Gem Thiruvalur

Bid Number/बोली मांक ( बड सं या) :
GEM/2023/B/3639017
Dated/ दनांक : 02-07-2023
Bid Document/ बड द तावेज़
Bid Details/ बड ववरण
Bid End Date/Time/ बड बंद होने क तार ख/समय 13-07-2023 18:00:00
Bid Opening Date/Time/ बड खुलने क

13-07-2023 18:30:00
तार ख/समय
Bid Offer Validity (From End Date)/ बड पेशकश

60 (Days)
वैधता (बंद होने क तार ख से)
Ministry/State Name/मं ालय/रा य का नाम Ministry Of Petroleum And Natural Gas
Department Name/ वभाग का नाम Na
Organisation Name/संगठन का नाम Hindustan Petroleum Corporation Ltd
Office Name/कायालय का नाम Petroleum House
Total Quantity/कुल मा ा 58600
Meal with Egg , Meal with Fish , Meal with Chicken , Meal
Item Category/मद केटे गर with Mutton , Breakfast , Coffee or Tea , Vegetarian Meal ,
Vadai - Event , Sweet -Snack -Event
BOQ Title/बीओ यू शीषक CANTEEN SERVICES CNT
Minimum Average Annual Turnover of the

bidder (For 3 Years)/ बडर का यूनतम औसत 12 Lakh (s)
वा षक टनओवर (3 वष का)
OEM Average Turnover (Last 3 Years)/मूल

12 Lakh (s)
उपकरण िनमाता का औसत टनओवर (गत 3 वष का)
Years of Past Experience Required for

same/similar service/उ ह ं/समान सेवाओं के िलए 3 Year (s)
अपे त वगत अनुभव के वष
MSE Exemption for Years of Experience and

No
Turnover/ अनुभव के वष से एमएसई छूट
Startup Exemption for Years of Experience

No
and Turnover/ अनुभव के वष से टाटअप छूट
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Bid Details/ बड ववरण
Experience Criteria,Past Performance,Bidder

Turnover,Certificate (Requested in ATC),OEM Authorization
Certificate,OEM Annual Turnover,Additional Doc 4
Document required from seller/ व े ता से मांगे (Requested in ATC),Compliance of BoQ specification and
supporting document
गए द तावेज़ *In case any bidder is seeking exemption from Experience /
Turnover Criteria, the supporting documents to prove his
eligibility for exemption must be uploaded for evaluation by
the buyer
Past Performance/ वगत दशन 10 %
Bid to RA enabled/ बड से रवस नीलामी स य कया Yes
RA Qualification Rule H1-Highest Priced Bid Elimination
Type of Bid/ बड का कार Two Packet Bid
Primary product category Breakfast
Time allowed for Technical Clarifications

during technical evaluation/तकनीक मू यांकन के 3 Days
दौरान तकनीक प ीकरण हे तु अनुमत समय
Inspection Required (By Empanelled

Inspection Authority / Agencies pre- No
registered with GeM)
Evaluation Method/मू यांकन प ित Total value wise evaluation
EMD Detail/ईएमड ववरण
Required/आव यकता No
ePBG Detail/ईपीबीजी ववरण
Advisory Bank/एडवाइजर बक State Bank of India
ePBG Percentage(%)/ईपीबीजी ितशत (%) 3.00
Duration of ePBG required (Months)/ईपीबीजी क

12
अपे त अविध (मह ने).
(a). EMD & Performance security should be in favour of Beneficiary, wherever it is applicable./ईएमड और संपादन
जमानत रािश, जहां यह लागू होती है , लाभाथ के प म होनी चा हए।
Beneficiary/लाभाथ :
Hindustan Petroleum Corporation Ltd
Petroleum House, NA, Hindustan Petroleum Corporation Ltd, Ministry of Petroleum and Natural Gas
(Hindustan Petroleum Corporation Limited)
Splitting/ वभाजन
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Bid splitting not applied/बोली वभाजन लागू नह ं कया गया.
Reserved for Make In India products
Reserved for Make In India products Yes
MSE Purchase Preference/एमएसई खर द वर यता
MSE Purchase Preference/एमएसई खर द वर यता Yes
1. The minimum average annual financial turnover of the bidder during the last three years, ending on 31st
March of the previous financial year, should be as indicated above in the bid document. Documentary evidence in
the form of certified Audited Balance Sheets of relevant periods or a certificate from the Chartered Accountant /
Cost Accountant indicating the turnover details for the relevant period shall be uploaded with the bid. In case the
date of constitution / incorporation of the bidder is less than 3-year-old, the average turnover in respect of the
completed financial years after the date of constitution shall be taken into account for this criteria.
2. Experience Criteria: In respect of the filter applied for experience criteria, the Bidder or its OEM {themselves or
through reseller(s)} should have regularly, manufactured and supplied same or similar Category Products to any
Central / State Govt Organization / PSU / Public Listed Company for number of Financial years as indicated above
in the bid document before the bid opening date. Copies of relevant contracts to be submitted along with bid in
support of having supplied some quantity during each of the Financial year. In case of bunch bids, the category of
primary product having highest value should meet this criterion.
3. OEM Turn Over Criteria: The minimum average annual financial turnover of the OEM of the offered product
during the last three years, ending on 31st March of the previous financial year, should be as indicated in the bid
document. Documentary evidence in the form of certified Audited Balance Sheets of relevant periods or a
certificate from the Chartered Accountant / Cost Accountant indicating the turnover details for the relevant period
shall be uploaded with the bid. In case the date of constitution / incorporation of the OEM is less than 3 year old,
the average turnover in respect of the completed financial years after the date of constitution shall be taken into
account for this criteria.
4. Bid reserved for Make In India products: : Procurement under this bid is reserved for purchase from Class 1
local supplier as defined in public procurement (Preference to Make in India), Order 2017 as amended from time
to time and its subsequent Orders/Notifications issued by concerned Nodal Ministry for specific Goods/Products.
However, eligible micro and small enterprises will be allowed to participate. The minimum local content to
qualify as a class 1 local supplier is denoted in the bid document. All bidders must upload a certificate from the
OEM regarding the percentage of the local content and the details of locations at which the local value addition is
made along with their bid, failing which the bid is liable to be rejected. In case the bid value is more than Rs 10
Crore, the declaration relating to percentage of local content shall be certified by the statutory auditor or cost
auditor, if the OEM is a company and by a practicing cost accountant or a chartered accountant for OEMs other
than companies as per the Public Procurement (preference to Make-in -India) order 2017 dated 04.06.2020 . In
case Buyer has selected Purchase preference to Micro and Small Enterprises clause in the bid, the same will get
precedence over this clause.
5. Purchase preference to Micro and Small Enterprises (MSEs): Purchase preference will be given to MSEs as
defined in Public Procurement Policy for Micro and Small Enterprises (MSEs) Order, 2012 dated 23.03.2012 issued
by Ministry of Micro, Small and Medium Enterprises and its subsequent Orders/Notifications issued by concerned
Ministry. If the bidder wants to avail the Purchase preference, the bidder must be the manufacturer of the offered
product in case of bid for supply of goods. Traders are excluded from the purview of Public Procurement Policy for
Micro and Small Enterprises. In respect of bid for Services, the bidder must be the Service provider of the offered
Service. Relevant documentary evidence in this regard shall be uploaded along with the bid in respect of the
offered product or service. If L-1 is not an MSE and MSE Seller (s) has/have quoted price within L-1+ 15%
(Selected by Buyer)of margin of purchase preference /price band defined in relevant policy, such Seller shall be
given opportunity to match L-1 price and contract will be awarded for 25%(selected by Buyer) percentage of
total QUANTITY.
6. Estimated Bid Value indicated above is being declared solely for the purpose of guidance on EMD amount and
for determining the Eligibility Criteria related to Turn Over, Past Performance and Project / Past Experience etc.
This has no relevance or bearing on the price to be quoted by the bidders and is also not going to have any
impact on bid participation. Also this is not going to be used as a criteria in determining reasonableness of
quoted prices which would be determined by the buyer based on its own assessment of reasonableness and
based on competitive prices received in Bid / RA process.
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7. Past Performance: The Bidder or its OEM {themselves or through re-seller(s)} should have supplied same or
similar Category Products for 10% of bid quantity, in at least one of the last three Financial years before the bid
opening date to any Central / State Govt Organization / PSU / Public Listed Company. Copies of relevant
contracts (proving supply of cumulative order quantity in any one financial year) to be submitted along with bid
in support of quantity supplied in the relevant Financial year. In case of bunch bids, the category related to
primary product having highest bid value should meet this criterion.
8. Reverse Auction would be conducted amongst all the technically qualified bidders except the Highest quoting
bidder. The technically qualified Highest Quoting bidder will not be allowed to participate in RA. However, H-1
will also be allowed to participate in RA in following cases:
i. If number of technically qualified bidders are only 2 or 3.

