GAIL (INDIA) LIMITED 16, GAIL BHAWAN, Bhikaji Cama Place, R. K. Puram, NEW DELHI (INDIA) E-TENDER NO

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1 GAIL (INDIA) LIMITED 16, GAIL BHAWAN, Bhikaji Cama Place, R. K. Puram, NEW DELHI (INDIA) E-TENDER NO BIDDING DOCUMENT FOR HIRING OF SERVICES FOR DETAILED ROUTE SURVEY AND OBSTACLES PERMISSION FOR SURAT-PARADIP PIPELINE PROJECT OPEN DOMESTIC COMPETITIVE BIDDING (ODCB) THROUGH E-TENDERING Issued by GAIL (India) Limited (A Government of India Undertaking) A Maharatna Company 16, Bhikaiji Cama Place, R. K. Puram, New Delhi Bid Document No. / E-Tender No Page 1 of 159

2 SECTION - I NOTICE INVITING TENDER (NIT) & INVITATION FOR BIDS (IFB) Bid Document No. / E-Tender No Page 2 of 159

3 GAIL (India) Limited (A Govt. of India Undertaking) NOTICE INVITING TENDER (OPEN DOMESTIC COMPETITIVE BIDDING) GAIL (India) Limited invites bids from eligible bidders for Hiring of Services for Detailed Route Survey and Obstacles Permission as detailed below: Sl. No. E-tender No. IFB and Bid Document available on website from Date of Pre Bid Meeting at 1100 Hours (IST) at GAIL, New Delhi Last date & time for submission of Bid at 1400 Hours (IST) For further details, please visit our e-tender website ( and Tender website ( and Govt. website (http: // & For any queries, bidders may contact General Manager (C&P), GAIL (India) Limited, New Delhi, 16, Bhikaiji Cama Place, New Delhi , Phone : Extn 6703/6707/6728; vkshukla@gail.co.in/ ghosh.kunal@gail.co.in/ skchaurasia@gail.co.in Bid Document No. / E-Tender No Page 3 of 159

4 GAIL (India) Limited (A Govt. of India Undertaking) 16, GAIL Bhawan, Bhikaiji Cama Place, R. K. Puram, New Delhi -66 (India) INVITATION FOR BID (IFB) Ref.: GAIL/ND/C&P/PROJ/SURVEY/SPPL/ Date: To, M/s... Sub: Hiring of Services for Detailed Route Survey and Obstacles Permission for Surat-Paradip Pipeline Project Dear Sirs, 1.0 GAIL (India) Limited, New Delhi, invites bids through e-tendering on Open Domestic Competitive Bidding basis for Hiring of Services for Detailed Route Survey and Obstacles Permission for Surat-Paradip Pipeline Project, under single stage two e-envelopes system from competent agencies meeting the Bidder s Eligibility Criteria as stated in the detailed Bid Document attached. Bids, submitted on line shall only be considered for processing. 2.0 The brief description of the project is as under: The scope of work shall include detailed route survey of Surat-Paradip pipeline which includes reconnaissance survey, centerline survey, population density index survey, cadastral survey, preparation of 3 (i) notification as per P&MP Act 1962, soil investigation and corrosion survey, preparation of route in different scales, preparation of site map for obstacle crossing and cross section drawing etc. and to obtain permission / NOC for obstacle crossing from respective statutory authorities. The total job is divided in following four sections: Section Description Length in Obstacle Crossings Km.(Approx.) I Pipeline passing through 447 Railway-5 Gujarat & NH-5 Maharashtra SH-15 (Distt. Surat, Valsad, ODR-104 Nandurbar, Dhule, Rivers-17 Jalgaon & Buldhana ) Canals & Nalah-32 Forest stretch-6.42 Km II Pipeline passing through Maharashtra (Distt. Akola, Amravati, Wardha, Nagpur, 399 Railway-9 NH-5 SH-21 ODR-92 Bid Document No. / E-Tender No Page 4 of 159

5 Section Description Length in Km.(Approx.) Bhandra & Gondia) III Pipeline passing through Chhattisgarh (Distt. Rajnandgaon, Durg, Raipur & Mahasamund) Obstacle Crossings Rivers-15 Canals & Nalah-63 Forest Stretch Km 227 Railway-3 NH-4 SH-5 ODR-90 Rivers-11 Canals & Nalah-46 Forest Stretch Km IV Pipeline passing through Odisha 467 Railway-7 NH-6 (Distt. Nuapada, SH-2 Bargarh, Balangir, ODR-145 Sonepur, Sambalpur, Rivers-15 Angul, Dhenkanal, Canals & Nalah-70 Jajpur, Kendrapada & Forest Stretch-1.5 Km Jagatsinghpur ) Note: Length and crossing details mention above are tentative subject to variation 3.0 BID EVALUATION CRITERIA (BEC): 3.1 TECHNICAL CRITERIA: The bidder should be a reputed Company in the field of pipeline survey and shall meet the following criteria Technical Criteria A. Bidder must have completed Detailed route survey for Gas/Oil pipelines which includes table top study, reconnaissance survey, centerline survey, population density index survey, cadastral survey, soil investigation and corrosion survey etc. for a cross country pipeline having minimum length or contract value in single order as detailed below during any of the last 7 (Seven) years to be reckoned from the due date of bid submission. Section Length in Km. (Approx.) Requirement of Minimum Length (in km) or contract order value (Rs. in Lakh) surveyed under single work order for Detail Survey Work I or 69 II or 62 III or 35 IV or 72 Bid Document No. / E-Tender No Page 5 of 159

