Date : 07.10.2013 CORRIGENDUM-1 CRFQ 1000195525, System No : 12604 ANNUAL RATE CONTRACT FOR SUPPLY OF SPIRAL WOUND GASKETS FOR BPCL – MUMBAI REFINERY and KOCHI REFINERY.. 1) Please find enclosed herewith specification No. AES 3564 Rev.3 for Spiral Wound Gaskets. 2) Please find enclosed herewith list of offices for Third Party Inspection agency (TPI) M/s Certification Engineers International Ltd. (CEIL). This is for your information and to quote the correct percentages i.e. 2.5% or 5% based on the distance between place of Inspection/ manufacturing facilities w.r.t . CEIL office/ Regional office. 3) Please find enclosed herewith Business Rules for On-line Reverse Auction. You are requested to accept with sign, stamp and attach alongwith technical bids. All the other tender terms and conditions remains unchanged. ---------- -------------------------------------------xxxxxxxx----------------------------------------------------------
Transcript
Date : 07.10.2013
CORRIGENDUM-1
CRFQ 1000195525, System No : 12604
ANNUAL RATE CONTRACT FOR SUPPLY OF SPIRAL WOUND GASKETS FOR BPCL –
M/s. Phone No. : Fax No. : Company Website: Intimated later
Date & Time of Auction
Auction Date : Will be intimated later Online Reverse Auction Time : Will be intimated later (**Limited/ Unlimited extensions ) Auction Website: Will be intimated later
Documents Attached
1) Business rule for reverse auction 2) Terms & conditions of reverse auction 3) Online Reverse Auction Schedule (Appendix – I) 4) Process Compliance Statement (Appendix – II) 5) Price Confirmation (Appendix – III) 6) Contact Information
SPECIAL INSTRUCTIONS
Bidding in the last minutes and seconds should be avoided in the bidders own interest. Neither BPCL nor Service Provider will be responsible for any lapses / failure on the part of the bidder, in such cases.
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GENERAL TERMS & CONDITIONS
Against this Enquiry for the subject item/system with detailed scope of supply as per our specification, BPCL, CPO Refineries, Mumbai may resort to “Online Reverse Auction Mode” i.e. ONLINE BIDDING on INTERNET.
1. For the proposed Reverse Auction, technically and commercially acceptable bidders only shall be eligible to participate.
2. BPCL has engaged the services of a Service Provider, who will provide all necessary training and assistance before commencement of on line bidding on Internet.
3. BPCL will inform the bidders in writing, the details of the Service Provider in case of Reverse Auction, so as to enable them to contact the Service Provider and get trained.
4. Information like the Business rules, Reverse Auction event date, time, start price, bid decrement, extensions, etc. also will be communicated through the Service Provider for the compliance of the bidders.
5. Bidders have to email a scanned copy of the Process Compliance Form (Appendix - II) in the prescribed (provided by service provider) before start of Online Reverse Auction. Without this Compliance form, the bidders will not be eligible to participate in the online event.
6. BPCL will provide the calculation sheet (e.g.: EXCEL sheet) which will help to arrive at “total effective Cost to BPCL” for each the bidders to enable them to fill-in the price and keep it ready for keying in during the Reverse Auction.
7. Online Reverse Auction will be conducted on schedule date & time.
8. At the end of Reverse Auction event, the lowest bidder value will be known on the network for each item at each location.
9. The lowest bidder has to email a scanned copy of the price break-up duly signed, filled in prescribed format (as per BPCL’s price excel sheet format), as provided on case-to-case basis, to BPCL through Service Provider within 24 hours of the Reverse Auction without fail.
10. Any variation between the on-line bid value and signed document will be considered as sabotaging the tender process and will invite disqualification of bidder to conduct business with BPCL as per prevailing procedure.
11. Bidders shall note that in case BPCL conducts the Reverse Auction and finalizes this tender, the Sealed Priced-Bids submitted with the offer will not be opened.
12. In case BPCL decides not to conduct Reverse Auction, the Sealed Priced-Bids submitted with the offer, along with price impacts (if any) already available with BPCL, shall be opened as per BPCL standard practice for finalization of the tender.
13. Similarly, if for any unforeseen reason the Reverse Auction is conducted by BPCL for this particular tender and the results are found to be inconclusive by BPCL, then BPCL may open the Sealed Priced-Bids submitted with the offer, along with price impacts (if any) already available with BPCL, and finalize the tender as per BPCL standard practice.
14. Only those vendors, who submit their Process Compliance Form, will be eligible to participate in the Online English Reverse Auction.
15. The Reverse Auction will be treated as closed only when the bidding process gets closed in all respects for the items listed in the tender.
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MODALITY FOR FINALIZATION OF THE PROCUREMENT BPCL may finalize the procurement of the item against this Tender through online Reverse Auction mode. BPCL shall make arrangement with. (Name of the Service Provider), who shall be BPCL’s authorized Service Provider(SP) for the same. Please go through the guidelines given below and submit your acceptance to the same along with your Commercial Bid. 1. Computerized reverse auction shall be conducted by BPCL, on pre-specified date, while
the vendors shall be quoting from their own offices / place of their choice. Internet connectivity & other necessary requirements like power backup etc. shall have to be ensured by vendors themselves. In order to ward-off such contingent situation where the vendors are not able to bid for any of the above reason, they are requested to make all the necessary arrangements / alternatives whatever required so that they are able to circumvent such situation and still be able to participate in the reverse auction successfully. Failure of power / problem in Internet connectivity at the premises of vendors during the Online Reverse auction cannot be the cause for not participating in the reverse auction. On account of this, the time for the auction cannot be extended and neither BPCL nor SP is responsible for such eventualities.
2. Service provider shall arrange to train your nominated person (s), without any cost to you. They shall also explain you, all the Rules related to the Reverse Auction / Business Rules to be adopted along with the calculation sheet in excel format. You are required to give your compliance on it at least 24 hours before the start of bid process.
3. Material for Bid: Respective CRFQ No._____
4. Starting price & Bid Decrement: The start price applicable in the Online Reverse Auction for described item shall be visible to all bidders on their screen. (i.e. Starting basic Cost and bid decrement value will be displayed). This start price will be derived through BPCL’s internal estimation processes.
5. Bidding Currency & Unit of Measurement: Bidders will enter price in their respective currency while evaluation will be conducted in Indian Rupees (INR) & the Unit of Measurement will be per Meter The price bid placed during the Online Reverse Auction shall be the price of respective CRFQ.
6. Bid Price: The Bidder has to quote as per excel sheet provided by BPCL.
The bidders are requested to note that the ranking would be generated on the condition that the bid submitted by the bidder is confirming to the Starting price & Minimum Decrement Value.
Calculation sheet in excel format to arrive at the Total Effective Cost to BPCL will be provided by Service provider.
7. The technical & commercial terms are as per respective CRFQ , Vendors’ technical and commercial bid and subsequent correspondences between BPCL and the vendors regarding commercial terms & conditions.
8. Validity of Bids: As per BPCL respective CRFQ doc. & agreed terms 9. Delivery: As per BPCL Respective CRFQ doc. & agreed terms
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10. At the end of the reverse auction, bidder has to provide a detailed break-up (as per BPCL’s price excel sheet format) to SP for his lowest accepted offer quoted during the Online Reverse Auction within 24 hours of the completion of the Online Reverse Auction.
11. Procedure of Online Reverse Auctioning:
i. Online English Reverse Auction: BPCL will declare its Start price, which shall be visible to the all vendors during the start of the Online Reverse Auction on their respective bidding screens. Please note that the start price of Online Reverse Auction is open to all the participating bidders. Any bidder can start bidding, in the Online Reverse Auction; from the start price itself. On submission of the bid, the rank would be generated for the item. Also, please note that the first online bid that comes in the system during the Online Reverse Auction can be equal to the auction's start price, or lesser than the auction's start price or by at least one decrement, or lesser than the same. The second online bid for any particular item and onwards which the bidder submits will have to be lesser than the respective bidder’s previous bid by at least one decrement value, or lesser than the same. Decrement in multiple would be “No”.
ii. Online English Reverse Auction shall be for a period of 45 minutes. If a bidder places a Bid in the last 5 minutes of Closing of the Auction, the auction shall get extended automatically for another 5 minutes. So, reverse auction will be continued till bid comes in last remaining 5 min. In case, there is no Bid in the last 5 minutes of closing of Auction, the Auction shall get closed automatically without any extension.
iii. After the completion of Online Reverse Auction, the Closing Price shall be available for further processing.
12. Successful vendor shall be required to submit the final prices, quoted during the Online
Reverse Auction, as per BPCL’s price excel sheet format, after the completion of Auction to SP, within 24 hours of the reverse auction, duly signed and stamped on their letterheads as token of acceptance without any new condition other than those already agreed to before start of auction. The Original Copy of the Price Breakup (as per excel sheet) & Price Confirmation (appendix III) should be submitted to the Service provider within 3 days of the completion of the Online Reverse Auction.
13. During the Online Reverse Auction, if no bid is received in the auction system / website
within the specified time duration of the reverse auction, then BPCL at its discretion, may decide to revise the auction's Start Price / scrap the online reverse auction process / proceed with the conventional mode of tendering / any other method as deem fit. The decision of BPCL in this regard will be final & binding on all the vendors.
14. Your bid will be taken as an offer to supply. Bids once made by you, cannot be
cancelled / withdrawn and you shall be bound to supply as mentioned above at your final bid price. Should you back out and not supply as per the rates quoted, BPCL shall take action as appropriate.
15. Login Name & Password: Each Bidder is assigned a Unique User Name & Password by
Service Provider. You are advised to change the Password and edit the information in the Registration Page after the receipt of initial Password from Service provider to ensure confidentiality. All bids made from the Login ID given to you will be deemed to have been made by your company
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16. Visibility to the Bidder: The respective bidder will be able to view the following on their screen along with the necessary fields in the Online Reverse Auction:
a. Bid Placed by you. b. Your Own Rank. c. Start Price & Minimum Bid Decrement value. d. Least Effective Cost(L1) of reverse auction quoted by the bidder
17. Lowest Bid of a Bidder: In case the bidder submits more than one bid, the lowest accepted bid will be considered as the bidder’s final offer to execute the work.
18. At the end of the Reverse Auction, BPCL will decide upon the successful bidder. BPCL’s
decision on award of Contract shall be final and binding on all the Bidders. 19. BPCL shall be at liberty to cancel the Online Reverse Auction process / tender at any
time, before ordering, without assigning any reason. 20. Other terms and conditions shall be as per your techno-commercial offers and other
correspondences till date. 21. You are required to submit your acceptance (Process Compliance Form – (Appendix – II))
before participating in the reverse auction.
22. Auction shall be on final bid basis without consideration of e-sealed price bid
submitted by you in e-bid system. All other terms and conditions shall be as per
the RFQ/ Offer/As agreed upon.
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BIDDERS TO SPECIFICALLY NOTE
1. The Bidder shall not involve himself or any of his representatives in Price manipulation of any kind by directly or indirectly communicating with other suppliers / bidders.
2. The Bidder shall not divulge either his Bids or any other exclusive details of BPCL to
any other party.
3. BPCL’s decision on award of Contract shall be final and binding on all the Bidders. Conducting Online Reverse Auction is not binding on BPCL for ordering. BPCL reserve the right for ordering & May / may not order for any / all the lot for which reverse auction is being held.
4. BPCL along with Service provider can decide to extend, reschedule or cancel
Auction. Any changes made by BPCL and / or the Service Provider, after the first posting will have to be accepted if the Bidder continues to access the site after that time.
5. BPCL & Service provider shall not have any liability to Bidders for any interruption
or delay in access to the site irrespective of the cause.
6. BPCL & Service provider are not responsible for any damages, including damages that result from, but are not limited to negligence.
7. BPCL & Service provider will not be held responsible for consequential damages,
including but not limited to systems problems, inability to use the system, loss of electronic information etc.
N.B.
- All the Bidders are required to submit the Process Compliance Form (Appendix - II) duly signed to the Service Provider, at least 24 hours before the auction date. After the receipt of the Process Compliance Form, Login ID & Password shall be allotted to the suppliers (bidders).
- All the bidders are requested to ensure that they have a valid digital certificate well in advance to participate in the online event. Under no circumstances will the bidders be allowed to participate in the online event without Digital Certificate.
- After the completion of the Auction event, all the Bidders have to submit the Price
Break-up (as per BPCL’s price excel sheet format) within 24 hours of the reverse auction to the Service Provider for further proceedings.
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APPENDIX – I The List of Items to be procured along with the Auction Start Time & Close Time is as follows: Item Description: Respective CRFQ No..
Date: - Will be intimated later.
Description Start Time End Time
CRFQ No.
** Auto Extensions as applicable
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APPENDIX – II
PROCESS COMPLIANCE FORM (The bidders are required to print this on their company’s letterhead, sign & stamp before emailing a scanned copy)
To, Service Provider Sub: Agreement to the Process related Terms and Conditions for the Reverse Auction Dear Sir, This has reference to the Business Rules and Terms & Conditions for the Online Reverse Auction mentioned in this document for respective CRFQ for supply of….. This letter is to confirm that:
1) The undersigned is authorized representative of the company. 2) We have studied the Commercial Terms and the Business rules governing the Reverse
Auction as mentioned in your letter and confirm our agreement to them. 3) We also confirm that we have taken the training on the auction tool and have
understood the functionality of the same thoroughly. 4) We have studied the calculation sheet carefully as per our offer submitted to BPCL. We
also confirm that we will email a scanned copy or fax the price break-up of our online quoted price, within 24 hours of the reverse auction, as per BPCL’s price excel sheet format.
5) We confirm that we will send the Original copy of the Price Breakup to Service provider within 3 working days of the completion of the Online Reverse Auction.
6) We, hereby, confirm that we will honor the Bids placed by us during the Online Reverse Auction process.
7) We also confirm that we will accept our Rank / Position that will be displayed when the Bidding Time is over of the Online Reverse Auction.
8) We confirm that we have changed the password on the auction website after first log in.
9) We also confirm that we have a valid digital certificate issued by a valid Certifying Authority.
With regards, Signature with company seal Name –Company / Organization – Designation within Company / Organization – Address of Company / Organization –
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APPENDIX – III
PRICE CONFIRMATION (The bidders are required to print this on their company’s letterhead, sign & stamp before emailing a scanned copy)
To, Service provider Sub: Final price quoted during Online Reverse Auction and Price Break up Ref: respectiva CRFQ No. for supply of…. Dear Sir, We confirm that we have quoted for CRFQ No. for supply of…. As detailed below.
CRFQ Item No. & Description Quoted Basic Value of the material Effective Cost of Material
as our prices during the Online Reverse Auction conducted on : The detailed price break-up as per the BPCL excel sheet format enclosed. Thanking you and looking forward to the valuable order from BPCL. Yours sincerely, For _________________ Name: Company: Date: Seal:
