Oman Oil Refineries and Petroleum Industries … Oil Refineries and Petroleum Industries Company SAOC Tender number 9900003944 ... detailed list of attendees (including all companies

Oman Oil Refineries and Petroleum Industries Company SAOC Tender number 9900003944 – Organization of a supplier symposium

Section T1 – Invitation to Tender, Rev. 3, September 2014 Page 1 of 15

Attention: To whom it may concern Date: 15 September 2014 From: Boris Wojciechowski, Contract Engineer, Email: [email protected] Our Reference: 9900003944 Tender No. 9900003944 – Organization of a supplier symposium Dear Sir, Oman Oil Refineries and Petroleum Industries Company SAOC (hereinafter referred to as “Orpic” or “the client”) invites “Tenderers” to tender for the Work in accordance with the terms and conditions set down in the “Tender Documents”. If you are a successful Tenderer, you shall be required to enter into a Contract in accordance with the Form of Agreement. The Tender Documents shall comprise the following Sections:

T1 Invitation to Tender (this letter including the pages attached hereto) T2 Instructions to Tender T3 Data to be provided by Tenderers C1 Form of Agreement C2 NOT USED C3 General Conditions C4 Scope of Work C5 Schedule of Prices C6 Technical specifications and drawings C7 NOT USED C8 NOT USED C9 HSE Specifications C10 Data provided by the Contractor

Only Section “T1 – Invitation to Tender” is provided; the other documents will be issued to interested Tenderers that pay the Tender Fee and submit to the undersigned:

a. The confirmation of payment of the Tender Fee, b. The Tenderer Data Sheet (Appendix 1) duly filled in, and c. The Confidentiality Declaration (Appendix 2) duly filled in and signed.

mailto:[email protected]



In the preparation and submission of the Tender, the Tenderer shall comply with the Tender Documents. Orpic reserves the right to disqualify the Tenderer if any of the requirements defined in the Tender Documents are not met. Yours faithfully, For Oman Oil Refineries and Petroleum Industries Company SAOC (Orpic): Boris Wojciechowski, Contract Engineer



Oman Oil Refineries and Petroleum Industries Company SAOC

Tender number 9900003944

Organization of a supplier symposium

T1 – Invitation to Tender



Contents

1. Terms of Tender and Tender Overview .................................................................................. 5

Terms of Tender ...................................................................................................................... 5 1.1. Description of the Scope of Supply ......................................................................................... 5 1.2. Minimum Requirements to Participate in Tender .................................................................. 7 1.3.

2. Requirements to Collect Tender Documents .......................................................................... 8

Tender Details Sheet ............................................................................................................... 8 2.1. Tender Fee .............................................................................................................................. 8 2.2. Confidentiality Declaration ..................................................................................................... 8 2.3.

3. Orpic Contract Engineer – Contact Point ................................................................................ 9

Communication ....................................................................................................................... 9 3.1.

4. Tender Collection ................................................................................................................. 9

Collection of Tender Documents ............................................................................................ 9 4.1.

5. Tender Bond ......................................................................................................................... 9

Requirements .......................................................................................................................... 9 5.1.

6. Tender Clarification ............................................................................................................ 10

Arrangements ....................................................................................................................... 10 6.1.

7. Outline Tender Process and Submission of Tender ............................................................... 10

Process .................................................................................................................................. 10 7.1. Timeframe ............................................................................................................................. 10 7.2.

8. Contract Award .................................................................................................................. 10

Further assessment ............................................................................................................... 10 8.1.

Appendix 1 – Tenderer details for this Tender ............................................................................. 11

Appendix 2 – Confidentiality Declaration .................................................................................... 13



1. Terms of Tender and Tender Overview

Terms of Tender 1.1.

1.1.1. The terms and conditions applicable to this Tender Process are detailed in Sections T1 (including the cover letter), T2, T3. T2 and T3 may only be available with the complete Tender Document following payment of the Tender Fee.

Description of the Scope of Supply 1.2.

