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NTPC Limited

(A Government of India Enterprise)

Badarpur Thermal Power Station

NOTICE INVITING TENDER (NIT)

FOR

Witnessing of Third Party Sampling. Liasioning with Coal Company and Railways and Loading end Supervision.

(Domestic Competitive Bidding)

NIT No: 40018279 Date:01.02.2014

Bidding Document No: PR NO. : 200044956

1.0 NTPC invites on-line bids from eligible Bidders for aforesaid package, as per the scope of work briefly mentioned hereinafter:

2.0 Brief Details

Bid Invitation No.	40018279
NIT Date	01.02.2014
Document Sale Commencement Date & Time	01.02.2014 15:31:00
Document Sale Close Date & Time	21.02.2014 17:00:00
Source IFB/ NIT	Badarpur Thermal Power Station
Contract Classification	Services
Last Date and Time for Bid Submission	03.03.2014 13:00:00
Technical Opening Date & Time	03.03.2014 15:30:00
Bid Opening Date & Time	12.03.2014 15:30:00
Cost of Bidding Document in INR	1,182.00
EMD in INR	0.00
Pre-Bid Conference Date & Time (if any)
Last Query Date (if any)	01.03.2014

3.0 Bid Security and Integrity Pact (if applicable) shall be submitted in a sealed envelope separately offline by the stipulated bid submission closing date and time at the address given below. Any bid without an acceptable Bid Security and Integrity Pact (if applicable) shall be treated as non-responsive by the employer and shall not be opened.

4.0 A complete set of Bidding Documents may be downloaded by any interested Bidder on payment (non-refundable) of the cost of the documents as mentioned above in the form of a crossed account Payee demand draft in favour of NTPC Ltd., Payable at NEW DELHI or directly through the payment gateway at our SRM Site (https://etender.ntpclakshya.co.in/sap/bc/gui/sap/its/bbpstart). For logging on to the SRM Site, the bidder would require vendor code and SRM user id and password which can be obtained by submitting a questionnaire available at our SRM site as well as at NTPC tender site (www.ntpctender.com). First time users not allotted any vendor code are required to approach NTPC at least three working days prior to Document Sale Close date alongwith duly filled in questionnare for issue of vendor code and SRM user id/password.

5.0 Brief Scope of Work & other specific detail

NTPC LTD. BADARPUR DIVISION Scope of work

10.10 : Witnessing of Third Party sampling and Testing at loading (Coal Company) end.

Sample shall be collected and analyzed by the Third Party in the presence of both Buyer (representative of NTPC Badarpur) and Seller (CCL/ECL) for Total Moisture, Equilibrated Moisture, Ash and GCV on equilibrated basis for obtaining Grade of Raw and washed coal from the loaded wagons at the Loading end as per the procedure given below from 1 to 4 . The Agency shall have to supervise the coal sample collection from rakes loaded for NTPC-Badarpur (manpower for coal sample collection and sample preparation shall be provided by the Third Party) and shall witness the analysis carried out by the third Party with CCL & ECL at the designated laboratories.

1 General

a) Sample shall be collected source wise and grade wise.

b) Samples shall be collected, packed and transported in such a manner so as to make these tamper proof to the satisfaction of Seller (Coal India Limited) and NTPC-Badarpur.

c) Name of the colliery / siding / Power Station, date of collection and other identification details (e.g. Rake no.) shall be maintained in a register and a proper code number shall be assigned for each sample for identification and reconciliation of results.

d) Laboratory samples prepared shall be in the size of 12.5 mm for Total Moisture and for Proximate Analysis 212 micron IS Sieve.

Precaution shall be taken so that before analysis, in test laboratory, further sieving or pulverizing is not required.

e) Agency to ensure that Proper analysis records are maintained at their end and at the laboratories where the samples are analyzed.

f) Samples collected at the loading end shall be analyzed as per BIS Standards (IS: 1350 (Part-I) # 1984 or latest revision) for

determination of ash and moisture content.

g) Monthly statements containing the details of each and every analysis result finalized during a month based on Third Party / referee

analysis, as the case may be, shall be prepared indicating inter-alia the quantity of Coal covered by the respective analysis results.

h) The final pulverized sample shall be divided into two equal parts. One part shall be kept for analysis By Third Party at the

designated laboratory at loading end and the second part will be retained as referee sample under the custody of Third Party and seal

jointly by Seller (Coal India Limited) and the Agency on behalf of NTPC-Badarpur at the loading end.

i) Samples drawn at loading end shall be analyzed in designated laboratories at loading end in the presence of Seller (Coal India

Limited) and the representative of the Agency on behalf of NTPC-Badarpur.

j) The samples shall be identified jointly at the time of analysis in the laboratory by the code number already assigned.

