HD 10155

21000120-HD-10155:40ebb4c9bd2cd8a729087134ababecd9
Tender No. : 21000120-HD-10155 Tender Published On : 19-Aug-2021 09:34
Basic Information Of Tender

Title FACILITY MANAGEMENT SERVICES
Description FACILITY MANAGEMENT SERVICES
Tender Type Public
Tender Scope Domestic
Bid Type Three Bid
Evaluation Criteria Schedule Wise
Tender Due Date & Time 08-Sep-2021 15:00
Reverse Auction Applicable Yes
Pre Bid Conference Start Date & Time 25-Aug-2021 11:00
Pre Bid Conference End Date & Time 25-Aug-2021 13:00
Queries Start Date & Time 18-Aug-2021 16:30
Quries End Date & Time 24-Aug-2021 15:00
Pre Qualification Bid Open Date & Time 08-Sep-2021 15:02
Un Priced Bid Open Date & Time 08-Sep-2021 15:05
Purchase Deptt. PURCHASE DEPT-CORPORATE R&D-BENGALURU
Fax No. 28078510
Office Address HP Green R&D Centre,Near Devangonthi Railway Station,KIADB Industrial Area,
Tarabanahalli,Devangundi, Hoskote,Bangalore,560067,,KA
TF/EMD Drop Box Address DGM - Materials, HINDUSTAN PETROLEUM CORPORATION LIMITED, HP Green RnD Centre,
Tarabanahalli, Devanagonthi, Bangalore - 560067. Tel 080 - 28078570
Tender Description
Notice Inviting Tender
Currency Type Tender Fee EMD
INR 0 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.
In case a Revised priced bid is initiated for this tender, at a later date (eg Technical evaluation stage etc), it shall be incumbent upon the bidder to submit
revised bids for the specified items/entire tender. In the absence of revised bids rom the bidder within specified time period, the original bid submitted by
the bidder shall not be considered for evaluation.
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
SEKHAR D B
Date:19.08.2021
09:38:06 IST
HINDUSTAN PETROLEUM CORPORATION LIMITED
HP GREEN R&D CENTRE
DEVANAGONTHI, BENGALURU
NOTICE FOR INVITATION

FOR
FACILITY MANAGEMENT SERVICES
@
HP GREEN R&D CENTRE
DEVANAGONTHI, BENGALURU
(BIDDING DOCUMENT NO.: 21000120-HD-10155/KS)
(Domestic Competitive Bidding)
Page 1 of 3
INVITATION FOR BIDS FOR
Facility MANAGEMENT Services
(BIDDING DOCUMENT NO.: 21000120-HD-10155/KS)

(Domestic Competitive Bidding)
1.0 INTRODUCTION
==============
i. M/s Hindustan Petroleum Corporation Limited (HPCL), a Navaratna Public Sector
Undertaking and Fortune 500 Company, involved in Refining, Marketing and
Distribution of Petroleum products has established a world class Research &
Development (R&D) Centre with State of the Art Research & Development facilities at
Bengaluru.
ii. The R&D Centre has various laboratory buildings including Pilot plants, Administration
block with Auditorium, amphitheater, Main Gate & Security block including car parking
area, Utilities block with Chillers & Cooling towers, Electrical Sub-stations, Diesel
Generators & HSD yard, Gas Utilities, Fire detection and suppression systems, IBMS &
access control systems, Warehouse , Solvent & Gas Stores, labs and associated sheds,
Sump & Pump house, ETP/STP, Cafeteria, Hostel facilities, etc. with a built-up area of
about 3,70,000 sq ft.
iii. The infrastructure, built on a land parcel of about 40 acres incorporates various
sustainable, energy efficient and environment friendly measures including green belt &
water conservation structures etc. The facility meets the Green building norms of GRIHA
& LEED. The campus also have hardscape and landscape features including roads &
pathways for access to the various buildings and facilities.
iv. The selection of Agency for Facility Technical Services shall be carried out and bids to
be submitted as following:
• Part 1: Pre-Qualification Bid

• Part 2: Techno-Commercial bid &
• Part 3: Priced bid
2.0 BRIEF SCOPE OF JOB:

==================
2.1. Vendor scope shall include, but not limited to, carrying out the following jobs / activities
There are two sections to the scope of service & supply.
a) PART A- Scope of works for housekeeping services. Consumables miscellaneous

services, other charges, etc. to be supplied/ executed and quoted for as indicated in
schedule of rates (SOR) bill of quantities.
b) PART B- HPCL’s requirement for specific services as & when needed.
2.2. Detailed scope of work and supply shall be as specified in attachments of this tender.
Page 2 of 3
The detailed bidding document with contact details can be viewed and downloaded from HPCL’s website:
http://www.hindustanpetroleum.com & https://etender.hpcl.co.in/ or from Govt. website:
http://eprocure.gov.in/cppp.
All amendments, time extension, clarifications etc. (if any), will be uploaded in the websites only and will
not be published in newspapers. Bidders should regularly visit the above websites to keep themselves
updated. Interested Bidders to submit the Bid as per bidding document on or before the Due Date & Time.
Page 3 of 3
Reverse Auction – Terms & Conditions and Procedure
HPCL proposes to conduct Reverse auction for the items or schedules or on overall basis as
specified in the tender. Please go through the Terms & Conditions and Procedure given below and
submit your acceptance to the same by signing and uploading this document along with unpriced
bid.
Terms & Conditions
1. HPCL reserves the right to carryout ‘Online Reverse Auction’ with techno-commercially
accepted bidders for determining the lowest bidder for the requirements mentioned in this
tender enquiry. Reverse auction shall be conducted only when there are at least two or more
“Techno-commercially” accepted vendors at Technical evaluation stage.
2. Online reverse auction shall be conducted by HPCL on a specified date and time. The vendors
shall be participating in the reverse auction from their own offices / place of their choice.
Internet connectivity shall have to be ensured by the bidders themselves. HPCL shall not be
held responsible for local issues, such as loss of connectivity, Internet discontinuity, and
discrepancy in browser which may result in non-display of latest bid in client PC.
3. In extreme case of Server outage, network outage or failure of Internet connectivity, (or any
other unforeseen conditions) from HPCL’s end, fax/ E-Mail communication shall have to be
made immediately, to concerned purchase officer of HPCL. No such request shall be entertained
beyond one hour of the RA closing time. To provide equal opportunity, HPCL may decide to
extend the Reverse auction at their discretion, but not as the right of the bidder. The vendors
participating in Reverse Auction process shall be kept on standby for 1 Hour after RA closing
time.
4. HPCL shall investigate the above matter and decision for extension of Reverse Auction shall be
based on the merit of the issues pointed out and verified by HPCL and same shall be final and
binding on the vendor.
5. HPCL shall complete the investigation within two working days of receiving complaint from any
of the vendor.
6. In case of decision to extend Reverse Auction, intimation mail may go out to all vendors within
a day of investigation closure. Vendors shall generally be given intimation, a day in advance
before extended Reverse Auction is commenced. The Reverse Auction shall commence from
the last saved decrement value and shall be open for period of original duration from
commencement.
Business Rules and Terms & Conditions of Reverse Auction

Page 1 of 8
7. Bidders are requested to confirm their willingness to participate in ‘Online Reverse Auction’
during their bid submission by ensuring compliance to the Terms & Conditions and Procedure
specified herewith. Please note that non acceptance to participate in the Reverse Auction
process may lead to rejection of the bid without any further evaluation.
8. HPCL will pre-decide the commercial loading, if any, on the basis of the taxes & duties quoted
by the bidder, and loading on account of commercial deviations, if any. The loading factors
shall be displayed in the portal prior to the date scheduled for Reverse Auction Event.
9. Bidders are encouraged to understand the Loading factors applied on their bids at the
earliest, on getting intimation regarding same. In case of any objection to the applied loading
factor same shall be brought to the notice of Purchase officer immediately. No further
communication on this ground will be entertained after publishing of Reverse auction.
10. As part of Reverse Auction process, the Start Bid price (Leading Bid) shall be specified by
HPCL on Reverse Auction Portal. The Lowest of the {Price Bid or the estimate} will be
considered as the benchmark price (Start bid price). Please note that such priced bid opening
shall be system driven and therefore bidder’s identity vis-à-vis quoted price shall be
confidential.
11. In case of overall evaluation tenders or schedule wise evaluation tender, the Reverse auction
shall be conducted on the bottom line, net delivered cost.
12. In case of tenders, which are evaluated on Schedule wise or Overall L1 basis, the individual
item rates with get reduced on pro-rated basis as the decrements are effected during reverse
auction event.
13. During the Reverse auction event, the taxes which are quoted in percentage basis will get
reduced proportionately as the RA progresses. However, Extras like Loading charges/packing
charges/TPI which are quoted in per unit basis (amount terms) remains constant as the
decrements are effected.
14. Vendors shall ensure to quote the statutory taxes only in percentage basis and not in amount
terms. In case of non-compliance to this clause, bids shall be liable for rejection.
15. System shall allow to conduct Reverse Auction on multi-currency tender/bidding. In such
cases the basic reverse Auction shall be carried out in INR currency only. However bidders

Page 2 of 8
having submitted bids in any of the following four currencies – USD, EUR, GBP, JPY shall be
able to view the basic rates (in original currency) corresponding to contemplated decrement
in the “show” screen.
16. The exchange rate for converting the INR value to originally quoted currency (USD, EUR, GBP,
JPY) shall be the one which was prevailing on the date of unpriced bid opening in line with
tender condition.
17. Reverse auction shall be held for a period of 60 minutes and shall be automatically extended
by a further period of 5 minutes in case of receipt of any bid during the last 5 minutes of the
auction period. This process shall continue until no bids are received in the last 5 minutes of
the auction. Thereafter reverse auction shall get automatically closed. This shall be an
automated process.
18. Order may be placed on the lowest bidder, emerging out of the reverse auction process and
HPCL’s decision on award of contract shall be final and binding on all the bidders.
19. HPCL reserves the right to further rationalize the prices with lowest bidder for reducing the
price at any time before ordering.
20. HPCL reserves the right to cancel the reverse auction after event is scheduled but before
actual event taking place or after the reverse auction has completed in case of failure or any
other reason. The reasons for cancellation shall be conveyed to all vendors.
21. In cases where tender is required to be cancelled after opening of priced bid and identification
of L1 vendor and Reverse Auction was also part of tender, reasons for cancellation shall be
conveyed to all vendors.
22. During Reverse Auction Process, if no bids are received within the scheduled/rescheduled
date & specified time of the reverse auction, HPCL at its discretion can scrap the reverse
auction and proceed with the opening of the Electronic priced bids submitted by the bidders.
In such case HPCL shall display the bidder’s identity and original rates.
23. The bid on the Reverse Auction Portal will be taken as an offer to sell. Bids once made, cannot
be cancelled / withdrawn and the bidder shall be bound to sell the material/services at the
final bid price, and as per the specifications mentioned in the tender. Should the bidder back
out and not make the supplies as per the rates quoted or in case the material
supplied/services is not as per specifications mentioned in the tender, HPCL shall take
appropriate action as per the terms & conditions mentioned in the tender.

Page 3 of 8
24. At the end of the Reverse Auction, HPCL will decide the successful bidder, basis the
evaluation criteria specified in the tender. HPCL’s decision on award of Contract shall be
final and binding on all the Bidders.
25. HPCL shall not have any liability to bidders for any interruption or delay in access to the
reverse auction portal irrespective of the cause.
26. The participation of vendors in the tendering process shall be construed as acceptance to
the terms & conditions and procedure for the reverse auction (until and unless the contrary
is explicitly mentioned in the deviation sheet). This compliance also shall be deemed as
participation in Reverse auction.
27. In case a bidder agrees for reverse auction in the un-priced bid but withdraws acceptance any
time after tender due date & time, the EMD of such bidder may be forfeited along with
rejection of offer at the sole discretion of HPCL.
28. Once Auction is started, no communication from vendor shall be entertained unless it is of
the nature of any serious issue in the portal.
29. The yellow color back ground on RA page indicates the due date and time of respective
Reverse Auction is over. (However, this will happen only if the vendor’s PC is connected to the
HPCL server). RA shall be concluded after standby period is over and auto generated mail is
received by vendor.
30. The Bidder shall not involve himself or any of his representatives in Price manipulation of any
kind directly or indirectly by communicating with other suppliers / bidders.
31. The Bidder shall not divulge either his Bids or any other exclusive details of HPCL to any other
party.
32. HPCL’s decision on award of Contract shall be final and binding on all the Bidders.
33. HPCL can decide to extend, reschedule or cancel any Auction. If any changes are made by
HPCL after the first posting and the Bidder continues to access the site after that time, it shall
be presumed that the bidder has accepted the changes.
34. HPCL shall not be responsible for any damages, including damages that result from, but are
not limited to negligence. HPCL will not be held responsible for consequential damages,
including but not limited to systems problems, inability to use the system, loss of electronic
information etc.

Page 4 of 8
Reverse Auction Procedure
1. In case HPCL decides to conduct Reverse Auction, the qualified bidders would be
communicated on the same thru E-mails about the date and time of the Reverse Auction
event. The Reverse auction event shall be conducted in the HPCL e-tender portal under
link “Reverse auction”.
2. Reverse Auction shall be available to Bidder only after two factor authentication. Initially
vendor will login to the site etender.hpcl.co.in with his Login Id and password. Thereafter
they shall click on the “Reverse auction” link in the portal to view/participate in
ongoing/upcoming reverse auctions.
3. Brief procedure to participate in RA:
I. Bidders may click on “Reverse Auction document”, and download the same to
their local PC.
II. The downloaded document shall be digitally signed and uploaded after the RA
event becomes active". The signed document may be kept ready for upload
beforehand.
III. Click on the Check box followed by “Participate in Reverse auction”.
3. HPCL will display Start Bid price i.e., Bench Mark price which shall be the lower of the
{price bids submitted by the bidders on the e-procurement portal i.e. ‘Bids opened for RA
event’ or HPCL’s in-house estimate}, which shall be visible to all the vendors at the start of
the Reverse Auction.
4. Identity of bidders never gets disclosed to anyone, during reverse auction process
5. HPCL shall specify the minimum amount/percentage by which the bidders can reduce their
bids at a time on the Reverse Auction Portal. This amount is referred as the ‘bid decrement
factor’ and shall be specified by HPCL.
6. Bidders shall start bidding from this Bench Mark Price. The bidder can bid lower than the
prevailing Lowest Bid at any time during the event by one decrement or multiples of the
Bid decrement.
7. In case the “SUBMIT QUOTE” button is not enabled after a few seconds of clicking, vendors
are urged to Re-Login to the page for viewing the latest leading bid and submit fresh
quotes. The process takes less than a few seconds.

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8. The bidder shall be able to view the following values on his screen along with the other
necessary fields in the Reverse Auction:
• Item-wise Leading Bid in the Auction (Delivered Cost)

• Bid Placed by bidder (Delivered Cost)
• Bid value contemplated by bidder before submission(Delivered Cost)
34.8.1. Bidder can reduce his bid repeatedly during the auction period
9. Bidders shall be provided information on item wise pro-rated reduction in the rates, for
guidance.
10. The confirmed bid submitted by vendor during the RA process shall always reflect in the
“Previous Bid” field only (red font). The field “Current bid” shall display the contemplated
bid value and “Leading Bid” shall show the current lowest bid value as submitted by any
of the vendors.
11. The Closing Price(s) offered by the bidders at the conclusion of the Reverse Auction shall
be valid for a minimum period of 30 days or as mentioned in tender, from the date of
conclusion of the Reverse Auction.
12. After the Reverse auction is over successfully and closed by purchase officer, vendor can
witness the lowest rate submitted by other vendors in “Witness bid opening” link.
13. In case of Item-wise evaluation tenders, any or all items may undergo Reverse Auction
separately at the discretion of HPCL.
14. In case of Schedule-wise evaluation tenders, any or all schedules may undergo Reverse
Auction separately at the discretion of HPCL.
15. In case of SOR type tenders, where vendor has quoted a single percentage plus or minus
against the offered rate, the decrement shall be applicable on the bench mark value on
base of 100 (i.e. it could be 107 in case of plus 7% or 94 in case of minus 6 percent). This
value shall be delivered cost i.e. inclusive of taxes and loading factor.
16. HPCL reserves right to conduct single reverse auction for multiple items with separate
decrement option.
17. Vendor shall have option to participate in multiple reverse auction if it is scheduled at the
same time.

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18. Successful vendor shall be required to submit the final prices digitally signed and uploaded
as token of acceptance without any new condition other than those already agreed to
before start of auction.
19. Vendors may seek telephonic guidance before or during the Reverse auction process from
Helpdesk support, between 8.00 AM to 8.00 PM on any working day, except Sundays and
Public holiday.
20. The Helpdesk Phone No is prominently displayed in the Home page of Eproc Vendor portal
- http://etender.hpcl.co.in/eProc/VendorLoginInput.action
E-Reverse Auction procedure for POL Transporters Tender
In case the Reverse auction is carried out for POL transport tender, the following procedure, terms
and conditions shall apply over and above the other RA terms and condition. In case of any
contradiction between the “RA procedure for POL transport tender” and “RA terms and condition
or procedure” the provisions of “RA procedure for POL transport tender” shall supersede the latter.
I. The Tender for POL transport shall be floated with two covers Technical Bid and Priced Bid.
II. Bidders will have option to upload their complete truck details in Excel format (converted
to pdf) during bid submission.
III. There will be system based validation to ensure that bidders quote their rate for each
sector only within the specified priced band.
IV. At techno-commercial evaluation stage, user department will be able to accept or reject
trucks based on tender criteria. There will be feature to reject bidders also based on tender
criteria.
V. Post completion of Techno-commercial evaluation, there will be option to
a. Open Priced bid and generate Recap, followed by 2nd layer Recap for Truck ranking.
OR
b. Configure Schedule wise Reverse Auction (Separate RA for 12KL and 18KL capacity)
VI. RA shall commence with benchmark price which is lower of the two - {Estimated rate or L1
rate}. RA decrement shall start from previous bid of bidder.
VII. In the proposed RA process, bidder will get to see his quoted rate for each of the line items
for a schedule, with option to reduce rate in any of the line items individually or all.
VIII. Line item wise Leading Bid(rate) will be displayed dynamically on the Screen.
IX. Bidders will not be allowed to quote below the Lower Price band for each line item,
configured in the tender.
X. Subject to IX above, Bidder will be allowed to bid lower than the leading bid for each line
item of the Schedule and his bid will then become leading bid for that line item.

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XI. Additionally, bidder will also get option to submit his bid lower than his Previous bid for
each line item, even if it is not lower than the leading bid value.
XII. RA shall be configured for a period of one hour and may get extended by 5 minutes in case
any bid lower than prevailing lowest bid for any line item is received in the last 5 minutes.
XIII. In case, one of the bidders have already quoted at the lowest of the band for all line items
within the first 55 minutes of the RA event, there will be no extension of RA, even if bids
are submitted in the last 5 minutes of RA event. However, the RA will be open for full one
hour for other bidders to quote lower than their previous bid, in order to improve their
rank.
XIV. Bidders will be allowed to match line item wise lowest of the band, even if one of the
bidders have previously quoted at the lowest of the band for the line item.
XV. At the end of Reverse auction, there shall be option to close RA event. In such case, system
generated recap can be obtained providing the ranking of all bidders.
XVI. In case, there is no participation from any of the bidders during RA process, there shall be
option to cancel the RA event and go for opening of Priced bids followed by System
generated Recap.
XVII. There shall be feature to postpone or extend the RA, based on user requirement or in case
of exigency.
XVIII. The "Set of L1" shall be identified from the system recap based on the net outgo to the
Corporation and the total number of tank trucks required as per the tender.
XIX. In case the total No of trucks required are lesser than No of trucks offered by Set of L1, the
truck sub ranking clause shall be utilized to limit induction of trucks up to tender
requirement.
XX. Post identification of Set of L1 bidders, either of the following process to be carried out
with these selected bidders
a. Offline Counter offer to these bidders to match lowest rate or reduce from their
quoted rate.
b. Counter offer through Online platform, to selected bidders, to match lowest rate
or reduce from their quoted rate

Page 8 of 8
Line Details Of Tender

Srl. Line Description Ship To Location UOM Schedule Rate HSN Code Location Mandatory
No. GSTIN
Items Manadatory: Yes
1 CONSUMABLES PER MONTH 10155-CORPORATE R&D- Each 250000 998736 29AAACH1 Yes
BENGALURU 118B1Z8
DESCRIPTION => AS PER THE SCOPE ATTACHED.
2 MACHINE RENTAL 10155-CORPORATE R&D- Each 150000 998736 29AAACH1 Yes
SERVICES/MONTH BENGALURU 118B1Z8
3 EXT. GLASS FACADE 10155-CORPORATE R&D- Each 30 998736 29AAACH1 Yes
CLEANING/SQM BENGALURU 118B1Z8
4 CHAIR SHAMPOOING 10155-CORPORATE R&D- Each 40 998736 29AAACH1 Yes
BENGALURU 118B1Z8
5 SOFA SHAMPOOING 10155-CORPORATE R&D- Each 70 998736 29AAACH1 Yes
BENGALURU 118B1Z8
6 CARPET SHAMPOOING /SQM 10155-CORPORATE R&D- Each 20 998736 29AAACH1 Yes
BENGALURU 118B1Z8
7 FACILITY PEST 10155-CORPORATE R&D- Each 30000 998736 29AAACH1 Yes
CONTROL/INSTANCE BENGALURU 118B1Z8
8 MANAGERIAL 10155-CORPORATE R&D- Lump Sum 60000 29AAACH1 Yes
DESCRIPTION => EXPENSES PER MONTH TOWARDS PROVIDING MANAGERIAL/ENGINEERING SERVICES AS PER THE DETAILED SCOPE OF SERVICES AND
DEPLOYMENT CHART IN CONTRACT INCLUDING PROVISION OF REQUIRED PERSONAL PROTECTIVE EQUIPMENT, ID CARDS, CONVEYANCE, FOOD, ETC.
AND FULFILLING STATUTORY REQUIREMENTS ETC. AS APPLICABLE; ALL COMPLETE AS PER DRAWINGS, SCOPE, TECHNICAL DETAILS, ETC. AND AS PER
THE DIRECTIONS OF HPCL.
9 HOUSEKEEPING 10155-CORPORATE R&D- Lump Sum 1675000 29AAACH1 Yes
DESCRIPTION => EXPENSES PER MONTH TOWARDS PROVIDING HOUSEKEEPING SERVICES AS PER THE DETAILED SCOPE OF SERVICES AND DEPLOYMENT
CHART IN CONTRACT INCLUDING PROVISION OF REQUIRED PERSONAL PROTECTIVE EQUIPMENT, ID CARDS, CONVEYANCE, FOOD, ETC. AND FULFILLING
STATUTORY REQUIREMENTS ETC. AS APPLICABLE; ALL COMPLETE AS PER DRAWINGS, SCOPE, TECHNICAL DETAILS, ETC. AND AS PER THE DIRECTIONS
OF HPCL.
10 ADMINISTRATIVE SERVICES 10155-CORPORATE R&D- Man Month 33500 29AAACH1 Yes
BENGALURU 118B1Z8
11 FIXD HAZARDOS DISPOSL 10155-CORPORATE R&D- Each 7700 998736 29AAACH1 Yes
PER TRIP BENGALURU 118B1Z8
12 VAR HAZARDOS DISPOSAL 10155-CORPORATE R&D- Each 12 998736 29AAACH1 Yes
PER KG BENGALURU 118B1Z8
13 NON HAZARDOS DISPOSL 10155-CORPORATE R&D- Each 2750 998736 29AAACH1 Yes
PER TRIP BENGALURU 118B1Z8
14 CONSMBLES & MACH. 10155-CORPORATE R&D- Square Meters 11 995473 29AAACH1 Yes
RENT/MONTH BENGALURU 118B1Z8
DESCRIPTION => GIVEN SCOPE OF JOB ATTACHED.
15 HOUSKEPING SERVICE/MAN 10155-CORPORATE R&D- Each 25000 998736 29AAACH1 Yes
MONTH BENGALURU 118B1Z8
16 FLORAL ARRANGEMENT 10155-CORPORATE R&D- Each 425 998736 29AAACH1 Yes
(BOAT) BENGALURU 118B1Z8
17 FRONT DESK SERVICES 10155-CORPORATE R&D- Man Month 33500 29AAACH1 Yes
BENGALURU 118B1Z8
DESCRIPTION => EXPENSES TOWARDS PROVIDING FRONT DESK SERVICES AS PER THE DETAILED SCOPE OF SERVICES AND DEPLOYMENT CHART IN
CONTRACT INCLUDING PROVISION OF REQUIRED PERSONAL PROTECTIVE EQUIPMENT, ID CARDS, CONVEYANCE, FOOD, ETC. AND FULFILLING
STATUTORY REQUIREMENTS ETC. AS APPLICABLE; ALL COMPLETE AS PER DRAWINGS, SCOPE, TECHNICAL DETAILS, ETC. AND AS PER THE DIRECTIONS
OF HPCL.
Integrity Pact
Sl.No. Description Attached File Set Value Supporting
Doc. Req'd
1 Integrity Pact integritypact.pdf - No
Vendor Details
Doc. Req'd
1 Name of the Company - No
2 Complete Mailing Address of the Company - No
3 Quotation Ref and Date - No
4 Name of the Authorised Signatory / Concerned Contact Person for the tender - No
5 E-Mail ID of the Authorised Signatory / Concerned Contact Person for the tender - No
(Please note that system does not allow to enter "@". Hence, please type "AT"
instead of "@") & Alternate E-Mail ID / IDs
6 Mobile Number & Tele Phone numers of the Authorised Signatory / Concerned - No
Contact Person for the tender
7 Internet Web Site Address (URL) of the Vendor - No
8 Banned or Delisted or Blacklisted: - No
Confirm whether you are banned or delisted or blacklisted or holiday listed by any
Government or Quasi Government agencies or PSUs. Submit declaration as
attached in the tender enquiry (Yes/NO)
9 MSE Registration: - Allowed
Confirm your are registered as MSE as per the provisions of MSE Act
In case you are registered with MSE, please upload the documents duly certified
by auditor as specified in tender. (Yes/NO)
10 PPLC - Price Preference Local content: - Allowed
Confirm you are meeting % for PPLC as per Public Procurement Policy. Refer
details mentioned in the tender. Vendor declaration to be submitted (Yes/No)
11 RESTRICTIONS ON PROCUREMENT FROM A BIDDER OF A COUNTRY - Allowed
WHICH SHARES A LAND BORDER WITH INDIA: Vendor undertaking submitted
as per the declaration attached to tender enquiry (Yes/No)
12 BID SECURITY DECLARATION: Vendor to submit declaration as mentioned in the - Allowed
tender enquiry (Yes/No)
Tender Terms and Conditions

Doc. Req'd
1 Tender Terms and Conditions Tender Terms final fms.pdf - No
e-TENDER/ RFQ No. 21000120-HD-10155/KS
Facility Housekeeping Services
HPCL Green R&D
HINDUSTAN PETROLEUM CORPORATION LIMITED

HPCL GREEN R&D CENTRE – BANGALORE
OFFICE OF THE DGM – MATERIALS

PURCHASE DEPARTMENT
ADMINISTRATIVE BLOCK, FIRST FLOOR, SOUTH WING
KIADB INDUSTRIAL AREA | TARABAHALLI |
DEVANGAONTHI | HOSAKOTE | BENGALURU – 560 067
KARNATAKA | INDIA
Tel: 080 2807 8570 | 72 | 73 | 8683
TENDER DOCUMENT
FOR
FACILITY MANAGEMENT SERVICES

Facility Management Services
HPCL Green R&D
1.0. BIDDER’S QUALIFICATION CRITERIA (BQC): Bidders shall fulfil the following criteria in
order to qualify for this work:
1.1. FINANCIAL CRITERIA:

Annual Turnover: Average Annual Financial Turnover during the last 3 years, ending 31st March,
of the previous financial year, should be at least INR 94.8 Lakhs.
The net worth of the bidder should be positive. Bidders with negative net worth will not be considered
barring PSUs approved by HPCL.
1.2. EXPERIENCE CRITERIA:

Bidders shall have experience of having successfully carried out and completed similar work during the
last Seven years (07) ending last day of the month previous to the one in which PQ bids are invited, which
experience should be any one of the following.
Three similar completed works, each costing not less than INR 126.4 Lakhs per year
(OR)
Two similar completed works, each costing not less than INR 158.0 Lakhs per year
(OR)
One similar completed work costing not less than INR 252.8 Lakhs per yar
Similar Work shall be defined as having Successfully completed Housekeeping services in institutional /
Lab buildings.
2.0. DOCUMENTS TO BE SUBMITTED IN SUPPORT OF MEETING BQC (BIDDER

QUALIFICATION CRITERIA):
- Bidder shall submit documents such as Audited balance sheets, Profit & Loss accounts etc. as
proof of turnover.
- Bidder shall submit documents such as copies of Work Orders, Completion Certificate to establish
experience meeting the above mentioned qualification criteria.
- Bidders shall be required to upload the digitally signed authenticated copies of documents for
meeting BQC in the e-tendering portal only.
AUTHENTICATION OF DOCUMENTS:
a) Bidders shall submit the above documents in support of meeting the Bidder Qualification Criteria
(BQC) duly certified by CEO/ CFO/ Company Secretary or any member of the Board of Directors
in case of limited companies (Private / Public Limited).
b) In case of Proprietorship / Partnership firms, the authentication shall be by the proprietor / any two
partners and also notarized by public notary on all pages of the documents shall be required.
Bidder shall provide postal address, E-mail address, contact details of their customers whose documents
are submitted as proof of meeting the BQC of the tender. HPCL has right to contact the clients of the
bidder for seeking their feedback on the performance of supply/service being provided by the bidder.
Agency shall submit the above documents along with the PQC bid for establishing credentials /
technical qualification. Bids submitted without these details is liable for rejection. HPCL reserves the
Facility Management Services
HPCL Green R&D
right to complete the evaluation based in the details furnished without seeking additional information
from the vendor.
3.0. General
3.1 Consortium / Joint Venture bids shall not be accepted.
3.2 Bidder should not be in the Holiday / Negative list of HPCL.
3.3 Bidder should not be under liquidation, court receivership or similar proceedings.
3.4 Experience of only the bidding entity shall be considered. A job executed by a bidder for its own
plant/projects shall not be considered as experience for the purpose of meeting requirement of
experience criteria. However, jobs executed for Subsidiary / Fellow Subsidiary / Holding company
will be considered as experience for the purpose of meeting experience criteria subject to submission of
tax paid invoice(s) duly certified by Statutory auditor of the bidder towards payments of statutory tax in
support of the job executed for Subsidiary / Fellow Subsidiary / Holding company. Such bidders shall
submit these documents in addition to the documents specified in the PQ Document to meet
“Experience Criteria‟.
3.5 If work order/ completion certificate does not indicate all activities as defined under “Similar Works”
as mentioned at para 1.2. above, then bidder should submit a certificate to this effect from the Client
correlating the work order/ completion certificate number or furnish the detailed Schedule of Rates
(SOR) pertaining to the work order approved by Client to verify that all the salient works had been
undertaken while executing the contract.
3.6 Bidder shall furnish documentary evidence i.e. copies of work orders including Schedule of Rates (SOR),
completion certificate from the Owner / Consultant of work executed, copy of MOU with Sub Contractor
(as applicable), complete annual audited financial year statements including balance sheets, profit
& loss accounts statement and all other schedules, self-certification of being not under liquidation,
court receivership or similar proceedings, in the first instance itself, in support of their fulfilling the
Pre-Qualification Criteria. HPCL reserves the right to complete the evaluation based on the details
furnished without seeking any additional information. All supporting documents pertaining to „Pre-
Qualification Criteria‟ submitted by the Bidder shall be certified true copies, duly signed, dated and
stamped by a Public Notary. However, the above requirement is not applicable to Published Annual
Reports. In case of orders awarded by HPCL only PO copies shall be sufficient, internal records on the
performance & work completion of the works undertaken by the agency will be taken into consideration.
3.7 In case, audited balance sheets and profit & loss account of immediate preceding financial year is not
available for bid closing date upto 30th September, the bidder has an option to submit the audited balance
sheets and profit & loss account of the three previous years immediately prior to the last financial year.
However, for bid closing date after 30th September, bidder has to compulsorily submit the audited
balance sheets and profit & loss account for the immediate three preceding financial years, for
evaluation and his qualification with respect to financial criteria.
3.8. Relaxation for Micro and Small Enterprises
Criteria for prior experience and prior turnover (BQC) is relaxed by 15% for Micro and Small
Enterprises subject to meeting the prescribed quality and technical specification of the tendered
items/services for subject contract. Bidder to provide valid certificate to substantiate the qualification
for Micro and Small Enterprises along with the bid and specifically mention the same in the submitted
bid to claim the relaxation of criteria mentioned for financial Criteria and experience criteria.
ONLY THE OFFERS OF THE VENDOR MEETING THE PREQUALIFICATION CRITERIA WILL ONLY
BE CONSIDERED FOR THE OPENING OF UNPRICED BID (TECHNICAL BID) FOR TECHNICAL
EVALUATION.
Facility Technical Services
HPCL Green R&D
ABBREVIATIONS:
===============
Abbreviations used hereinafter:
HPCL -> Hindustan Petroleum Corporation Limited
RFQ -> Request for Quotation (also referred as Tender Enquiry)
PO -> Purchase Order
LOA -> Letter of Acceptance
1.0 IMPORTANT NOTES:

======================
1.1. The Vendor shall necessarily quote for items with scope, specifications and all other terms &
conditions exactly as stated in HPCL's Tender Enquiry, WITHOUT ANY DEVIATIONS
WHATSOEVER, failing which the offer of the Vendor shall be liable for REJECTION.
1.1.1 Vendor to submit the following declarations mandatorily along with the bid as per the format
attached with the tender document.
a) Banned or Delisted or Blacklisted
b) Bid Security declaration
c) Land border sharing
d) Integrity pact
e) PPLC – Purchase Preference linked with Local Content
Non submission of the above declarations, vendors offer shall be liable for REJECTION.
1.2. All documents including the scope, technical specifications, Special Conditions of Contract,
Bill of quantities, General terms and Conditions, Minimum deployment of manpower
Drawings etc. (if any) that form part of the tender document available in the e-procurement
portal shall be construed to be accepted by the bidder in totality unless specifically mentioned
in the Deviation form in the Technical responses.
1.2.1. HPCL’s “General terms & conditions for works contract” shall be applicable.
1.3. After placement of the PO, the Rates shall be FIRM during the entire Validity of the Order,
WITHOUT ANY escalation whatsoever.
1.3.1. Estimated Financial Limit of this Tender is ₹3.16 Cores approximately. Agency should ensure
that the Cumulative Value of items / work supplied or done against this order shall not exceed
the Financial Limit given above.
1.4 HPCL shall NOT be bound/ obligated to procure any minimum quantity of any Item nor any
minimum value of material and HPCL does not assure nor guarantee availing / consumption of
any minimum Financial Limit, from the Vendor on whom the PO is finalized.
1.5. The quantity of 999 or 9999 shown against each item of the tender is only for internal purpose
of HPCL and should not be considered as the quantity commitment from HPCL. So, vendors
have to ignore the quantity given in the tender.
I. BID SECURITY DECLARATION:

HPCL Green R&D
Bidder need to provide the Bid Security declaration as per the format attached with the tender.
II. PERFORMANCE SECURITY (CPBG):
Performance Guarantee is applicable to this tender as per HPCL General Terms and Conditions
attached herewith.
However, it is to be noted that 3% (Three Percent) of the PO /contract value is applicable
in place of 10%.
All other terms of guarantee as per HPCLGeneral Terms and Conditions shall remain
unchanged
III. PRE BID MEETING:
A pre-bid meeting shall be held with vendors on 25-August-2021 at 11:00 AM.
Venue HP Green R&D Centre, Devangonthi, Bengaluru
Last date of receipt of bidders queries for Pre-Bid meeting shall be one day prior to the Pre-
Bid meeting date. No queries/Clarifications beyond this date shall be entertained.
1.0. BRIEF DESCRIPTION OF THE JOB:

==================================
1.1. Vendor scope shall include, but not limited to, carrying out the following jobs / activities
There are two sections to the scope of service & supply
a) PART A- Scope of works for housekeeping services. Consumables miscellaneous services,

other charges, etc. to be supplied/ executed and quoted for as indicated in schedule of rates
(SOR) bill of quantities.
b) PART B- HPCL’s requirement for specific services as & when needed.
1.2. Detailed scope of work and supply shall be as specified in attachments of this tender.
2.0. SITE VISIT:

================
2.1. Bidder is advised to visit and examine the site, its surroundings and familiarize himself with
the existing facilities and environment, and collect all other information which he may require
for preparing and submitting the bid and entering into the Contract. Claims and objections due
to ignorance of existing conditions or inadequacy of information will not be considered after
submission of the Bid and during implementation.
2.2. Bidder may contact the following at site for site visit purpose:
HPCL Green R&D
Mr. David Poddar

DGM-Projects
(080-28078539 / +91-9987587521)
HPCL Green R & D Centre
3.0. VALIDITY OF ORDER:

=========================
3.1. The Contract will be valid for a period of ONE YEAR from the date of award of work and
upon satisfactory performance can be extended further up to a period of THREE (3) MONTHS
on the same rates, terms & conditions at the discretion of HPCL. The rates quoted will remain
in force for the full period of contract including the extended period. No demand for revision
of rate or modification in terms & conditions on any account shall be entertained during the
extended contract period, if so done.
4.0. JOB COMMENCEMENT:
==========================
4.1. Contractor shall submit Resource Mobilization Schedule for scope of services within 7 days
after award of work. Basis the Scope of service requirement, the required number & discipline
of personnel shall be provided by the Contractor within 15 days from the date award of works.
Details as per SCC
5.0. PAYMENT SCHEDULE / TERMS:

==================================
5.1. Refer clause no. 24 at “Special conditions of contract” of this tender.
6.0. LD / PRICE REDUCTION CLAUSE:

==================================
6.1. Not Applicable.
7.0. PENALTY:
===============
7.1. Refer clause no. 29 at “Special conditions of contract” of this tender.
8.0. COMPOSITE PERFORMANCE BANK GUARANTEE:

===============================================
8.1. Refer SCC attached to this tender.
Applicable as per HPCL’s “General Terms and Conditions of Works Contract”.However, it is

to be noted that 3% (Three Percent) of the PO / contract value is applicable in place of
10%.Performance Bank Guarantee must be as per HPCL's format (Format Enclosed to this
tender).
Note: PBG shall be submitted in the same currency in which the order is released. Default currency
indicated in PBG format is INR (Rs.), the same shall be changed to currency in which the order will
be released. (for details refer Annexure - A attached to tender enquiry)
HPCL Green R&D
All foreign BGs, issued by a bank located outside India, are to be confirmed by a list of banks whose
bank guarantees are acceptable to the Corporation (list enclosed Annexure - A) located in India.
9.0. SECURITY DEPOSIT:

=======================
9.1. Not Applicable.
10.0. EMD:
=============
10.1. Not Applicable. However, Bid Security declaration to be provided as per bidding document.
11.0. CONTRACT VALUE:

=====================
11.1. The contract value would mean the total cost inclusive of taxes, levies and all other costs at
which the contract is awarded.
12.0. INTEGRITY PACT:
a) The Integrity Pact duly signed by the authorized official of HPCL and the Agency will form
part of this Contract / Purchase Order. The Agency shall comply with the requirements of the
Integrity Pact.
b) Proforma of Integrity Pact (which is issued along with this bidding document) shall be returned
by the Agency along with the Un-Priced 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. Agency's failure to return the Integrity Pact along with the bid,
duly signed, shall lead to rejection of such Offer.
c) If the Agency 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
from the Vendor, Liquidated Damages amount by forfeiting the EMD/Bid security (Bid
Bond), if any, as per provisions of Integrity Pact.
d) 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, if any, as per Integrity Pact.
13.0. CONTACT PERSONS:

======================
FOR TECHNICAL QUERIES:
===========================
Mr. David Poddar | Mr. Abhijit Mandal
Deputy General Manager - Projects| Manager - Maintenance – R&D
HPCL Green R&D
HPCL Green R&D Centre, Bengaluru

Ph. No: 080-2807 8539 | 080-2807 8685
E-Mail: davidpoddar@hpcl.in| abhijitmandal@hpcl.in
14.0. FOR COMMERCIAL QUERIES:

=============================
Mr. Sekhar D B; DGM – Purchase
Mr. K Pradeep Kumar; Sr. Manager – Materials
Mr. Sharma Kaushik, Manager Purchase
Tel: (080) 2807 8570 | 8572 | 8573 | 8683
E-Mail: dbsekhar@hpcl.in | Pradeepkkondaka@hpcl.in | kaushiksharma@hpcl.in
15.0. PRICED BID/HOW TO QUOTE -- ONLINE ONLY:

============================================
Tenderer shall quote as follows:
i. Please quote a Single Consolidated percentage (above or below, +/-, “ZERO”) in the
corresponding field of the e-tender that is applicable over the Schedule of Rates (SOR)
mentioned in E-proc.
ii. Please note that the Priced Bid should contain only rates and should not contain any conditions
or deviations.
For Indian Bidders// Items quoted in INR:

=================================
i. The Rate(s) quoted shall be firm and inclusive of all extras like Packing, Forwarding,
Freight, etc. but EXCLUDING GST.
ii. Vendor need to quote GST (in the form of SGST, CGST or IGST as applicable) in percentage
separately under “Tax n Extras” in e-Proc website which shall be paid extra as applicable.
iii. It may be noted HPCL is registered with the Government of India in the Department of
Scientific and Industrial Research and entitled for 5% concessional GST for research items /
purchases of equipment, consumables and other supplies used for R&D purposes.
iv. HPCL shall seek clarification with regards to applicable GST in case vendors quote GST
differently.
v. Vendor should not quote the rates INCLUSIVE of GST and shall quote GST separately as
EXTRA as stated above. Incase offers received INCLUSIVE of GST, offer shall be liable for
REJECTION and HPCL’s decision is final in this regard.
vi. For other details, refer respective clauses of HPCL’s “General Terms and Conditions of Works
Contract”. The tender is non-divisible.
vii. Transit Risk insurance of the material in vendor scope for supply items.
HPCL Green R&D
All other terms and conditions as per HPCL’s “General Terms and Conditions of Works Contract”.
Refer Annexure - A attached to tender enquiry for OTHER TERMS AND CONDITIONS
****
Tender Appendix
Doc. Req'd
1 Tender Appendix Tender Appendix Updated.pdf - No
Annexure – A to the HPCL Tender Enquiry
1. BANK GUARANTEE SUBMISSION:

=============================
Bank Guarantee’s should be submitted strictly in HPCL Format. Non
Compliance of the same, offer shall be liable for Rejection.
Responsibilities of Vendor/Supplier regarding Bank Guarantee submission

