list of drawings - Hindustan Petroleum Corporation Limited

HINDUSTAN PETROLEUM CORPORATION LIMITED 

VISAKH REFINERY 

VISAKHAPATNAM 

Tender document No.7000109-HD-46002/DBS 

TENDER DOCUMENT 

FOR 

REPLACEMENT OF CONVECTION SECTION AND STACK 

FOR 

HEATERS 11-F-01 AND 12-F-01 

PROJECT MANAGEMENT CONSULTANTS 

CEPS 

COSMOS ENGINEERING PROJECT SERVICES PRIVATE LTD. 

HIG – 22, SHEELANAGAR, 

VISAKHAPATNAM – 530 012.

PART - I 

UNPRICED BID

INDEX 

PART – I – UNPRICED - BID 

Sl.No. DESCRIPTION PAGE No. 

1. BIDDER PREQUALIFICATION CRITERIA I 

2. TENDER INVITATION LETTER 1 - 8 

3. INSTRUCTIONS TO TENDERERS 9 -13 

4. TERMS AND CONDITIONS OF CONTRACT 14 -28 

5. SPECIAL TECHNICAL CONDITIONS 29 -200 

6. GENERAL TERMS AND CONDITIONS OF 201-251 

WORKS CONTRACT. 

7. HPCL COMMERCIAL TERMS AND CONDITIONS 252-253 

ATTACHMENT 

8. LIST OF DRAAWINGS 254-258

I 

BIDDER PREQUALIFICATION CRITERIA 

1. The bidder shall be a manufacturer of Convection section and Stack of Furnaces. 

2. Bidder shall have engineered, manufactured, assembled, supplied, erected and 

tested at least one no. convection section and stack (both refractory lined) of 

fired heater in a running refinery/ petrochemical complex, with a minimum single 

basic order value of not less than Rs. 960 Lakhs (Rupees Nine hundred and sixty 

lakhs only). 

OR 

Two similar completed works of not less than Rs.600 lakhs (Rupees Six hundred 

lakhs only) each. 

OR 

Three similar completed works of not less than Rs. 480 lakhs (Rupees four 

hundred and eighty lakhs only) each. 

3. The vendor shall have experience in all of the following : 

Material of construction of Convection section tubes (studded / plain) SA 

335 P5 or P9. 

Fabrication of Steam coils with SA 106 Gr. B with IBR Inspection and IBR 

approval. 

Convection section weighing minimum 80 MT in either one module or two 

modules put together. 

Pg. 1 of 5

4. Bidder shall have dismantled and erected convection section and stack (both 

refractory lined) at least one set done during shut down period in a running Refinery 

/ Petrochemical complex. 

Bidder shall have completed the above Sl.No. 1 to 4 during the last 7 years ending 

the last day of the month previous to this notification. 

5. Bidder shall have an annual turnover of not less than Rs.12 Crores (Rupees Twelve 

Crores only) in any one of the financial years ie. 2004-05, 2005-06 and 2006-07. 

The complete documentary evidence, duly attested by a notary of purchase order, 

completion certificates, TPIA certificate, As built drawings and balance sheets etc., 

shall be provided along with the technocommercial bid in support of the bidder 

prequalification criteria as given above. 

6. Parties who are affiliates of one another can decide which Affiliate will make a bid. 

Only one affiliate may submit a bid. Two or more affiliates are not permitted to make 

separate bids directly or indirectly. If 2 or more affiliates submit a bid, then any one 

or all of them are liable for disqualification. 

However up to 3 affiliates may make a joint bid as a consortium shall apply to them. 

“Affiliate” of a part6y shall mean any company or legal entity which: 

(a) Controls either directly or indirectly a party, or 

(b) Which is controlled directly or indirectly by a party; or 

(c) Is directly controlled by a company, legal entity or partnership which directly 

or indirectly controls a party. 

“Control” means actual control or ownership of at least a 50% voting or other 

controlling interest that gives the power to direct, or cause the direction of, the 

management and material business decision of the controlled entity. 


7. Bids may be submitted by: 

(a) a single person / entity (called sole bidder); 

(b) a newly formed incorporated joint venture (JV) which has not completed 3 

financial years from the date of commencement of business; 

(c) a consortium (including an unincorporated JV) hving a maximum of 3 (three) 

members; 

(d) an Indian arm of a foreign company. 

8. Fulfillment of eligibility criteria and certain additional conditions in respect of each of 

the above 4 types of bidders is stated below, respectively: 

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

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

eligibility criteria. 

(b) In case the bidder is a newly formed and incorporated joint venture and 

which has not completed three financial years from the date of 

commencement of business, then either the said JV shall fulfil each eligibility 

criteria or any one constituent member / promoter of such a JV shall fulfil 

each eligibility criteria. If thye bid is received with the proposal that one 

constituent member / promoter fulfils each eligibility criteria, then this 

member / promoter shall be clearly identified and he/it shall assume all 

obligations under the contract and provide such comfort letter / guarantees 

as may be required by owner. The guarantees shall cover inter alia the 

commitment of the member / promoter to complete the entire work in all 

respects and in a timely fashion, being bound by all the obligations under the 

contract, an undertaking to provide all necessary technical and financial 

support to the JV to ensure completion of the contract when awarded, an 

undertaking not to withdraw from the JV till completion of the work, etc. 

(c) In case of bidder(s) is / are a consortium (including an unincorporated JV), 

then the following conditions shall apply: 

1) Each member in a consortium may only be a legal entity and not an 

individual person; 

Pg.3 of 5

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

the consortium; 

3) The consortium member descriptions shall indicate what type of legal 

entity the member is and its jurisdiction of incorporation (or of 

establishment as a legal entity other than as a corporation) and 

provide evidence by a copy of the articles of incorporation (or 

equivalent documents); 

4) One participant member of the consortium shall be identified as the 

“Prime member” and contracting entity for the consortium; 

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

Bid/Proposal including the execution of all tasks and performance of 

all consortium obligations; 

6) The prime member shall fulfill each eligibility criteria; 

7) A consortium shall be given from each of the consortium member in 

the form of a letter signed by a duly authorized officer clearly 

identifying the role of the member in the Bid and the member’s 

commitment to perform all relevant tasks and obligations in support 

of the prime / lead member of the consortium and a commitment not 

to withdraw from the consortium; 

8) No change shall be permitted in the number, nature or share holding 

pattern of the Consortium members after pre-qualifications, without 

the prior written permission of the owner. 

9) No change in project plans, time tables or pricing will be permitted as 

a consequence of any withdrawal of failure to perform by a 

consortium member; 

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

consortium; 

11) Entities are affiliates of one another are allowed to bid either as a 

sole bidder or as a consortium only; 


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

one consortium. 

(d) In case the bidder is an Indian arm (Subsidiary, authorized agent, branch 

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

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

be entered in to with the Indian arm, then proper back to continuing (parent 

company) guarantee shall be provided by the foreign company clearly 

stating that in case of any failure of any supply or performance of the 

equipment, machinery, material or plant or completion of work in all respects 

and as per the warrantees / guarantees that may have been given, then the 

foreign company shall assume all obligations under the contract. Towards 

this purpose, it shall provide such comfort letter/ guarantees as may be 

required by Owner. The guarantees shall cover inter alia the commitment of 

the foreign company to complete the entire work in all respects and in a 

timely fashion, being bound by all the obligations under the contract, an 

under taking to provide all necessary technical and financial support to the 

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

completion of the work, etc. 

9. Bidder shall submit EMD for Rs. 20 Lakhs (Rupees Twenty Lakhs only) in the form 

of D.D payable to M/s HPCL, Visakhapatnam or irrevocable B.G for equivalent 

amount from a scheduled bank (other than cooperative bank) valid for 8 months, 

the format of which is provided in the tender document. Public sector enterprises 

and vendors registered with National Small Scale Industries Corporation (NSIC) are 

exempted from submitting EMD for this purpose, in the event of the tendering 

company being Public Sector Enterprise, a declaration to that effect and in the case 

of vendor registered with NSIC, a copy of the registration certificate should be 

submitted along with the unpriced bid. 

Bids without EMD of tenderers (other than those exempted as stated above) shall 

be summarily rejected. 

10. Note to tenderers: Offers of Bidders failing to submit the prescribed documents in 

support of the above prequalification criteria shall be rejected. 


1 

TENDER INVITATION

Sealed tenders are invited from Indian Bidders for ”replacement of Convection Section 

and Stack for Heaters 11-F-01 and 12-F-01”, as per the enclosed tender documents in 

TWO BID SYSTEM. The details of the tender are as follows. 

1. Tender document number : 7000109-HD-46002/DBS 

2 

2. Description of the work : Residual Engineering, preparation of 

fabrication drawings, procurement of materials, 

fabrication at shop / site and supply, dismantling of 

existing Stack, convection Section and associated 

structurals etc, and erection of new Convection 

Section, new Stack, associated structurals etc. for 

the above two heaters as per the drawings and 

specifications enclosed. 

3. Completion Period : 

a) Fabrication and supply : 5 months from the date of Fax of Intent. 

b) Dismantling and erection : 20 days from the date of advice, which shall be 

intimated 25 days in advance. This activity is to be 

completed in shut down period. 

4. Site Visit : 

a) Agencies, on downloading the bid documents, shall 

study the same, understand the scope of work and 

make a site visit along with their technical 

representatives and obtain clarifications, if any, on 

the scope in its entirety. During the site visit the 

agency shall visit CDU-II unit to have a first hand 

understanding of site conditions and obtain 

clarifications, if any, regarding the scope of work & 

other terms and conditions of the bid. Tenderers 

shall contact HPCL and visit site with prior 

appointment. The bid submitted by the tenderers 

without visiting site will not be considered.(For more 

details please refer clause no.3 of “ Special 

Technical conditions” of the Tender document) 

b) Subsequent to the site visit and discussions, 

agencies shall collect a certification letter from 

Chief. Manager / Sr.Manager – Maintenance T& I , 

stating that they have completed the site visit. 

c) Details of Contact Person : 

M.Soma Sunder, Chief Manager- Maintenance 

(T&I) Telifax : 0891-2762297, email 

:soma@hpcl.co.in 

Yogesh Dayal, Sr.Manager – Maintenance (T&I), 

Tel :0891-2894219, email :dayaly@hpcl.co.in

5.0 . TENDER FEES : 

6.0 SPECIAL NOTE : 

3 

Agency shall submit the Tender Fees of Rs.1,000/- 

(Rupees One Thousand only) in the form of a 

Demand Draft/Bankers cheque issued by a 

Scheduled Bank in favour of Hindustan Petroleum 

Corporation Limited, payable at Visakhapatnam. 

In order to qualify for bidding, the interested agencies shall submit the above mentioned 

Tender Fees and Site Certification Letter issued by Chief /Sr. Manager - Maintenance 

(T&I) along with agency’s covering letter in a sealed envelope and the same shall be 

dropped in the tender box kept at the office of DGM-Materials (Refinery) on or before 

25-April-2008 at 11 a.m. 

The above envelope should be superscribed as follows : 

________ 

“Public Tender for Replacement of Convection section and Stack for Heaters 11-F-01 & 

12-F-01” for HPCL, Visakh Refinery. 

Tender No. : 7000109-HD-46002/DBS 

LAST DATE FOR QUALIFYING FOR BIDDING : 25-April-2008 at 11 a.m. 

The complete mailing address is as given below : 

DGM – MATERIALS (REFINERY) 

New Administration Building, 1 st Floor 


Visakh Refinery 

Malkapuram 

Visakhapatnam – 530 011 

Andhra Pradesh 

INDIA. 

Tel. : +91-0891-2577759 /2577486(Direct) 

+91-0891-2894302/2894304 

Fax : +91-0891-2577139 (Direct) 

E-Mail : ramanan@hpcl.co.in 

E-Mail : (alternate) : kpiiype@hpcl.co.in / dbsekhar@hpcl.co.in 

Important Note : 

Agencies who have not submitted the above mentioned site visit certification 

along with the tender fees on or before 25-April-2008 at 11 a.m. shall not be 

permitted to participate in bidding process.

7.0. PROCEDURE TO BE FOLLOWED FOR SUBMISSION OF OFFER : 

4 

7.1. PRE-BID MEETING /PRESENTATION : 

The agencies who have responded and qualified for bidding shall make the 

presentation and attend for the Pre-bid meeting as per the dates indicated by HPCL. 

As a part of the above, the agency is required to give a presentation regarding the 

method of execution for completing all the jobs within time schedule. The meeting is to 

clarify the scope of job and enable clear the doubts, if any, by the agencies 

subsequent to the field visit and review of tender enquiry. 

The meeting shall be represented by a competent technical person to clarify and 

discuss the job scope in its entirety. All the discussion shall be minuted and reviewed. 

The above activity (Presentation/Meeting) has to be completed on or before 

28-April-2008 tentatively . 

7.2. CLARIFICATIONS : 

After site visit, presentation and meeting with the bidders, if any clarifications to be still 

addressed, the same will be informed to the agencies before 30-April-2008 to enable 

them to submit their offer. 

7.3. SUBMISSION OF OFFER : 

After considering the clarifications provided by HPCL, if any, the agency shall submit their 

offer on or before 09-May-2008 at 11 a.m. The offer (unpriced bid) should also contain the 

record notes of the joint meeting. 

AGENCY SHALL SUBMIT THEIR OFFER IN TWO BID SYSTEM IN THREE PARTS 

CONTAINING THREE SEPARATE SEALED ENVELOPES AS FOLLOWS : 

7.3.1. ENVELOPE-I (EMD) : 

This Envelope-I should contain EMD (Earnest Money deposit) i.e. Rs.20,00,000/- (Rupees 

Twenty Lakhs only). 

Earnest money deposit of Rs. 20.0 lakhs in the form of a crossed DD or a non-revocable 

B.G in favour of HPCL from any scheduled bank (Other than cooperative bank) payable at 

Visakhapatnam in favour of HPCL Visakhapatnam in the Proforma enclosed. The B.G 

shall be valid for 8 (eight) months from the due date of submission of bid as per B.G 

Proforma. Public sector enterprises and Vendors registered with National Small Scale 

Industries Corporation (NSIC) are exempted from payment of EMD. 

The Envelope should be superscribed as follows : 

------------------------------------------------------------------------------------------------------------------------ 

ENVELOPE-I (EMD) 

TENDER NO. : 7000109-HD-46002/DBS 

TENDER DUE DATE : 09-May-2008 at 11 a.m.

5 

“Public Tender for Replacement of Covection section and Stack for Heaters 11-F-01 & 12- 

F-01” for HPCL, Visakh Refinery ---------------------------------------------------------------------------- 

-------------------------------- 

7.3.2. ENVEOPE-II (Unpriced Bid) : 

Please ensure to furnish the following, in your un-priced bid: 

a) EMD 

b) Original tender Part-I & Part- II signed and stamped on all pages including 

drawings as a token of acceptance + 1 copy (Part-II with out prices) 

c) Price bid Part-II with the schedule of lumpsum price (Proforma V) and price 

break up schedule (Proforma VI) should be enclosed with the technical and 

un-priced commercial bid leaving the price column blank. No where the 

price should be indicated. Bids indicating prices in the Technical and unprice 

bid will be rejected 

d) Integrity Pact form (Annexure-16 & Annexure-17) duly signed along with 

unpriced bid. 

e) Power of Attorney as per Proforma – I enclosed. 

f) Submission of confirmations, documents, certificates etc., as per Tender 

documents. 

g) Conformity to Tender requirements Proforma - II enclosed, 

h) Detailed execution Methodology for residual Engineering, Preparation of 

detailed fabrication drawings, procurement of materials, fabrication, 

transportation, dismantling, erection etc. 

i) Preliminary Transportation scheme for Convection Section. 

j) Preliminary Dismantling and erection scheme. 

k) Typical Quality assurance plan. 

l) Details of similar works executed as per Proforma- III and details of orders 

on hand and their present status as per Proforma -IV. 

m) List of tools and tackles proposed to be deployed to site for fabrication, 

dismantling and erection. 

n) Detailed Net work schedule in the form of a bar chart indicating various 

activities viz., residual engineering, preparation of fabrication drawing, 

procurement of materials, fabrication of Convection Section, Refractory 

lining, stacks, dismantling, erection etc.

6 

o) A list of key persons and supervisory personnel who will be deployed for this job indicating 

their experience in similar works. 

p) Duly filled in HPCL Terms & Conditions attachment to General Terms and Conditions of 

Works Contract. 

q) Schedule of lumpsum price Proforma and breakup of lumpsum price Proforma without 

price. 

r) Any other documents as mentioned elsewhere in the Tender document. 

The envelope should be super scribed as follows : 

----------------------------------------------------------------------------------------------------------------------------------- 

ENVELOPE-II (Unpriced Bid) 


TENDER DUE DATE : 09-May -2008 at 11 a.m. 

“Public Tender for Replacement of Covection section and Stack for Heaters 11-F-01 & 12-F-01” for 

HPCL, Visakh Refinery. 

7.3.3. ENVELOPE-III (Priced Bid) : 

a) This should contain only Part-II containing schedule of lumpsum price (Proforma V) and 

price break up schedule (Proforma VI) duly filled the price along with only covering letter 

(Same covering letter as enclosed to technical and unpriced bid). No other conditions 

should be written in Part-II. 

b) The above quoted lumpsum price (Proforma V) shall be firm till completion of work and 

shall be inclusive of all taxes & duties (like Sales tax, non cenvatable Service Tax, WCT, 

Entry tax, non cenvatable Excise duty, non cenvatable CVD, Education Cess, Octroi and 

an other taxes, duties & levies) and excluding Cenvatable CVD, Cenvatable excise duty, 

Cenvatable service tax and input tax credit under AP VAT. 

c) The Tenderer should quote separately " Amount of Cenvatable service tax", “Cenvatable 

amount towards Excise duty/CVD" & " Amount for which Input tax credit shall be available 

to HPCL" as per the Proforma's V.a, V.b & V.c and the same shall be reimbursed to the 

contractor on production of all related documents. 

Please note that the Priced Bid should not contain any conditions or deviations failing 

which agency’s offer shall be summarily rejected. 

The Envelope should be superscribed as follows : 

------------------------------------------------------------------------------------------------------------------------ 

ENVELOPE-III (Priced Bid) : 



“Public Tender for Replacement of Convection section and Stack for Heaters 11-F-01 & 12-F-01” 

for HPCL, Visakh Refinery. 

------------------------------------------------------------------------------------------------------------------------ 

All the above three sealed envelopes together put in another big envelope (Main envelope) 

and this sealed main envelope shall be dropped in the tender box kept at the

7 

office of DGM-Materials (Refinery) on or before the tender due date 09-May-2008 at 11 

a.m. 

HPCL shall not be responsible for delay in receipt of the bids due to postal or any 

other reason whatsoever. 

Bids which are not received in two bid system and not received before the due date 

and time as mentioned above shall be liable for rejection. 

Bidders failure to return the Integrity pact (Annexure-16 & Annexure-17) along with 

the un-priced bid , duly signed, shall lead to outright rejection of such bid. 

The Main Envelope should be superscribed as follows : 

------------------------------------------------------------------------------------------------------------------------ 

“Public Tender for Replacement of Covection section and Stack for Heaters 11-F-01 & 12- 

F-01” for HPCL, Visakh Refinery. 

Submitted in 3 parts i.e. Envelope-I (EMD), Envelope-II (Unpriced bid), Envelope-III 

(Priced Bid). 



------------------------------------------------------------------------------------------------------------------------ 

The offer shall be submitted at the following address : 

DGM – MATERIALS (REFINERY) 

New Administration Building, 1 st Floor 



Malkapuram 


Andhra Pradesh 

INDIA. 

Tel. : +91-0891-2577759 /2577486(Direct) 

+91-0891-2894302/2894304 

Fax : +91-0891-2577139 (Direct) 

E-Mail : ramanan@hpcl.co.in 

E-Mail : (alternate) : kpiiype@hpcl.co.in / dbsekhar@hpcl.co.in 

8.0. PROCEDURE OF OPENING OF OFFERS : 

8.1. The Envelope-I which contains EMD will be opened first, on the due date for 

submission of offers, i.e. on 09-May-2008 at 11 a.m., in the presence of the 

participating bidders or their authorised representatives. 

8.2. After the EMD/exemption details are established and found to be adequate, the 

envelope-II (Unpriced bid) of the bidders will be opened, on the due date for

8 

submission of offers, i.e. on 09-May-2008 at 11 a.m., in the presence of the 

participating bidders or their authorised representatives. 

8.3 The Priced bids of the technically & commercially acceptable bidders, will be opened 

subsequently, in the presence of qualified bidders or their authorised representatives. 

Priced Bids opening Date and time will be intimated to the technically & 

commercially acceptable bidders, subsequently. 

8.4. NOTES : 

8.4.1. HPCL reserves the right to reject any or all bids without assigning any reason, 

whatsoever thereof. 

8.4.2. The prevailing Government of India guidelines for units registered under NSIC 

regarding exemption of Tender Fees, EMD & Security Deposit and Price 

Preference will be applicable. However relevant supporting documents to be 

furnished for claiming the same. 

8.4.3. The prevailing Government of India guidelines for Central Public Sector 

Undertakings regarding exemption of EMD & Purchase preferences shall be 

applicable. 

8.4.4. HPCL takes no responsibility for delay of non receipt of bids sent by post or by any 

other means. Offers received after the due date and time will be rejected. Telex / 

Fax / E-mail offers are not acceptable. 

8.4.5. If the bidder is delisted / holiday listed as of the closing date of the tender (last date 

for submission of offer), neither their bid nor their experience shall be considered 

for evaluation. 

8.4.6 Offers submitted without the EMD (Earnest Money Deposit) of Rs.20,00,000/- 

(Rupees Twenty Lakhs) , shall be rejected and the subject tenderer will not be 

allowed to witness the tender opening. 

8.4.7 The EMDs of the unsuccessful bidders would be released upon placement of the 

Purchase order on the successful bidder. The EMD of the successful bidder would 

be released on submission of Security Deposit. 

8.4.8 Offers of Bidders not meeting the delivery clause shall be rejected. 

8.4.9 Offers of bidders taking any deviation from tender conditions shall be liable for 

rejection. 

9. Offer Validity : Six months from the date of opening of the bid. 

10. Contract Validity : 24 months from the date of Fax of Intent. 

.

9 

INSTRUCTIONS TO TENDERERS

1. Introduction 

2. Location of site 

3. Tender documents 

4. Responsibility 

10 

CONTENTS 

5. Preparation of Tender 

6. Power of Attorney 

7. Conformity to Tender documents 

8. Documents required to be submitted indicating Tenderers 

experience. 

9. Amendments to tender documents 

10. Due date of submission of tender 

11. Signing of Tender 

12. Validity of Tender

1.0 INTRODUCTION: 

11 

1.1 Hindustan Petroleum Corporation Ltd., (HPCL) propose to award contract for 

replacement of Convection Section and stack and other associated works for 

heater No.11-F-01 and 12-F-01 at it’s Visakh Refinery in kind on lumpsum turn 

key contract basis. 

1.2. HPCL have appointed M/s. COSMOS ENGINEERING PROJECT SERVICES 

PVT. LTD. (CEPS) VISAKHAPATANM as PROJECT MANAGEMENT 

CONSULTANTS for this job. 

1.3. The scope of the work to be executed for which bids are hereby invited is as per 

enclosed documents including drawings. The total / complete responsibility for 

the said scope of work rests with the Contractor. 

2.0 LOCATION OF SITE 

M/s. HINDUSTAN PETROLEUM CORPORATION LIMIED, VISAKH 

REFEINERY, is situated in Malkapuram area of Visakhapatnam city, 

Visakhapatnam Dist. (Andhra Pradesh). The Refinery is approximately 15 Kms 

from Visakhapatnam Railway Station and 14 Kms from Visakhapatnam airport. 

3.0 TENDER DOCUMENTS: 

3.1 Tender document: 

The Tenderer shall submit the tender documents along with the drawings with 

signature and stamped on each page and on all drawings in token of their 

acceptance. Transfer of tender documents issued to one intending Tenderer to 

another is not permitted 

4.0 RESPONSIBILITY: 

Although, all the necessary details have been covered and compiled in the 

tender documents, it is the responsibility of the tenderer to make sure that the 

information provided is adequate for tendering and also for further execution. 

Tenderer should note that no extension of due date will be granted on any 

reason what so ever. 

In case Tenderer needs any further information, Tenderer may seek clarification 

by sending fax message to 

Sri N. Ranga Raju 

Sr. Manager (Minor Projects) 

Fax No. 0891 – 2577535, 

Telephone No. 0891 – 2894874 

HPCL, Visakhapatnam.

5.0 PREPARATION OF TENDER: 

5.1 Cost of Tendering. 

12 

All costs / expenditure incurred in working on the tender preparation and 

submission etc., till the finalization of the contract is to tenderers account. 

5.2 Familiarisation of site: 

Tenderer shall fully get familiarized with the conditions at site by visiting the 

site. It is the Tenderers responsibility to study the site, equipment surroundings, 

approach roads etc and collect all the information required for tendering and 

execution. No claims will be entertained for ignorance of the conditions / 

information. 

6.0 POWER OF ATTORNEY: 

6.1 Tenderer shall submit power of attorney in favour of the 

person who signs the tender and subsequent submissions on behalf of the 

Tenderer as per Proforma -I. All the tender documents, including drawings, 

specifications and other details submitted by the Tenderer, shall be signed and 

stamped on each page. 

6.2 The cancellation of any such document viz., Power of Attorney, Partnership 

deed etc., should be informed in writing to HPCL well in time, failing which 

HPCL shall have no responsibility for any action taken by HPCL on the strength 

of the said documents. 

7.0 CONFORMITY TO TENDER DOCUMENTS. 

All the Tenderers are advised that while preparing their Tender and quoting 

their price, all the conditions both Technical and Commercial, the requirement 

of all the specifications/documents / drawings are to be taken into 

consideration. Tenderer shall furnish a confirmation letter as per Proforma II 

that their offer is fully in conformity with the tender requirements. 

8.0 DOCUMENTS REQUIRED TO BE SUBMITTED ALONG WITH THE 

TENDER INDICATING TENDERERS EXPERIENCE: 

8.1 Details of similar works executed in the last seven years by the tenderer as per 

Proforma - III. 

8.2 Details of orders on hand and their present status as per Proforma - IV. 

9.0 AMENDMENTS TO TENDER DOCUMENTS:

13 

9.1 HPCL reserves the right to issue any amendments to the Tender 

documents. The Tenderers shall comply with the requirements of 

amendments also while submitting the offer. The tenderer shall sign and 

stamp on all pages and submit the same along with the Tender. 

9.2 All such amendments shall be mailed to the tenderers. HPCL shall bear no 

responsibility or liability arising out of non-receipt of the same in time or 

otherwise. 

10.0 DUE DATE OF SUBMISSION OF TENDER; 

10.1 All the Tenderers shall ensure that their tender is put into Tender Section in 

the office of Deputy General Manager (Materials) well before the time 

stipulated for the Tender submission date. Further, bids received after the 

due date and time are liable for rejection. 

11.0 SIGNING OF TENDER: 

11.1 Tender must be signed by a competent person authorized to sign the tender. 

The name of the person signing the tender shall be typed or stamped below 

the signature. Power of attorney authorizing the signatory shall be enclosed 

to the tender. 

12.0 Validity of tender. 

12.1 The Tenderer shall keep the validity of this offer for six months from the date 

of opening of BID. 

*****************

14 

TERMS AND CONDITIONS 

OF CONTRACT

15 

CONTENTS 

1. Signing of contract. 

2. Correspondence procedure. 

3. Co-ordination with other agencies 

4. Tenderers responsibility of free issue materials 

issued by HPCL. 

5. Time schedule 

6. Payment terms. 

7. Schedule of Lumpsum price 

8. Liquidated damages 

9. Security deposit 

10. Retention money 

11. Taxes, duties and octroi 

12. Defect liability period 

13. General

1.0 SIGNING OF THE CONTRACT: 

16 

Upon receipt of the intimation from HPCL that the contract is ready for signing, 

the contractor has to visit HPCL and sign the contract. 

2.0 CORRESPONDENCE PROCEDURE 

2.1 Project Manger shall communicate with HPCL and with Cosmos Engineering 

Project Services Pvt. Ltd. (CEPS) through HPCL at the following address. 

HPCL : Sr. Manager (Minor projects) 

(Owner) Attn: Sri N. Ranga Raju 

Hindustan Petroleum Corporation Limited 


P.O. Box No. : 15 


Fax No. 0891 – 2577535 

Tel. No. 0891 – 2894874 

Email : rangarajun@hpcl.co.in 

CEPS : Cosmos Engineering Project Services Pvt. Ltd. 

(Consultant) 

2.2 Contractor shall indicate the official address of the Project manager with 

telephone, fax numbers, E- mail address, his residential phone numbers etc. 

All communication shall be by Fax/E-mail/Courier. For speedy transmission of 

documents, all documents shall be forwarded through a reputed courier 

service. 

2.3 At site contractor shall establish a fully equipped site office with Fax, 

telephone etc., Contractor also shall provide office accommodation for 

consultants engineers who shall be stationed at site for supervision and 

inspection.

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2.4 SUBMISSION OF DOCUMENTS 

Number of copies of correspondence and documentation shall be as follows: 

a. Correspondence 2 ( Original to HPCL and 

copy to CEPS) 

b. Drawings for approval 4 (to HPCL) 

c. Detailed project schedule 2 (Original to HPCL + copy 

to CEPS) 

d. Progress Reports 2 (Original to HPCL + copy 

Fortnightly to CEPS) 

e. Un priced purchase order of materials 

and bought out items 2 (1 to HPCL + 1 to 

CEPS) 

f. Final approved drawings 4 Copies of Blue prints to 

HPCL 

1 set of originals on tracing 

paper/ cloth 

2 sets of CDs to HPCL 

g. As built drawings 2 Copies of Blue prints 

To HPCL 

1 set of originals on tracing 

paper / cloth 

2 sets of CDs to HPCL 

h. Final Quality documents / T. C’s etc., 4 sets to HPCL 

3.0 CO -ORDINATION WITH OTHER AGENCIES: 

During the execution of the job at site, contractor shall co-ordinate with other 

agencies those are working in that area and carry out the work in such a manner 

as to complete the works without hampering other works of other agencies. In 

this regard, contractor shall strictly follow the instruction of the Engineer-incharge 

for proper co-ordination. 

4.0 TENDERER’S RESPONSIBILITY OF FREE ISSUE MATERIALS ISSUED BY HPCL 

4.1 The tenderer shall submit indemnity bond for the free issue materials as per 

the requirements of HPCL. Tenderer shall ensure safe custody of materials. 

4.2 All free issue materials shall be collected from HPCL Stores and transported 

to site fabrication yard.

