HINDUSTAN PETROLEUM CORPORATION LIMITED

Transcription

1 HINDUSTAN PETROLEUM CORPORATION LIMITED Tender Document for Qualitative Risk Analysis & Disaster Management Plan of Depots/Terminals November 2011

2 Index Sl. No Description Page No A Brief of Locations 5 B Deliverables & Detailed Response Requirements 7 C Scope of Job 12 C1Qualitative Risk Analysis 15 Hazop Study Consequence Analysis Event Tree Analysis Fault Tree Analysis Emergency Preparedness and Disaster 23 C2 Management Plan D Pre Qualification criteria 29 E Guidelines for proposal submission 35 F Vendor Profile and Support Requirements 40 G General Terms and Conditions 43 Attachment I Confidentiality Agreement Attachment II Integrity Pact 58 Attachment III Bank Mandate Attachment IV List of Locations

3 NIT TEXT: This is an e-tender and bids are to be submitted on line only at Response in any other form shall not be accepted. For bidding it is suggested that bidders should not wait for last date / tender due date for their bid preparation as several documents are to be uploaded in the offer and prices are to be entered on screen for all the items. There is a facility to keep the bid ready in the system for final submission. However, bidders are requested to keep sufficient time margin with them for modifications, connectivity issues etc. All the items of the tender are mandatory. Scope of job includes carrying out Qualitative Risk Analysis including Vapor Cloud Explosion scenario and Preparation of Disaster Management Plan across seven geographical zones of HPCL across the country. The job is proposed to be awarded to multiple vendors. Selection of the parties would be done as per the following process. The entire list of locations is made into three groups Group A, Group B & Group C. Accordingly the tender has been divided in 3 Parts HD Part 1, e tender no: 8376 for QRA and DMP for Group A Locations HD Part II, e tender no: 8378 for QRA and DMP for Group B Locations HD Part III, e tender no: 8381 for QRA and DMP for Group C Locations Group A includes all large locations having storage capacity of >30000 KL Group B includes all medium sized locations having storage capacity between KL & KL

4 Group C includes all small locations having storage capacity of <10000 KL Where ever reference is made in the tender about Group A, Group B and Group C, it should be treated as though reference is made to the cluster of locations as mentioned above. Itemized rates for individual group of locations as per the above description shall be quoted by the tenderers. HPCL proposes to finalize the job to multiple vendors. Evaluation would be carried out on the basis of lowest quoted amount for Group A ie e tender 8376, Group B ie e tender 8378 and Group C ie 8381 individually. Following process would be adopted for selection of vendors: Step 1: Price bids of all technically qualified parties for e tender 8376 would be opened in respect of locations under Group A. L1 bidder under this Category would be awarded the job for all locations under Group A. Step 2: Price bids of all technically qualified parties, excepting the L1 bidder for e tender 8378 under Group A, would be opened in respect of locations under Group B. L1 bidder would be awarded the contract under this category. Step 3: Price bids of all technically qualified parties of e tender 8381 would be opened in respect of locations under Group C. L1 bidder under this Category would be awarded the job for all locations under Group C. Order would be finalized on the parties who had quoted the lowest value under the respective e tenders. For details please refer tender document. In case of discrepancy between details given here (NIT text) & tender document, the details / terms of tender document shall prevail. The taxes mentioned in

5 techno-commercial sheet on-line (service tax, works contract tax etc.) will be added to the rates quoted by bidder for arriving at total offer value. Please enter the applicable taxes in % there and zero can be put against non applicable taxes.

6 A.Brief on Locations

7 Brief on Locations 1. HPCL has Depots and Terminals across India where Petroleum Products are received, stored and further distributed to Retail Outlets / Consumers. Huge quantities of Petroleum Products are stored at these installations. 2. Qualitative Risk Analysis (QRA) is required to be carried out for each installation to assess the risk. The QRA will form the basis for designing the facilities and also preparation of Disaster Management Plan (DMP). 3. No two locations are identical with respect to layout, surroundings, products, storage quantities, meteorological data etc. Therefore QRA and DMP will be location specific and no effort shall be made to replicate the QRA & DMP of another location. 4. QRA & DMP shall be prepared conforming to various statutory requirements Factories Act (as amended in 1987). Manufacture, Storage and Import of Hazardous Chemicals Rules, 1989 (amended in 1994) [ MSIHC ] OISD-GDN-168: Emergency Preparedness Plan for Marketing Locations of Oil Industry Any other statutory requirement applicable to the location 5. QRA shall include Vapour Cloud Explosion scenario also. 6. The necessary preventive and protective steps that are required to be taken before, during and after the accident need to be covered in the Disaster Management Plan. 7. Following details shall be covered in the analysis: a) Nature, causes, consequences of hazards b) Hazard analysis. c) Risk Analysis including Vapour Cloud Explosion Scenario c) Key personnel and their duties during an emergency. d) Steps to be taken before, during and after emergency. e) Response Evaluation and updation of the plan.

