HINDUSTAN PETROLEUM CORPORATION LIMITED - peda.gov.in · Supply of Biomass for Second Generation Ethanol Biorefinery at Bathinda 1 | P a g e HINDUSTAN PETROLEUM CORPORATION LIMITED

Supply of Biomass for Second Generation Ethanol Biorefinery at Bathinda

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HINDUSTAN PETROLEUM

CORPORATION LIMITED

(A GOVERNMENT OF INDIA ENTERPRISE)

TENDER DOCUMENT

FOR

SUPPLY OF BIOMASS

FOR

SECOND GENERATION

ETHANOL BIO REFINERY AT BHATINDA


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TABLE OF CONTENTS Subject: Tender for supply of biomass and handling/disposal of Ash & Mud for the proposed Second Generation Ethanol Bio refinery at Bathinda, Punjab

Sl. No DESCRIPTION No. of Pages

1 Notification for Invitation of Bids 3

2 Categories of bidders 1

3 Pre-Qualification Criteria 9

4 Instructions to Bidders 8

5 Special Terms and Conditions 8

6 Technical Part 4

7 Schedule of Prices+ Form 1 4

8 Annexure I + Forms 2-9 10


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NOTICE FOR INVITATION OF BIDS (IFB) FOR SUPPLY OF LIGNOCELLULOSIC BIOMASS AND HANDLING/DISPOSAL OF ASH AND MUD FOR THE PRPOSED SECOND GENERATION ETHANOL BIOREFINERY AT BATHINDA, PUNJAB

1. INTRODUCTION

Hindustan Petroleum Corporation Limited (HPCL) is a Government of India Enterprise with a

Navratna Status, a Forbes 2000 and Global Fortune 500 company, listed on the Bombay Stock

exchange (BSE) and National Stock Exchange (NSE), India. It is involved in the business of refining

and marketing of petroleum products in the country.

HPCL owns & operates two major refineries producing a wide variety of petroleum fuels & specialties, one in Mumbai (West Coast) and the other in Visakhapatnam, (East Coast). HPCL also owns and operates the largest Lube Refinery in the country producing Lube Base Oils of international standards. HPCL along with M/s Mittal Energy Investments Pte Ltd. owns and operates a Joint Venture Refinery at Bathinda in Punjab and also holds equity in the Mangalore Refinery and Petrochemicals Ltd. (MRPL). HPCL has the second largest share of product pipelines in India and a vast marketing network. HPCL intends to set up a Second Generation Ethanol Bio-refinery at Village Nasibpura, Tehsil-Talwandi Sabo, Bathinda District in the state of Punjab of 100 KLPD capacity utilizing ligno-cellulosic biomass.

Hindustan Petroleum Corporation Limited (HPCL), hereinafter referred to as “Owner”, invite online

bids from Biomass Supplier/s to the proposed Second Generation Ethanol Biorefinery at village

Nasibpura, Tehsil-Talwandi Sabo, Bathinda district in the state of Punjab.

2. BRIEF SCOPE OF WORK

HPCL has proposed to set up 2G Ethanol Plants at different locations in the country utilizing Ligno-

cellulosic biomass. HPCL has proposed to set up a “Lignocellulosic Biomass Ethanol Bio refinery at

Bathinda” for production of ethanol and other byproducts, if any, from potential biomass feedstock

including to Rice Straw and Cotton stalks.

HPCL intends to appoint an experienced supplier, who would be responsible for supply of biomass

(Rice Straw and Cotton stalk) at the proposed Biorefinery gates with broad scope of work as detailed

in the contract document.


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Project Location

Location of the Project Village : Nasibpura Taluka : Talwandi Sabo District : Bathinda State : Punjab

Coordinates Geographical Coordinates: 30°3'17.0856''N, 75°0'41.5764''E

Nearest Railway station Railway: Bathinda: Approx 31.8 km

Nearest Airport Airport: Bathinda approx. 30 km

Nearest City Bathinda: ~30.5 Km

Accessibility By road mainly through SH17

3. SALIENT FEATURES OF THE BIDDING DOCUMENT

Assignment Title Supply of Ligno cellulosic biomass and handling/disposal of Ash & Mud for the proposed Second Generation Ethanol Bio refinery at Bathinda, Punjab

Bidding document & subsequent Addendum / Corrigendum (if any) available on Website for viewing & downloading:

Central Public Procurement Portal (CPPP)

https://eprocure.gov.in/eprocure/app / HPCL

website: www.hindustanpetroleum.com / HPCL e-

procurement portal https://etender.hpcl.co.in

Period of availability of the tender document on website

As per the tender document

Date/Venue of Pre-Bid Conference At : 1100 hrs on 29.05.2018 at: HPCL, Scope Minar Core-2, Laxminagar Delhi-174101

Last date of receipt of bidder’s query As per the tender document

Last date of submission of the bids As per the tender document

Opening of the bids As per the tender document

Contact Persons for any clarifications/queries

Shri Sanjay Kumar, Chief Manager, Biofuels, Email: [email protected] Contact no: 09540933499 Address: HPCL, Scope Minar, Core-2 Laxminagar, Delhi-174101

https://eprocure.gov.in/eprocure/app%20/

http://www.hindustanpetroleum.com/

https://etender.hpcl.co.in/

mailto:[email protected]


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Cost of Bidding Document Not Applicable

Earnest Money Deposit (EMD) Category A bidders- Rs. 40 Lakhs

Category B bidders-Rs. 2.5 Lakhs

Refer the detailed tender document for definition of the Category A and B type bidders

3.1. If any of the dates indicated above happens to be a declared holiday in HPCL, Mumbai, the

next working day shall be considered except for the date of submission of bid/query

3.2. All Amendments/Addendums/Corrigendum, time extension, clarifications, etc. shall be

uploaded in the abovementioned websites only and shall not be published in Newspapers.

Bidders should regularly visit the above website(s) to keep themselves updated and submit

their Bids based on the latest information/instructions hosted in website(s).

3.3. Bidder shall submit all their requests for extension of Bid submission date (if unavoidable)

and/or any queries prior to and/or during the pre-bid meeting. Owner may at its sole

discretion extend PQ Bid submission due date on such written requests.

However, request for extension of the Bid submission date or any queries received from any

bidder with less than Seven working days prior to bid submission due date shall generally be

ignored, since there will not be adequate time for proper communication with the Owner and

other Bidders.


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CATEGORIES OF BIDDERS

The categories of the bidders who are eligible to participate in the tender are given below:

Category-A bidders: Existing Suppliers- Suppliers who have experience of directly supplying or

supplying with the help of group of farmer(s)/ aggregator(s) / Village level Entrepreneur(s) /

societies lignocellulosic biomass in any form, for example Rice Straw/Cotton stalks /Corn stalks/

Maize stover /Wheat Straw / Sugarcane Bagasse/ Mustard stalk / Napier grass/ corn cob/ soya etc.

to any industries /organizations in India and can produce proper documentation for the completed

jobs as per the Pre-Qualification Criteria mentioned in the tender document .

Category-B bidders: Upcoming New Suppliers-

(i) Supplier who have some experience of supplying the biomass in any form, for example Rice

Straw/Cotton stalks /Corn stalks/ Maize stover /Wheat Straw / Sugarcane Bagasse/

Mustard stalk / Napier grass/ corn cob/ soya etc. to any industry/organizations and can

produce sufficient documentation to prove the same as per the Pre-Qualification Criteria

mentioned in the tender document

OR

(ii) they were in the business of supply chain of mandi waste/ fruit waste and would like to

diversify their existing business to biomass

OR

(iii) FPO operating in any food based segment


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PRE-QUALIFICATION

CRITERIA (PQC)


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4. PRE QUALIFICATION CRITERIA (PQC):

Bidders shall fulfill the following qualification criteria in order to qualify for this work:

4.1 FINANCIAL CRITERIA: 4.1.1. For Category A bidders:

4.1.1.1. Annual Turnover: Bidder shall meet the minimum turnover requirement as follows:

Average Annual Financial Turnover, as per audited profit & Loss account, during the following financial years of ending 31st March of 2014-15, 2015-16 and 2016-17 shall be at least Rs. 484 Lakhs.

