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Expression of Interest (‘EOI’)For

Supply and Implementation of end –to- end Retail Outlet Automation

solutionProject Sankalp (Phase III)

atHindustan Petroleum Corporation

Ltd (‘HPCL or the Company’)

September 30, 2006

EOI for Retail Outlet Automation (Project Sankalp – Phase III)

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1. CHIEF INTENT OF THIS EOIThis EOI document articulates HPCL’s intent to supply & implement an end-to-end solution for Retail Outlet Automation at about 1100 select outlets pan India. The EOI invites response from qualified, competent, experienced prospective bidders who currently have a standard product for this purpose that can be implemented with minimum customization as necessary.The primary objective of this project is to implement Retail Outlet Automation solution in order to enhance the effectiveness of control and manageability of the Retail network & also ensure quality and quantity through this system driven solution to create an assurance of Value for Money in customer’s mind. Moreover by adding identity to an otherwise faceless transaction, through integration of the pump and card transactions, one could initiate the much needed customer relationship management.

2. INTRODUCTION TO HPCLHPCL, a Fortune 500 company, is the second largest integrated refining and marketing oil company in India. It is a mega Public Sector Undertaking (PSU) with Navratna status.HPCL accounts for an average of 24.5 % of the market share for MS & HSD with two coastal refineries, one at Mumbai (West Coast) having a capacity of 5.5 MMTPA and the other in Visakhapatnam (East Coast) with a capacity of 7.5 MMTPA. HPCL also holds an equity stake of 16.95% in Mangalore Refinery & Petrochemicals Limited (MRPL), a state-of-the-art refinery at Mangalore with a capacity of 9 MMTPA. HPCL also owns and operates the country’s largest Lube Refinery, producing Lube Base Oils of international standards. With a capacity of 335,000 Metric Tonnes, This refinery accounts for over 40% of the country’s total Lube Base Oil production. The Corporation over the years has moved from strength to strength on all fronts. Our crude throughput has increased more than three fold between 1984/85 to 2005/06, rising from 4.47 MMT in 1984/85 to 13.82 MMT currently. To succeed in the competitive environment, the Corporation has taken up initiatives such as Business Process Reengineering exercise, creation of Strategic Business Units, ERP implementation, HR initiatives such as Organizational transformation, Balanced Score Card, Competency Mapping, bench marking of refineries and terminals for product specifications / safety, ISO certification of Refineries / marketing / pipeline operations, branding of fuels, Supply Chain Management for improving logistics, customer oriented approach, up-gradation and modernization of facilities.

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3. INFRASTRUCTURE

Keeping pace with the Nation's energy requirements, the HPCL infrastructure today boasts of refineries, cross - country pipelines, LPG bottling plants, lube blending plants, and other facilities. Add to this we have an extensive network of retail outlets, regional offices, terminals and depots.

(As on March 31, 2006)The HPCL Network

4 Zonal Offices4 LPG Zonal offices41 Retail Regional Offices18 Direct Sales Regional Offices26 LPG Regional Offices37 Terminals / Tap - off Points41 LPG Bottling Plants21 Exclusive lube depots (COLD / COD’S)7 Lube Blending plants 71 Inland Relay Depots7313 Retail Outlets1648 SKO/LDO Dealerships2202 LPG distributorships9. 05 MMTPA Pipeline capacity66 CNG outlets 2 LPG import facilities13 Aviation fuel stations144 Lube distributors227.7 lacs LPG customers

HPCL’s MPPL (Mumbai-Pune Pipeline), VVPL (Visakh-Vijayawada Pipeline); Lube Terminals at Silvasa, Sewree (I & II), Budge-Budge (I & II); 40 LPG Bottling Plants across the country, LPG import facilities at Mangalore, 2 T & E Stations in Mumbai and Management Development Institute at Nigdi have been accredited with ISO 9001 : 2000 and 37 Terminals & Depots with ISO 9001:2001. Further HPCL’s refineries at Mumbai and Visakh, 6 Aviation Fuel Stations as well as Lube Terminals / Labs at Shakurbasti and Mazagoan have been accredited with ISO 14001. The above bears testimony to the Corporation's total commitment to quality.

