HD 10157 - 1 PDF

18000945-HD-10157:12895198b152e8885e6f134d42e7ea50
Tender No. : 18000945-HD-10157 Corrigendum Published On : 01-Mar-2019 16:14
Basic Information Of Tender:

Title AUTO LPG TPTN-HALL & PAHARPUR
Description AUTO LPG TRANSPORTATION EX-HALL, HPCL PAHARPUR LPG PLANT AND HPCL RAIPUR LPG
PLANT.
Tender Type Public
Tender Scope Domestic
Bid Type Two Bid
Evaluation Criteria Overall L1 for all items
Tender Due Date & Time 15-Mar-2019 12:00
Reverse Auction Applicable No
Pre Bid Conference Start Date & Time 21-Feb-2019 15:00
Pre Bid Conference End Date & Time 21-Feb-2019 16:00
Queries Start Date & Time 15-Feb-2019 12:00
Quries End Date & Time 11-Mar-2019 17:00
Un Priced Bid Open Date & Time 15-Mar-2019 12:30
Purchase Deptt. PURCHASE DEPARTMENT CPO
TF/EMD Drop Box Address ONLINE PAYMENT OF EMD
Corrigenda Synopsis This corrigendum is published to extend the due date of tender.
Tender Description AUTO LPG TRANSPORTATION EX-HALL, HPCL PAHARPUR LPG PLANT AND HPCL RAIPUR LPG
PLANT.BIDDERS TO REFER TENDER DOCUMENT FOR PAYMENT OF EARNEST MONEY DEPOSIT.
Currency Type Tender Fee EMD
INR 0.0 10000.0
Delivery Terms - Free to Destination location unless specified otherwise. Validity of offer - 120 days from the initial or extended Due Date for submission
of Tender whichever is later unless specified otherwise. Liquidated Damages/Price Reduction clause accepted unless specified otherwise.
In case bidder does not deviate from the standard offer validity in on line deviation form, bid’s offer validity shall be considered as mentioned above.
The section headings which are struck off in the corrigendum tender indicate that, the section (which was part of the original tender) is no longer a part
of this tender and the content of the section may be ignored, while submitting bids for this tender.
Organization reserves the right to reveal the contents of the bid documents submitted by the vendor during the witness bid opening process as per
prevailing policy of the corporation.
Please quote all the taxes, if applicable, only in percentage terms and not in Per unit(Amount) basis. The Per unit option is provided only to quote for
extras like Loading charges, packing charges, TPI charges etc. In case, it is found that you have quoted taxes in amount basis, your bid may be liable for
rejection.
Signed By
RANJEET
MUNDAYUR
Date:01.03.2019
16:15:22 IST
Tender No. : 18000945-HD-10157 - Corrigendum No. : 1 Corrigendum Published On : 01-Mar-2019 16:14
Line Details Of Tender

Srl. Line Description Ship To Location UOM Quantity HSN Code Location Mandatory
No. GSTIN
AUTO LPG Manadatory: Yes
1 Auto LPG to ALDS 12600-East Zone - LPG Rs per Metric Ton 36000 996411 19AAACH1 Yes
KOLKATAexHALL (Volume: 118B1Z9
36000)
DESCRIPTION => TRANSPORTATION OF AUTO LPG WITHIN FDZ (UPTO 100 KM) TO RETAIL OUTLETS IN TTS OF 6-8 METER CAPACITY SINGLE CHASSIS
TANKERS FROM ANY LOADING PLANT, FREE DELIVERY ZONE LESS THAN OR EQUAL TO 100 RT KILO METER INCLUDING TOLL CHARGES AND ALL
EXPENSES.
2 Auto LPG to ALDS ex Paharpur 12600-East Zone - LPG Rs per Metric Ton 36000 996411 19AAACH1 Yes
(Volume: 36000) 118B1Z9
EXPENSES.
3 Auto LPG to ALDS COMCO EX 12600-East Zone - LPG Rs per MT per KM 482400 996411 19AAACH1 Yes
HALL (Volume: 482400) 118B1Z9
DESCRIPTION => TRANSPORTATION OF AUTO LPG WITHIN STATE (BEYOND 100 KM)TO RETAIL OUTLETS IN TTS OF 6-8 METER CAPACITY SINGLE CHASSIS
EXPENSES.
4 Auto LPG to Raipur ex HALL 12600-East Zone - LPG Rs per MT per KM 2190000 996411 19AAACH1 Yes
(Volume: 2190000) 118B1Z9
DESCRIPTION => TRANSPORTATION OF AUTO LPG WITHIN STATE (BEYOND 100 KM)TO RETAIL OUTLETS IN TTS OF 6-8 METER CAPACITY SINGLE CHASSIS
EXPENSES.
5 Auto LPG to ALDS EX Raipur P 12600-East Zone - LPG Rs per Metric Ton 1200 996411 19AAACH1 Yes
(Volume: 1200) 118B1Z9
EXPENSES.
AUTO LPG DOCUMENT

Sl.No. Description Attached File Set Value Supporting
Doc. Req'd
1 Covering Letter Listing all enclosures Mandatory
2 Particulars of Tenderer Mandatory
3 Cateogry Declaration for the Bid Mandatory
4 Are you applying under MSE category (Bidder response in Yes/No only) Mandatory
5 If yes please upload MSE certificate Allowed
6 Are you applying under MSE - WOMAN/SC/ST category (Bidder response in Mandatory
Yes/No only)
7 If yes in case of proprietorship, upload caste certificate of proprietor Allowed
8 If yes in case of partnership, the MSE SC/ST partners shall be holding at least Allowed
51% share in the firm. (Kindly attach proof). Kindly upload Caste certificate of all
such partners.
9 If yes in case of Private limited companies, at least 51% share shall be held by Allowed
MSE SC/ST promoters. (Kindly attach proof). Caste certificate of such
partners/prmotoers to be uploaded.
10 Are you applying under SC/ST category (Bidder response in Yes/No only) Mandatory
11 If yes please upload SC/ST certificate Allowed
12 If applying under SC/ST category, have you offered attached Tank Truckss (Bidder Allowed
response in Yes/No only)
13 If yes please upload SC/ST certificate of the owners of the attached Tank Truckss Allowed
14 Particulars of Tank Trucks Offered Mandatory
15 Details of Relationship with Directors of HPC Mandatory
16 Declaration I, II and III Mandatory
17 Self-Attested copies of Company Registration Certificate. Allowed
18 Self-Attested copies of Partnership Deed / Certificate of Incorporation Allowed
19 Self-Attested copies of valid Registration Certificate for each tank truck offered. Allowed
20 Self-Attested copies of valid Registration Certificate, CCOE License and Mandatory
Calibration Certificate for each of the Tank Truck offered.
21 General Irrevocable Power of Attorney Allowed
22 Undertaking for the tank trucks offered Allowed
23 Integrity Pact Mandatory
24 Bank Mandate for e-payment Allowed
25 Undertaking for recovery for installation of VTS Mandatory
26 Undertaking for conversion of Tank Trucks to bottom loading and VRS Mandatory
27 Particulars of Tank Trucks offered. Please go to utilities and choose file Convert to Mandatory
Excel PDF and download. Extract downloaded zip file for getting the excel file
LPG_Transport_Template. Enter the Tank Trucks details and other information of
offered Tank Trucks numbers, manufacturing date, model, category, sector etc.
and save as same file name. Thereafter use the ConvertExcelToPdf.jar File stored
in the extracted folder to convert the LPG_Transport Template into PDF. Finally
upload the PDF file. This details required to be provided in addition to the Tank
Trucks details asked for in affidavit.
28 Copy of Pancard Allowed
29 Any Other Document you may wish to upload Allowed
30 Any Other Document you may wish to upload Allowed
31 Tender Document TENDER DOCUMENT 14-02- No
2019.pdf
32 Transportation Agreement Auto LPG Agreement_KKD.pdf No
33 TDG TDG - Auto LPG_KKD.pdf No
34 Integrity Pact IP-AUTO LPG HALL.pdf No
35 Manual for epayment of EMD Vendor_OnlineTF_EMD Ltst.pdf No
36 FAQ epayment of EMD FAQ E-payment.pdf No
37 MSE Guidelines MSE Guidelines.pdf No
38 Tips for Bid Submission Tips for successful bid No
submission.pdf
39 Corrigendum-1 Corrigendum 1- Extension of No
Dates.pdf
Tender No.: 18000945-HD-10157 Hindustan Petroleum Corporation Limited Page 1 of 73
Transportation of Bulk Auto LPG by Road ex-HALL,

HPCL, Paharpur LPG Plant & HPCL, Raipur LPG Plant
HINDUSTAN PETROLEUM CORPORATION LIMITED
(A Government of India Enterprise)
Central Procurement Organisation – Mktg.

(9th Floor, Marathon Futurex Building, ‘A Wing’, Mafatlal Mills Compound,
N.M. Joshi Marg, Mumbai – 400 013)
Bulk Auto LPG Transportation by Road ex-HALL

(Haldia Aegis Logistics Limited),
HPCL Paharpur LPG Plant & HPCL Raipur LPG Plant

Abbreviations used in this Tender
Sr. No. Abbreviation Meaning

1 ALDS Auto LPG Dispensing Station
2 BG Bank Guarantee
3 CCoE Chief Controller of Explosives
4 CPBG Composite Performance Bank Guarantee
5 DD Demand Draft
6 EMD Earnest Money Deposit
7 EOI Expression of Interest
8 FAQ Frequently Asked Questions
9 FLP Flame Proof
10 GTC General Terms and Conditions
11 GVW Gross Vehicle Weight
12 MSE Micro & Small Enterprises
13 NCR National Capital Region
14 NIT Notice Inviting Tender
15 OMC Oil Marketing Company
16 PAN Permanent Account Number
17 PESO Petroleum Explosives and Safety Organization
18 PLR Prime Lending Rate
19 POA Power of Attorney
20 PQC Pre –Qualification criteria
21 RFID Radio Frequency Identification Data
22 RLW Registered Laden Weight
23 SD Security Deposit
24 SITB Special Instructions to Bidders
25 TDG Transport Discipline Guidelines
26 TT Tank Truck
27 UAM Udyog Adhaar Memorandum
28 ULW Un-Laden Weight
29 VM Visual Manifestation
30 VTS Vehicle Tracking System

Table of Contents:
Sr. No Description Page No.

1 Tender Notice 4–6
2 Instructions to Bidders 7 - 17
3 Pre-Qualification criteria 18 - 20
4 Special Terms & Conditions 21- 31
5 Evaluation of tenders 32 - 33
6 General Terms and conditions 34 - 45
7 Tenderers Covering Letter 46 - 47
8 Declaration Annexure I 48
9 Details of tenderer 49 -50
10 Category Declaration 51
11 Particulars of tank truck offered Annexure III 52 - 53
12 E Payment Mandate Annexure V 54- 55
13 Format of Caste Certificate (for SC/ST Tenderer) 56
14 Undertaking for TTs offered 57
15 Undertaking VTS Annexure 58
16 Undertaking of withdrawal of trucks Annexure IX 59
17 Relationship with Corporations Directors ETC 60 -62
18 List of relatives 63
19 Escalation and De-escalation 64 - 65
20 BG format 66 - 68
21 Authorisation Letter 69
22 General Irrevocable Power of Attorney 70
23 Dangerous Petroleum regulations of trucks 71
24 Letter of undertaking for IT Deduction 72
25 Declaration on Black listing 73

TENDER NOTICE
TENDER FOR TRANSPORTATION OF BULK AUTO LPG TO
AUTO LPG DISPENSING STATIONS & PLANTS
Introduction:
Public Sector Enterprise HINDUSTAN PETROLEUM CORPORATION LTD, invites Electronic,

digitally signed & sealed (encrypted) e-tenders under Two Bid systems from eligible Indian
Bidders as per Terms, Conditions and Specifications mentioned in the tender document
under Two-Bid system, from Tenderers who are willing to quote rates and own at least one
LPG tank truck , of fixed chassis & capacity above 10 MT and upto 12 MT for award of
contract for transportation of Bulk Auto LPG by road from loading locations as mentioned
in the Price Bid of this tender to various Auto LPG Dispensing Stations(ALDS) for a period
of five years commencing from 01.04.2019 or from the date of finalization of the contract.
In case the tender is not finalized by 01.04.2019, the date of start of the contract would be
from prospective date of finalization of the transport agreement.
TT having a capacity above 10 MT & upto 12 MT would be considered.
The age of the TT offered shall not exceed 12 years as on the closing date of the tender.
Tenderers are required to read the tender document carefully and upload the attachments as
sought duly digitally signed. In case any page is found missing, it is deemed that the tenderer
has reviewed and understood and submitted the entire set.
Scope of work :
The transportation of Bulk Auto LPG would be from the sources mentioned in the Price Bid
to all ALDS/ bottling plants, which may be located either in the same Region/Zone or in
other Regions/Zones also.
Contracting Corporation at their discretion may utilize the Tank Trucks offered for a
particular loading base from any other base for transportation of the product from there
and in such event the rates contracted for similar movement from that base or the nearest
source would be applicable.
Name and address of Supply Location:

HINDUSTAN PETROLEUM HINDUSTAN PETROLEUM HINDUSTAN PETROLEUM
CORPORATION LTD CORPORATION LTD CORPORATION LTD
Hindustan Aegis Logistics Limited Paharpur LPG Plant, Raipur LPG Plant
(HALL) P-4, Oil Installation Road, Mandir Hasaud,
Industrial Zone of HDC Paharpur, Raipur - 492101
JL-138, 140 Barkumarchak, Kolkata – 700088, WB
PO &PS: Durgachak, Haldia
Purba Medenipur -721602, WB

1) Projected Sales Volume:
Estimated / projected peak season monthly upliftment in MT by road for the year
2019-2024 is approx. 1270 MT.
Projected Volume of Business Total Volume

Supply Location Destination Sectorwise in MT for 5 Year for 5 Years
Upto 100 KM Beyond 100 KM (MT)
Ex-HALL ALDS/Paharpur 1800 36000 37800
Ex-HALL Raipur - 1200 1200
Ex-Paharpur ALDS 36000 - 36000
Ex-Raipur ALDS 1200 - 1200
TOTAL 76200
2) Estimated tank truck requirement for 5 years for entire sector/schedule:

Based monthly Bulk upliftment by Road the projected TT requirement for the Contract
Period in numbers is as follows.
Truck Capacity MT TT Requirement

Above 10 MT and upto 12 MT 12
Note:
a) In case sufficient numbers of such Tank Trucks are not received in this tender to
meet the above requirement, Corporations reserve the right to take suitable
measures as deemed fit to meet such requirement.
b) The TT requirement in numbers mentioned above are purely indicative and

directional. Corporation reserves their right at their sole discretion to alter the
above mentioned TT requirement.
c) The Corporations does not give any guarantee for Minimum mileage for each truck
and for such reason, the Transporter cannot claim certain minimum mileage per
truck and also claim any consequent damages.
d) The transportation of bulk ALPG would be from the sources mentioned in the Price
Bid to all bottling plants, which may be located either in the same Region/Zone or in
other Regions/Zones also. Contracting Corporation at their discretion may utilise the
trucks offered for a particular loading base from any other base for transportation of
the product there from and in such event the rates contracted for similar movement
from that base or the nearest source would be applicable.

3) Earnest Money Deposit :

All Tenderer who wish to participate in the tender, have to submit an EMD of of Rs.
10,000.00 (Rupees Ten thousand only) per Tank Truck offered subject to a maximum of
Rs. 2,00,000/- (Rs. Two Lakhs only) through online net banking only.
4) Pre–Bid Meeting :
Date and Time: 21st February 2019 at 1500 hrs
Venue : HINDUSTAN PETROLEUM CORPORATION LTD.

Purbanchal Bhavan, 771, Anandapur, 2 nd Floor, Kolkata-107
Note: Tenderer in their own interest, are requested to visit the ALPG Plant to familiarize
with the requirements of the Plant against this tender, before quoting.
PLEASE SUBMIT YOUR BID WELL BEFORE THE DUE DATE AND TIME TO AVOID ANY
KIND OF ISSUES IN BID SUBMISSION.

Instructions to Bidders
1. Vendor is advised to submit their bids taking full notice of all the pre-qualification
criteria, technical specifications, terms and conditions. Bidders are to note that this
tender is on e-procurement platform and hence the interested bidders can
participate in the tender (Techno-Commercial and Price Bids) only through the
internet through the website http://etender.hpcl.co.in. Response in any other
form shall not be accepted.
2. Bidders shall be required to arrange all resources, including Digital IDs and
Internet Connections at their own cost, for participating in online tenders at
HPCL e-Procurement site http://etender.hpcl.co.in/
3. Eligible Bidders are required to submit their offer in two parts - Techno
Commercial bid and Price Bid. The Techno Commercial as well as Price Bid shall
both be submitted online as electronic digitally signed & sealed bids at site
http://etender.hpcl.co.in/alongwiththedocuments as required in this tender.
4. Vendors are required to register and create temporary vendor ID before

participating in the tender. Tenders are to be submitted with the temporary
vendor ID only.
5. Submission of Bids:
i. Bids are required to be submitted in 2 parts- Techno Commercial Bid and

Priced Bid
ii. Eligible Bidders are required to submit their offer only online at website
https://etender.hpcl.co.in/ by the tender due date / time as specified in the
tender. Late/ delayed tenders submitted on line after the due date and time, for
whatsoever reasons will not be considered. Physical bids shall not be accepted
iii. The Techno Commercial as well as Price Bid shall both be submitted online
along with the documents as required in this tender.
iv. Tenders are to be submitted only online at website https://etender.hpcl.co.in/

by the tender due date / time as specified in the tender.
v. Late / delayed tenders submitted on line after the due date and time, for
whatsoever reasons will not be considered.

vi. For submitting on line response Digital Certificate / Signatures (Class IIIB) is
mandatory. Bidders logging in for the first time should ensure to upload their
Digital certificate. The process for same is listed in the Help link after logging
in.
vii. The Server Date & Time as appearing on the website

https://etender.hpcl.co.in/ shall only be considered for the cut-off date and
time for receipt of tenders.
viii. It may be noted that response in any other form (through post, telegram, fax,
telex, e-mail, and courier) shall not be accepted.
ix. All details, revisions, clarifications, corrigenda, addenda, time extensions, etc.,
to the tender will be hosted only on this website. Bidders should regularly visit
this website to keep themselves updated.
x. Bidder is advised to study all the Tender Documents carefully and understand
the Tender/Contract Conditions, Specifications etc., before quoting. If there are
any doubts, they should get clarification in writing but this shall not be a
justification for late submission of tender or extension of opening date. Tender
should be strictly in accordance with Terms & Conditions, Specifications.
xi. The offer from the tenderer should be strictly in accordance with Terms &
Conditions of the tender, Specifications.
xii. All the enclosed Tender documents along with the covering letter will form part
of the tender.
xiii. It shall be understood that every endeavour has been made to avoid errors
which can materially affect the basis of the tender and the successful Tenderer
shall take upon himself and provide for risk of any error which may
subsequently be discovered and shall make no subsequent claim on account
thereof.
xiv. A bidder who is new to e-Tender, is advised to refer to help link after logging in
to the above site for Login Id and Password.
xv. Contact Help Desk for any technical queries related to operation of the portal
please send mail to eprochelpdesk@mail.hpcl.co.in OR please call us at 022-
41146666. The helpdesk support is available 6 days a week from 8AM to 8 PM
(except public holidays). In case, the above Phone is unreachable, you may

alternately call on helpline number available on portal on the days and time
given above.
xvi. For bidding, it is suggested that bidders should not wait for last date/ tender
due date for their bid preparation as several documents are to be uploaded in
the offer and prices are to be entered on screen for all items. There is a facility
to keep the bid ready in the system for final submission, however bidders are
requested to keep sufficient time margin with them for modifications,
connectivity issues etc. It is highly recommended that bidder reads the “Tips
for successful bid submission” available in the home page of website,
immediately after logging in.
xvii. Tenderer should quote rates inclusive of all taxes except GST as on tender due
date or extended due date. GST as applicable shall be paid directly by HPCL
under reverse charge mechanism. Hence GST if any quoted will not be
considered for evaluation.
6. Techno Commercial Bid:

The techno commercial bid shall include the following –
i. Integrity Pact duly signed & witnessed.

ii. Attachments/ Annexures only as sought thru the e-tender duly filled in, signed
& stamped needs to be uploaded as per requirement.
iii. Copies of Tax Registrations.
iv. Copies of Registration Certificate under MSE etc.
v. Declarations – Delisting, Particulars of Tenderer for GST, PAN No.
vi. Details of the schedules in which participated and EMD details to be filled in
and uploaded or Certificate for exemption (if applicable) to be
submitted/uploaded along with Annexure as given in section EMD given
above.
vii. Particulars of Bidder & Organization details.
viii. Bidders have to ensure that Rates/Prices are not mentioned anywhere in
Techno Commercial bid, failing which the bid is liable to be rejected.
7. Price Bid:
i. The prices are to be offered only in the price bid document of e-tender against
the tendered quantity.
ii. Price bid shall not contain anything else other than the rates. No terms and
conditions or exception / deviation are permitted in price bid.

iii. Validity of the Offer: The offer shall be valid for a period of 180 days from the
due date/ extended due date of opening of the un-priced bid.
8. All communication regarding the tender including queries, if any, and submission
of bids shall be done electronically through the e-Procurement portal at website
http://etender.hpcl.co.in/
9. Vendors are to access after completing the temporary registration process thru
the site at http://etender.hpcl.co.in.
10. HPCL shall not be responsible for any delays whatsoever in receiving as well as
submitting on-line offers, including connectivity issues. HPCL shall not be
responsible for any postal or other delays in submitting EMD, wherever applicable.
11. HPCL will not be responsible for the cost incurred in preparation and submission
of bids including the cost of digital certificate, regardless of the conduct of outcome
of the biding process.
12. Bidders are not allowed to mention any quotes in any other parts of the tender.
13. The bidder shall be fully responsible for the payment of any and all taxes, duties,
octroi, rates, cess, levies and statutory payments payable under all or any of the
statutes etc. as per clause of General Terms & Conditions of the tender.
14. Request for extension of tender submission due date, if any, received from bidders
within 72 hours of tender submission due date / time, shall not be considered.
15. Queries:
i. Clarifications sought/ queries received from bidders /vendors/parties on
tender, within last five days of bid due date, will not be entertained by HPCL.
Please refer query end date / time in tender calendar after which no query
posted by bidder shall be considered.
ii. Please note that queries related to scope, tender specifications, terms &
conditions etc. should be submitted on–line only (by logging in at
https://etender.hpcl.co.in/ by the query end date / time specified in the
tender consolidated view / NIT view/ tender calendar. The reply of queries
sent by bidders/ messages issued by HPCL pertaining to tender shall be
available on tender message board. HPCL, at its sole discretion, may not
entertain the queries sent by post/ fax/ e-mail or through any other mode of
communication.

iii. Queries pertaining to any contractions in the tender must be raised within
due date and time of the tender. After the due date and time, HPCL will not be
held responsible for any contradictions which the bidder may feel is present
in tender.
16. The Bid document is not transferable.
17. The Corporation reserves the right to reject any and / or every tender without
assigning any reason whatsoever and / or place order on any tenderer and their
decision in this regard will be final. No disputes could be raised by any tenderer(s)
whose tender has been rejected.
18. Purchase Preference: Central Public Sector Enterprises / SSI units registered with
MSE (certified copy required) shall be extended purchase preference as per
government guidelines in force from time to time.
19. Black List/Ban/Holiday List: Bids received from parties who have been
banned/blacklisted / put on holiday list or parties in respect of whom the action
for blacklisting and holiday listing has been initiated by HPCL/any Government/
Quasi Government Agencies or PSUs, shall not be considered for either evaluation
or for award of work.
The bidder should give a written declaration indicating that they are not on
holiday list/banned/blacklisted as on due date of this tender.
20. The guidelines for holiday listing (Banning of business dealing) as adopted and
available on HPCL website shall be applicable to all tenders floated and all
Purchase orders / contracts placed by HPCL
21. Address of tender floating department :

Ch. Category Manager – CPO (Mktg.)
Hindustan Petroleum Corporation Limited.
9th Floor, Marathon Futurex Building – A Wing,
Mafatlal Mills Compound,
N.M. Joshi Marg, Mumbai – 400 013
Tel. No. 022- 23030075, 23030080
22. Earnest Money Deposit (EMD) :

All tenderers who wish to participate in this tender have to submit an interest free
Earnest Money Deposit (EMD) of Rs. 10,000.00 (Rupees Ten thousand only) per
Tank Truck offered subject to a maximum of Rs. 2, 00, 000/- (Rs. Two Lakhs only)
per tender. EMD is to be paid online only.

23. Integrity Pact :

i. Integrity Pact is a Pact between HPCL (as a procurement) on one hand and
the prospective bidder/contractor (vendor) on the other hand stating that
the two parties shall make certain commitments to each other in regard to
ensuring transparency and fair dealings in the procurement activities of the
Corporation Pro-forma of Integrity Pact (which is issued along with the
bidding document – shall be returned by the bidder along with the bid, duly
signed by the same signatory who signs the bid i.e. who is duly authorized to
sign the bid. All the pages of the Integrity Pact shall be duly signed by the same
signatory.
Note : Bidder’s failure to return the Integrity Pact along with the bid, duly
signed, shall lead to outright rejection of such bid.
ii. If the Bidder has been disqualified from the tender process prior to the award
of contract according to the provisions under Integrity Pact, HPCL shall be
entitled to demand and recover Liquidated Damages amount by from bidder
by en-cashing the EMD/Bid security (Bid Bond) submitted by the bidder, as
per provisions of Integrity Pact.
iii. If the contract has been terminated according to provisions of the Integrity
Pact, or if HPCL is entitled to terminate the contract according to provisions
of Integrity Pact, HPCL shall be entitled to demand and recover from the
Contractor Liquidated Damages amount by forfeiting the Performance Bank
Guarantee / Security Deposit as per Integrity Pact.
24. Grievance Redressal Mechanism:

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

a. All the tender documents and Annexures, Techno-commercial details and Price
Bids shall be required to be digitally signed with a class IIIB or above digital
signature by the authorized signatory.
b. The authorized signatory shall be:


i. Proprietor in case of proprietary concern.

ii. Authorized partner in case of partnership firm.
iii. Director, in case of a limited Company, duly authorized by its board of
directors to sign.
c. If for any reason, the proprietor or the authorized partner or director as the
case may be, are unable to digitally sign the document, the said document
should be digitally signed by the constituted attorney having full authority to
sign the tender document and a scanned copy of such authority letter as also
the power of attorney (duly signed in the presence of a Notary public) should
be uploaded with the tender.
d. Online submission of the tender under the digital signature of the authorized
signatory thru e procurement portal shall be considered as token of having
read, understood and totally accepted all the terms and conditions.
26. Consultancy:
i. A firm which is not a PSU or an associate or a joint venture of a PSU and which
has been engaged to provide goods or works for a project and any of its
affiliates will be dis-qualified from providing consultancy services for the same
project.
ii. Conversely, a firm which is not a PSU or an associate or a joint venture of PSU,
hired to provide consultancy services for the preparation or implementation of
a project, and any of its affiliates, will be disqualified from subsequently
providing goods or works or services related to the initial assignment for the
same project.
iii. Consultants or any of their affiliates who are not PSUs or an associate or a joint
venture of a PSU will not be hired for any assignment, which by its nature, may
be in conflict with another assignment of the consultants.
iv. The above clauses, however, will not be applicable to a firm engaged in
preparation of Detailed Feasibility Report (DFR) but will apply to an EPC
(Engineering Procurement Contractor) or PMC (Project Management
Consultant)
27. Subcontracting prohibited:
If a contractor submits his bid, qualifies and does not get the contract because of
his being not the lowest, he will be prohibited from working as a subcontractor for
the contractor who is executing the contract.

