WORKS PROCEDURE MANUAL

1anuary 2006
1
CONTENTS
S.N
o
Chapter Heading Page No
1. General Outline of Works Procedure 1
2. Estimates 3
3.
Invitation and Receipt of Tenders
3.1 Type of tenders
3.2 Tender document
3.3 Notice Inviting Tender
3.4 EMD
3. !enera" #onditions of #ontract
3.$ Specia" #onditions of #ontract
3.% &t'er misce""aneous points on tender documents
3.( Met'od of tendering
3.(.2 )imited Tender
3.(.3 Sing"e Tender
3.(.4 Tendering under T*o+,id System
3.- Tender fee
3.1. Issue of tender document
3.11 Receipt of tenders
3.12 &pening of tender
3.13 /itnessing of Tender &pening
3.14 #ontractors put on 0o"iday )ist
3.1 Inva"id Tenders
3.1$ Tenders "ia1"e for re2ection
-
4. Evaluation and Acceptance of Tenders
4.1 3reparation of comparative statement
4.2 3rocedure in case of T*o+,id System
4.3 3rocedure in case of contract of Rs. cr and a1ove
4.4 3rocedure for "oading of tendered rates
4. Negotiation
4.$ 4a"idity of &ffer
4.% Recommendation for a*ard of *or5
4.( 6inance concurrence
4.- Tender #ommittee
4.1. )etter of 7cceptance 8)o79
4.11 #ontract 7greement
4.12 Refund of EMD
4.13 Repeat /or5 &rder
4.14 Record of /or5 &rder
3$
5. Engineer-In-Charge 4
6. Records to be maintained by Engineer-In-Charge $
2
7. Measurement of Work & Payment of Bills -
8. Advance Payments & Other Aid to Contractors $-
9. Provisions Relating to Contractual Conditions / Obligations &
Disputes
-.1 !enera" #ondition of #ontract
-.2 Security Deposit
-.3 Time Sc'edu"e
-.4 E:tension of time
-. 3rice reduction for de"ay
-.$ Rig'ts of &*ner to get *or5 done at
contractor;s ris5 and cost
-.% Meeting of #ontractor;s "ia1i"ity
-.( Termination of contract
-.- #"aims of t'e contractor
-.1. 7r1itration
-.11 !enera" points
%2
10. Other Instructions on Works Procedure
1..1 ,an5 !uarantee
1..2 Issue of materia"
1..3 0ire c'arges for e<uipment
1..4 E:tra items
1.. Standard Measurement ,oo5
1..$ Deposit /or5s
(2
11. Accounting of Works Transaction ((
List of Annexures 7 separate fi"e
3
#073TER + I
!ENER7) &=T)INE &6 /&R>S 3R&#ED=RE
1.1 7"" e:penditure incurred on *or5s of capita" nature invo"ving fa1rication? erection and
construction of p"ant and mac'inery? 1ui"dings? *ater supp"y? drainage? eff"uent? e"ectrica"
*or5s? and ot'er assets? is to 1e regu"ated in accordance *it' t'e procedure prescri1ed in
t'is manua". T'e procedure a"so app"ies to a"" maintenance and ot'er 2o1s e:ecuted t'roug'
contractors *'ere payment is made on t'e 1asis of t'e measurement of *or5 or on a
"umpsum 1asis as may 1e provided in t'e contract.
1.2 T'e po*er to sanction e:penditure in respect of *or5s is su12ect to a provision in t'e
approved 1udget. T'e de"egation of po*ers a"so provides for po*er of reappropriation
from one 'ead to anot'er 'ead? and po*er to incur e:penditure in emergent circumstances.
1.3 6or various stages re"ating to t'e incurring of e:penditure and dea"ing *it' matters arising
out of *or5s contracts? financia" "imits 'ave 1een prescri1ed in t'e de"egation of po*ers.
6o""o*ing are t'e various po*ers de"egated at different "eve"s@
8i9 3o*er to sanction e:penditure for *or5s in eac' case *'ere provision is avai"a1"e in t'e
approved 1udget.
8ii9 3o*er to approve detai"ed estimates in respect of *or5s for *'ic' e:penditure 'as
a"ready 1een sanctioned 1y t'e competent aut'ority.
8iii9 3o*er to accept tenders *'ere competitive tenders are invited in accordance *it' t'e
prescri1ed procedure after t'e detai"ed estimates 'ave 1een approved.
8iv9 3o*er to a*ard *or5 *it'out ca"" of tenders 8a1 initio negotiations9.
8v9 3o*er to enter into and e:ecute contracts after t'e tenders 'ave 1een accepted 1y t'e
competent aut'ority.
8vi9 3o*er to sanction e:tra e:penditure upto 1.A over t'e origina""y sanctioned amount
of a *or5 or a component t'ereof.
8vii9 3o*er to sanction e:penditure in e:cess of 1.A over t'e origina" sanctioned cost of
t'e *or5Bestimated amount B contract va"ue.
8viii9 3o*er to sanction e:tra items of *or5s? <uantity variation? revision in t'e rates and
minor deviations in t'e contracts.
8i:9 3o*er to *aive compensation or pena"ty for "oss due to t'e fai"ure of t'e contractor.
8:9 3o*er to grant e:tension of time 1eyond t'e period stipu"ated for e:ecution of t'e
contract.
8:i9 3o*er to refer c"aims or demands 1y or against t'e company in respect of *or5s
4
contracts for ar1itration.
8:ii9 3o*er to grant mo1i"isation advance against 1an5B insurance guarantees?
'ypot'ecation 1onds for materia"sB e<uipment 1roug't to site or ot'er*ise *it' or *it'out
interest.
De"egation of 3o*er a"so indicates t'e cases *'ere 6inance #oncurrence is re<uired.
1.4 Su12ect to specific e:ceptions permitted under t'e procedure? no e:penditure on t'e *or5s
can 1e incurred un"ess t'e *or5 is administrative"y approved? and a detai"ed estimate is
prepared? c'ec5ed and concurred 1y t'e 6inance as per D&7 and tec'nica""y approved 1y
t'e aut'ority empo*ered to do so.
1.5 C7dministrative 7pprova"C means t'e forma" acceptance of t'e proposa" for a *or5 at a
stated cost 1y t'e competent administrative aut'ority not 1e"o* t'e "eve" of 0&D after
suc' aut'ority 'as 1een satisfied regarding t'e necessity of t'e proposed e:penditure on
t'e 1asis of a du"y e:amined appro:imate estimate? pre"iminary p"ans and suc' detai"s as
are necessary to e"ucidate t'e proposa". CTec'nica" SanctionC as its name indicates amounts
to no more t'an a guarantee t'at t'e proposa" is tec'nica""y sound and t'at t'e estimates are
accurate"y ca"cu"ated 1ased on ade<uate data. 3o*er for administrative approva" and
tec'nica" sanction 877TS9 is to 1e ta5en as corresponding to t'e po*ers for sanctioning
e:penditure as referred to in t'e manua" of de"egation of po*ers. If t'e detai"ed estimates
are 'ig'er t'an t'e estimate as per administrative approva" 877TS9 1y more t'an 1.A? a
revised administrative approva" 877TS9 s'a"" 1e o1tained. 7 mode" of 7dministrative
7pprova" and Tec'nica" Sanction &rder is given in 7nne:ure 1 D 2.
1.6 7fter t'e detai"ed estimates are approved? tendering is to 1e done in accordance *it' t'e
tendering procedure prescri1ed for a*ard of *or5.
1.7 #ircu"ar for modification in /or5s 3rocedure s'a"" 1e issued 1y one centra" agency
nominated for t'is purpose from 6inance E 0F. No modification is a""o*ed *it'out t'e
approva" of 0ead &ffice.
5
CHAPTER - II
ESTIM7TES
2.1 6or t'e purpose of administrative approva" 877TS9? it *ou"d 1e sufficient if an a1stract
estimate is prepared dividing t'e e:penditure into various su1+'eads. 7s far as possi1"e? it
is desira1"e to o1tain administrative approva" after t'e detai"ed estimates are prepared for
tec'nica" sanction. 7s t'e detai"ed estimates are more rea"istic? t'is *i"" e"iminate t'e
necessity of o1taining revised administrative approva" for variations 1eyond prescri1ed
"imits.
2.2 /'enever a proposa" for *or5 is made? a detai"ed estimate s'a"" 1e prepared consisting of
process sc'emes and engineering dra*ing? specification and detai"ed statement of
<uantities and rates *it' an a1stract s'o*ing t'e tota" estimated cost under t'e su1+'eads.
T'e cost estimate s'ou"d 1e as compre'ensive as possi1"e to provide yardstic5 of
assessment of reasona1i"ity of <uoted rates. It s'a"" 1e ensured t'at no itemB *or5 is
inc"uded in t'e estimate *it'out indicating estimated <uantum of *or5. 7 report
containing t'e fo""o*ing detai"s s'a"" 1e attac'ed as t'e face s'eet 87nne:ure+39 of t'e
estimate@
8i9 Name of t'e *or5
8ii9 )ocation
8iii9 #ertificates regarding 1udget provision *it' reference to t'e num1er of t'e
corresponding item appearing in t'e 1udget and t'e amount provided in t'e approved
1udget estimates.
8iv9 Reference to t'e 3ro2ect #ost Estimates.
8v9 Tota" amount of t'e estimate.
8vi9 ,rief 'istory and 2ustification for t'e *or5 to 1e ta5en up and financia" via1i"ity of t'e
proposa"? *'erever app"ica1"e.
8vii9 Scope defining c"ear"y t'e detai"s of t'e *or5 to 1e underta5en as per t'e estimate.
8viii9 ,asis for rates considered in t'e estimate.
8i:9 Time estimated for commencement and comp"etion of *or5. In case of 2o1 *it' an
estimated cost of Rs. crores and a1ove? a ,7RB3ERT c'art s'ou"d 1e attac'ed.
8:9 T'e estimate s'ou"d 1e supported 1y reference of approved S&R of t'e refinery or S&R
of ot'er refineries. If items are not avai"a1"e in t'e S&R of I&#)? t'e estimate s'ou"d 1e
1ased on 8a9 t'e rate fo""o*ed 1y !ovt agencies for suc' items or 819 "atest orders p"aced
on competitive 1asis or 8c9 ca"cu"ations 1ased on rate ana"ysis or 8d9 1udgetary offer in
case not'ing is avai"a1"e. In case of non+S&R non+repetitive 2o1? t'e rates may 1e referred
from "atest *or5 order *it' appropriate esca"ation. T'e s5etc'es B dra*ings? etc. a"so to 1e
furnis'ed *'erever app"ica1"e. /'enever S&R is not avai"a1"e? care s'ou"d 1e ta5en t'at
t'e estimate is 1ased on mar5et rates are reasona1"y re"ia1"e "atest cost data.
2.3 It is t'e responsi1i"ity of t'e originating department to ensure t'at t'e proposa" is
6
structura""y and tec'nica""y sound and s'a"" 1e for*arded to 6inance dept depending upon
t'e va"ue as per D&7 for c'ec5ing and concurrence.
2.4.1
2.4.2
T'e detai"ed estimates s'a"" 1e scrutinised 1y t'e 6inance Department in accordance *it'
t'e instructions app"ica1"e. 7fter t'e estimates are found to 1e in order? financia"
concurrence s'a"" 1e accorded and for*arded for administrative approva" of t'e competent
aut'ority.
Estimate must 1e c'ec5ed and du"y approved 1y competent aut'ority on"y. 7pprova" 1y
any "o*er "eve" officer on 1e'a"f of competent aut'ority s'ou"d not 1e resorted to un"ess
t'e concerned officer 'as 1een as5ed to officiate B "oo5 after t'e function t'roug' an
&ffice &rder.
2.5 No e:penditure s'a"" 1e incurred or any financia" commitments made for any *or5 un"ess
t'e *or5 is administrative"y approved and t'e detai"ed estimates are tec'nica""y sanctioned.
In emergent circumstances? 'o*ever? it *i"" 1e permissi1"e to underta5e t'e *or5 1efore
t'e detai"ed estimate is prepared provided a specific sanction is o1tained from t'e aut'ority
competent to accord administrative approva". In suc' cases? reasons s'a"" 1e recorded in
*riting for ta5ing up t'e *or5 1efore detai"ed estimates are prepared. 7fter ta5ing up t'e
*or5? detai"ed estimates s'a"" 1e prepared at t'e ear"iest opportunity and tec'nica" sanction
1e o1tained to regu"arise t'e e:penditure.
2.6 Norma""y eac' detai"ed estimate prepared for tec'nica" approva" s'a"" cover t'e entire
scope of *or5 as visua"ised in t'e approved Revenue B #apita" ,udgets. /'ere *or5 is to
1e e:ecuted 1y more t'an one department? part estimates of a"" departments s'a"" 1e
com1ined 1efore t'e administrative approva" and tec'nica" sanction are o1tained.
0o*ever? in case of "arge pro2ects of composite nature? it *i"" 1e permissi1"e to prepare
more t'an one detai"ed estimate covering different components of t'e pro2ect. /'en part
estimates are processed? it *i"" 1e t'e responsi1i"ity of t'e department sponsoring suc' part
estimates to ensure t'at no e:cess is anticipated over t'e sanctioned pro2ect cost estimates
or a component t'ereof.
2.7 3reparation of estimate and tendering s'ou"d 1e done 1y t*o different persons B sections.
Go1 re<uisition s'ou"d 1e raised 1y one section and tender s'ou"d 1e invited and fina"ised
1y separate ce"". T'e e:ecution s'ou"d 1e done 1y any Department ot'er t'an Tendering
Section B Dept. 0o*ever? tenders for estimated va"ue "ess t'an Rs.1 "a5' s'ou"d 1e
a""o*ed to 1e "ined up 1y t'e concerned department.
2.8
2.8.1
Schedule of Rates (SOR):
7n up+to+date Sc'edu"e of Rates s'a"" 1e maintained 1y t'e Engineering Services for t'e
purpose of preparation of estimates. T'e S&R s'a"" 1e made on t'e 1asis of fo""o*ing @
8i9 S&R of concerned refinery and S&R of ot'er refineries? *'erever re<uired
8ii9 6or civi" *or5s? t'e Sc'edu"e of Rates of t'e #entra" 3u1"ic /or5s Department B
3u1"ic /or5s Department app"ica1"e for t'e "oca"ity concerned *it' suc' modifications as
may 1e necessary? s'a"" norma""y 1e adopted.
8iii9 6or e"ectrica" *or5s? Sc'edu"e of Rates of t'e State E"ectricity ,oard may 1e adopted.
8iv9 6or Mec'anica" *or5s? Sc'edu"e of Rates may 1e framed *it' reference to t'e rates
7
avai"a1"e in t'e past contract of simi"ar nature *it' suc' modifications as may 1e
considered necessary to ma5e t'e rates rea"istic. T'e same may 1e fo""o*ed for #ivi" B
E"ectrica" B Instrumentation 2o1 *'erever re<uired if no ot'er 1asis is avai"a1"e.
8v9 If t'ere is any ot'er !overnment of India 3ro2ectB =nderta5ing in t'e area? t'e Sc'edu"e
of Rates prepared 1y t'em for civi"? mec'anica"? instrumentation and e"ectrica" *or5s can
1e adopted.
8vi9 6or suc' items *'ere no rate is avai"a1"e in t'e Sc'edu"e of Rates? estimates s'a"" 1e
prepared on t'e 1asis of ana"ysed rates? *or5ed out on t'e 1asis of materia" and "a1our cost
invo"ved for one measura1"e unit of t'e item of *or5 *it' reasona1"e contractor;s profit
and over'eads.
2.8.2 T'e Sc'edu"e of Rates s'a"" 1e revised at "east once in every 3 years. 0o*ever? rates must
1e updated every year for individua" items *'ere ma2or variations are 5no*n. 6or ot'er
items? t'e c'anges may 1e made 1y adopting a suita1"e percentage.
2.8.3 /'i"e updating S&R? average rate of esca"ation 1ased on R,I Inde: may 1e ta5en over t'e
previous approved S&R. In case S&R is not updated eac' year? estimate may 1e prepared
1y adding esca"ation 1ased on R,I Inde: for eac' comp"eted year from t'e date of
approva" of previous S&R. In case of "a1our rate? R,I Inde: for #onsumer 3rice Inde:
num1ers for industria" *or5ers app"ica1"e to t'e State may 1e ta5en? and for materia" cost
R,I Inde: Num1er of *'o"esa"e prices of a"" commodities 8averages9 may 1e ta5en.
2.8.4 Sc'edu"e of Rates may? prefera1"y 1e computerised ta5ing into account t'e standard
<uantities of inputs? for eac' item of *or5 1ased on ana"ysis of rates so t'at updation can
1e easi"y done periodica""y on"y for t'e rates. T'e Sc'edu"e of Rates s'a"" 1e got approved
1y t'e =nit 0ead *it' 6inance concurrence and same s'ou"d 1e prepared and got approved
prefera1"y 1efore t'e commencement of t'e financia" year. /'enever possi1"e? *e s'ou"d
give our o*n S&R and as5 t'e contractor to indicate percentage variation on overa"" 1asis.
In suc' cases? t'e estimated <uantities a"so to 1e indicated against eac' item for t'e
purpose of assessing t'e <uantum of *or5 invo"ved and "i5e"y va"ue of t'e 2o1.
2.9 6or suc' *or5s *'ere it is intended t'at t'e materia" and "a1our 1ot' *i"" 1e supp"ied 1y
t'e contractor? estimates s'a"" 1e prepared on t'e 1asis of composite item rates. Suc' rates
s'a"" a"so 1e adopted in cases *'ere it is intended to supp"y materia"s to t'e contractor at a
fi:ed rate provided in t'e contract? and t'e contractor is responsi1"e to account for
t'eoretica" consumption of materia"s.
2.10 In case of contracts *'ere materia" is to 1e supp"ied as free issue to t'e contractor? t'e
estimates s'a"" 1e framed *it' reference to t'e "a1our rates re"ated to t'e measurement of
t'e *or5. In suc' cases *'i"e providing for contractorHs profit in t'e estimate t'e profit
s'a"" 1e ca"cu"ated on"y on t'e "a1our cost.
2.11 In case e<uipmentBmateria" constitute a siIea1"e portion of a composite contract 8for supp"y
of materia" and "a1our9 *'erever it is practica" and feasi1"e? materia"Be<uipment s'a"" 1e
procured departmenta""y so as to ensure correctness of specifications and to save costs to
t'e #orporation. 6urt'er? t'ird party inspection s'a"" 1e carried out for procurement of
e<uipments B materia"s *'erever necessary. In case? supp"ies of ma2or e<uipments B
materia"s is in t'e scope of t'e contractor *'o is e:ecuting t'e erection 2o1? reason s'a"" 1e
recorded in *riting. 0o*ever? for ma2or )ST> contracts? contractors are a""o*ed to
procure materia" from reputed vendors mutua""y agreed 1et*een I&#) and contractor *it'
8
suita1"e t'ird party inspection c"ause.
2.12 No "umpsum provision s'a"" norma""y 1e made in t'e estimate for any item and comp"ete
detai"s s'a"" 1e *or5ed out and s'o*n in t'e estimate in eac' case. If? 'o*ever? t'e detai"s
are not avai"a1"e for an item at t'e time of preparing an estimate? "umpsum provision can
1e made 1ut immediate"y after t'e sanction? a detai"ed *or5ing estimate s'a"" 1e prepared
at t'e ear"iest opportunity. No dummy items 8items *it'out <uantity9 s'a"" 1e t'ere in t'e
S&R.
2.13 No contingencies to 1e 5ept in t'e estimate prepared for f"oating tender for unforeseen
items.
2.14 /'enever any e:isting asset is re<uired to 1e dismant"ed? a separate item for dismant"ing
s'a"" 1e provided in t'e estimate. #ost of dismant"ing c'arges s'a"" 1e provided for in t'e
estimates. Due credit for t'e va"ue of t'e sa"vage materia"s re"eased from t'e dismant"ed
*or5 s'a"" 1e ta5en into consideration.
2.15 T'e scope of sanction s'a"" 1e considered to 1e strict"y "imited to t'e precise o12ects for
*'ic' t'e estimate *as intended to provide. 7ccording"y any anticipated or actua" saving
of a sanctioned estimate for a definite part of *or5 s'a"" not 1e app"ied to carry out
additiona" *or5 not contemp"ated in t'e origina" sanctioned estimates e:cept for minor
variations *'ic' are fair"y contingent to t'e e:ecution of t'e origina" sanctioned scope of
*or5.
2.16 6or estimates a"ready sanctioned? it s'a"" 1e necessary to prepare revised estimates for t'e
administrative approva" and tec'nica" sanction under t'e fo""o*ing circumstances@
8i9 /'en t'e anticipated e:penditure is "i5e"y to e:ceed t'e origina" sanctioned amount 1y
more t'an 1.A or t'e cei"ing for incurring suc' e:penditure as per De"egation of
7ut'orities.
8ii9 During t'e e:ecution of *or5 it is found necessary to ma5e modifications in scope of
*or5 origina""y envisaged or to deviate from t'e design to *'ic' t'e administrative
approva" 'ad 1een o1tained.
2.17 T'e revised estimates s'a"" 1e prepared giving comparative statement of t'e origina"
sanctioned components and t'e revised amounts. E:p"anatory notes s'a"" 1e given for suc'
component items *'ere t'e cost is revised? e:p"aining fu""y t'e causes of revision.
2.18 T'e estimates received in 6inance Department s'a"" 1e scrutinised *it' reference to t'e
fo""o*ing points 1efore according financia" concurrence@
8i9 T'at t'e genera" instructions regarding preparation of estimates 'ave 1een fo""o*ed 1y
t'e departments concerned.
8ii9 T'at t'ere is a 1udget provision in t'e approved 1udget for t'e *or5 proposed to 1e
underta5en. In case of part estimates for pro2ects it *i"" 1e seen t'at t'e proposed *or5
fa""s *it'in t'e scope of t'e approved pro2ect cost estimates.
8iii9 T'at proper 2ustification for underta5ing t'e *or5 e:ists.
8iv9 T'at t'e rates adopted for eac' item of *or5 are in accordance *it' t'e approved
sc'edu"e of rates or t'e same are du"y supported 1y detai"ed ana"ysis of rates approved 1y
0&D of Engineering Section.
9
8v9 T'at t'e 'eads indicated in t'e estimates are in accordance *it' t'e su1+'eads avai"a1"e
in t'e pro2ect cost estimates.
8vi9 T'at t'e proposa" is administrative"y approved or is u"timate"y 1eing su1mitted for
suc' approva".
8vii9 T'at for emergency *or5s? t'e circumstances "eading to suc' emergency are recorded
in *riting.
8viii9 T'at t'e ca"cu"ations s'o*n in t'e estimate are arit'metica""y accurate. 0o*ever?
*'erever tota"ing is made in computer? no c'ec5ing of tota" 1y 6inance is re<uired.
8i:9 6inance to indicate t'e competent aut'ority from *'om approva" to 1e o1tained 1y
<uoting re"evant D&7 #"ause Num1er.
2.19 Estimate to 1e sent for finance concurrence for t'e va"ue a1ove t'e "imit specified as per
D&7. 0o*ever? if suc' an estimate is 1ased on rate ana"ysis or contains items 'aving rate
ana"ysis? t'e rate ana"ysis s'a"" 1e concurred 1y J6; and approved 1y competent aut'ority
not 1e"o* t'e ran5 of Departmenta" 0ead? 1efore t'e same is ta5en as 1asis for t'e
preparation of any estimate. Non+S&R item? once concurred 1y J6; and approved 1y
competent aut'ority? s'a"" 1e incorporated in t'e S&R so t'at t'e same can 1e used for
future references. In suc' cases? t'e e:ecution can 1e ta5en up on t'e 1asis of estimate
approved 1y t'e 'ead of t'e Department or suc' officers *'o are de"egated *it' po*ers in
t'is 1e'a"f su12ect to a provision in t'e approved revenue 1udgets.
10
CHAPTER - III
IN4IT7TI&N D RE#EI3T &6 TENDERS
3.1 Type of Tenders:
6o""o*ing are t'e 1road types of tenders *'ic' are invited for e:ecution of a *or5@
8i9 Tenders for sma"" *or5s costing 1e"o* Rs..?....
8ii9 #omposite item rate tenders *'ere supp"y of materia"s and erection c'arges are
com1ined in t'e item rates. It is a"so app"ica1"e in cases *'ere t'e materia"s are supp"ied
1y t'e #orporation t'e cost of *'ic' is deducti1"e from t'e 1i""s of t'e contractor at t'e
rates stipu"ated in t'e contract and t'e contractor is accounta1"e for t'e t'eoretica"
consumption of t'e materia"s.
8iii9 Erection c'arges comprising "a1our rates on"y against free supp"y of materia"s 1y t'e
#orporation.
8iv9 )ump Sum Turn >ey 8)ST>9 contracts for specia"ised 5no*+'o* 2o1s.
8v9 6a1rication? supp"y and erection of p"ants and e<uipment providing for t'e cost of
e<uipment? transportation and erection c'arges separate"y.
8vi9 Rate contracts for supp"y of construction materia"s "i5e 1ric5s? sand etc. and for
maintenance 2o1s of recurring nature.
8vii9 Materia" 'and"ing D transportation contracts.
8viii9 #anteen services and service contracts.
8i:9 &peration D maintenance costs for cranes? construction po*er supp"y and ne*
faci"ities for some items? etc
8:9 Tender for annua" rate contract for maintenance 2o1? etc.
8:i9 Tender for 3ro2ect Management #onsu"tancy? construction supervision?
commissioning assistance? etc
8:ii9 Tenders for "icensor and tec'no"ogy se"ection
8:iii9 Tenders for se"ection of consu"tants
8:iv9 Tenders for 'orticu"ture *or5
6or a1ove type of *or5s? tenders can 1e invited eit'er on percentage rate tender 1asis B
item rate 1asis B "umpsum 1asis as considered appropriate.
In 3ercentage Rate Tender t'e contractor *i"" 1e re<uired to <uote percentage variation
as compared to t'e rates given in t'e tender. In suc' cases? <uantity is to 1e specified.
11
3.2
3.2.1
Tender Document
7fter t'e estimate is approved? concerned initiating Section s'a"" for*ard t'e approved
estimate a"ong *it' scope of *or5? specification? etc to Tendering Section to prepare t'e
tender documents for issuing t'e tender notice and "ining up agency. T'e tender
documents *i"" consist of t'e fo""o*ing @
8i9 Inde:
8ii9 Notice inviting tenders B )etter inviting tender *it' pre+<ua"ification criteria
8iii9 Issue "etter of tender document
8iv9 !enera" #onditions of #ontract.
8v9 Specia" conditions of contract.
8v9 Tec'nica" specification of t'e *or5.
8vi9 Sc'edu"e of <uantities of t'e *or5.
8vii9 Time sc'edu"e for comp"etion of *or5.
8viii9 #opy of t'e p"an B dra*ings necessary for t'e tenderer to 'ave c"ear idea of t'e
*or5 to 1e done.
8i:9 !enera" instruction to t'e tenderer? if any.
8:9 Specia" instruction to t'e tenderer? if any.
8:i9 7ddendum to tender document? if any.
8:ii9 6orm of contract
8:iii9 6orm of tender
3.2.2
7pprova" of tender documents
Tec'nica" portion to 1e approved 1y t'e 0&D of t'e concerned Department and s'a"" 1e
vetted 1y Engineering Services.
#ommercia" portion to 1e concurred 1y 6inance and approved 1y t'e 0&D of t'e
Tendering #e"".
Standardisation of t'e commercia" condition of t'e contract ot'er t'an specified in t'e
!## may 1e resorted to in consu"tation *it' J6; and approva" 1y competent aut'ority.
In t'at case? ne* condition 'aving commercia" significance on"y s'a"" re<uired 1y
concurred 1y J6; for t'e approva" of 0&D of t'e tendering department.
12
3.3
3.3.1
Notice Inviting Tenders B )etter inviting Tender
T'e notice inviting tenders s'a"" contain t'e fo""o*ing particu"ars@
8i9 Name of t'e *or5.
8ii9 7mount of earnest money to 1e deposited 1y t'e tenderers.
8iii9 #ost of tender papers and t'e p"ace and date for sa"e of tenders.
8iv9 Due date? time and p"ace for su1mission and for opening of tenders.
8v9 T'e aut'ority *it' *'om tender s'ou"d 1e su1mitted. T'e notice *i"" contain a
provision *it' regard to t'e rig't to re2ect any or a"" of t'e tenders or any part of a tender
so received *it'out assigning any reasons.
8vi9 T'e tenders s'a"" 1e sea"ed and superscri1ed *it' num1er and detai"s of tender and
t'e due date of opening.
8vii9 T'e po*er to refuse issueBsa"e of tender papers to any party *'o in t'e opinion of
tender inviting aut'ority? does not <ua"ify tec'nica""y or financia""y for underta5ing t'e
2o1 s'a"" 1e stipu"ated.
8i:9 T'e concise version of NIT s'ou"d 1e pu1"is'ed in t'e ne*spaper re<uesting
tenderers to visit our *e1site Indianoi"tenders.com for comp"ete detai"s. K7nne:ure 38a9L.
T'e NIT and comp"ete tender document s'ou"d 1e avai"a1"e in our *e1site.
8:9 T'e annua" turnover of t'e Tenderers during any of t'e preceding t'ree financia"
years s'ou"d 1e at "east $.A of t'e annua"ised estimated va"ue of *or5 under
consideration *'ere comp"etion period is more t'an year. In ot'er cases? *'ere t'e
comp"etion period is "ess t'an one year? t'e annua" turnover s'ou"d 1e at "east $.A of t'e
estimated va"ue of t'e *or5 under consideration in any of t'e "ast t'ree preceding
financia" years.
6or e:perience? t'e sing"e *or5 e:ecuted 1y t'e 1idder? as main or su1+contractor? during
any of t'e "ast five preceding financia" years s'ou"d 1e considered as per 1e"o*@
8a9 T'ree simi"ar comp"eted *or5s eac' costing not "ess t'an t'e amount e<ua"
to 3.A of t'e estimated cost &R
819 T*o simi"ar comp"eted *or5s eac' costing not "ess t'an t'e amount e<ua" to
4.A of t'e estimated cost &R
8c9 &ne simi"ar comp"eted *or5 costing not "ess t'an t'e amount e<ua" to .A
of t'e estimated cost
If more t'an one agency is to 1e "ined up? pre+<ua"ification criteria s'a"" 1e ca"cu"ated
1ased on t'e ma:imum amount of *or5 to 1e a*arded to any sing"e agency.
13
3re+<ua"ification criteria s'ou"d 1e approved 1y t'e competent aut'ority *it' *'om t'e
proposa" for a*ard of *or5 "ies? 1ut not a1ove t'e ran5 of !M.
T'e a1ove "imits can 1e modified? after recording reasons? *it' t'e approva" of !M? 1ut
prescri1ed "imits s'ou"d form part of NITB Tender papers. Turnover for t'is purpose
s'ou"d 1e as per audited ,a"ance S'eet of t'e company. Nature of t'e 2o1 to 1e defined
c"ear"y in t'e NITBtender document. &nce "imits are fi:ed? no re"a:ation to 1e a""o*ed.
In addition to t'e a1ove re<uirement? if t'ere is any specific pre+<ua"ification
re<uirement to 1e fu"fi""ed 1y t'e 1idder? t'e same s'ou"d 1e got approved 1y !M.
8:i9 NIT criteria in respect of tec'nica" re<uirement s'ou"d 1e fi:ed 1y a group of e:perts
in t'at fie"d. T'e tec'nica" criteria? "i5e mem1ers'ip of any 1ody or institution fi:ed
s'ou"d not create any discrimination among t'e 1idders *it' regard to e"igi1i"ity even
t'oug' t'ey ot'er*ise satisfy a"" t'e tec'nica" B statutory re<uirements. T'e criteria once
fi:ed s'ou"d not 1e re"a:ed or c'anged. If circumstances *arrant any c'ange? it is to 1e
suita1"y notified. T'e reason and 2ustification for suc' c'anges s'ou"d proper"y 1e
recorded in t'e fi"e.
8:ii9 Tender document can 1e sent 1y post B courier if re<uired. 0o*ever? it s'ou"d 1e
c"ear"y mentioned t'at tender issuing aut'ority is not responsi1"e for t'e de"ayB non+
receipt of tender document 1y t'e recipient.
8:iii9 T'e NIT s'ou"d contain a c"ause t'at I&#) reserves t'e rig't to a""o* price
preference to 3S=s for contracts *ort' Rs. crore to Rs.1.. crore B SSI as per !ovt.
po"icy from time to time.
8:iv9 NIT s'ou"d contain a c"ause indicating t'at any "ega" dispute s'a"" 1e *it'in t'e
2urisdiction of "oca" court.
8:v9 NIT s'ou"d contain a c"ause indicating t'at consu"tants or t'eir su1sidiary company
or companies under t'e management of consu"tant? are not e"igi1"e to <uote for t'e
e:ecution of t'e same 2o1 for *'ic' t'ey are *or5ing as consu"tant.
3.4
3.4.1
Earnest Money Deposit
T'e amount of earnest money is prescri1ed *it' a vie* to ensure t'at t'e contractor does
not fai" to furnis' t'e initia" security deposit and fina"ise t'e contract in case 'is tender is
accepted. T'e minimum amount of earnest money s'a"" 1e fi:ed *it' reference to t'e
tota" estimated cost of t'e *or5. T'e amount of earnest money may 1e fi:ed on t'e
fo""o*ing "ines@
Estimated Tender 4a"ue 7mount of EMD
=pto Rs.2 "a5' Ni"
6rom Rs.2 "a5' to Rs... "a5's 2 A
Rs..1 "a5's to Rs.1.. "a5's Rs.1. "acs p"us 1MA
on additiona" va"ue of
tender over Rs... "a5'
Rs.1.1 "a5's to Rs.2.. "a5's Rs.2 "a5's p"us 1A
on t'e additiona" va"ue
14
3.4.2
of tender over Rs.1.. "a5's
71ove Rs.2.. "a5's Rs.3 "acs p"us M A
on additiona" va"ue of
tender over Rs.2.. "a5'
Earnest money 1y t'e intending tenderers s'a"" 1e accepted on"y in t'e form of Demand
Draft dra*n on a "oca" 1an5 in favour of t'e #orporation or ,an5 !uarantee in t'e
prescri1ed format 87nne:ure+49 provided t'e amount of Earnest money is not "ess t'an
Rs.1?..?...B+ 8Rs. &ne )a5' on"y9. Earnest Money s'a"" not 1e accepted in t'e form of
c'e<ues. Tenders *it'out EMD *i"" genera""y not 1e considered e:cept in t'e rarest of
rare circumstances for *'ic' reasons *i"" 1e recorded in *riting and t'e approva" of
!MBED of t'e =nit s'a"" 1e ta5en. Earnest Money deposit s'ou"d 1e e:empted in t'e
fo""o*ing cases@
8i9 Sma"" Sca"e =nits registered *it' t'e Nationa" Sma"" Industries #orporation. T'e
e:emption s'a""? 'o*ever? 1e on"y to t'e items of 2o1B *or5 for *'ic' t'e sma""+sca"e
industries 'o"d t'e registration *it' Nationa" Sma"" Industries #orporation. T'e
certificate issued 1y t'e Nationa" Sma"" Industries #orporation s'a"" 1e va"id on t'e date
of opening of t'e tender.
8ii9 3u1"ic Sector =nderta5ing of t'e #entra"B State !overnment are e:empted 1y !ovt
from payment of EMD.
3.4.3
EMD from the foreign bidder shall be obtained in the form of DD/BG only either issued by
nationalized / scheduled Indian bank or by foreign bank with counter guarantee from
nationalized / scheduled Indian bank.
3.4.4 In case *'ere more t'an one agency is to 1e "ined up? EMD s'a"" 1e ca"cu"ated 1ased on
t'e ma:imum amount of *or5 to 1e a*arded to any sing"e agency.
3.4.5
A Registered Contractor can also deposit permanent Earnest Money for tenders less than the value
of Rs.10 lakhs. The permanent Earnest Money will be to the tune of Rs.50000/- for such
tender namely, below the value of Rs.10 lakhs. No credit or adjustments will be
permitted. If the Contractors quote for other tenders for the value of more than Rs.10
lakhs, separate Earnest Money should be taken.
T'e permanent Earnest Money Deposit 1y a #ontractor B Supp"ier *it' one Refinery B
0.&. *i"" 1e va"id on"y for Tenders issued 1y t'at particu"ar Refinery B 0.&.
3.4.4
Re"ease of EMD
Earnest Money Deposit to 1e re"eased to t'e contractor in t'e fo""o*ing circumstances@
8i9 Earnest Money Deposit of 1idders dis<ua"ified during tec'no+commercia" 1id
eva"uation s'a"" 1e re"eased immediate"y after fina"isation of tec'nica" 1id.
8ii9 Earnest Money Deposit of 1idders <ua"ified in t'e tec'no+commercia" 1id 1ut
unsuccessfu" in t'e price 1id stage s'a"" 1e re"eased immediate"y after fina"
approva" of t'e proposa" 1y t'e competent aut'ority.
8iii9 EMD of t'e successfu" 1idder s'a"" 1e re"easedBad2usted after su1mission of
initia" security deposit.
3.4.5
6orfeiture of EMD
15
Earnest Money s'a"" 1e forfeited in t'e fo""o*ing circumstances @
8a9 In case t'e tender is accepted and t'e contractor fai"s to deposit t'e amount of initia"
security deposit or to e:ecute t'e contracts *it'in t'e stipu"ated period? t'e earnest
money s'a"" "ia1"e to 1e forfeited.
819 In case t'e tenderer a"ter B modify B *it'dra* 'is 1id after opening t'e price 1id and
*it'in t'e va"idity period? t'e tender su1mitted 1y t'e tenderer s'a"" 1e "ia1"e to 1e
re2ected and EMD forfeited.
3.5 General Conditions of Contract (GCC)
T'e !## s'a"" 1e standardised and printed and s'a"" 1e made app"ica1"e in case of *or5s
contracts.
3.6
3.6.1
Special Conditions of Contract (SCC9
T'e Specia" #onditions of #ontract s'a"" 1e drafted 1y t'e &riginating or Engineering
Department as t'e case may 1e? in respect of eac' *or5 ta5ing into consideration t'e
specia" re<uirement of t'e 2o1 and s'a"" usua""y indicate t'e scope of t'e *or5? scope of
supp"y of materia"? t'e met'od of inspection of *or5? t'e met'od of t'e measurement of
t'e *or5? t'e terms of payment? eva"uation criteria? ta:es and duties? safety? 'ea"t' D
environment re<uirements? comp"etion documents and ot'er specia" forma"ities re<uired
to 1e comp"ied *it' 1y t'e contractors after t'e *or5 is a*arded. T'e met'od of
measurement given in t'e S## s'ou"d 1e so c"ear so as to avoid any am1iguity in
recording of measurements. Specia" conditions 'aving commercia" imp"ication s'a"" 1e
fina"ised in consu"tation *it' 6inance.
3.6.2
,onus c"ause
In case it is considered necessary t'at t'e contract is re<uired to 1e comp"eted *it'in t'e
sc'edu"ed time or in case of urgent *or5? t'e reason for t'e same to 1e recorded in
*riting *it' t'e approva" of t'e 0ead of t'e =nit? t'e ,onus c"ause can 1e introduced in
t'e Specia" #onditions of t'e #ontract so t'at t'e 1enefit of ear"y comp"etion of t'e *or5
cou"d 1e ac'ieved. 0o*ever? t'e fo""o*ing re<uisites s'a"" 1e comp"ied *it' *'i"e
inserting t'e ,onus c"ause in t'e contract documents@
8i9 T'e ,onus c"ause s'a"" 1e incorporated on"y in t'ose contracts *'ere comp"etion
ear"ier t'an t'e date stipu"ated is desired? "i5e s'utdo*n and 'oo5+up 2o1s.
8ii9 T'e ,onus is paya1"e on"y if t'e entire *or5 is comp"eted in accordance *it' t'e
terms and conditions of t'e contract 1efore t'e e:piry of t'e origina" period prescri1ed
for comp"etion.
8iii9 ,onus s'a"" 1e paid for t'e period saved on t'e origina" period. ,onus s'a"" 1e
granted on"y if t'e entire *or5 is actua""y comp"eted 1efore t'e e:piry of t'e origina"
stipu"ated period of comp"etion. 7ny p"ea t'at t'e de"ay *as due to any difficu"ty or
cause 1eyond t'e contractorHs contro" or any reason *'atsoever? e:cept for e:tra item of
*or5? s'a"" not 1e entertained for considering t'e period of comp"etion of *or5.
8iv9 ,onus c"ause s'a"" norma""y not 1e provided in t'ose contracts *'ere t'ere are
considera1"e inputs from t'e o*ner suc' as? of supp"y of scarce materia"? import "icense
etc.
16
8v9 ,onus c"ause s'a"" norma""y 1e "imited to turn5ey contracts? s'utdo*ns and ot'er
emergency 2o1s.
8vi9 Time frame for contracts comp"etion s'a"" 1e fi:ed on rea"istic 1asis.
8vii9 #ontracts *'ere ,onus c"ause 'as 1een provided? no c'ange or deviation from
specificationsB dra*ings s'a"" 1e a""o*ed e:cept *it' t'e specific *ritten approva" of t'e
0ead of t'e =nit.
8viii9 Time e:tension in case of genuine and "egitimate e:tra c"aim s'a"" 1e decided as
per De"egation of 7ut'ority? depending upon t'e merit of eac' case.
8i:9 ,onus s'a"" 1e paid N 1B4A B 1B2A B 3B4A B 1A per *ee5 or part t'ereof of t'e
contract va"ue. T'is s'a"" 1e decided 1y t'e 0ead of t'e unit on t'e 1asis of t'e actua"
va"ue of t'e contract and duration su12ect to a ma:imum of A of t'e contract va"ue.
8:9 /'erever t'e ,onus c"ause is added in t'e contract? it is to 1e ensured t'at price
reduction c"ause a"so s'ou"d 1e incorporated.
3.$.3
3.$.3.1
3.$.3.2
3.$.3.3
3ena"ties for non+o1servation of safety norms
T'e fo""o*ing pena"ties may a"so 1e considered *it' a vie* to improve t'e safety
aspects of e:ecution of t'e 2o1 1ased on t'e 2o1 re<uirements@
3ena"ties for 4io"ation B Non+ad'erence of safety procedures and practices@
3ena"ties@
1. 4io"ation of app"ica1"e Safety? 0ea"t' and Environment re"ated norm a pena"ty of
Rs....Bper occasion
2. 4io"ation as a1ove resu"ting in
7ny p'ysica" in2ury? a pena"ty of ..A of t'e contract va"ue 8ma:imum of
Rs.2?..?...9 per in2ury in addition to Rs....Bper occasion as in item 1.
6ata" accident? a pena"ty of 1A of t'e contract va"ue 8ma:imum of Rs.1.?..?...9
per in2ury in addition to Rs....Bper occasion as in item 1.
T'e contractor s'ou"d 1e advised to ta5e appropriate insurance po"icy for t'e effective
imp"ementation of t'e a1ove pena"ty provision
In case of accidents depending on t'e seriousness of in2ury etc. in addition to t'e
'ospita"iIation B Treatment c'arges and !roup insurance amount? compensation s'a"" 1e
paid 1y t'e #ontractor to t'e affected person B 'is fami"y mem1ers in presence of
Engineer+in+c'arge as per /or5men #ompensation 7ct.
3.6.4 Escalation clause:
In case of contracts a1ove t'e va"ue of Rs.2 "a5's *it' t'e comp"etion period 1eyond 12
mont's suita1"e esca"ation formu"a *it' a ma:imum cei"ing in respect of increaseB
decrease in t'e cost of materia" and stores can 1e considered and t'e same s'ou"d 1e
17
c"ear"y defined at t'e time of su1mission of t'e tender. Esca"ation formu"a *it'out
cei"ing s'a"" 1e considered nu"" and void. It s'a"" 1e made a1undant"y c"ear t'at
esca"ation inc"ude de+esca"ation a"so and t'e formu"a given 1y t'e contractors s'ou"d 1e
c"ear in t'is 1e'a"f t'at *'erever prices go do*n as compared to t'e 1ase price adopted
for t'e tender? t'e contract va"ue s'a"" a"so come do*n corresponding"y. 7s far as
possi1"e? *e s'ou"d give our o*n esca"ation formu"a.
3.7
3.7.1
&t'er misce""aneous points
T'e tec'nica" specifications of t'e *or5 s'a"" 1e prepared 1y t'e &riginating Department
to indicate t'e nature of t'e *or5? to"erance? app"ica1"e standards and specifications
conforming to t'e *or5 upto *'ic' t'e *or5 is re<uired to 1e e:ecuted.
3.7.2 T'e sc'edu"e of <uantities s'a"" 1e identica" to t'e sc'edu"e of <uantities mentioned in
t'e sanctioned estimates. T'e co"umn for rate *i"" 1e "eft 1"an5 to 1e fi""ed up 1y t'e
tenderers. In t'e sc'edu"e of <uantities? t'e description of t'e item of *or5 s'a"" 1e c"ear
and *it'out any am1iguity. Reference to t'e e:tra "ead and "ift s'a"" 1e c"ear"y
mentioned? *'erever necessary.
3.7.3 6o""o*ing are t'e ot'er misce""aneous points *'ic' s'a"" 1e 5ept in vie* in preparation
of t'e tender documents@
8i9 Sufficient time s'a"" 1e a""o*ed for t'e tenderers to su1mit t'eir tenders from t'e date
of issue of tender notice. T'e fo""o*ing timeta1"e may 1e adopted for t'e purpose of
issue of tenders.
Particulars Minimum Time Limit-D/o Issue
of NIT to D/o submission
&pen tendersB)imited tenders 42 days
a1ove Rs.1.. crore
&pen tendersB)imited tenders 2( days
Rs. 5 crore to Rs.100 crore
&pen tendersB)imited tenders 21 days
Rs.2 "a5' to Rs. crore
&pen tenders B )imited tenders 14 days.
1e"o* Rs.2 "a5's.
/ide pu1"icity to 1e given 1y disp"aying t'e tenders on t'e Notice ,oards? issuing tender
documents to registered B approved contractors and disp"aying t'e tender notice in our
*e1site for 1ot' t'e a1ove tenders.
,ased on t'e circumstances of eac' case? "esser time "imit may 1e fi:ed 1y ta5ing
approva" of !M.
7ny reduction in t'e su1mission time can 1e done *it' t'e approva" of t'e competent
aut'ority.
8ii9 Sufficient period for t'e va"idity of t'e rates <uoted 1y t'e tenderers s'a"" 1e
prescri1ed in t'e tender documents. T'e norma" va"idity period as5ed for s'a"" 1e four
18
mont's *'ic' can 1e reduced or increased depending upon t'e needs of t'e
circumstances. In case of items *'ere prices are norma""y varying at a faster pace? "ong
va"idity period is not desira1"e.
8iii9 T'e tenderer s'a"" 1e as5ed to <uote in *ords and figures and a"so to *or5 out t'e
tota" amount of t'e tender.
8iv9 T'e tender documents s'a"" contain a c"ear stipu"ation t'at
8a9 in case t'e tender is accepted and t'e contractor fai"s to deposit t'e amount of
initia" security deposit or to e:ecute t'e contracts *it'in t'e stipu"ated period? t'e
earnest money s'a"" "ia1"e to 1e forfeited. In case of fai"ure of t'e party for more
t'an one occasion? t'e tenderer may 1e put on 'o"iday "ist for a period of one
year? after fo""o*ing t'e "aid procedure in t'is regard.
819 in case t'e tenderer a"ter B modify B *it'dra* 'is 1id after opening t'e price 1id
and *it'in t'e va"idity period? t'e tender su1mitted 1y t'e tenderer s'a"" 1e "ia1"e
to 1e re2ected and EMD forfeited. In case of fai"ure of t'e party for more t'an one
occasion? t'e tenderer may 1e put on 'o"iday "ist for a period of one year? after
fo""o*ing t'e "aid do*n procedure in t'is regard.
8v9 T'e tender paper s'a"" 1e page num1ered 1y mac'ine and t'e tota" num1er of pages
s'a"" 1e given on t'e first page of t'e tender documents.
8vi9 In t'e sc'edu"e of <uantities? unit of *or5 *'erever possi1"e s'a"" 1e given in metric
system.
8vii9 /'ere it is stipu"ated t'at t'e materia" s'a"" 1e supp"ied 1y t'e #orporation to 1e
deducted from t'e 1i""s of t'e contractors? t'e issue rate of suc' materia"s s'a"" 1e
mentioned. T'e percentage of *astage accounta1"e or unaccounta1"e s'a"" a"so 1e
prescri1ed.
8viii9 /'erever app"ica1"e? tender document s'ou"d stipu"ate t'e treatment of t'e
Statutory Duty 4ariation viI. E:cise DutyBSa"es Ta:? /or5s #ontract ta: and 6E
4ariation as per detai"s given 1e"o*.
879 E:cise dutyB Sa"es ta: *i"" 1e paid e:tra at actua"s *it'in t'e contractua" de"ivery
date. 7ny increase in t'e rates of E:cise Duty D Sa"es Ta: 1eyond t'e contractua"
comp"etion date or approved e:tended contractua" comp"etion time *i"" 1e 1orne
1y t'e I&#) to t'e e:tent cenvata1"e documents passed on to I&#) and I&#) is
in a position to get t'e cenvat c"aim from t'e E:cise aut'orities. 0o*ever? t'e
1enefit of any reduction must 1e passed on to I&#).
8,9 #ustom duty variation can 1e agreed to su12ect to t'e fo""o*ing conditions@
#I6 va"ue s'ou"d 1e indicated in t'e offer
Materia"s to 1e imported covering t'e a1ove #I6 va"ue s'ou"d a"so 1e c"ear"y
spe"t out
T'e rate of custom duty and t'e tariff num1er under *'ic' t'e item is covered
s'ou"d 1e c"ear"y spe"t out.
19
7ny increase in price due to increase in custom duty rates 1eyond t*o t'irds of
t'e <uoted de"ivery period in respect of items *'ic' re<uire furt'er fa1rication after
import and for 1oug't out imported items 1eyond t'e <uoted de"ivery period? *i"" 1e
to vendors account. 0o*ever? increase in #4D portion of custom duty can 1e
reim1ursed to t'e vendor to t'e e:tent cenvata1"e documents passed on to I&#) and
I&#) is in a position to get t'e cenvat c"aim from E:cise aut'orities. 0o*ever? any
decrease in t'e prices due to decrease in custom duty rate at t'e time of actua"
c"earance of imported materia"s? s'a"" 1e passed on to t'e o*ner.
Simi"ar"y? any increase in ot'er ta:es can 1e reim1ursed to t'e vendor to t'e
e:tent I&#) is getting t'e c"aim from t'e concerned aut'orities and t'ere 'as 1een no
"oss to I&#) on t'at account.
8#9 In contracts *'ere foreign e:c'ange invo"vement is envisaged? tender documents
s'a"" contain a c"ause indicating t'at in case t'e 1idders are <uoting for e:c'ange
rate variation? t'e detai"s of #I6 va"ue of eac' currency and conversion rate of
eac' foreign currency as on specific date? considered in t'eir offer s'ou"d 1e
specified in t'e offer. It is advisa1"e to put a cei"ing of e:c'ange rate variation.
6E variation s'a"" a"so inc"ude recovery if t'e actua" e:c'ange rate is "ess t'an t'e
<uoted rate.
8D9 7ny variation of rate in e:cise duty? sa"es ta:? service or introduction of ne* ta:?
*'erever app"ica1"e? during t'e contractua" period s'a"" 1e reim1ursedBad2usted
against su1mission of necessary document. If t'e a1ove variation is made
app"ica1"e after opening of t'e revised fina" price 1id? t'e same s'a"" a"so 1e
reim1ursed against documentary evidence.
8i:9 In case of composite 2o1 *'ere estimated va"ue is more t'an Rs.2 "a5's? t*o
separate contract to 1e issued? one for supp"y of materia" and anot'er for e:ecution of t'e
*or5. 0o*ever? t'ere s'ou"d 1e a mention in 1ot' t'e contracts t'at t'e contracts are
inter+"in5ed for t'e purpose of "ia1i"ities and performance of t'e contractor.
In case of composite 2o1 *'ere estimated va"ue is "ess t'an Rs.2 "a5's? t'e *or5 order
s'ou"d contain t*o parts? one for supp"y and anot'er for e:ecution.
8:9 Tender document s'ou"d contain a c"ause indicating t'at 1idders s'ou"d su1mit t'eir
<uotation on t'eir "etter'ead on"y or 1y *ay of return of origina" tender document du"y
fi""ed? signed and stamped. If t'e tender document is attac'ed *it' any communication
or terms and condition? t'e same s'ou"d 1e on party;s "etter'ead. 7ny tender su1mitted
1y t'e tenderer in vio"ation of a1ove s'ou"d not 1e accepted and t'e same is "ia1"e to 1e
re2ected.
8:i9 =tmost caution is needed *'i"e preparing tender documents and tender specification
s'ou"d not norma""y 1e c'anged. It s'ou"d 1e noted t'at specification B description in t'e
S&R of tender document s'ou"d 1e e:'austive and comp"ete. /'ere t'e specifications
are not e:'austive re"evant I.S. #ode or ot'er codes or standards as app"ica1"e? s'ou"d 1e
referred.
8:ii9 Tender document s'ou"d specify t'e time a""o*ed for comp"etion of *or5 in
mont'sB*ee5s.
8:iii9 If advance is to 1e given it s'ou"d 1e e:press"y stated in t'e NITBTender
documents? indicating t'e amount? rate of interest? and su1mission of ,! of e<ua"
amount. Tender document s'ou"d c"ear"y indicate t'e payment terms app"ica1"e and a"so
20
state t'at in case 1idders ta5e deviations to t'e specified payment terms? "oading for
interest imp"ication at 1A 'ig'er t'an I&#) cas' credit rate s'a"" 1e done. Tender
document s'ou"d stipu"ate t'at mo1i"iIation advance 8ma:imum of 1.A9 is paya1"e on"y
in t'e order va"ue a1ove Rs.. "a5's and interest rate 1A a1ove t'e 1an5 rate 8e:act rate
to 1e specified9 s'a"" 1e paya1"e 1y t'e 1idder.
8:iv9 In case of turn5ey contracts? party s'ou"d 1e as5ed to <uote separate"y for supp"y
and erection portion so as to get t'e advantage of ta: 1enefits.
8:v9 Tender document s'ou"d contain a c"ause for forfeiture of EMD and de1arring
future en<uiries as per app"ica1"e procedure.
8:vi9 Intention of sp"itting t'e contract@ /'enever any 2o1 tendered on sp"it 1asis?
tenderers s'ou"d 1e as5ed to <uote separate"y on part 1asis as *e"" as tota" 1asis. T'e
option to contract t'e 2o1 on tota" 1asis or sp"it 1asis *i"" 1e at t'e discretion of
management and t'e same to 1e specified in t'e tender document. Suc' tender s'a"" 1e in
t*o+1id system irrespective of t'e va"ue and approva" of unit 0ead in princip"e to 1e
o1tained.
8:vii9 Eva"uation criteria@ It s'ou"d 1e ensured t'at pre+<ua"ification criteria?
performance criteria and eva"uation criteria are incorporated in t'e 1id document in c"ear
and unam1iguous terms as t'ese criteria are very important to eva"uate 1ids in a
transparent manner. In order to avoid confusion and to provide transparency in t'e 1id
eva"uation? a c"ear cut pre+<ua"ification criteria? performance criteria and eva"uation
criteria s'ou"d 1e decided *it' t'e approva" of !M and t'e same s'ou"d 1e inc"uded as a
part of Specia" #ondition of #ontract *'i"e f"oating t'e tender en<uiry. Eva"uation
criteria s'ou"d inc"ude a"" commercia" condition genera""y put for*ard 1y t'e tenderers
and "oading procedure as given in #"ause No.4.4 s'ou"d 1e specified in t'e tender
document.
8:viii9 Tender s'ou"d 1e f"oated on"y after comp"etion of detai"ed engineering so as to
avoid issue of amendments and see5ing revised price 1id from 1idders. T'is *i"" a"so
'e"p in estimating t'e rea"istic scope of t'e *or5 and t'e <uantum of t'e *or5 specified
in t'e tender so as to avoid <uantity variation at t'e time of e:ecution.
8:i:9 T'e terms of t'e contract s'a"" 1e precise and definite and t'ere s'a"" 1e no room
for any am1iguity or misconstruction t'ereof.
8::9 No condition invo"ving uncertain or indefinite "ia1i"ity or of unusua" nature s'a"" 1e
incorporated.
8::i9 3rovision s'a"" 1e made in t'e contract for safeguarding t'e e<uipment and
mac'inery 'ired out to t'e contractor.
8::ii9 In case of e<uipment B materia" constitute a siIea1"e portion of a composite
contract 8for supp"y of materia" and "a1our9 *'erever it is practice and feasi1"e? materia" B
e<uipment s'a"" 1e procured departmenta""y so as to ensure correctness in
8specifications9 and to save cost to t'e #orporation. 6urt'er? t'ird party inspection s'a""
1e carried out for procurement of e<uipment B materia"s *'erever necessary. In case?
supp"y of ma2or e<uipment B materia"s is in t'e scope of contractor e:ecuting t'e erection
2o1? t'e reasons s'a"" 1e recorded in *riting. 0o*ever for )ST> contract? contractor is
a""o*ed to procure materia"s from reputed vendors mutua""y agreed 1y I&#) and
21
contractors *it' suita1"e t'ird party inspection.
8::iii9 4a"idity@ T'e tender documents s'ou"d contain a c"ause t'at on account of
e:igencies if parties are as5ed to e:tend t'eir va"idity t'e same s'ou"d 1e *it'out any
deviation inc"uding c'ange in t'e prices. 0o*ever? t'e parties *ou"d 1e a""o*ed to
*it'dra* t'e tender. If a party sti"" deviates or c'anges price? its offer s'ou"d 1e
re2ected.
8:iv9 7 c"ause s'ou"d 1e inserted in a"" tender documents *'ere1y t'e tenderer is
re<uired to state *'et'er 'e is a re"ative of any Director of our #orporation or t'e
tenderer is a firm in *'ic' Director of our #orporation or 'is re"ative is a partner or
tenderer is a private company in *'ic' Director of our #orporation is a mem1er or
Director. To faci"itate t'is? t'e "atest "ist of firms B companies in *'ic' our Directors or
t'eir re"atives are interested s'ou"d 1e indicated in t'e tender documents.
8::v9 /'erever no deviation are desired from our specific terms and conditions? *e must
*rite to t'e party t'at t'eir offer s'a"" 1e re2ected if t'ey ta5e deviations. 7 confirmation
to t'is effect is re<uired 1efore opening of price 1id? ot'er*ise? t'e 1asis of "oading
s'ou"d 1e c"ear"y spe"t out.
8::vi9 Tender document s'ou"d contain a c"ause t'at advance payment against approved
dra*ings? if any? s'ou"d 1e made against 1an5 guarantee on"y.
8::vii9 Tender documents s'ou"d contain a c"ause indicating t'e po*ers to re2ect tenders
in case t'e tenderers give suo moto discounts after opening of price 1id.
8::viii9 Tender documents s'ou"d contain t'e c"ause indicating t'e 1idders to <uote
competitive prices considering t'e fact t'at price negotiations? if re<uired? to 1e 'e"d *it'
t'e "o*est tenderer on"y.
8::i:9 Tender document s'ou"d contain a c"ause indicating #orporation;s rig'ts to
increase Bdecrease t'e tendered <uantity of any or every item and de"ete any item at any
stage of *or5 at t'e accepted rates. T'e #ontractor;s c"aim for compensation or damages
on account of t'ese s'a"" not 1e entertained su12ect to provision contained in !##
8:::9 In case of tender for 'orticu"ture *or5? fo""o*ing points to 1e ta5en care *'i"e
preparing tender document@
In case of procurement of p"ant? t'e detai"s *'et'er t'e p"ant are to 1e procured in
po"yt'ene 1ags or in eart'en B cement pots 'as to 1e mentioned.
Species? 'eig't of t'e p"ant *it' siIe of t'e pot? etc and <uantity of eac' species
to 1e given c"ear"y in t'e tender document.
Mode of measurement of eart'? manure? supp"y to 1e indicated in vo"ume 8#=M9
and to 1e specified in t'e tender document.
8:::i9 T'e Specia" #onditions of #ontract attac'ed to t'e tender document s'ou"d cover
o*ner;s intention of avai"ing #envat 1enefit against e:cise duty B additiona" custom duty
on various goods invo"ved in t'e *or5. Eva"uation of 1id s'a"" 1e done after ta5ing into
account t'e #envat 1enefit avai"a1"e. Necessary detai"s re<uired from t'e 1idders s'ou"d
1e specified in t'e tender document.
8:::ii9 T'e Specia" #ondition of #ontract attac'ed to t'e tender document s'ou"d
stipu"ate t'e provision regarding *ater and po*er avai"a1i"ity at t'e site and *'et'er t'e
22
same s'a"" 1e provided free of cost or at cost. Rate c'argea1"e? if any? to 1e specified.
8:::iii9 Tender document s'ou"d contain a c"ause stating t'at cutting and corrections in
t'e 1id document s'ou"d 1e avoided and if it is unavoida1"e? it s'ou"d 1e 5ept at t'e 1are
minimum and it s'ou"d 1e neat"y cut and re+*ritten *it'out over+*riting and use of
*'ite f"uid. 7"" corrections s'ou"d 1e du"y signed 1y t'e tenderer. Tender document a"so
s'ou"d contain a c"ause t'at in case t'e tenderers resorting to many corrections inc"uding
usage of *'ite f"uid in t'e tender document? t'e tender s'a"" 1e "ia1"e for re2ection.
8:::iv9 No Income Ta: #"earance #ertificate s'a"" 1e re<uired to 1e furnis'ed 1y any
person *'i"e fi""ing a tender for t'e purpose of o1taining commercia" contracts? etc.
0o*ever? *e may insist assessment order for t'e "ast 3 years at t'e time of su1mission of
tender 1y t'e contractor. In case assessment for any particu"ar year 'as not 1een
comp"eted? copy of t'e Income Ta: Return du"y ac5no*"edged 1y Income Ta: Dept may
1e accepted.
8:::v9 Tender document s'ou"d contain a c"ause indicating t'at t'e tenderers s'ou"d
respond to t'e tender eit'er 1y su1mitting t'eir 1ids or 1y e:p"aining t'e reasons for non+
su1mission of t'e offer. Tender document a"so to specify t'at in case t'ere is no
response eit'er *ay continuous"y for 3 years? names of suc' tenderers s'a"" 1e removed
from t'e "ist of contractors. 0o*ever? suc' remova" from t'e approved "ist of contractors
s'ou"d 1e done on"y *it' t'e approva" of =nit 0ead.
8:::vi9 /'enever a contractor 'ad *or5ed as a su1+contractor to main contractor? t'eir
e:perience a"so can 1e considered.
8:::vii9 NIT and ot'er re"evant documents s'a"" categorica""y state t'e incentives
app"ica1"e to manufacturers offering t'e items 1ased on I&# RDD formu"ations to t'e
e:tent of roya"ty inf"o* net of prevai"ing ta:es B surc'arges? if any 8to 1e mentioned9
*'ic' *i"" 1e deducted from t'e <uoted price of suc' contractors. To faci"itate t'is? t'e
tender document s'ou"d contain suita1"e provision for t'e contractor to dec"are t'at t'e
offered item is 1ased on I&# RDD formu"ation and t'e agreement of roya"ty payment
*it' I&# is va"id.
8:::viii9 Tender document s'ou"d see5 information from 1idders regarding po*er
consumption of t'e e<uipment to 1e insta""ed 1y t'em a"ong *it' ot'er tec'nica" detai"s?
and operating cost of t'e p"ant? *'erever re<uired? in case "oading to 1e done for t'e
variation in po*er consumption? and operating cost. T'e 1asis of eva"uation to 1e spe"t
out in t'e tender documents.
8:::i:9 Tender document s'ou"d contain a c"ause t'at in case of invo"vement of foreign
contractors? tenders can 1e su1mitted eit'er 1y t'e contractor direct"y 1y t'eir Indian
7gent on 1e'a"f of t'em? 1ut not 1ot'. T'e Indian 7gent s'ou"d represent on"y one
contractor and 'e s'ou"d not 1e a""o*ed to <uote on 1e'a"f of anot'er contractor for
su1se<uent or para""e" tender for t'e same 2o1.
8::::9 Standard specification for eac' type of 2o1 s'ou"d 1e deve"oped to t'e e:tent
possi1"e. =niformity s'a"" 'e"p t'e 1idders in understanding t'e specifications and *i""
"ead to avoidance of <ueries and c"arifications "ater.
8::::i9 /'enever t'e estimate are 1ased approved sc'edu"e rate? a"" item rate tenders
s'ou"d prefera1"y invited on percentage 1asis and t'e contractors s'ou"d 1e as5ed to
23
<uote overa"" percentage app"ica1"e on a"" items a1ove or 1e"o* t'e rates.
8::::ii9 In case of Sing"e 1id system? t'e 1idder s'ou"d 1e as5ed to su1mit EMD in a
separate cover so t'at *e may not open t'e price 1id in case EMD is not su1mitted 1y t'e
1idder.
8::::iii9 Tender document s'ou"d stipu"ate t'at tendering can 1e a1andoned *it'out
assigning any reason. No compensation is paid for t'e efforts made 1y t'e contractor.
8::::iv9 Tender document s'ou"d stipu"ate t'at tenderers s'ou"d furnis' IT 3ermanent
7ccount Num1er? 36 Num1er? ST Registration particu"ars? *'erever re<uired? at t'e
time of see5ing tender documents.
8::::v9 T'e tender document s'ou"d contain t'e fo""o*ing c"ause *'erever t'e interest
1earing advance is given to t'e contractors as per 1e"o*@
OInterest on advance s'a"" 1e recovered 1y I&#) from running account 1i""s. #ontractor?
t'erefore? s'a"" deposit t'e amount of TDS *it' t'e Income Ta: Dept and c"aim
reim1ursement from I&#) against su1mission of TDS certificateP.
3.7.4
3o*ers to invite tender
3o*ers to invite tenders for *or5s of varying financia" "imits s'a"" 1e prescri1ed at t'e
unit "eve" 5eeping in vie* t'e prevai"ing e:igencies. Tenders s'a"" 1e invited on"y 1y
officers de"egated *it' re<uisite po*ers.
3.7.5
3o*er to re2ect tenders eit'er fu""y or part"y
T'e &/NER reserves t'e rig't to re2ect? accept or prefer any tender or to a1ort t'e
1idding process *it'out assigning any reason *'atsoever.
7"t'oug' ordinari"y t'e "o*est responsive 1id amongst t'e 1ids su1mitted 1y tenders and
considered 1y t'e &/NER to <ua"ified and competent s'a"" 1e preferred? t'e &/NER
reserves t'e rig't not to accept t'e "o*est 1id if in its opinion t'is *ou"d not 1e in t'e
interests of t'e *or5s.
If t'e &/NER in its discretion considers t'at t'e interest of t'e *or5 re<uires a sp"it? t'e
&/NER may sp"it t'e *or5s 1et*een t*o or more tenderers.
3.8
3.8.1
Met'od of Tendering
6o""o*ing met'ods of tendering s'a"" 1e adopted for issue of notice inviting tenders@
8i9 6or *or5s costing Rs..?... and "ess? in case of composite item rate tenders? and
Rs.2?... in case of "a1our c'arges contracts? it *i"" 1e at t'e discretion of t'e
Engineering Department to decide *'et'er tenders s'a"" 1e invited or not. If t'e tenders
are not invited? it *i"" 1e permissi1"e to p"ace *or5 orders on any of t'e approved petty
contractors at t'e approved sc'edu"e of rates du"y approved 1y t'e competent aut'ority.
7*ard of 2o1 on t'e 1asis of S&R s'ou"d 1e 5ept to t'e 1are minimum and must 1e
resorted to on"y in emergent situations. 7s far as possi1"e? annua" rate contracts s'a"" 1e
fina"ised for anticipated petty 2o1s.
24
8ii9 6or tenders costing upto Rs.2 "a5's tender notice s'a"" 1e disp"ayed on t'e notice
1oard of t'e office. 0o*ever it *i"" a"so 1e permissi1"e to issue "imited tenders to
registered B approved contractors of t'e unit.
8iii9 6or *or5s costing a1ove Rs.2 "a5's and upto Rs.2 "a5's? tender notice s'a"" 1e
disp"ayed on t'e notice 1oard of t'e Refinery? "oca" 3/D? MES? Rai"*ays? Municipa"
#orporation? 3S=s or ot'er private 5no*n 1odies. It is considered as open tender for t'e
purpose of de"egation of po*er.
8iv9 6or *or5s costing a1ove Rs.2 "a5's and upto Rs.1.. "a5's? tender notice s'a"" 1e
given state+*ide pu1"icity t'roug' advertisements in one "oca" "anguage paper and one
State edition of Eng"is' ne*spaper.
/'erever t'e system of registration B empane"ment of contractors e:ist? and it is updated
periodica""y? and sufficient num1er of registered contractors are avai"a1"e 8at "east si:9?
*e may resort to "imited tendering 1y ta5ing t'e approva" of appropriate aut'ority under
*'ose de"egation of po*er t'e a*ard of *or5 "ies 8for "imited tendering9 1ut not a1ove
t'e ran5 of !M? for item no. 8iii9 D 8iv9 a1ove.
8v9 6or *or5s costing more t'an Rs.1.. "a5's? t'e tender notice s'a"" 1e given nationa"
pu1"icity t'roug' advertisements in one of t'e "oca" "anguage ne*spaper as *e"" as one
Eng"is' ne*spaper pu1"is'ed from eac' of t'e metropo"itan cities 8De"'i? Mum1ai?
>o"5ata? Madras9.
8vi9 !"o1a" tenders to 1e resorted depending on t'e nature and va"ue of t'e 2o1.
0o*ever? *'i"e deciding t'e "eve" of pu1"icity? due consideration may 1e given to t'e
nature of t'e *or5 suc' as 'iring of cars B 1uses? security services? guest 'ouse
maintenance? etc *'ic' are re<uired to 1e sourced "oca""y. 7pprova" of =nit 0ead *i"" 1e
re<uired for any reduction in t'e "eve" of pu1"icity.
8vii9 Time "imit as prescri1ed from time to time s'ou"d 1e given from t'e date of
pu1"ication for su1mission of tender. 0o*ever? in case of emergencies? s'orter time
period may 1e a""o*ed *it' t'e approva" of !M. T'e proof of actua" date of pu1"ication
in t'e ne*spaper s'ou"d 1e maintained 1y t'e tendering department and s'ou"d 1e
c'ec5ed at t'e time of opening t'e tender.
6or Item No. 8iii9? 8iv9? 8v9 D 8vi9 a1ove? tender notice *it' fu"" detai"s and documents
s'a"" 1e disp"ayed in our *e1site a"so.
3.8.2
3.8.2.1
Limited Tender:
)imited tenders may 1e invited in t'e fo""o*ing circumstances after recording t'e
reasons in *riting and o1taining t'e approva" of t'e administrative aut'ority *it'in
*'ose po*er t'e approva" of a*ard of 2o1 "ies 1ut not a1ove t'e ran5 of !M@
8i9 6or 2o1s invo"ving specia"ised 5no*+'o* and patented processes *'ere t'e sources
are 5no*n and t'e possi1i"ity of deve"oping fres' re"ia1"e sources 1y advertisement are
remote.
8ii9 /'ere t'ere are sufficient reasons to indicate t'at it is not in t'e pu1"ic interest to ca""
25
for tenders 1y advertisement.
8iii9 /'en t'e Engineering Department certifies t'at t'e *or5 is to 1e ta5en on an urgent
1asis and t'ere is no sufficient time for getting tenders t'roug' press advertisements. In
case of urgency? *ide pu1"icity s'a"" 1e given on t'e notice 1oards of t'e "oca" 3/D?
MES? Rai"*ays? Municipa" #orporation and ot'er private 5no*n 1odies and minimum
reasona1"e time s'a"" 1e given to t'e tenderers for su1mitting t'eir tenders.
8iv9 /'erever t'e system of registration B empane"ment of contractors e:ist? and it is
updated periodica""y? and sufficient num1er of registered contractors are avai"a1"e? *e
may resort to "imit tendering 1y ta5ing t'e approva" of appropriate aut'ority under *'ose
de"egation of po*er t'e a*ard of *or5 "ies 8for "imited tendering9 1ut not a1ove t'e ran5
of !M.
3.8.2.2 T'e "ist of registered contractors for various discip"ines? suc' as e"ectrica"?
instrumentation? mec'anica" and civi"? s'a"" 1e maintained for issue of "imited tender
en<uiries. T'e "ist s'a"" 1e got approved 1y t'e !MBED 1ased on t'e recommendations
from t'e concerned Department after assessing t'e capa1i"ities of t'e parties *it' regard
to t'e tec'nica" 5no*"edge? avai"a1i"ity of e<uipment? manpo*er and financia" position
etc. Separate "ist of registered contractors s'a"" 1e maintained upto t'e various monetary
"imits of *or5s for *'ic' t'ey may 1e considered for issue of "imited tender en<uiries.
T'e "ist of registered contractors s'a"" 1e revie*ed and updated periodica""y 1ut at "east
once in 3 years.
3.8.2.3 Registration B empane"ment of contractors *'o are repeated"y carrying out 2o1s s'ou"d 1e
done 1y a nominated mu"ti+discip"inary committee? *'o s'ou"d consider t'eir tec'nica"
and financia" capa1i"ities for various categories of 2o1s. 6ace to face intervie*s apart
from proper scrutiny of t'e *or5? e:perience? documents s'ou"d 1e done 1y t'e
#ommittee.
3.8.2.4 T'e "imited tender en<uiry s'a"" 1e issued to a minimum of $ registered contractors as
per t'e approved "ist provided t'e num1er of registered contractors are up to 12. If t'e
num1er of registered contractors are more t'an 12? en<uiry s'a"" 1e issued to 12 parties
strict"y in t'e manner to 1e prescri1ed 1y eac' =nit in t'is 1e'a"f. 0o*ever? *'i"e
issuing t'e "imited tender en<uiry? t'e name of t'e party *'o 'ad e:ecuted t'e 2o1
satisfactori"y immediate"y 1efore ca""ing for t'e "imited tender en<uiry? s'a"" 1e inc"uded.
In case registered "ist of contractors is not avai"a1"e? "imited tender en<uiry to 1e issued
after ta5ing approva" of !M.
3.8.2.5 T'e "imited tender en<uiry s'a"" 1e issued 1y registered post B speed post B courier on"y
un"ess t'e *or5 is critica" in *'ic' case t'e en<uiries 1y 'and *i"" 1e permissi1"e. 3roof
of despatc' s'a"" 1e maintained. T'e en<uiries issued 1y 'and s'a"" 'ave t'e prior
approva" of tender issuing aut'ority and proper ac5no*"edgement s'a"" 1e o1tained from
t'e contractors to *'om t'e tender en<uiries are issued.
3.8.3 Single Tender:
Sing"e tender s'ou"d norma""y 1e avoided. 0o*ever? in case of emergencies? specia"ised
2o1s 8proprietary items9 or in specia" circumstances? to *'ic' reasons to 1e recorded?
sing"e tender may 1e issued. 7pprova" of t'e competent aut'ority *it'in *'ose po*er
t'e approva" of a*ard of 2o1 "ies 1ut not a1ove t'e ran5 of !M s'ou"d 1e o1tained for
issue of sing"e tender.
26
In order to fo""o* uniform procedure 1y a"" t'e Department concerned? procedure to "ine
up an agency and a*ard of 2o1 under sing"e tender B emergency situation s'a"" 1e
prepared 1y t'e unit and got approved 1y t'e =nit 0ead.
T'e procedure s'ou"d inc"ude t'e fo""o*ing@
a9 7pprova" in princip"e
19 Nominated contractor to 1e issued tender document
c9 Estimate to 1e prepared and approved 1efore opening t'e price 1id.
d9 &pening of tender
e9 7pprova" of proposa"
f9 7*ard of contract
Standard 6ormat for processing proposa"s for In+3rincip"e approva" for a*ard of *or5 on
sing"e tender 1asis as given 7nne:ure E 3( to 1e fo""o*ed.
3.8.4
3.8.4.1
Two Bid System:
In case *'ere detai"ed engineering specifications are not *or5ed out 1y t'e Engineering
Department or t'e specifications are not compre'ensiveB *e"" defined? and t'e contract
invo"ves design *or5 a"so to 1e done 1y t'e contractor? a system of t*o+part tendering
s'a"" 1e adopted. 7"" indigenous contract a1ove Rs.1 crore and a"" contract invo"ving
foreign e:c'ange s'a"" 1e in t*o+1id.
3.8.4.2 =nder t*o+1id system? t'e tender en<uiry s'a"" c"ear"y specify t'at t'e <uotations s'a""
1e received in t*o separate covers one containing a"" detai"s of t'e tender viI.
specifications? de"ivery sc'edu"e and ot'er commercia" terms and conditions e:cept price
and t'e ot'er containing a"" t'e detai"s toget'er *it' t'e price. T'e priced 1id and
unpriced 1id s'a"" 1e identica" in a"" respects e:cepting t'at on"y t'e Cpriced 1idC s'a""
contain prices. T'e Cunpriced 1idC s'ou"d not contain any prices or indication t'ereof in
any manner *'atsoever. ,ot' t'e sea"ed covers s'a"" 1e superscri1ed Cunpriced 1idC and
Cpriced 1idC as t'e case may 1e a"ong*it' t'e tender en<uiry num1er and 1ot' t'e offers
s'a"" 1e p"aced in one sing"e sea"ed cover.
3.8.4.3 Tenderers s'ou"d 1e as5ed to su1mit Earnest Money Deposit a"ong*it' Tec'nica" ,id
on"y. In case of ,an5 guarantees? if t'ese are sent direct"y 1y t'e ,an5? a certified copy
of t'e said ,! s'a"" 1e enc"osed a"ong *it' t'e tec'no+commercia" offer.
3.9
3.9.1
Tender Fee:
6or &pen Tenders for *or5s costing a1ove Rs.2 "a5's and )imited tender a1ove Rs.1.
"a5's? tender papers s'a"" 1e so"d to e:perienced and 1onafide contractors *'o meet t'e
pre+re<uisite criteria for t'e 2o1. 7 nomina" fee s'a"" 1e c'arged from contractors to*ards
t'e cost of tender papers for one set? as indicated 1e"o*@
8i9 6or *or5s costing upto Rs. 2 "a5' + NI)

