SUPPLY, ERECTION AND COMMISSIONING OF

HIGH MAST TOWERS AT

HPCL PALGHAT LPG PLANT
PRE-QUALIFICATION CRITERIA

1. Eligibility to participate in the tender:

Bidders who qualify as per following criteria and submit supporting documents as detailed in
the tender, shall only be acceptable. Proposal submitted by bidder, who qualify as per the
following criteria shall be technically and commercially evaluated. All other proposals are liable
to be rejected. Hence, bidders are requested to carefully read the qualification criteria and
furnish authentic and complete information in response.

a. Financial:

• Average Annual Financial Turnover during the last 3 years, ending 31st March, of the
previous financial year, should be at least Rs. 10.5 lakhs.

• Bidders are required to submit the audited balance sheets, profit & loss statements for the
last 3 financial years (2023-24, 2022-23 and 2021-22). In this regard the vendor has to submit
Financial Statements for last 3 immediately completed financial years (2023-24, 2022-23 and
2021-22). While computing the annual turnover, other income shall not be considered.

• Average turnover shall be determined by summing up the annual turnover of each financial
year and dividing the sum by three. In the event a bidder does not have turnover in any one or
two of the years of the submitted financial years, the turnover for that/ those years shall be taken
as Nil and the average turnover will be calculated by considering the denominator as 3 years
to determine the conformity to the turnover criteria.

• In case where audited results for the last financial year as on the date of submission of the
tender is not available, the audited results of three consecutive financial years preceding the
last financial year shall be considered for evaluating the financial parameters subject to
submission of a Certificate signed by CEO/ CFO/Partner/Proprietor of the Bidder stating that
the financial results of the last financial year of the Company/ Firm are under audit as on the
due date of submission of the bid.

b. Technical:

Tenderer should not be on Holiday list/ Black listed by IOCL/BPCL/HPCL and or MOP&NG.
Applicants shall have experience of having successfully carried out and completed similar
works at HPCL/BPCL/IOCL locations (Supply & installation of high mast towers) during
 the last 7 years ending last day of the month previous to the one in which applications are
invited, which experience should be

a. One similar work costing not less than the amount of Rs. 14.1 lakhs (excluding GST)

Bidders shall upload completion certificates and copy of purchase orders of purchase
orders meeting above criteria.

Note: Above Financial and Technical Eligibility Criteria will be relaxed by 15% for Micro and Small
Enterprises subject to meeting the prescribed quality and technical specification of the tendered
items/services.

Notes:

a. In case of similar works cited by Bidders, Purchase Orders placed only during last 7 years
ending as of last day of the month previous to the one in which applications are invited, would
be considered for evaluation.

b. Submission of the Purchase Order / Work Order is mandatory and it should clearly mention
the details of work executed/supplies made by the vendor so as to enable us to identify whether
the vendor meets the technical criteria stipulated above or not.

c. The Completion Certificate for completed works should be certified by the owner/client (for
whom the work order has been executed) in support of meeting the technical criteria as
stipulated above.

Notwithstanding any other conditions/provision in the tender documents, in case of ambiguity

or incomplete documents pertaining to PQC, bidders shall be given only one opportunity with a
fixed deadline after bid opening to provide complete and unambiguous documents in support
of meeting the PQC through Gem. In case the bidder fails to submit any documents or submits
incomplete documents within the given time, the bidder’s tender will be rejected.

2. Documents for Submission:

The Bidders have to submit the following documents in support of the Pre-qualification
requirement:

a. Notarized copies of Audited Annual Reports/Balance sheet & Profit and Loss account for
last 3 immediate financial years (2023-24, 2022-23 and 2021-22). In case notarization is not
possible, self-attested copies may be submitted. Documents shall be verified with Originals at
the time of Original PQC Document verification.

b. Duly notarized copies of Purchase order/work order along with certificate of completion of
work order (having cross reference to PO) clearly mentioning the details work executed/supplies
made by the vendor so as to identify whether the vendor meets the technical criteria stipulated.
In case notarization is not possible, self- attested copies may be submitted. Documents shall
be verified with Originals at the time of Original PQC Document verification.

c. Self-attested copy of PAN

d. GST registration certificate (self-attested copy)

e. Letter of proof that the party has noted and understood the site conditions before quoting or
self-declaration stating that the party has understood the scope of job and terms & conditions.

