HINDUSTAN PETROLEUM CORPORATION LIMITED -...

Hindustan Petroleum Corporation Limited GGSR Products Evacuation Project

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HINDUSTAN PETROLEUM CORPORATION LIMITED (A GOVERNMENT OF INDIA ENTERPRISE)

INVITATION TO BID (ITB)

THRU

NATIONAL COMPETITIVE BIDDING NOTICE (NCBN)

ITB No.- 8000084-HD-10129/JR dated 20/03/2009

FOR

ENGINEERING AND PROJECT MANAGEMENT

CONSULTANCY FOR RECEIPT STORAGE CUM

DESPATCH TERMINAL

OF

GURU GOBIND SINGH REFINERY

PRODUCTS EVACUATION PROJECT

(GGSRPEP)

VOLUME III

SCOPE OF WORK


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VOLUME III

SCOPE OF WORK

A. GENERAL

B. SCOPE OF BASIC DESIGN

C. SCOPE OF DETAILED ENGINEERING

D. EPMC SERVICES IN PROCUREMENT AND MATERIALS

MANAGEMENT OF MATERIALS AND EQUIPMENTS

E. SCOPE OF PROJECT MANAGEMENT SERVICES

F. EXCLUSIONS FROM CONSULTANT’S SCOPE OF WORK


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A. GENERAL

a) Definition of “Project” :

The word “Project” appearing in Scope of Work shall mean “Receipt Storage cum

Despatch Terminal of GGSR Products Evacuation Project” comprising of product

receipt facilities from GGSR, Storage tanks, product feeding facilities up to the booster

pumps of the pumping station of the cross country pipelines, allied facilities etc., at

Raman Mandi, Bhatinda, India unless the context otherwise requires.

b) Project Implementation Strategy :

The PROJECT IMPLEMENTATION STRATEGY developed for the Receipt Storage

cum Despatch Terminal of GGSR Products Evacuation Project, is based on a basic

philosophy that Engineering and Project Management Consultant will be appointed to

manage and control all aspects of the Project execution on behalf of Owner. The

Consultant will be responsible for all project activities to a small group of Owner’s

executives.

c) Capacity Expansion :

While designing various facilities provision shall be kept by Consultant for future

expansion.

d) Battery Limits :

The following battery limits for EPMC are applicable for the Receipt Storage cum

Despatch Terminal of GGSR Products Evacuation Project:

Raman Mandi Receipt Storage cum Deapatch Terminal will receive petroleum

products through dedicated pipelines lines from Guru Gobindh Singh Refinery

Limited. The product will be received in the storage tanks, tested an accounted for

before dispatch to the booster pumps of the pumping station that will feed the to the

cross country pipelines. The receipt and dispatch battery limits(BL) are as follows:

Start of BL: - Last delivery flange of product transfer pumps of GGSR for feeding

of petroleum products from GGSR offsite tanks to the project.

End of BL: - Inlet flange of Booster pumps of the pumping station of the project for

feeding products to the cross country pipelines.

e) Integration of facilities :

Software / hardware used for various Automation systems of the Project like Tank

Farm Management System, Terminal Automation System, fire fighting

automation system etc. shall be compatible with that of the GGSR pumping system

(for product receipt) and Turnkey Instrumentation System of dispatch pumping station

of the cross country pipelines being provided at the Raman Mandi. Coordination with


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respective vendors/consultants of GGSR/ Despatch pumping station shall be maintained

by the vendor for ensuring compatibility of Receipt storage cum Despatch Terminal

Automation and proposed Instrumentation, SCADA & APPS System of pipelines of

GGSRPEP & that of GGSR Transfer pump house.

f) Standardisation of Equipments / Instruments :

As far as possible, Consultants for GGSR Products Evacuation Project shall endeavor

to standardize type of equipments / instruments being considered in various pipeline

stations.

g) Completion Schedule : 15 Months from the date of PO/FOA


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VOLUME III

(SCOPE OF WORK)

B. SCOPE OF BASIC DESIGN :

1.0 - Brief project Description.

2.0 - Facilities.

3.0 - Scope of Work.

4.0 - Design Standards.

5.0 - Studies to be performed.

6.0 - Design Reviews.

7.0 - Document Requirements.


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1.0 BRIEF PROJECT DESCRIPTION

GENERAL:

HPCL proposes to construct a multi-product Petroleum Receipt Storage cum Despatch

Terminal in the eastern side of Hindustan Mittal Energy Ltd.’s (HMEL) Guru Gobind

Singh Refinery (GGSR) at Raman Mandi near Bhatinda, Punjab, India. Finished white

oil products refined by GGSR will be received, stored and dispatched from the terminal

by laying 2 cross country petroleum product pipelines from the dispatch pump station

put up within the Terminal at Raman Mandi, Bhatinda in Punjab. One pipeline

originates from Raman Mandi dispatch pump station and terminates at HPCL’s existing

Bhatinda Depot. HPCL is exploring the possibility of extending this pipeline upto

Sangrur in future. Second pipeline originates from Raman Mandi dispatch pump station

and terminates at HPCL’s existing Bahadurgarh terminal in Haryana. The refined

petroleum products proposed to be received stored and dispatched thru the pipelines

are mainly two grades of Motor Spirit, two grades of High Speed Diesel, Superior

Kerosine Oil, Aviation Turbine Fuel etc. The consultant needs to review the flexibility

of receiving storing and dispatching other petroleum products, like Naptha in future.

Owner has completed the Detailed Feasibility Study for receipt cum storage terminal at

Raman Mandi for GGSR Products Evacuation Project and has appointed EMPC for the

Despatch pump station and the cross country pipelines. The DFR reports will be made

available to the successful bidder, upon award of contract. If required, consultant to

interact with the DFR consultant for any clarification on the DFR. The same can be

taken as a basis for further review and progress of EPMC job.

2.0 FACILITIES:

The information provided below is meant for general guidance only. The facilities to be

provided shall be firmed up by Consultant with Owner during the implementation of

work.

2.1 GENERAL:

The receipt storage cum dispatch terminal project shall have all required facilities for

receipt, storage and end to end connectivity to pipeline pumping station. The terminal

facilities shall include the storage tanks, product circulating pumps, internal pipelines

for receipt and despatch, fire fighting system, automation, administrative building,

amenity building, engineering stores and warehouse, roads and drains, electrical and

motor control center, electrification, yard lighting, effluent treatment plant, Green belt,

telecommunication system etc. The brief details of the storage cum dispatch station at

Raman - Mandi are elaborated hereunder:

Storage Tanks: Atmospheric Floating roof vertical steel storage tanks, sump tanks of

various diameter and capacity are proposed to be installed in the terminals/ installation.

It is proposed to handle 7 grade of products. Total indicative storage capacity of Raman

Mandi Terminal is @ 2.6 Lakh KL.


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Circulating Pumps: Circulating pumps coupled with FLP motors are to be installed in

the pump house. Pumps and pipelines of adequate capacity to be selected based on the

detailed design.

Internal Piping : All Product Piping inside the terminal, manifolds etc. with product

colour coding to differentiate among and from fire water, service water etc.

Fire fighting System: Entire installation shall be covered with fire fighting pipeline

and fire fighting system as per OISD - 117.

Automation System: The storage Terminal shall be fully automated. PLC based

automation is envisaged for terminal which shall cover automation of the oil

receipt/exchange pits, tankfarms, tank and pump valves, operation of fire fighting

system and security system. The system shall be compatible for interfacing with JD

ERP Software that is in use by the owner for product accounting.

Office and other amenity buildings: Office, security room, canteen, workers’ change

room, lab, lube godown, engineering store, MCC room, DG room, fire pump house,

product pump house& any other building/ structures are to be constructed at Raman

Mandi Marketing Terminal.

Roads and Drains: Entire installation shall be covered with roads and drains for proper

water drainage. Separate drains will be constructed for oily water, storm water surface

drains etc.

Oil Water Separator: Oil Water Separator of required capacity to be installed to treat

the effluents/ oily water as per the PCB requirement. The oily water drain shall be

exclusive, closed u/g type covering all areas handling oil where spillage is anticipated.

Electrification: Electrification system to be designed and provided as per the Central

Electricity Rules. There shall be provision of DGs of adequate capacities as standby

power source. Electrification system will consist of receipt of HT power (including

transmission lines from the nearest substation) & distribution within the terminal and

around it.

Green Belt Development: Adequate green belt to be developed in the installation as

per the requirement of the local PCBs and MOEF. Installation also to have adequate

numbers of Lawns, green patches, flower beds, trees/ bushes etc.

Communication system: Entire Receipt Storage cum Despatch Terminal shall be

covered by telecommunication system, internal and external telephone/paging system

and VHF sets. All the three systems shall be interconnected for prompt effective and

efficient communication.

Integration with Turnkey Instrumentation: At all Pumping/Tap

off/Receiving/Exchange pit stations and other places where ever Interlock logics are

required for both product pumping operations and Electric substation operations, PLC

based turnkey instrumentation systems will be installed (thru other EPMC engaged by

the owner) for pipelines. The local station controls thus installed need to be integrated

with the turnkey instrumentation system of the pipeline section.


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3.0 SCOPE OF WORK

Consultant shall deploy qualified personnel to carry out Basic/Detailed design and

Engineering of individual facilities to enable Consultant prompt action on procurement

of material / equipment and finalisation of specifications for works contracts. While

doing so, Consultant shall ensure proper integration of all Project facilities. The scope

of work shall include but not be limited to the following:

The scope of work is divided mainly under following heads but not limited to the

following:

� Conceptualization, Basic/Detail design and Engineering.

� Architectural services for Buildings, layouts, drawings & other civil works.

� Designing of Atmospheric tanks to API-650 and IS 803 standards, internal

pipelines, various buildings, mechanical structures, electrical equipments site

grading , roads, storm water disposal, sewerage water disposal, green belt

development, fire fighting facilities.

� Designing and providing automation system, turnkey instrumentation and

communication system.

� Specifications & preparation of the material required / tenders/ MTOs

� Procurement of the material, equipments& systems

� Floating and finalizing various tenders and material requisitions

� Execution of the work orders, purchase requisition, expediting, inspection, receipt

/issue and handling of the materials and systems

� Monitoring controlling and expediting progress.

� Job Supervision, quality assurance & quality control.

� Implementation of SHE requirements for "Zero Accident".

� Implementation of all requirements pertaining to engagement of contract labour and

providing details required by the owner from time to time.

� Measurement of jobs executed, maintaining owner supplied C.T. registers in

addition to consultants own registers, prompt and timely releasing of

contractors/vendors bills for executed jobs.

� Proper co-ordination with owner , its consultant/s , suppliers, contactors, outside

agencies.

� Assist owner during the pre- commissioning & commissioning including preparing

and submissions of operational manuals.

� Closing the purchase orders, releasing final bills & submission of as built drawings

& other documents.

3.1 Basic/Detailed design and engineering:


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Consultant shall deploy qualified personnel to carry out Basic/Detailed design and

Engineering of individual facilities to enable Consultant finalize specification and take

prompt procurement/ contracting action for material / equipment and works. While

doing so, Consultant shall ensure proper integration of all Project facilities.

3.2 Preparation of process package covering the following items:

1. Design basis

2. P&IDs.

3. Process Flow Diagram.

4. Equipment list and process data sheets.

5. Instrument list and data sheets.

6. Utilities requirement and their specifications.

7. Material specifications.

8. Operation, maintenance and control philosophy

Midway through Basic Design, the Consultant shall advise Owner the requirement of

Permanent Power and Water for operating the facilities to enable owner organize the

same before or co-terminus with the facilities.

4.0 DESIGN STANDARDS

The following design standards shall be used as a minimum in the Scope of work :

4.1 Indian Standards:

Oil Industry Safety Directorate (OISD)

Tariff Advisory Committee (TAC)

Indian Boiler Regulations (IBR)

Bureau of Indian Standards (BIS)

(In case of conflict among Indian standards or with International standards, owner shall

be consulted for deviations which in Consultant’s opinion have cost impact.)

4.2 International Standards:

ANSI

ASME

ASTM

API

OCIMF

ISA

NACE

4.3 Owner supplied Standards/ Documents:

The following Owner supplied design standards/documents shall, in addition to the

above, form the basis of the work:

1. Detailed Feasibility Reports (to be used as a guide).


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2. Petroleum Product specifications.

3. Contour Survey / Soil Investigation report for the proposed area.

4. Purchase manual/ Operation manual / QC and other manuals / circulars / stipulations /

policies , if required will be provided to the successful vendor .

5.0 STUDIES TO BE PERFORMED

The following process and engineering studies are to be performed as a part of the

Work :

1.. Internal Pipeline Size/Pump Head Optimization

2. Optimization of Drives for various pump stations including Fixed motor drive, Variable

Speed Drives, Diesel Engine Drives etc.

3. Optimization of total tankage basis owner supplied batch size.

4. Design of the tanks and foundations

5. Design of the buildings

6. Architectural drawings for various buildings

7. Design of Sewerage Disposal System

8. Design of the sheds, ware house and mechanical structures

9. Plant layout, layout of the roads, design of storm water drains, pipe culverts, ERC/IRC

etc.

10. Design of the electrical system and equipments.

11. Site grading plan, micro grading plan and beautification

12. Design for collection of oily water spillage, u/g drainage system and design of Effluent

Treatment plant to meet requirement of Pollution Control Board.

13. Fire Fighting facilities.

14. Automation plan for the tankfarms and the fire fighting system and its integration with

other automation systems that are available in the installation.

15. Green belt development plan and environmental protection plan

6.0 DESIGN REVIEW(S)

Periodical formal (every two weeks) and informal (on issuing documents, drawings,

studies, etc.) Reviews of the design work shall be required. Consultant shall provide

time and personnel to participate in these reviews.

7.0 DOCUMENT REQUIREMENTS

The following document/review requirements during the performance of the Work shall

be met:

1. Documents for Approval:

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

2. Drawings for approval:

Besides full size drawings, three copies of 11” x 17” shot down of each drawing shall

also be provided for Owner’s approval.


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3. Studies for Approval:

The studies listed in the section STUDIES must be submitted as draft reports and not as

notes for approval.

4. Approval Turnaround:

Owner shall have fourteen days of review to make comments or approve all documents

/ drawings.

5. Final Approved Documents & Drawings and Studies:

Eight copies of the final approved documents, full size & shot down drawings and

studies are required. Floppies/CDs and CAD diskettes shall also be provided.


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VOLUME III

(SCOPE OF WORK)



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Consultant shall deploy separate team of qualified personnel at the location chosen as

Center of Consultant’s activities for doing Detailed Engineering work basis Basic

Design work. While doing so, Consultant shall ensure proper integration of all Project

facilities. The Detailed Engineering work should produce detailed specifications and

estimated quantity (with +/- 10% variation) for procurement of materials / equipments

and work contracts. Consultant shall endeavor to eliminate change orders. The scope of

work shall include but not be limited to the following:

STORAGE TANKS

1. Preparation of detailed design for most economical foundation system.

2. Prepare detailed design for arriving at size of steel plates required and size wise

quantity, design drawings for the tanks.

3. Specification and design for induction type cathodic protection system for the tank

bottom.

4. Sizing of inlet/outlet nozzles.

5. Design and Specifications for internal floating roof tanks.

6. Design and specification for roof drain system for floating roof tanks.

7. Design and specification for facilities required for quality check of ATF.

RECIRCULATING PUMPS

1. Data sheet specifying minimum, maximum and normal flow rates, suction and

discharge conditions, operating and design temperatures, pressures, NPSH, materials of

construction, seal type, seal fluid etc.

2. Preparation of detailed Engineering specification for recirculating.

3. MTO and MR for all the items.

ELECTRICAL

1. Preparation of electrical design basis, preparation of single line diagram covering

power, lighting, control and instrument power supply.

2. Overall circuit diagrams showing all equipment for power distribution and all essential

connections.

3. Cable schedule for Power Control and Lighting cables

4. Cable layout diagram


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5. Motor data sheet

6. Layout of electrical equipment, routing of power cables, general lighting for

installations, Buildings and Roads.

7. Earthing scheme covering number of earthing pits, earthing grid, identification of

equipment for earthing, detailing of earthing connection.

8. Identification of process requiring interlocks, scheme for interlocks, identification of

equipments required for interlocks, etc.

9. Technical specification for circuit breakers, transformers, switch gear, UPS, panels,

cables, and all other electrical equipments.

10. Scheme and detailed technical specifications of HT/LT Power line at all locations from

Supplier’s substation upto receiving substation.


TELECOMUNICATION/ INSTRUMENTATION / TERMINAL AUTOMATION

1. Piping & Instrumentation diagram for the terminal and integration of the Tank farm

management, fire fighting system, communication system and other instrumentations

like the product receipt exchange pit and dispatch pumping station control room.

2. Cable schedule for Instrumentation cables.

3. Cable layout diagram.

4. Schematic drawing showing instruments.

5. Detailed technical specification of Terminal Automation System covering system

design, hardware, software, communication interface cards, Remote software, terminal

units, cables, connector, application software etc.

6. Scheme & detailed technical specification/job specification for Tank Automation

system.

7. List of all indicating instruments.

8. List of all locally/field controlled instruments & remote controlled instruments.

9. Classification and Technical specifications of all Instruments.

10. Detailed design of logic control loops, interlocks, PLC/other controls.

11. Integration of Telecommunication System and Terminal Automation System with that

of the Pump station for the cross country pipelines and oil receiving exchange pit for

receipt of product from GGSR.


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12. Identification of process requiring interlocks, scheme for interlocks, identification of

software/hardware/logics required for interlocks, etc.

13. Review of vendor design, comments & modifications and suggestions on other

available alternatives.

14. Preparation of Circuit diagrams showing all cable connections.

15. MTO and MR for all items.

ARCHITECTURAL / CIVIL / STRUCTURAL WORKS

1. Overall plot plan location wise for various above ground stations / terminals,

2. Architectural drawings for various buildings at each of the stations / terminals

3. Site grading plan and layout of roads / storm water disposal / sewage disposal at above

locations.

4. Layout for individual facilities at each of the stations including buildings (plant and non

plant).

5. Fire Fighting facilities at all stations.

6. Detailed technical specification for Plant/Non plant buildings, Equipment Foundations,

Roads, Drains, Compound wall etc.

7. Green belt development plan and environmental protection plan.

8. MTO and MR for all items.

MECHANICAL INTERNAL PIPING WORKS

1. Design and sizing of the pipelines for required boundary conditions.

2. Layout and design of piping of the terminal.

3. Design of suction piping, sizing of suction piping from the tanks to booster pumps.

4. Data sheets for all other items, accessories/spares related to above items/work.

5. Detailed technical specifications for all mechanical related items.


ELECTRIFICATION SYSTEM

1. Design of the electrical system as per IE rules/ OISD and SEB requirements.

2. Design and sizing of the transformer, Standby DG Sets.


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3. Design of the control gears, control panels etc.

4. Design and sizing of the cables both LT & HT.

5. Design and optimization of illumination plan and finalize for High Masts.

6. Design of the ERCs/IRS and cable trenches and building cablings.

7. Data sheets for all other items, accessories/spares related to above items/work.

8. Detailed technical specifications for all l related items.

7. MTO and MR for all the items

EFFLUENT TREATMENT PLANT.

1. Design and sizing of ETP basis designed surface runoff basis rainfall

2. Establishing BOD/COD requirement at inlet/out let of ETP conforming to requirements

of Pollution Control Board.

3. Designing & Sizing of the ETP for above and oil contenet of 10ppm or less at the final

outlet.

4. Design and sizing of the collection drains, slopes, cleaning and maintenance facilities.

5. Design of the instrumentation system for Automated function of the system

6. Detailed technical specification for all components and related items.



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VOLUME III

(SCOPE OF WORK)

D. EPMC SERVICES IN PROCUREMENT/

CONTRACTS OF MATERIALS,

EQUIPMENTS, WORKS AND MATERIALS

MANAGEMENT.


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D. EPMC SERVICES IN PROCUREMENT/ CONTRACTS FOR MATERIALS,

EQUIPMENTS, WORKS AND MATERIALS MANAGEMENT.

This Section details the scope of services of Consultant in procurement/ contracting of

Materials, Equipments and Works. This also details scope of the consultant in Materials

Management of the project.

Consultant shall provide procurement/contracting services for all Materials, equipments

and Works for all components required for completion of the project. Consultant also

shall provide materials management services for all Materials and Equipments required

for the project completion.

The scope shall include but not be limited to:

1. Developing detailed procurement/ contracting procedures inconformity with CVC

stipulations, Systems and Procedures and Limits of Authority Manual of the owner and

in conjunction with the Owner.

2. Establishing vendor lists.

3. Preparing of NIT, Bid Qualification Criteria and floating of tender enquiries.

4. Follow-up for bids, Techno Commercial review and evaluation of responses.

5. Recommendation of supplier.

6. Approval of Supplier Drawings/Designs.

7. Monitoring the procurement progress.

8. Expediting and Inspection.

9. Ensuring proper transportation, logistics and material management.

10. Maintaining the material inventory, consumption statement, MIV / MRV etc.

11. Controlling material inventory and consumption of contractor supplied critical items

like structural/ reinforcement steel, Cement, cables and fittings etc.

12. Reconciliation statement & handing over of the surplus.

13. Insurance claim.

Procurement Procedure:

A detailed procurement procedure shall be prepared immediately after award of

contract submitted to Owner for approval. The procurement procedure shall incorporate

all changes made necessary as a result of contractual agreement between Consultant

and Owner, or as a result of specific requests made by Owner. In general the

procurement procedure should be in line with the Existing Purchase policies, CVC

guide lines and procedures of the owner. Owner's purchase policy, procedures will be

shared with consultant upon award of contract.

Quality Assurance:

Consultant shall review and participate in approving the quality assurance program

will focus on the vendor’s compliance with applicable quality control measures. Such

elements as vendor qualification surveys, provision of correct and complete

documentation to the vendor, inspection and testing during fabrication and production,

monitoring material handling and control procedures of the vendor and proper

handling, storage and shipping of equipments after manufacture are significant aspects

of the quality assurance program. Consultant shall conduct audit of vendors to


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continually ensure that they are complying with the quality assurance requirements as

stipulated in procurement documents and as approved by the consultant. The consultant

shall actively participate in quality control and ensure that the work confirms to

quality requirements.

Vendor List:

A vendor list is to be prepared for supply of Materials and Equipments in consultation

with HPCL. This list will be based on Consultant’s experience with Indian and

worldwide vendors. Wherever feasible, the endeavor shall be to include as many Indian

vendors as possible. The vendor list is to be submitted for approval by Owner. The

vendor list is to be submitted for approval by Owner.

Warranties and Guarantees :

Consultant shall obtain from the vendors, the best possible warranties and guarantees

covering workmanship and materials for the benefit of Owner and will take all steps to

ensure that such warranties and guarantees are enforced.

Sourcing of Materials and Equipments :

Indian sources of supply shall be solicited for material based on the Owner approved

vendor list. Any decision to purchase materials outside India for reasons of schedule

conflict, lack of competitive pricing or critical nature of the materials will be subject to

Owner’s review and concurrence.

A detailed breakdown of sources of supplies is to be prepared after award of contract.

Cost Estimate:

Consultant shall prepare item wise cost estimate for each material requisition (MR).

This cost estimate will form the basis for comparison of bids and negotiations, if

required.

Inquiries:

A central procurement team is to be assigned by the Consultant in India to manage and

conduct the purchase of all equipments and materials.

Tender Inquiries are intended to be prepared and floated for, but not limited to,

following major materials / equipments for direct procurement (following list is

indicated and changes may undergo depending upon requirements)

- Steel plates

- Product and hydrant Pipes, internal lining ete., if any for the fire hydrant lines.

- Fire Fighting engines, foam systems as applicable and fire fighting materials

and utilities etc.


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- All types of valves including Pressure & Flow Control Valves, Surge Relief

Valves and Safety Valves.

- All types of Pump sets, including Process / Fire fighting pump sets etc.

- Strainers, filters, water separators etc.

- Induction type Cathodic protection systems for the tank bottoms including

TRUs, Battery Banks, Battery chargers

- All HT & LT electrical equipments like Transformers, Switch Boards,

Capacitor banks, Power & Lighting Distribution Boards, DG sets, Motors,

Circuit breakers, Contactors, Relays, etc.

- All Fire fighting equipments like Hydrants, Monitors, Hose pipes, Nozzles,

Hose boxes, Fire Extinguishers, Water gel, Fire suits etc.

- Oil water separator

Inquiries shall, generally, be issued to sufficient number of vendors on two bid basis, so

as to ensure receipt of competitive bids from them or from more acceptable vendors,

unless the number of vendors on the approved vendor list is specifically limited or

where a sole source is stipulated in the Project specifications.

Public/Global Tenders shall be invited in case of insufficient number of approved

vendors (less than min. 6 nos) or for specialized items / equipments for procurement

tenders/works whose value is over Rs.300 Lakhs . With out any prejudice to the above,

Owner reserves the right to decide the nature of tenders to be floated for various

procurement items/work contracts and consultant shall abide by the Owner’s decision.

Bids will be solicited directly from manufacturers except where trade practice in

specific geographical locations necessitate the use of distributorships.

All requests for quotations shall be prepared in English and shall contain the

requirement that formal proposals also be submitted in English.

Inspection by Consultant or a duly authorized third party on behalf of Consultant will

be indicated on all inquiry documents.

Quotation Evaluation :

Consultant shall techno-commercially evaluate the Bids to assess the bid’s compliance

with the technical specifications and commercial terms and conditions.

Consultant shall ensure that all information received from vendors of either a

commercial or technical nature will remain confidential and will not be disseminated to

unauthorized persons.

Consultant shall prepare technical evaluation sheet indicating comparison between

specification of materials/equipments required and offered by various vendors clearly

bringing out technically acceptable and not acceptable deviations with reasons thereof.


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The commercial evaluation sheet shall include, but not be limited to, the following

information:

a. Requisition and item number.

b. Equipment or tag number.

c. Brief description of equipment or materials.

d. Quantity.

e. Shipping arrangements.

f. Comparison of delivery promise with required delivery date.

g. Escalation, if applicable.

h. Quotation validity.

i. Terms of payment.

j. List of exceptions to Terms and conditions.

As deemed necessary by Consultant, pre-award meetings shall be scheduled with

vendors to ensure that all aspects of the inquiry and proposal have been properly

interpreted and evaluated.

Consultant shall, during negotiations with vendors, finalize startup assistance and

maintenance services where required.

Purchase Recommendations :

At the conclusion of the techno-commercial evaluation phase, an evaluation sheet shall

be prepared by consultant and submitted to Owner for approval before opening price

bids. On receipt of Owner’s approval, Consultant shall open Price bids in the presence

of Owner’s representatives as necessary and shall prepare price evaluation sheet. The

consultant shall submit recommendations for placement of order on the selected vendor

on the basis of price evaluation. Upon approval of purchase recommendations by

Owner, a Draft Purchase Order (DPO) including Purchase Requisition (PR) shall be

submitted by Consultant to Owner for releasing Purchase Order on the successful

vendor.

DPOs will include a statement that the equipment concerned is subject to inspection

and the Owner’s representatives will have access to the supplier's work, including

access to their sub- supplier's works, during all stages of manufacturing/testing.

When purchased equipment or materials are subject to technical changes covered by

requisition revisions, or monetary or delivery changes resulting from technical

revisions, suitable recommendations for issuing a “ Change Order” shall be given

promptly to update the current purchase order information. All vendor claims for extra

costs shall be reviewed and justified by Consultant, but approved by Owner. Consultant

to ensure avoidance of such claims with due care during the tender preparation.

Review/Approval of Supplier Data/Drawings/Design :

Consultant shall ensure expeditious submission of data/drawings/designs by the

supplier and review the same within 10 days of receipt at Consultant’s office.

Incompleteness of data submitted by supplier shall be clearly brought out by


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Consultant. Consultant shall endeavor to finalize and approve the

data/drawings/designs submitted by suppliers in the shortest possible time but not later

than 20 days from the date of receipt of first submission. Any delay beyond 20 days in

finalization and approval of submissions made by supplier shall be brought to the notice

of Owner, along with reasons for the same.

Expediting and Inspection:

The proper control of purchased materials includes both expediting and inspection of

materials throughout the manufacturing cycle. Consultant shall perform (or assign to

agreed third party like Lloyds, BV and DNV) inspection and expediting of materials

supplied from Indian and foreign sources.

The objective of this material control effort is to ensure continuous progress in the

fabrication or manufacture of equipment and materials, and to ensure that such

fabrication of manufacture is accomplished in accordance with the technical

requirements and specifications of the project. Accordingly, inspection shall be

performed by Consultant or Consultant appointed organizations approved by Owner

and statutory bodies in accordance with data sheets, drawings, and specifications

incorporated in the commitment documents transmitted to the vendor. Expediting of all

purchase orders, including all revisions or amendments thereto, for this project shall

continue from the time of commitment until the material or equipment has been

shipped.

Expediting reports will reflect the expediter’s assessment of the order status and in the

event of problem areas, the actions taken, suggested or required. Consultant shall be

responsible for anticipating problems and taking corrective action.

In the event of delivery slippage by a vendor, a report shall be issued detailing the basis

for the slippage and advising the action the vendor is taking to improve the revised

delivery promise.

Whether the supplier’s shop is visited periodically or not, the supplier will be required

to submit to the expediting department weekly progress / status schedules covering both

engineering and manufacturing progress.

Vendor data shall be expedited immediately. Detailed schedules for receipt of

engineering information from the vendor should be established, based on the requisition

requirements and in keeping with engineering schedule requirements.

Consultant shall review all “routine data” and “ priority data”. Priority data shall be

specified, procured, handled and distributed expeditiously. Vendor information shall be

designated as priority data only when vendor’s engineering efforts are contingent upon

receipt of that information. Priority data shall be reviewed by Consultant and returned

to the vendor within Ten days of receipt.

Delivery updates and other pertinent expediting information shall be provided for

inclusion in a monthly Material Status Report. Any significant delivery slippage shall

be highlighted and the remedial action noted allowing Consultant to evaluate potential

scheduling problems.


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Inspection reports shall be issued upon each visit to a shop. This will ensure resolution

of any noted problems.

When the volume of work placed in a vendor’s shop dictates, or when extensive

problems have been encountered, a resident full-time inspector shall be assigned to the

shop to ensure his attendance during all phases of fabrication or manufacture and timely

resolution of problems.

Where required by Consultant, the noted materials or parts of equipment items and base

material shall be verified utilizing specialized equipment that will ensure the chemical

composition of the material is correct as stipulated for the intended service.

Consultant to assist HPCL to get insurance claim of any accident. Consultant to extend

their services for inspection of repairs or replaced material etc.

Materials Management

Consultant shall be responsible to Owner for materials management for goods

purchased from various suppliers, including steel plates. Consultant shall keep proper

custody of goods and report losses / damages / shortages, if any, to the Owner

immediately on noticing the same. Owner will provide necessary security personnel for

stores / stackyards at Owner’s cost, who will report to the Consultant’s stores

manager.

The scope of Materials Management Services to be provided by Consultant shall

include, but not be limited to, the following :

Free Issue Materials:

1. Receive equipments / materials from suppliers and certify their invoices for payment.

2. Inspect the condition of goods received and issue ‘goods receipt vouchers’ to suppliers /

transporters.

3. Maintain a register of suppliers covering all equipments and materials distinguishing

between manufacturers / stockists / supply houses.

4. Provide a unified materials coding system including catalog structure and compatibility

with other systems.

5. Prepare and submit reports every 15 days indicating the stores on hand, goods in transit,

goods issued to contractors and balance goods to be received as per respective purchase

orders .

6. Maintain stores at site to properly store all the equipment / material and certify bills of

handling contractors and transporters. The space for storing equipment / material and

the office space for stores manager / assistant shall be provided by Owner. Cost of all

labor for handling material / equipment in the stores and cost of transportation of


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materials from delivery point to stores shall be to Owner’s account for which

service contract shall be finalized by the consultant in consultation with the owner.

7. Issue material for construction to contractors and prepare ‘goods issue vouchers’

thereof.

8. Receive unused material returned by contractors and prepare ‘goods returned vouchers’

thereof.

9. Prepare reconciliation statements to enable Owner to check and take over the balance

stores.

10. Separate material/equipment utilization statements (with value) for jointly identified list

of capital asset items to be submitted at the end of the project to facilitate Owner do

proper capitalization of assets.

Material in scope of contractors Supply :

The consultant shall monitor and control receipt and consumption of key materials in

the scope of contractors supply like Structural steel, reinforcement steel, cements,

cables and fittings etc.


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VOLUME III

SCOPE OF WORK

E. SCOPE OF PROJECT MANAGEMENT

SERVICES :

Article 1. Scope of Project Management Services - Overview.

Article 2. Preparation of Work contracts.

Article 3. Quality Management.

Article 4. Project Implementation Procedure.

Article 5. Cost Control.

Article 6. Project Planning and Control.

Article 7. Progress Measurement.

Article 8. Management Control and Reporting Structure.

Article 9. Inspection.

Article 10. Engineering.

Article 11. Construction.

Article 12. Health, Safety and The Environment.

Article 13. Commissioning, Startup and Performance tests.

Article 14. Acceptance.

Article 15. Initial Operation and Training.

Article 16. Documentation.

Article 17. Assistance in Arbitration.


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ARTICLE 1

SCOPE OF PROJECT MANAGEMENT SERVICES - OVERVIEW

In addition to providing the engineering, procurement services for the Materials and

Equipments described in the EPMC Services in Procurement and Materials

Management of Materials and Equipments, Consultant shall establish a team for the

Engineering and Project Management Services containing all the necessary skills and

disciplines needed for professional management of the Project on behalf of Owner.

Members of the team shall be located in such places as are most appropriate for the

efficient management of the Project. The Central Project Management office shall be

located in India by Consultant.

In addition to the location In India chosen by Consultant as the center of its activities, it

is envisaged that staff will be deployed at the Project Site at Raman Mandi, Bhatinda,

Punjab for efficient management of construction activities at site.

In general, Consultant shall act on behalf, and report to, and be responsible for,

managing the overall Project in detail and directing various contractors and others on

behalf of Owner, for taking or recommending all appropriate action to complete the

Project on time with quality and within budget. The following indicate the minimum

activities the Project Management Services are likely to comprise which include,

without limitation:

a. Preparation of Anticipated Final Cost (AFC) of Project value within six months of

Notification.

b. Draw out detailed specification, exact estimation of quantities , preparation and issue

of tender documents , tender evaluation and recommendation of award and

administration of such other contracts as are needed for the Project;

c. Preparation of item wise cost estimate for each ITB.

d. Administration/ implementation, on behalf of Owner, of all contracts placed for

execution of the Project;

e. Timely release of “Approved For Construction Drawings” to enable contractors to

maintain agreed schedule of work;

f. Coordination of the activities of various contractors engaged by Owner for the

engineering, procurement and construction of the Project to assure effective project

execution particularly at points of interface between respective contractor’s activities;

g. On behalf of Owner and in response to communications from other contractors

involved in the Project, interpretation of technical requirements set forth in the various

contracts and issuance of such interpretation for the guidance of the other contractors;

h. Monitoring, appraising and reporting to Owner on the cost estimation and cost control

performance and scheduling, and schedule control performance of all contractors;


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i. Development and maintenance of an appropriate system for control of documents

relating to the Project including drawings, specifications, letters, memoranda and other

administrative records but particularly those certificates, operating and other manuals

and other documentation to be retained for maintenance, operational or statutory

reasons by Owner on completion of the Project ;

j. Monitoring, controlling, appraising and reporting to Owner on the quality and safety

aspects of engineering design and construction by all contractors involved in the

Project;

k. On behalf of Owner administering changes in the scope of other contractors and

reporting on the same to Owner ;

l. Monitoring, controlling, appraising and reporting to Owner on procurement activities

by all contractors, including transportation, import into India and inventory control;

m. Receiving and reviewing invoices and administering/certifying payment to other

contractors involved in the Project;

Owner has established a number of objectives and priorities to guide Consultant and

other contractors in implementation of the Project. These are set out in various

provisions of this Section, and cover:

� Safety in construction and operations;

� Governing laws and regulations;

� Completion schedule;

� Use of Owner’s resources;

� Enhancement of national skills;

� Implementation of regulations for engaging contract labour.

� Public relations.

Consultant shall ensure that its own activities and those of all contractors,

subcontractors and suppliers employed on the Project comply in full with these

objectives and priorities.

ARTICLE 2

PREPARATION OF ITB FOR WORK CONTRACTS

The Basic Design and Detailed Engineering work done by Consultant should lead to

developing a Design package comprehensive enough for inviting contract bids for

various works for GGSR Evacuation project. Midway through the Detailed Engineering

work, Consultant shall prepare draft Invitation To Bid (ITB) for respective work

contracts/ Services and submit the same for Owner’s approval. The basic inquiry

principles like type of contract, bidding limit dates, conditions of payments and various

other controlling parameters will have previously been proposed to Owner and approval

obtained prior to issuance of final ITBs.

ITBs are intended to be prepared for, but not limited to, the following works.


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- Tankage Construction works

- Internal Pipeline works at Terminal

- Electrical / Instrumentation works pertaining terminal

- Terminal Automation works

- Compound wall, gates and watch towers

- Roads, culverts and Drainage works

- Site Grading works

- Effluent Treatment Plant

- Communication system.

- HT / LT power line laying works from Supplying Substation to

receiving transformer

- Bore wells, water supply lines and make-up water for fire fighting.

- Miscellaneous services for any surveys etc..

The estimates of above bids shall be based on detailed rate analysis / recently placed

purchase orders. Consultant to submit detailed item-wise rate analysis to HPCL

1. Pre qualification of Contractors :

Consultant shall prepare document for pre-qualification of bidders and obtain approval

of Owner for the same. The pre-qualification criteria shall be published in Newspapers

for estimated contract values exceeding INR 300 lakhs for inviting bids from

prospective bidders meeting the pre-qualification criteria. The pre-qualification

document shall be so developed by the Consultant that it will facilitate rapid and sound

evaluation in order to allow Consultant to select the required number of bidders.

Consultant shall obtain Owner’s approval for sending tender inquiry to the pre-qualified

bidders.

Alternately, ITBs shall be given to the respondents of NIT to enable them submit

Prequalification Documents and bids together in one step. Consultant shall evaluate

Prequalification Documents and obtain Owner’s approval for opening / evaluating

Techno-Commercial bids of pre-qualified bidders.

For estimated contract value less than INR 300 Lakh, Limited tender inquiry shall be

floated by Consultant to contractors drawn from Consultant’s vendor list and approved

by Owner.


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2. Preparation of ITBs :

Based on the Detailed Engineering, Consultant shall propose draft ITBs for work

contracts/ Services and upon approval of the same by Owner, release the same to pre-

qualified bidders. The ITB shall contain detailed technical specifications and terms &

conditions to facilitate submission of unambiguous bids. Consultant shall structure the

ITBs to include but not limited to the following:

- Instructions to Bidders.

- Scope of work

- Conditions of contract.

- Engineering/ Technical specifications and drawings (which will include but not

be limited to) depending upon their applicability for respective ITBs.

� Project design data (Hydrographic, Geotechnical and Meteorological), soil

bearing, battery limit conditions, etc.

� General engineering standards, specifications, codes and local customs

regulations and/or agency requirements.

� Process flow diagrams (PFDs) where ever applicable.

� Process description.

� Preliminary plot plans and layout.

� Process and instrumentation diagrams (P&IDs).

� Equipment lists.

� Technical data sheets of equipment and machinery.

� List of materials / equipments included in contractor’s scope.

� Specification of supply items included in contractor’s scope.

� Instrument lists.

� Detailed specifications of works.

� Electrical one-line diagrams.

� Safety instruction and basic design data for fire fighting.

� Job procedure instructions.

� Environmental considerations.

� Preliminary Drawings to enable the bidder to quote.

- Bill of quantities (BOQ).

- Schedule of Rates (SOR).

- Construction specification.

- Construction time schedule with resource deployment.

- Testing and inspection requirements.

- Commissioning procedure.

- Acceptance procedure.

The ITB will also stipulate that the contractors shall provide the following with their

proposal for evaluation:

- List of participating local contractor(s) and supplier (s).

- Detailed execution plan.

- Manpower plan and manpower requirements.

- Quality Assurance and Control Procedure.


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- Confirmation of codes, standards, regulations and local customs and/or agency

requirements.

- Commissioning plan.

The ITB will specify a comprehensive training program for the Owner’s personnel

pertaining to Turnkey Instrumentation, Automation System etc. to be able to operate

and maintain the Project facilities. This training program will be provided by the

contractors and will be organized under the guidance of the Consultant. A description

of the procedure to be complied with for the appraisal of bids and bid tabulation shall

also be provided.

The selection criteria proposed by the Consultant shall:

- ensure that the bids are in compliance with the requirements set out in the ITB.

- prepare the quantifiable economic elements to be considered to compare the

bids on the same bases, for instance; rate for modifications, cost of delays in the

schedule, costs involved by conditions of payment, rate, rate of exchange for

price comparisons, etc.

The selection criteria thus developed shall be approved by Owner.

3. Evaluation of Bids :

The evaluation of bids against each ITB shall be done in five stages as described below:

First Stage:

After unpriced bids are opened, the Consultant shall check that the required documents

have actually been supplied and duly signed, that the period of validity is correct and

that the bids as a whole are correct. If necessary, the bidders shall have to supply, as

soon as possible, any clarifications and/ or additional information requested.

Second Stage : Techno-commercial evaluation of unpriced bids.

The detailed review shall concern:

- Scope of services and supply.

- Compliance with the technical requirements set out in the project specification.

- Compliance with individual layout drawings proposed with the general layout

plan.

- Compliance with general specifications, codes and standards proposed in the

ITB.

- Compliance with commercial and general terms and conditions.

- Concurrent commitments.

- Compliance with Acceptance Procedure.

Third stage: The Consultant shall submit detailed evaluation sheet of unpriced bids to

owner clearly specifying the technical and commercial acceptability/non-acceptability


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of offers. Upon approval by Owner, the price bids of technically and commercially

acceptable parties shall be opened by Consultant.

Fourth stage:

Detailed review of price bids.

- Basic price including break-up in INR and respective Foreign Currency, quoted

against BOQ in the SOR.

- Unit rates.

- Delivered Cost.

Fifth stage :

After completion of price evaluation, a purchase recommendation shall be submitted to

Owner. Upon decision by Owner on bidder with whom negotiations are to be done, the

Consultant shall assist Owner in this process.

4. Draft Agreement / Draft Purchase Order

Upon approval of purchase recommendations by Owner, the Consultant shall submit

Draft Agreement / Draft Purchase Order to Owner.

ARTICLE 3

QUALITY MANAGEMENT

Consultant has overall responsibility to Owner for quality management throughout the

Project. Consultant shall prepare an integrated overall Quality Assurance Program

(QAP) which satisfies recognized international standards approved by Owner e.g. ISO,

BS, ASME, OISD, ASTM, API etc.

Consultant shall have an established quality management organization which shall be

responsible for monitoring, controlling and auditing compliance with the QAP

throughout the whole Project. The organization shall comprise sufficient numbers of

suitably trained and qualified staff to ensure that all requirements of the QAP are

satisfactorily implemented by the Contractors.

The QAP shall cover, but shall not be limited to:

a. Verification and approval of methods used and documentation produced during

engineering and construction work;

b. Inspection, handling and identification of equipment and materials, and proper

documentation ;

c. Planning , agreement of methods, and techniques, supervision, inspection, acceptance

tests and proper verification and acceptance of documentation during construction

work;

d. Field inspection and testing procedures;


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e. Consultant to assist HPCL in filling insurance claim, if any. Consultant shall provide

services for ascertaining repair cost and consultant to carry out inspection for repair of

material or replacement.

f. Operating, maintenance and training manuals.

Consultant shall prepare for Owner’s approval and execute a program of quality audits

for its own, and contractors’ activities. Such program shall be submitted as part of the

QAP for Owner’s approval. Owner shall have the option to provide representatives to

participate in any quality audits carried out on the Project.

Owner reserves the right, with due notice, to carry out audits of Consultant’s activities

for compliance with QAP.

ARTICLE 4

PROJECT IMPLEMENTATION PROCEDURE

The Project Implementation Procedure shall include, but shall not be limited to the

following:

a. Consultant’s organization at different phases including organograms and relationships

with Owner and all other contractors involved in the Project.

b. The overall management information system and interface philosophy to be used in the

Project.

c. Consultant’s co-ordination procedure including numbering of correspondence, contact

persons, correspondence format and system, administration of instructions and reports,

design review and technical data, project cost control and reporting, planning

monitoring and progress reporting, estimating, invoicing and accounting, document

control, safety review procedures, punch listing, field inspecting and testing

acceptances.

d. List of reports to be submitted by Consultant to Owner. Formats of these reports and

timetable for issues.

e. Co-ordination procedures for contracts including procedures between contractors,

Owner and Consultant.

f. Procedures for:

- HSE implementation and control mechanism zero accident.

- Safety and technical audits.

- Quality management at various stages.

- Construction supervision, inspection and quality control.

- Schedule control.

- Cost control.

- Document control and handover to Owner.

- Others.


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g. Plans for monitoring and controling contractors’ activities at each stage.

h. Summary Project schedule.

i. Forms to be used in the Project

j. A document detailing the information systems strategy for the complete facilities shall

be developed in conjunction with Owner & contractors and shall detail the following:

- the information systems used within the contractors with which electronic data is to be

exchanged both during the Contract and on hand over of the facilities in each contract;

- the information systems that Owner and Consultant intend to use both during the

Project with a timetable for their proposed use;

- a program for the downloading of electronic information from the contractors to both

Owner’s information systems and those of the Consultant;

- detailed specifications of the data to be exchanged and the media format to facilitate the

exchange;

- the individuals responsible for the execution of the data exchange within the

contractors, Consultant and Owner;

Consultant shall critically review and obtain approval from Owner for the above Project

Implementation Procedure within two months of contract award. Within the first week

of the contract, Contractor shall issue interim procedures sufficient to cover the first

three month of activities by all parties.

ARTICLE 5

COST CONTROL

Consultant shall provide a comprehensive control service using a Work Breakdown

Structure (WBS) which is compatible with job control and planning requirements, and a

Cost Breakdown Structure (CBS) which is compatible with Owner’s accounting code

structure. All coding structures are to be subject to approval by Owner. Consultant shall

ensure that all WBS used by other contractors are similarly compatible. Consultant

shall consolidate all cost control and estimating information from contractors and

suppliers for presentation and reporting to Owner.

1. Coding Structures:

Consultant shall ensure that:

(a) The WBS is designed on a hierarchical basis to permit roll up of data from the

job control or work pack level to summary level for reporting purposes. At the

work pack level jobs will be controlled using Cost Time Resource (CTR)

schedule;


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(b) The CBS is designed on a hierarchical basis to permit roll up of data to an

approved summary level for reporting.

Summary and intermediate reporting levels for WBS and CBS are to be common to all

other contracts.

2. Reporting:

The following reports are to be generated by Consultant for Owner on the basis of its

own observations and reports received from other contractors and suppliers of long lead

items:

Cost Reports: Consultant is to provide monthly, a comprehensive cost report set out in

accordance with WBS/CBS. The cost report is to be summarized to an intermediate

level into logical Project areas for other contracts and supply items and then

summarized further into a top level management reporting summary. These reports

shall show the following information as a minimum requirement:

(a) Initial control estimate;

(b) Current control estimate;

(c) Expenditure to date (Value of work done);

(d) Estimate to complete;

(e) Anticipated final cost (“AFC”);

(f) Over/under of AFC against current control estimate;

(g) Expenditure this period;

(h) Commitment to date (approved requisition value);

(i) Commitment this period;

(J) Value of invoices paid.

Contract and Commitment Reports : Consultant shall prepare and submit to Owner

at monthly intervals a listing of all major contracts stating AFC, commitment, claims

outstanding and progress status.

Consultant shall submit, with the monthly cost report, total project commitment

curves plotting actual commitment against planned commitment.

Change Order Reports: Consultant shall prepare and submit to Owner at monthly

intervals, a listing of all Change Orders placed on other contractors setting out the

status and value of each Change Order.

Anticipated Final Cost : Consultant shall regularly review the AFC of the Project.

The implications of these reviews shall be discussed with Owner prior to the monthly

input into Consultant’s reporting system. Explanation of variances, shall be provided

on a monthly basis.

3. Expenditure:

Consultant shall maintain within its record of expenditure, all in accordance with the

WBS/CBS, the following information:


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(a) Expenditure ( the value of work done and materials received to date);

(b) Phasing of expenditure forecasts;

(c) Value of invoices paid;

(d) Details of retentions;

(e) Explanation of variance between planned and actual expenditure.

Consultant shall submit with the monthly cost report total project expenditure curves

showing actual expenditure plotted against planned expenditure.

4. Cash Flow and Payment Schedule:

To assist Owner in meeting monthly commitments, Consultant shall prepare and update

a monthly payment schedule. Consultant shall certify and recommend to Owner the

progress payment for the other contractors, and suppliers.

5. Asset Register:

Consultant shall compile and update monthly an asset register including cost of each

asset for the complete Project for hand over to Owner on completion of the Project.

Consultant shall submit quarterly reports indicating assets completed during the period

and on cumulative basis and cost thereof.

6. Diary of Events:

Consultant shall maintain a Chronological Diary of Events recording all major

milestone achievements. This shall be appended to monthly reports.

7. AFC Estimate:

Any changes or developments in strategy over the life of the Project will be reflected in

updates to the AFC estimate.

ARTICLE 6

PROJECT PLANNING, MONITORING AND CONTROL

The Consultant’s responsibilities in terms of project planning, monitoring and control

are twofold. First, the Consultant shall ensure that the other contractors develop and

maintain a comprehensive planning, progress monitoring and control service as

required by contract. Second, the Consultant shall operate a similar service, at summary

level, that interacts directly with systems used by the contractors and provides the

vehicle for informing Owner of all aspects of Project scheduling, progress and control.

The service shall incorporate modern systems and techniques for the acquisition,

analysis and presentation of data. The Consultant shall ensure that the service is

compatible with similar service on the Project and that programs and progress charts

align with the approved WBS for the Project in such a manner as to facilitate the

establishment of a clear, hierarchical path from detail to summary level.

The principal objective of the planning service is to provide an effective work planning

and control system. This shall be achieved by the preparation of programs that display a


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coordinated work approach and which are adequately resourced and scheduled within

specified milestones and key dates. Physical progress against work packages shall be

measured and reported, highlighting trends and actions required to maintain or improve

progress. Future activities shall be reviewed in advance of execution to ensure

sufficient data and resources are available to maintain the project schedule.

1. Project Master Schedule:

Consultant shall submit to Owner for approval prior to award of the contract, a Project

Master Schedule that shall clearly identify all project milestones and targets and reflect

the Consultant’s Tender Schedule. Subsequent to approval by Owner the schedule shall

be used as the management control schedule for the Project and shall be updated and

issued monthly. The schedule shall be developed as a summary critical path network

and be presented as a logic-linked bar chart. It shall show work package man-hours,

major resources, interrelationships, major dependencies, critical activities and key

events, consistent with the WBS at project summary level.

The master schedule shall define in appropriate detail the sequence and timing of work

packages and activities by which the services shall be performed and by which progress

shall be monitored. Where necessary it shall identify all key interactions, reviews and

approvals between suppliers and the other contractors, outside agencies, and third

parties to ensure uninterrupted progress to timely Project completion. In line with the

project WBS, the master schedule shall be updated using details generated at lower

level in terms of physical progress achieved, remaining duration and forecast

completion.

An essential part of the schedule submission shall be a Cost/Time/Resource (CTR)

activity catalog, prepared to an agreed format, showing scheduled start and finish dates,

resource requirements, dependencies and deliverables as a minimum.

2. Other Contractors’ Programs:

Within six weeks of other contract awards, the Consultant shall review and approve the

control programs produced by the contractors, and all requisite support documentation

including manpower profiles, progress curves, deliverable registers and procurement

schedules. Before final approval, the Consultant shall advise Owner regularly of the

progress made in producing these documents to the required standard.

For the purpose of reporting, Consultant shall prepare and maintain a set of tabulations

that adequately summarize the detailed registers produced by the other contractors.

These shall include information or design deliverables, procurement of

materials/equipment, construction procedures and design holds.

3. Interface Schedule:

Within eight weeks of Contract award, Consultant shall issue, for approval by Owner, a

schedule which details information required by the Project as a whole, from Owner

between contracts, from outside agencies or third parties. Schedule implications of the

interfaces shall be clearly demonstrated.


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4. Trend Reports:

Consultant shall highlight and give early warning of trends to result in deviations from

Project activities/schedules/cost, identifying the reason, and reporting the appropriate

remedial actions taken to Owner.

5. Exception Reports:

Consultant shall provide a report itemized in conjunction with the master schedule

declaring any activities behind program at each update and defining contract discipline,

delay to the Project and reason for the delay.

ARTICLE 7

PROGRESS MEASUREMENT

Achieved progress shall be based on a detailed physical assessment of work done, in

percentage terms, and summated to contract and project summary level, using assigned

weightages, Consultant shall be responsible for making sure that the physical progress

measured is a fair reflection of work status and that summations are accurately

calculated.

1. Progress “S” Curves:

For reporting purposes, Consultant shall maintain a composite set of progress S curves

and tabulations that show, by major element, planned, achieved and forecast figures.

2. Manpower Histograms and Man-hour Tabulations:

For reporting purposes, Consultant shall maintain a composite set of manpower

histograms and man-hour tabulations that show, by major element, planned and actual

figures.

3. Updating:

At monthly intervals during the life of the Project, Consultant shall update all summary

progress documents using, where necessary, detailed figures produced by the other

contractors. Consultant shall update the project master schedule monthly using a

superimposed time now line that indicates slippage to each element of the Project and

to the Project as a whole.

ARTICLE 8

MANAGEMENT CONTROL AND REPORTING STRUCTURE

This Article describes Consultant’s responsibilities with respect to management control,

co-ordination and reporting of the Project Scope of Work. Proven computer systems

shall be used to assist with these functions, and agreed coding structures shall be used

to integrate service functions and ensure compatibility of contract and Project systems.


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1. WBS:

The WBS is a Project model providing a framework for management of the scope. The

model shall be used to define the Project in a manner that facilitates the integration of

all functions and progress assessment at detail and summary levels. Deliverables and

services to be provided under the various contracts and by third parties shall be

assigned to work packages and, at a more detailed level, Cost/Time/Resource (“CTR”)

activities. Proposed work packages and CTRs shall form the essential structure of the

Project and control programs and their breakdown will depend on the other contractors

work organization and methods.

2. Coding Structure:

The Project coding structure shall be developed by the Consultant within two weeks of

award and include work package, CTR, discipline, area and system.

3. CTR Activities:

CTRs shall be used to plan and control the execution of services under the various

contracts and, where necessary, in other areas of the Project. It shall be the Consultant’s

responsibility to ensure that the other contractors submit CTR catalogs as required by

contract, and that the following information is included on each CTR sheet as a

minimum:

(a) Code and description;

(b) Reference to inputs required to perform the activity;

(c) Output deliverables generated as a product of the CTR;

(d) Reference to other CTRs which are dependent on the completion of the current

activity;

(e) Estimate of man-hours and cost by discipline for the CTR at both detail and

summary level;

(f) Work package and program reference;

(g) Scheduled start and finish dates.

4. Reports :

The following lists the reports to be provided as part of the Consultant’s services:

Weekly Report: At the end of each week during the Project, Consultant shall report to

Owner by facsimile transfer or telex. The essential information in the report shall be:

(a) Main events, problem areas and remedial actions during the week;

(b) Information and decisions urgently required by other contractors.

Monthly Report : Consultant shall prepare a comprehensive monthly progress report

with a cutoff on the last Friday of each month. The report shall be delivered to Owner

within six working days following the cut-off. The format and content of the report

shall be agreed with Owner and, as a minimum, contain the following information:


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(a) A summary statement on the Project, highlighting Problem areas and remedial

actions ( with their impact on schedule/cost analyzed through computer

schedule network vis-a-vis alternatives available); achievements made during

the month shall be itemized and compared against the plan;

Summary planned/achieved/forecast figures for design, procurement and

construction along with detailed statements required under (b), (c) & (d) given

below:

(b) A statement on design, covering progress, highlighting targets achieved,

deviations from schedule and actions proposed. Significant additional work or

rework resulting in change orders shall also be noted and an indication given of

any schedule delays;

(c) A Statement on procurement referring to material /equipment control schedules

and indicating activities that have slipped or become critical;

(d) A statement on construction, citing achievements in the period, with an

explanation of deviations from the program, problems encountered and remedial

actions. This shall cover status of the work relative to the program, including

variations and subcontracts;

(e) Cost report;

(f) QA report;

(g) A statement on services covering:

- Planning and scheduling;

- Change control;

- Contracts;

- Finance;

- Computing;

- Administration;

- Organization;

- Stock control;

- Safety performance and accident statistics.

(h) Graphical and tabular section containing:

- Updated project master schedule;

- Progress S curves for design and construction showing planned and

achieved figures for the various contracts;

- Manpower histograms for design procurement and construction showing

planned and actual figures for various contracts;

- Summary tabulations showing the status of deliverables/drawings,

procurement of materials, equipment and procedures;

- Interface matrix showing data urgently required by other contractors.

5. Project Systems:


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Consultant shall monitor the other contractors’ project information systems throughout

all phases of the other contracts to ensure compliance with the overall Project systems

strategy detailed in other areas of this ITB and shall monitor the delivery and integrity

of electronic data between the other contractors, Consultant and Owner.

6. Numbering Systems:

Within one month of contract award, Consultant shall develop and issue all definitive

numbering and identification systems which shall be reviewed and approved by Owner.

Compliance of the other contractors with all mandatory numbering and identification

systems shall be monitored and controlled by the Consultant. Any cases of non-

compliance shall be resolved by the Consultant.

ARTICLE 9

INSPECTION

Consultant shall familiarize itself with any statutory, insurance or code requirements for

certification. Where inspection is required, it will be carried out by

Consultant/Consultant approved organizations who meet the approval of Owner and

statutory bodies. Certification of certain selected items of equipment and materials is

likely to be required.

Consultant shall audit other contractors to ensure the effectiveness of procedures for

assuring that all manufacturers, fabricators, suppliers and construction subcontractors

comply with the inspection requirements for the production of materials and equipment

and for construction.

Before mechanical completion is agreed, Consultant shall ensure that other contractors

carry out inspection of the facilities in their respective contracts to check that erected

facilities are complete, and conform to approved flow diagrams, construction drawings,

manufacturer’s prints, and specifications.

ARTICLE 10

ENGINEERING

1. Engineering standards:

In addition to the design standards for Basic Design and Detailed Engineering work set

forth elsewhere in this ITB, the engineering standards to be used during the various

contracts will be issued prior to award of these contracts. Consultant shall keep these

standards in constant review as the Project Progresses. Any amendments found

necessary to the standards shall be justified to and discussed with Owner before

implementation, and Consultant shall maintain and update the standards and ensure all

work is carried out to updated standards. Any non-conformances to standards shall be

fully documented and a register thereof maintained. The final updating of the standards

shall be made prior to commissioning for handover to, reference and ongoing use by the

operational site.


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2. Detailed Engineering:

Consultant shall ensure that all specification, drawings and requisitions are produced in

a timely manner in accordance with contract.

Consultant shall review and approve, on behalf of Owner the drawings/designs

submitted by contractors pertaining to the design facilities included in the contractors’

scope. Consultant shall endeavor to approve designs/drawings submitted by various

contractors in the shortest possible time but not later than 30 days. Any delay beyond

30 days shall be brought to the notice of Owner, along with reasons.

Consultant shall ensure compliance with all statutory rules and regulations, in particular

national regulations concerning environmental protection, Department of Factories and

Pollution Control Boards etc.

Consultant shall critically review and evaluate any request by contractors for changes to

the scope of contract, keep Owner fully apprised of reasons, acceptability or otherwise,

and recommend a course of action for each event.

Consultant shall submit brief weekly engineering reports to Owner describing the work

of the current week and problems encountered with solutions arrived at or planned and

any anticipated problems with proposed solutions. The report will also include:

- List of documents received for review;

- List of documents approved or found unacceptable.

Consultant shall submit its own monthly detailed and confidential report to Owner

which shall include:

- Staffing by contractors with comments on the adequacy in number and

qualification;

- Report on contractors’ general activities and engineering status;

- Actual performance expressed as percentages complete by area as well as

overall compared with those planned by the contractors.

ARTICLE 11

CONSTRUCTION

Consultant shall manage and supervise other contractors’ activities at site and

coordinate with contractors, such that the construction of the Project is carried out by

the contractors according to the procedures and quality assurance program agreed

between Owner, Consultant and the contractors.

Consultant shall be deemed to have full knowledge of the applicable codes and

standards, laws and regulations, safety rules and regulations, regulations for contract


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labour, local conditions and environmental aspects in Punjab and India, and shall

comply with the requirements thereof where applicable.

Consultant shall assign construction specialists at site to ensure that the Project is built

according to the time schedule and to approved codes and standards, specifications and

drawings. These activities shall include, but not be limited to, the following:

I. review and recommend to Owner on the adequacy of contractors’ supervisory

personnel, and craftsmen in terms of qualifications and numbers;

II. Coordinate the activities of contractors and these respective subcontractors to ensure

that their work plans are such that the subcontractors avoid interference with one

another;

III. Consultant shall monitor and control the approved construction plan on monthly basis.

If any time lag is observed in the progress, consultant to analyze & advice party for

additional steps to be taken to boost the job progress and make recommendations to

owner on any action to be taken to maintain schedule.

IV. Review and recommend regularly on contractors’ allocation of manpower and

construction equipment;

V. review and approve, on Owner’s behalf, contractors’ work methods, with special

emphasis on safety and quality ;

VI. review and approve the procedures proposed by contractors for the inspection by

Consultant of each item of construction work and the witnessing by Consultant of each

construction activity in so far as inspection and witnessing are required;

VII. Supervise, inspect and certify that quality of the contractors’ work to ensure that all

work is adequate for the purpose intended, is in accordance with good engineering and

construction standards and practices, drawings and specification, and is in accordance

with the quality assurance program and conforms with the contract provisions;

VIII. Monitor and control quality of the contractors work and documentation.

IX. Lead, monitor and control SHE at work place by the contractor to ensure Zero accident

site.

X. ensure that adequate records are maintained, so that expediting for rectification is made

easy and systematic;

XI. review and certify the contractors’ claims. Certify and recommend to Owner on the

progressive payments of the work according to the work completed;

XII. On behalf of Owner supervise and agree with contractors on a phased completion

program, to facilitate a logical, mechanical completion program.

XIII. Closing the all open purchase orders / work orders / contract to close project sites.


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XIV. review contractors’ detailed proposals for the startup and the conduct of the

performance tests, and advise Owner and the contractor accordingly to ensure that all

the activities will be carried out in a safe and efficient manner.

XV. supervise close-out of contractors’ work and certify and make recommendations to

Owner on the acceptance of construction completion certificates, mechanical

completion certificates, provisional acceptance certificates and final acceptance

certificates for the Project, by plant system unit and block as relevant;

XVI. report immediately about any use of materials not in accordance with the drawings,

specification and contract, and supervise its removal from job site;

XVII. supervise all works required for modifications requested or approval by Owner in

accordance with the Project procedures;

XVIII. Carry out HAZOP studies and ensure that actions have been taken based on as-built

documentation;

XIX. Review and recommend safety and labour relations procedures prepared by other

contractors in line with all applicable codes, regulations and Owner requirements.

Monitor safety and labour relations and take action on behalf of Owner on all problems,

violations and inquiries;

XX. inspect and record site activities and oversee that documentation is kept up-to-date and

in first rate condition in preparation for completion of the Project. Consultant shall

ensure that all as- built drawings for the Project are recorded correctly and compiled

and submitted by the contractors as stated in the contract. Consultant shall submit the

same to Owner after approval

XXI. Maintain CTE Registers

ARTICLE 12

COMMISSIONING, STARTUP AND PERFORMANCE TESTS

1. Mechanical Completion

At a date prior to mechanical completion to be agreed with Owner, Consultant shall

recommend to Owner for approval of the operating manual prepared by Consultant.

Consultant shall review and recommend for approval the program, and supervise the

mechanical completion work performed by contractors. Upon successful completion of

mechanical completion work, Consultant shall review and recommend approval of

construction completion certificate documentation.

Consultant shall approve as required all procedures, plans, schedules and necessary

certification for construction completion by the other contractors. The construction

completion of individual sections of the Project shall be programmed in accordance

with the overall commissioning plan.


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Consultant shall ensure that all necessary personnel from equipment suppliers are called

to attend the pre-commissioning activities as provided for in the equipment purchase

orders.

Consultant shall prepare for approval by Owner and implement all necessary

procedures to ensure safety of personnel working on construction activities at the same

time as field inspection, testing and commissioning is in progress.

Consultant shall supervise contractors’ work such that phased mechanical completion

and commissioning takes place as determined by Owner’s business needs.

2. Commissioning and Startup:

Commissioning and startup is to be carried out by Owner with assistance from other

contractors.

Upon Owner’s approval of the mechanical completion of the work, and when it is

deemed suitable by Owner, the commissioning work may commence according to the

plans and schedules prepared by Consultant.

Consultant shall form and organize a start-up team to supervise and monitor the

commissioning, startup, performance test and initial operation of the facilities

consisting of representative of Owner operating personnel, equipment suppliers,

Consultant and contractors and shall ensure that the contractors provide sufficient

numbers of skilled labor that is needed to complement the Owner startup personnel and

to perform activities which include the running or operation of equipment, necessary

adjustments and hot alignment checks and the running of component parts as unified

system. This shall also include a demonstration of the operability of spare equipment.

Consultant shall ensure that the contractors provide sufficient manpower, special tools

and spare parts necessary for the commissioning activities.

Consultant shall ensure that the commissioning activities will, as a minimum include:

- Compliance of pre-commissioning audit by OISD / HPCL

- Operational tightness testing and Pneumatic testing.

- Pre-startup inspections by governmental bodies.

- No load test of rotating equipment

- Filling of lubricants.

- equipment operation to make vibration, governor trip, and safety device checks,

and other required operating tests and adjustments.

- hot alignment checks and running of component parts as a unified system.


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- adjustments and replacements of mechanical seals, packing and accessories, as

required.

- flushing, blowing, chemical cleaning & air cleaning.

- installation of temporary screens, strainers, and blinds.

- necessary purge operations, including installation of temporary purge piping,

hoses or equipment connections.

- checking of bores of orifice plates and installing these plates after flushing

operations.

- functional check on all instruments and controllers, instrument calibrations with

standard test.

- equipment and all required adjustments and control point settings.

- check all instrument loops for proper functioning.

- checks on pipe hangers, supports, and guides for hot/cold settings and necessary

adjustments.

- checking and recording positions of all valves.

- conduct simulation runs to allow run-in operational testing of the equipment.

-- Tank roof floatation with water / product.

- Commissioning checks of tanks as per OISD

- Commissioning of Fire Engines & Fire Alarm System

- conduct simulation runs to allow run-in operational testing of the OWS.

- DG Set Commissioning

Consultant shall organize and ensure that all defects and deficiencies found during the

course of commissioning are rectified by the respective contractors.

Consultant shall supervise and monitor all commissioning and startup activities and all

performance test runs which will be carried out by the contractors. All performance test

results shall be reviewed and certified by Consultant and subsequently recommended

for Owner’s acceptance.

Consultant shall report to Owner on a weekly basis on the progress and status of

commissioning and startup work.


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Consultant shall ensure that all commissioning records and log sheets are properly

collated and submitted to Owner as part of contractors’ mechanical completion

certificate approval documents and provisional acceptance documents as relevant.

3. a) Factory Acceptance Tests:

Consultant shall witness the Factory Acceptance Tests in the premises of contractor for

terminal automation etc. which will be carried out by the respective contractors.

b) Site Acceptance Tests:

Respective contractors shall carry out the Site Acceptance Tests of terminal automation

etc. which shall be witnessed by Consultant at site.

ARTICLE 13

ACCEPTANCE

1. Construction Completion Certificate:

Consultant shall review submittals from contractors for construction completion as

defined in the respective contract and advise Owner on approval and issue of

construction completion certificate to the contractors. Consultant will be responsible for

all punch listing to allow recommendation of construction completion certificate.

2. Mechanical Completion Certificate:

Consultant shall review submittals from contractors for mechanical completion as

defined in the contract and advise Owner on approval and issue of certificates of

mechanical acceptance. Consultant shall review the certificates of mechanical

completion issued and advise Owner when the various parts of the Project are ready to

start up and are in accordance with contract and specification.

3. Provisional Acceptance:

Consultant shall prepare and recommend approval of certificates of provisional

acceptance when requested by the contractors and recommend their issuance when the

commissioning work, start up and test runs of the Project have been carried out

successfully, and the performance test results are to the satisfaction of Owner in

accordance with the contract and specification.

4. Final Acceptance:

Final acceptance for the facilities defined in contract shall be issued by Owner on

request from contractors at the expiry of the defects liability period of one year, in

accordance with respective contract.

5. Provisional Acceptance of Consultant’s Work:


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Provisional acceptance of Consultant’s work occurs when the last contractor’s

provisional acceptance certificate is approved by Owner.

6. Final acceptance of Consultancy Work:

Final acceptance of Consultant’s work occurs at the expiry of the defects liability

period of one year of the last contractor in accordance with the contract if there is no

deficiency in Consultant’s or contractors’ work.

ARTICLE 14

INITIAL OPERATION AND TRAINING

During the engineering and construction of the Project, Consultant shall prepare

programs and schedules and perform initial operation and training services which shall

include, but not be limited to the following:

a) assist Owner’s personnel in familiarizing with vendor’s and contractor’s drawings and

specifications and in familiarizing with lines and equipment check lists.

b) prepare programs for recruiting and training the necessary Owner supervisory and

operating/ maintenance personnel to start up, operate and maintain MDPL. Actual

training itself shall be conducted by others. In preparing the overall training plans,

Consultant shall identify suitable resources to assist Owner in training its staff.

ARTICLE 15

HEALTH, SAFETY AND THE ENVIRONMENT

It is Owner’s objective policy to ensure that potential health and safety factors and

environmental effects are assessed for all products, projects and activities and

acquisitions. For projects, this is implemented by staged audits of health, safety and

environmental aspects from concept stage to post commissioning in order to determine

any shortcomings or noncompliance.

The specific requirements include:

Project Safety Review: A formal project safety review is to be carried out by Owner

and integrated across the various contracts. The Owner’s review team will require data,

input from key personnel from the other contractors and access to all locations being

used by contractor, subcontractors and suppliers. Consultant shall make all necessary

arrangements for such reviews as required by Owner and shall ensure that contractors

make available such data, personnel and locations as are required. Consultant shall

ensure that all recommendations and findings from safety reviews are implemented by

contractors in a timely manner.

Environmental Impact Assessment (“EIA”) : Consultant shall ensure that all

recommendations resulting from the EIA/RA studies, on approval by Owner, are

implemented by contractors.


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HAZOP Reviews: Consultant shall provide a team, subject to Owner’s approval, for

carrying out HAZOP study and shall ensure that all recommendations and findings are

implemented by contractors in a timely manner.

Health, Site Safety and Security: Consultant shall be responsible, on behalf of Owner

for ensuring a high standard of occupational health and site safety management and for

ensuring the requirements for health, safety and security to be maintained by

contractors, subcontractors and other personnel working at the site. Consultant shall

compile the safety requirement on contractors.

The purpose of these safety requirements shall be to prevent any accidents, incidents or

events that could result in injury or fatality to personnel from contractor’s,

subcontractor’s, Consultant, Owner or third parties and/or damage or destruction to

contractor’s or Owner’s property, equipment and materials. The requirements shall be

intended to supplement any government authority of India, state, municipal, local or

other regulations applicable at the Site which Consultant shall be obliged to enforce on

behalf of Owner. Consultant shall agree with Owner representative at site any

variations between these requirements.

Consultant shall monitor, control and report fortnightly to the owner and ensure that

the above requirements are fully adhered to.

1. Site Safety Organization:

Consultant is to appoint a safety officer with appropriate staff support whose

responsibility is to monitor all safety activities on the job site and report his

findings to Consultant. The safety officer shall make periodic safety inspections of the

job site on a schedule that will provide ongoing coverage. The inspections should be

made jointly with the superintendents of the contractors responsible for ongoing work

in the areas to be inspected. Any infractions or poor safety practices uncovered by these

inspections shall be promptly corrected. Safety requirements shall be enforced on the

entire supervisory organization of the contractor and subcontractors. Each location shall

require enforcement of approved safety rules and procedures by contractors and

subcontractors.

2. Site Safety Planning :

Prior to award of construction subcontracts or start of Site work, Consultant shall plan

job safety requirements in conjunction with contractors giving due consideration to :

(a) Owner’s/Consulant’s safety requirements;

(b) Location of job site(s);

(c) Type, background and quality of labor resources, and anticipated training

program;

(d) Nature of the construction work, types of hazards anticipated and hazard

prevention methods;

(e) Inspection, testing and commissioning activities overlapping with construction,

including training and implementation of permit to work systems;

(f) Construction equipment and materials to be used;


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(g) Minimizing the number of subcontractors or crafts working in any one area at

the same time;

(h) Personal protective clothing and equipment requirements must be established,

and orders placed for timely delivery to job site of such equipment. Consultant

will ensure that contractors execute obligations in this area.

3. Site Safety Manual:

Prior to start of work at each job site, Consultant shall publish and distribute a safety

manual approved by Owner to cover safety activities. The manual shall be published in

both English and Hindi, and in other languages if workers do not know these

languages.

The design of the manual shall permit easy communication of its contents to all

personnel, recognizing language and literacy conditions at the job site.

All Owner’s, Consultant’s and contractors supervisory personnel are to be issued a

copy of the manual. Further distribution of the manual, or specific sections, shall be

determined dependent upon the needs of the adopted construction strategy and

organization.

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

(a) Owner’s & Consultant’s safety organization, philosophy and responsibilities;

(b) Owner’s & Consultant’s safety requirements;

(c) The general safety rules applicable to the job site;

(d) Near miss accident report;

(e) Once a month safety audit;

(f) The requirements, availability and provision of personal protective clothing and

equipment for specific activities that will occur at job site;

(g) Traffic regulations at the work Sites;

(h) Requirements and standards for use of scaffolding/ladders;

(i) Requirements for grounding electrical construction equipment and tools;

(j) Type, availability and responsibility for use of fire fighting equipment;

(k) Work permit procedures;

(l) Procedures to be followed when an accident, injury or fire occurs;

(m) Simple procedures to be followed by entire contractor’s organization should a

major accident occur;

(n) Control of access to site;

(o) Consultant will issue updated and revise booklets prior to commencing

commissioning activities as new hazards arise and new working procedures are

required.

4. Safety Activities:

Consultant shall ensure contractor, subcontractors carry out their activities in

accordance with the safety plan throughout the course of the construction of the project

to inculcate and maintain safety awareness among their employees.


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Each workmen/employee, prior to beginning work, shall be given a safety orientation

course. Consultant shall be responsible for arranging and providing such and ensuring

consistency of knowledge and understanding across all and work groups. All personnel

must be fully knowledgeable of the potential hazards involved in the work they

supervise and the safe practices to be followed in their work.

5. Accident Investigation and Reporting:

Any accident or incident resulting in a lost time injury, death, or damage to property or

equipment is to be investigated by Consultant. Every incident shall be documented

promptly after the incident including the results of investigation and recommendations

for preventive action. Consultant shall also ensure that all necessary publicity is given,

within the site, to ensure further incidents do not occur. This investigation and report

shall not preclude any similar investigations and reports required by governmental

regulation, but may be handled concurrently with them.

Consultant shall maintain safety performance and accident statistics records for the

whole site in conformance to an agreed international standard or system to be approved

by Owner. Updated safety performance and accident statistics shall be included in

Consultant’s every monthly report.

6. Health Program:

The Consultant is to appoint an occupational health manager with appropriate

staff whose responsibility will be to monitor all occupational health activities on the

work site and his findings to the Consultant. This role could be coupled with that of the

safety manager.

The occupational health manager will be responsible for:

- formation of health organization;

- preparation and submission to Owner of a health program;

- promotion of health education at the work site and analysis;

- investigation and reporting of hazards and incidents on the Site.

Additionally, the occupational health manager shall make periodic inspections of the

Site, with specific reference to :

- Sanitation;

- layout of temporary and permanent installations;

- provision of adequate medical personnel, facilities, equipment and supplies;

- implementation of measures for dealing with injuries /illness .

ARTICLE 16

DOCUMENTATION

Consultant shall ensure all documentation and engineering data are delivered in a

timely manner. The quality and technical integrity of this information shall be


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monitored to ensure compliance with the Quality Assurance Program. The delivery

mechanism shall be the responsibility of Consultant i.e. The electronic media use,

indexes, sizes and number of copies of soft copy and hardcopy, etc.

Consultant shall also be responsible for modifying the documentation and data

requirements to reflect any existing and new statutory requirements from both

government and certifying authority sources.

Consultant to handovers the required number of soft/hard copies of following, but not

limited to, design basis, process package, tenders (MR &PR), drawing, layouts,

operating manual, single line diagram, P & IDs, hazop study etc. to HPCL.

Consultant shall be responsible for production of the operating manual(s). This will

include scheduling for the preparation of the materials making up the operating

manuals. It shall also include the review of drafts of the material in conjunction with

Owner. Regular progress meetings shall be held at the appropriate time to ensure

completion, commissioning and operation.

ARTICLE 17

ASSISTANCE IN ARBITRATION

Consultant shall ensure that the issues related to various contracts are settled amicably

with the contractors/suppliers. Consultant shall provide necessary assistance to the

owner and prepare suitable replies to address the claims / grievances / disputes of the

contractors / suppliers, as and when they arise.

Despite the above, if any contractor/supplier imposes Arbitration proceedings on

HPCL, the consultant shall be responsible for providing necessary assistance to HPCL

in connection with these proceedings from the date of award of EPMC contract upto a

period of 3 years beyond the date of completion of the project. The rates quoted by the

consultant shall be all inclusive and such cost of providing assistance for the arbitration

proceedings to be borne by the consultant.


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VOLUME III

SCOPE OF WORK

F. EXCLUSIONS FROM SCOPE OF WORK

The following activities are specifically excluded from the Consultant’s Scope of Work:

a) Sanction / Release of Power and Water both for operational and construction purposes

including liaising with supply authorities.

b) Obtaining approvals, clearances and permits from statutory bodies including liaising

with these bodies.

c) Acquiring land for putting up Project facilities.

d) Obtaining Customs clearances for imported materials / equipments.

e) Arranging transportation from port to sites for imported materials / equipments.

f) Taking Insurance policies for Project materials / equipments, lodging claims and

liaising for realization of claims. However, assessment of loss is in consultant’s scope.

g) Participation in Arbitration proceedings.

h) The costs towards press advertisements of NIT/bid invitation which shall be borne by

Owner and paid directly at actuals to the agency on submission of the bills of the

agency by the Consultant to Owner.

k) Consultant shall process the Contractor’s bills till certification of the same. Owner shall

process and effecting payment to Contractors basis Consultants certification.

Date post:	18-Apr-2018
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