8ii9 6or *or5s costing a1ove Rs.2 "a5' and upto Rs. 1. "a5's + Rs.3..
8iii9 6or *or5s costing a1ove Rs.1. "a5' and upto Rs.1 crore + Rs.1...

27
3.9.2
3.9.3
3.9.4
3.9.5
8iv9 6or *or5s costing a1ove Rs.1 crore and upto Rs. crore + Rs.2...

8v9 6or *or5s costing a1ove Rs. crore and upto Rs.. crore+Rs....
8vi9 71ove Rs.. crore to Rs.1.. crore + Rs.2....
8vii9 71ove Rs.1.. crore+ Rs..... or e<uiva"ent in foreign currency.
Tender papers s'ou"d 1e issued against Demand Draft B ,an5ers #'e<ue B 3ay &rder
on"y and no cas' payment s'ou"d 1e accepted.
0o*ever? for Sma"" Sca"e Industries registered *it' NSI# under its sing"e point
registration sc'eme? tender papers to 1e issued at free of cost.

Tender fee to 1e c'arged for "imited tender a"so.
In case tender fee is not to 1e c'arged in a specific case? approva" of t'e competent
aut'ority 8not a1ove t'e ran5 of =nit 0ead9 giving fu"" 2ustification s'ou"d 1e ta5en.
Tender fee need not 1e c'arged for Sing"e Tender.
3.10
3.10.1
3.10.2
3.10.3
3.10.4
Issue of Tender documents
Tenderers desirous of purc'asing tender documents *i"" 'ave to deposit t'e cost of
tender document in cas' or 1an5 draft and on t'e 1asis of t'e cas' receipts issued 1y t'e
6inance Department? t'e Tender Issuing Department *i"" issue t'e tender documents.
Issue of tender documents s'a"" 1e recorded in a register 5ept 1y t'e Tender Issuing
Department giving address of t'e persons to *'om t'e tender papers 'ave 1een issued.
T'e tender documents s'a"" 1e signed 1y t'e &fficers of Tender Issuing Dept B #ontract
Dept 1efore t'ey are issued.
7 Register B record s'ou"d 1e maintained for issue of Tender Documents. T'e names of
t'e parties to *'om t'e Tender Documents are issued *i"" 1e entered in t'is Register.
T'e Register *i"" contain t'e fo""o*ing information@
8i9 Tender num1er *it' due date.
8ii9 Name D address of t'e party to *'om Tender Documents are issued
8iii9 #ost of Tender Documents
8iv9 DD num1er and date or receipt for deposit of Tender 6ee
8v9 Remar5s.
/'enever tender app"ication is re2ected 1y Tender issuing aut'ority? reason for suc'
re2ection s'ou"d 1e recorded and t'e same s'ou"d 1e avai"a1"e in t'e concerned contract
fi"e.
Not more t'an t*o copies of t'e tender papers s'a"" 1e issued to any party. In case any
party re<uires more t'an t*o copies? t'e permission of t'e 'ead of t'e department s'a""
1e o1tained.
No tender papers s'a"" ordinari"y 1e issued after t'e "ast date prescri1ed for t'e issue as
given in t'e tender notice un"ess t'e same is e:tended.
/'i"e issuing tender document? scrutiny of documents in respect of *or5 e:perience as
28
3.10.5
3.10.6
3.10.7
3.10.8
3.10.9
*e"" as financia" capa1i"ity of potentia" 1idder in "ine *it' t'e indicated criteria s'ou"d 1e
verified to ensure t'at t'e tenders are issued on"y to competent parties. 0o*ever? in case
tender document is made avai"a1"e to t'e contractor t'roug' I&#) *e1site? scrutiny of
t'e documents can 1e made after su1mission of t'e tender.
7t t'e time of issue of tender document? it s'ou"d 1e ensured t'at #onsu"tant appointed
for t'e pro2ect B 2o1 s'a"" not 1e a""o*ed to participate in t'e tender eit'er direct"y or
indirect"y and tender document s'ou"d not 1e issued to t'em. 7n indirect participation
s'a"" inc"ude participation t'roug' an affi"iate or as a su1+contractor? consu"tant or
supp"ier. T'e e:pression Jaffi"iate; for t'e purpose of t'is c"ause *i"" inc"ude any person?
or company or association 8'o*soever designated9 *'oB*'ic' is a mem1er of t'e
consu"tant 8if t'e consu"tant is a 2oint venture or consortium or *'o or *'ic' direct"y or
indirect"y 'o"ds 1.A 8ten percent9 or more of t'e capita" or voting capita" of consu"tant
8if t'e consu"tant or any of its mem1ers is a company or a 1ody corporate9 or *'o or
*'ic' is a consu"tant or su1+contractor of t'e consu"tant *it' regard to t'e pro2ect.
Tender document can 1e issued in e"ectronic format? i.e. #Ds in 3D6 format in order to
avoid printing and 'and"ing of vo"uminous tender document. T'e guide"ines to 1e
fo""o*ed for issue and receipt of tender in e"ectronic are enc"osed in 7nne:ure + 3-.
0o*ever t'e document to 1e su1mitted s'ou"d 1e printed set du"y signed 1y t'e 1idder.
In case of &pen Tender? *'ic' consists of document of c"assifiedBsecret nature? *e
s'ou"d go for pre+<ua"ification of t'e 1idders in t'e first stage of t'e tender. &nce t'e
1idders are pre+<ua"ified? t'e comp"ete tenders inc"uding c"assified B secret documents
*'ic' form part of t'e tender can 1e made avai"a1"e to t'em for su1mitting t'eir tec'no+
commercia" and price 1id.
3.11
3.11.1
Receipt of Tenders
7 "oc5ed and sea"ed tender 1o: s'a"" 1e maintained 1y t'e officer inviting tenders in a
prominent p"ace in t'e office in *'ic' sea"ed tenders can 1e dropped 1y t'e tenderers.
6or vo"uminous tenders? t'ere s'ou"d 1e a separate room *it' "oc5ing faci"ities for
5eeping t'e tenders since tender 1o: may not 'ave space to contain suc' vo"uminous
tender documents. Tender received 1y post upto t'e prescri1ed time for c"osing of
tenders as and *'en received s'a"" 1e dropped immediate"y into t'e tender 1o:. T'e
tender 1o: s'a"" 1e sea"ed after t'e time appointed for receipt of tenders. 7ny tender
received after t'e prescri1ed time s'a"" 1e mar5ed *it' t'e time and date of receipt 1y
t'e officer receiving t'e same and s'a"" 1e distinct"y super scri1ed as C)7TEC or
CDE)7QEDC as t'e case may 1e. De"ayed tenders are t'ose tenders *'ic' are posted on
t'e date prior to t'e opening of t'e tender and B or received after c"osing 'ours of
su1mission of tender 1ut 1efore opening of tenders. )ate tenders are t'ose tenders *'ic'
are posted and B or received on or after t'e date and time of opening t'e tender.
It s'a"" not 1e necessary for t'e contractor to return t'e a"" *'o"e tender document 81ig
4o"umes9 du"y signed as a to5en of t'eir acceptance of t'e same *'i"e su1mitting t'eir
1id. Instead? t'e 1idder may a"so su1mit an underta5ing a"ong*it' t'e Inde: 3age of
tender document du"y signed to t'e effect t'at 'e 'as fu""y read and understood t'e tender
29
re<uirements and accepts a"" terms and conditions of t'e tender 8e:cept for t'e ones
mentioned in t'e deviation statement9 and 'is offer is confirmation to a"" terms of tender.
0o*ever? t'e successfu" 1idder s'a"" 1e re<uired to sign t'e comp"ete tender at t'e time
of e:ecuting t'e agreement.
3.11.2 In genera"? t'e receipt of tender s'ou"d 1e t'roug' tender 1o:es as stated a1ove.
0o*ever? in cases *'ere t'e tenders are re<uired to 1e su1mitted 1y 'and? it may 1e
ensured t'at t'e names and designation of at "east t*o officers are mentioned in t'e 1id
documents. T'e information a1out t'ese officers s'ou"d a"so 1e disp"ayed at t'e
entranceBreception of t'e premises *'ere tenders are to 1e deposited so as to ensure
convenient approac' for t'e 1idders.
3.12
3.12.1
3.12.2
3.12.3
3.12.4
&pening of Tender
&n t'e date and time fi:ed for opening of tenders? t'e tender 1o: s'a"" 1e opened 1y t'e
officer inviting tenders or 'is representatives in presence of 6inance representative and in
presence of tenderers if any *'o *is' to 1e present at t'e time of opening of tenders.
7fter t'e tender 1o: is opened? a"" t'e tenders s'a"" 1e mar5ed seria""y. T'e seria" num1er
s'a"" 1e given as numerator and t'e tota" num1er of tenders received s'a"" 1e s'o*n as
denominator. 6or e:amp"e? if ten tenders 'ave 1een received t'e first tender s'a"" 1e
mar5ed as 1B1. and t'e "ast tender s'a"" 1e mar5ed as 1.B1.. 7"" t'e enve"opes s'a"" 1e
initia"ed 1y t'e officers opening t'e tender du"y mar5ing t'e seria" num1er.
&n opening? t'e tender papers s'a"" 1e initia"ed 1y t'e officers opening t'e tenders in in5.
T'e num1er of tenders s'a"" 1e noted on a"" t'e pages of t'e tender. 7"" corrections and
cuttings s'a"" 1e initia"ed and dated 1y t'e officers opening t'e tender. T'e corrections
and cuttings s'a"" 1e circ"ed and t'e tota" num1er of corrections on eac' page s'a"" 1e
noted do*n at t'e end of t'e page. In case t'ere is no correction? t'e *ord Cno
correctionsC s'a"" 1e *ritten at t'e end of t'e page. /'enever t'e tenderer 'as not <uoted
t'e rates 1ot' in figures and *ords? t'e officers opening t'e tender s'a"" mention t'is fact
in t'e face of t'e Sc'edu"e of Rates *'i"e initia"ing t'e tender. In case *'ite f"uid is used
for correction? t'e same s'ou"d 1e recorded at t'e time of opening of tender a"ong*it'
corrected matter.
T'e procedure to 1e fo""o*ed in case any tender received is found in open B torn
condition are given 1e"o*@
In case tender is opened inadvertent"y 1y any of t'e officia" of I&#) during
'and"ing of t'e tenders or received t'e tender in torn B open condition? t'e tender
s'ou"d 1e put immediate"y in anot'er enve"op and sea"ed 1y putting signature on t'e
fres' enve"op a"ong*it' o"d enve"op *it' date and designation a"so su1scri1ing t'e
fact on t'e ne* enve"op and t'is fact s'ou"d a"so 1e 1roug't to t'e 5no*"edge of t'e
=nit 0ead B !M in *riting.
0o*ever to avoid opening t'e tender 1y mista5e? it is furt'er advised to a""
concerned to strict"y ad'ere to t'e instructions 1y 5eeping t'e Tender ,o: *'erever
possi1"e 8it may not 1e possi1"e *'ere siIe of t'e tender documents are <uite 1ig.
In case Tender &pening team finds at t'e time of opening of tender 1o: t'at t'e
su1mitted tender is in openBtorn condition? t'e mem1ers of t'e Tender &pening team
s'ou"d sign on t'e enve"op *it' date and t'eir designations.
In case of t*o 1id system of tendering on opening of tec'no+commercia" 1id t'e
committee finds t'at t'e price 1id enve"op is in openBtorn condition? t'e committee
s'ou"d immediate"y put t'e price 1id in anot'er enve"op and sea" t'e ne* enve"op 1y
recording t'e a1ove fact and t'e tender opening team s'ou"d sign on t'e ne* enve"op
30
3.12.5
3.12.6
3.12.7
3.12.8
as *e"" as o"d enve"op and a"so mention date *it' t'eir designations.
Tender opening team s'a"" incorporate t'e a1ove fact in t'e tender opening register and
inform a"" t'e tenderer *itnessing t'e tender opening.
T'e rates as *e"" as t'e specia" terms and conditions given 1y t'e tenderers s'a"" 1e read
out in t'e presence of attending tenderers.
7fter t'e tenders 'ave 1een opened? a statement s'a"" 1e prepared in t'e proforma given
in 7nne:ure+ and s'a"" 1e signed 1y t'e officers opening t'e tenders.
In case of Sing"e 1id system? EMD cover to 1e opened first. T'e demand drafts B ,!
received from t'e tenderers against earnest money s'a"" 1e detac'ed from t'e tender
papers and 5ept safe"y in t'e Department.
In case tenders are invited on 1e'a"f of I&#) 1y t'e consu"tant? ot'er t'an 3S=? opening
of price 1id to 1e *itnessed 1y 6inance representative of I&#).
3.12.9 Tender opening in case of Two Bid system:
In case of t*o+1id system? on t'e due date of opening t'e sea"ed covers containing t'e
Cunpriced 1idC s'a"" 1e opened 1y t'e officia" of concerned department in t'e presence of
a representative from 6inance Department. T'e enve"ope containing t'e price 1id s'ou"d
1e signed on t'e top 1y officers opening t'e tender as a to5en of 'aving received t'e
cover containing t'e price 1id. T'e attending tenderers s'a"" 1e a""o*ed to 1e present at
t'e time of opening of tec'nica" 1ids. 7"" ot'er provisions regarding opening of s'a"" 1e
app"ica1"e in case of tenders under t*o+1id system a"so. T'e sea"ed price 1ids s'a"" 1e
5ept in t'e custody of officer of Tendering Section.
3.12.10
3.12.10.1
3.12.10.2
De"ayed Tenders B )ate Tenders
Delayed Tenders / Late Tenders will not be opened but will kept intact. The unopened tender shall
be produced before the Tender Committee and should be indicated in the Tender
Opening Register.
Tenderer from *'om t'e de"ayed tenderB "ate tender 'as 1een received "ate may 1e
advised t'at 'is tender 'as 1een fi"ed *it'out opening? since it *as received "ate. In case
t'e tenderer 'as attac'ed any ,an5 Draft to*ards EMD to 'is tender? t'e unopened
tender enve"ope may 1e returned intact to t'e tenderer after recording on t'e enve"ope t'e
date and time of receipt of t'e tender.
31
3.12.10.3
In e:ceptiona" circumstances? if consideration of "ate B de"ayed offer is desired? t'e same
s'a"" 1e 2ustified *it' t'e approva" of aut'ority not 1e"o* t'e ran5 of !M.
3.13
3.13.1
3.13.2
3.13.3
Witnessing of Tender opening:
/itnessing of tender opening 1y tenderers s'a"" 1e a""o*ed in t'e fo""o*ing cases@
8a9 &pen tender@ 7"" cases
819 )imited Tender@ 71ove Rs.2 "a5's

