`Restricted for Internal Use Only

PSU OIL MARKETING COMPANYS MANUAL

FOR

SELECTION

OF

DEALERS FOR REGULAR & RURAL RETAIL OUTLETS

21st May 2014

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Subject

Page No.

Introduction
Identification of Locations
State Retail Marketing Plan (SRMP)
Reservation
Rostering of locations and Type of RO sites
De-categorization
Eligibility Criteria for Individual Applicants
Eligibility Criteria for Non-Individual Applicants
Eligibility Criteria for locations where land is not required
Direct Award of Dealership
Retail Outlet Management
Spouse as Co-owner
Basic facilities required for operation of RO dealership
Scheme of Financial Assistance to SC/ST Category
Dealership
Disqualification
Affidavit
Application Fee
Non refundable fixed fee / Bidding amount
Selection procedure
Information update on web site
Field Verification of Credentials (FVC)
Letter of Intent
Cancellation of candidature and withdrawal of LOI
Re-advertisement of Locations
Grievance Redressal System
Retention of Files / Records
Time period for important activities
Commissioning of Dealership
Security Deposit / Fixed fee / Bid amount
Tenure of Dealership
False Information
List of Annexures
List of Appendices

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GUIDELINES ON SELECTION OF DEALERS FOR REGULAR & RURAL RETAIL OUTLETS

INTRODUCTION
Oil Marketing Companies (OMCs) have evolved new Dealer Selection Guidelines wherein the
selection is carried out through a transparent system of draw of lots/bidding process.
The salient features of the new selection guidelines are:
(i) As per the eligibility criteria an applicant has to meet the minimum requirements on
availability of suitable land, age, educational qualification and finance. However, for
Corpus fund locations, Finance is not an eligibility criterion.
(ii) There is neither marks-based evaluation nor interview for selection.
(iii) All applicants meeting the eligibility criteria will qualify for further selection process.
(iv) Different selection process for Corporation Owned Dealer Operated outlets, Dealer
Owned Dealer Operated outlets and Corporation Owned outlets under Corpus Fund
Scheme.
1. IDENTIFICATION OF LOCATIONS
A. Locations for setting up Retail Outlets are identified by the respective oil company based
on commercial / minimum volume considerations. Current volume norms are as under:(i) A&B Class Cities : Expected combined sales volume 150 Kl p.m.
(ii) National Highway : Expected combined sales volume 150 Kl p.m.
(iii) C Class Towns (Other than Rural) / State Highway Expected combined sales
volume 100 Kl p.m.
(iv) Rural ROs Expected combined sales volume 25 Kl p.m.
B. For the purpose of setting up Retail Outlets, the markets have been defined as under:(i) A Class Markets A Class cities i.e. Metropolitan cities and other cities / towns
having population of more than 20 lakhs as per 2011 census.
(ii) B Class Markets - Cities having a population of more than 4 lakhs and up to 20
lakhs as per 2011 census.
(iii) C Class Markets - All other Towns / Cities not covered under A, B and E class
markets excluding locations on National / State Highways.
(iv) D Class Markets - Retail Outlets on National (D1) / State (D2) Highways
(v) E Class Markets - Areas not covered by National / State Highways and pockets of
consumption having no retail outlet within 10 k.m. radius.

C. Remote Area and Low Service Area locations to be developed as per Gazette notification
dated 5.8.2003.
(i) Remote areas means the notified districts in the States of Himachal Pradesh, J&K,
North Eastern States, Sikkim, Uttranchal, Union Territories of Andaman & Nicobar
Islands, Lakshadweep Islands and any other area notified as such by the Central
Government.
(ii) Low service area means an area not covered by National Highway/State Highway
and not having any retail outlet within 10 KMs or as may be notified by the Central
Government from time to time.
D. Rural Markets : Retail outlet locations falling under C and E Class of markets and
having minimum volume potential of 25 Kls as mentioned above. Rural RO cannot be
developed on National / State / Coastal Highways, Express ways, A&B Class markets,
Areas covered under Municipal limits of a town.
E. Feasibility of the identified location would be prepared as Annexure A1 & Annexure A2
by the concerned Divisional / Regional / Territory Office.
The identified location should be specifically defined/clearly identified. Some of the
examples are:

Name of village(s) as per Revenue record

Name of colony / Sector, etc. as per Urban Development Authority / Municipality, etc.
Between specified KM stones on identified road
With reference to landmarks at specified locations etc.

The above will be indicated in the text of advertisement, which will also be hosted on the
Web site of OMCs. It should be ensured that there is no confusion/ambiguity in
understanding of the boundary/stretch, etc. of the location by all concerned.
Locations under Rural Marketing Plan should meet the norms of Rural ROs on the
date of advertisement.
2. STATE RETAIL MARKETING PLAN (SRMP)
Based on the list of identified feasible locations, respective oil company at State Office /
Zonal Office / Regional Office level will finalize the SRMP for individual state as per
reservation criteria and rostering method given below. The SRMP would be identified as
SRMP: YYYY-YY (Financial Year).

3. RESERVATION
A. The reservation for various categories in all the States except Arunachal Pradesh,
Meghalaya, Nagaland and Mizoram are as under: Category
Combined Category 1 (CC1)
Comprising of :(i) Defence Personnel &
(ii) Para Military Personnel/Central/State
Govt. and Central/State PSU employees
Combined Category 2 (CC2)
Comprising of :(i) Physically Handicapped Persons (PH)
(ii) Outstanding Sports Persons (OSP) &
(iii) Freedom Fighters (FF)
SC/ST
OBC
Open
Total

SC/ST

OBC

Open

Total

2%

2%

4%

8%

1%

1%

2%

4%

19.50%
24%
22.50%

44.50%
27% 50.50%

19.50%
24%
44.50%
100%

Standard distribution of locations in 200 point roster has been finalized covering all above
categories (Annexure B). The Distribution between SC and ST will vary in each state
depending on the ratio of SC / ST in the state as given in Annexure C.
B. Reservations in states of Arunachal Pradesh, Meghalaya, Nagaland and Mizoram would
continue to be as under as approved by MOP & NG earlier: State
Arunachal
Pradesh
Meghalaya
Nagaland
Mizoram

Percentage of Regular & Rural

RO Dealerships to be awarded
to ST category
70

Balance % to be awarded
to Open category

80
80
90

20
20
10

30

4. ROSTERING OF LOCATIONS & TYPE OF RO SITES:

A. Separate Roster (State Retail Marketing Plan)
Regular ROs and Rural ROs should have separate rosters (SRMPs) duly approved by
Retail head of State/Zonal/Regional office.

B. Allocation of location under different categories & completion of Roster

Locations finalized for setting up of Retail Outlets are to be placed under different
categories of reservation as per the slot allocated to each category under the 200 point
roster (Annexure-B) for each State by the oil company so as to ensure the percentage
reservation as envisaged by MOP&NG is achieved.
In the 200-point Roster, the allocation of a reserved category against a serial number is
done in such a way that when 200 numbers of Retail Outlets are planned in a state by an
oil company, the percentage of each category as envisaged by MOP&NG is achieved.
In order to achieve % criteria under reservation for respective category, continuity is to be
maintained in 200 point roster. For example at the time of preparation of the Roster, if
there are say, only 50 locations, as and when fresh locations are identified for setting up
of Retail Outlets, it will start from 51 no. in the roster and continue till 200 numbers are
completed in respect of the roster for the State. Once the roster serial numbers is
completed at 200, the next round of roster serial number will start again from no. 1 for the
state, subject to the provisions contained in Clause 5 below.
In case an SRMP is closed at a number other than 200, the next SRMP should start from
the next number where the earlier SRMP was closed.
The locations would be allotted to the Roster numbers based on Draw of Lots. The same
would be conducted, by a Committee comprising of 3 members, with at least one member
from an office other than the concerned Office / SBU / Department. The Committee to be
nominated by the Head of Retail in State/Zonal/Regional Office.
C. Type of Retail Outlet Sites
After finalization of Roster, the type of sites will be decided by the Oil Companies and the
same would be:S.N.
i.
ii.
iii.
iv.

Type of Site
Status of Land & Facilities
Locations under Corpus The offered land would be taken on
Fund Scheme (CFS sites)
lease/purchased and fully developed as
Corporation owned site.
Other Corporation Owned The offered land would be taken on
Sites (A/ CC sites)
lease/purchased and fully developed as
Corporation owned site.
Company Leased
The offered land along with super structure
developed by the dealer is taken on lease by
Corporation.
Dealer Owned sites (B, The offered land and the super structure will be
DC sites)
developed by the dealer. Pump, tank,
automation, signages, etc. will be provided by
the Corporation.

Note: Offered land can either be taken from the applicant or the owner of the land directly.
All locations rostered as SC/ST category will be developed as per (i) above.
Other locations will be developed as (ii), (iii), (iv) by the respective OMCs as per their
guidelines.

All new ROs with projected potential of 150 Kls and above shall be NANO (No Automation
No Operation) Compliant.
D. Existing Roster of earlier SRMPs and advertisement of Back Log locations
The existing Roster of old SRMPs made under the earlier guidelines has been frozen and
closed in July 2012. The locations already advertised and which are at various stages of
commissioning will be governed as per their advertisement conditions.
Industry will work out the backlog for locations under SC/ST category based on the
outlets commissioned / COCOs divested and LOIs issued against advertisement
released after 1.4.2002, under prevailing Marketing Plans of OMCs and advertise the
same.
E. Simultaneous advertisement of locations under new SRMP
Backlog locations under SC/ST category, of earlier Marketing Plans (as mentioned in
Clause 4 D), will be placed before the locations as per new SRMP, in the advertisement
5. DE-CATEGORISATION
For RO dealerships planned under these guidelines, following will be applicable: (i) For locations reserved under combined category CC1 and CC2, if any location
does not materialize with selection / commissioning due to either Nil response
against the advertisement or No eligible candidate is found or No candidate qualifies
or No selected candidate is able to commission the Retail Outlet Dealership, then that
location would be re-advertised in the respective main category without its subcategory i.e. locations will be advertised as SC/ST, OBC or Open category as
applicable.
(ii) For locations advertised / re-advertised under SC/ST or OBC category, if any
location does not materialize with selection / commissioning due to either Nil response
or No eligible candidate is found or No candidate qualifies or No selected candidate is
able to commission the Retail Outlet dealership, then that location will be readvertised under Open category.
(iii) However, it is to be ensured that the reservation is maintained on overall basis under
the 3 main categories while doing de-categorization of the locations from the roster by
converting corresponding number of locations under Open category (either existing
locations which have not materialized or newly identified locations) to SC/ST and
OBC category. In other words, shortfall in SC/ST and OBC category has to be
made good in the SRMP so as to ensure the percentage reservation of SC/ST :
22.5%, OBC : 27% and Open : 50.5% are maintained.
(iv) Replacement locations would be slotted in the vacant slot of the respective SC/ST and
OBC category location of the existing SRMP. The location which is to be replaced if
dropped then no further action in the SRMP. However, if the location is advertised as
Open, then in that case that open category location would be rostered under open
category slots of new roster or subsequent open category slots.
(v) With regard to reservation under combined categories CC1 & CC2, reservation
percentages for each sub-category will be maintained only at the time of initial

rostering. In other words, once the sub-category of such locations is changed to its
main category after the first advertisement upon non-materialization, no adjustment /
replacement in the roster would be required for such sub-category in the SRMP.
(vi) Once a location is de-categorized or re-advertised, the decision on type of Retail
Outlet sites can again be reviewed by the respective Oil Companies.
(vii) At the time of de-categorization/re-advertisement, if any location is found unviable due
to any subsequent development, the location may be replaced with a new location with
necessary approval from Retail Head of State/Zonal/Regional office.
De-categorization as explained above is illustrated below:Advertised
Under

Advertised /
Re-advertised
Under

Re-advertised
under

SC/ST CC1
SC/ST
SC/ST CC2

Open CC1
Open

Open

DL

Open CC2
OBC CC1
OBC
OBC CC2
Re-placement
locations (RL)

Note: a.

indicates, non-materialization of location upon advertisement. The

location to be de-categorized from the sub-category to its respective
main category and re-advertised.

b.

indicates, de-categorization of location from SC/ST or OBC to

Open category upon non-materialization, and further
re-advertisement under Open category.
However the same to be replaced with a new location under
the respective de-categorized SC/ST or OBC category

c.

DL

d.

indicates Dropped location. No further action required, location can

be either dropped or carried forward to next SRMP
indicates Replacement location. non-materialized & decategorized

RL

locations of Open category or newly identified locations which will

replace the non-materialized & de-categorized locations of SC/ST
or OBC category under the SRMP
6. ELIGIBILITY CRITERIA FOR INDIVIDUAL APPLICANTS
PARTNERSHIP

PROPRIETORSHIP /

Common Eligibility Criteria for all Categories applying as Individual (as on date of
affidavit (Appendix XA) unless mentioned otherwise)
(i) Citizenship : Indian Citizen.
(ii) Residential status:
Regular ROs :
Resident of India (as per Income tax rules1) as on date of affidavit.
Rural ROs :
Resident of India (as per Income tax rules1) as on date of affidavit.
and
Resident of the concerned Revenue District (Residence certificate issued within
previous six months of the date of affidavit will be treated as valid residence certificate
Appendix I).
(iii) Age: Not less than 21 years and not more than 55 years (as on date of affidavit Appendix XA) except for Freedom Fighter under CC2 category.
Proof of age should be supported by copy of 10th Standard Board Certificate /
Secondary School Leaving Certificate / Birth Certificate / Passport / Affidavit for age /
Identity card issued by Election Commission.
(iv) Educational qualification:
For educational qualification from overseas universities / boards, equivalent certificate
issued by competent authority / State Government / Government of India should be
attached by the applicants.
a) In respect of applicants belonging to CC1 & CC2 categories:For Rural ROs: Passed Minimum 10th (examination conducted by a Board/School).
For Regular ROs: Passed Minimum 10+2 level of examination conducted by a
Board/University.
b) In respect of applicants belonging to other categories:For Rural ROs: Passed Minimum 10+2 level of examination conducted by a
Board/University.
1

If an individual stayed in India for 182 days or more in the previous Financial year, he is treated as resident of India as per
Income Tax Rules irrespective of his citizenship. If the stay is less than 182 days he is a non-resident.

For Regular ROs: Have minimum any one of the following educational qualification
awarded by any of the universities incorporated by an Act of the Central or State
Legislature in India or any other educational institution established by an Act of
Parliament or declared to be deemed as a University under UGC Act 1956, or
possess an equivalent qualification recognized by the Ministry of HRD, Govt. Of
India as on the date of application.

Graduation in any field

Chartered Accountant
Company Secretary
Cost Accountant
Diploma in Engineering

Minimum Educational qualification is not applicable to Freedom Fighters under

CC2 category.
(v) Finance :
For Regular ROs the fund requirement for eligibility will be Rs. 25 lakhs and in respect
of Rural ROs the fund requirement for eligibility will be Rs. 12 lakhs. The funds can be
in the following forms:

Funds
in
savings
accounts,
Deposits
with
Bank/Registered
Companies/Postal Schemes : Copy of Pass book/account statement/deposit
receipts to be provided.
National Savings Certificates, etc : Redemption value - Valuation certificates
along with copy of NSC to be provided.
Bonds : Redemption value : Valuation Certificates along with copy of bonds to
be provided.
Shares of listed Companies in Demat form : Valuation certificates along with
copy of Demat statement to be provided.
Mutual Funds : Valuation certificates along with copy of mutual fund certificates
or Demat statements to be provided.

All valuation certificates should be for the assets held on any date after the date of
advertisement. The valuation certificate is to be obtained either from a Chartered
Accountant or Depository Participant, as applicable.
Only 60% of the certified value (for Shares, Mutual funds & Bonds) will be considered
for the purpose of eligibility.
The above details are to be given in the application form by the applicant supported
by copies of relevant documents. The eligibility would be determined based on the
declaration given in the application and relevant Clause of the affidavit (Appendix XA /
XB as applicable) regarding the same.
The funds mentioned in the application form should be available with the applicant as
on the date of affidavit.

During field verification availability of fund as on cut-off date of submission of

application will be verified.
Wherever available funds as closing balance on the cut-off date of submission
of application are found to be less than the funds required for eligibility,
candidature of the applicant will be cancelled.
a) The amounts of Rs. 12 lacs and 25 lacs as mentioned above are only for deciding
eligibility criteria. The actual funds to be arranged would vary from case to case
basis as determined by the respective Oil Company, as indicated in the
advertisement. The fund requirement given in the advertisement does not include
cost of development of land being offered as detailed in Clause 6, (vi), item no. (e)
of Note.
b) In case of SC/ST locations, Finance will not be eligibility criteria.
c) Cash/Jewelry/Instruments, etc. where the ownership cannot be established will not
be considered.
d) Balance in current account will not be considered.
In respect of Finance parameter as indicated above the ownership of finance by any
member of the family unit (as defined under Multiple dealership norms in Clause 14
- Disqualification) will be considered as belonging to the applicant subject to
producing consent letter(s) in the form of affidavit (Appendix IV) from the
concerned member of the family unit for funds availability as mentioned in Clause 10
of the Application form (Appendix XI A).
(vi) Land (Applicable to all categories):
The applicants would be classified into two groups as mentioned below based on the
land offered by them in the application form:Group 1: Applicants having suitable piece of land in the advertised location/area either
by way of ownership / long term lease for a period of minimum XX years as advertised
by the Oil Company.
Group 2: Applicants having Firm Offer for a suitable piece of land for purchase or long
term lease for a period of minimum XX years as advertised by the Oil Company.
The other conditions with respect to offering of land are as under:a) The land should be available with the applicant as on the date of affidavit and
should have minimum lease of XX years from the date or after the date of
advertisement but not later than the date of affidavit (Appendix XA/XB).
b) If the offered land is on Long term lease, then the Lease agreement should have a
provision to sub-lease the land wherever the locations are advertised under
Corpus Fund Scheme (CFS), Other Corporation Owned Sites (A/ CC sites) and
Company Leased sites.
For Dealer owned sites (B/DC sites), the applicant should ensure that the land
arranged by the applicant is either registered in the applicants name or leased in
favour of the applicant for a minimum period of XX years.

10

c) The applicant(s) under Group-1 should furnish at least one of the following
documents in support of ownership of land offered for the Dealership:

Khasra / Khatauni or any equivalent revenue document or certificate from

revenue official confirming status of the ownership of the land
Registered Sale deed/Registered Gift deed
Registered Lease deed for a minimum period of XX years
Any other type of ownership / transfer deed document
Lease agreement or firm allotment letter issued by Government / Semi
Government bodies

d) The land owned by the family members (the family will comprise of the Family
Unit as defined in Multiple dealership norm under clause 14 Disqualification) will
also be considered as belonging to the applicant subject to producing the consent
letter in the form of affidavit (Appendix V A) from the concerned member(s) of
the family unit.
e) The eligibility of the Land will be decided by Oil Company with reference to a
confirmatory letter from an advocate (Appendix V B) to be arranged by the
applicant.
f)

In case the applicant or member(s) of family unit own the land jointly with third
person, the consent letter in the form of an Affidavit (Appendix V A) or Power Of
Attorney clearly authorizing the applicant for such use of land from third person is
also required.

g) The firm offer of land will include land offer from third party based on Agreement
to purchase/long term lease (as per terms and conditions advertised by the
OMCs). Offer letter should be in the form of an Affidavit (Appendix V A) or
Power of Attorney for this purpose.
h) Various situations of ownership for defining owned / firm offer are as under:S. Situation of
No ownership
.
GROUP 1

Share of
applicant in
land

Additional documents
required

Evaluation
as

Self

Full

Nil

Owned

Self with
members of
family unit or
owned
exclusively by
family members
Self with other
owners
Family
members with
other owner(s)
Self with family

Part / Nil

Consent letter in the form of

affidavit from members of
family unit - Appendix V A

Owned

Part

If the share of the applicant Owned

and/or family members is
more than or equal to land
required by the company.
Consent letter on stamp
paper or an affidavit or Power
of Attorney from all Co-

Nil
Part

11

members &
other owners
Land owned by
Government/
SemiGovernment
bodies

GROUP 2
Land owned by
5
third party in part
or full

owners(s) should be provided

Appendix-V A.
Allotment Letter from the
Owned
Government/ SemiGovernment bodies in the
name of Self with specific
mention for use of petrol
pump.

Full

Part/Nil

Consent letter in the form of

affidavit / Power of Attorney
from other owner(s) Appendix V A

Firm Offer

i)

Each applicant will have to declare, in the application form, the category under
which offered land falls. Supporting the above, a confirmatory letter from an
advocate (Appendix V B) giving details of the current ownership, documents
relied upon and the category under which the land falls (Group 1 or Group 2) also
is to be submitted. The eligibility and the Group under which the applicants land
falls, would be determined based on the declaration given in the application,
confirmatory letter from the advocate and relevant Clause of the affidavit
(Appendix XA/XB as applicable) regarding the same.

j)

Verification of the supporting documents submitted by the applicant will be carried

out for the selected candidate at the time of Field Verification of Credentials.

Note :
a. Own means having ownership by way of Registered Sale deed, Registered Gift
deed, etc. or title of the property or registered long lease (as per individual OMC
norms) in the name of applicant / family unit as defined in multiple dealership
norm under clause 14 (Disqualification).
b. Only one piece of suitable land to be offered by the applicant.
c. In-spite of above if an applicant offers more than one land then, a confirmation in
writing is to be obtained by Land Evaluation Committee (LEC) from the applicant
with regard to the plot of land to be considered.
d. The same piece of land cannot be offered by more than one applicant for a
particular RO location against an advertisement. In case more than one
application is received offering the same piece of land all such applications would
be rejected.
e. The selected candidate has to make available the offered land duly developed up
to the road level by cutting/filling (as applicable), with good earth/murrum, layerwise compacted as per standard engineering practices to the satisfaction of the
concerned OMC. The selected candidate is also required to provide retaining wall
and compound wall of min. height 1.5 meters, designed as per site conditions as
per approval of OMC.

12

f.

There is no commitment by the Oil Company for taking the offered land from the
applicant. If an applicant, after selection, is unable to provide the land indicated in
the application within a period of 2 months (for Group 1) and 4 months (for Group
2) from the date of Letter of Intent (LOI), Oil Company will have the right to cancel
/ withdraw the LOI issued in favour of the selected candidate for allotment of
dealership.

(vii)Specific Eligibility Criteria for applying in different reserved categories is as

under:
a) Scheduled Caste/ Scheduled Tribe Category (SC/ST):
The candidates belonging to Scheduled Castes/ Scheduled Tribes (SC/ST)
recognized under the Constitution of India will be eligible. The applicants will be
required to submit along with the application a copy of the certificate issued by the
competent authority, notified by Govt. of India, certifying that the candidate belongs to
Schedule Caste / Schedule Tribe as per Appendix VI.
b) Other Backward Classes (OBC)
The candidates belonging to Other Backward Classes recognised as OBC by
Government of India (Central Government) under the Constitution of India and / or
recognized by the concerned State as OBC in which the location has been advertised
will
be
eligible.
The candidates will be required to submit along with application a certificate issued by
the competent authority notified by the Government of India and/or by the concerned
State in which the location has been advertised certifying that the candidate belongs
to Other Backward Classes recognized as OBC by a Resolution/Gazette Notification
issued by GOI (Central Government)/State Government. Along with the OBC
certificate (Appendix VII A), the candidate also has to submit an undertaking
(Appendix VII B) that he/she belongs to the OBC category and fulfils the noncreamy layer status. The date of undertaking (Appendix VII B) will be treated as the
date of reckoning for OBC status of the candidate and also for determining that the
candidate does not fall in the creamy layer.
c) Defence Personnel (DEF)
Defence Personnel means personnel of armed forces (viz. Army, Navy, Air Force) and
will cover:
(i) Widows/dependents of those members of Armed Forces who died in war or in
harness due to attributable causes
(ii) Ex-service men who are war disabled / disabled in peace due to attributable
causes
(iii) Able bodied Ex-service men
Candidate applying under this Category covered under (i) & (ii) above should
attach in original the Eligibility Certificate issued from Directorate General of
Resettlement (DGR), Ministry of Defence, Government of India sponsoring the
candidate for the RO Dealership for which he/she has applied. Certificate of eligibility
issued for one RO Dealership is not valid for another RO Dealership and therefore a
candidate can be considered to be eligible only if he/she has been sponsored for the
particular location with reference to current advertisement.

13

Note: The applicants under this category can also submit the original eligibility
certificate from DGR on the day of draw of lots. However, only on submission
of such certificate they will be considered for draw of lots. (The Call letter
informing the date & time for draw of lots (Annexure X) should specify the
above requirement also). DGR certificate can be submitted along with the
application or at the time of draw of lots. Certificate should not be sent by post
after submission of application.
Candidate applying under this Category covered under (iii) above should submit
copy of Discharge Order or Pension order.
d) Government (including PMP) and Public Sector Personnel
The personnel serving in different Departments of Central/State Governments and
Public Sector undertakings of Central/State Government who are incapacitated or
disabled while performing their duties will be eligible under this category. In case of
death, while performing duties, their widows/ dependants will be eligible under this
category.
Applicants under this category should attach a copy of relevant certificate from the
concerned Organisation/Govt Department signed by the Head of the Office or an
Officer not below the rank of Under Secretary to the Government Appendix VIII.
e) Physically Handicapped Category (PH):
Candidates would be considered eligible under this category in case the candidates
are orthopaedically handicapped to the extent of minimum of 40% permanent (partial)
disability of either upper or lower limbs; or 50% permanent (partial) disability of both
upper and lower limbs together. For this purpose, the standards contained in the
`Manual for Orthopaedic Surgeon in evaluating Permanent Physically Impairment'
brought out by the American Academy of Orthopaedic Surgeons, USA and published
on its behalf by the Artificial Limbs Manufacturing Corporation of India, G.T. Road,
Kanpur, shall apply.
Deaf, Dumb and blind persons with minimum 40% disability (speech, hearing and
visual impairment) will be eligible to apply for RO dealership under this category.
However, totally blind persons will not be eligible.
Candidate applying under this category should produce a certificate (as per the
standard format) issued by a Medical Board duly constituted by the Central / State
Government as per the Gazette of India Extraordinary New Delhi, No 154 dated June
13, 2001 on Guidelines for evaluation of various disabilities and procedure for
certification.
The applicants will be required to submit along with the application a copy of the
certificate (Appendix_IX).
f)

Outstanding Sports Persons (OSP):

The following persons will be eligible:

Arjuna Awardees / Khel Ratna Awardees.

Winners of Medals at Olympics/ Asian /Commonwealth Games and Recognised
World Champions.

14

First position holders of recognized National Championships held for senior level
(men & women)

Candidate applying under this category should produce a certificate from the
Recognised National Federation Organising National Championships (as recognised
by Department of Youth Affairs and Sports, Govt of India) or from the Dept of Youth
Affairs and Sports, Govt of India.
g) Freedom Fighter (FF) :
The applicant should produce a certificate or Tamrapatra or an attested copy of the
Pension order issued by the Accountant General in pursuance of the sanction letter
from the Ministry of Home Affairs, GOI of their having been Freedom Fighters.
Note : In case certificates submitted by the applicants issued by various Govt
Officials are not as per the given formats, the applicants would not be made ineligible
if the contents are as per Corporations requirements.
(viii) Specific Requirement of applicants applying under Partnership:
In case of partnership, each partner should individually meet the parameters on Age
and Education for applying as an individual. The land and finance owned by
partner(s) will be treated as owned by the proposed firm as a whole for the purpose of
eligibility.
Each partner should submit separate application form along with separate nonrefundable application fee. However, the applications should be clubbed together.
They also have to submit a copy of the proposed partnership deed along with the
application.
However, the applicants should submit only one Financial bid and Initial Down
Payment (IDP) for their application.
7. ELIGIBILITY CRITERIA FOR NON-INDIVIDUAL APPLICANTS (ENTITY)
Non-individual entity applicant means Government Bodies/Agencies, Societies registered
under Societies Registration Act 1860 / Societies registered under Co- operative Societies
Act, 1912 or Co-operative Societies Act as enacted by concerned States, Charitable
Trusts registered with Charity Commissioner of respective State Government, Companies
formed under the Companies Act, 1956 / 2013 (except Pvt. Ltd. companies).
Non- Individual Applicants (Entity) Applying Under different Category :
A. Open category :
Non-individuals applicants are eligible to apply under Open category subject to the
following: (i) Residential status: The entity should be registered in India. In case of Registered Cooperative society/Consumer Co-operative society, it should be registered in the district
concerned for applying for Rural ROs.
(ii) Age: The date of Registration / Incorporation of the firm / entity should be a least 3
years prior to the date of affidavit (Appendix XB).

15

(iii) Land : With regard to land, all conditions covered for individuals would apply
excepting clauses given for land owned by family unit. In other words, the offered land
should either be owned or on long lease in the name of entity for Group 1 and a firm
offer in the name of the entity for Group 2.
(iv) Finance : All conditions covered for individuals would apply excepting finance offered
by family unit. In other words, the offered finance should be in the name of the entity
itself.
Registered Societies / Companies should have made a net profit for previous 3
consecutive financial years duly certified by a Chartered Accountant.
B. Other than Open Category:
Only Registered Co-operative Societies can apply under Other than Open Category. In
case of Registered Co-operative Societies applying under Reserved categories, all
members of the society should belong to the same category for which the RO dealership
has been advertised. A copy of the certificate to this effect from Registrar of Societies and
list giving names of all members of the society will be required. They would also have to
meet the eligibility criteria as mentioned above.
Note:
a. All Non-individual entities applying for the dealership should meet the Land and
Finance requirements as specified under Individual applicants to become eligible for
the draw. The land and finance should be in the name of the organization and not in
individual names. They also should meet the applicable multiple dealerships norms
and also do not have any disqualification criteria specified under Clause
DISQUALIFICATION.
b. Non-Individual entities other than Registered Co-operative Societies are not eligible to
apply for Rural ROs.
c. Pvt. Ltd. companies will not be eligible to apply for any RO dealership.
d. Registered Societies / Charitable Trusts/ Companies will have to furnish appropriate
resolution to show that person making the application on its behalf is empowered to
make the same. Authorized signatory on behalf of the entity will also have to furnish
an undertaking that it will observe the relevant guidelines.
8. ELIGIBILITY CRITERIA FOR LOCATIONS WHERE
EXPECTED TO ARRANGE LAND :

APPLICANTS

ARE NOT

This will include cases of divestment of COCOs, locations where land is available with
OMCs or OMCs propose to procure the land.
In all such cases, the eligibility criteria will not include parameter of land.
9. DIRECT AWARD OF DEALERSHIPS
Govt. agencies / Departments / PSUs can be considered for award of dealerships directly
without advertisement in addition to their eligibility to apply under OPEN category.

16

In addition, Policies approved by OMCs for direct allotment of dealerships under

Corporate tie ups as advised by MOP&NG vide letter No. P-38012/3/2008-IOC (Pt.) dated
15.9.2008 would continue.
Multiple dealership norms will be not be applicable for both the above categories.
10. RETAIL OUTLET MANAGEMENT
A person selected for the dealership shall be paying attention towards day to day working
of the dealership by personally managing the affairs of the dealership. He/She will not be
eligible for taking up any employment. If the selected person is already employed he/she
will have to resign from the employment and produce the letter of acceptance of
resignation by the employer before the issuance of Letter of Appointment by the Oil
Company.
Further at the time of issuance of letter of appointment, the LOI holder will have to give
notarized affidavit stating that he/she is not employed in Private Sector or is not drawing
any salary/perks/emoluments from State / Central Government (Appendix - III). The LOI
holder will also affirm that during the tenure of the Dealership he/she will not take up any
employment in Private Sector or will not draw any salary/perks/emoluments from State /
Central Government.
A Non - Individual applicant (entity) selected for the dealership will have to manage day to
day working / affairs of the dealership under control/supervision of their own employee(s)
and in line with the provisions of dealership agreement.
11. SPOUSE AS CO-OWNER
In case of individual applicants, applying as Sole proprietor, his/her spouse (i.e
wife/husband) will be made a partner with a share of 50%, after the issuance of LOI,
unless the spouse is already gainfully employed and/or do not wish to be made a partner.
If the applicant is unmarried/divorcee/widow/widower at the time of issuance of LOI,
he/she will be required to give an undertaking that as and when he/she gets married,
his/her spouse will be made a partner unless the spouse is already gainfully employed
and/or do not wish to be made a partner. Spouses will be considered for partnership
irrespective of any need to satisfy the eligibility criteria for dealer selection. However, they
should fulfil the provisions on multiple dealership norms, conviction clause and the
condition that they were not a signatory to a terminated dealership/distributorship for
proven malpractices etc. In case the spouse is being made partner, then a separate
Affidavit (as per Appendix XA) from the Spouse, proposed partnership deed and other
necessary documents be taken before induction as partner / issuance of LOA. Provisions
of Reconstitution policy are not applicable for induction of Spouse as Co-owner (a) before
issue of Letter of Appointment for married applicants/allottees or (b) within one year of
marriage in other cases.
For making spouse as partner a letter as per Appendix II A along with an Affidavit from
the Spouse as per Appendix II B will be taken after award of LOI and necessary
documentation with respect to Registration of Partnership deed, etc. will be completed by
the applicant(s) prior to issuance of LOA. LOA will be issued and dealership agreement
will be signed with both the partners.
In case the spouse does not wish to become a partner for any reason including she/he
being gainfully employed, Affidavit as per Appendix II B should be obtained for records.

17

Applicants are not permitted to enter into partnership with anyone other than their spouse
under the above mentioned clause.

12. BASIC FACILITIES REQUIRED FOR OPERATION OF RO DEALERSHIPS

The following facilities are required to be provided at the retail outlet. Depending upon on
the type of site the facilities are to be made available by the Dealer (as specified by the
Corporation) / Corporation as mentioned against each type of facility:
S.N.

Type of Facility

TYPE OF SITE
A / CC
B/ DC
site
Site /
including
Company
CFS
Leased
locations
site
Provision of Facility by:

Infrastructural Facilities:
i. Developed land with boundary /compound
wall as per Corpn. Specification

Dealer

Dealer

ii. Tanks, Dispensing Units, Signages,

Automation, etc.
iii. Sales Office, Store Room, Toilet, Electrical
Room, Water Connection, Yard Lighting,
etc.
iv. Generator / Invertor

Corpn.

Corpn.

Corpn.

Dealer

Dealer

Dealer

v. Compressor with Electronic Gauge for Air

Filling (As decided by OMC)

Corpn.

Dealer

vi. Driveway

Corpn.

Dealer

vii. Canopy (as per Corpn. requirement)

Corpn.

Dealer

Dealer

Dealer

Customer Convenience Facilities:

i. Clean Drinking Water, Maintenance of Neat
& Clean Toilet, Telephone, etc.

C. Site specific additional facilities required for customer service such as Staff cum
Change Room, Service Station, Rest Room, Restaurant, PUC facility and/other Facilities
as may be specified by Oil Company from time to time will be provided by Oil
Company/Dealer Select as applicable.
D. Fire fighting & Safety Equipments
Dealer will provide Fire fighting/Safety equipments at Retail Outlet as per the statutory
requirements and maintain them in good working condition at his/her own cost. Trained
staff should be available to handle and operate the same.
E. Investment Required:

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The approximate investments required for development of infrastructure and facilities at

New Retail Outlets will be indicated in the advertisement.
F. Statutory Approvals / Licences:
Dealer select will obtain all statutory approvals / licences for operation of dealership as
required.
G. Licence Fee:
In case of Corporation owned A / CC site ROs including ROs developed under Corpus
Fund Scheme for SC/ST category dealerships, a Licence Fee payable on per KL basis
would be recovered from the dealer as applicable from time to time. The same at present
is Rs. 48/KL for MS and Rs. 41/KL for HSD.
For Dealer owned B / DC site ROs, this Licence Fee would be recovered at a lower
rate from the dealer. The same at present is Rs. 18/KL for MS and Rs. 16/KL for HSD.
In certain cases, the land and super structure (constructed by the dealer), will be taken on
lease from the selected candidate. The rentals as mutually agreed will be paid by the Oil
Company and the same amount will be recovered from the dealership as additional
licence fee. In such cases licence fee will be recovered at the lower rate which at present
is Rs. 18/KL for MS and Rs. 16/KL for HSD.
13. SCHEME OF FINANCIAL ASSISTANCE TO SC/ST CATEGORY DEALERSHIPS
UNDER CORPUS FUND SCHEME
Financial assistance will be given to persons belonging to Scheduled Castes and
Scheduled Tribes on award of dealerships by the Oil company as under:

In respect of locations reserved for SC/ST categories, the Oil Company will make
available the ready Retail Outlet with required facilities at its cost on the land offered
by the candidate and procured by the Company on mutually agreed terms and
conditions.

Oil Company will also provide adequate working capital loan for a full operation cycle
of the operation of the Dealerships. Both the working capital as well as 11% per
annum interest thereon will be recovered in 100 equal monthly installments
commencing from the 13th month of commissioning of the Dealership.

14. DISQUALIFICATION
A. Individual Applicants :
The persons while meeting the above mentioned eligibility criteria if do not satisfy any of
the following requirements will be considered as ineligible for applying for the dealership:(i) Fulfill Multiple dealership norms : Multiple Dealership/Distributorship norms means
that the applicant or any other member of family unit should not hold a dealership/
distributorship or Letter of Intent (LOI) for a dealership/distributorship of any Oil
Company i.e. only one Retail Outlet / SKO-LDO dealership / LPG distributorship or an
LOI of an Oil Company will be allowed to a Family Unit.

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Family Unit in case of married applicant, shall consist of individual concerned, his/her
Spouse and unmarried son(s)/daughter(s). In case of unmarried person/ applicant,
Family Unit shall consist of individual concerned, his/her parents and his/her
unmarried brother(s) and unmarried sister(s). In case of divorcee, Family Unit shall
consist of individual concerned, unmarried son(s)/unmarried daughter(s) whose
custody is given to him/her. In case of widow/widower, Family Unit shall consist of
individual concerned, unmarried son(s)/unmarried daughter(s).
Oil Company for this purpose would also include Private sector Oil Marketing
Companies as per Gazette notification of 2002.
In addition they should :
(ii) Not have been convicted for any criminal offence involving moral turpitude/ economic
offences (other than freedom struggle).
(iii) Not have been a signatory to a dealership / distributorship terminated on account of
proven malpractices.
(iv) Not be Mentally unsound / totally paralyzed.
(v) Not have resigned as sole proprietor of RO dealership / LPG Distributorship/SKO-LDO
dealership in favour of his/her Family members.
In addition,
(vi) The family members (as per definition under multiple dealership norm) of the
employees of Oil Marketing Companies (who are employed at the time of application)
would not be permitted to apply for RO dealership.
Partnership firms
The conditions spelt out above for individuals would be applicable to each partner of the
partnership firm individually.
B. Non-Individual applicants (Entity)
The entity while meeting the eligibility criteria if do not satisfy any of the following
requirements will be considered as ineligible for applying for the dealership:(i) Multiple dealership norms: Applicability of multiple dealership norms to various nonindividuals (entities) which will be as follows:
For Companies Registered under Companies Act 1956 or 2013 : The applicant
company will not be eligible for RO / SKO-LDO dealership if any of the RO
dealership/SKO-LDO Dealership /LPG distributorship is held by the following:

Any of the Director or his family members (family as defined in the case of multiple
dealership norms for individuals).
Holding company or Subsidiary Company.
Any other company or Firm where share holders (put together) of the applicant
company have controlling stake i.e. 51% or more.

(ii) If any individual, partnership firm, company, trust or society already holding RO / SKOLDO dealership/LPG distributorship acquire controlling stake in a company having RO

20

/ SKO-LDO dealership/LPG distributorship then the RO/ SKO-LDO dealership /LPG

distributorship of the acquirer would be liable to be terminated.
(iii) Government owned Companies defined as major shareholding with the Government,
Public Sector & Joint Sector Units or Government administered Organization are
exempted from the above Multiple Dealership Norms.
(iv) For the charitable trusts registered with the charity commissioner of the respective
State Government and Societies Registered under Societies Registration Act 1860 /
Societies Registered under Cooperative Societies Act 1912 or Co-operative Societies
Act as enacted by concerned states:
Such entities will not be eligible for RO / SKO-LDO dealership, if any of the RO / SKOLDO dealership/LPG distributorship is held by any of the Member of the Governing
Body/Managing Body/Any such other Body or his family members (family as defined
in the case of multiple dealership norms for individuals)
(v) None of the members of the Governing / Managing Committee of the Registered
Societies /Trusts/ Company incorporated under Companies Act 1956/2013 should
have been convicted for any criminal offence involving moral turpitude and / or
economic offences (other than freedom struggle) punishable under Law.
(vi) The Registered Societies / Trusts/ Company incorporated under Companies Act
1956/2013 should not have been convicted for any criminal offence involving moral
turpitude and / or economic offences (other than freedom struggle) punishable under
Law.
(vii)None of the members of the Governing / Managing Committee of the Registered
Societies / Trusts/ Company incorporated under Companies Act 1956/2013 should
have been signatory to dealership/distributorship agreement of any Oil Company,
which was terminated for malpractices and / or for violations of provisions of the
Marketing Discipline Guidelines.
(viii) The Registered Societies / Trusts/ Company incorporated under Companies Act
1956/2013 should not have been signatory to dealership/distributorship agreement of
any Oil Company, which was terminated for malpractices and / or for violations of
provisions of the Marketing Discipline Guidelines.
Note: Conditions mentioned above are not applicable to Government owned Companies
defined as major shareholding with the Government, Public Sector & Joint Sector Units or
Government administered Organization.
15. AFFIDAVIT
The applicants should submit an affidavit in the standard format confirming facts as per
Appendix XA (for individual) and APPENDIX XB (for Non-individual) along with
application.
Note :

All affidavits should be submitted in original on stamp paper of appropriate value as

applicable in the concerned State.
All Stamp papers should be purchased in the name of the deponent.
All affidavits should be made after the date of advertisement.

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16. APPLICATION FEE

Non refundable application fee of Rs.100/- in respect of Rural ROs (Rs.50/- for SC/ST
category locations) and Rs. 1000/- in respect of Regular ROs.(Rs.500/- for SC/ST
category locations) in the form of demand draft of schedule bank only in favour of the Oil
Company as per the details given in the advertisement.
One applicant can submit only one application for one location. In case more than one
application is received from one applicant, only one application would finally be
considered for Draw of Lots / Bidding process. The non-refundable Application fee
submitted by the applicant along with all other applications will not be refunded.
17. NON-REFUNDABLE FIXED FEE / BIDDING AMOUNT
(i) In case of Dealer Owned / Company leased sites as defined in Clause 4 C, a Nonrefundable fixed fee of Rs. 5 lakhs for Rural ROs and Rs. 15 lakhs for other ROs
would be payable before issuance of LOA.
(ii) In case of Corporation owned sites (other than CFS) involving bidding for allotment,
the minimum non-refundable bidding amount of Rs. 10 lakhs for Rural ROs and Rs.
30 lakhs for Regular ROs would be applicable. Applicant would be required to deposit
Rs. 50,000/- for Rural ROs and Rs. 1.5 lakhs for Regular ROs along with application
as Initial Down Payment (IDP). The IDP from successful candidates would be
adjusted against the bid amount payable before issuance of LOA.
(iii) IDP would be refunded to ineligible/unsuccessful applicants within 60 days of
rejection or within 15 days of opening of bids, whichever is earlier.
(iv) In case the highest bidder is unable to submit the total bidding amount within the
stipulated time or he withdraws for any reason, his selection would be treated as
cancelled and IDP would be forfeited.
18. SELECTION PROCEDURE
Selection will be basically made through draw of lots or bidding process depending upon
the type of Retail outlet site as defined in Clause 4 C. This will also be indicated against
each location in the advertisement.
A. Draw of Lots
Selection through draw of lots amongst eligible candidates and as per process detailed in
following paragraphs will be made for :

Corporation Owned outlets under Corpus Fund Scheme.

