Important Note

IMPORTANT NOTE

BID DOCUMENT HAS BEEN DISPLAYED TO UNDERSTAND THE REQUIREMENT ONLY. PARTIES INTERESTED TO PARTICIPATE AGAINST THIS TENDER SHALL HAVE TO PURCHASE THE TENDER DOCUMENTS FROM ANY OF OIL’S DESIGNATED OFFICES GIVEN BELOW.

BID DOCUMENTS (NON- TRANSFERABLE) CAN BE PURCHASED TILL ONE DAY PRIOR TO THE RESPECTIVE BID CLOSING DATE ON PAYMENT OF TENDER FEE (NON-REFUNDABLE) OF US$ 100.00 OR RS. 4,500.00 (EXCEPTING PSUS AND SSI UNITS) FROM : ______(A) HEAD - MATERIALS, OIL INDIA LIMITED, P.O. DULIAJAN, ASSAM – 786 602,

(B) HEAD - KOLKATA BRANCH, OIL INDIA LIMITED, 4-INDIA EXCHANGE PLACE, KOLKATA – 700 001,

PROOF OF PURCHASE OF TENDER DOCUMENTS MUST BE SUBMITTED ALONG WITH THE OFFER FAILING WHICH OFFERS WILL BE TREATED AS UNSOLICITED.

OIL INDIA LIMITED ( A GOVERNMENT OF INDIA ENTERPRISES) P .O. DULIAJAN, PIN – 786602 ASSAM ( INDIA ) FAX NO. : 91- 374 - 2800533 E-MAIL : [email protected] Website : www.oilindia.in

ENQUIRY NO. & DATE : DFD7366P08/07 DATED 27.11.07

TENDER FEE : Rs. 4,500.00 OR US$ 100.00

DATE OF PRE-BID CONFERENCE : 21/01/2008

VENUE OF PRE-BID CONFERENCE : KOLKATA (INDIA)

OIL INDIA LIMITED invites Global Tenders for the item detailed below:

Srl. No. Material Description Unit Qty

10 SOFTWARE FOR LABORATORY INFORMATION NO 1 MANAGEMENT SYSTEM

N O T E S :

1.0 The enclosed Bid document containing the broad Specification of the System and Bid Rejection Criteria (BRC) / Bid Evaluation Criteria (BEC) and other terms and conditions is for guidance only. This draft bid document shall be discussed in the Pre-bid conference and final tender documents shall be prepared after the Pre-bid Conference.

2.0 A Pre-Bid Conference with the Parties will be held in Kolkata (India) on 21st January, 2008. All the Parties who purchase the Tender Documents within the last closing date of sale of tender will be eligible to attend the Pre-Bid Conference. The exact venue and time of the Pre-Bid conference will be intimated to the Parties at a later date.

3.0 Clarification of the Parties, if any, shall be provided at the Pre-bid conference and hence no clarification before the Pre-bid conference shall be entertained.

4.0 Competent techno-commercial personnel shall be deputed by Parties to the Pre-bid conference for fruitful discussion in the conference.

5.0 Final Bid documents shall be issued to all the Parties who purchase tender documents within the last date of sale of tender.

Contd…2/-

- 2 -

6.0 Parties, immediately after the purchase of the Tender documents, shall inform OIL at the following address about their participation in the Pre-Bid Conference with details of their persons to enable OIL to make arrangement for the Pre-Bid Conference.

HEAD - MATERIALS OIL INDIA LIMITED P.O DULIAJAN, PIN – 786 602 DIST. DIBRUGARH (ASSAM) INDIA FAX NO. : 91 - 374 - 2800533 E-Mail : [email protected] [email protected]

Page : 1 / 2

OIL INDIA LIMITED (A Govt. of India Enterprise) P.O. Duliajan-786602, Assam. Fax No. 91-374-2800533, E-mail:[email protected] Tender No. & Date : DFD7366P08/07 27.11.2007

Tender Fee : INR 4,500.00 OR USD 100.00 Bid Security Amount : INR 185,000.00 OR USD 4,600.00 (or equivalent Amount in any currency)

Bidding Type : Two Bid

Bid Closing On : To be advised later Bid Opening On : To be advised later

Performance Guarantee : Applicable

OIL INDIA LIMITED invites Global tenders for items detailed below:

Item No./ Material Description Quantity UOM Mat. Code 10 Software for Laboratory Information Management System (LIMS) 1 NO 99056644 For details, please refer Annexure-A

Special Notes : 1. General Terms & conditions for Global tender (Document no. MM/GLOBAL/01/2005)is enclosed.

2.This tender is invited under Single Stage Two Bid System. For submission procedure, please refer Para 12.0 of General Terms & conditions for Global tender (Document no. MM/GLOBAL/01/2005). Any offer not complying with the above will be rejected straightway.

3. Clause No. 9.8.2 (under Exemption of Bid Security) of Section A of the General Terms & Conditions for Global Tender (Refer Document No. MM/GLOBAL/01/2005) stands deleted.

4.Payment : Payment shall be released as follows :

i) 80 % of the supply made by the supplier shall be paid against proof of despatch/shipment of the goods.

ii) Remaining 20 % of the supply value along with commissioning charges shall be paid after successful commissioning and acceptance of the unit by OIL.

iii) OIL may also consider making 100 % payment towards supply of the units against proof of despatch provided bidders agree to pay interest for 20 % of the order value and also submit Bank Guarantee for the amount equivalent to 20 % of the order value. This is in addition to the 10 % of the order value towards Performance Security as per the NIT requirement.

Any offer not complying with the above shall be loaded at one percent above the prevailing Bank Rate (CC rate) of State Bank of India for evaluation purpose.

iv) Training charges will be paid only after successful completion of training. Page : 2 / 2

Tender No. & Date : DFD7366P08/07 27.11.2007

v) AMC charges quoted will be released in quarterly basis in equal installments after successful completion of each quarter i.e. payment @ 25% of AMC charges will be released at the end of 1st, 2nd, 3rd and 4th quarter of each year. OIL will enter into separate contract for AMC and the rate quoted by the bidder for the AMC should be kept valid for the entire period of AMC.