TenderersH aut'orised representative 8one representative for eac' tenderer9 on"y s'a"" 1e
a""o*ed to 1e present at t'e time of opening tenders. 7 statement of suc' tenderers s'a""
1e prepared and t'eir names and signatures s'a"" 1e o1tained t'ereon 87nne:ure+$9.
Tender opening date and time s'a"" 1e intimated to t'e parties in advance to ena1"e t'e
tenderer to attend t'e same.
3.14
3.14.1
3.14.2
Contractors put on Holiday:
7 "ist of contractors put on 0o"iday "ist s'a"" 1e maintained 1y an officer of t'e Tender
Issuing Department. 7"" suc' contractorsH name *i"" 1e entered in t'e a"p'a1etica" order
as and *'en communications are received from t'e MinistryB RegionsB Departments. T'e
register *i"" contain t'e fo""o*ing information@
8i9 Name D address of t'e contractors put on 0o"iday "ist.
8ii9 3eriod for *'ic' t'e firm is put on 0o"iday )ist.
8iii9Reference No. vide *'ic' t'e action *as ta5en to put on 0o"iday "ist.
8iv9 7ny ot'er re"evant information.
T'e "ist of contractor put on 'o"iday "ist s'ou"d 1e updated regu"ar"y 1y t'e concerned
officer. It must 1e ensured t'at no de1arredB 1annedB 1"ac5"isted contractor gets order
from I&#. 7ction to de1arB 1anB 1"ac5"ist a firmB tenderer s'a"" 1e ta5en *it' due
approva" of competent 7ut'ority.
3.15
3.15.1
Invalid Tenders
7 Tender is inva"id and may 1e re2ected in t'e fo""o*ing circumstances@+
8a9 does not pay t'e Earnest Money Deposit 1efore c"osing date and time of tender
819 does not fu"fi" minimum <ua"ification prescri1ed in t'e Tender Documents
8c9 Su1mits t'e tender "ate i.e. after due date and time
3.16 Tenders liable for rejection
3.16.1 Tender is a"so "ia1"e for re2ection if t'e tenderer
8a9 stipu"ates t'e va"idity period "ess t'an *'at is stated in t'e Tender 6orm
819 stipu"ates 'is o*n conditions
8c9 does not disc"ose t'e fu"" names and addresses of a"" 'is partners in t'e case of a
3artners'ip concern.
8d9 does not fi"" in and sign t'e tender form as *e"" as t'e sc'edu"e of rates?
32
anne:ures? specifications? etc.
8e9 does not 'ave 'is 36 #ode B Num1er from t'e Regiona" 3rovident 6und
#ommissioner
8f9 does not propose to ma5e avai"a1"e sufficient num1er of manpo*er B ot'er
mac'inery re<uired for satisfactory e:ecution of *or5 in t'e offer
8g9 does not give proof of past performance
8'9 does not su1mit accepta1"e instruments to*ards EMD a"ong*it'
tec'nica"Bcommercia" 1id? 1ut su1mits *it' t'e price 1id in t'e case of T*o ,id
System of Tendering.
8i9 if t'e tenders are part"y <uoted
829 if t'e tenders contain unaccepta1"e terms and conditions
859 in case of suo moto reduction in t'e prices offered 1y t'e tenderer
8"9 if t'e tender is not according to our format
33
CHAPTER-IV
E47)=7TI&N 7ND 7##E3T7N#E &6
TENDERS
4.1
4.1.1
4.1.2
4.1.3
4.1.4
Preparation of Comparative Statements:
7fter t'e tenders are opened? a comparative statement s'a"" 1e prepared 1y t'e
Tendering Department in t'e form prescri1ed in 7nne:ure+%. 7gainst a"" items? first t'e
rates and t'e <uantities as given in t'e corresponding estimates s'a"" 1e given.
T'ereafter t'e rates of different tenderers s'a"" 1e copied from t'e origina" tender
documents against eac' item. /'i"e preparing t'e comparative statements? if some
discrepancies are found 1et*een t'e rates given in *ords and in figures or t'e amount
s'o*n in t'e tender? fo""o*ing procedure s'a"" 1e fo""o*ed@
8i9 /'en t'ere is a difference 1et*een t'e rates in figures and *ords? t'e rate *'ic'
corresponds to t'e amount *or5ed out 1y t'e contractor s'a"" 1e ta5en as correct.
8ii9 /'en t'e rate <uoted 1y t'e contractor in figures and *ords ta""ies 1ut t'e amount is
incorrect? t'e rate <uoted 1y t'e contractor s'a"" 1e ta5en as correct and not t'e amount.
8iii9 /'en it is not possi1"e to ascertain t'e correct rate? in t'e manner prescri1ed a1ove?
t'e rate as <uoted in *ords s'a"" 1e adopted.
7fter t'e tota" <uoted amount for eac' tender 'as 1een *or5ed out? suc' additiona"
conditions <uoted 1y t'e tenderer as may 1e 'aving a direct financia" 1earing on t'e
tendered cost s'a"" 1e added to t'e <uoted price. T'ereafter ot'er tec'nica" conditions
<uoted 1y t'e tenderers *'ic' can 1e eva"uated into financia" terms s'a"" 1e ad2usted
from t'e tota" amount of eac' tender. If any re1ate 'as 1een offered in t'e <uoted rates?
t'e same s'a"" 1e ad2usted in arriving t'e net tender amount? if t'e condition of suc'
re1ate is practica1"e.
In case of sing"e 1id? discussion s'a"" 1e permissi1"e *'en it is necessary to o1tain
certain tec'nica" c"arification from t'e concerned parties. Tec'nica" <uery *it' parties
*'o are not "o*est s'ou"d not 1e made *'ere t'e party <uoted t'e "o*est rates 'as
a"ready 1een found tec'nica""y accepta1"e and t'ere is not'ing re<uired furt'er from
'im.
In case of t*o+1id system? *'ere t'ere are deviations in tec'nica"B commercia"
conditions? t'e same s'a"" first 1e sorted out *it' t'e parties. T'e conditions retained 1y
t'e tenderers s'a"" 1e "oaded *it' t'e financia" imp"ications and on"y t'ereafter t'e
ran5ing of first "o*est? second "o*est s'a"" 1e determined.
4.2 Procedure in case of Two-Bid system:
8i9 7fter opening of t'e unpriced 1ids? tec'nica" specifications and commercia" terms
34
etc. offered 1y various parties s'a"" 1e eva"uated. Tec'nica" detai"s s'a"" 1e o1tained
from t'e tenderers and *'erever necessary t'e tenderers s'a"" 1e ca""ed for discussions
to 1ring a"" offers on a compara1"e 1asis.
8ii9 In case it 1ecomes necessary to as5 t'e parties to eit'er c'ange t'e scope of *or5 or
specification? t'is s'ou"d 1e done 1y t'e aut'ority *'o 'as approved t'e tender
specification 1ut not a1ove t'e "eve" of =nit 0ead. 0o*ever? in case of pro2ects
approved 1y ,oard B #'airman B Director? t'e c'ange in scope of *or5 e:ceeding 1.Aof
t'e pro2ect cost 8*it'in t'e approved pro2ect cost9 s'a"" 1e *it' t'e approva" of t'e
origina" approving aut'ority. 6or pro2ect approved 1e"o* Director "eve"? approva" for
c'ange in scope of *or5 e:ceeding 1.A of t'e pro2ect cost 8*it'in t'e approved pro2ect
cost9 s'a"" 1e *it' t'e approva" of Director8R9.
8iii9 In case of any ma2or c'ange in tec'nica" specification? scope of *or5 or c'ange in
ta: structure and variation in t'e prices of materia" 'aving an impact on prices? t'e
estimate s'ou"d 1e re+visited and du"y concurred and approved 1y t'e approving
aut'ority 1efore opening of price 1ids. T'is revised estimate s'a"" 1e used for
comparison of prices and a*ard of *or5
8vi9 7fter sorting out tec'nica" detai"s? tenderers *'ose offers are found tec'nica""y
accepta1"e s'a"" 1e as5ed to confirm t'e c"arificationsB c'ange in specificationsB terms
and conditions etc. in *riting and su1mit t'eir revised tec'nica" 1id 1y a specified time
and date. 7t t'at time t'e tenderers s'a"" 1e at "i1erty to su1mit t'eir revised price 1id or
indicate variations in t'e ear"ier <uoted price 1id8s9.
8v9 T'e revised tec'nica" 1ids and t'e price 1ids inc"uding t'e revised price 1ids? if any?
s'a"" 1e opened in t'e presence of representative from 6inance Department 7
representative from Indenting Department may a"so 1e associated *'erever considered
desira1"e. T'e 1id s'ou"d 1e opened at a specified date and time *'ic' s'ou"d 1e
notified to t'e 1idders a""o*ing t'em reasona1"e time for participating in t'e opening of
tender.
8vi9 T'e price 1ids of t'e tenderers *'ose offers are not found tec'no+commercia""y
accepta1"e s'a"" not 1e opened and fi"ed as it is.
8vii9 Reasona1"e time s'ou"d 1e given to t'e parties depending upon t'e nature of t'e
item invo"ved for see5ing tec'nica" detai"sB c"arification. Suc' a "etter s'ou"d 1e c"ear"y
mentioned t'at offers are "i5e"y to 1e ignored if t'e re<uired information is not received
*it'in t'e prescri1ed time "imits. Suc' tenders not giving t'e re<uired detai"sB
c"arifications *it'in time "imits may 1e ignored provided t'e nature of t'e <uery are
considered important enoug' for ta5ing t'e decision regarding a*ard of 2o1.
8viii9 In case of any su1stantia" c'ange? fres' 1ids are desired. 6or minor c"arifications?
*e may communicate to a"" t'ose to *'om en<uiries *ere issued.
8i:9 3ast e:perience of t'e 3S= &i" #ompanies? particu"ar"y in respect of ma5e? mode"
and specification of t'e e<uipment or mac'inery? <ua"ity of *or5Bservices provided 1y
1idder s'ou"d 1e considered *'i"e eva"uating tec'nica" 1ids on competitive 1asis.
8:9 #'anges in t'e materia" specification? etc s'ou"d 1e minimised as far as possi1"e and
s'ou"d 1e tota""y avoided after opening of t'e price 1id.
35
(xi) Supplemental letters received from
bidders shall be considered only in
those cases where the revision in the
price is asked for by IOCL.
8:ii9 Tec'nica" capa1i"ity? e:perience and financia" standing of t'e party s'ou"d 1e
e:amined 1efore according tec'nica" acceptance of t'e offer. Re2ection of offer on
tec'no+commercia" 1asis after o1taining 6inance concurrence s'ou"d 1e got approved
from t'e competent aut'ority *it' *'om t'e approva" of t'e tender rests 1ut not a1ove
t'e ran5 of !M.
8:iii9 7fter t'e tec'no+commercia" e:amination of a"" 1ids? if it is found t'at 1ids from
t'ree 1idders confirm to 1ids stipu"ations? t'en on"y one c'ance *i"" 1e given to rest of
t'e 1idders for comp"iance *it' 1id stipu"ation *it' definite time frame.
4.3
4.3.1
Procedure in case of Contracts of Rs.5 crores and above:
T'e fo""o*ing procedure *i"" 1e fo""o*ed in case of contracts of Rs. crores and a1ove@
8i9 In case of contracts *it' estimated va"ue of a1ove Rs. crores? t'ere *i"" 1e a pre+
price 1id conference *it' tec'nica""y accepta1"e 1idders *'erein a"" t'e commercia"
aspects *i"" 1e fu""y c"arified to t'e tec'nica""y accepta1"e 1idders.
8ii9 ,ased on discussions in t'e pre+price 1id conference? deviations? if any? from
tendered terms and conditions s'a"" 1e communicated in *riting to a"" t'e 1idders and
t'ey s'a"" 1e as5ed to su1mit t'eir revised price 1ids *'en su1stantia" c'anges are
madeBor price imp"ication on t'eir ear"ier <uoted rates in ot'er cases after ta5ing into
account t'e modified terms and conditions inc"uding deviations? *it'in stipu"ated
period. It s'ou"d 1e c"ear"y mentioned to t'e parties t'at if t'ey ta5e any furt'er
deviations? t'eir offer s'a"" 1e re2ected outrig't. Revised price 1ids received after t'e
stipu"ated date are not to 1e considered. ,idders una1"e to comp"y *it' our terms and
conditions inc"uding proposed deviations *i"" 1e a""o*ed to *it'dra*.
8iii9 If a 1idder ta5es any furt'er deviations ot'er t'an t'ose agreed? *'i"e su1mitting
t'e revised price 1ids? 'is price 1id s'a"" 1e re2ected outrig't *it'out any reference. In
case it is found after opening t'at any deviation is incorporated in t'e revised price 1id?
vendorB 1idder is a"so "ia1"e to 1e p"aced on 'o"iday for a period of one year for future
tenders in I&# after fo""o*ing t'e "aid do*n po"icy in t'is regard.
8iv9 Decisions *i"" 1e ta5en strict"y on t'e 1asis of revised price 1ids. No negotiation of
any 5ind *i"" 1e 'e"d *it' 1idder after revised price 1ids are opened and no c'ange in
1idB tender *i"" 1e permitted. 0o*ever? negotiation if re<uired? may 1e carried out *it'
)+1 *it' t'e approva" of competent aut'ority *it' *'om po*er to a*ard t'e 2o1 rest?
1ut not a1ove t'e ran5 of !M.
8v9 /'enever a party is put on a 'o"iday "ist? t'e same s'ou"d 1e advised immediate"y to
a"" concerned in t'e #orporation so t'at t'e party is not considered for p"acement of
order any*'ere in t'e #orporation during t'e period of 'o"iday. During t'e 'o"iday
36
4.3.2
4.3.3
period no en<uiry s'a"" 1e sent to t'e vendor.
8vi9 Norma""y t'e payments on account of statutory "evies i.e. custom duty? e:cise duty
and sa"es ta: are paya1"e e:tra 1ased on documentary evidences for *'ic' e:isting
app"ica1"e rates s'ou"d 1e indicated 1y t'e 1idders.
8vii9 3arties as5ing for price variation c"ause in t'e tenders 'ave to <uote a cei"ing for
price esca"ation c"ause. Tenders *it'out any cei"ing s'a"" 1e re2ected.
8viii9 7ny condition ta5en 1y t'e tenderers 'aving impact of contingencies e.g.
interpretation of ta: "a*s andB or imposition of ne* "evies etc. s'ou"d 1e separate"y
indicated in t'e note see5ing approva". Suc' contingencies s'ou"d not 1e "oaded for
purposes of ascertaining t'e comparative position of parties as contingency is a factor
*'ic' is depending on a future event. In suc' cases? t'e recommendations for inc"uding
impact of contingency *i"" 1e 1ased on proper merits of t'e case *it' fu"" 2ustifications
and specific approva" of t'e competent aut'ority *i"" 'ave to 1e o1tained.
8i:9 T'ese terms and conditions s'ou"d 1e made 5no*n to t'e vendorsB 1idders as part
of Tender Document.
8:9 T'ese conditions *i"" app"y even in cases *'ere actua" 1ids are "ess t'an Rs. crores
as "ong as t'e estimated va"ue of t'e *or5 is over Rs. crores.
8:i9 &ffer can 1e re2ected on grounds ot'er t'an tec'nica" reasons? in case some facts
'ave come to t'e "ig't of t'e capa1i"ity of t'e party after t'e issue of t'e tender? prior to
opening of tec'nica" 1ids *it' t'e approva" of t'e competent aut'ority.
7fter opening of t'e tec'nica" 1ids 1ut 1efore t'e opening of t'e price 1ids? t'e 1ids
may 1e re2ected for unsatisfactory performance or adverse comments *'ic' 'ave come
to t'e notice after t'e issue of t'e tender en<uiry.
Tec'nica" 1ids can 1e re2ected on"y 1y t'e competent aut'ority *it'in 'is de"egated
po*ers for acceptance of tender 1ut not a1ove t'e ran5 of !M.
4.4
4.4.1
Procedure for loading of Tendered Rates:
T'e commercia" conditions put for*ard 1y t'e tenderers s'a"" 1e "oaded to t'eir
tendered cost as indicated 'ereunder@
37
8i9 Esca"ation@
In case t'e contractor 'as given t'e esca"ation? t'e cei"ing for t'e esca"ation c"ause s'a""
1e o1tained and t'e same s'a"" 1e added to t'e amount <uoted 1y t'e tenderer. 7s far as
possi1"e? *e s'ou"d give our o*n esca"ation c"ause.
8ii9 3rice Reduction c"ause@
T'e difference 1et*een t'e <uantum as per !## and t'at offered 1y t'e tenderer s'a""
1e added to t'e tendered amount.
8iii9 3ayment Terms@
T'e payment terms app"ica1"e s'ou"d 1e c"ear"y indicated and a"so state t'at in case
1idders ta5e deviations to t'e specified payment terms? "oading for interest imp"ication
at 1A 'ig'er t'an I&#Hs cas' credit rate s'a"" 1e done.
8iv9 #ontingencies suc' as /or5s Ta: on supp"y portion@
7s t'e "ia1i"ity is not definite? no "oading is re<uired 1ut t'e point s'ou"d 1e 'ig'"ig'ted
in t'e noteB agenda item. If desired to 1e "oaded? parties s'ou"d 1e intimated in *riting.
It is advisa1"e to instruct t'e party to indicate t'e percentage of supp"y portion of t'e
contract and t'e rate of *or5s contract ta: considered in t'eir offer.
8v9 Specific Discount@
T'is option s'ou"d 1e considered *'i"e preparing comparative statement.
8vi9 Discount for prompt payment@
T'is s'ou"d 1e ignored.
8vii9 E:tended stay compensation@
7s far as possi1"e? t'e 1asis s'ou"d 1e prescri1ed 1y us and t'e party s'ou"d ad'ere to
t'e same. 6or deviations insisted 1y t'e parties? t'e impact t'ereof may 'ave to 1e
assessed *'erever feasi1"e and "oaded in t'e comparative statement. If not feasi1"e? t'e
same s'ou"d 1e 'ig'"ig'ted in t'e approva" notes.
8viii9 4ariation in operating cost@
/'erever operating costs are re<uired to 1e assessed *'i"e eva"uating t'e offers of t'e
parties? t'e 1asis of eva"uation of operating cost must form part of tender documents.
T'e 1asis of eva"uation to 1e spe"t out in t'e tender documents. /'erever variation in
t'e po*er consumption to 1e "oaded? incrementa" cost of po*er consumption to I&# to
1e considered. T'e incrementa" po*er consumption s'ou"d 1e 1ased on cost s'eet of
previous year for fue" and ot'er uti"ities.
8i:9 Item+*ise <uotation@
38
In suc' cases *'ere t'e party 'as not <uoted for eac' and every item and fe* items
'ave 1een "eft over *'ic' are not more t'an A 1ased on estimated rate? t'e offer may
1e eva"uated 1y considering t'e 'ig'est rate <uoted 1y t'e ot'er tenderers. If after ta5ing
t'e 'ig'est rate? party comes out to 1e t'e "o*est? t'en t'e "o*est party can 1e ca""ed for
price negotiations and as5ed to matc' t'e un<uoted items rates *it' t'e "o*est offer.
8:9 #envat 1enefit@ 6or t'e purpose of eva"uation of offers? #envat 1enefit on account
of e:cise duty B #4D is to 1e considered for determining t'e "o*est offer.
8:i9 Security Deposit in t'e form of composite 1an5 guarantee@ /'erever? security
deposit in t'e form of #,! is opted 1y t'e tenderers? t'ere s'ou"d not 1e any "oading to
t'e 1idder since as per !##? t'ose 1idders *'o are not opting #,! 'ave a"so got an
option to su1mit ,! 1.A of t'e contract va"ue to avoid 1.A deduction in t'eir R7 1i""
to*ards security retention.
8:i9 In case of any 1enefit to I&# RDD for t'e usage of I&# RDD formu"ations 1y t'e
tenderer in t'e form of roya"ty? suc' roya"ty inf"o* net of prevai"ing ta:es B surc'arges?
s'ou"d 1e deducted from t'e <uoted price as specified in t'e tender documents.
4.5
4.5.1
4.5.2
Negotiation:
Negotiations *it' t'e tenderers s'a"" not 1e conducted as a matter of course. In case
*'ere it is found t'at negotiation is unavoida1"e? it s'a"" 1e conducted *it' t'e approva"
of t'e competent aut'ority *it' *'om t'e po*ers for t'e approva" of t'e contract rest?
1ut not a1ove t'e ran5 of !M. /'ere t'e =nit 0ead is at a "eve" 1e"o* !MHs ran5? 'e
*ou"d 1e competent to approve negotiations *it'in 'is de"egated po*ers for acceptance
of tenders. 0o*ever? in case of tenders *'ic' re<uire approva" of DirectorB #'airmanB
,oard? t'e negotiation s'a"" 1e approved 1y !M. During negotiation? t'e 'ead of
6inance or 'is representative s'a"" 1e associated.
Negotiation s'a"" 1e permissi1"e on t'e fo""o*ing grounds@
8i9 /'en it is found t'at t'e tota" amount <uoted 1y t'e "o*est tenderer are 'ig'er t'an
t'e estimated cost 1y more t'an 1.A? t'e estimate s'a"" 1e once again revie*ed
regarding t'e accuracy t'ereof 1efore negotiation *it' t'e parties. 0o*ever? in cases
*'ere estimate 'as 1een re+visited 2ust 1efore opening of price 1id as mentioned in Item
No.4.2 8iii9? it is not necessary to revie* t'e estimate once again prior to negotiations.
If rate for any item <uoted 1y t'e party is e:or1itant"y 'ig'er t'an our estimate?
negotiation a"so may 1e 'e"d depending on t'e circumstances of t'e case. In case t'e
accuracy of estimate is reaffirmed? t'e "o*est tenderer s'a"" 1e ca""ed for negotiation for
reduction in price *it' t'e approva" of competent aut'ority *it' *'om po*er to a*ard
2o1 rest 1ut not a1ove t'e ran5 of !M. If t'e "o*est tenderer fai"s to reduce t'e price to
an accepta1"e "eve"? retendering is to 1e done if time permits. &t'er*ise contract may
1e a*arded 1y recording 2ustification.
8ii9 In case of tie 1et*een t*o or more 1idders at )+1 position? a"" t'e )+1 1idders s'ou"d
1e as5ed to su1mit discount over previous <uoted rate in a sea"ed enve"ope after ta5ing
t'e approva" of t'e competent aut'ority.
8iii9 In suc' cases *'ere t'e party 'as not <uoted for eac' and every item and fe* items
'ave 1een "eft over *'ic' are not more t'an A 1ased on estimated rate? t'e offer may
1e eva"uated 1y considering t'e 'ig'est rate <uoted 1y t'e ot'er tenderers. If after ta5ing
39
4.5.3
4.5.4
4.5.5
t'e 'ig'est rate? party comes out to 1e t'e "o*est? t'en t'e "o*est party can 1e ca""ed for
price negotiations and as5ed to matc' t'e un<uoted items rates *it' t'e "o*est offer.
8iv9 Negotiation s'a"" 1e permissi1"e during B after e:ecution of t'e *or5 a"so in case of
variation of <uantity or c'ange in scope of *or5 *it' due approva" of !M.
In case of negotiation? t'e party s'ou"d 1e as5ed to give t'e revised rate or a percentage
reduction from t'e origina" amount in a c"osed cover separate"y.
Negotiation s'a"" 1e conducted 1y Tender #ommittee B &fficers of t'e Tendering Dept
after o1taining prior approva" of t'e competent aut'ority and during negotiation t'e
finance representative s'a"" 1e associated.
7"" communications to tenderers for negotiations s'ou"d 1e sent 1y Registered 3ostB
Speed 3ost B 6a: B #ourier B Emai". In case of "oca" tenderers? t'e same can 1e de"ivered
1y 'and after o1taining dated signatures of t'e tenderers. Reasona1"e time s'ou"d 1e
given to t'e tenderers to attend t'e negotiation.
4.5.6 T'e record of negotiations at a"" stages s'a"" 1e 5ept and s'a"" 1e signed 1y a"" t'e
participants.
4.5.7 In case preference is to 1e given to 3SEs as per t'e po"icy of t'e #orporation B !ovt? in
vogue from time to time? negotiation s'ou"d not 1e 'e"d *it' )+1 tenderer 1efore
a""o*ing t'e 3SE t'e opportunity for matc' t'e price of )+1.
4.5.8 In case "o*est party 1ac5s out 1efore t'e *or5 order is p"aced or 1efore t'e e:ecution of
t'e *or5 order? t'ere s'ou"d 1e re+tendering in a transparent and fair manner. In suc'
cases? negotiation s'ou"d not 1e 'e"d *it' t'e ne:t "o*est party. EMD of t'e "o*est
party 1ac5ed out to 1e forfeited. T'e 7ut'ority may in suc' a situation ca"" for a "imited
or s'ort notice tender if so 2ustified in t'e interest of t'e *or5 and ta5e a decision on t'e
1asis of t'e "o*est tender.
4.5.9 In case of contracts va"uing "ess t'an Rs.. "a5'? in order to avoid de"ays? negotiations
t'roug' emai"? te"econference andBor video conference s'a"" a"so 1e accepta1"e for
agencies *'o are stationed at a distant p"ace or from a1road. In suc' case? negotiation
committee s'a"" prepare a discussion note and signed 1y a"" committee mem1ers. T'e
discussion s'ou"d 1e confirmed over fa: B "etter from t'e 1idder 1efore fina"iIing t'e
contract.
4.6
4.6.1
Validity of offer:
It must 1e ensured t'at va"idity is as per tender documents and t'e issue s'ou"d 1e
sorted out a"ong *it' t'e commercia" terms and conditions 1efore opening of price 1id.
4.6.2 If t'e party does not give va"idity as desired? 'is price 1id need not 1e opened. 0o*ever?
1ased on merits of t'e case? suc' as sing"e offer or poor response against pressB "imited
40
tenders? t'e same may 1e considered 1ut t'e 2ustifications for suc' consideration s'ou"d
1e recorded in t'e approva" note.
4.6.3 /e must see5 reasona1"e va"idity period? norma""y not more t'an 4 mont's and t'e
cases s'ou"d 1e processed e:peditious"y.
4.6.4 7fter opening t'e price 1id? t'e offers of t'e tec'no+commercia""y accepta1"e parties
s'ou"d remain va"id ti"" acceptance of t'e offer. Situations may arise *'ere1y t'e party
ot'er t'an t'e "o*est party offer reduction *'i"e granting e:tension and t'us sa1otaging
t'e entire process of a*ard of 2o1 to origina""y assessed tec'nica""y "o*est party. T'e
tender documents s'ou"d state t'at on account of e:igencies? if parties are as5ed to
e:tend t'e va"idity t'e same s'ou"d 1e *it'out any deviation in t'e terms and conditions
inc"uding c'ange in prices. 0o*ever? parties *ou"d 1e a""o*ed to *it'dra*. If a party
sti"" deviates or c'anges price? 'is offer s'ou"d 1e re2ected.
4.6.5 T'e practice of see5ing fre<uent va"idity e:tension s'ou"d norma""y 1e discouraged.
0o*ever? if re<uired for tec'nica" or commercia" eva"uation? t'e same can 1e e:tended
as per t'e re<uirement. T'e e:tensions can 1e for ma:imum 3 times not e:ceeding a
tota" period of si: mont's from t'e date of e:piry of t'e first va"idity. If due to certain
unavoida1"e reasons? t'e case is not decided? furt'er e:tension s'a"" 1e soug't on"y after
ta5ing approva" of t'e concerned !MBEDs 1ased on t'e merits of eac' case giving
proper *ritten 2ustification for not fina"ising t'e proposa" *it'in t'e va"idity period or
e:tended va"idity period.
4.7
4.7.1
4.7.2
Recommendation for a*ard of *or5
7fter 1ringing t'e <uoted amount of eac' tenderer on a compara1"e 1asis? t'e Tendering
department s'a"" eva"uate t'e tenders and give its recommendations for a*ard of *or5.
T'e recommendations s'a"" 1e for*arded to t'e 6inance Department t'roug' t'e
appropriate "eve" of #ontract #e"" B Engineering Department.
0o*ever? 1eyond a specified va"ue of t'e tender as stipu"ated from time to time? Tender
#ommittee s'a"" 1e formed. 6or sing"e tender proposa"s? T# is not re<uired.
4.7.3 /'i"e recommending t'e acceptance of tenders? t'e Tender Issuing Department s'a""
5eep t'e fo""o*ing points into consideration over and a1ove t'e comparative rates of t'e
tenderers@
8i9 T'e tec'nica" capa1i"ity of t'e party? e:perience D financia" standing s'a"" 1e
verified 1efore ma5ing t'e recommendations.
8ii9 7s far as possi1"e on"y firm prices s'a"" 1e accepted. 0o*ever? in case of tenders
over t'e va"ue of Rs.2 "a5's and *'ose va"idity is for more t'an one year? esca"ation
c"ause may 1e accepted. T'e esca"ation c"ause for t'e cost of materia"s or for *ages
s'ou"d 1e *e"" defined in t'e tender documents.
8iii9 Norma""y no condition for c"aim on account of id"e time s'a"" 1e agreed upon
during t'e e:ecution of t'e *or5. 0o*ever? suita1"e compensation may 1e accepted for
de"ays so"e"y attri1uta1"e to t'e o*ner.
8iv9 Suc' tenders *'ere earnest money 'as not 1een deposited 1y t'e contractor in
41
accordance *it' t'e genera" conditions of contract? s'a"" norma""y 1e re2ected. 0o*ever?
in t'e rarest of rare circumstances tenders *it'out EMD may 1e considered? after
recording t'e reasons in *riting and *it' t'e approva" of !MBED.
8v9 7"" tenders received after prescri1ed date and time s'a"" 1e ignored irrespective of
t'e fact *'en t'ey *ere posted. If t'e tender is de"ayed i.e. posted on t'e date prior to
t'e opening of tender 8or it is a "ate tender i.e. t'e tender posted on or after t'e date of
opening of t'e tender9 t'e same need not even 1e opened for t'e purpose of revie*ing
t'e rates <uoted as it may s'ado* consideration of t'e va"id offers received. In
e:ceptiona" circumstances if consideration of "ateB de"ayed offer is desired? t'e same
s'a"" 1e 2ustified *it' t'e approva" of aut'ority not 1e"o* t'e ran5 of !M.
8vi9 In case it is recommended 1y t'e Tendering Department to accept a tender *'ic' is
ot'er t'an t'e "o*est? reasons for re2ecting eac' of t'e "o*er tenders s'a"" 1e recorded in
*riting. T'e reasons s'ou"d 1e 2ustifia1"e.
8vii9 In case t'e rates <uoted 1y any tenderer are muc' 1e"o* our estimatesB sc'edu"e of
rates 1y more t'an 2.A? estimate to 1e revie*ed first. If t'e accuracy of t'e estimate is
re+affirmed? t'e "o*est tenderer to 1e as5ed to 2ustify t'e rates. In case after e:amining
t'e 2ustification given 1y t'e party? t'e &riginating Department B Tendering #e"" B T#
consider t'e rate <uoted 1y t'e party is un*or5a1"e? t'e approva" of t'e #ompetent
7ut'ority *it' *'om t'e po*ers for t'e approva" of t'e contract rest not a1ove t'e ran5
of =nit 0ead s'ou"d 1e o1tained for re2ecting suc' 1id.
8viii9 If any tenderer offers suo moto reduction in t'e prices after opening t'e price 1id?
t'e tender s'a"" 1e re2ected outrig't"y. In case suc' a tenderer is re<uired to 1e
considered due to some e:igencies? t'e same s'a"" 1e considered on"y *it' t'e specific
approva" of t'e aut'ority not "o*er t'an t'e !M. 0o*ever? if t'ere is a suo moto
reduction from t'e "o*est tenderer ad2udged on t'e 1asis of comparative statement as
per price 1ids 1efore suc' reduction? t'e 1enefit of suo moto reduction may 1e avai"ed
of at t'e time of p"acement of order on t'e "o*est tenderer.
8i:9 7fter opening of price 1id if t'e party increases t'e price? t'oug' *it'in t'e va"idity
period? and even t'oug' t'e offer remains "o*est? t'e 1id s'ou"d 1e re2ected.
8:9 /'i"e recommending t'e acceptance of a tender? it s'a"" 1e ensured t'at t'e officer
'and"ing tenders for fina"isation of t'e *or5 must 'ave disc"osed t'eir interest or t'e
interest of t'eir re"atives? if any? in t'e contractor e:ecuting t'e 2o1B order.
8:i9 /'i"e recommending t'e acceptance of tender? t'e officers initiating t'e proposa"
must c"ear"y 1ring out t'e fact *'et'er any of our Directors or 'is re"ative is interested
in a tendering firm in "ine *it' !enera" Instructions to t'e Tenderers as per !##.
8:ii9 Supp"y and erection portion s'ou"d 1e separate"y identified so t'at *e 'ave
advantage of ta:es.
8:iii9 No terms D conditions s'ou"d 1e varied after fina"isation of contracts. In cases
*'ere deviations are desired in t'e interest of *or5? t'e same s'ou"d 1e *it' t'e
approva" of competent aut'ority as per De"egation of 7ut'ority.
8:iv9 It is to 1e ensured t'at scope and <uantum of *or5 mentioned in t'e proposa" for
a*ard of *or5 s'ou"d 1e on rea"istic 1asis so as to avoid ma2or increase t'e actua"
42
e:ecuted <uantum of *or5. Gudicious restraint a"so need to 1e e:ercised in respect of
items *'ose <uoted rates are 'ig' as compared to our estimate 1y putting starred 8R
RR9 mar5s in t'e sc'edu"e of <uantity so as to faci"itate t'e Engineer+in+#'arge to avoid
increase in <uantity. Simi"ar"y? *'erever t'e <uoted rates are very "o* as compared to
estimates? starred 8R RR9 mar5s in t'e sc'edu"e of <uantity to 1e indicated so as to
faci"itate t'e Engineer+in+c'arge to 5eep a *atc' so t'at contractors are e:ecuting t'ese
items as per <uantity mentioned in t'e tender. 7 copy of t'e #omparative Statement
a"so to 1e furnis'ed to Engineer+in+#'arge for contro""ing t'e e:ecution of t'e contract.
8:v9 De"ivery Sc'edu"e@ Minor variations in t'e de"ivery period may 1e accepted and
same s'ou"d 1e 1roug't out in t'e approva" note? 5eeping in vie* t'at t'e pro2ect
sc'edu"e is not affected. /'ere comp"etion period is very important and t'e same 'as
direct 1earing on t'e price <uoted? for e:amp"e "aying of pipe"ines? comp"etion of
s'utdo*n 2o1s etc and e:tension in de"ivery period is found to 1e accepta1"e? t'e
opportunity s'ou"d 1e given to ot'er parties a"so for increased comp"etion period and
t'e same s'ou"d 1e sorted out 1efore opening of price 1ids. Inspite of t'is? if a party
ta5es deviation? 'is offer s'ou"d 1e re2ected.
8:vi9 T'e financia" position of t'e 1idders s'ou"d 1e e:amined 1y scrutiniIing t'e
financia" resu"ts ref"ected in t'e annua" accounts of t'e concerned 1idder rat'er t'an t'at
of t'e group company. In case? I&#) does not 'ave any previous e:perience *it' t'e
1idder? verification of detai"s of <ua"ifying order e:ecuted s'ou"d 1e done and
certificate of satisfactory comp"etion from t'e users s'ou"d 1e o1tained *'erever it is
necessary. /e may as5 t'e tenderers to o1tain a certificate a"so from t'e company for
*'ic' t'ey 'ad e:ecuted t'e 2o1.
8:vii9 In case of sing"e 1id system? *'erever num1er of different unaccepta1"e
conditions 'ave 1een put for*ard 1y tenderers? t'e discussions s'ou"d 1e conducted
*it' t'e tenderers *it' reference to t'e terms and conditions of t'e tender and t'e same
s'ou"d 1e sorted out first *it' a"" accepta1"e parties. 7 statement of agreed variations
s'a"" 1e prepared and got signed from t'e tenderers at t'e time of discussion itse"f.
8:viii9 To verify t'e register for sa"e of tenders to ensure t'at tenders 'ave 1een received
on"y from t'ose to *'om tender documents *ere so"d and t'at entries in t'e Register are
comp"ete.
8:i:9 7 top s'eet "isting t'e c'rono"ogica" se<uence of events pertaining to pu1"ic tender
s'ou"d 1e maintained for eac' tender.
8::9 7 tender can 1e re2ected *it'out assigning reason *'atsoever to t'e tenderer.
0o*ever? no tender *i"" 1e re2ected *it'out proper 2ustification and t'e reasons for
re2ection *i"" 1e p"aced on record.
8::i9 It s'ou"d 1e ensured t'at *'erever t'e proposa" re<uires t'e approva" of
DirectorB#'airmanB,oard of Directors? a c'ec5"ist 8as per 7nne:ure 39 is re<uired to
1e enc"osed *'i"e for*arding t'e proposa"s for approva". It is 1etter to fo""o* suc'
c'ec5"ist in a"" cases.
8::ii9 It s'ou"d 1e ensured t'at *'erever appointment of #onsu"tant is invo"ved?
guide"ines issued 1y I&#) as per 7nne:ure 3$ D 3% 'ave 1een strict"y fo""o*ed.
43
8::iii9 Revie* of a"ready approved tec'no+commercia" eva"uation s'ou"d 1e avoided.
0o*ever? in e:ceptiona" circumstances? t'e revie* may 1e ta5en up *it' fu""
2ustification *it' t'e approva" of =nit 0ead.
8::iv9 In case *'ere it comes to t'e notice of t'e tendering aut'ority t'at t'e contractor
'as 1een put on 0o"iday )ist of t'e #orporation? t'e 1id of suc' contractor s'a"" 1e
re2ected? even if t'e contractor 'ad 1een dec"ared J<ua"ified; in t'e tec'no+commercia"
eva"uation.
4.8
4.8.1
6inance #oncurrence
7fter t'e proposa" is scrutinised and found accepta1"e? finance concurrence s'a"" 1e
recorded for t'e proposa" 'aving va"ue a1ove t'e "imits specified as per D&7 and t'e
case papers s'a"" 1e for*arded to t'e approving aut'ority as per D&7.
4.8.2
3oints to 1e considered during 6inance #oncurrence
7fter t'e tender papers a"ong*it' t'e recommendations 'ave 1een received in t'e
6inance Department? t'e same s'a"" 1e scrutinised *it' a vie* to see t'at t'e procedura"
instructions 'ave 1een comp"ied *it' in genera". 3articu"ar attention s'a"" 1e paid to t'e
fo""o*ing points@
8i9 T'at t'e *or5 'as 1een administrative"y approved and detai"ed estimates sanctioned
1y t'e competent aut'orities.
8ii9 T'at t'e mode of tendering adopted is in accordance *it' t'e genera" instructions in
t'is regard or any specific re"a:ations made 1y t'e competent aut'ority.
8iii9 T'at t'e tenders 'ave 1een opened in t'e presence of 6inance representative and are
signed 1y t'e officers 'aving opened t'ese tenders. T'ere s'ou"d 1e no unattested
cuttings and a"terations.
8iv9 To ensure t'at a"" tenders received in time are incorporated in t'e comparative
statement correct"y and t'e additiona" conditions <uoted 1y t'e tenders 'ave 1een
eva"uated in financia" terms so as to 1ring t'e tenders on a uniform "eve" for t'e purpose
of comparison.
8v9 T'at t'e proposa" is made for t'e "o*est accepta1"e tender and in cases *'ere it is
proposed to accept a tender ot'er t'an t'e "o*est? reasons are recorded for ignoring t'e
"o*er offers and t'e same are 2ustifia1"e.
8vi9 T'at t'e proposed terms and conditions are c"ear? unam1iguous and *it' ade<uate
financia" safeguards.
8vii9 In cases *'ere negotiations 'ave 1een carried out? t'e same 'ave 1een done after
t'e approva" of t'e competent aut'ority and record of negotiations at various stages as
signed 1y t'e participants 'as 1een 5ept.
8viii9 T'at t'e va"ue particu"ars s'o*n in t'e comparative statement are correct. T'e
va"ue put up for t'e approva" s'ou"d inc"ude a"" costs? duties? ta:es? freig't? etc paya1"e
1y o*ner.
44
8i:9 It is to 1e ensured t'at *'erever any decisions are ta5en 1y overriding t'e
comments a"ready avai"a1"e on record? t'e appropriate c"auses of t'e Manua" and t'e
#ircu"ar reference s'a"" 1e given 1y t'e aut'ority *'o is overriding or revising t'e
ear"ier findings avai"a1"e on t'e record especia""y *'ere issues deserve retendering 1ut
due to paucity of time? t'e tender is to 1e fina"ised *it'out any retendering.
8:9 It is to 1e ensured t'at *'ite f"uid is not to 1e used in t'e proposa". In case of need
for correction? origina" figure is not to 1e o1"iterated? origina" is to 1e 2ust cut and
correction is to 1e du"y attested *it' t'e signatures of a"" concerned.
8:i9 It is to 1e ensured t'at no unso"icited "oading in t'e price 1id is done *it'out t'e
proper approva"s and documentation.
8:ii9 It is to 1e ensured t'at cost estimation s'ou"d 1e as compre'ensive as possi1"e to
provide proper yardstic5 for assessment of reasona1i"ity of <uoted rates.
8:iii9 It is to 1e ensured t'at t'e instruction issued 1y !ovt of India from time to time
regarding t'e purc'ase preference B price preference avai"a1"e to 3S=s B Sma"" Sca"e
Industries are ad'ered to.
8:iv9 It is to 1e ensured t'at ru"es regarding t'e sp"itting of t'e contract are fo""o*ed
8:v9 It is to 1e ensured t'at *'erever Indian agents are invo"ved? registration of t'e
agent s'ou"d 1e ensured 1efore fina"ising t'e order.
8:vi9 It is to 1e ensured t'at sp"itting of 2o1 *it' t'e o12ective of "o*ering t'e "eve" of
approving aut'ority s'ou"d 1e avoided.
8:vii9 It is to 1e ensured t'at 2o1 in t'e same area and of simi"ar nature and time frame
s'ou"d 1e c"u11ed and considered to 1e one 2o1 for tendering and determining t'e "eve"
of approving aut'ority.
45
4.9
4.9.1
Tender #ommittee
T'e proposa"s a1ove Rs.... "a5' s'a"" 1e put up for consideration 1y t'e Tender
#ommittee. Tender #ommittees *i"" consist of t'ree mem1ers i.e. t'e #onvenor from
t'e Tendering Department? 6inance mem1er and a mem1er from t'e Tec'nica"
Services B Maintenance B =ser B E:ecution Department? as t'e case may 1e. In respect of
proposa"s received from consu"tants *'o are acting pro2ect management consu"tants for
our pro2ects? it is not necessary to constitute Tender #ommittee and proposa"s may 1e
e:amined 1y t'e respective department for approva" of t'e competent aut'ority. In case
of "one offer? T# s'ou"d 1e formed and T# is not re<uired in case of sing"e tender.
6inancia" "imit? set fort' for constitution of Tender #ommittee? is as under@
1 Above Rs.5 lakh and upto Rs.10 lakhs.
+ 7ccounts &fficer
&fficers in !rade , from 3urc'ase Dept B #ontract #e"" B 3 D 7 as t'e case may
1e
&fficers in !rade , from 3ro2ects Dept B Tec'nica" Services? Maintenance Dept
and 3D7 as t'e case may 1e
2 Above Rs.10 lakhs but below Rs.100 lakhs.
+ Sr. 7ccounts &fficer
Dy. Mgr from 3urc'ase DeptB #ontract #e"" B 3D7 as t'e case may 1e
Dy. Mgr from 3ro2ects Dept B Tec'nica" Services? Maintenance Dept and 3D7
as t'e case may 1e
3 Rs. 1.. "a5's to Rs.2.. "a5's
+ D6M
Manager from 3urc'ase Dept B #ontract #e"" B 3D7 as t'e case may 1e
Manager from 3ro2ects Dept B Tec'nica" Services? Maintenance Dept and 3D7
as t'e case may 1e
4 Rs.200 lakhs to 400 lakhs
6inance Manager
Sr.Manager from 3urc'ase Dept B #ontract #e"" B 3D7 as t'e case may 1e
Sr. Manager from 3ro2ects Dept B Tec'nica" Services? Maintenance Dept and
3D7 as t'e case may 1e
71ove Rs.4.. "a5's
Sr.6inance Manager and a1ove
#'ief Manager from 3urc'ase Dept B #ontract #e"" B 3D7 as t'e case may 1e
#'ief Manager from 3ro2ects Dept B Tec'nica" Services? Maintenance Dept and
3D7 as t'e case may 1e
/'erever particu"ar grade officer is not avai"a1"e? t'e ne:t grade officer *i"" represent
t'e Tender #ommittee.
46
4.9.2 7fter t'e de"i1erations are comp"eted in t'e Tender #ommittee? minutes s'a"" 1e
prepared 1y t'e representative of t'e Tendering #e"" *'o attends t'e Tender #ommittee
meeting and signatures s'a"" 1e o1tained of a"" t'e participants. T'e minutes of t'e
Tender #ommittee s'a"" 1e recommendatory in nature and t'e proposa"s s'a"" 1e put up
fina""y to t'e competent aut'ority for 'is approva" *it' signature of a"" T# mem1ers in
a"" t'e pages.
T# minutes s'a"" 1e prepared 1y Tendering #e"".
4.9.3 T'e fo""o*ing are t'e specific responsi1i"ities of t'e T# Mem1ers@
a9 To ensures t'at tenders are eva"uated as per "aid do*n procedure
19 To ensure t'at t'e #omparative Statement 'as 1een prepared? c'ec5ed and signed
1y Tendering #e"" and 6inance Dept
c9 To recommend t'e proposa" for t'e approva" of competent aut'ority as per D&7.
d9 To sign a"" t'e pages of T# minutes
e9 To ensure t'at t'e proposa" fi"e as *e"" as note s'eet is seria""y num1ered.
f9 To ensure t'at T# minutes are in proper format and a"" t'e re"evant information are
given in t'e T# Minutes.
g9 To e:amine t'at financia" status and e:perience of t'e ne* contractors? if any?
recommended 1y t'em.
7"" mem1ers of t'e #ommittee are 2oint"y responsi1"e for t'e recommendations made.
Difference of opinion? if any? *i"" 1e specia""y recorded and 1roug't out in t'e
proceedings.
Tender #ommittee;s fina" recommendations du"y signed *i"" 1e su1mitted to t'e
#ompetent 7ut'ority for approva" du"y concurred 1y 6inance in "ine *it' D.&.7.
7 standard T# format is given in 7nne:ure No %8a9.
47
4.10
4.10.1
)etter of 7cceptance 8)o79 B 6a: of 7cceptance 86o79
7fter a tender is accepted 1y t'e competent aut'ority? tendering Dept s'a"" issue a )o7 B
6o7 as per t'e enc"osed format to t'e #ontractor 87nne:ure No (9. T'e "etter of
7cceptance s'a"" indicate a reference to t'e contractorHs tender for t'e *or5 a"ong*it'
t'e statement of agreed variations signed 1y t'e contractor. T'e amount of initia"
security deposit to 1e paid 1y t'e contractor s'a"" a"so 1e mentioned in t'e )etter of
7cceptance a"ong *it' t'e period *it'in *'ic' t'e contractor s'ou"d sign t'e agreement
and start t'e *or5. T'e name of t'e Engineer+in+#'arge s'a"" a"so 1e indicated.
)o7B6o7 for more t'an t'e amount specified in D&7 s'ou"d 1e concurred 1y 6inance
1efore issue.
4.10.2
For small value contracts upto Rs.50000, Security Deposit is not required to be furnished by the
contractor. Similarly, for such contracts, submission of ISD also is not required.
4.10.3 T*o copies of )etter of 7cceptance s'a"" 1e sent to t'e contractor one of *'ic' s'ou"d
1e signed and sent 1ac5 1y t'e contractor to t'e Engineering B #ontracts Dept in to5en
of 'is 'aving accepted t'e contract. T'e contractor s'ou"d come to t'e office of t'e
tender issuingB a*arding aut'ority and sign t'e agreement *it'in t'e period stipu"ated in
t'e )etter of 7cceptance.
4.11
4.11.1
#ontract 7greement
/'i"e fina"ising t'e agreement? t'e fo""o*ing points s'a"" 1e 5ept in vie*@
8i9 T'at t'e agreement s'ou"d 1e on a non+2udicia" stamp paper in t'e prescri1ed
proforma.
8ii9 T'e agreement s'a"" inc"ude a"" terms and conditions agreed to in t'e statement of
agreed variations.
8iii9 It s'a"" 1e ensured t'at t'e person signing t'e contract is fu""y aut'orised to sign on
1e'a"f of t'e firm or t'e company. 6or t'is purpose? t'e 3o*er of 7ttorney du"y
notarised or t'e 3artners'ip Deed as t'e case may 1e? s'a"" 1e e:amined 1efore t'e
contract is signed. T'e signatures of 1ot' t'e parties s'a"" 1e du"y *itnessed.
8iv9 /'erever considered necessary? t'e draft agreement s'a"" 1e fina"ised after
o1taining "ega" advice.
8v9 T'e terms and conditions of t'e contract once entered into s'a"" not 1e materia""y
varied *it'out va"id reasons and *it'out t'e approva" of t'e competent aut'ority.
8vi9 Every page of t'e agreement s'ou"d 1e initia"ed 1y 1ot' t'e parties. 7greement
s'ou"d 1e comp"eted in a"" respects and various co"umns fi""ed c"ear"y and comp"ete"y
*'ere any portion is not app"ica1"e? it s'ou"d 1e struc5 off du"y attested 1y 1ot' t'e
parties.
8vii9 #ontract agreement is to 1e e:ecuted *it'in 3. days of receipt of and acceptance of
6o7B)o7 1y t'e contractor.
8viii9 6inance #oncurrence to 1e o1tained for contracts 1eyond t'e amount stipu"ated in
48
De"egation of 3o*er from time to time.
4.11.2 7fter t'e contract is signed? t'e origina" s'a"" 1e 5ept in safe custody of t'e Tendering
Department. &ne signed copy s'a"" 1e given to t'e contractor? and one copy eac' du"y
attested s'a"" 1e given to 6inance and E:ecuting Dept. If more copies are re<uired? t'e
same can 1e prepared and attested 1y t'e Engineer in+c'arge.
4.11.3 6or *or5s costing Rs.1. "a5's or 1e"o*? it *i"" not 1e necessary to 'ave a *ritten
agreement in t'e standard form and *or5 order can 1e issued 1y t'e Engineering
Services. 0o*ever? a"" essentia" c"auses governing t'e *or5 s'a"" 1e incorporated in t'e
*or5 order.
4.12
4.12.1
Refund of EMD
7fter t'e a*ard of contract is fina"ised *it' t'e successfu" tenderer t'e earnest money
deposit of t'e unsuccessfu" tenderers *'ose EMD 'as not yet 1een refunded? s'a"" 1e
refunded 1y t'e 6inance Department *it'in t'e time stipu"ated as given in t'e #"ause
No3.4.4.
4.13 Repeat Work Order: Repeat /or5 &rder on same terms and conditions may 1e
a""o*ed once *it'in t'e period for t'e va"ue e<uiva"ent to t'e origina" order. In case
repeat order 'as 1een considered for s'orter or "esser va"ue? furt'er repeat order s'ou"d
1e avoidedS if re<uired t'e same s'ou"d 1e treated as sing"e tender. /'i"e p"acing
repeat order? it is necessary to ascertain t'e reasona1i"ity of rates ensuring t'at t'ere are
no reductions in t'e prices. T'is may 1e done 1y getting 1udgetary <uotations? etc.
Repeat *or5 order s'ou"d 1e treated in "ine *it' t'e origina" order for determining t'e
approving aut'ority and t'e order to 1e issued from t'e origina" unitBfi"e.
4.14
4.14.1
Record of /or5 &rder
7 Record of /or5 &rders *i"" 1e maintained 1y Tendering Dept 5eeping a comp"ete
record of a"" /or5 &rders issued.
49
#073TER+4
EN!INEER+IN+#07R!E
5.1 7s and *'en t'e )etter of 7cceptance is issued 1y t'e aut'ority accepting t'e tender? it
*i"" a"so nominate t'e Engineer+in+c'arge for t'e *or5? *'o *i"" perform t'e functions
and e:ercise t'e po*ers of Engineer+in+c'arge as per t'e provisions of t'e !enera"
#onditions of t'e #ontract.
5.2 /'i"e nominating t'e Engineer+in+c'arge? it s'ou"d 1e ensured t'at t'e officer nominated
as Engineer+in+c'arge 'as 1een de"egated po*ers of certifying t'e 1i""s for payment as
per t'e de"egation of po*er approved 1y t'e Management.
5.3 T'e fo""o*ing financia" "imits 'ave 1een fi:ed for nominating as Engineer+in+c'arge@
8i9 6or *or5s upto t'e cost of Rs.1. "a5's + Sr. Engineer