4. FINANCIAL PERFORMANCE

The Corporation has recorded significant performance year after year. Results during the financial year 2005 - 2006 continued to reflect a healthy trend recording new landmarks. The turnover expanded by around 20% from Rs. 63000 crores in 2004-05 to an impressive Rs. 75000 crores in 2005-06.

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The net profit for the financial year 2005/06 is Rs. 452 .07 crores. For more information, log on to our website: www.hindustanpetroleum.com

5. THE FUTURE

Hindustan Petroleum Corporation Limited today is the second largest integrated oil refining and marketing company in India with a turnover of over INR 75000 Crores. The Corporation has already been identified by the Government of India as a company which has the potential to become a global giant.HPCL has already commissioned an ambitious expansion and modernization program. Simultaneously, we have taken up diversification projects, upstream into exploration and production, and downstream into power. LPG is one of the widely used fuels in the country. To meet the country's energy demands HPCL is setting up a unique underground cavern storage facility for LPG.

OUR FUTURE PLANS INCLUDE PROVIDING A RANGE OF SERVICES AND SECURING A PROMINENT POSITION IN THE ENERGY SECTOR; REALIZING A HIGHER GROWTH IN OUR CORE BUSINESS; AND WIDENING OUR CUSTOMER BASE, BOTH WITHIN INDIA AND OVERSEAS.

6. PROJECT OBJECTIVES

The primary objective of this project is to implement Retail Outlet Automation solution in order to enhance the effectiveness of control and manageability of the Retail network & also to ensure quality and quantity through this system driven solution to create an assurance of Value for Money in customer’s mind. Specifically, the above project intends to:

Increase overall effectiveness on the retail outlet monitoring, control & productivity

Control the Forecourt Equipments - Integrate various makes of dispensing pumps, thereby recording each and every transaction automatically.

Supply & integrate underground tank probes to measure volume and density.

Configure all the devices in the forecourt to a tamper proof failsafe device and provide all the back office reporting / activities, manage tank level system & enable data transmission.

A controlling office module to enable control & management of a chain of Fuel Retail Outlets with two ways data transfer over PSTN / ISDN / GSM / CDMA/VSAT links.

Instant sales, stock and cash reconciliation Interfacing Electronic Data Capture Terminals (for credit, debit, smart

and fleet cards) installed on the forecourt of the Retail Outlet with the automation system.

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http://www.hindustanpetroleum.com/


All necessary hardware, software supply and electro mechanical jobs are included in the scope.

Integration to J D Edwards One World ERP. Effective and efficient after service network, help desk and remote

diagnostic ensuring maximum uptime Integrate to other Site Systems / Controlling Office systems, wherever

such systems already exists, thus providing single unified view of all automated sites in one system from regional office, zonal office and headquarters office perspective. At about 900 sites, HPCL already has following types of systems being deployed as per the break up below. These are expected to be fully functional by March 2007.

North Zone : 330 sites - Octane 2000 on DOMS PSS 5000 South & East Zone: 280 sites - Orpak systems / solutions /

components West Zone: 240 sites - Postec systems / solutions /

components

The above are off-the-shelf components available for eligible system integrators also and considering the geographical spread, multiplicity of technology, consequential integration issues etc, it has been decided to standardize on above mentioned forecourt controller technology solutions in the respective geographies.

Training & Handholding for all stakeholders (Site and HPCL) including change management initiatives to make the system useable & popular.

Ensure that the system delivered meets business objectives at all times.

7. PRE QUALIFICATION CRITERIA

The interested Bidder must fulfill the following criteria and should attach documentary proof supporting the same:

1. The bidder should be a registered Indian or foreign company with an average yearly turn over of at least INR 300 million or equivalent foreign currency during last three years.