f. Supporting Documents pertaining to Pre-Qualification Criteria namely PQC have to be

uploaded as per the provisions made in the Gem portal.

g. HPCL reserves the right to seek information / documents from bidders, in addition to details
furnished in original bid, to complete the evaluation.
Annexure 1
SCOPE OF WORK

This tender is floated for inviting bids for Supply, Erection and Commissioning of High Masts at HPCL
Palghat LPG Plant.
Address of site location is as given below. Interested vendors may inspect the site at his own
expense and make himself familiar with the site conditions and job requirement. Non-familiarity of
the site conditions will not be a reason either for extra claim or for not carrying out the work in
conformity with the drawings/ specifications and jobs required for complete healthy working of the
system.
HPCL PALGHAT LPG PLANT
KANJIKODE, PO BOX N0.2
PALAKKAD - 678621

Bidders are requested to carefully read the bid document, Specifications, Data Sheets, Instructions
etc. as contained herein and submit their most competitive offer for HPCL’s review and acceptance.
TECHNICAL SPECIFICATIONS
The bidder should note that the specifications furnished in the tender is of general nature only and it
is the responsibility of the bidder to supply and install high masts as directed by the Officer-In-
Charge.

Schedule of Quantities and Technical Specifications

Description Qty UOM

1. SUPPLY & FABRICATION OF 30 MTS. HIGH MAST

Design, engineering, manufacture, shop testing, supply including packing and
forwarding, transportation (including loading/unloading at site), delivery and
Supply of 30 Mts. height High Mast with internal power tool complete with
accessories as per specification. The cost also includes supplying and providing
EPR insulated trailing cable (5C x 6 Sq. mm Cu), Switch Plug & Socket at the base
of high mast to the junction box at the top, from Flameproof Motor and internal
power tools.
Note:
a) Construction of earth pit for high mast is excluded from this item.
b) Lightning arrestor & aviation obstruction lamp (low intensity 4 EA
LED type twin dome aviation obstruction light) shall also be
provided as a part of supply of high mast.
c) Contractor should note that junction box shall be provided at the
top of the high mast as per specifications and requirement. Rates
for lighting fixtures shall be paid separately.
d) Contractor to provide design and civil drawing for
foundation of high mast tower within one week of receipt of
purchase order.
e) Mast shall be lantern fitted with 12Nosx350W specially designed
high mast LED light luminaries complete with control gear box.
 f) Foundation bolts to be supplied under this item as per the following:
Design and Supply of complete set of suitable foundation bolts and design
drawings of civil foundation, for installation of 4 nos. 30m High mast tower
supplied under respective item. Foundation construction shall be carried out
by HPCL on the basis of GA drawing of foundation supplied by VENDOR (Civil
drawings to be submitted within 1 week from receipt of PO). (Note:
Foundation bolts template for grouting of the bolts in foundation to be
provided with each High Mast Tower)
g) Supply of raising lowering system comprising double drum winch, 8mm
diameter SS wire rope, trailing cable, connector, integral FLP power tool
motor, manual handle, junction box, lightening complete.
Approved makes: VALMONT / BAJAJ / SKIPPER / SURYA ROSHNI / TRANSRAIL or
equivalent

2. SUPPLY MOUNTED FLP FEEDER PILLAR 63A

FLP Feeder pillar specifications shall be as follows: supply of outdoor stand
mounted feeder pillar for operation of 30m high mast with 63A tpn MCB
incomer, single dial time switch, 45A tp contactor for the automatic switching of
luminaries, power tool control with 2 nos. 9A contactors, reversible starter, FLP 4 EA
double compression Ni plated brass cable glands & lugs for all
incoming/outgoing cables, stopping plug, motor starter for winch drive and raise
lower push button all complete. Feeder pillar shall be flame proof and suitable
for gas group iia/iib.
3. SUPPLY OF 350W LED FLOOD LIGHT LUMINAIRES
Includes supply of LED fittings for high mast. Vendor has to quote rates per
LED fitting basis. Number of fittings per mast is fixed i.e., 12. Simulation report
showing lux levels by vendor to be submitted along with technical bid taking a
48 EA
maintenance factor of 0.8 (80%).
Complete warranty of five years to be provided by vendor. Price to be quoted
along-with driver, lenses, mounting bracket, nut/bolt etc. complete as per tender
specification and approved design.
4. INSTALLATION, TESTING & COMMISSIONING OF HIGH MAST
TOWER
Installation, Testing, Erection & commissioning of 30m high mast tower, aviation
light, installation, testing & commissioning of light fixtures, installation of
foundation bolts etc. complete in all respects and as directed by the Engineer-in-
charge. All arrangements related to water, power, labour etc. related to job to be
done by vendor. 4 EA
The vendor may have to carry the erection and commissioning work on part
basis for different High MAST in two phases, i.e. vendor/representatives may
have to visit the premises more than once for carrying out the job.
Job includes installation of the mast feeder pillar by grouting the stand in
concrete.