8ii9 6or *or5s of cost e:ceeding Rs.1. "a5's upto Rs.. "a5's + Dy. Manager

8iii9 6or *or5s of cost e:ceeding Rs.. "a5's to Rs.1 #rore + Manager
8iv9 6or *or5s of cost e:ceeding Rs.1 #rore to Rs. crore and a1ove + Sr. Manager
8v9 6or *or5s of cost e:ceeding Rs. #rore D a1ove E #'ief Manager
5.4 T'e Engineer+in+#'arge on receipt of t'e copies of t'e )etter of 7cceptance and of t'e
agreement *i"" study t'e specia" conditions of t'e contract? specification and scope of t'e
*or5 to ensure t'at t'e *or5 is e:ecuted strict"y as per t'e tender conditionsB contract.
5.5 Engineer+in+#'arge s'ou"d a"so ensure t'at t'e materia"s under t'e scope of t'e o*nerHs
supp"y are procured and issued to t'e contractor in time.
5.6 7fter studying time a""o*ed for comp"etion 'e s'ou"d p"an t'e *or5 in consu"tation *it'
t'e contractor? to comp"ete t'e same *it'in t'e stipu"ated time and ma5e avai"a1"e t'e
*or5 front to t'e contractor in time to ena1"e 'im to e:ecute t'e *or5 *it'out de"ay. 7
time sc'edu"e for comp"etion of various stages of t'e *or5 s'ou"d 1e dra*n up and got
du"y signed from t'e representative of t'e contractor.
5.7 7s soon as t'e contractor or 'is aut'orised representative reports to Engineer+in+#'arge
for ta5ing up t'e position at t'e site? 'e s'ou"d inform t'e contractor regarding va"ue of
t'e various insurance covers *'ic' 'e 'as to ta5e as per t'e contract.
5.8 T'e Engineer+in+#'arge s'a"" a"so ma5e arrangement for providing "and for temporary
office? store and "a1our co"ony of t'e contractor and specify t'e su1+station for o1taining
po*er and point for tapping *ater supp"y if it is to 1e provided 1y t'e o*ner and ensure
t'at suita1"e meters are insta""ed for measuring t'e po*er supp"yB *ater supp"y? if
app"ica1"e.
5.9 T'e Engineer+in+#'arge s'a"" a"so provide t'e contractor *it' t'e permit of entry for t'e
"a1our *'o are to 1e engaged on t'e *or5 and 5eep comp"ete record of a"" passes in
consu"tation *it' t'e &ffice+in+#'arge of #IS6.
5.10 T'e Engineer+in+c'arge s'a"" ensure t'at t'e contractor comp"ies *it' t'e fo""o*ing
50
re<uirements 1efore t'e start of t'e *or5@
8i9 RegistrationB)icense re<uired under contract )a1our 71o"ition and Regu"ation 7ct.
8ii9 3.6. 7ccount No. from t'e 3.6. 7ut'orities.
8iii9 Registration under Sa"es Ta: 7ct.
8iv9 Income Ta: 3ermanent 7ccount Num1er
8v9 Insurance coverage for t'e "a1ourers emp"oyed 1y t'em.
5.11 T'e Engineer+in+#'arge *i"" a"so o1tain from t'e contractor a "ist of e<uipment *'ic' 'e
is to 1ring to site and ensure t'at t'e e<uipment and manpo*er are sufficient for
e:ecution of t'e *or5 as per t'e contract.
5.12 T'e Engineer+in+#'arge *i"" a"so get a "ist of materia"s *'ic' t'e contractor 'as to 1ring
to site to ena1"e 'im to issue 'im necessary permits under t'e provisions of Sa"es Ta:
7ct or to countersign for re"evant sa"es ta: forms as may 1e app"ica1"e under t'e State
Sa"es Ta: "a*s.
5.13 T'e Engineer+in+c'argeB t'e person responsi1"e forB associated in e:ecution of t'e 2o1
s'a"" disc"ose 'is interest or t'e interest of 'is re"atives? if any? in t'e contractor e:ecuting
t'e 2o1.
5.14 7pprova" of a*ard of *or5 to appoint 3M# inc"uding t'eir appointment as Engineer+in+
#'arge s'a"" 1e as per De"egation of 7ut'ority.
51
CHAPTER-VI

RE#&RDS T& ,E M7INT7INED ,Q EN!INEER+IN+#07R!E
6.1 7fter a"" t'e forma"ities 'ave 1een comp"eted and t'e contractor is in a position to start t'e
*or5? t'e Engineer+in+#'arge *i"" 5eep at t'e *or5 site a register in *'ic' t'e date of
start of t'e *or5 s'ou"d 1e noted and a"" remar5s regarding t'e progress of t'e *or5s are
recorded t'erein.
6.2 T'e Engineer+in+#'arge *i"" a"so maintain a register of t'e materia" issued to t'e
contractor. 7"" t'e materia" re<uisition signed 1y 'im s'ou"d 1e entered seria""y and t'is
register s'ou"d 1e uti"ised for preparation of t'e materia" consumption statement for
su1mission *it' t'e fina" 1i"" 1y t'e contractor.
6.3 T'e Engineer+in+#'arge *i"" 5eep an inspection note 1oo5 in *'ic' t'e detai"s of t'e
*or5 done dai"y? t'e "a1our emp"oyed 1y t'e contractor and t'e front made avai"a1"e to
t'e contractor s'ou"d 1e noted. 7ny site orders regarding <ua"ity of t'e *or5 or de"ay in
e:ecution of particu"ar item a"so 1e noted t'erein.
6.4 Engineer+in+#'arge *i"" a"so ensure t'at tests *'ic' are re<uired to 1e carried out at
regu"ar interva" to ensure t'at t'e materia"s 1eing used in t'e *or5s conform to t'e
specifications "aid do*n in t'e contract are carried out regu"ar"y.
6.5
6.6
T'e Engineer+in+#'arge s'ou"d maintain a register of recoveries in *'ic' a"" t'e
recoveries due from t'e contractor eit'er for t'e cost of materia" supp"ied? e<uipment
given on 'ire? "and rent? recoveries c'arges for e"ectricity and *ater supp"y? te"ep'one?
transport or any ot'er recoveries s'ou"d 1e noted. Remar5s for deduction made in eac'
Running 7ccounts ,i"" s'ou"d 1e noted.
Engineer+in+#'arge s'ou"d 5eep t'e record of t'e ,an5 !uarantees su1mitted 1y t'e
contractor and c"ose monitoring of t'e maturity dates of t'e ,an5 !uarantees to 1e made
and *'erever re<uired ,an5 !uarantees is to 1e got e:tended 1y t'e contractor *e"" in
time. In case any ,! is to 1e encas'ed? intimation s'ou"d 1e given to ,an5 *it' a copy
to 6inance for necessary action. /'erever e:tension B encas'ment in ,! is re<uired?
advance intimation s'a"" 1e given to t'e ,an5 at "east 3. days 1efore t'e e:piry of ,!.
6.7 Engineer+in+#'arge s'ou"d ensure utmost <ua"ity in supp"y of e<uipment and materia"s.
6o""o*ing guide"ines to 1e fo""o*ed @
8i9 No supp"y *i"" 1e accepted un"ess dra*ings? *'erever re<uired are approved
under #ode E 1 eit'er 1y #onsu"tant or &*ner.
8ii9 6or a"" supp"ies? Fua"ity 7ssurance 3"an 8F739 must 1e approved 1y
#onsu"tant and &*ner.
8iii9 /'enever any materia" is procured? t'ird party inspector s'a"" carry out t'e
inspection 1ased on #ode+1 approved dra*ings and approved F73.
8iv9 No c"earance is to 1e given to t'e contractor for erection *or5s B insta""ation of
t'e e<uipment *it'out t'e receipt of t'e t'ird party inspection re"ease note as
indicated a1ove in 8iii9.
8v9 3re+commissioning B commissioning of p"ant B e<uipment s'a"" 1e underta5en
on"y after comp"ete satisfaction B verification of supp"ies as per fina" approved
dra*ings 8#ode+19 and F73.
52
6.8 T'e Engineer+in+#'arge s'ou"d a"so maintain a register for e:tra items ordered on t'e
contractor? giving detai"s of 2ustification for it? and t'e 1asis of fi:ation of rates s'ou"d 1e
noted 1efore it is sent to 6inance for concurrence and for o1taining approva" of t'e
competent aut'ority.
6.9 If t'e contractor e:ecutes any su1+standard *or5 *'ic' does not affect t'e overa""
efficiencyB "ife of t'e *or5 and is ot'er*ise accepta1"e? t'e Engineer+in+#'arge s'a""
ma5e a note in t'e inspection note 1oo5 and suggest reduction in t'e rates. 7n ana"ysis for
reduced rates s'ou"d 1e sent to t'e 6inance Department a"ong*it' running account 1i"" of
t'e contractor.
6.10 T'e Engineer+in+#'arge a"so 5eep records of any e:tra c"aim made 1y t'e contractor in
respect of any c'anges or modifications in t'e design or specification of t'e *or5. T'e
detai"s of suc' c"aim s'ou"d 1e o1tained from t'e contractor and sent to 6inance *it' 'is
comments. 7 copy of re2ection "etter if issued s'ou"d a"so 1e endorsed to 6inance for
record.
6.11 Engineer+in+#'arge s'ou"d not a""o* any variation in t'e terms and conditions of t'e
contract at t'e time of e:ecution of t'e contract. In case *'ere deviations are desired in
t'e interests of t'e *or5? t'e same s'ou"d 1e *it' t'e approva" of competent aut'ority as
per De"egation of 7ut'ority.
6.12 Engineer+in+#'arge s'ou"d a"so ensure t'e <uantum of *or5 e:ecuted is as per t'e /or5
&rder. No increase in t'e <uantity B va"ue of *or5 done 1eyond t'e <uantity and va"ue
mentioned in t'e contract s'ou"d 1e a""o*ed. In case of starred items 8R RR9? e:tra care
s'ou"d 1e e:ercised so as to avoid variation in <uantities. In case? increase is unavoida1"e
in t'e interest of t'e 2o1 to 1e e:ecuted and t'e anticipated increase is more t'an t'e 1.A
approved cost? prior approva" from competent aut'ority is re<uired to 1e o1tained so as to
avoid post facto approva".
6.13 In case t'e contractorHs *or5 is de"ayed due to any reason 1eyond t'e contro" of t'e
contractor? 'is re<uest for e:tension of time s'ou"d 1e processed and su1mitted to t'e
competent aut'ority for t'e approva".
3ending forma" approva" of time e:tension? permission of *or5 may 1e given *it' t'e
approva" of concerned 0&D so t'at t'e e:ecution of *or5 s'ou"d not suffer.
6.14 7t t'e c"ose of t'e mont' or any agreed date? t'e *or5 done 1y t'e contractor s'ou"d 1e
measured and mont'"y 1i"" in t'e prescri1ed form s'ou"d 1e su1mitted after t'e contractor
'as accepted t'e measurements. T'e 1i""s s'ou"d 1e su1mitted a"ong*it' recovery
statement and a"" necessary certificates regarding <uantity and <ua"ity of *or5 done and
certificate of c'ec5 measurement.
6.15 T'e fina" 1i"" s'ou"d 1e comp"eted *it' a"" t'e certificates and statements suc' as
comp"etion certificate materia" reconci"iation statement? e:cess and saving statement? "ist
of t'e e:tra items? e:tra c"aims? recovery statement and a certificate t'at t'e contractor 'as
returned a"" t'e passes of t'e "a1our and given an underta5ing for comp"iance *it' t'e
provision of 71o"ition of #ontract )a1our 7ct D sanction for t'e e:tension of time? if
app"ica1"e s'ou"d a"so 1e sent.
6.16 T'e contractor s'ou"d a"so sign a certificate t'at after t'e payment of fina" 1i"" 'e 'as no
53
ot'er c"aim and 'e accepts t'e 1i"" as fu"" and fina" sett"ement of a"" 'is c"aims.
6.17 If t'e contractor 'as any c"aim sti"" persisting at t'e time of preparation of fina" 1i""? it
s'ou"d 1e ensured t'at t'e contractor attac'es a statement of c"aims to t'e fina" 1i"" giving
particu"ars of suc' c"aims? grounds on *'ic' it is 1ased and t'e amount c"aimed du"y
supported *it' copies of notices sent to t'e Engineer+in+#'arge and rep"y t'ereof from
Engineer+in+c'arge.
6.18 7fter t'e *or5 'as 1een comp"eted and accepted? t'e same s'ou"d 1e ta5en over and
entered in t'e register of fi:ed assets and 'anded over to t'e concerned Department for its
future operation B maintenance.
6.19 T'e a1ove provisions s'a"" a"so 1e app"ica1"e to and comp"ied *it' 1y t'e Resident
#onstruction ManagerB 1y t'e consu"tants e.g. E.I.).? *'erever t'e *or5 of construction
supervision 'as 1een entrusted to an outside agency. 7 copy of t'ese paras s'ou"d form
part of tender document B contracts entered into *it' t'e consu"tant. 7 copy of t'e
re"evant terms and conditions entered into *it' t'e consu"tant s'ou"d 1e supp"ied to t'e
aut'orised representative of t'e consu"tants as soon as t'ey ta5e position at site.
6.20 Engineer+in+c'arge s'a"" ensure strict comp"iance of safety norms 1y t'e contractor.
Engineer+in+c'arge s'a"" a"so maintain a record of pena"ties B re*ards for a*arded to t'e
contractor and ensure its imp"ementation.
CHAPTER-VII

ME7S=REMENT &6 /&R> D 37QMENT
&6 ,I))S
7.1
7.1.1
Measurement ,oo5
7"" payments to contractors *'et'er for *or5 measured? advance payment or secured
advance s'a"" 1e made on"y after recording t'e entries in t'e measurement 1oo5.
7.1.2 Measurement 1oo5s *i"" 1e of five types@
8i9 ,ound Measurement ,oo5s
8ii9 )oose+"eaves Measurement ,oo5s
8iii9 Measurement S'eets+cum+,i"" 6orm.
8iv9 #omputerised M,
8v9 &n"ine recording of measurement
7.1.3 ,ound M,s s'a"" 1e maintained in t'e form as per 7nne:ure+-? -8a9 to -8c9.
7.1.4 )oose+"eaves Measurement ,oo5s s'a"" 1e maintained in form as per 7nne:ure+1..
7.1.5 T'e ,ound M,s s'a"" 1e printed and 5ept in t'e custody of 6inance Department. 7"" t'ese
1oo5s s'a"" 1e num1ered and a"" t'e pages of t'e M,s s'a"" 1e seria""y num1ered. T'e
M,s *'en received from t'e 3ress s'a"" 1e entered in t'e M, register to 1e 5ept as per
form in 7nne:ure+11. T'ese *i"" 1e issued to t'e concerned Departments in 1u"5 against
54
t'e *ritten re<uisition of t'e concerned Department *'o *i"" receive t'em after giving
ac5no*"edgement in t'e register maintained 1y t'e 6inance Department.
7.1.6 T'e concerned Department s'a"" a"so maintain a register indicating Sr.No. of M,s
received from t'e 6inance Department and issued to t'e concerned engineers s'o*ing t'e
Sr. No. of eac' M,? t'e name of t'e *or5 for *'ic' it is issued? date of issue and date of
return from t'e engineer and date of su1mission to 6inance Department for record. 7
separate M, to 1e issued for measurement of eac' 2o1 *'erever more t'an one R7 1i"" is
envisaged.
7.1.7 T'e )oose+"eaves measurement 1oo5 s'a"" 1e maintained as per t'e instructions given in
7nne:ure+12. 7"" t'e copies of t'e Measurement ,oo5s seria""y num1ered and after
comp"etion of t'e *or5 s'a"" 1e got 1ound seria""y. &t'er records s'a"" 1e maintained in
t'e same manner as for t'e ,ound Measurement ,oo5s.
7.1.8 In case t'e payment is made t'roug' S73 system? t'e provision as mentioned a1ove
8%.1.2 to %.1.%9 may not 1e app"ica1"e and t'e payments to 1e made as per t'e system and
test c'ec5 procedure under S73.
7.2
7.2.1
Recording of measurement
/'i"e recording t'e measurements? fo""o*ing instructions s'a"" 1e o1served @
8i9 Measurement s'a"" 1e recorded 1y persons as aut'orised 1y t'e Engineer+in+#'arge in
*riting.
8ii9 ,efore recording t'e measurements? name of t'e *or5 given in t'e *or5 order ?
"ocation of *or5? t'e name of t'e contractor? t'e num1er and date of agreement? t'e date
of actua" commencement of *or5 and t'e date of measurements s'a"" 1e *ritten in t'e
measurement 1oo5s.
8iii9 Entries s'a"" 1e recorded continuous"y. No 1"an5 pages s'a"" 1e "eft or torn out. 7ny
pages "eft 1"an5 *'i"e recording t'e measurements s'a"" 1e cance""ed and t'e cance""ation
s'a"" 1e attested 1y t'e officer not 1e"o* t'e ran5 of Senior Engineer.
8iv9 7"" entries s'a"" 1e made in in5. No entries s'a"" 1e erased. In case a mista5e is made
in *riting do*n t'e measurement? it s'a"" 1e corrected 1y crossing out t'e incorrect *ords
and figures and *riting t'e correct figures in *ords du"y attested and initia"ed 1y t'e
person ta5ing t'e measurement. #ance""ations s'a"" 1e signed 1y t'e officer ordering suc'
cance""ation or a reference of 'is orders in *riting s'a"" 1e recorded on t'e measurement
1oo5s. =se of *'ite f"uid is pro'i1ited.
8v9 Eac' measurement 1oo5 s'a"" give an inde: in t'e 1eginning indicating t'e name of
t'e *or5 and its pages *'erein measurements for various *or5 components 'ave 1een
recorded and t'e inde: s'a"" 1e 5ept up+to+date.
8vi9 T'e <uantities s'a"" 1e indicated c"ear"y and accurate"y. T'e measurements s'a"" s'o*
t'e <uantities e:ecuted 1y t'e contractor after t'e "ast measurement a"ong*it' t'e
cumu"ative <uantities e:ecuted for t'e *or5. /'en t'e *or5 is comp"eted t'e date of
comp"etion s'a"" 1e c"ear"y indicated.
8vii9 /'erever measurement 1oo5 is prepared t'roug' computer app"ication or on"ine
55
measurement system under S73? sufficient care to 1e ta5en for security and proper
aut'orisation for access to t'e respective measurement 1oo5.
7.3
7.3.1
#'ec5ing of measurement 1y superior officers
7"" measurements records 1y a su1ordinate officer in+c'arge of t'e *or5 s'a"" 1e test
c'ec5ed 1y a superior officer according to t'e percentage decided at t'e unit "eve" *it'
t'e approva" of t'e !enera" Manager. 0o*ever? t'e fo""o*ing percentage is suggested so
t'at a suita1"e percentage can 1e fi:ed at eac' unit depending upon t'e vo"ume of *or5?
mode of e:ecutions? organiIationa" set up etc.
8i9 .A of t'e measurement 1y immediate superior officer of t'e person *'o 'as ta5en
initia" measurement.
8ii9 1.A of t'e measurement s'a"" 1e 1y ne:t superior officer.
8iii9 71out 2A of t'e tota" measurement s'a"" 1e inspected 1y t'e Departmenta" 0ead at
random. It *i"" not 1e necessary t'at Department 0ead s'ou"d c'ec5 2A of eac' and
every item. T'e c'ec5ing may 1e carried out 1y t'e Departmenta" 0ead on se"ective 1asis
at 'is discretion.
It s'a"" 1e t'e responsi1i"ity of t'e Engineer+in+#'arge B Departmenta" 0ead to ensure t'at
t'e percentage of c'ec5ing prescri1ed 'as 1een fo""o*ed 1y t'e EngineerBstaff. 0o*ever?
due to any reason? a"" t'e a1ove mentioned percentage cannot 1e carried out? t'e same can
1e revised *it' t'e approva" of =nit 0ead in *riting. =nder no circumstances? t'e
c'ec5ing 1y superior officers 1e dispensed *it'.
#'ec5ing officers s'ou"d indicate t'e percentage of c'ec5 made 1y t'em in *ords
Oc'ec5ed and found correctP.
7.3.2 6o""o*ing princip"es s'a"" 1e 5ept in vie* *'i"e conducting test c'ec5s of measurements
recorded 1y su1ordinate officers@
8i9 #oncea"ed items s'a"" 1e su12ected to a 'ig'er percentage of c'ec5 as may 1e
considered ade<uate 1y t'e Engineer+in+c'arge.
8ii9 Items to 1e se"ected for c'ec5ed 1y Senior Engineer and ot'er Senior &fficers s'a"" 1e
t'ose *'ere t'e item rates are 'ig'.
8iii9 T'e superior officer s'a"" a"so ensure t'at t'e su1ordinate officerB officers 'ave
e:ercised t'e re<uisite percentage c'ec5 envisaged.
8iv9 *'enever an item 'as 1een mar5ed as 8R or RR9? prescri1ed percentage c'ec5ing of
measurement to 1e conducted 1y Engineer+in+c'arge B t'eir su1ordinate officers.
7.4 Contracts with Consultants (M/s EIL, etc) :
8i9 !enera""y? contract *it' consu"tant stipu"ates t'at consu"tant s'a"" certify <ua"ity and
56
<uantity of *or5 performed 1y contractors and perform a"" duties of Engineers+In+c'arge
as per respective contracts. 0o*ever? *e in I&#? s'ou"d a"so e:ercise some contro". ,i""s
of contractorsB supp"iers etc? certified 1y consu"tant *i"" 1e scrutiniIed and test c'ec5
e:ercised 1y I&#) officers in t'e manners prescri1ed 1y our procedures. 0o*ever? t'e
e:tent of scrutiny and test c'ec5 *i"" 1e "imited.
8ii9 It is to 1e ensured t'at t'e prescri1ed inspection and testing procedures are comp"ied
*it' and re<uired documents are furnis'ed 1y consu"tant *it' 1i""s. T'erefore? t'e 1i""s
certified 1y consu"tant s'a"" 1e c'ec5ed and fo""o*ing certificate recorded t'ereon 1efore
t'e 1i"" is sent to 6inance for payment@
CT'is is to certify +
1. t'at consu"tant 'as fo""o*ed t'e re<uired procedures for e:ecution of t'e 2o1S
2. t'at my Department 'as done samp"e measurement c'ec5 of t'e a1ove *or5s for 1.A
<uantity and found in order. 8Fuantity c'ec5ed to 1e initia"ed in Measurement ,oo59.
T'e 1i"" may 1e processed for payment.
#'ief ManagerB0&DC
7.5
7.5.1
3reparation of 1i""s
7"" payments for *or5 done s'a"" 1e made on 1i""s prepared on t'e printed 1i"" forms to 1e
provided 1y t'e #orporation. 6o""o*ing forms of 1i""s s'a"" 1e used for various payments
against *or5 measured.
8i9 Measurement+cum+,i"" 6orm 87nne:ure+139@
T'is form s'a"" 1e used in respect of petty contracts 8costing "ess t'an Rs..?...9 *'ere
t'e measurements are very fe*. T'is form provides 1ot' for recording of measurement as
*e"" as certificate of payment. In suc' cases no separate measurement 1oo5s s'a"" 1e
used.
8ii9 6irst and 6ina" ,i"" 6orm 87nne:ure+149@
T'is form s'a"" 1e used for ma5ing payment to t'e contractor *'en a sing"e payment is
made for t'e *or5 done.
8iii9 Running 7ccount ,i"" and 6ina" ,i"" 6orm 87nne:ure+19@
T'is form s'a"" 1e used for ma5ing Running 7ccount payments and 6ina" payments to t'e
contractor against *or5 done and measured inc"uding t'ose re"ating to "ump sum
contracts.
7.5.2 ,efore a 1i"" of a contractor is prepared? entries in t'e measurement 1oo5s re"ating to t'e
description and <uantities of *or5 e:ecuted s'a"" 1e scrutinised 1y t'e e:ecuting
Department and t'eir arit'metica" ca"cu"ations s'a"" 1e c'ec5ed. T'ereafter an a1stract of
a"" measurements s'a"" 1e prepared giving e:ecuted <uantities against eac' item of *or5
mentioned in t'e contract. T'e a1stract s'a"" contain a reference to t'e page num1er of
Measurement ,oo5s from *'ere t'e <uantity 'as 1een 1roug't for*ard? t'e rate and t'e
57
amount. T'ereafter t'e entries in t'e a1stract s'a"" 1e transcri1ed on t'e 1i"". /'i"e giving
t'e rate it s'ou"d 1e 5ept in vie* t'at t'e rates s'ou"d matc' *it' t'ose given in t'e
contract and t'e reasons for variations if any s'a"" 1e recorded. If an item e:ecuted in part
for reasons not attri1uta1"e to t'e contractor? part payment can 1e paid for t'e same after
esta1"is'ing reasona1i"ity and getting t'e same approved 1y aut'ority not "ess t'an 0&D.
In case t'e payment is made t'roug' S73? t'e format s'ou"d 1e as prescri1ed under S73.
7.5.3 In case t'e "ump sum contracts or turn+5ey contract *'ere terms and conditions provide
for intermediate payments 1ased on comp"etion of mi"estone as defined in t'e payment
terms B 1i""ing sc'edu"e? suc' intermediate payments s'a"" 1e made on t'e 1asis of t'e
certificate of t'e Engineer+in+#'arge t'at suc' percentage of *or5 'as 1een comp"eted
and t'e va"ue of *or5 comp"eted is not "ess t'an t'e gross amount of t'e 1i"". T'e form of
t'e 1i""s is given in 7nne:ure+1$ D 1%.
7.5.4 T'e 1i"" s'a"" 1e signed 1y t'e Engineer+in+c'arge giving t'e pay order specifying t'e
amount 1ot' in figures and *ords *'ic' is paya1"e to t'e contractor. T'e pay order
amount s'a"" 1e arrived at after ta5ing into consideration a"" recoveries *'ic' are to 1e
made from t'e contractor and t'e same s'a"" 1e s'o*n on t'e measurement 1oo5 as *e""
as on t'e 1i"".
7.6 Recoveries
6o""o*ing are t'e types of recoveries *'ic' are norma""y re<uired to 1e made from t'e
1i""s of t'e contractors@
8i9 #'argea1"e materia" issued to t'e contractors. T'is s'a"" 1e supported 1y a statement
containing t'e description of materia"s? <uantity issued? issue rate? amount? <uantity and
amount a"ready recovered from previous 1i""s and <uantity and amount to 1e recovered
from t'e current 1i"".
8ii9 Recoveries on account of *ater supp"y? e"ectricity? "and rent? 'ouse rent etc.
8iii9 0ire c'arges of e<uipments provided 1y t'e #orporation.
8iv9 Recoveries on account of te"ep'one c'arges? transport c'arges etc.
8v9 Recoveries on account of advance payments.
8vi9 Recoveries to*ards interest on advance payment? if any? as per t'e contract
8vii9 Recoveries on account of security deposit.
8viii9 Recoveries on account of pena"ty.
8i:9 Recovery of Income Ta: at source B *or5s contract ta: B any ot'er app"ica1"e ta:.
8:9 Recoveries on account of price reduction c"ause to*ards de"ay in e:ecution.
8:i9 7ny ot'er misce""aneous recoveries re<uired to 1e made s'a"" a"so 1e effected from
t'e 1i""s of t'e contractor.
58
7.7
7.7.1
Pre-requisite slip
7 C3re+re<uisite s"ipC 87nne:ure+1(9 indicating t'e name of t'e *or5? contractor? sanction
num1er and date? percentage of c'ec5 measurements e:ercised 1y various officers? date of
commencement? date of comp"etion *'erever app"ica1"e? e:tension granted if any? s'a""
1e attac'ed *it' eac' Running 7ccount ,i"". T'e pre+re<uisite s"ip s'a"" 1e signed 1y
Engineer+in+c'arge.
7.8
7.8.1
Verification by Engineer-in-Charge
T'e 1i"" s'a"" 1e countersigned 1y t'e Engineer+in #'arge after *'ic' it *i"" 1e sent to t'e
6inance Department for scrutiny and payment.
8i9 In case any e:tra item is inc"uded in t'e 1i""? it s'a"" 1e ensured t'at t'e same 'as 1een
approved 1y t'e competent aut'ority as per t'e provisions of t'e de"egation of po*ers.
8ii9 4ariation in t'e <uantities@ 7pprova" of t'e competent aut'ority s'a"" 1e o1tained
1efore su1mitting t'e 1i"" to t'e 6inance Department
8iii9 It s'a"" 1e ensured t'at t'e representative of t'e contractor signing t'e 1i"" and M,
'as t'e re<uisite 3o*er of 7ttorney.
8iv9 Gudicious restraint needs to 1e e:ercised in respect of 'ig' <uoted items as indicated
in t'e office copy of t'e /or5 &rder as Jstarred; 8R9 and Jdou1"e starred; 8RR9 items of t'e
contract? if any? since t'ese items contri1ute significant"y to suc' overa"" increases 1eyond
t'e contract va"ue. T'ese are t'e items *'ere t'e contractor mig't 'ave <uoted
e:or1itant"y 'ig' as compared to our estimate B offer of ot'er contractors. In case t'ere is
an increase in <uantity 1eyond *or5 order <uantities? prior approva" of t'e competent
aut'ority s'ou"d 1e ta5en.
7.9
7.9.1
3ayment of 1i""s
,i""s received in 6inance Department s'a"" 1e proper"y scrutinised and c'ec5ed 1efore
payment is re"eased. ,esides t'e genera" c'ec5 on procedura" matters? fo""o*ing points
s'a"" 1e 5ept in vie* *'i"e c'ec5ing t'e 1i""s@
8i9 Description of t'e item of *or5 and t'e rates *i"" 1e t'e same as given in t'e contract.
8ii9 T'e <uantity of *or5 e:ecuted s'ou"d not e:ceed t'e estimated <uantity of t'e *or5
as per contract. /'erever approva" for e:cess <uantities is necessary t'e same s'a"" 1e
o1tained. ,efore ma5ing t'e payment 6inance s'ou"d ensure t'at *'enever t'ere is a
increase in t'e contract va"ue 1y more t'an 1.A of t'e approved cost? approva" from t'e
competent aut'ority is ta5en.
8iii9 T'e *or5 s'ou"d 'ave 1een ta5en up and comp"eted *it'in t'e period stipu"ated in
t'e contract su12ect to t'e e:tension granted 1y Engineer+In+#'arge. In case e:tension 'as
not 1een granted a "etter s'ou"d 1e issued to t'e contractor 1y Engineer+In+c'arge t'at t'e
re"ease of Running 7ccount payment does not mean t'at e:tension 'as 1een granted and
contractor is permitted to perform t'e 2o1 *it'out pre2udice to t'e rig'ts of t'e o*ner
under t'e contract. In suc' cases? payment is re"eased after retaining price reduction
amount for t'e <uantum of t'e *or5 done in t'e su12ect R7 1i"".
59
8iv9 If t'ere are any e:tra items e:ecuted 1y t'e contractors? t'e rates for suc' e:tra items
and amount s'a"" 1e du"y approved 1y t'e competent aut'ority.
8v9 T'e contractor or 'is aut'orised representative s'a"" sign t'e measurement 1oo5 and
t'e 1i"" in to5en of acceptance of t'e measurement and payment.
8vi9 7"" t'e recoveries *'ic' are due from t'e contractor inc"uding Income+Ta: =BS 1-4
8#9 s'a"" 1e made from t'e 1i"" as indicated 1y t'e E:ecuting Department or as are
re<uired to 1e made as per records in t'e 6inance Department.
8vii9 In case of running account 1i""s t'e same s'a"" 1e compared *it' t'e previous 1i""s to
ensure t'at up+to+date <uantity and payment particu"ars are correct"y recorded in t'e 1i"".
8viii9 To c'ec5 t'at t'e prescri1ed certificates? *'erever app"ica1"e? 'ave 1een given 1y
t'e concerned Department.
8i:9 If any re1ate is deducti1"e on account of prompt payment? t'e same s'a"" 1e ad2usted
1efore t'e 1i"" is passed for payment.
8:9 ,i""s s'a"" 1e c'ec5ed for its arit'metica" accuracy.
8:i9 ,efore passing t'e 1i""? it is to 1e ensured t'at a"" t'e 1an5 guarantees su1mitted 1y
t'e party are va"id and *'erever re<uired advance action to 1e ta5en for o1taining
e:tension of 1an5 guarantees? if any? 1y Engineer+in+#'arge.
8:ii9 3ayment to t'e contractor s'ou"d 1e made 1y 7ccount 3ayee c'e<ue on"y. 7""
c'e<ues s'ou"d 1e despatc'ed 1y Registered 3ost B Speed 3ost B #ourier on"y. No c'e<ue
s'ou"d 1e 'and de"ivered.
8:iii9 /'erever "a1our+intensive 2o1s are invo"ved? t'e 1i"" s'ou"d 1e supported 1y
attendance+cum+payment ro"" of t'e contractors; "a1our du"y certified 1y I&#
representative.
8:iv9 In case of avai"a1i"ity of e+payment faci"ities? it is advisa1"e to ma5e payment
t'roug' e"ectronic payment mec'anism.
7.10
7.10.1
Final bill of the Contractor
/'en a fina" 1i"" of t'e contractor is su1mitted? t'e fo""o*ing re<uirements s'a"" 1e
comp"ied in addition to t'e re<uirements app"ica1"e to t'e running account 1i""s.
8i9 7 deviation statement 87nne:ure+1-9 s'a"" 1e prepared 1y t'e Engineering Department
s'o*ing t'e <uantity and cost of eac' item of *or5 e:ecuted as compared to t'e estimated
<uantities and amount of t'e contract giving reasons for e:cesses and savings.
8ii9 7 comp"etion certificate 87nne:ure+2.9 in t'e prescri1ed form stating t'at t'e *or5
'as 1een comp"eted in a"" respects strict"y according to t'e specifications given in t'e
tender documents.
8iii9 7 fina" statement of recoveries 87nne:ure+219 a"ong*it' a certificate t'at no ot'er
amount is recovera1"e from t'e contractor on any account.
8iv9 7 certificate from t'e contractor s'a"" 1e recorded on t'e a1stract measurement 1oo5
60
and on t'e fina" 1i"" t'at 'e 'as no furt'er c"aims t'an t'ose given in t'e fina" 1i"" and t'at
'e accepts t'e payment in fu"" and fina" sett"ement of a"" 'is c"aims.
8v9 7 materia" appropriation statement 87nne:ure+229 s'a"" 1e given 1y t'e e:ecuting
Department indicating t'e detai"s of issue vouc'er reference num1ers? <uantity issued?
<uantity uti"ised and returned a"ong*it' materia" return vouc'er num1er 87nne:ure+
228a99 and t'e amount c'argea1"e to t'e contractor for non+returnB e:cess consumption of
materia"s in accordance *it' t'e terms of t'e contract. T'e <uantity of t'eoretica"
consumption as indicated 1y t'e Engineer+in+#'arge in t'e materia" appropriation
statement s'a"" 1e accepted and need not furt'er 1e verified in 6inance Department.
8vi9 7 certificate from &fficer+in+#'arge of #IS6 t'at t'e contractor 'as returned a"" t'e
gate passes issued to 'im for staffB "a1our.
8vii9 7n underta5ing from t'e contractor t'at 'e 'as disc'arged a"" 'is o1"igation under
a1o"ition of #ontract )a1our 7ct and 'e *ou"d indemnify t'e o*ner if t'ere is any
demand against t'e #orporation on 'is account.
8viii9 7 certificate from 6DS Dept for 'aving returned a"" safety app"iances issued to t'e
#ontractor.
7.11
7.11.1
3ayment of fina" 1i""s
6o""o*ing additiona" c'ec5s s'a"" 1e e:ercised 1y 6inance Department in respect of fina"
1i""s@
8i9 T'at t'e certificates and statements re<uired to 1e su1mitted 1y t'e Engineering
Department a"ong*it' t'e fina" 1i"" 'ave 1een su1mitted.
8ii9 T'e materia" appropriation statement s'a"" 1e c'ec5ed *it' reference to t'e records
avai"a1"e in t'e 6inance Department.
8iii9 It s'a"" 1e seen t'at t'e *or5 'as 1een comp"eted 1y t'e contractor *it'in t'e
stipu"ated period or *it'in suc' e:tended time as granted.
8iv9 In case of time over+run in t'e e:ecution? 6inance to c'ec5 *'et'er e:tension of time
'as 1een granted 1y t'e competent aut'ority. If not? amount e<uiva"ent to price reduction
s'ou"d not 1e re"eased ti"" t'e receipt of approva" of e:tension of time from competent
aut'ority.
8v9 To see t'at t'e tota" cost of comp"eted *or5 is *it'in t'e sanctioned amount for t'e
*or5 and in case t'e e:cess is more t'an 1.A of t'e sanctioned amount or t'e cei"ing for
incurring suc' e:penditure as per De"egation of 7ut'orities? t'e revised administrative
approva" is o1tained from t'e competent aut'ority.
8vi9 To see t'at t'e rates for a"" e:tra items inc"uded in t'e 1i"" 'ave 1een du"y accepted
*it' t'e concurrence of t'e 6inance Department.
8vii9 To see t'at if any specia" certificates are re<uired from any statutory aut'orities? t'e
same 'ave 1een received and attac'ed or a certificate t'ereof 'as 1een given 1y t'e
Engineering Department.
8viii9 To see t'at t'e measurements 'ave 1een test c'ec5ed 1y t'e? officers according to
61
t'e prescri1ed percentage.
8i:9 To see t'at t'e party 'as given t'e 3erformance !uarantee if re<uired as per t'e terms
of t'e contract and its va"idity.
8:9 To see ,an5 !uarantees su1mitted for Security Deposit is va"id upto defect "ia1i"ity
period and a"" statutory deductions are made.
7.12
7.12.1
&t'er points
7fter t'e 1i""s 'ave 1een c'ec5ed? ad2ustment entries and payment vouc'er s'a"" 1e
prepared and sent to t'e #as' Section after 1eing passed for payment 1y t'e officers
empo*ered to do so. Suita1"e endorsement on t'e 1i"" and t'e measurement 1oo5 s'a"" 1e
made.
7.12.2 7"" payments to t'e contractors s'a"" 1e made 1y 7ccount 3ayee c'e<ue on"y.
62
CHAPTER-VIII

7D47N#E 37QMENTS 7ND &T0ER 7ID
T& #&NTR7#T&RS
8.1 7dvance payments to t'e contractors as a ru"e are discouraged and every effort s'a"" 1e
made to maintain a system under *'ic' payments are made on"y for t'e *or5 actua""y
done? measured and verified for payment 1y t'e Engineer+In+c'arge. 0o*ever? in certain
cases *'ere it 1ecomes necessary in t'e interest of *or5 to ma5e advance payments or to
give ot'er financia" aids to t'e contractors? t'e same s'a"" 1e regu"ated in t'e manner
prescri1ed 'ereinafter.
8.2 /'en Running 7ccount 1i"" is received in t'e 6inance Department du"y verified for
payment 1y t'e Engineer+in+#'arge and t'ere is "i5e"y to 1e some de"ay in aut'orising t'e
payment for some specia" reasons? advance payments can 1e made on t'e
recommendation of t'e Engineer In+c'arge on receipt of an app"ication from t'e
contractor for part payment. Suc' advances s'a"" 1e paid on prescri1ed form of 1i""
87nne:ure+239 su12ect to t'e fo""o*ing conditions @
8i9 T'e 1i"" must 1e received in 6inance Department and s'ou"d 1e under c'ec5ing after it
'as 1een du"y verified 1y t'e Engineer+In+c'arge.
8ii9 T'e contractor s'ou"d app"y for suc' part payment in *riting giving an underta5ing
t'at if t'e amount of advance paid to 'im is su1se<uent"y found to 1e more t'an t'e
amount of running account 1i"" in respect of *'ic' t'e advance is paid? 'e *i"" refund t'e
overpaid amount to t'e #orporation fort'*it'.
8iii9 T'e amount of suc' advance s'a"" 1e "imited to %A of t'e net amount paya1"e of t'e
running account 1i"" under c'ec5ing.
8iv9 T'e payment s'a"" 1e suita1"y endorsed on t'e running account 1i"" as *e"" as on t'e
measurement 1oo5 and t'e prescri1ed certificate of t'e Engineer+in+c'arge as app"ica1"e
in t'e case of advance payments o1tained.
8.3 In case t'ere is "i5e"y to 1e de"ay in recording t'e measurement for t'e *or5 done?
advance payment restricted to %A of t'e va"ue of *or5 done 1ut not measured can 1e
made on t'e recommendations of t'e Engineer+in+c'arge. Suc' advance payment s'a"" 1e
made in t'e prescri1ed form of t'e 1i"" after o1taining a certificate of t'e Engineer+in+
c'arge as prescri1ed in t'e ,i"" 6orm and recorded in t'e measurement 1oo5. If possi1"e
suc' advance payment s'a"" 1e made against specific items of t'e *or5 as given in t'e
contract.
8.4 In case *'ere t'ere is a contract for comp"ete item of *or5 inc"uding supp"y of materia"
1y t'e contractor? t'e Engineer+in+c'arge can sanction advance on t'e security of materia"
1roug't to t'e site provided t'e same are of unperis'a1"e nature. Secured advance for
materia"s s'a"" 1e paid on"y in t'ose contracts in *'ic' suc' a c"ause? specifying "ist of
materia"s for *'ic' secured advance is paya1"e? 'as 1een provided for in t'e contract.
Suc' advance can 1e paid on"y on suc' materia"s *'ic' are re<uired to 1e used in t'e
63
*or5 as suc' or after conversion and 1roug't to site 1y t'e contractor? provided t'e
contract is for finis'ed *or5 and t'e items are of imperis'a1"e nature. 7n i""ustrative "ist
of materia" items of imperis'a1"e nature? <ua"ifying for sanctioning secured advance is
given in 7nne:ure+238a9. 0o*ever? for materia"s not covered in t'e 7nne:ure 8#ategory
7 D ,9 and for *'ic' it may 1e necessary to inc"ude t'e same for payment of secured
advance? specific approva" of !MB ED is to 1e o1tained *'i"e preparing tender documents
1efore inc"usion in t'e re"evant c"ause of S##. T'e 7nne:ure a"so indicates t'e items for
*'ic' no secured advance is to 1e a""o*ed. T'e amount of suc' advance s'a"" not e:ceed
%A of t'e va"ue of materia" as assessed 1y t'e Engineer+in+c'arge. Suc' advance s'a"" 1e
paid after 'ypot'ecation 1ond is e:ecuted 1y t'e contractor in t'e prescri1ed form 8as per
7nne:ure+249 on stamp paper of appropriate va"ue.
8.5 3ayments of advance against materia"s 1roug't to site s'a"" 1e made on"y on a certificate
t'at t'e <uantity of materia"s against *'ic' t'e advance is paid 'ave 1een actua""y 1roug't
to site and t'at t'e contractor 'as not received any advance previous"y on t'e security of
t'e same materia"s and a"" materia"s are re<uired 1y t'e contractor for use in t'e *or5 for
*'ic' finis'ed *or5 rates 'ave 1een agreed to in t'e contract. T'e Engineer+in+#'arge
granting suc' certificate s'a"" 1e 'e"d responsi1"e for any over payments. Suc' advances
s'a"" 1e recovered as soon as t'e materia" is consumed in t'e *or5.
8.6.1
8.6.2
In suc' *or5s *'ere 'eavy investment is invo"ved on t'e part of t'e contractor for
purc'ase of e<uipment? materia"s or construction of office and staff <uarters? payment of
recovera1"e mo1i"isation advance against t'e security of ,an5 !uaranteeB Insurance
!uarantee upto a certain percentage of tota" va"ue of *or5 can 1e agreed to after o1taining
t'e approva" of t'e competent aut'ority as per De"egation of 7ut'ority. Suc' advances
can on"y 1e made if it is e:press"y provided in t'e contract. Recovery of mo1i"isation
advance s'a"" 1e made in t'e manner provided in t'e contract from eac' running account
1i"". In case *'ere mo1i"isation 'as 1een agreed to in t'e contract? a c"ause s'a"" 1e
provided in t'e contract stating t'at #orporation reserves t'e rig't to recover mo1i"isation
from t'e 1i"" in fu"" or 1y a 'ig'er percentage if t'e progress of t'e *or5 is not according
to t'e terms and conditions of t'e agreement. Income ta: under Section 1-48#9 s'a"" 1e
deducted from t'e mo1i"isation advance. Interest? if any? to 1e recovered on t'e
mo1i"isation advance s'a"" 1e ca"cu"ated ti"" t'e date of su1mission of t'e 1i"" to Engineer+
in+#'arge.
/'erever payment on approva" of dra*ings provided in t'e tender document? 1an5
guarantee s'ou"d 1e ta5en instead of indemnity 1ond.
8.7 T'e mo1i"isation advance s'a"" 1e paid on"y if t'e contractor signs t'e contract agreement?
furnis'es t'e initia" security deposit and t'e necessary 1an5 guarantee? if any.
8.8 In e:ceptiona" cases in t'e interest of t'e *or5? materia" can 1e supp"ied to t'e contractor
even t'oug' it is not re<uired to 1e supp"ied in accordance *it' t'e terms and conditions
of t'e contract. In suc' cases? recoveries s'a"" 1e made from t'e 1i""s of t'e contractor? at
t'e cost t'ereof to t'e o*ner p"us 1A 8fifteen per cent9 of suc' cost to cover t'e o*nerHs
over'eads or at t'e mar5et price t'ereof at "ocation of supp"y 1y t'e o*ner as determined
1y t'e Engineer+in+#'arge? *'ic'ever is 'ig'er. Reasons for supp"y of materia" in specia"
cases s'a"" 1e recorded in *riting.
64
65
CHAPTER-IX

