TENDER FOR EVENT MANAGEMENT SERVICES FOR KARNATAKA STATE MEETING AT HUBLI-JUNE 2023

REQUEST FOR QUOTATION CRFQ -

Territory Manager

Belgaum Territory

Bharat Petroleum

Corporation Limited

REQUEST FOR QUOTATION CRFQ –

E-TENDER FOR PROVIDING EVENT MANAGEMENT SERVICES FOR CONDUCTING

KARNATAKA STATE MEETING AT HUBLI

TABLE OF CONTENTS

1) Annexure I : Preamble

2) Annexure II : Instructions to Tenderers

3) Annexure III : Special Purchase Conditions

4) Annexure IV : Scope of work , Technical specifications, Drawing

5) Annexure V : Policy Of Holiday Listing Of Vendors In BPCL

6) Annexure VI : GUIDELINES FOR BPCL EPROCUREMENT SYSTEM

7) Annexure VII : General Conditions of Contract (GCC)

8) Annexure VIII : Performa for Integrity Pact

REQUEST FOR QUOTATION CRFQ –

Annexure I – Preamble

1. Quotations are invited for the “E-TENDER FOR PROVIDING EVENT MANAGEMENT SERVICES FOR CONDUCTING

KARNATAKA STATE MEETING AT HUBLI” from the vendors with valid registration / required available financial

limit with BPCL and keenness to work at above mentioned place.

2. Vendors who have been “Black listed” or have currently been put on “Holiday List”, by virtue of unsatisfactory

performance for any work, by any office of BPCL, are not eligible to quote for this tender. Quotations received

from such vendors, shall be rejected.

3. GST shall be payable extra as applicable.

4. The tender document has been created vide BPCL SAP Collective RFQ no. 1000405711 .To ensure equal

opportunity for all and to demonstrate transparency in our systems, this document has been uploaded on

the public procurement portal, or any clarifications can also be made by e-mail addressed to

[email protected]

5. The tender document has been uploaded on the BPCL E-Procurement web site https://bpcltenders.eproc.in.

6. For participating in the tender and submitting the bid, you have to visit the above mentioned web site

https://bpcltenders.eproc.in.

7. Interested tenderers need to have/ or obtain the digital signing certificate from any suitable certifying agency.

For your ready reference the Digital Signing Certificate Application forms are enclosed with this tender

document and you may apply for the same as prescribed in the pertinent annexure, if required.

8. For participating in the bid the vendors have to download the entire document from the web site

https://bpcltenders.eproc.in by using their digital signatures. And after carefully going through all the

documents and filling the bids, the same have to be uploaded on the appropriate place on this web site &

encrypt the same with their digital signatures.

9. All the bids shall be evaluated from the bids/ documents submitted by the tenderers on the E- Procurement

portal. Hard copies of the bids need not be submitted to this office.

10. Vendors can witness the tender opening on the E-Procurement portal.

11. Tenderers shall also have to essentially sign an Integrity Pact (IP) for participating in this tender, as per the

following procedure:

a. Tenderer shall be required to download the Performa Integrity Pact (IP), print it, duly sign and stamp

all the pages, (including signature of two witnesses). It should be signed by the same signatory who is

authorized to sign the bid documents.

12. Please visit the website https://bpcltenders.eproc.in for only downloading the tender document & for

participating in the tender and submitting your bid.

13. Bids/instruments submitted after the due date and time of closing of tender or not in the prescribed format

is liable to be rejected. BPCL does not take any responsibility for any delay in submission of bid due to

connectivity problem or non-availability of site and/ or other documents to be submitted in physical form due

to postal delay. No claims on this account shall be entertained.

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

between 10:00 am to 4:00 pm.

Manager Engineering (Retail) Dharwad

Belgaum Territory

[email protected]

REQUEST FOR QUOTATION CRFQ –

Annexure II - Instructions to Tenderers

1. Competitive offers are invited from the limited parties registered / enlisted with BPCL for “E-TENDER FOR

EVENT MANAGEMENT SERVICES FOR CONDUCTING KARNATAKA STATE MEETING AT HUBLI”

2. 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.