2. The Bidder should possess “readily available” commercial product(s) that can be implemented quickly with limited customization for HPCL’s use in India in the areas of retail outlet automation.

3. The applicant should have a proven track record of providing / deploying / implementing solutions for Fuel Retail Automation System for petroleum retailing company at least at 60 sites (having architecture / modules / features described in section 6 & 8) in India or abroad using the solid state architecture / embedded real

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time operating system based technology as specified in Section 8 of this document, during last 3 years. The applicant should indicate details of such projects undertaken covering all modules / components & similar architecture, as detailed above in Section 6 & 8. Applicant should produce convincing documentary proof of such sites being satisfactorily operational either in India or abroad. Documentary evidence must be submitted along with the proposal as described in section 9.

4. Also in the proposal, the bidder must show evidence of effective service / support network manned by qualified, competent & experienced personnel to fix any problem arising at any of the automation sites throughout India. Efficacy of solution in typical Indian operating conditions, Quick response and fix time, 24x7 operations, remote diagnostics, call center / help desk support, India office, profile of manpower and head count for project implementation & support etc. are some of the key factors HPCL shall be evaluating. Number of experienced project teams concurrently working at multiple sites, technical / support resources and competent program / project management capability would be the prime selection criteria. Strict adherence to the completion schedule and agreed timelines is of critical importance.

8 BROAD TECHNOLOGY ARCHITECTURE AND FUNCTIONALITIES / COMPLIANCES

The entire system to be configured as a real time computing environment consisting of overseeing the dispensing operation (typically maximum of 16 DUs of 4 different makes), tank level gauges with auto calibration features (that physically calibrates each tank as opposed to notional calibration), temperature and density monitoring using density probes / display with an interface to the outdoor payment terminals at the island, a point of sale terminal in the sales room and other forecourt devices, EFT.

The architecture of forecourt controller (FC) shall be solid state / embedded real time operating system. It should be independent from POS application to have a high degree of isolation. Systems with all applications running in the same box / PC shall not be accepted.

A typical architecture of a solid state FC is that it has

A micro computer at its core consisting ofCentral Processing Unit (CPU)Program memory to store set of instructions to control the CPU(Typically these may be EPROM or embedded real time operating system)

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Data Memory, used by CPU to store temporary data and variables. (Typically these are FLASH memory). It retains data as long with DC power.CMOS Battery backed memory for data storage as aboveTiming circuits (Real time clock chip)Multiple I / O portsCommunication Interfaces (RS 422/ RS 485 / RS 232, Current Loop etc)Multiple Synchronous and Asynchronous serial communication portsBattery back up (external and internal) (Li, lead acid, Ni etc type batteries)Back up memory (can store several thousand transactions)Power Supply

The Outdoor Payment Terminals (OPT) should also be solid state based compact, rugged, tamperproof, IP 65 protected having integrated alphanumeric keyboard, EMV compliant PED and colored display that is clearly visible during day light as well as at night. It should have card readers for magnetic stripe card and contactless Philips Mifare smartcard reader and RFID based reader for attendant tagging. It should have high speed thermal printer for customer billing. The whole unit should be integrated in an aesthetic, vertical stand that can be securely mounted on / near the pump island. One OPT should be capable of supporting at least 6 DUs.

The system must support RFID based attendant / driver tagging.

The Back Office System (BoS) shall have complete site management tools for wet stock reconciliation, various site level detailed MIS reports, forecourt configuration, control and management, day end and shift end functionalities running on a high end PC (P-IV or above) with Windows XP / NT and provides ODBC database integration. Quick Customisation should be possible.