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4.3 On completion of work, contractor shall submit material reconciliation 

statement for all free issue materials issued by HPCL in the prescribed format 

and shall be certified by ENGINEER-IN-CHARGE. Any surplus materials shall 

be returned back to HPCL stores. In case contractor uses excess materials for 

any reason than the required material and also if the contractor could not 

return the balance material as per the approved material reconciliation 

statement by the ENGINEER-IN-CHARGE, HPCL will recover the cost of 

materials as per their standard practice. 

4.4 Free issue materials will be supplied by HPCL progressively. 

5.0 TIME SCHEDULE: 

5.1 Contractor should note that this is a fast track project and hence time is the 

essence for the contract. The completion period for the entire job in five 

months for supply at HPCL site and 20 days from the date of advice for 

dismantling and erection during shut own period. 

5.2 Residual engineering, detailed fabrication drawings, approval of drawings from 

IBR/CEPS/HPCL, procurement of all materials (except HPCL free issue 

material), fabrication (at shop and site) and supply including transportation to 

site within 5 months from the date of Fax of Intent. 

5.3 Execution of site work viz., dismantling of stacks, Convection sections etc., and 

erection of stacks convection section, soot blowers, erection of bracings, 

platforms, ladders, gratings etc. to be completed during the shut down period 

of 20 days. The contractor shall be intimated 25 days in advance for taking up 

of the above job. 

5.4 Till such time the erection activities are taken up, it is the responsibility of the 

contractor for the safe custody of the completed convection section and stacks, 

other fabricated structural item etc., at the fabrication yard. The necessary 

watch and ward arrangements etc., are to be provided by the contractor. The 

contractor is solely responsible for any loss, damage etc., for all these 

materials till they are erected and handed over. 

5.5 Contractor should confirm the above time schedule and submit a detailed 

schedule of various activities. 

6.0 PAYMENT TERMS: 

- 10% interest bearing advance after acceptance of LOI and on establishment of site 

office at the fabrication yard at HPCL premises against submission of B.G as per 

HPCL format for equivalent for amount from a scheduled Bank (Other than Cooperative 

Banks) valid for the contractor period plus 3 months claim period there 

after. This advance shall be recovered from the running bills on prorate basis. 

Interest shall be charge at SBI’s PLR rate + 0.5%. 

- 10% of against preliminary approval of the following drawings for both the Heaters 

against submission of B.G as per HPCL format for equivalent amount from a

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scheduled Bank ( Other than Co-operative Bank’s ) valid for the contractual period 

plus 3 months claim period there after . 

a) Combined G. A. drawings of convection section and stack. 

b) G. A. drawing of convection section. 

c) Detailed fabrication drawings for coil arrangement. 

d) Detailed fabrication drawings of Header boxes. 

e) Convection details of end tube sheets. 

f) Casing plate drawings. 

g) Refractory drawings including anchor details, sealing plate etc for convection 

section. 

h) Steel work for convection section and platform connected elevation. 

i) General arrangement drawing of stack indicating two despatchable units. 

j) Refractory drawings including anchor details for stack. 

k) Stack and duct connection details. 

l) Off take duct drawings. 

- 10% against receipt of shell plates for stacks, end tube sheets, casing plates, 

main columns, beams, electrodes for coil welding for convection section dully 

certified by HPCL/ Consultant nominated by HPCL at suppliers works / HPCL 

Fabrication yard against submission of B.G as per HPCL format for equivalent 

amount from a Scheduled Bank (Other than Co-operative Bank’s) valid for the 

balance contractual period plus 3 months claim period. 

- 15% against receipt of the stacks in two pieces each of 11-F-01 and 12-F-01 at 

HPCL site complete in all respects including welding of dampers and refractory 

applications and dryout and certified by HPCL/ consultant nominated by HPCL. 

- 30% against completion of convection sections in all respects including refractory 

applications and hydraulic testing at fabrication yard dully certified by HPCL/ 

consultant nominated by HPCL. 

- 10% interest bearing mobilization advance for mobilizing their Demag 2000CC 

crane against submission of B.G as per HPCL format for equivalent amount from a 

scheduled Bank (Other than Co-operative Banks) valid for the balance contractual

20 

period plus 3 months claim period there after. This advance shall be recovered from 

the running bills on prorate basis. Interest shall be charged at SBI’s PLR rate 

+0.5% 

- 25% against mechanical completion of dismantling and erection activities of stack 

and convections sections including insitu joints cross over pipes welding and 

completion in all respects and on certification by HPCL/ consultant nominated by 

HPCL. 

- 10% against completion of balance works including complete documentation and 

on issue of completion certificate by HPCL/ consultant nominated by HPCL. 

- Transportation charges shall be paid after completion of all the transportation 

activities including dismantled items as specified in the tender documents. 

- Public sector enterprises and Central / State Govt. departments are exempted from 

furnishing B.G against advance payment. 

Payments shall be released with in 7 days from the date of invoice and certification 

of invoice by HPCL/ consultant nominated by HPCL. 

All payments will be made in "e-payment", Vendor to submit necessary e-payment 

mandate. 

7.0 SCHEDULE OF LUMPSUM PRICE. 

7.1 All prices shall be quoted in Indian Rupees only. 

7.2 The lump sum price quoted shall be for the complete scope of work. 

7.3 Prices shall be quoted strictly in accordance with the price schedule 

Proforma - V and VI 

7.4 Price break up quoted as per Proforma – VI. 

7.5 Prices shall be firm and fixed for the completion of the total scope of work 

as per the contract. No escalation is permitted on the quoted rates through 

out the completion period on account of any variation in the price of material, 

cost of labour or any other reason. 

7.6 Tenderer shall consider all the terms and conditions, technical commercial, 

scope of work, site conditions, time schedule for the entire scope of work 

and quote accordingly. 

7.7 The lump sum price quoted by the tenderer shall include any other item and 

any other work not specifically mentioned in the tender document but 

necessary for completion of the job No extra claims what so ever will be 

entertained. 

7.8 Prices shall be quoted both in figures and words.

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8.0 LIQUIDATED DAMAGES. 

i. In case of any delay in completion of fabrication and supply of convection sections, 

stack sections and other associated items beyond the contractual delivery of 5 

months, the owner shall be entitled to be paid liquidated damages by the 

contractor. The liquidated damages shall be initially at the rate of 1% (one percent) 

of the total supply value for every week of delay subject to a maximum of 5% of the 

total supply value. The liquidated damages shall be recovered by the owner out of 

the amounts payable to the contractor or from any Bank Guarantees or deposits 

furnished by the contractor or the Retention money retained from the Bills of the 

contractor, either under this contract or any other contract. 

ii. In case of any delay in completion of erection of convection sections, stack sections 

and associated items during shut down period beyond the contractual delivery of 20 

days, the owner shall be entitled to be paid liquidated damages by the contractor. 

The liquidated damages shall be at the rate of 1% (one percent) of the total erection 

value for every day of the delay subject to a maximum of 5% of the total erection 

value. The liquidated damages shall be recovered by the owner out of the amounts 

payable to the contractor or from any Bank Guarantees or deposits furnished by the 

contractor or the Retention money retained from the Bills of the contractor, either 

under this contract or any other contract. 

iii. The contractor shall be entitled to give an acceptable unconditional Bank 

Guarantee in lieu of such a deduction if contractor desires any decision on a 

request for time extension. 

iv. This final calculation of LD shall be only on the value of the unexecuted portion / 

quantity of work as on the CDD. 

v. Contractor agrees with the owner, that the above represents a genuine preestimate 

of the damages, which the owner will suffer on account of delay in the 

performance of the work by Contractor. The contractor further agrees that the LD 

amount is over and above any right which owner has to risk purchase under clause 

12.4 of G.T.C enclosed and any right to get the defects in the work rectified at the 

cost of the contractor. 

The above clause is applicable instead of clause no: “10” of the G.T.C. 

9.0 SECURITY DEPOSIT 

The Tenderer with whom the contract is decided to be entered in 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 crossed demand draft drawn in favour of HPCL 

payable at Visakhapatnam, with in 15 days from the date of intimation of acceptance of 

the tender, failing which, HPCL reserves the right to cancel the contract and forfeit the 

EMD. 

1% of PO/contract value as security deposit will be acceptable in the form of Demand 

draft upto Rs.50,000/- and in the form of demand draft/ Bank guarantee beyond 

Rs.50,000/- 

Composite PBG for 10% of PO value towards security deposit and performance bank 

guarantee shall be accepted: which shall be valid upto a period of 3 months beyond the 

expiry of Defect liability period. 

Demand draft should be drawn on Scheduled Banks, other than Co-operative Banks. 

10.0 RETENTION MONEY 

10% of the total value of the running account and final bill will be deducted and retained 

by HPCL as retention money on account of any damage / defect liability

22 

that may arise for the period covered under the defect liability period clause of the 

contract free of interest. Any damage or defect that may arise or lie undiscovered 

at the time of issue of completion certificate connected in any way with the 

equipment or materials supplied by contractor or in workmanship shall be rectified 

or replaced by the contractor at his own expense failing which HPCL shall be 

entitled to rectify the said damage / defect from the retention money. Any excess of 

expenditure incurred by HPCL on account of damage or defect shall be payable by 

the contractor. The decision of HPCL in this behalf shall not be liable to be 

questioned but shall be final and binding on the contractor. 

Thus, deduction towards retention money is applicable only in case of job/ works 

contracts (civil, mechanical, electrical, maintenance etc.) where any damage or 

defect may arise in future (ie. With in 12 months from the date of completion of job) 

or lie undiscovered at the time of issue of completion certificate. 

11.0 STATUTORY LEVIES 

11.1 The contractor accepts full and exclusive liability for the payment of any and all 

taxes, duties, octroi, rates, cess, levies and statutory payments payable under 

all or any of the statutes etc. 

Variations of taxes and duties arising out of the amendments to the Central / 

State enactments, in respect of sale of goods / Services covered under this bid 

shall be to HPCL’s account, so long as: 

. They relate to the period after the opening of the price bid, but before the 

contracted completion period (excluding permitted extensions due to delay 

on account of the contractors, if any) or the actual completion period, 

whichever is earlier. and: 

. The Vendor furnishes documentary evidence of incurrence of such variations, 

in addition to the invoices/ documents for claiming Cenvat / Input Tax credit, 

wherever applicable. 

All the contributions and taxes for unemployment compensation, insurance and 

old age pensions or annuities now or hereafter imposed by Central or State 

Governmental authorities which are imposed with respect to or covered by the 

wages, salaries or other compensations paid to the persons employed by the 

Contractor and the contractor shall be responsible for the compliance with all 

obligations and restrictions imposed by the Labour Law or any affecting 

employer employee relationship and the contractor further agrees to comply and 

to secure the compliance of all sub contractors with all applicable Central, State, 

Municipal and local laws, and regulations and requirement of the central/ state 

or Local Governmental agency or authority. 

Contractor further agrees to defend, indemnify and hold harmless from any 

liability or penalty which may be imposed by central, state or Local authorities 

by reason of any violence by contractor or sub contractor of such laws, 

regulations or requirements and also from all claims, suits or proceedings that 

may be brought against the owner arising under, growing out of, or by reasons 

of the work provided for by this contract by third parties, or by Central, state 

Government authority or any administrative sub-division thereof. The contractor 

further agrees that in case any such demand is raised against the owner has no

23 

way but to pay and pays / makes payment of the same, the owner shall have 

the right to deduct the same from the amounts due and payable to the 

contractor. The Contractor shall not raise any demand or dispute in respect of 

the same but have recourse to recover / receive from the concerned authorities 

on the basis of the Certificate of the owner issued in the behalf. 

11.2 The rates quoted should be inclusive of all rates, cess, taxes and sales tax on 

works contracts wherever applicable. However, wherever the sales tax on works 

contract is applicable and is to be deducted at source, the same will be 

deducted from the bills of the contractor and paid to the concerned authorities. 

The proof of such payments of sales tax on works contract will be furnished to 

the contractor. 

11.3 Income tax will be deducted at source as per rules at prevailing rates, unless 

certificate, if any, for deduction at lesser rate or nil deduction is submitted by the 

contractor from appropriate authority. 

12.0 DEFECT LIABILITY PERIOD 

12.1 The contractor shall guarantee the work executed for a period of 12 months 

from the date of commissioning of the heaters or 18 months from the date of 

supply whichever is earlier. Any damage or defect that may arise or lie 

undiscovered at the time of completion of the job shall be rectified or replaced 

by the contactor at his own cost. The decision of the Engineer –in-charge / 

site –in-charge/ HPCL shall be the final in deciding whether the defect has to 

be rectified or replaced. 

12.2 Equipment or spare parts replaced under warranty / guarantees shall have 

further warranty for a mutually agreed period from the date of acceptance. 

12.3 HPCL shall intimate the defects noticed in writing by a registered A.D. letter 

or otherwise and the contractor with in 15 days of receipt of the intimation 

shall start the rectification work and complete with in the time specified by the 

HPCL failing which the HPCL will get the defects rectified by themselves or by 

any other contractor and the expenses incurred in getting the same done shall 

be paid by the contractor under the provision of the contract. 

13.0 GENERAL 

Thus, Defect liability is applicable only in case of job/works contract (civil, 

mechanical, electrical, maintenance etc) Where any damage of defect may 

arise in future (ie. With in 12 months from the date of completion of job) or lie 

undiscovered at the time of completion of job. 

13.1 Terms and Conditions of Contract (TCC) shall be read in conjunction with the 

General Terms & Conditions of Works Contract (GCC), Schedule of Rates, 

Specifications drawings and any other document forming part of this Contract 

wherever the context so requires.

24 

13.2 Notwithstanding the sub-division of the document into separate sections / 

volumes every part of each shall be deemed to be supplementary of every 

other part and shall be read with and into the Contract so far as it may be 

practicable to do so. 

13.3 Where any portion of the GCC is repugnant to or at variance with any 

provisions of the TCC, then unless a different intention appears, the 

provisions(s) of the TCC shall be deemed to override the provision(s) of GCC 

only to the extent that such repugnancies or variations in the TCC are not 

possible of being reconciled with the provisions of GCC. 

13.4 Wherever it is stated in this Bidding Document that a supply is to be made or 

a work is to be carried out, it shall be understood that the same shall be 

made/ carried out by the CONTRACTOR at his own cost, unless a different 

intention is specifically and expressly stated herein or otherwise explicit from 

the context. Contract Price shall be deemed to have included such cost. 

13.5 The materials, design and workmanship shall satisfy the applicable relevant 

Indian Standards, the job specifications contained herein and codes referred. 

Where the job specifications stipulate requirements in addition to those 

contained in the standard codes and specifications, these additional 

requirements shall also be satisfied. In the absence of any Standard/ 

Specifications/ Codes of practice for detailed specifications covering any part 

of the work covered in this bidding document, the instructions/directions of 

HPCL / CEPS will be binding upon the CONTRACTOR. 

13.6 In case of contradiction between relevant Indian standards, GCC, TCC, 

Specifications, Drawings and Schedule of Rates, the following shall prevail in 

order of precedence: 

i. Detailed Letter of Acceptance along with Statement of Agreed Variations, 

if any, and its enclosures such as Schedule of Rates, Labour Rates, etc. 

ii. Telex of Intent (TOI)/ Fax of Intent (FOI) Letter of Intent 

iii. Terms and Conditions of Contract 

iv. General Terms and Conditions of Works Contract 

v. Job Specifications 

vi. Drawings 

vii. Standard Specifications 

viii. Indian Standards

25 

POWER OF ATTORNEY 

To 

D.G.M (Materials) 

M/s Hindustan Petroleum Corporation Ltd., 


Post Box No. 15 

Visakhapatnam - 530 011. 

Andhra Pradesh. 

Dear Sir, 

Sub: HPCL Tender no. 

Proforma - 1 

We ………………………………………………………………………….…do hereby 

confirm that Mr.………………………………………………(Name/names, position held) 

is/are authorized to represent our Company to tender, negotiate and sign the agreement 

with your Company for the above works. 

Yours sincerely, 

Name & Designation 

with Company seal: 

Note : The above letter should be submitted on a printed letter head of the Company. 

The above letter should be signed by a competent person having the powers to 

issue this Power of Attorney

26 

CONFORMITY TO TENDER REQUIREMENTS 

Proforma – II 

We here by confirm that our tender fully conforms to the 

complete technical and commercial requirements of the document 

without any deviation. 

Signature of the Tenderer 

Note: 

The above letter should be submitted on a printed letterhead of the company.

SI. 

No 

Name of the 

Customer and 

Address 

Scope of 

work with 

brief 

description 

27 

Work experience 

Value of 

contract 

(Rs. In 

lakhs) 

Time 

schedule as 

per contract 

and zero date 

Proforma – III 


Actual date of 

completion

SI. 

No. 

Name of the 

Customer 

and address 

28 

DETAILS OF ORDERS ON HAND AND PRESENT STATUS 

Scope of work with 

brief description 

Value of 

contract 

(Rs. In 

lakhs) 

Time 

schedule 

as per 

contract 

and zero 

date 


Proforma – IV 

Brief status

29 

SPECIAL TECHNICAL CONDITIONS

1 INTRODUCTION 

30 

CONTENTS 

2 DETAILS OF CONVECTION SECTIONS AND STACKS 

3 SITE VISIT 

4 SCOPE OF WORK 

5 HEAVY LIFTS ERECTION 

6 CRANE REQUIREMENTS 

7 CONSTRUCTION MACHINERY 

8 SHUT DOWN JOB PLANNING 

9 RESPONSIBILITIES OF CONTRACTOR 

10 FINAL TESTING 

11 PAINTING 

12 COMMISIONING ASSISTANCE 

13 TEMPORARY WORKS 

14 PROTECTION OF EXISTING FACILITIES 

15 SITE MOBILIZATION 

16 SITE FACILITIES 

17 SITE ORGANISATION

31 

18 QUALITY ASSURANCE SYSTEM 

19 INSPECTION AND TESTS 

20 FINAL INSPECTION 

21 APPROVAL OF SUB VENDORS 

22 PROJECT MANAGEMENT & PROJECT EXECUTION 

23 DRAWINGS & DOCUMENTS 

24 AS BUILT DRAWINGS 

25 FINAL DOCUMENTS 

26 STATUTORY APPROVALS 

27 STATUTORY RULES AND REGULATION 

28 SITE CLEANING 

29 SECURITY 

30 SAFTEY 

31 LIST OF DRAWINGS 

32 LIST OF FREE ISSUE MATERIALS ISSUED BY HPCL 

33 LIST OF TECHNICAL SPECIFICATION 

34 EXCLUSIONS

1.0 INTRODUCTION: 

32 

Crude heater (11-F-01) and vacuum heater (12-F-01) are presently in operation in 

Crude Distillation Unit - II. These heaters mainly consist of Radiant Section, 

Convection section, Steel stack and other associated structurals as shown in the 

drawings enclosed. 

These heaters are originally designed by M/s. EIL for VREP-II project. 

HPCL now proposes as per this Tender to replace the existing convection section 

and stack, complete in all respects with associated ducting, structural items for both 

the Heaters. 

2.0 DETAILS OF CONVECTION SECTIONS / STACKS: 

2.1 The Convection sections comprise of 

• Supporting steel work 

• Casing plates 

• End tube sheets 

• Intermediate cast steel tube sheets with support brackets 

• Header boxes 

• Coil work along with all fittings, flanges etc.(Pressure parts) 

• Refractory work. 

• All auxiliary connections Associated items connected with Convection 

Sections and stacks 

• All instrument connections 

• Bracings. 

• Platform with hand railing at different elevations. 

• Access ladders/Stairs 

• G. I. Gratings 

2.2 Refractory lined Stacks along with associated platforms and damper along with 

associated instruments, linkages etc. For vacuum heater 12-F-01 off take ducts 

connecting to convection section and stack. Connecting duct pieces from stack 

for connecting to existing cold flue gas duct and hot flue gas duct including bolts, 

nuts and gaskets. For 11-F-01, connecting duct pieces from stack for connecting 

to existing cold flue gas duct and hot flue gas duct including bolts, nuts and 

gaskets. 

2.3 Any other items not listed above but required for completion of job as per drawings 

/ specifications / good engineering practices.

2.4 CONVECTION SECTIONS: 

33 

The New Convection Sections shall be fabricated and supplied in single module 

duly hydro tested and refractory lined. The contractor has to fabricate the 

convection sections in HPCL premises. The Convection Sections shall be safely 

transported by suitable Trailers from the Site Fabrication yard to Heater Erection 

Site for further erection activities. Special care shall be taken to prevent damage 

of refractory, coil shifting etc., during transportation/ handling and erection. 

2.5 STACKS: 

New stacks shall be fabricated with complete refractory lining including heat dry 

out in two transportable pieces at contractor’s workshop including assembly and 

welding of damper assembly ( FIM by HPCL). This being a fast track project, 

Stack is to be fabricated in any fabrication shops at Visakhapatnam. The 

fabrication shop is to be approved by HPCL / CEPS. These pieces are to be 

carefully transported to HPCL and erect the same in single / two pieces and 

complete the balance work insitu. Special care shall be taken to prevent damage 

of refractory during transportation / handling and erection. After the erection of the 

stacks, the ducts are to be connected, balance damper work is to be carried out 

and all the necessary instruments and mechanical linkages, instruments supplied 

with the dampers are to be installed and ensure the satisfactory functioning of 

dampers. 

3.0 SITE VISIT: 

It is mandatory for all the prospective tenderers to make a visit to the Site to 

familiarize themselves with the following before submitting the tender and also for 

smooth execution 

a. Site facilities. 

b. Approach roads/routes. 

c. Space for site work 

d. Location of the heaters and its surrounding equipment / structures 

e. Cranes, Movement constraints / restrictions. 

f. To assess and understand the quantum of work and find out any missing 

details 

g. To assess the handling and transportation facilities required within the plant 

for movement of Convection Sections and Stack etc. 

h. To understand and identify precisely the extent of cutting and dismantling 

etc., of the associated items of work viz., bracings, platforms, supports 

piping connections at different elevations, cross over joints, connecting 

ducts etc., for freeing the existing Convection Sections and stacks 

i. To understand and plan the various activities and its sequences with backed 

up resources to meet the site works and time schedule.

34 

j. To decide the philosophy and methodology of Heavy lifts viz., Convection 

Sections and Stacks with use of Demag CC 2000 Crane and prepare 

preliminary erection scheme. 

k. The requirements of barricading etc., during dismantling and erection work. 

l. To understand all other related activities that are essential for the total site 

work completion during shut down 

4.0 SCOPE OF WORK; 

The Contractor shall have overall responsibility for execution of the job of 

Replacement of Convection Sections along with Stacks with all the associated 

jobs, as per drawings, specifications, codes and as per site requirements. The 

Contractor’s scope of work shall include but not limited to the following. Any work 

not specifically mentioned but otherwise necessary to meet the site requirements 

and statutory requirements and also for satisfactory job completion in all respects 

shall be carried out by the contractor within his quoted price. The job is to be 

executed on single point responsibility basis as a lumpsum turnkey contract as per 

tender requirements. 

4.1 Procurement and supply of materials in contractor’s scope: 

Procurement of all materials (except HPCL free issue material) and consumables 

required for the completion of work in all respects shall be entirely the 

responsibility of the contractor and the quoted price shall include for all such 

materials etc. The BOM indicated in the drawing is only indicative. Contractor has 

to work out actual requirement and procure the same. 

4.1.1. Steel Work (Non-pressure parts) 

a) Steel plates and structural materials (IS2062) for Stack, ducts, Convection 

Sections support structures, casing plates, header boxes etc., 

b) Convection Section End tube sheets (SA515/516 Gr.70) 

c) Structural steel materials (IS 2062) for bracings, platforms, hand railing, 

stairs / ladders etc. 

d) Hot dip galvanized gratings along with G.I support clamps 

e) All bolts and nuts, washers, gaskets etc including stack fixing bolts nuts etc 

as required. 

f) Auxiliary Connections attached to Convection Section steel work viz., 

sleeves, vents, drains etc. 

g) Auxiliary connection for Instruments, piping, fitting, flanges, bolts, nuts, 

snuffing steam etc. 

h) Observation doors/ Inspection doors 

i) Intermediate tube sheet guide angles and connected bolts,nuts, washers etc 

j) Stainless steel materials:

35 

• SS sleeves (SS TP 316L) in End Tube Sheets. 

• SS Sleeves (SSTP 316L) for various sleeves, Shelf plates, Shield plates, 

retainer plates, and such items attached to Heater steel work etc. 

• SS Anchors Lugs (SSTP316 L) of different shapes for refractory application 

• Gaskets to SS spiral wound with CS centering ring with 200% spares 

• Studs / Bolts / Nuts Etc SA 193 Gr B7 / SA 194 Gr 2H with 10% spares 

• All other auxiliary connections Viz Vents, Drains, instrumentation 

connections etc as per drawing. 

• The necessary lifting frames / beams, trunions etc are to be designed for 

safe lifting and erection of convection sections and stacks and the design 

calculations are to be submitted for CEPS/HPCL approval. It is the 

responsibility of the tenderer to arrange all these items. 

• All balance materials those are required for completion of the job are in the 

contractor’s scope of supply. 

4.1.1.1 Bridge pieces to spec A387 Gr.9 required for the center joints of coil tubes of 

12-F-01 are in contractor’s scope of supply. 

4.1.2 REFRACTORY / INSULATING MATERIALS 

a. All refractory materials viz., Insulation castable, Potassium silicate mortar, 

packing materials i.e., ceramic fibre blankets, Ceramic fibre paper, Asbestos 

rope, Bituminous paint etc as per Drawings /Specifications. For details of 

Refractory work refer drawing no 11-06-43-F-102, 103, 104 & 12-06-43-F- 

102, 103, 104 enclosed. 

b. All S.S. materials (SA 240 TP 316L), retainer plate. Shelf plates, support 

plates. SS Anchors, V-Lug, chain links etc. 

4.1.3 MISC. ITEMS: 

a. Primer, intermediate and finish paints for structurals and Heater Convection 

Sections, Stacks etc. as per drawings and painting specifications. 

b. Sealing cloth for opening around tube sleeves suitable for high temperature 

application, Asbestos tape gaskets for doors 

c. Ceramic Fibre for packing in openings. 

d. Insulation wool materials where required

36 

e. Any other item not specifically listed, but are required to complete the job 

shall also be supplied by the Contractor within their quoted price 

4.1.4 INSPECTION OF MATERIALS 

All Indigenous / Imported materials shall be inspected by Third party 

Inspection Agency i.e., M/s Lloyds./BVIS / CEIL/ IBR. IBR items shall be got 

duly inspected by IBR authorities. For items under IBR which are imported, 

where the above IIIrd party inspection is not available; any other competent 

inspection agency as approved by IBR shall be employed. 

Contractor shall include IIIrd party Inspection charges in the quoted price. 

All inspection and tests shall be made as required by the drawings/ 

specifications. All costs towards testing shall be within the quoted rates. 

4.1.5 CHANGE OF MATERIALS: 

Contractor shall note that wherever the material specification given in the 

drawings for some items is in variance with materials specification listed 

above, to the extent specifications as given above will be followed. 

However, contractor shall obtain written clarification from HPCL / CEPS 

before proceeding further. 

4.1.6 COIL WORK FOR PRESSURE PARTS 

4.1.6.1 The convection section coil for 11-F-01 consists of the following main 

materials 

a. Studded tube to SA 335P5/SA106 Gr B 

b. Plain tubes to SA 335 P5 /SA106 Gr B 

c. Pipe fittings to SA 234WP5 / A234WPB/A 182F5 

d. Forged flanges to SA 182F5/A105 

4.1.6.2 The convection section coil for 12-F-01 consists of the following main 

material: 

a. Studded tube to SA 335P9 

b. Plain tubes to SA 335 P9 

c. Pipe fittings to SA 234WP9 and SA 182F9 

d. Forged flanges to SA 182F9 

4.1.7 HPCL will supply the following material only as free issue materials 

Plain tubes to SA 335P5 and SA 335P9 / A106 Gr B 

Studded tubes to SA 335P5, A 335P9 AND A106 Gr B

37 

180 0 SR bends, 90 0 Elbows to SA 234WP5, SA 234WP9 and 

SA234WPB 

Reduced weldolets and reduced elbowlets to SA128 F5 and SA182 F9 

Forged Flanges to SA182 F5 and SA 182F9 

Intermediate cast tube sheets (Cast steel 50Cr50Ni to A-560) 

Supporting brackets with bolts & nuts 

Stack dampers for 11-F-01 and 12-F-01 

4.1.8 For 12-F-01 Convection coil studded tubes and plain tubes to Spec 

SA335P9 will be supplied in two pieces. The Tenderer has to include the 

welding of center joint fully conforming to the requirements in his scope. 

Material for the bridge pieces to spec SA387 Gr 9 is in his scope 

4.1.9. The list of free issue materials supplied by HPCL is attached to this special 

technical conditions and these are to be collected from HPCL stores. All the 

rest of the materials that are required for completion of total scope of work is 

in tenderers scope. 

4.2 RESIDUAL ENGINEERING / PREPARATION OF FABRICATION 

DRAWINGS: 

4.2.1 Residual Engineering: 

Based on the refractory details provided in the drawings, the Contractor 

shall design / develop the detailed drawings for the Refractory lining work 

including Anchors /Shelf plates / Retainer plates etc., for the refractory 

application work. 

4.2.2 HPCL will issue the old Convection Section and stack drawings to the extent 

available with them and these are enclosed to the Tender. Purpose of these 

drawings is to enable the contractor to understand scope and extent of 

work and make offer in line with the requirements of HPCL and execution of 

Job further. Based on HPCL drawings contractor has to prepare the 

fabrication drawings. If any details / drawings are not available, contractor 

has to visit site and collect the details and develop the drawings. 

4.2.3 Preparation of drawings 

Contractor shall prepare detailed fabrication drawings of convection 

sections, Stacks and associated structures heater wise and submit the 

drawings for the approval of HPCL / CEPS. In addition to the above, super 

heated steam coil drawing of 11-F-01 is to be submitted to IBR and obtain 

their approval. Brief scope of drawings to be prepared by the tenderer are 

indicated below. However, any additional drawing needed during contract 

stage are to be prepared as necessary.

38 

4.2.3.1 Detailed fabrication drawings of Convection coils for hydrocarbon and 

super heated steam with details of all the fittings and auxiliary connections 

etc (Coil work pressure parts). 

1. Combined General assembly drawing of convection section and stack 

indicating Elevation, plan, end view etc for individual heaters 

2. General arrangement of convection section indicating elevation, plan and 

end view etc. 

3. General arrangement drawing of stack 

4. Detailed fabrication drawings for Hydrocarbon and Super heated steam 

coil work as necessary. 