5. To ascertain the substantial reponsiveness of the bid OIL reserves the right to ask the bidder for clarification in respect of clauses covered under BRC also and such clarifications fulfilling the BRC clauses in toto must be received on or before the deadline given by the company, failing which the offer will be summarily rejected.

**************** OIL, Duliajan, Assam LIMS Project – RFP Annexure - A

Laboratory Information Management System

For

Oil India Limited, Duliajan, Assam

Request for Proposal

(Tender No. DFD7366P08/07)

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OIL, Duliajan, Assam LIMS Project – RFP

Table of Contents 1. INSTRUCTIONS TO VENDORS ...... 4 1.1. DOCUMENT ORGANIZATION ...... 4 1.2. COMPLETING THE QUESTIONNAIRE ...... 4 1.3. RESPONDING TO TENDER OF OIL ...... 5 1.4. OIL ASSAM MAIL AND EMAIL ADDRESSES ...... ERROR! BOOKMARK NOT DEFINED. 2. BUSINESS BACKGROUND...... 6 2.1 PROJECT DESCRIPTION ...... 6 2.2 COMPANY BACKGROUND ...... 6 2.3 VENDOR QUALIFICATION CRITERIA ...... 6 2.4 CURRENT SYSTEM DESCRIPTION ...... 7 3. LIMS SOFTWARE ARCHITECTURE REQUIREMENT ...... 10

4. VENDOR CONTACT INFORMATION ...... 11

5. FUNCTIONALITY REQUIREMENTS BY MANAGEMENT AREA...... 12 5.1. REQUEST MANAGEMENT ...... 12 5.2. SAMPLE MANAGEMENT...... 13 5.3. ANALYSIS MANAGEMENT ...... 15 5.4. RESULT ACQUISITION...... 17 5.5. RESULT VALIDATION...... 18 5.6. RESULTS DISTRIBUTION...... 19 5.7. PRODUCT CLASSIFICATION...... 20 5.8. LABORATORY OPERATIONS SUPPORT...... 20 5.9. TECHNICAL FEATURES...... 22 6. FUNCTIONALITY REQUIREMENTS BY WORKFLOW...... 23 6.1. GENERAL WORKFLOW DESCRIPTION...... 23 6.2. SAMPLE REQUEST (SCHEDULED) ...... 24 6.3. SAMPLE REQUEST (UNSCHEDULED)...... 24 6.4. SAMPLE RECEIVED BY LAB ...... 25 6.5. SCHEDULE WORK AND DISTRIBUTE SAMPLES...... 25 6.6. PREPARE SAMPLE ...... 26 6.7. CAPTURE RESULTS INTO LIMS...... 26 6.8. VERIFY RESULTS ...... 27 6.9. DISTRIBUTE AND REPORT TEST RESULTS...... 27 7. INTEGRATION WITH LABORATORY WORKSTATIONS AND INSTRUMENTS REQUIREMENTS... 29 7.1. OIL INDIA R&D LABORATORY...... 29 7.2. OIL INDIA CHEMICAL LABORATORY ...... 30 7.3. OIL INDIA PATHOLOGY LABORATORY...... 31 7.4. REPORTING SCHEME IN LABORATORIES OF OIL INDIA...... 31 8. ADDITIONAL FUNCTIONALITY REQUIREMENT...... 32 8.1. INVENTORY MANAGEMENT ...... 32

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8.2. INSTRUMENT MAINTENANCE AND CALIBRATION ...... 32 8.3. ADDITIONAL FUNCTIONALITY ...... 32 9. SCOPE OF WORK AND SPECIAL TERMS AND CONDITION ...... 33 ANNEXURE - A ...... 35 ANNEXURE - B ...... 37 10. APPENDIX-1: WORKFLOW FOR ANALYSES IN R&D LAB ...... 38

11. APPENDIX-2: WORKFLOW FOR ANALYSES IN CHEMICAL LAB...... 40

12. APPENDIX-3: WORKFLOW FOR ANALYSIS IN PATHOLOGY LAB...... 45

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OIL, Duliajan, Assam LIMS Project – RFP

1. Instructions to Vendors This document is formal and preliminary Request for Proposal (RPF) that invites your company to submit detailed information as a bidder for the Laboratory Information Management System (LIMS). A Pre-Bid Conference with the Parties will be held in Kolkata (India) wherein the representatives of Oil India limited and the bidders will interact to understand the system requirements. All the Parties who purchase the Tender Documents within the last closing date of sale of tender will be eligible to attend the Pre-Bid Conference. The exact venue and time of the Pre-Bid conference will be intimated to the Parties at a later date. Subsequently, the bidders will be asked to submit their firm offers. This document is not to be construed as a letter of intent or as an offer to purchase.

1.1. Document Organization Sections: “Business Background”, “Current System Description”, and “Technical Architecture Requirements” contain reference information about R&D, OIL and the broad system requirements. The scope of work to be carried out by the vendor and the responsibilities of the client, Oil India Limited, has been indicated. There are sections, against which the bidder has to provide information to convince the client that he qualifies for supply of the LIMS.

1.2. Completing the Questionnaire Bidder’s response to our questionnaire is the basis for evaluation. Qualitative and quantitative criteria will be formulated so that bids that meet our requirement can be short listed.

Sections “Functionality By Management Area”, “Functionality By Workflow”, “Integration with ERP R/3 with LIMS” and “Integration with Laboratory Workstations and Instruments Requirements” require the following response codes in the code column:

4 - Available as System Standard 3 - Minor customization, such as custom configuration, required 2 – Major customization, such as data structure change or programming, required 1 – Not available currently, but should be available (state when it is available) 0 – Not available and not plans to incorporate this in the system.

The other sections are short answer.

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1.3. Responding to Tender of OIL All the vendors are requested to respond to the questionnaire with necessary details in the formats.