4.1.1.2. Net worth

The financial net worth of the Bidder as per the audited financial results of immediate preceding financial year shall be positive. Bidders with negative net worth will not be considered barring PSUs approved by HPCL.

4.1.1.3. Working capital

Working capital of minimum INR 242 Lakhs as per the financial statement (2016-17).

AND EITHER

A. Tie-up for the tender with financial institutions for works contract. OR B. Bidder shall furnish a Comfort Letter issued by any Scheduled Bank (other than Co-operative Bank) dated ………. (any date between the tender floatation and bid due date) certifying availability of Working Capital for an amount of INR 242 Lakhs. In case of Consortium Bidding, the Comfort Letter shall be submitted in the Name of “Prime Member (Leader)” of the Consortium. Note: The bidder shall furnish the original comfort letter from the bank for availability of working capital on or before the Bid Submission due date and time at the address mentioned below: Mr. S Munawar Faheem Manager-Procurement, HPCL 2nd Floor, Gresham Assurance House, Sir P M Road, Fort Mumbai - 400001


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4.1.2. For Category B bidders:

4.1.2.1. Annual Turnover: Bidder shall meet the minimum turnover requirement as follows:

Average Annual Financial Turnover, as per audited profit & Loss account, during the following financial years of ending 31st March of 2014-15, 2015-16 and 2016-17 shall be at least Rs.5 Lakhs.

4.2 TECHNICAL CRITERIA:

4.2.1 For Category A bidders:

Bidder shall have directly supplied or supplied with the help of group of farmer(s)/ aggregator(s)/Village level Entrepreneur(s)/ societies, a cumulative biomass quantity equal to 41,760 MT, as per similar works*, during the last 7 financial years ending Mar’18.

*Similar works shall mean supply of lignocellulosic biomass in any form, for example Rice Straw/Cotton stalks /Corn stalks/ Maize stover /Wheat Straw / Sugarcane Bagasse/ Mustard stalk / Napier grass/ corn cob/ soya etc. to any industries / organizations in India. 4.2.2. For Category B bidders:

Bidder shall have directly supplied or supplied with the help of group of farmer(s)/ aggregator (s)/ Village Level Entrepreneur (s)/ societies, any amount of biomass (in any form) and shall have atleast one executed purchase order/ work order for the similar works# # Similar works shall mean supply of lignocellulosic biomass in any form, for example Rice Straw/Cotton stalks /Corn stalks/ Maize stover /Wheat Straw / Sugarcane Bagasse/ Mustard stalk / Napier grass/ corn cob/ soya etc. to any industries / organizations in India

OR Supply of mandi waste/fruit waste

OR Supply of food commodity by any Farmer Producer Organization/s (FPO)

4.3) GENERAL 4.3.1 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 upto 3 affiliates may make a joint bid as a consortium, and in which case the conditions applicable to a consortium shall apply to them. “Affiliate” of a Party shall mean any company or legal entity which: a. controls either directly or indirectly a Party, or


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b. which is controlled directly or indirectly by a Party; or c. is directly or indirectly controlled by a company, legal entity or 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 of direction of the management and material business decisions of the controlled entity. 4.3.2 Bids may be submitted by: a. a single person/ entity (called sole bidder);

b. a newly formed incorporated joint venture (JV) which has not completed 3 financial years from

the date of commencement of business;

c. a consortium (including an unincorporated JV) having a maximum of 3 (three) members

d. an Indian arm of a foreign company.

4.3.3 Fulfilment of Eligibility criteria and certain additional conditions in respect of each of the above 4 types of bidders are stated below, respectively: a. The bidders (including an incorporated JV which has completed 3 financial years after date of commencement of business) shall fulfil each eligibility criteria on individual / combined basis. 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 the 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 the bidder(s) is/are a consortium (including an unincorporated JV), then the following

conditions will apply:

i. Each member in a consortium may only be a legal entity and not an individual person; ii. the Bid shall specifically identify and describe each member of the consortium;

iii. 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);


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iv. One participant member of the consortium shall be identified as the “Prime member” and contracting entity for the consortium;

v. 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;

vi. the prime member shall fulfil each eligibility criteria; vii. a commitment shall be given from each of the consortium members 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;

viii. No change shall be permitted in the number, nature or share holding pattern of the Consortium members after pre-qualification, without the prior written permission of the Owner.

ix. No change in project plans, timetables or pricing will be permitted as a consequence of any withdrawal or failure to perform by a consortium member;

x. No consortium member shall hold less than 25% stake in a consortium; xi. Entities which are affiliates of one another are allowed to bid either as a sole bidder

or as a consortium only; xii. 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 into with the Indian arm, then a proper back to back 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 the work in all respects and as per the warranties/ 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 undertaking to provide all necessary technical and financial support to the Indian arm or to render the same themselves so as to ensure completion of the contract when awarded, an undertaking not to withdraw from the contract till completion of the work, etc. 4.4) INFORMATION/DOCUMENTS REQUIRED ALONG WITH BID: 4.4.1 For Category A bidders

4.4.1.1. Name and postal address of the firm

4.4.1.2. Communication particulars including telephone numbers, fax numbers and e-mail address

4.4.1.3. Following documents are required to be submitted as proof of meeting PQC (clause no 4.1- Financial Criteria)


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Notarized copies of the Audited Annual Reports/Balance Sheet & Profit and Loss account for the last three years ending 31st March of 2014-15, 2015-16 and 2016-17

4.4.1.4. Following documents are required to be submitted as proof of meeting PQC (clause no 4.2- Technical Criteria)

Notarized copy of the original work order(s) / contract agreement(s) / contract document(s) / certified bills / completion certificate (s) / experience certificate (s)/ letter (s) from the client(s) mentioning the value and quantity of biomass supplied, in the name of the bidding company.

4.4.1.5. If the supply has not been directly done by the supplier but has been done through group of farmer(s)/ aggregator(s)/Village level Entrepreneur(s)/ societies, then document with the name of the group of farmer(s)/ aggregator(s)/Village level Entrepreneur(s)/ societies to be indicated in the completion certificate (notarized) / letter (notarized) issued by the client(s)/ experience certificate (s) (notarized)

4.4.1.6. Any other document certified by the client(s) (for whom the supply has been done)

specifically having mention of the jobs carried out in support of meeting the technical criteria stipulated above (notarized).

4.4.1.7. Bidders to provide Intent letter/ firm agreement from the small aggregators/ farmers/

Village Level Entrepreneurs (VLEs) / societies ensuring a min supply of 53,000 MT of biomass to the storage depots/areas.

4.4.1.8. Bidders to provide letter from the land owners indicating a minimum area of 53 acres, for allowing storage of the biomass throughout the year (option of changing the letter from the landowner at later stage can be exercised with justified reasons)

4.4.1.9. Bidders to provide statement for the equipment (tractors, balers, rakers, shredders and cutter etc.) required to deliver the contracted quantity and details of the ownership (owned/leased) as per the Form 4.

4.4.1.10. Duly filled Schedule of Prices as per attached Form-1 indicating the percentage variation

4.4.1.11. List of available technical manpower with their academic qualification, experience and fields of specialization.

