1

CONTENT

-------------------------------------------------------------------------------------------------------------------------SECTIONSUBJECT PAGE NO. ------------------------------------------------------------------------------------------------------------------------ A PROJECT OVERVIEW & SCOPE PG 2-7 B DETAILED SCOPE OF ACTIVITIES PG 8-43 C OBLIGATIONS OF OWNER PG 44-47 D SCHEDULE PG 48 E TERMS OF PAYMENT PG 49 F INSTRUCTION TO BIDCERS & OTHER GENERAL CONDITION PG 50-60 G HEALTH SAFETY ENVIRONMENT ATTACHMENT PG 61-67 H PRICE SCHEDULE PG 68

2

SECTION - A

PROJECT OVERVIEW & SCOPE

1. INTRODUCTION 2. BACKGROUND

3. PROCESS FACILITIES

4. PROJECT EXECUTION METHODOLOGY

5. BRIEF SCOPE OF EPCM JOB

6. INFORMATION REQUIRED FROM EPCM IN PROPOSAL

3

1.0 INTRODUCTION:

Hindustan Petroleum Corporation Limited (HPCL) (hereinafter referred to as “OWNER”) is one of India's largest integrated oil refining and marketing Company. HPCL is a Navratna, because of its infrastructure and large network, a pride of place accorded by the Government of India to nine public sector companies in recognition of their excellent services, global potential and commitment to the nation's growth. The Corporation operates 2 major refineries producing a wide variety of petroleum fuels & specialties, one in Mumbai (West Coast - Maharashtra) of 6.5 MMTPA capacity and the other in Vishakapatnam (East Coast- Andhra Pradesh) with a capacity of 7.5 MMTPA.

2.0 BACKGROUND OF THE PROPOSED PROJECT OF FLUE GAS SCRUBBING UNIT (FGSU)

Hindustan Petroleum Corporation Limited, Mumbai Refinery (HPCL – MR) proposes to install a Flue Gas Scrubbing Unit (FGSU), in the existing FCCU unit. The FGSU is a gas cleansing system that will treat the flue gases from the FCCU to remove SOx & catalyst dust to acceptable limit. Main sections of the Unit are as under:

• A Scrubber Section for absorption of SOx & removal of particulate (mostly catalyst fines) carried over by the flue gas stream from the FCCU into the scrubbing liquid.

• A Purge Treatment Unit (PTU) to treat purge liquor from Scrubbing system and neutralise its pH and remove suspended solids (catalyst) and reduce its chemical oxygen demand (COD).

The FGSU provides the flexibility to process various high sulphur crudes while maintaining the SOx emissions within the consent limit.

3.0. PROCESS FACILITIES:

The major project facilities envisaged under FGSU project at MR are described in the sub-sections below: a) New Scrubber Section b) Interconnection with existing PTU unit c) Interconnection with existing utility & process (e.g. caustic) facilities Process description Following section briefly details the process description. This proposed EDV Wet Scrubbing technology has been applied to a number of FCCU projects worldwide since 1992 including both existing and grass root FCCUs licensed by S&W, UOP, ABB, KBR, Exxon & others. Block flow diagram is enclosed for ready reference.

3.1 Scrubber Section EDV Wet Scrubbing is staged flue gas cleaning approach that has a low flue gas pressure drop and uses sprayed water energy for cleaning. Hot and dirty gases from FCCU enter EDV Wet Scrubbing system at the Spray Tower through a horizontal inlet where it is quenched and saturated in the Quench Section. The flue gas is quenched and saturated by means of proprietary LAB-G400 Quench nozzles. While quenching

4

some SO3 is removed as well as coarse particulate (more than 3 micron in size). Some SO2 is absorbed because the scrubbing water is maintained at a neutral pH. Additional SO2 absorption and coarse particulate removal takes place as saturated gas flows up vertically through the Spray tower, where intense contact takes place between flue gas and water, sprayed by number of spray stages. The pH of water is maintained by injection of caustic solution. Recycle pumps recirculate water to increase the efficiency of SOx absorption and particulate removal. Directly above the Spray section is a set of up-flow proprietary LAB-F130 Filtering Modules (FM), where the fine particulate are removed based on the principle of compression, expansion and agglomeration taking place in the FM. A plenum of ducting above FM directs the flue gases to a set of vertical downward Cyclolab Droplet Separators (CY) that are around the unit. Each treats a portion of flue gas, removing free water droplets from the gas by centrifugal separation. Clean flue gas free of water is directed to Stack that is integral to unit. The stack velocities are kept low to allow condensing water (from gas cooling) to flow back down into scrubber and not to get entrained into flue gas being exhausted to atmosphere. The proposed system is configured as an Upflow EDV design, meaning it consists of a Spray Tower, Filtering Modules and Cyclolab Droplet Separators arranged in an upflow configuration. Water purge is extracted from the Wet Scrubber for control of suspended solids and dissolved salts (sulfates / sulfites) and chlorides, which is sent to Purge Treatment Unit (PTU) for treatment and disposal. Make up water is added to compensate for water lost in the purge and evaporation in Quench section. Sub-cooling system Provision for sub-cooling of the Quench/Spray Tower recirculation loop is provided in the unit. The sub-cooling essentially consists of a Heat Exchanger (shell & tube OR plate & frame type) which cools the recirculation loop so that water vapour in the saturated gas is condensed out and thereby reduces the amount of make-up water used. Sub-cooling of the Quench/Spray Tower recirculation loop is achieved by using salt cooling water at 32 Deg C in the heat exchanger. The recirculation loop is cooled from a maximum temperature of 56.6 Deg C to 50 Deg C so that the saturated flue gas is cooled from 56.6 Deg C to 53 Deg C. This cooling results in water vapour condensing out of the flue gas stream into the recirculation loop and reduces the amount of make-up water required.

3.2 Purge Treatment Unit (ONLY INTERCONNECTION WITH EXISTING PTU & ADDITION OF THREE AIR FLOW METERS ARE ENVISAGED UNDER THIS PROJECT)

Water purged from Scrubber flows to deaeration tank and clarifier. The deaeration tank is integral part of clarifier, which provides retention for separation of free gas from water, mixing for pH adjustment with reagent addition and flocculent / coagulant addition. Water from deaeration tank flows to clarifier, where separation of suspended solids takes place to produce clear overflow (200 ppm TSS) and slurry underflow containing 25 – 35 % solids. The clear overflow from clarifier flows to a set of oxidation tanks where sulfites are oxidized to sulfates to minimize COD (chemical oxygen demand). Forced air injection

5

and agitation with mixers in each tank oxidizes a large portion of sulfites. An effluent tank and a set of effluent pumps after oxidation tanks are provided to pump the effluent to effluent filters. Effluent filters are used to meet discharge requirement of TSS below 15 ppm. The clarifier underflow is discharged to a set of settling bins where additional water drains to produce a material of 50 % solids. Three bins are typically used. After filling one bin, underflow from clarifier is switched to the other bin. Water draining from bins is recycled back into the clarifier system as this water is high in COD.

3.3 Utility systems

• Interconnection with existing utility systems is envisaged under this project. Tie-in locations to be finalized by EPCM after checking adequacy of the individual system in consultation with HPCL.

• Interconnection with Sea Cooling Water System. Preliminary calculation

indicates 30" SCW Supply & Return Main Headers and 22" Supply & Return Branch

Headers to cater to the Sub-coolers. The sizing and line routing to be confirmed by

the EPCM.

3.4. Other facilities

• Fire protection system

• Electrical facilities

• The plant will be based on electronic / intelligent transmitters and control shall be based on DCS. Necessary revamp in the existing facility is required, for accommodating DCS.

• Infrastructure facilities like plant Communication system etc

• Environmental facilities and compliance as per State / central pollution control Board guidelines.

4.0 PROJECT EXECUTION METHODOLOGY

Implementation of this project along with associated interconnection with existing systems is proposed to be carried out on conventional basis

The Engineering Procurement Construction Management (EPCM) Consultant has to provide the services to implement the project on above philosophy. The EPCM consultant has to provide overall project management services for the complete project which comprises of (but not limited to), residual process design & engineering, applicable detailed engineering, procurement services, Inspection, expediting, construction management, project planning & scheduling, monitoring, progress reporting inspection, quality and cost control, pre-commissioning, commissioning & assistance during performance test runs etc. Process documents enclosed along with this bid document (Block Flow Diagram) are basic documents and are to be followed for residual process design/engineering and detailed design/engineering, procurement and execution of the job leading to successful commissioning of the unit under this contract.

6

4.1 BELCO has been nominated for process licensor and draft process package has been received and is under review. Residual process design shall be carried out by EPCM himself or by his engineering sub-contractor after duly executing the secrecy/confidentiality agreement as per BELCO's proforma.

4.2 EPCM consultant has to plan, initiate, guide, co-ordinate, supervise and control the

entire project implementation activities through a project organization consisting of specialists and experts on various aspects of project such as process design, engineering, contracts, purchase, inspection, construction etc. The project team will be headed by a Project Manager.

4.3 Tendering to be done as per the existing rules and regulations of the owner. The

consultant in consultation with HPCL shall develop a specific ‘Tendering Procedure’ for this project. This ‘Tendering Procedure’ duly approved by HPCL will be followed for award of all works. The mode of tendering should be to optimize the overall costs to the owner.

4.4 Consultant shall immediately initiate procurement actions for Long Lead Items.

4.5 Consultant to note that HPCL may also decide to explore possibility of placing

repeat orders on vendors who supplied respective equipment for New FCCU FGSU, which has recently been commissioned.

4.6 To have safe and speedy construction activities, EPCM is expected to use

innovative and modern methods of construction. As the project has to be executed in a safe manner, all safety gadgets, infrastructure facilities for contract workers need to be in place prior to commencement of any construction activities. World class safety construction quality, and documentation are the key requirements of the project and EPCM shall ensure these while execution of the project.

4.7 Consultant to carry out detailed constructability study and route survey for entry of

equipment to the unit. 4.8 EPCM to note that the proposed location for the FGSU is within existing running

unit. Hence appropriate safe methodology of construction to be selected.

4.9 Inspection and expediting are the key success factors for timely delivery of equipment therefore, EPCM shall ensure the same for speedy implementation of the project.

5.0 BRIEF SCOPE OF JOB FOR EPCM:

The scope of work for EPCM is broadly mentioned hereunder:

5.1 Plot plan and equipment layout finalization. Proposed location and indicative equipment layout is provided in attachment, EPCM to review and optimise the same and verify the hydraulics and compliance to statutory requirements, check the feasibility for constructability etc.

5.2 CO boiler of 30 T/hr capacity is required to be dismantled for installation of FGD. CO Boiler has been operational for about 25 years.

5.3 Residual Engineering

7

5.4 Detailed Engineering

5.5 Procurement

5.6 Construction Management

5.7 Project planning and Control

5.8 Pre-commissioning activities

5.9 Commissioning activities

5.10 Round the clock coverage & support at the time of commissioning.

5.11 Process guarantee test ( PGT) assistance

5.12 Documentation / document handing over

6.0 INFORMATION REQUIRED FROM THE EPCM

Minimum information required from bidders while submitting the proposal to owner for evaluation:

6.1 List of similar project executed in last ten years

6.2 General information on capability of EPCM along with resource available at their

offices.

6.3 List of projects being handled by EPCM and expected completion schedule.

6.4 Detail methodology of execution of FGD projects.

6.5 Detailed mechanical completion schedule and basic assumptions embedded in arriving at the schedule.

6.6 HSE records and proposed HSE policy for the projects.

6.7 Detailed development schedule of man month in various phases of projects and list of service duration envisaged for EPCM services.

6.8 Inclusion and exclusions from the proposed scope of job,

8

SECTION - B

DETAILED SCOPE OF ACTIVITIES

List of Activities

1 PLOT PLAN FINALISATION

2 RESIDUAL PROCESS DESIGN

3 DETAILED ENGINEERING

4 PROCUREMENT

5 CONSTRUCTION MANAGEMENT

6 PROJECT MANAGEMENT

7 PRE-COMMISSIONING, COMMISSIONING & PERFORMANCE TEST RUN

8 DOCUMENTATION

9 SAFETY, HEALTH AND ENVIRONMENT MANAGEMENT

9

1.0 PLOT PLAN FINALIZATION

i) Consultant to study the proposed plot plan and ensure that all statutory guidelines are met.

ii) Address all the process, operating, maintenance and constructability issues.

iii) Estimation of site clearance requirements.

2.0 RESIDUAL PROCESS DESIGN:

Process related work to be done by the EPCM shall comprise of, but not limited to the following:

2.1 Complete hydraulic design check/redesign, as necessary, to guarantee unit performance and individual equipment performance as defined in the licensor’s process package. EPCM shall ensure smooth fluid flow between equipments as per requirement of basic process design. EPCM shall also ensure smooth operation of each equipment from hydraulic point of view, i.e. complete hydraulic check of all process & utility lines, resizing of pump suction/discharge manifold lines based on final pump flow and rechecking of pump hydraulics & revalidating of NPSHa data based on actual equipment elevations/pipe isometrics. EPCM shall reconfirm control valve/safety valve size & type based on vendor data so as to ensure that requirement of licensor as spelt out in the process package are met.

2.2 Review the completeness and correctness of data / information and identify any mismatch for Licensed process engineering packages with respect to adherence to OISD and other relevant safety norms and with reference to existing refinery design and furnish the modification / addition / deletion to be carried out on process package. Inconsistencies, if any, in the process documents to be brought to the notice of HPCL at the earliest. Correcting any mismatches within unit battery limits for process as well as utilities after they are resolved shall be the responsibility of EPCM without any time/cost implication.

2.3 Update Process Flow Diagrams showing numbered process flows, process temperatures and pressures in equipment and piping at all stages of process, critical control elements and qualities / composition of streams. Heat and Material Balances of all the numbered process flows on Process Flow Diagrams and showing the normal composition and conditions of each stream including the catalyst / chemical / utility / effluent summary.

2.4 Update the following drawings / documents:

2.4.1 Equipment list (item number and description )

2.4.2 Operating instructions manual for start–up, operation and shutdown/trouble shooting along with detailed instructions.

2.4.3 Piping and instrumentation Diagrams :

2.4.3.1 Complete piping and instrumentation hook-ups for process and utility piping for start–up, operation, bypass shutdown and emergencies etc.

2.4.3.2 Line specification including sizes, materials of construction and code numbers, rating etc. Sorting out any discrepancies in different standard followed by licensor.

2.4.3.3 Preparation of line lists and providing line numbers on the P &

10

IDs if the licensor has not provided the same.

2.4.3.4 Revising P & IDs to show the standards followed by the process licensor / designer.

2.4.3.5 Instrumentation control loops including operation & emergency shutdown requirements and trips system.

2.4.3.6 Control valve and relief valve sizes, types and response on air failure.

2.4.3.7 Elevation of equipment wherever they are critical for the process.

2.4.3.8 Effluent generation from the unit and process.

2.4.4 Layout

2.4.5 Update process P & ID and equipment/instrument data sheets based on effect of hydraulic check, thermal/mechanical design, HAZOP/HAZAN recommendations, detailed engineering feedback, vendor information. Checking and finalizing hydraulics and verify suction and discharge line size / head of pumps / compressors based on final plan layout.

2.5 Develop P & IDs for all utilities distribution systems/auxiliary process streams of Licensed units (ISBL) including that for close blow down, OWS, Safety Relief, Fire networks etc.

2.6 Participate in the review meetings with Process Licensors (need based) along with the OWNER and also coordinate among the Process Licensors for smooth two – way transfer of information.

2.7 Carryout the adequacy checks with regard to offsite / utility hook-ups connections and firm up the exact location of tie- ins / hooks –up connections in consultation with HPCL.

2.8 HAZOP STUDY AND HAZAN: EPCM shall carryout the HAZOP study and HAZAN of the all the facilities after all the vendor inputs received. OWNER shall participate during the review. EPCM will coordinate and ensure that all recommendations of HAZOP studies & HAZAN are incorporated in the process package and implemented during construction. Further, EPCM shall incorporate all the necessary recommendations in the P&IDs. EPCM has to ensure that all the requirements of OISD are implemented.

2.9 Update utility summary and effluent generation from the unit and process

3.0 DETAILED ENGINEERING

Detailed Engineering Services shall be carried by EPCM consultant. The consultant shall be responsible for the complete engineering of the plant including all the engineering necessary to design, purchase, fabricate, transport, install, mechanically complete, test, pre-commission and commissioning, start-up a fully operable plant.

The activities mentioned hereunder are indicative and not exhaustive in nature.

3.0.1 In general EPCM will provide following services for all disciplines:

• Establish design basis for engineering in various disciplines of work

• EPCM shall provide the necessary assistance, wherever required for

providing technical inputs for all statutory clearances to be obtained by

OWNER.

11

• Issue of as-built P&IDs.

• Arrange to submit as-built drawings through contractors and vendors..

3.0.2 For Residual Process Engineering for Process Packages of Units, Utilities &Offsites

EPCM will provide following additional services:

• Release of Process data Sheet(PDS) and Instrument Data sheet for

Engineering

• Updation of P&IDs, Line List based on Vendor Data, HAZOP

Recommendation.

• Assistance during detailed engineering phase to Engineering discipline.

3.0.3 FOR PROCESS AND ENGINEERING STUDIES

The following process and engineering studies are to be performed by EPCM:

− Review of equipment sizing for transportation to site (Field vs. Shop Construction /fabrication).

− Establishing Utilities balance (viz., minimum, maximum, normal, emergency).

− Reconfirmation of air emissions, liquid effluents, solid wastes, noise levels and Ground Level Concentrations (GLC) of pollutant gases and optimise the requirement of effluent control facilities.

− Optimising recycle/reuse of intermediate / treated effluent.

− Studies for erection / installation of critical items or in critical areas

− Studies towards prioritization of executing various units / facilities based on sequential commissioning requirements.

3.0.4 FOR DESIGN REVIEW (s)

Periodic formal (every two weeks) and informal (on issuing documents, drawings, studies, etc.) Reviews of the design work shall be required. EPCM shall provide time and personnel to participate in these reviews.

Design Review to be carried out through dedicated communication network with LAN/WAN Connectivity and hence necessary IT requirements shall be provided by EPCM in their office.

3.0.5 Mechanical

3.0.5.1 PIPING

This includes all the piping including pipes, fitting, valves, flanges, gaskets, steam traps, drains, vents etc.

♦ Equipment layout preparation (plan and elevation at various levels)

♦ Key plan / area division drawings.

♦ Preparation of piping class specifications based on the P & IDs.

♦ Preparation of PMS/VMS

♦ Preparation of line list tables indicating line size, line number, medium, piping material class and rating, design/operating/max. Allowable pressure /temperature, insulation / steam tracing details etc.

♦ Preparation of detailed piping layout drawings, sectional drawings, sectional elevations.

12

♦ UG / AG piping arrangement drawings within plant battery limits and up to the Tie-in points.

♦ Tie-in schedule, Tie-ins engineering, detail Tie-in plan, associated MTO.

♦ Updation of overall plot plan.

♦ Thermal Stress analysis /Dynamic Analysis/ Water Hammer analysis.

♦ GA/ lsometrics of all lines including small bore lines upto 0.5”.

♦ Design of piping supports and selection of spring hangers.

♦ Material Requisition / Purchase specification for Piping items.

♦ Pipe support index and MR for supports, special support drawings.

♦ Preparation of line list for each unit.

♦ Pipe wall thickness calculation / verification report

♦ Welding & erection specifications, testing, NDT specifications and requirements

♦ Identification, finalisation and indicating on the relevant drawings of all hook-up points in consultation with OWNER.

Preparation & development of 3D Model (on PDS/PDMS) of PLANT shall also be in the scope of EPCM.

3.0.5.2 STATIC Equipment

• Preparation of mechanical design data-sheet.

♦ Preparation of Purchase specification for all the static equipments including Pressure vessels (HL/ LP), Tanks, Columns, Column internals, Heat exchangers

♦ Drawings for equipment supported Platforms.

♦ Mechanical design calculation and G.A drawings for all equipment and load data for civil design.

♦ Nozzle orientation plans with respect to unit layout and piping GA.

3.0.5.3 ROTATING EQUIPMENT

♦ Preparation of mechanical design data-sheet.

♦ Preparation of purchase specification for all the rotating equipments including Pumps (Horizontal, vertical, close-coupled, screw, metering etc.). Blowers, Fans, Agitators, mixers, EOT crane, Chain pulley blocks, etc.

♦ Lubricant Lists & Lubrication schedules.

♦ Mechanical design calculation and G.A drawings for all equipment and load data for civil design.

♦ Nozzle orientation plans.

3.0.6 Civil / Structural

♦ Arranging for Area Survey for establishing elevations, grids and coordinates

♦ Arranging for Soil investigation and underground survey and review of the reports.

♦ Hydraulic study to confirm the design of the surface drainage systems.

13

♦ Design and preparation of drawings for site development, unit access ways, drains, sewer system (oily water, process water and storm water), retaining walls, culverts, bridges, cable trenches, equipment foundations, pipe-racks, sleepers, pavings /flooring etc.

♦ Designs and drawings for general civil works for foundations, grading, roads, paving. trenches, drains etc.

♦ Structural design and GA drawings for Technological structure, Pipe racks, other structures and platforms

♦ Checking adequacy of existing foundations or redesigning it new as required.

♦ Design and preparation of detailed fabrication drawings for equipment supports, piperacks, technological structures, vessel platforms, walkways / ladders / staircase, isolation barricading etc.

♦ Design & preparation of detailed fabrication drawings for strengthening / modifying existing structure as required

♦ Preparation of detailed technical specification for fabrication, erection, painting/corrosion protection, fireproofing of structural

♦ Computer aided vibration analysis of technological structure.

3.0.7 ELECTRICAL

EPCM shall undertake the following jobs:

♦ Estimate the projected load requirements, maximum demand, emergency power, the selection of voltages and distribution network configuration, etc.

♦ Prepare the load data, the emergency power requirements from the process licensor’s packages and assess the electric power requirements of the project.

♦ Undertake the engineering and other related jobs for Power hook up from unit to sub-station.

♦ Review the process operating requirements and classify the electrical loads into critical and non critical according to the effect on combined plant operation and equipment safety and arrange power distribution accordingly.

♦ Specify realistic ambient conditions for electrical equipments, considering the Site conditions as well as process originated environments.

♦ Specify the installation methods of electrical equipment such as cable trench arrangement, method of laying, spacing marking and termination.

♦ Highlight in the specifications specific requirements of Indian Electricity (I.E.) rules, and appropriate Electrical Inspectorate’s requirements.

3.0.7.1 CONSTRUCTION POWER, LIGHTING & COMMUNICATION

EPCM shall develop the following designs:

♦ Construction power distribution scheme, if needed, using contractor’s generators to maintain uninterrupted works at site.

♦ Basic lighting layout, lighting distribution arrangement for the plant, offsite, roads, security, plant roads and material storage yards including illumination levels (LUX levels) etc.

14

♦ If needed, suitable safe communication system to meet the needs of construction as well as operational phases viz. safe Paging systems, number of safe telephone connections, extensions etc.

3.0.7.2 POWER DISTRIBUTION SCHEMES

EPCM shall develop the following:

♦ Design the distribution network/s with adequate redundancy with cable routes and sizes, substation locations, layout configuration, protection scheme, metering, indications, alarm annunciation and earth bus layouts.

♦ Specify studies covering system stability, dynamic behaviour of the generators, dynamic stability studies for load shedding load sharing control, relay co-ordination & load flow to ensure reliability.

♦ Selection of suitable system for start up of the motors

♦ Cable sizing, finalisation of the routing upto the B/L of the units

♦ PLANT ELECTRICAL EQUIPMENT: EPCM shall review area classification drawings provided by process licensor and specify suitable requirement for electrical equipment i.e. motors, field control stations, lighting, fittings, communications call points, etc.

♦ STANDARDIZATION: EPCM shall ensure standardization in lighting fittings, motor frame sizes, HT/LT Switchgears, cables, DC systems, UPS systems and Plant Communication Systems in comparison to the existing facilities in the FCCU unit to minimize spares.

♦ FIRE PROTECTION: EPCM shall specify the fire protection, fire fighting, fire alarm, hydrocarbon detection requirements for all electrical equipment and plant.

♦ EMERGENCY POWER: EPCM shall study the existing power setup and if required, prepare the emergency power requirements including lighting and specify emergency diesel generator capacity with automatic quick start and changeover features and stipulate criteria for selection of DC systems & UPS types, capacity and locations.

♦ Based on power distribution scheme, flare adequacy check to be performed.

3.0.7.3 OTHER IMPORTANT ELECTRICAL SCOPE

♦ Prepare electrical single line diagram including Key SLD, SLD for

individual switchgear showing the protections, SLD for auxillary

supplies etc. Should also cover power lighting, emergency lighting.

♦ Identifying and sizing the power source in the existing substations to

meet this project’s requirement.

♦ Overall power balance for the total project.

♦ Prepare load list / motor list with all required details.

♦ Fault level calculations, short circuit and Harmonic analysis.

♦ Overall system stability analysis considering starting of the largest

motor.

♦ Voltage drop calculations for cable sizing.

♦ Electrical protection selectivity study.

♦ Sub-station equipment layout.

15

♦ Cable schedule, cable routing diagram, cable tray layout / cable

layout / cable trench sizing.

♦ Control schematics and inter-connection drawings.

♦ Lighting layout and lighting specifications.

♦ Utility power layout like welding sockets etc.

♦ Layout for auxillary equipment of instrumentation powered by

electrical (e.g., location of analysers, level gauge illumination etc.)

♦ Installation drawings for power and earthing.

♦ Lightning protection.

♦ Detailed work specifications required for all the jobs.

♦ Relay co-ordination calculations.

♦ Power factor calculations

♦ Maximum demand, line size adequacy

♦ Specification, data sheets and sizing of electrical equipments.

♦ Vendor drawing review and approval

♦ Prepare area classification drawings

♦ Prepare equipment layout of sub-station

♦ Prepare lighting, earthing and cable layout drawings

♦ Prepare earthing calculations

♦ Prepare fire alarm and plant communication system layouts

♦ Prepare MRs and PRs

♦ Prepare tender specifications/drawings and technical evaluation for

electrical erection work

♦ Prepare interconnection diagrams

♦ Prepare coordination drawings and relay setting charts.

3.0.8 INSTRUMENTATION

EPCM shall perform the following jobs:

♦ Prepare the basic process control philosophy of the total project. The philosophy should be so defined to accommodate future developments in the field of instrumentation.

♦ The control philosophy should include as a minimum type of Distributed digital Control System (DCS), Redundancy concept in control / data acquisition system. Type of operator interface, Type of advanced control / optimisation interface with DCS system, Type / Concept of different layers of controls, interlocks, detectors, analysers, LAN, WAN. Type of different field instruments viz. Transmitter, I/P converters, control valves, pressure / temp. gauges / switches, shutdown valves, actuators etc.

♦ Based on the Process optimisation philosophy, EPCM shall develop scheme for its integration to DCS system. EPCM to define the type of computer environment required for Process optimisation / MIS purpose.

♦ Prepare installation standard, Hook up drawing, Air line distribution and Loop checking philosophy of different types of instrumentation based on application.

16

♦ Prepare guidelines for Engineering standard / essential technical specification for procurement of different types of instrumentation and control equipment.

♦ Review / sizing of safety valves, all control loop elements e.g. control valves, DP transmitters, controllers, analyzers, Gas detector’s interlocks etc.

♦ Develop basic spec. for DCS, PLC and associated Control room instrumentation.

♦ Finalize inputs for developing software for DCS / PLC in consultation with OWNER.

♦ Develop tentative Control Room layout.

♦ Develop / generate MIS reports, log sheets report through DCS.

♦ Review of all construction drawings e.g. Control & Signal cable layout, IB layout, Trench and duct layout. Control room instrumentation, power cable layout etc.

♦ Develop PA system requirement and integration with existing system.

♦ Develop MCP, Fire alarm requirement and integration with existing system.

♦ Site survey, tender development etc for Identification of spares availability in the existing DCS for tie-in with the FGSU unit in case control is from old FCCU board or new FCCU board or at FR-DCS control room

♦ Site survey, tender development etc Identification of spares availability in LM/FSC, I/O cards, field barriers, Controllers etc in the existing system

♦ In case in the existing system space availability is not there then EPCM may be required to set up a local control room/SRR to install the marshaling cabinets of DCS system and take the signals to the operator console/FR-DCS through fiber optic cable.

♦ As per process/operation requirement some instrumentation signals /points may be duplicated to MINAS control room also for control/viewing, Site survey etc to be carried out by EPCM for scope finalization of instrumentation jobs at field and DCS.

♦ Prepare loop check reports, calibration report of instruments and submit along with final documentation.

♦ Prepare interlock sign-off report at the time of commissioning of plant and submit along with final documentation.

♦ The plant will be based on electronic / intelligent transmitters and control shall be based on DCS. Necessary revamp in the existing facility is required, for accommodating DCS. EPCM to carry out all detail study of existing DCS system for revamping the same wherever required, i.e. preparation of DCS system configuration and DCS specification.

♦ Follow the DHT design basis criteria and vendor list for tendering of instrumentation item

♦ Preparation of Engineering Design Basis for instrumentation.

♦ Overall and Unitwise Instrumentation & Control Philosophy.

♦ Sizing calculation for orifice plates and control valves/pressure relief

valves.

♦ Preparation of specification for field instruments including safety

instrumentation and DCS.

♦ Preparation of MR for instruments/DCS and PR indicating makes and

model no. of instruments.

17

♦ Preparations of logic diagrams with write up, if required.

♦ Preparation of functional schematics

♦ Preparation of field engineering inputs for DCS such as point

database, graphics, auxiliary console layouts.

♦ Preparation of instrument index.

♦ Preparation of all drawings related to field instruments such as:

♦ Cable duct/main trench, IRC layout drawing

♦ Junction box and instrument location layout

♦ Air supply distribution drawing

♦ Instrument installation standards

♦ Instrument hook up drawings

♦ Preparation of tender specifications and technical evaluation for

instrument erection work.

♦ Preparation of field cable schedule

♦ Vendor drawing review & approval.

♦ Coordinate the following with vendors/ site contractors

♦ Calibration of instruments, hydro testing of impulse lines.

♦ Installation and commissioning supervision of instruments/DCS

♦ Loop checking of field instruments from field to control room in

coordination with DCS vendor.

♦ Cable laying up to rack room

♦ Installation and commissioning supervision of PA system & FA

system.

♦ Preparation of bill of material (BOM) of different jobs / activities required for complete instrumentation.

♦ Identification and listing of different instruments with recommended spares.

♦ Preparation of specifications for all process field instruments including process analysers, instrument cables, control cables, optic fibre cables, JBs, cable trays, cable tray supports, Stanchions, MCT blocks, canopies etc.

♦ Preparation of specifications for safety instruments like HC gas detector, smoke detectors etc.

♦ Preparation of specifications for environmental control instruments.

♦ Preparation of specifications for Access Control System and air conditioning system for new control rooms / satellite rooms, if envisaged.

♦ Preparation of specifications for related civil items / works like cable trench, control rooms, satellite room etc.

♦ Preparation of instrument plot plans for field JB, local panel plot plans, analyser house plot plans etc.

♦ Preparation of plot plan for HC detectors.

♦ Preparation of plot plan for field call station for plant communication system.

♦ Preparation of instrument earthing details.

♦ Preparation of layout of DCS panels, PLC panels, Auxillary panels. Operator consoles, UPS panels, Plant communication panels and other cabinets / panels inside the control room and satellite room.

♦ Finalise sizing of all control loops e.g. control valves, safety valves, DP transmitters, controllers, interlocks etc.

18

♦ Development of basic specification for DCS, PLC and associated Control Room instrumentation.

♦ Finalization of inputs for developing software for SCS/PLC in consultation with OWNER.

♦ Development of Control Room arrangements.

♦ EPCM scope shall include preparation / developments of FGSU Graphics in line with HPCL requirement. The PSD server & E-server are also included in the scope of the EPCM

3.1 Further EPCM shall also undertake the following:

♦ A MIS Report indicating drawings / documents status and schedule thereof shall be provided by EPCM to OWNER on weekly basis.

♦ Further, EPCM shall share information / data related to Project Monitoring / Progress / Drawing Approval etc. through electronic media with OWNER / Contractors.

♦ Development of a detailed start - up plan for the project taking into account the sequencing requirements.

♦ Preparation of Estimated project cost with equipment-wise breakdown at following stages: i) Upon completion of major engineering (+/- 10% accuracy) ii) Upon finalisation of contracts (Firm Cost) iii) Thereafter, at an interval of every 6 months on the basis of project

progress

♦ Selection of Enabling Equipment and Fire & Safety Items.

♦ Selection of Equipment for Laboratory

♦ Compliance with Environmental protection measures stipulated by various statutory bodies

4 PROCUREMENT

Consultant will perform various procurement activities and will maintain close

supervision of Procurement activities of contractors to ensure timely delivery of materials

to adhere to the project schedule

4.1 Tendering Procedure for selection of contractors and award of contracts

i. A detailed tendering procedure for selection of contractors including

methodology for Pre-qualification, preparation of ITB, invitation to Bid,E-

Procurement, Evaluation of bids and award of contract shall be prepared by

EPCM in consultation with OWNER.

ii. Selection of contractor will be done on the basis of Pre-Qualification of

contractors. The pre-qualification criterion covering Technical, Financial and

experience requirements will be prepared by EPCM for OWNER’s approval.

iii. Bid evaluation criteria, SCC, list of subcontractors to be prepared by EPCM

with approval of OWNER. EPCM shall include GCC and integrity pact for all

orders above one crore Rupees

iv. E-procurement and reverse auction processes to be adopted.

4.2 Vendor Management

19

Consultant shall prepare and include the vendor list in consultation with

owner for all categories of supply items, which includes equipments, piping

materials, electrical items , instrument items etc.

Consultant shall also prepare the vendor list for carrying out all the civil,

mechanical, electrical and instrumentation job at HPCL site.

4.3 Preparation of Tenders for Materials and Services

EPCM shall prepare the tenders (in consultation with HPCL ) for all the equipments,

materials, construction activities, infrastructural activities etc. Number and Type of

service contracts required shall be identified and comments of HPCL shall be

obtained. The tender documents to be submitted to HPCL prior to floating tenders.

EPCM shall prepare invitation to bid (ITB) documents for various contracts and

invite bids from the Pre-qualified agencies.

ITB shall consist of two major parts viz. Techno-Commercial and Priced

i. Commercial portion shall carry general conditions of contract, special

conditions of contract, pricing schedule, completion period, approved vendor

list, etc.

ii. Techno-Commercial portion shall identify the acceptable technologies, scope

of work and supply, design basis, standards/specifications to be followed and

documentation to be submitted by contractor for evaluation.

iii. EPCM shall supply cost estimate giving detail calculations alongwith

references / PO copies of similar jobs carried out recently by known

contractors / suppliers prior to floating the ITB

4.4 Cost Estimate

Preparation of cost estimation for all the supply items and construction

tenders. The basis of cost estimation will be previous history experienced in

similar kind / nature of projects / jobs. This estimation shall be carried out by

the process of building detailed break down structure i.e., breaking the work /

job in to smaller activities for better accuracy of the estimation.

The consultant should clearly describe in their estimation if any relevant

assumptions are made. Also they are required to describe the level of

uncertainity and may reflect it in the estimation and give reasons for the

same.

The cost estimation shall give breakup of both foreign component and

indigenous component and mention all the taxes, charges for packing &

forwarding, transportation, octroi etc.

The consultant shall participate, if required, along with HPCL in price

negotiations, if any, during finalisation of the tender with the vendor.

20

4.5 Evaluation of Bids

i. EPCM shall carry out techno-commercial evaluation of bids and submit

evaluation report with appropriate recommendation as per the approved

Evaluation Criterion.

ii. EPCM shall raise techno-commercial queries for getting required

clarifications from the bidders and will reply to the bidders.

iii. EPCM shall arrange and participate in any meeting with bidders, which may

be required during bidding and evaluation period, make the minutes, obtain

signatures of the participants and then reach a copy to all participants

through hardcopy and scanned copy through e-mail.

4.6 Technical and Commercial Recommendation

• Consultant to provide the technical and commercial recommendations for all

the tenders floated and bids received for placement of purchase orders . The

recommendations shall include all the original bids received and the entire

subsequent correspondence carried out with all the vendors. Submission of

complete file with all the pages duly paginated (numbered) to OWNER for

obtaining approval.

4.7 Review of Vendor documents

Consultant scope includes review of all the vendor documents including

design calculations, design drawings, fabrication drawings etc.

4.8 EPCM’s scope shall also include:

• Analysis and trouble shooting for corrective actions to ensure timely delivery.

• Procurement of mandatory spares as per list agreed with OWNER and also

the 2 years commissioning spares based on recommendation of supplier.

These spares shall be received and stored in EPCM’s warehouse – till

commissioning of plant and the unused items shall be taken over by OWNER

immediately thereafter

• Procurement activity wrt Chemical, Lube oils, Catalysts and any other item

as required for successful commissioning of Plant shall be taken care by

OWNER, however all requirements to be indicated timely by EPCM

• Recommendation for order closing based on performance of the vendors

shall be forwarded by EPCM to OWNER after supplies including submission

of final documents as per purchase order get completed.

• Analyse the tenability and reasonability of extra claims and the applicability

of PRS (Price Reduction Schedule) liquidated damages Clause, as per

contract and make recommendations on the same.

• EPCM shall lay emphasis on mechanizing construction activities, modular

concepts & prefabrication & pre-cast methods to the extent the same adds

value in terms of quality, safety & cost effective. The same shall be suitably

covered in tender for construction works.

21

4.9 Procurement Inspection Services

• A comprehensive QAP shall be prepared by the consultant for the

entire job.

• Consultant shall prepare the inputs for complete inspection and

quality assurance program for all the supply items and site execution

contracts, which will provide Owner with acceptable and quality

products.

� Inspection of all items including equipments and materials at vendor

works in India and at site is in scope of consultant.

� Inspection and expediting of imported equipment and material is

excluded from the scope of Services. If so required by OWNER,

EPCM could provide these services at additional cost to OWNER.

� Alternatively a third party inspection agency shall be arranged for the

same. EPCM will review QA/QP submitted by the vendor for its

adequacy. EPCM shall ensure that QA/QP submitted by vendors are

adequate.

4.10 Expediting:

• Expediting services shall be provided for purchase orders placed on

indigenous suppliers.

• Periodic expediting report shall be issued. On completion of order, an order

closing report (OCR) will be issued.

• Arrange to obtain final TC’s, As Built Drawings and Document Dossiers in

requisite copies plus soft files as per PO/PR, and send the same to OWNER

& EPCM site in parallel directly - after checking completeness of document

as per PO/PR by inspection coordinator at H.O..

4.11 Warehousing :

• Consultant is responsible for the receipt and issue of all equipments and

materials, which are to be supplied by HPCL to the construction contractors

as Free Issue Material (FIM).

• Consultant shall develop procedure for the receipt and issue of any FIM from

the warehouse.

• Consultant shall deploy adequate manpower for the complete warehouse

management through out the project period.

• Consultant shall provide the reconciliation statement for every FIM received

and issued from the warehouse.

• Consultant is responsible for proper storage of all the FIMs including

chemicals required for the project.

5.0 Construction Management

5.1 Construction Planning & Procedure

Consultant shall carryout all the construction management activities including the

22

following : i) Establish detailed construction plans and schedules with contractors to match

the overall Contract schedule.

ii) Identify construction /field organization of Contractors and monitor for

Deployment at site including mobilization of specialist services.

iii) Conduct periodic review meetings with contractors and also liquidate all checklist

points issued by statutory / regulatory bodies, if any.

iv) Finalise construction codes and standards to be followed during constrction.

v) Consultant will be responsible for effecting various construction activities as per

tender specifications, quality criteria, within the agreed time schedule. For this

purpose Consultant will act as overall Engineer-in-Charge at site and would

therefore coordinate with all Contractors and Owner for effective enabling /

interfacing functions.

vi) Field engineering as necessary.

vii) Checking of inventory.

viii) All necessary services and site inspection for rectification of faulty works.

ix) Extra material to be returned to stores with valid test certificates.

x) Recommend OWNER for recoveries from contractors for issue of materials, hire

charges, rents and taxes etc. as per provision of contracts and perform all duties

of the Engineer-in-charge.

xi) Technical assistance in expeditious settlement of extra claims, disputes etc

within a period of 6 months after commissioning. Beyond this period, EPCM shall

provide its services on mutually agreed per diem rate basis.

xii) Recommend action for arranging the services of vendor’s specialists as required

for satisfactory execution of erection and mechanical trial run, in terms of

respective contract.

xiii) Assistance for arranging of contractors for various related services such as those

required for receiving, movement, handling and transportation of materials to

warehouse from transportation godowns, material shortage & preservation at site

as per requirement.

xiv) Review and certify as built drawings to be prepared by respective contractors.

xv) Prepare, present and store all documents including certification related

document.

5.2 Construction Scheduling and Monitoring

EPCM Consultant shall i) Review construction schedule of all the Contractors. ii) Review site mobilization plan of all the Contractors and pursue for required

mobilization for all manpower / resource / equipment etc. iii) Monitor contractor’s work schedule, progress against program and review of

monthly progress / exception reports highlighting percentage completion of work, areas of concern with respect of schedule / inputs to be deployed and recommend corrective actions and remedial measures to remove back log in progress.

iv) Review the construction work / progress regularly to ensure that the Contractor’s allocation of number and type of manpower is adequate, and to ensure that construction equipment, cranes, tools, scaffolding, lighting etc. for the execution of the work are adequate and in safe working condition.

v) Verify the actual work completed by the Contractors and recommend to

Owner for release of each progress payment according to the contract.

23

vi) Certify quality and quantity of work performed by contractors and maintain

necessary records required for verifying contractor bills according to the

conditions of contracts. Analysing extra claims, if any and forwarding the

recommendations to OWNER.

5.3 Construction Quality Assurance

EPCM Consultant shall i) Prepare Quality Assurance Plan and confirm their compliance to approved

codes / standards / specifications, etc.

ii) Stage inspection of quality of work performed by all the Contractors as per

approval QA plan and contract specifications.

iii) Review and audit, approved welding procedures and welders qualification

procedures.

iv) Monitor compliance of various statutory rules, regulations and safety measures

and cause Contractor to arrange and coordinate site inspection, testing etc. as

required under local statutory rules and regulations prevalent in india.

v) Cause contractors to take all necessary precautions to protect construction

work and material from damage by climate, outside elements and construction

activities. Arrange testing services for control of construction materials and

methods to meet quality requirements. The cost incurred for such testing will

be under the scope of OWNER / the contractor.

vi) Alert Owner and the Contractor immediately of any use of materials not in

accordance with the drawings and project specification and take immediate

corrective action.

vii) Prepare and ensure compliance of safety procedures prepared by the

Contractors with applicable codes, regulations and Owner requirements.

viii) Review contractors schemes for heavy / critical equipment’s erection / lifts

/rigging before contractor effects such critical / heavy lifts.

ix) Review alignment (hot/cold) of all critical rotary equipment / machinery and

their upkeep / maintenance as per suppliers recommendations.

x) Monitor that the Contractors perform house-keeping activities which include

maintaining sanitary facilities, sweeping clean-up, removal of excess materials

/ temporary facilities scaffolding, as necessary.

xi) Conduct periodic Quality / Technical Audits to indentify the Contractors work

that may be unsatisfactory in quality and / or is not conforming to the contract.

xii) Advise Contractors to take immediate appropriate corrective actions as and

when such discrepancy arises to fulfill quality, safety obligations.

5.4 Construction / Installation Supervision & Inspection

EPCM Consultant shall 5.4.1 Ensure that Contractors make arrangements for the required field

inspection and tests required by the standards / specifications under the

Contracts and by local authorities / agencies and submit inspection

procedures for review / approval of Consultant / Owner. Consultant will

ensure that these inspection procedures will at least include the following

requirements.

24

a) A construction activity will not start until all prescribed quality pre-

conditions and prerequisites have been met.

b) The contractors will not proceed beyond identified witness tests and

hold points without Consultant’s clearance, Consultant will plan their

activities to prevent undue delays in inspection at these points.

Construction schedules shall allow a reasonable time for inspection, as

required.

c) If it is observed that work is not conforming to specifications and

drawings, Consultant will promptly notify the same to the concerned

contractors / authorities for corrective / remedial actions.

d) In those situations, where continued work would cause damage,

preclude further inspection or make remedial action ineffective,

Consultant’s inspector responsible for that work will have the authority

to stop the work in progress. He will immediately notify Owner and the

concerned contractor of such action.

e) All material handling equipment should be subjected to required load

test, initially and then periodically, to ensure safe / stable operation

including witnessing and maintaining record of all such tests.

f) Review the results of all field inspections and tests carried out by

contractors that are necessary to comply with the Project specification.

g) Ensure deployment of qualified people for carrying out radiographic

inspection and interpretation of radiographs of welds.

h) Monitor that the number of welds to be spot-checked is a true

representation of the actual number of welds.

i) Ensure up-to-date documentation system of the radiographs, which

can identify the location of the weld and welder concerned.

j) Provide necessary technical assistance to HPCL with regard to

Coordination with statutory authorities for clearance.

k) Ensure all the contractors to submit all inspection reports and files with

proper cross identification to Owner within stipulated time as per

contract.

l) Witness Hydro-test, Pneumatic and other field tests for Mechanical,

Electrical and Instrumentation items.

m) Witness review, analyse and certify all proof of proper

construction provided by the contractors to ensure compliance with

project specifications.

n) Witness and certify the final inspections of equipments (after erection)

by the contractors.

o) Ensure that all inspection reports and files with proper cross

identification with field materials are handed over to Owner within one

(1) month after Mechanical Completion of any part of the Project.

p) Implementation of defined installation standards and loop checking

philosophy. Consultant will provide adequate supervision for

installation and pre-commissioning ( loop checking, interlock checking,

interlock simulation, calibration etc) of all the instrumentation items and

to certify readiness of total instrumentation for commissioning .

q) Any other work required to ensure construction quality as envisaged in

the design specification.

25

r) Consultant shall certify all the measurement sheets for all site activities

carried out by the contractors and give recommendation for the release

of payments against the certified measurements.

s) As part of their field activities EPCM shall inspect the works done by

contractors & witness/review the records as per agreed QA plans &

certify the acceptability. The same would include all destructive & non-

destructive tests. EPCM shall also inspect and certify calibration of

testing equipments, welders qualification & procedure, hydrotesting &

mechanical clearance.

t) Supervise activities of CONTRACTORS like civil and structural work,

equipment installation, electrical, work, insulation, painting and fire

proofing works at site as per agreed QA/QC/Inspection and test plans.

QA Plans shall define the Quality Assurance requirements from

CONTRACTORS.

u) Ensure field instrument calibration and impulse line hydrotesting.

v) Ensure the presence of vendor representative during the erection and

commissioning as required.

w) Witness loop checking from field instrument to control room

operator console.

x) Witness simulation of process/equipment interlocks from field.

y) Prepare checklist on field instrumentation and ensure that all check list

items are liquidated promptly.

5.4.2 Construction Quality Audit

Consultant shall carry out a Construction Quality Audit of the project facility near Mechanical Completion of the project by an independent group of Consultant’s personnel not reporting to the site-in-charge. The audit shall employ special techniques such as positive material identification through alloy analyser etc. An additional audit of total piping system shall also be carried out by Consultant’s piping specialist group.

5.5 Material Control & Warehouse Management Consultant shall perform the following activities :

a) Consultant is responsible for the receipt, and issue of all the FIMs

procured for the project.

b) Inspection, identification, acceptance of materials at site

c) Review / audit receipt of equipment and materials at site, ensure proper

site inspection and storage by Contractors; ensure all steps are taken to

avoid any intermixing of materials and with other project material.

d) Prepare material receipt status and inventory status at site with relation to

material delivery schedule.

e) Develop material control plan / procedure of contractors.

f) Issue unit wise reconciliation statement of all the FIMs received and

issued through warehouse on completion of WORK to enable Owner

take over the balance material.

g) EPCM shall monitor equipment and materials receipt at site by

CONTRACTORS.

26

h) Warehouse management including receipt of materials, short

supply/damaged items. However warehouse management of steel,

cement and RTS rods, shall be in scope of contractor.

i) Certify invoices submitted by CONTRACTOR for supply of materials for

payments.

j) Assist OWNER in ordering crash purchasing bulk materials for

completion, engaging additional agencies to augment resources, hiring

cranes, construction/test equipment as necessary.

k) Assist OWNER for raising & settlement of insurance claims by providing

requisite documentation against theft, damages, shortages, and damage

during erection etc.

5.6 Spare parts Management The following activities will be performed by the Consulatant :

a) Checking of spare parts and other supplies to be made available by the

Contractor(s) to ensure compliance with the construction contract

requirements and supervision of their handing over to Owner.

b) Recommendations of spare parts inventory and future ordering schedule

for safe conditions / trouble free operation.

c) Consultant will advise Owner for establishing necessary Electrical Testing

and Instrumentation lab with recommendations of appropriate testing

equipment.

d) Consultant shall develop spare parts lists along with criteria for selection of

quantity for Commissioning spares, Mandatory spares and Operation &

Maintenance Spares for equipments and piping (only in case of special

metallurgy) system in consultation with Owner.

e) Consultant shall check the list of spare parts and other supplies to be made

available by the suppliers / contractors to ensure compliance of the

contract requirements and ensure their handing over to the Owner.

Consultant shall also recommend spare parts inventory and future ordering

schedule for trouble free operation of the Plant.

f) Handing over of the recommended spare parts received against each

equipment to HPCL main warehouse is in scope of the consultant.

5.7 Safety Management

a) Consultant shall develop comprehensive specification for Health, Safety & Environment protection and the same is to be made part of all the fabrication and erection contracts. b) Consultant is responsible for ensuring adherence of all safety requirements by the contractors. c) Consultant shall depute a full time Safety Officer at site to check and ensure the safety requirements during all phases of construction.

27

5.7.1 Construction Safety

EPCM shall:

a) Depute a safety cell comprising of their qualified safety personnel to ensure that

all safety regulations and procedures are followed at the construction site. One

qualified Safety Officer for every 50 workers at site all the time during the job.

b) Review safety procedures of construction contractors in accordance with

applicable codes, regulations and client requirements and ensure adherence to

safety norms.

c) Ensure that necessary precautions are taken by construction contractors to

protect construction work and materials from damage by climate and site

activities.

d) Ensure contractor obtains necessary approvals, develop procedure & issue work

permits for the construction activities, as per tender requirement.

5.7.2 Certification for payments at site

EPCM shall:

a) Certify site works for billing purpose

b) Certify the quality of work performed by contractors. EPCM shall maintain

necessary records required for verifying the bills of CONTRACTORS according

to the conditions of the contract.

c) Check and certify the bills submitted by all CONTRACTORS taking into

consideration all contractual matters and government guidelines and recommend

for processing recoveries from them due as per contract.

d) Send techno-commercial recommendations on extra claims, if any, of the

CONTRACTORS for processing these claims and making payments by OWNER

e) EPCM shall provide necessary technical services for settlement of extra claims,

disputes if any with contractors for a period of 6 months beyond Commissioning.

Beyond this period EPCM shall provide its services on mutually agreed per diem

rate basis.

6.0 Project Management

The Project strategy developed for the Project is based on a basic philosophy that a Project Management EPCM (EPCM) will be appointed to manage and control all aspects of the Project execution on behalf of OWNER to complete the project on time and within cost. The EPCM will be responsible for all activities to a group of OWNER executives.

EPCM shall establish a team for the Project Management Services containing all the necessary skills and disciplines needed for professional management of the Project as well as to satisfy the IT requirements for the project on behalf of OWNER.

In general, EPCM shall act on behalf of OWNER, and report to the OWNER, and be responsible for the following, but not limited to:

28

6.1 Planning & Control

a) Develop project scope and procedure including those for procurement and construction,

contracts and establish Project Administrative Procedure setting out lines of

communication with OWNER, vendors and site contractors.

b) Preparation of Network for the project and updating of the same by periodic evaluation

and review. Identifying the critical activities and is close monitoring to adhere to the

overall projects schedule.

c) Develop project strategy and schedules; establish progress reporting and monitoring

system.

d) Develop project information system for highlighting slippage and hold ups for

management action and control.

e) Preparation of detailed networks, bar chart schedule covering all concerned activies to

be performed by Consultant in keeping with the overall project schedule.

f) Preparation of Master Project Schedule for mechanical completion, commissioning of

the project including pre-projects work.

g) Preparation of Master planning documents for the entire project and its regular

updation.

h) Preparation of major milestones for the entire project.

i) Developing an appropriate MIS covering monitoring, reporting, controlling, feedback,

mid-term corrections.

j) Assist owner in preparation of reports for ministries.

k) Organize and participate in regular project review meetings monthly at Headquarter

level and daily/weekly at site or as required and submit monthly reports and fortnightly

flash reports.

l) Monthly reports will be sent by the EPCM to the OWNER so as to reach them by first

week of next month as per format mutually agreed to. Review Meetings will be held

every month during engineering and procurement phase at Project site.

m) The Consultant and the contractors shall use common computer software for ease of

Information exchange/data integration.

n) Furnish all data and drawing in electronic/CD format (Text in MS Word, data in MS-

Excel And drawing in Auto Cad & pdf format) along with a hard copy.

o) Suggest catch up plan to bring back the project on schedule, if delayed.

p) Furnish weekly report of progress on catch up plan.

q) System for quality controls, compliance to engineering design basis & safety aspects.

6.1.1 Besides above EPCM shall provide following services for :

(i) Review and monitoring

a) Preparation of preliminary schedules for discussion and finalisation of the

same with OWNER.

b) Preparation of an overall project schedule/network, identifying critical path,

priority activities and target dates for completion.

c) Review and updating the networks and project schedules regularly.

d) Preparation of detailed discipline-wise schedules for setting out targets.

e) Monitoring the purchasing, expediting and inspection activities and initiate

such actions as may be required for timely delivery of purchased items to the

project site. Joint visits with OWNER shall be organized for expediting to

29

vendor’s shop for critical orders in India. However, keeping the criticality of

orders located abroad, specific visits may be organized for OWNER and

EPCM.

f) Hold regular project review meetings with OWNER.

g) Monitoring the progress of construction and identifying problems affecting the

progress by Resident Construction Manager, where required.

h) Monthly submission of the progress reports to OWNER.

(ii) Cost Control

a) Cost Estimates shall be furnished for all tenders.

b) EPCM shall regularly monitor the Project Cost during entire project duration

and shall submit monthly reports to OWNER highlighting likely cost overruns

if any.

(iii) Change Order Control Management

EPCM will scrutinize any project scope changes and will vet the vendor/contractor

proposal in this regard providing proper justification for the same.

(v) Project Documentation Control

EPCM shall formulate and adopt a suitable document control and transmittal

system to ensure timely receipt and distribution of documents.

6.2. Development of Project Procedures

a) Developing overall project execution philosophy and project coordination procedure.

b) Preparation of procedures covering mechanical completion, pre-commissioning ,

Commissioning, start-up, performance test runs for the units. 6.3 Project Quality Assurance Consultant shall perform the following Quality Assurance & Quality Control activities as Per following

a) Preparation of overall Quality Assurance and Quality Control (QA/QC) System

For the various phases of the Projects (i.e. Engineering, Procurement, Construction and commissioning)

b) Prepare overall QA/QC plan for the project that would be approved by the

Owner. c) Keeping regular surveillance and audit Quality Assurance Program of all

Contractors and vendors and ensure its implementation. d) Preparing and updating QA/QC report for entire project on a regular basis

Identifying areas for corrective action by concerned agencies. e) Preparing detailed scope and stages of inspection for all procurement items Viz.

Equipment and bulk materials. f) Preparing detailed scope and stages of inspection for all the site activities

Performed by the contractors. In order to achieve superior QA during all stages of construction, Consultant besides Carrying out strict monitoring as per drawn up QA plan, should undertake measures to

30

Identify and liquidate problems. 6.4 Monitoring, Coordinating and Supervision

a) Establishing of project control system to control, monitor and report to the Owner.

b) Providing an effective, continuous liaison and control both at site and design

Office of CONSULTANT and other contractors to ensure prevention of slippage In project schedule.

c) Monitoring of contractor’s various activities particularly focusing on purchase

Expediting and inspection and suggesting corrective actions thereof. d) Study, analyse, review, check, certify and recommend to Owner any change

Orders, claims, additions/deletions in any of the contracts during the project Execution.

e) Studying of systems, adequacy check of existing equipment and

Recommendation to the Owner for necessary augmentations/changes, if any. f) Supervision and coordination of all contractors and other activities viz. planning

Organizing, controlling, monitoring.\ g) CONSULTANT to provide adequate and experienced personnel as desired by

HPCL for supervising all the site activities including safety of the workmen. h) CONSULTANT to deploy adequate and experienced staff till the commissioning

and handling over of the project to HPCL. i) Define clear and unambiguous boundary limit conditions for each of the contractor.

j) Coordinate/liaison with all contractors to ensure no overlaps or left out activities

In the total project work. k) Ensure all drawings prepared by CONSULTANT and contractors will confirm to statutory regulations and standards. l) Ensure all hook-up connections are covered in the package for piping , electrical, civil, mechanical, instrumentation, DCS etc. to integrate the entire project activity and sort out discrepancies between various agencies / contractors/ licensors. m) Preparation for drawings for piping , electrical and instrument cable routing along with the corridors. The connection of cables inside the control room and substation will be the responsibility of consultant. n) Checking, certifying and recommending the billing break-up / billing schedule furnished by the site contractors. o) Close follow up/ expediting of delivery of critical equipment. P) The organization structure of CONSULTANT personnel to be deployed for the job should be clarify defined. One project leader shall be appointed who will be responsible for all the project activities from engineering, design, inspection and construction for better coordination of the project. 6.5 Project Cost Control CONSULTANT shall undertake:

i) Cost budgeting, expenditure profile and forecasting for the entire project.

ii) Preparation of detailed cost estimate for each Construction tender / material Requisition

(MR) for supply items.

iii) Preparation of report highlighting planned expenditure profile vis-à-vis actual

expenditure on an annual basis for budgetary control purposes of the Owner.

iv) Preparation of cost status reports including cash flow analysis on quarterly basis.

31

v) Furnish the following information for owner to take up preparation of Completion Report

of the Project as per guidelines of Department of Public Enterprises (DPE):

a) Final project cost variation from approval project cost estimates and justifications

for the same.

b) Delays in completion schedule and reasons for the same.

vi) Prepare in consultation with owner and submit a costing software package for this

project including cost of all equipment, piping, package equipment, works contracts, etc.

7.0 Pre-commissioning, Commissioning & Performance Test Run

7.1 General The consultant shall provide necessary assistance to Owner in planning, organizing and

supervising pre-commissioning, commissioning, start-up and performance test run of all

the project facilities. The scope of work will comprise but not limited to the following:

a) EPCM will, in consultation with OWNER, agree for a phased mechanical completion

programme to facilitate sequential pre-commissioning activities culminating in a logical

commissioning programme of the various facilities of the Project

b) EPCM will review acceptable formats of handing over of the plants including all required

documentation, construction completion certificates. The documentation will be checked

for its correctness and completeness at the time of handing over of any

plant/system/unit and EPCM shall recommend for taking over by OWNER.

c) EPCM will monitor that all as built drawings are made, compiled and submitted by the

Contractors and arrange to handover to OWNER as per the contract.

d) EPCM shall take the lead role in managing pre-commissioning and commissioning for

Open Art units and for Offsite and Utilities. Skilled / unskilled manpower as well as

operators shall be provided by OWNER/site contractors.

e) For licensed units EPCM shall coordinate and provide technical assistance to

OWNER/Contractors/Licensors in pre-commissioning and commissioning activity and

arrange for resolution of all technical problems that may arise in the process of

commissioning.

f) Carryout system checking to ensure correctness to avoid /reduce check list and

punch list from licensor.

g) Carryout safety audit of all the new facilities with the involvement of safety

department, operations and maintenance personnel.

h) Set-up, review and implement start-up program.

32

i) Review of pre-commissioning, commissioning and standard procedures for start

up, normal operation, shutdown and handling of abnormal situation.

j) Prepare operating / instruction manuals as needed

k) Coordinate and supervise commissioning schedules, start up schedule etc. with

contractors, other agencies and Owner.

l) Review punch / check lists.

m) Supervise pre-start up inspections of all equipment and systems including

certification of its proper functioning.

n) Conduct safety audits of the entire plant (for each unit) and prepare check list /

get corrected the discrepancies before pre-commissioning activities can be

started.

o) Ensure adequate manpower, special tools and spare parts necessary for assisting

commissioning activities such as:

i) Operational tightness testing

ii) Pre-startup inspections

iii) Loading of chemicals and catalyst

p) Assist pre-commissioning audit nominated by the Owner.

q) Conduct all checks as per relevant API standard.

r) Prepare project close up report.

s) Finalise commissioning schedule in consultation with Owner / Licensor.

t) Consultant will maintain and certify all the records pertaining to installation, pre-

commissioning and commissioning activities.

7.2 Pre-commissioning The pre-commissioning activities will typically include ensuring conformance to PFD/P&ID, no load run of machinery, flushing of lines with air, water, steam, nitrogen etc. as required, chemical cleaning of lines, leak test with air, nitrogen, process fluids etc. as per process licensor recommendations/guidance, loading of chemicals after dry out and any other activity required to be carried out in pre-commissioning.Ensure that all

33

the pre-commissioning / commissioning activities of the project are carried out in

accordance with established procedure, schedules and program, as detailed below:

a) Hot alignment checks and running of rotating equipment.

b) Equipment operation checks e.g. vibration, trips, functioning of safety devices

and other required operating tests and adjustments.

c) Flushing, blowing and chemical cleaning.

d) Installation of temporary screens, strainers and blinds.

e) Adjustments and replacements, if necessary, of mechanical seals, packing and

accessories as required.

f) Necessary purge operations, including installation of temporary purge piping or

hoses to equipment connections.

g) Checking of bores of orifice plates and installing them after flushing operations.

h) Instrument calibrations with standard test equipment and all required adjustments

and control point settings.

i) Functional check on all instruments and controllers.

j) Check all instrument loops for proper functioning.

k) Checking and recording positions of all valves.

7.3 Performance of Test Run: 1. Consultant to ensure that performance test of all units are conducted in accordance with

the (conditions as laid down in the contract) professional engineering practices, plant

safety and operating standards.

a) To demonstrate the units meet the Consultant / Licensor guarantees, one or more

performance test runs shall be carried out under the technical direction of

Consultant / Licensor.

34

b) The performance test runs shall be carried out in accordance with the detailed

programme to be drawn by Consultant in mutual consultation with Owner and

would be conducted under normal operating conditions.

c) Within five days after successful completion of the test run, all operating

conditions, figures, actual achievements should be recorded. The format for the

same will be developed by the Consultant in discussion with the Owner.

d) On completion of performance test runs, prepare independent report for owner on

performance of each unit with recommendations ( in consultation with Licensors

and Owner) on ways and means of improving performance.

e) Consultant will evolve formats for handing over of plants to Owner including all

required documentation, completion certificates etc.

2. DCS FAT (Factory Acceptance Test)

Consultant will carryout this activity along with HPCL to ensure supply of required DCS

hardware and software as per tender specification / purchase order and is meeting the

objectives.

3. SAT/PTR (Site Acceptance Test/Performance Test Run)

After steady state operation of the units for few months, SAT & PTR will be performed

to assess the performance of DCS, UPS, A/C and all other items whose performance are

to be checked. Consultant will witness / certify the same in associated with HPCL.

4. EPCM shall ensure implementation of necessary remedial measures through the

concerned agencies (Contractors) in case of non-conformance to any of the guaranteed parameters.

8.0 DOCUMENTATION

The following document / review requirements during the performance of the work should be taken into account while bidding:

8.0.1 Documents for Approval:

Three copies of all documents are required for OWNER’s approval.

8.0.2 Drawings for Approval:

Besides full size drawings and design calculation, three copies of 11” x 17” scaledown of each drawing shall also be provided for OWNER’s approval

8.0.3 Final Approved Documents/Drawings/Studies:

Fifteen copies of the final approved documents, studies, full size, and scale down drawings are required. Soft Copies shall also be provided.

8.0.4 In addition to the above, Final approved Documents/Drawings/ Design calculation and Studies are to be stored in Electronic Document Management System (EDMS) as provided by OWNER. Managing the EDMS is the responsibility of EPCM.

35

OTHER DOCUMENTATION AND HANDING OVER RELATED TERMS AND CONDITIONS

8.1 DOCUMENTATION

EPCM shall ensure all documentation and engineering data are delivered in a timely manner by the contractor. The quality and technical integrity of this information shall be monitored to ensure compliance with the Quality Assurance Program. The delivery mechanism shall be the responsibility of EPCM i.e. the electronic media use, indexes, sizes and number of copies of hard copy etc.

EPCM shall also be responsible for modifying the documentation and data requirements to reflect any existing and new statutory requirements from both government and certifying authority sources.

EPCM shall be responsible for preparation of the Operating, Maintenance, Training and Safety Manuals. This will include scheduling for the preparation of the materials making up the operating manuals. It shall also include the review of drafts of the material in conjunction with OWNER. Regular progress meetings shall be held at the appropriate time to ensure completion ready for commissioning and operation.

EPCM will conceptualise and maintain an independent documentation cell on site, which will meet all requirements of the project from day 1 upto completion. Adequate manpower to be provided so that any sort of documentation requirement by any of the agencies involved including the owner are met promptly. Documents in hard and soft copy as described in detail ahead shall be maintained in perfect order. Physical movement of documents whether for distribution or reference shall be taken care of by the EPCM. The management of this cell shall be sole responsibility of the EPCM. On completion of entire documentation requirement, EPCM shall migrate all these documents to the documentation room location as given by HPCL. EPCM shall arrange the documents in this room in a logical sequence or as decided at that time between owner and EPCM. EPCM shall run and maintain this document room till entire process of distribution to respective departments is complete. EPCM will arrange to distribute the document sets to respective departments as instructed by HPCL under due acknowledgement. Promptly resolving all document related querries and issues shall always remain in the purview of the EPCM even after completion of the project.

Format of documentation to be finalised by EPCM right at the beginning of the project in consultation with OWNER and the same to be implemented properly.

8.1.1 CAD SYSTEM

Entire plant shall be designed on a computer based reputed 'Plant Design Systems' on Windows NT platform to furnish the following, but not limited to:

� Plot Plan

� Drawings like P&IDs, utility diagrams

� Orthogonal drawings

� General Arrangement drawings (GADs)

� Isometrics

� Create 3D plant design models (PDS/PDMS) of the plant and ensure design is feasible through walkthrough, interference checking, etc. This provides an integrated database for all plant information and can generate isometrics etc.

36

� Plot plans, equipment layouts, control loop diagrams, electrical wiring, mechanical etc.

� Generate and link bills of material to the drawings. Provide basis for plot layout, piping material take-off and operations

� Link CAD systems to piping and other design systems

8.1.2 PERT Network and other project planning & monitoring documents shall be done on Primavera Project Planner.

8.1.3 All text data shall be on MS Word in Windows XP. 8.1.4 All spread sheet work shall be on MS Excel in Windows XP. 8.1.5 All other documents like presentations etc. and other data shall be in MS Office in

Windows XP. 8.1.6 All drawings shall be furnished in PDMS or PDS format. Either PDS Package or PDMS

Package will be used for this Project as recommended by OWNER before start of activities pertaining to preparation of drawings using specialized computer software.

8.1.7 All the above drawings and documents shall be delivered in required copies on CD's along with hard copies.

8.1.8 EPCM shall ensure maximum utilization of E-mail to save time. 8.1.9 All documents shall be furnished on separate compact discs and the contents e in MS

office compatible packages.

8.2 Electronic Document Management System (EDMS):

Owner is looking for well documented systems to be handed over by EPCM after completion of project activity which is user friendly, easily accessible and takes care of complete requirement of Maintenance and operation requirements. Hence, following has been envisaged for EPCM to develop:

8.2.1 Visualize & conceptualize the total document system of project including Vendors / contract documentation. This activity has to be done at initial stage of project, so that same requirement can be envisaged for all vendors/contractors before placement of purchase order and contract.

8.2.2 Documents from the EPCMs / vendors /contractors must cover each aspect of Maintenance / Operation requirement in future including spare of various equipment.

8.2.3 EPCM has to get all the documents from Vendors/Contractors and his own self in required format and check physically each & every documents for completeness. All as-built drawings shall be stamped, signed and signatory’s seal affixed by both the contractor and the EPCM.

8.2.4 Maintaining safe custody of all statutory approvals till formal handover to OWNER after commissioning is in the scope of EPCM

8.2.5 Every document shall bear the first page certifying completeness of the document in totality, mentioning the total number of pages therein. Every index too shall be certified for being in order and meeting all documentation requirements.

8.2.6 OWNER’s EDMS will be used to 8.2.6.1 Provide the means to electronically store, retrieve, modify and distribute documents,

drawings, vendor prints, reports, project correspondence, memos and e-mail. 8.2.6.2 Provide a means to create technical documents through workgroup collaboration,

using effective version control. 8.2.6.3 Provide a speedy and accurate way to distribute documents across sites, project

personnel, sub-contractors, fabricators, and field personnel. 8.2.7 On successful completion of the project, project documentation on EDMS will be handed

over by EPCM to Owner. 8.2.8 Additionally, entire soft copy document set in proper order will be handed over on a high

quality single portable storage media like portable hard disk or equivalent.

37

8.2.9 The directory structure of EDMS should be such as to promote project execution while allowing ease of operation in steady state (during operation & maintenance of plant). It must have an intuitive indexing and document numbering system.

8.3 Security and Safety

At its own offices the EPCM shall be responsible for:

8.3.1 Providing adequate security procedures to maintain the confidentiality of the project documents and to prevent access to unauthorized personnel.

8.3.2 Providing protection against viruses

8.3.3 Providing adequate back-up and archiving procedures requiring storage at external locations

8.3.4 Providing protection from fire, storms, and other natural hazards.

8.3.5 The EPCM shall also advise all other parties about such procedures at their sites and offices.

8.4 Design Documents and Drawings

8.4.1 All the design documents / drawings developed by EPCM shall be submitted to OWNER in three sets prior to release for construction / procurement.

8.4.2 Two sets of all the vendor drawings, design documents and design calculations with subsequent revisions shall be routed to OWNER for their records.

8.4.3 All the commented drawings and design documents for all the bought out items shall also be forwarded to OWNER in two sets.

8.5 Tenders

8.5.1 One set of the all the tender documents to be submitted to OWNER prior to floating inquires.

8.5.2 Techno-commercial review and recommendation should accompany the complete tender document alongwith all the original bid documents (stamped by the vendor) and subsequent correspondence with the vendors.

8.6 As Built Documents

8.6.1 One complete set of "AS BUILT tracings of P & ID's for all the facilities.

8.6.2 One complete set of "AS BUILT" tracings pertaining to civil, mechanical, electrical and instrumentation jobs.

8.6.3 Six set of equipment folders containing "AS BUILT" tracings, design drawings, specifications, detailed fabrication drawings, stage wise inspection reports, Third party inspection release notes, Guarantee / Warrantee Certificates complete in all respect.

8.6.4 Soft copies of all the "AS BUILT" drawings in two different sets of CD's.

8.6.5 Six set of operating and maintenance manuals for all the bought out items.

8.6.6 Consultant to review the operating manuals to be submitted by process licensors.

8.6.7 Consultant to prepare and submit six sets of operating and maintenance manuals for all units, utilities, off-sites sub-systems not covered under licensor’s manuals.

8.7 Following documents shall be submitted in hard binder in three sets (one original):

� Welding Procedure Qualification Reports

38

� Welder Qualification Report

� Radiographic Procedure Qualification

� Radiographic Reports along with radiographs (radiographs only with original)

� Heat treatment charts

� Material test certificates

� Hydrostatic and other test results and reports

� Pre-commissioning and commissioning check list

� All other requirement as specified in the respective specifications

8.8 Documentation guidelines for vendor’s final document folders:

Documentation process should be in adherence to agreements reached between HPCL and EPCM. General expectations would be on the following lines:

8.8.1 FILE SPECIFICATIONS

1. Each equipment tag no. should have separate document file set. (Not applicable for items like gauges, control valves, PRVs etc.)

2. Documents are to be submitted in good quality plastic Box File, Screw Type with provision of FULL LENGTH paper entry (inserts) on side & front of file. File faces (front & back) should be of approx 260mm x 315mm. Thickness of file should be appropriate to the number of pages, in any case, not exceeding 3 inches. Files should be preferably of dark navy blue color. HPCL may ask for the same in bound volumes in case those are found more suitable.

3. Vendor to ensure that number of pages do not exceed file capacity. Documents can be submitted in more than one volume in case not easily fitting in single file. However vendor to segregate content in a manner such that number of pages in each volume is approximately uniform and every file is of the SAME THICKNESS.

4. Item description, vendor's name, and equipment tag no. (Not applicable for items like gauges, control valves, PRVs etc.), P.O. no., PR no. etc. as specified in PR needs to be mentioned on the paper inserts on cover & on side of file.

5. Vendor to ensure that all pages are of uniform size (A4). 6. All drawings need to be in their respective full size, however, all drawings larger than A4

size need to be folded to A4 size, put in separate good quality plastic folders and then bound / punched in the set. Every drawing has to be easily accessible without having to remove the plastic folder from the file.

7. No. of copies have to be as specified in the VDR (Vendor data requirement). In case there is no VDR, OR in case VDR/PR is not clearly specifying any details of documents required, vendor shall contact EPCM.

8.8.2 MAKING OF THE MASTER COPY PAGE NUMBERS TO BE STAMPED ONLY AFTER MASTERCOPY OKAYED BY EPCM

1. The sets should contain one set (Master copy) containing ALL original documents,

drawings etc. signed and stamped in ORIGINAL. 2. Vendor to ensure that each set is complete in all respects.

39

3. Vendor to ensure that document index provided is either exactly as per the VDR index or is incorporating all items in the VDR index, and providing clear reference mentioning page no. / drawing no. co-relating every item mentioned in the VDR index.

4. In case documents are submitted in more than one volume, volume-wise index will also be a part of every volume.

5. Documents and attachments in the file should be easily identifiable with names as given in the VDR index.

6. Documents and attachments are to be filed in the same sequence as per the index. 7. Every major heading and sub heading will be made easily accessible by using good

quality separators. 8. All details have to be completely legible in all the documents / drawings provided. 9. Vendor to ensure that all pages are of uniform size (A4). 10. All drawings need to be in their respective full size, however, all drawings larger than A4

size need to be folded to A4 size, put in separate good quality plastic folders and then bound / punched in the set. Every drawing has to be easily accessible without having to remove the plastic folder from the file.

11. If documents contain a list of drawings, care to be taken that drawing nos. and revision nos. exactly match with the details on the drawings.

12. Special attention is to be given to ensure following documents form a part of the sets: a. Index as detailed above. b. Certificate from EPCM approved Inspection Authority certifying final documents

completeness bearing original signature and stamp of signatory. The certificate shall clearly mention that the final documents are as per the VDR requirements and are complete in all respects and are in order.

c. Inspection release note from EPCM approved Inspection Authority. d. All required test certificates, material certificates etc. meeting at least all

requirements as per VDR/PR. e. All drawings stamped AND certified “AS BUILT” by EPCM approved inspection

authority and the vendor. f. All catalogs, manuals and all other pre-printed matter have to be submitted in

ORIGINAL only. g. Legible photocopy of the HPCL’s purchase order h. Legible photocopy of the EPCM’s purchase requisition.

13. After getting the Master copy approved by EPCM, each page has to be numbered in clear legible number stamping.

14. After page numbering is done, all page numbers to be incorporated in the index. 15. The entire document is then to be scanned as per instructions below and the soft copy

is to be sent to EPCM for review. 16. EPCM will ask vendor to make changes as required and once fully satisfied, will forward

the final version of corrected soft copy to HPCL for their review. 17. Hard copy submissions will happen only after HPCL approves the soft copy. 18. The MASTER copy which contains all original documents shall bear a different colour

folder / covering from the other copies. The colour scheme and other details will be uniform for all documents related to this project and is to be finalized in discussion with HPCL.

19. On submission of hard copy EPCM shall thoroughly check every page of each set submitted by the vendor and certify that all the sets are an exact replica of the HPCL approved soft copy.

20. HPCL approval of soft copy shall basically touch upon only the general layout and broad documentation cosmetic aspects. The EPCM shall always remain responsible for all aspects of documentation including the correctness and completeness of the entire document. Rectifying any fault / lacuna in the document observed at any point of time at no additional cost to HPCL, shall always remain the responsibility of the EPCM.

40

8.8.3 FOR MAKING SOFT COPY CDs

1. Each equipment tag no. should have a separate CD corresponding to its respective document file set. (Not applicable for items like gauges, control valves, PRVs etc.)

2. CDs have to be EXACT COLOUR scan replica of the MASTER hard copy. 3. Scan will be only in pdf format and shall also include all the drawings in pdf format. 4. The entire document shall be scanned into ONLY ONE SINGLE PDF FILE. 5. Vendor shall submit additionally the drawings in autocad too as separate files in the

same CD. 6. Vendor has to ensure that each and every detail in the scan is clearly legible for each

and every page. 7. The CD will bear identification on a sticker pasted onto the CD. The identification will

contain the equipment tag no., vendor’s name, PO number and all other details as mentioned in PR. All matter on the CD sticker will be PRINTED and not hand-written.

8.8.4 MAKING OF THE BALANCE HARD COPIES

1. After complying with all above mentioned instructions, exact replicas of the above referred MASTER HARD COPY to be made, including the separators etc.

2. All catalogs, manuals and all other pre-printed matter has to be submitted in ORIGINAL only even in the balance hard copies.

NOTE: Version of software (e.g AutoCad 2000, MS Word, MS Excel etc.), Operating Systems (e.g Windows XP / NT etc.) and other tools to be okayed by HPCL prior to starting the job.

(9) SAFETY, HEALTH AND ENVIRONMENT MANAGEMENT

It is OWNER policy to ensure that potential health and safety factors and environmental effects are assessed for all products, projects and activities and acquisitions. For projects, this is implemented by staged audits of health, safety and environmental aspects from concept stage to post commissioning in order to determine any shortcomings or non-compliance.

The specific requirements for the Project include the following, but not limited to:

Project Safety Review: A formal project safety review is to be carried out by OWNER for the whole Project. The OWNER review team will require data, input from key personnel from the contractor and access to all locations being used by all contractors, subcontractors and suppliers. EPCM shall make all necessary arrangements for such reviews as required by OWNER and shall ensure that contractor makes available such data, personnel and locations as are required. EPCM shall ensure that all recommendations and findings from safety reviews are implemented by contractor in a timely manner.

HAZOP Reviews:Contractor is required to complete a HAZOP review for all the facilities within its respective contract. The requirements for these reviews are given in OISD standards. EPCM shall provide a team, subject to OWNER approval, for these reviews and shall ensure that all recommendations and findings are implemented by contractors in a timely manner.

Health, Site Safety and Security: EPCM shall be responsible, on behalf of OWNER for ensuring a high standard of occupational health and site safety management and for

41

ensuring the requirements for health, safety and security to be maintained by all contractors, subcontractors and other personnel working at the site. EPCM shall compile the safety requirement on contractors.

The purpose of these safety requirements shall be to prevent any accidents, incidents or events that could result in injury or fatality to personnel from contractors, EPCM, OWNER or third parties and/or damage or destruction to contractor’s or Owner’s property, equipment and materials. The requirements shall be intended to supplement any government authority of India, state, municipal, local or other regulations applicable at the Site which EPCM shall be obliged to enforce on behalf of OWNER.

EPCM shall monitor report and ensure that the above requirements are fully adhered to.

9.1 Site Safety Organisation:

EPCM is to appoint a Safety Officer with appropriate staff support whose responsibility is to monitor all safety activities on the jobsite and report his findings to EPCM. The safety officers shall make periodic safety inspections of the jobsite on a schedule that will provide ongoing coverage. The inspections should be made jointly with the representative of the contractor responsible for ongoing work in the areas to be inspected. Any infractions or poor safety practices uncovered by these inspections shall be promptly corrected. Safety requirements shall be enforced on the entire supervisory organisation of the contractors and subcontractors. Each location shall require enforcement of approved safety rules and procedures by contractors and subcontractors.

9.2 Site Safety Planning:

Prior to start of Site work, EPCM shall plan job safety requirements in conjunction with contractor giving due consideration to:

� OWNER / EPCM’s safety requirements; � Location of jobsite (s); � Type, background and quality of labour resources, and anticipated

training program; � Nature of the construction work, types of hazards anticipated and hazard

prevention methods; � Inspection, testing and commissioning activities overlapping with

construction, including training and implementation of permit to work systems;

� Construction equipment and materials to be used; � Minimising the number of subcontractors or crafts working in any one

area at the same time; � Personal protective clothing and equipment requirements must be

established, and orders placed for timely delivery to jobsite of such equipment. EPCM will ensure that contractor execute obligations in this area.

� A site safety publicity program must be planned and executed. � The certification & inspection of Lifting tools & Tackles, Equipment /

appliances, PPE, Erection plan etc

9.3 Site Safety Manual:

Prior to start of work at job site, EPCM shall publish and distribute a safety manual approved by OWNER to cover safety activities. The manual shall be published in both English and Hindi, and in other languages if workers do not know these languages.

42

The design of the manual shall permit easy communication of its contents to all personnel, recognising language and literacy conditions at the jobsite.

All OWNER, EPCM and contractor supervisory personnel are to be issued a copy of the manual. Further distribution of the manual, or specific sections, shall be determined dependent upon the needs of the adopted construction strategy and organisation.

The contents of the manual shall include, as a minimum the following:

� Owner’s & EPCM’s safety organisation, philosophy and responsibilities; � Owner’s & EPCM’s safety requirements; � The general safety rules applicable to the jobsite; � Near miss accident report; � Once a month safety audit; � The requirements, availability and provision of personal protective

clothing and equipment for specific activities that will occur at jobsite; � Traffic regulations at the work Sites; � Requirements and standards for use of scaffolding/ladders; � Requirements for grounding electrical construction equipment and tools; � Type, availability and responsibility for use of fire fighting equipment; � Work permit procedures; � Procedures to be followed when an accident, injury or fire occurs; � Simple procedures to be followed by entire contractor’s organisation

should a major accident occur; � Control of access to site; � EPCM will issue updated and revise booklets prior to commencing

commissioning activities as new hazards arise and new working procedures are required.

9.4 Safety Activities:

EPCM shall ensure contractors carry out their activities in accordance with the safety plan throughout the course of the construction of the project to inculcate and maintain safety awareness among their employees.

Each employee, prior to beginning work, shall be given a safety orientation course and trade specific training at regular intervals by EPCM. EPCM shall be responsible for arranging and providing such and ensuring consistency of knowledge and understanding across all contracts and work groups. All personnel must be fully knowledgeable of the potential hazards involved in the work they supervise and the safe practices to be followed in their work.

9.5 Accident Investigation and Reporting:

Any accident or incident resulting in a lost time injury, death, or damage to property or equipment is to be investigated by EPCM. Every incident shall be documented promptly after the incident including the results of investigation and recommendations for preventive action. EPCM shall also ensure that all necessary publicity is given, within the site, to ensure further incidents do not occur. This investigation and report shall not preclude any similar investigations and reports required by governmental regulation, but may be handled concurrently with them.

EPCM shall maintain safety performance and accident statistics records for the whole site in conformance to an agreed international standard or system to be approved by OWNER. Updated safety performance and accident statistics shall be included in every EPCM’s monthly report and in contractor monthly reports.

9.6 Health Program:

43

The Safety Officer appointed by EPCM will also be to monitor all occupational health activities on the worksite and his findings to the EPCM and will be responsible for:

� preparation and submission to OWNER of a health program; � promotion of health education at the worksite and analysis; � investigation and reporting of hazards and incidents on the Site. � Sanitation; � layout of temporary and permanent installations; � provision of adequate medical personnel, facilities, equipment and supplies;

� Implementation of measures for dealing with injuries /illness .

NONE OF THE DETAILS GIVEN IN THIS DOCUMENT SHALL LIMIT THE SCOPE OF THE EPCM TO ONLY THE EXPLICIT / IMPLICIT SCOPE MENTIONED HEREIN. EPCM SHALL DELIVER ALL SERVICES AS MAY BE REQUIRED FOR THE SUCCESSFUL IMPLEMENTATION OF THE ENTIRE PROJECT AT NO EXTRA COST TO HPCL.

IN CASE OF ANY DISCREPANT / AMBIGUOUS / MUTUALLY CONTRADICTORY TERMS IN THIS DOCUMENT, HPCL’S INTERPRETATION AND DECISION SHALL REMAIN BINDING ON THE EPCM / VENDORS / CONTRACTORS.

44

SECTION - C

OBLIGATION OF THE OWNER

Obligations, as described hereinafter, shall be discharged by OWNER within mutually agreed time schedule and free of cost to the EPCM.

1) GENERAL

i) Statutory Approvals

OWNER shall be responsible to obtain all statutory approvals. EPCM will provide technical

documentation and support, as necessary.

iiii)) LLooccaattiioonn PPllaann

OWNER shall hand over a copy of the proposed location plan required for the

Project

� OWNER shall identify the construction sites

� Geo-technical investigation shall be arranged by OWNER. As per The

technical specification to be provided by the EPCM

iii) Contract with Licensor

OWNER shall directly enter into contract with the licensor for providing process

package and services during pre-commissioning/commissioning. OWNER shall

make payment for the same directly to Licensor.

iv) Contract with Suppliers of Catalyst / Chemicals / Lube Oils etc

OWNER shall directly enter into contract with the supplier for catalyst, chemicals,

Lube oils and any services during pre-commissioning/commissioning. OWNER

shall make payment for the same directly to the Suppliers. For Licensed units,

the requirements shall be arranged from Licensors by OWNER.

v) Contract with Vendors and Contractors

OWNER shall directly enter into contract with vendors and contractors for the

supply of equipment/material and construction works. OWNER shall make

payment for the same directly to Vendors/Contractors.

OWNER shall directly enter into AMC contract with vendors for the desired

number of years. EPCM shall arrange for vendor quotations and their technical

evaluation during procurement stage itself, at no extra cost.

vi) Contractors’ Bills and Claims

For the settlement of extra claims raised by contractors & arbitration cases,

EPCM shall provide necessary technical assistance to OWNER in these matters

upto a period of 6 months from the Commissioning of the project OR upto

closure of all final payments related to the Project, whichever is later. Also

45

processing of contractors’ bills for clearance & making payments to contractors

shall be carried out by OWNER directly. EPCM shall certify site work for billing

purpose.

vii) Marine Cum Erection (MCE) Policy

OWNER shall take comprehensive MCE policy directly covering transit risks, storages, erection upto pre-commissioning/commissioning of the plant. All other insurance policies such as Hot Catalyst insurance and warrantee, maintenance insurance, comprehensive third party insurance etc. will also be taken by OWNER directly as per their internal policy. In this regard consultant will provide all back up details & assistance.

viii) Insurance claims

Raising and settlement of insurance claims shall be handled by OWNER and

technical assistance will be provided by EPCM, till a period of 6 months after

commissioning of project. Beyond this period, services can be offered on

mutually agreed per-diem rate basis.

ix) Approval of deliverables

After approval of Deliverables submitted to OWNER like Plot Plan/Equipment

Layout and P&I diagram, no changes shall be normally made by OWNER.

However, the changes absolutely essential shall be carried out as a change

order, which shall be mutually discussed and agreed to.

x) Principal Employer

OWNER shall discharge all responsibilities of principal employer in connection

with the performance of work at site and will deal with all local authorities in this

regard.

xi) IR and Labour Laws

Industrial relation functions and implementation of labour laws at site will be the

responsibility of OWNER as principal employer. However EPCM to make sure

that Tender requirements and NIT shall ensure compliance of IR and labour

Laws by site Contractors.

xii) Shut Down, Hook ups, Permits and Manpower

� OWNER shall ensure timely shutdown for isolation for Hook ups as per

schedule requirement

� OWNER shall provide hot/cold work permits at site as necessary. Round

the clock working may have to be resorted during construction phase.

xiii) Pre commissioning, Commissioning and PGTR

46

� OWNER shall mobilise sufficient manpower, operating personnel, panel

operators, and maintenance crews on 24 x 7 hours basis for conducting

Pre-commissioning and Commissioning activities.

� OWNER shall perform the PGTR test in presence of Licensors. EPCM

shall provide technical assistance.

xiv) Press Advertisement

OWNER shall directly insert Press Advertisement for any NIT. EPCM shall

furnish the draft NIT.

xv) CVO/CVC and other Audits and Ministry reporting

All information to OWNER’S CVO, Audits etc. and response to queries from CVC

shall be handled by OWNER directly. Necessary technical assistance shall be

provided by EPCM till a period of 6 months after commissioning of project.

Beyond this period, services can be offered on mutually agreed per-diem rate

basis.

xvi) Availability of Site facility

OWNER shall provide details of availability of construction water, construction

power, space for fabrication yard, barricading, if required. The chargeable rates

for the above shall be provided by OWNER.

xvii) Taking over the charge

OWNER shall progressively and promptly take over facilities within 30 days from

the date of Mechanical Completion of Units/facilities. OWNER shall provide

necessary operating & maintenance personnel for trial runs, pre-commissioning

and commissioning and EPCM shall give written communication 30 days in

advance for the input materials required for trial runs/ commissioning.

EPCM shall ensure that their personnel will be available at the time of

commissioning at site.

xviii) Dismantling and Resettlement of Existing Facilities

OWNER shall arrange for dismantling and resettlement of Existing facilities as

required and hand over various areas for construction free of all encumbrances

as per proposed schedule. EPCM shall provide services towards the same.

xix) All spares other than mandatory spares and spares required beyond the

recommended 2 (two) years period after commissioning, shall be directly

procured from vendors by OWNER

2) SITE FACILITIES FOR EPCM

Cost of following site facilities shall be borne by the OWNER or the same shall be

provided by OWNER to EPCM at free of cost:

47

� Warehouse facility with water and power. Warehouse management shall be by

EPCM

� Security passes/entry permits

Fully furnished office space with Water, Power, A/C, and all office facilities

required for smooth execution of work and based on job requirement, Heavy

duty Laser Printers (colour/black & white) and scanners.

� Canteen facilities can be provided at site on chargeable basis.

� Operating and Running expenses for the above facility provided by OWNER

Quantities/Numbers and time period for which the above facilities are required

shall be based on quantum of work as per schedule and manpower/workload

requirement at site. The same shall be mutually agreed upon with OWNER after

award of work.

3) STATUTORY APPROVALS BY OWNER

The following statutory approvals are required to be obtained by OWNER for a typical

Refinery Project:

Sr.

No. Description Authority

1 Consent to Establish State Pollution Control Board

2 Environment Clearance MOEF

3 Location Clearance Dept. of Industries, GOI

4 SIA Approval Ministry of Industries, GOI

5 Plot Plan/Layout CCOE, Nagpur

6 NOC from Air Pollution Deptt. Local Municipal Corporation

7 Plans Approval & Stability of Structures Directorate of Industrial Safety &

Health (Factory Inspectorate)

8 Approval for Control room, Switch

House, Substation etc. Local Municipal Corporation

9 Steam Generators & IBR piping Chief Inspector of Boilers, M.S

10 Civil Aviation Clearance (DGCA) for

Stacks Airport Authority of India

11 Smoke Nuisance for Stacks State Pollution Control Board

12 Sanction for Additional Water for the

project (if required) Local Municipal Corporation/State

Authorities

13 Consent to Operate State Pollution Control Board

14 Captive Power Plant, Electrical

installations and key SLD etc. Chief Electrical Inspector, A.P. &

CEA, Delhi

15 Fire Protection System TAC accredited agency to be

nominated by client’s Insured

company.

16. Registration for Imported Consignments Customs Authority

17 Registration for availing Concessional

rates under various conferences Ministry of Surface Transport

48

SECTION – D

SCHEDULE

11..00 TTIIMMEE SSCCHHEEDDUULLEE

AA)) TTiimmee SScchheedduullee Based on the project execution philosophy mentioned in Section A, Owner

intends to complete the project within 15 months from date of LOI. EPCM needs

to do the following:

a) EPCM to assess the complete period considering the best possible delivery

of LLI and critical items.

b) EPCM has to prepare the completion schedule and submit along with the

bid.

c) Based on the bid assessed mechanical completion of the project, EPCM has

to decide the duration of the services for successful completion and handing

over of the project to the Owner.

BB)) SScchheedduullee ffoorr SSeerrvviicceess PPoosstt MMeecchhaanniiccaall CCoommpplleettiioonn

EPCM shall continue to provide its technical assistance services to OWNER as

may be required for activities such as:

� Extra claims of the Contractors

� Disputes arising during the execution of the various contracts

� Reply to queries from various auditing agencies Government Audit and statutory

bodies, etc w.r.t. EPCM deliverables.

� Clarification in all litigations pertaining to the Project.

� Insurance claims of OWNER

22..00 EEFFFFEECCTTIIVVEE SSTTAARRTT DDAATTEE

““EEffffeeccttiivvee SSttaarrtt DDaattee”” sshhaallll bbee ccoonnssiiddeerreedd aass tthhee ddaattee ooff Letter of Intent(LOI).

3.0 In the event of occurrence of any of the following cases:

i. Delay in finalisation of major equipment suppliers / Contractor or

Non-availability of major equipment suppliers / & Other Contractor

ii. Extension in project schedule attributable to (selected) or other

Contractor or any inordinate delay in delivery of major equipment by

suppliers / contractors.

iii. Receipt of unworkable / extra-ordinary high quotes from major equipment

suppliers / contract

iv. Delay in receiving of BDEP package from licensors

v. Change / Variation in scope is more than 15% of lumpsum fee

vi. Extension in total project schedule

EPCM and OWNER shall mutually discuss and agree upon the future course of action including

revision of project schedule

49

SECTION – E

TERMS OF PAYMENTS

• 90% payment of Lumpsum fees will be made progressively against completion of agreed major milestone/sub milestone and 10% will be retained towards defect liability till last 12 months after commissioning of projects.

L.S fees will be inclusive of all travels and other incidental charges within India. Foreign tour and other charges to be undertaken with prior owner approval shall be paid extra as per owner foreign tour policy.

50

SECTION – F

INSTRUCTIONS TO BIDDERS

AND OTHER GENERAL CONDITIONS

1 Definitions:

For the purpose of this ITB, the following words and expressions shall have the meanings assigned to them, except where the context otherwise requires:

1.1 “Owner” or “Company” means Hindustan Petroleum Corporation Limited

(HPCL), a company having registered office at 17, Jamshedji Tata Road, Mumbai – 400020.

1.2 "Contract" shall mean the contract formed by acceptance of the Bid

1.3 "Project(s)" shall mean FGD unit at Mumbai Refinery

1.4 "Bid" shall mean Bidder’s offer to perform the Scope of Work described

in this ITB.

1.5 "Bidder" or "Consultant" shall mean the company or organisation who will bid for EPCM.

1.6 "Work" shall mean all necessary work and services to be performed by

Consultant as described in this ITB.

1.7 "Site" shall mean the site of the work at Mumbai Refinery .

1.8 “Working Day” means all days except Sunday and National holidays in India.

2 The scope of work of Consultant shall be as described elsewhere, all as more fully

provided and described in the detailed Scope of Work set forth in this ITB as well as provision of all services and works, which although not specifically mentioned in the ITB, but may be required for compliance with the applicable laws and/or for safe, reliable, trouble-free, smooth and efficient operation of the refinery, subject only to the exclusions specifically mentioned in the ITB.

3 The selection of bidder for the EPCM Work is/are intended to be decided through a

three part bid evaluation viz. Part I, Part II - Technical & Unpriced Commercial bid and Part III- Priced bid.

On the date of the Bid submission, Part – I of the bid will be opened by the Owner and basis the bidders compliance to part I, part II of the bid will be opened subsequently in e-Tender http://eproc.hpcl.co.in at the specified date and time. Bidders may view the same from their office.

51

Part III i.e Price Bids shall be opened by the Owner basis the technical acceptability of Part II unpriced bid. Such Price bids shall be evaluated as per the specified criteria.

The successful Bidder shall be notified of the award of the contract for the Work by issuing Letter of Intent (LOI). LOI shall be followed by finalisation and execution of the contract agreements between Consultant and Owner.

4 In their own interest, the Bidders are advised to familiarise themselves with the

relevant legislations, rules, guidelines, and the general legal framework of India as of the States with their latest Amendments, as applicable. The Owner shall not be responsible for entertaining any claim for financial or any other adjustment to the contract(s) on account of lack of clarity of such factors.

5 It will be imperative on each Bidder to acquaint himself of all local conditions and

factors, including but not limited to physical condition/location of the land comprising the Site (including all services, pipelines, cables and the like), the means of communication with and access to and through the Site and the climate and other environmental conditions, which may have any effect on the execution of work covered under the Bid Documents. Accordingly, the Bidder may, at his own cost, visit, inspect and examine the site(s) of works and its surroundings and obtain for himself, on his own responsibility, all information that may be necessary for preparing his Bid.

6 It is made clear that the Owner does not represent or warrant anything whatsoever

in relation to the site, its surroundings, including the qualitative nature thereof. It shall be the sole risk and responsibility of the Bidder to carry out such survey and rely upon its own findings. The Owner shall not entertain any claims in this regard and shall not be held responsible for any loss or damage to the Bidder on account thereof.

7 The Bidder and any of his personnel or authorized representatives will be granted

permission by the Owner upon reasonable notice, to enter into the Owner’s premises and lands for the purpose of above mentioned visits, examination or such inspection. The Bidder, his personnel and authorized representatives shall have no right to stay in the premises beyond such time as may be allowed by the Owner. In the event of the Bidder, his personnel or authorized representatives suffering any loss or damage or personal injury (whether fatal or otherwise) at the site of the Owner, the Owner shall not be held responsible for the same and the Bidder, his personnel and/or authorized representatives will release and indemnify the Owner and his personnel from and against all liability in respect thereof.

8 The Bidder, his personnel or authorized representatives shall be responsible and

liable for personal injury (whether fatal or otherwise), loss of or damage to property and any other loss, damage, cost and expenses incurred (including any third party liability) to the Owner, his agents, personnel or authorised representatives as a result of any act or omission of the Bidder, his personnel or authorized representatives arising out of such entry into the site, or any activity carried out there at.

52

8.1 The selected Consultant will be required to enter into the Contract to perform the

Work with OWNER within 20 working days after issue of Letter of Intent (LOI) to the selected Consultant by OWNER pursuant to the bid evaluation process.

9 Review of Bid Documents 9.1 Bidder is responsible for identifying and checking against the contents list and the

drawing and specification index, that it has received all the ITB documents. Any omissions from this ITB should immediately be made known to the person as mentioned in the ITB.

9.2 Should Bidder find discrepancies, or if the intent or meaning of any of the ITB

documents appears unclear or ambiguous, Bidder should refer the matter to the person named in the Instructions to Bidders for clarification.

10 Bid Clarifications and Addenda All questions and requests for interpretations or clarifications related to the ITB documents shall be addressed in writing to: Sathyas@hpcl.co.in, Sjangarajan@hpcl.co.in

11 Pre-Bid meeting will be held with the bidders before the due date of submission of

the bids to clarify any query from the bidder on ITB Document and related issues. Pre-Bid meeting is scheduled on at 1000 hrs at HPCL Mumbai Refinery, Mahul, Mumbai – 74.

12 Questions received less than 7 (seven) working days prior to the Bid closing date

will not be answered. 13 A written reply will be made to all questions or requests for interpretation or

clarification made by Bidders. Any such inquiries and all replies thereto will be circulated to all Bidders (without identifying the source of inquiry).

14 The Owner may, for any reason whatsoever, whether at its own initiative or in

response to a clarification requested by prospective Bidders, modify the Bidding document by issuing an Addenda to the ITB. The Addenda shall be part of the Bidding Documents, and accordingly bidder will be required to frequently visit eproc site http://eproc.hpcl.co.in/Product/publicDash and check the tender for corrigendums. The Bidders will be required to download and submit the addendums/corrigndums in e-proc site. Regardless of this it is deemed that the bidder has gone through the addenda/corrigenda before submitting bid

15 Bidder is required to take into account in its Bid of all addenda received during the

Bid period and to confirm in its Bid that all addenda floated in e-proc http://eproc.hpcl.co.in/Product/publicDash have been addressed to while preparing the bid.

53

16 Except for any written reply to a question or request for interpretation or clarification, or other written statement which is expressly stated to be an addendum to the ITB documents, from the authorised person, no written or oral communication, representation or explanation by Owner, its employees or agents, whether made before or after the issuance of this ITB, shall be binding on Owner or shall be taken to bind or fetter Owner under the Contract.

17 Conditions of Bid 17.1 The Bid and all supporting documentation shall be in English language only. 17.2 Incomplete Bids may not be considered and late Bids received after due date

and time shall be summarily rejected. 17.3 Telephone/telefax or E-Mail bids will not be accepted. 17.4 Bidder is responsible for all of its expense, cost and risk incurred in the

preparation of the Bid, and in attending any Pre-Bid/Bid meeting and visiting the Site or any other location in connection therewith, prior to execution by both parties of the Contract. Owner shall, in no case, be responsible or liable for any such cost, whatsoever, regardless of the outcome of the bidding process or its abandonment by the Owner.

17.5 The ITB documents and addenda thereto, together with any other communications, are issued for the purpose of requesting Bids only. They remain the property of Owner. The Bidder shall not disclose any information contained in the ITB documents or otherwise supplied with this ITB to any third party, except for the purpose of preparing its Bid, and shall require any such third party to treat such information as confidential. In the event that such confidentially is breached, without prejudice to any other rights of Owner, Owner may reject the Bid. Copyright in the ITB documents and addenda thereto is reserved. Bidding Documents are non-transferable.

17.6 Bidder shall complete the Forms of Bid and the Attachments thereto as set forth. Further instructions are provided on each Attachment stating what is required. These requirements are a minimum and directional.

All pages of bids shall be numbered and signed with seal at lower right hand corner by the authorised signatory, scanned and uploaded while bidding in e-proc http://eproc.hpcl.co.in/Product/publicDash. Necessary Power of Attorney in favour of the authorised signatory of the authorised company shall be furnished.

17.7 Owner will treat the information submitted with the Bid as confidential, but shall be entitled to disclose such information to its shareholders and to third parties advising Owner and its shareholders in connection with the Bid and the Project. Owner will require such third parties to treat such information as confidential.

17.8 Owner reserves the right to discuss clarifications and exceptions with the Bidder or any part of the Bid before execution of the Contract. Owner may reject any Bid in whole or in part, or reject all Bids with or without notice or reasons, and if no Bid is accepted, abandon the Work or have the Work performed in such manner as the Owner may elect without assigning any reason. The owner will not be liable to the bidder, in such circumstances, either financially or otherwise.

17.9 The Bid shall constitute a firm offer on the part of the Bidder which shall remain binding upon the Bidder for the period stated in ITB or any extension there-of, and which may be accepted by Owner at any time prior to expiration of that period.

54

17.10 Announcement or Notice of Award (NOA) or Letter of Intent (LOI) by Owner of the successful Bidder shall in no way constitute an acceptance of such Bidder’s firm offer, nor shall Owner be considered to have accepted any Bid or otherwise be subject to any contractual relationship with any Bidder arising out of such Bid, unless and until execution of the Contract by both parties.

17.11 To assist in the examination, evaluation and comparison of bids, the Owner may, at its discretion, ask the Bidder for a clarification on its Bid. All responses to request for clarification shall be in writing, and no change in the Bid Price shall be permitted to the Bidder after submission of the Bids unless specifically sought by the Owner.

17.12 Owner shall be free to engage in discussions or negotiations with any or all Bidders concerning the terms of their respective Bids at all times prior to execution by both parties of the Contract.

17.13 Bidder shall study the bid documents in its entirety, satisfy himself regarding the scope of work, the conditions of contract including the terms of payment, etc. and familiarise himself with site conditions and nature of contract before bidding. Bidder shall confirm this aspect. Bidder shall not raise any claim at a later date on this account nor shall this be entertained.

17.14 All corrections and alterations in the Bid shall be signed in full by the authorised signatory with date and seal.

18 Submission of Bid:The bid shall be submitted in three parts Viz. Part I, Part II, Part III in http://eproc.hpcl.co.in as provided in clause “e” of annexure AI - ITB

18.1 Bids shall be submitted no later than the time and date stated in

http://eproc.hpcl.co.in

The Owner may, at its discretion, extend the deadline for the submission of bids by amending the Bidding documents, in which case all rights and obligations of the Owner and the Bidders previously subject to the deadline, will thereafter be subject to the deadline as extended.

18.2 Bidder shall not, under any circumstances, apply to or enter into negotiations or into any agreement with any governmental authority, agency or regional authority in connection with its Bid without Owner’s prior, written approval.

18.3 Bid Exceptions

Any deviations from or exceptions to the ITB data, specifications, terms, conditions and/or any other ITB documents must be listed clearly in an Attachment sheet to the Bid and dult uploaded in http://eproc.hpcl.co.in. Deviations or exceptions mentioned at any other place(s) shall be ignored by the owner.

Bidder’s standard Terms and Conditions shall not be considered. If Bidder submits its Terms and Conditions, the same shall not be taken cognizance of.

55

19 Evaluation of Bids 19.1 Evaluation of Technical & Unpriced commercial bids ( Part-I & II) The Owner will examine the unpriced / technical Bids to determine whether they are complete, whether the documents have been properly signed, and whether the Bids are generally in order. The deviations/exceptions, both technical as well as commercial, specified by the Bidders will then be examined by the Owner. In case any of the deviations/exceptions is found unacceptable by the Owner, the Owner may request, by a written notice to the Bidder, withdrawal of the said deviation/exception. In case the Bidder refuses to withdraw the deviation/exception, the Owner reserves the absolute right to reject the bid. 19.2 Evaluation Priced Commercial bids (Part-III) The evaluation and selection of the bidder for award of the contract shall be on Overall Lowest Evaluated Bid Price of Techno-Commercially acceptable bids. Purchase Preference or any other benefit for Indian Public Sector Enterprises or other sectors, shall be considered for evaluation purposes as per directives of Government of India from time to time.

20 No Bidder, their representative or agents shall contact the owner on any matter

relating to this bid from time to time of submission of bids, unless requested so in writing. Any effort by a Bidder to influence the Owner in the Owner’s decision in respect of Bid evaluation will result in the rejection of that Bidder’s offer.

21 OWNER'S OBLIGATIONS

In conjunction with the OBLIGATION OF THE OWNER listed under Section C, OWNER shall provide / arrange/ be responsible for the following activities / facilities / information / data / document free of cost at the time specified and at reasonable times where no time is specified:

21.1 Furnished adequate office accommodation & warehouse with all utilities (water.

power, phone/ fax with STD facilities, reproduction, computer facilities (adequate numbers of computers), fire fighting facilities, etc.) including upkeep, maintenance and Janitorial services.

21.2 Medical / first aid facilities to the extent available inside refinery premises

21.3 OWNER shall provide the GCC (General Condition of Contract) to be incorporated

in all the tenders. No changes will be made in GCC. Any modified clauses shall be put in SCC (Special Condition of Contract) in consultation with OWNER. Among similar clauses in SCC and GCC, clause in SCC will supersede clause in GCC.

56

21.4 All standard and specifications of OWNER to be incorporated in the engineering and installation document / work as well as OWNER's guidelines and practices to be followed shall be made available to Consultant as and when required.

21.5 OWNER will provide adequate insurance coverage, taking insurance policies,

raising & settlement on insurance claims for inland transportation, erection and commissioning risk for all the machinery, assets etc. In this regard consultant will provide all back up details & assistance.

21.6 OWNER will process of contractor’s bills and making payment to them after

certification of contractor’s bill’s by Consultant. If desired by Owner, consultant will depute his personnel to explain the details of certification of payment.

21.7 OWNER shall bear all expenses in connection with advertisement for the

purchases of ITB. Consultant shall remit to OWNER, the tender fee received against the sale of tender document.

Clarification

The Bidder may note that the successful Bidder and its affiliates shall not be permitted to bid for the subsequent Contracts for the Project. The Owner reserves the right to accept or reject a bid without assigning any reason thereof.

22 PAYMENT TERMS:

Payments shall be made based on mutually agreed major milestones, which shall be finalized subsequent to award of the job. No advance/mobilisation payment shall be made.

23 INFORMATION REQUIRED ALONGWITH OFFER:

Following information are required to be submitted along with the unpriced bid, without fail.

Bidders are requested to duly fill-in the following providing necessary information/documentary proof and submit along with bid; (please tick Yes/No as applicable):

� Consultant shall provide an Implementation schedule showing how they propose to complete & commission the project within the specified time period. The Schedule of Work shall be in the form of schedules covering all aspects of the Work in detail, from award of Contract through mechanical completion of the Project. Schedule in the form of PERT/CPM network with slacks for start/end of non-critical activities should also be provided.

Submitted

Yes/No

57

� PAN and Sales Tax registration certificate.

Submitted

� Details of design, engineering and office facilities available with the applicant. Submitted

� Applicant’s estimation of resources required in terms of manpower etc. Submitted

� Quality Assurance Plan Submitted

� Project organization / Management chart at home office / head office / branch offices with Bio-data indicating qualifications and experience of key personnel of all involved disciplines. Submitted

� Site Organization chart proposed to be committed for execution of work giving Bio-data of key personnel and Engineer-in-charge, details of progressive built-up chart envisaged for skilled personnel at site. Submitted

� Power of Attorney / Authorization with the seal of the company in favour person(s) signing the tender. Submitted

� Copies of Audited Annual Report, Balance Sheets and Profit & Loss Account Statements for last three financial years (i.e. 2004-2005, 2005-2006& 2006-2007), showing Annual Turnover and Financial Status of the Applicant, duly certified by a Chartered Accountant . Submitted

� Latest and valid Solvency Certificate from Bankers.

Submitted Certificate dated ________________ Name of Bank_______________________

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

58

� Certificate showing that applicant is not under liquidation, court receivership or similar proceeding Submitted

� Information regarding any current litigation in which the Applicant is involved.

Submitted

� Certificate showing Net worth of applicant for last three financial years (i.e. 2008-2009, 2009-2010& 2010-2011). Submitted

� A complete set of ITB document marked “ORIGINAL” is required to be signed and stamped on each page. Submitted

� Addenda (if any) to ITB is required to be signed and stamped on each page Submitted

� Acceptance/Deviation sheet in Consultants’ letter head Submitted

� Any other details relevant to the job Submitted

� Acceptance to HSE conditions (as applicable) Submitted

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

Yes/No

59

SECTION G

General Terms & Conditions Pertaining To Health, Safety & Environment applicable to all works carried in the Refinery by Consultants, Contractors or other Third Parties.

(ESSENTIAL REQUIREMENTS) 1) Compliance of Statutory Requirement

a) The Safety regulation of the Refinery, as mentioned in the Fire & Safety

regulations (latest revision).

b) All requirements under the Factories Act 1948 and the rules framed there under in

the Maharashtra Factory Rules 1963, including all amendments thereto.

c) All requirements of Employee Compensation Act & ESIS Act, including all

amendments thereto.

d) Applicable Environment regulation in force and also the Systems and Procedures

in the Refinery related to Environment.

2) Qualification and Experience of Manpower to be Deployed

a) Contractor shall deploy only experienced and qualified Supervisors and

Workman.

b) Contractor’s Skilled Workmen like Riggers, Scaffolds, Welders, Fitters, Crane

Operators, their specialized Equipment Operators like Welding machine, Power

Generators, etc. must have sufficient past experience and skill on the relevant

jobs. The Electricians to be deployed must have valid Wireman License.

c) All workmen must be capable of following instructions and training.

3) Health Assurance/Age

a) Contractors to ensure that all their Workmen are medically fit for the job they are

deployed, especially for the Workmen who are deployed in high risk jobs like

working in confined space, working at Height, working under Water, etc.

b) Age: No one below 18 Years or more than 60 Years will be employed in the

Refinery.

4) Normal Timings for Work

a) Duty timings for the Contractor Employees inside the Refinery shall be in Shifts of

8 Hours on all Working Days.

b) Any other Shift Timing shall as per prior advice of the concerned Supervisor in-

Charge/Area Manager of HPCL.

5) Training

Training in Fire & Safety is mandatory for all Contractors’ Supervisors & workers.

60

a) Training of Contractors’ Supervisor :

i) Supervisor in-Charge of the Contractor who has ultimate responsibility for

their work in the Refinery must undergo a One Day comprehensive Safety

Familiarisation Program.

ii) This Program will be conducted by HPCL Fire & Safety Department at the Fire

Station Training Hall and the schedule will be notified well in advance.

iii) On completion of the Program, a certificate of training will be issued to

successful Participant, which will be required for supervision of the Hot Work.

Passing Certificate issued to the Supervisor will remain valid for a Period of

One Year.

b) Workers' Training:

i) It is obligatory that Contractors’ Supervisor who is trained by Safety

Department conduct spot training for his Workers. All workers will undergo

safety induction training at Fire training hall. Training is conducted every

Tuesday & Friday.

ii) Additionally, Contract Workmen will have to undergo training on "Safety in

Refinery" on the spot.

6) Obligation to follow Work Permit System

a) Do not carry out any work without valid Work Permit issued by the authorised

person in the Refinery as per Work Permit System.

b) Comply with all the Fire/Safety/Excavation/Radiography Permit conditions

specified in the Permit and clearances given from time to time.

c) Display Permit at Worksite for random checking by the Refinery Officials.

7) REQUIREMENTS OF SUPERVISION

a) Contractor will not carry out any work without having Supervisor at site. If it is

required to work simultaneously in more than one location under the same

Contract, One Supervisor must be deployed at each of the locations. If a

Supervisor has to leave his Site for any reason, he must stop the Site activities for

that Period of Time.

b) For Hot Work Permit, the Supervisor must have a valid Training Certificate from

the Refinery Safety Department.

c) Contractor must provide at least one full-time Safety Supervisor when the

Contractor has engaged manpower in excess of 50 in Contract activities in the

Refinery. If the manpower is less than 50, on-site Safety co-ordination

responsibilities shall be assumed by any one of the Contractor's other

Supervisory Staff. In both the cases, Contractor must specify in writing the Name

of such person to the HPCL Engineer in-Charge and Ch Manager-Fire & Safety.

d) Contractors whose Safety Records are not satisfactory will be viewed seriously

and necessary action (viz. cancellation of Registration/Contracts) shall be taken

against him.

8) USE OF PERSONAL PROTECTIVE EQUIPMENT

a) All Supervisors and Workmen of the Contractor shall enter Refinery premises

wearing safety shoes & Helmet. Failing which entry will be denied. The Contractor

should provide basic PPEs to all Supervisors and Workmen.

b) Basic requirements for all jobs are -

i) Hard Hat (Safety Helmet)

ii) Safety Shoes/Gum Boots (for Civil work)

iii) Hand Gloves

61

c) Specific requirements as per Job

i) ISI approved Safety harness (working above Height of 2 M from the Ground

Level)

ii) Eye Protection Goggles

iii) Welders Helmet

iv) Face & Body protection

v) Shot Blaster’s hood (3M or equivalent) for abrasive blasting

d) The PPEs shall be of Standard quality and BIS approved.

i) Other respiratory equipment like ‘Breathing Apparatus Set’ will be issued by

HPCL.

9) Specific Job Requirements

a) Specific requirements for scaffolding: Scaffolding shall be double pole types.

Single Pole scaffolds are not allowed. The workers engaged in scaffolding work

must wear double lifeline safety harness. Safety nets must be deployed at 3 meter

elevation & subsequent net after every 6 meter. It shall be ensured that only

trained & experienced workers are engaged in scaffolding work. Scaffolding shall

be certified by contractor supervisor.

b) Welding machine shall be of healthy condition & a separate wire shall be provided

for return current.

c) All equipments, Tools & Tackles used shall be of appropriate type & size and

approved by the competent authority for its safe working limit.

d) Use of Hydra is prohibited inside the Refinery Premises

e) All portable electrical hand tools shall be provided with ELCB.

f) All gas cylinders to be stored in trolley with chain arrangement. All gas cylinders

shall be capped.

g) Local barricading is must for all hot works.

h) Excavation: All excavated pit & trenches shall be barricaded with rigid pipelines.

Pipeline used for barrication shall be painted in red & white colour. Hand tools

being used shall be with insulated handles.

i) Confined space working: When working in confined space following additional

precaution to be taken

i) 24 v Electrical hand lamps with cage shall be used.

ii) Adequate numbers of blowers, educators etc shall be used

iii) Two people shall always remain standby at the entrance of manhole.

iv) Communication facility for the person working inside and standby person

shall be provided.

j) Contractor shall not bring more than one vehicle in Refinery premises. Vehicle

shall be parked in Parking lot. Carrying passengers outside cabin is not allowed

k) Tool Box meeting : prior to starting any job, supervisor should carry out tool box

meeting with all workers involved, nature of job, hazards associated and

precautions to be taken shall be told to workmen and recorded on TBM

attendance sheet.

10) Fire Extinguisher & Fire Hose

a) Contractor shall provide Fire Hoses with Nozzle & Fire Extinguishers of his own. If

he is executing jobs in the Refinery, following Specifications should be adhered

to:

62

b) Fire Hose: Fire Hose should be of 63mm/38mm diameter and minimum 15 Metre

long, seamless Canvas/synthetic Fibre woven jacketed, rubberised fabric

reinforced Rubber lined Hose bearing IS: 636-1988 mark, Type-A. The Fire Hose

should have Gun Metal instantaneous type 2½" Male & 2½" Female Couplings

bearing IS: 903 marks. The Couplings should be riveted & doubly wounded with

heavy-duty Copper Wire to the Hose at both ends.

c) Nozzle: The Nozzle to be used with Fire Hose should be of ‘Branch Pipe,

Universal’ type as per IS: 2871-1983. It should be provided with 2½" Female

Instantaneous Couplings, as per IS: 903 (as nozzle with Male Coupling will

necessitate use of double Female Coupling).

d) Fire Extinguisher: The Fire Extinguisher should be of ‘10 Kg. capacity DCP

Extinguisher’ bearing IS marks. It should be upright operated and Cartridge type.

11) Hazard Communication

a) In the event of any Contractor Employee spot a Fire or any serious hazard in the

Refinery premises, he shall dial Telephone Extension 6666/ 6606, identify himself

and report location of the Fire when Fire Station Operator is on line. He shall wait

until the Fire Operator repeats the Fire message and location is confirmed.

b) Pill Box communication can also be used by the Contractor Workmen.

c) The Contractor must ensure that each one of his Employees clearly understand

this Fire Communication requirement, i.e. in case of Fire Siren is sounded they

should assemble at designated location near FR Yard Office, FR Admin building

parking lot, LR Contractor shed, LR admin building.

d) The Contractor while providing on-the-job training may ensure this.

12) Injury Notification & Investigation

a) Report to HPCL Supervisor on the job, any injury sustained by any of Employees

or any near miss or hazardous/dangerous incident at the Worksite within the

Refinery premises. Hiding any accident or near miss would be viewed as serious

misconduct.

b) Arrange to provide First Aid immediately to injured Employee.

c) Keep and maintain proper records of all such incidents in respect of his

personnel/Worksite.

d) Submit to Engineer-in-charge a First Information Report within 4 Hours of the

incident. Arrange to immediately investigate the incident and furnish within 24

Hours a written Investigation Report to HPCL Refinery Safety Department.

e) Disposition/Status of the injured person and his follow-up treatment details shall

be informed to engineer in-charge and F&S dept within 48 Hrs.

13) Requirement of Housekeeping

a) Contractor must ensure the highest standard of housekeeping in his areas of

work on a daily basis. All unsatisfactory housekeeping will earn negative rating,

which will attract penal action like cancellation of Registration/Contract.

14) Display Boards at Site

a) Contractor must provide and maintain at his Worksite an appropriate Display

Board, displaying information as per HPCL "Work Site Display Board"

specification.

15) Participation in Safety Activities

a) Contractor must attend all scheduled Safety Meetings as would be intimated to

him by HPCL Engineer in-Charge. Contractor also must ensure that all his

Employees participate in Safety promotional activities organized by the Refinery.

63

16) Police Verification

a) Contractor who engages Labourer for his jobs in the Refinery must submit Police

Verification of Antecedents of Labourers engaged by him.

Note: i) Every Person other than HPCL Employee or a Casual Visitor entering the

Refinery would be governed by the above conditions.

ii) The term ‘Supervisor’ would mean any Person who oversees the works of a

group of Workmen. All other Persons will be considered as ‘Workmen’.

iii) HPCL Fire & Safety Department Personnel will also check adherence to terms

of contract. Violation of any of the above conditions of Safety would attract

penal actions including termination of the Contract/Registration.

iv) Meticulous adherence to these requirements would be checked by HPCL

Engineer in-Charge during & on conclusion of the work and in a Dossier of the

Contractor, this performance would be given adequate weight age at the time

of renewal of Registration.

17) Guidelines for Determining Medical Fitness for Contractor Employees

a) Medical Examination shall be conducted by the Certifying surgeon having

qualifications included in the Schedule to Indian Medical Degree Act of 1916 or in

the Schedules to the Indian Medical Council Act 1956 and registered with the

Maharashtra Medical Council.

NORMS AND STANDARDS FOR MEDICAL FITNESS

64

b) Good Mental and bodily health and a fit constitution. Free from Physical defect or

abnormality, congenital, or acquired, likely to interfere with the efficient

performance of duties.

c) No evidence of mal-development; Physical or Mental.

d) Joints and Locomotor functions are within the normal limits.

e) Height and Weight: Standard Height and Weight, so long as relaxation does not

impede performance of the job.

f) Chest: Acceptable chest measurement at full expiration will be 79cm, (relaxable by

5cm) and minimum expansion of 4cm. This is not applicable to Female

Candidates.

g) The Candidates’ Eyes will be tested and the result of the Tests recorded. The

Candidates' Eyes will be subject to a general examination directed to detect any

disease or abnormality. The Candidate will be rejected if he/she suffers from

morbid condition of Eyes, Eyelids of contiguous structures of such a nature as

would render him/her unfit for service at the time of appointment or at a future

Date.

h) Colour blindness, not permissible: Colour blindness is a disqualification for the

following jobs like employment in manufacturing, Maintenance, Technical

services, Chemist, Draughtsman, Crane Operator, Drivers of all category, Nurse,

Nursing Assistants, Fireman, Security, Doctor, Materials Management, etc. and

the jobs where perception of Colour is considered essential.

i) Ear/Nose/Throat: The Candidate should be free from signs or symptoms of

Ear/Nose/Throat Diseases.

j) Blood pressure (BP): Normal limits of Blood Pressure will be assessed as

Normotension < 140 SBP and < 90 DBP. Candidate diagnosed, as a case of

Hypertension, will be declared unfit.

k) Skin Disease: Candidate suffering from Leprosy or chronic Inveterate Skin

conditions will be declared unfit. Vitiligo cases are acceptable.

l) Venereal Diseases: Candidates who have suffered or are suffering from Venereal

Diseases will not be declared fit unless detailed Examination of Urethral smear

and Serological Test proves negative.

m) Fits: Candidate suffering from Epilepsy (Seizure disorder) will be declared unfit.

n) Pregnancy: if at the time of Medical Examination a Candidate is found pregnant,

she will be declared temporarily unfit until she has completed Six Weeks after

confinement/miscarriage and the Candidate will be required to undergo Medical

Examination of fitness thereafter.

o) Signs of mental retardation will render a Candidate unfit for employment.

p) Defects: Congenital or acquired defects, if any/noticed, will be recorded on the

Medical Examination Forms, with a clear opinion as to whether it is likely to

interfere with the effacement performance of the duties for which the Candidate is

under consideration for employment.

18) Penalties for Non-Compliance of Safety Systems Procedures:

a) In order to ensure 100% compliance of Safety related rules & regulations,

following Penalties will be imposed on the Person(s) found to be not adhering to

Work Permit conditions inside the Refinery Premises:

Description Amount Non-usage of Safety Helmet / Safety Shoes / Safety Goggles Rs.100/- Non-usage of Safety Belts Rs.200/-

65

Non-provision of basic Safety requirements (such as ELCB, usage of more than 24 Volts Power in confined space, uncertified/non-standard Lifting Tools, etc.)

Rs.300/-

Non-provision of Fire fighting Equipment (as per Work Permit conditions)

Rs.200/-

Non-barricading of area while Rigging, Digging, etc. and usage of defective Fire fighting Equipment:

Rs.100/-

Working without valid Work Permit Rs.300/- Unauthorized Road closure / blockage Rs.200/-

* HPCL reserves the right to impose more severe penalty, i.e. suspend / terminate the workman, his supervisor or the site manager.