28. Acceptance of the Offer by the Corporation:

Incomplete or conditional submissions, and those with deviations/ subjective or
counter conditions/ quantity restrictions or those not accompanied by the
requisite documents shall be liable to be rejected and no further correspondence/
enquiries on this issue by the tenderer shall be entertained.
Any Terms and Conditions attached / printed overleaf of the Tenderer's offer will
not be binding on HPCL.
The Corporation is not bound to accept the lowest offer and reserve the right to
reject any and / or every tender without assigning any reason whatsoever and / or
place order on one or more tenderers in the manner considered appropriate by the
Corporation. Corporation also reserves the right to reject any Un-workable offer.
Purchase / price preference as applicable would be given to Central Public Sector
Enterprises / MSE registered vendor as per directives of Government of India, in
vogue from time to time. Tenderers may have to attend the concerned office of the
Corporation for negotiations / clarifications if required at their own cost, in respect
of their quotations without any commitment from the Corporation.
29. Please note that all the terms and conditions of this tender are required to be
accepted by bidders and no counter conditions will be entertained.
30. Any bid that does not meet the Pre-Qualification requirement or the requirement
in the Techno-commercial bid is liable for rejection without further notice.
HPCL reserves the right to accept/ reject any or all of the bids at their sole
discretion without assigning any reason.
31. HPCL reserves the right to extend the tender due date.
32. HPCL is not responsible for any delay in submission of bids by the vendor.
33. Corrigenda/Addenda:
(i) At any time prior to the bid due date, HPCL may, for any reason, whether at
its own initiative or in response to a clarification requested by a prospective
Bidder, modify this tender Document.
(ii) The modifications, amendments, clarifications, corrigenda, addenda, time
extensions, etc. to this tender will be hosted only on the website
http://etender.hpcl.in indicated in clause 3 above. Bidders should regularly
visit this website to keep themselves updated.

(iii) All corrigenda published are deemed to have been accepted as part of tender
terms and conditions irrespective of the date a bid is submitted in the e-
procurement system on the website http://etender.hpcl.in.
(iv) Bidder shall be responsible to ensure that the bid submitted has taken into
consideration all the corrigenda published as above.
34. Extension of Due date :
In order to afford prospective Bidders reasonable time in which to take the

amendment into account in preparing their bids, HPCL may, at its discretion, also
extend the bid due date.
35. HPCL reserves the right to make any changes in the terms and conditions without
any intimation.
36. HPCL reserves the right to reject any or all bids received incomplete.
37. The vendors who are already enlisted with HPCL should also participate.
38. The vendors should have acquired clearance from all statutory authorities as
applicable.
39. HPCL reserves the right to reveal the contents of the bid documents submitted by
the bidder / tenderer during the process of opening of witness bid as per prevailing
policy of the corporation.
40. Other Clauses:

a) Vendor shall not sublet, sub contract or assign the work against order placed.
b) Penalty: As mentioned in General Terms & conditions.

c) Part Order Quantity: As mentioned in General Terms & conditions
d) HPCL reserves the right to suspend dispatch of the material covered by the
order in event of strike, accidents or other contingencies beyond HPCL control.
e) HPCL reserves the right to accept any tender in whole or in part or reject any
or all tenders without assigning any reason.
f) HPCL shall not be bound to accept the lowest tender and reserves right to
accept any or more tenders in part. Decision of HPCL in this connection shall be
final.
g) All correspondence shall be in English language only.

41. Order of Precedence :
i. The Special Terms & Conditions, Transport Agreement and the Technical
Specification of the tender shall always supersede the General Terms &
Conditions of the tender for the related terms/clauses.
ii. In case of contradictions between various sections of the tender document, the
Work Description shall supersede Specification and Special Terms &
Conditions shall supersede instructions to tenderers, particular clauses of
General Terms & Conditions or clauses stated elsewhere.
42. Miscellaneous :
a. HPCL reserves the right to accept any tender in whole or in part or reject any
or all tenders without assigning any reason. Decision of HPCL in this regard
shall be final and binding on the bidder.
b. HPCL shall follow Purchase Preference / Price Preference as per prevailing
guidelines of Government of India
c. This Tender is not transferable. All enclosed tender documents along with the
Annexures / Attachments will form part of the tender.
d. The prices quoted by the Tenderer shall be firm during the validity period of
the bid and Tenderer agrees to keep the bid alive and valid during the said
period. In case the tenderer revokes or cancels the tender or varies any of terms
of the tender without the Consent of the Owner, in writing, the Tenderer forfeits
the right to the refund of the Earnest Money paid along with the tender.
e. Payment of bills shall be tendered to the contractor in electronic mode (e-
payment) through any of the designated banks. The contractor will comply by
furnishing full particulars of Bank Account (mandate) to which the payments
will be routed. Corporation reserves the right to make payment in any alternate
mode also.
f. Tenders received after the stipulated date and time for receipt of the tenders,
due to any reason will not be considered.
g. Courts in the city of Hyderabad alone shall have Jurisdiction to entertain any
application or other proceedings in respect of anything arising under this
tender either before or after or during the finalization of the tender.
h. Corporation reserves the right to take action as deemed fit which is inclusive of
placing the tenderer under suspension / holiday for a period as decided by the
Corporation, in case of withdrawal of offer at any stage, non - acceptance of LOA

/ PO or non - execution of order or any other breach of tender terms and

conditions.
i. In case of any dispute in the interpretation of the terms and conditions of the
tender, the decision of the Corporation shall be final and binding.
43. Others :
a. Tenderer should ensure that they submit their offer before the due date & time
of tender.
b. An offer may not be considered, if HPCL is unable to evaluate the same for want
of any information.
NOTE: PLEASE SUBMIT YOUR BID WELL BEFORE THE DUE DATE AND TIME
TO AVOID ANY KIND OF ISSUES IN BID SUBMISSION.

PRE QUALIFICATION CRITERIA
All tenderers, must own and offer a minimum of one Bulk LPG Tank Truck of notional capacity
12 MT, licensed and operational on the closing date of the tender.
Note:
All tank trucks licensed to carry above 10 MT & upto 12 MT would be considered to have a
notional capacity of 12 MT.
In addition to the owned truck, the bidders may offer attached truck which should also be
licensed and operational on the closing date of the tender. Subject to meeting all terms and
conditions.
For each bidder, if ratio of quoted attached to owned trucks exceeds 1:1, then the highest
model attached trucks will only be considered and balance old attached trucks will be
rejected to bring the ratio down to 1:1.
Bidders must submit following documents as minimum pre-qualifying criteria for this
Tender. All such documents must be valid as on the closing date of Tender:
Sr. Criteria PQC Document to be uploaded

No.
i. Truck Ownership: For Owned/ Attached trucks: Self attested copy of RC Book.
Owned / Attached In addition, for attached trucks, affidavit as per pro-forma
trucks (Annexure-V) is mandatory.
ii. Age of offered trucks Age of the quoted truck shall not exceed the limit as specified
in `NIT’ (Notice Inviting Tender) as on the closing date of
Tender submission from the date of manufacturing as
mentioned in RC book.
iii. PSEO license Valid license from Petroleum Explosives Safety Organisation
(PESO) as on closing date of Tender for carrying LPG.
Details of PQC documents:

1. OWNERSHIP:
The Bidder should upload the self-attested copies of RC books of all offered trucks (owned +
attached) of capacity as defined in the scope of work above, out of which the bidder must
OWN at least ONE truck in their name. If the bidder does not have minimum one OWN truck,
then the bid of such bidder will not be considered.
For the purpose of this tender, trucks will be deemed to be owned by the Tenderer as per the
following rules.

(i) When the Proprietor of the bidding firm is the Registered Owner of the Truck.
(ii) When the Tenderer is an individual and the offered truck is registered in the name
of the tenderer himself or his spouse/unmarried son/unmarried daughter/ dependent
parent. In the event the truck is registered in the name of Tenderer's relatives the concerned
Tenderer should submit self -attested photocopy of following documents:
a) In case of spouse, Marriage Certificate issued by Registrar of Marriages
b) In case of parent, documentary proof, e.g., Birth Certificate of Tenderer indicating the
name of the parent.
c) In case of son / daughter Birth Certificate of son/daughter indicating the name of
Tenderer
In case above stated document(s) are not available, the Tenderer may submit documents
like passport, voter card, ration card etc. establishing the relationship. In all the above cases
NOC in the form of affidavit to be obtained from the Spouse/ Parent/ Son/ Daughter, as the
case may be.(NOC format for affidavit is attached as per Annexure-XII ).
a. In case of Partnership Firms, the trucks quoted in the tender should be registered either
in the name of the Firm or any one of the partners of the Firm. In the event the trucks are
registered in the name of the Partner, then the partner should submit affidavit on Rs 100/-
non-judicial stamp paper, for operating truck in the name of the firm. The tenderer should
submit copy of Partnership Deed along with the Unpriced Bid.
b. In case of Registered Co-operative Societies, the trucks should either be registered in the
name of the concerned Society and the name of Society must appear in the Registration
Certificate of the trucks issued by the competent transport authority or in the name of any
of the registered members of the Society. In the event, the truck is registered in the name
of a member, that member should give an affidavit on Rs. 100/- non-judicial stamp paper
as per the prescribed format (Annexure-IX) for the use of the truck in the name of the firm.
c. AFFIDAVIT FOR ATTACHED TRUCKS OFFERED (IF ANY): Bidders to upload Affidavit as
per Annexure-V on a Non Judicial Stamp paper duly Notarized and signed. Attached
Trucks not having the said Affidavit undertaking will not qualify in the Tender
2. AGE OF OFFERED TRUCKS:
(i) Age of the quoted truck(s) shall not exceed 12 years as on the closing date of Tender
submission from the date of manufacturing as mentioned in RC book. In case only
year of manufacturing is mentioned in the RC book, the age would be reckoned from
1st January of the year of manufacturing. In case both month and year of
manufacturing is mentioned in the RC book, the age would be reckoned from 1st day
of the month of manufacturing.
(ii) If manufacturing date is not mentioned in RC book then the date will be established
from the copy of original invoice of quoted trucks. In case Original Sale Invoice is not
available, then the date of manufacturing will be established from the copy of

Certificate issued by Manufacturer. In case the manufacturing date cannot be

established from any of the documents then the relevant quoted truck will be
rejected.
3. PESO LICENSE: Trucks quoted must have valid PESO licenses (Explosive license from the
Petroleum Explosive and Safety Organisation authority) as on closing date of Tender. The
difference in RLW and ULW in RC Book should not be less than the license capacity of the
truck declared by PESO. Also RLW mentioned in PESO license must not be greater than
the RLW mentioned in RC Book.
However mere submission of the relevant information and meeting the qualifying criteria
would not entitle the Bidder for technical qualification. In the event
document/information submitted by the Bidder is found to be incorrect and which might
have affected the Tender evaluation then the contract with such Bidder shall be
terminated at any stage and EMD or SD submitted shall be forfeited. Such Bidder may also
be blacklisted/ put on Holiday List.
Notwithstanding any other condition/ provision in the Tender documents, in case of

ambiguity or incomplete documents pertaining to PQC, bidders shall be given only one
opportunity with a fixed reasonable deadline after bid opening to provide complete &
unambiguous documents in support of meeting the PQ criteria through e-portal. In case
the bidder fails to submit any documents or submits incomplete documents within the
given time, the bidders Tender will be rejected.

Tender Terms and Conditions

1. OFFERS MAY BE SUBMITTED BY:
(i) Proprietorship firms/Individuals who are Indian citizens, who have attained the age
of majority; or
(ii) Partnership firm consisting of Indian citizens; or
(iii) Co-operative society of which all the members are Indian citizens; or
(iv) Limited company duly registered under the Companies Act, 1956 in individual name
or in the name of the partnership, in the name of the co-operative society, limited
company, as the case may be, provided they comply with the conditions contained
hereinafter.
Firms having Partners/Directors/Proprietor who have/has been convicted in criminal
cases or blacklisted or action for termination of contract/withdrawal of LOI/Work
Order been taken for malpractices while undertaking transportation job, by any of the
PSU Oil Companies are not eligible to submit their offers.
If any of the employees of the tenderer, at the time of submission of the tender or
thereafter, are the near relative of any of the officers of the Corporations
(IOCL/BPCL/HPCL) or of the State Government or Central Government, the tenderer will
give such information to the concerned Corporation in the prescribed format enclosed
with the tender document
2. All tenderers including those belonging to SC/ST and MSME category, must own
minimum one LPG Tank Truck, registered in his/her name, licensed and operational on
the closing date of the tender. In addition to the owned truck, the attached truck offered
should also be licensed and operational on the closing date of the tender.
3. SUPPLY POINTS:
a) Auto LPG will be supplied from HALL/Paharpur LPG Plant for ALDS located in the
States of West Bengal & Chhattisgarh.
b) Auto LPG supplied to locations of all states are with direct invoicing from Ex-supply
location.
4. DELIVERY POINTS:
a) Auto LPG outlets are having storage capacity of 3.5MTS & 7 MTS. Hence loads to be
delivered at different locations with different quantities in each trip. There will not
be any excess or separate payments for multiple deliveries within free delivery
zone.

b) For Auto LPG loads, multiple deliveries at different ALDSs may be required and all
such cases will be paid based on RTKM of farthest ALDS delivered.
c) For delivery to outlets, the tanker is sent with computer invoice. On completion of
full or part delivery to outlets empty tanker comes back to plant and basis the actual
weighment slips final sales invoices are prepared for each ALDS after reversing the
original invoices. Tanker has to take weight after each delivery at weighbridge
located nearby. Tanker should maintain a constant minimum vapour pressure and
no vapour recovery is allowed in case of any shortages during multi deliveries for
any reason and shortages will be debited to transporter’s account only more than
permissible quantity i.e. 100 Kgs.
5. NO TRUCK WILL BE OFFERED UNDER THIS TENDER WHICH IS
a) Presently in contract with any other Public Sector Oil Company or at HPCL location
other than the location for which tender is floated, for a period beyond the
commencement date of contract against this tender.
b) Offered to any other Public Sector Oil Company/HPCL location for their acceptance
and the said offer is still open for acceptance at the time of submission of this tender.
c) blacklisted or suspended by any Public Sector Oil Company
d) running on any fuel other than High Speed Diesel (HSD).
NOTE:
 Trucks offered against item no a. & b above can be considered against "No Objection
Certificate" (NOC) from the concerned OMC/HPCL location. The NOC has to be
enclosed along with the Unpriced Bid without which, the offered truck(s) will be
disqualified. NOC should be for this particular tender and date of issuance of NOC
should be subsequent to the date of floating of the tender and before the closing date
of the tender.
 In case it is detected at any stage of the tender that the trucks offered by the Tenderer
have violated any of the above conditions a, b , c and d then HPCL reserves the right
to reject/terminate the subject offer/contract.
 Tankers operating from HALL/Paharpur Plant under present contract for
transportation of Auto LPG can also participate in this tender
 In case, trucks of specific state Registration/ Road permit are required during the
pendency of the contract, the Tenderer, at the advice of HPCL, shall arrange to change
the Registration/Road permit at their own cost as directed by HPCL within one
month of advice.

6. CLLI POLICY & SECURITY DEPOSIT/BANK GUARANTEE:
Successful bidders, who have taken Carriers Legal Liability Insurance Policy for the
cargo for an amount covering Minimum amount of Rs 5,00,000/-, will be required to
furnish Security Deposit at the rate of Rs. 75,000/- (Rs. Seventy-Five thousand only) per
tank truck subject to a maximum of Rs. 4,50,000/- (Rs. Four lakhs Fifty thousand only)
per contract.
a) The applicable Security Deposit amount have to be deposited with Contracting

Corporation on any scheduled bank in favour of the Corporation with whom the
tenderer wants to enter into contract and payable at Regional/Zonal office of the
Corporation, valid for six months beyond the maximum tenure of this contract.
b) In case the Transporter desires not to take Carriers Legal Liability Insurance Policy
for the Cargo, the Transporter would be permitted to submit a Security Deposit along
with composite Bank Guarantee in the prescribed format provided in the tender, for an
amount of Rs 5,00,000/- (Rs. Five lakhs only) in lieu of the same in the manner as
detailed below, and in that case separate Security Deposit as per clause no. 18 above is
not required to be furnished by the Transporter.
The Transporter will furnish bank Guarantee in favour of Oil Company payable at
Kolkata in the form of an irrevocable Composite Bank Guarantee in the prescribed
format acceptable by the Corporation at its sole discretion.
c) The aforesaid security deposit will be adjusted against any claim of Corporation
against the tenderer.
d) In case the Truck/s offered by the tenderer during the validity of the contract are
withdrawn without the consent of the Corporation ( Region / Zone) and replacement
trucks are not provided within 15 days of withdrawal, Security deposit @ Rs. 75,000/-
(Rs. Seventy Five thousand only) per each Truck withdrawn will be liable to be forfeited.
Trucks completing 15 years during the pendency of the contract will be stopped from
operation and such trucks need to be replaced within 15 days.
7. Escalation /Deescalation
a. Upward/ downward revision in transportation rates would be considered by the

Corporation as per Corporation's norms from time to time in case of revision in the
price of HSD. The average Retail Selling Price (RSP) of HSD in Kolkata as on the
closing date of the tender will be the base price.
b. Escalation/ de-escalation shall be applicable as per increase/ decrease in RSP
(Retail Selling Price) of HSD, which will be the weighted average of RSPs of HSD
during previous month, and the new transportation rates arrived on 01st of the
month shall be applicable for the succeeding month .

c. Escalation after 3rd year and 4th year

After completion of 3rd year, escalation in rates of 3.5% for 4th Year and 3.5% for
5th Year on the non-fuel component of the rate (the finalized rate less the
corresponding HSD component) of the finalized rate shall be considered.)
8. Specification of the tank Trucks:
The tank trucks offered against this tender should conform to the specification
mentioned in Motor Vehicles Act, and PESO as applicable from time to time and be
equipped to transport bulk ALPG and should conform to the following:
a) Tank Trucks offered for this tender shall be above 10 MT upto 12 MT capacity
with fixed chassis and should not be more than 12 years old as on date of closing
of the tender.
b) Rules pertaining to the transportation of ALPG under SMPV Rules and
amendments issued from time to time; specifications as laid down by OISD and
other statutory authorities and amendments issued from time to time;
c) Pressure vessel to be designed and constructed and tested in accordance with the
Indian Standards IS: 2825 and amendments issued from time to time;
d) Central Motor Vehicle (Fifth Amendment) Rules,2005 and amendments issued
from time to time;
e) Requirement as per Public Liability Insurance Act and amendments issued from
time to time;
f) All Bulk LPG Tank Trucks of category should be fitted with Anti Lock Brake System
g) Any other applicable Act/Rule or any other amendment or re-enactment thereof
from time to time
h) Road Tankers meant for delivery of AUTO LPG to Auto LPG Dispensing Stations
shall be fitted with internal type excess flow check valves (EFCV) in the discharge
lines. Existing tankers provided with external EFCV shall be replaced by such
internal type EFCV.
9. The schedule of dispatches shall be decided at the Corporation's loading/unloading

source(s) and the Corporation does not give any guarantee for utilization of any
trucks either for:
a. Minimum number of days per month
b. Minimum mileage for each truck
c. Route in which the truck will be utilized
Further the Transporter/ s shall not be entitled to utilize the tank truck/s offered to
the corporations for any other purpose save the purposes hereof even though the
same are not being utilized by the Corporation PROVIDED HOWEVER in the event the
tank truck/ s are not being utilized by the Corporations, then in such event, the
Transporter/ s may, if desired, make an application to the Corporation for permission
to use the tank truck/ s for some other purpose other than the purposes hereof AND
upon receipt of such an application the Corporation may grant conditionally or
unconditionally or refuse without reason, such permission.

10. The tenderer will make good to the Corporations any loss whatsoever suffered by
the Corporations, including but not limiting to the loss arising from:
a) The confiscation by the Government or local authorities of any quantities of ALPG

delivered to the Transporter(s) for transporting.
b) Loading/unloading of bulk LPG or in transit
11. Procurement will be in line with the following Public Procurement Policy for Micro
and Small Enterprises (MSEs) Amendment Order 2018 (Policy):
a) Procurement will be in line with the following Public Procurement Policy for Micro
and Small Enterprises (MSEs) Order 2012 (Policy). In line with guidelines of Ministry
of Micro, Small and Medium Enterprises, (i) 25% of the total no. of trucks required
shall be inducted from tenderers registered as Micro and Small Enterprises who
have quoted within L1+15% subject to their matching L1 finalized rate, in case they
are not already part of set of L1 tenderers. (ii) Further, out of above 25 %, 4% shall
be from MSEs owned by SC/ST entrepreneurs and 3% from MSEs owned by Women
Entrepreneurs. This quota is to be transferred to other MSEs in case of non-
availability of MSEs owned by SC/ST entrepreneurs or Women entrepreneurs.
b) If the MSE is owned by SC/ST Entrepreneurs or Women Entrepreneurs, the bidder
shall furnish appropriate documentary evidence in this regard.
c) In the event of failure of such Micro and Small Enterprises to participate in tender
process or meet tender requirements and L1 price, 4 per cent sub target for
procurement earmarked for Micro and Small Enterprises owned by Scheduled Cast
or Schedule Tribe entrepreneurs shall be met from other Micro and Small
Enterprises.
d) Micro and Small Enterprises quoting price within price band, then they will be
allowed to carry out the work by bringing down their price to L1 price in a situation
where L1 price is from someone other than a Micro and Small Enterprises and such
Micro and Small Enterprises will be allowed to carry out the work upto 20 percent
of requirement.
e) In case of more than one such Micro and Small Enterprises, the work shall be shared
proportionately.
f) Micro and Small Enterprises will be exempted from payment of Earnest Money
Deposit.
g) The above provisions shall apply to Micro and Small Enterprises registered with
District Industries Centers or Khadi and Village Industries Commission or Khadi and
Village Industries Board or Coir Board or National Small Industries Corporation or
Directorate of Handicrafts and Handloom or any other body specified by Ministry of
Micro, Small and Medium Enterprises.
h) Necessary certificate issued by Authorized body under the Ministry of Micro, Small
& Medium Enterprises shall be valid as on the date of opening of the tender. All the

technical specifications / techno commercial terms and conditions and the pre-
qualification criteria are also to be fulfilled by the MSEs.
i) No attached truck is allowed under MSE category.
j) If the no. of Trucks quoted under MSE category is less than the reserve no. of 20%,
then all the quoted and qualified trucks will be considered for allocation.
k) In case requirement of 20% is not met from the bidders under MSE category, the
unfulfilled requirement of trucks will be added to the general category.
12. RESERVATION TO SC/ST TENDERERS:
As per Govt. of India guidelines, the following Reservation criteria shall apply for all
Tenderers participating under the SC/ST category:
a) The percentage of Reservation shall be 15% (fifteen percent) and 7 1/2 % (Seven
and a half) for Scheduled Castes and Scheduled Tribes respectively, on an All India
basis.
b) Members of SC/ST desirous of operating the transport trucks will have to participate
in the tender.
c) The SC/ST members should fulfill all tender terms and conditions and will not be
eligible for any price preference or relaxation of standards.
d) In the event of any of the SC/ST members failing to submit the caste certificate as
proof of belonging to SC/ ST category, the tender will be treated as a general category
tender and evaluation will be done accordingly.
13. The tenderer will provide trucks to HPCL for its verification by location-in-charges of
the concerned plant at their own cost and submit the verification certificate in
Original as requested or such extended period as may be permitted by HPCL at its
sole discretion. However, the Corporations reserve the right to direct any tenderer to
submit any offered tank truck for physical verification at any point of time. Physical
verification is part of the Credential Bid evaluation, and should not be construed as
acceptance of offer.
14. Short listed tenderers are to submit two sets of photocopies of the following
documents duly certified by the tenderers as true copy of the original and will
produce the original of these documents before issuance of provisional LOI / Work
Order or at such other time as may be required by the Corporations from time to time:
(a) Registration Certificate
(b)PESO Licenses of the trucks offered
(c) PAN card
(d) Applicable Caste certificate in original issued by Competent Authority.
Initially provisional LOI/Work Order only shall be issued. Upon receipt of the
confirmation of the validity / genuineness of RC Book & PESO license from the
respective Departments who issued the licenses / documents, the provisional LOI