5. Detailed fabrication drawings for Convection Section steel work 

6. Detailed fabrication drawings for casing plates 

7. Detailed fabrication drawings for End Tube Sheets. 

8. Detailed fabrication drawings for Header boxes. 

9. Detailed fabrication drawings for bracings. 

10. Detailed fabrication drawings of stack and associated structurals 

11. Detailed fabrication drawings for ducts 

12. Detailed fabrication drawings for platforms with hand railing at different 

elevations. 

13. Detailed fabrication drawings for access ladders / stairs 

14. Detailed fabrication drawings of G.I. Gratings with supporting clamps. 

15. Any other drawings as necessary to meet the tender requirements 

4.2.3.2 Detailed drawings for Refractory work including fixing details of Anchors, 

Refractory supporting system etc. 

4.2.3.3 Any other drawings required for job completion as directed by Engineerin-Charge 

4.3 FABRICATION: 

4.3.1 Fabrication of convection sections and stacks: 

a. Fabrication of Convection Section Steel frame structures, built up 

sections, casing plates, End Tube sheets, header boxes 

b. Fabrication and welding of SS sleeves in End tube sheets.

39 

c. Fabrication of all Auxiliary connection attached to Convection Section Steel 

work viz., different sleeves, vent, drain, flanges etc. 

d. Fabrication of auxiliary connection for instruments, snuffing steam etc., 

attached to casing. 

e. Fabrication of observation Doors/Inspection Doors. 

f. Fabrication, Assembly, welding and testing of Coil work (Pressure parts) 

Cast intermediate tube sheets, support brackets are to be assembled, aligned, 

and bolted in the convection section. The coils shall be pre-fabricated in 

hockey sticks and to be erected in the convection section tube sheets. Fit up, 

alignment and welding of in situ welds shall be completed. The methodology of 

erection and alignment of coils shall be got vetted by the contractor from CEPS 

/ HPCL prior to start of work. The coils shall be fabricated with the pipes (plain 

and studded pipes) S.R. Bends, Elbows, and other fittings viz., weldolets, 

sockets, couplings, flanges, plugs, instrument connection etc. Where special 

bends are required coil pipe to be suitably bent as per approved procedure. 

PWHT and NDT shall be carried out as per drawings / specifications 

g. Cross over coil pipes for connecting to Radiant section shall be provided extra 

length for field fit up 

h. Fixing, welding of SS anchor and other tie back materials Viz. Retainer plates, 

shield plates etc. 

i. Application of refractory work 

4.3.2 The Convection Coils shall be hydraulically tested at the site / fabrication yard. 

Contractor shall provide blind flanges, fasteners, gaskets etc. for testing. 

4.3.3 Stacks shall be fabricated in two pieces at contractor’s workshop duly refractory 

lined including heat dry out and completed in all respects. The site welding and 

refractory work is to be carried out insitu after erection. 

4.3.3.1 The stack dampers shall be delivered as FIM at HPCL stores as assembled unit. 

The stack dampers shall be supplied with suitable bevelled ends to carry out full 

strength butt weld in horizontal position. 100 mm on each side of the damper 

with out refractory lining (but with anchors welded) shall be refractory line after 

welding to the stack. The tenderer shall complete the job as per the instructions 

of Engineer –In- Charge. 

4.3.4 TRANSPORTATION: 

The Convection Sections shall be transported in suitable trailers from the 

fabrication yard to Heater erection site. Stacks shall be transported from 

contractor workshop to erection site in suitable trailers. Contractor shall arrange 

necessary trailers, Cranes, and handling equipments etc., for loading, unloading 

the Convection Sections and stacks. Every care shall be taken to ensure that 

refractory lining is not damaged nor coils shifting takes place during the 

transportation. If any temporary measurement required for shifting to be carried 

out by Vendor after prior approval of scheme and the temporary arrangement to 

be removed and made as original after the job completion. All the balance 

structural items etc., are also to be transported to the site. 

4.3.4.1 Transportation route to be identified and finalized in coordination with HPCL. 

4.3.4.2 Transit insurance, storage cum erection insurance is also in the scope of tenderer.

40 

4.3.5 FABRICATION OF PLATFORMS / BRACINGS/ G.I.GRATINGS: 

4.3.5.1 Fabrication of bracings, built up sections, platforms, handrails, stairways and 

ladders from rolled steel section, plates, flats, pipes etc, as per drawings and 

specifications. The fabricated structures shall be given primer, intermediate 

and finish paints including surface preparation as per painting specifications. 

4.3.5.2 The Contractor shall make a detailed study at site the extent of Bracings, 

platforms at different elevations (connected with Convection Section, Stack), 

and are required to be cut out / dismantle to free the Convection Section / 

stack dismantling. The contractor shall newly fabricate these Plat forms, 

hand railings and Bracings etc. 

4.3.5.3 The connected Ladders/Stairs at different elevations shall be fabricated. All 

the platforms shall be fabricated to the maximum size modules with hand 

railings etc. and transported to site, keeping in view the constraints at site for 

erection. 

4.3.5.4 GRATINGS 

Procurement, fabrication and erection of hot dip galvanized gratings along 

with GI support clamps as per EIL standards no:7-68-0581 Rev.2 (Type II) 

4.4 DISMANTLING AND ERECTION: 

4.4.1 Dismantling works: 

4.4.1.1. Dismantling of existing stacks in single / two pieces. The existing stack 

shall be dismantled and placed on the ground. If required the same is to be 

cut in to 3 or 4 pieces and the same are to be transported to HPCL storage 

area and un-loaded as directed by HPCL engineer-in-charge. In the event 

of delay of new stack dampers, the clause on 4.3.3.1 to be followed. 

4.4.1.2 Dismantling of the existing Convection Section .The existing Convection 

Section shall be dismantled and placed on ground. If required the same is 

to be cut in to 3 or 4 pieces as directed by the Engineer-in-charge. The 

Existing Convection Section shall be transported to HPCL storage area and 

unloaded as directed by Engineer-in-charge. Chipping of refractories inside 

heaters to expose the metal for facilitating the cutting operation to be 

carried out. Good engineering practices to be followed for scaffolding, 

welding, dismantling and lowering of equipments / piping / stacks. 

4.4.1.3 Dismantling of Associated Platforms / Bracings / Piping work / ducting: 

Dismantling of structural platforms, staircase and ladders etc. connected to 

equipments is a part of scope and to be segregated items wise as per the 

directions of the job engineer. 

4.4.1.4 Dismantling includes cutting of the steel work/ removal of bolts/ nuts/cut out 

of welds, cut out of portion of refractory at joints, as may be necessary. 

Every care shall be taken to limit the dismantling up to the exact point and 

/or lines as directed by the Engineer-in- charge and any damage caused to

41 

the existing structure shall be rectified and restored to the original position 

at the contractor’s costs. 

4.4.1.5 Dismantling of equipments and other Misc. items: 

a. The soot blowers along with control panels shall be disconnected 

properly and removed and stored carefully for re-use. 

b. The damper assembly and painter trolley and control panels shall be 

disconnected and removed, 

c. Cutting and removal of gratings in plat form. 

d. Cut out coil weld joints between radiant and convection section cross 

over / jump over connection. All care shall b taken to mark and cut 

accurately these joints, since these joints are to be re-welded after 

erection of new Convection Section. 

e. Removal of insulation on pipes as required including cladding to 

necessitate dismantling 

f. Dismantling the flanged pipe joints / auxiliary connections etc. 

g. The contractor shall provide suitable temporary supports for connected 

piping, ducting, platforms etc and in the vicinity as directed by the 

Engineer-in-charge. 

h. Any other items /structures/equipments/piping which are obstructing the 

dismantling of convection section/ stack shall also be dismantled. 

i. After dismantling, parts to be cut in pieces of length less than 6 mtrs and 

height less than 2 mtrs, so that the same can be shifted in trailers to 

scrap yard locations. Transportation and stacking neatly in scrap yard is 

also included. 

4.4.1.6 The contractor shall prepare and submit dismantling and erection scheme, 

detail schedules / plan / bar chart for the job to be submitted immediately 

after P.O placement for CEPS / HPCL approval. This approval shall not 

absolve the responsibility of contractor. Dismantling of all items should be 

item wise as per the directions of Engineer – In – charge. 

4.4.1.7 Dismantling of Electrical connections: 

The electrical connections shall be removed by contractor. Contracror 

shall identify the electrical connections required to be removed in 

coordination with HPCL / CEPS. Contractor shall take all care not to 

damage these electrical items during dismantling works and also suitable 

protection as directed by Engineer in charge as they are to be re used. 

4.4.1.8 HPCL will arrange to dismantle control instruments or their components 

that interfere with the work of agency and reinstall on completion of work. 

Agency shall inform HPCL about any such item interfering with their work. 

In case of any damage to any equipment in the vicinity is caused by the

42 

agency, the cost of repairs / replacement of the same will be to agency’s 

account. In this regard, HPCL’s decision shall be final. 

4.4.1.9 All the serviceable materials shall be sorted out and handed over to 

HPCL Store as directed by Engineer-in-Charge. Scrap and other 

unutilized materials shall be handed over to HPCL stores/ scrap yard as 

directed by Engineer-In-charge. 

4.4.1.10 Items to be segregated separately ie. Metallic and non-metallic. The 

following metallic items to be segregated separated like in the separate 

heads: 

a. Mec. Valves (except small bore Valve) & control valves. 

b. Pipe and pipe fittings (CS, AS in group and SS and other in different) 

c. Structurals 

d. Electrical items 

e. Instrumentation items 

(Copper tubes to be separated and weighed and stores separately in 

warehouse) 

f. Cables- all electrical / instrumentation etc. 

g. Sheets Al cladded 

4.4.1.11 Transportation to be arranged for weighing the scrap with HPCL weighing 

machine and shifting of scrap material to scrap area for scrap, 

equipments, piping, structurals, cables etc. and to other designated 

location for debris, wastes, concrete, refractory, insulation, coke, earth, 

non scrap things as per the directions of the job engineer. 

4.5 ERECTION WORKS: 

The contractor shall be responsible for the dismantling and erection of the 

equipments in proper sequence. After placing the equipments on the structures, 

the equipments shall be leveled, aligned and bolted/welded. The equipment shall 

be set to level and square so that pipe connection can be made without strain. 

a. Erection of newly fabricated Convection Section over the top of Radiant Roof 

Section, alignment, bolting/welding. 

b. Erection of stack in single piece / two pieces at the top of Convection section, 

alignment, bolting / welding, Refractory lining etc. 

c. Erection of bracings, plat forms at different elevations with hand railings, 

stairways, ladders etc., alignment, bolting/welding. 

d. Erection of G.I Gratings on the platform including fixing G.I support clamps as 

per drawings

43 

e. Erection and functional testing of soot blowers & control panels (disconnected 

old soot blowers and control panels) as per specifications / requirements 

f. For new Damper assembly (FIM by HPCL) the vendor shall install winch 

pulleys, pneumatic pipes, position indicators etc, and other associated 

Electrical and Instrumentation work and its functional testing as per the 

requirements for completing the total damper system as per the instructions of 

Engineer-in-charge. 

g. Incase new stack dampers are not installed the tenderer has to install old 

dampers by cutting the same from the old stacks, completing the refractory 

work and installing the same by welding and completing the balance work as 

per the instructions of Engineer-in-charge. 

h. Erection of Painter Trolley with rails, winch etc., and functional testing. 

i. Erection and welding of skin point thermo couples on the tube surface 

including heat treatment as necessary 

j. After erection of the Convection Sections and stacks the refractory lining 

dismantled if any at the connecting areas shall be made good by re-refractory 

lining as per specifications 

k. Application of insulation on pipe sections with cladding (which are removed) 

as per specifications 

l. Cutting extra lengths, edge preparation and assembly of cross over coil joints, 

between Radiant and Convection section including welding, NDT and PWHT 

as per specifications 

m. Assembly of all piping / nozzle connections upto Convection Section, battery 

limits, fixing gaskets and bolting, including internal and out let pipe joints of 

Convection Section. 

n. Seal welds between stacks, Convection/radiant section shall be carried out 

and ensure air tightness of heater 

o. Erection of other items dismantled and are to be reused are to be re-erected. 

p. Fabrication and Erection of any other items not listed above but required to 

successfully complete the job and make the Convection Sections and stacks 

to it’s original requirement is Contractor’s responsibility. 

q. Vendor to co-ordinate for all the mechanical errection jobs with Chief Manager 

/ Senior Manager T&I Maintenance. 

5.0 HEAVY LIFTS ERECTION 

5.1 The two stacks and two Convection Section modules are the Heavy lifts 

envisaged. The contractor shall study the actual site layout of the Heater 

surrounding equipments and structures, overhead lines, existing pipe lines, 

drains, approach roads restrictions, the availability space. Based on these details 

contractor shall prepare and submit the Erection scheme.

44 

5.2 The Contractor shall submit a detailed write up of the proposed Dismantling and 

Erection scheme. 

Approach to the Heater area. 

Arrangement showing placement of Demag Crane, positioning of the 

Convection Section/ stack on ground etc. 

Cranage requirements for Main crane and trailing crane and their 

positioning etc. 

Erection methodology and sequence of erection. 

5.3 For the Demag CC2000 Cranes and other cranes the following shall also be in 

the contractor’s scope 

a. Complete requirements for crane approach and movement viz. providing 

25mm sand layer on floor, sleepers matting etc., for 300t cranes, 75t crane 

etc., for movement of the crane in erection area/crane movement 

areas/assembly areas. 

b. For movement of crane inside the CDU-II Unit from the approach road the 

drains etc., shall be suitably filled up with gunny bags and sleepers to protect 

the drains from damages. 

c. Preparing approaches and working area .for the movement and operation of 

the cranes, leveling the areas for assembly and erection shall be 

Contractor’s responsibility. 

d. Any damage to the Drains/Flooring in the Plant on account of Crane 

movement etc., shall be rectified and restored to its original position as 

directed by the Engineer-in-charge. 

e. In case approach road is to be temporarily blocked during heavy lifts 

erection, the same shall be done with approval of engineering charge. 

f. Debooming and Extension of booms if required shall be arranged by the 

Contractor. 

5.4 The lifting frame / beams, trunions etc are to be properly designed and 

necessary design calculation are to be submitted for approval of HPCL / 

CEPS. It is the responsibility of tenderer to arrange all these items for safe 

lifting and erection. 

6.0 CRANE REQUIREMENTS: 

6.1 HPCL will provide 1 No. 2000CC Demag Crane for heavy lifts. Contractor 

shall include one more 2000CC Demag crane in their scope and deploy to 

the site to work simultaneously for 11-F-01 & 12-F-01 and to complete job in 

schedule time of 20 days. This additional crane should be made available at 

HPCL site seven days in advance before the date of shut down. Contractor 

shall arrange suitable cranes for unloading, loading, assembly and 

dismantling and handling their 2000CC Demag crane. 

6.2 HPCL shall hand over one Demag 2000CC crane at one point. It is the 

responsibility of the contractor to dismantle the crane, transport and 

reassemble at the required erection site. After completion of the erection 

work contractor has to dismantle, transport and assemble the crane as per

45 

the instructions of Engineer-in-charge. The necessary cranes for dismantling, 

loading on trailor, unloading, reassemble etc., shall be included in contractors 

scope. The necessary trailors also are included in the contractors scope. 

6.3 Demag Crane requirement to be planned and advance notice to be given to 

HPCL for Demag crane as many other jobs of projects (FCCU 2) and 

Maintenance of other units CDU 1, PRU, MEROX, DHDS etc will be carried 

out during that period simultaneously. 

6.4 Contractor shall ensure deployment of suitable trailing cranes for the erection 

of these heavy lifts simultaneously for 11-F-01 and 12-F-01. 

6.5 Contractor shall deploy 2nos. 75Tonnes cranes (or above capacity) suitable 

for handling, loading and unloading of the convection sections and stacks. 

6.6 Contractor shall also provide all other cranes required for handling, 

fabrication, dismantling and erection of all other jobs. 

6.7 All cranes shall be tyre mounted except Demag 2000cc crane. 

6.8 The contractors scope shall include the necessary operators, supporting 

technicians, tools and tackles, accessories including diesel etc complete for 

all the cranes in their scope. 

7.0 CONSTRUCTION MACHINERY: 

7.1 The Contractor shall without prejudice to his overall responsibility to execute 

and complete the jobs as per specification and time schedule, progressively 

deploy adequate equipments and tools and tackles and augment the same 

as decided by the Engineer-in- charge depending on the exigencies of the 

work so as to suit the time schedule. The contractor shall submit list of 

construction equipments, tools and tackles they propose to deploy for the 

subject works along with deployment schedule. 

7.2 All lifting tools and tackles, slings, crane, hydra, trailors etc., shall have load 

carrying certificates and the same shall be submitted. Certificates should be 

currently live and copies to be submitted to HPCL. 

7.3 All the erection machinery and lifting tackles used by the Contractor at site 

shall be duly tested and have valid certificates by a Govt. approved Agency 

and they should be in sound condition for safe usage on the job. Copies of 

the same shall be submitted to HPCL 

7.4 Lifting lugs: Suitable lifting lugs/other details shall be suitably designed and 

provided by the Contractor for handling and erection of the heavy lifts. 

7.5 Spreader Beams/Lifting beams as necessary shall be suitably designed / 

provided by the Contractor for safe lifting of the Convection Sections and 

Stacks. 

7.6 Adequate strengthening of Convection Sections and stacks with temporary 

bracings etc., to prevent damage during transportation/handling/erection 

shall be taken care by the Contractor. 

7.7 The erection methods adopted shall ensure no damage to the Convection 

Sections /stacks during handling/erection. 

7.8 Load testing of heavy lift cranes i.e. both Demag cranes and trailing cranes 

shall be suitably load tested by the Contractor including arrangements of 

required loads. The load testing scheme to be got approved by CEPS / 

HPCL. However, this will not absolve the responsibility of contractor.

46 

7.9 Agency should arrange grinding, Gas cutting sets, welding, concrete 

cutter, manual tools, generators and compressors along with skilled 

manpower required for the job. 

8.0 SHUT DOWN JOB PLANNING: 

The site erection works (dismantling and Erection) are to be carried out during 

the Refinery Plant Shut down. During the shut down Contractor shall engage 

his work force on round the clock basis as needed to complete all the jobs 

strictly within shut down period. The Contractor shall make detailed planning of 

each and every activity and prepare Bar chart clearly showing the activities and 

time required for the same and ensuring completion as per shut down time 

period. For this purpose contractor shall also identify and mobilize the total 

resources required viz., Cranes, Equipments, Machinery, tools and tackles as 

well total number of manpower to be deployed at site during execution. The 

contractor shall also deploy required Quality Control Engineers and 

Supervisory staff in each shift basis. 

Contractor shall have full-fledged planning and Monitoring group, which shall 

plan and monitor the jobs. The job status will be reviewed every day and 

contractor shall take proper remedial actions as directed by the Engineer-in- 

Charge. 

9.0 RESPONSIBILITIES OF CONTRACTOR: 

9.1 The procurement and supply in sequence at the appropriate time of all materials 

and consumable shall be entirely the contractor’s responsibility. 

9.2 Contractor shall provide all Machinery tools and tackles etc., and keep them in 

good working condition throughout the job progress. 

9.3 All the required manpower, Engineers, supervisors, engineering safety 

supervisors shall be deployed by the contractor including qualified workers viz. 

welders, fitters, riggers etc. 

9.4 All consumables viz., gases, welding electrodes, tig wires, grinding sheets, DP 

materials, paints, safety gadgets, NDT etc. shall be arranged by the Contractor. 

9.5 Resources mobilization chart of the Contractor for the machinery, tools and 

tackles as well as Manpower shall be submitted along with their offer. 

9.6 Required scaffoldings and MS gratings at all heights to be done for all areas, 

wherever cutting / welding / inspection etc is required as per standard safety 

procedures. This is in addition to the unit barricade. Agency shall provide 

scaffolding wherever it is required. Scaffolding to be erected with 1 ½ “ steel 

tubular pipe with suitable and safe clamping arrangement only to be used. 

Distance between adjacent vertical members shall not be more than six feet 

and distance between adjacent horizontal members shall not be more than 

three feet. Proper MS gratings to be laid on horizontal pipe and the gratings 

must be tied to the horizontal members by GI wire of minimum 10 gauge. The 

scope of job includes supply of scaffolding / staging pipes in standard sizes, 

clamps, planks / gratings etc. erection / staging as required including the supply 

of personnel protective items and removal after completion.

47 

9.7 Barricading: Contractor shall arrange barricading with steel tubes and G.I. 

sheets at heater erection area at different levels where required to get hot work 

permit for site welding works. The extent of barricading will be as decided by 

the Engineer-in-charge 

9.8 All welders employed shall be duly qualified, tested and approved by the CEPS 

/ HPCL / IBR and only qualified welders shall be engaged in the welding jobs. 

Contractor shall procure required material for the welding procedure 

qualification and welder’s qualification at his cost. 

9.9 The agency shall arrange for sufficient lighting at work spots (24 volts) on their 

own, Only at one electrical point will be given by HPCL. 

9.10 All jigs and fixtures and temporary supporting during fabrication, handling and 

erection shall be done by the contractor 

9.11 Contractor shall provide the required temporary plat forms, ladders, lighting, 

labour etc., for inspection and other testing by CEPS/HPCL. 

9.12 It shall be entirely the Contractor’s responsibility to provide , operate and 

maintain all necessary construction equipment, steel scaffolding and safety 

gadget, cranes and other lifting tackles, tools and appliances to perform the 

work in a work like and efficient manner and complete all the jobs as per time 

schedule. 

9.13 Preparing approaches and working area for the movement and operation of the 

Cranes, levelling the areas for assembly and erection works shall be 

Contractor’s responsibility 

9.14 It shall be the responsibility of the Contractor to obtain the approval for any 

revision and / or modifications proposed by the Contractor from CEPS/HPCL 

before implementation. All such revision/modifications, if approved shall be 

carried out without any extra cost. 

9.15 All expenses towards mobilization at site and demobilization including bringing 

the equipment, work-force, materials, dismantling the equipment, cleaning the 

site etc. shall be deemed to be included in the price and no separate payment 

will be entertained at any cost. 

9.16 Weather protection: Contractor shall make necessary arrangements for weather 

protection such as G.I. sheets/ Asbestos cloth etc, during fabrication and 

erection activities for protection from Rain etc., 

9.17 Any other items but not limited to above and are required to complete the job 

successfully as per committed schedules is the responsibility of the contractor 

9.18 Agency shall coordinate / cooperate with other agencies, work parallel and in a 

conducive environment during the course of work execution towards 

expeditious completion of jobs. 

9.19 Agency shall strictly comply with electrical compliance requirement for its 

equipment and human safety and power panels should be as per electrical

48 

department requirement and after completion checklist only power will be 

charged. 

9.20 Agency should maintain the record of the activities carried out and the same 

should be made available at site, which will form the basis for payment of bills. 

9.21 Agency shall mobilize necessary material like 125KVA Diesel sets for use of 

welding machines, diamond saw machine, illumination etc. for emergency 

requirement. 

10.0 FINAL TESTING: 

After erection of Convection Sections in position the cross over connection coil 

joints between convection section coil and Radiant section shall be welded, radio 

graphed and PWHT. Thereafter, the entire coil system viz., Radiant and 

convection coil assembly system shall be hydraulically tested in position by the 

Contractor. All bolts, Nuts, Gaskets and Blind Flanges required for Hydraulic 

testing of the coils shall be arranged by the contractor. Gasket for testing shall be 

as specified. Final hydraulic testing should have clearance of HPCL Inspection 

Engineer. 

11.0 PAINTING: 

Contractor shall procure all primers, and finish paints as per specification and 

also carryout the painting application including surface preparation, colour 

coding, lettering etc., as per specifications, standards and suitable for corrosive 

industrial environment. 

12.0 COMMISSIONING ASSISTANCE: 

Contractor shall provide field assistance viz., required number of Skilled 

Personnel and supervision to HPCL during Heater drying out and precommissioning 

and commissioning activities within his quoted price. The details 

are has given below. 

For startup – Total minimum 04 gangs (2 per heater) for min, 10 shifts (5 days) 

Gang consisting of one fitter and one helper. The above manpower is for 

commissioning operation assistance only. For dry out required man power to be 

provided by contractor. 

13.0 TEMPORARY WORKS: 

All temporary and enabling works connected with the work shall be 

Responsibility of the Contractor and price quoted shall be inclusive of cost of all 

such works, which shall be removed by the Contractor at his cost, immediately 

after completion of the work. 

14.0 PROTECTION OF EXISTING FACILITIES: 

14.1 Contractor shall take all precautions to ensure that no damage is caused to 

the existing pipe lines / structure / equipments during fabrication / erection. 

Contractor shall have to adopt such methods as will be suitable for working 

in these areas without damaging the existing facilities. 

14.2. Contractor shall be deemed to have taken cognizance of all such constraints 

etc., while working in this area and contractor shall not be entitled to claim 

any extra charges on all such accounts and or any other accounts. 

15.0 SITE MOBILIZATION: 

All the site mobilization activities shall be planed and arranged fully to ensure the 

site fabrication works etc. are completed with in the time schedule.

16.0 SITE FACILITIES: 

49 

16.1 HPCL will provide area inside refinery premises for construction of 

contractors Site Office and Site Fabrication Yard. Contractor to intimate the 

requirement of area. However contactor has to utilize the area provided by 

HPCL and complete the job. 

16.2 Contractor shall arrange construction of temporary site office at his own cost. 

16.3 Water and power will be provided free of charge at 100 meters by HPCL for 

site office only. Contractor shall arrange to provide necessary connections 

and distribution as per his requirements for site office only. 

16.4 Site Fabrication Yard: The entire fabrication of convection sections shall be 

done in this yard. Facilities for fabrication purpose shall be arranged by the 

contractor at his own cost. All the temporary facilities shall be removed by 

the contractor on completion of works and area handed over to HPCL as per 

the requirements of Engineer-in-charge. 

16.5 At the Heater erection site the contractor may arrange mobile site shed. 

16.6 Water and power. 

16.6.1 Only one electrical / drinking water point for lighting purpose / drinking will be 

given by HPCL. The agency shall arrange for distribution at work spot on 

their own. 

16.6.2 HPCL will not supply any power for fabrication, dismantling and erection 

works. Contractor shall deploy suitable capacity D.G. Set and maintain the 

same to provide power requirements for all his activities. Also it is necessary 

for the contractor to make available D.G. Welding Sets for site work. No 

extra payments will be made to the contractor on this account and his 

quoted price shall include the above. 

17.0 SITE ORGANISATION: 

The Contractor should place a qualified and experienced Engineer having 

experience in fabrication and erection of heater jobs as their Site-in-Charge at 

HPCL site, responsible for all the site activities under this contract. The 

contractor shall also deploy adequate experienced supervisors and skilled work 

force including tested welders, riggers and submit the details of Site Organisation 

proposed by him. Experience and qualification credentials shall be submitted. 

However, the manpower shall be adequately augmented as decided by the 

Engineer- in-Charge depending on the exigencies of work. In addition, the 

contractor shall deploy Quality control engineers, safety Engineer and planning 

Engineer exclusively to take care of all the site activities. 

18.0 QUALITY ASSURANCE SYSTEM: 

18.1 Contractor shall provide overall Quality Management and procedures required 

to be adhered during execution of works. Contractor shall prepare Quality 

Assurance System plans/procedure for various disciplines of work, which 

should include quality control in respect of procurement, supply, fabrication, 

erection and testing etc. The Q. A. Plans / procedures shall be discussed with 

CEPS/HPCL and got vetted.

50 

18.2 CEPS/HPCL shall reserve the right to inspect/witness any or all stages of work 

at work shop, at site fabrication yard / erection site as deemed necessary for 

quality assurance. 

18.3 Agency shall have quality control engineers / supervisors for ensuring good 

workmanship and job quality at every stage. They shall act as coordinators 

with HPCL / CEPS inspection. 

19.0 INSPECTION AND TESTING: 

19.1 The Inspection authority is CEPS/HPCL/IBR. The entire job will be subjected 

to inspection by CEPS/HPCL/IBR. Contractor Inspection Engineers shall 

inspect the job and co-ordinate and obtain necessary stage-wise approvals 

from CEPS/HPCL/IBR. Quantity dismantled weighted and kept at dumping 

yard to be certified on daily basis. 

19.2 The Contractor shall provide all facilities and testing equipment to HPCL/CEPS 

to carryout inspection. 

19.3 The contractor shall carryout various tests as specified in the drawing / 

specifications. 

19.4 All Welders to be engaged shall be tested at site and approved by 

CEPS/HPCL/IBR. 

19.5 All consumables such as, Welding Electrodes, Painting materials, NDT testing 

material shall be used after taking Inspector’s approval only. Test certificates 

for these items shall be submitted. 

19.6 All results of Inspection and Tests will be recorded in the Inspection reports 

and submitted in the approved Proforma to the Engineer-in-charge. Test 

reports shall also form part of the completion documents. 

20.0 FINAL INSPECTION: 

After completion of tests as per Drawings/specifications, the whole work shall be 

subject to final inspection to ensure that the job has been completed as per 

requirement. 

If any defects are noticed, the Contractor shall attend to the same at his own cost 

as and when those are brought to his notice by HPCL / CEPS. 

21.0 APPROVAL OF SUB- VENDORS 

21.1 The materials required to be supplied by the Contractor shall be procured only 

from CEPS/HPCL approved Sub-Vendors. 

22.0 PROJECT MANAGEMENT & PROJECT EXECUTION 

22.1 After receipt of Fax of intent, the contractor shall nominate a “Project Manager” 

who will be the overall in charge of the job and responsible for the successful 

completion of the contract meeting all the contractual requirements. The 

contractor shall nominate an experienced person having experience in similar 

projects, with the required knowledge in understanding the complete 

requirements of the job, plan the activities, co- ordinate with all the agencies in

51 

the contractors organization and all the sub suppliers and also various 

departments of HPCL for successful and timely completion of the job. 

CEPS/HPCL will correspond with the Project Manager only. 

22.2 The Project Manager shall prepare a detailed schedule covering all the activities 

to achieve the contractual delivery schedule. 

- Residual engineering wherever required 

- Preparation of detailed fabrication drawings 

- Quality assurance plan and NDT plan. 

- Placement of orders for all materials (Except HPCL free issue materials) 

- Delivery of the above materials to shop / site. 

- Fabrication of casing plates, structural work, coil work etc. as per sequence 

- N.D.T 

- Refractory application including welding of tie bars etc., 

- Assembly and hydraulic testing of convection sections 

- Dismantling of existing stack and existing Convection Section. 

- Transportation of new convection sections and stack from fabrication yard / 

workshop to erection site. 

- Shifting of Demag CC2000 crane to erection site and its assembly 

- Erection of new convection sections and stacks and structures etc., 

- Completion of all balance works in all respects as per the instructions of 

engineer-in-charge. 