========================================================
a) Vendor/Supplier shall obtain Bank guarantee from branches of scheduled banks
(other than cooperative banks) which is live on SFMS facility.
b) BG issuance advice through SFMS shall be forwarded to HPCL’s Designated
banker referred in point no c.
c) ICICI Bank, Back bay Branch, Mumbai (IFSC code ICIC0000393) is the
designated branch for HPCL and to be used SFMS confirmations only.
d) For Bank guarantees pertaining to HP Green R&D Centre, Vendor/Supplier
should ensure that Unique Identifier Code (UIC of HPCL Green R&D Centre) –
“HPCL508902133CR” is referred in the row/field number 7037 of SFMS
Delivery report.
e) Vendor/Supplier should ensure that SFMS Message type (MT) should be “760
COV”
f) Concerned Vendor/Supplier to submit a copy of SFMS delivery report from the
bank guarantee(BG) issuing Branch along with the original bank guarantee(BG) to
HPCL. This should form part of bank guarantee(BG) related documents handed
over to beneficiary (HPCL).
g) Bank guarantee(s) shall be in line with formats provided.
h) Bank guarantee(s) shall be signed by two authorized authorities of issuing bank.
i) In case issuing branch is not located in Bangalore, issuing branch should
specifically authorize a designated branch in Bangalore to facilitate
invocation/encashment of bank guarantee and this shall be incorporated under Non
obstante clause of bank guarantee i.e., after point no 3 of BG format in the last
paragraph of BG format.
“The subject bank guarantee may be invoked/encashed at our ...................... branch
located at Address (… .................... ) (along with email id, contact number and IFSC
code of designated branch) of Bengaluru.
Guidelines for bank guarantee(BG) issuing branch
a) Bank guarantee(s) shall be signed by two authorized authorities of issuing bank.

b) SFMS confirmation is to be advised to ICICI Bank, Back bay Branch, Mumbai
(IFSC code ICIC000393). This is to be used for SFMS confirmation only.
c) HPCL508902133CR is to be updated in row/field number 7037 of SFMS Delivery
report.
d) SFMS Message type (MT) should be “760 COV”
e) Copy of SFMS delivery report is to be handed over to vendor/supplier.
Kindly note:
1) Vendor to furnish Bank guarantees in favour of HPCL from the list of banks whose
bank guarantees are acceptable to the Corporation (list enclosed)
2) All foreign bank guarantees will be confirmed by a bank located in India acceptable to
the Corporation.
3) All bank guarantees are to be provided on stamp paper only.
Page 1 of 10
4) Bank Guarantees from branches of banks not having SFMS facility are not considered
and cannot be accepted.
5) Usage of wrong /other identifier code(s) will not cause the confirmation message to
under HP Green R&D Centre reflect under assigned UIC inviting consequences related
to unconfirmed bank guarantees.
6) Please mention the below referred bank details of beneficiary wherever required
/applicable in bank guarantee(BG)
COMPANY NAME Hindustan Petroleum Corporation Ltd
BANK NAME STATE BANK OF INDIA
BRANCH ITI ANC. INDUSTRIAL ESTATE
BRANCH CODE 3028
ACCOUNT NO 32161443180
SWIFT CODE SBININBB262
IFS CODE SBIN0003028
BANK ADDRESS Mahadevapura, Whitefield Road, Bangalore - 560 048
2. METHOD FOR INVOICE SUBMISSION:

==================================
STEP 1:
======
 Log on to http://www.bills.hpcl.co.in
 Go to Bill Tracking & Vendor Self Service page
 Enter your Credentials (User ID - Vendor Code & Password)
 Go to Bills
a) Submit e invoice - For submission of new bill,
b) My Bills - to view the bill,
c) Payment History – To view the payment details)
 Select PO Number in the drop down list
(Standing Orders cannot be selected, in such case only call up orders should be selected)
 Check and proceed
 Enter Invoice Particulars, Check Bank Details
 Confirm and Submit
 Select "OK" for Invoice Created Successfully Box
 Invoice Transmittal - Approved Sheet appear
 Check and Take print out
STEP 2:
========
 Submit Original Invoice and Invoice Transmittal Approved Sheet Print Out to Central
Processing Cell (CPC) in the HPCL Corporate R&D Centre Bangalore-Finance
Section.
 Acknowledgement can be seen in the BTS portal
 Use BTS number for reference purpose.
STEP 3:
=======
 Submit Duplicate Invoice, copy of Invoice Transmittal Approved Sheet Print Out and
supporting documents to the User Dept.
Page 2 of 10
 Use BTS number for reference purpose.
All documents if sent through courier, on the face of envelope the following information should
be mentioned
BTS No:
Vendor code:
Name of the Vendor:
PO Reference:
Contact details:
3. FOR E-TENDERING RELATED ISSUES:

=====================================
In case of any issue in logging into the site or any issue in Uploading certificate/Bid preparation/Bid
submission you may call on this Telephone No - 022-41146666 or +91 7710911191.The help-desk
services shall be available from Monday to Saturday, between 8.00 AM to 8.00 PM IST only, except
Public holidays.
ALTERNATELY YOU MAY SEND MAIL ON eprochelpdesk@mail.hpcl.co.in
Respond may be sent in next 24-48 Hours.
In case, the above Phone is unreachable, you may alternately call on the Mobile no. 08108-988-611
but only on the days and time given above.
In this regard, we would like to inform you that we have been receiving some last minute
requests/problems and thereafter requesting for extension in Due Date, highlighting some technical
issues as a reason for non-submission of bids.
Kindly log-in to the website (https://etender.hpcl.co.in) well in advance to ensure timely submission
of your bid and please note that HPCL shall NOT be responsible for any last minute rush.
NOTE: Vendor is requested to quote their rate as per the terms and conditions mentioned in the
tender document including Special Terms and Conditions and General Terms and Conditions. Vendor
to note that deviations to Terms and Conditions as mentioned above and in the other attachments of
tender document shall lead to rejection of offer or loading on offered price during evaluation.
However, in case of any deviation please mention the same in Deviation List (in e-Proc website)
ONLY. In case NO deviation is mentioned in the Deviation List, it will be considered as NIL Technical
and Commercial Deviation and vendor accepted all the terms and conditions of the Tender including
Special Terms & Conditions and General Terms & Conditions for supply.
In case of any ambiguity/contradiction/misunderstanding/discrepancy/inconsistency /error in the

terms and conditions of the tender, vendor need to ask clarification regarding the same before
quoting. Else, the decision of the Owner/Engineer–in–charge/Site-in-charge shall be the final and the
contractor/vendor shall abide by the decision. The decision shall not be arbitrable.
4. PROCEDURE FOR SUBMISSION OF E-BID: [https://etender.hpcl.co.in/]

===============================================================
4.2. If you are logging in for the first time, please upload your digital certificate (public key)
through the link “Digital certificate” in the left side (The digital certificate should have
“Non repudiation” attribute). The concerned Purchase officer will validate the same,
Page 3 of 10
after which the message in link shall read as “Existing Signing Digital Certificate
Expires on:” Only after this message you can submit bid successfully. (This is a onetime
activity till certificate expiry).
4.3. To know, how to prepare and submit bid, please refer the “HELP” tab. You will be
guided with a step by step procedure for bid preparation and submission of the same.
4.4. For help on any specific topic, like ‘how to raise query” etc., please click on the help
link and select the appropriate topic for a step by step procedure on same.
4.5. Please note that, you can submit more than one bid against a tender. However, only the
latest successful bid shall be considered for evaluation.
4.6. Please download and install the PDF signing utility (J Sign PDF) from the “Utilities”
link, which can be used to signing tender document prior to submission of same. Please
note that your digital certificate should be uploaded / existing in your browser to enable
Jsign pdf in signing documents.
4.7. Please ensure to use Internet Explorer 7 or above to open and work on this application.
4.8. Please download &install the program JDK 1.6 from the utilities link, if not already
installed for this application to work properly.
4.9. Please note that opening of bids can be witnessed through the menu “Witness bid
opening” after the un-priced/priced bid opening date has passed.
NOTE: For Disclaimers, please refer the home page after logging into the website.
5. MODE OF BIDDING:
=======================
5.1. Bidders shall ensure compliance of the following while bidding:
5.1.1. A scanned copy of the Letter Head, confirming unconditional acceptance to all the
terms & conditions contained in HPCL's Tender Enquiry and WITHOUT any
deviation, should be uploaded in the “Generate Technical Bid & Priced envelope
 Tender Heading” stage of bid preparation. The Letter Head should also clearly
indicate your up-to-date Address, Telephone Numbers, Fax Numbers, E-Mail
Addresses, Mobile Numbers and Contact Person's Name & Designation.
5.1.2. In addition to the above, please ensure to specify the following under the “Generate
Technical Bid & Priced envelope  Tender Heading”:
a. In case of NIL Deviation, kindly ensure to specify NIL.
b. In case of any deviation(s), the same is to be entered in the table provided.
c. Deviation mentioned in any other place will not be considered.
(NOTE: In case Deviation Form is left blank, the next step cannot be initiated)
6. BID SECURITY DECLARARTION:
6.1. Bidder need to provide the Bid Security declaration as per the format attached with
the tender.
6.2. UNPRICED BID DOCUMENTS TO BE SUBMITTED ONLINE:
Bidders shall ensure to specify the following under the “Generate Technical Bid & Priced
Envelope Tender Heading”:
a) In case of NIL Deviation, kindly ensure to specify NIL.
b) In case of any Deviation(s), the same is to be entered in the table provided.
c) Deviation mentioned in any other place will not be considered.
(NOTE: In case Deviation Form is left blank, the next step cannot be initiated)
Page 4 of 10
IN CASE OF ANY TECHNICAL/COMMERCIAL QUERIES, THE SAME SHOULD

BE SOUGHT THROUGH THE “QUERIES / MESSAGES” APPLICATION IN THE
E-PROCUREMENT SITE ONLY. (Manual for raising queries available in “HELP”
application (Point e) after logging into the website)
7. Tax Collection at Source:

====================
Bidders shall not quote TCS rate/amount anywhere in their bid; otherwise the bid is
liable to be rejected. TCS claim to be made on Face of Invoices/Debit note and routed
through BTS.
Tax Collection at Source u/s 206C(1H) of Income Tax Act 1961:

A Seller of Goods (“Vendor”) within the requirement of Sec.206C (1H) of Income Tax
Act, 1961, shall claim applicable Tax Collected at Source (“TCS”) in the Invoice to be
issued to HPCL or can claim the same through mutually agreed separate document. The
payment of such TCS shall be made by HPCL once TCS amount deposited by vendor with
the Tax authorities is reflected in Tax Credit Portal [Form 26AS] of HPCL. HPCL’s PAN
Number for the purpose of TCS is AAACH1118B which is required to be uploaded by the
Vendor for every TCS deposit.
The Vendor is obliged to claim TCS as per the extant statutory provision. HPCL shall be
liable to reimburse appropriate TCS only. HPCL shall not be made liable for reimbursement
of any higher TCS mistakenly deposited by the Vendor or in case any wrong deposit of
TCS is made by the Vendor to the Tax authorities on account of HPCL. The Vendor shall
be solely responsible for compliance of TCS provisions, viz., its collection at appropriate
percentage, its remittance to Tax Authorities, filing of applicable/appropriate returns in
stipulated time and issuance of TCS Certificate to HPCL matching with TCS collected by
it from HPCL.
Any liability, claim, proceedings regarding and arising out of TCS compliance shall be the
sole responsibility of Vendor. In case any such claim, liability, proceedings are initiated
against HPCL, which are solely attributable to the non-compliance of Vendor with the TCS
provision, the Vendor undertakes to indemnify HPCL against all such claims, liabilities and
proceedings. Further, HPCL shall be entitled to deduct any such additional payment
liability from the running bill of the Vendor or its total outstand.
8. ARBITRATION CLAUSE (For Indian Orders):

=====================================
7.1. For Supply - Applicable as per HPCL’s “General terms and conditions for supply”.
7.2. For Services - Applicable as per HPCL’s “General terms and conditions for works
contract”.
7.3. For Consultancy - Applicable as per HPCL’s “General terms and conditions of
Contract for Consultancy Services”.
Please note the following;
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 Bangalore
for all purposes. The Arbitration shall be held at Bangalore and conducted in English language.
Page 5 of 10
9. ARBITRATION CLAUSE (Foreign Orders)

=====================================
1. All disputes or differences arising out of or in relation to this contract or on account of
suspension or termination of the contract shall be settled by Arbitration in India. The
arbitration shall be by a Sole Arbitrator appointed by HPCL. The Sole Arbitrator will
adjudicate the disputes and differences between the parties except those in respect of which,
the decision of any person is, by the contract expressed to be final and binding.
2. In the event of the Sole Arbitrator to whom the matter is originally referred to, is unable to
act or he/she vacates the office, HPCL, shall nominate another Sole Arbitrator to settle the
said disputes and differences.
3. The second Sole Arbitrator shall be entitled to proceed with the arbitration from the stage at
which it was left by his/her predecessor. It is agreed between the parties that if HPCL fails
to appoint an Arbitrator within 30 days of a reference made for appointment, then the
Contractor/ Vendor shall write to the Chairman and Managing Director of HPCL stating
about the failure and requesting for an appointment and the C&MD of HPCL shall then
either appoint or ensure the appointment of a Sole Arbitrator.
4. The proceedings and award (to be in writing) shall be in English and the award shall be final,
conclusive and binding on the parties to the contract subject to the provisions of the
Arbitration & Conciliation Act, 1996, as in force in India and the rules made thereunder and
for the time being in force. This contract shall be covered by the laws of India.
5. The award shall be made in writing and shall be published at the earliest.
6. The Sole Arbitrator shall be at liberty to appoint, if so necessary, any Accountant or Engineer
or other person to assist him/her and act by the opinion so taken.
7. The Sole Arbitrator shall have powers to make one or more awards whether interim or
otherwise in respect of the disputes and differences, and in particular, shall make separate
awards in respect of each claim or cross claim of the parties.
8. The Sole Arbitrator shall be entitled to direct any of the parties to pay the cost of arbitration
in such a manner and to such an extent as the Sole Arbitrator may in his discretion determine
and shall also be entitled to require one or both the parties to deposit funds in such
proportions to meet the arbitration expenses. The parties to arbitration, whenever called
upon to do so, shall be bound to comply with such directions without any demur.
9. Notwithstanding anything contained to any other law, the parties hereby agree that the courts
in the city of Bangalore alone shall have jurisdiction in respect of all or anything arising
under this contract, except for moving the appropriate Court for enforcement of an award.
10. CANCELLATION / RISK PURCHASE CLAUSE:

=========================================
Applicable as per HPCL’s “GENERAL TERMS AND CONDITIONS FOR SUPPLY”.
11. TERMINATION CLAUSE:

=======================
Page 6 of 10
For Services - Applicable as per HPCL’s “GENERAL TERMS AND CONDITIONS FOR
WORKS CONTRACT”.
For Consultancy - Applicable as per HPCL’s “General terms and conditions of Contract for
Consultancy Services”.
12. GENERAL NOTES:

=====================
i. HPCL takes no responsibility for delay, loss or non-receipt of auto emails sent by e-
Proc site. Only the offers submitted through e-Proc site will be accepted.
Telegraphic/fax/email offers or offers sent through any other mode shall not be
accepted.
ii. Vendors who have responded to the tender are requested to login at HPCL e-
procurement website (http://etender.hpcl.co.in) for witnessing the tender opening (un-
priced bid as well as priced bid in case of technically accepted vendors).
iii. Queries if any may be addressed in e-Proc site only. Such queries shall be forwarded
so as to reach HPCL before the due date for receipt of pre bid queries. Queries received
after the bidder query due date shall not be responded.
iv. The bid prepared by the bidder, all correspondences and documents relating to the bid
exchanged by the bidder and the OWNER, shall be written in English language.
v. Although this tender document has been compiled with all reasonable care, it is the
bidder’s responsibility to ensure that the information provided is adequate and clearly
understood. Bidder shall examine the tender document thoroughly in all respect and if
any conflict, discrepancy, error or omission is observed, bidder may request
clarification at any time before queries end date. Any failure by the bidder to comply
with the aforesaid requirement shall not excuse the bidder, after subsequent award of
the contract, from performing the work in accordance with the agreement.
vi. The tender should be submitted online at website https://etender.hpcl.co.in only, by the
due date and time, as specified in the tender. The Server Date & Time as appearing on
the HPCL website (https://etender.hpcl.co.in) shall only be considered for the cut-off
date and time for receipt of tenders.
vii. The Vendor(s) should submit their Offer along with the requisite details specified in
the tender.
viii. HPCL reserves the right to cancel the tender at any stage during the bidding process but
before the award of work/ items (as applicable),
ix. In NO cases, vendor should take any deviation from Tender terms and conditions. In
case of any deviation to payment terms and Price Reduction Clause/LD etc., the same
shall be loaded while evaluation as per HPCL standard terms and conditions.
x. HPCL shall not be responsible for any delays reasons whatsoever in receiving as well
as submitting offers, including connectivity issues.
xi. HPCL may issue clarifications / amendments in the form of online addendum /
corrigendum and on Message Board at https://etender.hpcl.co.in during the bidding
period and may also issue amendments subsequent to receiving the bids. For the
addendum/corrigendum issued during the bidding period, bidders shall confirm the
inclusion of addendum / corrigendum / Messages on Message Board in their bid. Bidder
shall follow the instructions issued along with addendum/corrigendum/Messages on
Message Board.
xii. Bidders shall examine the Bidding Document thoroughly and submit to HPCL any
apparent conflict, discrepancy or error. HPCL shall issue appropriate clarifications or
amendments, if required. Any failure by Bidder to comply with the aforesaid shall not
Page 7 of 10
excuse the Bidder from performing the Services in accordance with the contract if
subsequently awarded.
** * **
List of Scheduled Commercial Banks (SCBs)
List of Scheduled Public Sector Banks
Sr.No. Name of the Bank Sr. No. Name of the Bank
1. Allahabad Bank 10. Indian Overseas Bank

2. Andhra Bank 11. Oriental Bank of Commerce
3. Bank of Baroda 12. Punjab & Sind Bank
4. Bank of India 13. Punjab National Bank
5. Bank of Maharashtra 14. State Bank of India
6. Canara Bank 15. Syndicate Bank
7. Central Bank of India 16. UCO Bank
8. Corporation Bank 17. Union Bank of India
9. Indian Bank 18. United Bank of India
List of Scheduled Private Sector Banks

Sr.No. Name of the Bank Sr. No. Name of the Bank
1. Axis Bank Ltd. 12. Jammu & Kashmir Bank Ltd.

2. Bandhan Bank Ltd. 13. Karnataka Bank Ltd.
3. Catholic Syrian Bank Ltd. 14. Karur Vysya Bank Ltd.
4. City Union Bank Ltd. 15. Kotak Mahindra Bank Ltd
5. DCB Bank Ltd. 16. Lakshmi Vilas Bank Ltd.
6. Dhanlaxmi Bank Ltd. 17. Nainital Bank Ltd.
7. Federal Bank Ltd. 18. RBL Bank Ltd.
8. HDFC Bank Ltd 19. South Indian Bank Ltd.
9. ICICI Bank Ltd. 20. Tamilnad Mercantile Bank Ltd.
10. Induslnd Bank Ltd 21. YES Bank Ltd.
11. IDFC FIRST Bank Ltd.* (IDFC Bank 22. IDBI Bank Ltd.
Ltd.)
[* Note: The notification for changing the name of ‘IDFC FIRST Bank Limited’ in the Second
Schedule of RBI Act, 1934 has been sent to Government of India for Gazzette Publication which is yet
to be published.]
List of Scheduled Small Finance Banks

Sr.No. Name of the Bank
1. Au Small Finance Bank Limited 7. ESAF Small Finance Bank Limited

2. Capital Small Finance Bank Limited 8. Fincare Small Finance Bank Limited
3. Equitas Small Finance Bank Limited 9. Jana Small Finance Bank Limited
4. Suryoday Small Finance Bank Limited 10. North East Small Finance Bank
5. Ujjivan Small Finance Bank Limited Limited
6. Utkarsh Small Finance Bank Limited
Page 8 of 10
List of Scheduled Payments Banks

1. India Post Payments Bank Limited
List of Scheduled Regional Rural Banks

Sr.No. Name of the RRBs
1. Andhra Pradesh Grameena Vikas Bank 17. Ellaquai Dehati Bank

2. Andhra Pragathi Grameena Bank 18. Jammu & Kashmir Grameen Bank
3. Chaitanya Godavari Grameena Bank 19. Jharkhand Gramin Bank
4. Telengana Grameena Bank 20. Vananchal Gramin Bank
5. Saptagiri Grameena Bank 21. Kaveri Grameena Bank
6. Arunachal Pradesh Rural Bank 22. Karnataka Vikas Grameena Bank
7. Assam Gramin Vikash Bank 23. Krishna Pragathi Gramin Bank
8. Langpi Dehangi Rural Bank 24. Madhyanchal Gramin Bank
9. Dakshin Bihar Gramin Bank* 25. Narmada Jhabua Gramin Bank
10. Uttar Bihar Gramin Bank 26. Central Madhya Pradesh Gramin Bank
11. Chattisgarh Rajya Gramin Bank 27. Vidharbha Konkan Gramin Bank
12. Baroda Gujarat Gramin Bank 28. Maharashtra Gramin Bank
13. Dena Gujarat Gramin Bank 29. Manipur Rural Bank
14. Saurashtra Gramin Bank 30. Meghalaya Rural Bank
15. Sarva Haryana Gramin Bank 31. Mizoram Rural Bank
16. Himachal Pradesh Gramin Bank 32. Nagaland Rural Bank
[* Note: Dakshin Bihar Gramin Bank was established amalgamating two RRBs viz. Bihar Gramin
Bank & Madhya Bihar Gramin Bank. Punjab Gramin Bank was established amalgamating three
RRBs viz. Punjab Gramin Bank, Malwa Gramin Bank & Sutlej Gramin Bank. Also, another 12
RRBs have been notified to be amalgamated into 6 RRBs from 01.04.2019. Further changes and
details in the list of Regional Rural Banks (details of address and contact no), as a result of on-going
amalgamation shall be communicated in due course.]
List of Scheduled Foreign Banks in India

1. Australia and New Zealand Banking Group 11. Deutsche Bank

Ltd. 12. HSBC Ltd
2. Westpac Banking Corporation 13. PT Bank Maybank Indonesia TBK
3. Bank of Bahrain & Kuwait BSC 14. Mizuho Bank Ltd.
4. AB Bank Ltd. 15. Sumitomo Mitsui Banking Corporation
5. Sonali Bank Ltd. 16. The Bank of Tokyo- Mitsubishi UFJ, Ltd.
6. Bank of Nova Scotia 17. Cooperatieve Rabobank U.A.
7. Industrial & Commercial Bank of China 18. Doha Bank
Ltd. 19. Qatar National Bank
8. BNP Paribas 20. JSC VTB Bank
9. Credit Agricole Corporate & Investment 21. Sberbank
Bank 22. United Overseas Bank Ltd
10. Societe Generale 23. FirstRand Bank Ltd
Page 9 of 10
24. Shinhan Bank 36. Emirates Bank NBD

25. Woori Bank 37. Barclays Bank Plc.
26. KEB Hana Bank 38. Standard Chartered Bank
27. Industrial Bank of Korea 39. NatWest Markets Plc
28. Kookmin Bank 40. American Express Banking Corporation
29. Bank of Ceylon 41. Bank of America
30. Credit Suisse A.G 42. Citibank N.A.
31. CTBC Bank Co., Ltd. 43. J.P. Morgan Chase Bank N.A.
32. Krung Thai Bank Public Co. Ltd. 44. SBM Bank (India) Limited*
33. Abu Dhabi Commercial Bank Ltd. 45. DBS Bank India Limited*
34. Mashreq Bank PSC 46. Bank of China Ltd.
35. First Abu Dhabi Bank PJSC
[* Note: SBM Bank (India) Limited (Subsidiary of SBM Group) and DBS Bank India Limited
(Subsidiary of DBS Bank Ltd.) have been issued licence on December 06, 2017 and October 04, 2018
respectively for carrying on banking business in India through Wholly Owned Subsidiary (WOS)
mode. They have commenced operations as WOS with effect from December 01, 2018 and March 01,
2019.]
Page 10 of 10
Instruction to Bidder
Doc. Req'd
1 Instruction to Bidder ITB FMS.pdf - No
Facility Management Services Instructions to Bidder
HP Green R&D Centre, Bengaluru
Sheet 1 of 10
INSTRUCTIONS TO BIDDER
HP GREEN R&D CENTRE

Bengaluru
Sheet 2 of 10
DEFINITIONS
(a) “Owner/HPCL” means M/s Hindustan Petroleum Corporation Limited (HPCL)
who proposes Facility Management for HP Green R&D Centre Complex at
Bengaluru.
(b) “Bidder/Contractor/Agency/Firm/Facility Management Service Provider (FMSP)”
shall mean the agency that has submitted the Bid in response to Tender Document.
(c) Bid shall mean the Bid submitted by Bidder(s) for in response to this `Tender
Document‟.
(d) “PO” shall mean Purchase Order
(e) “LOA” shall mean Letter of Acceptance
(f) “O&M” shall mean Operation and Maintenance
(g) “GTCC/ GTC/ GTCWC” shall mean HPCL’s General Terms & Conditions of
Works Contract
(h) OWNER'S RIGHT TO ACCEPT/ REJECT
The Owner reserves the right to accept or reject any Bid and to annul the tendering
process and reject all Bids at any time without thereby incurring any liability to the
affected Bidder(s) or any obligation to inform the affected Bidder(s) of the grounds
for the Owner's action.
A GENERAL
1.0 INTRODUCTION
1.1 M/s. Hindustan Petroleum Corporation Limited (HPCL), a Navaratna Public
Sector Undertaking and Fortune 500 Company, involved in Refining, Marketing
and Distribution of Petroleum products has established a world class Research &
Development (R&D) Centre with State of the Art Research & Development
facilities at Bengaluru.
1.2 The R&D Centre has various laboratory buildings including Pilot plants,
Administration block with Auditorium, amphitheatre, Main Gate & Security block
including car parking area, Utilities block with Chillers & Cooling towers, Electrical
Sub-stations, Diesel Generators & HSD yard, Gas Utilities, Fire detection and
suppression systems, IBMS & access control systems, Warehouse , Solvent &
Gas Stores, labs and associated sheds, Sump & Pump house, ETP/STP,
Cafeteria, Hostel facilities, etc. with a built-up area of about 3,70,000 sq ft.
1.3 The infrastructure, built on a land parcel of about 40 acres incorporates various
sustainable, energy efficient and environment friendly measures including green
belt & water conservation structures etc. The facility meets the Green building
norms of GRIHA & LEED. The campus also have hardscape and landscape
features including roads & pathways for access to the various buildings and
facilities.
2.0 BRIEF SCOPE OF WORK

The detailed scope of housekeeping work is given in Scope of Job document of
Bidding Document. The brief scope given here is indicative but not limited to :
Soft services
Providing & managing daily services for activities pertaining to housekeeping,
cleaning, upkeep of buildings & facilities including interiors, façade, terrace,
HP GREEN R&D CENTRE

Bengaluru
Sheet 3 of 10
surround and also for roads, pathways & gardens, hostel facilities, other area of
the campus by seamless co-ordination of daily activities and services
A Cleaning & Janitor services for buildings & facilities (except internal
housekeeping of Utility rooms including Sub-Stations, AHU Rooms, Chiller
Plant rooms, Warehouse, Solvent Store, Gas-Store, Electrical Rooms, UPS &
Battery Rooms)
B Pest Control Services
C Maintenance and upkeep of landscaped areas & indoor plants
D Cleaning and upkeep of Roads, pathways & building precinct
E Trash removal and waste management (within the premises)
F Housekeeping of Hostel/ Gurukul facilities (external areas only & excluding
rooms)
G Office service management services like Front Desk, Pantry etc.
1. Hard Hats - The contractor/subcontractor shall provide - and their employees must
wear an –IS: 2925-1984 Safety helmet or approved equally rated hard hats at all
times in the work site. The employee’s site ID number and company name must
be displayed above the brim. Employees shall not modify Safety hats in any way,
such as drilling additional ventilation holes. All the contractors should follow the
below colour codes for Hard Hats at site.
a) Staff/ visitors – white

b) Workers – yellow
c) Contractor Supervisors – blue
2. First Aid kit
Sl.No Item Numbers of People working at Site

1-5 6-10 11- Above100 Above150
50
1 Guidance card individually 1 1 1 1 1
wrapped
2 Sterile adhesive dressings 10 20 40 40 40
3 Sterile eye pads with attachment 1 2 4 6 8
4 Triangular bandages 1 2 4 5 8
5 Sterile coverings for serious 1 2 4 5 8
wounds
6 Safety pins 6 6 12 12 12
7 Medium sized sterile un- 3 6 8 10 12
medicated
8 large sterile un-medicated 1 2 4 6 8
dressings
9 X-large sterile un-medicated 1 2 4 6 8
dressing
10 Sterile water in 300 ml disposable 1 1 3 6 6
containers, where tap water
unavailable
HP GREEN R&D CENTRE

Bengaluru
Sheet 4 of 10
3.0 LOCATION OF FACILITY:

Location of the facility is at Tarabahalli (village), Devanagonthi, Hosakote (Taluk)
of Bengaluru in the State of Karnataka.
Nearest Railway Station: Devanagonthi.

Nearest Airport: Bengaluru International Airport.
4.0 SITE VISIT
4.1 Bidder is advised to visit and examine the site, its surroundings and familiarise
himself with the existing facilities and environment, and collect all other
information which he may require for preparing and submitting the bid and
entering into the Contract. Claims and objections due to ignorance of existing
conditions or inadequacy of information will not be considered after submission of
the Bid and during implementation.
4.2 Any loss to the property / life of the visitor due to visitor’s negligence shall be the
visitor’s responsibility. Visitor shall keep Owner indemnified from any legal
consequences arising there from.
4.3 Bidder may contact the following person at site for site visit purpose:
Mr.David Poddar
DGM-Projects
Ph. No.: 080 – 28078777
5.0 FINANCIAL LIMIT & VALIDITY OF THE ORDER:

Basic Financial Limit: Rs.3,16,00,000.00/- (Three Crore & Sixteen Lakhs
Only)
Please refer “Special Conditions of Contract” documents for details.
6.0 JOB TO COMMENCE:
7.0 JOB TO COMPLETE:
8.0 PRICE REDUCTION CLAUSE:
Not Applicable.
9.0 PAYMENT SCHEDULE/ TERMS:
10.0 COMPOSITE PERFORMANCE BANK GUARANTEE (CPBG) / Retention:

10.1 Within FIFTEEN (15) days from the date of notification of award of works by the
Owner, the successful Bidder shall furnish the required CPBG for an amount
equal to three(3) of the total Contract Price in the form of a Bank Guarantee
issued by a Nationalized / Scheduled Bank (excluding co-operative banks) in
favour of HPCL in accordance with the proforma enclosed with General
HP GREEN R&D CENTRE

Bengaluru
Sheet 5 of 10
Conditions of Contract. CPBG shall be valid upto a period of 3 months beyond the
Time of Completion.3% retention in lieu of CPBG is acceptable.
10.2 Failure of the successful bidder to comply with requirement of above clause shall
constitute sufficient grounds for annulment of the award of work.
H BIDDING DOCUMENT, CLARIFICATIONS AND AMENDMENT
11.0 BIDDING DOCUMENT
11.1 The Bidding Document can be downloaded from the designated website(s) of
HPCL.
The Bidding Document shall consist of the following and should be read in
conjunction with any amendment issued subsequently:
i) Instructions to Bidders and its attachments.
ii) General Terms and Conditions of Works Contracts (GTCC).
iii) Special Conditions of Contract (SCC) and its attachments.
iv) Schedule of Rates (SOR)
v) Scope of Job & Technical details, Drawings, List of Equipment
vi) Minimum Deployment of manpower
The Bidding Document shall be read in conjunction with any Amendment.
11.2 The Bidder is expected to examine the Bidding Document, including all
instructions, forms, terms, specifications and drawings in the Bidding Document.
Failure to furnish all information required as per the Bidding Document or
submission of a bid not substantially responsive to the Bidding Document in every
respect may result in the rejection of the Bid.
11.3 Bidding documents once issued are non-transferable in other name and shall at
all times remain the exclusive property of the OWNER with a licence to the Bidder
to use the Bidding Documents for the limited purpose of submitting the bid.
11.4 Bidder shall treat the Bidding Document and contents thereof as confidential.
12.0 CLARIFICATION OF BIDDING DOCUMENT
12.1 Although the details presented in this Bidding document consisting of Conditions
of Contract, Scope of Work, Technical Specifications and Drawings have been
compiled with all reasonable care, it is the Bidder’s responsibility to ensure that
the information provided is adequate and clearly understood and it includes all
documents.
12.2 Any failure by Bidder to comply with the aforesaid requirement shall not excuse
the Bidder, after subsequent award of contract, from performing the work in
accordance with the Letter of Acceptance (LOA) / Purchase Order (PO).
12.3 Bidders are requested to resolve all their clarifications/queries to the Bidding
Document before due date of submission of bid and submit their bid in total
compliance to Bidding Document without any deviation /stipulation /clarification
/assumption.
12.4 The responses to Bidder’s queries / clarifications raised will be furnished as
expeditiously as possible. Any modification of the Bidding Document, which may
become necessary as a result of the bidders query, shall be sent to all bidders
through the issue of an Addendum/ Amendment.
13.0 CLARIFICATION REQUESTS FROM BIDDERS
13.1 A bidder may seek clarifications regarding the bidding document provisions,
bidding process, etc. HPCL shall respond to such requests within a reasonable
time. However, any technical & commercial query needs to be posted by the
HP GREEN R&D CENTRE

Bengaluru
Sheet 6 of 10
bidders one day prior to the Pre-Bid meeting date. Any reply from HPCL
shall be only through e-procurement portal for the queries received one day
prior to Pre-Bid meeting date.
IN CASE OF ANY TECHNICAL /COMMERCIAL QUERIES, THE SAME

SHOULD BE SOUGHT THROUGH THE “QUERIES / MESSAGES”
APPLICATION IN THE E-PROCUREMENT SITE ONLY. (Manual for raising
queries available in “Help” application (point e) after logging into the
website)
14.0 AMENDMENT OF BIDDING DOCUMENT

14.1 HPCL may, for any reason whether at its own initiative or in response to the
clarification requested by the prospective bidder(s), issue amendment in the form
of Addendum during the bidding period or subsequent to receiving the bids. Any
Addendum thus issued shall become part of Bidding Document.
14.2 In case Addendum is issued during the bidding period, Bidder shall consider its
impact in his bid. In case Addendum is issued subsequent to receipt of bids,
Bidder shall follow the instructions issued along with Addendum with regard to
submission of impact on quoted price / revised price, if any.
15.0 CONFIDENTIALITY OF BIDDING DOCUMENT
15.1 The Bidding Document is and shall remain the exclusive property of the HPCL
without any right to Bidder to use them for any purpose except for the purpose of
Bidding.
16.0 LANGUAGE OF BID
The Bid prepared by the Bidder, all correspondence and documents relating to the
bid exchanged by the Bidder and HPCL shall be written in the English language.
Any printed literature/certificate/any other document furnished by the Bidder may
be in another language, provided they are accompanied by an accurate
translation of the relevant passages in the English language, in which case, for
purpose of interpretation of the Bid the English translation shall prevail.
In the event of submission of any document/ certificate by the Bidder in a
language other than English, the English translation of the same duly
authenticated by Chamber of Commerce of bidder’s country shall be submitted by
the bidder.
17.0 COMPLIANCE TO BID REQUIREMENT
17.1 ZERO DEVIATION:
Bidder to note that this is a ZERO deviation bidding document. Owner will
appreciate submission of offer based on the terms and conditions in the enclosed
GTCC, SCC, ITB, Scope of Work, and Technical Specification etc. to avoid
wastage of time and money in seeking clarifications on technical / commercial
aspect of the offer.
17.2 Accordingly, Bidder must confirm “Nil Deviations” in the unpriced bid.
17.3 Notwithstanding the above, no deviation to the bid conditions in respect of the
following shall be entertained and bids shall be liable for rejection.
(a) Time Schedule
(b) Bill of Quantities / Schedule of Rates
(c) Arbitration
(d) Scope of Work
HP GREEN R&D CENTRE

Bengaluru
Sheet 7 of 10
(e) Scope of Supply

(f) Composite Performance Bank Guarantee (CPBG)/ Retention
(g) Suspension of work
(h) Termination of Contract
(i) Force Majeure
(j) Bid Validity
(k) Proforma of all Bank Guarantees
(l) Liquidated Damages/Price Reduction due to Delay in completion
17.4 Any other condition specifically mentioned in the tender documents elsewhere that
non-compliance of the clause lead to rejection of the bid.
17.5 In case Bidder stipulate deviations, Owner have the right to reject such bid at its
absolute discretion without giving any opportunity for such Bidder to make good
such deficiency.
18.0 PROCEDURE FOR SUBMISSION OF E-BID:

[https://etender.hpcl.co.in/]
Please refer the home page after logging into the website. In case of any issue in
logging into the site or any issue in Uploading certificate/Bid preparation/Bid
submission you may call on this Telephone No - 022-42100111. The help-desk
services shall be available from Monday to Saturday, between 10.00AM to
6.00PM only, except Public holidays.
In case, the above Phone is unreachable, you may alternately call on the Mobile no.
08108-988-611 but only on the days and time given above
19.0 TECHNICAL / COMMERCIAL QUERY

IN CASE OF ANY TECHNICAL /COMMERCIAL QUERIES, THE SAME SHOULD BE
SOUGHT THROUGH THE “QUERIES / MESSAGES” APPLICATION IN THE E-
PROCUREMENT SITE ONLY. (Manual for raising queries available in “Help” application
(point e) after logging into the website)
FOR E-TENDERING RELATED ISSUES:

In case of any issue in logging into the site or any issue in Uploading
certificate/Bid preparation/Bid submission you may call on this Telephone No
- 022-42100111. The help-desk services shall be available from Monday to
Saturday, between 10.00AM to 6.00PM only, except Public holidays.
In case, the above Phone is unreachable, you may alternately call on the
Mobile no. 08108-988-611 but only on the days and time given above
20.0 BID PRICES

21.0 CURRENCIES OF BID & PAYMENT
The Bidder shall quote in Indian Rupees and shall be paid in Indian Rupees only.
22.0 BID VALIDITY
22.1 Bid submitted by Bidder shall remain valid for a minimum period of ONE TWENTY
DAYS from the date of opening of Unpriced Bids of the Tender.
22.2 Owner may solicit the bidders consent to an extension of the period of validity of
HP GREEN R&D CENTRE

Bengaluru
Sheet 8 of 10
bid. The request and the responses there to shall be made in writing. However,
bidders agreeing to the request for extension of validity of bid will not be permitted
to modify the bid.
23.0 EARNEST MONEY DEPOSIT (EMD) : Not Applicable
24.0 Integrity Pact:

24.1 The Integrity Pact duly signed digitally by the authorized official of HPCL and the
Vendor, will form part of this Contract / Supply Order.
24.2 Proforma of Integrity Pact (which is issued along with this bidding document) shall
be returned by the Vendor along with the Offer, 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. Vendor's failure/refusal
to sign the Integrity Pact shall lead to outright rejection of such Offer.
24.3 If the Vendor 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 from the Vendor, Liquidated Damages amount by forfeiting
the EMD/Bid security (Bid Bond), if any, as per provisions of Integrity Pact.
24.4 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 if any,
as per Integrity Pact.
I BID SUBMISSION
25.0 DEADLINE FOR SUBMISSION OF BIDS
25.1 Bids must be submitted by the time and date mentioned in the Tender at the
address stated therein.
25.2 HPCL may, at its discretion, extend the deadline for submission of bids by issuing
an Amendment, in which case all rights and obligations of the Owner and the
bidders previously subject to the original deadline will thereafter be subject to the
deadline as extended.
26.0 ARITHMETIC CORRECTIONS
The bids will be checked for any arithmetic errors.
27.0 AWARD OF CONTRACT

27.1 OWNER'S RIGHT TO ACCEPT OR REJECT ANY BID
The Owner reserves the right to accept or reject any Bid and to annul the Bidding
process and reject all Bids at any time prior to award of contract, without thereby
incurring any liability to the affected Bidder or Bidders or without any obligation to
inform the affected Bidder or Bidders of the grounds or the reasons for the
Owner's action.
28.0 CORRUPT AND FRAUDULENT PRACTICES
28.1 Bidders are required to furnish the complete and correct information/ documents
required for evaluation of their bids. If the information/ documents forming basis of
evaluation is found to be false/ fake/ forged, the same shall be considered
adequate ground for rejection of the bids.
28.2 HPCL requires that the Contractor observes the highest standard of ethics during
HP GREEN R&D CENTRE

Bengaluru
Sheet 9 of 10
the execution of Contract. In pursuance of this policy, HPCL defines, for the
purposes of this provision, the terms set forth below as follows:
(a) “Corrupt Practice” means the offering, giving, receiving, or soliciting of anything of
value to influence the action of public official in contract execution; and
(b) “Fraudulent Practice” means a misrepresentation of facts in order to influence the

execution of a Contract to the detriment of HPCL, and includes collusive practice
among bidders (prior to or after bid submission) designed to establish bid prices at
artificial non-competitive levels and to deprive HPCL of the benefits of free and
open competition.
(c) “False/Fake” means to make or construct falsely. “Faked alibi” is a made,

manufactured, or false alibi. Something that is not what is purports to be;
counterfeit, an imposter.
(d) “Forgery” means the false making or the material altering of a document with the
intent to defraud. A signature of a person that is made without the person’s
consent and without the person otherwise authorizing it. A person is guilty of
forgery if, with the purpose to defraud or injure anyone or with knowledge that he
is facilitating a fraud or injury to be perpetrated by anyone, the actor (i) alters any
writing of another without his authority (ii) makes, completes, authenticates,
executes, issues or transfers any writing, so that it purports to be the act of
another who did not authorize that act or to have been executed at a time or place
or in a numbered sequence other than was in fact the case, or to, be a copy of an
original when no such original exists. Utters any writing which he knows to be
false in a manner specified in (i) & (ii) above.
28.3 HPCL may terminate the Contract if it discovers subsequently that the Contractor
had engaged in Corrupt Practices or Fraudulent Practices in competing for the
Contract.
28.4 The Contractor is required to execute the “Integrity Pact” attached in the Bid
Document as a condition precedent to execution of the Contract.
28.5 In case, the information/ document furnished by the Contractor forming basis of
evaluation of its Bid is found to be false / fake/ forged after the award of the
Contract, HPCL shall have the right to terminate the Contract and get the
remaining Works executed by a third party at the Risk & Cost of the Contractor
and without any prejudice to other rights available to HPCL under the Contract
such as forfeiture of the Contract Performance Bank Guarantee, withholding of
payment etc.
28.6 In case, this issue of submission of false/fake documents comes to the notice after
execution of the Works, HPCL shall have full right to forfeit any amount due to the
Contractor along with forfeiture of the Contract Performance Bank Guarantee
furnished by the Contractor.
28.7 Further, any Contractor which is found guilty of any Corrupt or Fraudulent Practice
or submission of false/ fake/ forged documents, shall be put on the negative/
holiday list of HPCL debarring them from future business with HPCL.
29.0 GENERAL CONDITIONS:
29.1 Please note that the e-procurement system does not allow offers, to be received
after the stipulated Date & Time specified (or the extended Due Date & Time, if
any).
HP GREEN R&D CENTRE

Bengaluru
Sheet 10 of 10
29.2 HPCL reserves the right at any time to extend the due date for submission of bids
and also for extension of date of un-priced bid opening.
30.0 NOTES TO BIDDERS:
30.1 HPCL's "General Terms and Conditions of Contracts" (GTCC) forms an integral
part of this tender.
30.2 Agency's offer is liable for rejection if it does not comply with the Tender
conditions or if it is incomplete.
31.0 ARBITRATION CLAUSE (For Indian Vendors): As per GTCC
32.0 CANCELLATION / RISK PURCHASE CLAUSE: As per GTCC
HP GREEN R&D CENTRE