/Work Order would be converted into a regular Work Order for transportation. (This is
as per directions issued in the order-dated 8.8.2007 by Delhi High Court in Writ Petition
no. 17451/2005)
If anytime during the tender evaluation process or validity of the contract, it comes to
the knowledge of the Corporation that the information given by the Transporter prior
to entering into this contract in the tender form is wrong / forged / fictitious or any
material facts have been concealed, the Corporation reserves the right to reject any or
all of the tank trucks offered by the Transporter OR cancel the provisional LOI/Work
Order. The Corporation also reserves the right to take any other action including Holiday
Listing of the vendor and forfeiture of EMD.
15. Tenderer will execute the Agreement in the prescribed form, draft of which is annexed
with the tender form and will comply with all other terms and conditions as may be
specified by HPCL in the Letter of Acceptance accepting rates offered by the tenderer.
The agreement shall be signed only by the competent person from the transporter’s side
as per constitution of the firm.
16. It is essential that the transporter/s furnish in writing the names, photographs,
addresses, and designations of the crew and authorized representatives. Any change in
the nominations is to be advised to the Corporations in advance. All authorized
representatives / crew shall be issued Identity Cards free of cost by the Corporations.
However, in the event of loss of Identity Card, a fresh card will be issued against payment
of Rs.100/- on written request along with copies of relevant FIR from the Transporter.
Issue of such Identity Cards will not make the Corporations liable for any action of such
representatives / crew, and will not absolve the Transporter/s for his / their liabilities
under the law.
17. HPCL will be at liberty to follow any guidelines issued by the Ministry of Petroleum &
Natural Gas, Government of India for award of any contract to any tenderer belonging
to the Scheduled Caste and Scheduled Tribe category.
18. The Transporter/ s shall not be entitled to utilize the tank truck/s offered to the
corporations for any other purpose save the purposes hereof even though the same are
not being utilized by the Corporation provided, however in the event the tank truck/ s
are not being utilized by the Corporations, then in such event, the Transporter/ s may,
if desired, make an application to the Corporation for permission to use the tank truck/
s for some other purpose other than the purposes hereof and upon receipt of such an
application the Corporation may grant conditionally or unconditionally or refuse
without reason, such permission.
19. If during the period of the contract, due to addition of new ALPG plants/ Source,
according to Contracting Corporations assessment, additional tank trucks more than the
contracted tank trucks is envisaged, Contracting Corporations reserve their rights to
hire any tank truck, over and above the tank trucks accepted pursuant to this tender at

any point of time and in such circumstances, Contracting Corporations will be free to
hire tank trucks for such purpose as may be required by Contracting Corporations from
the existing transporters at a rate not higher than the existing rates, and the trucks
should not be running in any other Contract with any other Corporation and subject to
other terms and conditions which the Corporation may stipulate for the purpose.
20. Payment towards transportation shall be released once a month by unloading

location/loading locations and/or any other Office as may be decided by Contracting
Corporations from time to time. In case the tenderers observe any discrepancy, they
should put a claim to unloading locations/loading location or any other Office of
Contracting Corporations as may be decided by Contracting Corporations from time to
time along with the details of the statement of such error/omission in the payment. No
claims shall be entertained after 3 months from the date of payment.
21. No unsolicited correspondence / queries will be entertained while award of the

business / contract is under process.
22. The quoted rates should be firm and valid for acceptance for a period of 180 days from
the closing date of the tender. No tenderer will be allowed to withdraw or to revise his/
their offer on his own after the last date of receipt of the tender.
23. The Retail Selling Price (RSP) of HSD as on date of closing of the Tender prevailing in
Kolkata will be the base price. The transportation charges will be paid with applicable
escalation /de-escalation of rates from the closing date of the tender. The tender
however will be evaluated based on the quoted rates.
24. The quoted rates are to be inclusive of all taxes, including GST/ Toll Tax etc. but exclusive
of Octroi on the Corporation’s product. However, new Toll Tax, if levied in future after
the closing date of tender or extended date of tender, will be reimbursed subject to
production of original receipt of Toll Tax paid along with transportation bills for
utilization of such highways with a copy of introduction of such toll tax confirming the
date of introduction post tender due date or extended due date. Similarly any toll tax
which is removed after the due date.
25. The contractor shall comply with all statutory provisions relating his trade/business
/profession including his own employees or employees engaged by contractor and
Corporation shall not be responsible for his omission/commission. Further, the
transporter undertakes to abide by the provision of the Employees’ Provident Funds and
Miscellaneous Provisions Act, 1952 in as much as the “Road Motor Transport
Establishments” in the list of Non –Factory Industries to which the EPF & MP Act has
been made applicable, is a class of establishments notified at item no. (4) of Appendix-I
of EPF and MP Act, 1952 and as such the transporter shall ensure appropriate coverage
of the TT Crew under the said Act and keep the Corporation indemnified for any non-
compliance by the transporter

26. The Corporation reserves the right to accept or reject any or all tenders in whole or in
part and/or to divide the work amongst tenderers in the manner considered suitable by
the Corporation at the Corporation’s sole discretion and without assigning any reason
thereof. No counter terms and conditions will be accepted.
27. Complete details of tenderer as regards organizational set up, name, address and contact
number of the proprietor and each of the partners, the company and co-operative
society financial stability, possession of readily available tank trucks offered, past
performance in the same or allied fields of operation etc should be given and submitted
along with the Credential Bid.
28. Over and above the terms mentioned herein, the terms and conditions mentioned in the
draft agreement attached herewith will be deemed to have been included under these
terms and conditions and if there is any conflict between the terms mentioned herein
and the terms mentioned in the draft agreement attached herewith, the terms
mentioned in the Agreement will prevail.
29. With increase in requirement of trucks due to increasing market demand, the
corporation at its sole discretion reserves the right to induct additional trucks any time
during the period of the contract through the existing transporters.
30. Notwithstanding anything contained elsewhere in the tender, in the event that
Corporation receives the same rate for a particular sector by a group of Tenderer, the
Corporation reserves the right to believe that these Tenderer have formed a cartel and
the rate quoted as ‘cartel rate', and HPCL may accept or reject or not reckon such
rates/offered trucks/ranking, etc., of such offers. In such cases, the Corporation also
reserves the right to follow the negotiation process with such Tenderer, if deemed fit,
and amend the evaluation criteria best suited to the interest of the Corporation.
31. Corporation reserves the right, at their sole discretion, and without assigning any
reason whatsoever, to :
a. Negotiate with any or all Tenderer,
b. Divide the work among contractor(s),
c. Reject any or all tenders either in full or in part,
d. Assign the offered and accepted Trucks to any location, and
e. Engage additional contractors/ Trucks at any time without giving any notice
whatsoever to the contractor/s already appointed against this Tender.
32. Provision of Vehicle Tracking System (VTS) in tank truck is mandatory. HPCL will install
VTS through a service provider at the cost of transporter and the same will be recovered
from the transportation bills of the transporters. The indicative cost towards VTS per
tank truck would be approx.. Rs. 12000/- on one time basis and approx.. Rs. 300/- per
month. Applicable Goods and Service Tax on the monthly charges will also be
recovered from the transporters. The VTS device at all the times will be property of
HPCL/VTS service provider.

If after installation of VTS it is found that the equipment is deliberately damaged by the
Transporter, new equipment will be installed by the location, the cost of the equipment
including installation charges and Rs 2000/- as penal charges will be recovered from the
transporter. Decision of HPCL Plant Manager will be final and binding.
33. Visual Manifestation Standards (VMS) :All the Trucks to be inducted in this tender will
have to comply with the VM standards of HPCL i.e.. PU Coating of the tank truck with
Vinyl stickering. To maintain uniformity in the VMS, successful bidders have to comply
the VMS by carrying out the work from the vendor as advised by HPCL in the LOI/LOA.
Payment in this respect will be directly made by the bidders to the party, the cost of
which is included in the transportation rate.
Visual Manifestation (VM) Design: The VM has been designed with PU (Poly-Urethane)
painting and Vinyl stickering of HPCL’s logo as well as other details as per Statutory
norms. The life of the painting as well as snickering will be for five years. Indicative cost
towards VM Design would be Rs.65000/- approximately. List of Vendor(s) for VM
Design will be mentioned in the LOI/LOA. Detailed specifications as well as VM design
of respective Corporation will be provided at the time of placement of LOI.”
34. ANTI LOCK BRAKING SYSTEM (ABS)
All Trucks offered by the Tenderer should be compulsorily fitted with ABS conforming
to IS-11852:2003 (part 9) irrespective of the year of manufacturer. Tenderer have to
ensure that the trucks are fitted with ABS within 60 days of LOI.
Trucks shall be certified to have been fitted with ABS by the following Vendors of
retrofitted ABS or Truck Manufacturers (in the case of new Trucks) and such certificate
shall be submitted at the time of truck induction:
Vendors of Retrofitted ABS :
M/s Wabco India Limited (www.wabco-auto.com)
M/s Knorr Bremse (www.knorr-bremse.co.in)
Any other reputed make with prior written approval of HPCL.
Truck Manufacturers:
M/s Tata Motors
M/s Ashok Leyland
M/s Eicher Motors
Mercedes Benz
Volvo
35. It shall be understood that every endeavour has been made to avoid errors which can
materially affect the basis of the tender and the successful Tenderer shall take upon
himself and provide for risk of any error which may subsequently be discovered and
shall make no subsequent claim on account thereof.

36. HPCL has implemented route creation where Google application is used for establishing
motor able route/RTKM for the shortest route from Plant to various distributorships
and such RTKM is mentioned in the tender.
a. Transporter has to inform plant in case the RTKM mentioned for a particular
destination is less than the actual RTKM, and the same will be implemented from the
date of updation by ALPG Plant/Regional Office after RTKM verification. No back dated
arrears will be given.
It is the responsibility of the Transporter to inform HPCL if there is reduction in RTKM
to a particular destination due to change in route or new road commissioning. If the
same is found out later by HPCL, deduction will be made from the date of notification.
by respective departments of state/Central Govt.
37. Successful Tenderer will be made member of HPCL Loyalty Card (Drive Track Plus Fleet
Card) and 25% of the total PCB payment due to the Transporter will be paid through the
HPCL Loyalty Card. However, the % may revise during the contract period as per the
policy decision of Corporation
38. PHYSICAL VERIFICATION OF TRUCKS:

Physical Verification of trucks will be done at the plant within 15 days of issuance of LOI
to the successful Tenderer in case of owned/attached trucks. In case if the successful
Tenderer is unable to produce the truck/s as per the detail submitted by them in the
tender, EMD for the no. of truck/s which could not be produced shall be forfeited.
39. The trucks should be inducted within 15 days after the physical inspection and should
comply with the requirements of the checklist for ALPG trucks.
40. The ALPG trucks which are required to be placed for the balance two years are also
required to be physically verified 30 days before the start of the 4th year. In the event of
the transporter not placing the trucks as per LOI/Transportation Contract, HPCL has the
right to fulfil the shortfall from other transporters. Transporter not providing the
required trucks before the start of 4th year of the contract is liable for forfeiture of
security deposit, for which decision of HPCL will be final and binding.

EVALUATION OF TENDERS:
1. This tender is floated in two-bid system i.e. credential bid & price bid. Credential bid will
be first opened on scheduled date and will be evaluated as per the terms and conditions
of the tender. Price bids of the tenderers, who have qualified in credential bid based on
above evaluation by the Corporation, will be opened on subsequently notified date.
In case the number of tank trucks offered are less than the requirement, additional trucks
would be inducted from the transporters at L1 rates.
Ranking of the tenderers i.e. L-1, L-2, L-3, etc. will be decided on minimum financial outgo
to HPCL by considering the rates quoted by the tenderer.
All the qualified tenderers will be ranked in the ascending order depending on the
financial outgo. Tenderer or group of tenderers offering tank trucks up to the projected
requirement will be considered as set of L1 tenderers.
2. In case, rates offered by L-1 tenderers are on higher side, negotiations/ rationalization/
counter offer exercise will be carried out with them.
3. In case at a particular ranking the total no. of trucks offered are more than the balance
requirement and subject to evaluation criteria, then the tank trucks in that particular
ranking shall be further ranked based on the following order of priority and allocation
shall be made only till the full requirement of Tank Trucks is met.
i. Owned trucks from transporters

ii. Attached Trucks
Note: In all the above categories, Age of the truck i.e latest model (from the date of
manafacture) i.e The owned tank trucks of lowest age ie latest year model will be allocated
first followed by latest model attached tank trucks
Tenderers beyond the ranking where the projected requirement is met shall not be
considered.
1. In case at any point of time during allocation of Trucks as above in any of the categories
(MSE or SC/ST or unreserved category), if it is found that no. of Trucks required are less
than the balance available Trucks and all the balance Trucks are of same model, then
allocation will be made on proportionate basis to bidders based on the no. of balance
trucks available with the bidders after allocation of trucks exhausting the owned trucks
first followed by attached trucks.
e.g. let us assume, balance quoted trucks is X, requirement is Y, left out trucks of a bidder
is Z, then that particular bidder will get no. of trucks from the balance trucks = Z * (Y /X)
(trucks will be allocated upto next whole number in case of decimal, i.e. greater or equal
to 0.5 is 1 and less than 0.5 is zero).

Corporation also reserves the right to close the Tender without inducting balance trucks
from this group (having same model) or accept all the trucks in this group.
1. EVALUATION CRITERIA AND ALLOTMENT OF TRUCKS UNDER SC & ST CATEGORY
a. Offers from the qualified SC / ST Tenderers will be ranked as per the rates quoted by
them in a common serial along with the other Tenderer. The SC/ST Tenderer as per the
ranking will be counter offered the L1 finalized rate for schedule and those of them
agreeing to match the counter offered rate will be awarded business to the extent of
fulfilling the above mentioned quotas.
b. Contract shall be awarded to the SC / ST category Tenderer as above only if they match
the rate finalized in the tender and no price preference shall be given.
2. EVALUATION CRITERIA FOR MSE CATEGORY TENDERERS:
a. Offers from the qualified MSE category Tenderers will be ranked as per the rates quoted
by them in a common serial along with the other Tenderer. The MSE Tenderer will be
counter offered the L1 finalized rate for schedule and those of them agreeing to match
the counter offered rate will be awarded business to the extent of fulfilling the above
mentioned quotas as illustrated in clause no. 7A of eligibility criteria.
b. Contract shall be awarded to the MSE category Tenderer as above only if they match the
rate finalized in the tender and no price preference shall be given.
Signed in acceptance of the aforesaid tender conditions.

Date:
Signature _______________
Name of Person signing _______________
Tenderer's Name and address with seal _______________


General Terms & Conditions:
1. Offers against this tender are invited from:

i) Individuals who are Indian Citizens and are a resident of India and age not less
than 21 years as on due date of tender.
ii) Partnership Firm consisting of all Indian Citizens.
iii) Registered Co-Operative Society of which all the Members are Indian Citizens.
iv) Limited Company duly registered under the Companies Act 1956 either in
individual name or in the name of the partnership firm or in the name of Co-
Operative Society or Limited Company, as the case may be, provided they comply
with the conditions contained hereinafter.
2. Relatives (as per list enclosed) of officer/s responsible for award and execution of this
contract in the Oil Company are not permitted to quote against this tender. The tenderer
shall be obliged to report the name/s of person/s who are relatives of any officers of the
Oil Company or any officer in the State or Central Government, and who are working
with the tenderer in their employment or are subsequently employed by them. Any
violation of this condition even if detected subsequent to the award of contract, would
amount to breach of contract on tenderer’s part entitling the Oil Company to all rights
and remedies available thereof including termination of contract.
3. All rates quoted should be only in figures.
4. Rates offered would be valid and binding on the tenderer for 180 days (or as
specified elsewhere in the tender) from the date of opening of tender unless
extended by mutual consent in writing. During the validity period, tenderer will not
be allowed either to withdraw or revise his offer on his own. Breach of this provision
will entail forfeiture of the Earnest Money Deposit. Once the tender is accepted and
work awarded, the rates will be valid for the entire contractual period.
5. The Oil Company reserve the right, at their sole discretion, and without assigning any
reason whatsoever, to:
i) Negotiate with any or all tenderers,
ii) Divide the work among contractor(s),
iii) Reject any or all tenders either in full or in part,

iv) Assign the offered and accepted Trucks to any location, and
v) Engage additional contractors / Trucks at any time without giving any notice
whatsoever to the contractor/s already appointed against this Tender.
6. For Trucks under operation with any other Oil Company, an unconditional “No Objection
Certificate” is to be obtained from the concerned Oil Company for placing the same fully
in the service of HPC against this tender. The NOC has to be submitted at the time of
induction of the Truck or as specified elsewhere in the tender document. Tenderer
should offer separate Trucks for each tender. Same Trucks offered for more than one
location will be rejected at all locations offered.
7. The tenderer should study all the operations/ local conditions at the loading/ unloading
point/s and route/s. Tenderers would be presumed to have acquainted themselves with
the working conditions existing at the location, before submission of the tender.
8. Tenders not meeting the tender terms & conditions or incomplete in any respect or with
any additions/ deletions or modifications or omission/hiding of any fact are liable to be
summarily rejected without any further communication to the tenderers and decision
of HPC in this respect will be final and binding
9. In the case of multiple rates, the Corporation reserves its right to give preference to
Trucks of tenderers accepting lowest rate, as far as possible, over other Trucks while
giving loads. In other words, the tenderer accepting the lowest rate may get higher %
age of business.
i) The Corporation, at its sole discretion, reserves the right to induct additional
Trucks from its dealer-cum-transporters and dealer consortiums who have been
already awarded contract, to meet their own incremental demand.
ii) Trucks running on any fuel other than High Speed Diesel (HSD), are not
acceptable.
10. Truck loading planning/scheduling will be strictly as per logistics tool employed by
HPCL and the same will be binding to tenderer. In case of attached Trucks offered by the
tenderer, owners of such Trucks should execute affidavit attaching the Truck with the
tenderer for the entire period up to last date of proposed Agreement period (including
extension period). Format of Affidavit is enclosed with tender form. HPC will not deal
with the owners of the attached Trucks. For any claim, losses, damages, etc for the
attached Truck, the liability will solely rest with the tenderer.

11. All The Trucks including attached Trucks offered in the tender should meet all statutory
requirement at the time of submission of tender
i) Age of vehicle offered should not exceed 5 years for Mumbai Location / 7 years
for NCR region / 12 years for other locations or as specified elsewhere in the
tender document, as on the Due date of the tender. Age of Truck shall be reckoned
from manufacturing date (Month / year). However, if there are any new rules for
the age of Trucks is introduced by the Government / Statutory Bodies in the later
stage the same has to be complied by the transporters.
12. The estimated number of Tank Trucks shown in tender notice is indicative and is subject
to change. HPC reserves the right to contract the required additional Trucks.
13. Tenderer should submit all the details and enclosures as has been asked for in the tender
form. In case any of the information is not applicable to the tenderer, "Not applicable"
may be written against such item. Not submitting any information/ enclosure sought for
may be a ground for rejecting the tender.
14. Tenderer may witness the online opening of tender on the appointed date and time by
logging in to the portal and clicking on link “Witness online bid opening”. This feature is
available for Technical bid opening.
15. Tenderer shall submit their offers without any deviations or counter conditions. The
submission of bid with valid digital signature will be treated as acceptance to all the
tender terms & conditions unless otherwise separately notified and is considered as
total understanding/ acceptance of the scope of job, terms and conditions. There shall
be no erasures or over writing in submitted documents whichever applicable as
specified in Tender document. Such corrections, if any, should be attested by the
Tenderer under his full signature
16. It shall be understood that every endeavour has been made to avoid errors which can
materially affect the basis of the tender and the successful Tenderer shall take upon
himself and provide for risk of any error which may subsequently be discovered and
shall make no subsequent claim on account thereof.

17. Earnest Money Deposit (EMD): EMD as specified under Tender Notice is applicable
and is to be paid online only unless specifically specified elsewhere in the tender
document.
i) Confirmation for EMD payment: “Success” message will be displayed on screen
and the print out of same can be stored for records. Also the payment details shall
be available in the bank statement. The process of submitting online EMD is
attached in the tender.
ii) Cheques or request for adjustment against any previously deposited EMD/
pending dues/ bills/ security deposits for other contracts etc. will not be
accepted as EMD, and any tender with such stipulation will be treated as without
EMD and shall be rejected.
iii) Interest is not payable on EMD.
iv) EMD is liable to be forfeited, if the tenderer modifies/ withdraws the offer
/refuses to participate in e-reverse auction/ and or refuses to accept the LOA/
Work Order after acceptance of Oil Company’s offer within the prescribed
validity of the tender, or if the tenderer does not furnish the required security
deposit, or if the tenderer is unable to position any or all offered Truck/s within
the stipulated time after the award of contract.
v) EMD of unsuccessful tenderers whose Technical Bids are not accepted would be
refunded on surrender of the original cash receipt issued by the Corporation.
Other tenderers EMD would be refunded only after finalization of the tender.
While claiming refund, the original Cash Receipt issued by HPC must be
surrendered. In case, the cash Receipt is lost / misplaced, an Indemnity Bond in
specified proforma supplied by HPC is to be submitted on non-judicial stamp
paper of appropriate value (at tenderer’s cost), duly notarized.
18. Negotiations:
i) HPC reserves the right to negotiate with any or all the tenderers.
ii) Tenderers may be required to visit HPC office for negotiations/ verification of
documents, entirely at the cost of tenderers.
iii) Only the proprietor of the firm or the legally authorized representative of the
firm may personally attend such negotiations, as commitments made and/ or
clarifications given during the negotiations will be binding on the tenderer/s. He/
She should carry the necessary authorization to attend such negotiations and to
hand over an authenticated copy of the same to HPC’s representative/s
participating in negotiations.

iv) Originals of the documents submitted as copies along with the tender documents,
as well as documentation to substantiate statements made in the tender
document are to be produced for verification by HPC before the induction of the
Trucks/Signing of agreement with the corporation whichever is earlier.
v) Tenderers would be intimated by Regd Post / Telegram / UCP / E-mail/Fax on
the date and time fixed for negotiations. All the bidders to whom intimations are
sent shall participate in the negotiation process. In the event of L-1 bidder not
attending the negotiations, despite advance intimation, HPC will proceed with
the negotiation process with other tenderers in the set of L1 tenderers. The
original L-1 tenderer would be placed at the revised ranking based on the
negotiated rates arrived after negotiations with other tenderers. However,
ranking as per the original quoted rates shall be maintained in line with the
prevailing purchase procedures for meeting any additional requirement of
Trucks.
vi) Revised offers submitted by the tenderers based on negotiations / counter offers
shall not be more than the rates already offered earlier in the original offer or
during the previous negotiations. In case the tenderer submits a revised offer
which is higher than the rates quoted earlier, such tender will be disqualified and
shall not be processed for further evaluation.
19. Security Deposit (SD):

i) Successful tenderers will be required to furnish SD within 15 days of issuance of
LOA/ Work Order as specified elsewhere in the tender.
ii) The security deposit shall be paid either in the form of Bank Guarantee on any
Scheduled Bank (other than co-operative bank) in favour of Hindustan
Petroleum Corporation Ltd. payable (at Kolkata). Bank Guarantee shall be
strictly in specified proforma, valid for six months beyond the maximum possible
tenure of the contract. Payment of Security Deposit can also be made online
iii) Adjustment of EMD towards SD is not permissible.
iv) Interest is not payable on SD.
v) Any loss/ claim and/ or damage arising out of the performance of the contract
would be adjustable against the SD. Any loss/ claims/ damages higher than SD
will be recovered from payments due to the contractor under this contract or
deposits made by or payments due to the contractor under any other contract
with the Oil Company.
vi) Security deposit would be refunded after expiry of six months of completion of
the contract on written request from the contractor and with surrender of the

original cash receipt, subject to satisfactory performance as certified by the

location-in-charge. In the event of loss / misplacement of the cash receipt of the
SD, the refund would be made only after the contractor furnishes an Indemnity
Bond in the prescribed proforma, on non-judicial stamp paper of appropriate
value (at contractor’s cost), duly notarized. Bank guarantee submitted towards
Security Deposit shall be returned after successful completion of the contract and
after receipt of confirmation from the respective plant that no dues are
recoverable from the contractor.
vii) Separate SDs are to be submitted for each location.
viii) Successful tenderer will be entrusted with transportation work only after
signing of Agreement and payment of Security Deposit amount.
20. Contract Period and Rate Escalation:

i) The contract is awarded for a period as specified in the Tender Notice. In case the
contract is not finalized by the given date then the date of new contract will be
on prospective basis.
ii) The rates would come into effect from the effective date of contract.
iii) The Escalation /De-escalation on account Increase / decrease in price of Diesel
fuel shall be applicable as given in Tender Terms and Conditions.
iv) The Escalation /De-escalation of the rates will be done as specified under Terms
and Conditions `
v) An Increment on the Non-fuel Component of the rate, shall be granted at the end
of the __________ year of the contract described elsewhere in the tender. The
revised rate would take effect from the beginning of the ____________ year of the
contract
vi) The company shall endeavor to finalize contract for the next tenure before the
Expiry of the existing Contract Period. However if the new contract is not
finalized before the expiry of the existing contract, Corporation reserves the
right to extend the existing contract beyond the period upto a maximum of six
months on adhoc basis and continue utilizing the Trucks for making supplies.
21. Execution of Agreement:
i) Successful tenderer/s will be required, before undertaking the contract, to
execute the Agreement, within 15 days of the date of issue of the LOA/work-
order and should physically place the Truck at the location within 30 days from
the issue of LOA / Work Order. In case of failure, the HPC will have the right to
reject the induction of such Trucks.

ii) HPCL has developed a portal for digital generation & signing of the agreement.
Thus the tenderer shall agree to execute digitally signed agreement. The digital
signature during the tendering process can be used for signing the agreement.
iii) Placement of Trucks less than Number mentioned in LOA / Work Order shall not
be permitted.
iv) Trucks placed for induction shall meet with all the terms and conditions
stipulated in the tender document. Any modifications required to be carried for
complying with the tender conditions shall be carried out prior to placing the
Trucks.
v) Trucks completed in all respects shall be placed for induction. Not fulfilling any
of the tender conditions shall be deemed as non-compliance of tender
requirements and appropriate action as per terms of the tender shall be taken.
vi) All the Trucks offered shall be inspected and the certificate issued shall be
produced at the time of placing the Truck for induction.
vii) Specimen Transport Agreement is enclosed along with the tender document.
Tenderers are advised to carefully go through the terms and conditions of the
contract agreement before submitting their tender.
viii) When the person signing the tender is not the authorized signatory,
necessary notarized power of Attorney authorizing the signatory to act on behalf
of the proprietor/ firm should be produced before signing the agreement, and an
authenticated copy of the power of Attorney should be submitted for the record
of Oil Company.
ix) Failure to execute the agreement and/ or furnish required Security Deposit
within 15 days’ time and/ or physical placement of Trucks at the location within
30 days’ time may render the tenderer liable for forfeiture of Earnest Money
Deposit and termination of contract without prejudice to the rights of the Oil
Company to recover the damages under Law.
x) All terms & conditions stipulated in the Notice Inviting Tender, Guidelines for
Tenderers, Tender Terms & Conditions, Declarations, Agreement and other
documents furnished with the Tender and related correspondence shall form
part of the contract.

22. Reservation:
i) The provision of reservation will be 15% (fifteen percent) & 7 ½ % (seven and a
half percent) for Schedule Caste (SC) and Scheduled Tribes (ST) respectively on
all India basis.
ii) The members of SC/ ST desirous of offering the Trucks will have to participate in
the tenders floated by the Oil company.
iii) The SC/ST members should fulfill all tender conditions, and will not be eligible
for any price preference or relaxation of standards.
iv) If adequate numbers of Trucks offered by SC/ ST tenderers are not available in
any particular year, the unfilled quota may be allotted to the unreserved
categories in that year. However, the unfilled quota may be carried forward to
the next Tender also and offered to SC/ST candidates. If the quota of the previous
tender is not filled even in the next tender, the unfilled quota of the previous
tender may be de-reserved and allotted to general categories.
v) The SC/ ST tenderer/s desirous of operating under partnership firm, or Private
Ltd. Co., or Public Ltd. Co. or a Cooperative Society, or any other, should have all
the partners or members of private / Public / Cooperative firms belonging to the
same category without exception, i.e. either SC or ST as the case may be.
vi) Caste certificate for each individual member of a Partnership/ Public/ Private/
Cooperative Firm should be enclosed as proof along with the Technical bid.
vii) In the event of any of the members failing to submit the caste certificate as proof
of belonging to SC/ ST category, the tender will be treated as a general category
tender.
viii) The registered owner/s of the Trucks offered by the SC or ST tenderer/s must
also belong to the same category, either SC or ST, as the case may be. In other
words, if the tenderer is issued LOA/ Work Order under SC category, all the
registered owners of the Trucks offered against the particular LOA/ Work Order
must also belong to SC.
ix) If any of the Trucks offered does not belong to a member of the category
concerned, i.e. SC or ST, as the case may be, HPC reserves the right to either reject
the trucks not belonging SC or ST category or to treat the tenderer under general
category.
23. Miscellaneous:
i) Trucks provided for transportation of bulk petroleum products should
preferably be covered by National Permit/ Zonal Permit at Contractor(s) cost.

The contractor’s shall have to provide specified number of Trucks for operation
within the state where the loading/ unloading locations are situated and within
the same state and sections where axle load restrictions are imposed, they shall
supply Truck’s meeting axle load restrictions.
ii) Oil Company reserve the right to reject the tender of any or all the tenderers
without assigning any reason whatsoever at its absolute discretion. Oil Company
reserves the rights to withdraw/ cancel/ modify this tender without assigning
any reason whatsoever.
iii) The Oil Company reserves the right to accept all or some of the Trucks offered by
the successful tenderers, without assigning any reason whatsoever. The decision
of the Oil Company shall be final and binding.
iv) HPC will have the right to assign the Trucks offered in the tender to any contract
for HPC in any other Region/ Zone/ Location, on any route, temporarily or
permanently, and the decision of HPC will be final and binding on the successful
tenderers/ contractors.
v) The Trucks offered shall, during the period of agreement, Comply at all times
With Valid Permits, Rules And Regulations Of Statutory/ Government
Authorities including provisions of Motor Vehicle Acts/ Motor Vehicle Rules and
Carriage by Road Act 2007/ Rules 2011, NGT Rules. Inspection of Trucks shall be
carried out as per the required periodicity and valid certificate issued by the third
party inspecting agency shall be available. Also the inspection of the Trucks will
be carried out by HPCL & Third party for the status of compliance of the norms.
vi) Wherever the word T/T or Truck or TTs or Tank Trucks has been mentioned, the
same applies to Petroleum Product carrying Trucks.
vii) No unsolicited correspondence/ queries will be entertained while the award of
the transport contract is under review/ consideration. HPC regrets inability to
answer individual queries.
viii) If any of the information submitted by the tenderer is found to be incorrect at
any time, including the period of contract, Oil Company reserves the right to
reject the tender/ terminate the transportation contract and reserves all rights
and remedies available.
ix) Each page of the tender document including notice inviting tender enclosed along
with the tender document must be signed by the legally authorized
representative of the tenderer, with the official seal, for having fully read and
understood the terms and conditions of this tender.

x) The Guidelines for Holiday listing (Banning of business dealing) as adopted and
available on HPCL website shall be applicable to all tenders floated and all
Purchase orders / contracts placed by HPCL.
xi) The terms “HPC”, “HPCL”, “The Corporation”, “Corporation” and “Oil Company”
in the appropriate context means Hindustan Petroleum Corporation Limited, a
Company registered under Companies Act, 1956 and having its registered office
at Petroleum House, 17, Jamshedji Tata Road, Mumbai – 400 020 and its
successors and assigns.
24. GRIEVANCE REDRESSAL MECHANISM: Hindustan Petroleum Corporation Limited

(HPCL) has developed a "Grievance Redressal Mechanism" to deal with
references/grievances, if any, that are received from parties who participated/intends
to participate in the Corporation tenders. The details of the same as available on our
website www.hindustanpetroleum.com
i) Notwithstanding anything contained elsewhere in the tender, in the event that
Corporation receives the same rate for a particular sector/distance slab with
respect to any source/loading base by a group of Tenderer, the Corporation
reserves the right to believe that these Tenderer have formed a cartel and the
rate quoted as ‘cartel rate' and may accept or reject or not reckon such
rates/offered trucks/ranking etc., of such offers. In such cases, the Corporation
also reserves the right to follow the negotiation process with such Tenderer if
deemed fit and amend the evaluation criteria best suited to the interest of the
Corporation.
ii) In case if this tender document is downloaded from our website and is used for
submitting the bid, signing at the bottom of the declaration page by the vendor
shall be deemed to be the acceptance of the declaration by the vendor in addition
to the other conditions that may be covered in the tender document.
25. All disputes and differences of whatsoever nature, whether existing or which shall at
any
time arise between the parties hereto touching or concerning the agreement, meaning,
operation or effect thereof or to the rights and liabilities of the parties or arising out of
or in relation thereto whether during or after completion of the contract or whether
before after determination, foreclosure, termination or breach of the agreement (other
than those in respect of which the decision of any person is, by the contract, expressed
to be final and binding) shall, after written notice by either party to the agreement to the

other of them and to the Appointing Authority hereinafter mentioned, be referred for
adjudication to the Sole Arbitrator to be appointed as hereinafter provided.
ii) The appointing authority shall either himself act as the Sole Arbitrator or nominate
some officer/retired officer of Hindustan Petroleum Corporation Limited (referred to
as owner or HPCL) or a retired officer of any other Government Company in the Oil
Sector of the rank of Ch. Manager & above or any retired officer of the Central
Government not below the rank of a Director, to act as the Sole Arbitrator to adjudicate
the disputes and differences between the parties. The contractor/vendor shall not be
entitled to raise any objection to the appointment of such person as the Sole Arbitrator
on the ground that the said person is/was an officer and/or shareholder of the owner,
another Govt. Company or the Central Government or that he/she has to deal or had
dealt with the matter to which the contract relates or that in the course of his/her
duties, he/she has/had expressed views on all or any of the matters in dispute or
difference.
iii) In the event of the Arbitrator to whom the matter is referred to, does not accept the
appointment, or is unable or unwilling to act or resigns or vacates his office for any
reasons whatsoever, the Appointing Authority aforesaid, shall nominate another person
as aforesaid, to act as the Sole Arbitrator.
iv) Such another person nominated as the Sole Arbitrator shall be entitled to proceed
with the arbitration from the stage at which it was left by his predecessor. It is
expressly
agreed between the parties that no person other than the Appointing Authority or a
person nominated by the Appointing Authority as aforesaid, shall act as an Arbitrator.
The failure on the part of the Appointing Authority to make an appointment on time shall
only give rise to a right to a Contractor to get such an appointment made and not to
have any other person appointed as the Sole Arbitrator.
v) The Award of the Sole Arbitrator shall be final and binding on the parties to the
Agreement
vi) The work under the Contract shall, however, continue during the Arbitration
proceedings and no payment due or payable to the concerned party shall be
withheld(except to the extent disputed) on account of initiation, commencement or
pendency of such proceedings.
vii) The Arbitrator may give a composite or separate Award(s) in respect of each dispute

or difference referred to him and may also make interim award(s) if necessary.
viii) The fees of the Arbitrator and expenses of arbitration, if any, shall be borne equally by
the parties unless the Sole Arbitrator otherwise directs in his award with reasons. The
lumpsum fees of the Arbitrator shall be Rs. 40,000/- per case for transportation contracts
and Rs. 60,000/- for engineering contracts and if the sole Arbitrator completes the
arbitration including his award within 5 months of accepting his appointment, he shall
be paid R 10,000/- additionally as bonus. Reasonable actual expenses for stenographer,
etc. will be reimbursed. Fees shall be paid stage wise i.e. 25% on acceptance, 25% on
completion of pleadings/documentation, 25% on completion of arguments and balance
on receipt of award by the parties
ix) Subject to the aforesaid, the provisions of the Arbitration and Conciliation Act, 1996
or any statutory modification or re-enactment thereof and the rules made thereunder,
shall apply to the Arbitration proceedings under this Clause.
x) The Contract shall be governed by and constructed according to the laws in force in India.
The parties hereby submit to the exclusive jurisdiction of the Courts situated at “location
given in tender header” (say Mumbai*) for all purposes. The Arbitration shall be held at
“location mentioned for such purpose in Tender header” (say Mumbai*) and conducted
in English language.
xi) The Appointing Authority is the Functional Director of Hindustan Petroleum
Corporation Limited.
26. Duplication of Clause: Whenever there is duplication of clause either in the terms and
conditions or in the Agreement, the clause, which is beneficial to HPC, will be considered
applicable at the time of any dispute.

TENDERER’S COVERING LETTER
FROM: M/s. _______________________ (Name and Address of the tenderer)

To: M/s Hindustan Petroleum Corporation Ltd.
Dear Sir,
Sub : TENDER FOR TRANSPORTATION OF Bulk Auto LPG by Road ex-HALL & Paharpur LPG
Plant
TENDER NO. -HD-10157
With reference to your subject tender, we confirm having carefully read, studied and understood
various conditions/ documents supplied with the tender and the same has been digitally signed
for having read and accepted the same in toto. We have carefully read/studied the tender and
submit our offer after having fully understood the contents of the same. we hereby agree to abide
and fulfill all the terms and conditions set out in the General/Special Terms of Contract, draft of
Transportation contract agreement and attachment to the rate schedule as attached herewith
and which should be deemed to form a part of this tender. We return herewith the enclosures
digitally signed as a token of our acceptance. We confirm that the following are enclosed along
with the Unpriced Bids.
Y – For document enclosed.
N – For document not enclosed.
NA: Not Applicable
Sr. Documents Corresponding Attached

No. Annexure No. Y/N/NA
1 Declaration Annexure I
2 Details of Tenderer Annexure II
3 Tender category details Annexure III
4 If Applying under MSE relevant certificates
5 Details of Trucks offered Annexure IV
6 Copies of RC Book of all the trucks offered. (Owned and
Attached)
7 Copies of PESO Licenses of all the trucks offered. (Owned and
Attached)
8 E payment Mandate Annexure VI
9 Caste certificate Annexure VII
10
Affidavit regarding attached trucks Annexure VIII
11 Undertaking members of consortium Annexure IX
12 VTS Undertaking Annexure X
13 Withdrawal of Trucks undertaking Annexure XI

14 List of relatives Annexure XII

15 B G Format Annexure XV
16 Authorisation letter Annexure XVII
17 Power of attorney Notarized on applicable Stamp Paper Annexure XVIII
18
Letter of undertaking for IT Deduction Annexure XXI
19 In case of Partnership firm, copy of Certificate of Incorporation
as Partnership firm duly issued by Registrar of Firms
21 Photo Copy of marriage certificate in case trucks owned by
spouse
22 Photo Copy of Birth Certificate of Tenderer in case truck
owned by parents.
23 Photo Copy of Birth Certificate of son / daughter in case truck
owned by unmarried son / daughter of the Tenderer
24 EMD as stipulated
25 Copy of PAN card
26 Certified copy for Proof of Permanent address
The Tenderer should ensure that they submit / upload all the documents / Annexures, complete in
all respects, as specified in the tender along with the technical bid.I am/ We are authorized to sign
this tender as Proprietor or as per Power of Attorney issued by all other Partners/ Directors as per
enclosure no. __________
Thanking you,
Yours Faithfully,
Date : Signature______________________
Name of Person signing__________________
Tenderer's Name and address with seal_________________

Annexure I
DECLARATION
We (the Tenderer) solemnly affirm as under:

 This tender document set was downloaded by us from your (HPCL) website and is being
used for submitting the bid.
 The downloaded file was printed and is being submitted without any alterations, deletions,
additions or changes.
 We understand that in case it is found subsequently that the downloaded Tender document
was altered or tampered with, in any manner, then our bid is liable to be rejected or in case
a purchase order is placed on us basis such altered/tampered document, then the order is
liable to be cancelled without any further reference to us.
Signature & Seal of Tenderer

Date :

Annexure-II
QUESTIONAIRE / DETAILS OF TENDERER
1. Name of the Firm : ___________________________
2. Nature of the Firm (State whether Ltd. Company/

Partnership/co-op. society/sole proprietor) :_________________________
3. Category of Proprietor or Partners

(SC/ST/General/MSE) In case SC/ST/MSE attach proof. :____________________
4. Year of establishment of Firm :__________________________
5. Registration number, if any, of the Firm :__________________________
6. Registered Postal address of the Firm :____________________________
7. E-mail address : __________________________
8. Telephone Nos. :___________________________
9. Mobile No :__________________________
10. Address of Branches, if any :__________________________
___________________________
11. Name of Directors/Partners/Proprietor as the
case may be with address and telephone no. :___________________________
12. Permanent Account No (PAN) of firm :__________________________


13. GSTN Number (If available) : _______________________________
14 Type & Name of Bank Account (savings/current) : ________________________
15 Name of Persons operating : ___________________________
16. Name of the Bankers & Branch with : ___________________________

Full address
17. No. of years experience in transportation of :____________________________

Petroleum Products.
I/ We do hereby certify that the information as provided above is correct and true in all
respects.
Signature & Seal of Tenderer
Date :

Annexure-III
CATEGORY DECLARATION FOR THE BID
(To be given by bidder on Letter Head)
To:
-----------
-------------
Dear Sir,
TENDER NUMBER : -----------------------
In response to your notice inviting Tender for above, we confirm our declaration of
category & Option for GST to be considered for the bid submitted by us having carefully read,
studied and understood various terms and conditions /documents downloaded with the Tender.
MSE GENERAL :
MSE SC :
MSE ST :
MSE - WOMAN :
SC :
ST :
GENERAL :
NOTE:
i. Bidders are advised to give category declaration mandatorily as given above and only one category
should be selected by giving a tick mark (√) in the relevant box. Category once chosen by a bidder cannot
be changed after bid submission.
ii. If a bidder claims exemption of EMD and does not upload the requisite documents, bid will be liable to
be rejected.
iii. Bidders who have quoted under MSE, SC/ST will be considered for allocation under General Category
if the quota in their respective categories are exhausted.
iv. Bidders under MSE - SC/ST categories will considered for evaluation in SC/ST category in following
scenario
Entire quota under MSE is exhausted
They fulfill all norms of belonging considered under SC/ST category
(SIGNATURE OF THE BIDDER & RUBBER STAMP)
Full Name : ___________________________

Address : ___________________________

Annexure IV
DETAILS OF TRUCKS OFFERED

Annexure IV
Provide detail of the trucks which can be deployed exclusively under this contract.
The Tenderer should own minimum one trucks in their name or in the name of their
firm.
Sr. No. Regn. No. Owner's Capacity Truck Owned/ EEngine Chassis Model date
of Offered Name as Attached/ No. (DDMMYY)
Truck per Regn. (10/12 MT) No.
Book
All above details provided are true and correct. We hereby declare that:
a. All the above Trucks run on High Speed Diesel (HSD) as fuel
b. The above Trucks are either already fitted with ABS or suitable for retrofitting ABS before
induction.
c. The offered truck(s) is having valid fitness and valid insurance policy as on the due date of
tender.
Date : Signature & Seal of Tenderer :


NOTE :
1. Ownership of the truck will be accepted strictly in line with the name of the registered
owner as per the RC Book/s
2. The updated self-attested copy of the RC Book /s for all the trucks quoted against this
tender is to be enclosed in support of ownership of the truck along with the tender.
3. Individual / Sole Proprietor / HPC Distributor: The trucks quoted in the tender should be
registered either in the name of the firm / Tenderer or in the name of the spouse /
dependent parent / unmarried son / unmarried daughter as on the due date of the tender.
i) In case of spouse, Marriage Certificate issued by Registrar Marriages to be enclosed by

the Tenderer.
ii) In case of parent, documentary proof, e.g., Birth Certificate of Tenderer showing the
name of the parent to be enclosed by the Tenderer .
iii) In case of son / daughter, documentary proof, e.g., Birth Certificate of son/daughter
indicating the name of Tenderer to be enclosed by the Tenderer.
iv) In case above stated document(s) are not available, the Tenderer may submit documents
like passport, voter card, ration card etc. establishing the relationship.
v) Ownership of trucks should be clearly indicated in Annexure - III (Details of offered
trucks ) and for the above points (i) & (ii) Tenderer to submit Affidavit on Rs. 100/- Non
Judicial Stamp paper from spouse or parents as the case may be.
4. In the case of partnership firms the truck quoted in the tender should be registered in the
name of the firm or any one of the Partner of the firm. In the event, the truck is registered
in the name of a partner then such partner should submit affidavit for operating truck in
the name of the firm. The Tenderer should submit copy of the Partnership Deed indicating
clearly the names of partners with the Credential Bid.
5. In case of company, the truck should be registered in the name of the company.
6. In case of co-operative society, the truck should be registered in the name of member/s of
the society.
7. In the case of attached trucks, the Tenderer should submit updated copies of the RC Books
for all the trucks quoted in the tender. The Tenderer should also submit an affidavit from the
owner/s of the truck /s along with the tender. The Tenderer shall provide only the quoted
trucks for operation. However in the event the transport contract is not finalized / LOI issued
to the successful Tenderer after 240 days of due date of the tender, the Tenderer would be
permitted to provide alternate trucks under attached category with affidavit from the owner
of the truck .
8. The existing transporter / distributor cum transporter should also submit Xerox copies of
the RC Books in support of the ownership of their quoted trucks. Non submission of any
cument on the plea that they are existing transporter / distributor-cum-transporter and the
trucks are already operating is not acceptable at all.

Annexure-VI
e-Payment Mandate
To,
Hindustan Petroleum Corporation Limited,
Mumbai- 400020
Dear Sirs,
The following is a confirmation / updation of my bank account details and I hereby affirm my / our
choice to opt for payment of amounts due to me under various contracts through electronic mode.
I understand that Hindustan Petroleum Corpn. Ltd. also reserves the right to send the payments
due to me by a cheque /Demand Draft / electronic mode or through a banker.
A. Supplier / Contractor Details :
1. Supplier / Contractor Name
2. Supplier / Contractor Code
3. Address (Including Pin Code)
4. Controlling Office Name/SBU (LPG/Retail/Direct Sales/Aviation)
5. PAN No.
6. E-mail ID
B. Particulars of Bank Account :

1. Bank Name
2. Branch Name /branch code
3. Branch Address (incl Pin code)
4. 9 Digit MICR No. of Bank and Branch as appearing on the cheque
5. Account Type (Savings/Cash credit/Current)
6. Account Number (as appearing on cheque book)
7. IFSC Code of the Branch (For RTGS)
8. IFSC Code of the Branch (For NEFT)
I hereby confirm that the particulars given above are correct and complete and also undertake to
promptly advise any changes to the above details to HPCL. If the transaction is delayed or not

effected for reasons of incomplete or incorrect information or banking delays, I shall not hold
Hindustan Petroleum Corporation Limited responsible. I also agree for printing of the bank details
on the cheque/ DD if the payment is effected by cheque / DD.
Name (in Capitals) of supplier / contractor
Authorized Signatory
Date:
Official Rubber Stamp Sign/Seal of Banker
:
.

Annexure-VII
SC/ST CERTIFICATE
A candidate who claims to belong to one of the Scheduled Caste or the Scheduled Tribes
should submit in support of his claim an attested/certified copy of a certificate in the form
given below, from the District Officer or the sub-Divisional Officer or any other officer as
indicated below of the District in which his parents (or surviving parent) ordinarily reside
who has been designated by the State Government concerned as competent to issue such a
certificate If both his parents are dead, the officer signing the certificates should be of the
District in which the Tenderer himself ordinarily resides otherwise than for the purpose of
his own education. Wherever photograph is an integral part of the certificate, the
Commission would accept only attested photocopies of such certificates and not any other
attested or true copy.
The following standard format is to be used for the purpose.

The form of certificate to be produced by Scheduled Castes/Scheduled Tribes candidates
apply for appointment to posts under Government of India.
This is to Certify that Shri/Shrimati/Kumari ________________________
son/daughter*_______________________ of village/town*_____________________in District/Division
*______________________of the State/Union Territory* of ____________________ belongs to the
_________________________caste/tribe and his/her religion is ________________ which is Recognized
as a Scheduled Caste/Scheduled Tribe under the Scheduled Tribes Lists (modification)
order 1956* read with the Mumbai Re-organization Act,1960 and the Punjab Re-
organization Act,1956.
the Constitution (Jammu & Kashmir) Scheduled Castes Order 1956 *
the Constitution (Andaman & Nicobar Islands) Scheduled tribes Order 1956 *
the Constitution (Dadra & Nagar Haveli ) Scheduled Castes order 1962*
the Constitution (Pondicherry) Scheduled Castes Order 1964*
the Constitution (Scheduled Tribes)(Uttar Pradesh) Order 1967*
the Constitution ( Nagaland) Scheduled Tribes Order 1970 *
Place ______________________ Signature_________________
Date:________________________ Designation:________________
(with seal of Office)
State/Union Territory**
Please delete the words which are not applicable.

Annexure-VIII
AFFIDAVIT
(On a non-judicial stamp paper value Rs:100/-)
I/We______________________________________ S/O________________________ resident of ________________________

do hereby solemnly affirm and declare as under:
1. That I/We are the Owners of Truck No/s_________________________ bearing engine

No:________________________________ Chassis No:________________________ Make &
Model_____________________________
2. That I/We have attached/shall keep attached the above mentioned truck/s with
M/s_________________________________ under operation with Hindustan Petroleum Corporation
Limited till validity of the contract awarded to M/s_________________________
DEPONENT
Verified the contents of the above affidavit are true and correct to the best of my knowledge
and belief. No part of it is false and nothing has been concealed therein.
Verified at __________________________on _____________________________
Notary Public :

Annexure-X
UNDERTAKING VTS
(On Stamp paper of Rs 100)
I/We, ________________________________________________, aged about __ years, residing at/having

my/our office at ___________________________________, do hereby solemnly affirm and state as under:-
1. I/We have perused Tender No. ______________dated _______ for Road Transportation of
____________________ floated by Hindustan Petroleum Corporation Limited Ex-______________.
2. One of the conditions in the Tender is with regard to installation/ provision of Vehicle
Tracking System (VTS).
3. It is also one of the conditions that a sum of Rs. 250/- per month per truck or on actuals
towards the cost of monthly service charge & actual cost (approx. Rs 10000-15000/- ) per
truck towards Initial cost of provision of VTS, shall be recovered from the successful
Tenderer who may be awarded with the contract, from their monthly PCB payments in
terms of Clause 37 of the General Terms and conditions forming part of the above Tender.
4. Therefore, in pursuance of the above, I/we hereby undertake to the corporation that I/we
have no objection for the Corporation recovering an amount of Rs.250/- (Or on actuals) as
mentioned in Clause 37 of the General Terms and Conditions forming part of the Tender,
through deduction from my/our monthly bills, upon being awarded the contract, The
monthly charges are applicable for deduction from the month of VTS installation or
mandatorily from 4th month onwards in case the delay in installation is beyond 3 months of
award of contract irrespective of when the VTS system is installed. I/We shall not raise any
objection whatsoever in this regard.
5. I/we also hereby undertake to the corporation that I/we have no objection for the
Corporation recovering an amount towards the actual initial cost of provision of VTS from
my/our monthly bills, upon being awarded the contract, as & when the system is installed.
6. If after installation of VTS it is found that the equipment is deliberately damaged by the
Truck driver, new equipment will be installed by HPCL at the penal cost of Rs 2000/- in
addition to the actual cost of VTS.
7. I am also aware that Decision of HPCL Plant manager will be final and binding to us.
8. That this undertaking is being given by me/us to the Corporation as per terms and
conditions of the above Tender.--------------------------
(SIGNATURE)
Place : _________________

Annexure-XI
UNDERTAKING (WITHDRAWAL OF TRUCKS

(on a non-judicial stamp paper of Rs.100/-)
We solemnly affirm and declare as under :
1. That the fleet offered under the Tender No: -HD-10157 to M/s Hindustan Petroleum
Corporation Ltd., has not been withdrawn from any other contract with any Oil Company or
any other Bottling Plant of M/s Hindustan Petroleum Corporation Ltd.,
2. That the vehicle/s under reference is/are not attached with any other LPG
plant/Transporter/Distributor/Contractor and have not been withdrawn without their
written prior consent. (Applicable from the date of the contract)
3. That the subject vehicle/s is/are not involved in any legal litigation other than routine cases
of road accidents or any violation of Motor Vehicle Act.
4. That we have not been blacklisted by any Oil Company so far.
5. That at the sole discretion of the Corporation the number of trucks offered/accepted by the
Corporation can be increased or decreased as per the requirement of the plant.
We further confirm that in case any of the information noted above is found to be incorrect,
we will be liable for any action under the terms of the tender/contract including termination
of the contract and forfeiture of the Earnest Money/Security Deposit.
We also undertake that should there by any action against Corporation resulting in damages
of whatsover nature to the Corporation on account of award of Contract in our favour on the
basis of misrepresentation, we shall keep the Corporation completely indemnified against
all the losses/damages, litigations, court actions etc.,
Signature & Seal of the Tenderer.


Annexure-XII
DETAILS OF RELATIONSHIP WITH CORPORATION’S DIRECTOR ETC.
Vendor should furnish following details in the appropriate part based on their organizational structure.
Organizational Structure Part of the form applicable
Sole Trader Part-A
Partnership Part-B
Company Private/ Public Ltd. Part-C
PART-A
(APPLICABLE WHERE TENDERER IS SOLE PROPRIETOR)

1. Name of Vendor
2. Office Address Residence Address
3. State whether Vendor is related to any Director/(s) Yes/No*

of the Corporation.
4. If ‘Yes’ to 3, state the name of Corporation’s Director

and Vendor’s relationship with him/her.
 Strike out whichever is not applicable.

PLACE :
DATE :

PART-B
(APPLICABLE WHERE THE TENDERER IS A PARTNERSHIP FIRM)
1. Name of the Partnership firm responding to the Tender
2.
Address
3. Name of Partners
State whether any of the partners is a Director of the

4. Corporation. Yes/No*
5. If ‘Yes’ to 4 state the name(s) of Corporation’s Directors.
State whether any of the partners is related to any of the

6. Director(s) of the Corporation. Yes/No*
7. If ‘Yes’ to 6, state the name(s) of Corporation’s Director

and the concerned partner’s relationship with him/her.
PLACE :
DATE :

PART-C
(APPLICABLE WHERE THE TENDERER IS
A LIMITED / PRIVATE LTD.CO/ CO. OPEARTIVE SOCIETY )
1. Name of the Company responding to the Tender
2. Address of :
a) Registered Office:
b) Principal Office:
3. State whether the Company is a Pvt. Ltd. Co. or Public

Ltd., Co. or Co- operative Society
4. Names of Directors of the Company

5. State whether any of the Directors of the Tenderers Yes/No *
Company is a Director of Corporation.
6. If ‘Yes’ to (5) state the name(s) of Corporation’s Directors
7. State whether any of the Director of the Tenderer Company

is related to any of the Director’s of the Corporation.
8. If ‘Yes’ to (7) state the name(s) of Corporation’s Director

and the concerned Director’s (of the Tenderer Co.)
relationship with him/her.