THIRD PARTY INSPECTION:

All materials mentioned in the SOQ to be delivered only after Third Party Inspection. Parties to consider the
same while submitting quotes. Approved TPI agencies are:

BVIS / BAX COUNSEL / CEIL / PDIL / DNV/ IRS / LLOYDS / TUV / RITES
Scope of Inspection:
1. Review of MTC of all materials
2. Design of HMT to be reviewed
3. Lux design of HMT to be reviewed
4. Power Factor of LED Fixtures. Min power factor required is 0.9. Each and every lighting
fixture to be checked by the TPI agency.
5. Test report of lux levels as required after installation of light fittings to be submitted

Scope of Work:
The scope of work at HPCL Palghat LPG Bottling Plant shall be as listed below, but not
limited to the following.
i) Design manufacture, supply, erection, testing and commissioning of High mast for Area
lighting system. The following are the equipment and auxiliaries generally envisaged but not
limited to:
a). Supply of 30 M high Mast Structure with Lantern Carriage raising/lowering
mechanism High mast
b). Design and supply of High Mast and FLP Feeder Pillar
c). Supply of Power & Control cables as required for power distribution from feeder
pillar to all light fittings of each Mast. (Only cable from sub Station/MCC room to High Mast
shall be laid by HPCL and all other cabling works required for high mast are in the scope of
the contractor).
d). Supply, installation etc. of feeder Pillar Boards, FLP Type for Gas Group IIA & IIB, as
per IP 65 protection & approved by CCOE.
e). Supply of Aviation Light
f). The lighting system & the high mast lighting controls shall be suitable for providing
MICROPROCESSOR BASED or TIMER BASED LIGHTING CONTROLLERS FOR ENERGY SAVING.
g). Installation, testing & commissioning of the High Masts.
h). Each High mast shall have FLP Feeder Pillar Distribution Board located near the Mast
at the bottom. Each feeder Pillar shall receive 3 phase, 415 V Supply.
i). Lightning protection as per IS Standards
j). Scope also includes submission of civil drawing of foundation & supply of foundation
bolt. Soil test report will be provided by HPCL.

