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Fuel Dispensing Pumps with Electronic Registers

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Ceylon Petroleum Corporation

BID FOR THE SUPPLY OF

458 NOS. FUEL DISPENSING PUMPS WITH ELECTRONIC

REGISTERS

B/02/2008

BID DOCUMENT

INSTRUCTIONS TO BIDDERS

CONDITIONS OF CONTRACT

&

TECHNICAL SPECIFICATIONS

2008


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PROCUREMENT NOTICE

MINISTRY OF PETROLEUM & PETROLEUM RESOURCES

DEVELOPMENT

CEYLON PETROLEUM CORPORATION

Calling of Worldwide Bids for the Supply of

458 Nos. Fuel Dispensing Pumps with Electronic Registers

B/02/2008 The Chairm an, Cabinet Appoin ted Procurement Committee, Ministry of Petroleum & Petroleum Resources Development on beha lf of the Ceylon Petroleum Corporation will receive sealed Bids from Reputed ISO 9001-2000 Certified Dispensing Pumps Manufacturers, their Export Agen ts abroad or their Accredited Local Agents for the Supply of 458 Nos. of following types of Fuel Dispensing Pumps with Electronic Registers up to 1400 hrs. on 28.02.2008. 01) 192 Nos. Single Product, Single Nozzle, Standard Duty Fuel Dispensing Pumps with Electronic Registers. 02) 111 Nos. Single Product, Single Nozzle, Heavy Duty Fuel Dispensing Pumps with Electronic Registers.

03) 97 Nos. Two Products, Dual Nozzle, Standard Duty Fuel Dispensing Pumps with Electronic Registers 04) 58 Nos. Two Products, Dual Nozzle, Heavy Duty Fuel Dispensing Pumps with Electronic Registers

Bid documents can be obtained between 0930 hrs. and 1430 hrs. up to 27.02.2008 from the office of Manager Supplies, Ceylon Petroleum Corpora tion, 01st Floor, “Rotunda Tower”, No. 109, Galle Road, Colombo 03, on a written request and payment of a non-refundable fee of Rs. 5000/= per set. Alternatively, bid documents m ay be downloaded from websites www.ceypetco.gov. lk o r www.npa.gov.lk . Bids will be opened at the Office of Manager Supplies, Ceylon Petro leum Corporation, at the above address, imm ediately after closure of the Bids. Bidders or their authorized representa tives will be permitted to be presen t at the tim e of opening o f Bids. Bids may be sent by post under registered cover or m ay be deposited in the Bid Box kept in the Office of Manager Supplies, Ceylon Petroleum Corporation, 01st Floor, “Rotunda Tower”, No. 109, Galle Road, Colombo 03.

Chairman, Cabinet Appo inted Procurem ent Comm ittee

Ceylon Petroleum Corpora tion, 01st Floor, “Rotunda Tower”, No. 109, Galle Road, Colombo 03.


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CEYLON PETROLEUM CORPORATION

Bid for the Supply of

458 Nos. Fuel Dispensing Pumps with

Electronic Registers

B/02/2008

Invitation to Bids

Chairman, Cabinet Appointed Procurement Committee (CAPC), Ministry of Petroleum & Petroleum

Resources Development (MP&PRD) on behalf of the Ceylon Petroleum Corporation (CPC) at Rotunda Tower, 109, Galle Road, Colombo 3, Sri Lanka, will receive sealed Bids from reputed ISO

9001-2000 Certified Fuel Dispensing Pumps Manufacturers, their Export Agents abroad or their

Accredited Local Agents, for the Supply of following items :

01) 192 Nos. Single Product, Single Nozzle, Standard Duty Fuel Dispensing Pumps with Electronic Registers.

02) 111 Nos. Single Product, Single Nozzle, Heavy Duty Fuel Dispensing Pumps with Electronic Registers. 03) 97 Nos. Two product, Dual Nozzle, Standard Duty Fuel Dispensing Pumps with Electronic Registers.

04 ) 58 Nos. Two Product, Dual Nozzle, Heavy Duty Fuel Dispensing Pumps with Electronic Registers.

as per the Technical Specifications stipulated herein and Schedules annexed hereto.

Failure to furnish documents as indicated under Clause 1.4 of Instruct ions to Bidders (ITB) may

result in the Bid being rejected.

The CPC will open Letter of Credit under the terms of clause 2.5 of Conditions of Contract (COC),

Mode of Payment..

N.B : Cost of Insurance, Customs Duty at the Port of Colombo and other Government

levies will be paid by the CPC, and should not be included in the Bid price.


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CONTENTS

PAGE 1. INSTRUCTIONS TO BIDDERS (ITB)

1.1 Introduction........................................................................................………….7 1.2 Basis of Bid ........................................................................................………….7 1.3 Bid Document ....................................................................................………….8 1.4 Documents to accompany the Bid.........................................................………….8 1.5 Sealing, Marking and Submission of Bids..............................................………….11 1.6 Period of Validity of Bids.....................................................................………….12 1.7 Format and signing of Bids………………………………………………… … ……. 12 1.8 Clarification of Bid Document ......................................................………….13 1.9 Deadline for Submission of Bids……………………………………………… . .. 13 1.10 Late Bids ........................................................................................... … …….14 1.11 Modification, Substitution and Withdrawal of Bids…………………………… .….14 1.12 Opening of Bids .................................................................................………….15 1.13 Agent to hold Power of Attorney. .........................................................………….15 1.14 Bid Security Guarantee………………………………………………………………… .15 1.15 Schedule of Prices ..............................................................................………...16 1.16 Preliminary Examination of Bids.........................................................…………16 1.17 Corrections of Errors…………………………………………………………………… 17 1.18 Conversion to Single Currency…………………………………………………… ….. .17 1.19 Evaluation of Bids............................................................................... 17 1.20 Right to accept or reject any or all Bids …………………………………………… 18 1.21 Awarding Criteria ..............................................................................………. .18

02. CONDITIONS OF CONTRACT (COC)

2.1 Third party Inspection & Pattern Approval from Measurement Units Standards 21 and Service Department of Sri Lanka 2.2 Performance Guarantee .....................................................................…… … 22 2.3 Technical Training for CPC Maintenance Staff…………………………………… . 23 2.4 Warranty Conditions ………………………………………………………………… ..23 2.5 Mode of Payment ...............................................................................……… 25 2.6 Shipping Documentation, Test Certificates, Approvals and Operating and 25 Maintenance Manuals ....................................................... 2.7 Default by Successful Bidder...............................................................……… 27 2.8. Liquidated Damages...........................................................................…… 28 2.9 Patent Infringement ……………………………………………………………………..28 2.10 Force Majeure……………………………………………………………… ……… …28 2.11 Arbitration……………………………………………………………………… ……… 29 03. TECHNICAL SPECIFICATIONS………….…………...........................31-39

04. DRAWING – TEST SET-UP FOR DELIVERY FLOW RATE OF

FUEL DISPENSING PUMPS ……………………………………………41

05. SCHEDULE OF PRICES ……………………………………………….43

06. ANNEXURES………………………………………….… …………….45-54


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ANNEXURES

Schedule – A - Schedule of Prices Annexure - B - Compliance/Deviation sheet Annexure – C - Form of Bid Annexure – D - Format for Bid Security Guarantee Annexure – E - Form of Agreement Annexure – F - Format for Performance Guarantee


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1. INSTRUCTIONS TO BIDDERS (ITB)


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01. INSTRUCTIONS TO BIDDERS (ITB)

1.1 Introduction

1.1.1. Chairman, Cabinet Appointed Procurement Committee (CAPC), Ministry of Petroleum

and Petroleum Resources Development (M P&PRD) on behalf of the Ceylon Petroleum Corporation (CPC) invites sealed Bids from Reputed ISO 9001- 2000 Certified Fuel Dispensing Pumps Manufacturers, their Export Agents abroad or their Accredited Local Agents, for the supply of 458 Nos. Fuel Dispensing Pumps with Electronic Registers as per the Technical Specification given in Section 03 of bid document.

1.1.2 The Fuel Dispensing Pump Model/s offered shall hold a Pattern Approval as per the requirements of International Organization of Legal Metrology – Organisation Internationale De Metrologie Legale (O1ML) standard R 118 : 2000, “Testing Procedures and Test Report Format for Pattern Examination of Fuel Dispensers for Motor Vehicles and Constituent Element” and OIML R 117 : 1995 “Measuring System for Liquid other than Water”, issued by the authorized Local Metrology Department for Measurement Apparatus in the manufacturing country accepted by OIML.

1.1.3 In addition, the Fuel Dispensing Pump Model/s offered shall hold a Pattern Approval from

Measurement Units, Standards and Services Department of Sri Lanka at No. 101, Park Road, Colombo 05, Sri Lanka. Email : [email protected] T/P Nos. 0094-11-2583261/ 2597757/2587190/2588914 . Fax : 0094-11-2597756.

1.1.4 The manufacturer should have a minimum of 05 years experience in Design, Development,

Manufacture and Supply of Fuel Dispensing Pumps with Electronic Registers in the International Market.

1.2 Basis of Bid 1.2.1 Bids are to be forwarded on C & F basis for the Supply of Fuel Dispensing Pumps with Electronic Registers to CPC in completely assembled form with al l test reports manufacturer's data sheets/books, detail drawings in three sets (Original and two duplicates) and a copy each of Operating and Maintenance Manuals including trouble shooting details with the shipment as per clause 2. 6.2.of Conditions of Contract (COC). Three (03) sets of Workshop and illustrated spare parts manuals shall also be included. 1.2.2 Bids are to be forwarded for the Supply of 458 Nos. Fuel Dispensing Pumps with Electronic Registers as per the Technical Specifications stipulated in the Bid document. 1.2.3 Additional services provided by the Bidder, in addition to the requirements mentioned in the bid document, may be stated.

1.2.4 If a Bidder wishes to submit alternative Bids from different Pump Manufacturers such alternative Bids should be submitted with separate Bid Security Guarantees.

1.2.5 All documentation and correspondence shall be furnished in English Language.

.


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1.3 Bid Document

1.3.1 Bid Document will consist of the following :

Invitation to Bids

Instructions to Bidders (ITB)

Conditions of Contract (COC)

Technical Specificat ions Schedule of Prices

Compliance / Deviation sheet

Form of Bid

Format for Bid Security Guarantee

9. Form of Agreement 10. Format for Performance Guarantee

1.3.2 The bidders are not permitted to do any alterations in the bid document in any form

whatsoever. Any such alterations in the bid document by the bidder, may be liable

for disqual ification.

1.4 Documents to accompany the Bid

All Bids should contain required particulars in respect of the items offered.

Failure to furnish the following documents and details, along with the Bid may result in

the Bid being rejected.

1.4.1 Commercial Proposal

1.4.1.1 Bid Security Guarantee (As per Annexure D).

1.4.1.2 Form of Bid (Annexure C) duly completed and signed. 1.4.1.3 Schedule of Prices (Schedule A) duly completed and signed 1.4.1.4 Name and Address of the Accredited Local Agent along with Legally

Executed Power of Attorney i ssued by the Manufacturer and valid copy of Certificate of Registration i ssued by the Registrar of Companies.

1.4.1.5 Name and Address of the Export Agent abroad along with Legally Executed Power of Attorney issued by the Manufacturer.

1.4.1.6 Validity of the Bid.

1.4.1.7 Name of the Manufacturer, Country of Origin, Country & Port of Shipment.

1.4.1.8 Make and Model/s of the Fuel Dispensing Pumps offered.


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1.4.1.9 Manufacturer’s Guarantee where applicable as per Technical specifications.

1.4.1.10 Conditions of Warranty

1.4.1.11 Compliance with the payment terms.

1.4.1.12 Shipment Schedules. 1.4.1.13 Itemised price list of recommended spares by the Supplier for 3 years operation.

The spares offered shall include the fol lowings 1. Pumping Unit 2. Spares of Pumping Unit 3. Flow Meter 4. Spares of Flow Meter 5. Nozzle 6. Hose 7. Main Board 8. Key Pad Display 9. Power Board 10. Drive Board 11. Solenoid Valve 12. All electronic Data cables and Ribbons 13. Transformer 14. Micro Switch 15. Other electronic spares 16. Flexible Joint 17. Flanges 18. Filter 19. Filter assembly 20. Valves 21. Motor 22. Spares of Motor 23. All Types of relevant O – rings 24. Gaskets 25. Belt 26. Mechanical Totalizer 27. Any other spare parts recommended by the Manufacturer.

The price validity for spares shall be minimum of 3 years period.


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1.4.2 Technical Proposal.

1.4.2.1 Detailed Technical specification including schematic Diagram of Electronic Registers & Wiring Diagrams of Fuel Dispensing Pumps Model/s & components offered & certificate of conformity to OIML R 117 : 1995 requirements.

1.4.2.2 Pattern Approval and Test Report as per O1ML standard R 118 : 2000 of the

Model/s offered or pattern approval issued by the authorised Local Metrological Department for Measurement Apparatus in the manufacturing country accepted by the OIML.

1.4.2.3 A dimensional drawing indicating key dimensions of the layout of the entire Fuel

Dispensing Pump. 1.4.2.4 Certificate from the Manufacturer that the Fuel Dispensing Pump model/s offered

are not prototypes and are currently in manufacture.

1.4.2.5 Certificate from the manufacturer that the model/s offered wi ll not become obsolete & spares will be available for a minimum of 5 years period.

1.4.2.6 To ensure trouble free operation and avoid any effect on operation due to delays in warranty claims, a set of spares shall be delivered along with Fuel Dispensing Pumps as warranty spares. The list of warranty spares & quant ities shall be determined by the supplier based on past experience and the same to be indicated in the Bid.

1.4.2.7 Certification issued by BASEEFA, FM, CSA, PTB, UL or any other International recognized independent Testing Authority permitted to issue IEC EX certificate for the electrical motor, pulse transmit ter solenoid operated shut -off valve, nozzle switch & junction box and any other associated electrical equipments for installation in Zone I Gas Group IIA classified area as per IEC.

1.4.2.8 EMC/EMI Compliance as per IEC 61000 - 4.

1.4.2.9 Intended locat ion of Design, Manufacture, Inspection and Testing. Any proposed arrangements with others, either affiliates or associated Companies.

1.4.2.10 Listing/Marking authorization for Hose, Coupling & Nozzle Valve issued by Underwriters Laboratory Inc. (UL).

1.4.2.11 Certificate of conformity to ANSI/UL 87 or DIN EN 13617-1 : 2004 Design & Safety requirements. If the design & safety requirement of the Fuel Dispensing Pump is covered by any other local standard applicable in the manufacturing country, the Bidder shall declare the same & furnish references. 1.4.3 Information on the Manufacturing Company and past performance. 1.4.3.1 Documentary proof and information on the manufacturing company, it’s background & business profile, financial status report of the current financial year & documentary evidence of the company, eligibility to manufacture Fuel Dispensing Pumps to OIML, ANSI/ UL 87, EN 13617-1: 2004 and IEC explosion proof requirements.


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1.4.3.2 Proof of minimum of 5 years past experience that the manufacturer has designed, manufactured and supplied Fuel Dispensing Pumps for commercial use as per OIML, ANSI/UL 87, EN 13617-1: 2004 and IEC explosion proof requirements.

1.4.3.3 List of customer’s references of the model/s offered and user recommendation. Majority shall be at International level and customer contact details (E-mai l/Fax) shall be provided.

1.4.3.4 The manufacturer shall possess ISO 9001 – 2000 quality assurance certificate for Design, Development, Manufacture and Supply of Fuel Dispensing Pumps & ISO 14001 for Environment Management System.

Note : Every Bidder shal l be required to meet the specification/Conditions hereof. Where this cannot be met, all such deviations and reasons thereof shall be listed and explained as per compliance/deviation sheet (Annexure B) attached. 1.5 Sealing, Marking and Submission of Bids

1.5.1 Bids shall be submitted in duplicates as per the conditions specif ied in this Bid

document. The original and the dupl icate of the Bid should be placed in separate envelopes marked 'ORIGINAL' and 'DUPLICATE'. Both envelopes should be

enclosed in one securely sealed cover, which should be marked "BID FOR THE

SUPPLY OF 458 NOS. FUEL DISPENSING PUMPS WITH ELECTRONIC

REGISTERS” (the Invitation to Bid title) on the top left hand corner and the

statement, “DO NOT OPEN BEFORE 1400 hrs. on 28.02.2008 (to be completed

with the time and date specified in the Bid document) and shall be addressed to :

Chairman, Cabinet Appointed Procurement Committee,

“ 458 Nos. Fuel Dispensing Pumps with Electronic Registers”

Supplies Function,

Ceylon Petroleum Corporation,

1st Floor, Rotunda Tower, No. 109,Galle Road,

Colombo 03,

Sri Lanka.

Tel: 0094 11 2473662 Facsimile : 0094 11 2473979/2541592

1.5.2 If the outer envelope i s not sealed and marked as required above, the CAPC will assume no responsibility for the Bid’s being misplaced or premature opening. If the outer

envelope discloses the Bidders identity, the CAPC will not guarantee anonymity of the Bid submission but this disclosure will not constitute grounds for Bids rejection.

1.5.3 Bids, sealed and addressed as aforesaid, shall be sent under Registered Cover to reach:

Chairman,


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Cabinet Appointed Procurement Committee,

“ 458 Nos. Fuel Dispensing Pumps with Electronic Registers” Supplies Function Ceylon Petroleum Corporation,

1st Floor, Rotunda Tower,

No. 109, Galle Road,

Colombo 03,

Sri Lanka, not later than 1400 hrs Sri Lanka local time on 28.02.2008.

1.5.4 If the Bidders or their representatives choose not to send their Bids under Registered

cover, alternatively they could deposit such Bids in the Bid Box provided for this

purpose at the of fice of the

Manager Supplies

Supplies Function,

Ceylon Petroleum Corporation,



Colombo 3,

Sri Lanka. not later than 1400 hrs Sri Lanka local time on 28.02.2008.

1.6 Period of Validity of Bids

1.6.1 All Bids shall be valid until 30.05. 2008. Bidders should however, clearly indicate the

maximum period that their Bids would be valid. A Bid valid for a shorter period will

be considered as non-responsive.

1.6.2 Cost & Freight (C & F) prices indicated in the Schedule of Prices (Schedule A)

(Clause 1.15 below) shall be firm and shall not be subject to any price variation within

the period of validity stated in (1.6. 1) above.

1.7 Format and Signing of Bids

1.7.1 The Bidder shall prepare an Original and a Duplicate of the Bid specified above, clearly marked as, " BID FOR THE SUPPLY OF 458 NOS. FUEL DISPENSING PUMPS WITH ELECTRONIC REGISTERS” – Original and Duplicate as appropriate. In the Event of any discrepancy between the Original and Dupl icate, the Original shall govern.

1.7.2 The Original and the Duplicate of the Bids shall be typed, or written in indelible ink, and

shall be signed by the Bidder, or person(s) duly authorized by the Bidder. All pages of the


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Bid except for un-amended printed literature shall be initialled by the person(s) sign ing

the Bid.

1.7.3 Any inter lineation, erasures or insertion shall be valid only if they are initialled by the

person(s) signing the Bid. All corrections shall be very clear and no over-writing shal l be

accepted.

1.8 Clarification of Bid Document

1.8.1 A prospective Bidder requiring any clarification of the Bid document shall noti fy CPC in writing by hand or post or facsim ile at the CPC’s m ailing address ind icated in ITB clause 1.5. 1.8.2 Similarly, if a bidder feels that any important provision is unacceptable or the

technical specifications stated in Section 03 of the bidding document is tailormade to a

particular brand or a model, such complaint / objections shall be raised at this stage,

1.8.3 Bidder shall request in writing any clarifica tion of the Bid docum ent or lodge any objection /complaint mentioned in clause 1.8.2, on or before 14.02.2008. CAPC sha ll response to any such clarifications, ob jections or complaints on or before 21.02.2008.)

1.8.4 All correspondence shall be addressed to : Chairman Cabinet Appointed Procurement Committee “ 458 Nos. Fuel Dispensing Pumps with Electron ic Registers” Supplies Function, Ceylon Petroleum Corpora tion 1st Floor, “ Rotunda Tower” No. 109, Galle Road, Colombo 03 Sri Lanka

and shall not be personally addressed to any officer. Such correspondence

shall not be entertained and shall be considered as disqualification.

1.9 Deadline for Submission of Bids

1.9.1 Chairman, Cabinet Appointed Procurement Committee must receive Bids at the address

specified under ITB Clause 1.5 not later than 1400 hrs. on 28.02.2008.

1.9.2 Chairman, Cabinet Appointed Procurement Committee may, at his discretion, extend this


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deadline for submission of Bids, by amending the Bid document, in which case all rights

and obligations of CAPC and the Bidders will thereafter be subjected to the deadline as

extended.

1.10 Late Bids

Any Bid received by the Chairman, CAPC, after the deadline for submission of Bids, will not be

considered and returned unopened to the bidder.

1.11 Modification, Substitution & Withdrawal of Bids

1.11. 1 The Bidder may modify or withdraw his Bid after submission, provided that wri tten

notice of the modification or withdrawal is received by the CPC, prior to the deadline

prescribed for Bid submission.

1.11. 2 The Bidder’s modifications shall be prepared, sealed, marked and despatched as

follows:

1.11. 3 The Bidders shall provide an Original and a Duplicate, as specified in the ITB clause 1.7 of any modifications to his Bid, clearly identified as such in two envelopes, duly

marked " BID FOR THE SUPPLY OF 458 NOS. FUEL DISPENSING PUMPS

WITH ELECTRONIC REGISTERS”. The envelopes shall be sealed in an outer

envelope, duly marked “BID MODIFICATIONS”.

1.11. 4 A Bidder wishing to withdraw his Bid, shall notify the CPC in writing prior to the

deadline prescribed for the submission of Bids. A withdrawal notice may also be sent by

Facsimile, but must be followed by the original, by post or by hand not later than the

deadline for submission of Bids. The notice of withdrawal shall be addressed to the: -

Chairman, Cabinet Appointed Procurement Committee, “ 458 Nos. Fuel Dispensing Pumps with Electronic Registers” Supplies Function Ceylon Petroleum Corporation,



Colombo 03, Sri Lanka.

bearing the Bid name and the words “BID WITHDRAWAL NOTICE”.

1.11.5 Bid withdrawal notices received after the deadline for submission of Bids will be

ignored and the submitted Bids will deem to be valid.


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1.12 Opening of Bids

1.12.1 Bids wi ll be opened immediately after the closure of the Bids, at the

Manager Supplies’ Office,

Ceylon Petroleum Corporation, 1st Floor, Rotunda Tower,


Colombo 3,

Sri Lanka,

1.12.2 The Chairman, CAPC or his nominated representative will open the Bids, in the

presence of the Bidders and / or their representatives, who choose to attend at the time of bid opening. Bidders and / or their representatives so attending, shall sign a register as proof of their attendance.

1.12.3 The Bid prices, discounts, and Bidder’s names, the presence or absence of the requisi te Bid Security Guarantee and other such detai ls, will be announced, at the opening. 1.12.4 Bids and modifications sent pursuant to ITB sub clause 1.11 that are not opened wi ll not be considered for evaluation, regardless of the circumstances.

1.13 Agent to hold Power of Attorney

1.13.1 Bids from Accredited Local Agents representing Manufacturers or from manufacturers

Export Agents abroad will not be considered unless they hold a Legally Executed

Power of Attorney from the Manufacturer, empowering the Agent to offer on his

behalf, to enter into a valid agreement on behalf of the Manufacturer to ful fil all the

terms & Conditions of the Contract, in the event of the bid being awarded.

1.13.2 An Agent signing the Bid document on behalf of the Manufacturer should state the

Manufacturer’s name, address, telephone nos., fax nos. if any. Original of the Legally

Executed Power of Attorney shal l be attached to the offer. Under no circumstances, will

a letter of Authority be accepted.

1.13.3 Nomination of an Agent af ter the Bid has been submi tted will not be valid.

1.13.4 Local Agent shall also forward a valid copy of their Business Registration issued by the

Registrar of Companies together with their offer.

1.14 Bid Security Guarantee

1.14. 1 Each Bid shall be accompanied by a Bid Security Guarantee, undertaking that the Bid

will be held valid for the speci fied period, and that the Bid will not be withdrawn during


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that period. Such security shall be in the form of a Bank Draft or a Bank Guarantee

issued / conf irmed by a bank in operat ion in Sri Lanka and approved by the Central Bank

of Sri Lanka and payable to the CPC on demand in a sum of Rupees Two Million only

(Rs.2,000,000/=).

1.14.2 The Bid Security Guarantee shall be valid 30.06.2008. A format of Bid Security

Guarantee is attached as Annexure "D".

1.14.3 Failure to submit the Bid Security Guarantee at the time, or before the closing of Bid, and

in accordance with above said requirements, and in the format provided, will result in the

Bid being rejected.

1.14.4 Bid Security Guarantee from unsuccessful Bidders will be returned to them after the award

is made to the successful Bidder. The Bid Security Guarantee of the successful Bidder will

be returned only after receipt of the Performance Guarantee.

1.15 Schedule of Prices

1.15.1 Bids shall be in the form of a Pro-forma Invoice in Three (03) copies indicating Country

of Origin, Port of Shipment, H.S. Code, Terms of Payment, Delivery Period and Offer

Validity. Rates quoted should be computed on the basis of C & F Colombo, showing

Free on Board (FOB) value and freight charges separately.

1.15.2 Bidders are also required to duly sign and return the Schedule of Prices - marked

Schedule A indicating their Bids in detail together with the Pro-forma Invoice.

1.15.3 Prospective Bidders are requested to submit their Bids in any single foreign currency

convertible in Sri Lanka.

1.15.4 All Agents’ Commissions, (if any), should be disclosed in Sri Lanka Rupees in the

appropriate column of the Schedule of Prices.

1.15.5 Prices not submitted on the prescribed form and in the manner required are liable for

rejection.

1.16 Preliminary Examination of Bids

1.16.1 The CAPC will examine the Bids to determine whether they are complete, any

computational errors have been made, whether the documents have been properly

signed, and the bids are generally in order. The CAPC may, at its discretion call

clarifications f rom Bidders


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1.16.2 The request for clarification and the response shall be in writing within short period

from the clarifications and no change in the price or substance of the bid shall be

sought, offered or permitted.

1.17 Corrections of Errors

Bids determined to be substantially responsive will be checked for any arithmetical error and

errors will be corrected in the following manner.

1.17.1 Where the discrepancy is between the amount in figure and the amount in words, the

amount in words will prevail.

1.17. 2 Where the discrepancy is between unit rate and the line total, resulting f rom multiplying

the uni t rate by the quantity, the unit rate as quoted will govern, unless in the opinion of the Chairman, Cabinet Appointed Procurement Committee, there is an obvious gross

misplacement of the decimal point in the rate, in which case the line item total as quoted

will govern, and the unit rate will be corrected.

1.17.3 The amount stated in the form of Bid adjusted in accordance with the above procedure

with the concurrence of the Bidder shall be considered as binding upon the Bidder. If the Bidder does not accept the correct amount of Bid, his Bid shall be rejected without

affecting the Bid Security Guarantee.

1.17.4 Where the adjusted price is lower than the Bid price the adjusted figure will be t reated as

Bid price. If the adjusted price is higher than the Bid price the Bid figure will be the Bid price. The rates will be adjusted with the concurrence of the Bidder to reach the

Bided figure. If the Bidder does not agree for such adjustment, his Bid shall be rejected

without affecting the Bid Security Guarantee.

1.18 Conversion to Single Currency

To facilitate evaluation & comparison of Bids, all prices quoted in foreign currency will be converted to Sri Lankan Rupees at the Selling Exchange Rate of the Treasury Division of

Peoples Bank of Sri Lanka, prevailing on the date of opening of Bids.

1.19 Evaluation of Bids

1.19.1 The CAPC will carry out a detailed evaluation of the Bids with the assistance of Cabinet

Appointed Technical Evaluation Committee, to determine whether the Technical aspects

are properly addressed, and the Bids are substantially responsive.


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1.19. 2 The evaluation methodology wil l comprise:

1.19.2.1 Technical requirements:

� Specifications, drawings and supporting technical documents in compliance with Technical Specif ications of this Bid document including the information / details requested under Clause 1.4 of ITB.

1.19.2.2 Financial Evaluat ion of Bids The comparison of the total C&F price for 458 Nos. Fuel Dispensing Pumps with Electronic Registers, discounts and local agency commission if any will be evaluated. 1.19. 3 In addition to the Bid prices indicated in the schedule, the fol lowing factors will also be considered in the evaluation.

� Availability of spare parts as per sub clause 1.4.2.5 of ITB � Past supply records as per sub clause 1. 4.3.2 & 1.4.3.3 of ITB � Shipment Schedule as per sub clause 2. 6.3 of COC � Prices of spare parts as per sub clause 1.4. 1.13 of ITB. � List of Warranty Spares as per sub clause 1.4.2.6 of ITB

1.20 Right to accept or reject any or all Bids

1.20. 1 The Cabinet Appointed Procurement Committee will not be bound to make the award to

the Bidder submitting the lowest offer.

1.20.2 The Cabinet Appointed Procurement Committee reserves the right to reject any or all

Bids or any part thereof, without adducing any reasons. The Cabinet Appointed

Procurement Committee may accept any or all items of an offer, and reserves the right

to increase or decrease the number of units to be contracted for, at prices indicated in

the Schedule of Prices.

1.20.3 The notice of acceptance of Bid wi ll be sent by Facsimile/E-mail followed by post to

the successful Bidder, to the address given by him in the Bid document, soon after the

decision of Cabinet of Ministers is obtained.

1.21 Awarding Criteria

1.21.1 Subject to ITB Clause 1.20.3 the CPC will award the contract to the successful Bidder,

whose Bid has been determined to be substantially responsive, lowest evaluated Bid,

provided that the Bidder is determined to be qualified to perform the contract satisfactorily.


Page - 19 - of 54

1.21.2 The successful Bidder will be called upon to Supply to CPC, 458 Nos. Fuel Dispensing

Pumps with Electronic Registers conforming to Technical Specifications, and strictly by

the agreed shipment schedule, which should be within 07 (Seven) months as per clause

2.6.3 of COC.

1.21.3 The successful Bidder will be called upon to enter into an Agreement with CPC.

A specimen Form of Agreement is attached as Annexure- E.


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2. CONDITIONS OF CONTRACT

(COC)


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02. CONDITIONS OF CONTRACT (COC)

2.1 Third Party Inspection & Pattern Approval from Measurement Units, Standards

and Services Department of Sri Lanka

2.1.1 The successful Bidder, on being notified by CPC of the acceptance of his Bid, shall

produce one (01) No. Fuel Dispensing Pumps with Electronic Registers in each type (Total 04 units) for the purpose of pre-shipment inspection for quality, performance

and marking requirements at the sole discretion of CPC by the Independent

Internationally recognized Third Party Inspector accepted by CPC. These four (04)

units shall be ready for pre-shipment inspection within a period of six (06) weeks

after the acceptance of the Bid. CPC shall have the full authority to reject any material or workmanship which does not meet the technical specifications and other

conditions of the Bid document. Any inspection by the Third Party Inspector shall

not absolve successful Bidder from his responsibility to ensure that specification

requirements are met.

2.1.2 The Supplier shall give fifteen (15) days’ notice to CPC before the schedule date of

Third Party Inspection with seven (07) days confirmation notice. All the expenses

relating to the Third Party Inspection shall be borne by the Supplier.

2.1.3 During the Third Party Inspection the four (04) type of Fuel Dispensing Pumps with Electronic Registers shall be tested as per the OIML standard 118 : 2000 .“Testing Procedures and Test Report format for Pattern Examination of Fuel Dispensers for Motor Vehicles and Constituent Elements” in order to verify that their characteristics comply with the International recommendation of OIML R: 117 : 1995 Measuring System for Liquids other than Water”

2.1.4 In addition, the third Party Inspection company shall certify that the four (04) type of

Fuel Dispensing Pumps with Electronic Registers comply to the technical specification given in the Bidding document in all aspects.

2.1.5 Third Party Inspection Report should be sent to CPC by courier and CPC in turn will

send the Letter of Acceptance back to the supplier within 10 days after receipt of the original Third Party Inspection Report.

2.1.6 On acceptance of Third Party Inspection Report, the supplier will be notified to

deliver the aforesaid 4 Nos. of Fuel Dispensing Pumps for the purpose of inspection by CPC and obtaining Pattern Approval from Measurement Units, Standards and Services Department of Sri Lanka at No. 101, Park Road, Colombo 05, Sri Lanka. Email: [email protected] T/P Nos. 0094- 11-2583261/2597757/2587190/2588914 . Fax : 0094-11-2597756, which is a mandatory requirement of Government of Sri Lanka.


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2.1.7 CPC will bear all taxes, customs duties applicable, clearing charges and internal transportation of the Fuel Dispensing Pumps to the testing facility in Sri Lanka. Successful Supplier or his representative shall be present during the test and verification charges applicable shall be born by the supplier.

2.1.8 The Supplier is responsible for obtaining the Pattern Approval aforesaid. 2.1.9 The Supplier, after obtaining the Pattern Approval from Measurement Units,

Standards and Services Department of Sri Lanka for the four (04) models of Fuel Dispensing Pumps with Electronic Registers and accepted by CPC is bound to deliver the same models in compliance with the Technical specifications in all aspects in all three (03) consignments given in Shipment Schedule in Clause 2.6.3 of the COC.

2.1.10 If any of the Fuel Dispensing Pumps with Electronic Registers supplied in three Consecutive shipments are found to be not identical to the models approved by

Local Metrology Authority and CPC, such items shall be returned at the cost of

the supplier and shall be replaced free of charge.

2.1.11 The successful bidder, in the event of his failure to supply the same models of Fuel

Dispensing Pumps with Electronic Registers in all three (03) shipments as aforesaid, shall be liable for any losses, costs, expenses and damages, which the

CPC may sustain in consequence of such failure, and performance Guarantee

shall be forfeited and his name will be placed in the list of defaulting Contractors.

2.2. Performance Guarantee

2.2.1 The successful Bidder, after obtaining the Pattern Approval from Measurement Units, Standards and Services Department of Sri Lanka and accepted by CPC, shall furnish at his own expense a Performance Guarantee, within fourteen (14) days of such notification, through / confirmed by a reputed Commercial Bank in operation in Sri Lanka and approved by Central Bank of Sri Lanka, for a sum equivalent to 10% of the total Free on Board (FOB) value of the accepted Bid. The Performance Guarantee shall be substantially in the format given in Annexure F.

2.2.2 If the successful Bidder, fails to furnish the Performance Guarantee as aforesaid,

his name will be placed in the list of defaulting Contractors. The successful

Bidder, in the event of his failure to furnish the Performance Guarantee as required, shall be liable for any losses, costs, expenses and damages, which the

CPC may sustain in consequence of such failure, and the Bid Security

Guarantee shall be forfeited.


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2.2.3 The Letter of Credit will be opened only after the receipt of the Performance

Guarantee. The Performance Guarantee shall be in favour of the CPC, and shall

be valid for a period of not less than Ninety (90) days from the date of anticipated final delivery.

2.2.4 To expedite opening of Letter of Credit, the Supplier shall on his own account

instruct his Bank to Fax CPC, the date, the amount and validity period of the

Performance Guarantee. Simultaneously the original document of the Performance Guarantee shall be sent to CPC by courier.

2.3 Technical Training for CPC Maintenance Staff

A technically competent officer from the manufacturer capable of providing

Technical Training to CPC Technical staff shall visit CPC & conduct training on

Installation, Maintenance, Troubleshooting & Calibration procedures of the Fuel Dispensing Pumps supplied. The duration of the training programme shall not be

less than three (03 ) days (six hours per day) & all expenses covering Travelling,

Accommodation, Food and internal Transport of the resources personnel shall be

borne by the Supplier Medium of Training shall be in English Language & service

of a Translator shall be obtained where necessary.

2.4 Warranty Conditions

2.4.1 The successful Bidder shall provide manufacturer’s warranty that the design,

engineering &equipment/material supplied shall be free from defects & shall

conform & shall perform so as to comply with specifications contained in the Bid

document.

2.4.2 This manufacturer’s warranty shall cover a minimum period of 18 months from the date of arrival of the Fuel Dispensing Pumps with Electronic Registers at the port of

Colombo.

2.4.3 All such defects found within the warranty period aforesaid shall be rectified or

replaced free of charge by the Supplier.

2.4.4 Repairs / Part replacements of the Fuel Dispensing Pumps supplied on this contract

and installed at Filling stations scattered throughout the country shall be performed

during the warranty period specified in clause 2.4.2 shall be performed as follows :

2.4.4.1 Repairs / Part replacements undertaken by the accredited Local Agent under

CPC supervision.


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2.4.4.1.1 If the manufacturer is represented in Sri Lanka by an accredited

Local Agent who is Technically competent to handle repairs of

the Fuel Dispensing Pumps supplied, upon notified by CPC of such faults/breakdowns, shall attend the repair at the fill ing

stations at which the Fuel Dispensing Pumps is installed under

the supervision of CPC technical staff.

2.4.4.1.2 The accredited Local agent or his technical staff is not permitted to handle the repair work directly without CPC supervision and

all correspondences to be directed to CPC.

2.4.4.1.3 The accredited Local agent shall perform the repair/part

replacement aforesaid at his own expense during the warranty

period specified. The accredited Local agent shall be responsible of keeping sufficient stock of spares and occupy technical staff

trained at Manufacturers works in order to provide efficient after

sales services.

2.4.4.2 Repairs/Part replacements undertaken by CPC technical staff with the warranty spares supplied free of charge by the supplier along with the Fuel dispensing

Pumps as per clause 1.4.2.6 of ITB.

2.4.4.2.1 If the Supplier is not represented in Sri Lanka by an Accredited

Local Agent, upon notification of the faults / breakdowns by CPC, the supplier may request the CPC to undertake the repairs / part

replacements with the warranty spares delivered free of charge as

per clause 1.4.2.6 of ITB.

2.4.4.2.2 In case of additional spares which were not included in the warranty

spares supplied as per clause 1.4.2.6 of ITB are required or the quantity supplied is insufficient, the supplier shall despatch the

spares required within one (01) week upon notification by CPC so

as to carryout the repair work with least delay.

2.4.4.2.3 However the labour charges, cost of travelling and other expenses incurred by CPC to attend the repair work, calculated at a rate of

US Dollars 10.00 per man hour will be claimed from the supplier.

2.4.4.2.4 The supplier will be informed the repair charges payable to CPC for

each repair and the accumulated repair charges will be deducted


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from the final payment. ( 03% retention of FOB value) at the end of

the warranty period of the 03rd ( final ) shipment.

2.5 Mode of Payment

2.5.1 Foreign Cost

2.5.1.1 Payments shall be made by an Irrevocable Letter of Credit, 90% of the FOB

value at sight and 07% after the delivery and acceptance by CPC. Balance 3%

will be paid at the expiry of the warranty period of the 03rd (final) shipment, after

deducting the accumulated repair charges given in clause 2.4.4.2.3 & 2.4.4.2.4.

2.5.1.2 Payments for the four (04) units delivered initially for obtaining Local Pattern

approval will be made immediately after receipt of the relevant approval from

Measurement Units, Standards and Services Department of Sri Lanka, and accepted by CPC.

2.5.2 Agent’s Commission

2.5.2.1 In Item-No 06 of the ‘Schedule of Prices’, the Bidder should indicate the local

Agent’s Commission (if any), in Sri Lanka Rupees.

2.5.2.2 Agency Commission shall be paid on receipt of a Certificate from the Marketing

Manager of CPC that all the items have been received as per the terms and

conditions of the contract.

2.6 Shipping documentation, Test Certificates, Approvals and Operating &

Maintenance Manuals

2.6.1 Immediately after the consignment is shipped, the supplier shall send to CPC, a Fax/E-mail

stating the name of the Vessel and the other relevant details. Also, within 03 days from the date of Bill of Lading, 04 copies of each of the following shipping documents should be sent

by Courier to CPC.

2.6.1.1 Clean on Board Freight prepaid/Collect Bill of Lading showing destination as

Colombo and indicating actual amount of freight paid. If freight is not indicated on the Bill of Lading, freight receipt issued by the Shipping Company, indicating

the freight should be annexed.


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2.6.1.2 Four copies of manually signed Commercial Invoices showing cost and freight

separately.

2.6.1.3 The Certificate of Manufacturer, stating that the items shipped were

manufactured by them and indicating Country of Origin.

2.6.2 Following Documents shall also be sent along with the shipment

2,6.2.1 Certified copies of following certifications :

2.6.2.1.1 Pattern Approval & Test reports as per OIML standard R118 : 2000 &

certificate of conformity to OIML R117 : 1995 issued by the authorized

Local Metrology Department for Measurement Apparatus in the

Manufacturing Country accepted by OIML.

2.6.2.1.2 Certificate of conformity of design & safety according to ANSI / UL 87 or

DIN EN 13617 – 1 : 2004. If the design & safety requirement of the Fuel

Dispensing Pump is covered by any other local standard applicable in the

manufacturing country, the Supplier shall declare the same & furnish references.

2.6.2.1.3 IEC Explosion proof certification for Electric Motors & accessories such

as pulse generator, nozzle switch, electric shut off valve & junction box and other electrical components.

2.6.2.1.4 Listing/Marking authorization for hose, coupling & nozzle valves issued

by Underwriters’s Laboratory Inc. (UL).

2.6.2.1.5 ISO 9001 : 2000 Quality Assurance Certificate for Design, Development & Manufacturing of Fuel Dispensing Pumps and ISO 14001 for

Environment Management System.

2.6.2.2 Operation and Maintenance Manuals, Drawings and Workshop Manuals.

2.6.2.2.1 One copy of Operating & Maintenance Manual containing installation,

operating & maintenance procedures, Trouble shooting guide,

Calibration procedures, flow charts, for the functions/features, of the

electronic register & programming instruction and other relevant

information for each fuel dispensing pump.


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2.6.2.2.2 Workshop Manual containing part lists covering all items in the package

with sufficient references (Part Nos.) disassembly & maintenance

procedures and other relevant information, shall be supplied in Triplicate.

2.6.2.2.3 Dimensional diagrams & foundation details and other relevant information.

2.6.2.2.4 Electrical wiring diagram.

2.6.3. Shipment Schedule

The 458 Nos. Fuel Dispensing Pumps with Electronic Registers should be shipped to CPC within a period of Seven (07) months from the date of establishment of Letter of Credit in three (03) shipments as per the following schedule :

2.7 Defaults by Successful Bidder

2.7.1 If the successful Bidder, defaults in the supply or otherwise commits a breach of

any of the provision in the Contract with CPC for the supply of 458 Nos. Fuel Dispensing Pumps with Electronic Registers according to the Technical

Specifications, he shall be liable to pay to CPC, all losses, damages and expenses

incurred by CPC, in consequence of such default or breach.

Type of Pumps

Shipment for

Pattern Approval

1st Shipment

(approx. Quantity)

2nd Shipment

(approx. Quantity)

3rd Shipment

(approx. Quantity)

Single Product, Single

Nozzle Standard Duty Fuel

Dispensing Pumps

1 60 60 71

Single Product, Single

Nozzle Heavy Duty Fuel

Dispensing Pumps

1 35 35 40

Two Product, Dual

Nozzle Standard Duty Fuel

Dispensing Pumps

1 30 30 36

Two Product, Dual

Nozzle Heavy Duty Fuel

Dispensing Pumps

1 19 19 19

Total 04 144 144 166

Delivery Period Within 03

months from the date of LC

establishment

Within 05 months from

the date of LC establishment and not

earlier than 06 Weeks from 1st shipment

Within 07 months from

the date of LC establishment and not

earlier than 06 weeks from 2nd shipment


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2.7.2 Bidders should declare that they had read the Bid conditions, and that they make

the offer in compliance with, and subject to all the conditions thereof, and agree

to perform the services in accordance with the said conditions in the manner therein set out, and in terms of this offer. A form of Bid, as Annexure - 'C' is

attached.

2.8 Liquidated Damages

Should the Supplier fail to Supply 458 Nos. Fuel Dispensing Pumps with Electronic

Registers within the period specified or should he fail to replace any rejected Fuel

Dispensing Pumps with Electronic Registers or part thereof with a like quantity of

approved quality within the period allowed, the Supplier shall be liable to pay as a pre-

estimate of liquidated damages, the sum of 1/1000th of the F.O.B. value of the 458 Nos. Fuel Dispensing Pumps with Electronic Registers, per day for delay in executing the

order, until the Order is completed subject to a maximum of 10% of total F.O.B. Value

of the order. The Supplier in these circumstances will also render himself liable to be

placed in the list of defaulting Suppliers and be precluded from having any concern in the

Ceylon Petroleum Corporation Bids.

2.9 Patent Infringement

Supplier shall defend any and all infringement suits in which the purchaser is made a

defendant, alleging patent infringement on equipment purchased from Supplier. Supplier

shall pay all costs and expenses incident to any such litigation. It being further agreed and understood, that purchaser shall have the right to be represented therein by counsel,

of their own selection and paid by them. Supplier shall pay all damages profits and/or

costs, which may be subjected under the patent rights.

2.10 Force Majeure

Except as regards an act of God, War, Strike, Invasion, Civil war, Rebellion, Revolution, Insurrection, Earthquake, Plagues or Tsunami, the Bidder shall undertake all risks and

liabilities of whatsoever kind arising out of incidentals connected with the sale.


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2.11 Arbitration

Arbitration arising out of this contract shall be conducted under the rules of the

Arbitration Centre of the Institute of the Development of Commercial Law and Practice

(ICLP) in Sri Lanka and in accordance with the Arbitration Act No. 11 of 1995 of Sri

Lanka. The place of Arbitration shall be Colombo, Sri Lanka.


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3. TECHNICAL SPECIFICATIONS


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03. Technical Specifications

General specifications of Suction Type Fuel Dispensing Pumps with Electronic

Registers

3.0 Items to be supplied are as follows :-

Item

No.

Qty.

(Nos. )

Type

01 192 Single Product, Single Nozzle, Standard Duty Fuel Dispensing Pumps with Electronic Registers

02 111 Single Product, Single Nozzle, Heavy Duty Fuel Dispensing Pumps with Electronic Registers

03 97 Two product, Dual Nozzle, Standard Duty Fuel Dispensing Pumps with Electronic Registers

04 58 Two Product, Dual Nozzle, Heavy Duty Fuel Dispensing Pumps with Electronic Registers

3.1. Service : Motor Gasoline, Auto Diesel & Kerosene.

Specific Gravity @ 15 °C Kinematic. Viscosity @ 15 ° C in Cst Motor Gasoline 0.76 0.72 Auto Diesel 0.848 9.75 Kerosene 0.79 1.9

3.2. Reference Standards

Design, construction and performance of the Fuel dispensing pumps shall be in compliance with the requirements of the International standards listed below. 3.2.1 The Fuel Dispensing Pumps Model/s offered shall hold a pattern approval as per

the requirements of International Organization of Legal Metrology (O1ML) standard R 118 : 2000 “Testing Procedures and Test Report format for Pattern Examination of fuel dispensers for Motor Vehicles and constituent Element” & OIML R 117 :1995 “Measuring System for Liquids other than water”

A certified copy of O1ML Pattern Approval or Pattern Approval issued by the

authorised Local Metrological Department for Measurement Apparatus in the manufacturing country accepted by the OIML and test reports shall be submitted along with the bid.

Further, pattern approval for the fuel dispensing pumps model/s offered obtained from Measurement Units, Standards and Services Department of Sri Lanka at No. 101, Park Road, Colombo 05, Sri Lanka (Email: [email protected] T/P Nos. 0094-112583261/2597757/2587190/2588914 Fax No. 0094-11-2597756 ) shall be submitted.


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3.2.2 Design and Safety requirements (Fire and Casualty Hazard) and material specification shall be as per the requirements of Underwriter’s Laboratories (UL) Standard for safety ANSI/UL 87 “Power operated Dispensing devices for Petroleum Product”. or DIN EN 13617 – 1 : 2004 Petrol Filling Stations – Part I : Safety Requirements for Construction & Performance of Metering umps, dispensers & remote pumping units. If the design & safety requirement of the Fuel Dispensing Pump is covered by any other local standard applicable in the manufacturing country, the Supplier shall declare the same & furnish references.

3.2.3 Certificates issued by BASEEFA, UL, FM, CSA, or any other International

recognized Independent testing authority authorised to issue IEC EX certification for the electric motor and other accessories such as pulse generator, nozzle switch transmitter, Electric shut of valve, junction boxes for installation in Zone 1, Gas Group 11A classified area, as per IEC.

3.2.4 ISO 9001 – 2000 for quality system for Design, Development, Manufacture & Supply of Fuel Dispensing Pumps and ISO 14001 for Environment Management

System. 3.2.5 IEC 61000-4-11 (1994-06) Electromagnetic compatibility (EMC) – Part 4,

Testing and Measuring Techniques – Section 11, Voltage dips, short interruptions and voltage variations immunity tests.

3.2.6 IEC 61000-4-4 (1999 – 01) Electromagnetic Compatibility (EMC) – Part 4

Testing and Measurement Techniques – Section 4 Electrical fast transient/burst immunity test.

3.2.7 IEC 61000-4-2, Electromagnetic compatibility (EMC) – Part 4, Testing and

Measurement Techniques – Electrostatic discharge immunity test.

3.2.8 IEC 61000-4.3, Electromagnetic compatibility (EMC) – Part 4, Testing and Measuring Techniques – Radiated, Radio-Frequency Electromagnetic field immunity test.

3.2.9 The Fuel Dispensing Pump Hardware (i.e. electronic register and peripheral

devices) shall be protected against lightning induced transients as per requirements IEEE C62.41.

3.3 Power Supply available : 230V ± 6% Single phase, 50 Hz ± 1% . 3.4. Max Ambient temperature : 40oC 3.5. Max Relative Humidity : 95% (Non condensing) 3.6. Electronic Register

3.6.1 Display Character height shall be minimum of 1” LCD with back lighting for night visibility. Display Cover : Plain Glass


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3.6.2 Units : Litre 3.6.3 Unit Price (per litre value)

Minimum 5 Digits including 2 decimals. Rupees (Rs. ) 0.01 – 999.99

3.6.4 Volume Preset

Minimum 3 Digits including 1 decimal. 0.5 – 999 Litres.

. 3.6.5 Price Preset (Cash)

Minimum 5 Digits Rupees (Rs.) 50 - 99999 3.6.6 Volume Display

Minimum 6 Digits including 3 decimals. 0.000 – 999.999 Litres.

3.6.7 Price/Cash Display

Minimum 7 digits including 2 decimal Rupees (Rs. ) 0.00 – 99999.99

3.6.8 Non resettable electronic totalizing counter for volume only.

10 digit electronic totalizer which should reset after 9999999.999 or with more digits with similar reset pattern. Electronic totalizer record should not get erased due to power surge, power failure, removal of CPU chip or interchanging of CPU chips. Internal computation of volumes should be performed to an accuracy of at least 5 decimal places. In addition, Mechanical totalizer should be available 08 Digits including 01 decimal.

3.6.9 Back up Power

Battery back up shall be provided to electronic register, to retain all displayed parameters on, for a minimum period of 30 minutes during mains power failure.

The interrupted delivery could be resumed once the power is restored.

3.6.10 Programmable pump preset function and data entry key pad with LCD Display with backlighting.

Presets shall be provided for volume basis as well as Cash (Value) basis.

Industrial type, IP 65 rated keypad with LCD Display shall be provided for data

entry.


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3.6.11 Memory recalls of Previous sales value or similar figures must not be retrievable to the Main Display.

3.6.12 Mother Board should bear a Serial Number 3.6.13 Mother Board chamber should be sealable 3.6.14 A clear distinct beep at Zero Reset and a 0 - 10 sec user adjustable delay of

product delivery after zero reset. (Default 03 seconds) 3.6.15 Electronic Register shall be equipped with digital calendar and real time clock

for the purpose of issuing of receipts. 3.6.16 Ingress Protection Class

IP 64 for electronic register compartment.

3.7 Pumping Unit and Components

3.7.1 Gear type Motor Driven pump with bypass valve 3.7.2 Working Pressure < 0.3 MPa 3.7.3 Intel Vaccum >= 50.0 KPa

3.7.4 Strainer

The pumping unit shall be equipped with a suction side strainer having reinforced, corrosion resistant screen for use with Motor Gasoline/Auto Diesel. It shall be easily removable for cleaning or replacement.

3.7.5 Air Separator and release

The pumping unit shall be equipped with as air eliminator unit and venting shall unit and venting shall comply with the requirement of ANSI/UL 87 or equivalent.

3.7.6 Pressure Relief Devices

Pumping unit shall be equipped with a manual or self adjusting bypass valve capable of bypassing the entire output of the pump and fuel expansion pressure relief valve.

3.7.7 Check Valve

The pumps shall be provided with check valve on the suction side to keep the discharge lines full of fuel.

3.7.8 Typical Installation Data Inlet Pipe Size - 38 mm. (1.5”) diameter Length of Suction Pipe : Horizontal - 25m Max. Vertical - 04m max. Maximum No. of Bends - 04 Tank Top Non Return Valve - 01


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3.8. Electric Motor

3.8.1 Capacity : 0.75 Hp/0.5 Kw Minimum

3.8.2 Service Conditions 3.8.2.1 Max. ambient temperature : 40° C 3.8.2.2 Relative humidity : 95% (Non condensing) 3.8.2.3 Altitude : Less than 1500 m 3.8.2.4 Location : Outdoor, hazardous area 3.8.2.5 Duty : Continuous

3.8.2.6 Voltage & Frequency : 230 V ± 6% , Single phase, 50Hz ± 1%

3.8.3 Construction Requirements 3.8.3.1 Hazardous area Certification : Zone 1, Gas Group II A according to IEC 3.8.3.2 Enclosure : Exd II A T 3 3.8.3.3 Cooling method : IC 411 (According to IEC 34-6) 3.8.3.4 Degree of protection : IP 55 3.8.3.5 Insulation class : F 3.8.3.6 Bearings : Ball / Roller bearings with Grease lubrication.

3.8.3.7 Earthing : Both internal and external earthing terminals should be provided.

3.8.3.8 Balancing : Motor should be dynamically balanced using a half key and test reports to be submitted along with the motor.

3.8.3.9 Stator : Should be made out of cast steel / iron

3.8.4. Other Condition

3.8.4.1 Noise level : Shall not exceed 75 dB at 1 meter

3 8.4.2 Vibration : Within the limits specified in ISO 237

or equivalent. 3.8.4.3 Terminal Box : Shall have a sufficient space to

accommodate the cables. Cable entry plate should be mounted separately for easy disconnection of incoming cables.

3.8.5 Protection

Overload and short circuit protection to be provided as standard.


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3.8.6 Standards & Codes applicable

The motor shall be manufactured according to ANSI,NFPA, NEC, API, IEEE, NEMA, BS, IEC, VDE or any other equivalent International standards.

3.8.7 Test certification

The motor has to be certified and labeled to ensure that it complies with the

hazardous area classification by an Internationally recognized testing authority Permitted to issue IEC EX certificates, such as BASEEFA, PTB, UL, FM, CSA etc. The motor shall bear IEC EX Certificate No/ ATEX certificate No. & labeled accordingly.

All test certificates on performance tests carried out in accordance with the

standards to which the motor is manufactured shall be sent along with the motor.

3.8.8 Electrical Wiring Diagram

Electrical wiring diagram for the motor and associated components in the fuel dispensing pumps shall be Provided.

3.9 Flow Meter

The metering unit shall essentially be a volumetric measuring device and the accuracy shall be maintained at different pumping rates. Fool proof sealing arrangement shall be incorporated for metering unit.

3.10 Accuracy and Repeatability

Acceptance tolerance of ± 0.25% as per OIML standard R117 : 1995

3.11 Automatic Pump shut off

Motor should automatically shut off 0 to 60 sec (user adjustable) after the product delivery is stopped. (default 30 seconds).

3.12 Manual Reset device Motor should be automatically shut off when the Nozzle is replaced on the Nozzle boot.

3.13 Sight Glass

Flow indicator shall be fixed to the delivery line 3.14 Dispensing Pump Cabinet

3.14.1 Materials of Construction : Top and side panels shall be AISI 316 Stainless Steel.

3.14.2 Panel Covers : Shall be Epoxy Coated Steel


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3.14.3 Panel locks : Durable Panel key Locks shall be provided. 3.14.4 Approximate Cabinet Dimensions : 1000 mm x 500 mm x 2000 mm 3.15 In-built Printer

Printer should be available for issuing receipts to customers with dealer identification,

date, time, per litre price, volume of the sale and amount of the sale.

3.16 Access to use Smart/ Loyalty Cards and interfacing with Network Management Systems. Card Reader slot ( card reader is not required) and an Industry Standard Communication

port shall be provided. 3.17 Hose, Couplings & Nozzle Valve

Hose, Couplings & Nozzle valve shall comply with the requirements of ANSI/UL 87 & bear the listing marks of underwriters Laboratory. (UL)

3.18 CPC Logo & Colours of Panel Covers CPC Logo should be printed on Panel Cover. Colour of the Panel covers should be

according to CPC product Colour Code and will be notified at the time of ordering.

NOTE

The general specification stated above shall be read along with each of the following specific

information relevant to the type of pumps.

Type 1 – Single Product, Single Nozzle, Standard Duty Fuel Dispensing Pumps with

Electronic Registers

Nozzle : Automatic Shut off Nozzle (3/4” BSP female thread)

Spout Diameter 16 mm

Hose : Oil resistant hose with static wire.

Diameter : 19 mm (3/4”)

Wall thickness : Minimum 6.0 mm

Minimum Length : 4 m Couplings : ¾” BSP male threaded chrome plated brass

reusable couplings at both ends.

Delivery speed : 40 litres per minute


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The Fuel dispensing Pumps shall deliver this flow rate over 25% to 75% of

the liquid level in the fuel storage tank & the performance will be verified

using a test setup constructed as per the sketch attached, at CPC workshop.

Type 2 – Single Product, Single Nozzle, Heavy Duty Fuel Dispensing Pumps with Electronic

Registers

Nozzle : Automatic Shut off Nozzle (1” BSP female thread) Spout Diameter 24 mm

Hose : Oil resistant hose with static wire.

Diameter : 25 mm (1”)


Minimum Length : 4 m Couplings : 1” BSP male threaded chrome plated brass






Type 3 – Two product, Dual Nozzle, Standard Duty Fuel Dispensing Pumps with Electronic Registers

Nozzle : Automatic Shut off Nozzle (3/4” BSP female thread)


Oil resistant hose with static wire.

Diameter : 19 mm (3/4”) Wall thickness : Minimum 6.0 mm

Minimum Length : 4 m

Couplings : ¾” BSP male threaded chrome plated brass







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No. of Hoses : - 02 (Two)

No. of Pumping Units : - 02 (Two)

No. of Metering Units: - 02 (Two)

No. of Electronic Display - 04 (Four)

No. of Mechanical Totalizer - 02 (Two)

No. of Power Supply Units - 02 (Two)

Type 4 – Two Product, Dual Nozzle, Heavy Duty Fuel Dispensing Pumps with Electronic

Registers ̀

Nozzle : Automatic Shut off Nozzle (1” BSP female thread)


Hose : Oil resist hose with static wire.

Diameter : 25 mm (1”)


Minimum Length : 4 m

Couplings : 1” BSP male threaded chrome plated brass reusable couplings at both ends.


The Fuel dispensing Pumps shall deliver this flow rate over 25% to 75% of the liquid level in the fuel storage tank & the performance will be verified


No. of Hoses : - 02 (Two)

No. of Pumping Units : - 02 (Two)

No. of Metering Units: - 02 (Two)

No. of Electronic Display - 04 (Four)

No. of Mechanical Totalizer - 02 (Two)

No. of Power Supply Units - 02 (Two)


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4. DRAWING


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5. SCHEDULE


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SCHEDULE–A

SCHEDULE OF PRICES

Tender for the Supply of 458 Nos. Fuel Dispensing Pumps with Electronic Registers Item No. 01) - 192 Nos. Single Product, Single Nozzle, Standard Duty Fuel Dispensing Pumps with Electronic Registers. Item No. 02) - 111 Nos. Single Product, Single Nozzle, Heavy Duty Fuel Dispensing Pumps with Electronic Registers. Item No. 03) - 97 Nos. Two products,, Dual Nozzles, Standard Duty Fuel Dispensing Pumps with Electronic Registers. Item No. 04) - 58 Nos. Two Products, Dual Nozzles, Heavy Duty Fuel Dispensing Pumps with Electronic Registers

Currency Unit Cost

(FOB)

Qty.

Nos.

Total Amount in

Figures

1 Item No. 01 192

2 Item No. 02 111

3 Item No. 03 97

4 Item No. 04 58

5 Total Cost (FOB)

(Item Nos. 01 to 04)

-- 458

6 Less Discount, if any -- --

7 Total Freight

Charges

-- --

8 Total C & F Cost -- --

9 Agency Commission,

if any

-- --

10 Grand Total -- --

Grand Total in Words : ……………………………………………………………………….

Offer Validity : …………………………………………..

Delivery Period : ……………………………………………..

Payment Terms : …………………………………………….

Country of Origin : …………………………………………….

Name of Bidder : …………………………………………..

Address : …………………………………………..

…………………………………………..

………………………………………….. ……………. …….. ……………………….. ………………………

Signature of Bidder : ………………………………………….. Rubber Stamp


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6. ANNEXURES


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ANNEXURE - B

COMPLIANCE/DEVIATIONS SHEET

1. Please mark “√” if complied with the Bid requirement or mark “X” if there is any

deviations and indicate the deviation in the cage provided. 2. Please provide documentary proof along with the offer where appropriate and

make a statement as to whether requirements given under each point can be complied fully or with deviation if any.

Specification/Condition

Clause

No.

Complied

Deviations if

any

01 Offer for all items and full quantities

02 Bid Security Guarantee and it’s validity 1.14

03 Schedule of price (Schedule A) duly filled, stamped, signed and forwarded

1.15

04 Validity of the Bid 1.6

05 Documentary proof for Manufacturer’s eligibility, financial status and experience on design, development, manufacture and supply of fuel dispensing pumps according to ISO 9001 – 2000 quality assurance system.

1.4.3.1

06 Shipment schedules 2.6.3

07 Legally Executed Power of Attorney for the Accredited Local Agent & Manufacturers Export Agent abroad and valid copy of Certificate of Registration issued by the Registrar of Companies for the Accredited Local Agent (if applicable).

1.13


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08 Pattern Approval and test Report of the Fuel Dispensing Pump model/s offered as per the requirement set forth by O1ML R118 – 2000 and OIML R117 : 1995,Issued by the authorized Local Metrology Department for Measurement Apparatus in the manufacturing country accepted by OIML.

1.4.2.2 & 1.4.2.1

09 Compliance to Design and Safety requirements of ANSI/UL87, DIN EN 13617-1 2004 or equivalent.

1.4.2.11

10 IEC Ex Certification for Electric Motor and Accessories by Internationally recognized Independent Testing Authority.

1.4.2.7

11 UL listing for Hose, Couplings and Nozzle valve

1.4.2.10

12 Consent to Pre-Shipment Inspection by 3rd Party for 4 Nos. Fuel Dispensing Pumps, one (01) unit from each type.

2.1.1

13 Consent to obtain Pattern Approval for the four (04) types of Fuel Dispensing Pumps Model/s offered from Measurement Units, Standards and Service Department of Sri Lanka who is the Local Metrology Authority.

2.1.5

14 Consent to supply the same four (04) models of the Fuel Dispensing Pumps which hold Local Metrological and CPC approval in all three consignments.

2.1. 8

15 Supply of Warranty Spares along with the delivery of Fuel Dispensing Pumps and Agreement to Warranty conditions

1.4.2. 6 & 2.4

16 Consent to undertake Repairs during warranty period

2.4.4 & 2.4.5


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17 Consent to Payment Terms 2.5

18 Offer for recommended set of spares for three (03) years operation and price validity for minimum of three (03) years period.

1.4.1.13

19 Provision of Performance Guarantee. 2.2

20 Compliance with the documentation requirements.

1.4

21 Provision of Technical Training to the CPC Technical Staff.

2.3

…………………………

Signature of the Bidder …………………………… Company Stamp. Name & Address of the Bidder : …………………………………………………… …………………………………………………… …………………………………………………… …………………………………………………… ……………………………………………………


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ANNEXURE-C

Form of Bid

To: The Chairman Cabinet Appointed Procurement Committee, “458 Nos. Fuel Dispensing Pumps with Electronic Registers” Supplies function Ceylon Petroleum Corporation 1st Floor, Rotunda Tower 109, Galle Road Colombo 3 SRI LANKA

From: ………………………………. ……………………………… ……………………………… Sir, C-1 Having familiarized ourselves with the formal request for Instructions to Bidders and

Conditions of Contract, Technical Specification for Supply of 458 Nos. Fuel Dispensing

Pumps with Electronic Registers we offer to complete the whole of said goods in

conformity with the said document.

C-2 Unless and until a formal Agreement is prepared and executed this Bid together with

your written acceptance thereof shall constitute a binding contract with us.

C-3 We understand that you are not bound to accept the lowest or any Bid you may receive.

C-4 The Bid we are offering is complete and fulfils the requirements discussed in the

Technical specifications of the Bid document.

C-5 We agree to abide by this Bid for the period of Ninety One (91) days from the date of opening of the same. Bid Conditions and prices quoted shall remain binding upon us and

may be accepted at any time before the expiration of the period.

C-6 We agree to be bound by the Bid, Bid Conditions, Technical Specifications and

Performance Guarantee.


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C-7 We affirm that the said items will be shipped within …………..months as per given

schedule after we receive notice of acceptance of our Bid / establishment of the Letter of Credit from the CPC.

C-8 We offer the lump sum fixed price of (foreign cost in figures) …………………………..........

…………………………………………………………………………………….(in words)

………………………………………………………………………………………............ and Local Agency Commission (If any) Sri Lanka Rupees (local cost in figures) ………………

……………………………………………………………………………………….(in words)

……………........................................................…………………………………………………

…… for Supply of 458 Nos. Fuel Dispensing Pumps with Electronic Registers to CPC as

detailed out in this Bid document and details of the lump sum price is as given in the

schedule of prices. We agree that it is open to the Cabinet Appointed Procurement Committee to reject this offer or to accept.

Dated this ………………………… day of ………………………………2008.

Signature ………………………….. in the capacity of …………………………………………………

………………………………………… duly authorized to sign Bid for and on behalf of :

Name …………………………………………………………….

Address …………………………………………………………….

…………………………………………………………….

…………………………………………………………….

Witnesses:

1. Signature: …………………………………… 2. Signature:

………………………………….

Name: ……..………………….…………. Name: ……………………………...

……………………………………………. ……………………………………………..

Address : …………………………………… Address: ………………………………

………………………………………………. ………………………………………………..

………………………………………………. …………………………………………….


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ANNEXURE-D

Format for Bid Security Guarantee

[This Bank Guarantee form shall be filled in accordance with the instructions indicated

in brackets]

…………………[insert issuing agency’s name and address of issuing branch or

office]………………

Beneficiary : Ceylon Petroleum Corporation, “Rotunda Tower”, No. 109, Galle Road,

Colombo 03.

Date : ………………. [ insert (by issuing agency) date]

BID GUARANTEE NO. : ………………[insert (by issuing agency) number]

We have been informed that ………………[insert (by issuing agency) name of the Bidder;

if a joint venture, list complete legal names of partners] (hereinafter called “ the

Bidder”) has submitted to you its bid dated ………………[insert (by issuing agency) date]

(hereinafter called “the Bid”) for execution/ supply [select appropriately) of [insert

name of Contract] under Invitation for Bids No. ……………….. [insert IFB number]

(“the IFB”)

Furthermore, we understand that, according to your conditions, Bids must be supported

by a Bid Guarantee.

At the request of the Bidder, we ……………[insert name of issuing agency] hereby

irrevocably undertake to pay you any sum or sums not exceeding in total an amount of

………………[insert amount in figures] ……………..[insert amount in words] upon

receipt by us of your first demand in writing accompanied by a written statement stating

that the Bidder is in breach of its obligation(s) under the bid conditions, because the

Bidder.

(a) has withdrawn its Bid during the period of bid validity specified; or

(b) does not accept the correction of errors in accordance with the Instructions

to Bidders (hereinafter “the ITB”) of the IFB; or

(c) having been notified of the acceptance of its Bid by the Employer/

Purchaser during the period of bid validity, (i) fails or refuses to execute the

Contract Form, if required, or (ii) fails or refuses to furnish the

Performance Security, in accordance with the ITB.


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This Guarantee shall expire: (a) if the Bidder is the successful bidder, upon our receipt of

copies of the Contract signed by the Bidder and of the Performance Security issued to

you by the Bidder; or (b) if the Bidder is not the successful bidder, upon the earlier of (i)

our receipt

of a copy of your notification to the Bidder that the Bidder was unsuccessful, otherwise it

will remain in force up to ……………[insert date]

Consequently, any demand for payment under this Guarantee must be received by us at

the office on or before that date ………………………………….

[signature(s) of authorized representative(s)]


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ANNEXURE-E

Form of Agreement

This Agreement made this ________________ day of _________________ 2008, by and between

Ceylon Petroleum Corporation (CPC) established by an Act of Parliament namely Act No. 28 of

1961 & having its registered Office at 109, “Rotunda Tower”, Galle Road, Colombo 03 in the

Government of the Democratic Socialist Republic of Sri Lanka (hereinafter called and referred to

as the “CPC” which terms of expression as herein used shall where this context so requires and

admits mean & include the CPC & its Successors & assigns) of the one part and ____________________ of ________________________ a Company duly incorporated &

having its registered Office at _______________________________ (hereinafter called the

“Supplier” which terms of expression as herein used shall where this context so requires and

admits mean & include the ________________ & its successors & assigns) of the other part.

Whereas the CPC is desirous that the Goods known as the 458 Nos.

Fuel Dispensing Pumps with Electronic Registers should be supplied by

the Supplier and has accepted a Bid by the Supplier for the supply of

such goods, and the remedying of any defects therein.

The CPC and the Contractor agree, as follows: -

In the Agreement words and expressions shall have the same meanings as are

respectively assigned to them in the Conditions of Contract and Contractor’s scope

of work hereinafter referred to.

The following documents shall be deemed to form and be read and construed as a

part of this Agreement.

• Letter of Acceptance dated _______________.

• The Technical Specifications

• The Bid dated _______________________.

• The Conditions of Contract

• The Completed Schedules and

• The Contractor's Proposals


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In consideration of the payments to be made by the CPC to the Supplier as

hereinafter mentioned, the Supplier hereby covenants with the CPC to supply and

remedy any defects therein, fit for purpose in conformity in all respect according to the provisions of the Agreement.

The CPC hereby covenants to pay the Supplier in consideration of the Supply and

the remedying of defects therein, the Contract Price or such other sum as may

become payable under the provisions of the Agreement at the times and in the manner prescribed by the Agreement..

In Witness whereof the parties have hereunto caused this Agreement to be executed the day,

month & year afore written.

Signature of the Chairman & Managing

Director of CPC

Authorized Signature of the Supplier

In the presence of

In the presence of

Name

Name

Signature

Signature

Address

Address


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ANNEXURE – F

FORMAT FOR PERFORMANCE GUARANTEE

……………………………………[issuing Agency’s Name and Address of issuing Branch or

Office]…………….

Beneficiary : Ceylon Petroleum Corporation, “Rotunda Tower” , No. 109, Galle Road,

Colombo 03.

Date : ……………………………..

PERFORMANCE GUARANTEE NO : ……………………………….

We have been informed that ………………….[name of Contractor/ Supplier] (hereinafter

called “the Contractor”) has entered into Contract No. …………………….[reference

number of the contract] dated

………………..with you, for the ……………….. [insert “ construction”/ “Supply”] of

…………………..[name of contract and brief description of Works] (hereinafter called

“the Contract”)

Furthermore, we understand that, according to the conditions of the Contract, a

performance guarantee is required.

At the request of the Contractor, we ………………………. [name of Agency] hereby

irrevocably undertake to pay you any sum or sums not exceeding in total an amount of

…………….[amount in figures] (…………………) [amount in words], such sum being

payable in the types and proportions of currencies in which the Contract Price is

payable, upon receipt by us of your first demand in writing accompanied by a written

statement stating that the Contractor is in breach of its obligation(s) under the Contract,

without your needing to prove or to show grounds for your demand or the sum specified

therein.

This guarantee shall expire, no later than the ………….day of …... 20… [insert date, 28

days beyond the scheduled contract completion date] and any demand for payment

under it must be received by us at this office on or before that date.

……………………………

[ Signature(s)]