Company Leased
Dealer Owned Dealer Operated outlets (B / DC sites)

B. Bidding Process
Selection through Bidding process will be made for Corporation Owned Dealer Operated
Sites (A / CC sites) except for Corpus fund locations mentioned above. However, in

22

case of tie in bid amount, selection will be made through Draw of Lots amongst tied up
bidders.
C. Advertisement :
Selection will be done by inviting applications through advertisements under appropriate
category in two newspapers (Annexure - D) - One English daily and one Regional
Vernacular news paper having highest circulation in the State in respect of Regular
ROs. In case of Rural ROs advertisement is to be given in one English daily having
highest circulation in the State and one vernacular daily having highest circulation
in the district where the location falls. The details of highest circulation are to be taken
from the Corporate Communication department of the Oil Company.
The advertisement published in News Paper will also be hosted in the Web sites of
concerned OMCs simultaneously.
D. Cut-off date for receipt of Applications:
The advertisement should specify the last date and time on or before which the
application should reach the designated office of OMC. The cut-off date should be
minimum 30 days from the date of publication of the advertisement in the newspapers i.e.
it should be ensured that the applicants get a minimum of 30 days time for submission of
completed application. It should be ensured that the last date for submission of
application as specified in the advertisement is a working day for the OMCs. The same
principle applies for release of corrigendum, if any.
For candidates applying on-line the last date for filing application will remain the same.
Further, 7 days additional time will be given only for submission of hard copy of the online application with signature and copies of relevant documents at the designated office
of OMC.
Applications received after the specified closing date and time including postal delay will
not be considered and no correspondence shall be entertained in such cases whatsoever.
In case of on line application, if the applicant fails to submit his/her on-line application on
the due date and time due to any technical reasons, whatsoever, the company shall not
be held responsible and no request for subsequent submission of the application shall be
entertained.
Brochure for Selection of Retail Outlet dealerships given in Annexure - E along with
application format can be down loaded from the website free of cost. The Brochure will
also be made available at the office of the OMCs at a nominal charge of Rs 100/ (One
hundred only) per copy. The details of OMCs office where this information is available will
also be a part of the advertisement and copy of the advertisement will also be displayed
at OMCs concerned office.
E. Publicity:
Copy of advertisement should be forwarded by Registered Post / Speed Post to Rajya
Sainik Board (RSB) of the concerned State and Directorate General Resettlement,
Ministry of Defence, West Block IV, Wing No.1, R.K.Puram, New Delhi 110 066
(Annexure - F)
Additionally, in order to ensure maximum response to the advertisements under various
categories, copies of advertisements may be forwarded to the respective District

23

Collectors / District Magistrates office with a request to give wide publicity in the
concerned Districts (Annexure G).

F. Application Form:
Application format for RO dealership (Appendix XI-A & Appendix XI-B) will be hosted
on the website of OMCs as part of brochure and can be downloaded free of cost from the
website of OMCs or purchased from the OMC Offices mentioned in the advertisement on
payment of Rs. 100/- per copy.
The applicants are required to fill in Check list as per Appendix XII-A (for Individual
applicants) / Appendix XII-B (for non-Individual applicants) and attach the same on top of
the application form.
G. On-line Application :
Facility to submit application on-line is also provided in our Web site. The prospective
applicant can fill up the on-line application form. Such candidates will have to take print
out of the filled in application form on plain paper, affix the photograph, sign and attach
the relevant documents and submit the same along with the non-refundable fee and IDP,
if applicable, at the designated office mentioned below.
For candidates applying on-line, the last date for filing application will remain the same.
Further, 7 days additional time will be given for submission of hard copy of the on-line
application with relevant documents. The facility for submission of on-line application will
be withdrawn immediately after the cut-off time and date. If the applicant fails to submit
his/her on-line application on the due date and time due to any technical reasons
whatsoever the company shall not be responsible and no request for subsequent
submission of the application will be entertained.
In case the On-line applicant is unable to submit the hard copy of the on-line application
at the designated office of OMCs within the cut-off date and time, such applicants will be
treated as ineligible.
H. Person Applying For Different Locations
While application by a candidate can be made for different locations, the same should be
done in separate application forms in respect of each location along with applicable
application fee and IDP (if applicable) in each case. In such cases, all affidavits should be
submitted in original separately for each application.
I.

Submission of application
Filled in application should be submitted in a sealed envelope with name & Sr. no of the
location (as per the advertisement) superscribed on the envelop.
In case of locations involving bidding process, the Application along with enclosures
(including IDP) should be put in a separate sealed envelope and Financial bid (Filled in
as per Appendix XI C) should be put in another separate sealed envelope. These
envelopes should be clearly marked as Application form with enclosures and
Financial Bid and both these envelops should be put inside another sealed envelope
with name & Sr. no of the location (as per the advertisement) superscribed on the
envelope and submitted.

24

Applications with open Financial bids or Financial bids not superscribed on the
envelop would be rejected and candidates advised accordingly.

J. Procedure For Receipt of Application

The date of receipt of application should be stamped on the envelope containing the
application. In case applications are received late or in case of on-line application the hard
copy is not received within given time, it should be recorded and application returned to
the applicant by Registered Post / Speed Post with a covering letter as per format given in
Annexure H. In case of late receipt of applications received in open condition, the same
also will be returned advising the date of receipt. The proof of late receipt of the
application in the form of photo copy of the envelope/acknowledgement receipt of the
open application being returned should be kept.
Details of application received should be maintained location wise at concerned
Divisional/Regional/Territory office as per the format given in Annexure I-1 by
Application Opening Committee. List of applicants whose applications have been received
within cut off date and time should be entered first in the list and list of applicants whose
applications have been received after the cut off date and time should be entered
subsequently. List of applications received within due date should also be hosted on web
site as per Annexure I-2
Applications received by hand to be acknowledged as per Annexure J.
K. Procedure for Opening of Applications
A committee (Application Opening Committee), comprising of two officers, shall be
constituted by the Head of Divisional/Regional/Territory Office. Application Opening
Committee should open all the applications received before cut-off date and time.
Application Opening Committee (AOC) will do the following:
(i)

The Application Opening Committee (AOC) will open all the applications, including the
On-line applications. Application Form No. should be assigned to each application.
This No. will be defined as A/B wherein A will denote the Sr. No. of the location in
the advertisement and B will denote the sr. no. of applicant for the location as
recorded in the Register. This No. i.e. A/B will be clearly mentioned on the Main
envelop, Financial Bid envelop, if applicable, and on the application in the space
provided on the first page. The sealed envelopes containing Financial bid should
not be opened. The Application Opening Committee will take a print out of the Online applications (without any attachment) and club them along with hard copy of the
application / documents submitted by the On-line applicant. In case the On-line
applicant has not submitted hard copy of the application with applicants signature
necessary remarks will be made on the print out of the relevant On-line application by
the AOC with signature.

(ii) Hard copy of the application / documents submitted (used for filling up on line form) by
the On-line applicant will only be considered for processing. In case the hard copy of
the on-line application is not received in time, the application will be rejected.
(iii) The committee will check the eligibility with respect to application fee.

25

(iv) In case of locations involving bidding, the committee will check the payment of
applicable IDP.
(v) Take out the payment instruments (Demand Draft / Pay Order). Record the serial
number on the application at the specified place (serial number).
(vi) AOC will put serial number on all the pages (for e.g. 1/xx, 2/xx, 3/xx, where xx is
the last page number) initial each page and if any cutting, overwriting is observed in
the application then the same should be circled and initialed.
(vii) The details of the payment instrument towards application fee and IDP (for locations
where bidding is applicable) should be entered against the applicants name as per
the format given in Annexure I1.
(viii) In case it is found that more than one application has been submitted for the same
location by the same applicant, then remarks Multiple Application should be put on
these applications and clubbed together. Only one Application Form no. would be
given in such case. However, each different application would be assigned a subnumber relating to the application form number as A/B(i), A/B(ii).. If applicant has
submitted fees/IDP (wherever applicable) with each application, then the fee/IDP
amount for all the applications should be retained and details of the same entered
against the applicants name in the register. The same is to be brought to the notice of
the applicant while acknowledgement is sent by Registered Post / Speed Post vide
letter as per format given in Annexure K, advising that only one application will be
considered. All the applications would be scrutinized and only one application from
among the eligible applications would be considered. However, all piece of lands
offered along with different applications will be recorded for carrying out Land
evaluation.
(ix) All the application should be kept in the same serial order as entered in Annexure I1
in the Safe custody of designated officer of Divisional Office/ Regional Office/ Territory
Office.
L. Scrutiny of Applications
Application Scrutiny Committee (ASC) The Application Scrutiny Committee, comprising
of 2 officers, shall be constituted by Divisional Head / Regional Head / Territory Head.
ASC should scrutinize the applications based on the information furnished by the
applicant in the application as per the format given in Annexure - L.
ASC will scrutinize each application for eligibility as under:

Land based on claim of the applicant and affidavit supported by Advocates report
ASC will segregate the applicants under GROUP 1 & GROUP 2 and prepare 2
separate lists (Annexure - M & Annexure - N). In case no eligible applicant is
found under GROUP 1 based on the process mentioned above, scrutiny for
applicants falling under GROUP 2 will be under taken.
Further, scrutiny is to be carried out for applicants falling under GROUP 1 as per the
steps mentioned below.

Age - based on documents

Educational qualification based on documents
Finance - based on claim of the applicant and affidavit

26

Residence status (for Rural ROs) based on documents

Reservation Category based on documents
Eligibility on Citizenship, multiple dealership norm, etc. - based on affidavit
Other requirements - like photograph, application fee, IDP (if applicable), signature,
etc. as per format.

Thereafter, ASC should prepare the following list:

(i) List of applicants who were found ineligible due to non-rectifiable deficiencies as per
the format given in Annexure O1. On-line applicants who have not submitted hard
copy of the application will be included in this list. The reasons for their ineligibility
should be clearly spelt out/recorded for each case.
(ii) List of applicants who were found ineligible due to rectifiable deficiencies and can
become eligible by removing deficiency as per format given in Annexure P.
(iii) List of applicants, whose documents were found in order as per format given in
Annexure Q1.
(iv) The ASC will submit these lists (O1, P & Q1) to the Divisional /Regional//Territory
office.
M. Final processing of applications
The Divisional/ Regional/Territory Office will send letters by Registered Post / Speed
Post to each applicant as mentioned below:(i) A letter has to be written after preparation of list by ASC to each applicant who were
found ineligible as per Annexure P. They should be asked to rectify the deficiencies
within 21 days from the date of the letter (date to be specified for accepting the
response from applicant) by sending letter as per format given in Annexure R.
Note :
a. No applicant should be made ineligible on the rectifiable grounds.
b. Opportunity will be given to make payment of application fee/IDP (wherever
applicable), if not paid earlier or paid by way of defective instrument. Opportunity will
also be given to submit fresh affidavit if not submitted earlier or earlier affidavit was
defective or not as per format. However, in such cases date of initial affidavit (if
affidavit is found defective) or cut-off date for submission of application (if affidavit is
not enclosed along with application form) would be considered valid for evaluating
eligibility criteria.
c. This opportunity is provided with an objective to provide rectified or additional
documents in support of eligibility parameters. However, documents in support of the
basic eligibility criteria of Land, Finance, Educational qualification, Age and Residence
certificate for Rural ROs will be accepted only if they are valid as on the date of the
initial affidavit submitted along with the application.
d. No alteration/addition/deletion in the application form will be permitted except affixing
of photograph and putting signature on the application form. The rectified or additional
documents would be accepted only if they are pertaining to the information provided in
the Application form.

27

e. Additional documents will be accepted only if they were valid as on the date of initial
affidavit (w.r.t. ownership of land / lease / firm offer / finance / age / education, etc.)
and pertain to information provided in the application form.
(ii) After taking into consideration the response of the applicants from the P list on
removal of deficiencies, there will be 2 sets of applicants, some applicants will still
remain ineligible and would be listed as per Annexure - O2. The balance who
become eligible after rectification of deficiencies would be listed as per Annexure Q2.
(iii) After finalization of list O2 of ineligible applicants and list Q2 of eligible candidates,
ASC will submit the list to the Divisional/ Regional/ Territory Heads for formation of
LEC to carry out land evaluation in respect of applicants appearing in list Q1 & Q2.
N. Land Evaluation Committee (LEC) :
Before LEC, the concerned office of OMC should ensure that the sites advertised under
Rural Marketing Plan was not on State Highways/National Highways as on date of
advertisement.
The Land Evaluation Committee shall be constituted by the concerned Divisional/
Regional/ Territory Manager comprising of 3 Officers consisting of Concerned field officer,
Engg. Officer and one officer not below the grade of Manager from concerned Divisional
/Regional/Territory Office in case of locations on NH. For other locations LEC will be 2
Officers comprising of Concerned field officer & Engg. Officer from concerned Divisional/
Regional/ Territory Office.
The concerned Divisional /Regional/Territory Office shall inform all the applicants
appearing in list Q1 & Q2 by Registered /Speed post at least 15 days before the day of
visit by LEC for site evaluation as per Annexure - S.
(i) LEC will check the suitability of the land based on the 4 defined parameters as per
Annexure T1. LEC should also draw a sketch of the inspected site and also obtain
confirmation of the applicant / applicants representative as per Annexure T2.
(ii) Evaluation of the offered land will be carried out to ascertain land being in advertised
area and being suitable for development of RO meeting norms. The parameters
under which land will be evaluated by Land Evaluation Committee for suitability are:

Land in advertised area / stretch

Land dimensions as per requirement
Land meets NHAI norms (for sites on NH)
Land has no HT line (>11 KVA) crossing.

Land not meeting any of the above parameters will not be considered and will be
rejected.
(iii) LEC will also check that the same land has not been offered by more than one
applicant. In case it is observed that the same piece of land has been offered by more
than one applicant, then the same should be noted in their report (Annexure T1). Such
land would be rejected and the names of the applicants who have offered the same
piece of land should be included in the list of applicants not meeting the requirement
(Annexure O3) stating that Multiple application against same land.

28

(iv) LEC will prepare two lists of candidates, one for those not meeting requirement with
respect to suitability of land as per Annexure - O3 with specific comments on the
deficiency and 2nd list meeting all the requirements with respect to suitability of land
as per Annexure - Q3 and will submit these lists to the Divisional /Regional/Territory
Heads for further handling by ASC.
O. Finalization of list by ASC
(i) After taking into consideration of list O3 and Q3 submitted by LEC, the ASC will
prepare final list of ineligible candidates comprising of applicants appearing in list O1,
O2 and O3 as per format given in Annexure - U, and the final list of eligible
candidates as per list Q3 as per format given in Annexure V 1 and submit the same
to the Head of Divisional/Regional/Territory office for further necessary action.
(ii) List of applicants as per formats given in Annexure U and V1 should be displayed on
the notice board of the concerned office of the Oil Company under the signatures of
Head of the Divisional /Regional/Territory office. This will also be hosted on the
website of the Oil Company.
(iii) All ineligible applicants as per list Annexure U (All applicants who have been found
ineligible after stages O1, O2 & O3) should be informed by a Registered / Speed Post
letter as per format in Annexure- W. This would be done at the time of issuance of
letters as per Annexure X for draw of lots/bid opening to the eligible applicants
appearing in list as per Annexure V1. The list of eligible applicant who have been
sent intimation letter as per Annexure X would also be hosted on Web site as per
Annexure - V2 indicating the date of Draw of Lots/Opening of Bid for the concerned
location.
(iv) At this stage, in case there are candidates available in List V1 for draw of lots/bid
opening at Group 1 stage, list of applicants under Group 2, would also be advised that
their applications is not being processed further at this stage and would only be
considered if no suitable candidate is finally selected from Group 1 after draw of
lots/bid opening. Letter to be addressed as per format given in Annexure Y by Head
of Division / Region / Territory.
(v) The individual lists O1, P, Q1 upon initial scrutiny and subsequent list O2 and Q2
based on response from applicants on rectifiable deficiencies will be prepared by ASC
and list O3, Q3 will be prepared by LEC after land evaluation. The consolidated lists
as per formats Annexure - U and Annexure V1 will be prepared and signed by the
ASC and counter signed by the Head of the Divisional/Regional/Territory office.
Preferably, the same committee should complete the scrutiny of all applications for
one location.
Note :

The entire process of scrutiny of application, land evaluation, eligibility, non-eligibility,

rectifications etc to the point of hosting list of eligible & ineligible candidates on the
web site / display on the notice board would be undertaken for the candidates falling
under Group 1 i.e where the land is owned / on long lease with the applicant.

In case no suitable candidate is found in the above process from GROUP 1, the
above process would be repeated for candidates under GROUP 2.

In case there is no suitable candidate in Group 2 also, the location may be readvertised, as may be decided by the OMC.

29

PROCESSING OF APPLICATIONS RECEIVED AGAINST ADVERTISEMENT

Applications listed as per Annexure I-1 by AOC

Sorting by
ASC

Group 2 Applicants (Annexure N)

- Process only in case of
NIL selection from Group 1

Group 1 Applicants (Annexure M)

Non-Rectifiable
Deficiency
(Annexure O1)

Rectifiable
Deficiency
(Annexure P)

Deficiency Not
Rectified
(Annexure O2)

No Deficiency
(Annexure Q1)

Deficiency
Rectified
(Annexure Q2)

Action as per
Annexure T1 & T2
by LEC

Location found
deficient after LEC
(Annexure O3)

Combined List of Deficient / Ineligible

Applications (Annexure U) by ASC

Location found
eligible after LEC
(Annexure Q3)

List of Eligible Applications

(Annexure V1) by ASC

Draw of Lot / Bidding

Process

Candidate
Selected
30

Nil selection
from Group 1

P. Selection by Draw of Lots (for Corporation Owned Outlets under Corpus Fund
Scheme, Dealer Owned Dealer Operated outlets & Company Leased outlets)
(i) Draw of lots will be held first amongst the eligible applicants with land falling in Group
1. Draw of lots amongst eligible applicants of Group 2 will be held only if there is no
applicant in Group 1 or applicants in Group 1 have been disqualified/not found
suitable or have withdrawn.
(ii) In case of draw for selection of Dealer, a written communication (thru registered
letter/speed post) will be sent to all the eligible candidates to report for a draw for
selection at a specified place on specified date and time giving clear 21 days time
from the date of the letter - Annexure X.
(iii) Attendance of all the candidates who have reported for draw would be prepared and
Signature of candidates should be obtained on the same before starting the process.
Annexure Z.
(iv) Serial number of the application along with name of applicant would be written on a
paper token. Officers nominated for the draw should sign on each paper token with
date of draw. Annexure AA.
(v) The draw would be conducted in the presence of a committee of 3 members
comprising of 2
officials of the Oil Company one Head of the local office
(Division/Region/Territory Office) and the other officer as nominated by the Head of
Retail in State/Zonal/Regional Office and at least one of the invited guests. In case of
exigencies, Head of Retail in State/Zonal/Regional Office can nominate an alternate
official in lieu of Head of the local office (Division/Regional/ Territory Office).
(vi) Guests can be invited from amongst the local MP, MLA, Zilla Parishad, Panchayat
Samiti Chairman, Sarpanch, District Magistrate/Sub Divisional Magistrate /District Civil
Supplies Officer/Block Development Officer/District Rural Development Authority/any
Gazetted Officer. Preferably two or more guests should be invited and the proof of
having invited them should be maintained. Copies of the invitation letters as per
Annexure AB along with postal receipts may be kept as records.
(vii)Quorum for the draw for a location will be comprising of at least 50% of following:
Candidates of that particular location (whose names are there in the draw) plus two
Company officials plus at least one invited Guest. For calculating quorum, number will
be rounded off to higher digit.
Note
a. For the purpose of quorum, presence of one guest, two OMC officials and at least
two candidates will be essential. However, in cases of locations with only 2 eligible
applicants presence of 1 applicant would be sufficient.
b. If Quorum is not fulfilled, then draw should not be held on that day.
Efforts should be made to invite different guests for different days of the Draw of Lots.
(viii) Subsequent date for the draw shall be fixed and informed to eligible candidates.

31

(ix)

In case the required quorum is not present in the second occasion also then draw
should be held with the available candidates (if any) in presence of the invited guest
and two Oil Company Officials. This should be mentioned in the second call letter
Annexure AC.

(x)

The entire proceedings of the draw should be video graphed. However, the following
steps should be recorded in a single shot in the video:a) Name of the location for which draw is being held should be announced.
b) The empty box in which paper token is to be dropped before the draw should be
of transparent material.
c) Name and application serial number of each candidate, who has qualified for the
draw, written on the paper token should be announced.
d) The serial number and the name written on paper token should be captured in
the video recording.
e) The paper token should be folded (as per Annexure - AA) and dropped in the
empty box. Similarly all paper tokens should be put in the empty box one by one
for the particular location
f)

Once all the paper tokens are dropped in the box, it should be ensured that all the
paper tokens are properly mixed.

g) The invited guest should be requested to draw out one paper token, unfold and
show it to the video camera for it to capture the serial number and name of the
applicant mentioned in the paper token.
h) The application serial number and name of the candidate should be announced
and declared as selected for the RO dealership for that location.
(xi)

A record of the proceedings of the draw for selection should be made and signed by
the participating two Company officials. (as per Annexure AD1)

(xii) The result of the draw should be displayed on the notice board of the venue
immediately and at Company office (i.e Divisional/ Regional/Territory Office). It should
also be hosted on the website of the Company within 7 days from the date of draw.
(as per Annexure AE1) and the selected candidate to be intimated as per format
Annexure AE2.
(xiii) In case of only one eligible candidate no draw is required. The lone eligible candidate
will be declared as selected candidate immediately after preparation of list as per
Annexure V1. The result should be displayed and hosted on the website by the
concerned Divisional/Regional/ Territory Manager. Annexure AE1.
(xiv) Based on the proceedings of the bidding process, Head of the State/Zonal/Regional
Office will approve Field Verification of Credentials (FVC), and a committee of two
officers for FVC will be nominated by head of Division/ Region/ Territory. .
Q. Selection by Bidding process (for Corporation Owned Dealer Operated Outlets)
(i) Opening of bids will be held first amongst the eligible applicants with land falling in
Group 1. Opening of bids amongst eligible applicants of Group 2 will be held only if

32

there is no applicant in Group 1 or applicants in Group 1 have been disqualified/not

found suitable or have withdrawn.
(ii) In case of Opening of bid for selection of Dealer, a written communication (thru
registered letter/speed post) will be sent to all the eligible candidates to report for
witnessing Opening of bids at a specified place on specified date and time giving 21
days time from the date of the letter - Annexure X.
(iii) Attendance of all the candidates who have reported for bidding process would be
prepared and Signature of candidates should be obtained on the same. Annexure
Z.
(iv) The bids would be opened in the presence of a committee of 3 members comprising
of 2
officials of the Oil Company one Head of the local office
(Territory/Division/Regional Office) and the other officer as nominated by the Head of
Retail in State/Zonal Office and at least one of the invited guests. In case of
exigencies, Head of Retail in State/Zonal/Regional Office can nominate an alternate
official in lieu of Head of the local office (Divisional/Regional /Territory Office).
(v) Guests can be invited from amongst the local MP, MLA, Zilla Parishad, Panchayat
Samiti Chairman, Sarpanch, District Magistrate/Sub Divisional Magistrate /District Civil
Supplies Officer/Block Development Officer/District Rural Development Authority/any
Gazetted Officer. Preferably two or more guests should be invited and the proof of
having invited them should be maintained. Copies of the invitation letters as per
Annexure AB along with postal receipts may be kept as records.
(vi) Quorum for opening of bids for a location will be comprising of at least 50% of
following:
Candidates of that particular location (eligible bidders) plus two Company officials plus
at least one invited Guest. For calculating quorum, number will be rounded off to
higher digit.
Note
a. For the purpose of quorum, presence of one guest, two OMC officials and at least
two candidates will be essential. However, in cases of locations with only 2 eligible
applicants presence of 1 applicant would be sufficient.
b. If Quorum is not fulfilled, opening of Bids should not be held on that day.
Efforts should be made to invite different guests for different days of the Opening of
Bids.
(vii)Subsequent date for Opening of bids shall be fixed and informed to eligible
candidates.
(viii)
In case the required quorum is not present on the second occasion also then
opening of bids should be held with the available candidates (if any) in presence of
the invited guest and two Oil Company Officials. This should be mentioned in the
second call letter Annexure AC.
(ix) The entire proceedings of the opening of bid should be video graphed. However, the
following steps should be recorded in a single shot in the video:-

33

a) Announcement w.r.t
Name of the location for which Opening of bid is being held.
Name of the candidate whose Financial Bid is being opened.
b) Display of Sealed envelope containing the Financial bid to the quorum.
c) Opening of the sealed envelope containing Financial Bid.
d) Announcement and Display of Bid amount by the invited Guest.
The above process would be followed for each eligible applicant.
e) Name, application serial number and bid amount of each candidate should be
simultaneously recorded by the OMC Committee member as per format given in
Annexure - AD2 .
f)

The details mentioned in Annexure AD2 would also be video recorded.

g) The invited guest should be requested to announce the name of the candidate
who has made the highest bid and is selected for the location and should also
display his/her bid. This should also be captured in the video recording.
h) In case the bidding amount of all the applicants is found to be less than the
minimum bid amount then it would be announced that No candidate found
suitable for the concerned location as minimum bid amount has not been quoted
by any applicant.
(x) In case of a tie w.r.t. to highest bid amount quoted by the applicants, then the process
of draw of lots would be followed for selection from amongst these applicants
immediately after the bidding process for the location. For this purpose the relevant
steps of the process mentioned in Clause P above shall be followed.
(xi) In case the highest bidder is unable to submit the total bidding amount within the
stipulated time or he withdraws for any reason, his selection would be treated as
cancelled and IDP would be forfeited.
(xii) The result of the Bidding process should be displayed on the notice board of the
venue immediately and at Company office (i.e Divisional/ Regional / Territory Office).
It should also be hosted on the website of the Company within 7 days from the date of
bidding process. (as per Annexure AE1) and the selected candidate to be intimated
as per format Annexure AE2.
(xiii)
In case of only one eligible candidate the Financial bid would be opened in
the presence of the lone eligible candidate and three company officers nominated by
Head of State/Zone/Region. This can be done immediately after preparation of list as
per Annexure V1. The result should be displayed and hosted on the website by the
concerned Divisional/Regional/Territory Manager. Annexure AE1.
(xiv)
Based on the proceedings of the bidding process, Head of the
State/Zonal/Regional Office will approve Field Verification of Credentials (FVC), and a
committee of two officers for FVC will be nominated by head of Division/ Region/
Territory. .
19. INFORMATION UPDATE ON WEB SITE
The following information in respect of Various Stages of Selection process for a location
has to be hosted on website.

34

(i)

Advertisement - Name of news paper, date, cut off date, name of location and
Category As per Annexure D.

(ii)

Location wise no of applications received within due date along with name of
applicants As per Annexure I-2.

(iii)

Location wise no of applications received along with name of applicants under

Group 1 & Group 2 As per Annexure M & Annexure N respectively.

(iv)

Location wise ineligible & eligible (for Group 1 applicants) applications before draw
of lots. As per Annexure U & Annexure V respectively.

(v)

Date of draw of lot/Bid opening As per Annexure V2.

(vi)

Final result As per Annexure AE1

(vii) Details of Affidavits (as per Appendix III) submitted by selected candidates stating
that he/she is not employed in Private Sector or is not drawing any
salary/perks/emoluments from State / Central Government Annexure AL.
Note:
In case there is no selection under Group 1, then process (iv), (v) & (vi) to be carried out
for Group 2 applicants.
20. FIELD VERIFICATION OF CREDENTIALS (FVC)
The objective of the FVC is to verify the correctness of the details given by the candidate
in the application. Field verification will be carried out for the selected candidate as per
Annexure - AF.
21. LETTER OF INTENT
If the information given in the application by the applicant is found to be correct, and no
selection related complaint / court case is pending for decision, Letter of Intent will be
issued to the selected candidate by Head of Division/Regional/Territory Office after
approval of the Retail Head of State/Zonal/Regional. (Annexure AG1, Annexure AG2 & Annexure - AG3).
Head of the Division/Regional/Territory office will issue the LOI. The dealer select, after
receipt of LOI is required to make the offered land available in developed condition as per
clause 12 (e) of affidavit (Appendix X A/X B) and fulfill the other requisite conditions as
mentioned in the LOI. The dealer select under Group 1 category would be given 2 months
for making the land available and 4 months would be given to Group 2 category for this
purpose, failing which OMC can withdraw the LOI and proceed further with selection
process.
LOI will be issued after FVC but not before 30 days from declaration of results of draw of
lots / bidding process. In case a complaint is received after issuance of LOI and a
decision is taken to investigate the complaint, then the LOI holder would be asked to
suspend further progress in writing till disposal of the complaint.
Affidavit as per Appendix XA or XB (as applicable) is to be taken again from the
applicant at the time of issuance of LOI.

35

a) Extension of LOI:
In case where the dealer select has made sufficient progress but due to certain
difficulties it has not been possible for him/her to fulfill the conditions laid down in the
LOI, the same can be extended for different periods by different levels of authorities
as decided by concerned OMCs.
b) Withdrawal of LOI
In case selected candidate is unable to provide the land / develop facilities within the
specified time or due to non-fulfilment of terms & conditions of LOI, then LOI can be
withdrawn. A show cause notice should be given to the LOI holder and based on his
reply decision to withdraw LOI can be taken by Competent Authority as per internal
policy of individual OMCs. In such situations, where selection is made through bidding
process, IDP would be forfeited.
The IDP, wherever applicable, would also be forfeited if the selected candidate is
unable to submit the total bidding amount within the stipulated time or he withdraws
for any reason, his selection would be treated as cancelled and LOI withdrawn.
22. CANCELLATION OF CANDIDATURE AND WITHDRAWAL OF LOI
In case of rejection of selected candidate due to some discrepancy found during Field
Verification and consequently candidature of selected candidate is cancelled or LOI is
withdrawn, draw for selection would be held again from the remaining eligible candidates.
In case of selection through bidding process, next higher bidder will be considered for
FVC after receipt of IDP. The concerned candidate would be advised by Registered Post
to deposit IDP within 21 days of date of letter. The same process would be followed for
the subsequent bidder/s in case of no response / rejection of the second highest bidder.
The above process would be followed for Group 2 candidates once Group 1 is exhausted
or in case no eligible candidates are available in Group 1.
23. READVERTISEMENT OF LOCATIONS
If no eligible application/s is received, or no applicant is left for draw, then the location
may be re-advertised as decided by the OMC.
24. GRIEVANCE REDRESSAL SYSTEM
Any complaint should be accompanied by a fee of Rs. 1000/-, only in the form of demand
draft of schedule bank, in favour of the Oil Company. Any complaint received without this
fee will not be entertained. The complaint received against the selection including
eligibility will be disposed off as under:(i) Complaints received before or after draw of lots/bidding process along with requisite
fee of Rs. 1000/-, will be kept in record and investigation carried out after 30 days of
Draw of Lots/bidding process only in following cases:

General complaints with verifiable facts

Complaints against selected candidate

(ii) Any complaint received after 30 days from the date of draw of lots/bidding process will
not be entertained.

36

(iii) Representation from applicants against rejection of his/her candidature will be verified
and disposed of immediately by the Divisional/Regional Head/Territory Manager
before proceeding to next stage. For such cases, fee of Rs. 1000/- will not be
applicable.
(iv) Anonymous complaints without verifiable facts will not be investigated.
(v) On receipt of a complaint a letter will be sent by the oil company to the complainant
through Registered Post, asking him to submit details of allegation with a view to
prima facie substantiate the allegations along with supporting documents, if any,
within 20 days from date of dispatch of letter (Annexure - AH). While seeking
documents and details, the complainant will be advised that if during the
investigations, complaint is found to be false and/or without substance, the Oil
Company reserves the right to take action against the complainant as provided under
the law and fee forfeited.
(vi) In case a complaint is received against an applicant, who has not been selected in
draw of lots/bidding process, the same will be kept in abeyance. In case the LOI
against selected candidate is cancelled and the applicant against whom the complaint
was received gets selected in the next draw or on account of bidding process, the
complaint will only then be investigated.
(vii)If the complaint is not required to be investigated the fee received will be refunded to
the complainant informing that the complaint has not been investigated since the
candidate against whom the complaint has been made has not been selected. The
fee will be refunded after issuance of LOA to the selected candidate.
(viii)
In case complaint is received without the requisite fee of Rs. 1000/-, or
received after 30 days of declaration of results, the complaint would not be
entertained and complainant would be advised reasons for the same (Annexure AH).
(ix) Head of State/Zonal/Regional office will examine response of the complainant and if it
is found that the complaint does not have specific and verifiable allegations, the same
will be filed and complaint fee will be forfeited. Complainant will be advised
accordingly.(Annexure - AI).
(x) If a decision is taken to investigate the complaint, one Officer not below the rank of D
grade will be nominated by the Head of State/Zonal/Regional office to do the
investigation and submit a report. Thereafter, decision on the complaint will be taken
by the Head of State/Zonal/Regional office as under:a) Complaints not substantiated:
In case the complaint is not substantiated it will be filed and complaint fee will be
forfeited. Complainant will be advised accordingly.(Annexure - AI).
b) Established Complaints:
In case of established complaint, the complainant will be advised accordingly
(Annexure - AJ) and suitable action should be taken. In this case the complaint
fee collected of Rs.1000/- will be refunded.
(xi) In all cases, disposal of complaint should be in the form of speaking order.
37

25. RETENTION OF FILES / RECORDS

The entire record including Video recording duly labeled pertaining to selection will be
preserved for a minimum period of 1 year from the date of commissioning of dealership.
In case of complaints/ court cases all the records should be preserved for a period of
minimum 3 years from the date of final disposal of complaint/ court case. The application
of selected candidate should be permanently maintained in record along with FVC, LOI,
LOA and agreement.
26. TIME PERIOD FOR CERTAIN IMPORTANT ACTIVITIES
a)
b)
c)
d)

Notice of advertisement
Receipt of on-line application
Receipt of response from ineligible candidates with rectifiable
deficiencies
Minimum notice period to candidate for Draw of Lots / Bid

30 days
07 days
21 days
21 days

27. COMMISSIONING OF THE DEALERSHIP

A candidate who has been given the Letter of Intent (LOI) would be required to fulfil the
terms and conditions as contained therein, so as to commission the dealership within the
stipulated time period. If the progress is not found to be in line with the given timelines,
LOI may be withdrawn unless there are justifiable reasons for the same.
Before commissioning, Letter Of Appointment (LOA) as per Annexure - AK along with
executed copy of dealership agreement will be given.
Affidavit as per Appendix XA or XB (as applicable) is to be taken again from the
applicant at the time of issuance of LOA.
28. SECURITY DEPOSIT / FIXED FEE / BID AMOUNT
The selected candidate shall have to deposit the following :

An interest free refundable security deposit of Rs. 50000/- in respect of Rural ROs
and Rs. 5 lakhs in respect of Regular ROs - for all categories of ROs before issuance
of LOA.
Non refundable Fixed fee - for B site / DC site / Company leased ROs within 15 days
of receipt of NOC.
Non refundable Bid amount (after adjusting the IDP amount) For A / CC site ROs
within 15 days of receipt of NOC.

OMCs will start installation of their facilities only after collection of Fixed fee / Bidding
amount.
OMCs will reserve the right to adjust any dues to it from this amount at the time of
resignation/ termination. However, in case of termination of the dealership on account of
proven malpractice, the said security deposit shall be forfeited.

38

29. TENURE OF DEALERSHIP

The tenure of the dealership shall be for an initial period of XX years and renewable every
XX years thereafter as decided by the concerned OMC.
30. FALSE INFORMATION
If any statement made in the application or in the documents enclosed therewith or
subsequently submitted in pursuance of the application by the candidate at any stage is
found to have been suppressed / misrepresented / incorrect or false, then the application
is liable to be rejected without assigning any reason and in case the applicant has been
appointed as a dealer, the dealership is liable to be terminated. In such cases the
candidate / dealer shall have no claim whatsoever against the respective Oil Company.
**************

39

Annexure
No.
A1
A2
B
C
D
E
F
G
H
I1
I2
J
K

L
M
N
O1,O2,O3
P
Q1,Q2,Q3
R
S
T1
T2
U
V1
V2
W
X

List of Annexures
Subject
Feasibility Report
Layout sketch of proposed location (Feasibility report)
200 point roster
State wise allotment of Roster No. between SC & ST
Format for Advertisement
Brochure
Format for letter to DGR for publicity
Format for letter to District collector for publicity
Format for letter to be sent to applicants for late receipt of
application
Format for recording receipt of application
Format for recording Location-wise number of applications
received within due date
Format for acknowledgement for applications received by
hand
Format for Acknowledgement of Application to be issued in
case of receipt of More Than One Application for One
Location from single Applicant
Format for scrutiny of applications
Format for list of Applicants for RO Dealership Group 1
Format for list of Applicants for RO Dealership Group 2
Format for list of Applicants Found Ineligible Due to nonrectifiable Deficiencies for Selection of RO Dealership
Format for list of Applicants Found Ineligible Due to
rectifiable Deficiencies for Selection of RO Dealership
Format for list of Applicants Found Eligible for Draw for
Selection of RO Dealership
Format of Letter to Applicants found ineligible based on
rectifiable deficiencies as per Annexure P
Format of Letter for intimation of visit by LEC
Format for evaluation of land by LEC
Layout sketch of land offered by applicant
Format for final list for applicants found ineligible
Format for Final List of Applicants Found Eligible for Draw of
Lots/Bidding process for Selection of RO Dealership
List of eligible applicants for Draw of Lots / Opening of bids
Format of letter to applicants found ineligible as per
Annexure U
Format for call letter for Draw of Lots / Opening of Bids

40

Page No.
43
44
45
47
49
51
52
53
54
55
56
57
58

59
61
62
63
64
65
66
67
68
69
70
71
72
73
74

75

AD1

Format of letter to applicants under Ground 2 as per

Annexure N
Format for attendance sheet of Draw of lot / Opening of Bid
Format for paper token
Format for letter for inviting guests
Format for Call letter for Draw of Lot / Opening of Bid
(Second occasion)
Format for record of proceedings of the Draw of Lots

AD2

Format for record of proceedings of the Opening Bids

81

AE1

Format for declaration of results

82

AE2

Format for intimation of result to successful applicant

83

Format for Field Verification of Credentials (FVC)

84

AG1

Format for LOI A site / CC RO

87

AG2

Format for LOI B site / DC RO

91

AG3

Format for LOI SC/ST dealerships

96

Format of letter to Complainant for submission of Fee /

Documentary evidence
Format of letter to complainant on Complaint not
substaniated
Format of letter to complainant on substantiation of
complaint
Format Letter of Appointment

100

Format for hosting details of candidates select from whom

affidavit obtained w.r.t. employment

106

Y
Z
AA
AB
AC

AF

AH
AI
AJ
AK
AL

41

76
77
78
79
80

101
102
103

Appendix
No.
I
IIA
IIB
III
IV
VA
VB
VI
VIIA
VIIB
VIII
IX
XA
XB
XI-A
XI-B
XI-C
XIIA
XIIB

List of Appendices
Subject
Format for Residence Certificate
Format of letter by Applicant for making Spouse as partner
Format for Affidavit by Spouse not interested to become
partner
Format for Affidavit by Applicant w.r.t. employment / draw of
salary / perks, etc.
Format for Affidavit by Family member in favor of the
applicant for Finance
Format for affidavit for offer of land by family member / third
party
Format for confirmatory letter from Advocate
Standard format for SC / ST category certificate
Standard format for OBC category certificate
Format for Declaration/undertaking on non-judicial stamp
paper by OBC Candidates
Format for PMP/Police/Govt. Personnel certificate
Standard format for PH category certificate
Format for Standard affidavit to be submitted by a individual
applicant
Format for Standard affidavit by Non-individual applicants
Format for Application for Individual applicants
Format for Application for Non-Individual applicants
Format for Financial Bid
Check list for Individual applicants
Check list for Non-Individual applicants

42

Page No.
107
108
109
110
111
112
114
115
116
117
118
119
120
123
126
132
138
139
141

Annexure A 1
Report on Feasibility: Proposed Retail Outlet at
Location :______________________________,Dist. :_________State : ____________

1.Class of Market
(A/B/C/D1(NH)/D2(SH)/E):

2.Existing Trading Area /

Monopoly:

3.LSA /
Remote Area:

4. Trading Area Potential: MS & HSD sales from T.A. ROs for last 12 months.
Name Of RO
Distance from
Oil Co.
MS
Proposed
Location
IOC
BPC
HPC
Pvt.
Sub Total
IOC
Sub Total
BPC
Sub Total
HPC
Sub Total
Pvt.
Total
Note: In case of New / Monopoly Market based on the assessment of potential.
5. Assesment of Potential of Proposed location:
a. Traffic (High /
Expected %
Reason for Growth in Traffic:
Growth in Traffic:
Medium / Low):
b.Present TA
Growth

Expected %
Growth in TA

Expected T.A.
Potential in KLPM:

(Sales Vol.in KLPM):

MS:

HSD:

MS:

HSD:

MS

HSD

HSD

Whether the proposed

RO meets volume
norms of the market
YES
NO

Reason for Anticipated Growth in Sales Vol. (MS/HSD) in the trading area:
c. Estimated Sales in KL/Month from the Proposed RO:
MS
HSD
1st Year
2nd Year
3rd Year
6. Market Intelligence if any (Proposed OMC activity, any other factor influencing
Sales):
7. General Information (Any Site identified, Whether location considered earlier, etc.):
8. Recommendation: (a)Proposed RO Feasible as per Volume Norms (in 2nd year of
operation) of the market (Yes/No):
b. May be included in SRMP (Y/N):
c. If Yes, Regular or Rural :
9. Enclosure: Sketch of Location with reference to NH/SH/ Road no., land mark, its stretch
/boundary, Approximate distance from contiguous T.A.,etc.
Date:
(Name, Designation & Signature)
Field Officer conducting Feasibility Study

43

Annexure A 2
LAY OUT SKETCH OF PROPOSED LOCATION
LOCATION___________________DISTRICT______________STATE________________
1.

Road NO. (NH/SH/ Other Road No.) if any:

2.

Stretch / Boundary of location:

a.
b.
c.
d.

3.
4.

For NH /SH/ Other Road with KM Stone: From KM Stone ____ To _____.
In Other cases distance from some prominent land mark _________.
Identification of boundary / stretch with respect to Name of location
Any other information

Divided carriageway / Undivided carriageway: LHS/RHS/Either side

Illustrative Sketch of Location on divided carriage-way
(Mention distance of nearby RO from the proposed RO Location)

K
M
IOC

BPC

HPC

Prop.
RO

Prominent
land mark

K
M
44

Annexure B
200 Point Roster
Locations are placed under different categories of reservation as per 200 point roster for the
State by individual oil companies separately in respect of Regular ROs and Rural ROs. The
200-point Roster is followed on rolling basis. The Roster is as under: Roster
No.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46

Category
Open
OBC
SC/ST
Open
Open
OBC
SC/ST
Open
Open
OBC
Open
SC/ST
OBC
Open CC-1
Open
SC/ST
OBC
Open
Open
SC/ST
OBC
Open
Open CC-2
OBC CC-1
SC/ST CC-1
Open
Open
OBC
SC/ST
Open
Open
OBC
Open
SC/ST
Open
OBC
Open CC-1
SC/ST
OBC
Open
Open
OBC
SC/ST
Open
Open
OBC

Roster
No.
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96

Category
SC/ST CC-2
Open
Open
OBC
Open
SC/ST
Open
OBC
Open
SC/ST
OBC
Open
Open CC-1
OBC
SC/ST
Open
Open
OBC
SC/ST
Open
Open
Open
OBC CC-1
SC/ST CC-1
Open CC-2
OBC
Open
SC/ST
Open
OBC
Open
Open
SC/ST
OBC
Open
Open CC-1
SC/ST
OBC
Open
Open
OBC
SC/ST
Open
Open
OBC
SC/ST

Roster
No.
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
122
123
124
125
126
127
128
129
130
131
132
133
134
135
136
137
138
139
140
141
142
143
144
145
146

45

Category
Open
OBC
Open
Open
SC/ST
OBC
Open
Open
SC/ST
OBC
Open
Open CC-1
OBC
SC/ST
Open
Open
OBC
SC/ST
Open
Open
OBC
Open
SC/ST CC-1
Open CC-2
OBC CC-1
Open
SC/ST
OBC
Open
Open
OBC
SC/ST
Open
Open
OBC
SC/ST
Open
Open CC-1
OBC
SC/ST
Open
Open
OBC
Open
SC/ST
Open

Roster
No.
151
152
153
154
155
156
157
158
159
160
161
162
163
164
165
166
167
168
169
170
171
172
173
174
175
176
177
178
179
180
181
182
183
184
185
186
187
188
189
190
191
192
193
194
195
196

Category
Open
Open
OBC
SC/ST
Open
Open
OBC
SC/ST
Open
Open
Open
OBC
SC/ST
Open CC-1
OBC
Open
SC/ST
Open
OBC
Open
Open
SC/ST CC-1
OBC CC-1
Open
Open CC-2
SC/ST
OBC
Open
OBC
SC/ST
Open
Open
Open
OBC
SC/ST
Open
Open CC-1
OBC
SC/ST
Open
OBC
Open
Open
SC/ST
OBC
Open

47
48
49
50

SC/ST
Open
Open
OBC CC-2

97
98
99
100

Open
Open
OBC
SC/ST

147
148
149
150

OBC
Open
SC/ST CC-2
OBC CC-2

197
198
199
200

Open
SC/ST
OBC
Open

Nomenclature used is as under:SC/ST

SC/ST CC-1

SC/ST CC-2
OBC
OBC CC-1

OBC CC-2
Open
Open CC1

Open CC2

Scheduled Caste/ Scheduled Tribe Category

Combined category 1 consists of Defence personnel / Para Military Personnel / Central
& State Govt. employees / Central & State Govt. PSU employees belonging to SC/ST
category.
Combined Category 2 consists of Physically Handicapped (PH), Outstanding Sports
Persons (OSP) and Freedom Fighters (FF) belonging to SC/ST Category
Other Backward Classes Category
Combined category 1 consists of Defence personnel / Para Military Personnel /
Central & State Govt. employees / Central & State Govt. PSU employees belonging to
OBC category.
Combined Category 2 consists of Physically Handicapped (PH), Outstanding Sports
Persons (OSP) and Freedom Fighters (FF) belonging to OBC Category.
Open Category
Combined category 1 consists of Defence personnel / Para Military Personnel / Central
& State Govt. employees / Central & State Govt. PSU employees belonging to Open
category.
Combined Category 2 consists of Physically Handicapped (PH), Outstanding Sports
Persons (OSP) and Freedom Fighters (FF) belonging to Open category.