ii. If Buyer has chosen to split the bid amongst N sellers, and H1 bid is coming within N.
iii. In case Primary product of only one OEM is left in contention for participation in RA on elimination of H-1.
iv. If L-1 is non-MSE and H-1 is eligible MSE and H-1 price is coming within price band of 15% of Non-MSE L-1
v. If L-1 is non-MII and H-1 is eligible MII and H-1 price is coming within price band of 20% of Non-MII L-1
Meal With Egg

(Minimum 50% Local Content required for qualifying as Class 1 Local Supplier)
Technical Specifications/तकनीक विश याँ
Specification Document View File
BOQ Detail Document View File
Advisory-Please refer attached BOQ document for detailed consignee list and delivery period.
Consignees/Reporting Officer/परे षती/ रपो टग अिधकार and/ तथा Quantity/मा ा
Consignee
S.No./ . Reporting/Officer/ Delivery Days/ डलीवर के
परे षती/ रपो टग Address/पता Quantity/मा ा
सं. दन
अिधकार
600120,CHENNAI NEW
TERMINAL, NCTPS ROAD,
1 R Mero Infanto ATHIPATTU PUDU NAGAR, 1500 365
VALLUR VILLAGE ,CHENNAI -
600120
Meal With Fish

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Consignee
सं. दन
अिधकार
600120,CHENNAI NEW
600120
Meal With Chicken

5 / 40
Consignee
सं. दन
अिधकार
600120,CHENNAI NEW
600120
Meal With Mutton

Consignee
सं. दन
अिधकार
600120,CHENNAI NEW
600120
Breakfast
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Consignee
सं. दन
अिधकार
600120,CHENNAI NEW
600120
Coffee Or Tea
Consignee
सं. दन
अिधकार
600120,CHENNAI NEW
600120
Vegetarian Meal
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Consignee
सं. दन
अिधकार
600120,CHENNAI NEW
600120
Vadai - Event
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Consignee
सं. दन
अिधकार
600120,CHENNAI NEW
600120
Sweet -Snack -Event

Consignee
सं. दन
अिधकार
600120,CHENNAI NEW
600120
Buyer Added Bid Specific Terms and Conditions/ े ता ारा जोड़ गई बड क वशेष शत
1. Generic
OPTION CLAUSE: The Purchaser reserves the right to increase or decrease the quantity to be ordered up
to 25 percent of bid quantity at the time of placement of contract. The purchaser also reserves the right to
increase the ordered quantity by up to 25% of the contracted quantity during the currency of the
contract at the contracted rates. Bidders are bound to accept the orders accordingly.
2. Buyer Added Bid Specific ATC
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Buyer Added text based ATC clauses
The Terms & Conditions mentioned here will supersede all other details mentioned else where
in the tender/ GeM Bid
* Udyam Registration Portal has a facility through which an entrepreneur can opt for linking itself with
Government e-market (GeM) place by selecting an option on Udyam Portal. The enterprise will be linked to
GeM portal and flow of information will start between these two portals. With this facility, MSEs can link th
emselves with the Government’s procurement system and can participate in Government’s mandatory pro
curement programme from MSEs.
Usage of TReDS Platform by MSME Vendor
The government has introduced Trade Receivables Discounting System (TReDS) which is a platform appro
ved by the Reserve Bank of India specifically for Micro, Small, and Medium Enterprises (MSMEs) to ease an
d facilitate constraints faced by them in obtaining adequate working capital finance, particularly in terms o
f their ability to convert their trade into liquid funds.
To facilitate the same, HPCL has been registered as Buyer with all three RBI recognized TReDS platform pr
ovider as below:
· Invoice Mart (A.TREDS ltd)
· Mi Exchange (Mynd Solutions)
· RXIL (Receivables Exchange of India Ltd.)
All MSME vendors with UDYAM REGISTRATION CERTIFICATE are encouraged to get themselves registered
with any one or all of the above said TReDS platforms to avail benefit of TReDS bill discounting facility. HP
CL has also enabled TReDS discounting option in its Bill Tracking System (BTS) for ease of process during p
ayments post PO placement.
SITE VISIT
1. The Bidder is advised to visit and examine the installation site and its surroundings and obtain for itself
on its own responsibility all information that may be necessary for preparing the Bid. The costs of visiting t
he site shall be borne by the Bidder. NO CLAIM WILL BE ALLOWED
2. The Bidder representative shall be allowed entry upon consignee premises for such visits, only upon the
express conditions that the Bidder will release and indemnify the Buyer and Consignee against all
liabilities arising out of such visit including death or injury, loss or damage to property, and any other loss,
damage, costs, and expenses incurred as a result of such visit.
3. The Bidder shall not be entitled to hold any claim against Buyer for noncompliance due to lack of any ki
nd of pre-requisite information as it is the sole responsibility of the Bidder to obtain all the necessary infor
mation with regard to site, surrounding, working conditions, weather etc. on its own before submission of t
he bid.
COMPOSITE PERFORMANCE GUARANTEE THRU SFMS COMPLIED:

Composite Performance Bank Guarantee inclusive of Security Deposit shall be submitted for a 3% basic
value of PO valid for a period of 15 months from the date of PO i.e. CPBG valid for
15 months from the date of PO/LOI

BG should be obtained from the Bank Branch (scheduled Bank, other than Cooperative Bank) which is
live on SFMS.
a) Your Bank should send the BG issuance advice through SFMS to HPCL’s designated Banker: ICICI B
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ank, Backbay Branch, Mumbai (IFSC:
ICIC0000393)
b) While sending BG issuance advice, your Bank should mention applicable Unique Identifier Code (U
IC) from the list given below (e.g. “HPCL508902133SO” if BG pertains to South Zone) in row/field n
umber 7037 of SFMS Delivery Report.
South Zone
Chennai
HPCL508902133SO
c) Vendor has to take a print-out of SFMS Delivery Report from the BG Issuing Bank
Branch and attach copy of the same along with the hard copy of BG while submitting
the same to HPCL.
DOMESTIC NOTICE FOR INVITATION FOR BIDS (IFB) FO

R CANTEEN SERVICES AT CHENNAI NEW TERMINAL, HP
CL, CHENNAI
SECTI CONTENTS PAG

ON N E NO
O. .
1 NOTICE INVITING E-TENDER 4
2 INTRODUCTION 6
3 BID QUALIFICATION CRITER 9

IA
4 GENERAL INSTRUCTIONS 11
5 SPECIAL TERMS AND CONDI 25

TIONS
6 ANNEXURES 39
7 FORMS & CHECKLIST 50
NOTICE INVITING E-TENDER
E- NOTICE INVITING TENDER FOR PROVIDING CANTEEN

SERVICES IN HPCL, CHENNAI NEW TERMINAL
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HPCL invites online bids for providing Canteen Services in HPCL, Chennai New Terminal at NCTPS Mai
n Road, Athipattu Pudunagar, Vallur Village, Thiruvallur Dist, 600120, Tamil Nadu. In addition, the firm
/company may also be required to serve refreshments during meetings/conferences held in Chennai n
ew terminal, HPCL.
2. HPCL reserves the right to reject any or all the bids without assigning
any reason and the decision of HPCL shall be final and binding.
2.1 Background
M/s. Hindustan Petroleum Corporation Limited (HPCL) is a Maharatna Central Public Sector Enterprise,
involved in Refining, Marketing and Distribution of Petroleum products.
HPCL has a White Oil Terminal at NCTPS Main Road, Athipattu Pudunagar, Vallur Village, Thiruvallur Di
st, 600120, Tamil Nadu. The terminal is situated around 25kms from Chennai Central. This tender is fl
oated for providing canteen services which includes providing breakfast and lunch at HPCL, Chennai N
ew Terminal apart from other services as per tender terms and conditions.
HPCL invites e-bids through GeM portal for providing canteen services which includes providing Breakf
ast and Lunch at HPCL, Chennai New Terminal under single stage two-part system (Part-I: Techno-co
mmercial Part & Part-II: Price Part) from competent agencies meeting the Bidder’s Qualification Criteri
a (BQC) as stated under section 3.0 below
2.2 BRIEF SCOPE OF WORK
· Canteen services like preparation, cooking and serving of prepared

and cooked food items for HPCL officers and employees in canteen
-1, which is designated for HPCL Officers & employees situated in
welfare block, Chennai New terminal.
· Canteen services like preparation, cooking and serving of prepared
and cooked food items for Contract workmen and Tank truck crew
in canteen – 2, which is situated in Tank Truck Parking area, Chenn
ai New Terminal.
· Maintaining Canteen/mess facilities including housekeeping
services of canteen – 1 and canteen -2 and its associated facilitie
s.
The detailed scope of work is specified in Bidding Document.
2.3 TIME PERIOD:

This Purchase Order shall come into effect from the date of Purchase Order/Letter Of Intent whichever is
earlier and shall remain in force for a period of twelve months. Bill of quantity is mentioned as below:
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S. Quantity
No Description UoM Ordered
1 Meal with Egg EA 1500
2 Meal with Fish EA 1500
Meal with Chick