2. Collection of Samples from Wagons

Each rake: Colliery/grade wise will be treated as a lot for collection of gross sample.

a) Each rake shall be divided into sub-lots in a manner that the quantity of Coal/number of wagons in such sub-lots is more or less

equal. The number of sub lots shall be determined as under :

No. of wagons in the rake Number of sub lots

Up to 30 wagons 4

>30 wagons up to 50 wagons 5

>50 wagons and above 6

b) From each of the sub lots one wagon each shall be selected as per random table in IS: 436 (Part-I/Section-I) 1964 or its latest

version for collection of increments.

c) In each wagon selected for sampling, the sample will be drawn from the spot in a manner so that if in one wagon the sample is

collected at one end, in the next wagon the spot will be in the middle of the wagon and in the third wagon at the other end and this

sampling procedure will be repeated for subsequent wagons.

d) Before collecting the samples, the spot will be leveled and at least 25 cm of Coal surface shall be removed / scrapped from the top

and the place will be leveled for an area of 50 cm by 50 cm.

e) About 50 kg of sample shall be collected from each selected wagon in the rake of a source by drawing 10 increments of approx. 5

kg each with the help of shovel/scoop.

f) Any stone/shale of size more than 250 mm shall be removed/discarded, however all stones/ shale of size less than 250 mm shall

form part of the sample collected.

g) Source wise, grade wise Samples collected from all the selected wagons in a rake shall be mixed (grade wise/source wise)

separately to form Gross Sample accordingly.

The sample will be collected in clean bags and sealed by Third Party in the presence of the agency on behalf of BTPS, and Coal

Company. The bags containing samples will be stored properly in a room under lock and key till these are processed for preparation

of laboratory samples.

The above process of sampling from the top of wagon presumes that uniform quality coal has been loaded throughout the wagons

from top to bottom. If not so, the same shall be brought to the knowledge of GM (quality) in writing with a copy marked to the

Engineer-In Charge.

3. PREPARATION OF MANUALLY COLLECTED SAMPLES:

The Gross Sample collected will be divided into two portions. One portion (one fourth of the Gross Sample) called Part-1 will be

used for analysis of Total Moisture and the other portion (three fourth of the Gross Sample) called Part-2 for Moisture, Ash and GCV

on Equilibrated basis.

The Part-2 Sample shall be reduced into laboratory sample on the date immediately following the date of collection. The final

laboratory samples will be divided into two parts viz. Set-I and Set-II.

# Set-I shall be used for analysis by the Third Party at loading end as per BIS standard (IS: 1350 (Part-I) -1984).

# Set-II shall be kept as referee sample in the custody of Third Party and sealed jointly by Buyer, Seller and the Third Party for a

period of fourteen days or until the analysis results of Set # I are accepted without dispute, whichever is earlier.

a) The Gross Samples shall be separately crushed to (-) 5 cm by mechanical means, mixed thoroughly, coned and quartered.

b) Two opposite quarters shall be retained and the rest rejected.

c) The retained material shall be further mixed, halved and one half retained.

d) Material so obtained shall be crushed to 12.5 mm by a Jaw Crusher and then to 3.3 mm by a palmac type of reduction mill/ or jaw

crusher.

e) The crushed material shall be reduced either by coning and quartering or by ruffling to 2 kg.

f) The sample so reduced shall be finally ground to pass through 212 micron IS sieve using a Raymond mini mill.

g) From the final sample passing through 212 micron IS sieve, 1.5 Kg shall be taken, which shall constitute the laboratory sample.

h) Such laboratory sample shall be divided into two equal i.e. Set-I and Set-II . The sample shall be kept in glass or polythene

container.

i) All tools and tackles, plastic bags, sealing compound and other items required for collection, preparation, storage and analysis of

the sample shall be provided by the Third Party.

4. PREPARATION OF TOTAL MOISTURE SAMPLE AND DETERMINATION OF TOTAL MOISTURE:

a) Part-I Sample shall be analyzed by the Third Party in the presence of both Buyer and Seller at the Delivery Point/ identified labs for

determination of Total Moisture as per IS: 1350 (Part-I) - 1984.

b) For rail supplies, rake wise Surface Moisture shall be determined at loading end.

c) The samples shall be divided into two parts and shall be sealed in two previously weighed air tight plastic containers duly labeled

and coded as Set-I # and Set-II# (the weight shall include any sealing material to be used also) immediately. Weight of each part of

such sample shall be minimum 5 kg/10 Kg (as directed by Engineer In charge). The second set Set-II# of Coal samples shall be set

aside as referee sample. All the containers shall be sealed at the time of sample collection in such a manner that there is no loss of

moisture. All the containers, after the collection of the sample and sealing, shall be individually weighed. All the weights, before and

after the collection of samples shall be recorded in the presence of both Buyer and Seller.

d) An empty tray measuring 1 feet x 1 feet shall be weighed. The sample for analysis shall be spread in this tray. The weight of Coal of

the tray shall be recorded.

e) This tray containing the sample shall be kept under joint lock in a room/laboratory furnished with either ceiling fans or with exhaust

fan for drying the sample for 24 hours. If the sample is not reasonably dry the period of drying may be extended to further periods of

24 hours, till the sample is dry.

f) The tray shall be weighed again and weight noted. Again the sample shall be kept for drying for about 2 hours and again weighed

and this process shall be repeated till constant weight is achieved. This would normally take 2-4 hours. The final weight shall be taken

and loss in weight that is W1 in the 1st stage of air drying shall be recorded.

g) This sample shall now be crushed to -12.5 mm size in a crusher. Coning and quartering shall be done to reduce the sample quantity

to 5 kg/10 Kg (As directed by Engineer In charge).

h) This sample of -12.5 mm of approximately 5 kg /10 Kg (As collected) shall be weighed and kept in an oven at ambient temperature

of 380C for about 2 hours. Again weight shall be taken and the process of heating cooling and weighing shall be continued till

constant weight is reached.

i) The loss in weight shall be recorded as W2 that is the loss of weight after 2nd stage drying.

j) This sample of approximately 5 kg/10 Kg after the 2nd stage of drying shall be crushed to -3.35 mm size and the same shall be

reduced to half Kg. by quartering and coning.

k) Out of the half kg of sample 10 gm of Coal sample shall be taken in a weighed glass dish and kept in the drying oven at 108 +/-

20C for about 90 minutes.

l) The dish shall be cooled and weighed. Heating, cooling and weighing shall continue till constant weight is reached.

m) The loss of weight shall be recorded as W3 that is the weight loss in 3rd stage drying.

n) Based on the above procedure, the Total Moisture shall be computed in the presence of both Buyer and Seller.

o) All tools and tackles, plastic bags, sealing compounds and other items required for collection, preparation, storage and analysis of

the sample shall be provided by the Third Party.

The agency shall send daily analysis report by E-mail, fax / telephone etc., so that decision for declaring a sample as referee may be

taken up within the stipulated time of 48 hrs after analysis at loading end.

The agency representative and the Seller shall put their signatures across the joints on the envelop and cello-taped to make it

pilfer-proof and kept under the custody of the Third Party with proper identification. Security of referee sample shall be sole

responsibility of the agency.

In case of dispute requiring analysis of referee sample, the agency shall protest within 48 hrs of testing on behalf of NTPC-Badarpur

and shall arrange for the retrieval and transportation of referee samples to the identified laboratory for analysis.

In case of analysis of referee samples, agency shall arrange to obtain results from the identified laboratory and submit it to BTPS.

The agency shall prepare Colliery-wise, rake-wise and grade-wise report showing therein the analysis results in detail for calendar

month based on loading date and deliver copies to BTPS as per the enclosed Format (Form-Q) . The above monthly analysis report

shall be delivered by 10th of next month for previous month.

Note: The above procedure is as per the new FSA, however, there could be some amendments in the FSA during the course of

execution of the contract in sampling procedure, sample quantity, venue for analysis of collected samples etc. The Agency shall be

duly informed from time to time by Engineer Incharge, the agency shall have to adhere to the amendments and the agreement between

CIL and NTPC-Badarpur during the course of contract.

10.20 . For Liaising / Supervision of loading / weighment (as coal handling Agent)

The agency has to supervise the loading and weighment of all the BTPS rakes at the various sidings as per the following details.

1. The agent will maintain full fledged offices having the facilities of Telephone/Fax/e-mail at Delhi, Calcutta, Dhanbad, Ranchi,

Asansol and other places where CCL,& ECL coal company offices are located & coal is loaded for BTPS.

2. All the Office Coordinators must have mobile phone & Delhi representative should visit BTPS on weekly basis.

3. Regular programme for coal allotment given by the coal companies to the Railways shall be submitted immediately by fax/e-mail to

BTPS and shall follow programme accordingly.

4. Arrange for the effective supervision on loading of wagons at various collieries so as to ensure supply of coal of proper size free

from extraneous materials in requisite quantity and quality.