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OIL, Duliajan, Assam LIMS Project – RFP

Business Background

2.1 Project Description The R&D Laboratory of OIL is seeking a superior LIMS application to become the corporate standard. An ideal solution would meet the following criteria:

• Meets all functional requirements • Integrates “seamlessly” with materials management module of SAP ERP, the corporate Enterprise Resource Planning system • Effectively addresses technical architecture issues • Fully web based solution without any Citrix application. • Easily configurable user interface designed to meet individual user requirements.

The goal of this corporate initiative is: “To implement a fully functional, user friendly, web based laboratory information management system that is tightly integrated with the corporate Enterprise Resource Planning systems.”

2.2 Company Background

Oil India Limited (OIL) is a premier national oil company engaged on exploration, production and transportation of crude oil and natural gas. It has field headquarters in the township of Duliajan, Dibrugarh district, Assam; with its corporate headquarters in New Delhi and a branch office in Kolkata. Its main hydrocarbon producing assets are located in Upper Assam. It also has hydrocarbon producing assets in Arunachal Pradesh and Rajasthan and exploration activities in different parts of the country and abroad. OIL operates a 1157 km long pipeline to transport crude oil from northeastern states, produced by OIL as well as ONGCL, to the refineries in the northeastern and eastern region (Digboi, Noonmati, Numaligarh, Bongaigaon and Barauni). It also produces liquefied petroleum gas (LPG) in a plant located at Duliajan. OIL has a track of excellent financial performance year after year.

2.3 Vendor Qualification Criteria

Vendor should qualify following and must have: • Vendor/ Principle should have “Ready to Deploy” OEM Packaged LIMS application solution which is in use at minimum 20 client place worldwide. • LIMS to be implemented by the Implementation team from original Company. Written guarantee has to be provided. • The bidder should clearly indicate whether the bid is on behalf of Principle. If quoted through Partner there should be a valid agreement which is at least one year old and with this partner the original company has worked/working in 2 live projects in last one year. Necessary documentary evidence has to be provided. • The company has implemented at least 2 projects in Hydrocarbon Domain anywhere in the world.

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OIL, Duliajan, Assam LIMS Project – RFP • Principal should have clear implementation methodology and support the product for next 5 years.

2.4 Current System Description

Oil India Limited is having several laboratory facilities in order to support its research and operational requirements. The Research and Development laboratory is equipped with the state-of-the-art instruments and employs qualified and skilled personnel for carrying out applied research in exploration, production and transportation of crude oil. The chemical laboratory, on the other hand, caters to the quality control and monitoring activities pertaining to exploration and production operations. The Pathology laboratory in the Medical department carries out analysis of blood and body fluids samples of patients for diagnostic and remedial purposes.

Quality Control and Testing Activity:

A. R&D department laboratories: The R&D laboratory receives rock, oil, water samples. The rock samples are analyzed in different laboratories for the hydrocarbon potential, hydrocarbon content, porosity, mineral composition, grain size distribution, etc. Such data provides valuable support to exploration and production activities of the organization. The workflow for rock samples is depicted schematically in Appendix. The data from rock analyses are in the form of numerical values (Rock Eval), chromatogrphs of extracts using different chromatographic techniques, distribution graphs (sieve analysis), diffractograms (XRD), images (electron microscope, optical microscope), etc. The rock sample analysis is usually requested by Geological/ Production department and the reports are also sent to these departments. In near future, the ‘formation response tester’ equipment will be added to R&D and the rock sample permeability and response to different fluids will be studied.

The oil samples are collected by R&D department for different purposes such as geochemical characterization or composition analysis, optimization studies for field demulsifier treatment, rheological characterization, wax deposition potential estimation and evaluation of remedial measures for wax deposition, etc. The reports are sent to Production/ Geology departments. The workflow for oil samples is given in Appendix.

The water samples are collected for evaluation of deoiler treatment and for estimating the corrosion potential and design of mitigation measures. The workflow for water samples is given in Appendix.

Certain test procedures, such as the determination of interfacial tension, involve oil as well as water samples from appropriate sources.

The R&D department is also engaged in studies related to coal liquefaction and this involves studying the properties of coals from Upper Assam/ Meghalaya, the analysis of liquefaction products, etc. The workflow for coal samples is given in Appendix.

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OIL, Duliajan, Assam LIMS Project – RFP

R&D department also carries out air pollution monitoring which involves measurement of wind parameters (direction, velocity) and measurement of pollutant levels (oxides of nitrogen and sulphur). The workflow for air pollution monitoring is given in Appendix.

B. Chemical department laboratories: The Chemical department receives samples regularly for quality control and operational monitoring purposes.

The oil samples are regularly received from oilwells (newly commissioned wells, production wells) or installations such as Oil Collecting stations, tank farms, pipelines, etc. The samples are examined for the water content, composition or distillation characteristics, wax content, etc. Whereas the water content data may require immediate attention in some cases, the other type of data is for reference and archival. The gas samples are usually collected for characterization purpose as well as for calorific value determination. Apart from routine analyses, bottomhole oil and gas samples are subjected to PVT analyses which are invaluable in designing surface facilities and reservoir studies.

The Chemical department provides specialized services to drilling operations in the form of supply of drilling fluid (mud), workover and cement formulations. These formulations, alongwith the additives are tested in the laboratories.

The Chemical department laboratories also specialize in the analysis of water samples (drinking water, water used in pressure maintenance, formation water, boiler and cooling water, etc.). The types of analyses include ionic composition, pH, turbidity, dissolved solids, hardness, oxygen, etc. Such data provide operational support, diagnostics, monitoring, etc.

The Chemical department has a well equipped reservoir section with certain subsections. Apart from the analyses of bottomhole samples, PVT studies, etc. the section acquires subsurface pressure data in static or flowing conditions through special gauges. The interpretation of the data provides valuable support to the Geology and Reservoir engineering department. Another subsection of the reservoir section is the core laboratory, which has equipment and expertise for acquiring data like permeability, porosity, capillary pressure, etc. on subsurface rock samples.

The workflows for different activities of Chemical department are given in Appendix.