6 Note: In case bidder quotes for more than one (01) section, the requirement of Minimum Length or contract order value under single order shall be on cumulative basis for the quoted sections. B. Bidder must have experience of developing Arc GIS module for cross country Gas / Oil pipeline. Bidders not having experience to develop Arc GIS / LIS module for Gas / Oil pipeline, may submit an agreement / tie-up with suitable agency having experience to develop Arc GIS / LIS module, along with the bid. C. The bidder should have experience of obtaining obstacles crossing permission of State Highways/ Roads/ Canals/ Other water bodies etc. for Oil/Gas Cross Country pipelines containing at least one no. of National Highways/Railway/Forest in any of the preceding 07 (seven) years, to be reckoned from the date of submission of bid which should be as an exclusive Work Order or in Composite Work Order involving detailed route survey & permission of crossings as mentioned above. The minimum work order value executed by bidder for obtaining permission should be as follows: Section Length in Km. (Approx.) Requirement of Minimum contract value (Rs. in Lakh) for permission work under single order for crossing permission I II III IV Note: In case bidder quotes for more than one (01) section, the requirement of Minimum contract order value under single order shall be on cumulative basis for the quoted sections. 3.2 FINANCIAL CRITERIA: Turnover The minimum Annual Turnover of the Bidder as per their audited financial results in any one of the three preceding financial years shall be as under: Section Minimum Annual Turnover Requirement [in Rs.] I 7,107, II 6,997, III 4,466, IV 8,082, Bid Document No. / E-Tender No Page 6 of 159

7 3.2.2 Net worth Net worth of the Bidder shall be positive as per the last audited financial statement Working capital The minimum working capital of the Bidder as per the last audited financial statement shall be as under: Section Minimum Working Capital Requirement [in Rs.] I 1,421, II 1,399, III 893, IV 1,616, If the bidder's working capital is inadequate, the bidder should supplement this with a letter from bidder's bank, having net worth not less than Rs. 100 Crores conforming the availability of line of credit to cover the inadequacy of above working capital requirement In case bidder quotes for more than one (01) section, the requirement of Minimum Annual Turnover and Working Capital shall be on cumulative basis for the quoted sections. 3.3 Documents Required: Documents required to be submitted by bidder along with the bid for qualification of BEC: The bidder shall furnish following documentary evidence in support BEC (Technical): (i) (ii) Details of Similar Works / Services in past 07 (seven) years and certification from a Statutory Auditor /Chartered Accountant (if audit of account is not done as per law/ jurisdiction) Copy of Work order along with SOR, copy of document(s) clearly indicating the executed length of pipeline survey or certificate from client clearly indicating the executed length of pipeline survey, copy completion certificate and copy of Experience Certificate for Development of Arc GIS / LIS Module for Gas / Oil pipeline or Notarised copy of agreement / tie-up with the agency having experience to develop Arc GIS /LIS Module for Gas / Oil Pipelines, in proof of their meeting the criteria along with the bid to establish his experience and track-record for meeting BEC. Bid Document No. / E-Tender No Page 7 of 159

8 The bidder shall furnish following documentary evidence in support BEC (Financial): (iii) Audited Financial Statements, including Balance Sheets, Profit & Loss Account for last three preceding financial years Following formats are to be submitted by bidder certified by their Statutory Auditor/Chartered Accountant (if audit of account is not done as per law/ jurisdiction) along with the bid: i) Format-3A Covering letter from Statutory Auditor/ Chartered Accountant ii) iii) iv) Format- 3B Details of Financial Capability of the bidder. Format-8A Details of Similar Supply of Goods in past seven years and certification from a Chartered Accountant (Applicable for cases where bidder s account are not audited by Statutory Auditor as per Law / Jurisdiction) OR Format-8B Details of Similar Supply of Goods in past seven years and certification from a Statutory Auditor who audits Annual accounts of bidder. In absence of requisite documents GAIL reserves the right to reject the Bid without making any reference to bidders. Bidder should ensure submission of complete information / documents in the first instance itself. Evaluation may be completed based on the details so furnished without seeking any subsequent additional information. Subsequent to submission of bid, bidders are not allowed to change the price or substance of the bid, i.e. scope of work, specifications, delivery schedule, completion period, etc., including modification of the bid, to meet the BEC of the tender General: (i) A job completed by a bidder as a sub-contractor shall be considered for the purpose of meeting the experience criteria of BEC subject to submission of the following documents for the purpose of meeting BEC of the tender: (a) Notarized Copy of Work Order along with SOR issued by main contractor. (b) Notarized Copies of Completion Certificates from the End-User / Owner and also from the main contractor. The Completion Certificates shall have details like Work Order no. & date, brief scope of work, ordered & executed value of the job, completion date, etc. (ii) Experience of a consortium member, if such a member has executed earlier a job within its scope as a member of the consortium, which is required as experience as per the qualification criteria in a clause no. 3.1 will be Bid Document No. / E-Tender No Page 8 of 159

9 considered. Appropriate documentary evidence to establish is to be submitted towards such experience. (iii) Bidder shall remain single-point responsible for project management and execution of complete scope covered in the tender. 3.4 Bidder shall not be affiliated with a firm or entity, (i) that has provided consulting services related to works to employer during preparatory stages of works or of the period of which the work form a part, or (ii) that has been hired (or proposed to be hired) by the employer as Engineer / Consultant for the contract. 4.0 DETAILS OF BID DOCUMENT: 4.1 Bid Document no (Ref.: GAIL/ND/C&P/PROJ/SURVEY/SPPL/12-027) 4.2 Type of Tender Open Domestic Competitive Bidding (ODCB) basis through e-tendering 4.3 Bid Document on Website 4.4 Tender Fee (Nonrefundable) 4.5 Date, Time & Venue of Pre-Bid Meeting 4.6 Due date and time for submission of the bid 4.7 Date, time and Venue of opening of Un-priced Bids From to For Indian Bidders: Rs. 3, at 1100 hrs.(ist) on GAIL (India) Ltd., 16, Bhikaiji Cama Place, R. K. Puram, New Delhi Latest by 1400 hrs. (IST) on At 1500 hrs. (IST) on GAIL (India) Ltd., 16, Bhikaiji Cama Place, R. K. Puram, New Delhi (If the particular day happens to be a declared holiday in GAIL, Delhi, the next working day shall be considered) 4.8 Completion Period 4.9 Bid security/emd Completion period shall be as per Annexure- VII to Special Conditions of Contract (SCC). Section Section-I Section-II Amount Rs. 2,84, (Indian Rupees Two Lakh Eighty Four Thousand Three Hundred only) Rs. 2,79, (Indian Rupees Two Lakh Seventy Nine Thousand Nine Hundred only) Bid Document No. / E-Tender No Page 9 of 159