3. All the supporting document viz. Integrity Pact submitted by the tenderers should be legible, signed, stamped

and attested by the authorized signatory as specified below in clause

4. 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.

5. If for any reason, the proprietor or the authorized 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 with thebid.

6. Bids submitted after the due date and time and those not in the format or not in conformity 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.

7. The offer submitted by the tenderer shall be valid for acceptance for a period of 15 days from the date of

closing of the tender. In case of successful tenderers, the finalized rate shall remain valid till conclusion of

the contract in all respects.

8. The successful tenderer/s shall be required to submit physical hard copies of the entire tender document

and all the supporting documents submitted online on the portal, signed and stamped on all pages, at the

time of award of the job.

9. Vendor must agree with all terms and Conditions mentioned in General Conditions of Contract attached

separately with this tender. Vendor should sign the last acknowledgement page and should upload it.

10. 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.

11. Interested parties may download the tender from the e-tendering website (https://bpcltenders.eproc.in)

and participate in the tender as per the instructions given therein, on or before the due date of the

tender. The tender available on the BPCL website and the CPP portal can be downloaded for reading

purpose only. For participation in the tender, please fill up the tender online on the e-tender system

available on https://bpcltenders.eproc.in

12. For registration on the e-tender site https://bpcltenders.eproc.in, you can be guided by the “Instructions

to Vendors” available under the download section of the homepage of the website. As the first step,

bidder shall have to click the “Register” link and fill in the requisite information in the “Bidder Registration

Form”. Kindly remember your e- mail id (which will also act as the login ID) and the password entered

therein. Once you complete this process correctly, you shall get a system generated mail. Login in to the

portal using your credentials. When you log in for the first time, system will ask you to add your Digital

Signature. Once you have added the Digital Signature, please inform us by mail to

[email protected] for approval. Once approved, bidders can login in to the system as and when

13. As a pre-requisite for participation in the tender, vendors are required to obtain a valid Digital Certificate

of Class IIB and above (having both signing and encryption certificates) as per Indian IT Act from the

licensed Certifying Authorities operating under the Root Certifying Authority of India (RCIA), Controller

of Certifying Authorities (CCA). The cost of obtaining the digital certificate shall be borne by the vendor.

14. Corrigendum/ amendment, if any, shall be notified on the site https://bpcltenders.eproc.in. In case any

corrigendum/ amendment is issued after the submission of the bid, then such vendors who have

submitted their bids, shall be intimated about the corrigendum/amendment by a system- generated

email. It shall be assumed that the information contained therein has been taken into account by the

vendor. They have the choice of making changes in their bid before the due date and time.

15. Directions for submitting online offers, electronically, against e-procurement tenders directly through

a. Vendors are advised to log on to the website (https://bpcltenders.eproc.in) and arrange to register

themselves at the earliest, if not done earlier.

b. The system time (IST) that will be displayed on e-Procurement web page shall be the time

considered for determining the expiry of due date and time of the tender and no other time shall

be taken into cognizance.

c. Vendors are advised in their own interest to ensure that their bids are submitted in e-

Procurement system well before the closing date and time of bid. If the vendor intends to

change/revise the bid already submitted, they shall have to withdraw their bid already submitted,

change/ revise the bid and submit once again. In case vendor is not able to complete the

submission of the changed/revised bid within due date & time, the system would consider it as

no bid has been received from the vendor against the tender and consequently the vendor will be

out of contention. The process of change/ revise may do so any number of times till the due date

and time of submission deadline. However, no bid can be modified after the deadline for

submission of bids.

d. Once the entire process of submission of online bid is complete, they will get an auto mail from

the system stating you have successfully submitted your bid in the following tender with tender

e. Bids/ Offers shall not be permitted in e-procurement system after the due date/ time of tender.

Hence, no bid can be submitted after the due date and time of submission has elapsed.

f. No manual bids/offers along with electronic bids/offers shall be permitted

16. For tenders whose estimated procurement value is more than Rs. 10-Lacs, vendors can see the rates

quoted by all the participating bidders once the price bids are opened. For this purpose, vendors shall

have to log in to the portal under their user ID and password, click on the “dash board” link against that

tender and choose the “Results” tab.