Bengaluru
Scope of Job
Doc. Req'd
1 Scope of Job SCOPE OF JOB.pdf - No
2 Penalty Charges Penalty Rates.pdf - No
3 Minimum Deployment of Manpower Minimum Deployment of - No
Manpower.pdf
4 HPGRDC Safety Manual HPGRDC ON SITE - No
CONSTRUCTION SAFETY
MANUAL.pdf
SCOPE OF JOB OF FACILITY MANAGEMENT SERVICES
1. BRIEF DESCRIPTION OF THE FACILITY:
HPCL has its ‘Green R&D Centre’ with State of the Art Research & Development facilities
at Devangonthi, Bengaluru. R&D facilities are designed with the highest level of safety and
energy efficient features to meet the current and long term Research and Development
needs of the corporation. It is built in a campus of about 110 acres incorporating several
green and sustainable features. The design and the construction has been done meeting the
GRIHA (Green Rating for Integrated Habitat Assessment) administered by TERI and also
LEED (Leadership in Energy and Environmental Design) by IGBC.
Presently, about 350 staff including contractual staff (excluding Soft Services staff &
manpower) are deployed at HP Green R&D Centre. This can increase up to 450 during the
execution of contract. However, this does not include staff strength during any event at the
facility. HP Green R&D Centre has the following buildings / installations having a total
built up area of about 5,75,000 sq. ft. built on an area of about 110 acres.
i. Administration Building with auditorium

ii. Laboratory Buildings (7 nos.)
iii. 3 nos. Sheds adjacent to lab buildings
iv. Dining Block & organic waste converter area
v. Security Blocks
vi. Warehouse
vii. Main utility building comprising of HVAC Chillers, Cooling Towers, IBMS room
(Integrated Building Management System), etc.
viii. 4 nos. substation facilities comprising of Transformers & HT Panels
ix. DG/ HSD yard
x. ETP/STP facility ( 2 nos. building)
xi. Pump & Sump House including RO purifiers at all buildings.
xii. Air Compressor rooms
xiii. Solar Yard on BOOT Model
xiv. Gurukul, a residential facility for Research Associates and guest house with
dedicated DG & Utility rooms
xv. Electrical/ UPS/ Battery rooms, AHU rooms, etc. in respective buildings
xvi. Scrubbers, gas bank, gas store, solvent store
xvii. Pathway across the boundary wall inside the premises
xviii. Nitrogen plant room, Bio-ethanol plant room and Hi-Gee pilot plant room and scale-
up reactor room.
xix. Worker’s Toilet Block, Contractor Canteen Block including Kitchen
xx. Portable Toilet 6 Nos.
xxi. Mechanical Workshop
xxii. Environmental Yard comprising of 2 Sheds
xxiii. 500 L Reactor Shed & BBU Unit Shed
xxiv. Petrochemicals & Polymers Lab Building
xxv. Tribology Building
xxvi. Engine & Battery lab Building
xxvii. FCC-Shed
xxviii. BWSSB Pump & Sump Room
xxix. CBG Pilot Plant
xxx. ARC Unit & Control Room/Shed
xxxi. Sub-Station Buildings ( for Petro-chem , Tribology & Engine-Battery)
2. BRIEF JOB SCOPE:
The following scope of work in general but not limited to the same is required at the locations/
area as mentioned in the area details (excluding utility buildings, Sub-Stations, AHU rooms,
Chiller Plant Rooms, UPS & Battery Rooms, Pump & Sump House, Air-Compressor Rooms
& PSA rooms)
Soft & Housekeeping services
Providing & managing daily services for activities pertaining to housekeeping, cleaning,
upkeep of buildings & facilities including interiors, façade, terrace, surrounding areas
roads, pathways, other area of the campus
 Cleaning & Janitor services for buildings & facilities (excluding utility
buildings, Sub-Stations, AHU rooms, Chiller Plant Rooms, UPS & Battery
Rooms, Pump & Sump House, Air-Compressor Rooms & PSA rooms).
However, cleaning of all external areas of the Sub-station buildings/other utility
buildings/areas is included in the scope.
 Pest Control Services

 Maintenance and upkeep of indoor plants
 Cleaning and upkeep of Roads, pathways & building precinct
 Trash removal and collecting at centralised area inside premise
 Upkeep of Gurukul facilities excluding housekeeping services for Hostel/
Gurukul Rooms and canteens.
 Internal & external housekeeping services including cleaning of roads, terraces,
rooftop solar water heaters, etc.
 Adhering to the requirements of GRIHA & LEED and taking necessary steps
for monitoring, checking and assimilating data as outlined in the GRIHA &
LEED manuals
3. LOCATION OF SITE:
3.1 HP Green R&D Centre, Tarabahalli village, Devanagonthi, Near Devangonthi Railway
Station, Hosakote (Taluk) of Bengaluru in the state of Karnataka.
4. DESCRIPTION OF VARIOUS BUILDINGS:
The lab buildings in general consist of lab rooms, office space, meeting rooms, Toilets
(He, She, HWC), Pantry, Chemical store, locker room, PPE storage, sample room,
Glassware wash, Utility rooms (AHU, HRW, UPS, Battery, Electrical panels, 2-stage
cooling system, Distribution Boards, Hub rooms etc.), Gas Banks, Main Stair Case,
Service Stair Case, Pilot Plant area, control room etc.
The salient features of each of the above are given below in general:
(i) Lab rooms – with Vinyl flooring and consisting of Fume Hoods, spot extractors,
case work with granite top, anti-vibration tables, storage units, lab stools, sink
units, peg boards, freezers, detection systems, process piping works, etc.
(ii) Office Space – with Granite flooring and consisting of office furniture and
shelves etc.
(iii) Meeting rooms – with Carpet flooring and consisting of furniture, projector etc.
(iv) Toilets – with Granite flooring and wall cladded with tiles, WCs, Sensor flush
Urinals, Mirrors, sink etc.
(v) Pantry – with Granite flooring and wall cladded with tiles, Pantry counter with
granite top, sink, overhead pantry storage and pantry appliances etc.
(vi) Chemical store/Sample rooms/Glassware wash – with tile flooring consisting of
slotted angular racks, sink, fume hood, working tables etc.
(vii) Locker room – with tile flooring consisting of locker arrangements
(viii) Utility Rooms – PFC flooring for AHU, HRW, UPS, Battery, Electrical panels,
2-stage cooling system rooms etc.
(ix) Hub rooms – Tile flooring housing IT equipment
(x) Gas Banks – Louvered doors with PFC flooring consisting of cylinder holding
structures, cylinders, gas manifolds etc.
(xi) Pilot plant area – This is located in B1, B3, B5, B6 , B7 & Petro-Chemical
buildings which are of various heights ranging up to a maximum height of 22
metres. This area has epoxy flooring and has EOT cranes installed in B5 & B6
buildings.
(xii) Control room – with Access flooring
(xiii) Main Stair Case – with granite tread, wooden riser, and SS railings
(xiv) Service Stair Case – with kota steps and painted MS railings
Administration Building (B9) has Office space, Workstations, Officer Cabins,

Reception, Meeting/Conference rooms, Training & Seminar Rooms, Dispensary room,
Library, Display area, Auditorium, Archiving rooms, Utility rooms, Hub room, Server
room, VIP dining area, Pantry, Main Stair Case and Service Stair Case etc. The salient
features of each of the above are given below:
(i) Office space – With Granite flooring and consisting of workstations & office
furniture
(ii) Officer cabins – With Carpet flooring and consisting of office furniture, sofa
etc.
(iii) Meeting/Conference/Training/Seminar rooms – With carpet flooring and
consisting of projector and furniture
(iv) Medical/Dispensary rooms – With granite flooring, store, toilet and some
medical equipment, couch, etc.
(v) Library – With carpet flooring and consisting of library furniture
(vi) Display area – with granite flooring and consisting of Audio/Visual, Electronic
systems, Glass paneling with SS rails
(vii) Auditorium – With carpet flooring & acoustic wall panels, Audio/Visual,
Electronics system, furniture etc.
(viii) Archiving room – with tile flooring consisting of storage arrangement
(ix) Utility Rooms – PFC flooring for AHU, HRW, UPS, Battery, Electrical panels
rooms etc.
(x) Hub rooms – Tile flooring housing IT equipment
(xi) Server rooms - Access flooring housing IT equipment
(xii) VIP dining area – with carpet flooring and relevant furniture, sink etc.
(xiii) Pantry - with Granite flooring and wall cladded with tiles, Pantry counter with
granite top, overhead pantry storage and pantry appliances etc.
(xiv) Main Stair Case – with granite tread, wooden riser and SS railings
(xv) Service Stair Case - with kota steps and painted MS railings
(xvi) Entrance & Balcony having Glass paneled SS rails, Fundermax wall paneling
etc.
Main Dining Block (B10) consists of kitchen equipment, gas bank, food preparation
area, dining space with furniture, utility rooms, toilets and wash area etc.
Gurukul (Residential facility, B19) consists of 2 nos. Reception Blocks,
Accommodation Blocks, Utility rooms, Meditation area, Gymnasium, Business Centre,
Meeting room, Water body, Change Area, Dining block, Security Rooms etc.
(Accommodation block B19C, B19B and B19D are excluded from FMS
housekeeping scope only).
External roads inside the premises consisting of RCC and Bitumen roads
The above details cover the areas under the scope briefly and not exhaustively. Bidder
to visit the site, familiarize and survey the exact requirement prior to bidding & satisfy
themselves of the job scope.
5. SCOPE OF SERVICES: - SOFT & HOUSEKEEPING SERVICES:

Soft & Housekeeping services – Broad Outline:
Providing & managing daily services for activities pertaining to housekeeping, cleaning,
upkeep of buildings & facilities including interiors, toilets, furniture, casework, façade, terrace,
staircases, building surroundings, roads, pathways, Borewell approach, Gurukul, amphitheater,
and other areas of the campus by seamless co-ordination of daily activities and services. All
necessary manpower, tools and tackles necessary for the scope of service are in the scope of
the Contractor. Major activities include the following:
 Cleaning & Janitor services for buildings & facilities excluding utility buildings, Sub-
Stations, AHU rooms, Chiller Plant Rooms, UPS & Battery Rooms, Pump & Sump House,
Air-Compressor Rooms & PSA rooms.
 Routine maintenance of furniture & casework
 Pest Control Services
 Maintenance and upkeep of indoor plants
 Cleaning and upkeep of Roads, pathways & building precinct
 Trash removal and collecting at centralized location inside premise
 Management of Gurukul (outside Buildings only)
 Office service management services (based on HPCL specific requirement)
The work scope & responsibilities under this head shall include, but not limited to, the
following:
i. Internal & external housekeeping services which includes façade cleaning, cleaning of lab
equipment, floor sweeping & mopping, cleaning of the entire premises, terrace, toilets,
staircases, glazing, external areas, trash collection, garbage disposal, pest control, wild
shrub & rank vegetation removal, rodent control, managing dry pantry in each building,
Gurukul guest house maintenance (outside buildings), gymnasium & water body & related
facilities maintenance etc.
ii. Maintaining Indoor plants etc.
iii. Adhering to GRIHA/ LEED requirements for maintaining the facility to the required
standards, monitoring, collecting & logging data, auditing, etc.
6. SCOPE OF SERVICES FOR HOUSEKEEPING
 Housekeeping personnel to carry out all the daily cleaning activities including placing of
drinking water in all the officer tables, cleaning of desks, tables, chairs, PCs, telephones,
printers, sofas, sweeping/mopping of work place.
 All the tools, brooms, brushes, mops, muslin cloth, buckets, garbage collection bins, floor
cleaner machine, vacuum cleaners, acids, disinfectants etc. required for all the cleaning
activities as mentioned in the contract should be provided by the contractor. These costs
are deemed to be inclusive in the rates quoted against “Consumables per month &
Machine rentals per month” in the contract. No separate payments shall be made by
HPCL for the same.
 The scope of work is only indicative and agency is advised to use his own judgment in
evaluating the quantum of work involved in the housekeeping and tidy upkeep of the
entire premises covered in the contract. The bidder is advised to understand the criticality
of the activities at the R&D Centre and housekeeping to be done in such a way that all
the systems work trouble free and kept operational always.
 To comply with any other instructions given by HPCL from time to time.
 Contractor to arrange to install and maintain adequate numbers of automatic scented air
purifiers of approved quality in all chambers, cabins, reception, lobbies, halls, meeting
rooms, etc. These costs are deemed to be inclusive in the rates quoted against
“Consumables per month & Machine rentals per month” in the contract. No separate
payments shall be made by HPCL for the same.
 Shifting of office furniture and other items within office complex as & when required is
also responsibility of contractor and for which no extra payment will be made.
 Contractor shall also take into consideration the equipment, tools and tackles to be
utilized to carry out the works as per specification. The equipment to be used for
Housekeeping work shall be sophisticated and modern.
Some of the Housekeeping activities are defined below.
• Trash Removal
 Emptying all waste paper basket from all floor areas and washing or wiping them
clean with damp cloth, replacing plastic wastepaper basket linings and returning items
where they were located.
 All waste from waste paper baskets will be collected and deposited in the building’s
waste containers.
 Bio-degradable and non-biodegradable garbage should be segregated and dumped
into designated area within the premises.
 Disposal of the green waste, dry waste. Hazardous waste disposal not in the scope of
the contractor. Non-Hazardous Waste and Bio degradable waste like Vegetables,
Canteen waste shall be arranged to be shifted within the premises and composting
method to be followed by the Contractor.
 Dry & Plastic wastes viz. stationery waste, plastic cups, etc. to be segregated and put
in the designated areas as specified by HPCL in bins
 Laboratory wastes like used cotton waste, tapes, used gloves, broken bins, buckets,
jars, mugs, broken glassware, cartons, unusable waste material from warehouse, if
any, are to be put in bins.
 All the wastage has to be segregated and stored in the designated areas within premise.
• Glass Surface Cleaning

 All glass at entrance doors of the premises would be cleaned using damp and dry
method.
 Glass tabletops, cabin doors, cabin partitions and glass accessories would also be
cleaned.
 Removal of grease marks or fingerprints glass counters and partitions. This cleaning
is done using approved all-purpose cleaner and lint free cloth or paper towels.
• Window Glass and Façade Cleaning

 Interior & Exterior glass will be cleaned on both sides, throughout the building. Safety
devices to be used for cleaning at the heights
 Dusting window- sills and blinds.
• Scrubbing
Scrubbing of all floor areas with scrubbing machines in WEEKLY frequency.
Parameters Task Frequency

Cleaning Toilets & Pantry - Granite/ Vitrified General Cleaning Daily 3
times
Office/ Lab Flooring – granite/ vinyl/ carpet/ epoxy/ vitrified, General cleaning Daily
etc.
Sheds General cleaning Daily
Environmental Yard General cleaning Daily
Mechanical Workshop General cleaning Daily
Stairs Area, Service Area and Entrance Area General cleaning Daily
Lifts General cleaning Daily
Cleaning of workstation/ cabin tables/ meeting tables/ chairs/ General cleaning Daily
tables, etc.
Sweeping of amphitheatre area General cleaning Daily
Staircase railings, all window grills, steel door /window General cleaning Daily
handles, balcony railings
Clearing of dustbins from workstations, cabins, labs, etc. General cleaning Daily
Cleaning of security cabins General cleaning Daily
Brooming and cleaning of outside parking/ building General cleaning Daily
surrounding area
Housekeeping supplies like toilet rolls, soap, tissue paper, air Refill Daily/
freshener etc. hourly/
Need Basis
Floor and carpet, service area, building surrounding area, Deep cleaning Weekly
workstations, glass surfaces etc.
AC Grills General cleaning Weekly
Terrace cleaning , Roof drains including snaking General cleaning Weekly
Peripheral walls, grills, wall panelling, wood work, etc. Deep cleaning Weekly
Plumbing fittings Service / clean Weekly
Cleaning of office equipment such as PC’s , Printers, fax Service / clean Daily
machines, Photocopiers, TV, etc.
Cleaning of R.O Machines Tanks ( total 14 nos. using Service/clean Monthly
disinfectant chemical preferably H2O2/any other chemical as
per EIC)
Glassware cleaning/sample container/dishwash in Labs General cleaning Daily
Lab Desk cleaning General cleaning Daily
Provision of Pantry services in labs at designated hours Service Daily 3
times
Parameters Task Frequency
Carpet Vacuuming and Carpet spotting General cleaning Daily
Cleaning of Vertical blinds Service / clean Weekly
Sanitizing of telephone equipment Service / clean Daily
Cleaning of all overhead tanks Service / clean Quarterly
Wet wipe of glass and wall paper Wet cleaning Weekly
Vacuuming of fabric wall Vacuum cleaning Weekly
Deep Cleaning of Environmental Yard and steam wash of Deep Cleaning Weekly
garbage containers. All Arrangements for steam-washing is in
scope of vendor.
Hardscape areas, roads, pavers, cobbles, plinth protection, General cleaning Weekly
terrace area
Dry cleaning of roads, pathways, etc. using ride-on machines Dry cleaning Daily
Sadarahalli stone cladding General cleaning Quarterly
Cleaning of underground tanks (B20- 6 Nos. Tanks, Ph-II Deep Cleaning Half-Yearly
Pump & Sump Room-2 Nos. Tanks & ETP/STP-2 Nos.
Tanks) etc.
Shampoo cleaning of carpet, sofa, furniture, etc. Deep Cleaning Quarterly
Cleaning of all external roadways, pathways, plinth in the Wet Cleaning Fortnightly
campus with ride-on machines. (approx. 48,000 sq. m)
Carpet and chairs shampoo, Service / clean Quarterly
Glass Façade cleaning (approx. 12000 sqm) Service / clean Half Yearly
Admin Dome Façade cleaning (Ht. from Ground Level is Service/Clean Half Yearly
approx. 30 mtr and Ht. from terrace is approx. 13 mtr)
General Cleaning of U/G network Service/Clean Half Yearly
Aluminium louvers cleaning (approx. 5000 sqm) Service / Clean Quarterly
Scrubbing/Deep-cleaning of Concrete pavements Service/ Clean Half Yearly
Gully-Sucker Services Service/Clean As
Required
7. Waste Disposal Management
Vendor has to take care of the disposal of different types of waste generated in R&D Centre in
compliance with KSPCB norms/statutory bodies. All related paper-work like Form-10 copies
submission in different colour papers as per norms is in the scope of the vendor. Vendor has to
carry out necessary co-ordination / liasoning with the respective agencies as required. HPCL
will not be held responsible for any issues arising out of disposal of any type of waste outside
HPGRDC premises. All the waste generated has to be disposed after arranging for proper
segregation at source as advised by HPCL EIC. The waste to be disposed outside only after
proper weighment and following of HPCL gate-pass procedure as per instructions of HPCL
EIC. Filling up of any forms/format prescribed by KSPCB/other statutory bodies is in scope of
Vendor. Vendor has to have all the requisite permissions/arrange KSPCB approved vendor for
disposal of different types of hazardous & non-hazardous waste and any charges payable for
disposal of waste is in scope of Vendor. The charges for same is deemed to be included in the
quoted rates for respective disposal line items. The different types of waste (both hazardous &
non-hazardous) anticipated to be generated are as follows:
I. HAZARDOUS WASTE Types (Tentative Frequency of disposal: Once in two months)
a) Solid waste like Broken glasses, Gloves, Pipettes, Burretes etc.
b) Solid waste like cotton waste, lab paper waste, plastic waste etc.
c) Bio waste (Solid, liquid, semi solid) - incinerated
d) Liquid solvent waste.
e) Slop oil waste.
f) Spent catalyst, adsorbents etc.
II. NON-HAZARDOUS WASTE Types (Tentative Frequency of disposal: Monthly)
g) Canteen Waste (waste food, milk packets, cartoons, packaging, plastics etc.)
h.) General Waste (paper waste, office related waste etc.)
The payment for the disposal will be made in the relevant line-items basis the weight of the
waste / trip basis as applicable. There is no minimum order quantity for the disposal of the
waste and will be as per instructions of HPCL EIC as and when required basis.
Loading/unloading of waste in the disposal vehicle is also in the scope of Vendor. Vendor has
to arrange for disposal of respective waste within three days of intimation from HPCL EIC.
8. Maintenance of Environmental yard
HPGRDC has a dedicated Environmental yard comprising of two sheds of 1000 sqft area each
approximately of for disposal of waste generated for temporary storage inside R&D premises
till outside disposal of same is carried out. The yard has seven compartments dedicated for
different types of waste like glass, electrical, wood/paper, metal, dry-pit etc. The maintenance
of the environmental shed is in scope of vendor which involves the following scope of job:
a) All incoming items of disposal to be segregated at the entrance of the shed and
weighment to be done.
b) Supply of Electronic Weighing Scale with minimum capacity of 500 kg with platform
is in scope of vendor.
c) Log book to be maintained with details of date, debris type, source, user and quantum
etc.
d) The debris to be kept in the designated compartments and stacked neatly.
e) Two nos. Double-Sided-Magnetic-Whiteboard with aluminum-frame of size-70.3cm-
X-50.3 cm (minimum dimensions) to be supplied by vendor and maintained in
environment shed with details of daily and monthly data highlights.
f) The premises to be maintained neat and clean and housekeeping to be done as per
regular schedule as done in other Sheds.
g) Vendor has to do the necessary co-ordination and provide the services of
loading/unloading of the waste into vehicle for outside disposal also.
h) Daily-report of log-book details to be provided in soft-copy through email in mutually
agreed format as per direction of EIC.
The frequency of cleaning is DAILY.
9. Maintenance of Mechanical Workshop
HPGRDC has a Mechanical workshop of plan area 5000 sqft approximately with RCC
flooring inside the premises for various types of fabrication works. Vendor has to take care of
the housekeeping of the entire workshop. Workshop should be kept neat and tidy. Good
housekeeping can significantly reduce the risk of an accident and injury, failure to maintain a
clean and tidy Workshop can result in accident and injury. Some of the salient points to be
ensured:
a.) Work areas and equipment are to be thoroughly cleaned after use.
b.) Benches are to be kept clean and free from chemicals and apparatus that are not being
used.
c.) Aisles and exits are to be kept free from obstructions. All walkways, work stations,
access to emergency equipment and exits shall be free from obstruction at all times.
d.) Liquid spills shall be cleaned up immediately.
e.) Heaps or stacks of equipment shall be stable and shall not obstruct lines of view
necessary for supervision of shop users.
f.) Wood and metal dusts shall be collected at the end of each operation. Dry sweeping is
not recommended and the use of air hoses is not permitted.
g.) Flammable and combustible materials shall not be allowed to accumulate in open areas
of the workshop.
The frequency of cleaning is DAILY.
10. Maintenance of U/G network (lines & chambers):
To prevent the risk of deterioration, blockages and collapses and improve performance levels
of the underground system vendor has to carry out periodic cleaning and inspection of the u/g
network. The network comprises of the sewage lines (comprising of PVC pipelines) and
effluent lines (comprising of HDPE pipelines) and associated chambers which originate from
the buildings and end in the ETP/STP facility.
The below cleaning methods can be adopted by the agency as per requirement and instructions
of HPCL EIC:
Manual methods:
1. Manila Rope and Cloth Ball

2. Sectional Sewer Rods
3. Scraper
Mechanical Methods:
1. Sewer cleaning bucket Machine

2. Rodding Machine with Flexible Sewer Rods
Hydraulically propelled devices & Methods:
1. Velocity Cleaners (Jetting Machines)
Vendor has to deploy the appropriate method as per site-requirements and direction of the HPCL EIC
as and when required.
For general cleaning, manual methods / mechanical methods may be used as per direction of EIC.
For major choke-ups/network breakdown/special case, hydraulically propelled devices/mechanical

methods may be used as per direction of EIC and deployment has to be done within three days of
intimation by HPCL.
The maintenance of underground network is the complete responsibility of Vendor and vendor is free
to implement any additional measure with prior approval of HPCL EIC to prevent the clogging of
underground network at no extra cost to HPCL.
Only Water supply will be provided by HPCL for same and all arrangements to collect the water is in
scope of vendor from nearest available point.
The frequency of cleaning of all underground network is HALF-YEARLY however the scope of job is not
limited to the subject frequency and vendor may have to do as of required basis also due to incidental
choke-ups or network de-clogging requirements as on required basis for whatsoever reason. The
people involved in cleaning should have proper protective gear and safety devices for working in
confined spaces as well as necessary precautions to be taken against gas hazards and infections.
All machines, tools and tackles & required chemicals for carrying out the operation of underground
network cleaning to be deployed by vendor as and when required as per direction of EIC. The costs
for same is deemed to be included by vendor in the quoted rates of respective line items of “Machine
rental Services” and “Consumables/All other charges”.
11. Sanitization Services
Vendor has to carry out sanitization services as part of the P.O. The services comprise of the following
actions:
1. Spray Application of Sodium Hypo-chlorite solution as per recommended dosage of 0.5%

should be done by the staff with a frequency of minimum four times a day across the Facility
and all incoming vehicles to HPGRDC.
2. All Door Handles across Facility to be cleaned with a frequency of minimum four times a day
with Isopropyl alcohol as per recommended dosage of 50% dilution with water.
3. Benzalkonium Chloride as required in recommended dosage of 0.05% should be supplied for

Sanitization tunnels installed at HPGRDC on regular basis.
4. Silver Hydrogen Peroxide chemical as per requirement to be supplied by Vendor for workplace
sanitization using Euronics EDF5L sanitization machine available with HPCL (maintenance of
machine in scope of vendor) for sanitization of entire HPGRDC premises in a frequency of
minimum three times a week.
All the Vendor personnel involved in the disinfection services must use proper PPE.
All chemicals required for carrying out the operation of disinfection services to be deployed by vendor
as and when required as per direction of EIC. The costs for same is deemed to be included by vendor
in the quoted rates of respective line item of “Consumables/All other charges”.
12. Any New/Upcoming Project Areas:
These are under-construction buildings/Catalyst Plants/Units which are expected to be completed as

per Project timeline. The man-power deployment in these buildings will be paid separately under the
respective line-items. Housekeeping material & equipment also has to be arranged separately for
them which is payable under respective line-item. Intimation will be given to Vendor for separate
mobilization as and when these buildings are ready. However, for cleaning of these new/upcoming
surrounding areas and roads only additional man-power item will be considered. Mobilization time
and quantum will be intimated to vendor 15 days earlier from date of commencement of jobs in each
building. Bidders may choose to have a site-visit for understanding the area in details if need be.
HPGRDC ON-SITE CONTRUCTION SAFETY MANUAL
INTRODUCTION
0.1 Purpose
The On-Site Construction Safety Manual of HPGRDC establishes the minimum safety
requirements for all activities at the project site.
0.2 Scope
The On-Site Construction Safety Manual is developed for all construction activities at
HPGRDC complex (projects and wherever applicable, also for works undertaken by
Maintenance) and does not cover equipment errection or installation.
SECTION 1.0
HEALTH, SAFETY, SECURITY & ENVIRONMENTAL (HSSE) STATEMENT
The HPGRDC Project has a simply stated Site Safety Policy MISSION:
“All HPGRDC Project team members – HPGRDC, Contractors and Sub Contractors – must
be committed to safety at work - of persons, property and the environment - and believe that
all injuries and incidents are preventable. We will work together as a single project team to
deliver a project executed with attention to all aspects of workplace health, safety, security
and environmental responsibility. “ZERO INCIDENTS” (injuries, occupational illness,
property damage, environmental release and fire) is the project goal; achieving it will require
awareness, training, focus on behaviors, and accountability by each individual.”
Our HSSE Program is a continuous improvement process, defining compliance with

governmental rules and regulations as a minimum requirement. The implementation of
systems that incorporate HPGRDC, contractors, subcontractors and their employees’
participation will result in the achievement of our goals as well as providing a safe workplace
in which all project employees can take personal pride.
SECTION 2.0
SAFETY ORGANIZATION AND RESPONSIBILITIES
2.1 ORGANIZATION
HPGRDC Project will ensure a healthy, safe, secure and environment friendly workplace for
all Contractors and Subcontractors by setting up a suitable safety organization to achieve
its goal of “zero incidents”.
2.1.1 HPGRDC Project Safety Committee

The Project Safety Committee is responsible to provide the site wide vision, standards and
oversight for all safety activities at HPGRDC. This committee is chaired by the Project Head,
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with the HSSE coordinator as convener and advisor and the committee members would
include Project Manager, Construction Manager and Project Main Contractor personnel –
Project Leader, Project Manager, Construction Manager & Safety Manager.
2.1.2 Contractors Safety Committee

The Contractors Safety Committee reports to the HPGRDC Project Safety Committee and
is responsible to ensure that all contractors have a common understanding and compliance
to the On-Site Construction Safety Manual and the safety rules and procedures to achieve
the GOAL of ZERO. This committee is chaired by the Contractor’s Project Manager. The
convener and advisor is the Contractor Safety Manager and committee members are their
Site Engineers. HPGRDC Project Manager / HSSE coordinator shall be invited to sit in on
this meeting.
2.2 HPGRDC Project Leadership Roles

TheHPGRDC Project Leadership is committed to the safety of each employee and person
entering and working in the project site. The HPGRDC Project Management Team
acknowledges its responsibility for promoting the highest standards of safety and is
committed to developing and maintaining a On-Site Construction Safety Manual with
appropriate systems and procedures to achieve its mission and objective.
2.2.3 HPGRDC HSSE Coordinator will serve as a champion of the HPGRDC On-Site
Construction Safety Manual, proactively monitoring safety performance to ensure
continuous improvement.
He will be available to provide safety information and guidance to project, supervision on

proper safety procedures, current and potential hazards, and employee training
requirements.
He is responsible for the establishment and maintenance of the contractor orientation

training and all safety and health record-keeping systems.
2.3 FIELD CONSTRUCTION MANAGEMENT
2.3.1 Construction Field Engineers: They directly supervise the activities of the
contractors/subcontractors within their area of responsibility. They shall act as ambassadors
for safety, and shall continuously train the Contractor/Subcontract supervisors on safe work
practices. They shall participate in the HSSE program through their daily routine and shall
participate in JHA reviews and evaluations as required.
All Site Management Teams shall hold the prevention of job-related injuries and
illnesses equal to quality, cost and project schedule.
2.4 CONTRACTOR / SUBCONTRACTOR SITE MANAGEMENT and SUPERVISION
Contractor/subcontractor management reports to and is accountable to the Construction

Manager. Each Contractor/Subcontractor Management Team shall at all times comply with,
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and ensure that its employees, agents and lower tier subcontractors comply with the On-
Site Construction Safety Manual, rules, regulations and safe work practices. Specifically,
Contractors / Subcontractor shall comply with all applicable provisions of the following:
 On-Site Construction Safety Manual.
 The following HPGRDC Procedures:
1 Contractor Safety Management

2 Incident Investigation
3 Personal Protective Equipment
4 Permit to Work
5 Work at Height (including Scaffolding)
6 Electrical Safety Management
7 Hot Work
8 Lifting & Supporting of Loads
9 Confined Space Entry
10 Excavation
11 Operation of Heavy Equipment
12 Fire Safety
13 Emergency Planning & Response
14 Job Safety Analysis (JSA)
 India Safety regulations and procedures.
Contractor/Subcontractor Site Management Team shall hold the prevention of

job-related injuries and illnesses equal to quality, cost and project schedule.
2.4.1 Contractor/Subcontractor Site Managers
Each Contractor/Subcontractor shall provide one competent full-time safety supervisor when
hazardous work, as decided by the HSSE Coordinator, is performed, or when staffing
reaches 20 regular or lower tier workers, including office staff. Safety supervisors shall be
added at a rate of 1 per 50 employees. The HPGRDC HSSE coordinator will review and
approve all safety supervisors.
Contractor/Subcontractor Area Managers are responsible for enforcing their company’s

Safety Policies in addition to the HPGRDC On-Site Construction Safety Manual, including
timely and accurate reporting of workforce safety performance.
Each Contractor/Subcontractor Site Manager is responsible, and will be held accountable,

for the safety of their sub contractors and work crews and for ensuring that all equipment,
materials, tools and procedures remain in compliance with job site requirements, including:
 Holding supervisors accountable for safety and actively promote safe work
performance on the part of all employees.
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 Participate in and cooperate with all safety programme requirements to be
implemented in order to meet HPGRDC HSSE objectives for the project.
 Provide timely reporting of safety performance and incidents
 Maintain information regarding training in safety required by such programs.
 Stopping unsafe work (acts and/or conditions) immediately until corrective
action can be taken.
2.4.2 Contractors/Subcontractor Supervisors and General Staff
Contractors/Subcontractor supervisors and general staff members in charge of job site

functions such as field engineering, warehousing, purchasing, cost and scheduling, etc. are
responsible for the safe performance of the work of those they supervise. They must set an
example for their fellow employees by being familiar with applicable sections of this On-Site
Construction Safety Manual and ensuring that all activities are performed with SAFETY as
the primary objective.
Each Supervisor is responsible and will be held accountable for identifying, analyzing and
eliminating or controlling all hazards through implementation of an aggressive, pro-active
Health, Safety, Security and Environmental Program from project inception through project
completion. Each supervisor will proactively participate in the HSSE program by observing,
correcting unsafe acts and conditions, and recording these observations.
2.4.3 Employees and Workforce

Every member of the workforce must make safety a part of their job by following safety rules
and regulations and by using all safeguards and safety equipment provided. They must take
an active part in the Site HSSE Program to ensure their own safety and injury-free
employment as well as being alert to unsafe practices of their fellow employees.
All employees are expected to report and correct, if possible - any hazardous conditions,
practices and behaviors in their work areas to their supervisor. All employees are invited to
make suggestions for safety improvements on the job site. Each individual is expected to
comply with these requirements.
Employees are responsible for active participation in project safety and health programs,
suggestion systems, training activities and the immediate reporting all injuries, any unsafe
practices or conditions observed to their supervisor.
SECTION 3.
PROJECT RULES/REGULATIONS and DISCIPLINARY PROGRAM
3.1 - The following summarizes the BASIC RULES OF CONDUCT for all Project personnel
while on the job site; all contractor/subcontractor management and employees must be
familiar with the site safety standards and adhere to all the below mentioned requirements:
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3.1.1 Orientation - All Contractor / Subcontractor personnel must attend an initial safety
orientation before beginning work on the project. Attendance at the safety orientation shall
be documented. At the end of the safety orientation, each person will be provided with a Site
Safety Access ID Card.
3.1.2 Basic Site Safety Rules – All Contractor Employee will strictly adhere to the following
Basic Safety Rules at the HPGRDC Project site:
3.1.2.1 Entering/Exiting Plant Property – Security Personnel will be utilized to

direct/control employee vehicle traffic entering and/or exiting HPGRDC Project site. Failure
to follow their instructions will result in disciplinary action up to possible removal from the
project.
3.1.2.2 Do’s:
 Follow all the safety rules and HPGRDC Procedures (as per section 2.4 above) all
the time
 Wear the required PPE; wear them properly; check their condition before wearing
them
 Use Proper & Safe Tools; Put them to proper use.
 Hold handrails while using the staircases
 Use the foot path while walking
 Follow all electrical safety norms (as per section 2.4 above)
3.1.2.3 Don’ts:
 Bring Cigarettes, Beedis, match box, lighter etc. inside the complex or smoke inside
the complex
 Report for work under the influence of alcohol or illegal drugs
 Carry weapons
 Wear loose clothing / ring / necklace / chain / wrist watches near rotating or moving
parts
 Indulge in fighting / horseplay / theft / pilferage / gambling / sexual or racial
harassment
 Run inside the site, except in a clear emergency situation
 Use compressed air to blow dirt from hands, hair, or clothing or misuse compressed
air or release it at another person.
 Use emergency equipment for other than its intended use during an emergency, such
as fire alarm equipment, fire extinguishers etc.
 Block emergency exits, fire extinguishers, fire hydrants, electrical switch panels
3.1.2.4 Clothing - A minimum requirement for workmen working on the HPGRDC Project
site includes the wearing of a half/long sleeved shirt and long pants/Boiler suit (No loose
cloths allowed). Waiver for the same for female employees for specific jobs may be obtained
from Project / Maintenance Head.
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3.1.2.5 Hair - Anyone working on site property with scalp hair longer than the top of his/her
shoulders must tie-up and restrains the hair within the hard hat or coveralls, shirt or jacket
collar.
3.1.2.6 Hard Hats - The contractor/subcontractor shall provide - and their employees must
wear an –IS: 2925-1984 Safety helmet or approved equally rated hard hats at all times in
the work site. The employee’s company name must be displayed above the brim. Employees
shall not modify Safety hats in any way, such as drilling additional ventilation holes. All the
contractors should follow the below colour codes for Hard Hats at site.
 Staff/ visitors – white
 Workers – yellow
 Contractor Supervisors – blue
 Electricians – orange
 Plant & machinery staff – dark green
 Safety stewards – green
3.1.2.7 Safety Shoes – All employees must wear – IS: 5914-1970 Safety shoes or Hard-toe
safety shoes or boots are required on the Project site. Athletic shoes and “street” shoes may
be worn in offices and while walking on road surfaces to/from work areas. Sandals, slippers,
opened - toed shoes, and high heels are not permitted at any time.
3.1.2.8 Eye Protection - The contractor/subcontractor shall provide - and their employees
must wear - IS: 7524(Part I)-1979 Safety goggles or approved equal rated safety glasses
with hard side shields; additional approved eye/face protection such as face shields and
welding masks will be required when performing hazardous tasks such as welding, burning,
chipping, or grinding. Corrective lens manufactured to IS: 5983-1980 eye protectors (or
approved equal) may be worn with hard side shields; other lenses require “over glasses”
and/or the use of goggles. Electrical workers are not permitted to wear metal framed safety
glasses.
3.1.2.9 Hand Protection - Gloves must be worn when working with materials or equipment
with the potential for hand injury due to sharp edges, corrosive, flammable or irritating
materials, extreme temperatures, splinters, etc. IS 4770-1991 Rubber Gloves must be worn
during – Concrete works, Electrical works. IS 6994(Part I)-1973 Leather Gloves must be
worn during- Hot works, Steel works, Mechanical works.
3.1.2.10 Hearing Conservation - Protective hearing equipment is to be provided and used

in areas where the noise levels exceed 85 dba. The contractor/subcontractor where needed
must provide - and their employees must wear - approved disposable or multi-use earplugs.
Additional hearing protection may be required for specific activities and/or in designated
areas.
3.1.2.11 Respiratory Protection - Respiratory equipment must be worn in areas where

health hazards exist due to accumulations of dust, fumes, mists, or vapors.
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3.1.2.12 Reporting Hazards - Employees must report any unsafe acts / conditions to their
supervisor and/or the Safety Engineer/supervisor, without fear of reprisal.
3.1.2.13 Near Misses / Injuries - Employees must report all near misses and injuries to their
supervisors. All injury cases must be reported and treated at the First Aid Centre. All injuries
shall be reported immediately to the HPGRDC HSSE coordinator.
3.1.2.14 Hand & Power Tools
Hand and power tools must be maintained in a safe condition, whether furnished by the
contractor or by the employee. When power-operated tools are designed to accommodate
guards, they must be equipped with appropriate guards when in use. Belts, gears, shafts,
pulleys, sprockets, spindles, drums, flywheels, chains and other moving parts of equipment
must be guarded if the parts are exposed to contact by employees.
All hand-held power tools must be equipped with a constant pressure switch that shuts off
when the pressure is released. Electric power-operated tools shall be of the approved double
insulated type, or grounded in accordance with good electrical practice. Pneumatic power
tools must be secured to the hose or whip by positive means. Safety clips or retainers must
be maintained on pneumatic impact (percussion) tools to prevent attachments from being
accidentally expelled.
All fuel-powered tools must be stopped while being refueled, serviced or maintained.
Only trained employees must be allowed to operate power-actuated tool. Such tools must
be tested each day before loading to see that the safety devices are in proper working
condition, in accordance with manufacturer’s recommended test procedure.
Contractors are to maintain a record of the regular inspections of these tools, which will be
reviewed during the weekly safety tours.
3.1.2.15 Hand Made Tools - Handmade or jobmade tools shall not be used. In the event a
special tool is needed for a specific task for which no such manufactured tool exists, proper
engineering design, specifications, and HPGRDC Project approval shall be obtained prior to
construction of such a tool.
3.1.2.16 Mobile Equipment - Personnel are forbidden to ride on any mobile equipment
where proper seating is not provided. Drivers must wear their seat belts. No mobile
equipment shall back up without the assistance of a spotter/flagman. Other people are
forbidden to take the mobile equipment except drivers, such as shoves and fork lift trucks,
etc.
3.1.2.17 Speed Limit - Vehicular traffic shall not exceed the posted speed limit. The speed
limit in the site is 10 km/h.
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3.1.2.18 Sanitary Facilities – All contractor personnel shall use sanitary facilities available
at site. Each contractor/subcontractor is held fully responsible for seeing that his personnel
should use sanitary facilities properly. Defacing or damaging of these facilities is forbidden.
3.1.2.19 Housekeeping - Good housekeeping on the HPGRDC Project site is mandatory.

