HINDUSTAN PETROLEUM CORPORATION LIMITED

Retail Outlet Automation (Phase-V)

Global Tender Enquiry Document

Tender Enquiry No: 13000026-HD-11001

Tender Due Date: 14-03-2014 ; 15:00 Hrs IST

This document and the information contained herein are the property of HPCL.

HPCL reserves all rights of authorship and ownership. No use or copies may be

made of this document or any of the information contained herein without the prior

written permission of HPCL.

Section A

INTRODUCTION & PROJECT BACKGROUND

1 Introduction & Project Background

1.1 About HPCL

HPCL is a Government of India Enterprise with a Navratna Status, and a Fortune 500

company, having about 20% Marketing share in India among PSUs and a strong market

infrastructure.

For more information visit our website: www.hindustanpetroleum.com

1.2 About HPCL Retail Network

Hindustan Petroleum Corporation Limited (HPCL) has over 13,000 strategically located petroleum retail outlets, about 40% in the cities and balance on the highways and rural markets. All these outlets are either company owned dealer operated (CODO), company leased dealer operated (CLDO) or company owned company operated (COCO) or its variants. HPCL has branded its select retail outlets as Club HP on the brand promise of outstanding customer and vehicle care. For more information please visit our website at www.hindustanpetroleum.com

HPCL has embarked upon the process of setting up retail automation system at select outlets in a phased manner and as a scalable system. This tender is being floated to cover an additional 200 nos. of outlets under retail automation, as explained further in this document.

The main objective of Retail Automation is to provide correct Quality and Quantity to customers with Customer Relationship Management through confidence building by eliminating manual intervention, increasing the speed of transactions & operations and direct interaction with the customer. Also such initiative enables HPCL to monitor / analyze product stock & sales of retail outlets and control retail fuel price effectively and efficiently. This also supports the enhancement of ‘Club HP’ brand in addition to increase in sales of all products and services. Hence Retail Automation System is based on the Good Fuel Promise context in line with the international practice of quality assurance through quantity checks.

1.3 Existing Infrastructure of HPCL Network

The list of equipment and facilities at a typical HPCL retail outlet are as follows:

1.3.1 Dispensing Pumps Most of the HPCL outlets have electronic dispensing pumps supplied by Indigenous as well

as foreign manufacturers like L&T, MIDCO, Aplab, Avery, Gilbarco, Tokhiem, Dresser Wayne, NP and Tatsuno. The dispensing pumps could be single/dual / quads or other variants.

Most of the premium retail outlets have Multi Product Dispensers (MPDs) supplied by Tatsuno, NP, Tokheim, Gilbarco, Dresser Wayne, L&T, Tokhiem Kaizen, Midco, Avery, DWP & their variants.

An outlet may have a mix of conventional/MPDs of different brands including 1x2, 2x4, 3x6 & 4X8 (product x Nozzle).

The retail outlets may also have 2T Pre-mix & post-mix dispensers, like L&T, Novo Pignone etc. having facility to dispense fuel along with additives in fixed / variable standard percentages of the volume of fuel dispensed, & 2T variable mix dispenser of Dresser Wayne, Avery specifically to cater to 2-stroke engines like 2-3 wheeler vehicles.

Typically one outlet would have multiple DU’s from among a maximum of 4 different makes / brands / protocols.

1.3.2 Underground Tanks Underground storage tanks are installed either in earth pit or brick masonry pit covered by

RCC The tanks are cylindrical with 9 or 14 or 16 or 22 or 35 or 45 or 70 KL capacity. Majority of

the tanks are of 16 KL or 22 KL capacity with internal diameter of 2 meters and 2.2 meters respectively.

The tank openings for delivery, suction, dip and vent lines are mostly independent openings with the pipelines fastened to the tank body using screw type reducer bushes on a 2 - 3” opening. About 70% tanks have manhole cover system.

Each outlet will typically have 3 – 5 underground tanks on an average for fuel storage.

1.3.3 Sale of dry stocks Dry stocks in packed form are sold from the forecourt as well as the sales room. These are

lubricants, auto accessories and specialties (a Maximum of 200 Stock Keeping Units - SKU).

1.3.4 Card acceptance and credit accounts Currently many HPCL outlets have EDC (Electronic Data Capture) terminals of various

brands provided by HPCL appointed Banks (subject to change as per business requirements) for accepting credit/Debit cards.

HPCL has also introduced loyalty fleet cards as convenient payment mechanism for the

customers. Contact chip based smart cards are used for loyalty transactions. The reading is

done through secure terminals provided by the loyalty solution provider at the fuel outlets

Outlets also have local credit account holders who transact through paper coupons

1.3.5 Convenience Stores Some of the retail outlets have convenience stores with food & grocery products stocked in 5000 to 6000 SKUs. The C-store system is optional for integration at a later stage & is out of the scope of the

current tender. However, the solution should be capable of supporting this functionality as

an add-on feature as part of Back Office System, as & when future requirements arise.

1.4 No Automation No Operation (NANO)

All the automated outlets are covered under the NANO drive, so that if any DU goes offline, that particular DU will not be able to operate or if FCC goes offline, none of the dispensers shall be able to operate. Similarly, if any one / more of the ATG probe(s) fail to operate, the respective nozzles mapped to those tanks shall not operate. In a nutshell, the normal

operation of outlets will be affected in case the automation system components, out of which FCC & ATG system being the most critical, are down. The outlets proposed to be automated as a part of this tender shall also be covered under NANO. In view of above, the bidders are expected to enable the same and ensure that breakdowns are rectified on a war footing, as per the SLA’s detailed further in the document. No lapses, due to whatsoever reasons, shall be acceptable, that result in loss of sale for HPCL & each of such instances shall be subject to penalty as mentioned elsewhere in the document.

1.5 Integration to Control Center:

All the automated outlets shall be connected to monitoring control centers at HPCL Zonal

Offices through a central server (installed at HPCL Data Centre) for monitoring the health of

the system components & call status at each outlet, inter-alia other features. Same has been

accomplished & is operational. The control center reports shall be used for monitoring

equipment performance and vendor performance, calculating the down time / up time of the

automation system & form basis for assessing the performance of the vendor vis-à-vis

expected SLA’s, as laid down in the document.

The successful bidder(s) should integrate the system implemented by them to the central

server application, via local gateway & router at the outlets through vendor server at the HPCL

data center through secure data transfer, as per the message formats / other information

provided to them by HPCL. Further details shall be provided to the successful bidders only.

1.6 TENDER

1.6.1 Objective

This objective of the enquiry is to obtain tender from organizations (hereinafter called ‘bidders’ or ‘vendors’) to supply, install and support end to end retail automation system at select HPCL retail outlets. The Bidder’s proposal should respond to various sections of this tender document including Basic Requirements, Profile and Other Requirements. In addition to this response, Bidders may be required to make a formal presentation of the proposal to HPCL.

1.6.2 Scope

This TENDER enquiry expects respondents to: Study & Understand the details of retail outlet site conditions at HPCL outlets Understand the functionalities & business requirements expected by HPCL for the

automation systems Understand broad/generic technical requirements of the hardware / software for the

system Supply, install / implement and support retail automation system at select HPCL retail

outlets, Head office System and integration with HPCL Control Centre.

Detailed scope of the project is inclusively defined in this document.

1.6.3 Schedule

HPCL intends to commission automation system at around 200 Retail Outlets spread all over the country including networking & integrating the system at each retail outlet to a Head Office System, which shall be a web-based application on a central server on HPCL intranet for remote access over internet as well over a secure connection through IPsec / VPN tunnel. The project shall be completed in all respects within 10 months from date of PO / LOI (whichever is earlier).

All the automated sites as per scope of this tender shall also be integrated with the Retail Automation Control Centre being implemented by HPCL. The vendor shall use additional devices, hardware/ software components as required to accomplish this integration. Specifications for the same have been defined elsewhere in the document.

1.6.4 The broad chronology of the work execution may be as follows: Submission of Complete Functional Design and Data Sheets to HPCL

Approval of FDS & data sheets by HPCL

Factory Acceptance Test

Material Receipt at sites

Mechanical Completion of the entire automation system at sites

System Power Up & Integration to Head Office System and Control Centre

Observation Period prior to SAT

Hands on Training at Outlets & regional offices

Pre-SAT / System handover Training

Site Acceptance Test

System handover

1.6.5 “Mechanical Completion of the entire automation system” would mean: Installation of all equipment as per approved specification including laying of

cables, termination at both field and sales room & power supply to all equipments. By this stage, submission of FDS, all statutory approvals and test certificates to HPCL and providing induction training to HPCL should be over;

“System Power Up” refers to the status when Retail automation system would establish communication link with all devices as well as with Head Office System & Control Centre, carrying out required performance test of individual equipments and overall system to make the system ready for keeping it under “Observation Period”. By this time, submission of all user licenses etc. should be over ;

“Observation Period” refers to a time period of 15 days, during which the entire Retail automation system in an integrated mode shall be put under trial and the complete system shall be observed by the vendor & HPCL for the respective periods for the steady performance of each individual peripherals /sub-systems as well as the entire system for their respective performance parameters and an Observation Report as per the standard format ( to be developed by the vendor and approved by HPCL) for each site shall be submitted to HPCL . By the time, Observation period is over, vendor to complete all training programmes, submit all documentation including detailed engineering drawings, user manual for operation and troubleshooting. Only upon receipt of a satisfactory Observation Report declaring the site is ready for SAT, “Site Acceptance Test” shall be conducted. “Site Acceptance Test” shall be conducted within 1 week from the date of submission of satisfactory observation report by the vendor. SAT shall be over, when all the punch points /observations made during SAT are resolved, and the System at the respective location is accepted either by conducting a repeat SAT or by ensuring the punch points/observations are resolved, as per HPCL’s discretion. The detailed methodology of “Site Acceptance Test” , (to be conducted by HPCL and/or appointed 3rd party) shall be finalized by HPCL, in consultation with the vendor, after the award of work to the successful bidders. By the time SAT is over, vendor needs to discharge all the necessary formalities as per the terms of the contract.

1.6.6 Materials/ Equipment

a) All material required for execution of work must be got approved by HPCL before being actually put to use. All facilities for prior inspection of materials and subsequent inspection of work by HPCL must be made available.

b) If tenderer brings defective/ sub-standard materials to site, it shall be the responsibility of the tenderer for the removal and disposal of the same at his cost. HPCL shall not entertain any claim from the tenderer in this account in case the tenderer fails to remove such materials within 15 days after issuing notice in writing to the tenderer. HPCL reserves the right to dispose of such materials at the entire risk and cost of the tenderer.

c) Purchase order quantities are approximate and payment shall be made as per actual quantity. The tenderer is not entitled to for any sort of compensation towards materials procured/ stored in excess of the ordered quantity, if any.

d) Excess quantities over and above that mentioned in the purchase order or extra items or deviation in purchase order should not be carried out by the tenderer unless he has been asked

to do so in writing and if carried out without such written approval, the same will be at risk and cost of the tenderer

e) HPCL reserves the right to increase/ decrease the tendered quantity of any or every item and

delete any item at any stage of work at the accepted rates. The tenderer’s claim for

compensation or damages on account of these shall not be entertained.

f) HPCL reserves the right to revise the specifications, drawings and designs at any stage of work. Such deviations shall be adjusted at the rates already contained in the purchase order or at the prevailing market rates, if the rates are not available in the purchase order.

g) Detailed measurement of works carried out shall be jointly taken by the tenderer and our site engineer at every stage of work before proceeding to the next stage as per relevant clauses of GTC.

h) Entire works shall be carried out under the supervision of the authorized representative of HPCL.

i) It shall be tenderer’s responsibility for procurement of all materials/ equipment etc and no delay due to non- availability of any materials/ equipment will be entertained by HPCL.

j) The responsibility of the materials and equipment brought or installed by the tenderers (till they are installed) will remain with the tenderer and any claim of whatsoever nature due to any loss or otherwise will not be entertained. The tenderer will have to handover completed job in its entirety as per purchase order.

1.6.7 Method of work As stated in the general terms of contract, the tenderer shall carry out works as per directions in

the purchase order. The tenderer shall not undertake on his own, any change in the specifications mentioned in the tender documents and purchase order. In case of doubt, the tenderer will refer the matter in writing and the tenderer shall carry out the item of work as per clarifications given. In case of delay in getting such clarifications, the tenderer will not be entitled for any claim on any account of idling of their labor, machinery etc. In case the tenderer carries out the work as per his own specifications not acceptable to the HPCL in such cases, the same will be required to be re-done as per the specifications given by the HPCL at the tenderer’s risk and cost. In case of failure to re-do the work by the tenderer, HPCL reserves the right to get it done through any other agency entirely at the risk and cost of the tenderer.

1.7 Measurements & quantity assessment

1.7.1 All works shall be measured as per the procedure laid down in relevant standards / contract document and final payment shall be as per the measured quantities and not as per purchase order quantities.

1.8 Progress report of work

1.8.1 Tenderer shall report and submit progress report of the work weekly to HPCL.

1.9 Cancellation of order

1.9.1 If the performance of the successful tenderer is found to be unsatisfactory, HPCL reserves the right to cancel in part or whole of the contract and get the work executed through alternate means at the entire risk and cost of the tenderer on whom the order was first placed.

1.10 Works in operating Retail Outlet

1.10.1 When the work is required to be performed in the working Retail Outlets, the progress of work is likely to be interrupted on account of the operations of the site. The work may at certain times have to be stopped on the instructions of our site representative. Under such circumstances, the tenderer should co-operate with HPCL to avoid hindrance to the operations of the site. The working hours will be adjusted as per the HPCL’s representative, from time to time. Along with works covered under this tender, tank modification works / other civil jobs (as applicable) may be carried out simultaneously by other contractors. The successful tenderer should extend full co-operation to the contractors and the works should be carried out in such a way as not to affect the progress of works. Any damage caused should be rectified by the respective tenderer at his own risk and cost.

1.10.2 The stoppage of work due to any reasons mentioned above shall not entitle the tenderer for

any claim of compensation whatsoever for idling of labor/ machinery etc during such interruptions.

1.11 Damage to existing facilities

1.11.1 Any damage caused to existing facilities while carrying out the work shall be made good by the tenderer to HPCL’s entire satisfaction at his own risk and cost. During execution of work if it is found necessary to dismantle a portion of existing bund wall, enclosure wall in the tank farm to facilitate the movement of materials and equipment, the same shall be made good at the tenderer’s own cost after completion of work.

1.12 Statutory rules and regulations

1.12.1 The tenderer will abide by the rules, regulations, bye laws and statutes etc. imposed by the government/ semi government and other local authorities for execution of this job, as applicable from time to time.

1.12.2 Vendor shall obtain all requisite approval from CCOE (PESO) and other statutory bodies viz.

CMRI/ ERTL/ ETDC as required, at no extra cost to HPCL. 1.12.3 Vendor is required to engage a third party inspection/ certification agency, approved by PESO,

Nagpur for certification to the effect that the installed and integrated system meets the explosive norms and retains explosion proof characteristics, at no extra cost to HPCL. Such assessment/ certification shall be carried out as per standards/ norms prescribed by CCOE, PESO. HPCL shall facilitate the process and provide required support. This activity shall be carried out at two outlets as selected by HPCL.

1.13 Completion of contract

1.13.1 Acceptance of a facility(s) by HPCL does not constitute final completion of the contract. The contract shall be deemed to be executed in full and final measurement certified only when the tenderer has fully discharged all obligations in terms of all contract documents.

1.14 Safety of HPCL supplied materials

1.14.1 Once HPCL supplied items are handed over to the tenderer, the safety of the same is the tenderer’s responsibility.

1.15 Security of tenderer’s materials

1.15.1 HPCL shall not be responsible for security of tenderer’s materials/ equipment.

1.16 Observation of rules

1.16.1 For, the contract works is to be done within the Retail Outlet, the tenderer shall have to observe all local rules for safety/ security/ gate passes etc. as advised by the concerned HPCL officials.

1.17 Testing Of Materials/ Works

1.17.1 The Tenderer shall carry out the various tests as enumerated in the technical specifications of this tender document and the technical documents that will be furnished to him during the performance of the work and no separate payment shall be made unless otherwise specified in schedule of rates.

All the tests either on the field or at outside laboratories concerning the execution of the work

and supply of materials by the Tenderer shall be carried out by Tenderer at his own cost.

The work is subject to inspection at all times by the concerned HPCL officials / representatives

nominated by HPCL. The Tenderer shall carry out all instructions given during inspection and

shall ensure that the work is being carried out according to the technical documents and the

relevant codes of practice furnished to him during the performance of the work.

Any work not conforming to the execution drawings, specifications or codes shall be rejected forthwith and the tenderer shall carry out the rectifications at his own cost.

Inspection & acceptance of works shall not absolve the Tenderer from any of his responsibilities under this Contract.

1.18 Safety precautions & Hot Work

a. Necessary safety equipment such as safety belts, helmets and other equipments are to be positioned by the tenderer and use as per requirement.

b. Safety distance as per CCE Rules and Oil Industry Safety Directorate shall be maintained strictly.

c. Any casualty or damage caused to property or person by any untoward incidents while

executing this contract will be at the tenderer’s risk and cost.

d. The tenderer shall also abide by hot work permits to be taken on day to day basis from the

location as per policy of HPCL.

e. The successful tenderer shall be responsible for observance of all conditions under the GCC with

regard to safety.

Steps to be ensured in general, for safe working at retail outlets (whichever may be applicable):

It has to be ensured that the tank is fully degassed and should be checked for presence of vapours

with Explosive meter. All major jobs shall be undertaken only under the direct supervision of the Engineering Officer or

the Sales Officer concerned.

Clearance has to be obtained from the sales officer / dealer prior to filling of water for degassing of tank.

No hot work shall be carried out inside the retail outlet premises.

All conduits laid for automation cables shall be closed at both ends with proper caps and the caps shall be removed only while actual pulling of cables.

No sooner the cables are laid and terminated, the duct ends should be properly sealed to prevent

any vapour from entering into the conduits. Proper rodent protection measures need to be taken by the vendor.

While installation of probes a 2 or 3 inch opening (as applicable) is used for inserting the probe. It should be ensured by vendor that no opening in any of the risers or the tank manhole is left open at any point of time.

For fixing of Attendant tag reader the automation vendor shall be allowed to make holes on the panel of the pump by using hand drills only. However, the panel shall be removed and taken to a safe place for drilling operation (hand drilling only). Adequate safety precaution shall be taken while carrying out this operation.

In case any entry of contractor personnel is necessitated for cleaning sludge inside the tank, proper

personal protective equipment shall be provided. All vessel entry permits shall be authorized and issued by the Retail Engineers only after following the procedures as laid down in OISD 105.

1.19 Factory Assembly

All sub-systems of the equipment shall be individually packed for despatch. Electronic control

modules of plug in type shall be removed from equipment for dispatch. Other equipment shall

be fully assembled at the factory, except for necessary dispatching splits in cabinets.

1.20 Warehousing & staging

Tenderer shall be responsible for the storage of equipment and materials as required.

1.21 Storage

Stored equipment and materials shall be adequately supported and protected by the tenderer,

to prevent any damage/ loss. Equipment shall be moved into the permanent building or onto its

permanent foundation/ place as soon as construction permits.

Stored materials and equipment shall not be allowed to be in contact with the ground. In places

that do not have dry concrete or suspended floors, the materials and equipment shall be stored

on platforms.

1.22 Spare parts

Tenderer shall guarantee HPCL in writing regarding the supply of spares over a period of ten

(10) years from the date of acceptance of the system.

1.23 Imports:

a. Contractor shall import the equipments within the parameters of the Import Policy of Government

of India and amendments made thereto from time to time by Government of India. Contractor

shall also comply with Import Trade Policy and other relevant provisions while effecting the

imports and supplying the equipments to HPCL.

b. Contractor shall complete necessary formalities to get exemption from statutory levies like,

Octroi/ Entry tax and other statutory payments on equipments imported. However, in case such

payments are required to be made as per the law, same will be paid by the tenderer and HPCL

shall not be responsible for reimbursement thereof.

c. Contractor shall be solely responsible for coordination and follow up with foreign suppliers and

other agencies to ensure timely completion of the entire work as per the schedule mentioned in

the contract.

d. Customs duties for import of equipment will be paid by the contractor which has been taken

into consideration in the cost of imported equipments.

1.24 Inspection

a. The tenderer shall furnish the test certificates/reports issued by OEM for each equipment for

compliance with the specifications of the tender.

b. Following pre-dispatch inspection shall be carried out by 3rd party (like Lloyds/Det Norske

Veritas/SGS/Bureau Veritas/TUV/CEIL), to be arranged by vendor and approved by HPCL. The cost

of TPI shall be in vendor’s scope.

S No Item Sample size for

Manufacturer’s Test

Certificate

Sample size for 3rd Party

inspection

1 ATG system 100 % 5 %

2 Fore court Controller 100% 5 %

3 Cables 100% 5 %

4 UPS 100% 5 %

5 BOS PC 100% Not required

6 BOS Printer 100% Not required

7 Thermal Printer 100% 5%

8 Local Gateway 100% 5%

9 Router 100% 5%

151 10 Other electronic devices

/accessories

100% 1 %

3rd party inspection should be organized by the vendor at their cost and is included in the scope of work of

the vendor. HPCL may depute its officials to witness the 3rd party inspections. Vendors shall provide the

inspection schedule to HPCL at least 7 days in advance.

On completion of TPI inspection, vendor shall provide original copy of TPI reports to HPCL.

In addition, HPCL, at its discretion, may ask the vendor to conduct the performance check of the 5 nos. of

level gauges as per approved methodology at random basis in an approved laboratory and get the result.

Besides the above, inspection may be carried out at various stages of contract by HPCL or its appointed

representatives/3rd party without any cost to the tenderer. Inspection and acceptance of works shall not

absolve the tenderer from any of his responsibilities under the contract.

FAT should be conducted with representative sample of all interfaced equipments. Field signals can be

simulated using simulators.

1.25 Certificates and Test Reports

The following data are required:

a. Material test and inspection reports and certificates including TPI reports. b. Approved certificates obtained from competent authorities for use in hazardous

atmospheres (wherever applicable). c. Certificate of being weather proof / Ingress Protection level wherever applicable.

1.26 Factory Acceptance Tests (FAT)

a. Tenderer shall demonstrate functional integrity of the system hardware and software. No

material or equipment shall be transported until all required tests have been successfully

completed and the material/equipment have been certified' Ready for shipment' by HPCL.

b. HPCL reserves the right to involve and satisfy themselves at each and every stage of testing.

They shall be free to request specific tests on equipment considered necessary by them,

although not listed in this specification. The cost of performing all tests shall be borne by the

tenderer.

c. Tenderer to note that acceptance of any equipment or the exemption of inspection testing shall

in no way absolve the tenderer of the responsibility for delivering the equipment meeting all the

specified requirements.

d. It shall be tenderer's responsibility to modify and/or replace any hardware or software if the

specified functions are not completely achieved satisfactorily during FAT.

e. Schedule of FAT shall be included in the Tenderer's proposal. Vendor shall submit the detailed

FAT procedure along with the FDS after award of Purchase order, which will be approved by

HPCL after due evaluation.

f. Tenderer shall not replace any component/module/subsystem unless it has failed and a log of

such failures shall be maintained during FAT. If a malfunction of module/component in a

subsystem repeats, the test shall be terminated and tenderer shall replace the faulty

component/module. Thereafter test shall start all over again. If a subsystem fails during FAT and

is not repaired and made successfully operational within 4 hours of active repair time after the

failure, the test shall be suspended and restarted all over again only after tenderer has replaced

the device into acceptable operational condition.

g. Testing and FAT shall be carried out in two phases. The minimum requirement for testing during

these two phases shall be as follows

h. Under the first phase, vendor shall perform tests at his works to ensure that all components

function in accordance with the specification for each type of test. A test report shall be

submitted for HPCL review within two weeks of completion of this test. Following tests shall be

performed by the vendor and reports shall be forwarded to HPCL.

(a) Quality control test, which shall be carried out to assure quality of all components and modules.

(b) System pre-test, which shall be physical, check of all modules, racks, cabinets etc.

(c) System power-up test, which shall test functionally all hardware, racks, cabinets etc.

(d) Functional testing

i. The second phase of testing shall systematically, fully and functionally test all hardware and

software in the presence of HPCL representative. All subsystems shall be interconnected to

simulate, as close as possible, the total integrated system. The testing shall be carried out as per

approved FAT procedure.

j. Vendor shall include the DU simulators with tagging mechanism of all available DU makes and

models available at HPCL sites, ATG simulator (multiple tank handling to be considered during

FAT), 1 FCC, 1 BOS, HOS, 2 Thermal Printers & all associated networking & hardware peripherals

as a minimum during the FAT. However, HPCL reserves the right to modify the FAT components

on need basis during detail engineering analysis after the award of work to the successful

bidders.