1.2.1. Overview

Orpic (Oman Oil Refineries and Petroleum Industries Company SAOC) has been recently established as Oman’s national refining and petrochemicals company aiming at “building an integrated Omani refining and petrochemical business that we are proud of”. Jointly owned by the Government of Oman and Oman Oil Company, Orpic employs a staff in excess of 1,600 people. Orpic’s integrated complex includes four industrial plants operating at two locations in Muscat and Sohar, which are joined by a 266 kilometre pipeline, delivering feedstock from Mina Al Fahal Refinery to the Sohar plants. Further details are available on Orpic website: www.orpic.om.

1.2.2. Objective

Orpic recognizes the importance of establishing an engaged relationship with its valued suppliers and wish to strengthen them by providing a unique opportunity to meet with Orpic Management. Orpic wishes to organize on an annual basis a supplier symposium, an event that shall facilitate the bonding of Orpic with its valued suppliers. The 2014 supplier symposium shall take place in Sohar and shall last for 1 day on 8 December 2014, with estimated 1,000 attendees.

1.2.3. Main activities

As a minimum, the following activities shall constitute the Scope of Work: a. Provision and arrangement of the venue in Sohar for the symposium:

i. Provision and arrangement of the venue in Sohar for the symposium, in accordance with the following requirements:

A. The venue shall accommodate the seating of up to 1,000 participants as well as an area to setup the exhibition stands;

B. The seating arrangements for the attendees shall facilitate a shared experience among the participants. On each numbered table, the details of each attendee (company name, attendee name and designation) shall be displayed in English. The setup shall be approved by Orpic prior implementation.

C. The venue shall be approved by Orpic prior any commitment being made.

ii. Supply and set up of approximately 10 shell scheme exhibition stands (number to be confirmed by Orpic) at the venue. The stands shall be 9 square metres in size, with rear and side walls. Fascia boards and names shall be included.

http://www.orpic.om/



iii. Supply of electricity to the stands and other area, as per the event arrangements.

iv. Supply of all audio and video equipment for the symposium presentations.

b. Advertisement of the event: i. Development and provision of an Advertising Plan, which shall be

approved by Orpic prior implementation. ii. Media scheduling and event advertisement. iii. Advertisement shall be both in Arabic and English.

c. Creation, printing and distribution of the advertising materials: i. Preparation, printing and distribution of all symposium-related

materials (banners, symposium programme, invitation letters, booklets, maps to the venue, etc.). The content of the advertising material will be provided by Orpic and shall be both in Arabic and English.

d. Creation, manufacturing and installation of the signs and boards for the event:

i. Manufacturing and installation of directional signage and guidance to the symposium location, in coordination with the concerned government authorities.

ii. The content shall be both in Arabic and English. e. Registration of the attendees:

i. Implementation of an Internet-based automated registration system to invite and track confirmation of attendance.

ii. Registration of the attendees for the events and provision of the detailed list of attendees (including all companies names, attendees names, emails and telephone numbers) to Orpic.

iii. Implementation of a Quality System to ensure that all the attendees will be accommodated in a satisfactory and professional manner and as per the standards approved by Orpic.

iv. Provision of more than one (1) registration counter at the entrance of the venue and the necessary dedicated staff during the event to provide the registration services to the attendees.

v. Provision of the badges and lanyards for all the attendees, displaying all the relevant information related to the attendee (company name, attendee name and designation) and supplied in alphabetical order for quick identification and distribution.

vi. Provision of a complete and detailed list of attendees (including all companies names, attendees names, emails and telephone numbers) having effectively attended the event.

f. Catering services for the event: i. During the event, provision of early morning snacks, 2 coffee breaks,

drinking water and lunch. All menus shall be approved by Orpic. ii. Provision of experienced staff in sufficient number for catering and

associated services.