The contractor/subcontractor has to adhere to general neatness of working areas, daily
disposal of waste and trash, maintenance of clear passageways and walkways, providing
adequate temporary lighting and ventilation (both natural as well as artificial) to perform the
project related works, removal of projecting nails, removal of oil and grease, removal of loose
unused construction material, provision for waste containers, and maintaining adequate
sanitary facilities for the work force. The contractor and in turn its sub-contractors shall be
responsible for cleaning behind them on daily basis. The contractor shall make necessary
arrangements for a disposal tank for collection of waste materials generated during
construction activities. The container shall be made on a concrete bed of size 3X3X3 m with
three separate enclosures for collection of construction debris, wooden pieces and steel
scrap. The construction materials/ debris from the site activities shall be accumulated and
dumped at the designated disposal area on a daily basis. This collection bin shall be cleared
once a week from the site. The plastic and unused electrical material generated from site
should be collected in dustbins and disposed on daily basis. All employees must do their
part on a daily basis to keep jobsites clean to ensure safety and efficiency. Each person is
responsible for keeping their immediate work area free of trash, excess scrap material, and
tools not in use.
3.1.3 Unsafe Acts

Any deviation from safety rules/procedures, safe practices by an individual is known as
Unsafe Act. Unsafe acts will not be tolerated. It is everyone's responsibility to watch for
unsafe work and halt it until the work can be done safely.
3.1.4 Tool Box Meetings - Contractors and Subcontractors shall hold Daily formal
TOOLBOX safety meetings with their personnel to reinforce safe working procedures. These
meeting shall be documented and copies of the minutes shall be forwarded to the
Project/Construction Managers. Project/Construction Managers shall periodically attend
such meetings for auditing and information sharing purposes. The purpose of such daily
meetings (between the supervisor/foreman and workers) is to discuss the job to be done,
review safe work practices, potential hazards and come to agreement on the safe way to
complete the task.
Task instructions shall be provided to the workers at all locations and for each individual
work task. This is a mandatory safety process and failure to utilize will result in disciplinary
action up to and including termination from the job site.
3.1.5 Asbestos Material—No asbestos material is allowed to be used in HPGRDC Site.
3.2 Disciplinary Policy and Procedures

Contractors/Subcontractors must ensure strict compliance with the HPGRDC HSSE policies,
procedures and site safety practices. Condoning of blatant breaches of HSSE by
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Supervision will not be tolerated at the site. HPGRDC has the right and will exercise this
right to remove any person from the site for condoning, supporting or instructing any
employee to commit an unsafe act, work in an unsafe environment or unhealthy conditions,
endanger the environment, endanger the health of others, or work with unsafe equipment.
Contractor/subcontractor employees that ignore or disregard the HSSE requirements will be

disciplined in the following manner:
 Blatant Disregard for HPGRDC Working at Heights site safety practice --- Instant
Dismissal
 Unauthorized Removal of a Danger Tag or Lock -- Instant Dismissal
 Unauthorized Removal of an Out of Service Tag -- Instant Dismissal
 Smoking on HPGRDC Property

 First Offense -- Written Warning
 Second Offense -- Dismissal
 Fighting -- Instant Dismissal
 Consuming or Bringing Alcohol or mind-altering Drugs on the site -- Instant

Dismissal
 Horseplay -- Instant Dismissal
 Unauthorized Alteration to Scaffolding -- Instant Dismissal
 Non-Compliance with Personal Protective Equipment
 First Offense -- Verbal Warning
 Second Offense -- Written Warning
 Third Offense -- Dismissal
 Non-Compliance with HSSE Work Practices (refer section 2.4)
 First Offense -- Verbal Warning
 Second Offense -- Written Warning
 Third Offense -- Dismissal
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 Bringing firearms, ammunition, explosives, or lethal weapons onto the site
(except for approved work tools). -- Instant Dismissal
SECTION 4.0
ORIENTATION & TRAINING
Orientation and training of personnel is a major componemt of any loss prevention program.
All training required must be provided and documented as specified by this HPGRDC On-Site
Construction Safety Manual. HPGRDC HSSE Coordinator will audit
contractors/subcontractors training and related documentation to assure its adequacy.
4.1.1 HPGRDC Site Safety Orientation
All HPGRDC employees of contractors and subcontractors are required to attend the site
safety orientation course, prior to working on the site. A site access control card will be issued
after confirming that an employee has received and successfully completed the site
orientation course. This course will require approximately four hours to administer. The
information provided during the orientation will include, but is not limited to such topics as:
A. Job rules, personal safety and conduct

B. Hazards reporting
C. Reporting of injuries/pre-existing conditions
D. Emergency procedures
E. Working with Chemicals
F. Safety Activities and Program including disciplinary measure and incentives.
Objectives
The goal of the standardized safety orientation for project employees is:
 To set minimum standards and requirements for completing work safely.
 To ensure a consistent approach across the entire site.
 To help ensure conformance to project safety polices and procedures.
At the end of each module of training, a brief review of the major topics will be
conducted. Assessments/tests will be administered to ensure that everyone has
understood what was taught during the training session.
4.1.2 Supervisor’s Role in Worker's Orientation
The attitude of employees toward accident prevention depends a great deal upon the
attitude of the supervisor. The supervisor shall take an active interest in the new worker,
ensuring that the necessary safety information has been provided and that the new worker
is adjusting well to the job. A major focus area for HPGRDC Project will be toward the
attitudes and behaviors of the supervisors working on the site.
The following action steps are a part of the supervisor's orientation of the new worker:
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• Ask about last job
• Describe the new job
• Show worker around work area; point out hazards
• Introduce worker to others
• Describe basic rules
• Give worker a test run on tools and equipment
• Monitor new employee HSSE performance. Provide coaching where necessary.
• Check back to see how the worker is progressing.
4.1.3 Supervisor's Orientation
All supervisors, assigned to the project or promoted from the field work force, must be
indoctrinated to their responsibilities by the Contractor/Subcontractor SHE manager.
Information to be covered includes:
 Supervisor's safety responsibilities and project requirements

 JSA Training
 Safety motivation
 Safe practices for specific crafts
 Incident reporting/investigations
 Conducting effective safety meetings
 The HPGRDC On-Site Construction Safety Manual and
governmental/statutory requirements
 Effects of unsafe acts, conditions and incidents on productivity
All supervisors must learn and enforce all the HPGRDC Project HSSE rules applicable to their
work. They must set an example for their subordinates and co-workers by their compliance
with work rules and their aggressive leadership in safety. They must actively participate in the
HSSE program by observing and correcting unsafe acts.
4.2 Safety Task Instruction / Job Safety Analysis Training (STI/JSA)
The STI/JSA components of the HSSE program are designed to train supervisors to analyze
the tasks to be performed, the identification and elimination of hazards and communications
with their crews on how to do the job safely. They in turn will train their crews to work safely
on the job through implementation of the program, during toolbox meetings and as otherwise
needed.
4.3 Trade and Skill Training
Appropriate job specific training is to be given to ensure that a jobholder, either supervisor
or worker, is competent to do his/her job safely. Trade and skill training will have to be given
to, but is not limited to, the following personnel and topics such as:
Lifting Supervisors / workers

Mobile Equipment Drivers Confined Space Entry
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Scaffold Supervisors & Erectors Job Hazard Analysis
Electricians Excavation Work
Welders / Gas Cutters First Aid
Mechanical Fitters Fire Fghting
Painters Emergency Rescue
Contractors and Subcontractors shall ensure that such training is provided at periodic
intervals. All training information, records, and certificates will be properly documented and
made available for verification / submitted to HPGRDC HSSE Coordinator; these will be
audited at a pre-determined frequency by the HSSE team.
4.4 Advanced Safety Audit Training
Project team personnel will receive Advanced Safety Audit Training. This training is required
to ensure that personnel have the necessary skills to observe work to detect unsafe acts
and hazardous condition, to demonstrate a visible safety presence and to obtain
commitments for change
SECTION 5.0
PROJECT SAFETY MEETINGS
Meetings are an important method of ensuring successful supervisor - employee

communications by making effective use of communication time by allowing employee
participation and providing equal exposure to vital information. These meetings are to
promote safety behaviors and observations for effective implementation of HPGRDC Project
principles, values and safe work practices.
5.1 Safety Task Instruction/Job Safety Analysis Meeting (STI/JSA)
STI/JSA Meetings will be held before beginning work each workday; when starting any new
tasks during the day, or when a safety problem has been identified in a crew involving more
than one individual. The work to be done will be reviewed verbally with the crew, identifying
any potential hazards of each aspect of the job, the tools, the equipment to be used, etc.
Employees will be encouraged to identify any hazards they recognize and how they can
perform the tasks more safely.
Note:
A specific JSA is a requirement where the task is known to have a significant hazard,
where the task is complex, where there may be hidden hazards or where a high degree
of coordination between workers is required. JSA’s will be required for the following
tasks as a minimum:
 Any new or non-routine task that has not been performed before on site that may be
hazardous. (HPGRDC HSSE Coordinator will determine what may be hazardous)
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 All permit to work, confined space entry, hot work, lockout-tagout, electrical, etc
 Work including high levels of the following: pressure, electrical voltage, chemical
concentration, heights, noise, etc.
 Deep excavations, pile driving, excavations near existing u/g lines or cables.
 Use of a crane supported work platform
 Pneumatic or hydro testing of pipelines or equipment
 Critical lifts, major lifts, heavy lifts, high lifts or lifts over equipment
 Erection of tall structures: elevators, tower cranes, ringer cranes, etc
 Elevated work where no engineering fall protection is provided.
 Work over or near water.
 Work over or near high voltage power lines
 Work involving specialized equipment: drilling pile
 Use of toxic or hazardous substances: chemical cleaning
 Use of explosives or radiation sources
 Any new technology or tasks identified at weekly safety meeting.
5.2 Tool Box Meetings
Contractor/Subcontractor supervisors and foremen are required to conduct daily 10-20

minute "Toolbox Safety Meetings" the first thing in the morning prior to start of work on the
1st work day of the week, for their employees. A weekly record of safety issues discussed is
to be submitted to the HPGRDC HSSE Coordinator on Saturday of each week. It is also
intended that the contractor/subcontractor supervisor/foremen include safety planning as
the first topic of discussion during daily work planning meetings with their crews. Supervisors
are encouraged to use these in their toolbox meetings.
"Topics” periodically will be distributed by the HPGRDC HSSE Coordinator. These topics will
cover current safety issues and the required solution, new safety rules and regulations and
safety educational items.
NOTE: HPGRDC Project management staff personnel will, in a pre-determined frequency,

attend the toolbox meetings to demonstrate their participation in, and support of the project
safety program. Contractor/Subcontractor management is also expected to do the same.
5.3 Construction/Progress Coordination Meetings
These meetings shall be presided over by the HPGRDC Project Manager and will be held
weekly or as required. The purpose of the meeting is to deal with any problems detected in
the engineering and construction interface, and to coordinate the progress and relationship
of each Contractor/Subcontractor’s construction schedule and safe working practices.
In addition, the meeting shall discuss and coordinate safety matters in order to ensure safe
working conditions and to eliminate congested work conditions among contractors and to
use the work areas safely and effectively.
5.4 HPGRDC Project Safety Committee Meeting
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5.4.1 HPGRDC Project recognizes the need to discuss and resolve items of concern with
regard to safety & health. Project Manager will organize a weekly job site Safety
Committee meeting with the following aims:
 Confirm that all the parties concerned are properly carrying out the management of
safety and health.
 Ensure that the construction work is being performed safely and smoothly, complying
with safety rules and regulations and method statements.
 Conduct safety inspections of the entire site prior to the Safety Committee Meeting.
 Coordinate and control congested or hazardous working conditions of the
contractor/Subcontractors.
 Resolve safety issues raised by any contractor/Subcontractors.
 Increase contractor/subcontractors’ safety knowledge and safety awareness.
 Enforce Safety Training Program.
 Participate and organize Safety Promotional Activities.
 Promote and maintain housekeeping and waste disposal at the highest standards.
 Promote and review progress on behavior based safety process.
 Analyze trends from the HSSE program data, and adjust safety program as required.
5.4.2 Agenda of Meeting shall generally include the following:
 Confirmation of the previous meeting’s Minutes

 Review of site safety performance/condition
 Site Safety Inspection
 Incident investigation/dangerous occurrence report
 Any other business.
5.5 Contractor Safety Committee Meeting
All Contractors/Subcontractors involved in the HPGRDC project are required to establish

their own Safety & Health Committees. These committees shall consist of contractor’s
management, supervisor and representation from lower tier subcontractors. HPGRDC
Project Management shall be invited to sit in on this meeting.
The meeting shall be held once a week preferably after the HPGRDC Project Safety
Committee Meeting. The meeting shall be presided by the contractor’s senior site
management.
The primary function of this committee is to ensure that any policy, decisions, and
plan/activities agreed by the HPGRDC Project Safety Committee is effectively disseminated
to all Contractors / Subcontractor’s employees and are implemented. Also, it is an
opportunity for contractor’s management to review its own activities which effect or may
affect the safety or health of his employees or its lower tier subcontractors.
SECTION 6.0
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FIRST AID / MEDICAL FACILITIES
It is the policy of HPGRDC Project to place the highest priority on the safety and health of
all personnel working on the site through the use of a strong HSSE Program. Prevention is
the key element used to reduce the number and severity of occupational injuries and/or
illness. When unplanned events occur, it is important that adequate emergency medical
services be established so that prompt and competent medical care is provided to project
personnel.
HPGRDC Project will provide the appropriate emergency rescue, first aid and medical staff,
facilities and procedures necessary to respond to anticipated onsite emergencies. These
facilities and services will be established and maintained, based on a detailed review of risk
factors present at the site.
6.1 Medical/First Aid Facility
6.1.1. A central first aid/medical facility will be operated on the site. This facility will be staffed
by a trained, licensed Medical Attendant and will be equipped to handle emergency
and non-emergency situations.
6.1.2 The facility will be set up to administer care to all injured employees resulting out of
scope of employment. It will be suitably equipped to provide medical and rescue
emergency response in all anticipated situations, from minor to major
medical/traumatic events. The facitlity will be provided and maintined for all the
workers & staff working at the project site with provision of Emergency vehicle at all
times at site. All the injuries will be recorded in First Aid Register by the First Aider
which is available in First Aid Room.
6.1.3 First Aid Box:
First Aid box should be placed in First Aid Room clearly identified and should contain a
sufficient quantity of suitable first-aid materials and nothing else. First Aid Box should be
checked weekly once to ensure they are fully stocked and all items are in a usable condition.
Following items should be available in First Aid Box as number of persons working at site:
Sl.No Item Numbers of People working at Site

1-5 6-10 11- Above Above
50 100 150
1 Guidance card individually wrapped 1 1 1 1 1
2 Sterile adhesive dressings 10 20 40 40 40
3 Sterile eye pads with attachment 1 2 4 6 8
4 Triangular bandages 1 2 4 5 8
5 Sterile coverings for serious wounds 1 2 4 5 8
6 Safety pins 6 6 12 12 12
7 Medium sized sterile un-medicated 3 6 8 10 12
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8 large sterile un-medicated dressings 1 2 4 6 8
9 X-large sterile un-medicated 1 2 4 6 8

dressing
10 Sterile water in 300 ml disposable 1 1 3 6 6
containers, where tap water
unavailable
The first-aid box should protect the contents from dampness and dust.
6.2 Physician/Medical Services
HPGRDC HSSE Coordinator will establish a working relationship with a designated

hospital to ensure prompt, professional care for all occupational injuries and illnesses.
6.3 Transportation
6.3.1 For cases involving severe injuries the medical attendant should give the required first
aid and take the victim in Project Emergency vehicle to nearest hospital. In all cases
requiring advanced invasive procedures, the local ambulance service shall be called
for transport to the designated hospital emergency room, which is equipped to handle
the emergency.
6.3.2 For injuries not requiring emergency transportation to a hospital, use a jobsite vehicle
suitable for that purpose. Contractors are responsible for transporting their employees
to the Medical Facility, except in emergency medical situations.
SECTION 7.0
INCIDENT REPORTING AND INVESTIGATION
It is HPGRDC project policy that all incidents, including near misses, are reported immediately
to the HPGRDC HSSE Coordinator.
Incident Reporting, Classification, Team Formation, Gathering of Facts, Determining the Key
Factors through Root Cause Failure Analysis, Strengthening the Systems, Making corrective
and preventive recommendations, Documenting & Communication and Follow Up must follow
the 8-step HPGRDC Incident Investigation procedure (refer section 2.4 above)
7.1 RECORDKEEPING
Daily injury report shall be recorded and displayed on a board placed at a prominent place
at the project site.
Monthly Safety Performance Report shall also be prepared and presented to the HSSE Apex
Committee.
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The monthly report will show the number of man-hours worked on the project, the number of
safe days worked, injury statistics etc.
Near miss and incident report data will be analyzed for trends to identify and correct systematic
deficiencies to maintain the highest level of HSSE performance.
SECTION 8.0
INSPECTIONS & ASSURANCE AUDITS
The purpose of the inspections and audits is always to verify and ensure that the work is
being performed according to the safety plan or JHA that has been approved by HPGRDC
Project.
8.1 Contractor Inspections and Audits

Contractors/Subcontractor supervisors are responsible to ensure that regular inspections
are made in their areas.
8.2 Weekly Contractor Field Safety Audits.
The Weekly Contractor Field Safety Audit is to encourage participation between HPGRDC
Project and the Contractors Line Supervisors. The HPGRDC Project Construction Manager
will schedule and lead the audit weekly. Safety managers, Contractor leaders are
encouraged to attend.
Weekly Contractor Field Safety Audits and Inspections will be conducted with joint
representation of HPGRDC Project team and Contractors. Area Supervisors as well as the
Contractor SHE officer should participate in all workplace inspections or audits.
HPGRDC HSSE Coordinator will help in providing training to Contractor / Subcontractor

supervisors on Contractor Field Safety Audits
All deviations shall be rectified within the agreed period. Reports will be completed by the
contractor’s representative and submitted to the Project Managers and Project SHE
Manager.
Copies of the Weekly Contractor Field Safety Audits and inspection reports will be forwarded
to the respective Project Managers and to contractor's site management for corrective
actions.
All members of the construction Management Team are encouraged to regularly participate
in workplace audits or inspections. The area SHE managers will be responsible for
establishing a tracking system for recommendations and findings from safety audits and
Page 208 of 748

incident investigations. These findings will be discussed in the contractor weekly safety
meetings to determine and drive corrective actions.
HPGRDC HSSE Coordinator will review the Weekly Contractor Field Audit trends to provide
continuous improvement focus to the site initiatives for contractor safety performance.
8.4 Daily/Periodic Safety Inspection
Contractor and site Supervisors shall conduct routine periodic safety inspections and
monitoring. Inspections shall make note of: hazardous substances, unsafe acts/conditions
observations and correction; proper equipment, proper rigging, electrical, scaffolding, ladder
inspections, etc.
The HPGRDC HSSE Coordinator shall periodically monitor the daily safety activities and
ensure that they are carried out responsibly and correctly.
Contractor supervisors/foremen are responsible for preparing and submitting observation

safety reports to their project manager for his/her review. The latter shall comment and make
recommendations to correct any reported unsafe acts/conditions.
8.5 Safe-Work Practice Assessments

The Project/Construction Safety Managers will conduct periodic assessments of compliance
with site safety practices and procedures to ensure that they are effective and that they are
being followed.
SECTION 9.0
FIRE PREVENTION & PROTECTION
All contractors must comply with the HPGRDC Project Fire Safety procedure (refer section
2.4 above), the salient points of which are outlined below. They must train their personnel to
follow this procedure when fire is discovered. The plan covers fire reporting, personnel
evacuation, safeguarding high value materials, first aid, fire fighting procedures, incidents
involving hazardous materials, and measures to correct fire hazards when reported.
9.1 FIRE PREVENTION POLICIES

As with other HPGRDC Project policies, prevention of fires is the goal. Emphasis is placed
on advance planning of work; hot work permit controls; flammable gas, liquid, and material
control; the control of smoking; training and use of warning signs, proper electrical wiring,
and proper waste storage and disposal.
It is the responsibility of ALL project personnel to participate in FIRE PREVENTION.

Activities, which include:
 Training
 Inspection of equipment for proper operation and condition
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 Containment and/or segregation of high-risk activities and/or materials
(storage of fuels, refueling, etc.)
 Planning of work activities, utilizing the Job Hazard Analysis technique.
 Audits and inspections of workplace and activities
 Supply of equipment to be used in the containment of fire
During routine fire inspections, if a hazard is noted, the responsible supervisor must take the
necessary action to immediately correct the discrepancy. Job site supervisors must advise
the Project SHE managers of hazardous situations that cannot be corrected by their
personnel.
9.1.1 Training
Contractor/Subcontractor managers and supervisors must ensure all personnel assigned
are trained in fire prevention practices.
9.1.2 Temporary Facilities

All temporary facilities shall incorporate the following features:
 Adequate access for fire fighting equipment shall be maintained between temporary
structures, and between temporary structures and permanent facilities.
 The use of wood or combustible temporary structure around permanent buildings

under construction shall be minimized. All temporary structure shall be kept at a
minimum of 15 meters from the perimeter walls of such buildings.
 Temporary buildings and shelves and storage containers in warehouses, shall be built
of non-combustible materials, whenever possible.
 Fireproof cabinets or other fire-resistant storage facilities shall be used wherever

important documents are stored.
Contractor/Subcontractor personnel should only attempt to extinguish localized, incipient

fires discovered in the course of, or resulting from their own permitted work activities; this
shall only apply if the fire is small, local, confinable, and if the persons are properly trained.
Fires, which are large, out of control or near a fuel source, should be immediately reported.
Supervisors shall notify and remove all personnel - regardless of organization - from the
area immediately, without attempting to save property or risking injury. When a fire has
occurred, a written report must be submitted to the HPGRDC HSSE Coordinator before the
end of the working day.
Any fire extinguisher that was used shall be carefully inspected, discharged and it must be
taken out of service and replaced and/or recharged before return to use.
SECTION 10.0
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EMERGENCY RESPONSE
Construction work can be very hazardous. The policies and procedures in this plan are
established to prevent injuries, fires, explosions, etc. When these policies and procedures
are violated or ignored or unforeseen circumstances occur, a plan of action must be
established for each type of situation so that loss of life and property are avoided and
disruptions are minimized.
A system is required that meets the needs for an emergency response to a situation on the
construction project. (Refer Emergency Planning & Response – Section 2.4)
10.1 Training
All Contractors and Subcontractor personnel will be briefed on the emergency reporting
response procedures during the new employee orientation and at frequent “Tool Box”
meetings. Emergency procedures and telephone numbers will be posted at key locations
throughout the jobsite.
Emergency evacuation plans must be developed for all work areas, contractors, and office
areas and shall identify those competent persons trained in emergency procedures. As
directed by the Project Manager, the Project/Construction SHE Manager shall schedule
announced/unannounced drills, in order to ascertain the effectiveness of the training being
provided.
SECTION 11.0
SECURITY PLAN
This plan has been prepared as a guide for on-site protection of employees working on the
HPGRDC Project. It is intended to protect personnel, material, tools, equipment and all
property of HPGRDC Project or the property of any other person or contractors on this
project. Since all the situations encountered in the course of the project execution cannot be
anticipated by the guidelines set forth herein, there will be times when the greatest service,
which can be performed, will depend on sound principles and common sense. To enforce
the rules set forth on a fair and impartial basis, familiarity with the contents of this plan is
essential for effective performance. Further, this plan may be revised as site and/or
HPGRDC Project requirements change. Regardless of the possible revisions, the conditions
herein will be minimum requirements.
11.1 General Security Functions

The HPGRDC Security Head is responsible for the basic security requirements associated
with the HPGRDC Project. While he may be called upon to provide additional services, his
primary responsibilities on this project will be:
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11.1.1 Maintain secure and controlled exterior boundaries of the HPGRDC Project site.
11.1.2 Monitor and control access and egress of project personnel and visitors.
11.1.3 Monitor and control the movement of equipment and materials onto the HPGRDC
Project site and prevent any unauthorized removal of such materials or equipment.
11.1.4 Patrol and survey premises to prevent accidental or intentional loss of or damage
to HPGRDC Project property, help Contractor or subcontractor’s security to
protect their property, during non-working hours.
11.1.5 Control the flow of traffic and parking to minimize accidents and road blockages.
11.1.6 Perform inspection of packages, toolboxes, equipment and motor vehicles on the
HPGRDC Project.
11.1.7 Assist project personnel in maintaining control and order in emergency situations.
11.2 Control Procedures
11.2.1 HPGRDC Project and contractor personnel shall park their privately-owned vehicles
in the designated parking areas.
11.2.2 Those items prohibited on HPGRDC Project property, will be likewise prohibited in
the contractor's parking area.
11.2.3 Persons will not be allowed to loiter in the parking areas.
11.2.4 Security will control traffic and parking in the parking areas.
11.3 Personnel - Identification and Control
11.3.1 All personnel entering the project site will be checked for proper identification badges,
prior to entering the site. These badges will have the employee's name, picture on
the front of the badge.
11.3.2 If an employee does not have his/her ID badge, his/her foreman or supervisor must
come to the gate and sign in the employee. This will only be allowed on the first
occasion that it occurs. Second occasion violations of the ID badge policy will
result in the employee being requested to leave and obtain their ID badge. Third
occasion violation - the employee will not be allowed in the site for five (5) working
days.
11.3.3 Lost Badges - An employee who loses his/her ID badge may obtain a replacement.
In such cases, the employee shall fill-out a lost badge form and have his/her
supervisor acknowledge the lost badge by signing this form. ID badges will not be
issued more than two times during the same 12-month period.
11.4 Visitors
11.4.1 Prior to any visitor being allowed on-site, authorization shall be obtained. The
visitor after producing identification shall be logged in and provided with a Visitor’s
badge, which must be worn by him / her at all times he / she remains at site.
11.4.2 Only persons having official business at the site, or those with prior authorization
(i.e., appointments) shall be directed to the project office and be permitted entry
the HPGRDC Project site.
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11.4.3 All visitors in the construction areas shall comply with all HPGRDC Project HSSE
rules, regulations and procedures.
11.5 Equipment/Material Delivery and Removal
11..5.1 Common carrier type vehicles making deliveries or picking up materials shall only
make deliveries or pick up during normal working hours, unless special
arrangements have been made. Common carrier vehicles, which enter the project,
shall be logged in and out by HPGRDC Project security personnel.
11.5.2 Drivers working in construction areas requiring hard hats and safety glasses with
side shields shall be required to strictly comply with the policy.
11.5.3 All vehicles will be subject to inspection. Any person removing any type of
materials from the site will be required to have an authorized material pass. The
pass shall be signed by persons authorized by the HPGRDC Project Team
specifically covering material to be removed from the site. This material pass will
list, by items, a description of the material being removed and contractor markings
and/or serial numbers.
11.6 Tools
11.6.1 Contractor tools shall be marked for identification. Visitors or employees found
with such tools in their possession on leaving the project and without a material
pass will be detained. The site Security Head will be notified to investigate and
take appropriate action.
11.6.2 Contractor employees taking their personal tools off the job shall have those tools
inventoried and recorded, prior to their leaving the site.
11.7 Motor Vehicles & Equipment
11.7.1 All motor vehicles in the HPGRDC Project must be in safe operating condition.
11.7.2 Contractor vehicles must have their company logo displayed on both sides of the
vehicle.
11.7.3 All buses must be identified with a contractor’s company logo and a bus
identification number. The number must be large enough to be easily read and be
prominently displayed.
11.7.4 Red flags shall be used on any load that extends beyond the front, side or rear of
the vehicle.
11.7.5 All traffic signs and signals, whether fixed or portable must be obeyed; drivers
must cooperate with HPGRDC Project security personnel and others appointed
to direct traffic.
11.7.6 All vehicles must be operated within the sites maximum speed limit of 10 kilometer
per hour, unless a lower speed is posted.
11.7.7 Any person may have his/her in-plant driving privileges canceled or be subject to
disciplinary action, or both, for failure to comply with site traffic regulations or for
improper use of vehicle.
11.7.8 Vehicles needing access onto the HPGRDC Project site on a regular basis may be
issued a vehicle entry authorization decal. Only those company vehicles and/or
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personnel that have been approved by the Project Manager will be issued a vehicle
entry permit. This permit is to be displayed on the windshield / windscreen of the
vehicle.
11.8 Warehouse/Tool Rooms/Temporary Offices
11.8.1 Any warehouse, which is part of a work site perimeter and contains high-risk
materials (valves, fittings, small parts, etc.) shall be provided with security screens
over windows and doors.
11.8.2 Access doors from the warehouse office into the warehouse or storage areas shall
be fitted with controlled locks that restrict access.
11.8.3 Access doors, gates or windows to warehouse buildings and storage areas shall be
minimized.
11.8.4 Shops, labor rest areas, change rooms, canteens and offices (other than warehouse
offices) shall be separately located from the warehousing areas.
11.8.5 All temporary offices will be equipped with exterior door locks and interior individual
office door locks where required.
11.8.6 The spare keys to all temporary office locks shall be kept in a master lock box, that
is located in the Security Head's office and an up-to-date log maintained identifying
those persons assigned a key.
11.8.7 Personal tools shall be kept in a locked box.
11.8.8 At the end of each workday, those persons assigned locks and/or keys will be
responsible to secure their respective area(s) of responsibility.
11.8.9 Prior to leaving the job, all supervisors shall check their area(s) of responsibility
and ensure they have been properly secured.
11.8.10 Project or Construction Managers and the site Security Head will monitor these
control activities for compliance.
11.9 Package/Vehicle Inspections
HPGRDC Project security personnel have the right to inspect packages, bundles, toolboxes,
equipment and motor vehicles at any time while on HPGRDC Project property.
11.10 Cameras
No cameras shall be allowed on site without the permission of the HPGRDC Project Head
or Construction Manager. The sole exception to this regulation is the camera allotted to the
HSSE Department for use during investigation of mishaps, accidents, thefts, etc.
It is forbidden to use the camera/camecorder on site. If need be, a prior approval shall be
taken from HPGRDC Project Head or Construction Manager.
11.11 Notification of Violations
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Contractors shall immediately notify the site Security Head / Project/maintenance Head of
all thefts and security violations and shall submit a monthly summary of thefts and security
violation.
SECTION 12
PROMOTIONS & INCENTIVES
The objective of safety promotions & incentives is to develop, heighten and maintain the
safey awareness of all employees assigned to the HPGRDC Project. It reiterates the
HPGRDC Project commitment to safety and of the employee’s responsibility to support that
commitment.
12.1 Safety Notice Boards
Contractors will provide safety notice boards that display information such as safety
inspection results, safety memorandum/newsletter, monthly incident summary report, and
safety posters. These boards shall be displayed at location where high volumes of
movements of employees. This may be at Contractors and subcontractor’s site offices,
workers quarters, canteen, and any other location where it is deemed recognized by HSSE
Department
12.2 Warning and Safety Signs
Warning and signs shall be adopted as visual aids for injury and fire prevention. Signs shall
be written in Kannada, Hindi and English and be conspicuously displayed. The project will
maximize the use of wordless safety signs and symbols.
12.3 Posters and Safety Banners
Posters and Safety Banners shall be displayed to promote and to maintain safety awareness
at site. These posters and banners shall be displayed at safety notice boards, and
conspicuously placed at site. These shall be updated frequently to maintain interest.
12.4 Safety Handbooks and Brochures
To increase safety awareness and as part of personnel safety training, safety handbooks or
brochures will be issued to all personnel at site. It will be issued during Contractors safety
orientation program. These safety booklets will be made available in Kannada, Hindi and
English. HPGRDC will provide required safety handbooks.
12.5 Injury Statistic Board
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HPGRDC Project will provide and maintain an SHE Performance Board, (At least 3m x 2m
in size, written boldly in both Kannada, Hindi and English). The content of the board shall
include the following:
 Total Man-hours Worked;
 Total Reportable Incidents
 Incident Frequency Rates
 Total Fatalities
The board shall be erected at the main entrance to the work area. The HSSE Coordinator
will be responsible for ensuring that the statistic board is updated to reflect the safety
performance of the site.
12.6 Monthly Safety Themes
The HPGRDC Project Safety Committee will review upcoming activities and determine the
primary potential hazards for the month. The committee will review and approve an annual
program of monthly themes. The objective is to focus and to promote and therein to attain a
higher level of safety awareness for potential hazards. Also, this will ensure that efforts and
attention are taken by various measures either by engineering means, additional specific
training or special monitoring and policing.
Examples of the theme for the Monthly Safety Themes are:
 Safe Excavation Works

 Provide shoring on trenches
 No material to be placed along the edges of the excavation
 Good Housekeeping Promotes Safety
 Remove all rubbish and waste daily
 Do not place material on the access way
 Fire Prevention
 Remove combustible materials before any welding or gas cuttings
 Ensure that no sparks fall to the ground. Use fire blanket.
 Electrical Safety
 Work at Height
12.7 Safety Recognition / Reward Scheme
Safety recognition / reward scheme will be organised every month to motivate the workers
towards improving safety. The scheme details will be publicized through various means to
the Contractor / Subontractor employees to encourage them to aim for higher safety
performance to reach the goal of Zero Incidents. Employees contributing towards higher
safety performance are to be identified by the engineers and their names to be brought to
the notice of the HSSE Coordinator. He, inturn, shall ensure that the concerned employees
are recognized / rewarded. Their names shall be forwarded to the Project Manager for due
consideration and further recognition / reward.
Page 216 of 748

Bill of Quantities
Doc. Req'd
1 Bill of Quantities BOQ HOUSEKEEPING.pdf - No
FACILITY MANAGEMENT SERVICES BILL OF QUANTITIES/ SCHEDULE OF RATES
HP GREEN R AND D CENTRE
FACILITY MANAGEMENT SERVICES FOR HP GREEN R&D CENTRE, BANGALORE

BILL OF QUANTITIES/ SCHEDULE OF RATES
Kindly note that the quoted rates should NOT be indicated in this document. Bidder shall quote a single consolidated
percentage increase / decrease on the estimated price in the attached format for priced bid only and bidders shall not
change rate/amount indicated in the Schedule of Rates. The same percentage shall be applicable to all the items of works
of the estimated Schedule of Rates without exception. Bidder shall be presumed to have quoted against the tendered
description of work as per the detailed Schedule of Rates and the same shall be binding on the Bidder. The offers of
vendors quoting separate/different rates and/or separate/different percentages for different items, shall be liable for
rejection, without reference to/correspondence with the vendor.The rates are to be entered in the relevant field in the e-
procurement portal ONLY. In case the rates are entered in this document and is uploaded in your offer, then your offer
will be SUMMARILY REJECTED.
PART-A: FACILITY HOUSEKEEPING MANAGEMENT SERVICES ( EXISTING AREAS)

Tentative
S. No. Manpower/Service Category UOM
Quantity
Managerial Service:
Expenses per month towards providing managerial as required for the scope of Facility Housekeeping
Management Services and as detailed in the "Scope of Job" document with minimum deployment and
Lumpsum rate
1 qualification/ experience as per the "Minimum Deployment of Manpower" document of the Contract, 12 months
Per month
including provision of required PPE, ID cards, conveyance, food, etc. and fulfilling statutory
requirements etc. as applicable; all complete as per drawings, scope, technical details, GRIHA/LEED
norms, etc. and as per the directions of HPCL.
Page 1 of 9
Housekeeping Services: Expenses per month towards providing internal & external housekeeping
services, clearing of wild/ rank vegetation, etc. as required for the scope of Facility Housekeeping
Management Services and as detailed in the "Scope of Job" document with minimum deployment and
Lumpsum rate
2 qualification/ experience as per the "Minimum Deployment of Manpower" document of the Contract, 12 months
Per month
including provision of required PPE, uniform, ID cards, conveyance, food, etc. and fulfilling statutory
requirements such as ESI, PF, Minimum wages etc. as applicable; all complete as per drawings,
scope, technical details, GRIHA/LEED norms, etc. and as per the directions of HPCL.
Consumables/All Other Charges:

All other expenses per month towards mobilisation of resources, machinery, tools & tackles, cost of
consumables, miscellaneous expenses, etc. for carrying out the scope of job for Facility Housekeeping
Management services and as detailed in the "Scope of Job" document including cost of all
consumables, tools & tackles, waste disposal & recycling, liasioning services, etc.; all complete as per
drawings, scope, technical details, GRIHA/LEED norms, etc. and as per the directions of HPCL.The
below list is only indicative of the minimum supply & services covered under CONSUMABLES but
not limited to the following :
a.) Supply of Toiletries incl. soap solution,C-Fold tissues, tissue paper rolls for WCs, etc. for ALL
Lumpsum rate
3 washrooms (103 nos.) inside HP Green R&D Centre with multiple WCs, Urinals etc. (excluding 12 months
Per month
Gurukul Facility). Total HPCL occupancy minimum 350 nos.
b.) Waste seggregation & collecting at centralised location (dust bins & refill bags by Agency) - 350
nos. of HPCL occupancy.
c.) Rodent control (5.75 lakh sqft area)
d.) Floor cleaning consumables incl. all furniture worktop cleaning, glass door cleaning, ss handle
cleaning,etc. (5.75 lakh sqft built up area)
e.) Shoe Polish Machine (2 Nos) - consumables
Carpet/Sofa/Chair Shampooing is payable in separate item.
Page 2 of 9
External Glass Façade Cleaning :External Glass Façade Cleaning for first floor & above
including Administration Building (B9) Dome Cleaning covering entire Dom including all 12000 Sqm
4 equipments and machineries for working at height.No extra payment for internal glass (approx)/Half- SQM
cleaning across HPGRDC & external glass cleaning in ground floor across HPGRDC. Yearly
Charges for same is deemed to be inclusive in the scope of consumables/other charges.
375 Nos.
5 Chair Shampooing : Supply of consumables & shampooing of single chair per instance. Each
(approx)/Quarter
Sofa Shampooing : Supply of consumables & shampooing of single sofa per instance. Two 375 Nos.
6 Each
Seater or three seater will be considered as two nos. sofa & three nos. sofa each for payment. (approx)/Quarter
2500 Sqm
7 Carpet Shampooing : Supply of consumables & shampooing of carpet per sqm per intance. SQM
(approx)/Quarter
Fixed Component of Disposal Charges for Hazardous Waste Dispoal per Trip : Vendor
to arrange for vehicle for disposal of hazardous waste per trip as per direction of EIC through
approved KSPCB/other agencies only.The charges for the weight of hazardous waste disposed
is payable in separate line-item titled " Variable Component of Disposal Charges for
8 Hazardous Waste Disposal per KG " as per actual weight disposed. Disposal to be done as per 10 Each
statutory rules & regulations only. HPCL will not be responsible for the disposed items and
same will be deemed to be responsibility of Vendor outside the premises of HPCL.All
Statutory applicable fees are to be paid by vendor and deemed to be inclusive in this line-item
cost and necessary paper-work is in scope of Vendor.
Page 3 of 9
Variable Component of Disposal Charges for Hazardous Waste Disposal per KG :

Charges are payable for the variable component of the waste disposed as per the actual
weight of the disposed items per Trip.This charges are payable alongwith the fixed
coomponent of the trip charges payable in line-item titled "Fixed Component of Disposal
9 7500 KG
Charges for Hazardous Waste Dispoal per Trip".Vendor has to ensure weighment of the
disposed waste and HPCL gate-pass procedure to be followed.Disposal to be done as per
statutory rules & regulations only. HPCL will not be responsible for the disposed items and
same will be deemed to be responsibility of Vendor outside the premises of HPCL.
Disposal Charges for Non-Hazardous Waste Dispoal per Trip :

Vendor to arrange for vehicle with minimum carrying capacity similar to tractor-trailor for
each trip for disposal of non-hazardous waste outside HPCL premises as per directions of
EIC. Vendor has to ensure weighment of the disposed waste and HPCL gate-pass procedure to
10 50 Each
be followed.Disposal to be done as per statutory rules & regulations only. HPCL will not be
responsible for the disposed items and same will be deemed to be responsibility of Vendor
outside the premises of HPCL. All Statutory applicable fees are to be paid by vendor and
deemed to be inclusive in this line-item cost and necessary paper-work is in scope of Vendor.
Floral Arrangements : Supply of standard decorated and ready to keep fresh flower boats for
11 special events or occassions as per instructions of HPCL EIC and of approved quality with 125 Each
different types of flowers.
Page 4 of 9
Pest Control across Facility : Supply of consumables & pest control services using
approved chemicals & agencies ( if required) across the facility (approximate 5,75,000 Sqft
built up area ) per instance for fortnight duration. Pest-Control services should involve
application of approved chemicals for prevention of Rat infestation, flies, ants, bee-hive
12 removal at all-height, mosquitoes, snake-entry to buildings,ants, anti-termite spray, 24 Nos. Each
fumigation etc. as per requirements. Frequency of chemical application should be sufficient to
prevent any disturbance from the pests for day to day working inside the Facility and as per
approval of HPCL EIC.Supply of Rat-pads and services of snake charmers as and when
required are also included in the scope at no additional cost to HPCL.
Page 5 of 9
Machine Rental Services:
All expenses per month towards mobilisation of machinery including cost of related consumables,
miscellaneous expenses, etc. for carrying out the scope of job for Facility Housekeeping services and
as detailed in the "Scope of Job" document including cost of all consumables, machinery/ equipments
etc.; all complete as per drawings, scope, technical details, GRIHA/LEED norms, etc. and as per the
directions of HPCL.The below list is only indicative of the minimum number of MAJOR
MACHINES/EQUIPMENTS supply & services covered under MACHINERIES RENTAL
SERVICES but not limited to :
Single Disc machine - 8 Nos.
High pressure jet machine - 2 Nos.
Wet-dry vacuum cleaner - 8 Nos.
Ride on Sweeper (battery-operated) cleaning efficiency minm. 12000 SQM/Hr & Water-tank capacity
100 Ltrs. - 1 Nos.
Glass Cleaner Kit - 7 Nos. Lumpsum rate
13 Telescopic rod 11 meters - 3 Nos. 12 months
Per month
Wringer Trolley - 10 Nos.
Caddy Bucket/ basket - 25 Nos.
Signage boards - 55 Nos.
Ladder - 6 Feet - 10 Nos.
Aluminium multi-purpose ladder with scaffolding platform & shelf - 12 ft - 1 Nos.
Hand pallets-2 Ton capacity - 3 Nos.
Wheel barrow - 8 Nos.
Vacuum Cleaning Robot Roomba I7+558 or approved equivalent - 1 Nos.
Battery Operated Spray Machines- 4 Nos.
Auto-Scrubber dryer Floor cleaner with minm. capacity 2500 SQM/Hr -1 Nos.
Scooty Mopping Machine- 1 Nos.
Electronic Weighing Scale (minimum capacity 500 kg) with platform - 1 Nos.
All the machine should be in perfectly working condition to the satisfaction of HPCL EIC.
Page 6 of 9
PART-B: OTHER SERVICES
S. No. Manpower/Service Category Quantity
Front Desk Services:

Expenses towards providing front desk services basis HPCL's specific requirement for scope
as detailed in the "Scope of Job & Technical Details" document with qualification/ experience
14 12 Man month
as per the "Minimum Deployment of Manpower" document of the Contract, including
conveyance, food, etc. and fulfilling statutory requirements as applicable; all complete as per
the directions of HPCL.
Administrative Services:
Expenses towards providing administrative services basis HPCL's specific requirement for
scope as detailed in the "Scope of Job & Technical Details" document with qualification/
15 12 Man month
experience as per the "Minimum Deployment of Manpower" document of the Contract,
including conveyance, food, etc. and fulfilling statutory requirements as applicable; all
complete as per the directions of HPCL.
Page 7 of 9
PART-C: FACILITY HOUSEKEEPING MANAGEMENT SERVICES ( PHASE-II UPCOMING AREAS & BUILDINGS/EVENTS)
S. No. Manpower/Service Category Quantity
Housekeeping Services for New/Upcoming Project Areas :

Expenses per month towards providing internal & external housekeeping services, clearing of
wild/ rank vegetation, etc. as required for the scope of Facility Housekeeping Management
Services and as detailed in the "Scope of Job" document with qualification/ experience as per
the "Minimum Deployment of Manpower" document of the Contract, including provision of
required PPE, uniform, ID cards, conveyance, food, etc. and fulfilling statutory requirements
16 100 Man month
such as ESI, PF, Minimum wages etc. as applicable; all complete as per drawings, scope,
technical details, GRIHA/LEED norms, etc. and as per the directions of HPCL EIC for
new/upcoming Project Areas. The deployment of man-power for this services will be
SEPARATE & comprise of housekeeping staff and over and above the minimum manpower
specified. The deployment will be as on required basis ONLY as per directions of HPCL EIC.
Payment will be based on actual deployment of man-month.
Page 8 of 9
Consumables & Machineries for Housekeeping Services for New/Upcoming Project

Areas : All other expenses per month towards mobilisation of requisite resources,
machinery, tools & tackles, cost of consumables, miscellaneous expenses, etc. for providing
professional housekeeping services and carrying out the scope of job for Facility
Housekeeping Management services and as detailed in the "Scope of Job" document
including cost of all consumables, tools & tackles, waste disposal & recycling, liasioning
services, etc.; all complete as per drawings, scope, technical details, GRIHA/LEED norms,
17 50000 SQM
etc. and as per the directions of HPCL EIC for upcoming/new Project areas only.The
deployment of resources for this services will be SEPARATE & comprise of requisite
comsumables & machineries over and above the deployment for existing areas as specified in
previous line-items. The deployment will be as on required basis ONLY as per directions of
HPCL EIC.Payment will be made on the basis of measurements of the actual built-up area of
the new/upcoming Project area buildings/units serviced.
Page 9 of 9
Special conditions of Contract

Doc. Req'd
1 Special conditions of Contract SCC.pdf - No
2 STC Labour Laws Compliance HPGRDC-Labour Law - No
Compliance.pdf
Facility Management Services SPECIAL CONDITIONS OF CONTRACT
HP Green R&D Centre, Bengaluru Sheet 1 of 15
SPECIAL CONDITIONS
OF
CONTRACT
(SCC)
HP GREEN R&D CENTRE

Bengaluru
1.0 GENERAL
1.1 Special Conditions of Contract shall be read in Conjunction with the General
conditions of Contract, specification of work, Drawings and any other documents
forming part of this Contract wherever the context so requires.
1.2 Notwithstanding the sub-division of the documents into these separate sections
and volumes every part of each shall be deemed to be supplementary to and
complementary of every other part and shall be read with and into the Contract so
far as it may be practicable to do so.
1.3 Where any portion of the General Terms & Conditions of Works Contract (GTCWC)
is repugnant to or at variance with any provisions of the Special Conditions of
Contract, unless a different intention appears, the provisions of the special
Conditions of Contract (SCC) shall be deemed to over-ride the provisions of the
General Terms & Conditions of Works Contract and shall to the extent of such
repugnancy, or variations, prevail.
1.4 Wherever it is mentioned in the specifications that the Contractor shall perform
certain Work or provide certain facilities, it is understood that the Contractor shall
do so at his cost and the Value of Contract shall be deemed to have included cost
of such performance and provisions, so mentioned.
1.5 The materials, design, and workmanship shall satisfy the relevant Indian
Standards, the Job Specifications contained herein and Codes referred to. Where
the job specification stipulate requirements in addition to those contained in the
standard codes and specifications, these additional requirements shall also be
satisfied.
1.6 In case of an irreconcilable conflict between Indian or other applicable standards,
General Conditions of Contract, Special Conditions of Contract, Specifications,
Drawings or Schedule of Rates and any other portion of Bidding Document the
following shall prevail to the extent of such irreconcilable conflict in order of
precedence.
i) Purchase Order along with enclosures.
ii) Letter / Fax of Acceptance along with enclosures.
iii) Schedule of Rates. / Bill of Quantities
iv) Instructions to Bidders (ITB)
v) Special Conditions of Contract.
vi) Scope of Job & Technical Details
vii) Minimum Manpower Deployment
viii) Job Resolution Timelines
ix) Drawings
x) List of Equipment
xi) General Conditions of Contract.
xii) Indian Standards.
xiii) Other applicable Standards.
1.7 It will be the Contractor's responsibility to bring to the notice of HPCL any
irreconcilable conflict in the contract documents, before starting the work (s) or
making the supply with reference, which the conflict exists.
1.8 In the absence of any Specifications covering any material, design of work (s) the
same shall be performed / supplies / executed in accordance with Standard
Engineering Practice as per the instructions / directions of HPCL, which will be
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binding on the Contractor.