- Submission of as built drawings and other documents etc., 

22.3 The Project Manager shall monitor the progress on daily basis and submit 

progress report on the progress of the job, percentage completion etc. The 

Project Manger shall take all the necessary steps, and prepare contingency plan 

to avoid any slippages. In Case of any slippages, the Project Manger shall take 

all necessary corrective steps to bring back the progress to the original planned 

schedule. 

22.4 The Project Manager also has to prepare and submit the manpower 

deployment in detail and the list of tools and tackles that are going to be 

deployed to site for fabrication, dismantling and erection. 

22. 5 The Project Manager along with his team shall attend progress review meeting 

conducted at HPCL office. During the review meeting HPCL/CEPS may advise 

the Project Manager for augmentation of manpower and more resource 

deployment. The Project Manager shall abide by the advice of HPCL/CEPS to 

achieve the committed delivery schedule. 

22.6 As this is a fast track project, delivery is the essence of the contract. For 

achieving the delivery commitments, the tenderer should have a full fledged 

office at Visakhapatnam with project Manager supported by Engineering and 

planning professionals for taking on the spot decisions with out referring to head 

office. The project Manager should monitor the project from Visakhapatnam

52 

office, right from ordering of materials, drawing approvals, receipt of materials, 

site organization etc. 

The Project Manager should have all the powers for taking on the spot 

decisions, and local purchases, emergency purchases, augmenting the 

manpower etc. The office should have all the latest facilities Viz. Telephone, fax 

and computer with inter net connection etc. 

23.0 DRAWINGS AND DOCUMENTS: 

23.1 HPCL will issue available drawings of the existing Convection Section and 

stacks. However, Contractor shall prepare the detailed fabrication drawings for 

Convection Sections, stacks, structurals, coils, intermediate tube sheets, 

refractory works, bracings, plat forms and gratings etc., and submit for 

review/approval of CEPS/HPCL before start of work. 

23.2 The review /approval of documents and drawings by HPCL/CEPS shall not be 

construed by Contractor as limiting any of his responsibility to meet the 

requirements of specifications, drawings etc. and liabilities for mistakes and 

deviations. The Contractor shall duly incorporate the comments of HPCL/CEPS 

as required and resubmit the final drawings. 

23.3 Construction shall be as per Drawings/specifications as approved by Engineerin-charge 

during course of execution of work. It is, however, clearly agreed by 

the Contractor that review and approval of the drawings by the CEPS/HPCL 

does not absolve of his responsibilities to carryout the work as per 

specifications. 

23.4 As these items are replacement for the existing items viz. convection sections, 

stack etc., the contractor has to physically verify the actual dimensions where 

ever discrepancies are noticed with respect to drgs. and also where ever these 

are to be matched with existing convection section viz. Ducts, pipe connections 

etc. 

23.5 Four sets of approved drawings shall be submitted by the Contractor. 

24.0 AS BUILT DRAWINGS: 

Upon completion of work, the contractor shall complete all drawings to “As 

Built “status and submit in blue prints, polyester prints and CD. 

25.0 FINAL DOCUMENTS: 

The Contractor as part of completion documents shall submit the following. 

a. Materials Test Certificates, Q.A Plans/Procedures. 

b. Welding procedure Qualification reports. 

c. Welder Qualification Report 

d. Radiographic reports along with radiographs (only in original) 

e. PWHT Records. 

f. Hydro Test Records. 

g. Batch certificates of electrodes wires etc.

53 

h. As Built drawings in blue prints, polyester prints, CDs etc. 

i. Any other document as required by Engineer-In-charge. 

j. No Demand certificate from Engineer-in-Charge. 

k. No Demand Certificate from CISF of surrendering gate passes etc. 

26.0 STATUTORY APPROVALS: 

26.1 All statutory approvals from local bodies viz., IBR etc. is in contractor’s scope. 

26.2 For IBR scope of work the contractor shall prepare the drawings and 

documents along with design calculations and obtain necessary approvals of 

IBR etc. 

26.3 All materials procured for IBR jobs shall be duly inspected approved by the 

IBR Inspector and stamped. All the IBR Inspection documents shall be 

submitted. 

26.4 The Contractor shall also arrange necessary Inspection of the IBR authorities 

and also co-ordinate and liaison with IBR inspector. 

26.5 The Contractor shall arrange for ground inspection of materials welders 

testing, stage wise fabrication inspection and hydraulic testing by IBR 

Inspector. 

26.6 The inspection and acceptance of the works by the authorities shall however, 

not absolve the Contractor from any of his responsibilities under this contract. 

27.0 STATUTORY RULES AND REGULATIONS: 

27.1 Contractor shall strictly adhere to the following provisions laid down in the 

Factories Act 1948 and The Contract Labour Act 1970 while carrying out the 

jobs inside the Refinery Premises. 

1. Labour licence for the personnel working. 

2. Safety of personnel 

3. Minimum wages as per Legislation. 

4. Coverage of Employees under PF and ESI as per Law 

5. Payment of wages for the leave period as specified under the Acts. 

6. Maintenance of workbooks, Registers indicating the work force deployed 

daily. 

27.2 The Contractor shall obtain necessary Labour License from the licensing 

authority under the Contract Labour Regulations & Abolition Act 1970) and 

produce a copy of license to CEPS /HPCL prior to starting of work. 

27.3 The Contractor shall enforce the provision ESI Act with regard to all his 

employees engaged in this contract work. 

27.4 Factory Inspector’s requirements are to be met by the contractor fully.

54 

27.5 The contractor shall follow strictly all the rules and regulations of HPCL at 

their refinery premises and other statutory rules. 

28.0 SITE CLEANING: 

During fabrication, dismantling and erection at HPCL, area shall be cleaned 

regularly. Good house keeping at working site forms part of agency’s scope. 

House keeping to be taken up on daily basis. The scrap / debris includes insulation 

waste generated loose drums and it’s contents removed waste shall be removed 

by the agency and dumped at the specified locations as per the directions of 

Engineer-in-charge. Agency also should obtain clearance certificate from HPCL 

Engineer-in-charge from operations and same to be enclosed to final bill. 

29.0 SECURITY: 

The Refinery being a protected area, entry into the Refinery area shall be 

restricted and governed by issue of photo gate passes by HPCL security. The 

Contractor shall arrange and obtain in advance all necessary entry permits/gate 

passes for his staff and labour and materials, and are liable to vigorous check 

by the Security Staff. 

30.0 SAFETY: 

30.1 The Contractor and his staff and labour shall be bound by all the Security, fire 

and safety regulations in the Refinery. 

30.2 Contractor shall strictly adhere to all safety rules and regulation of HPCL during 

the execution of works in the Refinery. Minimum of two safety supervisors to be 

deployed and their credentials shall be submitted. They should have diploma 

from recognized institute with 5 years experience as safety supervisor or 10 

years experience as safety supervisor. It may be noted that penalty shall be 

levied on the Agency for violation of safety for each incident. Penalty amount 

will be decided by HPCL and shall be binding on the agency. The safety 

Engineer shall constantly co-ordinate with HPCL’s Safety and operations 

departments for smooth and safe conduct of job. Safety supervisor shall be 

accompany his companies workmen daily (all 24 hrs) till the work men leave 

the refinery after completion of the assigned work. 

30.3 Agency shall provide required personnel protective gadgets (like safety shoes, 

helmets, belts, fall protective nets etc.) to their work force for carrying out the 

job safely. Also agency shall provide adequate no of fire hoses, DCP cylinders 

etc. at the work site during job execution. 

30.4 Hot permits: 

30.4.1 Agency shall start work only after taking permit from HPCL, subject to 

availability of safety and works supervisor of the agency at site agency 

shall be responsible for safety of the installation and people working with 

him and the other connected equipments. Other vehicles except Demag 

crane 300MT like cranes, hydra, tractor trailers, dumpers, all lifting 

accessories should have valid load test certificates and flame arrestors for 

vehicles. 

30.4.2 Contractor shall strictly comply with all the safety requirements of hot work 

permit during permit time. If the contractor fails to comply, HPCL shall 

exercise their right to stop the hot work and all the cost and time effect 

thereof shall be to contractors account.

55 

Any default and violation of the security, fire and safety regulations of 

HPCL by the contractor and his staff and labour shall constitute an 

infringement of relevant clauses of the contract and also liable for penalties 

and consequences as per the said rules. The opinion of the Engineer-In- 

Charge is final and binding in this regard. 

30.4.3 Any default and violation of the security, fire and safety regulations of 

HPCL by the contractor and his staff and labour shall constitute and 

infringement of relevant clauses of the contract and also liable for 

penalties and consequences as per the said rules. The opinion of the 

engineer-in-charge is final and binding in this regard. 

30.4.4 Important Safety Regulations: 

Full body safety harness is compulsory for working at height over 10 f 

feet, shall have complete fall protection in the form of Full body safety harness. Full 

body safety belt conforming to IS:3521 made of nylon with 4” width shoulder strap 

with double folded stitches, O-ring buckles made of stainless steel and 2.5 meter 

long two polyamide ropes with self closing hook of stainless steel attached to it for 

anchoring with scaffold pipe of dia 50mm. This safety belt should be examined by 

a competent person at least once in six months and a record of certificate to be 

maintained. 

Only Recommended Vendors for safety harness system: 

i) M/s. P.N. Safetech Pvt. Ltd. Visakhapatnam. 

ii) M/s. Unicare Emergency Equipment Pvt. Ltd. Mumbai. 

iii) M/s. Suri Industrial Engineering Co. Hyderabad. 

iv) M/s. Shubham Safety Solutions. Visakhapatnam. 

v) M/s. National Engineering Corporation. Visakhapatnam 

b) Others : Double life time line safety belt, Safety nets for working at 

heights, Welding and grinding helmets, Insulated tools for excavation 

jobs, daily checking recork of ELCB’s on all electrical circuits 

including welding, lighting, grinding tools etc are to be compulsory 

used wherever required. 

30.4.5 Scaffolding: 

Scaffolding at all heights to be done for all areas, wherever cutting is 

required as per standard safety procedures MWPM/SAFETY/1. Refer 

page nos. 388 & 389. 

30.05 Dress code: 

Dress code for contractor’s employees is as given below: 

30.05.01 All contractor employee’s to wear boiler suit in the following manner. 

Boiler suits will have contractor’s amblem on the back side. 

Supervisor :- Boiler suit in orange colour. 

Safety Supervisor :- Boiler suit in blue colour along with safety 

jerkin in fluorescent colour. 

Worker :- Boiler suit in blue colour. 

30.05.02 All contractor employees shall wear badge containing the details of 

employee ( Name, Age, Contractor’s Name, Details of the job, Job 

engineers name and Company).

56 

30.05.03 A colour cloth badge having contractor’s name shall be tied to 

the contractor’s employee’s shoulder. 

30.06 Reporting plan 

30.06.01 First Reporting Plan 

DAY Activity to be done 

Reporting Day minus 35 days 1. Notice to HPCL confirming the 

Reporting date. 

2. Receipt of Medical Certificates 

by HPCL from the Agency as 

per page no. 256, clause no. 

3.14 of Tender. 

Reporting Day minus 28 days 1. HPCL response on acceptance 

or other requirement of the 

personnel. 

2. Despatch of Gate Pass 

Formats by HPCL for 

Personnel and Vehicle. 

Reporting Day minus 21 days 1. Receipt of Pass Application 

with required Photographs by 

HPCL. 

Reporting Day minus 14 days 1. Submission of PPE and Dress 

for inspection by HPCL. 

Reporting Day To report with the Personnel, 

Vehicle and other requirements. 

30.06.02 Contractor shall submit list of employees entering into the company 

shift wise daily. 

30.06.03 All the employees of the contractor shall be present at the designated 

location equipped with PPE equipment before they attend the job in 

working location. 

30.06.04 The list of employees expected to be releaved from the work site 

after completion of the work to be inspected by HPCL officials. They 

shall not be permitted the refinery premises without HPCL personnel 

inspection. 

31. List of drawings: The list of drawings that will be provided to the successful 

bidder is enclosed. However for the purpose of tendering drawings 

against sl. nos. 2,4, 5, 6, 11, 19, 21, 28, 47, 48 and 49 for 11-F-01 

and drawings against sl. nos 2, 4, 5, 6, 7, 8, 10, 11, 19, 32, 33, and 

34 against 12-F-01 are to be down loaded from the web site. For 

successful bidder copies of the balance drawings will be made 

available after award of the contract. 

32. List of free issue materials issued by HPCL is attached. 

List of technical specification as attached. 

34. Check list for safety inspection of work site: 

Contractor should ensure the accident prevention in site. Inspection of 

site is to be carried out periodically as per the check list attached. 

35.EXCLUSIONS: 

Civil works.

LIST OF FREE ISSUE MATERIALS 

ISSUED BY HPCL

1. List of Studded tubes 

SL 

NO 

DESCRIPTION OF ITEM 

1 OD 6.625x0.28"A.W, studded tubes 

dduly edge prepared with cs studs 

11/2"diax1.25"high, 

24 spp and 63p/m 

Total length=9532mm 

Studded length= 9232mm 

Plain length X=150mm 

Plain length Y=150mm 

2 OD 6.625x0.28"A.W , studded tubes duly 

edge prepared with cs studs 

0.5"diax1.25"high,12 spp and 63p/m 


Studded length= 9232mm 



3 OD 6.625x0.28"A.W , studded tubes duly 

edge prepared with cs studs 

0.5"diax1.25"high, 6 spp and 63 p/m 

Total length=9532 

Studded length= 9232 



Design pres.: 14 kg/cm²G 

Design temp: 350°C 

4 OD 4.5"x 0.237" A.W, studded tubes 

duly edge prepared with 

c s studs 1/2"diax1"high,16 spp and 

63p/m 


Studded length=8262mm 



5 OD 4.5"x 0.237" A.W , studded tubes 



63p/m 





6 OD 4.5"x 0.237" A.W , studded tubes 



63p/m 





MATERIAL 

SPEC. 

SA 335 P5 

SA 335 P5 

SA 106 Gr.B 

SA 335 P9 

SA 335 P9 

SA 335 P9 

QTY 

NOS 

40 

16 

8 

8 

REMARKS 

11-F-01 

11-F-01 

11-F-01 

12-F-01 

8 12-F-01 

8 12-F-01

SL 

NO 

7 


OD 4.5"x 0.237" A.W , studded tubes 



63p/m 





Note: All tubes shall be supplied in normalized and tempered condition. 

2. List of Bare Tubes 

SL NO DESCRIPTION OF ITEM 

MATERIAL SPECIFI- 

CATION 

QTY NOS REMARKS 

1 Bare tubes OD 6.625"x0.28" A.W 

x9532mm long duly edge prepared SA 335 P5 16 11-F-01 


x6000mm long (with straight cut edge) SA 335 P5 10 11-F-01 


x6000mm long (with straight cut edge) 

Design pres.: 14 kg/cm²G 

Design temp: 350°C 

4 Bare tubes OD 4.5"x 0.237" A.W x7862 

long duly edge prepared 

5 Bare tubes OD 4.5"x 0.237" A.W 

x8462mm long duly edge prepared 

MATERIAL 

SPEC. 

QTY 

NOS 

REMARKS 

SA 335 P9 8 12-F-01 

SA 106 GR.B 1 11-F-01 

SA 335 P9 8 12-F-01 

SA 335 P9 8 12-F-01 

6 Bare pipes OD 4.5"x 0.237" A.W x 

6000mm long (with straight cut edge) SA 335 P9 7 12-F-01

3. List of Pipe Fittings 

SL NO 


1 180º S.R bend 

OD 6.625”x0.28” A.W 


OD 6.625”x0.28” A.W 


OD 6.625”x0.28” A.W 

4 Reducing weldolet to suit 2”N.Bxsch 80 

branch and OD 6.625”x0.28” A.W run 

pipe 

5 Reducing weldolet to suit 2”N.Bxsch 40 

branch and OD 6.625”x0.28” A.W run 

pipe 

6 Reducing elbolet to suit 

1 ½”N B pipe on 6”N Bx0.28” thk 

SR 180º bend 

7 Reducing elbolet to suit 2”N.B pipe on 

6”N Bx0.28” thk 

SR 180º bend 

8 S.R 180º ret. Bend(203c/c) 

OD 4.5”x0.237” A.W. 

9 SR 90º elbow (102C/F) 

OD 4.5”x 0.237” A.W. 

10 Reducing weldolet 4"N.Bx2"N.B to suit 

4.5" OD x0.237" A.W run pipe and 

2.375" OD x0.218" A.W branch pipe 

11 Reducing elbolet 4"NBx2"NB 

to suit 4.5" ODx 0.237" A.W 90º S.R 

bend and 2.375" ODx 0.218" A.W 

branch pipe 

12 Reducing elbolet 4"N.Bx 1 ½ "N.B to 

suit 4.5" OD x0.237" A.W 90º S.R 

bend and 2.375" ODx 0.218" A.W 

branch pipe 

MATERIAL 

SPECIFICATION 

QTY 

NOS 

REMARKS 

SA234WP5 80 11-F-01 

SA234WPB 10 11-F-01 

SA234WP5 35 11-F-01 

SA 182 F5 6 11-F-01 

SA105 3 11-F-01 

SA 182 F5 5 11-F-01 

SA 182 F5 5 11-F-01 

SA234WP9 20 12-F-01 

SA 234WP9 30 12-F-01 

SA 182 F9 10 12-F-01 

SA 182 F9 8 12-F-01 

SA 182 F9 4 12-F-01

4. List of Forged Flanges 

SL 

NO 


1 Raised face weld neck 

Flange 6"N.B, ANSI 300 

(bored to ID154.05mm) 


Flange 6"N.B, ANSI 300 

(Bored to ID154.05mm) 


Flange 2"N.B,ANSI 300 (bored 

to ID49.22mm) 


Flange 2"N.B,ANSI 300 (bored 

to ID52.48 mm) 

MATERIAL 

SPEC. 

QTY 

NOS 

REMARKS 

SA 182 F5 6 11-F-01 

SA 105 3 11-F-01 

SA 182 F5 10 11-F-01 

SA105 

3 

11-F-01 

5 Raised face blind 

Flange 2"N.B,ANSI 300 SA 182 F5 6 11-F-01 


Flange 2"N.B,ANSI 300 SA 105 2 11-F-01 


Flange 2"NB,ANSI 300, bored 

to ID49.22mm 


Flange 1 1/2"N.B,ANSI 300, bored to 

ID38.14mm. 


Flange 4"N.B,ANSI 300, bored to 

ID102.26mm. 


Flange 2"N.B,ANSI 300 

SA 182 F9 14 12-F-01 

SA 182 F9 4 12-F-01 

SA 182 F9 4 12-F-01 

SA 182 F9 8 12-F-01

5. List of Intermediate Tube Sheets & Support Brackets 

SL NO 

1 

2 

3 

4 

5 

6 

7 

8 

DESCRIPTION OF 

ITEM 

Top Tube sheets 

Drg no. 1667-17-00-00-D-112 Rev 0 

(VR-11-F-01-00009) 

Bottom Tube sheets 

Drg no. 1667-17-00-00-D-112 Rev 0 

(VR-11-F-01-00009) 

Tube sheet support brackets 

(Heavy pattern) 

7-17-0101 Rev 3 

(EIL Standard drg.) 

Bolts, Nuts & washers for 

intermediate tube sheet support 

bracket (Heavy) 

7-17-0406 Rev 1 


Top Tube sheets 

Drg no. 1667-17-12-00-00-D-203 Rev 1 

(VR-12-F-01-0004) 

Bottom Tube sheets 

Drg no. 1667-17-12-00-00-D-203Rev 1 

(VR-12-F-01-0004) 

Tube sheet support brackets 

(Heavy pattern) 

7-17-0101 Rev 3 


Bolts, Nuts & washers for 

intermediate tube sheet support 

bracket (Heavy) 

7-17-0406 Rev 1 


6. Stack dampers 

MATERIAL SPECIFI- 

CATION 

50Cr-48.5Ni- 

1.5Nb 

(INS 657) 

50Cr-48.5Ni- 

1.5Nb 

(INS 657) 

50Cr-48.5Ni- 

1.5Nb 

(INS 657) 

SS 18/8 

50Cr-48.5Ni- 

1.5Nb 

(INS 657) 

50Cr-48.5Ni- 

1.5Nb 

(INS 657) 

50Cr-48.5Ni- 

1.5Nb 

(INS 657) 

QTY NOS 

2 

1 

6 

32 Sets 

3 

3 

12 

SS 18/8 56 Sets 

REMARKS 

11-F-01 

11-F-01 

11-F-01 

11-F-01 

12-F-01 

12-F-01 

12-F-01 

12-F-01

LIST OF 

TECHNICAL SPECIFICATIONS 

0 14.08.07 ISSUED FOR TENDER G.N.R R.S.N G.C.S 

No DATE REVISION PREPARED BY REVIEWED BY APPROVED 

BY 

COSMOS 

ENGINEERING 

LIST OF 

TECHNICAL Specification no REV 

PROJECT SERVICES 

PVT. LTD. 

SPECIFICATIONS 

Page 1 of 3 0

Sl.no Title 

COSMOS 

ENGINEERING 


PVT. LTD. 

LIST OF TECHNICAL SPECIFICATIONS 

01 Standard specification for steel work of Fire 

heaters and APH systems 

02 Standard specification of coil work for 

fired heaters 

03 

Standard specification for studded Tubes of 

fired heaters 

04 Technical notes for pipes 

05 Standard specification of tube support casting 

for fired heaters 

06 Technical specification for flanges, spectacle 

blinds and drip rings 

07 

08 

Standard specification for Refractory 

Materials, sampling, Inspection and criteria for 

acceptance 

Standard specification for ceramic fibre 

blankets 

09 Standard specification for manual 

application of Insulating concrete 

10 

Standard specification for insulating 

castables 

LIST OF 

TECHNICAL 


Spec. no. 

6-17-0002 Rev 2 

6-17-0003 Rev 2 

6-17-0004 Rev 3 

6-44-0051 Rev 3 

6-17-0007 Rev 2 

6-44-0053 Rev 3 

6-79-01 Rev 0 

6-79-0005 Rev 1 

6-79-07 Rev 1 

6-79-0008 Rev 1 

11 Technical notes for gaskets 6-44-0056 Rev 2 

Specification no REV 


Sl.no Title Spec.no. 

12 Technical specification for quality control 

requirements 

13 Technical notes for butt welded, socket 

welded, screwed fittings 

COSMOS 

ENGINEERING 


PVT. LTD. 

LIST OF 

TECHNICAL 


CEPS-TS-01 Rev 0 

6-44-0054 Rev 3 

14 Intermediate weld for studded tubes 7-17-0608 Rev 2 

15 Technical specification for painting CEPS-TS-13 Rev 0 

16 Technical specification for Quality plan for 

refractory lining 

17 

Convection section intermediate tube 

sheet support bracket with 102x102 bearing 

surface (heavy pattern) 

18 Detail of insulation at tube supports for 

concrete walls 

19 Bolts and shear plate for intermediate tube 

sheet Support bracket (Heavy) 

20 Chain link reinforcement for insulating 

concrete lining (Maximum thickness-50) 

CEPS-TS-12 Rev 0 

7-17-0101 Rev 3 

7-17-0306 Rev 2 

7-17-0406 Rev 1 

7-17-0202 Rev 2 

21 Tube sealing detail 7-17-0322 Rev 2 

22 Steel stack field splice details 7-17-0428 Rev 1 

23 Shipping spiders for prefabricated stacks 

(for stack diameters up to 3050) 

7-17-0439 Rev 1 

24 Welding specification charts for piping classes 6-77-0005 Rev 3 



139

1.0 SCOPE 

140

144

145

146

147

148

149

150

151

152

153

154

155

156

COSMOS ENGINEERING 


PVT. LTD. 

TECHNICAL SPECIFICATION 

FOR 

QUALITY CONTROL 

REQUIREMENTS 

0 12.05.03 ISSUED FOR TENDER G.N.R R.S.N. G.C.S. 

No DATE REVISION PREPARED BY REVIEWED BY APPROVED BY 

TECHNICAL 

SPECIFICATION FOR 


REQUIREMENTS 


CEPS-TS-01 

Page 1 of 6 

0

01. SCOPE 



PVT. LTD. 

CONTENTS 

02. QUALITY ASSURANCE REQUIREMNTS 

03. QUALITY CONTROL REQUIREMNTS 

04. DOCUMENTS 

05. DEPLOYMENT OF RIGHT WORKERS 

06. QUALITY REQUIRES A TEAM EFFORT 

07. MATERIAL CONTROL 

08. ALIGNMENT OF PART 

09. WELDING 

10. NON DESTRUCTIVE TESTING 

TECHNICAL 



REQUIREMENTS 


CEPS-TS-01 


0

1.0 SCOPE: 

This specification covers the Quality Control requirements that are to be met during 

execution of the contract. This covers the quality assurance requirement, quality 

control requirements, documentation etc. 

2.0 Quality Assurance requirements: 

2.1 The Tenderer should completely study the tender documents, specification and 

drawings and should understand the scope of work and technical requirements 

including quality requirements. 

2.2 Quality Assurance Plan: 

The objective of Quality Assurance Plan is – 



PVT. LTD. 

To understand the operating conditions. 

To understand the code requirements. 

To understand the specification requirements 

To understand the complete job requirements 

To understand total contract scope of work 

To convert all the above requirements into a plan based on which stage-wise 

inspection can be carried out to ensure the desired quality. 

Further this will also enable contractor to meet the job requirements without 

any variations. 

2.3 The Quality Assurance Plan shall invariably contain the following: 

Design data 

Code of Construction 

Inspection Agency 

Reference documents 

Materials of construction 

Stages of inspection 

Material identification 

Inspection during fabrications 

Inspection during assembly and fit up 

Welding procedures and qualifications 

Dimensional check 

NDE requirements 

PWH requirements 

Pressure test requirements 

TECHNICAL 



REQUIREMENTS 


CEPS-TS-01 


0

Cleaning requirements 

Painting requirements 

Packing requirements 

3.0 QUALITY CONTROL REQUIREMENTS: 

3.1 The Contractor shall submit the total list of drawings required for approval / 

information within one week from the date of Fax of Intent. The list also should 

contain the schedule of submission of each drawing. The schedule of submission 

shall be worked out to suit the overall schedule of completion of the job. 

3.2 The Contractor shall submit the total list of all materials except bolts, nuts and 

gaskets, and the schedule for procurement of the same item-wise indicating the 

delivery and the Supplier. All critical materials shall be procured from the aproved 

Vendors list as specified in Attachment to the Tender Document. 

3.3 Conformity to specification/drawing requirement and deviations. 

3.3.1 The Contractor shall fully comply to the job requirements. 

3.4 APPROVAL OF SUB-VENDORS: 

The contractor shall procure all materials in his scope only from CEPS/HPCL 

approved sub-vendors. The contractor shall submit his proposed sub-vendors list 

well In advance and obtain the written approval from CEPS/HPCL. 

The contractor should select only the reputed and reliable suppliers. The 

approval of CEPS/HPCL shall not relieve the responsibility of contractor in 

procurement of right quality material to meet job requirements 

3.5 MEASURING AND TESTING INSTRUMENTS: 

The Contractor shall use only calibrated instruments for measuring and testing. 

The contractor shall maintain all the calibration records for the instruments used. 

All these records should be made available to the Inspector. 

3.6 QUALITY RECORDS: 

The contractor shall maintain all the quality records and shall submit the same to 

the Inspection Engineer stationed at site as and when called for. 

3.7 IDENTIFICATION OF ITEMS: 

The Contractor shall identify all the parts/items with a part number as per the 

drawings during all stages of production. This will facilitate contractor to use the 

right part at the right place during assembly. 



PVT. LTD. 

TECHNICAL 



REQUIREMENTS 


CEPS-TS-01 


0

4.0 DOCUMENTS: 

4.1 Contractor shall strictly ensure that the documents used during various 

stages of execution of the contract are latest revisions. 

4.2 Contractor shall ensure that their Inspector carryout the inspection as per 

the latest quality assurance plans approved by CEPS/HPCL and latest 

drawings. All inspection/test results shall be recorded/ documented in such a 

way that the results can be co-related. 

5.0 DEPLOYMENT OF RIGHT WORKERS: 

The Contractor shall deploy only qualified and experienced workers and Inspectors 

so that the job can be completed meeting all the requirements. In case 

CEPS/HPCL observes any deficiency, the contractor shall replace the workers/ 

Inspectors with the required experience. CEPS/HPCL decision is final. 

6.0 QUALITY REQUIRES A TEAM EFFORT: 

During the past 40 years the role of Quality Control has changed significantly 

throughout the world. The myth that a good Quality Control Organization can on 

its own assure that only a quality product is shipped is completely false. It needs a 

team effort. This effort must include all Departments from Sales to Shipping. Every 

one has to contribute for the quality of the job but not just worker and inspector on 

the shop floor. The Contractor must infuse the above theme to all their personnel 

so that a team effort will bring a quality product. 

7.0 MATERIAL CONTROL: 

7.1 All codes stipulate that raw materials used are fully tested and supplied meeting the 

material specification and further verified with Mill Test Certificate. 

7.2 Material used for pressure parts shall be identified with the stamping on the material 

and correlated with test certificate. The material not fully identified with code 

approved specification shall not be used for pressure parts. However, CEPS/HPCL 

may agree for retesting the material for chemical and mechanical properties for 

comparing these values with the code specification and take a final decision. 

8.0 ALIGNMENT OF PARTS: 

The soundness of weld joint is very much dependent on good joint fit up i.e., root 

gap, overlaps, bevel alignment etc. The design and shape of welding joint edges 

shall be such that complete fusion of the edges and weld penetration is achieved. 

Prior establishment of welding procedure qualification will confirm the satisfactory 

joint design. 



PVT. LTD. 

TECHNICAL 



REQUIREMENTS 


CEPS-TS-01 


0

9.0 WELDING: 

9.1 As the convection coils are fabricated by welding process, utmost care and 

quality checks are required at various stages of welding. Codes do not stipulate 

any welding method or procedure. But, it is required to be confirmed the welding 

is sound and the methods adopted are qualified as per code stipulations. 

Welding Procedure Specification (WPS) and Procedure Qualification Record 

(PQR) are to be established and approved by CEPS based on which actual 

welding shall be performed on the job. 

9.2 Once procedures are qualified, the welders should show their ability to make 

sound weld in position. This is to be demonstrated by welding a test pipe and 

carrying out radiography of the weld. Besides weld procedures and welder, the 

quality of welding depends on the following factors. As such Inspector has to 

check these aspects: 



PVT. LTD. 

a) The way the procedure is handled. 

b) Usage of correct consumables 

c) Pre-heating 

d) Post weld heat treatment etc. 