ii) Installation of any other accessory not specified herein but nevertheless necessary,
for the completion of work.
iii) Supply of load data at base plate level, layout, level of pedestal and bolt details, etc.
are to be furnished by successful tenderer.
iv) Supply of all labour, supervision, tools and tackles, consumables, materials and all
other accessories not specifically mentioned herein but required for the installation and
commissioning of equipment
v) Unloading on delivery, unpacking, checking and proper storing, transportation from
store to erection site testing and commissioning of equipment, supplied under this contract
and free issue items, if any
vi) Furnishing Design calculations including Lux level calculation for outdoor installation,
design drawings, documentation, operating & instruction manuals etc., for approval /
information and erection, installation testing / commissioning has been carried out under
this contract.
vii) A total of 04 HIGH MAST towers are required at Palghat LPG Plant, positioning of
which are fixed to give sufficient illumination to cover all the plant areas or as per advice of
HPCL EIC with minimum illumination required as per OISD standard.
viii) Vendor should consider 12 LED fittings for achieving the illumination levels and
meeting following conditions.
ix) Minimum illumination level of 10 lux is required within a radius of 45 metres.
x) Vendor has to submit Simulation report along with technical bid taking a
maintenance factor of 0.8 (80%)
xi) The Wiring from distribution box on the top of tower to the light fittings i/c supply
and installation of weatherproof connector boxes are part of the scope of work
ILLUMINANCE:
The illumination design should be such that, an average horizontal luminance of 10 lux is
obtained on the plant area with uniformity ratio of 4:1 (average to minimum).
The arrangements and aiming of flood light should be such that, plant receives light from
different directions to minimize shadow.
CHOICE OF LIGHT SOURCE:
LED type of flood light fittings of reputed makes are only to be used. The spectral
distribution of LED type lights shall be such that, all colors used for plant can be correctly
identified. The LED chip shall be suitable for universal burning conditions / positions.
WIRING: All the Luminaires shall be wired with 3x2.5 sqmm PVC insulated PVC sheathed
copper conductor cable and to be distributed on three phases.
OVER VOLTAGE RELAY & TIMER: The mast should be suitably provided with a timer for
switching the lights on & off (preferably with adjustment for seasonal changes in day-light).
Also, over/ under voltage relay to be provided for each mast.
INSPECTION & TESTING
All the items supplied by the contractor shall be tested as required as per attached Technical
Specification and no separate payments shall be made.
Any work not conforming to the Data Sheets, specifications or codes shall be rejected
forthwith and the contractor shall carry out the rectification at his own cost.
The contractor shall carry out all the Factory tests as enumerated in the technical
specifications and as per applicable codes and standards. Contractor shall purpose
necessary Quality Assurance Plan for all new electrical items for approval by client. The tests
shall be recorded on approved Performa and certified records of the tests shall be
submitted to Client/ Consultant. The contractor shall arrange all the tools & tackles and
manpower specialized/skilled/unskilled intended for the work.
DRAWINGS, STANDARD SPECIFICATIONS AND INSTALLATION STANDARDS
Drawing and information to be submitted within ONE WEEK from the date of placement
of order for approval of the Owner / Consultant before manufacture / procurement of
equipment and components:
 Outline & general arrangement drawings incorporating the principal dimensions of
all equipment (L.T. / Lighting/other Switchgear Equipment).
 Control & interlocking scheme with write up.
 Elementary diagrams.
 Earthing layout drawings
 Civil Foundation drawings

The Following documents shall be uploaded online along with technical offer
 Technical details /description of the offered High Masts / LED fittings with
catalogues/brochures
 Filled in data sheets for all items
 CCoE approval certificate for FLP Feeder Pillar Box, Total Power Consumption of the
light mast.
 The minimum Power factor required for light Fixtures is 0.9

Drawings / documents to be submitted for information during execution of project

a). Erection/Installation Manuals
b). Manufacturing Drawings
c). Factory test reports
d). Technical literatures/ Product data /catalogues.
e). Cable layout drawing/Cable Schedule.

Drawings Documents to be submitted before final Acceptance.

a) As Built Drawings
b) Operation and Maintenance Manuals
c) Detailed Bill of Quantity for all Equipment.
d) TPI Clearance report
e) Testing and commissioning Reports.
f) Statutory Approval Documents.

Documents to be submitted along with supply of equipment.

i) Material test certificates.
ii) Reports on shop tests and test certificates and certified test characteristics.
iii) The instruction manual shall furnish the following information in practical and
comprehensive manner prepared for use by operating and / or maintenance personnel.
Instructions for initial installation, instructions for operation, maintenance and repair,
recommended inspection points and period of inspection. Ordering information for all
replaceable parts etc.,
iv) The instruction shall be arranged in a logical and orderly sequence. A general
description of the equipment including significant technical characteristics shall be included
to familiarize operating and maintenance personnel with the equipment.
v) Necessary drawings and other illustrations shall be included or appropriate drawings
shall be bound in the manual. Test, adjustment and calibration information, as appropriate,
shall be included and shall be identified to the specific equipment, safety and other warning
notices and installation, maintenance and operating cautions shall be emphasized.
vi) Information necessary for accurate identification and ordering of replaceable parts.
vii) The instruction manuals shall be bound in durable folder.
viii) If a standard manual is furnished covering more than the specific equipment
purchase, the applicable model (or other identification) number, parts number and other
information for the specific equipment purchased shall be clearly identified.
ix) The instruction manuals shall include list of all special tools and tackles furnished
with complete drawings and instructions for use of such tools and tackles.
x) After the job completion, contractor shall prepare AS-BUILT drawings and
documents, submit Warranty Card/Catalogues/Manuals (O&M) for High Masts and any
major brought out items like lighting fixture etc. Final TPI certified as built drawings,
documents and manuals etc. shall be submitted by the contractor to owner.