C. Pathology laboratory: The Pathology laboratory of the Medical department of Oil India Limited caters to the healthcare needs of mainly the employees of OIL and also some of the organizations in the neighborhood of OIL such as the CISF, PSU bank, Assam Gas Company, Kendriya Vidyalaya, etc. The samples are collected on the basis of recommendations by the physicians and specialists of OIL Medical department. After performing different analyses and/or measurement of various parameters, the reports are prepared for the perusal of the recommending physician or specialist.

Enterprise Connectivity:

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OIL, Duliajan, Assam LIMS Project – RFP

Most of the laboratory in-charges and supervisors have PCs available with them with LAN/internet connectivity, thus enabling them to share documents, send e-mail, etc. Some of the laboratory equipment are PC controlled with the results available in proprietary or standard formats. OIL has implemented SAP system since December 2005 and the functions like materials management, budgeting, HR management, etc. is done in the system. There is no laboratory information management system in use presently. The Information Technology (IT) department of OIL looks after the management of IT assets in the organization.

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OIL, Duliajan, Assam LIMS Project – RFP

2. LIMS Software Architecture Requirement

It is R&D, OIL Laboratory’s strategy to maintain the following technology for the LIMS System:

The core architecture of the software should be n-tier and fully web based. The application must have comprehensive web interface available in any standard browser clients. The middleware of the software must have the following features: Scalability, Application as well as component level Load-balancing, Fail-over, Fault tolerance and High-availability The middle-tier application should: Hosts application business logic for multiple clients Provides database access and transaction control for multiple databases Shares resources amongst multiple clients Performs automation/background tasks The middle-tier application should support current component models like COM, CORBA, EJB, etc. There should be facility for development of ad-hoc reports by OIL as and when required in future.

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OIL, Duliajan, Assam LIMS Project – RFP

3. Vendor contact information Who shall Oil India contact to clarify responses or ask questions? Specify the company name, parent company, primary and secondary contacts, phone numbers, email addresses, fax number, and your company’s web page address.

Company Name Parent Company (if any) Primary Contact (name of individual) Secondary Contact (name of individual) Phone Number of Primary Contact Phone Number of Secondary Contact Fax Number Email Address of Primary Contact Email Address of Secondary Contact Web page address etc.

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4. Functionality Requirements by Management Area

Please use the following response code (in the code column in the questionnaire) for the questions in this section:

4 - Available as System Standard 3 - Minor customization, such as custom configuration, required 2 - Major customization, such as data structure change or programming, required 1 - Not available currently, but should be available (state when it is available) 0 - Not available and no plans to incorporate this in the system.

4.1. Request Management

The primary objective of this function is to receive, organize, and respond to requests for laboratory analytical services. Requests for laboratory services, including Certificate of Analysis, originate from various departments of the corporation.

A user/requester database should be used to keep track of their job location, title, authorization level, and any identification necessary. The system should allow only authorized users to enter a request. This information should then determine the level of menu or functions allowable. This should also facilitate the routing of validated result, once it is available.

All requests should be kept in a database for statistics queries. Requests should be classified as those that have been pre-determined with sample locations, product/sample type and other identification. Another type of request should be for unknown samples or samples that have not been previously defined. Once a new request is entered, there should be a flag on the screen to alert the lab personnel to view, acknowledge, and prioritize the request. Once the request has been accepted, response should be sent to the requester by way of electronic mail.

Request Management Code Comment 1. Track users/requestors information. Record and maintain user/requestor information (Who, why, when results needed, LIMS access capabilities, etc.). 2. Schedule/maintain routine requests. Accumulate and organize into schedules.

3. Prioritize requests. Allow lab personnel to assign a priority rating

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OIL, Duliajan, Assam LIMS Project – RFP Request Management Code Comment for request processing. 4. Assist in determination of analyses. When the user initiates a request, the exact analyses/tests may not be known. Provide on-line guidance for determining which analyses/tests to run. 5. Track requests. Keep track of the request providing when it was received, sample/test status, turn around time, etc. 6. Schedule temporary requests (schedules). Provide a means to set up a temporary request schedule with beginning and ending date and time. 7. Accept ad hoc requests. Accept ad hoc requests that may or may not have pre-defined sample points. 8. There should some means in the software wherefrom the stage wise information, laboratory bottleneck and detail can be viewed from a single screen with auto refresh capability.

4.2. Sample Management This function is to support activities surrounding the physical disposition of the samples. These include scheduling, logging in, container labeling, distributing to the designated analysts and storing.

Information about the samples should be kept in a database. This information should include sample identification (e.g. type, tests, unit of measures, and expected results).

Sampling schedule should be used to support daily planning of sampling activities. Allowance should be made for non-routine samples to adjust the schedule. A printout of daily sampling schedule should be supported. Users and lab analysts should be able to query their individual work list or view the day’s schedule.

Sample labels should be pre-printed for pre-determined samples. Any non-routine samples could be labeled on demand. Bar code identification should also be supported.

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OIL, Duliajan, Assam LIMS Project – RFP Location of samples should be tracked. This facility should also be used to keep track of samples in storage, with sample shelf life or disposal date as a key field.

Sample Management Code Comment 1. Produce sample schedules. Provide both electronic and hardcopy of the sample Collection schedule for the lab and operations. This includes the capability to export/transmit it to operations or other users. Users/requestors information. 2. Manage sampling procedures. Keep track of sampling procedure information and associate it with specific sampling points with a specific operating mode. 3. Sample Identification. Allow both textual ID and numeric ID for uniquely specifying a sample. 4. Log multiple samples per sample point. Log into the LIMS multiple physical samples obtained from the same sample point at the same time.

5. Assign multiple tests on a sample. 6. Produce sample labels on demand or by schedule. 7. Support bar code labeling. Print and scan bar codes for sample ID and other information. Utilize the bar code for sample handling. 8. Prioritize samples. Affect the sequence of the sample procurement especially when multiple samples are to be taken. 9. Set up pre-defined sample points. 10. Set up pre-defined plant locations. 11. Correlate operating modes with samples. 12. Track multiple event times for each sample. 13. Group Samples. 14. Track routine samples and ad hoc samples.