The Inspector shall check the following aspects: 

a) All butt welds shall have complete fusion and shall be free from defects 

like porosity, under cuts and overlaps or valleys etc. 

b) The weld reinforcement shall be within permissible limits of code. 

c) Fillet welds shall be free from under-cuts and overlaps. 

d) The throat of the leg of the weld shall be of required size 

10.0 NON-DESTRUCTIVE TESTING 

10.1 Various non-destructive examination techniques are employed during various 

stages of fabrication of Convection Sections. This NDE methods will provide 

to check the various manufacturing defects of castings, forgings, pipes, pipe 

fittings etc., and also to inspect weld defects at various stages of fabrication. 

10.2 The procedure for NDT examination shall be as per the prescribed procedure 

(as per Q.A. System) and to be conducted by Contractors qualified technical 

personnel who should evaluate the results and maintain the records as per 

code and submit the same to CEPS/HPCL. 

TECHNICAL 



REQUIREMENTS 


CEPS-TS-01 


0

COSMOS 

ENGINEERING 


PVT. LTD. 


FOR 

PAINTING 



TECHNICAL 


PAINTING 


CEPS-TS- 13 

Sheet 1 of 4 

0

1. SCOPE 

COSMOS 

ENGINEERING 


PVT. LTD. 

CONTENTS 

2. CODES AND STANDARDS 

3. SURFACE PREPARATION 

4. COATING PROCEDURE 

5. DRYING OF COATED SURFACE 

6. DETAILS OF PAINTING COATS 

7. ACCEPTABLE PAINTS MANUFACTURERS 

8. TEST CERTIFICATES 

TECHNICAL 


PAINTING 


CEPS-TS- 13 


0

1.0 SCOPE 

The scope of this specification covers surface preparation, selection and application of 

paints on external surface of convection section & structurals 

2.0 CODES AND STANDARDS 

The following codes shall be followed: 

IS: 5 – colour coding 

IS: 101 – Method of testing for ready mixed paints and enamels 

3.0 SURFACE PREPARATION 

All external surfaces of convection section & structural shall be blast cleaned to SA 2 ½ 

Swedish standards SIS-05-5900 or SSPC-SP-10 (US standard) 

4.0 COATING PROCEDURE 

4.1 Surface shall not be coated in rain, wind or in environment injurious air borne 

elements etc 

4.2 Blast cleaned surface shall be coated with one complete application of primer with in 

four hrs. 

4.3 Each coat shall be in proper state of cure or dryness before the next coat 

5.0 DRYING OF THE COATED SURFACE 

No coat shall be applied until the preceding coat has dried. 

COSMOS 

ENGINEERING 


PVT. LTD. 

TECHNICAL 


PAINTING 


CEPS-TS- 13 


0

6.0 DETAILS OF PAINTING COATS 

SL 

NO 

DESCRIPTION PRIMER COAT FINISH COAT 

01 Convection 1x60 microns DFT 2x20 microns DFT 

section 

inorganic zinc silicate modified aluminum 

(External) primer 

silicon paint 

02 Stack 

a. Internal 

b. External 

c.Aviation colour 

bands (top 6 

meters) 

COSMOS 

ENGINEERING 


PVT. LTD. 

2x100 microns DFT with 

Protectomatsic paint of M/s 

Berger or equivalent 

1x65 microns DFT 

inorganic zinc silicate 

primer applied by the 

method of air less spray 


inorganic zinc silicate 

primer applied by the 

method of air less spray 

1x50 microns epoxy zinc 

phosphate primer 

05 Structures 1x50 microns DFT Zinc rich 

apoxy primer 

2x100 microns DFT epoxy 

high build paint 

7.0 ACCEPTABLE PAINT MANUFACTURERS 

1. Asian paints 

2. Berger paints 

3. Jenson & Nicholson 

4. Coromandal Paints & Chemicals Ltd. 

5. Goodlas NEROLAC 

6. Shalimar paints Ltd 

7. Sigma Coatings 

8. Any other Paints manufacturers as approved by HPCL 

8.0 TEST CERTIFICATES 

TECHNICAL 


PAINTING 

2x30 microns DFT per 

coat ferrotol stack black 

paint 

2 x 20 micron DFT 

ALKYD finish paints 

( high gloss enamel) 


acrylic polyurethane 

finish paint 


CEPS-TS- 13 


COLOUR 

CODE 

Aluminium 

Protectomatsic 

3 bands of 1.2 

meter wide red 

and 2 bands of 

1.2 meter wide 

white 

Grey for 

structurals, 

light gray for 

hand rails 

ladders 

All paints including primers shall be accompanied with standard test certificates from 

the manufacturers / dealers duly signed by paint manufacturer’s representative. 

0

COSMOS 

ENGINEERING 


PVT. LTD. 

157 


FOR 

QUALITY PLAN 

FOR 

REFRACTORY LINING 



TECHNICAL 


QUALITY PLAN FOR 



CEPS-TS-12 


0

1. SCOPE 

COSMOS 

ENGINEERING 


PVT. LTD. 

158 

CONTENTS 

2. VERIFICATION OF REFRACTORY AND ANCHOR MATERIALS 

3. SURFACE PREPARATION 

4. SPACING, WELDING AND INSPECTION OF ANCHORS 

5. APPLICATION OF REFRACTORIES 

6. TOLERENCES 

TECHNICAL 





CEPS-TS-12 


0

1.0 SCOPE This specification covers 

COSMOS 

ENGINEERING 


PVT. LTD. 

159 

a. The verification of refractory an anchor material at fabrication yard 

b. Surface preparation 

c. Spacing welding and inspection of anchors and studs 

d. Various checks to be made during application of refractory brick and 

castables. 

2.0 VERIFICATION OF REFRACTORY AND ANCHOR MATERIALS AT FABRICATION YARD 

- Inspection / test certificates of all refractory and anchor materials shall be verified and 

co-relate with the actual material received at fabrication yard 

- In case of non-availability of Inspection certificates waiver from the client / consultant 

is to be verified 

- Refractory material with specified shelf life is to be ascertained for remaining life. 

3.0 SURFACE PRPARATION 

- Mechanical cleaning of surfaces is carried out as specified I the procedure 

- Casing plates are to be checked for un-evenness and undulation, rigidity and 

soundness joints and openings in the casing plates shall be rectified prior to start of 

lining] 

4.0 SPACING, WELDING AND INSPECTION OF ANCHORS / STUDS 

- Anchor spacing is to be checked as per approved drawings / documents 

- Types of welding electrodes and specified welding procedures is to be checked 

- Welding quality of anchors / studs to be checked by hammer test / bent test 

5.0 APPLICATION OF REFRACTORIES 

- Refractory bricks, insulation firebricks and insulation blocks 

- Physical verification of bricks and blocks – vertical and horizontal joints of brick lining 

shall be staggered. If any gaps exist, the same shall be filled with suitable material. 

- In the lining area, it is to be ensured that no gaps shall exist. If any gaps exists, the 

same shall be filled with suitable material. 

TECHNICAL 





CEPS-TS-12 


0

160 

- Verticality and horizontality of lining surface shall be maintained 

- Bricks used for lining shall not be wet 

- Additional loads shall not be put over the lining before setting / hardening of mortar 

- Electrical drilling machine shall be use for making holes in bricks 

5.2 REFRACTORY CASTABLES 

6. TOLERANCE 

- Soundness of lining is to be ensured 

- Lining thickness is to be checked 

- Dimension of expansion joints are to be checked and cleaned before filling with 

packing material 

- Water used for mixing shall be of drinking quality 

- Shuttering shall be designated such that there shall be no leakage of water or 

castable 

- It is to be ensured that the castable mix is with in a temperature range of 15 to 

25 0 C 

- The time schedule for air drying water curing and heat drying shall be obtained 

from the supplier 

6.1 Castable insulation thickness ±5 mm 

6.2 Block insulation thickness / brick shall be as per the respective technical 

specification. 

6.3 Expansion gaps +3.0, -0.0 mm 

6.4 Max size of crack 3 mm wide X 38 mm deep 

If crack is more than the above, the same shall be repaired as per the standard 

procedure. 

COSMOS 

ENGINEERING 


PVT. LTD. 

TECHNICAL 





CEPS-TS-12 


0

(SPECIMEN) 

GENERAL TERMS & CONDITIONS OF WORKS CONTRACT 

1 PRELIMINARY 

ANNEXURE - 7 

1.1 This is a Contract for execution of __________________ work at 

_______________________. (please fill up the blanks) 

1.2 The tenderer for the abovementioned item of work is 

____________________________. (please give the name and address of the 

tenderer) 

1.3 The terms and conditions mentioned hereunder are the terms and conditions 

of the Contract for the execution of the work mentioned under item 1.1 

above. 

1.4 It is the clear understanding between Hindustan Petroleum Corporation 

Limited and the tenderer ______________________________________ that 

(name and address of the tenderer) in case the tender of 

______________________________________________________________ is 

(name and address of the tenderer) accepted by Hindustan 

Petroleum Corporation Limited and an intimation to that effect is so issued and 

also a Purchase Order is placed with 

________________________________________________________ 

(name and address of the tenderer) this document will be termed as a Contract 

between the parties and terms and conditions hereunder would govern the 

parties interest. 

1.5 Interpretation of Contract Documents: All documents forming part of the 

Contract are to be taken mutually explanatory. Should there be any 

discrepancy, inconsistency, error or omission in the contract, the decision of the 

Owner/Engineer-in-Charge/Site-in-Charge shall be the final and the contractor 

_____________________________________________________________________________ 

Annexure 7 (General Terms & Conditions of Works Contract) Systems & Procedures 

Purchase Manual VI.14 HPCL, Mumbai 

® REVISION : PUR-019/07.08.2007

shall abide by the decision. The decision shall not be arbitrable. Works shown 

upon the drawings but not mentioned in the specification or described in the 

specifications without being shown on the drawings shall nevertheless be deemed to be 

included in the same manner as if they are shown in the drawings and described in 

the specifications. 

1.6 Special conditions of Contract : The special conditions of contract, if any 

provided and whenever and wherever referred to shall be read in conjunction with 

General Terms and Conditions of contract, specifications, drawings, and any 

other documents forming part of this contract wherever the context so requires. 

Notwithstanding the subdivision of the documents into separate sections, parts 

volumes, every section, part or volume shall be deemed to be supplementary or 

complementary to each other and shall be read in whole. In case of any 

misunderstanding arising the same shall be referred to decision of the Owner/ 

Engineer-in-Charge/Site-in-Charge and their decision shall be final and binding 

and the decision shall not be arbitrable. 

It is the clear understanding that wherever it is mentioned that the Contractor shall 

do/perform a work and/or provide facilities for the performance of the work, the 

doing or the performance or the providing of the facilities is at the cost and expenses of 

the work not liable to be paid or reimbursed by the Owner. 

2. DEFINITIONS 

In this contract unless otherwise specifically provided or defined and unless a contrary 

intention appears from the contract the following words and expressions are used in 

the following meanings; 

2.1 The term "Agreement" wherever appearing in this document shall be read as 

"Contract". 

2.2 The "Authority" for the purpose of this Contract shall be the Chairman and 

Managing Director or any other person so appointed or authorised. 

2.3 The "Chairman and Managing Director" shall mean the Chairman and Managing 

Director of HINDUSTAN PETROLEUM CORPORATION LIMITED or any 

person so appointed, nominated or designated and holding the office of 

Chairman & Managing Director. 

2.4 The "Change Order" means an order given in writing by the Engineer-in-Charge or by 

Owner to effect additions to or deletion from or alterations into the Work. 

2.5 The "Construction Equipment" means all appliances and equipment of whatsoever 

nature for the use in or for the execution, completion, operation or maintenance of the 

work except those intended to form part of the Permanent Work. 

_____________________________________________________________________________ 



® REVISION : PUR-019/07.08.2007

2.6 The "Contract" between the Owner and the Contractor shall mean and include all 

documents like enquiry, tender submitted by the contractor and the purchase order 

issued by the owner and other documents connected with the issue of the purchase 

order and orders, instruction, drawings, change orders, directions issued by the 

Owner/Engineer-in-Charge/Site-in-Charge for the execution, completion and 

commissioning of the works and the period of contract mentioned in the Contract 

including such periods of time extensions as may be granted by the owner at the 

request of the contractor and such period of time for which the work is continued by 

the contractor for purposes of completion of the work. 

2.7 "The Contractor" means the person or the persons, firm or Company whose tender has 

been accepted by the Owner and includes the Contractor's legal heirs, 

representative, successor(s) and permitted assignees. 

2.8 The "Drawings" shall include maps, plans and tracings or prints thereof with any 

modifications approved in writing by the Engineer-in-Charge and such other 

drawings as may, from time to time, be furnished or approved in writing by the 

Engineer-in-Charge. 

2.9 The "Engineer-in-Charge or Site-in-Charge" shall mean the person appointed or 

designated as such by the Owner and shall include those who are expressly authorised 

by the owner to act for and on its behalf. 

2.10 "The Owner" means the HINDUSTAN PETROLEUM CORPORATION 

LIMITED incorporated in India having its Registered office at PETROLEUM 

HOUSE, 17, JAMSHEDJI TATA ROAD, BOMBAY - 400020 and 

Marketing office at ____________________________________________ or 

their successors or assignees. 

2.11 The "Permanent Work" means and includes works which form a part of the work 

to be handed over to the Owner by the Contractor on completion of the contract. 

2.12 The "Project Manager" shall mean the Project Manager of HINDUSTAN 

PETROLEUM CORPORATION LIMITED, or any person so appointed, 

nominated or designated. 

2.13 The "Site" means the land on which the work is to be executed or carried out and 

such other place(s) for purpose of performing the Contract. 

2.14 The "Specifications" shall mean the various technical and other specifications 

attached and referred to in the tender documents. It shall also include the latest 

editions, including all addenda/corrigenda or relevant Indian Standard Specifications 

and Bureau Of Indian Standards. 

2.15 The "Sub-Contractor" means any person or firm or Company (other than the 

_____________________________________________________________________________ 



® REVISION : PUR-019/07.08.2007

Contractor) to whom any part of the work has been entrusted by the Contractor with the 

prior written consent of the Owner/Engineer-in-Charge/Site-in- Charge and 

their legal heirs, representatives, successors and permitted assignees of such 

person, firm or Company. 

2.16 The "Temporary Work" means and includes all such works which are a part of the 

contract for execution of the permanent work but does not form part of the permanent 

work confirming to practices, procedures applicable rules and regulations relevant in 

that behalf. 

2.17 The "Tender" means the document submitted by a person or authority for carrying out 

the work and the Tenderer means a person or authority who submits the tender 

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

2.18 The "Work" shall mean the works to be executed in accordance with the Contract 

or part thereof as the case may be and shall include extra, additional, altered or 

substituted works as maybe required for the purposes of completion of the work 

contemplated under the Contract. 

3. SUBMISSION OF TENDER 

3.1 Before submitting the Tender, the Tenderer shall at their own cost and expenses visit 

the site, examine and satisfy as to the nature of the existing roads, means of 

communications, the character of the soil, state of land and of the excavations, the 

correct dimensions of the work facilities for procuring various construction and 

other material and their availability, and shall obtain information on all matters 

and conditions as they may feel necessary for the execution of the works as intended 

by the Owners and shall also satisfy of the availability of suitable water for 

construction of civil works and for drinking purpose and power required for fabrication 

work etc. Tenderer, whose tender may be accepted and with whom the Contract is 

entered into shall not be eligible and be able to make any claim on any of the said 

counts in what so ever manner for what so ever reasons at any point of time and such 

a claim shall not be raised as a dispute and shall not be arbitrable. 

® A pre-bid meeting may be held as per the schedule mentioned in the tender. 

3.2 The Tenderer shall be deemed to have satisfied fully before tendering as to the 

correctness and sufficiency of his tender for the works and of the rates and prices quoted 

in the schedule of quantities which rates and prices shall except as otherwise provided 

cover all his obligations under the contract. 

3.3 It must be clearly understood that the whole of the conditions and specifications are 

intended to be strictly enforced and that no work will be considered as extra work 

and allowed and paid for unless they are clearly outside the scope, spirit, meaning of 

_____________________________________________________________________________ 



® REVISION : PUR-019/07.08.2007

the Contract and intent of the Owner and have been so ordered in writing by 

Owner and/or Engineer-in-Charge/Site-in-Charge, whose decision shall be final and 

binding. 

3.4 Before filling the Tender the Contractor will check and satisfy all drawings and 

materials to be procured and the schedule of quantities by obtaining clarification from 

the Owner on all the items as may be desired by the Tenderer. No claim for any 

alleged loss or compensation will be entertained on this account, after submission of 

Tender by the Tenderer/Contractor and such a claim shall not be arbitrable. 

®3.5 Unless specifically provided for in the tender documents or any Special Conditions, 

no escalation in the Tender rates or prices quoted will be permitted throughout 

the period of contract or the period of actual completion of the job whichever is 

later on account of any variation in prices of materials or cost of labour or due 

to any other reasons. Claims on account of escalation shall not be arbitrable. 

3.6 The quantities indicated in the Tender are approximate. The approved schedule of rates 

of the contract will be applicable for variations upto plus or minus 25% of the contract 

value. No revision of schedule of rates will be permitted for such variations in the 

contract value, including variations of individual quantities, addition of new items, 

alterations, additions/deletions or substitutions of items, as mentioned above. 

Quantities etc. mentioned and accepted in the joint measurement sheets shall alone 

be final and binding on the parties. 

3.7 Owner reserve their right to award the contract to any tenderer and their decision in 

this regard shall be final. They also reserve their right to reject any or all tenders 

received. No disputes could be raised by any tenderer(s) whose tender has been 

rejected. 

3.8 The Rates quoted by the Tenderer shall include Costs and expenses on all counts viz. 

cost of materials, transportation of machine(s), tools, equipments, labour, 

power, Administration charges, price escalations, profits, etc. etc. except to the 

extent of the cost of material(s), if any, agreed to be supplied by Owner and 

mentioned specifically in that regard in condition of Contract, in which case, the cost 

of such material if taken for preparation of the Contractor's Bill(s) shall be deducted 

before making payment of the Bill(s) of the Contractor. The description given in the 

schedule of quantities shall unless otherwise stated be held to include wastage 

on materials, carriage and cartage, carrying in and return of empties, hoisting, 

setting, fitting and fixing in position and all other expenses necessary in and for the 

full and complete execution and completion of works and in accordance with good 

practice and recognised principles in that regard. 

3.9 Employees of the State and Central Govt. and employees of the Public Sector 

Undertakings, including retired employees are covered under their respective service 

conditions/rules in regard to their submitting the tender. All such persons should 

_____________________________________________________________________________ 



® REVISION : PUR-019/07.08.2007

ensure compliance to the respective/applicable conditions, rules etc. etc. Any 

person not complying with those rules etc. but submitting the tender in violation of 

such rules, after being so noticed shall be liable for the forfeiture of the Earnest 

Money Deposit made with the tender, termination of Contract and sufferance on 

account of forfeiture of Security Deposit and sufferance of damages arising as a 

result of termination of Contract. 

®3.10 In consideration for having a chance to be considered for entering into a contract 

with the Owner, the Tenderer agrees that the Tender submitted by him shall 

remain valid for the period prescribed in the tender conditions, from the date of 

opening of the tender. The Tenderer shall not be entitled during the said 

validity period, to revoke or cancel the tender without the consent in writing 

from the Owner. 

In case the tenderer revokes or cancels the tender or varies any of terms of the tender 

without the Consent of the Owner, in writing, the Tenderer forfeits the right to the 

refund of the Earnest Money paid along with the tender. 

®3.11 The prices quoted by the Tenderer shall be firm during the validity period of the 

bid and Tenderer agrees to keep the bid alive and valid during the said period. 

The Tenderers shall particularly take note of this factor before submitting their 

tender(s). 

3.12 The works shall be carried out strictly as per approved specifications. Deviations, if 

any, shall have to be authorised by the Engineer-in-Charge/Site-in-Charge in 

writing prior to implementing deviations. The price benefit, if any, arising out of 

the accepted deviation shall be passed on to the Owner. The decision of 

Engineer-in-Charge shall be final in this matter. 

3.13 The contractor shall make all arrangements at his own cost to transport the required 

materials outside and inside the working places and leaving the premises in a neat 

and tidy condition after completion of the job to the satisfaction of Owner. All 

materials except those agreed to be supplied by the Owner shall be supplied by the 

contractor at his own cost and the rates quoted by the Contractor should be 

inclusive of all royalties, rents, taxes, duties, octroi, statutory levies, if any, etc. etc. 

3.14 The Contractor shall not carry on any work other than the work under this Contract 

within the Owners premises without prior permission in writing from the 

Engineer-in-Charge/Site-in-charge. 

3.15 The Contractor shall be bound to follow and ensure compliance to all the safety 

and security regulations and other statutory rules applicable to the area. In the 

event of any damage or loss or sufference caused due to non-observance of such 

rules and regulations, the contractor shall be solely responsible for the same and 

shall keep the Owner indemnified against all such losses and claims arising from 

the same. 

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® REVISION : PUR-019/07.08.2007

3.16 At any time after acceptance of tender, the Owner reserves the right to add, 

amend or delete any work item, the bill of quantities at a later date or reduce the 

scope of work in the overall interest of the work by prior discussion and intimation 

to the Contractor. The decision of Owner, with reasons recorded therefor, shall be 

final and binding on both the Owner and the Contractor. The Contractor shall not 

have right to claim compensation or damage etc. in that regard. The Owner 

reserves the right to split the work under this contract between two or more 

contractors without assigning any reasons. 

3.17 Contractor shall not be entitled to sublet, sub contract or assign, the work 

under this Contract without the prior consent of the Owner obtained in writing. 

3.18 All signatures in tender document shall be dated as well as all the pages of all 

sections of the tender documents shall be initialled at the lower position and 

signed, wherever required in the tender papers by the Tenderer or by a person 

holding Power of Attorney authorising him to sign on behalf of the tenderer 

before submission of tender. 

3.19 The tender should be quoted in English, both in figures as well as in words. The rates 

and amounts tendered by the Tenderer in the Schedule of rates for each item and in 

such a way that insertion is not possible. The total tendered amount should also be 

indicated both in figures and words with the signature of tenderer. 

® If some discrepancies are found between the rates given in words and figures of 

the amount shown in the tender, the following procedure shall be applied : 

(a) When there is a difference between the rates in figures and words, the rate 

which corresponds to the amount worked out by the tenderer shall be taken 

as correct. 

(b) When the rate quoted by the tenderer in figures and words tallies but the 

amount is incorrect, the rate quoted by the tenderer shall be taken as 

correct. 

(c) When it is not possible to ascertain the correct rate in the manner 

prescribed above the rate as quoted in words shall be adopted. 

3.20 All corrections and alterations in the entries of tender paper will be signed in full 

by the tenderer with date. No erasures or over writings are permissible. 

3.21 Transfer of tender document by one intending tenderer to the another one is not 

permissible. The tenderer on whose name the tender has been sent only can quote. 

3.22 The Tender submitted by a tenderer if found to be incomplete in any or all 

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® REVISION : PUR-019/07.08.2007

manner is liable to be rejected. The decision of the Owner in this regard is final 

and binding. In case of any error/discrepancy in the amount written in words and 

figures, the lower amount between the two shall prevail. 

4. DEPOSITS 

a) EARNEST MONEY DEPOSIT (EMD) 

The tenderer will be required to pay a sum as specified in the covering letter, 

as earnest money deposit alongwith the tender either thru a crossed demand 

draft or a non-revokable Bank Guarantee in favour of Hindustan Petroleum 

Corporation Limited, from any Scheduled Bank (other than a Co-Operative 

Bank) payable at Mumbai in favour of Hindustan Petroleum Corporation 

Limited, Mumbai in the proforma enclosed. The earnest money deposit will be 

refunded after finalisation of the contract. 

Note: Public sector enterprises and small scale units registered with National 

Small Scale Industries are exempted from payment of Earnest Money 

Deposit. Small scale units registered with National Small Scale Industries 

should enclose a photocopy of their registration certificate with their quotation 

to make their quotation eligible for consideration. The Registration Certificate 

should remain valid during the period of the contract that may be entered 

into with such successful bidder. Such tenderers should ensure validity of the 

Registration Certificate for the purpose. 

® b) SECURITY DEPOSIT: 

The tenderer, with whom the contract is decided to be entered into and 

intimation is so given will have to make a security deposit of one percent 

(1%) of the total contract value in the form of account payee crossed 

demand draft drawn in favour of the Owner, within 15 days from the date of 

intimation of acceptance of their tender, failing which the Owner reserves the 

right to cancel the Contract and forfeit the EMD. 

1% of PO/Contract value as Security deposit will be acceptable in the form 

of Demand draft upto Rs. 50,000/- and in the form of Demand draft / Bank 

guarantee beyond Rs. 50,000/-. 

Composite PBG for 10% of PO value towards Security Deposit and 

Performance bank guarantee shall be accepted; which shall be valid upto a 

period of 3 months beyond the expiry of Defect liability period. 

Demand Draft should be drawn on Scheduled Banks, other than 

co-operative bank. 

5. EXECUTION OF WORK 

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® REVISION : PUR-019/07.08.2007

All the works shall be executed in strict conformity with the provisions of the contract 

documents and with such explanatory details, drawings, specifications and instructions 

as may be furnished from time to time to the Contractor by the Engineer-in-Charge/ 

Site-in-Charge, whether mentioned in the Contract or not. The Contractor shall be 

responsible for ensuring that works throughout are executed in the most proper and 

workman- like manner with the quality of material and workmanship in strict 

accordance with the specifications and to the entire satisfaction of the Engineer-in- 

Charge/Site-in-Charge. 

The completion of work may entail working in monsoon also. The contractor must 

maintain the necessary work force as may be required during monsoon and plan to 

execute the job in such a way the entire project is completed within the contracted 

time schedule. No extra charges shall be payable for such work during monsoon. 

It shall be the responsibility of the contractor to keep the construction work site free 

from water during and off the monsoon period at his own cost and expenses. 

For working on Sundays/Holidays, the contractor shall obtain the necessary 

permission from Engineer Incharge/Site Incharge in advance. The contractor 

shall be permitted to work beyond the normal hours with prior approval of 

Engineer-In-Charge/Site-In-Charge and the contractors quoted rate is inclusive of all 

such extended hours of working and no extra amount shall be payable by the owner on 

this account. 

5.a. SETTING OUT OF WORKS AND SITE INSTRUCTIONS 

5.a.1. The Engineer-in-Charge/Site-in-Charge shall furnish the Contractor with only the four 

corners of the work site and a level bench mark and the Contractor shall set out the 

works and shall provide an efficient staff for the purpose and shall be solely 

responsible for the accuracy of such setting out. 

5.a.2. The Contractor shall provide, fix and be responsible for the maintenance of all 

necessary stakes, templates, level marks, profiles and other similar things and 

shall take all necessary precautions to prevent their removal or disturbance and shall 

be responsible for consequences of such removal or disturbance should the same 

take place and for their efficient and timely reinstatement. The Contractor shall 

also be responsible for the maintenance of all existing survey marks, either existing 

or supplied and fixed by the Contractor. The work shall be set out to the 

satisfaction of the Engineer-in-Charge/Site-in-Charge. The approval thereof or 

joining in setting out the work shall not relieve the Contractor of his responsibility. 

5.a.3. Before beginning the works, the Contractor shall, at his own cost, provide all 

necessary reference and level posts, pegs, bamboos, flags ranging rods, strings and 

other materials for proper layout of the work in accordance with the scheme, 

for bearing marks acceptable to the Engineer-in-Charge/Site-in-Charge. The 

Centre longitudinal or face lines and cross lines shall be marked by means of small 

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® REVISION : PUR-019/07.08.2007

masonary pillars. Each pillar shall have distinct marks at the centre to enable 

theodolite to be set over it. No work shall be started until all these points are 

checked and approved by the Engineer-in-Charge/Site-in-Charge in writing. But 

such approval shall not relieve the contractor of any of his responsibilities. The 

Contractor shall also provide all labour, materials and other facilities, as necessary, for 

the proper checking of layout and inspection of the points during construction. 

5.a.4. Pillars bearing geodetic marks located at the sites of units of works under construction 

should be protected and fenced by the Contractor. 

5.a.5. On completion of works, the contractor shall submit the geodetic documents according 

to which the work was carried out. 

5.a.6. The Engineer-in-Charge/Site-in-Charge shall communicate or confirm his instructions 

to the contractor in respect of the executions of work in a "work site order book" 

maintained in the office having duplicate sheet and the authorised representative of 

the contractor shall confirm receipt of such instructions by signing the relevant 

entries in the book. 

5.a.7. All instructions issued by the Engineer-in-Charge/Site-in-Charge shall be in writing. 

The Contractor shall be liable to carry out the instructions without fail. 

5.a.8. If the Contractor after receipt of written instruction from the Engineer-in-Charge/ 

Site-in-Charge requiring compliance within seven days fails to comply with such 

drawings or 'instructions' or both as the Engineer-in-Charge/Site-in-Charge may issue, 

owner may employ and pay other persons to execute any such work whatsoever that 

may be necessary to give effect to such drawings or `instructions' and all cost and 

expenses incurred in connection therewith as certified by the Engineer-in-Charge/ 

Site-in-Charge shall be borne by the contractor or may be deducted from amounts due 

or that may become due to the contractor under the contract or may be recovered 

as a debt. 

5.a.9. The Contractor shall be entirely and exclusively responsible for the horizontal and 

vertical alignment, the levels and correctness of every part of the work and shall 

rectify effectually any errors or imperfections therein. Such rectifications shall 

be carried out by the Contractor, at his own cost. 

5.a.10. In case any doubts arise in the mind of the Contractor in regard to any expressions, 

interpretations, statements, calculations of quantities, supply of material rates, 

etc. etc., the contractor shall refer the same to the Site-in-Charge/ 

Engineer-in-Charge for his clarification, instructions, guidance or clearing of doubts. 

The decision of the Engineer-in-Charge/Site-in-Charge shall be final and the contractor 

shall be bound by such a decision. 

5.a.11. "The Contractor shall take adequate precautions, to ensure that his operations do not 

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® REVISION : PUR-019/07.08.2007

create nuisance or misuse of the work space that shall cause unnecessary 

disturbance or inconvenience to others at the work site". 

5.a.12. "All fossils, coins articles of value of antiquity and structure or other remains of 

geological or archaeological discovered on the site of works shall be declared to be 

the property of the Owner and Contractor shall take reasonable precautions to 

prevent his workmen or any other persons from removing or damaging any such 

articles or thing and shall immediately inform the Owner/ 

Engineer-in-Charge/Site-in-Charge." 

5.a.13. "Contractor will be entirely and exclusively responsible to provide and 

maintain at his expenses all lights, guards, fencing, etc. when and where even 

necessary or/as required by the Engineer-in-Charge/Site-in-Charge for the 

protection of works or safety and convenience to all the members employed at the site 

or general public." 