4.4.1.12. Duly filled Forms 1-8 as per attached with the tender document

4.4.2. For Category B bidders

4.4.2.1. Name and postal address of the firm

4.4.2.2. Communication particulars including telephone numbers, fax numbers and e-mail address


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4.4.2.3. Following documents are required to be submitted as proof of meeting PQC (clause no 4.1- Financial Criteria)

Notarized copies of the Audited Annual Reports/Balance Sheet & Profit and Loss account for the last three years ending 31st March of 2014-15, 2015-16 and 2016-17

4.4.2.4. Following documents are required to be submitted as proof of meeting PQC (clause no 4.2- Technical Criteria)

Notarized copy of the original work order(s) / contract agreement(s) / contract document(s) / certified bills / completion certificate (s) / experience certificate (s) / letter (s) from the client(s) mentioning the value and quantity of biomass supplied, in the name of the bidding company.

If the firm is a proprietorship firm, then the notarized copy of the original works order (s)/ contract agreement(s) / certified bills / completion certificate(s)/ experience certificates (s) from the client in the name of the firm or the owner to be submitted.

4.4.2.5. If the supply has not been directly done by the supplier but has been done through group of

farmer(s)/ aggregator(s)/Village level Entrepreneur(s)/ societies, then proof with the name of the group of farmer(s)/ aggregator(s)/Village level Entrepreneur(s)/ societies to be indicated in the completion certificate (notarized) / letter (notarized) issued by the client(s)

4.4.2.6. Any other document certified by the client(s) (for whom the supply has been done)

specifically having mention of the jobs carried out in support of meeting the technical criteria stipulated above.

4.4.2.7. List of available technical manpower with their academic qualification, experience and fields of specialization.

4.4.2.8. Duly filled Form 2 and Form-9 as per attached with the tender document

4.4.3. Authentication of documents: All documents submitted by bidders in support of meeting the

PQC shall be authenticated in below manner:

a. Duly certified by Statutory Auditor of the bidder or a practicing Chartered Accountant (not being an employee or a Director and not having any interest in the bidder's company) where audited accounts are not mandatory as per law.

OR b. Self-certified documents in original from any one out of CEO or CFO or Company Secretary of the bidder (Limited company only) along with Self-Certification as per enclosed Annexure-I. This option shall not be applicable to Proprietorship/ Partnership firms.


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Requirement of above certification shall not be applicable to published audited annual financial statements in English, if audited annual financial statements in English are uploaded by the bidder and its original booklets are submitted. 4.4.4. The applicant shall be in a position to furnish the original documents towards copies

submitted in respect of Clause No. 4.1– Financial & Clause No. 4.2– Technical as & when required and asked to produce during the process of evaluation. The bidder shall furnish all the documentary evidence in support of them qualifying the PQC in the first instance itself. HPCL reserves the right to complete the evaluation based on the details furnished in the tender document. Owner may ask bidder to furnish any supporting document (within a fixed time frame) which is required in addition to the documents uploaded by the bidders in support of meeting the Pre-qualification Criteria.

4.4.5. Failure to meet the above Qualification Criteria will render the Bid to be summarily rejected. Therefore, the Bidder shall in their own interest furnish complete documentary evidence in the first instance itself along with their bids, in support of their fulfilling the Qualification Criteria as given above.

4.4.6. Any additional documents, if deemed necessary to establish the qualifying requirements may be submitted by the Bidder.

4.4.7. Submission of authentic documents is the prime responsibility of the Bidder. However, HPCL reserves the right of getting the document cross verified, at their discretion from the document issuing authority. However, Bidder shall provide all necessary assistance in this regard.

5. PRE-BID MEETING

5.1. Pre-Bid Meeting shall be held at the address mentioned.

Date and Venue: - At: 1100 hrs. on 29.05.2018 at: HPCL, Scope Minar Core-2, Laxminagar Delhi-174101

Bidders or their authorized representatives are requested to attend the Pre-Bid Meeting so that

their queries, if any, related to the tender document, Bidder’s Qualification Criteria and Scope of

Work etc. can be addressed during the pre-bid meeting.

5.2. Bidders are required to participate in pre-bid meeting after going through the entire tender

document along with PQC. All queries shall be raised by bidders online and addressed by

HPCL online.

5.3. Non-attendance of the pre-bid meeting shall not be a cause of disqualification of the

Bidder.

5.4. In case any Bidder does not attend the pre-bid meeting, it shall be understood that the

Bidder has a clear understanding of the PQC, scope, terms and conditions of the tender


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document and does not have any comment / deviation to the requirement of tender

document and this shall not be considered a cause for extension of the bid submission date.

6. SUBMISSION OF BID & ITS VALIDITY

6.1. The Bid submitted online in the e-procurement portal shall only be considered for

evaluation. PQ Bids through any other mode shall not be accepted.

6.2. Validity of bid shall be 180 days from the final Bid Due Date. HPCL reserves the right to

request bidders to further extend the validity period as stated above, if required.

All the supporting documents shall be submitted only in English Language. GENERAL HPCL reserves the right to assess Bidder’s capability to execute this work by using in-house information and taking into account various aspects such as past performance during evaluation of the Bids.

6.3. All bidders must give a declaration that they have not been banned or delisted or blacklisted or put on holiday list by any Government or quasi Government agencies or PSU as on the due date of submission of Bid. If a bidder has been banned by any Government or quasi Government agencies or PSU, this fact must be clearly stated and it may not necessarily be a cause for disqualifying him. However, if this declaration is not given, the bid will be rejected as non-responsive.

Further, in case of a consortium, if any of the member(s) of consortium has been banned by any Government or quasi Government agencies or PSU on due date of submission of bid this fact must be clearly stated and it may not necessarily be a cause for disqualifying him. However, if this declaration is not given, the bid will be rejected as non- responsive.

6.4. Owner shall not be responsible or liable for cost Incurred in preparation, submission & delivery of Bids, regardless of the conduct or outcome of the Bidding process.

6.5. In case, any Bidder is found to be involved in cartel formation, their Bid shall not be considered for evaluation/placement of order. Such Bidder will also be debarred from bidding in future as per Owner Policy.

6.6. Canvassing in any form by the Bidder or by any other agency on their behalf may lead to disqualification of their Bid.

6.7. Unsolicited clarifications to bids may render the bid liable for rejection.

6.8. Bidder shall submit along with their bids, the Integrity Pact in the format enclosed in document. Bids of bidders who don't sign and submit the Integrity Pact will not be considered for evaluation.


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6.9. Owner reserves the right to reject any or all the Bids received or annul the bidding process

at any time at their sole discretion without assigning any reason thereof.

INSTRUCTIONS TO BIDDER


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1. PREPARATION/ SUBMISSION OF BID

1.1 LANGUAGE OF BID

1.1.1 The Bid and all correspondence incidental and related to Bid shall be in the English language. Any document submitted in any other language should be accompanied by authenticated English translation, in which case, for purpose of interpretation of the Bid, English translation shall govern. Responsibility for correctness of translation shall lie with the Bidder.

1.1.2 It is important that all information requested be presented in an orderly and sequential manner using the formats and tables attached to this document wherever and whenever provided.

1.2 COST OF BIDDING

The bidder shall bear all direct and indirect costs associated with the preparation and delivery of its bid including (but not limited to) costs and expenses related to clarification meetings, visits to the OWNER office(s), site(s) and other locations, and the cost of any tests, investigations, evaluations and consultations. The OWNER will in no case be responsible or liable for any costs regardless of the outcome of the process.

1.3 FORMAT AND SIGNING OF BID

1.3.1 The e-bid shall be digitally signed (e-signed) using the digital signature of a person

duly authorised to sign on behalf of the bidder. The digital signature used for signing

the bid shall be issued in the name of such authorized person and the certificate

details, available from the signed documents, should indicate the details of the

signatories. All documents/files of the bid shall be signed by using the digital

signature issued in the name of the person having valid Power of Attorney (POA) at

the time of bid submission. Any consequences resulting due to such signing (e-

signing) shall be binding on the bidder.

1.3.2 In case of a JV / Consortium bid (If permitted in the bidding document), the Bid shall

be digitally signed (e-signed) using the digital signature of an authorized

representative of the JV / Consortium, and so as to be legally binding on all the

members as evidenced by a power of attorney signed by their legally authorized


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representatives.