(a) Rake wise placement report giving details of wagons loaded along with its weighment and observation with regard to quality and

size of coal prepared by the Loading Supervisor (of the Agent) to be sent to BTPS by fax /e-mail.

A register giving details of wagons loaded observation with respect to quality and size of coal loaded will be maintained at each

colliery by the Loading Supervisor.

(b) As and when the wagons are not loaded properly in spite of repeated request by the Loading Supervisor, a written complaint will

be made to the Project Officer of the concerned collieries with a copy to GM (QC)/GM (Sales), of respective coal companies and

same to be forwarded to BTPS by fax/e-mail.

(c) Agent will witness weighment of wagons at weighbridge so as to ensure the quantity of coal loaded in wagons is as per that

mentioned in RRs. In case of non EPS wagons at loading point the agency will immediately inform BTPS by telephone and details to

be faxed/e-mailed before arrival of the coal rake. Agency shall supervise the loading of coal so that charge wt quantity is loaded in

each wagon.

(d) Maintain requisite liaison with Railways, CIL and CEA so as to find out the date and venue of various meeting to be held in

connection with coal supply/requirement and will inform BTPS in advance by fax /e-mail. They will assist BTPS for attending these

meetings wherever feasible. They will insist for supply of coal from the collieries recommended by the BTPS.

(e) They will maintain proper liaison with Railways, CIL and collieries from where coal supplies to BTPS are being made as per coal

supply agreement and any problem including diversion/restriction of rakes consigned to BTPS are sorted out expeditiously. If any

intervention from BTPS is required, immediate information will be given in this connection to the BTPS by telephone/fax/e-mail.

(f) Will provide suitable assistance to the officers of BTPS, visiting various offices of coal Cos & Railways at Calcutta, Delhi, Ranchi,

Dhanbad Asansol and other places where coal is loaded for BTPS. He will also assist to the Badarpur TPS visiting officers for the

reconciliation with the coal Co#s.

(g) They will advise BTPS with regard to selection of collieries for supply of coal to BTPS and render necessary assistance for transfer

of coal supply from the collieries producing inferior quality coal to the collieries producing requisite quality coal.

(h) Will help BTPS in arranging diversion in case of less stock of coal at BTPS as and when required.

(i) Will monitor and chase the movement of rakes consigned to BTPS on regular basis.

(j) In case of dispute with CIL, its subsidiary company or Railways, they will advise BTPS in taking up matter with them and also

attend meeting if so required by them.

(k) Will maintain constant liaison with BTPS for smooth and effective rendering of their services.

(l) In case of loading oversized coal (size exceeding 250 x 250 mm.), shales, muddy, stones, foreign matter and over loading of

wagons, the agency shall immediately stop loading, if possible, and lodge a complaint in writing to coal companies under intimation to

BTPS by telephone/fax/e-mail.

(m) Agency shall also supervise the weighment of loaded rakes wherever weighment facilities are available. Wherever, weighment

facility is not available/is out of order, the agency shall ensure that wagons are loaded upto charge wt of wagons.

5. Furnish daily report on allotment, placement and loading of wagons from different collieries by fax /e-mail.

6. The agency shall make sure that all the wagons loaded are properly labeled for declared grade and name of colliery at the time of

dispatch from the siding (in order to facilitate the grade-wise/colliery-wise, source-wise sampling at BTPS end) and shall be

mentioned in the daily report to be sent to BTPS by fax/ e-mail. This is mandatory specifically for the rakes loaded from multiple

colliery/multiple grades.

7. The agency will paste their Co#s slip on 25% wagons loaded on every rake.

8. Will carry out other function as directed by BTPS from time to time in connection with ensuring proper quantity, quality, size &

weighment of coal to BTPS.

Penalty against supervision work

1. Penalty shall be charged on account of stones received in coal rakes as per the Joint Weighment

Statement for Stones with CIL.

2. Total amount of stones per rake shall be calculated at the end of each month as follows:

Amount of stones per rake = Total Stones Received in a month/No. of Rakes

3. The Penalty shall be charged at the rate of Rs. 100.00 per MT of stones received in each rake.

4. The trend with respect to the quantity of stones received over a period of last 20 months from 01.04.2012

to 30.11.2013 (duration of the current contract) is on an average of approximately 20 MT per rake.

5. No payment shall be made for unsupervised work.

6. If coal is received below 90% of CSA on monthly basis, on account of failure of Agent, penalty @ 10% of supervisory charges

worked out on short supplies, shall be levied.

However, no penalty will be imposed if this short supply is due to #force major# conditions and non-payments of dues to Coal Cos.

and Railways. Bills shall be prepared in triplicate on the basis of actual work done on monthly basis and shall be submitted to the

Engineer-In #Charge , BTPS.

