HARYANA POWER GENERATION CORPORATION LIMITED

Regd. Office : C-7, Urja Bhawan, Sector-6, Panchkula-134109

Corporate Identity Number: U45207HR1997SGC033517
Website: www.hpgcl.org.in E-mail- [email protected];
Tele-Fax No. 0172-5022424 [email protected]
AN ISO:9001, ISO:14001 & OHSAS: 18001
CERTIFIED COMPANY

SHORT TERM
E-TENDER DOCUMENTS
FOR
APPOINTMENT OF CONSULTANT
FOR
PREPARATION OF DETAILED
PROJECT REPORT (DPR) FOR
SETTING UP OF 1×800MW COAL
BASED SUPERCRITICAL UNIT AS
EXPANSION OF 2×300 MW DEEN
BANDHU CHHOTU RAM
THERMAL POWER PROJECT AT
YAMUNA NAGAR.
E- NIT No.: 01/CE/PROJECTS/U-3/DCRTPP/10 Dated: 10.06.2022

Issue Date: 10.06.2022

Last Date of Submission: 22.06.2022 upto 12:00 Hrs.

Page 1 of 28
 HARYANA POWER GENERATION CORPORATION LIMITED
Regd. Office : C-7, Urja Bhawan, Sector-6, Panchkula-134109
Corporate Identity Number: U45207HR1997SGC033517
Website: www.hpgcl.org.in E-mail- [email protected];
AN ISO:9001, ISO:14001 & OHSAS: 18001 Tele-Fax No. 0172-5022424 [email protected]
CERTIFIED COMPANY

ONLINE SHORT TERM NOTICE INVITING TENDER

NIT No.: 01/CE/PROJECTS/U-3/DCRTPP/10 Dated: 10.06.2022
Haryana Power Generation Corporation Ltd. (HPGCL) came into existence on 14.08.98 after the
restructuring of erstwhile Haryana State Electricity Board.

The main objectives of HPGCL are as under: -

 To generate power from its existing Generating Stations in the most efficient manner
on commercial lines and to sell the same to distribution companies.
 To set up new Power Generation Projects.
HPGCL owns & operates the following power plants in the state:-
1. Panipat Thermal Power Station, Panipat - 710 MW.
2. Deen Bandhu Chhotu Ram Thermal Power Project, Yamuna Nagar - 600 MW
3. Rajiv Gandhi Thermal Power Project, Khedar, Hisar - 1200 MW
4. WYC Hydro Electric Station, Yamuna Nagar - 62.7 MW
5. Solar Power Plant at PTPS, Panipat - 10 MW
HPGCL proposes to set up 1x800 MW coal based supercritical unit as expansion of
2x300 MW Deen Bandhu Chhotu Ram Thermal Power Plant at Yamuna Nagar.

E-tenders /online bids are invited in two parts by the office of CE/Projects, HPGCL,
Panchkula for appointment of consultant for preparation of Detailed Project Report (DPR) for
setting up of 1x800 MW supercritical unit at DCRTPP, Yamuna Nagar as per details given
below:-

01/CE/PROJECTS/U-3/DCRTPP/10 dated 10.06.2022

Tender Enquiry No. and date
Start date and time of tender
10.06.2022 from 15:00 Hrs onwards
downloading
Last date & time for submission of
22.06.2022 upto 12:00 Hrs
tender
Due date & time of opening of Techno-
24.06.2022 at 15:00 Hrs
commercial Bid (Part-I) tender
Tender Fee (Non refundable) ₹ 5,900/- (including GST @18%)
e-Service Fees (Non refundable) ₹1180/- (including GST @18%)
Earnest Money Deposit (EMD) ₹ 48,000 (₹ Forty Eight Thousand only)
Information Regarding Online Payment
of Tender Document, E-Service & EMD Section-I
Fee and Bid Submission
Pre Qualifying requirements (PQRs) /
Section-II
eligibility conditions for bidders
Scope of Work Section-III
Instructions to Bidders (ITB) Section-IV
General Terms and Conditions of NIT Section-V
List of Annexures (Formats) Section-VI

-sd-
Chief Engineer/Projects,
HPGCL, Panchkula.

Page 2 of 28
 TABLE OF CONTENTS

SR NO SECTION DESCRIPTION

1 SECTION - I INFORMATION REGARDING ONLINE PAYMENT OF

TENDER DOCUMENT, E-SERVICE & EMD FEE AND
BID SUBMISSION.

2 SECTION - II PRE QUALIFYING REQUIREMENTS (PQRs) /

ELIGIBILITY CONDITIONS FOR BIDDERS
3 SECTION - III SCOPE OF WORK

4 SECTION – IV INSTRUCTIONS TO BIDDERS (ITB)

5 SECTION - V GENERAL TERMS AND CONDITIONS OF NIT

6 SECTION - VI LIST OF ANNEXURES (FORMATS)

Page 3 of 28
 SECTION - I
INFORMATION REGARDING ONLINE PAYMENT OF TENDER DOCUMENT, E-SERVICE &
EMD FEE AND BID SUBMISSION
 Bidders can download tender documents from the portal: https://etenders.hry.nic.in.
 Bidders shall have to pay Tender document fee, e-Service fee and EMD online by using the
service of secure electronic payment gateway. The secure electronic payment gateway is an
online interface between bidders / contractors and online payment authorization networks.
Payment for Tender Document Fee and e-Service Fee can be made by bidders / contractors
online directly through Debit Cards / Internet Banking Accounts / any other online mode
and payment for EMD can be made online directly through RTGS / NEFT/ any other online
mode.
NOTE: If tender is cancelled or recalled on any ground, the tender document fee & e-service fee will
not be refunded to the bidders.
Bidders can submit their tender documents (online) as per the following key dates:-
Key Dates
Start date and Expiry date and
Sr. No. Department Stage Tenderer’s Stage
time time
Downloading of Tender
10.06.2022 from 22.06.2022 upto
1 ------ Documents, Bid Preparation
15:00 Hrs onwards 12:00 Hrs
& Submission
Technical Bid (Part-I) 24.06.2022 at
2 --- -------
Opening 15:00 Hrs
Short listing / Qualifying
Will be intimated to the firms through e-
3 Technical Bids & Opening of ---
mail / letter.
Price Bids (Part-II)