1.4 SUBMISSION OF BID

1.4.1 Bid in Physical Form, through e-mail/Post/Fax/CD etc. is not permitted. The Bid

submitted online through e-procurement portal as mentioned in IFB shall only be

considered for evaluation. Bidders are required to upload the Bid along with all

supporting documents on the HPCL e-procurement website / Portal as mentioned in

IFB only.

1.4.2 The PQ bid shall be submitted by uploading relevant document in respective folder

provided in the said e-tendering website.

1.4.3 Bidders can view and download the tender documents from the websites as

mentioned in IFB. This ensures that the Bidder downloads proper/complete PQ

documents and its Amendment, if any. This also enables the bidder to visit the

website(s) for any corrigendum/ amendments, time extension, clarifications, etc.

which is essential for timely submitting proper bid. Failure of bidder to submit bid

without taking cognizance of corrigendum/amendments issued, if any, shall be liable

for rejection.

1.4.4 Bidders are advised in their own interest to carefully go through Instructions for E-

tendering and other related document available against various help links so as to

ensure that bids are uploaded in E-tendering website well before the closing date and

time of bid submission.

1.5 DEADLINE FOR SUBMISSION OF BID

1.5.1 Bidders shall submit their bids electronically in the e-tendering portal, within the

specified date and time for bid submission as mentioned in the IFB.

1.5.2 OWNER may, at its discretion, extend the deadline for the submission of bids by

amending the Document, in which case all rights and obligations of OWNER and

bidders previously subject to the deadline shall thereafter be subject to the deadline

as extended.

1.6 LATE BIDS

1.6.1 E-tendering system shall close immediately after the deadline for submission of bid. 1.6.2 Bids received by way of Fax or email or in open condition or in any other form than

what is specified in the enquiry document shall not be considered, unless specifically

asked for in the document.


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2. OPENING AND EVALUATION OF BID

2.1 OPENING OF BID

2.1.1 Bids shall be opened online through e-tender portal, at the specified date and time

given in the IFB or on the extended date and time, as applicable. The Bidders who

have submitted their Bid will be able to view online the name & status of all the

Bidders at their respective windows, after Bid opening by Owner.

3. DISTRUBUTION OF PACKAGES

Total requirement of biomass for the Biorefinery is 1, 74,000 MT/annum, i.e. around an average of 580 MT/day. It is proposed that Biorefinery shall operate for 300 days per year. The required quantity of 1,74,000 MT/annum will be splitted amongst two categories of suppliers

Category-A Existing Suppliers having established supply chain of biomass

Proposed Supply Qty. 1,56,600 MT/annum (90% of the annual required qty., i.e. 522 MT/day)

No. of Proposed suppliers 2

Distribution Ratio 70:30

Category-B Upcoming New Suppliers

Proposed Supply Qty. 17,400 MT/annum (remaining 10% of the annual required qty., i.e. 58 MT/day)

No. of Proposed suppliers Unlimited, who intend and agree to follow the Terms and conditions and accept rate of Category-A supplier

For Category-B suppliers: The order on Category-B bidders will be a trial order and the performance of supply will be rated every year and will be ranked based on timely delivery and percentage supply of the indented quantity and both will be given equal weightage. Order will be placed for one year and the contract will be renewed only after satisfactory performance of the previous year. The disposal/handling of Ash/Mud will be in the scope of Category-A bidders only.


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4. EVALUATION/ORDER AWARD CRITERIA

4.1 Applications containing the technical bids received from bidders will be scrutinized on the basis of Pre-Qualification Criteria (PQC) mentioned in the tender document.

4.1.1 For Category-A Bidders: 90% of the annual required quantity

Successful bidders will be awarded the job as per the following distribution: L1 bidder shall be awarded with the supply of 70% of the 90% of the annual required biomass. L2 bidder shall be awarded with the supply of 30% of the 90% of the annual required biomass provided L2 bidder agrees to match amount of the L1 bidder. L2 bidder has to match the overall amount quoted by the L1 bidder, i.e. L2 bidder has to offer pro-rata discount for all the five years’ rate to match the overall amount quoted by the L1 bidder. Category A bidders are required to provide their quotes for the first year, i.e. for Mar’20-Feb’21 in the online template. For the balance 4 years, i.e. from Mar’21-Feb’25, the bidders shall quote percentage variation from previous year rate subject to maximum of (+) 5% from the previous year rate, with the technical bid as per the Form-1 attached with the tender. Rate of variation shall be indicated in terms of percentage (+) in figure keeping the base as the prices quoted for the previous year, i.e. for the year Mar’21-Feb’22, base shall be taken as rates of Mar’20-Feb’21; for the year Mar’23-Feb’24, base shall be taken as rates of Mar’22-Feb’23. The maximum allowable variation is (+) 5% In case the percentage is not mentioned, then it will be construed that the prices quoted for the year Mar’20-Feb’21 are valid for the balance 4 years (Mar’21-Feb’24) If the bidder has provided a figure more than +5%, then the evaluation and the order placement will be done considering +5% only, subject to negotiation with the L1 bidder.

HPCL reserve the right for inspection of work(s), if needed, to ascertain their competence in respect of similar works and other criteria mentioned herein. HPCL is not bound to assign any reasons thereof and no correspondence in this regard shall be entertained.

4.1.2. For Category-B Bidders: 10% of the annual required quantity

4.1.2.1. Only Unpriced bid (techno commercial) will be evaluated and Priced Bid of the bidder will not be opened.

4.1.2.2. Finalized rate of L-1 among Category-A bidders will be counter offered to Category-B bidders. Vendors must also accept tender terms and conditions. Trial PO will be placed only on those vendors who match L1 rate and accept T&C.


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4.1.2.3. In case, the Category-B bidder/s don’t match the L1 rate or there is balance quantity for which Purchase order cannot be placed due to insufficient number of bidders, then the remaining quantity for supply of biomass from 10% will be distributed equally among the successful Category-A bidders in the ratio 70:30.

4.1.2.4. Successful bidder who accept the terms and conditions and L1 rate of the Category-A bidders will receive the trial order upto a maximum amount equal to 4 times the annual average turnover (2014-15, 2015-16 & 2016-17) or 4 times the quantity of biomass for which the vendor has submitted the purchase order copy, whichever is lower.

4.1.2.5. Trial order quantity on a single supplier will be capped to 1/5th of the allocated 10% qty., i.e. max purchase order quantity to a vendor under this category will be maximum 2%, i.e. maximum 3480 MT.

4.1.2.6. If the bidders offers to supply a quantity less than the above capped qty. then order for his agreed qty. will be placed on the bidder

4.1.2.7. Priority of releasing trial orders will be in descending order of qty. offered (as per From-7) (with rate matching the L1) till the quantum of overall supply from these vendors are exhausted.

Example: For understanding purpose only

Qty of biomass Offered (in MT)

Estimated amount of the qty. offered (in Rs. Lakhs)

Average Annual Turnover (in Lakhs)

Qty. of biomass supplied as per PO submitted (in MT)

PO qty. (MT)

Priority of Trial order PO placement

Bidder 1 4000 100 80 900 3480 3

Bidder 2 4500 113 40 1500 3480 2

Bidder 3 3700 93 70 1000 3480 4

Bidder 4 3500 88 50 1700 PO will not be awarded to this bidder

Bidder 5 3600 90 190 1500 3480 5

Bidder 6 4800 120 60 970 3480 1

4.2. While evaluating the Bidder’s conformity with Experience Criteria, the following consideration shall be applied :

i. Only such works shall be taken into consideration, the details of which have been submitted by the Bidder for relevant work along with copy of work order/ notification for award, completion certificate etc. duly authenticated.

ii. Copy of work order/ notification for award of work shall establish the following:

a. The work was awarded to Bidder.