GUARANTEE
The vendor shall guarantee the fittings for a period of 5 years from the date of issue of
completion certificate. Any damage or defect that may remain undetected shall be replaced
and/or rectified by the vendor at no extra cost to the owner. Decision of the engineer-in-
charge shall be final in this regard.
The above guarantee shall be applicable for the quality of works executed as well as for the
equipment/fittings/ accessories supplied by the vendor.
GENERAL REQUIREMENT
Construction
The mast shall be manufactured from mild steel plate, cut and folded to form continuously
tapered polygonal profile. Each mast section shall not have any circumferential welding
joint.
Sections should be fitted together on site, telescopically, in a manner that does not require
additional welding. Steel (BSEN 10025, Grade-S-355) confirming with BS-4360 shall be used
for the construction of the mast and welding processes shall confirm to BS-5135 and mast
shall be hot dip galvanized internally & externally confirming to BS-729 / IS-4759,1984.
Sections with more than one weld, circumferential or longitudinal, shall not be accepted. At
site the sections shall be joined together by slip-stressed-fit method. No site welding or
bolted joint shall be done on the mast.
The minimum overlap distance shall be 1.5 times the diameter at penetration. The minimum
top diameter shall be 150 mm. Bottom diameter and plate thickness shall be as per the
structural requirements. Detailed design calculation of the mast shall be submitted for
verification.
For the environmental protection of the mast, the entire fabricated mast shall be hot dip
galvanized, internally and externally, having a uniform average thickness of 85 microns for
plates with more than 5 mm thickness and 70 microns for 5 mm and less. Galvanizing shall
be done in single dipping method for better adhesion and life.
The mast structure shall be designed for an assumed maximum reaction arising from the
maximum wind speed (55 m/sec) and measured at a height of 10 mts. above ground level.
The design life of the mast shall be minimum 25 years. Wind excited oscillation shall be
damped by the method of constructions and adequate allowance made for the related
stresses.
Base flange
The type of foundation for the proposed high mast shall conform to civil / structural scope
of work / specifications.
The base flange shall be manufactured from steel plate free from laminations or incursions.
The base shaft should penetrate the full depth of the base plate and should be welded both
above and below. Gussets shall be located between each hole position, for additional
strength.
Base compartment
An access opening of the base compartment with door provided and should be reinforced to
maintain the strength of the mast. The opening shall be such as to permit clear access to
equipment like winches, cable plug and socket, etc. The door should be weatherproof type
with suitable locking arrangement.
The door opening shall be complete with a close fitting, vandal resistant, weatherproof
door, provided with a heavy-duty double internal lock with special paddle key.
Size of door opening shall such that no buckling of the mast section under heavy wind
conditions shall be observed.
Earthing terminal & earthing
Stainless Steel hexagonal head bolt, complete with saddle bracket should be located in
readily accessible position in the base compartment to be used for earthing terminal. Details
of proper double earthing to the tower and feeder pillar shall be provided independently.
Head frame
The head frame which is to be designed as a capping unit of the mast shall be of welded
steel construction galvanized both internally and externally after assembly. The top pulley
shall be of appropriate diameter, large enough to accommodate the stainless-steel wire
ropes and the multi- core electric cable. The pulley block shall be made of non-corrodible
material, and shall be of die cast Aluminum Alloy (LM-6). Pulley made of synthetic materials
such as Plastic or PVC is not acceptable. Self-lubricating bearings and stainless-steel shaft
shall be provided to facilitate smooth and maintenance free operation for a long period. The
pulley assembly shall be fully protected by a canopy galvanized internally and externally.
Close fitting guides and sleeves shall be provided to ensure that the ropes and cables do not
get dislodged from their respective positions in the grooves. The head frame shall be
provided with guides and stops with PVC buffer for docking the lantern carriage.
The whole head frame assembly shall be covered to the frame by stainless steel bolts.
Lantern Carriage
Fabrication
The lantern carriage shall be of double ring and of mild steel construction and shall be hot
dip galvanized after assembly. The carriage shall be in the form of a double ring split on one
diameter or in two halves and joined by bolt flanges with standard steel bolt enabling it to
be assembled or removed from the shaft after erection. The inner lining of the carriage shall
be provided with protective PVC arrangement, so that no damage is caused to the surface of
the mast during the raising and lowering operation of the carriage
Junction Box