1.9 The Contractor and the personnel deployed shall maintain confidentiality of data/
information, during and after the contract period.
1.10 LOCATION OF FACILITY:
The location of the Facility is at Tarabahalli (village), Devanagonthi, Hosakote
(Taluk) of Bengaluru in the State of Karnataka.
Nearest Railway Station: Devanagonthi.
Nearest Airport: Bengaluru International Airport.
2.0 SCOPE OF WORK & SCOPE OF SUPPLY
2.1 There are two sections to the scope of service & supply:
a) PART A – Scope of works for housekeeping services.Consumables,

miscellaneous services, other charges, etc. to be supplied/ executed and
quoted for as indicated in Schedule of Rates (SOR) / Bill of Quantities.
b) PART B – HPCL’s requirement for specific services as & when needed.
2.2 Detailed scope of work and supply shall be as specified in “SCOPE” document.
3.0 PO VALIDITY, JOB COMMENCEMENT & COMPLETION:

3.1 Contractor shall submit Resource Mobilization Schedule for scope of services
within 7 days after award of work. Basis the scope of service requirement, the
required number & discipline of personnel shall be provided by the Contractor
within 15 days from the date of award of works.
3.2 The contract will be valid for a period of ONE (1) YEAR from the date of award of
work and upon satisfactory performance can be extended further up to a period of
THREE (3) MONTHS on the same rates, terms & conditions at the discretion of
HPCL. The rates quoted will remain in force for the full period of contract including
the extended period. No demand for revision of rate or modification in terms &
conditions on any account shall be entertained during the extended contract period,
if so done.
4.0 Security Deposit: Not Applicable.
5.0 Pre-Bid Meeting:
5.1 Date & Time: As per Bidding document
5.2 Venue: HP Green R&D Centre, Devanagonthi, Bengaluru
5.3 Last date of receipt of bidders’ queries for Pre-Bid meeting shall be one day prior
to the Pre-Bid meeting. No queries/clarifications beyond this date shall be
entertained.
5.4 The entire bidding process is online. Bidders’ queries to be addressed in the e-
tender portal only. Queries received through any other means shall not be
considered.
6.0 SITE VISIT:
6.1 Bidder is advised to visit and examine the site, its surroundings and familiarize
himself with the existing facilities and environment, and collect all other information
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which he may require for preparing and submitting the bid and entering into the
Contract. Claims and objections due to ignorance of existing conditions or
inadequacy of information will not be considered after submission of the Bid and
during implementation.
6.2 Bidder may contact the following at site for site visit purpose:
Mr. David Poddar
DGM-Projects (080-28078539 / +91-9987587521)
HPCL Green R & D Centre
7.0 Bidder shall quote a single consolidated percentage increase /

decrease on the estimated price in the attached format for priced bid
only and bidders shall not change rate/amount indicated in the
Schedule of Rates. The same percentage shall be applicable to all the
items of works of the estimated Schedule of Rates without exception.
Bidder shall be presumed to have quoted against the tendered
description of work as per the detailed Schedule of Rates and the same
shall be binding on the Bidder. The offers of vendors quoting
separate/different rates and/or separate/different percentages for
different items, shall be liable for rejection, without reference
to/correspondence with the vendor.
8.0 FIRM PRICE
8.1 The contracted price shall be FIRM and FIXED till completion of work for the entire
period of Contract including the extended period, if so done, and no escalation in
prices on any account shall be admissible to the Contractor.
9.0 COMPOSITE PERFORMANCE BANK GUARANTEE (CPBG):
9.1 Within FIFTEEN (15) days from the date of notification of award of works by the
Owner, the successful Bidder shall furnish the required CPBG for an amount equal
to three (3) percent of the total Contract Price in the form of a Bank Guarantee
issued by a Nationalized / Scheduled Bank in India (excluding co-operative banks)
in favour of HPCL in accordance with the proforma enclosed with General Terms
& Conditions of Works Contract (GTCC). CPBG shall be valid upto a period of 3
months beyond the Time of Completion.
9.2 Failure of the successful bidder to comply with the above requirement shall
constitute sufficient grounds for cancelation of the Contract
10.0 SITE ORGANISATION
10.1 Qualification and experience of Personnel to be deployed for this work shall be as
indicated in Minimum Manpower Deployment sheet of this bidding document.
10.2 The minimum deployment indicated in the Contract is only indicative and tentative,
considering all shifts for seamless functioning & maintenance of the facility in top
notch manner. Deployment of personnel by Contractor shall be purely on
satisfactorily fulfilling the works as detailed for PART-A scope of services. The
exact number of personnel shall be calculated by the Contractor, as per scope of
service requirement and frequency of attending to the work schedule as stipulated
or as necessary. However in no case, manpower deployment shall be less than
the minimum specified. Lumpsum rate quoted per month for PART-A scope of
services shall be deemed to be inclusive of the total manpower requirement for the
job performance.
10.3 For PART-B scope of services, the man months indicated in the tender is
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approximate and purely tentative. Deployment of personnel shall only be on HPCL

need basis. HPCL shall give an intimation to the Contractor for deployment of
specific category of services on need basis and the Contractor shall facilitate the
deployment within a period of maximum fifteen (15) days. HPCL reserves the right
for selection of candidate proposed by the Contractor for the PART-B scope. The
deployment of manpower will vary as per need basis and requirement of
deployment would be assessed periodically. Monthly assessment and review shall
be made. If any service for PART-B scope needs to be reduced/ stopped as per
HPCL’s manpower needs, same shall be intimated to the Contractor and
Contractor shall reduce/ stop the supply of manpower for the specific category as
specified within a maximum period of thirty (30) days.
10.4 Personnel deployed shall be arranged by the Contractor, and at no point of time,
shall they claim or be entitled to claim temporary or permanent employment with
HPCL. The personnel engaged for the services shall be arranged by the
Contractor, and shall take their wages from the Contractor. They will have no right
of whatsoever nature, regarding monetary benefits or any other benefits from
HPCL. It is clearly understood by both the parties that by providing services under
this contract, personnel engaged by the Contractor shall be employees of the
Contractor and not of HPCL and there shall be no master slave relationship
between the personnel so engaged by the Contractor and HPCL.
10.5 However for both PART-A & PART-B, if any personnel deployed is found to be
unsatisfactory, replacement of the personnel shall be arranged by the Contractor
within thirty (30) days of intimation with an overlap period of minimum seven (7)
days with the replacement. Similarly, if any personnel deployed wants to leave the
service at HPCL, Contractor shall intimate HPCL minimum thirty (30) days in
advance with an overlap period of minimum seven (7) days with the replacement.
10.6 The Contractor has to make arrangement of Biometric system (Facial recognition)
& Manual records for facial recognition based attendance management system of
all manpower deployed by the Contractor at HPCL facility and submit the reports
along with monthly billing. However, HPCL reserves the right to inspect the records
and verify attendance as & when required or deemed fit. No separate payment
shall be made by HPCL to the Contractor on this head and quoted rates shall be
deemed to be inclusive of the facial recognition based attendance management
system.
11.0 SUPPLY OF OFFICE, WATER, POWER, ACCOMMODATION, FOOD,
TRANSPORT & OTHER UTILITIES
11.1 Office set-up/ changeover area has to be arranged by Contractor for his own office
and only open space will be provided by the Owner.
11.2 Water, electricity & network shall be provided at one point to the Contractor by the
Owner. Contractor shall make his own arrangements for establishing connection/
distribution network of Power, network and water within the quoted rates.
11.3 All supply & installations of fixtures & fittings/ cabling for power, etc. for Contractor’s
own office use shall be in the scope of the contractor without any additional cost to
the Owner.
11.4 All stationery materials, printers, computers, papers, registers, etc. as required for
the Contractor’s scope of services shall be in the scope of the Contractor and no
separate payment shall be made on this account.
11.5 HPCL shall not provide any sort of accommodation, boarding, lodging,
conveyance, communication, etc. to the staff or person deployed by the Contractor
and no cooking/lodging will be allowed in the premises of HPCL at any time.
HP GREEN R&D CENTRE

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Transportation & food will have to be provided by the Facility Management Service
Provider (FMSP)/ Contractor for their personnel including shift personnel. The cost
quoted is deemed to be inclusive and no separate payment will be made.
11.6 The contractor shall remove all temporary buildings/ facilities etc., if any, before
leaving the site after completion of works in all respect.
12.0 STATUTORY APPROVALS
12.1 The agency shall have necessary licenses/ authorizations for providing Facility
Management Services and/or obtain the same at its costs and expenses as and
when required.
12.2 The approval from any authority required as per statutory rules and regulations of
Central/State Government/Local Bodies shall be the contractor's responsibility
unless otherwise specified in the bid document. The application on behalf of the
Owner for submission to relevant authorities along with copies of required
certificates complete in all respects shall be prepared and submitted by the
Contractor well in time.
12.3 Any liability under any Act or Statute shall be of the contractor and under no
circumstances shall HPCL assume responsibility.
12.4 For Facility Management Service contract, all statutory compliance including ESI,
PF, insurance, labour license, etc. as applicable are in Facility Management
Service Provider (FMSP)/ Contractor’s scope and quoted rates are deemed to be
inclusive of the same.
12.5 Any change/ addition required to be made to meet the requirements of the statutory
authorities shall be carried out by the contractor without additional cost to Owner/.
The inspection and acceptance of the work by statutory authorities shall however,
not absolve the contractor from any of his responsibilities under this contract.
13.0 PROVIDENT FUND
13.1 The Contractor shall strictly comply with the provisions of Employees Provident
Fund Act and register themselves with RPFC before commencing work. The
Contractor shall deposit Employees and Employers contributions to the RPFC
every month. The Contractor shall furnish along with each running bill, the challan/
receipt for the payment made to the RPFC for the preceding months.
14.0 POLICE VERIFICATION:

14.1 Personnel shall necessarily be Indian Nationals only. The bidding agency shall be
responsible for verifying the antecedents of its staff/employees working in HPCL,
by police verification and will keep attendance and other relevant records at its cost
and will produce these on demand of any authority.
14.2 The list containing the names/addresses of the Managerial/ supervisory personnel
appointed by the bidder/agency shall be made available to HPCL with their bio-
data within 7 days from the date of deputing. The same shall also be provided in
the form of CD giving out photographs and detail of the staff within one month of
commencement of work.
14.3 The Contractor also ensure that they possess the requisite academic/technical
qualifications and experience for rendering the requisite services to HPCL. HPCL
will be kept informed of any changes in the personnel.
15.0 REGISTRATION OF THE CONTRACT WITH STATUTORY AUTHORITIES
15.1 Before submission of their first invoice for Running payment, the Contractor shall
register themselves and the contract at their own cost with the Reserve Bank of
India, Income Tax, Sales Tax and such other statutory authorities, as may be
HP GREEN R&D CENTRE

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required under the rules and regulations governing in India. The Contract Price
shall be deemed to include all costs towards the same. A copy of all documents
related to all such registration shall be submitted to Owner for record.
16.0 DUTY HOURS
16.1 The Working & duty hours for Contractor’s personnel shall be six days a week and
eight hours (excluding lunch & tea break which shouldn’t be more than one hour)
a day. Total working hours to be recorded is nine hours as per biometric record.
16.2 The Contractor shall arrange at no extra cost to HPCL, the availability of the
personnel at site, as specified by HPCL, after considering the weekly offs, leave
relief for any absence including festival holidays, personal holidays, etc.
16.3 Contractor shall schedule such that the personnel deployed are allowed at least
one weekly off, every seventh day as per the statutory requirements. The
Contractor shall ensure that all other statutory requirements are also adhered to.
The Contractor will be responsible for compliance of all the applicable laws and
obligations arising thereof. Any liability arising under Municipal, State or Central
Government Laws and Regulations, will be entirely of Contractor and HPCL shall
not be responsible for any such liability. The Contractor undertakes to indemnify
HPCL for any liability under law, in respect of the personnel deployed them and
otherwise also. The Contractor shall comply with all rules and regulations
regarding safety and security of the personnel deployed by them, and HPCL will
not be responsible in any manner, in case of any mis-happening to the personnel
deployed by them.
16.4 Working hours: Working hours of staffs/ man-power would normally be eight (8)
hours (excluding tea and lunch break). All quotes on nine-hour duty roster. The
working hour of different categories of man-power shall be as per finalised in
consultation with HPCL.
16.5 The shift of the staff would be rotated periodically and a roaster would be
maintained. The staff should be changed with proper handing & taking over every
month/ week/day as per roster to avoid possible contacts/collusion for better
operational point of view and handing over staff should leave the HPGRDC
premise only after taking over staff is fully operational. In case, the same is not
followed HPCL reserves the right to terminate the services of the concerned staff.
16.6 In case, any person remains absent from HPCL site for a period of more than 2
days without prior information & consent, HPCL reserves the right to terminate his
services.
16.7 In any case, the agency shall arrange for a suitable replacement person in such a
way that there is an overlap period of minimum 1 week between the replacements.
17.0 BEHAVIOR AND CONDUCT
17.1 Man power engaged by Contractor should be trained, young, smart and well-
mannered with proper uniform and as per the qualifications, experience as
specified in Minimum Manpower Deployment sheet of this bidding document.
17.2 Deployed manpower to follow “Standard Operating Procedure instructions” of
HPCL.
17.3 The personnel provided shall be under the direct control and supervision of the
contractor. However, they shall comply with the oral and written instructions given
on day to day basis, by the officer(s) authorized by HPCL from time to time. They
will be bound by office timings, duty, placement, locations, etc., as decided by
HPCL.
17.4 The contractor shall be responsible for the discipline and conduct of the personnel
sponsored by them and in case the personnel lack in discipline and their quality of
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work deteriorates during the course of their services, the contractor shall provide
replacement services of suitable personnel.
17.5 In case any person engaged by the Contractor is found to be inefficient,
quarrelsome, infirm, unfit, inefficient and invalid or found indulging in unlawful or
union activities, he should be removed immediately from the work spot and the
Contractor will have to replace such person immediately with a suitable substitute
at the direction of the competent authority at short notice.
17.6 If any complaint of misbehaviour and misconduct comes into the knowledge of
HPCL then all such responsibility shall be of the Contractor and any loss owing to
negligence or mishandling by the staff, the Contractor shall himself be responsible
to make good for the losses so suffered by HPCL.
17.7 The Contractor shall not, at any stage, cause or permit any sort of nuisance in the
premises of HPCL or do anything which may cause unnecessary disturbance or
inconvenience to others working there as well as to the general public in the facility
premises and near to it.
17.8 Contractor’s staff shall not strictly smoke/drink/abuse drugs at the place of work.
17.9 Weekly, fortnightly and monthly training, as applicable, of all the personnel
deployed must be organized as per training program and intimated to HPCL.
17.10 The Contractor shall also provide female staffs as per need of the facility.
17.11 Necessary work permit to be obtained by the Contractor before carrying out any
job. The contractor has to ensure all precautions & instructions given in the work
permit to be strictly complied. Wherever necessary, electrical/ process isolation of
the equipment has to be ensured before executing the work. Only authorized
electrical person to be deployed for electrical jobs. Draft SOPs for all jobs must be
submitted to HPCL prior to commencement of work and work must be carried out
in conformity to those SOPs. SOPs must make provisions for identifying safety
hazards and action for overcoming those hazards.
18.0 COORDINATION WITH OTHER AGENCIES
18.1 Work shall be carried out in such a manner that the work of other agencies
operating at the facility is not hampered due to any action of the Contractor. Proper
coordination with other agencies, service & AMC providers will be Contractor's
responsibility. In case of any dispute, the decision of HPCL shall be final and
19.0 RESPONSIBILITY OF CONTRACTOR
19.1 The entire work as per scope of work covered under this contract shall be awarded
on single point responsibility basis.
19.2 All expenses towards mobilisation at site and demobilisation including bringing in
any equipment, clearing the site etc. shall be deemed to be included in the prices
quoted and no separate payments on account of such expenses shall be
entertained.
19.3 It shall be entirely the Contractor's responsibility to provide, operate and maintain
all necessary equipments and safety gadgets, tools and appliances to perform the
work and complete all the jobs as per scope of services without any extra cost to
the Owner.
20.0 SAFETY AND SECURITY
20.1 The responsibility of safe custody of materials/ consumables supplied by
Contractor lies with Contractor. Contractor shall follow strictly to the security
procedures, rules and regulations laid down by the Owner. The rates quoted shall
be deemed to be inclusive of this scope and the Contractor is not eligible for any
additional payment in this regard.
20.2 The contractor shall comply with all rules and regulations regarding safety and
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security of its employees and HPCL will in no way be responsible in any manner in
case of any mishap to its personnel.
20.3 The Contractor shall obtain adequate Insurance policy in respect of his workmen
engaged for the service, towards meeting the liability of compensation arising out
of death, injury/ disablement at work, etc. and shall regularly & punctually pay each
& every premium as & when the same shall become due during the currency of the
Contract.
20.4 The Contractor shall maintain First Aid box with all necessary medicines/
bandages, etc. required for First Aid of the manpower deployed at HPCL facility.
The medicines shall be replaced on regular basis after expiry date is over. The cost
of providing & maintaining the First Aid box is deemed to be inclusive in the quoted
rates of the Contractor and no separate payment on this count shall be made by
HPCL to Contractor.
21.0 UNIFORM/ PPEs:
21.1 The deployed staff shall wear the prescribed neat and clean uniform according to
season affixing thereon the badge mentioning on the same, his name and
designation, provided by the Bidder/ Agency at his own cost. All safety accessories
and measures as required for the execution of the work (including personal safety
measures for working at heights) shall be provided to the workers by the FMS
Agency at its own cost.
21.2 The contractor shall provide uniforms of different colours to the different categories
of personnel sponsored by him. The different colours of uniforms shall be decided
mutually.
21.3 Agency shall provide safety shoes, safety helmet, safety goggles, personal safety
measures incl. full body harness, double hook, etc. for working at heights, ear
muffs/ plugs for high noise area, fall arrestor, face shield, gum boots,
Torch/Searchlight, Umbrella Raincoats, Working Gloves etc. and all required
Personal Protective Equipments (PPEs) as applicable to all the Personnel required
to carry out the services. The same shall be replaced as necessary and at least
once in every six months or immediately in case of damage. Cost of PPEs are
deemed to be inclusive in the quoted rates and is in the scope of Contractor.
Personal PPE & safety harness used by FMS contractor’s personnel shall conform
to respective standards either Indian (IS) or International. Documentary proof of
the same shall be submitted as and when requested by HPCL.
21.4 All staffs/ manpower deployed by Contractor must wear safety shoe, face-
mask and hand gloves at all times while in the facility. All staffs working in
lab buildings to wear safety helmets and appropriate gloves as per the nature
of service during the duty hours and follow Covid-norms as well.
22.0 USE OF SIGN BOARDS
The Contractor shall fix/ install/ use necessary sign boards (for cleaning wet
surfaces, any electrical isolation, etc.) of suitable sizes during various works as
under the scope of service as per the instructions of HPCL before/during the
execution of work. No additional payment shall be made to the contractor on this
account.
23.0 TEMPORARY WORKS
23.1 All temporary and ancillary works including enabling works connected with the work
shall be responsibility of the Contractor and the price quoted shall be deemed to
have included the cost of such works, which shall be removed by the Contractor,
as required, at his cost, immediately after completion of the work.
24.0 TERMS OF PAYMENT
24.1 Monthly Running Account (RA) Bill and Final Bill. The final bill shall be submitted
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by the Contractor within the time frame of sixty (60) days from the date of
completion of the work. No further claims shall be made by the Contractor after
submission of the final bill. The Contractor shall submit the final bill complete in all
respect with no claim and no dues by Contractor, and other completion documents
as applicable, including material consumption/ reconciliation statement.
24.2 Given the fact that the contactor is under legal obligation to pay due wages as the
requirements of law, the successful bidder shall be expected to make payment to
the workmen under Electronic Fund Transfer System. The contractor shall pay for
all legal charges/contributions to statutory authorities. Besides that the contractor
shall be obliged to satisfy empowered officer about continued labour law
compliance as and when required by empowered officer.
24.3 The Agency shall raise bill by the first week of next month. The payment shall be
made within Fifteen (15) days of submission of certified-bill. Disputed amount or
amount on which clarification is required may be held up till the time matter is sorted
out. However, rest amount shall be released by due date.
24.4 Bill should be submitted to the HPCL before 1630 hrs on a working day, otherwise
bill will be deemed to be submitted on the next working day.
24.5 Payment from HPCL shall be made by electronic fund transfer to the Contractor’s
account by NEFT or RTGS for which purpose agency is expected to submit their
complete bank details.
Here it is essential to note that while considering the attendance and availability of
the staff, their working hours may also be considered for evaluation and non –
compliance with the mentioned hours of work would be penalized. Penalty would
be in terms of part of the salary / payment, which would be deducted and reflected
in month’s payment. If deployment of manpower to provide services under any
item of the BOQ/ SOR in any month is not as per minimum deployment of
Contract, proportionate deduction shall be made considering weight of all
skills for that item in the BOQ/SOR as equal.
24.6 Payment of bill for deployed manpower must be submitted with following
documents for further processing of the bill
a) ECS Statement duly verified by the bank official for monthly salary payment
in the bank account of employees on or before 07th of every month by the
service provider (as a proof of compliance to ensure that monthly salary paid
is not less than the statutory provision of minimum wages act as applicable
for the respective category of worker). HPCL may approve acceptance of
other equivalent documents if judged adequate to confirm compliance in lieu
of ECS statement for salary payment
b) Monthly Statement of ESI & EPF payment
24.7 The contractor should give a statement along with gate pass for the Consumables/
goods received at the facility.
24.8 The payment to the contractor shall be released only verification of the contracted
service through a checking mechanism enforced by Designate Inspection
Committee or Authority or any person nominated by or on behalf of HPCL to assess
the performance of the agency, both in terms of quantity and quality.
24.9 Under NO circumstance, the Contractor shall default in payment to its staffs/
manpower deployed at Owner’s facility or any other payment to be made by the
Contractor as per Statute and must NOT link it to the processing of Contractor’s
RA/ Final Bill by HPCL. Payment by the Contractor to its manpower deployed at
HPCL facility will be done by 7th of every month, irrespective of bill submission to
or payment by HPCL.
25.0 COMPUTERIZED CONTRACTORS BILLING SYSTEM
Without prejudice to stipulation in General Terms and Conditions of Works
Contract, Contractor should follow the following billing system:
HP GREEN R&D CENTRE

Bengaluru
25.1 The bills will be prepared by the Contractor on their own PCs as per the standard
formats and codification scheme proposed by HPCL. The Contractor shall have to
be equipped with data entry software to capture the relevant billing data for
subsequent processing. Contractor will submit these data to HPCL in an electronic
media along with the hard copy of the bill, necessary enclosures and documents.
The Contractor will also ensure the correctness and consistency of data so entered
with the hard copy of the bill submitted for payment.
25.2 Owner will utilize these data for processing and verification of the contractor's bill
and payment.
25.3 Material Reconciliation Statement & Activity Check-list (preferably signed by

witnesses) will form important documents for billing file. Raw Biometric Record data
along-with with excel-sheet containing in-coming & out-going times and total
monthly man-hours of services received should be submitted along with billing
documents. Consumption data of chemicals/consumables should be provided in
prescribed format along with HPCL Gate-passes and Delivery Challan. All
Equipment working condition report to be submitted also.
26.0 MAKE OF MATERIALS/ CONSUMABLES

26.1 Contractor shall furnish the details of standard brands/makes of equipment,
consumables, etc. for rendering the services as per the Contract and shall obtain
prior approval of HPCL before placing order.
27.0 LIMITATION OF LIABILITIES
27.1 As per GTCWC
27.2 The final payment by the Owner in pursuance of the contract terms shall not mean
release of the Contractor from all his liabilities under the contract. The Contractor
will be liable and committed under this contract to fulfil all his liabilities and
responsibilities, till such time the Owner releases Contract Performance
Guarantee.
28.0 JOB RESOLUTION TIMELINES
28.1 The severity level and time allowed for attending to the problems under each level
of severity shall be as mutually agreed. Record shall be maintained through closure
of Job Cards and will be reviewed by HPCL any time for necessary action as
deemed fit. Performance of the Contractor may be monitored vis-à-vis the job
resolution timelines agreed and HPCL reserves its right to take appropriate action
as deemed fit basis the performance of the Contractor.
29.0 PENALTY
29.1 In case the agency fails to commence the work as stipulated in the agreement,
after 2 weeks delay, HPCL reserves the right to cancel the contract and withhold
the agreement and get this job to be carried out from at the cost of the Contractor.
29.2 During the execution of the contract, in case there is shortfall from the committed
number of manpower, HPCL will deduct wages payable for the day for the missing
manpower. If deployment of manpower to provide services under any item of
the BOQ/ SOR in any month is not as per minimum deployment of Contract,
proportionate deduction shall be made considering weight of all skills for
that item in the BOQ/SOR as equal. In case the services are found deficient on
any particular day(s), HPCL will deduct the proportionate contract amount for the
particular package, apart from levying suitable penalty for unsatisfactory services.
HP GREEN R&D CENTRE

Bengaluru
If unsatisfactory performance is noted for more than seven days but not exceeding
fifteen days, HPCL may issue orders for deduction of charges for proportionate
period and penalty amount. Unsatisfactory performance for more than fifteen days
will authorize HPCL to terminate the contract and the CPBG of the contractor will
be liable to be forfeited.
29.3 For any other breach of contract, Designated committee or Authority or any person
nominated by or on behalf of HPCL shall be entitled to impose a minimum penalty
up to Rs. 500/- for each event of breach, violation or contravention of any of the
terms and conditions contained herein brought to the notice of the Committee.
However depending on the severity, the proportionate penalty will be levied per
instance/ event. Some of the instances in which penalty would be imposed are
enumerated below. (However penalty may be imposed on any violation/breach or
contravention of any of the terms and conditions as well as assigned duties and
responsibilities).
i. If the personnel working are not found in proper uniform and displaying their photo
identity card.
ii. If the personnel found indulging in smoking/drinking/sleeping during duty hours.
iii. If the behaviour of personnel(s) found is discourteous to anyone in HPCL.
iv. If any personal found performing duty by submitting a fake name and address, the
services of such person shall be terminated and the agency will be held responsible
for such lapse.
v. If any personnel found on duty other than those mentioned in the approved list is
supplied by the agencies to HPCL.
vi. In the case of any loss/theft of HPCL property, the committee of HPCL will consider
the circumstances leading to the loss and if the responsibility is fixed on the
Contractor, HPCL will make good the losses by deducting the cost of loss from the
next month’s bill in one or more instalments.
vii. If any of the personnel deployed is unfit/ sick/ unhygienic, etc. and is on duty without
fitness certificate as applicable.
viii. If any of the damaged or defective or non-calibrated equipment, tools & tackles,
etc. are not replaced or repaired within reasonable time decided by HPCL.
ix. In case any area housekeeping not satisfactory / up to the mark, as per HPCL
standards.
x. In case any damage is done to HPCL property in course of the work by vendor’s
manpower, same to be made good at no extra-cost to HPCL. In case, vendor
delays action on same HPCL reserves the right to get the job done by any alternate
agency at the RISK & COST of vendor.
xi. Additional penalties will be applicable limited to noncompliance / non
availability of specialized tools tackles / services / equipment etc. as
indicated in attachment titled “PENALTY SHEET”
30.0 RISK PURCHASE:

31.0 As per GTCC
32.0 TERMINATION
In line with the Instructions to Bidder, General Terms and Conditions of Works
Contracts (GTCC) and any other portion of the Bidding document, the following
clauses shall also be applicable for Termination of Contract:
32.1 HPCL shall have the right to terminate the contract/reduce the scope of the
services rendered by the agency, with one month notice, if services provided are
HP GREEN R&D CENTRE

Bengaluru
not of the requisite standard for a period more than fifteen days.
32.2 HPCL may at any time terminate the contract by giving written notice to the Service
provider, without compensation to the service provider, if the service provider
becomes bankrupt or otherwise insolvent as declared by the competent court
provided that such termination will not prejudice or affect any right or action or
remedy which has accrued or will accrue thereafter to HPCL.
32.3 HPCL may terminate the Contract if it discovers subsequently that the Contractor
had engaged in Corrupt Practices or Fraudulent Practices in competing for the
Contract.
32.4 In case, the information/ document furnished by the Contractor forming basis of
evaluation of its Bid is found to be false / fake/ forged after the award of the
Contract, HPCL shall have the right to terminate the Contract and get the remaining
Works executed by a third party at the Risk & Cost of the Contractor and without
any prejudice to other rights available to HPCL under the Contract such as
forfeiture of the Composite Performance Bank Guarantee, withholding of payment
etc.
32.5 If the contract has been terminated according to provisions of the Contract, 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, if any, as per Integrity Pact.
32.6 HPCL reserves the right to terminate the contract at any time or stage during the
period of contract, by giving thirty (30) days’ notice in writing without assigning any
reason. The contractor will not be entitled to claim any compensation against such
termination. However, while terminating the contract, if any payment is due to the
contractor for providing services to HPCL already performed in terms of the
contract, the same would be paid to it as per the contract terms.
33.0 FORCE MAJEURE
As per GTCWC(General Terms and Conditions of Works Contract)
34.0 ARBITRATION
34.1 As per GTCWC.
35.0 DEEMED TO BE INCLUSIVE DURING EXECUTION AT NO EXTRA COST TO

HPCL
Contractor to refer relevant contract provisions in this regard in the bid document
which are deemed to be inclusive in the bidder’s/ Contractor’ quoted rates and for
which HPCL shall not pay extra. Few of the salient items are listed below for
reference:
35.1 Setting up of Bidder’s/ Contractor’s own office shall be to Bidder’s/ Contractor’s
account including all fixtures, furniture, lighting arrangements, fans, ACs,
networking arrangement, stationery, printers, computers, security, etc.
35.2 Adequate portable/ temporary Restrooms as necessary and its safe waste-
disposal either outside HPCL premise or into HPCL STP system is to Contractor’s
account
35.3 Approved Quality of Biometric system for attendance management system of
manpower provided with arrangements for access to Daily Attendance Reports.
35.4 Office arrangement, stationery, printers, computers, etc. necessary for the scope
of services
35.5 Conveyance & food for manpower provided by the Contractor
35.6 Statutory compliance for Facility Management services incl. manpower payment,
ESI, PF, Insurance, labour license, shift allowances, bonus if any, etc.
35.7 All PPEs, first aid box & medicine replenishments, uniform, ID cards/badges, etc.
HP GREEN R&D CENTRE

Bengaluru
for Contractor’s staff deployed at HPCL campus. All technical & housekeeping
staffs/ manpower deployed by Contractor must wear safety shoe all the time while
in the facility. All technical staffs to wear safety helmets and appropriate gloves as
per the nature of service during the duty hours.
35.8 Sign boards, caution tapes, reflective tapes for temporary & ancillary enabling
works, etc.
35.9 Safe custody of materials supplied by the Contractor
35.10 Wet, dry & plastic waste disposal within the premises including supply of eco-
friendly waste disposal bags of appropriate size for same.
35.11 Continuous Communication Protocol: In case of any requirement, necessary
information shall be passed on to Facility Manager etc. as applicable, and the
required information should be immediately passed on to the staffs for resolution.
Accordingly, continuous communication protocol to be established between them
and all the operators round the clock.
35.12 Building housekeeping services including services for Tea/Coffee/Snacks/Water
etc. as required is covered under the bidder’s/ Contractor’s scope.
35.13 HPGRDC ON-SITE CONSTRUCTION SAFETY MANUAL (in separate
attachment) is an integral part of this Contract and Vendor should follow the same
rigorously during execution of any job or providing any service inside the premises.
35.14 Vendor should arrange for deployed contract employee motivation like “Employee
of the month” to be displayed in Display-Board every month, “Safety Rewards” -5
Nos. of 500/- each & “Top 3 Performer’s Rewards”-5 Nos. of 500/- each to be
arranged at QUARTERLY frequency.
35.15 Training Programs by subject matter experts to be arranged for the deployed
manpower by Vendor.
36.0 SUSPENSION OF WORK:

36.1 As per GTCWC
36.2 In case of suspension of normal work routine due to unforeseen
circumstances, contractor shall depute minimum desired manpower as
required by HPCL and vendor has to make his own separate arrangements
to take care of the food, shelter and any other things necessary for the
workmen for working of the deployed manpower including 24x7 standby
manpower arrangement to ensure continuity of operations at no extra cost
to HPCL.
37.0 NOT COVERED UNDER FACILITY MANAGEMENT SCOPE OF WORK:
37.1 Canteen catering and daily canteen utensil cleaning is not covered in the bidder’s/
Contractor’s scope.
38.0 LABOUR LAWS & LABOUR LAW COMPLIANCE:
38.1 As per attached document titled “Annexure-I: SPECIAL TERMS & CONDITIONS
WITH REGARD TO LABOUR LAW COMPLIANCE”.
38.2 In case of labour unrest/labour dispute arising out of non-implementation of any

law, the responsibility shall solely lie with the Contractor and the Contractor shall
remove/resolve the same satisfactorily at his own cost and risk.
HP GREEN R&D CENTRE

Bengaluru
38.3 The Contractor shall deploy only duly qualified and competent personnel for
carrying out the various jobs as assigned by the HPCL from time to time. The
workmen deployed by the Contractor should also possess the necessary license
etc., if required, under any law, rules and regulations.
HP GREEN R&D CENTRE

Bengaluru
HPCL'S GREEN R&D CENTRE AT BENGALURU
SPECIAL TERMS & CONDITIONS WITH

REGARD TO LABOUR LAW
COMPLIANCE
[ANNEXURE – I TO SPECIAL CONDITIONS OF CONTRACT]
Page 1 of 8
 The contractor shall deploy suitably qualified persons for all the
jobs required to be carried out by him under this contract.
 The contractor shall provide number of manpower at the site

shown as mentioned in the scope of job, to carry out the required
jobs effectively.
 The person so appointed by the contractor shall not be construed

to be working under HPCL under any circumstances and they shall
have no claim or right whatsoever to be absorbed in the
employment of HPCL at any time or under any circumstances or for
any reason whatsoever. The Contractor shall be solely responsible
for the employment or non-employment of his workforce. In case,
any dispute is raised by contract labourers, the Contractor shall
personally defend and indemnify HPCL in respect of any
consequence thereof. It is not at all intended to create relationship
of employer and employee between HPCL and the Contract Labour
or the Contractor. Under no circumstances, the facilities which are
being provided to the regular employees of HPCL shall be extended
to the Contract Labourers employed by the Contractor.
 No contract labour below the age of 18 (Eighteen) years and above

the age of 60 (Sixty) years shall be deployed on the work by the
Contractor at HPCL’s premises.
 The contractor shall furnish to HPCL, the particulars viz. Name,

Father’s Name, Age, Photograph, Local &Permanent Address,
Aadhar Card No. etc. of each of the workmen engaged by him, as
per the scope of job, in the premises of HPCL. The contractor shall
also arrange their antecedent verification from Police within a
period of 30 days from the date of commencement of work and
also ensure that they are medically fit for conduct for rendering the
requisite services. Contractor shall provide Medical Fitness
certificate of all the contract workmen issued by competent
authority before starting the job.
 The Contractor shall ensure that there is no shortage of manpower

at any point of time. Contractor shall provide suitable relieving
manpower in case of absenteeism of any contract labour deployed
by him so that there is no hamper in work and the contractor shall
Page 2 of 8
also ensure that the quality of service is not compromised. In case

the work / production is hampered because of failure of the
contractor to provide sufficient number of manpower at all times,
HPCL will make suitable alternative arrangement and all the cost to
be incurred by HPCL in this regard, will be debited to the
contractor. Further, necessary action will be taken against the
contractor for violation of terms and condition of the contract.
 The contractor shall ensure compliance of all applicable labor law

provisions including but not limited to the following, as per their
applicability:
 Factories Act, 1948 and Factories Rules of the State.