These conditions will over-rule the conditions stated in the tender documents, wherever
relevant and applicable.
1. Registration of bidders on e-Procurement Portal:- All the bidders intending to participate
in the tenders processed online are required to get registered on the centralized e -
Procurement Portal i.e. https://etenders.hry.nic.in. Please visit the website for more details.
2. Obtaining a Digital Certificate:-
a. Bids submitted online should be encrypted and signed electronically with a Digital Certificate
to establish the identity of the bidder bidding online. These Digital Certificates are issued by an
Approved Certifying Authority, by the Controller of Certifying Authorities, Government of India.
b. A Digital Certificate is issued upon receipt of mandatory identity (i.e. Applicant’s PAN Card)
and Address proofs and verification form duly attested by the Bank Manager / Post Master /
Gazetted Officer. Only upon the receipt of the required documents, a digital certificate can be
issued. For more details please visit the website – https://etenders.hry.nic.in
c. The bidders may obtain Class-II or III digital signature certificate from any Certifying Authority
or Sub-certifying Authority authorized by the Controller of Certifying Authorities or may obtain
information and application format and documents required for the issue of digital certificate
from https://etenders.hry.nic.in. For help manual please refer to the ‘Home Page’ of the e-
Procurement website at https://etenders.hry.nic.in and click on the available link
‘Information about DSC'.
d. Bid for a particular tender must be submitted online using the digital certificate (Encryption
& Signing), which is used to encrypt the data and sign the hash during the stage of bid
preparation & hash submission. In case, during the process of a particular tender, the user
loses his digital certificate (due to virus attack, hardware problem, operating system or any
other problem) he will not be able to submit the bid online. Hence, the users are advised to
keep a backup of the certificate and also keep the copies at safe place under proper security
(for its use in case of emergencies).
e. In case of online tendering, if the digital certificate issued to the authorized user of a firm is
used for signing and submitting a bid, it will be considered equivalent to a no-objection
certificate/power of attorney /lawful authorization to that User. The firm has to authorize a
specific individual through an authorization certificate signed by all partners to use the digital
certificate as per Indian Information Technology Act 2000. Unless the certificates are revoked,
it will be assumed to represent authority to bid on behalf of the firm in the department tenders
Page 4 of 28
 as per Information Technology Act 2000. The digital signature of this authorized user will be
binding on the firm.
f. In case of any change in the authorization, it shall be the responsibility of management /
partners of the firm to inform the certifying authority about the change and to obtain the digital
signatures of the new person / user on behalf of the firm / company. The procedure for
application of a digital certificate however will remain the same for the new user.
g. The same procedure holds true for the authorized users in a private/Public limited company. In
this case, the authorization certificate will have to be signed by the directors of the company.
3. Opening of an Electronic Payment Account:- Tender document can be downloaded online.
Bidders are required to pay the tender documents fee online using the electronic payments
gateway service. For online payments guidelines, please refer to the Home page of the e-
tendering Portal https://etenders.hry.nic.in.
4. Pre-requisites for online bidding:- In order to bid online on the portal
https://etenders.hry.nic.in, the user machine must be installed with the required software like
Mozilla firebox, Java etc. The link for downloading latest java applet is available on the Home
page of the e- Java or e-tendering Portal.
5. Online Viewing of Detailed Notice Inviting Tenders:- The bidders can view the detailed
N.I.T and the time schedule (Key Dates) for all the tenders floated through the single portal e-
Procurement system on the Home Page at https://etenders.hry.nic.in
6. Download of Tender Documents:- The tender documents can be downloaded from the e-
Procurement portal https://etenders.hry.nic.in
7. Key Dates:- The bidders are advised to strictly follow dates and times as indicated in the
online Notice Inviting Tenders. The date and time shall be binding on all bidders. All online
activities are time tracked and the system enforces time locks that ensure that no activity or
transaction can take place outside the start and end dates and the time of the stage as
defined in the online Notice Inviting Tenders.
8. Bid Preparation (Technical & Financial) Online/offline Payment of Tender Document
Fee, eService fee, EMD and Submission of Bid Seal (Hash) of online Bids:-
a. The online payment for Tender document fee, eService Fee & EMD can be done using the
secure electronic payment gateway. Payment for Tender Document Fee and eService Fee
can be made by bidders / contractors online directly through Debit Cards/Internet Banking
Accounts/any other online mode and payment for EMD can be made online directly through
RTGS / NEFT/ any other online mode.
The secure electronic payment gateway is an online interface between contractors and Debit
card / online payment authorization networks.
b. The bidders shall upload their technical offer containing documents, qualifying criteria,
technical specification, schedule of deliveries, and all other terms and conditions except the
rates (price bid).
c. The bidders shall quote the prices in price bid format only.
d. Submission of bids will be preceded by submission of the digitally signed & sealed bid (Hash)
as stated in the time schedule (Key Dates) of the Tender.
NOTE:-
a) If bidder fails to complete the Online Bid Submission stage on the stipulated date
and time, his/her bid will be considered as bid not submitted, and hence will not
appear during tender opening stage.
b) Bidders participating in online tenders shall check the validity of his/her Digital
Signature Certificate before participating in the online tenders at the portal
https://etenders.hry.nic.in. For help manual please refer to the ‘Home Page’ of the
e-Procurement website at https://etenders.hry.nic.in and click on the available link
‘Information about DSC'.
c) For help manual please refer to the ‘Home Page’ of the e-Procurement website at
https://etenders.hry.nic.in and click on the available link ‘Help to Contractor’.
d) For any technical related queries please call at 24 x 7 Help Desk Number given on
the ‘Home Page’ of the e-Procurement website at https://etenders.hry.nic.in and
click on the available link ‘Contact Us'.

Page 5 of 28
 SECTION – II
PRE QUALIFYING REQUIREMENTS (PQRs) / ELIGIBILITY CONDITIONS FOR BIDDERS:-

The consultancy firm intending to bid for the above mentioned tasks should fulfill the
following eligibility criteria alongwith documentary evidence:-

a) NIT is on Domestic Competitive Bidding (DCB) mode, wherein only the firms registered in
India can participate. The company must be registered under the Indian Companies Act,
1956 and its subsequent amendments.

b) The bidder should have the experience of preparing ‘Detailed Project Report’ (DPR) for coal
based supercritical thermal power project having generation capacity of 660 MW or above
during last 10 years from the date of bid submission and this project should have been
synchronized with the grid or completed or under construction stage. Bidders shall submit
documentary proof of having successfully executed work order(s) for the DPR work as
under :-

i. Single order of the value not less than Rs 15.00 Lacs inclusive of taxes.
or
ii. Two orders each of the value not less than Rs 10.00 Lacs inclusive of taxes.
or
iii. Three orders each of the value not less than Rs 7.50 Lacs inclusive of taxes.

c) Average Annual turnover of bidder of any three years out of last four financial years
commencing from FY 2018-19 should not be less than Rs 2.90 Crore (Rupees Two Crore
and Ninety Lacs only).

d) Other income shall not be considered for arriving at annual turnover.

e) In case where audited results for the preceding financial year are not available for
determining the average annual turnover, certification of financial statements from a
practicing charted accountant shall be considered acceptable.

f) Annual Turnover should be duly certified by the statutory body like Chartered Accountant or
Independent Auditors who are competent to do so as recognized by the State concerned.

g) The bidder shall certify on its letterhead that it has not been blacklisted by any organization
presently.

h) Necessary documentary evidences viz. background of the consultant, experience,

performance reports / work orders etc. issued to the Bidder, should mandatorily form part of
techno-commercial bid, to prove the credentials of the bidder for meeting the qualifying
requirements.

i) HPGCL reserves the right to seek such additional information as it may deem fit to satisfy
itself of the eligibility of the Bidder.

-sd-
Chief Engineer/Projects,
HPGCL, Panchkula.

