training for tank truck crew and contract workmen at...

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Request for proposal

for

Training for tank truck crew and contract workmen at Depots and

Terminals �

HINDUSTAN PETROLEUM CORPORATION LIMITED

TENDER No. 8000104-HB-10002

e TENDER No. : 5836

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INDEX Section A – Background 4

Section B - Deliverables & Detail Response Requirements 6

Section C – Guidelines for Proposal Submission 22

Section D - Tender Terms / General Terms & Conditions 26 Attachment-1: Topics to be covered in the training module 36

Attachment-2: List of locations 49 Attachment – 3: Confidentiality Agreement 52

Attachment – 4: Integrity Pact 55

Attachment – 5: Speciman Bank mandate format 61

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NIT TEXT:

This is an e- tender and bids are to be submitted on-line only at http://eproc.hpcl.co.in. Response in any other form shall not be accepted. While on-line bidding, bidders would be required to upload the scanned copy in pdf format of EMD instrument ( or exemption proof if applicable). For bidding it is suggested that bidders should not wait for last date / tender due date for their bid preparation as several documents are to be uploaded in the offer and prices are to be entered on screen for all the items. There is a facility to keep the bid ready in the system for final submission however bidders are requested to keep sufficient time margin with them for modifications, connectivity issues etc. All the items of the tender are mandatory. For evaluation all the items would be considered and job would not be split. For details please refer tender document. In case of discrepancy between details given here (NIT text) & tender document, the details / terms of tender document shall prevail. The taxes mentioned in techno-commercial sheet on-line (service tax, works contract tax etc.) will be added to the amount [ Sum of ( item quantity X item rate quoted by bidder)] for arriving at total offer value. The education cess would be calculated on service tax. No Set off shall be considered in evaluation. In case bidder quotes some / all taxes as 0%, it would be concluded that bidder’s quote is inclusive of all taxes applicable on tender due date / time or extended due date/ time. The bidders not quoting taxes as above may mention applicability of taxes / item wise taxes under “EXCEPTION & DEVIATION STATEMENT (Bid Form)”.

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PROFESSIONAL BID

(UNPRICED)

PART I

Section A to E

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Section A

BACKGROUND

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HPCL OVERVIEW Hindustan Petroleum Corporation Limited, a Fortune 500 company, is an integrated oil refining and marketing company in India with a Navratna status. The Corporation has an annual turnover of 104703 crores in the FY 2007-08 with refining capacity of 13 MMTPA. The HPCL infrastructure includes Fuels and Lube Refinery at Mumbai with a capacity of 5.5 MT and Fuels Refinery at Visakh with a capacity 7.5. MT. Its marketing network includes 30 Terminals/TOPs, 78 Depots, 42 LPG Bottling Plants, 13 Aviation Service Facilities, 7 Lube Blending plants, 22 Lube Depots and cross country Product Pipelines between Mumbai-Pune-Solapur and Visakh-Vijaywada-Secunderabad to serve the Retail Outlets, Superior Kerosene Oil/Light Diesel Oil and LPG Dealerships spread across the country. The driving force behind these giant operations is 10939 employees as on 31.03.2008. Consequent to the economic liberalization measures introduced in the country in the mid 1990s, the Corporation commissioned a Business Process Re-engineering (BPR) Study to review the Corporation’s long term strategy and IT strategy and its HR practices. As a result of this Study which was carried out during the year 1996-97, the Corporation was restructured on product line basis into Strategic Business Units (SBUs) with the required delegation of authorities. Enterprise Resources Planning (ERP) roll out was completed in the locations all over India. A need has been felt to upgrade, revitalize and renew management quality to bring about a more vibrant, winning and cohesive organization to meet the challenges posed by continuously increasing competition and customer expectations ushered in by the deregulation of the market. To achieve the objectives of the initiative in a sustained manner, HPCL proposes to conduct training programs for tank truck crew and other contractor and other related personnel associated with our depots and terminals. HPCL safety mission is

To have safe, healthy and pollution free environment in and around all our refineries, plants, facilities and other premises at all times; instill awareness in these areas, including relevant laws, in all employees, their families and the communities in which we carry out our activities. We have more than 100 Terminals / Depots at all across India. These Terminals will receive the products from the refineries or ports, stores it in the location and serves the retail outlet customers on need basis. The operations in some of these locations are on round the clock basis, some are in 2 shift and some are on single shift basis. In this regard, we are interested to appoint an agency with the required specialized knowledge, experience, team and proven track record to assist the organization in imparting training to provide knowledge, create awareness and concern for safety amongst the tank truck crew and other contractor personnel working at various depots and terminals across the country. Program module shall focus on the hazards typically associated with handling, loading, unloading transit and shipment of petroleum products and handling emergency situations like product leakages, minor fires and accidents.

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Section B

Deliverables & detailed response

requirements

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A) Purpose of the “Request for Proposal”: Hindustan Petroleum Corporation Limited proposes to conduct training programs for tank truck crew and other contractor personnel to impart training to provide knowledge, create awareness and concern for safety as well as quality at various locations across the country. Program module shall focus on the hazards typically associated with handling, loading, unloading, transit and shipment of petroleum products and handling emergency situations like product leakages, minor fires and accidents.

B) Scope of job:

All the depots and terminals are operated by company employees in management, clerical and non management categories. Besides the company employees, following contractor personnel are involved in handling and operations of depots/ terminals.

a. Tank truck crew: Responsible for loading the tank trucks, transporting to dealer / consumer premises and unloading into the tanks.

b. Handling contractor personnel: Carryout unloading of tank wagons, loading / unloading of lubes and various other miscellaneous activities.

c. Security personnel: Responsible for round the clock security of the depot which includes frisking of the trucks and persons entering / leaving the location and keeping safe custody of the location during out of office hours in the absence company staff.

d. AMC personnel

All the personnel associated with the operation of the depot are required to have knowledge on the product being handled and the associated safety and health hazards and handling emergency situations.

Completion period for entire scope of job would be 14 months.

Number of personnel at each location may vary from approximate 25/30 nos. for smaller locations to 300/400 personnel for larger locations. Schedule for each location shall be drawn depending upon the number of participants.

Approximately 25 to 30 no. of participants should be covered in each training program and duration would be approx 4 hrs. The number of participants is indicative and depending upon the number of participants at the location, the number of training programs may vary. However, payment would be made based on the number of training programs conducted.

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Scope of job:

Scope of job broadly includes the following.

Part A: Design, Development & Production of customized Video based Training Program Module

Part B : Conducting training programs

Part A: Design, Development & Production of Customized Video Based Training Program Module:

i. Developing Training module : Training module suitable for the target group shall be developed in consultation with HPCL. It would be the responsibility of the agency to develop the course content and the training module. OISD (Oil Industry Safety Directorate) standard 154 (Safety aspects in functional training) gives broad guidelines for conducting functional training programs. Provisions of OISD 154 shall be borne in mind and used as one of the references besides other manuals. Module has to cover all the relevant topics detailed in Attachment 1.

Instructional Design (ID) techniques incorporating use of visual aid training tools should be utilized for module development. The ID techniques used should detail Clock Time, Objective, Activity, How To Do, Debrief and Learning Style. The ID structure should recognize cognitive load of target participants and enable mid-course design correction. Audio visual techniques shall be used for easy understanding and assimilation by the participants. Education level of participants (i.e Tank truck crew and contractor workmen) is low and this aspect has to be borne in mind while developing the module.

Separate modules are proposed to be conducted for tank truck crew and contractor men.

- Conceptualizing and developing scripts for the training module - Shooting video of duration of 30 minutes at locations specified as per

approved script with artists, editing and audio visual effects on Beta/ DVD Format

Topics to be covered in the training module:

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Major portion of the training module would be common for both tank truck crew as well as contract workmen. There would be some key topics specific to the field of activity which is independent for both the target groups viz tank truck crew and contract workmen. Accordingly the module should be developed in the following manner:

A. Training module covering all the topics common to both the target groups B. Add on topics for individual target groups i. Tank truck crew ii. Contract workmen Training programs shall be conducted as per the content and module developed as mentioned under A along with the relevant add on topics mentioned in B above depending upon the target group.

Detailed scope and modality of developing the training module is given in Attachment I. ii. Shooting video film Video film covering the topics of the training module shall be made by the training agency and shall be used for demonstration and easy understanding during the training program. Specific emphasis to practical demonstration of use of fire fighting equipment, first aid and case studies should be given. Total length of each film shall not be less than 30 minutes. Video film need not be continuous. Different short clippings can be made which shall be shown while covering the relevant topic. Two films shall be developed for both the program modules. Location with relevance to the subject shall be selected. In respect of the video required to be taken in the depot / terminal, HPCL will specify the location selected and necessary coordination with the location in charge shall be maintained by the agency. Where ever the shooting is to be done in outdoor, especially for covering the road safety, mutually agreed location would be selected in and around Mumbai /Pune and the agency has to make all arrangements. Agency is required to make all necessary arrangements and take necessary approvals where ever required at their cost and no separate payment will be made on these accounts.

- Developing of Facilitators Admin Kit with One master Hard copy and one Master Soft copy in PDF Format. The Admin Kit should have detailed instructions to the facilitator for conducting the Training Program using the video.

- The film should have voiceovers in 10 languages:

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English, Hindi, Marathi, Gujarati, Bengali, Oriya, Tamil, Telugu, Malayalam and Kannada.

Suitable soft and soothing back ground music shall be incorporated. Voiceovers shall be clear, audible and shall be recorded in a professional sound recording studio. Editing of the film shall be done carefully before handing over the final copies to HPCL.

a. Professional presenters shall be engaged for enactments / video sequences / presentations / voiceovers and other specific technical needs wherever required.

b. Entire AV film shall be made in a creative manner and intended course content shall be effectively translated to audio visual form. The film shall be captivating and keep the participants engrossed.

c. As the shooting is to be performed in Depots / terminals, all the safety regulations should be followed.

Special instruction: A. Length of the edited film shall be for 30 minutes B. AV film, presentation material and the training module developed for the purpose of the training program shall be the proprietary items of HPCL and the original DVD and other materials shall be handed over to HPCL. Agency has to give under taking that all the above presentation material shall be used exclusively for the purpose of conducting training programs for HPCL. Agency shall not share / transfer / utilize any of tools with anybody. HPCL reserves the right to take appropriate action as deemed fit, in case the agency violates this clause. Part B: Conducting training programs / program roll out After the development of the Video based module the program has to be rolled out at all Depots and terminals. (List of locations is given below). The agency has to provide multilingual facilitators at all the Depots / Terminals to deliver the program module for different categories. Agency has to organize the required no. of facilitators and draw a schedule and road map for on zonal basis keeping the geographical alignment of the locations. Schedules would be drawn on quarterly basis in consultation with designated representatives of HPCL.

All the locations of HPCL across the country would be covered.

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i. One training program per location per quarter should be conducted. ii. Program Roll Out charges will be inclusive of travel and stay of the

facilitators at all locations in India. No separate charges will be paid on any other account.

iii. Agency should submit the dramatized script to HPCL and shall be finalized in mutual consultation with HPCL. The finalized script will be approved by HPCL and the same has to be used for the program roll out.

iv. Approximate number of 25 participants would be covered in one program. Number of participants is indicative. Payment will be made on lump sum basis for each training program conducted.

v. Depending upon the number of participants, schedule of training programs for each location would be finalized in consultation with the location in charge.

vi. The facilitators for Roll out program should be fully trained and should be proficient in local language. The facilitator will use the program delivery module during the Roll out Program at all Depots / terminals.

vii. Facilitators deployed shall be fully conversant with the course content and should be able to satisfactorily answer queries raised during the training program.

viii. Facilitators should reach the location on the scheduled dates. ix. Location in charge would coordinate with the participants and make all

arrangements. x. HPCL will provide venue for the Training Programs with training

delivery equipments like DVD Player, LCD Projector and Colour TV. Training agency should intimate the requirements well in advance to the location in charge.

xi. Training programs should be interactive the facilitator has to ensure that intended content of the training module is effectively delivered.

xii. Besides the AV film developed, the agency shall also prepare Power Point Presentation slides for each of the topics covered in the final module and shall be made use while explaining the relevant subject.

xiii. Training programs to be conducted bearing the target group in mind. Module and the aids used should be developed in such a way that the participants assimilate the content of the program.

Training program would also cover practical demonstration of equipment, field visit around depot / terminal premises, mock demonstration of putting off fire etc., This activity shall be done in consultation with location in charge and strict compliance with safety regulations. All the training programs shall be conducted in strict compliance with the course content and the modality detailed in this tender document. Qualified trainers who can conduct the programs in a professional manner shall be

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deployed. In case, at a later date if it is found that the quality of services provided by the agency is not delivering the training programs in compliance with the provisions of the tender document, HPCL reserves the right either not to pay for such programs or make suitable deductions for delivery of such poor quality services. Intent of conducting the training programs is to bring a over all improvement in the awareness and the physical operating standards pertaining to safety, quality and operating practices. The trainers shall be made fully aware of this aspect and conduct the programs that perspective. The training programs shall be conducted during normal working hours of the respective locations. However, due to work exigencies, the program which is underway may be extended beyond normal working hours or the programs may be required to be conducted beyond the normal working hours / on a holiday. In such event the timing would be fixed with mutual agreement between the trainer and the location in charge. When ever such a request from location in charge is received, the facilitator shall not refuse and conduct the program as per the timing requested by location in charge. No additional payment shall be made for such delayed stay / holiday working. C) Locations to be covered: List of locations to be covered along with estimated number of tank truck crew as well as contract workmen at each location are given in Attachment 2. Number of Tank truck crew and contract workmen at each location is indicative and are subject to under go minor variation. Actual strength at the time of conducting program shall be considered for arriving at the number of programs to be conducted. Though the proposal is to cover the locations as mentioned above, HPCL may be required to alter the locations due to operational and administrative reasons. Such alteration of locations shall be made with prior intimation and mutual consent. D) Methodology of payment : Partial payments are allowed. Payment will be made on monthly basis for the no. of trainings conducted during the month. Payments will be effected by: Disbursement section: Commercial -P&P, HPCL 2 nd Floor, Greesham Assurance Building, Sir P.M.Road, Fort, Mumbai-400001

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Party shall obtain certificate from each location the no. of trainings conducted. Consolidated bill shall be made once in a month for the training programs conducted during the month and the same shall be submitted to O&D-Dept, HQO. Certified copies (duly signed and stamped) issued by the locations shall be enclosed along with the bill. Bills submitted with out enclosing certification from locations shall not be processed. Payments shall be made within 15 days of receipt of certified bills at Disbursement section. The taxes which are to be deducted at source as per statutory requirements will be deducted at source. No advance payment will be made. The payment shall be tendered to the agency in electronic mode (e-payment) through any of the designated banks. The agency will comply by furnishing full particulars of bank account (mandate) to which the payments will be routed. Owner reserves the right to make payment in alternate mode also. E) Rates: The party has to quote lump sum rates per training program covering points mentioned above. Rates quoted shall remain firm till completion of the contract. F) Duration for each training program Each training program should last for approximately 4 hours. Audio visual aids have to be simultaneously used while explaining the relevant course content. G) Training and reporting procedure Training programs shall be conducted as per the modality and schedule mentioned in detail above. HPC desires to monitor the training activity through reports uploaded on web. Access for the site shall be provided to the following HPCL officials Select senior management in operations dept. at HQO/Zones Regional Managers All Depot / Terminal managers Agency has to make all necessary provisions for hosting the website like developing the soft ware, making space available in server and regular uploading and updating the data etc., Training reports and MIS reports like weekly, monthly progress shall be uploaded on the website. Current as well as historical reports shall be available for viewing/ downloading. The vendor shall arrange to provide reports as per formats finalized by HPCL electronically on a website.

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Provision for downloading the reports in various formats viz. PDF, Excel, Word etc. shall be made. Report formats shall be developed by the vendor as per the requirements stipulated by HPC and the same shall be approved by HPCL before implementing. Following reports shall be generated: 1. Report against each training schedule conducted at a location. The report should cover the following:

a. Name of location and the dates on which training programs are conducted

b. No. programs conducted at the location during the visit (no. of training programs would vary from location to location depending upon the number of participants)

c. Names and designation of the participants d. Summarized evaluation sheet of performance of the participants e. Significant observations

1. This report shall be uploaded with in 48 hours of conducting the training 2. Weekly / monthly summary report of number of trainings conducted

covering list of locations, dates of training and number of participants at each location, category wise

3. Track record of training attended by individual participant covering parameters like attendance, performance etc

4. Two sets of hard copies of all the reports shall be submitted to HPCL for each month. Distribution of the copies would be, one copy for respective zonal office and one copy will be for HQO.

Assessment of the participants Appropriate methodology shall be developed to guage the content assimilation as well as retention by the individual participants as well as the group. This has to be done in quantifiable and measurable I. Assessment of individual participants:

A. Measure at the end of the first session

• At the end of the first training session conducted at a particular location, content assimilation by the individual participants shall be assessed.

• Knowledge transfer effectiveness should be measured by post-program tests / quantitative audits covering key learning objectives. This should be done in two steps involving –

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o one-on-one administration of a self answered questionnaire by the participant at the end of each program.

o immediate post program quantitative audit of a relevant statistically valid sample of the participant universe at each location (in case the number of participants at the location are sub-optimal two or more locations to be aggregated for this second step of the audit)

o quantitative audit data should be processed, analyzed and diagnostics provided to HPCL based on program schedule

• Suitable methodology shall be developed to assess the by questionnaire in vernacular language, oral questioning, facilitator’s assessment based on the involvement and interaction during the program etc.

• History card proper format shall be developed in consultation with HPCL and shall be approved by HPCL.

• History card filled in respect of each trainee and handed over to the location in charge.

• This would form a basis for evaluating the content assimilation by the trainee and shall be used as a benchmark for assessing performance in the subsequent programs.

B.Subsequent training programs Assessment shall be done for each trainee during subsequent sessions for retention of earlier training program by the trainee. Similar process as detailed above while conducting the first session shall be followed and the history card shall be updated at the end of the session incorporating the performance of the trainee during the session. II. Assessment of collective performance as a group at a location Group performance index: Improvement made in the overall standards of a location in terms of collective performance of all participants has to be gauged. Based on the performance assessment of the individual participants, a group performance index has to be evaluated at the end of each session. Group index developed at the end of the first session would be the reference benchmark for the subsequent training programs. Similarly, after completing each training session, the group index shall be worked out and submitted along with other reports.

• Post program quantitative audit data from a relevant statistically valid sample of the participant universe at each location will provide the GPI (Group Performance Index)

• GPI diagnostics may be used to make program module design changes within the defined ID structure as and when required

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I.Display badge Identification badge shall be issued for the person who has under gone training. Separate type of badge shall be issued to TT crew and the contractor men. Pattern and template of the badge will be developed and made by the training agency. Badge so designed shall be attractive and pleasing colors shall be used. The badge shall be of appropriate size for displaying prominently on the body and shall contain particulars like name of the person under gone training, category, TT no. and name of transporter / contract agency name, date of training etc. Appropriate font shall be used while printing so that the details can be read by a passer by. Sample shall be approved by HPCL. The badge shall be signed by training agency as well as the concerned depot / terminal manager. J.Track record / history of the participants Participants in the target group are engaged on contractual basis and the attrition level is very high in the segment. Desired objective of bringing improved safety awareness and safety standards can be achieved only when the persons who have been trained continue their association with HPCL. Hence it is essential to ensure that same set of persons attend all the training programs. This objective has to be achieved by

• Establish the list of trainees before conducting the first training session • Create individual history card for each person attending the program.

The history card shall be made of thick sheet for longer life and keeping as a record

• History card in respect of each participant shall be made prior to / during the first program. Two sets of history cards would be made. One set would be handed over to the in charge of the respective locations and the other set would be retained by the agency.

• During subsequent programs, coordination has to be maintained with the location in charge and schedules to be drawn in advance. respect to the schedules. Location in charge would do the necessary coordination and ensure that the participants are intimated and attend the program.

• Only participants against whom history cards have been made shall be permitted for subsequent programs.

• After completion of the program, both sets of history cards shall be updated and set of cards maintained at the location shall be handed over back to the incharge.

K. Minimum qualification of the facilitator

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The personnel deployed for conducting training programs shall meet the following requirements

• Minimum education level shall be graduation. • Facilitator shall have the ability to understand the course content

thoroughly and should be in a position to answer queries from the participants to the satisfaction.

• Facilitator shall be conversant with vernacular language where the training is conducted i.e if training is conducted in Tamil nadu , facilitator deputed shall be able to speak, read & write Tamil

• Should have experience in conducting training programs for similar target group

• Facilitator shall be well groomed fashion and conduct of the facilitator during the program shall be in a dignified manner

• Time dead lines and punctuality are essential • Facilitator shall have the ability to deliver the course content and

engage the participants. Manner in which the program is delivered shall arouse interest and curiosity among the participants

• Effectively sequence the programs and run the program activity • Group discipline shall be maintained and facilitators shall have the

ability various types of situations / participants normally encountered during such programs

L. Assessment through questionnaire in vernacular language Training agency shall ensure active participation by all the participants and make the training session interactive. Small incentives like awarding a best participant certificate / displaying the name of the best participant in the notice board of the location during the quarter or any appropriate scheme shall be adopted to motivate the participants and encourage for active involvement during the session. M. Training process – certification by TPI Process adopted for the training shall be certified by any one of the Third Party certification agencies. Necessary expenses shall be borne by the agency and no separate payment on this account shall be N. Delivery period

1. Delivery Period : Total Delivery period for completion of the job is 14 months from the date of Purchase Order. Party shall develop the module including production of video and trainer kit within 2 months and the rollout of the training shall be carried out in the subsequent 12 months.

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2. Delay in Completion of the Assignment : The period for the completion of the Assignment as stipulated in Clause No.1 of this Contract, will be deemed to be the essence of the Assignment. In case of delay in completion of the Assignment by the agency, beyond the stipulated date or any extensions permitted in writing by the Corporation at its sole discretion, the Corporation at its option would either.

I) Accept delayed completion of the assignment at prices reduced by a

sum equivalent to 1/2% of the total contract value as per the Schedule of Quantities mentioned against Clause No.4 of this Contract, for every week of delay or part thereof of the delivery period, subject to a maximum of 5% of the total contract value. The contract value means the total cost including taxes and other statutory levies etc.

(OR) II) Cancel the Assignment in part or full and get the assignment

completed through an alternate means on account and at the risk and cost of the Agency.

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DETAILED RESPONSE REQUIREMENTS (PLEASE UPLOAD YOUR BID RESPONSE DOCUMENTS ON-LINE UNDER SECTION “BID COOMON FORM” AGAINST THE FORM “BID RESPONSE FORM”.) Executive Summary: This section should include the Vendor’s responses to the Request for Proposal along with brief overview of the engagement, main features and benefits of the proposed project. Scope, Approach, and Methodology: This section will act as the scope of the work which is to be used as a guideline by the agency during the training. This section should include a description of each of the major elements of work being requested, method and approach used to manage the overall project including the details of engagement from beginning to end of the proposed project. All information that you provide will be held in strict confidence. Sample Training Module: This includes sample of the training module to be used during the training program. The training module has to be developed based on the Deliverables mentioned above. Profile of the Project Team : Please describe the personnel profile of the Team of facilitators who will be engaged on full time and part time basis, in the following manner:

� Name � Designation � Age � Photograph � Academic Qualifications � Details of prior working experience , if any � Experience details in the area of conducting similar training

programs. Affirm that no employees working on this proposed project have ever been convicted of a felony. Company Overview

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It should include Official registered name, Address, Key contact name, Title, Address, Telephone numbers (Landline and Mobile) and Email addresses. Confidentiality and integrity: The entire job needs to be carried out with utmost confidentiality. Training schedules should be drawn on random basis, preferably generated by computer system. The dates shall not be disclosed to anybody excepting to the persons specifically authorized by Headquarters office of Hindustan Petroleum Corp. All the inspectors and other concerned persons assigned for executing the job shall maintain integrity and confidentiality of highest order. Inspectors shall carry out the job independently and should not get influenced by anybody. Company Overview

It should include Official registered name, Address, Key contact name, Title, Address, Telephone numbers (Landline and Mobile) and Email addresses.

References

Please provide detailed references of the client organizations in India wherein the Agency has carried out such assignment in this area.

The details of the client should include:

� Methodology, Deliverables, Timelines and Details of the Project � Details of the client contact personnel including Name, Address,

Telephone Nos (Landline and Mobile) and Email.

Detailed and itemized pricing:

As per price bid

Other Requirements:

1. Quality Assurance

Definite Quality Assurance Process to ensure complete achievement of scope has to be brought out and the Agencies are to assist the Organization for smooth implementation of the same. Any part or total process under the project may be audio/video-recorded by HPCL for its uses.

2. Documentation

End to end documentation for the entire process should be prepared by the agency and made available to the Corporation. Weekly progress of the process would have to be documented for the review of the

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concerned HPCL officials. Written feedback is to be obtained and submitted to HPCL.

Besides, agency is required to provide the list of documents which will be

provided to the executives of the corporation during the entire process. The rights to use and circulate data/documents used and generated during the project will be vested with HPCL.

3. Others

Travel, Boarding and Lodging arrangements, arrangement of computers and other logistical support etc. should be arranged by the agency only. All the costs for the same may please be included in the items of price bid.

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Section C

GUIDELINES FOR PROPOSAL SUBMISSION

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Overview The request for proposal for conducting “Training programs for tank truck crew and contractor men at HPCL depots / terminals across the country in two bid format Professional (unpriced) and Commercial (priced) is invited by Hindustan Petroleum Corporation Limited, hereinafter referred to as HPCL. The proposal should respond to all sections of this request for Professional (unpriced) and Commercial (priced) bid including agency profile and support requirements. Confidentiality All material and information provided by HPCL should be regarded as confidential information and not to be released to any other parties. This information will be made available to all members of the selection committee to assist in the evaluation process and the HPCL personnel involved. HPCL requires all agencies to adhere to highest standards of ethical behavior. Revision to Bid In the event it becomes necessary to revise any part of Bid document, HPCL reserves the right to issue amendments to the Bid. A written addendum will be provided via Email/registered/courier mail to all Bidders to whom the original Bid has been sent. Bid: Questions and Answers

A. All questions concerning the Professional (unpriced) Bid documents may be brought to the attention of following.

Shri. K.Somasekhara Rao Phone No: 022 22637259 HPCL will compile all questions and answers, and make every effort to

reply through Email/Telephone on a timely basis. The cut off query time will be 7 days before the due date of submission of bid. HPCL reserves the right to decline answering any or all questions and also reserve the right to share such information to all participating vendors.

B. Under no circumstances should the Bidder enter into negotiations

concerning this Bid with representatives other than the authorized representative identified above. Failure to comply with the above requirements may result in disqualification of the Bid.

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Completeness of Bid Prior to the submission of the Bid, the Bidder shall make, and be deemed to have made a careful examination of the Bids. Each Bidder should thoroughly understand the requirements detailed in the document and will be required to comply with all Bid requirements. Submission of Responses has to be done on-line at site http://eproc.hpcl.co.in. Responses in any other form shall not be considered.

• Detailed response to the methodology that would be adopted to ensure achievement o scope of the study as enumerated in the Section ‘C’ of this Professional Bid (unpriced) document.

• Quality assurance process that would be adopted to ensure compliance of accepted methodology and plans

• Profile of the people to be deployed for the assignment. • Any other relevant information, catalogues, brochures.

Evaluation Process A. Professional (unpriced) Bid The Professional (unpriced) Bid submitted will be evaluated according to the following procedure:-

1. Professional Bid (Unpriced) submitted by the Bidder will be evaluated by the Corporation to determine if all of the Professional Bid requirements have been met, or if the Bidder has proposed an acceptable alternative.

2. Failure of the Bidder to provide any information required in this

Professional Bid (Unpriced) may result in disqualification in the proposal.

B. Price Bid:

Price bids of the parties who have met all the requirements of professional bids will be opened. Subsequently, HPCL’s Purchase Procedure will be followed for finalizing the order, taking into consideration the Priced Bid. Standard Provisions

1. Proposals submitted in response to this invitation will be considered as contractually binding undertakings on the part of the Bidder should the Bidder’s proposal be found acceptable to HPCL.

2. All materials received by HPCL as a result of this Bid becomes the property of HPCL and not returnable. HPCL accepts no financial

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responsibility for any cost incurred by any Bidder in responding to this Bid. Regardless of the Bidder being selected or not, HPCL reserves the right to use any information presented in the Bid to HPCL’s benefit.

3. Proposals submitted in response hereto should not be construed as an obligation on the part of HPCL to award the Order for any or all items/services or a combination of services or items.

4. This Bid, including all sections and attachments or terms and conditions

may be changed by HPCL either through additions or deletions before actual issuance of Execution Order/Signing of the Agreement/Contract.

5. Only one PO will be placed for entire job mentioned. Splitting of job is not allowed.

6. Proposals submitted in response hereto will be considered as firm offers for a period of 90 days from the Bid due date or extended due date. HPCL may decide to place an order for a part/section of the Deliverables. Once the LOI/PO is placed on successful bidder, the rates shall be firm till complete execution of PO (Purchase Order).

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Section D

GENERAL TERMS & CONDITIONS

I. E-TENDER TERMS / INSTRUCTIONS

TO BIDDERS II. B. GENERAL TERMS & CONDITIONS

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A. E – TENDER TERMS / INSTRUCTIONS TO BIDDERS Separately attached

B. GENERAL TERMS & CONDITIONS 1. It shall be deemed that the Bidder has understood the content and

meaning of the requirements laid down in the Deliverables, the general conditions of the contract before submitting the Bids.

2. Incomplete Bids will be rejected. The corporation reserves the right to

reject the Bid fully or partially without assigning any reason, and/or close/modify the project with no cost implication to HPCL.

3. All responses shall be in English.

4. Agreement shall be subject to and governed by the Laws in India and

dispute redressal shall be through arbitration in Mumbai.

Terms & Conditions

1. Contact Details: Chief Manager- Procurement (P&P) Hindustan petroleum Corporation Limited Gresham Assurance House, 2nd Floor Sir P.M.Road , Post box No.198 , Fort Mumbai - 400001 2. Validity of the Price: The price quoted by the Agency should remain

firm and valid for a period of 90 days from the Bid due date or extended due date.

3. Completion Schedule: The entire Project should be

completed within 14 months from the date of the P.O. However, the Corporation reserves the right to get the Consultancy Assignment completed on extended timeline.

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4. Delay in completion of the Training Assignment: Completion of the Assignment on time will be the essence of the Project. In case of delay in completion by the Agency, beyond the stipulated period or any extended period permitted in writing by the Company at its sole discretion, the Corporation at its option would either:

4A) Accept delayed completion of the assignment at prices reduced by a sum equivalent to 1/2% of the contract value for every week of delay or part thereof of the delivery subject to a maximum of 5% of the total contract value including taxes.

OR

4B) Cancel the Assignment in part or full and get the assignment completed through alternate means on account and at the risk of the Agency to whom the Assignment has been originally awarded.

5. DEPOSITS 5a) EARNEST MONEY DEPOSIT (EMD)

The tenderer will be required to pay a sum as specified in the covering letter, as earnest money deposit along with the tender either thru a crossed demand draft or a non-revokable Bank Guarantee in favour of Hindustan Petroleum Corporation Limited, from any Scheduled Bank (other than a Co-Operative Bank) payable at Mumbai in favour of Hindustan Petroleum Corporation Limited, Mumbai in the proforma enclosed. The earnest money deposit will be refunded after finalisation of the contract. Note: Public sector enterprises and small scale units registered with National Small Scale Industries are exempted from payment of Earnest Money Deposit. Small scale units registered with National Small Scale Industries should enclose a photocopy of their registration certificate with their quotation to make their quotation eligible for consideration. The Registration Certificate should remain valid during the period of the contract that may be entered into with such successful bidder. Such tenderers should ensure validity of the Registration Certificate for the purpose.

5 b) SECURITY DEPOSIT:

The tenderer, with whom the contract is decided to be entered into and intimation is so given will have to make a security deposit of one percent (1%) of the total contract value in the form of account payee crossed demand draft drawn in favour of the Owner, within 15 days from the date of intimation of acceptance of their tender, failing which the Owner reserves the right to cancel the Contract and forfeit the EMD.

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1% of PO/Contract value as Security deposit will be acceptable in the form of Demand draft upto Rs. 50,000/- and in the form of Demand draft / Bank guarantee beyond Rs. 50,000/-.

6. Risk Purchase: If the Agency fails to complete the assignment or if the quality of the assignment is found to be unsatisfactory, the Corporation shall have the right to get the assignment completed through another Agency and any extra cost incurred in doing so, will be recovered/ made good by the Agency to whom the Assignment has been originally awarded.

7. Confidentiality: Confidentiality shall be maintained and Data and

Reports shall be the property of the Corporation and will not be shared in any form or manner. The agency will have to sign a Confidentiality Agreement as per Attachment - 1.

8. Payment Terms:

Partial payments are allowed. Payment will be made on monthly basis for the no. of trainings conducted during the month. Payments will be effected by:

Disbursement section: Commercial -P&P, HPCL 2 nd Floor, Greesham Assurance Building, Sir P.M.Road, Fort, Mumbai-400001 Party shall obtain certificate from each location the no. of trainings conducted. Consolidated bill shall be made once in a month for the training programs conducted during the month and the same shall be submitted to O&D-Dept, HQO. Certified copies (duly signed and stamped) issued by the locations shall be enclosed along with the bill. Bills submitted with out enclosing certification from locations shall not be processed. Payments shall be made within 15 days of receipt of certified bills at Disbursement section. The taxes which are to be deducted at source as per statutory requirements will be deducted at source. No advance payment will be made.

The payment shall be tendered to the agency in electronic mode (e-payment) through any of the designated banks. The agency will comply by furnishing full particulars of bank account (mandate) to which the

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payments will be routed. Owner reserves the right to make payment in alternate mode also.

8(B) Other Payment Terms: Training agency should respond as per the following:

1) Service Tax and other levies as per the Government Regulations

need to be mentioned separately.

2) HPCL will advise the agency the dates, place and venue of outstation programmes in reasonable advance time.

3) No payments other than the ones listed above are payable and in

case any additional or extra work is undertaken by the agency, it shall only be carried out with the prior written consent of HPCL.

9. Termination:

9.1 The Corporation reserves the right to terminate the services of the agency during the contract for reasons to be recorded in the letter of termination.

9.2 The corporation can terminate the agency assignment for any or all of

the following reasons that the agency a) has abandoned the contract. b) has failed to complete the job. c) has neglected or failed to observe and perform all or any of the

terms acts, matter or things under this contract to be observed and performed by the agency.

d) has acted in any manner to the detrimental interest, reputation,

dignity, name or prestige of corporation. e) has been declared insolvent/bankrupt. f) has without authority acted in violation of the terms and

conditions of this contract and has committed breach of terms of the contract in best judgement of the corporation.

9.3 When the contract is terminated by the corporation for all or any of

the reasons mentioned above the agency shall not have any right to claim compensation on account of such termination.

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10. Dispute Resolution Clause: Arbitration

10.1 All disputes and differences of whatsoever nature, whether existing or which shall at any time arise between the parties hereto touching or concerning the agreement, meaning, operation or effect thereof or to the rights and liabilities of the parties or arising out of or in relation thereto whether during or after completion of the contract or whether before after determination, foreclosure, termination or breach of the agreement (other than those in respect of which the decision of any person is, by the contract, expressed to be final and binding) shall, after written notice by either party to the agreement to the other of them and to the Appointing Authority hereinafter mentioned, be referred for adjudication to the Sole Arbitrator to be appointed as hereinafter provided. 10.2 The appointing authority shall either himself act as the Sole Arbitrator or nominate some officer/retired officer of Hindustan Petroleum Corporation Limited (referred to as owner or HPCL) or any other Government Company, or any retired officer of the Central Government not below the rank of a Director, to act as the Sole Arbitrator to adjudicate the disputes and differences between the parties. The agency/vendor shall not be entitled to raise any objection to the appointment of such person as the Sole Arbitrator on the ground that the said person is/was an officer and/or shareholder of the owner, another Govt. Company or the Central Government or that he/she has to deal or had dealt with the matter to which the contract relates or that in the course of his/her duties, he/she has/had expressed views on all or any of the matters in dispute or difference. 10.3 In the event of the Arbitrator to whom the matter is referred to, does not accept the appointment, or is unable or unwilling to act or resigns or vacates his office for any reasons whatsoever, the Appointing Authority aforesaid, shall nominate another person as aforesaid, to act as the Sole Arbitrator. 10.4 Such another person nominated as the Sole Arbitrator shall be entitled to proceed with the arbitration from the stage at which it was left by his predecessor. It is expressly agreed between the parties that no person other than the Appointing Authority or a person nominated by the Appointing Authority as aforesaid, shall act as an Arbitrator. The failure on the part of the Appointing Authority to make an appointment on time shall only give rise to a right to a Agency to get such an appointment made and not to have any other person appointed as the Sole Arbitrator. 10.5 The Award of the Sole Arbitrator shall be final and binding on the parties to the Agreement.

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10.6 The work under the Contract shall, however, continue during the Arbitration proceedings and no payment due or payable to the concerned party shall be withheld (except to the extent disputed) on account of initiation, commencement or pendency of such proceedings. 10.7 The Arbitrator may give a composite or separate Award(s) in respect of each dispute or difference referred to him and may also make interim award(s) if necessary. 10.8 The fees of the Arbitrator and expenses of arbitration, if any, shall be borne equally by the parties unless the Sole Arbitrator otherwise directs in his award with reasons. The Award of the Sole Arbitrator shall be final and binding on both the parties. 10.9 Subject to the aforesaid, the provisions of the Arbitration and Conciliation Act, 1996 or any statutory modification or re-enactment thereof and the rules made thereunder, shall apply to the Arbitration proceedings under this Clause. 10.10 The Contract shall be governed by and constructed according to the laws in force in India. The parties hereby submit to the exclusive jurisdiction of the Courts situated at say Mumbai for all purposes. The Arbitration shall be held at say Mumbai and conducted in English language. 10.11 The Appointing Authority is the Director–Marketing of Hindustan Petroleum Corporation Limited.

11. Force Majeure:

Any delay in or failure of the performance of either part hereto shall not constitute default hereunder or give rise to any claims for damage, if any, to the extent such delays or failure or performance is caused by occurrence such as Acts of God or an enemy, expropriation or confiscation of facilities by Government authorities, acts of war, rebellion, sabotage or fires, floods, explosions, riots or strikes. Effected party shall keep records of the circumstances referred to above and bring these to the notice of the respective other party in writing with in 7 working days of such occurrences. The amount of time, if any, lost on any of these counts shall not be counted for the Contract period. Decision of the Corporation arrived at after consultation with the agency, shall be final and binding on the parties.

12. Any delay in or failure of the performance of either part hereto shall not

constitute default hereunder or give rise to any claims for damage, if

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any, to the extent such delays or failure or performance is caused by occurrence such as Acts of God or an enemy, expropriation or confiscation of facilities by Government authorities, acts of war, rebellion, sabotage or fires, floods, explosions, riots or strikes. Effected party shall keep records of the circumstances referred to above and bring these to the notice of the respective other party in writing with in 7 working days of such occurrences. The amount of time, if any, lost on any of these counts shall not be counted for the Contract period. Decision of the Corporation arrived at after consultation with the agency, shall be final and binding on the parties.

13. If the Agency fails to complete the assignment and the order is

cancelled, the amount due on account of work executed by them, if payable shall be paid to them, only after due recoveries as per the provisions of contract and that too after alternative arrangements to complete the work has been made.

14. The consultancy firm is required to give an undertaking stating that it

has not been blacklisted or delisted by any other public sector undertaking in the country

15. The Corporation reserves the right to accept or reject the Unpriced Bid-

Part “I” or Price Bid-Part ‘II’ in part or in full at its own discretion without any cost implication.

16. Deviations, if any, have to be clearly and separately spelt out in the

unpriced bid in separate sheets with the page heading ‘Deviation’ (in the Deviation form available under the tab “Bid common forms” while on line bidding. Deviations mentioned elsewhere will not be considered during evaluation. In the absence of any specific mention of the same it will be presumed that your offer is in total conformity with the Bids enquiry.

17. The Agency should submit quotation/fill in the details only in the price

attachment sent along with the tender enquiry, in other words, no separate price schedule statement should be attached.

18. It may kindly be noted that the Unpriced Bid submitted once again with

the priced bid or any condition specific to the technical conditions will be ignored.

19. HPCL has a grievance redressal mechanism. Refer our website for

details.

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Attachment 1

Topics to be covered in training module A. Training module i. Brief introduction to typical layout and facilities of a POL installation ii. Product characteristics / Hazards of Petroleum products iii. Use of Personal Protective Equipment, fire extinguishers, first aid etc iv. Action in emergency v. Safety in loading / unloading operations vi. Fire fighting vii. First aid viii. Static electricity ix. Quality control and sampling x. Case studies

i. Brief introduction to typical layout and facilities of a POL installation

Typical installation has the following facilities • Storage tanks (Product and water) • Loading gantry • Product pump house (Tank truck filling) • Product pump house (Tank wagon unloading) • Tank wagon siding • Pipeline network (Product and hydrant) • Fire fighting facilities • Electrical panel room • Buildings • Lube storage godown

Petrol, Diesel and Kerosene are the most commonly stored products in our installations. In some of the locations FO, LDO and other products also stored. Products are stored in storage tanks. Product is transferred through pipelines and pumped into tank trucks placed in the gantry.

ii. Product characteristics / Hazards of Petroleum products

In terms of safety behavior, petroleum products are to be comprehended on the basis of following characteristics

a. General characteristics b. Toxic characteristics c. Combustible characteristics

a) General characteristics

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i.Petroleum vapors are color less. Prevent exposure of volatile products to air

ii.Petroleum vapors have characteristic odors. iii. Heavier than air. To be careful in low lying are as where vapors

could collect iv.Liquid petroleum vapors are lighter than water. Do not try to put off

petroleum fires by pouring water.

b) Toxic characteristics

i.Petrol is toxic due to lead content. Avoid inhalation and skin contact with petrol.

ii.When vapors are in excessive quantity, atmosphere will not have enough oxygen leading to asphyxiation

c) Combustible characteristics

i. Petroleum vapor in right mixture with air will ignite in presence of source of ignition

ii. A combustible mixture of petroleum vapor and air in an enclosed space can cause explosion when ignited

Classification of petroleum products

i. Class A – Flash point below 23 deg C. - Petrol, Naptha, Solvent 1425, Hexane

ii. Class B- Flash point 23 deg C to 65 deg C - Diesel, Kerosene, LDO, Solvent 2445

iii. Class C – Flash point 65 deg C to 93 deg C – FO, LSHS iv. Excluded petroleum - Flash point more then 93 deg C -Asphalt,

Lubricating oils

iii) Use of Personal Protective Equipment, first aid etc Personal safety i.Do not breath petroleum vapors from close proximity and for a prolonged period ii. While loading keep face away from inlet pipe to avoid inhaling of vapors iii. If the skin comes in contact with petroleum product, wash thoroughly with soap and water iv. Remove clothes saturated with petroleum products and change to clean clothes Personal Protective Equipment Personal protective equipment and their application:

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Head protection -Safety hats Foot protection -Safety shoes / Rubber / PVC boots Eye & face protection - Goggles / Face sheild Ear protection - Ear muffs Hand protection -Gloves Body protection -Jacket, acid resistant suit, Leather aprons Respiratory protection - Breathing apparatus, Canister mask, dust

respirator, Fresh air hose mask Welding protection -Goggles Working at height -Safety belts Fire fighting suits - Fire proximity suit & Fire entry suit iv) Action in emergency

Petroleum products are hazardous in nature and need to be handled safely. Types of emergencies

a. Accident b. Product spillage

a. Accident - What is an accident and causes of accident

Accident is an unplanned or unexpected occurrence that may or may not result in a personal injury or damage to property

Common causes of accidents:

• Usage of improper tools and equipments • Adopting incorrect method • Not using personal protective equipment • Deviating from established rules and procedures • Poor maintenance of equipment • Lack of attentiveness / alertness while doing important and critical

jobs • Poor mental and physical condition • Poor judgment • Intentional disregard to safe practices

Action in emergency Accident involving spillage of product Accident involving fire

a. Minor accident

If the accident is minor take action with the equipment / tools available with the truck till reaching a nearby place.

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i. Minor fires to be put off using the fire extinguishers ii. Accidents involving minor injuries may be treated with the medicines available in the first aid box in the TT. iii. Minor leaks to be arrested by tightening the valves or plugging the leaks with available materials like soap, m-seal etc

B Major accident i. Should not panic. Action plan must be drawn with a cool mind and necessary steps shall be taken depending upon the gravity ii. If there is spillage of product, cordon off the area. iii.Raise alarm and inform all concerned.

v) Safety in loading / unloading operations Loading:

• Tank trucks that are to be used for petroleum products shall conform strictly to the constructional features laid down in appropriate statutory norms

• Wooden chocks to be placed below the tank truck wheels after positioning the TT in the gantry. Master switch shall be switched off.

• Earthing and bonding connection should be given to the truck. Earthing clip shall be firmly placed on the earthing cleat provided on the TT. It has to be ensured that the cleat is not painted and proper contact /continuity is established.

• After opening the locks and manhole cover visual check to be made for top and bottom fittings

• Loading arm nozzle to be inserted to the full and shall be firmly held • Only aluminium container to be used for removing excess product.

Excess product to be removed from the top only and the container has to be properly bonded.

• Under no circumstances the truck be left unattended during filling operation.

• No repairs / maintenance jobs to be undertaken when loading is in progress.

• Necessary care should be taken to prevent leakage / spillage

Unloading :

• Tank truck unloading shall be done at dealer / consumer premises in line with the check chart and acknowledgement of dealer / consumer shall be obtained

• Position the tank truck in leveled ground and allow the product to settle

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• Engine and master switch to be shut off • Allow sufficient time to the product to settle • Connect the earthing clip firmly to the earthing cleat provided on the

tank truck • Neoprene hose with braided wire for electrical continuity should be

used. The hose should have threaded connection with brass / aluminium coupling on doth sides. NO PLASTIC PIPE OR PLASTIC CONTAINER TO BE USED FOR DECANTING / REMOVAL OF PRODUCT.

• Product to be discharged to the correct tank • At least 4 nos DCP fire extinguishers in proper working condition

shall be kept ready near the tank truck during the time of unloading. • Unloading area to be cordoned off to prevent any trespassing • If needed, only aluminium / brass bucket with proper bonding shall

be used for removal of product

vi.Fire fighting Fire occurs when a combustible material is ignited in the presence of oxygen. Essential elements of fire

a. Combustible material b. Source of ignition / heat c. Air (oxygen)

Basic principle used in fighting a fire is to cut off one of the three elements which cause fire.

a. Fuel source can be cut off by closing valves etc., b. Heat can be controlled by cooling with water from nozzles,

sprinklers etc c. Air or oxygen can be cut off smothering i.e providing a foam /

CO2 / DCP blanket

FF equipment / protection

Various types of fire protection systems available.

Reliable fire protection system should consist of:

a. Fixed system i. Hydrants ii. Fire pumps iii. Water monitors iv. Hose pipes v. Nozzles vi. Sprinklers vii. Foam system

b. Portable system i. Various types of fire extinguishers

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ii. Nozzles iii. Hoses iv. Couplings

c.Mobile system i. Foam tender

ii. Trolley mounted foam monitors iii. Water tender iv. Equipment truck

Right type of fire fighting equipment shall be used for the appropriate fire.

a.Components of DCP fire extinguisher i. Cylinder ii. Cylinder cap iii. CO2 cartridge iv. DCP (Sodium bi carbonate) v. Plunger vi. Lock pin vii. Hose with grip

b.Effective Portable extinguisher must be

i. Realiable ii. Right type for each class of fire iii. Maintained in perfect working condition iv. Located in easily accessible position v. DCP should be always in dry condition only. Once in a month

the cylinder cap shall be opened and condition of the powder to be checked

vi. Inspected and maintained properly

vii. First aid

First aid is the immediate and temporary care given to a victim of accident or sudden illness. Its purpose is to preserve life, assist recovery and prevent aggravation till services of a doctor are availed.

• Do not panic and attend the victim quickly and quietly. Simultaneously call a doctor.

• Artificial respiration to be given if breathing is stopped • Any bleeding to be stopped • Treat for metal shock by moving the victim as little as possible

and handling gently • Reassure the victim and help him lessen anxiety • Do not crowd near the victim. Fresh air is essential • Arrange for a doctor to be attended as soon as possible.

o Burn injuries

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o Shocks o Wounds o Fractures o Electrical shocks viii. Static electricity

When electricity is present on the surface of a non conductive body, and cannot escape, it is called static electricity. Spark that van lead to fire is caused due to passage of an electrical charge across a gap between two points which are not in contact previously. Precautions to be taken against static electricity

• Splash filling shall not be done. Fill pipe shall be run upto bottom leaving gap of 25 mm. There should not be holes in fill pipe and 45 deg cut for splash deflector shall be provided at the end of the pipe.

• Earthing and bonding shall be used while loading / unloading • Allow product to settle before unloading • Do not use plastic hose / containers for removal of product. • Minimize agitation and turbulence of product

ix. Quality control & sampling

a. Maintaining quality standards b. Sampling procedures c. Equipment for sampling d. Fittings in the tank trucks associated with quality. Abloy locking

system, Vehicle management system, modifications in the top dome cover and bottom valve box cover etc.,

x. Case studies – Case studies with relevance to the topic shall be quoted for easy correlation and assimilation. Accidents also should be covered. Each case has to be analyzed with respect to the nature of accident, root causes and remedial actions required to be taken to ensure non recurrence of similar incidents.

B. Add on topics for individual target groups i. Tank truck crew a. Safety in transportation of Petroleum Products by road

b. Do’s & don’ts in transportation c. Tank truck fittings and their use d. Accident involving another vehicle / casuality / fatality

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e. Miscellaneous : i. Electrical safety (relevant to tank truck viz battery terminals, cabling etc.,) ii.Upkeep of safety equipment provided with transport vehicle

a.Safety in transportation of Petroleum Products by road

Tank truck should leave the depot / terminal premises after completing the formalities and proceed to the dealer / consumer premises in the designated route. Tank truck should not be halted enroute for unjustified reasons. All safety equipments shall be checked for the availability and condition. Each tank truck should have one no. of 10 Kg DCP and one no. of 1 Kg CO2 fire extinguisher. On the road driving

a. Signs, signals and markings are aids for safe driving and must be strictly followed and observed

b. Vehicle shall be started in low gear slowly and proper gear shall be selected there after

c. Approach and enter intersections with caution. Should be alert near schools and playgrounds

d. Do not park vehicle in neutral gear e. Tyre pressure should be appropriate. Threads of the tyre

should be proper. f. All local and state laws shall be observed g. Intoxicants shall not be consumed while driving h. No body should smoke on or near a vehicle carrying

inflammable products i. Vehicle carrying flammable products should be parked at a

safe place away from heat and any thickly populated place. In case of any mob violence, the truck should be immediately taken away to a safe place.

j. Vehicle shall not be left unattended k. Tank truck crew shall always be available near the tank truck

while loading / unloading l. Spills / overflows shall be avoided. In case spills / overflow

occur i. Emergency and discharge valve shall be shut off.

Hose shall not be removed till clearing the spillage ii. No source of fire shall be permitted near to the truck

and care should be taken that no body smoking comes close.

b.Do’s & don’ts in transportation

Dos: i. Always carry the following documents a.CCOE approved explosives license

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b.Legal metrology calibration certificate c.RTO documents (Vehicle registration certificate,

driving license, insurance of the vehicle) ii. Follow the designated route to the destination iii.Always be present near the truck and do not leave

unattended iv.Maintain the vehicle properly v. Follow traffic rules

Don’t: i. Park the vehicle near any source of heat ii. Jump signals / ignore zebra crossings iii. Turn the vehicle without giving signal iv. Enter “no entry” zones v. Use cell phones while driving vi. Overspeed vii. Over load the vehicle viii. Drive without wipers in rainy season ix. Consume intoxicants while driving

c. Tank truck fittings and their use

i. Cabin of the tank truck shall be of fully metal construction ii. Exhaust shall be wholly located in the front iii. Approved quality spark arrestors have to be provided on the engine exhaust and Muffler /Silencer and the same should not be cut off from the exhaust. iv. Fuel tank must be protected with stout guard v. Tank truck shall have earhing cleat welded / brazed on the Tank truck at suitable location for connecting the earthing clip. Paint shall not be put on the earthing cleat. vi. Each compartment of the tank truck has to be provided with 4 nos. of fittings / nozzles viz. Fill Pipe, Dip hatch, Emergency Valve and Pressure Valve at the top. All the 4 nozzles are encased with a Dome cover.

vii. The Dome covers to be to be properly welded and there should not be any gap between the TT top and the dome edge and any hole in the body of the dome.

viii. The locking arrangement and latch of the Dome Cover should be properly welded and the locking system is in place ix. Dip pipe should contain perforations through out its length x. The Dip pipe top mouth should be welded to the pipe and not threaded. xi. Driving license and explosives certificates should be available in the vehicle.

xii. The vehicle should always be maintained in good condition and the RTO issued fitness certificate shall always be carried.

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xiii. Facility to shut off the drain valves in case of emergency should be available.

xiv. Two fire extinguishers which are in operating condition (10 Kg & 1 Kg capacity) shall always be kept in the truck.

xv. Tank truck should have First Aid Box, Tool Box and Emergency Lighting.

xvi. There should not be any sources of ignition like candles, match box etc. in the vehicles.

xvii. The crew should be trained for hazardous nature of petroleum products, emergency procedures, emergency communication etc.

xviii. Driver should have a copy of the standing instruction and TREM card.

xix. Each compartment of Tank should be fitted with independent PV vents with minimum opening of 3 sq. cms.

xx. Vent openings should be covered with two layers of wire-mesh of size not less than 11 meshes per centimeter.

xxi. The vehicle should have a cut off master switch for electrical system.

xxii. Length of fill pipe is as per recommended design.

Safety fittings- Specific attention shall be given to the following safety fittings provided on the tank truck. Driver has to check on daily basis for the proper functioning of each of the critical equipment before loading / unloading

1. PV Valve 2. Emerency vent 3. Master valve 4. Fusible link 5. Master switch 6. Fire extinguisher 7. Flame arrestor 8. First aid kit 9. Earthing clip

d. Major road accident

If the accident is major, do not remove the vehicle before taking all safety precautions with regard to the product / persons involved. i. Should not panic. Action plan must be drawn with a cool mind and necessary steps shall be taken depending upon the gravity ii. If there is spillage of product, cordon off the area. Ensure that no member of public smokes or carries open flame iii. Inform the local police and take their help for safety and security of the vehicle. Inform fire brigade if required

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iv. Inform the owner and loading location in charge / concerned officer of HPCL. v. Arrange for safe transfer of product to a fit Tank truck after taking all safety precautions vi.Obtain medical aid and call for ambulance if required

ii. Contract workmen a.Work permit system – Hot work / cold work permit b.Electrical safety c. Accidents d. Precautions to be taken by personnel while executing the jobs

i. Security personnel. Specific emphasis to be given for handling emergencies during out of office hours ii. Contract workmen carrying out major construction jobs

iii.Contract workmen carrying out M&R jobs iv.Handling contract workmen (lubes handling, tank wagon

unloading etc)

a. Work permit system – Hot work / cold work permit

• Contractor should commence any hot work / cold work inside an installation only after the permit is issued by the location in charge.

• Area where the jobs would be carried out shall be cordoned off and fire extinguishers and other fire fighting equipment shall be kept ready.

• Personnel protective equipment recommended for nature of jobs being carried out shall be used

b. Electrical safety

i.Accidents involving electricity can cause

• Shock • Fire • Burns

ii.Depending upon the amount of current an electrical shock can cause muscle reaction, paralyze muscles, burn tissues / organs or kill

iii.Electrical spark can cause fire if ignitable vapors are available in the vicinity

iv.Electrical burns are a result of heat generated by current flowing in tissues, can be either at skin surface or in deep layers or both. They heal slowly.

v.Safe working practices for electrical equipments

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• Use only insulated and appropriate / recommended tools for the nature of job

• Do not bypass protective devices provided in the system like fuses, circuit breakers, switches etc.,

• Only qualified personnel should work on electrical equipment • All electrical equipment shall be properly earthed • Rubber mats bearing ISI shall be used

c.Accidents

a. Minor accident

If the accident is minor take action with the equipment / tools available with the truck till reaching a nearby place. i. Minor fires to be put off using the fire extinguishers ii. Accidents involving minor injuries may be treated with the medicines available in the first aid box . iii. Minor leaks to be arrested by tightening the valves or plugging the leaks with available materials like soap, m-seal etc

b. Major accident involving product leak or fire

i. Should not panic. Action plan must be drawn with a cool mind and necessary steps shall be taken depending upon the gravity ii. If there is spillage of product, cordon off the area. Ensure that no member of public smokes or carries open flame iii. Inform the location in charge iv. Arrange for safe transfer of product v. Provide first aid

d.Precautions to be taken by personnel while executing the jobs

i. Security personnel. Specific emphasis to be given for handling emergencies during out of office hours. ii. Contract workmen carrying out major construction jobs

a. Precautions while working at height b. Welding jobs c. Civil construction

iii.Contract workmen carrying out M&R jobs a. Electrical maintenance jobs b. Pipe line repairs c. Civil jobs

iv.Handling contract workmen (lubes handling, tank wagon unloading etc)

a. Sampling the product

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b..Quality controls c. Precautions while unloading tank wagons d. Handling of lube barrels / cartons

Note : 1. While an exhaustive list of topics have been given above, topics may be added / deleted before finalization of the course content. In case, during the roll out, if HPC is required to alter / modify the list necessitated due to change in policies / operational requirements, agency shall incorporated such changes at no extra cost. 2. HPCL shall provide broad guidelines. Training agency would develop the training module as per guidelines given and mutual consultations with HPC. Finalized training modules should be approved by HPCL.

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Attachment 2

Locations to be covered for conducting training programs

Furnished below is the list of locations for conducting the training programs.

Cum Sl No

S No Zone Location Approx no. of TT crew

Approx no. of contract workmen

1 1 EZ Rourkela IRD 56 12 2 2 EZ Tatanagar 80 31 3 3 EZ Dhanbad 108 27 4 4 EZ Rajbandh 182 20 5 5 EZ Somnathpur(Balasore) 64 26 6 6 EZ Budge Budge I 88 111 7 7 EZ Haldia 200 59 8 8 EZ Budge Budge Ii 120 11 9 9 EZ Paradeep 132 60 10 10 EZ Cuttack 46 29 11 11 EZ Semliguda 22 8 12 12 EZ Siliguri 26 16 13 13 EZ Ranchi Rd. 90 33 14 14 EZ Betkuchi(Guwahati) 70 57

15 15 EZ Maurigram(Howrah

district) 60

16 16 EZ Bilaspur 94 14 17 17 EZ Mandir Hasaud(Raipur) 154 44

18 1 NZ Shakurbasti/Bijwasan/

Bahadurgarh 184

Shakurbasti 39 Bijwasan 19 Bahadurgarh 53

19 2 NZ Ambala 58 8 20 3 NZ Rewari 164 13 21 4 NZ Panipat 366 14 24 5 NZ Jammu 258 13 25 6 NZ Hissar 16 10 26 7 NZ Bathinda 182 17 27 7 NZ Shogi 50 4 28 8 NZ Jallandhar 190 13 29 9 NZ Sangrur 260 15 30 10 NZ Nalagarh 114 10 31 1 SZ Tirunelveli 71 21 32 2 SZ Kappalur(Madurai) 70 34 33 3 SZ Irugur(Coimbatore) 104 31 34 4 SZ Chennai 348 71 35 5 SZ Irumpanam(Kochi) 385 35

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36 6 SZ Elathur 80 19 37 7 SZ Karur 46 38 8 SZ Cassimod BO TER 60 17 39 9 SZ Narimanam CBMT 34 40 10 SZ Trichy Depot 30 10 41 11 SZ Sankari Depot 100 42 12 SZ Kochi Top 70 43 13 SZ Cochin Term. 85 33 44 1 NWZ Ajmer 90 10 45 2 NWZ Palanpur 206 25 46 3 NWZ Rajkot 80 10 47 4 NWZ Jamnagar 66 48 5 NWZ Nandesari 114 32 49 6 NWZ Kandla 166 22 50 7 NWZ Hazira 82 10 51 8 NWZ Udaipur 242 22 52 9 NWZ Jaipur 114 47 53 10 NWZ Hanumangarh 48 12 54 11 NWZ Salawas(Jodhpur) 238 18 55 12 NWZ Bharatpur 96 20 56 1 SCZ Ghatkesar(Hyderabad) 240 110 57 2 SCZ Kakinada 22 30 58 3 SCZ Cuddaph 68 16 59 4 SCZ Hassan 460 56 60 5 SCZ Nandur(Gulbarga) 42 15 62 6 SCZ Rajahmundry 138 35 63 7 SCZ Visakhapatnam 360 119 64 8 SCZ Guntakal 80 22 65 9 SCZ Vijayawada 240 184 66 10 SCZ Suryapet 14 38 67 11 SCZ Ramagundam 24 21

68 12 SCZ Devangonthi(near

Bangalore) 122 37

69 13 SCZ Mangalore 296 80 70 14 SCZ Desur(Belgaum) 26 12 71 15 SCZ Navalur(Hubli) 72 10 72 1 WZ Panewadi(Manmad) 270 47 73 2 WZ Khapri(Nagpur) 108 18 74 3 WZ Gaigaon(Akola) 66 19 75 4 WZ Pakni(Solapur) 66 10 76 5 WZ Hazarwadi 86 24 77 6 WZ Bhitoni(Jabalpur) 66 15 78 7 WZ Sagar 48 13 79 8 WZ Nishatpura(Bhopal) 116 19 80 9 WZ Rairu(Gwalior) 54 17 81 10 WZ Manglia(Indore) 204 24 82 11 WZ Mahul Terminal 500 40 83 12 WZ Vashi Terminal 340 89

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84 13 WZ Wadala-I 182 112 85 14 WZ Loni Terminal 444 55 86 15 WZ Sewree 50 21 87 16 WZ Vasco Terminal 170 31 88 1 NCZ Barauni 282 22 89 2 NCZ Baitalpur(Gorakhpur) 94 26 90 3 NCZ Amousi(Lucknow) 150 28 91 4 NCZ Gonda 30 18 92 5 NCZ Mughalsarai 100 27 93 6 NCZ Roorkee 84 15 94 7 NCZ Najibabad 70 19 95 8 NCZ Punpun/Patna 130 12 96 9 NCZ Allahabad Top 62 97 10 NCZ Aonla(Bareilly) 38 22 98 11 NCZ Mathura 220 32 99 12 NCZ Haldwani 84 10

100 13 NCZ Meerut 36 14 101 14 NCZ Panki(Kanpur) 84 102 15 NCZ Karari(Jhansi) 44 19

Number of Tank truck crew and contract workmen at each location is indicative and are subject to under go minor variation. Actual strength at the time of conducting program shall be considered for arriving at the number of programs to be conducted.

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Attachment – 3 CONFIDENTIALITY AGREEMENT THIS AGREEMENT made at ______________ this __________ day of 2007 between Hindustan Petroleum Corporation Limited, a Company registered under the Companies Act,1956, having its Registered Office at Petroleum House, 17 Jamshedji Tata Road, Mumbai-400 020, hereafter referred to as the Corporation (which expression shall unless excluded by or repugnant to the context be deemed to include its successors and permitted assigns) of the First Part AND “XYZ”, a company registered under the Companies Act, 1956, having its Registered Office at ___________________________Hereinafter referred to as “XYZ” (which expression shall unless excluded by or repugnant to the context be deemed to include its successors and permitted assigns) of the Second part. WHEREAS A. HPCL is inter –alia in the business of refining and marketing of petroleum products in India. B. HPCL interested to conduct training programs for their Tank truck

crew and contractor workmen at various Terminal / Depots across India. HPCL has approached “XYZ” who are rendering their services in similar area to different companies.

C. HPCL after following a tendering process have engaged the services of

“XYZ” and a Purchase Order / Contract / Agreement outlining the terms and conditions was issued by HPCL on “XYZ”

D. Consequent to the Contract/Agreement, the parties are entering into this Confidentiality Agreement to establish and set forth the obligations in

respect of confidential information. NOW IT IS AGREED BETWEEN THE PARTIES HERETO AS FOLLOWS: Under the job of Training programs for tank truck crew and contract workmen at various Terminal /Depots, “XYZ” is conducting Training programs for tank truck crew and contract workmen at various Terminal /Depots. The documents relating to conducting the Training programs for tank truck crew and contract workmen at various Terminal /Depots across India, collectively referred to as “Documents” shall be confidential. The documents /reports/data shall be the property of HPCL. “XYZ” shall not disclose or part with the contents on the Paper/electronic media or extracts or information or the documents to any third party or person or competitors of HPCL in any manner whatsoever. “XYZ” agrees that the breach of the provision of this

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agreement will cause HPCL irreparable damage for which recovery of money damages would be in adequate and that “XYZ” would be held liable for exemplary compensation/ damages/ other reliefs under law in case of any such breach. 1. “XYZ” their personnel/employees/associates may during the course of

their association with HPCL have access to proprietary information of HPCL, subject to discretion of HPCL, which could be confidential, classified, restricted or secret (collectively called confidential). “XYZ” undertakes that they and their personnel/employees/associates shall at all times protect the confidentiality of such information. Any confidential information disclosed by HPCL, irrespective of whether they are marked confidential or not, shall be treated by “XYZ’ as confidential. “XYZ” shall use the same standard of care in the storage, transportation, handling of confidential information as it normally uses in respect of its own proprietary data so as to prevent theft, unauthorized copying or unauthorized disclosure of the confidential information. “XYZ” undertakes (i) not to disclose, sell, trade, publish or otherwise disclose such confidential information including by means of photocopy or any reproduction and/or discuss the same with any third party except their own duly authorized employees, officers or directors, as are strictly necessary to evaluate the confidential information for the purpose; (ii) not to take copies of confidential information disclosed to them by HPCL without the prior consent of HPCL; (iii) maintain a written record of the confidential information and of the whereabouts at all times of such confidential information and such record shall be made available to HPCL on their request.

Not withstanding the foregoing, “XYZ” may disclose confidential information or relevant part of it, to the extent that:

A. At the time of its disclosure in the public domain as evidenced by printed publication or otherwise.

B. Can be shown by conclusive written evidence as being already in

party’s possession at the time of its disclosure, and

C. Was disclosed to “XYZ” by a third party and such disclosure by third party was rightful.

3. “XYZ” shall promptly return all confidential information given to it by

HPCL and shall promptly retrieve and return all such information given to any person. The confidential information shall include any and/or all copies in the possession or under the control of “XYZ”.

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4. The provisions regarding the period of this agreement, the law applicable, dispute resolution, jurisdiction and notice shall be the same as provided in the Purchase Order/Contract, provided however, the obligation of “XYZ” and to their computers, records, storage rooms, etc to verify that this agreement is complied with.

IN WITNESS WHERE OF the Authorized representatives of the parties have set and subscribed their respective hands the day and year first written above. SIGNED AND DELIVERED For and on behalf of HPCL By the within named _______________________ In the presence of SIGNED AND DELIVERED For and on behalf of “XYZ” By the within named ________________________ In the presence of

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Attachment - 4

��

�

Separately attached

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Attachment -5 SPECIMAN BANK MANDATE PARTY’S LETTER HEAD TO : Hindustan Petroleum Corporation Limited, Thalamuthu Natarajan Bldg., 4th floor, Post box. No. 3045, 8, Gandhi Irwin road , Chennai -600008. Dear Sirs, The following is a confirmation / updation of my Bank account details and I hereby affirm my / our choise to opt for payment of amount due to me / us under various contracts thry Electronic mode. I understand that Hindustan Petroleum Corporation Limited also reserves the right to send the payments due to me / us by a cheque / Demand Draft Banker’s Cheque or Electronic mode. A. SUPPLIER / CONTRACTOR DETAILS : 1. Transporter Name 2. Transporter Code 3. Transporter Address 4. Controlling Office Name 5. PAN NO. 6. E-mail ID B PARTICULARS OF BANK ACCOUNT 1. Bank Name 2. Branch Name and Branch Code 3. Bank Address 4. 9 Digit MICR No. Of Bank and Branch as appearing in cheque 5. Account type 6. Account Number 7. IFSC Code of Branch (for RTGS) 8. IFSC Code of Branch (for NEFT) I hereby confirm that the particulars given above are correct and complete and also undertake to promptly advise any changes to the above details to HPCL. If the transaction is delayed or not effected for reasons of incomplete or incorrect informtion or banking delays, I shall not hold Hindustan Petroleum Corporation Limited responsible. I also agree for printing of the bank details on the cheque or DD if the payment is effected by Cheque / DD.

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Name ( in capital ) of Transporter :

Signature of the Authorised person : Official Rubber Stamp : Date : Name of Bank Official : Signature of Authorised Bank Official : Official Rubber Stamp : Date : Note : 1. Bank details to be confirmed by the Banker. Such confirmation shall be duly signed and Stamped by the Banker. 2. Please enclose cancelled / photocopy of a cheque.