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b. The work meets Technical criteria mentioned under Experience Criteria – Technical

and Commercial criteria mentioned in the IFB for qualification

iii. Completion Certificate(s) / Letter (s) by Client/ Experience certificate (s) indicating executed

4.3. Standing order will be issued with a call up order facility

4.4. The order on Category-B bidders will be a trial order and the performance of supply will be rated every year and will be ranked based on timely delivery and percentage supply of the indented quantity and both will be given equal weightage. Order will be placed for one year and the contract will be renewed only after satisfactory performance of the previous year.

4.5. If no bid is received from the Category-B bidders or no bidders agrees to match the L1 rate of Category A, then 7% out of the 10% will be awarded to L1 bidder.

5. CONTACTING THE OWNER 5.1. No Bidder shall contact the Owner on any matter relating to its Bid from the time of

submission of Bid, unless requested so in writing. Any effort by any Bidder to influence

the Owner in the decision-making process in respect of the Bid evaluation will result in

the rejection of that Bidder's Bid.

4.4.8. Bidder must complete and answer each and every question, in full clarity, in the same

sequence as presented in the document. Bidder to note that non-submission of relevant

supporting documents may lead to rejection of their PQ Bid. It is to be ensured that all

relevant supporting documents are submitted by the bidder along with their Bid in the first

instance itself. Owner reserves the right to ask for any additional document/information in

support of documents already provided by the bidder or complete the evaluation based on

the details furnished without seeking any subsequent / additional information from the

bidder.

6. FRAUDULENT PRACTICES

6.1. The OWNER requires that Bidders observe the highest standard of ethics during the award /

execution of Contract.

"Fraudulent Practice" means a misrepresentation of facts in order to influence the award of a

Contract to the detriment of the Owner, and includes collusive practice among bidders (prior to

or after PQ Bid / Bid submission) designed to establish bid prices at artificial noncompetitive

levels and to deprive the Owner of the benefits of free and open competition.

6.2 The OWNER will reject a proposal for award if it determines that the bidder recommended

for award has engaged in fraudulent practices in competing for the Contract in question.


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6.3 Bidder is required to furnish the complete and correct information/ documents required for

evaluation of their Bids. If the information/ documents forming basis of evaluation is found to

be false/ forged, the same shall be considered adequate ground for rejection of bids and

forfeiture of Earnest Money Deposit.

6.4 In case, the information/ document furnished by the Bidder / Contractor forming basis of

evaluation of his Bid is found to be false / forged after the award of the contract, Owner shall

have full right to terminate the contract and get the remaining job executed at the risk & cost of

such Bidder/ Contractor without any prejudice to other rights available to Owner under the

contract such as forfeiture of CPBG / Security Deposit, withholding of payment etc.

6.5 In case, this issue of submission of false documents comes to the notice after execution of

work, Owner shall have full right to forfeit any amount due to the Bidder / Contractor along with

forfeiture of CPBG / Security Deposit furnished by the bidder / Contractor.

6.6 Further, such bidder / contractor shall be put on Blacklist / Holiday / Negative List of OWNER

debarring them from future business with OWNER & PMC for a time period, as per the

prevailing policy of owner.

7. APPLICABLE LAW AND JURISDICTION

The Bidding Process shall be governed by, and construed in accordance with the laws of India and the Courts at Mumbai, India shall have exclusive jurisdiction over all disputes arising under, pursuant to and/ or in connection with the Bidding Process.


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SPECIAL CONDITIONS OF CONTRACT (SCC)


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SPECIAL CONDITIONS OF CONTRACT (SCC)

1. GENERAL

1.1. These are the Special Conditions of the Contract for execution of the Scope of Supply (also referred as Scope of Work) as set out in this contract.

1.2. Special Conditions of Contract (SCC) shall be read in conjunction with the General

Terms and Conditions attached with the tender and any other document forming part of this contract wherever the context so requires. In case of any discrepancy, inconsistency between SCC and GTC, the provisions of SCC shall prevail over GTC.

2. INTERPRETATION

2.1.1. Unless the context otherwise requires:

2.1.1.1. Words importing the singular only also include the plural, and vice versa;

2.1.1.2. Words importing persons or parties shall include firms, partnerships, consortia,

joint ventures, associations, corporations and any organization having legal

capacity, and vice versa; Words importing one gender shall be construed as including the other gender or the neuter; words importing the neuter shall be construed as including either gender.

2.1.2. The index and marginal notes or headings in this Contract and any other document

forming part of this Contract shall not be construed to be part of Articles themselves and shall not be taken into consideration in the interpretation or construction thereof or of this Contract as a whole except for assistance in resolving an ambiguity.

2.1.3. Subject to any express provision to the contrary contained elsewhere in this contract, any period of time fixed by this Contract or determined pursuant to this Contract for doing any act or thing shall be reckoned in accordance with the following provisions:

2.1.3.1. “Month/ week/ day” shall mean a Gregorian calendar month, calendar week and calendar day respectively;

2.1.3.2. Where the act or thing is required to be done within a specified period after or from a specified date, the period shall begin immediately after that date.

2.1.3.3. Where the act or thing is required to be done within or in not more than a specified period before a specified date, the period shall end immediately before that date.

2.1.4. Communications which under this Contract are required to be “in writing”, may be

hand-written, typewritten or printed.


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2.1.5. All references in this Contract to Articles or Sections are references to Articles or Sections numbered herein, and not to those in any Exhibit forming part of this Contract or to any other Contract Document unless specifically stated to be so.

2.1.6. Wherever in this Contract provision is made for giving or issue of any notice, consent,

approval, certificate, instruction, request, or determination by any Person, unless otherwise specified, such notice, consent, approval, certificate, instruction, request, or determination shall be in writing and the words “notify”, “certify”, “instruct”, “request”, or “determine” shall be construed accordingly.

No verbal agreement, assurances, representation or understanding given by any employee or officer of the Owner or so understood by the bidder, whether given or understood before or after the execution of the Contract, shall any-wise bind the Owner or alter the Contract documents unless specifically given in writing and signed by the Owner’s Representative on behalf of the Owner and bidder’s authorized representative as an agreed variation and amendment of the relative terms in the Contract documents.

3. DEFINITIONS

3.1 Farmers: A farmer (also called an agriculturer) is a person engaged in agriculture, raising living organisms for food or raw materials. A farmer is a person who owns or manages a farm or operates an agricultural enterprise, either commercially or to sustain himself or his family.

3.2. Aggregators : A firm/individual that coordinates/connect together a group of farmers and collect, store and supply biomass to the bidder

3.3. Village Level Entrepreneur (VLE): A local level entrepreneur who is a Common Service Centre (CSC) operator and have entrepreneurial traits, strong social commitment and respect within the community.

3.4. Co-operative Societies : A society which has its objective the promotion of economic interest of its members in accordance with co-operative principles.

3.5. Producer Organization (PO): A legal entity formed by primary producers, viz. farmers, milk producers, fishermen, weavers, rural artisans, craftsmen. A PO can be a producer company, a cooperative society or any other legal form which provides for sharing of profits/benefits among the members. In some forms like producer companies, institutions of primary producers can also become member of PO.

3.6. Farmer Producer Organizations (FPO): It is one type of PO where the members are farmers.

4. SCOPE OF WORK

HPCL has proposed to set up 2G Ethanol Plants at different locations in the country utilizing Ligno-

cellulosic biomass. HPCL has proposed to set up a “Lignocellulosic Biomass Ethanol Bio refinery at


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Bathinda” for production of ethanol and other byproducts, if any, from potential biomass feedstock

including to Rice Straw and Cotton stalks.

For this purpose, Hindustan Petroleum proposes to execute the project with biomass supplier (s)

and a technology provider (s) wherein.