3
en EA 1500
Meal with Mutto

4
n EA 1500
5 Breakfast EA 11000
6 Coffee or Tea EA 33000
Vegetarian
7
Meal EA 7600
8 Supply of Snack EA 500
9 Supply of Sweet EA 500
3.0 BID QUALIFICATION CRITERIA:
Bidder shall fulfill the following Qualification Criteria in order to qualify for subject work:
3.1 Financial:
Average Annual Financial Turnover during the last 3 years, ending 31 st March, of the previous financial
year, i.e., 2023 should be at least 11.95 lakhs.
Note: In case annual financial results have not been declared/published for the previous financial year
i.e., 2020-23; financial results of 2019-20, 2020-21, 2021-22 will be considered for bid evaluation
3.2 Technical:
Applicants shall have experience of having successfully carried out and completed similar work durin
g the last 5 years ending last day of the March 2023, i.e., 31.03.2023, which experience should be any
one of the following:
- Three similar completed works, each costing not less than the amount 1
5.94 lakhs. or
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- Two similar completed works, each costing not less than the amount 19.
92 lakhs. or
- One similar completed work costing not less than the amount 31.88 La
khs.
3.3 Definition of similar work: Similar work in the context of tender is

defined as providing canteen services for government departments/instit
utions/organizations/Reputed Companies/Guest Houses for officials havin
g an average dining strength not less than 30 persons per day during the
contract period.
Valid FSSAI license and/or Tamil Nadu Food Safety and Drug Administratio
n Department standard license is the must for getting qualified in the bid.
Note: Both the above criteria to be met for qualification of applicants. The vendor shall submit job
completion certificate as the proof for completed works.
3.4 Criteria for prior experience and prior turnover (BQC) to

be relaxed by 15% for Micro and Small Enterprises subject t
o meeting the prescribed quality and technical specification
of the tendered items/services.
Relaxation in pre-qualification criteria will not be applicable for start-ups since the se
rvice required is inside the petroleum installation and vendors without adequate prior
experience cannot be considered for participation in tender.
4.0 GENERAL INSTRUCTIONS
4.1 Parties who are affiliates of one another can decide which Affiliate wil
l make a bid. Only one affiliate may submit a bid. Two or more affiliates a
re not permitted to make separate bids directly or indirectly. If 2 or more
affiliates submit a bid, then any one or all of them are liable for disqualific
ation. However up to 3 affiliates may make a joint bid as a consortium, an
d in which case the conditions applicable to a consortium shall apply to th
em.
“Affiliate” of a Party shall mean any company or legal entity which:
a. controls either directly or indirectly a Party, or
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b. which is controlled directly or indirectly by a Party; or
c. is directly or indirectly controlled by a company, legal entity or partner

ship which directly or indirectly controls a Party. “Control” means actual c
ontrol or ownership of at least a 50% voting or other controlling interest t
hat gives the power to direct, or cause of direction of the management an
d material business decisions of the controlled entity.
4.2 Bids may be submitted by:
a. a single person/ entity (called sole bidder);
b. a newly formed incorporated joint venture (JV) which has not complete
d 3 financial years from the date of commencement of business;
c. a consortium (including an unincorporated JV) having a maximum of 3 (

three) members
d. an Indian arm of a foreign company.
4.3 Fulfilment of Eligibility criteria and certain additional conditions in r

espect of each of the above 4 types of bidders are stated below, respect
ively:
4.3.1 The bidders (including an incorporated JV which has completed 3

financial years after date of commencement of business) shall fulfil each
eligibility criteria on individual
/ combined basis.
4.3.2 In case the bidder is a newly formed and incorporated joint ventur
e and which has not completed three financial years from the date of co
mmencement of business, then either the said JV shall fulfil each eligibili
ty criteria or any one constituent member/ promoter of such a JV shall fu
lfil each eligibility criteria. If the bid is received with the proposal that on
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e constituent member/promoter fulfils each eligibility criteria, then this
member/promoter shall be clearly identified and he/it shall assume all o
bligations under the contract and provide such comfort letter/guarantee
s as may be required by Owner. The guarantees shall cover inter alia the
commitment of the member/ promoter to complete the entire work in all
respects and in a timely fashion, being bound by all the obligations unde
r the contract, an undertaking to provide all necessary technical and fin
ancial support to the JV to ensure completion of the contract when awar
ded, an undertaking not to withdraw from the JV till completion of the w
ork, etc.
4.3.3 In case the bidder(s) is/are a consortium (including an unincorpor

ated JV), then the following conditions will apply:
4.3.3.1 Each member in a consortium may only be a legal entity and no

t an individual person;
4.3.3.2 the Bid shall specifically identify and describe each member of th
e consortium;
4.3.3.3 the consortium member descriptions shall indicate what type of l

egal entity the member is and its jurisdiction of incorporation (or of establi
shment as a legal entity other
than as a corporation) and provide evidence by a copy of the articles of incorporation (or equivalent d
ocuments);
4.3.3.4 One participant member of the consortium shall be identified as

the “Prime member” and contracting entity for the consortium;
4.3.3.5 this prime member shall be solely responsible for all aspects of
the Bid/Proposal including the execution of all tasks and performance of
all consortium obligations;
4.3.3.6 the prime member shall fulfil each eligibility criteria;
4.3.3.7 a commitment shall be given from each of the consortium memb

ers in the form of a letter signed by a duly authorized officer clearly identif
ying the role of the member in the Bid and the member’s commitment to
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perform all relevant tasks and obligations in support of the Prime/lead me
mber of the Consortium and a commitment not to withdraw from the cons
ortium;
4.3.3.8 No change shall be permitted in the number, nature or share ho

lding pattern of the Consortium members after pre-qualification, withou
t the prior written permission of the Owner.
4.3.3.9 No change in project plans, timetables or pricing will be permitte

d as a consequence of any withdrawal or failure to perform by a consorti
um member;
4.3.3.10 No consortium member shall hold less than 25% stake in a

consortium;
4.3.3.11 Entities which are affiliates of one another are allowed to bid eith
er as a sole bidder or as a consortium only;
4.3.3.12 Any person or entity can bid either singly or as a member of only
one consortium.
4.3.4 In case the bidder is an Indian arm (subsidiary, authorized agent,

branch office or affiliate) of a foreign bidder, then the foreign bidder sha
ll have to fulfill each eligibility criteria. If such foreign company desires t
hat the contract be entered into with the Indian arm, then a proper back
to back continuing (parent company) guarantee shall be provided by th
e foreign company clearly stating that in case of any failure of any suppl
y or performance of the equipment, machinery, material or plant or
completion of the work in all respects and as per the warranties/ guaran
tees that may have been given, then the foreign company shall assume
all obligations under the contract. Towards this purpose, it shall provide
such comfort letter/guarantees as may be required by HPCL. The guaran
tees shall cover inter alia the commitment of the foreign company to co
mplete the entire work in all respects and in a timely fashion, being bou
nd by all the obligations under the contract, an undertaking to provide a
ll necessary technical and financial support to the Indian arm or to rende
r the same themselves so as to ensure completion of the contract when
awarded, an undertaking not to withdraw from the contract till completi
on of the work, etc.
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4.3.5 AUTHENTICATION OF DOCUMENTS
4.3.5.1 Bidder should attach scanned copy of work order/Purchase Ord

er enumerating scope of work, delivery period & terms. Bidder shall als
o attach scanned copy of work completion certificate mentioning value
of work, broad scope of work, successful completion of work within
contractual period, details of delay if any or alternatively, documents vi
z. Payment Proof of Running & Final bill to establish that work has been
successfully completed as per Purchase order cited for qualifying under
BQC. Bidder shall submit all the forms attached (Form I to IV) duly filled
and signed by the competent authorities mentioned.
4.3.5.2 Bidders shall submit documents in support of meeting the Bidd

er Qualification Criteria duly certified by CEO/ CFO/ Company Secretary
or any member of the Board of Directors in case of limited companies (P
rivate / Public Limited)
4.3.5.3 CEO/CFO/Company Secretary or any member of the Board of Dir

ectors in case of a limited company can either sign all the pages of the d
ocuments or submit a certificate signed by them, listing out all the BQC
documents / MSE documents submitted in the bid along with basic detai
ls, duly referenced. In case of Proprietorship / Partnership firms, the aut
hentication shall be by the proprietor/ any two partners and also notariz
ed by public notary on all pages of the documents shall be required. If t
he above supporting documents are not in English language, then the E
nglish translation copy of the same shall also be furnished duly certified
, stamped and signed by Local Chamber of Commerce or any translator
in India recognized/ authorized by Government of India/ Tamil Nadu.
4.3.5.4 In addition to above, bidder shall furnish an undertaking in the f

ormat enclosed as Annexure-I, from the same authority (authorities) w
ho had signed and authenticated the documents.
4.3.5.5 Requirement of above certification shall not be applicable to pu