17. No responsibility will be taken by BPCL and/or the e-procurement service provider for any delay due to

connectivity and availability of website. They shall not have any liability to vendors for any interruption or

delay in access to the site irrespective of the cause. It is advisable that vendors who are not well conversant

with e- tendering procedures, start filling up the tenders much before the due date/time so that there is

sufficient time available with him/her to acquaint with all the steps and seek help if they so require. Even

for those who are conversant with this type of e- tendering, it is suggested to complete all the activities

ahead of time. It should be noted that the individual bid becomes viewable only after the opening of the

bid on/after the due date and time. Please be reassured that your bid will be viewable only to you and

nobody else till the due date/ time of the tender opening. The non-availability of viewing before due date

and time is true for e- tendering service provider as well as BPCL officials.

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

on one or more tenderers 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, in the first instance, will be based on the Net Delivered

Price (NDP) calculated cumulatively for each item of the Price Bid Bill of Quantities.

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

original quotation.

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. Notwithstanding the above, BPCL is not bound to accept the lowest offer and reserve the

right to reject any and / or every tender without assigning any reason whatsoever and /or

place order on one or more tenderers and /or carry out negotiations with any tenderer in

the manner considered appropriate by BPCL.

iv. 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.

v. Track record or any other parameter considered relevant by BPCL may also form a

criterion for order placement.

vi. In the event that same rate is quoted by two tenderers and even if they are acceptable to

BPCL, BPCL is not bound to either accept all such offers or to equally distribute the

requirement for above tender job amongst the tenderers who have quoted the same rate.

In the event the successful Tenderer 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

19. BPCL and/or the e-procurement service provider shall not be responsible for any direct or indirect loss or

damages and or consequential damages, arising out of the bidding process including but not limited to

systems problems, inability to use the system, loss of electronic information etc.

In case of any clarification pertaining to e-procurement process, the vendor may contact the following

agencies/ personnel:

FOR SYSTEM RELATED ISSUES –

M/s. C1 India Private Ltd:

Contact Person: Mr. Kartik

Contact Numbers: +91

E-mail id: [email protected]

20. List of abbreviations used :

a. The terms “BPC”, “BPCL”, The Corporation and the Company in the appropriate context means

Bharat Petroleum Corporation Limited, the Company registered under Companies Act 1956 and

includes its successors and assignees.

b. The term “PESO” in the appropriate context means Petroleum, Explosive and Safety Organization.

c. The term “BIS” in the appropriate context means Bureau of Indian Standards.

d. The term “OITC” in the appropriate context means Oil Industry Technical Committee.

e. The term “OMC” in the appropriate context means PSU Oil Marketing Companies viz. M/s Indian Oil

Corpn. Ltd, M/s Bharat Petroleum Corpn. Ltd.

f. The term “UT” in the appropriate context means Union Territory

g. The term “PSU” / “PSU Oil Company” in the appropriate context means Public Sector Undertaking

Oil Marketing Companies

h. The term “PSE” in the appropriate context means Central Public Sector Enterprise

i. The term “LOI” in the appropriate context means Letter of Intent

j. The term “PO” in the appropriate context means Purchase Order

k. The term “PR” in the appropriate context means Price Reduction

l. The term “NDP” in the appropriate context means Net Delivered Price

m. The term “ITC” in the appropriate context means Input Tax Credit

n. The term “PQ” in the appropriate context means Pre-Qualification.

o. The term “ GST” in appropriate context means Goods and Service Tax

p. The term “ CA” in appropriate context means Charted Accountant

q. The term “RO” in appropriate context means Retail Outlet

REQUEST FOR QUOTATION CRFQ –

ANNEXURE - III: SPECIAL PURCHASE CONDITIONS

1. VALIDITY OF THE OFFER: Offers should remain valid for at least 30 days from the due date.

2. PLACE OF WORK / LOCATION:

HUBLI, DHARWAD DISTRICT,KARNATAKA STATE

3. PERIOD OF CONTRACT: Contract shall be valid for Three months from the date of LOI Issuance.

4. INTEGRITY PACT (IP):

Integrity pact (IP) is a pact between BPCL (as a purchaser) on one hand and the prospective bidder 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 purchasing activities of the corporation.