8 B. Deliverables & Detailed Response Requirements

9 A) Purpose of the Tender: Hindustan Petroleum Corporation Limited proposes to place P.O for carrying out Qualitative Risk Analysis and preparation of Disaster Management Plan for Terminal /Depots across the country. B) Scope of the Job: HPCL has got 95 POL installations. Sizes of the installations are broadly categorized based on the storage capacity as Large, Medium and Small installations and no. of installations in each category are as on date are under: Description No. of Installations Large Installation (>30000 KL) 27 Medium Installation(10000KL KL) 38 Small Installation (<10000 KL) 30 As per the prevailing statutory norms, QRA shall be prepared once in three years for operating locations as well as whenever modifications are proposed to be carried out at existing locations (addition / deletion of facilities). This tender is being floated for placing P.O Detailed scope and guidelines for carrying out QRA and preparation of DMP are covered in the following chapters. C) Deliverables: Deliverables shall include the following: Documents: 1. Brief on the Location and the facilities including capacities 2. HAZOP analysis 3. Consequence Analysis 4. Event Tree Analysis 5. Recommendations on Mitigation measures 6. Disaster Management Plan

10 Presentation to management: a. Location: A detailed presentation shall be made to the location in charge and the officers at the installation on the findings of the QRA study and the DMP. b. Zone: A consolidated presentation shall be made to the respective Zonal Heads of O&D covering the findings of the QRA study and the DMP prepared in respect the locations under their zone. Accordingly, separate presentations have to be made at EZ/NZ/NCZ/NWZ/SZ/SCZ/WZ Payment shall be processed in respect of the individual locations only if the confirmation of the location in charge that the presentation is made to their satisfaction and the documentary proof is attached to the bill. D) Methodology of Payment : Partial payments are allowed. Payments will be effected from Disbursement section, Hindustan Bhavan, HB-4 Party shall submit the bill along with the report and other deliverables as per scope of the tender within 15 days of completion of the job at each location. Bill along with the attachments shall be submitted to DGM-Operations, HB-2. Payments shall be made within 15 days of receipt of certified bills at Disbursement section. Applicable Tax will be deducted at source. No advance payment will be made. The payment shall be tendered to the agency in electronic mode (e-payment) through any of the designated banks. The agency will comply by furnishing full particulars of bank account (mandate) to which the payments will be routed. Owner reserves the right to make payment in alternate mode also. E) Rates: The party has to quote lump sum rates per location. F) Completion Period: Entire job as per scope of this tender shall be completed within a period of SIX MONTHS from the date of releasing P.O/LOI. Detailed Response Requirements Scope, Approach, and Methodology:

11 This section will act as the scope of the work which is to be used as a guideline by the agency during the job execution. This section should include a description of each of the major elements of work being requested, method and approach used to manage the overall project including the details of engagement from beginning to end of the proposed project. All information that you provide will be held in strict confidence. Sample Reports: This includes samples of the reports to be used to provide and summarize information as per the Deliverables mentioned above. Important note: The bidder shall enclose one sample report of the QRA & DMP prepared for any major hazardous installation preferably a Petroleum Installation (Largest installation for the purpose is defined as any installation having storage capacity of more than KL/MT. Quality of the report will form part of the evaluation process for shortlisting of the vendors during technical evaluation. Profile of the Project Team : Please describe the personnel profile of Specialist/ agency Team who will be engaged on full time and part time basis, in the following manner: Name Designation Age Photograph Academic Qualifications Details of working experience prior to the current assignment, if any Affirm that no employees working on this proposed project have ever been convicted of a felony. Company Overview It should include Official registered name, Address, Key contact name, Title, Address, Telephone numbers (Landline and Mobile) and addresses. Detailed and itemized pricing: As per price bid

12 Other Requirements: 1. Quality Assurance Definite Quality Assurance Process to ensure complete achievement of scope has to be brought out and the Agencies are to assist the Organization for smooth implementation of the same. Any part or total process under the project may be audio/video-recorded by HPCL for its uses. 2. Documentation End to end documentation for the entire process should be prepared by the agency and made available to the Corporation. Weekly progress of the process would have to be documented for the review of the concerned HPCL officials. Written feedback is to be obtained and submitted to HPCL. Besides, agency is required to provide the list of documents which will be provided to the executives of the corporation during the entire process. The rights to use and circulate data/documents used and generated during the project will be vested with HPCL. 3. Others Travel, Boarding and Lodging arrangements, arrangement of computers and other logistical support etc. should be arranged by the agency only. All the costs for the same may please be included in the items of price bid.