46

Annexure C
State-wise Allotment of Roster number between SC and ST

Sr.
No.

State / Union
Territory

Andaman &
Nicobar

Andhra
Pradesh

% of SC/ST
w.r.t. Total SC &
ST (based on
Census 2001)
SC
ST
0.0%

71.1%

100.0%

28.9%

Total
SC/ST
bifurcation
out of 45
SC
ST
0

32

Roster Sr.No. for

SC

45

ST
NIL

13

All Except
7, 29, 43, 65, 74,
83, 100, 114, 132,
149, 154,167, 189.

7, 29, 43, 65, 74, 83,

100, 114, 132, 149,
154,167, 189.

7, 20, 38, 47, 65,

74, 83, 96, 109,
118, 136, 149, 154,
167, 185, 194.

All Except
7, 20, 38, 47, 65, 74,
83, 96, 109, 118,
136, 149, 154, 167,
185, 194.

Assam

35.6%

64.4%

16

29

Bihar

94.5%

5.5%

43

Chandigarh

100.0%

0.0%

45

Chattisgarh

26.8%

73.2%

12

33

7, 29, 47, 69, 74,

87, 105, 127, 140,
149, 163, 185.

Dadra & Nagar

Haveli

2.9%

97.1%

44

92

Daman & Diu

25.7%

74.3%

12

33

7, 29, 47, 69, 74,

92, 109, 132, 154,
149, 176, 189.

Delhi

100.0%

0.0%

45

10

Goa

97.7%

2.3%

44

11

Gujarat

32.4%

67.6%

15

30

12

Haryana

100.0%

0.0%

45

13

Himachal
Pradesh

86.0%

14.0%

39

14

Jammu &
Kashmir

41.1%

58.9%

18

ALL

27

15

Jharkhand

31.0%

69.0%

14

31

16

Karnataka

71.2%

28.8%

32

13

47

All Except
47, 140.
ALL

ALL
All Except
109
7, 20, 38, 56, 69,
74, 87, 105, 118,
136, 149, 154, 167,
185, 198.
ALL
All Except
16, 56, 92, 127,
167, 172.
7, 16, 34, 43, 56,
69, 74, 83, 96, 105,
118, 132, 145, 149,
158, 167, 185, 194.
7, 20, 43, 60, 74,
78, 92, 105, 127,
140, 149, 158, 176,
194.
All Except
7, 29, 43, 65, 74,

47, 140.
NIL
All Except
7, 29, 47, 69, 74, 87,
105, 127, 140, 149,
163, 185.
All Except
92
All Except
7, 29, 47, 69, 74, 92,
109, 132, 154, 149,
176, 189.
NIL
109
All Except
7, 20, 38, 56, 69, 74,
87, 105, 118, 136,
149, 154, 167, 185,
198.
NIL
16, 56, 92, 127, 167,
172.
All Except
7, 16, 34, 43, 56, 69,
74, 83, 96, 105, 118,
132, 145, 149, 158,
167, 185, 194.
All Except
7, 20, 43, 60, 74, 78,
92, 105, 127, 140,
149, 158, 176, 194.
7, 29, 43, 65, 74, 83,
100, 114, 136, 149,

17

Kerala

89.6%

10.4%

40

18

Lakshadweep

0.0%

100.0%

45

19

Madhya
Pradesh

42.8%

57.2%

19

26

20

Maharashtra

53.5%

46.5%

24

21

21

Manipur

7.5%

92.5%

42

22

Orissa

42.7%

57.3%

19

26

23
24

Pondichery
Punjab

100.0%
100.0%

0.0%
0.0%

45
45

0
0

83, 100, 114, 136,

149, 154, 167, 189.
All Except
20, 78, 118, 172,
176.
NIL
7, 16, 29, 43, 56,
65, 74, 83, 92, 100,
114, 127, 136, 149,
154, 163, 172, 176,
189.
All Except
7, 16, 29, 38, 47,
60, 69, 74, 87, 96,
105, 114, 127, 136,
149, 154, 163, 172,
176, 185, 194.
34, 100, 176.
7, 16, 29, 43, 56,
65, 74, 83, 92, 100,
114, 127, 136, 149,
154, 163, 172, 176,
189.
ALL
ALL
All Except
7, 16, 29, 43, 56,
69, 74, 83, 92, 105,
114, 127, 140, 149,
154, 163, 172, 180,
189.

154, 167, 189.

20, 78, 118, 172,
176.
ALL
All Except
7, 16, 29, 43, 56, 65,
74, 83, 92, 100, 114,
127, 136, 149, 154,
163, 172, 176, 189.
7, 16, 29, 38, 47, 60,
69, 74, 87, 96, 105,
114, 127, 136, 149,
154, 163, 172, 176,
185, 194.
All Except
34, 100, 176.
All Except
7, 16, 29, 43, 56, 65,
74, 83, 92, 100, 114,
127, 136, 149, 154,
163, 172, 176, 189.
NIL
NIL
7, 16, 29, 43, 56, 69,
74, 83, 92, 105, 114,
127, 140, 149, 154,
163, 172, 180, 189.

25

Rajasthan

57.7%

42.3%

26

19

26

Sikkim

19.6%

80.4%

36

12, 38, 65, 92, 114,

123, 145, 176, 198.

All Except
12, 38, 65, 92, 114,
123, 145, 176, 198.

27

Tamilnadu

94.8%

5.2%

43

All Except
47, 145.

47, 145.

7, 20, 34, 47, 65,

74, 83, 96, 105,
118, 136, 149, 154,
167, 180, 194.

28

Tripura

35.9%

64.1%

16

29

29

Uttar Pradesh

99.7%

0.3%

45

30

Uttaranchal

85.6%

14.4%

39

31

West Bengal

80.7%

19.3%

36

48

ALL
All Except
16, 56, 92, 127,
163, 172.
All Except
12, 38, 65, 96, 118,
123, 145, 176, 198.

All Except
7, 20, 34, 47, 65, 74,
83, 96, 105, 118,
136, 149, 154, 167,
180, 194.
NIL
16, 56, 92, 127, 163,
172.
12, 38, 65, 96, 118,
123, 145, 176, 198.

Annexure D

Format for Advertisement in Newspaper

Notice for appointment of Regular / Rural Retail Outlet Dealerships
(Name of OMC) proposes to appoint Retail Outlet dealers in __________ (state), as per
following details:

Sl.
No

Name
of
location

Revenue
District

Type
of RO

Estimated
monthly
Sales
Potential

4
Regular
/ Rural

5
MS+HSD
in Kls

Category

6
SC
SC CC-1
SC CC-2
ST
ST CC-1
ST CC-2
OBC
OBC CC-1
OBC CC-2
OPEN
OPEN CC-1
OPEN CC-2

Type
of
Site

7
CC /
DC /
CL/
CFS

Minimum
Dimension of
the site (in
Metres). *

8
Frontag
e

Depth

Finance to be arranged
by the applicant

Mode of
Selection

Fixed Fee
/
Minimum
Bid
amount

Security
Deposit

9a
For
eligibility

10
Draw of
Lots /
Bidding

11

12

9b
Estimated
fund required
for
development
of
infrastructure
for RO

* The site should either be Owned or on lease with applicant for minimum XX years or
Applicant should have firm offer for the same.
The explanation of the columns in the table is given in the Brochure which also contains
detailed guidelines of selection procedure for dealership along with Application form and
other relevant details. The Brochure is available at a cost of Rs. 100/- from the Company
Offices at the addresses mentioned below. It is also hosted in the Company Website
(www.bharatpetroleum.in /www.hindustanpetroleum.com / www.iocl.com) and can be
downloaded free of cost.
APPLICANTS, IN THEIR OWN INTEREST, SHOULD CAREFULLY GO THROUGH THE
BROCHURE AND UNDERSTAND CONDITIONS OF SELECTION BEFORE
SUBMITTING THEIR APPLICATION.
Application for RO dealership along with enclosures complete in all respect with Nonrefundable application fee {Rs.100/- in respect of Rural ROs (Rs.50/- for SC/ST category
locations) and Rs. 1000/- in respect of Regular ROs.(Rs.500/- for SC/ST category locations}
and Initial Down Payment (IDP) towards bidding amount (Rs. 50,000/- for Rural ROs and Rs.
1,50,000/- for Regular ROs), if applicable, by separate Demand Drafts/Pay Orders drawn on
any Scheduled Bank must be submitted so as to reach the office address mentioned below
by 1700 Hrs. on dd/mm/yyyy

49

Address 1
Address 2

For locations mentioned in Sr. nos. _____ to _____

For locations mentioned in Sr. nos. _____ to _____

Facility to submit application on-line is also provided in our Web site as mentioned above.
Provision has also been given to upload copies of the relevant documents.
The prospective applicant can fill up the on-line application form. The facility for submission of
on-line application will be withdrawn immediately after the cut-off time and date as mentioned
above. Subsequently the applicant has to be submit the print out of application along with
relevant attachments so as to reach the concerned office as mentioned above by 1700 Hrs.
on dd/mm/yyyy.
This is only a notice inviting application for allotment of RO dealership and not an offer of RO
dealership.
The company reserves the right to cancel/withdraw/ amend this advertisement or extend the
due date at its sole discretion without assigning any reason.
In case of any discrepancy in advertisement published in English News papers vis a vis
vernacular dailies, the direction/information indicated in English paper would prevail.
Similarly, contents Brochure in English will be final and will prevail upon in case of any
dispute.

50

Appendix - E

BROCHURE
FOR
SELECTION OF DEALERS FOR REGULAR & RURAL RETAIL OUTLETS

Note : Brochure is given as separate attachment after Page 142.

51

Annexure - F
REF NO :

DATE :
Registered Post / Speed Post

The Directorate General of Resettlement,

Ministry of Defence,
West Block - IV,
Wing No.1, R.K.Puram,
New Delhi - 110 066
The Rajya Sainik Board,
____________________
____________________
Dear Sir,
Sub : Retail Outlet Dealership Appointment
Corporation has issued advertisement for appointment of Retail outlet dealership in the
state of .... A copy of the advertisement giving details of the locations, etc. for which
candidates can submit application under CC1 Category i.e Defence personnel / Central &
State Govt. employees / Central & State Govt. PSU employees is enclosed.
Copy of advertisement containing Location, District, Category, etc. and the brochure
containing application form and other relevant details are also hosted in the company website
(Name of the website).
You are requested to give wide publicity in your departments so that eligible candidates under
Defence category can apply against CC1 Category. Last date for submission of application
is___________________.

Thanking you,
Yours faithfully,
for .. Corporation Ltd

Divisional/Territory/Regional Manager
Copy to : State/Regional/Zonal Office

52

Annexure - G

Format of Letter to District Collector on OMCs Letter Head

Registered Post / Speed Post
REF NO:
DATE:
To,
The District Collector / Dist. Magistrate
Dist Dear Sir,
Subject : Retail Outlet Dealership Appointment
Corporation has issued advertisement for appointment of Retail outlet dealership in the
state of .... wherein ____ number of locations pertaining to _______ district are also
included. A copy of the advertisement giving details of the locations, etc. for which
candidates can submit application is enclosed.
Copy of advertisement containing Location, District, Category, etc. and the brochure
containing application form and other relevant details are also hosted in the company website
(Name of the website).
We shall be grateful if this advertisement is given wide publicity on a priority basis through the
concerned departments in the district. Last date for submission of application is
___________________.

Thanking you,
Yours faithfully,
for .. Corporation Ltd

Divisional/Territory/Regional Manager
Copy to : State/Regional/Zonal Office

53

Annexure - H
Format for letter to be sent to Applicants in case of
Application received after Cut-off Date and time
Registered Post / Speed Post
REF NO:

DATE:

To,
Dear Sir,
Sub : Application for RO dealership at ______ District______ Category __
We enclose herewith the envelope containing your Application for RO dealership at __________ with contents
unopened as the same has been received on ______ i.e. after cut-off date and time / after cut off date and time
for receipt of hard copy of on line application.
The same is being returned in line with the Terms and Conditions of the advertisement/brochure hosted in the
Company Website.
Or
We enclose herewith the envelope containing your Application for RO dealership at __________ with the contents
including the DD/PO no ____________for `____________ as the same has been received after cut-off date and
time.
The envelope had to be opened to note the senders address, as the same was not stated on the envelope.
The envelope along with the contents is being returned herewith in line with Terms and Conditions of the
advertisement/brochure hosted in the Company Website.
Or
We wish to inform that hard copy of your on-line application has not been received. Hence, your On-line
application for RO dealership at __________ is accordingly rejected in line with Terms and Conditions of the
advertisement/brochure hosted in the Company Website.
Or
We wish to inform you that your application has been received without Financial bid/with Financial bid in open
condition/Financial bid not superscribed on the envelop.
The envelope along with the contents is being returned herewith in line with Terms and Conditions of the
advertisement/brochure hosted in the Company Website.
Thanking you,
Yours faithfully,
for Indian Oil Corporation Ltd/ Bharat Petroleum Corporation Ltd /Hindustan Petroleum Corporation Ltd
Divisional/Territory/Regional Manager

54

Annexure I-1
Format for Record of Applications Received for a particular location
Name of Divisional/ Territory/ Regional Office
Name of Location__________________________
Sr. No. Of Location as per Advertisement _____________________
Name of District __________________________ Category________________
1) Name of Newspaper ____________________________
2) Name of Newspaper ____________________________

Date_________
Date_________

Last date of receipt of application: ____________________

DETAILS OF APPLICATIONS RECEIVED
S.No.

Name of
applicant

Date of
receipt of
application
form

Application
received in
time / late

For
application
received late
Letter ref. &
Date and
Receipt No
& date of
Regd
/Speed Post
vide which
Original
Application
returned

For application received in time

Applic
ation
Form
No.
Given
by
AOC *

Payment received towards

application fee

Instrume
nt No. &
Date

Amt
Rs.

Cash
Receipt
No.

Payment received towards

IDP

Instrum
ent No.
& Date

Amt
Rs.

* Application form No. should be assigned to each application received within cut off time and date. The Sr. No.
will be defined as A/B wherein A will denote the Sr. No. of the location in the advertisement and B will
denote the sr. no. of applicant for the location as recorded above. This No. i.e. A/B will be clearly mentioned on
the Main envelop, Financial Bid envelop, if applicable, and on the application in the space provided on the first
page.
Note : AOC should first complete the listing of applications received within cut off time and date and should list the
applications received after cut off time and date subsequently.

SIGNATURE
Name of Officer (AOC)
Designation
DATE:

Member 1

COUNTER SIGNED BY:

NAME:
Designation: Divisional/Territory/Regional Manager
DATE:

55

Member 2

Cash
Receipt
No.

Annexure I-2

Location wise no of applications received within due date along with name of
applicants
(Also to be hosted on the web site)
Date of advertisement :
Last date of submission of application :
Last date of submission of hard copy of online application :
List of applicants who have applied for RO dealerships within due date :
Sr. No.

Name of location

Revenue District

Category

56

Name of applicant

Annexure J
Format for Acknowledgement of Application Received
By Hand Delivery

Ref:

Date:

We acknowledge receipt of a sealed envelope super scribed Application for RO dealership

for Location____________ from Shri / Smt / Kum. ________________ by hand delivery on
_________.
This acknowledgement is issued without verification of contents.

Signature:
For Divisional/Territory/Regional Manager

57

Annexure K
Format for Acknowledgement of Application for More Than One Application for One
Location by Applicant
On Letter Head
Registered Post / Speed Post
Ref:

Date:

Received ______ number of applications in response to the advertisement published in news

paper_________ dated_______ for RO Dealership at__________ under _____ category on
______, ______ along with DD/PO no ______, ________ dated ______, _______
for `._____/- (Rupees _____________only) each from Shri/Smt/Kum.___________________
son/wife/daughter of Shri_________________

Please note as per guidelines one applicant can submit only one application for one location.
Hence, only one eligible application would be considered for selection. The non-refundable
Application fee submitted by you along with the other _____(specify number) applications is
forfeited in line with clause _____ of the Brochure.
Note : In case of locations involving bidding process the following para to be inserted:
In case you are selected, the total IDP amount submitted by you would be adjusted against
the bid amount payable before issuance of LOA.
In case your application is rejected or you are not selected, total IDP would be refunded
within 60 days of rejection or within 15 days of opening of bids, whichever is earlier.
Please note for all future reference your Application Serial No. is _____________________

Signature:
Designation:
(Head of Division/Region/Territory)

58

Annexure - L
Format for Scrutiny of Applications for RO Dealership
(to be used by ASC)
Name of Divisional/ Territory/ Regional Office :
Location:
District:
Category:
Application form number (As given by AOC) :_______________________________
Name : Shri/Smt/Kumari _______________________________
Fathers/Husbands Name ______________________________
ELIGIBILITY
Particulars
Applicabilit Yes
S.No
y
1
Non-refundable application fee received
All
2
Requisite IDP received (For locations involving bidding process)
A / CC
ROs
3
Photograph pasted and signed
All
4
Date of application mentioned in the application form
All
5
Application signed
All
6
In case of application under partnership, whether separate application Partnership
form received from each partners and applications clubbed
7
In case of application under partnership, whether draft partnership
Partnership
deed attached
8
All stamp papers for affidavits purchased in the name of Deponent
All
9
Notarized Affidavit as per Appendix IV (if applicable) for finance
All
except
attached (Not required from corpus fund candidates)
CFS
10
Affidavit as per Appendix VA (if applicable), for offer of land, attached All
11
Letter from advocate as per Appendix VB attached
All
12

13

14

15
16
17

18
19

Eligibility certificate for the category ( for individual applicant /

Partnership / Regd. Society) attached as applicable SC/ST, OBC,
CC1, CC2 as per Appendix VI, VII A, VII B, VIII & IX.
Notarized Affidavit as per Appendix X A ( for individual applicant)/
Appendix X B ( for non-individual applicant) Check all clauses as
per standard format are available
Authorization / Resolution attached ( Applicable for non individual
applicants)
Declaration by Applicant at the end is duly signed with name, date
and place
All pages of application are numbered and signed by applicant/s
Age as on date of affidavit - between 21 to 55 years (for individual
applicant) & 3 years from date of registration for entities. Proof of age
attached
Proof of educational qualification attached
Whether educational qualification is as per requirement & proof
attached

59

As
per
Category
All

All
NonIndividual
applicant
All
All
All
FF

except

All Individual
applicant
All Individual
applicant

No

20

21

22

23
24
25
26
27

Residence Certificate of the District in case of Rural ROs attached

All
individual
applicants
Registered Co-operative society/Consumer Co-operative society
Coapplying for Rural ROs should be registered in the district concerned operative
for applying for Rural ROs. (Copy of supporting documents attached) Societies
Certificate of Chartered Accountant certifying that the concerned
Registered
Registered Society / Company has made profits during the previous 3 Society
/
financial years
Company
Applicant falls under Group 1 (Owned land)
All
Applicant falls under Group 2 (Firm offer)
All
Land documents attached
All
Availability of minimum liquid funds of 25 lakh for Regular RO & 12 All
except
lakhs for Rural RO (Copy of supporting documents attached)
CFS
Envelope of Financial bid available in sealed condition
Locations
involving
bidding
process
Remarks : Following deficiencies have been observed during scrutiny:Rectifiable
a.
b.
c,
Non Rectifiable
a
b
c

CANDIDATE IS: ELIGIBLE / INELIGIBLE / ELIGIBLE SUBJECT TO RECTIFICATION OF

DEFICIENCIES
Signature with date Member - I
Name & Designation

Signature with date Member - II

Name & Designation

Signature with Name & Designation of Officer In- Charge

60

Annexure - M
List of Applicants for RO Dealership : Group 1
(Also to be hosted on Web site)
(Applicants having suitable piece of land in the advertised location/area either by way of
ownership / long term lease for a period of minimum XX years as advertised by the Oil
Company)
Name of Divisional/ Territory/ Regional / Area Office :
Location:
District:
Category:

Sr. No.

Application
Form
Given by AOC

No. Name of applicant

Date:________________
Signature with date Member - I
Name & Designation

Signature with date Member - II

Name & Designation

Signature with date

Name & Designation of Head of Divisional/Territory/Regional Office

61

Annexure - N
List of Applicants for RO Dealership : Group 2
(Also to be hosted on Web site)
Applicants having Firm Offer for a suitable piece of land for purchase or long term lease for a
period of minimum XX years as advertised by the Oil Company
Name of Divisional/ Territory/ Regional / Area Office :
Location:
District:
Category:

Sr. No.

Application
Form
Given by AOC

No. Name of applicant

Date:________________
Signature with date Member - I
Name & Designation

Signature with date Member - II

Name & Designation

Signature with date

Name & Designation of Head of Divisional/Territory/Regional Office

62

Annexure O1, O2 & O3

List of Applicants Found Ineligible for RO Dealership

(Based on non-rectifiable deficiencies)
Name of Divisional/ Territory/ Regional Office :
Name of Location__________________________ Category________________
Name of District __________________________
S.NO.

NAME OF
APPLICANT

APPLICATION
FORM NO. GIVEN
BY AOC

REASONS WHY APPLICANT

IS NOT FOUND ELIGIBLE

Date:________________
Signature with date Member - I
Name & Designation

Signature with date Member - II

Name & Designation

Signature with date

Name & Designation of Head of Divisional/Territory/Regional Office
One or more of the following can be the reasons for candidate not being found eligible
for the advertised RO Dealership Location
a.
b.
c.
d.
e.
f.
g.

Age on the date of affidavit is less than 21 completed years or more than 55 years.
Does not belong to the category for which the subject dealership is reserved.
Does not have the required educational qualification.
Not an Indian Citizen
Not a Resident of India.
Does not have - suitable land or land in the advertised location
Does not have minimum funds of 25 lakh for Regular RO & 12 lakhs for Rural RO
(except for Corpus Fund Category dealerships).
h. Has not responded/provided necessary documents/instruments for rectifiable
defects intimated as per Annexure R.
i. The same land offered in multiple applications.
The above is indicative and not exhaustive.

63

Annexure P
List of Applicants Found Ineligible Due to Deficiencies for Selection of RO Dealership
(Based on rectifiable deficiencies)
Name of Divisional/ Territory/ Regional Office :
Name of Location__________________________ Category________________
Name of District __________________________
S.NO.

NAME OF
APPLICANT

APPLICATION
FORM NO. GIVEN
BY AOC

RECTIFIABLE
DEFICIENCY/IES OBSERVED

Date___________________
Signature with date Member - I
Name & Designation

Signature with date Member - II

Name & Designation

Signature with date

Name & Designation of Head of Divisional/Territory/Regional Office

Deficiencies may be any of the following (This list is not exhaustive)

a.
b.
c.
d.
e.
f.
g.

Photograph not pasted on the application.

Application not signed at the end after declaration.
Application fee / IDP as applicable not enclosed.
Enclosed application fee / IDP less than required amount.
Enclosed defective instrument (DD/PO) towards application fee / IDP
Not stated any particular clause in the affidavit or affidavit not as per format.
Letter of consent from other co-owners of land not attached as Affidavit as per format

64

Annexure Q1, Q2 & Q3

List of Applicants Found Eligible for

Selection of RO Dealership
Name of Divisional/ Territory/ Regional Office:
Name of Location__________________________ Category________________
Name of District __________________________
S.NO.

NAME OF APPLICANT

APPLICATION FORM NO.

GIVEN BY AOC

Date________________
Signature with date Member - I
Name & Designation

Signature with date Member - II

Name & Designation

Signature with date

Name & Designation of Head of Divisional/Territory/Regional Office

65

Annexure R
Format of Letter to Applicants found ineligible based on rectifiable deficiencies
(Applicants as per Annexure P)
(On the Letterhead of OMC)
Registered Post / Speed Post
Ref: No.

Date:

To,
___________
Subject: Application for award of RO Dealership at __________ District_________
under_________ category Advertised on ___________
Dear Sir,
Please refer to your application (serial number___________) on the subject.
You are requested to submit the following details / documents to our office at above-mentioned
address.
1.
______________
2.
______________
In case you do not comply with the above by close of work on ________(date), your application will be
treated as ineligible.
Thanking you.
Yours faithfully
For ( Name of OMC)
(Signature & Name with designation of Divisional / Territory/ Regional Manager)

a.
b.
c.
d.
e.
f.
g.
h.
i.

Applicants should be asked to submit the following in case they are missing / incomplete /
not as per format. (This list is not exhaustive)
Photograph not pasted on the application. Please come in person with photo identity card issued
by any Government agency and bring a passport size photograph for affixing on the application.
Application not signed at the end after declaration. Please come in person with photo identity card
issued by any Government agency to sign your application as required.
You have not enclosed application fee / IDP of `_______. You are requested to send Demand
Draft in favour of
for the amount of `______ towards the application
fee / IDP.
You have enclosed application fee / IDP of `_______ which is less than required application fee /
IDP of `_____. You are requested to give an additional Demand Draft for balance amount of
`______ towards the balance application fee / IDP.
You have enclosed defective instrument (DD/PO) towards application fee / IDP of `____. You are
requested to replace the defective instrument (DD/PO) with a correct one towards the application
fee / IDP.
You have not stated ________________ as required in the affidavit. You are requested to submit a
fresh affidavit as per the format enclosed.
Letter of consent from family members for Finance not attached as Affidavit as per format in
Appendix IV.
Letter of consent from other co-owners of land not attached as Affidavit as per format in Appendix
V A.
Letter of confirmation from advocate as per format in Appendix V B.

66

Annexure S

Letter for intimation of visit by Land Evaluation Committee (LEC)

On Letter Head of Divisional/Territory/Regional Office
Registered Post / Speed Post

Ref: No.
DATE
To,
___________
___________
Subject: Application for award of RO dealership at __________
District_________ under_________ category Advertised on
___________

Please refer your application for award of above-mentioned RO dealership.

This is to inform you that our Land Evaluation Committee (LEC) will visit the site offered by
you at the subject location for its inspection.
You are requested to be present personally along with photo identity card issued by any
government department, at your site on ____________ along with relevant land documents.
In case you are unable to be present personally, you may depute your authorized
representative along with his/her ID proof and authorization letter (with the authorized
representatives signature attested by you) and a copy of your identity card.
Please note:
1. You or your representatives failure to report at the site on said date may result in
rejection of your candidature.
2. The Oil Company will not reimburse any expenses incurred by you for attending the
site inspection.
3. Request for change in date and time of site inspection will not be entertained.
Thanking you,
Yours faithfully
for ( Name of OMC)

Signature & Name with Designation

Officer-in- Charge.

67

Annexure T1
Format for Land Evaluation by LEC
Retail Outlet Site Evaluation Parameters
Location
Sr. No
Category:

District :
State :
Land Details :

Name of Applicant
Sl.No.
Evaluation Parameter
Yes
No
1
Land in advertised area / stretch
2
Land dimension minimum as per advertisement
3
Meets NHAI norms*
4
Land has no HT line (>11 KVA) crossing.
Lay out / site map to the scale of land attached (specific land mark with dimension of the site
given) Yes / No
Whether land offered by any other applicant Yes / No
Land found suitable Yes / No
Detail reasons for non suitability of land :a.
b.
c.

LEC to verify layout of the plot with the layout drawing submitted by the applicant. Any
deviations to be highlighted.

Member 1

Member 2

68

Member 3
(In case of NH)

Annexure T2
Layout Sketch of land offered by the applicant
Location
Sr. No
Category:

District :
State :
Land Details:

7
Name of Applicant
Site Address (As mentioned in the application form):

Landmark details (distance from nearest Km stone or any other permanent landmark /
structure nearest to the starting point of the site)
Layout Sketch of land offered by the candidate with approximate dimensions (All dimensions
to be mentioned in Meters.)

I hereby confirm that the above mentioned details of the plot offered by me are correct and
site has been inspected by the Company Officials as mentioned below. I also understand
that in case any of the details mentioned above are found incorrect or the site is found
unsuitable by the Corporation for any reason whatsoever then I would have no claim on the
dealership of this location.

Date :
Member 1

Name & Signature of the applicant / Representative of applicant

Member 2

Member 3
(In case of NH)

69

Member 3

Annexure U
Final List of Applicants Found Ineligible
(Also to be hosted on Web site)

Name of Divisional/ Territory/ Regional Office:

Name of Location__________________________ Category________________
Name of District __________________________
S.NO.

NAME OF
APPLICANT

APPLICATION
FORM NO. GIVEN
BY AOC

Date_________
Signature
Name
Head of Divisional/Territory/Regional Office

70

REASONS WHY APPLICANT

IS NOT FOUND ELIGIBLE

Annexure V 1
Final List of Applicants Found Eligible for Draw of lots / Bidding process
for Selection of RO Dealership
(Also to be hosted on Web site)

Name of Divisional/ Territory/ Regional Office:

Name of Location__________________________ Category________________
Name of District __________________________

S.NO.

NAME OF APPLICANT

APPLICATION FORM NO.

GIVEN BY AOC

Date_________
Signature
Name
Head of Divisional/Territory/Regional Office

71

Annexure V 2
List of eligible applicants for Draw of lot / Opening of Bid
for Selection of RO Dealership
(To be hosted on Web site)

Name of Divisional/ Territory/ Regional Office:

Sr.
No.

Name of
location

Revenue
District

Category

Name of
eligible
applicants

Date_________
Signature
Name
Head of Divisional/Territory/Regional Office

72

Application
form No.

Date of
Draw of
Lot/Opening
of Bid

Annexure W
Format of Letter to Applicants found ineligible
as per Annexure U (Applicants appearing in List O1, O2 & O3)
(On the Letterhead of OMC)
Registered Post / Speed Post
Ref: No.

Date:

To,
___________
Subject: Application for award of RO Dealership at __________
District_________ under_________ category Advertised on
___________
Dear Sir,

1. Please refer to your application received by us as Application form No. ___________ on

the subject.
OR
Please refer to our letter ref. ________dated ___________and clarification/documents
submitted by you vide letter dated ___________on the subject / no response received
from you.
2. We regret to inform you that your candidature has not been found to be eligible for RO
Dealership as __________________________ (specific deficiency/reason to be
mentioned).
3. In case you have any grievance against the rejection of your candidature as mentioned
above, you may make your representation within 10 days from the date of this letter.

Thanking you,
Yours faithfully
For (Name of OMC)

(Signature & Name with designation of Divisional / Territory/ Regional Manager)

73

Annexure X

Call Letter for Draw of Lot / Opening of bid for Selection of RO dealership
On Letter Head of Divisional/Territory/Regional Office
Registered Post / Speed Post
Ref: No.

DATE

To,
___________
___________
Subject: Application for award of RO dealership at __________
District_________ under_________ category Advertised on
___________
Please refer your application received by us as Application form No. ___________ for award
of above-mentioned RO dealership.
We are pleased to inform you that you have qualified for draw of lot / bidding process for
selection of RO dealership. You are requested to be present personally along with photo
identity card issued by any government department, at _________ am/pm on ____________
at the following address:
_____________________________
_____________________________
_____________________________
* Note for candidates applying under CC1 (Def) category : Please bring the original
eligibility certificate issued by DGR if not submitted along with the application. Kindly note that
the applicants not in a position to provide this certificate will not be eligible for the draw of lots
/ bidding process.
Please note:
1. The Oil Company will not reimburse any expenses incurred by you for attending the
Draw of lots / bidding process.
2. Request for change in date and time of draw of lots / bidding will not be entertained.
3. Request for authorizing and/or sending representative for the draw of lots / bidding
process will not be entertained.
Yours faithfully
for ( Name of OMC)
Signature & Name with Designation
Officer-in- Charge.
* To be used in case of Defence (CC1) category

74

Annexure - Y
Format of Letter to Applicants under Group 2
as per Annexure N
Applicants having Firm Offer for a suitable piece of land for purchase or long term lease for a
period of minimum XX years as advertised by the Oil Company.
Their application may be processed further for draw only if no candidate gets selected from
group 1.
(On the Letterhead of OMC)
REF NO:
DATE:
To
Dear Sir,
Sub : Application for award of RO Dealership at __________
District_________ under_________ category

We write with reference to your application for award of RO Dealership at _______________

District _______________ under _____________ category.
As per Clause ___ of Brochure for Selection of Retail Outlet, the land offered by you for
construction of Retail Outlet at the above mentioned location falls under Group 2 i.e.
Applicants having Firm Offer for a suitable piece of land for purchase or long term lease for a
period of minimum XX years as advertised by the Oil Company.
Further, as per Clause _____ of Brochure for Selection of Retail Outlet, Priority will be given
to applicants under Group 1 i.e. Applicants having suitable piece of land in the advertised
location/area either by way of ownership / long term lease including in all reserved categories.
Please note that as per Terms and Conditions mentioned in the Brochure for Selection of
Retail Outlet, Draw of lots will be held first amongst the eligible applicants with land falling in
Group 1 for the above location.
Draw of lots for eligible applicants of Group 2, including you, will be held only if applicants in
Group 1 have been disqualified or withdrawn.
This is merely a letter of intimation and should not to be construed as an offer of dealership to
you.
Yours faithfully,
for Indian Oil Corporation Ltd/ Bharat Petroleum Corporation Ltd /Hindustan Petroleum
Corporation Ltd
Divisional/Territory/Regional/Area Manager

75

Annexure Z
Attendance Sheet of Eligible Applicants Present At the Draw of lots / Opening of bids
for Selection of RO dealership
Name of Divisional/ Territory/ Regional Office:
Date of Draw / Opening of Bid:
Place:
Name of Location__________________________ Name of District ____________________
Sr. No. of Location in advertisement: __________

S.NO. NAME OF
APPLICATION
APPLICANT FORM NO.

Signature of Officer- (I)

Name & designation

Category________________

SIGNATURE OF THE
APPLICANT

Signature of Officer- (II)

Name & designation

76

Annexure - AA

Format for Paper Token

Name of location:
Application Form. No.
Name of applicant
Signature of Officer- (I)
Name & designation
1
`qq2

Signature of Officer- (II)

Name & designation

Self adhesive part

Second fold
First fold
Name of location:
Application Form. No.
Name of applicant
Signature of Officer- (I)
Name & designation

Signature of Officer- (II)

Name & designation
Self adhesive part

Self adhesive part

Self adhesive part

Paste the adhesive part

Paper Token after pasting should be dropped in the

box

77

Annexure - AB

Specimen of Letter for Inviting Guest

Registered Post / Speed Post

Ref: No.
DATE
To,
___________
___________

Dear Sir,
You may be aware that the Government of India has approved the policy of selection Retail
outlet dealership through a very transparent process that involves a draw of lots / opening of
bids for selection of the RO dealership in the presence of distinguished guests and qualified
applicants apart from Company officials.
We shall be much honoured with your presence for the draw to be held at _________ am/pm
on ____________ at the following address:
_____________________________
_____________________________
_____________________________
Looking forward to your gracious presence at the draw of lots / opening of bids.

Thanking you,
Yours faithfully
for (Name of OMC)

(Signature & Name with Designation)

Officer-in- Charge

78

Annexure - AC
Call Letter for Draw of lots / bidding process for Selection of RO dealership (second occasion)
On Letter Head of Area/Territory/Regional Office
Registered Post / Speed Post
Ref: No.
DATE
To,
___________
___________
Subject: Application for award of RO dealership at __________
District_________ under_________ category Advertised on ___________

Please refer your application (serial number__________) for award of above-mentioned RO dealership
and our letter inviting you to be present personally for the draw of lots / bidding process proposed to be
held on _____
(date) at the venue__________ at___( time) am/pm.
The draw of lots / bidding process could not be held on the said time/date as the required quorum was
not present.
Hence, it has been decided to conduct the draw of lots / bidding process on
. You are
requested to be present personally along with photo identity card issued by any government
department at _________ am/pm on ____________ at the following address:
_____________________________
_____________________________
_____________________________
Please note:
1. The Oil Company will not reimburse any expenses incurred by you for attending the Draw of
lots / bidding process.
2. Request for change in date and time of draw of lots / bidding process will not be entertained.
3. Request for authorizing and/or sending representative for the draw of lots / bidding process will
not be entertained.
4. In case the required quorum is not present on the revised date of draw of lots / bidding
process, then we shall proceed with the draw with the available quorum and in the presence of
the invited guest.
Thanking you,
Yours faithfully
for ( Name of OMC)

Signature & Name with Designation

Officer-in- Charge.

79

Annexure AD 1
Format for Recording Proceeding of the Draw of lots
for Selection of RO dealership

Date :
Place:
Name of Location__________________________ Category_________________
Name of District __________________________

1. Applicants who have qualified were informed about the draw of lots vide letter
dated________.
2. List of applicants qualified for draw of lots is attached. (Attach list as per Annexure
V1)
3. _____________ number of applicants who have qualified for the draw of lots were
present at the time of draw. List is attached. (Attach Attendance record as per
Annexure-Z)
4. The two company officials nominated for conducting the draw of lots
___________(names with designations)

are

5. The paper token was picked by the invited guest ___________(Name and
designation)
6. The other VIPs present were ___________(Names and designations)
7. Shri / Smt / Kum _______________(Name) son/daughter/wife of _________ with
application Serial no. ____________was declared as selected candidate.
8. Video recording carried out by (Agency name)
9. Remarks, if any :
We confirm that the draw was held as per the guidelines and the details stated above are
correct.
Signature of Officer- (I)
Name & designation

Signature of Officer- (II)

Name & designation

80

Annexure AD2
Format for Recording Proceeding of the bidding process
for Selection of RO dealership
Date :
Place:
Name of Location__________________________ Category_________________
Name of District __________________________ Min. Bid amount : Rs:
1. Applicants who have qualified were informed about the bidding process vide letter
dated________.
2. List of applicants qualified for bidding process is attached. (Attach list as per Annexure
V1)
3. _____________ number of applicants who have qualified for the bidding process
were present at the time of draw. List is attached. (Attach Attendance record as per
Annexure-Z)
4. The two company officials nominated for conducting the bidding process are
___________(names with designations)
5. The VIP/s present were ___________(Names and designations)
6. Details of Financial Bids opened are given below:Sr. No.

Name of the applicant

Sr. No. of
the
application

Bidding
Amount
(Rs.)

Ranking of
Bid

7. Shri / Smt / Kum _______________(Name) son/daughter/wife of _________ with

application Serial no. ____________ has submitted the highest bid of Rs. _________
and is declared as selected candidate.
8. Video recording carried out by (Agency name)
9. Remarks, if any :
We confirm that the bidding process was held as per the guidelines and the details stated
above are correct.
Signature of Officer- (I)
Name & designation

Signature of Officer- (II)

Name & designation

81

Annexure AE1
Format for Declaration of Results
(After Draw of Lots / Opening of Bids / In case of single eligible candidate)
(strike off whatever is not applicable)
On the Notice Board and Web site
Name of the OMC
(Address)
Name of Divisional / Territory/ Regional Office:
SUB : DECLARATION OF RESULT (FOR RETAIL OUTLET DEALERSHIP)

Name of Location__________________________ Category________________

Name of District __________________________

Draw of lots / opening of bids for selection of Retail Outlet dealership for the above location
was held on _____
(date) at the venue__________ at___( time) am/pm.
OR
Draw of lots / opening of bids for selection of RO dealership for the above location is not
required to be held as there is only one eligible qualified candidate as per details below:
(Strike off whichever is not applicable)
The following applicant is declared as selected:
S.NO. NAME OF APPLICANT APPLICATION FORM NO.

* In case of bidding process, if the bid amount quoted by all the applicants/lone applicant is
found to be less than minimum bidding amount then it will be declared as No candidate
found suitable.
* In case there is no eligible candidate for the above location then the result will be declared
as No candidate found suitable.
Date_________
Signature :
Name:
Head of Divisional / Territory / Regional Office/Officer In-charge of the draw:

82

Annexure AE2
To be sent by Regd AD / Speed Post
Format for intimation of results to the selected candidate after Draw of Lots / Opening
of Bids (strike off whatever is not applicable)
Name of the OMC
(Address)

Name of Divisional / Territory/ Regional Office:

Dear Sir / Madam,

SUB : RESULT OF DRAW OF LOTS / OPENING OF BIDS (FOR RETAIL OUTLET
DEALERSHIP)

Name of Location__________________________ Category________________

Name of District __________________________
We are pleased to inform you that based on Draw of lots / opening of bids for selection of
Retail Outlet dealership for the above location held on _____
(date) at the
venue__________ at___( time) am/pm you have been declared as selected.
This is only a preliminary intimation towards your selection for Retail Outlet dealership.
However, the award of the dealership is subject to compliance of terms and conditions of the
Corporation in this regard.
Date_________

Signature :
Name:
Head of Divisional / Territory / Regional Office/Officer In-charge of the draw:

83

Annexure AF

Format for Field Verification of Credentials

for RO dealership

Paste
Photograph of
the selected
candidate.
Verify
signature and
identity
identity

1) Name of Location__________ District _______ State __________ Category______

2) Date of advertisement__________________
3) Full name of the Individual selected Applicant ________ son/daughter/wife of
______________
4) Application Form No. ______________________________________________
5) Name of Spouse of selected candidate_______________ son /wife of___
_________________
6) Residential Address
_______________________________________________(with
reference to valid address proof like Voter ID Card, Ration Card, Passport, Aadhar Card,
etc.)
7) The information/statements made in application by the selected candidate against each
item has been verified as under: Item
No

Particulars to be verified

Documents to be verified

B
Category
(except
open)
Status of applicant

Date of Birth

C
Certificate issued by the
competent authority
Whether application is for
Individual / Non individual
applicant
Proof of age should be
supported by copy of 10th
Standard Board Certificate /
th
10 Std. School Leaving
Certificate/ Birth Certificate /
Passport / Affidavit for age /
Identity card issued by
Election Commission

Marital Status

Educational Qualification

A
1

for

Notarized Affidavit as per

format
Appendix-XA
/Marriage
Certificate
(if
available)
Original
certificate
of
qualification

84

Documents
provided by the
applicant Yes/No.

Information given
in the application
is verified with
original document
and
found
correct/incorrectRemark
E

For Rural ROs :

Residence Certificate in
case of individuals.

Original
Residence
certificate
issued
by
Competent Authority.

In case of Registered Cooperative

society/Consumer
Cooperative society, should
be registered in the district
concerned.

Verification of
Office address.

Verification of original land

documents pertaining to
the offered land found
suitable by LEC. The
purpose will be to confirm
the eligibility under Group
1 or 2 as per eligibility
criteria under Clause 6 (vi)
of Manual.
For this purpose opinion
of companys advocate /
Legal department may
be obtained.

For Group 1 : Original

Registered Sale Deed/ gift
Deed/ lease deed. In case of
inherited
property verify
mutation. Date of relevant
deeds / mutation has to be
before or on the date of
affidavit .
For Group 2 : In case of firm
offer,
above
mentioned
required documents are to
be arranged by the applicant
at the time of FVC.

Registered

Clause 9 of Appendix
XIA/XIB and Appendix VA
and VB to be checked.
8A

8B

Funds mentioned in the

application - applicant &
family unit.
Statement of SB Account
from the scheduled bank/
Post Office for the amount
as is mentioned in the
application as on the date
of affidavit.
Fixed
Deposit/Term
Deposit in Scheduled
Bank/PPF/ NSC/ Kisan
Vikas Patra- amount as
on the date of affidavit.

Clause 10 of Appendix
XIA/XIB and Appendix IV as
applicable to be checked.

Bank Statement/FD or letter

from the Bank certifying the
amount in FD. Term deposit
Statement from Post Office.
NSC/Kisan Vikas Patra.
Certificate from CA.
If FD/Term deposit, etc. gets
matured, then the selected
candidate shall produce
certificate
from
the
concerned bank / post office
specifying that the amount
as shown in FD/Term
deposit, etc. were available
till ________(date).
Clause 10 of Appendix
XIA/XIB and Appendix IV as
applicable to be checked.