1.27 Training

A. The tenderer shall undertake to train nominated officers / staff of HPCL and HPCL Dealers in

following areas so as to make the participants fully familiar with the system and its operation:-

a) General design & system Engineering.

b) Operating system software, application software, relevant RDBMS/SQL database

management system.

c) Computer system hardware used.

d) Design criterion, specification, testing, functional aspects & installation of all other sales

room mounted & field mounted equipment.

e) Operation & maintenance of individual equipment & overall system

f) Trouble shooting.

B. 2 day induction training & work schedule planning at each Regional Office to the engineers and

sales officers from concerned sales areas. In the event, single vendor executes the job for

multiple categories, 1 such induction training programme conducted by the vendor per Regional

Office (in whichever Regions, vendor shall be awarded the job) for respective categories shall

suffice.

C. 2 day induction training followed by 7 days hands-on Training to outlet employees at each

outlet to be imparted by the vendor to make the employees fully conversant with the system &

it’s operating / maintenance / troubleshooting features at the time of commissioning of the

system i.e., before or during “Observation Period”.

D. 2 day program in each of the Regional Offices for around 20 officers of HPCL to familiarize the

entire solution including troubleshooting etc before the start of Observation Period/SAT.

Training programs should be structured and covering all equipments, software, maintenance

aspects etc. with distribution of relevant manuals. In the event, single vendor executes the job

for multiple categories, 1 such training programme conducted by the vendor per Regional Office

(in whichever Regions, vendor shall be awarded the job) for respective categories shall suffice.

1.28 Site Acceptance Test (SAT)

A. SAT shall be conducted for duration of 1 or 2 days (as per requirement). It shall be carried out by

vendor alongwith Third Party Inspection Agency, and witnessed by HPCL. SAT will be conducted

by TPI agency, (like Lloyds/Det Norske Veritas/SGS/Bureau Veritas/TUV/CEIL) as approved by

HPCL. Cost of TPI shall be borne by the vendor. It shall be the vendor’s responsibility to get the

SAT done at the outlets & get the TPI agency approved by HPCL, prior to commencement of the

job.

B. However, detailed methodology and procedure of SAT shall be drawn out separately by HPCL in

consultation with the vendor after award of work to the successful bidders.

C. Tenderer shall issue 7 days advance confirmation to the Engineer In Charge of concerned HPCL

Regional Office on readiness to conduct SAT.

D. The vendor shall develop a preventive maintenance schedule format jointly with HPCL before all

the SATs in each Category is over. Every site shall maintain an Automation Maintenance Register

for fault reporting, system/equipment downtime, preventive/breakdown maintenance schedule

, turnaround time for Automation vendor’s call attending, fault repair / diagnosis recording by

automation engineer, acknowledgement by RO dealer’s representative etc. The Register shall be

designed by the Automation vendor and shall be distributed to all outlets (after getting it

approved by HPCL) in the respective category. The register shall be monitored and reviewed by

HPCL Officers during Warranty and AMC to evaluate the down time of automation system at

various outlets as well as the quality of service and response time rendered by the vendor.

Section B

INSTRUCTIONS TO BIDDERS

1.28.1 Earnest Money Deposit 1. EMD for Rs 23,50,000 /- (INR Twenty Three Lakh Fifty Thousand only) or USD 38000 (US $ Thirty Eight Thousand only) by way of bankers cheque/pay order/demand draft or non-revocable Bank Guarantee (as per BG formats provided) from a scheduled bank ( but not a cooperative bank) as notified by Reserve Bank of India. Bankers’ cheque / pay order / demand draft / bank guarantee should be in favour of M/s. Hindustan Petroleum Corporation Limited payable at Mumbai. In other words, EMD for tender responses with DD or Bank Guarantee from any Co-operative Bank will not be accepted even if it is a Scheduled Bank. In case the EMD is given from a Co-operative Bank or a non-scheduled bank notified by RBI, the offer will be rejected. Cheques, Money Orders, Cash etc. will not be accepted. Tender responses without EMD in the required form will be liable for rejection. EMD of unsuccessful bidders will be refunded only after finalization of order without any interest. 2. EMD money should be enclosed in a separate envelope duly super-scribed with tender reference number and sent to the HPCL so as to reach before the due date and time of submission of tender response. 3. In case successful bidder withdraws his offer/fails to take up the job, his EMD will be forfeited and no claim whatsoever will be entertained. 4. Linking with earlier transactions/adjustments with pending bills, or any other amount payable by HPCL is not allowed. 5. The Earnest Money is liable to forfeiture in the event of: a. Withdrawal of offers during the validity period of the offer as mentioned elsewhere in the document. b. Non-acceptance of orders when placed. c. Non-confirmation of acceptance of orders within the stipulated time after start date. d. Any unilateral revision made by the bidder during the validity period of the offer. e. Non-execution of the document after acceptance of the contract due to any dispute of the bidders or for any reason whatsoever.

1.28.2 Due Date for Submission of Tender

The due date for the submission of bid is March 14, 2014 at 1500 Hours.

1.29 Pre-bid meeting

The pre-bid conference is scheduled to be held on February 24, 2014 between 1030 hrs. and 1730 hrs IST. Bidders should mail their queries to asimsood@hpcl.co.in or rajashekarv@hpcl.co.in on or before February 21, 2014 by 1700 hrs IST, clearly giving reference to the section, sub-section, clause no., heading & page no. of the tender document. Attendees from bidding organizations should bring along authority letters for attending the pre-bid

meeting. Maximum of two authorized personnel from each bidder shall be allowed to participate in the

pre-bid meeting.

1.30 Validity of Tender

The response to this tender should be valid at least for a period of 4 months from the due date for

submission of tender. In case of any extensions to the due date, if advised by HPCL, the validity period of

4 months will be counted from the extended due date.

The bidders must confirm validity of the tender finalized prices till placement of Stage-II orders, in case

they emerge successful through the entire tendering process.

However, HPCL shall reserve the right, solely at its discretion, to place stage-II order subject to

satisfactory & timely completion of stage-I order.

1.31 Project Completion Time

10 months from date of PO / LOI (whichever is earlier)

1.32 Operating terms

Besides such other support like a 24/7 telephonic assistance, web based complaint management system

etc., as may be required so that the system operates on a continuous basis, vendors shall maintain the

whole system on an on-going basis, during the warranty period of 2 years and post warranty AMC

period of 5 years.

During the warranty and AMC period, all materials / parts / services as required to maintain the system

on an ongoing basis is included in the scope of the job and no extra payment will be made by HPCL.

However, consumables shall be borne by HPCL. Consumable are defined further in the document.

Vendors shall provide service support during business hours as per SLA, if and when required and as

defined under SLA.

Vendors will be the single point contact for HPCL for all support related issues with respect to

hardware/software related to retail automation. If any third party help is required in resolving any

issue, it will be the sole responsibility of the vendors to arrange for such help.

The vendors shall provide Service Level Agreement (SLA) for the system as detailed further in the document. The service level agreement shall be signed by the successful bidder with HPCL.

1.33 Service Network

The bidder must have effective service / support network at major Indian cities / towns (should have /

setup offices at least in the cities / towns where HPCL Regional Offices are situated as per the list of 50

locations attached in Annexure-7), manned by qualified and experienced personnel with requisite

inventory of spare parts / components to fix any problem arising at any of the locations concerned.

Efficacy of solution in typical Indian operating conditions, Quick response and fix time, 24x7 operations,

remote diagnostics, call center / help desk support are among the desired factors.

Bidders to furnish all details of their support network, brief profile of the service personnel, their

infrastructure, inventory of spare parts and the response time to rectify a fault arising out of the system.

1.34 Pre-Qualification criteria:

The bidder must fulfill all the following conditions in order to technically qualify for the tender: TECHNICAL CRITERIA:

A. The bidder must show evidence of having the following experience:

Similar Work: The bidder should have supplied, installed & commissioned Retail Automation System using solid-state forecourt controller technology alongwith automatic tank gauging system (ATG) & integrated to Dispensing Units at minimum 100 petroleum retail outlets, during the period of last 7 years ending 31th January 2014. Work completion letter from the client should be necessarily submitted in support of the above & as proof of satisfactory performance of the vendor during the said period of contract. Note: Retail Automation jobs executed with PC based forecourt controllers shall not be considered as ‘similar work’.

B. Bidder should also have successfully carried out and completed similar work as defined under “A” above during the last 7 years ending 31th January 2014 as follows:

I. Three similar completed works as defined under “A” above, each costing not less than INR 5.6 Crore or

II. Two similar completed works as defined under “A” above, each costing not less than INR 7 Crores or

III. One similar completed work as defined under “A” above costing not less than INR 11.2 Crore.

In case of orders placed in currency other than INR, the equivalent INR value as per the currency conversion rate(RBI reference rates) prevailed on the date of Purchase order/contract document shall be considered for the purpose of Technical evaluation as per above criteria.

FINANCIAL CRITERIA:

The bidder should have achieved the average annual financial turnover (TO) of Rs 4.2 Crore or USD

667832 during the last three financial years ending March 2013 (2010-11, 2011-12, 2012-13). For the

vendors following financial year closing at the end of June or September or December, the last three

financial years ending with the respective quarter of 2012 will be considered. The copies of audited

balance sheet and profit & loss account showing the Annual Turnover to be submitted along with the

un-priced bid as a proof.

C. The bidder, either directly or through his Indian Arm / Authorized representative / consortium

partner, should have pan India service / support network at minimum 15 locations pan India with adequately qualified & skilled manpower for supporting &maintaining retail automation system at petroleum retail outlets. Bidder to provide details of its service / support network along with details of personnel - contact person name, contact number(s) & addresses at each of these locations along with the technical bid.

D 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.

However up to 3 affiliates may make a joint bid as a consortium, and in

which case the conditions applicable to a consortium shall apply to them.

“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.

E Bids may be submitted by:

a) A single person/ 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) A consortium (including an unincorporated JV) having a maximum of 3 (three) members.

d) An Indian arm of a foreign company.

F Fulfillment of Eligibility criteria and certain additional conditions in respect

of each of the above 4 types of bidders are stated below, respectively:

a) The sole bidder (including an incorporated JV which has completed 3

financial years after date of commencement of business) shall fulfill 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 fulfill each

eligibility criteria or any one constituent member/ promoter of such a JV shall fulfill 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 to ensure completion of the contract when awarded, an undertaking not to withdraw from the

JV till completion of the work, etc.

c) In case the bidder(s) is/are a consortium (including an unincorporated JV), then the following conditions shall apply:

1) Each member in a consortium may only be a legal entity and

not an individual person.

2) The Bid shall specifically identify and describe each member of

the consortium;

3) The consortium member descriptions shall indicate what type of legal entity the member is and its jurisdiction of incorporation

(or of establishment as a legal entity other than as a corporation) and provide evidence by a copy of the articles of

incorporation (or equivalent documents);

4) One participant member of the consortium shall be identified as the “Prime member” and contracting entity for the

consortium;

5) This prime member shall be solely responsible for all aspects of

the Bid/ Proposal including the execution of all tasks and performance of all consortium obligations;

6) The prime member shall fulfill each eligibility criteria;

7) A commitment shall be given from each of the consortium members in the form of a letter signed by a duly authorized

officer clearly identifying the role of the member in the Bid and the member’s commitment to perform all relevant tasks and obligations in support of the Prime/lead member of the

Consortium and a commitment not to withdraw from the consortium;

8) No change shall be permitted in the number, nature or share holding pattern of the Consortium members after pre-qualification, without the prior written permission of the Owner.

9) No change in project plans, timetables or pricing will be permitted as a consequence of any withdrawal or failure to

perform by a consortium member;

10) No consortium member shall hold less than 25% stake in a consortium;

11) Entities which are affiliates of one another are allowed to bid either as a sole bidder or as a consortium only;

12) Any person or entity can bid either singly or as a member of only one consortium.

d) In case the bidder is an Indian arm (subsidiary, authorized gent, branch

office or affiliate) of a foreign bidder, then the foreign bidder shall have to

fulfill each eligibility criteria. If such foreign company desires that the

contract be entered into with the Indian arm, then a proper back to back

continuing (parent company) guarantee shall be provided by the foreign

company clearly stating that in case of any failure of any supply or

performance of the equipment, machinery, material or plant or

completion of the work in all respects and as per the warranties/

guarantees that may have been given, then the foreign company shall

assume all obligations under the contract. Towards this purpose, it shall

provide such comfort letter/guarantees as may be required by Owner.

The guarantees shall cover inter alia the commitment of the foreign

company 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

Indian arm or to render the same themselves so as to ensure completion

of the contract when awarded, an undertaking not to withdraw from the

contract till completion of the work, etc.

All the documents that are submitted in support of Bid Qualification Criteria, shall be in

English and notarized. Those documents which are not in English shall be translated and

certified by competent authority.

Offers not meeting the technical and financial criteria as stipulated above shall be rejected.

G Documents/ information necessarily required along with technical bid: a) Complete details of contact person including email ID, Postal address & Tel. nos. b) Details of manpower with qualification & experience. c) Notarized copies of audited Annual Reports / balance sheets & Profit & Loss

statements for the last 3 financial years. d) Registration certificate of the company. e) Letters from CLIENTS in support of satisfactory completion of job as proven track

record of the bidder with other details as mentioned in clause A of the Pre-qualification criteria.

f) Deviation listing as per Annexure 4. In case of no deviation, same should be submitted as nil-deviation form. Deviations not explicitly mentioned in the format shall be considered as accepted by the bidder for the purpose of technical evaluation, even if such deviations are mentioned elsewhere in the technical bid response.

g) Spare part price list (as per Annexure-8) h) Declaration for relatives (as per the format attached as Annexure-10) i) Declaration for black-listing (as per the format attached as Annexure-11) j) Signed & stamped copy of Integrity Pact.

k) Other details / confirmations as required by the tender document or sought subsequently by HPCL during the course of technical evaluation of the bids.

HPCL reserves the right to complete the technical evaluation based on the details furnished along with the technical bid, without seeking any further / additional information.

1.35 INDIAN REPRESENTATIVE COMMISSION (FOR FOREIGN VENDORS)

1) Foreign bidders should either have their own facilities in India or should have an authorised representative for carrying out after sales service. HPCL would like to deal on Principal to Principal basis. However, where after sales service is rendered by an Indian Representative, the compensation/cost paid/payable to the representative will be paid in Indian Rupees by HPCL directly to the Indian Representative.

2) The bidders should submit a copy of the agreement with the Indian Representative. 3) In case of foreign vendor, offer should mention Total FOB price, Estimated ocean freight and

CIF JNPT-Mumbai price. 4) Vendors should indicate separately in their price bids, the CAMC Charges and the cost will be

payable to Indian Representative for these services. The cost so indicated will be considered for evaluation and will be paid in Indian Rupees to the Indian Representative directly by HPCL.

5) In case of indigenous vendors offer should mention basic rates, excise duty, sales tax, transportation, octroi and the total delivered cost. Tender shall be submitted by either the Indian Representative on behalf of the foreign principal or the foreign principal directly can bid but not both.

6) Manufacturer shall confirm the period of contract between him and the Indian representative.

7) Indian representative to confirm that he is sole representative of only one manufacturer and offering service on behalf of only the manufacturer mentioned above and not for any other manufacturer.

1.36 DISTRIBUTION OF QUANTITY:

The entire quantity of 200 outlets shall be awarded to L1 bidder

Note: Exact sites & locations / Regions / Zones under which the sites fall, shall be allotted during the issuance of purchase order to the successful bidder.

1.37 WARRANTY & POST-WARRANTY SLA:

The service level agreement shall be signed by the successful bidders with HPCL, as per the format given in Annexure-1. Same shall be equally applicable for 2-year warranty period & 5-year post-warranty AMC period.

1.38 ESCROW AGREEMENT:

The successful bidders shall be liable to sign Escrow agreement for software (including updates /

modifications / customizations) with HPCL & the Escrow service provider. The vendors shall be required

to establish an Escrow of the deposit materials including but not limited to software/ firmware source

code, design documentation, structures, database design scripts & such other related documentation,

as applicable, pertaining to the items & solution as a whole under the scope, as defined under

“Distribution of Quantity”.

The commercials involved shall be entirely borne by the vendors for the same, as per their scope of

work.

The vendors shall establish an Escrow before the Factory Acceptance Test (FAT) is conducted. Further to

that, any customizations / updates shall be included under Escrow.

1.39 COMPOSITE BANK GUARANTEE

1) Vendor shall submit a composite bank guarantee to HPCL equivalent to 10 % (Ten percent) of the

total value of the contract (PO issued) from any scheduled bank (other than cooperative banks) in India,

acceptable to HPCL, in the format given in Annexure - 9 as security for the performance of the

implementation vendor’s obligation and /or discharge of implementation vendor’s liability in connection

with the said contract. In case of any loss or damage, costs, charges and expenses caused to or suffered

by HPCL by reason of non performance and fulfillment or for any breach on the part of the

implementation vendor of any of the terms and conditions of the contract, HPCL shall be entitled to

invoke the said composite bank guarantee. Any excess of expenditure incurred by HPCL on account of

above shall be payable by the vendor. The decision of HPCL in this regard shall not be liable to be

questioned but shall be final and binding on the vendor. It inter alia includes:

a) Defect liability that may arise during the currency of the contract b) Defect liability that may arise during the period covered under defect liability period clause of the contract. c) Vendor’s performance on the contract.

2) The above composite bank guarantee should be submitted by the vendor within 3 weeks from the

date of LOI/FOI / issue of purchase order / signing the contract (whichever is earlier). The bank

guarantee should be valid for a period of minimum 35 months with additional claim period of 3 months.

In case of any extension to the delivery period, the validity of the composite bank guarantee shall be

extended for the period equivalent to the extension period, before the expiry of the original date. For

post-warranty AMC, Separate BG shall be provided with value equal to 10% of the total value of the

contract (including supply, installation & maintenance), for a period of 5 years with an additional claim

period of 3 months.

3) Any defect which may arise or lie undiscovered connected in any way with the services/material

provided by the vendor shall be rectified / replaced by the vendor at his own expense, failing which

HPCL shall be entitled to rectify the said defects by invoking the said guarantee. Any excess of

expenditure incurred by HPCL on account of defect/defects shall be payable by the vendor. The decision

of HPCL in this regard shall not be liable to be questioned but shall be final and binding on the vendor.

4) Vendor shall remain responsible and liable to make good any defects at his own expense, that may

occur/appear to the work carried out under the contract within a period of 24 months from the date of

successful completion of the job or issue of completion certificate, whichever is later. If the contractor

fails to make good the defects, HPCL shall be entitled to rectify the said defects and encash the bank

guarantee. The decision of HPCL in this behalf shall not be liable to be questioned but shall be final and

binding on the vendor.

5) Vendor shall remain responsible and liable for the satisfactory performance of the contract. In case of breach of any terms/conditions of the contract, in letter, spirit and meaning, HPCL shall be entitled to encash the above composite bank guarantee. The decision of HPCL in this behalf shall not be liable to be questioned but shall be final and binding on the vendor. 6) In case, however, the vendor fails to submit the composite bank guarantee, as mentioned in para 1

above, HPCL shall have right to cancel the LOI / FOI / Purchase Order/ contract and forfeit the EMD. In

case, no defect occurs/ appear to the work carried out under the contract till the completion of defect

liability period and the vendor does not breach any terms/conditions of the contract, HPCL will return

the composite bank guarantee.

7) At the end of warranty period, the vendor shall carry out joint survey with HPCL & all the defects

noticed shall be made good to the satisfaction of HPCL Regional Office before commencement of

CAMC.

8) SERVICE TAX & VAT on CAMC:

Comprehensive Annual Maintenance Contract (CAMC) involves supply of materials / spare parts

required for maintenance of the equipment, it would fall under Works Contract Service. The service

provider has the option of choosing the valuation method for discharging the service tax liability in

terms of sub-rule (i) or sub-rule (ii) of Rule 2A of the Service Tax (Determination of Value) Rules, 2006.

Sub-rule (i) specify that the value of service portion in the execution of a works contract shall be

equivalent to the gross amount charged for the works contract less the value of property in goods

transferred in the execution of the said works contract. VAT will also be applicable on the CAMC

contracts as works contracts are also considered as deemed sales.

While quoting vendor should be able to predetermine the quantum/ ratio of supply items or spares

used in CAMC contracts (The vendor to quote one predetermined % for first 3 years and another

predetermined % for next 2 years of the post-warranty CAMC). While invoicing the CAMC contract, the

supply portion of spares should not exceed this predetermined ratio quoted by the bidder. VAT will be

payable at prevailing rate of respective state on supply component on the pre-determined percentage

quoted in this bid and the service tax will be paid on the balance portion of CAMC amount. (Example

with detailed explanation for better understanding of this clause is provided in the sample price bid

format for VAT for procurement of dispensing units). Bid Evaluation will be basis the predetermined

supply quantum or component of CAMC amount for spares component of supply items at the

maximum VAT rate of 15 % will be considered for uniformity purpose, however service tax will not be

considered for evaluation of lowest bidder.

Post warranty CAMC PO, shall be raised for the pre-determined percentage of spares component as

quoted by the bidder with the correct applicable VAT rate of that relevant State (where the

automation system is installed) and the balance percentage with Service component for Service tax.

9) Works Contract Tax (WCT) deductions from the payment

For works contract the payment made to the contractor certain amount is deducted and paid to the

State commercial tax department as per the VAT Act of the State where the job is being executed. This

WCT deduction shall be done as per the VAT Act, and certificates shall be issued to the contractor. The

certificate can be utilized for adjustment against their VAT payable liability. This WCT deduction being in

the nature of tax deduction at source shall not be considered for evaluation.

1.39.1 GENERAL INSTRUCTIONS FOR BANK GUARANTEES

1) In case of overseas bidders, bank guarantees issued by a reputed international bank shall be

acceptable. However all foreign bank guarantees will be required to be confirmed by a scheduled bank

(other than cooperative bank), located in India, ..

2) All bank guarantees must be unconditional, without demur and should be encashable on

presentation to the issuing bank.

3) All bank guarantees should be submitted in the prescribed formats in relevant sections with

necessary claim period to provide sufficient time to lodge a claim after the expiry of the bank guarantee.

1.40 RESOLUTIONS OF DISCREPANCY IN TENDER ENQUIRY DOCUMENT

1.14.1 In case of any discrepancies / conflicts / error / contradictions in various sections of the tender

enquiry, clarifications may be obtained from the personnel as mentioned above. The clarifications so

provided will be final and binding.

1.14.2 In case of any contradictions in various sections of the tender submitted by the bidder, the clause

as read or interpreted to be most beneficial to HPCL shall prevail.

1.14.3 In case of discrepancy in prices quoted by the bidder, in words and in figures, the prices worked

by the tenderer will be considered as the quoted price.

1.14.4 In case of discrepancy in prices between the total value mentioned and the sum arrived at by

multiplication / addition of the individual figures/quantities, the rates quoted by the tenderer i.e. the

sum arrived at by multiplication / addition of the individual figures / quantities shall be considered.

1.14.5 In all the cases of disputes / conflicts / contradictions, HPCL’s decision / interpretation will be final and binding. 1.14.6 In this tender enquiry, the terms “tender” and “bid” have been used interchangeably and means

the documents submitted by a person or authority for carrying out the work. Similarly the terms

“Tenderer” and “Bidder” have also been used interchangeably and mean a person or authority who

submits the tender offering to carry out the work as per the terms and conditions.

1.14.7 For the purpose of this tender enquiry, the terms “Purchase Order”, “Order”, “Agreement”, if

used anywhere in the tender enquiry, shall mean and form a part of the “Contract”.

1.41 GENERAL

1.15.1 Tender should be typed / legibly written. Corrections / alterations should be avoided. Corrections

/ alterations, if any, should be signed in full by the bidder with date. No erasures or over writings are

permissible.

1.15.2 The language for the tender document and all communications/documentation will be English.

1.15.3 Bidders should give a declaration that they have not been banned or delisted by any government

or quasi-government agencies or Public Sector Undertakings.

1.42 PAYMENT TERMS

1.16.1 No advances will be paid by HPCL.

1.16.2 The Corporation would be making payments for completed jobs within 15 days of receipt of certified bills at HQO-disbursement dept, as follows:

A. Project & Warranty Phase:

i) 10% of order value (excluding post warranty AMC) shall be paid on successful completion of Factory Acceptance Test (FAT). The bidder to obtain sign off from HPCL in this respect.

ii) 30% of finalized / order price (excluding post warranty AMC) shall be paid after

receipt of material at sites in good condition along with test certificate, TPI/ inspection clearance by the company or its representative accompanied by HPCL’s internal document; partial MRR.

iii) 40% of finalized / order price (excluding post warranty AMC) for each site shall be paid after successful installation and commissioning, training and site / user acceptance test of entire solution (software / hardware). The bidder to obtain acceptance sign off in this respect from HPCL, for the sites completed.

iv) 10% of finalized / order price (excluding post warranty AMC) for each site shall

be paid after successful integration with head office module (HOS) and integration to Control Centre server (Central Server Application).

v) 10% of total value of contract (excluding post warranty AMC) after completion

of work in all respects and completion of satisfactory observation period. The bidder to obtain acceptance & project closure sign off in this respect from HPCL.

vi) Additional Security Deposit (ASD): 10% of the payment shall be withheld from the running bills towards ASD, which shall be released on quarterly basis in 8 equal parts during the 2-year warranty period. Any deduction on account of non-performance during warranty period (as per SLA) shall be adjusted against these payments.