10 Section-III Rs.1,78, (Indian Rupees One Lakh Seventy Eight Thousand Seven Hundred only) Section-IV Rs. 3,23, (Indian Rupees Three Lakh Twenty Three Thousand Three Hundred only) Note: In case bidder is quotes for more than one (01) item, the requirement of EMD / bid security shall be on cumulative basis for the quoted items of tender. Bid security/emd shall be furnished in physical form as per Clause 14 of Instructions to Bidders 4.10 Contact person GAIL (India) Limited 16, Bhikaiji Cama Place, R. K. Puram, New Delhi Shri Kunal Kumar Ghosh, Chief Manager (C&P) Ph: Extn: 6707 Fax: Extn: ghosh.kunal@gail.co.in Shri Shailendra Chaurasia, Manager (C&P) Ph: Extn: 6728 Fax: Extn: skchaurasia@gail.co.in If any of the days specified above for pre-bid meeting and un-priced bid opening, happens to be a holiday in GAIL, the next working day shall be implied. 5.0 Bidders are requsted to attend the Pre-Bid conference so that their queries, if any, related to the tender Document, Scope of work and e-tendering can be addressed during the meeting. 6.0 Bidders are required to submit the EMD of requisite amount in original in the prescribed formats and in the manner prescribed in the bid document at the time of bid submission in sealed envelope. However, if the bidder is unable to submit EMD in original on the due date, they may upload a scanned copy of EMD while submitting the bid electronically, provided the original EMD, copy of which has been uploaded, is received by GAIL within 7 days from the date of un-priced bid opening, failing which the bid will be rejected irrespective of their status/ranking in tender and notwithstanding the fact that a copy of EMD was earlier uploaded by bidder. MSEs (Micro or Small Enterprises) are also exempted from payment of EMD/ Bid Security subject to provision of clause no. 43 of ITB. Bid Document No. / E-Tender No Page 10 of 159

11 7.0 Apart from uploading of the offers / documents, following documents shall only be submitted in original in physical form within 7 days from the date of un-priced bid opening: (i) (ii) (iii) (iv) (v) Demand Draft towards Bid Document Fee. Bid Security / EMD Integrity Pact, Power of Attorney, Formats to be submitted by bidder certified by their statutory auditor/ chartered account (in case audit of account is not mandatory as per law) along with the bid as specified in clause no of IFB. 8.0 Purchase preference to Central Public Sector Undertakings as admissible under the prevailing Government of India policy shall be applicable. 9.0 This is a ZERO Deviation Bidding Document. Bidder is to ensure compliance of all provisions of the Bidding Document and submit their bid accordingly. Bid with any deviation to the bid conditions shall be liable for rejection Bid is to be submitted on our E-Tendering website ( GAIL will appreciate submission of offer based on the terms and conditions in the enclosed Conditions of the Contract to avoid wastage of time and money in seeking clarifications on commercial aspects of the offer The bid will be submitted in two parts as follows: PART-I (UN-PRICED BID) To be submitted on Tender Folders of e-tendering system. Un-priced bid must be complete with all technical details along with all other required documents including price schedule WITH PRICE BLANKED OUT, etc., duly filled in and signed with seal. In addition documents as mentioned under Clause 7.0 above shall also be submitted in physical form. Documents are to be submitted in respective sub-folders as available in Tender Document Folder of e-tendering system. PART-II (PRICED BID) To be submitted as an attachment in Note & Attachment tab of e-tendering portal. Price bid should contain only the prices, without any condition whatsoever. Bids complete in all respects should be submitted on or before last date and time of Bid submission. The Bids submitted on line in GAIL s E-tendering system will only be considered for evaluation. Physical Bids sent through Fax/ /Courier/Post will not be accepted. Bid Document No. / E-Tender No Page 11 of 159

12 12.0 Bids complete in all respects should submitted on or before due date and time of Last date of Bid submission. Bids can not be submitted after the due date and time Bids should be valid for 3 (three) months from the bid due date Only the Bids submitted on our E-tendering system will be considered for evaluation Physical Bids sent through Fax/ /Courier /Post will not be acceptable. Bidder(s) are advised to quote strictly as per terms and conditions of the tender documents and not to stipulate any deviations/exceptions GAIL reserves the right to accept or reject any or all tenders received at its absolute discretion without assigning any reason whatsoever Class 3 digital signature with organisation name signed bids only shall be accepted. Offers submitted with files digitally signed by other than Class 3 digital signature shall be liable for rejection of bid BIDS FOR CONSORTIUM: NOT PERMITED 19.0 GENERAL 19.1 No extension in the bid due date/time shall be considered on account of delay in receipt of any document Bidder can download the Bid Document from GAIL s website or GAIL s e-tendering website or Govt. website http: // However, bidders have to submit their bids only through e-tendering website of GAIL. Only salient details of the bid document shall be hosted on GAIL s website as the same is for information only. For detailed bid document, bidder shall refer GAIL s e-tender website. Corrigenda/Addenda, if any, shall also be available on the referred web sites. Further, bidder shall give an undertaking on their letter head that the content of the bidding document have not been altered or modified Payment of bid document fee shall be by Crossed Bank Draft from a first class International Bank or an Indian Nationalized Bank or any schedule private bank, in favour of GAIL (India) Limited, payable at New Delhi and the same shall be submitted in physical form along with Bid Security. Demand Draft should be valid for three months. The bid of any bidder shall be considered only if the bid is accompanied by the prescribed bid document fee in the form of demand draft along with Bid Security. MSEs (Micro or Small Enterprises) are also exempted from payment of bid document fee subject to provision of clause no. 43 of ITB. In the event of this tender being cancelled, the Bid Document Fee will be refunded to the concerned bidder. Bid Document No. / E-Tender No Page 12 of 159

13 19.4 Bid document is non-transferable. Bids received from bidders in whose name Bid Document fee has been submitted shall only be considered. Bidder must submit the Bid Document Fee in their name. Bid Document Fee will be submitted by Bidders as per Clause no. 4.4 above GAIL will not be responsible or liable for cost incurred in preparation & delivery of bids, regardless of the conduct or outcome of the bidding process GAIL reserves the right to reject any or all the bids received at its discretion without assigning any reason whatsoever. * Please specify Bid Document No in all future correspondence. THIS IS NOT AN ORDER. This Invitation of Bids (IFB) is an integral and inseparable part of the Bid Document. Yours faithfully, For GAIL (India) Limited Kunal Kumar Ghosh Chief Manager (C&P) Phone: Ext 6707 Fax: Fax extension ghosh.kunal@gail.co.in Bid Document No. / E-Tender No Page 13 of 159

14 BIDDER'S QUERIES FOR PRE BID MEETING APPENDIX-1 to IFB Sl. No. Reference of Bidding Document Bidder's Query Section No. Page No. Clause No. Subject Note: The Pre-Bid Queries may be sent by fax (Fax Numbers ext. 1235# / 2580# / 8140#) or by to ghosh.kunal@gail.co.in or skchaurasia@gail.co.in. Place: Date: [Signature of Authorized Signatory of Bidder] Name: Designation: Seal: Bid Document No. / E-Tender No Page 14 of 159

15 CUT OUT SLIPS DO NOT OPEN - THIS IS A QUOTATION Bid Document No. : Item : Hiring of Services for Detailed Route Survey and Obstacles Permission for Surat- Paradip Pipeline Project Due Date& Time : Up to 1400 Hrs. (IST) on From: To: General Manager (C&P) GAIL (India) Limited U. G. Floor, 16, Bhikaiji Cama Place, R. K. Puram, New Delhi (India) Ph , Fax (To be pasted on the physical envelope containing Physical Documents as per clause no. 7.0 of IFB) Part III) Bid Document No. / E-Tender No Page 15 of 159

16 SECTION - II INSTRUCTIONS TO BIDDERS (ITB) Bid Document No. / E-Tender No Page 16 of 159

17 Addendum to Instruction to Bidders Instructions to Bidders for participation in E-Procurement GAIL (India) Ltd., has developed a secured and user friendly system which will enable Vendors /Bidders to Search, View, Download tenders directly from GAIL (India) Ltd. secured website and also enables them to participate and submit Online Bids/Offers in the E- Procurement site directly from the website in secured and transparent manner maintaining confidentiality and security throughout the tender evaluation process and award. Bidders are requested to read following conditions in conjunction with various conditions, wherever applicable appearing with this bid invitation for e-procurement. The conditions mentioned here in under shall supersede and shall prevail over the conditions enumerated elsewhere in the Bid Document. 1) How to submit On-line Bids/Offers electronically against E-Procurement tenders? Vendor/Bidder who wish to participate for E-tenders which are uploaded on GAIL (India) Ltd. Website should follow the following steps which shall permit them to Search, Display/View, Download and Submit their electronic Bids/Offers online in a secured manner ensuring confidentiality. Vendors/Bidders are advised to read the following instructions for participating in the electronic tenders directly through Internet: i) No Late and delayed Bids/Offers after due date/time shall be permitted in e-tendering system. Time being displayed on our e-tendering System shall be final binding on bidder and bids have to be submitted by bidder(s) considering this time only and not the time as per their location / country. No bid can be submitted after the last date and time of submission has reached, however if bidder intends to change the bid already entered may change/revise the same on or before the last date and time of submission deadline.the system time (IST) that will be displayed on e-procurement webpage shall be the time and no other time shall be taken into cognizance. ii) Bidders are advised in their own interest to ensure that bids are uploaded in e- Procurement system well before the closing date and time of bid. iii) iv) No bid can be modified after the dead line for submission of bids. No Manual Bids/Offers shall be permitted. The offers submitted through e-tendering system shall only be considered for evaluation. 2) HOW TO SEARCH, VIEW AND DOWNLOAD E-TENDER? Vendors/Bidders must go to e-tender website and logon using their user-id and password. In the case of vendors not possessing the User Id and Password, they can access through Guest Login as guest. This facilitates viewing of tenders in display mode in Collaboration folder (C Folder). If the vendor desires to download the NIT and attached e-tender at this stage, he may download the same for viewing free of cost. Bid Document No. / E-Tender No Page 17 of 159

18 Note: All e-tender notices and Bid Documents are available only in soft copies such as Microsoft Word, Excel, PDF files. For downloading / viewing PDF files use Adobe 6 Software utility which can be installed free of cost from Vendors home page link by any vendor onto his own computer. 3) PARTICIPATION IN BID, REQUEST FOR USER ID and PASSWORD: To participate in Bid submission, it is Mandatory on the part of Vendor(s) to have User ID and Password. To obtain User ID and Password Vendor/Bidder must open site and perform the following steps: i) Click on button Request User ID (For new Bidders) ii) Fill the on line form and submit. Ensure that the address given in the form is valid and active. If you have already been provided with the Vendor Code of GAIL, please mention the 10 digit Vendor code in specified field, otherwise leave blank. iii) Ensure that all the mandatory fields (identified with a star mark) are filled in application form for User ID creation. e-procurement administrator would take possible care to allot an User id and Password within 4 working days.an ( system generated) shall be sent to your Id ( mentioned by you in the Registration form) giving details of your User- ID and password. On Receipt of User Id, Please reset the password immediately by logging to our E-tendering site. User Id and passwords are unique to each vendor and the vendor can use the same to view/download/participate in all e-tenders of GAIL. Note: Without login registration I.D vendor cannot participate in e-tender. There will be single login I.D permission for one single vendor. There can be more than one I.D for the same vendor at different location address. Obtaining User Id is an on-going process and is not linked to any particular Bid Invitation (tender). Any vendor willing to participate in GAIL tenders can obtain User Id as described above. Each vendor will get one user id. Vendors are requested to designate one officer from their organization who will submit bids on line. Vendors are advised to apply for user id at least 7 days prior to the last date of bid submission in their own interests. User ids shall be given within 4 days subject to condition that information furnished by the bidder is complete in all respect. GAIL shall not be responsible for any delays in allocation of user id/password and the ensuing consequences including but not limited to timely submission of bids. 4) WHAT IS A DIGITAL SIGNATURE? This is a unique digital code which can be transmitted electronically and primarily identifies a unique sender. The objective of digital signature is to guarantee that the individual sending the message is who he or she really claims to be just like the written signature. Bid Document No. / E-Tender No Page 18 of 159

19 The Controller of Certifying Authorities of India (CCA) has authorized certain trusted Certifying Authorities (CA) who in turn allot on a regular basis Digital Certificates. Documents which are signed digitally are legally valid documents as per the Indian I T Act (2000). 5) WHY IS A DIGITAL SIGNATURE REQUIRED? In order to bid for GAIL e-tenders all the vendors are required to obtain a legally valid Digital Certificate as per Indian IT Act from the licensed Certifying Authorities (CA) operating under the Root Certifying Authority of India (RCAI), Controller of Certifying Authorities (CCA) of India. 6) HOW TO OBTAIN DIGITAL CERTIFICATE FROM CERTIFYING AUTHORITY (CA)? Vendors/Bidders cannot submit online Bids/Offers under e-tenders without obtaining valid Digital Certificate from Certifying Agency (C.A). A hyperlink on Vendor/Bidder home page gives link to Controller of Certifying Agency s (C.C.A.) website from there the bidder can access web sites of various CA sites, using the links provided. One Digital Certificate is valid for specified period and can be used for signing any number of quotations against enquiries issued by GAIL during such validity period. Note: In terms of I.T Act 2000, only a digitally signed document will be considered as valid signed document. The Digital Certificate is issued by C. A. in the name of a person authorized for filing Bids/Offers on behalf of his Company. The certificate is installed / stored in his computer or preferably received by him (his authorized person) in form as USB token. A Vendor/Bidder can submit their Bids/Offers On-line only after digitally signing the bid/documents with the above allotted Digital Signatures. 7) STEPS FOR OBTAINING DIGITAL CERTIFICATE: Digital Certificate can be obtained by the following steps: i) Visit the site of the licensed CA* using internet browser. ii) Apply for a class 3 Digital Certificate for the designated individual with the name of Organization. Ensure the Digital Certificate is legally valid in India. iii) For making payment and submission of documents required for issue of the iv) Digital Certificate, follow the instructions on the CA's website. v) Use the class 3 Digital Certificate thus obtained for online bidding on GAIL e- Procurement site. *Links to some licensed CA's are provided below Bid Document No. / E-Tender No Page 19 of 159

20 8) PRE-BID MEETING: Subsequent to opening of bids, GAIL may not seek clarifications. Therefore, clarifications, if any, are to be sought by the bidders during the pre-bid meeting. During the pre-bid meeting, GAIL may also arrange demonstration of the e- Procurement portal to the interested vendors. 9) BID DOCUMENT FEE: Bidders are required to submit the Bid Document fee in the Form of DD in original on or before bid due date and time. However, if the bidder is unable to submit the DD in original on or before the due date & time, he may upload a scanned copy of the DD while submitting the bid electronically, provided the original DD, copy of which has been uploaded, is received within 7 days from the date of un-priced bid opening, failing which the bid will be rejected irrespective of their status/ ranking in tender and notwithstanding the fact that a copy of DD was earlier uploaded by the bidder. 10) EARNEST MONEY DEPOSIT Bidders are required to submit the EMD in original in the prescribed formats and in the manner prescribed in the tender at the time of bid submission in sealed envelope. However, if the bidder is unable to submit EMD in original on the due date, he may upload a scanned copy of the EMD while submitting the bid electronically, provided the original EMD, copy of which has been uploaded, is received within 7 days from the date of un-priced bid opening, failing which the bid will be rejected irrespective of their status/ ranking in tender and notwithstanding the fact that a copy of EMD was earlier uploaded by the bidder. 11) SUBMISSION OF DOCUMENTS: Bidders are required to upload all Tender forms and supporting documents which form part of the bid/tender in the e-procurement (COLLABORATION, C-Folders) site only. However, documents specified to be submitted physically viz: Bid Document Fee etc. need to be submitted in a sealed envelope in accordance with the method described in RFQ. The same should reach GAIL (India) Limited, Attn: GM (C&P-Projects), 16, Bhikaiji Cama Place, New Delhi , India (cut -out slip placed below). Bidder shall ensure that all the documents relevant to bid are uploaded in time and failure to upload the same before bid submission date is the sole responsibility of bidder. Under no circumstances, GAIL shall entertain any request for acceptance of bid documents in physical form, which were required to be uploaded in e-form. Bid Document No. / E-Tender No Page 20 of 159

21 Note: i) Bidder is required to save/store their bid documents for each item into their computers before submitting their bid into e-tendering system by pressing the Hold Button. ii) Bidder is required to fill up the price/rate strictly in the Schedule of Rate (SOR) attached with the tender. Inadvertently, if a document is uploaded in Collaboration Folder (C Folder) by the bidders, such document can be deleted by the Bidder and in it s place a new/modified document can be uploaded. The new/modified document will be required to be signed digitally. Where two similar documents are existing in the folder, the latest version of the document shall only be taken into cognizance for evaluation and earlier versions shall be ignored. Bidders are requested to upload small sized documents preferably (up to 2 MB) at a time to facilitate easy uploading into e-procurement site. GAIL does not take any responsibility in case of failure of the bidder to upload the documents within specified time of tender submission. 12) PRICES, OTHER DOCUMENTS AND DIGITAL SIGNATURE: The Prices are to be submitted online strictly as per the Schedule of Rates (SOR). GAIL shall not be responsible for any failure on the part of the bidder to follow the instructions. Un-priced techno-commercial bid document should be placed in the private area earmarked in the C-folder. Before the bid is uploaded, the bid comprising of all attached documents should be digitally signed using digital signatures issued by an acceptable Certifying Authority (CA) in accordance with the Indian IT Act If any modifications are required to be made to a document after attaching digital signatures, the digital signature shall again be attached to the modified documents before uploading the same. The Authenticity of above digital signatures shall be verified through authorized CA after bid opening and in case the digital signature is not authorized /valid, the bid will be rejected. Bidder shall be responsible for ensuring the validity of digital signatures and proper usage of the same by responsible persons who can bind the bidder. Scanned copy of Power of Attorney of the signatory issued by the bidding company should be submitted on line along with other documents as per tender conditions. Bidders shall obtain the digital certificate directly from certifying authority (ca) only and digital certificate issued by sub ca / agent will not be compatible with our e- tendering system. Foreign bidders shall also have to obtain digital certificate from certifying authorities in India as approved by CCA. Digital certificate obtained from foreign countries are not acceptable. Bid Document No. / E-Tender No Page 21 of 159

22 *Links to some licensed CA's IN India are provided below. Foreign Bidders may obtain the Digital certificate from these CAs. (1) (2) (3) (4) 13) PRICES: The bidder needs to enter the prices on line strictly as per the SOR format provided in our E-Tender. No new conditions shall be added by the bidder. 14) SUBMISSION AND OPENING OF BIDS: The bid along with all the copies of documents should be submitted in e-form only through GAIL e-procurement portal. 15) LAST DATE FOR SUBMISSION / RECEIPT OF BIDS: System does not allow for submission / receipt of bids beyond the deadline for bid submission. However, if the bidder for some reason intends to change the bid already entered, he may change/revise the same on or before the last date and time of submission. The system time displayed on GAIL s e-procurement webpage shall be final and binding on the bidders for all purposes pertaining to various events of the subject tender and no other time shall be taken into cognizance. Bidders are advised in their own interest to ensure that bids are uploaded in e- Procurement system well before the closing date and time of bid. Bidders must use any computer having Windows 2000 or Windows XP versions or higher of Window operating system and an internet Web Browser version Internet explorer V6.0 or higher recommended. 16) Proxy: If any bidder is unable to access GAIL s e-procurement site or Bid Documents, the bidder may please check whether they are using proxy to connect to internet or their PC is behind any firewall and may contact their system administrator to enable connectivity. Please note that Port 443 and Port 8443 should be enabled on proxy/firewall for HTTPS connectivity. Dial-up internet connectivity without Proxy settings is another option 17) Contact Person: Shri Kunal Kumar Ghosh, Chief Manager (C&P) / Shri Shailendra Chaurasia, Manager (C&P) ghosh.kunal@gail.co.in / skchaurasia@gail.co.in Bid Document No. / E-Tender No Page 22 of 159

23 READY RECKONERS FOR VENDORS Ready Reckoner for e-tendering is available on e-tendering porter ( as shown below. Bid Document No. / E-Tender No Page 23 of 159

24 Instructions to Bidders (ITB) General 1. Scope of Bid 2. Eligible Bidders 3. One Bid per Bidder 4. Cost of Bidding Documents 5. Site Visit Table of Contents A. Bidding Documents 6. Content of Bidding Documents 7. Clarification on Bidding Documents 8. Amendment of Bidding Documents B. Preparation of Bids 9. Language of Bid 10. Documents Comprising the Bid 11. Bid Prices 12. Bid Currency 13. Bid Validity 14. Bid Security 15. Pre-Bid Meeting 16. Format and Signing of Bid 17. Zero Deviation 18. E-Payment C. Submission of Bids 19. Sealing and Marking of Bids 20. Deadline for Submission of Bid 21. Late Bids 22. Modification and Withdrawal of Bids D. Bid Opening and Evaluation 23. Bid Opening 24. Process to be Confidential 25. Contacting the Owner 26. Examination of bids and Determination of Responsiveness 27. Price Bid Opening 28. Arithmetic Corrections 29. Evaluation and Comparison of Bids E. Award of Contract 30. Award 31. Owner s Right to accept any bid and to reject any or all Bids 32. Notification of Award 33. Signing of Contract Agreement 34. Contract Performance Guarantee 35. Corrupt or Fraudulent Practices 36. Waiver or transfer of the Agreement 37. Order of Precedence 38. Cenvat / VAT Credit 39. Dispute Resolution 40. Integrity Pact 41. Forged/False document 42. Errant Bidder 43. Public Procurement Policy for Micro and Small Enterprises Bid Document No. / E-Tender No Page 24 of 159

25 1. SCOPE OF BID INSTRUCTIONS TO BIDDERS (ITB) GENERAL 1.1. The Purchaser/Owner/GAIL/Owner s Representative as defined in the General Conditions of Contract-Works, hereinafter the Owner wishes to receive bids for the Hiring of Services for Detailed Route Survey and Obstacles Permission for Surat-Paradip Pipeline Project as described in the bidding document SCOPE OF WORK: The scope of work shall be as defined in the bidding document The successful Bidder will be expected to complete the Scope of work within the period stated in Special Conditions of Contract Throughout these bidding documents, the terms bid and tender and their derivatives ( bidder / tenderer, bid/tendered, bidding/tendering, etc.) are synonymous, and day means calendar day. Singular also means plural. 2. ELIGIBLE BIDDERS 2.1. Bidders shall, as part of their bid, submit a written Power of Attorney authorizing the signatory of the bid to commit the bidder Pursuant to Bid Evaluation Criteria specified in Invitation for Bid (IFB), the bidder shall furnish all necessary supporting documentary evidence to establish the bidder s claim of meeting Bid Evaluation Criteria Class 3 digital signature with organization name signed bids only shall be accepted, failing which bid will be rejected. Further, only the holder of Power of Attorneys is allowed to upload the bids with his Digital Signature The Bidder shall furnish, as a part of his bid, documents establishing the bidder s eligibility to bid and his qualification to perform the contract if his bid is accepted Bidder shall not be affiliated with a firm or entity. (i) (ii) That has provided consulting services related to the work to the Owner during the preparatory stages of the works or of the project of which the works form a part. That has been hired by the Owner as Engineer / Consultant for the contract The Bidder shall not be under a declaration of ineligibility by Owner for corrupt or fraudulent practices as defined in ITB Clause The Bidder is not put on holiday / blacklisted by GAIL and its PMC s (EIL, MECON, J P Kenny-Wood Group, TE and HRCP etc.) or put on holiday / blacklisted by any Bid Document No. / E-Tender No Page 25 of 159

26 Government Department/ Public Sector on due date of submission of bid. If documents are downloaded from website, offers submitted by such bidders shall not be considered for opening/ evaluation/award While evaluating the bids, pursuant to Bid Evaluation Criteria (BEC) as specified in the Notice of Invitation for Bids (IFB), bidder s past performance shall also be assessed for ascertaining the responsiveness of the bid. In such a case, the decision of the Owner shall be final and binding on the bidder Job executed by a bidder for its own concern can not be considered as experience for Bid evaluation criteria Job executed by a bidder for its own plant/projects cannot be considered as experience for the purpose of meeting requirement of BEC of the tender. However, jobs executed for Subsidiary/Fellow subsidiary/holding company will be considered as experience for the purpose of meeting BEC subject to submission of tax paid invoices(s) duly certified by Statutory Auditor of the bidder towards payments of statutory tax in support of the job executed for Subsidiary/Fellow subsidiary/ Holding company. Such bidders to submit these documents in addition to the documents specified in the bidding documents to meet Bid Evaluation Criteria. 3. ONE BID PER BIDDER 3.1. A Bidder shall submit only one bid in the same bidding process. A Bidder who submits or participates in more than one bid will cause all the proposals in which the Bidder has participated to be disqualified Alternative bids are not acceptable. 4. COST OF BIDDING 4.1. The Bidder shall bear all costs associated with the preparation and submission of the bid, and Owner/ Consultant will in no case be responsible or liable for this cost, regardless of the conduct or outcome of the bidding process. 5. SITE VISIT: CLAUSE DELETED. 6. CONTENT OF BID DOCUMENT A. BIDDING DOCUMENTS 6.1. The Bid Documents hosted on GAIL website is as stated below and should be read in conjunction with any addenda issued/hosted in accordance with clause 8 of ITB Volume I : Tender Document (Commercial & Technical) Section-I : Notice Inviting Tender, Invitation for bids (IFB) Section-II : Instruction to Bidders (ITB) Section-III : General Conditions of Contract (GCC Works) Section-IV : Scope of Work Section V : Special Conditions of Contract (SCC) Bid Document No. / E-Tender No Page 26 of 159

27 Section-VI : Schedule of Rates (SOR) 6.3. The Bidder is expected to examine IFB, e-bidding guidelines on GAIL website, all sections of bid document containing instructions, forms/ formats, terms, specifications and drawings, etc., enclosed in the bid document. The invitation for bid (IFB) together with all its attachment thereto, shall be considered to be read, understood and accepted by the Bidder. Failure to furnish all information required by the Bid Documents or submission of a bid not substantially responsive to the Bid Documents in every respect will be at Bidder s risk and may result in the rejection of the Bid. 7. CLARIFICATION ON BID DOCUMENTS 7.1. A prospective Bidder requiring any information or clarification of the bidding documents may notify GAIL in writing or by fax/ /post at GAIL mailing address indicated in the bid document. GAIL will respond in writing to any request for information/clarification of the bidding documents, which it receives at least 02 (Two) working days before the Pre-Bid meeting date. Written copies of GAIL response (including an explanation of the query but without identifying the source of the query) will be sent to bidders and same will be hosted on the website and before the bid due date. 8. AMENDMENT OF BID DOCUMENTS 8.1. At any time prior to the bid due date, the Owner may, for any reason, whether on its own requirement or in response to a clarification requested by a prospective Bidder, modify the bidding documents by issuing addenda and or Corrigendum Any addendum /corrigendum/ clarifications to bidders query thus issued shall be part of the bidding documents pursuant to ITB Clause-6. These shall also be hosted on the website as mentioned in Clause- 7 above. All the prospective bidders who have attended the Pre-Bid Meeting/ submitted Bid Document Fee till date shall be informed by /post about the addendum /corrigendum/ clarifications to bidders query for their reference. Bidders desirous to submit its bid have to take into consideration of all the addendum(s) / corrigendum (s) / clarifications to bidders query hosted on the above websites before submitting the bid The Owner may, at its discretion, extend the bid due date in order to allow prospective Bidders a reasonable time to submit their most competitive bid taking into account the addendum(s) / corrigendum (s) / clarifications to bidders query issued. 9. LANGUAGE OF BID B. PREPARATION OF BIDS 9.1. The bid prepared by the Bidder as well as all correspondence/ drawings and documents relating to the bid exchanged by Bidder and the Owner shall be written in English language. Any printed literature furnished by the Bidder may be written in another language so long as accompanied by an ENGLISH translation, in which case, for the purpose of interpretation of the bid, the ENGLISH translation shall govern. Bid Document No. / E-Tender No Page 27 of 159

28 10. DOCUMENTS COMPRISING THE BID The e-bid prepared by the Bidder shall comprise the following: Part I: E-Envelope Techno-Commercial/Un-priced Bid. (i) Techno-commercial /Un-priced Bid shall contain the following:- (i) Covering letter. (ii) Format F-1: Bidder s General Details / information. (iii) Format F-2: Bid Form. (iv) Format F-3: List of Enclosures (Documents as required in F-3) (v) Format F-3A: Certificate from on Letter Head of Statutory Auditor /Chartered Accountant (vi) Format F-3B: Format for Statutory Auditor s / Chartered Accountant* Certificate for Financial Capability of the bidder. Bidder shall submit complete copy of audited Annual reports for the last three years (as indicated in IFB). (vii) Format F-5: Letter of Authority (viii) Format F-6: No Deviation Confirmation (ix) Format F-7: Certificate (for confirming the Government of India is not party of Agreement). (x) Format F-8A or F-8B: For details of similar supply of goods/services in past seven years and format for certificate from Chartered Accountant* OR Statutory Auditor (xi) Format F-9: Performa for Bank Guarantee for Contract Performance. (xii) Format F-10: PF Registration Details (xiii) Format F-11: Check List (xiv) Format F-12: Proforma for Contract Agreement (xv) Format F-13: Performance Evaluation (xvi) Format F-14: Brief Summary of Agreed Terms & Conditions (Duly filled in) (xvii) Format F-15: Declaration (Bidder s declaration that they are not under liquidation, court receivership or similar proceedings) (xviii) Format F-16: Integrity Pact (xix) Format F-17: Enterprise s information with respect to the Micro, Small and Medium Enterprises Development act, 2006 (xx) Format F-18: Mandate Form (xxi) Format F-19: Acknowledgement cum Consent Letter (xxii) Document establishing the Qualification pursuant to clauses of IFB. (xxiii) QA/QC Manuals. (xxiv) Health Safety and Environment (HSE) Policy & Manual. (xxv) Scanned copy of Power of Attorney in favour of person (s) signing the bid that such person(s) is/are authorized to sign the bid on behalf of the Bidder and any consequence resulting due to such signing shall be binding on the Bidder. (xxvi) Copy of SOR (Schedule of Rates) with prices blanked out mentioning Quoted/Not Quoted against each item. (xxvii) Scanned copy of Bid Security / EMD in accordance with Clause no.14 of ITB and as per Format F-4. (xxviii) Scanned copy of Bid Document Fee / Tender Fee Bid Document No. / E-Tender No Page 28 of 159

29 (xxix) Copy of ESI registration certificate. (xxx) Copy of EPF / PF registration certificate (xxxi) Copy of service tax registration certificate (xxxii) Any other information/ details required as per Bidding Documents. Note: All pages of the bid to be e-signed by authorized person of the Bidder E-Envelope Part II : Priced Bid (i) Bidder shall download the Schedule of Rates which is uploaded on website as an excel attachment. Bidder shall submit Schedule of Rates duly filled in and e-signed strictly as per format without altering the content of it. The duly filled Schedule of Rates shall be uploaded by bidder on web site as per e-tendering procedure Envelope Part III: Documents to be submitted in Physical / Originals (i) (ii) Part-III shall contain original Bid Security/ EMD, Power of Attorney, Integrity pact duly signed, Letter of Authority and other documents as per clause no of IFB as sought in sealed envelopes and shall be submitted to GM (C&P), UG Floor, GAIL (India) Ltd., GAIL Bhawan, New Delhi in physical form by bid due date & time as defined in bid document. The bidder has an option to submit all above documents except Letter of Authority in physical form within 7 (seven) days reckoned from bid due date provided scanned copies of the above documents have been submitted as a part of e-bid on or before the bid due date and time. 11. BID PRICES The bidder shall e-quote bid Prices on the appropriate format for Schedule of Rates enclosed as part of bidding document The bidder shall e-quote the prices for items in the Schedule of Rate after careful analysis of cost involved for the performance of complete scope of work, scope of supply after considering all parts of the Bidding Document. In case, any activity though specifically not covered but is required to complete the work as per scope of Work, scope of supply, specifications, standards, drawings, GCC, SCC or any other part of Bidding Document, the prices quoted shall deemed to be inclusive of cost incurred for such activity Bid for part scope of work quoted shall be rejected Prices must be filled in format for Schedule of Rates enclosed as part of bidding document. If quoted in separate type sheets and any variation in item description, unit or quantity is noticed, the bid is liable to be rejected Prices quoted should be inclusive of all charges towards complete scope of work, all taxes, duties, levies, license fees and also payment towards third party charges, if any Bid Document No. / E-Tender No Page 29 of 159