Page 6 of 28
 SECTION – III
SCOPE OF WORK
The scope of work shall include but not limited to the following:-
a. Project background.

b. Promoter details.

c. Need & justification of the project.

d. Power Demand Analysis & power scenario.

e. Project Description including location & site details, site accessibility, land requirement,
plant layout, water requirement, water availability & its transportation, fuel
requirements, fuel transportation arrangements, ash generation & utilization plan,
environmental aspects, power off take arrangements, construction / start up power
requirements etc.

f. Civil & Structural Engineering aspects and various civil works of the project covering
general features of the project site etc.

g. Detailed technical aspects of Boiler Turbine Generator (BTG), Balance of Plant (BoP)
and auxiliaries:-

 Technical features of boiler & turbine including Flue Gas Desulphurization

(DeSOx), Selected Catalytic Reagent and/or Selected Non-Catalytic Reagent
(DeNOx) system.

 BTG auxiliaries including boiler feed pumps, regenerated heat cycles, condensing
plant etc.

h. Meeting up latest environmental norms on emissions from Thermal Power Plants

issued by Ministry of Environment, Forest and Climate Change (MoEF&CC) as notified
on 07.12.2015 (including its amendments from time to time, if any) for Water
Consumption, SPM, SOx, NOx and Mercury.

i. Plant water system and water balance diagram.

j. Coal Handling System including storage, transportation, preparation & handling in the
plant area.

k. Fuel Oil storage and handling system (within plant battery limits).

l. Ash Handling System including recovery, transportation, storage and disposal to ash
dyke.

m. Fire Protection System.

n. Electrical & Mechanical systems.

o. Control & Instrumentation.

p. Switchyard Arrangement with location of Terminal Gantry for Power Evacuation.

q. Financial and Executing Capabilities giving details of financial, technical and manpower
resources available with the Promoter and proposal for the execution of the project is
to be included in the report.

Page 7 of 28
r. Project Execution & Management:-

 Infrastructural facilities for construction & operation.

 The details on construction management, and operation & maintenance

philosophy.

 Manpower Requirement.

 Organization Structure and organization charts for management of construction

as well as for operation and maintenance of the plant.

 Project Implementation Schedule based on delivery of equipment, erection and

testing, construction schedule etc. along with Master PERT network or bar chart
for commissioning of units.

s. Project Cost estimation, its basis and analysis. The detailed cost estimate should be,
as far as possible, realistic and should be based on current market rates / budgetary
offers from the supplying agencies including all taxes and duties. The basis of cost
estimate, month and quarter of price level, source of equipment (foreign and domestic),
assumptions regarding customs/excise duty, sales tax, exchange rate (date of
exchange rate) etc. arc required to be given in detail in the chapter of cost estimates.

t. Financial Model & tariff analysis with input data and the norms adopted.

u. Phase-wise investment details indicating the funding pattern, source of funding, rate of
interest, period of repayment etc.

v. Calculation of Profits, RoI / IRR etc.

w. Assistance in obtaining various statutory clearances, permits, licenses etc. (The

required fee payable to the statutory body shall be paid by HPGCL).

x. For finalization of DPR, joint review meeting, if required, may be held at Panchkula.
The Consultant shall attend these meetings as and when required by HPGCL.

-sd-
Chief Engineer/Projects,
HPGCL, Panchkula.

Page 8 of 28
 SECTION – IV
INSTRUCTIONS TO BIDDERS (ITB)
1. Please visit HPGCL website www.hpgcl.org.in and https://etenders.hry.nic.in for NIT details.

2. Bidders are instructed to submit their bids online only on Haryana e-portal website
(https://etenders.hry.nic.in).

3. Tenders not accompanied with the prescribed EMD, Cost of Tender and e-service fee shall
be rejected. EMD/Cost of Tender shall be in the prescribed mode of payment as asked in the
NIT, otherwise the tender shall be liable to be rejected.

4. Tender received through post / email / courier or in physical form shall not be considered for
evaluation.

5. In case, date specified for opening of tender, happens to be a public holiday, then next
working day shall be considered automatically for the same.

6. HPGCL may, at its sole discretion, extend the time & date for the submission of the bid
documents.

7. After opening of the Techno-commercial bids and till finalization, both parties i.e. HPGCL and
Bidders will not enter into any correspondence except for any clarification / supplementary
information sought by HPGCL.

8. All the costs and expenses incidental to the preparation and submission of tender,
discussions, conferences, if any, shall be borne by the Bidders and HPGCL shall bear no
liability whatsoever on such costs and expenses.

9. HPGCL reserves the right to reject any or all bids, wholly or partially, and to annul the bidding
process without assigning any reasons whatsoever, at any time prior to award of contract,
and in such case no bidder / intending bidder shall have any claim arising out of such action.

10. Site Visit:- The bidder at the his own responsibility, expenses and risk, is encouraged to visit
and examine the Site(s) of Project and its or their surroundings and obtain all information
(including that on the risks, contingencies and other circumstances which may affect or
influence the bid) that may be necessary for preparing the Bid and entering into a contract.
Nothing extra charges consequent on any misunderstanding or otherwise shall be allowed.

11. The successful bidder may clearly note that terms and conditions enumerated in this bid
document are only illustrative and not exhaustive. The successful bidder will have to enter
into contract as devised by HPGCL on terms & conditions as necessary for execution of
contract.

12. Language of Bid:- The bid prepared by the Bidder and all correspondence and documents
related to the bid exchanged between the Bidder and HPGCL shall be in English language
only, provided that any printed literature furnished by the Bidder may be written in another
language, as long as such literature is accompanied by a translation of its potential passages
in English language in which case, for purpose of interpretation of the bid, the translation
shall govern.
13. Bid Currency:- The bidder(s) shall quote in Indian National Rupees (₹) only.
14. Validity of Tender:- The Bids shall remain valid for a period of 120 (One Hundred and
Twenty) days from the date of opening of Price bids. The bid valid for shorter period shall be
rejected by HPGCL as being non-responsive.
In exceptional circumstances, HPGCL may solicit the Bidder's consent for extension of the
Bid validity period.
15. No deviation Bid: Bidder is to submit ‘No Deviation Certificate’ as per format attached in the
Annexures.
16. Conclusion:-
a. Bids, which are not complete in all respects as stipulated above, will be liable for rejection
without any intimation to the bidders. Submission of correct bid proposal is bidder’s
responsibility and there will be no consideration for errors and omissions on the part of
bidders.

Page 9 of 28
 b. Bids can also be rejected if:-
 Not submitted in prescribed form.
 Not fulfilling any of the qualifying conditions.
 Bid received from a bidder whose past performance is not satisfactory.
 The bidder who has been blacklisted by any organization presently.
 The bidder is not offering the required validity.
 The bidder is not accepting any conditions in the bid.
 The Bid with deviations.
 The bids not in conformity with HPGCL’s requirement as per tender documents.

c. HPGCL reserves the right to reject any proposal if:-

 A material mis-representation is made or discovered.
 The bidder does not respond to HPGCL asking for supplementary information/
clarifications required for evaluation of the proposal / finalization of the bid within the time
period as specified by HPGCL.

d. The Price Bids of only those bidders will be opened whose offers meet with the Qualifying
Requirements and whose Techno-Commercial offers are acceptable to HPGCL.
e. HPGCL reserves the right to accept or reject any Offer or all the Offers without assigning any
reasons thereof. HPGCL also reserves the right not to award work against this tender.
HPGCL’s decision in this regard shall be final and binding on all bidders.
17. Bid Opening and Evaluation:- The Bids shall be opened on the specified date and time
indicated in the NIT. After opening of Techno-Commercial (Part-I) bids, the Tender
Evaluation Committee as constituted by HPGCL shall screen the bid documents / credentials
submitted by the bidders against pre-qualifying requirements / eligibility conditions of tender.
Bidders shall be informed about their respective deficiencies / shortcomings, if any, and shall
be given an opportunity to submit their requisite deficient documents for better competition.
Price Bid (Part-II) of only those bidders shall be considered for opening, whose credentials
for eligibility / qualifying criteria are found to be in order by the committee. The bid that does
not meet any of the pre qualifying requirements of tender will be rejected and the decision of
Tender Evaluation Committee shall be final and binding on the bidders.