I. Biomass Supplier would be responsible for aggregation, storage & regular supply of

quality biomass feedstock (Paddy Straw and Cotton stalks) to the bio refinery and

handling/disposal of Ash and mud from the biorefinery

II. Technology provider would be responsible for providing process technology including

Basic Design Engineering Package, Detailed Engineering of plant, supply of enzyme (if

any required).

The scope of work includes:

1. Supply of the desired feedstock for Ligno-Cellulosic biomass based 2G Ethanol bio-

refinery with 100 KL/day capacity at Bathinda, Punjab

2. Disposal/handling of the ash and mud that is being generated from the Biorefinery (by

Category A bidders)

The designed capacity of the proposed bio-refinery would be ~30,000 kl of Ethanol per annum

(100 KL per day for 300 days/annum). Correspondingly, the biomass suppliers are expected to

supply approximately 1,74,000 MT of desired biomass per annum (average of 580 tonnes of

biomass per day). The main biomasses are primarily:

Paddy Straw : 85,500 tonnes/annum

Cotton Stalk : 88,5000 tonnes/annum

Supplier shall be responsible for holding/ storing biomass safely to ensure continuous supply to

meet the plant input requirement.

The expected usage of the biomass would be as per the plant requirement. The plant may be

operated with one type of biomass for a certain period of time while on another type of biomass

for another time (For example, it may be operated for approximately seven days with one

biomass and next seven days with other biomass).

Biomass consumption in bio-refinery would be switched from one biomass to another biomass

alternately. The supplier needs to ensure biomass supply accordingly.

Role of Biomass Supplier

Following is the envisaged role (step wise) that the biomass supplier would have to execute.

The biomass supplier would need to carry out significant background work before commencing

commercial supply to the proposed bio-refinery at Bathinda region:


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a) Primary Role:

Biomass assessment – primary data analysis

Village Level Entrepreneur (VLE) development

Training to VLE for collection and machinery maintenance

Demonstration of biomass collection, transport and storage

b) Mandatory Role:-

Agreement with farmers and finalization of storage depots and its structure

development

Adequate land for storage, Machinery leasing/procurement, and transport

arrangements

Insurance , fire hazard protection for biomass at storage

Payment to farmers and Commercial supply of biomass

Third Party certificate for risk assessment

Disposal of Ash and Mud from the Biorefinery to an unobjectionable area.

5) DELIVERY PERIOD Please note that timely delivery by the vendor as per the delivery schedule is the essence of contract. Advance quarterly indent with monthly breakup of the required biomass quantity based on pro-rata requirement will be provided by HPCL. HPCL reserve the right to alter the quarterly procurement plan with 15 days advance notice to the supplier as per the mutual consent. In case of any alteration of the monthly indents, the revised indent (higher or lower) would be considered for the Price Reduction clause. 6) SUPPLY SCHEDULE The supply contract will be for a duration of 5 years. It is expected that the supply shall start tentatively from Mar’20 with a variation window of (+/-) 3 months. 6.1) For the first 6 months of the first year: Bidder shall supply 25% of the indented quantity, i.e. average of 145 MT/day of the required biomass considering the stabilization period of the Biorefinery. 6.2) For the balance 6 months of the first year: Bidders shall supply 50% of the indented quantity, i.e. average of 290 MT/day of the required biomass. 6.3) From 2nd Year onwards: Bidder to supply 100% of the indented quantity, i.e. average of 580 MT/day of the required biomass.


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Period Supply Schedule

Mar’20-Aug’20 25% of the annual order quantity

Sept’20-Feb’21 50% of the annual order quantity

Mar’21-Feb’25 100% of the annual order quantity

7) TAKE OR PAY CLAUSE (ONLY FOR CATEGORY A BIDDERS) The Take or Pay clause (only for category A bidders) shall be applicable as per the below modalities: 7.1) Supplier’s Liability

The supplier shall strictly adhere to the supply schedule and achieve supply performance of min. 90% of monthly indents and 100% of indents on quarterly basis

If the supplier fails to supply as per the above mentioned capacity o Deficit quantity will be procured from other supplier or market and differential rate

will be charged to the defaulting supplier. o In case biomass is not available from any other supplier/market then price reduction

schedule shall prevail; Price Reduction Schedule If the supplier is not achieving 90% of the supplies for a particular month and also 100% of the indented quantity on quarterly basis, price Reduction Clause will be applicable where shortfall in supply is higher in the above two cases. Penalty will be calculated on monthly and quarterly basis and final penalty will be adjusted/levied for the higher of the two. Price Reduction: Monthly Penalty

Supplied qty. is above 90% of the monthly indented qty.

No penalty

Supplied qty. is between 70%-90% (70% included) of the monthly indented qty.

10% of the cost of the undelivered qty. (90% of the monthly indented qty. less supplied qty. on month to month basis)

Supplied qty. is between 60-70% (60% included) of the monthly indented qty.

15% of the cost of the undelivered qty. (90% of the indented qty. less supplied qty. for month under consideration)

Supplied qty. is below 60% of the monthly indented qty.

20% of the cost of the undelivered qty. (90% of the indented qty. less supplied qty. on month to month basis)


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Note: Bidder can supply maximum 110% of the monthly indented qty. in any one month in a quarter in case there is any short supply in previous month. Price Reduction: Quarterly Penalty

Supplied qty. is 100% of the indented qty. on quarterly basis

No penalty

Supplied qty. is between 70%-100% (70% included) of the quarterly indented qty.

10% of the cost of the undelivered qty. (100% of the quarterly indented qty. less supplied qty. in the quarter under consideration)

Supplied qty. is between 60-70% (60% included) of the quarterly indented qty.

15% of the cost of the undelivered qty. (100% of the indented qty. less supplied qty. in the quarter under consideration)

Supplied qty. is below 60% of the quarterly indented qty.

20% of the cost of the undelivered qty. (100% of the indented qty. less supplied qty. in the quarter under consideration)

Beginning of the first quarter will be calculated from Mar’20 (tentative) or the date advised by HPCL after placement of order. If the beginning of the first quarter does not fall on the first day of the calendar month, prorated indent for the balance period of that month would be considered. The following 2 months will complete the quarter.

Quarter no 2, 3… upto the second last quarter of the contract period would consists of three consecutive calendar months thereafter.

The penalty shall be deducted from the payment due to the vendors and/or invoking Bank Guarantee.

7.2) Owner’s Liability If the owner fails to accept the full indented quantity, compensation shall be paid as per the below table

Scenarios Compensation to be paid to the supplier by HPCL (in Rs.)

If the plant is not under operation for 3 months in a year (continuous or cumulative)

NO


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If the plant is not under operation for 3 months upto 6 months (continuous or cumulative)

Yes, compensation shall be paid as per the formula. Compensation to be paid = QAnnumX R X 15% where, QAnnum= Quantity not accepted by HPCL per annum less three month quantity R=Unit rate/MT of the biomass as per the PO Note : Compensation shall be paid at the end of the year.

If there is a continuous shutdown due to failure of critical equipment and it is expected that shutdown will be more than 6 months.

Supplier shall be given three months’ notice and the contract will be terminated. However, during the three months’ notice period, no compensation shall be paid and supplier shall be released from the committed biomass qty. and he may choose to sell the same in the market. If the supplier submits a proposal (during the first month of the notice period) to HPCL to supply the biomass as and when the plant is put back to operation , at the same terms and conditions of the purchase order, HPCL reserves the right to consider the submitted proposal.