blished audited annual financial statements in English, if original booklet
s are submitted.
4.4 The Institute of Charter Accountant of India at its 379th council mee
18 / 40
ting dated 17-18th December, 2018 made generation of Unique Docum
ent Identification Number (UDIN) mandatory for every signature of full ti
me practicing chartered accountant in phased manner for the following
service:
a) All certificates with effect from 1st February, 2020.
b) GST and Income Tax Audit with effect from 1st April, 2020.
c) All audit and Assurance Functions with effect from 1st July, 2020.
In view of the above, bidder shall ensure that any certificate/ reports issued/ attested by an practicing
chartered accountant in India and submitted in the bid shall mandatorily include
the UDIN number. Certificate/ reports issued/ attested without UDIN number of practicing chartered a
ccountant in India shall not be considered for evaluation.
This requirement of including UDIN shall not be applicable for certificate/ reports issued/ attested by a
chartered accountant practicing in foreign country.
4.5 Bidders shall be required to upload the digitally signed authenticat

ed copies of documents for meeting BQC on the e-tendering portal only.
In that case, bidders shall not be required to submit the original authenti
cated documents in physical form.
4.6 Submission of authentic documents is the prime responsibility of th

e bidder. HPCL reserves a right of getting the qualification documents cr
oss verified including from the document issuing authority.
4.7 HPCL reserve the right to assess bidder’s capability and capacity to
execute the work using in-house information.
4.8 Bidder may note that Bid shall be submitted on the basis of “ZERO D
EVIATION” and shall be in full compliance to the requirements of Biddin
g Document, failing which bid shall be considered as non-responsive an
d may be liable for rejection.
4.9 HPCL shall not be responsible for any expense incurred by bidders i
n connection with the preparation & delivery of their bids, site visit, part
icipating in the discussion and other expenses incurred during the biddi
19 / 40
ng process.
4.10 RATES OF ITEM
The prices/rates decided and quoted by the bidders for various items shall be firm and no escalation
in the finalized rates will be permitted during the duration of the contract.
4.11 ITEMS/SERVICES TO BE PROVIDED BY THE CATER

ER
4.11.1 The Caterer shall procure raw materials required, prepare inside t
he terminal premises in the designated place and supply food/meals/ tea/
coffee/ snacks etc. as required by or for the Corporation from time to time
in a warm state and hygienic manner inside the terminal premises in the d
esignated place.
4.11.2 The quantity mentioned in tender/PO is only approximate. Paym

ent will be made as per actual quantity served to employees or consideri
ng minimum quantity of 25nos. (including plates served for employees,
visitors, etc.,) whichever is higher.
4.11.3 Scope of supply of LPG cylinders required for cooking is in vendo

r scope. Vendor to monitor, coordinate and maintain sufficient inventory
for cooking at all times. Bidder has to note that HPCL will not foot the co
st of LPG cylinders that will be used for cooking. The total cost of LPG fo
r both canteen-1 and canteen-2 has to be solely bear by the bidder.
4.12 QUANTITY AND QUALITY OF THE ITEMS
4.12.1 The weight of the item of eatables, tea/coffee/etc. to be supplied a

s hereunder by the Caterer shall be as mentioned in the Annexure 2 and A
nnexure 3.
4.12.2 All materials required by the Caterer for preparation of food, mea
ls, tea, beverages, and snacks etc., will be purchased by the Caterer. All
items of food, raw materials for food purchased will have to conform to t
20 / 40
he standards, prescribed under the Prevention of Food Adulteration Act,
and/or any other Act applicable and as far as possible shall have the sta
ndards/branded bearing the mark "Agmark", ISI as applicable. All materi
als required by the Caterer for preparation of food, raw materials for foo
d purchased will have to confirm to the known standards/brands. For an
y violation of the Prevention of Food Adulteration Act, it will be the sole r
esponsibility of the Caterer.
4.12.3 HPCL or its representatives will be at liberty to inspect the materi

als brought by the Caterer at any time and also to reject any sub-standa
rd items of materials which will be at the cost of the Caterer.
4.12.4 It will be the responsibility of the Caterer to store the stock of mat
erials purchased by him in a neat, tidy and hygienic manner. The contai
ners should be airtight. The Caterer hereby agrees and undertakes not t
o use the articles purchased for any purpose other than to meet the req
uirements of the HPCL and/or its employees. HPCL will not be responsibl
e for any loss or damage done or caused to the Caterer's stock, materia
ls, etc., while they are stored within the HPCL's premises.
4.13 RIGHT OF REJECTION
Representative employee of HPCL shall have the right to reject such articles of prepared tea, food, me
als and snacks etc., as in the opinion of the canteen committee are not of proper and standard quality.
The Caterer will immediately make good any loss of materials rejected, which may arise on this accou
nt.
4.14 RESPONSIBILITY OF THE

CONTRACTOR ON CESSATION/COMPLETION OF
CONTRACT
The Caterer shall be responsible for the items of furniture, utensils and equipment entrusted to his ca
re from time to time and shall hand over the same in good order and condition (with normal wear and
tear) to HPCL as and when required by the HPCL or on termination of this Purchase Order. The Catere
r shall not remove any of the above articles or equipment outside the HPCL's premises. Records on ca
nteen hygiene survey has to be maintained on monthly basis.
4.15 SECURITY DEPOSIT:
4.15.1 The tenderer, with whom the contract is decided to be entered in
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to 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 cro
ssed demand draft drawn in favour of the Owner, within 15 days from th
e date of intimation of acceptance of their tender, failing which the Own
er reserves the right to cancel the Contract.
4.15.2 1% of PO/Contract value as Security deposit will be acceptable i
n the form of Demand draft or through e-payment upto INR 50,000/- an
d in the form of Demand draft / Bank guarantee or through e-payment b
eyond INR 50,000/-.
4.15.3 Demand Draft should be drawn on Scheduled Banks, other than co

-operative bank.
4.15.4 Bank Guarantee should be obtained from the Bank Branch (sched
uled Bank, other than Co-operative Bank) which is live on SFMS. The Ban
k should send the BG issuance advice through SFMS to HPCL’s designated
Banker: ICICI Bank, Backbay Branch, Mumbai (IFSC: ICIC0000393). While
sending BG issuance advice, Bank should mention applicable Unique Iden
tifier Code (UIC) HPCL508902133SO, which pertains to South Zone Chenn
ai in row/field number 7037 of SFMS Delivery Report. The concerned bidd
er is advised to take a print-out of SFMS Delivery Report from the BG Issui
ng Bank Branch and attach copy of the same along with the hard copy of
BG while submitting the same to HPCL.
4.15.5 While sending the BG issuance advice through SFMS platform, BG

Issuing Bank should ensure the following:
4.15.5.1 SFMS Message Type should strictly be: 760COV
4.15.5.2 Field Number 7037 of 760COV to be updated with respectiv

e Unique Identification Code (UIC) of the receiving function/SBU.
4.15.6 Public Sector Enterprises and Central/State Government Depart

ment are exempted from furnishing Bank Guarantee against advance pa
yment.
4.16 AUDITS OF CONTRACT
This contract is subjected to inspection by various audit/ vigilance agencies of government of India/H
22 / 40
PCL. If any inspection of works is carried out by such agencies, bidder shall
extend his full cooperation to these agencies in examining the records. On inspection by such agencie
s and in their inspection report, if it is pointed out that bidder has not carried out work according to th
e guidelines laid down in the tender documents and also if any recoveries in some items is pointed out
therein, same shall be recovered from bidders running bills/final bill. The item under dispute shall not
be paid in full till inspection agency gives their no objection report.
Teas and coffees to be delivered at field and at office at various timing as instructed considering no ex
tra cost.
4.17 CANCELLATION OF CONTRACT (IN PART OR FULL)
4.17.1 HPCL reserves the right to carry out any job(s) through another ag
ency at the cost and risk of the bidder if the bidder:
-- commits default in proceeding with the work with due diligence and continues to do so afte
r a notice in writing within 7 days from the Location in Charge.
or
--commits default in complying with the terms and conditions of the contract and does not re
medy it or take effective steps to remedy it within 7 days after a notice in writing is given to him by t
he Location in charge.
or
--fails to complete the works or item of works within individual/ particular date of completion o
n or before the date(s) of completion and does not complete them within the period specified in a noti
ce given in writing by the Location in charge.
4.17.2 HPCL reserve the right to cancel the order / contract with 30 days
advance notice.
4.18 HOLIDAY LISTING:
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.
4.19 DOCUMENTATION
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The bidder has to submit the following documents within 21days from the date of P.O.
4.19.1 Police verification