85

8C

Investments
in
Bond/Mutual
Funds/listed shares as
on the date of affidavit.
(60% of value as
assessed by CA or
Depository participant to
be taken).

Value on the date of

application/ submission as
certified by the concerned
financial institution/ certified
by
Chartered
Accountant/Depository
Participant.
Clause 10 of Appendix
X/XIA/XIB and Appendix IV
as applicable to be checked.

Total Fund availability

(8A+8B+8C) as closing
balance as on cut off
date of submission of
application.
Note : The minimum funds
required
for
eligibility
should be available as
closing balance on the
cut-off date for submission
of application.

The information given in the application has been verified and the comments as applicable
are given above.
In case any other information given in the application is found to be in variance from your
findings, please give particulars
Any Other remarks:

Committee Member I

Committee Member II

Signature with Name & Designation

Signature with Name & Designation

Note:
1. During the field investigation, the committee should verify the supporting documents
of each and every item mentioned in the application by the selected candidate. The
committee should verify the documents with the originals / information given along
with the application and endorse the copies submitted along with the application /
attached copies of the original documents, stating that verified with original and
found correct. In case selected candidate is unable to produce supporting documents
for the information given in the application, it should be brought out clearly in column
E / FVC Report.
2. In case any discrepancy/inconsistency or complaint, further probe should be done
which may include verification of authenticity of the documents / claim of applicant
from competent authority/agency.
3. The Committee should sign all the pages of the FVC report including the supporting
documents taken from the candidates.

86

Annexure AG1
LOI GENERAL : CATEGORY A SITE ROS
On OMC letter head
Ref :

Date :

To
Shri/Smt _______________________
___________________________
___________________________
Dear Sir/Madam,
Sub : Proposed MS/HSD Retail Outlet Dealership at Location : .,
District..State.. Category : .
We refer to our advertisement dated .. and your application form No. ..
for the award of MS/HSD Retail Outlet dealership at the above location and the subsequent
draw of lot / Bidding held at (Location where Draw of Lot / Bid opening
held) on .(Date).
Please be informed that by this Letter of Intent, we propose to offer you a Retail outlet
dealership of (OMC Name) at the above location on the following
terms & conditions:1. You have offered a suitable piece of land admeasuring meters approx.(frontage) X
.mtrs (depth) at survey no. as indicated by you in the application for the development
of the subject Retail Outlet. You have to make available this land within 2 months from the
date of this letter failing which this offer is liable to be withdrawn. (For Group 1)
OR
You have offered to arrange a suitable piece of land admeasuring meters
approx.(frontage) X .mtrs (depth) at survey no. as indicated by you in the application
for the development of the subject Retail Outlet. You have to make available this land
within 4 months from the date of this letter failing which this offer is liable to be withdrawn.
(For Group 2).
2. As and when advised by the Corporation, the site offered by you should be duly
developed up to the road level by cutting/filling (as applicable), with good earth/murrum,
layer-wise compacted as per standard engineering practices. You shall also construct
necessary retaining wall and compound wall of 1.5 meters height, designed as per site
conditions as per approval of Corporation as committed under Clause 12 (e) of affidavit
submitted by you along with application. Subsequently, the land would be required to be
transferred on lease for a minimum period of XX years with renewable option at rentals
mutually agreed upon / sold to (OMC name ). Kindly note that in case the site
as offered by you for leasing/sale to ..................(OMC NAME) for putting up the Retail

87

Outlet is not made available for lease/purchase as per the advice of the Corporation, this
Letter Of Intent will be withdrawn without any further notice. However, there is no
commitment from (OMC name ), for taking the said land from you.
3. ..................(OMC NAME) will develop the retail out let at the above location on
the said site to be taken on lease by ..................(OMC NAME) with appropriate structures,
storage tanks and pumps.
Additional facilities (site specific) may also be developed by ..................(OMC NAME) on
its sole discretion such as Canopy, Service Station or any other facility as may be decided
by ..................(OMC NAME) from time to time.
4. For the facilities that may be provided by the Corporation as aforesaid, we will recover
from you license fee as may be decided by the Corporation and applicable to you from
time to time. At present, the license fee recoverable is Rs.48 / -KL for MS and Rs.41 / -KL
for HSD.
5. The corporation will not be held liable for any loss or damage on account of delay that
may be caused in providing you the facilities mentioned above, whatever may be the
cause of the failure or delay.
6. You will provide at the retail outlet other mandatory facilities like _______ (to be specified
by the OMC).
7. You will ensure all financial and other arrangements for operating the retail outlet
dealership.
In case it is found that the funds stated in the application for the purpose of setting up and
operation of the dealership are not made available as and when required, this LOI can be
withdrawn and you will have no claim/damages whatsoever against the Oil company.
8. You shall not induct any partner(s) in case of individual (s) nor make any changes in the
constitution of the partners as existing at the time of application, except your spouse as
per terms and conditions of the OMC (Name), and shall give an undertaking to this effect.
9. It will always be a basic condition for the award of MS / HSD retail outlet dealership that
you shall be paying attention towards day to day working of the dealership by personally
managing the affairs of the dealership you will give us a written undertaking to this effect
and shall not assign or part with the same to any other person (s).
You will not be eligible for taking up any employment. If you are already employed you will
have to resign from the employment and produce the letter of acceptance of resignation
by the employer before the issuance of Letter of Appointment by the Oil Company.
10. As agreed, you will be initiating necessary action towards enabling registration of site
where the Retail Outlet is planned. You will also assist us in getting the requisite NOC
from appropriate Authorities.
11. You will deposit with us a Demand Draft for Rs .drawn on any scheduled bank in
favour of ..................(OMC NAME) payable at . towards security Deposit at the
time of issuance of appointment letter after compliance of all the requirements of LOI.
Kindly note that the Security deposit will not carry any interest and is refundable at the

88

time of expiry of agreement between you and the Corporation. However, if such expiry of
agreement is consequent to proven adulteration/malpractice at the dealership, this
amount will be forfeited. Moreover, this Corporation reserves its right to adjust this amount
towards any dues to it.
12. You will also remit the balance amount of Rs. . towards Non-refundable Bid
amount, after setting off IDP amount, by way of a Demand Draft for Rs .drawn on
any scheduled bank in favour of ..................(OMC NAME) payable at . Within 15
days of receipt of NOC.
13. You will be notified by the corporation, in writing, after the facilities mentioned above are
made available and are ready for commissioning the dealership. Immediately on receipt of
the above notice from the corporation, you shall obtain each and every license necessary
for operating your dealership as may be required under any central / state govt. /
municipal or local authorities for the time being in force.
14. If we find that the progress made by you towards the above is not to our satisfaction, this
offer is liable to be withdrawn.
15. Please note that you are required to fulfill the conditions with regard to inducting Spouse
as Co-owner in the dealership before issuance of Letter of Appointment.
16. This letter of intent will stand automatically withdrawn and cancelled on the happening of
any of the following events:a) In case you or your close relatives like spouse, unmarried son(s) and unmarried
daughter(s) receive anytime or have received a letter of intent for any other
dealership or distributorship from our company or any other oil company either in
your individual capacity or in partnership with any other individual(s).
b) If it is found that you have suppressed and / or misrepresented any material facts
in your application.
c) In case you are found to be convicted for any criminal / economic offence involving
moral turpitude.
d) In the event of death if you are an individual/partner.
17. In case you are not able to provide the land / develop facilities within the specified time or
fail to fulfill the terms & conditions of LOI, then LOI can be withdrawn. In such situations
IDP would be forfeited.
The IDP would also be forfeited if you are unable to submit the total bidding amount within
the stipulated time or withdraw for any reason, your selection would be treated as
cancelled and LOI withdrawn.
18. This letter is merely a letter of intent and is not to be construed as a firm offer of
dealership to you. The dealership will be allotted to you on your complying with the terms
and conditions spelt out herein above by issuance of appointment letter along with signing
of our standard dealership agreement between you and us.

89

Should you require any further details / guidelines, please get in touch with our office at the
address mentioned below :
.
.
.
Please acknowledge receipt of this letter.
Thanking you,
Yours faithfully
For ..................(OMC NAME)
DULY CONSTITUTED ATTORNEY
AKNOWLEGEMENT
I hereby accept this Letter of Intent with all the terms and conditions stipulated therein. I
hereby further confirm that I / My family members do not hold RO dealership/SKO-LDO
Dealership/LPG distributorship and have not received any letter of Intent for any other
Dealership/distributorship of any Oil Company or in partnership with any other individual. I
hereby also undertake not to accept any other Letter of Intent. (for Individual applicant)
OR
We hereby accept this Letter of Intent with all the terms and conditions stipulated therein. We
hereby further confirm that :1. Any of the Director or his family members (family as defined in the case of multiple
dealership norms for individuals).
2. Holding company or Subsidiary Company.
3. Any other company or Firm where share holders (put together) of the applicant
company have controlling stake i.e. 51% or more.
do not hold RO dealership/SKO-LDO Dealership/LPG distributorship and have not received
any letter of Intent for any other Dealership/distributorship of any Oil Company. We also
undertake not to accept any other Letter of Intent. (For Non-Individual applicant Other than
Registered Societies)
OR
We hereby accept this Letter of Intent with all the terms and conditions stipulated therein. We
hereby further confirm that any of the Member of the Governing Body/Managing Body/Any
such other Body or his family members (family as defined in the case of multiple dealership
norms for individuals) do not hold RO dealership/SKO-LDO Dealership/LPG distributorship
and have not received any letter of Intent for any other Dealership/distributorship of any Oil
Company. We also undertake not to accept any other Letter of Intent. (For Non-Individual
applicant Registered Societies)
Place :
Signature :
Date :
Name :

90

Annexure AG2
LOI GENERAL : CATEGORY B TYPE ROS
On OMC letter head
Ref :

Date :

To
Shri _______________________
___________________________
___________________________
Dear Sir,
Sub : Proposed MS/HSD Retail Outlet Dealership at Location : .,
District..State..- Category : .
We refer to our advertisement dated .. and your application form No. ..
for the award of MS/HSD Retail Outlet dealership at the above location and the subsequent
draw of lot held at (Location where Draw of Lot held) on
.(Date).
Please be informed that by this Letter of Intent, we propose to offer you a Retail outlet
dealership of (OMC Name) at the above location on the following
terms & conditions:1. You have offered a suitable piece of land admeasuring meters approx.(frontage) X
.mtrs (depth) at survey no. as indicated by you in the application for the development
of the subject Retail Outlet. You have to make available this land within 2 months from the
date of this letter failing which this offer is liable to be withdrawn. (For Group 1)
OR
You have offered to arrange a suitable piece of land admeasuring meters
approx.(frontage) X .mtrs (depth) at survey no. as indicated by you in the application
for the development of the subject Retail Outlet. You have to make available this land
within 4 months from the date of this letter failing which this offer is liable to be withdrawn.
(For Group 2).
2. For making the land available as required above, you will ensure that the land arranged
by you is either registered in your name or it should be leased to you for a minimum
period of XX years
3. As and when advised by the Corporation, the site offered by you would be duly developed
up to the road level by cutting/filling (as applicable), with good earth/murrum, layer-wise
compacted as per standard engineering practices. You shall also construct necessary
retaining wall and compound wall of 1.5 meters height, designed as per site conditions as

91

per approval of Corporation as committed under Clause 12 (e) of affidavit submitted by

you along with application. Kindly note that in case the site as offered by you for putting
up the Retail Outlet is not developed as per the advice of the Corporation, this Letter Of
Intent will be withdrawn without any further notice.
4. You will provide at the retail outlet infrastructural facilities like Driveway, Sales Office,
Show room, Store, Toilet, Generator, Compressor, with room, electrical connection up to
the sales building, Yard lighting, water connection / bore well and staff room as
mentioned in the Brochure and after obtaining necessary clearances/approvals/licences
as applicable in each case.
5. In addition, you will also provide the following basic facilities at your cost at the Retail
Outlet premises:a.
b.
c.
d.
e.
f.
g.
h.

Clean drinking water.

Free Air.
Clean toilet.
Telephone.
First aid kit with valid medicines.
Adequate illumination.
PUC facilities, wherever it is mandatory.
Other facilities as may be specified by the Corporation from time to time.

6. Additional facilities (site specific) like Canopy, Service Station or any other facility as may
be decided by ..................(OMC NAME) from time to time would also be required to be
developed by you.
7. ..................(OMC NAME) will provide storage tanks and pumps and other facilities
considered necessary at the Retail Outlets.
8. For the facilities that may be provided by the Corporation as aforesaid, we will recover
from you license fee as may be decided by the Corporation and applicable to you from
time to time. At present, the license fee recoverable is Rs. 18/- KL for MS and Rs. 16/- KL
for HSD.
9. The corporation will not be held liable for any loss or damage on account of delay that
may be caused in providing you the facilities mentioned above whatever may be the
cause of the failure or delay.
10. You will ensure all financial and other arrangements for operating the retail outlet
dealership.
In case it is found that the funds stated in the application for the purpose of setting up and
operation of the dealership are not made available as and when required, this LOI can be
withdrawn and you will have no claim/damages whatsoever against the Oil company.
11. You shall not induct any partner(s) in case of individual (s) nor make any changes in the
constitution of the partners as existing at the time of application, except your spouse as
per terms and conditions of the OMC (Name), and shall give an undertaking to this effect.
12. It will always be a basic condition for the award of MS / HSD retail outlet dealership that
you shall be paying attention towards day to day working of the dealership by personally

92

managing the affairs of the dealership you will give us a written undertaking to this effect
and shall not assign or part with the same to any other person (s).
You will not be eligible for taking up any employment. If you are already employed you will
have to resign from the employment and produce the letter of acceptance of resignation
by the employer before the issuance of Letter of Appointment by the Oil Company.
13. You will deposit with us a Demand Draft for Rs .drawn on any scheduled bank in
favour of ..................(OMC NAME) payable at . towards security Deposit at the
time of issuance of appointment letter after compliance of all the requirements of LOI.
Kindly note that the Security deposit will not carry any interest and is refundable at the
time of expiry of agreement between you and the Corporation. However, if such expiry of
agreement is consequent to proven adulteration/malpractice at the dealership, this
amount will be forfeited. Moreover, this Corporation reserves its right to adjust this amount
towards any dues to it.
14. You will also remit Rs. . towards Non-refundable Fixed fee by way of a
Demand Draft for Rs .drawn on any scheduled bank in favour of ..................(OMC
NAME) payable at . Within 15 days of receipt of NOC.
15. You will be notified by the corporation, in writing, after the facilities mentioned above are
made available and are ready for commissioning the dealership. Immediately on receipt of
the above notice from the corporation, you shall obtain each and every license necessary
for operating your dealership as may be required under any central / state govt. /
municipal or local authorities for the time being in force.
16. If we find that the progress made by you towards the above is not to our satisfaction, this
offer is liable to be withdrawn.
17. Please note that you are required to fulfill the conditions with regard to inducting Spouse
as Co-owner in the dealership before issuance of Letter of Appointment.
18. This letter of intent will stand automatically withdrawn and cancelled on the happening of
any of the following events:a) In case you or your close relatives like spouse, unmarried son(s) and unmarried
daughter(s) receive anytime or have received a letter of intent for any other
dealership or distributorship from our company or any other oil company either in
your individual capacity or in partnership with any other individual(s).
b) If it is found that you have suppressed and / or misrepresented any material facts
in your application.
c) In case you are found to be convicted for any criminal / economic offence involving
moral turpitude.
d) In the event of death if you are an individual/partner.
19. In case you are not able to provide the land / develop facilities within the specified time or
fail to fulfill the terms & conditions of LOI, then LOI can be withdrawn.

93

The LOI would also be withdrawn and selection cancelled, if you are unable to submit the
Non-refundable fixed fee within the stipulated time.
20. You will not sell/lease/mortgage the said land to any third party without . (OMC
NAME)s permission in writing, so long as the agreement (DPSL) is valid and .
(OMC NAME)s facilities continue at the site.
21. In case of termination of / resignation from the dealership, within 3 months of
disassociation from . (OMC NAME), you will execute a lease or will sub lease the
land together with structures thereon to the company if the company so desires, for a
period not exceeding 30 years at normal yearly rental (excluding Municipal Taxes) which
shall not be more than 10 % of the then prevailing market value of the land and the
structures standing thereon.
22. This letter is merely a letter of intent and is not to be construed as a firm offer of
dealership to you. The dealership will be allotted to you on your complying with the terms
and conditions spelt out herein above by issuance of appointment letter along with signing
of our standard dealership agreement between you and us.
Should you require any further details / guidelines, please get in touch with our office at the
address mentioned below :
.
.
.
Please acknowledge receipt of this letter.
Thanking you,
Yours faithfully
For ..................(OMC NAME).
DULY CONSTITUTED ATTORNEY
AKNOWLEGEMENT
I hereby accept this Letter of Intent with all the terms and conditions stipulated therein. I
hereby further confirm that I / My family members do not hold RO dealership/SKO-LDO
Dealership/LPG distributorship and have not received any letter of Intent for any other
Dealership/distributorship of any Oil Company or in partnership with any other individual. I
hereby also undertake not to accept any other Letter of Intent. (for Individual applicant)
OR
We hereby accept this Letter of Intent with all the terms and conditions stipulated therein. We
hereby further confirm that :1. Any of the Director or his family members (family as defined in the case of multiple
dealership norms for individuals).
2. Holding company or Subsidiary Company.

94

3. Any other company or Firm where share holders (put together) of the applicant
company have controlling stake i.e. 51% or more.
do not hold RO dealership/SKO-LDO Dealership/LPG distributorship and have not received
any letter of Intent for any other Dealership/distributorship of any Oil Company. We also
undertake not to accept any other Letter of Intent. (For Non-Individual applicant Other than
Registered Societies)
OR
We hereby accept this Letter of Intent with all the terms and conditions stipulated therein. We
hereby further confirm that any of the Member of the Governing Body/Managing Body/Any
such other Body or his family members (family as defined in the case of multiple dealership
norms for individuals) do not hold RO dealership/SKO-LDO Dealership/LPG distributorship
and have not received any letter of Intent for any other Dealership/distributorship of any Oil
Company. We also undertake not to accept any other Letter of Intent. (For Non-Individual
applicant Registered Societies)
Place :

Signature :

Date :

Name :

95

Annexure AG3
LOI : CATEGORY SC/ST
On OMC letter head
Ref :

Date :

To
Shri/Smt _______________________
___________________________
___________________________
Dear Sir/Madam,
Sub : Proposed MS/HSD Retail Outlet Dealership at Location : .,
District..State.. Category : .
We refer to our advertisement dated .. and your application form No. ..
for the award of MS/HSD Retail Outlet dealership at the above location and the subsequent
draw of lot / Bidding held at (Location where Draw of Lot / Bid opening
held) on .(Date).
Please be informed that by this Letter of Intent, we propose to offer you a Retail outlet
dealership of (OMC Name) at the above location on the following
terms & conditions:1. You have offered a suitable piece of land admeasuring meters approx.(frontage) X
.mtrs (depth) at survey no. as indicated by you in the application for the development
of the subject Retail Outlet. You have to make available this land within 2 months from the
date of this letter failing which this offer is liable to be withdrawn. (For Group 1)
OR
You have offered to arrange a suitable piece of land admeasuring meters
approx.(frontage) X .mtrs (depth) at survey no. as indicated by you in the application
for the development of the subject Retail Outlet. You have to make available this land
within 4 months from the date of this letter failing which this offer is liable to be withdrawn.
(For Group 2).
2. As and when advised by the Corporation, the site offered by you would be duly developed
up to the road level by cutting/filling (as applicable), with good earth/murrum, layer-wise
compacted as per standard engineering practices. You shall also construct necessary
retaining wall and compound wall of 1.5 meters height, designed as per site conditions as
per approval of Corporation as committed under Clause 12 (e) of affidavit submitted by
you along with application. Subsequently, the land would be required to be transferred on
lease for a minimum period of XX years with renewable option at rentals mutually agreed
upon / sold to (OMC name ). Kindly note that in case the site as offered by

96

you for leasing/sale to ..................(OMC NAME) for putting up the Retail Outlet is not
made available for lease/purchase as per the advice of the Corporation, this Letter Of
Intent will be withdrawn without any further notice. However, there is no commitment from
(OMC name ), for taking the said land from you.
3. ..................(OMC NAME) will develop the retail out let at the above location on
the said site to be taken on lease by ..................(OMC NAME) with appropriate structures,
storage tanks and pumps.
Additional facilities (site specific) may also be developed by ..................(OMC NAME) on
its sole discretion such as Canopy, Service Station or any other facility as may be decided
by ..................(OMC NAME) from time to time.
4. For the facilities that may be provided by the Corporation as aforesaid, we will recover
from you license fee as may be decided by the Corporation and applicable to you from
time to time. At present, the license fee recoverable is Rs.48 / -KL for MS and Rs.41 / -KL
for HSD.
5. The corporation will not be held liable for any loss or damage on account of delay that
may be caused in providing you the facilities mentioned above, whatever may be the
cause of the failure or delay.
6. You will provide at the retail outlet other mandatory facilities like _______ (to be specified
by the OMC).
7. For enabling you to operate the dealership, Working capital, as may be determined by the
Corporation at its sole discretion to be utilized only for the purpose of taking delivery of
MS/HSD/Lubes from the Corporation to maintain supply.
The above working capital will carry interest, which at present is @ 11% per annum
payable monthly from the date of disbursement of the working capital by the Corporation.
The aforesaid working capital along with the interest mentioned above, will be repayable
by you in 100 equal monthly installments commencing from the 13th month of
commissioning of the dealership.
8. You shall not induct any partner(s) in case of individual (s) nor make any changes in the
constitution of the partners as existing at the time of application, except your spouse as
per terms and conditions of the OMC (Name), and shall give an undertaking to this effect.
9. It will always be a basic condition for the award of MS / HSD retail outlet dealership that
you shall be paying attention towards day to day working of the dealership by personally
managing the affairs of the dealership you will give us a written undertaking to this effect
and shall not assign or part with the same to any other person (s).
You will not be eligible for taking up any employment. If you are already employed you will
have to resign from the employment and produce the letter of acceptance of resignation
by the employer before the issuance of Letter of Appointment by the Oil Company.

97

10. As agreed, you will be initiating necessary action towards enabling registration of site
where the Retail Outlet is planned. You will also assist us in getting the requisite NOC
from appropriate Authorities.
11. You will deposit with us a Demand Draft for Rs .drawn on any scheduled bank in
favour of ..................(OMC NAME) payable at . towards security Deposit at the
time of issuance of appointment letter after compliance of all the requirements of LOI.
Kindly note that the Security deposit will not carry any interest and is refundable at the
time of expiry of agreement between you and the Corporation. However, if such expiry of
agreement is consequent to proven adulteration/malpractice at the dealership, this
amount will be forfeited. Moreover, this Corporation reserves its right to adjust this amount
towards any dues to it.
12. You will be notified by the corporation, in writing, after the facilities mentioned above are
made available and are ready for commissioning the dealership. Immediately on receipt of
the above notice from the corporation, you shall obtain each and every license necessary
for operating your dealership as may be required under any central / state govt. /
municipal or local authorities for the time being in force.
13. If we find that the progress made by you towards the above is not to our satisfaction, this
offer is liable to be withdrawn.
14. Please note that you are required to fulfill the conditions with regard to inducting Spouse
as Co-owner in the dealership before issuance of Letter of Appointment.
15. This letter of intent will stand automatically withdrawn and cancelled on the happening of
any of the following events:a) In case you or your close relatives like spouse, unmarried son(s) and unmarried
daughter(s) receive anytime or have received a letter of intent for any other
dealership or distributorship from our company or any other oil company either in
your individual capacity or in partnership with any other individual(s).
b) If it is found that you have suppressed and / or misrepresented any material facts
in your application.
c) In case you are found to be convicted for any criminal / economic offence involving
moral turpitude.
d) In the event of death if you are an individual/partner.
16. In case you are not able to provide the developed land within the specified time or fail to
fulfill of terms & conditions of LOI or withdraw for any reason, then LOI can be withdrawn
and selection cancelled.
17. This letter is merely a letter of intent and is not to be construed as a firm offer of
dealership to you. The dealership will be allotted to you on your complying with the terms
and conditions spelt out herein above by issuance of appointment letter along with signing
of our standard dealership agreement between you and us.
Should you require any further details / guidelines, please get in touch with our office at the
address mentioned below :

98

.
.
.
Please acknowledge receipt of this letter.
Thanking you,
Yours faithfully
For ..................(OMC NAME).
DULY CONSTITUTED ATTORNEY
AKNOWLEGEMENT
I hereby accept this Letter of Intent with all the terms and conditions stipulated therein. I
hereby further confirm that I / My family members do not hold RO dealership/SKO-LDO
Dealership/LPG distributorship and have not received any letter of Intent for any other
Dealership/distributorship of any Oil Company or in partnership with any other individual. I
hereby also undertake not to accept any other Letter of Intent. (for Individual applicant)
OR
We hereby accept this Letter of Intent with all the terms and conditions stipulated therein. We
hereby further confirm that :1. Any of the Director or his family members (family as defined in the case of multiple
dealership norms for individuals).
2. Holding company or Subsidiary Company.
3. Any other company or Firm where share holders (put together) of the applicant
company have controlling stake i.e. 51% or more.
do not hold RO dealership/SKO-LDO Dealership/LPG distributorship and have not received
any letter of Intent for any other Dealership/distributorship of any Oil Company. We also
undertake not to accept any other Letter of Intent. (For Non-Individual applicant Other than
Registered Societies)
OR
We hereby accept this Letter of Intent with all the terms and conditions stipulated therein. We
hereby further confirm that any of the Member of the Governing Body/Managing Body/Any
such other Body or his family members (family as defined in the case of multiple dealership
norms for individuals) do not hold RO dealership/SKO-LDO Dealership/LPG distributorship
and have not received any letter of Intent for any other Dealership/distributorship of any Oil
Company. We also undertake not to accept any other Letter of Intent. (For Non-Individual
applicant Registered Societies)
Place :

Signature :

Ref :

Date :

99

ANNEXURE - AH
LETTER TO BE ADDRESSED TO THE COMPLAINANT FOR SUBMISSION OF
DOCUMENTARY EVIDENCE TO SUBSTANTIATE COMPLAINT
Registered Post / Speed Post
REF NO:

DATE:

To,

Dear Sir,
Sub : RO Dealership at __________ District_________ under_________ category
We write with reference to your letter ref.___________ dated __________________ on the
above subject.
a) We are unable to process your complaint for the following reasons :(i) The requisite complaint fee of Rs. 1000/- has not been submitted.
(ii) The complaint has not been received within the stipulated time i.e. within 30 days of
declaration of result.

Or

b) You are hereby requested to submit supporting documents, if any, to substantiate the
points mentioned in your letter within 20 days from the date of this letter.
Please note that if on investigation, complaint is found to be false and/or without
substance, the Oil Company (Name of the OMC) reserves the right to take action against
the complainant as provided under the law including forfeiture of fee submitted.

Thanking you,
Yours faithfully,
for Indian Oil Corporation Ltd/ Bharat Petroleum Corporation Ltd /Hindustan Petroleum
Corporation Ltd

Divisional/Regional/Territory Manager

100

ANNEXURE - AI

LETTER TO BE ADDRESSED TO THE COMPLAINANT IN CASE COMPLAINT IS NOT

SUBSTANTIATED
Registered Post / Speed Post
REF NO:

DATE:

To,

Dear Sir,
Sub : RO Dealership at __________ District_________ under_________ category
We write with reference to your letter ref.___________ dated __________________ on the
above subject.
We have examined your grievance/complaints/allegations mentioned in your aforesaid letter
and do not find any merit in the same as you have not substantiated or provided any specific
and verifiable facts. Hence, your complaint is being filed and the matter is treated as closed.
The complaint fee remitted by you is forfeited.
OR
We have carried out investigation into the grievance/complaints/allegations mentioned in
your aforesaid letter and our comments are as under (the letter should be a speaking order
referring to each allegation made in the complaint by the complainant):1.
2.
3.
Our invesigation, as mentioned above, reveals that the grievance/complaints/allegations
made by you have not been found factually correct. Hence, your complaint is being filed and
the matter is treated as closed. The complaint fee remitted by you is forfeited.

Thanking you,
Yours faithfully,
for Indian Oil Corporation Ltd/ Bharat Petroleum Corporation Ltd /Hindustan Petroleum
Corporation Ltd

Divisional/Regional/Territory Manager

101

ANNEXURE - AJ
LETTER TO BE ADDRESSED TO THE COMPLAINANT IN CASE COMPLAINT IS
SUBSTANTIATED
Registered Post / Speed Post
REF NO:

DATE:

To,

Dear Sir,
Sub : RO Dealership
under_________ category

at

__________

District_________

We write with reference to your letter ref.___________ dated __________________ on the

above subject.
We have carried out investigation into the grievance/complaints/allegations mentioned in
your aforesaid letter and our comments are as under:1.
2.
3.
We shall initiate necessary action in this regard as per our Guidelines shortly. Please find
enclosed
a
Cheque
No.
__________
dated
_____________
drawn
on
____________________________ for Rs. 1000/- (Rupees thousand only) towards refund of
your complaint fee.
Thanking you,
Yours faithfully,
for Indian Oil Corporation Ltd/ Bharat Petroleum Corporation Ltd /Hindustan Petroleum
Corporation Ltd

Divisional/Regional/Territory Manager

102

Annexure AK
LETTER OF APPOINTMENT
On OMC letter head
Ref :

Date :

To
Shri _______________________
___________________________
___________________________
Dear Sir,
Sub : Proposed MS/HSD Retail Outlet Dealership at Location : .,
District..State..- Category : . (Customer / SAP Code____________)
We refer to our Letter of Intent of Ref:
dated .. for the award of MS/HSD Retail
Outlet dealership at the above location and your acceptance to all the terms and conditions mentioned
therein.
We have pleasure in offering you MS / HSD dealership in respect of our Retail Outlet at
location
_______ with effect from _________.
We note that the dealership will be run as a
Proprietorship/Partnership/_____________(Entity) firm in the same name and style of ___________
(hereinafter
called
as
Licensee)
with
the
following
Office
as
sole
proprietor/partnership/________(Entity) :
Name/Name of the Entity _________________
Address
_________________
________________
(In case of partnership name of all partners along with their share-holding in the partnership firm shall
be mentioned against the name of individual partners).
We are enclosing copy of executed Dealership Agreement / Dispensing Pump and Selling License
Agreement (hereinafter called the Dealership Agreement / DPSL) along with the duplicate copy of this
letter.
We, interalia, give below, for your guidance, some of the terms and conditions :
1.

Subject to the terms and conditions in the Dealership Agreement / DPSL, the agreement shall
be deemed to have commenced with effect from ________ and shall remain in force for a
period of xx years from the date and the Corporation at its sole discretion may, however,
renew and / or extend the validity period of the agreement for such further period and on such
terms as may be deemed fit by this Corporation. Notwithstanding anything contained in this
clause, the appointment of the dealership can be terminated by us before the expiry of the
period, as mentioned herein, of the extended period, as the case may be, in terms and
conditions of the aforesaid enclosed Dealership Agreement / DPSL.
We acknowledge receipt of the following :-

103

i)
ii)

Interest free Security Deposit of Rs. __________.

Non-Refundable fixed fee / Bidding amount of Rs.____________.
(Strike off whichever is not applicable)

This security deposit will not carry any interest and is refundable on expiry of the Dealership
Agreement/DPSL. However, if the dealership is terminated for proven malpractice/adulteration
then this security deposit amount will be forfeited. Moreover Corporation reserves its rights to
adjust any payment that may be due to it from this amount at the time of termination of this
dealership/ expiry of the DPSL agreement.
2.

LICENSE FEE : In terms of clause ____ of the Dealership Agreement / DPSL, you will be
charged for present, the following License Fee :
MS :
HSD :

Rs. 48.00 per KL / Rs. 18.00 per KL

Rs. 41.00 per KL / Rs. 16.00 per KL

(Strike off whichever is not applicable)

This will be subject to revision as provided in the said clause of Dealership Agreement / DPSL.
3.

TERMS OF PAYMENT : RTGS / Core Banking / e-payment through any Scheduled Bank in
favour of M/s. ______________ Corporation Limited. The RTGS / Core Banking / e-payment
should cover full value of the supplies indented for.

4.

SUPPLIES : MS / HSD will be supplied in bulk tank lorries (owned / hired by the Corporation)
against indents submitted by you at ________ (Name of OMC) ________ Installation/Depot or
any other location as may be advised to you from time to time at Corporations selling rate as
quoted above.

5.

SELLING RATES : Your selling rate to the public ex the above Retail Outlet shall be as on date
Rs. _______ Per Litre for MS and Rs._____ Per litre for HSD, which will be subject to revision
without notice at any time.

6.

LICENSES AND REGISTRATION : Please get the necessary Registrations completed and
obtain the requisite Licenses from the Statutory Authorities which are required for operation of
Retail Outlet.

7.

MANAGEMENT : We expect you to manage the dealership efficiently and to our satisfaction and
tap the full sales potential of the site. You and your representative should render courteous and
satisfactory service to the motoring public.

8.

We are also enclosing a copy of the extant Marketing Discipline Guidelines and other relevant
stationery that would be required for operation of Retail Outlet.

9.

The subject appointment will also be governed by all terms and conditions of Dealership
Agreement / DPSL executed between you and the Corporation hereafter.

Please note that you cannot store or sell any other products from the aforesaid Retail Outlet premises
without taking our prior written permission.
Thanking you,
Yours faithfully,
For ..................(OMC NAME).
DULY CONSTITUTED ATTORNEY

104

AKNOWLEGEMENT CUM UNDERTAKING

2) I hereby accept this Letter of Appointment. I hereby further confirm that I / My family members do
not hold RO dealership/SKO-LDO Dealership/LPG distributorship and have not received any letter
of Intent for any other Dealership/distributorship of any Oil Company or in partnership with any
other individual. I hereby also undertake not to accept any other Letter of Intent.
I am not employed / I was employed and have resigned from my employment. Proof of acceptance
of resignation by my employer has been submitted to the Corporation.
(Note : for Individual applicant along with Affidavit as per Appendix III to be obtained)
OR
We hereby accept this Letter of Appointment. We hereby further confirm that :i.
ii.
iii.

Any of the Director or his family members (family as defined in the case of multiple
dealership norms for individuals).
Holding company or Subsidiary Company.
Any other company or Firm where share holders (put together) of the applicant company
have controlling stake i.e. 51% or more.

do not hold RO dealership/SKO-LDO Dealership/LPG distributorship and have not received any
letter of Intent for any other Dealership/distributorship of any Oil Company. We also undertake not
to accept any other Letter of Intent. (For Non-Individual applicant Other than Registered
Societies)
OR
We hereby accept this Letter of Appointment. We hereby further confirm that any of the Member of
the Governing Body/Managing Body/Any such other Body or his family members (family as defined
in the case of multiple dealership norms for individuals) do not hold RO dealership/SKO-LDO
Dealership/LPG distributorship and have not received any letter of Intent for any other
Dealership/distributorship of any Oil Company. We also undertake not to accept any other Letter of
Intent. (For Non-Individual applicant Registered Societies)
Place :

Signature :

Ref :

Date :

105

Annexure - AL

Details of Candidate select from whom Notarized Affidavit obtained w.r.t. employment
in Pvt. Sector / drawal of salary/perks/emoluments from State / Central Government.

Sr. No.

Name of the
Location

District

State

Name of Selected
candidate

Date of
Affidavit

Note : Copy of standard draft affidavit should also be made available on this site

106

Appendix I
(To be submitted by persons applying for Rural ROs)
RESIDENCE CERTIFICATE
This
is
to
certify
that
Shri/Smt/Kum.______________________________________________son/daughter
of
Shri_____________________________________________________________________is
a
resident
of
_______________________Revenue
Village
in
___________________________Village Panchayat of ________________________ Block
in __________ District of _________________________ State.

(______________________)
Signature of
Dy.Tehsildar/Tehsildar
Dy.Mamlatdar/Mamlatdar
(Seal of Office)
OR
(______________________)
Signature of Dy. Commissioner*/
Commissioner of Police
(Seal of Office)
Date :
*Only if the Competent Authority is Dy. Commissioner of Police.
Note : Residence certificate issued within previous six months of the date of affidavit
(Appendix XA) in the prescribed format herein will only be treated as valid residence
certificate.

107

Appendix II A
Format of Letter to be given by the Applicant for making Spouse as partner
Place:
Date:

To,
___________
___________
___________
Subject: Letter for induction of spouse as Co-owner / Partner for RO
Dealership at Location __________, District_________, State
________, under_________ category Advertised on ___________
Dear Sir/Madam,
I write with reference to your letter ref. _______________ dated _______________ informing
me the intent to award of RO Dealership at __________ District_________ under_________
category Advertised on ___________, and would like to submit as under:I am married and name of my spouse is __________________. I am aware that as per
Terms and Conditions of the Dealer Selection, my spouse will be co-owner i.e. 50% partner
of RO dealership with me unless my spouse is already gainfully employed and/or do not wish
to be made a partner. I shall submit Affidavit as per Appendix IIB affirming that he/she wishes
to be made a partner before issuance of Letter of Award.

** I shall complete all necessary documentation/formalities with respect to Partnership, etc.

with my spouse before issuance of Letter of Award / signing of Agreement. I am also aware
that the Agreement will be signed by both of us jointly.
OR
** My spouse is already gainfully employed and/or do not wish to be made a partner. I shall
submit Affidavit as per Appendix IIB affirming that he/she does not wish to be made a partner
before issuance of Letter of Award.
** Strike off whichever is not applicable.
Thanking you,
Yours faithfully

108

Appendix II B
Notarized Affidavit from Spouse in case she / he wishes/does not wish to become a partner
(TO BE TYPED ON APPROPRIATE NON-JUDICIAL STAMP PAPER OF REQUIRED VALUE)
(To be submitted by Spouse of the individual LOI (Letter of Intent) holder before acceptance of Letter
of Appointment/Signing of Dealership Agreement)
In the matter of RO dealership of Indian Oil Corporation* / Bharat Petroleum Corporation* / Hindustan
Petroleum Corporation* at___________ (Location) District_________ under_________ category
Advertised on ___________.
I, _____________________________son / daughter / wife of ________________________________
Age _____ years resident of _________ do hereby solemnly declare:
1. That my husband / wife Shri/Smt. ___________________, has applied for the above RO
dealership and _______________ (OMC name) has issued Letter of Intent vide letter ref no
___________ dated ____________ in favour of my husband / wife.
2. That I am aware, that as per Terms and Conditions of the Dealer Selection, I have to be inducted
as co-owner i.e. 50% partner of RO dealership allotted to my husband / wife Shri/Smt.
___________________.
*I wish to become a partner/co-owner in the dealership allotted to my husband / wife Shri / Smt.
____________. I also undertake that all necessary documentation and undertaking / affidavit as
required for award of dealership will be completed by me prior to issuance of LOA.
OR
*That I am currently gainfully employed as mentioned below:Details of employment with Employers address.
Hence, I do not wish to be made a partner in the Dealership allotted to my husband / wife
Shri/Smt. ___________________.
OR
*That I do not wish to be made a partner in the Dealership allotted to my husband / wife Shri/Smt.
___________________ for personal reasons.
*Strike off whichever is not applicable.
Solemnly affirmed and declared before me
This ___________day of ________________
Signature and Seal of
Magistrate/Judge/Notary Public

Signature
Name of Deponent

109

Appendix - III
Notarized Affidavit from the applicant w.r.t. employment in Pvt. Sector / drawal of
salary/perks/emoluments from State / Central Government.

(TO BE TYPED ON APPROPRIATE NON-JUDICIAL STAMP PAPER OF REQUIRED

VALUE)
(To be submitted by individual LOI holder before acceptance of Letter of Appointment for
dealership)

In the matter of RO dealership of Indian Oil Corporation* / Bharat Petroleum Corporation* /

Hindustan Petroleum Corporation* at Location ___________ .
1. That
I,
_____________________________son
/
daughter
/
wife
________________________________ Age _____ years resident of _________
hereby solemnly declare as under:

of
do

2. That I, ___________________, have applied for RO dealership of Indian Oil

Corporation* / Bharat Petroleum Corporation* / Hindustan Petroleum Corporation* at
location __________ in Dist __________ in State __________ under category
_________ and the Oil Company has issued Letter of Intent for the said Retail Outlet
Dealership vide letter ref no ___________ dated ____________ .
3. I hereby declare that I am neither employed in private sector nor drawing any
salary/perks/emoluments from State / Central Government.
OR
I was employed and have resigned from the employment. Proof of acceptance of
resignation is attached.
4. I also affirm that during the tenure of the Dealership I will not take any employment in
Pvt. Sector and draw any salary /perks/emoluments from State / Central Government.

Solemnly affirmed and declared before me

This ___________day of ________________

Signature and Seal of

Magistrate/Judge/Notary Public

Signature
Name of Deponent

110

Appendix IV
Notarized Affidavit for offer of finance by members of Family unit
(TO BE TYPED ON APPROPRIATE NON-JUDICIAL STAMP PAPER OF REQUIRED
VALUE)
(To be given by the family member as defined in eligibility criteria other than applicant,
for Finance)

I
_____________________________________
of________________________________
age______years
_____________________do hereby solemnly affirm and say as under:-

Son/daughter/wife
resident
of

1. That I am unmarried and my father*/mother*/unmarried brother* / unmarried sister*

(Shri/Smt/Kum)__________________________________(name) has applied for Retail
Outlet dealership of IOC*/BPC*/HPC* at _______________(location) under '__________'
category against the advertisement appeared in __________________news paper
dated__________________
OR
That I am married and my unmarried son*/ unmarried daughter*/wife*/husband*
(Shri/Smt/Kum)__________________________________(name) has applied for Retail
Outlet dealership of IOC*/BPC*/HPC* at _______________(location) under '__________'
category against the advertisement appeared in __________________news paper
dated__________________
* Strike off whichever is not applicable.
2. That in case he/she is selected for RO dealership I will provide financial assistance to the
extent of Rs. _____ lakhs, which I hold in my name, and which is mentioned at Clause
no.
10
of
the
application
form
being
submitted
by
(Shri/Smt/Kum)___________________________for RO dealership of IOC*/BPC*/HPC*
at ____________________________

I hereby verify that what has been stated above is true and correct to the best of my
knowledge, and nothing has been concealed there from.

Solemnly affirmed and declared before me

This_________________________ day of ______________________________

Signature and Seal of

Magistrate/Judge/Notary Public

Signature
Name of Deponent and
Relationship with applicant

111

Appendix V A
Notarized Affidavit for offer of land from family member and/or third party
supported by land documents All the joint owners of the land have to submit this
affidavit individually.
(TO BE TYPED ON APPROPRIATE NON-JUDICIAL STAMP PAPER OF REQUIRED
VALUE)

I
_____________________________________
of________________________________
age______years
_____________________do hereby solemnly affirm and say as under:-

Son/Daughter/wife
resident
of

Clause for Family members

(Family Unit as defined in Multiple dealership norm under Clause Disqualification)
1.

That I am unmarried and my father*/mother*/unmarried brother* / unmarried sister*

(Shri/Smt/Kum)__________________________________(name) has applied for Retail
Outlet dealership of IOC*/BPC*/HPC* at _______________(location) under '__________'
category against the advertisement appeared in __________________news paper
dated__________________
OR
That I am married and my unmarried son*/ unmarried daughter*/wife*/husband*
(Shri/Smt/Kum)__________________________________(name) has applied for Retail
Outlet dealership of IOC*/BPC*/HPC* at _______________(location) under '__________'
category against the advertisement appeared in __________________news paper
dated__________________
Strike off whichever is not applicable.

2.

That I, Shri/Smt _____________________, own a piece of land singly / jointly bearing

Gut/Survey No. _____________ at ___________________ (village/town), Taluka/Tehsil
__________, Dist ___________ in the State of _____________ admeasuring _____ mt
(frontage) x _____ mt (Depth) having area _____ sq. mts. as per the following details :
OR
That I, Shri/Smt _____________________, singly / jointly hold a piece of land on long
term lease basis (___ years w.e.f. __________) bearing Gut/Survey No. _____________
at ___________________ (village/town), Taluka/Tehsil __________, Dist ___________ in
the State of _____________ admeasuring _____ mt (frontage) x _____ mt (Depth) having
area _____ sq. mts. as per the following details :

112

Name(s) of the Relationship Date of registration

owner of Land with applicant* of sale deed/gift
/ Lease holder
deed / lease deed/
date of mutation

Khasra
Dimensions of land
No/Gut
Area of
No/Surve Frontage Min.
in
metre
Depth
in
the
land
y No
metre
(Sq.m)

1.
2.
3.
4.
Strike off whichever is not applicable.

