SUPPLY, INSTALLATION, TESTING & COMMISSIONING OF OUTDOOR TYPE CHILLED WATER AIR CONDITIONING SYSTEM

Transcription

1 CEYLON PETROLEUM CORPORATION (Established by Parliamentary Act Number 28 Of 1961) REFINERY DIVISION PUBLIC TENDER 4013T BIDDING DOCUMENT SUPPLY, INSTALLATION, TESTING & COMMISSIONING OF OUTDOOR TYPE CHILLED WATER AIR CONDITIONING SYSTEM CHAIRMAN - DSPC CEYLON PETROLEUM CORPORATION REFINERY DIVISION MATERIALS DEPARTMENT SAPUGASKANDA KELANIYA SRI LANKA Telephone : Fax : / / refmaterials@sltnet.lk 1 CD

2 INSTRUCTIONS TO BIDDERS CONTENTS 01. Introduction Bidding Document Fee & Bid deposit Documents & Details to Accompany Bid Submission of Bid Sealing, Marking & Receipt of Bids Minimum Validity Period of Bids Opening of Bids Letter of Authorization Business Registration Schedule of Prices Correction of Errors Evaluation of Bids Power to Accept or Reject Offers Notice of Acceptance Mode of Payment Default by Successful Bidder Assurance on Delivery Penalty on Delayed Completion Warranty Force Majeure Bidder s Standard Conditions of Sale Arbitration Declaration Any Other Information Abbreviations 09 Annexes A Scope of Supply & Specifications B Schedule of Prices 16 C Declaration of Bidder 17 D Format of Manufacturer s Authorization 18 E Form of Compliance / Deviation Sheet 19 F Safety Regulations & Regulations for the Prevention of Fire G Format of Advance Payment Bank Guarantee

3 INSTRUCTIONS TO BIDDERS 01. INTRODUCTION The Chairman, Departmental Standing Procurement Committee(DSPC), on behalf of the Ceylon Petroleum Corporation, Refinery Division, Sapugaskanda, Kelaniya, Sri Lanka will receive sealed Bids from local suppliers with minimum of 10 years experience in the relevant field for the supply of Outdoor Type chilled Water Air Conditioning System conforming to the Terms & Technical Specifications indicated in Annex A and Terms & Conditions given under this Instructions to Bidders. 02. BIDDING DOCUMENT FEE & BID DEPOSIT Bidding Documents can be obtained up to 15-November Any Bidder calling for Bidding Documents, shall pay a non-refundable Bidding Document fee of Rs. 250/= and a refundable deposit of Rs. 20,000/= per set to the Cashier, CPC Head office, No. 609, Dr. Danister de Silva Mawatha, Colombo 09. Deposits of the unsuccessful Bidders will be refunded only after the tender was awarded to the successful Bidder & the successful bidder s deposit will be released after successfully commissioning of Air Conditioning System. 03. DOCUMENTS & DETAILS TO ACCOMPANY BID All Bids shall contain adequate particulars in respect of the items offered. A. Failure to furnish the following documents and details along with the Bid will result in the bid being rejected. 01. Name & the company profile of the Manufacturer and Country of manufacture. 02. Declarations from the bidder that the equipment offered are currently in manufacture, conforming to CPC specification and standards referred. 03. Declarations from the bidder for the availability of spares for equipment offered for minimum of 10 years period. 04. Company profile of the bidder & copies of financial statements for the past year 05. Details of the maintenance staff intended to be deployed for the installation work & availability of workshop facility to provide aftersales services. 06. Letter of Authorization from the principals Vide Clause 08 Annex D 07. A copy of the receipt obtained for payment of Rs. 20, Schedule of Prices Annex B duly completed and signed. 09 Documentary proof for recent supplies made to customers in similar magnitude 10 Declaration of Bidder Annex C 11 Form of Compliance / Deviation Sheet Annex E. Any other deviation to be clearly indicated in Annex G in an attachment. 12 Copy of Business Registration per Clause 09 All documents shall be in English Language. Note: Every Bidder will be required to initial and submit each page of the Bidding Document including drawings, relevant catalogues and other details along with the quotation 3

4 04. SUBMISSION OF BID A local firm acting as Agent for more than one Principal Bidder should get each of his Principal Bidders he represents to tender on separate sets of Bidding Documents purchased from the Ceylon Petroleum Corporation for such purpose. Note: Alternative Bids / Options Multiple bids from same manufacturer can be submitted on separate refundable deposits made for each bid. Alternative bids & higher value bids will be rejected respectively unless such bids have been covered by a separate bid deposit. 05. SEALING, MARKING & RECEIPT OF BIDS Bids shall be submitted in Duplicate as per annexed schedule of Prices. The original & duplicate copy of the Bid shall be placed in separate envelopes marked ORIGINAL & DUPLICATE. Envelopes shall be enclosed in one securely sealed cover, which shall be marked TENDER NO. 4013T FOR THE SUPPLY OF OUTDOOR TYPE CHILLED WATER AIR CONDITIONING SYSTEM CLOSING DATE 20-NOVEMBER-2013 on the top lefthand corner & the Bidder s name & address on the bottom left-hand corner. Bids sealed, enclosed, marked and addressed as aforesaid, shall be sent under Registered Cover to reach the Chairman, DSPC, Ceylon Petroleum Corporation, Refinery Division, Materials Department, Sapugaskanda, Kelaniya, Sri Lanka, not later than 1430 hours on 20-November If, the Bidders choose not to send their Bids under Registered Cover, they could deposit such Bids in the Tender Box provided for this purpose at the Office of Deputy Finance Manager (Refinery), Finance Department, Refinery, Sapugaskanda, Kelaniya, Sri Lanka. Important: offers are not entertained. If a bidder decides to send the bid through fax at bidders own discretion, then only the Fax No & should be used. Bids sent to any other fax number will not be entertained. However, only the clarifications, data sheets, product literature & other communications can be made through address refmaterials@sltnet.lk. 06. MINIMUM VALIDITY PERIOD OF BIDS (a) All bids shall necessarily be valid for acceptance for a minimum period of 77 days from the closing date of the Tender. (b) All prices indicated in the schedule of prices shall be firm and shall not be subject to any price variation within the validity period of offer specified in (a) above. (c) On acceptance of the offer within the period of 77 days the validity of offer should be extended by another 14 days for purposes of issuing of purchase order and other required documentation. Bids that do not comply with the above requirements will be rejected. 4

5 07. (a) CLOSING & OPENING OF BIDS Bids will be closed at 1430 hours on 20-November-2013 & will be opened immediately thereafter at the Refinery Conference Room. Bidder/s or their duly authorized representative/s may be present at the opening of bids. The officer who opens the Bids will read out the total price, as indicated in the schedule of prices/ Pro-forma to those who are present. Technical Data, Specifications or similar particulars will not be divulged. (b) LATE BIDS Any Bid received after the deadline for submission of Bid will be rejected and returned unopened to the Bidder. 08. LETTER OF AUTHORIZATION (a) (b) (c) (d) (e) Offers from agents representing Principals abroad, will not be considered unless they hold the Letter Of Authorization from the Principals empowering the agents to offer on their behalf, to enter into a valid agreement on behalf of the Principals to fulfill all the terms and conditions of the contract, in the event of the bid being awarded. The agent signing the Bidding Document on behalf of the Principal shall state the Principal s name, address, telephone and fax numbers & if any. Nomination of Agents after the Bid has been submitted will not be valid. In the event that the Principal is not the Manufacturer, the Principal should furnish documentary proof of his arrangements with the Manufacturer. Principal means the seller with whom CPC enters into an agreement as per the tender. In case of an order, purchase order is placed with the principal. 09. BUSINESS REGISTRATION Local Agents in Sri Lanka, submitting the Bid should register with the Registrar of Companies and shall produce a copy of the valid Certificate of Registration issued by the Registrar of Companies together with the offer & a copy of the respective company registration of principal bidders shall be forwarded along with the bid. 10. SCHEDULE OF PRICES Should indicate the prices in Rupees with taxes separately If any taxes are not mentioned separately such taxes will be considered as not relevant for the bid Where there is a discrepancy between the amount in figures and in words, the amount in words will govern Where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity. a. The unit rate as quoted will govern 5

6 b. Unless in the opinion of the Procurement Committee/TEC there is an obviously gross misplacement of the decimal point in the unit rate, in which case the line item total as quoted will govern and the unit rate will be corrected The amount stated in the Bidding Document adjusted in accordance with the above procedure with the concurrence of the bidder shall be considered as binding upon the Tender. If the bidder does not accept the corrected amount of bid, his bid will be rejected. 11. CORRECTION OF ERRORS (a) (b) Where there is a discrepancy between the amount in figures and in words, the amount in words will govern; and Where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity. 1. The unit rate as quoted will govern 2. Unless in the opinion of the Procurement Committee/TEC there is an obviously gross misplacement of the decimal point in the unit rate, in which case the line item total as quoted will govern and the unit rate will be corrected. (c) The amount stated in the Bidding Document adjusted in accordance with the above procedure with the concurrence of the bidder shall be considered as binding upon the Tender. If the bidder does not accept the corrected amount of bid, his bid will be rejected. 12. EVALUATION OF BIDS All offers received will be examined to determine the eligibility of bidder s responded and substantial responsiveness of bids received. Substantially responsive bid is one, which conforms to the terms, conditions and specifications of the Bidding Document. Incomplete bids will be rejected. Arithmetical errors in the Bidding Document will be corrected. Annex B shall be completed in full. Bids for part supply of items will be rejected. Only the bids determined to be substantially responsive will be evaluated and compared. Award will be made to the lowest responsive evaluated bid. 13. POWER TO ACCEPT OR REJECT OFFERS (a) (b) The Departmental Standing Procurement Committee will not be bound to make the award to the Bidder submitting the lowest offer. The Departmental Standing Procurement Committee reserves the right to reject any or all Bids, or any part thereof, without adducing any reasons. 6

7 14. NOTICE OF ACCEPTANCE Acceptance of bid will be communicated by fax / and confirmed in writing by registered post to the successful bidder to the address given by him, soon after the receipt of DSPC decision. Any change of address of the bidder should be promptly notified to the Materials Manager, Ceylon Petroleum Corporation, Materials Department, Refinery Division, Sapugaskanda, Kelaniya, Sri Lanka. 15. MODE OF PAYMENT An advance payment of sum equivalent to a maximum of 10% of the total contract value could be released upon submission of a bank guarantee as per Annex G. The bank guarantee shall be valid for entire duration until the commissioning of the Air Conditioning System. CPC will retain 25% of total payable from progress payments as a performance guarantee and will be released once the required performances have been established and the acceptance certificate issued subjected to retention condition mentioned below. A sum equivalent to 10% of the total contract value will be retained for a period of 06 months from the date of acceptance certificate. Balance payment will be made within 3 weeks only after successful commissioning of Air Conditioning System at Refinery as per terms & conditions of the tender & satisfactory completion of the contract. 16. DEFAULT BY SUCCESSFUL BIDDER (a) If for any reason in the opinion of the Ceylon Petroleum Corporation, the successful Bidder becomes incapable or unable to supply Outdoor Type chilled Water Air Conditioning System offered in his Bid within the specified delivery period, the Ceylon Petroleum Corporation shall have the right to obtain the goods from other sources without being liable in any manner, whatsoever, to the successful Bidder. (b) If the successful Bidder defaults in the supply or otherwise commits a breach of any of the provisions in the Contract with the Ceylon Petroleum Corporation for the supply of Outdoor Type chilled Water Air Conditioning System conforming with the Specifications, he shall be liable to pay to the Ceylon Petroleum Corporation, all losses, damages and expenses incurred by the Ceylon Petroleum Corporation in consequence of such default of breach. 17. ASSURANCE OF PROJECT COMPLETION SCHEDULE The successful Bidder will be called upon to supply to the Ceylon Petroleum Corporation the supply, install & commission of Outdoor Type chilled Water Air Conditioning System conforming to specifications and strictly abide by the agreed supply, install & commissioning dates, which should be within 150 days from the date of confirmation of the order. (Shorter completion periods are most welcome). The bidder shall provide a bar chart indicating the key activities & work schedule covering the entire project. 7

8 18. PENALTY ON DELAYED COMPLETION If the successful bidder could not supply, install & commission the Air Conditioning System within the delivery period stipulated in above clause No. 17, a penalty charge of 1% of the total order value per calendar week or part thereof up to a total value of 10% of the total order value will be recovered from the payment to the bidder. However, CPC reserves the right to cancel the award of the tender, if the Air Conditioning System is not supplied, installed & commissioned within the period given in clause WARRANTY 19.1 Supplier should give a manufacturer s warranty for all the equipment Supplied by him for a minimum period of 12 months form the date of commissioning as per clause 5 in scope of supply. Warranty Conditions shall be clearly indicated in the quotation Any defect found during this warranty period should be attended to by the supplier at his own cost (labour & spare parts), and any defective parts should be replaced with new parts free of charge All equipment and machinery offered should be brand new and proven models and no Prototype models should be offered All material offered should have a minimum of 14 months shelf life (if relevant) from the date of shipment. 20. FORCE MAJEURE Except as regards an act of God, war, strike, invasion, Civil War, rebellion, Tsunami, revolution, insurrection, military power, earth-quake, plagues, the Bidder shall undertake all risks and liabilities of whatsoever kind arising out of incidentals or connected with the supply. 21. BIDDER'S STANDARD CONDITIONS OF SALE Bidder's standard conditions of sale, usually printed on the reverse side of the Proforma Invoice or in a separate format will not be accepted. The Conditions of Tender of CPC will prevail. 22. ARBITRATION 22.1 All the disputes arising out of this agreement will be settled in accordance with the provisions of the Arbitration Act No. 11 of All proceedings and hearings by the Arbitrator shall be held in Sri Lanka Arbitration will be conducted under the rules of the ICLP Arbitration Center and the Arbitration Act No. 11 of DECLARATION Bidders should declare that they have read the Conditions and that they make the offer in compliance with and subject to all the Conditions thereof and agree to execute the contract / perform the services in accordance with the said Conditions in the manner therein set out. A Form of Declaration of Bidder-Annex C is attached. 8

9 24. ANY OTHER INFORMATION Any other information or clarification required could be obtained from the Materials 3Manager, Ceylon Petroleum Corporation, Refinery Division, P. O. Box 11, Kelaniya, Sri Lanka not later than 12 days before the closing date of tender given in clause No. 05. Telephone : Fax: / refmaterials@sltnet.lk Where the Bidders have not sought any clarifications / information such Bidders shall be deemed to have accepted the Bidding Document in full. CPC reserves the right to issue amendments to the Bidding document if and when deemed necessary, up to 08 days before the closing date of Tender given in Clause 05 and such amendments will be notified to all Bidders who have collected the Bidding documents. 25. ABBREVIATIONS DSPC - Departmental Standing Procurement Committee CPC - Ceylon Petroleum Corporation ICLP - Institute for the Development of Commercial Law & Practice RT - Tones of Refrigerant FCU - Fan coil unit PCC - Power control centre ASHRAE - The American Society of Heating, Refrigerating and Air Conditioning Engineers ARI - Air-Conditioning and Refrigeration Institute IET - The Institution of Engineering and Technology ICTAD - Institute of Construction Training and Development 9

10 SCOPE OF SUPPLY & SPECIFICATIONS ANNEX A Introduction Ceylon Petroleum Corporation Refinery Division needs to install an outdoor type air conditioning plant to air condition the Engineering building as per the scope given below on lump sum turnkey basis. 1. Scope To supply install and commission a central air conditioning system comprising of a) 01 No. chilled water reservoir/header b) 02 Nos. 30RT water chiller units and 02 Nos. cooling towers c) 10Nos. 1.5 RT chilled water FCUs d) chilled water distribution pumping system e) 01 No power control centre f) Other related equipment with associated civil work, piping, ducting & insulation work & electrical installation to provide an air conditioning facility to Engineering building of CPC Refinery. 2. Specifications 2.1 Chilled water plants The Air Conditioning System shall consist of a chilled water header with sufficient capacity, fed by 2 Nos. 30 RT outdoor type chilled water plants. Each 30 RT chilled water plant shall be complete with outdoor type condenser with water/air cooling unit, cooling towers with automatic bleeding facilities where necessary, pumps, compressors, ducting, controllers, indicators, protections, measuring gauges and other accessories required for a complete outdoor type air conditioning system. The reservoir/header capacity shall be designed in such a way that the time lag between automatic cut in and cut off levels shall be at least 15 minutes at full capacity. Facilities shall be provided to take each air conditioning unit for maintenance without affecting other units in operation. 2.2 Chilled water Distribution System Three nos. of chilled water circulation pumps, each capable of handling half of the full capacity, connected to a common reservoir /header shall be installed in a properly spaced room. One pump will be used for standby service while other two are in operation. Note : The above room shall have sufficient space for installation of all chillers, pumps, panel boards and accessories etc, 10

11 The existing chilled water distribution network shall be connected to the new system in the following manner a.) Engineering building ground floor and the work shop mezzanine floor shall have two separate chilled water distribution circuits b.) Facility shall be incorporated to connect two chilled water distribution circuits c.) Chilled water distribution circuits shall have three pumps arranged in such a manner one pump is on stand-by duty while other two pumps are in operation. d.) By-pass lines, regulating valves and pump isolating valves etc. shall be provided for manual selection of operating and stand by pumps. e.) Provisions shall be available for the removal of a pump for maintenance without effecting the operation. f.) Chilled water reservoir/header shall have sufficient capacity with draining facilities. g.) All lines and reservoir/header shall be properly insulated. h.) Drawings of chilled/condenser water circuits shall be provided with the offer i.) Chilled water connecting circuits shall be designed in such a way to distribute equally for all indoor units Two pumps will be on Operation mode while other pump is on standby duty mode. Changing of pumps will be done manually. Bypass lines complete with regulating valves shall be provided between two distribution lines. Each pump outlet shall be provided with isolating valves Details of existing fan coil units (FCU) as follows, Eng. Building (cct 1) 25 Nos. 1.5 RT Floor mounted FCU. Mezzanine Floor (cct 2) 12 Nos. 1.5 RT floor mounted fan coil units 2.3 Operating parameters Supplier should design the air conditioning system in such a way that following parameters are maintained in all locations in the building under all weather conditions. Inside, Temperature (DB) : 24 +/- 2 0 C Relative Humidity : 50 % Noise : 65 db at One Meter Outside, Dry bulb temp : DB-35 +/- 2 0 C Wet bulb temp : WB-29 +/- 2 0 C Altitude : less than 1000m Note : It is the responsibility of the contractor to calculate the total heat load at the Engineering building and decide the capacity of the central air conditioning unit. All design calculations have been based on the Carrier Method as described in Hand book of air-conditioning system design. 11

12 However if the requirement is less than 60 RT the bidder shall install 2 nos. of 30RT units. If the requirement is more, the bidder shall state the required capacity and bid for 100% of the required total capacity of chilled water unit. 2.4 Power Supply CPC will only provide the incoming power cable from the main power control panel located at the workshop electrical switchboard panel. Cable trenching/ducting from the switchboard to air conditioner plant main panel is also the responsibility of the supplier Available power supply is 400V, 125A, 50 Hz four wire three phase The main power cable, from PCC panel to air conditioner panel will be supplied by CPC. 2.5 Switch Board A separate switchboard to feed power to the air conditioner system, pumps and any other equipment shall be installed inside the pump room by the supplier. 2.6 Piping, Ducting & Insulation The successful bidder shall provide the piping, ducting and insulation work necessary for the installation up to the connecting point. 2.7 Civil Work Civil work including, (a) Foundation / basement for the equipment and buildings. (b) Brick/concrete structure (room) with a roof slab for switch board, chillers and water circulation pumps etc. (c) Roof slab shall be sufficient to bear the total load of condensers and accessories. (d) Cable Trenches/Ducts and pipe line trenches/ducts. shall be done by the bidder. All construction activities shall comply with the provisions of standard specifications (Latest edition) published by ICTAD. 2.8 Electrical work All electrical and control wiring and installation should be done by the successful bidder according to the latest IEE wiring regulations, and metal conduits shall be used instead of PVC pipes for the places where surface running is required. 2.9 Country of origin of Equipment & Material Specifications All appliances and equipment shall be reputed makes from USA, Japan, Europe, or Korea and connected in accordance with the best engineering practice conforming to ASHRAE guides and manufacture s recommendation & instructions. 12

13 All piping, water seals, valves, electrical connections and similar appurtenances shall be installed and complete recommended by the manufacture, required for proper operation. It should be noted that the Process environment is highly corrosive and the outdoor type equipment shall be specially treated to withstand such environmental condition. Materials of the condenser unit of Air conditioning plant shall be specially treated to withstand the corrosive nature of the environment of an industrial plant such as petroleum refinery. Supplier shall send technical literature relating to material/special treatments etc. which may prevail in this regard along with the bid proposal. 3. Other Conditions a. The above specified work shall be carried out on lump-sum turnkey basis. b. The prospective bidder shall inspect the site and take all measurements required to decide on capacity of the system, capacity of pumps, piping system, trenches, ducts, structural requirements etc. before tendering. c. The prospective bidder shall clearly indicate all the work that he expects to carry out in detail with calculations and drawings indicating building layouts, equipment lines, pump arrangements, electrical wiring etc. shall be presented along with the bid. d. The cost of each unit / item including Civil & Electrical work shall be indicated separately to cover the entire project. 4. Quality Assurance 4.1 Equipment The equipment shall be designed, manufactured according to ARI, ASHRAE or any other equivalent international standards (Please Specify) and shall be reputed makes/brands from USA, Japan, Europe, or Korea. The equipment manufacturers shall possess ISO 9001 quality assurance certificate for the design, manufacture, and testing of the Air Conditioning Units and accessories. 4.2 Workmanship CPC expects the successful bidder to carry out work according to best work practices and procedures in the field of construction & air conditioning. All electrical work shall comply with BS, IET latest regulations CPC reserve the right to request the bidder to improve / modify / reconstruct the work carried out by the bidder if the workmanship is not up to acceptable level. 13

14 5. Guarantee 5.1 The supplier shall guarantee that the equipment supplied are free from faults in design, workmanship and materials, and is of sufficient size and capacity and is of proper materials to fulfill satisfactorily operating conditions. 5.2 Should any defect in material, workmanship or operating characteristics develop during the first year of operation of the complete system and two years operation of the chiller unit, the supplier shall agree to make all necessary alterations, repairs and replacements of defective equipment, free of charge and shall pay all transportation involved to and from the user s plant. 5.3 CPC will retain 25% of total payable from progress payments as a performance guarantee and will be released once the required performances have been established and the acceptance certificate issued subjected to retention condition in % of the total contract price will be retained at the final payment, which will be released after six month from the date of the acceptance certificate. 6. Documents The following documents and drawings shall be forwarded in two copies to the employer along with the equipment. Manufacture s Data Equipment Data Design analysis and calculation assembly Schematic and interconnection diagrams Detailed drawings and/or shop drawings Operating and Maintenance Manuals Spare parts for five year operation (Please submit separate offer) Special tool lists Certificates of compliance Detailed Control diagrams Test Reports 7. Safety permits and Clearance certificates It is very important to obtain clearance certificates, excavation permits, safety certificates and fire permits daily prior to commence work. These permits and clearance certificates will be obtained by CPC officers and the contractor should make sure that these certificates have been taken/updated prior to commencement of work every day. 8. Removal of all debris and clearing the site The contractor shall keep the site clean and tidy throughout the duration of the contract and shall clean and remove all debris from time to time as it accumulate and have the site clean and tidy on completion of the contract. 14

15 On completion of the work the contractor shall clear away and remove all constructional plant, surplus materials, and temporary work of any kind from the site. 9. Site Visit and pre bid meeting Arrangement will be made to have a site visit and all bidders are requested to call over to the Materials Department at 0930 hrs. on 29 th October Safety Regulation and Prevention of Fire The contractor must abide by the Refinery Safety Regulations and carryout safety precautions, which shall be observed by the contractor. Refinery Safety regulations that are in force within the Refinery Premises are indicated in the Annex F. C:\C:\CD\4013T 15

16 ANNEX B SCHEDULE OF PRICES SUPPLY OF OUTDOOR TYPE WATER COOLED AIR CONDITIONING SYSTEM Item No. Qty. Rqd. Unit Description Price (Rs.) without Taxes No. Outdoor Type chilled Water Air Conditioning System (Refer clause 1.0 of Scope of Supply Annex A ) *Cost breakdown shall be provided as per clause 3.d of Annex A Less Discount, if any Total Price - Without Taxes NBT If applicable VAT If applicable Total Price (with all taxes) Amount in figures Amount in words Amount Rs. Offer Validity Name of Manufacturer Country of Origin Project Completion Period Name of the Bidder Company Address Date Signature of Bidder Company Stamp 16

17 ANNEX C DECLARATION OF BIDDER Chairman, Departmental Standing Procurement Committee, Ceylon Petroleum Corporation Dear Sir, TENDER FOR SUPPLY, INSTALL, TESTING & COMMISSIONING OF OUTDOOR TYPE CHILLED WATER AIR CONDITIONING SYSTEM We hereby tender for the supply, install, testing & commissioning of Outdoor Type chilled Water Air Conditioning System in conformity with the specifications as stated in the Instructions to Bidders. Having perused the Instructions to Bidders for the supply, install, testing & commissioning of Outdoor Type chilled Water Air Conditioning System and the Schedule of Prices referred to therein, I / We hereby agree to comply with the Conditions of the said Tender. I / We undertake to conform to all the Terms & Conditions in the said Tender and the Schedule of Prices within the time specified. I / We am / are fully aware that the acceptance of any Tender will be at the sole discretion of the Departmental Standing Procurement Committee, Ceylon Petroleum Corporation. Signature of Bidder Date :. Company Stamp 17

18 Format of Manufacturer s Authorization ANNEX D [The Bidder shall require the Manufacturer to fill in this Form in accordance with the instructions indicated. This letter of authorization should be on the letterhead of the Manufacturer and should be signed by a person with the proper authority to sign documents that are binding on the Manufacturer.] Date: Tender No.:. To: Chairman Departmental Standing Procurement Committee WHEREAS We [insert complete name of Manufacturer], who are official manufacturers of [insert type of goods manufactured], having factories at [insert full address of Manufacturer s factories], do hereby authorize.[insert complete name of Bidder] to submit a bid the purpose of which is to provide the following Goods, manufactured by us. [Insert name and or brief description of the Goods], and to subsequently negotiate and sign the Contract. We hereby confirm goods offered are in good condition & conforming to the specifications as mentioned in Annex A. Signature of authorized representative of the Manufacturer Company Address: Company Stamp Title: Duly authorized to sign this Authorization on behalf of: [insert complete name of Manufacturer] Date :. 18

19 COMPLIANCE / DEVIATIONS SHEET ANNEX E Please mark if complied with the tender requirement or mark X if there is any deviation and indicate the deviation in the cage provided Specification / Condition Complied Deviations if any Document Fee & Bid deposit Paid for each Principal Bidder Cost breakdown per clause 3. d under Annex A given 3. 0 Offer Validity 77 Days Schedule of Prices (Annex B ) Duly Filled 6 Stamped, Signed & Forwarded 5. 1Agreed with Payment Terms & Other Requirements as per clause No Letter of Authorization Annex D 7. 1 Specifications & Other Conditions as Annex A Agreed with project completion Period per Clause 9 No 17 Agreed with Penalty on Delayed Completion per 9. Clause No Literature / Catalogues & Other Technical Data 0 Given Country of manufacturing Given If Relevant, VAT Registration No. Given Deviations from Specifications, terms & 13. conditions, if any, indicated Documentary proof for recent supplies made to customers in similar magnitude Given 15. Declaration per Clause No. 22 Given 16. Copy of Business registration per Clause 09 Copy of ISO 9001 certification per clause under Annex A Complete Spare parts list with their current prices 18. provided List of recommended spare parts for 05 year 19. operation of the equipment given Company profile indicating the experience in the relevant field & financial statements provided Other Deviation, if any Company Stamp Signature of the Bidder 19

20 ANNEX F SAFETY REGULATIONS & REGULATIONS FOR THE PREVENTION OF FIRE (To be observed by the contractor, his sub-contractors and his and their workers, agents and invitees) All persons engaged in work at Ceylon Petroleum Corporation, Refinery, Sapugaskanda (hereinafter called the Refinery) shall be acquainted with the following regulations and their consent to abide by them shall be an essential condition of their permit to work at the Refinery. 1. The whole of the premises within the boundary fence is constituted a danger area with the exception of any area expressly exempted by the Refinery Manager (hereinafter called the Manager). 2. All employees, agents and invitees of the Contractor who may not be aware of the exact locality of any area expressly exempted from the danger area must assume that any part of the Refinery is a danger area and act accordingly. 3. Before work of any nature is commenced in any area by the Contractor, his employees, agents or invitees, the Contractor must obtain the Manager s authorized signatories necessary for excavation permits, safety certificates and clearance certificates and if the work involves sparks of flames, also a fire permit. The Contractor, his employees, agents or invitees must observe all precautions stipulated in these documents. If the work cannot be completed in the period for which these documents are valid, the work shall be discontinued until the documents are renewed. 4. Persons under 18 years of age should not be employed by any contractor or by any sub-contractor for carrying out any contract work in any part of the Refinery. 5. It is a condition of the permit to work at the Refinery that all persons engaged at the Refinery shall submit to be searched by the Refinery s Security Officials. This search may take place, either at the time of entry to the Refinery or at any other place and during any time while the employees are in the Refinery, at the discretion of the Senior Security Officer, Refinery. 6. Fire, naked flame, lighters, matches, petrol or any other flammable substance and any apparatus / equipment which can cause ignition should not be taken to the danger area by any contract personnel without a written authority signed by the manager s authorized representatives. Such written permit shall be valid for the period stated therein and must be returned to the Head of Fire Fighting and Safety, Refinery. 7. No dry battery or accumulator type of electric hand-lamp or hand-torch, which is not of a flameproof safety type, approved by the Manager, may be taken to the danger area. 8. Smoking is strictly prohibited in any part of the Refinery. 20

21 9. No fires shall be lit and no matches shall be ignited in any part of the Refinery without a special fire permit being given and signed by the Manager s authorized signatory. 10. The contractor shall observe the speed limit of 30 KmPH for vehicles and 24 KmPH for motorcycles within the Refinery premises and all vehicles must be mechanically sound and have an efficient exhaust, silencer, horn, brake, filler cap and tyre of good condition. All contract drivers must possess a valid driving license. The vehicles used by the contractor should only be driven on the recognized main roads in the Refinery and no vehicle should leave a main road and enter into an operational area without having a valid Fire and Safety Permit. 11. Mobile cranes and other lifting equipment used for the contract job must be load tested and test reports must be produced to the Fire & Safety Department. 12. If any contract work involves scaffolding, it should be erected as per Standard, Refinery Scaffolding Procedure. A copy of Standard Refinery Scaffolding Procedure should be requested when necessary. 13. All contract work should be stopped if the fire siren is sounded or in case of a Refinery Emergency. 14. (a) The Contractor shall ensure that his employees and those of any of his sub- contractors shall not make use of any equipment, material or property of any kind whatsoever belonging to the Corporation unless the written permission of the corporation has been obtained beforehand. (b) The Contractor shall ensure that so far as is compatible with the work being carried out, the area in which his workers and /or agents are working shall be kept free of all equipment, material or property of any other kind which may constitute an accident hazard. If it is necessary in the opinion of the Contractor for such equipment, material or property to be on site, it will be the Contractor s responsibility to ensure all necessary safety precautions are observed by his own employees and those of his sub-contractors. 15. The contractor must supply all personal protective equipment necessary for the contract employees to carry out the contract work. All contract employees should follow Refinery Safety Regulations and ensure to wear personal protective equipment. 16. All accidents caused to the contractor s employees must be reported to the Fire and Safety Department immediately. 17. After completion of the contract work by the contractor the area involved with the contract work should be inspected by the Fire and Safety Department to ensure that the cleanliness and good housekeeping practices had been followed. The area involved with the contract work should be certified by the Fire and Safety Department before the final payment is made. 21

22 18. If the Contractor / Sub Contractor intend to use Electrical equipment / Radioactive equipment the contractor shall inform the engineer in charge and give the complete details of such equipment and the purpose for which such equipment is used and obtain the permission from the Electrical Department before commencing the contract work. 19. Any employee, agent or invitee of a Contractor consciously or without consciousness, breaking the above Rules shall be liable to have his permit to work at the Refinery terminated immediately. 20. In addition to the above it will be contractor s responsibility to abide by the relevantclauses of Factories Ordinance of Sri Lanka in respect of all work carried out at the site and the safety of personnel engaged and equipment used at site. Contractor shall pay special attention to the following clauses of the Factories Ordinance of Sri Lanka. However, the responsibility of the contractor will not be limited to the clauses listed below but will cover all other conditions in the whole Factories Ordinance and its amendments. 1. Clause 27 - Hoists and lifts 2. Clause 28 - Chains, Ropes & Lifting Tackle 3. Clause 29 - Cranes and other Lifting Machines 4. Clause 30 - Construction and Maintenance of floors, passages and stairs. 21. The mobile phones will not be allowed to bring in to Refinery premises without proper authorization / approval. 22 SECURITY CLEARANCES (a) The Refinery premises is considered a high security zone and all contractor's personnel shall abide by the security regulations, prevailing and those which might be enforced as and when necessary due to changing circumstances. Police clearance for personnel going to be engaged in this job will have to be obtained and produced to CPC security by the contractor. (b) All contractors personnel and their vehicles will be required to obtain gate passes before entering into the Refinery. (c) Any part of the work that is to be sub contracted should be notified during the process of bidding and the name of the contractor along with the offer. If the contractor is to be changed after the award, written permission of the CPC will have to be obtained. 22

23 FORMAT OF ADVANCE PAYMENT BANK GUARANTEE ANNEX G GUARANTEE NUMBER: DATE: / /. SUM GUARANTEED:. To: Chairman, Departmental Standing Procurement Committee Ceylon Petroleum Corporation Dear Sir, Name of the contract:. In accordance with the provisions of the Conditions of the contract, of the above mentioned contract (name & address of contractor) (Thereafter called the contractor ) shall deposit with (name of employer) a bank guarantee to guarantee his proper and faithful performance under the said contract in and Amount of.. (amount of guarantee) (amount in words). We, the (Bank), as instructed by the contractor, agree unconditionally and irrevocably to guarantee as primary obligator and not as surety merely, the payment to (name of employer) on his first demand without whatsoever right of objection on our part and without his first claim to the contractor, in the amount not exceeding (amount of guarantee), such amount to be reduced periodically by the amounts recovered by you from the proceeds of the contract. We further agree that not change or addition to or other modification of the terms of the contract or of the works to be performed there under or of any of the contract document which may be made between you and the contractor shall in any way release us from any liability under this guarantee, and we hereby waive notice or any such change, addition or modification. No drawing may be made by you under this guarantee until we have received notice in writing from you that an advance payment or the amount listed above has been paid to the contractor pursuant to the contractor. 23

24 This guarantee shall remain valid and in full effect from the date of the advance payment under the contract until. (name of employer) receives full repayment of the same amount form the contractor. Signature & seal of the Guarantor : Name of the Bank Address Date :.. : : Witness :

25 INVITATION FOR BIDS CEYLON PETROLEUM CORPORATION (REFINERY DIVISION) PUBLIC TENDER 4013T SUPPLY, INSTALLATION, TESTING & COMMISSIONING OF OUTDOOR TYPE CHILLED WATER AIR CONDITIONING SYSTEM The Chairman, Departmental Standing Procurement Committee, Ceylon Petroleum Corporation, Refinery Division, Sapugaskanda, Kelaniya, Sri Lanka will receive sealed Bids from local suppliers for the Supply, Installation, Testing & Commissioning of Outdoor Type Chilled Water Air Conditioning System. Any Bidder submitting a bid, shall pay a refundable deposit of Rs. 20, and a nonrefundable document fee of Rs to the cashier, CPC Head Office, No. 609, Dr. Danister de Silva Mawatha, Colombo 09 before 1500 hours on any working day up to 15-November Bidding document, which comprises the conditions of the Tender and the specifications is available on website Alternatively, Bidding documents could also be obtained from the under mentioned. Bids will be received by the Chairman, Departmental Standing Procurement Committee until 1430 hours on 20-November-2013 and will be opened immediately thereafter at the Refinery Conference Room. MATERIALS MANAGER CEYLON PETROLEUM CORPORATION REFINERY DIVISION, SAPUGASKANDA, KELANIYA, SRI LANKA. Tel.: ref.materials@ceypetco.gov.lk 25

26 ñ<.kka le ùuhs,xld Lksc f;,a ks;s.; ixia:dj (msrsmyÿ ld¾hdxyh) m%isoao fgkav¾ T PUBLIC TENDER 4013T t<suyka udoþ,þfha c,fhka iþiþ,ajk jdhq iólrk moao;þhla (OUTDOOR TYPE CHILLED WATER AIR CONDITIONING SYSTEM) iemhsu" iúlsrsu iy mílaidlr mejíu,xld Lksc f;,a ks;s.; ixia:dj, msrsmyÿ ld¾hdxyh, imq.ialkao, le<ksh, Y%S,xldj ys fomd¾;fïka;= m%iïmdok lñgqfjys indm;s úiska foaysh iemhœïlrejkaf.ka ñ<.kka le ùfï m;%fha i yka msrsú;r yd fldkafoais j,g iïmq¾kfhka wkql+, jq t<suyka udoþ,þfha c,fhka iþiþ,ajk jdhq iólrk moao;þhla iemhsu" iúlsrsu iy mílaidlr mejíu i yd uqød ;nk,o ñ<.kka le jkq,efí. lsishï,kaiq ;nkafkl=, ñ<.kka bosrsm;a lrkafka kï, re. 20, wdmiq f.jkq,nk ;ekam;= %uqo,lao whÿïm;a i yd wdmiq fkdf.jk re.250/- l uqo,lao 2013-fkdjeïn¾-15 osk 1500 jk meh olajd ld¾hd, oskj,š wxl 609" ffj» veksiag¾ o is,ajd udj;" fld<u 09 ia:dkfhys msysá,xld Lksc f;,a ks;s.; ixia:dfjys m%odk ld¾hd,hys uqo,a whleñg uqo,ska l, hq;=h' ñ<.kka le ùfï m;%fha fldkafoais iy msrsú;r hk fjí wvúfhys wka;¾.; fõ. ;jo fgkav¾ m;% my; i yka whf.kao,nd.; yelsh. ñ<.kka, fomd¾;fïka;= m%iïmdok lñgqfõ indm;s úiska 2013-fkdjeïn¾-20 osk 1430 meh olajd ndr.kakd w;r tu fudfydf;au msrsmyÿ iïuka;%k Yd,dfõoS újd; lrkq,efí. øjh l<ukdldr,xld Lksc f;,a ks;s.; ixia:dj msrsmyÿ ld¾hdxyh, imq.ialkao, le<ksh, Y% S,xldj ÿ.l ú';e' ref.materials@ceypetco.gov.lk 26