 Contract Labour (Regulation & Abolition) Act, 1970 and
Rules.
 Payment of Wages Act, 1936.
 Minimum Wages Act, 1948 and Rules.
 Employees Provident Funds & Miscellaneous Provisions Act,
1952.
 Employees’ State Insurance Act, 1948Employees
Compensation Act, 1923 (As applicable).
 Labour Welfare Fund Act.
 Payment of Bonus Act, 1965 and Rules.
 Child Labour (Prohibition and Regulation) Act, 1986
 Maternity Benefit Act, 1961
 Building & Other Construction Workers Act, 1996.
 Equal Remuneration Act, 1976.
 The Inter-State Migrant Workmen (Regulation of Employment
and Conditions of Service) Act, 1979.
 Sexual Harassment of Women at Workplace (Prevention,
Prohibition & Redressal) Act, 2013 (14 of 2013).
 The contractor shall maintain all books, registers, form & other
related documents which are prescribed under the applicable Acts/
labour laws &the Rules made there under. The contractor shall
ensure that all the Registers/Records, required to be maintained by
him, are duly updated and kept in HPCL’s premises so as to make
them available for inspection by Officials of HPCL and/or Statutory
Authorities at all times.
 The contractor shall arrange to obtain a valid license under the

Provisions of the Contract Labour (R&A) Act, 1970 and Central
Page 3 of 8
Rules, 1971, if applicable and in such case, he shall be issued

FORM-III by HPCL.
 The contractor shall provide Identity Cards to his workmen in the

prescribed format.
 The contractor shall issue to each of his workmen, an “Employment

Card” in FORM XII, Rule 76 of the Contract Labour (Regulation &
Abolition) Central Rules, 1971 and shall submit the duly
acknowledged copy of Employment Card to HPCL.
 The contractor shall issue wage slips in FORM XIX, under Rule 78 of
the Contract Labour (R&A) Central Rules, 1971 to each of his
workmen.
 The contractor shall pay wages to his workmen either through E-

Payment mode or Cheque only, on or before 7th day of the following
month for every previous completed wage month. No wage
payment shall be made in cash or through any other mode.
Monthly Wages should reach the individual Bank Account of each
of the contract workman deployed by the contractor, on or before
7th day of each month for every completed previous month. The
contractor shall ensure that the Register of Wages maintained by
him is signed by an authorized officer of HPCL with the following
certification:
 Contractor shall ensure payment of minimum wages as declared by

Central Government or State Government, whichever is higher as
per zone / category classification. The contractor shall also be
required to pay the differential of proportionate increase due to
revision in the minimum wages as notified by the Government
Authorities from time to time during the period of contract.
 Such differential amount arising out of revision in minimum wages

shall not be reimbursed by HPCL to the contractor, accordingly
while quoting for the tender, the contractor should take into
consideration the future increase in minimum wages as well.
 Contractor shall ensure to deposit PF &ESI amounts (i.e. Employer’s

share as well as Employee’s share) to the respective Authorities by
Page 4 of 8
15th of each month for every completed previous month. In case of

PF, contractor has to pay the contribution on actual Basic plus
DA(which is not less than minimum wages) and of in case ESI,
contractor shall pay contribution on all components (other than
exclusions as per definition of wages under ESI Act) including
Overtime, if any.
 The contractor shall arrange to remit EPF and ESI contributions

together with interest/damage, if any, on differential wages upon
revision in minimum wages payable to the workmen employed by
him.
 In case, the Contractor fails to deposit the contributions towards PF

&ESI in respect of contract labourers engaged by him at all or
makes short payment of contribution or delays the payment, HPCL
shall recover the said amounts alongwith applicable interest and
damages, from the bills of the contractor and shall pay the same to
the concerned authorities.
 The contractor shall pay minimum bonus to all his workmen @

8.33% of Rs. 7,000/- or the applicable minimum wages, as fixed by
the Appropriate Government, whichever is higher as per the
Payment of Bonus Act, 1965 as amended from time to time and
shall submit documentary evidence to this effect to HPCL.
 Contractor shall ensure leave with wages to the contract workmen

as per the provisions of the Factories Act and rules made
thereunder. As per provisions, the leave with wages may be
calculated @ 4.80 % of wages. Contractor shall ensure the same and
submit documentary evidence to this effect to HPCL.
 Contractor shall also ensure the payment of contribution in Labour

Welfare Fund on six monthly basis as per the provisions of the
Labour Welfare Fund Act submit documentary evidence to this
effect to HPCL.
 The Contractor shall at his own expense cover all the workmen
engaged by him under “ and
submit proof of the same to HPCL.
 The contractor shall ensure that none of its workmen are required
to actually work for more than eight hours (exclusive of break) in a
day and in the event of workmen being deployed for more than 8
Page 5 of 8
hours, they are paid overtime as per Factories Act, 1948 or any law
for the time being in force. In any event, such overtime shall not
exceed the maximum prescribed under any law for the time being
in force. It is clarified that if the contractor fails to maintain the
minimum number of contract workmen as required under contract
awarded to him, due to absenteeism / leave etc. of any of his
workmen and in case, he asks the contract workmen engaged in
previous shift(s) to continue in next shift(s), the cost towards the
Overtime, so to be paid to the said contract workmen, shall be
borne by the contractor. However, in case, as per the exigencies of
the work, if HPCL advises the contractor to continue the work
beyond normal working hours, the said cost to be incurred by the
contractor towards payment of Overtime to his workmen, will be
reimbursed by HPCL to the contractor on actual basis subject to
production of proof of payment thereof.
 The contractor shall ensure that each of the workmen deployed by

him are given weekly offs as per the provisions of the Factories
Act, 1948 and the State Factories Rules or under any other
applicable laws. The contractor shall ensure that if due to work
exigencies or otherwise, any of his workman is called for work on
the days of his weekly off, he shall be given a mandatory off within
the next three succeeding days,in addition to payment of Overtime.
 The contractor shall take all measures for the monitoring /

supervising of the work of their workmen on duty. Contractor has
to deploy supervisor for supervising the job / work of his workmen
who shall be available at all times during the period his workmen
remaining within and inside the HPCL’s premises. The Officers of
HPCL should be in a position to contact such Supervisor as and
when necessary.
 Contractor shall attach the following documents alongwith the

bills:
A. Copy of Attendance sheet (Muster Roll), for the same month,

in respect whereof the bill israised.
B. Copy of the Register of Wages for the same month, in respect

whereof the billisraised.The contractor shall also attach the
copy of his Bank Account Statement showing the transfer of
wages, paid through E-Payment mode / Cheque, from his
Page 6 of 8
Account to that of each individual workman deployed by

him.
C. Copy of PF &ESI Challan along with ECR& Remittance slip for

the month in respect whereof the bill is submitted.
 All safety and security norms prevailing within HPCL’s premises

need to be followed. Compliance to all necessary precautions with
regard to the safety of his employees, shall have to be ensured by
the contractor and any claim(s) of compensation arriving due to
accident or otherwise shall be payable to them by the contractor.
 Smoking, drinking alcoholic beverages, narcotic drugs, tobacco

chewing and carrying any match-box, fire arms and / or any kind of
inflammable substances inside HPCL’s premises is strictly
prohibited. Hence the contractor has to clearly communicate the
same to his contract workmen.
 The contractor or any of the workmen employed by him, shall, in

no way, create any kind of obstacle or hindrance in the operations
of the Factory/Establishment.
 In case any of the contract workmen deployed by the contractor is

found to be involved in kind of misconduct / misbehavior within
HPCL’s premises, the contractor shall have to provide the
replacement of the said contract workmen on immediate basis.
 HPCL shall not be responsible and liable for any damages / injury
sustained by the workman of the contractor while on duty. In case
of any accident resulting in death and / or injury to any workman
deployed by the contractor while on duty, the liabilities and all
kinds of legal consequences or compensation shall be of the
Contractor irrespective of the reasons and circumstances of the
accident. In case of death and / or injury to any workman of the
contractor, the insurance claim shall be dealt with by the
Contractor. In addition to this, any civil or criminal proceedings
before a Court / Tribunal of competent jurisdiction shall be
undertaken by the Contractor together with the punitive and / or
pecuniary consequences arising therefrom in such litigations or
judicial proceedings.
 The contractor shall keep HPCL indemnified against all claims,

losses, damages or compensation for breach arising out of
Page 7 of 8
violation of any provision of applicable laws, due to default,

negligence or lapses on the part of the contractor or any of its
workmen. The contractor alone shall be responsible for liabilities, if
any, in this regard. Similarly, liability for any compensation to
outsiders on account of any act of omission / commission by the
workmen deployed by the contractor shall rest exclusively with
him.
 It is recommended that the contractor should not engage Inter-

State Migrant workmen for the performance the jobs as given in
Job Specification. However, in case contractor engages the Inter-
State Migrant workmen, he shall be responsible for ensuring all the
compliance as provided under the Inter-State Migrant Workmen
(Regulation of Employment And Conditions of Service) Act, 1979,
including the payment of wages in line with the provisions of the
said Act and applicable rules made thereunder. However, HPCL
shall not make additional payment to the contractor towards any
such facility / benefits or additional wages which would be
required to be paid / ensured by the contractor under the said Act
/ Rules.
Page 8 of 8
HPCL General Terms n Conditions of works contract

Doc. Req'd
1 HPCL General Terms n Conditions of works contract GTCWC 26.07.2021.pdf - No
2 Conciliation Clause Conciliation Clause - No
26.07.2021.pdf
SECTION IV - ANNEXURES ANNEXURE 7a: GENERAL TERMS &
CONDITIONS OF WORKS CONTRACT
ANNEXURE – 7a
(SPECIMEN)
7a. GENERAL TERMS & CONDITIONS OF WORKS CONTRACT

1 PRELIMINARY
1.1 This is a Contract for execution of job as defined in tender document at the specified
location
1.2 The tenderer for the abovementioned item of work is the company/ proprietary
concern/ individual (as per details & address mentioned in the unpriced bid) and
undersigned (digitally) is authorized to submit the bid on behalf of tenderer.
1.3 The terms and conditions mentioned hereunder are the terms and conditions of the
Contract for the execution of the work mentioned under item 1.1 above.
1.4 It is the clear understanding between Hindustan Petroleum Corporation

Limited and the tenderer that in case the bid of tenderer is accepted by
Hindustan Petroleum Corporation Limited and an intimation to that effect is so
issued and also a Procurement Order is on the tenderer this document shall
form part of the Contract between the parties and terms and conditions hereunder
would govern the parties interest.
1.5 Interpretation of Contract Documents: All documents forming part of the Contract are
to be taken mutually explanatory. Should there be any discrepancy,
inconsistency, error or omission in the contract, the decision of the Owner/Engineer-
in-Charge/Site-in-Charge shall be the final and the contractor
shall abide by the decision. The decision shall not be arbitrable. Works shown
upon the drawings but not mentioned in the specification or described in the
specifications without being shown on the drawings shall nevertheless be deemed to
be included in the same manner as if they are shown in the drawings and
described in the specifications.
1.6 Special conditions of Contract : The special conditions of contract, if any

provided and whenever and wherever referred to shall be read in conjunction with
General Terms and Conditions of contract, specifications, drawings, and any other
documents forming part of this contract wherever the context so requires.
Notwithstanding the subdivision of the documents into separate sections, parts
volumes, every section, part or volume shall be deemed to be supplementary or
complementary to each other and shall be read in whole. In case of any
misunderstanding arising the same shall be referred to decision of the Owner/ Engineer-
in-Charge/Site-in-Charge and their decision shall be final and binding and the
decision shall not be arbitrable.
It is the clear understanding that wherever it is mentioned that the Contractor shall
do/perform a work and/or provide facilities for the performance of the work, the doing
or the performance or the providing of the facilities is at the cost and expenses of
the Contractor not liable to be paid or reimbursed by the Owner.
1|Page
Procurement Manual HPCL, Mumbai
® 1.7 The Order of Precedence of documents shall be as follows with document at level 1 having the
highest precedence (Refer Annexure 22 – Govt. Guideline Sr. No. 12)
1. Contract Agreement
2. Detailed Letter of Acceptance along with its enclosures
3. Letter of Award / Fax of Acceptance
4. Job Specifications (specific to particular job only)
5. Drawings
6. Special Conditions of Contract
7. Technical Specifications
8. Instructions to Bidders
9. General Conditions of Contract
10. Other Documents
Any amendment / change order issued after signing of formal contract shall take precedence
over respective clauses of the formal contract and its annexures
2. DEFINITIONS
In this contract unless otherwise specifically provided or defined and unless a contrary intention
appears from the contract the following words and expressions are used in the following
meanings;
2.1 The term "Agreement" wherever appearing in this document shall be read as
"Contract".
2.2 The "Authority" for the purpose of this Contract shall be the Chairman and
Managing Director or any other person so appointed or authorised.
2.3 The "Chairman and Managing Director" shall mean the Chairman and Managing
Director of HINDUSTAN PETROLEUM CORPORATION LIMITED or any person
soappointed, nominated or designated and holding the office of Chairman &
Managing Director.
2.4 The "Change Order" means an order given in writing by the Engineer-in-Charge or by
Owner to effect additions to or deletion from or alterations into the Work.
2.5 The "Construction Equipment" means all appliances and equipment of
whatsoever nature for the use in or for the execution, completion, operation or
maintenance of the work except those intended to form part of the Permanent
Work.
2.6 The "Contract" between the Owner and the Contractor shall mean and include all
documents like enquiry, tender submitted by the contractor and the procurement
order issued by the owner and other documents connected with the issue of the
procurement order and orders, instruction, drawings, change orders, directions
issued by the Owner/Engineer-in-Charge/Site-in-Charge for the execution, completion
and commissioning of the works and the period of contract mentioned in the Contract
including such periods of time extensions as may be granted by the owner at the
request of the contractor and such period of time for which the work is continued by
the contractor for purposes of completion of the work.
2.7 "The Contractor" means the person or the persons, firm or Company whose tender has
been accepted by the Owner and includes the Contractor's legal heirs,
representative, successor(s) and permitted assignees.
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2.8 The "Drawings" shall include maps, plans and tracings or prints thereof with any
modifications approved in writing by the Engineer-in-Charge and such other
drawings as may, from time to time, be furnished or approved in writing by the
Engineer-in-Charge.
2.9 The "Engineer-in-Charge or Site-in-Charge" shall mean the person appointed or
designated as such by the Owner and shall include those who are expressly authorised
by the owner to act for and on its behalf.
2.10 "The Owner" means the HINDUSTAN PETROLEUM CORPORATION LIMITED
incorporated in India having its Registered office at PETROLEUM HOUSE, 17,
JAMSHEDJI TATA ROAD, BOMBAY - 400020 and Marketing office at the
address mentioned for this purpose in the tender header or their successors or assignees.
2.11 The "Permanent Work" means and includes works which form a part of the work to
be handed over to the Owner by the Contractor on completion of the contract.
2.12 The "Project Manager" shall mean the Project Manager of HINDUSTAN
PETROLEUM CORPORATION LIMITED, or any person so appointed, nominated or
designated.
2.13 The "Site" means the land on which the work is to be executed or carried out and
such other place(s) for purpose of performing the Contract.
2.14 The "Specifications" shall mean the various technical and other specifications attached
and referred to in the tender documents. It shall also include the latest editions,
including all addenda/corrigenda or relevant Indian Standard Specifications and
Bureau Of Indian Standards.
2.15 The "Sub-Contractor" means any person or firm or Company (other than the
Contractor) to whom any part of the work has been entrusted by the Contractor with the
prior written consent of the Owner/Engineer-in-Charge/Site-in- Charge and their
legal heirs, representatives, successors and permitted assignees of such person,
firm or Company.
2.16 The "Temporary Work" means and includes all such works which are a part of the
contract for execution of the permanent work but does not form part of the
permanent work confirming to practices, procedures applicable rules and
regulations relevant in that behalf.
2.17 The "Tender" means the document submitted by a person or authority for carrying out
the work and the Tenderer means a person or authority who submits the tender
offering to carry out the work as per the terms and conditions.
2.18 The "Work" shall mean the works to be executed in accordance with the
Contract or part thereof as the case may be and shall include extra, additional,
altered or substituted works as maybe required for the purposes of completion of the
work contemplated under the Contract.
3. SUBMISSION OF TENDER
3.1 Before submitting the Tender, the Tenderer shall at their own cost and
expenses visit the site, examine and satisfy as to the nature of the existing roads,
means of communications, the character of the soil, state of land and of the
excavations, the correct dimensions of the work facilities for procuring
various construction and other material and their availability, and shall obtain
information on all matters and conditions as they may feel necessary for the
execution of the works as intended by the Owners and shall also satisfy of the
availability of suitable water for construction of civil works and for drinking purpose and
power required for fabrication work etc. Tenderer, whose tender may be accepted
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and with whom the Contract is entered into shall not be eligible and be able to make
any claim on any of the said counts in what so ever manner for what so ever reasons
at any point of time and such a claim shall not be raised as a dispute and shall not
be arbitrable.
A pre-bid meeting may be held as per the schedule mentioned in the tender.
3.2 The Tenderer shall be deemed to have satisfied fully before tendering as to the
correctness and sufficiency of his tender for the works and of the rates and prices
quoted in the schedule of quantities which rates and prices shall except as
otherwise provided cover all his obligations under the contract.
3.3 It must be clearly understood that the whole of the conditions and specifications are
intended to be strictly enforced and that no work will be considered as extra work
and allowed and paid for unless they are clearly outside the scope, spirit, meaning
of the Contract and intent of the Owner and have been so ordered in writing by
Owner and/or Engineer-in-Charge/Site-in-Charge, whose decision shall be final and
binding.
3.4 Before filling the Tender the Contractor will check and satisfy all drawings and materials
to be procured and the schedule of quantities by obtaining clarification from the
Owner on all the items as may be desired by the Tenderer. No claim for any alleged
loss or compensation will be entertained on this account, after submission of Tender
by the Tenderer/Contractor and such a claim shall not be arbitrable.
3.5 Unless specifically provided for in the tender documents or any Special Conditions, no
escalation in the Tender rates or prices quoted will be permitted throughout
the period of contract or the period of actual completion of the job whichever is later
on account of any variation in prices of materials or cost of labour or due to any
other reasons. Claims on account of escalation shall not be arbitrable.
3.6 The quantities indicated in the Tender are approximate. The approved schedule of
rates of the contract will be applicable for variations upto plus or minus 25% of the
contract value. No revision of schedule of rates will be permitted for such variations in
the contract value, including variations of individual quantities, addition of new items,
alterations, additions/deletions or substitutions of items, as mentioned above.
Quantities etc. mentioned and accepted in the joint measurement sheets shall alone
be final and binding on the parties.
3.7 Owner reserve their right to award the contract to any tenderer and their decision in
this regard shall be final. They also reserve their right to reject any or all
tenders received. No disputes could be raised by any tenderer(s) whose tender has
been rejected.
3.8 The Rates quoted by the Tenderer shall include Costs and expenses on all counts viz.
cost of materials, transportation of machine(s), tools, equipments, labour, power,
Administration charges, price escalations, profits, etc. except to the extent of the
cost of material(s), if any, agreed to be supplied by Owner and mentioned
specifically in that regard in condition of Contract, in which case, the cost of such
material if taken for preparation of the Contractor's Bill(s) shall be deducted
before making payment of the Bill(s) of the Contractor. The description given in the
schedule of quantities shall unless otherwise stated be held to include wastage
on materials, carriage and cartage, carrying in and return of empties, hoisting,
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setting, fitting and fixing in position and all other expenses necessary in and for
the full and complete execution and completion of works and in accordance with good
practice and recognised principles in that regard.
3.9 Employees of the State and Central Govt. and employees of the Public Sector
Undertakings, including retired employees are covered under their respective
service conditions/rules in regard to their submitting the tender. All such persons
should ensure compliance to the respective/applicable conditions, rules etc. Any
person not complying with those rules etc. but submitting the tender in violation
of such rules, after being so noticed shall be liable for the forfeiture of the Earnest
Money Deposit made with the tender, termination of Contract and sufferance on
account of forfeiture of Security Deposit and sufferance of damages arising as
a result of termination of Contract.
3.10 In consideration for having a chance to be considered for entering into a

contract with the Owner, the Tenderer agrees that the Tender submitted by him
shall remain valid for the period prescribed in the tender conditions, from the date
of opening of the tender. The Tenderer shall not be entitled during the said
validity period, to revoke or cancel the tender without the consent in writing
from the Owner.
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.
3.11 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.
The Tenderers shall particularly take note of this factor before submitting their
tender(s).
3.12 The works shall be carried out strictly as per approved specifications. Deviations, if any,
shall have to be authorised by the Engineer-in-Charge/Site-in-Charge in writing
prior to implementing deviations. The price benefit, if any, arising out of the accepted
deviation shall be passed on to the Owner. The decision of Engineer- in-Charge shall
be final in this matter.
3.13 The contractor shall make all arrangements at his own cost to transport the
required materials outside and inside the working places and leaving the premises in a
neat and tidy condition after completion of the job to the satisfaction of Owner. All
materials except those agreed to be supplied by the Owner shall be supplied by the
contractor at his own cost and the rates quoted by the Contractor should be inclusive
of all royalties, rents, taxes, duties, statutory levies, if any, etc.
3.14 The Contractor shall not carry on any work other than the work under this Contract within
the Owner’s premises without prior permission in writing from the Engineer- in-
Charge/Site-in-charge.
3.15 The Contractor shall be bound to follow and ensure compliance to all the safety and
security regulations and other statutory rules applicable to the area. In the event of
any damage or loss or sufference caused due to non-observance of such rules and
regulations, the contractor shall be solely responsible for the same and shall keep the
Owner indemnified against all such losses and claims arising from the same.
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3.16 At any time after acceptance of tender, the Owner reserves the right to add,
amend or delete any work item, the bill of quantities at a later date or reduce the
scope of work in the overall interest of the work by prior discussion and intimation to
the Contractor. The decision of Owner, with reasons recorded therefor, shall be final
and binding on both the Owner and the Contractor. The Contractor shall not have right
to claim compensation or damage etc. in that regard. The Owner reserves the
right to split the work under this contract between two or more contractors
without assigning any reasons.
3.17 Contractor shall not be entitled to sublet, sub contract or assign, the work
under this Contract without the prior consent of the Owner obtained in writing.
3.18 All signatures in tender document shall be dated as well as all the pages of all
sections of the tender documents shall be initialed at the lower position and signed,
wherever required in the tender papers by the Tenderer or by a person holding
Power of Attorney authorising him to sign on behalf of the tenderer before
submission of tender.
3.19 The tender should be quoted in English, both in figures as well as in words. The rates and
amounts tendered by the Tenderer in the Schedule of rates for each item and in such a
way that insertion is not possible. The total tendered amount should also be indicated
both in figures and words with the signature of tenderer.
If some discrepancies are found between the rates given in words and figures of the
amount shown in the tender, the following procedure shall be applied :
(a) When there is a difference between the rates in figures and words, the rate which
corresponds to the amount worked out by the tenderer shall be taken as correct.
(b) When the rate quoted by the tenderer in figures and words tallies but the amount is
incorrect, the rate quoted by the tenderer shall be taken as correct.
(c) When it is not possible to ascertain the correct rate in the manner
prescribed above the rate as quoted in words shall be adopted.
3.20 All corrections and alterations in the entries of tender paper will be signed in full by
the tenderer with date. No erasures or over writings are permissible.
3.21 Transfer of tender document by one intending tenderer to the another one is not
permissible. The tenderer on whose name the tender has been sent only can
quote.
3.22 The Tender submitted by a tenderer if found to be incomplete in any or all

manner is liable to be rejected. The decision of the Owner in this regard is final and
binding.
4. DEPOSITS
a) EARNEST MONEY DEPOSIT (EMD)
The tenderer will be required to pay a sum as specified in the covering letter, as
earnest money deposit along with the tender either thru a crossed demand draft or a
® non-revokable Bank Guarantee in favour of Hindustan Petroleum Corporation Limited, from a
bank from the list of banks whose bank guarantees are acceptable to the Corporation
(list enclosed) payable at Mumbai in favour of Hindustan Petroleum Corporation Limited,
Mumbai in the proforma enclosed.
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or through e-payment. The earnest money deposit will be refunded after finalisation of
the contract.
® Note: Public sector enterprises and small-scale units registered with National Small
Industries Corporation are exempted from payment of Earnest Money Deposit. Small
scale units registered with National Small Industries Corporation should enclose a
photocopy of their registration certificate with their quotation to make their quotation eligible
for consideration. The Registration Certificate should remain valid during the period of the
contract that may be entered into with such successful bidder. Such tenderers should
ensure validity of the Registration Certificate for the purpose. (Refer Gazette notification
of the Government of India , the Ministry of Micro, Small and Medium Enterprises
number S.O.2119 (E ), dated 26th June, 2020 on criteria for classifying the
enterprises as micro, small and medium enterprises & Udyam registration for
revised guideline.)
b) SECURITY DEPOSIT:
The tenderer, with whom the contract is decided to be entered into and intimation is so
given will have to make a security deposit of one percent (1%) of the total contract
value in the form of account payee crossed demand draft drawn in favour of the
Owner, within 15 days from the date of intimation of acceptance of their tender, failing
which the Owner reserves the right to cancel the Contract and forfeit the EMD.
1% of PO/Contract value as Security deposit will be acceptable in the form of Demand
draft or through e-payment upto r 50,000/- and in the form of Demand draft / Bank
guarantee or through e-payment beyond r 50,000/-.
Composite Performance Bank Guarantee (CPBG) valid upto a period of 3 months
beyond the expiry of defect liability period. Demand Draft should be drawn on
Scheduled Banks, other than co-operative bank.
Quantum of Performance Bank Guarantee inclusive of Security Deposit should be
as follows:
- All items (other than CVR items) : 10% of PO value
- For CVR items: r 10.0 lakhs or 5% of the order value whichever is lower. Composite
PBG of above value towards Performance Bank Guarantee inclusive of Security
Deposit shall be accepted (in lieu of deduction of retention money of 10% from each
bill); Such composite PBG shall be valid upto a period of 3 months beyond the
expiry of defect liability period. Demand Draft should be drawn on Scheduled
Banks (other than cooperative banks).
5. EXECUTION OF WORK
All the works shall be executed in strict conformity with the provisions of the contract
documents and with such explanatory details, drawings, specifications and instructions as
may be furnished from time to time to the Contractor by the Engineer-in-Charge/ Site-
in-Charge, whether mentioned in the Contract or not. The Contractor shall be responsible
for ensuring that works throughout are executed in the most proper and workman- like
manner with the quality of material and workmanship in strict accordance with the
specifications and to the entire satisfaction of the Engineer-in- Charge/Site-in-Charge.
The completion of work may entail working in monsoon also. The contractor must
maintain the necessary work force as may be required during monsoon and plan to
execute the job in such a way the entire project is completed within the contracted time
schedule. No extra charges shall be payable for such work during monsoon. It shall
be the responsibility of the contractor to keep the construction work site free from water
during and off the monsoon period at his own cost and expenses.
For working on Sundays/Holidays, the contractor shall obtain the necessary permission
from Engineer Incharge/Site Incharge in advance. The contractor shall be permitted to
work beyond the normal hours with prior approval of Engineer-In-Charge/Site-In-Charge and
the contractors quoted rate is inclusive of all such extended hours of working and no extra
amount shall be payable by the owner on this account.
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5.a. SETTING OUT OF WORKS AND SITE INSTRUCTIONS
5.a.1. The Engineer-in-Charge/Site-in-Charge shall furnish the Contractor with only the four
corners of the work site and a level bench mark and the Contractor shall set out
the works and shall provide an efficient staff for the purpose and shall be solely
responsible for the accuracy of such setting out.
5.a.2. The Contractor shall provide, fix and be responsible for the maintenance of all
necessary stakes, templates, level marks, profiles and other similar things and
shall take all necessary precautions to prevent their removal or disturbance and
shall be responsible for consequences of such removal or disturbance should
the same take place and for their efficient and timely reinstatement. The
Contractor shall also be responsible for the maintenance of all existing survey
marks, either existing or supplied and fixed by the Contractor. The work shall
be set out to the satisfaction of the Engineer-in-Charge/Site-in-Charge. The
approval thereof or joining in setting out the work shall not relieve the Contractor
of his responsibility.
5.a.3. Before beginning the works, the Contractor shall, at his own cost, provide all
necessary reference and level posts, pegs, bamboos, flags ranging rods, strings
and other materials for proper layout of the work in accordance with the
scheme, for bearing marks acceptable to the Engineer-in-Charge/Site-in-
Charge. The Centre longitudinal or face lines and cross lines shall be marked by
means of small masonary pillars. Each pillar shall have distinct marks at the
centre to enable theodolite to be set over it. No work shall be started until all
these points are checked and approved by the Engineer-in-Charge/Site-in-
Charge in writing. But such approval shall not relieve the contractor of any of
his responsibilities. The Contractor shall also provide all labour, materials and
other facilities, as necessary, for the proper checking of layout and inspection of
the points during construction.
5.a.4. Pillars bearing geodetic marks located at the sites of units of works under
construction should be protected and fenced by the Contractor.
5.a.5. On completion of works, the contractor shall submit the geodetic documents
according to which the work was carried out.
5.a.6. The Engineer-in-Charge/Site-in-Charge shall communicate or confirm his
instructions to the contractor in respect of the executions of work in a "work site
order book" maintained in the office having duplicate sheet and the authorised
representative of the contractor shall confirm receipt of such instructions by
signing the relevant entries in the book.
5.a.7. All instructions issued by the Engineer-in-Charge/Site-in-Charge shall be in writing.
The Contractor shall be liable to carry out the instructions without fail.
5.a.8. If the Contractor after receipt of written instruction from the Engineer-in-Charge/
Site-in-Charge requiring compliance within seven days fails to comply with such
drawings or 'instructions' or both as the Engineer-in-Charge/Site-in-Charge may
issue, owner may employ and pay other persons to execute any such work
whatsoever that may be necessary to give effect to such drawings or
`instructions' and all cost and expenses incurred in connection therewith as
certified by the Engineer-in-Charge/ Site-in-Charge shall be borne by the contractor
or may be deducted from amounts due or that may become due to the contractor
under the contract or may be recovered as a debt.
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5.a.9. The Contractor shall be entirely and exclusively responsible for the horizontal
and vertical alignment, the levels and correctness of every part of the work and
shall rectify effectually any errors or imperfections therein. Such
rectifications shall be carried out by the Contractor, at his own cost.
5.a.10. In case any doubts arise in the mind of the Contractor in regard to any
expressions, interpretations, statements, calculations of quantities, supply of
material rates, etc. the contractor shall refer the same to the Site-in-Charge/
Engineer-in-Charge for his clarification, instructions, guidance or clearing of
doubts. The decision of the Engineer-in-Charge/Site-in-Charge shall be final and the
contractor shall be bound by such a decision.
5.a.11."The Contractor shall take adequate precautions, to ensure that his operations
do not create nuisance or misuse of the work space that shall cause
unnecessary disturbance or inconvenience to others at the work site".
5.a.12. "All fossils, coins articles of value of antiquity and structure or other remains
of geological or archaeological discovered on the site of works shall be
declared to be the property of the Owner and Contractor shall take reasonable
precautions to prevent his workmen or any other persons from removing or
damaging any such articles or thing and shall immediately inform the Owner/
Engineer-in-Charge/Site-in-Charge."
5.a.13. "Contractor will be entirely and exclusively responsible to provide and

maintain at his expenses all lights, guards, fencing, etc. when and where even
necessary or/as required by the Engineer-in-Charge/Site-in-Charge for the
protection of works or safety and convenience to all the members employed at the
site or general public."
5.b. COMMENCEMENT OF WORK
The contractor shall after paying the requisite security deposit, commence work
within 15 days from the date of receipt of the intimation of intent from the Owner
informing that the contract is being awarded. The date of intimation shall be the
date/day for counting the starting day/date and the ending day/date will be accordingly
calculated. Penalty, if any, for the delay in execution shall be calculated accordingly.
Contractor should prepare detailed fortnightly construction programme for approval

by the Engineer-in-Charge within one month of receipt of Letter Of Intent. The work shall
be executed strictly as per such time schedule. The period of Contract includes the
time required for testing, rectifications, if any, re-testing and completion of work in all
respects to the entire satisfaction of the Engineer-in-Charge.
A Letter of Intent is an acceptance of offer by the Owner and it need not be accepted by
the contractor. But the contractor should acknowledge a receipt of the purchase order
within 15 days of mailing of Purchase Order and any delay in acknowledging the receipt
will be a breach of contract and compensation for the loss caused by such breach will be
recovered by the Owner by forfeiting earnest money deposit/bid bond.
5.c. SUBLETTING OF WORK
5.c.1. No part of the contract nor any share or interest thereof shall in any manner or
degree be transferred, assigned or sublet, by the Contractor, directly or
indirectly to any firm or corporation whatsoever, without the prior consent in
writing of the Owner.
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5.c.2. At the commencement of every month the Contractor shall furnish to the Engineer-
in-charge/Site-in-Charge list of all sub-contractors or other persons or firms
engaged by the Contractor.
5.c.3 The contract agreement will specify major items of supply or services for which the
Contractor proposes to engage sub-Contractor/sub-Vendor. The contractor may
from time to time propose any addition or deletion from any such list and will submit
the proposals in this regard to the Engineer-in-charge/Designated officer-in-
charge for approval well in advance so as not to impede the progress of work.
Such approval of the Engineer-in-charge/Designated officer-in-charge will not relieve
the contractor from any of his obligations, duties and responsibilities under the
contract.
5.c.4. Notwithstanding any sub-letting with such approval as resaid and notwithstanding
that the Engineer-in-Charge shall have received copies of any sub-contract, the
Contractor shall be and shall remain solely to be responsible for the quality and
proper and expeditious execution of the works and the performance of all the
conditions of the contract in all respects as if such subletting or sub-contracting had
not taken place and as if such work had been done directly by the
Contractor.
5.c.5 Prior approval in writing of the Owner shall be obtained before any change is made
in the constitution of the contractor/Contracting agency otherwise contract shall be
deemed to have been allotted in contravention of clause entitled “sub-letting of
works” and the same action may be taken and the same consequence shall ensue
as provided in the clause of “subletting of works”.
5.d EXTENSION OF TIME
1) If the Contractor anticipates that he will not be able to complete the work
within the contractual delivery/ completion date (CDD), then the Contractor
shall make a request for grant of time extension clearly specifying the reasons
for which he seeks extension of time and demonstrating as to how these
reasons were beyond the control of the contractor or attributable to the Owner.
This request should be made well before the expiry of the Contractual Delivery/
Completion Date (CDD).
2) If such a request for extension is received with a Bank Guarantee for the full
Price Reduction amount calculated on the Total Contract Value, the concerned
CGM of the Owner shall grant a Provisional extension of time, pending a
decision on the request.
3) The concerned CGM of the Owner shall expeditiously decide upon the request
for time extension and decide the levy of price reduction within a maximum
period of 6 months from the CDD or date of receipt of the request, whichever
is earlier.
4) Grant of any extension of time shall be by means of issuance of a Change
Order.
5) In order to avoid any cash crunch to the Contractor, a Bank Guarantee could
be accepted against Price Reduction, as stated above. Once a decision is
taken, the Price Reduction shall be recovered from any pending bills or by
encashment of the BG. Any balance sum of Contractor or the BG (if Price
Reduction is fully recovered from the bills) shall be promptly
refunded/returned to the Contractor.
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5.e. SUSPENSION OF WORKS
5.e.1. Subject to the provisions of this contract, the contractor shall if ordered in
writing by the Engineer- in-Charge/Site-in-Charge for reasons recorded suspend
the works or any part thereof for such period and such time so ordered and
shall not, after receiving such, proceed with the work therein ordered to suspended
until he shall have received a written order to re-start. The Contractor shall be
entitled to claim extension of time for that period of time the work was ordered to
be suspended. Neither the Owner nor the Contractor shall be entitled to claim
compensation or damages on account of such an extension of time.
5.e.2. In case of suspension of entire work, ordered in writing by Engineer-in-

Charge/Site-in-Charge, for a period of 30 days, the Owner shall have the option
to terminate the Contract as provided under the clause fortermination. The
Contractor shall not be at liberty to remove from the site of the works any
plant or materials belonging to him and the Employer shall have lien upon all
such plant and materials.
5.e.3. The contractor shall, in case of suspension have the right to raise a dispute
and have the same arbitrated but however, shall not have the right to have the
work stopped from further progress and completion either by the owner or
through other contractor appointed by the owner.
5.f. OWNER MAY DO PART OF WORK
Not withstanding anything contained elsewhere in this contract, the owner upon failure of
the Contractor to comply with any instructions given in accordance with the provisions
of this contract, may instead of Contract and undertaking charge of entire work,
place additional labour force, tools, equipment and materials on such parts of the work,
as the Owner may decide or engage another Contractor to carryout the balance of
work. In such cases, the Owner shall have the right to deduct from the amounts payable
to the Contractor the difference in cost of such work and materials with ten percent
overhead added to cover all departmental charges. Should the total amount thereof
exceed the amount due to the contractor, the Contractor shall pay the difference to the
Owner within 15 days of making demand for payment failing which the Contractor shall
be liable to pay interest at 24% p.a. on such amounts till the date of payment.
5.g. INSPECTION OF WORKS
5.g.1. The Engineer-in-Charge/Site-in-Charge and Officers from Central or State

Government will have full power and authority to inspect the works at any time
wherever in progress, either on the site or at the Contractor's
premises/workshops of any person, firm or corporation where work in connection
with the contract may be in hand or where the materials are being or are to be
supplied, and the Contractor shall afford or procure for the Engineer-in-
Charge/Site-in-Charge every facility and assistance to carryout such inspection.
The Contractor shall, at all times during the usual working hours and at all other
times at which reasonable notice of the intention of the Engineer-in-Charge/Site-in-
Charge or his representative to visit the works shall have been given to the
Contractor, either himself be present to receive orders and instructions, or
have a responsible agent, duly accredited in writing, present for the purpose.
Orders given to the Contractor's agent shall be considered to have the same force
as if they had been given to the Contractor himself. The Contractor shall give not
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less than seven days notice in writing to the Engineer-in-Charge/Site-in-Charge

before covering up or otherwise placing beyond reach of inspection and
measurement any work in order that the same may be inspected and
measured. In the event of breach of above, the same shall be uncovered at
Contractor's expense for carrying out such measurement and/or inspection.
5.g.2. No material shall be removed and despatched by the Contractor from the site
without the prior approval in writing of the Engineer-in-charge. The contractor is
to provide at all times during the progress of the work and the maintenance period
proper means of access with ladders, gangways, etc. and the necessary
attendance to move and adapt as directed for inspection or measurements of
the works by the Engineer-in-Charge/Site-in-Charge.
5.h. SAMPLES
5.h.1. The contractor shall furnish to the Engineer-in-charge/Site-in-Charge for

approval when requested or required adequate samples of all materials and
finishes to be used in the work.
5.h.2. Samples shall be furnished by the Contractor sufficiently in advance and
before commencement of the work so as the Owner can carry out tests and
examinations thereof and approve or reject the samples for use in the works. All
material samples furnished and finally used/applied in actual work shall fully be of
the same quality of the approved samples.
5.i. TESTS FOR QUALITY OF WORK
5.i.1. All workmanship shall be of the respective kinds described in the contract
documents and in accordance with the instructions of the Engineer-in-Charge /
Site-in- Charge and shall be subjected from time to time to such tests at
Contractor's cost as the Engineer-in-Charge/Site-in-Charge may direct at the
place of manufacture or fabrication or on the site or at all or any such places.
The Contractor shall provide assistance, instruments, labour and materials as are
normally required for examining, measuring and testing any workmanship as may
be selected and required by the Engineer-in-Charge/Site-in-Charge.
5.i.2. All the tests that will be necessary in connection with the execution of the work
as decided by the Engineer-in- charge/Site-in-Charge shall be carried out at the
contractors cost and expenses.
5.i.3. If any tests are required to be carried out in connection with the work or
materials or workmanship to be supplied by the owner, such tests shall be carried
out by the Contractor as per instructions of Engineer-in-Charge/Site-in-Charge and
expenses for such tests, if any, incurred by the contractor shall be reimbursed
by the Owner. The contractor should file his claim with the owner within 15
(fifteen) days of inspection/test and any claim made beyond that period shall
lapse and be not payable.
5.j. ALTERATIONS AND ADDITIONS TO SPECIFICATIONS, DESIGNS AND

WORKS
5.j.1. The Engineer-in-Charge/Site-in-Charge shall have powers to make any alterations,

additions and/or substitutions to the schedule of quantities, the original
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specifications, drawings, designs and instructions that may become necessary

or advisable or during the progress of the work and the Contractor shall be
bound to carryout such altered/extra/new items of work in accordance with
instructions which may be given to him in writing signed by the Engineer-in-
Charge/Site- in-Charge. Such alterations, omissions, additions or substitutions
shall not invalidate the contract. The altered, additional or substituted work which
the Contractor may be directed to carryon in the manner as part of the work shall
be carried out by the Contractor on the same conditions in all respects on which
he has agreed to do the work. The time for completion of such altered added
and/or substituted work may be extended for that part of the particular job. The
rates for such additional altered or substituted work under this Clause shall, be
worked out in accordance with the following provisions:
5.j.2. If the rates for the additional, altered or substituted work are specified in the contract
for similar class of work, the Contractor is bound to carryout the additional,
altered or substituted work at the same rates as are specified in the contract.
5.j.3. If the rates for the additional, altered or substituted work are not specifically provided
in the contract for the work, the rates will be derived from the rates for similar
class of work as are specified in the contract for the work. In the opinion of the
Engineer-in- Charge/Site-in-Charge as to whether or not the rates can be
reasonably so derived from the items in this contract, will be final and binding on
the Contractor.
5.j.4. If the rates for the altered, additional or substituted work cannot be determined in
the manner specified above, then the Contractor shall, within seven days of the
date of receipt of order to carry out the work, inform the Engineer-in-Charge/
Site-in-Charge of the rate at which he intends to charge for such class of work,
supported by analysis of the rate or rates claimed and the Engineer-In-Charge/
Site-in-Charge shall determine the rates on the basis of the prevailing market
rates for both material and labour plus 10% to cover overhead and profit of labour
rates and pay the Contractor accordingly. The opinion of the Engineer-in-
Charge/Site-in-Charge as to current market rates of materials and the quantum of
labour involved per unit of measurement will be final and binding on the
contractor.
5.j.5. In case of any item of work for which there is no specification supplied by the
Owner and is mentioned in the tender documents, such work shall be carried out in
accordance with Indian Standard Specifications and if the Indian Standard
Specifications do not cover the same, the work should be carried out as per
standard Engineering Practice subject to the approval of the Engineer-in-Charge/
Site-in-Charge.
5.k. PROVISIONAL ACCEPTANCE
Acceptance of sections of the works for purposes of equipment erection, piping,

electrical work and similar usages by the Owner and payment for such work or parts of
work shall not constitute a waiver of any portion of this contract and shall not be
construed so as to prevent the Engineer from requiring replacement of defective
work that may become apparent after the said acceptance and also shall not absolve the
Contractor of the obligations under this contract. It is made clear that such an
acceptance does not indicate or denote or establish to the fact of execution of that work
or the Contract until the work is completed in full in accordance with the provisions
of this Contract.
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5.l. COMPLETION OF WORK AND COMPLETION CERTIFICATE

As soon as the work is completed in all respects, the contractor shall give notice of such
completion to the site in charge or the Owner and within thirty days of receipt of such
notice the site in charge shall inspect the work and shall furnish the contractor with a
certificate of completion indicating:
a) defects, if any, to be rectified by the contractor
b) items, if any, for which payment shall be made in reduced rates
c) the date of completion.
5.m. USE OF MATERIALS AND RETURN OF SURPLUS MATERIALS

5.m.1. Notwithstanding anything contained to the contrary in any or all of the clauses of
this contract, where any materials for the execution of the contract are
procured with the assistance of Government either by issue from Government
stocks or procurement made under orders or permits or licences issued by
Government, the contractor shall use the said materials economically and solely
for the purpose of the contract and shall not dispose them of without the
permission of the Owner.
5.m.2. All surplus(serviceable) or unserviceable materials that may be left over after
the completion of the contract or at its termination for any reason
whatsoever, the Contractor shall deliver the said product to the Owner without
any demur. The price to be paid to the Contractor, if not already paid either in
full or in part, however, shall not exceed the amount mentioned in the Schedule
of Rates for such material and in cases where such rates are not so mentioned,
shall not exceed the CPWD scheduled rates. In the event of breach of the
aforesaid condition the contractor shall become liable for contravention of the
terms of the Contract.
5.m.3. The surplus (serviceable) and unserviceable products shall be determined by joint
measurement. In case where joint measurement has failed to take place, the
Owner may measure the same and determine the quantity.
5.m.4. It is made clear that the Owner shall not be liable to take stock and keep
possession and pay for the surplus and unserviceable stocks and the Owner may
direct the Contractor to take back such material brought by the Contractor and
becoming surplus and which the Owner may decide to keep and not to pay for the
same.
5.n. DEFECT LIABILITY PERIOD

The contractor shall guarantee the work executed for a period of 12 months from the date
of completion of the job. Any damage or defect that may arise or lie undiscovered at
the time of completion of the job shall be rectified or replaced by the contractor at his
own cost. The decision of the Engineer In-charge/Site-Incharge/Owner shall be the
final in deciding whether the defect has to be rectified or replaced.
Equipment or spare parts replaced under warranty/guarantees shall have further warranty
for a mutually agreed period from the date of acceptance.
The owner shall intimate the defects noticed in writing by a Registered A.D. letter or
otherwise and the contractor within 15 days of receipt of the intimation shall start the
rectification work and complete within the time specified by the owner failing which the
owner will get the defects rectified by themselves or by any other contractor and the
expenses incurred in getting the same done shall be paid by the Contractor under the
provision of the Contract.
Thus, defect liability is applicable only in case of job/works contract (civil, mechanical,
electrical, maintenance etc. ) where any damage of defect may arise in future (i.e.
within 12 months from the date of completion of job) or lie undiscovered at the time of
completion of job.
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In other words, in case of service contracts (like car hire etc.) where there is no
question of damage or defect arising in future, the defect liability clause is not
applicable.
® Equipment or spare parts replaced under warranty/guarantees shall have further

warranty for 12 months from the date of acceptance. However, in no case will the
warranty exceed 24 months from the date of start of the original warranty. (Refer Annexure
22 – Govt. Guideline Sr. No. 14)
5.o. DAMAGE TO PROPERTY
5.o.1. Contractor shall be responsible for making good to the satisfaction of the Owner
any loss of and any damage to all structures and properties belonging to the Owner
or being executed or procured by the Owner or of other agencies within the
premises of the work of the Owner, if such loss or damage is due to fault and/or
the negligence or willful acts or omission of the Contractor, his employees,
agents, representatives or sub-contractors.
5.o.2. The Contractors shall indemnify and keep the Owner harmless of all claims for
damage to Owner's property arising under or by reason of this contract.
® 5.p. LIMITATION OF LIABILITY
Notwithstanding anything contrary contained herein, the aggregate total liability of

Seller, excluding his liability towards infringement of patent, trade mark or industrial
design rights under the contract or otherwise shall be limited to 100% of value of
Purchase order. However, neither party shall be liable to the other party for any
indirect and consequential damages, loss of profits or loss of production. (Refer
Annexure 22 – Govt. Guideline Sr. No. 13)
6. DUTIES AND RESPONSIBILITIES OF CONTRACTOR
6.a. EMPLOYMENT LIABILITY TOWARDS WORKERS EMPLOYED BY THE

CONTRACTOR
6.a.1 The Contractor shall be solely and exclusively responsible for engaging or
employing persons for the execution of work. All persons engaged by the
contractor shall be on Contractor's payroll and paid by Contractor. All disputes or
differences between the Contractor and his/their employees shall be settled by
Contractor.
6.a.2. Owner has absolutely no liability whatsoever concerning the employees of the
Contractor. The Contractor shall indemnify Owner against any loss or damage or
liability arising out of or in the course of his/their employing persons or relation
with his/their employees. The Contractor shall make regular and full payment of
wages and on any complaint by any employee of the Contractor or his sub
contractor regarding non-payment of wages, salaries or other dues, Owner
reserves the right to make payments directly to such employees or sub-
contractor of the Contractor and recover the amount in full from the bills of the
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Contractor and the contractor shall not claim any compensation or

reimbursement thereof. The Contractor shall comply with the Minimum Wages
Act applicable to the area of work site with regard to payment of wages to his
employees and also to employees of his sub contractor.
6.a.3. The Contractor shall advise in writing or in such appropriate way to all of his
employees and employees of sub-contractors and any other person engaged by
him that their appointment/employment is not by the Owner but by the
Contractor and that their present appointment is only in connection with the
construction contract with Owner and that therefore, such an
employment/appointment would not enable or make them eligible for any
employment/appointment with the Owner either temporarily or/and permanent
basis.
6.b. NOTICE TO LOCAL BODIES
The contractor shall comply with and give all notices required under any Government
authority, instruction, rule or order made under any act of parliament, state laws or
any regulations or by-laws of any local authority relating to the works.
6.c. FIRST AID AND INDUSTRIAL INJURIES
6.c.1 Contractor shall maintain first aid facility for his employees and those of his
sub-contractors.
6.c.2. Contractor shall make arrangements for ambulance service and for the
treatment of all types of injuries. Names and telephone numbers of those
providing such services shall be furnished to Owner prior to start of
construction and their name board shall be prominently displayed in Contractor's
field office.
6.c.3. All industrial injuries shall be reported promptly to owner and a copy of
contractor's report covering each personal injury requiring the attention of a
physician shall be furnished to the Owner.
6.d. SAFETY CODE
6.d.1. The Contractor shall at his own expenses arrange for the Safety provisions
as may be necessary for the execution of the work or as required by the
Engineer-in-Charge in respect of all labours directly or indirectly employed for
performance of the works and shall provide all facilities in connections
therewith. In case the contractor fails to make arrangements and provide
necessary facilities as aforesaid, the Owner shall be entitled to do so and
recover the cost thereof from the Contractor.
6.d.2. From the commencement to the completion of the works, the contractor shall
take full responsibility for the care thereof and of all the temporary works (defined
as meaning all temporary works of every kind required in or for the execution,
completion or maintenance of the works). In case damage, loss or injury shall
happen to the works or to any part thereof or to temporary works or to any
cause whatsoever repair at his (Contractor's) own cost and make good the
same so that at the time of completion, the works shall be in good order and
condition and in conformity in every respect with the requirement of the contract
and Engineer-in-Charge's instructions.
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6.d.3. In respect of all labour, directly or indirectly employed in the work for the
performance of the Contractor's part of this agreement, the contractor shall
at his own expense arrange for all the safety provisions as per relevant Safety
Codes of C.P.W.D Bureau of Indian Standards, the Electricity Act/I.E. Rules.
The Mines Act and such other Acts as applicable.
6.d.4. The Contractor shall observe and abide by all fire and safety regulations of
the Owner. Before starting construction work, the Contractor shall consult
with Owner's Safety Engineer or Engineer-in-Charge/Site-in-Charge and must
make good to the satisfaction of the Owner any loss or damage due to fire to
any portion of the work done or to be done under this agreement or to any of
the Owner's existing property.
6.d.5. The Contractor will be fully responsible for complying with all relevant provisions
of the Contract Labour Act and shall pay rates of Wages and observe hours
of work/conditions of employment according to the rules in force from time to
time.
6.d.6. The Contractor will be fully responsible for complying with the provision
including documentation and submission of reports on the above to the
concerned authorities and shall indemnify the Corporation from any such
lapse for which the Government will be taking action against them.
6.d.7. Owner shall on a report having been made by an inspecting Office as
defined in the Contract Labour Regulations have the power to deduct from the
money due to the Contractor any sum required or estimated to be required for
making good the loss suffered by a worker(s) by reasons of non-fulfillment of
conditions of contract for the benefit of workers no-payment of wages or of
deductions made from his or their wages which are not justified by the terms of
contract or non observance of the said contractor's labour Regulation.
6.e. INSURANCE AND LABOUR