3. That Shri/Smt/ M/s.(name of the Entity) ______________________ has applied for Retail
Outlet dealership of IOC*/BPC*/HPC* at _______________(location) under '__________'
category against the advertisement appeared in __________________news paper
dated__________________
4. That in case he/she/ M/s.(name of the Entity) is selected for RO dealership I will either
sell/transfer/lease the above mentioned piece of land to Oil Company or to Shri / Smt/
M/s.(name of the Entity) _______________ for setting of Retail Outlet facilities at the
above mentioned location as per the site plan duly signed by all co-owners. In case of
lease, I further confirm that I have no objection if the subject piece of land leased to Shri /
Smt _______________ is further leased/sub-leased to the Oil Company by him/her as per
terms of the Oil Company.
That I have no objection if the above mentioned land is used for setting up of Retail Outlet
facilities by Shri / Smt. / M/s.(name of the Entity) ___________________ at the above
mentioned location, as per the site plan duly signed by all co-owners.
5. I hereby confirm that the said piece of land has not been offered by me to any other
person for Retail Outlet dealership of this location against the above mentioned
advertisement.
6. I hereby verify that what has been stated above is true and correct to the best of my
knowledge, and nothing has been concealed there from.

Solemnly affirmed and declared before me

This_________________________ day of ______________________________
Signature and Seal of
Magistrate/Judge/Notary Public

Signature
Name of Deponent and Relationship
with applicant

113

Appendix V B
Letter from Advocate w.r.t. land offered by the applicant confirming status of the land i.e
whether the offered land falls in Group 1 OR Group 2.
(TO BE TYPED ON LETTER HEAD OF THE ADVOCATE AND TO BE ADDRESSED TO THE OMC)
(To be submitted by Applicants)
To
The Divisional Manager / Territory Manager / Regional Manager
IOCL / BPCL / HPCL
Dear Sir,
Sub : Details of land offered by my client.
1.

This is to inform you that I have perused the documents pertaining to the land at Survey
No/Gut No __________ (address of the plot) , Khasra / Khatauni ___________ at Village
__________ offered by Shri/Smt/ M/s.(name of the Entity) __________________, who has
applied for Retail Outlet dealership of M/s IOCL/BPCL/HPCL for the location _____________,
Dist ____________ and that this land falls in the advertised area / stretch.

2.

I have also perused sub clause (vi) pertaining to land parameter under the clause 4
ELIGIBILITY CRITERIA FOR APPLICANTS in the Brochure, which explains how a particular
piece of land falls under Owned land category (Group 1) or Firm offer category (Group 2). In
my opinion and as per the requirement of OMC (name of oil company), the piece of land
offered by my client falls under:Group 1*

Yes/No

Group 2*

Yes/No

*Strike off whichever is not applicable.

3.

I have also gone through the Lease agreement for the land at Survey No/Gut No __________
(address of the plot), Khasra / Khatauni ___________ at Village __________ offered by
Shri/Smt/ M/s.(name of the Entity) __________________, who has applied for Retail Outlet
dealership of M/s IOCL/BPCL/HPCL for the location _____________, Dist ____________ and
confirm that the lease agreement has a provision to sub-lease the land to the Oil Company.
(para 3 above is applicable only for locations advertised under Corpus Fund Scheme (CFS
sites), Other Corporation Owned Sites (A/ CC sites) and Company Leased sites and where
the offered land is taken on Long term lease).

Place :
Date :
Signature of Advocate ____________________
Name & Seal of Advocate
_______________________

114

Appendix VI
Standard Format for SC/ST Category Certificate
The form of the certificate to be produced by Scheduled Castes / Scheduled Tribes
candidates.
This is to certify that Shri / Smt. / Kum* ______________ son / daughter* of
________________ of village / town * ______________ in District / Division* _______ of the
State / Union / Territory* of ___________ belongs to the ________Caste / Tribes and his /
her religion is ___________ which is recognised as a Scheduled Castes / Scheduled Tribes
under the Scheduled Castes / Scheduled Tribes lists (modification) order 1956* read with the
Bombay Re-organisation Act, 1960 and the Punjab Reorganisation Act 1956*.
The Constitution (Jammu & Kashmir) Scheduled Castes Order, 1956*
The Constitution (Andaman & Nicobar Islands) Scheduled Tribes Order, 1956*
The Constitution (Dadra & Nagar Haveli) Scheduled Castes Order, 1962*
The Constitution (Pondicherry) Scheduled Castes Order, 1964*
The Constitution (Scheduled Tribes) (Uttar Pradesh) Order, 1967*
The Constitution (Nagaland) Scheduled Tribes Order, 1970*

Place : ____________
Date : ____________

Signature
: ______________
Designation : ______________
(with seal of office)

State / Union Territory*

* Please delete the words, which are not applicable
Note : The terms Ordinarily reside(s) used here will have the same meaning as in Section20 of the Representation of the People Act, 1950.
# Officers competent to issue Caste / Tribe certificates.
i. District Magistrate / Additional District Magistrate / Collector / Deputy Commissioner /
Additional Deputy Commissioner / Deputy Collector, 1st Class Stipendiary Magistrate / City
Magistrate *** Sub-Divisional Magistrate / Taluka Magistrate / Executive Magistrate / Extra
Assistant Commissioner.
*** (Not below the rank of 1st Class Stipendiary Magistrate)
ii. Chief Presidency Magistrate / Additional Chief Presidency Magistrate, Presidency
Magistrate
iii. Revenue Officers not below the rank of Tehsildar.
iv. Sub-divisional officer of the Divisional where the candidate and / or his family normally
resides.
v. Administrative / Secretary to Administrator / Development Officer (Lakshadweep).
Note: A candidate who claims to belong to one of the Scheduled Castes / Scheduled Tribes
should submit in support of his / her claim, a certificate in original, with a copy thereof in the
form given above, issued at any time by a competent authority # notified by the Government
of India, of the district in which his parents (or surviving parents) ordinarily reside who has
been designated by the State Government concerned as competent to issue such a
certificate. If both his parents are dead, the officer signing the certificate should be of the
District in which the candidate himself ordinarily resides otherwise than for the purpose of his
own education. In case of any doubt about the genuineness of the certificate, the same may
be got verified through the concerned District Magistrate / Deputy Commissioner.

115

APPENDIX VII A
STANDARD FORMAT FOR OBC CATEGORY CERTIFICATE
Note : A candidate who claims to belong to one of the Other Backward Classes should submit in
support of his/her claim, a certificate in original, with a copy there of in the form given below, issued by
a competent authority notified by the Government of India/State Government.
The form of the certificate to be produced by Other Backward Classes candidates.
This is to certify that Shri / Smt. / Kum. _____________________________________Son / Daughter
of Shri / Smt. _____________________________________ of Village/Town__________________
District/Division __________ ________________________ of the ________________________
State/Union Territory, belongs to the _______________Community which is recognized as a backward
class by Govt. of India (Central Govt.)/State Govt. as under:
Sr.
No.

Resolution No./Notification No.

issued by Govt. of India/State
Govt.

Date of Gazette
Notification issued by
Govt. Of India/State Govt.

Concerned State /
Union Territory

Shri / Smt. / Kum. ______________________________________________and / or his/her family

ordinarily reside(s) in the village/town* __________________________ District / Division of
_______________________ State/Union Territory of __________________.
This is also to certify that he/she does not belong to the persons/sections (Creamy Layer) mentioned in
Column 3 of the Schedule to the Government of India, Department of Personnel & Training O.M. No.
36012/22/93-Estt.(SCT) dated 08/09/93 which is modified vide Govt. of India, Department of Personnel
& Training OM No. 36033/1/2013 Estt.(Res.) dated 27/05/2013 and any other subsequent
amendments promulgated in this regard.
Place: _________________
Date : _________________

Signature :
Designation:
(with seal of Office)

NOTE:
a) The term Ordinarily used here will have the same meaning as in Section 20 of the Representation
of the People Act, 1950.
b) The authorities competent to issue Caste Certificates for Other Backward Classes are indicated
below:
(i) District Magistrate / Additional Magistrate / Collector / Deputy Commissioner / Additional Deputy
Commissioner / Deputy Collector / Ist Class Stipendiary Magistrate / Sub-Divisional Magistrate /
Taluka Magistrate / Executive Magistrate / Extra Assistant Commissioner (not below the rank of Ist
Class Stipendiary Magistrate).
(ii) Chief Presidency Magistrate / Additional Chief Presidency Magistrate / Presidency Magistrate.
(iii) Revenue Officer not below the rank of Tehsildar and (iv) Sub-Divisional Officer of the area
where the candidate and / or his/her family resides.
c) The date of undertaking (Affidavit as per Appendix VII B) submitted along with the application form
will be treated as date of reckoning for OBC status of the candidate and also for determining that
the candidate does not fall in the creamy layer. The candidate should furnish the relevant OBC
certificate in the prescribed format shown above or as issued by the competent authority containing
relevant details as mentioned above.

116

Appendix VII B

Declaration/undertaking as a notarized affidavit - for OBC Candidates only

(To be typed on appropriate non-judicial stamp paper of required value)
I,
________________________________
son
/
daughter
of
Shri
________________________
resident
of
village/town/city
____________________________in the district _____________________ State / Union
Territory of ____________ hereby declare that I belong to the ____________________
community which is recognised as a backward class by the Government of India for the
purpose of reservation in services as per orders contained in Department of Personnel and
Training Office Memorandum No.36012/22/93- Estt. (SCT), dated 8/9/1993. It is also
declared that I do not belong to persons/sections (Creamy Layer) mentioned in Column 3 of
the Schedule to the above referred Office Memorandum, dated 8/9/1993, which is modified
vide Department of Personnel and Training Office Memorandum No.36033/3/2004 Estt.(Res.)
dated 14.10.2008 and any other subsequent amendments issued in this regard.

Signature of the Candidate

(Deponent)

Place: _________________
Date: _________________

Declaration / Undertaking not signed by the candidate will be rejected.

False declaration will render the applicant liable for rejection of application/candidature at any
time.

117

Appendix VIII
Standard Format for Paramilitary/Police/PSU/Government Personnel Category (CC1)
(Certificate is to be given by Head of the Office or an Officer not below the rank of Under Secretary
to the Government on Official Letter-Head of the Organization / Government Office issuing the
Certificate)
NAME & ADDRESS OF THE GOVT ORGANIZATION/DEPARTMENT/AGENCY ISSUING THE
CERTIFICATE
Reference No
Date
Eligibility Certificate for Paramilitary/Police/Government Personnel Category
1. @ This is to certify that Shri/Smt./Kum. ________ who was working in this office as ________
had passed away on (date) _______ at (Place)___________. Shri/Smt./Kum. ________ has
been awarded ( name of gallantry award)________in recognition of the supreme sacrifice
made while__________________, Shri/Smt./Kum. ( name of applicant) _________________
(relationship ___________
) was dependent on Shri/Smt./Kum. Shri/Smt./Kum.
____________ as per our records.
2.

OR
@This is to certify that Shri/Smt./Kum. ___________________________________who was
working in this office as ______ had passed away on (date) ________________ while in
action at (Place)______________ Shri/Smt./Kum. ( name of applicant) _________________ (
relationship ___________
) was dependent on Shri/Smt./Kum. ____________ as per our
records.
OR

3. @This is to certify that Shri/Smt./Kum. (name of applicant)__________________________

was working in our organization ________ and has been disabled on ( date) _________while
performing duties at (place)________.
OR
4. @This is to certify that Shri/Smt./Kum. ___________________________________who was
working in this office as ______ had passed away on (date) ________________ while on duty
at (Place)______________ Shri/Smt./Kum.( name of applicant) _________________ (
relationship ___________
) was dependent on Shri/Smt./Kum. ____________ as per our
records.
OR
5. @This is to certify that Shri/Smt./Kum. _________ was working in our organization ________
and has been disabled in peace on ( date) ----------- due to attributable causes.
@ Delete if not applicable.
Attested Signatures of applicant
Place : ____________
Date : ____________

Signature :
Name
:
Designation:
Office Seal:

118

Appendix IX

Standard Format for PH Category Certificate#

NAME & ADDRESS OF THE INSTITUTE/HOSPITAL ISSUING THE CERTIFICATE
STANDARD FORMAT OF THE CERTIFICATE
Certificate No.____________
Date____________
CERTIFICATE FOR THE PERSONS WITH DISABILITIES

Recent
Attested
Photograph
Showing the
disability to
be affixed
Here.

This is to certify that

Shri/Smt/Kum_____________________________________________________________
Son/wife/daughter of Shri____________________________________________________
Age_____________old male/female, Registration No.___________________ is a case of
_______________________________________________________________ He/She is
physically disabled/visual disabled/speech & hearing disabled and has______% (_______
per cent) permanent (physical impairment/visual impairment/speech & hearing impairment) in
relation to his/her ______________________________________________________
Note:1. This condition is progressive/non-progressive/likely to improve/not likely to improve.*
2. Re-assessment is not recommended/is recommended after a period of ____________
__________________months/years.*

Candidates would be considered eligible under this category in case the candidates are orthopaedically
handicapped to the extent of minimum of 40% permanent (partial) disability of either upper or lower limbs; or 50%
permanent (partial) disability of both upper and lower limbs together. For this purpose, the standards contained in
the `Manual for Orthopaedic Surgeon in evaluating Permanent Physically Impairment' brought out by the American
Academy of Orthopaedic Surgeons, USA and published on its behalf by the Artificial Limbs Manufacturing
Corporation of India, G.T. Road, Kanpur, shall apply.
Deaf, Dumb and blind persons with minimum 40% disability (speech, hearing and visual impairment) will be
eligible to apply for RO dealership under this category. However, totally blind persons will not be eligible.
Candidate applying under this category should produce a certificate (as per the standard format) issued by a
Medical Board duly constituted by the Central / State Government as per the Gazette of India Extraordinary New
Delhi, No 154 dated June 13, 2001 on Guidelines for evaluation of various disabilities and procedure for
certification.

*Strike out which is not applicable.

Sd/(DOCTOR)

Sd/(DOCTOR)

Sd/(DOCTOR)

Seal

Seal

Seal

Signature/Thumb impression
Of the patient.
Countersigned by the
Medial Superintendent/CMO/Head of
Hospital (with seal)
119

Appendix X A
Notarized Affidavit
(TO BE TYPED ON APPROPRIATE NON-JUDICIAL STAMP PAPER OF
REQUIRED VALUE)
(To be submitted by individual applicants)
I,____________________________________
son/daughter/wife
of
______________________________ Age _____ years residing at __________________________ .
In connection with my application for
RO dealership at ____________(Location)
_____________(Dist.) _____________(State) I do hereby solemnly affirm and say as under :
1

That I am an Indian Citizen and resident of India (as per Income Tax Rules1)

That my date of birth is d d /

(Age as on date in
words_____Years_____Months_____Days)
* That I passed Graduation examination from recognized University / Institution in the y y y y
year
and / or
* That I have passed the 10+2 examination conduct by the Board/Institution in the
y y y y
year
and /or
th
* That I have passed the Matriculation / 10 Std. Examination conducted by Board in y y y y
the year
* That I am unmarried. That neither I, nor my Father, Mother, unmarried brother(s), unmarried
sister(s) have dealership/distributorship or hold Letter of Intent for Retail Outlet or SKO-LDO
dealership or LPG distributorship of any Oil Company.
OR
* That I am married and name of my spouse is __________________. That neither I nor my spouse,
unmarried son(s)/unmarried daughter(s) have dealership/ distributorship or hold letter of Intent for
Retail Outlet or SKO-LDO dealership or LPG distributorship of any Oil Company.
OR
* That I am a widow / widower. That neither I nor my unmarried son(s)/unmarried daughter(s) have
dealership/ distributorship or hold letter of Intent for Retail Outlet or SKO-LDO dealership or LPG
distributorship of any Oil Company.
OR
* That I am a divorcee. That neither I nor any of my unmarried son(s)/unmarried daughter(s) (whose
custody is given to me) have dealership/ distributorship or hold letter of Intent for Retail Outlet or
SKO-LDO dealership or LPG distributorship of any Oil Company:
That I hereby confirm that none of my family members (as per multiple dealership norms as defined
under Clause DISQUALIFICATION of brochure) are employees of Oil Marketing Companies.
That I am married and my name before my marriage was _______________ and after my marriage
to Shri ___________ has been changed to Smt. ___________________.
That I am of sound mental health & I am not totally paralyzed.

5
6
7
8

m m /

y y y y

That I have never been convicted for any criminal offence involving moral turpitude and/or economic
offences (other than freedom struggle).
.

9
10

I confirm that arrangement will be made for taking delivery of products on ex-MI basis from the Oil
Company within 4 months of intimation thereof from the Oil Company to this effect.
That I hereby confirm that I was never a signatory to dealership/distributorship agreement of any Oil

120

11

12

Company, which was terminated for proven malpractices and / or for violations of provisions of the
Marketing Discipline Guidelines.
a) That the funds as detailed in Clause No. 10 of the application form pertaining to Finance and
affidavit submitted by family members for provision of finance attached along with the
application form (if applicable) are available with me as on date. I also understand that the
minimum fund required, as per the advertisement, should be available with me as closing
balance on cut-off date for submission of application for eligibility. The original documents in
support of the claim would be made available to the Corporation at the time of Field
Verification.
b) I am aware that my claim, as above, if found to be at variance at any stage, would result in
my application /candidature becoming invalid for further consideration by the Oil Company.
c) In addition, in case I am selected for RO dealership, I undertake to arrange funds required
for development of requisite infrastructure and facilities as mentioned in the Advertisement
for the location.
d) I am also aware that in the event of my inability to arrange the said funds, as mentioned in
Clause 10 of the application form and Para (c) above, as and when required by the Oil
Company (Name of the Oil Company), the allotment shall be withdrawn and I will have no
claim/damages whatsoever against the Oil company (Name of the Oil Company).
That the details mentioned in Clause No. 9 of the application form, affidavit submitted by Co-owner/s
(if applicable) and confirmatory letter from Advocate attached along with the application form
pertaining to Land :a) Are true and land documents in support of the claim have been attached along with the
application form.
b) That in case I am selected for RO dealership, I undertake to arrange the said piece of plot as
mentioned in the application form for setting up of retail outlet at the location for which I have
made the application.
c) I am aware that my claim, as above, if not supported by required documents or in the event
being found to be at variance at any stage, would result in my application /candidature becoming
invalid for further consideration by the Oil Company.
d) I am also aware that in the event of my inability to make available the said land required for
setting up the retail outlet as required by the Oil Company (Name of the Oil Company), within
the period mentioned in the LOI, then the allotment can be withdrawn and I will have no
claim/damages whatsoever against the Oil company (Name of the Oil Company).
e) I am also aware that in case of my selection for this RO dealership it will be binding on me to
hand over the offered land duly developed up to the road level with good earth / murram , layer
wise compacted as per standard engineering practices to the satisfaction of OMC and I will
provide retaining wall and compound wall of minimum height 1.5 mt, designed as per site
conditions and approved by OMC engineers.
f)

13

I am also aware that in case the same piece of land offered by me for setting up of retail outlet at
location __________ in Dist __________ in State __________ is offered by any other applicant
for the same purpose, my candidature for RO dealership will be rejected.
That I hereby confirm that I will neither take up any other employment nor will draw any
salary/perks/emoluments from State/Central Government upon my appointment as a dealer.
If I am already employed I will resign from the employment and produce proof of acceptance of
resignation by my employer before the acceptance of Letter of Appointment to be issued by the Oil

121

14

15

16

17

Company.
I hereby confirm that I have not resigned as a sole proprietor from a dealership/distributorship of any
oil marketing company in favour of any of my family member/s as defined in the Selection
Guidelines.
I am married. I undertake to fulfill the conditions of ________________ (OMC) with regard to
inducting Spouse as Co-owner in the dealership if the dealership is awarded to me.
OR
I am unmarried. I undertake to inform the company of my marriage and undertake to fulfill the
conditions of ________________ (OMC) with regard to inducting Spouse as Co-owner in the
dealership within one year of my marriage if the dealership is awarded to me.
I undertake that I will observe all the relevant guidelines with regard to award/operation of the said
dealership issued by Indian Oil Corporation* / Bharat Petroleum Corporation* / Hindustan Petroleum
Corporation* / Government of India or any other statutory body from time to time.
That if any information/declaration given by me in my application or in any document submitted by
me in support of application for the award of the RO dealership or in this affidavit shall be found to
be untrue or incorrect or false, ..(Name of OMC) would be within its rights to withdraw the
letter of intent / terminate the dealership (if already appointed) and that I would have no claim,
whatsoever, against the Corporation for such withdrawal / termination.
1

If an individual stayed in India for 182 days or more in the previous Financial year, he is treated as resident of
India as per Income Tax Rules irrespective of his citizenship. If the stay is less than 182 days he is a non-resident.

* Strike off whatever is not applicable.

I hereby verify that what has been stated above is true and correct to the best of my knowledge and nothing
material has been concealed there from.

Signature of Deponent
(Name in block letters)

Solemnly affirmed and declared before me. This ___________day of ________________

Signature and Seal of

Magistrate/Judge/Notary public

122

APPENDIX X-B
Notarized Affidavit
(TO BE TYPED ON APPROPRIATE NON-JUDICIAL STAMP PAPER OF REQUIRED
VALUE)
(To be submitted by non-individual applicants)
In the matter of RO dealership at___________ (Location) of Indian Oil Corporation* / Bharat
Petroleum Corporation* / Hindustan Petroleum Corporation* whereas _______________ (Name of
the Registered Society*/Company*/Charitable Trust*) ________________ (Location) has applied
for RO dealership of ________(name of the Oil Company) Ltd., at ___________.
I,
_____________________________son
/
daughter
/
wife
of
________________________________ Age _____ years resident of _________in the capacity of
___________ do hereby solemnly declare:
1. That through a resolution passed by the Registered Society*/Company*/Charitable Trust* I have
been authorized to apply for the said dealership on behalf of the Registered
Society*/Company*/Charitable Trust*. A copy of the resolution/authorization is enclosed herewith
forming part and parcel of this affidavit.
2. That the said Registered Society is duly registered under Societies Registration Act 1860 or 1912
or Societies Registration Act enacted by the State Government of ______ * /Company formed
under the companies act 1956 or 2013* /Charitable Trust* is registered with Charity Commissioner
of State Government of ______________* (name of the State) on ________(date of registration/
incorporation) and a photocopy of the certificate of registration is enclosed herewith forming part
and parcel of this affidavit.
3. That our Registered Society*/Company* had made net profit during the previous consecutive 3
financial Years as certified by Chartered Accountant (Not applicable for Charitable Trusts).
4. That on behalf of the Registered Society*/Company*/Charitable Trust* I undertake that we will
observe all the relevant guidelines with regard to award/operation of the said dealership issued by
Indian Oil Corporation* / Bharat Petroleum Corporation* / Hindustan Petroleum Corporation* /
Government of India or any other statutory body from time to time.
5. That on behalf of the Registered Society*/Company*/Charitable Trust* I undertake that we will
operate the dealership through our own entity.
6. That all members of the Society belong to the same category for which RO dealership has been
advertised. A copy of certificate to this effect from Registrar of Society and a list giving names of all
the members of the Society is enclosed herewith forming part and parcel of this affidavit.
(Applicable only in case of Regd. Societies applying under other than open category)
7. That neither our Registered Society*/Company*/Charitable Trust* nor any Member of the Governing
Body/Managing Body/Any such other Body of this Registered Society*/ Charitable Trust*/ Directors
of company* has been convicted by any court of law for any criminal offence involving moral
turpitude and/or economic offences (other than freedom struggle) punishable under Law.
8. That neither this entity nor any of the Member of its Governing Body/Managing Body/Any such
other Body of this Registered Society*/ Charitable Trust*/ Directors of company* was never a
signatory to dealership/distributorship agreement of any Oil Company, which was terminated for
malpractice and/or for violation of Marketing Discipline Guidelines.
(Clause 7 & 8 above is not applicable to Government owned Companies defined as major
shareholding with the Government, Public Sector & Joint Sector Units or Government
administered Organization)
9. *That none of the Directors of this company or his family members (family as defined in the case of
multiple dealership norms for individuals) or Holding company or Subsidiary company or any other
company or firm where share holders (put together) of this applicant company have controlling

123

stake i.e. 51% or more, have dealership/distributorship or hold Letter of Intent for Retail Outlet or
SKO-LDO dealership or LPG distributorship of any Oil Company
OR
*That none of the Members of the Governing Body/Managing Body/Any such other Body of this
Charitable Trust*/Registered Society* or his family members (family as defined in the case of
multiple dealership norms for individuals) have dealership/distributorship or hold Letter of Intent for
Retail Outlet or SKO-LDO dealership or LPG distributorship of any Oil Company.
10. That on behalf of the Registered Society*/Company*/Charitable Trust* I undertake
that
arrangement will be made for taking delivery of products on ex-MI basis from the Oil Company
within 4 months of intimation thereof from the Oil Company to this effect.
11.
a) That on behalf of the Registered Society*/Company*/Charitable Trust* I undertake that the
details mentioned in Clause No. 10 of the application form pertaining to Finance are available
with us as on date. I on behalf of the Registered Society*/Company*/Charitable Trust* also
affirm that the minimum fund required as per eligibility criteria would be available with us as
closing balance on cut-off date for submission of application as per the advertisement. The
original documents in support of the claim would be made available to the Corporation at the
time of Field Verification.
b) We are aware that our claim, as above, if found to be at variance at any stage, would result in
our application /candidature becoming invalid for further consideration by the Oil Company.
c) In addition, in case we are selected for RO dealership, we undertake to arrange Rs. _
_____________________ required for development of requisite infrastructure and
facilities as mentioned in the Advertisement for the location __________ in Dist __________ in
State __________ for which we have made the application.
d) We are also aware that in the event of our inability to arrange the said funds, as mentioned in
Clause 10 of the application form and Para (c) above, as and when required by the Oil
Company (Name of the Oil Company), the allotment shall be withdrawn and we will have no
claim/damages whatsoever against the Oil company (Name of the Oil Company).
12. That on behalf of the Registered Society*/Company*/Charitable Trust* I undertake that the
details mentioned in Clause No. 9 of the application form and confirmatory letter from
Advocate attached along with the application form pertaining to Land :a) Are true and land documents in support of the claim have been attached along with the
application form.
b) That in case we are selected for RO dealership, we undertake to arrange the said piece of plot
as mentioned in the application form for setting up of retail outlet at location __________ in Dist
__________ in State __________ for which we have made the application.
c) We are aware that our claim, as above, if not supported by required documents or in the event
being found to be at variance at any stage, would result in our application /candidature becoming
invalid for further consideration by the Oil Company.
d) We are also aware that in the event of our inability to make available the said land required for
setting up the retail outlet as required by the Oil Company (Name of the Oil Company), within the
period mentioned in the LOI, then the allotment can be withdrawn and we will have no
claim/damages whatsoever against the Oil company (Name of the Oil Company).
e) We are also aware that in case of our selection for this RO dealership, it will be binding on us to
hand over the offered land duly developed up to the road level with good earth / murram, layer
wise compacted as per standard engineering practices to the satisfaction of OMC and we will
provide retaining wall and compound wall of minimum height 1.5 mt, designed as per site
conditions and approved by OMC engineers.

124

f) We are also aware that in case the same piece of land offered by us for setting up of retail outlet
at location __________ in Dist __________ in State __________ is offered by any other
applicant for the same purpose, our candidature for RO dealership will be rejected.
13. That If any information/declaration given in this application or in any document submitted in support
of application for the award of the dealership or in this affidavit shall be found to be untrue or
incorrect or false, Indian Oil Corporation* / Bharat Petroleum Corporation* / Hindustan Petroleum
Corporation* would be within its rights to withdraw the letter of intent / terminate the dealership (if
already appointed) and that we would have no claim, whatsoever, against Indian Oil Corporation* /
Bharat Petroleum Corporation* / Hindustan Petroleum Corporation* for such withdrawal/termination.
*Strike out whatever is not applicable.
I hereby verify that what has been stated above is true and correct to the best of my knowledge and
nothing material has been concealed there from.
Solemnly affirmed and declared before me
This ___________day of ________________
Signature and Seal of
Magistrate/Judge/Notary public

Signature of Deponent
(Name in block letters)

125

Appendix XIA
Application Format For Individual Applicants
(FORM TO BE FILLED UP IN CAPITAL LETTERS USING BLUE / BLACK BALL POINT PEN)
For Office Use
Sr.
No.
of Sr.
No.
of D D M M Y
Y
Y
Y
Not to be filled by location in the application as
applicant
advertisement per listing of
AOC
APPLICATION FOR RETAIL OUTLET DEALERSHIP
Particulars of application
In Nos.
fee
(Rs.)
Latest Passport Size
In words
Demand
Draft No.
Drawn on
(Bank)
In favour of (Full name of
The Oil Company)
Note:

Photograph
with specimen
signature on
the photograph

Date
Payable
At

For Regular ROs:

(Enclose Application fee of Rs. 1000/- (one thousand only) for all applicants except SC/ST location. Application
fee for SC/ST (incl. CC1 & CC2 under SC/ST category) locations is Rs. 500/- (Five hundred only) on enclosing
SC/ST certificate.
For Rural ROs:
(Enclose Application fee of Rs. 100/- (one hundred only) for all applicants except SC/ST location. Application
fee for SC/ST (incl. CC1 & CC2 under SC/ST category) locations is Rs. 50/- (Fifty only) on enclosing SC/ST
certificate.
Initial Down Payment (IDP) Details for locations involving Bidding (Strike off if not applicable)
In Nos.
Particulars of IDP
(Rs.)
In words
Demand
Draft No.
Drawn on
(Bank)
In favour of (Full name of
the Oil Company)
Note:

Date
Payable
At

For Regular ROs: Enclose IDP of Rs. 150000/- (One lakh fifty thousand only) for all applicants.
For Rural ROs:

Enclose IDP of Rs. 50000/- (Fifty thousand only) for all applicants.

126

Name of the Location

District

State

Category*

* Please attach copy of Eligibility certificate for respective category in respect of reserved locations as
mentioned below:
Category

Eligibility
Certificate
format
Appendix VI

Category

Eligibility Certificate
format

Category

Eligibility
format

OBC

Appendix VII-A &

VII-B

Open
CC1

SC/ST
CC1

Appendix VI, VIII

or DGR certificate/
Discharge Order
or Pension order
as applicable

OBC
CC1

Open
CC2

SC/ST
CC2

Appendix VI, IX
or
certificate
applicable
for
OSP/FF

OBC
CC2

Appendix VII-A, VIIB, VIII or DGR

certificate/
Discharge Order or
Pension order
as
applicable
Appendix
VII-A,
VII-B, IX or certificate
applicable
for
OSP/FF

Appendix VIII or
DGR certificate/
DGR certificate/
Discharge Order or Pension
order as applicable
Appendix IX or certificate
applicable for OSP/FF

SC/ST

Advertised on
(Date)

Type of applicant

7
7.1

7.2

7.3

In

(Please write Newspaper name)

If Partner please use separate application form for
each partner and club them together
Applicant should enclose Affidavit as per the format given in Appendix XA
Name
(Mr/Mrs/Kumari)
First name
Middle name
Surname
Fathers/Husbands
Name (Mr)
First name
Middle name
Surname
Address
Proprietor / Partner

District

7.4

Certificate

Tel. No.
Email id
Indian Citizen

Pin Code

Yes

No

Mob. No.
PAN No.
Resident of India as per IT Rules

127

Yes

No

7.5

If No applicant is not eligible

Resident of Revenue District

(Please attach residence certificate
in case of Rural ROs)
State

Gender

Male

Female

(Tick mark whichever is applicable)

7.6

7.7
7.8

Date of Birth
DD
MM
Marital status
(Tick mark whichever is applicable)
Name of spouse
Mr.
/
(if married)
Mrs.
Spouse
employed

YYYY
Single

Age (Proof to be
attached) as on date of
affidavit
Years
Married
Widow / Widower

Months
Divorcee

Yes

Days

No

(Tick mark whichever is

applicable)

8
i)
ii)
iii)
9

Educational Qualification (attach copy of qualifying certificate as per Eligibility criteria)

Qualification
Name of Board/University/Institution
Degree
Year of Passing
Graduation
10+2 Pass
th
10 Pass
Land Details (Please read Clause no. 4 (vi) of Brochure before providing the information below)
Copy of proof of ownership of land to be attached.

Name(s) of
the owner of
Land /
Leaseholder

a)

Relationship
with
applicant**

Date of
registration
of sale
deed/gift
deed / lease
deed/ date
of mutation

Location of the
land with
respect to
Reference
point / Land
mark (Specify
land mark /
Reference
point and
distance from
the same)

Khasra
No/Khatouni/
Gut
No/Survey
No

Dimensions of land*

Frontage
in metre

Min.
Depth
in
metre

Area
(Sq.m)

Are you willing to transfer the land on sale/long lease to Oil Company ? YES/NO
If yes, at what rate / terms.
_____________________________________________________________________________________________

b)

The above piece of plot owned by me / my family member (as defined under multiple dealership norm)
either by way of ownership / long term lease would be made available for a period of minimum ___ years
as advertised by the Oil Company(Name of the Oil Company).
That as per the documents and report from advocate attached along with the application form, my/our
offer qualifies for being considered under GROUP 1 as defined in Clause 4 (vi) of the Brochure for retail
outlet dealer selection by the Oil Company(Name of the Oil Company).
OR

128

b)

The said piece of plot belonging to ___________________ has been offered to me /us for putting up a
retail outlet of the Oil Company (Name of the Oil Company). The above is being given as Firm Offer
and is for purchase / long term lease for a period of minimum _____ years as advertised by the Oil
Company.
That as per the documents and report from advocate attached along with the application form, my/our
offer qualifies for being considered under GROUP 2 as defined in clause 4 (vi) of the Brochure for retail
outlet dealer selection by the Oil Company(Name of the Oil Company).

(Tick Mark either a OR b as applicable, Strike off the other clause)

Note :
The same land cannot be offered by more than one applicant for a particular RO location. In case more
than one application is received offering the same land all such applications would be rejected.
In case land belongs to member of 'Family Unit' / Others, attach notarized affidavit as per Appendix
V A is to be submitted. Each applicant will have to attach a confirmatory letter from an advocate
(Appendix V B) giving details of the current ownership, documents relied upon and the category
under which the land falls (Group 1 or Group 2).
c.

d.

The said piece of land, has been offered for purchase/ long lease/sub-lease to the Oil Company for a
period of minimum _____years as required by the Oil Company (Name of the Oil company) and as per
their terms and condition. (For location advertised under Corporation Owned Dealer Operated/CFS sites)
OR
The offered piece of land, also has the provision for sub-lease to the Oil Company (in case of long term
lease) If required by the Oil Company (Name of the Oil company) at any stage in future. (For location
advertised under Dealer Owned Dealer Operated sites)
(Tick Mark either c OR d as applicable, Strike off the other clause)

* Please attach site map giving dimensions of the plot that will be used for the proposed Retail Outlet
out of the total land offered.
10

Finance (Please read Clause no. 4 (v) of Brochure before providing the information below)
(Please attach copies of relevant supporting documents/certificates as applicable)
a.) AMOUNT IN SAVINGS BANK ACCOUNT IN SCHEDULED BANK/ POST OFFICE as on the date of affidavit in
the name of applicant and members of 'family unit'. Attach notarized affidavit as per format given in
Appendix - IV from member(s) of 'family unit'.
S.
Name of Bank
S.B.A/c. No
Name of
Relationship
Amount in Rs.
N
Account Holder with Applicant** As on date of
affidavit

TOTAL AMOUNT (in Rs.)

TOTAL AMOUNT IN WORDS (in Rs.)

129

b.) Free and un-encumbered Fixed Deposits in Scheduled Banks, Post Office, Listed Companies /
Government Organisation / Public Sector Undertaking of State and Central Government, Kisan Vikas
Patra, NSC (Redemption value of the instruments as certified by Chartered Accountant will be
considered. Certificate from Chartered Accountant to be attached.)
S.
Type of Financial
Reference
Name(s)
Relation with
Initial
Redemption
N
instrument Number
of the
applicant**
investment
Value
FD/NSC/KVP, etc.
with date
holder
Amount
(Amount in
Rs.)

TOTAL AMOUNT (in Rs.)

TOTAL AMOUNT IN WORDS (in Rs.)
c.) Free and un-encumbered Bonds, Shares of Listed Companies in demat form and Listed Mutual Funds
(Certificate to be enclosed from a Chartered Accountant / Depository Participant certifying the market
value based on NAV on last working day of previous month of application for mutual funds. For shares
of listed companies in demat form, the market value on last working day of previous month of
application to be considered). For these Funds only 60% of the value as certified by the chartered
accountant / Depository Participant to be given.
S.
Type of Financial
Reference
Name(s)
Relation
Initial
Certified
60% of
N
instrument Number with
of the
with
investment
Value
the
Bonds/Shares/MF
date
holder
applicant
Amount
(Amount in
certified
**
Rs.)
value

TOTAL AMOUNT (in Rs.)

TOTAL AMOUNT IN WORDS (in Rs.)
TOTAL AMOUNT (in Rs.) (a+b+c)
TOTAL AMOUNT IN WORDS (in Rs.) (a+b+c)
** Please qualify the relationship Unmarried brother, Unmarried sister, Unmarried son, Unmarried
daughter, etc. wherever necessary.
Note :

130

The funds mentioned above should be available with the applicant as on the date of affidavit. Further
the applicant should ensure that the minimum funds required for eligibility are also available as closing
balance on the cut-off date for submission of application. Wherever available funds on the cut-off date
of submission of application are found to be less than the funds required for eligibility, candidature of
the applicant will be cancelled.
12.

UNDERTAKING BY THE APPLICANT

a. I am aware that eligibility for Retail Outlet Dealership will be decided based on the information given in
the application above. On verification by the Oil Company if it is found that the information given by me
is incorrect/ false/ misrepresented then my candidature will stand cancelled and I will be declared
ineligible for the Retail Outlet Dealership.
b. I also confirm that I am in possession of the supporting documents in original in respect of the
information given by me in this application and if selected, failure to present these documents in
original will result in cancellation of selection due to submission of false/unsupported information in this
application.
c. I am fully aware that if I am unable to provide suitable site mentioned above for setting up of the Retail
Outlet as per the Oil Companys standard layout, then the allotment of dealership made to me will be
cancelled.
d. I am also aware that in the event of my inability to arrange the funds required for development of
requisite infrastructure and facilities as specified by the Oil Company (Name of the Oil Company) in the
advertisement, the allotment can be withdrawn and I will have no claim/damages whatsoever against
the Oil company (Name of the Oil Company).
e. I am fully aware that I will not be appointed as Retail Outlet Dealer if I am employed. I shall have to
resign from the service and produce proof of acceptance of my resignation from my employer before
issuance of Letter of Appointment.
f. I am also aware that I cannot take up any other employment nor can draw any
salary/perks/emoluments from State/Central Government upon my appointment as a dealer.
g. I confirm that none of my family members (as per definition of family under multiple dealership norm)
are employees of any Oil Marketing Companies.
h. I am fully aware that If selected I shall be paying attention towards day to day working of the dealership
by personally managing the affairs of the dealership and will not be eligible for taking up any
employment.
i. I undertake to fulfill the conditions of ________________ (OMC) with regard to inducting Spouse as
Co-owner in the dealership if the dealership is awarded to me.
j. That, if selected, I undertake that I will be depositing an interest free Security deposit as per the policy
of the Corporation.
k. That, if selected, I undertake that I will pay a non-refundable Fixed fee of Rs. _____________ as per
the policy of the Corporation (applicable for Dealer owned sites).
OR
That, if selected, I undertake that I will pay a non-refundable Final Bid amount (applicable for
Corporation owned sites except for Corpus fund ROs).
I, _________________________________________________________daughter of /son of/ wife of
Shri__________________________________ hereby confirm that the information given above is true and
correct. Any wrong information /misrepresentation/ suppression of facts will make me ineligible for this RO
dealership. That if any information/declaration given by me in my application or in any document submitted
by me in support of application for the award of the RO dealership shall be found to be untrue or incorrect
or false, the ..OMC* would be within its rights to withdraw the letter of intent / terminate the
dealership (if already appointed) and that I would have no claim, whatsoever, against the Corporation for
such withdrawal / termination.
Place : _____________
**Date :______________

Signature of applicant_______________________
Name of applicant_____________________________

**The date mentioned in the affidavit will be treated as date applicable for the purpose of evaluating the
eligibility criteria.

131

Appendix- XI B

Application Format For Non-Individual Applicants

(FORM TO BE FILLED UP IN CAPITAL LETTERS USING BLUE / BLACK BALL POINT PEN)
For Office Use
Sr. No. of Sr.
No.
of D
D M M Y Y Y Y
Not to be filled by location in the application
as
applicant
advertisement per listing of
AOC
APPLICATION FOR RETAIL OUTLET DEALERSHIP
In Nos.
Latest Passport Size
Photograph of the
Particulars of application
authorized
signatory
fee
(Rs.)
In words
Demand
Draft No.
Drawn on
(Bank)
In favour of (Full name of
The Oil Company)
Note:

with specimen
signature on
the photograph

Date
Payable at

For Regular ROs:

(Enclose Application fee of Rs. 1000/- (one thousand only) for all applicants except SC/ST location.
Application fee for SC/ST (incl. CC1 & CC2 under SC/ST category) locations is Rs. 500/- (Five
hundred only) on enclosing SC/ST certificate.
For Rural ROs:
(Enclose Application fee of Rs. 100/- (one hundred only) for all applicants except SC/ST location.
Application fee for SC/ST (incl. CC1 & CC2 under SC/ST category) locations is Rs. 50/- (Fifty only) on
enclosing SC/ST certificate..
Initial Down Payment (IDP) Details for locations involving Bidding (Strike off if not applicable)
In Nos.
Particulars of IDP
(Rs.)
In words
Demand
Draft No.
Drawn on
(Bank)
In favour of (Full name of
the Oil Company)
Note:

Date
Payable
At

For Regular ROs:

Enclose IDP of Rs. 150000/- (One lakh fifty thousand only) for all
applicants.

For Rural ROs:

Enclose IDP of Rs. 50000/- (Fifty thousand only) for all applicants.

132

Name of the Location

District

State

Category*

Non-individual applicant means Government Bodies/Agencies, Societies registered under Societies

Registration Act 1860, / Societies registered under Co- operative Societies Act, 1912 or Co-operative
Societies Act as enacted by concerned States, Charitable Trusts registered with Charity Commissioner
of respective State Government, Companies formed under the Companies Act, 1956 / 2013 (except
Pvt. Ltd. companies).
5

Advertised on
(Date)

Type of applicant

7
7.1

7.2

7.3

In

(Please write Newspaper name)

Registered Society/Company/Charitable Trust/Govt. Organization
(Please tick mark whichever is applicable)
Applicant should enclose Affidavit as per the format given in Appendix XB
Name
of
authorized
person
First name
Middle name
Surname
Fathers/Husbands
Name (Mr)
First name
Middle name
Surname
Address

District

Pin Code

Tel. No.

Mob. No.

Email id

PAN No.

8
a)

Details of Registered Society/Company/Charitable Trust/Govt. Organization

Name

b)

Address of Regd.
Office

District

Pin Code

Tel. No.1

Tel. No.2

Email id

PAN No.

Note : The entity should be registered in India. In case of Rural ROs, the Society should be registered
in the same District for which Rural RO is advertised.
c)

Date of Registration/Incorporation (DD/MM/YYYY)

d)

Profit/ loss made during the last 3

Profit After tax

133

Loss

financial years as certified by C.A.

(Please attach copy of certificate)
i)
ii)
iii)
Note : Only Registered Societies/Companies making a profit for previous three consecutive financial
years as certified by a Chartered Accountant are eligible to apply.
e)

In case of Registered Societies applying under other than Open

category - whether all members of the Registered Society belong to the
same category for which RO dealership has been advertised? (If 'No',
you are not eligible to apply') (Please attach relevant certificate from
Registrar of Societies and list giving names of all members of the
society)

Land Details (Please read Clause no. 4 (vi) of Brochure before providing the information
below)
Copy of proof of ownership of land to be attached.