13 C.Scope of Job

14 Nature, Causes and Consequences of Hazards. A. Nature of Hazards Accidents leading to an emergency in the Petroleum Installation may be due to one or more of the following events: a) Release of flammable liquids or gases resulting in vapour clouds/ fire/ explosion and consequent thermal radiation and smoke. b) Spillages on ground or into water resulting in pollution / contamination of air, water etc. c) Emergency arising from neighborhood. B. Causes Common causes for the above events may be due to any one of the following reasons a) Electrical: Short circuiting due to loose wiring. Use of non-flame proof fittings such as lights, torch, motors, fan, telephone, temporary lighting etc. Static electricity as result of improper bonding / grounding to tanks, conveyor system, tank truck, tank wagon etc. b) Vehicle : Defective spark arrestors. Operation of non-flp electrical switches such as vehicle ignition. Spark from the loose contact on vehicle batteries. Spark from exhaust of railway engine. c) Others Landing of crackers (flying type ) in hazardous areas. Spark from Chiselling / hammering. Lighted agarbatti. Excessive release of vapour beyond safe limit and fire due to outside source of ignition. Lightning Smoking

15 C. Consequences : The consequences of an accident may be confined within the premises or may spill to off-site triggering cascading effects. The occurrence is considered On-site when the accident occurs within and effects are confined to the premises involving only the people working in the unit. The consequences of an accident are fire explosion, deflagration, blast waves, fast spreading flames resulting in direct effects like damage to buildings/property, burns, fatalities. However, an accident in the neighbourhood may sometimes cascade into an on-site emergency. D. Scope for Emergency Planning : The emergency planning needs to focus on following three types of scenarios: i) The emergency occurs within the installation premises and is confinable and controllable with available resources (onsite emergency). ii) The onsite emergency not controllable with available resources and assistance from mutual aid industries are required. iii) The impact of the emergency goes beyond the boundary of installation area and surrounding area / population is likely to get affected. The district administration is alerted for help along with mutual aid partners to effectively respond (offsite emergencies).

16 C1.Qualitative Risk Analysis

17 Risk Assessment A. Hazard Analysis Assessing the hazard potential of an installation is the first step in planning for emergencies. To analyze and to assess the potential hazards and safety of an installation, hazard analysis shall be carried out covering the following areas: a) Identify the products which are Hazardous in nature b) Design deficiencies likely to contribute to Hazard c) Identify the likely failures or errors that could cause abnormalities leading to an accident d) Consequences of a major accident on the workers, people in neighborhood and the environment. e) Mitigation of the consequences of an accident. f) Measures for preventing the accident. The three basic steps of hazard analysis are: a) Hazard Identification b) Vulnerability analysis c) Risk analysis. Hazard Identification: Hazard identification shall include the following a) The types and quantities of hazardous products stored, handled and disposed in the location; b Layout of storage tanks & other facilities. c) Potential hazards associated with the spillage and release. Various components of hazard identification are - a) Chemical Identity & Nature of Hazard - The stored products shall be classified as toxic, flammable or explosive. b) Quantity - The estimation of quantity of each hazardous product at a location should include the maximum quantity likely to be stored on site. Location and Storage Condition: The location, configuration and condition under which the hazard products are stored, handled shall be taken into account while carrying out the risk analysis. The inter-distances play an important role for assessing the

18 consequential risk due to the impact from emergencies arising at other facilities. This aspect shall be considered while recommending the fire protection system for each individual facility. B. Vulnerability Analysis: Vulnerability analysis is the second step of hazard analysis and provides estimation of the zones of influence or vulnerable zones. The process of estimation of zone of influence comprises of the following : a) The maximum single storage of hazardous product should be identified and then probable maximum loss scenario should be determined. b) Considering the probable maximum loss scenario, the vulnerable zone(s) that will be affected by the effect/consequences of the accident should be considered. Depiction of vulnerable zones should be done by drawing the contours of various emergency damage distances for the identified scenarios on the plot plan with the surrounding area maps, to know the extent of emergency effects. In case of Fire, the thermal radiation zones should be shown whereas for explosion, the overpressure zones could be depicted. Hazard or vulnerability mapping will be used both for onsite as well as offsite emergency management. Hazard maps identify and display the location of hazard zones, areas where there are dangers to humans and their property and depict hazard zone geometries. Risk maps can be drawn based on calculation of the conditional probability that a given area will experience a particular hazard or a combination of hazards. To estimate the effects of the accident and draw evacuation plan, following data shall be collected Population statistics- No. of people likely to be affected within the installation as well as in the near vicinity Facilities and the environment encompassed within the vulnerable zone should be identified. C. Risk Analysis: Risk analysis is the third step of hazard analysis process. Risk Analysis provides a relative measure of the likelihood and severity of various possible hazardous events and enables the emergency plan to focus on the greatest potential risk.

19 Risk is defined as: Risk = Consequence x Probability Risk assessment must consider both catastrophic and less severe release. In other words, all scenarios which are likely to lead to emergency situations shall be considered for the purpose of Risk Assessment. Accordingly the recommendations for fire protection design and mitigation methods shall be made for each scenario of risk. The risks associated with failures include catastrophic failures like tank collapse, rupture of vessels etc. as well as the less severe releases like gasket leak/failure, tank filling piping failure, hose rupture etc. After calculating the risk, it must be brought to a level of "Maximum Tolerable Criterion" above which the risk is regarded as intolerable. The risk should also be made "As Low As Reasonable Practicable. Quantitative assessment of risk shall be worked out considered by determining the following factors: probability of occurrence of each event likely to occur consequence of each event Calculate the risk by multiplying the probability of occurrence of each event by the consequences of that event. Probability of occurrence: The events which are likely to produce hazardous situations shall be identified. a) Heat effects. b) Over pressure effects. Types of event normally considered in risk analysis at POL installationsare those that lead to one or more of the following : a) Flammable vapour cloud fire (burning of a flammable gas/air mixture). b) Toxic vapor cloud (toxic gas mixed with air) c) Storage tank on fire d) Pool fire (burning pool of liquid fuel) e) Torch fire (burning of gas or liquid being released under pressure) f) Vapour cloud explosion (rapid combustion of flammable gas outdoors) g) Physical explosion (failure of a pressure vessel due to internal pressure). h) Confined space explosion (rapid combustion of flammable gas in an enclosure). Following are some of the emergencies identified for risk evaluation:

20 Storage tank on fire (to be considered for each tank) Pool fire in tank farm (Combustion of a flammable liquid pool) Flange joint leakage in Pipelines Fire in TT / TW gantry. Hose rupture. Vent fire in lightening Jet fire (combustion of high pressure gas or liquid) Spray fire (combustion of a pressurized liquid release) Flash fire (combustion of a flammable gas where the flame propagates at a speed insufficient to result in damaging overpressures) Explosion (combustion of flammable gas /vapour in which confinement and /or flame velocities sufficient to result in damaging overpressure) Uncontrollable leakage of volatile product, evaporation and vapour cloud explosions and severe multi-tank fires. Besides the above, any other probable risk applicable to the location shall also be identified and shall be considered for Risk Evaluation. Hazardous event probability - Once the hazardous events are identified, the probability of each individual event occurring must be estimated. Such estimate can be based on following: a) historical data based on experience of identical/similar system b) generic failure rate for similar type of equipment. c) fault tree / event tree analysis d) engineering practices. Consequence Analysis - The expected adverse effects that would result if each hazardous event was to occur must be quantified before the risk can be determined. The adverse effects that may be quantified range from merely being exposed to a hazardous condition, to being fatally injured by exposure to the hazardous condition. During consequence analysis, it is necessary to take into account the population density and distribution around the facility. It is also necessary to know the minimum levels of exposure to hazardous conditions that will produce the consequences of the incident (for example, what is the minimum level of thermal radiation that is capable of causing burn injury/fatalities within particular exposure time etc.,) Only then can the consequences be

21 quantified by overlaying the hazard zones of interest on the local population, and counting the number of persons exposed to the hazard. Risk quantification: Once the probability of occurrence and potential consequence of a hazardous event has been quantified, the risk associated with that event can be calculated by multiplying the probability with consequence. Risk Matrix shall be prepared plotting the probability vs consequences of individual risks. Risk reduction measures - Risk calculated as per the above modality shall be compare with the minimum acceptable limit in respect of each facility individually and where ever the risk is assessed to be beyond acceptable limits, risk reduction / mitigation measures shall be recommended. It may be possible to reduce / mitigate the risk by risk reduction factors like: a) modifying the facility to eliminate or reduce the probability of occurrence of hazardous events. b) modifying the facility so that hazardous events are eliminated. c) restricting the consequence of some of the events by improving hazard mitigation systems. d) reducing the exposed population by increasing safe distances by acquiring property around the facility. Important Note: The Risk Reduction Measures shall be recommended for the location based on the Risk Analysis study. The Statutory Regulations stipulate the minimum standards. Location specific recommendations for the risk mitigation shall be submitted along with final report. Quantities of various Fire Fighting equipment required shall be worked out. Positioning of the various Fire fighting equipment shall be plotted on the layout and submitted. Back up data for the quantities of Fire Fighting Equipment shall be included in the report. Hazard Analysis Methods a) Hazard and Operability Study. b) Accident Consequence Analysis. c) Event Tree Analysis. d) Fault Tree Analysis.

22 a. Hazard and Operability Study (HAZOP): The technique plays a vital role in the hazard identification step. A systemic approach shall be adopted for the HAZOP study to identify all possible deviations from normal operation. It shall also establish the likelihood and consequences of events. Deviations that could lead to a hazardous event or operability problem are to be identified. Consequences of possible deviations are assessed and potential means for detection and correction shall be examined. b. Accident Consequences Analysis: The method is used in the analysis of identified hazard. An accident consequences analysis should be carried out to determine the consequences of a potential major accident on the Installation, the workers, the neighbourhood and the environment. It should contain: a) A description of the potential accident ( tank fire, pool fire, rupture of pipeline, tank truck on fire at Tank Truck Loading Gantry, failure of safety valve and fire ). b) An estimation of quantity of hazardous materials released ( flammable and explosive ). c) Where appropriate, a calculation of the dispersion of the material released (gas or evaporating liquid like Naphtha/gasoline). d) An assessment of the harmful effects ( heat radiation blast wave ). The techniques of accident consequence analysis should include physical models for dispersion of pollutants in the atmosphere, propagation of blast waves, thermal radiation etc. depending on type of hazardous substance present in the Installation. The results of the analysis should be used to determine which preventive measures such as fire fighting system, alarm system of pressure release system are required Event Tree Analysis: This is a formalized deductive technique that works forward from specific events or sequences of events that could lead to an accident. It graphically displays events that could result in hazards and can be used

23 to calculate the likelihood of an accident sequences occurring. ETA process shall be adopted for Hazard identification Fault Tree Analysis This is a formalised deductive technique that works backward from an accident defined to identify and graphically display the combination of equipment failures and operational errors that lead up to the accident. This method can be used to estimate the quantitative likelihood of events. FTA process shall be adopted for Consequence analysis.