Contractor shall at his own expense obtain and maintain an insurance policy with a
Nationalised Insurance Company to the satisfaction of the Owner as provided
hereunder.
6.e.1. EMPLOYEES STATE INSURANCE ACT
i. The Contractor agrees to and does hereby accept full and exclusive
liability for the compliance with all obligations imposed by Employees State
Insurance Act, 1948, and the Contractor further agrees to defend
indemnify and hold Owner harmless from any liability or penalty which may
be imposed by the Central, State or local authority by reason of any
asserted violation by Contractor, or sub-contractor of the Employees' State
Insurance Act, 1948 and also from all claims, suits or proceedings that
may be brought against the Owner arising under, growing out of or by
reason of the work provided for by this contract whether brought by
employees of the Contractor, by third parties or by Central or State
Government authority or any political sub-division thereof.
ii. The Contractor agrees to file with the Employees State Insurance
Corporation, the Declaration forms and all forms which may be required
in respect of the Contractor's or sub-contractor's employee whose
aggregate emuneration is within the specified limit and who are employed
in the work provided or those covered by ESI Act under any amendment to
the Act from time to time.
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The Contractor shall deduct and secure the agreement of the subcontractor
to deduct the employee's contribution as per the first schedule of the
Employee's State Insurance Act from wages and affix the employee's
contribution cards at wages payment intervals. The Contractor shall remit
and secure the agreement of the sub contractor to remit to the State Bank
of India, Employee's State Insurance Corporation Account, the Employee's
contribution as required by the Act.
ii. The Contractor agrees to maintain all records as required under the Act
in respect of employees and payments and the Contractor shall secure the
agreement of the sub contractor to maintain such records. Any expenses
incurred for the contributions, making contribution or maintaining records
shall be to the Contractor's or sub-contractor's account.
iv. The Owner shall retain such sum as may be necessary from the total
contract value until the Contractor shall furnish satisfactory proof that all
contributions as required by the Employees State Insurance Act, 1948, have
been paid.
v. WORKMAN'S COMPENSATION AND EMPLOYEE'S LIABILITY

INSURANCE
Provide Insurance for all the Contractor's employees engaged in the
performance of this contract. If any of the work is sublet, the Contractor shall
ensure that the sub contractor provides workmen's compensation and
Employer's Liability Insurance for the latter's employees who are not
covered under the Contractor's insurance.
vi. AUTOMOBILE LIABILITY INSURANCE
Contractor shall take out an Insurance to cover all risks to Owner for each
of his vehicles plying on works of this contract and these insurances shall
be valid for the total contract period. No extra payment will be made for this
insurance. Owner shall not be liable for any damage or loss not made good
by the Insurance Company, should such damage or loss result from
unauthorised use of the vehicle. The provisions of the Motor Vehicle Act
would apply.
vii. FIRE INSURANCE
Contractor shall within two weeks after award of contract insure the
Works, Plant and Equipment and keep them insured until the final
completion of the Contract against loss or damage by accident, fire or any
other cause with an insurance company to be approved by the
Employer/Consultant in the joint names of the Employer and the Contractor
(name of the former being placed first in the Policy). Such Policy shall
cover the property of the Employer only.
6.e.2. ANY OTHER INSURANCE REQUIRED UNDER LAW OR REGULATION OR BY

i. Contractor shall also provide and maintain any and all other insurance which
may be required under any law or regulations from time to time. He shall
also carry and maintain any other insurance which may be required by the
Owner.
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ii. The aforesaid insurance policy/policies shall provide that they shall not be
cancelled till the Engineer-in-Charge has agreed to their cancellation.
iii. The Contractor shall satisfy to the Engineer-in-Charge/Site-in-Charge

from time to time that he has taken out all insurance policies referred to
above and has paid the necessary premium for keeping the policies alive till
the expiry of the defects liability period.
iv. The contractor shall ensure that similar insurance policies are taken out
by his sub-contractor (if any) and shall be responsible for any claims or
losses to the Owner resulting from their failure to obtain adequate
insurance protections in connection thereof. The contractor shall produce or
cause to be proceed by his sub-contractor (if any) as the case may be, the
relevant policy or policies and premium receipts as and when required by the
Engineer-in-Charge/Site-in-Charge.
® v. Contractor shall at his own expense cover all the workmen engaged
under him under “Pradhan Mantri Surksha Bima Yojana (PMSBY)” and
submit proof of the same to HPCL.
6.e.3. LABOUR AND LABOUR LAWS
i. The contractor shall at his own cost employ persons during the period of
contract and the persons so appointed shall not be construed under
any circumstances to be in the employment of the Owner.
ii. All payments shall be made by the contractor to the labour employed by
him in accordance with the various rules and regulations stated above.
The contractor shall keep the Owner indemnified from any claims
whatsoever inclusive of damages/costs or otherwise arising from injuries
or alleged injuries to or death of a person employed by the contractor or
damages or alleged damages to the property.
iii. No labour below the age of eighteen years shall be employed on the
work. The Contractor shall not pay less than what is provided under the
provisions of the contract labour (Regulations and Abolition) Act, 1970 and
the rules made thereunder and as may be amended from time to time. He
shall pay the required deposit under the Act appropriate to the number of
workman to be employed by him or through sub contractor and get himself
registered under the Act. He shall produce the required Certificates to the
Owner before commencement of the work. The Owner recognises only the
Contractor and not his sub contractor under the provisions of the Act. The
Contractor will have to submit daily a list of his workforce. He will also keep
the wage register at the work site or/and produce the same to the Owner,
whenever desired. A deposit may be taken by the Owner from the
Contractor to be refunded only after the Owner is satisfied that all
workmen employed by the Contractor have been fully paid for the period of
work in Owner's premises at rates equal to or better than wages provided
for under the Minimum Wages Act. The contractor shall be responsible and
liable for any complaints that may arise in this regard and the
consequences thereto.
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iv. The Contractor will comply with the provisions of the Employee's Provident
Fund Act and the Family Pension Act as may be applicable and as
amended from time to time.
v. The Contractor will comply with the provisions of the payment of Gratuity
Act, 1972, as may be applicable and as amended from time to time.
vi. IMPLEMENTATION OF APPRENTICES ACT, 1961

The Contractor shall comply with the provisions of the Apprentices Act, 1961
and the Rules and Orders issued thereunder from time to time. If he fails to
do so, his failure will be a breach of the contract and the Engineer-in-
Charge may, at his discretion, cancel the contract. The Contractor shall
also be liable for any pecuniary liability arising on account of any violation
by him of the provision of the Act.
vii. MODEL RULES FOR LABOUR WELFARE
The Contractor shall at his own expenses comply with or cause be complied
with Model rules for Labour Welfare as appended to those conditions or rules
framed by the Government from time to time for the protection of health
and for making sanitary arrangements for worker employed directly or
indirectly on the works. In case the contractor fails to make arrangements as
aforesaid the Engineer-in-Charge/Site-in-Charge shall be entitled to do so
and recover the cost thereof from the contractor.
6.f. DOCUMENTS CONCERNING WORKS
6.f.1. All documents including drawings, blue prints, tracings, reproducible models,
plans, specifications and copies, thereof furnished by the Owner as well as all
drawings, tracings, reproducibles, plans, specifications design calculations
etc. prepared by the contractor for the purpose of execution of works
covered in or connected with this contract shall be the property of the Owner and
shall not be used by the contractor for any other work but are to be delivered
to the Owner at the completion or otherwise of the contract.
6.f.2. The Contractor shall keep and maintain secrecy of the documents, drawings
etc. issued to him for the execution of this contract and restrict access to such
documents, drawings etc. and further the Contractor shall execute a SECRECY
agreement from each or any person employed by the Contractor having access
to such documents, drawings etc. The Contractor shall not issue drawings and
documents to any other agency or individual without the written approval by
the Engineer-in-Charge/Site-in- Charge.
6.f.3. Contractor will not give any information or document etc. concerning details of
the work to the press or a news disseminating agency without prior written
approval from Engineer-in-charge/Site-in-Charge. Contractor shall not take
any pictures on site without written approval of Engineer-in-Charge/Site-in-
Charge.
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7. PAYMENT OF CONTRACTOR'S BILLS

7.1. Payments will be made against Running Accounts bills certified by the Owner's
Engineer-in-Charge/Site-in-Charge within 15 days from the date of receipt of the
bill..
7.2. Running Account Bills and the final bill shall be submitted by the Contractor together
with the duly signed measurements sheet(s) to the Engineer-in-Charge/ Site-in-
Charge of the Owner in quadruplicate for certification.
The Bills shall also be accompanied by quantity calculations in support of the

quantities contained in the bill along with cement consumption statement,
actual/theoretical, wherever applicable duly certified by the Engineer-in-Charge/ Site-in-
Charge of the Owner.
7.3. All running account payments shall be regarded as on account payment(s) to be finally
adjusted against the final bill payment. Payment of Running Account Bill(s) shall not
determine or affect in any way the rights of the Owner under this Contract to make
the final adjustments of the quantities of material, measurements of work and
adjustments of amounts etc. in the final bill.
7.4. The final bill shall be submitted by the Contractor within one month of the date of
completion of the work fully and completely in all respects. If the Contractor fails to
submit the final bill accordingly Engineer-in-Charge/Site-in-Charge may make the
measurement and determine the total amount payable for the work carried out by the
Contractor and such a certification shall be final and binding on the Contractor.
The Owner/Engineer- in-Charge/Site-in-Charge may take the assistance of an outside
party for taking the measurement, the expenses of which shall be payable by the
Contractor.
7.5. Payment of final bill shall be made within 30 days from the date of receipt of the certified
bill by the Disbursement Section of the owner.
7.6 Wherever possible, payment 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 acount (mandate) to which the payments will be
routed. Owner reserves the right to make payment in any alternate mode also.
7.a. MEASUREMENT OF WORKS

7.a.1. All measurements shall be in metric system. All the works will be jointly
measured by the representative of the Engineer-in-Charge/Site-in-Charge and
the Contractor or their authorised agent progressively. Such measurement will
be recorded in the Measurement Book/Measurement Sheet by the Contractor
or his authorised representative and signed in token of acceptance by the
Owner or their authorised representative.
7.a.2. For the purpose of taking joint measurement, the Contractor/representative
shall be bound to be present whenever required by the Engineer-in-Charge/Site-
in-Charge.
If, however, they are absent for any reasons whatsoever, the measurement will
be taken by the Engineer-in-Charge/Site-in-Charge or his representative and the
same would be deemed to be correct and binding on the Contractor.
7.a.3. In case of any dispute as to the mode of measurement for any item of work,
the latest Indian Standard Specifications shall be followed. In case of any
further dispute on the same the same shall be as per the certification of an
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outside qualified Engineer/ Consultant. Such a measurement shall be final and

binding on the Owner and the Contractor.
7.b. BILLING OF WORKS EXECUTED

The Contractor will submit a bill in approved proforma in quadruplicate to the Engineer-
in-Charge/Site-in-Charge of the work giving abstract and detailed measurement for
the various items executed during a month, before the expiry of the first week of the
succeeding month. The Engineer-in-Charge/Site-in-Charge shall take or cause to be
taken the requisite measurements for the purpose of having the bill verified and/or
checked before forwarding the same to the disbursement office of the Owner for further
action in terms of the Contract and payment thereafter. The Engineer-in-Charge/Site-in-
Charge shall verify the bills within 7 days of submission of the Bill by the
Contractor.
7.c. RETENTION MONEY
10% of the total value of the Running Account and Final Bill will be deducted and retained
by the Owner as retention money on account of any damage/defect liability that
may arise for the period covered under the defect liability period clause of the Contract
free of interest. Any damage or defect that may arise or lie undiscovered at the time of
issue of completion certificate connected in any way with the equipment or materials
supplied by contractor or in workmanship shall be rectified or replaced by the contractor
at his own expense failing which the Owner shall be entitled to rectify the said
damage/defect from the retention money. Any excess of expenditure incurred by the
Owner on account of damage or defect shall be payable by the Contractor. The decision
of the Owner in this behalf shall not be liable to be questioned but shall be final and
Thus, deduction towards retention money is applicable only in case of job/works contracts
(civil, mechanical, electrical, maintenance etc.) where any damage or defect may arise
in future (i.e. within 12 months from the date of completion of job) or lie undiscovered at
the time of issue of completion certificate.
7.d. STATUTORY LEVIES
7.d.1 The Contractor accepts full and exclusive liability for the payment of any and all
taxes, duties, cess, levies and statutory payments payable under all or any of
the statutes etc.
Variations of taxes and duties arising out of the amendments to the Central / State
enactments, in respect of sale of goods / services covered under this bid shall be to
HPCL’s account, so long as :
 They relate to the period after the opening of the price bid, but before the
contracted completion period ( excluding permitted extensions due to delay on
account of the contractors, if any) or the actual completion period, whichever is
earlier; and
 The vendor furnishes documentary evidence of incurrence of such variations, in
addition to the invoices/documents for claiming Cenvat /Input Tax credit,
wherever applicable.
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All contributions and taxes for unemployment compensation, insurance and old
age pensions or annuities now or hereafter imposed by Central or State
Governmental authorities which are imposed with respect to or covered by
the wages, salaries or other compensations paid to the persons employed by the
Contractor and the Contractor shall be responsible for the compliance with all
obligations and restrictions imposed by the Labour Law or any other law affecting
employer-employee relationship and the Contractor further agrees to comply and
to secure the compliance of all sub-contractors with all applicable Central,
State, Municipal and local laws, and regulations and requirements of any
Central, State or Local Government agency or authority.
Contractor further agrees to defend, indemnify and hold harmless from any
liability or penalty which may be imposed by the Central, State or Local
authorities by reason of any violation by Contractor or sub-contractor of such
laws, regulations or requirements and also from all claims, suits or proceedings
that may be brought against the Owner arising under, growing out of, or by
reasons of the work provided for by this contract by third parties, or by Central
or State Government authority or any administrative sub-division thereof. The
Contractor further agrees that in case any such demand is raised against the
Owner, and Owner has no way but to pay and pays/makes payment of the same,
the Owner shall have the right to deduct the same from the amounts due and
payable to the Contractor. The Contractor shall not raise any demand or
dispute in respect of the same but may have recourse to recover/receive
from the concerned authorities on the basis of the Certificate of the Owner issued
in that behalf.
7.d.2. The rates quoted should be inclusive of all taxes. However, wherever a
tax to be deducted at source the same will be deducted from the bills of
the Contractor and paid to the concerned authorities. The proof of such
payments of tax on works contract will be furnished to the contractor.
The vendor shall comply with all the provisions of the GST
Act/Rules/requirements like providing of tax invoices, payment of taxes to the
authorities within the due dates, filing of returns within the due dates etc. to
enable HPCL to take Input Tax Credit. In case of imports, vendor shall
provide import documents and invoice fulfilling the requirement of Customs
Act and Rules. Vendor will be fully responsible for complying with the
Customs provisions to enable HPCL to take Input Tax Credit.
In case, HPCL is not able to take Input Tax Credit due to any
noncompliance/default/negligence of the seller of goods/service provider, the
same shall be recovered from the pending bills/dues (including security
deposit, BG etc.)
Vendor shall be responsible to indemnify the Corporation for any loss, direct
or implied accrued to the Corporation on account of supplier/service provider
failure to discharge his statutory liabilities like paying taxes on time, filing
appropriate returns within the prescribed time etc.
7.d.3. Income tax will be deducted at source as per rules at prevailing rates, unless
certificate, if any, for deduction at lesser rate or nil deduction is submitted by the
Contractor from appropriate authority.
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7.d.4 The contractor shall provide accurate particulars of PAN number as required, under
Section 206AA of Income Tax Act 1961.
7.d.5 The contractors having their ‘tax residency status’ outside India shall provide
Tax Residency Certificate (TRC), issued by Government of the Country or the
specified territory where the Contractor is a Resident. Rule 21AB of the
Income Tax Rules, 1962 has prescribed the contents of a TRC. This would
enable the Corporation to deduct tax at source by duly considering the ‘treaty
relief’, if any, under Double Taxation Avoidance Agreement (DTAA) entered
into between GOI and the respective country/specified territory in which the
Contractors’ ‘tax residency status’ is currently in force.
7.d.6 Anti-Profiteering Clause – GST Act anti-profiteering provisions mandates that

any reduction in tax rates or benefits of input tax credits be passed on to the
consumer by way of commensurate reduction in prices. Vendors to take note
of the same and pass such benefits while quoting their price.
7.e. MATERIALS TO BE SUPPLIED BY CONTRACTOR

7.e.1. The Contractor shall procure and provide the whole of the materials required for
construction including tools, tackles, construction plant and equipment for the
completion and maintenance of the works except the materials viz. steel and
cement which may be agreed to be supplied as provided elsewhere in the contract.
The contractor shall make arrangement for procuring such materials and for the
transport thereof at their own cost and expenses.
7.e.2. The Owner may give necessary recommendation to the respective authority if
so desired by the Contractor but assumes no responsibility of any nature.
The Contractor shall procure materials of ISI stamp/certification and
supplied by reputed suppliers borne on DGS&D list.
7.e.3. All materials procured should meet the specifications given in the tender
document. The Engineer-in-charge may, at his discretion, ask for samples and
test certificates for any batch of any materials procured. Before procuring, the
Contractor should get the approval of Engineer-in-Charge/Site-in-Charge for
any materials to be used for the works.
7.e.4. Manufacturer's certificate shall be submitted for all materials supplied by the
Contractor. If, however, in the opinion of the Engineer-in-Charge/Site-in-Charge
any tests are required to be conducted on the material supplied by the
Contractor, these will be arranged by the Contractor promptly at his own cost.
7.f. MATERIALS TO BE SUPPLIED BY THE OWNER
7.f.1. Steel and Cement maybe supplied by the Owner to the contractor against
payment by Contractor from either godown or from the site or within work
premises itself and the contractor shall arrange for all transport to actual work
site at no extra cost.
7.f.2. The contractor shall bear all the costs including loading and unloading, carting
from issue points to work spot storage, unloading, custody and handling and
stacking the same and return the surplus steel and cement to the Owner's
storage point after completion of job.
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7.f.3. The contractor will be fully accountable for the steel and cement received from the
Owner and contractor will give acknowledgement/receipt for quantity of steel and
cement received by him each time he uplifts cement from Owner's custody.
7.f.4. For all computation purposes, the theoretical cement consumption shall be
considered as per CPWD standards.
7.f.5. Steel and Cement as received from the manufacturer/stockists will be

issued to the contractor. Theoretical weight of cement in a bag will be
considered as 50 Kg. Bags weighing upto 4% less shall be accepted by the
contractor and considered as 50 Kg. per bag. Any shortage in the weight of
any cement bag by more than 4% will be to the Owner's account only when
pointed out by the Contractor and verified by Engineer-in-Charge/Site in Charge
at the time of Contract or taking delivery.
7.f.6. The contractor will be required to maintain a stock register for receipt, issuance
and consumption of steel and cement at site. Cement will be stored in a
warehouse at site. Requirement of cement on any day will be taken out of the
warehouse. Cement issued shall be regulated on the basis of FIRST RECEIPT
to go as FIRST ISSUE.
7.f.7. Empty cement bag shall be the property of the Contractor. Contractor shall
be penalised for any excess/under consumption of cement. The penal rate
will be twice the rate of issue of cement for this work.
7.f.8. All the running bills as well as the final bills will be accompanied by cement
consumption statements giving the detailed working of the cement used,
cement received and stock-on-hand.
7.f.9. The Contractor will be fully responsible for safe custody of cement once it is
received by him and during transport. Owner will not entertain any claims of the
contractor for theft, loss or damage to cement while in their custody.
7.f.10. The contractor shall not remove from the site any cement bags at any time.
7.f.11. The Contractor shall advise Engineer-in-charge/Site-in-charge in writing atleast 21

days before exhausting the Cement stocks already held by Contractor to ensure
that such delays do not lead to interruptions in the progress of work.
7.f.12. Cement shall not be supplied by the Owner for manufacturing of mosaic tiles,
precast cement jali and any other bought out items which consume cement and
for temporary works.
7.f.13. Cement in bags and in good usable condition left over after the completion of
work shall be returned by the contractor to the Owner. The Owner shall make
payment to the Contractor at the supply rate for such stocks of cement they
accept and receive. Any refused stock of cement shall be removed by the
Contractor from the site at his cost and expenses within 15 days of completion of
the work.
8. PAYMENT OF CLAIMS AND DAMAGES
8.1. Should the Owner have to pay money in respect of claims or demands as aforesaid the
amount so paid and the costs incurred by the Owner shall be charged to and paid by
the Contractor and the Contractor shall not be entitled to dispute or question the right of
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the Owner to make such payments notwithstanding the same may have been without
his consent or authority or in law or otherwise to the contrary.
8.2. In every case in which by virtue of the provisions of Workmen's Compensation Act,
1923, or other Acts, the Owner is obliged to pay Compensation to a Workman
employed by the Contractor in execution of the works, the Owner will recover from the
Contractor the amount of compensation so paid and without prejudice to the rights
of Owner under the said Act. Owner shall be at liberty to recover such amount or any
part thereof by deducting it from the security deposit or from any sum due to the
Contractor whether under this contract or otherwise. The Owner shall not be
bound to contest any claim made under Section 12 sub section (1) of the said Act,
except on the written request of the Contractor and upon his giving to the Owner full
security for all costs for which the owner might become liable in consequence of
contesting such claim.
8.a. ACTION AND COMPENSATION IN CASE OF BAD WORK

If it shall appear to the Engineer-in-Charge/Site-in-Charge that any work has been
executed with bad, imperfect or unskilled workmanship, or with materials, or that any
materials or articles provided by the Contractor for execution of the work are not of
standards specified/inferior quality to that contracted for, or otherwise not in accordance
with the contract, the CONTRACTOR shall on demand in writing from the Engineer-in-
Charge/Site-in-Charge or his authorised representative specifying the work,
materials or articles complained of, notwithstanding that the same may have been
inadvertently passed, certified and paid for, forthwith rectify or remove and reconstruct
the work so specified and at his own charge and cost and expenses and in the event of
failure to do so within a period of 15 days of such intimation/ information/knowledge,
the Contractor shall be liable to pay compensation equivalent to the cost of
reconstruction by the Owner. On expiry of 15 days period mentioned above, the Owner
may by themselves or otherwise rectify or remove and re-execute the work or remove
and replace with others, the materials or articles complained of as the case may be at
the risk and expenses in all respects of the Contractor. The decision of the Engineer-
in- Charge/ Site-in-Charge as to any question arising under this clause shall be final and
conclusive and shall not be raised as a dispute or shall be arbitrable.
8.b. INSPECTION AND AUDIT OF CONTRACT AND WORKS
This project is subject to inspection by various Government agencies of Government

of India. The contractor shall extend full cooperation to all the Government and other
agencies in the inspection of the works, audit of the Contract and the documents of
Contract Bills, measurements sheets etc. and examination of the records of works and
make enquiries interrogation as they may deem fit, proper and necessary.
Upon inspection etc. by such agencies if it is pointed out that the contract work has not
been carried out according to the prescribed terms and conditions as laid down in the
tender documents and if any recoveries are recommended, the same shall be
recovered from the contractors running bills/final bill/from ordered/suggested Security
Deposit/retention money. The Contractor shall not rise any dispute on any such account
and the same shall not be arbitrable.
9. CONTRACTOR TO INDEMNIFY THE OWNER
The Contractor shall indemnify the Owner and every member, officer and employee
of the Owner, also the Engineer-in-Charge/Site-in-Charge and his staff against all the
actions, proceedings, claims, demands, costs, expenses, whatsoever arising out of or in
connection with the works and all actions, proceedings, claims, demands, costs,
26 | P a g e
expenses which may be made against the Owner for or in respect of or arising out of
any failure by the Contractor in the performance of his obligations under the contract.
The Contractor shall be liable for or in respect of or in consequence of any accident or
injury to any workmen or other person in the employment of the Contractor or his sub
contractor and Contractor shall indemnify and keep indemnified the Owner against all
such damages, proceedings, costs, charges and expenses whatsoever in respect thereof
or in relation thereto.
10. Price reduction
i) In case of any delay in completion of the work beyond the CDD, the Owner shall
be entitled to be paid Price Reduction by the Contractor. The price reduction shall be
initially at the rate of 0.5% (half percent) of the total contract value for every week
of the delay subject to a maximum of 5% of the total contract value. The price
reduction shall be recovered by the Owner out of the amounts payable to the
Contractor or from any Bank Guarantees or Deposits furnished by the Contractor or
the Retention Money retained from the Bills of the Contractor, either under this
contract or any other contract.
ii) The Contractor shall be entitled to give an acceptable unconditional Bank Guarantee in
lieu of such a deduction if Contractor desires any decision on a request for time
extension.
iii) Once a final decision is taken on the request of the Contractor or otherwise, the price
reduction shall be applicable only on the basic cost of the contract and on each full
completed week(s) of delay (and for part of the week, a pro-rata price reduction
amount shall be applicable).
iv) This final calculation of price reduction shall be only on the value of the unexecuted
portion/quantity of work as on the CDD.
v) Contractor agrees with the Owner, that the above represents a genuine pre- estimate of
the damages which the Owner will suffer on account of delay in the performance of the
work by Contractor. The Contractor further agrees that the price reduction amount is
over and above any right which owner has to risk purchase under Clause 12.4 and any
right to get the defects in the work rectified at the cost of the contractor.
11. DEFECTS AFTER TAKING OVER OR TERMINATION OF WORK CONTRACT BY

OWNER
The Contractor shall remain responsible and liable to make good all losses or damages
that may occur/appear to the work carried out under this Contract within a period of 12
months from date of issue of the Completion Certificate and/or the date of Owner
taking over the work, whichever is earlier. The Contractor shall issue a Bank Guarantee
® to the Owner in the sum of 10% of the work entrusted in the Contract, from a bank
from the list of banks whose bank guarantees are acceptable to the Owner (list
enclosed) and if however, the Contractor fails to furnish such a Bank Guarantee the
Owner shall have right to retain the Security Deposit and Retention Money to cover the
10% of the Guarantee amount under this clause and to return/refund the same after the
expiry of the period of 12 months without any interest thereon. (Please refer to clause 4.
Deposits)
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12. TERMINATION OF CONTRACT
12.1 The owner may terminate the contract at any stage of the construction for reasons to
be recorded in the letter of termination.
12.2 The Owner inter alia may terminate the Contract for any or all of the following reasons
that the contractor
a) has abandoned the work/Contract.

b) has failed to commence the works, or has without any lawful excuse under these
conditions suspended the work for 15 consecutive days.
c) has failed to remove materials from the site or to pull down and replace the work within
15 days after receiving from the Engineer written notice that the said materials or
work were condemned and/or rejected by the Engineer under specified conditions.
d) has neglected or failed to observe and perform all or any of the terms acts, matters or
things under this Contract to be observed and performed by the Contractor.
e) has to the detriment of good workmanship or in defiance of the Engineer's instructions to
the contrary sub-let any part of the Contract.
f) has acted in any manner to the detrimental interest, reputation, dignity, name or
prestige of the Owner.
g) has stopped attending to work without any prior notice and prior permission for a
period of 15 days.
h) has become untraceable.
i) has without authority acted in violation of the terms and conditions of this contract
and has committed breach of terms of the contract in best judgement of the
owner.
j) has been declared insolvent/bankrupt.
k) in the event of sudden death of the Contractor.
12.3 The owner on termination of such contract shall have the right to appropriate the
Security Deposit, Retention Money and invoke the Bank Guarantee furnished by the
contractor and to appropriate the same towards the amounts due and payable by the
contractor as per the conditions of Contract and return to the contractor excess
money, if any, left over.
12.4 In case of Termination of the contract, Owner shall have the right to carry out the
unexecuted portion of the work either by themselves or through any other contractor(s) at
the risk and cost of the Contractor. In view of paucity of time, Owner shall have the right to
place such unexecuted portion of the work on any nominated contractor(s). However, the
overall liability of the Contractor shall be restricted to 100 % of the total contract value.
® 12.5 The contractor within or at the time fixed by the Owner shall depute his authorised
representative for taking joint final measurements of the works executed thus far and
submit the final bill for the work as per joint final measurement within 15 days of the date
of joint final measurement. If the contractor fails to depute their representative for joint
measurement, the owner shall take the measurement with their Engineer-in-
Charge/Site-in-Charge or any other outside representatives. Such a
measurement shall be final and binding on the Parties and shall not be questioned by
the Contractor and no dispute can be raised by the Contractor on the same.
® REVISION: PROC-043/16.03.2020
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12.6 The Owner may enter upon and take possession of the works and all plant, tools,
scaffoldings, sheds, machinery, power operated tools and steel, cement and other
materials of the Contract at the site or around the site and use or employ the same for
completion of the work or employ any other contractor or other person or persons to
complete the works. The Contractor shall not in any way object or interrupt or do
any act, matter or thing to prevent or hinder such actions, other Contractor or
other persons employed for completing and finishing or using the materials and
plant for the works. When the works shall be completed or as soon thereafter the
Engineer shall give a notice in writing to the Contractor to remove surplus
materials and plant, if any, and belonging to the Contractor except as provided
elsewhere in the Contract and should the Contractor fail to do so within a period of 15
days after receipt thereof the Owner may sell the same by public auction and shall
give credit to the contractor for the amount realised. The Owner shall thereafter
ascertain and certify in writing under his hand what (if anything) shall be due or
payable to or by the Owner for the value of the plant and materials so taken
possession and the expense or loss which the Owner shall have been put to in
procuring the works, to be so completed, and the amount if any, owing to the
Contractor and the amount which shall be so certified shall thereupon be paid by the
Owner to the Contractor or by the Contractor to the Owner, as the case may, and the
Certificate of the Owner shall be final and conclusive between the parties.
12.7 When the contract is terminated by the Owner for all or any of the reasons mentioned
above the Contractor shall not have any right to claim compensation on account of
such termination.
® 13. FORCE MAJEURE
Circumstances leading to force majeure
(a) act of terrorism;
(b) riot, war, invasion, act of foreign enemies, hostilities (whether war be declared or
not), civil war, rebellion, revolution, insurrection of military or usurped power;
(c) ionising radiation or contamination, radio activity from any nuclear fuel or from
any nuclear waste from the combustion of nuclear fuel, radioactive toxic
explosive or other hazardous properties of any explosive assembly or nuclear
component;
(d) epidemics, earthquakes, flood, fire, hurricanes, typhoons or other physical

natural disaster, but excluding weather conditions regardless of severity; and
(e) freight embargoes, strikes at national or state-wide level or industrial disputes at

a national or state-wide level in any country where Works are performed, and
which affect an essential portion of the Works but excluding any industrial
dispute which is specific to the performance of the Works or the Contract.
For the avoidance of doubt, inclement weather, third party breach, delay in supply of
materials (other than due to a nationwide transporters’ strike) or commercial hardship
shall not constitute a Force Majeure event.
29 | P a g e
• Notification of Force Majeure
Contractor shall notify within [10(ten)] days of becoming aware of or the date it
ought to have become aware of the occurrence of an event of Force Majeure
giving full particulars of the event of Force Majeure and the reasons for the event
of Force Majeure preventing the Affected Party from, or delaying the Affected
Party in performing its obligations under the Contract.
• Right of either party to terminate
If an event of Force Majeure occurs and its effect continues for a period of 180
(one hundred eighty days) or more in a continuous period of 365 (three hundred
sixty-five) days after notice has been given under this clause, either Party may
terminate the Contract by issuing a written notice of 30 (thirty) days to the other
Party.
• Payment in case of termination due to Force Majeure
The Contract Price attributable to the Works performed as at the date of the
commencement of the relevant event of Force Majeure.
The Contractor has no entitlement and Owner has no liability for:
a) any costs, losses, expenses, damages or the payment of any part of the
Contract Price during an event of Force Majeure; and
b) any delay costs in any way incurred by the Contractor due to an event of Force
Majeure.
Time extension for such cases will be worked out appropriately.
14. ARBITRATION
14.1 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.
14.2 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
® REVISION: PROC-021/01.07.2017
30 | P a g e
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.
14.3 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.
14.4 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.
14.5 The Award of the Sole Arbitrator shall be final and binding on the parties to the
Agreement.
14.6 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.
14.7 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.
14.8 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 R 40,000/- per case for transportation
contracts and R 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
14.9 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.
14.10 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.
14.11 The Appointing Authority is the Functional Director of Hindustan Petroleum Corporation
Limited.
(Note:- * = While printing the GTCs, each Procurement Authorities at various

location, may mention the correct place before printing the GTC and not leave Clause
14.10 blank or as stated above. Bracketed portion is to be removed.
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®
14A CONCILIATION
The Parties to the contract may seek to resolve all their disputes and differences amicably
by Conciliation in accordance with the Conciliation Rules of HPCL (as in force and may
be amended from time to time), provided however that the disputes/ differences amount
to a claim in excess of Rs. One Crore. If however the disputes or differences are not
resolved by conciliation, the Parties shall be free to approach a Court of competent
jurisdiction. (The HPCL Conciliation Rules are attached).
15. GENERAL
15.1. Materials required for the works whether brought by the or supplied by the Owner
shall be stored by the contractor only at places approved by Engineer-in-
Charge/Site-in-Charge. Storage and safe custody of the material shall be the
responsibility of the Contractor.
15.2. Owner and/or Engineer-in-Charge/Site-in-Charge connected with the contract,
shall be entitled at any time to inspect and examine any materials intended to be
used in or on the works, either on the site or at factory or workshop or at other
place(s) manufactured or at any places where these are laying or from which these
are being obtained and the contractor shall give facilities as may be required for such
inspection and examination.
15.3. In case of any class of work for which there is no such specification supplied by the
owner as is mentioned in the tender documents, such work shall be carried out in
accordance with Indian Standard Specifications and if the Indian Standard
Specifications do not cover the same the work should be carried out as per standard
Engineering practice subject to the approval of the Engineer-in-Charge/Site-in-
Charge.
15.4. Should the work be suspended by reason of rain, strike, lockouts or other cause the
contractor shall take all precautions necessary for the protection of the work
and at his own expense shall make good any damages arising from any of these
causes.
15.5 The contractor shall cover up and protect from injury from any cause all new work
also for supplying all temporary doors, protection to windows and any other
requisite protection for the whole of the works executed whether by himself or
special tradesmen or subcontractors and any damage caused must be made
good by the contractors at his own expense.
15.6 If the contractor has quoted the items under the deemed exports, then it will be the
responsibility of the contractor to get all the benefits under deemed exports from the
Government. The Owner’s responsibility shall only be limited to the issuance of
required certificates. The quotation will be unconditional and phrases like “subject to
availability of deemed exports benefit” etc. will not find place in it.
16. Integrity Pact : Effective 1st September, 2007, all tenders and contracts shall comply with
the requirements of the Integrity Pact (IP) if the value of such tenders or contracts is r 1
crore & above. Failure to sign the Integrity Pact shall lead to outright rejection of bid.
17. Grievances of parties participating or intend to participate in the tender shall
be addressed in writing to the officer designate of the Grievance
Redressal Cell where the tenders have to be submitted within the stipulated
period. Detailed mechanism of Grievance Redressal is available on the
HPCL website
18. The guidelines for Holiday Listing as adopted and available on HPCL website
shall be applicable to all tenders floated and all Purchase Orders/Contracts
placed by HPCL.
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32 | P a g e
Sr. No. 12
Sr. No. 12
Sr. No. 12
Sr. No. 13
Sr. No. 13
Sr. No. 14
ANNEXURE 5a: CONCILIATION CLAUSE &
SECTION IV - ANNEXURES HPCL CONCILIATION RULES,2019
ANNEXURE –5a
5a. CONCILIATION CLAUSE
The parties to the contract may seek to resolve all their disputes and differences
amicably by conciliation in accordance with the Conciliation Rules of HPCL ( as in
force and may be amended from time to time ) , provided however that the disputes(s)/
difference(s) amount to a claim is in excess of Rs. One Crore. If however the disputes
or differences are not resolved by Conciliation, the Parties shall be free to approach a
Court of competent jurisdiction. (The HPCL Conciliation Rules are attached)
® REVISION: PROC-043/16.03.2020
1 |Page
HPCL CONCILIATION RULES, 2019
Background
Part III of the Arbitration and Conciliation Act, 1996 makes provisions for alternative dispute
resolution through Conciliation, which is emerging as an effective dispute resolution mechanism for
Public Sector Enterprises in India.
HPCL intends to increasingly focus on Conciliation as a dispute resolution mechanism and hereby
frames the present Rules in conformity with Part III of the Arbitration and Conciliation Act, 1996 for
speedier, cost-effective and amicable settlement of disputes through Conciliation.
1. Title and Commencement
a. These Rules shall be called the HPCL Conciliation Rules, 2019.

b. It shall come into force on 16 March 2020.
2. Definitions
a) “Act” means Arbitration and Conciliation Act, 1996 as amended from time to time.
b) “Conciliation” means a dispute resolution process whereby the Parties by mutual consent
appoint a Conciliator or a Settlement Advisory Committee (SAC) to assist them in their attempt
to reach an amicable settlement of their dispute(s) arising out of a defined legal relationship,
contractual or otherwise.
c) “Conciliator(s)” means the Conciliator appointed in accordance with these Rules.
d) “HPCL” means HINDUSTAN PETROLEUM CORPORATION LIMITED, having its
registered office at 17, Jamshedji Tata Road, Churchgate, Mumbai-400020.
e) “Panel of Conciliators” means the list of eligible persons selected by HPCL to act as
Conciliators in conciliation proceedings under these Rules.
f) “Party” means a Party to a contract with HPCL or a Party to a Conciliation proceeding under
these Rules. Further, “Party” means HPCL or the other party to the Conciliation proceeding
individually, and “Parties means both of them collectively.
g) “Rules” means the HPCL Conciliation Rules, 2019 (as amended from time to time).
h) “Settlement Advisory Committee” or “SAC” means the Committee of Conciliators appointed
under Rule 5 of these Rules.
i) “Settlement Agreement” means the agreement arrived between the Parties in settlement of
theirs dispute(s), which is the subject matter of Conciliation.
j) “Working Day” means any of the five days between Monday to Friday, including both Monday
and Friday, between 10.00 AM to 5.00 PM (Indian Standard Time), excluding Gazetted
holidays and all other holidays declared by the Govt. of India or HPCL.
k) The masculine gender shall include female and neutral genders and vice-versa. The singular
shall include the plural and vice-versa.
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3. Scope and Applicability
a) These Rules shall apply to any dispute, arising out of or relating to a contractual or defined
legal relationship in the form of a contract involving HPCL as a Party, and which involves
construction, works, engineering, EPC or Supply or any other contract of a similar nature,
where the Parties seeking an amicable settlement of their disputes have agreed that these Rules
shall apply. These Rules shall, however, not apply to disputes arising out of or relating to
MS/HSD/LPG/SKO/Lube Dealership/Distributorship Agreements and Agreements for Bulk or
Packed Road Transportation of Petroleum Products. If the dispute is not settled by Conciliation
within 8 (eight) months of the initiation of conciliation or such further period as the parties
shall agree in writing, the Conciliation proceedings shall terminate and the Parties shall be free
to approach a Court of law.
Provided that these Rules shall be applicable only if:
i) the dispute arose out of a contract, agreement or other defined legal relationship
that has been successfully completed or is ongoing. No dispute arising out of a
contract, agreement or other defined legal relationship that has been abandoned
by either of the Parties would be covered under these Rules.
ii) the date of request for the conciliation is made during the Contract or within 6
months after the Contractual Delivery Date/ Contractual Completion Date or
the extended CDD/CCD.
iii) the dispute involves claims of an amount not less than ₹ One Crore.
b) The scope of Conciliation under these Rules shall encompass both domestic and international
disputes of a private law nature, whenever/wherever a settlement is possible.
c) Pendency of judicial or similar proceedings shall not constitute any bar on commencement of
Conciliation proceedings under these Rules, even if the proceedings under these Rules are on
the same subject matter/issue.
d) During the pendency of the Conciliation proceedings, the Parties shall not initiate any judicial
or similar proceedings in respect of the dispute which is the subject matter of Conciliation,
and if any such proceedings have been initiated prior to the commencement of the
Conciliation proceedings, the Parties shall maintain status quo in respect thereof as long as
the Conciliation proceedings are pending.
e) These Rules shall however not apply to dispute(s)/ claims which are barred by limitation, or
which, by virtue of any law for the time being in force in India, may not be submitted to a Court
or Conciliation.
f) These Rules shall be subordinate to and supplementary to Part-III of the Arbitration and
Conciliation Act, 1996 and the Act will prevail over the Rules to the extent of inconsistency,
if any.
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g) These Rules are broad standard Conciliation procedures meant for a flexible, systematic,
expeditious and amicable settlement of disputes and Parties may mutually agree in writing to
make appropriate adjustments/ changes, and such mutually agreed departures/ deviations from
any of these Rules shall not in any circumstances render a Conciliation proceeding or any
Settlement Agreement reached pursuant thereto invalid, illegal or void.
h) Subject to subsequent agreement between the Parties, Conciliation under these Rules may be
invoked, even if Conciliation is not the prescribed dispute settlement mechanism or these Rules
are not the prescribed Conciliation Rules under the relevant contract/agreement.
i) Raising of any issue or point of dispute, by any Party in writing or otherwise in any
communication (electronic or otherwise) between the Parties (without its resolution) shall not
be considered as seeking Conciliation under these Rules, unless such Conciliation proceedings
are formally invoked in writing under these Rules by a Party, stating clearly the subject matter
in dispute/ difference and seeking the consent of the other Party(ies) for Conciliation. Every
Conciliation shall commence only if the other Party(ies) accept(s) in writing its willingness to
enter into Conciliation.
4. Panel of Conciliators
a) HPCL shall, with the approval of Director (HR) of HPCL, prepare and maintain a Panel of
Conciliators, consisting of persons having good standing in the field of Oil and Gas, Refineries,
Marketing of Petroleum Products, Engineering and Projects, Law or Justice within sixty (60)
days of these Rules coming into force. The Panel will be updated from time to time as required.
The Director (HR) of HPCL may add any name to or delete any name from the Panel of
Conciliators.
b) The Conciliators in the Panel of Conciliators, shall be independent persons, who are not serving
employees, or consultants or advisers of HPCL.
c) Persons who have attained the age of 70 years will automatically cease to be on the Panel of
Conciliators. In case where a Conciliator has been appointed and during the pendency of
conciliation proceedings, he/she attains the age of 70 years, he/she will continue to be a
conciliator till completion of the conciliation proceedings, whether by means of a Settlement
or Termination of the Conciliation Proceedings or otherwise as provided under the Act.
d) All the members of the Panel shall have equal status and parties will not have any right to
challenge the appointment of a Conciliator on the ground that its nominee Conciliator has
higher status than the other Conciliator.
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e) The following persons may be enlisted in the panel of Conciliators:-
i.Retired Chairman & Managing Director, Retired Functional Directors of any