PLACE :
DATE :

LIST OF RELATIVES
A. Person shall be deemed to be relative of another, if and only if.
(a) He / She / They are members of Hindu Undivided Family or

(b) He / She / They are Husband and Wife or
(c) The one is related to the other in the manner indicated below :
1. Father
2. Mother (including Step-mother)
3. Son (including Step-son)
4. Son's Wife
5. Daughter (including Step-daughter)
6. Father's Father
7. Father's Mother
8. Mother's Father
9. Mother's Mother
10. Son's Son
11. Son's Son's Wife
12. Son's Daughter
13. Son's Daughter's Husband
14. Daughter's Husband
15. Daughter's Son
16. Daughter's Son's Wife
17. Daughter's Daughter
18. Daughter's Daughter's Husband
19. Brother (including Step-Brother)
20. Brother's Wife
21. Sister (including Step-Sister)
22. Sister's Husband

Annexure-XIV
Schedule – A : Formula for working out Escalation/ De-Escalation in transportation rates on

account of increase/decrease in Retail Selling Price of HSD
Increase/ decrease in the transportation rate in Rs/cyl/Km is given by the Formula =

Increase/decrease in Freight rate (in Rs/MT) = Increase/decrease in HSD rate (in Rs)
QXM
For the tank Truck Truck, Q is taken as 11 MT and M as 4 Km/litre
Rate escalation/de-escalation due to increase/decrease in HSD shall be effected fortnightly and
increase/decrease in rates works out as per following formula :-
Formula for working out Escalation at the beginning of 4th&5th year of the contract:
After completion of 3rd year, escalation in rates of 3.5% for 4th Year and 3.5% for 5th Year on the
non-fuel component of the rate (the finalized rate less the corresponding HSD component) of the
finalized rate shall be considered.)
Formula for working out Escalation at the beginning of 4th& 5th year of the contract:
Assumptions:
Let the Transportation Rate at the end of 3rd year of the contract be R in Rs./MT/RTKM
Let H be the Retail Selling Price of HSD in Rs./Litre at the end of the 3rd year of the contract.
The Fuel component F, is given by:
F = H ÷ (4.0) ÷ (7) in Rs/MT/RTKM for 7MT trucks plain road
F = H ÷ (3.5) ÷ (12) in Rs/MT/RTKM for 12MT trucks
The Non-Fuel Component N, is given by: N = (R - F)
The increment of 3.5 % is applied to N, which becomes Nr, given by:

Nr = (1.035)* N
The Revised Rate would be: (R + Nr)
Illustration:
Let the Transportation Rate, R at the end of the 3rd year of the contract be 2.50 Rs/MT/RTKM for
12MT capacity truck ( Say Y)
Let the Retail Selling Price of HSD, H, be Rs. 64 per Litre
The Fuel component in the above rate F is Rs.(64/3.0) /RTKM or Rs----/MT/RTKM ( for 12MT TT)
( say X)

The Non fuel component N = Y – X = Rs.-------/MT/RTKM ( Say Z)

Applying the increment of 3.50 % on Z ( Rs.----/MT/RTKM, we have:
Nr = 0.035 x Z = Rs. ----/MT/RTKM ( Say Z1)
The Revised rate for the 4th year would be: Y + Z1 = Rs ----/MT/RTKM
NOTE: Similar escalation will be applied to the existing rates at the beginning of 5th year

Annexure-XV
(SPECIMEN)
COMPOSITE BANK GUARANTEE FOR MOBILISATION ADVANCE, SECURITY DEPOSIT /
RETENTION MONEY/ PERFORMANCE GUARANTEE
(On Non-Judicial stamp paper of appropriate value)
TO : Hindustan Petroleum Corporation Limited (Address as applicable)
IN CONSIDERATION OF 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) having placed an order on Messers
............................ a partnership firm/sole proprietor business/a company registered under the
Companies Act, 1956 having its office at .............. (hereinafter called "the supplier" (which expression
shall include executors, administrators and assigns) vide order No.......................dated..............
(hereinafter called "the order" which expression shall include any amendments/alterations to "the
order" issued by "the Corporation") for the supply of goods to/execution of services for "the
Corporation" and "the Corporation" having agreed :
a) not to insist upon immediate payment of Security deposit for the fulfilment and performance of
the said order
b) to pay "the supplier" as and by way of advance upto a sum of Rupees__________ (Rupees
_____________________________ only) being ____% of the value of "the order";
c) that "the supplier" shall furnish a security for the performance of "the supplier's" obligations
and/or discharge of "the supplier's" liability in connection with the said "order"; and "the
Corporation" having agreed with "the supplier" to accept a composite Bank Guarantee for the
mobilisation advance, security deposit, retention money and performance guarantee.
We, .................................................... Bank having office at ............................................ (hereinafter referred to as
"the Bank" which expression shall include its successors and assigns) at the request and on behalf
of "the supplier" hereby 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
fulfilment or for any breach on the part of "the supplier" of any of the terms and conditions of the
said "order".
2. We, ............................. Bank further agree that "the Corporation" shall be sole judge whether the said
"Supplier" has failed to perform or fulfil 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 advance and security deposit performance
guarantee/Retention Money @ of ____% valid till the end of the defects liability period as per the
terms of the P.O. No. _______________ dated ______________ and that in proportion with the recovery of
advance @ ______% per bill the same amount/value automatically stands credited to the defects
liability account/security deposit or retention money as the case may be and will continue to be
credited/treated till the entire advance of Rs._______________________ is fully recovered from the
running bills and from the date of full recovery of the advance of Rs.__________________ this guarantee
automatically, shall stand valid towards the ____% retention money/defects liability, fully valid in all
respects unto a further period of six months, as per the Purchase Order of "the Corporation".
6. Notwithstanding 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 30 days from the date of expiry of this guarantee .
7. We, ........................................ Bank further undertake not to revoke this guarantee during its currency
except with the previous consent of "the Corporation" in writing.
8. We, ......................................... Bank lastly agree that "the Bank"'s liability under this guarantee shall not
be affected by any change in the constitution of "the Supplier".

9. "The Bank" has power to issue this guarantee in favour of "the Corporation" in terms of the
documents and/or the Agreement/Contract or MOU entered into between "the Supplier" and "the
Bank" in this regard.
IN WITNESS WHEREOF the Bank has executed this document on this ............................. day of
........................... For ........................ Bank
(by its constituted attorney)
(Signature of a person authorised

to sign on behalf of "the Bank")*

Annexure-XVII
AUTHORISATION LETTER (on Letter Head)
Reference Tender No: 17000 -HD-10157 for Transportation of ____________________ ex-

_______________________ LPG Plant, we hereby authorize Shri _______________________, to attend the
negotiation meetings and to sign and submit the counter offers. The counter offer rates
submitted by my authorized representative are acceptable to me. Signature and photo of
Shri______________ are attested hereunder :
We undertake to own all the actions by the below-authorized person and keep the Corporation
completely indemnified in any respect thereof.
Signature of authorized representative :
Photograph of authorized representative :

(To be signed across, by the Tenderer)
Date : Signature & Seal of the Tenderer
Place :

Annexure-XVIII
(Notarised Power of Attorney On applicable Stamp paper)
GENERAL IRREVOCABLE POWER OF ATTORNEY
We, the undersigned (1) Shri ________________ (2) Shri ________________ (3) Shri _____________ all
residing at __________ the Partners/Directors of M/s _______________ having its registered office at
______________________ do hereby nominate, authorize and appoint Shri _____________ & Shri
_________________ who are our Partners/Directors in the firm to act as attorneys of our firm M/s
________________ with full power and authority to exercise the following powers or any of them
on our behalf and on behalf of our firm :
i) To sign, seal, execute, perfect and/or complete the tender document of transportation of
petroleum products and also other relevant documents required by M/s ________________
Corporation Ltd. (hereinafter called The Company) in respect thereof.
ii) To negotiate, enter into correspondence with the Company and do all and everything
necessary suitable or proper with regard to the said tender for transportation of
petroleum products.
iii) To sign, seal, execute, perfect and/or complete Transport Contract Agreement and all
and/or any other document, Indemnity Bond etc. Required by the Company in connection
with the said Transport Contract Agreement.
iv) To do all acts, deeds, as may be necessary for and incidental to the execution of proper
performance of the said transport contract agreement with HPC.
We, the said partner(s) do hereby agree to allow verify and confirm all and whatsoever the
said Shri __________________, and Shri____________________ shall or may do or cause to be done in or
about the said tender and the Transport Contract Agreement, the execution and proper
performance thereof by virtue of these presents.
This Power of Attorney shall remain irrevocable till the validity period of our quotation/
Transport Contract Agreement / or refund of our Security Deposit whichever is later.
In witness whereof, we have hereunto set and subscribed our hands at ____________ this
_________ day of ____________ Two thousand two ______________.
Signatures :
Signed, Sealed and delivered by 1) Shri___________________
the within named partners/ 2) Shri___________________
Directors of M/S _____________ 3) Shri___________________
Before me.
Notary public
(Notary's Stamp)

Annexure XIX
DANGEROUS PETROLEUM REGULATION OF TRUCKS
1. The trucks to be engaged for transportation of cylinders should strictly confirm to the
regulations stipulated in the Petroleum Act - 1976, any amendment or re-enactment thereof
from time to time under rules and order(s) framed thereunder.
2. The trucks engaged for transportation of LPG cylinders should also conform to the following
requirements.
a. There shall be no sharp projection on the platform and sides of the lorry.
b. The exhaust from the engine should be under the driver cabin i.e. routed to the front and
exhaust pipe should be fitted with an ISI approved spark arrestor
c. The cabin of the vehicle shall he of all metal construction and its rear window, if provided,
shall be fully covered with wired glass. The cabin and the engine shall be separated from the
load by a fire resisting shield whose dimension shall fully cover the cabin end of the load.
d. The truck should be fitted with a double pole wiring system with the "Master Switch" in the
driver's cabin.
e. The fuel tank of every vehicle if installed behind the cabin of the vehicle /fire screen shall
be:
i) so designed, constructed and installed so as to prevent no unusual hazard, shall be
arranged so as to permit drainage without removal from the mounting and,
ii) protected against blows by stout steel guards.
f. The trucks should be fitted with the fixed body of adequate height so that the cylinders are
not stacked beyond the side support of the body.
g. The trucks must carry 2 nos 9 Kg DCP type fire extinguisher.
h. The voltage of the electric circuit should not exceed 24 volts.
i. Electrical Wiring shall:
i. be heavily insulated and be adequate for maximum load to be carried.
ii. be provided with suitable over current protection in the form of fuses or automatic
circuit breakers and also with master switch to cut off the current supply in an
emergency.

ANNEXURE XXI
LETTER OF UNDERTAKING FOR IT DEDUCTION
I/We, M/s________________________________ hereby authorize M/s Hindustan Petroleum

Corporation Ltd., to deduct Income Tax charges leviable (if any) on transportation charges
payable to us and remit the same to the appropriate Income tax Authorities.
___________________________________
Signature of the Tenderer with Rubber stamp
Full Name :
Address :
Tel.No:

Annexure XXIII
DECLARATION (For Blacklisting / Holiday list)
(To be submitted along with un-priced / Technical bid)
We M/s_________________________________________________ hereby declare/ clarify that we have not

been banned or delisted or blacklisted or put on holiday list by any government or quasi
Government agencies or PSUs.
We M/S _________________________________________________ hereby further declare/ clarify that none of the

TT offered by us in this tender have not been banned ordelisted or blacklisted or put on holiday list
by any government or quasi Government agencies or PSUs.
NOTE: If a bidder or the trucks offered has been banned or delisted or blacklisted or put on
holiday list by any Government or Quasi Government Agencies or Public Sector Undertakings, the
fact must be clearly stated with details. If this declaration is not given along with unpriced bid, the
tender will be rejected as non-responsive. False declarations if proved shall be treated at par with
non-responsive bids. False declaration shall also make bidder face actions by HPCL like putting on
Holiday listing / black listing as deemed fit. No further correspondence on this at latter stage shall
be entertained.
Signature___________________
Name of Person signing___________________
Tenderer's Name and address with seal___________________
** End of Document ***
TRANSPORTATION CONTRACT AGREEMENT
FOR MOVEMENT OF BULK LPG BY ROAD
TENDER NO. EZ-LPG/09-10/006
This agreement made this _____ day of ___________________ Two Thousand and Nineteen
between HINDUSTAN PETROLEUM CORPORATION LTD., Company incorporated
under the Indian Companies Act, 1956, and having its Registered Office at-----------------------
-------------------------------------------------------- --------------------------------------------------------
-----------------------------------------------, hereinafter called “THE CORPORATION” (which
expression shall unless excluded by or repugnant to the context mean and include its
successors and assigns) of the ONE PART AND ** _________________________, son
/daughter/wife of _____________________________residing at
________________________________ carrying on business as Sole Proprietor under the
name and style of ____________________ and having its office at
____________________________ hereinafter referred to as "THE TRANSPORTER" (which
expression shall unless excluded by or repugnant to the context mean and include his/her
heirs, executors and administrators)
OR
** ______________________, son/daughter/wife of _________________________ residing
at ___________________; _______________________, son/daughter/wife of _________
_________residing at ______________________________ and ____________________
son/daughter/wife of ___________________________ residing at
_________________________________________ carrying on business in co-partnership
under the name and style of ____________ ___________ and having its office at
_____________________________________hereinafter referred to as "THE
TRANSPORTER" (which expression shall unless excluded by or repugnant to the context
mean and include the present members of the said firm or any other member or members of
the said firm inducted with the consent of the company and the legal heirs, executors,
administrators of any deceased partner and)
OR
** ___________________ Limited, a company or co-operative society incorporated under the

applicable laws of India and having its registered office at ___________________________
hereinafter referred to as "THE TRANSPORTER" (which expression shall unless excluded by
or repugnant to the context mean and include its successors) (** Strike out whichever is not
applicable) of the OTHER PART.
WHEREAS the Transporter is desirous of providing tank trucks for transportation of bulk
Auto LPG of the Corporation from the various sources to such destinations as may be advised
by the Corporation to the Transporter from time to time at their sole discretion. AND
WHEREAS the Corporation is agreeable to utilize the tank trucks to be provided by the
Transporter for transportation of bulk Auto LPG of the Corporation on the terms and
conditions contained hereinafter.
NOW THIS AGREEMENT WITNESSETH AND IT IS HEREBY AGREED by and
between the parties hereto as follows:
DEFINITIONS:
In this agreement the following expression shall have the meaning assigned to them:
i) ‘Auto LPG’ shall mean Liquefied Petroleum Gas conforming to IS: 14861-2000.
ii) “TT”, “Truck”, “Tank Truck” shall have the same meaning assigned to them in the Static
and Mobile Pressure Vessels (Unfired) Rules, 1981, and so licensed by Chief Controller of
Explosives / Petroleum & Explosives Safety Organisation (PESO), Government of India.
iii) ‘Rules’ shall mean the Static and Mobile Pressure Vessels (Unfired) Rules, 1981, and all
amendments thereto:.
iv) ‘Base’ shall mean any land or other premises where the Auto LPG is loaded / unloaded
into / from Tank Trucks.
v) “CCE”, “CCOE” means the Chief Controller of Explosives, Government of India.
vi) "HPC", "HPCL", "Corporation" means in the appropriate context Hindustan Petroleum
Corporation Limited, a Company registered under Companies Act, 1956 and having its
registered office at 17, Jamshedji Tata Road, Mumbai-400020 and it includes its successors
and assigns.
1. The Transporter hereby agrees to provide as and when required by the Corporation, ____
number of tank trucks, detailed particulars whereof are given in the Annexure hereto annexed
and marked Annexure I and being treated as a part of this Agreement, to the Corporation
within 30 days or such extended period as may be permitted by the Corporation at its sole
discretion from the date of issuance of the letter accepting the rate offered by the Transporter
for utilization of the same for transportation of bulk Auto LPG by road as may be directed by
HPCL from any source to any bottling plant and the Corporation agrees to take such tank
trucks for utilization of the same on the terms and conditions contained hereinafter.
2. The tank trucks to be provided by the Transporter should be owned by or attached to him
and should be fit to transport bulk Auto LPG by road.
3. The Transporter will ensure that:

(a) Trucks expected to be inducted for movements should not be more than 12 years old as on the
closing date of the tender. In case sufficient number of such tank trucks are not received, Corporation
may either request the Transporter for replacement of the offered trucks to meet the requirement or
take suitable measures to meet such requirement.
(b) Tank trucks provided are sound and conform to the Motor Vehicles Act, in excellent and
efficient working conditions without worn out tyres, having fitness certificate from local State
Transport Officer valid at all times during the entire contract.
(c) the tank trucks provided, complete with all fittings, shall conform to the Rules pertaining
to the transportation of the LPG under Static and Mobile Pressure Vessels (unfired) Rules
1981 and all amendments thereto, specifications as laid down by the concerned Statutory
Authority, OISD. The pressure vessel should be designed, constructed and tested in
accordance with the Indian Standards IS: 2825/BS 5580 as amended from time to time. The
tank trucks should also comply with the requirement of the Motor Vehicle Act 1988 and the
Central Motor Vehicle Rules 1989 and requirement as per Public Liability Insurance Act and
2
amendments thereto issued from time to time and/or any applicable Act/Rules or any
amendment or re-enactment thereof from time-to-time.
(d) minimum 5 mm thick guard plate is provided for valve box cover with sealing
arrangement in order to protect the valve/fittings from impact.
(e) Successful tenderers may be asked by the Corporations to provide tracking device to
monitor the movement of their Bulk T/Ts.
(f) the spark arrestor and fire extinguisher of the tank trucks are checked on a monthly basis
and to ensure that the same are in perfect working condition. The spark arrestor should be
welded to the exhaust pipe. Road Tankers meant for delivery of Auto LPG to Auto LPG
stations shall be fitted with internal type excess flow check valves (EFCV) in the
discharge lines. Existing tankers provided with external EFCV shall be replaced by such
internal type EFCV.
(g) no change in the ownership of the tank trucks owned by / attached to the transporter, as
mentioned in the Annexure marked Annexure I hereto and/or the arrangement on which the
tank trucks are attached, take place during the pendency of the contract without obtaining
prior written consent from the Corporation as given in clause no. 20 of this agreement.
(h) the auto LPG is delivered at the destination promptly within the prescribed delivery
periods as may be intimated by the Corporation from time to time.
(i) the crew comply with all the requirements of the Motor Vehicles Act and the said crew are
given proper training on fire fighting and that they wear Personal Protective Equipments like
Hard hats and safety shoes etc. to avoid any accidental injuries to themselves while inside the
Refinery / loading sources / Plant premises and observe all safe practices as per the
instructions given by IOCL/BPCL/HPCL from time to time.
(j) all necessary route permits for plying the vehicles within the state or inter-state routes, if
required, for the transportation of LPG are obtained at their own cost and are available with
the tank trucks at all times.
(k) payment of applicable octroi charges, as may be payable en route are paid at the first
instance and the duly receipted original receipts towards the Octroi Charges are submitted to
the Corporation for getting reimbursement of the same, if applicable.
(l) tank trucks are not unauthorisedly parked within Refinery / loading source /Bottling Plant
premises , and no truck shall be left unattended at any point of time.
(m) Insurance Cover is obtained from any Insurance Company recognized under Central
Motor Vehicles Act for each tank truck AND shall keep the policy in force at all times to
cover all risks of every nature whatsoever to the cargo and the vehicle including loss of life,
disablement, injuries, damage to, or loss of cargo, third party claims, accidents caused due to
fire, riot or due to any other reason whatsoever, loss on account of theft and natural
calamities. The Transporter/s shall produce original insurance policy and proof of
payment of all insurance premia and charges in respect thereof for the verification of the
Corporation as and when demanded by the Corporation AND shall renew all such insurance
cover at least seven days before the expiry thereof. AND should the Transporter fail to insure
the Tank Truck/s and the cargo to the satisfaction of the Corporation/s as described herein, the
Corporation/s shall be entitled to refuse to load, or utilize such Tank Truck/s.
(n) no child or bonded labour is engaged for handling the work in connection with this
contract or contravene any of the Government Rules and Regulations in this regard.
(o) no person in the vehicle smokes and no fire or ignition takes place in the vicinity of the
vehicle.
3
(p) no other goods are carried in the vehicle either in loaded or empty condition.
(q) the tank truck does not carry any person in cabin other than the authorized crew of the
Transporter . Apart from the driver(s), the tank truck should compulsorily have a helper /
cleaner at any time.
4. It shall be the sole responsibility of the Transporter/s to ensure that the driver, helper and
the other persons engaged for operating and maintaining the tank truck/s
i) have the necessary qualification as laid down in the rules under the Central Motor Vehicles
Act currently in force and any subsequent amendments thereto.
ii) are educated about the safety risks and restrictions especially those stipulated in the Static
& Mobile Pressure Vessels (Unfired) Rules 1981,
iii) observe the safety precautions advised by the Corporation .
iv) are provided standard safety gear ( hard hats / safety shoes etc. ) at the Transporter / s cost.
v) abide by the Corporation’s instructions in respect of routes and halting places,
vi) do not smoke or light a flame while driving the tank truck/s or while they are in or about
the tank truck/s or while they are in, or about or on, any premises of the Corporations or any
other premises where loading or unloading of LPG/Auto LPG is done and observe all other
rules relating to safety precautions which may be imposed by the Corporations.
5. The Transporter will ensure that:
a) no repairs , additions or alterations to any pressure vessel (Auto LPG Bullet) is carried out
unless the proposed repairs, additions or alterations and their method of execution have been
approved in advance and in writing by CCE. After approval, such repair shall be carried out in
the manner and by practices permissible under code IS – 2825 / BS 5500.
b) complete record of repairs, additions or alterations are maintained and made available to
CCE, and his permission is obtained before re-commissioning of pressure vessel.
c) mechanical repairs are undertaken at a safe place, with the crew in attendance.
d) all fittings are maintained in complete and good condition.
e) Contracted Oil Companies’ specified Logo, Safety Instructions and painting scheme etc.
are painted/ pasted/ stenciled on the body of the tank truck/s as directed by the respective
Contracted Corporation from time to time, including Notices regarding Classification of
Cargo in accordance with the Central Motor Vehicle Act, 1988, and all amendments thereto.
f) the crew of the tank truck/s carry the Transport Emergency Card and any other specified
references issued by the Corporation, at all times.
g) all tank truck/s carry the safety kit as directed by CCE.
h) the Corporation’s instructions are complied on engaging crew certified by the Corporation/
AND to arrange for certifications / revalidation as directed by the Corporation/s.
i) the crew are nominated for safety training organized by Oil Industry or any Agency
approved by State Government as and when such nominations are made by the Corporation,
AND the Transporter shall bear all expenses on this account
j) the tank truck/s are always and exclusively driven by a person appropriately qualified and
licensed under the Motor Vehicle Act and accompanied by a “helper”.
k) the crew of the tank trucks are not changed frequently.
l) the Transporter abides by all the Safety, Health and Environment related norms as in force
during the period of contract. In case of violation of any of the above norms by the
Transporter, penal action shall be taken as per the attached Transport Discipline Guidelines.
4
6. Officers of the Corporation will have the right to inspect the tank truck/s at their discretion.
If any deficiencies vis-à-vis prevailing Standards / Statutory Rules are noticed or the tank
truck/s are found without due maintenance, the Corporation shall have the right to suspend
operation of such tank truck/s till such time as mentioned in the Industry Bulk LPG Transport
Discipline Guidelines (Annexure III).
7. The Transporter/s shall ensure that before filling Auto LPG into any newly manufactured
Pressure Vessel or any used Pressure Vessel, which had been made gas-free, the air contained
therein has been replaced by LPG vapor.
8. Wherever the Corporations’ have provided the degassing and purging facilities or will
provide facilities during the currency of this contract, it will be obligatory for the
Transporter/s to get their tank trucks degassed and purged at such Corporations’ operated
facility (either loading base or unloading base at which the tank trucks are operating). The
Transporters’ will be bound to pay the charges for such services rendered as fixed by the
Corporations’ from time to time during the currency of the contract The Transporter/s are also
allowed to purge and de-gas their tank trucks through competent parties duly approved by
CCOE for degassing /purging and the certificate issued by such parties will be accepted by the
Corporation. The trucks reporting with these certificates will be checked by the Corporation
to ensure that the trucks are actually purged with LPG prior to loading. In case it is found that
the degassing and purging done is not proper, it will be re-done at the Corporations facility at
the Transporter’s cost.
9. The Corporation at their discretion may utilize the trucks offered for a particular loading
base to any other base for transportation of the product there from and in such event the rates
contracted for similar movement from that base or the nearest base would be applicable
10. For rendering the services to the Corporation under this Agreement :
(a) (i) the Transporter will be entitled to transportation charge at the rate as will be finalized in
the tender.
(ii) the above transportation charge will be paid on the consigned quantity OR the received
quantity whichever is less.
(iii) Transportation charge payable would be made after deduction of applicable statutory
Taxes/ charges.
(iv) For compliance of service tax rules, goods consignment note has to be produced at
Loading/ Unloading location at the time of loading/ unloading.
(v) The transport charges payable under this Agreement are based on the shortest route
approved by the Corporation on round trip basis (called RTKM). A list of current RTKMs
applicable to loading bases/Bottling Plants where subject tank trucks are based are available
with concerned loading bases/ Bottling Plant. In the event the distance for a particular RTD (
Round Trip Distance) gets reduced / increased, it shall be the responsibility of the Transporter
to bring the same to the notice of the Corporation, in writing, forthwith. On receipt of this
information the Corporation shall re-verify the RTD and communicate the new approved
route and RTD to the Transporter. The date of such first written intimation to the Corporation
by any of the Transporter shall be the basis for reduction / increase in RTD. In case of failure
of the transporter to give such intimation to the Corporation, the date mentioned in the written
5
communication issued by the concerned local Govt. Authorities / the Corporation shall be
binding on the transporters and the Corporation for the purpose of revision of RTD payable/
recoverable on account of such revision. The date of intimation by the transporter or the
effective date mentioned in the written communication of the Government/ Corporation,
whichever is earlier, shall be the date from which the increase/ decrease in RTD to be made
effective.
(vi) The above rates are inclusive of all taxes, including goods tax/ hill tax/ Behti tax /bridge
tax/toll tax etc but exclusive of octroi on the Corporation’s product. However, New Toll tax ,
if levied in future after the closing date of the tender, will be reimbursed subject to production
of original receipt of Toll tax paid along with transportation bills for utilization of such
highways on or after signing of Agreement for the contracted TT for delivering the
Corporations product
(vii) The Transporter(s) shall submit bills to the Corporation in accordance with this
Agreement and at the approved rates specified herein in such a format and in such a manner
and at such intervals as shall be directed by the Corporation from time to time and payment of
such bills will be effected by the Corporation within 30 days from the date of submission of
the bill
(viii) In case submission of bill is delayed, the Transporter/s are required to explain the delay
to the satisfaction of the Corporation.
(ix) notwithstanding anything contained in paragraph
10 (a)(viii)above, the Corporation may at its sole discretion, effect payment of the amount due
to the Transporter(s) in accordance with this agreement and rates specified in the schedule and
furnish necessary details to the Transporter(s) along with such payment.
(b) A penalty of Rs. 100/- shall be levied for every duplicate document asked for by the
Transporter for originals lost by them.
(c) The rate finalized in the tender will increase or decrease in the event of any variation in
price of High Speed Diesel of the Corporation prevailing in Kolkata, subsequent to the
closing date of the tender.
(d) The escalation / de-escalation shall be calculated on the presumption that :
(i) Tank truck will run with HSD consumption @ 3.3 KM per litre
(ii) Notional capacity of the tank truck will be 11 MT
(e) Rate escalation/de-escalation due to increase/decrease in HSD shall be applicable as per
increase/ decrease in RSP (Retail Selling Price) of HSD, which will be the weighted average of
RSPs of HSD during previous month, and the new transportation rates arrived on 01st of the
month shall be applicable for the succeeding monthas & when the increase/decrease in rates
works out as One paisa or more per kilometer per metric tonne.
11. (a) The Transporters shall make available all the tank trucks agreed to be provided at the
locations assigned by the Contracting Corporation on a sustained basis.
b) In case the Transporter(s) fails to provide tank trucks, as agreed, for any reason
whatsoever, the Corporation at its sole discretion will be entitled to make alternative
arrangements for transportation of bulk LPG and debit the Transporter with the additional cost
incurred by the Corporation due to the failure on the part of the Transporter; This right of the
Corporation is without prejudice to any other right, the Corporation is having under this
agreement or in law.
6
c) Under no circumstances the Transporter shall keep any of the contracted tank truck out of
operation for a continuous period of more than 15 days in a month unless otherwise permitted
in writing by the Corporation. Should the Corporation require a replacement for this period,
the Transporter should arrange the same immediately.
12. If any of the tank trucks under the contract is completely destroyed in a fire a accident or
due to causes other than fire resulting in total loss of Chassis and bullet or if the Transporter
desires to replace the tank truck, the Transporter will have to offer tank trucks acceptable to
the Corporation in replacement thereof for the remaining period of the contract, including the
extended period. In such case, replacement will be on the following basis: -
(a) Replacement of Prime mover / Chassis would be permitted with equal or
higher(subsequent year) model.
(b) The replacement would be on a tonne to tonne basis for the same transporter.
(c) An undertaking would be given by the Transporter stating that the replaced tank truck
would not be offered to Oil Industry again. The above conditions are subject to periodic
revision depending on circumstances and decision of the Corporation shall be final and
binding on the Transporter.
13. (a) Save and except transportation charges payable by the Corporation to the Transporter,
the Transporter or his/their employees will not be entitled to get any facilities such as office
accommodation, canteen, tea, toilet, telephone, etc.
(b) The Transporter(s) shall bear and pay the entire operational costs of tank trucks for
transportation of the product, which shall include, inter alia, the following :
(i) Salary and other emoluments for the crew and labour used, and such other allowances or
benefits as per the law in force or the
contract between the Transporter and his employees.
(ii) Cost of fuels and lubricating oil required for the operation of
the tank trucks.
(iii) Maintenance and repair cost of the tank trucks.
(iv) Licences, permits, road tax, toll tax etc.
(v) Insurance.
(vi) Any other expenditure for providing the service.
(c) It shall be the responsibility of the Transporter(s) to keep filled or empty tank truck(s)
under his/her/their safe custody after the working hours of the loading source / Bottling Plant.
The Corporation does not take any responsibility to keep the Transporter(s) tank trucks,
loaded or empty, in its premises if the tank trucks arrive at the loading source /
Bottling Plant beyond the regular working hours and on holidays.
14. The Transporter(s) shall be solely responsible for the safe custody of the products once
these are handed over to them.
15. For any shortages of bulk LPG, the recovery will be made for the entire shortage, at the
rate of prevailing bulk LPG rate of Auto LPG use/ non domestic use, whichever is higher.
However, the Corporation agrees to normally ignore any shortage up to a maximum of 100
KG per trip between the loading point and unloading point irrespective of the tank truck
7
capacity. “Prevailing rate” means the rate prevailing on the date of dispatch of the cargo from
the loading base.
16. The schedule of dispatches shall be decided at the Corporation's Refinery/ loading sources
/ Bottling Plants and the Corporation does not give any guarantee for utilization of any tank
trucks either for:
(a) Minimum number of days per month
(b) Minimum mileage for each tank truck
(c) Route in which the tank truck will be utilized
Further the Transporter/ s shall not be entitled to utilize the tank truck/ s offered to the
Corporation for any other purpose save the purposes hereof even though the same are not
being utilized by the Corporation provided, however in the event the tank truck/ s are not
being utilized by the Corporation, then in such event, the Transporter/ s may, if desired, make
an application to the Corporation for permission to use the tank truck/ s for some other
purpose other than the purposes hereof and upon receipt of such an application the
Corporation may grant such permission conditionally or unconditionally or refuse the same
without disclosing any reason.
17. (a) The Transporter(s) shall undertake the movement of the product entrusted to him/her
by the Corporation without transshipping.
(b) if transshipment is inevitable, the Transporter(s) shall take permission from the
Corporation in writing beforehand and ensure that adequate care and precaution is taken to
ensure safe handling of the product into approved tank truck. This operation would be entirely
at the risk and cost of the Transporter
(c) The Corporation will pay no additional charges for this transshipment.
18. (a) Prior to the execution of this Agreement the Transporter will furnish a security deposit
of Rs. 75,000/- per tank truck subject to a maximum of Rs. 4,50,000/- ( Rs Four Lakhs Fifty
thousand only) per contract on any scheduled bank in favour of Contracting Corporation
payable at Kolkata in the form of an irrevocable Bank Guarantee in prescribed format
provided in the tender.
(b) The aforesaid security deposit will be adjusted against any claim of the Corporation
against the Transporter.
(c) In case the tank truck/s offered by the Transporter under this Contract are withdrawn
without the prior consent of the Corporation, during the pendency of this contract and
replacement tank trucks are not provided within 15 days of withdrawal, Security deposit @
Rs.75,000/- per each tank truck withdrawn will be forfeited.
19. In case the Transporter desires not to take Carriers Legal Liability Insurance Policy for
the Cargo, the Transporter would be permitted to submit a Security Deposit alongwith
composite Bank Guarantee in the prescribed format provided in the tender, for an amount of
Rs 5,00,000/- (Rs. Five lakhs only) in lieu of the same in the manner as detailed below, and in
that case separate Security Deposit as per clause no. 18 above is not required to be furnished
by the Transporter.
8
(i) The aforesaid security deposit will be adjusted against any claim of the Corporation against
the Transporter.
(ii) In case the tank truck/s offered by the Transporter under this Contract are withdrawn
during the validity of this contract without the consent of the Corporation and replacement
tank trucks are not provided within 15 days of withdrawal, Security deposit @ Rs.75,000/- per
each tank truck withdrawn will be forfeited.
(iii) As and when forfeiture of the Security Deposit in full or in parts as mentioned above
takes place for whatsoever reasons, an equal amount would be replaced by the Transporter in
order to maintain the total amount covered under Security Deposit as Rs.4,50,000/-. Till the
replacement is made as above, Corporation would not be utilising the tank trucks of the
Transporter.
20. The Transporters shall not assign his/their right under this contract or any work entrusted
to him/them to any person whatsoever except with the prior written consent of the
Corporation by producing necessary documentary proof. In genuine cases, the Corporation
may allow transfer/ reconstitution of the transporter as per following guidelines (however, the
decision of the Corporation will be final):
Transfer/reconstitution of firm will not be allowed before signing of the Agreement except
in the case of death of proprietor or partner (s).
After signing the Agreement, in case of partnership firm, if one or more partners wish to
withdraw, remaining partners may be permitted by the Corporation to reconstitute the firm
subject to the remaining partners being acceptable to the Corporation. The existing partner(s)
must retain majority share and the newly inducted partner(s) will not be permitted to have
majority holding. However, incase of proprietorship firm (or incase of
partnership firm where all partners wish to withdraw), the proprietor wish to transfer the firm,
the same may be permitted by the Corporation subject to the transfer is proposed to existing
acceptable transporter (whose transportation rates are less or equal to the transportation rates
of original transporter) only except in the case of death of proprietor or partner (s).
During entire contract period (before, after and during transfer/reconstitution of the firm)
name and style of the transporter will not change.
For transporters belonging to SC/ST category, the incoming partner should also be amongst
SC/ST as the case may be.
The incoming partner(s) has not been convicted for any criminal offence or malpractice.
Reconstitution will not be applicable to transporters, who have been terminated due to
misconduct or any malpractice.
The incoming partners will also be equally responsible for the smooth and efficient
operation of the transportation as per contract conditions.
In case of death of transporter, the firm can be reconstituted in favour of legal heir/(s). If
legal heir(s) express(es) unwillingness to carry on transportation., the firm can be
reconstituted with the remaining partners after obtaining NOC from the legal heir(s).
Transfer/reconstitution of firm may be permitted only after full settlement of dues, if any, of
the Corporation.
21. If at any time during the currency of this agreement the Transporters(s) fails to provide
tank trucks and/or transport the product as provided herein and/or fails to perform the various
other obligations specified in this agreement, the Corporation shall at its sole discretion and
9
without prejudice to any other rights and remedies engage the services of other Agencies to
perform the obligations of the Transporter and transport the products and in such an event the
Transporter(s) undertakes to reimburse the Corporation all the additional expenses incurred by
the Corporation in this connection.
22. Nothing herein contained shall prevent the Corporation from engaging any other
transporter(s) to carryout the transportation work similar to the work entrusted to the
Transporter(s) under this contract.
23. The Corporation shall not be liable to pay any amount towards detention of the tank
trucks either at the Corporation's Bottling Plant or at the loading sources
24. The Corporation will have the right to deduct any amount payable by the Transporter to
the Corporation from any amount payable by the Corporation to the Transporter under this
Agreement.
25. If for any genuine reasons, such as diversion of the road, temporary closure of the road,
the trucks cannot ply through the route based on which RTKM was fixed, the RTKM will be
modified and revised and for such period the Transporter is bound to follow alternative route
approved by the Corporation. The Corporation will be at liberty to ask the Transporter/s to
divert and operate the tank truck/s ex any Loading/ unloading source/s, and the Transporter/s
shall thereupon divert and operate their tank trucks/s ex such other Loading source/s. No
diversion charges shall be paid for empty tank truck diversion. No diversion charges shall be
paid for filled tank truck/s from one destination to another, but freight will be paid on the
actual distance travelled from the actual source of loading to the new destination of unloading
and to the actual distance travelled to the next source of loading.
26. The Transporter(s) shall have a contact office at Kolkata where the tank trucks will have
to be positioned and get the photographs, names and addresses, designations and signatures of
their authorised agents / representatives duly registered in advance with the Corporation.
27. The Transporter(s) and his/her/their men shall abide by the Rules and Regulations when
they are within the Corporation’s premises and will abide by all applicable rules and
regulations for the entire period of the transportation of the Corporation's product to the LPG
Bottling Plant and from the loading sources.
28. The Transporter(s) will indemnify the Corporation against the consequences arising out
of his/her/their workmen’s/servant’s/agent’s default or negligence or violation or non-
adherence to Municipal / State/Central Acts relating to the carriage of goods. Should the
Corporation be held liable for any loss, damage or compensation to any party arising from or
in relation to the transport operation under this agreement such loss, damage or compensation
shall be reimbursed by the Transporter(s) to the Corporation together with the cost incurred
on any legal proceedings pertaining thereto. The Transporter(s) shall whenever required by
the Corporation or Governments official authorized under law, produce for inspection all
forms, registers and other papers required to be maintained under the various statutes.
10
29. (a) The Transporter shall remain at all times liable to the Corporation for any loss or
damage caused to any building, plant machinery or the property of the Corporation due to
careless, negligent, inexperienced act or default of the Transporter, his/their agents,
representative or employees. The Corporation shall be entitled to deduct from the amounts
payable to the Transporter under this Agreement or otherwise the loss or damages so suffered.
(b) The Transporter will be liable for any loss and/or injury to Corporation’s employee due to
careless, negligent, wrongful act or default of the Transporter, his/their representatives or
employees in carrying out the job under this contract.
(c) The Transporter shall also be liable to make good to the Corporation any loss whatsoever
suffered by the Corporation, including but not limiting to the loss arising from:
(i) the confiscation by the Government or local authorities of any quantities of the said
products delivered to the Transporter(s) for transporting and
(ii) loading/unloading or in transit for reasons other than the acts of God, Riots or civil
commotion
(d) Under no circumstances the Corporation shall be liable to compensate the Transporter for
any loss or damage caused to the contracted tank trucks unless such loss or damage has been
caused for any willful or intentional act committed by the Corporation.
30. a) In the event of loss of Auto LPG partially or fully due to leakage or fire during or
because of accident, the recovery for the product loss will be made at the prevailing rate
applicable for domestic sales at the loading source provided FIR has been lodged for the
accident or for the leakage, and due report has been submitted to CCE, and the proof of
acquittal of case from Police and decision on settlement by the concerned Insurance company
have been submitted to the satisfaction of the Corporation. OTHERWISE the Corporation
shall recover the cost of the loss at the basic rate of Rs 50/- per KG or the prevailing rate of
the Corporation applicable for Auto LPG use or non-domestic use whichever is higher at the
loading base. The basis for the calculation of recovery shall be the consigned quantity.
Prevailing rate means the rate prevailing plus applicable taxes on the date of despatch of the
cargo from the loading source.
b) In case of accidents involving tank trucks while in transit or at any other stage, it shall be
the sole responsibility of the Transporters :
i) to intimate the nearest Bottling Plant of the Corporation or of any other Oil Company
establishment, immediately of the occurrence of the accident;
ii) to inform the local Police and District Administration of the occurrence of the accident;
iii) to inform the State/Regional/Zonal Office of the Corporation by telegram/e-mail/SMS and
by telephone of the occurrence of the accident;
iv) to inform CCE, Nagpur / nearest Zonal office of the Explosives Department by telephone
and by telegram/e-mail/SMS of the occurrence of the accident;
c) Should in the event of an accident or otherwise, the Corporation or any other Oil Company
render any assistance to the Transporter/s in evacuating the LPG or in moving the tank truck
to a safe location or in any other manner whatsoever, then the actual expenditure incurred by
the Corporation / Other Oil Company excluding the expenditure on ERV and personal
expenses of the Corporations officials in rendering such assistance shall be reimbursed by the
Transporter/s to the Corporation/Other Oil Company on demand.
d) Should any damage be caused to the pressure vessels / fittings or other parts of the tank
trucks for any reason whatsoever and of any nature whatsoever, the Transporter/s after
11
carrying out the necessary repairs shall obtain a fresh fitness certificate from CCOE or from
any other competent authority nominated by CCOE. The Transporter/s must not
offer such tank trucks for loading unless and until the fresh fitness certificate is submitted to
the Corporation.
31. The Transporter shall comply with all statutory provisions relating his trade/business
/profession including his own employees or employees engaged by transporter and
Corporation shall not be responsible for his omission/commission. Further, the transporter
undertakes to abide by the provision of the Employees’ Provident Funds and Miscellaneous
Provisions Act, 1952 in as much as the “Road Motor Transport Establishments” in the list of
Non –Factory Industries to which the EPF & MP Act has been made applicable, is a class of
establishments notified at item no. (4) of Appendix-I of EPF and MP Act, 1952 and as such
the transporter shall ensure appropriate coverage of the TT Crew under the said Act and keep
the Corporation indemnified for any non-compliance by the transporter.
32. If during the validity of the contract, it comes to the knowledge of the Corporation that the
information given by the Transporter prior to entering into this contract in the tender form is
wrong/ forged/fictitious or any material facts have been concealed, the Corporation reserves
the right to reject any or all of the tank trucks offered by the Transporter or to treat this
Agreement as cancelled or terminated. The Corporation also reserves the right to take any
other action including blacklisting.
33. This contract shall be for a period of 5 years with effect from 01.04.2019 or as will be
mentioned in the Letter of Intent. The Tank Trucks which have been loaded within the
validity period of contract will be governed by the terms and conditions of the contract till
these Tank Trucks are unloaded.
34. The Corporation reserves the right to terminate the contract at any time before the expiry
of the period of contract by giving the Transporter 30 days advance notice in writing without
assigning any reason whatsoever.
35. The Corporation in its absolute discretion and without prejudice to its other rights and
remedies, may terminate this contract forthwith, upon or anytime after happening of any of
the following:
(a) the Transporter commits a breach of any of the terms and conditions of this agreement;
(b) On the death or retirement of proprietor or any of the partners of the Transporter firm.
However, in case, the Corporation does not exercise this option, the contract shall continue as
between the Corporation & surviving/continuing partners of the Transporter. The legal
representatives of the deceased partner or the retiring partner himself shall be liable for all the
obligations of the Transporter incurred upto the date of death or retirement but shall not be
entitled to claim from the Corporation any portion of Security Deposit. The Corporation shall
account for Security Deposit to the surviving or continuing partners. The death or retirement
of any partners shall be notified by the Transporter to the Corporation in writing within 24
hours of such death or retirement.
(c) the Transporter, its proprietor or any partner is adjudicated insolvent or become bankrupt
or goes into liquidation whether voluntary or otherwise.
12
(d) the road permit issued by the Transport authorities to the Transporter for any tank truck is
cancelled or revoked.(Applicable for single truck contract). However, in case more than one
tank trucks are operating under this contract, only the tank truck whose road permit has been
cancelled or revoked shall be banned.
(e) In the event the Transporter or his employees and agents violate any safety rules within or
outside the Corporation's premises, which violation may, could or cause any accident or
which could or does endanger the safety of life and property.
(f) In the event the Transporter or his employees and agents are found indulging in
malpractice, irregularities, sabotage, terrorist activities, forgery of documents e.g. CCE
license, company invoice/challan/loading advice etc. In case such TT involved is
owned/attached by the transporter, then the contractor and all his TTs under his contract will
be blacklisted.
(g) In the event of delivery of LPG to a destination other than the destination mentioned in the
relevant document of the Corporation without prior written consent of the Corporation.
(h) In case the tank truck meets with an accident on a route, which is not falling on authorised
route.
(i) In the event the Transporter offers tank truck/s for loading LPG inspite of known
deficiencies
(j) In the event the explosives license is cancelled or revoked by the CCE.
36. The transporter should be strictly adhering to “Industry Bulk LPG Transport Discipline
Guidelines” as enumerated in Annexure-III to this agreement and any amendment issued from
time to time.
37. Failure to execute the agreement and/ or furnish required Security Deposit within 15 days
time and/ or physical placement of TTs at the location within
30 days time may render the tenderer liable for forfeiture of Earnest Money Deposit and
termination of contract without prejudice to the rights of the Corporations to recover the
damages under this contract.
38. All terms & conditions stipulated in the Guidelines for Tenderers, Tender Terms &
Conditions, Declarations, Agreement, Industry Bulk LPG Transport Discipline Guidelines
and other documents furnished with the Tender and related correspondence shall form part of
the contract. The Corporations are entitiled to frame and implement the Policy(ies) applicable
to Transporters, and to modify and amend the same from time to time, and that the Policy(ies)
as framed, amended and modified would be binding on the Transporters, immediately upon
being communicated to them.
39. All questions, disputes and differences arising under or in relation to this Agreement shall
be referred to the sole arbitration of the Director (Marketing) of the Corporation. If such
Director (Marketing) is unable or unwilling to act as the sole arbitrator, the matter shall be
referred to the sole arbitration of some other officer of the Corporation by such Director
(Marketing) in his place, who is willing to act as such sole arbitrator. It is known to the parties
herein that the Arbitrator appointed hereunder is an employee of the Corporation and may be
Share Holder of the Corporation. The arbitrator to whom the matter is originally referred,
13
whether the Director (Marketing) or officer, as the case may be, on his being transferred or
vacating his office or being unable to act, for any reason, the Director (Marketing) shall
designate any other person to act as arbitrator in accordance with the terms of the Agreement
and such person shall be entitled to proceed with the reference from the stage at which it was
left by his predecessor. It is also the term of this Agreement that no person other than the
Director (Marketing) or the person designated by the Director (Marketing) as aforesaid shall
act as arbitrator. The award of the Arbitrator so appointed shall be final, conclusive and
binding on all the parties to the Agreement and provisions of the Arbitration and Conciliation
Act 1996 or any statutory modification or reenactment thereof and the Rules made thereunder
and for the time being in force shall apply to the arbitration proceedings under this clause. The
parties hereby agree that the court in city of Kolkata alone shall have jurisdiction to entertain
any application or any award/s made by the Sole Arbitrator or other proceedings in respect of
any thing arising under this Agreement.
IN WITNESS WHEREOF the parties have executed these presents on the __________ day,
of ______________ month and __________ year herein above mentioned.
Signed and delivered by the Signed and delivered by the

Within named transporter(s) duly constituted Attorney of
Contracting Corporation.
In the presence of In the presence of
14
TRANSPORT DISCIPLINE GUIDELINES
BULK AUTO LPG
Chapter Contents Page

No. Nos.
1 Introduction 2
2 Transportation 3–6
3 Product loading 6
4 Product receipt 7-8
5 Tank Truck Monitoring 8-9
6 Health, Safety & Environment 9-10
7 Pilferage / Malpractices / 10-16
Irregularities / Penalties
Page 1 of 16
1.0 INTRODUCTION
1.1 Objective
To evolve uniform Transport Discipline Guidelines (TDG) for transportation of

Bulk Propane / Non-Domestic Bulk LPG by Tank Truck (TT) for:
a. Stock Transfers / Purchase from one location to another.

b. Delivery of product to Customers as applicable
1.2 Purpose
The purpose of Transport Discipline Guidelines is to ensure that:
1.2.1 Auto LPG is filled in TT in accordance with defined Operations Manuals /

Procedures.
1.2.2 Auto LPG is transported and delivered to the receiving locations safely
and in good condition conforming to the IS specifications.
1.2.3 A well defined system of checks exists at various stages of handling of Bulk
Propane / Non-Domestic Bulk LPG at loading as well as Unloading locations including
enroute.
1.3 Scope
1.3.1 This TDG will be implemented e f f e c t i v e o n t h e d a t e o f s i g n i n g o f t h e

agr eemen t af ter su cces sful bi ddi n g.
1.3.2 The procedure/ code outlined in these guidelines are only the minimum required in
order to ensure quality and quantity of the product during receipt, storage, transit
and delivery. Therefore, standard operating procedures with due regard to safety in
handling of petroleum products in general shall be followed as laid down in the
respective safety and operations guidelines / manuals of the Oil Industries. It is
expected that such standard procedures will be followed at all times in addition
to the instructions contained in the following chapters of these guidelines.
1.3.3 Changes, if any, in these guidelines will be advised through serially numbered
amendments and will be displayed at the location notice board / website of the
respective Oil Companies. These changes will be implemented with immediate effect
from the date of its amendment.
1.3.4 In case of any discrepancy in contract clause and TDG clause, the clause in TDG will
prevail.
Page 2 of 16
2.0 TRANSPORTATION
2.1 Transport Contract Agreement :
2.1.1 Bulk Auto LPG Transport Discipline Guidelines shall be part of the
transport contract agreement signed between the HPCL and Transporters.
2.1.2 TT shall not be used for any product other than the designated product and
will operate only for HPCL with whom the agreement has been entered into.
2.1.3 On finalization of contract, transporter shall place the truck at a location as

directed by Corporation for induction. Before induction of trucks, location
shall carry out physical verification / safety checks of only those trucks bearing
registration number as mentioned in L O I / Provisional work order. When the
truck is physically presented by transporter at location for induction, the
authenticity of truck is physically checked w.r.t. its parameters like Engine/
Chassis/ Tank Number punched on truck vis-à-vis that mentioned in Original
documents of RC Book / PESO License, PESO approved Tank drawing, etc.
These aforesaid documents also should tally with the documents submitted at
the time of submission of credential bid in respect of the said tank trucks. Once
the authenticity of truck is checked w.r.t. physical parameters and original
documents & cross verified with the documents submitted in the credential bid
and if found tallied in all respect, then only the fitness of the truck for induction/
loading is checked for safety parameters. Otherwise the TT will not be
inducted. In case of TTs found fit for induction then Fitness Certificate, Hydrotest
Certificate, SRV Test Certificate, Degassing certificate, Purging certificate, LPG
purchase certificate etc. as per the check list to be verified. One set of accepted
documents duly certified by location Officer is retained at location and the other
set of accepted documents is sent to Region / Zones. These are the final
documents that represent the trucks, which are inducted.
2.1.4 Before induction of TT as well as induction of any new driver, valid health check
up certificate of TT crew as per Factories Act / Rules (Latest) will be submitted
by transporter to the Plant.
2.1.4 The above documents are checked vis-à-vis the documents already submitted by
the transporter along with tender. The documents which are found in order may
be checked from PESO / Road Transport Authority (RTO) / any other statutory
authority for verifying the genuineness of the documents by respective Regions/
Zones. The trucks f o r w h i c h documents a r e not found in order during this
exercise or during the pendency of contract, the Corporation reserves the right
to reject any or all the tank trucks offered by the transporter or cancel the
provisional LOI/ Work order. The Corporation also reserves the right to take
any other action including Suspension / blacklisting / holiday listing.
2.1.5 Transporter shall ensure that TT is painted and maintained as per the Visual
Manifestation / Colour Scheme advised by the Oil Company from time to time.
Transporter shall also ensure that the name of Oil Company & Logo is prominently
displayed on the tank of TT and the name of the base location in the information
Page 3 of 16
panel as per the directions of the Oil Company. HAZCHEM to be painted as per the
standards issued by the Oil Companies. Violation in this respect will be treated as
irregularity and action for suspension of TT shall be taken as mentioned under
Clause No. 7
2.2 Fitness of Tank Truck
2.2.1 Transporter shall be responsible for providing a TT fit in all respects to carry product
and shall be transporting/ delivering the same in good condition, as per
IS specifications, to the receiving locations/ Bulk customers / and shall be held
accountable for any malpractice/ pilferage en- route.
2.2.2 TT shall be duly approved for its design/ fittings by Explosives Department
(PESO). Transporter shall be responsible for ensuring that the integrity of t he TT
fittings is maintained in accordance with the conditions laid down by the licensing
authority at all times.
2.2.3 The original and a copy of the approved drawing of the tank, valid Explosives
License, Registration Book (RC), Fitness Certificate, Insurance, Hydro test
certificate, SRV test certificate, Degassing certificate, Purging certificate, LPG
purchase certificate etc., shall be submitted to the location. Original certificate
shall be returned to the Transporter after verification. TT shall carry valid Explosive
License in original and other documents issued by PESO / Road Transport Authority
(RTO) / any other statutory authority, Degassing certificate, Purging
certificate, LPG purchase certificate, at all times.
2.2.4 TT without valid Explosives (PESO) License shall not be utilized, unless authorized
by Explosives Department to use the TT pending renewal.
2.2.5 Transporter shall ensure compliance to various statutory rules and regulations,
including provisions of E x plosi ve li cens e / Motor Vehicle Acts / Motor Vehicle
Rules in force at all times during the period of Contract agreement.
2.2.6 Transporter shall provide arrangements for sealing o f T T m a n i f o l d a n d / o r

l o c k i n g o f V a l v e - b o x a s advised by Oil Company from time to time. The
transporter to ensure that, the integrity of the sealing & locking arrangements is
maintained against any tampering at all the times.
2.3 Tank Truck Accident
2.3.1 In case of TT accident, the crew & Transporter shall inform the nearest Bottling
Plant/ Loading location of the Corporation or of any other Oil Company
immediately of the occurrence of the accident. It shall be the responsibility of
transporter to inform Police Station, District Administration, P E S O Nagpur /
nearest Zonal office of the Explosives Department and shall guard the vehicle as
well as product.
2.3.2 Transporter, if warranted, shall arrange to transfer/ salvage the product in

another fit TT immediately in presence of representatives from Oil Companies only
and after obtaining permission from the respective Oil Company and various
statutory authorities. Proper safety precautions are to be followed while
Page 4 of 16
transferring the product from the damaged vehicle.
2.3.3 Transporter shall complete all the statutory formalities including lodging of FIR &
shall submit accident report to the base location/plant/Zone/Region. Non lodging of
FIR, not reporting the accident to the Oil Company shall be construed as a
malpractice & penal action will be taken against the Transporter as outlined under
clause no. 7.0.
2.3.4 Should in the event of an accident or otherwise, the Corporation or any other Oil
Company render any assistance to the transporter in evacuating the Bulk Auto
LPG or in moving the tank truck to a safe location or in any other manner
whatsoever, then the actual expenditure incurred by the Corporation / Other Oil
Company excluding the personal expenses of the Corporations officials in rendering
such assistance shall be reimbursed by the Transporter/s to the Corporation/Other
Oil Company on demand. In case of failure to reimburse by transporter within 15
days of demand date, it will be recovered from the bill of transporter. In case of
Emergency Response Vehicle (ERV), transporter has to bear the nominal expenses of
Rs. 10000/- per event.
In case of assistance of providing ERV from other than the contracting Corporation,
transfer of recovered amount will be made to the Corporation providing ERV by the
contracting Corporation within one month.
In case any fire tender reaches the accident site and concerned agency raises the
claim for providing the fire services then the claim has to be settled by the concerned
transporter. In case, the transporter not settling the claim of Fire Tender, then
concerned Corporation will settle the claim and recover the same from the
transporter’s pending bill.
Transporter shall arrange suitable crane (s) if it is required to lift the accident truck
from the site of accident. Cranes (s) shall be arranged in less than 8 hours time from
the time of accident. Transporter is liable for the damages, if any, arising out of non-
arrangement of crane or delayed arrangement of crane at the accident site.
In case of non-settlement of bills or delayed response by the transporter on

above accounts, Corporation will settle the claim whatsoever with different
vendors and recover the same from transporter’s bill.
2.4 Other formalities
2.4.1 Transporter shall engage TT Crew as per MV Act (latest), who have undergone
training on transportation of hazardous goods as stipulated under the Motor
Vehicle Acts/ Rules. The driving license of the driver should be endorsed by Road
Transport Authorities to this effect.
It is the responsibility of the transporter to ensure second crew is there in the TT at

all the times in line with the statutory requirements. In case second crew is not
arranged / not made available at any point of time in the TT, Oil Marketing Company
reserves the right to deduct corresponding amount from the running bills of the
transporter as outlined under clause no. 7.0.
2.4.2 Emergency Information Panels shall be correctly displayed on the TT as stipulated.
2.4.3 The TT registration number shall be painted on the fire extinguishers carried by the
Page 5 of 16
TT.
2.4.4 Transporter shall ensure that TT crew follows the specified route.
2.4.5 Transporter shall submit an undertaking in their letter head c o n t a i n i n g details of