1.2.4. Optional Scope of Work In addition to the Scope of Work defined above, Orpic may request the awarded Contractor to perform the following:

a. Optional Catering services for the event:



i. The night prior the event, organization and provision of a dinner in Sohar for some of the symposium participants (approximately 500 attendees). The menu shall be approved by Orpic.

1.2.5. Instructions to the awarded Contractor

While performing the Scope of Work, the awarded Contractor shall ensure the following:

a. The awarded Contractor shall develop and submit to Orpic for approval a detailed Management Plan defining all the processes / tasks to be completed during the performance of the Work and the timeline for the completion of each process / task.

b. The Invitation Letters to the potential attendees shall state the registration closing dates and shall display Orpic’s logo as well as those of the event sponsors.

c. The awarded Contractor shall comply with Orpic’s Corporate Identity, branding and themes in all aspects.

d. The awarded Contractor shall comply with Orpic’s guidelines and instructions while organizing the event.

e. The awarded Contractor shall ensure that all required documentation from Orpic, if required, is in place before the symposium.

f. The awarded Contractor shall notify Orpic of any issue related to the attendance (larger / lower number of attendees, required adjustment to the venue / event organization, etc.) and shall take the relevant actions to overcome the situation in coordination with Orpic. It is the awarded Contractor’s responsibility to conduct a thorough and comprehensive readiness and consistency check at the very beginning to ensure that no implementation hurdles are faced during the event.

g. The awarded Contractor shall allow sufficient time for the setup of the hall prior to the exhibition.

h. For catering services, the awarded Contractor shall only consider ingredients and materials made in Oman. Proposed samples shall be tested / checked by Orpic Representative prior the event and Orpic reserves the right to reject any or all the ingredients and materials proposed by the awarded Contractor if they do not meet the minimum standards required.

Minimum Requirements to Participate in Tender 1.3.

1.3.1. Tenderer Registration Requirements

This Tender is a public open tender and is open to any company, local or international, that can meet the Technical and Commercial criteria. Tenderers that participate in this Tender that are not registered with Joint Supplier Registration System (“JSRS”) will be required to register on their website (http://businessgateways.com/jsrs) if their Tender is successful. However it is advisable for all Tenderers to commence registration during the Tender Process.

1.3.2. No affiliate of the Tenderer shall be eligible to Tender or participate in a Tender

in any capacity whatsoever unless it can be demonstrated that there is not a significant degree of common ownership, influence or control amongst the

http://businessgateways.com/jsrs



Tenderer and the affiliate. This may also include Approved Registration requirements with Orpic or JSRS.

2. Requirements to Collect Tender Documents

Tender Details Sheet 2.1.

2.1.1. In order to correctly identify the Tenderer and the Tenderer’s point of contact for this Tender Process, the Appendix 1 – “Tenderer Details for this Tender” shall be duly completed by the Tenderer and presented (by hand or scanned and forwarded via email) to the Orpic Contract Engineer before the Tender Documents can be released to the Tenderer.

Tender Fee 2.2.

2.2.1. The Tender Fee for this Tender is hundred seventy five Rials (175.000 OMR).

2.2.2. Prior to collecting the Tender Documents, the Tenderer is required to deposit a

non-refundable “Tender Fee” into Orpic’s bank account as per the details hereafter:

Beneficiary: Oman Refineries and Petrochemicals Co. LLC Bank Name: HSBC Bank Oman SAOG Branch: Bait Al Falaj Swift Code: BBMEOMRXXXX Account No.: 002-083830-200 Currency: OMR

A receipt confirming deposit and identifying the Tenderers' name and the Tender number,.e.g. [Tenderer trading name] deposit for Tender [Tender number], must be presented, by hand or scanned and forwarded via email, to the Orpic Contract Engineer before the Tender Documents can be released to the Tenderer.

Confidentiality Declaration 2.3.

2.3.1. Prior to the collection of the Tender Document, the Tenderer shall sign the

attached Appendix 2 – “Confidentiality Declaration”. The Confidentiality Declaration must be completed, signed by an authorized person, stamped with the Tenderer’s company stamp and be presented, by hand or scanned and forwarded via email, to the Orpic Contract Engineer before the Tender Documents can be released to the Tenderer.