Junction boxes suitably located and housing connections to the lantern shall be provided to
meet the design requirement to feed the lightings. The junction box shall also have
provision for connection of the flexible mast electric cable. The junction box shall be
constructed so as to ensure complete protection against weather.
The aviation light fittings will also be fed through the junction box.
Wiring duct
Suitable wiring duct shall be provided which should carry electric wiring to the light fittings.
Electric cables
High mast shall be provided with flexible, multi core, copper conductor power cable. The
cable shall be suitably sized to ensure proper flow of current with voltage drop within
permissible limit.
Electrical disconnect
An electrical disconnect shall be provided at the base of the mast, comprising socket with
coupling ring and threaded plug. It shall be possible that for lowering the lantern cartridge,
the electrical cable is disconnected at the base and connected to the test lead so that it is
free to travel within the mast and power supply can be maintained.
Winches
The mast shall be provided with double drum winch. The winch shall be capable of handling
maximum anticipated load with sufficient safety margin. Suitable reduction gear box shall
be provided which shall be filled with lubricant in the factory and should require no further
attention at site. The gears shall be suitable reduction ratio and provision shall be made
both for manual as well as power drive.
The drum shall be fabricated from steel. To ensure correct rope stacking, a minimum of one
full layer of rope shall remain on the drum, after the lantern carriage has been lowered to its
lowest position. The double drum winch shall use an arrangement of two independent
ropes and each rope shall have one end attached to the lantern carriage and the other end
clamped to the winch drum. The control arrangement shall allow the two sets of gears and
shafts for normal operating duty of raising and lowering. Additionally, a separate manual
only function shall permit the lower drum to be rotated independently for leveling the
lantern on both gear shafts and automatic gravity latches, which separately lock each drive
shaft.
Stainless steel wire rope
All wire ropes shall be made from stainless steel confirming to IS-2365, 1963 & IS-3457,
1977 having a tensile strength of 165 Kgf / mm. The rope shall have a construction of 7/19
of steel core, to combine corrosion resistance with flexibility. The rope of 6 mm or more
diameter shall be provided to cater to maximum safe working load at adequate safety
factor. There shall not be any intermediate joints on the ropes. It shall be continuous from
winch to head frame.
Vendor is required to get all High mast Towers get inspected from Factories approved
parties and certified by a Competent Person as per Kerala Factories Rules, 1957. Factory
safety certificate for operation of lifting devices provided in HMTs also to be submitted.
Essential tools for operation
A) Power drive
The power drive shall be connected to the winch via a matching coupler. To protect the
hoist rope system against overload, the coupler shall incorporate a torque limiting clutch,
pre-set at the factory.
B) Test lead
Flexible multi core test lead shall be identical to the electric cable specified earlier. The
conductor core shall be insulated with ethylene propylene rubber and the complete cable
core shall be matching with the main electric cable. Each test lead shall be provided with
locking type male plug at one end and female plug at the other end.
C) Winch winding and adjusting handle
For manual operation of the winch drum and to monitor adjustment of the lantern carriage,
suitable handles shall be supplied.
Lightning protection
Lightning protection shall be provided to the high mast.
Aviation lights
Aviation lights as per specifications mentioned earlier shall be provided with suitable wiring.
Feeder Pillar (Outdoor distribution Board)
Each high mast shall have one feeder pillar distribution box located near to it. The feeder
pillar box shall be hinged, metal enclosed, free standing type, FLP type for Gas Grp IIA & IIB
and IP 65 protected. The Feeder Pillar Box shall be approved by PESO. Additional canopy for
main protection shall be provided.
The FLP feeder pillar box shall have 63 A SFU incomer and outgoing ELMCB (fault level 35
MVA), motor starters for winch drive, lighting distribution outgoing circuits, single phase 2
pole MCBs to high mast luminaries and cable glands.
This box shall have space to receive incoming and outgoing cable terminations for 3 phase,
415 V, TPN supply loop in loop out.
The feeder pillar box shall be connected through cable (length 5 metres approx.) to control
station for raising and lowering of lantern carriage.
The feeder pillar box shall be mounted on a raised concrete platform above ground level.
The feeder pillar box shall have required interface for remote control PB station through
cable for raising and lowering of lantern carriage.
The light fittings provided on the light mast can have group control of light fittings instead of
Individual control of each light fitting with equal distribution of load among all lights
Annexure 2
SPECIAL TERMS & CONDITIONS