8. PAYMENT TERMS 100% Payment shall be made within 15 days after receipt of material at HPCL site & submission of Original Invoice(s). Payment will be done on weight basis. The supplier is to submit the invoice mentioning the weight of the biomass supplied multiplied by the unit cost plus the applicable tax rate in force at the time of billing. Invoice can be raised on fortnightly/monthly basis. 9. WEIGHING/OPERATING/TRADING METHODOLOGY 9.1 The supplier shall provide necessary transport at its cost for taking delivery or arranging for the dispatch of the biomass/ biomass bales to HPCL premises 9.2 Each consignment will be weighed at the company weighbridge. In case, the company weighbridge is not functioning, the material will be weighed at a public weigh bridge. The weighment shall be done in the presence of the supplier and HPCL representative. 9.3 The moisture content in the biomass will be checked at gates of the HPCL and the consignment may get rejected if the moisture content is more than the allowable limits as defined in the tender. 9.4 The supplier shall depute its competent personnel to supply and deliver the biomass at HPCL’s premises with due compliance to quality and safety norms. Any wastage/damage to the product due to handling issues upto the point of delivery and storage at HPCL’s premises will be exclusively borne by the supplier. 10. BIOMASS SUPPLY AGREEMENT


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A supply agreement will be signed between the successful bidder/s and the owner with the tender terms and conditions

TECHNICAL PART


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1 BIOMASS QUALITY

The biomass quality is utmost importance for smooth operation of plant. The biomass supplied

is expected to be of good quality, free of stones, mud, sand, dust, and all kind of undesirable

material etc. The moisture play very important role for success of the ethanol second

generation (2G) technology.

1) Moisture Content: Moisture content will be calculated on consignment basis and

biomass up to 15% moisture level for rice straw and 20% moisture level for cotton stalk

will be accepted by HPCL without any deduction. The biomass less than or equal to 15%

moisture for rice straw and 20% moisture for cotton stalk will be considered.

In case of Rice Straw: The biomass with moisture content upto 15% will be considered.

However, if the supplier supplies rice straw with moisture content more than 15% but

less than 20%, then it will be mandatory for the supplier to supply additional biomass

quantity equal to the weight of the moisture content.

For example: If the supplier supplies 200 MT of rice straw at 18% moisture, then he has

to supply additional 6 MT of biomass to receive payment for the 200 MT biomass

quantity

Formula for additional biomass quantity:

Additional Biomass quantity = (Moisture percentage of the supplied biomass – 15%) x

Supplied biomass quantity

In case of Cotton Stalk: The biomass with moisture content upto 20% will be considered.

However, if the supplier supplies cotton stalk with moisture content more than 20% but

less than 25%, then it will be mandatory for the supplier to supply additional biomass

quantity equal to the weight of the moisture content.

For example: If the supplier supplies 200 MT of rice straw at 22% moisture, then he has

to supply additional 4 MT of biomass to receive payment for the 200 MT biomass

quantity.

Formula for additional biomass quantity:

Additional Biomass quantity = (Moisture percentage of the supplied biomass – 20%) x

Supplied biomass quantity


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The maximum allowable moisture content in the rice straw and cotton stalk will be

20% and 25% respectively and rice straw/ cotton stalk having moisture content more

than the above mentioned percentage will be rejected; no payment shall be disbursed

to the supplier in that case.

If the supplier is not supplying the additional biomass qty. as per the above formula,

amount for that quantity will be deducted from the running bills.

Moisture shall be checked at the time of unloading of every trolley/truck/trailers and the

load carrying moisture content of more than the above mentioned percentage will be

rejected.

Random sample shall be sent to the lab situated within the premises of Biorefinery after

which the final moisture content shall be established

2) Supply of rice straw: Supply of rice straw shall be done in bale form. The bale shall be in

cuboidal form and of the dimensions;

a. Length: 3ft

b. Breadth: 1.5 ft

c. Height: 1.2 ft

3) Bale weight: 15-20 kgs.

4) Supply stalk: Cotton stalk shall be supplied in shredded form. Maximum allowable size

shall be 50 mm.

2 ASH AND MUD HANDLING/DISPOSAL

1) Following quantities of Ash and Mud is envisaged from the Ethanol Biorefinery

a) Ash: 60 MT/day from rice straw and 32 MT/day from cotton stalk b) Mud: 8 MT/day (with 50% moisture)

2) Ash and mud to be disposed to Brick Kiln/Agricultural land/ low lying areas or to the farmers (with prior written agreement). 3) The ash and mud needs to be collected from the Biorefinery in motorized vehicle (lorry). The ash while transferring shall not be directly exposed to atmosphere, so ash needs to be covered fully while transferring 4) In case of spillage or in event of Ash/mud transferring vehicle meeting with an accident. The same need to be immediately intimated to HPCL and PPCB. At the same time spillage need to be immediately collected to prevent any environmental contamination/adverse effect. 5) Guidelines of ash disposal issued by the PPCB to be strictly adhered to.


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6) HPCL may conduct periodic audits of the disposal site at any time and frequency. 7) There shall not be any illegal dumping or violation of any guideline of HPCL or PPCB. In such case, action will be taken and monetary fine can also be levied as decided by HPCL management. At that time any violation will also be intimated to PPCB. At the same time any such violation can also lead to termination of Ash and mud handling contract and also biomass supply contract with the supplier/s 8) In case of termination of the Ash and mud handling contract, same amount will be reduced from the cost of supply of the biomass 9) Any change in the disposal of methodology shall be not be done without prior approval of HPCL and PPCB 10) In worst case scenario, for any adverse effect on the environment, the cost of rectifying the same will be collected and accordingly rectification work will be done as per the guidelines of HPCL and PPCB. 11) Payment for the ash and mud handling/disposal will be done based on the weight of the ash and mud disposed off /handled.


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SCHEDULE OF PRICES (SOP)


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SCHEDULE OF PRICES (SOP) FOR CATEGORY A BIDDERS

The supply contract for the Category A bidders will for a duration of 5 years and Category A bidders are required to provide their quotes for the first year, i.e. for Mar’20-Feb’21 in the online template. For the balance 4 years, i.e. from Mar’21-Feb’25, the bidders shall quote percentage variation from previous year rate subject to maximum of (+) 5% from the previous year rate, with the technical bid.

SL No.

ITEM DESCRIPTION PERIOD UNIT OF MEASUREMENT

QUANTITY* AMOUNT (INR)

UNIT RATE

TOTAL AMOUNT

1 Supply of Paddy Straw in the bale form with maximum 15% moisture Mar’20-Feb’21 Metric Ton 30,000 Please do not quote your prices here. The table is just for indicative purpose. Prices to be quoted in the online bid template only

2 Supply of Cotton stalk in shredded form with maximum 20% moisture

Mar’20-Feb’21 Metric Ton 31,000

3 Ash and Mud disposal/handling to safe and unobjectionable area

Mar’20-Feb’21 Metric Ton 5,700

*The above quantities are 100% of the annual required quantity. However, the order award shall be as per the philosophy mentioned in the

Clause 3- Distribution of Packages of the Instruction to Bidders.

Notes:

1. The above prices shall remain firm and no escalation shall be payable

2. The validity of the above prices shall be for 180 days from the final bid due date

3. Call-Up order will be placed on Monthly / Quarterly / yearly basis


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FORM-I

SL No.

ITEM DESCRIPTION PERIOD UNIT OF MEASUREMENT

QUANTITY* RATE OF VARIATION IN PERCENTAGE (+) FOR

PRICES SPECIFIED IN SOP

1 Supply of Paddy Straw in the bale form with maximum 15% moisture Mar’21-Feb’22 Metric Ton 85,500




5 Supply of Cotton stalk in shredded form with maximum 20% moisture Mar’21-Feb’22 Metric Ton 88,500




9 Ash and Mud disposal/handling to safe and unobjectionable area Mar’21-Feb’22 Metric Ton 16,200




*The above quantities are 100% of the annual required quantity. However, the order award shall be as per the philosophy mentioned in the

Clause 3- Distribution of Packages of the Instruction to Bidders.

