Invitation to Bid

Provision of Cleaning, Gardening and Housekeeping Services

Action Name Title Date Signature

Preparation

Review

Approval Mauricio Orias Terminal Manager

All rights reserved. This document has been prepared for internal use on Oiltanking facilities only. It is the user’s
obligation to comply with all applicable laws and regulations. No warranty is made, either expressed or implied.
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CONTENTS

1.0 Introduction……………….……3
1.1 Safety Precautions ..…………….3

2.0 Method……………………….….3
2.1 System Operation …...…………..3
2.2 System Star-up ……………..……4
2.3 Connection to ship’s manifold ….5

2.4 Loading/ Unloading Procedure…6

2.5 Disconnection from ship’s manifold and Parking ……………6
2.6 Switch off the completion System ……………………………………..7

3.0 Appendices……………….…… 8
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1.0 Intent of Invitation

PT. Oiltanking Merak (hereinafter referred to as “PTOTM”) is seeking bids

for the PROVISION OF CLEANING, GARDENING AND
HOUSEKEEPING SERVICES for its facility in Merak, Indonesia
(hereinafter referred to as the “Services”).

2.0 Scope of Services

The scope of services includes the provision of all personnel, equipment

and other related consumables required for the execution of the Services
in accordance with the following:

• PTOTM Standard Conditions of Purchase – Appendix IV

• PTOTM Rules and Regulations for Contractors – Appendix V
• Instructions and recommendations given in this document.

2.1 Housekeeping and Gardening Services

• Remove the weed and bushes from the slopes and operating areas.
Spread an approved herbicide to keep the Terminal weed free at least
two times per month. The herbicide brand must be approved also by
PTOTM.
• Landscaping, trim the ornamental plants and water the gardens and
green areas. Water is provided by PTOTM but it needs to be
transported to some areas without piping, as the main gate area per
example.
• Maintain and replace the death plants of the green areas.
• Provide and maintain 10 numbers of ornamental plants for the
building interior. Pots to be provided by the Bidder and approved by
PTOTM prior installation.
• Monthly cleaning of external operating facilities such as substations,
pump stations, utilities areas, etc.
• Cleaning the storm drainage, keeping it free of any material.
• Maintain all roads of the terminal without grass using manual or
approved chemical methods.
• Keep the internal and external perimeter of the terminal without
bushes and weed. Manual method is allowed only.
• Domestic waste collection and disposal. The bidder must dispose the
waste following the highest environmental standards in compliance
with the local regulation, waste shall be disposed using a government
facility, controlling the quantity of waste by weight and requesting
acknowledgement of the disposal.
• Other tasks requested by PTOTM.
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2.2 Cleaning

• Deep cleaning of the Admin Building, Customs Office and Drivers Rest
Area twice a week (Mondays and Thursdays) only.
• Disinfection of toilets and pantries a week (Mondays and Thursdays)
only.
• Equipment as vacuum cleaners and others no need to be dedicated for
this contract.
• Cleaning of glasses, once a month only.
• Other tasks requested by PTOTM.

3.0 Validity of Tender

Tenders submitted shall be valid for a period of thirty (30) days from the
closing date for the submission of tender.

4.0 Submission of Tender Proposal

4.1 Bidders shall submit a FULLY COMPLETED Tender Document

preferably in English, (Bahasa Indonesia is also acceptable) in one
(1) sealed envelope marked as “CONFIDENTIAL” and clearly labeled
as follows:

• PROPOSAL FOR THE TENDER FOR THE PROVISION OF

CLEANING, GARDENING AND HOUSEKEEPING SERVICES.

4.2 The submission of the Proposal shall consist of the following

documents and/or information:

1. Form of Tender as per Appendix I.

2. General Information of Bidder as per Appendix II.
3. Proposed Rates as per Appendix III.

4.3 The Tender proposal envelope shall be addressed to:

PT OILTANKING MERAK
Jl. Yos Sudarso
Kel. Lebak Gede,Kec. Pulo Merak
Cilegon-Banten 42439
Attention: Terminal Manager
Tel +62254 572 740 – Fax +62254 572 739

and shall be given to the receptionist.

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5.0 Closing Date for Submission of Tender Proposals

The closing date for submission of the Proposal is on December,

04tth 2009 at 12:00 noon.

6.0 Acceptance of Tender Proposal

• PTOTM shall issue a Letter of Award to the successful Bidder upon

acceptance of his proposal. The successful Bidder shall be required to
acknowledge receipt of the contract award.
• PTOTM reserves the right to reject any or all of the proposals and to
select a proposal of its choice either in whole or in part without
assigning any reason. Bidder shall not in whatever circumstances be
entitled to claim any compensation for any cost incurred in the
preparation of Bidder’s Tender proposal.
• Unsuccessful Bidders shall be notified once the successful Bidder has
acknowledged receipt of the contract award.
• PTOTM shall have the right to cease the whole bidding exercise in the
event PTOTM finds there is no qualified Bidder to be awarded the
Contract.