3. Orpic Contract Engineer – Contact Point

Communication 3.1.

3.1.1. All communication with Orpic shall be through Clarification Requests as defined in Section T2 – “Instructions to Tender”, in writing and addressed to:

The Orpic Tender [number and designation of the Tender], The “Point of contact for this Invitation to Tender” or The “Point of Contact during the Tender Process”, Contract Engineer [Name and email address].

No Clarification Requests shall be entertained after the Clarification Request Closing Date defined in the table included in Article ‎‎7.2.1.

4. Tender Collection

Collection of Tender Documents 4.1.

4.1.1. Once the Tenderer’s Details Sheet, Confidentiality Declaration and confirmation of payment of Tender Fee have been received, as requested in Article ‎‎‎2, the Orpic Contract Engineer shall inform the Tenderer of the time and date of the availability of the Tender Documents. The Tender Documents may be issued by email, electronic hard drive or hard copy.

4.1.2. Should a Tenderer be required to collect the documents from Orpic’s offices, the

Orpic Contract Engineer shall provide details of the information / documentation required to obtain a security gate pass to enter Orpic’s premises.

5. Tender Bond

Requirements 5.1.

5.1.1. To ensure the conformance of the Tender, Orpic requires the Tenderer to issue a Tender Bond in the exact format detailed in Section T3. The value of this Tender Bond shall be indicated in Section T3. The Tender Bond shall be forwarded to Orpic as part of the Technical Tender under separate cover. The Tender Bond shall be enforced in the event that Tenderer fails to submit and substantiate a conforming tender or has failed to accept award of the contract or purchase order.



6. Tender Clarification

Arrangements 6.1.

6.1.1. Any request for Tender Documents clarification shall be addressed in writing and submitted to the Orpic Contract Engineer by the advised date.

7. Outline Tender Process and Submission of Tender

Process 7.1.

7.1.1. The Technical Tender and the Commercial Tender shall be submitted in individually sealed separate packages on the same date.

7.1.2. The opening of the Technical Tender and Commercial Tender are the discretion

of Orpic and shall be performed as following: the Technical Tender is opened first and the Commercial Tender is open afterwards, subject to a satisfactory evaluation of the Technical Tender.

Timeframe 7.2.

7.2.1. The Tenderer shall comply with the following Tender Process schedule:

8. Contract Award

Further assessment 8.1.

8.1.1. In the event that Orpic considers a Tenderer’s proposal to be commercially viable, Orpic may subject Tenderer to a further technical and financial evaluation. Only when a Tenderer satisfies to Orpic’s technical, financial and commercial requirements will a Contract be awarded.

Activity Date

Issue of T1 – “Invitation to Tender” (either on Orpic website or by email)

15 September 2014, 11h00

Tender Documents available for collection 22 September 2014, 11h00

Final date for collection of Tender Documents 29 September 2014, 11h00

Clarification Request Closing Date 30 September 2014, 11h00

Technical Tender & Commercial Tender Submission Date

13 October 2014, 11h00



Appendix 1 – Tenderer details for this Tender The Tenderer shall duly fill in the form below:

General information

Tender number 9900003944

Tender title Organization of a supplier symposium

Full name of Tenderer

Postal Address

City

Country

Website

Office main telephone number

Country of registration

Status in Oman Agent / locally registered branch office / Omani LLC / foreign company

Ownership details (percentages and names, indicate where Omani)

__ % - __ % - __ % -

Name of company and address to be awarded the Contract (if different from details above)

Full name

Registered address

City

Country

Office main telephone number

Status in Oman Agent / locally registered branch office / Omani LLC / foreign company

Ownership details (percentages and names, indicate where Omani)

__ % - __ % - __ % -

Tenderer’s representative to which all Tender correspondence shall be addressed

Name of person

Fax number

Telephone number

Mobile number

Primary e-mail address (To be used for Orpic’s Tender communications)

Tenderer’s agent in Oman (if applicable)

Omani agent name

Postal address



Fax number

Telephone number

Mobile number

E-mail address

Our Omani agent is permitted to pick up the tender documents on our behalf

□ Yes. □ No, we will pick up the documents by ourselves. □ No, please send the documents to my foreign address stated above.