1. All quoted rates should be inclusive of taxes, freight (including unloading at site), packing
& forwarding and third party inspection if any. The deliveries are to be made on a door
delivery basis and no additional freight charges will be paid for any consignments by HPCL.
Taxes, if any, should be included in the rates quoted.

2. The material is to be supplied at the following address:

Plant Manager,
HPCL PALGHAT LPG PLANT
KANJIKODE, PO BOX N0.2
PALAKKAD – 678621

3. Seller warrants that the use or sale by the purchase of material specified herein will not
subject purchaser to charges of patent infringement and further agrees to hold purchaser
harmless against any and all results of such charges.

4. Material must not be excess of quantity ordered and must be of the required quality &
fully meet Purchaser's specifications otherwise it will be returned at seller's expenses.

5. Substitution or extra charges under this order will not be permitted except on specific
authority of the office.

6. Delinquency in delivery or otherwise unsatisfactory service will be considered cause for

cancellation and/or rejection at no expense to the Purchaser.

7. Purchaser reserves the right to suspend despatch of the material covered by the Order in
event of strike, accidents or other contingencies beyond Purchaser's control.

8. The term HINDUSTAN PETROLEUM CORPORATION LIMITED means and includes its
successors and assignees.

9. Quantity mentioned is tentative only and HPCL reserves the right to change the same and
payment will be made only up to the quantity ordered.
10. Please note that HPCL cannot make any advance with order OR against dispatch
documents through the Bank.

11. CANCELLATION OF ORDER: The corporation reserves the right to cancel the order placed
on successful tender under the following circumstances: - if the successful tenderer makes
default in proceeding with the work with due diligence & continues to do so after two
successive notices from the buyer.

12. PRICE: All the prices shall remain firm during the validity of the contract. Any price revision
will not be entertained by the HPCL at any stage of tender or after placing purchase order.

13. PRICE REDUCTION CLAUSE: In case of delay in execution of order beyond the date of
delivery as stipulated in the order or any extension sanctioned, corporation at its own
option may take any one of the following action,

a. The contractual price payable shall be subject to adjustment by way of discount @

0.5% of the value of the goods not delivered for every week or part thereof to a
maximum of 5% of the total order value, if the unit(s) are supplied or mechanically
completed, subsequent to the date of completion specified in the progress
schedule.

Or

b. Cancel the order in part or full and purchase such cancelled quantities from
elsewhere on account and at the risk of the vendor without prejudice to its right
under (i) above in respect of goods delivered.

14. The quantity requested in the tender is an indicative quantity and actual requirement will
vary as per the requirement and payment will be made only to the exact requirement and
material shall be supplied as & when instruction from HPCL is received.

15. The party should take care to see that the consignments are free from any defects. In case
of any defects, the party will be intimated and it will be the responsibility of the party to
replace the defective products, free of cost.

16. The material can be inspected at any time by HPCL, plant officials and you will have to
provide every necessary aid for the same at no extra cost. If any discrepancies are found
in the inspection, the entire lot is to be replaced at no extra cost.
17. Supplier should arrange to send material certificates, if applicable, along with every
consignment.

18. The materials/consumables supplied should strictly conform to the specifications

mentioned in the order.

19. Defects, if any, found in the items supplied will render the whole lot unusable and will
have to be replaced immediately at no extra cost.

20. Delivery Period:

Submission of all documents as mentioned in scope of work including civil drawings for
high mast tower foundation- Within 1 week from receipt of PO.

The entire job including supply, installation and commissioning of the high mast to be
completed- Within 3 months from receipt of PO.

21. Payment Terms:

For Lines 1, 2 & 3 (Supply items) - 80 % of the payment shall me made after supply of the
respective line items.

After successful commissioning of the high mast towers at Plant, 20% of the remaining
payment shall be released.

For Line 4 (Installation) - 100% of the payment will be made after successful
commissioning of high mast towers at the plant.

No separate payment shall be made for submission of required documents as mentioned

in tender document.