4.19.2 Bio data containing Name, address, contact no. & Photo identity
card for the workmen deployed/ spare or reliever.
4.19.3 Insurance
4.19.4 Other Statutory requirements
4.19.5 Employment Card as per Form IV
4.19.6 Medical report as per Tamil Nadu Factory Rules, 1950.
4.19.7 Appointment letter to contract employees enrolled under your con
tract
4.20 RIGHT OF ACCEPTANCE
4.21.1. HPCL reserves all rights to reject any bid, including bids of those b
idders who fail to comply with the instructions, without assigning any reas
on whatsoever and does not bind itself to accept the lowest or any specifi
c bids. The decision of the HPCL in this regard shall be final and binding.
4.21.2. Any failure on the part of the bidder to observe the prescribed pro
cedure and any attempt to canvass for the work shall render the bidder's
bids liable for rejection.
4.21.3. HPCL reserves the right to award any or part or full contract to an
y successful bidder at its discretion and this will be binding on the bidders
.
4.21.4. In case of failure to comply with the provisions of the terms and
conditions mentioned by the bidder that has been awarded the contract,
HPCL reserves the right to award the contract to the next higher bidder or
any other outside bidder and the difference of price shall be recovered fr
om the defaulting bidder, which has been awarded the initial contract and
this will be binding on the bidders.
4.21.5. HPCL may terminate the contract if it is found that the Contractor
is blacklisted on previous occasions by any of the Government Departme
nts / Institutions /Local Bodies / Municipalities / Public Sector Undertaking
s, etc.
5. SPECIAL TERMS AND CONDITIONS
24 / 40
5.1. The bidder should visit Ennore terminal and inspect the site at the fol
lowing address before quoting to understand the scope of work and also t
o acquaint themselves with the working conditions. No claims for addition
al payment will be entertained at later date. The address is as follows:
HINDUSTAN PETROLEUM CORPORATION LIMITED CHENNAI NEW TE

RMINAL
NCTPS MAIN ROAD, ATHIPATTU PUDHUNAGAR CHENNAI 600 12
0.
(TEL.NO. 044 – 27960912/ 09962693561)
5.2 All the quantities mentioned in "schedule of quantities" are purely ap

proximate and on as and when required basis. HPCL reserves the right to i
ncrease or decrease the quantity in line with GTC without assigning the re
ason. Payment will be made on actual job carried out or as specified.
5.3 All the jobs have to be carried out to the entire satisfaction of concer
ned department in charge and as per his directions and suggestions.
5.4 Bidder shall keep the material issued to him in his custody safely till
the completion of work. Any damage to the materials issued shall be re
placed by the vendor if the damage caused is not justifiable to OIC. The
bidder has to take stock of the materials every month and mention the
healthiness and a report of the same have to be submitted.
5.5 Under no circumstances, the facilities / benefits provided to the regu

lar employees shall be extended to the employees of the bidder. Subseq
uent to the expiry/ termination of the contract, no claims from either the
bidder/ employees shall be entertained for continuance
of their services. Under no circumstances, employees recruited by the bidder can claim employment i
n HPCL. In the event of receipt of any claim/ occurrence of damage, it is the responsibility of bidder t
o indemnify HPCL from all the claims and resultant expenditure, if any. It is the responsibility of bidder
to keep follow-up with statutory authorities including courts in order to indemnify HPCL completely an
d effective from all such liabilities arising out of claims/ damages. Unless explicitly agreed by HPCL, bi
dder is not authorized to interpret clause of this tender.
5.6 The bidder has to perform medical check-up of all the canteen staff
every 6 month as per Tamil Nadu factory Rules, 1950 at no extra cost. D
25 / 40
etails of medical records which need to be maintained is attached for re
ady reference.
5.7 Menu for Breakfast and Lunch will be provided by the canteen com
mittee on monthly basis and same to be strictly adhered. The items in t
he menu shall be changed as per the discretion of the canteen committ
ee, however, keeping the quantity of the items equivalent as mentioned
in Annexure 2 and Annexure 3.
5.8 Canteen committee recommendations shall be adhered by the cantee

n vendor.
5.9 On the day of canteen operation for Canteen – 1 (applicable to HPCL

officers and employees), If the employee availability is less than 25 havin
g breakfast and lunch then minimum 25 nos. quantity will be paid by HPC
L. Further, for lunch, the difference between minimum quantity of 25 Nos.
from actual quantity shall be considered as vegetarian meals for billing pu
rpose.
It is to be noted that on an average, 150-250 tank trucks are involved in regular operations of the ter
minal who are eligible customers in canteen – 2 (Applicable for contract workman and Tank Truck Cre
w)
5.10 Contact telephone number of bidder/representative shall be given

to HPCL officer in charge.
5.11 Bidder shall not be entitled to sublet the job
5.12 HPCL reserves the right to send food sample prepared in Chennai
New terminal, HPCL by the bidder to accredited lab. If the tested sample
is found not complying with food standards of Tamil Nadu Food Safety a
nd Drug Administration Department standards, necessary action will be
taken as per the penalty clause in 5.34.
5.13 HPCL estimates minimum 3 persons of unskilled, 1 person of semi

-skilled (supervisor) and 1 person of skilled (Chef) workmen are required
for carrying out canteen services effectively. Supervisor shall be able to
handle cooking in the absence of actual chef. For contract workers only
national holidays (10days per year) is applicable. Optional holidays are
26 / 40
not applicable. Wages to be paid in line with CLASS-A as per UA census
of India Chennai New Terminal falls in ZONE-A. All bidders are requested
to consider the same and quote accordingly. Bidder or bidder authorize
d representative has to be present in canteen during breakfast and lunc
h hours to oversee the activities at canteen. The bidder shall also be lia
ble to pay the differential of proportionate increase due to revision in th
e minimum wages as notified by the Govt. Authorities from time to time
during the period of contract (reimbursement will not be done). Accordi
ngly, bidder should quote taking into consideration future increase in mi
nimum wages as well.
5.14 It is the duty of the bidder to maintain proper health records for a
ll canteen contract workers being deployed at terminal. Medical checku
p has to be done and proper records to be maintained on half yearly ba
sis at own cost.
5.15 Bidder to comply with the provisions of Emp. Provident Fund and
Misc. Provisions Act, Employees State Insurance Act or Worker's Compe
nsation Act, Factories Act, Payment of Bonus Act or any other Labour Le
gislation that may be applicable to the company and all amendments to
this act/ scheme amounted by the Statutory Authority from time to time
.
5.16 The rates quoted should be inclusive of all taxes, levies and duties
including sales tax on works contract wherever applicable. Wherever the
sales tax on works contract is deductible at source, the same shall be de
ducted from the bills and paid to the authorities.
5.17 The food items supplied shall be contamination-free, and fresh. N

o left-over or balance or refrigerated food item shall be served. (Veg & N
on-Veg/Fruits)
5.18 The Service provider shall ensure that separate utensils / vessels ar
e used for preparing vegetarian and non-vegetarian items
5.19 The fuel to be used for cooking shall be LPG or electric. LPG shall b
e arranged by vendor in 19kg LPG cylinders (only industrial type LPG cyli
nders shall be allowed for usage inside terminal) for use in both
canteens 1 & 2. The use of LPG shall be on conserved basis and the resp
onsibility of safety related to LPG solely lies on bidder and nil unsafe pra
ctice/condition observed shall be tolerated. For electric cooking facilities
27 / 40
, electricity will be supplied by HPCL.
5.20 The bidder has to submit the following documents within 21 days f
rom the date of P.O.
i. Police verification
ii. Bio data containing Name, address, contact no. & Photo identit
y card for the workmen deployed/ spare or reliever.
iii. Insurance
iv. Other Statutory requirements.
v. Employment Card as per Form IV
vi. Medical report as per Tamil Nadu Factory Rules, 1950.
5.21 Following documents to be submitted along with monthly bills
a. PF of earlier month
b. ESIC of earlier month
c. Wage register/ proof of payment of current month.
d. Attendance register of current month
e. Any other document as advised by Officer In charge

f. Proof of number of consumed lunch/breakfast/tea/coffee in document. The document can b
e in a register/coupon countersigned by the user. The responsibility of submission of the proof
and maintenance of the proof is with the bidder.
5.22 Bidder shall have GST Registration and EPF registration. ESIC Regi
stration/Group insurance coverage for all regular employee and workers
should be available with Bidder prior to start of work. Bidder shall attach
scanned copy of PF registration and documentary evidence if available f
or ESIC/Group insurance coverage.
5.23 The bidder shall have valid FSSAI license. The Service provider mu
st possess the requisite valid Trade and Food License issued by the com
petent authority for carrying out the business and shall be responsible f
or complying all laws pertaining to the services in question as well as th
ose pertaining to employment of persons under him.
5.24 The Service Provider or his authorized representative shall attend