Central Public Sector Enterprise in India.
ii.Independent experts in the field of Oil and Gas, Construction or Engineering
and Projects (a) having minimum 25 years’ experience; (b) being preferably
registered with an institute of arbitration in India and (c) having experience of
handled at least one or more arbitration or conciliation.
iii.Retired Judges of the Supreme Court of India & High Courts in India.
iv.Retired PSU employees of and above the level of Chief General manager of a
Schedule ‘A’ PSU in India.
v.Legal practitioners/ Advocates having minimum experience of (a) 25 years post
enrollment (in case of practicing advocates) in High Courts/ Supreme Court or
(b) 25 years post qualification (in case of in house counsel).
f) The Panel of Conciliators shall contain an Annexure, giving details of the qualifications of the
Conciliators, including professional and technical experience.
g) A person shall be empaneled as a Conciliator only after obtaining his consent to be so

empaneled.
h) A person in the Panel of Conciliators shall not be entitled to any monetary benefit or
remuneration/fees or any other facility only by virtue of his/her name being in the Panel of
Conciliators. He will be entitled for fees, etc. only when he/she is actually appointed as a
Conciliator or forming a part of a SAC in relation to a specific dispute under these Rules. An
appointment on the Panel of Conciliators under sub-rule (a) shall ordinarily be for a period of
3 (three) years from the date of appointment. Such period may be extended or curtailed at the
discretion of HPCL.
i) Removal of a person from the Panel of Conciliators shall not have the automatic effect of
removal/withdrawal of the said person from an existing Conciliation Proceeding in which such
person is acting as a Conciliator, unless the said Conciliator is removed specifically from the
dispute in question.
j) Disqualifications of persons as Conciliators and/ or removal:

The following persons shall be deemed to be disqualified for being empaneled as Conciliators,
and if already empaneled/ appointed, shall be liable to be removed:
1) A person who has been adjudged as insolvent or is of unsound mind or physically

incapable of performing the work of a Conciliator.
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2) A person against whom criminal charges are framed by a criminal court and are
pending for final disposal or, who has been convicted by a criminal court/ Tribunal
for any offence and a sentence of fine or imprisonment has been passed against him.
(This will not include fines for petty cases like traffic violation or penalties given
purely because the person held a particular office {like an occupier in a factory}
provided he has no personal involvement in the same).
3) A person against whom disciplinary proceedings have been initiated by the
appropriate disciplinary authority and are pending or, has resulted in a punishment.
4) A person against whom an adverse report/ remark is received from the Vigilance
Department of HPCL or the CVC or CBI or the Government of India, which lends
doubts as to the integrity of the person or otherwise makes him unsuitable to hold
the position.
k) Provided always that HPCL may, in its sole discretion, change the eligibility criteria or modify/
rescind any portion or the whole of these Rules or not include any person as a Conciliator in
its Panel, without assigning any reasons and such decision shall not be called in question by
any person/ party.
5. Composition of the Conciliation Tribunal
a) Conciliator(s) shall be appointed by the mutual consent of the Parties from the Panel of
Conciliators maintained by HPCL in respect of a particular dispute. There shall be a Sole
Conciliator in Conciliation proceedings where the disputed claim (or all claims put together)
is less than ₹ 5,00,00,000 (Rupees Five Crores). However, where the disputed claims are more
than ₹ 5,00,00,000 (Rupees Five Crores), the Conciliation Tribunal shall consist of two
Conciliators. In case of 2 Conciliators, each Party to the Dispute shall appoint one Conciliator
each from the Panel maintained by HPCL.
b) In case the Parties fail to agree on a Conciliator(s) from the Panel of Conciliators maintained
by HPCL, the Parties shall be at liberty to mutually agree to appoint any other Conciliator(s),
who is/are not in the Panel of Conciliators maintained by HPCL.
c) The Conciliator(s), as and when appointed by the Parties for a specific Conciliation proceeding,
shall constitute and function by the name and style of “Settlement Advisory Committee” or
“SAC” in regard to the dispute(s) referred for Conciliation and shall conduct Conciliation
proceedings under these Rules. The SAC can be of a sole conciliator or of 2 conciliators.
d) When a person is approached in connection with his possible appointment as a Conciliator in

respect of a specific dispute, he shall disclose any circumstances likely to give rise to justifiable
doubts as to his impartiality or independence. A Conciliator, from the time of his appointment
and throughout the Conciliation proceedings shall, without any delay, disclose any such
circumstances to the Parties, unless they have already been informed of such circumstances.
Such person shall not act or continue to act as a Conciliator if either Party objects to his so
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acting or continuing to act due to the existence of such circumstances. Such circumstances shall
include:
 An interest in or connection with the subject matter of the dispute,
 A relationship with a party, including a relationship of lawyer and client.
e) On the appointment of a Conciliator in respect of a specific dispute, the Conciliator shall give
a Declaration as per Schedule-A of these Rules.
f) If a Conciliator withdraws himself or he/she is removed by the Parties from a Conciliation

Proceeding on the ground of continued absence for any three scheduled meetings/hearings or
is otherwise unavailable for the Conciliation proceeding for no justifiable reason(s) or does not
hold conciliation proceedings or cannot act further because of the objection of a party under
sub-rule d) above or any reason which disqualifies him, the parties may appoint an alternative
Conciliator in the same manner as contemplated herein.
g) The appointment will take effect from the date of such intimation about the constitution of the
Conciliation Tribunal.
h) If any appointed Conciliator resigns or dies or is unable to perform his functions during the
Conciliation, then HPCL may terminate the appointment of such Conciliator and inform him
and the parties accordingly. The Parties shall take further steps to fill up the vacancy so caused
as per 5(a) above.
i) No person shall be appointed as a Conciliator in respect of more than three disputes at a time.
6. Commencement of Conciliation
a) HPCL or the Party who has entered into a contract of the nature stated in 3(a) above with
HPCL, and who wishes to settle any dispute, shall serve a written notice/invitation for
Conciliation Proceedings under these Rules, to the other Party. This will be done only after
the normal official avenues of resolving disputes under any contract or existing practice are
exhausted.
b) A written notice/invitation for Conciliation proceedings shall, inter alia, contain the following
details:
i. Identity of the Party giving the written notice/invitation - name, official address, email
address, contact number(s), official representative, etc.
ii. Specific consent of the party for Conciliation under these Rules.
iii. Name of proposed Conciliator(s) from the Panel of Conciliators maintained HPCL.
iv. Details of the contract, a brief description of the dispute which is sought to be settled
through Conciliation, details of the amounts claimed and the total amount claimed.
v. A statement that there are no other issues or disputes.
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vi. Where a No Claims/Dues Certificate has been issued to HPCL, a statement that the claims
are pertaining only to those items which have been specifically excepted and mentioned
as exceptions in the said No Claims/Dues Certificate.
vii. An undertaking that:
 No interest shall be claimed in any judicial or similar proceedings or during
conciliation, for the period commencing from the date of written
notice/invitation for Conciliation, upto the completion/ conclusion of the
Conciliation by a Settlement Agreement or Termination or otherwise in terms
of these Rules.
 Not to initiate any judicial or similar proceedings in respect of the dispute
mentioned in the written notice/invitation for Conciliation during the pendency
of the Conciliation proceedings and, if any such proceedings have been initiated
prior to the written notice/invitation for Conciliation, that the party agrees to
maintain status quo in respect thereto during the pendency of the Conciliation
proceedings.
c) The Party receiving the written notice/invitation for Conciliation may, within 30 (thirty) days
of receipt of the notice/invitation, accept the invitation for Conciliation wholly, or may accept
the invitation only in respect of some claims mentioned in the written notice/ invitation and not
in respect of the rest of the claims, or on the condition that its dispute/ claim(s) with the other
party may also be settled through Conciliation under these Rules. Such limited or conditional
acceptance shall constitute a counter-invitation for Conciliation. In case of a counter-
invitation, the first Party shall within 15 (fifteen) days of receipt of the counter-invitation give
its reply as afore-stated. The Party accepting the invitation for Conciliation or giving the
counter-invitation for Conciliation, as the case may be, shall also comply with the requirements
of sub-rule (b) above, to the extent applicable.
d) If no reply under sub-rule (c) is received from the other Party, on whom written
notice/invitation/counter invitation for Conciliation under sub-rule (a) or sub rule (c) has been
served, the invitation/counter invitation for Conciliation may be treated as ‘rejected’.
e) Conciliation proceedings under these Rules shall be deemed to commence on the day the party
giving the invitation/counter-invitation for Conciliation receives a written intimation of
acceptance of such invitation/counter invitation from the other party (Commencement). For
Conciliation proceedings with more than two Parties, such proceedings shall be deemed to
commence on the day the last intimation of acceptance of invitation/counter-invitation for
Conciliation is received from a Party.
f) If the Parties fail to agree on appointment of Conciliator(s) and constitution of SAC within 60
(sixty) days of the Commencement of the Conciliation proceedings as per sub rule (e) above
or such extended time period as agreed between/amongst the Parties, whichever is longer, the
efforts of dispute settlement through Conciliation shall be treated as ‘failed’.
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7. Conciliation Proceedings
a) Upon his appointment, the conciliator may request each party to submit to him a brief statement
in writing describing the general nature of the dispute, the points at issue and the amount, if
any, of the claim(s) and counter claim(s). Each party shall send a copy of such statement to the
other party. At any stage of the conciliation proceedings the conciliator may request a party to
submit to him such additional information as he deems appropriate.
b) The SAC may, if it considers necessary, permit or request the Parties to submit further written
statement(s) along with other documents/evidence in support thereof.
c) The first meeting of the Parties shall be called by the SAC, after consulting the Parties involved,
at a convenient date and time, within 10 (ten) working days of receipt of written statement
mentioned in the preceding sub-rule (a) and sub-rule (b). During the first meeting, a tentative
time-frame and broad work-schedule of the Conciliation proceedings shall be finalized by the
SAC after due consultation with and consent of the Parties.
d) The SAC shall, as much as possible, proceed with the Conciliation proceeding on an issue by
issue basis, after proper identification of the relevant issues with the consent of the Parties.
e) The SAC, with the consent of the Parties, may also call for material witness(es) to assist the
Committee.
f) Each Party shall send a copy of its communication, written submission and all other
document(s) filed before the SAC to the other Party.
g) Opportunity shall be given to the Parties during the Conciliation proceedings to openly and
fearlessly express their views so as to enable the Parties to better understand and appreciate
each other’s viewpoints.
h) It shall be open to the Parties or the Conciliator(s) to make any proposal or counter proposal
for amicable settlement of the dispute at any time during the Conciliation proceeding. The SAC
may also make such proposal after consulting and hearing the Parties.
i) All the parties shall commit to participate in the proceedings in good faith with the intention to
settle the dispute(s), if possible.
8. Representation, venue and other broad principles
a) Advocates shall not be allowed to participate in the Conciliation Proceedings under these Rules
and Parties shall plead their own cases.
b) Parties shall, however be free to appoint their employees, officers, directors or in-house Law
Officers to plead their own cases.
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c) Unless otherwise agreed between the Parties, Conciliation proceedings under these Rules may
be held at the registered office of HPCL at 17, Jamshedji Tata Road, Churchgate, Mumbai-
400020 or any other office of HPCL.
d) Unless the parties have agreed upon the place where meetings with the conciliator are to be
held, such place shall be determined by the conciliator, be convenient to both parties and take
into consideration the circumstances of the conciliation proceedings.
e) Equal opportunities shall be given to the Parties to express their views before the SAC and the
SAC shall make utmost efforts to ensure that the Conciliation proceedings are conducted in a
friendly and conducive manner.
f) Representation of the Parties may be oral or in writing. Only if both Parties agree to in writing,
then minutes of the meetings/hearings may be recorded in broad general terms, without
however, recording adversarial submissions/ claims or stand of either party on the same, if any.
Copies of such minutes of meetings shall be sent to the Parties within 7 (seven) working days
of each meeting/hearing. No such minutes shall constitute any evidence as to the stand of either
party and shall not be used in evidence before any Court of law. If Minutes are not agreed by
either Party it shall not be made or issued. Only a record of Attendance of a meeting/
Attendance Sheet shall be made in such cases.
g) Best efforts shall be made to ensure that Conciliation proceedings are conducted in a time-
bound manner without, however, diluting procedural flexibility of such proceedings.
h) The language of the Conciliation proceedings under these Rules shall be English.
9. Role of Settlement Advisory Committee/ Conciliators
a) The Settlement Advisory Committee shall attempt to facilitate resolution of the dispute(s) by
the Parties, and communicate the view of each party to the other, assist them in identifying
issues, reduce misunderstandings, clarify priorities, explore areas of compromise and generate
options in an attempt to resolve the dispute(s), emphasizing on the benefits of settlement.
b) The SAC shall encourage the Parties to meet and discuss amongst themselves for an amicable
settlement of the dispute(s) referred.
c) The SAC shall be guided by the principles of objectivity, fairness and justice and shall assist
the Parties in an independent and impartial manner to reach an amicable settlement of
dispute(s).
d) The SAC shall conduct Conciliation proceedings in conformity with these Rules and Part-III
of the Arbitration and Conciliation Act, 1996 to the maximum extent possible, but shall be
flexible with appropriate adjustments, whenever required or whenever the Parties make joint
request.
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e) The broad approach of the SAC shall be speedy, efficient and amicable `settlement of disputes,
without however diluting objectivity of approach, principles of natural justice and established
principles of law.
f) The SAC shall act more as facilitators, rather than as judges/umpires/arbitrators and shall not
impose any view or terms of settlement on any of the Parties.
g) The SAC may suggest to either of the Parties or both of them, the possible terms of a settlement
for their consideration. If such possible terms of a settlement are given, then both parties shall
comment on the same and after considering the comments, the SAC may offer a revised terms
of settlement for consideration.
h) Unless it is signed by both the Parties to the Dispute/ Conciliation, no “terms of settlement”
which are proposed or commented upon, shall be binding upon either Party or held against it.
10. Time Frame
a) The SAC shall attempt to dispose of the entire Conciliation proceedings within a time frame
of 6 (six) months from the date of constitution of the SAC, but the same may be extended with
the mutual consent of the Parties, for a period not exceeding 2 (two) months.
b) Notwithstanding sub rule (a), a Settlement Agreement signed after the 8 (eight) months period
stipulated in sub-rule (a) shall not become void or unenforceable merely because such
agreement has been signed after the stipulated 8 (eight) months period.
c) Notwithstanding sub rule (a), the SAC may terminate the Conciliation proceedings any time
before the expiration of the 6 (six) months stipulated in sub-rule (a) if it is of the view that
because of the vastly divergent, extreme and/or rigid views of the Parties or non-cooperation/
response of any one party or both parties or for any other substantial reason it is no longer
possible or practicable to meaningfully conduct the Conciliation proceedings.
d) The total number of meetings of the SAC/ hearings in a Conciliation proceeding shall not be
more than 6 (Six), unless otherwise agreed between the parties in consultation with the SAC.
11. Conciliator’s fee
a) Each Conciliator constituting the SAC shall be entitled to the following fees:-
i. a fee of ₹ 40,000/- (Rupees Forty Thousand only) for each hearing/meeting.
ii. a lump sum reading fee of ₹ 40,000/- (Rupees Forty Thousand only).
iii. a lump sum facilitation fee of ₹ 40,000/- (Rupees Forty Thousand only) if a draft Settlement
Agreement is prepared by the SAC.
b) Provided that the total fees payable shall not exceed a maximum of ₹ 4,00,000/- (Rupees Four
Lacs only) per Conciliator per dispute (case referred for Conciliation) excluding service tax.
This is unless otherwise agreed to in writing by both the Parties.
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c) In addition to the fees and expenses stated in sub-rule (a) above, the SAC shall be entitled to
incur for themselves secretarial services at a lump sum amount of ₹25,000/- (Rupees Twenty
Five Thousand only). The SAC/ Conciliators will make its own arrangements for secretarial
services. The SAC/ Conciliators shall make their own local travel arrangements.
d) If the Conciliation Proceedings are held at a place other than the location/ residence of the
Conciliator (outstation visit), then each such Conciliator shall also be entitled for
reimbursement of (i) actual rail/ air travel expenses, (ii) expenses for suitable Hotel
Accommodation, (iii) meals and local travel on actual basis. The accommodation to the
Conciliator(s) shall be provided at the guest houses of HPCL, where available.
e) In all cases the fees and expenses of conciliation mentioned above shall be borne equally by
the Parties. Further, the Parties shall pay and bear their respective share of the fees and expenses
within 30 (thirty) days from the date of first meeting/ hearing, to the Conciliators as directed
by the SAC or to such an account as may be designated by them. The process and payment
stage can be agreed and varied by the consent of the Parties and the Conciliator(s).
f) Final account towards fees, payment for secretarial services and other expenses of the
Conciliation proceedings shall be reconciled and settled between the Parties and the SAC on
the termination of the Conciliation proceedings. In case of signing of a Settlement Agreement,
the fees and expenses as determined by the SAC as per these Rules shall be paid by the Parties
within 30 (thirty) days of the signing the Settlement Agreement.
g) In the event where the dispute does not involve any monetary claim or disputed amount cannot
be quantified, then the Conciliator’s fees will be a consolidated sum of Rs.3.00 lakhs inclusive
of fees for hearing, study, facilitation, etc. Secretarial charges will be extra as per the above
provisions.
12. Non-disclosure of Information
When a Party to a Conciliation proceeding provides any information concerning any issue of
dispute to the SAC subject to a specific condition that such an information is to be treated
confidential, the SAC shall not disclose that information to the other Party.
13. Co-operation of Parties
a) The Parties shall, in good faith co-operate with the SAC and in particular will endeavor to
comply with any request of the SAC to submit written materials, provide evidence, give
clarification, attend meetings/hearings, etc.
b) Conciliation being an amicable dispute settlement mechanism, the Parties shall not take
adversarial roles, but instead make every possible effort to understand and appreciate the other
Party’s viewpoints without, however, diluting the correct factual position.
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c) The Parties shall make every possible effort to render optimum co-operation for a speedy,
efficient and mutually acceptable amicable resolution of disputes.
d) The Parties shall not in any manner make any attempt to unduly influence the Conciliation
proceedings or the SAC by way of inducement in any form or manner and shall conduct
themselves with full dignity, honesty and integrity.
e) Notwithstanding that any Conciliation Proceedings have commenced or continued between the
Parties, no work shall be stopped by a Contractor merely because of the pendency of disputes
before Conciliation. Every work including extra work shall have to be carried out and
performed as per the terms of the contract, by a contractor irrespective of the pendency of
conciliation proceedings.
14. Agreement of Settlement
a) After discussing with and hearing the Parties involved, if the SAC is of the view that there exist
circumstances for a settlement of the dispute, the SAC shall formulate the draft terms of a
possible settlement and submit the same to the Parties for their consideration and comments.
b) If any part of the draft terms of settlement is not acceptable to any of the Parties, further
meetings/hearings shall be held for possible resolution till mutually acceptable terms are
reached.
c) When a settlement can be arrived at only in regard to any one or only some of the issues referred
for Conciliation, an Agreement of Settlement may be signed in regard to the said issue(s), but
not the others. Such a Settlement shall be binding on only that one or only some of the issues
which are Settled and not the others, unless otherwise agreed upon in writing by both Parties.
d) An Agreement of Settlement shall contain a statement to the effect that each of the person(s)
signing: (I) is fully authorized by the respective Party he/she represents, (II) has fully
understood the contents of the same, (III) is signing the same out of complete free will and
consent, without any pressure or undue influence and (IV) the same shall be final and binding
on and enforceable against the Party and the persons who(m) he represents.
e) When an Agreement of Settlement is signed, the same shall be final and binding on the Parties
and the persons claiming under/ through them respectively.
f) The SAC shall authenticate the Agreement of Settlement. The Agreement of Settlement shall
be made in 2 Originals – one each for the two parties. If there are more Parties, then every
Party shall be given an original signed Agreement of Settlement and hence more originals shall
be made.
g) The settlement agreement shall have the same status and effect as if it is an arbitral award on
agreed terms on the substance of the dispute, under Section 30 of the Arbitration and
Conciliation Act, 1996.
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15. Confidentiality and Admissibility of Evidence in Other Proceedings
a) The SAC and the Parties shall keep confidential all information furnished, documents filed,
evidence produced/adduced during the course of the Conciliation proceedings and the contents
of any terms of settlement or draft Settlement Agreement or final Settlement Agreement, except
where its disclosure is necessary for purposes of implementation and enforcement of the
Settlement Agreement.
b) Confidentiality under these Rules shall extend to proposals, alternative proposals,

communications exchanged between/amongst the Parties, communications exchanged
between any of the Parties and the SAC or any of the Conciliators (in case of multi Conciliator
Committee), minutes of meeting/hearings, draft Settlement Agreement(s), expert opinions,
evidence of witness etc. in relation to the Conciliation proceedings.
c) Neither the Parties nor the Conciliator(s) shall rely upon or introduce as evidence or give
testimony regarding any of the following in any arbitration, judicial or similar proceedings:
i. A proposal or alternative proposal by a party, or the willingness of a party to
accept a proposal or alternative proposal during the Conciliation proceedings;
ii. Views expressed during the Conciliation proceedings in respect of a possible
settlement of a dispute or the terms of a possible settlement or otherwise;
iii. Statements or admissions made by a party in the course of the Conciliation
proceedings;
iv. Proposals or suggestions made or views expressed by the SAC;
v. A document prepared solely for purposes of the Conciliation proceedings.
d) The above provisions on confidentiality and admissibility of evidence of the aforesaid material/
matter shall also extend to any arbitration, judicial or similar proceedings relating to disputes,
which are not the subject matter of the same Conciliation proceedings.
e) No person who has been a part of the Conciliation proceedings including the Conciliator(s), a
Party, witness, or any third party, shall, unless required by applicable law or unless the Parties
agree otherwise in writing, give testimony in any arbitration or judicial or similar proceedings
concerning any aspect of the Conciliation proceedings, except in respect of a Signed Settlement
Agreement, if the veracity of the same is in question, doubt or challenge.
f) Subject to the limitations contained in this Rule, evidence that is otherwise admissible in
arbitration or judicial or similar proceedings does not become inadmissible merely as a
consequence of it having been used in a Conciliation proceeding.
16. Judicial or other Proceedings
a) During the course or pendency of a Conciliation proceeding under these Rules; the Parties shall
not initiate or take any step to initiate any judicial or other proceedings in respect of a dispute,
which is subject matter of a pending Conciliation proceeding and if any proceeding is already
pending, then the Party(ies) shall ensure that the same is kept in abeyance/ withdrawn.
® REVISION: PROC-043/16.03.2020
14 | P a g e
b) Subject to the above sub rule (a), reference of any dispute to Conciliation under these Rules
shall be without prejudice to any rights and interest of the Parties involved to resort to Court
or judicial proceedings, in case the Conciliation proceedings fails or terminates.
c) The Conciliation Proceedings under these Rules shall not be deemed to be Arbitration
proceedings and any agreement for conciliation shall not be deemed to be an agreement
between the parties for Arbitration.
17. Personal Exemption of Conciliators
a) A Conciliator shall be given full immunity by both Parties and shall not be held liable for
anything done or omitted to be done by him during the course of a Conciliation proceeding,
whether by way of any civil or criminal action or otherwise howsoever. No Conciliator shall
be summoned or presented by any party as a witness in any arbitration or judicial or similar
proceedings in regard to any information received or action taken by him during the course of
a Conciliation proceeding.
b) No Conciliator shall be engaged by the parties in any arbitration or judicial or similar

proceedings in respect of a dispute which is the subject matter of a Conciliation proceeding.
18. Termination of Conciliation proceedings

The Conciliation Proceedings are terminated:
i. By the signing of the Settlement Agreement by the Parties, on the date of the Agreement;
or
ii. By a written declaration of the SAC, after consultation with the Parties, to the effect that
further efforts at Conciliation are no longer justified, on the date of the declaration; or
iii. By a joint written declaration of the Parties addressed to the SAC to the effect that the
Conciliation proceedings are terminated, on the date of the declaration; or
iv. By a written declaration of one party to the other Party (or other parties) and the SAC, to
the effect that the Conciliation proceedings are terminated, on the date of declaration; or
v. On the expiration of the time period specified in Rule 10(a) above for the completion of a
Conciliation proceeding, or any agreed extension thereof by the Parties; or
vi. On the non-payment of fees/expenses as specified under Rule 11 by a Party; or
vii. On the failure of the Parties to appoint a Conciliator to constitute the SAC in accordance
with these Rules.
viii. On disqualification of a Conciliator who is part of the SAC.
19. Miscellaneous
The Management of HPCL may revise, amend or alter these Rules or the Schedule of Fees and
other charges to be charged and paid as and when it may think necessary.
Any matter not covered in these Rules shall be in accordance with the provisions of Part-III of
the Arbitration and Conciliation Act, and in general consonance with the intent of these Rules.
® REVISION: PROC-043/16.03.2020
15 | P a g e
SCHEDULE A
DECLARATION OF ACCEPTANCE AND INDEPENDENCE BY MEMBERS OF

SETTLEMENT ADVISORY COMMITTEE
Ref: Conciliation between ………………………………and ………………………….. arising out

of contract/agreement (insert details) ………………………….. dated……………
I, the undersigned, do hereby agree to serve, as a member of the Settlement Advisory Committee in
the referred case and hereby make the following declarations:
1. I am familiar with the requirements of the law, particularly the Arbitration and
Conciliation Act,1996 and HPCL Conciliation Rules, 2018.
2. I am available to serve as a Member of the Settlement Advisory Committee and I am

independent of any of the Parties involved in the referred Conciliation proceeding and
have no interest – business, financial or otherwise - in any part of the
contract/Agreement under reference or subject of the Conciliation proceeding. I am not
related to either of the two parties as a serving employee or consultant or Director or
Legal Adviser or a substantial shareholder or being a close relative of the owner of
either party or in any other manner which will affect my independence or impartiality.
3. I have not dealt earlier with the contract under reference or the subject matter of the
Conciliation proceeding in any manner or capacity, which could compromise my
ability, independence or impartiality to resolve the dispute(s).
4. In future I will not act as an arbitrator or as a representative or counsel of any Party in

any arbitration or judicial or similar proceedings in respect of the dispute which has
been referred and which is the subject matter of the Conciliation proceedings.
5. The fees and other facilities for conciliation, offered to and accepted by me will remain
fixed and under no circumstances will there be any demand from me for any alteration
or change or increase therein, under any nomenclature.
Date:
(Signature)
Name:
Address:
® REVISION: PROC-043/16.03.2020
16 | P a g e
Formats
Doc. Req'd
1 CPBG CPBG 26.07.2021.pdf - No
SECTION IV - ANNEXURES ANNEXURE 11: COMPOSITE BANK
GUARANTEE FOR MOBILISATION
ANNEXURE - 11
(SPECIMEN)
11. 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 goodsto/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 includes its successors and
assigns) at the request and on behalf of "the supplier" hereby agree to pay to "the Corporation"
without any demur on first demand an amount not exceeding r ...........
(Rupees.............................only) against any loss or damage, costs, charges and expenses
caused to or suffered by "the Corporation" by reason of non performance and fulfilment or for
any breach on the part of "the supplier" of any of the terms and conditions of the said "order".
2. We, ............................. Bank further agree that "the Corporation" shall be sole judge
whether the said "Supplier" has failed to perform or fulfill the said "order"in terms thereof
or committed breach of any terms and conditions of "the order" and the extent of loss,
damage, cost, charges and expenses suffered or incurred or would be suffered or incurred
by "the Corporation" on account thereof and we waive in the favour of "the Corporation" all
the rights and defences to which we as guarantors and/or "the Supplier" may be entitled to.
3. We, ................................. Bank further agree that the amount demanded by "the
Corporation" as such shall be final and binding on "the Bank" as to "the Bank" 's liability
to pay and the amount demanded and "the Bank" undertake to pay "the Corporation" the
1|Page
® 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 first demand and without any demur notwithstanding dispute
raised by "the Supplier" or any suit or other legal proceedings including arbitration or
conciliation pending before any court, tribunal or arbitrator or conciliator(s) relating
thereto, our liability under this guarantee being absolute and unconditional.
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 r is fully recovered from the running bills
and from the date of full recovery of the advance of r this guarantee
automatically, shall stand valid towards the % retention money/defects liability, fully
valid in all respects unto a further period of 3 (three) months, as per the Purchase
Order of "the Corporation".
6. Not withstanding anything contained herein above :
i. Our liability under this guarantee shall not exceed r ..........

ii. This Bank Guarantee shall be valid upto and including .......; and
iii. We are liable to pay the guarantee amount or any part thereof under this Bank
Guarantee only and only if you serve upon us a written claim or demand on or before the
expiry of 30 days from the date of expiry of this guarantee.
7. We, ........................................ Bank furtherundertake 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".
® REVISION: PROC-043/16.03.2020
2 |Page
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")*
3|Page
Land border sharing Declaration Letter

Doc. Req'd
1 Land border sharing Declaration Letter Declaration Letter.pdf - No
2 Upload signed declaration - Allowed
Tender Clause on Procurement from a Bidder from a Country Sharing Land Border
with India
1. Department of Expenditure (Ministry of Finance) of Government of India through OM no.
6/18/2019-PPD dated 23.07.2020 & 24.07.2020 (Public procurement no. 1, 2 & 3) has issued
the guidelines regarding procurement from bidders from a country or countries sharing Border
with India. These guidelines are available on the website of DoE (https://doe.gov.in/).
2. Any bidder from a country which shares a land border with India will be eligible to bid in any
procurement whether of goods, services (including consultancy services and non-consultancy
services) or works (including turnkey projects) only if the bidder is registered with the
Competent Authority specified in Annexure-I of the DoE OM dated 23.07.2020 (Public
procurement no. 1).
However, above shall not be applicable to the bidders from those countries (even if sharing a
land border with India) to which the Government of India has extended lines of credit or in
which the Government of India is engaged in development projects.
3. "Bidder" (including the term 'tenderer', 'consultant' or 'service provider' in certain contexts)
means any person or firm or company, including any member of a consortium or joint venture
(that is an association of several persons, or firms or companies), every artificial juridical person
not falling in any of the descriptions of bidders stated herein before, including any agency
branch or office controlled by such person, participating in a procurement process.
4. "Bidder from a country which shares a land border with India" for the purpose of this Order
means: -
i) An entity incorporated, established or registered in such a country; or
ii) A subsidiary of an entity incorporated, established or registered in such a
country; or
iii) An entity substantially controlled through entities incorporated, established or
registered in such a country; or
iv) An entity whose beneficial owner is situated in such a country; or
v) An Indian (or other) agent of such an entity; or
vi) A natural person who is a citizen of such a country; or
vii) A consortium or joint venture where any member of the consortium or joint
venture falls under any of the above
5. The beneficial owner for the purpose of (4) above will be as under:
i) In case of a company or Limited Liability Partnership, the beneficial owner is the natural
person(s), who, whether acting alone or together, or through one or more juridical
person, has a controlling ownership interest or who exercises control through other
means.
Explanation—
a) "Controlling ownership interest" means ownership of or entitlement to more than
twenty-five per cent of shares or capital or profits of the company;
b) "Control" shall include the right to appoint majority of the directors or to control
the management or policy decisions including by virtue of their shareholding or
management rights or shareholders agreements or voting agreements;
ii) In case of a partnership firm, the beneficial owner is the natural person(s) who, whether
acting alone or together, or through one or more juridical person, has ownership of
entitlement to more than fifteen percent of capital or profits of the partnership;
iii) In case of an unincorporated association or body of individuals, the beneficial owner is
the natural person(s), who, whether acting alone or together, or through one or more
juridical person, has ownership of or entitlement to more than fifteen percent of the
property or capital or profits of such association or body of individuals;
iv) Where no natural person is identified under (i) or (ii) or (iii) above, the beneficial owner
is the relevant natural person who holds the position of senior managing official;
v) In case of a trust, the identification of beneficial owner(s) shall include identification of
the author of the trust, the trustee, the beneficiaries with fifteen percent or more
interest in the trust and any other natural person exercising ultimate effective control
over the trust through a chain of control or ownership.
6. An Agent is a person employed to do any act for another, or to represent another in dealings
with third person.
7. Bidders shall submit a certificate of compliance in the enclosed form-A.
This certificate shall be on the company’s letter head and shall be duly signed & stamped by
the authorized signatory of the bidder.
In case at any stage, if it is found the above certification given by the bidder is false, their bid
shall be rejected and shall be liable for other actions like placement on suspension/ banning or
encashment of EMD (if applicable). However, if this is found after order placement, this would
be a ground for immediate termination and further legal actions in accordance with law/
provision of bidding document including suspension/ banning and encashment of PBG.
8. In addition to above, such bidders (falling under the clause 1 to 6 above) shall also be required
to submit evidence of registration with competent authority. In case of non-submission of
required evidence of registration or in valid registration, bid shall be rejected.
9. In respect of tenders, registration shall be valid at the time of submission of bids and at the
time of acceptance of bids/ order/ LOA placement. In respect of supply otherwise than by
tender, registration should be valid at the time of placement of order. If the bidder was validly
registered at the time of acceptance / placement of order, registration shall not be a relevant
consideration during contract execution.
10. Provision for Sub-Contracting in Works Contracts
In works contracts, including turnkey contracts, contractors shall not be allowed to sub-
contract works to any contractor from a country which shares a land border with India unless
such contractor is registered with the competent authority. The definition of “contractor from
a country which shares a land border with India” shall be as per clause 4 above. In such tenders,
bidder shall be required to submit a certificate in the enclosed Form-B.
Form-A
BIDDER’S UNDERTAKING
(On Company’s Letter Head)
To,
M/s HPCL
Tender Name : _______________

Tender No. : __________________
"I have read the clause regarding restrictions on procurement from a bidder of a country which shares
a land border with India enclosed in the subject tender; I hereby certify that this bidder
___________________ (name of the bidder) is:
i) Not from such a country and is eligible to be considered. : Yes / No (*)
ii) - If from such country, has been registered with the Competent Authority : Yes / No (*)
- If from such country, valid registration certificate from the competent : Yes / No (*)
authority have been submitted in the bid.
I hereby certify that the bidder fulfills all requirements in this regard and eligible to be considered.
(*) Tick Yes or No, whichever is applicable
Place : Signature (#):

Date : Name :
Designation :
Seal :
(#) Undertaking shall be signed by the authorized signatory of the bidder.

Form-B
BIDDER’S UNDERTAKING IN CASE OF WORKS CONTRACT
To,
M/s HPCL
Tender Name : _______________

Tender No. : __________________
"I have read the clause regarding restrictions on procurement from a bidder of a country which shares
a land border with India enclosed in the subject tender and on sub-contracting to contractors from
such countries; I hereby certify that this bidder ___________________ (name of the bidder) is:
i) Not from such a country : Yes / No (*)
ii) - If from such country, has been registered with the Competent Authority : Yes / No (*)
- If from such country, valid registration certificate from the competent : Yes / No (*)
authority have been submitted in the bid.
I further certify that the bidder will not sub-contract any work to a contractor from such countries
unless such contractor is registered with the Competent Authority.
I further hereby certify that the bidder fulfills all requirements in this regard and is eligible to be
considered.
(*) Tick Yes or No, whichever is applicable
Place : Signature (#):

Date : Name :
Designation:
Seal :

Bid security declaration

Doc. Req'd
1 Bid security declaration Bid security declaration.pdf - No
(To be submitted on Letter head / emblem)
BID SECURITY DECLARATION
Ref: Tender No Date
Sub : Tender title _____________________________________
I, Shri ________________ of M/s. _________________, having its registered office at

____________, in my capacity as ____________________ (Role of the Bidder –
Proprietor/Partner/Director etc.) and being authorized for the purpose, declares on behalf
of the Bidder as under:
1) That M/s._______________ are participating in the subject tender and have
submitted our bid in response to the same.
2) That we understand that in compliance with the Ministry of Finance Office

Memorandum bearing Reference F.9/4/2020-PPD dated 12.11.2020 and Office
Memorandum bearing reference DPE/7/(4)/2017-Fin(Part-I) dated 19.11.2020
issued by Department of Public Enterprises, the Owner has decided not to ask for
furnishing of Earnest Money Deposit (EMD) in the form of Bid Security till the
operation of the said Office Memorandum.
3) That in lieu of not furnishing the EMD, we hereby declare that:
a) We will display our commitment to abide by our bid during the tender evaluation
process and will not withdraw or modify it or impair or derogate from it in any
respect during its validity period i.e. 90 number of days from the date of opening
of the Unpriced Bid as sought in the Notice inviting Tender.
b) We will comply with all formalities of signing of the contract / agreement /

purchase order and submit performance security within time stipulated in the
tender document.
Page 1 of 2
c) On our failure to ensure (a) and (b) above, HPCL being the Owner shall be
entitled to put us under suspension for its future tenders or ban/blacklist us for
a specified period as per its policy. The discretion and decision of HPCL in this
regard will be final.
d) We will comply with all other formalities which HPCL will communicate to us
during the bid validity period.
4) The executant and signatory of this Declaration is authorized by the bidder and the
bidder undertakes to comply and abide by the above declaration.
Date Signature ___________
Place Stamp / seal
Page 2 of 2
Declaration Banned or blacklisted

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1 Declaration Banned or delisted or blacklisted Declaration Banned or delisted - No
or blacklisted.pdf
BIDDER’S UNDERTAKING
To,
M/s HPCL
Tender Name: _______________

Tender No.: __________________
"I have read the clause regarding Banned or delisted or blacklisted or holiday listed by any
Government or Quasi Government agencies or PSUs”;
I hereby certify that We ___________________ (name of the bidder) are:
Not Banned or delisted or blacklisted or holiday listed by any Government or Quasi

Government agencies or PSUs
Place: Signature (#):

Date: Name:
Designation:
Seal:

Local Content Preference

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1 Local Content Preference Local content.pdf - No
2 Vendor declaration to be uploaded - Allowed
HPCL/CMD/GOVT/2020/1363 CMD Sr. No. 19a
|
Adv to:D-M/Head-CPO
cc:D-HR/D-R/D-F
cc:ED-CS&P
Sr. No. 19a
SR.No.19a
Sr. No. 19a
Sr. No. 19a
Sr. No. 19a
Sr. No. 19a
Sr. No. 19a
Sr. No. 19a
Sr. No. 19a
Sr. No. 19a
Sr. No. 19a
Sr. No. 19a
Sr. No. 19a
Integrity Pact with HPCL

Doc. Req'd
1 Integrity Pact with HPCL Integrity Pact with HPCL.pdf - No
2 Upload Signed copy of Integrity Pact - Allowed
Tips for successful bid submission

Doc. Req'd
1 Tips for successful bid submission Tips for successful bid - No
submission.pdf
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.
Additional Documents to be submitted if any

Doc. Req'd
1 Additional documents like Brochure etc. to be submitted, if any, to be uploaded - Allowed
here. Kindly note DO NOT INDICATE PRICES.
List of Deviations if any

Doc. Req'd
1 List of Deviations if any - Allowed
Pre Qualification Criteria

Doc. Req'd
1 Bidder should have worked on projects worth - Allowed

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21000120-HD-10155:40ebb4c9bd2cd8a729087134ababecd9

Tender No. : 21000120-HD-10155 Tender Published On : 19-Aug-2021 09:34

Basic Information Of Tender

NOTICE FOR INVITATION

(BIDDING DOCUMENT NO.: 21000120-HD-10155/KS)

(Domestic Competitive Bidding)

(BIDDING DOCUMENT NO.: 21000120-HD-10155/KS)

• Part 1: Pre-Qualification Bid

2.0 BRIEF SCOPE OF JOB:

a) PART A- Scope of works for housekeeping services. Consumables miscellaneous

Terms & Conditions

Business Rules and Terms & Conditions of Reverse Auction

Business Rules and Terms & Conditions of Reverse Auction

Business Rules and Terms & Conditions of Reverse Auction

Business Rules and Terms & Conditions of Reverse Auction

3. Brief procedure to participate in RA:

Business Rules and Terms & Conditions of Reverse Auction

• Item-wise Leading Bid in the Auction (Delivered Cost)

Business Rules and Terms & Conditions of Reverse Auction

E-Reverse Auction procedure for POL Transporters Tender

Business Rules and Terms & Conditions of Reverse Auction

Business Rules and Terms & Conditions of Reverse Auction

Line Details Of Tender

Tender Terms and Conditions

HPCL Green R&D

HINDUSTAN PETROLEUM CORPORATION LIMITED

OFFICE OF THE DGM – MATERIALS

FACILITY MANAGEMENT SERVICES

e-TENDER/ RFQ No. 21000120-HD-10155/KS

1.1. FINANCIAL CRITERIA:

1.2. EXPERIENCE CRITERIA:

2.0. DOCUMENTS TO BE SUBMITTED IN SUPPORT OF MEETING BQC (BIDDER

1.0 IMPORTANT NOTES:

I. BID SECURITY DECLARATION:

II. PERFORMANCE SECURITY (CPBG):

III. PRE BID MEETING:

A pre-bid meeting shall be held with vendors on 25-August-2021 at 11:00 AM.

Venue HP Green R&D Centre, Devangonthi, Bengaluru

1.0. BRIEF DESCRIPTION OF THE JOB:

a) PART A- Scope of works for housekeeping services. Consumables miscellaneous services,

2.0. SITE VISIT:

Mr. David Poddar

3.0. VALIDITY OF ORDER:

5.0. PAYMENT SCHEDULE / TERMS:

6.0. LD / PRICE REDUCTION CLAUSE:

8.0. COMPOSITE PERFORMANCE BANK GUARANTEE:

Applicable as per HPCL’s “General Terms and Conditions of Works Contract”.However, it is

9.0. SECURITY DEPOSIT:

11.0. CONTRACT VALUE:

12.0. INTEGRITY PACT:

13.0. CONTACT PERSONS:

HPCL Green R&D Centre, Bengaluru

14.0. FOR COMMERCIAL QUERIES:

15.0. PRICED BID/HOW TO QUOTE -- ONLINE ONLY:

For Indian Bidders// Items quoted in INR:

1. BANK GUARANTEE SUBMISSION:

Responsibilities of Vendor/Supplier regarding Bank Guarantee submission

Guidelines for bank guarantee(BG) issuing branch

a) Bank guarantee(s) shall be signed by two authorized authorities of issuing bank.

2. METHOD FOR INVOICE SUBMISSION:

 Use BTS number for reference purpose.

3. FOR E-TENDERING RELATED ISSUES:

In case of any ambiguity/contradiction/misunderstanding/discrepancy/inconsistency /error in the