24 C2. Emergency Preparedness & Disaster Management Plan

25 Emergency Planning and Response Disaster Management Plan (DMP) is a pre-plan to handle any emergency situation. Some of the identified emergencies are: Uncontrollable leakage of Hydro carbons. Lightning Heavy floods Earthquakes/ land slides Sabotage/ terrorist outrage War situation DMP shall be developed with an overall objective reduce the possible consequences of the emergency by: Preventing fatalities and injuries; Minimizing damage to property and environment. Minimizing impact to neighbouring Industries and outside locality. Quick restoration of normal operations. Due to varying risk potentials and also varying hazards at/ around each location Disaster Management Plan' for each location shall be drawn up individually based on the outline given below: (i) Identify Disaster scenario i.e. the situation under which the plan would become operational. Plan shall be drawn for the worst possible scenarios. (ii) Identify resources required from each of the outside agencies. (iii) Establish outside agencies, role of each agency and obtain their commitment for rendering the assistance in crisis situation as per the agreed plan. (iv) Establish organogram for Disaster Management based on available manpower in various groups and identify the leader and alternative leader for each for the groups and the role to be played by each team in various likely crisis situations. (v) Identify Disaster control room / group. (vi) Furnish detailed data and drawings relevant for the crisis management. (vii) Establish channel of communication at the local level to Statutory Authorities and higher authorities within the organisation.

26 Disaster Management shall deal with the following aspects: Command, Control, and emergency communications. Safety of people and other livestock (preventing fatalities and injuries) Protection of company properties and plant (Minimizing damage to buildings, materials, and equipment) Recovery and Restoration of industrial activity (Hastening of the resumption of normal operations) Administration and Logistics supports Dealing with community concerns. Hastening of the resumption of normal operations Contents of an Onsite Emergency Planning. Roles and responsibilities of Company employees as well as contractor workmen shall be identified. Emergency Response Plan (or Disaster Management Plan) to be drawn out in coordination with related outside agencies, such as local administration, Police authorities, Fire Brigade, hospital authorities, home guards, neighbouring industries etc. Brief Description of activities/operations and information on storages with built-in control measures. Operation/handling hazards and the control measures. Other hazards (mechanical, electrical and biological) and control measures with Hazardous Area Classification. Details of the Risk picture(qualitative and/or Quantitative) based on risk analysis i.e. Frequency-wise and Consequence-wise) Location specific Credible Emergency Scenarios identified and its description of consequences including evacuation distances. Scenario-specific emergency actions or responses Evacuation Plan and Assembly Points Emergency Alerting Procedures(1st and 2nd alerts) Roles and Responsibility of Emergency Controllers/Coordinators, Key personnel with their contact details. Emergency Control Room, its Staffing and Facilities Resources availability for Onsite Disaster Details of First-aid and Medical facilities

27 Emergency Alarm and Siren Details Emergency Transport Arrangements Details of other essential facilities MSDS Information Pollution Abatement and Control Measures Information on Waste Disposal Weather Details and Atmospheric Conditions Internal & External Communication facilities and procedures Offsite Emergency Information and resource sharing Mutual-aid Schemes and resources availability Declaration of Onsite Emergency(Responsibility & Procedure) Procedures to inform authorities including Statutory Authority Procedures to provide authoritative and verified information to the news media. Procedures for Treatment of injured, identify the fatalities and to inform and help relatives. Procedures for All Clear proclamation Procedures to assess damages and the Insurance claim. Procedures to ensure safety of the works before personnel re-enter and resume work to maintain business continuity. Procedures to preserve records, equipment etc. and to organize investigation into the cause of the emergency and to suggest preventive measures to stop its recurrence Procedures for periodical rehearsal of the plan. Procedures for Updating the Plan Procedures for dissemination of Emergency information to all interested parties e.g. employees, contractors personnel, visitors etc. Fire Fighting Organisation Plan The Fire Organization Plan shall include the following activities:

28 Display of important telephone numbers viz fire brigade, ambulance, Police etc. Blowing the fire siren. Shutting / cut off the source of hydro carbon any leakage point/ fire. Summoning the fire brigade / police. Fire control, with first aid, fire fighting equipment. Operation of fixed water sprinkler system on storage tanks / TW gantry Starting of fire pump (s) and application of water hose jets/ sprays for containing/ extinguishing fires. Cooling of storage tanks and other equipment / facilities. Closing down all operations in the installation including closure of valves and stopping of pumps. Preventing all sources of ignition in case of hydrocarbon leakage. Evacuation of vehicles. Evacuation and mustering of personnel. Establishing an emergency fire control centre. Traffic control. Stations and duties of all personnel. Policing of affected areas. Any other specialised duties. All clear signal by competent person. Details of following agencies shall be incorporated in the DMP: a. local fire services b. police authorities c. voluntary organisations like ambulance service / Govt. medical service d. Home Guards e. Defence personnel. Communication organogram : Communication organogram shall be drawn up giving flow of communication from the originating location to various local agencies and also to Statutory Authorities and upwards within the organisation to mobilise support and to consider alternatives for maintaining essential supplies. Assembly Points : Pre-designated areas where the personnel like workers, staff, contractor workers etc. not involved in emergency operations (as per Emergency Plan) shall assemble in case of an emergency shall be identified and plotted on the layout. Depending on the location of the emergency, the