TT crew, antecedents of the TT crew obtained from local Police, photographs & a
copy of valid driving license of the driver to the base location/plant/Zone/ Region
and obtain entry pass/photo ID card for the crew from the base location/plant/
Zone/ Region. Verification of C&A (Character & Antecedents) needs to be adhered to
by transporter and their crew, as per Policy/guidelines of respective Corporation.
2.4.6 Before embarking for the delivery, it will be Transporter’s or his representative’s
responsibility, to ensure that TT crew has correct:
a. Challan / Invoice
b. TREM Card and standing instructions
3.0 PRODUCT LOADING
3.1 Quantity Measurement
3.1.1 Bulk Auto LPG shall be loaded, transported and received in accordance with
defined Operations Manuals/ Procedures.
3.1.2 The TT shall be loaded at loading source on Net Weight Basis using a Weigh bridge or
mass flow meter or any other means which can be witnessed by the driver.
3.1.3 The loading location shall issue a stock transfer document or sale document
indicating the Net Weight loaded in the TT which shall be signed by the driver of the
TT. The Net weight indicated in these documents shall be considered as product
loaded for all purposes of calculation of shortages etc.
3.2 Sealing of Tank Truck
3.2.1 Sealing of the TT shall be done in accordance with the guidelines of the Oil
Company at the loading location.
3.2.2 Transporter to ensure that the integrity of the sealing system is intact at all times.
3.2.3 Any act of tampering with the sealing system shall be construed as malpractice and
action shall be taken against the Transporter as outlined under clause no. 7.0.
Page 6 of 16
4.0 PRODUCT UNLOADING / RECEIPT
The procedure outlined hereunder is applicable for the receipts of product at the
receiving locations/ Bulk customers.
Responsibility towards handling of product shall be in accordance with the

Operation Manuals / Procedures in force.
4.1 Actions to be taken on arrival of the TT
4.1.1 Checking sealing system : The sealing system shall be checked. If found
tampered, then it will be construed as a malpractice and action shall be taken as
mentioned as outlined under clause no. 7.0.
4.1.2 Quantity determination: Weighment method
The contents of the tank truck shall be verified by actual weighment using a weigh
bridge or mass flow meter or any other means which can be witnessed by the driver.
The tank truck should be weighed prior to the unloading operation and again after
the completion of the unloading operation. The difference represents the quantity
of product unloaded. Proper records of the same shall be maintained.
The Corporation agrees to normally ignore any shortage up to a maximum of 40 KG

per trip between the loading point and unloading point irrespective of the tank truck
capacity. In case of any shortage beyond 40kg, recovery will be made as outlined
under clause no. 15 of contract agreement.
4.1.3 Requirements of Tank trucks for loading/unloading operations:
a) PESO approved spark arrestor is welded to the exhaust pipe and routed to front
side of the truck towards driver side, unless exempted by PESO
b) 2 nos. BIS approved pressurized 9 Kg DCP extinguishers having truck
registration number, date of monthly checking / charging, date of hy dro -
testing should be available in easily accessible / removable position.
c) Quick closing manifold valve with lever indicating close and open status and
locking arrangement with color-coding for the liquid and vapour valves.
d) No visible dent on the tank body.
e) Fitted tyres are in roadworthy condition as per latest CMV Rules.
f) All junction boxes are properly sealed.
g) No loose electrical wiring / terminal. Complete wiring shall be with fuse links
of proper rating for over current protection. Electrical wiring should be insulated.
h) Truck is self-starting.
i) Readily accessible Master switch with 300 Amp rating for cutting off the supply
from the battery is provided inside the cabin.
j) No Leakage from any fittings or joints.
k) Availability of all statutory valid licenses / certificates.
l) Height barrier is provided as per design Specifications.
m) Fuel Tank is protected by means of stout guard and fuel tank cap is locked.
n) Carries TREM CARD, Training Card and instructions booklet- detailing instructions
on handling emergencies enroute.
o) No repairs shall be carried out on the truck while it is in the unloading / loading
area. The crew should remain present throughout the operation.
p) Tank trucks should be unloaded only at the unloading points provided for the
Page 7 of 16
purpose. The tank trucks should be properly positioned at the unloading point
earmarked for this.
q) The sequence of activities to be carried out loading/ unloading point are (i)
Position the TT on the loading / unloading bay (ii) Switch off the engine (iii)
Switch off the Master switch (iv) Apply hand brakes (v) Keep the truck in
neutral gear (vi) Place wheel chokes under the front and rear wheels (vii)
provide earthing connections, one to the bullet and the other to the
chassis on the given points/cleats and check for proper continuity (viii) keep
the fire extinguishers near the TT before commencing the operation. (ix)
Thereafter, Crew to follow the instructions of the Corporation’s authorized
personnel at the loading / Unloading gantry.
r) After all the liquid has been decanted from the tank truck, the remaining
vapour in the bullet is recovered and the tank truck pressure is reduced to
positive working pressure>25 psi.
s) Before disconnecting the hoses / unloading arms, the valves of the tank truck
should be checked for closure and a l s o the valves at the receiving risers
should be re-checked for closure.
t) The truck should be started only after the clearance by the corporation’s
authorized person after thorough inspection of the tank truck, and ensured by
them that the hoses / arms have been disconnected, tank truck valves closed
and plugged, bonding cable wires disconnected and there is no concentration
of vapour around the vehicle.
u) Safety fitting viz. safety valve, roto gauge, pressure gauge and
temperature gauge are adequately protected by 8 mm thick steel plate.
v) Tank trucks are not unauthorisedly parked within Refinery / loading source
/ Bottling Plant premises, and no truck shall be left unattended at any point of
time. The Tank T ruck shall always be accompanied by both the drivers inside
the loading/ unloading plant.
w) Prior permission of the loading base/plant in-charge to be obtained in writing
before carrying out any hot repairs to the TT. Hot repairs to the TT to be
carried out only after de-gassing. Purging to be done before resuming loading of
the TT. Valid degassing / purging certificate along with hydro-testing certificate
should be made available to the Corporation on demand / in case of hot repair of
tank.
x) TT (both Prime mover and Trailer) should be fitted with ABS mandatorily.
y) TT should be fitted with VTS and internal EFCV as per laid down guidelines.
z) Internal Excess flow check valves are functioning.
5.0 TANK TRUCK MONITORING
5.1 Transporter having agreement with the Oil Company for a TT shall not enter into
agreement with other company for the same TT. Transporter shall not enter into
agreement with the Oil Company for the blacklisted TT. If it is subsequently proved
that the Transporter has entered in to agreements with other Oil Company for the
same TT then it shall be construed as malpractice & penal action would be taken
against the Transporter as outlined under clause no. 7.0.
5.2 The Oil Company who has blacklisted / holiday-listed TT/ Transporter under their
agreement shall circulate the list of such TT/ Transporter containing registration,
engine and chassis numbers to other oil companies.
5.3 Transporter shall not enter into agreement with the Oil Company by submitting
forged documents/ false information. In case any TTs found with forged documents
subsequently / false information submitted, it shall be construed as malpractice &
penal action would be taken against the Transporter as outlined under clause
no.7.0.
Page 8 of 16
5.4 In case a TT has not reported for delivery at the receiving location after a reasonable
transit time, Transporter shall inform loading location and receiving location the
reasons for delay and likely date of reporting.
5.5 In case a TT is not received at the receiving location within a reasonable time,
action shall be taken against the Transporter as outlined under clause no. 7.0.
5.6 Transporter shall strictly follow the authorized route stipulated by the Oil
Corporation. Any unauthorized deviation from the authorized route would be
considered as a malpractice and action will be taken against the transporter as
outlined under clause no. 7.0.
5.7 TT should not be stopped en route without any valid reasons. Any deviation shall be
construed as a malpractice and action shall be taken against the Transporter as
5.8 Transporter to ensure that the TT reaches the destination and delivers product to the
consignee/location within a reasonable time. The TT not reaching the destination or
unauthorized delays shall be construed as a malpractice and action will be taken
against the transporter as outlined under clause no. 7.0.
5.9 Transporter shall ensure that TT does not exceed the speed limits prescribed by the
concerned authorities. Any over speeding detected will be liable for punishment as
6.0 HEALTH, SAFETY & ENVIRONMENT
6.1 All rules/ regulations and statutory requirements shall be strictly followed by the
Transporter and their work force i.e. TT crew as per MV Act (latest) at the
work place and on the road while transporting product.
6.2 TT crew shall wear seat belt while driving vehicle on the road.
6.3 No TT shall be plied by the driver without the TT Crew as per MV Act (latest), either
on the road or at any work place.
6.4 The TT crew would not be permitted to enter the location premises without use of
the personal protective equipment i.e. safety shoes, helmet, goggles & gloves. This
will be treated as irregularity and action for suspension of TT shall be taken as
mentioned under Clause No. 7.0.
6.5 The crew of TT shall check safety fittings, fitness conditions of vehicles to ply on
road before the TT is brought for loading.
6.6 Safety procedures ( SOP / Do’s and Don’ts ) for unloading and loading of vehicles at
the supply location as well as at the destination, i.e., receiving locations/ Bulk
customers etc. shall be strictly adhered to.
6.7 It shall be mandatory for all T T C r e w to undergo refresher training course /

training programs as per OISD-154 as well as other training programs organized by
the locations.
6.8 The TT should be driven only by persons having valid driving license issued as per
MV Act for Hazardous goods and duly authorized by transporters.
Page 9 of 16
6.9 TT crew to undergo routine health check as per Factory Act and need to be in
sound health condition. The subject certificate needs to be periodically submitted to
concerned plant. Yearly eye-checkup including checkup for colour blindness to be
ensured and certificate to be submitted to concerned.
6.10 The Transporter shall ensure that the TT crews are not in intoxicated state while
on duty. This will be treated as irregularity and action for suspension of TT shall be
taken as mentioned under Clause No. 7.0.
7.0 PILFERAGE/ MALPRACTICES/ IRREGULARITIES/ PENALTIES
TT caught for having indulged in Pilferage/ malpractices/ irregularities shall be

immediately suspended by the location in-charge. However, an investigation shall be
conducted as per the laid down procedure of the company by a local committee of
two officers in consultation with Regions/ Zones/ State. On investigation, if the
Pilferage/ malpractice / irregularities is established then penal actions stipulated as
under shall be taken.
7.1 Penalties in case of Pilferage/ Adulteration / Short Delivery
In case of Pilferage / Adulteration / Shortage of product delivered, the action

against the Transporter shall be initiated as under :
Sr.No. Pilferage/ No. of instances under Contract

Adulteration /
Short Delivery
First Second Third
7.1.1 a Product shortage Warning with TT shall TT shall
more than 500 Kgs / Suspension of be be
Adulteration detected TT for Fifteen suspended blacklisted
days for six on
Months Industry
basis
7.1.1 b TT caught en-route Termination of TT crew and suspension of

by District TT for 6 months or till the case is
Administration / Oil decided whichever is earlier. (Further
Company officials for action will be taken as per final court
indulging in pilferage order)
However, an investigation shall be conducted and if the complicity of the Transporter

is detected during investigation in any of the above cases of Pilferage/ Shortage,
during the tenure of the contract, the whole contract comprising of all the TTs
belonging to the concerned Transporter shall be terminated and the concerned
Transporter & all their TTs shall be black listed on industry basis.
Cost of product as determined by the company shall be recovered from the

Transporter in line with clause 15 of the contract agreement.
Page 10 of 16
7.2 Penalties for malpractices/ irregularities
7.2.1 Malpractices/ irregularities will cover any of the following:
a. Unauthorised deviation from specified route/unauthorized delay/enroute stoppage

for invalid reasons / night driving in sectors prohibited by Statutory Authorities or
as decided by the contracting Corporation / not reaching destination/refusing to
enter inside the loading/unloading location for loading/unloading/over speeding.
b. TT crew found in intoxicated state while on duty.
c. For not wearing seat belt while driving on road or driving vehicle without the
TT crew as per MV Act (latest).
d. Tank truck crew unaware of operating the fire extinguisher
e. Malfunctioning of safety equipment as mentioned in clause No. 4.1.3
f. Polluting environment due to product spillage from tilting or leaky
vehicles on road, in case of accident/ unsafe driving due to fault on the part of
TT crew after investigation by committee.
g. Accident involving injury or damages to the facilities at the work place
h. Fatal accident at the work place involving tank truck
i. Tampering with standard fittings of TT including the sealing,
fittings/ fixtures, speed governors & unauthorized acts to cover shortages.
j. Unauthorized use of TT for products other than Bulk Propane /
Non-Domestic Bulk LPG.
k. Entering into contract based on forged documents/ false
information
l. Entering into an agreement for the same TT / blacklisted TT with
other oil companies during the pendency of the contract.
m. Not lodging FIR with the Police in case of accident, not informing/
submitting accident report to the Oil Company about the accident
n. Tampering with Corporation documents like loading advice /
challan / check list
etc.,
o. Unauthorized changing of horse/ prime mover en-route without
prior approval of Corporation.
p. Any act of the Transporter/ Transporter’s representative that may
be harmful to the good name/ image of the Oil Company, its’ products or its
services.
q. Unsafe act by TT crew in plant premises / TT Parking area/ loading
base.
r. Failure on the part of transporter to participate in the rescue
operation of their accident TT and delay in reaching the accident spot will be
treated as an irregularity
s. Tampering VMU (Vehicle Mounted Unit) of VTS system and
removal of VTS during pendency of the Contract.
t. Not painting the HAZCHEM as per the standard specifications.
u. Not painting the vehicles as per the Visual Manifestation given by the
respective Oil Companies.
v. Non provision of ABS / non – functioning of ABS.
w. TT crew not wearing personal protective equipment i.e. safety
shoes, helmet, spectacles (wherever necessary) and entering location premises.
x. Non provision of three point seat belt and non provision of large rear
view mirror.
y. Not having TT Crew as per MV Act (latest) at any point of time of operation i.e.
while on road or during loading / unloading operation.
Page 11 of 16
7.2.2 Penalties upon detection of malpractice/ irregularities
The Transporter shall attract penalties for the malpractice/ irregularities as given
below and the TT mentioned in the following instances shall be suspended/
blacklisted along with TT crew. However, an investigation shall be conducted and if
the malpractice / irregularity is established then penal actions stipulated as under
shall be taken.
SR. NO. TYPE OF NUMBER OF MALPRACTICE/

MALPRACTICE/ IRREGULARITY
IRREGULARITY First Second Third &
subsequent
offence
7.2.2.1.1 Not wearing seat belt TT including TT TT including
while driving on road, driver shall including driver shall be
over speeding, be suspended driver shall suspended
Stoppage en-route for for one week be for one
invalid reasons and any suspended month.
unsafe act by TT crew for
inside the plant premises fifteen days Same action
and TT parking area. shall be
applicable for
subsequent
violations.
7.2.2.1.2 Vehicle found without crew Suspension of Suspension Suspension of TT

as per MV Act (latest) at TT for one of TT for for one month.
the location during the week two weeks.
contract period.
7.2.2.2 Tank truck crew unaware TT including TT including TT including driver
of operating the fire driver shall driver shall shall be suspended
extinguisher/ non be suspended be for one
functioning of TT fire for one week suspended month and re-
extinguisher, and re- for induction of driver
Malfunctioning of safety induction of fifteen days after mandatory
equipment like hand driver after and re- safety training
brake, master cut-off mandatory induction of
switch etc. as mentioned safety training driver after Same action
in clause 4.1.3 above, TT mandatory shall be
crew found in intoxicated safety applicable for
state while on duty. training subsequent
violations
Page 12 of 16
7.2.2.3 Non-display or non- re- TT shall be
painting (in case peeled off suspended
/ non standard) of till corrective
HAZCHEM sign as per action is
standard specification. taken.
Painting / re-painting of the
vehicle not done as per
Visual Manifestation
standard.
7.2.2.4(i) Unauthorized deviation TT including TT including TT including driver

from the standard route, driver shall driver shall shall be suspended
be be for three
suspended suspended Months
for one for two
month months Same action
shall be
applicable for
subsequent
violations
7.2.2.4(ii) Night driving in sectors TT TT TT shall be

prohibited by Statutory including including suspended for
Authorities or as decided driver shall driver shall three
by the contracting be be Months
Corporation suspended suspended
for one for two Same action
month months shall be
applicable for
subsequent
violations
7.2.2.4(iii) In case of accident TT TT TT including
involving injury or including including driver shall be
damages to facilities at driver shall driver shall blacklisted
the work place. be be on Industry basis
suspended suspended
for three for six
months months
Page 13 of 16
7.2.2.5 Polluting environment TT shall be TT shall
due to product spillage suspended be
from tilting or leaky for three blacklisted
vehicles on road, in case months or till on
of accident/ unsafe the fresh Industry
driving. Failure on the part license from basis
of transporter to PESO is
participate in the obtained,
rescue operation of their whichever is
accident TT and delay in later.
reaching the accident
spot will be treated as an
irregularity.
Unauthorised use of TTs
for products other than
Bulk Propane / Non-
Domestic Bulk LPG .
Unauthorized changing of
horse/ prime mover en-route
without prior approval of
Corporation.
7.2.2.6 TT crew not wearing TT including TT including TT including TT crew
Personal Protective TT crew shall TT crew shall be suspended
equipment i.e. safety be suspended shall be for
shoes, helmet, spectacles for suspended one month and re-
(wherever necessary), one week for induction of driver
night goggles while and re- fifteen days after mandatory
entering location premises. induction of and re- safety training.
driver after induction of
mandatory driver after Same action
safety training mandatory shall be
safety applicable for
training subsequent
violations
7.2.2.7 Fatal accident involving TT TT and driver shall be blacklisted on Industry

and resulting in death at Basis
the work place,
Entering into an agreement
for the same TT with other
oil companies during the
pendency of the contract,
Not lodging FIR with
the Police in case of
accident, not informing /
submitting accident report
to the Oil Company about
the accident. Tampering
with Corporation
documents like loading
advice, challan & check list
etc.
Page 14 of 16
7.2.2.8 (i) TT not reaching TT shall TT shall TT shall be suspended
destination within be be for three
stipulated trip time without suspended suspended months
prior permission of location for one for two
in charge, Unauthorized month months Same action shall be
use of TT for products applicable for
other than the Bulk subsequent violations
Propane / Non-Domestic
Bulk LPG , Unauthorized
changing of horse/ prime
mover en-route without
prior approval of
(ii) TT
Corporation.
crew / Transporters Penalty Penalty Penalty @Rs. 3000/
resorting to any @Rs. @Rs. truck / day will be
disturbances or unrest or 1000/ 2000/ levied
illegal strike either at truck / day truck / day
loading / unloading will be will be Same action shall be
locations by non placing levied. levied applicable for
the tank trucks for loading subsequent violations
/ unloading leading to
disruption of loading /
unloading operation.
7.2.2.9 Tampering with standard TT shall TT shall TT shall be suspended

fittings of TT including be be for three
the sealing, locking, suspended suspended months or till
fittings/ fixtures, removal of for one for two rectification ,
VMU / tampering of VMU of month or months or whichever is later
VTS, absence of ABS in till till
prime mover and rectification rectification Same action shall be
trailer/Three point seat , whichever , whichever applicable for
belt/ large view or non is later is later subsequent violations
large rear view mirror /
non functioning of ABS.
7.2.2.10 Entering into contract Cancel the Contract and blacklist TT & transporter
based on forged
documents/ false
information.
7.2.2.11 Any act of the As decided by the company

Transporter/ Transporter’s
representative that may
be harmful to the good
name / image of the Oil
Company, its products or
its services
However, if the complicity of the Transporter is detected in case of occurrence of any

of above malpractice/ irregularity or incident of malpractice/ irregularity stipulating
into blacklisting of second TT of the Transporter (during the tenure of the contract),
the whole contract comprising of all the TTs belonging to the concerned Transporter
shall be terminated and the concerned Transporter & their all TTs shall be black
listed on industry basis.
Page 15 of 16
7.2.3 Period of blacklisting
The period for blacklisting for the Transporter & TTs shall be T WO years.
However, the company reserves the right to extend the ban on the concerned
Transporter/ TT after the period of TWO years is over. Depending upon the
seriousness of the offence, the Transporter/ TT may be banned permanently.
7.3 In case the Transporter is found indulging in any malpractices which are not
covered/specified in this transport discipline guidelines, necessary action would be
taken after investigation
NAMES & Signatures
Transporter Oil Company
Page 16 of 16
E-payment facility in E-tendering portal
Background
HPCL is pleased to enable the electronic mode (Net banking from selected banks) for payment
of Tender Fee and EMD (Earnest money deposit) during bid submission process. We are
positive this will make the online bidding process more convenient and user friendly, besides
reducing time and effort in the whole process. Going forward, the EMD will be refunded to
unsuccessful vendors through the same portal to make it completely hassle free.
 Requirement for payment of EMD and Tender fees is Tender specific. In case EMD or
Tender fee is defined in the tender, it will be mandatory on part of vendor to make
payment for EMD or Tender fee or both through online or offline mode. In case the
online mode is chosen for payment of EMD or tender fee, the payment has be
effected prior to submission of bid in the portal. Currently, in case Tender fee is
defined, payment for same can be made only through online mode (exception being
for exempted category). Now with online payment facility Payment of EMD can be
made either in online mode (E-payment) or Offline mode (BG or DD).
EMD and Tender fee payment process:

Please login to the bidding portal http://etender.hpcl.co.in. Select the tender through
“Choose tender” tab. The option for paying/ filling details for Tender Fees/ EMD will be
available under “Prepare Bid” >> “Payment” tab. Choose “Type of payment” (i.e Tender Fee
or EMD Details) to be made, and Click on “Proceed”.
Tender Fee:
The “Tender Fee Payment” page in E-proc application will appear as below
The tender Fee payment can be done through Offline mode or On-line mode. The procedure
for same is as below.
1. Tender Fee >> Offline mode:
This mode is used only in case the Tender Fee is exempted. (For eg: NSIC registered party)
 Click on “Exempted” radio-button as shown in the above screen shot.
 Give Remarks and Browse the exemption pdf file.
 Click on “Save Details” button.
Note:
Please upload only Digitally signed- PDF file of Tender Fee Exemption certificate.
Once the details are saved, “Online Fee” mode will be automatically disabled.
2. Tender Fee>> Online Mode

For online payment against Tender fee, screen will appear as below
 Amount for Tender fee as specified by HPCL will be defaulted in the “Tender Fee” field.
The Tender fee defined by HPCL cannot be modified by vendor prior to online payment.
On clicking “Make Payment” button, System will direct the page to e-payment
gateway.
 The applicable taxes shall be displayed over and above the tender fee defined in the
tender.
 Make the payment through Net banking facility available for selected banks.
Note:
Once the payment is done through online mode, the offline mode i.e “Exempted” will be
disabled.
Tender fee shall be defined only in INR and system will allow for payment only in INR.
 On successful payment the details will appear on screen as shown below
EMD (EARNEST MONEY DEPOSIT)
The “EMD Details” page in E-proc application will appear as below
Please make a note of the points (red highlighted) mentioned on portal as shown before
proceeding for EMD payment.
The EMD payment can be done through Offline mode or On-line mode. The procedure is as
below
1. EMD>> Offline Mode
a. EMD exemption
In case the EMD payment is exempted (For eg: NSIC registered vendor)
 Click on “EMD Exempted” radio-button as shown in the above screen shot.
 Give Remarks and Browse the exemption pdf file.
 Click on “Save Details” button.
Note:
Please upload only Digitally signed- PDF file of EMD Exemption certificate (scanned copy).
Once the details are saved, “Online EMD Payment” mode will be automatically disabled.
b. BG/DD Details (Bank Guarantee /demand Draft Details)

Fill the BG/DD details in the screen as shown and click on “Save details”.
Note: The original instrument for BG/DD should be should be physically deposited before
tender due date and time, in the Tender Fee/EMD Dropbox box at the address mentioned in
tender document. In absence of same the offer of bidder shall be rejected.
2. EMD >> Online payment

For online payment against EMD, click the radio-button “Online EMD Payment” as shown
below
 EMD may be specified in the tender in one of the following ways:

o Single EMD amount for the entire tender
o Schedule wise EMD for each of the schedules
o Vendor calculated EMD based on tender criteria (Transport tenders)
 EMD submission process:
o Single EMD amount for the entire tender – In such tenders, the vendor shall
be expected to reproduce the indicated EMD amount in payment field and
proceed to e-payment.
o Schedule wise EMD for each of the schedules – In case the schedules are
optional, vendor shall decide, the schedules in which they want to participate.
Then vendor shall calculate the cumulative EMD amount based on such
selection/criteria and enter the cumulative value in payment field and proceed
to e-payment page.
o Vendor calculated EMD based on tender criteria (Transport tenders) – In such
tenders, the EMD amount is based on number of trucks/tank trucks being
offered for each of the categories (Owned/Attached/Proposed). Then vendor
shall calculate the cumulative EMD amount based on such criteria and enter
the cumulative value in payment field and proceed to e-payment page.
 Click on the “Online EMD” radio-button >> Give “Remarks” field >> the basis for
arriving at the EMD amount shall be entered in this field in maximum 250 characters.
(For example – “Schedule 2, 3 quoted” or “Owned Truck 10 Nos” etc…).
 Then Enter the “EMD Amount” >> the calculated cumulative EMD amount as
mentioned above to be entered in this field. Click on “Proceed for EMD Payment”
 On clicking “Proceed for EMD Payment” button, message from webpage will appear
as below. Check the amount in words and click “OK”.
 System will re-direct the page to e-payment gateway of SBI.