The bidders found successful in Technical Evaluation shall be notified for opening of the
price bids and their authorized representatives may attend the price bid opening.

18. Price Bid:-

a. The bidders are required to quote their prices online only as per Price Bid format
(Part-II) of this e-tender.
b. For quoting the prices, the Bidder is expected to take into account the requirements and
conditions of the bidding documents.

19. Negotiation:- Negotiations, if required would be held by competent authority of HPGCL with
reference to Haryana Govt. O/o no. 2/2/2010-4-IB-II dated 16.06.2014. Price negotiation
could be held up to L3 bidder, if the difference between L1 quoted rate and those quoted by L2
& L3 is within 5% of the L1 quoted rate. In case where the L1 bidder refuses to further reduce
his offered price and the L2 or L3 bidders come forward to offer a price which is better than
the price offered by L1 bidder, the bidder whose price is accepted becomes the L1 bidder.
However, in such a situation, the original L1 bidder may be given one more opportunity to
improve upon the discovered price. In case, the original L1 bidder further improves upon the
price discovered during the negotiations, it would be treated as the L1 bidder.

20. Letter of Acceptance:- Prior to the expiry of the period of bid validity, on acceptance of a
bidder’s offer, the contract shall be concluded, however the contract agreement shall be
signed later for ministerial purpose. Acceptance of bid proposal by HPGCL shall be
communicated by the issue of a ‘Letter of Intent (LoI) / Letter of Acceptance (LoA)’. The
Successful Bidder shall enter into the Contract Agreement (as per format attached in
Annexures) with HPGCL and submit the requisite security within stipulated time period from
the date of issue of LoI / LoA. The Agreement will be executed on appropriate
value of NJS paper. The stamp duty is to be borne by the firm. Issuance of LoI /
Page 10 of 28
 LoA, along with signing of Contract Agreement with the Successful Bidder subsequently, will
constitute the formation of the contract.
21. Corrupt or fraudulent practices:- HPGCL requires that Bidders should observe highest
standard of ethics during the execution of contract and that the Bidders / Contractors do not
indulge in corrupt or fraudulent practices. In pursuance of this policy, HPGCL defines for the
purposes of this provision, the terms ‘corrupt practice’ and ‘fraudulent practice’ as follows:-
a. “Corrupt practice” means the offering, giving, receiving or soliciting of anything of value to
influence the action of a public official in the procurement process or in contract execution.
b. “Fraudulent practice” means a misrepresentation of facts in order to influence a procurement
process or the execution of a contract to the detriment of the HPGCL, and includes collusive
practice among bidders (prior to or after tender submission) designed to establish tender
prices at artificial, non-competitive levels and to deprive HPGCL of the benefits of free and
open competition.
c. HPGCL will reject a proposal for award, if it determines that the Bidder recommended for
award has engaged in corrupt or fraudulent practices in competing for the contract in
question. HPGCL will declare such firm ineligible/blacklisted/debarred/suspension of
business for a stated period of time.
22. Cartel Formation / Pool Rates:- Sometimes a group of Bidders quote same rates against a
tender enquiry. Such Pool/ Cartel formation is against the basic principle of competitive
bidding and defeats the very purpose of open and competitive tendering system. Such
practices should be severely discouraged with strong measures. In case of evidence of cartel
formation, detailed cost analysis may be done besides suitable administrative action, like
rejecting the bids with forfeiture of EMD, reporting the matter to appropriate authority to take
suitable strong actions against such firms. HPGCL may also encourage new firms to get
them registered to break the monopolistic attitude of the firms forming cartel.
23. Authorized Representatives:- Any action required or permitted to be taken, and any
document required or permitted to be executed, under the Contract, by HPGCL or the
Successful Bidder shall be taken or executed by the representatives authorized for the
purpose.
24. Obligations of the Successful Bidder:- The Successful Bidder shall execute the contract
and carry out their obligations as per Scope of Work and terms and conditions defined in the
Tender Document or Contract Agreement with all due diligence, efficiency and economy, in
accordance with generally accepted professional techniques and practices, and shall
observe sound management practices, and employ appropriate advance technology and
safe methods. The Successful Bidder shall always act, in respect of any matter relating to the
Contract or to the Work, as sincere advisers to HPGCL and shall at all times support and
safeguard HPGCL’s legitimate interests.
25. Indemnity:- Without any protests or demur, ‘contractor’ indemnifies HPGCL and its
Branches and agrees to hold HPGCL and its Branches harmless against any loss, claim,
proceedings, damage, demurrage, costs, penalties, taxes, duties liabilities, legal cases, short
shipment, quantity / quality / weight / purity / marking / specifications etc. of the material, cost
or expenses of whatsoever nature caused to HPGCL on account of ‘contractor’ / omissions /
negligence / mistake / misconduct breach or default and /or non fulfillment of terms and
conditions of this agreement.

Without any protests or demur, contractor shall indemnify and save harmless HPGCL, its
affiliates and their customers, officers, directors, and employees from and against any losses,
damages, liabilities, interests, demurrage, fines, penalties, short shipment, quantity / quality /
weight / purity / marking / specifications etc. of the material, and expenses (including
reasonable attorneys' fees, insurance ) that arise out of or result from any and all claims.

Page 11 of 28
26. Disclaimer:- HPGCL may, at its absolute discretion, shortlist, accept, disqualify, elect to
abandon, reject any part or whole of the process without giving prior notice to the prospective
party. HPGCL reserves the right to cancel the tender in totality without assigning any reason
at any point of time. All information contained in this Tender is issued bonafide.
27. The detail of contact persons are as under:-
Sh. Surinder Kumar,
Chief Engineer/Projects,
Phone- 0172-5022424, Mob number: +91-9355084609
email: [email protected]

-sd-
Chief Engineer/Projects
HPGCL, Panchkula.

Page 12 of 28
 SECTION – V
GENERAL TERMS AND CONDITIONS OF NIT

1) CONTRACT AGREEMENT:
The successful bidder shall accept the work order within 7 (seven) days from the date of its
issue by returning a duly signed copy thereof and shall enter into the Contract Agreement with
HPGCL within 07 days from the date of issue of LoI /LoA/ work order whichever is later on a
Non-Judicial Stamp Paper (NJSP) of requisite value with Chief Engineer (Projects),
HPGCL, Panchkula. The stamp duty is to be borne by the bidder and the NJSP should be
purchased from Panchkula. The form of contract agreement is attached as Annexure.
2) RATE/CONTRACT PRICE:
Bidder shall quote the prices online as per the price schedule in Rupees (INR) only. The
agreed contract price shall remain firm during the currency of the contract. Any statutory
taxes/levies, to be charged extra as applicable, should be clearly indicated by bidder in their
offer, failing which it will be presumed that the quoted prices are inclusive of all such statutory
taxes/levies.
3) EARNEST MONEY:
Every tenderer, while submitting his tender, shall deposit the earnest money specified in the
NIT (Rs 48,000/- (Rupees Forty Eight Thousand Only) online by using the service of secure
electronic payment gateway. The secure electronic payment gateway is an online interface
between contractors and online payment authorization networks. The Payment for EMD can
be made online directly through RTGS / NEFT. In case of RTGS/NEFT, proof of deposit of
Earnest Money containing UTR number etc. duly certified by the bank shall be submitted.