meetings organized from time to time, for discussion, evaluation of perfo
rmance of the contract, and compliance of statutory regulations etc. No
extra payment shall be provided in this regard.
28 / 40
5.25 PAYMENT OF THE CATERER
5.25.1 The Corporation shall pay to the Caterer in respect of items of foo
d, meals, tea and snacks served at per unit basis as per rates finalized in P
urchase Order.
5.25.2 Payment shall be made on the basis of invoice along with suppo
rting documents submitted by the bidder in prescribed format given by
HPCL.
5.25.3 For the cost of the items served for Lunch/Dinner/tea/coffee, cat
erer will be reimbursed on the basis of actual number of meals/items se
rved. Actual meals/items will be worked out on the basis of register duly
signed by the employees who have availed Lunch/Dinner/Tea/Coffee an
d duly certified by the company authorized Officer. The
responsibility of maintaining the register is with the bidder for all the items mentioned in PO. The form
at of the register have to be made by the bidder and prior approval for the same needs to be obtained
before printing of the same and registration.
5.25.4 For Canteen 2, the bidder should charge only as per the capped prices as per PO or lesser than
the price mentioned in the PO and action will be taken against the bidder in case of any deviation. The
bidder may sell cold drinks, water bottles, biscuits, snacks, chocolates in the premises at or below MR
P rate. The bidder will collect the amount towards the food supply directly from the customers and no l
iabilities will be on HPCL regarding any payment in this regard. People may insist on the service provi
ders for issue of cash memo/bill. Tariff of all items in the TT canteen shall be inclusive of all applicable
taxes.
5.26 CLEANLINESS
5.26.1 The Caterer shall be responsible for maintaining and keeping the
Canteen premises and facilities used by him in neat and clean hygienic
condition. The bidder should carry out thorough cleaning, sweeping & m
opping of Dinning Hall & Kitchen, Kitchen Storage, Kitchen Sink, Dining
Hall Basin, Dining Hall & Kitchen doors & windows including Fridge & oth
er kitchen apparatus, table, chairs etc. Kitchen & dining should always b
e kept clean and free from bad odour and insect. The Pest & Rodent con
trol also stray animals & Hygiene of canteen area is “Zero Tolerance Zo
ne” and therefore, the Service provider is entirely responsible for proper
29 / 40
pest, rodent control and stray animals in the whole canteen area and sh
all undertake all the measures necessary (incl. use of good quality disinf
ectants, floor and other cleaners, rat traps, pesticides, etc.,)
5.26.2 Kitchen waste and food waste should be kept in a designated pl

ace in a closed container. The Service provider also shall make arrange
ments for disposal of garbage.
5.26.3 The Service Provider shall ensure that all the raw materials in-use
to be kept in clean labelled containers in the cooking area.
5.26.4 The Service provider shall ensure that all flammables, disinfectan
ts, cleaning agents, pesticides are stored in a separate demarcated
area under lock & key at all the times with restricted access.
5.26.5 Cleaning of plates & utensils shall be done with hot water, soapy
water, duly cleaned and dried.
5.27 ELECTRICITY & WATER SUPPLY
5.27.1 The Corporation shall provide water to the service provider for the
usage of Canteen only when available. The Service provider is instructed t
o use the water economically. In case of water shortage bidder shall procu
re the water at his own cost.
5.27.2 The Corporation shall provide Electricity to the service provider f

or general illumination, refrigeration and aeration of the canteen/store.
Maintenance of lights/fuses/chokes/motors/electrical sockets etc. that ar
e used to supply electricity to canteen shall be the liability of Service pr
ovider till the period of contract. All such maintenance should be done b
y the Service provider at his own cost and details of maintenance work p
erformed shall be intimated to the Officer In Charge, HPCL.
5.28 FURNITURE & EQUIPMENT ETC.
5.28.1 The Corporation shall make available to the Caterer, furniture to b

e used in the canteen-1 and canteen -2 as listed in Annexure 4 and shall
30 / 40
also bear the cost of normal repairs and replacement of the same. The Ca
terer shall ensure that the furniture provided to him is always kept in a cl
ean and hygienic condition. In the event of any breakage or loss and/or d
amage to the same arising out of negligent handling by the Caterer or his
employees, the Caterer shall compensate or pay for such replacements o
r repairs. The Caterer should ensure the cleanliness of Water Coolers etc. I
f any other item apart from the items listed in Annexure 4, required for ful
filment of canteen services listed in the tender terms and conditions, it is i
n the scope of bidder to provide the same.
5.28.2 The Caterer shall make available, serving trolleys and other equip
ment to be used in the canteen and shall also bear the cost of normal
repairs and replacement of the same. The Caterer shall ensure that the se
rving trolleys and other equipment is always kept in a clean and hygienic
condition. It is the responsibility of the Service provider to keep the tables
and chairs ready for service to clear the plates kept by users of canteen o
n the table/counters. In the event of any breakage or loss and/or damage
to the same arising out of negligent handling by the Caterer or his emplo
yees, the Caterer shall compensate or pay for such replacements or repai
rs.
5.29 FITNESS OF EMPLOYEES
5.29.1 All workers employed by the Caterer shall be medically fit for handl
ing food and certified for fitness before employment as per Tamil Nadu fac
tory rules, 1950.
5.29.2 No member of the Caterer's staff shall be below the age of 18 year
s.
5.30 COMPLETION PERIOD:
In case job is not started within 1 week of intimation or bidder is unable to complete the assigned job
within the stipulated time, HPCL reserves right to get the job carried out through any other agency/ pa
rty and the incurred charges will be debited to the bidder having the purchase order.
5.31 PAYMENT TERMS:
31 / 40
No advance payment shall be made by HPCL. Payment will be made via e-payment within 15 days fro
m the date of receipt of approved bills with all necessary documents for which bidder will have to decl
are their bank details via e-mandate (format specified by HPCL).
5.32 CANTEEN CONTRACT FOR DRIVERS, H

ELPERS, AND CONTRACT WORKMEN
This part of the tender covers the canteen services for the drivers, helpers, and contract workmen pro
vided in the parking area of the Chennai new terminal. Approximately, 300 workers including the driv
ers, helpers, and contract workmen are involved on daily basis in Chennai New Terminal, HPCL. Altho
ugh, the bidders shall not quote for canteen-2 charges, the services as mentioned in section is a part o
f the tender and all the services mentioned in this tender terms and conditions are obligatory and shall
be in scope of the overall L1 bidder. HPCL reserves the right to carry out any job(s) through another a
gency at the cost and risk of the bidder if the bidder:
--commits default in proceeding with the work with due diligence and
continues to do so after a notice in writing within 7 days from the Location
in Charge.
or
--commits default in complying with the terms and conditions of the

contract and does not remedy it or take effective steps to remedy it within
7 days after a notice in writing is given to him by the Location in charge.
or
--fails to complete the works or item of works within individual/ parti

cular date of completion on or before the date(s) of completion and does n
ot complete them within the period specified in a notice given in writing by
the Location in charge.
5.3.1. The menu to be provided in Canteen-2 shall be referred as given in

section 2.4 in Annexure-2. The price for menu which are pertaining to
the canteen no. 2 shall be capped at the following rates:
TT Std Veg Lunch: The maximum price for TT Std Veg Lunch shall be INR 1
00/- (Price Inclusive of taxes)
TT Economy meal: The maximum price for TT Economy meal shall be INR
85/- (Price Inclusive of taxes)
32 / 40
TT Breakfast: The maximum price for TT Breakfast shall be INR 60/- (Price
Inclusive of taxes)
The bidder at his discretion shall fix a price for the menu as given in sectio
n 2.4 in Annexure-2 lower than or equal to the respective capped price as
mentioned, however, without compromising on the quality or quantity as m
entioned in section 2.4 in Annexure-2.
The evaluation will be done on the basis of the overall L1 quoted rates. The indicative menu is provide
d in the Annexure – 2 (Section 2.4).
5.32.2 Chair, Table, and water will be provided by HPCL.
5.32.3 The premises broadly consists of two parts:
Kitchen, store, Dining hall (approx. 2600sq. ft.), henceforth called as “TT canteen”. Crew rest
room, toilets (approx. 2400sq. ft.), henceforth called as “TT restroom”
5.32.4 The bidder shall pay an amount of Rs.25,000/- per month (inclusi
ve of applicable GST) to HPCL towards rental for utilization of facilities ap
prox. 2600sq. ft. of the canteen. The charges shall be recovered separat
ely on monthly basis. In case the monthly bill is less than INR 25,000/-, t
he differential amount shall be provided in the form of DD in favour of “
Hindustan Petroleum Corporation Limited”.
5.32.5 The bidder will provide the LPG and stoves required for preparati
on of the food at his cost. HPCL will not take any responsibility in this re
gard. Bidder shall take all safety precautions and necessary approvals fo
r storage/usage of LPG. HPCL shall provide Biogas plant. The bidder shall
maintain and use the Biogas plant.
5.32.6 Bidder shall ensure food is available in canteen as per the requir
ement during working days of the terminal without any disruption so tha
t the TT crew/dealers/visitors/contract workmen will not be put to any in
convenience.
5.32.7 The bidder shall maintain the kitchen and dining areas clean and
tidy. Hygiene must be maintained in the premises during the period of c
ontract.
5.32.8 Working hours: The working hours is from 08:30hrs to 17:00hrs.

