SECURITY SERVICES AT BHILAI HOUSING COMPLEX, DURG- CHATTISGARH

REQUEST FOR QUOTATION:

SECURITY SERVICES AT:

Bhilai Complex, Durg(Chattisgarh)

BHARAT PETROLEUM

CORPORATION LIMITED,

MANAGER ENGINEERING (RETAIL),

R EQUEST FOR QUOTATION

SECURITY SERVICES AT :

S. LOCATION ADDRESS REQUIRED SECURIRY GUARD

No. ARMED UNARMED

1 BPCL Bhilai BPCL Staff Quarters, 0

Complex, Durg Vasundhara Nagar, Bhilai, Dist

Durg, Pin-490025

BPCL Complex, Bhilai, Durg

INSTRUCTIONS TO THE BIDDERS:

Time Period for Completion: 2 Year

Due Date For Quote: 11.12.2025 15:00 hrs

Tender Floated By: Manager (Engg) Retail, Raipur

NOTE TO ALL BIDDERS:

1. This tender is floated on BPCL Eproc portal and the tender document is to be submitted as through

this portal only. No manual submission will be entertained.

2. Please submit your competitive quotes latest by 11.12.2025 by 15:00hrs

3. The tender is for 2 year. The tender can be extended for one more year on satisfactory performance

and mutual agreement.

4. Taxes if applicable should be mentioned clearly and no claims will be entertained after opening of

5. For any clarifications, you may contact the following persons from Monday to Saturday (9:30 am to

Pawan Kumar (Mob No 9967079767, Email id: [email protected])

6. By bidding for the job work, it is understood that you confirm that you accept the terms and

condition of the offer.

7. The successful bidder should submit security deposit of 10% of the contract value or Rs 1 lakh

whichever is lower, as per the format before signing of the agreement.

8. BPCL will not be responsible for any delay in submitting the bid due to connectivity issues or any

other technical issue at your end.

9. Minimum wages/Notified wages as applicable should be paid to all the security staff employed by

10. The service charges rates quoted by you will be constant throughout the tender period.

11. Proper uniform should be provided to the security staff appointed by you. No separate payments

will be made by BPCL.

C OLLECTIVE REQUEST FOR QUOTATION

ANNEXURE I - PREAMBLE

1. Bharat Petroleum Corporation Ltd. Invites quotations for providing security services at

BPCL Bhilai Complex, Durg(Chhattisgarh)

2. Request for the document, or any clarifications can also be made by e-mail addressed

to [email protected]

3. BPCL shall not be responsible for any expenses incurred by tenderers in connection

with the preparation and delivery of their bids.

4. Bids from Consortium shall not be accepted. Telex / Telegraphic / Fax / E-mail bids

shall not be accepted.

5. Vendors who have been “Black listed” or have currently been put on “Holiday List”, by

virtue of unsatisfactory performance, by any office of BPCL, are not eligible to quote

for this tender. Quotations received from such vendors, shall be rejected. Decision of

BPCL shall be final and binding.

6. For clarifications, if any, please feel free to contact the undersigned on any working day

between 09:00 am to 6:00 pm.

MANAGER ENGINEERING (RETAIL), Raipur

EMAIL – [email protected]

R EQUEST FOR QUOTATION

ANNEXURE II - INSTRUCTIONS TO TENDERERS

1. This is a limited tender and Competitive offers are invited from all parties registered/enlisted

under DGR for security services at BPCL Bhilai Complex, Durg

2. The detailed technical specifications and estimated quantities have been provided in this tender

3. Tenderers are requested to carefully study all the documents / annexures, and understand

the terms & conditions, specifications, etc., before quoting their rates. In case of doubt,

written/ e-mail clarifications should be obtained, but this shall not be a justification for late

submission of the bid or request for extension of due date. Offers should strictly be in

accordance with the tender terms & conditions and our specifications.

4. The estimate includes 10% Service charge. Vendor to give additional % of

Service charge(Additional To 10% Service charge) against the given

5. In case of tie in quotation by bidders, the award of tender will be done on

basis of Seniority as per DGR Norms

6. No additional amount shall be paid by the BPCL or by the service persons to the contractor.

7. All the supporting documents submitted by the tenderers should be legible, signed, stamped

and attested by the authorized signatory as specified below in clause

8. The authorized signatory shall be :-

a) Proprietor in case of proprietary concern.

b) Authorised partners in case of partnership firm.

c) Director, in case of a limited Company, duly authorized by its board of directors to sign.

9. If for any reason, the proprietor or the authorised partner or director as the case may be are

unable to sign the document, the said document should be signed by the constituted attorney

having full authority to sign the tender document and copy of such authority letter as also the

power of attorney, duly signed in the presence of a Notary public should be submitted along

10. Bids submitted after the due date and time and those not in the format or not inconformity with

the prescribed terms and conditions or specifications shall be summarily rejected and no further

correspondence/ enquiries shall be entertained on the issue. No responsibility shall be taken

by the Corporation for bids not submitted in time and/or the instruments received late due to

postal delay and no claims on this account shall be entertained.