The EMD of the unqualified bidders will be returned without any interest, as promptly as
possible, after declaration of qualification result.
EMD of the successful Bidder to whom the contract is awarded, will be adjusted in the security
against the contract. No interest shall be paid on EMD / Security deposit for the period it
remains deposited with HPGCL. The earnest money / security deposit shall be forfeited in part
or in full under the following circumstances:-

i) If the tenderer withdraws his tender at any stage during the currency of validity period.
ii) If the work order has been issued but the contractor refuses to comply with it irrespective
of the fact that HPGCL sustains any loss on account of such default or not.
iii) In the event of a breach of contract in any manner.
iv) In case of evidence of cartel formation by the bidder(s).
v) If the contractor fails or neglects to observe or perform any of his obligations under the
contract, it shall be lawful for the HPGCL to forfeit either in whole or in part, in its
absolute discretion, the EMD/security deposit furnished by the contractor.
vi) The forfeiture of EMD/security deposit shall be without prejudice to the right of HPGCL to
recover any further amount or any liquidated and/or other damages as admissible under
the law, under payments or over payments made to the contractor under this contract or
any other contract as well as to take such administrative action against the contractor as
blacklisting etc.
4) TERMS OF PAYMENT:
a) 30% against submission of draft DPR.
b) 50% against submission of final DPR after incorporation of comments by HPGCL.
c) 20% against acceptance/approval of DPR by HPGCL.
Any other taxes i.e. Income Tax etc as applicable will be deducted by HPGCL. GST/any other
tax will be paid as applicable and as mentioned by the bidder in the Price Bid.
5) MODE OF PAYMENT:
The payment shall be made through RTGS/NEFT within 21 days from the receipt of bill
complete in all respects. However, RTGS/NEFT charges shall be borne by Firm/contractor.
The firm will submit their banking details duly authenticated by them along with bills separately
or on the bill itself as under:-
Name & Address of beneficiary,
Name & address of Bank,
Page 13 of 28
 Account Number & IFSC.

6) GST DOCUMENTS & UNDERTAKING:-

Prospective bidder should submit the following:-
I. Copy of GST Registration Certificate under GST Act
II. Undertaking on the letter head of bidder that GST registration is valid as on date and
that no default has ever been made by the bidder in filing various GST returns and
deposit of GST dues with the department.
Note:-
a) Bidder having multiple registrations under GST will submit above undertaking for each
and every GST Number.
b) A default under a GST number even if the GST number pertains to some other state will
make the vendor ineligible to participate in tender.
Detailed SoPs for compliance of GST & TDS are attached as Annexure in tender
documents.
7) COMPLETION PERIOD:-
The completion period of the work as specified below shall be the essence of the
contract:-
i) The date of commencement of contract shall be considered from the date of issue of
LoI / LoA.
ii) The firm shall submit draft DPR within 25 days from the date of issue of LoI / LoA
and final approved DPR within 7 days from the date of communication of comments
of HPGCL.
8) SCOPE OF WORK:-
The scope of work shall be as per Section-III. Any other work, not specifically mentioned in the
scope, but essentially required for successful completion of the work, shall be deemed to be
included in the scope of work.
9) DELIVERABLES:
Sr.
Activity Time Period
No.
1. 7 copies with soft copy (word/excel format) of Draft 25 Days from the date of LoI / LoA
Detailed Project Report (DPR)
2. 15 copies of Final approved DPR along with soft 07 Days
copy (word/excel format) of the same after receipt of
final comments from HPGCL.

10) SECURITY DEPOSIT:

The successful bidder shall deposit security equal to 10% of the contract value within 07 days
from the issue of LoI / LoA. However, the EMD already deposited by the bidder shall be
converted into security deposit and the balance amount shall be deposited within 07 days. No
interest shall be paid on EMD/security for the period it remains deposited with HPGCL.
Security deposit shall be released after 90 days from the date of approval/acceptance of DPR
by HPGCL.
11) RISK AND COST:
In case the contractor fails to fulfill the contractual obligation, the work shall be got done from
some other agency at the risk and cost of the contractor. It shall be without prejudice to the
right of HPGCL to recover any further amount or any liquidated and/or other damages.
12) PENALTY FOR DELAY:
Time is the essence of the contract. The contractor shall ensure timely completion of the job
as per stipulated completion period. In case of delay in completing the work/job, the penalty for
delay will be imposed @ 2% of the total contract value per week or part thereof subject to
maximum of 10% of the total contract value.
Note: - Contract value means basic value of the contract exclusive of taxes and duties, if
charged separately.