The Controlling Office (CO) system shall have the entire site management tools for a cluster / network of outlets remotely over a LAN / WAN. It must provide two way real time data communication and gives a real time snapshot of each site activity and performance. It must support PSTN / ISDN / VSAT / GSM / GPRS / CDMA/ Radio link / VPN communication media. It should give for the entire network and for each site various summary, exception, MIS reports pertaining to the site performance / management. Quick Customisation should be possible. It must generate standard text files that can be easily ported to any standard database files. There would be only one Controlling Office system for each Regional Office of HPCL wherein all automated retail outlets under the Regional Office would be duly integrated to the CO system using the

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applicable communication media (from the list above) with all functionalities and reports mentioned therein.

The system must support at least the following modes of operationAttended post payAttended pre payUnattended pre pay

using following payment options

Cash Local Account Credit Tag (Driver / Vehicle Tag) Master / Visa / Amex credit / debit cards Contactless smart / fleet cards.

The system must be capable of interfacing to the following entities that are currentlydeployed at HPCL retail outlets.

Dispensing Pumps MIDCO brand; all variants including pre mix pumps L & T brand ; all variants including pre mix pumps Avery brand; all variants including pre mix pumps Nuovo Pignone brand MPDs (1x2, 2x4, 3x6, 4x8) and variable pre

mix Tatsuno brand including non space variants Dresser Wayne Pignone brand MPDs Gilbarco; all variants Aplab; all variants

All brand / variant of DUs deployed by HPCL during the implementation, warranty and post warranty AMC must be integrated to the automation system.

Automatic Tank Gauging (ATG) Veeder Root brand, OPW Petro Vent brand, Tatsuno brand

Online Densitometer (inside underground tank) Solartron 7828 long stem density transmitter Lemis Baltic DC 400

Price Sign / pole in the Grand Id / Master pole (wherever exists) IRA brand

Enterprise Resource Planning (ERP)

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JD Edwards One World

The system / solution should be compliant to the industry / technology standards

IFSF TCP / IP ODBC (Oracle/SQL, UDB / DB2)

Value Adds:

The following value adds may be included in the scope of the solution (optional) and whole unit should be seamlessly integrated to realize business benefit.

Automatic Vehicle Recognition / Identification using smart tags / rings.

Contours of the Solution Architecture:All the Forecourt equipments and functionalities viz. all DUs, ATG, Density Probes, Attendant and driver tagging system, EFT, Dialing in & out to CO system etc, must be directly controlled by the Forecourt Controller Unit (FCU) thus making it the nerve center of the entire architecture and dependence on any PC based application is obviated. As we envisage harsh operating conditions in remotely located sites with severe power outages, reliance on a rugged and solid state based FCU would avoid downtime of the system. The Back office PC would have the BoS application while drawing the forecourt data from the FCU. An indicative architecture diagram is provided in Figure 1.

Site Preparedness Activity:Entire Site preparedness activity for the implementation of Retail Automation solution is in the scope of the bidder. However HPCL shall enable the activity towards expeditious completion. Bidders must be capable of carrying out hot work in line with the stringent safety norms as may be prevalent in petroleum retail outlet environment and shall at all times comply to the statutory rules and regulations. Compatible pumps with correct firmware version etc, providing space in sales room and communication media are the onus of HPCL. HPCL shall provide all requisite protocols to the successful bidder(s) after signing Non Disclosure Agreement. Detailed technical specifications and functionalities along with clear scope of the job, various processes would be available in the tender / RFP document.

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9. FORMAT AND SUBMISSION OF EOIThe Bidder fulfilling the criteria mentioned in Section 6, 7 & 8 may submit EOI with the following details.

Proof of company registration & audited Profit and Loss statement for last 3 years

Name & Designation of Contact Person in the organization where such projects have been undertaken

A letter or certificate indicating satisfactory performance of the system from the user for number of operational sites mentioned therein.

Write-up on: Profile of the bidder

a. A statement of capability to fulfill the objectives of this project

b. Response to the Pre Qualification Criteria and how the bidder meets all the pre qualification criteria.

c. Any other information considered material (such as product details, features and implementation details of past project)

A non refundable scrutiny fee of INR 25, 000 or US Dollar 550 by an account payee demand draft drawn in favour of “Hindustan Petroleum Corporation Limited, Mumbai” at any scheduled bank (other than a cooperative bank) in India.