PROVISIONS RELATING TO CONTRACTUAL CONDITIONS/ OBLIGATIONS &
DISPUTES
9.1
9.1.1
General Conditions of Contract (GCC)
T'e !enera" #onditions of #ontract to 1e attac'ed to t'e Tender Documents. E:p"anatory
notes on certain sa"ient conditions are dea"t 'ereunder so as to serve guide"ines to fie"d
personne" *'o 'ave to operate t'e *or5s contracts as *e"" as to t'ose managers *'o are
invo"ved in conducting negotiations for arriving at agreed variations and fina"ising t'e
Specia" #onditions of #ontract.
9.1.2 7s per t'e !enera" #onditions of #ontract t'ere are on"y four functionaries under t'e
contract from t'e #orporationHs side viI. 8i9 &*ner 8ii9 E:ecutive DirectorB!enera"
Manager 8iii9 Engineer+in+#'arge and 8iv9 Site Engineer. #ertain po*ers are vested in
t'ese functionaries under t'e contract as e:p"ained 1e"o* @
8i9 3o*er of &*ner @
&*ner means t'e #orporation and certain po*ers are vested on"y in t'e &*ner under t'e
#ontract? e.g.? a"teration in scope of *or5? cance""ation of contract vacation of "and 1y t'e
contractor? *it'dra*a" of "a1our? e<uipment and mac'inery supp"ied to t'e contractorS
granting e:tension of item on 'is o*n initiativeS inspection D testing of materia"sB
e<uipments to 1e incorporated in t'e *or5sS ta5ing possession prior to comp"etion or issue
of fina" test certificateS Termination of contract? app"ication of price reduction c"ause and
e:tension of time "imit for ar1itrator for ma5ing t'e a*ard.
8ii9 E:ecutive DirectorB!enera" Manager @
3o*ers vesting in EDB !enera" Manager specifica""y re"ate to e:istence of grounds for
termination of contractS Nomination of pane" of 7r1itrators for se"ection of so"e ar1itrator
1y t'e contractorS and e:ercising t'e po*ers of &*ner for grant of e:tension of time.
8iii9 Engineer+in+#'arge @
T'oug' <uite a fe* po*ers can 1e e:ercised 1y eit'er Engineer+in+#'arge or Site
Engineer? a fe* po*ers and functions are vested on"y in Engineer+in+#'arge e.g.
Reso"ution of discrepancies in t'e contract documentsS &rder *or5 not covered 1y t'e
sc'edu"e of rates and determine rates t'ereforS &rder suspension of *or5S 7pprova" of
su1+contractorsS Issue of comp"etion certificate and fina" certificateS #ertifying interim Hon
accountH 1i""s of contractor for payment etc.
8iv9 Site Engineer @
T'e Site Engineer is nominated 1y t'e Engineer+in+#'arge. In addition to 2oint"y or
concurrent"y e:ercising some po*ers and functions a"ong*it' Engineer+in+#'arge? t'e
Site Engineer is a"so vested *it' certain specific po*ers and functions e.g. c'ec5ing of
contractorHs setting out of *or5sS fi:ing responsi1i"ity of contractorB su1+contractor and
t'eir emp"oyees for misconductS inspection D testing of *or5 for determining t'e <ua"ity
and *or5mans'ipS issue of fina" test certificate and ot'er re<uisite certificates to ena1"e
Engineer+in+#'arge to issue t'e comp"etion certificateS and? ta5ing of fina" measurement
etc.
66
9.1.3 In vie* of t'e fair"y c"ear+cut sc'eme of operation of contract at different "eve"s? or tiers?
envisaged 1y t'e !enera" #onditions of #ontract? it is advisa1"e t'at a"" "etters addressed
to t'e contractor? e:cept *'en issued on 1e'a"f of t'e H&*nerH s'ou"d 1e signed 1y t'e
respective officers aut'orised 1y t'e contract *it' t'eir appropriate contractua"
designation HSite+EngineerH? Engineer+in+#'arge or E:ecutive DirectorB !enera" Manager
as t'e case may 1e? finding a p"ace under t'eir signature? to prevent any su1se<uent
dou1ts arising at a "ater date? as to t'e admissi1i"ity or va"idity of t'e "etters under t'e
contract. It *ou"d a"so not 1e correct for t'e said aut'ority to sign suc' "etters Hfor and on
1e'a"f of Indian &i" #orporation )imitedH. &n"y "etters issued in e:ercise of t'e po*ers of
t'e &*ner? s'ou"d 1e signed Hfor and on 1e'a"f of Indian &i" #orporation )imitedH. It is
a"so important t'at a"" "etters issued to t'e contractor *'et'er on 1e'a"f of t'e &*ner? or
from HE:ecutive DirectorB !enera" ManagerH? HEngineer+in+#'argeH or HSite EngineerH
s'ou"d as far as possi1"e give reference to t'e c"ause 8s9 of t'e contract under *'ic' t'e
"etter is issued and to 1e on t'e safer side t'is can 1e <ua"ified 1y saying H=nder
c"ause8s9 .... of !enera" #onditions of #ontract and ot'er concerned associated and re"ated
c"auses of t'e contractH. It is a"so necessary t'at *'enever "etters are *ritten to t'e
contractor on 1e'a"f of t'e &*ner? specific finance concurrence at t'e appropriate "eve"
8*'erever t'ere is any financia" imp"ication9 and a"so approva" of t'e E:ecutive DirectorB
!enera" Manager are o1tained? un"ess t'e E:ecutive DirectorB !enera" Manager 'imse"f
signs t'e "etters or t'e signing aut'ority is aut'orised or 'as po*ers de"egated to 'im to
address "etters to t'e contractor on 1e'a"f of t'e #orporation. T'is precaution is
considered advisa1"e? as a"" "etters *ritten on 1e'a"f of t'e &*ner commit t'e corporation
irrevoca1"y to certain stands? *'ic' cannot 1e resi"ed from at a "ater date.
9.2
9.2.1
9.2.2
Security Deposit:
Security Deposit s'a"" 1e ta5en in a"" cases to provide a safeguard for due fu"fi""ment of
t'e contract and to cover up t'e defects during t'e defect "ia1i"ity period. 0o*ever? for
sma"" va"ue contracts upto Rs.....? Security Deposit is not re<uired to 1e furnis'ed 1y
t'e contractor.
Security deposit s'a"" 1e accepted in any of t'e fo""o*ing forms@
8i9 ,y payment in cas' 8inc"uding 1y ,an5 Draft or 3ay &rder dra*n on t'e 1an5ing
1ranc' of a sc'edu"ed 1an5 "ocated at t'e p"ace *'ere t'e deposit is to 1e made? or
8ii9 ,y a ,an5 !uarantee in t'e prescri1ed form from a sc'edu"ed 1an5 if t'e amount of
initia" security deposit is not "ess t'an Rs.1?..?.... T'e ,an5 !uarantee s'a"" 1e va"id for
a period of not "ess t'an t'ree mont's after t'e e:piry of Defect )ia1i"ity 3eriod.
Su12ect to t'e contract provisions? fo""o*ing are t'e ot'er points to 1e 5ept in vie* in
respect of security deposit @
8i9 T'e norma" rate of security deposit s'a"" 1e maintained at 1.A un"ess ot'er*ise agreed
to in t'e agreed variations.
8ii9 7s soon as t'e tender is accepted? t'e contractor s'a"" 1e advised to deposit t'e
amount e<uiva"ent to 2+1B2A of t'e va"ue of t'e tender at accepted rates *it'in t'e
prescri1ed period from t'e date of )etter of 7cceptance. Earnest money deposited 1y t'e
contractor a"ong*it' t'e tender s'a"" 1e converted into security deposit and s'a"" 1e
against t'e said 2+1B2A.
67
8iii9 T'e remaining %+1B2A of t'e security deposit amount s'a"" 1e recovered from t'e
running payments made to t'e contractor for t'e *or5 done. T'e recoveries s'a"" 1e made
N 1.A ti"" t'e re<uired amount of security deposit is deducted 1ased on 1.A of tota"
contract va"ue as defined in !##.
8iv9 No interest s'a"" 1e paya1"e 1y t'e #orporation on t'e security deposit.
8v9 7"" compensations or ot'er sums recovera1"e from t'e contractor may 1e deducted
from t'e security deposit and in t'e event t'e security deposit is reduced 1y aforesaid
reasons? t'e contractor s'a"" 1e responsi1"e to ma5e good t'e s'ortfa"" in cas'
immediate"y.
8vi9 T'e security deposit s'a"" 1e refunda1"e to t'e contractor on app"ication du"y
recommended a"ong*it' t'e prescri1ed certificates 1y t'e Engineering Department? after
t'e defect "ia1i"ity period is over du"y supported 1y a fina" #ertificate as in 7nne:ure+2.
In t'ose contracts *'ere defect "ia1i"ity period is not app"ica1"e? security deposit may 1e
re"eased a"ong*it' t'e fina" 1i"".
8vii9 If after comp"etion of t'e *or5? t'e Tota" #ontract 4a"ue fa""s 1e"o* t'e Tota"
#ontract 4a"ue as indicated in t'e 7cceptance of tender? suc' t'at t'e tota" Security
Deposit 8made up of initia" Security Deposit and Retention Money8ies9 or ot'er*ise9 in
t'e 'ands of t'e &/NER is in e:cess of t'e Tota" Security Deposit ca"cu"ated at 1.A 8ten
percent9 of t'e reduced contract va"ue? suc' e:cess amount? as is in t'e form of cas' in t'e
'ands of t'e &/NER? s'a"" 1e refunded to t'e #&NTR7#T&R after t'e 6ina" ,i"" is
passed. If t'e Security Deposit furnis'ed 1y t'e #&NTR7#T&R to t'e &/NER in t'e
form of ,an5 !uarantees? is in e:cess of t'e fu"" Security Deposit ca"cu"ated on t'e
contract va"ue? 1y over Rs.1 "a5'? t'e #&NTR7#T&R s'a"" 1e permitted to rep"ace t'e
,an5 !uarantee8s9 a"ready su1mitted? 1y ,an5 !uarantee8s9 to cover t'e reduced va"ue of
Security Deposit.
9.3
9.3.1
Time schedule:
T'e term? CTime is t'e essence of t'e contractC 'as specia" "ega" imp"ications and s'ou"d
not find a p"ace in t'e Specia" #onditions of #ontract or e"se*'ere in t'e contract. T'e
#"auses of !enera" #onditions of #ontract "ay do*n t'e procedure of esta1"is'ment of t'e
C7pproved time sc'edu"eC *'ic' not on"y stipu"ates t'e date of comp"etion of various
2o1s? 1ut a"so t'e dates of t'eir commencement and t'ese are 1inding on t'e contract.
9.4
9.4.1
Extension of Time:
T'e contractor 'as to app"y for e:tension of time for individua" 2o1s. T'is is entire"y t'e
responsi1i"ity of t'e contractor *'o 'as to ma5e app"ication *it'in % days of t'e
occurrence of t'e event? *'ic' mig't entit"e 'im to suc' e:tension of time? as per c"ause
4.3... of t'e !enera" #onditions of #ontract. &n"y on receipt of suc' app"ication? can t'e
Engineer+in+c'arge grantBrecommend e:tension of time. T'e E:ecutive DirectorB!enera"
Manager? 'o*ever? can grant e:tension of time on 'is o*n? *it'out any app"ication from
t'e contractor or on an appea" 1y t'e contractor against t'e decision of Engineer+in+c'arge
given under c"ause 4.3... 8vide #"auses 4.3.$.. and 4.3.1...9 of t'e !enera" #onditions
of contract. 7"" e:tensions of time 'ave to 1e given in *riting to t'e contractor. T'e mere
fact of t'e Site Engineer or Engineer+in+c'arge prescri1ing or accepting a revised time
sc'edu"e? s'a"" not constitute va"id e:tension of time. T'e fo""o*ing important points may
1e 5ept in vie* *'i"e operating time for comp"etion of t'e *or5s@
68
8i9 /'enever t'e *or5 is not comp"eted *it'in t'e contracted time sc'edu"e and t'e *or5
is 1eing e:ecuted and paid even 1eyond t'e sc'edu"ed comp"etion date? it must 1e ensured
t'at immediate"y on e:piry of t'e approved comp"etion time a specific "etter is issued 1y
t'e Engineer+in+c'arge to t'e contractor stating t'at any furt'er time permitted or ta5en to
e:ecute t'e remaining *or5 is *it'out pre2udice to t'e rig'ts? c"aims and contentions of
t'e &*ner. 7"so *'i"e for*arding t'e payment of any running account 1i"" made after
e:piry of t'e sc'edu"ed comp"etion time? it s'ou"d 1e stated t'at it is *it'out pre2udice to
t'e fu"" rig'ts of t'e &*ner under t'e contract and t'e "ia1i"ities of t'e contractor
t'ereunder and t'at it s'a"" not 1e regarded as an acceptance or comp"etion of t'e any
*or5 paid in terms of running account 1i"" or ot'er*ise.
8ii9 /'i"e e:amining t'e matter re"ating to e:tension of time t'e costs of e:tension of time
'ave a"so to 1e 5ept in vie*. T'ese costs may 1e in t'e s'ape of esca"ation in price in t'e
contract app"ica1"e for t'e e:tended period or e:tra administrative e:penditure to 1e
incurred 1y &*ner in supervision of t'e *or5 for e:tended period and or t'ird party
c"aims resu"ting from de"ay in comp"etion of t'is *or5 etc. In case t'e de"ay in comp"etion
of *or5s is attri1uta1"e to t'e &*ner? t'e cost of e:tension *i"" a"so 1e 1orne 1y t'e
&*ner. 0o*ever in case t'e de"ay in comp"etion of t'e *or5s is attri1uta1"e to t'e
contractor t'e costs of e:tension s'ou"d 1e recovered from t'e contractor su12ect?
'o*ever? to t'e "imits provided in t'e price reduction for de"ay c"ause of t'e contract.
8iii9 /'erever t'e de"ay is attri1uta1"e to t'e contractor? it s'ou"d 1e noted t'at no e:tra
compensation or esca"ation in prices for e:tended period is a""o*ed to t'e contractor even
if provided in t'e contractua" provisions.
8iv9 /'i"e e:amining e:tension cases? if t'ere is fa"" in mar5et prices? t'en it s'ou"d 1e
considered *'et'er t'e outstanding <uantity is cance""ed and purc'ased 1y inviting fres'
tenders.
9.5
9.5.1
Price reduction for delay:
T'e term Creduction in priceC 'as 1een used in c"ause 4.4.... of t'e !enera" #onditions of
#ontract as against Cpena"tyC or C compensationC. T'e same term s'ou"d 1e used
t'roug'out in a"" correspondence *it' t'e contractor. It s'ou"d a"so 1e noted t'at under
t'is c"ause t'e <uantum of price reduction is to 1e "imited to 1.A of tota" contract va"ue
8un"ess revision agreed to9. No suc' "imit s'a""? 'o*ever? app"y *'en t'e contract is
terminated and t'e &*ner is not a1"e to ta5e possession of t'e *or5s *it'in % days of t'e
date of comp"etion of t'e measurements of t'e terminated *or5? due to any reason
inc"uding t'e fi"ing of a suit or ot'er proceedings or even 1ringing of a court order 1y t'e
contractor. In suc' a case? in addition to price reduction upto 1.A of tota" contract va"ue
8or any ot'er agreed "imit9? if app"ica1"e? under c"ause 4.4..... of !enera" #onditions of
#ontract? t'e contractor 'as to pay price reduction at 1A of tota" contract va"ue per *ee5
for t'e entire period of t'e ta5ing over of t'e *or5 1y t'e &*ner? is de"ayed 1eyond %
days from t'e date of measurements of terminated *or5 *it'out any "imit 8vide c"ause
%...%.. of t'e !enera" #onditions of #ontract9? <uite apart from *'ic' t'e *or5 can a"so
1e got comp"eted at t'e ris5 and cost of t'e contractor under c"ause %...-.. of t'e !enera"
#onditions of #ontract.
/'i"e imposing t'e 3rice reduction c"ause 8as specified in #"ause %...% of !##9? t'e note
"eading to t'e imposition of suc' price reduction s'ou"d c"ear"y 1ring out t'e e:tra costs
incurred or to 1e incurred or "oss suffered due to de"ay in comp"etion of *or5s vis+a+vis
69
9.5.2
9.5.3
9.5.4
t'e amount t'at can 1e recovered from t'e contractor as price reduction in terms of
contractua" provisions.
In case t'e de"ay is attri1uta1"e to I&#)? approva" of t'e competent aut'ority s'ou"d 1e
o1tained for not deducting t'e price reduction from contractors R7 1i""s.
/'erever it 1ecomes difficu"t to assess t'e responsi1i"ity of t'e de"ay 8*'et'er on t'e
part of I&#)Bcustomer9? in t'e interest of e:peditious comp"etion of *or5? Engineer+in+
c'arge may as5 t'e contractor to su1mit ,! against price reduction for de"ay upto -.A of
t'e contract va"ue.
9.6
9.6.1
9.6.2
Rights Of Owner To Get Work Done At Contractor's Risk And Cost:
=nder c"auses 4.%.3? .2.? .2.%? .3.3? .$....? %...$..? %...-.. and (.11.1 of t'e !enera"
#onditions of #ontract? t'e #orporation 'as t'e rig't to get *or5 done at contractorHs ris5
and cost? or emp"oy necessary manpo*er? materia"s and e<uipment at t'e ris5 and cost of
t'e contractor provided@
8i9 Engineer+in+c'argeHs or Site EngineerHs instructions to increase "a1our strengt'?
materia"s and e<uipment on progress sc'edu"e are not comp"ied *it' 1y t'e contractorS
8ii9 T'e Site Engineer on inspection or test is not satisfied *it' t'e <ua"ity of
*or5mans'ip of any *or5 and materia"? and t'e contractor fai"s to rep"ace or re+perform
t'e *or5 to t'e satisfaction of Site EngineerS
8iii9 T'ere is any defect in t'e design or *or5 done 1y t'e contractor and t'e contractor
fai"s to re+perform? rep"ace or ot'er*ise rectify t'e defects as pointed out 1y Site Engineer
to t'e satisfaction of Site Engineer? at t'e time of fina" tests.
8iv9 Defects and imperfections in design or *or5 done 1y t'e contractor are noticed during
t'e defect "ia1i"ity period and t'e contractor fai"s to rectify t'e defects at 'is o*n cost.
8v9 T'e contractor does not c"ear t'e site *it'in % days of comp"etion of fina"
measurement after termination of contract.
8vi9 ,a"ance of *or5 is "eft incomp"ete 1y t'e #ontractor on termination of t'e contract.
/'en an a"ternative agency is "ined up for t'e off+"oaded 2o1? a forma" c"aim s'ou"d 1e
"odged at t'e time itse"f *it' t'e defau"ting contractor and t'e contractor 1e as5ed to
deposit t'e amount *or5ed out on t'e 1asis of t'e *or5 order va"ue. T'is *ou"d faci"itate
t'e #orporation in <uic5er recovery of t'e amounts from suc' defau"ting contractors. In
case t'ere is any variation upon 5no*ing t'e fina" 1i""s of t'e second contractor? t'e same
can 1e ta5en up separate"y.
9.7 Meeting of Contractor's liabilities:
70
9.7.1 If t'ere is any va"id "ien of c"aim for *'ic' Indian &i" #orporation may 1ecome "ia1"e 1ut
*'ic' "ia1i"ity is t'at of t'e contractor under t'e contract? and if t'e contractor is
disputing or is ot'er*ise not meeting 'is "ia1i"ity? payment can 1e made 1y t'e Indian &i"
#orporation on 1e'a"f of t'e #ontractor and ad2ust t'e same from any dues from t'e
Indian &i" #orporation to t'e #ontractor. If t'is amount avai"a1"e *it' Indian &i"
#orporation is not ade<uate to meet t'e "ia1i"ity? t'e contractor s'a"" pay t'e amount
ca""ed for on demand? fai"ing *'ic' running interest at 1an5 rate p"us one percent *i"" 1e
c'argea1"e on t'e amount due to t'e &*ner on t'is account.
9.8
9.8.1
Termination of Contract:
If t'e progress of *or5 of t'e contractor is not satisfactory or if t'ere 'as 1een any 1reac'
of t'e terms and conditions of t'e contract? t'e contract can 1e terminated under re"evant
c"ause of t'e !enera" #onditions of #ontract. T'e fo""o*ing procedure s'a"" 1e adopted in
suc' cases@
8i9 7 forma" notice to t'e contractor s'a"" 1e given 1y t'e Engineer+in+#'arge t'at it is
proposed to terminate t'e contract if 'e does not improve t'e progress *it'in t'e specified
period.
8ii9 If t'ere is no improvement *it'in t'e specified period a termination notice s'a"" 1e
issued stating c"ear"y t'e c"auseB su1+c"ause of t'e !enera" #onditions of #ontract under
*'ic' t'e #ontract 'as 1een terminated.
8iii9 T'e proposa" for termination of t'e contract s'ou"d 1e routed t'roug' t'e contract
ce"" or contract "ining up section and 6inance.
8iv9 T'e aut'ority for termination of contract s'a"" rest *it' t'e same aut'ority *'o 'ad
origina""y approved t'e contract. 0o*ever? notice to t'e contractor terminating t'e
contract s'a"" 1e signed 1y !M? *'o 'as 1een aut'oriIed 1y !## for t'e same.
T'e various actions t'at 'ave to fo""o* termination 'ave to 1e carefu""y noted and gone
t'roug' *it'out any "apse to avoid any "acunae 1eing e:p"oited 1y t'e contractor to t'e
detriment of t'e #orporationHs interests.
9.9
9.9.1
Claims of Contractor:
T'e procedure for dea"ing *it' c"aims of t'e contractor 'as 1een e"a1orated in t'e
re"evant c"auses of t'e !enera" #onditions of #ontract. #"aims of contractors are to 1e
dea"t *it' in different stages as under@
8i9 6irst Stage@
T'e #ontractor? *it'in 1. days of t'e occurrence of t'e event? or issue of orders or
instructions 1ased on *'ic' t'e c"aim is conceived s'ou"d give notice of c"aim to 1ot'
HEngineer+in+#'argeH and HSite EngineerH giving fu"" particu"ars of t'e nature of c"aim?
amount of c"aim and t'e grounds for t'e c"aim. Suc' c"aims 1ecome notified c"aims under
t'e contract. If t'is notice is not received in *riting *it'in 1. days as stipu"ated 1y t'e
HEngineer+in+#'argeH and HSite EngineerH or does not give any of t'e detai"s mentioned
a1ove? it s'a"" not 1e deemed to 1e a notified c"aim and no c"aims ot'er t'an notified
c"aims are recognised under t'e contract and t'e o*ner 'as no "ia1i"ity for any c"aims
*'ic' are not notified? as stipu"ated in t'e contract. It is not o1"igatory for CEngineer+in+
#'argeC or CSite EngineerC to rep"y to any suc' notice or c"aims? t'oug' at "east in c"ear+
71
cut cases it may 1e advisa1"e to re2ect c"aims giving reference to t'e re"evant contract
c"auses.
8ii9 Second Stage@
7"ong*it' t'e fina" 1i""? t'e contractor s'ou"d attac' a "ist of notified c"aims supported 1y
copies of notices issued as contemp"ated in t'e first stage and giving fu"" detai"s of nature
of c"aims? amounts c"aimed and grounds for t'e c"aims.
8iii9 T'ese c"aims inc"uded in t'is "ist? in so far as t'ey correspond in a"" materia"
particu"ars *it' t'e notified c"aims? s'a"" 1e treated as t'e fina" notified c"aims and if in
any materia" detai"s any particu"ar c"aim in t'e "ist differs from t'e corresponding notified
c"aim? t'e concerned c"aim in t'e fina" "ist *i"" 1e treated? as an unnotified c"aim and *i""?
according"y? 1e inadmissi1"e. 6urt'er? any notified c"aim not inc"uded in t'e "ist of c"aims
accompanying t'e fina" 1i"" s'a"" 1e deemed to 'ave 1een dropped 1y t'e contractor and
s'a"" cease to 1e a notified c"aim and 'ence s'a"" not 1e admissi1"e.
8iv9 No c"aim s'a"" 1e admissi1"e after su1mission of t'e fina" 1i"".
8v9 T'e contractor can ta5e payment in fu"" and fina" sett"ement of a"" dues *it'out
pre2udice to 'is fina" notified c"aims. 0o*ever? if t'e contractor accepts any amount paid
1y &*ner in fu"" and fina" sett"ement of 'is fina" notified c"aims? suc' payment *i"" 1e
deemed to 1e in fu"" and fina" satisfaction of a"" 'is fina" notified c"aims? even if t'e
contractor accepts t'e payment under protest. T'e idea is t'at t'e contractor cannot accept
payment against c"aims under protest and t'ereafter drag t'e #orporation into "itigation or
ar1itration. In vie* of t'is? a"" payments made against fina" 1i""s and fina" notified c"aims
s'a"" 1e made Cin fu"" and fina" sett"ementC after *'ic' no action? inc"uding ar1itration is
permissi1"e under t'e contract.
-.1.
-.1..1
7r1itration@
In case any dispute arises 1et*een t'e contractor and t'e o*ner and no sett"ement can 1e
arrived at mutua""y? t'e contractorBo*ner may as5 for t'e appointment of an ar1itrator as
per terms of agreement. 6o""o*ing points s'a"" 1e 5ept in vie* in suc' cases@
8i9 In accordance *it' c"ause -.. of t'e !enera" #onditions of #ontract? any and a""
disputes cannot form t'e su12ect matter of ar1itration. &n"y disputes arising out of fina"
admissi1"e notified c"aims as e:p"ained under para -.- 8#"aims of #ontractor9 a1ove or
out of recoveries or deductions made 1y t'e #orporation from t'e fina" 1i"" of contractor
or out of t'e c"aims of t'e #orporation for deductions from t'e fina" 1i"" amount of t'e
contractor 8norma""y t'e deductions or recoveries are to 1e effected from t'e fina" 1i""
1efore reference to ar1itration9 can 1e referred to ar1itration and no ot'er dispute is
ar1itra1"e under t'e contract. 7r1itration on"y 1y a so"e ar1itrator se"ected 1y t'e
contractor out of a pane" of t'ree persons nominated 1y t'e !enera" Manager? is
envisaged under t'e contract.
8ii9 It s'ou"d 1e ensured t'at t'e appointment of ar1itrator is made *it'in t'e period
stipu"ated under t'e provisions of t'e 7r1itration B #onci"iation 7ct.
8iii9 7pprova" for reference to ar1itration s'a"" 1e o1tained from t'e #ompetent 7ut'ority.
8iv9 /'erever a contractor is not agreea1"e to t'e ar1itration c"ause as envisaged in t'e
!enera" #onditions of #ontract and ar1itration is resorted to? t'e provisions of t'e
72
re"evant c"ause for ar1itration under t'e said contract s'ou"d 1e proper"y "oo5ed into for
furt'er needfu" action.
8v9 In suc' cases it s'ou"d a"so 1e ensured t'at *'en t'e contractor as5s for appointment
of an ar1itrator? 'e s'a"" 1e as5ed to give 'is c"aim and t'e tota" particu"ars of t'e item
under dispute so t'at t'e scope of dispute and amount of 'is c"aim is "imited in t'e first
instance itse"f.
9.10.2 4enue of t'e ar1itration s'a"" 1e Ne* De"'i? provided t'at t'e 7r1itrators? *it' t'e
consent of t'e o*ner and contractor? agree upon any ot'er venue.
9.10.3 #ontractor may? *it' respect to 'is notified c"aims inc"uded in t'e contractors fina" 1i""?
opt for 7"ternative Dispute Reso"ution Mac'inery as per !enera" #ondition of #ontract.
T'e option for adopting t'e 7"ternative Dispute Reso"ution Mac'inery s'a"" 1e e:ercised
1y t'e contractor ma5ing a *ritten communication to t'e E:ecutive Director informing
'im of t'e committee se"ected.
9.10.4 Sett"ement of t'e dispute 1et*een I&#) and 3S= B 3SE B !ovt Deptt *'ic' cannot 1e
reso"ved amica1"y 1y mutua" consu"tation or t'roug' t'e good offices of t'e empo*ered
agencies of t'e !ovt? s'a"" 1e referred to 7r1itration of one of t'e 7r1itrators to 1e
nominated 1y Secretary to !ovt of India? inc'arge of ,ureau of 3u1"ic Enterprises. T'e
a*ard of t'e 7r1itrator s'a"" 1e 1inding upon t'e parties to t'e dispute.
9.11
9.11.1
9.11.2
9.11.3
General:
To t'e e:tent possi1"e !enera" #onditions of #ontract s'ou"d not 1e a"tered. &n"y suc' of
t'ose conditions? *'ic' do not find a p"ace in !enera" #onditions of contract 1ut *'ic'
are nevert'e"ess necessary for t'e re<uirement of t'e particu"ar *or5 s'ou"d find a p"ace
in Specia" #onditions of #ontract.
T'e Specia" #onditions of #ontract may inc"ude inter a"ia@
8i9 Stipu"ation regarding any specia" mode of payment of earnest money deposit.
8ii9 Recovery rates for /ater D 3o*er if supp"ied 1y t'e #orporation.
8iii9 Modes of interim payments for specia" *or5sS
8iv9 Rates of 'ire c'arges of e<uipment D mac'inery.
8v9 7ny stipu"ation regarding mandatory or preferentia" emp"oyment of "oca" "a1our or
ot'er ad'erence to "oca" "a*s.
8vi9 Specia" safety precautions to 1e o1served in operating refineries? especia""y *'en
'aIardous *or5 is invo"ved.
8vii9 7ny stipu"ation regarding ad2ustment of rates for simi"ar items 1ut *it' different
cement consumption etc. etc.
/'ere for va"id reasons? it is necessary to de"i1erate"y deviate from certain stipu"ations in
genera" conditions of contract? specia" conditions can 1e inc"uded *it' t'e stipu"ation t'at
t'e particu"ar c"ause of genera" conditions of contract s'a"" 1e deemed to 1e modified on"y
to t'e e:tent to *'ic' t'e particu"ar specia" condition is e:press"y contradictory or
repugnant to its import and effect.
73
9.11.4
T'e same remar5s *i"" app"y for agreed variations? *'ic' 'ave to 1e drafted as far as
possi1"e *it'out affecting or compromising t'e spirit of !enera" #onditions of #ontract.
74
CHAPTER-X
&T0ER INSTR=#TI&NS &N /&R>S 3R&#ED=RE
10.1
10.1.1
Bank Guarantees:
6o""o*ing instructions s'a"" 1e fo""o*ed in respect of 1an5Binsurance guarantees@
8i9 T'e 1an5Binsurance guarantee s'a"" 1e in t'e prescri1ed proforma 87nne:ure+2$ to 2-9
*it' suc' modifications as may 1e in "ine in safeguarding t'e interest of t'e #orporation.
8ii9 T'e 1an5 guarantee s'a"" 1e received direct"y from t'e ,an5. In certain cases? *'en
t'e time does not permit? ,an5 !uarantees may 1e received from t'e vendors B contractors
1ut in suc' cases? "etter B te"egram s'a"" 1e issued to t'e ,an5 for confirmation of t'e
issuance of t'e ,an5 !uarantee. Scanned copy of t'e ,! received t'roug' Emai" or
Emai" from 1an5 or Emai" confirming t'e issue of ,! from 1an5 can 1e accepted.
8iii9 T'e ,an5 !uarantee s'a"" 1e c'ec5ed initia""y 1y t'e concerned Tendering
Deptt.BEngineering Deptt.BEngineer+in+#'arge to ensure t'at t'ey are strict"y as per t'e
prescri1ed proforma. If t'ere are any deviations and t'e same are considered as
accepta1"e? approva" of t'e 0ead of t'e =nit s'a"" 1e o1tained a"ong*it' t'e 6inance
concurrence. ,efore t'e ,an5 !uarantee is accepted 1y t'e concerned Tendering
Deptt.BEngineering Deptt.BEngineer+in+#'arge? t'e 6inance Dept. s'a"" a"so c'ec5 t'at 'e
same is in order and deviations? if any? 'ave t'e approva" of t'e competent aut'ority.
8iv9 7"" t'e ,an5 !uarantee s'a"" 1e for*arded to t'e 6inance Dept. for safe custody after
5eeping a p'otocopy in t'e concerned department for fo""o* up action.
8v9 7 register s'a"" 1e maintained 1y t'e concerned Tendering Deptt.BEngineering
Deptt.BEngineer+in+#'arge for ensuring time"y action for encas'ment? e:tension of
va"idity etc.
8vi9 6inance Deptt. s'a"" 5eep t'e ,an5 !uarantee in safe custody and s'a"" a"so maintain
a register indicating t'e ma2or detai"s of t'e ,an5 !uarantee? e:piry date? etc.
8vii9 To ensure dou1"e c'ec5? t'e 6inance Deptt. s'a"" issue a computer 1ased mont'"y
report to t'e concerned Deptt. "isting t'ose ,an5 !uarantees *'ic' are to e:pire *it'in a
period of $. days so t'at appropriate action on ,an5 !uarantee is ta5en in time. 0o*ever?
t'e responsi1i"ity for t'e time"y e:tensionBencas'ment of ,an5 !uarantee s'a"" "ie *it'
t'e concerned Tendering Deptt.BEngineering Deptt.BEngineer+in+#'arge.
8viii9 In case t'ere is fai"ure on t'e part of contractorBsupp"ier and it is intended to encas'
t'e ,an5 !uarantee or e:tension is ot'er*ise necessary? t'e concerned Materia"s
Deptt.BEngineering Dept.BEngineer+in+#'arge s'a"" *rite 1y registered post B speed post B
courier to t'e ,an5 for e:tension of va"idity of t'e ,an5 !uarantee or encas'ment 'ereof
as t'e case may 1e at "east 3. days 1efore t'e e:piry date of t'e re"evant ,an5 !uarantee
as per t'e enc"osed proforma 87nne:ure 3.9. T'e "oca" 6inance Dept. s'a"" 1e consu"ted
and 5ept informed.
8i:9 In case a ,an5 !uarantee *'ose va"idity is to e:pire *it'in 3. days? no payment due
to t'e contractorBsupp"ier on any account for t'at contract s'a"" 1e re"eased 1y t'e 6inance
75
Dept. un"ess t'e ,an5 !uarantee is e:tendedBencas'ed e:cept *it' 'e approva" of t'e
0ead of t'e =nit in e:ceptiona" cases? t'e reasons for *'ic' *i"" 1e recorded 1y t'e
concerned Tendering Dept.BEngineering Dept.BEngineer+in+#'arge for ma5ing suc'
payment.
8:9 /'en t'e ,an5 !uarantees are no more re<uired in terms of contractua" stipu"ation?
t'e e:pired ,! s'a"" 1e returned *it'in -. days 1y 6inance Dept to t'e ,an5 under
intimation to t'e contractorBsupp"ier.
8:i9 In case it is decided to encas' 1an5 guarantees of 3S= due to non+performance B poor
performance? matter s'ou"d 1e ta5en up *it' t'e concerned 3S=s indicating c"ear"y our
intention for encas'ment of t'e 1an5 guarantee. 3ending sett"ement of dispute? it is to 1e
ensured t'at t'e concerned 3S=s s'ou"d 5eep t'e 1an5 guarantee ade<uate"y va"id.
8:ii9 R7 1i"" s'ou"d contain a "ist of ,! and its va"idity
10.2
10.2.1
Issue of Materials:
T'e issue of materia"s to t'e contractor s'a"" 1e governed 1y t'e provisions of !enera"
#onditions of #ontract. In t'e !enera" #onditions of #ontract? t'e re"evant c"auses
provide t'e guide"ines on t'e 1asis of *'ic' issue of materia"s are to 1e regu"ated. T'e
materia"s can 1e issued to t'e contractors under fo""o*ing conditions@
8i9 6ree issue + *'en it is provided in t'e contract t'at t'e materia"s for t'e *or5 s'a"" 1e
supp"ied 1y t'e #orporation free of cost.
8ii9 Issue against recoveries + *'ere t'e contract provides t'at certain materia"s "i5e stee"
and cement s'a"" 1e issued to t'e contractor at t'e rates stipu"ated in t'e contract. In suc'
cases t'e <uantity and rate s'a"" 1e c"ear"y "aid do*n in t'e contract a"ong *it' t'e
percentage of accounta1"e and non+accounta1"e *astage.
8iii9 /'erever? it is provided in t'e contract t'at t'e contractor s'a"" 1e accounta1"e for t'e
t'eoretica" consumption of t'e materia"s issued 1y t'e #orporation and in t'e a1sence of
any proper account if a pena" rate is provided for t'e recovery of t'e cost of unaccounted
materia"s? suc' recoveries s'a"" 1e made at t'e pena" rates prescri1ed.
8iv9 /'enever any materia" is issued to a contractor? 'is ac5no*"edgment a"ong *it' date
s'a"" 1e o1tained on t'e materia" issue vouc'ers giving fu"" particu"ars of t'e materia" and
<uantity issued.
8v9 Transfer of materia"s from one *or5 to anot'er s'ou"d norma""y 1e discouraged as it
invo"ves accounting difficu"ties. 0o*ever? *'en it is unavoida1"e? t'e materia" transfer
vouc'ers s'a"" 1e prepared 1y t'e Engineer+in+c'arge for suc' transfer. Name of t'e
contractor? if any? s'a"" 1e given invaria1"y.
8vi9 3roforma of ,an5 !uarantees to 1e o1tained from contractor for materia" issued to
t'em are at 7nne:ure+31 D 32.
10.3
10.3.1
Hire charges for Equipment:
In certain cases? e<uipment "i5e road ro""er? crane etc. are re<uired to 1e given to t'e
contractors on 'ire. Norma""y no responsi1i"ity s'a"" 1e accepted in t'e contract for
providing t'e e<uipments to t'e contractors as a matter of rig't. T'e rates of 'ire c'arges
76
for e<uipments s'a"" 1e mentioned c"ear"y in t'e tender documents. T'e 'ire c'arges for
e<uipment s'a"" 1e fi:ed on fo""o*ing "ines@
8i9 )ife of t'e e<uipment 'as to 1e determined in terms of num1er of 'ours e.g. No. of
years of estimated "ife T 33. days T ( 'ours.
8ii9 Depreciation s'a"" 1e ca"cu"ated on t'e 1asis of rep"acement cost 1asis *it' reference
to R,I Inde: as is norma""y determined in t'e case of assets for insurance purposes i.e.
-A of rep"acement cost.
8iii9 Repairs and maintenance s'a"" 1e ta5en at per cent of t'e rep"acement cost per
annum.
8iv9 Interest on capita" per annum at t'e preva"ent 1an5 rate on t'e rep"acement cost.
8v9 &perating cost 8"a1our? fue" and consuma1"es9 s'a"" 1e estimated as under@
8a9 /ages 8,asic *ages at mid point of t'e app"ica1"e sca"e9 U ot'er a""o*ances U 1onus
and a*ards.
819 6ue" + Estimated fue" consumption T current price to consumer for 0SDB or ot'er
re"evant product.
8c9 Estimated consuma1"es T 8Issues rates U 1A9.
8vi9 &ver'eads s'a"" 1e ta5en at 1.. per cent of t'e operating cost.
8vii9 T'e 'our"y rate in respect of items 8ii9 to 8vi9 s'a"" 1e arrived at 1y dividing t'e va"ue
1y t'e num1er of estimated "ife in 'ours as per 8i9. T'e rate s'ou"d 1e mu"tip"ied 1y 1.2.
to arrive at t'e c'argea1"e 'our"y rate so as to cover "ate B a"ready *or5ing? etc.
8viii9 Necessary entries for t'e e<uipments given on 'ire to t'e contractor s'a"" 1e made in
t'e respective "og 1oo5s of t'e e<uipment.
8i:9 0ire c'arges s'ou"d 1e revie*ed every year.
8:9 T'e num1er of 'ours actua""y usedB 3&) consumed for eac' e<uipment s'a"" 1e
recorded in t'eir respective "og 1oo5s and initia"ed 1y Engineer+in+#'arge.
8:i9 necessary provision for 'ire c'arges for id"ing to 1e 5ept
8:ii9 ,asis of c'arge@
819 #ontractors in Refinery@
7ctua" e<uipment 'ours as per 1..38i9 a1ove s'a"" 1e t'e 1asis.
829 &utside 3arties@
Tota" time 8from time+out to time+in9 t'e e<uipment remains a*ay from garage s'a"" 1e
t'e 1asis.
77
8:iii9 Misce""aneous@ Detai"s of Meter reading? 3&) issued may 1e recorded in t'e
respective "og 1oo5s. E<uipments 1eing ta5en outside t'e Refinery campus s'ou"d 1e
recorded as per Ru"es on t'e su12ect.
10.4
10.4.1
10.4.2
Extra items:
T'e term He:traH is genera""y used in re"ation to t'e *or5s *'ic' are not e:press"y or
imp"ied"y inc"uded in t'e origina" contract and? t'erefore? not inc"uded in t'e origina"
contracted price? provided t'e *or5 is done *it'in t'e frame+*or5 of t'e origina"
contract.
7s far as possi1"e t'e e:ecution of e:tra items s'a"" 1e avoided and care s'a"" 1e ta5en to
inc"ude a"" possi1"e items of *or5 in t'e contract. 0o*ever? *'ere e:tra items cannot 1e
avoided? t'e payments s'a"" 1e regu"ated on t'e fo""o*ing "ines@
8i9 T'e circumstances under *'ic' t'e necessity for an e:tra item 'ad arisen s'a"" 1e
c"ear"y indicated and t'e orders for e:ecuting suc' e:tra items s'a"" 1e aut'orised 1y t'e
0ead of t'e Engineering Department concerned.
8ii9 T'e rates for e:tra items s'a"" 1e *or5ed out in accordance *it' t'e 1asic guide"ines
given under t'e c"ause re"ating to e:tra items in t'e !enera" #onditions of #ontract. In
case t'ere are any agreed variations in t'e contract *it' reference to t'e computation of
e:tra item rates? suc' rates s'a"" 1e ca"cu"ated in accordance *it' t'e terms of agreed
variations.
8iii9 In t'e a1sence of any specific provision in t'is regard? e:tra items s'a"" 1e ca"cu"ated
in accordance *it' t'e re"evant c"ause of t'e !enera" #onditions of #ontract.
8iv9 E:tra item rates can a"so 1e proposed on t'e 1asis of simi"ar items appearing in any of
t'e accepted tenders if in t'e opinion of t'e Engineering+in+#'arge B E:ecuting
Department suc' rates are reasona1"e.
8v9 T'e proposa" for e:tra items s'a"" 1e prepared in t'e prescri1ed form 87nne:ure+339
and after o1taining t'e signature of t'e contractor? s'a"" 1e sent for concurrence of
6inance and t'e sanction of #ompetent 7ut'ority. Tota" cost of e:tra items sanctioned up+
to+date a"ong*it' anticipated va"ue of *or5 done under t'e contract under reference s'a""
1e given in t'e proposa" 1efore it is sent for sanction.
10.5
10.5.1
Standard Measurement Book:
During t'e operation and maintenance period? it is advantageous to maintain standard
measurement 1oo5s for maintenance *or5 of repetitive nature. Standard measurement
1oo5s are found usefu" for *or5s "i5e *'ite *as'ing? co"our *as'ing? painting etc. of
1ui"dings. 6o""o*ing points are to 1e 5ept in vie* in respect of standard measurement
1oo5s for@
8i9 7fter a 1ui"ding is comp"eted? measurement of t'e 1ui"ding s'a"" 1e ta5en and recorded
neat"y in a measurement 1oo5 to serve as a reference for preparation of estimates for
periodica" repairs and maintenance and for passing of t'e contractorHs 1i""s.
8ii9 T'e initia" measurement recorded in t'e standard measurement 1oo5 s'a"" 1e test+
c'ec5ed 1y Engineer upto 1.. per cent and 1y t'e Senior Engineer upto . per cent.
8iii9 7"" ca"cu"ations in t'e standard measurement 1oo5 s'a"" 1e c'ec5ed and initia"ed.
78
8iv9 T'e <uantities as mentioned in t'e standard measurement 1oo5s s'a"" 1e straig't*ay
adopted for t'e preparation of maintenance estimates in respect of items recorded t'erein.
8v9 6or *or5s *'ic' are to 1e regu"ated on t'e 1asis of standard measurements? t'e
a1stract of <uantities as mentioned in t'e standard measurement 1oo5 s'a"" 1e straig't*ay
adopted in t'e ordinary measurement 1oo5s and t'e 1i""s s'a"" 1e processed on t'e 1asis
of suc' a1stract <uantities.
8vi9 /'enever a payment is made on t'e 1asis of standard measurements? t'e Engineering
Department s'a"" certify t'at t'e *or5 1i""ed for as per standard measurement 'as 1een
actua""y done.
10.6
10.6.1
Deposit Works:
In certain cases it may 1e necessary to e:ecute some *or5 on 1e'a"f of ot'er
organisations at t'e specific re<uest of suc' organisations. Suc' *or5s are termed as
CDeposit /or5sC. 6o""o*ing are t'e guide"ines in respect of deposit *or5s@
8i9 /'ere *or5 is e:ecuted on 1e'a"f of ot'er organisations? a"" forma"ities re<uired for
e:ecution of t'e *or5 suc' as administrative approva"? tec'nica" sanction? tendering etc.
s'a"" 1e app"ica1"e as per ru"es and procedures re"ating to t'e #orporationHs /or5.
8ii9 ,efore t'e e:penditure on any *or5 is incurred or any commitments made? t'e
estimates and designs etc. s'a"" 1e supp"ied to t'e organisation on *'ose 1e'a"f suc' *or5
is to 1e carried out and t'eir approva" s'a"" 1e o1tained.
8iii9 T'e organisation s'a"" 1e as5ed to deposit t'e fu"" amount of t'e estimates in advance
and no interest s'a"" 1e paya1"e on suc' deposit. During e:ecution? if it is noticed t'at at
any stage t'e e:penditure is "i5e"y to e:ceed t'e amount deposited? t'e organisation s'a""
1e as5ed to deposit t'e e:cess amount fort'*it'. T'is condition s'a"" 1e made c"ear to t'e
organisation at t'e initia" stages.
8iv9 3rovision s'a"" 1e made in t'e estimate to cover up t'e departmenta" e:penses and
supervision c'arges at t'e rate of 1%+1B2 per cent and t'e consent from t'e organisation
for 1earing suc' supervision c'arges s'a"" 1e o1tained. In case of Rai"*ays? t'e
percentage of departmenta" supervision c'arges s'a"" 1e "evied on a reciproca" 1asis.
8v9 Norma""y no responsi1i"ity s'a"" 1e underta5en for any increase in t'e cost or damages
to *or5 during its e:ecution or compensation for non+comp"etion of *or5 *it'in t'e
stipu"ated time.
8vi9 T'e terms and conditions under *'ic' suc' deposit *or5 is underta5en s'a"" 1e
reduced to *riting and *'erever necessary a proper agreement may as *e"" as 1e dra*n
up and e:ecuted under "ega" advice.
79
#073TER+TI