Page 14 of 28
13) FORCE MAJEURE:
i. In the event of either party being rendered unable by Force Majeure to perform any
obligation required to be performed by them under this Contract, relative obligation of
the party affected by such Force Majeure shall be treated as suspended during which
the Force Majeure Clause lasts.
ii. The term “Force Majeure” shall have herein mean riots (other than among the
Contractor’s employee), Civil commotion, War (whether declared or not), invasion, act
of foreign enemies hostilities, civil war, rebellion, revolution, insurrection, military coup,
damage from aircraft, nuclear fission, embargoes, quarantines, acts of god such as
earthquake (above 7.0 magnitude on Richter scales), lightning, unprecedented floods,
fires not caused by the Contractors negligence and other causes which the Contractor
has no control and accepted as such by HPGCL whose decision shall be final and
binding. Normal rainy season and monsoons are not Force Majeure.
iii. Upon occurrence of such causes and upon its termination, the party alleging that it has
been rendered unable as aforesaid, thereby, shall notify the other party in writing by
registered notice within 24 (twenty four) hours of the alleged beginning and ending
thereof giving full particulars and satisfactory evidence in support of its claim.
iv. Time for performance of the relative obligation suspended by the Force Majeure shall
stand extended by the period for which such clause lasts.
v. If works are suspended by Force Majeure conditions lasting for more than two (2)
months, HPGCL shall have the option of cancelling this Contract in whole or part
thereof, at its discretion.
14) OVER RUN CHARGES:
No over run charges shall be paid in the event of the completion period being extended for
any reasons.
15) STATUTORY DEDUCTIONS:
Statutory deduction as applicable shall be made at source from the bills of the contractor at
the prevailing rates.
Detailed SoPs for compliance of GST & TDS are attached as Annexure in tender
documents.
16) ARBITRATION:
i. All matters, questions, disputes, differences and / or claims arising out of and / or
concerning, and / or in connection and / or in consequences or relating to this contract,
whether or not obligations of either or both parties under this contract be subsisting at
the time of such dispute and whether or not this contract has been terminated or
purported to be terminated or completed, shall be referred to the Sole Arbitrator to be
appointed by the mutual consent from the panel of Arbitrators provided by HPGCL.
The firm may give consent on anyone from the panel. In case no consensus is arrived
at between the parties then aggrieved party can approach the competent court of law
for appointment of Sole Arbitrator. The award of the Arbitrator shall be final and
binding on the parties to this contract. Subject to aforementioned provisions, the
provisions of Arbitration and Conciliation Act, 1996 as amended from time to time and
rules made there under for the time being in force, shall apply to the Arbitration
proceedings under the clause.
ii. It has been agreed between both the parties that the fee of the arbitrator shall be
governed by Arbitration and Conciliation Act, 1996 as amended subject to the
condition that the fees shall not exceed Rs 10,00,000/-.
17) LAWS GOVERNING CONTRACTS:
All contracts shall be governed by the laws of India for the time being in force. Irrespective of
the place of delivery, place of performance or place of payment under a contract, the contract
shall be deemed to have been made at the place from which the acceptance of tender has
been issued.
18) JURISDICTION OF COURTS:
Any dispute if arisen in connection with the contract shall be subject to the jurisdiction of local
courts at Panchkula (Haryana).
Page 15 of 28
19) SET OFF:
Any sum of money due and payable to the supplier under the contract (including security-
deposit returnable to the supplier) may be appropriated by the HPGCL and set-off against
any claim of the Corporation for the payment of a sum of money arising out of under that or
any other contract entered into by the contractor with the HPGCL.
20) SUBLETTING and ASSIGNMENT:
The contractor shall not, sublet, transfer or assign the contract or any part there of or interest
therein or advantage thereof in any part thereof in any manner whatsoever without prior
consent of the HPGCL.
21) CONFIDENTIALITY:
The terms of the bid, Letter of award, Contract Agreement and all information disclosed by
HPGCL and obtained by the Consultant in connection with the Consultancy to HPGCL shall
remain the exclusive property of HPGCL and shall not be disclosed by the Consultant to any
third party without the prior written consent of HPGCL.
22) TERMINATION OF CONTRACT:-
HPGCL may, without prejudice to any other remedy for breach of contract, by written notice of
default sent to the supplier, terminate the contract in whole or in part in following cases:-
i) lf the contractor fails to deliver/execute any or all of the awarded work within the time
period(s) specified in the contract, or any extension thereof granted by HPGCL.
ii) If the contractor fails to perform any other obligation under the contract within the
period specified in the contract and any extension thereof granted by HPGCL.
iii) lf the contractor, in the judgment of HPGCL has engaged in corrupt or fraudulent
practices in competing for or in executing the contract (definition of corrupt or
fraudulent practices defined under relevant clause of ITB). HPGCL reserves the right
to terminate the contract at its discretion in full or in part thereof, without assigning any
reason after giving one month notice to the firm.
iv) In the event, HPGCL terminates the contract in whole or in part. Available EMD/BG
submitted by the contractor shall be forfeited. Further, the contractor can be
blacklisted/debarred/suspension of future business by HPGCL.
23) WITHHOLDING OF PAYMENT:
HPGCL may withhold the whole or part of any payment for work executed by the firm which in
the opinion of the order placing authority is necessary to protect HPGCL from loss on account
of :-
a) Services not rendered as per the scope of work
b) Damage to HPGCL or to others’ property.
c) Penalties if imposed on account of non-compliance of statutory labour laws or by court
of law in case of injuries inflicted on any personnel including those of HPGCL.
24) The terms & conditions not specified in the tender shall be governed by "HPGCL Works &
Purchase Regulations 2015" and its subsequent amendments which are available on the
HPGCL website i.e. www.hpgcl.org.in.

-sd-
Chief Engineer/Projects
HPGCL, Panchkula.

Page 16 of 28
 LIST OF ANNEXURES (FORMATS)

Sr. Annexure
Description
No. No.
1. A Bid Submission Form
2. B Format for Contract Agreement
3. C Certificate regarding blacklisting.
4. D Certificate of No Deviations
5. E Price Bid Format
6. F Bank Account Details
7. G Power of Attorney for Authorized Signatory.
8. H SoPs for compliance of GST & TDS

Page 17 of 28
 Annexure-A

BID SUBMISSION FORM

Bidder Ref. No.: Date: ......................

e- NIT No.: _____________ dated ____________

Subject:- Appointment of consultant for preparation of Detailed Project Report

(DPR) for setting up of 1x800MW coal based supercritical unit as expansion of
2x300 MW Deen Bandhu Chhotu Ram Thermal Power Project (DCRTPP) at Yamuna
Nagar.

To

Chief Engineer / Projects,

Haryana Power Generation Corporation Limited (HPGCL)
C-7, Urja Bhawan, Sector-6’ Panchkula- 134109

Having examined the e-NIT No._________________ Dated: _____________

including subsequent Corrigndums/amendments and clarifications, if any, the receipt of which is

hereby acknowledged, we the undersigned, offer for preparation of Detailed Project Report (DPR)
for setting up of 1x800MW coal based supercritical unit as expansion of 2x300 MW Deen Bandhu
Chhotu Ram Thermal Power Project (DCRTPP) at Yamuna Nagar with the said e-NIT Documents
and hereby furnish our Techno-Commercial Proposal. We further declare that additional
conditions, variations, deviations, if any, found in the bid, shall not be given effect to.

Yours faithfully,

Date : (Signature).....................................

Place : ( Name)................................

(Designation)...................................

(Company Seal)..............................

Page 18 of 28
 Annexure-B

FORMAT FOR CONTRACT AGREEMENT

1. This CONTRACT (hereinafter called the “Contract”) is made the_________ day of

the month of ___________, 2022, between, on the one hand, HPGCL (hereinafter called
the “Client”) and, on the other hand, _____________(hereinafter called the “Consultant”).

WHERAS

(a) the client has requested the Consultant to provide consulting services as defined in
the HPGCL e- NIT no. _____________________ dt _________ attached to this Contract
(hereinafter called the “Services”) ;

(b) the Consultant, having represented to the Client that they have the required
professional skills, and personnel and technical resources, have agreed to provide the
Services on the terms and conditions set forth in this Contract;

NOW THEREFORE the parties hereto hereby agree as follows:-

The following documents attached hereto shall be deemed to form an integral part
of this Contract:

1. NIT no. .
2. Offer of Consultant and subsequent correspondence with client
3. LoI/LoA dated …..
4. Work order dated.....
5. Any subsequent mutually agreed amendment to the order after signing
of the contract.

6.

The mutual rights and obligations of the Client and the Consultant shall be as set
forth in the Contract; in particular:-

a) The Consultant shall carry out the Services in accordance with the
provisions of the Contract; and

b) The client shall make payments to the Consultant in accordance with the
provisions of the Contract.

IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be

signed in their respective names as of the day and year first above written.

FOR AND ON BEHALF OF FOR AND ON BEHALF OF

[NAME OF THE CLIENT] [NAME OF THE CONSULTANT]

By _____________________ By _____________________

(Authorized Representative) (Authorized Representative)

Signature of witness Signature of witness

Page 19 of 28
 Annexure-C

(NON BLACKLISTING CERTIFICATE)

(On the Letterhead of Firm)

e-NIT No: _____________________________ dated____________

Bidder's Name and Address: To

Chief Engineer / Projects,

Haryana Power Generation Corporation
Limited C-7, Urja Bhawan, Sector-6
Panchkula- 134109
We, M/s …………………………….. hereby declare that we have not been blacklisted by any
organization presently.

Date : (Signature).........................................

Place : (Printed Name)..................................

(Designation)....................................

(Common Seal).................................

Page 20 of 28
 Annexure-D

Certificate Regarding no Deviations

(On letter head of the Bidder)

e-NIT No: _________________________ Dated:______

To:

Chief Engineer, Projects

Haryana Power Generation Corporation Limited
Urja Bhawan, C-7, Sector-6, Panchkula.
Haryana – 134109, India.

Subject: e-Tender for preparation of Detailed Project Report (DPR) for setting up of
1x800 MW coal based supercritical unit as expansion of 2x300 MW Deen Bandhu
Chhotu Ram Thermal Power Project (DCRTPP) at Yamuna Nagar.

Dear Sir,

We hereby certify that we have gone through all terms and conditions of your e-NIT No.
………………….dated ………………………….. and confirm that the bid submitted by us is in total
compliance of the terms of bid documents and no deviations whatsoever are incorporated in our
bid.

We further undertake that the entire work shall be performed as per the terms of the above bid
documents.

Date:

Place:

Yours faithfully,

(Signature)

Name of Authority Signatory:

Designation & Seal

Page 21 of 28
 Annexure-E

FORMAT OF PRICE BID, PART-II

(PRICES TO BE QUOTED ONLINE ONLY)
(NOT TO BE FILLED AND SUBMITTED WITH PART-I BID)

Name of the Bidder :

Sr. no Description Amount (Rs.)

1. Preparation of Detailed Project Report for setting up

of 1x800MW coal based supercritical unit as
expansion of 2x300 MW Deen Bandhu Chhotu Ram
Thermal Power Project (DCRTPP) at Yamuna Nagar

2. Applicable GST (%)

3. Gross Amount in Figures

4. Gross Amount in Words

Note: - The format is for reference purposes only and the rates must be submitted
online only as per relevant clause of ITB.

Page 22 of 28
 Annexure-F

DETAILS OF BANK ACCOUNT FOR RELEASE OF PAYMENT THROUGH ELECTRONIC

FUND TRANSFER SYSTEM

(TO BE FURNISHED BY THE BIDDER ON ITS LETTER HEAD)

THE BANK ACCOUNT DETAILS ARE FURNISHED AS BELOW:-

We______(Name of the Bidder) hereby request you to give our payments by crediting our bank
account directly by E-Payment mode as per account details given below. We hereby undertake
to intimate HPGCL in case of any change in particulars given below and will not hold HPGCL
responsible for any delay/default due to any technical reasons beyond control of HPGCL:-

Bank Account Number :____________________________

RTGS/NEFT/IFSC CODE :_____________________________
NAME OF THE BANK :_____________________________
ADDRESS OF THE BRANCH
BRANCH CODE :_____________________________
SWIFT CODE :_____________________________
ACCOUNT TYPE
(SAVING/CURRENT/OTHERS :_____________________________
E-MAIL OF THE
BRANCH OF THE BANK :_____________________________

A BLANK CHEQUE (CANCELLED) IS ENCLOSED HEREWITH.

I/WE hereby declare that the particulars given above are correct and complete. If the transaction
is delayed or credit is not affected at all for reasons of incomplete or incorrect information, I/We
would not hold HPGCL responsible.

Date : Signature of Authorized Signatory

BANK CERTIFICATION
It is certified that above mentioned beneficiary holds a bank account No._______with our branch
and the bank particulars mentioned above are correct.

Date Authorised Signatory

Authorisation No.____
Name
Official Seal/Stamp

Page 23 of 28
 Annexure-G

Power of Attorney for Authorized Signatory

Format to be used as per standard practices.

Page 24 of 28
 Annexure-H
Ref.: Chief Accounts Officer, HPGCL, Panchkula memo no. 887/CAO/HPGC/A&R-160 dated 16.03.2021
STANDARD OPERATING PROCEDURES TO BE FOLLOWED TO MONITOR GST
COMPLIANCE:
Stage I : Floating of Notice Inviting Tender (NIT)
 It is to ensure that the all prospective bidders to submit copy of Registration Certificate under
GST Act.
 The following undertakings (on the letter head of bidder) to be made part of mandatory
documents to be submitted by all bidders:
1.1. GST registration is valid as on date
1.2. No default has ever been made by bidder in filing the various GST returns and
deposit of GST dues with the department.
1.3. Bidders having multiple registrations under GST will submit undertaking for each &
every GST number. A default under a GST number even if the GST number
pertains to some other state, will make the vendor ineligible to participate in tender.
In addition, the successful bidder will also submit the following undertakings in addition to above
immediately after issue of work order and with submission of each & every bill unless mentioned
otherwise:
1.4. Undertakings mentioned at 1.1, 1.2 and 1.3
1.5. A CA certificate regarding validity of GST registration will be submitted every six
months during the tenure of contract.
1.6. Vendor will submit copies of GSTR I and GSTR 3B/Challans as evidence to deposit
of GST with certification that GST collected from HPGCL, to be specified in exact
rupees, has been paid to Govt. vide this challan (specifying the challan no. & date
of deposit) and returns filed (date of filing of return) includes the transaction of
supply of Good or/and services to HPGCL.
1.7. Vendor will inform immediately the HPGCL about initiation of any proceeding (if
any) against him under the GST laws which may result in suspension or
cancellation of GST number of the Vendor.
1.8. Undertaking to indemnify the HPGCL in case of any financial implication on
HPGCL due to non-compliance of prescribed obligation under the GST Law on
part of the Supplier/vendor.
1.9. In case of ARCs/AMCs having duration above one year, copies of GSTR 1, GSTR
2A and GSTR 3B along with copies of invoices raised to HPGCL, duly reconciled
with three returns to be submitted on quarterly basis.
In case of one time job orders and purchase orders, copies of GSTR 1, GSTR 2A
and GSTR 3B alongwith copies of invoices raised to HPGCL, duly reconciled with
three returns to be submitted before release of security.

Stage II : Scrutiny of bids

 The GST registration status of vendors will be verified from the official website
www.gst.gov.in
 The address of vendor, the place from which supplies will be made or the invoice will be
raised, mentioned in bid document should match with the GST registration number on the
department’s website. In case vendor is having multiple GST registration numbers,
executive to ensure that GST number linked to place of supplier should be submitted to
HPGCL.
 Filing status of following returns is to be verified that the returns are being filed by vendor
within due dates:
Return Periodicity of filing Return for
GSTR 1 Monthly Outward Supplies
Its auto populated on GST portal on the
GSTR 2A Monthly
basis of GSTR 1 filed by vendor.
GSTR 3B Monthly Payment of GST
Compilation of outward and inward
GSTR 9 Yearly
supplies, made during the FY
Analytical statement on GST returns
GSTR 9C Yearly
certified by GST Auditor
 Verify that the undertakings, as specified in NIT, have been submitted by bidders. Failure
to submit unconditional undertakings will render the bidder to ineligible at technical stage of
evaluation itself.