It is mandatory to sign and return our pre-signed IP document (with two numbers of witnesses, place &

date). This document is essential for binding (Attached separately with the tender document)

A. Proforma of Integrity Pact shall be returned by the bidder/s along with the bid documents, duly

signed by the same signatory who is authorized to sign the bid documents. All the pages of the

Integrity Pact shall be duly signed. Bidder s failure to return the IP duly signed along- with the bid

documents shall result in the bid not being considered for further evaluation and liable to be rejected.

B. If the bidder has been disqualified from the tender process prior to the award of the contract in

accordance with the provisions of the Integrity Pact, BPCL shall be entitled to demand and recover

from bidder liquidated damages amount by forfeiting the EMD/ Bid Security as per provisions of the

integrity pact.

C. If the contract has been terminated according to the provisions of the Integrity Pact or if BPCL is

entitled to terminate the contract according to the provisions of the integrity pact, BPCL shall be

entitled to demand and recover from contractor liquidated damages amount by forfeiting the

Security Deposit/ Performance Bank Guarantee as per provisions of the integrity pact.

5. EMD FOREFEITURE AND RETURN OF EMD: EARNEST MONEY DEPOSIT WILL BE FORFEITED IN THE EVENT

(a) Withdrawal of offer while the offer is under consideration during the offer validity period.

(b) Tenderer not accepting our Purchase Order, if placed without prejudice to our rights to recover

damages on account of breach of contract.

(c) Non-confirmation of acceptance of order within the stipulated time after placement without

prejudice to our rights to recover damages on account of breach of contract.

(d) Any unilateral revision made by the tenderer during the validity period of the offer.

EMD if applicable shall be returned on finalization of the order. No interest on this EMD is payable.

“If any new tax is introduced on sale of goods/ services by VENDOR to OWNER in lieu of one or more of

the then existing taxes or as a new tax altogether and the rate and impact of the new taxes is less than

the rate and impact of existing tax or taxes which it replaces, VENDOR shall pass on to OWNER the

benefit thereof by reduction on the amount payable by the OWNER to VENDOR. If on the other hand,

the rate of the new taxes is in excess than the rate of the new taxes it replaces, the OWNER on

satisfactory proof shall reimburse the VENDOR the additional tax paid by the VENDOR as the result of

the imposition of the new taxes provided they are within the contractual completion date.

Explanation: For the purpose of above clause, impact means and includes the addition/reduction of

taxes suffered on inputs, input services & capital goods. Further, impact of stranded taxes like CST on

Interstate purchases, entry tax/ octroi, etc. (if applicable) also needs to be considered.” “Any loss or non-

availability of input tax credit by the OWNER due to non- compliance of applicable tax laws including

but not limited to GST laws in force or otherwise, on the part of VENDOR, an amount equivalent to the

liability accruing to the OWNER to the extent of such loss or non-availability of credit or liability accrued

shall either stand cancelled or deducted from payment due to the VENDOR or shall be reimbursed from

the VENDOR till such default is either rectified or made good by the VENDOR and the OWNER is satisfied

that it is in a position to claim valid input tax credit within the time-lines as per applicable laws.

Any cost, liability, dues, penalty, fees, interest as the case may be which accrues to the OWNER at any

point of time on account of non-compliance of applicable tax laws or rules or regulations thereof or

otherwise due to default on the part of VENDOR shall be borne by the VENDOR. An amount equivalent

to such cost, liability, dues, penalty, fees, and interest as the case may be shall be reimbursed by the

VENDOR within 30 days. Any GST as may be applicable on such recovery of amount shall also be borne

by VENDOR and same shall be collected by the OWNER.”

Deviation: Your comments/ deviations (if any) against any of the above terms, should be uploaded with

proper justification along with your offer in the provided deviation template - or else all terms and

conditions will be deemed confirmed accepted by you.