11. The rates quoted should not have any quantity restrictions. Incomplete offers or offers

received with deviations / subjective or counter conditions/ quantity restrictions are liable to

be rejected and no further correspondence / enquiries on this issue by the tenderer shall be

12. Unsolicited / conditional discounts if offered by any party will not be considered and offers of

parties offering such unsolicited discounts are liable to be rejected.

13. The offer submitted by the tenderer shall be valid for acceptance for a period of 90 days from

the date of closing of the tender. In case of successful tenderer, the finalized rate shall remain

valid till conclusion of the contract in all respects.

14. ACCEPTANCE OF THE OFFER BY THE CORPORATION: Based on the offers received, BPCL will

place order to successful bidder whose offer is considered acceptable to BPCL. Any terms and

conditions attached/printed overleaf by the Tenderer in his offer will not be binding on BPCL.

Tenders with counter or subjective conditions are liable to be rejected.

a. Evaluation of the Price Bid

i. The evaluation of the price bid will be based on total quoted price. Ranking of

vendors, if required for the purpose of negotiations, will be based on the

original quotation/DGR recommendations.

ii. BPCL reserves the right to negotiate with tenderers and counter offer a rate if

required. Tenderers may have to attend the concerned office of the

Corporation for negotiations/ clarifications if required at their own cost, in

respect of their quotations without any commitment from the Corporation.

iii. BPCL also reserves the right to reject any un-workable offer. Purchase/price

preference as applicable would be given to Public Sector Enterprises as per

directives of the Government of India.

iv. In the event that same rate is quoted by two tenderers, Tender will be awarded

to Party which has maximum experience in the relevant field.

v. In the event the successful Tenderer (L1) fails to perform in the manner as

stipulated in the contract, BPCL may place orders to next best tenderers at the

cost and risk of successful tenderer, if considered necessary. The L2 has to

match L1 Rates in that case.

15. The successful tenderers shall be required to submit physical hard copies of the entire tender

document and all the supporting documents submitted online, duly signed and stamped all

16. No mobilization advance shall be given. The rates shall be firm during the validity period of

contract and no request will be entertained on any account.

17. It shall be understood that every endeavor has been made to avoid errors which can

materially affect the basis of the tender and the successful Tenderer shall take upon himself

and provide for risk of any error which may subsequently be discovered and shall make no

subsequent claim on account thereof.

18. Courts in the city of Mumbai alone shall have jurisdiction to entertain any application or other

proceedings in respect of anything arising under this tender either before or after or during

finalization of the tender.

ANNEXURE III: TERMS AND CONDITIONS OF THE CONTRACT

GENERAL TERMS & CONDITIONS

1. The Agency shall carry out the work of providing security services at BPCL Bhilai Complex,

2. Security services mean and include without limiting generality of its definition; The Agency will

provide full security and safety of the valuable property of the Company such as Cash, Motor

Spirit, High Speed Diesel, Lubricants, Pump machinery, Generator sets, Air Compressor etc.,

and also of the vehicles of the customers parked within the premises of the Retail Outlet, such

other activities and work as may be specified by the Company from time to time in writing and

also as per the details provided by officer incharge for COCOs.

3. Also for BPCL State offices which includes Safety and security of the state office premises. Gate

entry time and exit time of visitors with Gate pass entry. Security of the company assets etc.

4. Vendors should read the tender documents very carefully and must upload all the

required documents as asked. There shall be no further documents asked from

vendors in case of shortage of required documents, same will be disqualified

5. The successful bidder shall ensure that the engaged personnel to be issued with ID card, PPEs

& other allied items at bidder’s own cost & it shall not be charged to the personnel. Further,

registration of personnel if required for PF, ESI, bonus, gratuity & other statutory accounts

shall be done by successful bidder. STRICTLY NO registration cost/ fees/ enrolment charge etc.

shall be recovered from the engaged personnel in this regard.

6. The Agency hereby Covenants with the Company:

a) The said agency shall provide manpower as mentioned below:

S. LOCATION ADDRESS REQUIRED SECURIRY GUARD

No. ARMED UNARMED

1 BPCL Bhilai BPCL Staff Quarters, 0

Complex, Durg Vasundhara Nagar, Bhilai, Dist

Durg, Pin-490025

The Guard duty will be advised by Engineer in charge. The Agency shall submit a list of

persons engaged by it for the security services along with their father's name, detailed

address, Aadhar card and police verification copy. The number of guards can be varied as

per requirement.

b) It is hereby agreed that all supervision, management and control including taking

disciplinary actions over such employed staffs will at all times vest with the 'Agency' and all

issues/dispute, if any, arising out of employment/engagement of the persons at the Retail

Outlet premises by the Agency shall be resolved directly with the concerned persons by the

Agency without reference to the company. The 'Agency' shall ensure that such employed

staffs do not make any warranties or commitments on behalf of BPCL.

c) To maintain electricity meter records of all the retail outlet each day and provide final

readings on 1st of each month.

d) To maintain daily records for usage of diesel for DG set installed in the colony premises.

e) Prevent entry of cattle in the plant premises.

f) Night shift patrolling at the RO premises particularly on the backside of the RO is to be

rigorously adhered to and findings are to be lodged/passed on to the concerned

corporation’s Officer.

g) To ensure at its own cost that the Security personnel so deployed at the Retail Outlet

always wear proper uniform as specified by the company.

h) To ensure that the Security deployed for the Security services are reliable and have good

service record and personality. Agency shall also ensure that personnel so deployed by it

have required competency, skill and experience for the works assigned to him/them.

i) To also ensure that the staff deployed at the Company's premises will be fully trained in

firefighting operations and shall operate firefighting equipment as and when so required.

j) To be fully responsible for the act and good conduct of each individual deployed by it in the

Company's premises. The Agency shall maintain regularity, punctuality and faithfulness

and also maintain an attendance register of the employees /persons deployed by it in the

company premises showing therein the persons attending their duties and the Agency

shall produce the register as and when required by the Company.

k) To maintain proper and correct record and account as specified by the company from time

to time. Company shall have right to inspect the records so maintained by the Agency and

Agency shall whenever require by the company produce such records.

l) To take out the necessary License, Registration, Approval, permit etc as per the law

applicable and to get the same renewed from time to time and shall be liable to pay all the

taxes, fees, levies, duties etc. as payable to the Government and other authorities now or

hereafter imposed by any Central or State Government authorities for the services

rendered under this agreement.

m) To ensure due and complete compliance with all laws, regulations, rules ,etc. whether of

Central Government or of the State Government or of any other competent authority

applicable to the person engaged / employed and the services rendered by it or whose

services are availed by the agency, whether in connection with the Security Services at the

Retail outlet or otherwise including Employees State Insurance Act, Employees Provident Fund

(and Miscellaneous provisions) Act, Gratuity Act, Contract Labour (Regulation & Abolition) Act

1970, Payment of Bonus Act etc. and shall be solely responsible for the payment of wages which

shall not be less than minimum wages as per law applicable to the persons deployed by it in the

Company's premises.

n) The Company shall have right to inspect the records maintained by the Agency

concerning such persons from time to time and Agency shall whenever require by the

company produce such records in order to ascertain whether or not requirement of all such

laws, regulations, rules etc. have been complied by the Agency. In the event of any

contravention of such laws, regulations, rules etc. coming to light whether as a result of

such inspection or otherwise and even of the agency failing to effect such compliance

within the time prescribed, then Company shall without prejudice to its rights be entitled to

withhold, from the amount payable to the Agency any amount payable to such persons

engaged/ deployed under any such laws regulations or rules, to make payment thereof

to much persons deployed.

o) The Agency shall ensure that the services rendered under this agreement are carried out to

the satisfaction of the Corporation and shall not do or suffer to be done in or about the

premises of the Corporation anything whatsoever which in the opinion of the Corporation

may be or become a nuisance or danger or which may adversely affect the property,

reputation or interest of the Corporation.

7. The Agency expressly understands, agrees and accepts that this agreement

has been arrived at between the Company and the Agency on a principal to principal basis. The

Agency further agrees and accepts that it is not and will not be a contractor of the company.

The persons engaged/deployed by the Agency for the purpose of carrying out the business

under the agreement shall be the employees of the Agency and they shall have no privity of

contract with the Company.

8. That the Agency shall submit a bill every month and each bill shall be submitted on and

before the 7th day of the succeeding month and the company shall make payment thereof

within a period of two weeks of the receipt of such bill. The Agency shall ensure

disbursement of wages/etc to their employees /persons engaged by it on or before 7th of

the next month for the previous month's work. The remuneration payable to the Agency

shall include the cost of consumables and manpower. Consumables will not be paid extra.

The Agency shall at all the times fully indemnify the Company from and against all losses,

damages, claims, suits, etc. arising from and in connection with injury to person or property

or otherwise, whatsoever in connection with matters connected with this agreement.

9. The Agency will ensure that he or his partner (if it is a partnership firm) or his employees,

representatives, agents shall not smoke or carry match boxes, mechanical lighters inside the

company's premises and would ensure that their employees do not smoke in the Retail

Outlet premises. The Agency and its employees shall be bound to follow the petroleum laws

and the instructions issued thereunder while performing Security Services at the BPCL Retail

10. No sub contract shall be allowed or responsibility and duties allowed to be shifted by the

Agency for provision of the above Security services.

11. The agreement can be terminated at the option of the Company by giving one month notice

to the Agency in writing without assigning any reason whatsoever. The Agency can submit

resignation by giving three months prior notice and physical removal of its staff from our site

before expiry for termination of the agreement.

12. Notwithstanding anything to the contrary herein contained, if at any time during the period

of the agreement it is observed by the Company that the service rendered by the Agency are

not to the satisfaction of the Company or any terms of the

13. Any dispute or difference of any nature whatsoever, any claim, cross-claim, counter-claim or

set off of Company / Agency against omission or account of any of the parties hereto arising

out of or in related to this Agreement shall be referred to an external arbitrator

14. The law applicable to such proceedings will be the Arbitration and Conciliation Act, 1996 or

any other enactment in replacement thereof. The language of the proceedings will be

English and the place of proceedings will be Mumbai. The parties hereby agree that the

Courts in the city of Mumbai alone shall have jurisdiction to entertain any application or

other proceedings in respect of anything arising under this Agreement and any Award or

Awards made by the Sole Arbitrator hereunder shall be filed, if required, in the concerned

Courts in the city of Mumbai alone.

