Tender rules

Conditions of the tender concerning purchase of fuel and lubricants for the needs of
JV Poltava Petroleum Company

In order to participate in the tender concerning purchase of fuel and lubricants (hereinafter referred to as 'FL') you must:

Have the Internet access and e-mail address.
Be acquainted with the tender rules and conditions.
Follow the registration procedure.

Registration procedure

In order to be listed as a bidder, a company having an intention to take part in the tender shall:

Fill in and send the Registration Form for participation in the tender. Signing the Registration Form you agree to the tender rules and conditions published on the JV PPC’s Internet site.
Provide a complete package of documents bearing signature of the company’s Director and its original seal.

The package shall include copies of the following documents:

the Company Charter;
Certificate for the State Registration;
Certificate for the Registration in the United State Register of Enterprises and Organizations of Ukraine;
VAT Registration Certificate;
passport data of the company’s Director (pages 1, 2 and official residency registration).

Filled in Registration Form and complete package of documents shall be sent to the address:
JV Poltava Petroleum Company
36002
Ukraine,
Poltava,
Frunze Street 153, 5th floor,
marked as “FL Purchasing Tender”.

JV PPC shall check accuracy of the Registration Form and completeness of the document package. If the package is complete, JV PPC will register the company as a bidder. If the package is incomplete, JV PPC will notify the company via e-mail.
A notification of successful registration shall be sent to the company’s e-mail address specified in the Registration Form. The notification shall also specify the e-mail address to be used for correspondence during the tender.
If you have any questions regarding the filling in our Registration Form please contact us:

either by e-mail: tkachenkoiv@ppc.net.ua
or at 8-0532-50-33-22 or 8-0532-50-09-66.

Rules and conditions of the tender concerning purchase of fuel and lubricants for the needs of JV Poltava Petroleum Company

1. General.

1.1. The system of holding tenders via e-mail aims at increasing efficiency and transparency of dealing with companies supplying FL for the JV PPC’s needs.

1.2. Information concerning tenders shall be sent and collected via e-mail correspondence.

1.3. Information on each tender shall be placed on the JV PPC’s official site and sent via e-mail to all registered bidders at least 24 hours prior to the tender opening time.

It is strongly recommended to give consent to the automatic delivery/read status notifications.

2. Rights and obligations of the tender participants.

2.1. JV PPC shall have a right:

to deny registration of a potential bidder without giving any reason. Denial notification shall be sent to the e-mail address specified in the Registration Form;
to exclude a participant from the list of the system users without giving any reasons. Notification of exclusion shall be sent via e-mail;
to determine at its own discretion the make-up of bidders; to establish requirements to the bidders, the agreement wording, product to be purchased and terms of delivery; to identify and request essential documents confirming compliance with the requirements;
to reject any or all bids at any stage of a tender without giving any reason of such a decision;
to change tendering terms within the deadlines provided by the rules and inform all the bidders thereof.

Having sent notifications of the tender results, JV PPC shall have the right to cancel the purchase and not to enter into agreement with the winner without any reasons provided.
In case of the bidder’s refusal to supply FL under the conditions identified as a result of the tender, JV PPC shall have a right to exclude such a participant from the list of bidders.
The tender results shall be deemed neither a preliminary agreement nor legal obligation to conclude an agreement.

2.2. The bidder shall have a right:

to get timely and full information on the tender conditions and procedure (excluding confidential information or commercial classified information);
to elect not to bid;
to get timely technical support in regard of the tender system performance.

2.3. The bidders’ obligations shall include:

complying with the tender rules and conditions;
studying conditions of each purchasing prior to bidding. A submitted bid is a confirmation of the bidder’s consent to the tender conditions.
maintaining confidentiality in regard of dealing with the tender documents and in regard of information on the tender conditions. Information concerning the tender conditions can not be disclosed to the third party without prior obtaining the JV PPC’s consent in writing.
a bidder shall bear responsibility for all actions taken by its personnel on its behalf.

2.4. Registered user, a bidder, is forbidden:

to provide anybody (except persons having an official right to information) with any information concerning progress of the purchasing tender;
to grant anybody access to the e-mail address for participation in the JV PPC’s tender concerning purchasing.

3. Tender stages.

3.1. Notifying bidders of the tender.

Registered bidders shall be informed of the tender timing and conditions in the following way:

Through placing an advertisement on the JV PPC’s site.
Via sending e-mails to all registered participants.

Notifications of the tender concerning purchasing shall contain the following information:

Tender opening date and timing.
Requirements in regard of FL supply:

type of fuel;
volume / amount;
quality / producer;
terms of delivery of total volume / amount;
terms of transportation (at the bidder’s expense or by the JV PPC’s transport).

Ads should be placed and letters sent at least 24 hours prior to the tender opening time.