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OIL, Duliajan, Assam LIMS Project – RFP Sample Management Code Comment 15. Pre-define samples. 16. Track sample physical location for chain of custody. 17. Record retention and disposal dates. 18. Exception reporting when incorrect samples are delivered to the lab. Report exceptions when samples arrive incomplete, empty, or other problems. This includes a textual description field for recording free form comments about the sample. 19. In case of hazardous samples, the sample label should have an appropriate indication so that the laboratory personnel can refer to the OSHA, MSDS, and other safety information in the system.

4.3. Analysis Management

The primary objective of this function is to support analytical activities performed on the samples.

Information about tests’ procedures should be kept in a database. This information could be keyed to an ASTM or other numbering system. Procedures should be indexed to specific samples.

Analysis schedule should be used to support daily planning of analytical activities. Interface with analysts’ work list is required. Any non-routine analyses should be prioritized and assigned to the corresponding analysts. There must be provisions on the sample log-in screen to allow for special instructions or comments.

Once analyses have been scheduled, a status should be kept to allow users to query on any analysis status. The status could also be used for event triggering such as calibration notice.

The tests that are to be run should be known in advance as should be the general target values and specification limits.

Analysis Management Code Comment 1. Associate analysis procedure with sample points. 2. Set up pre-defined analysis procedures.

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OIL, Duliajan, Assam LIMS Project – RFP Analysis Management Code Comment 3. After assigning tests, the analyst should be alerted regarding safety procedures to be followed (in case solvents or hazardous chemicals are involved). 4. Track analysis status and report. 5. Produce analyst worklists. Schedule a printout of the analyst’s worklist. Automatically print out the worklist at a predetermined time.

6. Allow worklist specific instructions. Lab personnel should be able to enter specific instructions for the analyst’s worklist. 7. Set up temporary analyses. Set up temporary analyses for ad hoc samples. These analyses may only be used once. 8. Assign analyses to ad hoc samples. Ability to assign analyses to ad hoc sample that does not have pre- defined analytical protocols. 9. Prioritize analyses. Allow lab personnel to prioritize the sequence of analyses to be performed. 10. Selectable sort sequence for analyses’ components. Ability to specify the sort sequence in which analyses are used and their results are reported. 11. Ability to use an alias for a component name. Both the component name and the alias can be used to reference the component. 12. Assign analysis to a specific instrument. 13. Monitor the number of analysis by instrument. Track the number of analyses run by specific instrument.

4.4. Result Acquisition

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OIL, Duliajan, Assam LIMS Project – RFP

This function should serve to receive and organize the raw data from analyses. It should support the manipulation of these data into analytical results to be presented to the requesters.

Manual entry of raw data should be through user definable screens to streamline this process. User identification should be used as a key and security check for data entries. In addition, electronic data entries from other systems such as Gas Chromatography should be supported.

The organization of the data should be readily accessible from Microsoft desktop tools. Utilities to enhance query and data manipulation should also be used. Status of analyses should be kept and used as a key for event trigger.

User friendly mechanism should be provided to maintain all algorithms used in raw data manipulation. For example: a calculation of the raw data from a titration to yield the concentration of acid; a calculation of component percentages from a GC analysis, calculation of particle size parameters from sieve analysis data, calculation of viscosity and/or consistency related parameters from rheological measurements, etc.

Archival of data should be user configurable or time-trigger automatically.

Result Acquisition Code Comment 1. Interface with lab instruments. 2. Input a batch of results. Ability to input a batch of results for different samples at the same time. 3. Multiple window support. Provide multiple windows support to allow user to input/view as needed. 4. Retain results for ad hoc samples. Ability to keep analytical results for ad hoc samples, which did not have a pre-defined set of analyses. 5. Allow numeric and text results. 6. Automatic substitution of instrument detection limit. When a result is entered that is out of the instrument’s detection limit, automatically substitute the instrument’s detection limit with user approval. 7. Additional utilities needed. Ability to import test results from a contract lab for air, water, and waste results.

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4.5. Result Validation

The main objective of this function is to support the validation or approval process of the data before presenting to requesters. A database for multiple specifications, such as customer specifications, manufacturing specifications, and product specifications should be available. Each specification should be indexed to specific sample. This database should be easily maintainable and secure.

Validation logic must be configurable to assist the analyst in approving of the results. This logic should include, but not limited to Statistical Quality Control and a time trend of analyses from the same sample point. SQC should include all standard statistical charts.

Auditing of the results should also be supported. Each modification of specification or other system data must be logged and tagged with user identification. Any changes of algorithms should be treated the same. For routine analyses, the system should allow for validation automatically, configurable by authorized laboratory personnel. Result status could be used to trigger the comparison with corresponding specifications. The result should then be marked as validated. Any validation logic available, other than the specifications, should be easily maintainable.

Result Validation Code Comment 1. Selectable validation logic. During analysis result entry, provide the ability to select validation assistance logic. For example: view the last n number of results for corresponding samples or for a specific sample analysis, view the SQC plot. 2. Provide real-time SQC. Provide real-time SQC support during data entry stage. For example: the entry of results triggers an SQC chart to show the last entered result for trend and validation. 3. Maintain custom calculations. Ability to maintain and use custom calculations (methods) for analytical results. 4. Allow multi-level validation. 5. Provide active versus production database. Provide an “active” (non-

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OIL, Duliajan, Assam LIMS Project – RFP Result Validation Code Comment validated) database versus a “production”(validated) database. 6. Validation failure reason. Allow user to specify the reason of the validation failure (e.g. analytical reason). Enable the lab supervisor to readily monitor the number of and type of validation failures.

4.6. Results distribution This function should serve the activities surrounding output and delivery of the validated results.

All reports should be user configurable and easy to use. The use of 4GL report facility is highly desirable. Reports should include Certificate of Analysis. Flexibility of reporting is extremely important.

The delivery of pre-determined reports to the requester should be supported. This should be event triggered by the result status field. When the result is validated, it should be on queue for delivery by various electronic methods including e-mail.

Unattended bi-directional transfer of data with other databases on the network should be supported.