E XECUTION OF AGREEMENT: -

1. The successful tenderer shall, within 7 days of the company’s communication to him of the

acceptance of his offer, execute a formal agreement with the company on the company’s

1. Invoices shall be submitted to and certified by COCO officer/Sales officer which on receipt

at BPCL Territory office, 100% of the amount shall be cleared within 15 Working Days, after

deduction of any taxes (as applicable)

ANNEXURE IV: TEMPLATE: SECURITY AGREEMENT

THIS AGREEMENT is made on this day of Two thousand and

between BHARAT PETROLEUM CORPORATION LIMITED, a company incorporated under

the Indian Companies Act, 1913 and carrying on business inter alia at Bharat Bhavan, 4 &

Currimbhoy Road, Ballard Estate, Mumbai 400 001 hereinafter referred to as 'Company' (which

expression shall unless excluded by or repugnant to the context mean and include its successors

and assigns) of the O NE PART

son of residing

at _ carrying on business as

sole proprietor under the name and style of M/s. and

having its office at hereinafter referred to as

(which expression shall unless excluded by or repugnant to the context mean his/her heirs,

executors and permitted assigns) of the OTHER PART.

, son of residing at

son of residing at

residing at and carrying on business in co-partnership under the name

style of M/s. ____________having its office at _ _ _ _ _ _ _ _ _ herein after referred to

as 'Agency' (which expression shall unless excluded by or repugnant to the context mean and

include the legal heirs of the deceased partner and/or the incoming partners as the case may

be) of the OTHER PART.

AND WHEREAS B.P.C.L. has been owning and/or taking on lease plots of land at various

locations in India and has been setting up Retail Outlets for sale of motor spirit, HSD,

Lubricants and other Petroleum Products.

AND WHEREAS B.P.C.L. is having its retail outlet at ________________________ hereinafter

referred to as 'BPCL retail outlet'

AND WHEREAS the Company intends to engage a 'Security Agency' for performing Security

Services at Fuelling and Common Non-fuelling area of BPCL Retail Outlet referred above.

AND WHEREAS _________________________is a leading Security Agency providing security to

the lifeand property of its different cliental throughout India and has expressed its desire to

provide the security to the personnel and property of BPCL at its Retail Outlet.

AND WHEREAS FURTHER parties have negotiated and have entered into this

NOW THESE PRESENTS WITNESS AND IT IS HEREBY AGREED AND DECLARED AS FOLLOWS:-

1. The Agency shall carry out the work of providing security services at _______________, Company

Owned & Company Operated Retail Outlet at ___________________________, for the Company on

the terms and conditions herein contained .

2. The Agency will provide full security and safety of the valuable property of the Company such as Cash,

Motor Spirit, High Speed Diesel, Lubricants, Pump machinery, Generator sets, Air Compressor etc.,

and also of the vehicles of the customers parked within the premises of the Retail Outlet.

3. The said agency has inspected the Retail Outlet and has assessed that it would be necessary for it,

inter-alia to have security personnel at the Retail Outlet

NOW THIS AGREEMENT WITNESSETH :

That the Company hereby agrees to engage the Agency to safeguard its property (both moveable and

immoveable) situated at _______________

1. For a period of 24 months w.e.f. __________________. The contract can be renewed on mutual

consent, if required.

2. The Agency has assured the company that company and customers’ property (both moveable and

immoveable) situated in the Retail Outlet will be secured round the clock and the schedule for

security personnel for guarding the Retail Outlet would be as below :

That the deployment of the security guards, will be decided by the Officers of the Company would make

payment for ______________________________ for round the clock supervision on all days of the week.

3. The Agency hereby undertakes :

a) Not to allow any unauthorised person into the Retail Outlet premises.

b) To be fully responsible for posting/deployment/transfer/shifting of the security staff at the

Retail Outlet and the company shall be totally indemnified from any litigation / dispute

arising out of the above.

c) To ensure that all vehicles are properly parked at the designated parking zone

d) To keep vigilance inside and outside the boundary of the site and ensure that there is no

flame, cooking, smoking or any other hazardous activity carried out within the licensed

e) Attend the telephone calls as and when required and convey all messages to the concerned

company officials.

f) To maintain all logbooks where detailed events/observations of the guards will be recorded

and submit the same to the RO Manager in charge or company officers.

g) To maintain liaison with the local police authorities and with the permission of the Manager

RO in-charge to report any incident to the local police and pursue such complaint with the

police authorities.

h) To carry out any other task in the interest of security of the premises and ensure that the

premises are free from all security hazards.

i) To ensure that the security staff maintain / display high degree of discipline at the premises

and while dealing with CO’s officials / customers and staff on duty.

j) To carry out complete vigilance of the premises and to attempt to thwart any attempt of

forcible intrusion into the Cash Counter Room.