7##&=NTIN! &6 /&R>S TR7NS7#TI&N
11.1 T'e section dea"ing *it' accounting of *or5s s'a"" 1e responsi1"e for maintenance of
accounts in t'e manner prescri1ed 'ereinafter.
11.2 Sa"e of tender paper s'a"" 1e credited to t'e re"evant account 'eads. Money for sa"e of
tender s'a"" 1e accepted on t'e specific advice of t'e Engineering Departments.
11.3 Earnest money deposited 1y tenderers s'a"" 1e credited to t'e re"evant account 'ead. 7
separate su1 "edger s'a"" 1e maintained in respect of parties from *'om t'e earnest
money is received in support of t'e contro" account. 7fter a decision is ta5en for a""otment
of *or5? t'e earnest money deposited 1y t'e successfu" tenderer s'a"" 1e transferred to
security deposit account. T'e earnest money deposits of t'e unsuccessfu" tenderers s'a""
1e returned after getting intimation from t'e Engineering Department concerned. 6urt'er
deductions on account of security deposit from 1i""s of t'e contractors s'a"" 1e credited to
t'e security deposit account for *'ic' a su1 "edger s'a"" 1e maintained.
11.4 T'e security deposit *i"" 1e refunded after t'e e:piry of t'e defect "ia1i"ity period in
accordance *it' t'e terms and conditions of t'e contract. T'e security deposit s'a"" 1e
refunded against a certificate from t'e Engineer+in+c'arge t'at no defects 'ave 1een
noticed and t'ere is no outstanding due against t'e contractor.
11.5 7dvance payments to contractors against t'e *or5 done 1ut not measured? against
materia" 1roug't to site? and mo1i"isation advances s'a"" 1e de1ited to t'e respective
contro" accounts in t'e #'art of 7ccounts. T'e recoveries of advances s'a"" 1e credited to
t'ese accounts and a su1+"edger s'a"" 1e maintained in support of t'e contro" accounts.
11.6 Running account 1i""s for *or5 done and measured and a"so t'e fina" 1i""s s'a"" 1e de1ited
to t'e respective construction *or5 in progress accounts. Recoveries s'a"" 1e credited to
t'e respective accounts and t'e net amount paya1"e to t'e contractor s'a"" 1e credited to
t'e re"evant account. T'is entry s'a"" 1e passed 1y means of a sectiona" 2ourna" entry and
"ia1i"ity s'a"" 1e c"eared 1y de1iting t'e same account at t'e time of preparation of cas'
vouc'er.
11.7 7 su1 "edger s'o*ing t'e 2o1+*ise cost s'a"" 1e maintained in support of t'e construction
*or5 in progress contro" accounts *'ere a"" de1itsBcredits re"ating to a particu"ar 2o1 or
*or5 s'a"" 1e de1itedBcredited to t'e concerned *or5 or 2o1.
80
11.8 In respect of materia"s issued for *or5? t'e issue vouc'er s'a"" 1e priced 1y t'e Stores
7ccounts Section at t'e stores issue rate and t'e same s'a"" 1e de1ited to t'e *or5s
contro" account. T'e *or5s contro" account s'a"" 1e c"eared 1y t'e /or5s 7ccounting
Section. In case of free supp"y or materia" direct"y issued for departmenta" *or5? t'e
concerned *or5 s'a"" 1e de1ited at t'e stores issue rate. 6or suc' materia"s *'ic' are
issued to t'e contractors and are recovera1"e from t'e 1i""s at a fi:ed rate stipu"ated in t'e
contract? t'e cost of materia"s issued s'a"" 1e de1ited to advance for materia"s at t'e
contract rate. T'e difference 1et*een t'e stores issue rate and t'e contract rate s'a"" 1e
de1itedBcredited to t'e respective *or5. 6or a"" materia"s issued to contractors t'e issue
vouc'ers s'a"" a"so 1e posted in re"evant persona" "edgers. Transfer of materia"s from one
2o1 to anot'er s'a"" 1e accounted for on t'e 1asis of t'e materia" transfer vouc'er
87nne:ure+349 prepared 1y t'e Engineering Department.
11.9 7"" e:penditure incurred for a construction *or5 s'a"" 1e de1ited to t'e construction *or5
in progress account. T'is *i"" inc"ude payments against running account 1i""s? and fina"
1i""s to t'e contractors? cost of materia"s? *ages paid to t'e dai"y+rated or *or5+c'arged
emp"oyees direct"y engaged for t'e *or5. 7fter t'e *or5 is comp"eted as certified 1y t'e
Engineer+In+c'arge? t'e cost of t'e *or5 s'a"" 1e capita"ised.
11.10 7fter comp"etion of t'e *or5? any "ia1i"ities for *'ic' payment 'as not 1een made to t'e
contractor s'a"" 1e de1ited to t'e cost of *or5 1y creating a "ia1i"ity in t'e 1oo5s. )ia1i"ity
s'a"" a"so 1e provided at t'e end of eac' financia" year for t'e purpose of c"osing of
accounts. In respect of 1i""s for *or5 done and measured 1ut pending in t'e Engineering
or 6inance Department? "ia1i"ity s'a"" 1e provided on t'e 1asis of t'e va"ue indicated in
t'e 1i"". 6or *or5 done 1ut not measured on t'e "ast day of t'e financia" year? appro:imate
"ia1i"ity on t'e 1asis of an eva"uation 1y t'e Engineering Department s'a"" 1e provided 1y
de1iting t'e construction *or5 in progress account. T'e provisiona" "ia1i"ities so provided
for *or5 done 1ut not measured s'a"" 1e reversed in t'e ne:t financia" year and t'ereafter
t'e 1i""s received s'a"" 1e accounted in t'e norma" course.
11.11 T'e /or5s 7ccounts Section s'a"" a"so 1e responsi1"e for preparation of various
sc'edu"es in respect of t'e contro" accounts operated 1y it and su1mit t'e same to t'e
Main 7ccounts Section. 6o""o*ing are t'e norma" sc'edu"es *'ic' are re<uired to 1e
prepared 1y t'e Section at t'e end of every year @
+ Sc'edu"e of construction *or5 in progress giving 2o1+*ise detai"s.
+ Sc'edu"e of "oans and advances to contractors.
+ Sc'edu"e of earnest money and security deposits.
+ Sc'edu"e of sundry de1tors.
+ Sc'edu"e of "ia1i"ity for *or5 done.
+ Sc'edu"e of contingent "ia1i"ities.
Sc'edu"e of capita" commitments.
LIST OF ANNEXURES FORMATS
S.N
o
Subject
12. 7dministrative approva"
13. Tec'nica" Sanction
81
14. Report of Estimate
38a9 NIT format
1. ,an5 !uarantee in "ieu of EMD
1$. Statement of Tenders opened
1%. Statement of Tenderers present
1(. #omparative statement
%8a9 T# 6ormat
1-. )etter of 7cceptance
2.. 6ace S'eet of Measurement ,oo5
1. )oose "eaf measurement s'eet
11 Register of issue of measurement 1oo5
12 Instruction for recording measurement in "oose "eaf M, S'eets
13 Measurement cum ,i"" form
14 6irst and 6ina" 1i"" form
1 R7 1i"" and 6ina" 1i""
1$ )umpsum R7 1i""
1% )=mpsum fina" 1i""
1( 3rere<uisite s"ip for R7 and 6ina" 1i""
1- Deviation statement
2. #omp"etion certificate
21 Recovery statement
22 Materia" appropriation statement
23 7dvance 1i""
24 )etter of 0ypot'ecation
2 6ina" comp"etion certificate
2$ 6orm of ,an5 !uarantee for "umpsum advance
82
2% ,an5 !uarantee in "ieu of EMD
2( ,an5 !uarantee in "ieu of SDBISD
2- #omposite ,! for 7dvance and Security Deposit
3. ,an5 !uarantee e:tension format
31 ,an5 !uarantee for imported ra* materia"
32 Indemnity 1ond for *or5 orders ra* materia"
33 E:tra items
34 Materia" transfer report
3 #'ec5"ist for for*arding proposa" re<uired for approva" of 0&
3$ !uide"ines for appointment of #onsu"tant
3%
3( Standard 6ormat for processing proposa"s for In+3rincip"e approva" for a*ard of
*or5 on sing"e tender 1asis
3- Tender document in e"ectronic format
83
7NNET=RE + 1
3ara + 1.
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
7DMINISTR7TI4E 733R&47) N&.+++++++++++++++++++++ D7TE +++++++++++++++++
Sanction of t'e ED B !M under Item No.++++++++++++++++++++++++++++of t'e Manua" of De"egation of po*ers is 'ere1y
conveyed for t'e e:ecution of t'e fo""o*ing *or5
Name of *or5 Estimate #ost Rs. ,udget 0ead 7ccount 0ead
6inance 'as concurred.
0ead of t'e Engg. Dept.
#.#.@
1. 6inance
2. Department concerned
3. 6i"e No.VVVVVVVVVVVVVV
84
7NNET=RE + 2
3ara + 1.
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
TE#0NI#7) S7N#TI&N N&.++++++++++++++++++++++DT.++++++++++++++++
T'e estimate amounting to Rs.+++++++++++++++++++++++ 8Rupees++++++++++++++++++++++++++ on"y9 for t'e
*or5 of 8Name of t'e *or59 +++++++++++++++++++++++++++++++++++++++ is 'ere1y approved.
T'is 'as reference to t'e 7dministrative 7pprova" No.+++++++++++++++++++Dt++++++++++++++
and 'as t'e concurrence of 6inance.
T'is *or5 forms part of Item No.++++++++++++++++++++++of t'e 3ro2ect #ost estimate of
8Name of t'e pro2ect9 +++++++++++++++++++++++++++++++++++++++++++++++++++++++++.
Sanctioning 7ut'ority
#.#. @
1. 6inance Department
2. #oncerned Department
85
7NNET=RE + 3
3ara + 2.2
INDI7N &I) #&R3&R7TI&N )IMITED
8RE6INERIES DI4ISI&N9
RE3&RT &6 ESTIM7TE
1. Name of t'e Department.
2. Name of t'e *or5.
3. )ocation.
4. Item Num1er of ,udget.
. Item Num1er of 3ro2ect #ost Estimate.
$. Tota" 7mount.
%. 0istory B Gustification of *or5.
(. Scope of *or5
-. Source of t'e rate.
1.. Met'od of carrying out t'e *or5.
11. Completion Schedule.

Signature
86
Annexure No.4
Para No.3.4.2
BANK GUARANTEE IN LIEU OF
EARNEST MONEY DEPOSIT
BG NO:
DATED :
VALID UPTO:
To?
Indian &i" #orporation )imited
8Refineries Division9
Dear Sirs?
In consideration of Indian &i" #orporation )imited 8RefineriesB3ipe"ines Division9 8'ereinafter ca""ed Ot'e
#orporationP *'ic' e:pression s'a"" inc"ude its successors and assigns9? 'aving agreed intera"ia to consider t'e
tender of 8Name of t'e Tenderer9 'aving its 0ead
&fficeBRegistered &ffice at 87ddress of t'e Tenderer9 8'ereinafter ca""ed t'e OTendererP
*'ic' e:pression s'a"" inc"ude its successors and assigns9? for t'e *or5 of 8Name of t'e
3ro2ectB/or59 at to 1e a*arded under Tender No. upon t'e
Tenderer furnis'ing an underta5ing from t'e ,an5 as 'ereinafter appearing in "ieu of cas' deposit of t'e Earnest
Money.
/e 8Name of t'e ,an59 ? a ,an5 constitutedBRegistered under t'e 7ct? 'aving our
0ead &fficeBRegistered &ffice at 8'ereinafter ca""ed t'e
O,an5P *'ic' e:pression s'a"" inc"ude its successors and assigns9? at t'e re<uest of t'e Tenderer and *it' t'e intent
to 1ind t'e ,an5 and its successors and assigns do 'ere1y unconditiona""y and irrevoca1"y underta5e to pay t'e
#orporation at Ne* De"'i fort'*it' on first demand *it'out protest or demur or proof or satisfaction or condition
and *it'out reference to t'e Tenderer? a"" sums paya1"e 1y t'e Tenderer as and 1y *ay of Earnest Money to t'e
#orporation? upto an aggregate "imit of 87mount in figures and *ords9.
7ND T0E ,7N> D&T0 0ERE,Q 6=RT0ER 7!REES 7S 6&))&/S @
1. T'is !uaranteeB=nderta5ing s'a"" 1e a continuing guarantee and s'a"" remain in fu"" force and effect for
a"" c"aims or demands made 1y t'e #orporation on t'e ,an5 unti" t'e #orporation disc'arges t'is
!uaranteeB=nderta5ing su12ect? 'o*ever? t'at t'e #orporation s'a"" 'ave no c"aims under t'is
!uaranteeB=nderta5ing after t'e midnig't of 2.. or any *ritten e:tension8s9 t'ereof.
PROVIDED that if the aforesai !or" te#ere for or a#$ %art thereof sha&& 'e
a!are to the Te#erer o# or 'efore the sai ate( !hether o# the 'asis of
a))o*%a#$i#+ te#er or a#$ other 'asis( the# the ,a&iit$ of this
+-ara#tee.-#erta"i#+ sha&& sta# a-to*ati)a&&$ e/te#e for a&& )&ai*s a#
e*a#s *ae '$ the 0or%oratio# for f-rther three *o#ths1
2. T'e #orporation s'a"" 'ave t'e fu""est "i1erty *it'out reference to t'e ,an5 and *it'out affecting in any
*ay t'e "ia1i"ity of t'e ,an5 under t'is !uaranteeB=nderta5ing at any time andBor from time to time any
*ise to postpone andBor vary any of t'e po*ers? rig'ts? and o1"igations e:ercisa1"e 1y t'e #orporation
against t'e Tenderer and eit'er to enforce or to for1ear from enforcing a"" or any of t'e terms and
conditions of or governing t'e said Tender andBor any contract conse<uent upon any a*ard of *or5 or t'e
said Earnest Money Deposit or t'e securities avai"a1"e to t'e #orporation or any of t'em and t'e ,an5
s'a"" not 1e re"eased from its "ia1i"ity under t'ese 3resents and t'e "ia1i"ity of t'e ,an5 'ereunder s'a""
remain in fu"" force and effect not*it'standing any e:ercise 1y t'e #orporation of t'e "i1erty *it'
reference to any or a"" t'e matters aforesaid or 1y reason of any ot'er act? matter or t'ing *'atsoever
*'ic' under "a* re"ating to t'e sureties or ot'er*ise *'ic' cou"d? 1ut for t'is provision 'ave t'e effect of
re"easing t'e ,an5 from a"" or any of its o1"igations 'ereunder or any part t'ereof? and t'e ,an5
specifica""y *aives any and a"" contrary rig'ts *'atsoever.
3. It s'a"" not 1e necessary for t'e #orporation to proceed against t'e Tenderer 1efore proceeding against t'e
,an5 and t'e !uaranteeB=nderta5ing 'erein contained s'a"" 1e enforcea1"e against t'e ,an5 as principa"
de1tor not*it'standing t'e e:istence of any ot'er underta5ing or security for any inde1tedness of t'e
87
Tenderer to t'e #orporation and not*it'standing t'at any suc' security s'a"" at t'e time *'en c"aim is
made against t'e ,an5 or proceedings ta5en against t'e ,an5 'ereunder? 1e outstanding or unrea"ised.
4. T'e amount stated 1y t'e #orporation in any demand? c"aim or notice made *it' reference to t'is
guarantee s'a"" as 1et*een t'e ,an5 and t'e #orporation for t'e purpose of t'ese 3resents 1e conc"usive of
t'e amount paya1"e 1y t'e ,an5 to t'e #orporation 'ereunder.
. T'e "ia1i"ity of t'e ,an5 to t'e #orporation under t'is !uaranteeB=nderta5ing s'a"" remain in fu"" force
and effect not*it'standing t'e e:istence of any difference or dispute 1et*een t'e Tenderer and t'e
#orporation? t'e Tenderer and t'e ,an5 andBor t'e ,an5 and t'e #orporation or ot'er*ise 'o*soever
touc'ing t'ese 3resents or t'e "ia1i"ity of t'e Tenderer to t'e #orporation? and not*it'standing t'e
e:istence of any instructions or purported instructions 1y t'e Tenderer or any ot'er person to t'e ,an5 not
to pay or for any cause *it''o"d or defer payment to t'e #orporation under t'ese 3resents? *it' t'e intent
t'at not*it'standing t'e e:isting of suc' difference? dispute or instructions? t'e ,an5 s'a"" 1e and remain
"ia1"e to ma5e payment to t'e #orporation in terms t'ereof.
$. T'is !uaranteeB=nderta5ing s'a"" not 1e determined or affected 1y t'e "i<uidation or *inding up or
disso"ution or c'ange of constitution or inso"vency of t'e Tenderer or any c'ange in t'e "ega" constitution
of t'e ,an5 or t'e #orporation.
%. /it'out pre2udice to any ot'er mode of service? a demand or c"aim or ot'er communication may 1e
transmitted 1y t'e #orporation to t'e ,an5 eit'er 1y post or 1y fa:. If transmitted 1y fa:? t'e transmission
s'a"" 1e comp"ete as soon as ac5no*"edged 1y 1an5.
(. Not*it'standing anyt'ing contained 'erein@
8i9 T'e ,an5;s "ia1i"ity under t'is guaranteeBunderta5ing s'a"" not e:ceed 87mount in figures D *ords9 S
8ii9 T'is guaranteeBunderta5ing s'a"" remain in force upto and any e:tension8s9 t'ereofS and
8iii9 T'e ,an5 s'a"" 1e re"eased and disc'arged from a"" "ia1i"ity under t'is guaranteeBunderta5ing un"ess a
*ritten c"aim or demand is issued to t'e ,an5 on or 1efore or t'e date of e:piry of any
e:tension8s9 t'ereof if t'is guaranteeBunderta5ing 'as 1een e:tended.
T'e ,an5 dot' 'ere1y dec"are t'at S'ri *'o is aut'orised to sign t'is
!uaranteeB=nderta5ing on 1e'a"f of t'e ,an5 and to 1ind t'e ,an5 t'ere1y.
T'is day of 2. .
Yours faithfully
Signature @
Name D Designation@
Name of t'e ,ranc' @
88
7NNET=RE +
3ara + 3.12.$

INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
STATEMENT OF TENDERS OPENED
1. Name of t'e *or5.
2. Name of t'e Department.
3. Date of &pening of Tender.
4. Time of &pening of t'e Tender.
. Num1er of Tenders received.
Sr. No Name of t'e Tenderer 7mount <uoted Detai"s of Earnest
Money Deposit
Remar5s

Signature
8Tendering #e"" Representative9
Signature
86inance Representative9
Signature
8Representative of #oncerned
Dept.9
89
7NNET=RE + $
3ara + 3.13.2
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
ST7TEMENT &6 TENDERERS 3RESENT
1. Name of t'e *or5
2. Name of t'e Department
3. Date of &pening of t'e Tender
4. Time of &pening of t'e Tender
. Num1er of Tenders Received
Sr. No Name of t'e Tenderer Name of t'e person
representing Tenderer
Signature of
Tenderer
Remar5s
N&TE @ &n"y representative of parties *'o 'ave su1mitted Tenders s'a"" 1e a""o*ed to 1e present.

Signature
8Tendering #e"" Representative9
Signature
86inance Representative9
Signature
8Representative of #oncerned
Dept.9
90
7NNET=RE + %
3ara + 4.1
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
COMPARATIVE STATEMENT
Name of t'e Deptt. +++++++++++++++++++++++++++++++++++++++++++++++++
Name of the work --------------------------------------------------
Tender opened on ++++++++++++++++++++++++++++++++++++++++++++++++++
Tota" num1er of tenders received ++++++++++++++++++++++++++++++
Sr.
No
Item No. 3articu"ars Estimate Tenderers
Name
Tenderers Name
Fty Rate 7mount Rate 7mou
nt
Rate 7mou
nt
Tota"
TERMS 7ND #&NDITI&NS @
1
2
3
4

Ist )o*est ++++++++++++++++++++++++++ Rs. ++++++++++++++++++++++++ 8A 1e"o* B a1ove estimate9
2nd )o*est ++++++++++++++++++++++++++ Rs. +++++++++++++++++++++++ 8A1e"o* B a1ove estimate9
3rd Lowet -------------------------- !. ---------------------- "# $elow % a$o&e etimate'
Name Designation Signature

3repared 1y @

#'ec5ed 1y @

#oncurred 1y @
91
7nne:ure E %8a9
3ara No.4.-.3
INDIAN OIL CORPORATION LTD
Refinery :
Standard Format for processing proposals
for award
of work /Tender Committee Minutes
Minutes of Tender #ommittee Meeting 'e"d on VVVVVVVVVVVVV for a*ard of /or5 8in case of
T# meeting9
6i"e No. Date @
1 Description of *or5 8in 1rief9
2 Tender No.
3 7pproved Estimated #ost of t'e *or5
4 Time of comp"etion
/'et'er #apita"BRevenue E:penditure
8a9 In case of Revenue E:penditure
!ive W,, pac5age No.B,udget 0ead
819 In case of #apita" E:penditure
!ive 76 No.B#apita" Go1 No.
$ Tendering detai"s
8a9 Mode of tendering E Sing"e B T*o 1id
819 Type of tender
K8Sing"eB)imitedB&pen 8Nationa"B!"o1a"9L
8c9 Reasons for f"oating "imited Tender en<uiry@8for
*or5s a1ove Rs... "acs9BSing"e tender en<uiry in
1rief
8d9 3re <ua"ification criteria considered
8e9 ,asis of se"ection of 1idder in case of "imited
tender
8f9 Tenders so"dBNo. of parties to *'om en<uiry
sent
92
8g9 Time a""o*ed for su1mission of Tenders from
t'e date of opening of sa"e of tender documents
8'9 E:tension granted? if any
8i9 If ade<uate time *as not given reasons t'ereof
829 Sc'edu"ed date and time of t'e receipt of tenders
859 7ctua" Date D time for opening of tenders@
8"9 No. of offers received upto t'e sc'edu"ed date
and time of t'e receipts
8m9 No. of "ateBde"ayed tender received
8n9 If any suc' "ateBde"ayed tender 'as 1een
considered? *'et'er t'e 7pprova" of !MBED 'as
1een o1tained
8o9 /'et'er re<uisite EMD 'as 1een Su1mitted 1y
a"" tenderers
8p9 /'et'er tenderers *ere a""o*ed to 1e present at
t'e time for opening t'ereof@
8<9 No. of offers re2ected on tec'nica"Bcommercia"
grounds and reasons t'ereof
8r9 /'et'er any of t'e pre<ua"ified party is on
'o"iday "ist. If yes? give detai"s.
8s9 /'et'er 3S= or G4 company participating in
t'e tender. If yes? give detai"s
8t9 No. of tec'no+commercia""y accepta1"e offers
8u9 Date of opening of price 1id in case of t*o 1id
system of tendering
8v9 3u1"ic sector underta5ing participating in
tender? if any and 7ny price preference proposed to
1e given to 3S=. If so? give detai"s
8*9 7ny negotiation 'e"d *it' t'e party8s9 *it'
approva" of competent aut'ority and if so? give
detai"s
8:9 7ny ot'er re"evant point
93
% Summarised position of t'e competitive prices of t'e tec'nica""y accepta1"e offers.
Estimated 7mount
Sr.
No.
Bidder
Net & Final
quoted amt
Loading, if
any
Final evaluated
prices
Above or
Below
Approved
Estimate
Poition
(mpact of
n
e
)
o
ti
a
ti
o
n
*
if
a
n
+
,inal price
after
ne)
otiat
ion
Poitio
In Rs In Rs In Rs
1.
2.
3.
4.
Detai"ed comparative statement du"y c'ec5ed 1y t'e 6inance Deptt. 3"aced at 6i"e
( Recommendation of TC
a9 Recommended 3arty
19 #ontract 4a"ue
c9 Tota" financia" imp"ication
d9 Detai"s of advance payment? if any
e9 Ma2or terms and conditions D time of comp"etion
f9 Ma2or variation from !## and S##? if any
g9 Recommendation regarding acceptance of variation
regarding !##BS##
'9 ,udget 0ead
Revenue Go1s
#apita" Go1s
i9 In case of "oneBsing"e tender? 2ustification for price
reasona1i"ity
29 In case offer of "o*est party is "ess t'an 2.A of our
estimate? indicate *or5a1i"ity of t'e rates
59 In case a*ard of *or5 is recommended on ot'er t'an
"o*est 1asis? reason t'ereof
"9 7pproving 7ut'ority *it' D&3 #"ause No.
m9 #omp"iance to #4# guide"ines
n9 Interest of directors in t'e recommended party? if any
94
o9 Interest of tender committee mem1ers In t'e
recommended party? if any
p9 &ffer va"id upto
<9 4a"idity of EMD 8,!9 8if app"ica1"e9
r9 /'et'er t'e contract va"ue is *it'in t'e approved
cost 8if not 'o* it is proposed to 1e met9
s9 7pproved cost of t'e sc'eme of pro2ect 8in case of
3ro2ects9
t9 #umu"ative commitments made 3rior to proposed
under approva" 8in case of 3ro2ects9
u9 6ina" conc"usionBremar5s
T# revie*ed su12ect fi"e? a"ong*it' a"" t'e offers received against t'is tender? comments of Indenting Deptt. D
#ontract #e"" and correspondences *it' t'e parties.

1. T'e 1
st
"o*est 1idder RRRRRRRRRRRRRRRRRR 'as <uoted RRRRRRR 1e"o* B a1ove t'e estimate amounting to
RsRRRRRRRRRRRRRRRRRRRRRRRRRRRRR9 as per t'e terms and conditions given a1ove and is accepta1"e to t'e
indenting dept..
In vie* of t'e a1ove? T# recommends to a*ard t'e su12ect *or5 to t'e 1
st
"o*est 1idder RRRRRRRRRRRRRRRRRRfor
an amount of RsRRRRRRRRRRRRRRRRRR*'ic' is RRRRRRRRRRRRRRRRRRA 1e"o* B a1ove t'e estimate and as per
tender terms and conditions on tec'nica""y accepta1"e "o*est offer 1asis.
VVVVVVVVVVVVVV
E:ecuting Deptt.
VVVVVV VVVVVVVVVVV
6inance Tendering #e""
C6C + T# concurred in
7pproving 7ut'ority
95
7NNET=RE + (
3ara + 4.1.

INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
Letter of Acceptance of Tender
MBs.+++++++++++++++++++++++++++++
+++++++++++++++++++++++++++++++++++
+++++++++++++++++++++++++++++++++++
Su12ect @ Tender No.++++++++++++++++++++++++++++++++++++++++ for ++++++++++++++++
+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++.
Reference @ Qour reference "etter No.++++++++++++++++++++++++++++++++++++++++++dt.+++++++++++a"ong*it' tender for a1ove
*or5 su1mitted 1y you D your su1se<uent correspondences of even reference dated +++++++++++++++++++++++++++++.
Dear Sir?
Qour tender for t'e su12ect *or5 'as 1een accepted on 1e'a"f of Indian &i" #orporation )imited 8Refineries D
3ipe"ines Division9? +++++++++++++++++++++++++++++++on terms D conditions stated in tender Documents su12ect to t'e
7greed 4ariations anne:ed 'ereto D mar5ed 7nne:ure+++++++++++++++++++.
Qou *i"" 1e entit"ed to remunerations for t'e *or5 ca"cu"ated in accordance *it' t'e Tender Documents on t'e
1asis of t'e rates indicated in t'e sc'edu"e of Rates anne:ed 'ereto D mar5ed as 7nne:ures +++++++++++++++?
+++++++++++++++? +++++++++++ .
T'e tota" nomina" contract va"ue for t'e purpose of ca"cu"ation of initia" security deposit s'a"" 1e Rs. ++++++++++++++++
8Rupees +++++++++++++++++++++++++++++++++++ on"y9.
Qou are re<uested to deposit B furnis' a ,an5 !uarantee from any nationa"iIed 1an5 in t'e proforma attac'ed to t'e
Tender Documents for t'is purpose? for Rs.++++++++++ 8Rupees +++++++++++++++++++++++++++++++++++++++++++ on"y9 as initia"
security deposit *it' our ++++++++ &ffice D attend t'is office *it'in +++++++ 8+++++++++++9 days of t'e receipt of t'is "etter
to sign t'e contract? fai"ing *'ic' your tender *i"" 1e re2ected D earnest money *i"" 1e forfeited. Qou s'ou"d a"so
1ring *it' you a non+2udicia" stamp paper of Rs. VVVVVV 8Rupees VVVVVVVVVVVVVV on"y9R for t'e said purpose.
/e 'ere1y nominate S'ri+++++++++++++++++++++++++++++++++ 8Designation9 ++++++++++++++++as t'e Engineer+in+c'arge? in
terms of t'e contract. Qou may p"ease contact 'im immediate"y for furt'er instructions. Mean*'i"e you are
re<uested to prepare D su1mit a detai"ed *or5 sc'edu"e to S'ri +++++++++++++++++++++++++++++++
N Qou are re<uired to furnis' a ,an5 !uarantee in t'e form anne:ed 'ereto and mar5ed 7nne:ure ++++++++++++++++?
from any nationa"ised 1an5 in order to re"ease t'e Mo1i"isation 7dvance of Rs.++++++++++++++++as provided for in t'e
7greed 4ariations.
3"ease note t'at t'e time a""o*ed for carrying out t'e *or5 as mentioned in t'e tender s'a"" 1e rec5oned from t'e
date of issue of "etter of acceptance of tender.
It is understood t'at t'e a1ove *or5s 'ave 1een a*arded to you on t'e 1asis? intera"ia? of t'e statements made in
your tender and t'e informations given in t'e anne:ures t'ereto and your su1se<uent "etters referred to a1ove.
T'an5ing you?

Qours fait'fu""y?

96
for and on 1e'a"f of
Indian &i" #orporation )td.
8Refineries D 3ipe"ines Division9
Name @VVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
Designation @VVVVVVVVVVVVVVVVVVVVVVVVV
Enc"s @ 7s stated.
R T'e appropriate va"ue may 1e fi""ed in.
N De"ete if not app"ica1"e.
97
7NNET=RE + -
3ara + %.1.3
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
FACE SHEET OF MEASUREMENT BOOK

M, Num1er ++++++++++++++++++++++++++++++++++++++++++++++
Issued to +++++++++++++++++++++++++++++++++++++++++++++++++++
-ate of (ue ---------------------------------------------

7ccounts &fficer
98
7NNET=RE+-8a9
3ara + %.1.3
INSTRUCTIONS FOR RECORDING THE MEASUREMENTS IN MB.
1. T'e measurements s'ou"d 1e recorded 1y t'e aut'orised staff of t'e Engineering Department.
2. Eac' set of measurements s'ou"d commence *it' entries starting @+
8a9 6u"" name of *or5 as given in t'e #ontract.
819 )ocation of *or5?
8c9 Name of t'e #ontractor?
8d9 T'e No. and date of 7greement?
8e9 T'e date of commencement of t'e *or5 and
8f9 T'e date of measurement.
3. Fuantities entered in t'e measurement 1oo5 s'ou"d 1e c"ear"y tracea1"e into t'e R.7. ,i""B6ina" 1i"".
4. Entries s'ou"d 1e recorded continuous"y and no 1"an5 page "eft or torn out. 7ny page or space "eft 1"an5
inadvertent"y s'ou"d 1e cance""ed 1y diagona" "ines? t'e cance""ation 1eing attested and dated.
. 7fter t'e payments are made entries in t'e Measurement ,oo5 s'ou"d 1e crossed off 1y red "ines dra*n
diagona""y across t'e pages.
$. Measurement 1oo5s s'ou"d invaria1"y accompany t'e 1i""s and accounts to *'ic' t'ey refer.
%. 7"" measurement of *or5 or materia"s s'ou"d 1e recorded in t'e measurement 1oo5 at once? on t'e spot. T'e
entries in t'e Measurement ,oo5 s'ou"d 1e made in in5. No erasures of any 5ind s'ou"d 1e permittedS mista5es
s'ou"d 1e corrected 1y dra*ing t'e pen t'roug' t'e incorrect entry and inserting t'e correct figures 1et*een t'e
"ines.
(. /'en c'ec5 measurements of a *or5 are ta5en it is not necessary t'at t'is s'ou"d 1e recorded in a separate
measurement? 1ut t'e c'ec5ing officer s'ou"d c"ear"y indicate in t'e origina" measurement 1oo5 t'e c'ec5 made 1y
'im 1y entering t'e *ords Cc'ec5ed and found correctC a1ove 'is dated signature against t'e items c'ec5ed. S'ou"d
t'ere 1e any serious difference found? a note of e:p"anation s'ou"d 1e made in t'e measurement 1oo5.
-. In t'e case of measurements for materia"s? t'ese must 1e recorded from t'e resu"t of actua" measurement or count
and not simp"y copied from t'e 1i""s received from t'e supp"ier.
1.. /'en any entry in a measurement 1oo5 is cance""ed t'e reasons for doing so s'ou"d recorded in t'e 1oo5 over
t'e dated signature of t'e officer cance""ing t'e measurement? *'ose designation s'ou"d 1e c"ear"y given.
11. Eac' set of measurement s'ou"d 1e signed and dated 1y t'e officer 1y *'om it is actua""y made and t'e
signature of t'e contractor o1tained in to5en of acceptance 1y 'im of t'e recorded measurements.
12. 7"" corrections made in entries s'ou"d 1e initia""ed 1y t'e person responsi1"e.
13. No page s'ou"d 1e removed from a measurement 1oo5 and a"" 1"an5 pages s'ou"d 1e c'ec5ed 1efore t'e
measurement recorded.
99
7NNET=RE + -819
3ara + %.1.3
INDI7N &I) #&R3&R7TI&N )IMITED
(REFINERIES DIVISION)
MEASUREMENT BOOK
Date 3articu"ars Measurement #ontentsB 7rea
No. ) , D
100
7NNET=RE +-8c9
3ara + %.1.3
INDIAN OIL CORPORATION LIMITED
(REFINERIES & PIPELINES DIVISION)
ABSTRACT M.B.
Name of t'e *or5+++++++++++ Name of #ontractor+++++++++++++++ ,i"" No.++++++++++++++
S. No. Item No. 3articu"ars 3age No.
of M,
from *'ere
<ty 1roug't
for*ard
Fty. Rate 7mount Remar5s
Tota"
7ccepted
#ontractor
Dated Engineer+in+#'arge

101
7NNET=RE + 1.
3ara + %.1.4
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
LOOSE-LEAF MEASUREMENT SHEET
M.,.No.BS'eet No.++++++++++++++++
Name of *or5 +++++++++++++++++++++++++++++++++++ #ontract No. ++++++++++++++++++++++++++++++
#ost #entre No. ++++++++++++++++++++++++++++++++++++++++++++++++++++
Name of #ontractor +++++++++++++++++++++++++++++++++++++++++++++++
R.7. ,i"" No. +++++++++++++++++++++++++++++++++ Date of Measurement +++++++++++++++++++
S. No. Item No. Description as
per Sc'edu"e
3age No. of
M, from
*'ere <ty
1roug't
for*ard
) , DB0 Remar5s

Signature of #ontractor Signature of Engineer Recording D
7ccepting measurement.

++++++++++++++++++++++++++++++++ +++++++++++++++++++++++++++++++
Date @+++++++++++++++++++++++ Date @+++++++++++++++++++++++

102
7NNET=RE + 11
3ara + %.1.
INDIAN OIL CORPORATION LIMITED
(REFINERIES & PIPELINES DIVISION)
REGISTER OF ISSUE OF MEASUREMENT BOOKS

S".
No.
,oo5
No
S'eet No Issued to
Engineer
Name of
/or5
Date of
Issue
Reference
to re<uest
7c5no*"
edge+
ment
Initia"s of
7#&
6rom To
103
7NNET=RE +12
3ara + %.1.%
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
INSTRUCTIONS FOR RECORDING THE MEASUREMENTS IN
LOOSE LEAF MB SHEETS.
1. T'e M, s'eets s'ou"d 1e used on"y for approved measurements after verification 1y Engineer.
2. Item num1er means seria" num1er of t'e item in t'e sc'edu"e of rates attac'ed *it' t'e #ontract.
3. T'e description as per sc'edu"e s'ou"d 1e given in fu"" *'ic' s'a"" 1e typed t'roug' t'e entire 1readt' of t'e
form inc"uding )B, D DB0 co"umns etc.? so t'at num1er of s'eets consumed is curtai"ed to t'e 1arest minimum.
4. T'e measurement of *or5 re"ating to eac' cost centre s'ou"d 1e recorded separate"y.
. Eac' page of t'e M, s'eet s'a"" 1e signed 1y t'e contractorBs and Engineer+in+#'arge and at t'e end of t'e
measurement t'e fo""o*ing certificate s'a"" 1e recorded @+
C#ertified t'at t'e <uantity of *or5 as s'o*n in t'e detai"ed measurement s'eets from pages+++++++++++ to+++++++++++
'ave actua""y 1een done as per specification and approved dra*ings.C
$. T'e "ast page containing t'e certificate s'a"" 1e signed 1y t'e #ontractor and t'e Engineer ta5ing t'e
measurements and t'e EngineerBs e:ercising t'e c'ec5 measurements of t'e *or5.
%. T'e #ontractor? 1efore affi:ing 'is signatures on t'e "ast page? s'a"" give t'e fo""o*ing certificate @+
C I accept t'e a1ove measurements.C
(. 7"" copies inc"uding any cance""ed M, S'eetBs s'ou"d 1e returned to finance *it' t'e re"evant running account
1i"" stating reason for suc' cance""ation.
-. 7ny unused M, S'eetBs "ying *it' t'e Engineer s'a"" 1e returned to 6inance 1efore sett"ement of t'e 1i"" of t'e
#ontractor.
1.. T'e M, S'eets s'a"" 1e used seria""y.
11. Eac' Site+in+c'arge of *or5s s'ou"d give 'is re<uirement of M, S'eets du"y countersigned 1y t'e Engineer+in+
c'arge of t'e *or5? at "east one *ee5 in advance to finance *'o *i"" issue a set of "oose "eaf M, S'eets against
ac5no*"edgment and after ma5ing entries in t'e Register of issue of M, S'eets.
12. T'ese instructions are supp"ementary to t'e instructions re"ating to recording of measurements as given in
/or5s 3rocedure Manua" vide 3ara %.(.
13. T'e 6inance Department of I&# *i"" *atc' and ensure t'at t'e M, S'eet for eac' *or5 are seria""y used. If any
s'eets is cance""ed? t'e same s'a"" 1e attac'ed a"ong *it' t'e 1i"". 7ny missing gap in num1ers *i"" 1e 1roug't to
t'e notice of t'e Engineer+in+#'arge.
14. 6inance Department *i"" a"so 5eep record of t'e unused s'eets returned to t'em and re+issued 1y t'em for ot'er
*or5s.
1. T'e measurement s'eets *i"" 1e typed in five copies 8/'ite? pin5? green? ye""o* and 1"ue9 and t'eir distri1ution
*i"" 1e as fo""o*s @+
X X X X &*ner8I&#9 + 2 #opies8/'ite D 3in59 + &ne for Engg. Deptt. D one for 6inance Deptt.
#onsu"tant + 2 #opies 8!reen D Qe""o*9 + &ne for Engg. Deptt. D one for 6inance Deptt.
#ontractor + 1 #opy 8,"ue9
104
1$. Initia""y? t'e first 4 copies *i"" 1e sent to 6inance Department of I&# *it' t'e 1i""s. T'e copies of t'e
Engineering Department of I&# D t*o copies of t'e consu"tant *i"" 1e returned after t'e 1i""s 'ave 1een passed.
1%. T'e printed "oose "eaf M, S'eets *i"" 1e seria""y num1ered. T'e num1ering *i"" 1e done as fo""o*s @+
X X X X ,oo5 No. D S'eet No. e.g. 1B1? 1B2? 2B1? 2B2?.............? 1.. s'eets *i"" 1e put in one pad and mac'ine
num1ered seria""y. 7fter t'e 1.. s'eets of eac' 1oo5 'ave 1een used? t'ese *i"" 1e again 1ound toget'er 1y I&#?
6inance D 5ept as permanent record. 7"" t'e M,s re"ating to one *or5 *i"" a"so 1e 1ound toget'er and 5ept for
permanent record 1y t'e 6inance Department of I&#.
105
7NNET=RE + 13
3ara + %. 8i9
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
MEASUREMENT-CUM-BILL FORM
(To be used for petty works costing less than Rs.50,000 )
------------------------------------- Department
1. Name of t'e *or5 + +++++++++++++++++++++++++++++++++++++++++++++++++++++++
2. Name of t'e #ontractor + ++++++++++++++++++++++++++++++++++++++++++++++++
3. 7.7. Num1er of Date + +++++++++++++++++++++++++++++++++++++++++++++++++++
4. Tec'. Sanction No. D Date + ++++++++++++++++++++++++++++++++++++++++++++
. Date of commencement + ++++++++++++++++++++++++++++++++++++++++++++++++
$. Date of comp"etion + ++++++++++++++++++++++++++++++++++++++++++++++++++++++
%. Tota" va"ue of *or5 done + +++++++++++++++++++++++++++++++++++++++++++++++++
(. Recoveries + +++++++++++++++++++++++++++++++++++++++++++++++++
-. Net amount paya1"e + +++++++++++++++++++++++++++++++++++++++++++++++++

819
S.
No
Item
No.
Description of
t'e item
Measurement Fty. Rate 7mount
N& ) , D
!ross 7mount 879
829
S. No. 3articu"ars of Recoveries 7mount
Tota" 7mount of Recoveries 8,9 @
Net 7mount 3aya1"e 879 + 8,9 @
1. #ertified t'at t'e *or5 'as 1een comp"eted as per specifications.
2. #ertified t'at no furt'er dues ot'er t'an t'ose mentioned a1ove are recovera1"e from t'e contractor.
3. #ertified t'at t'e contractor 'as c"eared t'e site.
4. #ertified t'at t'e gate passes 'ave 1een returned
7ccepted in fu"" and fina" sett"ement.

Engineer+in+#'arge #ontractor +++++++++++++++++++++++++++++++++++++++++++++++++++++++
3assed for payment of Rs.++++++++++++++++++++8Rupees+++++++++++++++on"y9
Signature
7ccountant@
7#& BS7#&@
106
7NNET=RE 14
3ara %. 8ii9
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
FIRST AND FINAL BILL FORM
PART2I
1. Name of t'e Department
2. Name of t'e *or5
3. Name of t'e #ontractor
4. Date of commencement
. Date of comp"etion
#ertified t'at t'e *or5 'as 1een comp"eted as per specifications and dra*ings. No furt'er dues
ot'er t'an t'ose mentioned in t'e Recovery statement are recovera1"e from t'e contractor. T'e
#ontractor 'as c"eared t'e site and returned t'e gate passes.

Engineer+in+#'arge
37RT II
Item no Description of
t'e item
Fty =nit Rate 7mount

37RT III
Memorandum of 3ayments
Tota" va"ue of *or5 done as per part II
Deductions@
+++++++++++++++++++++++++++++
++++++++++++++++++++++++++++
Net amount paya1"e@
M.,. No+++++++++++++++++ 3age No.+++++++++++++++ Recorded 1y+++++++++++++++++++++++++
Date of Measurement++++++++++++++++++++#'ec5ed 1y++++++++++++++++++++++++++++++++++++
7ccepted in fu"" and fina" sett"ement.
#ontractor
Engineer+in+#'arge
++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
3assed for payment of Rs.++++++++++++++ 8Rupees ++++++++++++++++++++++++++++++++++++++ on"y9

7ccountant
7#& B S7#&
107
7NNET=RE + 1
3ara + %. 8iii9
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
R.A. BILL AND FINAL BILL
PART I
1. Name of t'e Department
2. Name of t'e *or5
3. Name of t'e #ontractor
4. Date of commencement
. Date of comp"etion
$. Sr. No. of t'is ,i""
%. No. and date of "ast ,i""
37RT II
7dvance for *or5 done 1ut not
measured
Item of
/or5
Rate =nit 4a"ue of *or5 done Remar5s
Tota"
as per
previo
us 1i""
Since
previo
us 1i""
Tota"
upto
date
Fty.
E:ect+
ed
=pto date Since
previous
1i""
Tota" va"ue of *or5 done 879
8D9 8,9 )ess va"ue of *or5 as per previous 1i""
Net va"ue of *or5 since previous 1i"" 869
37RT III + SE#=RED 7D47N#E

Fuantity out
standing as
per previous
,i""
7ppro:imate
rate of t'e
materia"s.
Description of
t'e materia"s
=nit Reduced rate
proposed
Tota"
7dvance
#ertified t'at t'e <uantity of materia"s against *'ic'
t'e advance is paid 'ave 1een actua""y 1roug't to site
and t'e contractor 'as not received any advance
previous"y on t'e security of t'e materia"s and a""
materia"s are re<uired 1y t'e contractor for use in t'e
*or5 for *'ic' finis'ed *or5 rates 'ave 1een agreed
to in t'e contract. #ertified t'at t'e materia"s are of
imperis'a1"e nature. Tota" advance as per t'is 1i"" 8#9
-----------------------------
)ess+amount as per 8#9 of previous 1i""
++++++++++++++++++++++++++++++++++++++++++++
Net amount since previous 1i"" 8E9
+++++++++++++++++++++++++++++++++++++++++++++
108

M, No.++++++++++++++++++++++++ 3age No.+++++++++++++++Recorded 1y+++++++++++++++++++++++
Date of Measurement++++++++++++++++++++++++ #'ec5ed 1y++++++++++++++++++++++++++++
7ccepted in fu"" and fina" Sett"ement.
#ontractor
Engineer+in+#'arge
37RT I4
MEM&R7ND=M &6 37QMENTS

Sr. No. Description 7mount
Tota" va"ue of *or5 done as per 879 of 3art II. Rs 3
Tota" Hadvance paymentH as per 8,9 of 3art II.
Tota" secured advance as per 8#9 of 3art III.
Tota" of 1 to 3. 8>9
)ess amount paid as per 8>9 of previous ,i""
,a"ance 3ayment
Deductions
1.
2.
Tota" Recoveries@
Net 7mount@


paed for pa+ment of !. -------------------- "!upee ------------------------------ onl+'
7ccountant
7#& B S7#&
109
7NNET=RE + 1$
3ara + %..3
INDI7N &I) #&R3&R7TI&N )IMITED
(REFINERIES DIVISION)
LUMP SUM R A BILL
PART I
1. Name of t'e DepartmentVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
2. Name of t'e /or5VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
3. Name of t'e #ontractorVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
4. Sr. No. of t'e ,i""VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
. Sr. No. of t'e "ast ,i""VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
$. Date of #ommencementVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
37RT II
7ppro:imate va"ue of *or5 done upto date e:c"uding t'e measured up additions
D a"teration
Rs. 3
4a"ue of measured up additions and a"terations as per M, No.........
7mount of Secured 7dvance as per 8#9 of 3art III
Tota" 81 to 39 8>9
)ess 3ayment made as per 8>9 of previous 1i"" No.................
,a"ance payment to 1e made
Deductions
1.
2.
3.
Tota" recoveries
Net 7mount paya1"e

37RT III + SE#=RED 7D47N#E
Fty. outstanding
from previous 1i""
Deduct <ty.
uti"ised since
previous 1i""
Fty. outstanding
inc"uding <ty.
1roug't since
previous 1i""
7ppro:imate
rate
Description of
t'e materia"s
=nit

Rate 7mount
Tota" amount
outstanding as
per t'is 1i"" 8#9
Deduct amount
outstanding as
per 8#9 of
previous 1i""
Net amount
outstanding as
per t'is 1i""
110
#ertified t'at t'e <uantity of materia"s against *'ic' t'e advance is paid 'ave 1een actua""y 1roug't to t'e site and
t'e #ontractor 'as not received any advance previous"y on t'e security of t'e same materia"s and a"" materia"s are
re<uired 1y t'e #ontractor for use in t'e *or5. #ertified t'at t'e materia"s are of imperis'a1"e nature.
1. #ertified t'at t'e va"ue of *or5 done uptodate e:c"uding t'e measured up additions and a"terations is not "ess
t'an Rs.VVVVVVVVVVVVVVVVVVVVVV.
2. T'e detai"ed measurement for additions and a"terations *ere made 1y S'riVVVVVVVVVVVVVVVVVVVVVV
onVVVVVVVVVVVVVVVand are recorded at pageVVVVVVVVVVVVVof M, No.VVVVVVVVVVVVVVVVVV.
#'ec5ed 1yVVVVVVVVVVVVVVVVVVVVVVVVVVV
7ccepted
#ontractor
Engineer+in+#'arge
VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
3assed for payment of Rs. VVVVVVVVVVV 8Rupees VVVVVVVVVVVVVVVVVV on"y9
Accountant
7#&BS7#&
111
ANN./0!. - 11
3ara + %..3
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
)=M3 S=M 6IN7) ,I))
PART I
1. Name of t'e DepartmentVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
2. Name of t'e *or5VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
3. Name of t'e #ontractorVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
4. Sr. No. of t'is ,i""VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
. No. D date of "ast 1i""VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
$. Date of commencementVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
%. Date of comp"etionVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
37RT II
Description of *or5 Fuantity Rate =nit

7mount
Tota"
7dditions D 7"terations
Tota" va"ue of *or5 done
879 ++++ 8>9
37RT III
1. #ertified t'at *or5 'as 1een comp"eted as per specifications and dra*ings.
2. T'ere is not'ing due from t'e #ontractor.
3. T'e contractor 'as c"eared t'e site.
4. T'e detai"ed measurement of additions and a"terations *ere recorded 1y S'ri+++++++++++++++++++++ on+++++++++++++++ at
page No.++++++++++ of M, No ++++++++++++++++.