29 assembly point can vary. For each potential hazardous zone, a specific assembly point(s) shall be identified. Emergency Control Room & Equipment : Location for setting up of the emergency control room at a safe location shall be identified and marked on the site plan. The control room will be activated in case of an emergency to direct and coordinate the operations to handle the emergency. Facilities required to be provided at the Emergency Control Room shall be identified and listed in the Plan. Mutual aid Program 1. Mutual aid arrangements should be worked out in the Onsite plan to facilitate additional help in the following areas: i) fire fighting ii) rescue operation iii) manpower support iv) medical aid or v) Rescue, fire and life saving equipments etc.

30 D.Bid qualification Criteria

31 Interested parties must fulfil the criteria mentioned below and should attach documentary proof supporting the same: 1. Parties who are affiliates of one another can decide which Affiliate will make a bid. Only one affiliate may submit a bid. Two or more affiliates are not permitted to make separate bids directly or indirectly. If 2 or more affiliates submit a bid, then any one or all of them are liable for disqualification. However upto 3 affiliates may make a joint bid as a consortium, and in which case the conditions applicable to a consortium shall apply to them. Affiliate of a Party shall mean any company or legal entity which: (a) controls either directly or indirectly a Party, or (b) which is controlled directly or indirectly by a Party; or (c) is directly or indirectly controlled by a company, legal entity or partnership which directly or indirectly controls a Party. Control means actual control or ownership of at least a 50% voting or other controlling interest that gives the power to direct, or cause the direction of, the management and material business decisions of the controlled entity. 2. Offers may be submitted by: a) a single person/ entity (called sole bidder); b) a newly formed incorporated joint venture (JV) which has not completed 3 financial years from the date of commencement of business; c) a consortium (including an unincorporated JV) having a maximum of 3 (three) members; d) an Indian arm of a foreign company. 3. Fulfilment of Eligibility criteria and certain additional conditions in respect of each of the above 4 types of bidders is stated below, respectively: a) The sole bidder (including an incorporated JV which has completed 3 financial years after date of commencement of business) shall fulfil each eligibility criteria.

32 b) In case the bidder is a newly formed and incorporated joint venture and which has not completed three financial years from the date of commencement of business, then either the said JV shall fulfil each eligibility criteria or any one constituent member/ promoter of such a JV shall fulfil each eligibility criteria. If the bid is received with the proposal that one constituent member/ promoter fulfils each eligibility criteria, then this member/promoter shall be clearly identified and he/it shall assume all obligations under the contract and provide such comfort letter/guarantees as may be required by HPCL. The guarantees shall cover inter-alia the commitment of the member/ promoter to complete the entire work in all respects and in a timely fashion, being bound by all the obligations under the contract, an undertaking to provide all necessary technical and financial support to the JV to ensure completion of the contract when awarded, an undertaking not to withdraw from the JV till completion of the work, etc. c) In case the bidder(s) is/are a consortium (including an unincorporated JV), then the following conditions shall apply: i) Each member in a consortium may only be a legal entity and not an individual person; ii) The Bid shall specifically identify and describe each member of the consortium; iii) The consortium member descriptions shall indicate what type of legal entity the member is and its jurisdiction of incorporation (or of establishment as a legal entity other than as a corporation) and provide evidence by a copy of the articles of incorporation (or equivalent documents); iv) One participant member of the consortium shall be identified as the Prime member and contracting entity for the consortium; v) This prime member shall be solely responsible for all aspects of the Bid / Proposal including the execution of all tasks and performance of all consortium obligations; vi) The prime member shall fulfil each eligibility criteria;

33 vii) a commitment shall be given from each of the consortium members in the form of a letter signed by a duly authorized officer clearly identifying the role of the member in the Bid and the member s commitment to perform all relevant tasks and obligations in support of the Prime/lead member of the Consortium and a commitment not to withdraw from the consortium; viii) No change shall be permitted in the number, nature or share holding pattern of the Consortium members after prequalification, without the prior written permission of HPCL. ix) No change in project plans, timetables or pricing will be permitted as a consequence of any withdrawal or failure to perform by a consortium member; x) No consortium member shall hold less than 25% stake in a consortium; xi) Entities which are affiliates of one another are allowed to bid either as a sole bidder or as a consortium only; xii) Any person or entity can bid either singly or as a member of only one consortium. d) In case the bidder is an Indian arm (subsidiary, authorized agent, branch office or affiliate) of a foreign bidder, then the foreign bidder shall have to full fill each eligibility criteria. If such foreign company desires that the contract be entered into with the Indian arm, then a proper back to back continuing (parent company) guarantee shall be provided by the foreign company clearly stating that in case of any failure of any supply or performance of the equipment, machinery, material or plant or completion of the work in all respects and as per the warranties/ guarantees that may have been given, then the foreign company shall assume all obligations under the contract. Towards this purpose, it shall provide such comfort letter/guarantees as may be required by Owner. The guarantees shall cover inter alia the commitment of the foreign company to complete the entire work in all respects and in a timely fashion, being bound by all the obligations under the