7. PAYMENT TERMS, RETENTION MONEY & SECURITY DEPOSIT:

i) The bill shall be submitted after the completion of entire work The payment shall be made within 15 days of

submission of invoice. Income tax and any other taxes applicable to be deducted at source will be deducted

from the invoices as per the norms.

ii) M/s BPCL will be deducting the mandatory deductions i.e. TDS etc. if applicable from the payments due to

the contractor.

iii) To ensure performance of the contract and due discharge of the contractual obligations, the successful

contractor will have to provide security deposit of 3% of the contract value subject to Max of Rs 1.0 Lac

unless otherwise specified in the Special Conditions of Contract. (Pl refer Clause No. 18 of GCC)

8. Statutory registration numbers:

Vendor must have valid GST registration in case turnover is more than 20 Lakhs.

Vendor must comply by statutory rules and regulation involved while working at BPCL premises.

9. REGISTRATION/ EMD DETAILS (as applicable)

 Vendors who are registered with BPCL are exempted from EMD clause subject to submission of "Certificate of

Registration" before opening of tender.

 BPCL Non-Registered parties are not at all allowed to participate in the tender.

 The successful tenderer will have to submit security deposit as applicable (i.e. to 3 % of the total tender value of

the work, subject to minimum of Rs 5000/- & maximum of Rs 100000/-) in favour of "Bharat Petroleum

Corporation Limited”, by way of Demand Draft, payable at Belgaum for the contract work as demanded above.

10. Award of Job: Job will be awarded on basis of Lowest Quote for Overall Quantity-

BPCL reserve the right to negotiate with L-1 party in case of abnormally high quote.