7.0 Contract Duration

The contract shall be for a period of one (1) year and PTOTM may, upon
giving written notice not later than one (1) month before the expiry of
the Contract Period, extend the Contract for a further period on the same
terms and conditions except for the price which is to be mutually agreed.

8.0 Commencement of Service

The bidder shall provide the service which is expected to start on

December 14th, 2009.

9.0 General Information of the Company

Bidder shall furnish PTOTM with the information required as per Appendix
II and shall be submitted together in the ITB.

10.0 Confidentiality

Bidders shall treat the PTOTM Documents and any other matter related to
the same as private and confidential. Bidders shall not publish or release
any information or photographs relating to the Services except with the
prior written consent of PTOTM.
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11.0 Employment of Labour

• Bidder shall ensure the provision of an adequate number of labour

personnel of sufficient skill to perform the tasks in a reasonable and
competent manner. Bidder shall at his own expense provide and pay
wages for all labour personnel supplied under the Contract.
• Only qualified manpower or such other persons as are necessary shall
be engaged to ensure the efficient execution of the Services.
• Accident Insurance and Jamsostek are mandatory for all the persons
involved in this Contract.
• The bidder must noun one HSSE (Health, Safety, Security and
Environment) coordinator.

12.0 Unit Pricing

Bidder shall provide a pricing based in the scope of Services inclusive of

all taxes and duties, transport, labour, insurance and other related
charges necessary for the successful execution of the Services.

Appendix I: Tender Document

Appendix II: General Information of Bidder
Appendix III: Proposed Rates
Appendix IV: Standard Conditions of Purchase
Appendix V: Rules and Regulations for Contractors
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Appendix I
TENDER DOCUMENT

Business Address:
...................................................
...................................................
...................................................
...................................................

Date : ................................

To: PT OILTANKING MERAK

Jl. Yos Sudarso
Kel. Lebak Gede,Kec. Pulo Merak
Cilegon-Banten 42439
Attention: Terminal Manager

Dear Sir,

RE : TENDER FOR THE PROVISION OF CLEANING, GARDENING

AND HOUSEKEEPING SERVICES.

1. Under and subject to your Instruction to Bidders, we, the

undersigned do hereby tender and offer to provide the Services
including the provision of all personnel, licenses, consumables,
equipment and everything of every kind respectively names,
shown, described or to be inferred from the Form of Agreement to
be executed and provided on our part for the Services in
accordance with the said Scope of Services a for the rates quoted
in Appendix III.
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2. We undertake, if our tender is accepted, to execute the Services

comprised in the Contract in a professional and workmanlike
manner to the satisfaction of PTOTM in accordance with the Form of
Tender.

3. We agree to abide by this Tender for the period of thirty (30) days
after the closing date of the Tender submission and it shall remain
binding upon us and may be accepted at any time before the
expiration of that period.

4. The undersigned agrees, in the event of your acceptance of this

Tender, to execute the formal Contract Agreement.

5. It is understood that you reserve the right to accept or to reject

this Tender for any reason whatsoever or may accept PART of the
Tender only.

6. Unless and until the formal Agreement is executed, this Tender

together with your acceptance thereof, shall constitute a binding
contract between us.

7. We also agree that the General Term and rates quoted by us are
firm and form part of this quotation.

........................................
Signed for and on behalf of

........................................
Bidder’s Stamp
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Appendix 2
GENERAL INFORMATION OF BIDDER

PLEASE COMPLETE IN FULL

1.0 General Information of Bidder

1.1 Address

• Company Name:

• Registered Business Address

• Correspondence Address

Attention to: Mr/Miss:____________________________________

1.2 Particulars of your Business/Services

• Constitution of Business, please thick:

O Sole Proprietorship
O Partnership
O Private Limited
O Limited
• Place of Incorporation…………..
• Business Registration Certificate No……………..
• Year of Registration………..
• Registration with Ministry, Government Department, Statutory
Body and Government Agency, if any:

Please provide evidence of registration.

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2.0 Finance

2.1 Capital Structure

• Working Capital IDR. ______________

2.2 Directors and Managers

Name ID Position

3.0 Experience / Information of Work Undertaken

Please make reference to previous or current contracts

4.0 Equipment and Materials

List of tools, equipment and materials owned or leased which are to
be needed to carry out the activities of the Contract. Provide
attachment if necessary.
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5.0 Manpower Capability

Provide nos. of personnel for the following positions dedicated to
this contract:

• Supervisor / HSSE officer ________________ persons

• General workers for housekeeping ____________ persons
• General workers for cleaning ________________ persons

I/we affirm that all the particulars given are correct.

I/we fully understand that no consideration will be given to my /our

company if any particulars are found incorrect.

________________________________ __________________
Name Date

__________________________
Company’s Stamp and Signature
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Appendix III

PROPOSED RATES

FOR THE PROVISION OF CLEANING, GARDENING AND

HOUSEKEEPING SERVICES.

Please propose your detail rate below:

Description Quantity Unit Unit. Total IDR

Price

____________________________
BIDDER’S SIGNATURE & STAMP

Find Appendix IV and Appendix V in a different file