B. The post-warranty AMC payment schedule shall be as follows:

The vendor shall quote the AMC amount for each of the 5 years separately including associated Head-Office system. 25% of the finalized AMC price for each year shall be paid at the end of each of the respective quarters by the respective Regional Office of HPCL.

HPCL reserves the right to place the order for the post warranty AMC either along with the main order of after the completion of the warranty period of two years, at the finalized rates of this tender.

1.16.3 Payments will be made within 15 days after the receipt of invoices duly certified by HPCL, along

with requisite user acceptance certificates.

1.16.4 In case, for any unforeseen reason, the roll out cannot be done at any of the retail outlets, Project team will have rights to suitably replace /alter/ delete the sites.

1.43 LIQUIDATED DAMAGES (LD)

a) In case of delay in completing the job beyond the period of contract, the vendor shall be liable

to pay a sum equivalent to 0.5 % of the unfinished portion of the job for every week or part

thereof of the delay subject to a maximum of 5 % of the total contract value.

b) The LD will be chargeable on unfinished outlets. For this purpose, unfinished retail outlet will be

defined as one where any job as per the scope of the tender at that particular retail outet is

incomplete or is not made live to the satisfaction of HPCL. The retail outlet will also be

considered as incomplete if the jobs at the retail outlet is complete or live but the jobs at the

respective Controlling office with the functionalities required as per the scope defined is not

completed. HPCL’s decision in this regard will be final and binding.

c) The liquidated damages shall be recovered by HPCL out of the amounts payable to the

contractor or from the guarantees or deposits furnished by the contractor or the money

retained from the bills of the contractor. Should the amount of liquidated damages is not

recoverable or recovered in any manner in part or in full, the same shall be payable by the

contractor on demand by HPCL, with 18 % per annum interest, till the date of payment.

d) LD will be liable for recovery as soon as it is due. e) Vendors are expected to meet all the mile stones as per the committed time lines. However, LD

will be applicable for any delay beyond the total delivery period as mentioned above under the contract.

f) LD shall be applicable only on the basic cost and on full complete week (s) and for fractional days LD shall be applicable on pro-rata, if any.

g) Initially LD shall be applicable for total contract value and final LD settlement to be on unexecuted portion/quantity of work for contracts in the contractual completion period.

1.44 EXTENSION OF TIME

a) If the vendor does not complete the work within the contractual period, they may apply in

writing to HPCL, reasonably in advance before expiry of the contract stating therein, in detail,

the reasons on which they desire to have extension and the period of extension requested.

b) HPCL may consider the request of the vendor for such extension of time and communicate the

decision to the vendor. The decision of HPCL in this regard shall be final and binding.

c) If the extension of the due date of completion is due to reasons not attributable to HPCL, the

Liquidated Damages clause shall be applicable.

d) While HPCL will make all attempts to avoid any delays on their part, in case the extension of the

due date of completion is due to reasons directly attributable to HPCL, HPCL will consider the

period of such delay for extension of final due date, provided:

Such delays have directly resulted into overall delay of the project

All efforts are made by the vendor to make up for the delays

No extra charges shall be payable to the bidder by HPCL for the delay resulting into any extension of time.

1.45 COMPLIANCE TO TENDER ENQUIRY DOCUMENT

a) Tender should be in exact compliance to the tender enquiry conditions. All annexures duly filled

up along with necessary documentation as requested in the tender enquiry and / or required to

support vendor’s claim must be enclosed with the tender in the first instance itself. Bidders

have to specifically confirm the compliance to the tender enquiry conditions along with

deviations, if any, specifically highlighted in the format given as Annexure 4.

b) Even if there are no deviations to HPCL tender enquiry, a NIL deviation form is required to be

submitted as per format given in Annexure 4 with non applicable clauses struck off.

c) Any willful attempts by the vendor to camouflage the deviations by not mentioning them in the

prescribed format may render the bid itself non responsive. In case the deviations are to be

necessarily mentioned somewhere else in the bid, explicit reference of the same should also

appear in the format for deviations given in Annexure 4.

1.46 PROPOSED TECHNICAL SOLUTION

The bidders should clearly mention the FCC technology & the entire solution proposed in the

technical bid. The successful bidder(s) shall necessarily supply & implement the same solution

as proposed in the technical bid.

SECTION C

TENDER EVALUATION METHODOLOGY

1 TENDER REJECTION CRITERIA

1.1 Tenders will be summarily rejected with no further reference in the following situations:

1.1.1 Tenders not received in 2-bid format : Un-priced bid & price bid

1.1.2 Tenders not received at the specified address.

1.1.3 Tenders received after the stipulated time and date for submission of tenders, as mentioned

elsewhere in the document.

1.1.4 Tenders not accompanied with minimum requisite Earnest Money Deposit (EMD) of INR

23,50,000 /- (INR Twenty Three Lakh Fifty Thousand only) or USD 38,000 (US $ Thirty Eight Thousand

only)

1.1.5 Tenders received as Joint bids

1.1.6 Tenders specifying more than the stipulated delivery schedule . If bidders withdraw this

deviation at a latter stage of the tender evaluation, then same shall be done without resorting to

revised rates.

1.1.7 Tenders not accepting clause for composite Bank Guarantee for the performance of the contract

and the performance of the deliverables

1.1.8 Tenders not quoting Firm prices

1.1.9 Tenders not quoting prices in the manner as desired in the tender and not confirming the same in

unpriced bids, which should be filled in its entirety, including total amount and unit rates, as per the

price-bid format.

1.2 After review of the technical bids if there are any deviations, bidder will be asked to confirm to

the tender clauses, without any change in price bids. In case, bidder does not confirm to the tender

clauses, the tender will be rejected in the following situations:

1.2.1 Tenders excluding any item of the scope and deliverables, as mentioned in Section E.

1.2.2 Tenders having technical specifications at deviations to the specifications mentioned in the tender

enquiry.

1.2.3 Vendors quoting for technologies other than the ones for which they have been qualified by HPCL.

1.2.4 Vendors not accepting LD clause

1.2.5 Integrity Pact (duly signed & stamped) not submitted with the technical bid.

2 TENDER EVALUATION CRITERIA

2.1 On the Due date for submission of tenders, the unpriced bids will be opened by HPCL. Priced bids,

received along with unpriced bids, will be opened by HPCL after technical evaluation.

2.2 Priced bids of only technically acceptable bidders will be opened and considered for price bid

evaluation.

2.3 Bids will be evaluated based on the total price quoted by the bidders including post warranty AMC

2.4 No revision in the prices quoted by the bidder will be allowed during evaluation of bids.

2.5 Tenders will be evaluated based on the prices, terms and conditions as quoted in the bid.

2.6 Successful bidder shall be evaluated basis lowest quoted delivered cost including post

warranty CAMC for placing the order..

2.7 Evaluation of the priced bids will be done by converting all the bids to Indian Rupee terms based on BC Selling rate applicable on the date of opening of unpriced bids.

SECTION D

SCOPE OF THE JOB

1. Scope of the Job Scope of the job includes but is not limited to supply, install, implement, commission, training, Factory and Site Acceptance Test (F/SAT), two year warranty and five year post warranty AMC for the total solution including all hardware, software, materials, services and support etc. for automating a total of 200 nos. of select retail outlets throughout India and associated Head Office System and Control Centre on a central server accessible over internet / intranet, housed in HPCL data center. All necessary cabling / wiring / sockets and allied infrastructure conforming to respective quality / standard norms are also included in the scope of this job. The retail outlets to be automated through a Core system technology platform from which a range of communications control systems can be created through interface with appropriate modules & matching peripheral equipment at outlet site & controlling office module. The offered solution should be capable of being scaled up to support subset of applications on

suitable peripherals depending on the level & complexity of different retail outlet sites. The

retail automation solution should be modular in architecture so that they can be scaled up

depending on the requirements site by site. All sites should be integrated to the respective

Head Office System (web-based application remotely accessible over internet / intranet) with

a central server residing at HPCL data center at Hyderabad through “two-way integration”

(both upload & download should be possible).

The system is envisaged to necessarily provide wet-stock reconciliation module, which shall

consist of the following components in an integrated manner in order to capture sale &

inventory.

Such components at outlets shall include:

1. Solid-state forecourt controller (FCC) including interface to dispensing units

2. Automatic Tank Gauging System (ATG)

3. Back Office System (BOS)

4. Thermal printers for receipt printing

5. UPS & Cables

6. Head Office System (to be installed at HPCL Data Centre, Hyderabad)

7. Control center integration equipment (routers / modems at outlets)

8. Vendor’s server to be integrated with HPCL Control Centre for Retail Automation

monitoring (to be installed at HPCL Data Centre, Hyderabad)

9. Integration to central Head Office System and Control Centre Server along with necessary

communication equipment at outlets.

All the above items shall be procured & supplied, installed & commissioned (both hardware &

software) by the vendor at the tender finalized prices.

The ATG system & dispensers shall be interfaced to a solid-state FCC at each outlet; The FCC

shall act as the heart of the system & shall control other components interfaced to it.

The detailed hardware specifications & functional requirements of each one of the above

modules have been mentioned in Section E of the document.

Price-bid evaluation shall include the quoted prices of above site components including 2 year

warranty & 5 year post-warranty AMC, site preparation activities & lumpsum price for shifting

of system from one site to another.

The Automation Vendor shall be the single source for sourcing the equipments in the scope of the vendor for all necessary hardware & software used in the Automation system. The Equipments used in the Automation of Retail Outlets should meet requirements of Indian Statutory Agencies such as Explosives Department, local authorities, Weights & Measures etc. (as may be applicable). The vendors must obtain all necessary licenses to implement hardware / software integration of the system in India. The entire solution should comply with the guidelines of International Forecourt Standards Forum (IFSF) standards. However the forecourt controller must be IFSF compliant. All interfaces to peripheral devices including DU’s shall comply with IFSF standards. Detailed functionality & minimum technical requirement of each component of the system to be met by the offered solution, included in the scope of bidder’s job, are described in Section E.

2. Operating terms

Maintain the whole system on an on-going basis, during warranty period of two years & subsequent

post warranty annual maintenance contract (AMC) for 5 years after the completion of warranty

period of 2 years. During warranty and AMC all materials / parts / services as required to maintain

the system on an ongoing basis is included in the scope of the job and no extra payment will be

made by HPCL. However, consumables at sites, after final sign off has been obtained, shall be borne

by HPCL.

Provide service support during agreed business hours as per SLA, if and when required, besides such

other support like a 24/7 telephonic assistance, web based complaint management system etc., as

may be required so that the system operates on a continuous basis.

Bidder will be the single point contact for HPCL for all support related issues with respect to

hardware/software installed by them. If any third party help is required in resolving any issue, it will

be the sole responsibility of the bidders to arrange for such help.

The Bidders will Provide Service Level Agreement (SLA) for the system as detailed elsewhere in the

document.

3 Training and hand holding

a) Forecourt Personnel

Detailed extensive operational training has to be imparted to all the forecourt operating staff on

automation. The training has to be for a period of 2 days including a brief class room sessions and

hands on training at the forecourt. The training has to be imparted in a simple and lucid manner

only in Hindi / vernacular. Necessary training aids to be provided to the participants in form of brief

manuals in Hindi / vernacular. All such trainings have to be organized at the site only in coordination

with the site managers. Before the sign off for the site, a follow up training for one day has to be

imparted to the staff.

b) Site Managers

Detailed class room and hands on training to be imparted to the site managers over a period of 2

days. The training should cover inter alia other issues, overview of automation, operational aspects

and extensively on Back Office System usage, familiarization of reports and efficacy of same, shift

end / day end and general upkeep of the system etc. All such trainings have to be organized at the

site only in coordination with the site managers. Before the sign off for the site, a follow up training

has to be imparted to the site managers for one day. Adequate training aids, manuals, working /

operating instructions to be provided to participants. The date and time of

training should be decided in consultation with the site managers. The help desk contact person,

telephone numbers, e-mail id, mailing address etc should be made available to them and

prominently displayed inside the sales room.

c) Regional Managers and team

Detailed class room and hands on training to be imparted to the controlling office users over a

period of 2 days. The training should cover inter alia other issues, overview of automation,

operational aspects and extensively on controlling Office System usage, familiarization of reports

and efficacy of same etc. All such trainings have to be organized at the regional office, in

coordination with the regional managers, only after all sites in that Region have been integrated to

the Controlling office. Before the sign off for the site, a follow up training has to be imparted to the

regional managers and team for one day. Adequate training aids, manuals, working / operating

instructions to be provided to participants. The date and time of training should be decided in

consultation with the regional managers. The regional office team should be advised of the general

upkeep of the system and the help desk contact person, telephone numbers, e-mail id, mailing

address etc should be made available to them.

d) Refresher Training

Refresher trainings shall be conducted every year for at least 1 day for site mangers/ forecourt

personnel and 1 day for Regional Manager and his team at each regional office location during

Warranty and post-warranty AMC period.

4 Alterations and Enhancements of site parameters:

As per changing business needs, tanks and pumps may be altered like, additional tank being

installed, tank decommissioned / swapped, pumps added / removed / swapped etc. In such

events, the successful bidder is required to undertake all related activities upon advice from

concerned regional office and successfully carry out the job. The additional material hence

required in form of tank level probes, cables etc. shall be payable to bidder at the tender

finalized price for such items. However the service component like integrating an additional

pump (provided the protocol version of the additional dispenser remains same )/ tank, altering

/ updating site and (but not limited to) controlling office database configuration etc shall be

carried out by the bidder at no extra cost to HPCL, till the end of post- warranty CAMC period.

Also, no extra payment shall be made for DU interface cards etc.

5 Expansion of retail automation in a regional office In line with business requirement, additional sites (beyond those mentioned in the contract) of

any regional office may be required to be automated. In such an event the bidder whoever has

undertaken the automation job shall be offered to automate the additional sites at the finalized

price. For such expansion activities, the finalized price shall be valid till the end of the post-

warranty CAMC period.

6 De-installation, Transportation and re-installation of

retail automation system Depending on the business requirement & as desired by HPCL, the vendor shall have to arrange for shifting of the Retail Automation equipment from one location to another, including uninstallation of all equipment at one location, physical transportation to another location & reinstallation of all the equipment at another location (including all related interfaces / integrations at both software & hardware level) at the all-inclusive tender finalized rate. The rates for this activity shall be quoted under the appropriate line item. This rate shall be valid during the Warranty and AMC period. No charges, whatsoever, other than the tender finalized rates shall be payable to the vendor. The vendor shall be fully responsible for the complete operation of all the equipment at the new location. At the new outlet, Conduiting & tank modification (as per drawings / requirements given by the vendor) shall be in HPCL scope. However, supply & laying of cables alongwith installation & commissioning of the shifted equipment shall be in vendor’s scope.

7 HPCL & Vendor’s Deliverables / Scope:

a) HPCL shall make available the sites to the bidders to carry out the job from administrative point of view.

b) All site preparation activities including Conduiting, tank manhole modification, earth-

pits shall be in HPCL’s scope. Such jobs shall be carried out at each outlet by the

respective HPCL Regional Office after site survey reports are submitted by the vendor alongwith engineering drawings for such jobs to be carried out.

c) The vendor shall lay the cable in the conduits, as may be required and on completion of

the same, shall arrange to seal the conduit openings with suitable water resistant sealant.

d) Anti-Rodent treatment inside the conduits shall also be in the vendors’ scope.

e) Conduit-Sealing & anti-rodent treatment will have to be repeatedly done by the concerned vendor (as & when required) during the course of contract (including warranty & post-warranty AMC) at no additional cost to HPCL.

f) The vendor shall provide electrical points, wherever required alongwith MCBs etc.

inside the sales room.

g) All Cabling and related material / labor is in the scope of the bidder.

h) HPCL shall ensure to provide the correct firmware version for dispensing units. However, the vendor shall submit written request for the same, providing the details of the compatible pump-ware version required for different makes / models of the dispensing units for each site. The bidder shall carry out the site survey in this regard and report to HPCL in writing for rectification of any discrepancy, if required.

i) HPCL shall ensure adequate space inside the sales room / data center for placing the

hardware and other related equipment. The bidder should request HPCL with proper lay out drawing for the space in the sales room and similar activities at such other locations, as per the scope defined in the tender. As far as possible, all components to be installed inside sales room like FCC, switch, router etc. shall be installed in a single enclosure with adequate air circulation provision. Cabling inside sales room shall be properly dressed and protected inside casing, capping/ enclosed cable trays and MCBs of proper rating shall be used by the vendor.

j) HPCL shall ensure / provide communication media (VSAT / PSTN / ISDN / GSM / radio link/ CDMA / Broadband etc., whichever is convenient for HPCL) at retail outlets. However, the system should be able to fulfill all the functionalities, as mentioned ahead, including real-time site status viewing & data transfer, necessarily on the communication media, as provided by HPCL as per HPCL’s convenience & options available at the outlets. However, the solution should be able to operate on all of the above mentioned networking options.

k) HPCL shall facilitate the bidder upon written request, the communication protocols of the

dispensing pumps, loyalty card integration etc. HPCL shall part with the same upon signing appropriate non disclosure agreement (NDA). However, it shall be vendor’s responsibility to obtain such documents from the concerned parties.

l) It shall be the onus of the bidder to carry out site inspection with respect to power

conditions etc during the site survey and provide all necessary power conditioning equipment accordingly. Any damage to equipment on account of power fluctuation / surges shall be to the vendor’s account. In addition, un-interrupted power supply (UPS)

of reputed make (as mentioned in the specifications) shall be provided so as to ensure that clean and uninterrupted power is available & the system is up and running all the time.

m) Power supply distribution to Automation System and any other equipment forming part

of the Retail Automation system, supply and installation of necessary cables along with power distribution board with MCBs &proper junction boxes shall be in the vendor’s scope.

n) The onus of physically placing / fixing the equipment lies with the bidder. The same has to

be done in consultation with HPCL. HPCL shall advise the suitable position for the TP in the forecourt considering the traffic pattern and other topological suitability.

o) The vendor shall demonstrate both HOS & CCA integration during the SAT by arranging suitable connectivity as part of vendor scope (data card / dongles) at the outlets. After successful demonstration, the connectivity media may be taken back by the vendor.

p) After successful completion of the Site Acceptance Test (SAT) at the outlets till the date

the project closure is accorded, the vendor shall provide the same level of support & maintenance of the system as defined in the SLA for the warranty & post-warranty CAMC (refer Annexure -1), at no additional cost to HPCL. This shall include both spares & labour (as in comprehensive AMC). Bidders must make provision for the same in price-bid.

q) Provision of appropriate Anti-Virus with active subscription (till the end of CAMC) shall be in vendor’s scope. However, same should not make the system slow or in any way, deteriorate the performance of the system.

r) Bidder, in coordination with site managers and local HPCL authorities shall ensure

uninterrupted sales activities at live sites and shall by all means comply to all safety and statutory rules and regulations.

s) The vendor shall submit details of all the activities under HPCL’s scope, within 15 days

of placement of PO, along with detailed engineering drawings (where applicable) for UGT modification, conduiting, DU Upgradation, TP foundation, earth pits etc.

t) Marine cum erection insurance shall be covering all supply material shall be taken by successful vendor.The insurance shall be valid till handing over of the last outlet to HPCL. Copy of MCE insurance shall be handed over to HPCL prior to supply.

u) Each of the equipment shall be supplied with IP rating certificates from the accredited laboratory (wherever applicable as per specification) for atleast 10% of the final quantity supplied to the sites.

8 Estimated quantity for major items

a) The price bid is based on the estimated quantity of major items required for the entire project. However, the successful bidder shall conduct a site survey entirely at his own cost in order to ascertain the exact quantity of all the items.

b) HPCL reserves the right to increase or decrease the quantity upto + or – 25% without any change in the finalized unit rates / terms and conditions. Payment will be made as per actual quantities supplied.

c) Any item or services as required for providing the complete solution irrespective of whether specifically mentioned or not is deemed to be included in the scope of the bidder and the quoted prices should include the same.

S.No Item Estimated Quantity Remarks 1 FCC 200 1 per outlet 2 ATG Probe 600 3 per outlet (Avg) 3 Thermal Printer 500 2.5 per Outlet (Avg) 4 BOS 200 1 per outlet 5 UPS 200 1 per outlet 6 Cables (per site) 200 Lumpsum per outlet 7 Local Gateways 200 1 per outlet

8 Router / modem 200 1 per outlet 9 Deinstallation, Transportation &

reinstallation charges 20 Per site average cost for 20 outlets

10 Post-warranty CAMC Year 1 200 Lumpsum cost / outlet 11 Post-warranty CAMC Year 2 200 Lumpsum cost / outlet 12 Post-warranty CAMC Year 3 200 Lumpsum cost / outlet 13 Post-warranty CAMC Year 4 200 Lumpsum cost / outlet 14 Post-warranty CAMC Year 5 200 Lumpsum cost / outlet

Note: Quoted rate for items 1-8 above should be inclusive of 2-year warranty.

SECTION E

TECHNICAL & FUNCTIONAL REQUIREMENTS

1.1 Automation Solution

a) Objectives of System

The comprehensive objectives of the proposed system are to:

i. Report daily sales analysis & stock by retail outlet site

ii. Monitor & Control on product sold by dealer - Exceptional stock and sales integrity between retail outlet sites & central HO server application.

iii. View site status with respect to dispensing operations, transactions etc. from the HPCL locations on a real-time basis through web based client based access to Head office server application. The application / software should be developed, so as to operate necessarily on communication media as provided by HPCL, viz. PSTN/ VSAT / ISDN / GSM / CDMA / radio link / broadband, as may be convenient / deemed suitable for HPCL to provide at the respective sites.

iv. Consolidated reporting (e.g. daily product performance by site and by region or category of site, or various levels of reporting)

v. Enable regular valuations, forecasts and analysis

vi. Maintain detailed product/stock description of the outlet

vii. Assist in monitoring operation, reconciliation of wet stock, control inventory & wet stock loss.

viii. Monitoring forecourt sales by dispenser/nozzle

ix. Enable flexibility in presentation of information, Data storage etc.

x. Ensure easy access to information

b) Functionality

At a basic level, the solution & system offered by bidders should provide basic features of automated retail outlet operations. While requiring no back office computer, the site related data should be automatically forwarded to central HO server and Control centre server in XML format only for further analysis and report generation. The system should be capable of downloading a central price file automatically from the central HO server. The dealer should however be allowed to override the prices with an advise automatically to the central HO server for inclusion in the exception report for each variation. Suitable functionality should be in-built into the system for the dealer to have full control of the forecourt and inventory. Report generation is required at BOS and central HO server. The dealer should have a full display of all pump operations and inventory stock on BOS integrated to FCC. The system should allow dispensing pumps with self-service, attendant operated or a mixture of both in a single outlet . The system should be able to provide full forecourt control with a mix of different makes of pumps. In addition, reconciliation between total sales & stock / inventory should also be performed by the system during end of Shift and End of Day at local level.

1) Forecourt Transactions & Wet Stock Reconciliation The configuration of the system should enable fuel dispensed & fuel in the tanks to be monitored in real time. Broadly, following functionality is required through a site control & data acquisition system connected to:

a) Retail sales Volume & Value data to be captured b) Receipt printing of transaction at customer option inter alia other things capturing

vehicle registration number (using OPT at High end sites and Thermal Printer at low end sites)

c) Graphic User Interface d) An Automatic Tank Gauging system using magneto-restrictive probes for wet-stock

control & reporting system e) Accurate measurement of UG tank stock & deliveries

2) Functionality / specifications of Components:

A. FCC: The forecourt controller (FC) must have a solid state / embedded real time operating system

based architecture that has:

A micro computer at its core consisting of Central Processing Unit (CPU)

Program memory to store set of instructions to control the CPU (typically these may be EPROMs or embedded real time operating system)

Data Memory, used by CPU to store temporary data and variables. (min. 32 MB RAM).

Battery backed memory for data storage upto 30,000 transactions.

Timing circuits (Real time clock chip)

Multiple I / O ports

Supports Communication Interfaces (RS 422/ RS 485 / RS 232, Current Loop etc)

Multiple Synchronous (min 4) and Asynchronous serial communication ports

Battery back up (external and internal) (Li, lead acid, Ni etc type batteries;

Back up memory: Should be able to store atleast 30,000 transactions. After the memory is full, the system should essentially lock the forecourt operations without over-writing the transactions, till the data is transferred to central server & memory is free for further transactions.

Power Supply (230v I ph AC ±10%, 50Hz ± 5%)

The above components should be sealed in a rugged, tamper proof box and fixed inside the sales room.

The system shall be configured as a real time computing environment consisting of overseeing the dispensing operation, tank level, temperature and density monitoring and will have an interface with the OPT device at the islands.

It should be independent from POS application. PC based system with all application running in the same PC is not acceptable.

Data transfer should happen between FCC & HO server in XML format through secured mode (viz SFTP, HTTPS etc.), which will in turn be processed by RDBMS server at the head office/ central server level.