SCOPE OF WORK WITH TERMS & CONDITIONS

E-TENDER FOR PROVIDING EVENT MANAGEMENT SERVICES FOR CONDUCTING KARNATAKA STATE MEETING AT HUBLI

Item Description Qty

20 X 12 FT STAGE WITH CARPET FINISHING AT HOTEL FORTUNE, GOKUL ROAD FOR 2.5 DAYS 240 SQFT

20 X 2 FT STAGE SKIRTING FLEX PRINTING AND MOUNTING CHARGES 40 SQFT

3 X 6 FT WELCOME STANDEES INCLUDING FLEX PRINTING AND FIXING CHARGES- 4NOS 72 SQFT

BPCL ARTWORK ROLLUP STANDEES- FLEX PRINTING AND FIXING CHARGES-3X6 FT 6 Nos

MIC PODIUM BRANDING- VINYL PRINT AND PASTING ON 5MM SUNBOARD 8 SQFT

FLEX BACKDROP WITH HOLLOW PIPE FRAMES ON BOTH SIDES OF LED WALL- 8FT X 4FT 2 Nos

TABLE COVER FOR HEAD/ROUND TABLE AS PER SEATING ARRANGEMENT FOR 2 DAYS 1 No

NAME PLATE PRINTING AND ACRYLIC NAME PLATE RENTAL-TERRITORY WISE 70 Nos

AUDIO SYSTEM WITH SUFFICIENT SPEAKERS FOR 2.5 DAYS 1 SET

PODIUM MIC FOR 2.5 DAYS 1 No

CORDLESS COLLAR MIC FOR 2.5 DAYS 2 Nos

AV set up CORDLESS HAND MIC FOR 2.5 DAYS 2 Nos

LED PARCANS LIGHTS FOR BACKDROP FOR 2.5 DAYS 4 Nos

POWER EXTENSION CHORDS 8 Nos

12 X 8 FT LED BACKDROP WALL INCLUDING MOUNTING CHARGES FOR 2.5 DAYS 96 SQFT

NOTE PAD DIARIES WITH PRINTING & GEL PENS AS PER BPCL INCHARGE ADVISE 70 Nos

MARKER BOARD WITH PEN INCLUDING MOUNTING ARRANGEMENT 1 No

WHITE CHART PAPERS FOR PROGRAM 20 Nos

Stationery Items

CHOCOLATES IN BOWLS IN EACH ROUND TABLE (TO BE REPLENISHED) 5 Packet

RETURN GIFTS INCLUDING JUTE BAGS 70 Nos

GROUP PHOTOPRINT WITH ENVELOPES 70 Nos

FRESH FLOWER BOUQUETS FOR WELCOMING GUESTS 8 Nos

Function Launch SHAWLS FOR WELCOMING GUESTS 8 Nos

LAMP LIGHTING ARRANGEMENTS WITH FRESH FLOWER, LAMP OIL AND CAMPHER ETC

PHOTOGRAPHER (10AM TO 10PM) FOR 2.5 DAYS 1 PERSON

Manpower FEMALE & MALE SINGER ON 26TH EVENING

Requirements DJ NIGHT WITH AUDIO & LIGHTS ON 27TH EVENING

TECHNICIAN FOR OPERATING SOUND AND LED FOR 2.5 DAYS 2 PERSON

30 KVA DIESEL GENERATOR ON RENTAL INCLUDING TRANSPORTATION,COMMISSIONING &

HIRE CHARGES FOR 2.5 DAYS

 All the quantities mentioned in the aforesaid tender are approximate & indicative in nature and payment will

be made only for the actual material supplied or Services provided to the corporation during that 1 days of

the event and not for the entire quantities.

 BPCL deserves right to reduce or add the quantity anytime..

Special Terms and Conditions:

Bharat Petroleum Corporation Limited invites e-bids for the “E-TENDER FOR PROVIDING EVENT MANAGEMENT SERVICES

FOR CONDUCTING KARNATAKA STATE MEETING AT HUBLI”. The validity of bids shall be one month from the date of

opening of tender.

1. Contract Period:

The Contract period for the aforesaid job shall be of 3 days from the date of PO Issuance. BPCL can also terminate

the contract, if the quality of material or services provided is/are not satisfactory or up to the mark.

2. Submission of bid and Validity

All the prospective bidders are advised to study all the Tender documents (NIT, General Condition of Contract,

General Purchase Conditions and Scope of work) carefully and understand the conditions, specifications etc. before

submission of their bid. If there are any doubt/queries, clarifications for the same can be obtained from the

Ananthan B, Manager Engineering Dharwad ([email protected]) Contact No.

ii. It will be the contractor’s responsibility to perform the duties and fulfil obligation under the contract and no

excuses will be entertained in case of failure to understand the contract requirements.

iii. Physical Bids/ Offers or bid through mode other than our e-tendering system shall not be accepted. The offers

submitted through our e-tendering system as mentioned above shall only be considered for evaluation.

iv. The rates to be quoted by bidders should be inclusive of all taxes/duties such as GST as applicable and other

packing, transportation or any other misc. expenses incurred in fulfilling the scope of work.

3. Evaluation of Job

The evaluation of bids shall be carried out on Grand total basis i.e. Basic rate plus GST and the job would be awarded

to the bidder offering the lowest price on aforesaid job. GST as applicable.

4. Security Deposit

On award of job, the successful bidder would be required to deposit the Security deposit @ 3% of the total job value

(Minimum 5000/-&Maximum 1 Lakh).The same would be retained by BPCL till the completion of this tender i.e.

weeks. Security Deposit is to be in favour of "Bharat Petroleum Corporation Limited”, by way of Demand Draft,

payable at Belgaum for the contract work as demanded above.

5. Payment terms

The payment shall be made within 15 days of submission of invoice. All the quantities mentioned in the aforesaid

tender are approximate & indicative in nature and payment will be made only for the actual material supplied or

Services provided to the corporation during that 2.5 days of the event. Corporation does not guarantee any

minimum quantity under any category. Income tax and any other taxes applicable to be deducted at source will

be deducted from the invoices as per the norms

6. The contract shall be valid for 30 days from the date of issuance of LOI. However, Vendor has to complete and

make all the arrangements as mentioned above in the tender scope of work as per the satisfaction of officer-in-

7. Liquidity damages:

The inability of the successful bidder to execute orders in accordance with the agreed schedule will entitle BPCL, as

its option, to accept the delayed supplies at prices reduced by sum equivalent to one half of one percent (0.5%) of

the value of goods not delivered for every week of delay or part thereof, limited to maximum of 30% of the total

8. BPCL reserves the right to accept or reject any or all the quotations without assigning the reasons, what-so-ever.

10. Being an e-tender, corporation is not responsible for any technical glitches arising during the tendering process.

Proper registration & submission with our e-tendering portal is sole responsibility of the contractor including

valid digital signature.