Name(s) of
the owner of
Land /
Leaseholder

a)

Relationship
with
applicant**

Date of
registration
of sale
deed/gift
deed /
lease
deed/ date
of mutation

Location of
the land with
respect to
Reference
point / Land
mark (Specify
land mark /
Reference
point and
distance from
the same)

Khasra
No/Khatouni
/Gut
No/Survey
No

Yes

No

Dimensions of land*

Fronta
ge in
metre

Min.
Depth
in
metre

Area
(Sq.m)

Are you willing to transfer the land on sale/long lease to Oil Company ? YES/NO
If yes, at what rate / terms.
_____________________________________________________________________________________________

b)

The above piece of plot owned by us either by way of ownership / long term lease, would be
made available for a period of minimum ___ years as advertised by the Oil Company(Name of
the Oil Company).
That as per the documents and report from advocate attached along with the application form,
our offer qualifies for being considered under GROUP 1 as defined in clause 4 (vi) of the
brochure for retail outlet dealer selection by the Oil Company(Name of the Oil Company).
OR

c)

The said piece of plot belonging to ___________________ has been offered to us for putting up
a retail outlet of the Oil Company (Name of the Oil Company). The above is being given as Firm
Offer and is for purchase / long term lease for a period of minimum _____ years as advertised
by the Oil Company.

134

That as per the documents and report from advocate attached along with the application form,
our offer qualifies for being considered under GROUP 2 as defined in clause 4 (vi) of the
brochure for retail outlet dealer selection by the Oil Company(Name of the Oil Company).
(Tick Mark either a OR b as applicable, Strike off the other clause)

Note :
The same land cannot be offered by more than one applicant for a particular RO location. In
case more than one application is received offering the same land all such applications would
be rejected.
In case land belongs to co-owners / Others, notarized affidavit as per Appendix V A is to be
submitted. Each applicant will have to attach a confirmatory letter from an advocate
(Appendix V-B) giving details of the current ownership, documents relied upon and the
category under which the land falls (Group 1 or Group 2).
d)

The said piece of land, has been offered for purchase/ long lease/sub-lease to the Oil Company
for a period of minimum _____years as required by the Oil Company (Name of the Oil
company) and as per their terms and condition. (For location advertised under Corporation
Owned Dealer Operated/CFS sites)
OR
e)
The offered piece of land, also has the provision for sub-lease to the Oil Company (in case of
long term lease) If required by the Oil Company (Name of the Oil company) at any stage in
future. (For location advertised under Dealer Owned Dealer Operated sites)
(Tick Mark either c OR d as applicable, Strike off the other clause)
* Please attach site map giving dimensions of the plot that will be used for the proposed Retail
Outlet out of the total land offered.
10

Finance (Please read Clause no. 4 (v) of Brochure before providing the information below)
(Please attach copies of relevant supporting documents/certificates as applicable)
a) AMOUNT IN SAVINGS BANK ACCOUNT IN SCHEDULED BANK/ POST OFFICE as on the date
of affidavit in the name of applicant.
S.N
Name of Bank
S.B.A/c
Name of Account
Amount in Rs. As on
. No
Holder
date of affidavit

TOTAL AMOUNT (in Rs.)

TOTAL AMOUNT IN WORDS (in Rs.)

b) Free and un-encumbered Fixed Deposits in Scheduled Banks, Post Office, Listed Companies /
Government Organisation / Public Sector Undertaking of State and Central Government, Kisan
Vikas Patra, NSC (Redemption value of the instruments as certified by Chartered Accountant
will be considered. Certificate from Chartered Accountant to be attached.)

135

S.N

Type of Financial
instrument FD/NSC/KVP, etc.

Reference
Number
with date

Name(s) of the
holder

Initial investment
Amount

Value
(Amou
nt in
Rs.)

TOTAL AMOUNT (in Rs.)

TOTAL AMOUNT IN WORDS (in Rs.)
c) Free and un-encumbered Bonds, Shares of Listed Companies in demat form and Listed Mutual
Funds (Certificate to be enclosed from a Chartered Accountant / Depository Participant certifying
the market value based on NAV on last working day of previous month of application for mutual
funds. For shares of listed companies in demat form, the market value on last working day of
previous month of application to be considered). For these Funds only 60% of the value as
certified by the chartered accountant / Depository Participant to be given.
S.N
Type of
Reference
Name(s) of the
Initial
Certified
60% of the
Financial
Number
holder
investmen
Value
certified
instrument with date
t Amount
(Amount
value
Bonds/Shares/
in Rs.)
MF

TOTAL AMOUNT (in Rs.)

TOTAL AMOUNT IN WORDS (in Rs.)

TOTAL AMOUNT (in Rs.) (a+b+c)

TOTAL AMOUNT IN WORDS (in Rs.) (a+b+c)

Note :
The funds mentioned above should be available with the applicant as on the date of affidavit. Further
the applicant should ensure that the minimum funds required for eligibility are also available as closing
balance on the cut-off date for submission of application. Wherever available funds on the cut-off date
of submission of application are found to be less than the funds required for eligibility, candidature of
the applicant will be cancelled.

136

12.

UNDERTAKING BY THE APPLICANT

a.
We are aware that eligibility for Retail Outlet Dealership will be decided based on the
information given in the application above. On verification by the Oil Company if it is found that the
information given by us is incorrect/ false/ misrepresented then our candidature will stand cancelled
and we will be declared ineligible for the Retail Outlet Dealership.
b.
We also confirm that we are in possession of the supporting documents in original in respect of
the information given by us in this application and if selected, failure to present these documents in
original will result in cancellation of selection due to submission of false/unsupported information in this
application.
c.
We are fully aware that if we are unable to provide suitable site mentioned above for setting up
of the Retail Outlet as per the Oil Companys standard layout, then the allotment of dealership made to
us will be cancelled.
d.
We are also aware that in the event of our inability to arrange the funds required for
development of requisite infrastructure and facilities of the RO as specified by the Oil Company (Name
of the Oil Company) in the advertisement, the allotment can be withdrawn and we will have no
claim/damages whatsoever against the Oil company (Name of the Oil Company).
e.
I also confirm on behalf of M/s ______________, that my Organisation will manage the Retail
Outlet dealership by itself and not on contract basis.
f.
That, if selected, we undertake that we will be depositing an interest free Security deposit as
per the policy of the Corporation.
g.
That, if selected, we undertake that we will pay a non-refundable Fixed fee of Rs.
_____________ as per the policy of the Corporation (applicable for Dealer owned sites).
OR
That, if selected, we undertake that we will pay a non-refundable final Bid amount as per the policy of
the Corporation (applicable for Corporation owned sites except for Corpus fund ROs).
I,
__________________________________________daughter
of
/son
of/
wife
of
Shri______________________ hereby confirm that I have been authorized to submit this application on
behalf of M/s____________________ and the information given above is true and correct. Any wrong
information /misrepresentation/ suppression of facts will make us ineligible for this RO dealership. That if
any information/declaration given by us in our application or in any document submitted by us in support of
application for the award of the RO dealership shall be found to be untrue or incorrect or false, the
..OMC* would be within its rights to withdraw the letter of intent / terminate the dealership (if
already appointed) and that we would have no claim, whatsoever, against the Corporation for such
withdrawal / termination.
Place : _____________

Signature of applicant_______________________

**Date :______________

Name of applicant_____________________________

**The date mentioned in the affidavit will be treated as date applicable for the purpose of evaluating the
eligibility criteria.

137

Appendix XI - C
FINANCIAL BID

Application for Award of Dealership at Location ______________ Dist. _________________

State ___________under ____________ Category advertised on ________________ (Date).

Name of the Applicant(s) / Entity

Address of the applicant(s) / Entity

I/We hereby quote Rs. __________ (Rupees __________________ only) as Bid amount for
allotment of Retail Outlet dealership at the above mentioned location.

Signature of the Applicant(s) / Authorized signatory of the Entity

Date

Place

Note
1. The Minimum bid amount is Rs. 10 lakhs for Rural RO and Rs. 30 lakhs for Regular
RO.
2. In case of discrepancy in the amounts mentioned in Figures and Words, the amount
mentioned in Words will prevail.
3. FINANCIAL BID SHOULD BE PUT IN A SEPARATE SEALED ENVELOPE AND
SUPERSCRIBED FINANCIAL BID.
4. APPLICATIONS WITH OPEN FINANCIAL BIDS OR FINANCIAL BIDS NOT
SUPERSCRIBED ON THE ENVELOPE WOULD BE REJECTED.

138

Appendix XII - A
Name of Location/District/State :
Name of applicant :
Check list for Individual Applicants
S.No

Document / Activity to be checked

Page No.
From

1
2

Completely filled application format with signature and

photograph (with signature on photograph)
Application fee

IDP (For locations involving bidding process)

For locations under reserved categories Attested copy

of Category Certificate from competent authority as per
advertisement/Brochure.

In case of partnership firm Attested copy of proposed

partnership deed
In case of partnership firm whether application of all
partners is attached together
Notarized Affidavit in original as per format given in
Appendix - X A
Attested copy of Residence certificate issued by
competent authority in case of Rural ROs
Attested copy of certificate regarding age

6
7
8
9
10
11

Attested copy of certificate regarding educational

qualification
Attested copy of Offered land documents
Khasra/Khatouni or any equivalent document from
Revenue officials / Registered sale deed / Registered
lease deed / ownership transfer deed issued

12

Where the applicant is not the land owner Notorized

affidavit by all owners or co-owners including family
members individually to be enclosed

13

Confirmation letter from the Advocate on land defining

Group 1 or Group 2
Sketch of the land with dimension (site map)

14
15

Attested copy of Savings Bank/Fixed Deposit/Term

Deposit in Scheduled Bank/ Post office/ listed
Companies/Government Organization / PSU Kisan Vikas
Patra, NSC, Bonds, mutual funds and share certificates

16

Certificate from Chartered Accountant / Depository

participant pertaining to Bonds, Mutual funds and shares
Attested copies of documents pertaining to Finance
owned by Family Unit Notarized affidavit from
concerned member of the family with the ownership
details of funds
Application submitted in sealed envelop with name & Sr.
no of the location (as per the advertisement)
superscribed on the envelop.

17

18

139

To

Submitted
Yes/No/NA

19

In case of locations involving bidding process, the

Application along with enclosures (including IDP) should
be put in a separate sealed envelope and Financial bid
documents should be put in another separate sealed
envelope. These envelopes should be clearly marked as
Application form with enclosures and Financial Bid
and both these envelops should be put inside another
sealed envelope with name & Sr. no of the location (as
per the advertisement) superscribed on the envelope and
submitted.

20

Any other document attached

21

Total Number of pages in the application form along with

attached documents

THIS IS NOT AN EXHAUSTIVE LIST. THE APPLICANT(S) SHOULD CAREFULLY GO

THROUGH THE BROCHURE BEFORE SUBMITTING THEIR APPLICATION(S).

140

Appendix XII-B
Name of Location/District/State :
Name of applicant :
Check list for Non-Individual Applicants
S.No

Document / Activity to be checked

1
2

Completely filled application format with signature and

photograph (with signature on photograph)
Application fee

IDP (For locations involving bidding process)

For locations under reserved categories Attested copy

of Category Certificate from competent authority as per
advertisement/Brochure (For registered societies
applying under "other than Open" category).

Notarized Affidavit in original as per format given in

Appendix - X B
Attested copy of Residence certificate issued by
competent authority in case of Rural Ros
Attested copy of Offered land documents
Khasra/Khatouni or any equivalent document from
Revenue officials / Registered sale deed / Registered
lease deed / ownership transfer deed issued.

6
7

Page No.
From
To

Where the applicant is not the land owner Notorized

affidavit by all owners or co-owners including family
members individually to be enclosed

Confirmation letter from the Advocate on land defining

Group 1 or Group 2
Sketch of the land with dimension (Site map)

10
11

Attested copy of Savings Bank/Fixed Deposit/Term

Deposit in Scheduled Bank/ Post office/ listed
Companies/Government Organization / PSU Kisan Vikas
Patra, NSC, Bonds, mutual funds and share certificates

12

Certificate from Chartered Accountant / Depository

participant pertaining to Bonds, Mutual funds and shares
Authority letter / resolution specifying name of authorized
person for signing application form
Attested copy of Registration certificate / copy of
Certificate of incorporation of the entity from competent
authority
Attested copies of audited Profit & Loss Accounts
statements for the preceding 3 financial years
Application submitted in sealed envelop with name & Sr.
no of the location (as per the advertisement)
superscribed on the envelop.

13
14

15
16

17

In case of locations involving bidding process, the

Application along with enclosures (including IDP) should
be put in a separate sealed envelope and Financial bid
documents should be put in another separate sealed
envelope. These envelopes should be clearly marked as
Application form with enclosures and Financial Bid
and both these envelops should be put inside another

141

Submitted
Yes/No/NA

sealed envelope with name & Sr. no of the location (as

per the advertisement) superscribed on the envelope and
submitted.
18

Any other document attached.

19

Total Number of pages in the application form along with

attached documents

THIS IS NOT AN EXHAUSTIVE LIST. THE APPLICANT(S) SHOULD CAREFULLY GO

THROUGH THE BROCHURE BEFORE SUBMITTING THEIR APPLICATION(S).

142

BROCHURE

FOR

SELECTION

OF

DEALERS FOR REGULAR & RURAL RETAIL OUTLETS

21st May 2014

Contents
Sr. No.

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23

Subject

Page No.

Introduction
Identification of Locations
Reservation
Type of RO sites
Eligibility Criteria for Individual Applicants
Eligibility Criteria for Non-Individual Applicants
Retail Outlet Management
Spouse as Co-owner
Basic facilities required for operation of RO dealership
Scheme of Financial Assistance to SC/ST Category
Dealership
Disqualification
Affidavit from applicants
Application Fee
Non refundable fixed fee / Bidding amount
Selection procedure
Field Verification of Credentials (FVC)
Letter of Intent
Grievance / Complaint Redressal System
Commissioning of Dealership
Security Deposit / Fixed fee / Bid amount
Tenure of Dealership
False Information
Detailed information in respect of advertisement issued in the
News Paper and General Conditions
Appendices

145
148
3
4
4
12
13
13
14
15
15
17
18
18
18
22
22
23
24
24
24
24
25
28 63

GUIDELINES ON SELECTION OF DEALERS FOR REGULAR & RURAL RETAIL OUTLETS

INTRODUCTION
Oil Marketing Companies (OMCs) have evolved new Dealer Selection Guidelines wherein the
selection is carried out through a transparent system of draw of lots/bidding process.
The salient features of the new selection guidelines are:
(i) As per the eligibility criteria an applicant has to meet the minimum requirements on
availability of suitable land, age, educational qualification and finance. However, for
Location under SC/ST category i.e. Corpus fund locations, Finance is not an eligibility
criterion.
(ii) There is neither marks-based evaluation nor interview for selection.
(iii) All applicants meeting the eligibility criteria will qualify for further selection process.
(iv) Different selection process for Corporation Owned Dealer Operated outlets, Dealer
Owned Dealer Operated outlets and Corporation Owned outlets under Corpus Fund
Scheme.
1. IDENTIFICATION OF LOCATIONS
Locations for setting up Retail Outlets are identified by the respective oil company based
on commercial / minimum volume considerations. Accordingly, Regular / Rural outlets are
set up by the Oil Companies as under:Regular ROs : Locations on Highways (NH/SH) and Urban/Semi Urban areas
Rural ROs : Locations in Rural areas but not on Highways (NH/SH)
2. RESERVATION
A. The reservation for various categories in all the States except Arunachal Pradesh,
Meghalaya, Nagaland and Mizoram are as under: Category
Combined Category 1 (CC1)
Comprising of :(i) Defence Personnel &
(ii) Para Military Personnel/Central/State
Govt. and Central/State PSU employees
Combined Category 2 (CC2)
Comprising of :(i) Physically Handicapped Persons (PH)
(ii) Outstanding Sports Persons (OSP) &
(iii) Freedom Fighters (FF)
SC/ST
OBC
Open
Total

SC/ST

OBC

Open

Total

2%

2%

4%

8%

1%

1%

2%

4%

19.50%
24%
22.50%

44.50%
27% 50.50%

19.50%
24%
44.50%
100%

B. Reservations in states of Arunachal Pradesh, Meghalaya, Nagaland and Mizoram would

continue to be as under as approved by MOP & NG: State

Arunachal Pradesh
Meghalaya
Nagaland
Mizoram

Percentage of Regular & Rural RO

Dealerships to be awarded to ST
category
70
80
80
90

Balance % to be awarded to
Open category
30
20
20
10

3. TYPE OF RETAIL OUTLET SITES

The type of sites for Retail Outlets would be decided by the Oil Companies as under:S.N.
i.

Type of Site
Locations under Corpus Fund
Scheme (CFS sites)
Other Corporation Owned
Sites (A/ CC sites)

Status of Land & Facilities

The offered land would be taken on lease/purchased
and fully developed as Corporation owned site.
The offered land would be taken on lease/purchased
and fully developed as Corporation owned site.

iii.

Company Leased

iv.

Dealer Owned sites (B, DC

sites)

The offered land along with super structure

developed by the dealer is taken on lease by
Corporation.
The offered land and the super structure will be
developed by the dealer. Pump, tank, automation,
signages, etc. will be provided by the Corporation.

ii.

Note: Offered land can either be taken from the applicant or the owner of the land directly.
All locations rostered as SC/ST category will be developed as per (i) above.
4. ELIGIBILITY CRITERIA FOR INDIVIDUAL APPLICANTS
PARTNERSHIP

PROPRIETORSHIP /

Common Eligibility Criteria for all Categories applying as Individual (as on date of
affidavit (Appendix XA) unless mentioned otherwise)
(i) Citizenship : Indian Citizen.
(ii) Residential status:
Regular ROs :
Resident of India (as per Income tax rules1) as on date of affidavit.
Rural ROs :

Resident of India (as per Income tax rules1) as on date of affidavit.

If an individual stayed in India for 182 days or more in the previous Financial year, he is treated as resident of India as per
Income Tax Rules irrespective of his citizenship. If the stay is less than 182 days he is a non-resident.

Resident of the concerned Revenue District (Residence certificate issued within

previous six months of the date of affidavit will be treated as valid residence certificate
Appendix I).
(iii) Age: Not less than 21 years and not more than 55 years (as on date of affidavit Appendix XA) except for Freedom Fighter under CC2 category.
Proof of age should be supported by copy of 10th Standard Board Certificate /
Secondary School Leaving Certificate / Birth Certificate / Passport / Affidavit for age /
Identity card issued by Election Commission.
(iv) Educational qualification:
For educational qualification from overseas universities / boards, equivalent certificate
issued by competent authority / State Government / Government of India should be
attached by the applicants.
a) In respect of applicants belonging to CC1 & CC2 categories:For Rural ROs: Passed Minimum 10th (examination conducted by a Board/School).
For Regular ROs: Passed Minimum 10+2 level of examination conducted by a
Board/University.
b) In respect of applicants belonging to other categories:For Rural ROs: Passed Minimum 10+2 level of examination conducted by a
Board/University.
For Regular ROs: Have minimum any one of the following educational qualification
awarded by any of the universities incorporated by an Act of the Central or State
Legislature in India or any other educational institution established by an Act of
Parliament or declared to be deemed as a University under UGC Act 1956, or
possess an equivalent qualification recognized by the Ministry of HRD, Govt. Of
India.

Graduation in any field

Chartered Accountant
Company Secretary
Cost Accountant
Diploma in Engineering

Minimum Educational qualification is not applicable to Freedom Fighters under

CC2 category.
(v) Finance :
For Regular ROs the fund requirement for eligibility will be Rs. 25 lakhs and in respect
of Rural ROs the fund requirement for eligibility will be Rs. 12 lakhs. The funds can be
in the following forms:

Funds
in
savings
accounts,
Deposits
with
Bank/Registered
Companies/Postal Schemes : Copy of Pass book/account statement/deposit
receipts to be provided.

National Savings Certificates, etc : Redemption value - Valuation certificates

along with copy of NSC to be provided.
Bonds : Redemption value : Valuation Certificates along with copy of bonds to
be provided.
Shares of listed Companies in Demat form : Valuation certificates along with
copy of Demat statement to be provided.
Mutual Funds : Valuation certificates along with copy of mutual fund certificates
or Demat statements to be provided.

All valuation certificates should be for the assets held on any date after the date of
advertisement. The valuation certificate is to be obtained either from a Chartered
Accountant or Depository Participant, as applicable.
Only 60% of the certified value (for Shares, Mutual funds & Bonds) will be considered
for the purpose of eligibility.
The above details are to be given in the application form by the applicant supported
by copies of relevant documents. The eligibility would be determined based on the
declaration given in the application and relevant Clause of the affidavit (Appendix XA
/ XB as applicable). regarding the same.
The funds mentioned in the application form should be available with the applicant as
on the date of affidavit.
During field verification availability of fund as on cut-off date of submission of
application will be verified.
Wherever available funds as closing balance on the cut-off date of submission
of application are found to be less than the funds required for eligibility,
candidature of the applicant will be cancelled.
a) The amounts of Rs. 12 lacs and 25 lacs as mentioned above are only for deciding
eligibility criteria. The actual funds to be arranged would vary from case to case
basis as determined by the respective Oil Company, as indicated in the
advertisement. The fund requirement given in the advertisement does not include
cost of development of land being offered as detailed in Clause 4, (vi), item no. (e)
of Note.
b) In case of SC/ST locations, Finance will not be eligibility criteria.
c) Cash/Jewelry/Instruments, etc. where the ownership cannot be established will not
be considered.
d) Balance in current account will not be considered.
In respect of Finance parameter as indicated above the ownership of finance by any
member of the family unit (as defined under Multiple dealership norms in Clause 10
- Disqualification) will be considered as belonging to the applicant subject to
producing consent letter(s) in the form of affidavit (Appendix IV) from the
concerned member of the family unit for funds availability as mentioned in Clause 10
of the Application form (Appendix XI A).

(vi) Land (Applicable to all categories):

The applicants would be classified into two groups as mentioned below based on the
land offered by them in the application form:Group 1: Applicants having suitable piece of land in the advertised location/area either
by way of ownership / long term lease for a period of minimum XX years as advertised
by the Oil Company.
Group 2: Applicants having Firm Offer for a suitable piece of land for purchase or long
term lease for a period of minimum XX years as advertised by the Oil Company.
The other conditions with respect to offering of land are as under:a) The land should be available with the applicant as on the date of affidavit and
should have minimum lease of XX years from the date or after the date of
advertisement but not later than the date of affidavit.( Appendix XA/XB)
b) If the offered land is on Long term lease, then the Lease agreement should have a
provision to sub-lease the land wherever the locations are advertised under
Corpus Fund Scheme (CFS), Other Corporation Owned Sites (A/ CC sites) and
Company Leased sites.
For Dealer owned sites (B/DC sites), the applicant should ensure that the land
arranged by the applicant is either registered in the applicants name or leased in
favour of the applicant for a minimum period of XX years .
c) The applicant(s) under Group-1 should furnish at least one of the following
documents in support of ownership of land offered for the Dealership:

Khasra / Khatauni or any equivalent revenue document or certificate from

revenue official confirming status of the ownership of the land
Registered Sale deed/Registered Gift deed
Registered Lease deed for a minimum period of XX years
Any other type of ownership / transfer deed document
Lease agreement or firm allotment letter issued by Government / Semi
Government bodies

d) The land owned by the family members (the family will comprise of the Family
Unit as defined in Multiple dealership norm under clause 10 Disqualification) will
also be considered as belonging to the applicant subject to producing the consent
letter in the form of affidavit (Appendix V A) from the concerned member(s) of
the family unit.
e) The eligibility of the Land will be decided by Oil Company with reference to a
confirmatory letter from an advocate (Appendix V B) to be arranged by the
applicant.
f)

In case the applicant or member(s) of family unit own the land jointly with third
person, the consent letter in the form of an Affidavit (Appendix V A) or Power Of
Attorney clearly authorizing the applicant for such use of land from third person is
also required.

g) The firm offer of land will include land offer from third party based on Agreement
to purchase/long term lease (as per terms and conditions advertised by the

OMCs). Offer letter should be in the form of an Affidavit (Appendix V A) or

Power of Attorney for this purpose.
h) Various situations of ownership for defining owned / firm offer are as under:S. Situation of
No ownership
.
GROUP 1

Share of
applicant in
land

Additional documents
required

Evaluation
as

Self

Full

Nil

Owned

Self with
members of
family unit or
owned
exclusively by
family members
Self with other
owners
Family
members with
other owner(s)
Self with family
members &
other owners

Part / Nil

Consent letter in the form of

affidavit from members of
family unit - Appendix V A

Owned

Part

Land owned by
Government/
SemiGovernment
bodies

Full

If the share of the applicant Owned

and/or family members is
more than or equal to land
required by the company.
Consent letter on stamp
paper or an affidavit or Power
of Attorney from all Coowners(s) should be provided
Appendix-V A.
Allotment Letter from the
Owned
Government/ SemiGovernment bodies in the
name of Self with specific
mention for use of petrol
pump.

GROUP 2
Land owned by
5
third party in part
or full

Nil
Part

Part/Nil

Consent letter in the form of

affidavit / Power of Attorney
from other owner(s) Appendix V A

Firm Offer

i)

Each applicant will have to declare, in the application form, the category under
which offered land falls. Supporting the above, a confirmatory letter from an
advocate (Appendix V B) giving details of the current ownership, documents
relied upon and the category under which the land falls (Group 1 or Group 2) also
is to be submitted. The eligibility and the Group under which the applicants land
falls, would be determined based on the declaration given in the application,
confirmatory letter from the advocate and relevant Clause of the affidavit
(Appendix XA/XB as applicable) regarding the same.

j)

Verification of the supporting documents submitted by the applicant will be carried

out for the selected candidate at the time of Field Verification of Credentials.

Note :
a. Own means having ownership by way of Registered Sale deed, Registered Gift
deed, etc. or title of the property or registered long lease (as per individual OMC
norms) in the name of applicant / family unit as defined in multiple dealership
norm under clause 10 (Disqualification).
b. Only one piece of suitable land to be offered by the applicant.
c. In-spite of above if an applicant offers more than one land then, a confirmation in
writing is to be obtained by Land Evaluation Committee (LEC) from the applicant
with regard to the plot of land to be considered.
d. The same piece of land cannot be offered by more than one applicant for a
particular RO location against an advertisement. In case more than one
application is received offering the same piece of land all such applications would
be rejected.
e. The selected candidate has to make available the offered land duly developed up
to the road level by cutting/filling (as applicable), with good earth/murrum, layerwise compacted as per standard engineering practices to the satisfaction of the
concerned OMC. The selected candidate is also required to provide retaining wall
and compound wall of min. height 1.5 meters, designed as per site conditions as
per approval of OMC.
f.

There is no commitment by the Oil Company for taking the offered land from the
applicant. If an applicant, after selection, is unable to provide the land indicated in
the application within a period of 2 months (for Group 1) and 4 months (for Group
2) from the date of Letter of Intent (LOI), Oil Company will have the right to cancel
/ withdraw the LOI issued in favour of the selected candidate for allotment of
dealership.

(vii)Specific Eligibility Criteria for applying in different reserved categories is as

under:
a) Scheduled Caste/ Scheduled Tribe Category (SC/ST):
The candidates belonging to Scheduled Castes/ Scheduled Tribes (SC/ST)
recognized under the Constitution of India will be eligible. The applicants will be
required to submit along with the application a copy of the certificate issued by the
competent authority, notified by Govt. of India, certifying that the candidate belongs to
Schedule Caste / Schedule Tribe as per Appendix VI.
b) Other Backward Classes (OBC)
The candidates belonging to Other Backward Classes recognised as OBC by
Government of India (Central Government) under the Constitution of India and/or
recognized by the concerned State as OBC in which the location has been advertised
will
be
eligible.
The candidates will be required to submit along with application a copy of certificate
issued by the competent authority notified by the Government of India and/or by the
concerned State in which the location has been advertised certifying that the
candidate belongs to Other Backward Classes recognized as OBC by a

Resolution/Gazette Notification issued by GOI (Central Government)/State

Government. Along with the OBC certificate (Appendix VII A), the candidate also
has to submit an undertaking (Appendix VII B) that he/she belongs to the OBC
category and fulfils the non-creamy layer status. The date of undertaking (Appendix
VII B) will be treated as the date of reckoning for OBC status of the candidate and
also for determining that the candidate does not fall in the creamy layer.
c) Defence Personnel (DEF)
Defence Personnel means personnel of armed forces (viz. Army, Navy, Air Force) and
will cover:

Widows/dependents of those members of Armed Forces who died in war or in

harness due to attributable causes
Ex-service men who are war disabled / disabled in peace due to attributable
causes
Able bodied Ex-service men

Candidate applying under this Category covered under (i) & (ii) above should
attach in original the Eligibility Certificate issued from Directorate General of
Resettlement (DGR), Ministry of Defence, Government of India sponsoring the
candidate for the RO Dealership for which he/she has applied. Certificate of eligibility
issued for one RO Dealership is not valid for another RO Dealership and therefore a
candidate can be considered to be eligible only if he/she has been sponsored for the
particular location with reference to current advertisement.
Note: The applicants under this category can also submit the original eligibility
certificate from DGR on the day of draw of lots/opening of Bid. However, only on
submission of such certificate they will be considered for draw of lots/opening of Bid.
DGR certificate can be submitted along with the application or at the time of draw of
lots/opening of Bid. Certificate should not be sent by post after submission of
application.
Candidate applying under this Category covered under (iii) above should attach
copy of Discharge Order or Pension Order.
d) Government (including PMP) and Public Sector Personnel
The personnel serving in different Departments of Central/State Governments and
Public Sector undertakings of Central/State Government who are incapacitated or
disabled while performing their duties will be eligible under this category. In case of
death, while performing duties, their widows/ dependants will be eligible under this
category.
Applicants under this category should attach a copy of relevant certificate from the
concerned Organisation/Govt Department signed by the Head of the Office or an
Officer not below the rank of Under Secretary to the Government Appendix VIII.
e) Physically Handicapped Category (PH):
Candidates would be considered eligible under this category in case the candidates
are orthopaedically handicapped to the extent of minimum of 40% permanent (partial)
disability of either upper or lower limbs; or 50% permanent (partial) disability of both
upper and lower limbs together. For this purpose, the standards contained in the
`Manual for Orthopaedic Surgeon in evaluating Permanent Physically Impairment'

10

brought out by the American Academy of Orthopaedic Surgeons, USA and published
on its behalf by the Artificial Limbs Manufacturing Corporation of India, G.T. Road,
Kanpur, shall apply.
Deaf, Dumb and blind persons with minimum 40% disability (speech, hearing and
visual impairment) will be eligible to apply for RO dealership under this category.
However, totally blind persons will not be eligible.
Candidate applying under this category should produce a certificate (as per the
standard format given in the application format) issued by a Medical Board duly
constituted by the Central / State Government as per the Gazette of India
Extraordinary New Delhi, No 154 dated June 13, 2001 on Guidelines for evaluation of
various disabilities and procedure for certification.
The applicants will be required to submit along with the application a copy of the
certificate (Appendix_IX).
f)

Outstanding Sports Persons (OSP):

The following persons will be eligible:

Arjuna Awardees / Khel Ratna Awardees.

Winners of Medals at Olympics/ Asian /Commonwealth Games and Recognised
World Champions.
First position holders of recognized National Championships held for senior level
(men & women)

Candidate applying under this category should produce a certificate from the
Recognised National Federation Organising National Championships (as recognised
by Department of Youth Affairs and Sports, Govt of India) or from the Dept of Youth
Affairs and Sports, Govt of India.
g) Freedom Fighter (FF) :
The applicant should produce a certificate or Tamrapatra or an attested copy of the
Pension order issued by the Accountant General in pursuance of the sanction letter
from the Ministry of Home Affairs, GOI of their having been Freedom Fighters.
(viii) Specific Requirement of applicants applying under Partnership:
In case of partnership, each partner should individually meet the parameters on Age
and Education for applying as an individual. The land and finance owned by
partner(s) will be treated as owned by the proposed firm as a whole for the purpose of
eligibility.
Each partner should submit separate application form along with separate nonrefundable application fee. However, the applications should be clubbed together.
They also have to submit a copy of the proposed partnership deed along with the
application.
However, the applicant should submit only one Financial bid and Initial Down
Payment (IDP) for their application.

11

5. ELIGIBILITY CRITERIA FOR NON-INDIVIDUAL APPLICANTS (ENTITY)

Non-individual entity applicant means Government Bodies/Agencies, Organized Bodies,
Societies registered under Societies Registration Act 1860 / Societies registered under
Co- operative Societies Act, 1912 or Co-operative Societies Act as enacted by concerned
States, Charitable Trusts registered with Charity Commissioner of respective State
Government, Companies formed under the Companies Act, 1956 / 2013 (except Pvt. Ltd.
companies).
Non- Individual Applicants (Entity) Applying Under different Category :
A. Open category :
Non-individuals applicants, are eligible to apply under Open category subject to the
following: (i) Residential status: The entity should be registered in India. In case of Registered Cooperative society/Consumer Co-operative society, it should be registered in the district
concerned for applying for Rural ROs.
(ii) Age: The date of Registration / Incorporation of the firm / entity should be a least 3
years prior to date of affidavit (Appendix- XB).
(iii) Land : With regard to land, all conditions covered for individuals would apply
excepting clauses given for land owned by family unit. In other words, the offered land
should either be owned or on long lease in the name of entity for Group 1 and a firm
offer in the name of the entity for Group 2.
(iv) Finance : All conditions covered for individuals would apply excepting finance offered
by family unit. In other words, the offered finance should be in the name of the entity
itself.
Registered Societies / Companies should have made a net profit for previous 3
consecutive financial years duly certified by a Chartered Accountant.
B. Other than Open Category:
Only Registered Co-operative Societies can apply under Other than Open Category. In
case of Registered Co-operative Societies applying under Reserved categories, all
members of the society should belong to the same category for which the RO dealership
has been advertised. A copy of the certificate to this effect from Registrar of Societies and
list giving names of all members of the society will be required. They would also have to
meet the eligibility criteria as mentioned above.
Note:
a. All Non-individual entities applying for the dealership should meet the Land and
Finance requirements as specified under Individual applicants to become eligible. The
land and finance should be in the name of the organization and not in individual
names. They also should meet the applicable multiple dealerships norms and also do
not have any disqualification criteria specified under Clause DISQUALIFICATION.
b. Non-Individual entities other than Registered Co-operative Societies are not eligible to
apply for Rural ROs.
12

c. Pvt. Ltd. companies will not be eligible to apply for any RO dealership.
d. Registered Societies / Charitable Trusts/ Companies will have to furnish appropriate
resolution to show that person making the application on its behalf is empowered to
make the same. Authorized signatory on behalf of the entity will also have to furnish
an undertaking that it will observe the relevant guidelines.
6. RETAIL OUTLET MANAGEMENT
A person selected for the dealership shall be paying attention towards day to day working
of the dealership by personally managing the affairs of the dealership. He/She will not be
eligible for taking up any employment. If the selected person is already employed he/she
will have to resign from the employment and produce the letter of acceptance of
resignation by the employer before the issuance of Letter of Appointment by the Oil
Company.
Further at the time of issuance of letter of appointment, the LOI holder will have to give
notarized affidavit stating that he/she is not employed in Private Sector or is not drawing
any salary/perks/emoluments from State / Central Government (Appendix - III). The LOI
holder will also affirm that during the tenure of the Dealership he/she will not take up any
employment in Private Sector or will not draw any salary/perks/emoluments from State /
Central Government.
A Non - Individual applicant (entity) selected for the dealership will have to manage day to
day working / affairs of the dealership under control/supervision of their own employee(s)
and in line with the provisions of dealership agreement.
7. SPOUSE AS CO-OWNER
In case of individual applicants, applying as Sole proprietor, his/her spouse (i.e
wife/husband) will be made a partner with a share of 50%, after the issuance of LOI,
unless the spouse is already gainfully employed and/or do not wish to be made a partner.
If the applicant is unmarried/divorcee/widow/widower at the time of issuance of LOI,
he/she will be required to give an undertaking that as and when he/she gets married,
his/her spouse will be made a partner unless the spouse is already gainfully employed
and/or do not wish to be made a partner. Spouses will be considered for partnership
irrespective of any need to satisfy the eligibility criteria for dealer selection. However, they
should fulfil the provisions on multiple dealership norms, conviction clause and the
condition that they were not a signatory to a terminated dealership/distributorship for
proven malpractices etc. In case the spouse is being made partner, then a separate
Affidavit (as per Appendix XA) from the Spouse, proposed partnership deed and other
necessary documents be taken before induction as partner / issuance of LOA. Provisions
of Reconstitution policy are not applicable for induction of Spouse as Co-owner (a) before
issue of Letter of Appointment for married applicants/allottees or (b) within one year of
marriage in other cases.
For making spouse as partner a letter as per Appendix II A along with an Affidavit from
the Spouse as per Appendix II B will be taken after award of LOI and necessary
documentation with respect to Registration of Partnership deed, etc. will be completed by
the applicant(s) prior to issuance of LOA. LOA will be issued and dealership agreement
will be signed with both the partners.
In case the spouse does not wish to become a partner for any reason including she/he
being gainfully employed, Affidavit as per Appendix II B should be obtained for records.

13

Applicants are not permitted to enter into partnership with anyone other than their spouse
under the above mentioned clause.
8. BASIC FACILITIES REQUIRED FOR OPERATION OF RO DEALERSHIPS
The following facilities are required to be provided at the retail outlet. Depending upon on
the type of site the facilities are to be made available by the Dealer (as specified by the
Corporation) / Corporation as mentioned against each type of facility:
S.N.

Type of Facility

TYPE OF SITE
A / CC
B/ DC
site
Site /
including
Company
CFS
Leased site
locations
Provision of Facility by:

Infrastructural Facilities:
i. Developed land with boundary /compound
wall as per Corpn. specification

Dealer

Dealer

ii. Tanks, Dispensing Units, Signages,

Automation etc.
iii. Sales Office, Store Room, Toilet, Electrical
Room, Water Connection, Yard Lighting,
etc.
iv. Generator / Invertor
v. Compressor with Electronic Gauge for Air
Filling (As decided by OMC)

Corpn.

Corpn.

Corpn.

Dealer

Dealer
Corpn.

Dealer
Dealer

vi. Driveway

Corpn.

Dealer

vii. Canopy (as per Corpn. requirement)

Corpn.

Dealer

Dealer

Dealer

Customer Convenience Facilities:

i. Clean Drinking Water, Maintenance of Neat
& Clean Toilet, Telephone, etc.

C. Site specific additional facilities required for customer service such as Staff cum
Change Room, Service Station, Rest Room, Restaurant, PUC facility and/other Facilities
as may be specified by Oil Company from time to time will be provided by Oil
Company/Dealer Select as applicable.
D. Fire fighting & Safety Equipments
Dealer will provide Fire fighting/Safety equipments at Retail Outlet as per the statutory
requirements and maintain them in good working condition at his/her own cost. Trained
staff should be available to handle and operate the same.

14

E. Investment Required:
The approximate investments required for development of infrastructure and facilities at
New Retail Outlets will be indicated in the advertisement.
F. Statutory Approvals / Licences:
Dealer select will obtain all statutory approvals / licences for operation of dealership as
required.
G. Licence Fee:
In case of Corporation owned A / CC site ROs including ROs developed under Corpus
Fund Scheme for SC/ST category dealerships, a Licence Fee payable on per KL basis
would be recovered from the dealer as applicable from time to time. The same at present
is Rs. 48/KL for MS and Rs. 41/KL for HSD.
For Dealer owned B / DC site ROs, this Licence Fee would be recovered at a lower
rate from the dealer. The same at present is Rs. 18/KL for MS and Rs. 16/KL for HSD.
In certain cases, the land and super structure (constructed by the dealer), will be taken on
lease from the selected candidate. The rentals as mutually agreed will be paid by the Oil
Company and the same amount will be recovered from the dealership as additional
licence fee. In such cases the licence fee as applicable will be recovered at the lower rate
which at present is Rs. 18/KL for MS and Rs. 16/KL for HSD.
9. SCHEME OF FINANCIAL ASSISTANCE TO SC/ST CATEGORY DEALERSHIPS
UNDER CORPUS FUND SCHEME
Financial assistance will be given to persons belonging to Scheduled Castes and
Scheduled Tribes on award of dealerships by the Oil company as under:

In respect of locations reserved for SC/ST categories, the Oil Company will make
available the ready Retail Outlet with required facilities at its cost on the land offered
by the candidate and procured by the Company on mutually agreed terms and
conditions.

Oil Company will also provide adequate working capital loan for a full operation cycle
of the operation of the Dealerships. Both the working capital as well as 11% per
annum interest thereon will be recovered in 100 equal monthly instalments
commencing from the 13th month of commissioning of the Dealership.

10. DISQUALIFICATION
A. Individual Applicants :
The persons while meeting the above mentioned eligibility criteria if do not satisfy any of
the following requirements will be considered as ineligible for applying for the dealership:(i) Fulfill Multiple dealership norms : Multiple Dealership/Distributorship norms means
that the applicant or any other member of family unit should not hold a dealership/
distributorship or Letter of Intent (LOI) for a dealership/distributorship of any Oil

15

Company i.e. only one Retail Outlet / SKO-LDO dealership / LPG distributorship or an
LOI of an Oil Company will be allowed to a Family Unit.
Family Unit in case of married applicant, shall consist of individual concerned, his/her
Spouse and unmarried son(s)/daughter(s). In case of unmarried person/ applicant,
Family Unit shall consist of individual concerned, his/her parents and his/her
unmarried brother(s) and unmarried sister(s). In case of divorcee, Family Unit shall
consist of individual concerned, unmarried son(s)/unmarried daughter(s) whose
custody is given to him/her. In case of widow/widower, Family Unit shall consist of
individual concerned, unmarried son(s)/unmarried daughter(s).
Oil Company for this purpose would also include Private sector Oil Marketing
Companies as per Gazettee notification of 2002.
In addition they should :
(ii) Not have been convicted for any criminal offence involving moral turpitude/ economic
offences (other than freedom struggle).
(iii) Not have been a signatory to a dealership / distributorship terminated on account of
proven malpractices.
(iv) Not be Mentally unsound / totally paralyzed.
(v) Not have resigned as sole proprietor of RO dealership / LPG Distributorship/SKO-LDO
dealership in favour of his/her Family members.
In addition,
(vi) The family members (as per definition under multiple dealership norm) of the
employees of Oil Marketing Companies (who are employed at the time of application)
would not be permitted to apply for RO dealership.
Partnership firms
The conditions spelt out above for individuals would be applicable to each partner of the
partnership firm individually.
B. Non-Individual applicants (Entity)
The entity while meeting the eligibility criteria if do not satisfy any of the following
requirements will be considered as ineligible for applying for the dealership:(i) Multiple dealership norms: Applicability of multiple dealership norms to various nonindividuals (entities) which will be as follows:
For Companies Registered under Companies Act 1956 or 2013 : The applicant
company will not be eligible for RO / SKO-LDO dealership if any of the RO
dealership/SKO-LDO Dealership /LPG distributorship is held by the following:

Any of the Director or his family members (family as defined in the case of multiple
dealership norms for individuals).
Holding company or Subsidiary Company.
Any other company or Firm where share holders (put together) of the applicant
company have controlling stake i.e. 51% or more.

16

(ii) If any individual, partnership firm, company, trust or society already holding RO / SKOLDO dealership/LPG distributorship acquire controlling stake in a company having RO
/ SKO-LDO dealership/LPG distributorship then the RO/ SKO-LDO dealership /LPG
distributorship of the acquirer would be liable to be terminated.
(iii) Government owned Companies defined as major shareholding with the Government,
Public Sector & Joint Sector Units or Government administered Organization are
exempted from the above Multiple Dealership Norms.
(iv) For the charitable trusts registered with the charity commissioner of the respective
State Government and Societies Registered under Societies Registration Act 1860 /
Societies Registered under Cooperative Societies Act 1912 or Co-operative Societies
Act as enacted by concerned states:
Such entities will not be eligible for RO / SKO-LDO dealership, if any of the RO / SKOLDO dealership/LPG distributorship is held by any of the Member of the Governing
Body/Managing Body/Any such other Body or his family members (family as defined
in the case of multiple dealership norms for individuals)
(v) None of the members of the Governing / Managing Committee of the Registered
Societies /Trusts/ Company incorporated under Companies Act 1956/2013 should
have been convicted for any criminal offence involving moral turpitude and / or
economic offences (other than freedom struggle) punishable under Law.
(vi) The Registered Societies / Trusts/ Company incorporated under Companies Act
1956/2013 should not have been convicted for any criminal offence involving moral
turpitude and / or economic offences (other than freedom struggle) punishable under
Law.
(vii)None of the members of the Governing / Managing Committee of the Registered
Societies / Trusts/ Company incorporated under Companies Act 1956/2013 should
have been signatory to dealership/distributorship agreement of any Oil Company,
which was terminated for malpractices and / or for violations of provisions of the
Marketing Discipline Guidelines.
(viii) The Registered Societies / Trusts/ Company incorporated under Companies Act
1956/2013 should not have been signatory to dealership/distributorship agreement of
any Oil Company, which was terminated for malpractices and / or for violations of
provisions of the Marketing Discipline Guidelines.
Note: Conditions mentioned above are not applicable to Government owned Companies
defined as major shareholding with the Government, Public Sector & Joint Sector Units or
Government administered Organization.
11. AFFIDAVIT
The applicants should submit an affidavit in the standard format confirming facts as per
Appendix XA (for Individual) and Appendix - XB (for Non-individual) along with
application.
Note :

All affidavits should be submitted in original on stamp paper of appropriate value as

applicable in the concerned State.