FCC should be based on embedded Linux / Embedded Win XP Operating Systems.

FCC should work as web server & same should be remotely accessible under secure

environment in normal web browser thru FTP over 3G / GSM / CDMA / Broadband / VSAT /

locally over LAN etc., as made available by HPCL.

FCC should have the capability to stack transactions that could be fetched from the OPT /

Thermal printer user interface for transaction finalization / receipt printing at a later stage,

without effecting subsequent sale transactions. The number of transactions in the stack

shall be configurable atleast upto last 10 transactions per fuelling position.

Locally, this application should be accessible over LAN & remotely over TCP / IP & internet connection through network.

FCC should be interfaced to ATG system with / without visual console. Ideally, ATG probes should be directly integrated to FCC through a zeener barrier. Visual console is not mandatory. However, the visual GUI of tank status should be available on BOS PC.

FCC should also be directly interfaced to DU’s in the forecourt to capture sale & price data.

Provision should be made in the FCC for forced day-end at a pre-scheduled day /time in addition to manual day end through BOS.

FCC should also be integrated with LEDs to be displayed in forecourt so as to display the manually entered density of the product through the Back Office System (BOS) connected to FCC.

FCC should be integrated to one or more thermal receipt printers or OPTs in the forecourt for receipt printing/ card based EFT. Provision should be made in the FCC to operate on the basis of the configuration done on BOS w.r.t. receipt printing being mandatory / optional.

Outlets should be technically capable of being accessible over static & dynamic IP’s both.

HPCL may, on consideration, opt for static IP’s at any further stage. All charges for providing

& managing dynamic IP’s to be borne by the vendor for laisoning with DNS service provider.

The dispenser interface should support min. 4 different DU protocols per outlet & min. 4

DU’s per protocol simultaneously, as an integral part of the FCC.

FCC should be capable of handling all possible combinations of number of digits & decimal

point settings, dynamic decimal shifting etc. for different DU’s in each outlet. Same should

be configurable DU-wise in the system rather than being a global setting. The value

displayed on the DU totalizer should mandatorily & exactly match in terms of number of

digits, decimal point setting etc. with the corresponding value appearing in all the system

generated reports, for reconciliation purpose & for receipt printing through standalone

thermal printers / OPTs.

The FCC must be interfaced to the ATG probes (capability of interfacing atleast upto 8 tanks per outlet without any additional integration cost at a later stage)

The FCC should be capable of performing Auto Tank Calibration.

The system shall be able to communicate with / upload data to the HO server and remotely download data like unit price of the product to the DU’s. HO server should be capable of enabling price change for a cluster of sites based on Town/ Sales Area / Region etc./individual outlets.

The FCC should be highly available and poll data from all forecourt devices. In case of a failure of the pump, the FC shall update as per the electronic totalizer and other parameters from the electronics of pump as soon as it is connected to the FC after pump fault is repaired / rectified. The difference in opening and closing pump totalizer reading should appear as exception report in BOS as well as HO system

The FC controller shall maintain all audit trails of the equipments and processes at the site

The FCC should be able to store the transaction data in the event of a power failure.

The FCC should support PSTN / GSM/CDMA/ Broadband modem, enable data transfer using VSAT network of HPCL. It must support TCP / IP.

The operating temperature range should be atleast 0 – 50 degree Celsius

Forecourt Controller shall control all the pumps in forecourt & shall have facilities to

Start pump

Stop pump

Unlock transaction

Clear Pump error

Start ALL pumps

Switch pump to reconciliation mode

The system shall be able to connect the dispensing units of different makes and products to Forecourt controller.

The system interface shall be able to send the transaction data of the dispenser as well as able to receive the data. There should be a two way reliable communication between the DU and the FCC.

FCC should have inbuilt isolation (preferably optical isolators) on all power &communication lines to all external interfaces.

The FCC should also support the feature of ATG Interlock: In case the ATG probes are not operational, the nozzles mapped to those tanks should not be authorized for dispensation.

The ATG interface module in the FCC should have the functionality to measure net delivered / decanted quantity of product, taking into account simultaneous sales through nozzles.

The FCC should also have an option (Configurable through BOS with admin access rights) to automatically cut-off the nozzles during the time decantation is taking place. The decantation should be automatically sensed by the ATG probes.

FCC should be designed in a modular & scalable manner & should be technically capable of communicating with the following add-on devices at a later stage, as & when required, as per specifications mentioned in part-2 of the section:

Density Probes OPTs & EFT payment application Point of Sale system RFID-based readers & tags for attendant tagging

The FCC should be able to independently manage / handle the following minimum operations at the outlet in the absence Back Office System and / or Point of Sale:

Communicate with & control the DU’s Communicate with the ATG system & capture ATG reading after every transaction Capability to store upto 30,000 transactions (including DU totalizers & ATG level data) in

its on-board memory. No over-writing of transactions to be allowed by the system. Capability to perform Auto-Tank Calibration Capability to perform End-of-day as per the following user-selectable mode (duly

protected by system administrator rights): - Forced EOD: The FCC should lock all the nozzles at the time pre-defined for forced

EOD. In case, all the nozzles are not idle at the time, the idle nozzles be locked immediately & the busy nozzles subsequently (as & when ongoing transactions end & the nozzles are hung back on the boots), till the last nozzle is locked. The system should automatically perform EOD without any manual intervention.

Note: In both the above cases, the EOD should not take more than 5 minutes, from the time the last nozzle is idle / locked, till the time the last nozzle is released for further

transactions. During EOD, Scrolling message should be displayed on LED screen giving appropriate message like “EOD in progress, please wait”.

Directly communicate with HO server over the communication media as mentioned above, for transfer for transaction-wise data with date & time stamp.

The FCC technology proposed by the bidders must have a proven track record as follows: The FCC technology should be field proven & installed anywhere across the globe at atleast 200 petroleum retail outlets. Bidders must provide supporting documents from end customer to that extent.

B. Receipt Printer

The receipt printer(s) shall be provided for receipt printing on the forecourt. The receipt printer

shall be integrated to the FCC directly.

Configurable options at the FCC level (Through BOS, with adequate administrative rights) shall

be provided for making receipt printing mandatory for all the transactions as well as for printing

receipts for selected transactions by manually entering the pump no. through the keypad

integrated to the printer.

The thermal printer should conform to the following minimum specifications:

A) THERMAL PRINTER SPECS Min. Specifications

Make Vendor to mention

Paper cutter Saw-tooth cutter to be provided

Supply Voltage 9V / 24 V

Communication interface RS485 / LAN

Printing Speed Min 75mm/sec

Printing method Thermal dot line printing

Paper end detection To be provided

Character and Graphics support Graphical Logo and different font size printing

Paper Loading Automatic through sensors

Operating Temperature -10 to 60 deg C

Storage Temperature -10 to 70 deg C

Operating Humidity (RH%) 20 to 85 % non condensing

Storage Humidity (RH%) 5 to 95 % non condensing

Enclosure Metallic; suitable for outdoor mounting; to be customized as per HPCL’s requirements & approved by HPCL

Isolation 1.5KV

Sensors Paper Out, Paper Jam

LCD Display Min. 16 characters x 2 lines with Backlight

Modes of operation - Should be configurable from BOS (with

adequate user / admin rights) - Each mode should be configurable

Mandatory Printing Mode: Printer operates normally. Receipts are printed after each transaction Mandatory Vehicle No. Mode:

independently for each island / DU / Fuelling position (as per business requirements)

Printer would wait for vehicle number entry before printing. Vehicle number should be entered using full QWERTY alpha-numeric keypad. Alphanumeric details should be entered and printed on the receipt. Optional Mode: Next transaction should be authorized even without printing receipt : Printing on-demand

B) KEYBOARD SPECS: Full QWERTY Keypad for pump /vehicle no entry

TEMRATURE RANGE OPERATING – 25 DEG.TO +85 DEG

DEGREE OF PROTECTION IP – 66

Note: The thermal printer head & the key-pad shall be covered under warranty for 2 years &

thereafter under post-warranty AMC of 5 years. Any replacements during the period of contract

due to wear & tear on a day-to-day usage & dust / water ingress shall be to the vendors’

account & no charges, whatsoever, shall be payable by HPCL on account of such replacements

for 7 years from date of installation.

FUNCTIONAL REQUIREMENTS OF THERMAL PRINTER:

The thermal printer should be physically fixed on a suitable pedestal next to dispenser(s) on the island and integrated to the FCC either on RS 485 channel or ethernet. DC power supply shall be provided separately through a power adaptor, connected to the mains through the UPS supplied by the vendor. Vertical and horizontal distance norms as prescribed by CCOE/ PESO shall be adhered to. The FCC shall house the printer drivers & the configuration to logically assign the printer to one or more dispensers through BOS. FCC should be directly controlling the printing at these printers. The architecture should be designed in such a manner that if 2 dispensers are close to each other, one printer may be physically placed between them and shared for printing receipts. The printer should support the following options / modes of operation (configurable at BOS level by the appropriate user with login based access):

1) Optional receipt printing on demand by manually entering the pump no through the keypad attached to each printer & pressing the “print / start” button

2) Compulsory printing for every transaction, before the next transaction can be authorised.

3) Compulsory entering of vehicle no. while printing receipt. There shall be configurable option consisting of a mix & match of the above 3 options at a single outlet for different nozzles / fuelling positions, keeping in view the traffic pattern & ticket size. Option should be available to assign either one printer to multiple pump heads or only one printer per pump head, as per HPCL’s business requirements. Time taken to print a receipt should not be more than 2-3 seconds from press of “start/print” button. On-board battery-backed storage of transactions for re-printing should be atleast upto last 10

transactions. As more transactions are performed, the transactions should be stacked in a LIFO buffer, i.e. as the user presses the “print” button, the latest transaction print should be generated & sequence followed for previous transactions. The memory / buffer should be ideally on the printer; however the same can be on FCC, provided there’s no delay in receipt printing more than specified above. All transactions should be logged in the FCC, irrespective of whether the same is on the Printer stack memory or not. No transaction should be lost. In addition to the above, the thermal printers should also meet the following requirements:

a) The printer should be housed in appropriately sealed mechanical enclosure which is sealed using gaskets or appropriate measures to avoid dust and/or water ingress. Also, the printer body should be able to bear direct sunlight and heat, without impacting the normal operation of components inside.

b) Access to printer internals for changing paper rolls should be protected through a durable lock and key mechanism.

c) The proposed thermal printer should be rugged enough to withstand rough handing at the outlets & last till the end of post-warranty AMC. Any damage during the period of contract on account of day-to-day usage shall be to the vendors’ account.

C. Automatic Tank Gauging System:

Automatic Tank Gauging equipment should be supplied, installed & integrated via the Forecourt controller with the ability to produce reports at the outlets. The ATG data should also be transferred to the head office / central server through FCC for further analysis & reporting. The system installed should display tank wise product wise stocks and ullage on BOS interfaced to FCC and have capability to detect leakage/theft automatically. The ATG system includes Product Level, Temperature, Water level detectors connected to

retail outlet tanks. The probes must use magnetostrictive principle for measuring the level. All ATG probes including level, temperature, water interface should be directly connected

to FCC with / without visual console, but through zenner barrier & other appropriate circuitry so as to meet intrinsic safety & other statutory/safety requirements. . Visual console is not mandatory. However, the visual GUI of tank status should be available on BOS PC.

Typically each site shall have 3 tanks at an average at low end sites and 4 to 5 tanks at an average at high end sites.

Material grade for the probe should be Stainless Steel. However, the vendors are expected to propose / supply probes of appropriate material grade keeping in view that the same should sustain physically & perform accurately in petroleum products blended with ethanol upto 20%.

The system should be capable of detecting delivery / receipt of product either on a standalone basis or in conjunction with FCC.

The system should have leak detection capability and shall generate leak alarms based on the change in level or the Net Standard Volume of the products in the storage tanks.

The system shall generate multiple High, Low and Safe alarms for level, temperature and water interface. Configurable time delays shall be provided for each process variable to minimize nuisance alarms

The system diagnostics shall be capable of performing self-checks on each tank probes and data collection or control units. As a minimum, the following features shall be included:

All field inputs, including level, temperature and water interface signals, shall be monitored for faults.

Alarms should not have time delay & provision for silencing the same should be available

The vendor shall carry out Auto-Tank Calibration for all the tanks immediately after the

system is installed at each outlet. The calibration status for each tank should be visible in

the BOS as one of the following (No other terminology should be used in order to avoid

confusion):

Not Calibrated

Under Calibration (or Calibration in process)

Calibrated (Alongwith date / time of accomplished calibration)

After the calibration for a tank is over, the vendor shall hand over a copy of the system

generated calibration table (height Vs. volume) for each of such tanks to the Regional

Office. The vendor shall also compare the system generated chart with the manual dip chart

for the corresponding tanks & point out major differences (where-ever found) between the

two. Appropriate steps should be taken by the concerned vender / HPCL regional office

where ever required, to minimize the differences between the manual dip rod based &

system reconciliation reports.

The feature of Auto-tank calibration shall be implemented at the FCC level. The system should

automatically carry out ATC as soon as it detects the decantation in the tank each time, without any

manual intervention. The ATC should be continuously carried out by the system irrespective of the

product level in the tanks.

Automatic Tank Gauging System specifications:

Tank Probes Magnetostrictive

Inventory Measurement For underground tanks with petroleum products like Petrol, Diesel

Lengths As be applicable as per tank diameter

Outside diameter of Tank Probe portion inside tank

2” – 3” (capable of getting installed in an opening of 3” on the tank)

Automatic calibration Ability to automatically calibrate system with tanks.

Communication Ports 2 Serial & 1 parallel port

Accuracy (Leak detection) 1 LPH in-tank leak detection

Min. level accuracy +/- 0.9 mm

Repeatability (Min.) +/- 0.14 mm for entire length of probe

Temperature accuracy +/- 0.3 Deg. C

Ingress Protection (Including canister / probe head)

IP – 68 (Vendor to ensure suitability of the entire probe for working under water submerged condition in underground chambers. Same shall be fully covered under vendor’s scope.

*Details to be provided with regards to the level of measurement achieved (i.e. level of

strapping) through the calibration process.

Auto-calibration should be carried out at the FCC level, whereas leak detection should happen

at the probe level.

The probe should be suitable for use in underground petrol, diesel and gasohol (petrol with

upto 20% ethanol) tanks.

Acceptable Makes:

1) OPW 2) Veeder Root 3) Omntec 4) Fafnir 5) Incon

D. Uninterrupted Power Supply System:

Parameters Specification

GENERAL:

Makes Bidder to specify

Rated Load Capacity 2 kVA or 1.6 kW @ pf 0.8

Technology True Online, Double Conversion with Automatic static by-pass

Microprocessor Based using PWM MOSFET/IGBT

Reliability & Quality safety standards certificate

SAMEER/ ERTL/ SETI/ IRS/ CE

Inverter Efficiency Atleast 90% without isolation transformer; 85% with isolation transformer

System Efficiency ≥80%

Isolation of power MCB to be provided at Input A double wound galvanic isolation transformer (with copper winding) to be provided in the same enclosure to provide galvanic isolation for UPS, load and battery from the mains supply

Remote interface SNMP / RS 232 / USB

Software configurability UPS should be software controlled and configurable with self-diagnostic facility and communication software for computer configuration and systems i.e Windows for monitoring and safe shutdown of computer and peripheral interface.

Cold start It should be able to switch on battery without mains supply.

Noise level ≤50dB

Operating Temperature -10 to +45 deg. C

THD <3 THD for 100% linear load

<5 THD for 100% non-linear load

Relative humidity 0-90% non-condensing

Cooling Fan cooling with mesh to prevent rodent entry

INPUT:

Rated voltage 230 V a.c., Single phase, 3 wire

Voltage range Atleast 160V-280V at 100% load

Atleast 100V-280V at 50% load

Frequency range 45-65Hz auto sensing

Input Power factor >0.95 lagging or better

OUTPUT:

Rated voltage 230VAC, 1 ph, Sinewave

Voltage Regulation 1% regulation – steady state

Transient voltage and recovery ±5% for step load change from 10% to 100%

Response time <4ms to recover within ±3% of nominal

Voltage distortion <3% THD at linear load

<5%THD at Non-Linear load

Load creast factor 3:1

Frequency regulation Free running 50Hz ± 0.5% Mains & Battery mode

Overload 125% for 3 min

110% for 25 min

Power factor 0.5 lagging to unity

PROTECTION:

Isolator Circuit breaker on input supply raw, Circuit breaker for battery input

Overvoltage & Undervoltage cut off

Required as built in feature with auto restart facility upon restoration of normal input power

Surge with standability Required in the form an external hardware to withstand surge as per ANSI IEEE C2.41/ UL1449 /IEC61024 or equivalent [SURGE TEST - As per IEC 61000-6-1 std IEC 61000-4-5] [ESD- As per IEC 61000-6-1 std IEC 61000-4-2] Voltage Dips & Interruption • 110% & 85% of nominal mains voltage for 1 Minute. • 100%voltage reduction for 0.5sec Test repeats 10 times with interval of min10 SEC [Voltage variation IEC 61000-4-11] EFT Test - 4KV [EFT– As per IEC 61000-6-1 std IEC 61000-4-4] Type test certificate for external hardware for surge withstandability is required

EMI & RFI VDE 0875/IEC 62040-2/EN 50091-2/C62.41/IEC801-5:1990/EN 61000-3-3/EN 61000-3 or equivalent

Surge Energy rating 420 Joules

Noise filtering CMNR & TMN suppressed meeting UL1449 or equivalent

Tripping DC low Short circuit

DISPLAY:

User interface Backlit LCD panel to display parameter under sensing LED to display alarm

Sensing Input voltage

Input Frequency

Output voltage

Output Frequency

Battery Voltage

Battery Backup time in minutes

Inverter ON

load on Bypass

Alarm Mains failure

Voltage input low

Voltage input high

Frequency input low

Frequency input high

Output short circuit

Battery low voltage

Battery high voltage

Over temperature

Overload

Fan failure

Charger failure

Battery discharging

UPS to communicate with BOS & local gateway (for control room) on RS232 port/USB software protocol / through SNMP card.

Following parameters with configurable values with date and time stamp to be captured & reported to Local gateway as well as reported & logged in BOS computer High voltage Low voltage High frequency Low frequency UPS on battery mode-Time duration Any other alarm which can help to diagnose the UPS health for its better working

BYEPASS: Service bypass required with manual changeover switch with limited physical access (only for service engineers)

Isolation Isolation Transformer required, with Input – 230 VAC Output – 230 VAC

Control Stabilizer of capacity as UPS of reputed make required, with

Input – 230 VAC 15%

Output – 230 VAC 2%

Switch Solid State Switch, in both bypass & inverter lines, with change over time < 4 msec, for both synchronized and asynchronised changeover. Overall Transfer Time < 16 msec

Overload 150% for 30 min.

BATTERIES:

Sealed, Maintenance-free VRLA batteries

Backup: Min. 2 hours (Exide / Tata / Amaron / Amaraja / Rocket / Global Yuvasa)

Service Conditions Min. life in operation: 3 years at 40 deg C Operating temperature: -10 to +60 deg C

Acceptable UPS Makes: 1) Numeric 2) APC 3) General Electric 4) Emerson 5) Hirel 6) Techser

E. Cables:

Power cables shall be 1100 / 660 V grade. Multi stranded copper conductor. PVC insulated, PVC inner extruded sheathed, GI wire / Strip armored and FRLS PVC outer sheathed confirming to IS 1554.

Signal / data / communication cable shall be with multi stranded copper conductor. PVC insulated 2 cores twisted to form a pair, shielded with an aluminum Mylar tape along with multi-strand bare tinned annealed copper drain wire pair laid up together overall shielded with aluminum Mylar tape, PVC inner sheath, galvanized wire armored and overall FRLS PVC outer sheathed as per IS 5831.

a. SIGNAL & COMMUNICATION CABLE

Type of cable Single Pair/ Multi-pair shielded copper cable Construction 0.5 sq. mm multi strand/ solid annealed electrolytic copper Primary insulation Extrude PVC as per IS 5831 type C. Min thickness 0.6 mm Pair twist Two cores of the pair shall be twisted. Ten number of twist per

meter shall be minimum Shield (Individual Pair) Each pair shall be shielded with aluminum backed mylar, tape

with 100 % coverage and minimum 25 % overlap. Shield (Multi-pair) Same as above for individual pair shielding. Also the overall shield

shall be of aluminum backed mylar tape with 100 % coverage and minimum 25 % overlap.

Shield thickness Min. 0.05 mm for individual and overall shielding Inner Jacket Extruded PVC, type ST2, Min. thickness 0.7 mm Outer Jacket Extruded PVC, type ST2, Min. thickness 1.4 mm FRLS

Rip cord Shall be provided Drain wire 0.5 sq. mm multi-strand bare tinned copper conductor in a

continuous contact with aluminum side of the shield shall be provided,

Armour Armour over inner jacket shall be of Galvanized steel wire as per IS 1554 Part – I. (1.4 mm. Wire for 2-pairs and 4x0.8mm strip for multi-pair)

Electrical characteristics

Maximum resistance of the conductor of the complete cable shall not exceed 39 ohm/Km at 20-deg. c. Mutual capacitance of the adj. cores or pair shall not exceed a max. Of 250 pF/mtr at a frequency of I kHz. Capacitance between any core and screen shall not exceed 400 pF/mtr at a frequency of 1 kHz. The drain wire resistance including shield shall not exceed 30 ohms/km. Electrostatic noise rejection ratio shall be over 76 dB. L/R ratio shall not exceed 40 micro henries per ohm. Inductance at 1 KHz 0.9 MH/KM.

For LAN cabling, Enhanced CAT 5 or CAT 6 cables should be used and the make should be AMP / Lucent / Belden. The cabling should be structured and should be factory crimped.

b. POWER CABLE

Type of cable: Copper Cable Voltage Rating: Up to and including 1100 volts

Construction: 1.5 sq. mm multi stranded annealed bare electrolytic grade copper conductor.

Primary insulation: Extruded PVC compound as per IS 5831 type C Inner Sheath: Extruded PVC compound type ST2, min thickness as per table 4 of IS

1554 Part (I) Outer Sheath: Extruded PVC compound, type ST2, Min thickness as per table 7 of IS

1554 part (I), Color black. Armour over inner sheath: Galvanized steel wire for UAD less than 13 mm, Galvanised steel

strip for UAD greater than 13 mm Dimensions as per table 5 of IS 1554 Part I

Core Identification: 2 Cores: Red & Black 3 Cores: Red, Yellow & Blue Note: Extra core to be considered for purpose of internal earthing of

FLP equipment c. CONTROL CABLE

Type of cable: Copper cable Construction: 1.5 sq. mm solid bright annealed electrolytic copper conductor,

insulated and sheathed as per IS-8130. Primary insulation: Extruded PVC compound as per IS 5381 type C. Min thickness 0.7

mm Inner Sheath: Extruded PVC compound, type ST2, min thickness 0.7mm as per IS

5831. Outer Sheath: Extruded PVC compound, type ST2, min thickness 1.4mm, FRLS. Electrical Characteristics: Max. Resistance of the conductor of the cable shall not exceed 12.3

ohm/km at 20 deg. C Armour over inner sheath: Armour over inner sheath shall be provided of

galvanised steel wire/flat strip (1.4 mm. wire for 2-pairs and 4x0.8mm strip for multipair)

Core identification: Core identification number shall be provided at a distance of not more than 1 meter

Rip cord: Shall be provided.

The following should be noted & adhered to in addition to above:

a) All the cables including power cables, data cables, control cables etc. (except Ethernet cables) should necessarily be “Armoured” cables. b) Power cables & data / signal cables shall be laid in separate cable trays / conduits. Appropriate recommendations for conduiting should be provided by the vendor to the concerned HPCL regional offices as part of the site survey report. c) All cables shall be neatly clamped & no loose / hanging cables shall be allowed. d) All accessories associated with cabling (e.g. junction boxes, glands etc.) is included in the scope & price of cables. e) No loose jointing of cables shall be allowed. Ex-proof junction boxes to be used for cable jointing with proper glanding at all terminations & jointings. f) Anti-rodent treatment & conduit-sealing is included in the vendors’ scope.

g) All indoor cabling shall be properly dressed and laid in enclosed casing capping/ cable trays. h) All cables shall be ferruled for identification/ tracing.

F. Minimum desired specifications for other accessories

a) Explosion-proof Junction Box:

Make Vendor to specify

Model Vendor to specify

Body & cover Cast Aluminium alloy (LM-6); min. 5 mm thick

Gasket Neoprene rubber

Terminals Clip on type block locked at both ends

Tag name plate Required

Paint Anti-corrosive epoxy paint

JB type Ex-proof suitable for hazardous area Zone classification as applicable to petrol/ diesel and variants thereof.

Protection class Weather proof to IP 65 as per IS 2147

Earthing External earthing lugs to be provided

Cable gland Double compression gland, nickel plated brass material, NPT threads, minimum engagement of threads shall be as per IS 2148

b) Cable glands

Type of protection Ex-proof suitable for hazardous area Zone classification as applicable to petrol/ diesel and variants thereof.

Compression Double compression type for outdoor use and Single compression type for indoor use.

Bushes Neoprene

Threading type NPT threads to be provided. ET threads will be permitted if any equipment does not have provision for NPT threads.

Material of construction Brass-Nickel plated

Tag plate To be provided

Mounting Suitable for area classified as zone-I, group IIA & IIB

Protection class IP-65

G. Back Office System:

The BOS shall be fully integrated to FCC. The architecture shall be such that all the outlet operations

shall carry on (including sale – stock reconciliation) even in case of BOS being down. The BOS shall

essentially be provided to carry out the following activities at the outlet:

- Manually inputting receipt details including Product, Volume, temperature, density, date &

time, challan no. etc.

- Manually inputting tank density for the LEDs to display at the forecourt, through FCC.

- Manually inputting any other message for display at the forecourt, on the LED display.

- Performing End-of-Day & End-of-Shift.

- Report generation by outlet staff.

- Real-time view of the forecourt (DU status- offline, online, idle, dispensing, transaction

finalising modes) & inventory (Tank status- Product level & volume (TC at 15 deg C),

ambient temperature, water level & volume, Alarms as specified in ATG specs).

- Forecourt & attendant configuration.

- Option for Price change at the outlet level, which shall be recorded in the logs & appear in

the form of report.

- Viewing auto-calibration status for all the tanks

- Configuration for receipt printing modes:

Optional / on-demand printing mode

Mandatory receipt printing mode (Nozzle should not be authorized for next

transaction before receipt is printed)

Mandatory vehicle no. entry mode (Receipt should not be printed & nozzle locked

till vehicle no. is entered during receipt printing)

The above mode setting should be capable of being done fuelling position-wise.

In addition, the BOS application must meet the following specifications / features:

The Back office system shall offer complete management of the petrol station.

The software shall be designed for suitable operating system and ODBC compliant Database.

The reports generated from the back office system should have the option of selecting “From” & “To” dates & time. The report generated for the outlet should religiously display the data between the selected time period, irrespective of end-of-day / end-of-shift been done or not.

The following functionally shall be available in the Back office application: Forecourt configuration (definition of grades, tanks, fuelling positions, payment devices,

service types/modes, etc.) Set or change forecourt operation mode: Attended (tagging mandatory for nozzle

authorization) / unattended mode (tagging not mandatory). Set or change fuel prices. Definition of site and POS tables (site details, cash limits, unit of measures, Methods of

Payments, currencies) Local accounts management (fleets, users and vehicles configuration, credit limits &

balances etc.) for paperless transactions using RFID readers & tags for vehicle identification. Add/ delete/ Modify Tank and DU information.

Fuel Stock control

Tanks control Fuel in stock Fuel deliveries

Wet-stock reconciliation

Sale as per ATG vs. sale as per DU totalizers for each tank

Reports View & print facility for outlet level reports should be available.

Report formats shall be finalized with the successful bidders during the course of the project.

End-Of-Day (EOD) / End-of-Shift (EOS):

EOD / EOS are the process wherein the system at site is required to settle the transactions/

batches. Although the site can run an EOD / EOS process at any time, the system should be

enabled for auto EOD / EOS at pre scheduled time of the day in line with the operating process,

as per the configurable options mentioned below. The EOD / EOS inter alia other activities must

reconcile the sales / stock and cash during the period. The EOD / EOS transaction can be

performed manually under following circumstances:

i. At a pre-defined time of the day / shift (e.g. after business hours).

ii. If any repair/maintenance is required on BOS, EOD should be performed before such repair/maintenance.

iii. As per site convenience. Provision shall be made in the software for the following configurable options (with

appropriate admin user rights only):

a) Pre-scheduled EoD & EoS: EOD / EoS shall happen at a pre-scheduled time, if all

the nozzles are in idle mode, else the FCC shall wait till the time all the nozzles are

back on the boot.

b) Manual EoD & EoS: As & when the outlet manager / dealer desires

c) Forced EoD & EoS: EOD / EoS shall happen at the pre-scheduled time, by forcing

all the nozzles to get locked. In case the transaction is on at any one or more of

the nozzle(s), the FCC shall wait for the transaction to get over before locking

them in the order the nozzles are put back on the boot, till the last nozzle is

locked. The EoD / EoS shall happen subsequent to all the nozzles getting locked

for further transactions.

Note: The EoD / EoS shall happen at FCC level only. BOS shall only provide a user interface

for carrying out the activity. Similarly, data transfer to & from the Head Office Server shall

also happen at FCC level & should not be interrupted in case the BOS is down.

Price Change:

a) Price change module in the BOS application should have the following options:

- Price change at pre-scheduled date & time

- Manual price change (As & when desired by the outlet staff)

In both the above cases, the price change history should be logged with date & time

stamp & should also be available in the form of report with all the details. Such logs

should never be deleted / over-written by the system & should not be editable.

b) In the event of a price change at local (outlet) level through BOS, the system should

necessarily perform ‘Forced End of Shift’ before the updated price table is pushed to FCC.

The FCC should accordingly update the prices in the DU’s.

c) The price change history with all the details should be necessarily sent to the central CO

System at the end-of-day, alongwith other data.

Local Account Management (LAM) Module:

BOS application should also have LAM module to manage local credit customers. Detailed

functionality shall be finalized with successful bidder.

H. Interface to Central Server : Centralized Head Office System / Controlling Office System

The Controlling Office system / Head Office System shall be housed in a Central Server (CS) at

HPCL data center, which shall house a central CO / HO application. Individual HPCL locations

shall have a web-based access to the CS for the purpose of accessing the Head Office System

over HPCL LAN / internet (using secure VPN tunnel).

The system at each outlet should be interfaced to the central CO/ HO application for a 2-way

data transfer. At a regular interval (configurable), the FCC should automatically transfer all the

business data from all the devices at the outlet to the central server & simultaneously, should

also be capable of accepting & updating the data pushed from the central server. The data

should be transferred in XML format only.

The CS application should process the data & make the same available to the clients (via web

access) at various regional offices / other locations, in the form of reports and any other

features, only for the outlets under its purview & as per the hierarchy (in that order) – Head

Office, Zonal Office, Regional Office, Sales Area. User authentication / role based access should

be through HPCL ADS / ERP role codes.

The CO/ HO System is a remote Site Management System for use by regional / zonal offices of HPCL. The system will be physically installed at HPCL Data Centre at Hyderabad and will be accessed by users at Regional Offices / other locations over LAN / WAN. The objective of this system is to provide automated wet stock control & monitoring over a network of remote sites.

Remote Price Change:

HOS should accept outlet-wise prices from HPCL backend pricing system, either through ODBC / XML. A central pricing file system has to be maintained and price advice as well as subsequent amendments sent to the sites. Following options should be available for price change through CO/ HO:

1. Manual price change (as & when desired by the user of the CO application, as per role based access)

2. Pre-scheduled price change

For pushing the prices centrally from the HO system, following features should be provided in the HO application:

i. Provision should be made to cluster outlets with same grade prices (both outlet by outlet & all outlets in a sales area or town). There should be no limitation on number of such clusters.

ii. User should be able to set Grade-wise prices for each cluster of sites above iii. Once the new prices are sent from the CO/ HO to the sites, same should be logged in the

system alongwith the date & time stamp & user details apart from other pertinent information on the event. Once the price data is pushed, the HO application must check for acknowledgement from the FCC’s (double-talk protocol) & re-send the same to selected outlets in case of failure of acknowledgement receipt within a specified time interval. On the other end, the FCC must perform Forced end-of-shift before updating the new prices.

The application module & matching hardware should be capable of undertaking the following processes at controlling office system:

Maintain Database of Site details, equipment profile etc. Export Data (like price changes etc.) to the FCC at site. The system should be able to push

such data at a pre-scheduled date and time or as & when required, for entire range of grades to multiple clusters of remote sites (based on geographical spread with same rates & taxation rules) over a wide area network on VSAT / PSTN / ISDN / GSM / CDMA / Broadband backbone as deemed suitable by HPCL to provide the same. However, the application must support all the above mentioned communication media & establish IPsec/ VPN tunnel for data transfer to and from outlets.

Access the remote sites & accommodate data transfer both ways. Import retrieved data from the sites into the systems database & process for

consolidation, report generation etc. Site Communication & configuration changes Real time monitoring of remote sites with respect to dispensation of fuel, product tanks

and prices at the sites – for remote inspection by HPCL officials by connecting to the site over internet (using VPN if required).

Export data in open format like XML to remotely located outlets (FCC) over the communication media.

Import / Export data (2-way data transfer) from remote sites automatically. Vendor should ensure consistent flow of data either way, by implementing suitable tools like message queue.

Except the site communication & configuration changes, all the above processes should be carried out by the system automatically as a user defined instruction.

The system should be capable of providing the following application to the controlling/ Head office:

A. Wet Stock control reports by site & Graphical analysis Reconciliation of wet stock deliveries to site from HPCL supply location (From ERP)

with sales & inventory on a periodic basis Analysis on frequency of hose usage & sales Reconciliation between system accumulated & dispenser accumulated totals Consolidation of grade totals Tank gauge configuration Tank delivery measurement & inventory reporting Historical Wet stock reconciliation with dispenser sales Leak/Sudden Loss variance reports Daily Sales Report (mass balance of stock and sales)

B. Diagnostic Monitoring Site equipment performance statistics, exception reporting for variance beyond

tolerable limits etc. Site event journal reporting like price changes, pumps offline, system errors etc. Audit trail of all events (system should allow filtering based on event type as well as on

date, prior to displaying the results; should also be exportable to MS Excel) C. Data Analysis

Report view on the screen Report creation using third party software

The HO system shall be web-based client access to HPCL officers for remotely inspecting the sites under purview, over internet, w.r.t. viewing data / reports & real-time view of the outlet operations. The HO system shall be capable of generating detailed reports, summary reports & exception reports.

Provision should also be made to view the Real time status of the sites at each Regional Office of HPCL for the Regional Manager & his team to view the same, at no additional cost to HPCL. The application must be so developed, as to operate satisfactorily on all the communication media amongst the basket of PSTN / CDMA / GSM / VSAT / Radio link / ISDN / broadband, as may be deemed suitable by HPCL to be provided at data center & outlets.

HOS application shall be supplied & implemented by the bidder on the server hardware to be

provided by HPCL. Bidders to provide minimum technical specifications for hardware in the technical

bid.

J) Specifications for components used for Control Room Integration:

The typical architecture, as envisaged for control center is as follows:

With reference to the above figure, Part A & Part B (in blue color) shall be in the scope of the vendor.

Following items under Part A should have the minimum specifications as under:

J.1 Local Gateway:

The vendor shall provide a local gateway at the outlet for transfer of data to the central datacenter. The local gateway should necessarily be a separate hardware intelligent device with embedded software, as depicted in fig 1, & meeting the functionalities as defined below. The local gateway shall perform the following functions:-

1. It should be able to capture, collate & transmit the status of all devices at the outlet including failure of FCC.

2. The local gateway should be able to filter the alarms and events to prevent transmitting same alarms repeatedly or false alarms incase there is

communication link failure with a device its subsidiary devices should not be pronounced as faulty. For. E.g. a communication failure with one OPT should not log an alarm for its printer as well.

3. The local gateway should be able to historize status data in case of communication line unavailability. It should be capable of a Store-and-Forward operation once communication is again available. Adequate memory for storing atleast 100 events/alarms should be provided.

4. The local gateway should provide outlet data at request from the remote control center.

5. The local gateways should update their IP addresses to communication/3rd party DNS host server every 5 mins.

6. The local gateway should analyze communication links, log files and perform any necessary service and maintenance locally at the outlet.

7. The local gateway should be remotely configurable over internet. 8. The local gateway should be configured to send tank inventory and receipt data

to the central application at a configurable no. of times during a day. 9. The local gateway should be able to collect information from BOS and POS

pertaining to disk usage, database health, data transfer to CO, processes utilizing abnormal amount of memory.

The internet connectivity at the site should be made common for all devices which require communicating over the internet/VPN. Such functionality shall be enabled by providing suitable Router. On the site to which the CDMA/GPRS/Broadband modem shall be connected. The local gateway shall also route its communication through this router.

Min. Hardware Specification (Local Gateway)

Attribute Min. Hardware Specification

Processor Speed 400 Mhz or above

Processor Core ARM

SDRAM 64 MB

USB Port 1 port

RS 232 Port 1 port

Ethernet 1 10/100 port

Local Storage 512 MB min.

Cooling Arrangement Forced Air Cooling (Fan)

HOS & Part B vendor server hardware shall be supplied by HPCL, alongwith Microsoft Server

edition of OS & MS SQL DB licenses. Procurement of licenses of any other OS / DB shall be

under the scope of the vendor. Bidders to provide technical specifications in the technical

bid. Integration to Central Server Application – CCA (Part C of control center) shall be in the

vendor’s scope. The detailed message formats of CCA shall be provided to the successful

bidder. Supply & implementation of HOS application shall also be in vendor’s scope.

J.2 ADSL ROUTER:

1. Vendor shall supply ADSL modem / router capable of dialing, at all the outlets.

2. Mode of connectivity: RJ-11port as well as USB which shall support data card (2G/3G/CDMA)

with dialer software.

3. Device should support dynamic DNS service providers namely, DynDNS, No-IP, Home DNS etc.

4. Should support NAT-ing & port forwarding

5. Wherever wired broadband is available, the vendor can make use of the modem supplied by the

ISP. However, payment shall be made as per actual quantity supplied.

6. Implementation / configuration at end locations will be the responsibility of the vendor.

SECURITY

All operator commands shall be automatically checked for validity of authorization by the system.

Validity checks shall be automatically performed by the system to ensure that control parameters entered by the operator are within the defined limits.

Access to all system functions shall be protected by a multi-level password system. The access levels shall be defined as follows:

a) Forecourt Manager b) Outlet Dealer c) HPCL officers (at various hierarchies – sales area, regional office, zonal

office & HQO) d) Vendor Engineer (Admin)

The access rights for various activities / features in the system shall be finalized during the FDS stage with the successful bidder.

Database Management

The system should be designed using RDBMS viz. Oracle, SQL Server, DB2 for HO as well as

Control Centre integration. The Database Server at BOS will have replication so that integrity of

the system is maintained even in case of system failures. The system so developed will follow

standard System Development procedures and should be well documented in line with SEI

CMM level 5.

The following minimum parameters to be captured in the forecourt for each transaction:

- Unique Transaction id - Time and date stamp, - Pump No, Hose No - Product name, - Unit Rate - Quantity dispensed - Total Amount - Vehicle Registration number - Mobile no. of the customer - Mode of payment (cash / credit-debit card/ loyalty/ LAM)

The database should provide search on any / all of the above parameters. The database at the

site and at HO should be capable of importing / exporting file in open file formats like MS excel.

General

The system shall be designed for fault tolerant as a minimum by selecting high-grade components of proven quality and proper design of system electronics.

The retail automation system software shall be governed by the operating system running in a real time mode and shall be able to meet all functional requirements as specified minimum.

The system shall have an extensive set of self-diagnostic routines, which shall locate and identify the system failure at least up to individual equipment level.

The system shall be internally protected against system errors and hardware damage resulting from electrical transients on power wiring and signal wiring which may be generated by switching large electrical loads or by power line faults and connecting & disconnecting devices or removing or inserting printed circuit boards in the system.

Hardware Specs are suggested Minimum. Vendor to provide equipment of higher specs if

required by their software applications to meet the desired objectives of the tender. Vendor’s

suggested hardware specifications to be submitted as part of un-priced bid.

All software licences shall be in the name of “Hindustan Petroleum Corporation

Limited”. Please note that HPCL is under Level-D licence agreement with

Microsoft.

Scalability

The system design shall permit the on-line addition of new system/ subsystems (new work station, peripherals) with no disruption to either the operation or system communications for future expansion. The offered software should have in-built capability / provision to take care for future expansion viz. new product tanks, product pumps & new products and new services & features etc.

Provision should be available in the software for any addition/deletion/change in the outlet configurations. No hard coding is allowed for the above functionality.

All system communications shall be based on the ISO, Open system Interconnect (OSI) reference model. All communication solutions should be Ethernet Based.

Customizations in the software, arising out of HPCL’s business requirements during the project implementation stage, shall be at no additional cost to HPCL.

Networking Requirements:

The system communication between the forecourt controller and the central server shall be

through VSAT, PSTN, ISDN, GSM, radio link, Broadband, CDMA (may be a mix and match of it, as

per HPCL’s convenience / discretion) and utilize industry standard protocols. Vendor shall

provide appropriate switch for connecting various devices in the outlet. The data accumulated

within the system at site or the head office shall be accessed via a secure communication

software package which controls the uploading or downloading of data files to & from the site

system via standard communication equipment at both ends.

All the IP addresses of individual devices at the outlets should be configurable.

Data transfer mode from the outlet level shall be finalized by the vendor in consultation with

HPCL.

HPCL may, at its discretion, ask the vendor to load & support any software component on BOS

machine, without extra cost to HPCL during the course of the contract.

Other Interfaces:

The system should be interfaced with HPCL chip based loyalty card system.

The Automation System should also be interfaced with JD Edward ERP system of HPCL to the extent of obtaining invoice related data from JDE system to HOS & matching it with receipt / delivery data obtained from site, which has been manually entered by site manager. Any mismatch to be highlighted in exception report at central server level. The detailed requirements / functionalities shall be discussed at the implementation stage.

The Automation System should necessarily be integrated with the Control Centre application of HPCL.

The system should be interfaced with an external price change system, either through an automated tool, direct file upload in a standard format or data exchange with a server.

Should HPCL desire to integrate any peripheral devices with the automation system at a later stage, the vendor shall provide relevant information like API / web-services / message formats for accomplishing the integration. In such a scenario, HPCL may procure such peripheral devices from third party or as a free-issue item. No extra payment shall be made by HPCL to the vendor on this account.

SMS Facility to customers: The system should support the functionality of sending SMS from to the customer, based on the

mobile no & vehicle no details, as registered in the BOS software. The BOS shall update the customer related database in the central server (to be provided by HPCL

in its DC). Frequency of updation shall be decided during implementation stage with successful bidder. The central server shall be integrated with the SMS gateway (in HPCL scope).

The registered customer must get the SMS / email pertaining to the transactions performed at any of the HPCL automated outlet under the contract.

There should be a provision on the Thermal Printer to enter Vehicle Regn No. Same shall be used by the system to send the required transaction details to the mobile no. mapped against the entered vehicle no. The system shall not allow entry of any special characters and space etc. Only alphabets from A to Z & numerals from 0 to 9 should be allowed.

The vendor shall ensure to provide data in open format (XML only) for the purpose as per HPCL requirement (to be decided with the successful bidder) & on real-time basis to the central server.

Other terms:

Interface protocols of all the devices shall be provided to HPCL.

Any data exchange between devices shall be in open format (XML only) & shall be shared with HPCL.

ERD of databases namely FCC, BOS, LG etc. shall be provided to HPCL.

HPCL, at its own discretion, may develop custom made application in future which will access the data stored in BOS / LG / Part B / HO using ODBC connections. The internal database / datastructures (database language) to be stored should be in English only.

Warranty & post warranty AMC: The system provided should be guaranteed / warranted for any kind of manufacturing defects and satisfactory performance for a period of 24 months from the date of acceptance / final sign off obtained for last retail outlet by HPCL. During warranty period all materials/ hardware/ software / services etc. as required to rectify any defect shall be provided by the successful bidder at no extra cost to HPCL. No extra amount is payable by HPCL for this warranty.

Complete system will be covered under comprehensive post warranty CAMC as per rates quoted in the price bid for a period of 60 months from the date of completion of warranty. The post warranty CAMC shall be valid for 5 year period. The post warranty AMC unit rates quoted in price bid for 5 years shall be included in the evaluation.

For CAMC, Separate BG shall be provided at the time of placement of CAMC

PO, with value equal to 10% of the total value of the contract (project phase

including 2-year warranty plus 5-year post warranty CAMC), for a period of 5

years with an additional claim period of 3 months.

Yearly comprehensive AMC cost for each year (for all the outlets put together) should be min. 6% of the basic contract value (comprising of supply & installation components for all the outlets put together). Bidders are free to quote more than 6%. Any bidder quoting CAMC charges below 6% shall be disqualified.

During the post warranty AMC period all materials/ hardware/ software / services etc. as required to rectify any defect to be provided by the successful bidder at no extra cost to HPCL. No extra amount is payable by HPCL for this post warranty AMC other than quoted AMC rates. The detailed scope & AMC agreement alongwith payment schedule has been detailed further in the document.

HPCL reserves the right to place the order for the post warranty AMC either along with the main order of after the completion of the warranty period of two years, at the finalized rates of this tender.

Upgrades

Any upgrades to software supplied by the vendors during the period of implementation, warranty and AMC shall be provided by the successful bidder at no extra cost to HPCL.

Solution compliance to IPV6 The solution / system supplied, integrated, installed & commissioned by the vendors should be compliant with IPV6, as & when required till the end of post-warranty AMC period, at no additional cost to HPCL.

Integration to Control Centre for system monitoring

All the outlets under the scope of the tender should be integrated to the zonal control centres for the purpose of equipment health monitoring & as per other modalities, which shall be shared with the successful bidder in detail. The FCC should be technically capable of generating & sending alarms based on the state of each of the equipment. The following components shall be supplied, installed & commissioned as well as maintained as part of the entire system (including hardware & software:

- Local gateway devices (1 per outlet) - Router, (1 per outlet) - Modem (wherever required) – 1 per outlet - Vendor servers (3 per vendor)

The detailed specifications are given ahead in the tender document. Each of the vendor servers shall be integrated to the central server (existing) at the HPCL data center as per the message formats provided by HPCL. Same shall be provided to the successful bidders only.

Miscellaneous Special Terms & conditions:

1. All cable entries should be through CE/ATEX approved glands.

2. Vendor should ensure all safety / statutory requirements / standards are adhered to, as are laid

from time to time, at no additional cost to HPCL.

3. The hydraulic area of the DU should not be tampered with under any circumstances.

4. All thermal printer electronics should be housed at a height > 1.2 meter from the base of the

DU’s.

5. In case of addition of tanks / DUs at a later stage, only the tender finalized rate for the probes

shall be payable. No additional cost for manpower / labour / services / pump interface cards

shall be payable till the end of 5 year post-warranty CAMC period, on this account. For purpose

of estimation, addition of maximum 2 nos. of tanks per outlet & 2 nos. of DU’s per outlet, may

be assumed.

6. There should be no significant signal attenuation for any of the components in an outlet

impacting performance of the system or its sub-components as well as business requirements.

7. Vendor should submit 1 nos. of CD/DVD per regional office showing audio-visual animation

(preferably in Flash) of the entire system operation with screenshots of BoS & HOS systems,

before commencement of SAT in a Regional Office.

8. Vendor should submit in soft form (CD/DVD) showing animated (audio-visual) operation of each

component as well as the entire system, alongwith the technical bid. It should, inter-alia,

include installation of each component, its principle of operation, operation of BoS & CO

systems (with screen shots & graphics).

9. The vendor should maintain a detail log of equipment used, when installed, where installed,

model, make, serial number etc. & make the same available to HPCL as & when asked for.

10. The system & its components should comply to the requirements under IEC 60079-0/12/25.

Test reports from accredited laboratory should be submitted as supporting documents to that

extent, at the time of bid submission.

11. Vendors should make available the test scripts, regression scripts etc. for BOS, FCC & ATG, as &

when required by HPCL.

12. Vendor shall carry out training for the outlet staff & certify the staff as “Certified user”. List of

such certified users shall be maintained by the vendor and provided to HPCL on a periodic basis.

Same should be kept updated by the vendor & certified users checked/verified at the time of

PM visit. In case of new / un-certified user, the user training must be provided at no additional

cost till the end of post-warranty CAMC period. Refresher trainings shall be conducted every

year at each regional office location during Warranty and CAMC period.

13. Atleast one extra pair of cable cores (un-terminated, adequately insulated, & appropriately

marked at both ends) should be laid inside the conduits from FCC in sales room to the farthest

island on the forecourt (with terminal end stored in the chamber nearest to the respective

island in the forecourt) to make provision for future addition of atleast one DU.

14. All the PCBs / electronic cards used as part of the system in components like FCC, ATG, Thermal Printers etc. should comply with the following type tests / standards & should withstand the minimum parameters as follows:

TYPE TEST IEC Standard Parameters

ESD 61000-4-2 6kV Contact, 8kV Air

Radiated EM Field 61000-4-3 26MHz-1000MHz, 80% AM@ 1KHz, 3V/m (26 MHz-500MHz) & 1 V/m (500MHz- 1000MHz)

EFT (Burst) 61000-4-4 2kV Amplitude

Surge 61000-4-5 Line to line- 1KV, Line to Ground- 2KV

Conducted RF 61000-4-6 0.15 – 80 MHz, 3 V/m, 80% AM@1kHz

Voltage Dip, Interruptions 61000-4-11 Voltage Variation: Nom. Voltage (230V) + 10% and Nom. Voltage (230V) – 15% Short-time voltage reduction: 100% voltage interruption for 0.5 cycle, 50% voltage interruption for 1 cycle

Noise Level - 2 KV

ANNEXURE – I

COMPREHENSIVE WARRANTY & POST WARRANTY ANNUAL MAINTENANCE CONTRACT This Comprehensive Annual Maintenance Contract hereinafter referred to as (AMC) is made on this ______________ day of ________(month & year) between -----------------(hereinafter referred to as Vendor, which expression shall, unless repugnant to the context, include its successors and assigns) and M/s. Hindustan Petroleum Corporation Limited, a company incorporated under the Indian Companies Act, 1956 and having its Registered Office at 17, Jamshedji Tata Road, Mumbai - 400 020 and its Marketing Headquarters Office at Hindustan Bhawan, 8, Shoorji Vallabhdas Marg, Ballard Estate, Mumbai -400001 (hereinafter referred to as HPCL, which expression shall, unless repugnant to the context, include its successors and assigns) for maintenance, repair and service of the Retail Automation System installed at ___ nos. of HPCL retail outlets & associated controlling office system. 1. CONTRACT RESPONSIBILITY The Vendor agrees to undertake the maintenance and repairs for the Retail Automation System / components / equipments installed at _____ nos. of retail outlets of HPCL under PO ref # _____dtd. ____. For avoidance of any doubt, it is clarified that subject contract scope will only include the equipments / components / system to be maintained / supported as part of retail automation system, viz. FCC, ATG controller & probes, BOS, UPS, Cables & the Controlling Office System / HOS (as the case may be). This shall include both hardware & software for each of the components as well as all associated accessories like cables, junction boxes, MCBs etc., as installed by the vendor under the contract. This shall exclude components / equipment such as EDC terminals supplied by Banks/LSP, broadband connectivity & consumables (as defined further in this contract). 2. SCOPE OF SERVICES 2.1 The Vendor agrees to provide the following services arising out of normal wear and tear during usage of the system at the outlets. The details / minimum technical specifications of all the equipment installed as part of the system, which shall be supported / maintained by the vendor, are provided as attachment to this agreement. During warranty / post-warranty AMC period, if any of the hardware / software has to be replaced by a make / model other than the ones existing at a particular location or by the ones other than those from among the acceptable basket of makes / models, due to reasons like being end of life for the product, unavailability of spares in the market etc., the vendor shall take prior written approval from HPCL clearly stating the reasons for the same. However, the vendor shall ensure that the minimum technical specifications of such equipment supplied / installed & the overall functionality of the system shall be same as, or higher than the specifications of the equipment being replaced, at no extra cost to HPCL. In such cases, all related integrations on both hardware / software front shall be at vendor’s cost & responsibility.

However, Forecourt Controllers from among the basket of approved makes, i.e. Postec & Orpak only shall be acceptable. The AMC will be comprehensive and will include service and cost of spares. The applicable AMC rate shall also be the same as in the PO No. ____________. 2.2 (a) Providing operational support to dealers / HPCL staff being excluded from vendor scope of work, will be paid on material and labor basis provided such support is not required as a result of replacement of any of the equipments / components / system being maintained by the vendor for HPCL under the contract, with an altogether new hardware / software on which HPCL staff or the dealermen are not trained for operating the same. However, upon completion of such activities by HPCL, vendor shall be responsible for replacement of part(s) in case of failure, at no additional cost to HPCL, without demur / protest. 2.3 Exclusions from scope of services will be in following cases:

Physical damage done to the automation equipment due to vehicle collision at the

outlets or due to reasons under “Force majeure” clause is excluded. However, normal

wear & tear of parts due to normal usage of equipment & due to power fluctuation shall

be covered under CAMC & replacements on account of same shall not be payable.

2.4 Consumables will be payable extra by HPCL to the vendor. List of consumables shall include

the following items only: - Thermal paper rolls for OPT printer - Paper reams for BOS printers - BoS printer cartridges - CD’s/DVD’s for data back-up at outlets & regional offices. - Thermal Printer Heads & UPS Batteries*

*Thermal Printer Heads &UPS Batteries supplied & installed by the vendor shall be covered under warranty for 2 years from the date of installation & shall be replaced, if they go faulty / non-operational for whatsoever reason, at no additional cost to HPCL for a period of atleast 2 years from the date of installation. Thereafter, subsequent replacements shall be on paid basis. Subsequent replacements of thermal printer head / battery also shall be covered under warranty for further 2 years, during which HPCL shall not pay for any replacement. Vendor shall provide full details of the part(s) / component(s) replaced during the contract, with serial no., date of installation / de-installation etc. every 30 days to the concerned Regional Office of HPCL.

Preventive Maintenance 2.5 The vendor’s service representative shall visit the sites once in 3 months for carrying out preventive maintenance on all the equipment installed at sites as part of Retail Automation

System. This includes maintenance of all mechanical, electrical and electronic parts / sub-assemblies installed as part of retail automation. The preventive maintenance report will include the activities mentioned ahead in the document. Breakdown Maintenance 2.6 The Vendor will carry out all breakdown maintenance after receiving information (written or oral) from HPCL officials or their representatives, HPCL’s Dealer/s or their representatives or through HPCL helpline nos./ Control Room on 24 X 7 helpdesk / direct call facility of the vendor. The vendor shall also provide a web-based real-time complaint monitoring system where the complaints can be logged in & status tracked online. The access shall be provided to the concerned HPCL officials. The Vendor/Vendor’s authorised service representative will carry out the required repairs of the retail automation system and inform HPCL regional office about the status of site through report submission on a monthly basis. The same shall also be updated on HPCL’s Control room application.

2.7 The Vendor shall maintain adequate spares as may be required as inventory in all the Regions& as required to be maintained on the basis of the geographic spread of the sites. Wherever the lead time of critical spares is high, the vendor shall ensure adequate inventory of such spares so as to ensure availability of spares so as to meet the agreed SLAs. The stock will be in possession / custody of vendor service engineers but may be physically located at HPCL office, at the sole discretion of vendor. However, HPCL shall not be responsible for the possession. A joint review of the inventory maybe carried out by the concerned Regional Office if required. 2.8 The Vendor shall also obtain all necessary statutory / safety approvals / licenses as may be applicable for all the states where they shall be providing AMC & shall be bound to produce the same as & when required by HPCL.

2.9 Detailed Scope of preventive maintenance: The preventive maintenance shall, inter-alia, include the following activities to be accomplished as a minimum during each PM visit by the vendor’s engineer with respect to each of the following:

A) General B) UPS& Power C) FCC D) BOS & CO systems E) PoS F) OPT G) Tag readers & Tags H) ATG system I) Density Probes& displays J) Cables, junction boxes& associated accessories

Checklist inter-alia, containing the following minimum activities to be carried out:

# Item To be ensured If not, then action required

1 General All cables, glands, cable joints, junction boxes are intact as per the safety norms

Corrective action to be taken

All conduits are properly sealed Corrective action to be taken

General upkeep, cleaning & dusting of the equipments

-

Power equipments, MCBs etc. covered under AMC are properly working

Corrective action to be taken

Earthing is working as desired for each equipment

Corrective action to be taken

Power ON / OFF checked for each device Corrective action to be taken

Automation-related Firmware / software version on all equipments is latest

Update the firmware / software to latest version.

All parameters, settings & configuration, including tanks, pumps, attendants, shifts, day-end etc. is correct for the outlet

Reconfigure the parameters / settings to correct ones

No loose/hanging cable(s) and/or open joint(s) is visible in forecourt & sales room

Corrective action to be taken

Cable termination is done through FLP glands in the Dispensers

Corrective action to be taken

Overall workmanship and dressing of the cables in sales room is proper & tidy

Corrective action to be taken

No unauthorized addition or service activity has been done including electronics, software program and any such hardware connected to the automation system at the outlet.

Inform HPCL Regional Office

2 UPS & power supply

The body and the neutral of the DG are earthed in the desired manner

Inform outlet manager & HPCL Regional Office

Minimum 30 minutes back up is provided by UPS battery

Replace batteries

UPS neutral is earthed in dedicated earth pit Corrective action to be taken

UPS is properly installed & in desirable working condition

Corrective action to be taken

Phase-Neutral, Phase-Earth & Neutral- Earth voltages & frequency is within acceptable limits at I/P & O/P of UPS

Corrective action to be taken

3 FCC FCC installation is not loose/hanging Corrective action to be taken

FCC is working properly & is online with all the devices connected to it

Corrective action to be taken

Dedicated media connected to FCC Inform outlet manager & HPCL Regional Office

4 BOS / POS / CO PC’s (hardware / software) working

Corrective action to be taken

Printers are working with good print quality Corrective action to be taken

All nozzles are visible in BOS & POS Corrective action to be taken

All tanks are visible in BOS/POS Corrective action to be taken

Tags are correctly configured to dealer's men Corrective action to be taken

All the reports are available in BOS / CO Corrective action to be taken

EoD / EoS is performed regularly Inform outlet manager & HPCL Regional Office

Back-up of each site to be taken & handed over to respective HPCL regional office & a copy to be kept at the outlet in a CD / DVD

-

All systems to be checked for latest anti-virus update

Inform the respective HPCL Regional Office vide PM report

Perform disk clean-up & defragmentation for all machines

-

5 OPTs Pedestal is well-fixed into the foundation Corrective action to be taken

All cables are connected to termination box using proper size lugs

Corrective action to be taken

OPT enclosure / pedestal is properly grounded Corrective action to be taken

Card reader slot is clean & working Cleaning to be done

Thermal printer is working & printer head is clean Printer head cleaning to be done

OPT display & keypad working fine Corrective action to be taken

6 TVDs / Tags All TVDs are properly affixed to the dispenser body

Corrective action to be taken

All TVDs & tags are in working condition Corrective action to be taken

7 ATG System All ATG probes in working condition & ATG data on BOS / PoS displayed correctly

Corrective action to be taken

ATG console working properly Corrective action to be taken

8 Density Probes & LEDs

All density probes are in working condition & density data on BOS / PoS displayed correctly

Corrective action to be taken

Probe sensor is not submerged in sludge / water / other impurities resulting in inaccuracy

Inform HPCL Regional Office for tank cleaning

All LEDs are properly affixed in the forecourt Corrective action to be taken

All LEDs in working condition Corrective action to be taken

Density displayed on LEDs same as that on BOS Corrective action to be taken

Daylight visibility of LEDs is o.k. Corrective action to be taken

9 Cables & accessories

Respective cables & associated accessories included in the above components

Corrective action to be taken

Conduit sealing & rodent treatment

- Conduit sealing required - Rodent treatment required

Corrective action to be taken

3. DURATION OF AGREEMENT

3.1 The agreement shall be in effect from __________ to ____________. 4. SERVICE HOURS / SLA

4.1 Preventive maintenance will be carried out normally within the working hours 0900 hrs to1800hrs from Monday to Saturday, excluding Public holidays notified by government authorities. Preventive maintenance will be carried out at the frequency defined in Sec 2.5 above at all the sites & all efforts should be made by the vendor to avoid PM visit during peak hours at the outlets.

4.2 Breakdown calls are those, which hinder / stop the normal operation of the outlet or of the automation system, or one or more components of the same, installed therein. These can also be of the nature, which can lead to permanent damage to some major parts of the equipment. 4.3 Breakdown maintenance calls will be attended as mentioned below: Breakdown shall be classified as critical & non-critical. List of critical equipments shall include UPS, FCC, BOS, ATG installed at each site, including all associated parts, cables& accessories, thereto. Sites shall be classified as Gold, Silver, Bronze. 4.4 Breakdown maintenance will be carried out normally within the business hrsof 0800 hrsto 2000hrson all days of week, including Sundays but excluding national holidays – Republic Day, Independence Day & Gandhi Jayanti. However, for Gold sites, business hours shall be 24 hrs, 7 days a week. 4.5 The resolution time will be counted from time of complain logged to its satisfactory resolution. For the purpose, the date / time stamp of the Control Center System shall be considered. In case, the calls are logged manually through Retail Outlet Maintenance Management System (ROMMS) of HPCL, the date / time stamp of ROMMS shall be considered for the purpose. However, aggregate of calls logged through both Control Center & ROMMS shall be attended by the vendor. 4.5.1 (a) For all calls logged, for calculation of resolution time, hours will be counted from the time of complaint logged upto 2000 Hrs of the same day, and thereafter, from 0800 Hrs of the next day till time of resolution. 4.5.1 (b)For calls logged after 2000 Hrs, the resolution time shall be calculated from 0800 hrs of the next day till time of resolution. However, for calculation of penalty points, only working hours shall be taken into account. Clauses 4.5.1(a) & 4.5.1(b) shall be applicable to Silver & Bronze sites only. However, the resolution time for Gold sites shall be calculated as per the clock hours only & accordingly, the calculation of penalty points also shall be based on clock hours for gold sites. 4.5.2 For the issues pertaining to the interface between the retail automation system& dispensing units, the resolution time shall be calculated from the time the issue is conclusively ascertained to be on the Retail Automation end after the complaint is logged. Appropriate provision for the same shall be made in the Control center Application. For the purpose of ascertaining the cause of failure of communication with DU, the vendor shall utilize its resources either for providing first level of telephonic support or personal visit to the site, if required. However, no additional charges, whatsoever, shall be payable for ascertaining the cause of issues with DU communication. 4.5.3 Sites shall be classified as following:

- Gold sites (approx. 25% of the total number of sites) - Silver sites (approx. 50% of the total number of sites) - Bronze sites (approx. 25% of the total number of sites)

4.5.4 Target Time and Maximum Allowable Time have been defined for issue resolution. Critical and Non critical calls will be resolved as per timelines mentioned below on logging of complaints by HPCL/dealer: Target time (TT) for issue resolution is as:

Class of outlet Target resolution time (hrs): Critical Target resolution time (hrs): Non-Critical

Gold 4 12

Silver 8 18

Bronze 12 24

Maximum allowable time (MAT) for issue resolution is as:

Class of outlet Target resolution time (hrs): Critical Target resolution time (hrs): Non-Critical

Gold 6 18

Silver 10 24

Bronze 14 30

4.5.5 Penalty & Earn-back System: Issues resolved by the vendor beyond Max. allowable time (MAT) shall attract Penalty points equal to no. of hours or part thereof beyond MAT. Similarly, issues resolved by the vendor in less than the target time (TT) shall be awarded Earned back points. One Earned back point will be earned per hour or part thereof against resolving an issue in time less than as compared to TT. The Earn Back points can be adjusted against penalty points as follows:

- The Gold Earned Back points can be used against Gold, Silver and Bronze Penalty points - The Silver Earned Back points can be used only against Silver and Bronze Penalty points - The Bronze Earned Back points can be used only against Bronze Penalty points

For the purpose of payment, effective earned back points shall be calculated as follows:

- Effective Earned Back points = 0.7 x Actual Earned Back Hours - Effective penalty points = Actual penalty hours

The net penalty shall be calculated @ INR 100 per point as follows: Net Penalty (Rs.) = (No. of penalty points – No. of effective Earned back points) X 100

If net penalty value is negative, it will be considered as zero & no carry-over of net +ve accumulated earned back points shall be allowed beyond the quarter succeeding immediately.

The vendor shall strive to provide services as per the SLAs within the window of Target Time & Max. Allowable Time. However, for the delays on part of the vendor, which are reasonable & unintentional, the penalty as mentioned above, shall be levied @ Rs. 100 per point, subject to max. ceiling of Rs. 50,000/- per outlet per quarter. The overall max. penalty leviable per quarter shall be based on the total no. of outlets under AMC at that point of time & shall be calculated separately for each Regional Office. In case of willful / intentional delays, other provisions of contract for non-performance, including leading to termination of contract shall be applicable. HPCL reserves the right to review the minimum SLAs after 12 months from the commencement of AMC & revisit certain provisions of SLAs including number of Gold, Silver & Bronze sites, Target Time & Max. Allowable Time, in consultation with the vendor. However, the rate of penalty shall not exceed the values mentioned above. 5. PRICES AND PAYMENT TERMS 5.1 The rates for this AMC covering both the cost of service and cost of spares shall be as per the finalized rate as in the PO No. ______ 5.2 No other extra charges whatsoever will be paid, except those related to performance of works by Vendor beyond the scope of work for AMC 5.3The AMC charges will be released by HPCL on the basis of Bills accompanied by service reports. The Bills will be submitted to concerned regional office of HPCL every 3months. All the payments shall be processed within 15 days of receipt of duly certified bills along with necessary supporting documents. Any dispute on the AMC will be handled as per 5.6 below. Any payment for less than 3 months (e.g. last installment), will be on pro-rated basis. Similarly, if any sites are added/ deleted from the list, payment may be made/ deducted on pro-rata basis. The payment schedule shall be as follows: Payment for each year of contract shall be split into four equal parts, each payable after every 3 months. i.e. 25% of the AMC finalized price for each year shall be released after every 3 months. 5.4 The cost of spare parts, related to normal wear & tear arising out of system operation is included in the AMC charges. However, in case, due to reasons other than normal wear and tear (as per clause 2.3), if spares need to be purchased by HPCL, the same will be paid as per the finalized price list. In case, the spare part can be used after repairs, the cost of repairs will be paid at 25% flat rate of the original spare part.

5.5 Finalized prices of spare parts shall be firm for the entire period of contract. 5.6 A monthly review meeting will be held with the Vendor’s regional AMC co-ordinator wherein all disputes regarding the AMC implementation including payments will be discussed and resolved. During the pendency of the AMC contract, HPCL shall nominate a single point of contact from HPCL side, in each Regional Office, for interfacing with vendor AMC coordinator. In the event the AMC coordinator at the regional level does not resolve this, then the concerned HPCL Zonal Office will request Vendor for a meeting and resolve the issues. 5.7 The Vendor will submit the following reports every month, to concerned Regional Office : - System generated report / call slips of all Preventive Maintenance and Break down Maintenance service reports - Copies of all Preventive Maintenance and Break down Maintenance service reports - Copies of History sheets shall be kept at each outlet. - Summary of Breakdown and Summary of Preventive maintenance - An exception report indicating the items / parts that could not be repaired and the reason for not being able to repair the same on a weekly basis. - AMC scheduler, intimating the list of sites proposed for PM by service engineer during the upcoming month. - MIS system generated report showing complaints received vs. complaints attended/ resolved of all India level shall be sent to Marketing HO of HPCL by 15th of next month. - Preventive Maintenance coverage plan shall be submitted to HPCL on an annual basis, and thereon a quarterly report with status on its adherence shall be submitted by the vendor. - Software version control document covering each site needs to be maintained by vendor and provided to HPCL on a quarterly basis along with preventive maintenance schedules. e.g. Time during which patches can be uploaded, consistent upgrades for all software versions, etc 6. GENERAL TERMS & CONDITIONS 6.1 HPCL dealer’s will provide electricity, water and compressed air required for carryingout maintenance at the retail outlet free of costsubject to availability. The dealers will allow the Vendor’s engineers to work un-interruptedly at the forecourt and sales room for Preventive & Break-Down Maintenance, without hampering normal operation of outlet. 6.2 Vendor service engineer is required to check if any un-authorised addition or service activity has been done and the same should be immediately brought to the notice of HPCL Engineer. This shall also cover electronics, software program and any other hardware connected to the automation system at the outlet. 7. TERMINATION OF CONTRACT 7.1 The term of this contract shall be from _______ to _______. "Notwithstanding anything to the contrary herein contained, the Parties shall be at liberty to terminate this agreement forthwith or at any time after the happening of any of the following events, namely;

(a) If any Party commits breach of any terms and conditions contained in the agreement and fails to remedy such breach within 90 days of the receipt of written notice from the other Party in that regard. (b) If any attachment is levied and or continued to be levied on the effects of any of the Party. (c) If Receiver shall be appointed on any property or assets of any of the Party. (d) If any of the Party is wound up or winding up proceedings have been initiated against the Party." If the performance of the successful tenderer is found to be unsatisfactory, HPCL reserves the right to cancel in part or whole of the contract and get the work executed through alternate means at the entire risk and cost of the tenderer on whom the order was first placed. 8. OPERATIONAL DETAILS 8.1 Vendor will employ trained service engineers / technicians preferably certified by their principal OEM for the service under this AMC. 8.2 Vendor shall maintain adequate spares inventory in all Regions. Only Genuine spares of OEM should be used.

8.3 HPCL/dealer shall log a break down call with vendor on the mentioned toll-free number or Service engineer’s number or a complaint will be routed to vendor through HPCL’s Control Room (by SMS / email).Vendor should always seek the completely filled-in call report Form from HPCL. One copy of the signed report should be retained at the vendor’s office for future reference. The Vendor will maintain a record of the complaints received and attended. 8.4 Vendor shall maintain and operate a24 X 7 help desk for telephonic assistance. 8.5 In addition, there shall be a facility to log complaints through email. Such complaints shall also be given a service request no. & intimated to the complainant. 8.6 HPCL dealer will maintain history card for his own outlet in the format mutually Agreed between HPCL and vendor. The same shall be duly filled by vendor service engineer for each visit. . 8.7 In addition to Helpdesk, the Vendor will also provide a list of contacts numbers where the complaints can be lodged by HPCL dealers. The Vendor will maintain a soft copy record of the complaints received and attended. 8.8 All maintenance & repairs complaints attended beyond the period as per Clause 4.2above will be summarized by the Vendor & e-mailed to the respective HPCL Manager -Engg. At Regional Offices for their review and acceptance. 8.9 A summary of the complaints received & rectified will be e-mailed by the Vendor to the HPCL Regional Manager on monthly basis in the mutually agreed format. 9. ARBITRATION

As per General Terms and conditions of this Tender for Indian Bidders. For foreign bidders , a separate Arbitration clause is provided . 10. FORCE MAJEURE 10.1 Any delay in or failure of the performance of either part hereto shall not constitute default hereunder or give rise to any claims for damage, if any, to the extent such delays or failure of performance is caused by occurrences such as Acts of God or an enemy, expropriation or confiscation of facilities by Government authorities, acts of war, rebellion, sabotage or fires, floods, explosions, riots, or strikes. The Vendor shall keep records of the circumstances referred to above and bring these to the notice of the Site-incharge in writing immediately on such occurrences. The amount of time, if any, lost on any of these counts shall not be counted for the purpose of this AMC. In this regard, decision of HPCL arrived at after consultation with the Vendor, shall be final and binding. Such a determined period of time be extended by HPCL to enable the Vendor to complete the job within such extended period of time.

10.2 If the Vendor is prevented or delayed from the performing any of its obligations under this AMC by Force Majeure, then the Vendor shall notify HPCL the circumstances constituting the Force Majeure and the obligations of performance which is thereby delayed or prevented, within seven days of the occurrence of the events. Similar notice shall be given on the cessation of the Force Majeure event. 11. CONFIDENTIALITY 11.1 While executing the contract, the vendor may also be exposed to plethora of HPCL’s business related & other data. However, all such information & data shall be proprietary to HPCL & shall remain HPCL’s property. The vendor shall keep such information / data / part thereof strictly confidential & under no circumstances, disclose or disseminate the same without prior written approval of HPCL. Both the parties and their employees, consultants and agents shall hold in confidence all documents and other information, whether technical or commercial supplied to it by or on behalf of the other Party and all information and documents obtained by it in the course of any inspection or otherwise in accordance with the terms of this AMC and shall not save, as required by law or appropriate regulatory authorities, publish or otherwise disclose or use the same for its own purposes otherwise than as may be required by law or appropriate regulatory authorities, publish or otherwise disclose or use the same for its own purposes otherwise than as may be required to perform its obligations under this AMC. 11.2 The provisions of the above shall not apply to: a) any information otherwise than by breach of this AMC; b) information in the possession of the receiving Party thereof before divulgence as aforesaid, and which was not obtained under any obligation of confidentiality; and c) information obtained from a third party who is free to divulge the same, and which is not obtained under any obligation of confidentiality. 12. GENUINE SOFTWARE

Both the parties agree that the software that is required to be used for the purposes initiating equipment to use as envisaged under this AMC shall be genuine and registered software and not a pirated version of any nature. 13. (a)ADDITIONAL SOFTWARE / HARDWARE INTEGRATIONS DURING POST- WARRANTY AMC PERIOD: In case, the business requirements of HPCL demand additional software development of any sort, or integration to any other software or hardware, or provision of functionalities, which do not form part of the current solution, the AMC vendor under the contract shall liaison with the concerned OEM(s) & get the software development accomplished as per requirement. The vendor shall be the single point of contact for HPCL for all such matters, as per HPCL’s discretion. However, HPCL shall reserve the right to get the new hardware / software developments / integrations done by a third party. In both cases, the software shall be rolled out by the vendor at no additional cost to HPCL. In case HPCL decides to get the software development done through the vendor, the associated cost shall be payable at mutually negotiated price. (b) EXISTING SOFTWARE / HARDWARE INTERFACES: The vendor shall provide full co-operation to third parties / other concerned vendors of HPCL for maintaining / supporting the equipment installed by them & already interfaced to Retail Automation System, e.g. Dispensing Units etc. (c) ADDITION OF TANKS& DU’s DURING WARRANTY & POST WARRANTY AMC TENURE:

In case business requirement of HPCL demands addition of dispensing units and/or tanks in different outlets, the AMC vendor shall be the single point of contact for the same as per HPCL’s discretion. The vendor shall be the single point of contact for HPCL for all such matters, as per HPCL’s discretion. However, HPCL shall reserve the right to get the new hardware / software developments / integrations done by a third party. For the DU makes / models / protocol versions / firmware versions already integrated as on the date of commencement of the contract, no additional charges shall be payable for making such additional DU’s online. For the DU makes / models / protocol versions / firmware versions which have not been integrated to the automation system as on the date of commencement of warranty, only the software development charges shall be payable at a mutually negotiated price. However, no roll-out / manpower / miscellaneous charges shall be payable in addition to the AMC cost & same shall be deemed to be included in the comprehensive maintenance cost under warranty & post-warranty AMC. Similarly, for additional tanks, only the cost of ATG probes & density probes shall be payable, & no roll-out charges / manpower charges / miscellaneous charges shall be payable in addition to the AMC cost & same shall be deemed to be included in the comprehensive AMC cost. (d) INTEGRATION OF AUTO LPG TO RETAIL AUTOMATION SYSTEM:

Depending on its business requirements, HPCL may also integrate Auto LPG tanks (with auto tank gauging probes) & Auto LPG dispensing units to the existing retail Automation System at selected outlets in future. Currently HPCL has 221 ALDS stations. As & when such requirements emerge, the vendor shall liaison with the concerned OEM(s) & get the software development accomplished. The vendor shall be the single point of contact for HPCL for all such matters, as per HPCL’s discretion. However, HPCL shall reserve the right to get the new hardware / software developments / integrations done by a third party. In both cases, the software shall be rolled out by the vendor at no additional cost to HPCL. In case HPCL decides to get the software development done through the vendor, the associated cost shall be payable at mutually negotiated price. (e) SHIFTING OF AUTOMATION EQUIPMENT FROM ONE LOCATION TO ANOTHER: Depending on the business requirement & as desired by HPCL, the vendor shall have to arrange for shifting of the Retail Automation equipment from one location to another, including un-installation of all equipment at one location, physical transportation to another location & re-installation of all the equipment at another location (including all related interfaces / integrations at both software & hardware level) at the all-inclusive tender finalized rate. No charges, whatsoever, other than the tender finalized rates shall be payable to the vendor. The vendor shall be fully responsible for the complete operation of all the equipment at the new location. 14. MATERIALS / EQUIPMENT If tenderer brings defective/ sub standard materials to site, it shall be the responsibility of the tenderer for the removal and disposal of the same at his cost. HPCL shall not entertain any claim from the tenderer in this account in case the tenderer fails to remove such materials within 15 days after issuing notice in writing to the tenderer. HPCL reserves the right to dispose such materials at the entire risk and cost of the tenderer. It shall be tenderer’s responsibility for procurement of all materials/ equipment / spares etc and no delay due to non- availability of any materials/ equipment / spare parts will be entertained by HPCL. The tenderer shall carry out works as per directions in the order / contract. The tenderer shall not undertake on his own any change in the specifications mentioned in the tender documents and purchase order. In case of doubt, the tenderer will refer the matter in writing and the tenderer shall carry out the item of work as per clarifications given. In case of delay in getting such clarifications, the tenderer will not be entitled for any claim on any account of idling of their labor, machinery etc. In case the tenderer carries out the work as per his own specifications not acceptable to the HPCL in such cases, the same will be required to be re-done as per the specifications given by the HPCL at the tenderer’s risk and cost. In case of failure to re-do the work by the tenderer, HPCL reserves the right to get it done through any other agency entirely at the risk and cost of the tenderer.

15. (a)SPARE PARTS:

Tenderer shall guarantee HPCL in writing regarding the supply of spares during the period of

contract.

Tenderer shall be solely responsible for coordination and follow up with foreign suppliers and

other agencies to ensure adherence to SLA’s as mentioned in the contract.

(b) SPARE PART PRICE LIST:

The bidders shall submit a list of spare parts with the price for each component, alongwith the price bid. Same shall not be used for price-bid evaluation. The finalized spare prices shall be referred to only for the instances when the spare parts are payable by HPCL. Such instances shall be limited to the ones specified in clause 2.3 above. Payment of spare parts shall be made in accordance with the finalized spare part price list only. Any spare part, if not included by the vendor in the list submitted, shall not be payable at all. Payment of cables shall be made as per actual running meters, as inspected & certified by the concerned HPCL officer in the Regional Office. 16. WORKING IN OPERATING RETAIL OUTLET When the job is required to be performed in the working Retail Outlets, the progress of work is likely to be interrupted on account of the operations of the site. The work may at certain times have to be stopped on the instructions of our site representative. Under such circumstances, the tenderer should co-operate with HPCL to avoid hindrance to the operations of the site. The working hours will be adjusted as per the HPCL’s representative, from time to time. The stoppage of work due to any reasons mentioned above shall not entitle the tenderer for any claim of compensation whatsoever for idling of labor/ machinery etc during such interruptions. Steps to be ensured, for safe working at retail outlets: No hot work shall be carried out inside the retail outlet premises. No sooner the cables are laid and terminated, the duct ends should be properly sealed to

prevent any vapour from entering into the conduits. Proper rodent protection measures need to be taken by the vendor.

While installation of probes a 2 or 3 inch opening (as applicable) is used for inserting the probe. It should be ensured by vendor that no opening in any of the risers or the tank manhole is left open at any point of time.

For fixing of Attendant tag reader the automation vendor shall be allowed to make holes on the panel of the pump by using hand drills only. However, the panel shall be removed and taken to a safe place for drilling operation (hand drilling only). Adequate safety precaution shall be taken while carrying out this operation.

17. MANPOWER The vendor shall be responsible for providing service / support network with adequately qualified & skilled manpower for supporting & maintaining retail automation system at petroleum retail outlets. The vendor shall deploy atleast one qualified service engineerfor every 12 outlets. However, the vendor shall be solely responsible for manpower management so as to meet the contractually agreed SLA’s. 18. COMPLIANCE OF LOCAL LAWS Both the parties agree to comply with the appropriate and relevant local laws (wherever applicable) concerning the purposes and activities envisaged under this AMC. 19. WAIVER The failure of either Party to insist in any one or more instances upon the performance of any term or conditions of this AMC, or to exercise any right afforded to such Party herein, shall not be construed as a waiver or relinquishment of the future performance of any such term or conditions by the other Party or the future exercise of such right, and the respective obligations of the parties as to their future performances shall continue in full force and effect. 20. NOTICE Any notice or other communication required or permitted under this AMC shall be in writing and shall be given by registered post, hand delivery, courier service, or e-mail addressed to the relevant Party at the address set forth below or such other address as may be designated from time to time. In case of the Vendor to: _______________ [insert the designation of person from services who should receive the notice] _________________________________ [Complete postal address with PIN Code] _________________________________ _________________________________ _________________________________ In case of HPCL to: Sr Manager –Purchase(Retail) Hindustan Petroleum Corporation Ltd. Hindustan Bhavan , 8, Shoorji VallabhdasMarg Ballard Estate, Mumbai - 400001 Ph: 022-22637444

21. LIMITATION

Neither party will be liable to the other for any indirect, incidental, consequential, special or punitive damages. Vendor will not be cumulatively liable to HPCL for any amount greater than the contract value. For and on behalf of For and on behalf of _________________ Hindustan Petroleum Corporation Limited Signed by Signed by Designation Designation Date Date In the presence of :

1. 2.

List of Attachments:

1) Minimum Technical Specifications of automation Components 2) GTC

3) Integrity Pact

4) Price schedule – Finalized Comprehensive AMC price & Spare Parts price list

ANNEXURE 2 FORMAT FOR ACKNOWLEDGMENT OF TENDER ENQUIRY

To, Sr. Mgr – Purchase (Retail)

Hindustan Petroleum Corporation Limited Hindustan Bhavan, 4th Floor 8, ShoorjiVallabdhasMarg, Ballard Estate, MUMBAI – 400 001

India

Sub: HPCL Tender Enquiry No: __________________ for Retail Outlet Automation System (Phase-V)

We _________________________________________________(name of the Bidding Organisation)

acknowledge the receipt of your tender enquiry of above reference, which was received by us on

________(date). We agree that the documents received by us remains the property of Hindustan

Petroleum Corporation Limited. We have noted that the due date for submission of the tender is March

14, 2014, 1500 Hrs. Indian Standard Time, at the above mentioned address.

During the time the tender enquiry is received and the tender is submitted by us to your office, we

authorise following person/persons whose signatures are attested below to deal with HPCL on our

behalf for any clarifications.

Serial No. Name Designation Telephone / Fax No

E-mail Signature

1

2

3

Signature of the authorised person ______________________________ Name of the authorised person _____________________________ Name of the Bidding Organisation _____________________________ Address of the Bidding Organisation ______________________________ Seal of the Bidding Organisation ______________________________ Date ______________________________

ANNEXURE 4 DEVIATION SHEET

WITH DEVIATIONS LISTING, IF ANY

Sub: HPCL Tender Enquiry No: _______________ for Retail Outlet Automation System (Phase-V)

Notes to bidder :

1. This form is to be enclosed with the tender as NIL Deviation form, even if there are NO Deviations

2. Strike out either S. No. 1 or S. No. 2, whichever is not applicable

1. IN CASE OF NO DEVIATIONS

We,__________________________________________________________ (name of the Bidding Organisation) having examined the tender enquiry/bidding documents for the above job in its entirety, do hereby confirm that the tender submitted by us complies with the tender enquiry in all respects and that there are no deviations whatsoever, whether explicitly or implicitly .

2. IN CASE OF DEVIATIONS

We,__________________________________________________________ (name of the Bidding

Organisation) having examined the tender enquiry/bidding documents for the above job in its entirety,

do hereby confirm that the tender submitted by us complies with the tender enquiry in all respects

except for the deviations specifically mentioned below :

Sr. No.

Section No. / Para No. / Sub Para No. of HPCL

tender enquiry

Relevant portion of HPCL tender enquiry for which deviation is

requested by the bidder in the tender

Exact deviation as requested by the

Bidder in the tender

Reasons for

Deviation

You may add annexure in case of more deviations. Deviations mentioned anywherelse other than in

the deviation sheet shall not be considered .

Signature of the authorised person ___________________________________ Name of the authorised person ____________________________________ Name of the Company ____________________________________ Address of the Company ____________________________________ Seal of the Company ____________________________________ Date ____________________________________

ANNEXURE 5 FORMAT FOR COMPANY DETAILS OF BIDDER

Sub: HPCL Tender Enquiry No: _________________ for Retail Outlet Automation System (Phase-V)

1. Company name : ______________ ( Name of Bidder ) 2. Incorporated at : ______________ 3. Registered Office Address : ______________ 4. Contact Phone number : ______________ 5 Contact Fax Number : ______________ 6 Contact E mail address : ______________ 7 Name of Authorised Signatories : ______________ 8 . Details of Indian Office/Services (if any)

Name : _____________ Address : _____________ Contact phone number : _____________ Contact Fax Number : _____________ Contact E mail address : _____________ Name of Contact Person: ____________________________________________ Signature of the authorised person ____________________________________ Name of the authorised person ____________________________________ Name of the Company ____________________________________ Address of the Company ____________________________________ Seal of the Company ____________________________________ Date ____________________________________

ANNEXURE 6 FORMAT FOR MINIMUM DETAILS EXPECTED IN RESUMES OF RESOURCES

1. Name of the Resource : _________________

2. Age :__________________

3. Qualification :__________________

4. Name and address of the present employer, : _________________

5. Names of the Organisations worked with : _________________

6. Functional Expertise : _________________

7 .Experience on Retail Outlet / Petrol station Automation (Provide Organisation wise details with

packages implemented, modules implemented within those package and the roles played with specific

reference to oil & gas / petroleum industry)

Signature of the authorised person __________________________________ Name of the authorised person ____________________________________ Name of the Company ____________________________________ Address of the Company ____________________________________ Seal of the Company ____________________________________ Date ____________________________________

ANNEXURE-7

LIST OF HPCL REGIONAL OFFICE LOCATIONS

East Zone South Central Zone

BHUBANESHWAR BANGALORE

DURGAPUR BELGAUM

GAUHATI KADAPA

KOLKATA MANGALORE

RAIPUR SECUNDRABAD

RANCHI VIJAYAWADA

SAMBALPUR VISAKH

North Central Zone South Zone

BEGUSARAI CHENNAI

DEHRADUN COCHIN

LUCKNOW COIMBATORE

MATHURA KOZHICODE (CALICUT)

MEERUT MADURAI

MUGHALSARAI TRICHI

PATNA West Zone

North West Zone AURANGABAD

AHMEDABAD BHOPAL

BARODA INDORE

JAIPUR JABALPUR

JODHPUR MUMBAI

RAJKOT NAGPUR

UDAIPUR PUNE

North Zone VASCO

BHATINDA VASHI

CHANDIGARH DELHI GURGAON JALANDHAR

JAMMU PANIPAT SIMLA

ANNEXURE-8 : SPARE PART PRICE LIST The bidders shall submit the complete list of spare parts with prices for each of the following categories of components in the format as mentioned below, along with the un-priced bid:

S.No Item Category

Spare part Name

Basic Unit rate

Applicable Tax - I

Tax rate - I

Applicable tax - II

Tax Rate- II

All-inclusive Unit Rate

1 FCC

2 ATG

3 BOS

4 UPS

5 Cables (Per meter)

Flame proof glands

Flame proof junction box.

6 Thermal Printer

7 Local gateway

8 Router

1) Above rates to be quoted by the bidders along with un-priced / technical bid & shall be

applicable only for cases that fall under exclusion clause of CAMC. 2) However, same shall not be considered for Price-bid evaluation. 3) Price for each item category should be quoted. 4) Under each item category, mention applicable sub-components/ items which may need

replacement. Please add additional lines under each category as required. 5) Spare part prices not declared along with the tender shall not be payable extra throughout

the course of contract. 6) The sum of finalized spare prices of all the spare parts for each sub-component / under each

Item category should not exceed 20% of the tender finalized rate of the component (under Item category). E.g. sum of the finalized spare part prices for FCC should not exceed 20% of the tender finalized FCC rate.

7) The spare prices are subject to rationalization / negotiation prior to placement of order.

ANNEXURE-9:

FORMAT FOR COMPOSITE BANK GUARANTEE

(On Non-Judicial stamp paper of Rs. 100)

TO : Hindustan Petroleum Corporation Limited

(Address as applicable)

IN CONSIDERATION OF MESSRS. HINDUSTAN PETROLEUM CORPORATION LIMITED, a Government of India Company registered under the Companies Act, 1956, having its registered office at 17, Jamshedji Tata Road, Mumbai-400020 (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 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 composite Bank Guarantee for the retention money and performance guarantee.

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 to pay to "the Corporation" without any demur on first demand an amount not exceeding Rs........... (Rupees.............................only) against any loss or damage, costs, charges and expenses caused to or suffered by "the Corporation" by reason of non performance and fulfillment 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 Corporation" all the rights and defences 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.

5. However, it has been agreed between "the Supplier" and "the Corporation" that there shall be only one Composite Bank Guarantee for both the performance guarantee and Retention Money @ of ____% valid in all respects till the end of the defects liability period as per the terms of the P.O. No. _______________ dated_______________________. The Composite bank guarantee will also be valid in all respects unto a further period of three months, as per the Purchase Order of "the Corporation".

6. 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 .......; 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 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 a person authorized to sign on behalf of "the Bank")*

ANNEXURE-10: Declaration for Relatives

DECLARATION

The Tenderer is required to state whether he/ she is a relative of any Director of the HPC or the tenderer is a firm in which Director of HPC 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 HPC 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: ____________ Signature______________________________________

Name of Person signing___________________________ Tenderer's Name and address with seal______________

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LIST OF RELATIVES A person shall be deemed to be a relative of another, if any and only if, He / She / They are members of Hindu Undivided family or He / She / They are Husband & Wife or The one is related to the other in the manner indicated below: Father Mother (including Step Mother) Son (including Step Son) Son’s Wife Daughter (including Step Daughter) Father’s Father Father’s Mother Mother’s Mother Mother’s Father Son’s Son Son’s Son’s Wife Son’s Daughter Son’s Daughter’s Husband Daughter’s Husband Daughter’s Son Daughter’s Son’s Wife Daughter’s Daughter Daughter’s Daughter’s Husband Brother (including Step Brother)

ANNEXURE-11: Declaration for delisting

DECLARATION

I/We _________________________ hereby declare/clarify that we have not been banned or delisted by any Government or quasi Government Agencies or Public Sector Undertakings Date: Stamp & Signature of the bidder Note: If a bidder has been banned by any Government or Quasi Government Agencies or PSUs, 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.

ANNEXURE-12: Format for BG in lieu of EMD

(SPECIMEN)

BANK GUARANTEE IN LIEU OF EARNEST MONEY

(On Non-Judicial stamp paper of appropriate value)

TO : Hindustan Petroleum Corporation Limited

8, Shoorji Vallabhdas Marg,

Ballard Estate,

Mumbai – 400 001

IN CONSIDERATION OF MESSRS. HINDUSTAN PETROLEUM CORPORATION LIMITED a Government of India Company registered under the Companies 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) issued a tender on Messrs. ................................................ a partnership firm/sole proprietor business/a company registered

under the Companies Act, 1956 having its office at (hereinafter called "the Tenderer" which expression shall include Its executors, administrators and assigns) against Tender

no............ dated .................... shall

(hereinafter called

"the tender" which expression include any amendments/

alterations to "the tender" issued by "the Corporation") for the

supply of goods to/execution of services for "the Corporation"

and "the Corporation" having agreed not to insist upon immediate

payment of Earnest Money for the fulfilment of the said tender in terms thereof on production of an acceptable Bank Guarantee for

an amount of R....... (Rupees .................................

only).

We, ................................... Bank having office

at ..................................................... referred to as "the Bank" which expression

Bombay

(hereinafter shall

include its successors and assigns) at the request and on behalf

of "the Tenderer" hereby agree to pay to the Corporation without

any demur on first demand an amount not exceeding R .......

....

any

(Rupees ...................................... only) against

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 Tenderer" of

any of the terms and conditions of the said "tender".

2. We, ........................................ Bank further

agree that "the Corporation" shall be sole Judge whether

the said "Tenderer" has failed to perform or fulfill the

said "tender" in terms thereof or committed breach of any

of the 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 favour of

"the Corporation" all the rights and defences to which we

as guarantors and/or "the Tenderer" 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" to

undertake to pay "the Corporation" the amount so demanded

on first demand and without any demur notwithstanding any

dispute raised by "the Tenderer" 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 "tender"/or to extend time of performance by "the Tenderer" from time to time or to postpone for any time to time any of the powers exercisable by "the Corporation" against "the Tenderer" and to forbear to enforce any of the terms and conditions relating to "the tender" and we shall not be relieved from our liability by reason of any such variation or extension being granted to "the Tenderer" or for any forbearance, act or ommission on the part of "the Corporation" or any indulgence by "the Corporation" to "the tenderer" 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.

5. NOTWITHSTANDING anything hereinbefore contained, our

liability under this Guarantee is restricted to only).......... Our

(Rupees.......................................

liability under this guarantee shall remain in force until

expiration of six months from the due date of opening of the

said "tender". Unless a demand or claim under this guarantee

is made on us in writing within said period, that is, on or

before .................................... all rights of

"the Corporation" under the said guarantee shall be forfeited

and we shall be relieved and discharged from all liabilities

thereunder.

6. We, ........................................ Bank further

undertake not to revoke this guarantee during its currency

except with the previous consent of "the Corporation" in

Writing.

7. We, ......................................... Bank lastly agree

that "the Bank" 's liability under this guarantee shall not be

affected by any change in the constitution of "the Tenderer".

8. "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 Tenderer"

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 a person authorised

to sign on behalf of "the Bank")

ANNEXURE 13

General instructions to foreign Bidders:

I) PACKING :

1 Packing should be capable to withstand rough sea weather for a minimum period of 4 to 6

months and should be commensurate with best commercial export practices. All packaging

shall be done in such a manner as to reduce volume as much as possible. Fragile articles should

be adequately packed with special packing materials depending on type of materials.

2 All delicate surface on equipment/material should be carefully protected and painted with

protective paint/ compound and wrapped to prevent rusting and damage.

3 All mechanical and electrical equipment and other heavy articles should be securely fastened to

the bottom of the case and shall be blocked and braced to prevent movement.

4 Attachments and spare parts of equipments and all small pieces shall be packed separately in

wooden cases with adequate protection inside the case and wherever possible should be sent

along with the main equipment. Each item shall be tagged so as to identify it with the main

equipment and part number and reference number shall be indicated.

5 All protrusions shall be suitably protected and opening shall be blocked by wooden covers.

6 Wherever required equipment/materials shall be packed in polythene bags and silicagel or

similar dehydrating compound shall be put inside the bags to protect them.

7 Pipes/tubes made of stainless steel, copper etc. shall be packed in wooden cases irrespective of

sizes.

8 The supplier shall be held liable for all damages or breakages to the goods due to the defective

or insufficient packing as well as for corrosion due to insufficient packing.

9 Detailed packing list in water proof envelope shall be inserted in each package together with

equipment/materials. One copy of “Detailed Packing List”, shall be fastened outside of the

package in water proof envelope and covered by metal cover.

II)MARKING

1 Each package shall be marked on three sides, with proper paint/indelible water proof inks as

follows :

HINDUSTAN PETROLEUM CORPORATION LTD.

MUMBAI (INDIA). PURCHASE ORDER NO............................................................

NET WEIGHT......................KGS.GR.WT..........................KGS

DIMENSIONS..................... X.......................X..................CMS

PACKAGE NO. (Sl. No. of total packages)

TAG/ITEM NO...........................................................................

COUNTRY OF ORIGIN ............................................................

SHIPPER’S NAME ....................................................................

2 Additional marking such as ‘handle with care’, ‘this side up’, ‘fragile’ or any other additional

indications for protection and safe handling shall be added depending on the type of materials.

All cases will have warning signs on the outside denoting ‘Centre of Gravity and ‘Sling Mark’.

3 Letters, figures, marks etc. used for marking shall be stenciled printed. Handwriting should be

avoided as far as possible. Size of letter shall be optimum for each package dimensions.

4 In case of Bundle or other packages wherever marking cannot be stenciled the same shall be

embossed on metal or similar tag and Wired securely at minimum two convenient points.

III)SHIPPING :

1 The shipping arrangements will be made in consultation with the Secretary, Shipping Co-

ordination committee. Ministry of Shipping Transport (cable Transport, New Delhi, Telex

Vahan ND 2312) through their forwarding agent as under to whom notice of no less six weeks

about the readiness of each cargo for shipment should be given for finalizing the shipping

arrangements.

Shipping arrangements will be made by shipping Co-ordination and Chartering Division,

Ministry of shipping and Transport, New Delhi (Cable : TRANCHART : NEW DELHI

TELEX ; VAHAN ND - 2312, 2448 and 3104) through their respective, Forwarding Agents

Nominees as mentioned below to whom adequate notice of not less than six weeks/about the

readiness of cargo for shipment should be given by the sellers from time to time for finalizing

the shipping arrangements.

AREA FORWARDING AGENTS/NOMINEE

A) U.K. (including Northern Ireland) M/s. Schenker & Company

(also Eire), the North continent of 2000, Hamburg - 11

Europe (West Germany, Holland P.O. BOX No. 1130.

Belgium, France, Norway, Sweden, CABLE : SCHENKERCO, HAMBURG

Finland & Denmark) and ports on the TELEX : 21700433

Continental Seabord of the Mediteranean

(i.e. French and Western Italian Ports

And also Adriatic Ports.

B) U.S.A. & Canada M/s. Opt Overseas Project Transport Inc.,

(For U.S.A.Atlantic & Gulf Ports (A Thyssen Haniel Logistic Co.,)

Conference memberline Vessels are 46, Sellers Street, Keanry N.J. 07032,

also permitted) Tel.: (01)-998-7771,

Telex : 673-3586, Fax : (201) 998-7833.

C) Japan The First Secretary (Commercial Embassy

of India, Tokyo, Japan CABLE : INDEMBASSY TOKYO D) Australia The shipping Corporation of India Limited

Shipping House, 229-232,

Madame Cama Road, Bombay - 400 021.

CABLE : SHIPINDIA, BOMBAY E) Black Sea Ports of Bulgaria and The Secretaries-Soviet Shipping

Rumania Service C/O, Shipping Corporation of

India Limited, Shipping House,

299-232, Madame Cama Road,

Bombay - 400 021. CABLE : SHIPINDIA, BOMBAY

(FOR SOVINSHIP)

F) Polish Ports The Secretaries-Indo-Polish Shipping

Service, C/O, Shipping Corporation of

India Limited, Shipping House,

299-232, Madame Cama Road, CABLE : SHIPINDIA, BOMBAY

(FOR INDOPOL) Bombay - 400 021.

G) Other Ports (excluding) the Black Shipping arrangements will be made

Sea Ports of U.S.S.R. and Rastock directly or through Shipping

(G.D.R.) Corporation of India Limited

Shipping House

299-232, Madame Cama Road,

Bombay - 400 021.

CABLE : SHIPINDIA, BOMBAY.

2 All shipment of materials shall be made by First class direct vessels.

All shipments of shall be under deck unless carriage on deck is unavoidable.

IV)DOCUMENTATION :

1 The documents shall be in English Language.

2 Documents required before shipment :

Seventy five (75) days before the contractual delivery date, proforma, packing lists and

sketches of over dimensioned cargo shall be air mailed at following address :

Sr Manager-Purchase, Retail SBU

HINDUSTAN PETROLEUM CORPORATION LTD. Hindustan Bhawan, 4th floor,

8, S.V. Marg, Ballard Estate, Mumbai - 400 001.

The over dimension cargo shall mean any package exceeding any of the following limits

Weight 20 MT

Length 13.719 Meters

Width 2.997 Meters

Height 2.743 Meters

3 Documents required after shipment :

The supplier shall air-mail the shipping documents stated here in below as quickly as possible

after the shipment has been made so that the same are received at least two weeks prior to the

arrival of vessel at destination port.

The supplier shall be fully responsible for any delay and/or demurrage that may become

payable at destination port on account of delay transmittal of shipping documents.

Copy of Documents No. of Copies

(a) Bill of lading 4

(b) Commercial Invoice 6

(c) Detailed Packing List 6

(d) Freight Memo 2

(e) Test Certificate 2

(f) Certificated of Origin 2

(g) Certificate of Measurement & Weight 2

(h) Catalogue and/or drawing 2

(i) Payment Certificate 2

(amount received by vendor)

Note : In addition to above, complete set of documents are required to be sent to (Purchaser) through

bank in terms of Letter of Credit.

4 Bill of Lading :

Bill of Lading shall be ‘Clean on Board’, Ocean Bill of Lading should be made in favour of

HPCL order and the notify column should indicate HPCL, Materials, Department.

5 Commercial Invoice :

Commercial Invoice shall, inter alia indicate (i) Purchase Order No. (ii) Import Licence Policy

numbers and (iii) Country of Origin. Besides, the cases in the voice shall be in conformity with

order.

6 Packing List :

Packing List must show apart from other particulars actual contents in each case, net and gross

weights and dimensions and the total numbers of packages.

SHIPPING ADVICE : Within 24 hours after shipment, the supplier shall send shipping advice

through fax to Sr Manager-Purchase- RetailSBU , Hindustan Petroleum Corpn. Ltd., Hindustan

Bhawan, 4th floor, 8, S.V.Marg, Ballard Estate, Mumbai - 400 001.

Fax No. 22614263/22617032

Ph.No. 22637444/22692438

The shipping advice should include particulars of the shipment, Vessel’s Name, Port of

shipment, Bill of Lading number and date, contents in brief, Purchase Order number, Total

F.O.B. and Freight Values, number of packages and total gross weight.

V)TECHNICAL INFORMATION:

a)Drawings, specifications, and details shall be the property of the purchaser and shall be

returned by the vendor on demand. The vendor shall not make use of drawings and

specifications for any purpose at any time save and except for the purpose of the purchaser. The

vendor shall not disclose the technical information furnished to or gained by the vendor under

or by virtue of or as a result of the implementation of this purchase order to any person, firm or

body or Corporate authority and shall make all endeavours to ensure that technical information

is kept CONFIDENTIAL. The technical information imparted and supplied to the vendor by

the Purchaser shall at all times remain the absolute property of purchaser.

b)All foreign bank Guarantees will have to be confirmed by a Scheduled bank and recognized

by RBI & located in India acceptable to Corporation.

c)Handling /clearing charges, cost of inland transportation, amount payable to Indian

representative will be paid to the vendor’s Indian representative in INR by HPCL. The port

handling charges would be reimbursed on production of the original bills/receipts.

d) Bank Charges/ Stamp Duties/ Taxes: (i) All Bank Charges and Stamp Duties payable in supplier’s country in connection with the

payments to be made under this Purchase Order shall be borne by the Vendor. All

Bank charges and Stamp Duties payable in India shall be borne by the Purchaser.

(ii) All taxes, duties and levies of any kind that may be payable upto the stage of putting the

material in FOB position shall be borne by the Vendor.

iii)All taxes and duties payable in India on the materials shall be payable by the Purchaser.

ANNEXURE 15

ARBITRATION CLAUSE FOR FOREIGN BIDDERS

1. Disputes or difference arising out of or in relation to this agreement shall be settled by Arbitration

in India. The arbitration shall be by a Sole Arbitrator appointed by HPCL. The Sole Arbitrator will

adjudicate the disputes and differences between the parties except those in respect of which the

decision of any person is by the agreement expressed to be final and binding.

2. In the event of the Sole Arbitrator to whom the matter is originally referred to, is unable to act or

he/she vacates the office, HPCL, shall nominate another Sole Arbitrator to settle the said disputes

and differences.

3. The second Sole Arbitrator shall be entitled to proceed with the arbitration from the stage at

which it was left by his/her predecessor.

4. The award of the arbitrator shall be final, conclusive and binding on all the parties to the agreement

subject to the provisions of the # Arbitration & Conciliation Act, 1996, as in force in India and the

rules made thereunder and for the time being in force. This agreement shall be covered by the laws

of India.

5. The award shall be made in writing and shall be published by the Sole Arbitrator within

six months after entering upon reference or within such further time mutually extended by the

parties. The Sole Arbitrator shall have power to order and direct the parties to abide by, observe and

perform such directions as the Sole Arbitrator may think fit and proper to issue having regard to the

fact that the arbitration proceedings have to be completed within the specified period solely on the

principles of Natural Justice.

6. The Sole Arbitrator shall be at liberty to appoint, if so necessary, any Accountant or Engineer

or other person to assist him/her and act by the opinion so taken.

7. The Sole Arbitrator shall have powers to make one or more awards whether interim or otherwise in

respect of the disputes and differences, and in particular, shall make separate awards in respect of

each claim or cross claim of the parties.

8. The Sole Arbitrator shall be entitled to direct any of the parties to pay the cost of arbitration

in such a manner and to such an extent as the Sole Arbitrator may in his discretion determine and

shall also be entitled to require one or both the parties to deposit funds in such proportions to meet

the arbitration expenses. The parties to arbitration, whenever called upon to do so, shall be bound to

comply with such directions without any demur.

9. Notwithstanding anything contained to any other law, the parties hereby agree that the courts in the

city of _________________ (say Bombay) alone shall have jurisdiction in respect of all or anything

arising under this agreement and any award(s) made by the Sole Arbitrator hereunder shall be filed

in the court in the city of _______________ (say Bombay ___________) only.

ANNEXURE 16 SECTION -4

AGREEMENT

(Under Integrity Pact)

Dated 15.02.2014

To,

HINDUSTAN PETROLEUM CORPORATION LIMITED

MUMBAI

Sub: Purchase of Bidding Documents

Ref. Tender No. 13000026-HD-11001 Dated 15.02.2014

HPCL and the Bidder agree that the Notice Inviting Tender (NIT) is an offer made on the condition that the bidder will sign the Integrity Pact and the Bid would be kept open in its original form without variation or modification for a period of (state the number of days from the last date for the receipt of tenders stated in the NIT) 120………. days and the making of the bid shall be regarded as an unconditional and absolute acceptance of this condition of the NIT.

We confirm acceptance and compliance with the Integrity Pact in letter and spirit. We further agree that the contract consisting of the above conditions of NIT as the offer and the submission of Bid as the Acceptance shall be separate and distinct from the contract which will come into existence when bid is finally accepted by HPCL.

The consideration for this separate initial contract preceding the main contract is that HPCL is not agreeable to sell the NIT to the Bidder and to consider the bid to be made except on the condition that the bid shall be kept open for …120…… days after the last date fixed for the receipt of the bids and the Bidder desires to make a bid on this condition and after entering into this separate initial contract with HPCL.

HPCL promises to consider the bid on this condition and the Bidder agrees to keep the bid open for the required period. These reciprocal promises form the consideration for this separate initial contract between the parties.

If Bidder fails to honour the above terms and conditions, HPCL shall have unqualified, absolute and unfettered right to encash / forfeit the bid security submitted in this behalf. Yours faithfully, Yours faithfully

(BIDDER) (PURCHASER)

(One copy of this agreement duly signed must be returned along with offer).

INTEGRITY PACT

Between Hindustan Petroleum Corporation Limited (HPCL) hereinafter referred to as “The Principal”, And --------------------------------------------------------------to as “The Bidder/Contractor”

Preamble

The Principal intends to award, under laid down organization procedures, contract/s for Carrying out

Retail outlet Automation works with 5 years Post warranty AMC .

The Principle values full compliance with all relevant laws and regulations, and the principles of economic use of resources, and of fairness and transparency in its relations with its Bidders/s and Contractor/s.

In order to achieve these goals, the Principal cooperates with the renowned international Non-Governmental Organization “Transparency International” (TI). Following TI’s national and international experience, the Principal will appoint an external independent Monitor who will monitor the tender process and the execution of the contract for compliance with the principles mentioned above.

Section 1 – Commitments of the Principal

5. The Principal commits itself to take all measures necessary to prevent corruption and to observe the following principles:

No employee of the Principal, personally or through family members, will in connection with the tender for, or the execution of a contract, demand, take a promise for or accept, for him/herself or third person, any material or immaterial benefit which he/she is not legally entitled to.

The principal will, during the tender process treat all Bidders with equity and reason. The Principal will in particular, before and during the tender process, provide to all Bidders the same information and will not provide to any Bidder confidential / additional information through which the Bidder could obtain an advantage in relation to the tender process or the contract execution.

The principal will exclude from the process all known prejudiced persons.

6. If the Principal obtains information on the conduct of any of its employees which is a criminal offence under the relevant Anti-Corruption Laws of India, or if there be a substantive suspicion in this regard, the Principal will inform its Vigilance Office and in addition can initiate disciplinary actions.

Section 2 – Commitments of the Bidder / Contractor

(1) The Bidder / Contractor commit itself to take all measures necessary to prevent corruption. He commits himself to observe the following principles during his participation in the tender process and during the contract execution.

1. The Bidder / Contractor will not, directly or through any other person or firm, offer, promise or give to any of the Principal’s employees involved in the tender process or the execution of the contract or to any third person any material or immaterial benefit which he/she is not legally entitled to, in order to obtain in exchange any advantage of any kind whatsoever during the tender process or during the execution of the contract.

2. The Bidder / Contractor will not enter with other Bidders into any undisclosed agreement or understanding, whether formal or informal. This applies in particular to prices, specifications, certifications, subsidiary contracts, submission or non-submission of bids or any other actions to restrict competitiveness or to introduce cartelization in the bidding process.

3. The Bidder / Contractor will not commit any offence under the relevant Anti-corruption Laws of India; further the Bidder / Contractor will not use improperly, for purposes of competition or personal gain, or pass on to others, any information or document provided by the Principal as part of the business relationship, regarding plans, technical proposals and business details, including information contained or transmitted electronically.

4. The Bidder / Contractor will, when presenting his bid, disclose any and all payment he has

made, is committed to or intends to make to agents, brokers or any other intermediaries in connection with the award of the contract.

(2) The Bidder / Contractor will not instigate third persons to commit offences outlined above or be an accessory to such offences.

Section 3-Disqualification from tender process and exclusion from future contracts

If the Bidder, before contract award has committed a transgression through a violation of Section 2 or in any other form such as to put his reliability or credibility as Bidder into question, the Principal is entitled to disqualify the Bidder from the tender process or to terminate the contract, if already signed, for such reason.

(1) If the Bidder/Contractor has committed a transgression through a violation of Section-2 such as to put his reliability or credibility into question, the Principal is entitled also to exclude the Bidder / Contractor from future contract award processes. The imposition and duration of the exclusion will be determined by the severity of the transgression. The severity will be determined by the circumstances of the case, in particular the number of transgressions, the position of the transgressors within the company hierarchy of the Bidder and the amount of the damage. The exclusion will be imposed for a minimum of 6 months and maximum of 3 years.

(2) A transgression is considered to have occurred if the Principal after due consideration of the available evidence, concludes that no reasonable doubt is possible.

(3) The Bidder accepts and undertakes to respect and uphold the Principal’s absolute right to resort to and impose such exclusion and further accepts and undertakes not to challenge or question such exclusion on any ground, including the lack of any hearing before the decision to resort to such exclusion is taken. This undertaking is given freely and after obtaining independent legal advice.

(4) If the Bidder / Contractor can prove that he has restored / recouped the damage caused by him and has installed a suitable corruption prevention system, the Principal may revoke the exclusion prematurely.

Section 4 – Compensation for Damages

(1) If the Principal has disqualified the Bidder from the tender process prior to the award according to Section 3, the Principal is entitled to demand and recover from the Bidder liquidated damages equivalent to Earnest Money Deposit/Bid Security.

(2) If the Principal has terminated the contract according to Section 3, or if the Principle is entitled to terminate the contract according to Section 3, the Principal shall be entitled to demand and recover from the Contractor liquidated damages equivalent to Security Deposit / Performance Bank Guarantee.

(3) The bidder agrees and undertakes to pay the said amounts without protest or demur subject only to condition that if the Bidder / Contractor can prove and establish that the exclusion of the Bidder from the tender process or the termination of the contract after the contract award has caused no damage or less damage than the amount of the liquidated damages, the Bidder / Contractor shall compensate the Principal only to the extent of the damage in the amount proved.

Section 5 – Previous Transgression

(1) The Bidder declares that no previous transgression occurred in the last 3 years with any other Company in any country conforming to the TI approach or with any other Public Sector Enterprise in India that could justify his exclusion from the tender process.

(2) If the Bidder makes incorrect statement on this subject, he can be disqualified from the tender process or the contract, if already awarded, can be terminated for such reason.

Section 6 – Equal treatment of all Bidders / Contractors / Subcontractors

(1) The Bidder / Contractor undertakes to demand from all subcontractors a commitment in conformity with this Integrity Pact, and to submit it to the Principal before contract signing.

(2) The Principal will enter into agreements with identical conditions as this one with all Bidders, Contractors and Subcontractors.

(3) The Principal will disqualify from the tender process all bidders who do not sign this Pact or violate its provisions.

Section 7 – Criminal charges against violating Bidders/Contractors/Subcontractors

If the Principal obtains knowledge of conduct of a Bidder, Contractor or Subcontractor, or of an employee or a representative or an associate of a Bidder, Contractor or Subcontractor which constitutes corruption, or if the Principal has substantive suspicion in this regard, the Principal will inform the Vigilance Office.

Section 8 – External Independent Monitor / Monitors (three in number depending on the size of the contract) (to be decided by the Chairperson of the Principal)

The Principal appoints competent and credible external independent Monitor for this Pact. Accordingly, the Principal (HPCL) has appointed the following Independent External Monitors (IEMs) for this pact:

(1) Ms. Ranjana Kumar,

(2) Mr. D Chatterji,

The task of the Monitor/s is to review independently and objectively, whether and to what extent the parties comply with the obligations under this agreement.

(2) The Monitor is not subject to instructions by the representatives of the parties and performs his functions neutrally and independently. He reports to the Chairperson of the Board of the Principal.

(3) The Contractors accepts that the Monitor has the right to access without restriction to all Project documentation of the Principal including that provided by the Contractor. The Contractor will also grant the Monitor, upon his request and demonstration of a valid interest, unrestricted and unconditional access to this project documentation. The same is applicable to Subcontractors. The Monitor is under contractual obligation to treat the information and documents of the Bidder / Contractor / Subcontractor with confidentiality.

(4) The Principal will provide to the Monitor sufficient information about all meetings among the parties related to the Project provided such meetings could have an impact on the contractual relations between the Principal and the Contractor. The parties offer to the Monitor the option to participate in such meetings.

(5) As soon as the Monitor notices, or believes to notice, a violation of this agreement, he will so inform the Management of the Principal and request the Management to discontinue or heal the violation, or to take other relevant action. The Monitor can in this regard submit non-binding recommendation. Beyond this, the Monitor has no right to demand from the parties that they act in a specific manner, refrain from action or tolerate action. However, the Independent External Monitor shall give an opportunity to the bidder / contractor to present its case before making its recommendations to the Principal.

(6) The Monitor will submit a written report to the Chairperson of the Board of the Principal within 8 to 10 weeks from the date of reference or intimation to him by the ‘Principal’ and, should the occasion arise, submit proposals for correcting problematic situations.

(7) Monitor shall be entitled to compensation on the same terms as being extended to / provided to Outside Expert Committee members / Chairman as prevailing with Principal.

(8) If the Monitor has reported to the Chairperson of the Board a substantiated suspicion of an offence under relevant Anti-Corruption Laws of India, and the Chairperson has not, within reasonable time, taken visible action to proceed against such offence or reported it to the Vigilance Office, the Monitor may also transmit this information directly to the Central Vigilance Commissioner, Government of India.

(9) The word ‘Monitor’ would include both singular and plural.

Page 112 of 116

Section 9 – Pact Duration

This Pact begins when both parties have legally signed it. It expires for the Contractor 12 months after the last payment under the respective contract, and for all other Bidders 6 months after the contract has been awarded.

If any claim is made / lodged during this time, the same shall be binding and continue to be valid despite the lapse of this pact as specified above, unless it is discharged / determined by Chairperson of the Principal.

Section 10 – Other provisions

(1) This agreement is subject to Indian Law. Place of performance and jurisdiction is the Registered Office of the Principal, i.e. Mumbai. The Arbitration clause provided in the main tender document / contract shall not be applicable for any issue / dispute arising under Integrity Pact.

(2) Changes and supplements as well as termination notices need to be made in writing. Side agreements have not been made.

(3) If the Contractor is a partnership or a consortium, this agreement must be signed by all partners or consortium members.

(4) Should one or several provisions of this agreement turn out to be invalid, the remainder of this agreement remains valid. In this case, the parties will strive to come to an agreement to their original intentions.

For the Principal For the Bidder/Contractor

Place…Mumbai…………………………. Witness 1: ……………………

Date: 15.02.2014 Witness 2: …

Page 113 of 116

ANNEXURE 17

FORMATS FOR PRICE BID

Sub: HPCL Tender Enquiry No: _________________for Retail Outlet Automation System (Phase-V)

We,__________________________________________________________ (name of the Bidding

Organisation) having examined the tender/bidding documents for the above job in its entirety, confirm

that the Prices are quoted in the Price Bid format as in Annexure 3. Total Prices quoted are inclusive of

all taxes, duties, levies etc. as may be applicable. Prices are firm for the entire period of the contract.

A) Price bid Format for Indian bidders – Supply & Installation Portion:

# Item Quantity

Currency (INR / USD)

Basic Unit Rate

Applicable tax-I

Tax rate-I (%)

Applicable tax-II

Tax rate-II (%)

Total Landed cost (INR)

1 FCC – Supply 200 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

2 FCC – Installation & Commissioning 200 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

3 ATG Probe- Supply 600 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

4 ATG Probe– Inst. & Comm. 600 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

5 Thermal Printer- Supply 500 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

6 Thermal Printer- Inst. & Comm. 500 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

7 BOS- Supply 200 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

8 BOS- Inst. & Comm. 200 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

9 UPS- Supply 200 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

10 UPS- Inst. & Comm. 200 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

11 Cables – Supply 200 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

12 Cables- Inst. & Comm. 200 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

13 Local Gateways- Supply 200 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

14 Local Gateways- Inst. & Comm. 200 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

15 Router / modem- Supply 200 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

16 Router / modem- Inst. & Comm. 200 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

17 Deinstallation, Transportation & reinstallation charges

20 Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx Xxxx

Note: If bidders would like to quote any other charges in addition to the above, same may be quoted by adding more columns. This is applicable to all price bid formats for both Indian and foreign bidders.

Page 114 of 116

B) Price bid Format for Foreign bidders – Supply Portion:

# Item Qty

Basic

Unit Pric

e (A)

(In

USD) each

Ocean

Freight (B) (In

USD) each

Marine Insurance

(C) (In USD)

each

CIF Value

(D= A+B+C

)

(in USD) each

Exchange Rate

(E)

(1USD = INR)

CIF Value

(F= D X E)

(In INR) each

Landing

Charges

(G) 1% of F (In INR)

each

Assessible Value (H=F+

G)

(In INR) each

Custom

Duty @

applicable % of

Assessible Value

(I) (In

INR) each

Clearing &

Forwarding

Charges

(J) % of CIF

Value i.e. % of F

(In INR) each

Sub Total (K=H+

I+J)

(In INR) each

Indian Representativ

e Commission if applica

ble

(% of Basic Price)

(in INR) L

each

Landed Unit Price

(M=K+L)

(In INR) each

Grand Total

(N=M X Quantity

)

1 FCC –

Supply

200 Xxx

xx Xxx

xx Xxxxx Xxxxx Xxxxx Xxxxx Xxxxx Xxxx

x Xxxx

x Xxxxx Xxxx

x Xxxxx Xxxxx Xxxxx

2

3 ATG

Probe-

Supply

600 Xxx

xx Xxx

xx Xxxxx Xxxxx Xxxxx Xxxxx Xxxxx Xxxx

x Xxxx

x Xxxxx Xxxx

x Xxxxx Xxxxx Xxxxx

4

5 Therm

al

Printer

-

Supply

500 Xxx

xx Xxx

xx Xxxxx Xxxxx Xxxxx Xxxxx Xxxxx Xxxx

x Xxxx

x Xxxxx Xxxx

x Xxxxx Xxxxx Xxxxx

6

7 BOS-

Supply

200 Xxx

xx Xxx

xx Xxxxx Xxxxx Xxxxx Xxxxx Xxxxx Xxxx

x Xxxx

x Xxxxx Xxxx

x Xxxxx Xxxxx Xxxxx

8

9 UPS-

Supply

200 Xxx

xx Xxx

xx Xxxxx Xxxxx Xxxxx Xxxxx Xxxxx Xxxx

x Xxxx

x Xxxxx Xxxx

x Xxxxx Xxxxx Xxxxx

10

Page 115 of 116

11 Cables

–

Supply

200 Xxx

xx Xxx

xx Xxxxx Xxxxx Xxxxx Xxxxx Xxxxx Xxxx

x Xxxx

x Xxxxx Xxxx

x Xxxxx Xxxxx Xxxxx

12

13 Local

Gatew

ays-

Supply

200 Xxx

xx Xxx

xx Xxxxx Xxxxx Xxxxx Xxxxx Xxxxx Xxxx

x Xxxx

x Xxxxx Xxxx

x Xxxxx Xxxxx Xxxxx

14

15 Router

/

mode

m-

Supply

200 Xxx

xx Xxx

xx Xxxxx Xxxxx Xxxxx Xxxxx Xxxxx Xxxx

x Xxxx

x Xxxxx Xxxx

x Xxxxx Xxxxx Xxxxx

16

17 lation

charge

s

Note: 1) Actual prices not to be filled in the above format. 2) Quoted prices should only be in INR or USD. 3) Please specify Applicable__________ Tax @ __________(%) each 4) Please specify any other Tax/ Levies/ Duties____________________ @ __________ % each 5) Cost of Items from serial nos. 1-16 above should be inclusive of 2-year Warranty period. 6) For items pertaining to installation and commissioning and deinstallation / reinstallation (item

17), , foreign bidders to quote as per their format Signature of the authorised person ________________________________ Name of the authorised person ________________________________ Name of the Company _________________________________ Address of the Company _________________________________ Seal of the Company _________________________________ Date ________________________________

Foreign bidders to fill the above format for imported items .

The activities of custom clearance,inland transportation to different HPCL

locations, supervision , installation and commissioning and comprehensive AMC

for the period as defined in the tender , shall be undertaken by vendor’s

authorized Indian representative

HPCL shall make the payment to Indian representative directly in Indian Currency.

Page 116 of 116

C) Price bid Format for Post-warranty CAMC Portion:

S.NO Item Qty Unit Rate (per outlet)

INR

Pre determined VAT amount as % of CAMC rate (VAT rate @ 15 %)

VAT amount of AMC for 1 year @15%

Landed Cost (INR)

1 CAMC Year 1 200 Xxxxx Xxxxx Xxxxx Xxxxx

2 CAMC Year 2 200 Xxxxx Xxxxx Xxxxx Xxxxx

3 CAMC Year 3 200 Xxxxx Xxxxx Xxxxx Xxxxx

4 CAMC Year 4 200 Xxxxx Xxxxx Xxxxx Xxxxx

5 CAMC Year 5 200 Xxxxx Xxxxx Xxxxx Xxxxx

Note:

1) Actual prices not to be filled in the above format. 2) Quoted prices should only be in INR. 3) Grand Total of the landed cost for all the above items (including VAT portion only) shall be

included in price-bid evaluation & shall form the basis for ranking bidders as L1, L2 etc. Service tax portion will not be included in price-bid evaluation though same has to be quoted by the bidders separately in unpriced bid.

Signature of the authorised person ________________________________ Name of the authorised person ________________________________ Name of the Company _________________________________ Address of the Company _________________________________ Seal of the Company _________________________________ Date ________________________________