I, the undersigned , hereby declare that the information provided above is complete and accurate. On day of 2014 and signed by a duly authorized person on behalf of the Tenderer: (Signature)

Name: Position: For: Company Stamp:



Appendix 2 – Confidentiality Declaration The undersigned (the “Tenderer”), (Tenderer’s company name)

having its principal office at , (Tenderer’s registered address) hereby declares vis-à-vis Oman Oil Refineries and Petroleum Industries Company SAOC (“Orpic”), P.O. Box 282, PC 322 Sohar, Sultanate of Oman, to accept the following terms and conditions under which Orpic is prepared to communicate to the Tenderer certain Confidential Information pertaining to the Work / Service / Supply under the above-mentioned Tender as defined hereinafter. 1. Definitions

1.1. “Confidential Information” shall mean all knowledge, data or information acquired by the Tenderer from, or disclosed to Tenderer by Orpic, or on behalf of Orpic, in connection with the Tender Documents, Clarifications and the Tender Process in writing, drawings, magnetic tapes, computer programs or in any other way, as well as all knowledge, data or information derived therefrom, to the extent that such knowledge, data or information at the time of such acquisition or disclosure is not either already in the unrestricted possession of the Tenderer or part of public knowledge or literature.

1.2. “Confidential Record” shall mean all Tender Documents, Clarifications and any other

material containing Confidential Information.

1.3. “Third Party” shall mean any party other than Orpic or the Tenderer. 2. Confidentiality

2.1. The Tenderer shall preserve and cause its employees to preserve the confidentiality of any Confidential Information.

2.2. The Tenderer shall not, for any purpose other than the preparation and submission of a

Proposal: a. disclose to any Third Party or enable any Third Party to note the fact that Tenderer

has been invited to submit a Tender and/or, if applicable, the fact that the Contract is awarded to the Tenderer; or

b. reproduce, copy or use, or disclose to, place at the disposal of or use on behalf of any Third Party or enable any Third Party to read, copy or use any Confidential Information;

except with the prior written consent of Orpic.



2.3. The undertakings above shall continue insofar and for as long as the Confidential Information or Confidential Record in question has not:

a. become part of the public knowledge of literature otherwise than through any act or default on the part of the Tenderer; or

b. been disclosed to the Tenderer under an obligation to maintain secrecy by a Third Party (other than one disclosing on behalf of Orpic) who could lawfully do so and who did not derive such Confidential Information or Confidential Record from Orpic.

3. Copyright

3.1. The copyright in any Confidential Record shall, in the absence of any express provision to the contrary thereon, be vested in Orpic. Copyright in any record containing geological or geophysical data acquired or generated by the Tenderer in connection with the Contract shall be vested in Orpic.

4. Return of Confidential Record

4.1. If the Tenderer declines to submit a Tender or is notified that its Tender is unsuccessful, upon written notification thereof by Orpic, the Tenderer shall destroy electronic copies and return to Orpic all hard copies of the Tender Documents, including any Addenda and Clarifications.

5. Third Parties

5.1. Under the terms of this Confidentiality Declaration, the Tenderer shall ensure that if any of the Confidential Information comes to the knowledge and/or in the possession of any Third Party, the Tenderer shall require from such Third Party that it shall abide by stipulations equivalent to those contained in this Confidentiality Declaration.

6. Validity

6.1. This Confidentiality Declaration shall be valid for a period of three (3) years from the Tenderer signature date.

Agreed and accepted this day of 2014 and signed by a duly authorized person on behalf of the Tenderer: (Signature)

Name:



Position: For: Company Stamp: