GEM

HPCL Visakhapatnam Hilliard Filter Supply Tender 2025 ISO/ OEM Authorized 16 Weeks

Posted

23 Oct 2025, 04:37 pm

Deadline

03 Nov 2025, 03:00 pm

Location

VISAKHAPATNAM , ANDHRA PRADESH

Progress

Issue23 Oct 2025, 04:37 pm
AwardPending
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Quantity

87

Category

FILTER ELEMENTS,FILTER,83404466

Bid Type

Two Packet Bid

Categories 2

FUEL FILTERS LUBE OIL

Tender Overview

Hindustan Petroleum Corporation Ltd invites bids for the supply of Hilliard Filters (spares) to HPCL Visakh Refinery, Visakhapatnam, Andhra Pradesh. Scope is to supply five items as specified, with a delivery window of 16 weeks (112 days) from contract/PO date. Only OEM-authorized bids from M/s Hilliard Corporation or their authorized dealers are acceptable, with submission of an OEM authorization certificate. The procurement is conducted under a framework allowing quantity variation up to 25% during the contract, subject to contracted rates. Bidders must ensure that invoices are raised in the consignee’s GSTIN and GST is claimed as per actuals or applicable rates, whichever is lower, within statutory limits.

Technical Specifications & Requirements

  • Scope of supply: Purely supply of Hilliard Filters as per tendered specifications; no services included
  • Delivery location & terms: Delivery at HPCL Visakh Refinery Warehouse; delivery period: 16 weeks from GeM/LOA/PO date; price terms aligned to HPCL requirements
  • Authorized bidders & documentation: OEM authorization from M/s Hilliard Corporation or their authorized dealers; submit authorization certificate with bid
  • Quality & rejection: Any deviation from tender specifications leads to rejection; items must meet HPCL’s exact requirements; ensure spare parts compatibility with HPCL equipment
  • Documents & compliance: PAN, GSTIN, cancelled cheque, EFT mandate copy; GST invoicing in consignee name and GSTIN

Terms, Conditions & Eligibility

  • Delivery extension option: 25% quantity variation allowed during contract with proportional extension rules; minimum delivery extension 30 days
  • GST & invoicing: Bidder responsible for GST applicability; actual GST rates applied; invoice in consignee name
  • ATC & scope: Must quote exactly as stated; no deviations from HPCL specifications
  • OEM authorization: Mandatory OEM authorization letter from Hilliard Corporation; otherwise technically rejected
  • Payment terms: As per HPCL policy; details not specified in tender text; ensure billing aligns with PO/LOA terms
  • Documentation required at bid submission: PAN, GSTIN, cancelled cheque, EFT mandate, OEM authorization, and procurement-specific forms

Key Specifications

  • Product/Service Names: Hilliard Filters (spares) for HPCL Visakh Refinery

  • Quantity: 5 total items listed in BOQ (N/A for exact quantities in provided data)

  • Delivery: 16 weeks (112 days) from date of GeM Contract/LOA/PO

  • Delivery Location: HPCL Visakh Refinery Warehouse, Visakhapatnam

  • OEM Requirement: Authorized bids only from M/s Hilliard Corporation or their dealers

  • Documentation: OEM authorization certificate, PAN, GSTIN, cancelled cheque, EFT mandate

Terms & Conditions

  • 25% quantity variation allowed during contract, with proportional delivery time adjustments

  • Invoices must be raised in consignee name with GSTIN; GST payable per actual rates or compliant rates

  • OEM authorization from Hilliard Corporation is mandatory; non-compliance leads to technical rejection

Important Clauses

Delivery Terms

Delivery within 16 weeks from PO/GeM contract; option clause allows up to 25% additional quantity with adjusted delivery period

Payment Terms

GST payable per actuals or applicable rates; invoice to the consignee GSTIN; GST reimbursement as per rate rules

OEM Authorization

Only bids from M/s Hilliard Corporation or authorized dealers; submit OEM authorization certificate at bid submission

Bidder Eligibility

  • Authorized OEM bidder for Hilliard Filters (Hilliard Corporation) or its dealers

  • Submit OEM authorization certificate with bid

  • GSTIN and PAN records valid for procurement in India

Bill of Quantities (BOQ) 5 Items

Item # Title Description Quantity Unit Consignee Delivery (Days)
1 FILTER ELEMENTS,FILTER,83404466 As per Specifications 16 each vnmpatrudu 112
2 LUBE OIL FILTER, 3870-03-089-CGE As per Specifications 3 each vnmpatrudu 112
3 FINE FUEL FILTER, PH718-05-CN As per Specifications 4 each vnmpatrudu 112
4 WATER INJECTION FILTER, PH720-01-CGVSSN As per Specifications 4 each vnmpatrudu 112
5 CARTRIDGE,PH511-05-C,HILCO,FLTR,HILCO As per Specifications 60 each vnmpatrudu 112

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Required Documents

1

Certificate (Requested in ATC)

2

OEM Authorization Certificate

3

OEM Annual Turnover

4

Additional Doc 1 (Requested in ATC)

5

Additional Doc 2 (Requested in ATC)

6

Additional Doc 3 (Requested in ATC)

7

Compliance of BoQ specification and supporting document *In case any bidder is seeking exemption from Experience / Turnover Criteria

8

the supporting documents to prove his eligibility for exemption must be uploaded for evaluation by the buyer

Frequently Asked Questions

How to bid for the Hilliard filter tender in Visakhapatnam 2025?

Bidders must be OEM-authorized (Hilliard Corporation) or their dealers, submit OEM authorization, PAN, GSTIN, cancelled cheque, and EFT mandate. Ensure delivery within 16 weeks to HPCL Visakh refinery and invoice in consignee GSTIN. Include exact tender specs and avoid deviations.

What documents are required for HPCL Visakh filter bid submission 2025?

Submit: PAN, GSTIN, cancelled cheque, EFT mandate copy, OEM authorization letter from Hilliard Corporation or dealer, and any bid forms specified. Ensure the vendor code creation documents align with terms and provide BOQ compliance claims for five items.

What is the delivery timeframe for HPCL filter supply at Visakh refinery?

Delivery must occur within 16 weeks (112 days) from the date of GeM contract/LOA/PO. The option clause allows 25% quantity variation with proportional delivery time, subject to minimum 30 days extension.

What are the GST-related payment terms for this HPCL tender?

GST must be paid per actuals or applicable rates, whichever is lower, with reimbursement limited to statutory limits. Invoices must be raised in the consignee’s GSTIN, aligning with HPCL payment processes.

Which vendors are eligible to submit bids for HPCL Hilliard filters?

Only M/s Hilliard Corporation or their authorized dealers may bid. Submission must include a valid OEM authorization certificate; bids without authorization will be technically rejected.

What happens if a bid deviates from HPCL specifications for filters?

Any deviation will trigger rejection under HPCL’s rejection criteria. Bidders must quote exactly as stated in the tender and ensure compatibility with HPCL Visakh Refinery requirements for spare filters.