Results Distribution Code Comment 1. Access to validated data. Open access of validated data (read only), including history, for users using other desktop tools (e.g. Excel). 2. Export of data. 3. User multiple search criteria. Ability to setup multiple search criteria for each sample for retrieval for sample information. For example: tank number, product, event times, etc. 4. Transfer of validated lab results to process historians. 5. Query multi-user database. Allow multiple users in the lab to query the “active” (non-validated) database at the same time. 6. Schedule report generation. Provide scheduling capability for generation

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OIL, Duliajan, Assam LIMS Project – RFP Results Distribution Code Comment of reports. 7. Construct Certificate of Analysis. Ability to custom construct a COA based on customer location specifications. 8. Format numerical data. Ability to report numerical data format as “>n” (greater than) or “

4.7. Product Classification

Product Classification Code Comment 1. Maintain and keep multiple product specifications. 2. Automatic Off-spec determination.

4.8. Laboratory Operations Support

Laboratory Operations Support Code Comment 1. Customize user menus. Ability to customize menus for each type/group of users. 2. Provide context sensitive help. 3. Provide on-line tutorials. 4. Provide on-line glossary. Provide on-line glossary of specific terms used in the system. 5. Track analytical information. Provide a means to keep track of analytical information. Audit changes to methods and procedures. 6. Track instrument performance. Track instrument performance and maintenance schedule. Give indication of scheduled calibrations needed. 7. Track employee certification. Track

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OIL, Duliajan, Assam LIMS Project – RFP Laboratory Operations Support Code Comment employee performance and certification status. 8. Store recipes for custom reagents. Ability to keep recipe information for custom reagents. 9. Provide an audit trail. Ability to audit the trail of analytical results. 10. Report lab performance. Provide reporting capability to track general performance of the lab. How easy is it to create the reports or pull this information from the LIMS? 11. Provide event-triggering logic. Execute pre-defined procedures such as sending an E-mail message for out-of-calibration, result changes, re- samples needed, receipt of special or ad hoc samples. 12. Flexible and user friendly tool for changing workflow of sample login, scheduling work, entering results, etc.

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4.9. Technical features

Laboratory Operations Support Code Comment 1. Customize user screens and demonstrate capabilities to provide exclusive access to screens / fields by roles 2. Customizable workflows to accord the user with a friendly interface to modify existing workflows

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5. Functionality Requirements by Workflow

5.1. General Workflow Description

Management Workflow Functions y Print label y Select product 0.1 Sample Request y Scheduled time 0.2 Sample Request y Determine tests y Login facility (scheduled) (unscheduled) y Determine volume y Sample schedule y Print label y Sample scheduled time

y Actual process 1.0 Sample y Capture procurement time Procurement date/time y Scheduled vs. Procurement time

2.0 Sample pickup and delivery

3.0 Sample Received y Scan sample by lab y Capture date/time y Sample Received time (by Lab) y Procured vs. received time

4.0 Schedule work and y Capture lab area/instrument Distribute samples y Capture date/time y Sample received at instrument time To other y Sample received by lab WorkStations vs start of work

5.0 Prepare Sample

6.0 Perform Analysis y Check against Control Charts y Exceptions reporting (measurement)

From other WorkStations, y Result capture into Instruments, outside labs, or LIMS time systems y Sample analysis Duration 7.0 Capture Results y Number of samples in LIMS y Capture date/time per instrument y Sample received vs analysis completion time

8.0 Verify Results y Exception Analysis

y Sample received vs result distribution time 9.0 Distribute and y Capture date/time y Chain of custody report results reporting

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OIL, Duliajan, Assam LIMS Project – RFP Please use the following response code (in the code column in the questionnaire) for the questions in this section:

5.2. Sample Request (scheduled)

Sample Request (scheduled) Code Comment 1. Maintain schedule specifying stream/unit (sample point), analysis date and time for procurement 2. Maintain schedule according to mode and product changes. 3. Creation of schedule by copying another schedule, then modifying it 4. Print schedule in a report format 5. Automatic login of one or more samples 6. Ability to reprint a portion of the sample labels from the schedule

5.3. Sample Request (unscheduled)

Sample Request (unscheduled) Code Comment 1. Single sample login 2. Selection of product or stream (sample point) 3. Selection of tests to run which are appropriate for the product or stream 4. Automatically determine the required volume of the sample to be procured

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5.4. Sample received by lab

Sample received by lab Code Comment 1. Ability to scan sample label and record its receipt 2. Capture date/time sample received by lab 3. Ability to modify which tests are assigned to the sample 4. Ability to login ad hoc samples 5. Ability to login sample from external systems or files 6. Resample login 7. Print and/or email sample receipt 8. Automatically report the difference between the sample procurement time and the sample receipt time

5.5. Schedule work and distribute samples

Schedule work and distribute samples Code Comment 1. Automatically assign samples to lab area 2. Automatically assign samples to analyst 3. Automatically assign samples to workstation/instrument 4. Ability to adjust worklist for priorities 5. Print/view worklists according to test, lab area, and analyst 6. Print/view backlog of samples by test, lab area, analyst

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OIL, Duliajan, Assam LIMS Project – RFP 5.6. Prepare sample

Prepare sample Code Comment 1. View/print sample preparation SOP 2. Automatic update of instrument control chart 3. Download sample id and test information to acquisition system

5.7. Capture results into LIMS

Capture results into LIMS Code Comment 1. Scan sample ID (bar code) 2. Single sample by sample result entry according to a worklist 3. Result entry by test type over multiple samples (batch test input according to worklist) 4. Acquire results from acquisition system upload to LIMS 5. Acquire results from via RS-232. If RS-232 is used, specify how the data is acquired? 6. Import results from outside lab (partial results for a sample) 7. Import results from outside lab (complete results for a sample) 8. User review and verification of results acquired from instrument and acquisition system