#'ec5ed 1y+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++.
7ccepted in fu"" and fina" sett"ement.

#ontractor
Engineer
37RT I4

MEM&R7ND=M &6 37QMENTS
112
1 Tota" va"ue of *or5 done as per 3art II 7
2 )ess payment made as per 8>9 of previous 1i""
3 ,a"ance payment to 1e made
4 Recoveries
Net amount paya1"e
3assed for payment of Rs.+++++++++++++++++++++++ 8Rupees+++++++++++++++++++++++++++++++on"y9
7ccountant 7#& B S7#&
113
7NNET=RE + 1(
3ara + %.%
INDIAN OIL 0ORPORATION LIMITED
(REFINERIES DIVISION)
PRE-REQUISITE SLIP
RA BILL NO. / FINAL BILL
1. Name of t'e Department.
2. Name of t'e *or5
3. Name of t'e #ontractor.
4. 7.7. No. +++++++++++++++++++++++++++++ Date ++++++++++++++++++++++
. T.S. No .+++++++++++++++++++++++++++++ Date +++++++++++++++++++++++
$. 3ercentage c'ec5ed 1y Engineer
%. 3ercentage c'ec5ed 1y Sr. Engineer
(. Date of commencement
-. Date of #omp"etion
1.. E:tension granted? if any
11. 2.3. No. ----------------------------------------

Engineer B Sr. Engineer
Engineer+in+#'arge
114
7NNET=RE + 1-
3ara + %.1..1 8i9
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
DEVIATION STATEMENT
Name of the work -------------------------- Name of the Contractor -------------------
Item No. 3articu"ars Fty. as per
contract
7mount as
per contract
Fuantity
e:ecuted
7mount as
per fina" 1i""
E:cess Saving Reasons for
variation
Net e:cess or saving @
115
7NNET=RE + 2.
3ara + %.1..1 8ii9

INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
COMPLETION CERTIFICATE
1. Name of t'e Department
2. Name of t'e *or5
3. Name of t'e contractor
4. &rigina" contract va"ue
. Date of commencement
$. Date of comp"etion
%. E:tension granted? if any.
(. E:empted va"ue of t'e contract
#ertified t'at t'e *or5 'as 1een comp"eted as per specifications and dra*ings.

Site Engineer
Engineer+in+#'arge
116
7NNET=RE + 21
3ara + %.1..1 8iii9

INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
RECOVERY STATEMENT
Sr. No 3articu"ars Fuantity
Issued
Rate 7mount Recovery
a"ready made
Recovery to
1e made from
t'is 1i""
,a"ance Remar5
s
Fty 7mt. Fty 7mt. Fty 7mt.
Engineer B Sr. Engineer
117
7NNET=RE + 22
3ara + %.1..1 8v9
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
MATERIAL APPROPRIATION STATEMENT

Name of t'e *or5+++++++++++++++++++++++++++ Name of t'e #ontractor++++++++++++++++++++

Sr.
No
Name of
materia"
Fty.
issued
T'eoretica"
consumption
3ercentage
*astage
a""o*ed
Tota" Difference


Rate 4a"ue

Engineer B Sr. Engineer
118
7NNET=RE + 22 8a9
3ara + %.1..1 8v9
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
MATERIAL ISSUE STATEMENT

Name of t'e *or5+++++++++++++++++++++++++ Name of t'e #ontractor ++++++++++++++++++++++
3articu"ars of Materia" +++++++++++++++++++++++++++++++

Sr. No.
MI4B!I4
No. D Date
Fuantity MR4 No. D
Date
Fuantity Net Issue
Fuantity
Remar5s
Engineer B Sr. Engineer
119
7NNET=RE +23
3ara + (.2
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
ADVANCE BILL
1. Name of t'e Department
2. Name of t'e *or5
3. Name of t'e #ontractor.
4. R.7. ,i"" No. against *'ic' advance recommended
. Tota" amount of t'is 1i""
$. Recoveries @+
819 S.D.
829 Materia"s
839 7dvances
849 &t'er recoveries
%. Tota" Recoveries
(. Net amount of t'is ,i""
-. 7dvance recommended 8Not more t'an %A of t'e net amount9
1.. T'e amount of advance *'ic' 'as 1een recommended for payment against t'e contractorHs R.7. ,i""
No.+++++++++++++++++++++++++++++ is "ess t'an t'e amount 1i""ed for? after a""o*ing for deduction on various accounts.
Engineer B Sr. Engineer
Engineer+in+#'arge
/e 'ere1y agree t'at s'ou"d t'e amount of advance paid to us 1e found su1se<uent"y more t'an amount of t'e
R.7. ,i"" in respect of *'ic' advance is paid? *e *i"" refund fort'*it' t'e amount overpaid.

#ontractor

3assed for payment of Rs.++++++++++++ 8Rupees +++++++++++++++++++++++ on"y9.
7ccountant
7#&BS7#&
120
7NNET=RE 238a9
3ara + (.4
ITEM QUALIFYING FOR SECURED ADVANCE
CATEGORY A
ITEMS AGAINST WHICH SECURED ADVANCE CAN BE GRANTED
7.1 @ #I4I)
8i9 ,ric5s
8ii9 Stone and ,ric5 7ggregate
8iii9 Stones
8iv9 6inis'ed products of 1rass? iron or stee" suc' as doors and *indo* frames? *iremes'? gate? !.I.S'eets
8v9 3recast R.#.#. product suc' as pipes D fittings? 2a"i? *ater storage tan5s
8vi9 Doors and *indo*s fittings
8vii9 3ipes and sanitary fittings of !.I.?#.I..S#I and 0#)
8viii9 Meta""ic doorsB*indo*s
8i:9 M.S. !ratings
8:9 Reinforcement 1ars
8:i9 0ydrau"ic door c"osures
8:ii9 Structura" stee"
8:iii9 6"us'ing cisterns
8:iv9 #.I. 4a"ves? s"uice gates etc.
8:v9 6encing materia"s+#'ain"in5B,ar1ed*ire etc.
8:vi9 7nc'or 1o"ts
7.2 @ E)E#TRI#7)
8i9 Stee" #onduits
8ii9 !.I. 3ipes
8iii9 G.#. ,oards
8iv9 S*itc'gears 8 7ir circuit 1rea5ers and 7ir 1rea5 s*itc'es 9
8v9 7.#.S.R. #onductors
8vi9 3umps
8vii9 !enerating sets 8*it'out oi"9
8viii9 !.I. Strips
8i:9 Street "ig't po"es 8Stee"9
121
8:9 #a1"e trays
8:i9 #.I. ,o:es
8:ii9 7.#. 3"ant D Mac'inery
7.3 @ ME#07NI#7)
8i9 Structura" stee"
8ii9 3"ates
8iii9 3umpsBmotors? 4esse"s etc. Diese" engine? Side entry mi:ers? suction 'eater D any ot'er mec'anica"
e<uipment.
8iv9 Refractory 1ric5sH
8v9 S.S. foi"
8vi9 3ipesBpipe fittings
8vi9 !ratings
8vii9 4a"ves? 0ydrants? motors
8viii9 7""uminium s'eet
7.4 INSTR=MENT7TI&N
8i9 Structura" Stee"
8ii9 M.S. S'eetB!.I. S'eets
8iii9 3refa1ricated trays
8iv9 3ipesBtu1esBfittings
#7TE!&RQ ,
ITEMS AGAINST WHICH SECURED ADVANCE CAN BE GRANTED AFTER OBTAININNG
INSURANCE COVER FROM THE CONTRACTOR

,.1 @ #I4I)
8i9 >itc'en sin5 c'ina vitreous@ 6"us1ac5 for *as' 1asin ?vitreous c'ina *ater c"oset and pedesta" type *ater
c"oset ?vitreous c'ina urina"s?
8ii9 !"aIed ti"es? terraIo ti"es and simi"ar artic"es
8iii9 Mar1"e s"a1s
8iv9 7s1estos cement 3roducts
8v9 6inis'ed tim1er 3roducts suc' as doors? *indo*s? f"us' doors? 3artic"e 1oards 8Su12ect to t'e mandatory tests
1eing satisfactory9
8vi9 ,itumen in sea"ed drums
8vii9 ,itumen fe"t
8viii9 3o"yt'ene pipes and fittings
8i:9 Sanitary fittings and pipes of S./? 3orce"ain and c'ina*are materia"s
122
8:9 )aminatedBsafety one *ay vision and ,u""et proof g"asses
8:i9 #'emica"s re<uired for antitermite treatment 8in sea"ed drums9
8:ii9 3aints? 4arnis'es? Distempers 3igment? spirit
8:iii9 #ei"ing Ti"es
8:iv9 7cid proof ti"es
8:v9 ,itumen products re<uired for mastic f"ooring etc.
8:vi9 /aterproofing? compounds suc' as #I#& etc.
8:vii9 Materia"s for Epo:y finis'ing etc.
,.2@ E)E#TRI#7)
8i9 Transformers
8ii9 S*itc' gears 8&I) 6I))ED9
8iii9 ).T. D 0.T. #a1"es
8iv9 6ans
8v9 Storage D D R Q 1atteries
8vi9 Insu"ation tapes
8vii9 Epo:y ca1"e compounds
8viii9 E"ectric "ig't fittings
8i:9 /ood 1attens? #asing D #aping and *ooden 1oards
8:9 6"e:i1"e *ires
8:i9 34# materia"s
8:ii9 Ru11er Materia"s
8:iii9 !"ass *oo"s? t'ermoco" and ot'er insu"ating materia"s
8:iv 3orce"ain 0.T. and ).T. insu"ators
8:v9 E"ectric 'eat tracing tapes
,.3@ ME#07NI#7)
8i9 ,itumen
8ii9 /raping D #oating materia"
8iii9 3rimerB3aints
8iv9 6oamBfoam sea" materia"
8v9 !uiniting materia"
123
8vi9 Insu"ation D refractory materia"s ot'er t'an 1ric5s
,.4@ INSTR=MENT7TI&N
8i9 SSB#opper Tu1es
8ii9 SSB,rass #ompression fittings
8iii9 #ontro"BSigna" #a1"es
8iv9 Gunction 1o:esBMars'a""ing 1o:es
8v9 #ontro" pane"s
#7TE!&RQ #
ITEMS AGAINST WHICH NO SECURED ADVANCE SHOULD BE GRANTED
#.1 @ #I4I)
8i9 !"ass products ot'er t'an t'ose indicated in #ategory ,
8ii9 Sand and Moorum
8iii9 #'emica" compounds ot'er t'an t'ose under #ategory ,
8iv9 3etro"
124
7NNET=RE+24
3ara + (.4
INDIAN OIL 0ORPORATION LIMITED(
(REFINERIES DIVISION)
Reg : Letter of Hypothecation
Dear Sirs?
/0ERE7S Indian &i" #orporation )imited 8'ereinafter ca""ed Ct'e #orporationC *'ic' e:pression s'a"" inc"ude its
successors and assigns9 'as a*arded meRBusR a contract for ++++++++++++++++++++++++++++++++++++++++++++++++++++ 8'ereinafter
ca""ed Ct'e *or5sC *'ic' e:pression s'a"" inc"ude any and a"" amendments and B or variations t'erein and e:tra
*or5s9 on t'e terms and conditions stated in t'e 7cceptance of Tender No. +++++++++++++++ dated +++++++++ 8 'ereinafter
ca""ed Ct'e #ontractC *'ic' e:pression s'a"" inc"ude any amendments t'ereto andBor variations t'erein and any
forma" contract e:ecuted in supersession t'ereof9S
7ND /0ERE7S t'e #orporation 'as at myRBourR re<uest agreed to advance 8'ereinafter ca""ed
C t'e said advanceC9 to meRBusR upto +++++++++++++++++++++++++++ of t'e va"ue of
++++++++++++++++++++++++++++++++++++++ 8 'ereinafter ca""ed Ct'e said materia"sC9 1roug't 1y meRBusR to
site of *or5s for permanent incorporation in t'e *or5s upon t'e conditions? inter+a"ia? of
myRBourR furnis'ing security and 1inding myse"f R B ourse"vesR in t'e matter 'ereinafter
appearing@
N&/ T0ERE6&RE? in consideration of t'e premises aforesaid? IRB/eR
++++++++++++++++++++++++++++++++++++++++++++++ carrying on 1usiness in so"e proprietors'ipRBpartners'ipR
under t'e name and sty"e of +++++++++++++++++++++++++++++++++++++++++++++ so as to 1ind myse"fR B
ourse"vesR and my e:ecutors? administrators? representatives and permited assignsBRour
successors and permitted assigns? D& 0ERE,Q underta5e to and agree *it' t'e #orporation as
fo""o*s @+
1. t'e va"ue of t'e said materia"s for t'e purpose of ca"cu"ating t'e said advance s'a"" 1e determined 1y t'e
Engineer+in+#'arge? *'ose computation in t'is 1e'a"f s'a"" 1e fina" and 1inding.
2. T'e said advance s'a"" 1e confined to suc' of t'e said materia"s as are 1roug't to t'e site of *or5s for permanent
incorporation in t'e *or5s to meet t'e reasona1"e re<uirements of t'e *or5s for t'e time 1eing as determined 1y t'e
Engineer+in+#'arge? *'ose decision s'a"" 1e fina".
3. /it'out pre2udice to any ot'er mode of recovery avai"a1"e to t'e #orporation? t'e said advance may 1e recovered
from myRBourR Running account ,i""s and 6ina" ,i""8s9 to t'e e:tent of t'e va"ue as determined 1y t'e Engineer+in+
c'arge 8*'ose decision s'a"" 1e fina"9 of t'e said materia"s incorporated in t'e *or5s covered 1y t'e re"ative 1i""8s9.
4. IRB*eR s'a"" maintain and cause to 1e maintained a dai"y account of t'e said materia"s 1roug't to t'e site of
*or5s for permanent incorporation in t'e *or5s and of a"" issues made t'erefrom? and s'a"" fortnig't"y or often as
re<uired 1y t'e Engineer+in+#'arge? su1mit an inventory of t'e said materia"s at site as verified 1y t'e Site
Engineer.
. IRB/eR s'a"" fort'*it' on demand and *it'out protest or demur repay t'e #orporation t'e unad2usted 1a"ance of
t'e said advance for t'e time 1eing remaining unpaid? and s'a"" unti" repayment t'ereof pay interest on t'e 1a"ance
demanded at t'e rate of VVVVV 8 at t'e appropriate ru"ing rate 9 per annum from t'e e:piry of % 8seven9 days from
t'e date of demand and unti" repayment t'ereof in fu"".
$. 7s security for t'e said advance and t'e unad2usted 1a"ance t'ereof remaining from time to time? IRB/eR do
'ere1y 'ypot'ecate 1y *ay of first c'arge to and in favour of t'e #orporation t'e *'o"e of myRBourR present and
future materia"s *'ic' no* 'ave 1een 1roug't to or may 'ereafter from time to time during t'e continuance of t'is
security 1e 1roug't to or in our upon or a1out t'e site of *or5s for permanent incorporation in t'e *or5s? t'e
materia"s 'erein 'ypot'ecated 1eing inc"usive of t'e said materia"s? 1ut not confined t'ereto? 7ND@
X X X X i9 S'ou"d t'e unad2usted 1a"ance for t'e time 1eing of t'e said advance at any time e:ceed ............ of t'e va"ue
of t'e said materia"s 'ypot'ecated to t'e #orporation as determined 1y t'e Engineer+in+#'arge 8*'ose decision
s'a"" 1e fina" 9 IRB/eR upon 1eing re<uired 1y t'e corporation s'a"" fort'*it' provide furt'er materia"s approved 1y
t'e #orporation of a sufficient va"ue to made good t'e s'ortfa""? or s'a"" pay t'e #orporation an amount sufficient to
ma5e good t'e s'ortfa""S
ii9 IRB/eR s'a"" a""o* t'e #orporation and its servants? and agents at a"" times to ta5e inspections of t'e materia"
'ere1y 'ypot'ecated to t'e #orporation and of a"" myRBourR 1oo5s and records pertaining t'ereto and produce as
and *'en re<uired 1y t'e #orporation andBor its servants or agents any and a"" suc' evidence as itBt'ey may re<uire
to procure t'e cost and va"ue of any of t'e materia"s 'ere1y 'ypot'ecatedS
125
iii9 T'e materia"s 'ere1y 'ypot'ecated s'a"" 1e 5ept at myRBourR ris5 and e:pense in a"" respects and IRB/eR s'a""
at myRBourR o*n e:penses during t'e continuance of t'is security 5eep t'e said materia"s in good and mar5eta1"e
condition and insured against suc' ris5s as t'e #orporation may re<uire for t'e fu"" mar5eta1"e or rep"acement va"ue
t'ereof in t'e 2oint names of myse"fRBourse"vesR and t'e #orporation in an insurance #ompany or companies to 1e
approved 1y t'e #orporation and s'a"" de"iver t'e po"icy 8ies9 of insurance and t'e receipt for t'e "ast premium paid
for every suc' po"icy of insurance to t'e #orporation *it' e:c"usive rig't in t'e #orporation to receive a"" proceeds
of any suc' insurance and underta5e on myRBourR part to pay to t'e #orporation a"" proceeds of any po"icy re"ative
to t'e materia"s 'ere1y 'ypot'ecated received 1y meRBusR during t'e continuance of t'is security and underta5e to
rene* and 5eep in fu"" force and effect and maintain suc' insurance t'roug'out t'e continuity of t'is security and to
de"iver to t'e #orporation t'e rene*a" receipts and po"icies t'erefor *it' rig't in t'e #orporation to app"y a"" sums
received under any insurance as aforesaid in or to*ards t'e "i<uidation of t'e said advance or t'e unad2usted
1a"ance t'ereof for t'e time 1eing outstandingS
iv9 It s'a"" 1e "a*fu" for t'e #orporation and its servants? agents and nominees at any time during t'e continuance of
t'is security and *it'out any notice to meRBusR to enter into or upon any p"ace or premises *'ere or *'erein any of
t'e materia"s 'ere1y 'ypot'ecated may 1e or situated or 5ept or stored 8and to effect suc' entry? if necessary? as
myRB ourR attorney and in myRBourR name for *'ic' purpose and to do a"" acts? deeds and t'ings deemed necessary
1y t'e #orporation in connection t'ere*it' IRB/eR do 'ere1y appoint and aut'orise t'e #orporation and its servants
and agents and nominees9? and to inspect? va"ue? superintend? dispose of andBor ta5e particu"ars of a"" or any part of
t'e materia"s 'ere1y 'ypot'ecated and to c'ec5 any statements? accounts? reports and information re"ative t'ereto
7ND a"so if IRB /eR s'a"" fai" to repay on demand any monies *'ic' oug't to 1e paid 1y meRBusR 'ereunder or
s'a"" commit any 1reac' of t'is agreement or under any circumstances *'ic' in t'e so"e 2udgement of t'e
#orporation is pre2udicia" to or imperi" or is "i5e"y to pre2udice or imperi" t'e security created 'ereunder or if
distress or e:ecution is "evied or enforced against any of myRBourR property or assets *'atsoever or if IRB/eR s'a""
suspend or cease to carry on 1usiness or if t'e said #ontract is cance""ed or terminated? t'en and in any suc' case? it
s'a"" 1e "a*fu" for t'e #orporation to ta5e c'arge of? seiIe? recover? receive? appoint receivers? remove andBor ta5e
possession of a"" or any part of t'e materia"s 'ere1y 'ypot'ecated and eit'er fort'*it' or at any time and from time
to time to se""? rea"ise or dispose of t'e same in any manner inc"uding 1y pu1"ic auction or tender or private contract
and *'et'er *it' or *it'out intervention of t'e court a"" or any part of t'e materia"s 'ere1y 'ypot'ecated or
ot'er*ise dea" t'ere*it' in suc' manner and upon suc' terms and conditions as t'e #orporation in its discretion
t'in5s fitS
v9 IRB/eR 'ere1y underta5e to give immediate possession to t'e #orporation on demand of a""
materia"s 'ere1y 'ypot'ecated to t'e #orporation? and agree to accept t'e accounts of sa"es and
rea"isations given 1y t'e #orporation as conc"usive proof of amounts rea"ised and re"ative
e:penses and to pay on demand any s'ortfa"" or deficiencies t'erein s'o*n? t'e proceeds of sa"e
or ot'er*ise rea"isations of t'e materia"s 'ere1y 'ypot'ecated to t'e #orporation to 1e app"ied
1y t'e corporation in or to*ards t'e repayment of t'e said advance andBor t'e unad2usted
1a"ance t'ereof for t'e time 1eingS
vi9 Su12ect to t'e po*ers of t'e #orporation and myRBourR o1"igations 'ereunder? IRB/eR s'a"" 1e entit"ed to use
t'e materia"s 'ere1y 'ypot'ecated to t'e #orporation in t'e ordinary course of constructionBperformance of t'e
*or5s so "ong as IRB/eRamRBareR not pro'i1ited in *riting 1y t'e #orporation from time to time.
%. T'e materia"s 'ere1y 'ypot'ecated and a"" proceeds of sa"es and ot'er rea"isations and proceeds of insurance
t'ereof s'a"" a"*ays to 1e 5ept distinguis'a1"e and 1e 'e"d as t'e e:c"usive property of t'e #orporation specifica""y
appropria1"e to t'e security 'ere1y created and IRB/eR s'a"" not *it'out t'e prior permission of t'e #orporation
create any mortgage or encum1rance *'atsoever upon or over or affecting t'e same or any part t'ereof? nor
ot'er*ise suffer or a""o* to 1e done anyt'ing t'at may pre2udice t'e security 'ere1y created.
(. T'e materia"s 'ere1y 'ypot'ecated and present"y 1roug't upon? "ying? stored or 1eing in our upon t'e site of
*or5s are myRBourR e:c"usive and uneum1ered property *it' fu"" rig't in meRBusR to create t'e security in respect
t'ereof in favour of t'e #orporation as 'erein envisaged? and a"" future materia"s *'ic' are or s'a"" 1e 1roug't into?
"ying? stored or 1e in or upon or a1out t'e site of *or5s for permanent incorporation in t'e *or5s s'a"" "i5e*ise 1e
myRBourR e:c"usive property *it'out any c'arge? "ien or interest in any ot'er person and s'a"" 1e enc"usive"y
appropria1"e to t'e security 'ere1y created in favour of t'e #orporation.
-. T'e #orporation s'a"" not in any *ay 1e responsi1"e in respect of t'e <uantity? <ua"ity? *eig't? amount? va"ue?
condition and fina" turn out or ot'er*ise of or for t'e materia"s 'ere1y 'ypot'ecated to t'e #orporation if t'e same
are or 'appen to 1e in possession of t'e #orporation and for any "oss? destruction or deterioration t'ereof? or
damage t'ereto caused 1y t'eft? pi"ferage? ro11ery? fire? riot or civi" commotion? ma"icious damage or ot'er*ise
'o*soever? *'atever may 1e t'e circumstance or t'e reasons under or for *'ic' t'e "oss? destruction? deterioration
or damage? inc"uding any act? omission? neg"igence or defau"t of t'e #orporation or any of its nominees? agents or
servants.
1.. T'e security 'ere1y created s'a"" operate and 1e a continuing security for t'e unad2usted 1a"ance of t'e said
advance from time to time due to t'e #orporation not*it'standing t'at t'ere may 1e a ni" 1a"ance at any time or
126
from time to time and not*it'standing t'at t'e said advance or unad2usted 1a"ance may e:ceed t'e "imits of t'e said
advance as 'erein envisaged.
7"" e:pressions 'erein used and not 'erein defined s'a"" un"ess repugnant to t'e su12ect or contract t'ereof carry t'e
meaning assigned to t'em under t'e said #ontract.
Qours fait'fu""y
Place 4
Date @ +++++++++++++++++++++++++
Name RR
N&TE @ RStri5e out *'at is not app"ica1"e.
RRTo 1e signed 1y a"" t'e partners of a partners'ip firm.
RRRSignature8s9 is B are not to 1e *itnessed.
127
7NNET=RE+2
3ara + -.2.28vi9
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
FINAL COMPLETION CERTIFICATE
Name of the -epartment 5555555555555555555555555555555
Name of t'e *or5 VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
Name of t'e #ontractor VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
Date of comp"etion VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV
#ertified t'at t'e *or5 'as 1een comp"eted as per dra*ing and specifications
#ertified t'at t'e #ontractor 'as c"eared t'e site.
#ertified t'at not'ing is due from t'e #ontractor.
Certified that no defect ha&e $een noticed durin) the defect lia$ilit+ period.
Engineer B Sr. Engineer
Engineer+in+#'arge
128
Annexure No.26
Para No.17.1.1"i'
FORM OF BANK GUARANTEE TO
COVER LUMPSUM ADVANCE (MOBILISATION)
,! N&@VVVVVVVVVVV
DATED:___________
VALID UPTO_______
To?
INDI7N &I) #&R3&R7TI&N )IMITED
8Refineries Division9
VVVVVVVVVVVVVVVVVVVVVV
VVVVVVVVVVVVVVVVVVVVVV
Dear Sirs?
/0ERE7S Indian &i" #orporation )imited 8'ereinafter ca""ed Ot'e #orporationP *'ic'
e:pression s'a"" inc"ude its successor and assigns9 'as a*arded toVVV8Name D 7ddress of t'e
#ontractor9 'ereinafter ca""ed Ot'e #ontractorP *'ic' e:pression s'a"" inc"ude its successors
and assigns9 t'e *or5 ofVV8Name of t'e 3ro2ectB/or59 under and in terms of a
#ontract as evidenced 1y a )etter of 7cceptance No.VVVVVVVVVVVVVVVVVVVVVVVVVVVV
datedVVVVVVVVVV issued 1y t'e #orporation to t'e #ontractor read *it' t'e re"evant Tender
Documents 8'ereinafter co""ective"y ca""ed Ot'e #ontractP *'ic' e:pression s'a"" inc"ude any
forma" contract entered into 1et*een t'e #orporation and t'e #ontractor in supersession of t'e
said )etter of 7cceptance and a"" amendments andBor modifications t'erein or in t'e terms of t'e
said advance as 'erein stipu"ated9 @
7ND /0ERE7S t'e #orporation 'as agreed to advance t'e #ontractor? inter+a"ia? a sum of Rs.VVVVVVVVVVVV
8RupeesVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV on"y9 8'ereinafter ca""ed Ot'e said 7dvanceP9? upon t'e
condition? inter+a"ia? t'at t'e said 7dvance toget'er *it' interest t'ereon at t'e rate of A 8 percent9
per annum on t'e amount of t'e said 7dvance for t'e time 1eing outstanding s'a"" *it'out pre2udice to any ot'er
mode of recovery avai"a1"e to t'e #orporation 1e recovera1"e 1y t'e #orporation 1y deduction from t'e gross
accepted amount of any Running 7ccount ,i""s and t'e 6ina" ,i"" of t'e #ontractor commencing from t'e first
Running 7ccount ,i"" of t'e #ontractor? and mean*'i"e? t'e said 7dvance s'a"" 1e secured 1y an underta5ing from
a ,an5 as 'ereinafter appearing.
/e 8Name of t'e ,an59 ? a 1ody registeredBconstituted under t'e
7ct? 'aving Registered &fficeB0ead &ffice at
8'ereinafter ca""ed t'e O,an5P *'ic' e:pression s'a"" inc"ude its successors and assigns9? at t'e re<uest of
t'e #ontractor and *it' t'e intent to 1ind t'e ,an5 and its successors and assigns? do 'ere1y unconditiona""y and
irrevoca1"y underta5e to pay t'e #orporation at Ne* De"'i fort'*it' on first demand *it'out protest or demur or
proof or satisfaction and *it'out reference to t'e #ontractor? any and a"" amounts demanded from us 1y t'e
#orporation *it' reference to t'is =nderta5ing upto an aggregate "imit of Rs. VVVVVVVVVVVV 8Rupees
VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV on"y9 and interest t'ereon at t'e rate 'ereina1ove provided.
7ND t'e ,an5 dot' 'ere1y furt'er agrees as fo""o*s @ +
i9 T'is !uaranteeB=nderta5ing s'a"" 1e a continuing guarantee and s'a"" remain va"id and
irrevoca1"e for a"" c"aims of t'e #orporation upon t'e ,an5 made up to t'e midnig't of
provided t'at t'e ,an5 s'a"" upon t'e *ritten re<uest of t'e
#orporation made upon t'e ,an5 at any time *it'in $ 8si:9 mont's from t'e said date
e:tend t'e va"idity of t'e ,an5 !uarantee 1y a furt'er $ 8si:9 mont's so as to ena1"e
c"aims to 1e made under t'is !uarantee 1y a furt'er $ 8si:9 mont's from t'e said date
129
*it' t'e intent t'at t'e va"idity of t'is !uarantee s'a"" automatica""y stand e:tended 1y a
furt'er $ 8si:9 mont's upon suc' re<uest 1y t'e #orporation.
ii9 T'e #orporation s'a"" 'ave t'e fu""est "i1erty *it'out reference to t'e ,an5 and *it'out affecting in any
*ay t'e "ia1i"ity of t'e ,an5 under t'is guaranteeBunderta5ing? at any time andBor from time to time to
amend or vary t'e contract andBor any of t'e terms and conditions t'ereof or re"ative to t'e said 7dvance
andBor to e:tend time for performance of t'e said contract in *'o"e or part andBor payment of t'e said
7dvance in *'o"e or part or to postpone for any time andBor from time to time any of t'e said o1"igations
of t'e #ontractor and or t'e rig'ts? remedies or po*ers e:ercisa1"e 1y t'e #orporation against t'e
#ontractor and eit'er to enforce or for1ear from enforcing any of t'e terms and conditions of or governing
t'e said #ontract andBor t'e said 7dvance? or t'e securities? avai"a1"e to t'e #orporation and t'e ,an5 s'a""
not 1e re"eased from its "ia1i"ity under t'ese 3resents and t'e "ia1i"ity of t'e ,an5 s'a"" remain in fu""
force and effect not*it'standing any e:ercise 1y t'e #orporation of t'e "i1erty *it' reference to any or a""
t'e matters aforesaid or 1y reason of time 1eing given to t'e #ontractor or any ot'er for1earance? act or
omission on t'e part of t'e #orporation or any indu"gence 1y t'e #orporation to t'e #ontractor or of any
ot'er act? matter or t'ing *'atsoever *'ic' under any "a* cou"d 81ut for t'is provision9 'ave t'e effect of
re"easing t'e ,an5 from its "ia1i"ity 'ereunder or any part t'ereof and t'e ,an5 'ere1y specifica""y *aives
any and a"" contrary rig'ts *'atsoever.
iii9 T'e o1"igations of t'e ,an5 to t'e #orporation 'ereunder s'a"" 1e as principa" to principa" and s'a"" 1e
*'o""y independent of t'e #ontract and it s'a"" not 1e necessary for t'e #orporation to proceed against t'e
#ontractor 1efore proceeding against t'e ,an5 and t'e guaranteeBunderta5ing 'erein contained s'a"" 1e
enforcea1"e against t'e ,an5 as 3rincipa" de1tor not*it'standing t'e e:istence of any underta5ing or
security for any inde1tedness of t'e #ontractor to t'e #orporation 8inc"uding re"ative to t'e said 7dvance9
and not*it'standing t'at any suc' underta5ing or security s'a"" at t'e time *'en c"aim is made against t'e
1an5 or proceedings ta5en against t'e ,an5 'ereunder? 1e outstanding or unrea"ised.
iv9 7s 1et*een t'e ,an5 and t'e #orporation for t'e purpose of t'is underta5ing? t'e amount stated in any
c"aim? demand or notice made 1y t'e #orporation on t'e ,an5 *it' reference to t'is underta5ing s'a"" 1e
fina" and 1inding upon t'e ,an5 as to 1e t'e amount paya1"e 1y t'e ,an5 to t'e #orporation 'ereunder.
v9 T'e "ia1i"ity of t'e ,an5 to t'e #orporation under t'is underta5ing s'a"" remain in fu"" force and effect
not*it'standing t'e e:istence of any difference or dispute 1et*een t'e #ontractor and t'e #orporation? t'e
#ontractor andBor t'e ,an5 andBor t'e ,an5 and t'e #orporation or ot'er*ise 'o*soever touc'ing or
affecting t'ese presents or t'e "ia1i"ity of t'e #ontractor to t'e #orporation? and not*it'standing t'e
e:istence of any instructions or purported instructions 1y t'e #ontractor or any ot'er person to t'e ,an5
not to pay or for any cause *it''o"d or defer payment to t'e #orporation under t'ese presents? *it' t'e
intent t'at not*it'standing t'e e:istence of suc' difference? dispute or instruction? t'e ,an5 s'a"" 1e and
remain "ia1"e to ma5e payment to t'e #orporation in terms 'ereof.
vi9 T'is underta5ing s'a"" not 1e determined or affected 1y any c'ange in t'e constitution of t'e ,an5 or t'at
of t'e #ontractor or t'e #orporation or any irregu"arity in t'e e:ercise of 1orro*ing po*ers 1y or on
1e'a"f of t'e #ontractor.
vii9 /it'out pre2udice to any ot'er mode of service? a demand or c"aim or ot'er communication may 1e
transmitted 1y t'e #orporation to t'e ,an5 eit'er 1y post or 1y fa:. If transmitted 1y fa:? t'e transmission
s'a"" 1e comp"ete as soon as ac5no*"edged 1y 1an5.
viii9 Not*it'standing anyt'ing contained 'erein@
8i9 T'e ,an5;s "ia1i"ity under t'is guaranteeBunderta5ing s'a"" not e:ceed 87mount in figures D
*ords9 S
8ii9 T'is guaranteeBunderta5ing s'a"" remain in force upto and any e:tension8s9
t'ereofS and
8iii9 T'e ,an5 s'a"" 1e re"eased and disc'arged from a"" "ia1i"ity under t'is guaranteeBunderta5ing
un"ess a *ritten c"aim or demand is issued to t'e ,an5 on or 1efore or t'e date of
e:piry of any e:tension8s9 t'ereof if t'is guaranteeBunderta5ing 'as 1een e:tended.
i:9 T'e ,an5 dot' 'ere1y dec"are t'at S'ri VVVVVVVVVVVVVVVVVVV *'o is t'e VVVVVVVVVVVVVVVVVV
8designation9 of t'e ,an5 is aut'orised to sign t'is underta5ing on 1e'a"f of t'e ,an5 and to 1ind t'e ,an5
t'ere1y.
130
Qours fait'fu""y?
Signature@
Name@
Designation D Name of t'e ,ranc'@
VVVVVVVVVVVVVVVVVVVVVVVVVVVV
Dated @ VVVVVVVVVVVVVVVVVVVVVV
131
Annexure No.21
Para No.3.4.2
BANK GUARANTEE IN LIEU OF
EARNEST MONEY DEPOSIT
BG NO:
DATED :
VALID UPTO:
To?
Indian &i" #orporation )imited
8Refineries Division9
Dear Sirs?
In consideration of Indian &i" #orporation )imited 8RefineriesB3ipe"ines Division9 8'ereinafter ca""ed Ot'e
#orporationP *'ic' e:pression s'a"" inc"ude its successors and assigns9? 'aving agreed intera"ia to consider t'e
tender of 8Name of t'e Tenderer9 'aving its 0ead
&fficeBRegistered &ffice at 87ddress of t'e Tenderer9 8'ereinafter ca""ed t'e OTendererP
*'ic' e:pression s'a"" inc"ude its successors and assigns9? for t'e *or5 of 8Name of t'e
3ro2ectB/or59 at to 1e a*arded under Tender No. upon t'e
Tenderer furnis'ing an underta5ing from t'e ,an5 as 'ereinafter appearing in "ieu of cas' deposit of t'e Earnest
Money.
/e 8Name of t'e ,an59 ? a ,an5 constitutedBRegistered under t'e 7ct? 'aving our
0ead &fficeBRegistered &ffice at 8'ereinafter ca""ed t'e
O,an5P *'ic' e:pression s'a"" inc"ude its successors and assigns9? at t'e re<uest of t'e Tenderer and *it' t'e intent
to 1ind t'e ,an5 and its successors and assigns do 'ere1y unconditiona""y and irrevoca1"y underta5e to pay t'e
#orporation at Ne* De"'i fort'*it' on first demand *it'out protest or demur or proof or satisfaction or condition
and *it'out reference to t'e Tenderer? a"" sums paya1"e 1y t'e Tenderer as and 1y *ay of Earnest Money to t'e
#orporation? upto an aggregate "imit of 87mount in figures and *ords9.
7ND T0E ,7N> D&T0 0ERE,Q 6=RT0ER 7!REES 7S 6&))&/S @
1. T'is !uaranteeB=nderta5ing s'a"" 1e a continuing guarantee and s'a"" remain in fu"" force and effect for
a"" c"aims or demands made 1y t'e #orporation on t'e ,an5 unti" t'e #orporation disc'arges t'is
!uaranteeB=nderta5ing su12ect? 'o*ever? t'at t'e #orporation s'a"" 'ave no c"aims under t'is
!uaranteeB=nderta5ing after t'e midnig't of 2.. or any *ritten e:tension8s9 t'ereof.
PROVIDED that if the aforesai !or" te#ere for or a#$ %art thereof sha&& 'e
a!are to the Te#erer o# or 'efore the sai ate( !hether o# the 'asis of
a))o*%a#$i#+ te#er or a#$ other 'asis( the# the ,a&iit$ of this
+-ara#tee.-#erta"i#+ sha&& sta# a-to*ati)a&&$ e/te#e for a&& )&ai*s a#
e*a#s *ae '$ the 0or%oratio# for f-rther three *o#ths1
2. T'e #orporation s'a"" 'ave t'e fu""est "i1erty *it'out reference to t'e ,an5 and *it'out affecting in any
*ay t'e "ia1i"ity of t'e ,an5 under t'is !uaranteeB=nderta5ing at any time andBor from time to time any *ise to
postpone andBor vary any of t'e po*ers? rig'ts? and o1"igations e:ercisa1"e 1y t'e #orporation against t'e Tenderer
and eit'er to enforce or to for1ear from enforcing a"" or any of t'e terms and conditions of or governing t'e said
Tender andBor any contract conse<uent upon any a*ard of *or5 or t'e said Earnest Money Deposit or t'e securities
avai"a1"e to t'e #orporation or any of t'em and t'e ,an5 s'a"" not 1e re"eased from its "ia1i"ity under t'ese 3resents
and t'e "ia1i"ity of t'e ,an5 'ereunder s'a"" remain in fu"" force and effect not*it'standing any e:ercise 1y t'e
#orporation of t'e "i1erty *it' reference to any or a"" t'e matters aforesaid or 1y reason of any ot'er act? matter or
t'ing *'atsoever *'ic' under "a* re"ating to t'e sureties or ot'er*ise *'ic' cou"d? 1ut for t'is provision 'ave t'e
effect of re"easing t'e ,an5 from a"" or any of its o1"igations 'ereunder or any part t'ereof? and t'e ,an5
specifica""y *aives any and a"" contrary rig'ts *'atsoever.
3. It s'a"" not 1e necessary for t'e #orporation to proceed against t'e Tenderer 1efore
proceeding against t'e ,an5 and t'e !uaranteeB=nderta5ing 'erein contained s'a"" 1e
enforcea1"e against t'e ,an5 as principa" de1tor not*it'standing t'e e:istence of any ot'er
132
underta5ing or security for any inde1tedness of t'e Tenderer to t'e #orporation and
not*it'standing t'at any suc' security s'a"" at t'e time *'en c"aim is made against t'e ,an5 or
proceedings ta5en against t'e ,an5 'ereunder? 1e outstanding or unrea"ised.
4. T'e amount stated 1y t'e #orporation in any demand? c"aim or notice made *it'
reference to t'is guarantee s'a"" as 1et*een t'e ,an5 and t'e #orporation for t'e purpose of
t'ese 3resents 1e conc"usive of t'e amount paya1"e 1y t'e ,an5 to t'e #orporation 'ereunder.
. T'e "ia1i"ity of t'e ,an5 to t'e #orporation under t'is !uaranteeB=nderta5ing s'a""
remain in fu"" force and effect not*it'standing t'e e:istence of any difference or dispute
1et*een t'e Tenderer and t'e #orporation? t'e Tenderer and t'e ,an5 andBor t'e ,an5 and t'e
#orporation or ot'er*ise 'o*soever touc'ing t'ese 3resents or t'e "ia1i"ity of t'e Tenderer to
t'e #orporation? and not*it'standing t'e e:istence of any instructions or purported instructions
1y t'e Tenderer or any ot'er person to t'e ,an5 not to pay or for any cause *it''o"d or defer
payment to t'e #orporation under t'ese 3resents? *it' t'e intent t'at not*it'standing t'e
e:isting of suc' difference? dispute or instructions? t'e ,an5 s'a"" 1e and remain "ia1"e to ma5e
payment to t'e #orporation in terms t'ereof.
$. T'is !uaranteeB=nderta5ing s'a"" not 1e determined or affected 1y t'e "i<uidation or *inding up or
disso"ution or c'ange of constitution or inso"vency of t'e Tenderer or any c'ange in t'e "ega" constitution of t'e
,an5 or t'e #orporation.
%. /it'out pre2udice to any ot'er mode of service? a demand or c"aim or ot'er
communication may 1e transmitted 1y t'e #orporation to t'e ,an5 eit'er 1y post or 1y fa:. If
transmitted 1y fa:? t'e transmission s'a"" 1e comp"ete as soon as ac5no*"edged 1y 1an5.
(. Not*it'standing anyt'ing contained 'erein@
8i9 T'e ,an5;s "ia1i"ity under t'is guaranteeBunderta5ing s'a"" not e:ceed 87mount in figures D
*ords9 S
8ii9 T'is guaranteeBunderta5ing s'a"" remain in force upto and any e:tension8s9
t'ereofS and
8iii9 T'e ,an5 s'a"" 1e re"eased and disc'arged from a"" "ia1i"ity under t'is guaranteeBunderta5ing
un"ess a *ritten c"aim or demand is issued to t'e ,an5 on or 1efore or t'e date of
e:piry of any e:tension8s9 t'ereof if t'is guaranteeBunderta5ing 'as 1een e:tended.
T'e ,an5 dot' 'ere1y dec"are t'at S'ri *'o is aut'orised to sign t'is
!uaranteeB=nderta5ing on 1e'a"f of t'e ,an5 and to 1ind t'e ,an5 t'ere1y.
T'is day of 2. .
Yours faithfully
Signature @
Name D Designation@
Name of t'e ,ranc' @VVVVVVVVVVVVV
133
Annexure No.28
Para No.17.1.1"i'
,9!2 9, 3AN: ;0A!AN<..
(N L(.0 9, S.C0!(<= -.P9S(<%(N(<(AL S.C0!(<= -.P9S(<
BG NO:
DATED:
VALID UPTO:
To?
INDI7N &I) #&R3&R7TI&N )IMITED
8Refineries Division9