4. The Agency Covenants with the Company

a) The agency should have their registered office in the state of Haryana.

b) To provide additional security guards and/or supervisors to the Company as and when so

required by the Company. The payment in respect of such additional staff shall be made on

the same basis as mentioned in this agreement.

c) To ensure that the security guards as well as security supervisors would be preferably from

Ex-servicemen from the frontline fighting units with good service record and that they shall

be in the age below 40 years old with good personality with minimum 3-6 years of

d) It shall be fully responsible for the verification of the reliability of each individual deployed by

it in the company’s premises.

e) It shall also be responsible for the good conduct of the personnel deployed by it in the

f) To comply with all statutes, Rules, Regulations including Employees State Insurance Act,

Employees Provident Fund (and miscellaneous provisions) Act, Contract Labour (Regulation &

Abolition) Act, 1970, payment of Bonus Act and shall pay wages which shall not be less than

minimum wages prescribed by DGR to the employees deployed by it in the Company’s

g) All/issues/dispute, if any, arising out of employment/engagement of the security staff at the

Retail Outlet premises by the Agency shall be resolved directly with the concerned staff by

the Agency without reference to the company.

h) To take out the necessary License under the Contract Labor (Regulation & Abolition) Act and

to get the same renewed from time to time.

i) The Agency shall ensure to make payment of provident fund dues, ESI contributions or any

other local levy direct to the authorities in respect of the employees engaged by it and

forward necessary clearance certificate from ESIC on a period basis to BPCL for their record.

j) The Agency shall maintain regularity, punctuality and faithfulness and also maintain an

attendance register of the employees deployed by it in the company premises showing

therein the persons attending their duties and the Agency shall produce the register as and

when required by the Company.

k) The Agency shall also submit a list of workmen engaged by it along with their father’s name,

detailed address, aadhar card and police verification copy.

l) The Agency shall also ensure that the staff deployed at the Company’s premises will be fully

trained in firefighting operations and shall operate firefighting equipment as and who so

required. The firm shall maintain a register of training in firefighting imparted by it to its staff

from time to time.

m) The Agency shall ensure that the security guards so deployed at the Retail Outlet are always

wearing a proper Uniform.

5. The Agency agrees and accepts that this agreement has been arrived at between the Company and

the Agency on a principal to principal basis. The Agency further agrees and accepts that it is not and

will not be a contractor of the company. The employees engaged/deployed by the Agency for the

purpose of carrying out the business under the agreement shall be the employees of the Agency and

they shall have no privity of contract with the company.

6. That the company undertakes to pay to the Agency a sum of ____________ per month.

That the Agency shall submit a bill every month and each bill shall be submitted on and before the 7 th

day of the succeeding month and the company shall make payment thereof within a period of two

weeks of the receipt of such bill.

The Agency shall ensure disbursement of wages/etc., to their employees on or before 7 of the next

month for the previous month’s work and shall submit a proof for the same to the Company.

7. The Agency shall at all times fully indemnify the Company from and against all losses, damages,

claims, suits, etc. arising from and in connection with injury to person or property or otherwise,

whatsoever in connection with matters connected with this agreement.

8. The Agency will ensure that he or his partner (if it is a partnership firm) of his employees,

representatives, agents shall not smoke or carry match boxes, mechanical lighters inside the

company’s premises and would ensure that their employees do not smoke in the Retail Outlet

premises and shall be bound to follow rules and regulations of statutory authorities and BPCL

regarding usage of premises.

9. No sub contract shall be allowed or responsibility allowed to be shifted by the Agency for provision of

the above security arrangements.

10. If at any time during the period of the agreement it is observed by the company, its authorised

representative that the service rendered by the Agency are not to the satisfaction of the company or

any terms of the agreement are violated, the company will have the right to terminate the agreement

without any notice to the Agency.

11. Notwithstanding anything to the contrary herein contained, the agreement can be terminated at the

option of the Corporation by giving one month notice to the Agency in writing without assigning any

reason whatsoever. The Agency can submit resignation by giving three months prior notice and

physical removal of its staff from our site before expiry for termination of the agreement.

12. The Court in the city of Mumbai alone shall be exclusive jurisdiction to entertain any suit, application

or other proceeding in respect of any claim or dispute arising under this Agreement.

13. Any dispute or difference whatsoever arising out of or in connection with this Agreement

including any question regarding its existence, validity, construction, interpretation,

application, meaning, scope, operation or effect of this contract or termination thereof shall

be referred to and finally resolved through arbitration as per the procedure mentioned

(a) The dispute or difference shall, in any event, be referred only to a Sole Arbitrator.

(b) The appointment and arbitration proceedings shall be conducted in accordance with

SCOPE forum of Arbitration Rules for the time being in force or as amended from time

(c) The Seat of arbitration shall be at Mumbai.

(d) The proceedings shall be conducted in English language.

(e) The cost of the proceedings shall be equally borne by the parties, unless otherwise

directed by the Sole Arbitrator”.

IN WITNESS WHEREOF the parties hereto have set their respective hands and seal the day, month and year

first above written.