Notes:

1. Rate of variation shall be indicated in terms of percentage (+) in figure keeping the base as the prices quoted for the previous year, i.e. for

the year Mar’21-Feb’22, base shall be taken as rates of Mar’20-Feb’21; for the year Mar’23-Feb’24, base shall be taken as rates of

Mar’22-Feb’23. The maximum allowable variation is (+) 5%


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2. In case the percentage is not mentioned, then it will be construed that the prices quoted for the year Mar’20-Feb’21 are valid for the

balance 4 years (Mar’21-Feb’24)

3. If the bidder has provided a figure more than +5%, then the evaluation and the order placement will be done considering +5% only, subject to negotiation with the L1 bidder.

4. The above prices shall remain firm and no escalation shall be payable

5. The validity of the above prices shall be for 180 days from the final bid due date

6. Call-Up order will be placed on Monthly / Quarterly / yearly basis


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Annexure-I

SELF CERTIFICATION

I, ___________________________ S/O, D/O of __________________________ working as CEO/ CFO/ Company Secretary (indicate as applicable) of the Company ___________________________having its registered office ___________________ at certify that all the details including documents pertaining to Bidder Qualification Criteria signed by undersigned vide our offer reference _____________________against your Enquiry document ___________________________are true, authentic, genuine and exact copy of its original.

It is certified that none of the documents are false/forged or fabricated. All the documents submitted have been made having full knowledge of (i) the provisions of the Indian laws in respect of offences including, but not limited to those pertaining to criminal breach of trust, cheating and fraud and (ii) provisions of bidding conditions which entitle the Owner to initiate action in the event of such declaration turning out to be a misrepresentation or false representation.

I further certify that further documents, if any, required to be submitted by our company, shall be submitted under my knowledge and those documents shall also be true, authentic, genuine, exact copy of its original and shall not be false/forged or fabricated.

DECLARATION

I, ___________________________ S/O, D/O of __________________________ working as CEO/ CFO/ Company Secretary (indicate as applicable) of the Company ________________ having its registered office at _______________________________with reference to our bid ___________________________ against your Enquiry document ___________________________, declare that in case, at a later date, any of the document submitted in our bid referred above is found to be false/forged or fabricated, I shall be held responsible for the same and Owner has every right to take action against me and my company, as deemed fit as per provisions of the PQ Documents including Owner right to put our company on Holiday / Black list for future business with Owner.

Specimen Signature of authorized representative

Signature Name & Designation (CEO or CFO or Company Secretary)


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FORM-2

DETAILS REQUIRED FROM BIDDER (Both Category A and B Bidders)

The following details need to be provided by bidder to illustrate the credentials:

1.1. General Information

S.N. Description Details by Bidder

1 Name of the Bidder/Firm/Organization

2 Intention to participate: As Category A

bidder or Category B bidder

3 Intention to participate: As a single bidder

or Consortium or JV

4 Documentary proof to be submitted in

case of consortium/JV, Agency shall

indicate name of members/tentative

scope of each member and details as

asked for in desirable experience for each

member, maximum three members are

allowed

5 Details of registration document of the

Firm (provide details & enclose copy)

6 Registered Address of Firm

7 Year of Establishment

8 Contact Person

9 Designation and address of Contact

person

10 Telephone and Fax Number

11 Email Address

12 Website (if any)

13 Turnover & Net worth of the Firm during last three financial years (Please enclose copy of audited annual reports)

Year Turn Over

(INR Crore)

Net Worth

(INR Crore)

2016-2017

2015-2016

2014-2015

14 In case firm is subsidiary, indicate the role parent company


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FORM-3

TECHNICAL INFORMATION REGARDING BIOMASS SUPPLY (For Category A bidders)

Technical information


1 Proposed location of the collection centers ( To be

proposed by the bidder, ensuring cost efficient

aggregation, storage and supply of biomass to the bio-

refinery)

3 Proposed maximum annual agriculture –residue supply (tonnes) for each biomass type in next three years

4 Locations of current operation

5 Details of bidder’s total existing biomass storage capacity

6 Details off agri-residue (paddy straw) handled in last 7 years

Year Tonnes

2017-2018

2016-2017

2015-2016

2014-2015

2013-2014

2012-2013

2011-2012

7 Details off agri-residue (cotton stalk) handled in last seven years

Year Tonnes

2017-2018

2016-2017

2015-2016

2014-2015

2013-2014

2012-2013

2011-2012

8 All Statutory clearances available Yes/No

9 Safety measure adopted Yes/No

10 Area available with Bidder in acre for collection centers within 25 km radius of operation

11 Area available with Bidder in acre for collection centers within 50 km radius of operation

12 List of group members with quantity of biomass supplied

13 List of equipment used for biomass aggregation & supply


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15 Details of ownership (Registration no., chassis no., etc.) of equipment used, prime movers, vehicles used

16 Intent letter/ firm agreement from the small aggregators/ farmers/ VLEs/ Societies ensuring a min supply of 53,000 MT of biomass to the storage depots/areas.

17 Letter from the land owners indicating a minimum area of 53 acres, for allowing storage of the biomass throughout the year with the bid (option for changing the letter from the landowner at later stage with reasons)

18 Statement for the equipment (tractors, balers, rakers, shredders and cutters) required to deliver the contracted qty & detail of ownership ( owned/leased )


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FORM-4

For Category A Bidders

DECLARATION FOR INTENT LETTER/ FIRM AGREEMENT FROM THE SMALL AGGREGATORS/ FARMERS/ VLES/ SOCIETIES

(To be printed on Letterhead)

The company _________________________ has contacted __________ nos. of small Aggregators / farmers / VLEs / Societies and have, till date, a minimum assured supply of 53000 MT. However, we as a company assures that it will supply HPCL, the quantity of biomass for which the order has been awarded.


Signature Name & Designation


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FORM-5

For Category A bidders

DECLARATION FOR THE LETTER FROM THE LAND OWNERS FOR ALLOWING STORAGE OF THE BIOMASS THROUGHOUT THE YEAR

(To be printed on Letterhead)

The company _________________________ has contacted __________ nos. of land owners and have, till date, collaborated/tied up for a minimum of 53 acres of land, allowing storage of the biomass throughout the yeat. However, we as a company assures that it will collaborate/tie up with other land owners for allowing storage of the biomass throughout the year for the biomass quantity for which the order has been awarded.


Signature Name & Designation


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FORM-6

For Category A Bidders

For Supply of 60% of the biomass quantity

Equipment Units required for

60% of the supply

Ownership

(Owned/Leased/Hired)

Time duration for usage

/annum(months)

Tractors

Trolleys/Trailers

Balers

Rakers

Shredders

Cutters

For Supply of 40% of the biomass quantity

Equipment Units required for

40% of the supply

Ownership

(Owned/Leased/Hired)

Time duration for

usage /annum(months)

Tractors

Trolleys/Trailers

Balers

Rakers

Shredders

Cutters


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FORM-7

For Category A Bidders Monthly availability of Biomass supply

Feedstock Quantity (Tonnes)

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Paddy straw

Cotton Stalk


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FORM-8

FORMAT FOR WORKING CAPITAL REQUIREMENT FOR CATEGORY A BIDDERS (To be issued by Scheduled bank on Letterhead)

In case of award to M/s _____________________ (Name of Bidder), we agree to provide the line of credit to meet

the working capital requirement for the job up to INR _______________________ for the _________________

(Name of Job).

This letter is being issued at your specific request for purpose of bidding without any risk, responsibility, guarantee,

liability, indemnity or obligation on the part of the Bank or its officers/directors and should not be construed as

recommendation or guarantee or opinion.


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FORM-9

DETAILS TO BE PROVIDED BY THE CATEGORY-B BIDDERS

Sr. No

Details required

1 Capacity to supply biomass to

proposed bio-refinery (average Per day)

2 Capacity to supply biomass to

proposed bio-refinery (Per year)

3 Average annual turnover of the bidder during

last three financial years of 2014-15, 2015-16

& 2016-17

4 Net worth as per latest audited Balance

Sheet.

5 Location of current operation