Dear Sirs?
In consideration of Indian &i" #orporation )imited 8RefineriesB3ipe"ines Division9 8'ereinafter ca""ed Ot'e
#orporationP *'ic' e:pression s'a"" inc"ude its successors and assigns9? 'aving a*arded certain *or5 for and
re"ative to 8Name of t'e 3ro2ectB/or59 to
8Name and address of t'e #ontractor9 8'ereinafter ca""ed Ot'e #ontractorP *'ic' e:pression s'a""
inc"ude its successors and assigns9? upon certain terms and conditions inter+a"ia mentioned in t'e #orporation;s
)etter of 7cceptance No. dated read *it' t'e re"ative
Tender Documents 8'ereinafter co""ective"y ca""ed Ot'e #ontractP? *'ic' e:pression s'a"" inc"ude any forma"
contract entered into 1et*een t'e #orporation and t'e #ontractor in supersession of t'e said )etter of 7cceptance
and a"" amendments andBor modifications in t'e contract9 inc"usive of t'e condition t'at t'e #orporation may accept
a ,an5 !uaranteeB=nderta5ing of a Sc'edu"ed ,an5 in India in "ieu of #as' Deposit of t'e Initia" Security Deposit
as provided for in !enera" #onditions of #ontract forming part of t'e said Tender Documents@
/e 8Name of t'e ,an59? a 1ody registeredBconstituted under t'e
7ct? 'aving our Registered &fficeB0ead &ffice at
8'ereinafter ca""ed Ot'e ,an5P *'ic' e:pression s'a"" inc"ude its successors and assigns9? at t'e re<uest of t'e
#ontractor and *it' t'e intent to 1ind t'e ,an5 and its successors and assigns? do 'ere1y unconditiona""y and
irrevoca1"y underta5e to pay to t'e #orporation at Ne* De"'i fort'*it' on first demand *it'out protest or demur or
proof or satisfaction and *it'out reference to t'is guarantee upto an aggregate "imit of Rs.
8Rupees on"y9.
7ND t'e ,an5 dot' 'ere1y furt'er agrees as fo""o*s @+
i9 T'is !uaranteeB=nderta5ing s'a"" 1e a continuing guarantee and s'a"" remain va"id and irrevoca1"e for a""
c"aims of t'e #orporation upon t'e ,an5 made up to t'e midnig't of provided t'at
t'e ,an5 s'a"" upon t'e *ritten re<uest of t'e #orporation made upon t'e ,an5 at any time *it'in $ 8si:9
mont's from t'e said date e:tend t'e va"idity of t'e ,an5 !uarantee 1y a furt'er $ 8si:9 mont's so as to
ena1"e c"aims to 1e made under t'is !uarantee 1y a furt'er $ 8si:9 mont's from t'e said date *it' t'e
intent t'at t'e va"idity of t'is !uarantee s'a"" automatica""y stand e:tended 1y a furt'er $ 8si:9 mont's
upon suc' re<uest 1y t'e #orporation.
ii9 T'e #orporation s'a"" 'ave t'e fu""est "i1erty *it'out reference to t'e ,an5 and *it'out affecting in any
*ay t'e "ia1i"ity of t'e ,an5 under t'is !uaranteeB=nderta5ing? at any time andBor from time to time to
amend or vary t'e #ontract andBor any of t'e terms and conditions t'ereof or re"ative to t'e said Initia"
Security Deposit or to e:tend time for performance of t'e said #ontract in *'o"e or part or to postpone for
any time andBor from time to time any of t'e o1"igations of t'e #ontractor andBor t'e po*ers or remedies
e:ercisa1"e 1y t'e #orporation against t'e #ontractor and eit'er to enforce or for1ear from enforcing any
of t'e terms and conditions of or governing t'e said #ontract or t'e said Initia" Security Deposit or t'e
securities avai"a1"e to t'e #orporation or any of t'em and t'e ,an5 s'a"" not 1e re"eased from its "ia1i"ity
under t'ese presents and t'e "ia1i"ity of t'e ,an5 'ereunder s'a"" remain in fu"" force and effect
not*it'standing any e:ercise 1y t'e #orporation of t'e "i1erty *it' reference to any or a"" t'e matters
aforesaid or 1y reason of time 1eing given to t'e #ontractor or any ot'er for1earance? act or omission on
t'e part of t'e #ontractor or of any indu"gence 1y t'e #orporation to t'e #ontractors or of any ot'er act?
matter or t'ing *'atsoever *'ic' under t'e "a* re"ating to sureties or ot'er*ise *'ic' cou"d 1ut for t'e
provision 'ave t'e effect of re"easing t'e ,an5 from its "ia1i"ity 'ereunder or any part t'ereof and t'e ,an5
'ere1y specifica""y *aives any and a"" contrary rig'ts *'atsoever.
134
iii9 T'e o1"igations of t'e ,an5 to t'e #orporation 'ereunder s'a"" 1e as principa" to principa" and s'a"" 1e
*'o""y independent of t'e contract and it s'a"" not 1e necessary for t'e #orporation to proceed against t'e
#ontractor 1efore proceeding against t'e ,an5 and t'e !uaranteeB=nderta5ing 'erein contained s'a"" 1e
enforcea1"e against t'e ,an5 not*it'standing t'e e:istence of any ot'er !uaranteeBunderta5ing or security
for any inde1tedness of t'e #ontractor to t'e #orporation 8inc"uding re"ative to t'e said Security Deposit9
and not*it'standing t'at any suc' underta5ing or security s'a"" at t'e time *'en c"aim is made against t'e
,an5 or proceedings ta5en against t'e ,an5 'ereunder? 1e outstanding or unrea"ised.
iv9 T'e amount stated 1y t'e #orporation in any demand? c"aim or notice made *it' reference to t'is
guarantee s'a"" as 1et*een t'e ,an5 and t'e #orporation for t'e purpose of t'ese presents 1e conc"usive of
t'e amount paya1"e 1y t'e ,an5 to t'e #orporation 'ereunder.
v9 T'e "ia1i"ity of t'e ,an5 to t'e #orporation under t'is !uaranteeBunderta5ing s'a"" remain in fu"" force and
effect not*it'standing t'e e:istence of any difference or dispute 1et*een t'e #ontractor and t'e
#orporation? t'e #ontractor and t'e ,an5 andBor t'e ,an5 and t'e #orporation or ot'er*ise 'o*soever
touc'ing or affecting t'ese presents for t'e "ia1i"ity of t'e #ontractor to t'e #orporation? and
not*it'standing t'e e:istence of any instructions or purported instructions 1y t'e #ontractor or any ot'er
person to t'e ,an5 not to pay or for any cause *it''o"d or defer payment to t'e #orporation under t'ese
presents? *it' t'e intent t'at not*it'standing t'e e:istence of suc' difference? dispute or instruction? t'e
,an5 s'a"" 1e and remain "ia1"e to ma5e payment to t'e #orporation in terms 'ereof.
vi9 T'e ,an5 s'a"" not revo5e t'is underta5ing during its currency e:cept *it' t'e previous consent of t'e
#orporation in *riting and a"so agrees t'at any c'ange in t'e constitution of t'e #ontractor or t'e ,an5 or
t'e #orporation s'a"" not disc'arge t'e ,an5;s "ia1i"ity 'ereunder.
vii9 /it'out pre2udice to any ot'er mode of service? a demand or c"aim or ot'er communication may 1e
transmitted 1y fa:. If transmitted 1y fa:? t'e transmission s'a"" 1e comp"ete as soon as ac5no*"edged 1y
1an5.
viii9 Not*it'standing anyt'ing contained 'erein@
8a9 T'e ,an5;s "ia1i"ity under t'is guaranteeBunderta5ing s'a"" not e:ceed 87mount in figures D *ords9 S
819 T'is guaranteeBunderta5ing s'a"" remain in force upto and any e:tension8s9 t'ereofS and
8c9 T'e ,an5 s'a"" 1e re"eased and disc'arged from a"" "ia1i"ity under t'is guaranteeBunderta5ing un"ess a
*ritten c"aim or demand is issued to t'e ,an5 on or 1efore or t'e date of e:piry of
any e:tension8s9 t'ereof if t'is guaranteeBunderta5ing 'as 1een e:tended.
8i:9 T'e ,an5 dot' 'ere1y dec"are t'at S'ri 8Name of t'e person signing on 1e'a"f of
t'e ,an59 *'o is 8'is designation9? is aut'orised to sign t'is underta5ing on 1e'a"f of
t'e ,an5 and to 1ind t'e ,an5 'ere1y.
Dated t'is day of 2.. .
Qours fait'fu""y?
Signature @
Name D Designation@
Name of t'e ,ranc'@
Dated @
135
PROFORMA OF BANK GUARANTEE
TOWARDS DOWN PAYMENT & CONTRACT PERFORMANCE GUARANTEE
(ON NON-JUDICIAL PAPER OF APPROPRIATE VALUE)
INDIAN OIL CORPORATION LTD.
Refie!ie" Di#i"i$
/0ERE7S INDI7N &I) #&R3&R7TI&N )IMITED 8RE6INERQ DI4ISI&N9 'aving its
0ead &ffice at #ore+2? Scope #omp"e:? % Institutiona" 7rea? )od'i Road? Ne* De"'i E 11...3
8'ereinafter ca""ed Ot'e &/NERP *'ic' e:pression s'a"" inc"ude its successors and assigns9 'as
a*arded to VVVVVVVVVVVVVVV a #ompany registered in India under t'e Indian #ompanies 7ct?
1-$ and 'aving its Registered &ffice at VVVVVVVVVVVVVVVVVVVVV 8'ereinafter ca""ed Ot'e
#&NS=)T7NTB #&NTR7#T&RP *'ic' e:pression s'a"" inc"ude its successors and
assignsBe:ecutors? administrators and representatives9 t'e *or5 of #onsu"tancy Service for
3ro2ect Management? 3rocess DesignBResidua" 3rocess DesignBEngineering preparation of 6ront
End Engineering Design86EED9? 3ac5age? Tendering and 7*ard of )umpsum Turn5ey 8)ST>9
3ac5age B /or5s #ontracts? Revie* of Detai"ed Engineering? #onstruction Management and
3erformance Test Runs for Insta""ation of 0ydro Treating 6aci"ities at Dig1oi Refinery in terms
of a #ontract as evidenced 1y )etter of 7cceptance No. 0DTB#&NB.1 dated 2-.$.1--- issued
1y t'e &/NER to t'e #&NS=)T7NT 8'ereinafter ca""ed t'e Osaid #ontractP *'ic' e:pression
s'a"" inc"ude any forma" contract e:ecuted su1se<uent t'ereto or in supersession t'ereof and a""
amendments to andBor modifications in t'e terms of t'e said #ontract9.
7ND /0ERE7S t'e &/NER 'as agreed to advance to t'e #&NS=)T7NT? inter a"ia? a sum of VVVVVVVVVVVV
8Rupees VVVVVVVVVVVon"y9 as do*n payment for uti"isation in t'e performance of *or5 covered 1y t'e said
#ontract 8'ereinafter referred to as t'e Osaid 7dvanceP *'ic' e:pression s'a"" inc"ude any and a"" furt'er advance
made 1y t'e &/NER to t'e #&NS=)T7NT *it' reference to t'e Jsaid #ontract;9 on production of an underta5ing
from a ,an5 in respect of t'e said 7dvance Y R toget'er *it' interest on t'e amount of t'e said 7dvance for t'e
time 1eing outstanding at t'e rate of VVVVV A per annumZ *'ic' *it'out pre2udice to any ot'er mode of recovery
avai"a1"e to t'e &*ner s'a"" recovera1"e 1y deduction from t'e gross accepted va"ue of t'e Running 7ccount ,i""s
and 6ina" ,i"" of t'e #&NS=)T7NT commencing *it' t'e first Running 7ccount ,i"".
7ND /0ERE7S t'e &/NER 'as agreed to accept a Sing"e or #omposite =nderta5ing from a ,an5 to cover 1ot'
t'e said 7dvance and t'e Security Deposit.
N&/ T0ERE6&RE? /e VVVVVVVVVVVVVVVVV ,an5? a ,an5 incorporated B constituted under t'e "a* of
VVVVVVVVVVVVVVVVVV and 'aving its registered B principa" office at VVVVVVVVV and a ,ranc' &ffice at
VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV 8'ereinafter ca""ed Ot'e ,an5P *'ic' e:pression s'a""
inc"ude and 1ind its successors and assigns9 in consideration of t'e aforesaid premises and at t'e re<uest of t'e
#&NS=)T7NT D&T0 0ERE,Q irrevoca1"y and unconditiona""y underta5es to pay t'e &/NER at Ne* De"'i on
first demand in *riting *it'out protest or demur or proof or condition and *it'out reference to #&NS=)T7NT
any and a"" amounts at any time and from time to time c"aimed 1y t'e &/NER *it' reference to t'is underta5ing
upto an aggregate "imit of Rs.1?1.?..?...B+ 8Rupees &ne #rore Ten )acs on"y9.
7ND t'e ,an5 1ot' 'ere1y furt'er agree as fo""o*s @
8i9 T'e &/NER s'a"" 'ave t'e fu""est "i1erty *it'out reference to t'e ,an5 and *it'out affecting in any*ay
t'e "ia1i"ity of t'e ,an5 under t'is !uaranteeB=nderta5ing? at any time and Bor from time to time to
any*ise vary t'e #ontract andBor any of t'e terms and conditions t'ereof or of t'e said 7dvance of
Security Deposit andBor to e:tend time for t'e performance of t'e said #ontract andBor
repaymentBad2ustment of t'e said 7dvance in *'o"e or part or to postpone for any time andBor from time to
time any of t'e o1"igations of t'e #&NS=)T7NT andBor t'e rig'ts? remedies or po*ers e:ercisa1"e 1y t'e
&/NER against t'e #&NS=)T7NT? and eit'er to enforce or for1ear from enforcing any of t'e terms or
conditions of or governing t'e said #ontract andBor t'e said 7dvance or t'e Security Deposit or
security8ies9 if any avai"a1"e to t'e &/NER 7ND t'e ,an5 s'a"" not 1e re"eased from its "ia1i"ity under
t'ese presents and t'e "ia1i"ity of t'e ,an5 s'a"" remain in fu"" force and effect not*it'standing any
136
e:ercise 1y t'e &/NER of t'e "i1erty *it' reference to any or a" t'e matters aforesaid or 1y reason of
time 1eing given to t'e #&NS=)T7NT or any for1earance? *aiver? act or omission on t'e part of t'e
&/NER or any indu"gence 1y t'e &/NER to t'e #&NS=)T7NT or any ot'er act? matter or t'ing
*'atsoever *'ic' under any "a* cou"d 81ut for t'e provision9 *ou"d 'ave t'e effect of re"easing t'e ,an5
from its "ia1i"ity 'ereunder or any part 'ereof. 7ND t'e ,an5 ,&T0 0ERE,Q specifica""y *aiver any
and a"" rig'ts at any time inconsistent *it' t'e terms of t'is !uaranteeB=nderta5ing.
8ii9 T'e !uaranteeB=nderta5ing 'erein contained s'a"" remain in fu"" force and effect for a"" c"aims upto t'e
midnig't of 2
t'
7pri"? 2..3 provided t'at ,an5 s'a"" upon t'e *ritten re<uest of t'e &/NER made upon
t'e ,an5 at any time *it'in $ 8si:9 mont's from t'e said date e:tend t'e va"idity of t'e ,an5 !uarantee 1y
a furt'er $ 8si:9 mont's so as to ena1"e c"aims to 1e made under t'is !uaranteeB=nderta5ing 1y a furt'er $
8si:9 mont's from t'e said date *it' t'e intent t'at t'e va"idity of t'is !uaranteeB=nderta5ing s'a""
automatica""y stand e:tended 1y a furt'er $ 8si:9 mont's upon suc' re<uest 1y t'e &/NER.
8iii9 It s'a"" not 1e necessary for t'e #orporation to proceed against t'e #&NS=)T7NT 1efore proceeding
against t'e ,an5 and t'e !uarantee B =nderta5ing 'erein contained s'a"" enforcea1"e against t'e ,an5 as
principa" de1tor not*it'standing t'e e:istence of any security for any inde1tedness of t'e #&NS=)T7NT
to t'e &/NER? 8inc"uding re"ative to t'e said 7dvance and BSecurity Deposit9 and not*it'standing t'at
any suc' security s'a"" at t'e time *'en c"aim is made against t'e ,an5 or proceeding ta5en against t'e
,an5 'ereunder? 1e outstanding or unrea"ised.
8iv9 T'e amount c"aimed 1y t'e &/NER in any demand? c"aim or notice on t'e ,an5 *it' reference to t'is
!uarantee B =nderta5ing s'a"" as 1et*een t'e ,an5 and t'e &/NER for t'e purpose of t'ese presents 1e
conc"usive of t'e ,an5;s "ia1i"ity to t'e &/NER 'ereunder.
8v9 T'e "ia1i"ity of t'e ,an5 to t'e &/NER under t'is !uaranteeB=nderta5ing s'a"" remain in fu"" force and
effect not*it'standing t'e e:istence of any difference or dispute 1et*een t'e #&NS=)T7NT and t'e
&/NER? t'e #&NS=)T7NT and t'e ,an5 andBor t'e ,an5 and t'e &/NER? or ot'er*ise 'o*soever
touc'ing or affecting t'ese presents or t'e "ia1i"ity of t'e #&NS=)T7NT to t'e &/NER? and
not*it'standing t'e e:istence of any instructions or purported instructions 1y t'e #&NS=)T7NT or any
ot'er person to t'e ,an5 not to pay or for any cause *it''o"d or defer payment to t'e &/NER? under
t'ese presents? *it' t'e intend t'at not*it'standing t'e e:istence of suc' difference? dispute or instruction?
t'e ,an5 s'a"" 1e and remain "ia1"e to ma5e payment to t'e &/NER in terms 'ereof.
8vi9 7ny c'ange in t'e constitution of t'e #&NS=)T7NT or of t'e ,an5 or of t'e &/NER or any irregu"arity
in t'e e:ercise of 1orro*ing po*ers 1y or on 1e'a"f of t'e #&NS=)T7NT s'a"" not disc'arge t'e ,an5;s
"ia1i"ity 'ereunder.
8vii9 Not*it'standing anyt'ing contained 'ereina1ove? t'e "ia1i"ity of t'e ,an5 under t'is
!uaranteeB=nderta5ing is restricted to 1?1.?..?...B+ 8Rupees one crore and ten "acs on"y9
8viii9 T'e &/NER s'a"" 'ave no c"aim under t'is !uaranteeB=nderta5ing after midnig't of 2..4.2..3 8or
e:tended date aforesaid9 un"ess a notice of t'e c"aim under t'is !uaranteeB=nderta5ing 'as 1een served on
t'e ,an5 1efore t'e e:piry of t'e said date? in *'ic' event t'e same s'a"" 1e va"id not*it'standing t'at t'e
same is enforced after t'e e:piry of t'e said date.
8i:9 T'e ,an5 dot' 'ere1y dec"are t'at Mr.BMs. VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV 8name of t'e person
signing on 1e'a"f of t'e ,an5 9 *'o is VVVVVVVVVVVVVVVVVVVV 80isB0er designation9 of t'e ,an5 is
aut'orised to sign t'is !uaranteeB=nderta5ing on 1e'a"f of t'e ,an5 an to 1ind t'e ,an5 t'ere1y.
Dated t'is VVVVVVVVVVVVVVV day of VVVVVVVVVVVVVVV 1-VVVVVVVVVVV
Qours fait'fu""y?
for VVVVVVVVVVVVVVVVVVVVVVVVV
SignatureVVVVVVVVVVVVVVVVVVVV
Name of Designation VVVVVVVVVV
Name of t'e ,ranc' VVVVVVVVVVV
Notes @
1. T'is !uarantee underta5ing is not to 1e *itnessed.
2. T'is !uarantee is re<uired to 1e stamped as an agreement according to t'e Stamp 7ct.
3. T'is !uarantee is re<uired to 1e sent 1y #&NS=)T7NT;s ,an5ers direct"y to &/NER.
137
7NNET=RE+3.
3ara + 1..1.18viii9
INDIAN OIL CORPORATION LIMITED
(Refineries Division)
<he 2ana)er*
............... ,an5?
........................?
........................
Su1 @ ,an5 !uarantee No. 6or Rs.VVVVVVVV
Dear Sir?
/e refer to your ,an5 !uarantee No. VVVVVVVVVVVVVV dated VVVVVVVV for Rs. VVVVVVVVVV
8Rupees VVVVVVVVVVVVVVVVVVVVVVV VVVVVV9 issued 1y you at t'e re<uest of MBs
VVVVVVVVVVVVVV 8#ontractorB Supp"ier9 to*ards Earnest Money DepositB Security DepositB
Mo1i"isation 7dvanceB 3erformance !uarantee etc. T'e said ,an5 !uarantee is e:piring on
VVVVVVVV. /e 'ave re<uested MBs VVV VVVVVVVV to get t'e a1ove ,an5 !uarantee e:tended
upto VVVVVVVVVV. In case t'e ,an5 !uarantee is not e:tended 1y VVVVVV 8va"idity date9? t'is
may p"ease 1e treated as our demand on you to pay us t'e amount of Rs. VVVVVVV 8Rupees
VVVVVVVVVVVVVVVVVVVVVVV9 in terms of t'e ,an5 !uarantee.
>ind"y ac5no*"edge receipt.
Qours fait'fu""y?
8 VVVVVVVVVVVV 9
##@ #ontractorB Supp"ier @ /it' a re<uest to get t'e ,an5 !uarantee No. VVVVVVVVVV e:tended upto VVVVVVVVVV.
138
7NNET=RE+ 31
3ara + 1..2.1 8vi9
PROFORMA OF BANK GUARANTEE
(IMPORTED RAW MATERIALS)
Indian &i" #orporation )imited?
8Refineries Divn.9
VVVVVVVVVVVVVVVVVVVVVVVVV
VVVVVVVVVVVVVVVVVVVVVVVVV
Dear Sirs?
/0ERE7S @
8i9 Indian &i" #orporation )imited 8'ereinafter ca""ed Ct'e #orporationC *'ic' e:pression s'a"" inc"ude its
successors and assigns9 'as a*arded to MBs.VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV?
8Name9
VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV8#onstitution9
VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV?
87ddress9
8'ereinafter ca""ed Ct'e #ontractorC *'ic' e:pression s'a"" inc"ude RitsBR'isB Rt'eir successors and
assignsBRe:ecutors? administrators? representative and assigns9 a contract for t'e fa1rication ofVVV
VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVon terms and conditions set out? intera"ia in t'e
#orporationHsVVVVVVVVVVVVVVVVVVVV&rder No.VVVVVVVVVVVVVVVVVVdatedVVVVVVVVVVVto t'e #ontractor
8'ereinafter co""ective"y referred to as Ct'e said contractC *'ic' e:pression s'a"" inc"ude a"" amendments?
modifications andBor variations t'erein or of9S
8ii9 T'e #orporation 'as agreed to supp"y to t'e #ontractor imported ra* materia"Bcomponents
for incorporation in fa1rication 1y t'e #ontractor as aforesaid 8t'e componentsBimported ra*
materia" to 1e supp"ied 1y t'e #orporation to t'e #ontractor for t'e said fa1rication 'ereinafter
for t'e sa5e of 1revity referred to as Ct'e said imported materia"C *'ic' e:pression s'a"" inc"ude
any item? t'ing? or component t'at t'e same is fa1ricated into and any semi+fa1ricated materia"
and materia" in t'e course of fa1rication9 upon t'e condition? intera"ia? t'at pending fa1rication
and de"ivery at 2o1+site of t'e comp"eted fa1ricated *or58s9 incorporating t'e said imported
materia"? t'e said imported materia" s'a"" 1e under t'e custody and c'arge of t'e #ontractor and
s'a"" 1e 5ept? stored? a"tered? *or5ed upon andBor fa1ricated at t'e so"e ris5 and e:pense of t'e
#ontractorS
8iii9 7s a pre+condition to t'e supp"y of t'e said imported materia" 1y t'e #orporation to t'e #ontractor? t'e
#orporation 'as re<uired t'e #ontractor to furnis' to t'e #orporation an underta5ing from an approved ,an5 in t'e
manner and upon terms and conditions 'ereinafter indicated@
N&/ T0ERE6&RE? in consideration of t'e premises aforesaid and at t'e re<uest of t'e #ontractor? *e
VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV 8Name9 ? 8#onstitution9 D 87ddress9 8'ereinafter ca""ed t'e ,an5C *'ic'
e:pression s'a"" inc"ude its successors and assigns9 'ere1y irrevoca1"y and unconditiona""y underta5e to indemnify
and 5eep indemnified t'e #orporation from and against a"" "oss? damage and destruction *'atsoever 8inc"usive 1ut
not "imited to any or a"" "oss or damage or destruction to or of t'e said imported materia" or any item or part or
component t'ereof 1y t'eft? fire? f"ood? storm? tempest? "ig'tning? e:p"osion? storage c'emica" or p'ysica" action or
reaction? 1ending? *arping? e:posure? rusting? fau"ty *or5mans'ip? fau"ty fa1rication or fau"ty met'od or tec'ni<ue
of fa1rication? riot? commotion? stri5e? "oc5+out or ot'er act of omission commission *'atsoever *it'in or 1eyond
t'e contro" of #ontractor? misuse and misappropriation 1y t'e #ontractor and t'e #ontractorHs servants andBor
agents *'atsoever to? or in t'e said imported materia" or any part or item or component t'ereof 1et*een t'e date
t'at t'e same or re"ative part or item t'ereof *as supp"ied to t'e #ontractor upto a unti" t'e date of return to t'e
#orporation of t'e said imported materia" or re"ative part of item t'ereof or comp"eted fa1ricated *or58s9
incorporating t'e said imported materia" 7ND underta5e to pay to t'e #orporation at Ne* De"'i fort'*it' on first
demand in *riting *it' reference to t'is underta5ing *it'out protest or demur or proof or satisfaction t'e va"ue of
t'e said imported materia" or item or part t'ereof "ost? damaged? destroyed? misused andBor mis+appropriated as t'e
case may 1e? inc"usive of a"" t'e #orporationHs cost? c'arges and e:penses 8inc"uding 1ut not "imited to 'and"ing?
transportation? cartage? insurance freig't? pac5ing and inspection costs andBor e:penses9 as specified in t'e said
demand upto an aggregate "imit of Rs.VVVVVVVVVVV 8Rupees
VVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV on"y9.
AN- the 3ank here$+ a)ree with the corporation that4
139
8i9 T'is indemnityBunderta5ing s'a"" remain va"id and irrevoca1"e unti" t'e sett"ement of a"" c"aims of t'e
#orporation arising 'ereunder @
8ii9 T'is IndemnityB=nderta5ing s'a"" 1e in addition to any ot'er indemnityBunderta5ing or guarantee or security
*'atsoever t'at t'e #orporation may no* or at any time any*ise 'ave in re"ation to t'e #ontractors
o1"igationB"ia1i"ities under andBor in connection *it' t'e said #ontract inc"usive for t'e said imported materia"? and
t'e #orporation s'a"" 'ave fu"" aut'ority to ta5e recourse to or enforce t'is indemnityBunderta5ing in preference to
any ot'er indemnityBunderta5ing or security8ies9 at its so"e discretion? and no fai"ure on t'e part of t'e #orporation
in enforcing or re<uiring enforcement of any security s'a"" 'ave t'e effect of re"easing t'e ,an5 from its fu""
"ia1i"ity 'ereunderS
8iii9 T'e #orporation s'a"" 1e at "i1erty *it'out reference to t'e ,an5 and *it'out affecting t'e fu"" "ia1i"ity of t'e
,an5 'ereunder to ta5e any ot'er indemnityBunderta5ing or security in respect of t'e #ontractorHs o1"igations andBor
"ia1i"ities under or in connection *it' t'e said #ontract inc"usive of t'e said imported materia" and to vary t'e terms
vis+a+vis t'e #ontractor of t'e said contract or to grant time andBor indu"gence to t'e #ontractor or to reduce or to
increase or ot'er*ise vary t'e prices or t'e tota" contract va"ue of t'e <uantity or <ua"ity? description or va"ue of t'e
said imported materia" or to re"ease or to fore1ear from enforcing a"" or any of t'e rig'ts of t'e #orporation or
o1"igations of t'e #ontractor under t'e said contract 8inc"uding in respect of t'e said imported materia"9 andBor t'e
remedies of t'e corporation under any security8ies9 no* or 'ereafter 'e"d 1y t'e #orporation and no suc'
dea"ing8s9? variation8s9? reduction8s9? increase8s9? or ot'er indu"gence8s9? or arrangement8s9 *it' t'e #ontractor or
re"ease of fore1earance *'atsoever s'a"" 'ave t'e effect of re"easing t'e ,an5 from its fu"" "ia1i"ity to t'e
#orporation 'ereunder or of any*ise pre2udicing rig'ts of t'e #orporation against ,an5 and t'e ,an5 'ere1y
*aives a"" rig'ts? if any? at any time inconsistent *it' t'e terms of t'is IndemnityB=nderta5ing.
8iv9 T'is IndemnityB=nderta5ing s'a"" not 1e determined or affected 1y t'e "i<uidation or *indingup? disso"ution? or
c'ange of constitution or inso"vency of t'e #ontractor? and t'e o1"igations of t'e ,an5 in terms 'ereof s'a"" not 1e
any*ise affected or suspended 1y reason of any dispute or disputes 'aving 1een raised 1y t'e #ontractor 8*'et'er
or not pending 1efore any ar1itrator officer? Tri1una" or #ourt9 or any denia" of "ia1i"ity 1y t'e #ontractor or any
ot'er order or communication *'atsoever 1y t'e #ontractor stopping or preventing or purporting to stop or prevent
any payment 1y t'e ,an5 to t'e #orporation in terms 'ereof S
8v9 T'e mere statement or a""egation made 1y or on 1e'a"f of t'e #orporation in any notice or demand or ot'er
*riting addressed to t'e ,an5 as to any of t'e said imported materia" or item or part t'ereof supp"ied to t'e
#ontractor 'aving 1een "ost? damaged? destroyed misused or misappropriated *'i"e in t'e custody of t'e #ontractor
andBor prior to comp"etion or de"ivery of t'e comp"eted fa1ricated *or58s9 incorporating t'e said imported materia"
D de"ivery to 2o1 site t'ereof s'a"" as 1et*een t'e ,an5 D t'e corporation 1e conc"usive of t'e position of t'e fina"
imported materia" or item or part t'erof 'as 1een supp"ied to t'e contractor and or t'e "oss? damage? destruction?
misuse or misappropriation t'ereof? as t'e case may 1e? *'i"e in t'e custody of t'e #ontractor andBor prior to t'e
comp"etion of t'e comp"eted fa1ricated *or58s9 and de"ivery to 2o1 site t'ereof *it'out necessity on t'e part of t'e
#orporation to produce any documentary proof or ot'er evidence *'atsoever in support or proof t'erof.
8vi9 T'e amount stated in any notice of demand addressed 1y t'e #orporation to t'e ,an5 as to
t'e va"ue of any of t'e said imported materia" "ost? damaged? destroyed or misused or
misappropriated? or of t'e costs? c'arges andBor e:penses incurred 1y t'e #orporation in
connection t'ere*it' s'a"" as 1et*een t'e ,an5 and t'e #orporation 1e conc"usive of t'e va"ue
of suc' said imported materia" and t'e said costs? c'arges and e:penses as a"so of t'e amount
"ia1"e to 1e paid 1y t'e ,an5 to t'e #orporation in terms and for t'e purpose 'ereof? *it'out
necessity for t'e #orporation to produce any vouc'er 1i"" or ot'er documentation or evidence
*'atsoever in support or proof t'ereof.
vii9 /it'out pre2udice to any ot'er mode of service? a demand or c"aim or ot'er communication may 1e transmitted
1y fa:. If transmitted 1y fa:? t'e transmission s'a"" 1e comp"ete as soon as ac5no*"edged 1y 1an5.
viii9 Not*it'standing anyt'ing contained 'erein@
8a9 T'e ,an5Hs "ia1i"ity under t'is guaranteeBunderta5ing s'a"" not e:ceed 87mount in figures D *ords9S
819 T'is guaranteeBunderta5ing s'a"" remain in force upto and any e:tension8s9 t'ereof? and
8c9 T'e ,an5 s'a"" 1e re"eased and disc'arged from a"" "ia1i"ity under t'is guaranteeBunderta5ing un"ess a
*ritten c"aim or demand is issued to t'e ,an5 on or 1efore VVVVVVVVVVVVVVVor t'e date of e:piry of any e:tension
8s9 t'ereof if t'is guaranteeB underta5ing 'as 1een e:tended.
8i:9 T'e ,an5 dot' 'ere1y dec"are t'at S'riVVVVVVVVVVVVVVVVVVVVVVV*'o is
t'eVVVVVVVVVVVVV 8Designation9 of t'e ,an5 is aut'orised to sign t'is underta5ing on 1e'a"f of
t'e ,an5 and to 1ind t'e ,an5 t'ere1y.
Qours fait'fu""y?
140
SignatureVVVVVVVVVVVVVVVVVVVVV
Name and Designation@VVVVVVVVVVVVVVVVVVVVVVVV
Name of t'e ,an5@VVVVVVVVVVVVVVVVVVVVVVVVVVV
141
7NNET=RE + 32
3ara + 1..1.18vi9
PROFORMA OF INDEMNITY BOND FOR
WORK ORDERS (RAW MATERIALS)
(ndian 9il Corporation Limited*
8Refineries Division9
VVVVVVVVVVVVVVVVVVVVVVVVVV
VVVVVVVVVVVVVVVVVVVVVVVVVV
Dear Sirs?
/0ERE7S @
8i9 8Indian &i" #orporation 8 Refineries Division9VVVVVVVVVVVVVVVVV 8'ereinafter ca""ed Ct'e
#orporationC *'ic' e:pression s'a"" inc"ude "ts successors and assigns9 'as a*arded
toVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVV8Name9 8#onstitution9 87ddress9
8'ereinafter ca""ed Ct'e #ontractorC *'ic' e:pression s'a"" inc"ude RitsBR'isBRt'eir successors
and assignsBRe:ecutors? administrators? representatives and assigns9 a contract for t'e fa1rication
of VVVVVVVVVVVVVon terms and conditions set out? intera"ia? in t'e #orporationHs )etter
No.VVVVVVVVVV datedVVVVVVVVVVVVVVVto t'e #ontractor and t'e !enera" #onditions of
#ontract of t'e #orporation 8'ereinafter co""ective"y referred to as Ct'e said #ontractC *'ic'
e:pression s'a"" inc"ude any forma" contract entered into su1se<uent t'ereto andBor in
supersession t'ereof and a"" amendments? modifications andBor variations t'ereto? in or of9 S
8ii9 T'e #orporation 'as agreed to supp"y to t'e #ontractor ra* materia"sBcomponents for
incorporation in fa1rication 1y t'e #ontractor as aforesaid 8t'e componentsBra* materia"s to 1e
supp"ied 1y t'e #orporation to t'e #ontractor for t'e said fa1rication 'ereinafter for t'e sa5e of
1revity referred to as Ht'e said materia" *'ic' e:pression s'a"" inc"ude any item? t'ing or
component t'at t'e same is fa1ricated into and any semi+fa1ricated materia" and materia" in t'e
course of fa1rication9? upon t'e condition? intera"ia t'at pending fa1rication and de"ivery at 2o1+
site of t'e comp"eted fa1ricated *or58s9 incorporating t'e said materia"? t'e said materia" s'a""
1e under t'e custody and c'arge of t'e #ontractor and s'a"" 1e 5ept? stored? a"tered? *or5ed
upon andBor fa1ricated at t'e so"e ris5 and e:pense of t'e #ontractor S
8iii9 7s a pre+condition to t'e supp"y of t'e said materia" 1y t'e #orporation to t'e #ontractor?
t'e #orporation 'as re<uired t'e #ontractor to furnis' to t'e #orporation an indemnity and
underta5ing in t'e manner and upon terms and conditions 'ereinafter indicatedS
N&/? T0ERE6&RE? in consideration of t'e premises aforesaid t'e #ontractor and
IB/eVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVVSon ofVVVVVVVVVVVVVresident
ofVVVVVVVVVVVVVVVVVVVVVVVetc. 8'ereinafter co""ective"y *it' t'e #ontractor ca""ed
CIndemnifiersC *'ic' e:pression s'a"" inc"ude Rits successors and assignsBRt'eir respective
'eirs? e:ecutors? representatives and assigns 9 'ere1y irrevoca1"e and unconditiona""y? 2oint"y
and severa""y underta5e to indemnify and 5eep indemnified t'e #orporation fromBagainst a""
"oss? damage and destruction 8 inc"usive 1ut not "imited to any or a"" "oss or damage or
destruction to or of t'e said materia" or any item or part or component t'ereof 1y t'eft? c'emica"
or p'ysica" action or reaction? 1ending? *arping? e:posure? rusting? fau"ty *or5mans'ip? fau"ty
fa1rication or fau"ty met'od of tec'ni<ue of fa1rication? riot? civi" commotion? stri5e or "oc5out
or ot'er action of omission or commission *'atsoever *it'in or 1eyond t'e contro" of t'e
#ontractor9? misuse and misappropriation 1y t'e #ontractor and t'e #ontractorHs servants andBor
agents *'atsoever to?of or in t'e said materia" or any part or item t'ereof 1et*een t'e date t'at
t'e same or re"ative part or item t'ereof *as supp"ied to t'e #ontractor upto and unti" t'e date of
return to t'e #orporation of t'e said materia" or re"ative part of item or component t'ereof or
comp"eted fa1ricated *or5 8s9 incorporating t'e said materia" 7ND 2oint"y and severa""y
underta5e to pay to t'e #orporation atVVVVVVVVVVVVVVV fort'*it' on first demand in *riting
*it'out protest or demur or proof or satisfaction t'e va"ue of t'e said materia" or item or part
t'ereof "ost? damaged? destroyed misused andBor misappropriated? as t'e case may 1e? inc"usive
142
of t'e costs? c'arges and e:penses 8inc"uding 1ut not )imited to 'and"ing? transportation?
cartage? insurance? freig't? pac5ing and inspection costs andBor e:penses9 incurred 1y t'e
#orporation as specified in t'e said demand.
7ND t'e Indemnifiers 'ere1y agrees *it' t'e #orporation t'at @+
8i9 T'is IndemnityB=nderta5ing s'a"" remain va"id and irrevoca1"e unti" t'e sett"ement of a"" c"aims of t'e
#orporation arising 'ereunder.
8ii9 T'is IndemnityB=nderta5ing s'a"" 1e in addition to any ot'er indemnity? guarantee or security *'atsoever t'at
t'e #orporation may no* or at any time any*ise 'ave in re"ation to t'e #orporationHs o1"igations B "ia1i"ities under
andB or in connection *it' t'e said contract inc"usive for t'e said materia"s and #orporation s'a"" 'ave fu"" aut'ority
to ta5e recourse to or enforce t'is security in preference to t'e ot'er security8ies9 at its so"e discretion? and no
fai"ure on t'e part of t'e #orporation in enforcing or re<uiring enforcement of any ot'er security s'a"" 'ave t'e
effect of re"easing t'e Indemnifiers from t'eir fu"" "ia1i"ity 'ereunder.
8iii9 T'e #orporation s'a"" 1e at "i1erty *it'out reference to t'e Indemnifiers and *it'out affecting t'e fu"" "ia1i"ity
of t'e Indemnifiers 'ereunder to ta5e any ot'er indemnity or guarantee of security in respect of t'e #ontractors
o1"igations andBor "ia1i"ities under or in connection *it' t'e said contract inc"usive of t'e said materia" and to vary
t'e terms vis+a+vis t'e #ontractor of t'e said #ontract or to grant time andBor indu"gence to t'e #ontractor or to
reduce or to increase or ot'er*ise vary t'e prices or t'e tota" contract va"ue or t'e <uantity? <ua"ity? description or
va"ue of t'e said materia" or to re"ease or to fore1ear from enforcement of a"" or any of t'e rig'ts of t'e #orporation
or o1"igations of t'e #ontractor under t'e said contract 8inc"usive in respect of said materia"9 andBor t'e remedies of
t'e #orporation under any ot'er indemnify or guarantee or security8ies9 no* or 'earafter 'e"d 1y t'e #orporation
and no suc' dea"ing8s9? variation8s9? reduction8s9? Increase 8s9? ot'er indu"gence 8s9 or arrangement8s9 *it' t'e
#ontractor or re"ease or fore1earance *'atsoever s'a"" 'ave t'e effect of re"easing t'e Indemnifiers from t'eir fu""
"ia1i"ity to t'e #orporation 'ereunder or of any*ise pre2udicing rig'ts of t'e #orporation against t'e Indemnifiers
and t'e Indemnifiers 'ere1y *aive a"" rig'ts? if any? at any time inconsistent *it' t'e terms of t'is
IndemnityB=nderta5ing.
8iv9 T'is IndemnityB=nderta5ing s'a"" not 1e determined or affected 1y t'e "i<uidation or *inding up? disso"ution?
or c'ange of #onstitution or inso"vency of t'e #ontractor and t'e o1"igations of t'e Indemnifiers in terms 'ereof
s'a"" not 1e any*ise affected or suspended 1y reason of any dispute or disputes 'aving 1een raised 1y t'e
#ontractor 8*'et'er or not pending 1efore any ar1itrator? officer? Tri1una" or #ourt9 or any denia" of "ia1i"ity 1y t'e
#ontractor or any ot'er order or communication *'atsoever 1y t'e #ontractor stopping or preventing or purpoting
to stop or prevent any payment 1y t'e Indemnifiers to t'e #orporation in terms 'ereof.
8v9 T'e mere statement or a""egation made 1y or on 1e'a"f of t'e #orporation in any notice or demand or ot'er
*riting addressed to t'e Indemnifiers or any of t'em as to any of t'e said materia" or item or part t'ereof supp"ied to
t'e #ontractor 'aving 1een "ost? damaged? destroyed? misused? or misappropriated *'i"e in t'e custody of t'e
#ontractor andBor prior to comp"etion of t'e #omp"eted fa1ricated *or58s9 incorporating t'e said materia" and
de"ivery to 2o1 site t'ereof s'a"" as 1et*een t'e Indemnifiers and t'e #orporation 1e conc"usive of t'e factum of t'e
said materia" or item or part t'ereof 'aving 1een supp"ied to t'e #ontractor andBor t'e "oss? damage? destruction?
misuse or misappropriation t'ereof? as t'e case may 1e? *'i"e in t'e custody of t'e #ontractor andBor prior to t'e
comp"etion of t'e comp"eted fa1ricated *or58s9 and de"ivery to 2o1 site t'ereof *it'out necessity on t'e part of t'e
#orporation to produce any documentary proof or ot'er evidence *'atsoever in support or proof t'ereof.
8vi9 T'e amount stated in any notice of demand addressed 1y t'e #orporation to t'e
Indemnifiers or any of t'em as t'e va"ue of any of t'e said materia" "ost? damaged? destroyed or
misused or misappropriated? or of t'e costs? c'arges andBor e:penses incurred 1y t'e
#orporation in connection t'ere*it' s'a"" as 1et*een t'e Indemnifiers and t'e #orporation 1e
conc"usive of t'e va"ue of suc' said materia" and t'e said costs and e:penses as a"so of t'e
amount "ia1"e to 1e paid 1y t'e indemnifiers to t'e #orporation in terms and for t'e purpose
'ereof? *it'out necessity for t'e #orporation to produce any vouc'er 1i"" or ot'er
documentation or evidence *'atsoever in support or proof t'ereof.
8vii9 S'ri VVVVVVVVVVVVVVVVVVV*'o 'as signed t'is underta5ing is du"y aut'orised to sign t'is
underta5ing and to confer t'e aut'orities 'erein conferred for and on 1e'a"f of t'e #ontractor.
Qours fait'fu""y?
6or VVVVVVVVVVVVVVVVVVVVVVVVVVV
3"ace @
Date @
143
Note @
8i9 T'is underta5ing is to 1e stamped for t'e aggregate va"ue of stamp duty paya1"e on an agreement and on a
genera" po*er of attorney in t'e State in *'ic' it is e:ecuted.
8ii9 T'is underta5ing is to 1e signed on 1e'a"f of t'e #ontractor 1y a Director or ot'er officer eit'er aut'oriIed
1y t'e ,oard to e:ecute t'is underta5ing or genera""y aut'oriIed to e:ecute contracts and po*ers of
attorney on 1e'a"f of t'e #ontractor.
8iii9 T'e signature of t'is =nderta5ing is to 1e Notaria""y 7ttested.
144
7NNET=RE +33
3ara +1..4.28v9
INDIAN OIL 0ORPORATION LIMITED
REFINERIES DIVISION
Name of work > Contract No.-----------------------------------------
Name of t'e #ontractor ++++++++++++++++++++++++++++++++++++++++++++++++
#umu"ative tota" of e:tra items sanctioned for t'is contract 8inc"uding t'is proposed9 ++++
ETTR7B 7)TERED B S=,STIT=TI&N ITEMS
Sr.
No.
E:tra
Item
Descriptio
n of t'e
item No.
Re"ation *it'
&rigina"
#ontract
Item
=nit Fty 3roposed Rates
8Rupees9
7mount
8Rs.9
6inan+
cia"
Imp"i+
cation
Gusti+ fica+
tion for
e:tra items
Ref. to ear+
"ier inti+ ma+
tion con+ ve+
yed to I&#)
R E M
7 R >
S
6ig. /ords
1 2 3 4 $ % ( - 1. 11 12 13
3repared 1y
#onsu"tant
I&#)8TS9 I&#) 869
7pproving
7ut'ority
Signature of
#ontractor
VVVVVVV VVVVVVVV VVVVVVVVV VVVVVVVVV VVVVVVVVVV VVVVVVVVVV VVVVVVVVV
&rigina" @ I&#) 8TS9
Dup"icate @ I&#) 869
Trip"icate @ #onsu"tant
4t' #opy @ Engineer Inc'arge
t' #opy @ #ontractors
$t' #opy @ #ontractors
%t' #opy @ Engineer+Inc'arge
(t' #opy @ #onsu"tant

145
7NNET=RE + 34
3ara + 11.(
INDIAN OIL CORPORATION LIMITED
(REFINERIES DIVISION)
M7TERI7) TR7NS6ER RE3&RT
Materia" Transfer Report No.++++++++++++++++++++++
Name of t'e
materia"
&rigina" issue
4r. No. D Date
/or5 from *'ic'
transferred
Name of the
which
tranferred
Name of t'e
contractor from
*'om transferred
Name of t'e
contractor to *'om
transferred
Fty Rate 7mt Remar5s
Transferer 8E:ecutive Engineer9 ++++++++++++++++++++++++++
Transferee 8#ontractor9
+++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++
++++++++++
7DG=STMENT #7RRIED &=T
7##&=NT7NT

7#&BS7#&
146
7NNET=RE + 3
3ara E 4.%.38::i9
CHECK LIST FOR FORWARDING
PROPOSALS REQUIRED APPROVAL
OF DIR (R)/ CHAIRMAN/ BOD
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152
ANNEXURE - 36
INTER OFFICE MEMO

Ref N% F/C#r
D!*e (A&((&,FF0
T% ED 4 GM 0 G 4 B 4 J 4 6 4 M 4 P 4 AOD
Fr%/ CFM7 REFINERIES 687 NEW DEL6I
C#rc.$!r N%& F/F(/(F(
S.7 G.#1e$#ne" f%r !))%#n*/en* %f C%n".$*!n*
We are enclosing herewith Guidelines for the appointment of Consultant, duly approved by
Director (F) as circulated by Corporate Office, vide their letter dated CO/PAG/19 dated 14
th
November 2003 for your information and implementation please.
(R& SANKAR)
CFM
C%)4 *%
Un#*"
GM(F) 4 DGM(F) 4 CFM 4 0 G 4 B 4 J 4 6 4 M 4 P 4 AOD
DFM KOLKATA / DFM MUMBAI
Ref#ner#e" HQ
ED(MHI) / ED(F) / ED(HR) / ED(O) / ED(P-) / ED (IA) / ED(F)9PL HO
GM(F9P-) / GM(F) / GM(SHEP) / GM(F) @ RHD Cen*re / DGM(F9PAG)= CO / DGM(IA)= CO
DGM(F)/ CFM (RB)/ CFM (VS) / CMTM (G-)
153
154
155
156
157
ANNEXURE - 37
INTER OFFICE MEMO

Ref N% F/C#r
D!*e F?&FE&,FF;
T% ED 4 GM 0 G 4 B 4 J 4 6 4 M 4 P 4 AOD
Fr%/ DGM(F)7 REFINERIES 687 NEW DEL6I
C#rc.$!r N%& F/F(/((;
S.7 G.#1e$#ne" f%r !))%#n*/en* %f C%n".$*!n*
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Ref#ner#e" HQ
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GM(MHI) / GM(I/C9P-) / GM(F9P-) / GM(F) / GM(F) @ RHD Cen*re / DGM(F9PAG)= CO /
DGM(IA)= CO / DGM(SHEP) / DGM(F) (VKG)
CFM (RB)/ CFM (VS) / CMTM (G-)
158
159
ANNEIURE9A
SUB 0 GUIDELINES FOR APPOINTMENT OF CONSULTANTS
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161
INTER OFFICE MEMO

Ref N% F/C#r
D!*e (?&F>&,FF>
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Fr%/ DGM(F)7 REFINERIES 687 NEW DEL6I
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(R& SANKAR)
DGM(F)
C%)4 *%
Un#*"
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DGM KOLKATA / MUMBAI
DFM KOLKATA / DFM MUMBAI
Ref#ner#e" HQ
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GM(MHI) / GM(F) / GM(F) @ RHD Cen*re
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CFM (RB)/ CFM (VS) / CP-M(EHC) / CMTM(G-)
162
ANNEXURE - 38
INTER OFFICE MEMO

Ref N% F/C#r
D!*e (;&F>&,FF>
T% ED 0 G 4 B 4 J 4 6 4 M 4 P 4 AOD
Fr%/ DGM(F)7 REFINERIES 687 NEW DEL6I
C#rc.$!r N%& F/F(/(,;
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DGM KOLKATA / MUMBAI
DFM KOLKATA / DFM MUMBAI
Ref#ner#e" HQ
ED(F) / ED(O) / ED(F)9PL HO / ED (P-)
GM(MHI) / GM(F) / GM(F) @ RHD Cen*re
DGM(F9PAG)= CO / DGM(IA)= CO / DGM(F) (VKG) / DGM(MHI)
CFM (RB)/ CFM (VS) / CP-M(EHC) / CMTM(G-)
163
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