SIGNED, SEALED AND DELIVERED

by Bharat Petroleum Corporation Limited

through Shri _____________

its Constituted Attorney

in the presence of :

SIGNED, SEALED AND DELIVERED

14. in the presence of :

ANNEXURE V: TEMPLATE: EMD DECLARATION

DECLARATION FOR BID SECURITY/EARNEST MONEY DEPOSIT (EMD)

M/s. Bharat Petroleum Corporation Limited.

After examining/reviewing provisions of above referred tender document (including all

corrigendum/Addenda), we M/s.__________________________________ (Name of Bidder) have submitted

our offer/bid no. …………………………………………………..

We, M/s _________________________ (Name of Bidder) hereby understand that, according to your

conditions, we are submitting this Declaration for Bid Security.

We understand that we will be put on watch list/holiday/banning list (as per polices of Bharat Petroleum

Corporation Limited in this regards), if we are in breach of our obligation(s) as per following:

(a) Have withdrawn/modified/amended, impair or derogates from the tender, my/our bid during the

period of bid validity specified in the form of Bid: or

(b) Having been notified of the acceptance of our Bid by the M/s Bharat Petroleum Corporation Limited

during the period of bid Validity:

i. Fail or refuse to execute the Contract, if required, or

ii. Fail or refuse to furnish the Contract performance Security, in accordance provisions of tender

iii. Fail or refuse to accept ‘arithmetical corrections’ as per provision of tender document.

(c) Have indulged in corrupt/fraudulent/collusive/coercive practice as per procedure.

[Signature of Authorized Signatory of Bidder]

ANNEXURE VI: SPECIAL TERMS & CONDITIONS:

SECURITY & SURVEILLANCE SERVICES AT OUR COCO ROS & STATE OFFICES

1. The Firm shall be responsible for providing surveillance and caretaking services at the said

premises. The services would be rendered during night shift (in shift of 8 hours), including all

Sundays and Holidays.

2. The Firm shall be responsible for keeping vigilance inside the boundary of the said premises

and in close proximity outside the boundary. It shall check the outgoing material from the said

premises and ensure that the same is taken out only with the required prior permission of the

concerned Officials of the Company. It shall also check the incoming material and ensure that

the same is taken in only against Delivery Challans / prior permission of the concerned Officials

of the Company.

3. It shall maintain a detailed list of inventory, in the Inventory Register for all the assets,

equipment’s, items lying in the said premises, common area and such other open areas

where the assets or consumables are stored temporarily or permanently. It shall observe

handing over / taking over of such inventory at the time of shift changes and record the same

in a Log-book. For lockable spaces, handing over / taking over of the locks in good working

conditions, in locked condition shall be checked at the time of handing over. Detailed events /

observations shall also be recorded in the said log book.

4. The Firm shall also ensure that its representatives/personnel deployed in the said premises

shall wear proper and clean uniform at all time so that they are identifiable by general

public/visitors. The Company shall not be liable to pay for these uniforms and / or their

maintenance thereof. All the security personals shall be neatly attired with full uniform along

with name plate, barrettes, belts, whistle, stick, etc. and shall observe all the discipline of a

security personal.

5. The Firm shall ensure practice of all the safety measures in vogue as on date and as evolved

from time to time as per the Company’s policy by its representatives deployed under this

agreement. In addition, the personnel deployed shall also carry Lathi, Flame proof Torch etc.

The Firm shall ensure that all the personnel deployed by the Firm are trained to handle fire-

fighting operations.

6. It shall maintain liaison with local police authorities and fire department with permission of

the company through its authorized representative, for reporting any untoward incident to

the local police and pursue such complaints with the police authorities.

7. The Firm shall strictly comply with all the guidelines of Directorate of Employment and should

have a valid PSARA licence for operating of security agencies and related activities.

8. The Firm shall deploy adequate number of personnel to discharge its obligation under this

agreement and would have to arrange for relievers against leave absence, extra /extended

working hours. However extra /extended working hours shall be done only in cases of extreme

exigency, with prior intimation, keeping in mind the sensitivity of the said premises.

9. The successful bidder will provide weekly offs and other holidays/leaves to the security

personnel by keeping extra manpower for which there is a provision of extra billing as per

10. The strength of personnel can be increased/ decreased subsequently, if the firm so desires,

with prior approval of the Company through its authorized representative. The payment in

respect of such increase / decrease in personnel shall be made as applicable.

11. The Firm shall be responsible for the good conduct of its personnel deployed by it in the said

premises and shall rotate the postings of its personnel regularly. It would be the responsibility

of the Firm to check the character and antecedents of its personnel and ensure that its

representatives are having experience in such surveillance activities and for the same it would

12. The Firm shall indemnify the Company against the consequences arising out of its personnel’s

default or negligence or violations of the rules applicable at the place of work.

13. The Firm shall observe and comply with the requirements of the Minimum Wages Act, ESI Act,

EPF & MP Act, Workmen Compensation Act and all other Industrial / Labour Legislations (for

the time being in force and as amended from time to time) governing the relationship

between the Firm and its employees and keep the Company indemnified against all claims,

payments, losses, damages or levies etc that the Company may have to suffer on account

14. That the Firm shall also accept and indemnify the Company against any liability for payment of

compensation arising under the Workmen’s Compensation Act or otherwise which the

Company may be called upon to make good under the provisions of the said Act or any other

Act for the time being in force, to any such personnel of the firm on account of death or any

injury sustained or claim arising from permanent disablement of the personnel during the

course of employment and also indemnify the Company for any expenses incurred by the

Company in connection with any claim preferred by its personnel and/or against all actions,

claims and demand whatsoever in respect thereof or in respect of any loss, injury or damages

whatsoever to any third person caused by its personnel.