11. Being an e-tender, checking for corrigendum and making amendment subsequent amendments to the quotes

by contractor, is purely a responsibility of contractor. The entire corrigendum will be published on our e-tender

12. All the activities as mentioned in the Tender scope of work has to be done tentatively at the below mentioned

HUBLI, DHARWAD DISTRICT

POLICY OF HOLIDAY LISTING OF VENDORS IN BPCL

 Copy of Holiday Listing policy attached separately.

ANNEXURE VI - GUIDELINES FOR BPCL EPROCUREMENT SYSTEM

Bharat Petroleum Corporation Ltd. has gone for online submission of bid through e-procurement system

on https://bpcltenders.eproc.in

How to submit On-line Bids / Offers electronically against E-Procurement tenders?

Vendors / Bidders are advised to read the Instructions for participating in the electronic tenders directly

through internet (Bid Submission Manuals are available on the above mentioned E-procurement site)

Late and delayed Bids / Offers after due date / time shall not be permitted in E-procurement system. No

bid can be submitted after the last date and time of submission has reached. (However if bidder intends

to change the bid already entered may change / revise the same on or before the last date and time of

submission deadline). The system time (IST) that will be displayed on e-Procurement web page shall be

the time and no other time shall be taken into cognizance.

Bidders are advised in their own interest to ensure that bids are uploaded in e-Procurement system well

before the closing date and time of bid. No bid can be modified after the dead line for submission of bids.

What is a Digital Signature?

This is a unique digital code which can be transmitted electronically and primarily identifies a unique

sender. The objective of digital signature is to guarantee that the individual sending the message is who

he or she really claims to be just like the written signature. The Controller of Certifying Authorities of India

(CCA) has authorized certain trusted Certifying Authorities (CA) who in turn allot on a regular basis Digital

Certificates, Documents which are signed digitally are legally valid documents as per the Indian IT Act

Why is a Digital Signature required?

In order to bid for BPCL e-tenders all the vendors are required to obtain a legally valid Digital Certificate

as per Indian IT Act from the licensed Certifying Authorities (CA) operating under the Root Certifying

Authority of India (RCAI), Controller of Certifying Authorities (CCA) of India. The Digital Certificate is issued

by CA in the name of a person authorized for filing Bids / Offers on behalf of his Company. A Vendor /

Bidder can submit their Bids / Offers On-line only after digitally signing the bid / documents with the above

allotted Digital Signatures.

Bidders shall make their own arrangement for e-bidding. The Price Bid and Un-priced Technical Bids have

to be submitted online only. However, documents which necessarily have to be submitted in originals like

EMD and any other documents mentioned in the tender documents have to be submitted offline. BPCL

shall not be responsible in any way for failure on the part of the bidder to follow the instructions. Further

BPCL in any case will not be responsible for inability of the bidder in participating in the event due to

ignorance, failure in Internet connectivity or any other reason.

It is advised that the bidder uploads small sized documents preferably (up to 5 MB) at a time to facilitate

in easy uploading into e-Procurement site. BPCL does not take any responsibility in case of failure of the

bidder to upload the documents within specified time of tender submission.

Submission and Opening of Bids

Bid along with all the copies of documents should be submitted in e-form only through BPCL e-

Procurement system.

Before the bid is uploaded, the bid comprising of all attached documents should be digitally signed using

digital signatures issued by an acceptable Certifying Authority (CA) in accordance with the Indian IT Act

2000. If any modifications are required to be made to a document after attaching digital signatures, the

digital signature shall again be attached to the modified documents before uploading the same.

GENERAL CONDITIONS OF CONTRACT & GENERAL PURCHASE CONDITIONS

 SEPARATELY ATTACHED / UPLOADED IN THE E-TENDER

PROFORMA OF INTEGRITY PACT

 SEPARATELY ATTACHED / UPLOADED IN THE E- TENDER

TENDER ISSUED BY –

Territory Manager (Retail)

Bharat Petroleum Corporation Limited

Belgaum Territory