractor shall within 10 days after the execution of the contract / agreement, intimate names/addresses/
photo copies of Representative / Supervisor /Workers to be deployed for the services to the Admin Officer.
Changing of Representative /supervisor / workers shall also be intimated to Admin Officer in time.
SUB CONTRACTOR:
The contractor shall not assign, sub contract or subject the whole or any part of the works covered by the
contract or any benefit thereof.
OTHERS :
a) The contractor shall arrange sufficient work force/manpower to carry out the job entrusted to him. Failure
to arrange the requisite work force / manpower can be construed as breach of contract which may entail
BPCL to terminate the contract or take any other action as may deem fit.
b) The contractor should agree that the personnel so deployed on a contract basis and for all practical
purposes are employees of the contractor and they will not be entitled for any of the privileges and benefits
enjoyed by the employees of BPCL. The work force so deployed, will have no claim, directly or indirectly for
regular employment or service conditions and any other benefit available to the employees of BPCL
Wadilube.
c) The contractor shall be fully responsible in all respect in case of injuries / accidents to this work force
while on duty
d) The contractor shall equip the work force with proper uniforms, identity cards and other accessories as
deem fit for effective working.
e) The work force posted shall be of good health, good character, amenable to discipline and should have
necessary intelligence for carrying out the work.
HEALTH SAFETY SECURITY AND ENVIRONMENT POLICY
The Successful tenderer has to abide the following as per applicable to BPCL Wadilube Location
1. HSSE Policy of BPCL Wadilube Installation
2. Fire Order of the location.
3. Work permit system should be followed strictly as per norms and as applicable for the job.
ANNEXURE- D
CERTIFICATE FROM SUPPLIER
I certify that –
1. I am not related to any of the Directors of BPCL.
2. I am not a partner of a firm in which BPCL director is also a partner.
3. I am not a partner of a firm in which any other partner is related to BPCL Director.
I also certify that M/s. ______________ (name of the firm which is being considered for the
contract) does not have a partner, who is a Director of BPCL or his relative.
Organization
Name
Designation
Signature &
stamp /seal
Date & Place
Enclosure I
Enclosure II
General Purchase Conditions
1. DEFINITIONS :
The following expressions used in these terms and conditions and in the purchase order
shall have the meaning indicated against each of these:
1.1. OWNER: Owner means Bharat Petroleum Corporation Limited (a Government of India
enterprise), a Company incorporated in India having its registered office at Bharat
Bhavan, 4 & 6 Currimbhoy Road, Ballard Estate, Mumbai 400038 and shall include its
successors and assigns (hereafter called BPCL as a short form).
1.2. VENDOR: Vendor means the person, firm or the Company / Corporation to whom this
Request for quotation (RFQ)/purchase order is issued and shall include its successors and
assigns.
1.3. INSPECTOR: Person/agency deputed by BPCL for carrying out inspection,
checking/testing of items ordered and for certifying the items conforming to the purchase
order specifications..
1.4. GOODS / MATERIALS: means any of the articles, materials, machinery, equipments,
supplies, drawing, data and other property and all services including but not limited to
design, delivery, installation, inspection, testing and commissioning specified or required
to complete the order.
1.5. SITE / LOCATION: means any Site where BHARAT PETROLEUM CORPORATION
LTD. desires to receive materials any where in India as mentioned in RFQ.
1.6. “RATE CONTRACT” means the agreement for supply of goods/ materials between
Owner and Vendor, for a fixed for whole period of contract time (i.e till validity of Rate
Contract, with no commitment of contractual quantity) on mutually agreed terms and
conditions. The actual supply of goods/ materials shall take place only on issue of
separate purchase orders for required quantity as and when required by Owner.
1.7. “FIRM PROCUREMENT” means the agreement between the parties for mutually
agreed terms and conditions with commitment of Quantity Ordered.
2. REFERENCE FOR DOCUMENTATION :
2.1. The number and date of Collective Request for Quotation (CRFQ) must appear on all
correspondence before finalization of Rate Contract / Purchase Order.
2.2. After finalization of Contract / Purchase Order: The number and date of Rate Contract /
Purchase Order must appear on all correspondence, drawings, invoices, dispatch advices,
(including shipping documents if applicable) packing list and on any documents or papers
connected with this order.
2.3. In the case of imports, the relevant particulars of the import Licence shall be duly indicated
in the invoice and shipping documents as well as on the packages or consignments.
3. RIGHT OF OWNER TO ACCEPT OR REJECT TENDER :
The right to accept the tender will rest with the Owner.
4. LANGUAGE:
The Bid and all supporting documentation and all correspondence whatsoever exchanged
by Vendor and Owner, shall be in English language only.