17

All Stamp papers should be purchased in the name of the deponent.

All affidavits should be made after the date of advertisement.

12. APPLICATION FEE

Non refundable application fee of Rs.100/- in respect of Rural ROs (Rs.50/- for SC/ST
category locations) and Rs. 1000/- in respect of Regular ROs.(Rs.500/- for SC/ST
category locations) in the form of demand draft of schedule bank only in favour of the Oil
Company.
One applicant can submit only one application for one location. In case more than one
application is received from one applicant, only one application would finally be
considered for Draw of Lots / Bidding process. The non-refundable Application fee
submitted by the applicant along with all other applications will not be refunded.
13. NON-REFUNDABLE FIXED FEE / BIDDING AMOUNT
(i) In case of Dealer Owned / Company leased sites as defined in Clause 3, a Nonrefundable fixed fee of Rs. 5 lakhs for Rural ROs and Rs. 15 lakhs for other ROs
would be payable before issuance of LOA.
(ii) In case of Corporation owned sites (other than CFS) involving bidding for allotment,
the minimum non-refundable bidding amount of Rs. 10 lakhs for Rural ROs and Rs.
30 lakhs for Regular ROs would be applicable. Applicant would be required to deposit
Rs. 50,000/- for Rural ROs and Rs. 1.5 lakhs for Regular ROs along with application
as Initial Down Payment (IDP). The IDP from successful candidates would be
adjusted against the bid amount payable before issuance of LOA.
(iii) IDP would be refunded to ineligible/unsuccessful applicants within 60 days of rejection
or within 15 days of opening of bids, whichever is earlier.
(iv) In case the highest bidder is unable to submit the total bidding amount within the
stipulated time or he withdraws for any reason, his selection would be treated as
cancelled and IDP would be forfeited.
14. SELECTION PROCEDURE
Selection will be basically made through draw of lots or bidding process depending upon
the type of Retail outlet site as defined in Clause 3. This will also be indicated against
each location in the advertisement.
A. Draw of Lots
Selection through draw of lots amongst eligible candidates and as per process detailed in
following paragraphs will be made for :

Corporation Owned outlets under Corpus Fund Scheme.

Company Leased
Dealer Owned Dealer Operated outlets (B / DC sites)

B. Bidding Process
Selection through Bidding process will be made for Corporation Owned Dealer Operated
Sites (A / CC sites) except for Corpus fund locations mentioned above. However, in

18

case of tie in bid amount, selection will be made through Draw of Lots amongst tied up
bidders.
C. Advertisement :
Selection will be done by inviting applications through advertisements under appropriate
category in two newspapers. Interested applicant should go through this Brochure for
filling up their application form.
D. Cut-off date for receipt of Applications:
The advertisement will specify the last date and time on or before which the application
should reach the designated office of the Corporation. The cut-off date would be
mentioned in the advertisement. The applicants should ensure that their applications
reach the designated office of the Corporation before the cut-off date and time mentioned
in the advertisement.
For candidates applying on-line the last date for filing application will remain the same.
Further, 7 days additional time will be given only for submission of hard copy of the online application with signature and copies of relevant documents at the designated office
of OMC.
Applications received after the specified closing date and time including postal delay will
not be considered and no correspondence shall be entertained in such cases whatsoever.
In case of on line application, if the applicant fails to submit his/her on-line application on
the due date and time due to any technical reasons, whatsoever, the company shall not
be held responsible and no request for subsequent submission of the application shall be
entertained.
E. Application Form:
Application format for RO dealership is available in this brochure as Appendix XI-A (for
Individual applicants) & Appendix XI-B (for Non-individual applicants). This is also hosted
on the website of the Corporation as part of brochure and can be downloaded free of cost.
The applicants are required to fill in Check list as per Appendix XII-A (for Individual
applicants) / Appendix XII-B (for non-Individual applicants) and attach the same on top of
the application form.
F. On-line Application :
Facility to submit application on-line is also provided in our Web site. The prospective
applicant can fill up the on-line application form, take print out of the filled in application
form on plain paper, affix the photograph, sign and attach the relevant documents and
should submit the same along with Non-refundable application fee and IDP, if applicable,
by separate Demand Drafts/Pay Orders drawn on any Scheduled Bank so as to reach
the concerned office as mentioned in the advertisement.
For candidates applying on-line, the last date for filing application will remain the same as
mentioned in the advertisement. Further, 7 days additional time will be given for
submission of hard copy of the on-line application with relevant documents. The facility for
submission of on-line application will be withdrawn immediately after the cut-off time and
date. If the applicant fails to submit his/her on-line application on the due date and time

19

due to any technical reasons whatsoever the company shall not be responsible and no
request for subsequent submission of the application will be entertained.
In case the On-line applicant is unable to submit the hard copy of the on-line application
at the designated office of the Corporation within the cut-off date and time, such
applicants will be treated as ineligible.
G. Person Applying For Different Locations
While application by a candidate can be made for different locations, the same should be
done in separate application forms in respect of each location along with applicable
application fee and IDP (if applicable) in each case. In such cases, all affidavits should be
submitted in original separately for each application.
H. Procedure For Filling And Submission Of Application
i.
ii.
iii.
iv.
v.

vi.

vii.
viii.

ix.

I.

Application should be made on plain paper preferably typed or neatly handwritten as per
the prescribed format Appendix XI-A for individual applicants and Appendix XI-B for
Non-Individual applicants.
Applicant should number all pages of the application including affidavits attached
therewith and sign on each page. All affidavits have to be submitted in original along with
the application.
Only those documents that are sought in the Application format should be submitted
along with the application.
Each Applicant should submit only one application for one location.
Filled in application should be submitted in a sealed envelope with name & Sr. no of the
location (as per the advertisement) superscribed on the envelop.
Application for Regular RO / Rural RO dealership at _________________ (location),
______________(District) of____________(Name of Oil Company).
In case of locations involving bidding process, the Application along with enclosures
(including IDP) should be put in a separate sealed envelope and Financial bid (Filled in
as per Appendix XI C) be put in another separate sealed envelope. These envelopes
should be clearly marked as Application form with enclosures and Financial Bid and
both these envelops should be put inside another sealed envelope with name & Sr. no of
the location (as per the advertisement) superscribed on the envelope and submitted.
Applications with open Financial bids or Financial bids not superscribed on the envelop
would be rejected and candidates advised accordingly.
No alteration/addition/deletion in the application form will be permitted except affixing of
photograph and putting signature on the application form. The rectified or additional
documents would be accepted only if they are pertaining to the information provided in the
Application form.
While application by a candidate can be made for different locations, the same should be
done in separate application forms in respect of each location along with applicable
application fee in each case. Each application should be complete in all respects and
documents attached with one application cannot be considered for other application(s).
Priority for applicants with respect to ownership of land
Selection process would be first carried out for Applicants falling under Group 1 as
mentioned in Clause 4 (vi). Applicants under Group 2 would only be considered if
there is no applicant under Group 1 or no candidate is found eligible or selected
from Group 1.

20

J. Land Evaluation Committee (LEC) :

All the eligible candidates falling under Group 1 would be informed about visit of the Land
Evaluation Committee for evaluation of their offered land.
Evaluation of the offered land will be carried out to ascertain land being in advertised area
and being suitable for development of RO meeting norms. The parameters under which
land will be evaluated by Land Evaluation Committee for suitability are:

Land in advertised area / stretch

Land dimensions as per requirement
Land meets NHAI norms (for sites on NH)
Land has no HT line (>11 KVA) crossing.

Land not meeting any of the above parameters will not be considered and will be rejected.
Moreover, if the same piece of land is found to be offered by more than one applicant for
a particular RO location then all such applications would be rejected.
In case no suitable candidate is found from GROUP 1, then land evaluation would be
carried out for eligible candidates under GROUP 2.
K. Selection by Draw of Lots (for Corporation Owned Outlets under Corpus Fund
Scheme, Dealer Owned Dealer Operated outlets & Company Leased outlets)
(i) Draw of lots will be held first amongst the eligible applicants with land falling in Group
1. Draw of lots amongst eligible applicants of Group 2 will be held only if there is no
applicant in Group 1 or applicants in Group 1 have been disqualified/not found
suitable or have withdrawn.
(ii) The eligible candidates would be intimated to report for a draw for selection at a
specified place on specified date and time.
(iii)

The result of the draw would be displayed on the notice board of the venue and at the
concerned office of the Corporation. It will also be hosted on the website of the
Corporation.

(iv)

In case of only one eligible candidate no draw will be conducted and the lone eligible
candidate will be declared as selected.

L. Selection by Bidding process (for Corporation Owned Dealer Operated Outlets)

(i) Opening of bids will be held first amongst the eligible applicants with land falling in
Group 1. Opening of bids amongst eligible applicants of Group 2 will be held only if
there is no applicant in Group 1 or applicants in Group 1 have been disqualified/not
found suitable or have withdrawn.
(ii) The eligible candidates would be intimated to report for witnessing Opening of bids
at a specified place on specified date and time.
(iii) In case the bidding amount of all the applicants / lone applicant is found to be less
than the minimum bid amount then it would be announced that No candidate found
suitable for the concerned location as minimum bid amount has not been quoted by
any / lone applicant.

21

(iv)

In case of a tie w.r.t. to highest bid amount quoted by the applicants, then the process
of draw of lots would be followed for selection from amongst these applicants
immediately after the bidding process for the location.

(v)

In case the highest bidder withdraws for any reason, his selection would be treated as
cancelled and IDP would be forfeited. In such an event, the dealership would be
offered to the next highest bidder.

(v)

The result of the Bidding process will be displayed on the notice board of the venue
and at the concerned office of the Corporation. It will also be hosted on the website of
the Corporation.

15. PROCEDURE FOR FIELD VERIFICATION OF CREDENTIALS (FVC)

The Field Verification will be carried out for the selected candidate in respect of details
provided in the application form. The objective of the FVC is to verify the correctness of
`the details given by the candidate in the application. The candidate would be required to
produce all original documents, copies of which have been attached with the application
form for verification.
16. LETTER OF INTENT
If the information given in the application by the applicant is found to be correct, and no
selection related complaint / court case is pending for decision, Letter of Intent will be
issued to the selected candidate.
The dealer select, after receipt of LOI is required to make the offered land available in
developed condition as per clause 12 (e) of affidavit (Appendix X A/X B) and fulfill the
other requisite conditions as mentioned in the LOI. The dealer select under Group 1
category would be given 2 months for making the land available and 4 months would be
given to Group 2 category for this purpose, failing which Corporation may withdraw the
LOI and proceed further with selection process.
LOI will be issued after FVC but not before 30 days from declaration of results of draw of
lots / bidding process.
Affidavit as per Appendix XA or XB (as applicable) will have to be submitted by the
selected candidate again at the time of issuance of LOI.
Withdrawal of LOI
In case selected candidate is unable to provide the land / develop facilities within the
specified time or due to non-fulfilment of terms & conditions of LOI, then LOI can be
withdrawn. A show cause notice should be given to the LOI holder and based on his
reply decision to withdraw LOI can be taken by Competent Authority as per internal policy
of individual OMCs. In such situations, where selection is made through bidding process,
IDP would be forfeited.
The IDP, wherever applicable, would also be forfeited if the selected candidate is unable
to submit the total bidding amount within the stipulated time or he withdraws for any
reason, his selection would be treated as cancelled and LOI withdrawn.

22

17. GRIEVANCE REDRESSAL SYSTEM

Any complaint should be accompanied by a fee of Rs. 1000/-, only in the form of demand
draft of schedule bank, in favour of the Oil Company. Any complaint received without this
fee will not be entertained. The complaint received against the selection including
eligibility will be disposed off as under:(i) Complaints received before or after draw of lots/bidding process along with requisite
fee of Rs. 1000/-, will be kept in record and investigation carried out after 30 days of
Draw of Lots/bidding process only in following cases:

General complaints with verifiable facts

Complaints against selected candidate

(ii) Any complaint received after 30 days from the date of draw of lots/bidding process will
not be entertained.
(iii) Anonymous complaints without verifiable facts will not be investigated.
(iv) On receipt of a complaint, the complainant would be asked to submit details of
allegation with a view to prima facie substantiate the allegations along with supporting
documents, if any. While seeking documents and details, the complainant will be
advised that if during the investigations, complaint is found to be false and/or without
substance, the Corporation reserves the right to take action against the complainant
as provided under the law and fee forfeited.
(v) In case a complaint is received against an applicant, who has not been selected in
draw of lots/bidding process, the same will be kept in abeyance. In case the LOI
against selected candidate is cancelled and the applicant against whom the complaint
was received gets selected in the next draw or on account of bidding process, the
complaint will only then be investigated.
(vi) If the complaint is not required to be investigated the fee received will be refunded to
the complainant informing that the complaint has not been investigated since the
candidate against whom the complaint has been made has not been selected. The
fee will be refunded after issuance of LOA to the selected candidate.
(vii)Corporation will examine response of the complainant and if it is found that the
complaint does not have specific and verifiable allegations, the same will be filed and
complaint fee will be forfeited.
(viii)
If a decision is taken to investigate the complaint, decision on the complaint
will be taken as under and intimated to the complainant:a) Complaints not substantiated:
In case the complaint is not substantiated it will be filed and complaint fee will be
forfeited.
b) Established Complaints:
In case of established complaint, suitable action would be taken and complaint fee
collected will be refunded.

23

18. COMMISSIONING OF THE DEALERSHIP

A candidate who has been given the Letter of Intent (LOI) would be required to fulfil the
terms and conditions as contained therein, so as to commission the dealership within the
stipulated time period. If the progress is not found to be in line with the given timelines,
LOI may be withdrawn unless there are justifiable reasons for the same.
Before commissioning, Letter Of Appointment (LOA) along with executed copy of
dealership agreement will be given.
Affidavit as per Appendix XA or XB (as applicable) will have to be submitted again by the
applicant at the time of issuance of LOA.
19. SECURITY DEPOSIT / FIXED FEE / BID AMOUNT
The selected candidate shall have to deposit the following :

An interest free refundable security deposit of Rs. 50000/- in respect of Rural ROs
and Rs. 5 lakhs in respect of other ROs - for all categories of ROs before issuance of
LOA.
Non refundable Fixed fee - for B site / DC site / Company leased ROs within 15 days
of receipt of NOC.
Non refundable Bid amount (after adjusting the IDP amount) For A / CC site ROs
within 15 days of receipt of NOC.

OMCs will start installation of their facilities only after collection of Fixed fee / Bidding
amount.
OMCs will reserve the right to adjust any dues to it from this amount at the time of
resignation/ termination. However, in case of termination of the dealership on account of
proven malpractice, the said security deposit shall be forfeited.
20. TENURE OF DEALERSHIP
The tenure of the dealership shall be for an initial period of XX years and renewable every
XX years thereafter as decided by the concerned OMC.
21. FALSE INFORMATION
If any statement made in the application or in the documents enclosed therewith or
subsequently submitted in pursuance of the application by the candidate at any stage is
found to have been suppressed / misrepresented / incorrect or false, then the application
is liable to be rejected without assigning any reason and in case the applicant has been
appointed as a dealer, the dealership is liable to be terminated. In such cases the
candidate / dealer shall have no claim whatsoever against the respective Oil Company.

24

22. DETAILED INFORMATION IN RESPECT OF ADVERTISEMENT ISSUED IN THE

NEWS PAPER.
1. The following details pertaining to the locations where the Corporation proposes to
appoint dealers will be provided in the advertisement.
Sl.
No

Name
of
location

Revenue
District

Type
of RO

Estimated
Monthly
Sales
Potential

4
Regular
/ Rural

5
MS+HSD
in Kls

Category*

6
SC
SC CC-1
SC CC-2
ST
ST CC-1
ST CC-2
OBC
OBC CC-1
OBC CC-2
OPEN
OPEN CC-1
OPEN CC-2

Type
of
Site

7
CC /
DC /
CL

Minimum
Dimension of
the site (in
Metres)*

8
Frontag
e

Depth

Finance to be arranged
by the applicant

Mode of
Selection

Fixed Fee
/
Minimum
Bid
amount

Security
Deposit

9a
For
eligibility

10
Draw of
Lots /
Bidding

11

12

9b
Estimated
fund required
for
development
of
infrastructure
for RO

* The site should either be Owned or on lease with applicant for minimum XX years or
Applicant should have firm offer for the same.
The explanation of the columns in the table is as under:Column 4
Regular ROs : Locations on Highways (NH/SH) and Urban/Semi Urban areas
Rural ROs : Locations in Rural areas but not on Highways (NH/SH)
Column 6

SC
SC CC-1

SC CC-2
ST
ST CC-1

Scheduled Caste Category

Combined category 1 consists of Defence personnel / Para Military personnel / Central
& State Govt. employees /Central & State Govt. PSU employees belonging to SC
category.
Combined Category 2 consists of Physically Handicapped persons (PH), Outstanding
Sports Persons (OSP) and Freedom Fighters belonging to SC Category
Scheduled Tribe Category
Combined category 1 consists of Defence personnel / Para Military personnel / Central
& State Govt. employees /Central & State Govt. PSU employees belonging to
belonging to ST category.

25

ST CC-2
OBC
OBC CC-1

OBC CC-2
Open
Open CC1

Open CC2

Combined Category 2 consists of Physically Handicapped persons (PH), Outstanding

Sports Persons (OSP) and Freedom Fighters belonging to ST Category
Other Backward Classes
Combined category 1 consists of Defence personnel / Para Military personnel / Central
& State Govt. employees /Central & State Govt. PSU employees belonging to OBC
category.
Combined Category 2 consists of Physically Handicapped persons (PH), Outstanding
Sports Persons (OSP) and Freedom Fighters belonging to OBC Category.
Open Category
Combined category 1 consists of Defence personnel / Para Military personnel / Central
& State Govt. employees /Central & State Govt. PSU employees belonging to OP
category.
Combined Category 2 consists of Physically Handicapped persons (PH), Outstanding
Sports Persons (OSP) and Freedom Fighters belonging to OP category.

Column 7

CC : Corporation expects the applicant to have / arrange suitable land for the Retail Outlet
and provide the same to the Corporation on sale / long lease.
DC : Corporation expects the applicant to have / arrange suitable land for setting up of the
Retail outlet. The applicant is not required to sell/lease the land to the Corporation. In
this case it is expected that the applicant will provide all infrastructure / other fixed
facilities required for the dealership at his cost.
CL : Corporation expects the applicant to have / arrange suitable land for setting up of the
Retail outlet. In this case it is expected that the applicant will provide all infrastructure /
other fixed facilities required for the dealership at his cost and will lease the land along
with superstructure to the Corporation.
Column 8
Selection for dealership would be from amongst the eligible candidates on the basis of draw
of lots / bidding process as mentioned against each location. In case of selection through
bidding process, the eligible applicant submitting the highest bid along with the application
would be selected for dealership.
2. General Conditions pertaining to Advertisement
i.

THE APPLICANTS SHOULD CAREFULLY GO THROUGH THE BROCHURE

BEFORE SUBMITTING THEIR APPLICATION(S).

ii.

Applications received after 1700 Hrs. on the cut-off date including postal delay will not be
considered. No correspondence will be entertained by respective Oil Company in such
cases.
Documents/affidavits to be submitted with regard to category of the location as per the
advertisement (For individual applicants and Registered societies applying under
other than Open category).

iii.

Category
SC/ST

SC/ST CC1

Eligibility
Certificate
format
Appendix VI

Category

Eligibility Certificate format

Category

OBC

Appendix VII-A & VII-B

Open CC1

Appendix VI, VIII or

DGR
certificate/Discharge
Order
or
Pension

OBC CC1

Appendix VI, VIII or DGR

certificate/Discharge Order
or Pension Order
as
applicable

Open CC2

26

Eligibility
Certificate
format
Appendix VI, VIII or DGR
certificate/Discharge
Order or Pension Order
as applicable
Appendix

IX
or
certificate applicable for
OSP/FF

SC/ST CC2

iv.

v.
vi.

vii.

viii.

ix.
x.
xi.
xii.
xiii.
xiv.
xv.
xvi.

Order as applicable
Appendix VI, IX or
certificate applicable
for OSP/FF

OBC CC2

Appendix VII-A, VII-B, IX

or certificate applicable for
OSP/FF

Registered
societies
applying
under
other
than
Open
category)

Certificate from Registrar

of
Societies
giving
names
of
all
the
members

Any individual meeting eligibility criteria, can apply under Open category. Except for
locations advertised under Open category, the eligibility certificate for the other
categories has to be submitted along with the application. In case the applicant applying
under DEF category is unable to submit the DGR certificate along with the application,
then he/she should submit the same in person on the date of draw of lots/opening of bids.
Their application will be considered for the draw/opening of bid only if the eligibility
certificate from DGR is submitted before the commencement of draw/opening of bid.
Applicants are advised to fill the check list given as Appendix XII A/ XII B and attach
the same at the top of the application form.
Family Unit in case of married applicant, shall consist of individual concerned, his/her
Spouse and their unmarried son(s)/daughter(s). In case of unmarried person/ applicant,
Family Unit shall consist of individual concerned, his/her parents and his/her unmarried
brother(s) and unmarried sister(s). In case of divorcee, Family Unit shall consist of
individual concerned, unmarried son(s)/unmarried daughter(s) whose custody is given to
him/her. In case of widow/widower, Family Unit shall consist of individual concerned,
unmarried son(s)/unmarried daughter(s) for the purpose of this entire application.
All affidavits should be submitted in originals and should be of a date after the date of
advertisement. Stamp paper should be of appropriate value as applicable in the
concerned state and should be purchased in the name of deponent. Photocopies of
Affidavits will not be accepted. For all other documents only self attested copies should be
submitted along with application and the Originals should be made available at the time of
Field verification. Failure to present these documents in original at the time of Field
verification can result in cancellation of selection.
Applicants should provide only that information against various items of application for
which they are in possession of supporting documents in original as on the date of
Affidavit. Failure to present these documents in original at the time of verification will
result in cancellation of selection.
This is purely a business proposition and not an application for job in the Company and
has normal business risks and also does not guarantee any assured returns or profits.
The applicant on selection should be capable to raise necessary funds for effectively
operating the dealership to the satisfaction of the Corporation.
This is only an application and not an offer of RO dealership.
An applicant selected for dealership will have to execute a dealership agreement before
issuance of Letter of Appointment with the Corporation as per the terms of the
Corporation.
Kindly note that the information and documents provided by the applicants may be
disclosed by Oil Company to third parties under the RTI Act 2005.
Any grievances/complaints related to selection can be submitted within a time frame of 30
days from the date of declaration of results of that location with a fee of Rs. 1000/. Any
complaint received thereafter will not be entertained.
In case of any discrepancy in advertisement published in English News papers vis a vis
vernacular dailies, the direction/information indicated in English paper would prevail.
The company reserves the right to cancel/withdraw/ amend this advertisement or extend
the due date at its sole discretion without assigning any reason.

******************

27

Appendix I
(To be submitted by persons applying for Rural ROs)
RESIDENCE CERTIFICATE
This is to certify that
Shri/Smt/Kum.______________________________________________son/daughter of
Shri_____________
________________________________________________________is a resident of
_______________________Revenue Village
in ___________________________Village Panchayat of
__________________________________BLOCK in
District_______________________________ of State________________________

(______________________)
Signature of
Dy.Tehsildar/Tehsildar
Dy.Mamlatdar/Mamlatdar
(Seal of Office)
OR
(______________________)
Signature of Dy. Commissioner*/
Commissioner of Police
(Seal of Office)
Date :
*Only if the Competent Authority is Dy. Commissioner of Police.
Note : Residence certificate issued within previous six months of the date of affidavit for
dealership in the prescribed format herein will only be treated as valid residence
certificate.

28

Appendix II A
Format of Letter to be given by the Applicant for making Spouse as partner
Place:
Date:

To,
___________
___________
___________
Subject: Letter for induction of spouse as Co-owner / Partner for RO
Dealership at Location __________, District_________, State
________, under_________ category Advertised on ___________
Dear Sir/Madam,
I write with reference to your letter ref. _______________ dated _______________ informing
me the intent to award of RO Dealership at __________ District_________ under_________
category Advertised on ___________, and would like to submit as under:I am married and name of my spouse is __________________. I am aware that as per
Terms and Conditions of the Dealer Selection, my spouse will be co-owner i.e. 50% partner
of RO dealership with me unless my spouse is already gainfully employed and/or do not wish
to be made a partner.
** I shall complete all necessary documentation/formalities with respect to Partnership, etc.
with my spouse before issuance of Letter of Award / signing of Agreement. I am also aware
that the Agreement will be signed by both of us jointly.
OR
** My spouse is already gainfully employed and/or do not wish to be made a partner. I shall
submit Affidavit as per Appendix IIB affirming that he/she does not wish to be made a partner
before issuance of Letter of Award / signing of Agreement.
** Strike off whichever is not applicable.
Thanking you,
Yours faithfully

29

Appendix II B
Notarized Affidavit from Spouse in case she / he wishes/does not wish to become a partner
(TO BE TYPED ON APPROPRIATE NON-JUDICIAL STAMP PAPER OF REQUIRED VALUE)
(To be submitted by Spouse of the individual LOI (Letter of Intent) holder before acceptance of Letter
of Appointment/Signing of Dealership Agreement)
In the matter of RO dealership of Indian Oil Corporation* / Bharat Petroleum Corporation* / Hindustan
Petroleum Corporation* at___________ (Location) District_________ under_________ category
Advertised on ___________.
I, _____________________________son / daughter / wife of ________________________________
Age _____ years resident of _________ do hereby solemnly declare:
1. That my husband / wife Shri/Smt. ___________________, has applied for the above RO
dealership and _______________ (OMC name) has issued Letter of Intent vide letter ref no
___________ dated ____________ in favour of my husband / wife.
2. That I am aware, that as per Terms and Conditions of the Dealer Selection, I have to be inducted
as co-owner i.e. 50% partner of RO dealership allotted to my husband / wife Shri/Smt.
___________________.
I wish to become a partner/co-owner in the dealership allotted to my husband / wife Shri / Smt.
____________. I also undertake that all necessary documentation and undertaking / affidavit as
required for award of dealership will be completed by me prior to issuance of LOA.
OR
That I am currently gainfully employed as mentioned below:Details of employment with Employers address.
Hence, I do not wish to be made a partner in the Dealership allotted to my husband / wife
Shri/Smt. ___________________.
OR
That I do not wish to be made a partner in the Dealership allotted to my husband / wife Shri/Smt.
___________________ for personal reasons.
Solemnly affirmed and declared before me
This ___________day of ________________
Signature and Seal of
Magistrate/Judge/Notary Public

Signature
Name of Deponent

30

Appendix - III

Notarized Affidavit from the applicant w.r.t. employment in Pvt. Sector / drawal of
salary/perks/emoluments from State / Central Government.

(TO BE TYPED ON APPROPRIATE NON-JUDICIAL STAMP PAPER OF REQUIRED

VALUE)
(To be submitted by individual LOI holder before acceptance of Letter of Appointment for
dealership)

In the matter of RO dealership of Indian Oil Corporation* / Bharat Petroleum Corporation* /

Hindustan Petroleum Corporation* at Location ___________ .
1. That
I,
_____________________________son
/
daughter
/
wife
________________________________ Age _____ years resident of _________
hereby solemnly declare as under:

of
do

2. That I, ___________________, have applied for RO dealership of Indian Oil

Corporation* / Bharat Petroleum Corporation* / Hindustan Petroleum Corporation* at
location __________ in Dist __________ in State __________ under category
_________ and the Oil Company has issued Letter of Intent for the said Retail Outlet
Dealership vide letter ref no ___________ dated ____________ .
3. I hereby declare that I am neither employed in private sector nor drawing any
salary/perks/emoluments from State / Central Government.
OR
I was employed and have resigned from the employment. Proof of acceptance of
resignation is attached.
4. I also affirm that during the tenure of the Dealership I will not take any employment in
Pvt. Sector and draw any salary /perks/emoluments from State / Central Government.

Solemnly affirmed and declared before me

This ___________day of ________________

Signature and Seal of

Magistrate/Judge/Notary Public

Signature
Name of Deponent

31

Appendix IV
Notarized Affidavit for offer of finance by members of Family unit
(TO BE TYPED ON APPROPRIATE NON-JUDICIAL STAMP PAPER OF REQUIRED
VALUE)
(To be given by the family member as defined in eligibility criteria other than applicant,
for Finance)

I
_____________________________________
of________________________________
age______years
_____________________do hereby solemnly affirm and say as under:-

Son/daughter/wife
resident
of

1. That I am unmarried and my father*/mother*/unmarried brother* / unmarried sister*

(Shri/Smt/Kum)__________________________________(name) has applied for Retail
Outlet dealership of IOC*/BPC*/HPC* at _______________(location) under '__________'
category against the advertisement appeared in __________________news paper
dated__________________
OR
That I am married and my unmarried son*/ unmarried daughter*/wife*/husband*
(Shri/Smt/Kum)__________________________________(name) has applied for Retail
Outlet dealership of IOC*/BPC*/HPC* at _______________(location) under '__________'
category against the advertisement appeared in __________________news paper
dated__________________
* Strike off whichever is not applicable.
2. That in case he/she is selected for RO dealership I will provide financial assistance to the
extent of Rs. _____ lakhs, which I hold in my name, and which is mentioned at Clause
no.
10
of
the
application
form
submitted
by
(Shri/Smt/Kum)___________________________for RO dealership of IOC*/BPC*/HPC*
at ____________________________

I hereby verify that what has been stated above is true and correct to the best of my
knowledge, and nothing has been concealed there from.

Solemnly affirmed and declared before me

This_________________________ day of ______________________________

Signature and Seal of

Magistrate/Judge/Notary Public

Signature
Name of Deponent and
Relationship with applicant

32

Appendix V A
Notarized Affidavit for offer of land from family member and/or third party
supported by land documents All the joint owners of the land have to submit this
affidavit individually.
(TO BE TYPED ON APPROPRIATE NON-JUDICIAL STAMP PAPER OF REQUIRED
VALUE)

I
_____________________________________
of________________________________
age______years
_____________________do hereby solemnly affirm and say as under:-

Son/Daughter/wife
resident
of

Clause for Family members

(Family Unit as defined in Multiple dealership norm under Clause Disqualification)
1.

That I am unmarried and my father*/mother*/unmarried brother* / unmarried sister*

(Shri/Smt/Kum)__________________________________(name) has applied for Retail
Outlet dealership of IOC*/BPC*/HPC* at _______________(location) under '__________'
category against the advertisement appeared in __________________news paper
dated__________________
OR
That I am married and my unmarried son*/ unmarried daughter*/wife*/husband*
(Shri/Smt/Kum)__________________________________(name) has applied for Retail
Outlet dealership of IOC*/BPC*/HPC* at _______________(location) under '__________'
category against the advertisement appeared in __________________news paper
dated__________________
Strike off whichever is not applicable.

2.

That I, Shri/Smt _____________________, own a piece of land singly / jointly bearing

Gut/Survey No. _____________ at ___________________ (village/town), Taluka/Tehsil
__________, Dist ___________ in the State of _____________ admeasuring _____ mt
(frontage) x _____ mt (Depth) having area _____ sq. mts. as per the following details :
OR
That I, Shri/Smt _____________________, singly / jointly hold a piece of land on long
term lease basis (___ years w.e.f. __________) bearing Gut/Survey No. _____________
at ___________________ (village/town), Taluka/Tehsil __________, Dist ___________ in
the State of _____________ admeasuring _____ mt (frontage) x _____ mt (Depth) having
area _____ sq. mts. as per the following details :
33

Name(s) of the Relationship Date of registration

owner of Land with applicant* of sale deed/gift
/ Leaseholder
deed / lease deed/
date of mutation

Khasra
Dimensions of land
No/Gut
Area of
No/Surve Frontage Min.
in
metre
Depth
in
the
land
y No
metre
(Sq.m)

1.
2.
3.
4.
Strike off whichever is not applicable.
3. That Shri/Smt/ M/s.(name of the Entity) ______________________ has applied for Retail
Outlet dealership of IOC*/BPC*/HPC* at _______________(location) under '__________'
category against the advertisement appeared in __________________news paper
dated__________________
4. That in case he/she/ M/s.(name of the Entity) is selected for RO dealership I will either
sell/transfer/lease the above mentioned piece of land to Oil Company or to Shri / Smt/
M/s.(name of the Entity) _______________ for setting of Retail Outlet facilities at the
above mentioned location as per the site plan duly signed by all co-owners. In case of
lease, I further confirm that I have no objection if the subject piece of land leased to Shri /
Smt _______________ is further leased/sub-leased to the Oil Company by him/her as per
terms of the Oil Company.
That I have no objection if the above mentioned land is used for setting up of Retail Outlet
facilities by Shri / Smt. / M/s.(name of the Entity) ___________________ at the above
mentioned location, as per the site plan duly signed by all co-owners.
5. I hereby confirm that the said piece of land has not been offered by me to any other
person for Retail Outlet dealership of this location against the above mentioned
advertisement.
6. I hereby verify that what has been stated above is true and correct to the best of my
knowledge, and nothing has been concealed there from.

Solemnly affirmed and declared before me

This_________________________ day of ______________________________
Signature and Seal of
Magistrate/Judge/Notary Public

Signature
Name of Deponent and Relationship
with applicant

34

Appendix V B
Letter from Advocate w.r.t. land offered by the applicant confirming status of the land
i.e whether the offered land falls in Group 1 OR Group 2.
(TO BE TYPED ON LETTER HEAD OF THE ADVOCATE AND TO BE ADDRESSED TO
THE OMC)
(To be submitted by Applicants)
To
The Divisional Manager / Territory Manager / Regional Manager
IOCL / BPCL / HPCL
Dear Sir,
Sub : Details of land offered by my client.
1.

This is to inform you that I have perused the documents pertaining to the land at
Survey No/Gut No __________ (address of the plot) , Khasra / Khatauni
___________ at Village __________ offered by Shri/Smt/ M/s.(name of the Entity)
__________________, who has applied for Retail Outlet dealership of M/s
IOCL/BPCL/HPCL for the location _____________, Dist ____________ and that this
land falls in the advertised area / stretch.

2. I have also perused sub clause (vi) pertaining to land parameter under the clause 4
ELIGIBILITY CRITERIA FOR APPLICANTS in the Brochure, which explains how a
particular piece of land falls under Owned land category (Group 1) or Firm offer
category (Group 2). In my opinion and as per the requirement of OMC (name of oil
company), the piece of land offered by my client falls under:Group 1*

Yes/No

Group 2*

Yes/No

*Strike off whichever is not applicable.

3. I have also gone through the Lease agreement for the land at Survey No/Gut No
__________ (address of the plot) , Khasra / Khatauni ___________ at Village
__________ offered by Shri/Smt/ M/s.(name of the Entity) __________________,
who has applied for Retail Outlet dealership of M/s IOCL/BPCL/HPCL for the location
_____________, Dist ____________ and confirm that the lease agreement has a
provision to sub-lease the land to the Oil Company.
(Clause 3 above is applicable only for locations advertised under Corpus Fund
Scheme (CFS sites), Other Corporation Owned Sites (A/ CC sites) and Company
Leased sites and where the offered land is taken on Long term lease).
Place :
Date :
Signature of Advocate ____________________
Name & Seal of Advocate _______________________

35

Appendix VI
Standard Format for SC/ST Category Certificate
The form of the certificate to be produced by Scheduled Castes / Scheduled Tribes
candidates.
This is to certify that Shri / Smt. / Kum* ______________ son / daughter* of
________________ of village / town * ______________ in District / Division* _______ of the
State / Union / Territory* of ___________ belongs to the ________Caste / Tribes and his /
her religion is ___________ which is recognised as a Scheduled Castes / Scheduled Tribes
under the Scheduled Castes / Scheduled Tribes lists (modification) order 1956* read with the
Bombay Re-organisation Act, 1960 and the Punjab Reorganisation Act 1956*.
The Constitution (Jammu & Kashmir) Scheduled Castes Order, 1956*
The Constitution (Andaman & Nicobar Islands) Scheduled Tribes Order, 1956*
The Constitution (Dadra & Nagar Haveli) Scheduled Castes Order, 1962*
The Constitution (Pondicherry) Scheduled Castes Order, 1964*
The Constitution (Scheduled Tribes) (Uttar Pradesh) Order, 1967*
The Constitution (Nagaland) Scheduled Tribes Order, 1970*

Place : ____________
Date : ____________

Signature
: ______________
Designation : ______________
(with seal of office)

State / Union Territory*

* Please delete the words, which are not applicable
Note : The terms Ordinarily reside(s) used here will have the same meaning as in Section20 of the Representation of the People Act, 1950.
# Officers competent to issue Caste / Tribe certificates.
i. District Magistrate / Additional District Magistrate / Collector / Deputy Commissioner /
Additional Deputy Commissioner / Deputy Collector, 1st Class Stipendiary Magistrate / City
Magistrate *** Sub-Divisional Magistrate / Taluka Magistrate / Executive Magistrate / Extra
Assistant Commissioner.
*** (Not below the rank of 1st Class Stipendiary Magistrate)
ii. Chief Presidency Magistrate / Additional Chief Presidency Magistrate, Presidency
Magistrate
iii. Revenue Officers not below the rank of Tehsildar.
iv. Sub-divisional officer of the Divisional where the candidate and / or his family normally
resides.
v. Administrative / Secretary to Administrator / Development Officer (Lakshadweep).
Note: A candidate who claims to belong to one of the Scheduled Castes / Scheduled Tribes
should submit in support of his / her claim, a certificate in original, with a copy thereof in the
form given above, issued at any time by a competent authority # notified by the Government
of India, of the district in which his parents (or surviving parents) ordinarily reside who has
been designated by the State Government concerned as competent to issue such a
certificate. If both his parents are dead, the officer signing the certificate should be of the
District in which the candidate himself ordinarily resides otherwise than for the purpose of his
own education. In case of any doubt about the genuineness of the certificate, the same may
be got verified through the concerned District Magistrate / Deputy Commissioner.

36

APPENDIX VII A
STANDARD FORMAT FOR OBC CATEGORY CERTIFICATE
Note : A candidate who claims to belong to one of the Other Backward Classes should submit in
support of his/her claim, a certificate in original, with a copy there of in the form given below, issued by
a competent authority notified by the Government of India/State Government.
The form of the certificate to be produced by Other Backward Classes candidates.
This is to certify that Shri / Smt. / Kum. _____________________________________Son / Daughter
of Shri / Smt. _____________________________________ of Village/Town__________________
District/Division __________ ________________________ of the ________________________
State/Union Territory, belongs to the _______________Community which is recognized as a backward
class by Govt. of India (Central Govt.)/State Govt. as under:
Sr.
No.

Resolution No./Notification No.

issued by Govt. of India/State
Govt.

Date of Gazette
Notification issued by
Govt. Of India/State Govt.

Concerned State /
Union Territory

Shri / Smt. / Kum. ______________________________________________and / or his/her family

ordinarily reside(s) in the village/town* __________________________ District / Division of
_______________________ State/Union Territory of __________________.
This is also to certify that he/she does not belong to the persons/sections (Creamy Layer) mentioned in
Column 3 of the Schedule to the Government of India, Department of Personnel & Training O.M. No.
36012/22/93-Estt.(SCT) dated 08/09/93 which is modified vide Govt. of India, Department of Personnel
& Training OM No. 36033/1/2013 Estt.(Res.) dated 27/05/2013 and any other subsequent
amendments promulgated in this regard.
Place: _________________
Date : _________________

Signature :
Designation:
(with seal of Office)

NOTE:
a)

The term Ordinarily used here will have the same meaning as in Section 20 of the
Representation of the People Act, 1950.

b)

The authorities competent to issue Caste Certificates for Other Backward Classes are
indicated below:
(i) District Magistrate / Additional Magistrate / Collector / Deputy Commissioner / Additional Deputy
Commissioner / Deputy Collector / Ist Class Stipendiary Magistrate / Sub-Divisional Magistrate /
Taluka Magistrate / Executive Magistrate / Extra Assistant Commissioner (not below the rank of Ist
Class Stipendiary Magistrate).
(ii) Chief Presidency Magistrate / Additional Chief Presidency Magistrate / Presidency Magistrate.
(iii) Revenue Officer not below the rank of Tehsildar and (iv) Sub-Divisional Officer of the area
where the candidate and / or his/her family resides.

c)

The date of undertaking (Affidavit as per Appendix VII B) submitted along with the application
form will be treated as date of reckoning for OBC status of the candidate and also for determining
that the candidate does not fall in the creamy layer. The candidate should furnish the relevant OBC
certificate in the prescribed format shown above or as issued by the competent authority containing
relevant details as mentioned above.

37

Appendix VII B

Declaration/undertaking as a notarized affidavit - for OBC Candidates only

(To be typed on appropriate non-judicial stamp paper of required value)

I,
________________________________
son
/
daughter
of
Shri
________________________
resident
of
village/town/city
____________________________in the district _____________________ State / Union
Territory of ____________ hereby declare that I belong to the ____________________
community which is recognised as a backward class by the Government of India for the
purpose of reservation in services as per orders contained in Department of Personnel and
Training Office Memorandum No.36012/22/93- Estt. (SCT), dated 8/9/1993. It is also
declared that I do not belong to persons/sections (Creamy Layer) mentioned in Column 3 of
the Schedule to the above referred Office Memorandum, dated 8/9/1993, which is modified
vide Department of Personnel and Training Office Memorandum No.36033/3/2004 Estt.(Res.)
dated 14.10.2008 and any other subsequent amendments issued in this regard.

Signature of the Candidate

(Deponent)

Place: _________________
Date: _________________

Declaration / Undertaking not signed by the candidate will be rejected.

False declaration will render the applicant liable for rejection of application/candidature at any
time.

38

Appendix VIII
Standard Format for Paramilitary/Police/PSU/Government Personnel Category (CC1)
(Certificate is to be given by Head of the Office or an Officer not below the rank of Under Secretary
to the Government on Official Letter-Head of the Organization / Government Office issuing the
Certificate)
NAME & ADDRESS OF THE GOVT ORGANIZATION/DEPARTMENT/AGENCY ISSUING THE
CERTIFICATE
Reference No
Date
Eligibility Certificate for Paramilitary/Police/Government Personnel Category
1. @ This is to certify that Shri/Smt./Kum. ________ who was working in this office as ________
had passed away on (date) _______ at (Place)___________. Shri/Smt./Kum. ________ has
been awarded ( name of gallantry award)________in recognition of the supreme sacrifice
made while__________________, Shri/Smt./Kum. ( name of applicant) _________________
(relationship ___________
) was dependent on Shri/Smt./Kum. Shri/Smt./Kum.
____________ as per our records.
2.

OR
@This is to certify that Shri/Smt./Kum. ___________________________________who was
working in this office as ______ had passed away on (date) ________________ while in
action at (Place)______________ Shri/Smt./Kum. ( name of applicant) _________________ (
relationship ___________
) was dependent on Shri/Smt./Kum. ____________ as per our
records.
OR

3. @This is to certify that Shri/Smt./Kum. (name of applicant)__________________________

was working in our organization ________ and has been disabled on ( date) _________while
performing duties at (place)________.
OR
4. @This is to certify that Shri/Smt./Kum. ___________________________________who was
working in this office as ______ had passed away on (date) ________________ while on duty
at (Place)______________ Shri/Smt./Kum.( name of applicant) _________________ (
relationship ___________
) was dependent on Shri/Smt./Kum. ____________ as per our
records.
OR
5. @This is to certify that Shri/Smt./Kum. _________ was working in our organization ________
and has been disabled in peace on ( date) ----------- due to attributable causes.
@ Delete if not applicable.
Attested Signatures of applicant
Place : ____________
Date : ____________

Signature :
Name
:
Designation:
Office Seal:

39

Appendix IX

Standard Format for PH Category Certificate #

NAME & ADDRESS OF THE INSTITUTE/HOSPITAL ISSUING THE CERTIFICATE
STANDARD FORMAT OF THE CERTIFICATE
Certificate No.____________
Date____________
CERTIFICATE FOR THE PERSONS WITH DISABILITIES

Recent
Attested
Photograph
Showing the
disability to
be affixed
Here.