15. The Firm shall also be required to comply with the provisions of Contract Labour (R&A) Act,

1970 for the time being in force and as amended from time to time and it shall maintain all

records in accordance with the said Act, as applicable and indemnify the Company against any

claim or fine or levy or interest etc that it may be called upon to sustain/ pay under the

provisions of the said Act. As and when necessary, the Firm shall obtain necessary licenses

/permits as required under the Contract Labour (Regulation & Abolition Act, 1970) or such

other laws as applicable and produce the same to the authorised representative of the

Company as and when called upon for.

16. The Firm shall be responsible for making payment of salaries and such other payments to its

personnel as per the rates applicable and as per guideline of the DGR. The Firm shall maintain

an attendance register of its personnel deployed at the said premises under its control and

supervision and produce the register and such other records/ registers / documents as and

when required/ called for by the Company or its authorized Officials.

17. Rate quoted for Security Guard would be revised on revision of minimum wages by

Centre/State. A written request along with copy of Minimum wages circular for “Revision of

Minimum Wage” should be enclosed for the same.

18. The strategic points where surveillance personnel are to be deployed would be discussed and

decided by the Firm in consultation with the Company through its authorised representative

and the Firm shall ensure that the required personnel are strictly deployed at those strategic

points. If the need arises, these strategic points may be changed by the Firm, with prior

approval of the Company through its authorised representative.

19. In case of any loss/ theft/ burglary of the property of the Company in the said premises, the

Firm and the Company would have a joint enquiry consisting of representatives of the Firm

and of the Company. The Firm shall have to depute its special investigator at its own cost to

conduct preliminary enquiry to fix / apportion blame and responsibility to make good the loss.

20. The Company will lodge FIR with the police as and when the need arises and the Firm shall

provide all necessary cooperation, documents, materials required and help, for lodging the

21. In case of noncompliance of any contractual obligation(s) and/or in case of any damages,

breakage or loss of property or theft, vehicles parked in the said premises or fittings, assets

and equipment and /or burglary in the offices/common facilities which is attributable to the

personnel deployed by the Firm or due to their negligence, the Firm shall indemnify the

Company after joint enquiry for any loss or damage that may be caused to the Company on

account of negligence of the personnel posted at the said premises. Under such

circumstances, the Firm shall be responsible for repairing/ replacing the same and making

good the loss at their cost failing which the actual cost incurred towards repair/ replacement

shall be imposed on the Firm by the Company.

22. That the Firm would under no circumstances sub-let or sub-contract its obligations

responsibilities under the present agreement to any other body or person for rendering the

Surveillance and caretaking services at the said premises.

Validity of Contract

23. The contract shall be valid for a period of one year w.e.f. 01.08.2025 (06:00 Hrs) to 30.07.2027

(24:00 Hrs). If the performance of the party is found satisfactory which shall be reviewed on

annual basis the same can be extended for the further period of one year at the mutual

24. If it is mutually agreeable to the above parties, the contract may be extended for a period of

one year on same rate, terms and conditions or after incorporating the changes in the rates /

conditions and /or as per the minimum wages applicable. However, the Company has the right

to award the said job for further period(s) to any other party at any rates as deemed fit and

the decision of the Company will be final in this regard.

25. If at any time during the period of the contract, it is observed by the Company through its

authorised representative/s that the services rendered by the Firm are not to the satisfaction

of the Company or any of the terms of the Agreement is violated, the Company shall have the

right to terminate the contract and in such circumstance the Firm would not have any right to

any claim and/or damages or loss from the Company. The Contract can be terminated by

either party by giving one month’s notice.

26. Payment to the personnel to be made thru NEFT / RTGS / Fund Transfer in their bank account

only on or before 7th date of following month. A proof of payment should be submitted to the

concerned officer of BPCL along with their monthly bill.

27. Successful bidder will submit the monthly bill along with the copy of following documents:

a. PF Deposit Challan along with details.

b. ESI Deposit Challan along with details

c. Bifurcation of salaries paid

d. Proof of wage payment

28. All payments will be made on monthly basis thru NEFT / RTGS in Firm’s account within

days from the date of production of Bill along with attendance sheets and such other records

returns or documents called for which should be duly verified by the authorized

representative of the Company. The bill shall not be honored for payment without the

verification of the concerned authorized representative of the Company.

29. The Firm shall submit the Bill on monthly basis within first week of every succeeding month

and the Company shall make payment thereof within a period of 15 days from the date of

receipt of such bill.

30. EMD of successful bidder will be converted in to Security Deposit on their written request.

31. Any lapses in the given scope of work will attract a penalty of Rs. 500/Day subject to a

maximum of 10% of the Order value.