5. Price :
Unless otherwise agreed to the terms of the RFQ, price shall be :
Firm and no escalation will be entertained on any ground, except on the ground of
statutory levies applicable on the tendered items.
6. TAXES AND DUTIES :
All vendors shall have VAT / CST/GST/Service tax registration in the concerned State
and vendor shall quote their TIN number in the quotation.
6.1. EXCISE DUTY :
6.1.1. Excise duty extra as applicable at the time of delivery within scheduled delivery period
will be payable by BPCL against documentary evidence. Vendor shall mention in their
offer, the percentage of excise duty applicable at present. Any upward variation in excise
duty rates, beyond the contractual delivery period, shall be to vendor’s account.
6.1.2. In case Excise Duty is not applicable at present : Excise duty due to change in turn over is
not payable. If applicable in future, the same will be borne by vendor.
6.1.3. Owner shall take CENVAT Credit on the material supplied for both excise duty and cess
component and accordingly Excise duty / Cess should be quoted separately wherever
applicable.
Vendor shall ask the transporter of the goods to hand over the copy of excise invoice
(transporter’s copy) at the time of delivery of goods at owner’s site.
6.2. SALES TAX / VAT/GST :
6.2.1. Sales Tax as applicable at the time of delivery within scheduled delivery period will be
payable by BPCL. Vendor shall give details of local sales tax and/oror central sales tax
currently applicable in their offer. The rates applicable for “CST without form C”, “CST
with form C" and “VAT” shall be clearly indicated.
6.2.2. Input VAT Credit may be claimed by BPCL, wherever applicable. Vendor shall submit
the TAX invoice.
6.3 Service tax : All vendors shall have service tax registration wherever applicable. BPCL may also
claim CENVAT Credit on service tax. The vendor should quote service tax separately, if
applicable. Vendor shall submit the TAX invoice. Vendor is required to furnish serially
numbered and signed invoice / bill / challan containing the following details:
a) Name, address and registration number of the service provider
b) Name and address of person receiving taxable service
c) Description, classification and value of taxable service provided
d) Service Tax Payable
6.4 FREIGHT AND OCTROI :
6.4.1 Freight: Firm freight charges to be quoted as indicated in the Tender documents. Freight
shall be payable after receipt of the Material(s) at the site, unless otherwise specified.
6.4.2. Octroi and entry taxes, if any, shall be invoiced separately and shall be re-imbursed by
BPCL at actuals after receipt of the Material(s) at the Site against the submission of
original documentary evidence for proof of payment of the related octroi and entry taxes,
as the case may be.
6.5. NEW STATUTORY LEVIES :
All new statutory levies leviable on sale of finished goods to owner , if applicable are
payable extra by BPCL against documentary proof, within the contractual delivery
period.
6.6 Variation in Taxes/Duties
Any increase/decrease in all the above mentioned statutory levies on the date of delivery
during the scheduled delivery period on finished materials will be on BPCL's account.
Any upward variation in statutory levies after contractual delivery date shall be to
vendor’s account.
7. INSPECTION :
7.1. Materials shall be inspected by BPCL approved third party inspection agency if
applicable before dispatch of materials. However, arranging and providing inspection
facilities is entirely vendor’s responsibility and in no way shall affect the delivery
schedule.
7.2. Scope of Inspection shall be as per RFQ. Our registered third party inspection agencies
are SGS/GLISPL/IRS/DNV/LRIS/EIL/TATA Projects/PDIL/ULIPL/RITES
LTD/ITSIPL as amended time to time unless otherwise specified in the Special Purchase
Conditions.
7.3. Unless otherwise specified, the inspection shall be carried out as per the relevant
standards/scope of inspection provided alongwith the Tender Enquiry/Purchase Order.
7.4. BPCL may, at its own expense, have its representative(s) witness any test or inspection.
In order to enable BPCL’s representative(s) to witness the tests/inspections. BPCL will
advise the Vendor in advance whether it intends to have its representative(s) be present at
any of the inspections.
7.5. Even if the inspection and tests are fully carried out, the Vendor shall not be absolved
from its responsibilities to ensure that the Material(s), raw materials, components and
other inputs are supplied strictly to conform and comply with all the requirements of the
Contract at all stages, whether during manufacture and fabrication, or at the time of
Delivery as on arrival at site and after its erection or start up or consumption, and during
the defect liability period. The inspections and tests are merely intended to prima-facie
satisfy BPCL that the Material(s) and the parts and components comply with the
requirements of the Contract. The Vendor’s responsibility shall also not be anywise
reduced or discharged because BPCL or BPCL’s representative(s) or Inspector(s) shall
have examined, commented on the Vendor’s drawings or specifications or shall have
witnessed the tests or required any chemical or physical or other tests or shall have
stamped or approved or certified any Material(s).
7.6. Although material approved by the Inspector(s), if on testing and inspection after receipt
of the Material(s) at the location, any Material(s) are found not to be in strict conformity
with the contractual requirements or specifications, BPCL shall have the right to reject
the same and hold the Vendor liable for non-performance of the Contract.
8. SHIPPING :
8.1 SEA SHIPMENT :
All shipment of materials shall be made by first class direct vessels, through the
chartering wing, Ministry of Surface Transport as per procedure detailed hereunder. The
Foreign Supplier shall arrange with Vessels Owners or Forwarding Agents for proper
storage of the entire Cargo intended for the project in a specific manner so as to faciliate
and to avoid any over carriage at the port of discharge. All shipment shall be under deck
unless carriage on deck is unavoidable.
The bills of lading should be made out in favour of `Bharat Petroleum Corporation Ltd..
or order'.
All columns in the body of the Bill of Lading namely marks and nos., material
description, weight particulars etc., should be uniform and accurate and such statements
should be uniform in all the shipping documents. The freight particulars should mention
the basis of freight tonnage, heavy lift charges, if any, surcharge, discount etc. clearly and
separately. The net total freight payable shall be shown at the bottom.
SHIPPING DOCUMENTS :
All documents viz. Bill of Lading, invoices, packing list, freight memos, country of
origin certificates, test certificate, drawings and catalogues should be in English
language.
In addition of the bill of lading which should be obtained in three stamped original plus
as many copies as required, invoices, packing list, freight memos,(if the freight
particulars are not shown in the bills of lading), country of origin certificate, test /
composition certificate, shall be made out against each shipment in as many number of
copies as shown below.
The bill of lading, invoice and packing list specifically shall show uniformly the mark
and numbers, contents case wise, country of origin, consignees name, port of destination
and all other particulars as indicated under clause 2. The invoice shall show the unit
rates and net total F.O.B. prices. Items packed separately should also be invoiced and the
value shown accordingly. Packing list must show apart from other particulars actual
contents in each case, net and gross weights and dimensions, and the total number of
packages. All documents should be duly signed by the Vendor's authorised
representatives.
In the case of FOB orders, Shipping arrangements shall be made by the Chartering Wing
Of the Ministry of Surface Transport, New Delhi through their respective forwarding
agents. The names and addresses of forwarding agents shall be as per Special Purchase
Conditions. Supplier shall furnish to the respective agents the full details of consignments
such as outside dimension, weights (both gross and net) No of packages, technical
description and drawings, name of supplier, ports of loading, etc. 6 weeks notice shall be
given by the supplier to enable the concerned agency to arrange shipping space.
The bill of lading shall indicate the following :
Shipper : Goverment of India
Consignee : Bharat Petroleum Corporation Ltd.
In case of supplies from USA, Export Licences, if any required from the American
Authorities shall be Obtained by the U.S. Suppliers. If need be assistance for obtaining
such export licences would be available from India Supply Mission at Washington.
8.2 AIRSHIPMENT :
In case of Airshipment, the materials shall be shipped through freight consolidator
(approved by us). The airway bill shall be made out in favour of BHARAT
PETROLEUM CORPORATION LTD.
TRANSMISSION OF SHIPPING DOCUMENTS :
Foreign Supplier shall obtain the shipping documents in seven complete sets including
three original stamped copies of the Bill of Lading as quickly as possible after the
shipment is made, and airmail as shown below so that they are received at least three
weeks before the Vessels arrival. Foreign Supplier shall be fully responsible or any delay
and / or demurrage in clearance of the consignment at the port due to delay in
transmittal of the shipping documents.
If in terms of letter or otherwise, the complete original set of documents are required to
be sent to BPCL through Bank the distribution indicated below will confine to copies of
documents only minus originals.
Documents BPCL (Mumbai)
Bill of Lading 4 (including 1 original)
Invoice 4
Packing List 4
Freight Memo 4
Country of Origin Certificate 4
Third party inspection certificate 4
Drawing 4
Catalogue 4
Invoice of Third Party 4
for inspection charges whenever applicable.
9. INDIAN AGENT COMMISSION :
Any offer through Indian agents will be considered only after authorization mentioning
them as Indian agents, is received from Vendor. Indian agents commission if applicable
will be payable only in Indian currency. Indian agents should be registered with
Directorate General of Supplies and Disposals, Government of India and agency
commission will be payable only after registration with DGS&D, New Delhi.
10. ORDER AWARD / EVALUATION CRITERIA :
Unless otherwise specified, Order award criteria will be on lowest quote landed price
basis. Landed price will be summation of Basic Price, Packing & Forwarding Charges,