34 contract, an undertaking to provide all necessary technical and financial support to the Indian arm or to render the same themselves so as to ensure completion of the contract when awarded, an undertaking not to withdraw from the contract till completion of the work, etc. 4. Financial criteria: The agency should have average financial turn over of INR lacs / year during the last three financial years ending 31 st March For the agencies following financial year closing at the end of June or September or December, the last 3 (three) financial years ending with the respective quarter of / will be considered. 5. Technical criteria: The bidder should be engaged in the business of conducting similar studies of QRA and preparation of DMP for a minimum period of 36 completed months during last 7 years ending 31 st October 2011 for a reputed Public Sector / Private Sector Organization. Bidders shall have experience of having successfully carried out and completed similar work as per any of the following: At least one order of value lacs OR At least two orders of value lacs each OR At least three orders of value lacs each Itemized rates for individual group of locations as per the above description shall be quoted by the tenderers. HPCL proposes to finalize the job to multiple vendors. Evaluation would be carried out on the basis of lowest quoted amount for Group A ie e tender 8376, Group B ie e tender 8378 and Group C ie 8381 individually. Following process would be adopted for selection of vendors: Step 1: Price bids of all technically qualified parties for e tender 8376 would be opened in respect of locations under Group A. L1 bidder under this Category would be awarded the job for all locations under Group A.

35 Step 2: Price bids of all technically qualified parties, excepting the L1 bidder for e tender 8378 under Group A, would be opened in respect of locations under Group B. L1 bidder would be awarded the contract under this category. Step 3: Price bids of all technically qualified parties of e tender 8381 would be opened in respect of locations under Group C. L1 bidder under this Category would be awarded the job for all locations under Group C. Order would be finalized on the parties who had quoted the lowest value under the respective e tenders. Pls furnish details of largest 5 work orders executed by the agency in last 7 years: Sr No Description of the job Organization Period Value of the Order (Purchase Order Copies to be attached) The short-listed vendors shall be required to make a detailed presentation of their experience and capability to HPCL at Mumbai at their own cost. The Commercial (priced) bids will be opened only for those agencies who secure more than 65% on overall basis, in the presentations. The presentation should be given by Agency on the following: 1. Capability alignment ( Max. Marks : 15) - Indian Size, Image, Presence with Resource profile - Team to be deployed & its profile 2. Understanding of requirements ( Max. Marks : 15) - Awareness of Business Context - Awareness of contextual issues

36 3. Methodology and Approach ( Max. Marks : 30) - Proposed Methodology - Suitability of the proposed methodology for HPCL - Flexibility of the Methodology 4. Strategy and Detailed plans (Max. Marks : 20) - Detailed strategy for the project - Innovative Approach 5. Expertise/ Experience in the field ( Max. Marks : 20) - Experience in similar work in Oil Terminals - Credentials - Indian Client s feedback The presentations will be reviewed by HPCL s panel and evaluated on the above parameters. During the presentation, the bidders are required to explain the modality they propose to adopt for achieving the following: a. Random generation of inspection schedules. b. Ensuring confidentiality of the schedules and inspection reports. c. Controls proposed to be exercised to ensure that inspectors deliver the job with utmost confidentiality and integrity. d. Procedure of releasing inspection to HPCL thru coordinator within 48 hrs of conducting the inspection. The Bidder fulfilling the criteria mentioned as above may submit the following details. Proof of company registration/ consortium/ JV Documentary proof of above turnover by submitting audited Balance sheet and Profit and Loss statement along with Certificate from Auditor Name, Designation and contact details of key Person(s) in the organization where similar jobs have been undertaken successfully. Performance certificates from minimum 2 (two) reputed clients of having successfully completed training programs similar to the programs proposed by HPCL.

37 6. DISQUALIFICATIONS Without prejudice, a bidder may be disqualified and the offer submitted may be dropped from further consideration for any of the reasons listed below: o Material misrepresentation by such bidder in the EOI or otherwise. o Failure by such bidder to provide the requisite information / documentation required to be provided while submitting the proposal as described in Section 4 & 5 above pertaining to financial and technical eligibility criteria. The companies / entities not satisfying the eligibility and requisite qualification criteria specified in the above sections are not eligible.