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5.8. Verify Results

Verify Results Code Comment 1. Warn user when out-of-specification 2. Automatic limit checking 3. Multi-level limit checking 4. Automatic check against product specifications 5. Report exceptions of limit checks by sample, by instrument, by lab area 6. User definable specification checking (logic, calculation, event triggering, e.g. email) 7. Reschedule a test 8. Reschedule a sample 9. Approve results and capture a reason 10. Disapprove results and capture a reason 11. Report the average time duration by analysis 12. Report the duration from sample received time by lab versus the test result completion time 13. Report the number of samples per instrument

5.9. Distribute and report test results

Distribute and report Code Comment 1. Certificates of analysis 2. Single sample results 3. Multi-sample results by product, time period, sample point 4. Distribute partial results 5. Automatically trigger the reporting of results 6. Graphical results (specify graphics engine) 7. Automatic export to Excel 8. Email results to users on distribution list

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OIL, Duliajan, Assam LIMS Project – RFP Distribute and report Code Comment 9. Report the duration from the sample received time by lab versus the test result distribution time 10. Chain of custody report (sample procured – sample received – sample analysis complete – sample results distributed)

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6. Integration with Laboratory Workstations and Instruments Requirements Please use the following response code (in the code column in the questionnaire) for the questions in this section:

6.1. Oil India R&D Laboratory The list of instruments is indicative. This may change as per the requirements and/or as new instruments are added to the laboratory.

Instrument/workstation to be interfaced PC-based or Code Comment with LIMS standalone instrument 1. Atomic Absorption Spectrometer (Avanta Standalone PM) ex GBC Scientific Equipment Instrument 2. Thermal Analyzer Mettler DSC 822e with Standalone cooler and TGA 851e Instrument 3. Gas Chromatograph PC-Based 4. SEM S-6100N ex Hitachi PC-based 5. Microscope Axiolab Pol with image PC-based analysis ex Carl Zeiss 6. Thermo GC PC-Based 7. HP GC PC-Based 8. HP GC PC-Based 9. TLC-FID PC-Based 10. Rock Eval 6 PC-Based 11. X-RD PC-based 12. CHNS (carbon, hydrogen, nitrogen and Standalone sulphur analyzer) Instrument 13. CHNS 600 Standalone Instrument 14. IR-MS PC based 15. (TSQ) GC-MS-MS PC based 16. (DSQ) GC-MS PC based 17. Thermal desorption system PC based 18. Brookfield rheometer PC based 19. Controlled stress rheometer PC based 20. Coaxial Shearing wax deposition set up PC based

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OIL, Duliajan, Assam LIMS Project – RFP Instrument/workstation to be interfaced PC-based or Code Comment with LIMS standalone instrument 21. Brookfield rheometer PC based 22. Formation response tester (under PC based procurement) 23. Spinning drop tensiometer (under PC based procurement)

6.2. Oil India Chemical Laboratory The list of instruments is indicative. This may change as per the requirements and/or as new instruments are added to the laboratory.

Instrument/workstation to be interfaced PC-based or Code Comment with LIMS standalone Instrument 1. ERPG, electronic downhole pressure PC-based gauge cum recorder 2. Auto distillation apparatus PC-based 3. Clarus 500 NGA PC-Based 4. Clarus 500 SIMDIST PC-based 5. Detailed hydrocarbon analyser PC-based 6. Ultracentrifuge PC-Based 7. PVT analysis setup PC-Based 8. Mercury free PVT setup PC-Based

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6.3. Oil India Pathology Laboratory The list of instruments is indicative. This may change as per the requirements and/or as new instruments are added to the laboratory.

Instrument/workstation to be interfaced Workstation Code Comment with LIMS (PC) or Instrument 1. Cell counter Medonic Oden CA 530 Instrument (Merck)- 2 nos 2. Biochemistry analyzer Vitalab Selectra 2 Instrument (Merck)- 2 nos 3. Mini Vidas (bio-merieux) Instrument

6.4. Reporting scheme in laboratories of Oil India

There are about 25 laboratories in R&D, Chemical and Pathology departments. The requests for analyses come from various departments in case of R&D (Geology, Production, etc.) and Chemical departments (Geology, Production, Drilling, Field Engineering, etc.). In case of the Pathology Laboratory of Medical department, the tests are done for the employees and residents of neighboring areas. The users of the system are estimated to be 30 numbers of Jr. Scientists/ Assistant Chemists/ technicians, 15 numbers of Laboratory in-charges, 5 Sectional Heads and 3 Heads of Departments. The analysis requestors can be estimated to be around 20-30 in number.

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7. Additional Functionality Requirement

7.1. Inventory Management • Facility to maintain inventory of Glassware and consumable • Creation ,addition, deletion of material Master • Provision of grouping pf material and also classification of material • Provision to enter/register receipt and issue of material including its procurement cost • Provision of adjustment entries • Reporting of Stock Statement, Inventory evaluation, receipt/issue. • Defining maximum/minimum quantity and auto alert facility. Indenting automatically once inventory of the sample reach minimum level.

7.2. Instrument Maintenance and Calibration • Equipment/instrument data maintenance, including equipment register, test association, calibration and service history log. Alarm in Advance prior to expiry of calibration of equipment. • Facility to create and maintain preventive maintenance frequency and maintenance status. • Facility report, query and warning to report instrument failure due to not carrying out preventive maintenance.

7.3. Additional Functionality • Sample Explorer • SAP ERP interface – MM, HR and PS modules. Extent of integration will be decided in consultation with ERP group of Oil India limited. • Laboratory safety management • Work Plan Viewer”- A dash Board to monitor laboratory • Security features in the Menu • Electronics Signature compliance • Integrated Document Association System • Multilevel filtration of data at any point • Chain of Custody • Automatic schedule of Sample and report. • Capability of Role Level access control up to field level is Mandatory

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8. Scope of Work and Special terms and condition

• Following are the Basic scope of work which need to be covered the entire business Process :

a) Data Management b) User interface modification and access control c) Sample and Test Management d) Instrument Maintenance and calibration Management e) Statistical Process Control/ Statistical Quality Control f) Report Management g) Laboratory Inventory Management h) Manpower Resource management