This is to certify that

Shri/Smt/Kum_____________________________________________________________
Son/wife/daughter of Shri____________________________________________________
Age_____________old male/female, Registration No.___________________ is a case of
_______________________________________________________________ He/She is
physically disabled/visual disabled/speech & hearing disabled and has______% (_______
per cent) permanent (physical impairment/visual impairment/speech & hearing impairment) in
relation to his/her ______________________________________________________
Note:1. This condition is progressive/non-progressive/likely to improve/not likely to improve.*
2. Re-assessment is not recommended/is recommended after a period of ____________
__________________months/years.*

# Candidates would be considered eligible under this category in case the candidates are
orthopaedically handicapped to the extent of minimum of 40% permanent (partial) disability of either
upper or lower limbs; or 50% permanent (partial) disability of both upper and lower limbs together. For
this purpose, the standards contained in the `Manual for Orthopaedic Surgeon in evaluating Permanent
Physically Impairment' brought out by the American Academy of Orthopaedic Surgeons, USA and
published on its behalf by the Artificial Limbs Manufacturing Corporation of India, G.T. Road, Kanpur,
shall apply.
Deaf, Dumb and blind persons with minimum 40% disability (speech, hearing and visual impairment)
will be eligible to apply for RO dealership under this category. However, totally blind persons will not
be eligible.
Candidate applying under this category should produce a certificate (as per the standard format given
in the application format) issued by a Medical Board duly constituted by the Central / State
Government as per the Gazette of India Extraordinary New Delhi, No 154 dated June 13, 2001 on
Guidelines for evaluation of various disabilities and procedure for certification.
*Strike out which is not applicable.

Sd/(DOCTOR)
Seal

Sd/(DOCTOR)
Seal

Sd/(DOCTOR)
Seal

Signature/Thumb impression
Of the patient.
Countersigned by the
Medial Superintendent/CMO/Head of
Hospital (with seal)

40

Appendix X A
Notarized Affidavit
(TO BE TYPED ON APPROPRIATE NON-JUDICIAL STAMP PAPER OF
REQUIRED VALUE)
(To be submitted by individual applicants)
I,____________________________________
son/daughter/wife
of
______________________________
Age
_____
years
residing
at
__________________________.In connection with my application for RO Dealership
at____________________(Location)___________________(Dist.)_________(State)
do
hereby
solemnly affirm and say as under :
1

That I am an Indian Citizen and resident of India (as per Income Tax Rules1).

That my date of birth is d d /

(Age as on date in
words______________________________)
* That I passed Graduation examination from recognized University / Institution in the y y y y
year
and / or
* That I have passed the 10+2 examination conduct by the Board/Institution
y y y y
in the year
and /or
* That I have passed the Matriculation Examination conducted by Board in
y y y y
the year
* That I am unmarried. That neither I, nor my Father, Mother, unmarried brother(s), unmarried
sister(s) have dealership/distributorship or hold Letter of Intent for Retail Outlet or SKO-LDO
dealership or LPG distributorship of any Oil Company.
OR
* That I am married and name of my spouse is __________________. That neither I nor my spouse,
unmarried son(s)/unmarried daughter(s) have dealership/ distributorship or hold letter of Intent for
Retail Outlet or SKO-LDO dealership or LPG distributorship of any Oil Company:
OR
* That I am a widow /widower . That neither I nor my unmarried son(s)/unmarried daughter(s) have
dealership/ distributorship or hold letter of Intent for Retail Outlet or SKO-LDO dealership or LPG
distributorship of any Oil Company:
OR
* That I am a divorcee. That neither I nor any of my unmarried son(s)/unmarried daughter(s) (whose
custody is given to me) have dealership/ distributorship or hold letter of Intent for Retail Outlet or
SKO-LDO dealership or LPG distributorship of any Oil Company:
That I hereby confirm that none of my family members (as per multiple dealership norms as defined
under Clause DISQUALIFICATION of brochure) are employees of Oil Marketing Companies.
That I am married and my name before my marriage was _______________ and after my marriage
to Shri ___________ has been changed to Smt. ___________________.
That I am of sound mental health & I am not totally paralyzed.

5
6
7
8

m m /

y y y y

That I have never been convicted for any criminal offence involving moral turpitude and/or economic
offences (other than freedom struggle).
.

41

9
10

11

12

I confirm that arrangement will be made for taking delivery of products on ex-MI basis from the
concerned OMCs within 4 months of intimation thereof from the OMC to this effect.
That I hereby confirm that I was never a signatory to dealership/distributorship agreement of any Oil
Company, which was terminated for proven malpractices and / or for violations of provisions of the
Marketing Discipline Guidelines.
a) That the funds as detailed in Clause No. 10 of the application form pertaining to Finance and
affidavit submitted by family members for provision of finance attached along with the
application form (if applicable) are available with me as on date. I also understand that the
minimum fund required, as per the advertisement, should be available with me as closing
balance on cut-off date for submission of application for eligibility. The original documents in
support of the claim would be made available to the Corporation at the time of Field
Verification.
b) I am aware that my claim, as above, if found to be at variance at any stage, would result in
my application /candidature becoming invalid for further consideration by the Oil Company.
c) In addition, in case I am selected for RO dealership, I undertake to arrange funds required
for development of requisite infrastructure and facilities as mentioned in the Advertisement
for the location.
d) I am also aware that in the event of my inability to arrange the said funds, as mentioned in
Clause 10 of the application form and Para (c) above, as and when required by the Oil
Company (Name of the Oil Company), the allotment shall be withdrawn and I will have no
claim/damages whatsoever against the Oil company (Name of the Oil Company).
That the details mentioned in Clause No. 9 of the application form, affidavit submitted by Co-owner/s
(if applicable) and confirmatory letter from Advocate attached along with the application form
pertaining to Land :a) Are true and land documents in support of the claim have been attached along with the
application form.
b) That in case I am selected for RO dealership, I undertake to arrange the said piece of plot as
mentioned in the application form for setting up of retail outlet at location __________ in Dist
__________ in State __________ for which I have made the application.
c) I am aware that my claim, as above, if not supported by required documents or in the event
being found to be at variance at any stage, would result in my application /candidature becoming
invalid for further consideration by the Oil Company.
d) I am also aware that in the event of my inability to make available the said land required for
setting up the retail outlet as required by the Oil Company (Name of the Oil Company), within
the period mentioned in the LOI, then the allotment can be withdrawn and I will have no
claim/damages whatsoever against the Oil company (Name of the Oil Company).
e) I am also aware that in case of my selection for this RO dealership it will be binding on me to
hand over the offered land duly developed up to the road level with good earth / murram , layer
wise compacted as per standard engineering practices to the satisfaction of OMC and I will
provide retaining wall and compound wall of minimum height 1.5 mt, designed as per site
conditions and approved by OMC engineers.
f)

13

I am also aware that in case the same piece of land offered by me for setting up of retail outlet at
location __________ in Dist __________ in State __________ is offered by any other applicant
for the same purpose, my candidature for RO dealership will be rejected.
That I hereby confirm that I will neither take up any other employment nor will draw any

42

salary/perks/emoluments from State/Central Government upon my appointment as a dealer.

If I am already employed I will resign from the employment and produce proof of acceptance of
resignation by my employer before the acceptance of Letter of Appointment to be issued by the Oil
Company.
14

15

16

17

I hereby confirm that I have not resigned as a sole proprietor from a dealership/distributorship of any
oil marketing company in favour of any of my family member/s as defined in the Selection
Guidelines.
I am married. I undertake to fulfill the conditions of ________________ (OMC) with regard to
inducting Spouse as Co-owner in the dealership if the dealership is awarded to me.
OR
I am unmarried. I undertake to inform the company of my marriage and undertake to fulfill the
conditions of ________________ (OMC) with regard to inducting Spouse as Co-owner in the
dealership within one year of my marriage if the dealership is awarded to me.
I undertake that I will observe all the relevant guidelines with regard to award/operation of the said
dealership issued by Indian Oil Corporation* / Bharat Petroleum Corporation* / Hindustan Petroleum
Corporation* / Government of India or any other statutory body from time to time.
That if any information/declaration given by me in my application or in any document submitted by
me in support of application for the award of the RO dealership or in this affidavit shall be found to
be untrue or incorrect or false, ..(Name of OMC) would be within its rights to withdraw the
letter of intent / terminate the dealership (if already appointed) and that I would have no claim,
whatsoever, against the Corporation for such withdrawal / termination.
If an individual stayed in India for 182 days or more in the previous Financial year, he is treated as
resident of India as per Income Tax Rules irrespective of his citizenship. If the stay is less than 182
days he is a non-resident.

* Strike off whatever is not applicable.

I hereby verify that what has been stated above is true and correct to the best of my knowledge and nothing
material has been concealed there from.

Signature of Deponent
(Name in block letters)
Solemnly affirmed and declared before me. This ___________day of ________________

Signature and Seal of

Magistrate/Judge/Notary public

43

APPENDIX X-B
Notarized Affidavit
(TO BE TYPED ON APPROPRIATE NON-JUDICIAL STAMP PAPER OF REQUIRED
VALUE)
(To be submitted by non-individual applicants)
In the matter of RO dealership at___________ (Location) of Indian Oil Corporation* / Bharat
Petroleum Corporation* / Hindustan Petroleum Corporation* whereas _______________ (Name of
the Registered Society*/Company*/Charitable Trust*) ________________ (Location) has applied
for RO dealership of ________(name of the Oil Company) Ltd., at ___________.
I,
_____________________________son
/
daughter
/
wife
of
________________________________ Age _____ years resident of _________in the capacity of
___________ do hereby solemnly declare:
1. That through a resolution passed by the Registered Society*/Company*/Charitable Trust* I have
been authorized to apply for the said dealership on behalf of the Registered
Society*/Company*/Charitable Trust*. A copy of the resolution/authorization is enclosed herewith
forming part and parcel of this affidavit.
2. That the said Registered Society is duly registered under Societies Registration Act 1860 or 1912
or Societies Registration Act enacted by the State Government of ______ * /Company formed
under the companies act 1956 or 2013* /Charitable Trust* is registered with Charity Commissioner
of State Government of ______________* (name of the State) on ________(date of registration/
incorporation) and a photocopy of the certificate of registration is enclosed herewith forming part
and parcel of this affidavit.
3. That our Registered Society*/Company* had made net profit during the previous consecutive 3
financial Years as certificate by Chartered Accountant (Not applicable for Charitable Trusts).
4. That on behalf of the Registered Society*/Company*/Charitable Trust* I undertake that we will
observe all the relevant guidelines with regard to award/operation of the said dealership issued by
Indian Oil Corporation* / Bharat Petroleum Corporation* / Hindustan Petroleum Corporation* /
Government of India or any other statutory body from time to time.
5. That on behalf of the Registered Society*/Company*/Charitable Trust* I undertake that we will
operate the dealership through our own entity.
6. That all members of the Society belong to the same category for which RO dealership has been
advertised. A copy of certificate to this effect from Registrar of Society and a list giving names of all
the members of the Society is enclosed herewith forming part and parcel of this affidavit.
(Applicable only in case of Regd. Societies applying under other than open category)
7. That neither our Registered Society*/Company*/Charitable Trust* nor any Member of the Governing
Body/Managing Body/Any such other Body of this Registered Society*/ Charitable Trust*/ Directors
of company* has been convicted by any court of law for any criminal offence involving moral
turpitude and/or economic offences (other than freedom struggle) punishable under Law.
8. That neither this entity nor any of the Member of its Governing Body/Managing Body/Any such
other Body of this Registered Society*/ Charitable Trust*/ Directors of company* was never a
signatory to dealership/distributorship agreement of any Oil Company, which was terminated for
malpractice and/or for violation of Marketing Discipline Guidelines.
(Clause 7 & 8 above is not applicable to Government owned Companies defined as major
shareholding with the Government, Public Sector & Joint Sector Units or Government
administered Organization)

44

9. *That none of the Directors of this company or his family members (family as defined in the case of
multiple dealership norms for individuals) or Holding company or Subsidiary company or any other
company or firm where share holders (put together) of this applicant company have controlling
stake i.e. 51% or more, have dealership/distributorship or hold Letter of Intent for Retail Outlet or
SKO-LDO dealership or LPG distributorship of any Oil Company
OR
*That none of the Members of the Governing Body/Managing Body/Any such other Body of this
Charitable Trust*/Registered Society* or his family members (family as defined in the case of
multiple dealership norms for individuals) have dealership/distributorship or hold Letter of Intent for
Retail Outlet or SKO-LDO dealership or LPG distributorship of any Oil Company.
10. That on behalf of the Registered Society*/Company*/Charitable Trust* I undertake
that
arrangement will be made for taking delivery of products on ex-MI basis from the Oil Company
within 4 months of intimation thereof from the Oil Company to this effect.
11.
a) That on behalf of the Registered Society*/Company*/Charitable Trust* I undertake that the
details mentioned in Clause No. 10 of the application form pertaining to Finance are available
with us as on date. I on behalf of the Registered Society*/Company*/Charitable Trust* also
affirm that the minimum fund required as per eligibility criteria would be available with us as
closing balance on cut-off date for submission of application as per the advertisement. The
original documents in support of the claim would be made available to the Corporation at the
time of Field Verification.
b) We are aware that our claim, as above, if found to be at variance at any stage, would result in
our application /candidature becoming invalid for further consideration by the Oil Company.
c) In addition, in case we are selected for RO dealership, we undertake to arrange Rs. _
_____________________ required for development of requisite infrastructure and
facilities as mentioned in the Advertisement for the location __________ in Dist __________ in
State __________ for which we have made the application.
d) We are also aware that in the event of our inability to arrange the said funds, as mentioned in
Clause 10 of the application form and Para (c) above, as and when required by the Oil
Company (Name of the Oil Company), the allotment shall be withdrawn and we will have no
claim/damages whatsoever against the Oil company (Name of the Oil Company).
12. That on behalf of the Registered Society*/Company*/Charitable Trust* I undertake that the
details mentioned in Clause No. 9 of the application form and confirmatory letter from
Advocate attached along with the application form pertaining to Land :a) Are true and land documents in support of the claim have been attached along with the
application form.
b) That in case we are selected for RO dealership, we undertake to arrange the said piece of plot
as mentioned in the application form for setting up of retail outlet at location __________ in Dist
__________ in State __________ for which we have made the application.
c) We are aware that our claim, as above, if not supported by required documents or in the event
being found to be at variance at any stage, would result in our application /candidature becoming
invalid for further consideration by the Oil Company.
d) We are also aware that in the event of our inability to make available the said land required for
setting up the retail outlet as required by the Oil Company (Name of the Oil Company), within the
period mentioned in the LOI, then the allotment can be withdrawn and we will have no
claim/damages whatsoever against the Oil company (Name of the Oil Company).

45

e) We are also aware that in case of our selection for this RO dealership, it will be binding on us to
hand over the offered land duly developed up to the road level with good earth / murram , layer
wise compacted as per standard engineering practices to the satisfaction of OMC and we will
provide retaining wall and compound wall of minimum height 1.5 mt, designed as per site
conditions and approved by OMC engineers.
f) We are also aware that in case the same piece of land offered by us for setting up of retail outlet
at location __________ in Dist __________ in State __________ is offered by any other
applicant for the same purpose, our candidature for RO dealership will be rejected.
13. That If any information/declaration given in this application or in any document submitted in support
of application for the award of the dealership or in this affidavit shall be found to be untrue or
incorrect or false, Indian Oil Corporation* / Bharat Petroleum Corporation* / Hindustan Petroleum
Corporation* would be within its rights to withdraw the letter of intent / terminate the dealership (if
already appointed) and that we would have no claim, whatsoever, against Indian Oil Corporation* /
Bharat Petroleum Corporation* / Hindustan Petroleum Corporation* for such withdrawal/termination.
*Strike out whatever is not applicable.
I hereby verify that what has been stated above is true and correct to the best of my knowledge and
nothing material has been concealed there from.
Solemnly affirmed and declared before me
This ___________day of ________________

Signature and Seal of

Magistrate/Judge/Notary public

Signature of Deponent
(Name in block letters)

46

Appendix XIA
Application Format For Individual Applicants
(FORM TO BE FILLED UP IN CAPITAL LETTERS USING BLUE / BLACK BALL POINT PEN)
For Office Use
Sr.
No.
of Sr.
No.
of D D M M Y
Y
Y
Y
Not to be filled by location in the application as
applicant
advertisement per listing of
AOC
APPLICATION FOR RETAIL OUTLET DEALERSHIP
Particulars of application
In Nos.
fee
(Rs.)
Latest Passport Size
In words
Demand
Draft No.
Drawn on
(Bank)
In favour of (Full name of
The Oil Company)
Note:

Photograph
with specimen
signature on
the photograph

Date
Payable
At

For Regular ROs:

(Enclose Application fee of Rs. 1000/- (one thousand only) for all applicants except SC/ST locations.
Application fee for SC/ST (incl. CC1 & CC2 under SC/ST category) locations is Rs. 500/- (Five hundred only)
on enclosing SC/ST certificate.
For Rural ROs:
(Enclose Application fee of Rs. 100/- (one hundred only) for all applicants except SC/ST locations. Application
fee for SC/ST (incl. CC1 & CC2 under SC/ST category) locations is Rs. 50/- (Fifty only) on enclosing SC/ST
certificate.
Initial Down Payment (IDP) Details for locations involving Bidding (Strike off if not applicable)
In Nos.
Particulars of IDP
(Rs.)
In words
Demand
Draft No.
Drawn on
(Bank)
In favour of (Full name of
the Oil Company)
Note:

Date
Payable
At

For Regular ROs:

Enclose IDP of Rs. 150000/- (One lakh fifty thousand only) for all
applicants.

For Rural ROs:

Enclose IDP of Rs. 50000/- (Fifty thousand only) for all applicants.

47

Name of the Location

District

State

Category*

* Please attach copy of Eligibility certificate for respective category in respect of reserved locations as
mentioned below:
Category
SC/ST

SC/ST
CC1

SC/ST
CC2

Eligibility
Certificate format
Appendix VI

Category

Appendix VI, VIII or

DGR
certificate/Discharge
Order or Pension
Order as applicable
Appendix VI, IX or
certificate
applicable
for
OSP/FF

OBC
CC1

Advertised on
(Date)

Type of applicant

7
7.1

7.2

7.3

OBC

OBC
CC2

Eligibility Certificate
format
Appendix VII-A &
VII-B

Category

Appendix VI, VIII or

DGR
certificate/Discharge
Order or Pension
Order as applicable
Appendix
VII-A,
VII-B, IX or certificate
applicable
for
OSP/FF

Open
CC2

In

(Please write Newspaper name)

If Partner please use separate application form for
each partner and club them together. Also attach a
copy of the Proposed partnership deed.
Applicant should enclose Affidavit as per the format given in Appendix XA
Name
(Mr/Mrs/Kumari)
First name
Middle name
Surname
Fathers/Husbands
Name (Mr)
First name
Middle name
Surname
Address
Proprietor / Partner

District

7.4

Open
CC1

Eligibility
Certificate
format
Appendix VI, VIII or DGR
certificate/Discharge Order
or Pension Order
as
applicable
Appendix

IX
or
certificate applicable for
OSP/FF

Tel. No.
Email id
Indian Citizen

Pin Code

Yes

No

If No applicant is not eligible

Mob. No.
PAN No.
Resident of India as per IT Rules
Resident of Revenue District
(Please attach residence certificate
in case of Rural ROs)

48

Yes

No

State
7.5

Gender

Male

Female

(Tick mark whichever is applicable)

7.6

7.7
7.8

Date of Birth
DD
MM
Marital status
(Tick mark whichever is applicable)
Name of spouse
Mr.
/
(if married)
Mrs.
Spouse
employed

YYYY
Single

Age (Proof to be
attached) as on date of
affidavit
Years
Married
Widow / Widower

Months
Divorcee

Yes

Days

No

(Tick mark whichever is

applicable)

8
i)
ii)
iii)
9

Educational Qualification (attach copy of qualifying certificate as per Eligibility criteria)

Qualification
Name of Board/University/Institution
Degree
Year of Passing
Graduation
10+2 Pass
th
10 Pass
Land Details (Please read Clause no. 4 (vi) of Brochure before providing the information below)
Copy of proof of ownership of land to be attached.

Name(s) of
the owner of
Land /
Leaseholder

a)

Relationship
with
applicant**

Date of
registration
of sale
deed/gift
deed / lease
deed/ date
of mutation

Location of the
land with
respect to
Reference
point / Land
mark (Specify
land mark /
Reference
point and
distance from
the same)

Khasra
No/Khatouni/
Gut
No/Survey
No

Dimensions of land*

Frontage
in metre

Depth
in
metre

Area
(Sq.m)

Are you willing to transfer the land on sale/long lease to Oil Company ? YES/NO
If yes, at what rate / terms.
_____________________________________________________________________________________________

b)

The above piece of plot owned by me / my family member (as defined under multiple dealership norm)
either by way of ownership / long term lease would be made available for a period of minimum ___ years
as advertised by the Oil Company(Name of the Oil Company).
That as per the documents and report from advocate attached along with the application form, my/our
offer qualifies for being considered under GROUP 1 as defined in Clause 4 (vi) of the Brochure for retail
outlet dealer selection by the Oil Company(Name of the Oil Company).
OR

b)

The said piece of plot belonging to ___________________ has been offered to me /us for putting up a
retail outlet of the Oil Company (Name of the Oil Company). The above is being given as Firm Offer
and is for purchase / long term lease for a period of minimum _____ years as advertised by the Oil

49

Company.
That as per the documents and report from advocate attached along with the application form, my/our
offer qualifies for being considered under GROUP 2 as defined in clause 4 (vi) of the Brochure for retail
outlet dealer selection by the Oil Company(Name of the Oil Company).
(Tick Mark either a OR b as applicable, Strike off the other clause)
Note :
The same land cannot be offered by more than one applicant for a particular RO location. In case more
than one application is received offering the same land all such applications would be rejected.
In case land belongs to member of 'Family Unit' / Others, attach notarized affidavit as per Appendix
V A is to be submitted. Each applicant will have to attach a confirmatory letter from an advocate
(Appendix V B) giving details of the current ownership, documents relied upon and the category
under which the land falls (Group 1 or Group 2).
c.

The said piece of land, has been offered for purchase/ long lease/sub-lease to the Oil Company for a
period of minimum _____years as required by the Oil Company (Name of the Oil company) and as per
their terms and condition. (For location advertised under Corporation Owned Dealer Operated/CFS sites)
OR
The offered piece of land, also has the provision for sub-lease to the Oil Company (in case of long term
lease) If required by the Oil Company (Name of the Oil company) at any stage in future. (For location
advertised under Dealer Owned Dealer Operated sites)
(Tick Mark either c OR d as applicable, Strike off the other clause)

d.

* Please attach site map giving dimensions of the plot that will be used for the proposed Retail Outlet
out of the total land offered.
10

Finance (Please read Clause no. 4 (v) of Brochure before providing the information below)
(Please attach copies of relevant supporting documents/certificates as applicable)
a.) AMOUNT IN SAVINGS BANK ACCOUNT IN SCHEDULED BANK/ POST OFFICE as on the date of affidavit in
the name of applicant and members of 'family unit'. Attach notarized affidavit as per format given in
Appendix - IV from member(s) of 'family unit'.
S.
Name of Bank
S.B.A/c. No
Name of
Relationship
Amount in Rs.
N
Account Holder with Applicant** As on date of
affidavit

TOTAL AMOUNT (in Rs.)

TOTAL AMOUNT IN WORDS (in Rs.)
b.) Free and un-encumbered Fixed Deposits in Scheduled Banks, Post Office, Listed Companies /
Government Organisation / Public Sector Undertaking of State and Central Government, Kisan Vikas
Patra, NSC (Redemption value of the instruments as certified by Chartered Accountant will be
considered. Certificate from Chartered Accountant to be attached.)

50

S.
N

Type of Financial
instrument FD/NSC/KVP, etc.

Reference
Number
with date

Name(s)
of the
holder

Relation with
applicant**

Initial
investment
Amount

Redemption
Value
(Amount in
Rs.)

TOTAL AMOUNT (in Rs.)

TOTAL AMOUNT IN WORDS (in Rs.)
c.) Free and un-encumbered Bonds, Shares of Listed Companies in demat form and Listed Mutual Funds
(Certificate to be enclosed from a Chartered Accountant / Depository Participant certifying the market
value based on NAV on last working day of previous month of application for mutual funds. For shares
of listed companies in demat form, the market value on last working day of previous month of
application to be considered). For these Funds only 60% of the value as certified by the chartered
accountant / Depository Participant to be given.
S.
Type of Financial
Reference
Name(s)
Relation
Initial
Certified
60% of
N
instrument Number with
of the
with
investment
Value
the
Bonds/Shares/MF
date
holder
applicant
Amount
(Amount in
certified
**
Rs.)
value

TOTAL AMOUNT (in Rs.)

TOTAL AMOUNT IN WORDS (in Rs.)

TOTAL AMOUNT (in Rs.) (a+b+c)

TOTAL AMOUNT IN WORDS (in Rs.) (a+b+c)

** Please qualify the relationship Unmarried brother, Unmarried sister, Unmarried son, Unmarried
daughter, etc. wherever necessary.

51

Note :
The funds mentioned above should be available with the applicant as on the date of affidavit. Further
the applicant should ensure that the minimum funds required for eligibility are also available as closing
balance on the cut-off date for submission of application. Wherever available funds on the cut-off date
of submission of application are found to be less than the funds required for eligibility, candidature of
the applicant will be cancelled.
12.

UNDERTAKING BY THE APPLICANT

a. I am aware that eligibility for Retail Outlet Dealership will be decided based on the information given in
the application above. On verification by the Oil Company if it is found that the information given by me
is incorrect/ false/ misrepresented then my candidature will stand cancelled and I will be declared
ineligible for the Retail Outlet Dealership.
b. I also confirm that I am in possession of the supporting documents in original in respect of the
information given by me in this application and if selected, failure to present these documents in
original will result in cancellation of selection due to submission of false/unsupported information in this
application.
c. I am fully aware that if I am unable to provide suitable site mentioned above for setting up of the Retail
Outlet as per the Oil Companys standard layout, then the allotment of dealership made to me will be
cancelled.
d. I am also aware that in the event of my inability to arrange the funds required for development of
requisite infrastructure and facilities as specified by the Oil Company (Name of the Oil Company) in the
advertisement, the allotment can be withdrawn and I will have no claim/damages whatsoever against
the Oil company (Name of the Oil Company).
e. I am fully aware that I will not be appointed as Retail Outlet Dealer if I am employed. I shall have to
resign from the service and produce proof of acceptance of my resignation from my employer before
issuance of Letter of Appointment.
I am also aware that I cannot take up any other employment nor can draw any
salary/perks/emoluments from State/Central Government upon my appointment as a dealer.
f. I confirm that none of my family members (as per definition of family under multiple dealership norm)
are employees of any Oil Marketing Companies.
g. I am fully aware that If selected I shall be paying attention towards day to day working of the dealership
by personally managing the affairs of the dealership and will not be eligible for taking up any
employment.
h. I undertake to fulfill the conditions of ________________ (OMC) with regard to inducting Spouse as
Co-owner in the dealership if the dealership is awarded to me.
i. That, if selected, I undertake that I will be depositing an interest free Security deposit as per the policy
of the Corporation.
j. That, if selected, I undertake that I will pay a non-refundable Fixed fee of Rs. _____________ as per
the policy of the Corporation (applicable for Dealer owned sites).
OR
That, if selected, I undertake that I will pay a non-refundable Final Bid amount (applicable for
Corporation owned sites except for Corpus fund ROs).
I, _________________________________________________________daughter of /son of/ wife of
Shri__________________________________ hereby confirm that the information given above is true and
correct. Any wrong information /misrepresentation/ suppression of facts will make me ineligible for this RO
dealership. That if any information/declaration given by me in my application or in any document submitted
by me in support of application for the award of the RO dealership shall be found to be untrue or incorrect
or false, the ..OMC* would be within its rights to withdraw the letter of intent / terminate the
dealership (if already appointed) and that I would have no claim, whatsoever, against the Corporation for
such withdrawal / termination.
Place : _____________
Signature of applicant_______________________
**Date :______________
Name of applicant_____________________________
**The date mentioned in the affidavit will be treated as date applicable for the purpose of evaluating the
eligibility criteria.

52

Appendix- XI B

Application Format For Non-Individual Applicants

(FORM TO BE FILLED UP IN CAPITAL LETTERS USING BLUE / BLACK BALL POINT PEN)
For Office Use
Sr. No. of Sr.
No.
of D
D M M Y Y Y Y
Not to be filled by location in the application
as
applicant
advertisement per listing of
AOC
APPLICATION FOR RETAIL OUTLET DEALERSHIP
In Nos.
Latest Passport Size
Photograph of the
Particulars of application
authorized
signatory
fee
(Rs.)
In words
Demand
Draft No.
Drawn on
(Bank)
In favour of (Full name of
The Oil Company)
Note:

with specimen
signature on
the photograph

Date
Payable at

For Regular ROs:

(Enclose Application fee of Rs. 1000/- (one thousand only) for all applicants except SC/ST locations.
Application fee for SC/ST (incl. CC1 & CC2 under SC/ST category) locations is Rs. 500/- (Five
hundred only) on enclosing SC/ST certificate.
For Rural ROs:
(Enclose Application fee of Rs. 100/- (one hundred only) for all applicants except SC/ST locations.
Application fee for SC/ST (incl. CC1 & CC2 under SC/ST category) locations is Rs. 50/- (Fifty only) on
enclosing SC/ST certificate.
Initial Down Payment (IDP) Details for locations involving Bidding (Strike off if not applicable)
In Nos.
Particulars of IDP
(Rs.)
In words
Demand
Draft No.
Drawn on
(Bank)
In favour of (Full name of
the Oil Company)
Note:

Date
Payable
At

For Regular ROs:

Enclose IDP of Rs. 150000/- (One lakh fifty thousand only) for all
applicants.

For Rural ROs:

Enclose IDP of Rs. 50000/- (Fifty thousand only) for all applicants.

53

Name of the Location

District

State

Category*

Non-individual applicant means Government Bodies/Agencies, Organized Bodies, Societies registered

under Societies Registration Act 1860, / Societies registered under Co- operative Societies Act, 1912
or Co-operative Societies Act as enacted by concerned States, Charitable Trusts registered with
Charity Commissioner of respective State Government, Companies formed under the Companies Act,
1956 / 2013 (except Pvt. Ltd. companies).
5

Advertised on
(Date)

Type of applicant

7
7.1

7.2

7.3

In

(Please write Newspaper name)

Registered Society/Company/Charitable Trust/Govt. Organization
(Please tick mark whichever is applicable)
Applicant should enclose Affidavit as per the format given in Appendix XB
Name
of
authorized
person
First name
Middle name
Surname
Fathers/Husbands
Name (Mr)
First name
Middle name
Surname
Address

District

Pin Code

Tel. No.

Mob. No.

Email id

PAN No.

8
a)

Details of Registered Society/Company/Charitable Trust/Govt. Organization

Name

b)

Address of Regd.
Office

District

Pin Code

Tel. No.1

Tel. No.2

Email id

PAN No.

Note : The entity should be registered in India. In case of Rural ROs, the Society should be registered
in the same District for which Rural RO is advertised.
c)

Date of Registration/Incorporation (DD/MM/YYYY)

d)

Profit/ loss made during the last 3

Profit After tax

54

Loss

financial years as certified by C.A.

(Please attach copy of certificate)
i)
ii)
iii)
Note : Only Registered Societies/Companies making a profit for previous three consecutive financial
years as certified by a Chartered Accountant are eligible to apply.
e)

In case of Registered Societies applying under other than Open

category - whether all members of the Registered Society belong to the
same category for which RO dealership has been advertised? (If 'No',
you are not eligible to apply') (Please attach relevant certificate from
Registrar of Societies and list giving names of all members of the
society)

Land Details (Please read Clause no. 4 (vi) of Brochure before providing the information
below)
Copy of proof of ownership of land to be attached.

Name(s) of
the owner of
Land /
Leaseholder

c)

Relationship
with
applicant**

Date of
registration
of sale
deed/gift
deed /
lease
deed/ date
of mutation

Location of
the land with
respect to
Reference
point / Land
mark (Specify
land mark /
Reference
point and
distance from
the same)

Khasra
No/Khatouni
/Gut
No/Survey
No

Yes

No

Dimensions of land*

Fronta
ge in
metre

Fronta
ge in
metre

Fronta
ge in
metre

Are you willing to transfer the land on sale/long lease to Oil Company ? YES/NO
If yes, at what rate / terms.
_____________________________________________________________________________________________

a)

The above piece of plot owned by us either by way of ownership / long term lease, would be
made available for a period of minimum ___ years as advertised by the Oil Company(Name of
the Oil Company).
That as per the documents and report from advocate attached along with the application form,
our offer qualifies for being considered under GROUP 1 as defined in clause 4 (vi) of the
brochure for retail outlet dealer selection by the Oil Company(Name of the Oil Company).
OR

b)

The said piece of plot belonging to ___________________ has been offered to us for putting up
a retail outlet of the Oil Company (Name of the Oil Company). The above is being given as Firm
Offer and is for purchase / long term lease for a period of minimum _____ years as advertised
by the Oil Company.
That as per the documents and report from advocate attached along with the application form,
our offer qualifies for being considered under GROUP 2 as defined in clause 4 (vi) of the

55

brochure for retail outlet dealer selection by the Oil Company(Name of the Oil Company).
(Tick Mark either a OR b as applicable, Strike off the other clause)

Note :
The same land cannot be offered by more than one applicant for a particular RO location. In
case more than one application is received offering the same land all such applications would
be rejected.
In case land belongs to co-owners / Others, notarized affidavit as per Appendix V A is to be
submitted. Each applicant will have to attach a confirmatory letter from an advocate
(Appendix V-B) giving details of the current ownership, documents relied upon and the
category under which the land falls (Group 1 or Group 2).
c)

The said piece of land, has been offered for purchase/ long lease/sub-lease to the Oil Company
for a period of minimum _____years as required by the Oil Company (Name of the Oil
company) and as per their terms and condition. (For location advertised under Corporation
Owned Dealer Operated/CFS sites)
OR
d)
The offered piece of land, also has the provision for sub-lease to the Oil Company (in case of
long term lease) If required by the Oil Company (Name of the Oil company) at any stage in
future. (For location advertised under Dealer Owned Dealer Operated sites)
(Tick Mark either c OR d as applicable, Strike off the other clause)
* Please attach site map giving dimensions of the plot that will be used for the proposed Retail
Outlet out of the total land offered.
10

Finance (Please read Clause no. 4 (v) of Brochure before providing the information below)
(Please attach copies of relevant supporting documents/certificates as applicable)
a) AMOUNT IN SAVINGS BANK ACCOUNT IN SCHEDULED BANK/ POST OFFICE as on the date
of affidavit in the name of applicant.
S.N
Name of Bank
S.B.A/c
Name of Account
Amount in Rs. As on
. No
Holder
date of affidavit

TOTAL AMOUNT (in Rs.)

TOTAL AMOUNT IN WORDS (in Rs.)
b) Free and un-encumbered Fixed Deposits in Scheduled Banks, Post Office, Listed Companies /
Government Organisation / Public Sector Undertaking of State and Central Government, Kisan
Vikas Patra, NSC (Redemption value of the instruments as certified by Chartered Accountant
will be considered. Certificate from Chartered Accountant to be attached.)

56

S.N

Type of Financial
instrument FD/NSC/KVP, etc.

Reference
Number
with date

Name(s) of the
holder

Initial investment
Amount

Value
(Amou
nt in
Rs.)

TOTAL AMOUNT (in Rs.)

TOTAL AMOUNT IN WORDS (in Rs.)
c) Free and un-encumbered Bonds, Shares of Listed Companies in demat form and Listed Mutual
Funds (Certificate to be enclosed from a Chartered Accountant / Depository Participant certifying
the market value based on NAV on last working day of previous month of application for mutual
funds. For shares of listed companies in demat form, the market value on last working day of
previous month of application to be considered). For these Funds only 60% of the value as
certified by the chartered accountant / Depository Participant to be given.
S.N
Type of
Reference
Name(s) of the
Initial
Certified
60% of the
Financial
Number
holder
investmen
Value
certified
instrument with date
t Amount
(Amount
value
Bonds/Shares/
in Rs.)
MF

TOTAL AMOUNT (in Rs.)

TOTAL AMOUNT IN WORDS (in Rs.)

TOTAL AMOUNT (in Rs.) (a+b+c)

TOTAL AMOUNT IN WORDS (in Rs.) (a+b+c)

Note :
The funds mentioned above should be available with the applicant as on the date of affidavit. Further
the applicant should ensure that the minimum funds required for eligibility are also available as closing
balance on the cut-off date for submission of application. Wherever available funds on the cut-off date
of submission of application are found to be less than the funds required for eligibility, candidature of
the applicant will be cancelled.

57

12.

UNDERTAKING BY THE APPLICANT

a.
We are aware that eligibility for Retail Outlet Dealership will be decided based on the
information given in the application above. On verification by the Oil Company if it is found that the
information given by us is incorrect/ false/ misrepresented then our candidature will stand cancelled
and we will be declared ineligible for the Retail Outlet Dealership.
b.
We also confirm that we are in possession of the supporting documents in original in respect of
the information given by us in this application and if selected, failure to present these documents in
original will result in cancellation of selection due to submission of false/unsupported information in this
application.
c.
We are fully aware that if we are unable to provide suitable site mentioned above for setting up
of the Retail Outlet as per the Oil Companys standard layout, then the allotment of dealership made to
us will be cancelled.
d.
We are also aware that in the event of our inability to arrange the funds required for
development of requisite infrastructure and facilities of the RO as specified by the Oil Company (Name
of the Oil Company) in the advertisement, the allotment can be withdrawn and we will have no
claim/damages whatsoever against the Oil company (Name of the Oil Company).
e.
I also confirm on behalf of M/s ______________, that my Organisation will manage the Retail
Outlet dealership by itself and not on contract basis.
f.
That, if selected, we undertake that we will be depositing an interest free Security deposit as
per the policy of the Corporation.
g.
That, if selected, we undertake that we will pay a non-refundable Fixed fee of Rs.
_____________ as per the policy of the Corporation (applicable for Dealer owned sites).
OR
That, if selected, we undertake that we will pay a non-refundable final Bid amount as per the policy of
the Corporation (applicable for Corporation owned sites except for Corpus fund ROs).
I,

__________________________________________daughter

of

/son

of/

wife

of

Shri______________________ hereby confirm that I have been authorized to submit this application on
behalf of M/s____________________ and the information given above is true and correct. Any wrong
information /misrepresentation/ suppression of facts will make us ineligible for this RO dealership. That if
any information/declaration given by us in our application or in any document submitted by us in support of
application for the award of the RO dealership shall be found to be untrue or incorrect or false, the
..OMC* would be within its rights to withdraw the letter of intent / terminate the dealership (if
already appointed) and that we would have no claim, whatsoever, against the Corporation for such
withdrawal / termination.
Place : _____________
**Date :______________

Signature of applicant_______________________
Name of applicant_____________________________

**The date mentioned in the affidavit will be treated as date applicable for the purpose of evaluating the
eligibility criteria.

58

Appendix XI - C
FINANCIAL BID

Application for Award of Dealership at Location ______________ Dist. _________________

State ___________under ____________ Category advertised on ________________ (Date).

Name of the Applicant(s) / Entity

Address of the applicant(s) / Entity

I/We hereby quote Rs. __________ (Rupees __________________ only) as Bid amount for
allotment of Retail Outlet dealership at the above mentioned location.

Signature of the Applicant(s) / Authorized signatory of the Entity

Date

Place

Note
1. The Minimum bid amount is Rs. 10 lakhs for Rural RO and Rs. 30 lakhs for Regular
RO.
2. In case of discrepancy in the amounts mentioned in Figures and Words, the amount
mentioned in Words will prevail.
3. FINANCIAL BID SHOULD BE PUT IN A SEPARATE SEALED ENVELOPE AND
SUPERSCRIBED FINANCIAL BID.
4. APPLICATIONS WITH OPEN FINANCIAL BIDS OR FINANCIAL BIDS NOT
SUPERSCRIBED ON THE ENVELOPE WOULD BE REJECTED.

59

Appendix XII A

Name of Location/District/State:
Name of applicant:
Check list for Individual Applicants
S.No

Document / Activity to be checked

Page No.
From

1
2

Completely filled application format with signature and

photograph (with signature on photograph)
Application fee

IDP (For locations involving bidding process)

For locations under reserved categories Attested copy

of Category Certificate from competent authority as per
advertisement/Brochure.

In case of partnership firm Attested copy of proposed

partnership deed
In case of partnership firm whether application of all
partners is attached together
Notarized Affidavit in original as per format given in
Appendix - X A
Attested copy of Residence certificate issued by
competent authority in case of Rural ROs
Attested copy of certificate regarding age

6
7
8
9
10
11

Attested copy of certificate regarding educational

qualification
Attested copy of Offered land documents
Khasra/Khatouni or any equivalent document from
Revenue officials / Registered sale deed / Registered
lease deed / ownership transfer deed issued

12

Where the applicant is not the land owner Notorized

affidavit by all owners or co-owners including family
members individually to be enclosed

13

Confirmation letter from the Advocate on land defining

Group 1 or Group 2
Sketch of the land with dimension (site map)

14
15

Attested copy of Savings Bank/Fixed Deposit/Term

Deposit in Scheduled Bank/ Post office/ listed
Companies/Government Organization / PSU Kisan Vikas
Patra, NSC, Bonds, mutual funds and share certificates

16

Certificate from Chartered Accountant / Depository

participant pertaining to Bonds, Mutual funds and shares
Attested copies of documents pertaining to Finance
owned by Family Unit Notarized affidavit from
concerned member of the family with the ownership
details of funds
Application submitted in sealed envelop with name & Sr.
no of the location (as per the advertisement)
superscribed on the envelop.

17

18

60

To

Submitted
Yes/No/NA

19

In case of locations involving bidding process, the

Application along with enclosures (including IDP) should
be put in a separate sealed envelope and Financial bid
documents should be put in another separate sealed
envelope. These envelopes should be clearly marked as
Application form with enclosures and Financial Bid
and both these envelops should be put inside another
sealed envelope with name & Sr. no of the location (as
per the advertisement) superscribed on the envelope and
submitted.

20

Any other document attached

21

Total Number of pages in the application form along with

attached documents

THIS IS NOT AN EXHAUSTIVE LIST. THE APPLICANT(S) SHOULD CAREFULLY GO

THROUGH THE BROCHURE BEFORE SUBMITTING THEIR APPLICATION(S).

61

Appendix XII-B

Name of Location/District/State:
Name of applicant:

Check list for Non-Individual Applicants

S.No

Document / Activity to be checked

1
2

Completely filled application format with signature and

photograph (with signature on photograph)
Application fee

IDP (For locations involving bidding process)

For locations under reserved categories Attested copy

of Category Certificate from competent authority as per
advertisement/Brochure (For registered societies
applying under "other than Open" category).

Notarized Affidavit in original as per format given in

Appendix - X B
Attested copy of Residence certificate issued by
competent authority in case of Rural Ros
Attested copy of Offered land documents
Khasra/Khatouni or any equivalent document from
Revenue officials / Registered sale deed / Registered
lease deed / ownership transfer deed issued.

6
7

Page No.
From
To

Where the applicant is not the land owner Notorized

affidavit by all owners or co-owners including family
members individually to be enclosed

Confirmation letter from the Advocate on land defining

Group 1 or Group 2
Sketch of the land with dimension (Site map)

10
11

Attested copy of Savings Bank/Fixed Deposit/Term

Deposit in Scheduled Bank/ Post office/ listed
Companies/Government Organization / PSU Kisan Vikas
Patra, NSC, Bonds, mutual funds and share certificates

12

Certificate from Chartered Accountant / Depository

participant pertaining to Bonds, Mutual funds and shares
Authority letter / resolution specifying name of authorized
person for signing application form
Attested copy of Registration certificate / copy of
Certificate of incorporation of the entity from competent
authority
Attested copies of audited Profit & Loss Accounts
statements for the preceding 3 financial years
Application submitted in sealed envelop with name & Sr.
no of the location (as per the advertisement)
superscribed on the envelop.

13
14

15
16

17

In case of locations involving bidding process, the

Application along with enclosures (including IDP) should

62

Submitted
Yes/No/NA

be put in a separate sealed envelope and Financial bid

documents should be put in another separate sealed
envelope. These envelopes should be clearly marked as
Application form with enclosures and Financial Bid
and both these envelops should be put inside another
sealed envelope with name & Sr. no of the location (as
per the advertisement) superscribed on the envelope and
submitted.
18

Any other document attached.

19

Total Number of pages in the application form along with

attached documents

THIS IS NOT AN EXHAUSTIVE LIST. THE APPLICANT(S) SHOULD CAREFULLY GO

THROUGH THE BROCHURE BEFORE SUBMITTING THEIR APPLICATION(S).

63