5.b. COMMENCEMENT OF WORK 

The contractor shall after paying the requisite security deposit, commence work 

within 15 days from the date of receipt of the intimation of intent from the Owner 

informing that the contract is being awarded. The date of intimation shall be the 

date/day for counting the starting day/date and the ending day/date will be 

accordingly calculated. Penalty, if any, for the delay in execution shall be calculated 

accordingly. 

Contractor should prepare detailed fortnightly construction programme for 

approval by the Engineer-in-Charge within one month of receipt of Letter Of Intent. 

The work shall be executed strictly as per such time schedule. The period of 

Contract includes the time required for testing, rectifications, if any, re-testing and 

completion of work in all respects to the entire satisfaction of the Engineer-in-Charge. 

A Letter of Intent is an acceptance of offer by the Owner and it need not be accepted 

by the contractor. But the contractor should acknowledge a receipt of the purchase 

order within 15 days of mailing of Purchase Order and any delay in acknowledging the 

receipt will be a breach of contract and compensation for the loss caused by such breach 

will be recovered by the Owner by forfeiting earnest money deposit/bid bond. 

5.c. SUBLETTING OF WORK 

5.c.1. No part of the contract nor any share or interest thereof shall in any manner or 

degree be transferred, assigned or sublet, by the Contractor, directly or indirectly 

to any firm or corporation whatsoever, without the prior consent in writing of the 

Owner. 

5.c.2. At the commencement of every month the Contractor shall furnish to the 

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® REVISION : PUR-019/07.08.2007

Engineer-in-charge/Site-in-Charge list of all sub-contractors or other persons or 

firms engaged by the Contractor. 

5.c.3 The contract agreement will specify major items of supply or services for which the 

Contractor proposes to engage sub-Contractor/sub-Vendor. The contractor may from 

time to time propose any addition or deletion from any such list and will submit the 

proposals in this regard to the Engineer-in-charge/Designated officer-in-charge for 

approval well in advance so as not to impede the progress of work. Such approval of 

the Engineer-in-charge/Designated officer-in-charge will not relieve the contractor 

from any of his obligations, duties and responsibilities under the contract. 

5.c.4. Notwithstanding any sub-letting with such approval as resaid and notwithstanding 

that the Engineer-in-Charge shall have received copies of any sub-contract, the 

Contractor shall be and shall remain solely to be responsible for the quality and proper 

and expeditious execution of the works and the performance of all the conditions of 

the contract in all respects as if such subletting or sub-contracting had not taken 

place and as if such work had been done directly by the Contractor. 

5.c.5 Prior approval in writing of the Owner shall be obtained before any change is made in 

the constitution of the contractor/Contracting agency otherwise contract shall be 

deemed to have been allotted in contravention of clause entitled “sub-letting of 

works” and the same action may be taken and the same consequence shall ensue as 

provided in the clause of “subletting of works”. 

5.d EXTENSION OF TIME 

® 1) If the Contractor anticipates that he will not be able to complete the work 

within the contractual delivery/ completion date (CDD), then the Contractor 

shall make a request for grant of time extension clearly specifying the 

reasons for which he seeks extension of time and demonstrating as to how 

these reasons were beyond the control of the contractor or attributable to 

the Owner. This request should be made well before the expiry of the 

Contractual Delivery/ Completion Date (CDD). 

2) If such a request for extension is received with a Bank Guarantee for the full 

Liquidated Damages amount calculated on the Total Contract Value, the 

concerned General Manager of the Owner shall grant a Provisional 

extension of time, pending a decision on the request. 

3) The concerned General Manager of the Owner shall expeditiously decide 

upon the request for time extension and in any case not later than 6 months 

from the CDD or date of receipt of the request, whichever is later. 

4) Grant of any extension of time shall be by means of issuance of a 

Change Order. 

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® REVISION : PUR-019/07.08.2007

5) In order to avoid any cash crunch to the Contractor, a Bank Guarantee 

could be accepted against LD, as stated above. Once a decision is taken, the 

LD shall be recovered from any pending bills or by encashment of the BG. 

Any balance sum of Contractor or the BG (if LD is fully recovered from the 

bills) shall be promptly refunded/returned to the Contractor. 

5.e. SUSPENSION OF WORKS 

5.e.1. Subject to the provisions of this contract, the contractor shall if ordered in writing 

by the Engineer- in-Charge/Site-in-Charge for reasons recorded suspend the works 

or any part thereof for such period and such time so ordered and shall not, after 

receiving such, proceed with the work therein ordered to uspended until he shall have 

received a written order to re-start. The Contractor shall be entitled to claim 

extension of time for that period of time the work was ordered to be suspended. 

Neither the Owner nor the Contractor shall be entitled to claim compensation or 

damages on account of such an extension of time. 

5.e.2. In case of suspension of entire work, ordered in writing by 

Engineer-in-Charge/Site-in-Charge, for a period of 30 days, the Owner shall 

havethe option to terminate the Contract as provided under the clause fortermination. 

The Contractor shall not be at liberty to remove from the site of the works any 

plant or materials belonging to him and the Employer shall have lien upon all such 

plant and materials. 

5.e.3. The contract shall, in case of suspension have the right to raise a dispute and have 

the same arbitrated but however, shall not have the right to have the work stopped 

from further progress and completion either by the owner or through other contractor 

appointed by the owner. 

5.f. OWNER MAY DO PART OF WORK 

Not withstanding anything contained elsewhere in this contract, the owner upon 

failure of the Contractor to comply with any instructions given in accordance with 

the provisions of this contract, may instead of Contract and undertaking charge 

of entire work, place additional labour force, tools, equipment and materials on 

such parts of the work, as the Owner may decide or engage another Contractor to 

carryout the balance of work. In such cases, the Owner shall have the right to deduct 

from the amounts payable to the Contractor the difference in cost of such work and 

materials with ten percent overhead added to cover all departmental charges. 

Should the total amount thereof exceed the amount due to the contractor, the 

Contractor shall pay the difference to the Owner within 15 days of making demand for 

payment failing which the Contractor shall be liable to pay interest at 24% p.a. on 

such amounts till the date of payment. 

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® REVISION : PUR-019/07.08.2007

5.g. INSPECTION OF WORKS 

5.g.1. The Engineer-in-Charge/Site-in-Charge and Officers from Central or State 

Government will have full power and authority to inspect the works at any time 

wherever in progress, either on the site or at the Contractor's premises/workshops 

of any person, firm or corporation where work in connection with the contract may 

be in hand or where the materials are being or are to be supplied, and the 

Contractor shall afford or procure for the Engineer-in-Charge/Site-in-Charge 

every facility and assistance to carryout such inspection. The Contractor shall, at all 

times during the usual working hours and at all other times at which reasonable 

notice of the intention of the Engineer-in-Charge/Site-in-Charge or his representative 

to visit the works shall have been given to the Contractor, either himself be 

present to receive orders and instructions, or have a responsible agent, duly 

accredited in writing, present for the purpose. Orders given to the Contractor's agent 

shall be considered to have the same force as if they had been given to the 

Contractor himself. The Contractor shall give not less than seven days notice in 

writing to the Engineer-in-Charge/Site-in-Charge before covering up or otherwise 

placing beyond reach of inspection and measurement any work in order that the 

same may be inspected and measured. In the event of breach of above, the same 

shall be uncovered at Contractor's expense for carrying out such measurement and/or 

inspection. 

5.g.2. No material shall be removed and despatched by the Contractor from the site 

without the prior approval in writing of the Engineer-in-charge. The contractor is to 

provide at all times during the progress of the work and the maintenance period proper 

means of access with ladders, gangways, etc. and the necessary attendance to move 

and adapt as directed for inspection or measurements of the works by the 

Engineer-in-Charge/Site-in-Charge. 

5.h. SAMPLES 

5.h.1. The contractor shall furnish to the Engineer-in-charge/Site-in-Charge for approval 

when requested or required adequate samples of all materials and finishes to be used 

in the work. 

5.h.2. Samples shall be furnished by the Contractor sufficiently in advance and before 

commencenent of the work so as the Owner can carry out tests and 

examinations thereof and approve or reject the samples for use in the works. All 

material samples furnished and finally used/applied in actual work shall fully be of 

the same quality of the approved samples. 

5.i. TESTS FOR QUALITY OF WORK 

5.i.1. All workmanship shall be of the respective kinds described in the contract 

documents and in accordance with the instructions of the Engineer-in-Charge / 

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® REVISION : PUR-019/07.08.2007

Site-in- Charge and shall be subjected from time to time to such tests at Contractor's 

cost as the Engineer-in-Charge/Site-in-Charge may direct at the place of 

manufacture or fabrication or on the site or at all or any such places. The 

Contractor shall provide assistance, instruments, labour and materials as are 

normally required for examining, measuring and testing any workmanship as may be 

selected and required by the Engineer-in-Charge/Site-in-Charge. 

5.i.2. All the tests that will be necessary in connection with the execution of the work as 

decided by the Engineer-in- charge/Site-in-Charge shall be carried out at the 

contractors cost and expenses. 

5.i.3. If any tests are required to be carried out in connection with the work or 

materials or workmanship to be supplied by the owner, such tests shall be carried out 

by the Contractor as per instructions of Engineer-in-Charge/Site-in-Charge and 

expenses for such tests, if any, incurred by the contractor shall be reimbursed by 

the Owner. The contractor should file his claim with the owner within 15 

(fifteen) days of inspection/test and any claim made beyond that period shall 

lapse and be not payable. 

5.j. ALTERATIONS AND ADDITIONS TO SPECIFICATIONS, DESIGNS 

AND WORKS 

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

additions and/or substitutions to the schedule of quantities, the original specifications, 

drawings, designs and instructions that may become necessary or advisable or 

during the progress of the work and the Contractor shall be bound to carryout such 

altered/extra/new items of work in accordance with instructions which may be given 

to him in writing signed by the Engineer-in-Charge/Site- in-Charge. Such alterations, 

omissions, additions or substitutions shall not invalidate the contract. The altered, 

additional or substituted work which the Contractor may be directed to carryon in the 

manner as part of the work shall be carried out by the Contractor on the same 

conditions in all respects on which he has agreed to do the work. The time for 

completion of such altered added and/or substituted work may be extended for that 

part of the particular job. The rates for such additional altered or substituted 

work under this Clause shall, be worked out in accordance with the following 

provisions: 

5.j.2. If the rates for the additional, altered or substituted work are specified in the contract 

for similar class of work, the Contractor is bound to carryout the additional, 

altered or substituted work at the same rates as are specified in the contract. 

5.j.3. If the rates for the additional, altered or substituted work are not specifically provided 

in the contract for the work, the rates will be derived from the rates for similar class 

of work as are specified in the contract for the work. In the opinion of the 

Engineer-in- Charge/Site-in-Charge as to whether or not the rates can be 

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® REVISION : PUR-019/07.08.2007

easonably so derived from the items in this contract, will be final and binding on the 

Contractor. 

5.j.4. If the rates for the altered, additional or substituted work cannot be determined in the 

manner specified above, then the Contractor shall, within seven days of the date of 

receipt of order to carry out the work, inform the Engineer-in-Charge/ 

Site-in-Charge of the rate at which he intends to charge for such class of work, 

supported by analysis of the rate or rates claimed and the Engineer-In-Charge/ 

Site-in-Charge shall determine the rates on the basis of the prevailing market rates 

for both material and labour plus 10% to cover overhead and profit of labour rates and 

pay the Contractor accordingly. The opinion of the Engineer-in- 

Charge/Site-in-Charge as to current market rates of materials and the quantum of 

labour involved per unit of measurement will be final and binding on the 

contractor. 

5.j.5. The quantities indicated in the Tender are approximate. The approved schedule of 

rates of the contract will be applicable for variations of upto +25% of the estimated 

contract value. No revision of schedule of rates will be permitted for such variations 

in the contract value, even for variations of individual quantities, addition of new 

items, alterations, additions/deletions or substitutions of items, as mentioned above. 

5.j.6. In case of any item of work for which there is no specification supplied by the 

Owner and is mentioned in the tender documents, such work shall be carried out in 

accordance with Indian Standard Specifications and if the Indian Standard 

Specifications do not cover the same, the work should be carried out as per standard 

Engineering Practice subject to the approval of the Engineer-in-Charge/ Site-in-Charge. 

5.k. PROVISIONAL ACCEPTANCE 

Acceptance of sections of the works for purposes of equipment erection, piping, 

electrical work and similar usages by the Owner and payment for such work or parts 

of work shall not constitute a waiver of any portion of this contract and shall not be 

construed so as to prevent the Engineer from requiring replacement of defective 

work that may become apparent after the said acceptance and also shall not absolve 

the Contractor of the obligations under this contract. It is made clear that such an 

acceptance does not indicate or denote or establish to the fact of execution of that 

work or the Contract until the work is completed in full in accordance with the 

provisions of this Contract. 

5.l. COMPLETION OF WORK AND COMPLETION CERTIFICATE 

As soon as the work is completed in all respects, the contractor shall give notice of 

such completion to the site in charge or the Owner and within thirty days of receipt 

of such notice the site in charge shall inspect the work and shall furnish the 

contractor with a certificate of completion indicating: 

a) defects, if any, to be rectified by the contractor 

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® REVISION : PUR-019/07.08.2007

) items, if any, for which payment shall be made in reduced rates 

c) the date of completion. 

5.m. USE OF MATERIALS AND RETURN OF SURPLUS MATERIALS 

5.m.1. Notwithstanding anything contained to the contrary in any or all of the clauses of this 

contract, where any materials for the execution of the contract are procured with 

the assistance of Government either by issue from Government stocks or purchase 

made under orders or permits or licences issued by Government, the contractor shall 

use the said materials economically and solely for the purpose of the contract and 

shall not dispose them of without the permission of the Owner. 

5.m.2. All surplus(serviceable) or unserviceable materials that may be left over after the 

completion of the contract or at its termination for any reason whatsoever, the 

Contractor shall deliver the said product to the Owner without any demur. The price 

to be paid to the Contractor, if not already paid either in full or in part, however, 

shall not exceed the amount mentioned in the Schedule of Rates for such material 

and in cases where such rates are not so mentioned, shall not exceed the CPWD 

scheduled rates. In the event of breach of the aforesaid condition the contractor 

shall become liable for contravention of the terms of the Contract. 

5.m.3. The surplus (serviceable) and unserviceable products shall be determined by joint 

measurement. In case where joint measurement has failed to take place, the Owner 

may measure the same and determine the quantity. 

5.m.4. It is made clear that the Owner shall not be liable to take stock and keep possession 

and pay for the surplus and unserviceable stocks and the Owner may direct the 

Contractor to take back such material brought by the Contractor and becoming 

surplus and which the Owner may decide to keep and not to pay for the same. 

5.n. DEFECT LIABILITY PERIOD 

The contractor shall guarantee the work executed for a period of 12 months from the 

date of completion of the job. Any damage or defect that may arise or lie 

undiscovered at the time of completion of the job shall be rectified or replaced by the 

contractor at his own cost. The decision of the Engineer 

In-charge/Site-Incharge/Owner shall be the final in deciding whether the defect has 

to be rectified or replaced. 

Equipment or spare parts replaced under warranty/guarantees shall have further 

warranty for a mutually agreed period from the date of acceptance. 

The owner shall intimate the defects noticed in writing by a Registered A.D. letter or 

otherwise and the contractor within 15 days of receipt of the intimation shall start 

the rectification work and complete within the time specified by the owner failing 

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® REVISION : PUR-019/07.08.2007

which the owner will get the defects rectified by themselves or by any other 

contractor and the expenses incurred in getting the same done shall be paid by the 

Contractor under the provision of the Contract. 

Thus, defect liability is applicable only in case of job/works contract (civil, 

mechanical, electrical, maintenance etc. ) where any damage of defect may arise in 

future (i.e. within 12 months from the date of completion of job) or lie 

undiscovered at the time of completion of job. 

In other words, in case of service contracts (like car hire etc.) where there is no 

question of damage or defect arising in future, the defect liability clause is not 

applicable. 

5.o. DAMAGE TO PROPERTY 

5.o.1. Contractor shall be responsible for making good to the satisfaction of the Owner any 

loss of and any damage to all structures and properties belonging to the Owner or being 

executed or procured by the Owner or of other agencies within the premises of the 

work of the Owner, if such loss or damage is due to fault and/or the negligence or 

willful acts or omission of the Contractor, his employees, agents, representatives 

or sub-contractors. 

5.o.2. The Contractors shall indemnify and keep the Owner harmless of all claims for 

damage to Owner's property arising under or by reason of this contract. 

6. DUTIES AND RESPONSIBILITIES OF CONTRACTOR 

6.a. EMPLOYMENT LIABILITY TOWARDS WORKERS EMPLOYED BY THE 

CONTRACTOR 

6.a.1 The Contractor shall be solely and exclusively responsible for engaging or 

employing persons for the execution of work. All persons engaged by the 

contractor shall be on Contractor's payroll and paid by Contractor. All disputes or 

differences between the Contractor and his/their employees shall be settled by 

Contractor. 

6.a.2. Owner has absolutely no liability whatsoever concerning the employees of the 

Contractor. The Contractor shall indemnify Owner against any loss or damage or 

liability arising out of or in the course of his/their employing persons or relation 

with his/their employees. The Contractor shall make regular and full payment of 

wages and on any complaint by any employee of the Contractor or his sub 

contractor regarding non-payment of wages, salaries or other dues, Owner reserves 

the right to make payments directly to such employees or sub- contractor of the 

Contractor and recover the amount in full from the bills of the Contractor and 

the contractor shall not claim any compensation or reimbursement thereof. 

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® REVISION : PUR-019/07.08.2007

The Contractor shall comply with the Minimum Wages Act applicable to the area 

of work site with regard to payment of wages to his employees and also to 

employees of his sub contractor. 

6.a.3. The Contractor shall advise in writing or in such appropriate way to all of his 

employees and employees of sub-contractors and any other person engaged by him 

that their appointment/employment is not by the Owner but by the Contractor and 

that their present appointment is only in connection with the construction contract 

with Owner and that therefore, such an employment/appointment would not 

enable or make them eligible for any employment/appointment with the Owner 

either temporarily or/and permanent basis. 

6.b. NOTICE TO LOCAL BODIES 

The contractor shall comply with and give all notices required under any 

Government authority, instruction, rule or order made under any act of parliament, 

state laws or any regulations or by-laws of any local authority relating to the 

works. 

6.c. FIRST AID AND INDUSTRIAL INJURIES 

6.c.1 Contractor shall maintain first aid facility for his employees and those of his 

sub-contractors. 

6.c.2. Contractor shall make arrangements for ambulance service and for the treatment 

of all types of injuries. Names and telephone numbers of those providing such 

services shall be furnished to Owner prior to start of construction and their name 

board shall be prominently displayed in Contractor's field office. 

6.c.3. All industrial injuries shall be reported promptly to owner and a copy of contractor's 

report covering each personal injury requiring the attention of a physician shall be 

furnished to the Owner. 

6.d. SAFETY CODE 

6.d.1. The Contractor shall at his own expenses arrange for the Safety provisions as may 

be necessary for the execution of the work or as required by the 

Engineer-in-Charge in respect of all labours directly or indirectly employed for 

performance of the works and shall provide all facilities in connections 

therewith. In case the contractor fails to make arrangements and provide 

necessary facilities as aforesaid, the Owner shall be entitled to do so and recover the 

cost thereof from the Contractor. 

6.d.2. From the commencement to the completion of the works, the contractor shall take 

full responsibility for the care thereof and of all the temporary works (defined as 

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® REVISION : PUR-019/07.08.2007

meaning all temporary works of every kind required in or for the execution, 

completion or maintenance of the works). In case damage, loss or injury shall 

happen to the works or to any part thereof or to temporary works or to any cause 

whatsoever repair at his (Contractor's) own cost and make good the same so that at 

the time of completion, the works shall be in good order and condition and in 

conformity in every respect with the requirement of the contract and 

Engineer-in-Charge's instructions. 

6.d.3. In respect of all labour, directly or indirectly employed in the work for the 

performance of the Contractor's part of this agreement, the contractor shall at his 

own expense arrange for all the safety provisions as per relevant Safety Codes of 

C.P.W.D Bureau of Indian Standards, the Electricity Act/I.E. Rules. The Mines 

Act and such other Acts as applicable. 

6.d.4. The Contractor shall observe and abide by all fire and safety regulations of the 

Owner. Before starting construction work, the Contractor shall consult with 

Owner's Safety Engineer or Engineer-in-Charge/Site-in-Charge and must make good 

to the satisfaction of the Owner any loss or damage due to fire to any portion of the 

work done or to be done under this agreement or to any of the Owner's existing 

property. 

6.d.5. The Contractor will be fully responsible for complying with all relevant provisions of 

the Contract Labour Act and shall pay rates of Wages and observe hours of 

work/conditions of employment according to the rules in force from time to time. 

6.d.6. The Contractor will be fully responsible for complying with the provision including 

documentation and submission of reports on the above to the concerned 

authorities and shall indemnify the Corporation from any such lapse for which the 

Government will be taking action against them. 

6.d.7. Owner shall on a report having been made by an inspecting Office as defined in 

the Contract Labour Regulations have the power to deduct from the money due to 

the Contractor any sum required or estimated to be required for making good the 

loss suffered by a worker(s) by reasons of non-fulfillment of conditions of contract 

for the benefit of workers no-payment of wages or of deductions made from his or 

their wages which are not justified by the terms of contract or non observance of the 

said contractor's labour Regulation. 

6.e. INSURANCE AND LABOUR 

Contractor shall at his own expense obtain and maintain an insurance policy with a 

Nationalised Insurance Company to the satisfaction of the Owner as provided 

hereunder. 

6.e.1. EMPLOYEES STATE INSURANCE ACT 

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® REVISION : PUR-019/07.08.2007

i. The Contractor agrees to and does hereby accept full and exclusive liability for 

the compliance with all obligations imposed by Employees State Insurance Act, 

1948, and the Contractor further agrees to defend indemnify and hold Owner 

harmless from any liability or penalty which may be imposed by the Central, State 

or local authority by reason of any asserted violation by Contractor, or 

sub-contractor of the Employees' State Insurance Act, 1948 and also from all 

claims, suits or proceedings that may be brought against the Owner arising 

under, growing out of or by reason of the work provided for by this contract 

whether brought by employees of the Contractor, by third parties or by Central 

or State Government authority or any political sub-division thereof. 

ii. The Contractor agrees to file with the Employees State Insurance Corporation, the 

Declaration forms and all forms which may be required in respect of the 

Contractor's or sub-contractor's employee whose aggregate emuneration is 

within the specified limit and who are employed in the work provided or those 

covered by ESI Act under any amendment to the Act from time to time. 

The Contractor shall deduct and secure the agreement of the sub-contractor to 

deduct the employee's contribution as per the first schedule of the Employee's 

State Insurance Act from wages and affix the employee's contribution cards at 

wages payment intervals. The Contractor shall remit and secure the agreement 

of the sub contractor to remit to the State Bank of India, Employee's State 

Insurance Corporation Account, the Employee's contribution as required by the 

Act. 

iii. The Contractor agrees to maintain all records as required under the Act in 

respect of employees and payments and the Contractor shall secure the 

agreement of the sub contractor to maintain such records. Any expenses 

incurred for the contributions, making contribution or maintaining records shall 

be to the Contractor's or sub-contractor's account. 

iv. The Owner shall retain such sum as may be necessary from the total contract 

value until the Contractor shall furnish satisfactory proof that all contributions 

as required by the Employees State Insurance Act, 1948, have been paid. 

v. WORKMAN'S COMPENSATION AND EMPLOYEE'S LIABILITY 

INSURANCE 

Provide Insurance for all the Contractor's employees engaged in the performance 

of this contract. If any of the work is sublet, the Contractor shall ensure that the 

sub contractor provides workmen's compensation and Employer's Liability 

Insurance for the latter's employees who are not covered under the Contractor's 

insurance. 

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® REVISION : PUR-019/07.08.2007

vi. AUTOMOBILE LIABILITY INSURANCE 

Contractor shall take out an Insurance to cover all risks to Owner for each of his 

vehicles plying on works of this contract and these insurances shall be valid for 

the total contract period. No extra payment will be made for this insurance. 

Owner shall not be liable for any damage or loss not made good by the Insurance 

Company, should such damage or loss result from unauthorised use of the 

vehicle. The provisions of the Motor Vehicle Act would apply. 

vii. FIRE INSURANCE 

Contractor shall within two weeks after award of contract insure the Works, 

Plant and Equipment and keep them insured until the final completion of the 

Contract against loss or damage by accident, fire or any other cause with an 

insurance company to be approved by the Employer/Consultant in the joint names 

of the Employer and the Contractor (name of the former being placed first in 

the Policy). Such Policy shall cover the property of the Employer only. 

6.e.2. ANY OTHER INSURANCE REQUIRED UNDER LAW OR REGULATION OR 

BY OWNER 

i. Contractor shall also provide and maintain any and all other insurance which 

may be required under any law or regulations from time to time. He shall also 

carry and maintain any other insurance which may be required by the Owner. 

ii. The aforesaid insurance policy/policies shall provide that they shall not be 

cancelled till the Engineer-in-Charge has agreed to their cancellation. 

iii. The Contractor shall satisfy to the Engineer-in-Charge/Site-in-Charge from 

time to time that he has taken out all insurance policies referred to above and 

has paid the necessary premium for keeping the policies alive till the expiry of 

the defects liability period. 

iv. The contractor shall ensure that similar insurance policies are taken out by 

his sub-contractor (if any) and shall be responsible for any claims or losses to 

the Owner resulting from their failure to obtain adequate insurance 

protections in connection thereof. The contractor shall produce or cause to be 

proceed by his sub-contractor (if any) as the case may be, the relevant policy 

or policies and premium receipts as and when required by the 

Engineer-in-Charge/Site-in-Charge. 

6.e.3. LABOUR AND LABOUR LAWS 

i. The contractor shall at his own cost employ persons during the period of 

contract and the persons so appointed shall not be construed under any 

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® REVISION : PUR-019/07.08.2007

circumstances to be in the employment of the Owner. 

ii. All payments shall be made by the contractor to the labour employed by him 

in accordance with the various rules and regulations stated above. The 

contractor shall keep the Owner indemnified from any claims whatsoever 

inclusive of damages/costs or otherwise arising from injuries or alleged 

injuries to or death of a person employed by the contractor or damages or 

alleged damages to the property. 

iii. No labour below the age of eighteen years shall be employed on the work. 

The Contractor shall not pay less than what is provided under the provisions of 

the contract labour (Regulations and Abolition) Act, 1970 and the rules made 

thereunder and as may be amended from time to time. He shall pay the 

required deposit under the Act appropriate to the number of workman to be 

employed by him or through sub contractor and get himself registered under 

the Act. He shall produce the required Certificates to the Owner before 

commencement of the work. The Owner recognises only the Contractor and 

not his sub contractor under the provisions of the Act. The Contractor will 

have to submit daily a list of his workforce. He will also keep the wage 

register at the work site or/and produce the same to the Owner, whenever 

desired. A deposit may be taken by the Owner from the Contractor to be 

refunded only after the Owner is satisfied that all workmen employed by 

the Contractor have been fully paid for the period of work in Owner's premises 

at rates equal to or better than wages provided for under the Minimum Wages 

Act. The contractor shall be responsible and liable for any complaints that 

may arise in this regard and the consequences thereto. 

iv. The Contractor will comply with the provisions of the Employee's Provident 

Fund Act and the Family Pension Act as may be applicable and as amended 

from time to time. 

v. The Contractor will comply with the provisions of the payment of Gratuity Act, 

1972, as may be applicable and as amended from time to time. 

vi. IMPLEMENTATION OF APPRENTICES ACT, 1961 

The Contractor shall comply with the provisions of the Apprentices Act, 1961 

and the Rules and Orders issued thereunder from time to time. If he fails to 

do so, his failure will be a breach of the contract and the Engineer-in-Charge 

may, at his discretion, cancel the contract. The Contractor shall also be liable 

for any pecuniary liability arising on account of any violation by him of the 

provision of the Act. 

vii. MODEL RULES FOR LABOUR WELFARE 

The Contractor shall at his own expenses comply with or cause be complied 

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® REVISION : PUR-019/07.08.2007

with Model rules for Labour Welfare as appended to those conditions or rules 

framed by the Government from time to time for the protection of health 

and for making sanitary arrangements for worker employed directly or 

indirectly on the works. In case the contractor fails to make arrangements as 

aforesaid the Engineer-in-Charge/Site-in-Charge shall be entitled to do so 

and recover the cost thereof from the contractor. 

6.f. DOCUMENTS CONCERNING WORKS 

6.f.1. All documents including drawings, blue prints, tracings, reproducible models, 

plans, specifications and copies, thereof furnished by the Owner as well as all 

drawings, tracings, reproducibles, plans, specifications design calculations etc. 

prepared by the contractor for the purpose of execution of works covered in or 

connected with this contract shall be the property of the Owner and shall not be used 

by the contractor for any other work but are to be delivered to the Owner at the 

completion or otherwise of the contract. 

6.f.2. The Contractor shall keep and maintain secrecy of the documents, drawings etc. 

issued to him for the execution of this contract and restrict access to such 

documents, drawings etc. and further the Contractor shall execute a SECRECY 

agreement from each or any person employed by the Contractor having access to 

such documents, drawings etc. The Contractor shall not issue drawings and 

documents to any other agency or individual without the written approval by 

the Engineer-in-Charge/Site-in- Charge. 

6.f.3. Contractor will not give any information or document etc. concerning details of the 

work to the press or a news disseminating agency without prior written approval 

from Engineer-in-charge/Site-in-Charge. Contractor shall not take any pictures on 

site without written approval of Engineer-in-Charge/Site-in-Charge. 

7. PAYMENT OF CONTRACTOR'S BILLS 

7.1. Payments will be made against Running Accounts bills certified by the Owner's 

Engineer-in-Charge/Site-in-Charge within 15 days from the date of receipt of the 

certified bill. 

7.2. Running Account Bills and the final bill shall be submitted by the Contractor 

together with the duly signed measurements sheet(s) to the Engineer-in-Charge/ 

Site-in-Charge of the Owner in quadruplicate for certification. 

The Bills shall also be accompanied by quantity calculations in support of the 

quantities contained in the bill along with cement consumption statement, 

actual/theoretical, wherever applicable duly certified by the Engineer-in-Charge/ 

Site-in-Charge of the Owner. 

7.3. All running account payments shall be regarded as on account payment(s) to be 

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® REVISION : PUR-019/07.08.2007

finally adjusted against the final bill payment. Payment of Running Account Bill(s) 

shall not determine or affect in any way the rights of the Owner under this Contract 

to make the final adjustments of the quantities of material, measurements of work 

and adjustments of amounts etc.etc. in the final bill. 