38 E. Guidelines for Proposal Submission

39 Overview The request for proposal for carrying out the job of Qualitative Risk Analysis & Preparation of DMP in two bid format Professional (unpriced) and Commercial (priced) is invited by Hindustan Petroleum Corporation Limited, hereinafter referred to as HPCL. The proposal should respond to all sections of this request for Professional (unpriced) and Commercial (priced) bid including agency profile and support requirements. Confidentiality All material and information provided by HPCL should be regarded as confidential information and not to be released to any other parties. This information will be made available to all members of the selection committee to assist in the evaluation process and the HPCL personnel involved. HPCL requires all agencies to adhere to highest standards of ethical behavior. Revision to Bid In the event it becomes necessary to revise any part of Bid document, HPCL reserves the right to issue amendments to the Bid. A written addendum will be provided via /registered/courier mail to all Bidders to whom the original Bid has been sent. Bid: Questions and Answers A. All questions concerning the Professional (unpriced) Bid documents may be brought to the attention of following. Shri. K.Somasekhara Rao Phone No: HPCL will compile all questions and answers, and make every effort to reply through /Telephone on a timely basis. The cut off query time will be 7 days before the due date of submission of bid. HPCL reserves the right to decline answering any or all questions and also reserve the right to share such information to all participating vendors.

40 B. Under no circumstances should the Bidder enter into negotiations concerning this Bid with representatives other than the authorized representative identified above. Failure to comply with the above requirements may result in disqualification of the Bid. Completeness of Bid Prior to the submission of the Bid, the Bidder shall make, and be deemed to have made a careful examination of the Bids. Each Bidder should thoroughly understand the requirements detailed in the document and will be required to comply with all Bid requirements. Submission of Responses has to be done on-line at site Responses in any other form shall not be considered. Detailed response to the methodology that would be adopted to ensure achievement o scope of the study as enumerated in the Section C of this Professional Bid (unpriced) document. Quality assurance process that would be adopted to ensure compliance of accepted methodology and plans Profile of the people to be deployed for the assignment. Any other relevant information, catalogues, brochures. Evaluation Process A. Professional (unpriced) Bid The Professional (unpriced) Bid submitted will be evaluated according to the following procedure:- 1. Professional Bid (Unpriced) submitted by the Bidder will be evaluated by the Corporation to determine if all of the Professional Bid requirements have been met, or if the Bidder has proposed an acceptable alternative. 2. Failure of the Bidder to provide any information required in this Professional Bid (Unpriced) may result in disqualification in the proposal. 3. HPCL will review each proposal and invite the agencies to make individual presentations at scheduled date and time. The presentations will be in Mumbai in a span of 2 or 3 different dates depending on the response to the tender and HPCL s convenience. A notice of 7 days will be given for

41 the agencies with regard to the scheduled date and time. Any requests for change in the scheduled date and time may or may not be considered by HPCL. The presentation should be given by Agency on the following: 1. Capability alignment ( Max. Marks : 15) - Indian Size, Image, Presence with Resource profile - Team to be deployed & its profile 2. Understanding of requirements ( Max. Marks : 15) - Awareness of Business Context - Awareness of contextual issues 3. Methodology and Approach ( Max. Marks : 30) - Proposed Methodology - Suitability of the proposed methodology for HPCL - Flexibility of the Methodology 4. Strategy and Detailed plans (Max. Marks : 20) - Detailed strategy for the project - Innovative Approach 5. Expertise/ Experience in the field ( Max. Marks : 20) - Experience in similar work in Oil Terminals - Credentials - Indian Client s feedback The presentations will be reviewed by HPCL s panel and evaluated on the above parameters. During the presentation, the bidders are required to explain the modality they propose to adopt for achieving the following: e. Random generation of inspection schedules. f. Ensuring confidentiality of the schedules and inspection reports. g. Controls proposed to be exercised to ensure that inspectors deliver the job with utmost confidentiality and integrity. h. Procedure of releasing inspection to HPCL thru coordinator within 48 hrs of conducting the inspection. B. Commercial (priced) Bid:

42 The Commercial (priced) bids will be opened only for those agencies who secure more than 65% on overall basis, in the presentations. Subsequently, HPCL s Purchase Procedure will be followed for finalizing the order, taking into consideration the Priced Bid. Standard Provisions 1. Proposals submitted in response to this invitation will be considered as contractually binding undertakings on the part of the Bidder should the Bidder s proposal be found acceptable to HPCL. 2. All materials received by HPCL as a result of this Bid becomes the property of HPCL and not returnable. HPCL accepts no financial responsibility for any cost incurred by any Bidder in responding to this Bid. Regardless of the Bidder being selected or not, HPCL reserves the right to use any information presented in the Bid to HPCL s benefit. 3. Proposals submitted in response hereto should not be construed as an obligation on the part of HPCL to award the Order for any or all items/services or a combination of services or items. 4. This Bid, including all sections and attachments or terms and conditions may be changed by HPCL either through additions or deletions before actual issuance of Execution Order/Signing of the Agreement/Contract. 5. Order will be placed on lowest bidder in individual zones. Accordingly, the order may be placed either on one party or more than one party. 6. Proposals submitted in response hereto will be considered as firm offers for a period of 120 days from the Bid due date or extended due date. HPCL may decide to place an order for a part/section of the Deliverables. 7. Pre bid meeting Pre bid meeting will be organized on HRS at Gresham House,! "## ##$ %& ' During the pre bid meet salient features of the Tender will be informed and techno commercial clarifications pertaining to the tender will be answered.