7. 90% payment for rake supervised by the agency shall be released within 30 days from the receipt of bills on monthly basis.

Balance 10% shall be released after successful completion of contract.

8. The expected deviation in no. of rakes = +/-20%. For Liaisoning / Supervision of loading / weighment the Unit of

Measurement is MON, which is equivalent to 100 rakes as the total no. of rakes per annum is 1200. Payment shall be made in

proportion to the no. of sampled rakes received at BTPS.

Third Party sampling & analysis of coal rakes at loading end

Terms and conditions

1 The party shall prepare Colliery-wise, rake-wise and grade-wise for loading end report showing therein the analysis results in detail

for calendar month based on loading date and deliver copies to BTPS as per the enclosed Format (Form-Q).

2. The payment shall be made once in a month on submission of followings:

A. Statement of analysis results- rakewise / collierywise / gradewise for joint sampling and analysis done at loading end

B. Timely Receipt of supervision of loading / weighment report

3. 90% payment shall be made for each rake on completion of and submission of analysis results of BTPS part sample by agency on

monthly basis.

4 Balance 10% shall be released after submission of analysis results of referee part samples, if any, and reconciliation of coal grades

with coal company periodically as in force from time to time

5 If any rake loaded on account of BTPS un-sampled and un-analyzed by agency is received at BTPS, liquidated damage @ double the

amount of the rate of sampling and supervision shall be deducted from the agency# bill. (This will not be applicable in case of

diverted rakes recd at BTPS)

6. The testing charges of referee samples shall have to be borne by the agency.

7. The rate to be quoted in BOQ shall be for rake of 55 and above wagons. In case of rake consisting of lesser number of

wagons, the rate shall be as follows:

a. For rakes containing 44 to 55 wagons, 85% of rate of item 1 of BOQ

b. For rakes containing less than 44 wagons, 60% of rate of item 1 of BOQ

8. The expected deviation in no. of rakes = +/-20%.

Format #Q

Sl.No Name of Siding/Colliery Declared grade Date of loading No of Box Rake No. Railway recipt No. QTY. as per RR Sample

Collection Date % Total Moisture

Analysis Result on equilibrated Condition of 60% RH and 40 deg.C ,

% Moisture % Ash GCV Grade

6.0 Prospective bidders from U.P. State are compulsorily required to provide TIN number at the time of purchase of bidding

documents.

7.0 Qualifying Requirements for Bidders:

Qualifying requirement :-

i) The Bidder should have executed similar nature of Work of Coal Sampling, Analysis, Liaisoning and Loading supervision of rail

borne coal supplies at Loading Point and/or Unloading Point for a P.S.U/Power Utility/industrial Organization for an uninterrupted

period of 12 months in a single Contract either as a Joint sampling agent or as a Third Party.

ii) The average annual turn-over of the bidder in the preceding three (3) financial years as on date of bid opening shall be not less than

Rs. 7.19 lacs and must have experience of having successfully completed

Completed/executed similar work of:

# Single order of Third Party/Joint Sampling , Analysis & Liaisoning/Supervision of not less than 960 coal rakes and single order

contract value not less than Rs. 5.75 lacs.

# Two orders of Third Party/Joint Sampling & Analysis, Liaisoning/Supervision each of not less than 600 coal rakes and two orders

each of contract value not less than Rs. 3.59 lacs.

# Three orders of Third Party/Joint Sampling & Analysis, Liaisoning/Supervision each of not less than 480 coal rakes and three

orders each of contract value not less than Rs. 2.88 lacs in the last seven years.

Note:

a) The clause # ii above the work #Similar work# shall be defined as #Coal sampling either as a Joint Sampling agent or as a Third

party and Liaisoning Work:#

b) The clause # ii above the word #Completed/executed# means the bidder should have achieved the criteria specified in the QR with

in the preceding seven (7) years period even if the contract has been started earlier and / or is not completed / closed.

8.0 Issuance of Bidding Documents to any bidder shall not construe that bidder is considered qualified.

9.0 NTPC reserves the right to reject any or all bids or cancel/withdraw the NIT for the subject package without assigning any

reason whatsoever and in such case no bidder/intending bidder shall have any claim arising out of such action.

10.0 Address for Communication

Add.

General Manager(C&M),

NTPC LIMITED,

Badarpur Thermal Power Station,

Badarpur, New Delhi 110044.

Websites: https://etender.ntpclakshya.co.in/sap/bc/gui/sap/its/bbpstart or www.ntpctender.com or www.ntpc.co.in