32. If Bharat Petroleum is satisfied that the vendor has downgraded the quality of services to save

upon cost/lack of knowledge, BPCL reserves it's right to cancel the complete order and take

action against vendor as deemed fit. There will be no compensation paid by BPCL for any such

action against the vendor.

Arbitration clause:

a) Any dispute or difference of any nature whatsoever, any claim, cross-claim, counter-claim or set

off of Corporation against the Contractor or regarding any right, liability, act, omission on account

of any of the Parties hereto arising out of or in relation to this agreement shall be referred to the

sole Arbitration of the Director (Marketing) of the Corporation or of some officer of the

Corporation who may be nominated by the Director (Marketing). The Contractor will not be

entitled to raise any objection to any such arbitrator on the ground that the arbitrator is an

Officer of the Corporation or that he has dealt with the matters to which the contract relates or

that in the course of his duties as an Officer of the Corporation he had expressed views on all or

any other matters in dispute or difference. In the event of the arbitrator to whom the matter is

originally referred being transferred or vacating his office or being unable to act for any reason,

the Director (Marketing) as aforesaid at the time of such transfer, vacation of office Or inability to

act may in the discretion of the Director designate another person to act as arbitrator in

accordance with the terms of the agreement to the end and intent that the original Arbitrator

shall be entitled to continue the arbitration proceedings not withstanding his transfer or vacation

or office as an Officer of the Corporation if the Director ( Marketing) does not designate another

person to act as arbitrator on such transfer, vacation of office or inability of original arbitrator.

Such persons shall be entitled to proceed with the reference from the point at which it was left by

his predecessor. It is also a term of this contract that no person other than the Director

(Marketing) or a person nominated by such Director of the Corporation as aforesaid shall act as

arbitrator, hereunder. The award of the arbitrator so appointed shall be final conclusive and

binding on all parties to the agreement subject to the provisions of the Arbitration Act, 1940 or

any statutory modification or re-enactment thereof and the rules made there under for the time

being in force shall apply to the arbitration proceedings under this clause

b) The award shall in writing and published by the Arbitrator within two year after entering upon

the reference or which such extended time not exceeding further twelve months as the sole

Arbitrator shall be a writing under has own hands appoint. The parties here to shall be deemed

to have irrevocably given their consent to the Arbitrator to make and publish the award within

the period referred to herein above and shall not be entitled to raise any objection or protest

there to under any circumstances what so ever.

c) The arbitrator shall have power to order and direct either of the parties to abide by, observe and

perform all such directions as the arbitrator may think fit having regard to the matters in

difference i.e. dispute before him. The arbitrator shall have all summary powers and may take

such evidence oral and/ or documentary, as the arbitrator in his absolute discretion thinks fit and

shall be entitled to exercise all powers under the Arbitration and Conciliation Act, 1996 including

admission of any affidavit as evidence concerning the matter in difference i.e. dispute before

d) The parties against whom the arbitration proceedings have been initiated, that is to say the

Respondents in the proceedings, shall be entitled to prefer a cross-claim, counter-claim or set off

before the Arbitrator in respect of any matter an issue arising out of or in relation to the

Agreement, without seeking a formal reference of arbitration to the Director for such counter-

claim, cross or set off and the Arbitrator shall be entitled to consider and deal with the same as if

the matters arising there from has been referred to him originally, and deemed to form part of

the reference made by the Director.

e) The arbitrator shall be at liberty to appoint, if necessary, any accountant or engineering or other

technical person to assist him and to act by the opinion so taken.

f) The arbitrator shall have power to make one or more awards whether interim or otherwise, in

respect of the dispute and difference and in particular will be entitled to make separate awards in

respect of claims or cross-claims of the parties.

g) The arbitrator shall be entitled to direct any one of the parties to pay the costs of the other party

in such manner and to such extent as the arbitrator may in his discretion determine and shall also

be entitled to require one or both the parties to deposit funds in such proportion to meet the

arbitrators’ expenses whenever called upon to do so.

h) The parties hereby agree that the courts in the city of Delhi, alone shall have jurisdiction to

entertain any application or other proceedings in respect of anything arising under this

agreement and any award or awards made by the Sole Arbitrator hereunder shall be filed in the

concerned courts in the city of Mumbai only.

Ernest Money Deposit:

a) No EMD is necessary for this tender. Although the bidder has to provide EMD declaration. Pl refer

Annexure V for the format.

Security Deposit:

a) The successful tenderer, before signing the agreement, shall be required to deposit with BPCL a

free of interest security deposit equivalent to sum of 5% subject to maximum of Rs.1.0 lac which

will be retained by BPCL and shall be refunded after the expiry of the contract period. This

security deposit to be paid through DD of any nationalized bank in favour of "Bharat Petroleum

Corporation Limited" payable at Ambala. The corporation shall have the right to deduct from this

security deposit part or full amount, which the contractor may become liable hereunder and shall

refund the balance money to the contractor on the termination of this agreement/contract. No

interest will be payable on this security deposit.

Special terms and conditions Vs General terms and conditions.

a) We are also attaching Tender document of BPCL which species General Terms and Conditions.

b) In case of any conflict between special Terms & Conditions and General Terms and Conditions, the

special Terms and conditions mentioned shall prevail.