• The total number of users (technicians, supervisors, etc.) is estimated to be around 50. The requestors vary, but could be maximum 20 in number at a given time for all labs combined. The licenses for the software should be provided accordingly. • The functionality requirement as per Annexure –A. Deviations, if any, to be reported in Annexure-B by the bidder. • General Architecture a) Data Base : Oracle RDBMS b) User Interface: User shall access the application through internet explorer 5.5 or above. • Implementation need to be completed within 6 months from the date of Fax of intent/letter of intent • Vendor to confirm the ability to integrate with SAP ERP and Instruments. • The evaluation of Bid/tender shall be made on over final cost inclusive of all Taxes and duties • The Warranty of the software should be for 1 years from the date of “Go Live” • The Bidder should provide 1 months on site support after “GO LIVE” as a part of Post Warranty Support. • The bidder will be required to provide the documentary evidence and/or demonstrations in respect of various product features, capabilities and resources of the vendor, etc. • Training of personnel which includes System Administrator Training and User Training should be included in the scope of work. The training also includes hands-on training and supplying the training material. Details of available training (User, Power user, System Administrator, duration, venue- client location as well as vendor’s location, cost, etc.) should be provided. • User manual and all other documentation is also should be included in the scope of the Job. • The offer should also include: a) Instrument Integration and cables for the same. b) SAP ERP integration: Integration with MM, HR and PS modules for inventory, HR and assets management to be done. Extent of integration will be decided upon in consultation with ERP group in OIL.

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OIL, Duliajan, Assam LIMS Project – RFP c) Data entry work in connection with customization and development of the software such as custom screens creation, programming, interfacing, etc. d) AMC for system for 3 years after expiry of warranty period. Although the AMC cost will be considered along with the cost of the system for evaluation of the bids, AMC cost per year and payment schedule should be separately mentioned at the time of submitting bids. e) License of the supplied software packages to be licensed to Oil India and successful vendor must supply license key or numbers for the software packages.

Notes: 1) Vendor should give the hardware requirements for the LIMS software and database. 2) Supply of Hardware, network, Database and software other than LIMS software will be the responsibility of Oil India Limited.

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ANNEXURE - A LIMS FUNCTIONALITY

DESCRIPTION OIL INDIA REQUIRMENTS VENDOR COMPLIANCE

NO. OF LABS R&D, Chemical and Pathology Labs Geographical spread Duliajan Functional Requirement: 1. Sample Log-In a) Log In Sample by field staff - Manual b) Log In of scheduled samples - Automatically c) Log In ad-hoc samples d) Auto Generation of email by originator

2. Registration of samples a) Acceptance of samples in Labs b) Automatic creation of sample ID / Syntax c) Generation of Bar code labels d) Classification of samples d) Auto generation of e-mail for acceptance or rejection of sample e) Priority of samples f) Splitting of Sample, Aliquot Sample g) Auto sample distribution based on defined business logic.

3. Sample processing a) Allocation of samples by lab officer to authorized Analyst by Work Sheets b) i. Authorization management ii. Testing of samples by only authorized analyst c) Viewing status of samples by authorized users (on hold/unreceived/ received /under test/completed/authorized/cancelled/suspended) d) Modification of samples details by Lab (e.g. Addition / Deletion of tests, Adding more sample details etc) e) Product specification of each sample: Off Spec parameters to be highlighted/window Pop-up f) Multi level product specifications. g) Reanalyzing of sample for failing parameters and Status change with change in color / font. h) Sample Completion: Auto & Manual I) Sample authorization: Auto & Manual j) Sample retention status/report k) Disposal of Sample l) Inbuilt mathematical computation module m) Run time changes of Test result as per defined business logic

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4.Instrument Management a) Instrument Interface (RS 232/ASCII/LAN) : Automatic and Manual downloading b) Fulfillment of Regulatory/Statutory Requirements (e.g. ISO 17025): i. Log book ii. Preventive maintenance schedule iii. Breakdown maintenance record iv. Calibration record v. Reminder of preventive maintenance and calibration vi. Reminder for consumables vii. Test procedures and laboratory instructions viii. Maintenance of electronic record as per ISO 17025 ix. Recording of environmental conditions and reminder

5. Supplies Management a) Stock receipt b) Stock dispensing c) Inventory Management system - Chemicals - Spares - Glass wares d) Reconciliation of used sample

6. Personnel Management a) Grouping: Authorization levels b) Work Load c) Training details d) Analyst details e) Role level access control of data

7.Reports / MIS a) COQ - Certification of Quality b) Maintenance Report c) Calibration Report d) Stock Control Report e) Analyst Performance Report f) Individual Lab work report of required period

8. Miscellaneous a) Cost per Sample b) Trend analysis c) Sample Explorer f) Sample status viewer g) Calculations / conversion tables h) Security features on Menu i) Role Level Field Control. j) Foolproof audit trail at every level k) Electronic signature compliance l) Integrated document management (enabling MS Office document, Picture, Video clipping attachment) with version control m) Categorization of Items at every level n) Multilevel filtration of data at any point o) Chain of Custody

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9. Scheduling of activities a) Sample generation b) Report distribution 10. User friendliness a) User can configure his own screens and decide how he wants to look at data b) User can modify workflows through a drag and drop interface without help from IT c) User can generate own procedures easily

ANNEXURE - B

EXCEPTION/DEVIATION PROFORMA

OIL expects the bidders to fully accept the terms and conditions of the tender document. However, Should the bidder still envisages some exceptions/deviations to the items and conditions of tender document; the same should be indicated here and put in un-priced bid. The price effect for withdrawal of such exception(s) to be indicated in the priced bids only. If this proforma is left blank, then it would be presumed that bidder has not taken any exceptions/deviations to the terms and conditions of the tender documents.

Clause no of Full Compliance Exceptions Confirmation Remarks Tender not agreed Deviations taken If Price effect for Document by Bidders with drawl of this exceptions(s) specified in the priced bid.

Signature of Bidder Date: Place: Seal of the Company

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9. Appendix-1: Workflow for analyses in R&D Lab

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10. Appendix-2: Workflow for analyses in Chemical Lab

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11. Appendix-3: Workflow for Analysis in Pathology Lab

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