7.4. The final bill shall be submitted by the Contractor within one month of the date of 

completion of the work fully and completely in all respects. If the Contractor fails to 

submit the final bill accordingly Engineer-in-Charge/Site-in-Charge may make the 

measurement and determine the total amount payable for the work carried out by the 

Contractor and such a certification shall be final and binding on the Contractor. 

The Owner/Engineer- in-Charge/Site-in-Charge may take the assistance of an 

outside party for taking the measurement, the expenses of which shall be payable 

by the Contractor. 

7.5. Payment of final bill shall be made within 15 days from the date of receipt of the 

certified bill. 

7.a. MEASUREMENT OF WORKS 

7.a.1. All measurements shall be in metric system. All the works will be jointly measured 

by the representative of the Engineer-in-Charge/Site-in-Charge and the Contractor 

or their authorised agent progressively. Such measurement will be recorded in the 

Measurement Book/Measurement Sheet by the Contractor or his authorised 

representative and signed in token of acceptance by the Owner or their 

authorised representative. 

7.a.2. For the purpose of taking joint measurement, the Contractor/representative shall be 

bound to be present whenever required by the Engineer-in-Charge/Site-in-Charge. 

If, however, they are absent for any reasons whatsoever, the measurement will be 

taken by the Engineer-in-Charge/Site-in-Charge or his representative and the same 

would be deemed to be correct and binding on the Contractor. 

7.a.3. In case of any dispute as to the mode of measurement for any item of work, the 

latest Indian Standard Specifications shall be followed. In case of any further 

dispute on the same the same shall be as per the certification of an outside 

qualified Engineer/ Consultant. Such a measurement shall be final and binding on 

the Owner and the Contractor. 

7.b. BILLING OF WORKS EXECUTED 

The Contractor will submit a bill in approved proforma in quadruplicate to the 

Engineer-in-Charge/Site-in-Charge of the work giving abstract and detailed 

measurement for the various items executed during a month, before the expiry of 

the first week of the succeeding month. The Engineer-in-Charge/Site-in-Charge 

shall take or cause to be taken the requisite measurements for the purpose of having 

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® REVISION : PUR-019/07.08.2007

the bill verified and/or checked before forwarding the same to the disbursement 

office of the Owner for further action in terms of the Contract and payment thereafter. 

The Engineer-in-Charge/Site-in-Charge shall verify the bills within 7 days of 

submission of the Bill by the Contractor. 

7.c. RETENTION MONEY 

10% of the total value of the Running Account and Final Bill will be deducted and 

retained by the Owner as retention money on account of any damage/defect 

liability that may arise for the period covered under the defect liability period clause 

of the Contract free of interest. Any damage or defect that may arise or lie undiscovered 

at the time of issue of completion certificate connected in any way with the 

equipment or materials supplied by contractor or in workmanship shall be rectified 

or replaced by the contractor at his own expense failing which the Owner shall be 

entitled to rectify the said damage/defect from the retention money. Any excess of 

expenditure incurred by the Owner on account of damage or defect shall be payable by 

the Contractor. The decision of the Owner in this behalf shall not be liable to be 

questioned but shall be final and binding on the Contractor. 

Thus, deduction towards retention money is applicable only in case of job/works 

contracts (civil, mechanical, electrical, maintenance etc.) where any damage or 

defect may arise in future (i.e. within 12 months from the date of completion of job) or 

lie undiscovered at the time of issue of completion certificate. 

®7.d. STATUTORY LEVIES 

7.d.1 The Contractor accepts full and exclusive liability for the payment of any and all 

taxes, duties, octroi, rates, cess, levies and statutory payments payable under all or 

any of the statutes etc. 

® Variations of taxes and duties arising out of the amendments to the Central / State 

enactments, in respect of sale of goods / services covered under this bid shall be to 

HPCL’s account, so long as : 

• They relate to the period after the opening of the price bid, but before the 

contracted completion period ( excluding permitted extensions due to delay 

on account of the contractors, if any) or the actual completion period, 

whichever is earlier; and 

• The vendor furnishes documentary evidence of incurrence of such 

variations, in addition to the invoices/documents for claiming Cenvat /Input 

Tax credit, wherever applicable. 

All contributions and taxes for unemployment compensation, insurance and old age 

pensions or annuities now or hereafter imposed by Central or State Governmental 

authorities which are imposed with respect to or covered by the wages, salaries or 

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® REVISION : PUR-019/07.08.2007

other compensations paid to the persons employed by the Contractor and the Contractor 

shall be responsible for the compliance with all obligations and restrictions imposed 

by the Labour Law or any other law affecting employer-employee relationship and 

the Contractor further agrees to comply and to secure the compliance of all 

sub-contractors with all applicable Central, State, Municipal and local laws, and 

regulations and requirements of any Central, State or Local Government agency or 

authority. 

Contractor further agrees to defend, indemnify and hold harmless from any liability 

or penalty which may be imposed by the Central, State or Local authorities by reason 

of any violation by Contractor or sub-contractor of such laws, regulations or 

requirements and also from all claims, suits or proceedings that may be brought 

against the Owner arising under, growing out of, or by reasons of the work provided 

for by this contract by third parties, or by Central or State Government authority 

or any administrative sub-division thereof. The Contractor further agrees that in case 

any such demand is raised against the Owner, and Owner has no way but to pay and 

pays/makes payment of the same, the Owner shall have the right to deduct the same 

from the amounts due and payable to the Contractor. The Contractor shall not 

raise any demand or dispute in respect of the same but may have recourse to 

recover/receive from the concerned authorities on the basis of the Certificate of the 

Owner issued in that behalf. 

7.d.2. The rates quoted should be inclusive of all rates, cess, taxes and sales tax on works 

contracts wherever applicable. However, wherever the sales tax on works contract is 

applicable and is to be deducted at source, the same will be deducted from the bills 

of the Contractor and paid to the concerned authorities. The proof of such payments 

of sales tax on works contract will be furnished to the contractor. 

7.d.3. Income tax will be deducted at source as per rules at prevailing rates, unless 

certificate, if any, for deduction at lesser rate or nil deduction is submitted by the 

Contractor from appropriate authority. 

7.e. MATERIALS TO BE SUPPLIED BY CONTRACTOR 

7.e.1. The Contractor shall procure and provide the whole of the materials required for 

construction including tools, tackles, construction plant and equipment for the 

completion and maintenance of the works except the materials viz. steel and cement 

which may be agreed to be supplied as provided elsewhere in the contract. The 

contractor shall make arrangement for procuring such materials and for the transport 

thereof at their own cost and expenses. 

7.e.2. The Owner may give necessary recommendation to the respective authority if so 

desired by the Contractor but assumes no responsibility of any nature. The 

Contractor shall procure materials of ISI stamp/certification and supplied by 

reputed suppliers borne on DGS&D list. 

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® REVISION : PUR-019/07.08.2007

7.e.3. All materials procured should meet the specifications given in the tender document. 

The Engineer-in-charge may, at his discretion, ask for samples and test certificates 

for any batch of any materials procured. Before procuring, the Contractor should 

get the approval of Engineer-in-Charge/Site-in-Charge for any materials to be 

used for the works. 

7.e.4. Manufacturer's certificate shall be submitted for all materials supplied by the 

Contractor. If, however, in the opinion of the Engineer-in-Charge/Site-in-Charge 

any tests are required to be conducted on the material supplied by the Contractor, 

these will be arranged by the Contractor promptly at his own cost. 

7.f. MATERIALS TO BE SUPPLIED BY THE OWNER 

7.f.1. Steel and Cement maybe supplied by the Owner to the contractor against payment by 

Contractor from either godown or from the site or within work premises itself and 

the contractor shall arrange for all transport to actual work site at no extra cost. 

7.f.2. The contractor shall bear all the costs including loading and unloading, carting 

from issue points to work spot storage, unloading, custody and handling and 

stacking the same and return the surplus steel and cement to the Owner's storage 

point after completion of job. 

7.f.3. The contractor will be fully accountable for the steel and cement received from the 

Owner and contractor will give acknowledgement/receipt for quantity of steel and 

cement received by him each time he uplifts cement from Owner's custody. 

7.f.4. For all computation purposes, the theoretical cement consumption shall be 

considered as per CPWD standards. 

7.f.5. Steel and Cement as received from the manufacturer/stockists will be 

issued to the contractor. Theoretical weight of cement in a bag will be considered 

as 50 Kg. Bags weighing upto 4% less shall be accepted by the contractor and 

considered as 50 Kg. per bag. Any shortage in the weight of any cement bag by 

more than 4% will be to the Owner's account only when pointed out by the 

Contractor and verified by Engineer-in-Charge/Site in Charge at the time of 

Contract or taking delivery. 

7.f.6. The contractor will be required to maintain a stock register for receipt, issuance and 

consumption of steel and cement at site. Cement will be stored in a warehouse 

at site. Requirement of cement on any day will be taken out of the warehouse. 

Cement issued shall be regulated on the basis of FIRST RECEIPT to go as FIRST 

ISSUE. 

7.f.7. Empty cement bag shall be the property of the Contractor. Contractor shall be 

penalised for any excess/under consumption of cement. The penal rate will be 

twice the rate of issue of cement for this work. 

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® REVISION : PUR-019/07.08.2007

7.f.8. All the running bills as well as the final bills will be accompanied by cement 

consumption statements giving the detailed working of the cement used, cement 

received and stock-on-hand. 

7.f.9. The Contractor will be fully responsible for safe custody of cement once it is 

received by him and during transport. Owner will not entertain any claims of the 

contractor for theft, loss or damage to cement while in their custody. 

7.f.10. The contractor shall not remove from the site any cement bags at any time. 

7.f.11. The Contractor shall advise Engineer-in-charge/Site-in-charge in writing atleast 21 

days before exhausting the Cement stocks already held by Contractor to ensure that 

such delays do not lead to interruptions in the progress of work. 

7.f.12. Cement shall not be supplied by the Owner for manufacturing of mosaic tiles, 

precast cement jali and any other bought out items which consume cement and for 

temporary works. 

7.f.13. Cement in bags and in good usable condition left over after the completion of work 

shall be returned by the contractor to the Owner. The Owner shall make payment to 

the Contractor at the supply rate for such stocks of cement they accept and receive. 

Any refused stock of cement shall be removed by the Contractor from the site at his 

cost and expenses within 15 days of completion of the work. 

8. PAYMENT OF CLAIMS AND DAMAGES 

8.1. Should the Owner have to pay money in respect of claims or demands as aforesaid 

the amount so paid and the costs incurred by the Owner shall be charged to and 

paid by the Contractor and the Contractor shall not be entitled to dispute or question 

the right of the Owner to make such payments notwithstanding the same may have 

been without his consent or authority or in law or otherwise to the contrary. 

8.2. In every case in which by virtue of the provisions of Workmen's Compensation 

Act, 1923, or other Acts, the Owner is obliged to pay Compensation to a 

Workman employed by the Contractor in execution of the works, the Owner will 

recover from the Contractor the amount of compensation so paid and without 

prejudice to the rights of Owner under the said Act. Owner shall be at liberty to 

recover such amount or any part thereof by deducting it from the security deposit or 

from any sum due to the Contractor whether under this contract or otherwise. The 

Owner shall not be bound to contest any claim made under Section 12 sub section (1) 

of the said Act, except on the written request of the Contractor and upon his giving 

to the Owner full security for all costs for which the owner might become liable 

in consequence of contesting such claim. 

8.a. ACTION AND COMPENSATION IN CASE OF BAD WORK 

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® REVISION : PUR-019/07.08.2007

If it shall appear to the Engineer-in-Charge/Site-in-Charge that any work has been 

executed with bad, imperfect or unskilled workmanship, or with materials, or that 

any materials or articles provided by the Contractor for execution of the work are 

not of standards specified/inferior quality to that contracted for, or otherwise not in 

accordance with the contract, the CONTRACTOR shall on demand in writing from 

the Engineer-in-Charge/Site-in-Charge or his authorised representative specifying 

the work, materials or articles complained of, notwithstanding that the same may 

have been inadvertently passed, certified and paid for, forthwith rectify or remove 

and reconstruct the work so specified and at his own charge and cost and expenses 

and in the event of failure to do so within a period of 15 days of such intimation/ 

information/knowledge, the Contractor shall be liable to pay compensation equivalent 

to the cost of reconstruction by the Owner. On expiry of 15 days period mentioned 

above, the Owner may by themselves or otherwise rectify or remove and re-execute 

the work or remove and replace with others, the materials or articles complained 

of as the case may be at the risk and expenses in all respects of the Contractor. The 

decision of the Engineer-in- Charge/ Site-in-Charge as to any question arising under 

this clause shall be final and conclusive and shall not be raised as a dispute or shall 

be arbitrable. 

8.b. INSPECTION AND AUDIT OF CONTRACT AND WORKS 

This project is subject to inspection by various Government agencies of 

Government of India. The contractor shall extend full cooperation to all the 

Government and other agencies in the inspection of the works, audit of the Contract 

and the documents of Contract Bills, measurements sheets etc. etc. and 

examination of the records of works and make enquiries interrogation as they may 

deem fit, proper and necessary. Upon inspection etc. by such agencies if it is 

pointed out that the contract work has not been carried out according to the 

prescribed terms and conditions as laid down in the tender documents and if any 

recoveries are recommended, the same shall be recovered from the contractors 

running bills/final bill/from ordered/suggested Security Deposit/retention money. 

The Contractor shall not rise any dispute on any such account and the same shall not 

be arbitrable. 

9. CONTRACTOR TO INDEMNIFY THE OWNER 

The Contractor shall indemnify the Owner and every member, officer and 

employee of the Owner, also the Engineer-in-Charge/Site-in-Charge and his staff 

against all the actions, proceedings, claims, demands, costs, expenses, whatsoever 

arising out of or in connection with the works and all actions, proceedings, claims, 

demands, costs, expenses which may be made against the Owner for or in respect of 

or arising out of any failure by the Contractor in the performance of his 

obligations under the contract. The Contractor shall be liable for or in respect of or 

in consequence of any accident or injury to any workmen or other person in the 

employment of the Contractor or his sub contractor and Contractor shall indemnify 

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® REVISION : PUR-019/07.08.2007

and keep indemnified the Owner against all such damages, proceedings, costs, 

charges and expenses whatsoever in respect thereof or in relation thereto. 

10. LIQUIDATED DAMAGES 

® i) In case of any delay in completion of the work beyond the CDD, the 

Owner shall be entitled to be paid Liquidated Damages by the Contractor. 

The liquidated damages shall be initially at the rate of 0.5% (half percent) of 

the total contract value for every week of the delay subject to a maximum 

of 5% of the total contract value. The liquidated damages shall be 

recovered by the Owner out of the amounts payable to the Contractor 

or from any Bank Guarantees or Deposits furnished by the Contractor or 

the Retention Money retained from the Bills of the Contractor, either 

under this contract or any other contract. 

ii) The Contractor shall be entitled to give an acceptable unconditional Bank 

Guarantee in lieu of such a deduction if Contractor desires any decision on a 

request for time extension. 

iii) Once a final decision is taken on the request of the Contractor or otherwise, 

the LD shall be applicable only on the basic cost of the contract and on each 

full completed week(s) of delay (and for part of the week, a pro-rata LD 

amount shall be applicable). 

iv) This final calculation of LD shall be only on the value of the unexecuted 

portion/quantity of work as on the CDD. 

v) Contractor agrees with the Owner, that the above represents a genuine 

pre-estimate of the damages which the Owner will suffer on account of delay 

in the performance of the work by Contractor. The Contractor further 

agrees that the LD amount is over and above any right which owner has to 

risk purchase under Clause 12.4 and any right to get the defects in the work 

rectified at the cost of the contractor. 

11. DEFECTS AFTER TAKING OVER OR TERMINATION OF WORK 

CONTRACT BY OWNER 

The Contractor shall remain responsible and liable to make good all losses or damages 

that may occur/appear to the work carried out under this Contract within a period of 

12 months from date of issue of the Completion Certificate and/or the date of 

Owner taking over the work, which ever is earlier. The Contractor shall issue a Bank 

Guarantee to the Owner in the sum of 10% of the work entrusted in the Contract, from 

any nationalised Bank acceptable to the Owner and if however, the Contractor 

fails to furnish such a Bank Guarantee the Owner shall have right to retain the Security 

Deposit and Retention Money to cover the 10% of the Guarantee amount under this 

_____________________________________________________________________________ 



® REVISION : PUR-019/07.08.2007

clause and to return/refund the same after the expiry of the period of 12 months without 

any interest thereon. 

12. TERMINATION OF CONTRACT 

12.1 The owner may terminate the contract at any stage of the construction for reasons to 

be recorded in the letter of termination. 

12.2 The Owner inter alia may terminate the Contract for any or all of the following reasons 

that the contractor 

a) has abandoned the work/Contract. 

b) has failed to commence the works, or has without any lawful excuse under 

these conditions suspended the work for 15 consecutive days. 

c) has failed to remove materials from the site or to pull down and replace the 

work within 15 days after receiving from the Engineer written notice that 

the said materials or work were condemned and/or rejected by the Engineer 

under specified conditions. 

d) has neglected or failed to observe and perform all or any of the terms acts, 

matters or things under this Contract to be observed and performed by 

the Contractor. 

e) has to the detriment of good workmanship or in defiance of the Engineer's 

instructions to the contrary sub-let any part of the Contract. 

f) has acted in any manner to the detrimental interest, reputation, dignity, name 

or prestige of the Owner. 

g) has stopped attending to work without any prior notice and prior permission for 

a period of 15 days. 

h) has become untraceable. 

i) has without authority acted in violation of the terms and conditions of this 

contract and has committed breach of terms of the contract in best judgement 

of the owner. 

j) has been declared insolvent/bankrupt. 

k) in the event of sudden death of the Contractor. 

12.3 The owner on termination of such contract shall have the right to appropriate the 

Security Deposit, Retention Money and invoke the Bank Guarantee furnished by the 

_____________________________________________________________________________ 



® REVISION : PUR-019/07.08.2007

contractor and to appropriate the same towards the amounts due and payable by the 

contractor as per the conditions of Contract and return to the contractor excess 

money, if any, left over. 

® 12.4 In case of Termination of the contract, Owner shall have the right to carry out the 

unexecuted portion of the work either by themselves or through any other 

contractor(s) at the risk and cost of the Contractor. In view of paucity of time, 

Owner shall have the right to place such unexecuted portion of the work on any 

nominated contractor(s). However, the overall liability of the Contractor shall be 

restricted to 100 % of the total contract value. 

12.5 The contractor within or at the time fixed by the Owner shall depute his authorised 

representative for taking joint final measurements of the works executed thus far and 

submit the final bill for the work as per joint final measurement within 15 days of the 

date of joint final measurement. If the contractor fails to depute their 

representative for joint measurement, the owner shall take the measurement with 

their Engineer-in-Charge/Site-in-Charge or any other outside representatives. 

Such a measurement shall not be questioned by the Contractor and no dispute can 

be raised by the Contractor for purpose of Arbitration. 

12.6 The Owner may enter upon and take possession of the works and all plant, tools, 

scaffoldings, sheds, machinery, power operated tools and steel, cement and other 

materials of the Contract at the site or around the site and use or employ the same for 

completion of the work or employ any other contractor or other person or persons to 

complete the works. The Contractor shall not in any way object or interrupt or do 

any act, matter or thing to prevent or hinder such actions, other Contractor or 

other persons employed for completing and finishing or using the materials and 

plant for the works. When the works shall be completed or as soon thereafter the 

Engineer shall give a notice in writing to the Contractor to remove surplus 

materials and plant, if any, and belonging to the Contractor except as provided 

elsewhere in the Contract and should the Contractor fail to do so within a period of 

15 days after receipt thereof the Owner may sell the same by public auction and shall 

give credit to the contractor for the amount realised. The Owner shall thereafter 

ascertain and certify in writing under his hand what (if anything) shall be due or 

payable to or by the Owner for the value of the plant and materials so taken 

possession and the expense or loss which the Owner shall have been put to in 

procuring the works, to be so completed, and the amount if any, owing to the 

Contractor and the amount which shall be so certified shall thereupon be paid by the 

Owner to the Contractor or by the Contractor to the Owner, as the case may, and the 

Certificate of the Owner shall be final and conclusive between the parties. 

12.7 When the contract is terminated by the Owner for all or any of the reasons mentioned 

above the Contractor shall not have any right to claim compensation on account of 

such termination. 

_____________________________________________________________________________ 



® REVISION : PUR-019/07.08.2007

13. FORCE MAJEURE 

13.1. Any delay in or failure of the performance of either part hereto shall not constitute 

default hereunder or give rise to any claims for damage, if any, to the extent such 

delays or failure of performance is caused by occurrences such as Acts of God or 

an enemy, expropriation or confiscation of facilities by Government authorities, 

acts of war, rebellion, sabotage or fires, floods, explosions, riots, or strikes. 

The Contractor shall keep records of the circumstances referred to above and bring 

these to the notice of the Engineer-in-Charge/Site-in-Charge in writing 

immediately on such occurrences. The amount of time, if any, lost on any of these 

counts shall not be counted for the Contract period. One decision of the Owner 

arrived at after consultation with the Contractor, shall be final and binding. Such 

a determined period of time be extended by the Owner to enable the Contractor to 

complete the job within such extended period of time. 

13.2. If Contractor is prevented or delayed from the performing any of its obligations 

under this Agreement by Force Majeure, then Contractor shall notify Owner he 

circumstances constituting the Force Majeure and the obligations performance of 

which is thereby delayed or prevented, within seven days of the occurrence of the 

events. 

14. ARBITRATION 

14.1 All disputes and differences of whatsoever nature, whether existing or which shall at any 

time arise between the parties hereto touching or concerning the agreement, meaning, 

operation or effect thereof or to the rights and liabilities of the parties or arising out of or 

in relation thereto whether during or after completion of the contract or whether before 

after determination, foreclosure, termination or breach of the agreement (other than those 

in respect of which the decision of any person is, by the contract, expressed to be final 

and binding) shall, after written notice by either party to the agreement to the other of 

them and to the Appointing Authority hereinafter mentioned, be referred for adjudication 

to the Sole Arbitrator to be appointed as hereinafter provided. 

®14.2 The appointing authority shall either himself act as the Sole Arbitrator or nominate 

some officer/retired officer of Hindustan Petroleum Corporation Limited (referred to 

as owner or HPCL) or any other Government Company, or any retired officer of the 

Central Government not below the rank of a Director, to act as the Sole Arbitrator to 

adjudicate the disputes and differences between the parties. The contractor/vendor 

shall not be entitled to raise any objection to the appointment of such person as the 

Sole Arbitrator on the ground that the said person is/was an officer and/or shareholder 

of the owner, another Govt. Company or the Central Government or that he/she has to 

deal or had dealt with the matter to which the contract relates or that in the course of 

his/her duties, he/she has/had expressed views on all or any of the matters in dispute or 

difference. 

14.3 In the event of the Arbitrator to whom the matter is referred to, does not accept the 

_____________________________________________________________________________ 



® REVISION : PUR-019/07.08.2007

appointment, or is unable or unwilling to act or resigns or vacates his office for any 

reasons whatsoever, the Appointing Authority aforesaid, shall nominate another 

person as aforesaid, to act as the Sole Arbitrator. 

14.4 Such another person nominated as the Sole Arbitrator shall be entitled to proceed with 

the arbitration from the stage at which it was left by his predecessor. It is expressly 

agreed between the parties that no person other than the Appointing Authority or a 

person nominated by the Appointing Authority as aforesaid, shall act as an Arbitrator. 

The failure on the part of the Appointing Authority to make an appointment on time 

shall only give rise to a right to a Contractor to get such an appointment made and not 

to have any other person appointed as the Sole Arbitrator. 

14.5 The Award of the Sole Arbitrator shall be final and binding on the parties to the 

Agreement. 

14.6 The work under the Contract shall, however, continue during the Arbitration proceedings 

and no payment due or payable to the concerned party shall be withheld (except to the 

extent disputed) on account of initiation, commencement or pendency of such 

proceedings. 

14.7 The Arbitrator may give a composite or separate Award(s) in respect of each dispute or 

difference referred to him and may also make interim award(s) if necessary. 

14.8 The fees of the Arbitrator and expenses of arbitration, if any, shall be borne equally by 

the parties unless the Sole Arbitrator otherwise directs in his award with reasons. The 

Award of the Sole Arbitrator shall be final and binding on both the parties. 

14.9 Subject to the aforesaid, the provisions of the Arbitration and Conciliation Act, 1996 or 

any statutory modification or re-enactment thereof and the rules made thereunder, shall 

apply to the Arbitration proceedings under this Clause. 

14.10 The Contract shall be governed by and constructed according to the laws in force in 

India. The parties hereby submit to the exclusive jurisdiction of the Courts situated at 

at Visakhapatnam for all purposes. The Arbitration shall be held at Visakhapatnam and 

conducted in English language. 

14.11 The Appointing Authority is the Functional Director of Hindustan Petroleum 

Corporation Limited. 

(Note:- * = While printing the GTCs, each Purchasing Authorities at various location, 

may mention the correct place before printing the GTC and not leave Clause 14.10 blank 

or as stated above. Bracketed portion is to be removed. 

15. GENERAL 

15.1. Materials required for the works whether brought by the or supplied by the Owner shall 

_____________________________________________________________________________ 



® REVISION : PUR-019/07.08.2007

e stored by the contractor only at places approved by 

Engineer-in-Charge/Site-in-Charge. Storage and safe custody of the material shall be the 

responsibility of the Contractor. 

15.2. Owner and/or Engineer-in-Charge/Site-in-Charge connected with the contract, shall 

be entitled at any time to inspect and examine any materials intended to be used in or 

on the works, either on the site or at factory or workshop or at other place(s) 

manufactured or at any places where these are laying or from which these are being 

obtained and the contractor shall give facilities as may be required for such inspection 

and examination. 

15.3. In case of any class of work for which there is no such specification supplied by the owner 

as is mentioned in the tender documents, such work shall be carried out in accordance 

with Indian Standard Specifications and if the Indian Standard Specifications do not 

cover the same the work should be carried out as per standard Engineering practice 

subject to the approval of the Engineer-in-Charge/Site-in-Charge. 

15.4. Should the work be suspended by reason of rain, strike, lockouts or other cause the 

contractor shall take all precautions necessary for the protection of the work 

and at his own expense shall make good any damages arising from any of these causes. 

15.5 The contractor shall cover up and protect from injury from any cause all new work also 

for supplying all temporary doors, protection to windows and any other requisite 

protection for the whole of the works executed whether by himself or special 

tradesmen or sub- contractors and any damage caused must be made good by the 

contractors at his own expense. 

15.6 If the contractor has quoted the items under the deemed exports, then it will be the 

responsibility of the contractor to get all the benefits under deemed exports from the 

Government. The Owner’s responsibility shall only be limited to the issuance of 

required certificates. The quotation will be unconditional and phrases like “subject to 

availability of deemed exports benefit” etc. will not find place in it. 

®16. Integrity Pact : 

Integrity Pact (refer Annexure-17) is a Pact between HPCL (as a purchaser) 

on one hand and the prospective bidder/contractor (vendor) on the other hand 

stating that the two parties shall make certain commitments to each other in regard 

to ensuring transparency and fair dealings in the purchansing activities of the Corporation. 

_____________________________________________________________________________ 



® REVISION : PUR-019/07.08.2007

(SPECIMEN) 

BANK GUARANTEE FOR ADVANCES 

(on non-judicial stamp paper of appropriate value) 

To, 

Hindustan Petroleum Corporation Ltd., 

(Address as applicable) 

ANNEXURE -9 

In CONSIDERATION OF MESSRS. HINDUSTAN PETROLEUM CORPORATION 

LIMITED, a Government of India Company registered under the Companies Act 1956, 

having its registered office at 17, Jamshedji Tata Road, Bombay - 400 020 (hereinafter called 

"the Corporation" which expression shall include its successors in business and assigns) 

having placed an order on Messrs ___________________ a partnership firm/sole proprietor 

business/ a company registered under the Companies Act, 1956 having its office at 

_______________________ (hereinafter called "the Supplier" which expression shall 

include its successors and assigns) vide Order No. ____________ dated _________ 

(hereinafter called "the Order" which expression shall include any amendments/alterations 

thereto as issued by "the Corporation") for the supply of goods/to the execution of Service 

for "the Corporation" and having agreed to pay the supplier as and by way of advance upto 

a sum of Rs. _________ (Rupees ____________________________________ 

only ) being _____ % of the value of the order in terms of "the Order" on production of 

an acceptable Bank Guarantee for an amount of Rs. ____________ (Rupees 

__________________________________ only) 

1. We, ____________________ Bank having office at _________________ 

(hereafter referred to as "the Bank") do at the request and on behalf of "the Supplier's" 

hereby agree to pay "the Corporation" without any demur on first demand an amount 

not exceeding Rs. _________ (Rs. ______________________ only) against any 

loss or damage, costs, charges and expenses caused to or suffered or would be caused 

to or suffered by "the Corporation" by reason of 

any breach on the part of "the Supplier" of any of the terms and conditions of the said 

order. 

_____________________________________________________________________________ 

Annexure 9 ( Bank Guarantee for Advances) Systems & Procedures 


# REVISION (Effective 01/05/2001)

2. We, _______________ Bank further agree that "the Corporation" shall be sole judge 

whether the said "Supplier" has committed breach of any of the terms and conditions of 

"the Order" and the extent of loss, damage, cost charges and expenses suffered or 

incurred or would be suffered or incurred by "the Corporation" on account thereof and 

we waive in favour of "the Corporation" all the rights and defences to which we as 

guarantors and/or "the Supplier" may be entitled to. 

3. We, ___________________ Bank further agree that the amount demanded by "the 

Corporation" as such shall be final and binding on "the Bank" as to "the Bank's" liability 

to pay and amount demanded and "the Bank" undertake to pay "the Corporation" the 

amount so demanded on first demand and without any demur notwithstanding any dispute 

raised by "the Supplier" or any suit or other legal proceedings including arbitration 

pending before any court tribunal or arbitrator relating thereto, our liability under this 

guarantee being absolute and unconditional. (We __________________ Bank further 

agree that the guarantee herein contained shall remain in full force and continue to 

have full effect so long as the said amount remains unadjusted, provided, however, 

the value of the guarantee shall progressively reduce upon any adjustments being made 

by "the Corporation" against the said advance and "the Corporation" rights shall extend 

only to the value of the unadjusted amount. 