The EOI must be in English. Submission of the EOI by fax, e-mail or any other electronic means will not be acceptable. The EOI duly completed along with the details should be submitted not later than 16.00 Hrs. (IST) on October 20, 2006 in a sealed envelope super scribed "Private and Confidential – Expression of Interest For Retail Automation (Phase III) at HPCL" at the following address:

Deputy General Manager – Retail UpgradationHindustan Petroleum Corporation Limited8, S.V.Marg, Ballard EstateMumbai – 400 001, IndiaTel: +91 22 2263 7000Fax: +91 22 2261 4263

10. DISQUALIFICATIONS

Without prejudice, a bidder may be disqualified and its EOI dropped from further consideration for any of the reasons listed below:

o Material misrepresentation by such bidder in the EOI or otherwise.

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o Failure by such bidder to provide the requisite information.

o Non submission of scrutiny fees submitted along with the EOI o Not satisfying the eligibility and requisite qualification

criteria specified in the above sections. o Not meeting the technical specifications / functionalities /

architecture as specified in above sections shall be liable for rejection.

o EOI submitted beyond the due date, time & address as mentioned above.

11. FUTURE PROCESS

Based on an evaluation of EOIs received, interested parties, which are deemed fit ("qualified interested parties" "QIP"), will be qualified to participate in the subsequent selection process (without conferring any right or expectation whatsoever to QIP). QIP will be provided with the Request for Proposal (RFP) / tender document under two bid system and shall be invited to participate further in the process of evaluation and selection.

12. ENQUIRIES Clarification in this regard can be sought in person (with prior appointment), e-mail or phone from DGM – ARB (email : [email protected], Telephone (Office): 91-22 – 2270 1784) or Manager – ITES (e-mail : [email protected], Telephone (Office): 91-22-2270 3403).

However HPCL reserve the right not to respond to questions raised or provide clarifications sought, in their sole discretion, if it is considered that it would be inappropriate to do so. Nothing in this document shall be taken or read as compelling or requiring HPCL to respond to any question or to provide any clarification. No extension of any time and date referred to in this EOI shall be granted on the basis or grounds that HPCL have not responded to any question/ provided any clarification.

13. GOVERNING LAWS/JURISDICTION

The laws of Union of India shall govern all matters relating to the EOI and selection procedure. Only Courts at Mumbai (with exclusion of all other Courts) shall have the jurisdiction to decide or adjudicate on any matter, which may arise out of or in connection with the EOI and selection process.

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mailto:[email protected]

mailto:[email protected]


Figure 1: Indicative Schematic Diagram of Retail Automation System

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88.88

88.88

88.88

FCC

Outdoor Payment Terminals

Density Display

Underground Tank

ATG Level Probe

Density Probe

Controlling Office (RO)

PSTN / VSAT / GSM / CDMA

ATG ConsoleElectronic Data Capture Terminals


Annexure – I

Tentative List of Regional Offices in which Proposed Sites are Located

North Zone : Delhi, Chandigarh, Jalandhar, Panipat, Jaipur, Jodhpur, Lucknow, Mughal Sarai, Meerut, Mathura & Udaipur

West Zone: Ahmedabad, Baroda, Rajkot, Vashi, Mumbai, Nagpur, Aurangabad, Pune, Indore, Bhopal, Raipur & Goa

South Zone: Bangalore, Belgaum, Mangalore, Chennai, Coimbatore, Madurai

Secunderabad, Vijaywada, Visakh, Cochin & Calicut

East Zone: Kolkata, Bhubaneswar, Durgapur, Patna, Tatanagar, Guwahati

Total number of sites in the scope of this project are approximately 1100spanning the above mentioned regional offices.

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