Retention Money- 5% payment of the total basic value of the purchase order will be
retained until completion of 12 months of warranty period. However, the same may be
released upon submission of equivalent amount of Bank Guarantee valid till 15 months.

Security Deposit-The successful tenderer, other than PSU/NSIC registered manufacturers

shall submit security deposit within 15 days of placement of order, Security Deposit equal
to 2% of order value by way of crossed A/c Payee Demand Draft drawn on any Indian
Nationalised / Scheduled Banks other than Cooperative Banks in favour of Hindustan
Petroleum Corporation Limited payable at Anantapur, AP or in the form of an irrevocable
Bank Guarantee in the prescribed format provided in the tender ( on any Indian
Nationalised / Scheduled Banks other than Cooperative Banks). The Security Deposit shall
 be refunded only after successful execution of Order. No interest is payable by the
Corporation on the Security Deposit so collected.

Note: Anything contained to the contrary in the Special Terms and Conditions, will
supersede instructions to tenderers, particular clauses of General Terms & conditions or
clauses stated elsewhere.

22. Warranty period starts from the date of commissioning. Any defects in the plant during
the warranty period should be rectified by the vendor within 1 week.

23. The bidder may visit and examine the site of works and its surrounding and obtain for
himself on his own responsibility all information that may be necessary for preparing of
the bid and entering into the contract. The cost of visiting the site shall be at bidder’s
own expenses. No extra claim on account of non-familiarity of site conditions shall be
entertained during execution of works.

24. HPCL will not provide any boarding/ lodging/ outside conveyance facilities to your
personnel. Contractor has to make their own arrangements at his cost.

25. The contractor will have to make his own arrangement for the required passes and
permits and to transport the required materials outside and inside the working place and
leaving the premises of HPCL in a neat and tidy condition after the completion of the job
to the satisfaction of the HPCL OIC.

26. Party should have its own experienced manpower to carry out the job and must have
experience of handling similar jobs in past.

27. The Contractor should either be personally available or should have a supervisor
/representative for coordination with the officer - In charge of the activities under the
contract on daily basis during working hours to take / give necessary instructions
regarding the work to be carried out. The contractor should furnish the addresses and
telephone/ mobile numbers of himself and/or his representative 'during working hours'
and 'after working hours' to meet any emergency situation. In such situations, contactor
has to make arrangements for their personnel to reach the spot within an hour's time.
28. The contractor should provide necessary security arrangements for safe guarding the
materials both at HPCL. HPCL will not be responsible for any claims with regard to this.

29. The tenderers are advised to visit the site and get acquainted with the site conditions.
HPCL will not provide any Roads, infrastructure such as power, lighting etc. at site.
Vendor has to make their own arrangements for transportation of material, movement of
heavy equipment (if any) at site.

30. The tenderers should note the site conditions before quoting. The site will be offered on
AS IS WHERE IS for the execution of this job and it will be sole responsibility of the vendor
to ensure that they abide by the various rules, regulations, bye-laws and other statutory
requirements, etc., imposed by the Government/semi-Government and/or other local
authorities governing execution of this job.

31. The tenderers should study the various tender conditions / documents etc. carefully
before submitting their offers. If there are any doubts, they should get clarifications from
HPCL in writing but this shall not be a justification for submission of late tenders or
extension of due date of the tender.

32. As far as possible, the tenderers should endeavour not to stipulate any counter terms /
conditions or modifications of tender clauses and should quote strictly as per tender
conditions. This will assist in proper evaluation of each offer. However, should there be
any specific comments in respect of any clauses; the same may be highlighted in a
separate deviation schedule in the Unpriced Bid.

33. HPCL reserves the right to reject offers not meeting its technical requirements and
commercial conditions.

34. HPCL shall not be bound to accept the lowest tender and reserves right to accept any or
more tenders in part. Decision of HPCL in this connection shall be final.

35. Liability for damages resulting from any cause whatsoever to the Contractor employees
or third persons or to properties of the Corporation while carrying out jobs under this
contract is on the Contractor. The Corporation will not incur any responsibility
whatsoever for injury or damage to the Contractors personnel or personnel employed by
the contractor or to the properties of the contractor or his employees or to third parties
or any damage caused by fire from Petroleum products or any other cause whatsoever
while carrying out any job under the purview of the contract.