Breakfast time is from 08:00hrs to 10:00hrs and lunch time is 12:30hrs t
33 / 40
o 15:00hrs. However, the working hours will be reviewed from time to ti
me based on requirement.
5.32.9 Bidder shall provide all consumables such as soap solution, clean
ing materials, etc., required for maintenance of the TT canteen.
5.32.10 The bidder shall also ensure to maintain the toilets, wash b
asins, floor, etc., clean and tidy at all times for TT canteen in the premis
es. The flooring must be mopped at frequent intervals and the toilets m
ust be kept neat and tidy.
5.32.11 The contract shall own the full responsibility of all issues arisin
g out of maintenance of the canteen and will keep HPCL indemnified of t
he losses, if any.
5.32.12 The bidder should charge only the agreed prices as per PO and
action will be taken against the bidder in case of any deviation.
5.32.13 The bidder shall use the TT canteen for the purpose for which it
was handed over to the bidder, i.e., preparation of food and serving it to
the stakeholders of the terminal.
5.32.14 The bidder shall ensure good working of the TT canteen/ cleanl
iness of the TT canteen and shall not engage/do anything that tarnishes
the reputation of the corporation. Customer satisfaction should be given
high priority.
5.32.15 The bidder shall take all precautions to serve fresh and hygienic f
ood.
5.32.16 In case of any exigency, the contract may be terminated by HPC

L without giving any notice and this will be binding on the contactor.
5.32.17 The bidder shall not sell LIQUOR/pan, ghutka, cigarettes, etc.,
and shall not encourage selling/consumption of these items in the premi
ses.
5.32.18 The bidder may sell cool drinks, water bottles, biscuits, snacks,
chocolates in the premises at or below MRP rate.
34 / 40
5.32.19 The bidder shall take permission from HPCL for commencing sa
les of any new item not mentioned in the tender.
5.32.20 Disputes/issues arising out of operation of canteen will be resol

ved by bidder at his own cost and he agrees to indemnify HPCL of any lia
bilities.
5.32.21 All the equipment/materials provided by HPCL shall be handed

over to HPCL in good condition at the time of expiry/termination of the c
ontract.
5.32.22 The bidder will collect the amount towards the food supply dire
ctly from the customers. People may insist on the service providers for i
ssue of cash memo/bill.
5.32.23 Tariff of all items in the TT canteen is inclusive of all applicable ta

xes.
5.32.24 Bilingual menu shall be displayed prominently inside the canteen

wherein people may ascertain the menu and tariff for food served.
5.33 UNIFORM TO EMPLOYEES OF THE CATERER
The Caterer shall provide at his own cost two sets of neat and clean uniforms every year to his emplo
yees working in the Corporation's premises and shall ensure that such uniforms are always worn by th
e employees while on duty. Uniform will include pair of head caps, suitable hand gloves, safety shoes
for the waiters/attendants. In addition, Cook/Asst. Cook will also be provided with aprons, safety shoes
, suitable hand gloves for handling hot utensils and caps. The Corporation shall be within right to
disallow any of the employees of the Caterer who will not be wearing the uniform or that it will not be
neat and clean.
The personal protective equipment to be given to all the workers are disposable hair cover (Daily), pla
stic/nitrile disposable hand gloves and disposable face mask (daily) or washable/reusable face masks
5.34 PENALTY CLAUSE
5.34.1 The staff deployed by the bidder shall perform their duties at the
premises with due diligence and take all precautions to avoid any loss o
r damage to the HPCL property. If any negligent action or inaction on th
35 / 40
e part of workers of the bidder causing damage to
contracted item(s) / HPCL premises is reported, then full amount equivalent to that of damaged article
will be recovered from the monthly bill of the bidder in addition to any other action as deemed approp
riate by the Officer In Charge.
5.34.2 The bidder has to pay penalty of Rs. 5000/- per day for not provid
ing canteen/pantry services in any designated date without necessary p
ermission/agreement from officer in charge.
5.34.3 Bidder has to ensure manpower availability on all working days

without exceptions. Non-providing of adequate man power for canteen s
ervices will be viewed seriously. The bidder has to pay penalty of Rs.10
0/- per day per worker & no wage Payment on days absent without intim
ation.
5.34.4 If any lapse is noticed in any schedule, a penalty of Rs.500/- per

event or pro-rata basis, whichever is higher shall be imposed. It is the re
sponsibility of bidder to ensure that all jobs are done as per schedule an
d documented with OIC. The event shall be considered as number of ge
nuine complaint registered in the complaint register. The genuinely of t
he complaint shall be decided by the canteen committee head. The com
plaint register shall be printed and maintained in the format given as pe
r Annexure 5 and shall be kept in a conspicuous place in both canteen -
1 and canteen-2 visible and accessible to all users of canteen.
5.34.5 The Corporation shall have the right to inspect such premises an
d facilities and may call upon the bidder to maintain the facilities in a ne
at and clean manner. In case of failure of the bidder, the Corporation has
right to penalize the Caterer upto Rs. 500/- per instance. The Corporatio
n has full discretionary right to penalize the Caterer upto Rs. 500/- in ea
ch case of default on his part in relation to food quality, quantity, cleanli
ness and hygiene or
default or lapse in following the instruction given to him by the concerned officer/s of the Corporation.
5.34.6 The bidder has to pay penalty of Rs.1000/- per instance where bi
ll is not provided to customers or food sold in the outer canteen (cantee
n -2) is charged more than the rates quoted in bid. (Applicable to sectio
n 5.32 of this tender document). Bidder to provide bills to customers for
all foods sold at canteen -2
5.35 TRAVEL ALLOWANCE
36 / 40
Vendor to make payment of Travel Reimbursement for their contract workmen of fixed amount of Rs.1
00/day/person for their contract workmen and the same is not included in the overall rate calculation.
Vendor to clearly mention the same in wage register along with other parts such as Basic/DA/ESIC/PF/
Bonus/Leave Wages/Travel Reimbursement etc., Separate reimbursement will be made on submission
of proof.
FURTHER CORRESPONDENCE:
All correspondence:
Kind Attention: Shri. R. Mero Infanto, Ph. No: 9489965662.

Annexure-I
SELF-CERTIFICATION
I, S/o/D/o of , working as {CEO/CFO/ Company S

ecretary or any member of the Board of Directors in case of a limited company or proprietor / any two
partners in case of Proprietorship / Partnership firms (indicate, as applicable)} of the Company
having its documents pertaining to Bidder Qualification Crit
eria signed by undersigned vide our offer reference against your Enquiry document
, are true, authentic, genuine and exact copy of its original.
S.No. Document Reference No. & Date Document Subject Issuing Authority
It is certified that none of the documents are false/forged or fabricated. All the documents has been su
bmitted having full knowledge of (i) the provisions of the Indian laws in respect of offences including,
but not limited to those pertaining to criminal breach of trust, cheating and fraud (ii) provisions of bidd
ing conditions and (iii) Suspension / Banning rules of HPCL, which entitle HPCL to initiate action in the
event of such declaration turning out to be a misrepresentation or false representation. I further certif
y that further documents, if any, required to be submitted by our company, shall be submitted under
my knowledge and those documents shall also be true, authentic, genuine, exact copy of its original a
nd shall not be false/forged or fabricated. I also declare that in case, at a later date, any of the docum
ent submitted in our bid referred above is found to be false/forged or fabricated, I, shall be held respo
nsible for the same and HPCL has every right to take action against me and my company, as deemed f
it as per law of land and provisions of the bidding documents including HPCL's right to put our compa
ny on Suspension/Banning/Holiday list for future business with HPCL.
Specimen Signature of authorized representative
Signature
Name & Designation {CEO or CFO or Company Secretary or any member of the Boar
d of Directors in case of a limited company or proprietor / any two partners in case of
37 / 40
Proprietorship / partnership firms (indicate, as applicable)}
Notarized by Notary Public (applicable only in case of Proprietorship / Partnership fir

m)
Note:
1 All items should be hot while serving.

2 All items to be prepared with LESS OIL and MASALA.
3 Oil shall be used only once. Oil used should be sunflower refined oil onl
y of
reputed brand (Fortune/ITC/Gold winner/Dhara/Fortune