4. We, __________________ Bank further agree with "the Corporation" that "the 

Corporation" shall have the fullest liberty without our consent and without affecting in 

any manner our obligations hereunder to vary any of the terms and conditions of the 

said "order"/or to extend time of performance by "the Supplier" from time to time or 

to postpone for any time or from time to time any of the powers exercisable by "the 

Corporation" against "the Supplier" and to forbear to enforce any of the terms and 

conditions relating to "the Order" and we shall not be relieved from our liability by 

reason of any such variation or extension being granted to "the Supplier" or for any 

forbearance, act or omission on "the Supplier" or by any such matter or things 

whatsoever which under the law relating to suretics would be for this provisions have the 

effect of relieving us. 

5. Not withstanding anything contained herein above : 

i) Our liability under this guarantee shall not exceed Rs.......... 

ii) This Bank Guarantee shall be valid upto and including .......; and 

iii) We are liable to pay the guarantee amount or any part thereof under this Bank 

Guarantee only and only if you serve upon us a written claim or demand on or # before 

the expiry of 30 days from the date of expiry of this guarantee 

6. We, ________________ Bank further undertake not to revoke this guarantee during its 

currency except with the previous consent of "the Corporation" in writing. 

_____________________________________________________________________________ 




7. We, ____________________ Bank lastly agree that "the Bank" liability under this 

guarantee shall not be affected by any change in the constitution of "the Supplier". 

8. We, _________________ Bank has power to issue this guarantee in favour of "the 

Corporation" in terms of the documents and/or the agreement/contract or MOU 

entered into between"the supplier" and "the Bank" in this regard. 

IN WITNESS WHEREOF the Bank has executed this document on this ________________ 

day of ___________________ 

____________________________ 

(FOR _________ BANK) 

(by its constituted attorney) 

(signature of a person authorized 

to sign on behalf of "the Bank") 

_____________________________________________________________________________ 




(SPECIMEN) 

ANNEXURE - 11 

COMPOSITE BANK GUARANTEE FOR MOBILISATION ADVANCE, SECURITY 

DEPOSIT/RETENTION MONEY/PERFORMANCE GUARANTEE 

(On Non-Judicial stamp paper of appropriate value) 

TO : Hindustan Petroleum Corporation Limited 


IN CONSIDERATION OF MESSRS. HINDUSTAN PETROLEUM CORPORATION 

LIMITED, a Government of India Company registered under the 

Companies Act, 1956, having its registered office at 17, 

Jamshedji Tata Road, Bombay-20 (hereinafter called "The 

Corporation" (which expression shall include its successor in 

business and assigns) having placed an order on 

Messers ............................ a partnership firm/sole 

proprietor business/a company registered under the Companies Act, 

1956 having its office at .............. (hereinafter called "the 

supplier" (which expression shall include executors, 

administrators and assigns) vide order No....................... 

dated.............. (hereinafter called "the order" which 

expression shall include any amendments/alterations to "the 

order" issued by "the Corporation") for the supply of goods 

to/execution of services for "the Corporation" and "the 

Corporation" having agreed : 

a) not to insist upon immediate payment of Security deposit for 

the fulfilment and performance of the said order 

b) to pay "the supplier" as and by way of advance upto a sum of 

Rupees__________ (Rupees _____________________________ only) 

being ____% of the value of "the order"; 

c) that "the supplier" shall furnish a security for the 

performance of "the supplier's" obligations and/or discharge 

of "the supplier's" liability in connection with the said 

"order"; and "the Corporation" having agreed with "the 

supplier" to accept a composite Bank Guarantee for the 

mobilisation advance, security deposit, retention money and 

_____________________________________________________________________________ 

Annexure 11 (Composite Bank Gaurantee for Mobil. Systems & Procedures 

Purchase Manual Advance,Security Dep. Etc.) VI.61 HPCL, Mumbai 


performance guarantee. 

_____________________________________________________________________________ 




We, .................................................... Bank 

having office at ............................................ 

(hereinafter referred to as "the Bank" which expression shall 

includes its successors and assigns) at the request and on behalf 

of "the supplier" hereby agree to pay to "the Corporation"without 

any demur on first demand an amount not exceeding Rs........... 

(Rupees.............................only) against any loss or 

damage, costs, charges and expenses caused to or suffered by "the 

Corporation" by reason of non performance and fulfilment or for 

any breach on the part of "the supplier" of any of the terms and 

conditions of the said "order". 

2. We, ............................. Bank further agree that 

"the Corporation" shall be sole judge whether the said 

"Supplier" has failed to perform or fulfill the said "order" 

in terms thereof or committed breach of any terms and 

conditions of "the order" and the extent of loss, damage, 

cost, charges and expenses suffered or incurred or would be 

suffered or incurred by "the Corporation" on account thereof 

and we waive in the favour of "the Corporation" all the 

rights and defences to which we as guarantors and/or "the 

Supplier" may be entitled to. 

3. We, ................................. Bank further agree 

that the amount demanded by "the Corporation" as such shall 

be final and binding on "the Bank" as to "the Bank" 's 

liability to pay and the amount demanded and "the Bank" 

undertake to pay "the Corporation" the amount so demanded on 

first demand and without any demur notwithstanding any 

dispute raised by "the Supplier" or any suit or other legal 

proceedings including arbitration pending before any court, 

tribunal or arbitrator relating thereto, our liability under 

this guarantee being absolute and unconditional. 

4. We, .................................. Bank further agree 

with "the Corporation" that "the Corporation" shall have the 

fullest liberty without our consent and without affecting in 

any manner our obligations hereunder to vary any of the terms 

and conditions of the said "order"/or to extend time of 

performance by "the Supplier" from time to time or to 

_____________________________________________________________________________ 




postpone for any time to time any of the powers exercisable 

by "the Corporation" against "the Supplier" and to forbear to 

enforce any of the terms and conditions relating to "the 

order" and we shall not be relieved from our liability by 

reason of any such variation or extension being granted to 

"the Supplier" or for any forbearance, act or ommission on 

the part of "the Corporation" or any indulgence by "the 

Corporation" to "the Supplier" or by any such matter or 

things whatsoever which under the law relating to sureties 

would but for this provision have the effect of relieving us. 

5. However, it has been agreed between "the Supplier" and "the 

Corporation" that there shall be only one Composite Bank 

Guarantee for both the advance and security deposit 

performance guarantee/Retention Money @ of ____% valid till 

the end of the defects liability period as per the terms of 

the P.O. No. _______________ dated ______________ and that in 

proportion with the recovery of advance @ ______% per bill 

the same amount/value automatically stands credited to the 

defects liability account/security deposit or retention money 

as the case may be and will continue to be credited/treated 

till the entire advance of Rs._______________________ is 

fully recovered from the running bills and from the date of 

full recovery of the advance of Rs.__________________ this 

guarantee automatically, shall stand valid towards the ____% 

retention money/defects liability, fully valid in all 

respects unto a further period of six months, as per the 

Purchase Order of "the Corporation". 

6. Not withstanding anything contained herein above : 

i) Our liability under this guarantee shall not exceed 

Rs.......... 

ii) This Bank Guarantee shall be valid upto and 

including .......; and 

iii) We are liable to pay the guarantee amount or any part 

thereof under this Bank Guarantee only and only if you serve 

upon us a written claim or demand on or # before the expiry of 

30 days from the date of expiry of this guarantee. 

_____________________________________________________________________________ 




7. We, ........................................ Bank further 

undertake not to revoke this guarantee during its currency 

except with the previous consent of "the Corporation" in 

writing. 

8. We, ......................................... Bank lastly 

agree that "the Bank"'s liability under this guarantee shall 

not be affected by any change in the constitution of "the 

Supplier". 

9. "The Bank" has power to issue this guarantee in favour of 

"the Corporation" in terms of the documents and/or the 

Agreement/Contract or MOU entered into between "the Supplier" 

and "the Bank" in this regard. 

IN WITNESS WHEREOF the Bank has executed this document on this 

............................. day of ........................... 

For ........................ Bank 


(Signature of a person authorised 

to sign on behalf of "the Bank")* 

_____________________________________________________________________________ 




(SPECIMEN) 

ANNEXURE - 13 

BANK GUARANTEE IN LIEU OF EARNEST MONEY 

(On Non-Judicial stamp paper of appropriate value) 

TO : Hindustan Petroleum Corporation Limited 


IN CONSIDERATION OF MESSRS. HINDUSTAN PETROLEUM CORPORATION 

LIMITED a Government of India Company registered under the 

Companies Act, 1956, having its registered office at 17, 

Jamshedji Tata Road, Bombay-20 (hereinafter called "The 

Corporation" which expression shall include its successor in 

business and assigns) issued a tender on 

Messrs. ................................................ a 

partnership firm/sole proprietor business/a company registered 

under the Companies Act, 1956 having its office at 

(hereinafter called "the Tenderer" which expression shall include 

its executors, administrators and assigns) against Tender 

no............ dated .................... (hereinafter called 

"the tender" which expression shall include any amendments/ 

alterations to "the tender" issued by "the Corporation") for the 

supply of goods to/execution of services for "the Corporation" 

and "the Corporation" having agreed not to insist upon immediate 

payment of Earnest Money for the fulfilment of the said tender in 

terms thereof on production of an acceptable Bank Guarantee for 

an amount of Rs....... (Rupees ................................. 

only). 

We, ................................... Bank having office 

at ..................................................... Bombay 

(hereinafter referred to as "the Bank" which expression shall 

include its successors and assigns) at the request and on behalf 

of "the Tenderer" hereby agree to pay to the Corporation without 

any demur on first demand an amount not exceeding Rs........... 

(Rupees ...................................... only) against any 

loss or damage, costs, charges and expenses caused to or suffered 

by "the Corporation" by reason of non performance and fulfilment 

or for any breach on the part of "the Tenderer" of any of the 

terms and conditions of the said "tender". 

________________________________________________________________________________ 

Annexure 13 ( Bank Guarantee in lieu of Earnest Money) Systems & Procedures 

Purchase Manual VI.69 HPCL, Mumbai


agree that "the Corporation" shall be sole Judge whether the 

said "Tenderer" has failed to perform or fulfill the said 

"tender" in terms thereof or committed breach of any of the 

terms and conditions of "the order" and the extent of loss, 

damage, cost, charges and expenses suffered or incurred or 

would be suffered or incurred by "the Corporation" on account 

thereof and we waive in favour of "the Corporation" all the 

rights and defences to which we as guarantors and/or "the 

Tenderer" may be entitled to. 

3. We, ................................. Bank further agree that 

the amount demanded by "the Corporation" as such shall be 

final and binding on "the Bank" as to "the Bank" 's liability 

to pay and the amount demanded and "the Bank" to undertake to 

pay "the Corporation" the amount so demanded on first demand 

and without any demur notwithstanding any dispute raised by 

"the Tenderer" or any suit or other legal proceedings 

including arbitration pending before any court, tribunal or 

arbitrator relating thereto, our liability under this 

guarantee being absolute and unconditional. 

4. We, ....................................... Bank further 

agree with "the Corporation" that "the Corporation" shall 

have the fullest liberty without our consent and without 

affecting in any manner our obligations hereunder to vary 

any of the terms and conditions of the said "tender"/or to 

extend time of performance by "the Tenderer" from time to 

time or to postpone for any time to time any of the powers 

exercisable by "the Corporation" against "the Tenderer" and 

to forbear to enforce any of the terms and conditions 

relating to "the tender" and we shall not be relieved from 

our liability by reason of any such variation or extension 

being granted to "the Tenderer" or for any forbearance, act 

or ommission on the part of "the Corporation" or any 

indulgence by "the Corporation" to "the tenderer" or by any 

such matter or things whatsoever which under the law relating 

to sureties would but for this provision have the effect of 

relieving us. 

________________________________________________________________________________ 



5. NOTWITHSTANDING anything hereinbefore contained, our 

liability under this Guarantee is restricted to Rs. ......... 

(Rupees....................................... only). Our 

liability under this guarantee shall remain in force until 

expiration of six months from the due date of opening of the 

said "tender". Unless a demand or claim under this guarantee 

is made on us in writing within said period, that is, on or 

before .................................... all rights of 

"the Corporation" under the said guarantee shall be forfeited 

and we shall be relieved and discharged from all liabilities 

thereunder. 


undertake not to revoke this guarantee during its currency 

except with the previous consent of "the Corporation" in 

Writing. 

7. We, ......................................... Bank lastly 

agree that "the Bank" 's liability under this guarantee shall 

not be affected by any change in the constitution of "the 

Tenderer". 

8. "The Bank" has power to issue this guarantee in favour of 

"the Corporation" in terms of the documents and/or the 

Agreement/Contract or MOU entered into between "the Tenderer" 

and "the Bank" in this regard. 

IN WITNESS WHEREOF the Bank has executed this document on 

this .......................... day of ........................ 

For ........................ Bank 


(Signature of a person authorised 

to sign on behalf of "the Bank") 

________________________________________________________________________________ 



ATTACHMENT FOR TENDER ENQUIRY NO 

H.P.C.L. COMMERCIAL TERMS AND CONDITIONS 

ATTACHMENT 

To be duly filled, signed and submitted alongwith your unpriced / priced offer failing 

which your offer is liable for rejection. 

SL 

No 

1 

2 

3 

4 

5 

6 

DESCRIPTION 

Two bid system: Priced and unpriced bids to be 

submitted separately 

Corporation to supply: As per tender 

Agency to supply: All material, labour, tools and 

tackles and supervision necessary to complete the job 

/ As per tender 

Job commencement: From the date of FOI / as per 

tender 

Period of job completion: As per tender 

Liquidated damages: As per tender 

7 Earnest Money Deposit: As per tender 

8 Security deposit: As per tender 

PARTY’S 

CONFIRMATION 

[ / X] 

[ ] 

[ ] 

[ ] 

[ ] 

[ ] 

[ ] 

[ ] 

[ ]

SL 

No 

DESCRIPTION PARTY’S 

CONFIRMATION 

[ / X] 

9 Retention money: 10% of the total value of the running 

account and final bill be deducted and retained by the 

owner as retention money on account of any damages/ 

defects liability that may arise for the period covered under 

the defect liability period (one year from the date of job 

completion) clause of the contract free of interest (as per 

General conditions of contract).. 

10 Payment terms: As per tender 

11 

All the provisions of the General Conditions of Contract 

(GCC) are accepted without any deviations. 

12 Confirm that all the document required for availing cenvat 

benefit for excise duty, service tax and incident of input tax 

(VAT) will be provided 

13 

Validity: The rates quoted are valid for 6 months from the 

date of opening of price bid 

14 Confirmation that if your submit bid, qualifies and does not 

get the contract because of you being not the lowest you 

will be prohibited from working as a subcontractor for the 

contractor who is executing the contract, 

15 

16 

Confirm that you have not been banned or de-listed by any 

Government or quasi Government agencies or PSU’s 

Contract validity: 24 months from the date of F.O.I 

[ ] 

[ ] 

[ ] 

[ ] 

[ ] 

[ ] 

[ ] 

[ ] 

SIGNATURE OF THE CONTRACTOR

LIST OF DRAWINGS DOC No. CEPS-DL-11-F-01 

CRUDE HEATER (11-F-01) Rev 0 


SL NO. DRAWING NO TITLE OF THE DRAWING 

1 VR-11-F-01-0001 Scantling drawing 

2 VR-11-F-01-0002 General arrangement, elevation + plan 

3 VR-11-F-01-0003 General arrangement (plans) 

4 VR-11-F-01-0004 Coil arrangement (for hydro carbon) 

5 VR-11-F-01-0004A Steam super heater Coil 

6 VR-11-F-01-0006 Steel work for convection section 

7 VR-11-F-01-0007 Platform details 

8 VR-11-F-01-0008 Stack & duct connection details 

9 VR-11-F-01-0009 Intermediate tube sheets 

10 VR-11-F-01-0024 Convection section details of bracings 

11 VR-11-F-01-0025 Convection section details of steel work 



14 

VR-11-F-01-0028 Convection section details of steel work 

15 VR-11-F-01-0029 Convection section details of steel work = moment con. 

16 VR-11-F-01-0030 Crude convection details of casing 

17 VR-11-F-01-0031 Crude convection detail of casing 

18 VR-11-F-01-0032 Crude convection





19 VR-11-F-01-0033 Convection details of tube sheets 

20 VR-11-F-01-0034 Convection details of tube sheets 

21 VR-11-F-01-0035 Convection details of header boxes 

22 VR-11-F-01-0036 Convection detail of header boxes 



25 VR-11-F-01-0039 Convection details of header boxes 



28 VR-11-F-01-0042 Stack details of base 

29 VR-11-F-01-0043 Details of 12 thk shell & duct openings & access door 

30 VR-11-F-01-0044 Stack details of 12 thk shell & duct openings & access door 

31 VR-11-F-01-0045 Stack details of 10 thk shell & 8 thk shell & tube pull out rail 

32 VR-11-F-01-0046 Stack details of 6 thk shell & painters trolley rail 

33 VR-11-F-01-0051 Details of platform steel work at EL + 33900 

34 VR-11-F-01-0052 Details of platform steel work at EL +23257 

35 VR-11-F-01-0061 Details of hand rail at EL+ 29412





36 VR-11-F-01-0062 Details of platform hand rail at EL + 25950 

37 VR-11-F-01-0063 Details of platform handrail at EL +25950 

38 VR-11-F-01-0064 Details of platform handrail at EL + 25950 

39 VR-11-F-01-0065 Details of platform handrail at EL + 25950 

40 VR-11-F-01-0066 Side bracing details at EL +25,950/EL+23,257 / EL+20857 

41 VR-11-F-01-0067 Side bracing details at EL +25,950/ EL+23,257 / EL+20857 

42 VR-11-F-01-0068 Details of ladders 



45 VR-11-F-01-0077 Stack ladder for platform at EL+12.500,20.000, 23.600, 

30.250 & EL 4000 APH 

46 VR-11-F-01-0088 Providing additional tubes on convection side 

47 11-06-43-F-102 

REV 0 

48 11-06-43-F-103 

REV 0 

49 11-06-43-F-104 

REV 0 

Convection section details REVAMP (Refractory details) 

Detail of ducts and stack REVAMP (Refractory details) 

Anchor details and bill of material REVAMP

LIST OF DRAWINGS DOC NO.CEPS-DL-12-F-01 

VACUUM HEATER (12-F-01) Rev 0 



1 VR-12-F-01-0002 Vacuum heater scantling drawing 

2 VR-12-F-01-0003 Vacuum heater coil arrangement 

3 VR-12-F-01-0004 Vacuum heater intermediate tube sheet 

4 VR-12-F-01-0005 Vacuum heater general arrangement cross section & 

longitudinal section 

5 VR-12-F-01-0006 General arrangement (plans) sheet 1 

6 VR-12-F-01-0007 General arrangement (plans) sheet 2 

7 VR-12-F-01-0008 Steel work cross section and Details 

8 VR-12-F-01-0009 Steel work elevation and Details 

9 VR-12-F-01-0010 Steel work plans at EL+2400~ 15500 & EL+16065 

10 VR-12-F-01-0011 Vacuum heater stack & duct off take Details 

11 VR-12-F-01-0012 Header box end tube sheet 

12 VR-12-F-01-0013 Platform at EL+2400, 4700,8800 & 12153 

13 VR-12-F-01-0014 Platform at EL+16065 & 20265 ladder stair case & bracket 

details 

14 VR-12-F-01-0019 Detail of header box on grid line 

15 VR-12-F-01-0020 

Details of header box on grid line A 

16 VR-12-F-01-0025 Details of header box on grid line A 

17 

VR-12-F-01-0026 Detail of header box on grid line A

LIST OF DRAWINGS DOC NO.CEPS-DL-12-F-01 

VACUUM HEATER (12-F-01) Rev 0 



18 VR-12-F-01-0027 Convection Details of header boxes grid line E 

19 VR-12-F-01-0032 Stack Details of base & GA 

20 

VR-12-F-01-0033 Details of 12 Thk shell, access door & openings for damper 

support 

21 VR-12-F-01-0034 Stack Details of 12thk shell access door opening for damper 

details. 

22 VR-12-F-01-0035 Details of off take duct & opening for duct 

23 VR-12-F-01-0036 Detail of shell plate 

24 VR-12-F-01-0037 Detail of 10 thk conical shell 

25 VR-12-F-01-0038 Stack Details of 10 thk conical shell 

26 VR-12-F-01-0039 Stack Details of shell plates 

27 VR-12-F-01-0044 Details of platform at EL+12155 

28 VR-12-F-01-0045 Details of platform at EL+12155 

29 VR-12-F-01-0046 Details of platform steel work at EL+20065 

30 VR-12-F-01-0048 Ladder Details 

31 VR-12-F-01-0049 Ladder Details for EL+12155 to EL+16065 

32 12-06-43-F-102 

REV 0 

33 12-06-43-F-103 

REV 0 

34 12-06-43-F-104 

REV 0 

Convection section detail Vacuum heater REVAMP 

Detail of duct and stack Vacuum heater REVAMP 

Details and bill of materials Vacuum heater REVAMP

PART-II 

PRICED BID

INDEX 

PART-II – PRICED BID 

SL NO. DESCRIPTION PAGE No. 

1. SCHEDULE OF LUMPSUM PRICE 1-7 

2. PRICE BREAK UP OF LUMPSUM PRICE 8-9

SCHEDULE OF LUMPSUM PRICE

Proforma-V 

SCHEDULE OF LUMPSUM PRICE 

Sl 

No 

DESCRIPTION 

1.0 Lumpsum price for execution of complete scope of 

work on turnkey basis fully conforming to HPCL 

tender documents. 

- Residual design, preparation of detailed 

fabrication drawings, obtaining approvals of 

- 

documents mentioned else where in the tender 

document. 

Procurement of all required ,materials (except free 

issue materials from HPCL) fabrication, 

Inspection, testing and supply convection 

- 

sections, stacks and all other items 

Dismantling of existing Stack and convection 

sections of both heaters (11-F-01 and 12-F-01) 

and associated items. 

- Erection of new convection sections and stacks for 

both heaters and associated items. 

- Transportation of all items viz. stacks, Convection 

sections, Structural items etc. to HPCL erection 

site, transportation of dismantle stacks, convection 

sections and other items to HPCL’s designated 

area as per the instructions of the Engineer-incharge 

- Deploying one Demag 2000CC crane as detailed 

in clause no.6.1 and 6.8 of special technical 

conditions and other cranes as per Tender. 

- All other jobs required for completion of the job. 

Note: 

TOTAL LUMPSUM PRICE (IN RS.) 

(in figures) (in words) 

The above quoted lumpsum price shall be firm till completion of work and shall be 

inclusive of all taxes & duties (like Sales tax, non cenvatable service Tax, WCT, 

Entry tax, non cenvatable Excise duty, non cenvatable CVD, Education cess, 

Octroi and any other taxes, duties & levies) and excluding Cenvatable CVD, 

cenvatable excise duty, Cenvatable service tax and input tax under AP VAT. 

Bidders shall be evaluated basing on lumpsum price quoted above. 

Signature / Seal of Tenderer

Sales Tax 

Owner shall issue "C"-Form to CONTRACTOR on all inter-state sales in India of materials for 

permanent incorporation in the works (and only for finished items) by the contractor to enable 

the Contractor to avail concessional rate of Sales Tax on such sales. The consignee should 

be mentioned as " Consignee-Hindustan Petroleum Corporation Limited A/C Contractor. 

Works Contract Tax 

Works Contract Tax, at the prevailing rate as applicable from time to time shall be deducted 

from the Contractor's bills, and the quoted rates shall be deemed to include this. 

Taxes, Duties, Octroi, Levies e t c. 

The quoted prices shall be deemed to be. inclusive of all taxes, duties, levies etc., including 

sales tax, non, cenvatable service tax, Non cenvatable excise duty and Non cenvatable 

CVD, custom duty, works contract tax, entry tax, corporate tax, personal taxes seignorage 

fee etc., but excluding Cenyatable excise duty, Cenvatable CVD, Cenvatable service tax and 

VAT amount for which Input tax credit shall be available to owner under VAT act. Income tax 

at the prevailing rate will be deducted form Contractor s bills as per Income tax act. Agency 

shall furnish all the necessary documents to HPCL for availing CENVAT benefit to the extent of 

CENVAT benefit amount indicated in the proforma V.a,V.b & V.c. 

Service Tax 

The Lump sum rate quoted in the schedule of prices shall be exclusive of CENVATABLE 

Service Tax. Bidders shall quote CENVATABLE service tax in the Proforma V.a of Price 

Schedule. 

CENVATABLE service tax shall be reimbursed to the Contractor at actual against submission of 

Cenvatable documents for service tax as mentioned in the following para and to the satisfaction 

of the owner. In case owner is not able t o avail Cenvatable credit based on the documentation 

furnished by the Contractor, then such amount shall not be reimbursed. 

As per Cenvat Credit Rules 2004, Owner can avail credit o n payment of Service Tax to the 

Contractor. Contractor shall submit proper invoice (s) showing the service tax paid and payable 

on the taxable value. To enable owner to claim Cenvat benefit, Contractor shall furnish the 

following information in invoice, Bill/ challan issued by him: 

(i) Name and address of the Contracor 

(ii) Service Tax Registration no./ STC, no. 

(iii) SI. No. of the invoice/ challan 

(iv) Date of issue 

(v) Description and value of input service 

(vi) Service tax paid/ payable 

CENVATABLE service tax given in the price part shall be subject to the statutory variation in service . tax 

subsequent to submission of last price bid.

CENVAT BENEFITS 

(I) Cenvat benefit is being availed by HPCL. All documents of materials brought to the site of work 

by CONTRACTOR shall be prepared with the notation "Consignee - Hindustan Petroleum 

Corporation Limited, Visakh Refinery A/c CONTRACTOR" to enable Owner to claim CENVAT 

benefits. In case, due to the consignee name being mentioned in any other way or due to any 

other defect in the relevant documents, HPCL is deprived of availing cenvat benefit, than such 

amount shall not be reimbursed to the CONTRACTOR. Contractor to ensure that all valid 

documents are provided to HPCL to avail cenvat benefit. 

(II) The CONTRACTOR shall confirm that Cenvat benefit for supply of the specified goods can be 

passed on to HPCL and shall be required to provide the OWNER with all documents necessary 

for the OWNER to claim CENVAT benefit on the countervailing duty and excise, duty paid on 

the materials covered by the supplies, including (but not limited to) transporter's Copy of Challan 

for excise duty, copy of Registration with Central Excise Authority & Invoices under Rules 57G or 

57T for CVD. 

(III) The classification of goods as per Central Excise / Customs Tariff should be correctly done to 

ensure that CENVAT benefit is not lost by the OWNER on account of any error on the part of the 

CONTRACTOR. 

(IV) The amount of cenvatable excise duty and cenvatable CVD shall be reimbursed to the 

CONTRACTOR at actual against documentary evidence on production of all related documents 

in accordance with provision of Bidding Document enabling the OWNER to avail Cenvat 

benefits and only after the materials / equipments supplied are erected / installed. In case Owner 

is not able to avail Cenvatable credit based on documentation furnished by the 

CONTRACTOR then such amount shall not be reimbursed. CONTRACTOR shall indicate 

the cenvatable Excise duty and Cenvatable CVD in Proforma V.b of Schedule of Price. 

Value Added tax (VAT) 

Bidders shall indicate the VAT amount for which input tax credit shall be available to owner 

under VAT act in the Proforma V.c of the price schedule. The input tax credit amount shall be 

reimbursed to the contractor on production of all related documents and owner is able to take 

VAT credit in accordance with provision of VAT act. Contractor shall submit proper tax invoices 

for local purchases as per the AP VAT act, to enable HPCL to make full input tax credit under 

AP VAT act. TIN No. of HPCL is 28790125395.

Sl. 

No. 

Description 

1 Amount of Cenvatable service tax 

NOTE : 

CENVATABLE SERVICE TAX DETAILS 

Amount In figures 

(Rs) 

1. Owner shall reimburse Cenvatable service tax against production of documentary evidence. 

2. The quoted lump sum price in Proforma-V, shall be excluding Cenvatable service tax. 

Proforma-V.a 

Amount in words 

(Rs) 

SIGNATURE / SEAL OF TENDERER

Sl. 

No. 

CENVATABLE EXCISE DUTY AND CENVATABLE CVD AMOUNT 

Description 

A CENVATABLE AMOUNT TOWARDS EXCISE DUTY in INR 

B CENVATABLE AMOUNT TOWARDS CVD in INR 

C Total (A + B) 

NOTE : 

Amount In figures 

(Rs) 

Proforma-V.b 

Amount in words 

(Rs) 

1. The quoted Lump sum price in Proforma-V, shall be excluding CENVATABLE EXCISE DUTY and 

CENVATABLE CVD. The amount of cenvatable excise duty and cenvatable CVD shall be reimbursed to the 

contractor on production of all related documents in accordance with bidding document and after the material / 

equipment supplied are fabricated / erected and installed. 


Sl. 

No. 

INPUT TAX CREDIT UNDER VAT ACT 

Description 

1 Total amount for which Input tax credit shall be available to owner under 

VAT act. 

NOTE : 

Amount In 

figures 

(Rs) 

Proforma-V.c 

Amount in 

words 

(Rs) 

1. The quoted Lumpsum price in Proforma-V shall be excluding VAT amount for which input tax credit shall be 

available to owner under VAT act. 

2. The input tax credit amount shall be reimbursed to the contractor on production of all related documents and 

owner is able to take VAT credit in accordance with provision VAT act. 


PRICE BREAK UP 

OF 

LUMPSUM PRICE

Sl 

No 

1.0 

2.0 

3.0 

4.0 

Proforma – VI 

PRICE BREAK UP SCHEDULE 

PRICE (IN Rs.) 

DESCRIPTION (in figures) (in words) 

Procurement of all materials, fabrication and 

supply of one stack each for 11-F-01 and 

12-F-01 including refractory lining, heat dry out 

and painting ex-contractor’s work shop in two 

pieces and all other structural items. 

Procurement of all materials (except FIM by 

HPCL) Fabrication and supply of one 

convection section each for 11-F-01 and 

12-F-01 including refractory lining, hydraulic 

testing and painting at HPCL fabrication yard. 

Dismantling of one stack each and one 


12-F-01 and other associated items and 

erection of one new stack each and one new 


12-F-01 and other associated items complete in 

all aspects. Deploying Demag 2000 CC crane 

and other cranes.. 

Lumpsum transportation charges for 

transportation of all items viz, stacks, 

convection sections, structural items etc. to 

HPCL erection site, transportation of 

dismantled stacks, convection sections and 

other items to HPCL’s designated area as per 

the instructions of the Engineer in-charge. 

NOTE : 

1. The break up prices at 1,2 & 4 indicated above are for calculating LD 

against supply as per clause no: 8.i of terms and conditions of contract of 

tender document 

2. The break up prices at 3 indicated above are for calculating LD against 

supply as per clause no: 8.ii of terms and conditions of contract of tender 

document 

Signature of the Tenderer

list of drawings - Hindustan Petroleum Corporation Limited

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