Stage III : Award of Contract/ Issue of Work Order/Purchase Order

 Purchase order/work order to specify that in case of failure at the end of vendor regarding
deposit of tax and in complying with conditions mentioned at Stage I & II, HPGCL will have
right to recover the GST amount in default along with interest & penal amount and deposit
the same directly with GST department on behalf of vendor to the credit of HPGCL.
 Vendor will undertake to immediately inform the HPGCL about any amendment in the

Page 25 of 28
 GST certificate and to immediately submit the updated registration certificate.

Stage IV : Receipt of first invoice

 Executive wing to verify that the invoice is in performa as specified under GST laws
(Section 31 to 34 of CGST Act read with Rules 46 to 55A of the CGST rules deal with the
Tax invoice, Credit notes and debit notes) with correct GST number of HPGCL so that no
difficulty is faced by HPGCL while claiming Input Tax Credit of GST due to incorrect GST
number and also to reconcile the GST number and address of supplier as per invoice with
the GST number & address given in tender documents submitted by vendor and submit
the duly verified invoice to accounts wing.
 After the implementation of the E-Invoice w.e.f. 01 Oct 2020 generation of e- invoice from
common e-invoice portal for B2B supplies by person having aggregate annual turnover of
more than ₹ 500 Crs has been made compulsory. And w.e.f 01.Jan 2021 Generation of E-
invoice for GST supplies by person having aggregate turnover of more than ₹ 100 Crs has
been made compulsory. And w.e.f 01.04.2021 generation of E-invoice for GST
supplies by the person having aggregate turnover of more than ₹ 5 Crs is proposed to
made compulsory. The nodal officer/engineer in charge of the contract/appointed officer of
the respective plant should demand from the supplier E-Invoice containing the
invoice reference number (IRN) and QR code. It is worthwhile to note that any tax invoice
including tax credit / Debit note issued by such notified person for B2B supplies without
following the e- invoicing procedure shall not be treated as a valid document.
 Obtain a undertaking from the vendor who are not generating e-invoice in following format:
We M/s. ……………………. having PAN ……………………… and GSTIN Registration
Number ………………….hereby undertake that our Aggregate Turnover (as per Section
2(6) of Central Goods and Services Tax Act, 2017) for FY 2019-20 does not exceed the
prescribed threshold (as on the date of this declaration) for generation a Unique Invoice
Registration Number (IRN) and QR code as per the provisions of Central Goods and
Services Tax Act, 2017 and rules thereunder (“GST Law”). Further, we also undertake that
if the aggregate turnover of M/s. …………………. exceeds the current threshold or revised
threshold notified by Government of India at any future date, then we shall issue invoice
and credit note in compliance with the required provisions of GST Law. In case of any
queries from the any state or Centre Goods and Services Tax authorities, M/s.
……………………will be solely responsible.
Yours Truly,
For M/s………………………….
Authorized Signatory Name: Designation:
 In case there is difference in value of invoice, due to difference in quantity or quality
actually supplied, GST will be applied on revised value of invoice.

Stage V : Receipt of IInd & subsequent invoices

In addition to procedure mentioned in Stage-IV, following steps to be undertaken.
 All undertaking mentioned at Stage-I to be obtained & verified.
 GSTR 2A should be matched with amount of GST paid. In case, the details are not there in
GSTR2A, issue needs to be taken up with vendor and GST consultant of HPGCL.

Others:
 EMD and Securities/Bank guarantees taken by HPGCL may be refunded only after
payment of GST by vendor/contractor which was charged from HPGCL.
 In case any issue arises wrt failure by the firm in GST compliances, all future payments to
be put on hold after having consultation with HPGCL’s GST consultant.

Page 26 of 28
STANDARD OPERATING PROCEDURES TO MONITOR COMPLIANCES UNDER TDS
PROVISIONS OF INCOME TAX ACT:
Any person making specified payments mentioned under the Income Tax Act are required
to deduct TDS at the time of making such specified payment (Annexure-I). The SoP deals with
procedure to be followed when HPGCL deducts the tax while making payment to others and when
tax is deducted from payments made to HPGCL.
HPGCL as a deductor of tax:
 Any tax deducted from payment to any person is a liability of HPGCL and the Tax is to
be deposited invariably on or before the due date as per Annexure-I by filling Challan
no. ITNS-281.
 Filling of TDS return is mandatory and the return should be filed on or before the due
date as per Annexure-I. The Type of return to be filed is as under:
From Transaction to be reported
24Q TDS on Salaries
26Q TDS on all Payments except salaries
26QC TDS on Rent

 As per section 196 of Income Tax Act 1961, no deduction of tax shall be made by any
person from any sums payable to Govt. (State & Central Govt.)
 As per Circular No. 18/2017, The Central Board of Direct Taxes (The Board) for such
entities whose income is unconditionally exempt under Section 10 of the Income – Tax
Act (The Act ) and who are also statutorily not required to file return of income as per
section 139 of the act, there would be no requirement for tax deduction at source (TDS)
from the payments made to them since their income is anyway exempted from tax
under the Act.
HPGCL is in receipt of payment net of TDS:
 Payer to submit and undertaking that all the TDS pertaining to HPGCL will be deposited
and return of TDS so deposited will be filed, with in due time.
 Staff to monthly monitor the Form 26AS to ensure that the TDS deducted out of
payment of HPGCL has been deposited to the PAN of HPGCL.
 In case TDS deducted is not updated in Form 26AS after expiry of due date of filling of
TDS return, issue needs to be taken up with the concerned party.
 Staff to undertake periodic reconciliation of TDS as per 26AS and TDS as appearing in
books.
 TDS so deducted by other party should be claimed in Income Tax return of that financial
year.

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 Annexure-I
Specified Payments / Transaction applicable to TDS
TDS is to be deducted on the specified transaction mentioned under Income tax act. These
transactions are given below with their section, limits & rate as per FY 2019-20 i.e. AY 2020-21.
TDS
Section Income Type Limit
Rate In %
192 Salary Income As per Basic Exemption -
Limit & deduction
193 Interest on securities ₹ 10,000 10%
193 Interest on debenture ₹ 5,000 10%
194 Dividend other than listed company NA 10%
194A Interest other than on securities by ₹ 5,000 10%
other than Bank/Fls
194H Commission on brokerage ₹ 15,000 5%
194I Rent of Land, Building and Furniture ₹ 2,40,000/- 10%
194I Rent of plant & machinery ₹ 2,40,000/- 2%
194IB Rent ₹ 50,000 per month -
1941A Transfer of immovable property other ₹ 50 lakh 1%
than agriculture land
194C Payment to contractor / subcontractor ₹ 30,000 2%
(single transaction)
194C Payment to contractor during the year ₹ 1,00,000 2%
194J Professional fees/ Technical fees etc. ₹ 30,000 10%

Due date for payment/ depositing TDS/ return filed.

Date of ending of the quarter of FY Due date for filling of return
30 June (April –June)
th
31st July of FY
30th September (July –September) 31st October of FY
31st December (Oct. –Dec.) 31st January of FY
31st March (Jan. –March) 31st May of FY immediately following FY
Months Due date of TDS payment
April to February 7th of following month
March 30th April

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