xpert/sundrop superlite).
4 Fish: Vanjiram / Vayyal
Friday Sweet: Gulab Jamun, Rasagola, Paruppu Payasam,
Items included in the daily menu are as follows:
Cooked White Rice (Boiled) – 300 grams – (Type: Ponni rice
– Brands: Vira Sivaji, Gokulam, Karkkuvel Ayyanar Krishna, V
MD special Tanjore, Ramajeyam Tanjore Ponni, Ramajeyam
Premium rice Madurai Ponni)
5 Chappathi (7-inch diameter) – 3nos. Aata: Wholewheat –(Aashir
vad/Fortune/Pilsbury)
Sambar – as demanded - shall be served with adequate quantity and variety of
vegetables
Rasam – 200 grams
Butter milk – 200 ml (Brands: Hudso
n/Aavin) Curd – 70 grams (Brands: H
udson/Aavin)
Pappad – 1 No.; (Brands: Lijjat/Ambika/Popular/Aach
i/Ponni) Pickle – 1 spoon (Mango/Lemon) – Brand: Aa
chi/Mothers/Ruchi Dal brands: (Udhayam/Tata Sam
pann/ITC Ashirvad)
Spices: (Brands: Everest/Aachi)
Egg shall be made available on all days. Those employees who
wish to consume omelette (Quantity of 2 eggs) shall be provid
ed with. Such option will be considered as meal with egg.
TEA/COFFEE
Standard Tea - 120 ml (black tea with/without lemon & ginger tea shall
be served as advised by officer in charge)
Coffee with instant coffee powder – 120 ml
38 / 40
Green Tea – 120 ml (Shall be made with one green tea dip sachet of repute
d make Lipton, Tata Tea, etc.,)
Note:
1. Tea/coffee/green tea shall be served at most three times to all t
he employees requesting the same. The timings of the tea shall
be 08:30 am (during breakfast), 11:00 am and 03:00 pm for field
employees. The same shall be served at the designated places a
s advised by Officer in charge. The timings and designated servi
ng place is only for indicative purpose and can change according
to need. The same shall be served at the user designated place.
2. Tea/coffee/green tea shall be served to guests only on the discr
etion/ permission of the Officers.
3. The record (proof) for the same shall be maintained by the vend
or and shall be attached with the monthly bill.
4. The milk shall be of make Aavin (Green) or equivalent as approv
ed by Officer in charge.
5. The sugar shall be of make Tata, madhur, etc, or equivalent as
approved by Officer in charge.
6. The tea powder shall be of make chakra gold or equivalent as a
pproved by Officer in charge.
The instant coffee powder shall be of make Bru or equivalent asapproved
by Officer in charge.
WEEKLY MENU FOR CANTEEN – 1 (MANAGEMENT) - BREAKFAST
In case if canteen is asked to serve butter milk to company employees/GAT

/TAT/Contract Engineers deployed at terminal, cost of tea/coffee shall be re
imbursed.
For line no. 12 of the tender, supply of 1 quantity of snack means supply
of 2nos. normal sized (weight: 50gm) urud vadai or dhal vadai or bonda or
bhajji with any variety of chutney as mentioned in section 2.3 above. To be
served on a suitable paper plate with tissue paper at no extra cost.
For line no. 13 of the tender, supply of sweet means, supply of any of the f
ollowing sweet (weight: 50g) as advised by the Officer in charge. To be ser
ved on a suitable paper plate with tissue paper and disposable wood spoon
at no extra cost.
Kesari, Gulab janum, Carrot halwa, Mysore Pak
39 / 40
3. Buyer Added Bid Specific ATC
Buyer uploaded ATC document Click here to view the file .
Disclaimer/अ वीकरण
The additional terms and conditions have been incorporated by the Buyer after approval of the Competent
Authority in Buyer Organization, whereby Buyer organization is solely responsible for the impact of these clauses
on the bidding process, its outcome, and consequences thereof including any eccentricity / restriction arising in
the bidding process due to these ATCs and due to modification of technical specifications and / or terms and
conditions governing the bid. Any clause(s) incorporated by the Buyer regarding following shall be treated as
null and void and would not be considered as part of bid:-
1. Definition of Class I and Class II suppliers in the bid not in line with the extant Order / Office Memorandum
issued by DPIIT in this regard.
2. Seeking EMD submission from bidder(s), including via Additional Terms & Conditions, in contravention to
exemption provided to such sellers under GeM GTC.
3. Publishing Custom / BOQ bids for items for which regular GeM categories are available without any
Category item bunched with it.
4. Creating BoQ bid for single item.
5. Mentioning specific Brand or Make or Model or Manufacturer or Dealer name.
6. Mandating submission of documents in physical form as a pre-requisite to qualify bidders.
7. Floating / creation of work contracts as Custom Bids in Services.
8. Seeking sample with bid or approval of samples during bid evaluation process.
9. Mandating foreign / international certifications even in case of existence of Indian Standards without
specifying equivalent Indian Certification / standards.
10. Seeking experience from specific organization / department / institute only or from foreign / export
experience.
11. Creating bid for items from irrelevant categories.
12. Incorporating any clause against the MSME policy and Preference to Make in India Policy.
13. Reference of conditions published on any external site or reference to external documents/clauses.
14. Asking for any Tender fee / Bid Participation fee / Auction fee in case of Bids / Forward Auction, as the
case may be.
Further, if any seller has any objection/grievance against these additional clauses or otherwise on any aspect of
this bid, they can raise their representation against the same by using the Representation window provided in
the bid details field in Seller dashboard after logging in as a seller within 4 days of bid publication on GeM. Buyer
is duty bound to reply to all such representations and would not be allowed to open bids if he fails to reply to
such representations.
This Bid is also governed by the General Terms and Conditions/ यह बड सामा य शत के अंतगत भी शािसत है
In terms of GeM GTC clause 26 regarding Restrictions on procurement from a bidder of a country which shares a land border with India, any bidder from a country which
shares a land border with India will be eligible to bid in this tender only if the bidder is registered with the Competent Authority. While participating in bid, Bidder has to
undertake compliance of this and any false declaration and non-compliance of this would be a ground for immediate termination of the contract and further legal action
in accordance with the laws./ जेम क सामा य शत के खंड 26 के संदभ म भारत के साथ भूिम सीमा साझा करने वाले दे श के बडर से खर द
पर ितबंध के संबंध म भारत के साथ भूिम सीमा साझा करने वाले दे श का कोई भी बडर इस िन वदा म बड दे ने के िलए तभी पा होगा
जब वह बड दे ने वाला स म ािधकार के पास पंजीकृ त हो। बड म भाग लेते समय बडर को इसका अनुपालन करना होगा और कोई भी
गलत घोषणा कए जाने व इसका अनुपालन न करने पर अनुबंध को त काल समा करने और कानून के अनुसार आगे क कानूनी कारवाई
का आधार होगा।
---Thank You/ ध यवाद---
40 / 40

Gem Thiruvalur

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Bid Number/बोली मांक ( बड सं या) :

Bid Document/ बड द तावेज़

Bid Details/ बड ववरण

Bid End Date/Time/ बड बंद होने क तार ख/समय 13-07-2023 18:00:00

Bid Opening Date/Time/ बड खुलने क

Bid Offer Validity (From End Date)/ बड पेशकश

Ministry/State Name/मं ालय/रा य का नाम Ministry Of Petroleum And Natural Gas

Department Name/ वभाग का नाम Na

Organisation Name/संगठन का नाम Hindustan Petroleum Corporation Ltd

Office Name/कायालय का नाम Petroleum House

Total Quantity/कुल मा ा 58600

BOQ Title/बीओ यू शीषक CANTEEN SERVICES CNT

Minimum Average Annual Turnover of the

OEM Average Turnover (Last 3 Years)/मूल

Years of Past Experience Required for

MSE Exemption for Years of Experience and

Startup Exemption for Years of Experience

Experience Criteria,Past Performance,Bidder

Past Performance/ वगत दशन 10 %

Bid to RA enabled/ बड से रवस नीलामी स य कया Yes

RA Qualification Rule H1-Highest Priced Bid Elimination

Type of Bid/ बड का कार Two Packet Bid

Primary product category Breakfast

Time allowed for Technical Clarifications

Inspection Required (By Empanelled

Evaluation Method/मू यांकन प ित Total value wise evaluation

EMD Detail/ईएमड ववरण

ePBG Detail/ईपीबीजी ववरण

Advisory Bank/एडवाइजर बक State Bank of India

ePBG Percentage(%)/ईपीबीजी ितशत (%) 3.00

Duration of ePBG required (Months)/ईपीबीजी क

Reserved for Make In India products

Reserved for Make In India products Yes

MSE Purchase Preference/एमएसई खर द वर यता

MSE Purchase Preference/एमएसई खर द वर यता Yes

i. If number of technically qualified bidders are only 2 or 3.

Meal With Egg

Technical Specifications/तकनीक विश याँ

Specification Document View File

BOQ Detail Document View File

Consignees/Reporting Officer/परे षती/ रपो टग अिधकार and/ तथा Quantity/मा ा

Meal With Fish

Technical Specifications/तकनीक विश याँ

BOQ Detail Document View File

Consignees/Reporting Officer/परे षती/ रपो टग अिधकार and/ तथा Quantity/मा ा

Meal With Chicken

Technical Specifications/तकनीक विश याँ

Specification Document View File

BOQ Detail Document View File

Consignees/Reporting Officer/परे षती/ रपो टग अिधकार and/ तथा Quantity/मा ा

Meal With Mutton

Technical Specifications/तकनीक विश याँ

Specification Document View File

BOQ Detail Document View File

Consignees/Reporting Officer/परे षती/ रपो टग अिधकार and/ तथा Quantity/मा ा

Technical Specifications/तकनीक विश याँ

Specification Document View File

BOQ Detail Document View File

Consignees/Reporting Officer/परे षती/ रपो टग अिधकार and/ तथा Quantity/मा ा

Technical Specifications/तकनीक विश याँ

Specification Document View File

BOQ Detail Document View File

Consignees/Reporting Officer/परे षती/ रपो टग अिधकार and/ तथा Quantity/मा ा