3.2. Acceptance of bids from the participants.

The bids shall be accepted till the moment (day and time) specified in the tender ad. Upon acceptance of a bid, the bidder shall be sent a notice informing that his bid will be considered.

The bids from participants shall be accepted ONLY in the form provided by JV PPC. The bidder’s offer shall include the following information:

FL supply price per 1 tonne excluding transportation costs (including VAT, excluding VAT).
FL delivery option (at the bidder’s expense or at the JV PPC’s expense);
delivery cost in case of transportation at the bidder’s expense;
settlement procedure;
term of delivery. The delivery term shall not exceed the deadline specified by JV PPC in the tender conditions.
deadline by which JV PPC is to collect FL in case of buyer’s collection

3.3. Bid reviewing and estimating the bidding price.

The bids shall be reviewed within 10 minutes from the bids filing closedown.
Based on review of received bids JV PPC shall estimate the bidding price of the first round.

3.4. Distributing information on the bidding price

When the bidding price has been determined, the bidders shall be sent e-mails specifying:

The bidding price of the first round
The deadline for the bidder’s reply
Reminder of the bidding conditions according to which failure to get reply in due time shall mean a no-bid decision.

The term set for bidders to make decisions and reply may vary and the bidders shall be informed thereof in timely manner.

3.5. Getting bidders’ replies upon notification of the bidding price.

Bidder’s reply may contain:

acceptance of the offered bidding price. In this case the bidder must enter the bidding price into the bid form and send the form to the specified e-mail address;
indication of the bidder’s price which must be lower than the announced bidding price;
no-bid decision..

Bidders’ replies shall be accepted till the deadline specified in the e-mail.

Mandatory reply receipt notifications shall be sent to the bidders.

If the bidder has not received the notification, he can:

Inquire by phone if his reply has been received and what his bidding status is (admitted to consideration / no-bid decision)
In case of the JV PPC staff’s failure to get an e-mail reply (for technical reasons), the bidder shall have a right to backup his reply by fax. Such a reply form requesting for bid consideration shall bear the authorized person’s signature and the company’s seal. The fax receipt may be confirmed by phone.

As the decision making concerning the price may demand approval from the bidder’s company management, JV PPC makes allowance for possible delays in replies.

Delays in replies shall be allowed only if ALL stated below requirements have been met:

possible delay in replying notification has been made before the deadline for replies; and
the reply has been received prior to the closedown of the subsequent round.

3.6. Holding subsequent bidding rounds.

Having received replies or upon expiry of time established for replying, JV PPC shall review the received bids, whereat a decision to hold a subsequent round of the tender shall be made.

Subsequent round shall be held if there are at least two bidders eager to supply the offered volume at the specified bidding price.

3.7. Selecting a successful bidder.

A successful bidder shall be determined based on the results of a previous round.

A bidding round is considered the last one once all replies / confirmations have been received and:

one bidder has been left; or
no bidders have been left.

Based on the review of replies the best bid offering most beneficial conditions, which satisfy all requirements to FL purchase, shall be selected.

The best condition should be understood as the minimum FL price, all other conditions being equal.

3.8. Tender completion.

Being selected the company – successful bidder shall be sent an e-mail with:

Notice that the tender is over and the bidder is a successful one
Essential conditions for FL purchasing, specifically: – volume;
- producer;
- price (excl. delivery) according to the bidding results, per 1 tonne, VAT included;
- terms of delivery (collection by the JV PPC’s transport or delivery at the supplier’s expense);
- settlement procedure;
- deadline for the arrangement of delivery.
Request to confirm the bidder’s will to supply FL in accordance with the listed conditions.
Warning that in case of the bidder’s refusal to supply FL without any valid excuse the company shall not be allowed participating in the future tenders.
Indication of the deadline for reply.

Upon receipt of confirmation from the supplier other bidders shall be sent a notification informing that the tender is over and the bidder is not successful this time.

Upon receipt of confirmation and sending e-mail notices the tender shall be deemed over.

4. Formalising tender results.

4.1. Preparing and executing the agreement.

For executing FL purchasing agreements a template of the agreement placed on the JV PPC’s site for information shall be used.

If the company wants to sell FL for the needs of JV PPC, its compliance with provisions of the template agreement is mandatory.

Once a confirmation of the successful bidder’s compliance with essential conditions of supply received, JV PPC shall prepare and send the agreement in electronic form to the tender winner.

The tender winner shall sign the agreement and send it by fax or send its scanned copy via e-mail. Electronic format is preferred.

The signed original of the agreement in hard copy shall be transferred by the supplier to JV PPC for signing.

5. Technical support.

JV PPC warns that during the trial operation period, one may encounter failures and problems both with system operation, and access to the tender system.
We invite you to inform us of all such cases and send e-mails to the following address - tkachenkoiv@ppc.net.ua, or call 8-0532-50-33-22.

Download ‘Purchase rules’ as a PDF file.