 Make the payment through available options of Net banking.
Note:
Once the payment is done through On-line mode, the offline mode i.e “EMD Exempted” and
“BG/DD Details” will be disabled. Ideally vendor shall effect complete payment for EMD or
Tender fee in one shot. However, system allows for effecting payment in more than one
instalment, if required. Such additional payment may be required, in case vendor decides to
quote for additional schedule in case of schedule-wise tender or in case the EMD is enhanced
by way of corrigenda.
Though the EMD may be defined by HPCL in multiple currency, the system will allow for
electronic payment only in INR. Foreign vendors desiring of paying EMD in currency other
than INR, shall have to pay such EMD through offline methods only.
The details of Payment done for the particular tender will appear on the screen till the tender
due date and time as shown below. Vendors desirous of knowing status of online payment
can see details till bid submission on this page. :
The status of payment through gateway shall be one of the three values given below:
1. Initiated – Once the vendor has landed on the e-payment gateway or in his own net
banking page and no confirmation has come back to HPCL portal from E-payment
gateway of SBI. Normally this status shall not be displayed beyond 15 minutes of
initiating E-payment from the portal.
2. Success - Once the vendor has landed on the e-payment gateway or in his own net
banking page and positive confirmation has come back to HPCL portal from E-payment
gateway of SBI.
3. Fail - Once the vendor has landed on the e-payment gateway or in his own net banking
and negative confirmation has come back to HPCL portal from E-payment gateway of
SBI.
4. Non landing on E-proc page- Once the vendor has initiated payment and there is a
communication failure no message may be displayed as mentioned above.
Action based on status:
1. Initiated – In case the EMD payment is in this status, the option to make further
payment will be disabled for the 15 minute window till response is received from the
bank regarding status of payment. Thereafter status will change to one of the
following two values given below (Success or Fail). During this period vendor may
neither be able to submit bid (in case EMD is defined) nor proceed for making further
payment for EMD. In view of same, vendor is advised to pay EMD through online mode
well in advance & not to wait for the last moment for payment of EMD.
2. Success – In case EMD payment is in this status, the bid submission page will be
enabled and vendor shall be allowed to submit bids. The onus for making EMD
payment of correct amount shall be on the vendor.
3. Fail – In case EMD payment is in this status, the bid submission page will continue to
be disabled and vendor shall not be allowed to submit bids. The following scenarios
may result in this case:
a. Connection gets broken either while connecting to e-payment gateway or
while connecting to net banking page – In both case, vendor gets option to
initiate payment again through the online payment gateway. Alternately,
offline mode shall be adopted by vendor.
b. Connection is proper till amount is debited from vendors account but same
is not updated by bank to HPCL portal (due to disconnection etc)/ the flag
updated as “Fail” in E-proc EMD page - In such cases the vendor can rest
assured that the money debited from vendors account will be credited back to
the vendors account within the next 1 to 5 days. Vendor will be required to
initiate fresh payment for EMD (which should be successful) to enable the bid
submission page. In view of same, vendor is advised to pay EMD through
online mode well in advance & not to wait for the last moment for payment
of EMD.
Reports
Report “Online Tender FEE/EMD Payment History” under Reports tab may be checked at any
point of time once the tender due date is over for all the online payment done.
The details of online payments will appear in this screen post EMD verification by HPCL for a
particular tender.
Important note for Tender FEE/ EMD payments- Online mode
1. The tender in which Tender Fee/ EMD is specified, “Submit Bid” will be allowed only
after the payment details are entered/Exemption certificate is uploaded or online
payment is done against Tender Fee/ EMD through “Payment” tab.
2. There can be delay in receipt of success confirmation from the payment gateway
during online payment process which may disable the bidder from submitting his bid.
Thus vendors are requested to make online payment at-least one day prior to tender
due date to account for any such delays.
3. While paying EMD amount through online mode, payments may be done in the
system multiple times totaling up to the EMD amount. Such bids where full EMD
amount as specified in tender is not received by HPCL within tender due date and
time, will be liable for rejection.
4. Payment against Tender Fee is Non-refundable.
5. The online refund process for EMD shall be initiated as per tender terms for other than
lowest evaluated bidders.
6. The EMD amount would be refunded only in the bank account through which EMD
was paid by you. Therefore, the bidder bank account shall be kept active until the
refund process is complete.
7. The online payment of tender fee/ EMD may FAIL for various reasons like poor internet
connectivity, Low bandwidth, Network outage, Server outage, connectivity failure or
any other unforeseen circumstance. The vendor shall take all necessary precaution to
ensure smooth online payment and HPCL shall not be held responsible for any
consequential damage arising out of non-submission of payment in a timely manner,
e.g. submission of bids etc.
8. For online mode of EMD submission, the success message received by the bidder from
the payment gateway shall be the full and final proof of successful EMD submission
and no separate Cash Receipt shall be issued by HPCL towards the same.
9. Screen shot/print out of successful transaction number should be saved by vendor for
further reference
Frequently Asked Questions
ONLINE Tender Fee/ Earnest Money Deposit feature in HPCL

E-proc application
1. What is Online Tender Fee/ Earnest Money Deposit?

Online Tender Fee/Earnest Money Deposit is a facility to allow a
bidder to pay the requisite Tender Fee/EMD (Earnest Money deposit)
amount online for a particular e-Tender.
2. Why to deposit EMD through “Online” Mode?

A1. Quick Deposits
I. Instant deposit from bidder’s Desk rather than preparing a Demand
Draft (DD) or Bank Guarantee (BG) and sending it manually.
II. Immediate acknowledgement of the deposit on the screen without
going to any office.
III. Online EMD can be paid through net Banking on 24 X 7 basis.
A2. Auto Refund immediately without any claim by bidder
I. Automatic Refund of EMD without applying for refund in the same
account from where amount was deposited.
II. Faster Refunds: In offline mode it takes more time due to manual
processing.
3. What are the modes of Online EMD Payment in HPCL?

EMD amount can be paid by only Net Banking facility. Please refer list
of Banks provided in FAQ#20
4. What is Internet Banking or Net Banking?

Internet Banking is the online banking service provided by Banks to
enable its customers to perform basic banking transactions through
PC / laptop located anywhere in the globe on 24 X 7 basis. To avail this
facility, the account holder should have transaction rights.
5. What is special about payment of EMD through Net Banking?

The “Transaction Status” shows as “Success” immediately after
successful payment of EMD through Net Banking. Bid submission will
be immediately enabled on the basis of “Success” message.
6. Internet banking facility with transaction rights is enabled in my

bank account, how should I proceed?
You should pay using net banking facility as below
Go to Payment >> EMD payment >> Online mode >> Fill amount >>
Proceed >> Select the bank >> proceed for payment.
7. I have submitted EMD amount through “Net Banking” but

transaction status is showing as “initiated”. Can I submit the BID?
In case the EMD payment is in “initiated” status, the option to make
further payment will be disabled for the 15 minute window till
response is received from the bank regarding status of payment.
Thereafter transaction status will change to either “Success” or “Fail”.
Success - if the status shows “Success” you may submit the bid.
Fail - in case of “Fail” status, you may again initiate the process
for Online/Offline EMD payment.
8. Tender document has option to pay the EMD through “Bank

Guarantee (BG)” or Demand draft (DD) but I am not able to find
the option to pay through BG/DD in HPCL portal. What should I
do?
Please follow the steps as below:

Go to Payment >> EMD payment >> BG/DD details >> Fill the BG/DD
information >> save the details.
Submit the original instrument of BG/DD before tender due date
and time, in the Tender Fee/EMD Dropbox at the address mentioned
in tender document. In absence of same the offer of bidder will be
rejected
9. I am under “Exempted” category as per Tender Terms &

Conditions. How should I claim exemption?
Go to Payment >> EMD payment >> EMD Exempted >> give remarks
>> browse digitally signed scan copy of exemption certificate >> Save
the details.
10. I have participated in an e-Tender by paying the requisite EMD

amount through “Online EMD” payment facility. Can I close my
bank account before the e-Tender finalization?
The EMD amount would be refunded only in the bank account through
which EMD was paid by you. Therefore, you must NOT close it until the
refund process is complete.
11. How do I get the payment receipt for the payment I made?
“Success” message will be displayed on screen and you can keep the
print of the same for records. Alternately the payment details shall be
available in your bank statement.
12. How can I apply for Refund for EMD paid online?
You do not have to apply for refund. The refund process will be
initiated automatically. Please see FAQ#18 for the various scenarios
for refund process.
13. Can I pay EMD in other than INR currency?
No. The EMD may be defined by HPCL in multiple currency, the system
will allow for electronic payment only in INR. Vendors (eg: Foreign
vendors) desiring of paying EMD in currency other than INR, shall
have to pay such EMD only through offline methods.
14. Can I pay partial EMD as per Tender Terms & conditions (e.g.
Schedule-wise Tenders)
While paying EMD amount through online mode, payments may be

done in the system in more than one instalment (for different
schedules) or in one shot for cumulative EMD amount.
Once the payment is done through On-line mode, the offline mode i.e
“EMD Exempted” and “BG/DD Details” will be disabled.
15. Can I pay EMD through more than one account?
Yes. EMD payment can be done through more than one account using
net-banking facility. However such bids where full EMD amount as
specified in tender is not received by HPCL within tender due date and
time, will be liable for rejection.
16. I already submitted bid. However now EMD amount has been
enhanced in corrigenda. How to pay additional amount?
Once the payment is done through On-line mode, the offline mode i.e
“EMD Exempted” and “BG/DD Details” will be disabled.
System allows for payment of remaining amount, if required through
the selected mode (Online/Offline) in EMD page.
Additional payment also can be made, in case vendor decides to quote
for additional schedule/ additional trucks/ in case the EMD is
enhanced by way of corrigenda at later stage within tender due date
and time.
17. I have to pay EMD as per Tender Terms & conditions for
Transportation Tenders. How should I proceed?
In Transportation tenders, the EMD amount is based on number of

trucks/ tank trucks being offered for each of the categories
(Owned/Attached/Proposed). Vendor shall calculate the cumulative
EMD amount based on such criteria and enter the cumulative value in
payment field and proceed to e-payment page. Vendor can also pay the
requisite EMD amount in multiple attempts, if required.
18. How and when the EMD amount will be refunded?
Note: Tender Fee is NON - Refundable.
For EMD refund refer below cases

Case-I: Submitted EMD amount but not submitted the offer.
The process for refund will be initiated after EMD verification is
completed for the tender.
Case-II: Money debited more than once.
If Bid is submitted: Post purchase order placement by HPCL
If Bid Not submitted: Post EMD verification process by HPCL
Case-III: Withdrawn/Regretted the offer after bid submission by
paying the requisite EMD amount.
Case-IV: Bid rejected during “EMD Verification” evaluation
Case-V: Bid rejected during “Techno-Commercial” evaluation.
The process for refund will be initiated after Purchase Order
placement by HPCL
Case-VI: Price bid opened but I am not “L1”.
The process for refund will be initiated after Purchase Order
placement by HPCL
Case-VII: I am “L1”.
The process for refund will be initiated post Security Deposit is
submitted to HPCL.
For all the above cases, the EMD amount would be refunded in the
same bank account through which EMD was paid by you.
19. Still having query?

For any technical queries related to operation of the portal please send
mail to eprochelpdesk@mail.hpcl.co.in OR please call us at 022-
41146666. The helpdesk support is available 6 days a week from 8AM
to 8 PM (except public holidays).
20. Which all banks are available for making online TF/EMD
payment?
In HPCL you can pay online EMD through Net-Banking facility with the
following banks
State Bank and its associates
- State Bank of India
- State Bank of Patiala
- State Bank of Mysore
- State Bank of Travancore
- State Bank of Bikaner and Jaipur
- State Bank of Hyderabad
Banks Other than SBI
- Allahabad Bank – Retail
- Andhra Bank
- Andhra Bank – Corporate
- Bank of India
- Bank of Maharashtra
- Canara Bank
- Catholic Syrian Bank
- City Union Bank
- Corporation Bank
- DCB Bank Personal
- Dena Bank
- Dhanlaxmi Bank- Retail
- Dhanlaxmi Bank- Corporate
- Federal Bank
- IDBI Bank-Corporate
- IDBI Bank-Retail
- ING Vysya Bank –now Kotak
- Indian Bank
- Indusland bank
- Jammu and Kashmir Bank
- Janata Sahakari Bank Ltd. Pune
- Karnataka Bank Ltd
- Karur Vysya Bank
- Kotak Mahindra Bank
- Lakshmi Vilas Bank
- Oriental Bank of Commerce
- Punjab and Maharashtra Co-operative Bank ltd
- Punjab & Sind Bank
- SVC - Retails
- Saraswat bank
- South Indian Bank
- Syndicate Bank
- Tamilnad Mercantile Bank
- UCO Bank
- United Bank of India
- Vijaya Bank
- Yes bank
MSE Guidelines
Registration of Micro, Small and Medium Enterprises for two types of Companies:
Manufacturing Entity
The enterprises engaged in the manufacture or production of goods pertaining to any industry
specified in the first schedule to the industries (Development and regulation) Act, 1951). The
Manufacturing Enterprise are defined in terms of investment in Plant & Machinery.
Service Entity
The enterprises engaged in providing or rendering of services and are defined in terms of
investment in equipment.
No. Type of Enterprise Manufacturing Enterprises Service Industry (Investment

(Investment in Plant &Machinery) in equipment)
1 Micro Does not exceed Rs. 25 Lakh Does not exceed Rs. 10 Lakh
2 Small Exceeds Rs. 25 Lakh but does not Exceeds Rs. 10 Lakh but
exceed Rs. 5 Crore does not exceed Rs. 2 Crore
The MSEs who are registered with District Industries Centres (DlCs) / Khadi & Village lndustries
Commission (KVIC) / Khadi & Village lndustries Board {KVIB) /Coir Board / NSIC / Directorate
of Handicrafts and Handloom or any other body specified by Ministry of Micro, Small & Medium
Enterprises (MSME) are eligible for availing benefits under the Public Procurement Policy. With
effect from 18.09.2015, MSEs registered under Udyog Aadhaar Memorandum (UAM) are also
eligible to avail the benefits under Policy.
Presently EMD/Tender Fee exemptions and price preference are applicable to only Micro and
Small Industries. View above, if you are claiming EMD/Tender Fee exemptions, you should meet
above criteria for Micro and Small Industries. You have to submit your supporting documents like
NSIC registration certificate, MSE registration certificate issued by competent Government bodies
to become eligible for the above exemption. Also your certificate (NSIC) / MSE shall cover the
items tendered to get EMD/Tender fee exemptions. NSIC certificate shall be valid as on due date /
extended due date of the tender. This is not applicable if you are non NSIC unit.
Note: In case the bid is submitted as an Indian arm of a foreign bidder and the eligibility criteria
conditions were met thru foreign company, then the EMD Exemption cannot be claimed under the
MSME status of Indian arm / subsidiary. Thus a Bidder who solely on its own, fulfils each
eligibility criteria condition as per the tender terms and conditions and who are having MSE status,
can claim EMD exemption/tender fee.
Tips for successful bid submission in the HPCL e-Procurement platform
Thank you, for your interest in bidding for HPCL tender in the E-procurement platform. It
is designed to ensure security and confidentiality of bids till bid opening and provide
transparency after bid opening.
There have been few instances of vendors are not being able to submit their bids for various
reasons. Based on our experience, we have compiled a list of all probable reasons due to
which either vendors miss out on submitting their precious bid or end up submitting defective
bids. Needless to mention, the most likely reason is attempting bid generation in the last hour.
Thus it is recommended to start the Bid Preparation process well in advance.
We hope this set of handy tips will help you avoid the usual pitfalls at initial stage and submit
a perfect bid smoothly in the platform.
Tip 1:
 Ensure to keep System ready in advance
For 1st time users, ensure the below points are taken care
 Class IIB or Class IIIB digital certificate issued on organization, is in hand.

 Download Signing Utility for Signing and encryption, from “Utility” tab.
 Install latest JAVA in local machine.(Mostly pre-installed in all Windows PC).
 Install Drivers for e-token
Tip 2:
 Internet Explorer browser 7 or above – Compatibility mode
 Remember to work with only Internet explorer 7 or above browser. Preferably, keep
browser in compatibility mode. (IE>>Settings>>Compatibility view settings).
 DO NOT access site in Google Chrome/Mozilla Firefox or Safari, to avoid issues.
Tip 3:
 Start the process in advance. Submit bids in advance, Rates can be revised
later
 Upload the Digital Certificate and get it validated by HPCL in advance.

 DO NOT wait for DC validation, for initiating bid preparation. Generate Technical bid
and priced bid file in advance.
 Keep the supporting document ready in PDF format only.
 Bids can be submitted once DC validation is completed.
Tip 4:
 EMD submission: EMD should reach to HPCL prior Tender due date.
 Submit EMD well in advance through online (Net banking) or by way of

Demand draft/ Bank Guarantee.
 While uploading EMD Exemption Certificate (for MSME vendors etc), browse
only signed pdf of Exemption certificate.
 Use online EMD payment option, for faster EMD submission, and EMD refunds.
Tip 5:
 Enter Taxes and Extras in proper format.
 Enter taxes ONLY in percentage terms and never in “Per Unit” basis.
 Define various tax elements in proper sequence for correct calculation of
delivered cost.
 Only Extras like Freight, third party Inspection etc., may be entered in Per unit
basis.
 Check total Derived cost on screen and in Priced Bid Pdf, before bid submission
Tip 6:
 Simply generate the Technical bid pdf / Price bid pdf. Digitally sign & encrypt.
Keep Signed file for records and “encrypted” file for submission.
 DO NOT browse signed PDF while filling responses.

 It is NOT required to take a print of the Tender Document.
 It is NOT required to physically sign on all pages of the tender file.
 It is NOT required to scan the signed tender document and upload the same.
 DO NOT quote zero rate, in case you do not want to quote for optional items.
Tip 7:
 Save the work by working on Tab - “Work without attaching doc”. Esp., in
tender having more than 50 items.
 Option for saving work is available only in “Work without attaching doc” tab.
 Enter all the necessary technical responses in the form provided and click on
“Save work on local machine” button for saving the “XML” file.
 Browse the latest “XML” file only while working on “Update Values from local
computer” option.
 Note: During this process any data entered does not get captured in the server.
Tip 8:
 Always keep “Latest bid” for records.
 Technical bid pdf and priced bid pdf can be generated any number of times.
Bid may be submitted any number of times.
 Always remember System will allow Bid submission only for the latest
generated document.
 If bid submitted for more than one time, only latest bid will be considered for
evaluation purpose by the system.
Tip 9:
 “REGRET” option for Bid withdrawal.
 Option for bid withdrawal is available till tender due date even when the bid is
already submitted/ is in preparation stage.
 Though “regret” is submitted, Bid submission option is available till tender due
date.
 “Regret” will be considered as submitted response against the tender.
Tip 10:
 Size of the bid must be less than 45 MB
 Keeping bid size small will help in faster Bid submission.

 The current session out time is 20 minutes. Must Save work before 20 minutes.
 To keep the size of the bid document small,
- Scan the documents in low resolution, preferably 150-200 dpi where the
data should be legible.
- Scan in grayscale and not in color to reduce file size.
- For large drawings, scan files in jpeg format and later covert same to pdf
format.
Tip 11:
 Raise online “Query” for any technical clarification regarding Tender.

 Every tender has query start date and query end date (specified in the first
page of the tender document). Query can be raised within this range only.
 So starting bid preparation in advance will facilitate to raise query and get reply
within time.
Tip 12:
 Generate password in advance for Reverse auction event.
 To participate in Reverse Auction event, work only on RA link, as below

https://etender.hpcl.co.in/eProcRA/VendorLoginInput.action
 Follow the steps given on RA page for password generation.
 Password generation for RA to be done only with HPCL’s “Signing Utility”.
 Generate password well in advance
Tip 13:
 HPCL E-Procurement Helpline No: 022 41146666
 For any technical queries related to operation of the portal, send mail to
eprochelpdesk@mail.hpcl.co.in OR call us at 022-41146666.
 The helpdesk support is available 6 days a week from 8 AM to 8 PM (except
public holidays).
 Must seek help at least two to three days (min) in advance, to avoid last minute
disappointment.
Supplementary Section on Bid Bubmission
The two broad classification of tenders for generating bid document, be it “Pre-
qualification bid” or “Technical/ Priced bid are as follows:
1. Low value tender having 20-50 items and limited uploads/questions
For Low value tender, “No of items” where rate is to be entered is very limited and
there are less no. of questions, vendors can directly work on Prepare tender >>
Generate Technical and Priced bid >> Attach document and generate envelope.
Bid generation and submission

Go to Generate Technical and Priced bid >>Attach Document and Generate envelope.
a. Fill responses, upload documents (pdf only), give Prices and Taxes etc and click on
“Generate technical bid”, followed by “Generate Priced bid”.
b. Save Technical Bid Envelope and Price bid envelope in local machine.
c. Check the bid documents for correctness. If found OK, digitally signed and
encrypted the file using the “Signing cum encryption” utility.
d. No provision will be available for saving the work in this option. So for Bid
resubmission/any other modification, responses/forms/rates etc have to be
entered for all items again.
e. Keep “signed” file for records and “encrypted” file for submission
While this method is very fast for generation of bids, it requires full efforts in redoing
same if need arises.
2. Moderate to high value tender having more than 50 items and other uploads
For moderate to high value tenders (having more than 50 items), the method
mentioned above can be risky as there is no option to save interim work. Further the
session out time for application is 20 minutes, which means if “generate bid” button
is not clicked within 20 minutes of landing in the page the work done will be lost.
The method for “Saving work” is as below:
a. Click on Prepare tender >> Generate Technical and Priced bid >> “Work
without attaching document”. Here enter the rates/ responses etc, except for
uploading the documents. Once adequate entries are made click on the tab
“Save work on local computer”, show the path and save the file in local
machine.
b. Now click on “Update Values from Local Computer” and show path of the saved
file. The rates and responses will get populated till the previous work done.
c. The saved values can be edited and Rates/response can be filled up for balance
items/sections. Again save the work. Work can be saved as many times as
required.
d. While updating values from local computer, always browse only latest
generated saved work file.
Bid generation and Submission

a. Once all the rates/responses are finalized, click on the tab “Generate Technical and
Priced bid envelope >> Attach doc and generate envelope.
b. Click on the tab at the bottom of screen “Update value from local computer”.
Remember to upload only the latest generated files.
c. On uploading “save work” file, all the item rates/ responses will be populated
against appropriate section. Also in the same page, browse the documents (pdf
only) to be uploaded if any.
d. After checking entered rates/ response sheet and uploaded supporting
documents, click on “Generate technical bid envelope” followed by “Generate
Priced bid envelope”.
e. Save the PDF files of technical and price bid envelope.
f. Check the pdf document for correctness. If found OK, digitally signed and
encrypted the file using the “Signing cum encryption” utility.
Keep “signed” file for records and “encrypted” file for submission.
Corrigendum – 1
This corrigendum is issued to inform the bidder regarding extension of dates as follows:
Queries End Date & Time : 11th March 2019, 1700 Hrs.
Tender Due Date & Time : 15th March 2019, 1200 Hrs.
Un Priced Bid Open Date & Time : 15th March 2019, 1230 Hrs.
Integrity Pact
Sl.No. Description Attached File Set Value Supporting
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18000945-HD-10157:12895198b152e8885e6f134d42e7ea50

Tender No. : 18000945-HD-10157 Corrigendum Published On : 01-Mar-2019 16:14

Basic Information Of Tender:

Line Details Of Tender

AUTO LPG DOCUMENT

Transportation of Bulk Auto LPG by Road ex-HALL,

HINDUSTAN PETROLEUM CORPORATION LIMITED

(A Government of India Enterprise)

Central Procurement Organisation – Mktg.

Bulk Auto LPG Transportation by Road ex-HALL

Transportation of Bulk Auto LPG by Road ex-HALL,

Abbreviations used in this Tender

Sr. No. Abbreviation Meaning

Transportation of Bulk Auto LPG by Road ex-HALL,

Sr. No Description Page No.

Transportation of Bulk Auto LPG by Road ex-HALL,

Public Sector Enterprise HINDUSTAN PETROLEUM CORPORATION LTD, invites Electronic,

TT having a capacity above 10 MT & upto 12 MT would be considered.

Name and address of Supply Location:

Transportation of Bulk Auto LPG by Road ex-HALL,

1) Projected Sales Volume:

Projected Volume of Business Total Volume

2) Estimated tank truck requirement for 5 years for entire sector/schedule:

Truck Capacity MT TT Requirement

b) The TT requirement in numbers mentioned above are purely indicative and

Transportation of Bulk Auto LPG by Road ex-HALL,

3) Earnest Money Deposit :

Date and Time: 21st February 2019 at 1500 hrs

Venue : HINDUSTAN PETROLEUM CORPORATION LTD.

Transportation of Bulk Auto LPG by Road ex-HALL,

4. Vendors are required to register and create temporary vendor ID before

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

iv. Tenders are to be submitted only online at website https://etender.hpcl.co.in/

Transportation of Bulk Auto LPG by Road ex-HALL,

vii. The Server Date & Time as appearing on the website

Transportation of Bulk Auto LPG by Road ex-HALL,

6. Techno Commercial Bid:

i. Integrity Pact duly signed & witnessed.

Transportation of Bulk Auto LPG by Road ex-HALL,

Transportation of Bulk Auto LPG by Road ex-HALL,

21. Address of tender floating department :

22. Earnest Money Deposit (EMD) :

Transportation of Bulk Auto LPG by Road ex-HALL,

23. Integrity Pact :

24. Grievance Redressal Mechanism:

25. Digital Signature – Authorized Signatory:

b. The authorized signatory shall be:

Transportation of Bulk Auto LPG by Road ex-HALL,

i. Proprietor in case of proprietary concern.

Transportation of Bulk Auto LPG by Road ex-HALL,

28. Acceptance of the Offer by the Corporation:

Transportation of Bulk Auto LPG by Road ex-HALL,

In order to afford prospective Bidders reasonable time in which to take the

40. Other Clauses:

b) Penalty: As mentioned in General Terms & conditions.

Transportation of Bulk Auto LPG by Road ex-HALL,

41. Order of Precedence :

Transportation of Bulk Auto LPG by Road ex-HALL,

/ PO or non - execution of order or any other breach of tender terms and

Transportation of Bulk Auto LPG by Road ex-HALL,

PRE QUALIFICATION CRITERIA

Sr. Criteria PQC Document to be uploaded

Details of PQC documents: